• Schedules represent a means of categorizing employees with common shifts. Schedules can be created/named based on:
  1. Physical location:  for example: Head Office vs St. James Branch
  2. Department: Sales Department, Warehouse Department, etc.
  3. Common shifts: 8:00 am to 5:00 pm shift can be applied to admin staff which can include but is not limited to Purchasing, Training, Accounts.

How to create a new schedule? (Optional for Timekeepers)

• Shifts must be linked to the schedules so that employees who are added to those schedules can be rostered for work on the linked shifts.

SHIFT SETUP: How to link Shifts to a Schedule? (Optional for Timekeepers)

• Follow guided steps prior to an employee being able to use the Time and Attendance system on HRplus.

How do I setup an employee in the Time and Attendance module?

• Employees are enrolled on a punching/ clocking device with a clock ID to punch in and out, which is then mapped to their HRplus profile within the application, ensuring punch times are associated with their profile.

How to Map an Employee to their clock ID in HRplus Time?

How to delete an employee's clock ID?

• For an employee to be assigned a shift, they must first be added to a schedule.

How to Add an employee to a Schedule?

How to Remove an Employee from a Schedule?

• This option of scheduling is primarily used for those employees who work in administrative jobs or where they work on the same shift for set days within the week, from one week to the next. Additionally, it is used for those employees who may be scheduled in one of the following ways:
  1. Every Day in a selected time period.
  2. Monday - Friday
  3. Certain Days of the Week
  4. A number of days on and a number of days off

How to Add Employees to a Shift: Schedule Selected Employees?

• There are two (2) primary uses for this screen:
  1. To schedule employees on their shifts for a selected period.
  2. To change the employee's shift.

How to Add or Change an Employee's Shift: Schedule Individual Employees?

• The details of the shifts that an employee may be assigned to for their first shift or normal shift for the respective days can be viewed here.

• An employee may work on a second or split shift which divides their work day into two parts. Normally lunch breaks do not apply to these split shifts and they are separated by breaks of two or more hours.

• If employee scheduling is based on a number of hours which must be met for the week, the shifts can be changed when using another view of this screen.

• View employee shift schedules for the month for both their normal/first shift and the second/split shift.

• The Employee Transfer option is used for the following:
  1. To transfer an employee from one shift and schedule to another, whether for an extended or specific period. This is especially used for department transfers when using the Schedule Selected Employees or Schedule Individual Employees options are not feasible as they only allow a shift change and not the combination of both a shift and schedule change.
  2. An alternative to place an employee on a Second Shift.
  3. To schedule temporary employees for a specific time period.

How to Transfer Employees from one Schedule/Shift to another: Employee Transfer?

• A Schedule Group ( this may be referred to as a Team or section within an organisation) is created to group those employees who have the same shift and off day pattern for their work rotation. This is a one-time setup when persons are added to the relevant Schedule Group.
• E.g. If the Schedule Name is Warehouse, then the Schedule Groups can be named:
  1. Warehouse Group A
  2. Warehouse Group B

Step 1: How to Create Schedule Groups?

• If Schedule Groups are being used, then employees must be linked to their respective group prior to being scheduled on their shift patterns.

• Shift Patterns comprise a specific combination of shifts and off days which make up an employee's schedule for the work week ( Monday to Sunday). For example, there may be four weekly patterns that the employee works on which follow a sequence and these combine to form ONE rotation, where the employee starts over with the first pattern when the last of the four(4) week pattern is completed.
• Various patterns combine to ensure that there are enough employees working at any given time.

Step 3: How to Create Shift Patterns?

• The Shift Rotation comprises a set of shift patterns and as a result, when naming the Rotation Description, the same premise used for that of the shift pattern should be applied here. i.e. it should be named after the Schedule or Schedule Group or team of employees who will be working on that Rotation.
• E.g. For the Schedule named Sales, the Rotation Description can be called "Sales Rotation".

Step 4: How to Create a Shift Pattern Rotation Code?

• A Shift Pattern Rotation consists of the Rotation Description being linked to the Shift Patterns as these are the patterns which comprise the rotation.

• Employees can be scheduled by Shift Pattern.
• The company and Schedule Group are selected, and a shift pattern rotation is applied. The pattern starts on a Monday, for 7 days, and can be applied until a Sunday, allowing for year-round application.

• Unprocessed punches are used for exception scenarios, allowing timekeepers to schedule and clear employee punches after they are received.

Step 1: How to Review and Clear the Unprocessed Punches?

• Employee punch records will appear in Attendance Logs if assigned to their schedule and shift, and if unprocessed punches have been fixed.

Step 2: How to Review and Edit the Attendance Logs?

• The timekeeper verifies accurate attendance logs, posts them to timesheets, applies shift rules, and completes the process by posting timesheets.

Step 3: How to Post Attendance Logs to Timesheets?

• The exception tool allows Timekeepers to resolve missed or omitted employee punch records in attendance logs. After clearing unprocessed punches, they can post omitted attendance logs to timesheets.

Step 4: How to Post Omitted Attendance Logs to Timesheets? (Optional)

• Employee punch times are automatically adjusted based on Rounding Rules and HRplus business rules, deducting late minutes and lunch periods. If discrepancies occur, the Timekeeper can manually edit punch times.

How to Adjust the Times on a Timesheet?

• A punch is considered missing if an employee worked on a shift but no record is found in timesheets. There are two scenarios: all punches are missing, highlighted in red, or one or some punches are missing.

How to manage Missing Timesheet Punches ?

• An employee is marked as absent on HRplus if no punches are recorded for their timesheet for a scheduled workday, with the timesheet record highlighted in red.

How to check Leave Balances and manage Employee Absences on the Timesheet?

• In cases of time clock issues and employees cannot register punches. Timekeepers can manually edit timesheets, employees must be placed on a schedule and shifts for the respective day.

How do I create a Manual Timesheet?

• Process allowances for employees against their timesheets

How do I Generate/Enter a Shift Allowance for an Employee on the Timesheet?

• The Archived timesheet screen is only utilized when both Payroll and Time and Attendance modules are in use.
• When a Pay Cycle is archived in the Payroll module, timesheets with matching dates will only be available on the Archived Timesheets screen.

How does the Archived Timesheet screen work?

• Timekeepers at Level 1 can view timesheets for approval, which requires access to Company, Department, and Schedule at their designated levels.
• Workflow Actions:
  1. Move Forward - Timekeepers at Level 1 can ONLY move timesheets forward.
  2. Move Backward - Timekeepers at Level 1 CANNOT move timesheets backward as there are no previous approval levels to which the timesheets can be sent.
  3. Post Record - Timekeepers at Level 1 CANNOT post and approve timesheets this MUST be done by the Timekeeper who is at the final Approval Level

Using the Workflow - Level 1 (Primary Approver)

• Select a specific workflow action for a batch of timesheets.

How to use the Batch Workflow Actions?

• Timekeepers at Level 2 can view timesheets sent from Level 1 for approval, which requires access to Company, Department, and Schedule at their designated levels.
• Workflow Actions:
  1. Move Forward: Timekeepers at Level 2 can move timesheets forward.
  2. Move Backward: Timekeepers at Level 2 can move the timesheets backward to the previous approval levels if there is a discrepancy found.
  3. Post Record: Timekeepers at Level 2 or Higher can post and approve timesheets ONLY if this is the Timekeeper who is at the final Approval Level.
  4. Batch Actions: This is used to edit multiple timesheets at the same time.

Using the Workflow - Level 2 and Above