TIME TRACKING
CHAPTER 4: TIME TRACKING
TIME CARDS ENTRY SCREEN
This screen is used to enter employee work hours for a single shop person in a
single shop on a given work date. It can track time for one or multiple work
requests. Time cards cannot be charged against work requests until the work
request is entered into the system.
Labor charges that display on the line item reflect the number of hours entered
times the Rate set up on the Shop Person Screen in System Administration.
To access the Time Cards Entry screen, select these menu items:
• Work Management Module/ Work Management / Entry / Time Card /
Entry
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TIME TRACKING
To use the Time Cards screen:
• Click Insert ( on the button bar above the entry screen) to create a
new record.
• Enter information using the fields and facilities described in the tables
that follow.
• Fields labeled in red on the screen are zoom fields. Zoom ( on the
button bar above the entry screen) to display a list of items from which
to choose.
• Before you can save the record, you must attend to the fields/facilities
whose names are underlined in the list.
• Click Save ( on the button bar above the entry screen) after
entering your data to save the record.
Time Cards Entry Screen Fields
Field Explanation
Shop Employee’s assigned work shop. If you know the Shop
Person code you can enter it in the Shop Person field
and press the enter key. This will automatically fill in
the Shop field.
When the user enters a time card, skips the Shop field
and enters a Shop person, the Shop field defaults to the
first shop that the user is assigned and the user is active
for the time card date.
Shop Person Shop Person who performed the work. Zoom or key
the field to select an employee.
Work Date Date the work is done. Work Date will automatically
display the current date.
Verify the date that appears. You can change the work
date by zooming the field or typing the date in the
field.
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Time Cards Entry Screen Fields
Field Explanation
Time Type Designates the pay rate (i.e. Regular, Overtime, Leave,
Shift Differential, 1,2,3, etc.).Select from the drop
down list.
NOTE: If you wish to retrieve all the open Work
Request Phases assigned to this Shop Person instead of
entering them one by one, skip ahead to the
instructions in this table for the Get Work Requests
button.
Work Request and Work Request and Phase on which the Shop
Phase Person/employee worked for the specified Work Date
(whether the job is complete or not).
Zoom the fields.
NOTE: Selection of Work Request and Phase will
automatically fill the Description, current Phase Status,
Labor Class, and Work Code fields.
Labor Class Defines the charged billing rate based on the type of
work being done and skill craft of the employee
assigned (i.e. Electrical, Carpentry, Apprentice 1,
Master Technician 2, etc.)
Select from the drop-down list, if a value does not
already appear.
Actual Hours Hours (displayed to the tenth of an hour) spent on the
job whether completed or in progress.
This is a free-form numeric entry field.
Key in a numeric value. Once the record is saved, the
System calculates the Labor Charge and displays Labor
Charge and Billing Rate.
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Time Cards Entry Screen Fields
Field Explanation
Work Code Identifies the specific task to be accomplished.
A value may already appear here, but can be edited if
necessary. Zoom to select.
Phase Status Status of the Work Request Phase.
Select from drop-down list, if necessary.
A change in this field will only change the Phase
Status on the appropriate Work Request and only take
effect after the Time Card is approved, if the Work
Request Phase Status has not changed since the entry
of the Time Card.
Allows you to enter or verify the Time Type through
Phase Status fields for each Work Request you wish to
add.
If you wish to add more Work Requests, click Insert or
press Enter key while the cursor is in the Job
Description field.
Get Work Requests
Retrieves all open Work Request Phases to which the
Shop Person / Employee has been assigned. Click Get
Work Requests. Enter Actual Hours the employee
spent on each applicable Work Request Phase.
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TIME TRACKING
RAPID TIME CARD ENTRY
This screen is used to enter employee hours when many of the entries are
identical and can easily be copied. Time cards for multiple employees can be
entered on a single form. This form, however, does not allow text descriptions or
changes to Status or Work Code.
To access the Rapid Time Card Entry screen, select these menu items:
• Work Management Module / Work Management Icon / Entry / Time
Card / Rapid Entry
To Use the Rapid Time Card Entry Screen:
• Click Insert ( on the button bar above the entry screen) to create a
new record.
• Enter information using the fields and facilities described in the tables
that follow.
• Fields labeled in red on the screen are zoom fields. Zoom ( button
on the button bar above the entry screen) to display a list of items from
which to choose.
• Before you can save the record, you must attend to the fields/facilities
whose names are underlined in the list.
• Click Save ( on the button bar above the entry screen) after
entering your data to save the record.
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Rapid Time Card Entry Screen Fields
Field Explanation
Shop Shop Person’s assigned workshop. Select from the
drop down list.
Shop Person Shop Person who performed the work. Zoom the field.
Work Date Date the work is done. Work Date will automatically
display the current date. Verify the date that appears.
You can change the work date by zooming the field or
typing the date in the field.
Time Type Designates the pay rate (i.e. Regular, Overtime, Leave,
Shift Differential,1,2 , 3, etc.).Select from the drop
down list.
Work Request and Work Request and Phase on which the Shop
Phase Person/employee worked for the specified Work Date
(whether the job is complete or not).
Zoom the fields.
NOTE: Selection of Work Request and Phase will
automatically fill the Description, current Phase Status,
Labor Class, and Work Code fields.
Labor Class Defines the charged billing rate based on the type of
work being done and skill craft of the employee
assigned (i.e. Electrical, Carpentry, Apprentice 1,
Master Technician 2, etc.)
Select from the drop-down list, if a value does not
already appear.
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Rapid Time Card Entry Screen Fields
Field Explanation
Hours Hours (displayed to the tenth of an hour) spent on the
job whether completed or in progress.
This is a free-form numeric entry field.
Key in a numeric value.
Copies the last line entry on the Rapid Time Card Entry
Duplicate
screen.
Change fields in the duplicate until the information is
appropriate to the employee time entered.
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TIME TRACKING
TIME CARDS APPROVAL SCREEN
This screen is used to approve and/or post time cards previously entered into the
FacilityFocus System via the Time Card Entry screen.
The user will be unable to use Time Card Approval unless his/her LOGIN is
approved via the Shop Definition screen in the System Utilities Module.
To access the Time Cards Approval screen, select these menu items:
• Work Management Module / Work Management / Entry / Time Card /
Approval
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Scrolled to Right
Time Cards Approval Screen Fields
Field Explanation
Finds the time card(s) for the Shop(s) for which you
Find. are listed as a valid Approver.
Specify Retrieval Allows you specify which time cards to bring up by
Criteria entering some search criteria in the Specify Retrieval
Criteria dialog box.
The screen displays the Work Request Phases(s) listed
on the Time Card Entry screen for this record.
Enter some search criteria in the dialog box.
Click OK to find all time card records meeting the
search criteria that need to be approved.
Click OK without specifying search criteria to bring
up all records needing approval.
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Time Cards Approval Screen Fields
Field Explanation
Allows you to check appropriate time cards for
correctness.
Click Update.
Selects all time card records for approval.
Approve All Once you have verified that the time cards are correct,
you can either post the timecards individually by
Post checking Post or approve all time cards on the screen
by clicking Approve All.
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MULTIPLE TIME CARD ADJUSTMENT SCREEN
In this screen you can make adjustments to the hours on multiple time cards
already entered and approved using the Time Card Entry and Time Cards
Approval screens.
To access the Multiple Time Card Adjustment, select these menu items:
• Work Management Module/ Work Management / Entry / Time Card /
Multiple Time Card Adjustment
NOTE: Only available to Directors and the Administrator
Scrolled right
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TIME TRACKING
To use the Multiple Time Card Adjustment Screen:
• Click Insert to create a new work request record.
• Enter information using the fields and facilities described in the
following table.
• Fields labeled in red on the screen are zoom fields. Zoom to
display a list of items from which to choose.
• Before you can save the record, you must attend to the fields/facilities
whose names are underlined in the list.
• Click Save after entering your data to save the record.
• Some fields will not be visible on the screen until you scroll to the right
(or left).
Multiple Time Card Adjustment Screen Fields
Field Explanation
Shop Shop assigned to employee whose time card needs
adjusting.
Select from drop down list.
Shop Person Shop Person/employee whose time card needs adjusting.
Zoom to select the Shop Person.
Work Date Date of the time card needing adjustment.
Zoom to select the Work Date.
The FacilityFocus System will tell you if there is an open
time card for the employee and work date chosen; if so, an
adjustment to the employee’s time can be made on the Time
Cards Entry screen. The program will also tell you if no
time cards exist for the date and employee selected. If so, a
time card must first be entered for the specific date.
Time Type Time Type you wish to adjust. Identifies the pay rate (i.e.
Regular, Overtime, Shift Differential, etc.).
Select from drop down list.
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Multiple Time Card Adjustment Screen Fields
Field Explanation
Work Request Work Request and Phase related to the job where Shop
and Phase Person worked on the specified date that requires a labor
hour(s) adjustment.
Zoom to select each field.
NOTE: The Work Code, Job Description, and Phase Status
fields will automatically fill.
Labor Class Defines the pay rate based on the type of work performed
(i.e. Carpentry, Electrical, Plumbing, etc.).
Select from drop-down list.
The Pay Rate field fills in automatically.
Override You can edit or adjust the Pay Rate and Labor Charges
recorded with the specified Time Card record and applied
to the appropriate Work Request Phase.
This field may be used if the Costpoint option has been
selected on the Time Type Definition Setup screen. See
your System administrator for further details.
Check the checkbox, if applicable.
Adjusted Hrs. Used to enter the adjustment to the employee’s hours for
the time card for the specified work date.
Enter a time value.
Examples:
A value of “2” adds 2 hours to the employee’s time card.
A value of “-2” subtracts 2 hours from the employee’s time
card.
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Multiple Time Card Adjustment Screen Fields
Field Explanation
Start Time + - These fields appear instead of Adjusted Hours if so defined
Stop Time + - on the Time Type definition screen. See your System
administrator for further details.
Enter adjustments as necessary.
Phase Status Selection of the Work Request and Phase automatically
filled the Phase Status field. However, if you wish to
change the Phase status on the work request you may do so
by selecting the appropriate status.
Select from drop down list, if necessary.
Upon saving the Multiple Time Card Adjustment record,
the phase status on the specified Work Request will reflect
this update.
Job Description Description of the work with which the time cards are
associated.
Edit this field if necessary.
Allows you to make adjustments to multiple time cards.
To add additional row(s)click Insert or press Enter while
the cursor is in the Description field.
Enter or edit the Time Type through Job Description fields
described above.
Saves the Multiple Time Card Adjustment record and
makes the necessary adjustments to the work request phase
and the original Time Card Entry record.
Click SAVE.
You will get a message telling you that the Time Card
Transaction you were adjusting was updated.
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