ezLaborManager for Supervisors

Transcription

ezLaborManager for Supervisors
Handout Manual
.
V12291072195CANENG_EZ18 © 2010 ADP, Inc.
ADP’s Trademarks
The ADP Logo and ezLaborManager are registered trademarks of ADP, Inc.
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countries.
All other trademarks and service marks are the property of their respective owners.
© 2011 ADP, Inc. and its licensors. All rights reserved.
The information contained herein constitutes proprietary and confidential information of ADP. It must not be copied,
transmitted, or distributed in any form or by any means, electronic, mechanical, or other, including photocopy or recording,
or through any information storage or retrieval system, without the express written permission of ADP.
EZLABORMANAGER FOR SUPERVISORS
VIRTUAL CLASS MANUAL
Contents
Course Introduction
Course Purpose.............................................................................................................. 1
Course Objectives.......................................................................................................... 1
Important Information ................................................................................................... 1
Introducing ezLaborManager
The Punch-In to Paycheque Process.............................................................................. 2
The Employee’s Role .................................................................................................... 3
The Supervisor’s Role ................................................................................................... 3
The Administrator’s Role .............................................................................................. 3
Adding a Favourite, Creating a Desktop Shortcut, and Logging On Job Aid ............... 4
Changing Passwords Job Aid ........................................................................................ 6
Navigation Elements ..................................................................................................... 7
Time Entry Methods
Types of Time Entry...................................................................................................... 8
Editing Employee Timecards
What Are Timecard Exceptions?................................................................................... 9
Timecard Manager....................................................................................................... 10
Editing Hours Job Aid ................................................................................................. 11
Editing Days Job Aid................................................................................................... 12
Adding Missed Punches Job Aid................................................................................. 14
Deleting Punches Job Aid ........................................................................................... 16
Correcting Department Transfers Job Aid................................................................... 17
Automated Messaging ................................................................................................. 18
Scheduling Employees
What Is a Schedule? .................................................................................................... 19
Types of Schedules...................................................................................................... 19
Role Differences by Task ............................................................................................ 19
The Schedule Editor .................................................................................................... 20
Reviewing Time off Requests
Overview ..................................................................................................................... 21
Scenario ....................................................................................................................... 21
Reviewing Time Off Requests Job Aid ....................................................................... 25
Viewing Time Off Requests ........................................................................................ 26
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Viewing Employee Information
My Employees – Timecard Tab .................................................................................. 27
Viewing Attendance Information ................................................................................ 28
Viewing Benefits Information ..................................................................................... 28
Viewing General Information...................................................................................... 28
Running Reports
Overview ..................................................................................................................... 29
Reporting Elements ..................................................................................................... 29
Reasons to Run a Report ............................................................................................. 30
Frequently Run Reports............................................................................................... 30
Viewing and Printing a Report Job Aid....................................................................... 31
Downloading Report Data Job Aid ............................................................................. 32
Editing a Report Job Aid ............................................................................................. 33
Scheduling a Report .................................................................................................... 34
Completing End-of-Period Tasks
Overview ..................................................................................................................... 35
Fixing Exceptions........................................................................................................ 35
The Exceptions by Employee Page ............................................................................. 36
The Exceptions by Type Page ..................................................................................... 36
Approving Total Hours Worked Job Aid .................................................................... 37
Approving Individual Time Pairs Job Aid .................................................................. 38
Course Closing
Support after Class ...................................................................................................... 39
Course Objectives........................................................................................................ 40
ezLaborManager for Supervisors (72194)................................................................... 41
Training Evaluation ..................................................................................................... 42
Appendix
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HANDOUT MANUAL
Course Introduction
Course Purpose
This course introduces you to ADP’s ezLaborManager®. You will learn how to manage your
employees’ timecards, schedule employees’ time, and run reports.
Course Objectives
Upon completing this course, you will be prepared to:
 Edit timecards
 Assign employees to a schedule
 Review time off requests
 View employee information
 Run reports
 Complete end-of-period tasks
Materials Overview
Use the following information back at your office:
 Job aids
 Quick reference cards
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Introducing ezLaborManager
The Punch-In to Paycheque Process
ezLaborManager simplifies the job of collecting your employees’ time and attendance
information and moving it quickly and accurately through the payroll process.
Stages and Descriptions
The following table describes the stages of this process:
Stage
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Description
1
Employees enter their time data in ezLaborManager, and the punches are collected. The
application applies rounding rules, totals the hours, calculates overtime, and highlights
missed punches and other exceptions.
2
You review and edit time information and generate reports. You can also approve time
online, if your company is set up for this feature.
3
The ezLaborManager administrator closes the pay period (so no further entries can be
made in ezLaborManager), adjusts the payroll as necessary, and creates the files with pay
data and punch details. The ezLaborManager administrator then exports the paydata file
and, if your company is set up to display punch details on employee's cheques, the punch
detail files..
4
The payroll administrator imports these files to the ADP payroll product and submits the
payroll to ADP.
5
ADP processes the payroll.
6
ADP then sends the output, including paycheques, vouchers, and reports, to the payroll
administrator who verifies the information, distributes paycheques to employees, and then
starts a new payroll cycle in your Payroll module.
7
The ezLaborManager administrator then move to a new pay period in ezLaborManager,
and the process begins again.
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The Employee’s Role
 Enters his or her time (if applicable)
 Views own time sheet, schedule, benefits, personal, and attendance information
 Enters own supplemental earnings (if applicable)
 Sends attendance notifications to supervisors (if applicable)
 Requests time off (if applicable)
The Supervisor’s Role
 Finds timecard exceptions
 Corrects errors and exceptions
 Assigns employee schedules
 Approves employee timecards (if applicable)
 Approves time off requests (if applicable)
 Creates and schedules reports
The Administrator’s Role
 Creates schedules
 Edits employee timecards
 Sends e-mail notifications
 Maintains employee information
 Creates and schedules reports
 Performs end-of-period tasks
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Adding a Favourite, Creating a Desktop Shortcut, and Logging
On Job Aid
Step
Action
1
On your Windows Start menu, click Start. Launch Microsoft® Internet Explorer and connect to
the Internet.
2
In the Address field, type ezlm.adp.com and press Enter.
Note: Employees who need to use only the Clock In, Clock Out, or Lunch Out buttons do not
have to log on the full application. Instead, you can give them the https://ezlmwc.adp.com
Internet address, which will take them directly to the ezLaborManager Web Clocking page.
This login page is especially useful if you want to set up a single computer to use as a kiosk
where employees can clock in, clock out, or lunch out. From the single computer, you can go to
that page and create a favourite for the Web Clocking page so that several employees can
access the application from that computer.
3
4
In the center of the page, click Bookmark ezLaborManager.
In the Add Favourite window, click OK.
Result: The ezLaborManager link is added to the list of favourites.
5
On the Internet Explorer menu bar, select Favourites, right-click ADP ezLaborManager, and
select Send to Desktop. Close your favourites, and then close your browser.
Note: If you do not have the Send to Desktop option, select Copy, go to your Windows desktop,
click in an empty space, right-click, and select Paste.
Result: The ADP ezLaborManager icon displays on your desktop.
6
Double-click the ezLaborManager desktop shortcut.
Result: The ezLaborManager Login page opens.
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Adding a Favourite, Creating a Desktop Shortcut, and
Logging On Job Aid (Continued)
Instructions (Continued)
Step
Action
7
IF the client name or ID:
THEN:
Already exists on your
computer as an Internet
cookie
Enter your user ID and password and click Login.
Note: To obtain your user ID and password, contact your
administrator.
Does not exist on your
computer as an Internet
cookie
In the Client Name field, enter your client name and click
Submit.
Enter your user ID and password and click Login.
Note: To obtain your user ID and password, contact your
administrator.
Result: The ezLaborManager Supervisor Services Home page opens.
Note: If your employee is using the ezLaborManager Web Clocking feature, they go to
https://ezlmwc.adp.com to add the Web Clocking page to their list of favourites. The Web
Clocking page opens. The employee enters his or her ezLaborManager user ID and password
and then clicks the appropriate button to clock in, clock out, or lunch out.
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Changing Security Questions and Answers Job Aid
Instructions
Step
1
2
Action
Click the Options button.
Click Change Security Questions and Answers.
Result: The Change Security Questions and Answers page displays.
3
In the Select Security Question 1 field, select a question.
4
In the Answer 1 field, enter an answer to security question 1.
Note: The answer can be anything that you will remember provided that it meets the
requirements listed at the top of the page.
5
Repeat steps 3 and 4 for the remainder of the security questions and answers.
6
Click Submit.
Result: Your security questions and answers are saved.
7
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Click Close to return to the Supervisor Services Home page.
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Changing Passwords Job Aid
Instructions
Step
Action
1
Click the Options button.
2
Select Change Password.
Result: The Change Password window opens.
3
In the Enter Old Password field, enter your original password.
4
In the Enter New Password field, enter a new password.
Note: Password rules display on the Change Password page.
5
6
In the Confirm Password field, re-enter your new password.
Click Submit.
Result: The password is updated.
7
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Click Close to return to the Supervisor Services Home page.
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Navigation Elements
Overview
Elements and Descriptions
Element
Description
Reports button
Options button
Help button
Training button
Exit button
Tabs
Inbox
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Entering Time
Overview
You can enter your time in ezLaborManager directly or by using a data-collection device such
as a timeclock, hand punch, telephone, or cell phone.
Types of Time Entry
ezLaborManager supports several methods in which employees can record the hours they have
worked. Your ADP representative will work with you to determine the method best suited to
your company’s payroll requirements.
The format of the time entry pages that display in ezLaborManager depends on how your
company’s time reporting is set up. If your company uses the Lunch Out, Transfer, Absence,
and Late Arrivals buttons for employee time entry, these buttons can be displayed.
Types and Descriptions
Type
Description
 Employees clock in and clock out using either the buttons
on the ezLaborManager Home page or a data-collection
device.
Clocking
 Clock in and out times are based on the system clock of
the machine on which ezLaborManager is loaded. This
means that even if an employee uses different computers
to clock in or out, both times are based on the same
clock, ensuring that the total recorded working time is
accurate.
 Employees can view their time sheet.
 Employees enter their in and out times on their time
sheets in ezLaborManager.
Time-Based
 If ezLaborManager is not available, employees can use a
clock (or another data-collection device) to enter their
hours.
 These employees can edit their time sheet in
ezLaborManager.
 Employees enter their hours on their time sheets in
ezLaborManager.
Hours-Based
 If ezLaborManager is not available, employees can use a
clock (or another data-collection device) to enter their
hours.
 These employees can edit their time sheets in
ezLaborManager.
 Employees can only use a clock (or another
data-collection device) to enter their time.
View Only
 They can only view their time sheets in ezLaborManager.
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Editing Employee Timecards
What Are Timecard Exceptions?
A timecard exception is generated when ezLaborManager processes a time pair that does not
meet certain expectations or requirements.
Examples
 The timecard is missing supervisor approval.
 The timecard is missing hours.
 The time pair is missing an in or out punch.
 The employee has clocked out late.
 The number of hours specified in the schedule does not match the number of
hours worked.
Icons and Descriptions
Timecard exceptions are identified by symbols. The severity of a timecard exception is
indicated by one of the following three icons:
Icon
Description
Exceptions marked with the Error icon must be resolved before the payroll can be processed.
Exceptions marked with the Warning icon do not have to be resolved, but they should be
noted by a supervisor or an administrator before the payroll is processed.
Note: Supervisor approvals can be required. This means that supervisor approvals, which are
still indicated with a Warning icon, must be recorded before payroll can be processed. Your
ADP representative can change the severity to an error.
Exceptions marked with the Message icon do not require action from a supervisor or
administrator before the payroll can be processed, although you can choose to note them.
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Timecard Manager
Select Group Labour > Timecard Manager.
Element
Description
Links
Processing symbols
Entry fields
Notes button
Supervisor Approval
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Editing Hours Job Aid
Scenario
Thomas Evers entered seven hours on the first Monday in the pay period and called in sick on
the first Friday. However, he actually worked eight hours on Monday. Edit his timecard to
reflect the correct hours, earnings code and a note entered for his absence on Friday.
Instructions
Step
Action
1
From Supervisor Services, select Group Labour > Timecard Manager.
2
If the desired employee timecard is not displayed, find the employee by using the Quick Find,
Find, or Lookup feature.
Result: The Timecard Manager page displays the timecard of the employee you selected.
3
In the Hours field, edit or enter the missing hours.
4
In the Earnings Code field, click in the field to display the Lookup button.
5
Click Lookup to open the Earnings Code Lookup window, and select the appropriate code.
Result: The Earnings Code Lookup window closes and the employee’s earnings code is
updated.
6
Click the Note icon to open the Notes window and enter a note. Click Done.
Result: The Notes window closes and the Note icon displays green with writing.
7
Click Submit.
Result: The timecard is updated. The Unprocessed icon displays in the selected row and the
“Operation Successful” message displays.
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Editing Days Job Aid
Scenario
Charles Fager is working the morning of the second Thursday in the pay period. He is taking
the rest of the day as personal time. Your company tracks personal time in days. Edit his
timecard to reflect the correct hours and earnings code.
Note: To track nonworked time by days, ask your implementation specialist to enable this
feature.
Instructions
Step
Action
1
In the Services list, select Supervisor Services.
2
Select the Group Labor tab.
3
Click the Timecard Manager link.
4
If the desired employee timecard does not display, find the employee by using the Quick Find,
5
Click the Insert (+) icon for the desired workday to add another row. Then, in the relevant rows,
enter the times in and out for the hours worked and the time that is tracked by days.
6
To display the Quick Find list, click in the Earnings Code field twice.
7
In the Quick Find list, select the appropriate earnings code and then press Tab.
Note: All codes for nonworked time, such as vacation, sick time, and jury duty, are entered the
same way ― by selecting the appropriate earnings code from the list.
Result: The Earnings Code Lookup window closes and the employee’s earnings code is
updated. The Days column displays.
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Select the appropriate day part.
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Instructions (Continued)
Step
9
Action
Click Submit.
Result: The timecard is updated. The Unprocessed symbol displays in the selected row and the
Important Information
If you leave the Days field blank, the application will compare the employee's schedule and
hours entered and populate that field with the appropriate value from the day part rule. The
application will calculate the value only once. If you make a change to the time entry, the day
part value will not be recalculated. You will need to manually edit the value in the Days field.
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Adding Missed Punches Job Aid
Scenario 1
On the second Thursday of the pay period, Frank Cavallo forgot to punch in when he returned
from lunch. He left the office at 4:21 p.m. Correct Frank’s punches.
Instructions
Step
Action
1
2
3
In the Time In or Time Out column, edit or enter the missing hours, as necessary. If the earnings
code is incorrect, go to step 4; otherwise, proceed to step 5.
4
In the Earnings Code field, click in the field to display the Lookup button.
5
Click the Lookup button to open the Earnings Code Lookup window and select the appropriate
code.
Result: The Earnings Code Lookup window closes and employee’s earnings code is updated.
6
Click Submit.
Result: The timecard is updated. The Unprocessed icon displays in the updated row(s), and the
Note: Advanced editing is available only for employees who record their start and stop times.
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Adding Missed Punches Job Aid (Continued)
Scenario 2
On Wednesday of the first week, Frank Cavallo forgot to punch out for lunch at 12:45 p.m. and
to punch back in when he returned from lunch at 1:45 p.m. He also forgot to punch out when
he went home at 6:00 p.m. Add the missing punches to correct Frank’s timecard.
Instructions
Step
Action
1
2
3
4
In the Time In or Time Out field, edit or type the missing hours, as necessary. If an entire time
pair is missed (for example, if an employee forgets to punch out and back in for lunch), click the
Insert (+) icon to the left of the appropriate date to add a new row or use the Insert Time
advanced edit feature. Edit the hours in the existing row and the new row, as needed.
Click Submit.
Result: The timecard is updated. The Unprocessed icon displays in the updated row(s), and the
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Deleting Punches Job Aid
Scenario
Frank punched out at 3:47 p.m. on the first Tuesday of the pay period. As he was leaving, a
coworker asked him for help. Frank stayed to assist on a project and punched out again at 4:30
p.m. This punch generated a new row with just the punch out time, generating a missing out
punch exception. Enter the correct time out, 4:30 p.m., in the first row for Tuesday, and then
delete the row that displays the extra time punch.
Instructions
Step
Action
1
2
3
In the Time Out field of the first row, right-click and select Delete Time.
Result: The time from the second row is moved to the Time Out field in the first row and the
second row is marked for deletion.
4
Click Submit and then click OK.
Result: The selected row is deleted.
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Correcting Department Transfers Job Aid
Scenario
On Friday morning, Frank was asked to assist the Service department (000100) with their
phone calls for two hours. On Tuesday, Thomas was also asked to assist the Service
department (000100) with their phone calls and to return on Thursday for four hours to help
them with a presentation. Frank and Thomas forgot to assign their hours to the Service
department. Their supervisor notices this omission and asks you to edit their timecards to
include the correct number of hours in the department.
Instructions
Step
Action
1
2
3
IF the transfer is a:
THEN:
Full workday
For an hours-based timecard, in the Hours field for the appropriate
workday, enter the total hours.
For employees who record their start and stop times, type time in
and out for the appropriate workday.
Partial workday
For an hours-based timecard, in the Hours field, click the Insert
(+) icon for the workday to add another row. Then enter the hours
for each department worked in the relevant rows.
For employees who record their start and stop times, right-click
the Time Out field for the workday, select Transfer, and enter the
time in and out in the relevant rows.
4
5
In the Department field, click in the field to display the Lookup button.
Click the Lookup button to enter the applicable department code.
Result: The Department Lookup window opens.
6
In the ID column, select the applicable department code.
Result: The employee’s department code is updated.
7
Click Submit.
Result: The employee’s timecard is updated. The Unprocessed icon displays in the selected
row, and the “Operation Successful” message displays.
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Scheduling Employees
What Is a Schedule?
A schedule contains information about a typical work day for an employee. It includes details
such as starting and stopping times, the time allocated for lunch, and earnings codes.
Types of Schedules
In ezLaborManager, you can create two types of schedules:
 Daily
 Recurring
Daily Schedule
Recurring Schedule
Use to assign a schedule to one or more
employees for specific days only
Use to assign a repeatable schedule to one or
more employees for multiple days
Example: Samantha Barbato is assigned a
morning shift of 7 a.m. to 3 p.m. Since she is
scheduled to attend a training session from 9 a.m.
to 5 p.m. on Wednesday, her supervisor will assign
her a daily schedule for that day.
Example: Mary MacGill will work from 9 a.m. to
5 p.m. from Monday to Thursday. Mary's
administrator will create the 9 a.m. - 5 p.m.
recurring schedule, and her supervisor will assign
the schedule to her.
Role Differences by Task
 Both supervisors and administrators can create and assign daily schedules.
 Supervisors can assign recurring schedules but cannot create them.
 Only administrators can create recurring schedules.
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The Schedule Editor
Select Supervisor Services > Schedules.
Element
Description
Schedule Types
Date Range
View Mode
 In & Out Times
 Hours
 Labor Charges
 Compact
Total Scheduled Hours
for Each Employee
Grand Total
Daily Total
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Assigning a Recurring Schedule to Multiple Employees
Job Aid
Instructions
Step
Action
1
Select the Schedules tab.
2
Select Recurring Schedules.
3
In the Action field, select Assign Multiple.
Result: The Assign Recurring Schedules page displays.
4
Click in the Recurring Schedule field and then select a recurring schedule.
Note: You can preview the selected recurring schedule by clicking the Preview link.
5
In the Start Week field, type the week number for which you want the schedule to begin.
6
In the Start Date field, enter a starting date or select a start date from the calendar. If the
selected starting date is not within the date range selected, a message displays. Click OK.
Otherwise, adjust the date range.
7
In the End Date field, enter an ending date or leave it blank.
8
Click an employee's name to select the employee.
Note: To select more than two adjacent employees quickly, select the first employee you want in
the list, hold the Alt key, and then select the last employee. The first and last employee names,
plus all the names listed between them, are highlighted in green to show that they are selected.
To clear the selection of multiple adjacent employee names, press the Alt key and click any
highlighted name.
9
Click Submit.
Result: The recurring schedule is assigned to the selected employees.
Note: If you want to edit the recurring schedule assignment, select Edit Single in the Action field.
You can edit the Start Week, Start Date, and End Date fields and then submit the changes.
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Editing an Employee's Schedule Job Aid
Instructions
Step
Action
1
Select the Schedules tab.
2
Select Daily Schedules.
3
If the day you wish to edit is not visible, use the buttons on the blue horizontal scroll bar scroll to
scroll to the desired day.
Note: Using the buttons on the blue horizontal scroll bar, you can scroll through the days in the
date range you selected. The single right arrow scrolls one day at a time. The double right arrow
scrolls several days at a time.
4
In the desired employee's row, click the cell of the day you are editing.
Result: The Edit a Single Schedule editor displays at the top of the page, showing schedule
details such as in and out times, earnings code, lunch plan, and department.
5
In the In field, change the in time to the new time.
6
In the Out field, change the out time to the new time.
7
Click in the Department field and then click More. Click the row for the desired department.
8
Click Apply.
Result: A blue triangle displays in the lower-right corner of the cell, indicating that the schedule
has been modified but not saved.
Note: If you do not see the blue triangle, click another cell to refresh the page.
9
Click Submit.
Result: The blue triangle no longer appears in the cell you edited, and the "Operation
Successful" message displays at the top of the page.
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Reviewing Time off Requests
The Time Off Request Process
The time off request process consists of the following stages:
Stage
Description
1
The employee (requester) submits the request to the supervisor (reviewer).
2
The supervisor approves, partially approves, or denies the request.
3
IF the supervisor:
THEN:
Approves the request
The employee's schedule is updated
automatically to reflect the approved time off.
Partially approves the request
The employee either accepts the partial
approval or cancels the request. If the
employee accepts the partial approval, the
employee's schedule is updated automatically
to reflect the approved time off.
Denies the request
No further action is required.
A supervisor can select someone else to review the time off requests when he or she is not
available. This back-up person is called a global reviewer. In some companies the global
reviewer can be a designated person such as an HR Administrator.
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Requesting Time Off Job Aid
Scenario
John Davis enters a time off request for vacation the week of November 23. As a reviewer,
approve his request for vacation.
When the employee selects a week off, if the employee has a schedule, only the scheduled days
are selected. If the employee is not assigned to a schedule, all the days of that week will be
selected. The employee will need to click any extra days to clear them.
.
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Scenario (Continued)
A confirmation message displays in the requester's Inbox.
The reviewer can click the icon in the Compare to Other Employees' Non-Worked Schedules
column to view other employees' nonworked schedules for a specific day.
The reviewer uses the other employee's nonworked schedules to assist in determining whether
the request should be approved, partially approved, or denied.
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The requester receives a message with the approval results.
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The requester accepts or cancels the request.
 The approved time overwrites the existing employee's schedule.
 A requester can cancel any of his or her time off requests that have not been denied or
previously canceled. If a request that has already been approved and scheduled is later
canceled, the nonworked schedules corresponding to the request will be deleted and the
employee’s original schedules will be restored.
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Reviewing Time Off Requests Job Aid
Instructions
Step
Action
1
In the Inbox, click Time Off Requests folder.
2
Click the time off request message description.
Result: The message details display along with a link.
3
In the message details text, click Time Off Request.
Result: The Time Off Request page displays information on time off dates, accrual information
(if applicable) and the Other Employees' Non-Worked Schedules button.
4
Click Compare To Other Employees' Non-Worked Schedules to check availability of other
employees for the day(s) for which the time off request is made.
Results: Nonworked schedules for other employees are displayed for requested date(s).
5
Click Close.
6
In the Comments field, enter your comments (if needed).
7
IF you want to:
THEN:
Approve the time off request
Select Approve (in the header)
Click Approve Request.
Partially approve the time off request
In the Approve column, select Approve for each
day for which you want to approve the time off
request.
In the Deny Column, select Deny for those days for
which you want to deny the time off request.
Click Partially Approve Request.
Deny the request
Select Deny (in the header)
Click Deny Request.
Result: A notification is sent to the reviewer and the requester’s Inbox. If the request is partially
approved, the employee can either accept the partial approval or cancel the request. The
approved nonworked time is automatically added to the employee's schedule.
 The time off feature must be enabled and configured by an ADP ezLaborManager
representative before time off requests can be created.
 If the time off request is approved for a partial day, the remaining worked time no
longer displays on the schedule of the requester. The requester's schedule must be
manually updated if the requester is required to work the remainder of the day.
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HANDOUT MANUAL
Viewing Time Off Requests
You can view all time off requests from Supervisor Services by selecting Group Labour >
Time Off Requests.
 You can use the Status list to select a time off request with a specific status.
 Each time off request is assigned a request number.
 To search for a specific time off request, enter the assigned request number in the Find
Request Number field and then click Find.
 You can click the Request Number to view additional details.
 An approved time off request cannot be deleted directly from the Supervisor Services
Schedules page or Timecard Manager. It must be cancelled.
 The approved time overwrites the existing employee's schedule.
 A requester can cancel any of his or her time off requests that have not been denied or
previously cancelled. If a request that has already been approved and scheduled is later
cancelled, the nonworked schedules corresponding to the request will be deleted and the
employee’s original schedules will be restored.

Time off requests cannot overlap already existing nonworked schedules. An error
message displays if an employee attempts to create a time off request that overlaps an
existing nonworked schedule.
 The requester can submit a time off request for a maximum of 30 days only. As a result,
the Time Off Requests feature in ezLaborManager cannot be used for submitting a
leave of absence exceeding 30 days.
 ezLaborManager allows the requester to submit a time off request one year in advance.
Your company policy may vary, however.
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HANDOUT MANUAL
Viewing Employee Information
My Employees – Timecard Sub-Tab
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HANDOUT MANUAL
Viewing Attendance Information
Viewing Benefits Information
Viewing General Information
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HANDOUT MANUAL
Running Reports
Overview
The ezLaborManager reporting feature makes it easy to view, save, print, and download
various sets of formatted data. Using the Automated Reports feature, you can schedule reports
to generate automatically at defined times in the future.
Note: The Automated Reports feature is available to you only if it is enabled on the Client
Administrator Preferences page by your administrator or an ADP representative.
Reporting Elements
Element
Description
Reports-Home tab
My Reports section
Report Categories section
Supervisor Reports
Report Scheduling tab
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HANDOUT MANUAL
Reasons to Run a Report
Run a report to check:

Employee timecards

Daily schedules

Exceptions to schedules

Department allocations

Employee accrual balances

Employee overtime
Frequently Run Reports
Type
Description
Timecard
Provides a detailed timecard report for each employee
Timecard with Payroll
Provides a complete record of each employee’s timecard
including the daily payroll totals. It includes actual time pair
totals, daily payroll totals, and the payroll summary on a single
report.
Timecard Exception
Provides a list of timecard exceptions by employee
Daily Schedule
Provides detailed start and stop times by employee
Employee Daily Totals
Provides a complete breakdown of employee hours and dollars
by earnings code on a daily basis. Use it to review subtotals for
each employee for the chosen time frame.
Employee Total Hours
Provides a complete breakdown of employee hours and
estimated wages by department and earnings code
Department Summary
Provides a summary of hours worked by department
Department Detail
Provides employee hours by worked department
Employee Rates
Provides a list of employee rates
Approaching Weekly Overtime
Provides a list of employees whose hours have reached a
specified limit. The report can also list employees who have not
reached the specified limit.
Punch Source
Provides detailed timecard information grouped by the source of
the in-punch
Actual vs. Scheduled Hours
Provides the details on the difference between the actual time
employees worked and the time they were scheduled to work.
This report is available in three formats: Employee Summary,
Employee Detail, and Worked / Non-Worked Summary.
Timecard Detail with Signature
Provides a timecard report with a signature line for each
employee. Use this report if your employees and supervisors
manually approve the timecards.
You can get additional information on all types of reports in the ezLaborManager Reports
Booklet available on the Online Training Center.
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HANDOUT MANUAL
Viewing and Printing a Report Job Aid
Scenario
You want to view details on scheduled employee start and stop times for the week. View the
Weekly Schedule report.
Icons and Descriptions
You may edit, download, or print reports using the report function buttons. Each function is
identified by one of the following symbols:
Icon
Description
To delete any reports that you have saved in the My Reports section, click the Delete
Report icon.
To open a page that enables you to change settings that were applied to a report, click the
Edit Report icon. For example, if you select a report that shows only exempt employees,
you can modify it to include nonexempt employees and then save the edited report with a
new name.
To download report data in a comma-separated values format (.csv) for use in spreadsheet
applications, click the Download Report icon.
To view the selected report as a PDF file and save or print it, click the View Report icon.
To set up a report that you have saved in the My Reports section to run automatically at
specified times, click the Schedule Report icon.
Instructions
Step
1
Action
On any ezLaborManager page, click the Reports button.
Result: The Reports page opens.
2
In the Name column in the Report Categories section, click Supervisor Reports.
Result: The Supervisor Reports page opens.
3
In the Options column, click the View Report icon next to the report you want to view.
Result: The report opens as a PDF file.
Note: In addition to viewing the data, you can now print or save the file.
4
 2011 ADP, Inc.
Click Close.
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HANDOUT MANUAL
Downloading Report Data Job Aid
Scenario
You have to review information on your employees' timecards along with payroll details at a
meeting with Human Resources. Download the Timecard with Payroll report to access the
relevant information.
Instructions
Step
Action
1
2
In the Name column in the Report Categories section, click Supervisor Reports.
3
In the Options column, click the Download Report icon next to the report you want to download.
Result: The Download Report window opens.
4
In the File Name field, type the name of the file and click Submit.
Result: The File Download window opens.
5
Choose the appropriate option to save the file to your local disk.
IF you want to:
Save the report
THEN click:
Save, browse to where you want to save the file, and click Save
Result: The report file is downloaded.
View the report
Open to view the file
Result: The report displays in your default spreadsheet program. (See the
illustration below.)
6
 2011 ADP, Inc.
Click Close.
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HANDOUT MANUAL
Editing a Report Job Aid
Scenario
Generate a report with timecard exceptions for employees working in the
Eastern Time Zone (EST).
Instructions: Selecting Specific Data for the Report
Step
 2011 ADP, Inc.
Action
1
2
In the Name column in the Report Categories section, select Supervisor Reports.
3
In the Options column, click the Edit Report icon next to the report you want to review.
4
On the Edit Report page, modify the report name, title, description, and time frame as desired.
5
In the Available Fields list, select additional fields you want to display and then click the right
arrow to add them to the Selected Fields list.
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HANDOUT MANUAL
Instructions: Creating a Filter for the Report
Step
1
Action
In the Select Field list, select a field.
Result: The Qualifier and Selected Values fields display.
2
In the Qualifier field, select a filter qualifier from the list.
3
In the Selected Values field, click the plus sign (+).
4
On the Lookup page, select the values for the filter and then click Done.
5
Click Add Filter.
Result: The filter information displays.
6
 2011 ADP, Inc.
Click Save to save the report or click Save and Preview to preview or print the report.
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HANDOUT MANUAL
Scheduling a Report
Overview
Your administrator needs to activate the Automated Reports feature in ezLaborManager. Any
report that has been saved in the My Reports section can be scheduled as an automated report.
Element
Description
Completed Scheduled Report
This section contains scheduled reports in either PDF or CSV
(comma-separated value) format.
Report Schedules
This section contains report schedules. The status can be
active or inactive. The inactive status indicates that the report
scheduling is temporarily disabled for that report. Use the Add
New button to add a new report schedule.
Example
Assume that you have to run the Weekly Schedule report at the beginning of each week. You
can schedule that report to be automatically generated at 9 a.m. every Monday morning. Once
you create the schedule for that report, it will display in the Report Schedules section with an
active status. When the report is generated (as per the schedule) it will display in the
Completed Schedules Reports section.
 Each user can create a maximum of 20 report schedules.
 A schedule creator can only include recipients who have the same or higher level of
security group access. For example, a supervisor cannot schedule a report to be sent to
one of his or her employees.
 2011 ADP, Inc.
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HANDOUT MANUAL
Completing End-of-Period Tasks
Overview
After a pay period has ended, your administrator must move the application to the new pay
period and move the data in the current pay period into an archive, where it can no longer be
edited.
The administrator must accomplish a number of tasks prior to moving the pay period.
Performing the tasks that prepare the data in the system for the pay period move and initiating
the background data handling are referred to collectively as end-of-period tasks.
Your responsibilities at the end of the period include the following tasks:
1. Checking employee timecards for errors, known as fixing exceptions
2. Making final edits
3. Approving timecards
4. Approving time off requests
Fixing Exceptions
Exceptions are the system’s way of notifying you that timecard entries require some user
intervention before the timecard can be processed.
From the Supervisor Services Home tab you can access pages where you are able to view,
note, and resolve exceptions that have been generated by the system.
The number of exceptions is listed in the Exceptions by Employee section and can be viewed
by employee or by type. Once an exception is resolved, it no longer displays in the Exceptions
by Employee section.
 2011 ADP, Inc.
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HANDOUT MANUAL
The Exceptions by Employee Page
The Exceptions by Type Page
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HANDOUT MANUAL
Approving Total Hours Worked Job Aid
Scenario
Approve Mary MacGill's timecard for the current pay period.
Instructions
Step
1
Action
From the Supervisor Services Home page, select View by Type.
Result: A list of exceptions by type displays.
2
In the Exceptions column, click Supervisor Approval Required.
Result: A list of employees who have not had their timecards approved displays.
3
On the Summary View sub-tab, select the appropriate pay date range and pay cycle.
4
In the Select column, select one or multiple employees. To approve timecards for all listed
employees at once, select the check box in the column header.
5
Click Approve.
Result: The selected employees’ timecards are approved and the "Operation Successful"
message displays.
Note: You can approve supplemental earnings for the selected employee by clicking the
Supplemental Earnings link in Timecard Manager.
 2011 ADP, Inc.
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HANDOUT MANUAL
Approving Individual Time Pairs Job Aid
Scenario
Approve a time pair for Thomas Ever in the current pay period.
Instructions
Step
1
Action
From the Supervisor Services Home page, select View by Type.
Result: A list of exceptions by type displays.
2
In the Exceptions column, click Supervisor Approval Required.
Result: A list of employees who have not had their timecards approved displays on the
Summary View sub-tab.
3
Select Detail View.
Result: A list of time pairs pending supervisor approval displays.
4
In the Solution/Approve column, select the check box for the time pair row that requires
approval.
Note: To approve all the listed time pairs at once, select the check box in the header of the
Solution/Approve column.
5
Click Submit.
Result: The employee’s time pairs are approved and the “Operation Successful” message
displays.
 2011 ADP, Inc.
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HANDOUT MANUAL
Course Closing
Support after Class
Overview
Various options are available for training and supporting the supervisors and employees in
your organization.
The Online Training Center
Click the Training button to access the Online Training Center, you can view, print, or
download:
 Quick Reference Cards (QRCs)
 User guides and release updates
 ezLaborManager Reports Booklet
Online Help
Click the Help button to access:
 Getting started information
 Context-sensitive help
 Troubleshooting information
 Frequently asked questions
 2011 ADP, Inc.
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HANDOUT MANUAL
Course Objectives
Now that you have completed this course, you are prepared to:
 Edit timecards
 Run reports
 2011 ADP, Inc.
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HANDOUT MANUAL
ezLaborManager for Supervisors (72194)
Program Content
This course prepares supervisors to use the features of ezLaborManager. Topics include
navigating through the ezLaborManager application, maintaining timecards, scheduling
employees, and running and scheduling reports.
Objectives
Upon completing this course, participants will be prepared to:
 Edit timecards
 Run reports
Participant Materials
Participants need to print the ezLaborManager for Supervisors handout manual prior to
attending class.
Method of Presentation
Instructor-led and virtual class
Duration
Approximately 2 hours, 30 minutes
 2011 ADP, Inc.
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HANDOUT MANUAL
Training Evaluation
Thank you for attending the ezLaborManager for Supervisors course. Please take a moment to
complete the evaluation.
 2011 ADP, Inc.
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V12291072195CANENG_EZ18
ADP Course Description
ezLaborManager for Supervisors (72194)
Program Content
This webinar helps supervisors learn how to use the features of ezLaborManager. Topics include navigating
through the ezLaborManager application, maintaining timecards, scheduling employees, and running and
scheduling reports.
Objectives
Upon completing this course, participants will be able to:

Edit timecards

Assign employees to a schedule

Review time off requests

View employee information

Run reports

Complete end-of-period tasks
Audience
This course is intended for supervisors who need to manage their time and labor tasks using
ezLaborManager.
Prerequisites
None.
Advance Preparation
None.
Participant Materials
Participants need the ezLaborManager for Supervisors handout manual.
Method of Presentation
Instructor-led and virtual class
Duration
Approximately 2 hours, 30 minutes
Cost and Training Policy
For information on course cost, registration, and cancellation policies, refer to the Training Policy.
V12291072194CANENG_EZ18
© 2011 ADP, Inc.
Appendix
Contents
Automated Messages .......................................................................................................... 1
Entering Supplemental Earnings......................................................................................... 2
Assigning a Schedule to Multiple Employees .................................................................... 3
Editing an Assigned Schedule for an Employee ................................................................. 4
What Are Quick Shifts? ...................................................................................................... 5
Deleting and Restoring Schedules ...................................................................................... 7
Scheduling a Report............................................................................................................ 8
Accessing a Completed Report ........................................................................................... 9
APPENDIX
Appendix
Automated Messages
The ezLaborManager Inbox
The Automated Messaging feature enables all users to receive ezLaborManager messages in a
centralized Inbox on the Home tab. If your company enables e-mail delivery of automated
messages, you can also receive them in an e-mail.
You can filter messages to show read messages, unread messages, or all messages. If a task
must be completed by a certain date, the due date displays in the Inbox. When you click a
message, the details display at the bottom of the Inbox. You can sort the messages by clicking
the table header. Each message folder is assigned a priority.
Alert Types and Associated Messages
Alert Type
 2011 ADP, Inc.
Messages
System Messages
Information from ADP about ezLaborManager upgrades and other
changes
Time Off Requests
Messages about events related to time off requests such as request
submissions, approvals, denials, or cancellations
Exceptions
Generic messages indicating that timecard exceptions exist
Attendance Notifications
Messages about late arrivals, absences, or corrective actions
Timecard
Messages about unapproved timecards or the creation or
modifications of timecard notes
Interfaces
Messages about the completion of imports and exports
Reports
Messages about events related to automated reports such as a
scheduled report being generated successfully
1
V12291072194CANENG_EZ18
APPENDIX
Entering Supplemental Earnings
Overview
Supplemental earnings are earnings that are not part of an employee’s basic pay such as tips or
bonuses. Depending on how your organization has implemented this feature, you, as a
supervisor, may need to enter these amounts for your employees.
Instructions
Step
Action
1
From Supervisor Services, select Group Labour > Supplemental Earnings.
2
Select the employee for whom you will enter supplemental earnings.
Result: The Timecard Manager page displays the selected employee's timecard.
3
Click Supplemental Earnings.
Result: The Supplemental Earnings page for the selected employee displays.
4
In the Earnings Code field, click the Lookup button to enter the applicable supplemental
earnings code.
Result: The Supplemental Earnings Code Lookup window opens.
5
Select the applicable supplemental earnings code.
Result: The appropriate supplemental earnings code for this employee is added.
6
In the Entered Amount field, enter the amount of the supplemental earnings.
Note: For supplemental earnings codes that are not based on dollar amounts, such as mileage,
the system automatically calculates the final amount based on your company’s standards.
7
At the bottom of the page, click Submit.
Result: The timecard is updated with the supplemental earnings.
 2011 ADP, Inc.
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APPENDIX
Assigning a Schedule to Multiple Employees
Overview
If you want to assign a schedule to multiple employees, use the Assign Multiple mode.
Instructions
Step
1
2
Action
From Supervisor Services, select Schedules > Recurring Schedules.
In the Action field, select Assign Multiple.
Result: The Assign Recurring Schedules page displays.
3
In the Recurring Schedule field, click the Lookup button and select a recurring schedule.
Note: You can preview the selected recurring schedule by clicking the Preview link.
4
In the Start Week field, type the week number for which you want the schedule to begin.
5
In the Start Date field, enter a starting date or select a start date from the calendar. If the selected
starting date is not within the date range selected, a message displays. Click OK. Otherwise, adjust
the date range.
6
In the End Date field, enter an ending date or leave it blank.
7
Click an employee's name to select the employee.
Note: To select more than two adjacent employees quickly, select the first employee you want in
the list, hold the Alt key, and then select the last employee. The first and last employee names,
plus all the names listed between them, are highlighted in green to show they are selected.
To clear the selection of multiple adjacent employee names, press the Alt key and click any
highlighted name.
8
Click Submit.
Result: The recurring schedule is assigned to the selected employees.
Note: If you want to edit the recurring schedule assignment, select Edit Single in the Recurring
Schedule field. You can edit the Start Week, Start Date, and End Date fields and then submit the
changes.
 2011 ADP, Inc.
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APPENDIX
Editing an Assigned Schedule for an Employee
Overview
If you want to edit an assigned schedule for an employee for one day only, use the Edit Single
mode.
Instructions
Step
Action
1
Select Supervisor Services > Schedules > Daily Schedules.
2
Select the appropriate date range and employee to assign the schedule.
3
Select Edit Single.
4
Click the cell corresponding to the employee and date you wish to edit, add, or delete.
Result: The Edit a Single Schedule editor displays the schedule details. If the employee is
assigned to a recurring schedule, the in and out times, along with the hours, display in the editor.
Otherwise, those fields are blank.
5
6
IF you want to:
THEN:
Add a new schedule or edit an existing
schedule for the selected date
Enter the required data in the In, Out, Earnings
Code, Lunch Plan, and Department fields
Assign nonworked time to the selected
employee
Enter the amount of nonworked hours in the Hours
field if required and select the earnings code that
you wish to assign to the nonworked hours
Delete a selected schedule for the
selected date
Click Delete Selected. Skip step 7.
Click Apply. (This step does not apply if you want to delete a schedule for the selected date.)
Note: If you wish to add, edit, or delete another day's schedule for an employee, repeat the
above steps.
7
 2011 ADP, Inc.
Click Submit.
4
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APPENDIX
What Are Quick Shifts?
The Quick Shifts feature in ezLaborManager allows you to recall and use previously saved
schedule values such as shift start times, end times, earnings codes, and lunch plans. It is
available on the Daily Schedules sub-tab in the Edit Single and Assign Multiple modes.
Creating a New Quick Shift
Method 1: Using an Existing Schedule to Create a Quick Shift
Step
Action
1
Click a cell that has a shift you want to save.
2
To save the quick shift, click the down diagonal arrow.
Method 2: Creating a New Schedule and Saving It as a Quick Shift
Step
Action
1
Click a cell that displays New.
2
Populate the cell with a new shift start and end time combination.
3
Click Apply.
4
In the Quick Shift list, select the next available slot.
5
To save the quick shift, click the down diagonal arrow.
Assigning a Quick Shift
Step
 2011 ADP, Inc.
Action
1
Select the day on which you want to apply a quick shift.
2
Select a quick shift from the list of saved quick shifts.
3
Click the up diagonal arrow to apply the quick shift.
4
Click Apply.
5
Click Submit.
5
V12291072194CANENG_EZ18
APPENDIX
Deleting and Restoring Schedules
Overview
The Delete or Restore option allows for two distinct functions: The Delete function allows you
to remove schedules for one or more days at a time. The Restore function allows you to restore
a recurring schedule assignment to one or more days from which it was previously removed or
altered.
Instructions
Step
Action
1
Select Supervisor Services > Schedules > Daily Schedules.
2
Select the appropriate date range and employees to assign the schedule.
3
In the Action field, select Delete or Restore Multiple.
4
Click the cells corresponding to the employees and dates for which you want to delete or restore
recurring schedules.
Result: The selected cells are highlighted in blue.
5
6
IF you want to:
THEN click:
Delete the schedule from the selected cells
Delete
Restore the recurring schedule assigned to
the employee
Restore Recurring Schedule
Click OK.
Result: The changes are saved and the Operation Successful message displays.
 2011 ADP, Inc.
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APPENDIX
Scheduling a Report
Instructions
Step
1
Action
On the Report Scheduling tab, click Add New.
Result: The Edit Report Schedule page displays.
2
In the Name field, enter the name of the report.
3
In the Report (Select from My Reports) field, select the report you want to schedule.
4
In the Time Frame field, select the appropriate time frame.
Result: The time frame selected here will override the time frame selected in your saved reports
in the My Reports section.
5
Specify details of recurrence in the Recurrence section by selecting the day or month to run the
report and the frequency. To run the report one time only, in the From Date and To Date fields
click the calendar to select a date.
6
In the Range of Recurrence section, click the calendar to select a date when you want to start
running the report.
Note: You do not need to select a date if you want the report to generate indefinitely.
 2011 ADP, Inc.
7
In the Run Time section, in the Run Report no Earlier Than field, specify the earliest time.
8
In the Report Output section, select the format of the report output.
9
Select the recipients from the Available Recipients list by clicking the arrow. If you do not want to
receive the report, select Do Not Include Me as a Recipient and click Save.
7
V12291072194CANENG_EZ18
APPENDIX
Accessing a Completed Report
Completed Scheduled Reports Section
Once the report is generated, it displays in the Completed Scheduled Reports section in either
the PDF format or CSV format depending on how you have scheduled it.
Inbox Message
A message is sent to each designated recipient of the report telling them that it is available. The
recipient can click the link in the message to access the completed report directly.
Reports are available for seven days after they have been generated.
 2011 ADP, Inc.
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ezLaborManager for Supervisors

Transcription

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