Enterprise eTIME - Managers Service Centermanagers.hr.gsu.edu/files/gravity_forms/1-02e6ecd3857a89f67b0161de... · Manager Approval 2-12 ... installation of any additional software

ADP

Time & Labor Management

Enterprise eTIME

Getting Started Participant Guide

Copyright

Copyright

Copyright

Notice Copyright © 2007 by Automatic Data Processing, Inc.

All Rights Reserved

The Enterprise eTIME Getting Started reference manual is copyrighted by

Automatic Data Processing, Inc. 2007. All rights reserved, including the right

to reproduce this manual or any part of it. It is against the law to copy the

software on cassette, diskette, tape, listing, or any other medium for any

purpose other than the purchaser’s personal use without the express written

permission of Automatic Data Processing, Inc.

Automatic Data Processing, Inc.

Enterprise eTIME Getting Started

Disclaimer Automatic Data Processing (ADP), Inc. has made every effort to ensure the

information in this guide is complete, precise, and current. Automatic Data

Processing, Inc. assumes no responsibility for the consequences of errors

beyond its control.

The examples, sample windows, reports, company names, and individual

names used throughout this guide are intended for illustrative purposes only

and may not conform to your system requirements.

Trademarks ADP is a registered trademark of ADP North America, Inc.

Windows is a registered trademark of Microsoft Corporation.

Other product names mentioned herein may be trademarks and/or registered

trademarks of other companies.

Enterprise eTIME Getting Started Preface

Version 6 P-1

Preface

Overview This session introduces the student to the four different employee time entry

methods and discusses how to perform timecard edits, labor account and work

rule transfers, and pay code entries. The course combines lecture,

demonstration, and hands-on practice exercises.

Prerequisites None

Audience This course is designed for individuals who are responsible for monitoring,

editing, and approving employee timecards for submission to payroll.

Although this course is targeted for department managers and supervisors, it

is also ideal for a payroll or human resource manager who is new to the

Enterprise eTIME application

Preface Enterprise eTIME Getting Started

Version 6 P-2

Notes

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Enterprise eTIME Getting Started Table of Contents

Version 6 TOC-1

Table of Contents

Preface Page

Preface P1-P4

Table of Contents TOC1-

TOC2

Chapter 1– Navigation Page

Accessing Enterprise eTIME 1-2

QuickFind Employee 1-3

QuickNavs and HyperFind Queries 1-4

Timecard Editor Display Views 1-5

Data Entry 1-6

Saving, Refreshing and Calculating a Timecard 1-7

Timecard Editor Tabs 1-8

Add, Edit, and Delete Data Entries 1-9

Exceptions 1-10

Summary 1-11

Chapter 2– Timecard Editor Page

Comments 2-2

Comment Notes 2-3

Cancel a Meal Deduction 2-4

Labor Account Transfers 2-5

Work Rule Transfer 2-6

Add a Pay Code 2-7

Move and Delete a Pay Code 2-8

Group Edits 2-9

Verifying Group Edit Results 2-10

Add & Delete Employees To The Pay From Schedule

Function

2-11

Manager Approval 2-12

Summary 2-13

Chapter 3– Reports

Types of Standard Manager Reports 3-2

Accessing Standard Reports 3-3

Reports Selections & Options 3-4

Generating Standard Reports 3-5

Viewing Reports 3-6

Printing & E-Mailing Reports 3-7

Summary 3-8

Table of Contents Enterprise eTIME Getting Started

TOC-2 Version 6

Table of Contents, Continued

Chapter 4– Schedules Page

Terms- Shift & Pattern 4-2

Terms- Schedule & Schedule Groups 4-3

Schedule Editor 4-4

Schedule Editor Workspace 4-5

Ad Hoc Shifts 4-6

Scheduling a Pay Code 4-7

Changing a Schedule 4-8

Viewing Schedule Audits 4-9

Summary 4-10

Chapter 5–Labs Page

Data Entry & Exceptions 5-2

Timecard Edit 5-3

Cancel Meal Deduction 5-4

Add a Comment & Note 5-5


Work Rules & Pay Codes 5-7

Group Edit- Add a Punch 5-8

Timecard Approval 5-9

Generate a Report 5-10

Maintain a Schedule 5-11

Lab Summary 5-12

Enterprise eTIME Getting Started Chapter 1 – Navigation

Version 6 1-1

Chapter 1 – Navigation

Introduction This session shows how a manager will access and navigate the Enterprise

eTIME interface, open and navigate the information in an employee timecard,

and correctly enter and save data.

Objectives After completing this session, you will be able to:

• Access an employee timecard

• Use QuickNavs and HyperFind Queries

• Distinguish between timecard views

• Locate information in an employee timecard

• Apply best practices when entering time data

• Save, refresh and calculate a timecard

• Describe exceptions that appear in a timecard

Contents

Topic See Page

Accessing Enterprise eTIME 1-2

QuickFind Employee 1-3

QuickNavs and HyperFind Queries 1-4

Timecard Editor Display Views 1-5

Data Entry 1-6

Saving, Refreshing and Calculating a Timecard 1-7

Timecard Editor Tabs 1-8

Add, Edit, and Delete Data Entries 1-9

Exceptions 1-10

Summary 1-11


Version 6 1-2

Access Enterprise eTIME

Overview Enterprise eTIME is a Web-based application, and does not require the

installation of any additional software on your workstation. You access

Enterprise eTIME via an Internet browser such as Internet Explorer or

Netscape Navigator.

Logging On

Log on using your username and password.

Password • Passwords may be 1-50 characters and are CaSe SenSitive

Header

Within the Header section, you will find access to:

1. Tab Menus

2. Administrative links

3. Quick links

4. Show/Hide button

5. QuickNav name

6. QuickNav options

Browser • While logged into Enterprise eTIME do NOT use the features of your

browser.

• Tools and functions to navigate, refresh, print and save are provided by the

EET application

Logging Out • Correctly logout of the application by using the Log Off link.

• Enterprise eTIME will log off users after a pre-set period of inactivity.


Version 6 1-3

QuickFind Employee

Overview Using the QuickFind QuickNav and a Time Period you can filter your search

for a specific person or set of people based upon their names or ID. The

results then display on the Workspace.

QuickFind The QuickFind QuickNav link will only allow you to search all employees

that have been assigned to you based on the name criteria that you select.

Workspace The workspace contains detailed information for the employees and time

period that are currently selected.

Information that does not fit the display width of the column is indicated by

ellipses (…). The workspace columns can be resized to display the full line

of data.

The data in a workspace may be sorted by clicking the column heading. You

can sort by either one or two columns. Manipulate columns as follows:

• Click a column header to sort the display according to the column

• Click a column header a second time reverses the sort order

Clicking a second column header sorts the display a second time according to

the second column.


Version 6 1-4

QuickNavs and HyperFind Queries

Overview QuickNavs are the “tools” used to perform different actions in Enterprise

eTIME. HyperFind Queries are used with QuickNavs to filter “who” you

want to apply the QuickNav action based upon some selected criteria.

QuickNavs A QuickNav is a link in Enterprise eTIME under the MY QUICKNAVS tab.

QuickNavs provide different tools to view and/or modify employee labor

account information. For example, Pay Period Close QuickNav provides a

convenient summary view of employee data. If need be (from the same

screen) timecards may be accessed to make changes.

HyperFind

Queries HyperFind queries are used to determine the “who” and the “when” to be

displayed in a QuickNav. You determine a criterion and instruct Enterprise

eTIME to only find people in that timeframe that match your criteria.

Tips for use Always use the default queries that your organization provides for

frequently used functions of your job, such as running standard reports on

all employees in your group.

If you can create your own HyperFind queries use the recommended

guidelines to efficiently and effectively perform searches.


Version 6 1-5

Timecard Editor Display Views

Overview

Timecard view refers to the format displayed when viewing an employee

timecard. The type of view displayed depends on the time entry method used

by an employee and how it is set up by the Enterprise eTIME administrator

based on a company’s individual requirements. The two types are:

• Hourly View

• Project View

Hourly View

In this view, an employee’s IN and OUT punches display for each day per

pay period the employee is scheduled to work. This view also displays any

transfer information, the total hours worked in a shift, the total hours worked

for the day, and a cumulative total for the week.

Employee punches are generated by the employee punching in and out using

Enterprise eTIME Time Stamp or similar device, automatically populated

based on the employee’s schedule, or may be manually entered.

Project View

In this view, the total number of hours worked displays for each day per pay

period the employee is scheduled to work, along with the pay code associated

with those hours. This view also displays the total number of hours for the

week.

Hours are entered manually by an employee or automatically populated based

on the employee’s schedule.


Version 6 1-6

Data Entry

Overview While editing in Enterprise eTIME, you can use your mouse or keyboard to

navigate within the Timecard view. You also have a variety of formatting

options for entering timecard data.

In Cell Editing Data can be entered by:

• Typing directly in the timecard IN or OUT cell.

• Using menu options to apply edits within a timecard.

• By clicking the right mouse button.

Tab Key

Arrows

Use the Tab Key to move horizontally one cell to the right. The Shift+Tab

key combination moves the cursor horizontally to the cell on the left.

Within one column you can move up or down one cell using the up and down

arrow keys.

Formatting

Time Data Enterprise eTIME will automatically format your data input.

Entry eTIME Formatting

7 7:00 AM

730 7:30 AM

10p 10:00 PM

1130p 11:30 PM


Version 6 1-7

Saving, Refreshing and Calculating a Timecard

Overview Visual indicators in Enterprise eTIME let you know when you have unsaved

edits. As you enter data you have the options to refresh, calculate or save your

changes.

Saving The name of the QuickNav turns orange and an “*” appears to indicate

unsaved changes. As you apply edits to the timecard you must remember to

save these changes to the database. Unsaved changes are not applied.

Refresh Refresh is a way to undo the changes you have just made on the screen.

Information in a timecard or schedule comes from the database. If you do not

save your edits, the system cancels the edits and returns the data to the most

recently saved timecard view.

Calculate

Totals

You can calculate the timecard totals without saving the edits to the database.

By calculating the timecard totals, you can see the impact of changes or edits

before committing them to the system. Once you calculate the totals you can

save your edits or refresh the timecard to remove the changes.


Version 6 1-8

Timecard Editor Tabs

Overview The tabs located below the employee timecard are informational tabs.

These tabs help monitor adjustments made to employee timecard entries.

Tabs Visibility By default, each timecard will contain the Totals and Schedule, Accruals,

and Audit tabs. The other content dependent timecard tabs become visible

only when the specific content of the tab is entered into the timecard.

Tabs Tab Description Always

Visible

Totals &

Schedule

Displays total hours by account and pay code.

Employee schedule appears in a separate frame on

the right. √

Accruals Displays accrued time such as sick and vacation. √

Audits Displays edits made to a timecard by each user. √

Sign-offs &

Approvals

Displays timecard approvals by employees and

managers. Visible only when a sign-off or an

approval is completed.

Comments

Displays comments attached to pay codes and

punches. Visible only when comments are attached

to a timecard.

Moved

Amounts

Displays amounts moved from one pay code to

another. Visible only when amounts have been

moved on a timecard.


Version 6 1-9

Add, Edit, and Delete Data Entries

Overview Depending on access privileges, managers have the ability to perform edits on

employee timecards. The process to add, edit, or delete entries all follow the

same process as outlined below.

Edits STEP ACTION

1 Select employee timecard.

2 Click in the cell that requires the edit. Any current punch will be

highlighted.

3 Enter the correct information.

4 Click Save.

Adding The easiest method of adding a punch is in the hourly view to click on the cell

and enter the correct data directly.

Editing There are several types of edits you can perform on punches. You can change

the punch time, the time zone, override a punch or cancel automatic

deductions.

Deleting You can delete punches directly from the Hourly View timecard. For

example, assume that you accidentally entered the OUT punch in the second

IN field. You can select the punch and press delete on your keyboard.

Notes ______________________________________________________________

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Version 6 1-10

Exceptions

Overview Exceptions highlight unexpected or unusual transactions; such as when an

employee works outside their scheduled timeframe or scheduled day.

Exceptions are color coded to help to quickly identify the type of exception.

These are listed in the table below.

Menu Indicator Color Code

Description

Options

Solid Red cell

Indicates that there is either a missed In or

Out punches. Moving the mouse over the

cell will provide more information.

Red border around a

date

Indicates that it is an unexcused absence for

the day. Moving the mouse over the cell

will provide more information.

Red border around a

time

Indicates that there is an exception to the

time stamps. Moving the mouse over the

cell will provide more information.

Blue border around

a date Indicates an excused absence for the day.

Red outlined cell

Yellow box inside

cell

Indicates that there is an exception

associated with the time stamp and a

comment associated with the contents of

the cell.

Yellow box inside a

cell

Indicates that there is a comment associated

with the contents of the cell.

Purple transaction

(Phantom Punch)

Indicates the transaction was added to the

timecard by the totalizer (i.e., system

generated). If the cell is gray, the

transaction can not be edited.

Gray cells Indicate the transaction can not be edited.

(X) before a labor

account

Indicates that the account is not the primary

account that is being indicated in the

transfer.

Exception

Notes • Exceptions must be configured in the Enterprise eTIME system.

• Exceptions can be associated with dates, punches or durations.

• If you move the mouse over an exception a message provides more specific information such as “Missed Out-Punch”, “Late” or “Excused”.

• Missed punch exceptions should always be edited.


Version 6 1-11

Summary

Overview This session showed how to access and navigate the Enterprise eTIME

interface, open and navigate the information in an employee timecard, and

correctly enter and save data.

Quick

Reference Card Three Quick Reference Cards are provided with this module and are available

for downloading. They are Navigation, Timecard Editor Workspace and

Exceptions.

Notes ______________________________________________________________

______________________________________________________________

______________________________________________________________

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Enterprise eTIME Getting Started Chapter 2 – Timecard Editor

Version 6 2-1

Chapter 2 – Timecard Editor

Introduction This session shows how a manager will use Timecard Editor to view, edit,

and approve employee time and labor data.

Objectives After completing this session, you will be able to:

• Add a comment and note to a timecard entry

• Cancel a meal deduction

• Perform a labor account transfer

• Conduct a Work Rule transfer

• Add, move and delete a Pay Code

• Perform & verify the results of a group edit

• Add & delete employees to the pay from schedule function

• Approve timecards

Contents

Topic See Page

Comments 2-2

Comment Notes 2-3

Cancel a Meal Deduction 2-4


Work Rule Transfer 2-6

Add a Pay Code 2-7

Move and Delete a Pay Code 2-8

Group Edits 2-9

Verifying Group Edit Results 2-10

Add & Delete Employees To The Pay From Schedule

Function

2-11

Manager Approval 2-12

Summary 2-13


Version 6 2-2

Comments

Overview Comments provide more information about a punch or an amount. They can

be attached to:

• Punches

• Durations

• Pay code amounts

• Move amounts

• Historical amounts

Comments are predefined by your company.

Comments STEP ACTION

1 Select the time punch you want to edit.

2 Click Comment > Add. Alternatively right-click the punch and

select Add Punch.

3 From the Add Comment drop-down list, select the appropriate

comment.

4 Click OK.

5 Click Save.

Comments Once you add a comment, a comment icon displays alongside the punch time

or amount.

To view the comment that the icon represents, click the Comments tab at the

bottom of the timecard.

It is possible to have more than one comment associated with a punch. For

example; “Late In” and “Second Occurrence.”

Comments are deleted via Comment > Delete on the menu bar or by right

clicking and deleting it from the Comment Tab below the Time Card.


Version 6 2-3

Comment Notes

Overview Comments may have free text notes associated with them. These comments

only appear under the employees comments tab.

Comment STEP ACTION

Notes 1 Select the time punch you want to edit.

2 Click Comment > Add. Alternatively right-click the punch and

select Add Comment.

3 From the Add Comment drop-down list, select the appropriate

comment.

4 In the Note field enter additional information.

5 Click OK.

6 Click Save.

Notes Some key points to remember with regards to Comment notes are:

• You can’t have a note without a comment.

• Notes are limited to 255 characters.

• Notes only appear in the Comments tab. They will not appear in reports or

a HyperFind query

• Notes can’t be edited. You must delete it and add a new one.

• If you select multiple comments, the note is associated with each comment.

• Deleting the comment removes the notes associated with it.


Version 6 2-4

Cancel a Meal Deduction

Overview If an employee worked through their meal break or did not take a meal break

for the day, it must be added back to the total work hours.

You have the ability to cancel a meal deduction for an employee for a specific

shift or you can cancel all meal deductions for the entire day.

Cancel a STEP ACTION

Meal Deduction 1 Select the time punch you want to edit.

2 Click Punch> Edit. Alternatively you can right-click the punch

and select Edit Punch or simply double-click the cell.

3 From the cancel deduction drop-down list, select the appropriate

deduction.

4 Click OK.

5 Click Save.

Cancel Meal

Deduction If you cancel a deduction that is not assigned to the employee, the system does not remove any break or meal from the shift.

If you don’t know which break or meal rule the employee uses as displayed in the cancel deduction drop down list, then select all. The all selection removes all break or meal deductions from the shift.

Project view employees must have adjustments made to the amount of time they entered.

To reverse the cancel deductions, select <None> from the Cancel Deduction drop-down list.


Version 6 2-5

Labor Account Transfer

Overview Labor account transfers are made to charge employee hours to an account

other than the employee’s primary labor account.

Managers can transfer an employee’s hours from an employee’s time card and

from a group edit.

Labor Account STEP ACTION

Transfer 1 From the employee’s timecard, place your cursor in the

Transfer cell.

2 The drop-down menu displays the last five labor account

transfers for that employee

3 If the transfer labor level is not listed select Search.

4 Choose the desired labor level.

5 Highlight the account code by selecting an option from the

available entries data field.

6 Click OK when the correct information has been selected.

Labor Account

Transfer Multiple labor account transfers may occur in a single day. If you transfer an

employee to another labor account at the beginning of the shift, the entire

shift hours will be transferred unless you transfer the employee back into

his/her primary account.

A new shift automatically defaults to the employee’s primary account.


Version 6 2-6

Conduct a Work Rule Transfer

Overview Work Rules interpret the way employee’s work time is calculated, how

their overtime is earned, how their shift differential is paid, and whether or

not time is deducted for a meal break.

A transfer of a Work Rule may occur when an employee performs a

different job and should be paid according the Work Rules of that job.

Work STEP ACTION

Transfer 1 Click the transfer cell that corresponds to the shift you want to

edit.

2 Click the down arrow. A list displays that shows the most resent

transfers. Click search to proceed to the Select Transfer

window.

3 From the Work Rule drop-down list (bottom left), select the

appropriate work rule.

4 Click OK. The new work rule displays in the Transfer cell.

Work Rule

Transfers A Work Rule transfer changes the Work Rule for part or all of a shift.


Version 6 2-7

Add a Pay Code

Overview Enterprise eTIME uses Pay Codes to organize time and money. Regular

and overtime are examples of time pay codes. Bonus is an example of a pay

code that holds a monetary amount.

A Pay Code may be added to account for time or money in an employee’s

timecard.

Pay STEP ACTION

Code 1 In the timecard workspace, select an empty row or insert a row

for the appropriate date

2 Click the cell in Pay Code column then click the drop-down

arrow.

3 Select the appropriate Pay Code from the drop-down list.

4 Enter the appropriate number or hours in the Amount column or

click to display the down arrow and select the appropriate

option from the drop-down list.

Add a Pay Code

Amount

Enter the amount of hours that the Pay Code should be applied.

Alternatively, use the full scheduled or half scheduled day options from the

drop-down menu.


Version 6 2-8

Move and Delete a Pay Code

Overview An amount (dollars or hours) may be moved from one Pay Code to another

to correct a discrepancy or to account for something unexpected.

Moving a Pay STEP ACTION

Code 1 Change the value in the Total & Schedules tab from All to

Daily

2 Highlight the day of the Pay Code you want to move

3 Right click the highlighted Pay Code, then, left click Move

4 In the field labeled Pay Code, select the correct pay code from the list box.

5 In the field labeled Amount, enter the correct amount.

6 Select the effective date.

7 Enter the transfer if applicable.

8 Enter a comment if applicable.

9 Click OK.

10 Click Save.

Delete a Pay Code Deleting a Pay Code amount is the same as deleting any other data entry.

Select the cell and delete the data it contains.

Deleting a Pay STEP ACTION

Code 1 Click in the amount cell associated with pay code and press the

delete key on the keyboard

2 Click in the Pay Code cell and press delete.

3 Click Save.


Version 6 2-9

Group Edits

Overview Group edits are changes you make to multiple employees simultaneously.

Group STEP ACTION

Edits 1 Select a QuickNav and/or HyperFind Query that displays the

employees you wish to edit.

2 Select the first employee.

3 Press and hold Ctrl, then select each of the other employees you wish to edit. The employees you select are highlighted in yellow.

4 Perform the edit you wish to make.

Group Edits Nearly any edit you can apply to one employee can be applied to a group of

employees in the same transaction. Some examples of the types of changes

you can make using a group edit include the following: • Add or delete a punch

• Add or delete a pay code amount

• Add or delete an historical amount

• Reset or pay out accruals

• Add or delete pay from schedule

• Approve or sign off timecards

You can select a range of adjacent cells by selecting the first employee, holding Shift, then selecting the last employee in the range.


Version 6 2-10

Verifying Group Edit Results

Overview When you perform a group edit, it is possible that the change failed for one or

more of the selected employees. Select Group Edit Results on the General

menu tab to verify that the edits for everyone in the group were successful.

If a failure occurred, a Details hyperlink will display an error log.

Column Displays This Information

Group Edit Type of edit you performed

Date Date the group edit was performed

Time Time the group edit was submitted for processing

User Name User name of the person performing the group edit

Status Status of the Group Edit. This may be “Completed” or “Processing.”

Results Number of successes and failures and the total

Error Log The Group Edit Error Log displays the employee name and a description of

the each error that occurred.


Version 6 2-11

Adding & Deleting Pay from Schedule

Overview Add Pay from Schedule allows you to use a person’s schedule to populate

their timecard, which is useful when you need to process a payroll early

during a holiday week.

Pay from STEP ACTION

Schedule 1

Press and hold Ctrl and select multiple employees, or select

Actions > Select All to select all employees.

2

To Add- Select Schedule> Pay From Schedule > Add.

To Delete- Select Schedule> Pay From Schedule > Delete.

3

In the Effective Start Date field, enter the date to begin paying

from the schedule.

4

In the Effective End Date field, enter the date to stop paying

from the schedule.

5 Click Comments (optional).

6

From the Comments lists, select the reason for adding pay from

schedule and click OK.

7 Click OK.

Adding &

Deleting Paying

From Schedule

Pay from schedule can be used everyday for those employees who may edit

timecard only on an exception basis.

Employees may also be permanently marked as pay from schedule in the Pay

Rule.


Version 6 2-12

Manager Approval

Overview Once you have completed all of your timecard edits, you can approve and the

timecard data.

The Pay Period Close QuickNav is a great source for viewing multiple

employees’ approval and sign off status. Manager STEP ACTION

Approval 1

From the Time Period list, select the time period. You can

approve an employee’s timecard for any time period.

2

Select the names of the employee(s) whose timecards you need

to approve.

By holding down the Ctrl key as you click each row, you can

select more than one employee for approval, or you can click

Actions>Select All and select everyone on the screen.

3 From the Approvals menu, click Approve.

4

Click Yes in response to the prompt to approve your selections.

Result: The Manager Approval column displays a “1”

indicating one manager has approved the timecard for the

previous pay period.

Symbol Definition

� Pay Period Approved/Signed off

1 1 Person Approved (Appears in cases were multiple manager

approvals are necessary.)

(Partial) Only a few day(s) of the pay period are approved.

1 (Partial) One manager has approved. Only a few day(s) of the pay

period are approved.

Approving

Timecards Approvals may be performed for a single day, any range of dates including

future dates. (i.e., current, previous, next). Approvals prevent further edits by

the employee in the hourly and project view methods. Approvals may also

prevent further edits by managers.

Approvals may be removed via the Approvals menu.


Version 6 2-13

Timecard Editor Summary

Summary This module first presented how you efficiently enter data into Enterprise

eTIME and how you save that data.

Each common manager task in editing, and reviewing timecards was then

described in detail. Finally, the means to approve and verifying those

approvals was presented.

Quick

Reference Card A two-page Quick Reference Card is provided with this module and is

available for downloading. It outlines the steps to perform when completing

common managerial tasks.

Enterprise eTIME Getting Started Chapter 3– Reports

Version 6 3-1

Chapter 3– Reports

Introduction This session shows how Enterprise eTIME is used to access, generate and

review a standard report.

Objectives Upon completing this session, you will be able to

• Access the report function

• Select the parameters of a report

• Configure standard report options

• Generate a standard report

• View, print & email a report

Contents

Topic See Page

Types of Standard Manager Reports 3-2

Accessing Standard Reports 3-3

Reports Selections & Options 3-4

Generating Standard Reports 3-5

Viewing Reports 3-6

Printing & E-Mailing Reports 3-7

Summary 3-8


Version 6 3-2

Types of Standard Reports

Overview Reporting is a tool that allows you to extract information from the Enterprise

eTIME database and present it in an easy to read format that can be printed, e-

mailed and distributed.

Standard

Reports The Enterprise eTIME application has over 80 standard reports that are

available to managers and supervisors. The actual reports managers and

supervisors can generate and view depends on the access privileges granted in

the user report profiles. In addition to the standard manager reports, Enterprise eTIME also has reports available for the individual employee who enters time through a web browser. Examples of manager reports are displayed in the table below.

REPORT CATEGORY

EXAMPLE DESCRIPTION

All - Contains All reports available to managers in the Enterprise eTIME System.

Accruals Accrual Details Displays types of accrual transactions for each employee.

Configuration Work Rules Lists the work rules defined.

Data Collection

Activity Code Definitions

Lists the Activity Code definitions.

Detail QuickNavs

Absent Employees Displays employee’s excused and unexcused absences through the current day.

Import Import Errors Displays error details about imported data.

Roll-up QuickNav

Hours by Labor Account

Displays money/hours/wages for each Labor account.

Schedule Employee Schedule -Weekly

Displays employee’s schedules of whose home locations is one of the selected.

Timecard Exceptions Displays exceptions or comments attached to the start or end of shift.

Report

Categories Grouping reports into categories allows for context sensitive navigation to

reports depending on the area of the application from which you wish to

gather data.


Version 6 3-3

Accessing Standard Reports

Overview Standard reports may be accessed via two methods:

1) Using the General menu tab and selecting Reports. This option defaults

the report to run on “All Home employees.”

2) Via the Report link in the header workspace to display. This method

displays information for specific individuals that are selected in the

QuickNav.

Reports STEP ACTION

1 To access reports-

a) Click the Reports link in the workspace header or

b) From the General tab menu select Reports.

2 Select the report you want.

Accessing

Reports If the report link does not display on the workspace header, you have not been

granted privileges to generate reports in this manner.


Version 6 3-4

Report Selections & Options

Overview It is important to choose the accurate parameters of your report by

configuring who, when, and any additional information. Without correctly

defining this information, Enterprise eTIME has no way of knowing what

data to display for the report you selected.

Selecting

People Select the people information by selecting one of the HyperFind queries in the

drop-down menu. As with Timecard editor the HyperFind query provides the

parameter of who and where you want to apply your report.

Selecting the

Timeframe The timeframe for the report is defined by selecting one of the options

available in the Time Period drop-down menu

Before generating a standard report. You should define any additional pieces

of information the report should contain. Depending on the report you are

generating, different options are available that are applicable to the report.

Depending on the type of report available options may include:

• Actual/Adjusted

• Absence Types

• Exceptions

• Holiday Credit

• Import Batch

• Import Types

• Pay Codes

• Page Break

Selecting

Options


Version 6 3-5

Generating Standard Reports

Overview The report is generated by selecting Run Report.

Generating

Standard STEP ACTION

Reports 1 Click Run Report

Report Status Once you have selected the Run Report option, the Check Run Status menu

will automatically appear. Options are:

View Report – The Report will display in Adobe PDF Reader

Refresh Status – Will indicate whether the status is complete or otherwise

Delete – Will Delete the selected report

Print Screen – sends all the contents visible on the screen to a printer

Report Status

“Waiting” The report information you requested is being gathered from the database

server and being transferred to the web/application server and displayed on

your desktop through the use of a browser.

This process of gathering and displaying data may take a few minutes.

Continue to check the status via the Refresh Status option from the menu

bar.


Version 6 3-6

Viewing Reports

Overview The report can be accessed once the report status returns the result

“Complete.”

Viewing There are two ways you can view the report information.

• Double-click on the name of the report to view it in PDF format

• From the Check Run Status menu, select View Report

To view a standard report, follow the steps outlined below.

Viewing STEP ACTION

Reports 1 Select the Report you would like to view.

The top is the most recent.

2 Click View Report.

The report will display in Adobe PDF Reader.


Version 6 3-7

Printing & Emailing Reports

Overview Reports are viewed via Adobe Acrobat Reader. An Adobe acrobat file reader

application must be installed on your machine in order to read the report.

In addition to output to PDF files format, reports can be printed or emailed.

Printing To print a standard report, follow the steps outlined below.

Printing STEP ACTION

Reports 1 From the Select Report menu, choose Send to Printer.

2 Select the name of the printer where the report should be sent.*

3 Choose OK.

* If your printer can not be selected, view the file as a PDF.

Then, use the print functionality of Adobe Reader to send it to

your default printer in your control panel.

E-Mailing The ability to email reports via enterprise eTIME is a configurable option in

Enterprise eTIME. To e-mail a standard report, follow the steps outlined

below.

NOTE: Your company may or may not use this option depending upon

system configuration and system compatibility.

E-Mailing STEP ACTION

Reports 1 From the Select Report menu, choose e-mail.

2 In the field labeled Recipients, enter the e-mail addresses of the

individuals who should receive the report. Multiple addresses

are separated by commas.

3 Choose OK.


Version 6 3-8

Reports Summary

Summary This session showed how a manager accesses reports via the General menu

tab or the Report link in the Header.

Next you saw how to choose the parameters of your report by defining and

configuring “who” and “when” you want the report to gather data. Additional

optional configurations were shown that depend upon the type of report that

you are generating.

The means to generate your report and to check its run status were discussed.

Finally you saw the different methods of accessing the report and saw how it

could be viewed as a PDF, printed, or e-mailed from the application.

The steps to access, configure and view a report are outlined below.

Quick

Reference Card A Quick Reference Card is provided with this module and is available for

downloading. It outlines the steps to perform when completing common

managerial tasks.

Enterprise eTIME Getting Started Instructor’s Page Chapter 4– Schedules

Version 6 4-1

Chapter 4– Schedules

Introduction This session shows how to access, navigate and use Schedule Editor to

perform scheduling maintenance tasks such as adding ad hoc shifts and

changing a schedule.

Objectives Upon completing this session, you will be able to:

• Explain Scheduling Terms

• Access & Navigate Schedule Editor

• Describe the Components of the Schedule Editor Workspace

• Perform Schedule Maintenance

• Access Schedule Audits

Contents

Topic See Page

Terms- Shift & Pattern 4-2

Terms- Schedule & Schedule Groups 4-3

Schedule Editor 4-4

Schedule Editor Workspace 4-5

Ad Hoc Shifts 4-6

Scheduling a Pay Code 4-7

Changing a Schedule 4-8

Viewing Schedule Audits 4-9

Summary 4-10

Enterprise eTIME Getting Started Chapter 4– Schedules

Version 6 4-2

Terms- Shift & Pattern

Shift Overview Shift is a span of time with a start and an end time usually within a 24 hour

period.

Shifts are the basic building block to all other elements of a schedule.

Shift Definition

Pattern

Overview Patterns suggest a recurring design; an arrangement or an order. In Enterprise

eTIME this is also the case.

Patterns contain one or more shifts that repeat over specific days.

Pattern

Definition


Version 6 4-3

Terms- Schedule & Schedule Groups

Schedule

Overview How many times have people asked you what’s your schedule? It could mean

are you free a particular day and time or when in the upcoming week are you

working?

A schedule in Enterprise eTIME is a series of shifts that occur over a period

of time. Using the pattern example from before; (7am to 3pm shift on

Mondays, Wednesdays and Thursdays; and 3pm to 11pm shifts on Tuesdays

and Fridays); now the schedule is created.

Schedule

Definition

Schedule

Group

Overview

When a number of employees have similar working characteristics they can

be grouped together. This is called a schedule group.

This group may be used for scheduling or any other time card functions.

Schedule

Group

Definition


Version 6 4-4

Schedule Editor

Schedule Editor

Overview Schedule Editor is an integrated part of the Enterprise eTIME application. It

is used to create, view and edit schedules for your employees.

Notes ______________________________________________________________

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Version 6 4-5

Schedule Editor Workspace

Access Schedule Editor is accessed via the menu tab My QuickNavs> Schedule

Editor.

Workspace Columns are: Name, Totals, Job, and Schedule Group.

Rows are: Employee information and column totals.

Visual

Indicator When an employee’s regularly scheduled pattern incurs a change because of a

transfer, a visual indicator as an “X” appears next to the shift.


Version 6 4-6

Ad Hoc Shifts

Overview Managers can use Enterprise eTIME Schedule Editor to make changes “on

the fly” to correctly account for employees’ time.

Ad-hoc shifts To meet temporary needs managers can create ad hoc shifts for an individual

or a schedule group. The ad hoc shift replaces the scheduled shift for the

day(s) specified. It is indicated by a gold vertical bar on the right side of the

cell of the schedule.

Ad-hoc shifts STEP ACTION

1 From the My QuickNavs tab select Schedule Editor and from

the workspace the employee you wish to edit.

2 Edits may be performed by selecting the cell of the day to edit

then from the menu Shift> Edit and entering in the new shift

information.

Or-

Edits may be performed by double-clicking in the cell and

editing the information directly in the cell.

3 Click Save to apply.


Version 6 4-7

Scheduling a Pay Code

Overview Scheduling tools allow you to schedule time in advance by applying the time

to a specific pay code.

Scheduling a

Pay Code You can schedule, copy, move, and delete scheduled pay code edits that are

automatically transferred to the timecard

Scheduling a STEP ACTION

Pay Code 1 From within the Schedule Editor, select the name of the individual for whom you are adding the Pay Code.

2 Select the first day when the Pay Code will begin.

3 From the menu select Pay Code> Add

4 In the Pay Code Editor window complete the fields.

Pay Code – In the drop down menu select the appropriate code

Amount- Select the amount

Number of Days- Complete for the duration of the Pay Code.

Comments- Add as necessary

5 Click OK and Save.


Version 6 4-8

Changing a Schedule

Changing a

Schedule Schedules can be changed from most QuickNavs via the menu bar

“Schedule” or “Shift” options.

Changing a STEP ACTION

Schedule 1 From within the Schedule Editor, select the name of the individual for whom you are changing the schedule.

2 From the menu select Shift> Delete Pattern

At this point the employee now has no schedule.

3 From the menu select Shift> Add Pattern

4 Click for the first day of the pattern and Click Insert Pattern

5 Select a pattern from the menu.

6 Enter the pattern Work Start Date and Pattern Start Date

7 Select end date or forever and check override other patterns

8 Click OK


Version 6 4-9

Viewing Schedule Audits

Overview Managers have the ability to view changes made to an employee’s schedule.

The schedule audits will keep a record of transactions that have been

performed that affect the employee’s schedule.

Schedule

Audits The schedule changes that are tracked include:

• Creating an ad hoc shift;

• Shifts that have been added, edited, or deleted at the individual and

• Pay codes that have been added, edited, or deleted from an individual

To view an audit trail of edits to a schedule, follow the steps outlined below.

Viewing STEP ACTION

Schedule

Audits 1 From the Schedule Editor, select the employee(s) to view.

2 Select the appropriate time period. (i.e., previous pay period)

3 From the menu bar, select View > Audit.

4 In the field labeled Filter Rows by Type, select All.

5 Click OK when you have completed viewing the audit trail.


Version 6 4-10

Schedules Summary

Summary This session started with introducing essential scheduling terminology.

Next you accessed Schedule Editor and learned to navigate its workspace.

The means to perform common and routine schedule maintenance tasks were

then demonstrated using:

• Ad-Hoc Shifts

• Scheduling a Pay Code

• Changing a Schedule.

Lastly you accessed schedule audits to view changes made to an employee’s

schedule.

Quick

Reference Card A two-page Quick Reference Card is provided with this module and is

available for downloading. It provides fast access to the steps to perform

common scheduling tasks.

Enterprise eTIME Getting Started Instructor’s Page Chapter 5– Labs

Version 6 5-1

Chapter 5 – Getting Started with Enterprise eTIME Labs

Introduction This session allows you to put into practice the knowledge that you have just

learned. Real-life scenarios will be presented for you to resolve as they would

be presented on the job. Some scenarios also include exercises to deepen your

understanding of the details of the module.

Use the manual and online help to solve the problems just as you will use

them after the class. If necessary, ask the instructor for guidance at any time.

Objectives Upon completing this session, you will be able to perform the following

tasks-

• Access a timecard

• Use a QuickNav and a HyperFind Query

• Explain the information displayed in a timecard

• Perform data entry for an employee

• Perform a number of employee timecard edits

• Conduct group edits

• Timecard Approval

• Generate a report

• Maintain a schedule

Contents

Topic See Page

Data Entry & Exceptions 5-2

Timecard Edit 5-3

Cancel Meal Deduction 5-4

Add a Comment & Note 5-5


Work Rules & Pay Codes 5-7

Group Edit- Add a Punch 5-8

Timecard Approval 5-9

Generate a Report 5-10

Maintain a Schedule 5-11

Lab Summary 5-12

Enterprise eTIME Getting Started Chapter 5 – Labs

Version 6 5-2

Data Entry & Exceptions

Scenario 1 The time for one of your employees James Hogan was not captured by any

time and labor device.

You need to enter it manually and edit accordingly.

Instructions Log on to Enterprise eTIME as Jenny Coal (jcoal/welcome). Enter the data

below for James Hogan. In the spaces provided make note of any exceptions.

Time and

Labor Data

Employee Timecard: James Hogan Monday – 9:04 AM to 6:00 PM Tuesday – 9:05 AM to 6:00 PM Wednesday – 9:00 AM to 11:00 AM Wednesday – PTO for 6 hours. Thursday – 9:00 AM to (no out punch) Friday – 10:00 AM to 12:00 PM Friday – Transferred to the Operating Room (314) as a registered nurse (515) between the hours of 1 PM and 7 PM.

Exercise What do the colors in and around the data cells represent? Tuesday: Wednesday: Thursday: Friday: Viewing the Totals and Schedule tab, fill in the amounts below.

Account Pay Code Amount

101/213/317/406/515 Regular

101/213/317/406/515 PTO

(x)101/213/314/406/515 Regular


Version 6 5-3

Timecard Edit

Scenario 2 After reviewing Tamika Folan’s timecard, you realize she left at 4:00 PM on

the first Thursday of the Previous Pay Period. You will need to update her

timecard.

Instructions Log on to Enterprise eTIME as Jenny Coal. Access and edit Tamika Folan’s

timecard with the correct data. You need to change her OUT punch for the

first Thursday to 4:00 PM.

When finished the timecard should look like the one below.

Exercise What are the total shift hours for the first Thursday of the previous pay

period?


Version 6 5-4

Cancel Meal Deduction

Scenario 3 Not only did Tamika leave at 4:00 PM, she requested to work through her

one-hour lunch break on the same day. Conduct a meal deduction for Tamika

on her timecard for that day.

Instructions As Jenny Coal, access and edit Tamika Folan’s timecard to cancel her meal

deduction.


Exercise What are the total shift hours for the first Thursday of the previous pay

period?


Version 6 5-5

Add a Comment & Note

Scenario 4 Tamika Folan left early on the first Thursday of the previous pay period. You

want to add a comment so Payroll knows this was an approved event.

Instructions As Jenny Coal, access and edit Tamika Folan’s timecard to add a comment

to her timecard indicating, “Approved.” Add a note to the comment that “Left

to attend annual corporate event.”


Exercise What is different in Tamika’s timecard now that you have added a comment?


Version 6 5-6

Labor Account Transfer

Scenario 5 On the second Monday of the previous pay period, Tamika Folan worked a

second shift in the Surgery department in the job of a nurse manager from

7:00 PM to 11:00 PM. You need to charge this time accordingly.

Instructions As Jenny Coal, access and edit Tamika’s timecard to adjust Tamika Folan’s

timecard to reflect this transfer.


Exercise Viewing the Totals and Schedules tab:

How many Regular hours are applied to ///513/ account? ____________

How many hours are applied to the ///514/ account? _______________


Version 6 5-7

Work Rules & Pay Codes

Scenario 6 On the second Monday of the previous pay period, from 7 PM to 11:00 PM,

Erica East was called back and worked in the Final Test department as a Test

Tech. She needs to get paid under the appropriate Work Rule for this time.

Also, on the first Tuesday of the previous pay period, Erica left early and

took 2 hours of paid time off (PTO). You have to account for this time.

Instructions As Peggy Howards, access and edit Erica East’s timecard.

Apply the labor level transfer and transfer the work rule to “Call Back” on

Erica’s timecard and account for the paid time off.


Exercise 6a Other than Call Back what other work rules that were available to be

selected? List two.

Exercise 6b Use online help to search for information on charging time to pay codes,

According to online help what do the pay codes “full sched day” and “half

sched day” do?

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Version 6 5-8

Group Edit- Add Punch

Scenario 7 A number of employees on the 7am shift were unable to punch in because

their time clock didn’t work.

Instructions As Peggy Howards, access and edit the timecards of employees-

Holly Banchoff

Desso Benitez

Brad Bullett Perform a group edit and add a 7am punch to the first Monday in the previous

pay period. Add the comment “machine down.”

When finished verify the group edit results.

When finished the timecard should look similar to the one below.

Exercise 7 How would you resolve the missing out punch if the time clock still didn’t

work when the employees were supposed to punch out?

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Version 6 5-9

Timecard Approval

Scenario 8 Approve your employee timecards as you would at the end of a pay period.

Instructions Log on as Chris Powers (user id: cpowers, password: welcome). Approve

Erica East and Jane Fernandez timecards for the previous pay period.


Version 6 5-10

Generate a Report

Scenario 9 Tamika Folan has had a lot of activity on her account this week. Run a report

that would show the hours for each labor account in which she accrued hours

in the previous pay period. These hours would be organized by pay code.

Include a graphically summary.

Instructions As Jenny Coal, run a report on Tamika Folan.

Choose the appropriate report based upon the scenario.

View the report on the screen as a .pdf.

When finished the report should look similar to the one below.


Version 6 5-11

Maintain a Schedule

Scenario 10 In the Schedules chapter (4-8), Rene Farmer changed schedules with Jane

Fernandez. Complete the scenario and now assign Rene Farmers old schedule

to Jane Fernandez.

Instructions Jane’s schedule will change at the start of the next pay period. She will switch

shifts permanently with Rene Farmer.

Jane’s Current schedule is:

Current Schedule:

M-F 7- 3:30 pm employed as a Maternity RN and assigned group day office.

New Schedule:

M-F 9-6 Day Office employed as a Maternity RN and assigned group day

office.

When finished the timecard should look similar to the one below.


Version 6 5-12

Lab Summary

End of Lab Inform the instructor when you have completed all the lab exercises.

After all participants are finished you will be brought together for a session

summary and to answer any questions that the exercises may have raised.

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Documents

Enterprise eTIME - Managers Service Centermanagers.hr.gsu.edu/files/gravity_forms/1-02e6ecd3857a89f67b0161de... · Manager Approval 2-12 ... installation of any additional software