HRMS End User Training Personnel Time Recording

HRMS End User Training Personnel Time Recording
Participant Training Guide January 2011 Personnel Time Recording Training Guide Last update January 2011

Table of Contents

HRMS Personnel Time Recording
Instructor notes: Facilities information Cell Phones Questions- If you have questions during the class, just ask Class introduction: Name, Agency, experience with HRMS?

HRMS Payroll and Reports
Classroom Introductions Participant Introductions Welcome to Time and Recording Security Restrooms Participant Lounge Building Evacuations Messages Cell Phones Computers Name Role Agency Goal(s) for class HRMS Payroll and Reports 4

Course Objectives Upon completion of this course, you will be able to:
Understand new terms and concepts for Personnel Time Recording Define how Personnel Time Recording fits into the payroll processing cycle Make short-term changes to an employee’s work schedule Enter wage types (i.e. overtime) in CATS Enter absences in CATS Enter labor distribution in CATS Learn how to transfer time from CATS to HRMS Understand how to access and run reports

Training Materials The following training materials and tools are used: HRMS Training Guide: Designed to introduce you to HRMS navigation terms and concepts and to provide the necessary information to complete the activities and exercises throughout the course. HRMS Activity Guide: Designed to provide you with activities and exercises that help solidify your understanding of concepts learned in the course and also provide you with an opportunity to use HRMS. HRMS Training Guide This document which contains PowerPoint slides and notes of all of the content covered in class. It is also used as a training manual. HRMS Activity Guide The accompanying Word document that details all the scenarios and data needed to perform an activity in HRMS. Types of activities in the Activity Guide include: Demonstration Trainer performs activities while participants watch. Walkthrough Trainer and participants both perform activity. Exercise Participants perform activity and ask questions.

Training Tools HRMS On-line Quick Reference (OLQR): On-line help that provided you with step-by-step instructions designed to help you complete tasks in HRMS. HRMS OLQR An online help tool that contains user procedures and process flows to be used during all activities in the training. HRMS also contains Context Sensitive Help. When accessing the Help feature while working in HRMS, the OLQR will display procedures related to the transaction the user is currently working in. Website address:

Job Aids HRMS Job Aids: Designed to provide you with reference materials so you can quickly access relevant HRMS information. Job Aids are printable sheets that include frequently used: Transaction Codes Icons Infotypes Important Dates/Schedules Examples Website address:

Personnel Time Recording Overview

Personnel Time Recording Overview
Upon completion of this section, you will be able to: Define key terms associated with entering time and attendance in HRMS. Understand how Personnel Time Recording fits into the overall payroll process. Define roles as they relate to the course. Understand how to Manage Work Schedules.

Key Terms Cross-Application Time Sheet (CATS) – central time sheet used to enter employees time data: Attendance Absences Labor Distributions Time is recorded in CATS, and passed on to other applications. Once time is entered into CATS, this information is transferred to related HRMS infotypes where time data can be accessed during the payroll run Effective Dating – Date used to enter an employees time data in advance or retroactively. The effective date is based upon a valid start date and end date Note: A benefit of HRMS is the ability to enter information into the system as soon as it is received –even if it is three months in advance. Anytime prior to the time data entry deadline you are able to enter information regarding an employee’s working time. For example, one of your employees has decided to take a personal day on the last Friday of the pay period. This absence can be entered for that date anytime prior to that period’s payroll cutoff if the employee has leave available on the date it is entered.

Personnel Time Recording Roles
Roles determine what a person can access. The following roles exist for Personnel Time Recording: Time and Attendance Processor: Records absences/attendance into CATS Time and Attendance Inquirer: Views absence quotas (accrual) and payroll time entries Time and Attendance Supervisor: Manages the Time and Attendance Processor Has the ability to view all infotypes, however has limited update ability.

Integration With Other HRMS Components
Personnel Time Recording components are integrated with other HRMS areas When time is entered in CATS, it is transferred to Absences (2001) and Employee Remuneration Info (2010) in an employee’s personnel file. This information is used to pay employees The transferred information is directly pulled from HRMS during the payroll processing cycle Payroll Processing Time Management Personnel Administration

Personnel Time Recording Process Flow
Time Entered for employee with static cost centers SOW-2

Managing Work Schedules

Managing Work Schedules
Upon completion of this section, you will be able to: Understand how work schedules are developed in HRMS. Identify available work schedules in HRMS. Complete a work schedule substitution to an employee’s work schedule.

Work Schedule Overview
Work schedules are created when the Personnel Administrator Processor completes the Hire Action (PA40) Work schedules are created and maintained in Planned Working Time (0007)

Available Work Schedules
There are more than 50 work schedules in HRMS Typically, the work schedule is based on a 40-hour week, but HRMS accommodates non-traditional schedules Rotating work weeks Altered work days (flex schedules) 24/7 Note: 24/7 work schedules are not recommended solutions but rather a last resort alternative for agencies who have large volumes of employees with erratic work schedules. DOP suggests finding a schedule that best fits the employees work schedule, as the 24/7 work schedule may effect the employee’s medical aid information.

Change Work Schedule Short or long-term changes can be made to the a work schedule after it has been established As the Time and Attendance Processor you can make short- term changes to an employee’s work schedule using a work schedule substitution Long-term work schedule changes are done by the Personnel Administrator Processor or the Payroll Processor using the Planned Working Time (0007)

Short-Term Work Schedule Substitution
To complete a short-term work schedule substitution, follow menu path: Human Resources  Time Management  Administration  Time Data  Maintain You can also access the transaction using the transaction code PA61 (Maintain Time Data)

Enter the employee’s Personnel no. Click (Enter) to validate. Select under Enter the date (s) that need to be adjusted under Click (Copy) Example: Employee works M-F 8 hours a day, has been approved for annul leave in one week for leave on Thursday and Friday. The leave has been approved and already keyed in. An employee has been approved for a work schedule substitution for the next three weeks. The employee will now work M-Thursday 10 hours a day. Tip: You can use the Personnel Number field to search for personnel numbers: Key =(employees last name) to search by last name =.. (employee’s first name) to search by first name =c. (SSN) to search by employee’s social security number

Verify the dates. Select the new code from the drop down list that reflects the right schedule Click (Save) Note: To select a work schedule for an hourly employee use the matchcode button in the Daily work schedule. To select a work schedule for a monthly employee use the matchcode in the Work schedule rule.

Short-Term Work Schedule Substitution – Month View
Enter the employee’s Personnel no. Click (Enter) to validate. Period: Enter the date to be adjusted. To view the work schedule click

The Time and Attendance Processor makes any necessary changes to any days on the employee’s schedule. In this example, the employee is switching days off from Saturday to Thursday. Enter any changes on the day(s) that need to be adjusted. To make the change, click in the box on the date that needs adjustment. Enter the new code or use the drop down button to look for the code that reflects the right schedule. Repeat these steps until the changes are complete. After all changes are made, click (Save) to end the process. Once you have clicked save, you will notice “S” under the dates that you changed. The “S” indicates that a substitution has been made. Note: If you have saved the changes on the Month View and realize a mistake was made, you will need to access the Substitutions (2003) infotype and delete the entries.

HRMS Activity Short-Term Work Schedule Substitution Demonstration (Activity Guide Pg. 4) Exercise (Activity Guide Pg. 6)

Review Questions When do you complete a work schedule substitution using PA61? Overwrite an employee’s work schedule when the change is for a shortened period of time. What are two ways that you can complete a work schedule substitution?

Enter Time and Attendance in CATS

Enter Time and Attendance in CATS
Upon completion of this section, you will be able to: Define new terms related to time recording Know the difference between positive (hourly) and negative-time (salaried) reporting. Enter time and attendance in CATS including: Wage Types (i.e. Overtime) Absences Labor Distribution (cost center allocation) Tip: For assistance on entering Time and/or Attendance refer to the following user procedures on the OLQR: CATS Display Working Time CATS_Enter Dollar Amounts CATS_Enter Labor Distribution CATS_Enter Overtime for a Salaried Employee CATS_Enter Wage Types

New Terms SOW-1 – Data Entry Profile used when the labor distribution needs to be changed for an employee. SOW-2 – Data Entry Profile used when you need to enter an employee’s time without changing the labor distribution. Negative-time reporting (salaried) Recording only exceptions (i.e. annual leave, overtime) to a salaried employees work schedule. Positive-time reporting (hourly) – Recording all hours worked as well as all absences during the pay period.

New Terms cont’d. Wage type - Wage types separate amounts and time units for various business purposes. Absence type – List of valid paid and unpaid absences. Absence quota - The total amount of time (in hours or days) employees are allowed to use as absences. There are different Quota Types for different absence types (i.e., Sick Leave Quota, Annual Leave Quota). Labor Distribution – Where an employee’s time is charged. Some employees may have one labor distribution, some may have multiple labor distributions.

Time Recording Activity #1 Wage Types
Time and Attendance Processor accesses CATS Time and Attendance Processor records Wage Types Time and Attendance Processor records absences Time and Attendance Processor enters labor distributions Time and Attendance Processor selects the assigned work schedule, if necessary Time and Attendance Processor saves and exits CATS . Remember: For hourly employees wage types are recorded per day, per pay period. For salaried employees with valid work schedule, only exceptions to an employee’s regular time needs to be recorded.

Access CATS There are two ways to access CATS (cross-application time sheet): Follow menu path: Human Resources  Time Management  Time Sheet  CATS Classic  Record Working Times Enter transaction code CAT2 (cross-application time sheet)

Time Sheet: Initial Screen
Fields to complete: Data Entry Profile Key date Personnel Number Click (Enter Time) to access the employee time sheet. Note: If the only visible field is Data Entry Profile, make a selection and click (Enter). The remaining fields will appear.

Time Sheet: Data Entry View

Enter Regular Working Time Hourly
Click the (Matchcode) button in the Wage type field to open the wage type selection list. Hint: Click on the “Wage Type Long Text” header to alphabetize the list. Note: Only wage types are applicable to the employee will display. For example, if the employee is a salaried employee wage type 1200 Regular Working Time Hrly will not display in the matchcode. Refer to Job Aid Personnel Time Recording Wage Types Job Aid for list of wage types.

Enter Regular Working Time Hourly
Enter the Wage type. Example: Wage type Regular Working Time Hourly Enter the MU (measuring unit). For Wage Types the measuring unit is HR. Enter the hours worked for each day. To validate entries click (Check Entries). Click (Save) to save. Note: The measuring unit HR stands for Hours. This is a required field that must be entered when entering wage types.

Display totals for wage types entered
Check the box to the left of each wage type to view Select (Detailed Time Data) to display If multiple wage types were entered, select to display next record

Entering Wage Types and Recording Overtime in CATS
HRMS Activity Entering Wage Types and Recording Overtime in CATS Demonstration (Activity Guide Pg. 9) Exercise (Activity Guide Pg. 11)

Hourly Rate Per Assignment

There are two ways To access Display HR Master Data (PA20) Follow menu path: Human Resources  Personnel Management  Administration HR Master Data PA20-Display Enter PA20 into the command field.

Enter the Personnel Number Click (Enter) to validate Select the gray box to the left of to select Click (Display) to view

Hourly Rate Per Assignment cont’d.
Employees position number is located under the Organizational Assignment Section Highlight and Copy the Position Number Enter /NCAT2 in the command field to access CATS.

Hourly Rate Per Assignment cont’d.
Fields to complete: Data Entry Profile (SOW-2) Key date Personnel Number Click (Enter Time) to access the employee time sheet.

Fields to complete: Wage Type Position number MU Hours worked per date To validate entries click (Check Entries) Click (Save) to save.

Salary Hours Override

Enter Salary Hours Override
Fields to complete: Data Entry Profile (SOW-2) Key date Personnel Number Click (Enter Time) to access the employee time sheet.

Enter Salary Hours Override cont’d.
Enter Wage Type 1223 (Salary hours override). Enter the MU = ‘HR’. Enter the actual hours available for the pay period Click (Save).

Review Question When would a wage type be entered on a salaried employee? 2. True or False? When entering time worked for an hourly employee, you can add all hours worked for the pay period, lump them together and enter the total hours worked using wage type 1200?

Time Recording Activity # 2 Absence Types
Time and Attendance Processor accesses CATS Time and Attendance Processor records Wage Types Time and Attendance Processor records absences Time and Attendance Processor enters labor distributions Time and Attendance Processor selects the assigned work schedule, if necessary Time and Attendance Processor saves and exits CATS

Time Sheet: Initial Screen
Fields to complete: Data Entry Profile Key date Personnel Number Click (Enter Time) to access the employee time sheet. Tip: If you are unsure of the employee’s personnel number, you can use the Matchcode to search for the employee using First or Last name

Enter Absence Types Click the (Matchcode) button in the A/A Type field to open the absence type selection list. Hint: Click on the “Att abs.type text” header to alphabetize the list. Absence types followed with a “U” are to be used for an “unplanned” absences. Note: Absence types followed with a “U” are to be used for unplanned absences.

Enter Absence Types Enter the A/A Type.
Enter hours taken for the date the absence was used. Click (Check Entries) to validate entries. Click (Save) to save

I Received An Error… Now What?
Error Messages Resolution “Enter amount or number” A wage type has been entered, therefore a measurement unit (example HR for hours) must also be entered. “Unit not permitted” A unit has been entered for an absence type. Delete the unit and save again. “Attendance/absence XX/XX/XXXX during non-working period” The absence has been entered on a non-working day according to the work schedule. The Time and Attendance Processor will need to first overwrite/maintain the work schedule then re-enter the absence or attendance. “Not enough Quota for attendance type xxxx” The employee does not have enough hours in the Absence Quota Bucket remaining to enter the absence. “Enter relevant working time attributes” Hours have been entered without entering a wage type or absence type. Re-access the transaction and enter a wage type or absence type. “Wage type XXXX not permitted for EE subgroup grouping X (from XX/XX/XXXX to XX/XX/XXXX)” A wage type was assigned that is not permitted for a particular employee grouping or personnel sub area. Return to the transaction and enter a valid wage type. .

Absence Type - Holiday Salaried employees with a valid schedule (excludes 24/7) will not need to record holidays. A Holiday Schedule has been established in the system. Hourly employees with a valid schedule (excludes 24/7) will need to record holidays. The system will give a warning message; you can override the warning by clicking the enter key. 24/7 Salary and Hourly employees will need to record the holiday with the correct absence type. No Holiday Schedule associated with a 24/7 schedule. Note: For hourly employees who received prorated holiday and/or personal holiday- once you have completed manually tracking the hours worked by the employee, you must follow the OFM prescribed calculation method to determine how many hours the employee is entitled to be paid for the legal holiday and/or personal holiday. once the month Example of hourly employees who receive a prorated holiday: January 1st is a holiday; the original time sheet will show as a day off with 0 hours available On February 1st, all the time is entered, the manual calculation is performed to determine hours needs to be recorded for January 1st holiday. The time is entered as a retro adjustment to CATS and then becomes a retro payment on the February 10th payroll.

Absence Type – Holiday cont’d.
Hourly employees who receive a prorated holiday and/or personal holiday: Agencies will have to manually track the work hours in both halves of the month (1-15 and 16-31). Manually enter the holiday hours in CATS to the applicable date for the legal holiday and/or personal holiday. The system will then automatically retro and pay on the 10th of the following month.

Holiday- Stopping holiday pay
Transaction code PA61 in the command field Enter the employee’s Personnel Number Click (Enter) to validate. Select Enter the date of the holiday Click (Create). Scenario: Our employee works 4-10’s Monday-Thrusday (a valid work schedule) and is on LWOP on January 10th thru January 18th, and Martin Luther King Jr. Day falls on her regularly scheduled working day since she is not working the day before or after the holiday, she is not entitled to the holiday pay. To stop the system from paying for the holiday, you will need to make a schedule substitution for the day reflecting the hours of the employees regular work schedule Fields to complete: PRNR Period- enter date of holiday to change Select Substitution- or type 2003 in the direct selection Select create.

Holiday- Stopping holiday pay cont’d.
Fields to complete: From and To date Select work schedule Day Type Click (Enter) to validate. Click (Save) to save.

Enter Absences in CATS Exercise (Activity Guide Pg. 14)
HRMS Activity Enter Absences in CATS Exercise (Activity Guide Pg. 14)

Time Recording Activity #3 Labor Distributions
Time and Attendance Processor accesses CATS Time and Attendance Processor records wage types Time and Attendance Processor records absences Time and Attendance Processor enters labor distributions Time and Attendance Processor selects the assigned work schedule, if necessary Time and Attendance Processor saves and exits CATS Labor distributions define where an employee’s time is being charged for their job. HRMS stores labor distributions information in many areas. It can be assigned to the position, the employee or on the employee’s CAT entries. For example: An employee is working a special project for a month, this could be entered on Cost distribution Infotype ( IT 27) for the time of the project. Infotype 27 would then default back to the employee’s original position funding once the end date has been reached.. OR, Labor distributions can be entered into CATS and this overrides both the position and the employee funding. It’s an agency decision on how they want to do this. For this class, we will be entering labor distributions into CATS

Enter Labor Distribution
Fields to complete: Data Entry Profile Key Date Personnel Number Click (Enter Times).

Enter Labor Distribution
The following fields must be filled in: Rec. CCtr RecCostObj RecFund Rec.FuncAr AFRS Project Structure AFRS Allocation Enter hours on each day the time is recorded to that labor distribution. Enter the Wage and/or Absence type(s). Enter the MU. Click (Check Entries). Click (Save). Instructor notes: Each agency has an agency specific dummy default that starts with the AFRS agency code followed by zeros. Note: If an employee’s position is set up against multiple labor distributions, the Time and Attendance Processor will only change the labor distribution if time needs to be charged to a cost distribution that is not assigned to the position or person. The Org Management Processor maintains the cost distribution on a position and the Payroll Processor maintains the cost distribution for a person on infotype When payroll runs, whatever is entered in CATS will override what is assigned to the position. HRMS Field Name Object Code Calculation Example (DOP) Rec. CCtr Receiver Cost Center AFRS agency code + AFRS Org. Index + 00 RecCostObj Receiver Cost Object AFRS agency code + AFRS Master Index + 0 RecFund Receiver Fund AFRS + AFRS Appropriation Index + AFRS Fund + 0 RecFundAr Receiving Functional Area AFRS agency code + AFRS Program Index AFRS Project Structure AFRS agency code + AFRS project + AFRS subproject + AFRS Project Phase 111 Default AFRS Allocation AFRS agency code + AFRS Allocation Code

Enter Labor Distribution Override Hours
For salaried employees who need to report hours worked to a different labor distribution, use Wage Type 1222 (Labor Distribution Override Hours). The maximum hours that can be entered using Wage Type 1222 is the scheduled hours for the pay period. Enter the total number of hours worked that need to be reallocated, not by day. If multiple reallocations are necessary, then the total for each reallocation should be entered.

Review Questions True or False? The labor distribution entered in CATS overrides the labor distribution assigned to the position? True - There can be multiple cost centers assigned to the position, but if different cost centers are entered in CATS for the same employee, this information will override what is assigned to the position. True or False?: Employees who have been assigned the 24/7 work schedule, will not need to have the holiday absence type entered on their CATS screen for holidays, as a holiday calendar has already been created? False- The holiday calendar has been created for only salaried employees on a valid work schedule, which excludes the 24/7 work schedule.

Time Transfer from CATS to HRMS

Objectives Upon completion of this section, you will be able to:
Describe what happens to information after it is entered in CATS Understand how time transfer fits into the overall payroll processing flow Note: Refer to the user procedure: CATS to HRMS Time Data Transfer on the OLQR for assistance

Time Transfer Overview
When time is entered into CATS it remains in the CATS database until it is transferred to HRMS using a ZCAT transaction Once the ZCAT transfer is completed, the time information populates infotypes 2001 (Absences) and 2010 (Employee Remuneration Info) in HRMS IT2001 CATS Payroll IT2010 Note: In order for the Payroll Processors to run a pay simulation which allows you to verify the employee’s pay, the ZCATA or ZCAT6 must be complete so employees infotypes 2001 and 2010 have the most current information. Note: IT2001 is your Annual Leave, Sick leave etc. IT2010 is your Overtime, Assignment Pay

Access Time Transfer To begin the Time Transfer
Enter the transaction code ZCAT6 into the command field. Click (Enter) Reminder: Only run this if needing to verify an employee’s pay or move comp time, or other time into HRMS so it can be used. 70

Time Transfer Verify is checked Enter Personnel number under tab.
Enter dates for current pay period. Click (Execute) to execute the time transfer.

Review Questions Which infotypes store the time data that is transferred during the ZCATA or ZCAT6 Time Transfer Process? 2. True or False? Agencies must complete a time transfer prior to the first payroll day? 72

Helpful Tips

Tip # 1 Fast Entry of Same Absence Type
Enter the Absence type and select the row From the Menu bar: select Edit  Propose Times  Target Hours Tip: Use the fast entry of same absence type for employees who are or will be on an extended absence.

Tip # 1 Fast Entry of Same Absence Type
Check (Validate) to validate your entries Check (Save) to save.

Tip # 2- Determine when an absence quota was used
Transaction code PA (Display HR Master Data Enter the employee’s Personnel no. Click (Enter). Select the Select Select All in the period Click the (Overview) icon Scenario: An employee has turned in a late leave slip. You try to enter the requested leave into the CATS system, yet receive an error that the employee does not have enough quota, however at the time of the leave slip the employee did have enough quota. To get this leave entered into the system, there is a four (4) step process that needs to be completed. Determine when the accrual was used. Access CATS and remove the entries Run the ZCAT6 Time Transfer to remove the entries on the employees Absences infotype. Enter the late leave slip into CATS as well as re-enter the leave that was removed in step 2.

Tip # 2- Step 1: Determine when an absence quota was used
To narrow the search results of the Absence Quotas use the STY (subtype) field and enter the number of the absence quota type you wish to view. Use the matchcode to display the absence quota type number. Select the grey box to left Select to display

Tip # 2- Step 1: Determine when an absence quota was used cont’d
Be sure to write down the dates the leave was used on, as well as the type of leave and the amount of hours used per day. Once you have determined the dates the accrual was used, your next step is to access CATS and remove the leave. Go to the Menu bar select Goto/Deductions Display when the absence was used Write down the days leave was used

Tip # 3 Using the Fast Entry Time Data (PA71)
Used to enter absences for specified dates for multiple employees Enters hours directly into HRMS on the employees Absences Infotype based on the employees work schedule Refer to the user procedure Fast Entry of Time Data located on the OLQR Instructor notes: Have class pull up OLQR and review the user procedure The Fast Entry of Time Data, allows you to enter absences for specified dates for multiple employees at one time. Which may be very helpful when entering the Temp Layoff days for your agencies. This transaction enters hours directly into HRMS on the employees Absence Infotype (2001) based on their work scheduled. This transaction is not to be used for employees on a 24 x 7 work schedule, as HRMS would give the employee 24 hours of whatever absence type you enter. If you use the fast entry time data- data will not be displayed in the employees CAT screen, but can be viewed by running the Absence List- pt64 Not to be used for employees on a 24 x 7 work schedule.

Personnel Time Recording Reports

Reporting in HRMS HRMS integration provides the capability to run reports within Personnel Areas (agencies or sub-agencies). Generating reports allows you to process information quickly to support decision making. Ability to export and manipulate “real-time” data.

HRMS Reporting - Transaction Code Map
The Transaction Code used for this example is the Attendance System Change Report. Functional Area HR = Human Resources Functional Areas: PY – Payroll PA – Personnel Administration OM – Organizational Management TM – Time Management BN- Benefits Z HR _ RPT TM 084 There are 2 types of HRMS reports. Standard – These reports were included in HRMS and met the State of Washington’s business needs. Customized – Created by the Department of Personnel to specifically meet the State of Washington’s business needs. Note: If using the ‘drill-down’ method to access reports, the customized reports will note display in the Menu Tree. You will need to enter the transaction code in the command field to access them. “Z” = Custom “RPT” = Report Report GAP #

Display Working Times Report
The Display Working Times report displays all absence types and wage types that have been keyed into CATS Refer to the OLQR User Procedure: CATS Display Working Time Access the Display Working Time Report using the transaction code: CATS_DA. Note: This report can be ran by the: Time and Attendance Inquirer Time and Attendance Processor Time and Attendance Supervisor

Display Working Times Report cont’d.
Fields to complete: Reporting Period: Select the desired reporting period. Selection Criteria: Enter the Personnel Number. Select the (Selection Fields) to add more search criteria Select Personnel Area

Select the (Dynamic Selections) icon Select the Administration Info. folder Select options to filter by Click (Save) to save. Click (Execute). Instructor notes: Click on the Dynamic Selections button Select Created on, Last Change, Approval date to add to selections Enter the same date into each field (1/25/2007) Click save--- you are taken back to the Display Working times selection screen- click execute to generate the report

Instructor notes: The report now displays all entries that were entered on for the employee To enter an employees CATS screen to view- highlight the day, select the PENCIL- you will be taken into the CATS screen. If changes have been made to an employees, record– red flags will display in the F/S field. To view the change, who changed it, what time it was changed double click on the flags to display. Tip: Double chick on to display changes made. Click on the (Time Entries) to access the employee’s CATS screen.

HRMS Activity Run Display Working Times Report Demonstration (Activity Guide Pg. 17) Exercise (Activity Guide Pg. 19)

Leave Activity Summary Report
The Leave Activity Summary Report displays leave balances and the monetary value, as well as, the number of employees who automatically accrue leave. This report also displays the number of employees who are on Leave Without Pay (LWOP), number of LWOP hours reported and calculates percentages of leave usage. Access the Leave Activity Summary Report using the transaction code ZHR_RPTTM398. Instructor notes: The Leave Activity Summary report is used to display employee’s Leave balances Monetary value of the leave balances Number of employees who automatically accrued leave Number of employees on LWOP Note: This report can be ran by the: Leave Correction Processor Time and Attendance Inquirer Time and Attendance Processor Time and Attendance Supervisor

Leave Activity Summary Report cont’d.
Fields to complete: Key date – enter the date range for the time period you want to report on. Selection – enter an employee personnel number in the Personnel Number field. Quota Selection – enter a Quota type selection or leave blank if you want to capture all Quota types. Enter a Deduction Period. Key Date for Deduction Key Date for Entitlement Click (Execute).

Leave Activity Summary Report cont’d.
Click on for a detailed view of the report.

Run Leave Activity Summary Report Exercise (Activity Guide Pg. 21)
HRMS Activity Run Leave Activity Summary Report Exercise (Activity Guide Pg. 21)

Attendance System Change Report
The Attendance System Change Report displays all employees who had attendance activity during the selected reporting period. This is a monthly quota balance report per employee Refer to the user procedure Attendance System Change report on the OLQR Access the Attendance System Change Report using the transaction code ZHR_RPTTM084 Instructor notes: Run this report to display date specific quota balances, view employees who had attendance activities such as accrued leave, took or donated leave during the selected reporting period. To access this report type the transaction code ZHR_RPTTM084 Note: This report can be ran by the: Time and Attendance Processor Time and Attendance Inquire Time and Attendance Supervisor Payroll Processor Payroll Supervisor

Attendance System Change Report cont’d.
Fields to complete: Period Personnel area Personnel Number Quota type (Optional) Deduction Period Verify is checked Click (Execute) to generate the report Instructor notes: explain each field Other Period: Pertains to the employee (selection criteria) For example, if you wanted to run this report for all active employees for the month of June and entered the date 6/1-6/30 the report will only show employees in active stats within the specified time frame Personnel Area: Quota Type: Deduction period Tip: Always run this report in half month intervals 1-15 and then16-the end of the month Small intervals in running this report make it a lot easier to review the leave in’s and outs’ and see what happened. When running this report, use the Other Period and key in the dates that you entered in the Quota Section deduction period A list of the different quota types:

Attendance System Change Report cont’d.
Note: This report displays the employees’ beginning quota balance, any time taken, earned or returned during the reporting period. Click on for a detailed view of the report.

HRMS Activity Run Display Attendance System Change Report Exercise (Activity Guide Pg. 23)

Summary Throughout the course, you have learned:
How Personnel Time Recording fits into HRMS and the Payroll Process When and how to make a short-term change to an employee’s work schedule How to enter wage types in CATS How to enter absences in CATS How to enter labor distribution in CATS How to perform a time transfer from CATS to HRMS How to view time data using reports

Resources Office of Financial Management
The following resources are available for your use: DOP Service Center– (360) 664–6400 The On-Line Quick Reference HRMS Resources Office of Financial Management

HRMS Support The HRMS Support website is a point of contact for internal and external clients of DOP’s Information systems, websites and internal networks. Address:

HRMS Message Center Address:

HRMS Data Definitions HRMS Data Definitions website provides agencies with standard definitions of HRMS fields names and dropdown list options. HRMS Data Definitions website: To ensure HRMS data is consistent and complete across agencies for agency-specific or statewide reporting purposes. Define HRMS data fields and define dropdown options where applicable. Identify erroneous data entry/coding practices. Work with agencies to begin cleanup efforts in HRMS. The following definitions have been identified: Contract Contract Type Employee Group Pay Scale Area website address: 100

ZAlert System Messages
Messages are sent by the ISD Customer Support unit and will appear when logged into the system or when first logging in. ZAlerts will last up to 2 hours after being displayed. Once the message has expired you will no longer see the message. Messages will vary and may contain information regarding payroll pick-up or may direct you to the HRMS Message Center.

Question and Answer Instructor – At this time answer any un-answered questions and make sure that all questions from the parking lot have been addressed or will be followed up on.

Thank you for your participation
Training Evaluation Please take a few minutes to complete the course evaluation and participant assessment prior to leaving. Thank you for your participation

HRMS End User Training Personnel Time Recording

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HRMS End User Training Personnel Time Recording

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