HRplus Time Workflow (Using the Timekeeper Workflow)

HRplus Time Workflow (Using the Timekeeper Workflow)


‌Using the Timekeeper Workflow

User Self Service>>Timekeeper>>Timesheets>>Timesheet>> Current

‌Using the Workflow - Level 1 (Primary Approver)




Level 1 - Workflow Progress and Actions

Once the workflow is set up and enabled, the Timekeeper at Level 1, upon logon, can view the timesheets for approval. Timekeepers MUST have access to the Company, Department and Schedule and can only view the workflow at each of their designated Levels.

Workflow Actions

For each individual timesheet, you may select the specific Workflow Actions of:

  • Move Forward - Timekeepers at Level 1 can ONLY move timesheets forward.

  • Move Backward - Timekeepers at Level 1 CANNOT move timesheets backward as there are no previous approval levels to which the timesheets can be sent.

  • 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.


‌Step 1. View the Timekeeper Timesheet



‌Step 2. View all Workflow Progress




At Approval Level 1, only this default step will be displayed.

‌Step 3. View Workflow Actions Displayed in Drop-Down



‌Step 4. Select the Option to Move the Workflow Forward




Move Forward: To move forward a timesheet means to approve and send it to the next approval

level. Select Move Forward from the drop-down, enter a Comment and click Submit Comment.

Click Submit when data entry is complete. The grid will be refreshed or click the Refresh button - the timesheets that have been sent forward will no longer be displayed at this Level.

For each Timesheet, repeat the process to move it forward.

‌The Timesheet Sent Forward is No Longer Visible


User Self Service>>Timekeeper>>Timesheets>>Timesheet>> Current

‌Using the Workflow - Level 2 and Above



Level 2 and Above - Workflow Progress and Actions

Workflow Progress

Once the workflow is set up and enabled, the Timekeeper at Level 2, on logon, will view the timesheets sent from Level 1 that require approval. Timekeepers MUST have access to the Company and Schedule and can only view the workflow at each of their designated Levels.

Workflow Actions

For each individual timesheet, you may select any of the specific Workflow Actions below:

  • Move Forward: Timekeepers at Level 2 can move timesheets forward.

  • Move Backward: Timekeepers at Level 2 can move the timesheets backward to the previous approval levels if there is a discrepancy found.

  • 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.

    Timesheets that have been sent backward/forward to previous/next levels MUST undergo ALL the timesheet approval steps until final approval. As such, timesheets may be back and forth until all

    queries are satisfied. All Comments at each Approval Level are tracked and maintained.

  • Batch Actions: This is used to edit multiple timesheets at the same time.



‌Step 1. View Notification Messages for Timesheets to be Approved



‌Step 2. View the Timekeeper Timesheet



‌Step 3. View all Workflow Progress




The Workflow Progress will display previous and current workflow Steps and Comments.

‌Step 4. Option 1 - Move the Timesheet Forward




Move Forward: To move forward a timesheet means to approve and send it to the next approval level. Select Move Forward from the drop-down, enter a Comment and click Submit Comment.

Click Submit when data entry is complete.

The grid will be refreshed or click the Refresh button - the timesheets that have been sent forward will no longer be displayed at this Level.

For each Timesheet, repeat the process to move it forward or use the Batch Workflow Actions to edit more than one timesheet.

‌Step 5. Option 2 - Move the Timesheet Backward‌



Move Backward: To move a timesheet backward means to send it back to the previous approval level. This may be in situations where there may be queries to the timesheet/s. Select Move Backward from the drop-down, enter a Comment and click Submit Comment. Click Submit when

data entry is complete.

The grid will be refreshed or click the Refresh button - the timesheets that have been sent backward

will no longer be displayed at this Level.

    1. ‌The Timesheet Sent Backward is No Longer Visible





      For each Timesheet, repeat the process to move it backward or use the Batch Workflow Actions to edit more than one timesheet.


    1. ‌The Previous Timekeeper Sees Notification for Timesheet Sent Backwards



    2. ‌The Previous Timekeeper Reviews Progress History of Timesheet Sent Backwards



    3. ‌The Timesheet is Sent Forward Again with Comment Explaining Discrepancy



Only Timekeepers at the final Approval Level can post records.

Click Submit when data entry is complete.

‌Step 6. Option 3 - Post Timesheet Record‌




Click Submit when data entry is complete. The grid will be refreshed or click the Refresh button -

the Approved box will be checked for the Timesheets that have been posted/approved.

For each Timesheet, repeat the process to post/approve it or use the Batch Workflow Actions to edit

more than one timesheet.

    1. ‌View Approved Timesheets




      The workflow is complete and the next step would be for Payroll Personnel to post the Timesheets to

      the Cycle Changes in the Payroll module for processing.

    2. ‌The Date the Timesheet was posted will be reflected in the Workflow Progress



User Self Service>>Timekeeper>>Timesheets>>Timesheet>> Current

‌How to use the Batch Workflow Actions?




Batch Workflow Actions

Timesheets can be processed individually or in batch via the Batch Workflow Actions button. For each individual timesheet, you may select the specific Workflow Actions of:

  • Move Forward

  • Move Backward

  • Post Record

OR you may wish to minimize data entry by selecting a specific Workflow Action for a batch of Timesheets. These actions above can also be performed in Batch – enabling the approval and/or posting of a batch of timesheets (by Company, Schedule, Shift etc.) by clicking the Batch Workflow Actions button.


‌Step 1. Review Timesheets for Batch Action




Batch Operations are performed on Timesheets that are currently displayed on the grid. Select the

number of timesheets you wish to display from the drop-down list shown above.

Review the Timesheets for the Batch Action. If there are any timesheets to be omitted from the batch

option you are about to select, then check the box on the respective timesheets as shown above.

Action: Select one action from the drop-down list to move the Timesheets in the workflow process

either Forward, Backward or Posted/Approved.

Exclude Selected: check YES and the box/es next to the record/s that you wish to omit from the Batch operation.

Click Submit Batch Operation.

‌Step 2. Select the Batch Actions to be Performed




‌Step 3. View the Message to Confirm the Batch Action was Successful



Note: Only the record that was selected to be excluded from the batch posting is still visible on the

screen.

‌Step 4. Refresh Screen to See Batch Records No Longer Visible




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