Define Employee Information in Time and Attendance

This document explains how you create an employee record that contains such information as where in the organizational hierarchy the employee works, the schedule on which the employee's calendar is based, and the methods by which the employee's time is calculated (for example, whether the employee has the right to flextime).

The employee is not able to clock in or out if an employee record does not exist for him/her in 'Person. Open' (CRS530).

Note that this instruction also can be used to register employees within the component groups Manufacturing Order Processing and Maintenance.

Outcome

An employee record is created and can be reviewed in 'Person. Open' (CRS530). The file containing information about the employee (CEAEMP) is updated.

After having created an employee record, the employee can begin to track his/her time by clocking in and out. The information in this record determines the method(s) by which the employee's time is calculated. All calculation programs that deal with employee time will refer back to this record.

Before you start

Follow These Steps

  1. To enter employee information, start 'Person. Open' (CRS530).

  2. On the B panel, set the panel sequence.

    This instruction is based on panel sequence EF.

  3. Enter the number of the employee and press New.

    (CRS530/E) is called.

  4. On the E panel, enter the name of the employee (required) and your ID in the 'User' field.

  5. Enter whether the employee is to be used in Time and Attendance, Service and Rental, Manufacturing Order Processing, Time Accounting and Plant Maintenance and whether he/she is an active employee.

  6. Define where this employee works hierarchically by entering the facility (required), work center, department (required) and planning area (required).

  7. Enter the work schedule number (required), the date from which it is valid (required) and the start week.

  8. Enter the employee's card number and PIN code as well as his/her various phone numbers.

    Card numbers help manage work order operations when, for example, starting or stopping an operation.

    Press Enter. (CRS530/F) opens.

  9. On the F panel, enter the Time and Attendance employee group to which the employee belongs (required) and how operation times should be calculated.

  10. Enter the overtime method and number of minutes.

  11. Enter flextime method.

  12. Enter the time types to be used for flextime, calculated attendance (required), actual attendance and missing time.

  13. Specify whether the employee has the right to utilize variable workdays and his/her time limit.

  14. Specify whether the employee is a piece rate worker and enter the cost center to which the employee is connected.

  15. Enter the automatic generation time type and the number of minutes to be generated as well as the run time and setup time types.

  16. Enter the 'Calculated to date' as well as the transfer date (these fields are required for new entries). Press Enter.

Parameters to Set

Program ID/Panel Field The field indicates …
(CRS530/E) Full name

… the name of the employee.

The last name should be entered first followed by a comma and the first name since it is used in sorting orders and for sorting.

(CRS530/E) User

… the ID of the person who last affected the current employee record.

You can use the M3 log function on this field meaning you can track the changes made to this record, that is, see who made changes to the record and when. (Use 'Settings – Security' (SES800) and 'Field Audit Trail. Perform' (SES110) to activate this function.)

(CRS530/E) Used in Time and Attendance … whether the employee is to be used in Time and Attendance.
(CRS530/E) Used in Time Accounting … whether the employee is to be used in Time Accounting.
(CRS530/E) Active employee

… whether the employee is active, that is to be included in calculations, printouts, etc.

An example of when an employee may not be active is when Personnel Management defines a new employee's information before he/she actually begins his/her new job.

(CRS530/E) Used in Manufacturing Order Processing … whether the employee is to be used in Manufacturing Order Processing.
(CRS530/E) Used in Maintenance … whether the employee is to be used in Maintenance.
(CRS530/E) Facility

… the facility to which the employee belongs.

Facilities are defined in 'Facility. Open' (CRS008)

(CRS530/E) Work center … the resource in which the employee's labor operations are performed.
(CRS530/E) Department

… the department to which the current employee belongs.

Departments can, for example, be used to block the access of employees that belong to particular departments to certain parts of Time and Attendance.

(CRS530/E) Planning area

… the planning area to which the current employee belongs.

Planning areas can, for example, be used to block the access of employees that belong to particular planning areas to certain parts of Time and Attendance.

(CRS530/E) Work schedule

… the schedule on which the current employee's calendar is to be based and created.

The employee's calendar is automatically created when you press Enter to proceed to the F panel and can be reviewed in 'Employee. Connect Calendar' (CRS510).

This field is used in combination with the 'Work schedule from date' field.

(CRS530/E) Work schedule from date

… the date from which the calendar is to be created.

This field makes it possible to change an employee's work time at any time during the year (from working days to nights, for example).

(CRS530/E) Start week – schedule

… the week in the schedule string from which the calendar is to be valid.

When you enter or delete a value in this field, the employee calendar is updated from the 'work schedule from date' to the end of the current year.

If the first week in the schedule string is to be used as the starting week, leave this field blank.

(CRS530/E) Card number

… the ID of the card that the employee received for identification during reporting via the reporting terminal.

This card number is specific for both the employee and company.

(CRS530/E) PIN code … PIN code of the employee's card.
(CRS530/F) Employee group – Time and Attendance

… the employee group to which the employee belongs. This group defines the employee's authorization level.

Employee groups are defined in 'TIM Employee Group. Open' (TMS120).

(CRS530/F) Operation include Time and Attendance

… whether operation time should be calculated irrespective of employee attendance.

The valid alternatives are

0 = Always calculate operation time

1 = Only calculate operation time for the times that the employee is present.

(CRS530/F) Calculation method – overtime

… how overtime is to be calculated for the employee. This method functions in combination with the specified conditions in 'Work Hour Group. Connect Time Type' (TMS110) and 'Settings – Time and Attendance' (TMS950).

The valid alternatives are

0 = No overtime is calculated

1 = Overtime is calculated according to a completed work hour measurement for each scheduled day

2 = Overtime is calculated beyond the specified flex limits for the employee. The 'Calculation method – flextime' field must contain 1 for this method

3 = Overtime is always calculated after ordinary work hours.

(CRS530/F) Minimum overtime per day … the number of overtime minutes that the employee must work per day before overtime is generated.
(CRS530/F) Calculation method – flextime

… how flextime is to be calculated for the employee.

The valid alternatives are

0 = Employee does not use flextime

1= Flextime calculated according to flextime schedule

2 = Standard flextime.

If alternative 1 is used, flextime is generated from the flextime limits created in (CRS525). Each clock-in/out is checked against the limit values and reconciled with the work hour definition in (CRS505) for the respective day.

If alternative 2 is used, the total present time is daily reconciled with the scheduled time and the difference is generated to the flextime balance.

(CRS530/F) Time type for flextime

… the time type to which calculated flextime is to be connected.

This time type must be defined as time category 5.

(CRS530/F) Time type calculated attendance

… the time type to which calculated attendance is connected.

This time type must be defined as time category 3.

(CRS530/F) Time type actual attendance

… the time type to which actual attendance is connected.

The actual attendance time is the time that an employee is present, regardless of what his/her schedule and other definitions indicate for them.

This time type must be defined as time category 0.

(CRS530/F) Time type missing time

… the time type to which missing time is connected.

Missing time is any time that is left over after the time calculation subtracts the employee's in/out records from his/her scheduled time if no reason for absence has been specified.

This time type must be defined as time category 6.

(CRS530/F) Variable workday

… whether the employee has the right to vary his/her workday.

This means that employee can affect his/her starting and finishing times but that the number of hours that the employee is to complete per day (as defined by his/her calendar) is not affected or changed.

The valid alternatives are

0 = No

1 = Yes.

The employee only has the right to utilize the variable workday functionality if he/she clocks in/out using ordinary time.

(CRS530/F) Time limit variable workday

… the number of minutes by which the employee's clock-in must differ from the start of his/her ordinary work hours before the variable workday function is activated.

This field is used in combination with the 'Variable workday' field.

(CRS530/F) Automatic generation time type

… a user-defined time type attached to a number of minutes to be generated each day that the employee is in attendance.

Example

This can be useful for companies that apply a certain number of minutes worked daily to compensate for company holidays.

(CRS530/F) Number of minutes … the number of minutes generated per day for the time type specified in the 'Automatic generation time type' field.
(CRS530/F) Time type run time

… the time type to which run time is connected.

This time type must be defined as time category 0.

(CRS530/F) Time type setup time

… the time type to which setup time is connected.

This time type must be defined as time category 0.

(CRS530/F) Piece rate paid

… whether the employee is a piece rate worker.

The valid alternatives are

0 = No

1 = Yes.

(CRS530/F) Cost center … the cost center to which the employee is connected.
(CRS530/F) Calculated to date

… the date to which date the employee's times have been calculated in Time and Attendance.

When entering an employee record for the first time, enter the date before the employee will actually start his/her employment. Subsequently, the field will automatically be updated and must not be changed manually.

(CRS530/F) Latest transfer date to history/Pay

… the date to which the employee's time transactions have been transferred to the history or payroll.

When entering an employee record for the first time, enter the date on which the employee starts his/her employment. Subsequently, the field will automatically be updated and must not be changed manually.

Related topics