© 2013, Kronos Incorporated. Kronos and the Kronos logo ...

© 2013, Kronos Incorporated. Kronos and the Kronos logo are registered trademarks and webTA is a trademark of Kronos Incorporated or a related company. All other product and company names are used for identification purposes only and may be the trademarks of their respective owners. All specifications are subject to change. All rights reserved.

Published by Kronos Incorporated297 Billerica Road, Chelmsford, Massachusetts 01824-4119

Phone: 978-250-9800, Fax: 978-367-5900Kronos Incorporated Global Support: 1-800-394-HELP (1-800-394-4357)

webTA 4.2NFC Core Administrator User Guide, Revision A

Product Version: 4.2.4Release Date: November 2013

http://www.org.gov/webta

Contents
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Timekeeping Cycle. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Overview of the Select Employees page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Searching for Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Using search criteria in free-text fields . . . . . . . . . . . . . . . . . . . . . . . . .3Using drop-down lists to filter information . . . . . . . . . . . . . . . . . . . . . .4Using links on the Select Employees page . . . . . . . . . . . . . . . . . . . . .4

Overview of Select Actions menus. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Sending Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Working with Employee Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Adding employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8Viewing employee profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9Resetting user passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

About Payroll Provider Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Processing and transmitting timesheets to payroll providers . . . . . . .12Viewing status details and downloading data files . . . . . . . . . . . . . . .12Creating or modifying build schedules . . . . . . . . . . . . . . . . . . . . . . . .12Disabling build jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13Creating or modifying transfer schedules. . . . . . . . . . . . . . . . . . . . . .13Disabling transfer jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13Editing the transfer configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Working with Labor Distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Setting up labor distribution activity categories . . . . . . . . . . . . . . . . .15Adding labor distribution activities . . . . . . . . . . . . . . . . . . . . . . . . . . .15Editing labor distribution activities . . . . . . . . . . . . . . . . . . . . . . . . . . .15Adding activity sets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16Deleting activity sets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

System Diagnostics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Error Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

System Set Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

About . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

Account Structure Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

Overview of the Account Structures: <account name> page . . . . . . .20Fields section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21

webTA 4.2 NFC Core Administrator User Guide i © 2013 Kronos Incorporated.

Contents
Restrictors Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22Adding field values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23Editing field values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24Enabling and disabling field values . . . . . . . . . . . . . . . . . . . . . . . . . .25Viewing the account master list . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Application Banner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26

Adding or modifying application banner text . . . . . . . . . . . . . . . . . . .26Deleting application banner text . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26

Application Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26

Modifying application management options . . . . . . . . . . . . . . . . . . . .27

Audits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27

Enabling or disabling audit logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28Viewing audit logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28Deleting audit logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29

Bidirectional Configurations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29

Specifying the bidirectional configuration . . . . . . . . . . . . . . . . . . . . . .30

Calendar Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30

Adding calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31Editing calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32Deleting calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32

Case Tracking Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32

Specifying case tracking preferences. . . . . . . . . . . . . . . . . . . . . . . . .33

Email Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33

Configuring e-mail sources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34

Export Job Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35

Adding or modifying export jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36Enabling or disabling export jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . .37Scheduling export jobs to run. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37Deleting export jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38Creating or parsing test records . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38Working with the Edit Deletion Job option . . . . . . . . . . . . . . . . . . . . .38

Import Job Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

Adding or modifying import jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41Enabling or disabling import jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . .41Scheduling import jobs to run. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41Deleting import jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42Creating or parsing test records . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42

webTA 4.2 NFC Core Administrator User Guide ii © 2013 Kronos Incorporated.

Contents
Working with the Edit Deletion Job option . . . . . . . . . . . . . . . . . . . . .43
Jobs Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43

Enabling or disabling jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43Exporting jobs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44Monitoring jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44Scheduling jobs to run immediately . . . . . . . . . . . . . . . . . . . . . . . . . .44

Labor Distribution Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45

LDAP Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46

Adding and editing LDAP profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . .48Validating LDAP profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48

License Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

Login Banner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

Working with the login banner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

Message Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50

Organization Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50

Viewing organizations and sub-organizations . . . . . . . . . . . . . . . . . .50Deleting organizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51Deleting sub-organizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52Moving sub-organizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52Adding and deleting organization members . . . . . . . . . . . . . . . . . . . .53Exporting organizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53

Password Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54

Pay Period Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55

Replication Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56

Rule Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56

Configuring rule sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58

Script Execution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58

Send System Wide Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60

Server Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60

Session Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61

Specifying the session timeout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61Preventing duplicate logins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61Specifying session timeout warnings . . . . . . . . . . . . . . . . . . . . . . . . .61Specifying custom URLs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62

Single Sign-On Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62

webTA 4.2 NFC Core Administrator User Guide iii © 2013 Kronos Incorporated.

Contents
Configuring single sign on . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63
Transaction Code Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63

Adding or editing transaction codes . . . . . . . . . . . . . . . . . . . . . . . . . .63Specifying transaction code display options. . . . . . . . . . . . . . . . . . . .64Specifying transaction code display order . . . . . . . . . . . . . . . . . . . . .65

Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Running ad hoc reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66

Bidirectional Leave Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66

Bidirectional New Hires . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67

Bidirectional Profile Audit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67

Bidirectional Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68

Overtime Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68

Role Assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69

Supervisor Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70

Telework by Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70

Telework by Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71

Timekeeper Assignments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72

Timesheet Status Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73

Working with the Report Schedule tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73

Adding and saving report schedules . . . . . . . . . . . . . . . . . . . . . . . . .75Viewing saved and scheduled reports . . . . . . . . . . . . . . . . . . . . . . . .76E-mailing saved and scheduled reports to yourself . . . . . . . . . . . . . .76Modifying report schedules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76Deleting report schedules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77

Working with the Ad Hoc reports tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77

Adding ad hoc reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82Modifying ad hoc reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83Testing ad hoc reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83Troubleshooting common report errors . . . . . . . . . . . . . . . . . . . . . . .84Deleting ad hoc reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84Managing report quota storage . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84

webTA 4.2 NFC Core Administrator User Guide iv © 2013 Kronos Incorporated.

IntroductionThis guide explains how to perform functions that are available to webTA users who are assigned the Administrator role. These functions include adding users, managing payroll provider functions, working with account structures, and configuring and maintaining the system.

This guide does not cover basic tasks such as logging in, changing your password, navigating the system, viewing messages or accessing online help. For procedures on these tasks, as well as an overview of the Timekeeping cycle, see webTA 4.2 NFC Core Basics User Guide.

The Administrator main menu displays some of the functions available to the Administrator role. Depending on how webTA is implemented at your agency, some functions shown in the example below may not be available.

NOTE: This user guide contains graphical representations (screen shots) of the generic webTA application. These illustrations are intended to provide guidance and may not exactly match the configuration that is implemented at your organization. All user names are fictional.

webTA 4.2 NFC Core Administrator User Guide 1 © 2013 Kronos Incorporated

Timekeeping CyclewebTA is configured to follow the standard Federal Government pay period schedule, which is based on a two-week pay period.

For a description of the Timekeeping Cycle and tasks that are performed by employees, Timekeepers and Supervisors, see webTA 4.2 NFC Core Basics User Guide.

Overview of the Select Employees pageThe Select Employees page lists employees, provides search and filter capabilities, and provides access to the Select Action menus.

Use the Select Employees search function to filter employees by making selections from drop-down lists or typing search criteria in fields. Drop-down lists and search fields are described below:

To search for employees, use these drop-down lists or search criteria:

• User ID. Type search criteria to search for employees by User ID.

• Last Name. Type search criteria to search for employees by last name.

• First Name. Type search criteria to search for employees by first name.

• Organization. Use this drop-down list to select employees assigned to a specific organization.

• Timekeeper. Type search criteria to search for employees assigned to a specific Timekeeper.

• Supervisor. Type search criteria to search for employees assigned to a specific Supervisor.

• SSN. Type the exact SSN to search for a specific employee.

• Active. Use this drop-down list to display records with these employee statuses:

• All. Displays employee records with Active and Inactive statuses.

• Inactive. Displays employee records who are no longer active in the system.

• Active. Displays employee records who are currently active in the system.


Searching for EmployeesUsing the Employees search function, you can search by:

• User ID

• Last name only

• First name only

Employee search field criteria are listed below.

Using search criteria in free-text fields

You can enter text or numbers, a wildcard, or both.

NOTE: Do not include quotation marks in the search criteria.

To enter text or numbers:

• By full name: type the last name and first name, separated by a comma and one space, and then click Search. For example, type “Berman, Bart” and click Search. If the system finds a match, the name is displayed.

• For all Employees with the same last name: type the name and then click Search. For example, type “White” and click Search. The system adds an implied asterisk wildcard at the end and matches employees with a last name of “White” , “Whitehouse”, “Whitey” , etc.

• For all Employees with the same first name: type a comma, then a space, then the first name in the Employees search field, and then click Search. For example, type “, Robert” and click Search. The system finds employees with the first name “Robert.”

• By user ID: type the user ID in the Employees search field, and then click Search.

To use wildcards, type an asterisk to match text or numbers, or type a question mark to match a single character:

• Use an asterisk at the end of a string. For example, to find employees whose last name or user ID starts with “C”, type “C*” and then click Search. The system finds employees whose last name and/or user ID starts with “C” such as “Christianson”, “CFRYMAN”, “Corrigan”, etc.

• Use an asterisk in the middle of a string. For example, to find a last name that starts with “R” and ends with “e”, type “R*e” and then click Search. The system does not add the implied search at the end of the string; it finds employees with names and/or user IDs like “Ringle”, “Raime”, and “Rishnee.”

• Use a question mark to match a single character. For example, type “Joha?son” and click Search to find the last name “Johanson” and/or the user ID “JOHANSON”, or type “Joha??son” and click Search to find the last name “Johannson” and/or the user ID “JOHANNSON”.

To search for employee names:

1. Type search criteria in the User ID, Last Name, and/or First Name field and then click Search.

2. The system matches the criteria against the user’s first name, last name, or user ID.

3. To start over, click Clear and the page returns to its default state.


Using drop-down lists to filter information

To use a drop-down list to filter information on the Select Employees page, take these steps

1. Select the option from the filter drop-down menu. For example, select Inactive from the Active drop-down menu.

2. Click Search.

3. The results are displayed. For example, if you selected Inactive from the Active drop-down menu, the system displays employees who are designated as inactive on their Employee Profile. (The Active check box is cleared on the Settings page in the Employee Profile.)

4. To start over, click Clear and the page returns to its default state.

Using links on the Select Employees page

Depending on your role, user IDs may be available as hyperlinks on the Select Employees page.

• User ID links. Click a user ID link to open a user’s employee profile.

Overview of Select Actions menusIn addition to the Employees search field, filters and links, the Select Employees page provides access to the Select Actions menus. Each menu and its functions are described below.

NOTE: Depending on your role, some menus and functions may not be available.

• Profiles and Settings

• Timesheet Profile. View and edit a timesheet profile.

• Default Timesheet Profile. View and edit a default timesheet profile.

• Employee Profile. View and edit one or several employee profiles.

• Messages

• Send Message. Send a message to one or more employees.

• Other Actions

• Employee Account. View, assign or create accounts.

Sending MessagesAdministrators may send messages to employees. To send a message to one or more employees, take these steps:

1. Click Select Employees on the main menu.

The Select Employees page opens.

2. Click the check box next to the employee name(s).

3. Select Send Message from the Send Messages action menu.

The Send Message page opens and the names you selected are listed in the Recipients field.


4. Type a message subject, click the cursor in the Body field, and type the message.

5. Optionally, click the High Importance link to enable or disable the High Importance icon. (The icon darkens when enabled and dims when disabled.)

6. Click Send Message.

A confirmation appears.

7. Click Cancel to go back to the previous page.

Working with Employee ProfilesEvery user has a core employee record in webTA, referred to as the employee profile. It includes user settings, webTA licenses, the agency calendar, locator information, and settings specific to the agency. A sample Employee Profile is shown below.

NOTE: Depending on which licenses are enabled for the user, the options that appear on the left side of the page may vary. For example, if the webTA license is enabled, the Roles, Timesheet Details and Timesheet Profile options appear. If the Case Tracking module license is enabled, the Case Tracking option appears. If the Labor Distribution module license is enabled, the Labor Distribution option appears.

Employee Profile page contents--Settings page

• User ID -The login ID for the employee.

• Password - The employee’s password for logging on to the system.


• Name fields - The employee's first, middle and last name.

• SSN -The employee’s social security number. When entering an SSN number, the dashes between the 3 parts of the social security number are not required.

• Employee ID -A secondary ID that the agency may use for employees..

• Active - Indicates whether the employee is active (that is, eligible to use webTA) or inactive. When employees are inactivated, none of their records are deleted from the system, but they will no longer be able to log into the system, and their records are ignored during verification, certification, and transmission file builds.

• Essential - If the Emergency Contact Management license is enabled, use the Essential check box to identify whether the employee should be classified as “essential” under special work conditions.

• Supervisor - The employee's Supervisor. (To use the Search option, type the Supervisor's last name in the Search field and then click Search.)

• Organization - The employee's organization. (Click Find Organization to open a list of organizations and sub-organizations.)

• E-mail Address -This is the e-mail address that the employee has been assigned so they can send and receive webTA messages from the designated e-mail application.

• Timezone - The time zone in which the employee is located.

• Start Page - Specify the default role for the main menu, if the employee is assigned more than one role.

Licenses page contents

The Licenses page lists all webTA licenses to which the employee may be given access.To enable licenses, take these steps:

1. Click Licenses from the Employee Profile Settings menu.

The Licenses page opens.

2. Click the check box next to each license that the employee will use.

3. Click Save.

NOTE: Depending on which licenses are enabled, different options may appear. For example, if the webTA license is enabled, the Timesheet Profile and Timesheet Details options appear on the left side of the page. If the webTA Case Tracking license is enabled, the Case Tracking profile option appears on the left side of the page.

Calendar page contents

The Calendars page lists holiday calendars or unfunded mandate calendars that may be assigned to the employee.

To assign a calendar, take these steps:



2. Click the check box on the row that identifies the employee, and then select Employee Profile from the Profiles menu.

The Employee Profile opens.


3. Click Calendar from the menu list on the left side of the page.

The Calendar page opens.

4. Click the check box on the row that identifies the calendar you want to assign to the employee.

- OR -

Clear the check box to remove the assignment.

5. Click Save.

Locator page contents

The Locator page contains the employee's work address, phone, cell, pager, and fax information.

To add locator information, take these steps:



2. Click the check box on the row that identifies the employee, and then select Employee Profile from the Profiles menu.


3. Click Locator Info from the menu list on the left side of the page.

The Locator Info page opens.

4. Complete the fields.

5. Click Save.

Agency Settings page contents

The Agency Settings page contains information unique to the agency.

Role Assignments page contents

The Role Assignments page designates the role that the user will be assigned in webTA. An example Role Assignments page is shown below:


In addition to designating a role, you can enable or disable the following optional properties for the Timekeeper, Supervisor, Master Timekeeper and HR Administrator roles:

• Timekeeper property

• Local Corrections. Gives the Timekeeper the ability to make corrections to timesheets; the corrections are strictly for agency purposes and will not be transmitted for processing by NFC.

• Supervisor property

• Self-Certify. Gives the Supervisor the ability to certify his or her own timesheet.

• Master Timekeeper properties

• Editable. Gives the Master Timekeeper the ability to edit user profile and timesheet data. If this property is not checked, the Master Timekeeper will have read-only access to the data.

• Local Corrections. Gives the Master Timekeeper the ability to make corrections to timesheets; the corrections are strictly for agency purposes and will not be transmitted for processing by NFC.

• HR Administrator properties

• LTP Menu ON. Gives the HR Administrator access to the Leave Transfer Program Management menu, which includes options to work with leave transfer program accounts, recipients, donations and deductions.

• Org Tree Menu ON. Gives the HR Administrator access to the Organization Management menu, which includes options to add, move, edit and delete organizations and sub-organizations.

Adding employees

To manually add an employee to the system, take these steps:

1. Click Add Employee on the main menu.

The Employee Profile >> New User page opens.

2. Type a User ID for the new employee.


NOTE: The format of the user ID and password may vary by agency. As needed, see agency guidelines on creating user IDs and passwords.

3. Type a Password for the employee.

4. Type the password in the Retype Password field.

IMPORTANT! The employee profile will not be saved unless the contents of the Password and Retype Password fields are the same.

5. Complete the remaining fields. Required fields are marked with an asterisk. The Active check box must be enabled in order for the new user to be able to log in to the system.

6. Click Save when the information is complete.

A message confirms that the profile was successfully saved. Additional options such as Licenses, Holiday Calendar, and Roles.

7. Continue specifying additional information.

-OR-

Click Cancel to go back to the previous page.

Viewing employee profiles

To view an existing employee profile, take these steps:



2. Click the check box on the row that identifies the employee, and then select Employee Profile from the Profiles action menu.

The Employee Profile page opens.

3. Click options from the menu list on the left side of the page to view additional information.


Resetting user passwords

To reset a user's password, take these steps:



2. Click the check box on the row that identifies the employee, and then select Employee Profile from the Profiles action menu.


3. Type the new password in the Password field.

NOTE: The format of the user ID and password may vary by agency.

4. Type the new password in the Retype Password field.


IMPORTANT! The employee profile will not be saved unless the contents of the New Password and Retype New Password fields are the same.

5. Click Save. A message confirms that the profile was updated.

NOTE: The next time the user logs in to the system, the Change Password page will open. The user will be required to enter the password that you typed in their employee profile, and change it to a new password of their own choosing.

About Payroll Provider ManagementThe Payroll Provider Management feature includes options for processing timesheet data, transferring timesheet data to a payroll provider, creating or modifying build schedules, and configuring parameters that handle the data transfer process.

NOTE: Timesheets must be validated, certified, and pre-processed before they can be processed for payroll.

Payroll Provider Management page contents

The Payroll Provider Management page provides the following options:

• Build timesheet data files using the Run Build Now or Run Early Build Now options.

• Transfer built data files to the payroll provider. Files may be transferred by a regularly scheduled job or you can run the transfer immediately by selecting the Run Transfer Now option. The system transfers all files that have not previously been transmitted. Depending on the size of the data files, the number of timesheets, and other factors, multiple files may be transferred.

• View details about files that were previously built and transferred in the Previous Builds table. You can view and download data files, review transmitted timesheets, and view the status of the transfer.

• Edit parameters that determine the transfer configuration. Parameters are listed below:

• Host Name. The name of the host.

• File Name. The transfer file name.

• User Name and Password. The host user name and password relate to FTP and SFTP protocols and are used for authenticating to those systems.

• Site Command. The payroll provider may require a specific site command for configuring the FTP server.

• JCL. Use the JCL text box to append data to the beginning of the build file.

• # Retries. The number of retry attempts if the transfer fails.

• Retry Delay (secs). The number of seconds to wait between retry attempts. If a transfer fails all attempts, the job fails. If the job has been set up to handle failures, the system may make additional attempts.

• Use Passive Mode. Certain firewall rules prevent active FTP transmission. If this is the case, a passive FTP connection must be established.

NOTE: This should only be done under the advisement of your payroll provider.

• Debug Connection. Allows for diagnostic information during an FTP transmission.

• Create a build schedule that automatically creates the data file at regularly scheduled intervals.


• Create a transfer schedule that automatically sends the data files to the payroll provider at regularly scheduled intervals.

The Payroll Provider Management page is shown below.

The Previous Builds table on the Payroll Provider Management page contains details about data transfer jobs that have run. Click the View drop-down menu to see options for downloading the contents of a build file in .txt format, view the timesheets, or skip the transfer.

As shown in the example below, the build file is a fixed-width column format:


Processing and transmitting timesheets to payroll providers

To process and transmit timesheets to the payroll provider, take these steps:

1. Click Payroll Provider Management from the Payroll section on the main menu.

The Payroll Provider Management page opens.

2. To create a data file that contains data from previous pay periods, click Run Build Now.

- OR -

To create a data file that contains data from the current pay period, click Run Early Build Now.

3. To transfer the data file to the payroll provider immediately, click Run Transfer Now.

4. Click Cancel to return to the main menu.

Viewing status details and downloading data files

The Previous Builds table on the Payroll Provider Management page contains details about data transfer jobs that have run. To view details or download files, take these steps:



2. Under the Previous Builds selection box, click the View drop-down menu on the row that identifies the build job you want to examine.

• Select Download to save the data in a text file.

- OR -

• Select Show Timesheets to review the timesheets. The Timesheet Selection page opens. Click Select Pay Period ## on the row that identifies the timesheet to view. Click Cancel to return to the Payroll Provider Management page.

- OR -

• Select Skip Transfer from the drop-down list to cancel the transfer.


Creating or modifying build schedules

To create or modify a build schedule, take these steps:




2. Under the Edit Build Schedule section, select the day of the week and the hour of the day on which the build will run.

3. Click Save Build Schedule.

A message confirms that the schedule was saved.


Disabling build jobs

To disable a build job, take these steps:



2. Under the Edit Build Schedule section, click Disable Build Job.

A message confirms that the build will not run automatically until the schedule is enabled.


Creating or modifying transfer schedules

To create or modify a transfer schedule, take these steps:



2. In the Transfer Schedule table, select the day of the week and the hour of the day on which the transfer will run.

3. Click Save Transfer Schedule.

A message confirms that the schedule was saved.


Disabling transfer jobs

To disable a build transfer job, take these steps:



2. Click Disable Transfer Job at the bottom of the page.

A message confirms that the transfer will not run automatically until the job is enabled.


Editing the transfer configuration

To edit the data transfer configuration, take these steps:




2. Type the name of the host in the Host Name field.

3. Accept the default transfer file name (xmit.dat) or type a name in the File Name field.

4. Type the host User Name and Password . These relate to FTP and SFTP protocols and are used for authenticating to those systems.

5. If the payroll provider requires a specific “SITE” command for configuring the FTP server, enter the command in the SITE field. Otherwise, the field can be blank.

6. The JCL text box may be used to append data to the beginning of the build file.

7. If a transfer fails, you can specify the number of retry attempts in the # Retries field and the number of seconds to wait in the Retry Delay field. If a transfer fails all attempts, the job fails. If the job has been set up to handle failures, the system may make additional attempts.

8. Certain firewall rules prevent active FTP transmission. If this is the case, a passive FTP connection must be established. Click the check box next to Use Passive Mode to establish a passive connection.

IMPORTANT: This should only be done under the advisement of your payroll provider.

9. Click the check box next to Debug Connection to allow for diagnostic information during an FTP transmission.

10. Click Save Transfer Config.

A message confirms that the transfer configuration has been saved.

11. Click Cancel to go back to the main menu

Working with Labor Distribution Labor Distribution functions are available on the main menu if the webLD module is implemented. Agencies use labor distribution to track time and attendance data against labor distribution activity categories, activity sets and activities. The Administrator may add and maintain activity categories, activities, and activity sets. A sample Activity Sets page is shown below.


NOTE: Activity sets, categories and activities are unique to each agency. The names and number of activity categories vary by agency. Once activity categories are defined, neither the structure nor the categories may be edited, deleted or otherwise changed.

Setting up labor distribution activity categories

Use this page to enter the labor distribution activity categories. Up to ten categories may be entered.

To set up labor distribution activity categories, take these steps:

1. Click Activity Categories and Activities from the Labor Distribution section on the Administrator main menu.

The Labor Distribution Activity Category Set Up page opens.

2. Type the category name and then click Save.

Each activity category becomes a hyper link to which activities can be added.

3. Click an activity category link to add an activity.

- OR -


Adding labor distribution activities

To add labor distribution activities, take these steps:



2. Click the activity category link to which you want to add an activity.

The Add/Edit Activities page opens.

3. Click Add Activity.

The Add New Activity page opens.

4. Enter the activity name and description.

5. Specify the Start and End dates for which the activity will be available.

6. Click Save and then click Cancel to go back to the previous page.

Editing labor distribution activities

To edit labor distribution activities, take these steps:



2. Click the activity category link.

The Add/Edit Activities page opens.

3. Click the activity link you want to edit


The Add/Edit Activity page opens.

4. Make the changes.


Adding activity sets

Supervisors must assign activity sets to employees before employees can add activities on timesheets. To add activity sets, take these steps:

1. Click Activity Sets from the Labor Distribution section on the Administrator main menu.

The Activity Sets page opens.

2. Click Add Activity Set.

The Add Activities Set popup opens.

3. Select the activities from the drop-down lists.

4. Click OK. and then click Cancel to go back to the previous page.

NOTE: Supervisors must assign activity sets to employees before employees can add activities on timesheets.

Deleting activity sets

To delete activity sets, take these steps:

1. Click Activity Sets from the Labor Distribution section on the Administrator main menu.

The Activity Sets page opens.

2. Click the "X" under the Remove column on the row you want to delete.

A confirmation message opens.

3. Click OK to confirm the deletion.

- OR -

Click Cancel to dismiss the operation.


System DiagnosticsError ManagementAdministrators may use the Error Management function for diagnostic and troubleshooting purposes. The Error Management page lists the following descriptors for each error:

• Date/Time. The date and time that the error occurred. For example, 10/16/2013 16:07:39

• Error Code link. The system-generated code assigned to the error. The link opens the Error Details page, described below.


• Originating Page. The application page where the error occurred. For example, Job Management.

• Error Message. The message that the system displayed when the error occurred. For example, Request processing failed.

The Error Details page includes the full stack trace of the error. This information is especially helpful for Kronos Technical Support. You may download the error details and save the file locally or e-mail it to Kronos or your agency's help desk.

The Set Storage Limits section near the bottom of the Error Management page includes these options:

• Automatically delete errors older than. Type a number, in days.

• Store no more than. Specify the number of errors that will be stored, for example, 10000.

• Manually delete errors older than. Type a number, in days. Optionally, click Delete Now to immediately delete errors.

To view and download error details, take these steps:

1. Click Error Management from the System Set Up section on the Administrator main menu.

The Error Management page opens.

2. Click the error code link that you want to view in detail.

The Error Detail page opens.

3. View the details.

4. Click Download to save the details in a file.

- OR -



System Set UpThe System Set Up section on the Administrator main menu contains a variety of functions that can be used to configure and maintain the system. Options are listed below.

• About. View technical information about the webTA application that may be useful for troubleshooting.

• Account Structures. Add, edit or delete account structures and account values.

• Application Banner. Set up text that appears on each application page.

• Application Management. Provides options for the run mode, application e-mail address, web address prefix, and default time zones.

• Audits. Provides audit log channels.

• Bidirectional Configurations. Configure jobs that perform the bidirectional feed of HR and leave data.

• Calendar Management. Add or edit holiday calendars and unfunded mandate calendars.

• Case Tracking Preferences. Specify how case tracking is displayed in timesheets and whether cases may be assigned to organizations or individual users.

• Email Management. Configure e-mail sources to interface with an SMTP server.

• Export Job Management. Enable and schedule export jobs to run automatically at regular intervals.

• Import Job Management. Monitor, enable, disable, execute and adjust background server processes.

• Jobs Management. Enable, disable, monitor and schedule automated jobs.

• Labor Distribution Preferences. Specify how activites are displayed in timesheets, whether activities may be assigned to organizations or individual users, and how to match activity totals to timesheet hours.

• LDAP Management. Configure LDAP options.

• License Management. Manage user licenses.

• Login Banner. Set up text that appears on the Login page.

• Message Management. Enable or disable messages that the system sends to users upon completion of system functions.

• Organization Management. Add, edit, or delete organizations or sub-organizations, and assign users to organizations and sub-organizations.

• Password Message. Set up a message that appears when users change their webTA password.

• Pay Period Management. Restrict user access to different types of timesheets.

• Replication Management. Specify how often data should be replicated from the production database instance to the reports or archive database.

• Rule Management. Lists rule sets that determine validation checks.

• Script Execution. Run automated tasks.

• Send System Wide Message. Create and send messages to all employees.

• Server Management. View the server name, status, UUID, IP and port information.

• Session Management. Set session timeouts.

• Single Sign-On Management. Allow single sign on authentication using either an HTTP header value or HTTP remote user schemes.

• Transaction Code Management. Edit, enable or disable transaction codes and related tasks.


About The About page contains information about the webTA version, application server, database version and database connection. A sample About page is shown below.

To view the About page, take these steps:

1. Click About on the Administrator main menu.

The About page opens.


Account Structure ManagementAn account structure is a combination of fields that define how the account values are created, used, and transmitted with payroll files. Account structures are unique for each agency and are configured by Kronos Professional Services to meet the agency’s needs. Although the account structure function has many different configurable features, it is likely that the Administrator will perform the common tasks listed below:

• Adding and modifying field values.

• Enabling and disabling field values.

• Creating new accounts.

• Viewing the Master List.

The Manage Accounts page is shown below with sample structures:


Overview of the Account Structures: <account name> page

The Account Structures: <account name> page consists of two sections: the Fields section and the Restrictors section. Each section is described below:

Note: The most common tasks that you will perform are adding and modifying field values, and enabling and disabling field values. You perform these tasks in the Fields section of the Account Structure page.

Account Structure Page Contents

The top of the page contains general information about the account structure.

• Name. The name of the account structure.

• Organization. The organization that the account structure is assigned to. Options include All, or specific organizations that have been set up in the system.

• Valid From and Valid To. The range of dates that the structure is valid. The default is “forever.”

• Use Description. Enable the check box to display the account value’s description when the account appears on webTA application pages.

Fields section

Each account structure is made up of one or more fields. Each field may have various characteristics such as the definition, type, how the field is rendered in the application, and so forth. The Fields table include columns that identify characteristics for each field.

• Definition column. This column contains a field name link that opens the Field: <field name> page, for example, Field: Fund. Alternatively, click the radio button on the row that identifies the field and then click Edit. The Field <field name> page is shown below.

• Name. The name of the field, for example, Fund.

• Organization. The organization that the field is assigned to. Options include All, or specific organizations that have been set up in the system.

• Valid From and Valid To. The range of dates that the field is valid. The default is “forever.”

• Use Description. Enable the check box to display the field’s description when the field appears on webTA application pages. If the box is not checked, the description will not be used when the values are displayed.

• Maximum Length. The maximum number of characters that can be entered in the field value.

• Minimum Length. The minimum number of characters that must be entered in the field value.

• Transmit Start. and Transmit End. Typically, the account field values that are selected on the timesheet are sent to the payroll provider. The Transmit Start and End fields indicate which part of the account field value should be sent. If the agency wants only the first five characters or numbers to be sent, the Transmit Start would be “1” and the Transmit End would be “5.”

• Validators. If validation rules have been defined for the field, the rules are listed in this section.

• Type column. Identifies whether the field value is a string of characters, an integer, etc.

• Render column. These options determine how each field value selector displays when you edit an account. For example, if you specify Drop-down as the Render option, the system displays

account values in a drop-down menu. If you specify Select as the Render option, the system displays a Find icon that the user can click to search for account values. Render options include:

• Edit. The value appears in an editable field.

• Drop-down. The value appears in a drop-down list.

• Select. The value appears in a table after the user clicks the Find icon. The table includes a Search field.

• Hidden. The value is hidden from the user’s view.

• View. The value is visible to the user but cannot be selected or edited.

• Equality column. Contributes to the unique attributes that distinguish one account from another.

• Display column. Determines whether a value is hidden or visible (this duplicates the Hidden and View options under the Render column.)

• Transmit column. Determines whether to transmit the field to the payroll provider, where an account string is built for time entered on a user’s timesheet.

• Optional column. Determines whether the field is required. For example, if the Optional check box is not enabled, a user must enter a value in the field in order to save changes to the page.

• Override column. Determines whether the field can be overridden.

• Default Value. Determines the default value that is displayed when a new account is created by an employee, Timekeeper, HR Administrator or other role.

The following functions are available under the Fields table. The Administrator may use these functions to work with fields:

• Edit option. Use this option to edit a field definition.

• Values option. Use this option to add, edit or delete values associated with a specific field.

• Up option. Use this option to move a row up towards the top of the Fields table.

• Down option. Use this option to move a row up towards the top of the Fields table.

• Remove option. Use this options to remove (delete) a field.

• Create New option. Use this option create a new field.

• Add Existing option. Use this option to select an existing field and insert it in the Fields table.

Restrictors Section

Use restrictors to create validation rules that determine how and when accounts can be used.

For example, a validation rule can ensure that an account must include a field value (for example, Fund 001) that can only be paired with certain other field values (for example, Project 003). Otherwise, the system displays an error and the account cannot be saved. Type the text for the error message on the Restrictor Definition page. A sample Restrictor Definition page is shown below.


It is possible to add new account structures and edit existing account structures, however these tasks will typically be performed by Kronos Professional Services and are outside the scope of this document. The Administrator is likely to perform the tasks listed below:

• Adding and editing field values

• Enabling and disabling field values

• Viewing the Master List. This is a list of all the accounts that have been added to the system.

Adding field values

To add a field value, take these steps:

1. Click Account Structure Management on the Administrator main menu.

The Account Structures page opens.

2. Click the account name link under the Name column.

The Account Structure: <account structure name> page opens.

3. Click the radio button on the row that identifies the field for which you want to add a value and then click Values near the bottom of the Fields table.

The Values: <value name> page opens. Under the Values table, the Create <value name> section is displayed.

4. Type the new value in the field next to <value name> and click Create.

The new value appears in the Values table.

5. Click Edit on the row that identifies the new value and make changes to the following details as necessary:

• Value. Change the value name.

• Description. Change the description of the value.

• Enabled. Enable the check box to make the value active or clear the check box to make the value inactive. If the value is inactive, it will no longer be available for use.

• Valid From and Valid To. The range of dates that the value is valid. The default is “forever.”

• Display Order. Type a positive or negative integer to change the order in which the value is listed.

6. Optionally, assign the value to a group that can be used as an attribute when defining restrictions. You may assign the value to an available (existing) group or create a new group.

To assign the value to an existing group, click to highlight the group under the Available Groups column and then click the Add button to move the group to the Assigned Groups column.

-OR-

To add a new group, type a group name in the Name field below Create Group and then click Create. The new group appears under the Available Groups column. Click to highlight the group under the Available Groups column and then click the Add button to move the group to the Assigned Groups column.

7. Click Update to save changes and continue working on the same page.

-OR-

Click Save to save changes and go back to the previous page.

Editing field values

To edit a field value, take these steps:





3. Click the radio button on the row that identifies the field for which you want to edit a value and then click Values near the bottom of the Fields table.

The Values: <value name> page opens.

4. Click Edit on the row that contains the value you want to modify.

The Value: <value name> page opens.

5. Make changes to the following details as necessary:

• Value. Change the value name.

• Description. Change the description of the value.

• Enabled. Enable the check box to make the value active or clear the check box to make the value inactive. If the value is inactive, it will no longer be available for use.

• Valid From and Valid To. The range of dates that the value is valid. The default is “forever.”

• Display Order. Type a positive or negative integer to change the order in which the value is listed.

6. Optionally, assign the value to a group that can be used as an attribute when defining restrictions. You may assign the value to an available (existing) group or create a new group.

To assign the value to an existing group, click to highlight the group under the Available Groups column and then click the Add button to move the group to the Assigned Groups column.

-OR-

To add a new group, type a group name in the Name field below Create Group and then click Create. The new group appears under the Available Groups column. Click to highlight the group under the Available Groups column and then click the Add button to move the group to the Assigned Groups column.

7. Click Update to save changes and continue working on the same page.

-OR-

Click Save to save changes and go back to the previous page.

Enabling and disabling field values





3. Click the radio button on the row that identifies the field for which you want to edit a value and then click Values near the bottom of the Fields table.

The Values: <value name> page opens.

4. Click Edit on the row that contains the value you want to modify.

The Value: <value name> page opens.

5. Click the Enabled check box to make the value active or clear the check box to make the value inactive. If the value is inactive, it will no longer be available for use.

6. Click Save to save changes and go back to the previous page.

Viewing the account master list

The account master list displays all accounts that have been added to the system: To view the master list, take these steps:



2. Click the Master List link under the Name column.

The Master List page opens.

Application BannerThe application banner appears in the upper left corner of the top of every page. When you set up the application banner text, use the Preview option to view the appearance of the text before you save it.

Adding or modifying application banner text

To add or modify the banner text, take these steps:

1. Click Application Banner on the Administrator main menu.

The Application Banner page opens.

2. To add or modify banner text, click the cursor in the text box and enter the new text.

3. To format the text, use Hypertext Markup Language commands (HTML). For example, to format bold text, use the HTML bold formatting commands and .

4. Click Preview to verify the banner text.

The modified text appears under Preview of new Application Banner near the top of the page.

5. Click Save and then click Cancel to return to the main menu.

Deleting application banner text

To delete banner text:

1. Click Application Banner on the Administrator main menu.

The Application Banner page opens.

2. Click Delete and then click Cancel to return to the main menu.

Application ManagementUse the Application Management function to specify system settings such as the external web address prefix and the system sender e-mail address. The Application Management page is shown below.

Application Management page contents:

• Current Run Mode. These options are available:

• Normal. In this mode, the system can be accessed by all users.

• Locked. In this mode, users must have the permission “Manage Application Status” enabled in order to access the system. This mode is generally used when troubleshooting is being performed on the system.

• Application E-mail Address. Appears in the “From” section of e-mails that are generated by the system. For example, a supervisor may receive a message about timesheet certification from [email protected]. In this example, [email protected] is the application e-mail address.

• Never User Personal Addresses for the From Field. If the check box is enabled, the system uses the application e-mail address instead of the personal address of the sender (for example, the Timekeeper or Supervisor.) This ensures that when the employee responds to the message, the response takes place in the webTA message system.

• Web Address Prefix. Identifies the prefix of the external URL path name, for example, https://www.abcd.org/webta.

• Application Default Time Zone. Identifies the default time zone on which the application should base all time calculation, for example, Eastern Standard Time.

Modifying application management options

To view or edit application management options, take these steps:

1. Click Application Management on the Administrator main menu.

The Application Management page opens.

2. Make changes.


AuditsUse the Audits function to monitor actions that are performed in specific areas of the system. If enabled, the audit type captures information that you can examine for troubleshooting purposes. It is recommended that you only enable audits as needed; enabling all audit logs may affect system performance. A partial example Audit Type Configuration page is shown below.


Enabling or disabling audit logs

To enable or disable audit logs, take these steps:

1. Click Audit on the Administrator main menu.

The Audit Type Configuration page opens.

2. Click to select check boxes for the types of audits you want to enable.

-OR-

Clear check boxes to disable audit logs.


Viewing audit logs

To view audit logs, take these steps:

1. Click Audits on the Administrator main menu.


2. To view data, click View on the row that identifies the audit type.

The Audit Logs page opens.

3. Accept the default date range or specify a new date range.

4. Click Update.

The log entry date, name of user, and message information appears.



Deleting audit logs

To specify how frequently audit entries are deleted, take these steps:

1. Click Audits on the Administrator main menu.


2. Type a number in the Months field near the bottom of the page. The default is 2 months. The minimum is 1 month and the maximum is 999 months.


Bidirectional ConfigurationsUse the Bidirectional Configurations function to configure jobs that perform the bidirectional feed of HR and leave data.

IMPORTANT: Use Import Job Management to specify the bidirectional import type (Biweekly or Daily), and schedule and execute bidirectional jobs.

Bi-Drectional Configuration page contents

• Agency.

• Daily Settings.

• Supervisor.

• Timekeeper.

• Biweekly Settings.

• Update Leave.

• Update Annual.


• Update Sick.

• Update Restored Annual.

• Update Comp Time.

• Update Comp Time/Travel.

• Update Time Off Awards.

• Update Timesheet Profile.

• Global Settings.

• NFC Contact Email Address.

• Agency Contact Email Address.

• Kronos Contact Email Address.

Specifying the bidirectional configuration

To specify bidirectional configuration settings, take these steps:

1. Click Bidirectional Configurations on the Administrator main menu.

The Bi-Directional Configuration page opens.

2. Complete the fields and click Save.


Calendar ManagementUse the Calendar Management feature to add or adjust holiday calendar or unfunded mandate calendars. The Populate on Timesheet option can be enabled to to insert calendar (or furlough) days in employee timesheets with the applicable hours and transaction code.

The HR Administrator assigns calendars to employees from the Employee Profile. Alternatively, the Assign to All Employees check box on the Calendar page may be enabled.

By default, a Federal Holiday calendar is set up to automatically update for nine years (the calendar adheres to the OPM Schedule.) The Administrator may add, edit or delete individual days or add, edit or delete calendars.


Adding calendars

To add a new calendar, take these steps:

1. Click Calendar Management on the Administrator main menu.

The Calendar Management page opens.

2. Click Add Calendar.


3. Type a calendar name in the Name field.

4. Click the NFC Transaction drop-down menu to specify a transaction code that will be associated with the holidays (or furlough days) in the employee’s timesheet.

5. Accept the default year.

-OR-

Select a year from the Dates for drop-down list and then click Change Year.

6. Insert the cursor in the Name field on the first row and type the name

7. Type a date in the Date field using the format mm/dd/yyyy or click the calendar icon and select a date.

8. Click the Populate on Timesheet check box if the day should automatically populate in new timesheets.

9. Click Save to save the calendar. A message confirms that the calendar was saved.

10. Optionally, click Add New to add a new row to the calendar.



Editing calendars

To edit a calendar, take these steps:



2. Click the calendar name link that identifies the calendar you want to modify.


3. Change the calendar name, select a different transaction code from the NFC Transaction drop-down list, modify names, change dates and enable or disable the Populate on Timesheet check box.

- OR -

Click Add New to add a new row. Type a new name, specify a date and enable or disable the Populate on Timesheet check box.

- OR -

Click the "X" on a row that identifies a day you want to remove from the calendar.

4. Click Save.

A message confirms that the updates were saved.


Deleting calendars

To delete a calendar, take these steps:



2. Click Delete on the row that identifies the calendar you want to delete.

A confirmation message appears.

3. Click Yes to delete the calendar. A message confirms that the calendar was deleted.

- OR -

Click Cancel to cancel the operation.


Case Tracking PreferencesThe Case Tracking Preferences function is available if the Case Tracking module is implemented. The Administrator may use these agency-wide options to specify how case tracking and totals are displayed on the Case Tracking tab in the employee timesheet, and whether cases may be assigned to organizations or to individual users.


Case Tracking Preferences page contents

The Case Tracking Preferences page contains these fields:

• Display by. Use these options to determine whether cases are displayed by case ID, case name, or case ID and name.

• Assign per. Use these options to determine whether cases may be assigned to individual users or to an organization.

Specifying case tracking preferences

To specify Case Tracking Preferences, take these steps:

1. Click Case Tracking Preferences on the Administrator main menu.

The Case Tracking Preferences page opens.



Email ManagementUse this option to configure the e-mail management function in webTA to interface with an SMTP server. A sample Email Management page is shown below.


Configuring e-mail sources

1. Click Email Management on the Administrator main menu.

The Email Management page opens.

2. Click the radio button next to HTML or Plain Text to determine the formatting. This is a global setting for the entire application.

3. Edit or enter the SMTP source name, the hostname, or IP address, and the port (it can be blank if it is the default port).

4. Accept or clear the check box next to Enabled.

5. Optionally, type a test email address.

NOTE: If you enter an e-mail address in the Test Email Address field, the system automatically sends a test email every night.

6. If the SMTP server itself requires authentication in order to connect to it, enable the Authentication check box.

7. Optionally, specify an authentication user name and password.

8. Click Save.

A message confirms that the updates were saved.


10. Click Send Test Email to send a test e-mail.

A message confirms whether the email was sent.

11. Click Cancel to go back to the main menu.


Export Job ManagementThe Export Job Management function includes options to add, configure, test, enable or disable, and schedule export jobs. For example, you might use the export function for data warehousing, or for exporting data into another database for use with third party reporting tools.

Each export job must be configured with specific information. For details about data file structures, refer to the Core Import-Export webTA Formats document located on the Kronos Federal Customer Portal. The document includes the field, description, type, length, format and explanatory comments for each import-export type. A sample Export Job page is shown below.

Export Job page contents

The Export Job page contains these fields:

• Name – The name of the export job.

• Export Type – The type of export that will be run, for example, “Core Export Users.”

• Payroll Provider – If multiple payroll providers are defined in the system, select the one you want to use.

• Disabled – Whether the job is enabled or disabled.

• Protocol – Determines how to read the export file.

• Local file. Reads the export file from the server’s local file system.

• FTP. Reads the export file via File Transfer Protocol (FTP).

• SFTP. Reads the export file via Secure File Transfer Protocol (SFTP).


• Directory – The directory to which the export file will be written. It can be written to a local file system, or to an FTP site or SFTP site. The directory field identifies the location on those respective targets.

• Filename Pattern – Determines the filename pattern to match when looking for export files. For example, if you specified the filename pattern my_export_[CURRENT_DATE].txt then the resulting filename would, for example, be my_export_20130220.txt. Optionally, use the following variables with the filename as demonstrated in the example:

• CURRENT_DATE. The current date in YYYYMMDD format.

• CURRENT_TIME. The current time in HHMMSS format.

• DIRECTORY. The directory specified.

• REMOTE_HOST. The host name specified.

• REMOTE_USER. The user specified.

• REMOTE_PASS. The password specified.

• PP. The current pay period number.

• YYYY. The current pay period year.

• Hostname – If the protocol is FTP or SFTP, type the hostname.

• User – If the protocol is FTP or SFTP, type the username for authentication.

• Password – If the protocol is FTP or SFTP, type the password for authentication.

• # Retries – Number of retries to attempt when failures occur.

• Retry Delay (secs) – Number of seconds between retries.

• Execute Multithread – Indicates whether the job should be run multi-threaded.

• Edit Schedule – Set up a schedule that determines when the jobs will run.

About the Create Test Record option

Use the Create Test Record option to create export records via a form or to parse an existing line from an export file to view the individual fields. Every export job has a specific file format (for example, positions 1-9 are the SSN, positions 10-40 make up the employee’s user ID, etc.) Click the Record Class drop-down list to see a list of available file formats.

About the Edit Deletion Job option

Use the Edit Deletion Job option to regularly delete data generated by the system upon the completion of each export job (for example, the data file that was used, the results of the load, etc.) Specify whether to enable or disable the delete job, the number of days of data to maintain prior to deletion, and when the delete job will run.

Adding or modifying export jobs

To add or modify export jobs, take these steps:

1. Click Export Job Management on the Administrator main menu.

The Export Job Management page opens.

2. Click Add New.

- OR -


Click the job name link that you want to work with.

The Export Job page opens.


4. Click Save. A message confirms that the job and/or updates were saved.


Enabling or disabling export jobs

To enable or disable export jobs, take these steps:



2. Click the job name link that you want to work with.


3. Click the check box next to Disabled to disable the job.

- OR -

Clear the check box next to Disabled to enable the job.

4. Click Save. A message confirms that the update was saved.


Scheduling export jobs to run

To schedule an export job to run immediately, take these steps:





3. Click Run Export Now near the bottom of the page.

A message confirms that the job is scheduled for immediate execution.


To schedule an export job to run at regular intervals, take these steps:






3. Under Edit Schedule near the bottom of the page, select a day from the Day of Week drop-down list. Select the hour from the Hour of Day drop-down list.



Deleting export jobs

To delete an export job, take these steps:



2. Click Delete on the row that contains the job you want to delete. A message confirms that the export job was deleted.


Creating or parsing test records

To create or parse test records, take these steps:



2. Click Create Test Record.

The Create Test Export Record page opens.

3. Select a file format from the Record Class drop-down list and click Select.

The page is populated with the fields contained in the file format.

4. Type values in the fields and then click Create to create the line of export data.

- OR -

Paste the line of export data into the Data Line field and click Parse. The page is populated with all of the fields in the file format and the fields are populated with the corresponding data from the line that you pasted.

Working with the Edit Deletion Job option

Use the Edit Deletion Job option to regularly delete data generated by the system upon the completion of each export job (for example, the data file that was used, the results of the load, etc.) To work with the Edit Deletion Job option, take these steps:



2. Click Edit Deletion Job.

The Delete Exports Job Management page opens.



4. Click Save.

Import Job Management

The Import Job Management function includes options to add, configure, test, enable or disable, and schedule import jobs.

Each import job must be configured with specific information. For details about data file structures, refer to the Core Import-Export webTA Formats document located on the Kronos Federal Customer Portal. The document includes the field, description, type, length, format and explanatory comments for each import-export type. A sample Import Job page is shown below.

Job Import page contents

The Job Import page contains these fields:

• Name – The name of the import job.

• Import Type – The type of import that will be run, for example, “Import Labor Distribution Activities.”


• Payroll Provider – If multiple payroll providers are defined in the system, select the one you want to use.

• Disabled – Whether the job is enabled or disabled.

• Protocol – Determines how to read the import file.

• Local file. Reads the import file from the server’s local file system.

• FTP. Reads the import file via File Transfer Protocol (FTP).

• SFTP. Reads the import file via Secure File Transfer Protocol (SFTP).

• Directory – If the protocol “Local file” is selected, this is the directory of the webTA server. If the protocol “FTP” or “SFTP” is selected, this is the remote directory on those respective services.

• Filename Pattern – Determines the filename pattern to match when looking for import files. For example, if you specified the filename pattern my_file_{CURRENT_DATE].txt then the resulting filename would, for example, be my_file_20130220.txt. Optionally, use the following variables to the filename as demonstrated in the example:

• CURRENT_DATE. The current date in YYYYMMDD format.

• CURRENT_TIME. The current time in HHMMSS format.

• DIRECTORY. The directory specified.

• REMOTE_HOST. The host name specified.

• REMOTE_USER. The user specified.

• REMOTE_PASS. The password specified.

• PP. The current pay period number.

• YYYY. The current pay period year.

• Pre-Process File Command – Specify a system call to run on the file before it is processed. The output from the system call will be the data read by the import process.

• Post Process Destination Directory – The directory into which the import file will be moved after it has been processed.

• Hostname – If the protocol is FTP or SFTP, type the hostname.

• User – If the protocol is FTP or SFTP, type the username for authentication.

• Password – If the protocol is FTP or SFTP, type the password for authentication.

• # Retries – Number of retries to attempt when failures occur.

• Retry Delay (secs) – Number of seconds between retries.

• Execute Multithread – Indicates whether the job should be run multi-threaded.

• Edit Schedule – Set up a schedule that determines when the jobs will run.

About the Create Test Record option

Use the Create Test Record function to create import records via a form or to parse an existing line from an import file to view the individual fields. Every import job has a specific file format (for example, positions 1-9 are the SSN, positions 10-40 make up the employee’s user ID, etc.) Click the Record Class drop-down list to see a list of available file formats.

About the Edit Deletion Job option

Use the Edit Deletion Job option to regularly delete data generated by the system upon the completion of each import job (for example, the data file that was used, the results of the load, etc.) Specify whether to


enable or disable the delete job, the number of days of data to maintain prior to deletion, and when the delete job will run.

Adding or modifying import jobs

To add or modify import jobs, take these steps:

1. Click Import Job Management on the Administrator main menu.

The Import Job Management page opens.

2. Click Add New.

- OR -

Click the job name link that you want to work with.

The Import Job page opens.


4. Click Save. A message confirms that the job and/or updates were saved.


Enabling or disabling import jobs

To enable or disable import jobs, take these steps:





3. Click the check box next to Disabled to disable the job.

- OR -

Clear the check box next to Disabled to enable the job.



Scheduling import jobs to run

To schedule a job to run immediately, take these steps:






3. Click Run Import Now near the bottom of the page.

A message confirms that the job is scheduled for immediate execution.


To schedule a job to run at regular intervals, take these steps:





3. Under Edit Schedule near the bottom of the page, select a day from the Day of Week drop down list. Select the hour from the Hour of Day drop down list.



Deleting import jobs

To delete an import job, take these steps:



2. Click Delete on the row that contains the job you want to delete. A message confirms that the import job was deleted.


Creating or parsing test records

To create or parse test records, take these steps:



2. Click Create Test Record.

The Create Test Import Record page opens.

3. Select a file format from the Record Class drop down list and click Select.

The page is populated with the fields contained in the file format.

4. Type values in the fields and then click Create to create the line of import data.

- OR -

Paste the line of import data into the Data Line field and click Parse. The page is populated with all of the fields in the file format and the fields are populated with the corresponding data from the line that you pasted.


Working with the Edit Deletion Job option

Use the Edit Deletion Job option to regularly delete data generated by the system upon the completion of each import job (for example, the data file that was used, the results of the load, etc.) To work with the Edit Deletion Job option, take these steps:



2. Click Edit Deletion Job.

The Delete Imports Job Management page opens.


4. Click Save.

Jobs ManagementJobs are background server processes that include these characteristics:

• In a multi-server environment, job processes run on only one server at a time.

• In a multi-server environment, a job process may run on any server.

• Job processes run without user intervention.

Jobs listed on the Job Management page include core system processes (for example, the Audit Deletion job), add-on module processes (for example, the Export Labor Distribution job), import jobs created with the Import Job Management function, and export jobs created with the Export Job Management function.

Use the Job Management function to enable or disable jobs, export job details, execute a job immediately or monitor job processes. A partial Job Management page is shown below:

Enabling or disabling jobs

To enable or disable a job:

1. Click Job Management from the System Set Up section on the Administrator main menu.

The Job Management page opens.



Job details are displayed near the bottom of the page.

3. Click Enable near the bottom of the page.

- OR -

Click Disable near the bottom of the page.

A message confirms that the update was saved.


Exporting jobs

To export job details, take these steps:





3. Click Export Job near the bottom of the page.

The File Download dialog opens.

4. Click Open to view the data in a .csv formatted file. Close the file when you are done.

- OR -

Click Save to save the file. The Save As dialog opens. Click OK to save the data in a .csv formatted file.

Monitoring jobs

To monitor jobs, take these steps:





3. Click Monitor Job near the bottom of the page.

The Job Monitoring page opens.

4. Optionally, click Refresh to update the data.


Scheduling jobs to run immediately

To schedule a job to run right away, take these steps:






3. Click Schedule Immediate Run near the bottom of the page.

A confirmation message appears near the top of the page.


Labor Distribution PreferencesThe Labor Distribution Preferences function is available if the Labor Distribution module is implemented. The Administrator may use these agency-wide options to specify how labor distribution activities and totals are displayed on the Labor Distribution tab and Totals tabs in the employee timesheet, and how employees track productive and/or non-productive time.

Labor Distribution Preferences page contents

The Labor Distribution Preferences page contains these fields:

Display User Activities by - Use these options to determine whether user activities are displayed by activity name or activity description.

Assign Activities per - Use these options to determine whether activities may be assigned to individual users or to an organization.

Match Activity Total to - Use these options to determine whether the employee must specify productive time (Worked Hours Only) or both productive and non-productive time (Worked and Non-Worked Hours). Depending on the agency, errors and/or warnings may be configured to alert the employee about discrepancies. To disable this option, select Don't Compare Activities to Timesheet Hours.

To specify Labor Distribution Preferences, take these steps:

1. Click Labor Distribution Preferences on the Administrator main menu.


The Labor Distribution Preferences page opens.



LDAP ManagementwebTA supports two standard LDAP authentication types: Direct and Intermediate.

Use direct authentication when the authenticating user must bind directly to the LDAP source. In this scenario, a user logging into webTA must bind directly to the LDAP source. Here is an example screenshot with Direct Authentication selected:

Use intermediate authentication when an LDAP search or query is required in locating a particular user in the tree. In this scenario, a privileged LDAP user is configured in the LDAP profile. This user acts as an intermediary or proxy, binding to the LDAP source and then searching for the user logging into webTA. Here is an example screenshot with Intermediate Authentication selected:


The LDAP Management page contains these fields:

• Name – The name of the LDAP setup.

• Authentication Type – Select Direct or Intermediate as the authentication type, as described above. You cannot change the authentication type after saving the profile.

• URL – Specify the URL to connect to the LDAP source, for example, ldap://{ldaphost.gov}:389 or ldaps://{ldaphost.gov}:636.

• Primary – If more than one LDAP profile is defined, you can enable the check box to identify which profile should be authenticated first.

• Database Failover – If a user is unable to authenticate with the LDAP, you can enable the check box to automatically attempt to authenticate the user via the database.

• Query – Enter an LDAP query for the profile. If you enter the substitution parameter $USERNAME, it will be replaced in the query with the user who is attempting authentication. For example, (sAMAccountName=$USERNAME) or CN=$USERNAME,CN=users,DC=ldapdev,DC=kronosdev,DC=com

• LDAP Environment Properties – The following properties are applicable to both authentication types:

• java.naming.factory.initial -- This property is required but you can change the value. The default context factory is normally sufficient for most installations.

• java.naming.referral -- There are three primary referral settings: Ignore, Follow and Throw. The default Follow is normally sufficient for most installations.

• java.naming.security.authentication -- There are three primary authentication settings: None, Simple and Strong. Change this setting according to your organization’s needs. The default is Simple, resulting in the use of clear-text passwords during authentication with the LDAP source. Most LDAP sources support stronger forms of encrypted credentials and in these cases, you can use a setting such as DIGEST-MD5 or another cipher type.

The following properties apply only to the Intermediate authentication type.


• java.naming.security.principal This property is required but its value can be altered. This is the user who binds to the LDAP source in order to execute an LDAP query for locating the authenticating webTA user. The principal is normally an 'administrator' or privileged user having the ability to search various areas of the LDAP tree given an LDAP query. Example Principal: CN=wasadmin,CN=Users,DC=ldapdev,DC=kronosdev,DC=com

• java.naming.security.credentials This property is required but its value can be altered. This is the principal's credentials to authenticate with the LDAP source. This may be a simple clear-text password, certificate or key but depends on the value of java.naming.security.authentication.

• ldap.search.base This is a webTA LDAP environment property that tells the LDAP source where to begin searching when executing the LDAP query. Example: CN=Users,DC=ldapdev,DC=kronosdev,DC=com

• ldap.search.subtree This is a webTA LDAP environment property that tells the LDAP source whether to search the sub-tree from the search base. Only true or false may be specified for this property. When true the entire subtree is searched starting from the base. When false a single level of the subtree is searched.

To specify custom LDAP properties, click Add New under the LDAP Environment Properties table. If necessary, contact your Kronos Professional Services representative for assistance.

Adding and editing LDAP profiles

To add or edit LDAP profiles, take these steps:

1. Click LDAP Management on the Administrator main menu.

The LDAP Management page opens.

2. Click Add LDAP Configuration to configure a new LDAP profile.

- OR -

Click the LDAP name link to open an existing LDAP profile.



4. To add new LDAP environment properties, click Add New under the LDAP Environment Properties table.

A new row is inserted in the table. Type the property name and corresponding value in the new row.

5. Click Save and then click Cancel to go back to the main menu.

Validating LDAP profiles

After an LDAP profile is configured and saved, it must be validated in order to participate in webTA's authentication cycle. Ensure that your LDAP environment is online and accessible, and then take these steps:

1. Click LDAP Management on the Administrator main menu.


2. Click Validate LDAP on the row that identifies the profile you want to validate.

A message confirms the validation or alerts you to errors.


License ManagementThe License Management function supports the import of license files and the assigning licenses to users. Depending on which roles and permissions users need, different licenses may be required. For example, if an employee needs to view or submit a timesheet, the webTA license must be assigned to the user. In addition, if the same employee needs to access the leave module, the WEBTA-LEAVE license must be assigned to the user.

The Administrator can import license files (or enter a text string), assign licenses to users, or remove licenses from users.

To import license files, take these steps:

1. Click License Management on the Administrator main menu.

The License Management page opens.

2. Click Browse and then select the license file to import.

3. Click Import License. The total number of licenses that have been imported into the system is listed in the Total column. The number of available licenses is listed in the unused column.

- OR -

Copy and paste the license text into the License String field.


Login BannerUse the Login Banner function to set up text that appears on the webTA login page under the User Name and Password fields. Text may include up to 4,000 characters.

Working with the login banner

To add or modify banner text, take these steps:

1. Click Login Banner on the Administrator main menu.

The Login Banner page opens.

2. To add or modify banner text, click the cursor in the Login Banner box and type the new text.

3. To format the text, use Hypertext Markup Language commands (HTML.) For example, to format bold text, use the HTML bold formatting commands and .

4. Click Preview. The modified text appears under Login Banner Preview.

5. Click Save. A message confirms that the updates were saved.

Message ManagementUse this feature to enable or disable messages that the system sends to users upon completion of system functions. Example messages include "Leave Request Approved," "Timesheet Requires Validation," and "Password Expiring in ## days." System messages such as "Job Failure" or "Import Job Succeeded" alert administrators about the success or failure of system tasks.

To manage user messages, take these steps:

1. Click Message Management on the Administrator main menu.

The page opens. The User Messages table lists the subject and accompanying text for each message.

2. Click a check box to enable a message.

- OR -

Clear a check box to disable a message.


Organization ManagementUse the Organization Management function to add, edit, delete or move organizations or sub-organizations, add or remove user members from organizations, and export organization data into an Excel file.

Top level organizations (also referred to as “parent” organizations) typically contain one or more sub-organizations (also referred to as “child” organizations.) When you click a parent organization name link, notice the following changes:

• A navigation “breadcrumb” path appears. The first part of the path is named “Root.” Click Root to return to the parent organization table anytime.

• The parent organization table is replaced by the sub-organizations table. As you drill down to additional sub-organizations, the breadcrumb path includes links to each previous level.

NOTE: The organization structure is unique to each agency. The breadcrumb path names will correspond to the names of the organizations and sub-organizations at the agency.

Viewing organizations and sub-organizations

To view an organization or sub-organization, take these steps:

1. Click Organization Management on the main menu.

The Organization Management page opens.

2. Click the organization name link that you want to view.

The Sub-Orgs table opens. A navigation breadcrumb path appears directly above the table. The first part of the path is named “Root.” Click Root to return to the Organization table anytime.

3. Click a sub-organization name link to view a sub-organization.

- OR -

Click Manage Members to view users assigned to the organization.


4. Continue to view organizations, sub-organizations and members.

- OR -

Click Root to return to the Organization Management page.

Adding organizations

To add an organization, take these steps:



2. Type the new organization name in the field next to Add New Org and then click Add New Org.

The organization is added to the Organization Management table.

3. Continue adding organizations.

- OR -

Click Cancel to return to the Organization Management page.

Deleting organizations

Before you delete an organization, delete or move all sub-organizations and user members assigned to the organization, otherwise, an error message appears. To delete an-organization, take these steps:



2. Click the "X" on the row that identifies the organization. A confirmation message appears. Click Yes to delete the organization. To cancel the operation, click Cancel.

- OR -

If the Delete option is not available, delete or move sub-organizations or user members until the Delete option becomes available, then repeat this step.

3. Click Root to return to the Organization Management page.

Adding sub-organizations

To add an organization, take these steps:



2. Click the organization name link of the organization to which you want to add a sub-organization.

The sub-organization table opens. A navigation breadcrumb path appears directly above the table. The first part of the path is named “Root.” Click Root to return to the parent organization table anytime.

3. Type the new sub-organization name in the field next to Add New Sub-Org andt hen click Add New Sub-Org.

The sub-organization is added to the table.


4. Continue adding sub-organizations.

- OR -

Click Root to return to the Organization Management page.

Deleting sub-organizations

Before you delete a sub-organization, delete or move all sub-organizations and user members assigned to the sub-organization, otherwise, an error message appears. To delete a sub-organization, take these steps:



2. Click the organization name link that contains the sub-organization you want to delete.

The sub-organization table opens.

3. Click the "X" on the row that identifies the sub-organization. A confirmation message appears. Click Yes to delete the sub-organization. To cancel the operation, click Cancel.

- OR -

If the Delete option is not available, delete or move sub-organizations or user members.

4. When all sub-organizations and user members have been deleted or moved, repeat the previous step.

5. Click Root to return to the Organization Management page.

Moving sub-organizations

To move sub-organizations, take these steps:



2. Click the organization name link of the organization that contains the sub-organization that you want to move.

The sub-organization table opens. A navigation breadcrumb path appears directly above the table. The first part of the path is named “Root.” Click Root to return to the Organization table anytime.

As necessary, continue to click sub-organization name links until the sub-organization you want to move appears.

3. Click Move Org.

The Organization Management - Select a new Parent for ... page opens.

4. Click Select on the row that identifies the parent organization to which you want to move the selected sub-organization.


5. To move the organization, click Yes. A message confirms that the sub-organization is now a child of the selected parent organization.

- OR -

To cancel the operation, click Cancel.


6. Click Root to go back to the Organization Management page.

Adding and deleting organization members

To add members to an organization, take these steps:



2. Click the organization name link of the organization to which you want to add members.

The sub-organization table opens. As necessary, continue to click sub-organization name links until the sub-organization to which you want to add members appears.

3. Click Manage Members.

The Manage Members Of ... page opens.

4. Click Add User.

The Select User page opens.

5. Click Select next to each user name that you want to add. A message confirms that each user was added.

When you have finished adding users, click Cancel, and then click Root to return to the Organization Management page.

To remove members from an organization, take these steps:



2. Click the organization name link of the organization from which you want to remove members.

The sub-organization table opens. As necessary, continue to click sub-organization name links until the sub-organization from which you want to remove members appears.

3. Click Manage Members.

The Manage Members Of ... page opens.

4. Click the "X" on the row that identifies the user you want to remove from the organization. A confirmation message appears. Click Yes to remove the user. To cancel the operation, click Cancel.

- OR -

If the Delete option is not available, delete or move sub-organizations or user members until the Delete option becomes available, then repeat this step.

5. Click Cancel to return to the Organization Management page, and then click Root to return to the Organization Management page.

Exporting organizations

To export organizations to a CSV delimited Excel file, take these steps:




2. Click the organization name link or sub-organization name link that contains the data set to be included in the output file.

3. Click Export All.

The File Download box opens. Click Save. The Save As dialog opens. Choose the location where you want to save the report, then click Save..

4. Click Cancel to return to the Organization Management page.

Password MessageThe Administrator may set up a message that appears when users change their webTA password. The message may, for example, remind users to adhere to proper security guidelines when they create the new password.

The message displays on the Change Password page: Users encounter this page under these conditions:

• The Administrator or another authorized user changes the user's password on the Employee Profile > Settings page. The next time the employee logs on, the system prompts them to change their password.

• If the Password Expiration Check Rule in the Authentication Validation Rule Set is enabled, the system prompts users to change their password when the rule is triggered.

To add or modify the password message text, take these steps:

1. Click Password Message from the System Set Up section on the Administrator main menu.

The Password Message page opens.

2. To add or modify text, click the cursor in the Message field and type the new text.


3. To format the text, use Hypertext Markup Language commands (HTML). For example, to format bold text, use the HTML bold formatting commands and .

4. Click Preview. The modified text appears under Password Message Preview.

5. Click Save. A message confirms that the update was successful.

- OR -

Click Cancel to go back to the previous page without saving changes.

To delete password message text, take these steps:

1. Click Password Message from the System Set Up section on the Administrator main menu.

The Password Message page opens.

2. Click Delete.

A message confirms that the text was deleted.


Pay Period ManagementUse the Pay Period Management page to restrict user access to different types of timesheets.

Pay Period Management page contents

• Pay Period Number restricted for Regular Correction. The number of past pay periods, dating from the current pay period, to which users have access to regular correction timesheets.

• Pay Period Number restricted for Prior Correction. The number of past pay periods, dating from the current pay period, to which users have access to prior correction timesheets.

• Pay Period Number restricted for Local Correction. The number of past pay periods, dating from the current pay period, to which users have access to local correction timesheets.

• Number of Pay Periods of Timesheet History. The number of past pay periods, dating from the current pay period, to which users have access to historical timesheets.

The Pay Period Management page is shown below.

Replication Management

The Replication Management function is available if the Archive module is implemented. The Administrator may use this function to specify how often data should be replicated from the production database instance to the reports or archive database.

To configure replication management options, take these steps:

1. Click Replication Management on the Administrator main menu.

The Replication Management page opens.

2. Make changes.

3. Click Save to save the updates and then click Cancel to go back to the main menu.

Rule ManagementRule sets determine whether data that has been entered into the system is valid based on criteria specified in the rule. The Administrator may modify rule set criteria to enforce specific agency and/or payroll provider guidelines.

The following rule sets are available:

• Authentication Validation. Determines whether a given authentication attempt is valid.

• Password Validation. Determines whether a password that has been entered into the system is valid according to specific rules.

• Pay Provider Validation. Determines pay rules that validate timesheet data and, if invalid, displays an error or warning.

• Timesheet Validation Adjustment. Adjusts timesheets based on business rule criteria. For example, an agency may need to automatically alter timesheet entries based on agency-specific business logic when timesheets are validated.

An example Rule Management page is shown below.


Rule Management page contents

NOTE: Depending on the rule, the fields on the Rule Management page vary.

• Name. The name of the rule. This field is read-only.

• ID. The unique ID that is assigned to the rule, for example, PPV_NFC_101. This field is read-only. Each ID begins with one of the following prefixes:

• AV = Authentication Validation

• PV = Password Validation

• PPV = Pay Provider Validation

• TVA = Timesheet Validation Adjustment

• Implementation Class. The category that the rule is assigned to. This field is read-only.

• Description. The description of the rule. This field is read-only.

• Message. The text of the message that the system displays when the rule is triggered.

NOTE: With the exception of rules available in the Pay Provider Validation rule set, the message text cannot be modified. The Administrator may create and modify message text for all pay provider validation rules and indicate whether the outcome of the message is an ERROR or WARNING when the rule is triggered.

• Enabled. Whether the rule is enabled or disabled

• Validation Type (ERROR or WARNING). Specify whether the rule produces an ERROR message type or a WARNING message type.

NOTE: Timesheets that contain ERROR messages cannot be certified until the message is resolved or validation is overridden by the Master Supervisor. Timesheets that contain WARNING messages may be certified and processed for payroll.

• Control Logic. Assign or remove rule control logic items. A rule control logic item determines the outcome of the application of the validation rule. For example, if the control logic item “Exclude Full


Time Employees” is assigned to a Pay Provider Validation rule, then the rule does not validate timesheets for full time employees. Three control logic items are available:

• Exclude Full Time Employees

• Exclude Part Time Employees

• Exclude Intermittent Employees

Configuring rule sets

To configure a rule set, take these steps:

1. Click Rule Management on the Administrator main menu.

The Rule Management page opens with a table of rule sets.

2. Click the rule set link that you want to work with.

The rules available in the rule set are listed on the page.

3. Click the rule link that you want to work with.

The rule opens.

4. Make changes.

5. Click Save to save your changes and then click Cancel to go back to the previous page.

- OR -

Click Restore Message to revert the current message text to the original message text.

- OR -

Click Cancel to dismiss change and go back to the previous page.

Script ExecutionThe Administrator may use the Script Execution function to run automated tasks such as loading data and modifying settings. There are two types of scripts; registered scripts and external scripts. The Script Execution page is shown below with a sample registered script:


To work with scripts, take these steps:

1. Click Script Execution on the Administrator main menu.

The Script Execution page opens:

2. To work with registered scripts, use these options

• To quickly view a registered script, select the script from the Registered Scripts drop-down list, and then click Select. The script command lines are displayed in the Current Script box.

• To view and run a registered script, select the script from the Registered Scripts drop-down list, and then click Select and Execute. The script command lines are displayed in the Current Script box and the script runs.

• To run the script that is displayed in the Current Script box, click Execute Current Script near the bottom of the page.

• To run the script using background processing, click Execute in Background near the bottom of the page.

3. To run an external script, click Browse next to the External Script File field. The Choose File dialog opens.

• Locate the file and click Open.

• To run the script, click Load next to the External Script File field. The system loads and runs the script in the Current Script text box.

4. If the script requires a data file for input, two options are available.

• Target Data File. Use this option if the data file resides on your PC. Click Browse next to the Target Data File field. The Choose File dialog opens. Locate the file and click Open.


• Local Data File Name. Use this option if the data file resides on the webTA server. Type the exact path location in the Local Data File Name field. For example, type c:\mydata\data.txt for Microsoft Windows, or type /mydata/data.txt for UNIX.

When you are ready to run the script, click Execute Current Script.

- OR -

Click Execute in Background.

5. When you are finished, click Cancel to go back to the main menu.

Send System Wide MessagingAdministrators may use the Send System Wide Message function to create and send messages to all employees. Optionally, the Administrator may flag the message with "High Importance" in the Subject line.

Users who are logged on to the system see the message displayed near the top of the page.

Take these steps to create and send a system wide message:

1. Click Send System Wide Message on the Administrator main menu.

The Send System Wide Message page opens. By default, the Recipients field displays "All Users."

2. Type a message subject, click the cursor in the Body field, and type the message.

3. Optionally, click the High Importance link to enable or disable the High Importance icon. (The icon darkens when enabled and dims when disabled.)

4. Click Send Message.

A confirmation appears.


Server ManagementThe Administrator may use the Server Management function to edit the server name, view the UUID, server IP address and server port. Click Server Status to view memory and load details displayed in the Server Status table.

To work with server management, take these steps:

1. Click Server Management on the Administrator main menu.

The Server Management page opens.

2. Change the server name.

- OR -

Click Show Server Status to view the Server Status table.



Session ManagementUse Session Management to manage the behavior of user sessions and timeouts due to inactivity. You can perform the following tasks with this function:

• Specify the session timeout

• Prevent the same user from logging on to the system more than once during the same session

• Enable a timeout warning

• Specify custom URLs that display after a timeout occurs, or after a user logs off the system

Specifying the session timeout

To specify the session timeout, take these steps:

1. Click Session Management on the Administrator main menu.

The Session Management page opens.

2. Type a value in the Session Timeout field. The value represents minutes and the maximum number of minutes is 1440 (one day.)

NOTE: The No Timeout check box must be cleared before you can type a value in this field.

- OR -

Check the No Timeout check box to disable the timeout.

3. Optionally, change Minutes before Timeout Warning to determine when a warning message appears to the user before a session times out. For example, if the value is 2, the following warning message appears two minutes before the session automatically times out: “Your session will expire in 2 minutes. Do you want to continue working?”

4. Click Test Timeout Warning to test the warning message.


Preventing duplicate logins

To prevent duplicate logins, take these steps:



2. Check the Prevent Duplicate Logins check box.


Specifying session timeout warnings

By default, the following warning pop-up message appears two minutes before a session times out: "Your session will expire in 2 minutes. Do you want to continue working?"

To enable or disable the session timeout warning, or to specify how many minutes the warning is displayed before the timeout, take these steps:




2. Check the Show Timeout Warning check box to enable the warning. The check box is enabled by default. Type the number of minutes in the Minutes before Timeout Warning field. The default is 2 minutes.

- OR -

Clear the Show Timeout Warning check box to cancel the warning.


Specifying custom URLs

Administrators may specify custom URLs that the system displays after a session times out or after a user logs off the system. To specify the Timeout or Logout URL, take these steps:



2. Optionally, type a well-formed URL in the Timeout Redirect URL to specify a URL that displays after a session timeout. The URL supports redirection to an agency home page or another internal resource, for example, http://www.first.gov/ or it may be relative to webTA, such as /Home.

3. Optionally, type a well-formed URL in the Logout Redirect URL to specify a URL that displays after a user logs off the system. The URL supports redirection to an agency home page or another internal resource, for example, http://www.first.gov/ or it may be relative to webTA, such as /Home.


Single Sign-On ManagementUse this option to allow single sign on authentication using either an HTTP header value or HTTP remote user schemes.

Single Sign On Management page contents

The page includes these fields:

• Single Sign-on Enabled. If enabled, webTA uses single sign on.

• Use HTTP Request Remote User. If enabled, webTA uses the HttpServletRequest.getRemoteUser() value as the User ID.

• Alternate HTTP Header Key. If enabled, webTA will find the HTTP header with the same name and then use the value of that header as the User ID.


• User ID Expression. Use this option if your organization has custom authentication objects that can be referenced via the HttpServletRequest. Entering a value here means that webTA will use that expression to obtain the User ID. The HttpServletRequest object can be referenced by the variable name "request". For example, to replicate specifying "Use HTTP Request Remote User" as a User ID Expression, the expression would be:

#{request.getRemoteUser()}

To replicate specifying an Alternate HTTP Header Key of my_sso_id, the expression would be:

#{request.getHeader("my_sso_id")}

Configuring single sign on

To configure single sign on, take these steps:

1. Click Single Sign On Management on the Administrator main menu.

The Single Sign On Management page opens.

2. Click the Single Sign On Enabled check box.

3. Click the Use HTTP Request Remove User check box.

-OR-

Type a HTTP header value in the Alternate HTTP Header Key field.

4. Click Save and then click Cancel to go back to the Administrator main menu.

Transaction Code ManagementThe Administrator may use the Transaction Code Management function to add or edit transaction codes, enable or disable transaction codes, specify the order in which transaction codes appear in drop-down lists, and specify how transaction code names and corresponding descriptions are displayed on application pages.

Adding or editing transaction codes

Use the Add Transaction Code and Edit Codes functions to add or edit transaction codes, including the description, whether the code is enabled, and whether the code is valid if used in specific agencies, pay plans, tours of duty, alternate schedules, and organizations. You may also specify whether the transaction code displays in specific leave or premium pay transaction code drop-down list categories, or timesheet groups (Dollar Transactions, Leave Time Transactions, and Work Time Transactions.)

A sample partial Code Details page is shown below.


To add or edit transaction codes, take these steps:

1. Click Transaction Code Management on the Administrator main menu.

The Transaction Code Management page opens.

2. Click Edit Codes.

The Edit Codes page opens.

3. Click Add New Transaction to add a new transaction code.

-OR-

Click the transaction code link that you want to edit.

The Transaction Details page opens.

4. Complete the fields or make changes.


Specifying transaction code display options

Use this function to specify how transaction codes display on timesheets. Three options are available:


• Code - Description. Displays the code and an accompanying description, for example, "01 - Regular Base Pay."

• Description Only. Displays only the code description, for example, "Regular Base Pay."

• Description - Code. Displays the description followed by the code, for example, "Regular Base Pay - 01."

To specify transaction code display options, take these steps:



2. Click Display Options.

The Display Options page opens.

3. Specify an option and then click Save.


Specifying transaction code display order

Use this function to specify the order in which transaction codes appear in drop-down lists on timesheets. Three drop-down list categories are available: Work Codes, Leave Codes, and Dollar Codes.

To specify the order in which transaction codes appear in drop-down lists, take these steps:



2. Click Order Codes.

The Order Codes page opens.

3. Select a category from the Category drop-down list and then click Go.

The page refreshes with the current display order for transaction codes in the category you selected.

4. Click the cursor in the display order field and type a new display order number.

5. Click Save.

The page refreshes with the updated order.


ReportsThe following webTA reports are available to Administrators:

• Adhoc Report

• Bidirectional Leave Changes

• Bidirectional New Hires

• Bidirectional Profile Audit

• Bidirectional Summary


• Overtime Report

• Role Assignment

• Supervisor Assignments

• Telework by Employee

• Telework by Organization

• Timekeeper Assignments

• Timesheet Status

NOTE: Depending on your agency, different reports may be available.

Running ad hoc reportsTo run an ad hoc report, take these steps:

1. Click Reports from the Reports section on the main menu.

The Reports page opens.

2. Click the Adhoc Report name link.

The Adhoc Report page opens.

3. Select the report from the Adhoc Report drop-down list.

4. Select a role from the Role drop-down list. Only roles to which you have been assigned are available.

5. Click the Include Delegates check box to see all employee data for all roles delegated to you. Clear the check box to see employee data limited to your direct role assignments.

6. Depending on the report, you may be able to select additional parameters.

7. Click Run Report.

The report output is displayed. Click Reset to restore the page to default settings.

- OR -

Click Schedule Report to run the report at regularly scheduled intervals.

- OR -


Bidirectional Leave Changes The Bidirectional Leave Changes report displays leave balance changes during the most recent bidirectional load. The report also displays errors that occurred during the load. To run the Bidirectional Leave Changes report, take these steps:



2. Click the Bidirectional Leave Changes link.

The page opens.



The report output is displayed. To save the report in PDF, Excel, HTML, or CSV format, click the option at the top of the report. Click Reset to restore the page to default settings.

- OR -


- OR -


Bidirectional New HiresThe Bidirectional New Hires report displays new hires that were processed during the most recent bidirectional load. The report also displays errors that occurred during the load. To run the Bidirectional New Hires report, take these steps:



2. Click the Bidirectional New Hires link.

The page opens.



- OR -


- OR -


Bidirectional Profile AuditThe Bidirectional Profile Audit report displays timesheet and employee profile changes during the most recent bidirectional load. The report also displays errors that occurred during the load. To run the Bidirectional Profile Audit report, take these steps:



2. Click the Bidirectional Profile Audit link.

The page opens.




- OR -


- OR -


Bidirectional SummaryThe Bidirectional Summary report displays a count of records that succeeded, failed or skipped during the most recent bidirectional load. The report also displays errors that occurred during the load. To run the Bidirectional Summary report, take these steps:



2. Click the Bidirectional Summary link.

The page opens.



- OR -


- OR -


Overtime ReportThe Overtime report lists, by employee, the number of overtime hours worked in the pay period. To generate an Overtime report:



2. Click Overtime Report.

The page opens:

3. Use the following parameters:

• Specify the starting pay period range from the From PP drop-down list and the ending pay period range from the To PP drop-down list.

• Click to enable the Exclude Delegate check box. (It is disabled by default.)

• Click the Users drop-down list to specify a user status:

• Active. Employees are still eligible to use the system.

• Inactive. Employees’ records are still in the system, but they no longer have access to the system.


• Active & Inactive. Allows you to view both active and inactive employees.


5. To save the report in PDF, Excel, HTML, or CSV format, click the option at the top of the report. The File Download box opens. Click Save. The Save As dialog opens. Choose the location where you want to save the report, then click Save.

6. Click Cancel to go back to the Reports page.

Role AssignmentThe Role Assignment report lists employees assigned to a specific role. To generate an Role Assignment report:



2. Click Role Assignment

The page opens:


• Select a role from the Role Name drop-down list.

• Select an organization.

• Optionally, accept the default organization.

-OR-

Click Clear to clear the organization that is currently displayed. The organization name is replaced with the None Selected link. Click the None Selected link. The Organization Management page opens. Click Select on the row that identifies the organization or sub-organization. You return to the Report Parameters page and the Organization field is populated with the selected organization or sub-organization.

• Accept or clear the Include Sub Orgs check box. (It is enabled by default.)









Supervisor AssignmentsThe Supervisor Assignment report shows which employees are assigned to individual supervisors. To generate a Supervisor Assignments report:



2. Click Supervisor Assignment

The page opens:


• Click Search next to the Supervisor field. The Select User page opens. Click Select on the row that identifies the Supervisor. You return to the Report Parameters page and the Supervisor field is populated with the selected name.



-OR-










Telework by EmployeeThe Telework by Employee report displays the total hours for any telework timesheet entries. Filter the report output by organization, sub-organization, pay period or telework transaction code. To generate a Telework Employee by Day report:



2. Click Telework by Employee.

The page opens.



• Select an organization:


-OR-




• Select a telework code from the Transaction Code drop-down list.




Telework by OrganizationThe Telework by Organization report displays the total hours for any telework timesheet entries. Filter the report output by organization, sub-organization, pay period or telework transaction code. To generate a Telework by Organization report:



2. Click Telework by Organization .

The page opens.


• Select an organization:


-OR-




• Select a telework code from the Transaction Code drop-down list.





Timekeeper AssignmentsThe Timekeeper Assignments report shows which employees are assigned to individual timekeepers. To generate a Timekeeper Assignments report, take these steps:



2. Click Timekeeper Assignments.

The page opens:


• Click Search next to the Timekeeper field. The Select User page opens. Click Select on the row that identifies the Timekeeper. You return to the Report Parameters page and the Timekeeper field is populated with the selected name.



-OR-

• Click Clear to clear the organization that is currently displayed. The organization name is replaced with the None Selected link. Click the None Selected link. The Organization Management page opens. Click Select on the row that identifies the organization or sub-organization. You return to the Report Parameters page and the Organization field is populated with the selected organization or sub-organization.



• Active. Employees are still eligible to use webTA.

• Inactive. Employees’ records are still in the system, but they no longer have access to webTA.

• Active & Inactive. View both active and inactive employees.





Timesheet Status ReportThe Timesheet Status report lists, by pay period and Timekeeper, the total number of timesheets, and the count of timesheets currently in the following statuses: Pending, Validated, Certified, or Processed. Timesheets that have been flagged as On Hold in the Timesheet Profile are also included.

To generate a Timesheet Status report:



2. Click Timesheet Status

The page opens:


• Click Search next to the Timekeeper field. The Select User page opens. Click Select on the row that identifies the Timekeeper. You return to the Report Parameters page and the Timekeeper field is populated with the selected name.



-OR-

• Click Clear to clear the organization that is currently displayed. The organization name is replaced with the None Selected link. Click the None Selected link. The Organization Management page opens. Click Select on the row that identifies the organization or sub-organization. You return to the Report Parameters page and the Organization field is populated with the selected organization or sub-organization.




• Active. Employees are still eligible to use webTA.

• Inactive. Employees’ records are still in the system, but they no longer have access to webTA.

• Active & Inactive. View both active and inactive employees.




Working with the Report Schedule toolIf your agency has implemented the Advanced Reporting module, you may be able to use the Report Schedule tool to set up reports to run at regularly scheduled intervals. The tool is available on the report parameters page of any report to which you have access, as shown in the example below.


Click Schedule Report to access the Report Schedule page, shown below:

NOTE: The report parameters listed under the schedule vary by report.

Report Schedule page contents

The following fields appear on the Report Schedule page:

• Name. The name of the report.

• Export Type. The type of file output. Options include PDF, XLS (Microsoft Excel), CSV (Comma Separated Values), and HTML (Hyper Text Markup Language).

• Schedule Enabled. Click the check box to enable the schedule.

• Email Report After Completion. Click the check box to email a copy of the report upon completion.

• Run In. Whether the report will be run from the production instance or the archive/reporting instance.

• Hour of Day. The hour of the day that the report will run.

• Schedule. The day(s) of the week during the pay period that the report will run.

To review the schedule or make changes, click My Saved and Scheduled Reports from the Reports section on the main menu. An example page is shown below:


Use this page to modify report schedules, delete report schedules, or e-mail a saved and scheduled report to yourself.

My Saved and Scheduled Reports page contents

Click the Status drop-down list and then click Search to see reports in one of the following statuses:

• All. See all reports in any status.

• Pending. The report has been scheduled to run but hasn't been picked up by the report creation job yet.

• Queued. The report has been picked up by the report creation job.

• Generating. The report is now being run by the report creation job.

• Complete. The report has been successfully generated.

• Error. The system encountered an error upon generating the report.

• Invalid. When an ad hoc report structure is changed, all of the associated report schedule instances are marked invalid. You must create a new report schedule.

The following columns appear on the My Saved and Scheduled Reports table:

• Name link. Click the link to open the report schedule.

• Report Name. The name of the report schedule.

• Submitted. The date and time that the schedule was created.

• Completed. The date and time that the report last completed its scheduled run.

• Next Scheduled Date. The date and time the report is next scheduled to run.

• Format. The type of report output file. Options include: PDF, Microsoft Excel (XLS), CSV or HTML.

• Status. The current status of the report.

• Pages. The number of pages of report file output.

• Size (Bytes). The size of the output file.

• Message. System messages produced when the report was generated.

• Download. Download the report file to a local computer.

• Rerun. Run the report now.

Adding and saving report schedules

To add and save a report schedule, take these steps:




2. Click the report that you want to schedule.

The page opens.

3. Click Schedule Report.

The Report Schedule page opens.


5. Specify the report parameters.


Viewing saved and scheduled reports

To view a report schedule, take these steps:

1. Click My Saved and Scheduled Reports from the Reports section on the main menu.

The My Saved and Scheduled Reports page opens.


E-mailing saved and scheduled reports to yourself

To e-mail a saved and scheduled report to yourself, take these steps:



2. Click the check box on the row that identifies the report and then click Email near the bottom of the page.


3. Click Yes to e-mail the report.

- OR -

Click No to cancel the operation.


Modifying report schedules

To modify a report schedule, take these steps:



2. Click the report name link.

The Report Schedule page opens.

3. Make changes.



Deleting report schedules

To delete a report schedule, take these steps:



2. Click the check box on the row that identifies the report and then click Delete.


3. Click Yes to delete the report schedule.

- OR -

Click No to cancel the operation.

Working with the Ad Hoc reports toolIf your agency has implemented the Advanced Reporting module, the Ad Hoc reports tool is available to the Administrator. The Ad Hoc reports tool allows you to extract specific data from the system that is relevant to your job. For example, Supervisors who need to identify overtime worked within a specific account or organization on a pay period basis may create a custom report to quickly gather the data. Use the ad hoc report feature to create, save, modify, share and schedule custom reports.

NOTE: Work with ad hoc reports from an archive/reports instance.

This topic explains how to perform the following ad hoc report procedures:

• Adding ad hoc reports

• Testing ad hoc reports

• Troubleshooting common report errors

• Deleting ad hoc reports

• Managing report quota storage

Adhoc Report page content

The Adhoc Report page includes features for creating simple reports to more complex reports. Some of the features require skills outside the scope of this document (for example, SQL programming language.) This topic provides a general overview of each feature with an accompanying example from a default adhoc report called “Build Report.”

A sample Adhoc Report page is shown below, followed by corresponding sample output:


Here is corresponding sample output from the ad hoc report:


General Information

This area of the adhoc report includes high level information such as the report name. Here is a brief description of each field:

• Name. The name of the report. This is a required field. The field supports up to 100 characters.

• Description. A short description. The field supports up to 255 characters. If the report will be available to other users, be clear about the purpose of the report.

• Published. Whether you want other users to be able to access the report. To allow access, click the check box; to disable access, clear the check box. Everyone who can view ad hoc reports will see published reports.

• Row Height. The row height for the report output, in pixels. If the value is too small for the content of a cell, it will expand vertically. You can specify the width of each column (see “Columns.”)

• Report Type. The type of data that the report extracts from the database.

• User Data. This option provides access to timesheet data.

• Audit Data. This option provides access to audit log data. This option is limited to System Administrators.

An example of the General Information area is shown below:

SQL Override

This feature provides a text box for manual entry of Structured Query Language (SQL) commands and may be used independently or in conjunction with the Columns table so that you can give the manual SQL columns meaningful names on the report. The SQL Override feature is only available to VACO Administrators and System Administrators. Reports that include the use of this feature cannot be published for access by other users.

Columns

This feature lets you specify what data you want to be displayed in the report, for example, the employee’s first and last name, their TL Unit, and the date their timesheet was last validated. You can label each column and adjust the width of the row that is displayed in the report output, or accept defaults. You can also specify aggregate functions. Here is a brief description of each field:

• Function. A list of aggregates that are used in conjunction with the Group Bys feature.

• SUM. Adds values together. For example, use SUM to total hours in the timesheet pay period instead of listing separate daily totals.

• AVG. Average of all the values.

• MIN. Smallest of all the values.


• MAX. Largest of all the values.

• COUNT. Count of all the values.

• Column. A list of data that you can specify for display in the report.

• Name. The name for the data that you selected from the Column field. (This is a required field. The system displays an error if the Name is blank.)

• Width.The width of the column, in pixels. By default, the width is 75.

An example of the Columns area is shown below:

Conditionals

This feature lets you construct custom queries that include conditions.

• Connector. A list of logic connectors. Use connectors to construct conditionals. For example, you might construct a conditional that performs the following query: “Select data where ((first name is Bart and last name is Berman) OR (first name is Rashid and last name is Ahmed) AND (pay period is not 0000-01)). The query would select timesheet data for Bart Berman and Rashid Ahmed but not for pay periods with the year “0” and pay period number “1.” Connectors are listed below:

• ( ).

• AND.

• OR.

• NOT.

• Column. A column that forms the first piece of the conditional.

• Operator. A list of logic operators. Use operators to construct conditionals. Operators are listed below:

• Equal to. The value in the Column is exactly equal to the Value Type and Value.

• Case insensitive equal to. The value in the Column is equal to the Value Type and Value, whether or not the value is upper or lower case.

• Not equal to. The value in the Column is not equal to the Value Type and Value.

• Less than. The value in the Column is less than the Value Type and Value.

• Less than or equal to. The value in the Column is less than or equal to the Value Type and Value.

• Greater than. The value in the Column is greater than the Value Type and Value.

• Greater than or equal to. The value in the Column is greater than or equal to the Value Type and Value.

• Like. The value in the Column is a case-sensitive wild card.


• Case insensitive like. The value in the Column is a case-insensitive wild card.

• In. Use the “in” operator in conjunction with the “query” Value Type to run a sub-query.

• Is null. The value in the Column is blank.

• Is not null. The value in the Column is anything that is not blank.

• Value Type.

• Literal. The value in the Column matches whatever is specified in the Value field.

• Runtime Parameter. The value in the Column matches whatever the user types in the Report Parameter field.

• Query. Lists all of the ad hoc reports the user has created. This allows users to run an existing ad hoc report as a nested sub-query. Use this in conjunction with the “in” or the “equal to” operators.

• Table Column. Links two table columns with each other. For example, compare the first and last name of an employee against the first and last name of their Timekeeper. If there is a match, the employee may be their own Timekeeper (unless there is another user in the system with the same first and last name as the employee in question.)

An example of the Conditionals area is shown below:

Group Bys

This feature works in conjunction with the aggregate function specified in the Columns feature. For example, if SUM is specified for total hours in the user’s timesheet, specify how the data will be grouped. A sample Group Bys section is shown below:

Order Bys

This feature determines the sort order in which the data will be presented in the report. Enable the check box to list data in ascending order. A sample Order Bys section is shown below:


Adding ad hoc reports

To add an ad hoc report, take these steps:

1. Click Adhoc Reports from the Reports section on the main menu.

The Adhoc Report Management page opens.

2. Click Add New Adhoc Report.


3. Type a report name in the Name field. This is a required field.

4. Type a short description in the Description field.

5. Click the Published check box to allow other users to access the report. To limit the report to personal use, clear the check box.

6. Accept the default row height or type in a different height.

7. Accept the default value from the Report Type drop-down list.

8. Optionally, enter SQL commands in the SQL Override text box. (This option may not be available to all users.)

9. To add columns, take these steps:

• Click Add Column. A new row is added under the Columns area.

• Select a value from the Column drop-down list.

• Type a descriptive name in the Name field. (If the field is blank, the report displays the default column name.)

• Accept the default row width or type in a different width

• Optionally, select an operator from the Function drop-down list.

10. To add conditionals, take these steps:

• Click Add Conditional. A new row is added under the Conditionals area.


• Select a logic phrase from the Operator drop-down list.

• Select an end user display option from the Value Type drop-down list. SME: Is this the purpose of Value Type?

• Select a logic connector from the Connector drop-down list.

11. To specify the order in which columns are displayed in the report, take these steps:

• Click Add Column. A new row is added under the Group Bys area.


12. To specify the order, take these steps:

• Click Add Column. A new row is added under the Group Bys area.



13. Click Save. Click Run Report to test the output.

- OR -


Modifying ad hoc reports

To modify an ad hoc report, take these steps:



2. Click the ad hoc report name link.


3. Make changes.

4. Click Save. A message confirms that the changes were saved.


- OR -

Click Save and Run Report to run the report with the changes you made.

Testing ad hoc reports

To test an ad hoc report, take these steps:



2. Click the ad hoc report name link.


3. Click Run Report near the bottom of the page.

The Ad Hoc Report Parameters appear. Depending on the report, the parameters may vary.

4. Select the report that you want to test from the Adhoc Report drop-down list.

5. Select a role from the Role drop-down list. Only roles to which you have been assigned are available.

6. Click the Include Delegates check box to see all employee data for all roles delegated to you. Clear the check box to see employee data limited to your direct role assignments.

7. Depending on the report, you may be able to click Pick Value for pay period data, users, or AWS.


The report output is displayed. Click Cancel to go back to the previous page.

- OR -


- OR -


Respond to errors, make changes, and test the report again.

Troubleshooting common report errors

Common report errors will be accompanied by a descriptive error message that identifies what the problem is.

Deleting ad hoc reports

You can only delete ad hoc reports that you created. To delete an ad hoc report, take these steps:



2. Click the “X” under the Delete column on the row that identifies report.

A message confirms that the report was deleted.

Managing report quota storage

Administrators can specify limits on the amount of report data that each user can store when they save report output. The default user quota is 50MB and the default system-wide report quota is 2GB.

To change a specific user’s report storage quota, take these steps:

1. Click Report Quota Management from the Reports section on the main menu.

The Report Quota Management page opens.

2. Type a number in the Report Quota field on the row that identifies the user, and then click Save under the Action column.

A message confirms that the quota was saved.

To change the default user report storage quota (the default is 50MG), take these steps:



2. Type a number in the Default User Report Quota field near the bottom of the page and then click Save.


To change the default system-wide report storage quota (the default is 2GB), take these steps:



2. Type a number in the Total Report Quota field near the bottom of the page and then click Save.



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