LaborWorkx Employee Training Guide by mercy2beans119

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									LaborWorkx Employee™
    Training Guide




  API SOFTWARE, INC.
General Notes
  •   What are the parallel and go live dates?
  •   What will employees’ username and initial password be?
  •   How will users access LaborWorkx?
  •   What will be the number for the Help Desk?




                                                               2
LaborWorkx Overview

LaborWorkx is a web based integrated solution to track employee hours. Users on LaborWorkx
can access and modify employee time. LaborWorkx is the electronic distribution of time.




System Input Overview

   •   Data is entered through the input devices
           o Badge readers
           o Portal (PC)
   •   The data is then stored on the employee record in the LaborWorkx database
   •   Then the data is sent through calculations, where the company’s pay policies are applied
       to a block of time
   •   After going through calculations the information is stored on the employee record
   •   Then a user can access the information through the portal or the EIS feature on the ESS
       reader




                                                                                   Calcs
 EIS/ESS                                                                           Service
 Readers                                                                           (Queue)
                                          LaborWorkx
 Employee                                  Database
 LaborWorkx




                                                                               Supervisor
                                                                               LaborWorkx




                                                                                                  3
Definitions


  Transactions
     Clockings - time actually worked, time at work working


     Calendars - time paid, but not at work. For example: Jury Duty, Vacation, and Sick time


     Clocking Pair - an in and out punch identifying a shift in order to apply the pay policies
     to that time frame


Processing results
     Exceptions – exceptions are system-generated messages indicating a specific area
     requires attention

  Types of Exceptions
     Calculations - A system-generated message that occurs during the calculation process,
     indicating that area requires attention


     Posting - A system-generated message that occurs during the posting process, indicating
     that area requires attention




                                                                                                  4
Levels of Exceptions
    Critical

•   Employees are NOT Paid for that pay period
•   Example: An odd clocking- if an employee enters their time at the beginning of the day,
    but forgets at the end of the day, the system generates a critical message. There is no
    designated block of time to apply the pay policies to
•   23 Hour Rule – from a badge the system looks in the following 23 hours to find another
    badge to pair with the first. If the system cannot find an out badge to associate with the in
    badge then there is an odd clocking


    Warning

•   Needs Evaluation, the employee will be paid, but he/she may not be paid as expected
    Example: If an employee’s vacation balance is 24 hours, but they enter 32 hours of
    vacation, then the system will generate an Insufficient Benefit Balance message indicating
    the employee submitted more time then they have accumulated


    Informational

•   Does not affect the employee’s pay
•   Example: If an employee badges twice in a minute, maybe they were unsure if the first
    took, then the system will generate a message saying Duplicate clocking detected,
    previous clocking replaced. The system will take the latest badge and post that to the
    employee’s record




                                                                                                5
Readers – Input Device
  Large Badge Reader (EIS)




               PLEASE SWIPE BADGE
               1:FEB/16/03 10:23




                                                 NP




     •   Allows users to badge in and out
     •   Can submit calendar entries
     •   Selecting the CLR button once to erase the display
     •   Selecting the CLR twice will wipe out the transaction, the user will need to swipe
         their badge again
     •   If the transaction has been accepted already, then contact a supervisor to edit the time
     •   The i button allows users to view a summary of their information
              o Press the i button then swipe the badge
     •   If a user selects the R button (on the large reader) then the system will accept the data
         immediately
     •   Hot keys or Function keys auto-fill special codes




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Small Badge Reader (TA-500)




        Present Badge
        04/18/2006 11:45




   •   Allows users to badge in and out
   •   Can submit calendar entries (F4)
   •   Can submit special codes through function keys or number pad.
          o F1- Callback
          o F2- Charge Pay
          o F3 – No Lunch




                                                                       7
Productive/Clocking

•   If a user is working in their home labor distribution (i.e. their home department and job
    class) then the user only needs to swipe their badge and walk away
•   The system will auto- fill their home information
•   At any time after a user has entered information and selected the enter button they can
    walk away and their information will be accepted


           Special Code

•   A special code is special processing for a shift, a special code can only be entered on a
    clocking to identify a shift other than a regular shift
        o For example: A no lunch special code is added to a shift when an employee works
            through lunch to indicate that lunch should not be deducted from their time
•   Enter the number for the special code that is being added to this transaction
•   Then press enter
•   A user can enter up to five special codes per transaction
•   First the system will prompt the user to enter a special code, once the special code has
    been keyed in and the user presses enter the system will then prompt them again for
    special code 2, if there are no more special codes that need to be added then press enter
    and it will bypass the rest of the special code prompts
•   If no special codes are being used press enter to bypass special codes

    Department

•   The user will enter the number of the department they are going into
•   Press enter
•   If the user is not floating to a department, then press enter to bypass this prompt
•   To float back into the home department from a float department, enter the home
    department number in when badging


    Job Class

•   The user will enter the number of the job class they are floating into
•   Then press enter
•   If the user is working in their home job class then they can just press enter at this prompt



                                                                                                   8
Non- Productive/Calendar

•   First press the NP key (larger reader), F4 (smaller reader) then swipe the badge
•   A user must go through all of the prompts
•   If the user is submitting hours to their home department, or job class then at those
    prompts just hit the enter key to bypass those prompts, the system will auto-fill the home
    information


       Date

•   Enter the date that these hours are being submitted for
•   The format is mmddyy, be sure to fill in all leading zeros
•   Hit enter after the date has been entered


       Pay Code

•   A pay code is what an employee is paid, pay codes are system generated or they can be
    entered as a calendar or non-productive entry
        o For Example: An employee can enter vacation as a calendar entry
•   Enter the number for the pay code that is being submitted
•   Hit enter after the pay code has been entered


       Start Time

•   Enter the start time for this calendar entry
•   Generally this is the normal shift start time
•   The format is HHMM, LaborWorkx uses a 24 hour format
•   Press enter after the time has been entered


       Hours

•   Enter the number of hours that are being submitted for this pay code
•   The format is HHHH, the system will automatically apply a decimal two spaces from the
    right
        o EX. Enter 800 for eight hours
•   Press enter after the hours have been entered




                                                                                             9
       Department

•   Enter the department number that these hours are being charged to
•   Then press enter
•   If it is the user’s home department then they can just press enter to bypass this prompt
         o The system will auto-fill their home department


       Job Class

•   Enter the job class number that these hours are being charged to
•   Then press enter
•   If it is the user’s home job class then they can just press enter to bypass this prompt
         o The system will auto-fill their home job class




                                                                                               10
Employee Self Service – i button
    Home

•   MyUnread Messages – this will display any messages from supervisors, administrators,
    system generated messages (example: password is about to expire), or any exception
    messages
•   Announcements – system wide messages from payroll
•   Today’s transactions – any transactions for that day
•   Today’s DeductIt Entries – any deduction transactions on that day

    Employee
           General Information
•   This section will show any addresses, phone numbers or e-mail addresses in the system
•   This area will also display the users title, hire date, birth date and status

            Transactions
•   This area will list all transactions for the current pay period, including any special codes
    on the clockings or any pay codes on the calendars, and the department and job class that
    the time was worked in or charged to
•   Select the pay period icon from the left pane to see transactions from previous or future
    pay periods

            DeductIT Transactions/Balances
•   Any Deduction transactions
•   The total dollar amount for purchases in the current pay period for each location/source
•   Select the pay period icon from the left pane to see transactions from previous or future
    pay periods

            Benefits
•   On this screen the user will see their benefit balances for the different categories they are
    eligible for
•   This screen will show their beginning and ending balance for the pay period along with
    what this user has accrued submitted and taken this pay period
        o Submitted is what the user submitted in the system, taken is what was paid
•   Select the pay period icon from the left pane to see transactions from previous or future
    pay periods

            Pay Distributions
•   This area will show how many hours this user has for each pay type
•   The code and description will be listed along with the total number of hours for the pay
    period
•   Select the pay period icon from the left pane to see transactions from previous or future
    pay periods


                                                                                                11
Actions

       Announcements
•   System wide messages from pay roll

       Messages
•   This will display any messages from supervisors, administrators, system generated
    messages (example: password is about to expire), or any exception messages


Log Out
• Click on the log out button to end the session




                                                                                        12
LaborWorkx Employee

  Logging In

      User Name

  •   First 5 letters of last name followed by first letter of first name.

      Password

  •   Case sensitive
  •   Initial password is employee birthday (MMDDYYYY)


      First Time Login - Changing Password

  •   After the initial login the system will require the user to change their password
  •   A warning message will appear across the top letting the user know that they need to
      change their password
  •   An informational message will appear under the warning message with the criteria/rule
      for the new password
  •   The user must confirm their password




                                                                                              13
Employee Security


    What happens if I forget my password?

•   If a user forgets his/her password contact the help desk and they will reset the password
    to the initial password
•   The next time that user logs into the system it will require them to change their password




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Home Screen




Section Bar

   •   Home, Quick Badge, Employee, Personal, Actions, Preferences, Help and Log Out


Main Pane

   •   Announcements - view any announcements sent from administrators
   •   My Unread Messages - Can view messages
   •   Bookmarks – short cuts to other pages




                                                                                       15
Employee Section

Time Card Screen (TCS)




  Left Pane

         Employee Navigator Card

  •   Lists the employee’s code (number), next to the code is a symbol for the employee’s
      status, then if a lock has been placed on the employee it will appear to the right of the
      employee’s status
  •   Select a pay period to view
          o Current, one pay period in the future or one pay period in the past

         Transaction Grid Items

  •   Choose the type(s) of transaction to view: clockings, calendars and/or adjustments
          o By unselecting a box that item will be removed from the transactions card
  •   Pay period only – if this box is selected it will only show the transactions in that pay
      period


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       Transaction Grid Actions

•   Delete Selected – use to delete a pending request, click on the red menu button to the left
    of the transaction and select delete
•   There is no undo, but there is an audit trail to show who deleted a transaction

       Employee Actions

•   Add calendar – the fields that are required are based on the pay code entered
       o Use the tab key or the mouse to move between the fields
       o Transaction Date – enter the date for the calendar entry
                   Use the key board to enter the date in MM/DD/YYYY format or use the
                   calendar in the field look up values in the right pane
       o Pay Code – enter the code for the pay code or select the pay code from the field
           look up values in the right pane
       o Transaction Time – the start time for the calendar entry using a 24 hour format
           (Only required for On-call)
       o Hours – the number of hours being submitted for this calendar entry (8 hours is
           entered as “8” – no zeros required)
       o If the hours are being charged to another department, then enter the code for that
           department in the appropriate field or select the department from the field look up
           values in the drop down menu.
•   Add clocking – fields default to the home labor distribution
       o Transaction Date – enter the date for the calendar entry
                   Use the key board to enter the date in MM/DD/YYYY format or use the
                   calendar in the field look up values in the right pane
       o Transaction Time – the time for the transaction using a 24 hour format
       o Transaction Order – if two clocking transactions are enter for the same date and
           time then the user has to indicate to the system which transaction comes before
           and which transaction comes after by using the drop down
                   EX. If the employee works the following times and the supervisor has to
                   enter the time for the employee, then on either the first 1200 transaction
                   the transaction order should say before or the second 1200 transaction
                   should say after
                        0800 in home
                        1200 in home
                        1200 in a float department
                        1630 in a float department
       o Special Code fields – if a special code is being used for the transaction then enter
           the code for the special code in field one or use the field look up values in the left
           pane
                   If a second special code is being used, select the “+” , then select the
                   special codes tab. Double click on Special Code 2 and select the
                   appropriate code from the drop down menu. Click on the “-“ to return to
                   the grid view. Only the first special code will be displayed on the grid.



                                                                                               17
       o Prompt Hours – for a low census special code enter the scheduled shift hours in
         the prompt hours field
       o If the hours are being charged to another department, then enter the code for that
         department in the appropriate field or select the department from the field look up
         values in the drop down menu
       o After a clocking/calendar has been modified the source will show the manual
         source symbol
       o When floating to a new department, the department number must be entered

    Employee Sections

•   General – employee code, name and preferred name, hire date, term date if one exists
       o All of the fields have glasses to the left indicating that these fields are read only
•   Monthly View – View clocking, calendars and adjustments
       o Grab multiple dates for calendar entries, click in the darkened rectangle at the top
          of the date to highlight that day, hold down the ctrl key and select additional dates
                  Then in the left pane select Add Calendar (* In the hours field, populate
                  the hours per day being submitted)
       o To view the details of a calendar or a clocking pair, click on the red plus sign
                  For a calendar the date and the begin time will be listed, below that will be
                  the organization unit that the hours are being charged to (hover over the
                  organization unit to view more information), underneath that will be the
                  job class charged for this calendar, then below that will be the hours, on
                  the card below that information will be the pay type and the hours for that
                  transaction
                  For a clocking the beginning date and time and the end date and time for
                  that clocking pair will be listed, below that will be the organization unit
                  worked (hover over the organization unit and there will be a tool tip listing
                  the worked trunk and branch EX. facility and department), next the
                  worked job class will be listed followed by the gross hours and the amount
                  of time deducted for lunch, on the card below that information will be all
                  of the pay types and the hours for each pay type for that clocking pair
•   Time Card Report – report of employee’s information
       o Printable document



Right Pane

       Transactions (Grid) Card

•   Shows the employee’s clockings, calendars and adjustments for that pay period
•   An auto-generated IN/OUT will be applied to clockings, calendars will show a calendar

    symbol        and adjustments will show a calculator
       o If an exception is tied to the transaction it will appear to the right



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         o If a note is attached to a transaction then a note symbol            will appear to
            the right of the exception or to the right of the IN/OUT, Calendar symbol or
            adjustment symbol
•   To the left of the date is the source column, this column will show where the transaction
    originated
         o Place the mouse over the source, there will be a tool tip telling saying what that
            symbol is
         o EX. ^ - auto – generated
         o EX. [ - manual – someone entered the transaction in api LaborWorkx
•   Date is the actual date the transaction occurred on
•   Time is the time of the transaction (not rounded)
•   The pay code column will show the pay code for the calendar.
•   The special code column will display the special code. If more than one exists, only the
    first will be displayed on the grid. To view any additional codes, select the “+”.
•   Hours will display the number of hours for an adjustment or calendar
         o Hours will also show the number of hours for certain special code for example:
            Low Census
•   Last is the department and job class worked for that transaction
•   Select the red details button (+) on the left of the transaction to view additional
    information
         o From this screen transaction information can be edited
         o Any field with glasses to the left are read only and cannot be modified
         o Date – Click on the calendar symbol to the right of the field to receive a pop up
            calendar
         o For all other fields, double click on the field and select from the drop down list.
         o The blue circle with the white question mark will provide online help for that field
                     Either hover over the icon or click on the icon to have the help information
                     open in another window
         o Double click on the predefined notes field and select from the drop down list to
            indicate why a change to this record was necessary. This is also where you add
            Absence Reason code for attendance tracking.




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    Add Clocking

    Add - select add clocking, all fields with a red asterisk must be filled in
      o Any fields that are left blank will default to the home labor distribution
      o When floating to a new department both facility and department must be entered

    Required Fields
•   Transaction Date - the date for the clocking must be entered
       o A calendar will appear to the right of the field
       o The bright yellow indicates the current pay period
       o A user can also enter the information in the field instead of using the calendar
                  Format – MM/DD/YY
                  If a user enters 05 for the year the system will automatically change the
                  year to 2005
                  If a user hits the letter t, then moves to the next field, the system will fill in
                  today’s date
                  If a user enters the month and day, then moves to the next field the system
                  will fill in the current year
•   A user can move between fields using the mouse or by selecting tab on the key board
•   Transaction Time – the time for that transaction using a 24 hour format
•   Special Codes are required, but the system will default ‘no special code’ in each field
       o A user only needs to enter information in this field if they are adding a special
           code to their transaction

    Add Calendar
    Add - select add calendar, all fields with a red asterisk must be filled in

    Edit - select the red details button of a calendar, then change the desired fields
       o After a calendar has been modified the source will show the manual source
            symbol

    Delete - click the red menu button to the left of the transaction, then select delete

    Required Fields

•   Transaction Date – enter the date of the transaction using the calendar in the right pane or
    by manually entering the information
       o Refer to transaction date under add clocking
•   Pay Code – enter the pay code that is being submitted
       o Based on the pay code entered, more field may become required
•   Hours – the number of hours being submitted




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       Employee Sections

   •   General – employee code, name and preferred name, hire date, term date if one exists
   •   TCS – Time Card Screen, shows the employee’s time information
   •   Time Card Report – report of employee’s information
          o Printable document

Monthly View




Monthly View Actions

   •   Select a month to view and the year, then select Go
   •   The user also has the option to see a monthly view or a five week view

Select Multiple Days

   •   Hold down the ctrl key to select multiple days, select the date in the header area, the dark
       gold
   •   Once all of the desired days are selected, in the left pane select add calendar
          o The system will auto-fill the dates with the ones selected
          o A calendar can then be added for multiple dates at once




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View Transactions

   •   To view more information on a shift select the red plus sign
   •   This area will show the beginning and end shift time
          o The facility, department and job class the hours are charged to
          o The gross hours
          o The number of hours deducted for lunch
   •   The system will break out the number of hours for each pay type




                                                                              22
Bottom Left Pane

    Benefit Balances Card

•   This card will show the user’s beginning and ending balance for each category along with
    their eligibility date
•   This card will also show their current and year to date for their accrued, taken and
    submitted
    Submitted is what the user entered, taken is what they were paid

    DeductIt Balances

•   This card will show the balance for each deduction category

    DeductIt Payments

•   All deduction transactions for the current pay period

    Exceptions Card

•   This card breaks out all exceptions for this employee
•   Not all exceptions appear on the transaction grid, but they all will display on exceptions
    card
•   There will be the date the exception was created on, the type of exception and a
    description about the exception
•   Warning and informational exceptions can be handled
        o Once the exception has been looked at and has been taken care of, check the box
            for the exception then select handle selected
        o This will take the exception off the TCS

    Employee General Information Card

•   General information about the employee like their title and hire date
•   Phone, address, e-mail tabs – all of these can be stored in LaborWorkx
•   Policy tab – all of the screens this employee has been granted access to and which role
    granted that access
•   Role tab – all of the roles this employee has, and whether the role was given directly to
    the employee or indirectly through an organization unit

    Notes Card

•   Any pay period or transaction notes attached to the user’s current time card will show up
    here
•   This area will show the date the note was added, who added the note and the text of the
    note



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Bottom Right Pane

    Pay Distributions (Daily Hours) Card

•   The number of hours an employee worked broken out by pay type, day, week and job
    class


    Pay Distributions (Actual Hours) Card

•   The number of hours an employee worked broken out by pay type for the entire pay
    period

    Pay Distributions (Actual Units) Card

•   The number of hours an employee worked broken out by pay type for the entire pay
    period

    Pay Distributions (Actual Dollars) Card

•   The number of hours an employee worked broken out by pay type for the entire pay
    period

    Requests Card

•   View requests from that employee
•   Can approve, deny or cancel the request
•   Give a reason for denying the request




                                                                                       24
Quick Badge Section




Fields

   •     The Quick Badge feature allows any user to enter their time right in the portal
   •     The system enters the actual time that the user hits save
   •     If a user is working in their home labor distribution (i.e. their home department and home
         job class) then they just need to hit save
   •     Just like at the badge reader the home information will be the default, only enter the
         fields that are different than the home information
              o EX. When adding a special code to a transaction, in the special code field enter
                 the code for the special code or select the special code form the field look up
                 values in the right pane




                                                                                                25
Actions Section




      Change Password/PIN

  •   A user can change their password/PIN at any time


      Messages

  •   View messages from supervisors, administrators, or system generated messages
      (password is about to expire)


      Announcements

  •   A system wide message originating from Payroll




                                                                                     26
Preferences Section




      Bookmark

  •   Click and drag the options from the center pane ‘available bookmarks’ to the right pane
      to bookmark that page
  •   All selections in the right pane will appear under the bookmarks card in the left pane
  •   Select save at the bottom, then select reset in the left pane to change the current setting




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Help Section




      Notes


  •   In the application if a user selects help another window will open to the help for that
      particular screen
  •   All online help is indexed alphabetically
  •   Use the index to look up features in LaborWorkx



Logging Off
         Use Log Out when exiting the system, selecting the X will not log a user out, only
         after 15min of inactivity will the system log the user out




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24-Hour Conversion Table
              Regular Time        Military Time
                 1:00 am              0100
                 2:00 am              0200
                 3:00 am              0300
                 4:00 am              0400
                 5:00 am              0500
                 6:00 am              0600
                 7:00 am              0700
                 8:00 am              0800
                 9:00 am              0900
                 10:00 am             1000
                 11:00 am             1100
             12:00 pm (noon)          1200
                 1:00 pm              1300
                 2:00 pm              1400
                 3:00 pm              1500
                 4:00 pm              1600
                 5:00 pm              1700
                 6:00 pm              1800
                 7:00 pm              1900
                 8:00 pm              2000
                 9:00 pm              2100
                 10:00 pm             2200
                 11:00 pm             2300
            12:00 am (midnight)       0000




                                                  29
Special Codes for productive entry
        Input Device    Screen/Rep             Type                 Description
                            ort
            81             CB             Both In and Out            Call Back
            75             CH             Both In or Out        Charge/Preceptor Pay
             6            EDU             Both In and Out            Education
            61          INC PAY           Both In and Out           Incentive Pay
            30             L30               Out Only             30 Minute Lunch
            45             L45               Out Only             45 Minute Lunch
            60             L60               Out Only             One Hour Lunch
            99            LCD             Either In or Out      Low Census Unpaid
                         Unpaid
            54            LCD             Either In or Out      Low Census Vacation
                         Vacation
            10             NL                Out Only                No Lunch
             7             ORI           Both In and Out             Orientation
            87            PROJ            Both In and Out          Special Project
            17          RADINC            Both In and Out        Radiology Incentive
            24           SITTER           Both In and Out           Patient Sitter




Pay Codes for non-productive entry
         Input Device       Screen/Report                       Description
                 52               FAM                        Family Sick Leave
                 65                 FNL                        Funeral Leave
                 55               HOL                            Holiday
                 67                 JD                           Jury Duty
                 53                 SCK                            Sick
                 57                 SRB                       Service Bonus
                 54               VAC                            Vacation




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