Enhanced Time & Attendance

Transcription

1 Enhanced Time & Attendance Part 2: Managing Schedules Handout Manual V ET8 Copyright ADP, LLC

2 ADP Trademarks The ADP logo and ADP are registered trademarks of ADP, LLC. Enterprise etime and Pay expert are registered trademarks of ADP, LLC. ADP A more human resource. SM is a service mark of ADP, LLC. Third-Party Trademarks Adobe and Reader are registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Firefox and Mozilla are registered trademarks of the Mozilla Foundation. Microsoft, Excel, Internet Explorer, Outlook, PowerPoint, SharePoint, and Windows are registered trademarks of Microsoft Corporation in the United States and/or other countries. Sun and Java are trademarks or registered trademarks of Sun Microsystems, Inc. in the United States and other countries. WebEx is a registered trademark or trademark of Cisco Systems, Inc. and/or its affiliates in the U.S. and certain other countries. All other trademarks and service marks are the property of their respective owners. Copyright ADP, LLC. ADP Proprietary and Confidential All Rights Reserved. These materials may not be reproduced in any format without the express written permission of ADP, LLC. Any repurposing, reposting, or other use of this content (including but not limited to YouTube or any other social media) is expressly prohibited. ADP provides the publication as is without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. ADP is not responsible for any technical inaccuracies or typographical errors which may be contained in this publication. Changes are periodically made to the information herein, and such changes will be incorporated in new editions of this publication. ADP may make improvements and/or changes in the product and/or the programs described in this publication at any time without notice. Published by ADP Enterprise Learning June 2017

3 PREFACE Contents Part 2: Managing Schedules Part 2 Introduction Building and Assigning Schedules Overview What Are Schedule Templates? Explore: The Schedule Planner Activity: Creating a New Shift Template Activity: Creating a New Pattern Template Activity: Assigning a Recurring Schedule Practice: Building and Assigning Schedules Practice Results: Building and Assigning Schedules Maintaining Schedules Overview Explore: The Schedule Planner Page Activity: Modifying an Existing Schedule for Specific Days Activity: Inserting a Shift Transfer Activity: Adding a Pay Code to an Employee Activity: Adding Employees to a Schedule Group Activity: Adding a Pay Code to a Group Managing Requests Overview Activity: Requesting Time Off as an Employee Activity: Responding to Time-Off Requests from Others Practice: Managing Schedules Practice Results: Managing Schedules Part 2 Closing Part 3 Preview Copyright ADP, LLC iii V _2ET8

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5 Enhanced Time & Attendance Part 2: Managing Schedules Handout Manual

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7 Part 2 Introduction In this part: Building and Assigning Schedules Maintaining Schedules Managing Requests Copyright ADP, LLC 2-1 V _2ET8

8 Building and Assigning Schedules Overview In Enhanced Time & Attendance, you can create, assign, and edit schedules so that you can easily view and maintain shift coverage within your company. A schedule can include details such as start and end times, the time allocated for lunch, the department in which the employee works, and pay codes. What Are Schedule Templates? Overview Schedule templates include shift templates and pattern templates. Pattern templates contain scheduled shifts that reoccur over time. The pattern template can be assigned to one or multiple employees. Shift templates contain start and stop times for a particular shift and can be reused for multiple employees. Example: Pattern Template Eighty percent of the employees at your workplace work the 9 5 p.m. shift from Monday to Friday. You create a pattern template with the 9 5 p.m. shift Monday through Friday and assign it to the applicable employees and any new hires who will work this schedule. Example: Shift Template The remaining employees work 3:30 p.m. to 11 p.m. or 11 p.m. to 7 a.m. You create these shift templates as well and apply them to employees as necessary. Copyright ADP, LLC 2-2 V _2ET8

9 Explore: The Schedule Planner Starting Point: Workspaces > Manage My Employees > Related Items > Schedule Planner Gantt View Tabular View Elements and Descriptions Element Grid Icon bar Gantt view Tabular view Totals Description Lists employees and their related schedules Provides access to change views and perform tasks Displays the start and stop times of each shift Lists the start and stop times of each shift per day in a grid format Lists daily and schedule period totals Copyright ADP, LLC 2-3 V _2ET8

10 Activity: Creating a New Shift Template Overview A shift template is saved with a name but no date so that you can reuse it as needed. Build your most common shift times into templates so they are available for your use any time you need to assign them. Scenario Chris Pringle has employees who work from 1 p.m. to 10 p.m. You need to create a template to assign the same shift to multiple employees. Instructions Starting Point: Workspaces > General Maintenance > Scheduler Setup Step Action 1 Select Shift Templates. 2 Click New. 3 In the Name field, enter 1p - 10p and press Tab. 4 In the Description field, enter 1pm - 10pm. 5 In the Start Time field, enter 1p. 6 In the End Time field, enter 10p and press Tab. 7 Click Save. 8 To the right of the Search field, click Scheduler Setup to access the Setup menu. Best Practice If a shift crosses midnight or spans multiple days, such as a 48-hour shift, change the End Time field to reflect the next day. Copyright ADP, LLC 2-4 V _2ET8

11 Activity: Creating a New Pattern Template Overview A pattern is a combination of one or more shifts that repeats over a specified number of days or weeks. In a pattern template, you define when the rotation begins and identify the number of days or weeks that the pattern repeats. Pattern templates are used to assign recurring schedules to your employees. Scenario Chris Pringle has employees who work the same shift on specific days. The first-shift employees work Monday through Friday from 1 p.m. to 10 p.m. Create a pattern template to designate Monday through Friday as the early shift. Instructions Starting Point: Workspaces > General Maintenance > Scheduler Setup Step Action 1 Select Pattern Templates. 2 Click New. 3 In the Name field, enter Late 1p - 10p M - F XX. (XX represents the number that was assigned as your user ID.) 4 In the Description field, enter 1p - 10p M - F XX. 5 Click the Monday cell, press Shift, and then click the Friday cell. 6 Click Insert Shift. 7 Select 1p - 10p XX. (XX represents the number that was assigned as your user ID.) 8 Click OK. 9 Click Save. 10 Click Refresh. Result: The new pattern template is displayed in the Pattern Template list. 11 Click (close) to close the tab. Important Information You can base a new pattern template on an existing one. For example, you have a rotating pattern for the first shift and need to create a similar pattern for the second shift. Duplicate the template, modify the start and end times, and save it to a new name. Copyright ADP, LLC 2-5 V _2ET8

12 Activity: Assigning a Recurring Schedule Overview A recurring schedule repeats over a period of time. You can assign one or more shifts to a recurring schedule. Assigning a pattern to the schedule defines which days the shift is worked. Scenario Chris Pringle just learned that Kevin French will work from 1 p.m. to 10 p.m., Monday through Friday, starting in the next scheduled period. Instructions Starting Point: Workspaces > Manage My Employees > Related Items > Schedule Planner Step Action 1 In the Time Period field, select Next Schedule Period. 2 Right-click the row for Kevin French. Result: The employee window opens. 3 Select Schedule Pattern. Result: The Select Pattern window opens. 4 Click Pattern Template. 5 Select 1p - 10p M - F XX. 6 In the Start Date field, select Monday, in the Next Scheduled Period. Note: Do not change the default date in the Anchor Date field. 7 Select Forever. 8 Click Override Other Patterns. 9 Click Apply. 10 To respond to the message "Selecting Override May Delete Shifts or Unavailable Days Except for Locked Days or Shifts," click Yes. 11 Click OK. 12 Click Save. Important Information By clicking Override Other Patterns, you ensure that you do not accidentally add a second schedule where one already exists. Shifts with overlapping start or stop times generate an error. Copyright ADP, LLC 2-6 V _2ET8

13 Practice: Building and Assigning Schedules Scenario Your organization just implemented short hours for a new 30-day intern program. Create a new shift template and a new pattern template. Assign the new schedule to Alan Riley who will lead that program. Instructions Log on to Enhanced Time & Attendance and make time and labor entries to manage schedules. When you are finished, compare your results with the results provided on the following page. Step Action 1 Create a shift template with a start time of 9 a.m. and an end time of 3:30 p.m. 2 Create a new pattern template as follows: Enter the pattern description and name it "Intern Hrs 9-330pmXX. (XX represents the number that was assigned to you.) Using the shift template that you created in step 1, insert the shift into the pattern. Set up Monday through Friday as working days. 3 Assign the new schedule to Alan Riley starting the first Monday of the next schedule period and ending the same day the following month. Practice Login Information Record your login information here: Copyright ADP, LLC 2-7 V _2ET8

14 Practice Results: Building and Assigning Schedules Scenario Results Copyright ADP, LLC 2-8 V _2ET8

15 Maintaining Schedules Overview You can modify a schedule in several ways. The easiest way is to edit the start and stop times directly in the cells on the Schedule Planner page. If an employee has an assigned shift, the new values that you enter in the cell override the existing schedule. Explore: The Schedule Planner Page Overview The following illustration displays the icons on the Schedule Planner page. Depending on the features chosen by your company, you may see more or fewer icons. Icons and Descriptions Icon Quick Actions View Column Selection Visibility Filter Gantt View/Tabular View Sorting Refresh View Comments Share Go To Description Provides one-click shortcuts to complete common, multiple-step tasks, speeds up data entry, and reduces errors. Quick Actions include tasks such as Insert Shift Template, Assign Pay Code, and Add Comments. Provides a view of the scheduling grid by employee or by schedule group. Provides the ability to select additional reference columns, such as project hours and mobile phone numbers. You can also hide columns that you do not need. Controls whether you can view assigned shifts, accruals, or pay codes by employee. Displays schedules in either a Gantt or Tabular view. You must be in Tabular View to edit in the cell. Sorts employees by name or primary account. Redisplays data after making changes. Refresh discards unsaved changes. Lists all comments within the selected schedule period. Prints the screen or exports data to Excel. Provides access to additional widgets and workspaces. Copyright ADP, LLC 2-9 V _2ET8

16 Activity: Modifying an Existing Schedule for Specific Days Scenario Samuel Barbato and Susan Montgomery are needed for a later shift on the first Monday of the next schedule period. You need to assign new start and stop times to override Sam's currently scheduled shift. You also need to assign the new work hours to Susan who does not use a schedule pattern. Instructions Starting Point: Workspaces > Manage My Employees > Related Items > Schedule Planner Step Action 1 In the Time Period field, select Next Schedule Period. 2 Change the view to Tabular View. 3 In the row for Samuel Barbato, in the first Wednesday s cell, highlight the current value, enter 330p - 11p, and press Tab. 4 In Wednesday's cell, right-click and select Copy. 5 In the row for Susan Montgomery, highlight Wednesday's cell, right-click, and select Paste. 6 Click Save. Result: The new start and stop times override any previously assigned shifts. 7 To review the schedules, highlight the rows for Samuel Barbato and Susan Montgomery, click Go To, and select Timecards. Important Information If the employee's schedule is applied to a pattern, the next schedule period will revert back to the original schedule. Any changes that you make will impact only the current schedule. The changes do not roll forward. Modify the pattern to modify the schedule permanently. Copyright ADP, LLC 2-10 V _2ET8

17 Activity: Inserting a Shift Transfer Overview The Insert Transfer feature makes it easy to enter a department transfer or a job transfer. You can highlight an individual or a group of employees and enter a transfer for a specific time and date. If the employee is paid by schedule, the shift transfer is recorded on the employee s timecard. You can also build a transfer into the schedule. The employee only needs to punch in and out, and the transfer occurs automatically. Scenario On Wednesday of the current time period, Samuel Barbato will transfer at 9 a.m. to Pediatrics, department 315, as a charge nurse (job number 513). Instructions Starting Point: Workspaces > Manage My Employees > Related Items > Schedule Planner Step Action 1 In the Time Period field, select Current Schedule Period. 2 In the row for Samuel Barbato, right-click and select Insert Shift Transfer. 3 In the Effective Date field, in the current pay period, select the next Thursday. 4 In the Transfer Start Time field, enter 11am. 5 In the Labor Level field, click the down arrow and select Search. 6 Click in the Department field and enter Select 315, Pediatric. 8 In the Job field, select 513, Charge Nurse. 9 Click Apply twice. Result: The affected cell now displays a color change and double arrows. 10 Click Save. 11 To view details of the transfer, point to the Thursday cell. Copyright ADP, LLC 2-11 V _2ET8

18 Activity: Adding a Pay Code to an Employee Overview You can add a pay code to an employee s schedule, for example, for nonworked time such as vacation, personal, or jury duty. If your company uses Request Time Off, you can also use that feature to perform this task. You can also add a pay code amount, such as a bonus. Scenario Kenneth Johnson wants to take a vacation day next Tuesday to attend his child s school play. You need to add a pay code for his time off. Instructions Starting Point: Workspaces > Manage My Employees > Related Items > Schedule Planner Step Action 1 In the Time Period field, select Next Schedule Period. 2 In the row for Kenneth Johnson, right-click the cell for Tuesday. 3 Select Add Pay Code. 4 In the Pay Code field, select Vacation. 5 In the Amount field, enter 8. 6 Accept the default option for Override Shift. 7 Click Apply. 8 Click Save. Copyright ADP, LLC 2-12 V _2ET8

19 Activity: Adding Employees to a Schedule Group Overview When several employees have the same shift or attributes, you can put them into a named schedule group. Grouping employees makes it easy to modify and view their schedules as well as apply an edit to an entire group in a single operation. You can assign groups from any QuickNav or within a person's record. Scenario Kevin French and Eileen Godfrey have taken new assignments but will maintain their current schedules for the transition period. We will add Kevin and Eileen to the Day Office schedule group beginning the next schedule period. Instructions Starting Point: Workspaces > Manage My Employees > Schedule Group Multi-Line Step Action 1 In the Time Period field, select Next Schedule Period. 2 Click Kevin French and Eileen Godfrey. 3 Select Schedule > Add to Group. Result: The Add to Group window opens. 4 In the Schedule Group field, select Day Office. 5 In the Start Date field, select Monday, in the Next Scheduled Period. 6 In the End Date field, select an end date or select Forever. 7 Click Apply. 8 Click Refresh. Important Information See the appendix for instructions on creating a schedule group. Copyright ADP, LLC 2-13 V _2ET8

20 Activity: Adding a Pay Code to a Group Overview Similar to adding a pay code to an employee s schedule, you can also add a pay code to a group of employees. Scenario Chris Powers s employees who are assigned to the Day Office group will attend an off-site training seminar next Monday. You need to add a pay code to reflect their time at the seminar and a comment to approve it. Instructions: Adding the Pay Code Starting Point: Workspaces > Manage My Employees > Schedule Group Multi-Line Step Action 1 In the Time Period field, select Next Schedule Period. 2 To sort the groups by group name, click the Schedule Group Name column heading. 3 Select Sam Barbato, press Shift, and then select Eileen Godfrey. 4 Right-click and select Add Pay Code. 5 In the Pay Code field, click the down arrow and select Training. 6 In the Amount field, select Full Sched Day. 7 In the Effective Date field, click the down arrow and select Monday, in the Next Scheduled Period. 8 Accept the default option for Stop Pay from Schedule. Copyright ADP, LLC 2-14 V _2ET8

21 Instructions: Adding Comments and Confirming Entries Starting Point: Workspaces > Manage My Employees > Schedule Group Multi-Line > Add Pay Code Step Action 1 Click Add Comment. 2 Select Approved. 3 Click Add Comment. 4 Select Off-Site Seminar. 5 Click Apply. 6 On the Related Items panel, click Group Edit Results. Best Practice If the pay code is replacing a shift (for example, when an employee is out sick), leave the Stop Pay from Schedule field selected. If the pay code is in addition to the shift (for example, when you are paying a bonus or scheduling an on-call shift), clear the Stop Pay from Schedule field. Copyright ADP, LLC 2-15 V _2ET8

22 Managing Requests Overview When an employee submits a request, such as for time off or for a manager delegation, you receive a Request from Others alert. You can review the request and compare it to the needs of the department to determine whether the request can be approved. Your company's configuration determines what requests are displayed. Activity: Requesting Time Off as an Employee Scenario Log on as Kenneth Johnson using kjohnsonxx, and request a vacation day for next Monday. The request will be sent to Kenneth's manager, Chris Powers, for approval. The request will be displayed in Chris s Requests from Others alert. Instructions Starting Point: Workspaces > My Information Step Action 1 On the Calendar widget, click (preferences) and select Pop-Out. 2 Change Time Period to Next Pay Period. 3 Click Request Time Off. 4 In the Start Date and End Date fields, enter the date for the first Monday of the next pay period. 5 In the Pay Code field, select Vacation. 6 In the Start Time field, select 9a. 7 In the Length field, enter 8. 8 Click Submit. Result: The green Time Off icon is displayed in the calendar. Copyright ADP, LLC 2-16 V _2ET8

23 Activity: Responding to Time-Off Requests from Others Overview The manager receives a Requests from Others alert when an employee submits a time-off request. Scenario Manager Chris Powers receives a Requests from Others alert from Kenneth Johnson, an employee who reports to him. Approve Kenneth's time-off request. Instructions Starting Point: Workspaces > Manage My Employees Step Action 1 Log on as cpowersxx. 2 Click the Requests from Others alert. 3 Click Time Off. 4 Highlight the request to view the details. 5 To approve the request, click Approve. Result: The Approve Time-Off Request window opens. 6 Click Approve. Result: The request is removed from the Manage Requests page. Copyright ADP, LLC 2-17 V _2ET8

24 Practice: Managing Schedules Scenario 1 Kenneth Johnson requested Friday of the current schedule period as a vacation day. Add the pay code Vacation and 8 hours to Kenneth's schedule and approve it. Verify the entry on Kenneth's timecard. Scenario 2 Eileen Godfrey needs to work a restricted schedule next week. Assign the shift template 1st Shift MFG on Wednesday and Friday of the next schedule period. Confirm your entries in the next schedule period. Instructions Log on to Enhanced Time & Attendance and make time and labor entries to manage schedules. When you are finished, compare your results with the results provided on the following page. Copyright ADP, LLC 2-18 V _2ET8

25 Practice Results: Managing Schedules Scenario 1 Results Scenario 2 Results Copyright ADP, LLC 2-19 V _2ET8

26 Part 2 Closing Part 3 Preview The next part of the course includes the following topics: Running reports Finalizing timecards Completing end-of-pay-period tasks Exploring the Time & Labor Management Client Website Copyright ADP, LLC 2-20 V _2ET8