Enterprise etime Getting Started Participant Guide ADP Time & Labor Management
Copyright Copyright Copyright Notice Copyright 2007 by Automatic Data Processing, Inc. All Rights Reserved The Enterprise etime Getting Started reference manual is copyrighted by Automatic Data Processing, Inc. 2007. All rights reserved, including the right to reproduce this manual or any part of it. It is against the law to copy the software on cassette, diskette, tape, listing, or any other medium for any purpose other than the purchaser s personal use without the express written permission of Automatic Data Processing, Inc. Automatic Data Processing, Inc. Enterprise etime Getting Started Disclaimer Automatic Data Processing (ADP), Inc. has made every effort to ensure the information in this guide is complete, precise, and current. Automatic Data Processing, Inc. assumes no responsibility for the consequences of errors beyond its control. The examples, sample windows, reports, company names, and individual names used throughout this guide are intended for illustrative purposes only and may not conform to your system requirements. Trademarks ADP is a registered trademark of ADP North America, Inc. Windows is a registered trademark of Microsoft Corporation. Other product names mentioned herein may be trademarks and/or registered trademarks of other companies.
Preface Preface This session introduces the student to the four different employee time entry methods and discusses how to perform timecard edits, labor account and work rule transfers, and pay code entries. The course combines lecture, demonstration, and hands-on practice exercises. Prerequisites None Audience This course is designed for individuals who are responsible for monitoring, editing, and approving employee timecards for submission to payroll. Although this course is targeted for department managers and supervisors, it is also ideal for a payroll or human resource manager who is new to the Enterprise etime application Version 6 P-1
Preface Enterprise etime Getting Started Notes Notes Version 6 P-2
Table of Contents Table of Contents Preface Page Preface P1-P4 Table of Contents TOC1- TOC2 Chapter 1 Navigation Page Accessing Enterprise etime 1-2 QuickFind Employee 1-3 QuickNavs and HyperFind Queries 1-4 Timecard Editor Display Views 1-5 Data Entry 1-6 Saving, Refreshing and Calculating a Timecard 1-7 Timecard Editor Tabs 1-8 Add, Edit, and Delete Data Entries 1-9 Exceptions 1-10 Summary 1-11 Chapter 2 Timecard Editor Page Comments 2-2 Comment Notes 2-3 Cancel a Meal Deduction 2-4 Labor Account Transfers 2-5 Work Rule Transfer 2-6 Add a Pay Code 2-7 Move and Delete a Pay Code 2-8 Group Edits 2-9 Verifying Group Edit Results 2-10 Add & Delete Employees To The Pay From Schedule 2-11 Function Manager Approval 2-12 Summary 2-13 Chapter 3 Reports Types of Standard Manager Reports 3-2 Accessing Standard Reports 3-3 Reports Selections & Options 3-4 Generating Standard Reports 3-5 Viewing Reports 3-6 Printing & E-Mailing Reports 3-7 Summary 3-8 Version 6 TOC-1
Table of Contents Enterprise etime Getting Started Table of Contents, Continued Chapter 4 Schedules Page Terms- Shift & Pattern 4-2 Terms- Schedule & Schedule Groups 4-3 Schedule Editor 4-4 Schedule Editor Workspace 4-5 Ad Hoc Shifts 4-6 Scheduling a Pay Code 4-7 Changing a Schedule 4-8 Viewing Schedule Audits 4-9 Summary 4-10 Chapter 5 Labs Page Data Entry & Exceptions 5-2 Timecard Edit 5-3 Cancel Meal Deduction 5-4 Add a Comment & Note 5-5 Labor Account Transfers 5-6 Work Rules & Pay Codes 5-7 Group Edit- Add a Punch 5-8 Timecard Approval 5-9 Generate a Report 5-10 Maintain a Schedule 5-11 Lab Summary 5-12 TOC-2 Version 6
Chapter 1 Navigation Chapter 1 Navigation Introduction This session shows how a manager will access and navigate the Enterprise etime interface, open and navigate the information in an employee timecard, and correctly enter and save data. Objectives After completing this session, you will be able to: Access an employee timecard Use QuickNavs and HyperFind Queries Distinguish between timecard views Locate information in an employee timecard Apply best practices when entering time data Save, refresh and calculate a timecard Describe exceptions that appear in a timecard Contents Topic See Page Accessing Enterprise etime 1-2 QuickFind Employee 1-3 QuickNavs and HyperFind Queries 1-4 Timecard Editor Display Views 1-5 Data Entry 1-6 Saving, Refreshing and Calculating a Timecard 1-7 Timecard Editor Tabs 1-8 Add, Edit, and Delete Data Entries 1-9 Exceptions 1-10 Summary 1-11 Version 6 1-1
Chapter 1 Navigation Access Enterprise etime Enterprise etime is a Web-based application, and does not require the installation of any additional software on your workstation. You access Enterprise etime via an Internet browser such as Internet Explorer or Netscape Navigator. Logging On Log on using your username and password. Password Passwords may be 1-50 characters and are CaSe SenSitive Header Within the Header section, you will find access to: 1. Tab Menus 2. Administrative links 3. Quick links 4. Show/Hide button 5. QuickNav name 6. QuickNav options Browser While logged into Enterprise etime do NOT use the features of your browser. Tools and functions to navigate, refresh, print and save are provided by the EET application Logging Out Correctly logout of the application by using the Log Off link. Enterprise etime will log off users after a pre-set period of inactivity. Version 6 1-2
Chapter 1 Navigation QuickFind Employee Using the QuickFind QuickNav and a Time Period you can filter your search for a specific person or set of people based upon their names or ID. The results then display on the Workspace. QuickFind The QuickFind QuickNav link will only allow you to search all employees that have been assigned to you based on the name criteria that you select. Workspace The workspace contains detailed information for the employees and time period that are currently selected. Information that does not fit the display width of the column is indicated by ellipses ( ). The workspace columns can be resized to display the full line of data. The data in a workspace may be sorted by clicking the column heading. You can sort by either one or two columns. Manipulate columns as follows: Click a column header to sort the display according to the column Click a column header a second time reverses the sort order Clicking a second column header sorts the display a second time according to the second column. Version 6 1-3
Chapter 1 Navigation QuickNavs and HyperFind Queries QuickNavs are the tools used to perform different actions in Enterprise etime. HyperFind Queries are used with QuickNavs to filter who you want to apply the QuickNav action based upon some selected criteria. QuickNavs A QuickNav is a link in Enterprise etime under the MY QUICKNAVS tab. QuickNavs provide different tools to view and/or modify employee labor account information. For example, Pay Period Close QuickNav provides a convenient summary view of employee data. If need be (from the same screen) timecards may be accessed to make changes. HyperFind Queries HyperFind queries are used to determine the who and the when to be displayed in a QuickNav. You determine a criterion and instruct Enterprise etime to only find people in that timeframe that match your criteria. Tips for use Always use the default queries that your organization provides for frequently used functions of your job, such as running standard reports on all employees in your group. If you can create your own HyperFind queries use the recommended guidelines to efficiently and effectively perform searches. Version 6 1-4
Chapter 1 Navigation Timecard Editor Display Views Timecard view refers to the format displayed when viewing an employee timecard. The type of view displayed depends on the time entry method used by an employee and how it is set up by the Enterprise etime administrator based on a company s individual requirements. The two types are: Hourly View Project View Hourly View In this view, an employee s IN and OUT punches display for each day per pay period the employee is scheduled to work. This view also displays any transfer information, the total hours worked in a shift, the total hours worked for the day, and a cumulative total for the week. Employee punches are generated by the employee punching in and out using Enterprise etime Time Stamp or similar device, automatically populated based on the employee s schedule, or may be manually entered. Project View In this view, the total number of hours worked displays for each day per pay period the employee is scheduled to work, along with the pay code associated with those hours. This view also displays the total number of hours for the week. Hours are entered manually by an employee or automatically populated based on the employee s schedule. Version 6 1-5
Chapter 1 Navigation Data Entry While editing in Enterprise etime, you can use your mouse or keyboard to navigate within the Timecard view. You also have a variety of formatting options for entering timecard data. In Cell Editing Tab Key Arrows Data can be entered by: Typing directly in the timecard IN or OUT cell. Using menu options to apply edits within a timecard. By clicking the right mouse button. Use the Tab Key to move horizontally one cell to the right. The Shift+Tab key combination moves the cursor horizontally to the cell on the left. Within one column you can move up or down one cell using the up and down arrow keys. Formatting Time Data Enterprise etime will automatically format your data input. Entry etime Formatting 7 7:00 AM 730 7:30 AM 10p 10:00 PM 1130p 11:30 PM Version 6 1-6
Chapter 1 Navigation Saving, Refreshing and Calculating a Timecard Visual indicators in Enterprise etime let you know when you have unsaved edits. As you enter data you have the options to refresh, calculate or save your changes. Saving The name of the QuickNav turns orange and an * appears to indicate unsaved changes. As you apply edits to the timecard you must remember to save these changes to the database. Unsaved changes are not applied. Refresh Calculate Totals Refresh is a way to undo the changes you have just made on the screen. Information in a timecard or schedule comes from the database. If you do not save your edits, the system cancels the edits and returns the data to the most recently saved timecard view. You can calculate the timecard totals without saving the edits to the database. By calculating the timecard totals, you can see the impact of changes or edits before committing them to the system. Once you calculate the totals you can save your edits or refresh the timecard to remove the changes. Version 6 1-7
Chapter 1 Navigation Timecard Editor Tabs The tabs located below the employee timecard are informational tabs. These tabs help monitor adjustments made to employee timecard entries. Tabs Visibility By default, each timecard will contain the Totals and Schedule, Accruals, and Audit tabs. The other content dependent timecard tabs become visible only when the specific content of the tab is entered into the timecard. Tabs Tab Totals & Schedule Description Displays total hours by account and pay code. Employee schedule appears in a separate frame on the right. Always Visible Accruals Displays accrued time such as sick and vacation. Audits Displays edits made to a timecard by each user. Sign-offs & Approvals Comments Moved Amounts Displays timecard approvals by employees and managers. Visible only when a sign-off or an approval is completed. Displays comments attached to pay codes and punches. Visible only when comments are attached to a timecard. Displays amounts moved from one pay code to another. Visible only when amounts have been moved on a timecard. Version 6 1-8
Chapter 1 Navigation Add, Edit, and Delete Data Entries Depending on access privileges, managers have the ability to perform edits on employee timecards. The process to add, edit, or delete entries all follow the same process as outlined below. Edits STEP ACTION 1 Select employee timecard. 2 Click in the cell that requires the edit. Any current punch will be highlighted. 3 Enter the correct information. 4 Click Save. Adding The easiest method of adding a punch is in the hourly view to click on the cell and enter the correct data directly. Editing There are several types of edits you can perform on punches. You can change the punch time, the time zone, override a punch or cancel automatic deductions. Deleting You can delete punches directly from the Hourly View timecard. For example, assume that you accidentally entered the OUT punch in the second IN field. You can select the punch and press delete on your keyboard. Notes Version 6 1-9
Chapter 1 Navigation Exceptions Exceptions highlight unexpected or unusual transactions; such as when an employee works outside their scheduled timeframe or scheduled day. Exceptions are color coded to help to quickly identify the type of exception. These are listed in the table below. Menu Options Indicator Color Code Solid Red cell Red border around a date Red border around a time Description Indicates that there is either a missed In or Out punches. Moving the mouse over the cell will provide more information. Indicates that it is an unexcused absence for the day. Moving the mouse over the cell will provide more information. Indicates that there is an exception to the time stamps. Moving the mouse over the cell will provide more information. Blue border around a date Indicates an excused absence for the day. Red outlined cell Yellow box inside cell Yellow box inside a cell Indicates that there is an exception associated with the time stamp and a comment associated with the contents of the cell. Indicates that there is a comment associated with the contents of the cell. Purple transaction (Phantom Punch) Indicates the transaction was added to the timecard by the totalizer (i.e., system generated). If the cell is gray, the transaction can not be edited. Gray cells Indicate the transaction can not be edited. (X) before a labor account Indicates that the account is not the primary account that is being indicated in the transfer. Exception Notes Exceptions must be configured in the Enterprise etime system. Exceptions can be associated with dates, punches or durations. If you move the mouse over an exception a message provides more specific information such as Missed Out-Punch, Late or Excused. Missed punch exceptions should always be edited. Version 6 1-10
Chapter 1 Navigation Summary This session showed how to access and navigate the Enterprise etime interface, open and navigate the information in an employee timecard, and correctly enter and save data. Quick Reference Card Three Quick Reference Cards are provided with this module and are available for downloading. They are Navigation, Timecard Editor Workspace and Exceptions. Notes Version 6 1-11
Chapter 2 Timecard Editor Chapter 2 Timecard Editor Introduction This session shows how a manager will use Timecard Editor to view, edit, and approve employee time and labor data. Objectives After completing this session, you will be able to: Add a comment and note to a timecard entry Cancel a meal deduction Perform a labor account transfer Conduct a Work Rule transfer Add, move and delete a Pay Code Perform & verify the results of a group edit Add & delete employees to the pay from schedule function Approve timecards Contents Topic See Page Comments 2-2 Comment Notes 2-3 Cancel a Meal Deduction 2-4 Labor Account Transfers 2-5 Work Rule Transfer 2-6 Add a Pay Code 2-7 Move and Delete a Pay Code 2-8 Group Edits 2-9 Verifying Group Edit Results 2-10 Add & Delete Employees To The Pay From Schedule 2-11 Function Manager Approval 2-12 Summary 2-13 Version 6 2-1
Chapter 2 Timecard Editor Comments Comments provide more information about a punch or an amount. They can be attached to: Punches Durations Pay code amounts Move amounts Historical amounts Comments are predefined by your company. Comments STEP ACTION 1 Select the time punch you want to edit. 2 Click Comment > Add. Alternatively right-click the punch and select Add Punch. 3 From the Add Comment drop-down list, select the appropriate comment. 4 Click OK. 5 Click Save. Comments Once you add a comment, a comment icon displays alongside the punch time or amount. To view the comment that the icon represents, click the Comments tab at the bottom of the timecard. It is possible to have more than one comment associated with a punch. For example; Late In and Second Occurrence. Comments are deleted via Comment > Delete on the menu bar or by right clicking and deleting it from the Comment Tab below the Time Card. Version 6 2-2
Chapter 2 Timecard Editor Comment Notes Comments may have free text notes associated with them. These comments only appear under the employees comments tab. Comment STEP ACTION Notes 1 Select the time punch you want to edit. 2 Click Comment > Add. Alternatively right-click the punch and select Add Comment. 3 From the Add Comment drop-down list, select the appropriate comment. 4 In the Note field enter additional information. 5 Click OK. 6 Click Save. Notes Some key points to remember with regards to Comment notes are: You can t have a note without a comment. Notes are limited to 255 characters. Notes only appear in the Comments tab. They will not appear in reports or a HyperFind query Notes can t be edited. You must delete it and add a new one. If you select multiple comments, the note is associated with each comment. Deleting the comment removes the notes associated with it. Version 6 2-3
Chapter 2 Timecard Editor Cancel a Meal Deduction If an employee worked through their meal break or did not take a meal break for the day, it must be added back to the total work hours. You have the ability to cancel a meal deduction for an employee for a specific shift or you can cancel all meal deductions for the entire day. Cancel a STEP ACTION Meal Deduction 1 Select the time punch you want to edit. 2 Click Punch> Edit. Alternatively you can right-click the punch and select Edit Punch or simply double-click the cell. 3 From the cancel deduction drop-down list, select the appropriate deduction. 4 Click OK. 5 Click Save. Cancel Meal Deduction If you cancel a deduction that is not assigned to the employee, the system does not remove any break or meal from the shift. If you don t know which break or meal rule the employee uses as displayed in the cancel deduction drop down list, then select all. The all selection removes all break or meal deductions from the shift. Project view employees must have adjustments made to the amount of time they entered. To reverse the cancel deductions, select <None> from the Cancel Deduction drop-down list. Version 6 2-4
Chapter 2 Timecard Editor Labor Account Transfer Labor account transfers are made to charge employee hours to an account other than the employee s primary labor account. Managers can transfer an employee s hours from an employee s time card and from a group edit. Labor Account STEP ACTION Transfer 1 From the employee s timecard, place your cursor in the Transfer cell. 2 The drop-down menu displays the last five labor account transfers for that employee 3 If the transfer labor level is not listed select Search. 4 Choose the desired labor level. 5 Highlight the account code by selecting an option from the available entries data field. 6 Click OK when the correct information has been selected. Labor Account Transfer Multiple labor account transfers may occur in a single day. If you transfer an employee to another labor account at the beginning of the shift, the entire shift hours will be transferred unless you transfer the employee back into his/her primary account. A new shift automatically defaults to the employee s primary account. Version 6 2-5
Chapter 2 Timecard Editor Conduct a Work Rule Transfer Work Rules interpret the way employee s work time is calculated, how their overtime is earned, how their shift differential is paid, and whether or not time is deducted for a meal break. A transfer of a Work Rule may occur when an employee performs a different job and should be paid according the Work Rules of that job. Work STEP ACTION Transfer 1 Click the transfer cell that corresponds to the shift you want to edit. 2 Click the down arrow. A list displays that shows the most resent transfers. Click search to proceed to the Select Transfer window. 3 From the Work Rule drop-down list (bottom left), select the appropriate work rule. 4 Click OK. The new work rule displays in the Transfer cell. Work Rule Transfers A Work Rule transfer changes the Work Rule for part or all of a shift. Version 6 2-6
Chapter 2 Timecard Editor Add a Pay Code Enterprise etime uses Pay Codes to organize time and money. Regular and overtime are examples of time pay codes. Bonus is an example of a pay code that holds a monetary amount. A Pay Code may be added to account for time or money in an employee s timecard. Pay STEP ACTION Code 1 In the timecard workspace, select an empty row or insert a row for the appropriate date 2 Click the cell in Pay Code column then click the drop-down arrow. 3 Select the appropriate Pay Code from the drop-down list. 4 Enter the appropriate number or hours in the Amount column or click to display the down arrow and select the appropriate option from the drop-down list. Add a Pay Code Amount Enter the amount of hours that the Pay Code should be applied. Alternatively, use the full scheduled or half scheduled day options from the drop-down menu. Version 6 2-7
Chapter 2 Timecard Editor Move and Delete a Pay Code An amount (dollars or hours) may be moved from one Pay Code to another to correct a discrepancy or to account for something unexpected. Moving a Pay STEP ACTION Code 1 Change the value in the Total & Schedules tab from All to Daily 2 Highlight the day of the Pay Code you want to move 3 Right click the highlighted Pay Code, then, left click Move 4 In the field labeled Pay Code, select the correct pay code from the list box. 5 In the field labeled Amount, enter the correct amount. 6 Select the effective date. 7 Enter the transfer if applicable. 8 Enter a comment if applicable. 9 Click OK. 10 Click Save. Delete a Pay Code Deleting a Pay Code amount is the same as deleting any other data entry. Select the cell and delete the data it contains. Deleting a Pay STEP ACTION Code 1 Click in the amount cell associated with pay code and press the delete key on the keyboard 2 Click in the Pay Code cell and press delete. 3 Click Save. Version 6 2-8
Chapter 2 Timecard Editor Group Edits Group edits are changes you make to multiple employees simultaneously. Group STEP ACTION Edits 1 Select a QuickNav and/or HyperFind Query that displays the employees you wish to edit. 2 Select the first employee. 3 Press and hold Ctrl, then select each of the other employees you wish to edit. The employees you select are highlighted in yellow. 4 Perform the edit you wish to make. Group Edits Nearly any edit you can apply to one employee can be applied to a group of employees in the same transaction. Some examples of the types of changes you can make using a group edit include the following: Add or delete a punch Add or delete a pay code amount Add or delete an historical amount Reset or pay out accruals Add or delete pay from schedule Approve or sign off timecards You can select a range of adjacent cells by selecting the first employee, holding Shift, then selecting the last employee in the range. Version 6 2-9
Chapter 2 Timecard Editor Verifying Group Edit Results When you perform a group edit, it is possible that the change failed for one or more of the selected employees. Select Group Edit Results on the General menu tab to verify that the edits for everyone in the group were successful. If a failure occurred, a Details hyperlink will display an error log. Column Group Edit Date Time User Name Status Results Displays This Information Type of edit you performed Date the group edit was performed Time the group edit was submitted for processing User name of the person performing the group edit Status of the Group Edit. This may be Completed or Processing. Number of successes and failures and the total Error Log The Group Edit Error Log displays the employee name and a description of the each error that occurred. Version 6 2-10
Chapter 2 Timecard Editor Adding & Deleting Pay from Schedule Add Pay from Schedule allows you to use a person s schedule to populate their timecard, which is useful when you need to process a payroll early during a holiday week. Pay from STEP ACTION Schedule 1 2 3 4 Press and hold Ctrl and select multiple employees, or select Actions > Select All to select all employees. To Add- Select Schedule> Pay From Schedule > Add. To Delete- Select Schedule> Pay From Schedule > Delete. In the Effective Start Date field, enter the date to begin paying from the schedule. In the Effective End Date field, enter the date to stop paying from the schedule. 5 Click Comments (optional). 6 From the Comments lists, select the reason for adding pay from schedule and click OK. 7 Click OK. Adding & Deleting Paying From Schedule Pay from schedule can be used everyday for those employees who may edit timecard only on an exception basis. Employees may also be permanently marked as pay from schedule in the Pay Rule. Version 6 2-11
Chapter 2 Timecard Editor Manager Approval Once you have completed all of your timecard edits, you can approve and the timecard data. The Pay Period Close QuickNav is a great source for viewing multiple employees approval and sign off status. Manager STEP ACTION Approval 1 2 From the Time Period list, select the time period. You can approve an employee s timecard for any time period. Select the names of the employee(s) whose timecards you need to approve. By holding down the Ctrl key as you click each row, you can select more than one employee for approval, or you can click Actions>Select All and select everyone on the screen. 3 From the Approvals menu, click Approve. 4 Click Yes in response to the prompt to approve your selections. Result: The Manager Approval column displays a 1 indicating one manager has approved the timecard for the previous pay period. Symbol Definition Pay Period Approved/Signed off 1 1 Person Approved (Appears in cases were multiple manager approvals are necessary.) (Partial) Only a few day(s) of the pay period are approved. 1 (Partial) One manager has approved. Only a few day(s) of the pay period are approved. Approving Timecards Approvals may be performed for a single day, any range of dates including future dates. (i.e., current, previous, next). Approvals prevent further edits by the employee in the hourly and project view methods. Approvals may also prevent further edits by managers. Approvals may be removed via the Approvals menu. Version 6 2-12
Chapter 2 Timecard Editor Timecard Editor Summary Summary This module first presented how you efficiently enter data into Enterprise etime and how you save that data. Each common manager task in editing, and reviewing timecards was then described in detail. Finally, the means to approve and verifying those approvals was presented. Quick Reference Card A two-page Quick Reference Card is provided with this module and is available for downloading. It outlines the steps to perform when completing common managerial tasks. Version 6 2-13
Chapter 3 Reports Chapter 3 Reports Introduction This session shows how Enterprise etime is used to access, generate and review a standard report. Objectives Upon completing this session, you will be able to Access the report function Select the parameters of a report Configure standard report options Generate a standard report View, print & email a report Contents Topic See Page Types of Standard Manager Reports 3-2 Accessing Standard Reports 3-3 Reports Selections & Options 3-4 Generating Standard Reports 3-5 Viewing Reports 3-6 Printing & E-Mailing Reports 3-7 Summary 3-8 Version 6 3-1
Chapter 3 Reports Types of Standard Reports Reporting is a tool that allows you to extract information from the Enterprise etime database and present it in an easy to read format that can be printed, e- mailed and distributed. Standard Reports The Enterprise etime application has over 80 standard reports that are available to managers and supervisors. The actual reports managers and supervisors can generate and view depends on the access privileges granted in the user report profiles. In addition to the standard manager reports, Enterprise etime also has reports available for the individual employee who enters time through a web browser. Examples of manager reports are displayed in the table below. REPORT CATEGORY EXAMPLE DESCRIPTION All - Contains All reports available to managers in the Enterprise etime System. Accruals Accrual Details Displays types of accrual transactions for each employee. Configuration Work Rules Lists the work rules defined. Data Collection Detail QuickNavs Activity Code Definitions Absent Employees Lists the Activity Code definitions. Displays employee s excused and unexcused absences through the current day. Import Import Errors Displays error details about imported data. Roll-up QuickNav Hours by Labor Account Schedule Employee Schedule - Weekly Displays money/hours/wages for each Labor account. Displays employee s schedules of whose home locations is one of the selected. Timecard Exceptions Displays exceptions or comments attached to the start or end of shift. Report Categories Grouping reports into categories allows for context sensitive navigation to reports depending on the area of the application from which you wish to gather data. Version 6 3-2
Chapter 3 Reports Accessing Standard Reports Standard reports may be accessed via two methods: 1) Using the General menu tab and selecting Reports. This option defaults the report to run on All Home employees. 2) Via the Report link in the header workspace to display. This method displays information for specific individuals that are selected in the QuickNav. Reports STEP ACTION 1 To access reportsa) Click the Reports link in the workspace header or b) From the General tab menu select Reports. 2 Select the report you want. Accessing Reports If the report link does not display on the workspace header, you have not been granted privileges to generate reports in this manner. Version 6 3-3
Chapter 3 Reports Report Selections & Options It is important to choose the accurate parameters of your report by configuring who, when, and any additional information. Without correctly defining this information, Enterprise etime has no way of knowing what data to display for the report you selected. Selecting People Select the people information by selecting one of the HyperFind queries in the drop-down menu. As with Timecard editor the HyperFind query provides the parameter of who and where you want to apply your report. Selecting the Timeframe The timeframe for the report is defined by selecting one of the options available in the Time Period drop-down menu Selecting Options Before generating a standard report. You should define any additional pieces of information the report should contain. Depending on the report you are generating, different options are available that are applicable to the report. Depending on the type of report available options may include: Actual/Adjusted Import Batch Absence Types Import Types Exceptions Pay Codes Holiday Credit Page Break Version 6 3-4
Chapter 3 Reports Generating Standard Reports The report is generated by selecting Run Report. Generating Standard STEP ACTION Reports 1 Click Run Report Report Status Once you have selected the Run Report option, the Check Run Status menu will automatically appear. Options are: View Report The Report will display in Adobe PDF Reader Refresh Status Will indicate whether the status is complete or otherwise Delete Will Delete the selected report Print Screen sends all the contents visible on the screen to a printer Report Status Waiting The report information you requested is being gathered from the database server and being transferred to the web/application server and displayed on your desktop through the use of a browser. This process of gathering and displaying data may take a few minutes. Continue to check the status via the Refresh Status option from the menu bar. Version 6 3-5
Chapter 3 Reports Viewing Reports The report can be accessed once the report status returns the result Complete. Viewing There are two ways you can view the report information. Double-click on the name of the report to view it in PDF format From the Check Run Status menu, select View Report To view a standard report, follow the steps outlined below. Viewing STEP ACTION Reports 1 Select the Report you would like to view. The top is the most recent. 2 Click View Report. The report will display in Adobe PDF Reader. Version 6 3-6
Chapter 3 Reports Printing & Emailing Reports Reports are viewed via Adobe Acrobat Reader. An Adobe acrobat file reader application must be installed on your machine in order to read the report. In addition to output to PDF files format, reports can be printed or emailed. Printing To print a standard report, follow the steps outlined below. Printing STEP ACTION Reports 1 From the Select Report menu, choose Send to Printer. 2 Select the name of the printer where the report should be sent.* 3 Choose OK. * If your printer can not be selected, view the file as a PDF. Then, use the print functionality of Adobe Reader to send it to your default printer in your control panel. E-Mailing The ability to email reports via enterprise etime is a configurable option in Enterprise etime. To e-mail a standard report, follow the steps outlined below. NOTE: Your company may or may not use this option depending upon system configuration and system compatibility. E-Mailing STEP ACTION Reports 1 From the Select Report menu, choose e-mail. 2 In the field labeled Recipients, enter the e-mail addresses of the individuals who should receive the report. Multiple addresses are separated by commas. 3 Choose OK. Version 6 3-7
Chapter 3 Reports Reports Summary Summary This session showed how a manager accesses reports via the General menu tab or the Report link in the Header. Next you saw how to choose the parameters of your report by defining and configuring who and when you want the report to gather data. Additional optional configurations were shown that depend upon the type of report that you are generating. The means to generate your report and to check its run status were discussed. Finally you saw the different methods of accessing the report and saw how it could be viewed as a PDF, printed, or e-mailed from the application. The steps to access, configure and view a report are outlined below. Quick Reference Card A Quick Reference Card is provided with this module and is available for downloading. It outlines the steps to perform when completing common managerial tasks. Version 6 3-8
Instructor s Page Chapter 4 Schedules Chapter 4 Schedules Introduction This session shows how to access, navigate and use Schedule Editor to perform scheduling maintenance tasks such as adding ad hoc shifts and changing a schedule. Objectives Upon completing this session, you will be able to: Explain Scheduling Terms Access & Navigate Schedule Editor Describe the Components of the Schedule Editor Workspace Perform Schedule Maintenance Access Schedule Audits Contents Topic See Page Terms- Shift & Pattern 4-2 Terms- Schedule & Schedule Groups 4-3 Schedule Editor 4-4 Schedule Editor Workspace 4-5 Ad Hoc Shifts 4-6 Scheduling a Pay Code 4-7 Changing a Schedule 4-8 Viewing Schedule Audits 4-9 Summary 4-10 Version 6 4-1
Chapter 4 Schedules Terms- Shift & Pattern Shift Shift is a span of time with a start and an end time usually within a 24 hour period. Shifts are the basic building block to all other elements of a schedule. Shift Definition Pattern Patterns suggest a recurring design; an arrangement or an order. In Enterprise etime this is also the case. Patterns contain one or more shifts that repeat over specific days. Pattern Definition Version 6 4-2
Chapter 4 Schedules Terms- Schedule & Schedule Groups Schedule How many times have people asked you what s your schedule? It could mean are you free a particular day and time or when in the upcoming week are you working? A schedule in Enterprise etime is a series of shifts that occur over a period of time. Using the pattern example from before; (7am to 3pm shift on Mondays, Wednesdays and Thursdays; and 3pm to 11pm shifts on Tuesdays and Fridays); now the schedule is created. Schedule Definition Schedule Group When a number of employees have similar working characteristics they can be grouped together. This is called a schedule group. This group may be used for scheduling or any other time card functions. Schedule Group Definition Version 6 4-3
Chapter 4 Schedules Schedule Editor Schedule Editor Schedule Editor is an integrated part of the Enterprise etime application. It is used to create, view and edit schedules for your employees. Notes Version 6 4-4
Chapter 4 Schedules Schedule Editor Workspace Access Schedule Editor is accessed via the menu tab My QuickNavs> Schedule Editor. Workspace Columns are: Name, Totals, Job, and Schedule Group. Rows are: Employee information and column totals. Visual Indicator When an employee s regularly scheduled pattern incurs a change because of a transfer, a visual indicator as an X appears next to the shift. Version 6 4-5
Chapter 4 Schedules Ad Hoc Shifts Managers can use Enterprise etime Schedule Editor to make changes on the fly to correctly account for employees time. Ad-hoc shifts To meet temporary needs managers can create ad hoc shifts for an individual or a schedule group. The ad hoc shift replaces the scheduled shift for the day(s) specified. It is indicated by a gold vertical bar on the right side of the cell of the schedule. Ad-hoc shifts STEP ACTION 1 From the My QuickNavs tab select Schedule Editor and from the workspace the employee you wish to edit. 2 Edits may be performed by selecting the cell of the day to edit then from the menu Shift> Edit and entering in the new shift information. Or- Edits may be performed by double-clicking in the cell and editing the information directly in the cell. 3 Click Save to apply. Version 6 4-6
Chapter 4 Schedules Scheduling a Pay Code Scheduling tools allow you to schedule time in advance by applying the time to a specific pay code. Scheduling a Pay Code You can schedule, copy, move, and delete scheduled pay code edits that are automatically transferred to the timecard STEP ACTION Scheduling a Pay Code 1 From within the Schedule Editor, select the name of the individual for whom you are adding the Pay Code. 2 Select the first day when the Pay Code will begin. 3 From the menu select Pay Code> Add 4 In the Pay Code Editor window complete the fields. Pay Code In the drop down menu select the appropriate code Amount- Select the amount Number of Days- Complete for the duration of the Pay Code. Comments- Add as necessary 5 Click OK and Save. Version 6 4-7
Chapter 4 Schedules Changing a Schedule Changing a Schedule Schedules can be changed from most QuickNavs via the menu bar Schedule or Shift options. STEP ACTION Changing a Schedule 1 From within the Schedule Editor, select the name of the individual for whom you are changing the schedule. 2 From the menu select Shift> Delete Pattern At this point the employee now has no schedule. 3 From the menu select Shift> Add Pattern 4 Click for the first day of the pattern and Click Insert Pattern 5 Select a pattern from the menu. 6 Enter the pattern Work Start Date and Pattern Start Date 7 Select end date or forever and check override other patterns 8 Click OK Version 6 4-8
Chapter 4 Schedules Viewing Schedule Audits Managers have the ability to view changes made to an employee s schedule. The schedule audits will keep a record of transactions that have been performed that affect the employee s schedule. Schedule Audits The schedule changes that are tracked include: Creating an ad hoc shift; Shifts that have been added, edited, or deleted at the individual and Pay codes that have been added, edited, or deleted from an individual To view an audit trail of edits to a schedule, follow the steps outlined below. Viewing STEP ACTION Schedule Audits 1 From the Schedule Editor, select the employee(s) to view. 2 Select the appropriate time period. (i.e., previous pay period) 3 From the menu bar, select View > Audit. 4 In the field labeled Filter Rows by Type, select All. 5 Click OK when you have completed viewing the audit trail. Version 6 4-9
Chapter 4 Schedules Schedules Summary Summary This session started with introducing essential scheduling terminology. Next you accessed Schedule Editor and learned to navigate its workspace. The means to perform common and routine schedule maintenance tasks were then demonstrated using: Ad-Hoc Shifts Scheduling a Pay Code Changing a Schedule. Lastly you accessed schedule audits to view changes made to an employee s schedule. Quick Reference Card A two-page Quick Reference Card is provided with this module and is available for downloading. It provides fast access to the steps to perform common scheduling tasks. Version 6 4-10
Instructor s Page Chapter 5 Labs Chapter 5 Getting Started with Enterprise etime Labs Introduction This session allows you to put into practice the knowledge that you have just learned. Real-life scenarios will be presented for you to resolve as they would be presented on the job. Some scenarios also include exercises to deepen your understanding of the details of the module. Use the manual and online help to solve the problems just as you will use them after the class. If necessary, ask the instructor for guidance at any time. Objectives Upon completing this session, you will be able to perform the following tasks- Access a timecard Use a QuickNav and a HyperFind Query Explain the information displayed in a timecard Perform data entry for an employee Perform a number of employee timecard edits Conduct group edits Timecard Approval Generate a report Maintain a schedule Contents Topic See Page Data Entry & Exceptions 5-2 Timecard Edit 5-3 Cancel Meal Deduction 5-4 Add a Comment & Note 5-5 Labor Account Transfers 5-6 Work Rules & Pay Codes 5-7 Group Edit- Add a Punch 5-8 Timecard Approval 5-9 Generate a Report 5-10 Maintain a Schedule 5-11 Lab Summary 5-12 Version 6 5-1
Chapter 5 Labs Data Entry & Exceptions Scenario 1 The time for one of your employees James Hogan was not captured by any time and labor device. You need to enter it manually and edit accordingly. Instructions Log on to Enterprise etime as Jenny Coal (jcoal/welcome). Enter the data below for James Hogan. In the spaces provided make note of any exceptions. Time and Labor Data Employee Timecard: James Hogan Monday 9:04 AM to 6:00 PM Tuesday 9:05 AM to 6:00 PM Wednesday 9:00 AM to 11:00 AM Wednesday PTO for 6 hours. Thursday 9:00 AM to (no out punch) Friday 10:00 AM to 12:00 PM Friday Transferred to the Operating Room (314) as a registered nurse (515) between the hours of 1 PM and 7 PM. Exercise What do the colors in and around the data cells represent? Tuesday: Wednesday: Thursday: Friday: Viewing the Totals and Schedule tab, fill in the amounts below. Account Pay Code Amount 101/213/317/406/515 Regular 101/213/317/406/515 PTO (x)101/213/314/406/515 Regular Version 6 5-2
Chapter 5 Labs Timecard Edit Scenario 2 After reviewing Tamika Folan s timecard, you realize she left at 4:00 PM on the first Thursday of the Previous Pay Period. You will need to update her timecard. Instructions Log on to Enterprise etime as Jenny Coal. Access and edit Tamika Folan s timecard with the correct data. You need to change her OUT punch for the first Thursday to 4:00 PM. When finished the timecard should look like the one below. Exercise What are the total shift hours for the first Thursday of the previous pay period? Version 6 5-3
Chapter 5 Labs Cancel Meal Deduction Scenario 3 Not only did Tamika leave at 4:00 PM, she requested to work through her one-hour lunch break on the same day. Conduct a meal deduction for Tamika on her timecard for that day. Instructions As Jenny Coal, access and edit Tamika Folan s timecard to cancel her meal deduction. When finished the timecard should look like the one below. Exercise What are the total shift hours for the first Thursday of the previous pay period? Version 6 5-4
Chapter 5 Labs Add a Comment & Note Scenario 4 Tamika Folan left early on the first Thursday of the previous pay period. You want to add a comment so Payroll knows this was an approved event. Instructions As Jenny Coal, access and edit Tamika Folan s timecard to add a comment to her timecard indicating, Approved. Add a note to the comment that Left to attend annual corporate event. When finished the timecard should look like the one below. Exercise What is different in Tamika s timecard now that you have added a comment? Version 6 5-5
Chapter 5 Labs Labor Account Transfer Scenario 5 On the second Monday of the previous pay period, Tamika Folan worked a second shift in the Surgery department in the job of a nurse manager from 7:00 PM to 11:00 PM. You need to charge this time accordingly. Instructions As Jenny Coal, access and edit Tamika s timecard to adjust Tamika Folan s timecard to reflect this transfer. When finished the timecard should look like the one below. Exercise Viewing the Totals and Schedules tab: How many Regular hours are applied to ///513/ account? How many hours are applied to the ///514/ account? Version 6 5-6
Chapter 5 Labs Work Rules & Pay Codes Scenario 6 On the second Monday of the previous pay period, from 7 PM to 11:00 PM, Erica East was called back and worked in the Final Test department as a Test Tech. She needs to get paid under the appropriate Work Rule for this time. Also, on the first Tuesday of the previous pay period, Erica left early and took 2 hours of paid time off (PTO). You have to account for this time. Instructions As Peggy Howards, access and edit Erica East s timecard. Apply the labor level transfer and transfer the work rule to Call Back on Erica s timecard and account for the paid time off. When finished the timecard should look like the one below. Exercise 6a Other than Call Back what other work rules that were available to be selected? List two. Exercise 6b Use online help to search for information on charging time to pay codes, According to online help what do the pay codes full sched day and half sched day do? Version 6 5-7
Chapter 5 Labs Group Edit- Add Punch Scenario 7 A number of employees on the 7am shift were unable to punch in because their time clock didn t work. Instructions As Peggy Howards, access and edit the timecards of employees- Holly Banchoff Desso Benitez Brad Bullett Perform a group edit and add a 7am punch to the first Monday in the previous pay period. Add the comment machine down. When finished verify the group edit results. When finished the timecard should look similar to the one below. Exercise 7 How would you resolve the missing out punch if the time clock still didn t work when the employees were supposed to punch out? Version 6 5-8
Chapter 5 Labs Timecard Approval Scenario 8 Approve your employee timecards as you would at the end of a pay period. Instructions Log on as Chris Powers (user id: cpowers, password: welcome). Approve Erica East and Jane Fernandez timecards for the previous pay period. Version 6 5-9
Chapter 5 Labs Generate a Report Scenario 9 Tamika Folan has had a lot of activity on her account this week. Run a report that would show the hours for each labor account in which she accrued hours in the previous pay period. These hours would be organized by pay code. Include a graphically summary. Instructions As Jenny Coal, run a report on Tamika Folan. Choose the appropriate report based upon the scenario. View the report on the screen as a.pdf. When finished the report should look similar to the one below. Version 6 5-10
Chapter 5 Labs Maintain a Schedule Scenario 10 In the Schedules chapter (4-8), Rene Farmer changed schedules with Jane Fernandez. Complete the scenario and now assign Rene Farmers old schedule to Jane Fernandez. Instructions Jane s schedule will change at the start of the next pay period. She will switch shifts permanently with Rene Farmer. Jane s Current schedule is: Current Schedule: M-F 7-3:30 pm employed as a Maternity RN and assigned group day office. New Schedule: M-F 9-6 Day Office employed as a Maternity RN and assigned group day office. When finished the timecard should look similar to the one below. Version 6 5-11
Chapter 5 Labs Lab Summary End of Lab Inform the instructor when you have completed all the lab exercises. After all participants are finished you will be brought together for a session summary and to answer any questions that the exercises may have raised. Notes Version 6 5-12