Register Job Hours and Time Card Information

Explanation

This activity is used to register the job hours an employee has worked. Job hours include time spent on work orders in IFS/Maintenance, shop order operations and indirect jobs in IFS/Manufacturing as well as projects in IFS/Project Reporting. You can also enter separate notes related to attendance and project transactions.

You can register time for each of these jobs using IFS/Time Management. When employee reports job hours, whether or not attendance hours should also be generated simultaneously depends on the time registration time base linked to the employee; 

If time registration time base is Job Hour Controlled Wage Hours, the reported job hours will also generate attendance hours. That is, the normal hours scheduled for the day based on the employee's work schedule will be filled using the job hours. If the time base is Automatic Insert of Normal Hours, the scheduled normal hours will be generated for all passed dates in the same week. In addition, you can manually report other types of attendance such as overtime and extra time. If the time base is Clocking Controlled Wage Hours, attendance cannot be reported using the Time Registration window.

Manage Shortcuts (Aurena Only): When you register time, you have an option to create shortcuts and give a name for the shortcut according to your preference.

Prerequisites

In order to perform this activity;

• Employees with valid schedule assignments are required to exist.
• A time management time base is required to be assigned to employees in the Employee Time Management Time Base window.
• The relevant aware modules in IFS/Maintenance, IFS/Manufacturing and IFS/Project Reporting for which time reporting is required should be enabled in the Time Management Aware Modules window. The available aware modules are PCM, SHPORD, INDIRECT, MCPR, PRC and PRJREP.

Note: The Project option will be available only if the employee is contractor (an employee connected to an employee category with Contractor and Connected to Purchase Order checkboxes selected) and the PRCENABLE attribute of the reporting company is set to YES.

System Effects

• Normal hours corresponding to the registered job hours are automatically generated for employees with Job Hour Controlled Wage Hours time base.
• The scheduled normal hours will be automatically generated for all passed days in the week for employees with time base Automatic Insert of Normal Hours.
• The attendance information generated or manually registered using the Time Registration window will be updated in time and attendance windows such as Time Card Day, Time Card Week and Authorization.
   
• Job hours reported for a project will be updated in the Project Time Reporting window. Project Transactions window will also be updated with the transaction.
• Job hours reported for a work order will be updated in IFS/Maintenance.
• Job hours reported for shop order operations and indirect jobs will be updated in the Time Card Day/Mfg Result tab.
• If an existing record for a shop order operation or indirect job is deleted, a reverse transactions will be created for the original transaction in the Labor History, Labor and Operation History and Dispatch List/Operation Reports windows. The reverse transaction is created in the  Indirect Labor History window for indirect job transactions.
  Instead of deleting, if an existing record is modified, a new transaction is created for the modification in addition to the reverse transaction.

Window

Time Registration

Related Window Descriptions

Time Registration

Procedure

Perform the following procedure in order to register job hours for employees. In the header of the window, the buttons Work Order, Project, Shop Order, MCPR, Project or Indirect can be used in order to create new records and register hours for the respective jobs. The buttons will only be available if the relevant module is installed in the system.

1. Open the Time Registration window.
2. Query or populate to select an employee who is already assigned to a time registration time base.
3. Click on the Calendar to select the week for which you want to report time. The currently selected week is highlighted.
   
   If you want to register time for work orders;
    
4. Click the Work Order button and enter the work order value in the relevant field. The maintenance organization to which the employee belongs will display in the Maint Org field.
5. Enter the number of hours worked for the days in the week and save the information.
   
   If you want to register time for projects;
    
6. Click the Project. Enter the short name of the project activity and the report code in the relevant fields. The organization code to which the employee belongs will display in the Org Code field. You can change the organization code for this record only if the Use Employee Labor Cost check box is not selected for the company.
7. Enter the number of hours worked for the days in the week and save the information.
8. If you want to modify project related details of the record you entered, right-click on the record and click Details on Current Row to open the Job Details dialog box. You can enter details such as internal comment, invoice comment and price adjustment for the project transaction.
9. Click OK to save the details.
   
   If you want to register time for shop orders;
    
10. Click the Shop Order button. Enter the operation ID and the time type in the relevant fields. The time type will determine whether the time is registered for the set-up time of the operation or the actual running time.
11. Enter the number of hours worked for the days in the week and save the information.
    
    If you want to register time for indirect jobs;
     
12. Click the Indirect button. Enter the required indirect job ID in the relevant field and the the number of hours for the days in the week.
13. Save the information.

If you want to register time as a contractor using a purchase order;

14. Click Project. Enter the short name of the required activity, report code, purchase order number and purchase order line ref (which is a combination of PO line number and release number)
15. Enter the number of hours you have worked each day of the week and save the information.

If you want to register time to a multi-company project activity using either employee company activity or customer company activity;

16. Click MCPR. Enter the short name of the employee company activity, report code, customer company activity short name and report code. Alternatively, you can select the customer company activity and report code from the List of Values. The related employee activity and report code will be entered automatically.
17. Enter the number of hours you have worked each day of the week and save the information.

Note: When reporting job hours or editing job hours, you can add/edit job cost additional parameters related to Job Rate Management in Job Cost Additional Parameters group.
 

Perform the following procedure in order to register additional attendance hours such as overtime and extra time for employees. This option is not available if employee is using Clocking Controlled Wage Hours as the time registration time base.

1. Click the Attendance button. If you want to register overtime, extra time, specified time, absence or increments, enter the relevant wage code in the Wage Code field. You can also enter wage codes of type Balance Withdrawal or Balance Accrual in order to enter hours that can be accrued or withdrawn from a time balance linked to the employee.
2. Enter the number of hours of overtime, absence, increment etc. for the days in the week and save the information.

Perform the following procedure in order to enter notes related to the attendance records of employee.

1. Right-click and click on Attendance Notes to open the Attendance Notes dialog box.
2. Add notes in the Notes field for each account date in the week that is selected.
3. Click OK to save the notes.