Last Update: |
04/23/08 5:30 PM | ||
Record Working Time |
ESS | ||
Update the following table as necessary when this document is changed.
Perform this procedure to maintain your time sheet.
Business Process Procedure Overview |
Employee Self-Service (ESS) enables employees to perform their own administrative tasks in support of life and work events.
The Record Working Time service is located in the 'My Working Time' Workset in ESS. Employees will use this service to enter their Time Sheets.
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Procedure:
1. Start all ESS applications by logging on to the BEACON Portal.
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2. Update the following required and optional fields:
Field Name |
Description |
R/O/C |
Values |
The NCID is used by all NC State employees to access SAP |
R |
Enter value in NCID. Example: zsapxss0001 | |
The employee's system pasword |
R |
Enter value in Password. Example: ******** |
Information: After the initial log-on, there will be no additional log-on prompts to access business functions due to Single Sign-On (SSO).
Information: After the user is logged on, the business packages and tabs on the main page will vary by the user, depending on their roles and authorizations. For example, only managers will see a tab on their screen for My Staff (MSS) when they log on to the portal.
Critical: When using web applications that maintain or create data, always ensure you leave the application (or log off) when you complete your work. This will prevent record locking.
4. After logging on, the user will be defaulted to the BEACON Home Page.
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5. Click the My Data (ESS) 
tab.
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Information: The Overview page shows all the available Worksets in ESS. A Workset is a grouping of web applications by functional area (e.g. Benefits, Time Management, etc.).
6. Users can go to the next level of navigation, the Area page, by selecting the Workset in three possible actions. Select the Workset, 'My Working Time,' by performing one of the following functions:
Activity |
Notes |
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Select the Workset tab. The Workset tabs are located below the Business Package tab (i.e. ESS, MSS, etc.). |
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Click the icon for the Workset, 'My Working Time.' |
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Click the main hyperlink for the Workset, 'My Working Time.' |
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Information: The Area page includes all the associated web applications for that Workset, the links to access the applications, and a short description of each application (if applicable).
7. To go to the Record Working Time service, click the hyperlink 
.
Information: The text below the hyperlink 'Record Working Time' is dynamic and displays messages depending on the status of your time sheet:
· Your time has been approved up to a defined date
· You have rejected time
· Your work days in which you have recorded time have too many hours
· Your work days in which you have recorded time don't have enough hours
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Information: To hide or display the Calendar, click the hyperlink 
or 
Information: To hide or display the Worklist, click the hyperlink 
or 
8. The work days have a color code to represent atypical time recording. The color code is reflected on the calendar and the time sheet:
Color/Code |
Notes |
RED |
This indicates the Supervisor (or Time Administrator) has 'Rejected' your time for this working day. The employee should take action (i.e. resubmit the time) as soon as possible. |
PINK |
This indicates the time has not been 'Released' for approval. The Supervisor (or Time Administrator) cannot approve time until it is released. |
BLUE |
This indicates the time recorded for that day exceeds the amount of daily work hours defined in the Work Schedule Rule. |
Information: The calendar is interactive with the time sheet in the lower section of the screen. For example, you can click a day in the calendar and the time sheet is refreshed to display that period.
Information: Users can also navigate to other periods by scrolling back and forward. 
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Additionally, a specific date can be entered and then click 
to go to that period.
9. Go to the applicable period and enter time into to the time sheet.
10. If you are recording time to Charge Objects, expand the worklist. The charge objects assigned to you will be displayed.
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11. To add the charge objects to the time sheet, select the row from the worklist and click 
13. Enter your hours in the applicable cell for the work day and the A/A Type and Premium combination previously selected.
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Activity |
Notes |
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Use this button to delete an entire row in the time sheet. Note: Approved time cannot be deleted. To use, select a row in the time sheet. When the row is highlighted, click the 'Delete Row' button. |
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Use this button to save all time sheet data except hours. For example, if an employee charges the same A/A Types and/or premiums each period, it is useful to save this data as a template. This data will default into the time sheet. To use, enter applicable time sheet data and click the 'Save as Template' button. Only one template can be saved. So, if you save another template, the previous template will be over-written. |
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Use this button to: 1.) Validate if the time data was recorded accurately. If applicable, an error or warning message will be issued. 2. Refresh the time sheet. For example, if a row is deleted, you will need to refresh to see the correct total. To use, see above examples and click the 'Refresh' button. |
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If |
Then |
You do not want to save the time sheet and wish to navigate back to the time sheet to make edits. |
Click |
You want to save the time sheet. |
Click |
You want to cancel all activity in the time sheet service and navigate back to the Area page (note: time sheet will not be saved). |
Click |
17. For the purpose of this exercise, click 
.
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Caution: When time is saved, employees have a subsequent step to 'Release' their time. Time cannot be approved unless it is released.
If |
Then |
You want to navigate back to the Record Working Times overview page to display or maintain additional time data. |
Click |
You want to navigate back to the My Working Time Overview page. |
Click |
You want to navigate all the way back to the main ESS Overview page. |
Click |
You want to Release your time for approval. Note: Time cannot be approved until it is 'Released.' |
Click
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Reference: BPP ESS-MyWorkTime_ReleaseWorkingTime
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