Post on 07-Mar-2018
ADP
Time & Labor Management
Enterprise eTIME
Getting Started Participant Guide
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.
Enterprise eTIME Getting Started Preface
Version 6 P-1
Preface
Overview 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
Preface Enterprise eTIME Getting Started
Version 6 P-2
Notes
Notes
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
____________________________________________________________
Enterprise eTIME Getting Started Table of Contents
Version 6 TOC-1
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
Function
2-11
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
Table of Contents Enterprise eTIME Getting Started
TOC-2 Version 6
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
Enterprise eTIME Getting Started Chapter 1 – Navigation
Version 6 1-1
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
Enterprise eTIME Getting Started Chapter 1 – Navigation
Version 6 1-2
Access Enterprise eTIME
Overview 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.
Enterprise eTIME Getting Started Chapter 1 – Navigation
Version 6 1-3
QuickFind Employee
Overview 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.
Enterprise eTIME Getting Started Chapter 1 – Navigation
Version 6 1-4
QuickNavs and HyperFind Queries
Overview 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.
Enterprise eTIME Getting Started Chapter 1 – Navigation
Version 6 1-5
Timecard Editor Display Views
Overview
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.
Enterprise eTIME Getting Started Chapter 1 – Navigation
Version 6 1-6
Data Entry
Overview 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 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.
Tab Key
Arrows
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
Enterprise eTIME Getting Started Chapter 1 – Navigation
Version 6 1-7
Saving, Refreshing and Calculating a Timecard
Overview 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 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.
Calculate
Totals
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.
Enterprise eTIME Getting Started Chapter 1 – Navigation
Version 6 1-8
Timecard Editor Tabs
Overview 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 Description Always
Visible
Totals &
Schedule
Displays total hours by account and pay code.
Employee schedule appears in a separate frame on
the right. √
Accruals Displays accrued time such as sick and vacation. √
Audits Displays edits made to a timecard by each user. √
Sign-offs &
Approvals
Displays timecard approvals by employees and
managers. Visible only when a sign-off or an
approval is completed.
Comments
Displays comments attached to pay codes and
punches. Visible only when comments are attached
to a timecard.
Moved
Amounts
Displays amounts moved from one pay code to
another. Visible only when amounts have been
moved on a timecard.
Enterprise eTIME Getting Started Chapter 1 – Navigation
Version 6 1-9
Add, Edit, and Delete Data Entries
Overview 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 ______________________________________________________________
______________________________________________________________
______________________________________________________________
Enterprise eTIME Getting Started Chapter 1 – Navigation
Version 6 1-10
Exceptions
Overview 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 Indicator Color Code
Description
Options
Solid Red cell
Indicates that there is either a missed In or
Out punches. Moving the mouse over the
cell will provide more information.
Red border around a
date
Indicates that it is an unexcused absence for
the day. Moving the mouse over the cell
will provide more information.
Red border around a
time
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
Indicates that there is an exception
associated with the time stamp and a
comment associated with the contents of
the cell.
Yellow box inside a
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.
Enterprise eTIME Getting Started Chapter 1 – Navigation
Version 6 1-11
Summary
Overview 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 ______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
Enterprise eTIME Getting Started Chapter 2 – Timecard Editor
Version 6 2-1
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
Function
2-11
Manager Approval 2-12
Summary 2-13
Enterprise eTIME Getting Started Chapter 2 – Timecard Editor
Version 6 2-2
Comments
Overview 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.
Enterprise eTIME Getting Started Chapter 2 – Timecard Editor
Version 6 2-3
Comment Notes
Overview 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.
Enterprise eTIME Getting Started Chapter 2 – Timecard Editor
Version 6 2-4
Cancel a Meal Deduction
Overview 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.
Enterprise eTIME Getting Started Chapter 2 – Timecard Editor
Version 6 2-5
Labor Account Transfer
Overview 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.
Enterprise eTIME Getting Started Chapter 2 – Timecard Editor
Version 6 2-6
Conduct a Work Rule Transfer
Overview 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.
Enterprise eTIME Getting Started Chapter 2 – Timecard Editor
Version 6 2-7
Add a Pay Code
Overview 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.
Enterprise eTIME Getting Started Chapter 2 – Timecard Editor
Version 6 2-8
Move and Delete a Pay Code
Overview 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.
Enterprise eTIME Getting Started Chapter 2 – Timecard Editor
Version 6 2-9
Group Edits
Overview 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.
Enterprise eTIME Getting Started Chapter 2 – Timecard Editor
Version 6 2-10
Verifying Group Edit Results
Overview 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 Displays This Information
Group Edit Type of edit you performed
Date Date the group edit was performed
Time Time the group edit was submitted for processing
User Name User name of the person performing the group edit
Status Status of the Group Edit. This may be “Completed” or “Processing.”
Results 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.
Enterprise eTIME Getting Started Chapter 2 – Timecard Editor
Version 6 2-11
Adding & Deleting Pay from Schedule
Overview 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
Press and hold Ctrl and select multiple employees, or select
Actions > Select All to select all employees.
2
To Add- Select Schedule> Pay From Schedule > Add.
To Delete- Select Schedule> Pay From Schedule > Delete.
3
In the Effective Start Date field, enter the date to begin paying
from the schedule.
4
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.
Enterprise eTIME Getting Started Chapter 2 – Timecard Editor
Version 6 2-12
Manager Approval
Overview 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
From the Time Period list, select the time period. You can
approve an employee’s timecard for any time period.
2
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.
Enterprise eTIME Getting Started Chapter 2 – Timecard Editor
Version 6 2-13
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.
Enterprise eTIME Getting Started Chapter 3– Reports
Version 6 3-1
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
Enterprise eTIME Getting Started Chapter 3– Reports
Version 6 3-2
Types of Standard Reports
Overview 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
Activity Code Definitions
Lists the Activity Code definitions.
Detail QuickNavs
Absent Employees 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
Displays money/hours/wages for each Labor account.
Schedule Employee Schedule -Weekly
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.
Enterprise eTIME Getting Started Chapter 3– Reports
Version 6 3-3
Accessing Standard Reports
Overview 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 reports-
a) 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.
Enterprise eTIME Getting Started Chapter 3– Reports
Version 6 3-4
Report Selections & Options
Overview 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
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
• Absence Types
• Exceptions
• Holiday Credit
• Import Batch
• Import Types
• Pay Codes
• Page Break
Selecting
Options
Enterprise eTIME Getting Started Chapter 3– Reports
Version 6 3-5
Generating Standard Reports
Overview 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.
Enterprise eTIME Getting Started Chapter 3– Reports
Version 6 3-6
Viewing Reports
Overview 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.
Enterprise eTIME Getting Started Chapter 3– Reports
Version 6 3-7
Printing & Emailing Reports
Overview 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.
Enterprise eTIME Getting Started Chapter 3– Reports
Version 6 3-8
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.
Enterprise eTIME Getting Started Instructor’s Page Chapter 4– Schedules
Version 6 4-1
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
Enterprise eTIME Getting Started Chapter 4– Schedules
Version 6 4-2
Terms- Shift & Pattern
Shift Overview 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
Overview 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
Enterprise eTIME Getting Started Chapter 4– Schedules
Version 6 4-3
Terms- Schedule & Schedule Groups
Schedule
Overview 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
Overview
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
Enterprise eTIME Getting Started Chapter 4– Schedules
Version 6 4-4
Schedule Editor
Schedule Editor
Overview Schedule Editor is an integrated part of the Enterprise eTIME application. It
is used to create, view and edit schedules for your employees.
Notes ______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
Enterprise eTIME Getting Started Chapter 4– Schedules
Version 6 4-5
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.
Enterprise eTIME Getting Started Chapter 4– Schedules
Version 6 4-6
Ad Hoc Shifts
Overview 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.
Enterprise eTIME Getting Started Chapter 4– Schedules
Version 6 4-7
Scheduling a Pay Code
Overview 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
Scheduling a STEP ACTION
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.
Enterprise eTIME Getting Started Chapter 4– Schedules
Version 6 4-8
Changing a Schedule
Changing a
Schedule Schedules can be changed from most QuickNavs via the menu bar
“Schedule” or “Shift” options.
Changing a STEP ACTION
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
Enterprise eTIME Getting Started Chapter 4– Schedules
Version 6 4-9
Viewing Schedule Audits
Overview 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.
Enterprise eTIME Getting Started Chapter 4– Schedules
Version 6 4-10
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.
Enterprise eTIME Getting Started Instructor’s Page Chapter 5– Labs
Version 6 5-1
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
Enterprise eTIME Getting Started Chapter 5 – Labs
Version 6 5-2
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
Enterprise eTIME Getting Started Chapter 5 – Labs
Version 6 5-3
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?
Enterprise eTIME Getting Started Chapter 5 – Labs
Version 6 5-4
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?
Enterprise eTIME Getting Started Chapter 5 – Labs
Version 6 5-5
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?
Enterprise eTIME Getting Started Chapter 5 – Labs
Version 6 5-6
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? _______________
Enterprise eTIME Getting Started Chapter 5 – Labs
Version 6 5-7
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?
______________________________________________________________
______________________________________________________________
Enterprise eTIME Getting Started Chapter 5 – Labs
Version 6 5-8
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?
______________________________________________________________
______________________________________________________________
Enterprise eTIME Getting Started Chapter 5 – Labs
Version 6 5-9
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.
Enterprise eTIME Getting Started Chapter 5 – Labs
Version 6 5-10
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.
Enterprise eTIME Getting Started Chapter 5 – Labs
Version 6 5-11
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.
Enterprise eTIME Getting Started Chapter 5 – Labs
Version 6 5-12
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 ______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
____________________________________________________________