Getting Started With Enterprise eTIME

Transcription

Getting Started With Enterprise eTIME
Student Guide
Automatic Data Processing, Inc.
Time and Labor Management
2004 ADP, Inc.
Lesson 1: Navigating Enterprise eTIME
Student Guide
2004 ADP, Inc.
Getting Started with Enterprise eTIME
Lesson One: Navigating Enterprise eTIME
Course Introduction
Welcome to Getting Started with Enterprise eTIME.
Course Purpose
This course will introduce you to Enterprise eTIME and show you how you will use the
application as a manager to edit and review employee time worked and manage employee
schedules.
Course Agenda
This course consists of 6 modules, which you should complete in the following sequence.
Module 1: Navigating Enterprise eTIME
Module 2: Time Entry
Module 3: Timecard Editor
Module 4: Timecard Approval
Module 5: Generating Reports
Module 6: Building and Maintaining Schedules
Course Objectives
Upon completing Getting started with Enterprise eTIME, you will be able to:
Access and navigate the Enterprise eTIME application;
View and edit employee timecards;
Approve employee timecards;
Generate and view reports; and
Manage employee schedules.
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Session Introduction
Session Purpose
This session provides a brief explanation on what Enterprise eTIME is and how you, as a
manager will be using the application to manage employee time data and manage employee
schedules.
Session Objectives
Upon completing this session, you will be able to
• Access Enterprise eTIME
• Log on
• Navigate QuickNavs and HyperFind Queries
• Log off
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Overview
Enterprise eTIME is a time and labor management system. This application allows employees
and managers to use a standard Web browser to:

Enter worked and non-worked time

Review, edit, and approve timecards

Create and update employee work schedules

Generate reports
Flow of Information
Employees will record their time in one of the following ways:
Timeclock
PC with Internet access
Telephone (Interactive Voice Response)
After Enterprise eTIME receives this information, it is translated into a readable format
resembling an electronic timecard. Your responsibility as a manager is to review this
electronic timecard data and ensure it accurately reflects the worked and non worked employee
time. At the end of every pay period, you will perform one final review of the timecard and
approve the time that is recorded. The approved timecard data can then be exported via a
utility interface to your payroll system for appropriate tax and benefit deductions and check
processing.
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Time and Labor Management Process
Timeclock, Telephone (IVR),
or
Desktop Browser
Collects employee
transactions
Enterprise eTIME
Application
Contains defined company
work policies that are applied
to collected data
Payroll Application
Applies federal, state, and
local tax deductions
Supports timecard editing
and approval
Timecard reporting
Exports time and labor data
to payroll
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Terminology
Term
© 2004 ADP, Inc.
Enterprise eTIME
Application
QuickNav
A pre defined query in the Enterprise eTIME application
that assists when searching for specific employee data.
Timecard
An electronic timesheet display that organizes employee
punches and hours for a defined pay period.
URL
Uniform Resource Locator. A URL is a website address.
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Logging On to Enterprise eTIME
Because Enterprise eTIME is a Web-based application, it does not require the installation of
any additional software on your workstation. You access Enterprise eTIME via an Internet
browser – either Internet Explorer or Netscape Navigator.
Step
Action
1.
Open your Web browser.
2.
Type the URL to access the application.
For example: http://WebServer/wfc/logon where WebServer is the web server name.
Result: The Enterprise eTIME logon page displays.
3.
Type your username and password
Note: Enter a unique password limited to 50 characters. Your username and password are case-sensitive and mu
4.
Click Log On.
Result: After you log on, a customized view of the information for which you are responsible displays. This is y
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Log On Timeout
If you are logged on for a period of time without Enterprise eTIME detecting any activity, you
will receive a message that states, “Your session is about to time out. Please verify your
password, (User Name).”
You must re-enter your password to continue your session where you left off. Once you enter
your password, you will receive another message that states “(User Name) Your logon was
successful.”
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Changing Your Password
The Enterprise eTIME system administrator is responsible for assigning a password to all
system users. It is common practice to assign all new users the same default password, such as
your company name. It is strongly suggested that you change your password upon signing on
to Enterprise eTIME for the very first time.
Step
Action
1.
From the navigation bar, select Change Password.
Result: The Change Password dialog box displays.
2.
Type your current password in the Old Password field.
3.
Type the new password in the New Password field and then type it a second time in the Verify
Password field.
Note: The password is case-sensitive.
4.
Click Change Password Now.
Result: The password is changed.
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Enterprise eTIME Screen
Validating Access
After you log on, the system first checks the access profiles that were assigned to you when
your system was configured. Depending on the access rights given to you in your profiles,
Enterprise eTIME displays the appropriate time and attendance information in your web
browser. This means that when you log on to Enterprise eTIME, a customized view of the
information that you are responsible for displays.
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Sections of the Screen
The main Enterprise eTIME screen is divided into three main areas:
Navigation Bar
The navigation bar is located on the extreme left side of the screen. It contains the Enterprise
eTIME features to which you have been granted access rights by your system administrator. In
most cases, users will have a My Information link that includes access to My Timecard and My
Reports. You select a link simply by clicking on the text.
Header
The header is located at the top of your screen, and contains menus, fields and icons. It identifies
which QuickNav view is currently displayed in the top-left corner. The header also shows menus of
the tasks you can perform, and filters to refine your queries.
Depending on the rights defined for your access profile, you may see launch buttons for Timecard,
Schedule, Reports, and/or People in the upper-right corner of the header. These launch buttons are the
primary ways to navigate from one part of the application to another. You’ll learn about those
functions later in this course.
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Workspace
The workspace is the large area in the middle of your screen. It contains detailed information
for the employees and time period that are currently selected. Information that does not fit the
display width of the column is indicated by ellipses. The workspace columns can be resized to
display the full line of data.
Changing the Workspace Area
Step
Action
1.
Hover the mouse between the column’s borders until a double arrow appears.
2.
Hold the mouse button and drag the column border to the left or right.
Result: The width of the column changes according to your specifications.
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Menus
The menu bar located at the top of the screen provides access to various functions that you can
perform within Enterprise eTIME. There are multiple menus available from the menu bar of
the Quickfind workspace. Below is a listing of the more common menus.
Actions
Punch
Amount
Accruals
Pay from Schedule
Approvals
Person
To open a menu:
Step
Action
1.
Click a menu name.
Result: The menu’s actions display on a drop-down list.
2.
Click the name of the action you want to perform.
Result: The workspace for that action displays.
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Using Enterprise eTIME QuickNavs
Enterprise eTIME QuickNavs provide you with different views of your employee and labor
account information. You can use QuickNavs to display information in such a way that it is
easy to see which employee records need edits or adjustments.
For example, you can use the Reconcile Timecard QuickNav to identify timecard exceptions
such as missed punches or unexcused absences.
Enterprise eTIME QuickNavs provide the following benefits:
• At-a-glance views to help you quickly identify exceptions and attendance issues
• Streamlined and simplified daily, weekly, and pay period tasks
• A starting point for easy navigation throughout the Enterprise eTIME system
• Easy selection of multiple employees to perform a group edit
You use a QuickNav along with a HyperFind Query to see a particular view of a specific set of
employees or labor accounts for a specific time period. The QuickNavs you have access to are
displayed in the Navigation Bar.
The first QuickNav in your list is your default QuickNav. During the system implementation
and set up process, your company identified which QuickNavs you will have access to use.
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Predefined QuickNavs
The Enterprise eTIME application has multiple QuickNavs that are predefined and available
for a manager or supervisor to use. The availability of Quick Navs is dependent on your access
rights. The table below identifies the QuickNavs that are predefined in the application as well
as a description of the results the QuickNav displays.
Navigation Panel Detail
© 2004 ADP, Inc.
QuickNav
Category
Description
Quick
Find
Quick Find
A listing of all employees a manager has
access rights to view.
Reconcile
Timecard
Detail
QuickNav
A listing of exceptions that appear on an
individual employee timecard.
Check
Overtime
Detail
Quick Nav
A listing of employees who have
overtime hours.
Shift Start
Detail
QuickNav
A listing of employees, at the beginning
of shifts that are either on premise or
have an excused or unexcused absence.
Shift End
Detail
QuickNav
A listing of employees, at the end of a
shift, that have an excused or unexcused
absence, are still on premise, have a
missed punch on their timecard, or
began the shift early or ended the shift
late.
Pay Code
Summary
Detail
Quick Nav
A listing of common pay codes and their
totals.
Pay Period
Close
Detail
QuickNav
A listing of employees whose timecards
at the end of the pay period have been
approved by the employee and the
manager, have missed punches, or an
unexcused absence. This QuickNav
also displays the worked hours and total
hours for each employee.
Payroll
Close
Roll Up
QuickNav
A listing by labor account of total
number of employee timecards pending
signoff and approvals.
IS
Summary
Detail
QuickNav
A listing of information such as User
ID, badge number and employee
number.
Schedule
Editor
Schedule
Editor
QuickNav
This is the primary workspace for
scheduling employees and it is available
to users with the necessary access rights.
Schedule Editor lists employees and
groups and their schedules for the time
period that you select in the Show and
Time Period boxes on the Schedule
header.
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Steps for Using a QuickNav
Using a QuickNav to display information is a simple, three-step process.
Step
Action
Example
1
On the Navigation Bar, select a
QuickNav.
Select Reconcile Timecard.
2
In the Show field in the Header,
select a HyperFind Query.
Select Cost Center 401.
3
In the Time Period field in the
Header, select a time period.
Select Previous Pay Period.
In this example, you would see the Reconcile Timecard view of the employees in cost center
401 for the previous pay period.
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Time Periods
Similar to the Timecard Editor, each QuickNav view displays information relative to a
particular time period. For example, you can display the Reconcile Timecard QuickNav for the
current pay period, previous time period, or for a specific date.
Enterprise eTIME provides a default time period for each QuickNav. To change the time
period, select a different time period from the drop-down list. You can select a range of dates
from the past or into the future. The following screen shows the time periods from which you
can choose.
Note: The schedule period is defined by the application consultant and does not necessarily
match the pay period length. For example, employees are paid biweekly but are scheduled on a
weekly basis.
Refresh
Your Enterprise eTIME workspace displays information that was gathered when the QuickNav
was first displayed. However, information in the database can change. You can click Refresh
to update the screen to display any subsequent changes.
For example, at the start of the work day, the Reconcile Timecard QuickNav indicates that
there are five employees with missed punches for today. However, 30 minutes later, some of
these employees have probably punched in. You click Refresh and see that there is now only
one missed punch. When you click Refresh, the updated information is downloaded from the
database server and included in the screen display.
Note: The time that the screen was last refreshed displays in the upper left corner of the header.
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Column Sorting Options
Once you display an Enterprise eTIME QuickNav view, you can sort the data in ascending or
descending order by any column. You can sort by either one or two columns.
To sort by a column, click the column heading. To sort in descending order, click the column
heading again. You switch the sort order between ascending and descending each time you
click the column heading.
When you sort by two columns, the first column you click is the primary sort, and the next is
the secondary sort. The primary sort column displays a 1, and the secondary sort column
displays a 2. Each sort can be in ascending or descending order. The sort order is indicated by
the direction of the arrow in the column.
Note: You can adjust the width of the column by pointing to the vertical line on the right in the
column heading, then clicking and dragging to the desired width.
Demonstration: Using a QuickNav
Step
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Action
1
On the Navigation Bar, select a QuickNav.
2
In the Show field, select a HyperFind Query.
3
In the Time Period field, select a time period.
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The QuickFind QuickNav
QuickFind is a quick way to view employee information. Using QuickFind, you can see
information for all your employees or for a specific employee.
You can locate all of the employees assigned to you, or search by name or ID for specific
employees.
Note: You used QuickFind when you learned how to access the Timecard Editor.
When you see the employee you’re looking for in the QuickFind workspace, you can select an
option to edit the employee’s information. For example, you can use QuickFind to locate an
employee, then select Punch > Add to add a punch for her.
Using QuickFind
Step
1
Action
On the Navigation Bar, select QuickFind.
In the Name or ID field:
2
3
IF you wish to see:
THEN:
All employees
go to Step 3
Specific employees
enter the name or ID of the employee(s)
you wish to locate
Click Find.
Using QuickFind Wildcards
You can use QuickFind’s wildcard characters to locate employees. Wildcards are helpful if
you are unsure of the spelling of an employee’s name, or if you wish to limit your view to a
certain group of employees. You can search by employee name or ID number.
The following table shows some examples of using the wildcards.
This Example
b*
Finds These Employees
Barone, Trista
Birch, Troy
*y
Daltry, Terry
Jolly, Ezra
smith*
Smithers, Joe
Smith, John
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The Detail QuickNavs
The Detail QuickNavs provide an employee-driven view of Enterprise eTIME information.
Each Detail QuickNav displays a particular set of data, with the employee names listed at the
left in the workspace.
Managers can use the Detail QuickNavs to determine which employee data needs to be edited
or reviewed. For example, the following screen illustrates how a manager could use the
Reconcile Time Card QuickNav to see which employees have unexcused absences, missed
punches, or other timecard irregularities.
Once you see the information you need, you can select one or more employees and review
more detailed information or perform a group edit. The following table lists methods to select
employees.
To Select:
Perform This Action:
one employee
click the employee’s record
two or more
employees
press and hold Ctrl, then click multiple employee records
two or more
click the first employee’s record, then press and hold Shift, and
employees within a click the last employee’s record
range of adjacent
rows
all employees
from the menu, select Actions > Select All.
Once the employees are selected, you can use the menu or launch buttons to view and edit
information.
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The Roll-up QuickNavs
The Roll-up QuickNavs provide a labor account-driven view of Enterprise eTIME information.
Each Roll-up QuickNav displays a particular set of data, with the labor accounts listed at the
left in the workspace.
Managers can use the Roll-up QuickNavs to see totals by any labor level, such as division,
department, and job code. For example, the following screen illustrates how a manager could
use the Payroll Close QuickNav to see total regular and overtime hours for different
departments and locations.
Note: Your assigned display profile determines the labor levels upon which the summary rollup is based. Enterprise eTIME 5.0 supports up to seven labor levels.
Once you see the information you need, you can select one or more labor accounts and review
more detailed information. The following table lists methods to select labor accounts.
Perform This Action:
To Select:
one labor account
click the labor account record
two or more labor accounts press and hold Ctrl, then click multiple labor account records
two or more labor accounts click the first labor account record, then press and hold Shift,
within a range of adjacent and click the last labor account record
rows
all labor accounts
from the menu, select Actions > Select All.
Once the labor accounts are selected, you can use the menu to view and edit information.
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Demonstration: Using the QuickFind Wildcards
Step
1
Action
On the Navigation Bar, select QuickFind.
In the Name or ID field:
2
3
IF you wish to see:
THEN:
All employees
go to Step 3
Specific employees
enter the name or ID of the employee(s)
you wish to locate
or
enter a partial name or ID with wildcards
if you don’t know the exact name or ID
Click Find.
Demonstration: Using Detail and Roll-up QuickNavs
Step
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Action
1
2
In the Show field, select a HyperFind Query from the list.
3
In the Time Period field, select a time period from the list.
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Using HyperFind Queries
HyperFind Queries select and display certain employees or labor accounts. For example, the
Cost Center 403 HyperFind Query selects the employees or labor accounts associated with the
403 cost center.
The currently selected QuickNav determines what type of information is displayed. For
example, when the Shift Start QuickNav is selected, the Cost Center 403 HyperFind Query
displays on premise information for the employees associated with that cost center.
You can select any HyperFind Query to use with any QuickNav. You can also create your own
customized queries that select the records you need, then select a QuickNav or report to display
the information you need to see.
Types of Queries
There are three different types of HyperFind Queries. The following table describes each type.
This Query Type
Can Be Created By
And Is Available To
Public
system administrator everyone who has access to QuickNavs or
reports
Personal
anyone who has
access rights
the person who created it
Ad Hoc
anyone who has
access rights
the person who created it
You select a HyperFind Query from a list in the Show field. Public queries are listed in bold,
while personal queries are listed in regular font face.
Ad hoc queries are not listed because they are meant for temporary use. If you need to use an
ad hoc query again, you can save it as a personal query, or ask your system administrator to
make it a public query.
Using HyperFind Queries with QuickNavs
When your application consultant sets up Enterprise eTIME for you, each manager is assigned
an employee group consisting of the people they are permitted to view information for.
In addition, each manager is assigned a group of Enterprise eTIME QuickNavs to use. Each
detail and roll-up QuickNav has a default HyperFind Query associated with it. The following
table illustrates this relationship.
Chris’ QuickNavs
Chris Powers,
Manager
© 2004 ADP, Inc.
This QuickNav
Is Associated With This HyperFind Query
Reconcile Timecard
All Home
Payroll Close
All Home
Check Overtime
Overtime, Any
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Demonstration: Using HyperFind Queries
Step
Action
1
2
In the Show field, select a HyperFind Query from the list.
3
In the Time Period field, select a time period from the list.
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Knowledge Check
1. Enterprise eTIME allows employees to enter their time via
a. Quick find QuickNavs
b. Secure transactions
c. Timecard, PC with Intranet access, or telephone
2. Enterprise eTIME helps improve productivity by
a. Applying federal, state, and local tax deductions
b. Exporting time and labor data to payroll
c. Tracking employee benefit accruals
d. Ensuring compliance with FMLA
3. Enterprise eTIME software is provided by ADP and accessed via the Internet, through use
of a
a. Web browser
b. Background processor
c. Database server
d. Totalizer
4. Your Enterprise eTIME default page is determined by your
a. Job title
b. Configuration
c. Time entry method
d. Job schedule
5. The large area in the Enterprise eTIME screen is referred to as
a. Header
b. Navigation bar
c. Workspace area
d. Electronic timecard
6. What is the most direct method of accessing online Help related to the task you are
performing?
a. Click the Help icon on the menu bar
b. Click the Help icon within a header
c. Enter your search criteria in the Hyperfind Query field
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Session Objectives
• Access Enterprise eTIME
• Log on
• Navigate QuickNavs and HyperFind Queries
• Access online Help
• Log off
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Lesson 2: Timecard Editor
Student Guide
2004 ADP, Inc.
Lesson Two: Timecard Editor
Session Purpose
This session will help you learn how to use the Timecard Editor is used within Enterprise to
review and edit employee worked and non worked time.
Session Objectives
© 2004 ADP. Inc.

Understand common terms associated with editing timecards

Identify a timecard entry as Hourly View or Project View.

Identify and define timecard data displayed in the timecard tab section.

Edit an In and Out timecard transaction

Perform a labor account transfer

Perform a work rule transfer

Add comments to a timecard transaction
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Terminology
Timecard: A tabular display that organizes employee punches and pay codes for a defined pay
period.
Exception: A flag that alerts managers when an employee works outside of his regular shift.
Labor Account: A labor account is a hierarchical structure of labor level entries that uniquely
specifies an account from which an employee is paid. A labor account consists
of up to seven labor levels.
Primary Labor Account is the labor account where employee hours are
automatically charged.
Labor Level: Labor levels are the general categories that define an organization's account
structure. For example, some companies might use division, department, and job
to describe their structure.
Pay Codes: Symbols that represent either hours or dollars that are accumulated by employees
during the pay period. Think of them as buckets that hold the hours or dollars that
employees have earned.
Work rules: A collection of components that apply specific payroll rules to working shifts. Work
rules contain items such as rounding, overtime, and exceptions.
Pay Rules: A complete set of rules that are defined in the application that identify the pay
practices adopted by your organization. Pay rules contain items such as work rules,
holiday credits, and signoff restrictions.
Schedule: A series of shifts that occur over a period of time.
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The Timecard Editor
The timecard editor displays punches and transactions entered by an employee at a timeclock
or over the web. Managers use the Timecard Editor window to view this information for a
specific time period. If needed, adjustments to employee entries are made in the Timecard
Editor so the data accurately reflects the time for which employees should be paid.
Payroll administrators also use this window to perform timecard edits that managers may not
be granted rights to perform, such as signing off on the timecard.
Accessing the Timecard Editor
Step
Action
1
Log on to Enterprise eTime.
2
On the navigation bar, select QuickFind.
3
On the header, enter an asterisk (*) in the Name field and click Find.
Result: A list of employees assigned to you displays.
In the Time Period list, select the time period to view.
4
5
Note: Options include the current, next, and previous pay periods, as well as the ability to select a
date or range of dates.
Select the employee whose timecard you want to edit.
Note: You can select more than one employee by using the Ctrl key.
On the header, click Timecard.
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Result: The timecard editor displays for the selected employee. If more than one employee was
selected from the results of the QuickFind, arrows appear to the right of the Name field to move
between the timecards selected.
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Timecard Views
Hourly View
In this view, an employee’s IN and OUT punches display for each day the employee is
scheduled to work. This view also displays any transfer information, the total hours worked in
a shift, the total hours worked for the day, and a cumulative total for the week.
Employee punches are generated by the employee punching in and out using Enterprise eTIME
Time Stamp or similar device, or automatically populated based on the employee’s schedule.
These features are set up by the Enterprise eTIME administrator based on a company’s
individual requirements.
Project View
In this view, the total number of hours worked displays for each day the employee is scheduled
to work, along with the pay code associated with those hours. This view also displays the total
number of hours for the week.
Hours are entered manually by an employee or automatically populated based on the
employee’s schedule. These features are set up by the Enterprise eTIME administrator based
on a company’s individual requirements.
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Demonstration: Timecard Views
Project View
In this example, each day of the pay period displays across the top of the grid. Each day has an
entry for the number of hours worked, also known as durations.
Hourly View
In this example, each day of the pay period displays down the left side of the grid. Each day
has entries for a set of IN and OUT punches, representing start and stop times.
Additional Information
Refer to the “Hourly Timecards” and “Project Timecards” topics in online Help.
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Timecard Editor Workspace
Overview
Managers needing to perform edits and approve employee data can use the Timecard Editor
Window. The Timecard Editor Window can display Hourly View and Project View methods.
The timecard editor window can be broken down into two separate sections. employee
timecard and timecard tabs.
Employee timecard – displays a record of the employee transactions that correspond to the
selected timeframe.
Timecard tabs – displays the total hours calculated for the timeframe, audit trail history, sign
off and approval history, accrual balance information, comments, historical amount
information, and unprocessed time.
Employee Timecard
Timecard Tabs
The Timecard Editor workspace consists of two standard sections:
•
Employee Timecard
•
Timecard Tabs
The amount of information available to view on an employee timecard is controlled by an
individual’s access privilege.
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Timecard Tabs
Overview
Tab
Description
Always
Visible
Totals & Schedule
Displays total hours by account and pay code. Employee
schedule appears in a separate frame alongside.
√
Accruals
Displays accrued time such as sick and vacation.
√
Audits
Displays edits made to a timecard by each user.
√
Sign-offs & Approvals
Displays comments attached to pay codes and punches.
Visible only when comments are attached to a timecard.
Comments
Displays timecard approvals by employees and managers.
Visible only when sign-offs or approvals are attached to a
timecard.
Moved Amounts
Displays amounts moved from one pay code to another.
Visible only amounts have been moved on a timecard.
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Totals and Schedule
The Totals and Schedule tab consists of two sections:
•
Total hours grouped by pay code, labor account, and/or location
•
The employee’s schedule
Totals
Totals can be displayed for all hours, by shift, daily, and cumulative amounts.
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Totals and Schedule (continued)
Totals (continued)
A red flag on the Totals & Schedules tab indicates that edits made to an employee timecard
have not been saved.
A full account description displays when the mouse is held over an entry in the Account
column.
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Accruals Overview
If your company is using the calculated or non-calculated accrual modules, the Accruals tab
allows you to view accrued time or money that belongs to the employee whose timecard is
displayed.
The application automatically calculates the accrual information from the last day in the
selected timeframe. This is also the day of the period ending balance. Accrual totals are
updated only after the employee timecard is calculated.
If an employee is in a probationary period, but has hours accrued, the hours are indicated as
probationary.
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Accruals Tab
The following information displays for each type of accrual:
Column Heading
Description
Accrual Code
Categories that hold accrual balances. Examples are Vacation,
Sick, Personal, and Uniform Allowance. Accrual codes are based
on how the time is earned, not taken. Probation amounts display
with a ‘P’ next to the amount.
Balance as of Selected Date
Accrual balance (# of days, hours, or money) that the employee will
have accrued on the selected date in the timecard grid.
Units
Unit type associated with an accrual code – days, hours, or money.
Furthest Projected Taking Date
Furthest date in the future for which the employee has scheduled
leave time or scheduled bonus.
Projected Takings
Leave time the employee will have used between the last date
displayed in the timecard grid and the furthest projected taking
date.
Projected Credits
Leave time that is expected to be credited to the employee
between the last date in the timecard grid and the furthest
projected taking date.
Projected Balance
Expected balance as of the furthest projected taking date, after
considering all projected takings and credits.
Balance without Projected
Credits
Balance the employee will have as of the furthest projected taking
date without considering any projected credits.
Probationary Period
Hours or money accrued during an employee’s probationary
period.
Notes:
© 2004 ADP. Inc.
•
The system calculates the accrual information from the last day in the selected time
period. This is also the day of the period-ending balance.
•
Accrual totals are updated only after the timecard is totaled.
•
If hours have accrued, but the employee is still in a probationary period, the
hours/money values are indicated as such with a ‘P’.
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v5.0
Audits Tab
The following information displays for each audit entry:
Column Heading
Description
Date
The date to which the edit applies.
Time
The time to which the edit applies.
Type
The type of edit performed, such as Add Punch, Edit Punch, or Add
Comment.
Account
The transferred labor account applied to the edit (if any).
Pay Code
The pay code associated with the edit (if any).
Amount
The amount of hours or money applied to the selected pay code.
Work Rule
The work rule applied to the punch or amount. If a work rule
transfer is applied to a punch, the previous work rule name
appears to the right in square brackets.
Override
The override type to which the punch or amount was converted. If
the override type changed, the previous type appears to the right in
square brackets.
Comment
The comment associated with the edit.
Edit Date
The date on which the edit was made.
Edit Time
The time at which the edit was made.
User
The name of the person who made the edit.
Data Source
Where the entry or edit was made (Timecard or Schedule Editor).
© 2004 ADP. Inc.
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v5.0
Audit View Options
The audit list can be filtered to show either all audits or only certain types.
© 2004 ADP. Inc.
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v5.0
Sign-offs & Approvals Tab
Any sign-offs or approvals associated with the timecard display in the Sign-offs and Approvals
tab. This tab is visible only when a sign-off or approval has been made by the employee or a
manager.
© 2004 ADP. Inc.
2-15
v5.0
Comments Tab
Any comments associated with the timecard display in the Comments tab. The Comments tab
is visible only when comments have been added to a timecard.
© 2004 ADP. Inc.
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v5.0
Moved Amounts Tab
Any pay code moves associated with the timecard display in the Moved Amounts Tab. This
tab is visible only when a pay code amount is moved by the employee or a manager.
© 2004 ADP. Inc.
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v5.0
Timecard Menu Bar
Action Menus
Menu
Description
Save
Saves any changes made to the employee timecard.
Actions
Allows data to be refreshed or calculated. Also allows direct access to e-mail
and offers the options to print the displayed timecard data or screen.
Punch
Allows edits of punch information in Hourly view timecards.
Amount
Allows pay code entries to be moved to other pay codes, labor accounts, or
dates. Historical amounts can also be added, moved, and deleted.
Accruals
Provides options to reset the employee’s calculated accrual balances, move
accrued time from one accrual code to another, and delete previous accrual
resets and moves.
Comment
Allows a text explanation to be attached or removed from a punch or pay code
amount.
Approvals
Allows approval or sign-off to be added or removed from the displayed timecard.
Reports
Generates a Time Detail report for the displayed timecard.
© 2004 ADP. Inc.
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v5.0
Timecard Editing Indicators
Exceptions
Exceptions highlight unexpected or unusual transactions; such as when an employee works
outside their scheduled timeframe or scheduled day. Exceptions help to identify timecards that
may need editing as described below.
Color Codes
There are indicators that may display on the timecard that can be used as cues when performing
edits. A listing of these indicators with examples can be found in the following table.
Indicator
Color Code
Description
Solid Red cell
Indicates that there is either a missed In or Out punches. Moving
the mouse over the cell will provide more information.
Red border around a date
Indicates that it is an unexcused absence for the day. Moving the
mouse over the cell will provide more information.
Red border around a time
Indicates that there is an exception to the time stamps. Moving the
mouse over the cell will provide more information.
Blue border around a date
Indicates that it is an excused absence for the day.
Red outlined cell
Yellow box inside cell
Indicates that there is an exception associated with the time stamp
and a comment associated wit the contents of the cell.
Yellow box inside a cell
Indicates there is a comment associated with the contents of the
cell.
Purple transaction
(Phantom Punch)
Gray cells
(X) before a labor account
Indicates the transaction was added to the timecard by the totalizer
(i.e., system generated). If the cell is gray, the transaction can not
be edited.
Indicate the transaction can not be edited.
Indicates that the account is not the primary account that is being
indicated in the transfer.
Exceptions: Fast Facts
•
Exceptions must be configured in the Enterprise eTime system.
•
Exceptions can be associated with dates, punches or durations.
•
If you move the mouse over an exception a message provides more specific information such
as “Missed Out-Punch”, “Late” or “Excused”.
•
Missed punch exceptions should always be edited.
© 2004 ADP. Inc.
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v5.0
Knowledge Check
1. What type of timecard is displayed above?
a. Hourly
b. Time Stamp
c. Project
d. Financial
2. Changes to an employee’s accruals can be done on the Alternate Totals and Schedules tab.
a. True
b. False
3. Which tab is not displayed by default?
a. Accruals
b. Totals and Schedules
c. Sign offs & Approvals
d. Audits
4. When does a red flag appear on the Totals and Schedules tab?
a. When an employee has worked fewer hours than scheduled
b. When an employee has an unexcused absence
c. When the manager has not approved the timecard
d. When edits have been made to the timecard, but not saved
© 2004 ADP. Inc.
2-20
v5.0
Workshop: Viewing the Timecard Editor
Overview
The following practice allows you to apply the knowledge you just learned. Read the scenario
and follow the instructions. Use the appropriate Enterprise eTIME job aid while completing
the activity.
Scenario
Chris Powers is a manager in the customer service department. She wants to review some
information for one of her employees, Gerald Summers, and plans to use the Timecard Editor
in Enterprise eTIME to do this.
Instructions
Log on to Enterprise eTIME with the user name cpowers and password welcome. Using the
information on the timecard and tabs, answer the following:
1. How many hours has Gerald worked so far in the current pay period?
2. Into which pay code(s) have the hours accumulated?
3. How many accrual codes display for Gerald on the accruals tab?
4. Does he have time accrued in each one?
5. What schedule hours is Gerald assigned to work Monday through Friday?
© 2004 ADP. Inc.
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v5.0
Session Introduction – Timecard Editor Part II
Session Purpose
This session will help you learn the types of edits you can perform to employee timecards.
Session Objectives
•
•
•
•
•
•
•
© 2004 ADP. Inc.
Perform in and out transaction edits
Add a comment to a timecard entry
Cancel a meal deduction
Apply a pay code move
Conduct a work rule transfer
Add and delete employees to the pay from schedule function
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v5.0
Description of Edits
Depending on access privileges, managers have the ability to perform certain edits on
employee timecards.
Tasks include:
© 2004 ADP. Inc.
•
Adding, editing and deleting punches
•
Canceling meal deductions
•
Adding, editing and deleting pay code amounts
•
Attaching and deleting comments in timecard entries
•
Perform labor account transfers
•
Perform work rule transfers
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v5.0
Editing Options/Navigating/Formatting
While editing in Enterprise eTime, you can use your mouse or keyboard to navigate within the
Timecard view. You also have a variety of formatting options for entering timecard data.
In Cell Editing
If you need to enter IN or OUT punches in an hourly view, you can easily enter the time by
typing directly in the timecard IN or OUT cell. You can also use menu options to apply edits
within a timecard. In some cases, you can access shortcut menus by clicking the right mouse
button.
Tab Key
You can move from one cell to the next using the Tab Key. The key moves the cursor
horizontally to the next cell on the right. When the cursor is at the end of the row, the Tab key
continues to move the cursor through the grid, moving to the next row or day. The Shift+Tab
key combination moves the cursor horizontally to the previous cell on the left.
Arrows
Within one column you can move up or down one cell using the up and down arrow keys.
If you are in a pay code cell or transfer cell, with the drop-down list visible, the up and down
arrow keys move from one item to the next item or previous item respectively.
Formatting Punch Times
You can enter punch times in a number of ways:
•
12 or 24 hour formatting is acceptable (1:00 p.m. or 13:00)
•
Leading zeros are optional: 0700 is converted to 7:00
•
Colons are optional: 730 is converted to 7:30
•
AM is assumed for all hours except 12:00 – 12:59, when PM is assumed
•
Am, A.M., A, am, a or a.m is converted to AM
•
Pm, P.M., P, pm, p or p.m is converted to PM
Given these rules, the most efficient way to enter a punch is:
Entry
© 2004 ADP. Inc.
eTime Formatting
7
7:00 AM
730
7:30 AM
10p
10:00 PM
1130p
11:30 PM
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v5.0
Saving, Refreshing and Calculating a Timecard
Saving
As you apply edits to the timecard you must remember to save these changes to the database.
Think of the timecard as your work area for recording edits. A gold bar appears at the top of
the header to indicate unsaved changes.
Refreshing
Information in a timecard or schedule comes from the database. If you do not save your edits,
the system cancels the edits and returns the data to the most recently saved timecard view.
Refresh is a way to undo the changes you have just made on the screen.
Calculating
As you learned earlier, when you edit punches or amounts, a red flag may appear in the Totals
and Schedule tab at the bottom of the screen. This indicates that the totals on the timecard do
not match the entries on the timecard.
You can calculate the timecard totals without saving the edits to the database. By calculating
the timecard totals, you can see the impact of changes or edits before committing them to the
system. Once you calculate the totals you can save your edits or refresh the timecard to remove
the changes.
Fast Facts
© 2004 ADP. Inc.
•
When you select Actions>Calculate Totals, the system recalculates the timecard so that
accurate totals and exceptions are displayed and the red flag disappears.
•
The Calculate Totals option does not save edits to the system.
•
If there are no new changes, a message displays stating,
“There are no new changes to calculate”.
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v5.0
Performing Timecard Edits
Adding Punches
Step
1
Action
Select the Employees Timecard you wish to edit.
Click in the cell.
2
3
Type in the correct information.
4
Click Save.
© 2004 ADP. Inc.
2-26
v5.0
Editing Punches
There are several types of edits you can perform on punches. You can change the punch time,
the time zone, override a punch or cancel automatic deductions.
Change Punch Time
Step
Action
Click in the cell that requires the edit, the current punch will be highlighted.
1
Enter the new punch time. Once highlighted you can type over the current number.
2
3
© 2004 ADP. Inc.
Click Save.
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v5.0
Deleting Punches
You can delete punches directly from the Hourly View timecard. For example, assume that you
accidentally entered the OUT punch in the second IN Field. You can select the punch and press
delete on your keyboard.
Result: Punch Entered in Wrong Date.
Step
Action
Click cell with the Incorrect punch.
1
2
Click Delete on your keyboard.
Result
© 2004 ADP. Inc.
2-28
v5.0
Canceling Meal Deductions
If an employee worked through their meal break or did not take a meal break for the day, it
must be added back to the total work hours. You have the ability to cancel a meal deduction for
an employee for a specific shift or you can cancel all meal deductions for the entire day.
Step
Action
1
Select the punch you want to edit.
2
Click Punch> Edit or right-click the punch and select Edit Punch.
From the Cancel Deduction drop-down list, select the appropriate deduction.
3
4
Click OK.
5
Click Save.
Helpful Hints
© 2004 ADP. Inc.
•
To reverse the cancel deductions, select <None> from the Cancel Deduction
drop-down list. This will remove the cancel deduction and return the break or meal to
the shift.
•
If you cancel a deduction that is not assigned to the employee, the system does not
remove any break or meal from the shift. For example, if you cancel a 30 minute meal,
but a 60 minute deduction was applied the selected shift, the system makes no
adjustment.
•
If you don’t know which break or meal rule the employee uses as displayed in the
cancel deduction drop down list, then select all. The all selection removes all break or
meal deductions from the shift.
•
All deductions defined in the system appear in the drop-down list and may not apply to
the selected employee.
•
Since project view employees enter durations for worked time, you cannot apply the
cancel meal deductions option to their worked shifts. Instead, make adjustments to the
amount of time entered.
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v5.0
Editing Punches that Cross the Day Divide
Not all shifts begin and end within the same day. When an employee works a shift that crosses
the day divide (typically midnight), there are certain rules that Enterprise eTime follows when
placing those punches on the employees timecard.
The Enterprise eTIME system can be set up to apply worked hours in the following ways:
•
Apply all hours worked to the shift’s start day;
•
Apply all hours worked to the shift’s end day;
•
Or apply each hour to the day on which it is worked.
•
Apply all hours worked to the day with the majority of hours.
Examples
© 2004 ADP. Inc.
•
If you add time to an IN cell or an OUT cell, the system recognizes the punch as
either an
in-punch or out-punch. For example, if you have an 11:00 PM in-punch for Monday
and you need to add an out-punch of 7:30AM on Tuesday morning, enter the
7:00AM out-punch on the Monday row in the OUT cell.
•
If a punch is entered for a time that is in the middle of an existing shift, the system
assigns the punch to the next day.
2-30
v5.0
Adding and Deleting Comments
Comments are brief descriptive phrases that provide more information about a punch (or
amount).
Comments can be attached to any of the following:
•
In-punch or Out-punch
•
Durations
•
Pay Code Amount
•
Move Amount
•
Historical Amount
Helpful Hints
© 2004 ADP. Inc.
•
If you add a comment to a system generated punch, the punch becomes a real punch.
This has the same effect as editing the punch.
•
Once you add a comment, a comment icon displays alongside the punch time or
amount.
•
To view the comment that the icon represents, click the Comments tab at the bottom of
the timecard.
•
It is possible to have more than one comment associated with a punch. For example;
“Late In” and “Second Occurrence.”
•
Comments are configured by an administrator . “Free text” comments are not
available.
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v5.0
Adding Comments
Step
Action
Click in the cell to which you want to add a comment.
1
Select Comment
2
3
Click OK.
Result: A comment icon shows up alongside the punch time or amount.
Result: And the comment appears under the Comments tab at the bottom of the timecard.
Repeat steps 1 through 3 for multiple comments.
© 2004 ADP. Inc.
2-32
v5.0
Deleting Comments
Step
Action
1
Click in the cell with the Comment.
From the menu bar, click Comment > Delete.
3
Click OK.
© 2004 ADP. Inc.
2-33
v5.0
Editing Labor Account Transfers
You have the ability to add a labor account transfer that an employee did not make or edit a
labor account transfer that an employee performed incorrectly.
Helpful Hints
© 2004 ADP. Inc.
•
If you are entering a labor account transfer in the timecard for a shift that has two or
more consecutive transfers, the first OUT cell should remain empty and second IN cell
should represent the transfer time.
•
The timecard grid accommodates two transfers on one row. If you need to transfer time
to a different labor account more than twice in a given day, add a row under the one
you are currently editing and continue your entries.
•
When an employee enters a labor account transfer at the time clock, the system
automatically generates an out-punch to end the first part of the shift and enters the
in-punch transfer to the new department in the second IN column. The second IN
punch carries the transfer information. The out punch is system generated and cannot
be edited.
2-34
v5.0
Demonstration: Editing Labor Account Transfers
Step
1
Action
In the timecard workspace, click the transfer column on the row associated with
the punch or amount that you want to transfer.
Click the down arrow. A list displays that shows the most resent transfers.
2
Select one of the following:
A labor account from the drop-down list.
0r
Search, which appears at the end of the drop-down list.
If you select search, the Select Transfer dialog box displays. The dialog box
shows all labor levels.
If you not have access rights to one of more labor levels, they are grayed out.
Select your labor level.
3
4
© 2004 ADP. Inc.
Click OK
The new labor account appears in the transfer cell.
2-35
v5.0
Workshop: Performing Timecard Edits
Instructions
Log on as Chris Powers. The User ID is cpowers and the password is welcome.
Scenario One
You review the timecard of Tamika Folan and notice she has not entered any hours for the
second week of the pervious pay period. Enter the following on her timecard.
Monday – 9:04 Am to 6:00 PM
Tuesday – 9:05 AM to 6:00 PM
Wednesday – 9:00 AM to 11:00 AM
Thursday – 9:00 AM (your not certain when Tamika ended her shift for the day so leave the
out punch blank)
Friday – 10:00 AM to 12:00 PM
Friday – Transferred to the Operating Room (314) as a registered nurse (515) between the
hours of 1 PM and 7 PM.
What do the red borders around the data cells represent?
Tuesday:_______________________________
Wednesday:____________________________
Thursday:______________________________
Viewing the Totals and Schedules tab, fill in the amounts below.
Account
101/213/317/406/513
Pay Code
Regular
(x)101/213/314/406/515
Regular
Amount
Scenario Two
© 2004 ADP. Inc.
2-36
v5.0
After reviewing Erica Entenmann’s timecard, you realize she left at 4:00 PM on the first
Thursday of the previous pay period. You need to change her Out punch for the first Thursday
to 4:00 PM.
What are the total shift hours for the first Thursday of the previous pay period?
Scenario Three
Not only did Erica leave at 4:00 PM, she requested to work through her lunch break on the
same day. Conduct a meal deduction for Erica on her timecard for that day.
What are the total shift hours for the first Thursday of the previous pay period?
Scenario Four
On the first Friday of the previous pay period, Erica switched shifts with a co-worker. Change
her in In and Out punches to reflect In = 11PM and Out 8 AM.
To which day(s) are the hours applied?
© 2004 ADP. Inc.
2-37
v5.0
Workshop: Comments and Labor Account Transfers
Scenario Five
Erica Entenmann left early on the first Thursday of the previous pay period. Add a comment to
Erica Entenmann’s timecard indicating, “Early Out.”
Scenario Six
On the second Monday of the previous pay period, Erica Entenmann worked a second shift in
the Engineering department as the job of an Inspector from 7:00 PM to 11:00 PM. Adjust
Erica’s timecard to reflect this transfer.
Viewing the Totals and Schedules tab,
how many hours are applied to ////531/ account?
How many hours are applied to the ////521/ account?
.
© 2004 ADP. Inc.
2-38
v5.0
Workshop: Performing Timecard Edits Results
Scenario One
Scenario Two
Scenario Three
© 2004 ADP. Inc.
2-39
v5.0
Workshop: Comments and Labor Account Transfer Results
Scenario Five
Scenario Six
© 2004 ADP. Inc.
2-40
v5.0
Workshop Debrief
Notes
© 2004 ADP. Inc.
2-41
v5.0
Editing a Work Rule Transfer
A work rule transfer allows you to apply a different set of rules to an employee’s shift. For
example, an employee is temporarily filling in for the Administration department and should be
paid based on the Administration Work Rules, including meal breaks, rounding and which
exceptions are flagged. A work rule transfer ensures that the appropriate payroll rules are
associated with the worked time.
Step
Action
Click the transfer cell that corresponds to the shift you want to edit.
1
Click the down arrow. A list displays that shows the most resent transfers.
From the work Rule drop-down list, select the appropriate work rule
2
3
© 2004 ADP. Inc.
Click OK
The new work rule displays in the Transfer cell.
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v5.0
Pay Codes
Enterprise eTIME uses pay codes to organize time and money. Time-based pay codes accrue
hours; monetary-based pay codes accrue money.
Employees who track their time using the Project View time entry method link each entry to a
pay code. Timestamp and Hourly View employees have worked time represented by punches,
so only non-worked time and money entries are associated with pay code amounts.
Each row in the timecard that contains an amount must have a corresponding pay code. Pay
code amounts cannot reside on the same row with IN and OUT punches. The Pay Code column
is immediately to the right of the Date column in an Hourly View timecard and to the right of
the Add a Row icon in a Project View timecard. You can add an amount by typing the
appropriate number of hours directly into the timecard cell.
You can also add time to a pay code based on the hours an employee is scheduled to work. The
Amount column can be populated with the options “Full Sched Day” or “Half Sched Day”
rather than a numeric entry.
The Enterprise eTIME system will automatically calculate the number of hours to apply to the
selected pay code based on the employee’s schedule for the day and the full- or half-scheduled
day option selected.
Fast Facts:
© 2004 ADP. Inc.
•
The Full scheduled day and Half scheduled day options display in a drop-down list
in the Amount column after you select a pay code from the Pay Code column. Click
the Amount column on the appropriate row to display the down arrow. The pay code to
which the hours will be applied must be selected to enable the drop-down list.
•
When the Enterprise eTIME system calculates the amount of hours that equals a full or
half day, it considers any deductions or bonuses configured in the work rule. For
example, if the employee is scheduled 8 hours and has a 30-minute break deduct, a half
day will equal 3 hours and 45 minutes and a full day 7 hours and 30 minutes.
•
If the full scheduled day or half scheduled day option is selected for a pay code amount
on an unscheduled day, zero hours will be added to the pay code.
•
The full scheduled day and half schedule day options can only be used for time-based
pay codes, not monetary-based pay codes.
2-43
v5.0
Adding a Pay Code Amount
Step
Action
1
In the timecard workspace, select an empty row or insert a row for the appropriate date
2
Click the cell in Pay Code column then click the drop-down arrow.
3
4
© 2004 ADP. Inc.
Select the appropriate Pay Code from the drop-down list.
Enter the appropriate number or hours in the Amount column or click to display the down arrow
and select the appropriate option from the drop-down list.
2-44
v5.0
Moving Pay Codes
Sometimes it may be necessary to move an amount (dollars or hours) from one pay code to
another to correct a discrepancy or to account for something unexpected.
Example: Because of a department shortage, an employee is requested to work additional hours.
Because of this arrangement, you agree to pay the employee double time for two hours. In
order to perform this action we must manually move the pay code.
Moving Pay Codes
Step
© 2004 ADP. Inc.
Action
1
From the Totals & Schedule timecard tab, select the pay code that needs to be moved.
2
From the Amount menu, select Move.
3
In the field labeled Pay Code, select the correct pay code from the list box.
4
In the field labeled Amount, enter the correct amount.
5
Select the effective date.
6
Enter the transfer if applicable.
7
Enter a comment if applicable.
8
Click OK.
9
Click Save.
2-45
v5.0
Deleting a Pay Code Amount
Step
Action
1
Click in the Amount cell associated with pay code and press the delete key on the keyboard
2
Click in the Pay Code cell and press delete.
3
Click Save
© 2004 ADP. Inc.
2-46
v5.0
Workshop: Work Rules and Pay Codes
Instructions
Log on as Chris Powers. The User id is cpowers and the password is welcome.
Scenario One
On the second Monday of the previous pay period, from 7 PM to 11:00 PM, Erica Entenmann
worked as an RN in the Maternity Ward. Apply the work rule of “Callback” to Erica’s
timecard.
Scenario Two
On the first Saturday of the previous pay period, Erica worked from 9AM to 11PM. Add the
appropriate punches to her timecard.
Scenario Three
As Erica’s manager, you realize you agreed to pay her 2 hours of double overtime for working
Saturday. Move the Regular pay code for 2 hours to double time. Select the day on which the
OT was worked as the effective date.
© 2004 ADP. Inc.
2-47
v5.0
Workshop: Work Rules and Pay Codes Results
Scenario One
Scenario Two
Scenario Three
© 2004 ADP. Inc.
2-48
v5.0
Workshop Debrief
Notes
© 2004 ADP. Inc.
2-49
v5.0
Group Edits
Overview
Group Edits are changes you make to more than one employee at the same time. For example,
you can add a punch for three employees who forgot to punch out for lunch.
When you perform a group edit, the changes you make are submitted all at once. These
changes run as a background process so you can continue to use Enterprise eTIME.
To perform a group edit, you select the employees and then make the change. Group edits save
time because you only need to make the change once. They also ensure that changes are
applied consistently across employees.
Nearly any edit you can apply to one employee can be applied to a group of employees in the
same transaction. Some examples of the types of changes you can make using a Group Edit
include the following:
•
Add or delete a punch
•
Add or delete a pay code amount
•
Add or delete an historical amount
•
Reset or pay out accruals
•
Approve or sign off timecards
Performing a Group Edit
Performing a group edit is a simple, four-step process.
Step
Action
1
Select a QuickNav and/or HyperFind Query that displays the employees you wish to
edit.
2
Select the first employee.
3
Press and hold Ctrl, then select each of the other employees you wish to edit.
4
Perform the edit you wish to make.
Note: The selected employees’ rows are displayed in yellow.
© 2004 ADP. Inc.
2-50
v5.0
Group Edit Results
When you perform a group edit, it’s possible that the change failed for one or more of the
selected employees. You can select Group Edit Results on the Navigation Bar to verify that
the edits for everyone in the group were successful. The Group Edit Results page displays a
table showing the details and status of the group edits you perform.
If a failure occurred, a Details hyperlink will display. You click this link to display an error log.
The following screen illustrates a sample Group Edit Results page.
Note: Click Refresh to see the most current group edit status.
The following table describes each element on the Group Edit Results page.
This Column Heading
Displays This Information
Group Edit
the type of edit you performed
Date
the date the group edit was performed
Time
the time the group edit was submitted for processing
User Name
the user name of the person performing the group edit
Status
the status of the group edit
Results
the number of successes and failures and the total
Note: The status is either completed or processing
© 2004 ADP. Inc.
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Group Edit Error Log
If a failure occurred during a group edit, you can click the Details link to display the Group
Edit Error Log.
The error log displays the employee name and a description of each error that occurred. The
following screen illustrates an example of the Group Edit Error Log page.
Note: Click Refresh to view the most current status.
© 2004 ADP. Inc.
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Demonstration: Adding Pay from Schedule
Step
1
Action
Press and hold Ctrl and select multiple employees, or select Actions > Select All to select
all employees.
Select Pay From Schedule > Add.
2
Result: The Add Pay from Schedule window displays.
3
In the Effective Start Date field, enter the date to begin paying from the schedule.
4
In the Effective End Date field, enter the date to stop paying from the schedule.
Click Comments.
5
6
7
© 2004 ADP. Inc.
Result: The Add Comment window displays.
From the Comments lists, select the reason for adding pay from schedule and click OK.
Result: The Add Comment window closes.
Click OK.
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Demonstration: Deleting Pay from a Schedule
Step
1
Action
Press and hold Ctrl and select multiple employees.
Select Pay From Schedule > Delete.
2
Result: The Delete Pay from Schedule window displays.
3
In the Effective Start Date field, enter the date to stop paying from the schedule.
4
In the Effective End Date field, enter the date to begin paying from the schedule.
Click Comments.
5
6
7
© 2004 ADP. Inc.
Result: The Add Comment window displays.
From the Comments list, select the reason for deleting pay from schedule and click OK.
Result: The Add Comment window closes.
Click OK.
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Knowledge Check
1.
To perform a group edit, you select the employees and then
a. Select Actions > Select All.
b. Make the changes.
c. Check the Group Edit Results.
d. Wait for Enterprise eTIME to run as a background process.
2.
To see which employees had group edit failures, you
a. Click the Details link.
b. Click the Status link.
c. Contact the system administrator.
d. Select Group Edit Results.
3.
Group edits are beneficial because
a. Changes are applied consistently across employees.
b. You can make more than one type of change to more than one employee at the
same time.
c. Any edit you can make for one employee can be applied to a group of employees
in the same transaction.
d. The changes are automatically posted to your HR and payroll systems.
© 2004 ADP. Inc.
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v5.0
Workshop: Performing Group Edits
Overview
The following lab allows you to apply the knowledge you just learned. Read the scenario and
follow the instructions. Use the appropriate eTIME job aid while completing the activity.
Scenario 1: Performing a Group Edit
While logged in as Chris Powers, you realize you need to add a full schedule day of PDO time
to the timecards of Holly Banchoff, Debbie Storm, and frank Jarvis with an effective date of
Friday of the current pay perios. You must stop the pay from schedule. Verify the results in
Group Edit results.
© 2004 ADP. Inc.
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Scenario One Results: Performing Group Edits
© 2004 ADP. Inc.
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Workshop Debrief
•
Were the group edits successful?
•
If not, which edit(s) had failures? Address failures individually if time allowed.
Discussion Questions
© 2004 ADP. Inc.
•
What type of group edits will you be performing? Will you need to select all
employees for some of your group edits?
•
Why is it important to ensure you’ve selected the correct employees prior to
performing a group edit?
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v5.0
Session Summary
In this session you learned that
•
The worked hours that employees enter at a timeclock or over the web are calculated
and displayed electronically in a timecard format.
•
Employees, managers, and administrators can access timecard information and make
edits as needed in the Timecard Editor.
•
The functions managers can perform within the Timecard Editor workspace include
punch edits, work rule and labor account transfers, pay code edits, pay code moves,
adding comments, adding and deleting timecard rows, and calculating a timecard.
•
The Timecard Editor workspace is divided into two sections and displays edits and
various timecard tabs.
•
The action menus contain options that can be used to perform timecard edits and other
functions from within the open timecard.
In this session, you learned how to
•
Identify a timecard entry as Hourly View or Project View.
•
Identify and define timecard data displayed in the timecard tab section.
•
Perform timecard edits
•
Add a comment to a timecard entry
•
Cancel a meal deduction
•
•
Apply a pay code move
•
Conduct a work rule transfer
•
Add and delete employees to the pay from schedule function
•
Perform a group edit
Next Steps
Lesson 3: Timecard Approval
© 2004 ADP. Inc.
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Student Guide
2004 ADP, Inc.
Session Purpose
This session will help you finalize timecard data.
Session Objectives
•
•
•
Understand the timecard approval and signoff process
Approve employee timecards
Print employee timecards
Finalizing Timecard Data
Once managers have completed all of their timecard edits for the current pay period, the next
step in the process is to approve the employee timecards. Once a manager approves the
timecards, then payroll can prepare the data for transmission.
Depending on the timecard approval process adopted by your company, there may be multiple
levels of approval that are required for a timecard. For example, an employee, supervisor, and
department manager could each be responsible for approving a timecard consecutively. Each
approval is recorded on the Signoff and Approval and Audit Trail tabs of the employee
timecard.
When the timecard is complete, accurate, and ready for submission to payroll, a signoff
prevents the timecard from further edits. Typically, only payroll managers or their direct
reports are given access to the signoff feature.
Guidelines for Approving Timecards
1
2
3
4
May be performed for a single day, any range of dates including future dates. (i.e.,
current, previous, next)
Multiple levels of approvals are possible.
Approvals prevent further edits by the employee in the hourly and project view methods.
Approvals may also prevent further edits by managers.
© 2004 ADP, Inc.
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Viewing Approval Status
Pay Period Close QuickNav
For Managers, the Pay Period Close QuickNav is a great source for viewing multiple
employees’ approval and signoff status. There are two columns that show approvals and one
column that shows sign off.
The information displayed in these approval columns consist of the following:
Symbol
9
1
(Partial)
1 (Partial)
Definition
Pay Period Approved/Signed off
1 Person Approved (Appears in cases were multiple manager approvals are
necessary.)
Only a few day(s) of the pay period are approved.
One manager has approved. Only a few day(s) of the pay period are approved.
Sign offs and Approvals tab
The signoff and approvals section displays on a timecard once either an employee or a manager
has approved the time. This section displays the user who approved the timecard and the
applicable action taken (manager approval, employee approval, overtime approval, and payroll
signoff) as well as the date and time of the approval.
© 2004 ADP, Inc.
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Timecard Approval
Employee and Manager Approval of Timecards
Depending on the process adopted by your company, there may be multiple levels of approval.
For example, an employee, supervisor and department manager could each approve a timecard
or group of timecards, one after the other.
Each approval is recorded in the Sign-off & Approvals tab then the Final Sign-off locks the
Timecard from further edits.
Employee Approval
Step
1
2
Action
On the navigation panel, click My Timecard.
From the Time Period list, select the time period.
Note: You can approve your timecard for any time period.
On the Approvals menu click Approve.
3
Result: The approval displays under the Sign-offs & Approvals tab.
4
© 2004 ADP, Inc.
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Manager Approval
Step
1
Action
Note: You can approve an employee’s timecard for any time period.
Select the names of the employee(s) whose timecards you need to approve.
2
By holding down the Ctrl key as you click each row, you can select more than one employee for approval,
or you can click Actions>Select All and select everyone on the screen.
On the Approvals menu, click Approve.
3
Click Yes in response to the prompt to approve your selections.
Result: The Manager Approval column displays a “1” indicating one manager has approved the timecard
for the previous pay period.
4
© 2004 ADP, Inc.
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Removing Approval
Step
1
2
Action
Note: You can remove approval for an employee’s timecard for any time period.
Select the approved employee(s).
On the Approvals menu, select Remove Approval.
3
4
Click Yes in response to the prompt to remove approval.
Helpful Hints
Employee Approvals
Manager Approvals
Locks employees from making edits to timecards.
Does not prevent manager edits.
Locks employees from making edits to timecards.
May prevent manager edits.
Can approve timecard for any time period.
Can approve timecard for any time period.
Can be removed by employee, but not manager.
Can be removed by approving managers but not
employee or other managers.
Only applies to the employees own timecard.
Allows approval of multiple employee timecards.
Appears under the Sign-Offs& Approvals tab.
Appears under the Sign-Offs& Approvals tab.
Can only approve from “My Timecard” QuickNav time
card view.
Can approve employee data from any QuickNav
view except Schedule Editor.
Partially complete timecards can be approved.
Partially complete timecards can be approved.
© 2004 ADP, Inc.
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Printing Employee Timecards
Overview
Enterprise eTIME provides a printing feature that allows you to print the timecard including all
rows and columns including those that can only be viewed by scrolling or print the timecard
“image” which only includes all those areas that are visible.
To print the timecard, follow the steps outlined below.
Step
Action
1
From the employee’s timecard, select Actions > Print.
2
From the Print dialog window, select Print.
Result: The system prints the timecard grid and the section that is visible at the bottom of the
workspace, for example, Totals, Accruals, Comments, or Audits.
To print the timecard workspace, follow the steps outlined below.
Step
Action
1
From the employee’s timecard, select Actions > Print Screen.
2
From the Print dialog window, select Print.
Result: The system prints only the areas that are visible on your screen.
© 2004 ADP, Inc.
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v 5.0
Workshop: Timecard Approval
Scenario One
Log on as Erica Entenmann (user id: eentenmann, password: welcome). Approve your
timecard for the previous pay period.
Log on as Charles Freeman (user id: cfreeman, password: welcome). Approve your
timecard for the previous pay period.
Log on as Chris Powers (user id: cpowers, password: welcome). Approve Erica and
Charles’ timecards for the previous pay period.
© 2004 ADP, Inc.
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Workshop: Timecard Approval Results
Scenario One Results
© 2004 ADP, Inc.
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Summary
In this session you learned to finalize timecard data and approve employee timecards.
Session Objectives
You are now able to:
•
•
Approve an employee timecard
Print an employee timecard
Next Steps
•
© 2004 ADP, Inc.
Lesson 4: Generating Reports
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Lesson 4: Generating Reports
Student Guide
 2004 ADP, Inc.
Module Four: Generating Reports
Session Purpose
This session will help you use reports to analyze information.
Session Objectives
• Access the report function
• Identify the reports a manager can generate
• Generate a standard report identifying the people, time period, and options for the
report.
Reports Overview
Reporting is a tool that allows you to extract information from the Enterprise eTIME database
and present it in an easy to read format that can be printed, e-mailed and distributed to
employees and managers.
 2004 ADP, Inc.
4-2
E eTIME v5
Employee and Standard Reporting
The Enterprise eTIME application has over 80 standard reports that are available to managers
and supervisors. The actual reports managers and supervisors can generate and view depends
on the access privileges granted in the user report profiles.
In addition to the standard reports, Enterprise eTIME also has reports available for the
individual employee who enters time through a web browser.
Employee Reports
For those employees who enter their time through a web browser, the Enterprise eTIME
application has three employee self-service reports available for accessing and viewing. An
individual’s ability to view and access these three reports is determined by the privileges
granted in the security report profile.
The three employee self-service reports are:
•
•
•
Accrual balances and projections;
Schedule; and
Time detail.
Each of these three reports is specific to the individual who is accessing the application. Each
report can be run for a specific time frame and can be viewed on the desktop in an HTML
format.
Report Type
Description
Accrual Balances and Projection
Displays an employee’s current balances, projected future
takings/debits, projected future earnings/credits and projected
balances.
Schedule
Displays an employees schedule data.
Time Details
Displays detailed data about an employees punches, duration and
pay code edits.
 2004 ADP, Inc.
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E eTIME v5
Standard Reports
Report Category
Example
Description
Contains All reports available to managers in
the Enterprise eTime System.
All
Accruals
Accrual Details
Displays types of accrual transactions for each
employee.
Configuration
Work Rules
Lists the work rules defined
Data Collection
Activity Code Definitions
Lists the Activity Code definitions.
Detail QuickNav
Absent Employee
Displays employee’s excused and unexcused
absences through the current day.
Import
Import Errors
Displays error details about imported data.
Roll-up Quick Nav
Hours By Labor Account
Displays money/hours/wages for each Labor
account.
Scheduler
Employee Schedule – Weekly
Displays employee’s schedules of whose home
locations is one of the selected.
Timecard
Exceptions
Displays exceptions or comments attached to
the start or end of shift.
 2004 ADP, Inc.
4-4
E eTIME v5
Demonstration: Employee Reports
Employee Reports
Step
1
2
Action
From the My Information link, click My Reports.
Select a report to view.
Result: A description for each report displays.
In the As of list, select the desired time frame for the report.
Result: If a specific date range is selected, the Specific Date dialog box will open.
Click View Report.
3
 2004 ADP, Inc.
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E eTIME v5
Standard Reports
Selecting Options
Before generating a standard report, you should define any additional pieces of information the
report should contain. Depending on the report you are generating, different options are
available that are applicable to the report
•
•
•
•
•
•
•
•
Actual/Adjusted
Absence Types
Exceptions
Holiday Credit Type
Import Batch
Import Types
Pay Codes
Page Break
Only pay codes configured to display totals appear in the list of selectable pay codes within the
report options. The Display Totals setting for a pay code is part of the Setup Applications.
•
Function Access Profiles
•
Timecard Audit Type
Example: Suppose a manager wanted to display a report for all employees who have missed
punches in the current pay period, but only wants to see the actual punch information and
exclude any adjustments. By using the set options feature, the criteria can be further defined
for this report.
Viewing Report Status
Remember that the report information you requested is being gathered from the database server
and being transferred to the web/application server and displayed on your desktop through the
use of a browser. This process of gathering and displaying data may take a few minutes.
Once you have selected the Run Report option, the Check Run Status menu will
automatically appear. If you want to check the status of any report you are generating you can
select the Refresh Status option from the menu bar. This will display a grid on the desktop
that will indicate the status of the reports being requested.
 2004 ADP, Inc.
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E eTIME v5
Standard Reports
Step
1
2
Action
From the navigation bar, select Reports or click the Reports launch button in the workspace
header.
Select a report.
3
Click Set Options > Select Report Options
4
Click Run Report.
Click the Check Status Tab. There are several Options under the Check View Status Tab
View Report – The Report will display in Adobe PDF Reader
5
Refresh Status – Will update the report with any additional data.
Delete – Will Delete the selected report
Print Screen – sends all the contents visible on the screen to a printer.
Select the Report you would like to view. The top is the most recent.
6
7
 2004 ADP, Inc.
Click View Report. The report will display in Adobe PDF Reader.
4-7
E eTIME v5
E-mailing Reports
If configured, you can distribute your reports via e-mail right from the Enterprise eTime
system.
Step
1
2
3
Action
header.
Select a report.
Click Set Options > Select Report Options
After selecting Repot Options> Click E-mail
4
From the e-mail window Type in the name of the recipient(s) and Click Ok.
5
 2004 ADP, Inc.
4-8
E eTIME v5
Printing Reports
You can print your reports right from the Enterprise eTime system using the Send to Printer…
command.
Step
1
2
3
Action
header.
Select a report.
Click Set Options > Select Report Options.
After selecting Repot Options> Click Send To Printer.
4
5
 2004 ADP, Inc.
Select the Printer and Click Ok.
4-9
E eTIME v5
Workshop: Reports
Instructions
Before you begin this workshop you should have a working knowledge of how to navigate the
Enterprise eTIME workspace.
Objective
Using the mouse and keyboard, generate an employee time detail report and a standard time
detail report for all home employees in the previous pay period.
Scenario One – Time Detail Report
Log on as Chris Powers (User ID: cpowers, password: welcome.) and run a Time Detail Report
for all home employees in the previous pay period.
Check Run Status and document the following:
Status:
Click “Refresh Status” and view status:
Scenario Two – Exception Report
Log on as Chris Powers (User ID: cpowers, password: welcome.) and generate an Exception
Report for all home employees in the previous pay period with exceptions of Unscheduled, late
In and Early Out.
Record total number of exceptions in the report:
 2004 ADP, Inc.
4-10
E eTIME v5
Workshop: Reports Results
Scenario One
Scenario Two
 2004 ADP, Inc.
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E eTIME v5
Summary
There are two types of reports that can be generated from within the Enterprise eTIME
application. The first type is the employee information reports. The second type is standard
reports.
Employee information reports are available to all individuals who enter their worked time
using a web browser. There are three reports available that an employee can view include:
Accrual balance and projection report;
My Timecard Detail report; and
Schedule report.
Each of these reports will display information that is exclusive to the individual employee for a
defined period of time.
In addition to employee information reports, there are over sixty standard reports that are
available to managers, supervisors, payroll, human resources, and IT administrators. These
reports are categorized for easy access. The standard reports that are available to managers and
supervisors are determined by the security report profile for each individual user.
Unlike employee information reports, standard reports can contain data on a large group of
employees. Before generating any standard reports, it is important to define the people the
report should contain, the time period for the report, and any additional report options that may
be available.
In this session, you learned how to:
•
•
•
Access the report function
Identify the reports can generate
Generate a standard report identifying the people, time period, and options for the
report.
Next Steps
•
 2004 ADP, Inc.
Lesson 5: Maintaining Schedules
4-12
E eTIME v5
Lesson 5: Maintaining Schedules
 2004 ADP, Inc.
.
GETTING STARTED WITH ENTERPRISE ETIME
LESSON 5: MAINTAINING SCHEDULES
Session Objectives
 2004 ADP, Inc.
•
Identify the use of the Schedule Editor
•
Define schedule terms
•
Build schedules for employees and groups
•
Edit employee schedules
•
Adding a pay code to an employee’s schedule
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Schedule Editor
Overview
Schedules serve a very basic purpose – they define when your employees are expected to work.
Enterprise eTIME has a scheduler tool that automates the process of scheduling employees to
maintain adequate coverage and production levels, and makes it easier to manage and maintain
adequate staffing.
The scheduler within Enterprise eTIME provides the ability to:
•
enforce restrictions (i.e. not allowing early punches)
•
track exceptions (i.e., late early, absent etc.)
•
allow non-worked time (i.e., vacation) to be scheduled in advance
•
ensure that the labor distribution within an organization is allocated correctly
Schedule Editor Capabilities
Some of the customizable capabilities provided by the Schedule Editor include:
•
•
•
 2004 ADP, Inc.
View Shifts by label or start/stop time
In Cell Editing
Visual indicators for ad hoc shifts, deleted shifts, pay codes, off-days
1
V 5.0
Scheduling Terminology
In the following pages we will describe the terms below used in Enterprise eTIME scheduling:

Shift

Pattern

Schedule Group

Schedule

Shift Template

Pattern Template
Shift
A shift is a span of time (start and end times), that a person is scheduled to work.
A shift can contain one or more segments. Each segment has start and end dates, times and a
shift type.
There are 5 shift types:
 2004 ADP, Inc.

Regular

Break

Transfer

Off

Unavailable
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V 5.0
Scheduling Terminology
Pattern
A pattern contains one or more shifts that repeat over a specified number of
days or weeks.
Schedule Group
A schedule group is a collection of people who work the same shifts or pattern.
Schedule Group
Schedule
Members
First Shift
7a-3:30p M-F
Donna, Jack, Joe, Emily
Second Shift
3p-11:30p M-F
Doug, Mel, Kim, Jean
Third Shift
11p-7:30a M-F
Rita, Brian, Jane, Gary
 2004 ADP, Inc.
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Scheduling Terminology (continued)
Schedule
A schedule is a pattern, shift, or collection of shifts, that is assigned to an
individual or schedule group for specific dates. For example, the schedule for
the First Shift group for April 1–5 is Monday–Friday, 7:00am–3:30pm. A
schedule may have more than one set of shifts or patterns that repeat.
Templates
Templates are tools that allow you to set up your known shifts and patterns ahead of time and
then apply those templates to individuals and groups to create their schedules.
The two types of templates used for scheduling are shift templates and pattern templates.
Shift Template
Shift templates define standard shifts and are available site-wide.
A shift template contains:
•
Name
•
description
•
one or more segment types with start and end days and times,
but no date or employee.
Pattern Template
A pattern template specifies one or more shifts that rotate over time.
A pattern template contains:
•
a name
•
description
•
recurring interval (number of days or weeks that the pattern repeats), shifts for
each day in the pattern, but no start and end dates or employees.
To save time scheduling, create pattern templates and apply them to employees and groups for
specific periods of time. By using pattern templates, you do not have to enter details for each
employee’s or group’s pattern.
 2004 ADP, Inc.
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How to Access Schedule Editor
To access the Schedule Editor QuickNav, log on to Enterprise eTIME, and then follow the
steps below.
Step Action
Example
1
On the Navigation Bar, select a
QuickNav.
Select Schedule Editor.
2
In the Show field in the Header,
select a HyperFind Query.
Select Cost Center 401.
3
In the Time Period field in the
Header, select a time period.
Select Previous Pay Period.
In this example, you would see the Schedule Editor view of the employees in cost center 401
for the previous pay period.
 2004 ADP, Inc.
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Viewing Options
QuickNav Header
The QuickNav header contains the following components:
Field
Description
QuickNav Name
Show
Identifies the QuickNav that is currently displayed
Displays the HyperFind Query that contains people you want
to view. The default setting is “All Home.”
Identifies the span of time you want to view. To select a
different time period, click the Time Period drop-down
arrow and select Previous Schedule Period, Current
Schedule Period, Next Schedule Period, Today,
Yesterday, Week to Date, Last Week, Specific Date, or
Range of Dates. The date range of the selected time
period appears in the first column heading.
Allows you to edit a HyperFind Query to show a different
set of people.
Refresh Cancels any unsaved data and updates the
workspace with the most current information from the
database.
Allows you to launch other Enterprise eTIME components
so that you can view or edit employee timecards,
individual schedules, People Editor information, or view
reports
Displays online, context-sensitive Help
Contain actions that you can perform on data in the
workspace, and options that launch editors that allow you
to perform other scheduling tasks
Below the launch buttons, located in the top right corner of the
page are the begin date and end date of the selected time
period.
On either side of the selected time period are VCR type
buttons used to navigate through the available time periods.
The VCR buttons allow the user to navigate day by day or
jump directly to the beginning or end of the date range.
Time Period
Edit
Refresh
Launch Buttons
Online Help
Menus
Date Range of
Selected Time
Period
VCR-type
buttons
 2004 ADP, Inc.
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Viewing Options
Employee View
By Group View
View Menu Features
 2004 ADP, Inc.
4
V 5.0
Visual Indicators
When an employee’s regularly scheduled pattern incurs changes, visual indicators display
indicating a change in the schedule.
If
The employee’s shift is changed to
a different start/stop time…
The employees shift is deleted
either via a pay code being added
or manually deleted…
The employee transfers in from
another location…
Then
A light blue bar displays next to the
shift to indicate the shift is ad hoc – a
change from the usual pattern.
The shift displays with a strike
through.
An “X” will appear next to the shift.
Turning On/Off Visual Indicators
In order to turn on the visual indicators, place a check mark in the corresponding indicator.
To view changes made to schedules, select to view Ad Hoc Items.
Restoring Deleted Shifts or Pay Codes
In order to restore deleted shifts or pay codes, go to the menu bar, Shift > Restore.
 2004 ADP, Inc.
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V 5.0
Scheduling Employees by Group
When you assign a standard schedule at the schedule group level, all employees in the group
inherit that schedule. You can make one change to the group schedule and everyone in the
schedule group inherits the change.
 2004 ADP, Inc.
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V 5.0
Knowledge Check
1. Regular, Transfer and Unavailable are three examples of the standard types of…
a. templates
b. shifts
c. groups
d. patterns
2. One or more shifts, that repeat over a specified period of time is known as a…
a. template
b. rotation
c. pattern
d. shift group
3.
When schedule groups are used to schedule employees
a. making a change to an individual’s schedule will affect everyone assigned to
the same group
b. you cannot make individual changes to employees assigned to the group
c. all employees must be assigned to a schedule group
d. making a change to the group schedule affects everyone assigned to that group.
Defining Groups & Assigning Employees
After you have completed defining the shifts and pattern templates, the next step is
to define a schedule group. A schedule group consists of a shift or a pattern
template, a group of employees, and an effective date. You can use schedule
groups to associate a set of employees to the schedule assigned to a group.
Schedule groups can only be defined from within the Schedule Planner window. In
order for employees to be assigned to a schedule group, the employees must be
loaded in the schedule planner.
 2004 ADP, Inc.
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V 5.0
Defining Groups & Assigning Employees
A schedule group consists of a shift or a pattern template, a group of employees, and an
effective date. You will define Schedule groups from within the Schedule Editor window.
Demonstration – Creating a Schedule Group
Step
 2004 ADP, Inc.
Action
1
From the navigation bar, select the Scheduler Editor.
2
Select the By Group tab.
3
From the menu bar, select Group > Add.
4
In the field labeled Group, indicate the name of the group.
5
In the field Effective Date field, indicate the date when the assigned employees become
members of the schedule group.
6
In the column of the Available as of window, select the names of the employees who
should be assigned to the schedule group and select Add.
7
In the Pattern Template field, select the pattern template that should be associated with
the schedule group.
8
In the field Start Date field, indicate the date when the group will begin working the pattern.
9
In the End Date field, indicate the date when the group will stop working the pattern.
10
Click O.K.
11
Click Save.
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Building Schedules for Employees
Applying a Shift Template
The final step in this process is to build the schedules for the employees assigned to a schedule
group, from within the Scheduler Editor. The procedures in this section can also be applied
when building a schedule for an individual employee.
There are two steps to building employee schedules:

apply a shift template to the schedule group

apply a pattern template to a schedule group
Demonstration – Applying a Shift Template
Step
Action
1
2
3
Select the day and group for which the shift template will apply.
4
From the menu bar, select Shift, > Insert Template.
5
Select the shift template that should be assigned to the schedule group.
6
Click O.K.
7
Click Save.
Demonstration – Applying a Pattern Template
Step
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Action
1
2
3
Select the group for which the pattern template will apply.
4
From the menu bar, select Shift, > Add Pattern.
5
In the Work Start Date field, enter the date in which work shift will begin.
6
In the End Date field, enter the date in which the pattern shift will end.
7
Select Override other patterns if this pattern template is to override any previously
assigned schedules to employees or groups.
8
Select Insert Pattern and select pattern from the list.
9
Click O.K.
10
Click Save.
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Maintaining Schedules
Overview
In this section you will learn to perform the following tasks.

Assign an employee to a group.

Remove an employee from a group.

Create ad hoc shifts.

Schedule non-worked time for employees.
Assigning Employees to a Group Demonstration
Step
Action
1
2
From the Schedule Editor, select the name of the person(s) you want to assign.
3
From the menu bar, select Group > Assign to Group.
4
Select the group in which you want to add the employee.
5
Click OK.
6
Click Save.
Reassigning an employee from one group to another
When reassigning an employee from one group to another, follow the procedures outlined
above. You will receive a message confirming your move giving you the choice to override
that employee’s original schedule and assign him/her to the new schedule group.
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Creating Ad Hoc Shifts
When necessary, managers can create ad hoc shifts for a schedule group or for an individual.
The ad hoc shift will replace the scheduled shift for that day(s) specified.
When you delete the add hoc shift for a group, the shift from the group pattern will replace
with the deleted add hoc shift.
 2004 ADP, Inc.
Step
Action
1
From within the Schedule Editor, select the name of the schedule group or the individual for
which you are creating the ad hoc shift.
2
Select the day during the week when the ad hoc shift will begin.
3
From the menu bar select Shift, choose Edit.
4
Edit the shift that is displayed in the shift editor to reflect the ad hoc shift.
5
Click OK.
6
Click Save.
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Adding Non Worked Time to an Employee Schedule
When necessary, managers can add a pay code to an employee’s schedule or to a schedule
group to reflect non worked time.
Step
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Action
1
From within the Schedule Editor, select the name of the schedule group or the individual
you are adding the pay code for..
2
Select the day during the week to which the pay code should apply.
3
From the menu bar select Pay Code, choose Add.
4
Select the pay code from the drop down list.
5
Enter the amount of hours associated with the pay code.
6
Verify the Start time and effective date are accurate.
7
Click the arrow in the comment box and select the applicable comment to associate to the
pay code..
8
Click OK.
9
Click Save.
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Viewing Schedule Audits
Overview
Managers have the ability to view changes made to an employee’s schedule. The schedule
audits will keep a record of transactions that have been performed by an employee or a
manager that affect the employee schedule.
The schedule changes that are tracked include:
 2004 ADP, Inc.

creating an ad hoc shift

shifts that have been added, edited, or deleted at the individual or group level

pay codes that have been added, edited, or deleted from an individual or group level
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Demonstration – Viewing Schedule Audits
Step
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Action
1
2
From the Schedule Editor, select the employee(s) to view.
3
Select the appropriate time period. (i.e., previous pay period)
4
From the menu bar, select View > Audit.
5
In the field labeled Filter Rows by Type, use the down arrow to select the appropriate filter.
6
Click OK when you have completed viewing the audit trail.
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Lab: Working with Templates and Schedule Groups
Overview
The following lab allows you to apply the knowledge you just learned. Read the scenario and
follow the instructions. Use the appropriate procedure in your student guide while completing
the activity.
Scenario 1: Edit an employee’s schedule and add a pay code.
Holly Banchoff requested the day off for Friday of the current pay schedule. Log in as Chris
Powers, schedule her PDO, and add an approved comment.
View her timecard and complete the following information:
Account:
Pay Code:
////533
PDO
Amount:
Scenario 2: Edit an employee’s schedule.
Rolando Arturo has a doctor’s appointment on Thursday of next week. He requested to
work additional hours to make up for the time lost. Schedule him to work one extra
hour late Monday, Tuesday, Wednesday, and Friday of next week so he can take four
hours off on Thursday afternoon. Change Rolando’s shift end time for Thursday of
next week to reflect 2 PM.
View Rolando’s timecard, from the Totals and Schedule tab, complete the following
information.
Date
Start Time
End time
Monday
Tuesday
Wednesday
Thursday
Friday
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Scenario 3: Add employees a group.
Your organization just implemented the Enterprise eTIME system. You must assign the
employees in your department to a schedule group. The employees in your department work
from 9:00 AM to 6:00 PM, Monday through Friday. Use the pattern 9a-6p M-F when creating
this group. Name your group, “3 Payroll.”
The Payroll department has worked the schedule all week. Make it effective as of Monday this
week and run it for two weeks from the effective date.
Create the schedule and apply it to your team of employees that consist of: Cliff Aceman,
Wayne Allen, and Jack Anvil.
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Scenario One Results: Edit an Employee’s Schedule and Add a Pay
Code.
Scenario Two Results: Edit an Employee’s Schedule.
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Scenario Three Results: Add employees to a group.
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Session Summary
In this session, you learned how to
 2004 ADP, Inc.
•
Identify the use of the Schedule Editor
•
Define Schedule Terms
•
•
Edit employee schedules
Add a paycode to an employee’s schedule
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