Employees

Employee records are used to manage human resource level information for the workers within your organization.

Details such as name and personal information, work status, the main craft worked by the employee, their business unit, payroll information, hire date, and timesheet information can all be maintained from the employee record. The employee record can also tie the employee to a service area where they are allowed to work as well as track training completed by the employee, assign assets (such as computer equipment or vehicles), and define the employee’s billable rate.

Mandatory or optional training courses can be specified on the employee record to manage and track the employee's qualifications. Only active course records are presented on the value list when associating a training course to an employee record. However, once a course is associated to an employee record, it is displayed on the employee record regardless of the status of the course. After the course is selected, a mandatory Effective Date for the course must be specified (If not specified, the value will default to the current date. All other fields are optional). Courses are defined as an Extendable Lookup BO (W1-Course) and provide optional settings for the course, such as enabling the sending of email to the employee and to the employee's supervisor when a course is about to expire; Set Employee Notification value to Yes if you want to send an email to the Employee and set Supervisor Notification value to Yes if you want to send an email to Supervisor. Next, set the Notification Lead Days for the Employee, for the Supervisor, or for both of how many days before the expiration date the system should send the email.

Employee records are not required to reference a corresponding user profile. When there is no associated user profile, the module can be used to simply store information about employees who do not use the application. Information from the employee portal can be integrated with your external human resources system.

Employee is referenced throughout the system on other records such as crews and crew shifts, contacts, direct charges, timesheets, leave requests, and to indicate which employee is responsible for or in possession of an asset, and so on. These various records can be searched for using employee as the search criteria.

Timesheet Schedule

The individual lines of an employee’s timesheet can be configured to automatically generate directly from the Timesheet Schedule tab on the Employee record for any active employee.
  • Auto Timesheet Creation enables or disables the automatic creation of timesheet rows for the selected employee record.
  • Work Calendar is an optional field on every employee record. If selected, Work Calendar identifies the normal business days for the organization and takes priority over the generation of the rows. For example, if Work Calender is specified for an employee that works on a Saturday or a holiday, the timesheet row for those days will not be automatically generated since Saturdays and holidays are not normal work days defined in the Work Calendar.
  • Start Date defines the date to generate the timesheet header rows.
  • End Date defines the date the system is to stop creating the timesheet header rows.
    Note: Generation of timesheet header rows are only generated up to and including the current date.
  • Authorized users are able to make changes to the timesheet information for the selected employee. Such fields as craft, hours, charge types, days of the week, and start and end dates are some of the available information that can be edited for each row.
    Note: Start and End dates for the individual rows supersedes the start and end date on the header. This process does not exclude approvals since planners or other authorized users must still validate timesheet information and submit an approval.

The W1–EMP batch is used to trigger the W1CREAUTOTS and W1–MONTRMDT algorithms on the W1–EmployeeInformation business object’s Active lifecycle to generate the automatic timesheet rows and monitor the termination date of the employee. The Last Processing Date field enables users to see the last date the timesheet row was generated.

Leave Requests

Employees can request leave or it can be requested on their behalf through the Employee Unavailability portal. Timesheets to cover these time periods of unavailability can be created in advance and then submitted for approval, which tells the system to skip the auto timesheet creation for those time periods. Refer to Employee Unavailability for more information.

Employee Calendar

The employee calendar is available on the Employee record when the employee is assigned to at least one shift or the employee has scheduled leave.