Automated Time Attendance and Production System (ATAAPS)

Automated Time Attendance and Production System (ATAAPS)
Air Force CSR Conference May 24, 2016 NOTE: This presentation can be printed in Notes Pages view for additional information. Integrity - Service - Innovation

Integrity - Service - Innovation
Agenda Welcome New Application Administrator Role Personnel Management Features Adding & Reopening Employees Assigning Leave Type Hours to Job Orders Inquiries & Reports Leave & Premium Requests Building Teams & Rosters Help Resources SCRs Q&A 7/21/2019 Integrity - Service - Innovation

CSR & CSR Application Administrator Role
DCPS Customer Service Representatives (CSRs): ATAAPS does not replace DCPS. ATAAPS is a time and attendance repository that feeds data to DCPS for payroll purposes. CSRs need to maintain their access to DCPS. CSRs are involved with ATAAPS each pay period when they: Run the DCPS Missing Time Report and SDA Invalid Transactions Report in DCPS Enter time directly into DCPS if needed based on the results of the above Reports Validate an employee’s profile in DCPS to ensure it matches what is in ATAAPS DCPS Customer Service Representatives (CSRs) with Application Administration: Application Administration (App Admin) is an ATAAPS permission and is granted by DISA DD2875s are required for each person that is going to be an App Admin App Admins will set Security Authorizations for other ATAAPS users Responsibility for collecting, reviewing and retaining DD2875s for assigning the Timekeeper role Permissions will be granted to others in accordance to the policies of each organization CSR App Admins will have an array of capability, including new Database permissions Q: Does ATAAPS replace DCPS. A: ATAAPS does not replace DCPS. ATAAPS is a time and attendance repository that feeds data to DCPS for payroll purposes. CSRs need to maintain their access to DCPS. CSRs will run the DCPS SDA Invalid Transactions Report and the DCPS Missing Time Report CSRs can enter time directly into DCPS if needed based on the results of the above Reports CSRs can validate an employee’s profile in DCPS to ensure it matches what is in ATAAPS The App Admin will be responsible for assigning the Timekeeper role Organizations will be responsible for tracking and maintaining the 2875 for Timekeepers according to the policies and procedures defined by each organization 7/21/2019 Integrity - Service - Innovation

CSR Application Administrator Role
More information on the AF requirements for collecting, reviewing and retaining DD2875s for Timekeepers is available. AFAFO SharePoint site APAN Site 7/21/2019 Integrity - Service - Innovation

Personnel Management Employee Profiles Labor Properties Tours Defaults & Favorites Injuries Adding Employees Closing Employees 7/21/2019 Integrity - Service - Innovation

Adding & Reopening Employees
Goodfellow Kessler Lackland Laughlin Randolph AETC Q: When should you use Employee Reopen versus adding the person in Personnel Management? A: Use Employee Reopen when an employee already exists in the database and is coming to your site from another organization within your MAJCOM. Note: Employee should be closed out at losing site before being reopened in gaining site. Employee Reopen 7/21/2019 Integrity - Service - Innovation

Adding & Reopening Employees
AFGSC ACC Barksdale Malmstrom Minot Warren Whiteman Beale Dyess Ellsworth Nellis Tyndall Q: When should you use Employee Reopen versus adding the person in Personnel Management? A: Build a person in Personnel Management when they are coming from one MAJCOM to another. If you get the message Duplicate SSN, check Employee Reopen to see if you can view the person. You can also check the Employee Information Inquiry to see if the person already exists. Note: You will only be able to see people in those UICs for which you have access. Q: What if you have just built an employee in Personnel Management and realize you have them on the wrong Team/Roster? A: DO NOT CLOSE OUT the employee. Go to Team/Roster Management, and select the Team/Roster to which the employee should belong, click the Employees link, then click the Assign button. Ensure the pay period that displays is the correct one for when the employee should be added to the new Team/Roster. Select the employee(s) to be moved to the new Team/Roster, then click the Assign button. The employees should now be in the correct Team/Roster for the next appropriate pay period. Q: What if you have just built a person in Personnel Management and you realize that one of the following is incorrect: Type Graded/Ungraded SDA ID A: DO NOT close out the employee. You will need to enter the person’s time directly into DCPS for the first pay period. You can make the changes to the erroneous entries for the second pay period. Note: Employee should be closed out at losing site before being built in gaining site. Build Profile in Personnel Management 7/21/2019 Integrity - Service - Innovation

Leave Type Hours & Job Orders
Leave type hours can be assigned to individual Job Orders This allows an organization to choose what leave type hours are valid vs. invalid for certain Job Orders and within the organization Invalid leave type hours will still be seen in the type hour drop down in the timecard, but will generate an error if the employee tries to save it Job Orders do not have to utilize ANY leave or premium type hours To ensure there cannot be any leave or premium hours charged, you have to configure the Job Order to not allow them i.e., FIAR Job Orders should not allow for ANY leave to be charged against them LD should not be used for Donated Leave LD should be removed from all Job Orders used Q: How do I assign or change the leave type hours for a job order? A: From the ATAAPS main menu, click the JOB ORDER link, then click the VIEW/EDIT link under the Leave Type Hour column for the Job Order you are editing. You will see the list of what is already assigned, and can click the ASSIGN button to assign more, or check those you wish to remove and DELETE. Q: What are some common errors people can expect? If an employee chooses a Leave Type Hour in the timecard that is not assigned to the Job Order that was chosen for the same line entry, the error “Invalid JON/TypeHour Combination” will appear in red. If an employee views the Labor screen and there is no timecard visible, but instead an error that reads “No Accounting Codes”, then the employee’s team is in a Work Center that has no Job Order associated with it for cost purposes. 7/21/2019 Integrity - Service - Innovation

Inquiries & Reports Inquiries Accessible from MAIN MENU Availability is based upon your permissions within your UIC Results will be based upon your permissions within your UIC and in other UICs Good summary of each in HELP Reports Available only to those with Reports Application assigned in Security Authorizations Should be used according to DISA recommendations Can be scheduled for a single point in time or recurring times Q: Why do I see people and information from other organizations? A: If you have permissions in other UICs, App Admin or otherwise, then you will be able to see across UICs when running certain inquiries. Other inquiries yield results that stay within the UIC which you ran the inquiry. Reports will only generate if you have the Reports Application authorization assigned to your ATAAPS user profile. Q: Why should I communicate with DISA if I want to generate reports? A: Some databases are so large that the system can easily time out or freeze up if you launch a report during a time of peak usage. DISA can assist in finding a proper time for you to run/schedule reports based upon interface run times and database size. Please refer to your ATAAPS Help section to find out the WHAT, WHEN & WHO for each inquiry and report. 7/21/2019 Integrity - Service - Innovation

Leave Request Tips: Must be pay period bound in order to avoid erroneous warning messages One Type Hour per Leave Request If you take ½-day of leave followed by a full day of leave – you need two Leave Requests Tours that cross over midnight should have leave entered on the day on which the tour starts Q: Leave Requests should only be for one pay period. A: You want to take Leave for 20-April-2016 thru 26-April You should create two requests: Request A should cover 20-April thru 22-April. Request B should cover 25-April thru 26-April. Q: Only one Type Hour can be used per Leave Request form. A: If you are going to take 4 hours of Annual Leave (LA) and 4 hours of Sick Leave (LS) in one day, you need to complete two Leave Request forms. Q: If you are taking part of a day of Leave followed by a full day off, create two Leave Requests. A: You want to take Leave starting on Thursday at 1200 and finishing on Friday at You should create two requests: Request A should cover from 1200 thru 1630 on Thursday. Request B should cover from 0800 thru 1630 on Friday. Q: Tours that cross over midnight should have Leave entered on the day on which the tour starts. A: You work a shift that begins at 2100 on Wednesday and finishes at 0500 on Thursday. If you want to take Leave from , then it should be recorded on Wednesday. 7/21/2019 Integrity - Service - Innovation

Leave Request Tips: If you select Annual Leave (LA) or Sick Leave (LS) and invoke FMLA, you need to select one of the FMLA Reason Codes on the Leave Request form and enter the corresponding Reason Code on your timecard If you select Sick Leave (LS) and then select a Family Friendly Reason Code for the Purpose (DE or DF) on the Leave Request form, you need to enter the corresponding Reason Code on your timecard A Purpose is required for Administrative Leave (LN) Supplemental Documentation must be collected, stored, and retained following your current business practices Q: How do I enter an FMLA Reason Code on the timecard? A: Follow these steps: Enter the Annual Leave or the Sick Leave time in the timecard. Click the Save button. Click the NtDiff/Haz/Oth button to expand the timecard. Click the Add link below the day with the LA or LS Type Hour. Select the appropriate FMLA Reason Code from the drop-down list. Click the Reason button to add it to the timecard and then click the Save button to save your entry. Q: How do I enter a Family Friendly Reason Code on the timecard? Enter the Sick Leave time in the timecard. Click the Add link below the day with the LS Type Hour. Select the appropriate Family Friendly Reason Code (DE/DF) from the drop-down list. Q: What Purpose is now required for Administrative Leave (LN)? A: This was primarily set up for the Type Hour codes PF (Physical Fitness – Air Force Only) and PH (Preventive Health – Everyone). Also allowed as Purposes for LN are the Union Representational Codes. PF is to be used by the Air Force for Physical Fitness. Q: Can ATAAPS store court orders, travel orders, doctor’s notes , etc. with the online Leave Request? A: ATAAPS does not have a way to take a scanned document and attach it to an online ATAAPS Leave Request form. Therefore, a site must follow its current business practices for collecting, storing, and retaining supplemental documentation. 7/21/2019 Integrity - Service - Innovation

Leave Request Warning Messages: Approved Leave Request does not exist for reported leave type hour will display when the employee has not created a leave request yet or the Certifier has not approved the leave request already submitted. Approved Leave Request XXXX does not match labor reported will display when the leave request is submitted and approved, but the timecard details and leave request details do not match. This mismatch could include number of hours reported, type hours reported, and even purpose and reason codes included. Q: What does it mean when I see the message: “Approved Leave Request does not exist for reported leave type hour.” in my Labor/Leave Review (Concur) screen? A: This Warning Message has two meanings: a). Approved Leave Request does not exist for the reported leave type hour – the employee submitted the Leave Request, but action has not been taken on it by the Certifier. b). Approved Leave Request does not exist for the reported leave type hour – the employee has not created the Leave Request to go with the Leave time entered on the timecard. Q: What does it mean when I see the message: “Approved Leave Request XXXX does not match labor reported.” in my Labor/Leave Review (Concur) screen? This Warning Message means that the timecard does not match the Leave Request for one of the following reasons: a). The Type Hour entered in the timecard does not match the Type Hour in the Leave Request (e.g., entered LA in the timecard; entered LS in the Leave Request). b). The time entered in the timecard does not match the time entered in the Leave Request (e.g., requested 2 hours off in the timecard; requested 3 hours in the Leave Request). c). Invoked FMLA and selected the FMLA Reason Code in the Leave Request. Entered the appropriate Type Hour and time in the timecard, but DID NOT enter an FMLA Reason Code in the timecard. d). Selected LS as the Type Hour and selected DE or DF as the Purpose in the Leave Request. Selected LS as the Type Hour and entered the appropriate time in the timecard, but did not enter DE or DF as the Reason Code on the timecard. 7/21/2019 Integrity - Service - Innovation

Premium Request Tips: One Type Hour per Premium Request Supplemental Documentation must be collected, stored, and retained following your current business practices Tours that cross over midnight should have premium time entered on the day on which the tour starts If you open an employee on the first Monday of the pay period, you will not be able to use a Premium Request by Pay Period for that pay period The Warning Message: “Approved Premium Request does not match labor reported” displays if you have a Premium Request created by Labor Date and by Pay Period for the same day(s) Q: Only one Type Hour can be used per Premium Request form. A: If you are going to earn 2 hours of Scheduled Overtime (OS) and 2 hours of Compensatory Time (CE) Compensatory Time Earned in one day, you will need to complete two Premium Request forms. Q: Can ATAAPS store court orders, travel orders, doctor’s notes and other documentation with the online Premium Request. A: ATAAPS does not have a way to take a scanned document and attach it to an online ATAAPS Premium Request form. Therefore, a site must follow its current business practices for collecting, storing, and retaining supplemental documentation. Q: Tours that cross over midnight should have Premium entered on the day on which the tour starts. A: You work a shift that begins at 2100 on Wednesday and finishes at 0500 on Thursday. If you want to take earn Premium time from , then it should be recorded on Wednesday. 7/21/2019 Integrity - Service - Innovation

Building Teams Timekeeper Responsibilities: Enter time on behalf of an employee if the employee is unable to do so himself/herself due to extenuating circumstances Ensure the employee(s) on their Team(s) have their full tour of duty entered (if this is required in ATAAPS for your site) Review any corrections made for retroactive pay periods Review and notify employee(s) of Warning Messages to be corrected Run appropriate Inquiries for each pay period (e.g., Employees with Missing Time) Timekeepers may have access to Personnel Management where they can: Add new employees Close employees who are no longer with the organization Change employee tours of duty Change employee type Change employee schedule Change employee status Timekeepers may also run inquiries: Employees with Missing Time Uncertified Employees (by Team) Labor Charges Employee Information Timekeeper/Certifier Job Order/Act Type Q: If you have just built a person in Personnel Management and you realize that one of the following is incorrect: Type Graded/Ungraded SDA ID A: DO NOT CLOSE the employee. You will need to enter the person’s time directly into DCPS for the first pay period. You can make the changes to the erroneous entries for the second pay period. Q: Employee Reopen versus adding the person in Personnel Management. A: Use Employee Reopen when an employee already exists in your database and is coming from another organizational site to your site. Build a person in Personnel Management when they are coming from one MAJCOM to another. If you get the message Duplicate SSN, check Employee Reopen to see if you can view the person. You can also check the Employee Information Inquiry to see if the person already exists. Note: You will only be able to see people in those UICs for which you have access. 7/21/2019 Integrity - Service - Innovation

Building Teams Building Teams: Teams should be organized based on the Work Center the employees should charge their time against When employees are added to a Team, it is because that Team is associated with the Work Center they should be charging their time against in ATAAPS Movement of employees to a new Team is done because: The employee has changed positions and now falls under a group that charges their time against a different Work Center A reorg has taken place that necessitates a change in Team Fiscal year-end brings new Work Centers and therefore, new Teams must be built and associated with the new Work Centers and appropriate employees Teams are pay period bound It is strongly advised that employees be moved to a new Team at the beginning of a pay period Teams can be closed when all assigned employees have been moved to other Teams If an employee is moved to a new Team with a new Work Center, defaults will have to be created based on the new Work Center. Teams are closed at the end of a pay period Q: What should I know about building teams? A: The two required elements for charging time in ATAAPS are the Work Center and the Job Order. Since the Timekeeper can step in on behalf of an employee and enter/modify their time, the Timekeeper would need the Work Center information to take this action. Teams are opened at the beginning of a pay period and closed at the end of a pay period. Military Personnel should be added to a NONPAY Team when their profile is built in ATAAPS. 7/21/2019 Integrity - Service - Innovation

Building Rosters Certifier Responsibilities: Review employee time on all Rosters for accuracy, validity, and completeness Sign-off on employee time so that it can go to payroll, if required in ATAAPS for your site Review and sign-off, as appropriate, on any corrections made for retroactive pay periods Take action on Leave and/or Premium Requests per your site business rules Review and notify employee(s) of Warning Messages to be corrected Run appropriate Inquiries for each pay period (e.g., Uncertified Employees) Q: What should I know about building rosters and ensuring the right certifier is in place? A: Certifiers hold key responsibilities for ensuring the correct time flows from ATAAPS to DCPS: Check timecards thoroughly for accuracy and make sure they represent what the employee worked for the pay period Determine why Warning Messages display for Leave/Premium Requests Review and validate retro corrections in a timely manner Ensure employees are following site business rules for submitting Leave/Premium Requests and any supplemental documentation as needed in a timely manner Take action on Leave/Premium Requests in a timely manner Run inquiries each pay period: Uncertified employees Retro Uncertified employees 7/21/2019 Integrity - Service - Innovation

Building Rosters Building Rosters: Rosters are organized based on who is the Primary Certifier to review and sign-off on employee timecards Employee A (in Finance) has LTC Jones sign-off on his timecard Employee B (in HR) has LTC Jones sign-off on her timecard Employee C (in IT) has LTC Jones sign-off on his timecard All of these people will be in one Roster based on the fact that their Primary Certifier is LTC Jones Rosters are pay period bound Movement of employees to a new Roster is done because: The employee now has someone else signing-off on their timecard There is a reorg at the site Potential ramifications if timecard isn’t certified: Employee time does not flow on the SDA file Employee may not get paid in current pay period Special pay may have to be run to prevent employee hardship Employee retro changes may not be sent on the SDA file Q: What should I know about building rosters? A: Rosters are separate and independent from teams. They group the employees together based on who certifies the employee’s time. Teams are formed based on where the employee is charging time. Rosters are opened at the beginning of a pay period and closed at the end of a pay period. Military Personnel should be added to a NONPAY Roster when their profile is built in ATAAPS. 7/21/2019 Integrity - Service - Innovation

General Tips Menu Notifications: Employee Retro Labor/Leave Review Timekeeper Retro Timekeeper Review Certifier Retro Certification Notifications: Submission of Leave/Premium Request Receipt of action taken on Leave/Premium Request If your address is mail.mil, you can have the notifications If your address is us.af.mil, you cannot currently use the notifications addresses in ATAAPS must be changed to the mail.mil for this to work Menu Notifications: Should be reviewed every pay period by the employee, Timekeeper, and Certifier. Retro Labor/Leave Review displays for an employee if a past timecard has not been concurred. Retro Timekeeper Review displays for a Timekeeper when an employee on a Timekeeper’s Team has made a correction to a past timecard. Retro Certification displays for a Certifier when an employee on a Certifier’s Roster has made a correction to a past timecard. ****************************** Notifications can be used when: A site has the ATAAPS online Leave and/or Premium Request modules turned on. A site has the notifications turned on. addresses for employees and Certifiers have been added in Personnel Management. Notifications are received when: An employee completes a Leave and/or Premium Request and selects a person(s) in the Certifier(s) to Notify field and then submits the Request. The notification is then sent to the selected people from the Certifier(s) to Notify field indicating a Leave/Premium Request has been submitted by the employee and requires action to be taken on it. Once the Certifier takes action on the Leave/Premium Request, an notification is generated back to the employee indicating the status of the request. If the Certifier’s address is not in Personnel Management, the employee can manually enter the address in the Unlisted Certifier Address field and upon submission of the Request, the is generated for that individual as well. 7/21/2019 Integrity - Service - Innovation

Help Desk Process All ATAAPS issues need to be tracked so that we can effectively allocate the appropriate help resources You are hosted at a DISA (Air Force: your URL starts with ) please use: 1-844-DISA-HLP ( ) or DSN Select option 1 (DECC Supported Applications) Then option 5 (Oklahoma City) Then option 4 (other Application Support) Please do not call or the DISA group without going through the help desk to create a ticket No PII data (for example, SSNs) should be sent to the group mailbox 7/21/2019 Integrity - Service - Innovation

Help Desk Process (continued)
If an employee’s leave balances do not display in ATAAPS and you need to add a PAS Code to an SDA ID: Contact the Columbus Call Center to have an ATAAPS Remedy Ticket opened to add the PAS Code DSN: (Not available outside normal business hours ET Mon-Fri, except holidays) Commercial: Toll Free: Fax Commercial: 7/21/2019 Integrity - Service - Innovation

Help Desk Process (continued)
Provide the following information: SDA ID – (For example: AETC0J) S/W Acctg Ver – SOMARDS2 DCPS Database – CP1 or ZFR (the one that contains the employee) Agency – Air Force S/W Version # - (This is found in the upper left corner of the ATAAPS Menu screen) Site Name – Your MAJCOM and your Air Force Base or Unit DSN – Your DSN number if you have one CMCL – Your Commercial phone number if you have one POC – Your Name Address – Your address Description of the Issue – “Please join the following DCPS Database (for example CP1) UIC to the SDA ID xxxxxx (where xxxxxx is the SDA ID) for pay period beginning dd-mmm-yyyy (for example, 10-Jan-2016) Enter the list of DCPS PAS Code(s) for example F77W" 7/21/2019 Integrity - Service - Innovation

ATAAPS System Change Request Process
New system change requests All new change requests need a Form 700 filled out. Be as detailed as possible describing the issue and the solution Giving a detailed Cost/Benefit Analysis also helps the voting members understand the importance Send to IMSC Point of Contact The IMSC Point of Contact will review all Form 700s for completeness and duplication of other existing change requests before sending them to Mr. Gonzalez Send to Mr. Gonzalez Mr. Gonzalez will gather all Form 700s consolidating/organizing them before sending them to DFAS DFAS go through the Form 700s consolidate them down to either new SCRs or existing SCRs They will then be presented to the CCB CCB Voting members will rank the SCRs The voting members (Mr. Gonzalez is the voting member for the Air Force) will rank the SCRs The voting members send their rankings to DFAS DFAS starts packaging the SCRs into releases depending on the rankings from the voting members. Submit change requests using Form 700 Air Force CCB Member is Mr. Antonio (Tony) Gonzalez 7/21/2019 Integrity - Service - Innovation

Release 15.1-15.2-15.3 SCRs Included
SCR X0639 – Allow User to Enter Employee's EDIPI to ATAAPS Via Add Employee SCR X0641 – Address Should Allow For Apostrophes SCR X0713 – Oracle 12c Upgrade SCR X0716 – OPM-71 Corrections SCR X0718 – Add Maven Configuration SCR X0719 – Change Employee Information Inquiry to Search by Full SSN SCR X0720 – Modify APP Admin to be Similar to ATAAPS Administration SCR X0722 – Update to STRUTS Release 15.2 SCR X0738 – IAVM 2016-A-0078 Vulnerabilities in Apache STRUTS SCR X0741 – CSR Employee List in Personnel Management Release 15.3 SCR X0742 – Fix Work Center Close Functionality 7/21/2019 Integrity - Service - Innovation

Future Tentative Releases
SCR X0740 – Restrict Ability to be Timekeeper and Certifier for Same Employee Release Time Card Population from Leave Request SCR X0506 – Create Labor Records from Leave Request SCR X0587 – Display Description on Labor Screen for User Data and Cost Center SCR X0691– Send Reversal (Action1) For Transactions After Close Date Release Title 38 Validations SCR X0305 – Accommodate Title 38 Employees SCR X0647 – Warn User When Closing Employee on First Day of Pay Period SCR X0696 – Employee with Missing Time Inquiry not Working Correctly SCR X0717 – UIC Locking Release 17.2 – Premium Request Form SCR X0700 – Automatically Generate the Air Force Form 428 From Premium Requests 7/21/2019 Integrity - Service - Innovation

Air Force Submitted Form 700s & Resulting SCRs
7/21/2019 Integrity - Service - Innovation

Automated Time Attendance and Production System (ATAAPS)

Similar presentations

Presentation on theme: "Automated Time Attendance and Production System (ATAAPS)"— Presentation transcript:

Similar presentations

About project

Feedback

Log in

Auth with social network:

Automated Time Attendance and Production System (ATAAPS)

Similar presentations

Presentation on theme: "Automated Time Attendance and Production System (ATAAPS)"— Presentation transcript:

Similar presentations

About project

Feedback