NOVAtime 5000 Supervisor Web Services

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1 NOVAtime 5000 Supervisor Web Services

2 Table of Contents Logging In... 4 Terminology... 4 Message Center The Dashboard Gadgets...7 Changing Timesheet Status... 9 Timesheet Icons Definitions... 9 Changing Pay Periods Paycode Requirements Adding Time on the Timesheet Adjusting a Time Record Fixing Missing Punches End of Day Missed Punch Beginning or Middle of the Day Missing Punch - Using Insert/Repost Notes on the Timesheet Approving Timesheets From the Individual Timesheets: Timesheet Summary Page Whole Page Viewing Employee Schedules Accruals Page History Page Creating / Managing Schedules Template Schedule Adding a Template Using the Template Schedule to Schedule Employees Parts of the Scheduler Box Free Form Schedule Page Recap Page Removing 1 of 2 Schedules Page 2 of 33

3 Managing Time Off Requests Viewing Pending Requests Managing PTO Requests Change a request from Approved to Decline Change a request from Declined to Approved Running Reports Published Reports Public Repots Building a Report Deleting a Report Contact Us Page 3 of 33

4 Logging In The first time you access NOVAtime the system prompts you to create a password. 1. Enter your User ID 2. Enter 123 in the password area 3. Click on Login The system prompts you to enter a password. This password MUST be 8-12 characters long and include at least one number (0-9) and one letter (A-Z). Figure 1 Click Confirm Once you have typed in your password, use your mouse or touch pad to click on CONFIRM (Figure 1) or press the Enter button on your keyboard. Terminology Category: A category is a dark blue option at the top of the page. An examples of a category is the Attendance category. Page: A page is a subsection to a category. An example of a page is the Timesheets page. Tab: A tab is a subsection to a page. An example of a tab is the History tab on the Accruals page. Figure 2 Terminology Example of a directions: Go to the Attendance category Accruals page History tab. Page 4 of 33

5 Message Center When an employee requests time off you receive a message in the NOVAtime system (you may also get an ). Click on OK and the system brings you to your Message Center. The Message Center may time out if you don t click on anything. If you need to go back to the Message Center or the Message Center closes before you are done, click on the envelope on the top right hand corner of the page (Figure 3). If there isn t an envelope then you don t have any messages in the Message Center. Step 1: Select OK Figure 3 - Message Center Your Message Center shows all the messages you have received from the system. To view information about the request click on the Message Type, outlined in Error! Reference source not found.. Figure 4 Message Center Figure 5 Message Detail Page 5 of 33

6 You have the option to move to the Scheduler category Requests page to approve or decline the time off request straight from the message by selecting the link outlined in Figure 5 on the right hand side of the image. Be aware that the Requests page filters to only showing that employee s requests when navigating to that page from the Message Center. Figure 6 - Message Detail To go back to your Message Center, click on the green arrow at the top of the Message Detail page. Once you have read all the messages, check the box in the Actions column and select the Delete button. This is not deleting the actual request, it is only deleting the message. Figure 7 - Deleing Messages If you do not read a message in your message center you continue to receive the popup box when you log in to NOVAtime. It is suggested to delete these messages after you have read them. Deleting the message does NOT delete the request; it only deletes the message in the Message Center. Page 6 of 33

7 3.1 The Dashboard Gadgets Exception Summary The Exception Summary gadget displays selected exceptions from the timesheet. Click on the exception name and the system moves to the Attendance category Timesheet page with a list of employees who currently have that exception on their timesheet. Figure 8 If you do not see any exceptions or are missing exceptions you think you should see, go to the Preference category Preference page. Option 6 is Exceptions. Move the items you would like to see to the right hand side under Selected Items. Remove items by moving them to the left side under Available Items. If you do not see an exception contact your NOVAtime administrator Approaching Overtime Figure 9 Figure 10 Page 7 of 33

8 The Approaching Overtime gadget displays only the employees over the threshold number of hours, which is customized by using the Edit button in the gadget User Reports The User Reports gadget displays all the published reports. Published reports are reports that have been customized and saved. Clicking on the name of the report opens the report in the Repots Generator category Generator page Preview tab. Figure In/Out Board The In/Out Board gadget displays who is currently punched in and who is currently punched out. Sort this list by clicking on the header you want to sort by: First Name, Last Name, In Status, Out Status, etc. Figure 12 Page 8 of 33

9 Changing Timesheet Status If the supervisor approves the timesheet too early, an administrator or supervisor has the option to change the timesheet status to Open. 1. To open the timesheets, go to the Attendance category Summary page. 2. Check the pay period dates. Change pay periods if necessary. 3. Find the employee whose timesheet status you need to adjust 4. Click on the drop down box in the Timesheet Status column 5. Change the status to the appropriate level 6. Save the page Once payroll is processed and the timesheets are in Payroll status only administrators can change the timesheet status. Timesheet Icons Definitions When making any edits to the timesheets, save your edits Add additional timesheet record lines (rows) This icon deletes a record line, click on the date you wish to delete and use the delete icon. Prior to saving, use this button to undo changes on the timesheets. Print individual timesheets. The timesheets can be customized for each user that accesses the software. By clicking the columns icon, the user can customize the overall look of the timesheets Page 9 of 33

10 If a policy has been changed in the software and it needs to be reflected on the timesheets use the recalculate button. Example, adding rounding rules after a pay period has started. Recalculating will adjust that timesheet to follow the new policy. Insert a missing punch among punches Changing Pay Periods Find the area of the page that shows the pay period dates. This area can be different depending on what page you are on. Some pages do not show the arrows next to the pay period dates, you then need to use the calendar option to switch pay periods. To switch to a previous pay period, click on the arrows pointing to the left. To go to a future pay period click on the arrows pointing to the right. To go to a distant pay period, click on the calendar next to the pay period dates. A box opens. Select any date in the pay period. Once the date is selected the system automatically moves to that pay period. Paycode Requirements Different types of paycodes require different information when adding time to the timesheet. A calculated paycode is a paycode that calculates the number of hours in the In column and the Out column to assign the hours to the Regular Hours column (REG) and any Overtime columns. A common calculated paycode is the Work Hours paycode. A non-calculated paycode is a paycode that does not require data in the In or Out column and only requires time to be entered in the Reg. column or Overtime column. Common noncalculated paycodes are PTO and Holiday. Page 10 of 33

11 Adding Time on the Timesheet Go to the Attendance category Timesheet page. To add time to the timesheet start from the left hand side of the screen and work your way to the right. 1. Select the Date 2. Select the paycode 3. Enter the IN time if the paycode is calculated, see section 3 above a. To represent PM hours, you must either enter P or PM after the number, i.e. 5p or 5pm, or enter the time in military time, i.e Enter the OUT time if the paycode is calculated, see section 3 above a. To represent PM hours, you must either enter P or PM after the number, i.e. 5p or 5pm, or enter the time in military time, i.e Once you have entered all information, press the Save button at the top of the timesheet A completed timesheet Adjusting a Time Record 1. Go to the Attendance category Timesheet page 2. Adjust the pay period, if necessary 3. Find the time in the timesheet and click on it so that it is highlighted. 4. Click delete on your KEYBOARD. 5. Enter in the new time and save the page. Check the regular and overtime hours for the week. If the hours look wrong go back to your record and delete it and save the page. Once the page refreshes enter in the time again and save the page. Page 11 of 33

12 Fixing Missing Punches 10.1 End of Day Missed Punch Go to the Attendance category Timesheet page. To add an end of day missed punch click in the square where the punch should be. This square is highlighted in Figure 13 in yellow. Enter in the time and save the timesheet. Once the time is added, the highlighted square is filled in with the adjusted time and the daily totals should appear Incomplete Complete Figure 13 Incomplete Timesheet Record Figure 14 Complete Timesheet Record 10.2 Beginning or Middle of the Day Missing Punch - Using Insert/Repost Go to the Attendance category Timesheet page. The Insert/Repost button is used when an employee forgets to punch and the system assigns the punch in the incorrect spot. The Insert/Repost button can also be used to insert meal times on the timesheet when punches already exist on the timesheet for that day. In Figure 15 the employee forgot to punch in for the day but remembered to punch out. The system puts the first punch for the day in the IN spot. This caused the system to show the employee tardy by 515 minutes. 1. Click on the Insert/Repost button Figure 15 Page 12 of 33

13 2. Select the date and input the time. If only one record is being added, leave all other rows as they are. If you have more records to add select the appropriate date and enter the appropriate time in the other data fields. 3. Click OK on the message box that appears 4. The system inputs the time in the correct spot and moves all other punches over Notes on the Timesheet The first column of the timesheet is for notes. Figure 16 Double click in the Notes column. This opens up the notes section. Enter in your note, click OK, and save the timesheet. For your convenience, the system time and dates stamps when the note was made. Page 13 of 33

14 Approving Timesheets There are 2 ways to approve an employee s timesheet From the Individual Timesheets: 1. Go to the Attendance category Timesheet page. 1. Select the employee you wish to in the employee listing on the left side of the page 2. View the timesheet and make all the necessary corrections and save the page. 3. Hit the Approve button at the top of the timesheet 12.2 Timesheet Summary Page Whole Page 1. Go to the Attendance category Summary page 2. After viewing all employee s timesheets and making corrections select Approve this page 3. Save the timesheet Be aware of multiple pages, each page needs to be approved separately. Page 14 of 33

15 Viewing Employee Schedules Go to the Attendance category Schedules page. The Schedules page shows the employee s schedule for the selected period of time, either by pay period or month. Accruals Page The Attendance category Accruals page shows a detailed view of the additions and deductions to each accrual rule History Tab Column 1: Post Date - Shows when this Accrual Rule was posted in the system. This date can reflect a deduction, such as the employee using hours on the timesheet, or an addition such as a system accrual. Column 2: Code - Indicates the number of the Accrual Rule. Column 4: Post Type - Explains how the accrual rule was used. S = System Accrual Time was added by the scheduled accrual process T = Timesheet The accrual rule was used on the timesheet * = Reset The system reset the hours, usually seen at the end of the accrual term, annually or based on hire date + = Import An accrual import was done U = User Modification A user modified the number of hours Page 15 of 33

16 Column 5: Hours - Indicates how many hours were either accrued or used during this posting Column 6: Carry Hours - Indicates the number of hours that were carried over from the previous posting Column 7: Used - Indicates how many hours were used, if applicable Column 8: Adjust - Indicates how many hours were adjusted. Adjustments are made on the Management tab on the Accruals page or by an import Column 9: Earned - Indicates hours that were earned using the Points System, if applicable Column 10: Available - Indicates the available hours after the addition or subtraction of hours has taken place Column 11: Notes - Explains what happened during the posting, usually describes the Post Type column Page 16 of 33

17 History Page The Attendance category History page shows an employee s work history. Each paycode is indicated by a different color. There is a key on the left hand side of the page that shows what each color means. This page is a great way to have a quick overview of what each employee s work history. Viewing the Monthly Calendar shows a more detailed view of the work history by the month. Figure 17 The Calendar Summary shows the exceptions and the count by day of the week. This page also totals the numbers. Figure 18 Page 17 of 33

18 Creating / Managing Schedules 16.1 Template Schedule The Scheduler category Template Scheduler page allows a supervisor or administrator to create multiple start and stop times and assign them to an employee on different days Adding a Template While in the Scheduler category, click on the Template Schedules page. 1. Click on Add/Maintain Templates 2. Fill out the My Schedule Template box, use Figure 19 on the next page as reference. Step 1: Click New Skip to Paycode unless modifying a template Step 2: Select the Paycode Step 3: Select the group (in the example, it says Job ), or select default if this template is not for a specific group Step 4: Enter the Start time Step 5: Enter the End Time Optional: Enter in how many minutes the employee should take a meal for. If the employee is assigned to a shift that has an automatic meal deduction, this box represents how many minutes the system will auto deduct. Step 6: Click Save Step 7: Click New or exit out of the box Page 18 of 33

19 Figure 19 My Schedule Template My Schedule Box Options A. If you have a template you need to modify, find it in this area. Once you click on the template the page updates to include that configured template. B. This area allows you to preview what the template will look like as you are building it. C. Select how the hours are going to be coded when this employee punches. *Paycodes such as Work Hours require a start and end time. *Paycodes such as Holiday, Vacation, Sick, or PTO only require the Hours. D. Select the group level the employee should be scheduled for. This will show up on the timesheets when the employee punches. If you do not want the system to automatically assign a group level, but instead pick from the employees configured group level, use the Default option. E. Enter in the time this schedule starts F. Enter in the time this schedule ends G. Enter in the meal information. If nothing is entered in this area the system looks at the configured shift setup for items such as automatic meal deductions. H. If the paycode you selected was non-calculated, such as holiday, PTO, sick then the system will require the number of hours you need to add to the schedule when using this template. 3. After creating the template, the template needs to be added to the available options on the page. To do this, click on Insert Templates. Page 19 of 33

20 4. Click on the button. 5. Follow the options with your computer mouse. a. If you have a difficult time staying in the required area, enlarge your page by holding down Crtl and hitting the + (plus sign next to the back space on your keyboard) to reach your required enlargement. b. To minimize the page after you are done, click on Crtl and - (negative sign to the left of the plus sign) until the page is back to normal, or you can go back to 100% by selecting Crtl and the number Click on the option. 7. Continue with other spaces until you are done. Once all templates are added to this area you MUST click on Save Templates Using the Template Schedule to Schedule Employees 1. Click on the employee you want to schedule for on the left employee list. 2. In the Week Of area use the calendar option to move to the week you are scheduling for. 3. Click on the template you need to use. a. If the employee works a split shift, checkmark the Multiple option next to the Save Template button and click on the two templates. The work hours cannot overlap. 4. Click on the day(s) you need to schedule using this template. 5. Repeat steps 3 and 4 until the schedule for this employee for this week is complete. 6. Click Save at the top of the page (NOT the Save Templates button). Page 20 of 33

21 Figure 20 A: Select a template and then use button A in Figure 20 to copy that template to the entire week. B: Use button B in Figure 20 to remove the entire week s schedule Parts of the Scheduler Box Page 21 of 33

22 16.5 Free Form Schedule Page The Scheduler category Free Form Schedule page allows you to create or change an employee s schedule by manually selecting shift information. This page is great for adjusting a schedule temporarily without having to change a template or adjust a complete shift. A: Select the paycode B: Select the Job, or select Default Job for the system to put the employee s configured job in upon saving. C: Enter the start and end time. D: If the paycode is non-calculated, like vacation or holiday, enter in the hours here. E: Enter in how many minutes the employee should take a meal for. If you are unsure what to put here, leave it blank. F: Enter in the meal times. If unsure, leave it blank. Figure 21 Page 22 of 33

23 16.6 Recap Page The Scheduler category Recap page allows you to view multiple schedules at once, and print them out, if needed. Figure 22 Clicking on a day will bring up a box similar to what you see on the Template page. Click on the diamond to add a custom schedule for this one day for this one employee. Page 23 of 33

24 A. Select the paycode you wish to use for scheduling. B. Select the job, or use the Default Job option for the system to fill in the schedule with the employee s configured job. C. Enter the start time. D. Enter the end time. E. Enter the number of hours if you are entering a schedule for an non-calculated paycode, such vacation or sick. F. Enter in the number of minutes the employee should take a meal for. If you are unsure what to put in this area, leave it blank. G. Enter any notes you want to show on this schedule for this employee. Click Add and then save the page. You can copy a schedule from one day to another employee. Click and hold on the calendar image within that schedule box and drag it to the day for the employee you need to copy that work time for. Both employees need to be showing on the current page. Figure 23 Click and Drag Page 24 of 33

25 Figure 24 After Click and Drag 16.7 Removing 1 of 2 Schedules It is easy to remove just one schedule from the Free Form page if the employee has a split shift since each cell has its own clear schedule button. However, since both schedules show in the same cell there is no clearly identified way to remove just one schedule. This also works on the Template Schedules page. Figure 25 In Figure 25 Scot works from 8:00a 12:00p and then again from 4:00p 8:00p on the fourth day of the schedule. Scot no longer needs to work the morning schedule from 8:00a 12:00p. To remove this schedule, right click on the schedule so it highlights. Figure 26 Page 25 of 33

26 Then select the clear schedule button in the cell. Managing Time Off Requests Figure Viewing Pending Requests After an employee makes a request for time off you are ed the information about the pending request. You are also notified in NOVAtime after an employee requests time off by the Message Center the next time you log in. A message from the webpage pops up telling that there are messages in the Message Center. Clicking OK leads to your Message Center. All requests that have been made are shown in the Message Center. Click on the request type to review individual requests. You can also use the Timeoff Request gadget on the dashboard. If you click on the paycode from the Timeoff Request gadget the system routes to the Scheduler category Requests page Detail tab Managing PTO Requests You manage time off request on the Scheduler category Requests page Detail tab. This section can be filtered by employee, year and month, status, paycode, group level or supervisor. Depending on how you get to this page, from the dashboard, message center, or navigating to the page directly, the page may filter one of these areas. Page 26 of 33

27 Figure 28 Figure Click on the status button in the Status column. Figure 30 shows the status button as pending. Figure 30 Status Button a. When the status button is selected it expands the section that allows changes in the status with optional comments. 2. Optional: Enter a comment. Page 27 of 33

28 3. Press OK. 4. Manage all the appropriate requests. 5. Save the page. a. Depending on how your system is setup, the system may give a notice that it will post the record to the timesheet, if you are approving a request. The request no longer shows up on the page unless you change the Status filter to include the status of that request Change a request from Approved to Decline Changes to a request status can only be done for requests in the current or future pay period. 1. Go to the Scheduler category Request page Detail tab. 2. Filter the page to find the request. a. Year b. Month c. Status = Approved d. Group Level e. Supervisor 3. Find the request. 4. Click on the status button that says Approved. 5. Move it to Decline. Page 28 of 33

29 6. (Optional) Add a note (the employee can see this note). 7. Save the Page Change a request from Declined to Approved Changes to a request status can only be done for requests in the current or future pay period. 1. Go to the Scheduler category Request page Detail tab. 2. Filter the page to find the request. a. Year b. Month c. Status = Declined d. Group Level e. Supervisor 3. Find the request. 4. Click on the status button that says Declined. 5. Move it to Approve. 6. (Optional) Add a note (the employee can see this note). 7. Save the Page. Page 29 of 33

30 Running Reports You can run your own reports or run shared public reports by going to the Reports category Reports Generator page Published Reports On the top left hand side of the page are the Published Reports. Published reports are basic reports that have been altered by a user. Public Reports are published reports that have been shared by two or more users. Private Reports are published reports that have been created only for the currently logged in user Public Repots Public reports are reports that are shared between users. Public reports cannot be altered on their public state. In order to change something about a public report you must save it to your private reports. 1. Click on a public report so that the system brings you to the properties of that report. 2. Click on the red plus sign in the Publish To section. Once the report is copied you can use the double blue arrows to expand a properties section to further modify the report. To change the name of this report for your own use expand the Definition area after you copied the report. Update the words and then close the area. There is no save. You may need to refresh the page in order to see the name change on the left side of the page. Page 30 of 33

31 18.3 Building a Report The Reports Category Properties page is used to configure the report to appear and contain the data that you need. 1. Expand the areas on the left side of the page to find a report you want. 2. Click on the report name to move to the Properties tab for that report. Page 31 of 33

32 3. Modify the report setup. 4. Scroll up and click on the Preview tab. a. This will open the report in the format you choose. b. You can always click back to the Properties tab to adjust your report before publishing. 5. Once ready to publish (save) the report, click on the Publish To section, shown below in Figure 31, to publish the report. 6. Create the Report Name. 7. Enter a description of the report. 8. Select who you want to publish this report template to. 9. Click the Publish button. Figure 31 Publish To 18.4 Deleting a Report You can only delete reports that you create. If you delete a public report no other user can see that report template after you delete it. 1. Go to the Reports category Report Generator page. 2. Click on the header where the report is under. a. An example is highlighted and outlined in Figure Click on the Overview tab. a. Your private reports will show under you login name s reports. 4. Click Delete on the right side of the page. Figure 32 Deleting a Report Page 32 of 33

33 Contact Us For support on your NOVAtime system please call us at or Page 33 of 33

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