Timecard Online Presented by: Kim Ste.Marie Sr. HRPY Consultant, SunGard Public Sector Bi-Tech
Timecard Online • Important Features in Timecard Online : • Available for Timekeepers and/or Employees • Online Approvals using Workflow • Available Leave Balance Totals with Leave Balance Checking • Timecard Detail, with configurable Reason Codes and Notes • GL validation to prevent invalid distribution coding • Ability to enter timekeeping 24/7 without impacting the payroll.
Timecard Online Logging Into Timecard Online http://localhost/ifas7/timecard/ • Uses normal IFAS security credentials • Is accessed from a Weblink on the client’s HomePage. • Can be accessed via the Dashboard
The Panels Employee Information Panel • Dynamically reads employee information from the payroll employee definition (PYUPEM) • Period information from Pay Period Definition (PYUPPR) • Batch name is defined in the TO Group Settings\ • Displays the employee, batch and department. • User can input time for the NEXT period if needed. • Only the current period is interfaced to Payroll
The Panels Employee Information Panel
The Panels The Employee Leave Info Panel • Displays the employee’s Accumulator Balance as of the last payroll (or recompute) • Leave Balances can be customized to display any hour base the client tracks in payroll. • It is possible to configure Leave Panel Views to be specific for different groups of employees.. • All leave balances tracked in this panel can have balance checking activated.
The Panels Employee Leave Information
The Panels The Position Panel • Timekeeping is entered in this panel. • Employees with multiple positions will have multiple tabs. • Non-working days cannot be accessed (controlled by PYUPSC) • Only hours in the payclass are available • Displays the Workflow Status • Control Totals for audit/reconciliation • Configurable by Timecard Group
The Panels Position Panel
The Panels Detail Panel • Override the GLKEY, GLOBJ, Work Order • Ring-In Ring-Out • Notes and Comments • Can set fields as Required or Optional • Configurable by Group or Position
The Panels Base Detail Panel
The Panels Generic Account Detail Panel
The Panels Generic Teacher / Sub Detail Panel
The Panels Verify Panel • Optional panel that displays an acknowledgement by the employee that his/her timecard is true and accurate. • The text of that message can be customized by the client
Timekeeping Timekeeping Employee • Employee clicks on the correct position • Employee enters time on the day and hour code • If more detail is required for the time record, then the employee clicks on the detail button. • The employee is careful to hit SAVE frequently to save the records. • Saving the record will not only update the totals but also update the Timecard Online tables and the information is now available for reporting. • When all time is saved for the pay period, then the employee clicks on the SUBMIT button to submit the timecards to his/her “approver”. • If setup, the Verify Panel will require that the employee acknowledge his/her time. • Once the record is changed to submitted, the timesheet is no longer open to the employee for changes. • The approver must reject the time to re-open the timesheet for corrections.
Timekeeping Timekeeping Timekeepers • Timekeeper uses the Navigation Panel to select the employee from their timekeeping group. • Same timekeeping process as the employee except for Verifying. • Enter Time, including detail (if applicable) • Save the Record • Timekeepers will have batch proof reports that summarize the data entry and allow the timekeeper to check for errors prior to submitting to payroll. • A “submit all” process is available to submit the timesheets either for additional approval or automatic approval.
Features – Balance Checking Balance Checking YES = BLOCKS user when the usage exceeds the leave balance in PY accumulators. WARN = WARNS user when the usage exceeds the leave balance in PY accumulators ON = Allows user to exceed the leave balance. No warning or block.
Features - Workflow Timecard Online Approvals • Standard Workflow model for approving timecards. . • There are 4 workflow status codes in Timecard Online • Open timesheets are open for employee and/or timekeeper updates • Submitted timesheets have been submitted for approval and employees/timekeepers are locked-out of the timesheet for changes. • Rejected status means the timesheet has been rejected by the approver and the timesheet is re-opened for updates • Approved timesheets means the timecard is ready to be sent to payroll. • Using Work Flow with Timecard Online is optional. Payroll can be configured to import timecard online records in any status
Features - Workflow Clicking on “Submit Time” changes the TC Status and locks the timesheet
Features - Workflow Approver is Notified by Workflow in the Task List
Features - Workflow • Accept “Approved” • Reject “Rejected” – sent back to EE
Features - Workflow Rejected time re-opens the timesheet for correction and re-submission
Features - Workflow Approver can add comments
Features - Workflow Once Approved, it is ready for Payroll
Payroll Interface TO / Payroll Interface
Payroll Interface TIMECARD ONLINE PROCESS DEFINED • Timekeeping is entered in Timecard Online and saved by the user. • Timekeeper runs a TOBatch Proof. Table: (ifpy_tc_imp)“IFPY” and verifies the control totals. • Employee submits the timecard for approval • Timekeeper submits the timecard for approval (optional) • TO Workflow sends the TO approval request to the approvers Task List. • Time is approved by approver in the Workflow Task List. • Payroll runs the Timecard Online Interface Utility (PYTCIFPY) to import the time into classic timecards. • Payroll audits the new Timecard Online Batch now in the classic timekeeping table (pytc_tc_dtl) “PYTC” using the standard Batch Proof Report • Payroll can Merge the Timecard Online Batches into one ‘merged’ TO batch (optional) (PYTCDTME) • Payroll Distributes the Timecard Online merged batch(es) (PYTCDTDS) • Payroll Calculates the Payroll to process the timecard records. (PYPAFC)
Payroll Interface Run PYTCIFPY to import 7.9 Users can check the status in the IFAS jobs
Hours are now in PY Classic Timecards (PYTCDTUB) and ready for payroll processing Payroll Interface
Setup TO Settings are controlled in the Customize Dashboard http://localhost/ifas7/home/customize
Setup - Active Periods Current pay period – required each payroll Next Period – Opens next period also (optional)
Setup – Group Settings Define the Groups • Employees are assigned to a Primary Timecard Group in the Employee Master and it is sent to Payroll (“Part1”)(hr_pe_mstr.py_emp_part1) • A sub-group can also be defined (“Part2”)(hr_pe_mstr.py_emp_part2) • The Group controls the following • Security • Views (panels) • Features (e.g. balance checking, GL checking)
Setup – Group Settings The entity group definition is setup in Common Code: HRPY/TCPARTS Available HR attributes that may be used to populate PART1 and PART2. TYPE Employee type BARGUNIT Bargaining unit DEPARTMENT Department ENTITY_ID Entity STAT PY status HR_STATUS HR status CALENDAR Pay calendar CKDIST Check distribution CYCLE Pay cycle *WORKSITE Location Work site DIVISION Division EDUC_CD01 Education code 1 EDUC_CD02 Education code 2 SKILL_CD05 Skill code 5 SEL_CD02 Selection code 2 MISC_CD01 Miscellaneous code 1 *SUPERID Supervisor ID (from PCNTBLE) HR1 HR28 One to 28 spare items
Setup – Group Settings Groups can have different setup and batch names.
Setup – Group Settings Groups can have different employee, leave, position and/or detail panes Positions within groups can have different detail panels.
Setup – Group Settings Other Setup • Reason Codes – defined by Group/Position • Hour Codes – flagged as TO hours in PYUPHH • Excluded Positions – TCEX in Job Table Misc 1 (PYUPJB misc 1)
Setup - Security Granting Security Access • Employee or Timekeeper is setup in NUUPUS (Admin Console 7.9) • NUUPUS Associations • TIMECARD access allows an employee to enter his/her own time entries. • TIMEKEEP access allows a timekeeper to enter time for employees in a group(s) as controlled by PART1 and PART2
Payroll DB Class Definition • For clients with Timekeepers, it is typically necessary to limit security in timecards to the department(s) or ‘group(s)’ the timekeeper has access to. Additionally, it may be necessary to limit access to ‘floating’ employees (i.e. substitutes). TO.net utilizes information in the payroll module to limit security. Specifically PART1 and PART2. Example: Timekeeper has access only to departments H308 and SUBA.
Setup - Workflow • Standard WF model is available with Timecard Online TO.NET_APPROVAL.WDL • Clients can modify this model as needed (SBI dev assistance)
New for 7.9 • Entity specific group definitions • “Group By” functionality – allow groups by any in paystring parts. • WF Approvals – now can allow different approvers by GLKEY, JLKEY or Work-Order. • Security on Admin Console to restrict the home/customize. (IFAS 7I/Customize Dashboard Portal AP) • Disable Submit Button • UP-shift detail notes