Review Calculated Times Graphically in Time and Attendance

This document explains how you in a bar graph review various types of time that are calculated for a particular period per employee, department or planning area.

Outcome

You have an overview of the amount of attendance, absence, overtime, flextime and missing time that was created for a particular period per employee, department or planning area. You also see how long the schedule time was for this period.

You understand how these times relate to each other. This means that you for example know whether a particular department has worked a lot of overtime or has a lot of absence time for the period.

You can for example use this information when researching why a particular department has worked so much overtime for the period.

Before you start

The starting conditions listed in Calculating Times in Time and Attendance must be met. You must have completed the process and calculated times.

Follow These Steps

This instruction assumes you are using sorting order 1 (times displayed per employee). You can also enter inquiry views 2 = Department or 3 = Planning area.

  1. Start 'Calculated Time. Display Graphical' (TMS430/B).

  2. Select one of the following alternatives:

    • Go to step 3 to change the color of the time bars, the calculated times to be displayed and the format in which they are to be displayed.
    • Go to step 6 to review calculated times.
  3. To change the color, times to be displayed and display format, Press F13. Enter on the P panel the colors to be used for the bars by selecting from the preset alternatives.

    The bars represent: 1 = Schedule time, 2 = Attendance time, 3 = Absence time, 4 = Overtime, 5 = Flextime, 6 = Difference.

  4. Enter whether you want the times on the E panel to be displayed in hours and minutes or hours and hundredths of hours in the 'Display time in hours and minutes' field.

  5. Enter the calculated times to be included in the selection on the E panel in the 'Include time from history' field.

    Valid alternatives:

    • Only active transactions, that is calculated times that have not yet been transferred to payroll/history.
    • Both active transactions and those transferred to history and a payroll system.
    • Only transactions that have been transferred to history and a payroll system.
  6. To enter the employee and time period, enter the employee whose calculated times you wish to review on the B panel.

  7. Enter the start date for your selection in the 'Schedule date'.

  8. Enter an end date for your selection by selecting one of the 'Days', 'Weeks' or 'Months' fields and by entering a value in the 'Period length' field. Press Enter.

    These two selections combine to determine the end date of the selection. For example:

    • You select 'Days' and enter value '3' in the 'Period length' field.
    • The end date is three days after the start date.
  9. To review the bar diagram of calculated times, review the listed times on the B panel.

    • Bars for the following times are displayed:
    • Schedule time (the time to be worked by the employee according to his/her calendar)
    • attendance time
    • absence time
    • overtime
    • flextime (positive or negative flex that is created for an employee and the specified time period)
    • missing time (the schedule time that has not been accounted for by an employee's clocked times).
    • The number of calculated hours is displayed below each bar.
    • The bar's percentage of the schedule time is displayed on the vertical axis.
  10. After reviewing listed times, go to step 13.

  11. To review another time period's calculated times, press 'Page Down' to review a later period or 'Page Up' to review and earlier period.

    The periods immediately after or before the current period are displayed. The period length remains the same.

    Note: The schedule date entered in the 'Schedule date' field on this panel limits the 'Page Up' functionality in that you cannot review times belonging to an earlier schedule date than that specified in the 'Schedule date' field.

    If required, go to step 9.

  12. To review another employee's calculated times, press F8 to review the times for an employee having a higher employee number than the current employee or F7 for one having a lower number.

    Times are displayed for the same period.

  13. To select action after review, select one of these alternatives:

    • Press F3 to end the program if you have completed your tasks.
    • Go to step 11 to review times for the same employee but for a time period in the future or past.
    • Go to step 12 to review times for the same time period but for another employee.
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