Set Up Time Entry Units

A time entry unit is a logical grouping of employees by positions and activities that share an approval group.

To create a time entry unit

1. Choose , enter time entry units, and then choose the related link.

   The Time Entry Units page opens.

2. On the action bar, choose New.

   The Time Entry Unit Card page opens.

3. On the General FastTab, perform the following steps:

   1. In No., specify a code to represent the time entry unit.
      Depending on your environment setup, you may have to enter a value manually or if a number series has been setup, the value may be populated automatically.
   2. In Description, specify a description for the time entry unit.
      This description appears in the unit selector on the mySparkrock timesheet pages.
   3. In Default Activity Code, specify the default activity code for unit position activities that are attached to this time entry unit.
      Time entry is entered by activity. Each time entry position must have at least one associated activity. Choosing a default activity code for the unit causes this default activity to be automatically added to the unit position activity. If this field is left blank, you must manually add at least one activity to each and every unit position.
   4. In Data Entry Model, specify how time entry is to be performed for this time entry unit.
      The following list describes the allowable options:
      • Employee: Employees perform their own time entry individually. In this model, all employees in this Time Entry Unit must be mySparkrock users.
      • User: A single user, that is specified in Data Entry No., is responsible for performing data entry for all employees in this time entry unit. The specified user does not have to be a member of the unit. In other words, the designated data entry user may work outside of this time entry unit. In this model, employees in this Time Entry Unit do not have to be mySparkrock users.
      • User Group: Data entry for the unit is a shared responsibility among one or more people in the group. The group members do not have to be members of the unit. In other words, the designated data entry users may work outside of this time entry unit. In this model, employees in this time entry unit do not have to be mySparkrock users. The mySparkrock user group whose members can perform data entry for the unit is specified in Data Entry No..
   5. In Data Entry No., specify the individual mySparkrock user, or the mySparkrock user group, that is to perform data entry.
      This field is only editable when Data Entry Model has a value of User or User Group.
   6. In Approval Group Code, specify the approval group that is to process submitted timesheets. If nothing is specified, timesheets for the unit are automatically approved when submitted.
   7. To permit mySparkrock users to add time lines when entering data on an existing time sheet, turn on Allow Adding of New Lines.
      Adding lines allows users to create a copy of an existing record. Adding lines does not allow the user to change the position or activity from the source record.
      If a Sparkrock 365 time entry user must change a dimension value from the default settings in the same time entry unit position activity for which they are entering time against, turn on Allow Adding of New Lines. In this case, it is recommended that you also turn on Allow Dimension Use. mySparkrock users cannot change dimension values, but they can use the comment capabilities to request such a change as required.
      Adding lines may also be used in the case of partial week data entry where, only part of the week is entered and submitted for approval. A user could add a line to finish time entry for the week, and then submit those new hours for approval.
   8. To permit users to enter a single comment for an entire row, turn on Allow Line Comments.
   9. To permit users to enter comments for individual days within each row, turn on Allow Entry Comments.
   10. To permit a manager to also perform data entry for their direct reports as determined by the HR position reporting relationship, turn on Allow Manager Data Entry.
       For this setting to take effect, the Data Entry Model must be Employee. When the manager opens the timesheet, a display mode option allows the manager to see their own time entry lines, those of their direct reports, or both combined.
   11. To display approved absences on the mySparkrock timesheet pages, turn on Display Approved Absences.
   12. To include approved absences from absence registration in the calculations that validate against minimum or maximum hours per day, turn on Include Absences in Test for Max. Hours.
       This field does not affect the calculation for minimum or maximum hours per week.
   13. In Submit Date Calculation, specify a date formula that is to be used to determine when the time sheet is to be submitted.
       An email reminder is sent unless notification emails are disabled. The date calculation is based on the week end date.
   14. In Approval Date Calculation, specify a date formula that is to be used to determine when the time sheet is to be approved.
       An email reminder is sent unless notification emails are disabled. The date calculation is based on the week end date.
   15. In Minimum Hours per Day, Maximum Hours per Day, Per Day Control Flag, Minimum Hours per Week, Maximum Hours per Week, and Per Week Control Flag, specify values as required.
       For more information, see Set Up Time Entry Errors and Warnings for Minimum and Maximum Hours.
   16. In mySparkrock Entry Mode, specify an option that controls whether weekends and holidays can have time entered.
       This field is only applicable for mySparkrock timesheet entry.
   17. To suppress all email notifications for the unit, including notifications when pending time entry lines are rejected, as well as the submit and approve reminder emails, turn on Disable Notification Emails.
   18. To prevent this time entry unit from being used for time entry, turn on Blocked.

4. On the Dimension Use FastTab, perform the following steps:

   1. To display editable dimensions on the Sparkrock 365 time sheet entry page, turn on Allow Dimension Use.
      When Allow Dimension Use is turned on, each dimension field can be configured.
   2. For each dimension flag, specify one of the following allowable options:
      • Hide: The Dimension column is hidden from the Sparkrock 365 time sheet entry user.
      • View: The Dimension column is visible, but not editable by the Sparkrock 365 time sheet entry user.
      • Edit: The Dimension column is both visible and editable by the Sparkrock 365 time entry user.
      In mySparkrock, the dimension fields are not editable. The dimension fields are displayed on the Timesheets, Timesheet Admin, and Timesheet Admin Monthly pages when either View or Edit is set, but only for individual employee, position, or activity combinations. When multiple employees, positions, or activities are displayed, no dimension values are displayed.

5. On the Dimension Filtering FastTab, specify which dimension values a time entry user can see when the user has been authorized to view or edit the dimensions.

   For each dimension, there is a filter action and a filter field. The following list includes information about these fields:

   • The filter action field is used to determine how the time entry unit dimensions are to work in relation to the same filter fields from the mySparkrock user and mySparkrock user profile. If the filter action value is Append, the dimension filter is added to existing security filters from the mySparkrock user and mySparkrock user profile. If the filter action is Override, the time entry unit dimension filter is used in place of any dimensions that are specified on the mySparkrock user and mySparkrock user profile.
   • The filter field specifies one or more dimension values to be used for the time entry data entry.

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