This article explains everything you need to know about the Batch Input Time Registrations.

As a result, you can see the Batch Input Time Registrations page where you can start managing time registrations:

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Get Started

On starting the module, make sure the following points are satisfied:

1. Set the date for which you want to create time registration:
   
   

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   You can either pick a date from the calender or use the Previous or Next button to move forward and back by a time period.

   Creating time registrations for future dates is not possible.
   
   

2. Specify a department and a team for which you want to create time registration. To do this:
   Select a department from the Chain of Approval drop-down menu.
   Select a team from the Team drop-down menu:
   
   

    

   For easy handling, you can group team members by teams. For more information, see the Manage Team Members section.
   
   

3. Set Calculate MLC violations if you want the system to alert you every time the violation is about to happen:
   
   

   
   According to MLC (Maritime Labour Convention, 2006), a crew member should have at least 10 hours of rest within 24 hours. The rest time should be split into several time blocks. A crew member must have 77 hours of rest within 7 days. 

Set Registrations

Time registration assumes that a team leader sets time slots for crew members belonging to a certain department and/or team.

There are three ways for setting time slots:

• Selecting time slots.

• Copying time slots from the previous dates.

• Using a standard template that includes time registration per day.

Let’s see how to do it in more detail.

Create from Scratch

To select a time slot, on the Batch Input Time Registrations page, first choose an activity type you want to assign by clicking Work, Rest, Drill, or Break/Meal:

This opens the Time Registration dialog where you can set time registrations for a batch of members:

Within the Time Registration dialog, proceed as described below:

1. Specify the time range for a slot by entering the Start and End values.

2. Specify an activity type by selecting it from the drop-down box:
   
   

    

3. From the available list of members, select those to whom you want to assign the specified activity with the time range. Click Select All to cover the whole list or select members one by one. Besides, you can remove or invert the selections by clicking Clear or Invert Selection, respectively.

4. On completing, click Register.

As a result, you can view the time registrations added for the selected members:

Depending on the applied activity type, the time registrations time slots may be of different colors. To learn about the colors specific for each activity type, click Legend:

Copy Registrations

Creating registrations is a time-consuming process. Instead, you can copy time registrations set for a certain date. For this, click Copy Previous Day on the Batch Time Registrations page:

Clicking the button opens the dialog where you can specify the date from which you want to copy registrations:

By default, the system copies registrations for the whole list of affected persons. If you want to modify the list, select/deselect persons based on your needs. On completing, click Copy.

Set Templates

You can create time registration templates and use them as patterns for standard day-to-day registrations. To create a template, on the Batch Input Time Registrations page, click Template > Maintain:

Selecting the Maintain option opens the Time Registration – Template Maintain dialog where you can create a template for time registrations. To get started, first name your template:

1. Click New to view the page as below:
   
   

    

2. In the Name field, enter the name for a new template and click Save to proceed. A newly created template template appears in the grid:
   
   

Now, you can define the time registration for a newly created template. To do this, click on the right-pointing arrow → and New:

1. Set the Start and End time.

2. Select an activity type in the Worktype field.
   
   

    

3. Click Save to confirm the changes.

As a result, a new template with time registration is ready to be used:

Both the template name and time registration are subject to modifications and deletions by clicking Edit or Delete, accordingly. To create another template or/and time registration, click New.

Apply Templates

After creating a number of templates for different activity types, you can apply them by creating time registrations for a number of people. For this, click Template > Use on the Batch Input Time Registrations page:

This opens the Time Registration – Template dialog where you can apply a template to a number of crew members at a time. To do this:

1. Select a template from the Use Template drop-down list. On selecting, the values in the Hours grid will automatically populate based on the preset time registration.

2. Select crew members for whom you want to generate/update time registrations. Click Select All to cover the whole list or select members one by one. Besides, you can remove or invert the selections by clicking Clear or Invert Selection, respectively.
   
   

3. On completing, click Generate.

Manage Team Members

As a team leader, you have the possibility to manage all the team members at a time or to group them by teams for easier handling.

To access your team members, navigate to Time And Attendance > Co-Workers Timesheets. Within the displayed page, click My Team and select Overview:

Grouping by teams is specifically useful if you manage time registration for a number of people.

To get started, go to Time And Attendance > Co-Workers Timesheets. Within the displayed page, click My Team and select Teams from the drop-down list:

Selecting the Teams option opens the list of all your team members:

Now, follow the steps below:

1. From the Teams drop-down list, select the team to which you want to assign team members.

2. On the Team members grid, select the team members whom you want to assign to the selected team.

3. Click Update team list to confirm the changes.

On completing, the Team members grid is updated with the team name in the Team column:

Approving Timesheets

After checking all needed timesheet details (overtime/violations, etc.) you need as a team leader to approve the document if everything is correct.
After approval, it moves to APM with Approved status, where it can be processed to payroll for paying out (see below section).

All submitted timesheet documents are located under Document Workflow > Waiting For Approval:

1. You can review timesheet details by clicking Details.

2. If you see that document is not correct, misses some data, or needs modifications, you can edit it yourself or Reject it.
   If the document is rejected it returns to its owner (subordinator) for corrections. 
   While rejecting you can leave comments for your team member about why it's rejected and what needs to be done.
   After it's corrected your crew member needs to submit the document again for approval.

3. If the doc looks fine you can approve it by clicking Approve, and leave comments if needed.

Processing Timesheets to Payroll

If the timesheet document is approved by a team leader (approver), it moves to APM > Timesheets datagroup:

There is a separate datagroup where approved and processed timesheets per person are located.
Here we can review previous records (that have been processed - transferred to payroll and payed out) and approved (verified/approved in APP but not yet transferred to payroll).

Let's review an example screen:

1. The Processed tab shows all Timesheet records that have already been processed into Payroll.
   Here we can only review record details.
   
   The Approved tab will show all Timesheet records that have been approved by the APP manager but not yet processed into Payroll.
   The grid shows all possible details: activity code, date from/to, comment from approver, totals for every work type, etc.
   Here you can expand the record to see Hours Worked and Overtime for every day.
   In its turn, expand a day record to see more detailed information: Time In/Out and Total hrs for every registered work type (work, rest, meal, drill, etc.).
   
   Please note that all values considering hours are shown as decimal, e.g. 1 h 30 min are shown & stored as 1.5

2. You can choose how you would like to see records details:
   
   Plain - when expanding a day record, you see information in such way: Time In/Out and Total hrs for every registered work type (work, rest, meal, drill, etc.).
   By Work Type - when expanding a day record, you will see this information: work type/code, hours.

3. From here we can transfer the record to payroll or reject it
   
   If everything is found to be in order, you can transfer the Timesheet to Payroll by selecting it and clicking the Transfer to Payroll button. Please add the date of Processing in the Comments field.
   The record will change status to Processed and appear in the Processed view.
   As a result, corresponding entry code(s) (set up on the payscale by your payroll admin) will be generated and added to the person's payroll entries for further processing- calculation/paying out.
   
   If you find that the timesheet record contains any errors/needs correction, you can reject it by clicking the Reject button.
   Please add in Comments the reason for rejection.
   The document is now sent back to the approver in APP with Reversed status, who can either make changes and approve or also reject to have it sent back to the originator (employee).

To call the Find Panel, click the Find button.
To dock datagroup, use the Dock command (for details see here).

Batch Processing

Approved timesheet records for several crew members can be seen and transferred to payroll under Payroll > Process > Time Sheets:

The Process Timesheets window opens:

Select the needed vessel in the Vessel drop-down.
All approved records for persons who are linked to the defined vessel will be displayed here in the grid.
Here we can see the main information: pin, name, position, period, payscale table/code, approver's comments, and total hours for every registered work type.
Expand the record to see hours worked and overtime in total for each day:

When expanding any day line, we can see the total hours for every registered work type (work, rest, meal, drill, etc.).

Before closing a month, these records can be tagged and transferred to payroll by clicking Transfer to Payroll button. 
As a result, corresponding Entry Codes (set up on the payscale > Transactions) will be generated and added to the person's payroll entries. Then they can be calculated and paid out.

If you find that the record contains any error(s)/needs correction, you can reject it by selecting and clicking the Reject button.
Then it is sent back to the approver in APP with Reversed status, who can either make changes and approve it again or also reject to have it sent back to the originator (employee).