Enterprise etime Getting Started Participant Guide V.6.1 ADP Time & Labor Management
Copyright Copyright Notice Copyright 2009 by Automatic Data Processing, Inc. All Rights Reserved The Getting Started Enterprise etime reference manual is copyrighted by Automatic Data Processing, Inc. 2009. All rights reserved, including the right to reproduce this manual or any part of it. It is against the law to copy the software on cassette, diskette, tape, listing, or any other medium for any purpose other than the purchaser s personal use without the express written permission of Automatic Data Processing, Inc. Automatic Data Processing, Inc. Getting Started Enterprise etime Disclaimer Automatic Data Processing (ADP), Inc. has made every effort to ensure the information in this guide is complete, precise, and current. Automatic Data Processing, Inc. assumes no responsibility for the consequences of errors beyond its control. The examples, sample windows, reports, company names, and individual names used throughout this guide are intended for illustrative purposes only and may not conform to your system requirements. Trademarks ADP is a registered trademark of ADP North America, Inc. Windows is a registered trademark of Microsoft Corporation. Other product names mentioned herein may be trademarks and/or registered trademarks of other companies.
Preface Preface This session introduces the student to different employee time entry methods and discusses how to perform timecard edits, labor account and work rule transfers, and pay code entries. The course combines lecture, demonstration, and hands-on practice exercises. Prerequisites None Audience This course is designed for individuals who are responsible for monitoring, editing, and approving employee timecards for submission to payroll. Although this course is targeted for department managers and supervisors, it is also ideal for a payroll or human resource manager who is new to the Enterprise etime application Version 6.1 P-1
Preface Enterprise etime Getting Started Notes Notes Version 6.1 P-2
Table of Contents Table of Contents Preface Table of Contents Preface Chapter 1 Navigation Accessing Enterprise etime QuickFind Employee QuickNavs and HyperFind Queries Timecard Editor Display Views Data Entry Saving, Refreshing and Calculating a Timecard Timecard Editor Tabs Add, Edit, and Delete Data Entries Exceptions Summary Chapter 2 Timecard Editor Comments Comment Notes Cancel a Meal Deduction Labor Account Transfers Work Rule Transfer Add a Pay Code Move and Delete a Pay Code Group Edits Verifying Group Edit Results Add & Delete Employees To The Pay From Schedule Function Manager Approval Summary Chapter 3 Reports Types of Standard Manager Reports Accessing Standard Reports Reports Selections & Options Generating Standard Reports Viewing Reports Printing & E-Mailing Reports Summary Page P1-P4 TOC1- TOC2 Page 1-2 1-3 1-4 1-5 1-6 1-7 1-8 1-9 1-10 1-11 Page 2-2 2-3 2-4 2-5 2-6 2-7 2-8 2-9 2-10 2-11 2-12 2-13 3-2 3-3 3-4 3-5 3-6 3-7 3-8 Version 6.1 TOC-1
Table of Contents Enterprise etime Getting Started Table of Contents, Continued Chapter 4 Schedules Terms- Shift & Pattern Terms- Schedule & Schedule Groups Schedule Editor Schedule Editor Workspace Ad Hoc Shifts Scheduling a Pay Code Changing a Schedule Viewing Schedule Audits Summary Page 4-2 4-3 4-4 4-5 4-6 4-7 4-8 4-9 4-10 Version 6.1 TOC-2
Chapter 1 Navigation Chapter 1 Navigation Introduction This session shows how a manager will access and navigate the Enterprise etime interface, open and navigate the information in an employee timecard, and correctly enter and save data. Objectives After completing this session, you will be able to: Access an employee timecard Use QuickNavs and HyperFind Queries Distinguish between timecard views Locate information in an employee timecard Apply best practices when entering time data Save, refresh and calculate a timecard Describe exceptions that appear in a timecard Contents Topic See Page Accessing Enterprise etime 1-2 Navigate Enterprise etime 1-3 QuickFind Employee 1-4 QuickNavs and HyperFind Queries 1-5 Timecard Editor Display Views 1-6 Data Entry 1-7 Saving, Refreshing and Calculating a Timecard 1-8 Timecard Editor Tabs 1-9 Add, Edit, and Delete Data Entries 1-10 Exceptions 1-11 Summary 1-12 Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 1-1
Chapter 1 Navigation Access Enterprise etime Enterprise etime is a Web-based application, and does not require the installation of any additional software on your workstation. You access Enterprise etime via an Internet browser such as Internet Explorer, Netscape Navigator or Firefox. Logging On Log on using your username and password. Configure security questions and answers if asked. Password Passwords may be 1-50 characters and are CaSe SenSitive. Other criteria may be set by your company. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 1-2
Chapter 1 Navigation Navigating Enterprise etime The window that appears after logging in depends on access rights to Enterprise etime. Nevertheless, similar elements exist for all users. Header Within the Header section, you will find access to: 1. Tab Menus 2. Administrative links 3. Quick links 4. Show/Hide button 5. QuickNav name 6. QuickNav options Browser While logged into Enterprise etime do NOT use the features of your browser. Tools and functions to navigate, refresh, print and save are provided by the EET application Logging Out Correctly logout of the application by using the Log Off link. Enterprise etime will log off users after a pre-set period of inactivity. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 1-3
Chapter 1 Navigation QuickFind Employee Using the QuickFind QuickNav and a Time Period you can filter your search for a specific person or set of people based upon their names or ID. The results then display on the Workspace. QuickFind The QuickFind QuickNav link will only allow you to search all employees that have been assigned to you based on the name criteria that you select. Workspace The workspace contains detailed information for the employees and time period that are currently selected. Information that does not fit the display width of the column is indicated by ellipses ( ). The workspace columns can be resized to display the full line of data. The data in a workspace may be sorted by clicking the column heading. You can sort by either one or two columns. Manipulate columns as follows: Click a column header to sort the display according to the column Click a column header a second time reverses the sort order Clicking a second column header sorts the display a second time according to the second column. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 1-4
Chapter 1 Navigation QuickNavs and HyperFind Queries QuickNavs are the tools used to perform different actions in Enterprise etime. HyperFind Queries are used with QuickNavs to filter who you want to apply the QuickNav action based upon some selected criteria. QuickNavs A QuickNav is a link in Enterprise etime under the MY QUICKNAVS tab. QuickNavs provide different tools to view and/or modify employee labor account information. For example, Pay Period Close QuickNav provides a convenient summary view of employee data. If need be (from the same screen) timecards may be accessed to make changes. HyperFind Queries HyperFind queries are used to determine the who and the when to be displayed in a QuickNav. The queries available for use depend upon what an administrator has assigned to you according to your role. To use them, you determine a criterion and instruct Enterprise etime to find people in that timeframe that match your criteria. Tips for use It is a best practice to use the default queries that your organization provides for frequently used functions of your job, such as running standard reports on all employees in your group. If you can create, your own HyperFind queries use the recommended guidelines to efficiently and effectively perform searches. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 1-5
Chapter 1 Navigation Timecard Editor Display Views Timecard view refers to the format displayed when viewing an employee timecard. The type of view displayed depends on the time entry method used by an employee and how it is set up by the Enterprise etime administrator based on a company s individual requirements. The two types are: Hourly View Project View Hourly View In this view, an employee s IN and OUT punches display for each day per pay period the employee is scheduled to work. This view also displays any transfer information, the total hours worked in a shift, the total hours worked for the day, and a cumulative total for the week. Employee punches are generated by the employee punching in and out using Enterprise etime Time Stamp or similar device, automatically populated based on the employee s schedule, or may be manually entered. Project View In this view, the total number of hours worked displays for each day per pay period the employee is scheduled to work, along with the pay code associated with those hours. This view also displays the total number of hours for the week. Hours are entered manually by an employee or automatically populated based on the employee s schedule. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 1-6
Chapter 1 Navigation Data Entry While editing in Enterprise etime, you can use your mouse or keyboard to navigate within the Timecard view. You also have a variety of formatting options for entering timecard data. In Cell Editing Tab Key Arrows Data can be entered by: Typing directly in the timecard IN or OUT cell. Using menu options to apply edits within a timecard. By clicking the right mouse button. Use the Tab Key to move horizontally one cell to the right. The Shift+Tab key combination moves the cursor horizontally to the cell on the left. Within one column you can move up or down one cell using the up and down arrow keys. Formatting Time Data Enterprise etime will automatically format your data input. Entry etime Formatting 7 7:00 AM 730 7:30 AM 10p 10:00 PM 1130p 11:30 PM Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 1-7
Chapter 1 Navigation Saving, Refreshing and Calculating a Timecard Visual indicators in Enterprise etime let you know when you have unsaved edits. As you enter data you have the options to refresh, calculate or save your changes. Saving The name of the workspace, i.e. TIMECARD, turns orange and an * appears to indicate unsaved changes. As you apply edits to the timecard you must remember to save these changes to the database. Unsaved changes are not applied. Refresh Calculate Totals Refresh is a way to undo the changes you have just made on the screen. Information in a timecard or schedule comes from the database. If you do not save your edits, the system cancels the edits and returns the data to the most recently saved timecard view. You can calculate the timecard totals without saving the edits to the database. By calculating the timecard totals, you can see the impact of changes or edits before committing them to the system. Once you calculate the totals you can save your edits or refresh the timecard to remove the changes. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 1-8
Chapter 1 Navigation Timecard Editor Tabs The tabs located below the employee timecard are informational tabs. These tabs help monitor adjustments made to employee timecard entries. Tabs Visibility By default, each timecard will contain the Totals and Schedule, Accruals, and Audit tabs. The other content dependent timecard tabs become visible only when the specific content of the tab is entered into the timecard. Tabs Tab Totals & Schedule Accruals Description Displays total hours by account and pay code. Employee schedule appears in a separate frame on the right. Displays accrued time such as sick and vacation. Always Visible Audits Sign-offs & Approvals Comments Displays edits made to a timecard by each user. Displays timecard approvals by employees and managers. Visible only when a sign-off or an approval is completed. Displays comments attached to pay codes and punches. Visible only when comments are attached to a timecard. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 1-9
Chapter 1 Navigation Add, Edit, and Delete Data Entries Depending on access privileges, managers have the ability to perform edits on employee timecards. The process to add, edit, or delete entries all follow the same process as outlined below. Edits STEP 1 2 3 4 ACTION Select employee timecard. Click in the cell that requires the edit. Any current punch will be highlighted. Enter the correct information. Click Save. Adding The easiest method of adding a punch is in the hourly view to click on the cell and enter the correct data directly. Editing There are several types of edits you can perform on punches. You can change the punch time, the time zone, override a punch or cancel automatic deductions. Deleting You can delete punches directly from the Hourly View timecard. For example, assume that you accidentally entered the OUT punch in the second IN field. You can select the punch and press delete on your keyboard. Notes Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 1-10
Chapter 1 Navigation Exceptions Exceptions highlight unexpected or unusual transactions; such as when an employee works outside their scheduled timeframe or scheduled day. Exceptions are color coded to help to quickly identify the type of exception. These are listed in the table below. Menu Options Indicator Color Code Solid Red cell Red border around a date Red border around a time Blue border around a date Red outlined cell Yellow box inside cell Green outlined cell Yellow box inside a cell Purple transaction (Phantom Punch) (X) before a labor account Description Indicates that there is either a missed In or Out punches. Moving the mouse over the cell will provide more information. Indicates that it is an unexcused absence for the day. Moving the mouse over the cell will provide more information. Indicates that there is an exception to the time stamps. Moving the mouse over the cell will provide more information. Indicates an excused absence for the day. Indicates that there is an exception associated with the time stamp and a comment associated with the contents of the cell. A duration pay code has been used to resolve the exception. Indicates that there is a comment associated with the contents of the cell. Indicates the transaction was added to the timecard by the totalizer (i.e., system generated). If the cell is gray, the transaction can not be edited. Indicates that the account is not the primary account that is being indicated in the transfer. Exception Notes Exceptions must be configured in the Enterprise etime system. Exceptions can be associated with dates, punches or durations. If you move the mouse over an exception a message provides more specific information such as Missed Out-Punch, Late or Excused. Missed punch exceptions should always be edited. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 1-11
Chapter 1 Navigation Summary This session showed how to access and navigate the Enterprise etime interface, open and navigate the information in an employee timecard, and correctly enter and save data. Job Aid Three Job Aids are provided with this module and are available for downloading. They are Navigation, Timecard Editor Workspace and Exceptions. Notes Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 1-12
Notes Notes Notes Version 6.1
Chapter 2 Timecard Editor Chapter 2 Timecard Editor Introduction This session shows how a manager will use Timecard Editor to view, edit, and approve employee time and labor data. Objectives After completing this session, you will be able to: Add a comment and note to a timecard entry Cancel a meal deduction Perform a labor account transfer Conduct a Work Rule transfer Add and delete a Pay Code Perform & verify the results of a group edit Add & delete employees to the pay from schedule function Approve timecards Contents Topic See Page Comments 2-2 Comment Notes 2-3 Cancel a Meal Deduction 2-4 Labor Account Transfers 2-5 Work Rule Transfer 2-6 Types of Pay Codes 2-7 Add and Delete a Pay Code 2-8 Group Edits 2-9 Verifying Group Edit Results 2-10 Add & Delete Employees To The Pay From Schedule 2-11 Function Manager Approval 2-12 Summary 2-13 3 Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 2-1
Chapter 2 Timecard Editor Comments Comments provide more information about a punch or an amount. They can be attached to: Punches Durations Pay code amounts Historical amounts Comments are predefined by your company. Comments STEP 1 2 3 4 5 ACTION Select the time punch you want to edit. Click Comment > Add Comment. Alternatively right-click the punch and select Add Comment. From the Add Comment drop-down list, select the appropriate comment. Click OK. Click Save. Comments Once you add a comment, a comment icon displays alongside the punch time or amount. To view the comment that the icon represents, click the Comments tab at the bottom of the timecard. It is possible to have more than one comment associated with a punch. For example; Late In and Second Occurrence. Comments are deleted via Comment > Delete on the menu bar or by right clicking and deleting it from the Comment Tab below the Time Card. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 2-2
Chapter 2 Timecard Editor Comment Notes Comments may have free text notes associated with them. These comments only appear under the employees comments tab. Comment Notes STEP 1 2 3 4 5 6 ACTION Select the time punch you want to edit. Click Comment > Add. Alternatively right-click the punch and select Add Comment. From the Add Comment drop-down list, select the appropriate comment. In the Note field enter additional information. Click OK. Click Save. Notes Some key points to remember with regards to Comment notes are: You can t have a note without a comment. Notes are limited to 255 characters. Notes only appear in the Comments tab. They will not appear in reports or a HyperFind query Notes can t be edited. You must delete it and add a new one. If you select multiple comments, the note is associated with each comment. Deleting the comment removes the notes associated with it. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 2-3
Chapter 2 Timecard Editor Cancel a Meal Deduction If an employee worked through their meal break or did not take a meal break for the day, it must be added back to the total work hours. You have the ability to cancel a meal deduction for an employee for a specific shift or you can cancel all meal deductions for the entire day. Cancel a STEP Meal Deduction 1 2 3 4 5 ACTION Select the time punch you want to edit. Click Punch> Edit. Alternatively you can right-click the punch and select Edit Punch or simply double-click the cell. From the cancel deduction drop-down list, select the appropriate deduction. Click OK. Click Save. Cancel Meal Deduction If you cancel a deduction that is not assigned to the employee, the system does not remove any break or meal from the shift. If you don t know which break or meal rule the employee uses as displayed in the cancel deduction drop down list, then select all. The all selection removes all break or meal deductions from the shift. Project view employees must have adjustments made to the amount of time they entered. To reverse the cancel deductions, select <None> from the Cancel Deduction drop-down list. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 2-4
Chapter 2 Timecard Editor Labor Account Transfer Labor account transfers are made to charge employee hours to an account other than the employee s primary labor account. Managers can transfer an employee s hours from an employee s time card and from a group edit. Labor Account Transfer STEP 1 2 3 4 5 6 ACTION From the employee s timecard, place your cursor in the Transfer cell. The drop-down menu displays the last five labor account transfers for that employee If the transfer labor level is not listed select Search. Choose the desired labor level. Highlight the account code by selecting an option from the available entries data field. Click OK when the correct information has been selected. Labor Account Transfer Multiple labor account transfers may occur in a single day. If you transfer an employee to another labor account at the beginning of the shift, the entire shift hours will be transferred unless you transfer the employee back into his/her primary account. A new shift automatically defaults to the employee s primary account. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 2-5
Chapter 2 Timecard Editor Conduct a Work Rule Transfer Work Rules interpret the way employee s work time is calculated, how their overtime is earned, how their shift differential is paid, and whether or not time is deducted for a meal break. A transfer of a Work Rule may occur when an employee performs a different job and should be paid according the Work Rules of that job. Work Transfer STEP 1 2 3 4 ACTION Click the transfer cell that corresponds to the shift you want to edit. Click the down arrow. A list displays that shows the most resent transfers. Click search to proceed to the Select Transfer window. From the Work Rule drop-down list (bottom left), select the appropriate work rule. Click OK. The new work rule displays in the Transfer cell. Work Rule Transfers A Work Rule transfer changes the Work Rule for part or all of a shift. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 2-6
Chapter 2 Timecard Editor Types of Pay Code There are four types of pay code edit- standard, cascading, duration and daybased. Each type allows Enterprise etime great flexibility. Pay Codes Pay Code Notes. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 2-7
Chapter 2 Timecard Editor Add and Delete Pay Code Enterprise etime uses Pay Codes to organize time, money or to account for exceptions. Regular and overtime are examples of time pay codes. Bonus is an example of a pay code that holds a monetary amount. Offsite Training is an example of a duration pay code that resolves an exception. Regardless of the type of Pay Code, they are all added to the timecard in the same manner. A Pay Code is deleted similarly to deleting other data entries. Add a Pay Code STEP 1 2 3 4 ACTION In the timecard workspace, select an empty row or insert a row for the appropriate date Click the cell in Pay Code column then click the drop-down arrow. Select the appropriate Pay Code from the drop-down list. Enter the appropriate number or hours in the Amount column or click to display the down arrow and select the appropriate option from the drop-down list. Add a Pay Code Amount Enter the amount of hours that the Pay Code should be applied. Alternatively, use the full scheduled or half scheduled day options from the drop-down menu. Deleting a Pay Code STEP 1 2 3 ACTION Click in the amount cell associated with pay code and press the delete key on the keyboard Click in the Pay Code cell and press delete. Click Save. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 2-8
Chapter 2 Timecard Editor Group Edits Group edits are changes you make to multiple employees simultaneously. Group Edits STEP 1 2 3 4 ACTION Select a QuickNav and/or HyperFind Query that displays the employees you wish to edit. Select the first employee. Press and hold Ctrl, then select each of the other employees you wish to edit. The employees you select are highlighted in yellow. Perform the edit you wish to make. Group Edits Nearly any edit you can apply to one employee can be applied to a group of employees in the same transaction. Some examples of the types of changes you can make using a group edit include the following: Add or delete a punch Add or delete a pay code amount Add or delete an historical amount Reset or pay out accruals Add or delete pay from schedule Approve or sign off timecards You can select a range of adjacent cells by selecting the first employee, holding Shift, then selecting the last employee in the range. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 2-9
Chapter 2 Timecard Editor Verifying Group Edit Results When you perform a group edit, it is possible that the change failed for one or more of the selected employees. Select Group Edit Results on the General menu tab to verify that the edits for everyone in the group were successful. If a failure occurred, a Details hyperlink will display an error log. Column Group Edit Date Time User Name Status Results Displays This Information Type of edit you performed Date the group edit was performed Time the group edit was submitted for processing User name of the person performing the group edit Status of the Group Edit. This may be Completed or Processing. Number of successes and failures and the total Error Log The Group Edit Error Log displays the employee name and a description of the each error that occurred. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 2-10
Chapter 2 Timecard Editor Adding & Deleting Pay from Schedule Add Pay from Schedule allows you to use a person s schedule to populate their timecard, which is useful when you need to process a payroll early during a holiday week. Pay from Schedule STEP 1 2 3 4 5 6 7 ACTION Press and hold Ctrl and select multiple employees, or select Actions > Select All to select all employees. To Add- Select Schedule> Pay From Schedule > Add. To Delete- Select Schedule> Pay From Schedule > Delete. In the Effective Start Date field, enter the date to begin paying from the schedule. In the Effective End Date field, enter the date to stop paying from the schedule. Click Comments (optional). From the Comments lists, select the reason for adding pay from schedule and click OK. Click OK. Adding & Deleting Paying From Schedule Pay from schedule can be used everyday for those employees who may edit timecard only on an exception basis. Employees may also be permanently marked as pay from schedule in the Pay Rule. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 2-11
Chapter 2 Timecard Editor Manager Approval Once you have completed all of your timecard edits, you can approve and the timecard data. The Pay Period Close QuickNav is a great source for viewing multiple employees approval and sign off status. Manager Approval STEP 1 2 3 4 ACTION From the Time Period list, select the time period. You can approve an employee s timecard for any time period. Select the names of the employee(s) whose timecards you need to approve. By holding down the Ctrl key as you click each row, you can select more than one employee for approval, or you can click Actions>Select All and select everyone on the screen. From the Approvals menu, click Approve. Click Yes in response to the prompt to approve your selections. Result: The Manager Approval column displays a 1 indicating one manager has approved the timecard for the previous pay period. Symbol Definition Pay Period Approved/Signed off 1 1 Person Approved (Appears in cases were multiple manager approvals are necessary.) (Partial) Only a few day(s) of the pay period are approved. 1 (Partial) One manager has approved. Only a few day(s) of the pay period are approved. Approving Timecards Approvals may be performed for a single day, any range of dates including future dates. (i.e., current, previous, next). Approvals prevent further edits by the employee in the hourly and project view methods. Approvals may also prevent further edits by managers. Approvals may be removed via the Approvals menu. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 2-12
Chapter 2 Timecard Editor Timecard Editor Summary Summary This module presented how the many manager daily and weekly tasks of reviewing and editing timecards are performed in Enterprise etime. Job Aid A two-page Job Aid is provided with this module and is available for downloading. It outlines the steps to perform when completing common managerial tasks. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 2-13
Notes Notes Notes Version 6.1
Chapter 3 Reports Chapter 3 Reports Introduction This session shows how Enterprise etime is used to access, generate and review a standard report. Objectives Upon completing this session, you will be able to Access the report function Select the parameters of a report Configure standard report options Generate a standard report View, print & email a report Contents Topic See Page Types of Standard Manager Reports 3-2 Accessing Standard Reports 3-3 Reports Selections & Options 3-4 Generating Standard Reports 3-5 Viewing Reports 3-6 Printing & E-Mailing Reports 3-7 Summary 3-8 Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 3-1
Chapter 3 Reports Types of Standard Reports Reporting is a tool that allows you to extract information from the Enterprise etime database and present it in an easy to read format that can be printed, e- mailed and distributed. Standard Reports The Enterprise etime application has over 80 standard reports that are available to managers and supervisors. The actual reports managers and supervisors can generate and view depends on the access privileges granted in the user report profiles. In addition to the standard manager reports, Enterprise etime also has reports available for the individual employee who enters time through a web browser. Examples of manager reports are displayed in the table below. REPORT CATEGORY All Accruals EXAMPLE - Accrual Details DESCRIPTION Contains All reports available to managers in the Enterprise etime System. Displays types of accrual transactions for each employee. Configuration Work Rules Lists the work rules defined. Data Collection Detail QuickNavs Import Roll-up QuickNav Schedule Timecard Activity Code Definitions Absent Employees Import Errors Hours by Labor Account Employee Schedule - Weekly Exceptions Lists the Activity Code definitions. Displays employee s excused and unexcused absences through the current day. Displays error details about imported data. Displays money/hours/wages for each Labor account. Displays employee s schedules of whose home locations is one of the selected. Displays exceptions or comments attached to the start or end of shift. Report Categories Grouping reports into categories allows for context sensitive navigation to reports depending on the area of the application from which you wish to gather data. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 3-2
Chapter 3 Reports Accessing Standard Reports Standard reports may be accessed via two methods: 1) Using the General menu tab and selecting Reports. This option defaults the report to run on All Home employees. 2) Via the Report link in the header workspace to display. This method displays information for specific individuals that are selected in the QuickNav. Reports STEP 1 2 ACTION To access reportsa) Click the Reports link in the workspace header or b) From the General tab menu select Reports. Select the report you want. Accessing Reports If the report link does not display on the workspace header, you have not been granted privileges to generate reports in this manner. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 3-3
Chapter 3 Reports Report Selections & Options It is important to choose the accurate parameters of your report by configuring who, when, and any additional information. Without correctly defining this information, Enterprise etime has no way of knowing what data to display for the report you selected. Selecting People Select the people information by selecting one of the HyperFind queries in the drop-down menu. As with Timecard editor the HyperFind query provides the parameter of who and where you want to apply your report. Selecting the Timeframe The timeframe for the report is defined by selecting one of the options available in the Time Period drop-down menu Selecting Options Before generating a standard report. You should define any additional pieces of information the report should contain. Depending on the report you are generating, different options are available that are applicable to the report. Depending on the type of report available options may include: Actual/Adjusted Import Batch Absence Types Import Types Exceptions Pay Codes Holiday Credit Page Break Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 3-4
Chapter 3 Reports Generating Standard Reports The report is generated by selecting Run Report. Generating Standard Reports STEP 1 ACTION Click Run Report Report Status Once you have selected the Run Report option, the Check Run Status menu will automatically appear. Options are: View Report The Report will display in Adobe PDF Reader Refresh Status Will indicate whether the status is complete or otherwise Delete Will Delete the selected report Print Screen sends all the contents visible on the screen to a printer Report Status Waiting The report information you requested is being gathered from the database server and being transferred to the web/application server and displayed on your desktop through the use of a browser. This process of gathering and displaying data may take a few minutes. Continue to check the status via the Refresh Status option from the menu bar. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 3-5
Chapter 3 Reports Viewing Reports The report can be accessed once the report status returns the result Complete. Viewing There are two ways you can view the report information. Double-click on the name of the report to view it in PDF format From the Check Run Status menu, select View Report To view a standard report, follow the steps outlined below. Viewing Reports STEP 1 2 ACTION Select the Report you would like to view. The top is the most recent. Click View Report. The report will display in Adobe PDF Reader. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 3-6
Chapter 3 Reports Printing & Emailing Reports Reports are viewed via Adobe Acrobat Reader. An Adobe acrobat file reader application must be installed on your machine in order to read the report. In addition to output to PDF files format, reports can be printed or emailed. Printing To print a standard report, follow the steps outlined below. Printing Reports STEP 1 2 3 * ACTION From the Select Report menu, choose Send to Printer. Select the name of the printer where the report should be sent.* Choose OK. If your printer can not be selected, view the file as a PDF. Then, use the print functionality of Adobe Reader to send it to your default printer in your control panel. E-Mailing The ability to email reports via enterprise etime is a configurable option in Enterprise etime. To e-mail a standard report, follow the steps outlined below. NOTE: Your company may or may not use this option depending upon system configuration and system compatibility. E-Mailing Reports STEP 1 2 3 ACTION From the Select Report menu, choose e-mail. In the field labeled Recipients, enter the e-mail addresses of the individuals who should receive the report. Multiple addresses are separated by commas. Choose OK. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 3-7
Chapter 3 Reports Reports Summary Summary This session showed how a manager accesses reports via the General menu tab or the Report link in the Header. Next you saw how to choose the parameters of your report by defining and configuring who and when you want the report to gather data. Additional optional configurations were shown that depend upon the type of report that you are generating. The means to generate your report and to check its run status were discussed. Finally you saw the different methods of accessing the report and saw how it could be viewed as a PDF, printed, or e-mailed from the application. The steps to access, configure and view a report are outlined below. Job Aids A Job Aid is provided with this module and is available for downloading. It outlines the steps to perform when completing common managerial tasks. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 3-8
Notes Notes Notes Version 6.1
Chapter 4 Schedules Chapter 4 Schedules Introduction This session shows how to access, navigate and use Schedule Editor to perform scheduling maintenance tasks such as adding ad hoc shifts and changing a schedule. Objectives Upon completing this session, you will be able to: Explain Scheduling Terms Access & Navigate Schedule Editor Describe the Components of the Schedule Editor Workspace Perform Schedule Maintenance Access Schedule Audits Contents Topic See Page Terms- Shift & Pattern 4-2 Terms- Schedule & Schedule Groups 4-3 Schedule Editor 4-4 Schedule Editor Workspace 4-5 Ad Hoc Shifts 4-6 Scheduling a Pay Code 4-7 Changing a Schedule 4-8 Viewing Schedule Audits 4-9 Summary 4-10 Version 6.1 4-1
Chapter 4 Scheduling Terms- Shift & Pattern Shift Shift is a span of time with a start and an end time usually within a 24 hour period. Shifts are the basic building block to all other elements of a schedule. Shift Definition Pattern Patterns suggest a recurring design; an arrangement or an order. In Enterprise etime this is also the case. Patterns contain one or more shifts that repeat over specific days. Pattern Definition Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 4-2
Chapter 4 Scheduling Terms- Schedule & Schedule Groups Schedule How many times have people asked you what s your schedule? It could mean are you free a particular day and time or when in the upcoming week are you working? A schedule in Enterprise etime is a series of shifts that occur over a period of time. Using the pattern example from before; (7am to 3pm shift on Mondays, Wednesdays and Thursdays; and 3pm to 11pm shifts on Tuesdays and Fridays); now the schedule is created. Schedule Definition Schedule Group When a number of employees have similar working characteristics they can be grouped together. This is called a schedule group. This group may be used for scheduling or any other time card functions. Schedule Group Definition Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 4-3
Chapter 4 Scheduling Schedule Editor Schedule Editor Schedule Editor is an integrated part of the Enterprise etime application. It is used to create, view and edit schedules for your employees. Notes Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 4-4
Chapter 4 Scheduling Schedule Editor Workspace Access Schedule Editor is accessed via the menu tab My QuickNavs> Schedule Editor. Workspace Columns are: Name, Totals, Job, and Schedule Group. Rows are: Employee information and column totals. Visual Indicator When an employee s regularly scheduled pattern incurs a change because of a transfer, a visual indicator as an X appears next to the shift. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 4-5
Chapter 4 Scheduling Ad Hoc Shifts Managers can use Enterprise etime Schedule Editor to make changes on the fly to correctly account for employees time. Ad-hoc shifts To meet temporary needs managers can create ad hoc shifts for an individual or a schedule group. The ad hoc shift replaces the scheduled shift for the day(s) specified. It is indicated by a gold vertical bar on the right side of the cell of the schedule. Ad-hoc shifts STEP ACTION 1 From the My QuickNavs tab select Schedule Editor and from the workspace the employee you wish to edit. 2 Edits may be performed by selecting the cell of the day to edit then from the menu Shift> Edit and entering in the new shift information. Or- Edits may be performed by double-clicking in the cell and editing the information directly in the cell. 3 Click Save to apply. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 4-6
Chapter 4 Scheduling Scheduling a Pay Code Scheduling tools allow you to schedule time in advance by applying the time to a specific pay code. Scheduling a Pay Code You can schedule, copy, move, and delete scheduled pay code edits that are automatically transferred to the timecard STEP Scheduling a Pay Code 1 2 3 4 5 ACTION From within the Schedule Editor, select the name of the individual for whom you are adding the Pay Code. Select the first day when the Pay Code will begin. From the menu select Pay Code> Add In the Pay Code Editor window complete the fields. Pay Code In the drop down menu select the appropriate code Amount- Select the amount Number of Days- Complete for the duration of the Pay Code. Comments- Add as necessary Click OK and Save. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 4-7
Chapter 4 Scheduling Changing a Schedule Changing a Schedule Schedules can be changed from most QuickNavs via the menu bar Schedule or Shift options. STEP Changing a Schedule 1 2 3 4 5 6 7 8 ACTION From within the Schedule Editor, select the name of the individual for whom you are changing the schedule. From the menu select Shift> Delete Pattern At this point the employee now has no schedule. From the menu select Shift> Add Pattern Click for the first day of the pattern and Click Insert Pattern Select a pattern from the menu. Enter the pattern Work Start Date and Pattern Start Date Select end date or forever and check override other patterns Click OK Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 4-8
Chapter 4 Scheduling Viewing Schedule Audits Managers have the ability to view changes made to an employee s schedule. The schedule audits will keep a record of transactions that have been performed that affect the employee s schedule. Schedule Audits The schedule changes that are tracked include: Creating an ad hoc shift; Shifts that have been added, edited, or deleted at the individual and Pay codes that have been added, edited, or deleted from an individual To view an audit trail of edits to a schedule, follow the steps outlined below. Viewing Schedule Audits STEP 1 2 3 4 5 ACTION From the Schedule Editor, select the employee(s) to view. Select the appropriate time period. (i.e., previous pay period) From the menu bar, select View > Audit. In the field labeled Filter Rows by Type, select All. Click OK when you have completed viewing the audit trail. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 4-9
Chapter 4 Scheduling Schedules Summary Summary This session started with introducing essential scheduling terminology. Next you accessed Schedule Editor and learned to navigate its workspace. The means to perform common and routine schedule maintenance tasks were then demonstrated using: Ad-Hoc Shifts Scheduling a Pay Code Changing a Schedule. Lastly you accessed schedule audits to view changes made to an employee s schedule. Quick Reference Card A two-page Quick Reference Card is provided with this module and is available for downloading. It provides fast access to the steps to perform common scheduling tasks. Version 6.1 2009 ADP, Inc. ADP Proprietary and Confidential - All Rights Reserved 4-10
Notes Notes Notes Version 6.1