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1 Timesheet Add-on Introduction In most organisations there is a need to record the hours worked by employees. This is used to ensure that individuals work their contracted hours, and enables organisations to calculate overtime payments. This is particularly important where working hours are flexible. Managing the hours employees work requires the collection of accurate details, quick and efficient communication, a means to process the information easily, and a reliable and accessible means of filing the information. Payment and reporting Processing s is often managed using a paper-based process. This involves filling out forms and passing them from desk to desk via internal mail. The details are then entered into the organisations accounts system before payment is made. This paper-based approach is both time-consuming and inefficient; it is prone to errors and ties up trained accounts staff on menial data-entry tasks. The People Inc. Timesheet Add-on provides an alternative. This Add-on, which is implemented within the Intranet module, enables users to record and manage s electronically. Using this add-on, individuals add their own s using their web browser; these are routed to their manager for review; once approved the details can then be extracted (in MS Excel format for example) for processing. Management reporting can then be generated easily from the information recorded within the system. Using the Intranet The Intranet is designed to improve communication and efficiency by sharing information held within the People Inc. system. Using the Intranet, the flow of information associated with key processes is automated and responsibility for this is delegated to line managers and individual employees. In addition to providing access to personal information, holiday requests, s, on-line appraisals and expense claims can be managed using the Intranet. The Intranet is made available via a web browser and (in most situations) security is integrated with standard Windows user accounts. Access profiles ensure that employees and managers only see information that is appropriate to their role. These profiles are configurable; organisations can restrict access to information held in the system if they wish. Requests submitted via the Intranet are routed to an employee s manager automatically. This routing can be defined by the user and can include more than one manager per department (or team) if necessary. Page 1 of 5 Version 1.0, May 2012

2 s Submit Timesheets In the first step in the process managed by this add-on, employees record details of the hours they have worked using a request screen. They can also see details of any s they have added in the past using this screen. Timesheets screen The screen has a summary area at the top (normally relating to the period associated with the : for example a week or a calendar month). This area also details the progress of the through the process. At the bottom of the screen, the employee can add the hours they have worked via a list of day entries (i.e. date, start time, end time). When a is created, the employee specifies either a weekly or a monthly. The system automatically creates an entry for each of the working days within the period specified (taking the employees individual work-pattern into consideration). By default the system will not create entries for days that are not specified in the employee s work pattern. If an employee had worked outside their standard work-pattern they can insert additional rows in the to accommodate this. An employee can return to the screen and edit the entries a number of times before they submit it for (and print a copy if they wish). Once submitted, the records are locked and the is routed to the employee s manager automatically (the manager can be notified via that a has been submitted if desired). Note that it is also possible for a manager to add s on behalf of one of their employees. Page 2 of 5 Version 1.0, May 2012

3 Approves Timesheet The s submitted by an employee are automatically made available to their manager for. When the manager logs in to the Intranet they too can view the Timesheets screen. When they open the screen, by default it lists all new entries from all the members of their team. They can work through the list and approved (or reject) them. From the same screen, managers can also refer to older (approved) s and print reports summarising the s for their team if the wish. If a is rejected by the manager, it is then routed back to the employee for review (normally with a comment detailing the reason for the rejection). The employee can update the and re-submit it for. Note that the can be rejected at the second level of also. It is also possible to configure the system so that managers can make changes to an employee s ; this means that they do not need to reject a if it has minor errors or inaccuracies. Note that managers submit their own s in the same way as employees (using the same screen). These are routed to their line manager. The system can also be configured so that a manager can approve their own. Passed to Payroll As the manager approves the s they are routed to a member of the finance () team so that they can be finalised. This is referred to in the system as second level of. When a is approved it is then routed to another user for a second level of. This is normally somebody working in accounts or. The can then be finalised and paid. Once this is done the can no longer be changed. Note that it is possible to disable the second level ; in this situation the managers finalises the. Note that it is possible to disable the second level ; in this situation the managers finalises the. Page 3 of 5 Version 1.0, May 2012

4 Payment and Reporting The information recorded in the People Inc. system can be used to form the basis of the pay run. The details can be extracted in a variety of formats (including MS Excel and Adobe PDF) and imported into the organisation s software (or sent to the pay bureau). Payment and reporting A number of analysis management reports are provided with the Timesheet Add-on. These include a summary of hours worked, breaks, overtime, outstanding s, overtime totals by department (costs centre), etc. Recording details of s in the system along with salary and other benefits also allows for reporting on departmental and company-wide expenditure. Further Add-ons Available for People Inc. Workflow can be added to the Self-Service using the Screen Designer. This enables users to define and control the flow of information between employees, mangers and HR. To define custom workflow within the ESS requires a thorough understanding of the People Inc. system and the Screen Designer tool. Consequently, only advanced users are able to add this kind of functionality to the system. To make workflow more accessible, a suite of add-ons that each automates a particular workflow process are now available. These include: An add-on to enable employees to manage their own personal details (address changes, bank account details, next of kin) An add-on that enables employees to submit expense claims. These are routed to their manager for and are then finalised by HR or finance before payment. An add-on that enables managers to create departmental s. These are finalised by HR of Finance before payment. An add-on that enables users to publish appraisals via the ESS. These are then completed by employees and managers. The add-ons can be installed on an existing People Inc. ESS system and the new functionality is automatically published to existing ESS manager and ESS employee accounts. While not yet implemented, a number of additional processes have been identified as suitable for incorporation into an ESS Add-on. These include: An add-on to manage the on-boarding process (authorisation to recruit, provision of equipment, management of induction, scheduling of training). An add-on that enables managers to participate in the annual pay review process. A screen is provided to create proposed salary records; these records are reviewed by line-managers; proposed salary or bonus figures are adjusted; directors approve the adjusted figures; new salary records are created; employees are notified; reports are provided for analysis. Page 4 of 5 Version 1.0, May 2012

5 An add-on to manage the registration of interest in training courses and provide post training course feedback via an online survey form. Course events are scheduled (using a new screen). Future dates for courses are published; employees submit a request to join a course event; they provide additional details such as dietary requirements; their manager approves the request; delegate records are created. Once the course has taken place an is sent to all attendees asking them to complete an on-line evaluation form. An add-on to enable employees to register overtime and request that this be paid or recorded as time-off-in-lieu. An add-on to enable employees to buy and sell holidays (flexible benefits) An add-on to enable employees to provide self-certification for sickness records More information For more information, please contact P&A Software on Page 5 of 5 Version 1.0, May 2012

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