Subject: How time keeper functions are best used in Timeware Primetime ... In a
nutshell, the time keeper role may require any of the following functions: 1.
Tech Note ID: TIMEKEEPER-101 Subject: How time keeper functions are best used in Timeware Primetime Background: Timeware Primetime processes time an attendance data that comes from various sources including: time clocks, web entry, third party systems, etc. As this data is processed and time charge records are created, a final check is still needed to assure accuracy and completeness. Thus, the timekeeper role comes in play here to review and edit time charges for the purposes of assurance that the data is accurate and complete. In a nutshell, the time keeper role may require any of the following functions: 1. Review time and attendance for accuracy, Based on a preconceived knowledge of the employee role and attendance policy, a time keeper can quickly review an employee time card for accuracy. 2. Edit miss-punches, A miss-punch, in Timeware Primetime, should be easily identified since it is usually marked with red background. A miss-punch can be edited where start time, end time or hours can be changed to reflect what actually happened. 3. Delete extra punches: In some cases employees may punch in or out multiple times. In such case the Timeware Primetime attendance screen will show extra punches. These extra extra punches need to be deleted by the time keeper. 4. Modify / override punch time or hours: In some cases the punch in time, punch out time or the calculated hours may not reflect the actual time worked or are in conflict with the employee work policy. In such cases, the time keeper may need to modify he start time, end time or hours as required. 5. Add a new time charge: In some cases the employee fails to punch in / out. In such case Timeware Primetime will show a vacancy in its attendance screens. The timekeeper needs to add a time charge for the missing punches, including the employee worked business unit, job, start time and end time. 6. Approve time charges: Since the timekeeper function represents the first level of time management, time approval is highly recommended since it represents the completeness of the time keeper work. Timeware offers multiple attendance views for performing the above timekeeper functions. Two views are of special interest here: Employee Combined view and Attendance Reconcile view. Both views have special advantages and the timekeeper may use the view he/she feels most conformable with. Employee Combined: The employee combined view was designed to show, in a calendar format, all employee attendance activities within a selectable period of time. With the Employee Combined view the employee may review, edit, add and approve time charges. Each time charge display various information like: employee name, charge adjusted start and end time, hours, job name, business unit name and clock name. In addition the time charge display may include various icons representing additional information about the charge. These icons are included in the time charge image shown below:
Here is an explanation, from left to right, of each icon shown in the time charge image on the left: - Incomplete charge warning - Charge has a note - Charge has been manually edited - Charge has an override - Charge has an exceptions - Charge is inconsistent (over edit or under edit)
Furthermore, the time charge display may include various abbreviated codes representing additional information 1
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about the charge hours. For example: the charge display above shows the following codes, within square brackets, appended to the charge hours: [SD/TRD/EO]. One code or more may be listed separated by the slash sign. The currently used codes include:
Code OT ORH CT HOL BON SD TRD EO DO
Description Indicates that, within the charge, one or more hours are overtime hours Indicates that, within the charge, one or more hours are over regular time hours Indicates that, within the charge, one or more hours are comp time hours Indicates that, within the charge, one or more hours are holiday worked overtime time hours Indicates that, within the charge, there is bonus hours, or bonus extra pay or bonus rate increase Indicates that, within the charge, there is shift differential or shift premium pay Indicates that the employee started late, thus, being tardy Indicates that the employee left early, thus, being tardy Indicates that, within the charge, one or more hours are dock time hours. Dock time is computed on weekly basis and is always attached to the last charge in the week
The following is an image of the employee combine attendance view:
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Attendance Reconcile: The attendance reconcile view was designed to show, in a spread sheet format, all employee attendance activities within a selectable period of time. With the Attendance Reconcile view the employee may review, edit, add and approve time charges. The following is a screen shot of the attendance reconcile view:
This view is best used when balancing employee attendance vs employee schedule is needed. This view is made of 3 drill down levels: 1. The first level is the top attendance reconcile summary table where one or more employee attendance summary records are displayed. So each employee attendance, for the selected period, will be summarized into one row. Upon row selection, the second level is populated. 2. The second level is the middle attendance reconcile summary table where only one employee attendance detailed record is displayed. Each day, whether worked or not, within the selected period will be shown in this view. Upon row selection, the third level is populated. 3. The third level is the familiar employee attendance view detail where time edits can occur. Now lets examine the top two level tables layout. Level 1 - attendance reconcile summary table: This table shows a summary of one or more employee attendance data , and is made up of the following columns: • Employee Name – shows the employee identity • Approval: shows the combination of approval levels for the period. For example if the column has the following information “0, 1”, it simply means that the period shown has a mix of time charges where some are approved level one (thus 1 is displayed), and some that are not approved at all (thus 01 is displayed) . 3
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• • • • • • • • • • •
Actual: shows the total worked hours and leave hours for the selected period. Scheduled: shows the total scheduled hours for the selected period. Scheduled hours may come from an actual schedule or deducted by the system based upon the employee daily standard hours and assigned calendar. Reg: shows the total regular hours for the selected period. ORH: shows the total over regular hours for the selected period. OT: shows the total overtime hours for the selected period. CT: shows the total comp time hours for the selected period. Absence: In case the employee took leave time within the selected period,, the leave job itemization code will be displayed here. Unscheduled: If the employee is not supposed to work on such a day (i.e. day is not scheduled or marked as a work day on the employee calendar), then a 'Y' will be shown in this column indicating there was at least one unscheduled day within the period. M. Punch: if there was at least one missed punch within the selected period a 'Y' will be displayed in this column. Exceptions: Timeware Primetime adds exception codes to time charges in order to alert the timekeeper. If an exception code is displayed here, it means at least one occurrence of such exception occurred during the selected time period. (see below for exception codes definition). Other Exceptions: Timeware Primetime adds additional exception to time charges in order to alert the timekeeper. If an exception code is displayed here, it means at least one occurrence of such exception occurred during the selected time period.
Level 2 - attendance reconcile summary table: This table shows only one employee detailed attendance data. Where each row represent either a vacancy or a specific time charge record. This table is made up of the following columns: • Day: week day • Date: the attendance date • Approval: shows the displayed time charge approval level. For example if the column has the following information “1”, it simply means that the time charge shown is approved level one (thus 1 is displayed). • Actual: shows the time charge worked or leave hours. • Scheduled: shows the total scheduled hours for the date. Scheduled hours may come from an actual schedule or deducted by the system based upon the employee daily standard hours and assigned calendar. • Reg: shows the time charge regular hours. • ORH: shows the time charge over regular hours. • OT: shows the time charge overtime hours. • CT: shows the time charge comp time hours. • Absence: In case the employee time charge is for leave time,, the leave job itemization code will be displayed here. • Unscheduled: If the employee is not supposed to work on this day (i.e. day is not scheduled or marked as a work day on the employee calendar), then a 'Y' will be shown in this column indicating the day was unscheduled. • M. Punch: if time charge is a missed punch a 'Y' will be displayed in this column. • Exceptions: Timeware Primetime adds exception codes to time charges in order to alert the timekeeper. If the time charge has an exception, the exception code is displayed here. (see below for exception codes definition). • Other Exceptions: Timeware Primetime adds additional exception to time charges in order to alert the timekeeper. If an exception code is displayed here, it means the time charge has an exception. (see below for additional exceptions definition). Exception Codes: • OT – Overtime • ORH – Over Regular Time • CT – Comp Time • DOCK – Dock Time • TRD - Tardy 4
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• • •
EL – Early Leave OE – Over Edit or employee hours exceed scheduled hours UE – Under Edit or employee hours are less than scheduled hours
Other Exception: • OT start Yes selection – On early sign in, the employee was asked if approved for OT and answered Yes. • OT start No selection – On early sign in, the employee was asked if approved for OT and answered No. • OT end Yes selection – On late sign out, the employee was asked if approved for OT and answered Yes. • OT end No selection – On late sign out, the employee was asked if approved for OT and answered No. • PTO start Yes selection – On late sign in, the employee was asked to choose PTO and answered Yes. • PTO start No selection – On late sign in, the employee was asked to choose PTO and answered No. • PTO end Yes selection – On early sign out, the employee was asked to choose PTO and answered Yes. • PTO end no selection – On early sign out, the employee was asked to choose PTO and answered No. • Sub Job Yes selection – On sign in/out, the sub employee was asked to choose a sub job and answered Yes. • Sub Job No selection – On sign in/out, the sub employee was asked to choose a sub job and answered No. • Sub Employee Yes selection – On sign in/out, the sub employee was asked to choose a sub employee and answered Yes. • Sub Employee No selection – On sign in/out, the sub employee was asked to choose a sub employee and answered No. • Supplemental start Yes selection – On early sign in, the employee was asked to choose a supplemental job and answered Yes. • Supplemental start No selection – On early sign in, the employee was asked to choose a supplemental job and answered No. • Supplemental end Yes selection – On late sign out, the employee was asked to choose a supplemental job and answered Yes. • Supplemental end no selection – On late sign out, the employee was asked to choose a supplemental job and answered No. • Auto shift completion Yes selection – On sign in/out, the employee was asked to choose on automatic shift completion and answered Yes. • Auto shift completion end no selection – On sign in/out, the employee was asked to choose on automatic shift completion and answered No. • EXTRA DUTY YES selection – On sign in/out, the employee was asked to choose an extra duty job and answered Yes. • EXTRA DUTY no selection – On sign in/out, the employee was asked to choose an extra duty job and answered No. • schedule complete yes selection – On sign in/out, the employee was asked to choose on automatic schedule completion and answered Yes. • Recorded offline transaction – indicates that the clock was offline when the punch is recorded. • Automatic sign out upon sign in – indicates a system automatic sign out • Split charge yes selection – On sign out, the employee was given an option to split the charge and choose Yes. • Split charge no selection – On sign out, the employee was given an option to split the charge and choose No.
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