CPAA – Data entry - Time management

Grade Employee This WSR indicates the hours of work per week as well as the hours of work per day for this work schedule. All CPAA members use the Exception / Planned Time Evaluation Name of work schedule rule (WSR) SCHEDULE Days of the week are represented by the following letters: M = Monday T = Tuesday W = Wednesday H = Thursday F = Friday S = Saturday Sunday is not included as no CPAA employee’s are scheduled to work on Sundays. (exception – Office in tourist area out east during summer) 2

Group Lease employee The WSR for groups offices includes hours based on survey and available hours. Example: 14/10M-H4F5S3 (14 survey and 10 available - 4 hours for each day from Monday to Thursday, 5 hours on Friday and 3 hours on Saturday). Term employee Term employees have a WSR of ‘TERM” (0 hours) 3

Example: An employee with a regular schedule of 15 hours (works daily 12:00 to 15:00), on one of those days he works 5 hours more. A full report must be filled out for the hours worked during these days. It is not enough to indicate the additional hours. Therefore the employee records on the time sheet the additional hours 06:00 to 11:00 as well as his regular schedule 12:00 to 15:00. Any change or deviation from the assigned work schedule is entered as “exception” in the time report which includes: Absences Attendances (including hours on acting and replacement assignment) Time exception report 4

Verification of Time reports Identify and correct missing information or errors that may affect the employee’s pay or may stop the processing of the data of the Time Report.  Verify that the Post Office Name, the Province, the Postal Code and the Telephone Number information are reported correctly on the first line of the Time Report.  Verify if Pay Period and Dates for Week 1 and Week 2 are entered where there is exception reported on Time Report.  Verify if Name and or Employee ID Number are reported on second line of Time Report.  Verify if the Employee Type is reported on Time Report.  Verify if there are any missing codes in the Absence or Attendance Code Column.  Verify in the Assignment Column if the Acting (A) Code and/or Replacing (B) Code are reported when a Position Number is entered. 5

Important links to the Performance Optimization site Maintaining Time for CPAA Employees SAP GUI XT - CPAA Time Evaluation: CPAA Error Messages and Warnings Quota Overview (PT50) PT40 (R/3) Display Error/Warning Log for an Employee PT40 (R/3) Display Error/Warning Log for an Organizational Unit PT40 (R/3) Display Error/Warning Log for a Cost Centre PT40 (R/3) Delete Warning Message PT_ERL00 (R/3) Display Time Evaluation Messages PT_ERL00 (R/3) Create edit or delete a variant Recording Time for Work Options Request for a new schedule and/or modification to existing schedule Acting Process 6

Click Internet Explorer to access 7

The site 9

How to Access Performance Accelerator Website (PAW) 10

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Click SAP Launch to access the SAP system 20 Do not use Portal to do Time entries

When you Go Live, you must select R/3 Production. SR0 is strictly for todays training. 21

1 - Enter User ID and password. 2 - Press Enter 22

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The data entry profile is already pre populated with the CPAA-S profile. Other profiles are used for time entry for other employee groups. Enter employee’s id number and the date for week in question. 24

Select Enter Time 25

1 – Tombstone Data 2 – Schedule changes – substitutions 3 – Exception Time Entries

Cost Ctr. – Cost centre A/AType – Absence or attendance code OT – indicate Overtime to be banked FS – Field Support Duties I – Indicator for Acting to be identified Position – Position number (Position number for acting or replacing. Position number is used to determine rate of pay only.) 27

1 – enter start and end time of shift and unpaid break as above 2 – Click on Save substitutions Note: The radio button is only used to modify or delete a substitution. Creating a substitution

Schedule has now changed and substitution information is greyed out. 29

Click radio button for day you wish to modify and then select Modify Day Modifying a substitution 30

Row becomes white and allows you to make change. Modifying Break and then selecting Save Substitutions 31

New break time is saved. 32

Click radio button for day you wish to delete and then select Delete Day Deleting a substitution 33

Employee’s regular schedule is now back 34

How to record vacation for entire week. 1 - Enter absence code Highlight entire row 3 - Select target hours Recording a Full week absence 35

Entire row populates hours, now you can: 1- Scroll to previous or next week to enter more exceptions if required. 2 - Save your entries 3 - Enter Next Employee

If you wish to delete entire week of data, highlight row and select delete icon Deleting line of Data 37

Standard message appears, click on green check mark. 38

Hours are removed, now click save icon 39

Time entries are now cleared 40

For Full day absence you only need to record the total hours For partial day absences or attendances, you need to record the actual start and end times using the « from » and « to » fields. Recording absences / attendances 41

When you press enter on your keyboard, the hours for the day are populated accordingly. Now save your entries by selecting the save icon. 42

The save message appears 43

Training is recorded for a full day as well as for a partial day. 44

Enter 9000 and then select drop down button in column « F » Recording field support duties 45

The field support premium ID appears. Click green check mark. 46

01 populates in column « F », you can either enter 01 directly or use drop down button. You can enter hours for part of the day or for the whole day. 47

This Part Time Employee will be acting in a position that begins at 8:00 for the complete week. Notice the schedule begins at 7:00, therefore substitutions are required Recording acting hours 48

Step 1 - Substitutions are created as above. You then select Save Substitutions Step 2 – A - Enter code 9000 B - Acting indicator + sign in column « I » C - The position # they are acting D - Record the hours worked as per the schedule E – Click on save icon As per article 40, acting hours must be a minimum of 8 hours 49

This Term employee will be replacing in a Part Time position. Notice that no schedule exist for Terms. Substitutions are required for all days employee is replacing. Recording replacement hours 50

Step 1 - Substitutions are created as above. You then select Save Substitutions Step 2 – A - Enter code 9000 B - The position # they are replacing D - Record the hours worked as per the schedule E – Click on save icon 51

1 – Use attendance code – Record hours worked using « from » and « to » fields Note: If overtime is to be banked as comp time, record 1 in the column « O » Recording / banking Overtime OT hours are recorded for Monday (01/30) and Saturday (02/04) as paid hours. Hours on Friday (02/03) are to be banked. 52

Substitutions must be created for a day where a Part Time does not normally work. A substitution must be created if the regular schedule is outside of the hours that are reported (Start time or finishing time) 53

Insert cannot be made due to collision – Why does this happen? 54

You have an entry and you want to change the schedule. Follow the steps in the next slides to avoid « collision » from happening. 55

You have an entry and you want to change the schedule. First, you need to delete the entry. Remove the position # & hours, then click on Save. 56

The save message appears 57

You must exit from this screen, therefore click on « Enter Next Employee ». 58

You must exit from this screen as well, therefore click on « Return to Main Launch Pad ». 59

Now you must wait for approximately 5 minutes before returning to the data entry screen to create your substitution to change the schedule. During this waiting period, you may wish to proceed to do an entry for another employee. 60

After the waiting period, return to data entry screen and create a substitution as explained on pages 28 and

The substitution has been saved 62

The attendance code and position # and hours being replaced must be indicated as above. And select save. 63

The entry has been saved 64