EEMS Administrative User’s Guide



Role: Administrator – The Administrator roles have access to the system configuration section. Here authorized users can manage all aspects of system workflow, and user configuration. Administrators can redefine all field labels and can configure the automated alert and email notification section. This role can also assign all other employees their roles.

Users with the Administrator role have access to the following options:

1. Change Password – change your default admin login password.

2. Client - add, update, delete or search client records. The client role is designed for 3rd party customers who require an outside source to sign/approve employee timesheets.

3. Employee – users create employee records. By default, all users entered are assigned the employee role.

4. Import Employees – users can mass import new employee information by loading employee data in a specified file format.

5. Group - employees of the systems are categorized in a hierarchy. The group function is used for organizing employees into sections for timesheet approval and assignment of projects and/or account codes by department, section or any multi-level environment.

6. Notifications - customize your notifications “reminders” that go out to users of the system. Choose from a canned list of notifications that are sent out as emails using the email address for each of the users located on the employee profile page. All notifications can be customized by the different login roles/privileges of the system.

7. Reports – system has a set of canned reports that are common to most timesheet customers.

8. Roles - categorize employees by group and job role, such as: Client, Employee, Manager, etc.

9. Company Documents –add, remove company documents, which can be shared through the Internet. Examples of company documents are newsletters, company forms, or benefit information.

Contents

CHANGE PASSWORD 3

Optional Password Security Features 3

CLIENT 4

Managing Employee Data 5

Creating a New Employee (user) 5

Updating existing employee data 6

Assigning an Employee to a Group 7

Assigning Employee Role(s) 9

IMPORT EMPLOYEES 11

GROUP/SUBGROUPS 11

Adding New Group(s) 12

Updating Existing Group Data 13

Assigning a Manager to groups 14

Adding Employees to a Group 15

Adding Multiple Charge Codes to a Group 15

Associate Charge Codes to a Group 18

Notifications 19

Reports 20

Standard Reports 20

Custom Reports 21

Creating Custom Reports 22

Roles 22

Company Documents 24

Document Category 24

Document List 25

CHANGE PASSWORD

The system security is through user name and password. Anyone trying to access the system must have a user name and associated password registered in the admin section of the application.

Optional Password Security Features

Please contact Technical Support to turn on the following password security features. The features are:

1. Account Locking – after a configurable number of failed login attempts, the system will lock the user’s account.

2. Account Lock Time – the amount of time that the account stays locked is also configurable.

3. Password Expiration – passwords may be set to expire after a configurable number of days.

4. Password Expiration Alert – users will be notified on login that their password is about to expire. This alert can be set to a configurable number of days prior to expiration.

5. Password Reuse – the system can be configured to disallow a configurable number of previously used passwords when the user is changing their password.

6. Minimum Password Length – the minimum length of a password is now configurable.

7. Password Complexity – using regular expressions, the complexity of passwords may be set (e.g., 1 lower-case, 1 upper-case, 1 number, 1 special character, etc.).

Use Change Password to change your admin login password.

1. To change your password, select Change Password.

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2. Enter the current password in the field provided.

3. Enter your new password.

4. Reenter the new password to verify the initial entry.

5. Click the Submit button to store the information in the system. Confirmation text is displayed on the screen indicating that your new password has been successfully changed.

6. If you made an error in your entries, click the Clear button to reset the field.

CLIENT

Use the client role to allow access to eTSS by a 3rd party organization. The client login will allow a user to view timesheets and hours worked that are associated to a specific Group of employees. Clients will have access to “Approve” employee timesheets just like the supervisor role but the client role is restricted from making any changes to the employee’s timesheet.

Use Client to add new client records, update, delete and search for existing client records.

Select Client on the options menu under Administrator.

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The previous screen contains fields and options that can be updated for an existing client. The following steps are instructions for adding a new client.

1. To add a new client record, click Add New.

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Note: Fields marked with an * are required fields.

a. Enter the information in the fields provided, and click Insert.

b. To assign client manager to a group, click on the Select A Group field to display a list of valid group names, click to select the appropriate group name.

c. Enter the Start Date.

d. Enter the End Date.

e. Click Add.

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Managing Employee Data

Employees are users who login to the system to add, update, approve or print timesheets, and view leave balances, direct deposit stubs, schedules, W2 information, and personal information. The employee role is the default role created when users are entered into the system.

Creating a New Employee (user)

1. Select Employee on the options menu under Administrator.

2. To add a new employee record, click Add New.

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3. Enter the requested information in the fields provided.

4. For the fields requiring a date entry, you either can manually enter the date in the displayed mm/dd/yyyy format, or click on the calendar icon next to the field to display calendar pop-up window.

5. When employee information is entered in all required fields, click Insert.

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Note: Fields marked with an * are required fields.

Updating existing employee data

1. Select Employee on the options menu under Administrator.

2. To update an employee record, select the group that the employee is associated with.

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3. The Select An Employee field displays the first alphabetically listed name by default. Click on this field to display a list of all employee names.

4. Scroll through the list until the appropriate employee name is located, and then click to enter the selected name.

5. To make changes to an existing employee record, modify the entries where applicable, and then click Update.

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Assigning an Employee to a Group

Group(s) - employees of the systems are categorized in a hierarchy. The group function is used for organizing employees into sections for timesheet approval and assignment of projects and/or account codes by department, section or any multi-level environment.

1. Click on the Assign To Group link at the bottom of the page to assign the new employee to a group.

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2. The Select An Employee field displays the new employee’s name. On the screen are fields to provide the following information:

a. Click on the Assign To Group field to display a list of valid groups, and then select the appropriate group name.

b. Select the Is Housed checkbox if this is the employee’s primary group association.

c. In the Start Date field, either manually enter the date in the displayed mm/dd/yyyy format, or click on the calendar icon to display the calendar pop-up window from which to select the date.

d. Repeat this step for the End Date field, if applicable.

e. To apply all group change codes to the employee’s assigned group, select the Apply all group charge codes checkbox.

f. If no further action is required, click Save. This action saves the information and updates the employee’s record.

Note: The Apply all group charge codes checkbox only appears when assigning a new employee to a group.

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Assigning Employee Role(s)

The system uses employee roles to determine user access and editing privileges. By default, all employees are given the role of Employee. Additional roles are added based on the individuals needs and the modules enabled within eEMS.

Employee - provides the timesheet view as well as access to employee leave balances, schedules, leave requests, electronic pay stubs, and online W-2's and password control. Each employee timesheet view may be configured specifically for the individual. Employees can be associated with user-created groups, projects/jobs, leave codes, task codes and so on. Employees can be restricted in how they interact with their timesheets.

Supervisor - has the authority to open, edit and ultimately approve the time sheets of authorized employees. Once managers approve time sheets, they are available for exporting to accounting and payroll systems. Supervisor roles also can create schedules and approve employee leave requests. In addition, supervisors can assign projects/jobs to employees and see employee contact information. Supervisors only see employees in their groups.

Timekeeper – has the authority to review and approve timesheets for the employees in the assigned groups.

Administrator and Accounting - have access to the system configuration section. Here authorized users can manage all aspects of system workflow, and user configuration. All field labels can be redefined. Accounting can import files from other applications and export payroll files to accounting and payroll applications. Administrators can configure the automated alert and email notification sections. Users with the Accounting role can open/edit and approve timesheets for the entire company if desired. These roles can also assign all other employees their roles.

Scheduler - can be assigned to anyone. This role provides the capability to schedule employees by shifts or any other time block. Schedulers can insert comments into employee schedules. Comments can explain what tasks employee is expected to complete. Reports are available that can display scheduled time versus actual time.

Reporter - allows anyone with this role to view system reports. There is an ever-growing library of standard reports. Reports can be opened directly into Excel with proper header and column formatting. GHG allows customers to write and save their own custom reports using any report-writing tool that maps to Microsoft SQL.

Client – allows the user to login and review timesheets for approval. User only has the timesheet review link. This role is intended for 3rd party customer users who have a need to review and approve hours worked.

News Editor – allows the user to add, update, and edit information placed on the home page. Information can include links to other web pages, text, and/or html. Once added, news is viewable to all users that login to the system.

Click the Employee Role link to modify the role(s) to which the employee is assigned.

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a. The Select An Employee field displays the first alphabetically listed employee name by default. To select the correct name, click on the field to display a list of all employee names.

b. Scroll through the list to locate the employee name, and then click to enter the name in the field.

c. To assign an additional role, click on the Select a role to assign field to display a list of valid roles as shown in the inset above, and click to enter the appropriate role in the field.

d. To remove an assigned role, click Remove next to the corresponding role. In this example, the Employee role will be removed.

IMPORT EMPLOYEES

Use Import Employees to import new employee data, in a specified file format into eTSS. Specific format can be obtained from GHG technical support or setup consultant.

1. Select Import Employee on the options menu under Administrator.

2. Select the Browse link to locate the employee data to be imported.

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3. Locate the file folder and click on the file to be imported.

4. Select Import.

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Sample employee Input file

GROUP/SUBGROUPS

Group - employees of the system are categorized in a hierarchy. The group function is used for organizing employees into sections for timesheet approval and assignment of projects and/or account codes by department, section or any multi-level environment.

Use Group Management to organize employees, charge codes and managers by group.

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You can add new groups, update, and delete existing groups. The screen also contains collapsible fields that can be expanded for viewing additional information. The steps below are procedures to add a new user or update an existing group.

Adding New Group(s)

1. Navigate to the Accounting/Group page.

2. Click the Add New link to create new groups.

3. Enter Group information.

a. Select Parent Group – If a tiered organization is necessary, use the Parent Group function to create a multi-tiered environment.

b. Description - (required) the group description.

c. Start Date - (required) the date on which this group became active. To change the start date, either manually enter the date in the displayed mm/dd/yyyy format, or click on the calendar icon to display a pop-up calendar window from which to select the month, day and year.

d. End Date - the date on which this group will be terminated. To change the end date, either manually enter the date in the displayed mm/dd/yyyy format, or click on the calendar icon to display a pop-up calendar window from which to select the month, day and year.

4. Click the Insert link to save your changes.

5. Repeat steps 1-4 for each Group/Subgroup.

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Updating Existing Group Data

1. The first alphabetically listed group name is displayed by default. Click on the Select A Group field to display a list of all available groups.

2. Scroll through the list to locate the appropriate group name, and click to enter the group name in the field.

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3. Update information in the fields provided, if necessary.

4. Click Update

Assigning a Manager to groups

1. Navigate to the Accounting/Group page.

2. Click the Assign Manager link.

3. Select the user type from the drop down (Type of Manager) box that will be approving timesheets for the selected group.

4. Enter Start Date.

5. Enter End Date (optional).

6. Click Save.

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7. Return to the group page and click the blue circle to the left of the page. This action will display all Managers associated to the displayed group.

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Adding Employees to a Group

(Without charge code associations)

1. Navigate to the Accounting/Group page.

2. Select the Group in the drop down box.

3. Click the Assigning Employee to Group link to make employee/group associations.

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4. Select the Employees from Employee List Box on the left side of the page.

5. Enter a start date in the Start Date Field.

6. Click the Add.

Adding Multiple Charge Codes to a Group

(With charge code associations)

1. Navigate to the Accounting/Group page.

2. Select the Group in the drop down box.

3. Click the Group/Charge Code/Pay Type Association at the bottom of the page.

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4. Click the Assign Charge Code(s) And/Or Pay Type(s) to Group(s).

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5. Select the Group(s), Pay Type(s) and Charge Code(s) from each of the list boxes from the drop down box.

6. Click Continue.

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7. A screen will display the status of each association attempted.

8. Click Continue to Assign Charge Codes/Pay Types to Group to make additional associations.

9. Click Return to Group/Charge Code/Pay Type to Assign Employees.

10. Select the charge codes that you want to assign to employees and click the Assign Selected to Employee(s) link.

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11. Highlight the employees to receive the charge codes.

12. Enter a Start Date and End Date (if applicable).

13. Click Continue.

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14. A status page will be displayed showing the outcome of each of your associations.

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15. Click Continue to create additional associations.

Associate Charge Codes to a Group

1. Navigate to the Accounting/Charge Code page.

2. Click the Group/Charge Code/ Pay Type Association.

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3. Click the Assign Charge Code(s) And/Or Pay Type(s) to Group(s) link.

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4. Select the Group(s), Pay Type(s) and Charge Code(s) from each of the list boxes from the drop down box.

5. Click Continue.

6. A screen will display the status of each association successfully created.

7. Click Continue to Assign Charge Codes/Pay Types to Group to make additional associations.

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Notifications

Notifications are performed via e-mail. They include such actions as reminding a supervisor/timekeeper that timesheets are outstanding and need to be reviewed notifying a user that their schedule has changed and many more. Choose from a canned list of notifications that are sent out as emails using the email address for each of the users located on the employee profile page. All notifications can be customized by the different login roles/privileges of the system.

1. To configure user what message should be notified, select Notifications on the options menu for Administrator.

2. Select the checkbox of message.

3. Select the checkbox of role under message.

4. Click the Submit button to store the information in the system.

5. If you made an error, click the Reset button to reset the field.

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Notification View

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Sample Notification

Reports

Reports are SQL queries directly into the Microsoft SQL database. No middle-ware is required to generate reports. The reports can be viewed as on screen HTML or CSV (comma separated views) that can be pasted into any spreadsheet, database or other database type programs.

eTSS comes with many standard reports. Additionally, GHG can write custom reports. The Administrator role can write and store custom reports. There is no limit on the number of reports the system can store. You may use any report generator that interfaces with a SQL database to generate your own WSIWG reports. Crystal Report writer, a common and popular report writer, may be used to write and format reports.

Standard Reports

1. Select Reports on the options menu under Administrator.

2. Select from one of the Standard Reports.

3. Select the report criteria.

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Sample Report Criteria

4. Click the Submit link to run the report.

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Sample Standard Report

Custom Reports

Please contact the eTSS Support Desk to request your custom report needs.

1. Select Reports on the options menu under Administrator.

2. Select from one of the Custom Reports.

3. Select the report criteria.

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Sample Custom Reports List

4. Click the Submit link to run the report.

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Sample Custom Report in Excel

Creating Custom Reports

Custom reports can be created by the customer’s staff. SQL knowledge is a requirement to use the eTSS Custom report writing tool. For self hosted customers, GHG will deliver the database schema upon request to the customer for managing the tables and relationships needed for report creation and processing.

Roles

The system uses employee roles to determine user access and editing privileges. By default, all employees are given the role of Employee. Additional roles are added based on the individuals needs and the modules enabled within eEMS.

Employee - provides the timesheet view as well as access to employee leave balances, schedules, leave requests, electronic pay stubs, and online W-2's and password control. Each employee timesheet view may be configured specifically for the individual. Employees can be associated with user created groups, projects/jobs, leave codes, task codes and so on. Employees can be restricted in how they interact with their timesheets.

Supervisor - has the authority to open, edit and ultimately approve the time sheets of authorized employees. Once managers approve time sheets, they are available for exporting to accounting and payroll systems. Supervisor roles also can create schedules and approve employee leave requests. In addition, supervisors can assign projects/jobs to employees and see employee contact information. Supervisors’ only see employees in their groups.

Timekeeper – has the authority to review and approve timesheets for the employees in the assigned groups.

Administrator and Accounting - has access to the system configuration section. Here authorized users can manage all aspects of system workflow, and user configuration. All field labels can be redefined. Accounting can import files from other applications and export payroll files to accounting and payroll applications. Administrators can configure the automated alert and email notification sections. Users with the Accounting role can open/edit and approve timesheets for the entire company if desired. These roles can also assign all other employees their roles.

Scheduler - can be assigned to anyone. This role provides the capability to schedule employees by shifts or any other time block. Schedulers can insert comments into employee schedules. Comments can explain what tasks employee is expected to complete. Reports are available that can display scheduled time versus actual time.

Reporter - allows anyone with this role to view system reports. There is an ever-growing library of standard reports. Reports can be opened directly into Excel with proper header and column formatting. GHG allows customers to write and save their own custom reports using any report-writing tool that map to SQL.

Client – allows the user to login and review timesheets for approval. User only has the timesheet review link. This role is intended for 3rd party customer users who have a need to review and approve hours worked.

News Editor – allows the user to add, update, and edit information placed on the home page. Information can include links to other web pages, text, and/or html. Once added, news is viewable to all users that login to the system.

Use Roles to assign or remove employee roles by Group and/or by Employee.

1. Select Roles on the options menu under Administrator.

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To assign a role to an employee, perform the following:

2. The first alphabetically listed name is displayed in the Select An Employee field by default. Click on the field to display a list of all employee names, and select the appropriate employee name.

3. To assign a user role, click on the Select a role to assign field to display a list of all valid roles, and select the appropriate user role that most accurately defines the employee’s tasks or position.

4. If the employee is currently assigned a role that is no longer required, click Remove associated with that particular role.

Company Documents

Use Company Documents to add/remove company documents, which can be shared through the Internet.

Document Category

1. To add/remove/update document category, select Document Category under Company Documents option of Administrator menu.

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2. To update existing category, click Edit in Action field.

3. To remove category, select checkbox and then click Delete Selected.

4. To add new category, click Add New Category.

5. Enter dates in the field provided, and click Save to save information in system.

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Document List

1. To list/add/delete documents, select Document List under Company Documents option of Administrator menu.

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2. To delete company document, select checkbox of document and click Delete Selected.

3. To list documents, click on Select Document Type.

4. To add new company document, click Add New Document.

5. Enter information in the fields provided, and then click Save to upload document.

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