Understanding Self-Service Time Entry Setup
Before employees can enter timecard information using the self-service time entry applications, you must create the text that appears on the time entry forms, set up user interfaces, assign manager delegates for managers who review and approve timecards, and specify the available pay types that can be used for each employee group.
First, you must set up the director form. The director form is the first form that the system displays when you access the self-service time entry system. You can enter text that will appear on this form. This text is called director text. You use director text to provide user instructions for employees or to provide pay-period or labor distribution period specific information that might be needed for employees to enter timecards correctly.
In addition to director text, the Time Entry Self Service Director form also contains links to the actual time entry interfaces. You can activate the links to the Employee Summary Time Entry program (P051128), the Employee Daily Time Entry program (P051127), or to both programs. Though the system displays all of the links on the Time Entry Self Service Director form, the active links are determined by the processing option settings for the Time Entry Self Service Director program (P051125).
After you set up the director, you must set up user interfaces for the time entry applications. You can create multiple interfaces to accommodate the business requirements of different companies or business units within your organization. To set up a user interface for self-service time entry, you select the fields that you want to appear on the time entry forms. These fields are set as default fields that the system automatically displays on Employee Daily Time Entry and Employee Summary Time Entry:
Pay Type
Hours
Work Date
Subledger
Subledger Type
Charge To
Shift Code
Equipment Worked
Equipment Hours
The system also provides you with over 50 additional predefined fields to choose from. These fields enable you to quickly and easily configure your user interfaces to meet the business needs of your organization.
You can specify which pay types are available to employees within different employee groups. For example, employees in business unit 100 might need to use different pay types than employees in business unit 200, or employees with Job Type A-200 might use different pay types than employees with Job Type B-55. You can use the Classification/Pay Cross Reference program (P05932) to specify the available pay types for each employee group. When you set up this information, employees can enter timecards for only the pay types that are assigned to their employee group. If you do not set up this information, employees will receive a hard error message on this field and will not be able to complete time entry.
You can define employee groups according to this criteria:
Job type only.
Job type and job step only.
Business unit only.
Union code only.
Shift code only.
Job type, job step, business unit, union code, and shift code.
You can select the fields that you use to define employee groups for pay type assignment in the processing options for the Time Entry Self Service Director program.
To set up delegates who can assist managers with timecard approvals, you can use the Manager Delegates Setup program (P051126) to designate one or more subordinate employees as delegates for each manager. You also assign an authority level for each delegate. Manager delegates are employees who are given permission to perform duties on behalf of a manager. For example, if a manager is not available to review and approve timecards before the timecard approval deadline, a manager delegate could review and approve the timecards for that manager.