BUSINESS PROCESS GUIDE

PEOPLESOFT

HUMAN CAPITAL MANAGEMENT

Release 8.9

TIME & LABOR

USING THE WEB CLOCK

MAY 2007

TABLE OF CONTENTS

PROCESS OVERVIEW......

PEOPLESOFT General Tips/Things To Consider......

USING THE WEB CLOCK......

Step 1: Logging On to PeopleSoft......

Step 2: Navigating to the Self-Service Applications......

Step 3: Making a Time Entry......

Step 4: Making Additional Time Entries......

NOTES:......

PROCESS OVERVIEW

This training guide is designed to provide instruction and system information for users at the indicated level: EMPLOYEE DEPT TIME ADMINISTRATOR  OHR STAFF 

The contents of this guide will show you how to log on to the self-service applications of the new HR/Payroll software, navigate to the Web Clock screens and record daily, working time entries into the Time & Labor section of the new system.

PEOPLESOFT General Tips/Things To Consider

  • If you are modifying a table, remember to be in Correct History mode. The button is at the lower right hand side of the tables. Not all system users will have access to Correct History functionality.
  • Once a department designates security levels, timekeeping roles and duties for their employees, time entry, processing and approval rights will be given to individuals.
  • SetID is ASU00.
  • Primary Payroll at ASU is PR01.
  • Active combo codes were brought in from the EXPB table in Advantage with limits of FY = MYMY and 2007 (current FY) and Object = 7110, 7120, and 7200. MYMY is brought in to capture sponsored accounts.

USING THE WEB CLOCK

Step 1: Logging On to PeopleSoft

As part of the security setup of the new system, each employee will be given a UserID code and a temporary password to use when they log on to PeopleSoft for the first time. Each department will have a computer available for time entry, or individual employees may be given the routing to bring up the PeopleSoft Log-In screen on their own computers.

When the log-in screen is accessed, you will see the following panel:

Figure 1: PeopleSoft Log-On Screen

Your assigned User ID will probably be pre-populated in the related field when you bring up this screen. If not, enter your User ID exactly as described into the User ID field. Hit the TAB key to move the cursor into the Password field. Enter your assigned password into this field exactly as it was given to you and click on the yellow, Sign In button.

Step 2: Navigating to the Self-Service Applications

Clicking on the Sign In button in Step 1 above will bring you to the main PeopleSoft menu screen. On this screen, the main functional menus of the HCM software are listed in a box on the left side of the screen, as shown in Figure 2:

Figure 2: Root PeopleSoft Menu List

Using your mouse or touchpad, move the cursor down the list to Self Service and double click on that topic. When you double click on Self Service, the following set of menus will appear on the screen:

Figure 3: Self Service Menus

Note that the Self Service menus are represented in two ways: 1) As a list of topics in the white area of the menu area in the left column of the screen, and 2) as a group of titled folders with sub topics in the middle of the screen. You may select your next topic by clicking on either the topic in the left hand column or by clicking on a file folder (or sub-topic) in the center of the screen.

Click on the Time Reporting entry in the left hand column or on the Time Reporting file icon in the center of the screen which brings you to a new set of menus under that specific topic as shown in Figure 4 below:

Figure 4: Time Reporting Menus

Here we will once again be selecting a more specific menu item. You may click on the Report Time entry next to right facing arrow ►in the left column which will reveal the Web Clock entry which you can then select. A quicker alternative is to click on the Web Clock entry underneath the Report Time folder in the middle of the screen which will take you directly to the time entry screen Show in Figure 5:

Figure 5: Web Clock ENTER PUNCH screen

Step 3: Making a Time Entry

Once you have navigated to the shown screen in Figure 5 above, you are ready to enter a clock time entry for your work day. First be sure to check that this screen shows your name, EmplID and job title immediately below the Enter Punch title on the screen. This will ensure you are entering time on your personal record and not on the record that another employee may have inadvertently left open on the computer.

On arrival at work at the beginning of your scheduled working time, you would click on the drop down arrow ▼to the right of the box labeled Punch Type.Clicking on this arrow will reveal the options available for entry as shown below in Figure 6:

Figure 6: Punch Type Options

To begin your work day, you would click on the IN option, which will move that option up into the Punch Type box as shown in Figure 7:

Figure 7: Punch Type Option of IN Selected

To “clock in” to work all you have to do now is click on the yellow Enter Punch button to the right of the Punch Type box. Clicking on this button enters the current system time on your Time & Labor record as the beginning of your work for the day.

To complete the time entry and exit the system, you would move the cursor to the top right portion of the screen and click on the small Sign Outtab. This will close your record and return the computer to the original PeopleSoft Sign On screen (Figure 1).

Step 4: Making Additional Time Entries

During the course of the workday, an employee will need to use the Web Clock to enter additional transactions to correctly report payable time for the day.

  1. The first time entry of an employee’s workday should always be an IN punch.
  2. If the employee then leaves work to eat, he or she would log-on to PeopleSoft, navigate to the Enter Punch screen (as discussed and shown in Figure 6 above) and select MEAL from the Punch Type Options drop down list. After selecting MEAL as the Punch Type, the employee clicks on the Enter Punch button to submit the time entry and logging the employee out for an unpaid meal period.
  3. At completion of the meal time, the employee would navigate back to the Enter Punch screen and enter and submit another IN time entry to return to work.
  4. A work break other than a meal would involve submitting a Break entry to go off payable time for the break and then submitting another IN punch to return to work at the end of the break.
  5. The last entry of the day will be an OUT entry submitted as the employee leaves work.
  6. After every time entry during the day the employee should click on the Sign Out tab at the top of the EnterPunch screen to exit the system.

NOTES:

1 of 12