Checking, Adjusting and Approving Calculated Times in Time and Attendance

Outcome

You have reviewed and adjusted the results of the time calculation. This means that:

• There are no incorrect clocked transactions for the time period and the employees included in the calculation. Incorrect transactions are those that were included in the calculation but were not the basis for calculated times since the transactions are missing time or contain incorrect times.
• All the calculated times are approved in accordance with the company policies and the rules for each employee.

The approved times can be transferred to history and a payroll system. This is done in 'Approved Time. Transfer to Pay/History' (TMS800).

See each underlying instruction for the files affected.

Before you start

• The starting conditions listed in Calculating Times in Time and Attendance must be met. The process must also be completed and times must be calculated.
• You must have the authorization to change data in Time and Attendance. This means that the 'Change permitted' field in 'User. Connect Authority' (CRS545/E) must be activated. See Define User and User Authorization in Time and Attendance and Manufacturing Order Processing.
• If you plan to approve times, you must have the proper authorization, that is, the 'Authorized to approve' field in 'User. Connect Authority' (CRS545/E) must be activated. See Define User and User Authorization in Time and Attendance and Manufacturing Order Processing.

Follow these steps

Note that this is only a description of the stages of the process. When you work practically you will work with more than one stage at a time. After this section, a practical workflow and a summary of the programs that can be used are suggested.

1. Review

   Review the times that are calculated. If any times seem unclear, you should research why they look the way they do. Examples of how to do this:

   • Review the clocked transactions that are the basis for the calculated times.
   • Review the various settings (for example, schedules, employee calendars, and overtime time definitions) that determine how times are calculated.
   • Speak to the employee about why his/her clocked transactions look as they do.

2. Adjust

   Make necessary adjustments. Examples of how to do this:

   • Create new, delete or change existing clocked transactions.
   • Reverse a group of calculated times.
   • In some cases, adjust settings (overtime rights for example).

3. (Re)calculate

   Recalculate the times when you have made changes. For information on calculating times, see Calculating Times in Time and Attendance.

4. Approve

   Approve all calculated times. You can approve:

   • Times from a list, either each time individually or all times displayed on the panel.
   • All times that are calculated for an employee and a seven-day period.

   If needed, you can print a record with the calculated times in 'Calculated Time. Approved' (TMS500) and let the employees themselves also approve the calculated times.

   For more information on approving times, see Approving Calculated Times in Time and Attendance.

Suggestion for practical workflow

1. Review/Approve Calculated Times

   Review the calculated times in 'Calculated Time. Update' (TMS220). Immediately approve the times that meet the criteria for approval.

2. Review Clocked Transactions

   You should research the cause of any ambiguous calculated times (for example, if missing time has been created or a lot of overtime has been calculated for an employee that does not have overtime rights). This is done in 'Clock In/Out Transaction. Open Schedule Day' (TMS215) by reviewing the clocked transactions that were the basis for the calculated times.

   Alternatively, you can also:

   • Start 'Calculated Time. Approve On-screen' (TMS230) to review the clocked transactions together with the calculated times. If you want to adjust the transactions, you must run (TMS215). If you do not want to adjust the transactions you can immediately approve the times that have not yet been approved.
   • Review schedules, flex schedules and time definitions in 'Clock In/Out Transaction. Display Schedule Day' (TMS310).
   • Discuss the ambiguities with the employee.

3. Select Action after Review

   You can select to:

   • Not make any changes. (Note that you must approve the times that you did not immediately approve.)
   • Adjust clocked transactions.

     If necessary you can adjust clocked transactions in (TMS215). You can for example, create new, delete or change transactions.

   • Delete calculated times.

     If necessary you can delete calculated times either one by one in (TMS220) or a group of times in 'Clock In/Out Transaction. Reverse' (TMS420).

4. Recalculated Times, Review and Approve

   If you have made changes to or deleted calculated times, you should in most cases recalculate time. This is done in (TMS230). You can also review and approve the calculated times in this program.

   Alternatively, if you need to recalculate times for an entire group of employees, use (TMS400). For more information, see Calculating Times in Time and Attendance.

5. Search for Incorrect Clocked Transactions

   If you have not made any changes, do a last check of the time calculation by searching for incorrect clocked transactions (status 10). This is done in 'Clock In/Out Transaction. Update Incorrect' (TMS240).

   • If you find any incorrect transactions, return to activity 2.
   • If you do not find any incorrect transactions, the review is complete and the calculated and approved times can be transferred to history and a payroll system.

Program overview

This table shows the programs that can be used for this process and what they are used for.