Calculate Times by Specifying a Selection in Time and Attendance

This document explains how you specify a selection of employees for whom you wish to calculate clocked times in Time and Attendance. You also specify the latest schedule date that the times should have been clocked to be included in the calculation as well as the time that the calculation is automatically to be performed.

Outcome

Times are calculated according to your selection.

Calculated times should be reviewed before being approved. There are a number of programs used to review calculated times. For more information, see Checking, Adjusting and Approving Calculated Times in Time and Attendance.

Before you start

  • The starting conditions listed in Calculating Times in Time and Attendance must be met.
  • If you use departments as selection criteria, departments must have been created in 'Department. Open' (CRS080).
  • If you use planning areas as selection criteria, they must have been created in 'Planning Area. Open' (CRS085).
  • If you use employee groups as selection criteria, they must have been created in 'Employee Group. Open' (TMS120).

Follow these steps

  1. Start 'Calculated Time. Generate' (TMS400).

  2. Enter the last date that times must have been clocked to be included in the time calculation on the E panel.

    All times that were clocked after the last time calculation and up to the date specified in this field will be included in the calculation. You can view the last date times were calculated for each individual employee in the 'Calculated to date' field in 'Person. Open' (CRS530).

  3. Enter, if necessary, a selection of departments, planning areas, employee numbers and/or employee groups whose employees are to be included in the calculation.

    All of the company's employees will be included in the calculation if you do not specify a selection.

  4. Enter the time you wish to automatically calculate times in the 'Start time' field. Press Enter.

    Times are specified in the HHMM format.

    If you start the program on August 1 at 4 p.m. and you specify '16:30' in this field, the calculation will take place at 4:30 p.m. on the same day. If you specify '08:00' on the other hand, the calculation will take place at 8 a.m. the next day.

    Note that only times that have been ended, that is, clocked out, will be included in the calculation. Example:

    • An employee's schedule times are 8 a.m. to 5 p.m.
    • The calculation takes place at 3 p.m.
    • If the employee is still clocked in, no attendance time will be calculated.
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