USER GUIDE Time and Attendance User Administration Human Capital Management Suite Ormed Information Systems Ltd. Version 1.2 (January 2015)
What s Inside What s Inside...1 Introduction...2 Procedures...3 Logging In...3 Time Operations...4 Search Time Entries... 4 Searching for Time Entries... 4 Viewing Time Entry Details... 6 Modifying Clock Records... 7 Registering a new Clock Record... 7 Registering a new Clock In Record... 8 Registering a new Clock In & Out Record... 9 Registering a new Clock Out Record... 10 Editing Existing Clock Records... 11 Removing Clock Records... 13 Editing Clock Sessions... 13 Changing Clock Sessions... 14 Removing Clock Sessions... 15 Register Clock-in/out... 16 Employee Selection... 16 Operation Details... 16 Execution... 17 Absence Entry... 17 Reviewing absences... 17 Entering a new absence... 19 Modifying an existing absence... 20 Deleting an absence... 21 Refreshing the Grid:... 21 Hour Banks... 21 Reviewing hour bank balances... 21 System Locks... 22 Time Entry Lock... 22 Locking the Workstation:... 22 Unlocking the Workstation:... 22 Labor Distribution/Pay Period Time Entry Lock... 23 Locking a Pay Period:... 23 Unlocking a Pay Period:... 23 Pay Period Locks Summary... 24 Reviewing Locks for a Pay Period:... 24 Locking All Labor Distributions for a Pay Period:... 25 Contact Us... 26 Questions and Support... 26 What Are Your Thoughts?... 26 Ormed Information Systems Ltd. Page 1/26
Introduction Ormed Time and Attendance is a web-based system. It allows for the definition of timekeeping rules and automates the capture of employee actual time. With Ormed Time and Attendance, you can: Capture employee clock in and clock out times Track employee absences Capture and track employee time against multiple positions Automate badge number creation Integrate captured time to payroll timesheets Automate lunch deductions based on pre-defined rules View timekeeping system via the internet Maintain clocked employee time Audit changes to employee time Report on time elements captured Ormed Time and Attendance is organized into three modules, each of which has its own distinct functions: Time & Attendance Manager: This module houses the setup configuration to control how the other modules will work. This is where rules are defined and assigned to control the behavior relating to clock activity. Time & Attendance Terminal: This is the module that the bulk of the users will access and it is where employees will clock in and out daily to record their work activity. Data captured via this module is exported to payroll timesheets to automate the payroll process. Time & Attendance User Administration: This is a maintenance module that allows key users to review and edit clocked time, as well as to record absences for import to payroll. Ormed Information Systems Ltd. Page 2/26
Procedures Logging In In order to access Ormed Time and Attendance you will need to log in. To login to TA Manager or TA User Administration: 1. Open an internet browser and navigate to the desired Ormed Time and Attendance module. Each site has its own web address for Ormed Time and Attendance and each module has a slight variation of that address. Figure 1: View of the main Log-In screen for TA User Administration. 2. Enter your Username and Password. 3. Click the Login button. The Ormed Time and Attendance User Administration home page opens and displays a sidebar of buttons on the left side of the page. Note: The Remember Me checkbox can be used to save your user id for future sessions. If you are at a shared computer and do not wish to have your user id stored, uncheck this field before logging in. Your password is never saved, and will be required at each login. Hint: If you forget your password, click on the Forgot Password? link and an email will be sent to the address on file, allowing you to reset your password. Ormed Information Systems Ltd. Page 3/26
Time Operations Search Time Entries The Timekeeper can review and audit clock in/out activity at any time. Several filtering options are provided, which allow entries to be quickly filtered by: Labor Code Shift Accumulator Employee Date Range Day of Week Automatic Clock Outs Only Searching for Time Entries To search employee Time Entries: 1. Perform the initial search in one of two ways: To see all clock in/out activity on file, click the Search button without entering any search criteria. The grid will populate with all activity on file. Or, refine the results using any or all of the following tools: a. To see records coded to a single Labor Code, use the Lbr distrib. picklist and choose the desired code. To remove this filter, select Clear Selection from the picklist. b. To see records coded to a single Shift Code, use the Shift picklist and choose the desired code. To remove this filter, select Clear Selection from the picklist. c. To see records coded to a single Accumulator, use the Accumulator picklist and choose the desired code. To remove this filter, select Clear Selection from the picklist. d. To see records coded to a single employee, choose one of the following methods: i. If the employee number is known, enter it into the first Employee box and click Search to display the records. ii. If the employee number is not known, click the opens the Employee Search tool. button which 1. Click Find to see all Employees or use the field searches to locate the desired employee. Ormed Information Systems Ltd. Page 4/26
2. Highlight the desired employee in the grid. 3. Click OK. iii. To remove the employee filter, click the button. button next to the e. To view records within a desired date range, use the calendar tools to indicate the beginning and ending dates of the desired range. To clear a date, highlight it and press the delete key on your keyboard. Tip: The screen stores the date range that was last used by each user on this screen. When you exit the screen and log back in, the date range will be pre-populated with those same To/From values. f. To select records for one or more specific days of the week, add or remove the checkboxes next to each Day value. g. To view only the entries that have Automatic Clock Outs associated with them, insert a checkmark in the Only Show Auto Clock-outs checkbox. Tip: Automatic clock-outs is an optional feature whereby the system will automatically clock out an employee who does not clock out within a pre-determined time limit. This prevents open clock sessions from continuing indefinitely. Employees are notified when an Auto Clock Out occurs and instructed to inform the Timekeeper of the correct departure time. h. Once all filters have been set, click Search to retrieve the matching entries. 2. After the grid is initially populated, the results can be refined further using the tools attached to the column headings. a. Drag any column header into the main header bar to insert a grouping. This will group the data by the chosen field and subtotal all values below it, as well as create the hide/show pairing to allow you to drill into the subtotals. Tip: The screen supports multiple levels of grouping. Consider grouping by employee number to subtotal hours by person to determine if each employee has maintained their expected FTE within the period. Consider grouping by shift date to determine if the expected number of employees have entries for any given date. Consider grouping by accumulator to easily audit time off activity within the pay period. b. Click any column header to sort by that column s value. Click a second time to toggle between ascending and descending order. Ormed Information Systems Ltd. Page 5/26
c. Click the filter icon next to a column heading to activate the filter options. A customized selection window will appear allowing you to select specific field values, or use more intricate filters such as is equal to, is greater than, etc. Use the Filter and Clear Filter buttons to confirm or cancel the filter for any given column. d. Adjust the space available for the grid by toggling the Actions control on or off to hide or show the edit tools. Note: Entries appearing in red text are historical records that have been deleted from the table. They are presented for audit purposes, but will NOT be imported into Payroll. Viewing Time Entry Details Each line in the Time Entry results grid represents a clock record for the employee on that date. It may be made up of one or more individual sessions, and may have been edited by a Timekeeper to correct for inaccuracies. To determine if any of the above situations apply, you can drill into the details of the record. To view Time Entry Details: 1. Locate the entry on the results grid. 2. Click the sign next to the entry. 3. Two additional sections will appear below the summarized entry: a. The upper rectangle contains details of any User Administration edits to the shift, such as a change to the accumulator, or a correction of the date or clock in/out times. The edits are presented in the following format: Line 1: [edit date and time, USERID ] Fieldname, old value, new value. Line 2: Maintenance Reason (if any) Line 3: Comments (if any) b. The individual clock in/out sessions will be detailed in a second grid below the edit log. This second grid shows the actual clock in/out times, as well as any automatic adjustments as configured in the TA Manager module. Similar to the clock records in the upper grid, the clock sessions also contain an audit to track any changes that have occurred. 4. To close the details window, click the sign next to the entry that is currently expanded. Ormed Information Systems Ltd. Page 6/26
Note: Entries appearing in red text are historical records that have been deleted from the table. They are presented for audit purposes, but will NOT be imported into Payroll. Modifying Clock Records The User Administration module also provides an opportunity for a Timekeeper to modify the records to correct for inaccuracies or oversights. Tip: It is easy to identify records that have been edited. The Modified field on the Time Entry grid will contain a check mark if intervention has been recorded. Deleted entries will be displayed with red text. The Clock Record can be modified in one of three ways: Register a new Clock Record Edit an existing Clock Record Remove a Clock Record Registering a new Clock Record If an employee missed a clock in &/or out, the Timekeeper can insert the missing record using the Register tool. It is not necessary to leave the Search Time Entries screen to insert missing entries. There are three types of registrations: Clock In This is used when an employee failed to clock in at the start of a shift and is still actively at work. The Timekeeper can insert a Clock In entry that corresponds to the actual arrival time, and then the employee can Clock Out normally at the end of the shift using TA Terminal. This option is only available for employees who are not presently clocked in. Clock In and Out This is when an employee missed an entire shift, likely on a previous day. It does not matter whether the employee is currently at work or on a day off the Clock In and Out pairing can be inserted regardless of whether the employee is currently clocked in. This type of registration also includes the option to override the default lunch deduction right on the spot. Clock Out This is used when an employee failed to clock out at the end of a shift. The Timekeeper can insert the Clock Out entry that corresponds to the actual departure time, effectively closing off an open record. This option is only available to employees who are currently clocked in. Ormed Information Systems Ltd. Page 7/26
Registering a new Clock In Record A Clock In can only be registered for an employee who is not currently clocked in. If the employee missed a clock in and out on another day, use the Clock In & Out option instead. To register a Clock In Record: 1. If the Actions button is not expanded, click on it to see the list of edit options. 2. It is not necessary to search for a specific record/date/employee in advance. Simply click the Register button to begin the wizard. 3. Select the employee: a. If the employee number is known, enter it in the Employee field and click Tab or Enter to select that employee. The employee s name will appear to confirm that you have selected the correct employee. b. If the employee number is not known, click the button to access the Employee Search screen and locate the employee using the Find tool. 4. Complete the Clock In field: a. Click the calendar icon. b. Click on the desired date using the left side calendar grid. c. Click on the general time using the right side clock grid. d. Click Enter to exit the calendar tool and return to the Registration screen. e. The selected date/time will appear in the field. Since the clock only provides exact hours, it may be necessary to modify the minutes directly within the field to indicate the exact clock in time. 5. The Lunch Deduction checkbox and Minutes fields are unavailable as they apply only to the Clock In&Out action. 6. Use the Job picklist to select the appropriate job in the case of a multiple job employee. This field will be inactive if the employee has only a single job. 7. Use the Position picklist to override the employee s main position code if the employee has been set up with the capability to float via Alternate Capacities. Leave this field empty if no override is required. 8. Use the Lbr. Code picklist to designate the cost center that the shift should be coded to in the event that an employee is set up with Floating Capabilities. If the employee is not permitted to float, then the picklist will be inactive. 9. Use the Shift picklist to choose the appropriate accumulator for shift. Ormed Information Systems Ltd. Page 8/26
10. Click Clock In to register the new clock record. 11. A confirmation window will appear. If the summary is correct, click Yes to confirm. 12. Click Clear to continue with another registration or Cancel to close the screen. Registering a new Clock In & Out Record A Clock In & Out pair can be registered for an employee regardless of whether or not the employee is currently at work. Because it is a matched pair of in and out times, it represents an entire shift (or part of a shift). Use the Clock In alone for employees who missed their clock in on the current (but unfinished) shift, or the Clock Out alone for employees who failed to close off a shift from a previous day. To register a Clock In & Out Record: 1. If the Actions button is not expanded, click on it to see the list of edit options. 2. It is not necessary to search for a specific record/date/employee in advance. Simply click the Register button to begin the wizard. 3. Select the employee: a. If the employee number is known, enter it in the Employee field and click Tab or Enter to select that employee. The employee s name will appear to confirm that you have selected the correct employee. b. If the employee number is not known, click the button to access the Employee Search screen and locate the employee using the Find tool. 4. Complete the Clock In field: a. Click the calendar icon. b. Click on the desired date using the left side calendar grid. c. Click on the general time using the right side clock grid. d. Click Enter to exit the calendar tool and return to the Registration screen. e. The selected date/time will appear in the field. Since the clock only provides exact hours, it may be necessary to modify the minutes directly within the field to indicate the exact clock in time. 5. Complete the Clock Out field: a. Click the calendar icon. b. Click on the desired date using the left side calendar grid. Ormed Information Systems Ltd. Page 9/26
c. Click on the general time using the right side clock grid. d. Click Enter to exit the calendar tool and return to the Registration screen. e. The selected date/time will appear in the field. Since the clock only provides exact hours, it may be necessary to modify the minutes directly within the field to indicate the exact clock out time. 6. If the employee requires a non-standard lunch deduction, insert a checkmark in the Lunch Deduction checkbox and enter the number of Minutes to be deducted. If the Lunch Deduction checkbox is left empty, the regular lunch deduction rules will apply to the shift. 7. Use the Job picklist to select the appropriate job in the case of a multiple job employee. This field will be inactive if the employee has only a single job. 8. Use the Position picklist to override the employee s main position code if the employee has been set up with the capability to float via Alternate Capacities. Leave this field empty if no override is required. 9. Use the Lbr. Code picklist to designate the cost center that the shift should be coded to in the event that an employee is set up with Floating Capabilities. If the employee is not permitted to float, then the picklist will be inactive. 10. Use the Shift picklist to choose the appropriate accumulator for the shift. 11. Click Clock In & Out to register the new complete shift. 12. A confirmation window will appear. If the summary is correct, click Yes to confirm. 13. Click Clear to continue with another registration or Cancel to close the screen. Registering a new Clock Out Record A Clock Out record can be registered for an employee who did not clock out at the end of his/her shift. If the employee is not currently clocked in, this option will not be available. Use the Clock In or Clock In & Out options if the employee is not currently clocked in. To register a Clock Out Record: 1. If the Actions button is not expanded, click on it to see the list of edit options. 2. It is not necessary to search for a specific record/date/employee in advance. Simply click the Register button to begin the wizard. 3. Select the employee: a. If the employee number is known, enter it in the Employee field and click Tab or Enter to select that employee. The employee s name will appear to confirm that you have selected the correct employee. Ormed Information Systems Ltd. Page 10/26
b. If the employee number is not known, click the button to access the Employee Search screen and locate the employee using the Find tool. 4. Complete the Clock Out field: a. Click the calendar icon. b. Click on the desired date using the left side calendar grid. c. Click on the general time using the right side clock grid. d. Click Enter to exit the calendar tool and return to the Registration screen. e. The selected date/time will appear in the field. Since the clock only provides exact hours, it may be necessary to modify the minutes directly within the field to indicate the exact clock out time. 5. The Lunch Deduction checkbox and Minutes fields are unavailable as they apply only to the Clock In&Out action. 6. The Job, Position, Lbr Code and Shift picklists do not apply to Clock Out entries and will be hidden &/or inactive on the screen. 7. Click Clock Out to close off the employee s current shift. 8. A confirmation window will appear. If the summary is correct, click Yes to confirm. 9. Click Clear to continue with another registration or Cancel to close the screen. Editing Existing Clock Records The User Administration module also provides an opportunity for a Timekeeper to modify the records to correct for inaccuracies or oversights. Available edits include the following: Change Date Change Position Change Labor Distribution Code Change Shift Code Change Time Adjustment To edit a Clock Record: 1. If the Actions button is not expanded, click on it to see the list of edit options. 2. Locate the clock record that is to be edited. Click on it to highlight it within the grid. Ormed Information Systems Ltd. Page 11/26
3. Click Edit to bring up the Clock Entry Edit window. A summary of the existing entry is provided for your reference in the Record details grid. 4. Use the Operation details section to modify any or all of the desired field values: a. The New Date field can be used to shift the date forward or backward if a shift was registered on the wrong date. i. Select the New Date from the picklist. ii. Enter a Reason if desired. iii. Enter Comments if desired. b. The Position Code field can be used to edit the position that the shift was attributed to. i. Select the Position Code from the picklist. If the employee does not have Alternate Capacities or Multiple Jobs set up, this field may be inactive. ii. Enter a Reason if desired. iii. Enter Comments if desired. c. The New Lbr Distribution field can be used to edit the cost center that the shift will be charged against. i. Select the Labor Distribution from the picklist. If the employee does not have Floating enabled, this field may be inactive. ii. Enter a Reason if desired. iii. Enter Comments if desired. d. The New Shift field can be used to edit the pay code assigned to the shift. i. Select the New Shift from the picklist. The list will show all accumulators that are available for Clock In, as well as any Standard Shifts that are set up for the employee. ii. Enter a Reason if desired. iii. Enter Comments if desired. e. The New Adjustment field can be used to modify the Time Adjustment that is in place for this shift. i. Enter the revised number of minutes to be indicated as a Time Adjustment. ii. Enter a Reason if desired. iii. Enter Comments if desired. Ormed Information Systems Ltd. Page 12/26
Note: Some edits will require further comments and others will not. This is controlled in TA Manager, where individual Maintenance Reasons can be flagged to require additional details. Comments can still be added even if they are not required. 1. Click OK to finalize the edits that were noted in the Operation details section. 5. A confirmation window will appear. Click Yes to confirm the changes or No to discard them. Removing Clock Records It may be necessary to remove an entire clock record. Removing a record does not completely eliminate the record it marks it deleted, but the audit trail still contains a history of its existence. To remove a Clock Record: 2. If the Actions button is not expanded, click on it to see the list of edit options. 3. Locate the clock record that is to be removed. Click on it to highlight it within the grid. 4. Click Remove to bring up the Remove Clock Record window. A summary of the existing entry is provided for your reference in the Record details grid. 5. Use the Operation details section to record a Reason and/or Comments associated with the removal. Note: Some adjustments will require further comments and others will not. This is controlled in TA Manager, where individual Maintenance Reasons can be flagged to require additional details. Comments can still be added even if they are not required. 6. Click OK to process the removal. 7. A confirmation window will appear. Click Yes to proceed or No to cancel the removal. Editing Clock Sessions The User Administration module provides an opportunity for a Timekeeper to edit the records to correct for inaccuracies or oversights. Tip: It is easy to identify sessions that have been edited. The Modified field on the Clock-in/out sessions grid will contain a check mark if intervention has been recorded. Deleted entries will be displayed with red text. Ormed Information Systems Ltd. Page 13/26
The Clock in/out Sessions can be modified in one of two ways: Change Session This is used to modify the clock in and/or out times, or to change the existing lunch deduction. Remove Session This is used to inactivate the session. Changing Clock Sessions To change a Clock Session: 1. If the Actions button is not expanded, click on it to see the list of edit options. 2. Locate the clock record that is to be edited. Click on it to highlight it within the grid. 3. To view the detailed clock sessions, click on the sign next to the clock record. The grid will expand to include the detailed sessions. 4. Click on the specific session record below it to highlight it. 5. Click on Change Session to access the editing screen. The Session Details will be presented at the top of the screen for your reference. 6. Use the various fields in the Operation Details section to modify the existing session as needed. a. Enter a New clock-in time: i. Click the calendar icon. ii. Click on the desired date using the left side calendar grid. iii. Click on the general time using the right side clock grid. iv. Click Enter to exit the calendar tool and return to the Registration screen. v. The selected date/time will appear in the field. Since the clock only provides exact hours, it may be necessary to modify the minutes directly within the field to indicate the exact clock in time. b. Enter a New clock-out time: i. Click the calendar icon. ii. Click on the desired date using the left side calendar grid. iii. Click on the general time using the right side clock grid. iv. Click Enter to exit the calendar tool and return to the Registration screen. Ormed Information Systems Ltd. Page 14/26
v. The selected date/time will appear in the field. Since the clock only provides exact hours, it may be necessary to modify the minutes directly within the field to indicate the exact clock in time. c. Record a Reason and/or Comments associated with the adjusted clock in/out time(s). Note: Some adjustments will require further comments and others will not. This is controlled in TA Manager, where individual Maintenance Reasons can be flagged to require additional details. Comments can still be added even if they are not required. a. Enter a New lunch deduction by selected the desired number of minutes. b. Record a Reason and/or Comments associated with the adjusted lunch deduction. Note: Some adjustments will require further comments and others will not. This is controlled in TA Manager, where individual Maintenance Reasons can be flagged to require additional details. Comments can still be added even if they are not required. 8. Click OK to process the removal. 9. A confirmation window will appear. Click Yes to proceed or No to cancel the removal. Tip: An edit to the lunch deduction cannot be made on an open clock session. If the employee has not yet clocked out, the Change Lunch feature will not be permitted. Removing Clock Sessions To remove a Clock Session: 1. If the Actions button is not expanded, click on it to see the list of edit options. 2. Locate the clock record that is to be edited. Click on it to highlight it within the grid. 3. To view the detailed clock sessions, click on the sign next to the clock record. The grid will expand to include the detailed sessions. 4. Click on the specific session record below it to highlight it. 5. Click on Remove to access the editing screen. The Session Details will be presented at the top of the screen for your reference. Ormed Information Systems Ltd. Page 15/26
6. Use the Operation details section to record a Reason and/or Comments associated with the removal. Note: Some adjustments will require further comments and others will not. This is controlled in TA Manager, where individual Maintenance Reasons can be flagged to require additional details. Comments can still be added even if they are not required. 7. Click OK to process the removal. 8. A confirmation window will appear. Click Yes to proceed or No to cancel the removal. Register Clock-in/out Occasionally an employee will forget to clock in or out to begin or end his/her shift. The Timekeeper can correct for such oversights by clocking in or out on behalf of an employee, which is sometimes referred to as a proxy clock-in/out. This process involves a three-step wizard. Employee Selection To choose the employee for the proxy clock action: 1. Click Find to search through the entire list of employees. Or, use the filter tools to locate the desired employee. 2. Click on the desired employee within the results grid to highlight his/her record. 3. Click the Next button at the bottom of the wizard to proceed to the Operation Details step. Operation Details To enter the details of the proxy clock action: 1. Confirm that the correct employee number and name appear at the top of the wizard. Use the Previous button at the bottom of the wizard to return to the Employee Selection step if needed. 2. Use the Operation date-time tool to highlight the date and time of the clock in/out. 3. Press enter to select the highlighted date and time. 4. Confirm that the correct date and time have been entered. In addition, you will see the current time zone and a checkbox to confirm whether or not Daylight Savings Time is in effect. 5. Use the Reason picklist to select an explanation for why the change is being made. 6. Enter Comments to further explain the edit if desired. Ormed Information Systems Ltd. Page 16/26
Note: Some Reasons will require further comments and others will not. This is controlled in TA Manager, where individual Maintenance Reasons can be flagged to require additional details. Comments can still be added even if they are not required. 7. Click Next to proceed to the final step of the wizard or Previous to back up and make changes. Execution To confirm and complete the proxy clock action: 1. Verify that the summarized information is accurate and correctly reflects the proxy clock in/out that you were attempting. 2. If necessary, use the View Records button to review other clock in/out activity for the employee. 3. Verify the Job, Labor Code, and Shift that have been selected. If necessary, edit the values. 4. Click Clock-in or Clock-out to finalize the proxy clock action, or click Clear to empty the values and start over without completing the transaction. Absence Entry When employees are absent from work, of if absences are known in advance, the Timekeeper can log this activity using the Absence Entry screen. Entries logged on this screen are imported into Payroll along with the clock in/out data that is captured using the TA Terminal. Absences are presented in a grid format, so Timekeepers can review and modify previously entered records as well, provided that they have not yet been imported into Payroll. Once imported, the records are locked and cannot be edited. Corrections at that point must be made directly to Timesheets by a Payroll staff member. Reviewing absences To review previously entered Absences: 1. Open the Absence Entry window. An empty grid will appear where active absences will be displayed once the optional filters have been established. 2. If desired, use any or all of the optional field filters to refine the Absences to be retrieved: a. To see records coded to a single employee, choose one of the following methods: Ormed Information Systems Ltd. Page 17/26
i. If the employee number is known, enter it into the first Employee box and click Search to display the records. ii. If the employee number is not known, click the opens the Employee Search tool. button which 1. Click Find to see all Employees or use the field searches to locate the desired employee. 2. Highlight the desired employee in the grid. 3. Click OK. iii. To remove the employee filter, click the button. button next to the b. To view absences for a specific cost center, use the Labor Code picklist to refine the search. To clear a Labor Code, click on Clear Selection which is the first item shown in the Labor Code picklist. c. To view records within a desired date range, use the calendar tools to indicate the beginning and ending dates of the desired range. To clear a date, highlight it and press the delete key on your keyboard. 3. Once any optional filters have been set, click Search to retrieve the matching entries. Absences that have not yet been processed in Payroll will be displayed in the grid. If there is a value in the Batchid column, then that particular entry has already been imported into Payroll, but the batch is still in progress in Payroll. Once the batch is completed, one of two results will occur: a. If the batch was successfully processed and posted, then the Absence will be removed from the active Absence table and transferred to the Historical Absence table. b. If the batch is canceled (discarded), then the Absence will return to an active state and the batchid field will be cleared out. Note: If the record contains a Batch ID value, then that means that it has already been imported into Payroll. Imported records are locked and cannot be further edited or deleted in TA User Administration. In such cases, the Delete Absence and Edit Absence buttons will be shaded as unavailable until a different absence record is selected in the grid. Once imported, absences must be edited in Payroll directly. 4. Once populated, the results can be refined further using the tools attached to the column headings. a. Click any column header to sort by that column s value. Click a second time to toggle between ascending and descending order. Ormed Information Systems Ltd. Page 18/26
b. Click the filter icon next to a column heading to activate the filter options. A customized selection window will appear allowing you to select specific field values, or use more intricate filters such as is equal to, is greater than, etc. Use the Filter and Clear Filter buttons to confirm or cancel the filter for any given column. Entering a new absence To log a new Absence: 1. Open the Absence Entry window. A grid will display any active absences already in the system. 2. Click Add New Absence to open the Absence Maintenance window. 3. Enter the employee number or click the button to access the Employee Search function and locate the employee using the tools provided. The employee s name will be displayed next to the employee number to confirm the selection. 4. Once an employee is selected, many of the fields will automatically populate with default values. This is to save the Timekeeper from having to choose the defaults if they do apply to the absence. Of course, if alternate values are needed, simply use the picklists to refine the choices accordingly. a. Date Today s date will be entered as default. Use the calendar tool or enter an alternate date if needed. b. Accumulator Use the picklist to choose the desired absence code. This list is populated in TA Manager, so if the desired code is not included in the list, it can be modified in TA Manager. c. Job By default, the employee s primary job will be selected. The picklist will also contain entries for any other active jobs plus any Alternate Capacities on file from the Payroll Employee Manager screen. This list is date sensitive, so if a job does not appear, consider that it might have a job stop date prior to the selected absence date. d. Position Code The position code that corresponds to the selected job or alternate capacity is selected by default. However, if the employee is absent from a different assignment, then the position can be changed. e. Labor Code - The labor code that corresponds to the selected position will be displayed by default. If the absence is to be allocated to an alternate cost center, this value can be overridden as needed. f. Absent Hours Enter the number of hours that is to be coded to the absence accumulator. For example, if an employee is absent from a 12 hour shift that contains an unpaid break of 45 minutes, then enter 11.25 hours. 5. Click Save and continue to save the record and add another absence for the same or another employee, or click OK to save the record and return to the main absence grid. Or, click Cancel to discard the unsaved entry. Ormed Information Systems Ltd. Page 19/26
Modifying an existing absence To modify an existing Absence: 1. Open the Absence Entry window. A grid will display any active absences already in the system. 2. Click on the row corresponding to the absence that is to be edited. If needed, columns can be sorted or filtered using the tools in each column heading. 3. Click Edit Absence to open the Absence Maintenance window. Note: If the record contains a Batch ID value, then that means that it has already been imported into Payroll. Imported records are locked and cannot be further edited or deleted in TA User Administration. In such cases, the Delete Absence and Edit Absence buttons will be shaded as unavailable until a different absence record is selected in the grid. Once imported, absences must be edited in Payroll directly. 4. The employee number cannot be edited, but all other fields may be modified as desired. Some of the fields contain cascading logic to assist in data entry. Modify as many of the fields as required: a. Date enter a date or use the calendar to select one. b. Accumulator Use the picklist to choose the desired absence code. This list is populated in TA Manager, so if the desired code is not included in the list, it can be modified in TA Manager. c. Job The picklist contains active jobs plus any Alternate Capacities on file from the Payroll Employee Manager screen. This list is date sensitive, so if a job does not appear, consider that it might have a job stop date prior to the selected absence date. d. Position Code The position code that corresponds to the selected job or alternate capacity is selected by default. However, if the employee is absent from a different assignment, then the position can be changed. e. Labor Code The labor code that corresponds to the selected position will be displayed by default. If the absence is to be allocated to an alternate cost center, this value can be overridden as needed. f. Absent Hours Enter the number of hours that is to be coded to the absence accumulator. For example, if an employee is absent from a 12 hour shift that contains an unpaid break of 45 minutes, then enter 11.25 hours. 5. Click OK to save the record and return to the main absence grid. Or, click Cancel to discard the unsaved changes. Ormed Information Systems Ltd. Page 20/26
Deleting an absence To delete an existing Absence: 1. Open the Absence Entry window. A grid will display any active absences already in the system. 2. Click on the row corresponding to the absence that is to be removed. If needed, columns can be sorted or filtered using the tools in each column heading. 3. Click Delete Absence to remove the record from the grid. Note: If the record contains a Batch ID value, then that means that it has already been imported into Payroll. Imported records are locked and cannot be further edited or deleted in TA User Administration. In such cases, the Delete Absence and Edit Absence buttons will be shaded as unavailable until a different absence record is selected in the grid. Once imported, absences must be edited in Payroll directly. 4. When prompted to confirm the action, chose Yes to remove the record or No to cancel the deletion and leave the record intact. Refreshing the Grid: To refresh the display: 1. Open the Absence Entry window. A grid will display any active absences already in the system. 2. To refresh the grid at any time, click Refresh. This will re-query the underlying table in case other Timekeepers have been working on the data while you are viewing it. Hour Banks The Hour Banks screen allows Timekeepers to check bank balances for employees in order to make informed decisions regarding absence requests. The screen presents the most recently posted YTD values for any banks that have been set up. There is no limit to the number of Hour Banks that can be set up at a site. Timekeepers will only have access to employees who are found in the Labor Distribution Codes for which they have rights to View Time Entries. Reviewing hour bank balances To review hour bank balances: 1. Open the Hour Banks window. A grid will appear showing the employees for whom balances are viewable. Ormed Information Systems Ltd. Page 21/26
2. If desired, refine the employee list using the optional field filters such as Employee Number, First Name or Last Name. 3. Highlight the desired employee by clicking on the relevant line in the grid. 4. Click the View Hour Banks button at the bottom of the screen to see the relevant bank balances for the chosen employee. The As of last posted batch pay end date: field will indicate how up to date the data is. This is particularly important if the request is being made on or around the date that payroll is typically posted, as it addresses the question of whether or not the prior period is reflected in the values. Tip: Hours banks can be used to display any accumulator values, not just those that relate to actual hour banks. For example, if you store the Authorized Hours, or Automatic Advance Balance in an accumulator, it could be set up as an hour bank and displayed on the screen too. Keep in mind that the set of Banks set up in Payroll Manager appear in TA User Administration and TA Terminal, so consider both locations when deciding whether or not a bank is desired. System Locks Time Entry Lock The Time Entry Lock is used to disable the clock-in/out for all workstations. When the lock is in place, TA Terminal is effectively offline for all staff until such time as the lock is removed. Employees will not be permitted to clock in or out when the system is locked. Tip: Since this feature locks ALL workstations, it should be used sparingly. Consider setting your security rights (in Security Manager) to restrict most Timekeepers from accessing the screen, and reserving it for just the system Superusers. Locking the Workstation: To lock the time entry operations: 1. Open the Time Entry Lock window. The current status of the system (locked or unlocked) will be noted on the screen. 2. To lock an unlocked workstation, click to insert a checkmark in the Lock time entry operations from the workstation box. 3. Click the save button to activate the lock. Unlocking the Workstation: To unlock the time entry operations: 1. Open the Time Entry Lock window. The current status of the system (locked or unlocked) will be noted on the screen. Ormed Information Systems Ltd. Page 22/26
2. To unlock a locked workstation, click to remove the checkmark from the Lock time entry operations from the workstation box. 3. Click the save button to remove the lock. Labor Distribution/Pay Period Time Entry Lock As Timekeepers review their staff s Time & Attendance entries for a given pay period, they can indicate that the review is complete by locking the time entry for a given cost center. That will be the cue to Payroll that the cost center is ready to import. Each cost center has its own independent lock. Note: Users can only lock cost centers if they have been set up with sufficient rights to perform this action. The labor distribution code security is configured in TA Manager>> User Administration>>.Labor Distribution Access Rights. Locking a Pay Period: To add a Pay Period Lock: 1. Open the Lbr Distribution/Pay Period Time Entry Lock window. A grid will display all cost centers that are set up in the system. 2. Click on the row corresponding to the cost center that is to be locked. If needed, columns can be sorted or filtered using the tools in each column heading. 3. Use the Pay end dates picklist at the bottom of the edit pane to select the pay period to be locked. 4. Click the Lock button next to the Pay end dates picklist. This will add the data to the grid above. 5. Click the save button once the desired locks have been applied. Unlocking a Pay Period: To remove a Pay Period Lock: 1. Open the Lbr Distribution/Pay Period Time Entry Lock window. A grid will display all cost centers that are set up in the system. 2. Click on the row corresponding to the cost center that is to be unlocked. If needed, columns can be sorted or filtered using the tools in each column heading. 3. Locate the desired entry in the list of Pay period locks which appear below the selected Labor Distribution Code. 4. Click on the lock to select it. Ormed Information Systems Ltd. Page 23/26
5. Click on the Delete key to initiate the unlock. The font will turn red to indicate that an unsaved delete is in progress. The Delete and Undelete buttons can be toggled back and forth to repeat or undo the lock removal action as needed. 6. Click the save button once the desired unlock has been initiated. The red entry will disappear, returning that pay period to an unlocked state. Pay Period Locks Summary Once Timekeepers have reviewed their respective areas, the main payroll processing member can quickly review the lock status for all labor codes to evaluate whether or not it is safe to proceed with the payroll import. Tip: Since the lock prevents additional entries from being made, it is recommended that all labor distributions be locked prior to importing into Payroll. This prevents employees or Timekeepers from entering last-minute items after the final checks have been performed. Reviewing Locks for a Pay Period: To review the locks for a Pay Period: 1. Open the Pay Period Locks Summary window. A grid will display all cost centers that are set up in the system, along with the lock status of each. If the Pay end date, Locked by and Locked at fields are empty, then that labor distribution code is still unlocked. 2. Use the radio button to quickly select which pay period you wish to review. By default, Previous will be selected unless you choose otherwise. For clarity, the actual pay period end date is included in the label for each button. a. Previous: the newest pay period that is not future dated. b. Current: the pay period that is presently in progress. Note: If today IS a pay period end date, then the pay period does is not officially over until end of day. As such, in this case the Current period will be the one that ends today, and the Previous period will be the one before it. 3. Use the Show Unlocked Only toggle to filter the list and only display Labor Codes which have not yet been locked. Remove the toggle to see the full list of all codes. Those that are already locked with have lock dates and user information displayed, while unlocked codes will have blank fields in these columns. 4. After modifying the Pay period option or the Show Unlocked Only option, click Search to refresh the grid results. Ormed Information Systems Ltd. Page 24/26
Locking All Labor Distributions for a Pay Period: To apply a lock to all Labor Distributions at once: 1. Open the Pay Period Locks Summary window. A grid will display all cost centers that are set up in the system, along with the lock status of each. 2. Select the desired pay period using the Current or Previous pay period radio buttons. 3. Click the Lock All button which will apply a lock to every open Labor Distribution code. Those cost centers that were previously locked will maintain their original audit trail values, but any newly locked cost centers will be stamped with the current username and current date/time. 4. Click Search to refresh the grid to see the newly edited values. Tip: Since this feature locks ALL labor distribution codes, it should be used sparingly. Consider setting your security rights (in Security Manager) so that only the system Superusers have rights to Modify this screen. With view only rights, a user will be able to see the locks, but not access the Lock All function. Note: A mass lock cannot be undone, but individual Labor Distributions can be unlocked as needed using the Labor Distribution/Pay Period Time Entry Lock screen. Ormed Information Systems Ltd. Page 25/26
Contact Us Questions and Support If you have any questions or concerns, please e-mail a Client Services Analyst at hcms_support@ormed.com. We will be pleased to assist you. What Are Your Thoughts? If you have any suggestions for how we can improve this document, please send them to feedback@ormed.com with the subject line Feedback Time and Attendance User Guide. Your feedback assists us in better serving you. v1.2 (January 2015). All rights reserved. ORMED MIS, ORMED X, and ORMED X Easy Pay are trademarks of Ormed Information Systems Ltd. All other trademarks are the property of their rightful owners. Ormed Information Systems Ltd. Page 26/26