Assign Employees to Timesheet Groups

Transcription

1 After creating Timesheet Groups with a Timesheet Group Owner, an HR Admin can assign Employees to a This procedure should be done every time a new employee is hired in the Department. The day after their Home Department is entered into OLPPS, the employee will appear in the Department s HBS Management Group, at which point the HR Admin should move the employee into the correct NOTE: Only employees within the same Management Group can be assigned to the same The following provides steps to assign employees to a Assign Employees to a Timesheet Group 1. Click Manager Tasks. 2. Select Assign 1 2 DOE,JANE H CHGMGT-SMITH,SUSAN HR Admin Tasks: Assign Employees to Timesheet Groups Page 1 of 5

2 3. Select the Management Group from the Assign From dropdown list that you want to assign the employee(s) FROM. In this example, H DOE,JANE is selected. 4. Select the Timesheet Group you want to assign the employee(s) TO from the Assign To dropdown list. In this example, H CHGMGT SMITH,SUSAN is selected. NOTE: If all employees have already been assigned to Timesheet Groups, no employee names will appear in the Management Group, and you will need to select from an existing 3 H FINANCE-DOE,JOHN 4 NOTE: The Available employee list will contain all employees who have had a timesheet in HBS, whether current or separated from UCSF. HR Admin Tasks: Assign Employees to Timesheet Groups Page 2 of 5

3 5. Select employees to be assigned to the new Timesheet Group from the Available dropdown window. Tip: Hold down the CTRL key on your computer to select multiple employees or click Add All to include all employees listed in the Available window. 6. Click Add link at bottom of the screen. 7. When all employees have been added, click Save. 8. The selected employees are now in the Selected window Tip: After you have assigned the employees, click on the Assign From dropdown and access the Timesheet Group you moved them into. You will see the employees you assigned to the group listed in the Available window. Add a New Employee to a Timesheet Group After a new employee has been added in OLPPS and the nightly EDB:HBS interface process has run, you can add the employee to a Timesheet Group by following the procedure above to move employees into a Simply select the new employee from All in the Assign From dropdown, select the Timesheet Group from the Assign To dropdown, click Add, then Save. (See steps above for screen shots). HR Admin Tasks: Assign Employees to Timesheet Groups Page 3 of 5

4 Rename a Timesheet Group 1. Follow steps to Create a Timesheet Group and assign the new name to the Timesheet Group. 2. Assign the employees to the newly-named Timesheet Group by following Steps 3 through 8 above in Assign Employees to a 3. Delete the old Timesheet Group by following steps below to Delete a Timesheet Group. Move Employees out of Current Timesheet Group into Management Group (in order to Delete a Timesheet Group) To delete a Timesheet Group, you must first move the employees out of the current Timesheet Group into the Management Group so they can be reassigned. To delete a Timesheet Group by moving employees back into the Management Group: 1. Navigate to Manager Tasks > Assign Timesheet Group 2. Select the Timesheet Group you want to delete in the Assign From dropdown list Click on the Add All link below the Available window to select all the employees in that 4. Click Save. Note: The default in the Assign To dropdown is the Management Group, so by selecting all the employees, you are moving them back into the Management Group. HR Admin Tasks: Assign Employees to Timesheet Groups Page 4 of 5

5 Delete a Timesheet Group 1. Navigate to Manager Tasks > Assign Timesheet Group > Manage Timesheet Groups. 2. Click Delete in the Action column next to the Timesheet Group to be deleted. 3. Close Window. 2 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: Assign Employees to Timesheet Groups Page 5 of 5