Foundation for Professional Development

1. Foundation for Professional Development Time and Attendance System Specification

2. Background • All FPD employees and contractors must account for their required working hours and fill in timesheets on a daily/monthly basis • FPD currently has ±1200 employees • FPD has already implemented daily ‘time capturing’ for Pepfar clinics, excluding down referral clinics, using biometric identification mechanisms • The current monthly timesheet system is an excel spreadsheet which is filled in manually, signed off and submitted for processing to Finance • At regional and head office levels, staff can be utilised on many projects. At the clinic level staff are allocated to only 1 project

3. Requirements • FPD requires a Time Reporting Solution for each of its clinics, regional offices and head office • FPD needs to account for ‘hours worked on the donor’s project(s)’ to the donors with sufficient supporting/detail data available when required • FPD would like to automate the capturing of the timesheets and therefore eliminate the manual effort in collecting and summarising the timesheets. The current timesheet system is highly paper-intensive and manual, making it difficult to control and manage. • Head office employees can work on 1 or more donor projects simultaneously. The % time spent on each project has to be calculated and recorded to enable FPD to meet its commitments made to the various donors.

4. Technical Requirements • Internet-based • Follow look and feel of VIP ESS including colour scheme (blues) • Interface with • VIP Payroll for list of employees (new employees and terminations) • VIP ESS for leave data • Tractech (daily clockings) • Must be scalable and able to grow • Secure log-on • Ability to send e-mails (Lotus Notes) • Keep a minimum of 2 years history data

5. Principles • Simple, easy-to-use and effective time management solution • No workflow required • Provide adequate proof of time worked for PEPFAR (funds donor) • Adequate security for submissions and approvals

6. High-level function diagram normal hrs wrked var > 10% no of warnings> 3

7. Organisational elements • FPD currently has ± 1200 employees • Employees are either ‘head office’ or ‘clinic’ employees (according to paypoints) • Employees are allocated to donor projects eg Pepfar: Direct, Pepfar: Indirect, etc • Clinic employees are only allocated to 1 project • Head office employees can be allocated to 1 or more projects • There is a budget hours% for each employee on a project • There are currently 2 approvers: • Henk Reeder: head office employees and Shaun Mellors • Shaun Mellors: clinic employees • There will be a timesheet administrator to fulfill the administrative tasks associated with the timesheet system • An employee is allocated to a specific ‘approver’ • Some employees can have timesheets and do clockings (keep clocking data as backup)

8. Time elements • Clockings at clinics take place daily • Head office employees usually do their timesheets at month end • Download employee data (new and terminations) from VIP daily, • Update leave data monthly • Timesheet sign-off/approval takes place monthly

9. Operational flow diagram(visio model)

10. Map business to technical Download new employees Update empl oyee data Link approver to empl Link empl to proj and budget hrs% Import leave taken in last mth per empl Create mthly timesheet template per empl Calculate ‘actual hrs wrked’ from daily clockings Calculate ‘actual hrs wrked’ from mthly timesheets Tractech (daily clockings) Capture mthly timesheets VIP ESS VIP Payroll

11. Download new employees Update empl oyee data Link approver to empl Link empl to proj and budget hrs% Create mthly timesheet template per empl Calculate ‘actual hrs wrked’ from daily clockings Import leave taken in last mth per empl Administrator receives rpt from download Links new empl to approver Links empl to projects Enter budget hrs% per proj per empl Tractech (daily clockings) Calculate ‘actual hrs wrked’ from mthly timesheets VIP Payroll • Daily, auto • Clinic staff • Biometric scan • Capture date, time • Download by clinic: • Emp# • Date • Time VIP ESS • Download daily from VIP payroll • Auto run after payroll-HR update • Create new employees in empl timesheet master • Update current empl – terminations, transfers between CCs • Import: • Emp# • Emp name • Emp email address • Emp CC • At month end import: • Emp# • Leave taken in past mth Capture mthly timesheets Monthly Office staff Web-based frontend Look like current excel t/sheet Auto calc act % for project List all projects Must only be able to capture/change no of hrs on a specific day If ‘total hrs’’ <> 8, then display total hrs value in red Cannot enter more than 8 hrs per day Can only submit if hrs per day = 8 Not allowed to enter time for weekends or public holidays

12. Calculate ‘hrs wrked variance’ Calculate ‘no of warnings’ per empl over the last 12 mnths Check if prevmnths timesheets approved If ‘hrs wrked variance’ <10% of ‘target mth hrs’ then set ‘variance indicator’ to Y (yes) else set ‘variance indicator’ to N (no)

13. Display timesheet approval screen by: • Period • Approved/not approved • Approver • By dept • By cost centre (cc) • If ‘variance indicator’ = Y highlight line in green • If ‘variance indicator’ = N and ‘no of warngs’ < 3 highlight line in orange • If ‘variance indicator’ = N and ‘no of warngs’ > 3 highlight line in red • ‘Approve’ greyed out if line not green and/or prev mth not approved yet • ‘Pay short’ greyed out if ‘no of warngs’ < 3 • Approve ‘normal’ records: • Select 1 by 1 • All ‘green’ • All ‘green’ by dept • All ‘green’ by cc • Record ‘approver’ Amend selected record (continued after Timesheet Approval Screen) View details: Display time worked as calculated from daily clockings Or Display mthly timesheet These functions can only be done by an ‘approver’

14. Timesheet approval screen Pay Short View Detail Approve Amend Additional functions: User/approver must be able to sort by any column Freeze heading while scrolling down through all the records

15. Amend selected record: • Update ‘act hrs wkd’ and/or ‘leave hrs’ • Enter comments (mandatory) • Recalc ‘hrs wrked var’ • If ‘hrs wrked variance’ <10% of ‘target mth hrs’ • then set ‘variance indicator’ to Y (yes) and highlight line in green • else set ‘variance indicator’ to N (no) • If ‘no of warngs’ < 3 • Then highlight line in orange • Else highlight line in red • ‘Approve’ greyed out if line not green and/or prev mth not approved yet • ‘Pay short’ greyed out if ‘no of warngs’ < 3 • Approver can now select: • ‘Approve’ if line green • ‘Query’ • Type in query • Email query to empl and supervisor (cost centre email address) • ‘Warning’ • Type in warning • Record marked as ‘approved’ • ‘Pay short’ • Enter comment • Record marked as ‘approved’ • These functions can only be done by an ‘approver’

16. Amend Functionality Extract from approval screen AMEND APPROVE QUERY WARNING PAY SHORT

17. High-level function diagram Select record to ‘pay short’ Enter comments Record status = approved Reports: New employees Employees by approver Warnings Completeness Outstanding Timesheet by person Pay short Queries Warnings

18. Pay short functionality Extract from approval screen PAY SHORT SUBMIT

19. Reports • List all ‘Pay Short’ with % short payment calculated • List all ‘Warning’ • List all ‘Query’ • Completeness/outstanding timesheets • Monthly timesheet by person (1 page per person, only totals) • New employees • Employees by approver • Timesheets not approved yet

20. Additional functions required • Secure log on (submitted by/approved by) • Maintain list of employees • Maintain list of which employees must provide timesheets and which employees must use the clockings system (specify approver) • Maintain ‘approvers’ • Maintain list of projects and each person’s budgeted % for that project • Calendar setting for public holidays • Backup/archive data older than 2 years

21. Attachments • ESS screen: ess.gif • Timesheet template: 2010 timesheet template.xls