Supervisor Web Services Training Guide

Transcription

1 Supervisor Web Services Training Guide NOVAtime 4000 SaaS Software as a Service Updated June 2012

2 Supervisor Web Services Training Overview Logging On to SWS Login Screen Icons / Categories A endance Category Overview Page view employee groups, statuses, hours, etc. Summary Page view various employee informa on by groups Timesheet Page review and modify mesheets Sample Timesheet Schedules Page review scheduled hours Accrual Page view/manage accrual balances History Page view history of employee hours In/Out Board Page view all employee statuses Scheduler Category Recap Page view mul ple employee schedules Request Page review me off requests Calendar Page display all employee request in a month Reports Category Report Generator Page select and modify report templates Preference Category Preferences Page manage profile preferences Groups Page configure access parameters SWS/AWDS Dashboard Messaging Q&A NOVA me Supervisor Web Services Training Guide Updated

3 Supervisor Web Services (SWS) Login Screen A User ID and Password are required to access SWS. NOVA me Supervisor Web Services Training Guide Updated

4 Icons / Categories First Level Tabs (Categories) Second Level Tabs (Pages) Categories: the first level tabs that are designed to group the supervisor func ons. Pages: categories contain second level tabs that orgainize the supervisor func ons. Tabs: some pages contain third level tabs that further break down func ons. The A endance category allows supervisors to review, edit, and approve mesheets. Supervisors can also view schedules, accruals, points, and other historical mesheet informa on in this category. The Scheduler category enables supervisors to set up and manage schedules for their employees. The Employee category enables supervisors to manage employee informa on, including Human Resource and personal profile fields. It also includes a Reviews feature in which notes can be recorded about an employee. The Report category offers a wide variety of reports, any of which can be displayed on the screen, printed, and even published with a unique name that can be viewed by other users. The Preferences category allows supervisors to manage their profiles and configure their own user preferences for accessing SWS. NOVA me Supervisor Web Services Training Guide Updated

5 Attendance Category Overview Page The Overview page allows supervisors to view employees by Group, along with these employees mesheet statuses, scheduled hours, and total hours for the selected pay period. The displayed group can be changed by selec ng a different grouping method in the Group By dropdown menu. This dropdown will list all the labor groups configured for this client. The system will only display the pay cycles available in the Pay Cycle dropdown. These include weekly, bi weekly, semi monthly, monthly, custom, and user defined cycles. Each op on allows the star ng day of the week to be selected. The available op ons for the Date Selec ons dropdown include current, last, next, and user defined pay periods. The Update Schedules bu on will update the work schedules for all the employees based on their shi assignments. NOVA me Supervisor Web Services Training Guide Updated

6 Attendance Category Summary Page The Summary page displays the list of employees of the group chosen from the Overview tab. The scheduled hours and worked hours is shown for each employee, as well as the current status of each employee s mesheet. To open a mesheet, click on an employee ID or name. The bu on will be displayed if there are mesheets that have not been opened for a specific pay period. Note: Timesheets are opened when punch data is posted or manually edited/opened. Click on the bu on or on to force updates to the Summary page based on mesheet edits, policy changes, shi /schedule changes, etc. NOVA me Supervisor Web Services Training Guide Updated

7 Attendance Category Timesheet Page Use the Search box on the le side to find an employee ID or name, or click on the ID or NAME headers to re sort the list numerically or alphabe cally. Then click on the ID or Name to open the par cular mesheet. Click on the icon to modify the employee header area. This will enable the page to display useful informa on on the mesheet, without requiring naviga on to separate categories. Add/Remove columns of the mesheet layout in order to only display data that is needed. This also minimizes horizontal scrolling. NOVA me Supervisor Web Services Training Guide Updated

8 Attendance Category Timesheet Page The header modifica on func on (the icon) allows the selec on of up to six (6) Employee Profile fields to be displayed above the mesheet at all mes. The icon allows the supervisor to select which columns to add or subtract from the mesheet view, as well as the order in which they appear. In the Timesheet Column Setup window, use the blue arrows or double click the items to move them from one side to the other. The Ctrl key may be used to select mul ple items. Highlight an item and use the red arrows to move the item up or down to arrange the order in which the headers will be displayed. NOVA me Supervisor Web Services Training Guide Updated

9 Attendance Category Sample Timesheet The sample mesheet, shown above, includes all records of In/Out mes, miscellaneous hours, dollar entries (i.e. sick and commission), and excep ons (i.e. tardy, early out, etc.) that are a ached to each record. Time punches are recorded with a PayCode to determine which account the hours will be transferred to. The In/Out columns display actual or modified punch mes (modified punch mes will be marked with an asterisk). The Reg and OT columns display the calculated hours. NOVA me Supervisor Web Services Training Guide Updated

10 Attendance Category Sample Timesheet The func on on the mesheet can be used in two ways: Enter mul ple records for one or more employees, or Enter one record for mul ple employees. Examples: Quickly load an en re week of vaca on for 3 employees who are taking the same week off. Load an Out punch for all second shi employees who could not punch out due to an electrical outage. Record two hours of training me for an en re department. NOVA me Supervisor Web Services Training Guide Updated

11 Attendance Category Sample Timesheet Use the func on to add punches to the mesheet that were missed. Add up to eight separate records (date and me) that will be automa cally entered into to appropriate place on the mesheet. NOVA me Supervisor Web Services Training Guide Updated

12 Attendance Category Sample Timesheet The Timesheet Summary sec on displays calculated hours for the current pay period by pay code and hour types, as well as dollar amounts. The Accrual Summary sec on displays a summary of accumulated benefits, as well as the current balance of any Accrual codes being tracked in the system (i.e. PTO or Sick me). NOVA me Supervisor Web Services Training Guide Updated

13 Attendance Category Sample Timesheet The mesheet features several other tools, including: Print func on that formats the mesheet for repor ng. Approve func on that submits the mesheet and locks it from further edi ng (or moves it to the next approval level if using the progressive approval method). NOVA me Supervisor Web Services Training Guide Updated

14 Attendance Category Schedules Page The Schedules page is a read only tab that allows a supervisor to review an employee s scheduled hours by a selected pay period or month. NOVA me Supervisor Web Services Training Guide Updated

15 Attendance Category Accrual Page The History tab in the Accrual page provides a detailed historical view of codes (i.e. vaca on, sick hours, etc.) being tracked by the Accrual module. The current balance of each code is displayed, as well as a complete record of when hours were accrued automa cally by the system rules or used by the employee (entered on the mesheet). The Management tab in the Accrual page allows supervisors to add an employee's star ng benefit accrual balances, or enter addi onal accrual records that impact the employee's accrual balances NOVA me Supervisor Web Services Training Guide Updated

16 Attendance Category History Page Calendar Tab The Calendar tab in the History page provides a year at a glance calendar view of a single employee. Hour types are color coded to allow a user to quickly see worked hours vs. me off hours. NOVA me Supervisor Web Services Training Guide Updated

17 Attendance Category History Page Detail Tab The Detail tab in the History page displays a breakdown of details for each punch. Click on any date on the calendar to view the detailed records for that par cular day. Click on the week to view the detailed records for the selected week. NOVA me Supervisor Web Services Training Guide Updated

18 Attendance Category History Page Summary Tab The Summary tab in the History page breaks down all hour types and excep ons by day of the week and provides a count and total hours and minutes of each code. By default the date range is current year. Change the start and end date and click on the refresh icon to view accumulated totals for a different me period. NOVA me Supervisor Web Services Training Guide Updated

19 Attendance Category In/Out Board Page The In/Out Board tab provides a view of all employees (or a selected group) by status of IN, OUT, both, or a number of other selectable codes such as vaca on, meal, etc. NOVA me Supervisor Web Services Training Guide Updated

20 Scheduler Category Recap Page The Recap page is much like the Scheduler tab but allows a user to view mul ple employees at once. Schedules can be copied from one to another or to all. They can also be dragged from one box to another. NOVA me Supervisor Web Services Training Guide Updated

21 Scheduler Category Request Page Detail Tab The Detail tab in the Request page allows a supervisor to review any requests for me off, approve or decline requests, and enter comments/notes to employees. Clicking on the icon allows supervisors to approve all the selected records. Clicking on the icon allows supervisors to approve all pending requests on the page. NOVA me Supervisor Web Services Training Guide Updated

22 Scheduler Category Request Page Calendar tab The Calendar tab in the Requests page displays all requests for an employee. Requests are color coded based on whether the status is pending, approved, or declined. NOVA me Supervisor Web Services Training Guide Updated

23 Reports Category Report Generator Page Overview Tab The Overview tab in the Report Generator page displays all report templates in categories. Expand each report category to reveal predefined report templates that have been developed based on industry standards. Each template may be modified to show client specific data. The NOVA me Report Generator features an excep onally flexible report engine. Reports can be exported to a file in several formats, including PDF, Excel, Rich Text Format, HTML, etc. NOVA me Supervisor Web Services Training Guide Updated

24 Reports Category Report Generator Page Properties Tab The Proper es tab in the Report Generator page enables supervisors to configure reports. Select the output format for the report (the default is PDF). Modify the displayed fields and data selec ons by expanding the report op ons within each field (using the up/down chevron arrows). Each report will have a list of available data and will display op ons for users to select. Select data fields to display/remove by moving them between the Available Items and Selected Items columns (using the blue arrows). Easily modify the layout/order of each data field on the report by moving values up and down the data box (using the red arrows). Use the Preview tab to review reports before saving to ensure the NOVA me Supervisor Web Services Training Guide Updated

25 Preference Category Profile Page The Preferences category enables supervisors to manage their profiles and preferences for using NOVA me SWS. The Profile tab shows the user s login name, full name, e mail address, phone number, and cell phone number. Supervisors can change their passwords by clicking on the icon. The SWS Setup sec on of the Profile tab displays the configura on and default system behaviors. NOVA me Supervisor Web Services Training Guide Updated

26 Preference Category Preferences Page The Preferences page enables you to configure your preferred parameters when accessing NOVA me. It automa cally defaults to the preferences configured by the system administrator at a web service level. The configurable parameters are: Default Employee Grouping Le Panel Menu Behavior List Menu Behavior Employee Treeview Setup Excep ons See next page for addi onal informa on on each of these parameters. NOVA me Supervisor Web Services Training Guide Updated

27 Preference Category Preferences Page PREFERENCES TAB PARAMETERS: Employee Grouping: This decides the default group preference for the A endance Category/ Overview tab. Employee Fullname Preference: You can choose from either Last Name, First Name or First Name, Last Name. Le Panel Menu Behavior 4 op ons: 1. Start opened, manual control open & close therea er. 2. Start closed, manual control open & close therea er. 3. Start opened, auto hide. 4. Start closed, auto hide. List Menu Behavior The List Menu contains a list of all qualified employees. There are 4 op ons available: 1. Start opened, manual control open & close therea er. 2. Start closed, manual control open & close therea er. 3. Start opened, auto hide. 4. Start closed, auto hide. Employee Treeview Setup: This allows you to decide the view on the Employee Treeview when users select specific employees to send messages to (this func on is found within the TOOLS category). You can define up to three levels using Company (Group1), Region (Group2), and Department/Job (Group3). Excep ons: This allows you to decide which excep on columns this access group has rights to view on the Summary tab in the A endance category. NOVA me Supervisor Web Services Training Guide Updated

28 Preference Category Groups Page The Groups page allows supervisors to further limit or filter groups available in other categories. Select groups by moving them between the Available Items and Selected Items columns (using the blue arrows). NOVA me Supervisor Web Services Training Guide Updated

29 Dashboard SWS & AWS The Dashboard provides quick views of cri cal areas within the NOVA me applica on, called gadgets. They are intended to highlight areas that may require a supervisor s or administrator s a en on, and substan ally minimize the me it takes to navigate the system. Key gadgets include: Excep ons Summary: Lists excep ons that need to be highlighted within the environment. Approval Status: Displays mesheet status of all mesheets within the environment. Time off Request: Lists pending me off requests. Approaching Over me: Shows all employees with hours equal to or exceeding the threshold hours. NOVA me Supervisor Web Services Training Guide Updated

30 Messaging Time-Off Requests A private message will appear upon login if there are new requests from employees. To view a request, click on the message tle. Click on the bu on to acknowledge that this message has been reviewed. Click on the icon to remove the message from the inbox. If any messages have not been marked as read, the icon will flash. To view messages at any me, click on the icon to open the Private Message inbox. NOVA me Supervisor Web Services Training Guide Updated

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