Time & Attendance Employee Maintenance Job Aids Contents

Transcription

1 Time & Attendance Employee Maintenance Job Aids Contents Modifying Employee Information Job Aid... 1 Understanding Security Groups... 2 Promoting an Employee to a Manager Position Job Aid... 3 Changing an Employee s Manager Job Aid... 5

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3 Time & Attendance Employee Maintenance Modifying Employee Information Job Aid Overview Although you will usually make updates to existing employee information in your system of record, there are times when you will need to make changes directly in your Time & Attendance module. You use the Time & Attendance Employee Editor to make those modifications. Instructions 1 Point to Time & Attendance and then select Maintenance. 2 In the Employees section, select Employee Positions. Result: The Employee Editor displays. 3 In the Find field, type all or part of an employee s last name. 4 Click Find. Result: The information for the selected employee displays. 5 Make the appropriate changes in one or more of the three sections in the Employee Editor (top, Access Details, and Employee Position). 6 Click Submit ADP, Inc. 1 V EZ18WFN2

4 Understanding Security Groups Overview In order to enter an employee s promotion to manager or to change an employee s manager, you need to understand how security groups work in Time & Attendance. You use security groups to control who can view and edit employee records. Employees and managers have different relationships to security groups. Employees are assigned to a security group. This means that they are members of the security group, but they cannot view the records of other employees. Employees are placed into security groups to control who can access their information. Managers are granted access to the same security group as their employees so they can view and edit their employees' records. Example Anthony Albright was just hired. John Dexter is Anthony s supervisor, and he has access to security group You assign Anthony to security group so that John can access Anthony's records. Assigning Access to Security Groups The following table describes the type of security group access to assign each type of user. IF the user type is: An employee A manager THEN: Assign a security group that his or her supervisor can access. You do this in the Employee Position section on the Employee Security page. Grant access to the same security group assigned to his or her employees. You do this in the Access Details section on the User Security page ADP, Inc. 2 V EZ18WFN2

5 Promoting an Employee to a Manager Position Job Aid Overview There are two main steps in promoting an employee to a manager position: Updating the new manager s employee information to reflect the promotion Giving the new manager access to the security group to which his or her employees are assigned Note: The terms manager and supervisor are used interchangeably in Time & Attendance. Instructions: Updating an Employee s Information 1 Point to Time & Attendance and then select Maintenance. 2 In the Employees section, select Employee Positions. 3 In the Find field, type all or part of the employee s last name. 4 Click Find. 5 In the Report Group field, click the Lookup button. 6 Select the SUPVSR link. Note: The employee is now granted access to Supervisor reports. 7 In the Employee Position section on the General tab, select Is Supervisor? 2010 ADP, Inc. 3 V EZ18WFN2

6 Instructions: Granting Access to a Security Group 1 On the Employee Editor page, select the Access Details bar to expand the section. 2 On the User Security tab, click Add Additional Security Groups. 3 Select the security group to which the manager's employees belong. 4 Click Submit to update the employee's record. 5 To verify that the new manager can access his or her employees information, in the Access Details section on the User Security tab, click View Employee - User Security Group Assignments. Result: The security group and the number of employees the manager can access are listed on the right side of the page. Note: Your portal administrator must give the new manager access to pages within Time & Attendance ADP, Inc. 4 V EZ18WFN2

7 Changing an Employee s Manager Job Aid Overview When an employee s manager changes due to a transfer or other job change, you update the reports to information in your system of record and make the following updates in your Time & Attendance module: Identify the security group that the employee s new manager can access. Update the employee s record to reflect the change in reporting relationship. Update the employee s security group assignment. Instructions: Identifying the Security Group the Employee s Manager Can Access 1 Point to Time & Attendance and then select Maintenance. 2 In the Employees section, select Employee Positions. 3 In the Find field, type all or part of the new manager s last name. 4 Click Find. 5 Select the Access Details bar to expand the section. Result: The security group that the manager can access displays ADP, Inc. 5 V EZ18WFN2

8 Instructions: Updating an Employee s Information 1 Point to Time & Attendance and then select Maintenance. 2 In the Employees section, select Employee Positions. 3 In the Find field, type all or part of the employee s last name. 4 Click Find. 5 On the General tab, in the Supervisor field, click the Lookup button. 6 Select the employee s new manager. Instructions: Updating an Employee s Security Group Assignment 1 On the Employee Security tab, click Add Additional Security Groups. 2 Select the link for the security group that the employee s new manager can access. Note: To locate the manager s security group, follow the steps in Identifying the Security Group the Employee s Manager Can Access. 3 In the Start Date field of the new security group, enter the first day the employee will be part of the new group. 4 In the End Date field of the old security group, enter the last day the employee will be part of that group or, if not known, leave the field blank. 5 Click Submit to update the employee's record ADP, Inc. 6 V EZ18WFN2