TIME MANAGER’S WORKPLACE STARTERS PACK · the Time Entry Screen If these staff are on a FREE ROSTER please: DO NOT DELETE THE ABSENCE ENTER TIME AGAINST THE ABSENCE REFRESH/SAVE

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TIME MANAGER’S WORKPLACE STARTERS PACK

SERVICE DELIVERY NiSRPNational Integrated Staff Records & Pay Programme

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SERVICE DELIVERY TMW STARTER PACK NiSRPNational Integrated Staff Records & Pay Programme

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Roster / Work Schedule – What is it?

Planned Working Time holds the individual employee Work Schedule details; the weekly contracted hours, the Work Schedule Rule that the employee is set up for and it also holds the working week of the employee. The types of rosters available are:

• Free Roster, i.e. the employee has no set daily working pattern and Daily Work Schedules (DWS) have to be entered in Time Managers Workplace (TMW) on a weekly basis to generate any relevant premia payments associated with the worked time. (not be best practice)

• Fixed Roster places the employee on a set work schedule each working day that doesn’t change, e.g. Monday-Friday 9.00am-5.00pm, Sat-Sun Rest (Clerical Admin). This automatically populates TMW with the associated DWS for each day and so no other entry for this cohort of staff is required other than by exception, i.e. absences (Annual Leave, Parental Leave etc.) and other attendances (Overtime/On Call/Call Out).

• Fixed Rotational Rosters are similar to Fixed Rosters, however they are fixed for a cycle of time and then return to the start of the cycle, e.g. Mon-Fri Wk1, Sat-Wed Wk2, Mon-Fri Wk1 etc. TMW is populated with the DWSs associated with the Fixed Rotational Roster Cycle and only additional Attendances and Absences need to be entered for this cohort of staff.

• Hourly Paid (HRPD) Rosters are created for employees on Casual contracts. This Work Schedule rule type is similar to the Free Roster in that DWSs have to be entered in TMW for the days that the employee has been in attendance, unlike the Free Roster however, if noDWSs are entered for HRPD Staff then no salary will be paid in the period.

The Working Week - 5 over 5 (Mon-Fri) or 5 over 7 (any 5 working days over the 7 day period, i.e. liable for weekend working patterns) will also be populated and this field will decide the payment of Saturday premium, Sunday premium and Public Holiday premium.


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HOW TO ACCESS TMW

To logon see screen shots below:

On main screen double click on this icon:

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On this screen use your main logon and password and change the domain to your area – East is DSHDOM or HEALTHIRL


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SERVICE DELIVERY TMW & PARALLEL 2 NiSRPNational Integrated Staff Records & Pay Programme

FOR P3 THE TEST SYSTEM YOU WILL BE LOGGING INTO IS TS6

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SAMPLE TIME SHEETS FOR COLLECTION OF TIME FOR ENTRY TO TMW(24 hour time based system)

• To be completed by Line Manager/Sub TRO/Person Responsible for management of staff time

• To be provided to the TRO every Monday for entry to TMW for accurate payment of salary

• Requires provision of all required attendances/absences for all staff - Examples

• Absences

• Annual Leave – full/half/part day – times of half/part day required

• Parental Leave - full/half/part day – times of half/part day required

• Attendances

• Overtime – additional hours worked, start and end time

• Unsocial hours

• Night Duty

• On Call (On site & Off site)


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TIME ENTRY COLLECTION TEMPLATE SAMPLE

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Converting Minutes Into Percentages of Hours

Number of Percentage Number of Percentage

Minutes of one hour Minutes of one hour

1 = 0.02 31 = 0.52

2 = 0.03 32 = 0.53

3 = 0.05 33 = 0.55

4 = 0.07 34 = 0.57

5 = 0.08 35 = 0.58

6 = 0.10 36 = 0.60

7 = 0.12 37 = 0.62

8 = 0.13 38 = 0.63

9 = 0.15 39 = 0.65

10 = 0.17 40 = 0.67

11 = 0.18 41 = 0.68

12 = 0.20 42 = 0.70

13 = 0.22 43 = 0.72

14 = 0.23 44 = 0.73

15 = 0.25 45 = 0.75

16 = 0.27 46 = 0.77

17 = 0.28 47 = 0.78

18 = 0.30 48 = 0.80

19 = 0.32 49 = 0.82

20 = 0.33 50 = 0.83

21 = 0.35 51 = 0.85

22 = 0.37 52 = 0.87

23 = 0.38 53 = 0.88

24 = 0.40 54 = 0.90

25 = 0.42 55 = 0.92

26 = 0.43 56 = 0.93

27 = 0.45 57 = 0.95

28 = 0.47 58 = 0.97

29 = 0.48 59 = 0.98

30 = 0.50 60 = 1.00


Converting Minutes into Percentages of Hours

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Time Managers Workplace – Quick Steps

Time Entry should be completed on Monday or Tuesday

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SERVICE DELIVERY TMW STARTER PACKNiSRPNational Integrated Staff Records & Pay Programme

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To enter DWS (actual hours worked if not already populated or if existing/predefined roster needs to be

changed


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TO RECORD LEAVE

ENSURE THE CORRECT SHIFT IS ENTERED FIRST – IF NOT ENTER ……


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VERY IMPORTANT

ALWAYS SIMULATE TIME AFTER YOU ENTER TIME FOR EACH EMPLOYEE – TIME EVALUATION (See Below Screen Shot)

THIS CHECKS YOUR TIME ENTRY DATA AND ALLOWS YOU TO SELF CORRECT YOUR DATA ENTRY

IT WILL CAPTURE ANY TIME ENTRY ERRORS AND YOU CAN CORRECT


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MOST COMMONLY USED CODES – WHAT THEY MEAN?

A001 – Annual Leave entered when a staff member has to be returned on TMW for annual leave

A003 – Certified Sick Leave entered when a staff member has to be returned when on certified sick leave – affects pay

A004 – Self Certified Sick Leave entered when a staff member has to be returned when a staff member is on self certified sick leave – affects pay

A006 – Parental Leave entered when a staff member avails of Parental Leave, quota must be entered by NPR – affects pay

B001 – Overtime Paid – requires times to be entered and OT paid in line with HSE Terms & Conditions for the Grade

B003 – Extra Hours without Premiums –extra hours that does not generate any premia payments.

B005 – Extra Hours with Premiums code used for extra hours with premia if worked on weekend - which will pay extra hours which is pensionable

up to the contracted hours for the grade.

B006 – Night Duty – 20:00 to 08:00 am (includes 3 hours after midnight that have to be worked)

B007 – TOIL Accrue – enter TOIL accrued by staff

B008 – Sleep Over – Staff required to do an 8 hour sleepover (Childcare/Social Care Workers)

B010 – Unsocial Hours – Payment for Shift from 8pm to end of Day Shift but not meeting criteria for Night Duty (Nurses can begin at 18:00pm in

Acute Hospitals), Payable at Time and 1/6th.

B025 – Extra Hour while on Carers Leave – Code for 15 hours that can be worked while on Carers Leave as approved by the DSW


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S010 – CT Scan Normal Finish

S011 – CT Scan Midnight/Weekend

C061 – Off Site On Call – Code used when staff are On Call but are off site

C064 – Radiographers On Call with standby – enter start and end times and system calculates correct hourly rate based on times

C063 - Radiographers On Site Call Out Code and again requires entry of start and end times


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TIME ERROR REPORT – WHAT TO DO TO MANAGE ERRORS


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ESS/MSS as PART OF P3

This is currently being tested in P3

You may see staff with leaves prepopulated on

the Time Entry Screen

If these staff are on a FREE ROSTER please:

DO NOT DELETE THE ABSENCE

ENTER TIME AGAINST THE ABSENCE

REFRESH/SAVE THE ACTION


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WORK SCHEDULE RULE PROCESS

• WSR should be completed when the Set Up Form HR 101 is completed by the Line Manager to reflect the working

pattern

• If the Line Manager does not know the WSR please go to HPSA moodle

http://hpsa.healthirl.net/moodle/mod/book/view.php?id=284&chapterid=1546 and a list of the WSR is available

• If a WSR is not available the Line Manager must complete the HPSA Form available on the moodle and return to

HPSA for the WSR to be built

• If an employee reduces/increases their hours a new WSR is required to reflect the new working hours/pattern

• Again the relevant HR Form should be completed by the Line Manager to reflect the working pattern

• If the Line Manager does not know the WSR please go to HPSA moodle

http://hpsa.healthirl.net/moodle/mod/book/view.php?id=284&chapterid=1546 and a list of the WSR is available

• If a WSR is not available the Line Manager must complete the HPSA Form available on the moodle and return to

HPSA for the WSR to be built


http://hpsa.healthirl.net/moodle/mod/book/view.php?id=284&chapterid=1546


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SHORT TERM CASH PAYMENT SHEET (Misc/Cash Payment Sheet)

This is completed by the Business on a weekly basis in conjunction with the Time return to ensure payment of:

Allowances that are paid on an ad hoc basis:

Examples:

Eating on Site Allowance

Cash Handling Allowance

Dirty Money Allowance

The STCPS must be returned (electronically) to Payroll once certified by the Line Manager for processing.

Fees & Sessions Staff that are on SAP as Fees & Sessions:

Are on SAP with ‘0’ hours & must be returned on Short Term Cash payment Sheet to Payroll on weekly basis

ensure correct payment.


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IMPORTANT CONTACT INFORMATION

HPSA Moodle


Email: [email protected]

Intranet: http://ihbs.healthirl.net/National-Integrated-Staff-Records-and-Pay-Programme/Meet-the-NiSRP-

Team/NiSRP-Team-.html

NiSRP Twitter : https://twitter.com/HBS_NiSRP

SERVICE DELIVERY CONTACT FOR SUPPORT FOR P3

(01) 8817057/ / (01) 8817087 – Support Available from 09:30 am to 4:30 pm from 4th March to 8th March, 2019

and again from 11th March to 15th March, 2019.

SAP LOG ON SUPPORT

Difficulty logging on to SAP – please contact the Service Delivery Team at the number above in the first

instance and they will forward to Brenda McKeon at SAP Security Lead Analyst

Tel: +353(0)71 9129722 | Mobile: +353 (0) 87 9879141 |Email: [email protected]



mailto:[email protected]

http://ihbs.healthirl.net/National-Integrated-Staff-Records-and-Pay-Programme/Meet-the-NiSRP-Team/NiSRP-Team-.html

https://twitter.com/HBS_NiSRP

mailto:[email protected]

Documents

TIME MANAGER’S WORKPLACE STARTERS PACK · the Time Entry Screen If these staff are on a FREE ROSTER please: DO NOT DELETE THE ABSENCE ENTER TIME AGAINST THE ABSENCE REFRESH/SAVE