FPD Time and Attendance Specification v0.1 CONFIDENTIAL 18 September 2015 Page 1 Foundation for Professional Development Time and Attendance System Specification

FPD Time and Attendance Specification v0.1CONFIDENTIALApril 19, 2023

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Foundation for Professional Development

Time and Attendance System Specification


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Background• All FPD employees and contractors must account for their required

working hours and fill in timesheets on a daily/monthly basis • FPD currently has ±1200 employees • FPD has already implemented daily ‘time capturing’ for Pepfar

clinics, excluding down referral clinics, using biometric identification mechanisms

• The current monthly timesheet system is an excel spreadsheet which is filled in manually, signed off and submitted for processing to Finance

• At regional and head office levels, staff can be utilised on many projects. At the clinic level staff are allocated to only 1 project


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Requirements• FPD requires a Time Reporting Solution for each of its clinics,

regional offices and head office • FPD needs to account for ‘hours worked on the donor’s project(s)’ to

the donors with sufficient supporting/detail data available when required

• FPD would like to automate the capturing of the timesheets and therefore eliminate the manual effort in collecting and summarising the timesheets. The current timesheet system is highly paper-intensive and manual, making it difficult to control and manage.

• Head office employees can work on 1 or more donor projects simultaneously. The % time spent on each project has to be calculated and recorded to enable FPD to meet its commitments made to the various donors.


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Technical Requirements• Internet-based• Follow look and feel of VIP ESS including colour scheme (blues) • Interface with

– VIP Payroll for list of employees (new employees and terminations)

– VIP ESS for leave data– Tractech (daily clockings)

• Must be scalable and able to grow• Secure log-on• Ability to send e-mails (Lotus Notes)• Keep a minimum of 2 years history data


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Principles

• Simple, easy-to-use and effective time management solution

• No workflow required• Provide adequate proof of time worked for

PEPFAR (funds donor)• Adequate security for submissions and

approvals


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High-level function diagram

normal hrs wrked var > 10% no of warnings> 3


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Organisational elements• FPD currently has ± 1200 employees• Employees are either ‘head office’ or ‘clinic’ employees (according to paypoints)• Employees are allocated to donor projects eg Pepfar: Direct, Pepfar: Indirect, etc• Clinic employees are only allocated to 1 project• Head office employees can be allocated to 1 or more projects• There is a budget hours% for each employee on a project• There are currently 2 approvers:

– Henk Reeder: head office employees and Shaun Mellors– Shaun Mellors: clinic employees

• There will be a timesheet administrator to fulfill the administrative tasks associated with the timesheet system

• An employee is allocated to a specific ‘approver’• Some employees can have timesheets and do clockings (keep clocking data as

backup)


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Time elements

• Clockings at clinics take place daily• Head office employees usually do their timesheets at month

end• Download employee data (new and terminations) from VIP

daily, • Update leave data monthly• Timesheet sign-off/approval takes place monthly


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Operational flow diagram(visio model)


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Import leave taken in last mth per empl

Calculate ‘actual hrs wrked’ from mthly timesheets

Calculate ‘actual hrs wrked’ from daily clockings

Tractech(daily clockings)VIP ESS

Capture mthly timesheets

Create mthly timesheet template per empl

Download new employeesUpdate empl oyee data

VIP Payroll

Link approver to emplLink empl to proj and budget hrs%

Map business to technical


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Import leave taken in last mth per empl

Calculate ‘actual hrs wrked’ from mthly timesheets

Calculate ‘actual hrs wrked’ from daily clockings

Tractech(daily clockings)

VIP ESS

Capture mthly timesheets

Create mthly timesheet template per empl

Download new employeesUpdate empl oyee data

VIP Payroll

Link approver to emplLink empl to proj and budget hrs%

At month end import:•Emp#•Leave taken in past mth

Daily, autoClinic staffBiometric scanCapture date, timeDownload by clinic:•Emp#•Date •Time

MonthlyOffice staff

Web-based frontendLook like current excel t/sheet

Auto calc act % for projectList all projects

Must only be able to capture/change no of hrs on a specific day

If ‘total hrs’’ <> 8, then display total hrs value in red

Cannot enter more than 8 hrs per dayCan only submit if hrs per day = 8

Not allowed to enter time for weekends or public holidays

Download daily from VIP payrollAuto run after payroll-HR updateCreate new employees in empl timesheet masterUpdate current empl – terminations, transfers between CCsImport:•Emp#•Emp name•Emp email address•Emp CC

Administrator receives rpt from downloadLinks new empl to approverLinks empl to projectsEnter budget hrs% per proj per empl


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Calculate ‘hrs wrked variance’Calculate ‘no of warnings’ per empl over the last 12 mnthsCheck if prev mnths timesheets approvedIf ‘hrs wrked variance’ <10% of ‘target mth hrs’ then set ‘variance indicator’ to Y (yes) else set ‘variance indicator’ to N (no)


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Display timesheet approval screen by:•Period•Approved/not approved•Approver•By dept•By cost centre (cc)

If ‘variance indicator’ = Y highlight line in green If ‘variance indicator’ = N and ‘no of warngs’ < 3 highlight line in orange If ‘variance indicator’ = N and ‘no of warngs’ > 3 highlight line in red ‘Approve’ greyed out if line not green and/or prev mth not approved yet‘Pay short’ greyed out if ‘no of warngs’ < 3

Amend selected record(continued after Timesheet Approval Screen)

Approve ‘normal’ records:•Select 1 by 1•All ‘green’•All ‘green’ by dept•All ‘green’ by ccRecord ‘approver’

View details:Display time worked as calculated from daily clockingsOr Display mthly timesheet

These functions can only be done by an ‘approver’


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Timesheet approval screen Dept CC Emp# Emp name

Actual

hrs

Leave

hrs

Total hrs

worked

Target

hrs

Hrs

worked

variance

No of

warningsApproved

A B C=A+B D C-D

42 4201 1234 A Moses 162 162 160 2 √ APAM

PS VD

42 4201 1235 B Cross 100 60 160 160 0 √ APAM

PS VD

42 4201 1236 C Dube 90 60 150 160 -10 APAM

PS VD

42 4202 1240 D Masinga 60 60 160 -100 3 APAM

PS VD

42 4202 1241 E Mabule 120 120 160 -40 2 APAM

PS VD

42 4202 1248 F Pliss 174 174 160 14 APAM

PS VD

42 4202 1249 G Reddy 160 160 160 0 1 APAM

PS VD

43 4313 1250 H Naidoo 142 142 160 -18 APAM

PS VD

Additional functions:User/approver must be able to sort by any columnFreeze heading while scrolling down through all the records


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Amend selected record:•Update ‘act hrs wkd’ and/or ‘leave hrs’•Enter comments (mandatory)•Recalc ‘hrs wrked var’If ‘hrs wrked variance’ <10% of ‘target mth hrs’ then set ‘variance indicator’ to Y (yes) and highlight line in green else set ‘variance indicator’ to N (no) If ‘no of warngs’ < 3 Then highlight line in orange Else highlight line in red ‘Approve’ greyed out if line not green and/or prev mth not approved yet‘Pay short’ greyed out if ‘no of warngs’ < 3Approver can now select: ‘Approve’ if line green ‘Query’ Type in query Email query to empl and supervisor (cost centre email address) ‘Warning’ Type in warning Record marked as ‘approved’ ‘Pay short’ Enter comment Record marked as ‘approved’

These functions can only be done by an ‘approver’


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Amend FunctionalityDept CC Emp# Emp name

Actual

hrs

Leave

hrs

Total hrs

worked

Target

hrs

Hrs

worked

variance

No of

warningsApproved

A B C=A+B D C-D

42 4201 1234 A Moses 162 162 160 2 √ AP AM PS VD

43 4313 1250 H Naidoo 142 142 160 -18 APAM

PS VD

Dept CC Emp# Emp nameActual

hrs

Leave

hrs

Total hrs

worked

Target

hrs

Hrs

worked

variance

No of

warningsComments

43 4313 1250 H Naidoo 142 142 160 -18 APAM

PS VD

Ext

ract

from

app

rova

l scr

een

43 4313 1250 H Naidoo 142 12 154 160 -6 Sick leave given

APPR

OVE

QU

ERY

WAR

NIN

G

PAY

SHO

RT

AMEND


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High-level function diagram

Reports:New employeesEmployees by approverWarningsCompletenessOutstandingTimesheet by personPay shortQueriesWarnings

Select record to ‘pay short’Enter commentsRecord status = approved


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Pay short functionalityDept CC Emp# Emp name

Actual

hrs

Leave

hrs

Total hrs

worked

Target

hrs

Hrs

worked

variance

No of

warningsApproved

42 4201 1236 C Dube 90 60 150 160 -10 AP AM PS VD

42 4202 1240 D Masinga 60 60 160 -100 3AP

AM

PS

VD

PAY SHORT

Dept CC Emp# Emp nameActual

hrs

Leave

hrs

Total hrs

worked

Target

hrs

Hrs

worked

variance

No of

warningsComments

42 4201 1236 C Dube 90 60 150 160 -10 AP AM PS VD

42 4202 1240 D Masinga 60 60 160 -100 3

Pay short as 3 or more warnings given over last 12 mth period

AP

AM

PS

VD

SUBMIT

Ext

ract

from

app

rova

l scr

een


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Reports

• List all ‘Pay Short’ with % short payment calculated• List all ‘Warning’• List all ‘Query’• Completeness/outstanding timesheets• Monthly timesheet by person (1 page per person, only totals)• New employees• Employees by approver• Timesheets not approved yet


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Additional functions required

• Secure log on (submitted by/approved by)• Maintain list of employees• Maintain list of which employees must provide

timesheets and which employees must use the clockings system (specify approver)

• Maintain ‘approvers’• Maintain list of projects and each person’s budgeted %

for that project• Calendar setting for public holidays• Backup/archive data older than 2 years


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Attachments

• ESS screen: ess.gif• Timesheet template: 2010 timesheet template.xls

Documents

FPD Time and Attendance Specification v0.1 CONFIDENTIAL 18 September 2015 Page 1 Foundation for Professional Development Time and Attendance System Specification