Getting Started with the Kronos Workforce Central SuiteA Guide for Employees
Workforce Central Version 4 Product Set
Workforce Central Suite
A guide for employees summarizing the most common employee tasks, which include using the Timecard
and Time Stamp components, as well as viewing personal schedules and reports.
Document Part Number: 4702527-001Document Revision: A
™
Kronos Incorporated assumes no responsibility for any errors that may appear in this manual. This document or any part thereof may not be reproduced in any form without the written per-mission of Kronos Incorporated. All rights reserved. Copyright 2001.
CardSaver, Datakeeper, Datakeeper Central, Gatekeeper, Gatekeeper Central, Imagekeeper, Jobkeeper, Jobkeeper Central, Keep.Trac, Kronos, the Kronos logo, ShopTrac, ShopTrac Pro, the ShopTrac logo, Solution In A Box, Start.Time, TeleTime, Timekeeper, Timekeeper Central, TimeMaker, and VisionWare are registered trademarks of Kronos Incorporated. CommLink, Comm.Mgr, DKC/Datalink, HyperFind, Kronos Connect, Kronos e-Central, Labor Plus, Prism, Smart Scheduler, Starter Series, Start.Labor, Start.Quality, Start.WIP, Tempo, the Tempo logo, Timekeeper Decisions, Timekeeper Express, Timekeeper Web, Workforce Activities, Workforce Accruals, Workforce Central, Workforce Central Suite logo, Workforce Decisions, Workforce Express, Workforce Manager, Workforce Scheduler, Workforce Smart Scheduler, Workforce TeleTime, Workforce Timekeeper, Workforce Genie, Workforce Professional, Workforce Mobile Time, and Workforce Web are trademarks of Kronos Incorporated.
Adaptive Server is a trademark of Sybase, Inc. iSeries and WebSphere are trademarks, and AIX, AS/400, and IBM are registered trademarks of International Business Machines Corporation. Lotus and 1-2-3 are registered trademarks of Lotus Development Corporation. Carbon Copy and OpenVMS are trademarks of Compaq Computer Corporation. pcAnywhere is a trademark of Symantec Corporation. Cognos, Impromptu, and PowerPlay are registered trademarks, and PowerCube is a trademark of Cognos Incorporated. Crystal Reports is a registered trademark of Crystal Decisions. Ethernet is a registered trademark of Xerox Corporation. HandLink is a trademark of Time and Technology Systems. HandPunch is a trademark of Recognition Systems Corporation. INFORMIX-OnLine is a registered trademark of Informix Software, Inc. INTERSOLV is a registered trademark of Intersolv, Inc. Java and all Java-based trademarks and logos referenced in this document are trademarks or registered trademarks of Sun Microsystems, Inc. in the United States and other countries. Microsoft and Windows NT are registered trademarks and Windows 95 is a trademark of Microsoft Corporation in the United States and/or other countries. Netscape and Netscape Navigator are registered trademarks of Netscape Communications Corporation in the United States and other countries. Net8 is a trademark, and ORACLE, SQL*Net, and SQL*Plus are registered trademarks of Oracle Corporation. NexTrak is a trademark of Intellisys Corporation. Corel and Quattro are registered trademarks of Corel Corporation or Corel Corporation Limited. PeopleSoft is a registered trademark of PeopleSoft, Inc. Pervasive.SQL is a registered trademark of Pervasive Software Inc. in the United States and/or other countries. Show N Tel is a registered trademark of Brooktrout Technology, Inc. Solaris and Sun are registered trademarks of Sun MicroSystems, Inc. in the United States and other countries. UNIX is a registered trademark in the United States and other countries, licensed exclusively through X/Open Company Ltd. Velcro is a registered trademark of Velcro Industries B.V. Visual DataFlex is a registered trademark of Data Access Corporation. All other trademarks are the property of their respective owners.
When using and applying the information generated by Kronos products, customers should ensure that they comply with the applicable requirements of federal and state law, such as the Fair Labor Standards Act.
Published by Kronos Incorporated297 Billerica Road, Chelmsford, Massachusetts 01824-4119
Phone: 978-250-9800, Fax: 978-367-5900Kronos Incorporated Global Support: 1-800-394-HELP (1-800-394-4357)
For a complete list of the international subsidiaries, see the following Kronos Incorporated Web page:
http://www.kronos.com/info/locations.htm
3
Table of Contents
Table of Contents Using Workforce Central .......................................................5Viewing Customized Displays ................................................6
Logging on to Workforce Central ..............................................6Understanding the Display ........................................................6
Using a Browser .......................................................................8Accessing System Features .....................................................9
Using Online Help ..................................................................... 9Understanding Menus and Dialog Boxes ..................................9Entering Information ...............................................................10Changing Your Password .........................................................10
Accessing Your Information ................................................11Entering Your Time ..............................................................12Using the Time Stamp ...........................................................13Using My Timecard ...............................................................14
Timecard Section .....................................................................14Hourly Timecard ............................................................15Project Timecard ............................................................15
Information Section ................................................................. 16Timecard Indicators and Colors............................................... 17
Calculating and Displaying Timecard Totals .....................18Common Timecard Tasks ....................................................19
Entering Time Off ....................................................................21Approving Your Timecard .......................................................22Modifying Previously Submitted Timecards ...........................23Obtaining Information About Your Accrual Balances ............24Printing a Timecard .................................................................25Printing the Timecard Screen ..................................................25Sending E-Mail About a Timecard ..........................................26
Viewing Your Schedule .........................................................27Viewing Your Reports ..........................................................28
5
Using Workforce Central
Using Workforce CentralThe Workforce Central Suite of frontline labor management software enables you to use an industry-standard Web browser, such as Internet Explorer or Netscape, to record the time you spend in job-related activi-ties and time off. Your manager can then review, change, and approve your timecard electronically as well as:
• Set schedules.• Generate reports.• Submit your time to your company’s payroll department.
As an employee, you can enter your time and then review, edit, and approve this data, providing that you have the appropriate access rights. If you have the appropriate access rights, you may also have the ability to view and generate reports, such as vacation and sick time accruals, and to view your work schedule.
Viewing Customized Displays
6
Viewing Customized DisplaysThe Workforce Central display is customized according to your com-pany’s time and attendance policies, as well as your access profile.
Because of this customization, the features described in this guide may appear or act differently in your system. See your Workforce Central administrator for more information.
Logging on to Workforce CentralYou log on to the Workforce Central Suite by accessing the appropriate Web address (URL) in your browser. Because this process is different at every company, see your Workforce Central administrator for instruc-tions.
After you log on, the system checks your access profile and uses your dis-play profile to open your default Workforce Central view in the Web browser. The view is customized to satisfy your company’s requirements.
Understanding the DisplayEach Workforce Central component contains three display elements:
• Browser toolbar and menu• Workspace• Navigation bar
The browser toolbar and menu vary depending on whether you use Internet Explorer or Netscape to access Workforce Central.
The workspace is the primary area for displaying the Work-force Central components. Within the workspace is a header that contains the compo-nent name, menus, and other controls such as drop-down lists.
The selections on the navigation bar vary, depending on your company’s time and attendance policies and your access profile.
Browser toolbar and menu
Navigationbar
Workspace
7
Viewing Customized Displays
All users, however, have access to the following, which are located at the top of the navigation bar:
• Change Password and Log Off links.• Minimize or maximize button in the upper-
right corner, which allows you to reduce the size of the navigation bar and restore its default size with one click.
The Workforce Central components that you can access are listed below the Log Off link. When you click one of the links, the selected component opens in the workspace.
You can also resize the navigation bar and the workspace by dragging the frame border with the mouse.
Using a Browser
8
Using a BrowserAlthough the Web user interface of the Workforce Central Suite contains numerous navigational buttons, dialog boxes, and drop-down lists within the workspace of each component, standard browser controls are also available.
The following Internet Explorer and Netscape controls are commonly used in the Workforce Central Suite.
Internet Explorer
Netscape
The browser controls have the following characteristics:
!!!! Browser URL Address combo box displays only the URL of the logon page and the URL of the Workforce Central main page.
"""" Browser Favorites (Bookmarks) allow you to add the Work-force Central Suite URL to your browser’s Favorites list or bookmarks. You can then click on the bookmarked entry to launch the Workforce Central Log On display.
#### Browser Back and Forward buttons allow you to return to pages that you previously accessed.
$$$$ Browser Refresh (Reload) button reloads Workforce Central in its default state. It does not refresh the Workforce Central infor-mation.
%%%% Browser Stop button does not interrupt the loading of pages.
&&&& Browser Print button prints the navigation bar only. Print con-trols within each Workforce Central component allow you to print each component.
####
%%%% $$$$
!!!!
&&&&""""
!!!!#### %%%%
$$$$
"""" &&&&
9
Accessing System Features
Accessing System FeaturesThe characteristics described in the following sections are common to most of the Workforce Central components.
Using Online HelpAll components within the Workforce Central Suite have online help, which you access in the following ways:
Note: Pressing the F1 key or selecting Help from the browser’s menu bar invokes online help for your browser, not for the Workforce Central Suite.
Understanding Menus and Dialog BoxesThe Workforce Central menus are located in the header and look like a series of tabs. For example, the Timecard component contains six menus: Actions, Punch, Amount, Historical Amount, Comment, and Approvals:
To access a menu, select a menu item and then click one of the options that appears directly below the menus. The previous timecard header shows the Actions menu with five options:
• Save• Reload• E-mail • Print• Print Screen
Select the Help icon located in the upper-right corner of the workspace. A help topic for the visible component opens with links to related topics.
Click the Help link at the bottom of the navigation bar. The Workforce Central online Help site map opens from which you can select a specific topic.
Click the Help button within individual dialog boxes to obtain help about the visible dialog box.
Menus
Options
Accessing System Features
10
For example, to reload the visible timecard, select the Actions menu and click Reload (Actions > Reload).
Depending on the active component, a number of dialog boxes as well as additional menus and options can help you to record your time.
Entering InformationYou can enter information in several ways. For example, in the Timecard component, you can transfer time to a different labor account using any of the following methods:
• Select a most recently used labor account from the drop-down list in the Transfer column.
• Select the Search option from the drop-down list in the Transfer column and select a new labor account.
• Enter the labor account transfer directly in the cell.
Changing Your PasswordDepending on your company’s policies, you may need to change your password after you first log on to the Workforce Central sys-tem.
• In some companies, the Change Password box opens automatically when you first log on to the Workforce Central Suite. You may also see a message such as, “Password change required by System Administrator.”
• In other companies, you may need to change your password by clicking Change Password at the top of the navigation bar.
In either case, when the Change Password dialog box opens, you change your password as follows:
1. Enter your user name.
2. Enter your old password.3. Enter your new password and then enter it a second time in the Ver-
ify Password box.4. Click Change Password Now.
11
Accessing Your Information
Accessing Your InformationThe Workforce Central Suite includes a number of components, some or all of which you may need to access, depending on your company’s requirements.
Employee components that you may be able to access are listed on the navigation bar below the My Information heading as shown on the right.
The three most common Workforce Central compo-nents for employees are:
• Time Stamp—This component allows you to use Workforce Central in a way similar to punching a data collec-tion device.
• My Timecard—Within My Timecard, you enter, review, edit, and approve the time that you spend in job-related activities. You can also enter time off, for example, sick or vacation time.
• My Reports—The My Reports component allows you to view and print accruals, schedule, and time detail reports.
Entering Your Time
12
Entering Your TimeThe Workforce Central Suite supports many methods for entering time. At some companies, you might punch or swipe a card through a data col-lection device such as a Kronos Timekeeper terminal. The time is recorded and automatically entered into a database. At other companies, your time may be entered automatically from your schedule or from a badge reader.
Although the Workforce Central Suite supports these and other methods, two browser components are also frequently used: Time Stamp or My Timecard or both. You access these components from the Workforce Cen-tral navigation bar.
• Selecting Time Stamp from the navigation bar opens the Time Stamp component, which is functionally similar to punching a data collection device.
• Selecting My Timecard from the navigation bar opens your time-card, which has been customized according to your company’s timekeeping requirements and your access rights.
13
Using the Time Stamp
Using the Time StampThe Time Stamp is a simple workspace in which you record your start and stop times for the day or your start and stop times for specific jobs or tasks.
You cannot edit your punches or approve your time in the Time Stamp workspace. These actions are only available in the My Timecard component.
To access the Time Stamp:
1. Click Time Stamp on the navigation bar.
2. In the Time Stamp workspace, click the Stamp button. The system records the current time and displays a message similar to the fol-lowing:
Depending on your rights and transfer assignments, you may also be able to specify the work rule and labor account for each time stamp:
1. Select the appropriate work rule, labor account, or search from the Transfer drop-down list.
2. Click the Stamp button.
You may also see a Cancel all meal deductions check box in the Time Stamp workspace. Select this check box to cancel automatic deductions for unpaid meal breaks, if applicable.
Using My Timecard
14
Using My Timecard If you have appropriate access rights, you can enter, review, and edit your time directly in the Timecard. Or, you might use the Time Stamp to enter your time each day and then review and approve your timecard at regular intervals.
There are many possible methods for entering and approving time. See your Workforce Central administrator for information about the method that your company uses.
The Workforce Central Timecard workspace has been customized accord-ing to your company’s timekeeping requirements. The Timecard work-space is divided into two sections:
• The Timecard section is a grid that contains punch or amountinformation.
• The Information section displays totals, schedule, accrued time (such as sick or vacation time), and an audit trail.
Timecard SectionThe Timecard section, or grid, is the main area of the timecard in which you enter or view:
• Punches and amounts • Daily and weekly totals (hours or amounts totaled when saved)• Transfers (hours or amounts transferred to a different work rule or
labor account)• Pay code (a category used to organize time or money, for example,
overtime; also reflects non-productive time, for example, vacation or sick time)
• Exceptions (for example, if you did not punch in or out as expected, an exception displays in red)
Two types of timecard grids are available, depending on your company’s timekeeping requirements and your job responsibilities:
• Hourly timecard—To track precise start and stop times. For exam-ple, you start work at 8 A.M. and stop work at 4 P.M.
• Project timecard—To track a number of hours (durations) for spe-cific projects. For example, you may work 3 hours on project A and 5 hours on project B on the same day.
Generally, you do not have access to both types of timecards.
15
Using My Timecard
Hourly TimecardThe hourly timecard records your start and stop times for each job or task. For example, you can record that you worked on one job from 8:00 A.M. to 11:30 A.M. and a different job from 11:30 A.M. to 4:00 P.M.
When you open an hourly timecard, it might contain entries taken from your work schedule, punches that you entered at a data collection device or with Time Stamp, or it might be blank. You can add new entries or modify existing entries as necessary.
The hourly timecard contains a separate row for each day in the pay peri-iod. You can:
Add additional rows for a day by clicking the Add Row icon.
Remove the entries from a row by clicking the Delete Row icon.
The timecard has columns for entering or viewing:
Note: Depending on your access rights, however, your timecard might not have all of these columns.
You can enter values directly in these columns, or click the icons in these columns to bring up the corresponding search dialog boxes. For example, to select from a list of pay codes that are available to you, click the cell for the drop-down list.
In addition, the timecard might have a column labeled No Meal. Select this column if you did not take a scheduled meal break. This selection ensures that you do not have time deducted for an unpaid break.
Project TimecardThe project timecard lets you record the number of hours that you work on one or more projects or jobs. This timecard contains cells for pay codes, transfers, and the number of hours that you work on a daily basis.
• Pay codes• Amounts• In and out punches
• Transfers• Totals (view only)
Using My Timecard
16
As an example, perhaps you worked on two different projects during one day. You could enter 3 hours on one project and 5 hours on the second project by specifying different accounts.
The timecard displays a separate section for each week in the pay period.
For example, if your organization has a biweekly pay period, the timecard displays two sections. If a pay period starts or ends during a week, the full week appears in the timecard; but the columns for days that are not in the specified pay period appear in a different section and are not editable.
Note: Do not use quotation marks (“ ”) for entering time, account values, or pay code values.
Information SectionThe Information section is located at the bottom of the timecard.
A row of tabs at the top of the information section identifies different kinds of information. Select a tab to access the following:
• Totals & Schedule—The Totals section on the left side displays details from the timecard. The Schedule section on the right side displays your scheduled start and end times.
• Accruals—Displays accrued time such as sick or vacation time.• Audits—Displays all edits made to your timecard.• Comments—Displays comments assigned to punches or amounts
in your timecard.The data in this area is for information only; you cannot make edits in the Information section of the timecard.
17
Using My Timecard
Timecard Indicators and ColorsThe appearance of the timecard cells change to indicate a number of dif-ferent conditions.
Indicators Description
A solid red cell indicates that there is either a missed in-punch or a missed out-punch. If you move the mouse over the red box, a message provides more information.A red outline in a cell indicates that there is an excep-tion, such as a late punch, early punch, or long interval. If you move the mouse over the cell, a message pro-vides more information.A small yellow note icon after a punch or amount indi-cates that there is a comment about the cell’s contents. Select the Comment tab at the bottom of the Timecard workspace to view the comment.A transaction shown in purple indicates that the trans-action was added by the Callable Totalizer. If the cell is not gray, you can edit the transaction. If the cell is gray, you cannot edit the transaction.
A small yellow note icon and red outline indicate that a punch or an amount has a comment and an exception.
A red border around a date field indicates that it is an unexcused absence day. A blue or green border around a date field indicates an excused absence.Gray cells indicate that you cannot edit the cells.
An (x) before an account in the Totals section indicates that the account is not the home labor account.
An (x) after a date in the Schedule section indicates that there are additional scheduling details that are not visi-ble in the workspace. See your Workforce Central administrator for more information.
A gold bar across the top of the Timecard workspace indicates that edits have not been saved in the database.
Calculating and Displaying Timecard Totals
18
Calculating and Displaying Timecard TotalsWhen you edit and save your timecard, your changes must be calculated and sent to the database that stores your company’s time and attendance information. Depending on how your system is configured, there may be times when the totals on your timecard do not agree with the totals in the database.
In companies with a large number of employees, calculating totals can be time-consuming and affect system performance. To accommodate vary-ing requirements, the Workforce Central Suite includes a Callable Total-izer and Background Processor that are centrally configured to provide timecard totals in a manner that is optimal for your company’s require-ments.
For information specific to your system, see your Workforce Central administrator.
19
Common Timecard Tasks
Common Timecard TasksSome of the tasks that you may be able to perform on your timecard include:
Task ProcedureSave a timecard after editing
Select Actions > Save. If you edited punches or amounts, the system adds a red flag to the Totals & Schedule tab to indicate that the timecard needs to be recalculated.
Select Actions > Save to recalculate the amounts. The red flag exits and the changes are sent to the database.
Cancel changes Select Actions > Reload. The system returns information as it appears in the database. Any changes that you made but did not save are lost. If you already saved your changes, you cannot cancel them, although you can edit them if you have the applicable access rights.
Send e-mail about a timecard
Select Actions > E-mail. Workforce Central interacts with the e-mail system defined in the Setup Application.See “Sending E-Mail About a Timecard” on page 26 for more information.
Calculate timecard totals
Select Actions > Calculate Totals. The system calculates and displays the totals in the timecard but does not send the changes to the data-base.
Edit a punch Click the punch to edit and select Punches > Edit.The Edit Punch dialog box opens. This is where you can change the time zone, apply an override, or cancel automatic deductions.Note: To change a punch time, enter the corrected time directly in the cell.
Common Timecard Tasks
20
Move a pay code amount
Click the amount to move and select Amounts > Move.The Move Amount dialog box opens. This is where you can change the pay code, amount, effective date, or transfer an amount.
Change timecard data in a locked pay period
Select Historical Edits > Add.The Add Historical Amount dialog box opens. This is where you can assign pay code edits to your time or money in a signed-off or locked pay period. See “Modifying Previously Submitted Timecards” on page 23 for more information.
Add a comment to the timecard
Click the appropriate pay code, punch, or amount and select Comment > Add.The Add Comment dialog box opens and you can select a comment to apply to the pay code, punch, or amount.
Signoff or approve timecard
Select Approvals > Approve or Signoff.See “Approving Your Timecard” on page 22 for more information.
Add a row Select the Add Row icon.
Delete a row Select the Delete Row icon.
Task Procedure
21
Common Timecard Tasks
Entering Time Off To enter time off, such as sick or vacation time, select a pay code that describes the time not worked and enter the appropriate amount of time to that pay code. You can enter the time in decimal format (8.50) or hours and minutes (8:30).
The way that you enter time off in an hourly timecard is different from the way you enter time off in a project timecard.
In an hourly timecard, you enter the amount of time in the Amount column instead of entering in-punches and out-punches for the time not worked. You can-not have punches in the same row as amounts.
1. Click the down arrow in the Pay Code column, and select the appro-priate time-off pay code from the drop-down list.
2. Enter the number of hours in the Amount column. 3. Select Actions > Save.
Because a project timecard does not contain punches, you enter time off in the same way you enter worked time:
1. Click the down arrow in the Pay Code column, and select the appropriate time-off pay code from the drop-down list.
2. Enter the number of hours in the applicable date column. 3. Select Actions > Save.
Common Timecard Tasks
22
Approving Your TimecardThe Timecard component of the Workforce Central Suite accommodates two types of approvals. Your access to these approvals is based on your company’s policies and your access rights. See your Workforce Central administrator for information about the approval process at your company.
The two types of approvals provided by the Workforce Central Suite are:
• Approval—Depending on your company’s timecard approval pro-cess, you may have several review and approval cycles. For exam-ple, you, your supervisor, and your department manager could each approve the timecard. Each approval is recorded in the timecard’s Audits tab and Signoffs & Approvals tab, which are visible at the bottom of the Timecard workspace. Depending on how the approval process is configured for your company, you or someone else may be able to change a timecard after you approve it.
• Signoff—Signoff can only be made for the previous pay period. It prevents the timecard from further edits and approvals. Only one person can sign off on a timecard.
Approving your timecard prevents you from editing your timecard. The approval does not, however, affect Time Stamps. To approve your timecard:
1. Select the Previous Pay Period from the Time Period drop-down list.
2. Select Approvals > Approve.3. Click Save.
23
Common Timecard Tasks
Modifying Previously Submitted Timecards Changes made to a timecard in a signed-off or locked pay period are called historical edits. For example, if you earned vacation time in the past and an error was made in the vacation hours charged, you may be able to enter an historical edit to adjust the amount of time.
At many companies, only managers or certain administrators can make historical edits. At other companies, employees can change previously submitted timecards. If you have the access rights needed to make histor-ical edits, you can adjust the time charged in the past and do one of the following:
• Include the amount in the current period totals. The edit is made to the historical period and included in the current pay period.
• Do not include the amount in the current period. This type of edit is used to keep an accurate record of corrected time or money only in the historical period.
Depending on your access rights, you can add, delete, or move historical edits as follows:
1. Select the Current Pay Period from the Time Period drop-down list.
2. Select Historical Amount > Add, Delete, or Move.
3. Enter, add, subtract, or move hours in the Historical Amount dialog box and click OK.
Historical edits automatically appear in the Audits, Pay Code Moves, and Historical Amounts tabs at the bottom of the Timecard workspace.
You can only make historical edits to pay code amounts. Historical dura-tions are not supported. You cannot make historical edits for the current period.
Common Timecard Tasks
24
Obtaining Information About Your Accrual BalancesAccruals are amounts of time that you earn for events such as personal, vacation, and sick time. You might also accrue money for items such as bonuses, travel allowances, or uniforms. The Accruals tab is located at the bottom of the timecard. Click the tab to view your accrued time or money. You cannot edit or change accruals in the timecard.
The following information is included for each type of accrual:• Accrual Code—The code that identifies and holds the type of
accrual balance, such as vacation, sick, or floating holidays.• Accrual Code Type—The unit associated with an accrual code.
Accrual codes are measured in days, hours, or money.• Period Ending Balance—The current pay period ending balance
for the accrual code.• Furthest Projected Taking Date—The furthest date in the future
where time or money affecting this accrual code may be scheduled.• Projected Debits—The total amount of time or money scheduled
to be used between the end of the visible pay period and the Fur-thest Projected Taking Date.
• Projected Credits—The total amount of time or money scheduled to be granted between the end of the visible pay period and the Fur-thest Projected Taking Date.
• Projected Balance—The balance for the accrual code on the Fur-thest Projected Taking Date, including projected credits and debits.
• Balance Without Projected Credits—The planned future balance without the projected credits.
Notes
• Projected credits are based on fixed grants not earned grants. A fixed grant defines periodic accrual increases in preset amounts. An earned grant uses one or more pay codes to calculate the amount to credit an accrual balance.
25
Common Timecard Tasks
• The Workforce Central system calculates the accrual information from the last day in the selected time period, which is also the day of the period-ending balance. Accrual totals are updated after the timecard is totaled.
• If hours have accrued, but the employee is still in a probation period, the employee’s probation status is indicated in the hour or money values.
• The location of the timecard cursor has no effect on the totals shown.
Printing a TimecardTo print the timecard shown:
1. Select Actions > Print.
2. Click Yes when you see the warning, “An applet would like to print. Is this OK?”
3. Click Print in the Print dialog box.
The system prints the timecard grid and the table that is visible at the bot-tom of the Timecard workspace (for example, Totals, Accruals, Com-ments, or Audits). All rows are printed, including those that might be hidden by scrolling.
Printing the Timecard ScreenYou can also print only the portion of the timecard that appears on your screen:
1. Select Actions > Print Screen.
2. Click Yes when you see the warning, “An applet would like to print. Is this OK?”
3. Click Print in the Print dialog box.
The system prints only the areas that are visible on your screen.
Note: If you use the browser’s Print command, only the Workforce Cen-tral navigation bar is printed.
Common Timecard Tasks
26
Sending E-Mail About a TimecardYou can access your company’s e-mail system to send a message about your timecard without leaving Workforce Central.
1. Display your timecard and select Actions > E-mail.
The e-mail dialog box opens with the following information about the visible timecard in the Subject area:
- Employee name- Employee ID number- Time period
2. For example, the following Microsoft Outlook dialog box opens if you are JA Adams whose ID is 101 and you want to send a message about your timecard in the previous pay period.
3. Enter the recipient’s e-mail address, a message, and send the mes-sage.
After the recipient receives your message, he or she can logs on to the Workforce Central system and accesses the timecard.
27
Viewing Your Schedule
Viewing Your ScheduleThe Totals & Schedule tab displays the starting and ending times sched-uled for the timeframe visible in the timecard. When you select a cell in the timecard grid, the correct day and schedule is highlighted in the Schedule section.
An x after the date indicates that there are additional scheduling details that are not visible in the Timecard workspace. These details include scheduled labor account or work rule transfers. These scheduled transfers appear in purple in the Timecard grid.
You can only view your schedule; you cannot edit it. Only your manager can change your schedule.
You can also view your schedule report as follows:
1. Click My Reports on the navigation bar.
2. Select My Schedule and the specified time period.
3. Click View on the menu bar
Schedule
Viewing Your Reports
28
Viewing Your ReportsAccording to your company's requirements and your access rights, you may be able to access the following three reports about your own time:
• My Accrual Balances and Projections—Shows the selected period of time, starting accrual balances, earnings, credits or both, takings, debits or both, and ending accrual balances projected to the furthest planned taking date.
• My Schedule—Shows the selected period of time, shift start and end times, scheduled transfers to nonhome labor accounts, work rule transfers, shift codes, shift totals, and comments.
• My Time Detail—Shows detailed information about the hours you worked during a specified period of time, including start and stop times or durations with associated labor levels and pay codes.
To view or print a report:
1. Click My Reports on the navigation bar.
2. Select the report and the specified time period.
3. Click View or Print on the menu bar.
