Time and Attendance (TnA) User Manual · A. Leave Application (cont…) Alternative steps for...

Time and Attendance (TnA)User Manual

User Guide

BPO International, Inc.

Table of Contents

I. Time and Attendance (TnA)

A. System Overview

B. System Features

C. System Modules

II. Access to Time and Attendance

A. Login to Time and Attendance

B. Forgot your Password

III. Leave Management System

A. Leave Application

B. Leave Summary

Discontinue Applied Leave

C. Leave Usage Report

Cancellation of Approved Leave

D. Leave Balance Report

IV. Overtime Management System

A. Overtime Application

B. Overtime Summary

Discontinue Applied Overtime

C. Overtime Report

Cancellation Approved Overtime

V. Time Management System

A. Individual Timesheet

B. Timesheet Summary


Time and Attendance (TnA) System


A. System Overview

The Time and Attendance System containsthe following modules:

••

•

Leave ManagementOvertime Management

Time Management

External Sources of TnA Data:

1. Employee Management and CompanyManagement files - contains information

such as personal information, company

schedules and business rules.

Biometric logs - generated by the

company’s timekeeping device and

uploaded into the TnA system to

generate information on working hours.

2.


B. System Features

A. Leave Management System••

••

•

•

•

•

OnlineOnline

Online

leave applicationdiscontinue of pending leaves

cancellation of approved leaves

Automatically updates leave credit balancesChecking of leave summary and leave credits

Automated email notification to users and approvers

Incorporate approved leave applications on timesheets

Export reports into Excel files

B. Overtime Management System••

•

••

•

OnlineOnline

Online

overtime filingdiscontinue of pending overtime

cancellation of approved overtime

Automated email notification to users and approversIncorporate approved filed overtime on timesheets

Export reports into excel files

C. Time Management System• Allows online viewing, modification, computation and submission

timesheetof personal


C. System Modules

A.••

Leave Management SystemLeave Application – File new leave application

Leave Summary – View all personal leave applications and details; discontinue

pending leave appliationsLeave Usage Report – View/Cancel approved leave applicationsLeave Balance Report – Check unused leave credit balances

••

B.•

•

Overtime Management SystemOvertime Application – File new overtime applications

Overtime Summary – View all personal overtime applications and details;

discontinue pending overtime applicationsOvertime Report – View/Cancel approved overtime applications•

C.•

Time Management SystemIndividual Timesheettimesheet to HR

– View and modify your timesheet in detail. Submit your

• Timesheet Summary – View summary and status of your timesheets


Access to Time and Attendance (TnA)


A. Login to Time and Attendance

1. Open any of the followingbrowserscomputer.

available on the

Note:

• For MAC users, Mozilla

be used.

Firefox is to

• If you wish to use other web

browsers that are not included in thelist, please contact the system

developers.


A. Login to Time and Attendance (cont…)

4. Click Login.

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4


2. Type

http://www.bposerve.com/teradyne_uat

the address bar and pressENTER to the site.

3. Type USERNAME and PASSWORD

www.bposerve.com/teradyne_uat


For First Time Users follow steps 5 to 13.

5. Type the current password.

6. Enter a new password.

7. Re-type the new password

8. Click Next. 5

6

7

8

PASSWORD Reminders

• The new password must follow these criteria:

• Length: minimum of 8 characters

• Should be alphanumeric

• May have special characters such as #, !,

*, etc.• No space between characters




9. Choose security questions and supply thenecessary answers.

Notes:

• Make sure that your answer is not too easy for

other people to guess and not too complicated toremember.

• User will be asked to answer these questionscorrectly in case they forget their password.

10. Click Next to proceed or Back to go backto the previous page.

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11. Click Finish to complete the registration orBack to go back to the previous page.

Note:To correct the details in the Personal Information

page, please contact HR.




12. User is directed to the Homepage of the TnA

System upon successful registration.

13. To test the new password, click Logout(located on the upper right corner of the page)

then log in again using the new password.



1. Click on “Forgot Password” link to reset password.


B. Forgot your Password (cont…)

2. Enter the Employee ID and click Verify.

3. Answer the user-selected SecurityQuestions correctly. Click Verify

Account.




4. Enter a new Password. Re-type the

(cont…)

new password in the Confirmfield.

Password

Click Reset Password.

5. User is directed to the Login page,where they can login using their newpassword.

PASSWORD Reminders

• The new password must follow these criteria:

• Length: minimum of 8 characters

• Should be alphanumeric

• May have special characters such as #, !, *,

etc.

• No space between characters


Leave/OB Management System (LMS)


Leave/OB Management System

Users can access the Leave/OB Management System from TnA Homepage.

All modules available to the Users will be shown.



Leave/OB Management System

Alternatively, to access the Leave/OBManagement System, click on Leave/OB

Management under the Time and Attendance

menu in the homepage.

The system will direct user to the Leave/OB Managementavailable modules for the users are shown in icons.

System (LMS) entry page. All the


A. Leave/OB

This module allows Users

Application

to file their personal leave and official business applications.

1. From the LMS entry page, click on the Leave Application/OB icon.

User is brought to this interface where they can file leave applications.


A. Leave/OB Application (cont…)

The My Approver Info table shows the detailsuser’s assigned approver(s).

of the

The My Leave Availability table shows all the user’s

used leave credits and available credit balances foreach type of leave availed.



2. Select the start date and end date of the leave/OB to be applied for.

Note:• A calendar pops up to assist in date

selection. User may choose to set thedate rangedays.

to a single day or multiple

Click GO.3.

Note

• Additional fields for leave application will be shown.



3. Select the type of leave (SL, VL, OB, LWOP) and the duration(half-day, whole

day, hourly). Reason for the leave must also be supplied.

Notes:• User is unable to file a

and during holidays.leave on their scheduled off days

• Pop-up message appears when Half Day Leave isselected.

4. Once done, click Submit Leave


A. Leave Application (cont…)Alternative steps for multiple days leave

application:

User may select Leave Type and Total Hours using the Select all option. This will

automatically set the values for all the days covered by the selected date range.

Note:

••

Existing leave applications will be grayed out

Dates of holiday and rest days will be grayedout


A. Leave Application (cont…)

5. A pop up message will confirm that the leave application was successfully submitted.

Click OK to end the leave application process.

Notes:

••

•

Email notifications are sent to the employee and their assigned Approver(s).The number of days filed will be deducted in the Leave Balance upon application.In the event of leave cancellation, discontinuation of leave and/or applied leave

rejection, the number of days filed will be added back to the Leave Balance.


B. Leave/OB SummaryThis module displays all the User’s personal leave and official business applications with

its current status. It is also where User may choose to discontinueapplications.

pending leave

1. From the LMS entry page, click Leave/OB Summary.

2. Select start date and end date to filter the leave applications.

Note:

• User may opt to leave the dates blank to view

all leave applications (regardless of status).

3. Click GO to view results


B. Leave/OB Summary (cont…)

4. Click View to see the details of the selected leave applications.

Details will be shown in another window.

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5. Click Discontinue, at the rightmost column of the leave details, to discontinuea pending leave/OB application.

Notes:

••

Only “Pending for Approval” leave applications can be discontinued.

Leave credits used for the discontinued pending leave applications are returned to yourleave credit balance and is considered unused.

6. Click Close or press the Esc to close the window.

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6



Optional Step: Online Leave/OB Summary reports are

also exportable to excel where modification can be done

according to needs. This option is applicablemodules with Export to excel options.

to all

To download the report, click Save.just view the file, click Open.

To


C. Leave/OB Usage Report

This module shows all “Approved” personal leave and official business applications. It also allows the user to cancel their “Approved” leaves/OB.

1. From the LMS entry page, click Leave/OB Usage Report.

2. Select Leave Type and/or date range.

Note:• User may opt to leave the filters blank to view all

Approved leave applications.

3. Click GO to view results.


C. Leave/OB Usage Report (cont…)

4. Tick the corresponding check box under the Cancel column to cancel anApproved leave.

5

5. Enter the reason for cancellation.

6. Click the SUBMIT TO FINAL APPROVER.

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4



6. A confirmation message appears to indicate a successful request submission.

Notes:

••

This action sends an email notification to your Final Approver.Leave cancellation requests are grayed out while the request for

pending for approval.cancellation is still

• Leave credits deducted for leave cancellation requests are still considered used. Theserequests will continue to have an “Approved” status until the leave cancellation request is

approved by the Approver.

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Optional Step: Online leave usage reports are also

exportable to excel. Just click Export to excel for options to

save or to view the file.

To downloadthe file, click

the report,Open.

click Save. To just view


D. Leave/OB Balance Report

This module allows the user to view the leave credit balances. Only applicable leave types for the user are shown in this report.

1. From the LMS entry page, click Leave/OB Balance Report.

2. Select the Year and the Leave Type. And click GO.


D. Leave/OB Balance Report (cont…)

3. Leave/OB Balance Report is displayed.


D. Leave/OB Balance Report (cont…)

Optional Step: Online leave balance reports are also

exportable to excel. Just click Export to excel for options to

save or to view the file.

To downloadthe file, click

the report,Open.

click Save. To just view


Overtime Management System (OTMS)


Overtime Management System

User may access the Overtime Management System from TnA Homepage.

All modules available to the User will be shown.



Overtime Management System

Alternatively, to access the OvertimeManagement System, click Overtime

Management under the Time and Attendance

menu in the homepage.

The system will direct user to the Overtime Requestavailable modules for the users are shown in icons.

System (OTMS) entry page. All the


A. Overtime Application

This module allows the user to file personal overtime applications.

1. From the OTMS entry page, click Overtime Application.

User is brought to this interface where he/she can file overtime applications.


A. Overtime Application (cont…)

The My Approver Info table shows the details ofyour assigned approver(s).

2. Select the start date andapplied.

end date of overtimes to be

Note:

• A calendar pops up to assist with the date selection. You maychoose to set date range to a single day or multiple days.

2



In the Applied OT column provide the TIME IN and TIME OUT4.

5. REASON is required.

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4



6. Click SUBMIT OVERTIME.

7. A pop-up message appears to confirm the submission

of the application. Click OK to confirm the application.

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6



7. Another pop-up message appears to confirm that the overtime application has been

Click OK to end overtime application process.successfully submitted.

Notes:• Email notifications are sent to the employee and their assigned approver(s).• All pending overtime applications can be viewed in the Overtime Summary Page with a status

of “Pending to First Approver” if there is a primary approver identified or “Waiting for FinalApproval” if request is forwarded immediately to Final Approver.



In cases where late application of overtime isTnA, please follow these steps.

needed and if Timesheet is already uploaded in

1. Select the start date and end date ofovertimes to be applied.

Note:

• A calendar pops up to assist with the dateselection. You may choose to set date range to

a single day or multiple days.

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2. Click GO.

Note:

• Additional fields for overtime application willbe shown.

2



3. In the Applied OT column provide the TIME IN and TIME OUT will be based on thetimesheet data

4. REASON is required.

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4



5. Click SUBMIT OVERTIME.

6. A pop-up message appears to confirm the submission

of the application. Click OK to confirm the application.

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7. Another pop-up message appears to confirm that the overtime application has been

Click OK to end overtime application process.successfully submitted.

Notes:• Email notifications are sent to the employee and their assigned approver(s).• All pending overtime applications can be viewed in the Overtime Summary Page with a status

of “Pending to First Approver” if there is a primary approver identified or “Waiting for FinalApproval” if request is forwarded immediately to Final Approver.


B. Overtime Summary

This module displays all personal overtime applications of the user with the current status. I is

also where the user may choose to discontinue pending overtime applications.

1. From the OTMS entry page, click Overtime Summary.

2. Select Start and End date to filter the overtime applications.

Note:

• User may opt to leave the dates blank to view

all overtime applications.

3. Click SEARCH to view results


B. Overtime Summary (cont…)

4. Click the View to see the details of the selected overtime application

Details are shown in another window.



5. Click Discontinueapplication.

on its rightmost column, to discontinue a pending overtime

Note:

• Only “Pending for Approval” overtime applications can be discontinued.

5. A pop-up message will appear toconfirm if the User want to proceed

with the overtime application or not.

Click OK to confirm yourapplication.



Optional Step: Online overtime summary reports arealso exportable to excel where modification can be

done according to needs. This option is applicable to

all modules with “Export to excel” options.

To download the report, clickview the file, click Open.

Save. To just


C. Overtime Report

This module shows all the “Approved” personal overtime applications.

cancel approved overtime applications.It also allows the user to

1. From the OTMS entry page, click Usage Report.

2. Select overtime date range.

Note:• User may opt to leave the filters

approved overtime applications.blank to view all

3. Click SEARCH to view results.


C. Overtime Report (cont…)

4. Tick the corresponding check box under the Cancel column to cancel the

Approved overtime application.

5. Provide the Reason for Cancellation.

6. Click the SUBMIT TO FINAL APPROVER.

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6



7. A confirmation message appears upon successful request submission.

Note:

••

•

This action sends an email notification to your Final Approver.

Your application will be grayed out while your overtime cancellation request is still pending.The overtime application will still have an “Approved” status until your overtime cancellationrequest is approved.

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Optional Step: Online overtime usage reports

are also exportableexcel for options to

to excel. Just click Export to

save or to view the file

To download the report, click Save. To just

view the file, click Open.


Time Management System (TMS)


Time Management System

To access the Time Management System,click on Time Management under the Time

and Attendance menu in the homepage


The system will redirect you to the Time Managementavailable modules for the user are shown in a list.

System (TMS) modules menu. All the


A. Individual Timesheet

This module allows viewing, modification, computation and submission of personal timesheet.

1. From the TMS menu list, click Individual Timesheet.

User is brought to this interface where they can select a payroll date to view the timesheet.


A. Individual Timesheet (cont…)

2. Select a Payroll Date from the dropdown list.

Note:Selecting a payroll period will automatically pre-populate the Date from and Date To fields.

These are the dates covered by your timesheet.

3. Click View to access the timesheet details.

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4. Timesheet details are shown as soon as the user hits the “VIEW” button.



Notes:

••

The status of a day which are displayed as symbols are shown at the leftmost column.Refer to the legend icon to show the corresponding interpretation of the symbols.



5. Review and Update (as necessary) the Employee/HR Update Date Out, Time Inand Time Out details.

Notes:

• Click the time and time out time box to select time.• Click the date box and a calendar will appear to assist in date selection.

• You have the option to undo the modificationsyou made to start entering the details

again by clicking icon.

6. Indicate the reason for updating specific fields under Employee Remarks.

Note:

• If no details were updated, keepEmployee Remarks field blank



7. Click SAVE & UPDATE to save the changes and see the results of earnings and deductions.

8. Click the SEND TO APPROVERS to submit the timesheet

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7. A pop-up message indicating that an email notification together

with the user’s timesheets

approvers. Click SUBMIT.will be submitted to the designated

Notes:

• A confirmationsubmitted.

message is displayed indicating that the timesheet has been successfully

••

Email notifications will be sent to employee and the assigned approver(s).Timesheet will have a status of Routed to Final Approvers upon submission.


B. Timesheet Summary

This module displays the collated hours of a user’s timesheet.

1. From the TMS menu list, click Timesheet Summary.

2. Select payroll date and/or status to filter the select a particular timesheet to

view.



B. Timesheet Summary (cont…)

3. Click the VIEW icon under the Action column to see the details of the timesheet.


B. Timesheet Summary (cont…)

4. Timesheet Summary can be viewed/saved as PDF by clicking Generate PDFReport or as excel file by clicking Export to excel.


Time and Attendance (TnA)User Manual

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