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Time Administration Work Center Use Cases Time Recording Work Schedule Time Model Time Account
Time Administration WC processes all the time related information of an employee. In TA WC we do the time recording. Time Recording: In this we process and administrate the personnel times needed to describe how long or much an employee performed for the company. Time recording methods include a) Positive: All times must be recorded ie actual working times and absences like vacation. b) Exception-based: Here planned working times are not recorded only exceptions to planned working like overtime , illness recorded.
Typical Use cases for the Mass Time Recording are: A set of employees do their weekly time recording on paper and hand it over to the Time Administrator. The time administrator then uses the mass time recording UI to enter these times into the system. Time administrator uploads times recorded in an excel using the excel template. He then checks whether there were any errors in the times through the status shown on the mass time recording UI. Time administrator wants to review the completeness of time recording for a set of employees. He opens the mass time recording UI and the status indicates whether the time recording for the past week is complete or not for each employee.
Peter Gabriel is an employee who has positive time recording. He has applied for leave for the first two days of the week and works according to his work schedule for the remaining three days. He records this time on paper and hands it over to Donna Markham who is the time administrator. When Donna Markham opens the mass time recording screen for Peter Gabriel the leave for the first two days is already shown. The period status is red indicating that the time recording for the week is incomplete. She uses the `Show Work Schedule` button to view Tom Alters work schedule for the week.Since the time recorded on the last three days is the same as the work schedule she clicks on `Copy Work Schedule. The system generates time entries as per Peter Gabriels work schedule for the remaining three days of the week. On save, the period status changes to green indicating that the total recorded hours for the week is the same as the total planned hours for the week.
Peter Gabriel is an employee with positive time recording. According to his work schedule he has to work for 8 hours for 5 days of the week. For the week, starting from March 1st, 2009 he works for 8 hours for the first four days of the week. On the last day, March 5th 2009,he works for 9 hours. He is eligible to get extra pay for this one hour. He does this time recording on paper and hands it over to Donna Markham, the time administrator. Donna Markham enters 8 hours for each day of the week. On March 5th she enters and additional record for 1 hr and sets the Premium Pay to Early Shift Overtime to indicate the over time payment. The Compensation Information box indicates that Peter will be paid 0.5 US dollars per hour.
Eliza Bennet is an employee who has exception based time recording (also known as negative time recording ). Employees with exception based time recording only record actual times that deviate from their planned times. She does no time recording on April 13, 2009 and April 14,2009 as she has worked as per her work schedule on those days. On April 15, 2009 she has worked one additional hour from 16:30 to 17:30 so she records that on paper. She has also applied for leave on April 16,2009 and April 17,2009 . Donna Markham open the Mass Time Recording UI for the week starting from April 5, 2009. She notices that all the status indicators are gray or Not calculated. This happens when the period closure date for the employee is lesser than the dates shown on the Mass Time Recording UI since status calculation is only done up to the period closure date. Donna Markham then sets the period closure date for Eliza Bennet to the end of the week i.e. April 18, 2009. On reopening the Mass Time Recording UI she notices that the status for the week is green. This is correct as employees with exception based time recording are not expected to do weekly time recording. The status for a period will only be red ( or incomplete ) if the period contains one or more time entries that are inactive.
Status when the period closure date was April 11, 2009.
Status after the period closure date was changed to April 18, 2009.
Donna Markham then enters the additional hour with recorded by Eliza Bennet into the system with the premium pay as overtime. When she enters the new record the status changes to red as the new record is still inactive. On save, the new record becomes active and the status is green again. As stated earlier, the status for a period will only be red ( or incomplete ) if the period contains one or more time entries that are inactive.
The status is red ( incomplete) before save when the item is inactive.
The status is green ( complete) after save when the item is active.
Work Schedule: Gives the description of duration and composition of working time of employees. It
is the time model assigned to an Employee. Work Schedules can be assigned as ; a) Predefined Work Schedules: created on the basis of existing time models and b) Individual Work Schedules: created case by case to match the working time of individual employees.
Time Model: Contains the Planned Work and Break Times for a specified period . A Time Model
1)
Daily Model: describes working time pattern of employees during a day. The daily working time pattern may include; Duration based definition of working time such as 8 hours Clock time based working time, such as from 06:00 until 16:00 for a morning shift Period Model: is a work pattern consisting a sequence of reusable of daily Models that is repeated after a defined period of time, ie for one week or for entire year. Schedule Model: is a work pattern consisting of a reusable period model that is assigned a fixed start day. Schedule Model can be used to build fixed shift models.
2)
3)
Work Week: Is a regularly sequence of days that differ from a calendar week . It can start and end
on any week day. It can be assigned to one or more employees and be used for determining overtime or managing accounts. Handle Holiday As: Rule that determines whether employee has to work on a public holiday, whether holiday is paid or unpaid off and how absences are calculated.
Time Account: Is used to collect and track working time of employees. They are used to calculate
y y
no of productive hours, overtimes, absences for an employee in a given time period. Time Accounts are categorized into Quota time Account and Statistical Account. Quota Time Account calculates remaining balance of leave by subtracting the leave taken or paid out from leave entitlement. Statistical accounts are typically used to summarize the no of hours like overtime or paid absence. Time Account Balance: is the positive or negative no of days or hours accumulated in a time account . It is the result of accruals , entitlements and absences. Time Account Rules : are company specific rules that determines how leave entitlements are calculated and time account balances are calculated in period-end processing. Deviation Rule: rule defined to a specific employee to override standard rule in the system. Time Account types include: Vacation , Paid-time off , Productive Hours , Overtime Hours. Time account types can be linked to a time type that posts against accounts of these types. Account types may be assigned directly to time types. y For example, a vacation time type can be linked to a vacation time account type. So whenever the employee records a vacation, the quota will be deducted from the vacation time account associated.
Use Case: y Time administrator X does the time hire for the employee Y. He adds the account of type US0010 to this employee with account rule the 10. y When employee Y takes a vacation, the mentioned number of hours will be deducted from this account.
Time administrator can perform periodic processing for accounts. y In the time profile, after assigning the account type, the administrator can see the period end rules defined in the business configuration, or the administrator can override these by explicitly specifying a deviating rule. y The rules can be: y Carry Forward - is applicable for recurring accounts. It transfers the account balance from one account instance to another instance of the same account type. For example, vacation account 2001 instance and 2002 instance. The balance in the 2001 account instance can be carried forward to the 2002 account instance. y Transfer - This will transfer the account balance from one account to another account of a different type. For example, from vacation account 2001 to a special account accumulating unused vacation quotas. y Set to zero - The balance of an account instance can be set to zero y Payout The balance of an account instance can be paid out to the employee.
The period end processing results can be seen using the View period closure results in the regular task for Time administrator y The details like period end date, balance on the period end date and the amount that is transferred or carry forwarded or paid out can be seen in this view The account balance after period end processing can be seen using Review account balance in the regular task for Time administrator y The details seen in this view are the period end date, the balance on period end date and if a deviating rule exists for this employee. The option to maintain the deviating rule exists in both the views.