VRS Web Screen Authorization Training Guide - Estée Lauder … · Estēe Lauder Companies, Inc. Global Information Systems VRS Web Screen Authorization Training Guide . Page ii Estée

Voice Response System

Estēe Lauder Companies, Inc. Global Information Systems

VRS Web Screen Authorization Training Guide

Page ii Estée Lauder Companies

For Assistance After Training If you have questions that are not answered by this manual, please call the ELC ServiceDesk at 1-866-237-6380.

Page iii Estée Lauder Companies

Introduction ................................................................................................................... 1 Obtaining Access to Authorization Screens............................................................... 3

Signing On.................................................................................................................................3 Instructions for New Authorizers................................................................................................4

Main Menu Screen......................................................................................................... 9

Navigating the System.............................................................................................................10 Help Text .................................................................................................................................11 Submit a Comment ..................................................................................................................12 Descriptions.............................................................................................................................14

Time Inquiry................................................................................................................. 15

Viewing Timecards ..................................................................................................................15 Selection Criteria .....................................................................................................................16 Status Column Options............................................................................................................21 Viewing Timecards - Overtime.................................................................................................22 Viewing Archived Timecards ...................................................................................................23 Reading Archived Timecards...................................................................................................24 Downloading Timecard Reports ..............................................................................................25

Creating a Current Timecard Report ....................................................................................25 Creating an Archived Timecard Report ................................................................................29

Time Authorization...................................................................................................... 33

Approving Timecards...............................................................................................................33 Helpful Hints ............................................................................................................................35 Handling Possible Duplicate Timecards ..................................................................................36 Correcting Timecards: .............................................................................................................38

Change Door Event to Non-Door Event ...............................................................................38 Change Non-Door Event to Door Event ...............................................................................40 Change a Door Number .......................................................................................................43 Change a Job Number .........................................................................................................45 Change Number of Hours / Days .........................................................................................46

• Change an Event Code...............................................................................................48

Page iv Estée Lauder Companies

Event Codes.........................................................................................................................49 Paid Time Off Type Codes: US Only...................................................................................51

Your Profile.................................................................................................................. 53

Change Password ................................................................................................................53 Email Setup ..........................................................................................................................54

Introduction

VRTA System Screen Authorization Page 1

Introduction Overview This manual lists instructions for store employees who use

the Voice Response Time and Attendance System to approve

timecards for their employees.

Course Scope This manual will walk you step-by-step through the system.

Prerequisites This is an introductory course for the Time and Attendance System.

Before you begin this course, you should have:

• Knowledge of the business

• Knowledge of PC fundamentals

• Experience with the mouse

• Experience with Windows Operating System

• Experience with Web Browsers

Objectives After this training course, you will be able to:

• Access the Time and Attendance System

• Navigate the system

• Authorize time entries

• Inquire about time entries

• Reset passwords

• Log off of the system

Obtaining Access to Authorization Screens



1) Open your web browser and confirm that you can access the Corporate Intranet

Signing On

2) Type in the address field: https://vrsweb.elcompanies.com

3) Press Enter.

The Time Reporting and Authorization System Sign On screen will appear.


Page 4 Estée Lauder Companies

**Read the instructions below for new authorizers to create a password.

Instructions for New Authorizers

If you are a new Authorizer you will need to create a password. To create a password:

4) Type your 6 digit Employee Number in the Employee ID field. 5) Leave the Password field blank. 6) Click the link.

The following message will pop up:



7) Click the button.

8) Complete all fields on the Reset Your Password screen. You will need this information to reset your password in the future. Your password will expire every 90 days. Also, a password reset will be forced after 3 wrong logon attempts.

9) Click on the button.

The following message will appear:




You will be brought back to the Login screen:

11) Type your 6 digit Employee Number in the Employee ID field.

12) Type your password in the Password field.




The main menu screen will appear:

Main Menu Screen


Main Menu Screen

Options

1) An Authorizer with Territory, Region, Door or Job Level responsibility can access options:

a) Timecards b) Your Profile

2) An Authorizer with Company or Payroll level access

can access options a) and b) in addition to:

c) Authorizers

Main Menu Screen


Navigating the System

There are 3 Main Menu Options

Authorizers

Timecards

Your Profile To select one of the tasks, simply click on the appropriate button from the option menu.

Main Menu Screen


Or

You can make your selection from the appropriate drop down menu on the toolbar.

Help Text If you need help at any time, click on the question mark located in the upper right corner of any screen. The Help text will appear for the options available on that particular screen.

Main Menu Screen


Submit a Comment Your opinion matters to us. If you have a suggestion or comment about a particular screen or function, click on the message icon located in the upper right corner of any screen under the Help icon.

The Submit a Report box will appear. You can enter your comment, suggestion, or request here. You do not have to identify yourself or the screen you are on. That information is automatically captured by the system. You will be sent an email confirmation that your comment has been submitted.

Main Menu Screen


Click on the button. The following message appears.


Main Menu Screen


Descriptions 1) Authorizers

• Add New Authorizer – add, delete, or change set-up details for authorizer.

• Change Authorizer –change set-up details for

authorizer.

• Delete Authorizer –deletes authorizer from access to the system.

• Authorizer Inquiry – examines set up details for

established authorizers.

• Reset Employee Password – if an employee has forgotten their Password, this option can be used to set the employee’s temporary password to a new randomly generated one. Once the employee logs in for the first time with the new temporary password, the system will prompt them to change it.

2) Timecards

a. Current Timecards – Views time entry transactions for the

past 3 pay-periods which require approval.

b. Overtime Timecard – Displays all employees whose total weekly hours for a given period end date are greater than 40 + hours

c. Archived Timecards – View of time entry transactions

already approved from prior work weeks.

• Download Timecard Reports – You can create an Excel report for time entry transactions not already approved or from archived timecards for prior work weeks.

3) Your Profile

• Change Your Password – You can change your own

password at any time on this screen.

• Schedule E-Mail – You can schedule the system to send the Current Timecard Report for any day and time.

Error! Reference source not found.


Time Inquiry

Viewing Timecards 1) From the Main Menu screen you can view the current Timecards which

require approval by clicking on ‘Current Timecards’.

The Current Timecards screen is displayed:

Time Entries are grouped by Territory and Region and sorted by Employee ID

Time Authorization


• For each Authorizer the Company, Territory, Region

and sometimes Door fields are automatically populated.

Selection Criteria If you have many timecards to view, you may want to filter them additionally. When you first log in and click on Authorize Timecards, you will be shown all the timecards you have access to view. If you authorize a large number, you may want to further sort the entries even further. For example, if you have access to all of Territory 71, you may want to view one Region at a time. By entering 0026 in the Territory field of the Search screen and clicking the button, I will see the following timecards:

• The list of Time Entries to be authorized can be filtered even more by entering the specific Door number or even Job.



Example: If I want to see all the timecards entered for door 075306, enter that number in the Account / Door field and click the button.

Just those timecards which meet the criteria will display:

• The option to view all Time Entry types

• The option to view Time Entries for a particular employee

Or

Time Authorization


• To search for Time Entries by a particular Job you can type in the

Job number.

• For a list of job codes click on the link. The list of Job Codes will display. You can scroll through to find the one you are looking for.



• The option to view only Unauthorized (Pending, Changed,

on Hold, Rejected or all time Entries

• To search for all entries for a particular Pay Period

• You can display 5, 20 or 50 entries per page. Select from the drop

down in the bottom right of the screen. Then click the button.

Time Authorization


The Timecards Screen includes the following columns:

• Status – The Status of the Time Entry

• Employee ID / Name – Employee Number followed by the Employee’s Name.

• A / C – Account (If Applicable)

• P / E – Sunday Period End Date

• Event / Job – Event Number (Door Event Only) or Job Number for Non-Door Events

• Door / Type – Door Number, Door Name or Non-Door Type

• Hrs / Days – Number of Hours or Days worked

• O / T – The Number of Hours Worked and of those Hours Mow Many Were Worked as Overtime.



Status Column Options

Blank Unapproved Auth Approved Hold Needs further information from employee, but don’t want

to reject. Time entry will not be paid out while on Hold. Reject Incorrect information – Delete time entry from system

Click on the Main Menu button on the toolbar to return to the Main Menu.

Time Authorization


Viewing Timecards - Overtime

• From the Main Menu screen click on Overtime Timecards.

All timecards for employees whose total hours from all timecards exceeds 40 hours per pay period or those timecards where the employee manually identified hours as overtime (as in the state of California, any day which exceeds 8 hours must mark the overage as overtime) are listed here.

In the figure above, employee Vanessa Cabassa called in a total of 44 hours (32:00 + 12:00 hours) for week ending February 21st



Viewing Archived Timecards

Every Tuesday morning the approved timecards are submitted for payroll processing. Once submitted, these timecards are now filed in the system’s archives. We can review these archives to identify what time an employee submitted for a previous pay period up to one year.

• From the Main Menu screen click on Archived Timecards.

All timecards for which you are required to view are displayed. You can further filter them to a smaller population by identifying your requirements in the Search Criteria box. Example: If I want to view Elaine Lyon’s time for week ending 12/20/2009 I can enter her employee ID or name in the name field, select 12/20/2009 from the drop down in the Period End field and click on the button.

Time Authorization


Reading Archived Timecards

You can determine the following information from an archived timecard. Status Extract Date: The status of the timecard at time of extract. Authorized or Rejected. The date the timecard was extracted for Payroll processing. Auth ID / Auth Date The Employee Number of the Authorizer who approved the timecard and the date and time it was approved. Employee ID / Employee Name The employee’s name and ID number Call Date / Call Time The date and time the employee called in this record. A/C The Account Coordinator number. P/E Period End Date of time worked. Event / Job The event code if a door event and the Job Code Number Door / Type Door number if a Door Event, or Non-Door, Training or Paid Time Off type (Holiday, Sick, Vacation, Jury Duty, etc.). Hrs/Days The total number of hours worked for this type or the number of training days. O/T How many of the hours identified were overtime hours.



Downloading Timecard Reports

Creating a Current Timecard Report

1) From the Main Menu in the Timecards option box click on the button.

2) From the Current Timecard Reports Menu click on the

button.

Time Authorization


3) The following message appears. To view the report you can click on the button or to save the report click on the button.

4) The Save As screen appears. Navigate to the folder you want to store the report in.



5) Click on the File Name field and enter a name for the report such as

“Timecard Report Week Ending Sept 29 2009”.


7) The following message screen appears. Click the button.

The report opens as an Excel spreadsheet.

Time Authorization




Creating an Archived Timecard Report

1) From the Main Menu in the Timecards option box click on the button.

2) From the Archived Timecard Report menu, enter your desired selection criteria. You can select by Pay Period Ending Date or Extract Date.

Time Authorization


• If you select Pay Period Ending Date then pick the date you desire from the Pay Period Ending dropdown menu.

• If you select Extract Date then pick the date you desire from the Extract Date dropdown menu.

3) Once you’ve selected your criteria on the Download Reports Menu click on the button.



4) The following message appears. To save the report click on the

button.

5) The Save As screen appears. Navigate to the folder you want to store the report in.

Time Authorization


6) Click on the File Name field and enter a name for the report such as “Timecard Report Week Ending January 11 2009”.


8) The following message screen appears. Click the button.

The report opens as an Excel spreadsheet.



Time Authorization

Timecards have to be approved in VRS in order to be paid out. The Authorizer’s responsibility is to:

Ensure that all employees you are responsible for submit their timecards

each week by Sunday midnight. Review and confirm all time entries.

Correct any errors.

Approve all correct time entries by Monday midnight. Timecards not

approved by this time will not be processed for payment that week.

This is a serious responsibility. Estee Lauder is obliged by law to pay their employees when they work.

Approving Timecards The VRS Web application can be accessed on any PC with Internet Access. To access the application connect to the world wide web via any web browser such as Internet Explorer. In the address bar type in: https://www.vrsweb.elcompanies.com Log into the application as explained in chapter 2, Accessing the System pages 3 – 5.

Time Authorization


From the Main Menu select Current Timecards.

1) Using your search window, select the timecards you want to approve. Refer to the previous chapter pages 2 – 5 for detailed instructions on Selection Criteria.

2) In the Status column select one of the following from the drop down menu.

Status Column Options Blank Unapproved Auth Approved Hold Needs further information from employee, but don’t want

to reject. Time entry will not be paid out while on Hold. Reject Incorrect information – Delete time entry from system



3) Once each row has the appropriate Authorization Status, click the

button.

Or

If you have many timecards to approve and only a few to Hold or Reject, it may be easier to approve all and go back and place the ones you need to on Hold or Reject.

4) Click on the button to simultaneously place an ‘Auth’ in

each row of the Status columns, approving the entire screen with one key stroke.

5) Once you are satisfied that you selected the correct status for each

timecard, click on the button.

Helpful Hints • Only those time entries with an Auth status will be paid out

to the employees.

• Change Hold Status to “Auth” for Payment or “Reject” after researching a time entry. If not, the time entry will remain in the system indefinitely. It will not be paid out or deleted.

Time Authorization


Handling Possible Duplicate Timecards The system will identify timecards which are identical and therefore aid in identifying

a possible duplicate. From time to time employees will mistakenly forget they have already called their time into the system and re-enter the same information without checking. If the “duplicate” is approved, the payment will be processed and an employee will be overpaid. This causes an incredible expense to our corporation.

A feature has been added to the Voice Response System to aid employees. When

they call in a time entry, the system will compare it to all previous time entries called in by the employee against both the current timecards and also archived timecards for the previous 2 pay periods. If it finds any other timecards for the same Period End Date, Event, Job, A/C #, Door or Type, for the same number of hours, the employee will be prompted that they could be entering a possible duplicate. However, an employee may still make an error if they do not listen to the prompts.

The VRS Web Time Authorization system will highlight any possible duplicate

timecards in orange. There will also be a in the Status Column if it see another identical timecard in current timecards.

If the VRS sees another identical timecard in the archives, there will be a in the

status column and the highlight will be a darker orange or red color.



The “Authorize All” function will not work if there is a duplicate on the page. If an authorizer clicks on the button the following error message will appear:

Time Authorization


Correcting Timecards: If an employee selected incorrect information when entering his/her timecard, the Authorizer can correct it before it is approved.

Change Door Event to Non-Door Event

1) Click on the Door dropdown

2) Select Non-Door

Notice that the Event field grays out and so does the Door number field.

3) Click on the button under the last timecard.




4) Click

Notice that the Door Name clears and an asterisk is placed in the Status column. This indicates that the Authorizer made a change.

Time Authorization


Change Non-Door Event to Door Event

1) Click on the Non-Door dropdown

2) Click on Door

3) The following message appears.


5) Enter the Door Number in the blank Door Field

6) Click on the Event drop down menu.

7) Select the desired Event.




If you forget to enter an Event Code for a door event the following error message appears.

9) Click the and enter the Event Code.

10) Go to the bottom of the screen and click on the button..

11) The following message appears.


Time Authorization


*Note: An asterisk (*) appears on the line over the Status box to indicate that this timecard has been altered by an authorizer. The Status is also updated to ‘Auth’.



Change a Door Number

1) Click on the Door field and highlight the current Door number..

2) Overtype the existing Door number with the new Door number.


The following message appears:


Time Authorization





Change a Job Number

1) Click on the Job dropdown. The list of jobs for this employee will appear.

2) Select the desired Job from the list.


The job is now changed to On Call.


Time Authorization


Change Number of Hours / Days

1) In the Hrs/Days Column, click on the minutes dropdown.

2) Click on the number of minutes you want to change to. Minutes are entered in 15 minute increments. You can choose from 0, 15, 30 and 45 minutes.

3) Click in the Hrs box and type the hours you want to enter.





Time Authorization


• Change an Event Code

1) Click on the Event Drop Down

2) Click on the desired Event to select it.

3) Click on the Submit Changes button under the last timecard.





Event Codes Door and Paid Time Off hours are itemized against specific events for costing purposes.

Door Event Codes (for hours worked)

Company Name: Company No.:

Estee Lauder 01


Aramis 02

Event: Event: Gift with Purchase 01 Gift with Purchase 01 New Launch 02 New Launch 02 Coverage 03 Purchase with 03 Color Story 04 Purchase 04 Christmas 05 Special Event 05 Mother’s Day 06 Christmas 06 Other 07 Father’s Day 07 Spa 08 Other 08 Pleasures for Men 09 Tommy H 09 Tommy Girl 10 Athletics 11 Company Name: Company No.:

Clinique 03


Prescriptives 04

Event: Event: Gift with Purchase 01 Gift with Service 01 New Launch 02 New Launch 02 Special Event 03 Coverage 03 Christmas 04 Color Story 04 Other 07 Christmas 05 Counter Coverage 08 Mother’s Day 06 (Canada Only) Other 07 Company Name: Company No.:

Origins 07


Military 10

Event: Event: Gift with Guidance 01 Other 07 Product Launch 02 Holiday 03 Color Event 04 Reflexology 05 Door Launch 06 Other 07

Time Authorization


Door Event Codes (for hours worked)


Bobbi Brown11


MAC 12

Event: Event: Coverage 01 Scheduled Store Hours 01 In Store 02 Special Event 02 Holiday 03 Training 03 Other 07 Company Name: Company No.:

Jo Malone 14


La Mer 15

Event: Event: Regular Scheduled Regular Scheduled Hours 01 Hours 01 Holiday 02 Holiday 02 Special Beauty Event 03 Special Beauty Event 03 Door Launch 04 Door Launch 04 New Product Launch 05 New Product Launch 05 Company Name: Company No.:

Kate Spade 18


Darphin 22

Event: Event: Gift with Service 01 Special Event 01 New Launch 02 Coverage 02 Coverage 03 Training 03 Color Story 04 Christmas 05 Mother’s Day 06 Other 07 Company Name: Company No.:

Tom Ford 26


Beauty Bank32

Event: Event: Gift with Service 01 Scheduled Work Hours 01 New Launch 02 New Launch 02 Coverage 03 Other 03 Color Story 04 Christmas 05 Mother’s Day 06 Other 07



Paid Time Off Type Codes: US Only

Event Type (EVT) Description (NAME)

S Sick-Time

V Vacation

F Floating Holiday

H Holiday

J Jury Duty

D Death in Family

C Comp-Time

H1 Holiday worked @ Time-and-a-Half

H2 Holiday worked @ Double-Time

Your Profile


Your Profile

Change Password You can change your password anytime in Your Profile.

1) On the Main Menu click button. The Change

Password screen appears.

2) Enter your current password

3) Enter New Password

4) Confirm New Password

5) Click on the button. The following message will display.


Your Profile


Email Setup Authorizers can choose to receive Timecard Reports by email. You can set up your Profile to receive the reports on specific days and times.

1) From the Main Menu under Your Profile click on the button.

Your Profile


1) In the E-Mail Address field, enter the email address you want your reports to go to.

2) Click the dropdown and Select Yes if you want the report emailed to you

automatically each week.

3) Select the Day or days of the week you want to receive the reports

4) . Select the time you would like to receive your report(s) each day.

5) Enter your fax number to receive fax copies of the report.

Your Profile


6) Click on the button to save your selections.


7) Click on

8) Click on the button to return to the main menu.

Sample Timecard Report

Documents

VRS Web Screen Authorization Training Guide - Estée Lauder … · Estēe Lauder Companies, Inc. Global Information Systems VRS Web Screen Authorization Training Guide . Page ii Estée