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    Getting Started withWorkforce Timekeeper

    A Guide for Managers

    A guide for managers that summarizes the most

    common manager tasks, which include using

    Workforce Genies, Timecards, and Reports.

    Kronos Workforce Central Suite

    Version 6

    Document Part Number: 4703944-001

    Document Revision: A

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    The information in this document is subject to change without notice and should not be

    construed as a commitment by Kronos Incorporated. Kronos Incorporated assumes no

    responsibility for any errors that may appear in this manual. This document or any part

    thereof may not be reproduced in any form without the written permission of Kronos

    Incorporated. All rights reserved. Copyright 2007.

    Altitude, Altitude Dream, Cambridge Clock, CardSaver, Datakeeper, Datakeeper Central,

    eForce, Gatekeeper, Gatekeeper Central, Imagekeeper, Jobkeeper Central, Keep.Trac,

    Kronos, Kronos Touch ID, the Kronos logo, My Genies, PeoplePlanner, PeoplePlanner &

    Design, Schedule Manager & Design, ShiftLogic, ShopTrac, ShopTrac Pro, StarComm,

    StarPort, StarSaver, StarTimer, TeleTime, Timekeeper, Timekeeper Central, TimeMaker,

    Unicru, Visionware, Workforce Accruals, Workforce Central, Workforce Decisions,

    Workforce Express, Workforce Genie, and Workforce TeleTime are registered trademarks

    of Kronos Incorporated or a related company. Altitude MPP, Altitude MPPXpress, Altitude

    Pairing, Altitude PBS, Comm.Mgr, CommLink, DKC/Datalink, eDiagnostics, Experts at

    Improving the Performance of People and Business, FasTrack, Hireport, HR and Payroll

    Answerforce, HyperFind, Kronos 4500 Touch ID, Kronos 4500, Kronos 4510, KronosAcquisition, Kronos e-Central, Kronos KnowledgePass, Kronos TechKnowledgy,

    KronosWorks, KVC OnDemand, Labor Plus, Momentum Essentials, Momentum Online,

    Momentum, MPPXpress, Overall Labor Effectiveness, Schedule Assistant, Smart

    Scheduler, Smart View, Start Quality, Start WIP, Starter Series, StartLabor, Timekeeper

    Decisions, Timekeeper Web, VisionPlus, Winstar Elite, WIP Plus, Workforce Acquisition,

    Workforce Activities, Workforce Analytics, Workforce Attendance, Workforce Central

    Portal, Workforce Connect, Workforce Employee, Workforce HR, Workforce Leave,

    Workforce Manager, Workforce MobileTime, Workforce Operations Planner, Workforce

    Payroll, Workforce Record Manager, Workforce Recruiter, Workforce Scheduler with

    Optimization, Workforce Scheduler, Workforce Smart Scheduler, Workforce Tax Filing,Workforce Timekeeper, and Workforce View are trademarks of Kronos Incorporated or a

    related company.

    Mozilla.org is a registered trademark of the Mozilla Foundation. All other trademarks or

    registered trademarks used herein are the property of their respective owners and are

    used for identification purposes only.

    When using and applying the information generated by Kronos products, customers

    should ensure that they comply with the applicable requirements of federal and state law,

    such as the Fair Labor Standards Act. Nothing in this Guide shall be construed as an

    assurance or guaranty that Kronos products comply with any such laws.Published by Kronos Incorporated

    297 Billerica Road, Chelmsford, Massachusetts 01824-4119 USA

    Phone: 978-250-9800, Fax: 978-367-5900

    Kronos Incorporated Global Support: 1-800-394-HELP (1-800-394-4357)

    For links to information about international subsidiaries of Kronos Incorporated,

    go to http://www.kronos.com

    Document Revision History

    Document Revision Product Version Release Date

    A Workforce Timekeeper 6.0 June 2007

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    Contents

    3

    Using Workforce Timekeeper................................................... 5

    Logging on and off............................................................... 5Navigation............................................................................ 6The manager home page .................................................... 6

    Timekeeping cycle overview .................................................... 8

    Finding and acting on employee data ..................................... 9

    Saving data.......................................................................... 9Finding employees using QuickFind.................................... 9

    Acting on employee data in Genies..................................... 9Working from Genies......................................................... 10

    Navigating to other components........................................ 11

    Managing timecards................................................................ 12

    About calculating and displaying totals.............................. 12

    Types of timecards ............................................................ 12

    Timecard indicators and colors.......................................... 13

    Common timecard tasks.................................................... 14Entering paid time off......................................................... 15

    Transferring time................................................................ 15

    Approving and signing off timecards.................................. 16

    Sending e-mail about timecards ........................................ 17

    Group editing........................................................................... 19When employees have questions...................................... 20

    When you have questions ................................................. 21

    Automating vacation bidding................................................. 22

    Creating bid requests......................................................... 22

    Creating bid groups ........................................................... 23

    Using the Inbox ....................................................................... 25

    Opening messages............................................................ 25Sending messages ............................................................ 25

    Replying to messages ....................................................... 25

    Deleting messages ............................................................ 26Printing messages ............................................................. 26

    Completing assigned tasks................................................ 26

    Reassigning assigned tasks .............................................. 26

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    4

    Using the Actions list .............................................................. 27

    Managing time using calendars ............................................. 28

    Using the Work & Absence Summary ............................... 28

    Generating reports .................................................................. 29Available reports ................................................................ 29

    Running reports ................................................................. 30

    Accessing reports using Genies ........................................ 32

    Printing reports .................................................................. 32

    Delegating authority................................................................ 33

    Enabling and requesting a delegation of authority............. 33

    Canceling or deleting delegation requests......................... 34Responding to requests..................................................... 34

    Switching roles................................................................... 35

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    Using Workforce Timekeeper

    5

    Using Workforce TimekeeperKronosWorkforce Timekeeper is the foundation of the time and labor

    management capability of the KronosWorkforce Centralsuite of products.

    This guide is an introduction to the standard manager tasks. Managers enter,

    review, edit, and approve the time that employees spend in job-related activities.

    Managers then use the system data to generate reports and transfer time

    information to the employers payroll system.

    Responsibilities and access from manager to manager may differ. In addition, the

    employer may have applied specific colors, logos, or names for some features.

    Therefore, your manager view might display more or fewer elements than the

    default functions that are described in this guide.

    Managers who have administrative or configuration responsibilities that are not

    described in this guide should refer to the Workforce Central System

    Administrators GuideTimekeeping for details. The system administrator can

    advise you on customization of the default configuration.

    Logging on and off

    Using the log on instructions that are supplied by the system administrator, enter

    the Web address (URL) for your home page in the browser address or location

    field.

    Caution: Logging on opens a session. Do not log on to the same server while a

    session is open, through another browser instance or through a browsers tabbed

    window. Multiple sessions running on the same server can affect the accuracy of

    employee data and totals.

    Your home page is based on:

    The employers time and attendance policies, for example, whether thetimecard is prepopulated with schedules shifts

    The individual managers access to functions and information, for example,

    whether a manager can also view other managers employees

    After working in a session, log off using the Log Off link. Logging off assures that

    non-authorized users cannot view your information or use your system.

    Logon time limit

    The system notifies users are logged on but who have not interacting with thesystem for a period of time. To continue the session, re-enter the password and

    click Log On.

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    Using Workforce Timekeeper

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    Navigation

    Employers have the option of customizing the application. However, navigation

    does not change from page to page. On any page you may see the following

    elements:Tab menusContain drop-down lists of related components. Click the tab menu

    to view the options. Selecting an option opens the workspace, such as the

    Timecard workspace.

    Managers with administrative access, may see additional tab menus that do not

    appear on the screen. Use the navigational arrows to rotate through the complete

    list of tab menus. Arrows open the first, last, previous, or next tab menu.

    Quick LinksUnderlined text on a workspace that open another component or

    page, such as the Timecard, Schedule, or Reports. Depending on a managersresponsibilities, other links may be displayed as well.

    Utility linksLocated on the top right of all pages. Use these links for the

    following functions:

    Returning to your home page

    Logging off the current session

    Changing your password

    Opening context-sensitive help for the current workspace

    Opening the Setup workspace, if you have administrator access toconfigure and customize the application.

    Action menusDrop-down lists of functions that apply to the data on the current

    workspace. Selecting an item may complete a task, open a dialog box, or display

    a message that assists you with the work.

    The manager home page

    The home page contains links to the functionality and information required by a

    manager. Because the view that appears is based on a managers role and

    responsibilities, different managers in the same group can have different views or

    access to functions.

    For example, you might be able to view some reports, but not be able to generate

    new reports on the same data. Individual managers may have links to other

    applications, such as scheduling activities, or administrator functions.

    Menus that typically appear on a managers home page include links to other

    components or links to Workforce Genies. Genies are specialized pages of

    information where the manager can search for employees or act on dataassociated with the employee. Any of the following tab menus may appear on the

    home page:

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    Using Workforce Timekeeper

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    GeneralLinks to commonly used functions, such as Reports, Inbox, and

    Actions.

    My GeniesLinks to the collection of Genie workspaces that assist

    managers in finding employee information quickly, such as QuickFind.

    Working from a Genie enables managers to act on employee informationfrom Quick Links. Because Genies are configurable, they may appear

    differently or have different names than described here. The system

    administrator can provide information specific to the employer.

    TimekeepingLinks to features associated with employee time and

    attendance and timekeeping Genies, such as Pay Period Close.

    My InformationLinks to the components that you need to manage your

    own time, such as My Timecard, My Time Stamp, and My Earnings History.

    My LinksLinks that a company may provide for its employees, such as

    the weather or a company Web site.

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    Timekeeping cycle overview

    8

    Timekeeping cycle overviewEmployee and manager timekeeping tasks are generally performed in the

    following order.

    Managers may also have access to:

    Delegate Authority, where you select delegates to stand in for you, or you

    agree to be a delegate for another manager. Refer to the sections beginning

    with Delegating authority on page 33.

    Employee Manager

    1. Completes timecard

    2. Approves own timecard

    3. Manages timecards

    Finds employees

    Reviews data

    Edits employee data

    Transfers time

    Performs group edits

    4. Approves timecards

    5. Signs-off timecards

    6. Reviews and adjusts shifts

    7. Analyzes data and trends

    in reports

    8. Requests vacation bids

    9. Bids on vacation

    10. Approves vacation bids

    11. Reads messages and assigns

    automated tasks

    12. Performs actions in response

    to tasks

    13. Responds to tasks

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    Finding and acting on employee data

    9

    Finding and acting on employee

    data

    Managers work from a list of their employees to apply time and scheduling tasks.You can populate the employee list in several ways:

    Use QuickFind, a rapid response search tool that is ideal for finding specific

    employees by name or ID.

    Work in a Genie, where you can display a summary of employee data for

    your employees.

    From either of these views, managers can:

    Select tasks from the menu to bar perform tasks on employee data.

    Navigate to other components, such as Timecards or Reports.

    Saving data

    The system uses the color orange and an asterisk (*) following the title to identify

    data that has been changed but not saved.

    Finding employees using QuickFind

    Use QuickFind to search for employees by either name or ID. Then use the Actionmenu to select an action that applies to the selected employees. To search using

    QuickFind:

    1. In the Name or ID field, enter a search option. For example:

    Enter bto display employees whose surnames begin with B.

    Enter an ID number or range to display employees by employee ID, such

    as 34* for employees whose IDs begin with 34. Using a single wildcard,

    such as the asterisk (*), is not recommended.

    2. When the system returns the requested information, select the employeesfor whom the task is being performed.

    To select one employee, click on the employee row.

    To select multiple employees, hold down the Ctrl or Shift key and select

    multiple employee names using the mouse.

    To select the full list, use Select All from the Actions.

    3. Select an action from one of the menus on the workspace. To review the

    complete list of possible actions, refer to the section Group editing on

    page 19.

    Acting on employee data in Genies

    Genies present summary information organized by employee name. Only

    employees in the managers employee group appear in these views. The view

    can be expanded to include employees who transfer in temporarily. The Genie is

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    Finding and acting on employee data

    10

    the starting point for editing timecards, generating reports, adjusting schedules, or

    proceeding to more complex tasks.

    Managers may see any of the following views:

    Reconcile TimecardLists unexcused absences, missed punches,

    overtime, and other time irregularities for the employees.

    Pay Code SummaryOrganizes the total amount of time charged to

    various pay codes by the employees.

    Shift Start and Shift CloseShows who is currently working, based on the

    shift start and close times.

    Check OvertimeSummarizes the types of overtime charged by the

    employees.

    Pay Period CloseShows the status of employee timecard approvals,

    time irregularities, and total hours for the managers employees. IS SummaryLists employee information such as home account, user

    name, email address, badge number, and manager name.

    Your company may have created specific views. The system administrator can

    provide more information.

    Working from Genies

    To find employees through a Genie and perform a task:

    1. Search for the employees using a query from the Show drop-down list:

    All Home displays the managers own employee group.

    All Home and Transferred In also displays other employees who worked

    in the managers area. The transferred employee and does not report to

    the manager, but works in the managers area temporarily.

    All Home and Scheduled In also display employees who were sched-

    uled into a job that is overseen by the manager; the scheduled-in

    employee does not report to the manager.

    2. Select the employee(s).

    To select one employee, click on the employee row.

    To select multiple employees, hold down the Ctrl or Shift key and use the

    mouse to select multiple employee names.

    To select the full list, choose Select All from the Actions drop-down list.

    3. Select a time frame or specific date from the Time Period drop-down, for

    example, Current Pay Period, Today, or a specific date.

    4. Click Apply.

    5. From the Actions drop-down list shown in the previous table, select an

    action.

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    Finding and acting on employee data

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    Navigating to other components

    Managers can view the timecards or run reports on the selected employees from

    either Quickfind or Genie employee lists.

    To open the selected employee timecards, click the Timecard Quick Link.Then select a time period, such as Current Pay Period or Today.

    To run reports, click the Reports Quick Link. Then select the report.

    To view the Schedule Editor, click the Schedule Quick Link.

    To add a new person, click the People Quick Link and edit the employees

    information.

    Other Quick Links that might appear on the page:

    Advanced ReportsAppears when you have access to custom reports or

    more complex reporting features Switch RolesAppears for delegates who stand in for others will be able

    to switch between their views and their delegated views

    MoreAppears when additional links are provided, based on your role.

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    Managing timecards

    13

    To enter time in an hourly timecard:

    1. Click the down arrow in the Pay Code column, and select the appropriate

    time-off pay code from the drop-down list.

    2. Enter the number of hours in the Amount column.

    3. Click Save.

    To enter time off in a project timecard:

    1. Click the down arrow in the Pay Code column, and select the appropriate

    time-off pay code from the drop-down list.

    2. Enter the number of hours in the applicable date column.

    3. Click Save.

    Timecard indicators and colorsThe appearance of the timecard cells changes to indicate different conditions.

    Orange on the workspace title, followed by an asterisk (*), or on a tab title

    indicates that data has changed but has not been saved.

    A yellow note icon after a punch or amount indicates a comment about the

    cells contents. Point to the icon or select the Comments tab at the bottom of

    the timecard workspace to view the comment.

    A solid red cell indicates a missed in-punch or out-punch. Point to the red

    box for more information. A cell bordered in red indicates an exception, such as a late punch, early

    punch, or long interval. Point to the cell for more information.

    A cell bordered in red andcontaining a yellow note icon indicates that a

    punch or amount has a comment and an exception.

    A date cell bordered in red indicates an unexcited absence day.

    A date cell bordered in blue indicates an excused absence.

    A gray cell indicates that you cannot edit the contents.

    A transaction shown in purple indicates that it was added to the database bythe system.

    A yellow flag next to the Save button indicates that edits have not been

    saved in the database.

    A red flag in the Totals & Schedule tab indicates that edits have not yet been

    totaled and stored in the database. For details, click the Unprocessed Time

    tab, if available.

    An xbefore an account in the Totals section at the bottom of the timecard

    indicates that the account is not the primary labor account.

    Position the cursor over the employee name to display the employees pay rule,

    primary account or job, and standard working hours.

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    Managing timecards

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    Entering paid time off

    Most employees will enter their own worked hours and paid time off. However,

    some managers do this occasionally, or need to edit the timecards to specify

    appropriate pay codes, amounts, or adjust schedules.

    When you first open a timecard, it may contain entries from a schedule, or

    punches from a data collection device or Time Stamp.

    The following terms are frequently used in timecard management tasks:

    pay codeA category used to organize time or money such as overtime or

    bonus. Can also reflect nonproductive time such as vacation or sick time.

    shiftA span of time that has a start and end time, usually in one 24-hour period.

    For example, 7 A.M. to 3:30 P.M.

    transferHours or amounts transferred to a different job, work rule, or laboraccount.

    work ruleA combination of parameters that apply to a shift and determine how

    employee hours accrue. These parameters define bonuses, breaks, overtime,

    and so on.

    To enter time off, such as sick or vacation time, enter a pay code and the amount

    of time offin decimal format (8.50) or hours and minutes (8:30).

    Note: You must insert a decimal point between hours and fractions of hours, anda colon between hours and minutes.

    Transferring time

    Depending on your access rights, you may be able to transfer an employees time

    to a different job, labor account, or work rule in the timecard.

    Although you can enter the job, labor account, or work rule to which you want to

    transfer directly in the cell, you can also search for the account or job informationby clicking the add row icon in the Transfer column and then selecting Search

    from the drop-down list. The Select Transfer dialog box appears:

    To transfer to a different labor account:

    1. Click an option button in the Labor Account area to select the first labor

    level in the list of labor levels that you need in order to define the labor

    account.

    2. Select the entry from the Available Entries.

    3. Continue to select entries for the labor levels until the labor account isdefined. If you leave some labor levels blank, the primary labor account is

    used for the blank levels.

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    Managing timecards

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    To transfer to a different job:

    1. Click the plus sign (+) next to each location in the hierarchy of the Job area

    until you see the job that you want.

    2. Click the box next to the job so that a check appears.

    3. If you know the job path, you can type it in Go To and click Show.

    To transfer to a different work rule, select a work rule from the drop-down list. The

    selected labor account or work rule then appears in the timecard.

    Approving overtime

    Depending on how the Workforce Timekeeper system is configured, you might

    have the option of approving or not approving overtime charged by employees.

    This should be done on a daily basis.To approve overtime, select ApproveOvertimefrom the Approve menu on the

    employees timecard. The Approve Overtime dialog box appears, in which you

    approve all overtime, no overtime, or some overtime for the date selected.

    Note: Overtime can be approved in advance of it being worked. For example, a

    manager can approve overtime on a Friday for work that will be done on a

    Saturday.

    Approving and signing off timecards

    Approving a timecard forwards the information to next approver or to payroll.

    Approval may occur daily or at regular intervals, depending on company policy.

    Signing off a timecard prevents further edits to the timecard. Typically, one

    manager is granted the right to sign off timecards before submitting them to your

    payroll system; employees do not have sign-off rights.

    Systems are configured so that managers cannot sign off employee timecards

    that have missing punches, unexcused absences, or no hours in a specified pay

    code.

    After you sign off data, you might be able to remove the sign-off if you need to

    make edits. Note that Sign Off and Remove Sign-off are separate access rights. If

    you do not see the Sign Off or Remove Sign-off options in your Approvals menu,

    you are not authorized to use them.

    Approving timecards

    Employers have an approval process in which managers must approve timecards

    by a specified deadline, based on company policies. For example:

    After timecards are signed-off, managers cannot make additional edits once

    the deadline is passed.

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    Managing timecards

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    Higher-level managers might be able to change timecards that are

    approved or signed-off.

    In general, only a timekeeping administrator can change a signed-off

    timecard.

    Approvals and sign-offs are recorded in the Audits tab and Sign-offs & Approvalssection of the timecard.

    To approve a timecard:

    1. Select the employee from one of the Workforce Genies and click the Time-

    cardlink.

    2. In the timecard, select the a pay period or a range of dates from the Time

    Period drop-down list.

    3. SelectApprove.

    To approve a group of timecards, see Group editing on page 19.

    Note: If you previously approved some, but not all, of the days in a specified

    timeframe, and you run the approval process again, the remaining days will be

    approved.

    Signing off timecards

    Signing off a timecard prevents further edits to the timecard. Typically, one

    manager is granted the right to sign off timecards before submitting them to the

    employers payroll system; employees do not have sign-off rights.

    The process for signing off a timecard is the same as for approval. Select

    Approvals > Sign Off.

    Some systems are configured so that you cannot sign off employee timecards if

    they have missing punches, unexcused absences, or no hours in a specified pay

    code. See your Workforce Timekeeper administrator for information specific to

    your company.

    Depending on your access rights, you might also be able to use historical edits to

    enter, add, subtract, or move hours in a signed-off period.

    Sending e-mail about timecards

    You can access the companys e-mail system to send a message about a time-

    card without exiting Workforce Timekeeper.1. Display the timecard about which you want to send a message and select

    Actions > E-mail. The e-mail dialog box opens and includes:

    The e-mail address of the person whose timecard you selected.

    The employees name, ID number, and time period in the Subject box.

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    Managing timecards

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    2. Change the recipients e-mail (if necessary), enter a message, and send it.

    After receiving the message, the recipient can log on to the system to access the

    timecard.

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    Group editing

    19

    Group editingGroup editing expedites common tasks such as approval and sign-off from a

    Workforce Genie. Depending on the system configuration and the complexity of

    the group edit, it might take several minutes for the edit to be completed. After youmake a group edit, you can continue to work on the Workforce Central system.

    When the system finishes processing the group edit, the system writes a

    description of the edit and its status to the Group Edit Results log. To retrieve this

    log, use the Group Edit Results link on the manager home page. The log shows

    the last ten group edits that you made and the status of each, with the latest edit

    listed first. If the edit has not been completed, its status is PENDING. Click

    Refresh until the status is COMPLETED.

    A status of FAILED may show if there was a problem with completing the groupedit and not all employees selected were processed. If a failure occurs, a link to

    the failure explanation appears. You can follow this link to determine why the

    employee(s) were processed but the group edit could not be applied.

    The most commonly used group edits include:

    To make a group edit from one of the Workforce Genies:

    1. Hold down the Ctrl or Shift key and select one or more employees. To

    select all employees, select Actions > Select All.

    2. Select an action form the following options:

    Payroll lock

    Sign-off

    Add or delete hours

    Move hours

    Add punch

    Delete punch

    Menu/Option Result

    Actions Menu

    Select All Selects all of the employees that are listed in the Genie.

    E-mail Opens the e-mail dialog box addressed to the person

    selected from the Genie list.

    Approve/

    Remove

    approval

    Approves the selected timecard; after the timecard is

    approved, remove the approval to edit the timecard.

    Sign-off/

    Remove sign-off

    Signs off the timecard; after sign-off, use Remove sign-off to

    allow edits. This may be restricted by the employer.

    Sort table Redisplay employees using other criteria.

    Export to Excel Transfers data to an Excel spreadsheet.

    Export to CSV Transfers data to CSV format, for use in other tools.

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    Group editing

    20

    When employees have questions

    As a manager you will work with employees to help them understand their

    interaction with timecards. The following table lists frequently asked questions,

    subject to company policies, that should be included in on-site training for

    Workforce Timekeeper:

    Print Prints the selected information.

    Question Training or solution

    Lockedpassword

    How many attempts are allowed before the logon is locked andneeds resetting; include the name of the system administrator

    who can reset the password.

    Reset a

    password

    Security procedures and the name of the system administrator

    who can reset the password.

    Cannot edit a

    punch from a

    previous pay

    period

    Explain approval and sign-off procedures and deadlines for

    approving timecards; explain the process for resolving historical

    edits.

    Discrepancy inaccrued time or

    paid time off

    Run manager reports on the time or accrued item and comparethe results with the employees expectations; explain accrued

    time policies and the limit of time carried forward each year.

    Discrepancy in

    weekly totals

    Review timecards carefully before you approve them. Contact

    the payroll administrator as soon as possible after you find a

    mistake. Make sure that employees know the timecard approval

    deadlines.

    Viewing earnings

    history

    Become familiar with the employee home page and whether this

    option is always available.

    Selecting the

    appropriate pay

    code

    Note the pay codes that are used by your company; for holiday

    and special events, broadcast the correct pay code; explain

    when to use administrative or overhead pay codes.

    Approval and

    sign-off

    procedures

    Explain approval and sign-off procedures and deadlines for

    approving timecards.

    Menu/Option Result

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    Group editing

    21

    When you have questions

    Because the application is customized for the functions you need, you cannot

    resolve every issue. Contact the timekeeping administrator to resolve the

    following issues:

    Correct a signed-off timecard.

    Reset your own or an employees password.

    Add a recent hire or transferred employee to your All Home list.

    Investigate discrepancies in accrued time.

    View accurate totals in real-time when, for example, you receive a message

    indicating that the database is offline.

    Enhance the Work & Absence Summary indicators.

    Add someone to the authorized delegates list.

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    Automating vacation bidding

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    Automating vacation biddingYour company may use vacation bidding, which is a process of notifying

    employees of time off opportunities that correlate to scheduled work.

    You can use the Bid Editor to send online requests to employees asking them to

    submit bids for upcoming vacation time. The general procedure is:

    1. Create a bid request, where you describe the type of bid (vacation), and

    the period of time that is open for bidding.

    2. Create one or more corresponding bid groupsthe groups of people

    (grouped by seniority, for example) that you want to send the bid request

    to. You specify when the bidding period opens and closes for each group.

    3. Use the Send Request button to send the bid request to all the employees

    in the bid groups. Employees receive the bid request in their My Bids areaand they also receive notifications in their Inbox or e-mail server (or both).

    4. Approve or reject the bids that your employees submit from their My Bids

    area. Those bids are listed in the Bid Editor when you open a specific bid

    request. Employees receive automatic approval or rejection notifications.

    5. After the bidding period closes and you have approved or rejected all

    submitted bids, you then use the Post to Schedule button to update

    employee schedules with the approved bids information. You can also use

    the Export feature to view and manage the list of approved bids in

    spreadsheet form.

    When you view the main window of the Bid Editor, use the Posted Filter drop-

    down list to restrict which bid requests appear in the list:

    AllDisplays all bid requests.

    YesDisplays only the bid requests for which you posted all bids to the

    schedule.

    NoDisplays only the bid requests for which you did not post all bids to the

    schedule.

    Creating bid requests

    To set up a bid request to which employees can respond:

    1. Enter a name and description for the bid request.

    2. Specify a request type: Vacation

    3. Specify a pay code.

    4. Specify the start and end dates for the period of time that is open forbidding.

    5. Click Save.

    To add employees to the group, click Add People and use the address book to

    select individual employees or a HyperFind list of employees.

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    Creating bid groups

    To create a bid group:

    1. From the Bid Editor, select a bid request and then click New Bid Group.

    2. Specify a name for the bid group, a description, and a short notificationmessage about the bid request.

    3. Specify the opening and closing dates for the bidding.

    4. Specify the maximum number of bids that an employee can submit.

    5. Click Add People and use the address book to select individual employees

    or a HyperFind list of employees.

    6. Click Save.

    After you create a bid group, you can later make changes to it. For example, you

    can change the opening and closing dates for the bidding or the maximumnumber of bids. You can also click Add People and use the address book to select

    or remove employees from the bid group.

    Editing bid groups

    To edit a bid group:

    1. From the Bid Editor, select a bid request

    2. Click Open.3. Edit any of the fields as necessary.

    4. Click Send Request.

    Employees in all bid groups defined for the bid request receive notifications

    in their Inbox or e-mail server (or both) and they receive the bid request in

    their My Bids area.

    Approving bids

    Use the Bid Editor to approve or reject bids submitted by employees. If you

    approve a bid, you can also post the approved bid to the employees schedule.

    To approve or reject a bid:

    1. In the Bid Editor, select a bid request.

    2. Click Approve.

    3. In the Bid Approval work area, filter the display of bids as follows:

    Bid Group filterDisplays bids for all bid groups or for a bid group that

    you specify from the drop-down list. Approval filterDisplays all bids or only bids that have been submitted,

    approved, or rejected.

    4. Select a bid and then click ApproveorReject.

    5. Click Save. The employee receives a notification about the bid.

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    Posting bids

    After the bidding period has closed and you have finished approving or rejecting

    all of the bids that were submitted, you can update the schedule with the new

    vacation information by using the Post to Schedule function.

    Note:You post the bids to the schedule only once, after all bids have been

    approved or rejected. You cannot reverse this operation.

    Updating schedules

    To update the schedule:

    1. In the Bid Editor, select a bid request.

    2. Click Approve.

    3. In the Bid Approval work area, filter the display of bids as follows:

    Bid Group filterDisplays bids for all bid groups or for a bid group that

    you specify from the drop-down list.

    Approval filterFrom the drop-down list, select Approved.

    4. Click Post to Schedule. A background batch process posts all the

    approved bids to the schedule. The Posted column in the employees My

    Bids list and the managers bid request list changes from No to Yes.

    5. After you approve or reject all bids, click Save.

    To post all approved bids to the schedule, select Post to Schedule. The approved

    bids are posted to the schedule and all employees who submitted bids receive

    approval or rejection notifications.

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    Using the Inbox

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    Using the InboxIf the employer has established an internal mail system, business communication

    and related tasks can be automated using the Inbox. The Inbox contains:

    Messagesalert you to tasks that need to be completed. Tasksbusiness processes that you are expected to complete. Acting on a

    task automatically moves the task to the person or group who is next in line

    to act on the task.

    Each person in the process receives appropriate messages or tasks to perform as

    the process moves toward completion.

    Opening messages

    To open and read messages:

    1. Select Inbox > Messages.

    2. At the top of your Timecard window, click Inbox.

    3. Select the message from the list and then click Openon the Messaging

    menu bar, or double-click the message.

    Sending messages

    To send a new message:

    1. Click Newon the Messaging menu bar. The New Message dialog box

    appears.

    2. Click the Address Bookbutton and then use the address book to add the

    message recipients. Or, enter the address in the To text box and click the

    Check Namebutton to verify that the names that you entered are valid.

    3. Enter text in the Subject field and Message fields.

    4. If you want to receive a copy of your message, select the corresponding

    check box.

    5. Click Send.

    Replying to messages

    To reply to a message in your Inbox:

    1. Select a message from the list and then click Replyon the Messaging

    menu bar. The Reply Message dialog box appears.

    2. To add more names to the reply, click the Address Bookbutton and thenuse the address book. Or, enter the address in the To text box and click the

    Check Namebutton to verify that the names you entered are valid.

    3. If you want to receive a copy of your reply, select the corresponding check

    box.

    4. Enter your reply and then click Send.

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    Note:You cannot reply to system notifications or to messages (from the

    Messaging system) that you receive in the corporate e-mail system.

    Deleting messages

    To delete a message, select the message from the list and then click Deleteon

    the Messaging menu bar.

    Printing messages

    To print a message:

    1. Select the message from the list.

    2. Click Openon the Messaging menu bar. A separate dialog box appears in

    the window.

    3. Click Print.

    Completing assigned tasks

    To respond to tasks that have been assigned to you:

    1. Click Inbox > Tasks.

    2. Click Edit... and then fill out the form associated with the task.

    3. Click Save & Closeto submit the form and complete the task.

    Reassigning assigned tasks

    To reassign a task that is assigned to you to someone else:

    1. Select the assigned task that you want to reassign to someone else.

    2. Click Reassign.

    3. In the New Resource drop-down list, select the person that you want to

    reassign the task to.

    4. Click Save & Close.

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    Using the Actions list

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    Using the Actions listIf the employer has established automated business practices, you may have an

    Actions list for submitting online forms to initiate tasks, such as:

    Requesting time off or canceling previously scheduled time off Registering for training

    Requesting scheduling changes (shift swaps, shift sign-up, and coverage)

    Depending on the system configuration, you can view the Actions list in the

    following ways:

    SelectMy Actions.

    If you are a manager, click Actionsto initiate business processes that you

    have access to.

    Use the Categories drop-down list to select which Actions you want to view.

    To initiate and submit the action:

    1. In the list that is displayed in the My Actions or Actions work area, click the

    type of request, or action.

    2. In the process request form, enter the required information; for example,

    information about a vacation bid request.

    3. Click the Save & Closebutton to submit the request.

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    Managing time using calendars

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    Managing time using calendarsCalendars allow you to view an employees activity over a period of time in the

    past, the future, or both past and future periods. The standard calendar is the

    Work & Absence Summary.

    Employees can use calendars to review past and planned hours worked, to

    schedule or review time off, and to review and track attendance. Managers can

    use calendars to review employees hours worked, to plan and review employees

    requests for time off, and to review and track employees attendance. Calendars

    may also reveal long-term employee trends. The colors and text attributes,

    combined with the drill-down capability enable the manager to reference one or

    more days, and continue to see more data.

    The Work & Absence Summary is a generic calendar that can be duplicated ormodified. The system administrator configures the Work & Absence Planner and

    other calendars and can explain how to access them.

    Using the Work & Absence Summary

    Arrange the calendar to your preferences:

    Choose from three calendar views: by week, by month, or by multiple

    months.

    Display detailed information for any specific day. The type of informationthat is displayed in a calendar depends on the calendars that are included

    on your system and how the administrator has configured them.

    If you are logged on as a manager, choose the individual calendar that

    contains the employees of interest. Selecting a query from the Show list or

    by using the Name & ID drop-down lists.

    Modify the period of time by clicking the Time Period drop-down list,

    choosing a time period, and clicking Apply. To choose a specific range of

    dates, select Range of Dates from the drop-down list, enter the start and

    end dates (or select them from the drop-down calendar), and click Apply.

    Choose the time period width of each row in the calendar. Select Week,

    Month, or Multiple Months, and then click Apply. If you choose multiple

    months, the number of months is determined by your administrator during

    the calendar setup process.

    Use the Legend to learn the meaning of any color indicators.

    Display information for a specific day by highlighting the day on the calendar

    and then clicking Day Detail.

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    Generating reports

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    Generating reportsThe Reports component provides predefined or standard reports. The system

    extracts data from the database and formats it in rows and columns that can be

    displayed, printed, or e-mailed. Your company may supply custom reports as well.You can run a report in the following ways:

    Select Reports or Advanced Reports from the home page

    Select the Reports or Advanced Reports link on a Timecard or Genie

    Depending on the report, you can:

    Run and preview the report

    Print or e-mail the report

    Export the report to Microsoft Excel format (for e-mailed reports only)

    Available reports

    You can select from the following management reports on the Reports workspace:

    Accrual Balances and ProjectionsDisplays the current balances, as

    well as future takings, credits, and projected balance of the selected

    employees, up to a specific date two years out. You can use this to

    determine if an employee has accrued enough time for a vacation.

    Accrual DetailDisplays running accrual balances for each employee. Forexample, you can see what types of accrual transactions occurred in the

    past, when accrual balances were reset, and effective dates.

    Badge NumbersLists the badge numbers and the employee assigned to

    each, including the activated and inactivated date if applicable. Employees

    with no badge numbers do not display on this report.

    Employee Schedule - MonthlyShows the schedules of the employees

    whose home location is one of the selected locations. Employees are

    sorted by job and shift labels are displayed. This report displays 28 days per

    page and uses 8.5- x 14-inch paper.

    Employee Schedule - WeeklyShows the schedules of the employees

    whose home location is one of the selected locations. Employees are

    sorted by job. This report displays seven days per page and uses 8.5- x 11-

    inch paper.

    Schedule by Labor Account - WeeklyShows schedules for the selected

    labor accounts. Employees are sorted by labor account and shifts have a

    start/stop time. This report displays seven days per page and uses 8.5- x

    11-inch paper Time DetailDisplays detailed data about each employees punches,

    duration, and pay code edits. Summary data displays per employee show

    totaled time and money by labor level and pay code (excluding combined

    pay codes) and then just by pay code (listing combined pay codes

    separately).

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    Timecard Audit TrailDisplays audit information related to specific

    timecard actions including date/time of the action, who performed the

    action, and what information changed. This report does not show the

    timecard signoff and approval audit trail because this information is

    provided in a separate report. Managers can filter this report by editingmanager or source of the edit, such as the timecard or a timekeeping

    device.

    Timecard Signoff/Approval Audit TrailDisplays audit information

    related to signoff or approval of timecards including date/time and who

    performed the action.

    Running reports

    Reports workspace

    To run a report (non-advanced):

    1. Access the Reports workspace, typically by selecting Reportsfrom the

    home page.

    2. In the Categories list, select a report.

    3. Click the Showdrop-down arrow to select a query, such as All Home(the

    managers employee group).

    4. To view or change the query, click Edit, which opens the HyperFindcomponent. On the HyperFind page, you can view the details of the query

    or edit the query. When finished, click the browser Backbutton to return to

    the Reports workspace.

    5. If the Specific Date dialog box opens, enter or select a date using the same

    format that appears in the dialog box and click OK.

    6. To change the time period, click the Time Perioddrop-down arrow and

    select the new time period.

    7. To change the report options, select a report, then select Set Options. Youcan set the following options:

    Specific report optionsReport options allow the report to filter on addi-

    tional parameters beyond HyperFind or People so that you see only the

    data that you want. Options that you can set differ for each report. For

    example, the ability to select certain exceptions to appear on a report is

    accomplished by using the Exceptions Report Option with the Exception

    Report.

    Available options appear in the Options list with the corresponding selec-

    tions in the Details section. Refer to the list of reports to review the detailsof each report.

    E-mail FormatAdobe Acrobat is the default file format for reports. If you

    are going to e-mail a report, you can change the file format to Hypertext

    Markup Language (HTML), Microsoft Excel Document, Microsoft Word

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    Document, or Rich Text Format. You cannot change the report format if

    you are going to view or print the report.

    8. From the Select Reports menu, select Run Report.

    Note:Standard reports are optimized for PDF format. If you choose to print in

    another format, you may need to create a custom version of the standard report

    so that the data is properly formatted.

    9. Click the Check Run Statustab to monitor the status of the report; for

    example, Waiting, Running, or Complete. Periodically click Refresh

    Statusto update the status.

    10. When the report finishes processing, select Check Run Status> View

    Report.

    The system administrator can schedule reports to be printed or e-mailed.

    ReportsAdvanced workspace

    Note:Not all of the reports are available in the ReportsAdvanced workspace. If

    the report you need is not available there, go to the Reports (non-advanced)

    workspace.

    To run an advanced report:

    1. Access the Reports workspace, typically by selecting AdvancedReports

    from the home page.

    2. In the Categories list, select a report.

    3. Click the Showdrop-down arrow to select a query, such as All Home(the

    managers employee group).

    4. To view or change the query, click Edit, which opens the HyperFind

    component. On the HyperFind page, you can view the details of the queryor edit the query. When finished, click the browser Backbutton to return to

    the ReportsAdvanced workspace.

    5. If the Specific Date dialog box opens, enter or select a date using the same

    format that appears in the dialog box and click OK.

    6. To change the time period, click the Time Perioddrop-down arrow and

    select the new time period.

    7. (Optional) Set any of the other options that appear in the right pane.

    Report options allow the report to filter on additional parameters beyondHyperFind or People so that you see only the data that you want. Options

    that you can set differ for each report. For example, the ability to select

    certain exceptions to appear on a report is accomplished by using the

    Exceptions Report Option with the Exception Report.

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    Available options appear in the Options list with the corresponding selec-

    tions in the Details section. Refer to the list of reports to review the details

    of each report.

    8. Click View Report.

    Note:If you need to schedule a report to be printed or e-mailed, use non-

    advanced reports.

    Accessing reports using Genies

    You can access reports for a set of employees using a Genie. Select the

    employees and then click Reportsor More > Reports > Advancedfrom the

    menu bar. Depending on the report, follow the appropriate steps described abovefor running it.

    Printing reports

    To print a report (non-advanced) after the report has been generated:

    1. Select a report from the Categories list.

    2. From the Select Reports menu, select Send to Printer.

    3. In the Send to Printer dialog box, select a printer and click OK.

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    Delegating authority

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    Delegating authorityWhen a manager expects to be unavailable (for example, on vacation), a delegate

    can be authorized to perform the managers tasks, using the Delegate Authority

    function. These tasks can include approving timecards, accessing the managersInbox (Tasks and Messages), and using the managers Actions list during the

    absence.

    Delegating authority requires someone with administrative access to configure

    the delegation environment. In the appropriate environment, the manager can

    request a delegate and select the person to act as one from a list of delegates.

    For example, the administrator can make all of the managers in an organization

    available as delegates by assigning that profile to each of them.

    In general, the person accepting the delegate role performs the same tasks as thedelegating manager. These tasks include:

    Responding to messages.

    Completing tasks.

    Initiating or responding to actions that are assigned to the absent delegating

    manager.

    Some tasks may be restricted. For example, the delegate might be able to edit

    and approve a timecard, but not perform a historical edit.

    After the delegation setup is complete:

    1. The manager identifies a delegate (listed on the managers Delegates

    Data Access Profile) who can be authorized to act in the managers role.

    2. The manager specifies a time period when the delegate will be authorized

    to act in the managers role.

    3. The designated delegate accepts or declines the request.

    4. If the request is accepted, the delegate can switch roles and perform the

    delegators tasks during the specified time period.

    Enabling and requesting a delegation of

    authority

    To enable and request an individual to act in your role, do the following:

    1. Click Actionson the home page tab menu.

    2. Click Mgr_Delegation. The system displays the Action screen.

    3. Select Create New Delegation, and click Next. The system displays the

    Create Delegation screen, which includes any existing delegations.4. On the Create Delegation screen, do the following:

    Identify the individual who will act in your role by selecting a name from

    the Delegate list. The names on this list are from the Delegate Data

    Access Profile you have been assigned. If you do not find the individual

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    that you want on the drop-down list, ask the administrator to assign you a

    Delegate Data Access Profile that includes this person.

    Enter the Start and End dates of the period that the individual will be

    authorized to act as a delegate. The start time is 12:01 A.M. on the Start

    Date, and the end time is 11:59 P.M. on the End Date. Select the role that the delegate is assuming.

    Click Save & Close.

    The individual you selected must accept the request in order to act as the

    delegate. A message is automatically sent to the designated delegate with the

    delegation request, and mail is automatically sent to you when the delegate

    accepts or declines the request.

    Canceling or deleting delegation requests

    You can cancel delegation requests that you have made. The process that you

    use depends on whether the delegate has already accepted the delegation

    request.

    To cancel a delegation request that has not yet been accepted:

    1. Click Inboxfrom the home page link, and select the Tasks tab.

    2. Find the cancel delegation task item.

    3. Select the item and cancel the delegation. When you do so, the AcceptDelegation task is removed from the delegates Inbox, and the system

    sends an explanatory message to the delegate.

    To cancel a delegation request that has been accepted:

    1. Click Actionson the home page tab menu.

    2. Click Mgr_Delegation. The system displays the Action screen.

    3. Select the delegation that you are canceling.

    Responding to requests

    When a manager requests that you act as a delegate (that is, perform the man-

    agers tasks, such as approving timecards), a task is delivered to your Inbox.

    Before you can act as a delegate and perform tasks in the managers role, you

    must do the following:

    1. Click Inboxon the home page tab menu, and select the Tasks tab.

    2. Double-click the task item that has Accept Delegation as the subject.

    The system displays the Accept Delegation dialog box, which contains thefollowing information:

    The individual who made the delegation request (the delegator)

    The time period during which you have authority to act in the delegators

    role. You have this authority from 12:01 A.M. on the start date until 11:59

    P.M. on the end date.

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    The specific role of the delegator that you are assuming (some individu-

    als might have multiple role profiles in the system).

    3. Select either Accept Delegation or Decline Delegation.

    4. Click Save & Close. The Accept Delegation task is removed from the

    Inbox. In addition, a message is automatically sent to the delegator toconfirm that you have accepted or declined the request.

    Switching roles

    After you have accepted a delegation request, you can switch roles and perform

    tasks as the delegator at any time from the start date until the end date of the

    delegation period.

    If you have not logged out of the system since accepting the delegation request,

    log out of the system and log back in. When you log on to the system, the SwitchRole indicator always lists the role as Myself.

    Note:If the Switch Role area is not displayed on the screen, it means either that

    you do not have current delegation authority, or that you have not logged out and

    back in to the system after having accepted delegation authority.

    To perform tasks in the role of the delegator whose request you accepted:

    1. Click Switch Role. The Switch Role dialog box is displayed.2. Select the delegator whose tasks you want to perform.

    3. Click Switch Roleon the menu bar (notthe text in the Switch Role

    indicator area). The Switch Role indicator area is now colored red, and the

    role of the delegator is displayed.

    To return to your role, repeat steps 13, but select Myselfin step 2.

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