Create Timesheet Groups

Transcription

1 To create Timesheet Groups for your department, it is important to understand how Management Groups and Timesheet Groups are organized in HBS. Management Groups A Management Group includes all employees assigned to a home department code (e.g., H899674), while a Timesheet Group allows the department to organize those employees into smaller groups. The Timesheet Group is typically used to group employees with the same Approver together. HR Admins are responsible for setting up the Timesheet Groups within their Management Groups, and for assigning Employees and Approvers to Timesheet Groups. While a Timesheet Group will consist of employees with the same Approver, it is not required that Timesheet Groups be created, especially if your Management Group is small. If it is not necessary to subdivide employees into Timesheet Groups, the Management Group will be the primary Timesheet Group by default. If the department assigns multiple Approvers to one Timesheet Group (e.g., if an employee reports to more than one Supervisor who must review the timesheet), the department will need to establish a business process to decide who will approve each timesheet and who will take action on notifications related to employees in the Timesheet Group. Before setting up Timesheet Groups for the first time, lay out a plan for grouping Employees, assigning Approvers, and naming the Timesheet Groups. Here are some guidelines: o o Group Employees together by Supervisor (Approver). For example, employees who work for one Principal Investigator could be grouped in one timesheet group with the Principal Investigator as the Approver. Choose a Timesheet Group name that has meaning and longevity for those responsible for the group. Using a PI s name might make sense for a PI timesheet group, but for administrative groups it makes more sense to identify the group by their function or division, e.g., H Finance. Timesheet Group Characteristics The Timesheet Group number is always the Management Group Number followed by a dash (-) and up to 7 alpha-numeric characters. For example, H SMITH. The guidelines for specifying these 7 characters are: o No symbols o Can all be alpha, e.g., H SMITH o Can all be numeric, e.g., H , -02, etc. o Can be in combination, e.g., H LAB01. HR Admins can only view the Management Groups and Timesheet Groups for which they have authority. HR Admin Tasks: Create Timesheet Groups Page 1 of 5

2 Every Timesheet Group must have a Timesheet Group Owner. NOTE: It is important to assign the Management Group Owner as the Timesheet Group Owner for all Timesheet Groups within the department in order to receive HBS notifications for employees. The following provides steps to create Timesheet Groups and to assign the Management Group Owner as Timesheet Group Owner of Timesheet Groups within your department. Create a Timesheet Group and Assign a Timesheet Group Owner 1. To create a new Timesheet Group (TS Group), click on Manager Tasks on the Menu. 2. Click Assign Timesheet Group. 3. Select Management Group (if you have more than one), then click Go. 4. Click Manage Timesheet Groups on top right hand corner of screen. 2 1 LAST,FIRST 3 H H HR Admin Tasks: Create Timesheet Groups Page 2 of 5

3 5. A pop-up window will open. Select the Timesheet Group Owner s from the Give Authority To dropdown menu. TIP: To quickly access the employee from the list, type the employee s last name while in the dropdown list. This will take you to that employee s name in the list. IMPORTANT: Always assign the Management Group Owner as the Timesheet Group Owner in the Give Authority To field. Do NOT use this field to assign/give authority to Campus Approvers. Instructions to assign Campus Approvers can be found in Delegate Authority to Timesheet Groups. 6. Type the name you have selected for the Timesheet Group in the For TS Group field. 7. Click the Add Entry link when finished. H HR Admin Tasks: Create Timesheet Groups Page 3 of 5

4 8. After you click Add Entry, you will see the Timesheet Group Owner s name display in the Current Timesheet Group Assignment list on the top of the screen. Notice the Timesheet Group name appears as the Management Group number followed by the name you typed in Step 6 above. 9. Click Close Window. H See Note Below 9 Note: When a Timesheet Group is created in HBS, it cannot be deleted unless all the Employees are re-assigned to another Timesheet Group. Refer to Assign Employees to Timesheet Groups. After the Employees have been re-assigned to another group, you can delete the Timesheet Group by clicking the Delete link in the Action field. IMPORTANT: A good way to check that you have correctly assigned the Timesheet Group Owner is that all names listed in the Give Authority To column should be the Management Group Owner (in the example above, Jane Doe is the Management Group Owner, and is therefore assigned as Timesheet Group Owner to all Timesheet Groups.) HR Admin Tasks: Create Timesheet Groups Page 4 of 5

5 Change the Timesheet Group Owner To change the Timesheet Group Owner (e.g., if the Department Management Group Owner has left the department, or if an Approver was mistakenly assigned as Timesheet Group Owner): 1. Navigate to Manager Tasks > Assign Timesheet Group > Manage Timesheet Groups. 2. In the Give Authority To dropdown, select the Management Group Owner to be assigned as Timesheet Group Owner. 3. In the For TS Group field, type the EXACT Timesheet Group name you want to change the Timesheet Group Owner for. NOTE: Be sure to type only the suffix name you designated when creating the Timesheet Group; do not include the Management Group number prefix. 4. Click Add Entry. The new Timesheet Group Owner will now be listed in the Current Timesheet Group Assignment header Reassign Employees to Other Management Groups Only Employees in the same Management Group can be grouped together into a Timesheet Group. Therefore an Employee may need to be reassigned to a different Management Group for timekeeping purposes. Changing the Management Group in HBS does not change the Employee s Home Dept Code in OLPPS. NOTE: The Management Group which owns the Timesheet Group is the one responsible for managing those Employees timesheet completion and compliance. Reassigning employees to different Management Groups is used primarily for Division Chiefs and Department Chairs in order to group their timesheets into single Timesheet Groups for their Approvers (e.g., Department Chair or Dean). Most Division Chiefs/Chairs are assigned to their own Home Dept Codes, which puts them in different Management Groups from their Chair/Dean. Each Control Point has decided how they want their Chairs grouped for Dean s approval. Contact your Control Point s office if you are unsure of how to set up your Chair s timesheet group. To change an Employee s Management Group, complete the Campus HBS Employee Update Form. HR Admin Tasks: Create Timesheet Groups Page 5 of 5