TL - Auto Enroll in Time and Labor
An automated process will run nightly to add or update time reporters in Time and Labor. The process will look for changes made to job data and then create or update the TL Employee Data record. This procedure explains the logic behind Time and Labor Auto Enrollment. If an employee must be enrolled as a time reporter manually (due to timing of hire or rehire and payroll processing), please contact your Affinity Group for assistance.
The Automated Time Reporter Enrollment (Auto Enroll) of employees into Time and Labor (TL) uses criteria from the employee’s job data to determine the correct information to use in enrolling employees into TL. The process will recognize job transactions such as new hires, rehires, transfers and changes in employee status and make the additions or updates to time reporter data. The time reporter data that needs to be updated will include employees' start dates, statuses, elapsed or punched time, Time period ID's, Workgroups, Task Groups, and Task Profile ID's.
The Auto Enroll process eliminates the need for manual entry of time reporter enrollment data. The manual entry of this data could lead to many errors and the need for maintenance and clean up of the errors. The high number of workgroups the UW has in Time and Labor increases the probability of errors if data is entered manually. The Auto Enroll process will run as part of the nightly batch and will include the capability to be run ad-hoc.
High Level Functional Description
This program will enroll employees in Time and Labor, updating TL_EMPL_DATA records (Time Reporter Data page) with workgroup codes based on assignment criteria as defined in a custom internal table, AUTO_ENROLL_TIME_RPTR_TBL.
The Time Reporter Data page is where an employee's Time and Labor configuration is kept, including an employee's access to the timesheet.
The Auto Enroll process will be run in the nightly batch schedule after close of business but prior to the Time Administration process, as well as having the ability to run ad hoc. This process will run after all other processes that would update job data. If the program fails, it should be restarted from the beginning. There are no additional values that need to be reset to allow the program to execute properly. This process should also be run prior to TL Security and TL Refresh Dynamic Groups.
The general rule of thumb is that for every job action in Job Data, there should be a one-to-one relationship with a row in Time Reporter Data which contains the same effective date as the job action row in Job Data.
Auto Enroll Logic
The program will read the run control record that has the last run date and time the program was run. The time and date fields can be overridden if necessary.
The program will look for changes to job records with dates since the last run date of auto enroll.
The program will look for job changes which include the following:
- FLSA Status
- Employee Status
- Employee Class
- Bargaining Unit
- Union Code
- Job Code
- Business Unit include or exclude
- Department include or exclude
- Seasonal Status
- Effective Date
For each new TL_EMPL_DATA row (Time Reporter Data Page), the corresponding Time Reporter Type, Time Reporting Template, Time Period, Task Group, TCD Group, and Rule Element 2 are assigned.
After all job records have been processed, the program updates the date and time on the run control record with the current date and time.