Time & Attendance
This article explains everything you need to know about the Time & Attendance.
Introduction
The Time and Attendance module provides you with the most efficient way to track the time and attendance of crew members and stay in compliance with the MLC regulations pertaining to work and rest hours.
Contents
Overview
Once logged in, please go to the Time and Attendance module.
The Time & Attendance module is used for working with crew members' time registrations: checking, editing, filling in data, generating reports with certain parameters, etc.
The module consists of several submodules available to users in accordance with the rights granted by an administrator:
My Timesheets are used by a crew member for creating and managing time registrations.
Co-Workers Timesheets are intended for all crew members set up as part of your team in the chain of approval and are designed for creating and managing time registrations.
Usually available only for team leaders or administrators responsible for a certain group of subordinates who have access only to their own time registrations.
Messages allow you to send messages to one or several of your colleagues. This message will appear on their screen right after login.
If a person logs in using TimeClock, the message will be shown before starting to work with time registration.
Batch Input Time Registrations allow setting up the time registration for a group of subordinates.
Usually available only for team leaders or administrators responsible for a certain group of subordinates.
Chain of Approval
The basic principle for the documents workflow is the setup of subordinates.
The APP admins can set up a department with its own team leader who is responsible for his subordinate team-mates.
The chain of approval contains the following levels:
Subordinate is a person responsible for managing his/her own timesheets in accordance with the actual time spent as well as sending them for approval. A subordinate is under the command of a superior and, thus, takes the lowest level in the chain of approval with very limited rights.
Coordinator has a higher level of control compared to a subordinate. Each Coordinator has at least one Subordinate whose timesheets are received from the team-mates. The timesheets are required to be verified and approved. If a timesheet does not contain all the necessary information or is not up-to-date, it can be rejected back to an originator (Subordinate) for modifications or Cancelled. A Coordinator can also be a subordinate managing his/her personal timesheets and sending them for approval to a Coordinator of a higher level (or to an Approver).
Approver is a person responsible for approving timesheets and has the highest level of control for any department. Only approved timesheets are then sent to the Payroll module for further processing and payment. An approver can also be a Coordinator but cannot be a Subordinate.
For more information on how to set up the Chain of Approval, see https://adonishr.atlassian.net/wiki/spaces/KB/pages/4529422351
Documents Workflow
A timesheet document can be moved up and down the chain any number of times unless it is Cancelled (no more valid) or Approved (passed to payroll calculations). Therefore, a timesheet may belong to one of 6 states: Created = 0, Submitted = 1, Approved = 2, Rejected = 3, Processed = 4, Reversed = 5, Cancelled = 6.
Below you can find the meaning of the states:
Created is a state for saved but not submitted timesheet documents. Such documents may be edited and sent to a coordinator/approver.
Submitted/Waiting for Approval is a state for created and sent for approval timesheet documents.
Approved is a state for timesheet documents approved by a person with a higher level of control (an approver or a coordinator). Once a document is approved, it is then sent to the Payroll module for further processing and payment.
Rejected is a state for timesheet documents rejected by a person with a higher level of control (an approver or a coordinator). In this case, a subordinate will have to make corrections in accordance with the approver's notes/comments before submitting a timesheet document again.
Processed is a state for timesheet documents submitted, approved and confirmed for payment in APM.
Reversed is a state for timesheet documents submitted, approved but rejected for payment in APM. Once rejected, it comes back to a coordinator/approver and then to a crew with the Rejected state.
Cancelled is a state for created/saved timesheet documents cancelled by a subordinate. A subordinate can cancel his/her document only if it has not been submitted yet.
Various menus display timesheets with certain states only, and only certain valid actions can be performed for each state on each level of the Chain of Approval.
For more information on how to set up User Rights, see This Chapter.
Co-workers Timesheets
To start working with registrations of your team, go to sub-module:
Day-to-Day View
Time Lists menu is created to check and edit time registrations of team members who are below the Chain of Approval for the current users.
Depending on your needs you may select to filter registrations for a certain date, by timesheets or timecards line.
Register Drill. When a drill takes place onboard, there is no time for a crew member to swipe his card to change activity type. The Crew Portal offers functionality to register drills via a web interface.
Add Sick is the team-leader functionality to control possible lack of work time that a user may experience due to sick.
Nonconforming events
This menu is to control violations of work and rest hours according to the pre-defined rules.
See more information here https://adonishr.atlassian.net/wiki/spaces/KB/pages/4735631509
My Team
Here you can review your team (subordinates) details, and watchkeepers.
On this screen, you can also define your reliever during the absence. This person will have access rights to the T&A module > Co-Workers Timesheets during the period of your absence. See https://adonishr.atlassian.net/wiki/spaces/KB/pages/4735369403 for more details.
Documents Workflow
You can select different views which list timesheet documents in accordance with the selected condition:
-According to the document state (Waiting for Approval, Rejected, Approved, Processed)
-At Processed by user view you can find and review those documents that were at your level but currently not (e.g. you reviewed the document and rejected it and it's on the subordinate level now);
-Time Clock subordinates – here are time registrations of the crew who have no access to Crew Portal (TimeClock user Only option on) and register their time only via panel PC.
In this case, as they can not edit their registrations, so, their team leader can review/edit and approve.
And only certain valid actions (approve, edit, reject, review) can be performed on each separate view.
Reports
From here you can generate various Time& Attendance reports depending on set rights.
Messages
You can compose and send notification/informational messages to any of your team members.