Time Tracking

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 FACILITYFOCUS PrimaryMAP USER’S GUIDE 4-1 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. on the Fields labeled in red on the screen are zoom fields. Zoom ( 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 Shop Explanation 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. 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. Work Date 4-2 FACILITYFOCUS PrimaryMAP USER’S GUIDE TIME TRACKING Time Cards Entry Screen Fields Field Time Type Explanation 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 Phase Work Request and Phase on which the Shop 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. FACILITYFOCUS PrimaryMAP USER’S GUIDE 4-3 TIME TRACKING Time Cards Entry Screen Fields Field Work Code Explanation 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. 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. Get Work Requests 4-4 FACILITYFOCUS PrimaryMAP USER’S GUIDE 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: • • • • • on the button bar above the entry screen) to create a Click Insert ( new record. Enter information using the fields and facilities described in the tables that follow. button 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. FACILITYFOCUS PrimaryMAP USER’S GUIDE 4-5 TIME TRACKING Rapid Time Card Entry Screen Fields Field Shop Explanation Shop Person’s assigned workshop. Select from the drop down list. Shop Person who performed the work. Zoom the field. 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. Designates the pay rate (i.e. Regular, Overtime, Leave, Shift Differential,1,2 , 3, etc.).Select from the drop down list. Work Request and Phase on which the Shop 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. Shop Person Work Date Time Type Work Request and Phase 4-6 FACILITYFOCUS PrimaryMAP USER’S GUIDE TIME TRACKING Rapid Time Card Entry Screen Fields Field Hours Explanation 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 screen. Change fields in the duplicate until the information is appropriate to the employee time entered. Duplicate FACILITYFOCUS PrimaryMAP USER’S GUIDE 4-7 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 4-8 FACILITYFOCUS PrimaryMAP USER’S GUIDE TIME TRACKING Scrolled to Right Time Cards Approval Screen Fields Field Find. Explanation Finds the time card(s) for the Shop(s) for which you are listed as a valid Approver. Allows you specify which time cards to bring up by 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. Specify Retrieval Criteria FACILITYFOCUS PrimaryMAP USER’S GUIDE 4-9 TIME TRACKING 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. Once you have verified that the time cards are correct, you can either post the timecards individually by checking Post or approve all time cards on the screen by clicking Approve All. Approve All Post 4-10 FACILITYFOCUS PrimaryMAP USER’S GUIDE TIME TRACKING 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 FACILITYFOCUS PrimaryMAP USER’S GUIDE 4-11 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. to Fields labeled in red on the screen are zoom fields. Zoom 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 Shop Explanation Shop assigned to employee whose time card needs adjusting. Select from drop down list. Shop Person/employee whose time card needs adjusting. Zoom to select the Shop Person. 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. Shop Person Work Date 4-12 FACILITYFOCUS PrimaryMAP USER’S GUIDE TIME TRACKING Multiple Time Card Adjustment Screen Fields Field Work Request and Phase Explanation Work Request and Phase related to the job where Shop 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. FACILITYFOCUS PrimaryMAP USER’S GUIDE 4-13 TIME TRACKING Multiple Time Card Adjustment Screen Fields Field Start Time + Stop Time + Explanation These fields appear instead of Adjusted Hours if so defined 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. 4-14 FACILITYFOCUS PrimaryMAP USER’S GUIDE