enhanced time & attendance part 2: managing schedules · enhanced time & attendance part 2:...

V01131472250_2ET7

Copyright © 2014 ADP, Inc.

Enhanced Time & Attendance Part

2: Managing Schedules

Handout Manual

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ENHANCED TIME & ATTENDANCE PREFACE

Copyright 2014 ADP, Inc. iii V01131472250_2ET7

Contents

Part 2: Managing Schedules

Part 2 Introduction ...................................................................................................... 2-1

Building and Assigning Schedules ............................................................................. 2-2

Overview ............................................................................................................. 2-2

What Are Schedule Templates? .......................................................................... 2-2

Using Schedules .................................................................................................. 2-3

Activity: Creating a New Shift Template ............................................................ 2-4

Activity: Creating a New Pattern Template ........................................................ 2-5

Activity: Assigning a Recurring Schedule .......................................................... 2-6

Practice: Building and Assigning Schedules ....................................................... 2-7

Practice Results: Building and Assigning Schedules .......................................... 2-8

Maintaining Schedules ............................................................................................... 2-9

Overview ............................................................................................................. 2-9

Explore: The Manage Requests and Schedule Setup Page ................................. 2-9

Activity: Modifying an Existing Schedule for Specific Days ........................... 2-10

Activity: Inserting a Shift Transfer ................................................................... 2-11

Activity: Adding a Pay Code to an Employee .................................................. 2-12

Activity: Creating a Schedule Group ................................................................ 2-13

Activity: Adding Employees to a Schedule Group ........................................... 2-14

Activity: Adding a Pay Code to a Group .......................................................... 2-15

Managing Requests .................................................................................................. 2-17

Activity: Requesting Time Off as an Employee ............................................... 2-17

Activity: Responding to a Request for Time Off from Others .......................... 2-18

Practice: Managing Schedules .......................................................................... 2-19

Practice Results: Managing Schedules .............................................................. 2-20

Part 2 Closing ........................................................................................................... 2-21

Part 3 Preview ................................................................................................... 2-21

PART 2: MANAGING SCHEDULES HANDOUT MANUAL

ENHANCED TIME & ATTENDANCE

Copyright 2014 ADP, Inc. 2-1 V01131472250_2ET7

Part 2 Introduction

In this part:

Building and Assigning Schedules

Maintaining Schedules

Managing Requests




Building and Assigning Schedules

Overview In Enhanced Time & Attendance, you will create templates to build schedules that match the start and stop times of the shifts in your company.

What Are Schedule Templates?

Overview Schedule templates include shift templates and pattern templates. Shift templates contain start and stop times for a particular shift and can be reused for multiple employees. Pattern templates contain scheduled shifts that reoccur over time.

Example Eighty percent of the employees at your workplace work the 9‒5 p.m. shift from Monday to Friday. The other 20 percent work a variety of shifts. You create a shift template with the 9–5 p.m. shift Monday through Friday and assign it to the applicable employees and any new hires that will work this schedule.

The remaining employees work 3:30 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.




Using Schedules

Overview If you use standard shifts, you can build schedules from shift templates. After you assign a schedule to an employee, you can edit it if necessary.

Activity: Using the Schedule Editor The Schedule Editor is used to create, view, and edit schedules for your employees. Schedules define when your employees are expected to work.

Scenario For the current schedule period, you would like to learn:

Who is scheduled for the second shift?

Which employees have a 40-hour week?

Which employees do not have a schedule?

Instructions Starting Point: Workspaces > Manage Requests and Schedule Setup

Step Action

1 In the Related Items pane, select Schedule Setup.

2 Click the Sched Grp column heading twice so that the second shift records are displayed first.

3 Click the Totals column heading twice so that the 40-hour employees' records are displayed first.

4 Scroll down until you see employees with a 0.00 total.

Important Information

You can export the Schedule Editor data to an Excel file to format or process the schedule information as needed to produce operational reports.

Sort information by clicking the column header; for example, click the Schedule Group column heading to list employees by the schedule group to which they are assigned.




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 > Manage Requests and Schedule Setup > Schedule Setup

Step Action

1 In the Select Related Information field, 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 Click the Close button, the X in the upper-right corner, to close.

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.




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 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.


Step Action

1 In the Select Related Information field, 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 displays in the Pattern Template list.



You can build a schedule that crosses a day divide. In the Shift Templates editor, change the second Day column to reflect the next day or the day on which the shift ends. This change allows the system to calculate the schedule hours accurately.

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.

To create a rotating schedule, select the type of recurrence (weeks or days) and add an additional row or rows to the pattern by clicking the Add (arrow) icon. Enter the shift information directly in the cell or insert an existing shift template.

You can also add a pattern to define a rotating shift. For example, during week one, the employee works the day shift; but during week two, the employee works the evening shift. This pattern repeats unless an end date is specified.




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. You need to replace the daily schedule with a recurring schedule.


Step Action

1 In the Time Period field, select Next Schedule Period.

2 Highlight the row for Kevin French.

3 Select Shift > Add Pattern.

4 Click Insert Pattern.

Result: The Select Pattern window opens.

5 Select 1p - 10p M - F XX and click OK.

6 In the Work Start Date field, select Monday, in the Next Scheduled Period. Do not change the pattern start date.

7 Select Forever and click OK.

8 Click Override Other Patterns.

9 Click OK.

10 To respond to the message "Selecting Override May Delete Shifts or Unavailable Days Except for Locked Days or Shifts," select Yes.

11 Click Save.

12 Click Refresh.

Result: The shift hours now display for each day in the next schedule period.


If you change the pattern for an employee (for example, when the employee is out on vacation or the hours have changed), the pattern for other employees is not affected.

By selecting Override Other Patterns, you ensure that you do not accidentally add a second schedule where one already exists.




Practice: Building and Assigning Schedules

Scenario Your organization just implemented short hours for the period of July 1 through August 31. Create a new shift template and a new pattern template. Assign the new schedule to Alan Riley.

Instructions Log on 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 "Summer Hrs 9 - 330pXX.” (XX represents the number that was assigned to you.)

Set up Monday through Friday as working days.

Using the shift template that you created in step 1, insert the shift into the pattern.

3 Assign the new schedule to Alan Riley.

Practice Login Information Record your login information here:___________________________________




Practice Results: Building and Assigning Schedules

Scenario Results




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. If an employee has an assigned shift, the new values that you enter in the cell override the existing schedule.

Explore: The Manage Requests and Schedule Setup Page

Overview You maintain schedules on the Manage Requests and Schedule Setup page.The following illustration displays the buttons on that page.

Buttons and Descriptions

Button Description

Selects Columns Provides the ability to select additional reference columns, such as ACA Eligibility or Totals

Visibility Filter Controls whether you can view assigned shifts or pay codes by employee

By Employee View Displays additional employee detail

Magnifies or Shrinks Columns Magnifies or shrinks the time blocks in the columns so that you can view smaller or larger time increments

Magnifies or Shrinks Rows Magnifies or shrinks the size of the rows

Duplicate Duplicates a shift and applies that shift to a time, an employee, or a job

Replace Replaces a shift with a pay code

Delete Deletes the data in a cell

Enter Time Off Provides the ability to enter any type of time off for an employee and to enter comments or notes about the time off

Additional Resources For more information about maintaining schedules, refer to the Managing Timecards and Schedules Web-based training that was downloaded from ADP.




Activity: Modifying an Existing Schedule for Specific Days

Scenario Samuel Barbato wants to work a later shift on the first Monday and Tuesday of the next schedule period. You need to assign new start and stop times to override his currently scheduled shift and to reflect the new work hours.


Step Action


2 In the first Monday in Samuel Barbato's row, highlight the current value, enter 330p - 11p, and press Tab.

3 In Monday's cell, right-click and select Copy.

4 Highlight Tuesday's cell, right-click, and select Paste.

5 Click Save.

Result: The new start and stop times override the previously assigned shift.

6 Click Timecard.

Result: Samuel’s Monday and Tuesday shifts are now 3:30 p.m. to 11:00 p.m.

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.




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).


Step Action

1 In the Time Period field, select Current Schedule Period.

2 Highlight Samuel Barbato’s row and then select Shift > Insert Transfer.

3 In the Effective Date field, in the current pay period, select the next Wednesday.

4 In the Transfer Start Time field, enter 11am.

5 In the Transfer field, click the down arrow and select Search.

6 In the Department field, select 315, Pediatric.

7 In the Job field, select 513, Charge Nurse.

8 Click OK.

9 Click OK.

Result: An (X) now displays next to Samuel’s transferred time.

10 Click Save.

11 To view details of the transfer, point to the cell on Wednesday.




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 personal day next Tuesday to attend his child’s school play. You need to add a pay code for his time off.


Step Action


2 Click the cell for Tuesday for Kenneth Johnson.

3 Select Pay Code > Add.

4 In the Pay Code field, select PTO.

5 In the Amount field, enter 8.

6 Click OK.

7 Click Save.





Activity: Creating a Schedule Group

Overview When a number of employees have the same shift, you can group them into a named schedule group so that you can sort your employees by their schedule assignment or by some other criteria. You can also apply an edit to an entire group at one time.

You can create a new schedule group or duplicate an existing one that matches your needs.

Scenario Chris Pringle has a group of employees who are working on a pilot project. He wants to assign them to the same schedule group so that he can easily view all hours that are scheduled for that project. You need to create a new schedule group for the pilot project team.


Step Action

1 In the Select Related Information field, select Schedule Groups.

Result: The Schedule Groups page is displayed.

2 Click New.

3 In the Group Name field, enter Pilot Project and your assigned user- ID number.

4 Select Allow Schedule Inheritance.

5 Click Save & Return.


Important Information To ensure that all employees who are assigned to the schedule group automatically inherit the schedule, select Allow Schedule Inheritance.




Activity: Adding Employees to a Schedule Group

Overview Grouping employees makes it easy to modify and view their schedules in a single operation. You can assign groups from any QuickNav or within a person's record.

Scenario Kevin French and Eileen Godfrey are both contracted employees who are assigned to work on a pilot project. Add Kevin and Eileen to the Pilot Project group for the next schedule period.


Step Action

1 In the Select Related Information field, select Schedule Group Multi-Line.


3 Click Kevin French and Eileen Godfrey.

4 Select Schedule > Add to Group.

Result: The Add to Group window opens.

5 In the Schedule Group field, select Pilot ProjectXX.

6 In the Start Date field, select Monday, in the Next Scheduled Period.

7 In the End Date field, select an end date or select Forever.

8 Select Remove Employees from Other Schedule Inheritance Groups for Selected Date Range.

9 Click OK.

10 Click Refresh.


Important Information If you select Remove Employees from Other Schedule Inheritance Groups for Selected Date Range, those employees can be in only that one schedule group.

If you clear that option, those employees can be in multiple group assignments at the same time.




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 Pilot Project 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 Requests and Schedule Setup > Schedule Setup

Step Action

1 In the Select Related Information field, select Schedule Group Multi-Line.


3 To sort the groups by group name, click the Schedule Group Name column heading.

4 Click Kevin FrenchXX, press Shift, and then select Eileen GodfreyXX.

5 Right-click and select Add Amount.

6 In the Pay Code field, click the down arrow and select Training.

7 In the Amount field, select Full Sched Day.

8 In the Effective Date field, click the down arrow and select Monday, in the Next Scheduled Period.

9 Accept the default for Stop Pay from Schedule.




Instructions: Adding Comments and Confirming Entries Starting Point: Workspaces > Manage Requests and Schedule Setup > Schedule Setup

Step Action

1 Click Comments.

2 Select Approved, press Ctrl, and select Off-Site Seminar.

3 Click OK.

4 Click OK.


6 Click By Group.


8 Highlight Samuel Barbato and click Timecard.

9 Accept the default for Stop Pay from Schedule.

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.




Managing Requests

Overview When an employee submits a request, such as for time off or for a manager delegation, you receive a Requests 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 Alan Riley using arileyXX, and request a vacation day for next Monday. The request will be sent to Alan's manager Chris Powers for approval. The request will display in Chris's Requests from Others alert.

Instructions Starting Point: Workspaces > My Information

Step Action

1 On the Calendar widget, click the gear icon and select Pop-Out.

2 Click Request Time Off.

3 In the Type field, select Vacation.

4 In the Start Date and End Date fields, enter the date for next Monday.

5 In the Duration field, select Full Day.

6 Click Submit.

7 Click Sign Out.




Activity: Responding to a Request for Time Off 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 Alan Riley, an employee who reports to him. Approve Alan's time-off request.

Instructions Starting Point: Workspaces > Manage Requests and Schedule Setup

Step Action

1 Log on as cpowersXX.

2 Click the Requests from Others alert.

3 Click Time Off.

4 To view the schedules of others in the department, at the top of the page, click the calendar icon and select the requested start and end dates.

5 To approve the request, click Approve.

6 Click Sign Out.




Practice: Managing Schedules

Scenario 1 Chris Pringle requested Friday of the current schedule period as a vacation day. Add the pay code Vacation and 8 hours to Chris’s schedule and approve it. Verify the entry on Chris’s timecard.

Scenario 2 Create a new schedule group. Name your group "3 Payroll XX,” where XX represents the number that was assigned to you at the beginning of class. Add Susan Montgomery to this group effective the next schedule period, with an end date of "Forever." Confirm your entries in the next schedule period.

Instructions Log on 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.




Practice Results: Managing Schedules

Scenario 1 Results

Scenario 2 Results




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 Web Site

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