Time and Attendance Solution. Version 2014

Transcription

1 E m p l o y e e T r a i n i n g G u i d e Time and Attendance Solution Version 2014

2 P a g e 2 TABLE OF CONTENTS Introduction... 3 Objectives... 3 Understanding Compass (AAMC s Time and Attendance Solution)... 4 Terminology... 5 Compass Logging In... 6 Home Section... 7 Quick Badge... 8 Quick Badge Only... 9 Lunch Attestation Employee Use Employee Section Employee Sections Monthly View Exceptions Card Level of Exception Messages Benefit Balance Card Requests Card Pay Distributions Card Actions Section Preferences Section Help Section Quick Guide Step-by-Step Log Out TimeCall Appendix Time/Data Input Tables Hour Conversion Table Glossary Monthly View Icons... 28

3 P a g e 3 I n t r o duction (AAMC) is updating their current version of Compass, a Time and Attendance Solution created by API Healthcare, Inc. Compass provides employees with a quick, real-time solution to manage time and attendance. This system allows employees to clock in/out, submit requests for time off, view work schedules, maintain timecards and update personal information when necessary. Compass is accessible 24/7, via a simple login through AAMC s intranet. Employees will use their domain user name and password to log into the system. Objectives The objectives of this training guide are to provide AAMC employees with information needed to perform functions in Compass. After reviewing the material in this guide, employees will be able to: Become familiar with terms and definitions used for time and attendance. Understand the functionality of Compass. Understand employee responsibilities in reporting time at AAMC. Identify the need for utilizing the TimeCall module. Pay attention to symbols, bulleted lists and bolded font throughout this training guide. Take note of this information to use for reference as you are navigating in the system. Some special symbols to watch for include: Indicates a learner tip. Used to provide shortcuts for actions or to communicate leading practices. The main flow of text should make sense without tips. Indicates a learner note. For information that supplements the main flow of text but is not required. Indicates a learner warning or very important point.

4 P a g e 4 U n d e r s t a n d ing C o m p a s s ( A A M C s T i m e a n d A t t e n d a n c e S o l u t i o n ) Employees are responsible for reporting (clocking in/out), tracking and monitoring their own productive and non-productive time and attendance at AAMC. Time and attendance data can be entered using Compass or via AAMC s telephony system, TimeCall. Examples of the kind of information that may be entered include, but are not limited to: Calendars (via Compass only) Examples: CLB and other non-productive time such as Holidays Clockings Examples: Punch-in/out; 07:00-15:30 Special Codes Examples: Charge Hours, Orientation, Low Census If you are unsure of which types of information to use when reporting time or requesting off, please speak with your immediate supervisor or manager to help you determine which are appropriate.

5 P a g e 5 Terminology Calendars Scheduled activity where the employee is NOT clocked in and working. Some examples of Calendar entries are: CLB, FMLA, holidays and jury duty. This is also known as nonproductive time. This time is paid to the employees. Furthermore, this time may also be spent in meetings, orientation, or on-call. Clockings Time punch entered into the system (similar to punching a clock ) when an employee starts and ends their shift. This is also known as productive time. Clocking Pair Two consecutive punches that the system identifies a specific period of time in order to apply pay policies to the associated time. Pay Codes Indicate the type of pay an employee will receive, such as Regular, Overtime, Shift Differential, FMLA, and/or CLB. When productive clockings are entered, the pay code is calculated automatically by the system based on AAMC pay policies. Special Codes Special Codes may only be attached to productive clockings to indicate special processing circumstances. When Special Codes are used, they indicate that something other than the normal pay code calculation should occur. Examples of special codes are Charge, Low Census, Orientation, etc. Exceptions Exceptions are messages that occur during a pay period to warn or provide information to employees about possible payroll violations.

6 P a g e 6 C o m p a s s Logging In You can log in from any AAMC computer or log in from home (or other remote location) using your AAMC network username and password. To log in: 1. Go to AAHS homepage and click on Employees. 2. Select the Compass Link in the left menu bar. 3. Select the Time & Attendance and Staffing & Scheduling. 4. Your log in is your domain log in. Enter your domain user name and password. 5. Select the Sign In button. Note: The Quick Badge Only option is only available on an AAMC campus computer. Login Tips If you have problems logging in or forget your password, contact the IT Helpdesk at x 5202 or dial direct, System passwords follow the same guidelines as network passwords.

7 P a g e 7 Home Section The home screen is divided into two panes, a left and right pane. At the top of the homepage is a toolbar with icons, these icons are referred to as sections. The main sections within Compass to be aware of are displayed across the top of the screen: Home, Quick Badge, Employee, Reports, Actions, Preferences, Help and Log Out. Once you are logged in, your default page is the Home section. The green halo around the icon on the section bar indicates which section you are currently in. Example: The green halo around the Home icon indicates the section you are in. 2. Greeting (For example: Good Morning, Good Afternoon, Good Evening), along with your first name. 3. The bars across the screens are referred to as cards. The cards displayed here are: My Announcements, My Unread Message, My Transaction Requests, My Trade Requests, My Unavailability Requests, My Requests To Work, My Schedule, My Calendar Month View, and My Bookmarks. 4. The red arrows on the far right of the cards are detail buttons. Selecting the red arrow will display the details of that specific card. 5. This is a quick reference to log out of the system.

8 P a g e 8 Quick Badge The Quick Badge section allows employees to quickly enter clocking information. By selecting the Quick Badge icon from the menu bar,, the screen below will be displayed. Employees can enter information regarding their shift, including department, labor distribution, special codes, etc. Example: Quick Badge entries are real time. Once Save is selected, the time displayed on top of the screen will be the clocking time. If no information is entered into the fields on the Quick Badge page, the employee s default information will be used; therefore, employees working in their home labor distribution, department, etc., just need to select Save and their clocking will be entered. AAMC does not currently use the Quick Code field. 1. Select Save if you are working in your home labor distribution, department, etc. Take note of the date and time when selecting Save, this will be your clocking time. 2. If you need to alter your labor distribution, department, enter a special code; enter the information and select Save. 3. Once the clocking information is entered an informational message will appear stating the clocking was submitted. The clocking can be seen on the Time Card Screen.

9 P a g e 9 Quick Badge Only Employees can record time without logging into Compass. From the login screen, the Quick Badge Only option provides a quick and easy solution for employees to clock in/out and acknowledge lunch attestation (discussed later in this lesson). Quick Badge Only will not allow employees to enter information regarding their shift, department, labor distribution, special codes, etc. Example: Note: The Quick Badge Only option is only available on an AAMC campus computer. 1. Enter your domain User Name and Password. 2. Select the Quick Badge Only checkbox. 3. Select the Sign In button. 4. A transaction message will appear confirming the employee name, date and time of clocking: Employees will also complete lunch attestation when clocking in. The system asks if the clocking is the employee s final punch of the day. The employee can respond yes or no. If the employee responds, yes, the system will prompt additional questions.

10 P a g e 10 L u n c h At t e s t a t i o n Employee Use Upon clocking in/out, AAMC employees will be prompted to confirm their lunch by responding to Lunch Attestation prompts within Compass. A 30 minute lunch is deducted in the middle of an 8+ hour shift. When an employee clocks, the Lunch Attestation rule will require employees to respond to one or more prompts. Regardless of the clocking method, such as TimeCall or Quick Badge, the prompt asks whether this clocking is the final out punch for the shift. The first prompt is, "Is this your final out punch? If so, press Yes, otherwise, press No." If the employee answers: No, this is not the final out punch, then the clocking continues. Yes, this is the final out punch, then a second prompt asks whether the employee took a full, uninterrupted lunch break during the shift. After responding to this prompt, the clocking continues. The second prompt is, "Have you taken your full uninterrupted lunch today? If so, press Yes, otherwise, press No." When adding clockings, employees do not enter a No Lunch special code. Their answers to the Lunch Attestation questions will apply the No Lunch special code automatically, when applicable. The exception message, No Lunch Special Code is applied. is generated for that shift.

11 P a g e 11 E m p l o ye e S e c t i o n Most of your responsibilities and tasks will occur within the Employee section. When the Employee section opens, the Time Card Screen (TCS) appears by default. This is where modifications, time off, benefit balances, and pay information are located. The TCS is divided into four panes: Employee Navigator, Transactions (List), Exceptions (and other cards) and the Pay Distributions area. The Transactions (List) opens by default. 1 2 Transaction List 3 4

12 P a g e The Employee Navigator is located under the left pane of the Employee section. This will display your name and other information such as your Employee Number, Status, and Pay Period. 2. The Transactions List shows each calendar, clocking and adjustment for you during the pay period currently displayed. Each transaction appears on its own line. 3. The Exceptions card displays a summary of all of the exceptions currently generated in the pay period being displayed. The cards below the Exceptions card provide details such as benefit balance information, and requests submitted by you. 4. The Pay Distributions card shows your hours, pay types and dates for each pay period. As soon as a shift has been completed (there is both an IN and an OUT punch), the system can calculate the pay that will be generated and it will then appear in the Pay Distributions cards. Common Employee Actions Remember, there are a number of functions that employees may frequently use in the system. Adding requests, viewing pay distributions and benefit balances are a few key components of the system. If you are unsure of which types of information to use or action to take when reporting time or requesting off, please speak with your immediate supervisor or manager to help you determine which are appropriate.

13 P a g e 13 There may be times when an employee will need to manually add a clocking to report and/or correct their time. In such case, adding a clocking via the TCS can be easily accomplished by following the steps below: Add a Clocking 1. In the left pane of the TCS, select the Add Clocking button under Employee Favorites. 2. Enter the appropriate information in the page to follow. The red asterisk * indicates a required field. The ~ symbol is the default for Special Code fields. Up to five Special Codes can be used for a clocking. When viewing the calendar in the right pane, the current pay period appears in a brighter yellow shade. This is a quick way to acknowledge what the current pay period is. Always enter four digits for the time, i.e., 0700, 1530, Entering the letter T into the Date Field automatically populates today s date when you move to the next field. 3. When information is entered and ready to be submitted, select Save. The Special Codes you can select will automatically populate in the right pane of the screen when you place your cursor in a Special Code field.

14 P a g e 14 The Transaction List Actions in the left pane will allow you to cancel or delete specific transactions. Select the check box of the transaction you want to modify and then select the appropriate action button. Add Calendar 1. In the left pane, select Add Calendar, under Employee Favorites. 2. Enter the appropriate information. The Date, Pay Code, Time and Hours/Units fields are required. The red asterisk * indicates a required field. 3. When information is entered and ready to be submitted, select Save. The pay codes you can select automatically populate in the right pane of the screen when you place your cursor in the Pay Code field.

15 P a g e 15 Employee Sign Off/Employee Un-Sign Off The Employee Sign Off feature allows employees to indicate they have reviewed their time card information and confirm its accuracy. The Employee Sign Off button is located under Employee Favorites in the left pane: When selecting the Employee Sign Off/Employee Un-Sign Off options, a Sign Off Agreement is displayed, prompting you to select one of two buttons. If you select the I Agree button, the sign off is complete and the approval is date/time stamped. This sign off message is also added to the Time Card Report with the date and time of acceptance. If you select the Cancel Sign Off button, no sign off is recorded. A message appears saying, "You have chosen to decline your employee sign off. Please speak with your manager or payroll administrator." Once the sign off agreement is approved, the icon appears in the Employee Navigator section to indicate you have signed off the time card. If changes are made to your time card information for a pay period after you have signed off, the icon is removed from the screen when it is recalculated. You must sign off again.

16 P a g e 16 Employee Sections The left pane of the main Employee section offers you the opportunity to look at your general information, your time in the monthly view, educational transactions (if available), as well as other employee-related information under different cards. The Employee Sections contains buttons which open various screens of information on the TCS. The following buttons are some of the most commonly used in this section. General - Your general information, including your birth date, hire date, phone number, login, and other information may be kept within the General card. Licenses Your employee license information. Labor Distributions Your organization unit, job class and/or position assignments. Time Card Report The Time Card Report button opens a screen to view the time card in report format for the period specified.

17 P a g e 17 Monthly View The Monthly View gives you the option to view your monthly activities in a calendar view. This screen can be used to view current and future information. You are also able to submit new transactions. The monthly view is a great tool for adding calendars for a consecutive amount of time (for example: if you need off every Monday) and for an extended amount of time (for example: submitting for a two week vacation). This screen can be used to view current information and to submit new transactions requests. Calendar and clocking requests Unavailability requests Offer and accept shifts Trade shifts Request to work available shifts (vacancies) Common Symbols to Note (see Appendix for a list of Monthly View symbols and meanings) Calendar Calendar Add Request Calendar Edit Request Calendar Delete Request Clocking Clocking Add Request Clocking Edit Request Clocking Delete Request To access Monthly View, select the Monthly View button under Employee Favorites on the TCS.

18 P a g e 18 Submit a Calendar for Non-consecutive Days 1. Under the Employee Sections, select Monthly View. 2. Press CTRL and select the days you want to enter calendars for. For example: In the following figure, 2 nd, 4 th, 8 th, and 10 th have been selected. This is indicated by the colors of the calendar, which are lighter. Notice the month displayed in the screen shot is January; you will need to change this to the current pay period to see direct results on the TCS. Today s date is highlighted in dark gray (January 5). 3. In the left pane under Employee Actions, select Add Calendar. 4. Enter the appropriate Pay Codes and required fields. 5. Select Save.

19 P a g e 19 Submit a Calendar for Consecutive Days 1. Under the Employee Sections, select Monthly View. 2. Press SHIFT and select the start and end dates you want to submit a calendar entry for. The dates in between the ones you selected are automatically included in the calendar entry. For example, in the following figure the selected calendar dates are the 2 nd through the 4 th. User selects the 2 nd and 4 th, with the system auto-populating the 3 rd. 3. In the left pane, under Employee Actions, select Add Calendar. 4. Enter the appropriate Pay Code and required field. 5. Select Save. Your manager/supervisor must approve any submitted calendar request.

20 P a g e 20 Exceptions Card The Exceptions Card opens to a list of payroll exceptions that occurred during the pay period. Clocking errors, an insufficient benefit balance and other instances that violate payroll rules can cause exceptions. It is the employee s responsibility to monitor their time card to avoid or, in some cases, correct exceptions. Level of Exception Messages Messages are classified as critical, warning and informational: Critical Messages Employees will not be paid for the pay period if a critical message is not corrected. A critical message may occur if there is an odd clocking. For Example: an employee entered their time at the beginning of the day, but did not enter an end time. AAMC s policy is to have zero critical messages. Warning Messages Employees will be paid if a warning message appears, however, it may not be for the amount of hours or manner anticipated. For example: If an employee s CLB balance is 32 hours, but they submit 40 hours of CLB, the system will generate an Insufficient Benefit Balance message. This alerts the employee that he/she submitted more time than they have available or accumulated. Informational Messages Employees will be paid. Informational messages can be generated for a variety of reasons, but common examples would be if duplicate clockings were detected or time was adjusted due to flexing.

21 P a g e 21 Benefit Balance Card This card displays your beginning and ending balance for each benefit category, for example CAT (catastrophic), CLB (combined leave benefit) and HOL (holiday) balances. Current, Year to Date, Accrued, Taken and Submitted are broken out so you can quickly view your benefit balance summary. Requests Card This card appears when the TCS is displayed; it shows requests you have submitted. This is a quick reference for employees to view any current or future requests. Pay Distributions Card The Pay Distribution cards will be displayed under the Transaction List. Hours, pay type, and dates are available for the employee to view.

22 P a g e 22 Actions Section This section gives you the ability to complete different functions and displays various processing options available to you such as reviewing and managing requests to work, trade, transactions and unavailability requests. Preferences Section The Preferences section allows you to customize the default settings and displays options for various screens within Compass. You can set bookmarks, set notification methods (portal or ), create report favorites, etc.

23 P a g e 23 Help Section Selecting the Help section icon opens a separate online help window. The help information first displayed relates to the current screen you have open in the solution. If a screen is not open, the information displayed pertains to the open section.

24 P a g e 24 Quick Guide Step-by-Step In the Help section there are step-by-step quick guides which can help you complete frequent tasks in the system. This feature helps you become familiar with tasks or actions you may complete regularly in the system. The help offers a variety of quick guides for various sections of the system. Some of the topics for Compass include: Entering CLB or unavailability requests Time and Attendance topics Adding bookmarks When you are in the Help section, these quick guides can be accessed under the Table of Contents on the left pane. Once a topic is selected, you may narrow down your options further in the right pane. Log Out To log out of your account, select the Log Out button on the top menu bar. Upon selecting the log out button, there will not be a confirmation prompt to log out.

25 P a g e 25 Ti m e C a l l The TimeCall feature allows you to call in and record time and attendance information from an internal hospital number to perform a number of functions: Clock in/out Obtain benefit and deduction balances Change PIN number Use TimeCall 1. Dial the appropriate number: extension Enter your Employee ID number. 3. Press the # key. 4. Enter your PIN number. The first time an employee uses TimeCall the system will ask the employee to create a four-digit PIN. 5. Press the # key. 6. Listen to the prompts and select the action you want to take. Press * to clear the current prompt. Press ** to start the transaction over. 7. Press the # key. 8. Hang up when complete.

26 P a g e 26 Ap p e n d i x Time/Data Input Tables 24 Hour Conversion Table Regular Time Military Time 1:00am :00am :00am :00am :00am :00am :00am :00am :00am :00am :00am :00pm (noon) :00pm :00pm :00pm :00pm :00pm :00pm :00pm :00pm :00pm :00pm :00pm :00am (midnight) 0000

27 P a g e 27 Glossary Calendars - Scheduled activity where the employee is NOT clocked in and working. Some examples of Calendar entries are: CLB, holidays, jury duty. This is also known as non-productive time. This time is paid to the employees. Furthermore, this time may also be spent in meetings, orientation, or on-call. Cards - Cards, such as the ones listed on the Homepage: My Announcements, My Unread Message, My Transaction Requests, etc., contains detailed information about the item listed. Each card is indicated with a detail arrow at the end of each row. The arrow can be expanded to view the details about each card. Clockings - Time punch entered into the system (similar to punching a clock ) when an employee starts and ends their shift. This is also known as productive time. Clocking Pair - Two consecutive punches that the system identifies a specific period of time in order to apply pay policies to the associated time. Exceptions - Exceptions are messages that occur during a pay period to warn or provide information to employees and supervisors about possible payroll violations. Pay Codes - Indicates the type of pay an employee will receive, such as Regular, Overtime, Shift Differential, FMLA, and/or CLB. When productive clockings are entered, the Pay Code is generated automatically by the system based on the time AAMC pay policies. Quick Badge - The Quick Badge function allows employees to quickly clock in/out. Employees can also enter information regarding their shift, including department, labor distribution, special codes, etc. Sections - Sections are represented by the icons located on the top menu bar which open to various sections within Compass. Home, Quick Badge, Employee, Reports, Actions, Preferences and Help are all considered sections. Special Codes - Special Codes may only be attached to productive clockings to indicate special processing circumstances. When Special Codes are used, they indicate that something other than the normal pay code calculation should occur. Examples of special codes are Charge, Meeting, and Low Census. TimeCall AAMC s telephony system which allows employees to call in from an internal hospital number to record time and attendance (clocking in/out) and obtain benefit balance information.

28 P a g e 28 M o n t h l y Vi e w Icons Viewing the Monthly View Icons The following icons may appear on the Monthly View screen. Icon Name Description (yellow S) Vacancy Details Pending Schedule (Home) Pending Schedule (Alternate) Indicates there are shifts available to request to work, such as an open shift, a shift incentive, or offered shift. Opens the clocking or calendar record. Indicates a pending productive schedule in the home or alternate labor distribution. A pending schedule has not yet been published by a manager. Published Schedule (Home) Published Schedule (Alternate) Indicates a published productive schedule in the employee's home or alternate labor distribution. (yellow S) Pending, Non- Indicates a pending non-productive schedule in the employee's home or Productive Schedule alternate labor distribution. A pending schedule has not yet been (Home) published by a manager. Pending, Non- Productive Schedule (Alternate) Published, Non- Indicates a published non-productive schedule in the employee's home or Productive Schedule alternate labor distribution. (Home) Published, Non- Productive Schedule (Alternate) Unavailability Unavailability Add Request Recurring Unavailability Recurring Unavailability Add Request Trade Request Indicates the employee has either an approved or a pending unavailability request and is not available to work. Indicates the employee has either an approved or a pending request for a recurring pattern of unavailability and is not available to work during those days and times. Indicates that a schedule trade request is made. This icon appears when the trade request is submitted and after it is accepted by the second

29 P a g e 29 employee. When the trade is approved, the standard schedule icon appears. Schedule Offer Calendar Calendar Add Request Calendar Edit Request Calendar Delete Request Clocking Clocking Add Request Clocking Edit Request Clocking Delete Request In Punch (Clocking) In Punch Add Request In Punch Edit Request In Punch Delete Request Out Punch (Clocking) Out Punch Add Request Out Punch Edit Request Out Punch Delete Request Odd Clocking Indicates that a schedule is offered. This icon appears when the schedule offer is submitted and after it is accepted by the second employee. When the accepted offer is approved, the standard schedule icon appears. Indicates a calendar transaction or a pending request to add, edit, or delete a calendar transaction. Indicates a clocking transaction that has not yet been calculated (to determine in or out) or a pending request to add, edit, or delete a clocking transaction. Indicates a clocking transaction that has been calculated and determined to be an in punch or a request to add, edit, or delete an in punch. Indicates a clocking transaction that has been calculated and determined to be an out punch or a request to add, edit, or delete an out punch. Indicates an in punch with no corresponding out punch, based on a specified amount of time passing between punches. This results in a critical exception error and no clocking data is passed to the payroll interface for the pay period (employee does not get paid) until the error is resolved.