Manage Time

Ø   Click “Manage Time” in “My Time Booking” widget on the self-service home page to navigate to the “My Timesheet” page.

The “Manage Timesheet” page consists of the following details:

The dynamically generated tiles show the carousel of weeks. Every time the current week and the previous 7 weeks should be visible on top. The current week should be by default highlighted.

Note: The dates that form the week is based on the time management ROTA schedule of the login employee. This is considering that the time management integration is FULL. The ROTA schedule begin date is start date of the week and the end date of the week is 7 days from the start of the week.

4    Even if one timesheet record for the week is in rejected status, Red coloured dot is shown in the carousel.

4    In a week, even if one record is in “Pending for Approval” status and other records are in approved status, Orange coloured dot is shown in the carousel.

4    If all records in the week are in approved status, then Green coloured dot is shown for that week in the carousel.

The following details are displayed in the multiline:

Date

 

The dates and days of the week are shown in this column. If there is a Holiday, then against the date holiday will be shown. If it is a rest Day, then rest day will be shown against the date.

The planned shift for the date is also displayed along with the planned hours with in brackets. Planned hours will include break if shift is inclusive of break and it is a paid break. If the break is unpaid break, it will not be included in planned hours.

Note: Suppose for the week, if the planned shift spans between 2 dates, then consider the date for which the shift started and consider that to be the shift of the day.

The status of the record is indicated with different colored dots:

4    Green dot – Approved

4    Orange dot – Pending for approval

4    Red dot – Rejected

Note: If there is no record for the day then it will be blank.

Total Hours

The total hours booked for the day.

Time-Off

If there is a record in leave module for the day, the hours of leave is shown in the time-off column. If it is a full-day leave then the full planned hours for the day will be shown as time-off hours.

Difference

For the day, the Planned Hours - (Regular Job Type Hours + Break Hours + Time-Off Hours) is shown in the “Difference” column, with the sign of difference.

Quick Request

Ø   Click icon in the multiline to navigate to the “Quick Request” pop-up.

Ø   Enter the following field details:

Type

From the drop-down list box, select the type of leave. The combo is loaded with all the applicable leave types.

If in ‘My Preferences’ screen, the Leave type to default parameter is set to a particular leave type, then type combo is defaulted as My Preference settings. 

Available

On selecting the leave type from the “Type” combo, the available balance gets displayed.

Start Date

The leave start date is defaulted as per My Preference settings. User can change it as required.

End Date

The leave end date is defaulted as per My Preference settings. User can change it as required. In the case of hour based leave, the End Date control would be hidden.

Duration

The duration of leave is calculated as displayed.

Ø   Click “Apply” to apply for leave. The leave request id is created after successful validations.

 

Copy Time

Ø   Click  icon in the multiline to navigate to the “Copy Time” pop-up.

Ø   Enter the following field details:

The date in the call out is a place holder and the “Copy Time” screen will be defaulted with date (date displayed in the “Date” column) from where the copy icon was pressed.

Note: It there are no time entries then this Copy icon will be disabled.

Ø   Select the radio button next to “All working days till today” to copy time entries of all working days till the current day.

Ø   Select the radio button next to “Specific Date” to copy time entries of a specific date.

Ø   Click “Submit” to submit the entries.

Note: Only “Pending for Approval” and “Approved” records are copied.

 

Weekly Summary

The “Weekly Summary” section displays the following details:

Clocked Hours: Clocked Hours is the sum total of Regular job type hours and Overtime hours for the week.

Planned Hours: The total planned hours.

Overtime: The difference between clocked and planned hours as per the federal OT policy.

Federal OT - Hours exceeding 40 hours per week will be overtime. 

 

Add / Edit Time Booking

Ø   Click the date under “Date” column in the “My Timesheet” page to navigate to the “Add / Edit Time” screen.

As per the week chosen in the L2 screen, the dates are displayed in each tile. The same set of screens are displayed here as in the L2 screen.

The status of the record is indicated with different colored dots:

4    Green dot – Approved

4    Orange dot – Pending for approval

4    Red dot – Rejected record

Note: If there is no record for the day then it will be blank.

Status - The status of the day's record is displayed in appropriate color.

4    Approved – Green Color

4    Rejected – Red Color

4    Pending For Approval – Orange Color

Note: If record is not available the status will be blank. Below the status, if the record is rejected, the reason for rejecting a time entry will be displayed.

The following details are displayed in the header:

Planned

The Planned hours is based on ROTA schedule which has shift for the day. From there shift code is taken and shift master is referred to arrive at planned hours. In Rota Plan there is a parameter to say break time is inclusive or not. Accordingly the planned hours is displayed.

Note: Only if the break is a paid break, it will be included in total planned hours.

Booked

The total hours booked by the employee for the day will be displayed here.

Time-Off

If there is a record in leave module for the day, the hours of leave will be shown in the time-off column.

(Work vs Break)

For the date if the timesheet record is available, all the hours for the job type other than "break" is summed up separately and the hours for the job type "break" is summed up separately.

Difference

For the day, the Planned Hours - (Regular Job Type Hours + Break Hours + Time-Off Hours) is shown in the “Difference” column, with the sign of difference.

The following details are displayed in the multiline:

Job Type

The job types are Position Titles in the primary and secondary assignment. All the relevant job types are loaded in the combo.

Start and End Time

The Start and End Time field is displayed based on the state process. Enter the start and end time to book time.

Total Hours

If Start and End Time is manually entered, then the “Total Hours” is a display only field. The difference between Start and End Time will be the Total Hours that will be displayed.

Note:

4    Time booked in minutes is converted to hours (by dividing minutes by 60) and shown. If the user edits start / end time, on submit the parent UI will be launched. In such a case, the total hours will be calculated for the revised start and end time, and the same will be displayed in parent UI.

4    If there is no Start and End Time field, then the Total Hours will be an editable field. On giving details and on submit the same is displayed in parent UI.

Remarks

Key in any remarks or feedback, if any, with respect to the time booked.

Edit

Ø   Click  icon to navigate to the “Book time” pop-up.

Ø   Edit the required details.

Ø   Click “Submit for Approval” to submit the for final approval.

Delete

Ø   Click  icon against any row in the multiline. The data gets deleted successfully.

Ø   Click “Save” to save the details entered in draft status.

On click of “Save” button, the data will get saved successfully and turns into draft status.

The following criteria’s are ensured on clicking “Save” button:

4    Job Type is selected from the combo                                                                                                                  

4    Start Time is entered (if “Total Hours” is kept as a display only field)  

4    End Time is entered (if “Total Hours” is kept as a display only field)                                                               

4    Total Hours (if kept as an editable field)       

 

Click on “My Schedule” link to view monthly summary of the employee.

 

Book Time                       

Ø   Click “Book Time” button to navigate to the “Book Time” pop-up.

The following details are displayed in the header:

Hours entered so far

When the user enters the time, on click of save/submit, the callout refreshes and the hours booked will be displayed here. When the user clicks on “Book Time” button, the callout launches and this field will be blank.

Note:

4    Every time the user enters entry and click on ‘Save’, the screen will refresh and the cumulative hours booked for the day will be displayed here. On every save the screen will refresh displaying hours booked, leaving other fields blank enabling the user for fresh entry.

4    For calculating the total hours entered for the day, the record status should be either ‘Pending for Approval’  or ‘Approved’. ‘Rejected’ records and ‘Draft’ status records will not be considered for this calculation. The Edit and Delete icons will be disabled if the record is in ‘Approved’ status.

Ø   Enter the following field details:

Job Type

From the drop-down list box, select the required job type. The combo is loaded with various job types.

Hours

Enter the total hours booked.

Remarks

Key in any remarks or feedback, if any.

Ø   Click “Save” to save the details entered.

Ø   Click “Submit for Approval” to submit the details.

Note: When the employee already saves a record in Draft status and the Hours entered so far has been calculated, then on click of “Submit for Approval”, the records will be submitted successfully in “Pending for Approval” status.

 

 

 

 

 

                                                        

.