TABLE OF CONTENTS

• What is Timeline Adjustment
• Who can work with adjustments
• How it works
• Create adjustment
• Edit adjusted timeline
  • Add a Time Period/Time Entry
    • Specify a Cost Type
    • Allocate time to Work Orders
      • Work Orders available for allocation
    • Change Time Entry Approved Hours
    • Add Time Split in Adjusted Timeline
    • Delete Time Entry
    • Lunch in Adjusted Timeline
• Adjusted Timeline in the Time Card

What is Timeline Adjustment

Timeline Adjustment is a useful tool to easily correct the Time Card's original timeline. You can draw the timeline you want and apply any changes Employees requested via TAR.

Who can work with adjustments

The tool is available for:

• Advanced Reviewers — employees who are assigned to the “Advanced TK Reviewers” Employee Role.
• TK Administrators — users of the group Time Keeping Managers.

In such a case, an Advanced Reviewer can create, edit and delete adjustments for all Time Cards assigned to him/her.

TK Administrators can create and edit adjustments for all Time Cards.

Who can delete the Time Card adjustment.

The author of an adjustment can always delete it.

Time Card Advanced Reviewer can delete adjustments for all Time Cards assigned to him/her.

How it works

The original timeline in Time Card is based on Employee's GPS activity. The data you see in the original timeline is taken from Time Entries. The Time Entries data goes to the Time Card payroll allocation table: we total approved hours by Cost Type and Work Order.

Previously, Time Entries were edited to correct the Time Card timeline. Now, Time Entries are closed for editing. And all necessary changes take place in the timeline adjustment interface.

To store the adjusted timeline data, we use another reference — Time Card Adjustments. So when you create an adjusted timeline, the system doesn't edit original Time Entries, it makes a new adjustment record and saves all new timeline details there.

Once you create and save the adjusted timeline, it will recalculate the Time Card payroll allocation table and pull information from the adjustment, not from Time Entries.

Create adjustment

1. Open the desired Time Card to which you want to make changes in any convenient way:

• In Time Card Review Interface
• Through the Time Cards reference.

2. Go to the Day Log section of the Time Card. Here you can see the original timeline. It is the original one will underpin the adjusted timeline.

3. Click to “Create” adjusted timeline. It will open you the adjusted timeline card.

Another way to create a TC Adjustment is through the TC Review Map — a quick way to review the employee's day log on the map and adjust it.

1. Open the Time Card Review map.

2. Click on the Adjustments bar.

3. Edit Time Card Adjustment.

Total for Hours

Clocked Hours — the total of all Time Entries clocked (actual) hours, including manual lunches.

Approved Hours — the total of all approved hours from Time Entries.

Lunch Deduction — hours added by Lunch Audit or changed/entered this field manually. 

Total — the difference between the approved hours and lunch deduction hours.

Edit adjusted timeline

Where appropriate, make changes in the timeline: change time, add a new time period, clear approved hours or restore clocked, allocate time to the selected Work Orders. 

Let's deal with each one.

Add a Time Period/Time Entry

For ease of understanding, we refer to a Time Period as a Time Entry in the adjusted timeline. However, any edits and additions do not affect the original Time Entries reference records.

1. Hover the mouse over a Time Entry to add a new one before or after it.

If you add a Time Entry before the selected TE, start and end time = the start time of the previous TE.

And vice versa, add a Time Entry after selected one, so the start and end time = the end time of the previous TE.

2. Change the Start and End Time for the new added Time Entry. Use Time Selector or enter the time manually.

Approved hours for the Time Entry is the difference between the start and end time. It is calculated each time you change the time period.

Specify a Cost Type

1. Click on the color block on the timeline to expand the list of Cost Types. 
2. Select the appropriate one.

Note that Cost Type determines Cost Rate calculation and payroll details. Each Cost Type have a set of Wage Type and Payroll Item. We match Cost Type + Wage Type + Payroll Item to calculate rates. Read more about Cost Types here.

Cost Types are mandatory.

Change State if necessary

States feature is available if using GPS States is enabled in your instance. 

State is copied from the original Time Entry. When the State field is empty, and you allocate a WO, the State will be filled from the Site address.

You can set any state manually from the drop-down list.

Allocate time to Work Orders

1. Click on the WOs allocation part in Time Entry. It opens the Allocation window.
2. Add a line and select Work Order from the list.
3. Specify the time in percentages worked under the selected WO and click on Save.

Work Orders available for allocation

In the drop-down list, you can see the active Work Orders whose type allows manual allocation: the “Allow for Manual Allocation” checkbox is selected.

In the WO allocation window, the Work Orders are grouped and sorted as follows:

• Active dispatched Work Orders scheduled for the Time Card date, as well as Work Orders of the same Work Order Type abbreviation as for a dispatched Work Order within a Build Plan. 

• Active Work Orders of “Shadow Dispatch” Work Order Type (Allow Dispatch = no). This is the case for Non-Dispatch Employees (assigned to Non-Dispatch Employee Role). 

• Highlight in gray Work Orders for unscheduled visit. An Unsheduled Visit WO is an active WO defined accordingly in a Build Plan card + this  WO's type must be allowed for manual allocation. Also Work Orders of the same Work Order Type abbreviation as unscheduled visit WO.

• Show and highlight in gray other Work Orders allowed for allocation.

If there are no required scheduled Work Orders, create a Dispatch on the Time Card date. Use the option New Dispatch in the Allocation window. Select Work Order and date in the New Dispatch window to open the existing Dispatch and add an Employee there.

Change Time Entry Approved Hours

Approved Hours in the adjusted timeline are calculated according to the original Time Entry Approved Hours by default. They may be 0 if the original approved were zeroed by an audit.

To zero adjusted approved hours manually, click the cross icon in the approved hours field.

You can also change Time Entry adjusted approved hours and set the desired value. Note that the Time Entry start and end time won't change, if you put your own approved hours. 

Refresh Approved Hours button recalculates these hours according to Time Entry start and end time.

Add Time Split in Adjusted Timeline

Use Time Split to divide the timeline and display nonwork time. For example, to show that an Employee took a break, or didn't clocked-in for some period of time.

Delete Time Entry

Hover the Time Entry you want to delete in the adjusted timeline and click on the trash icon. It will delete the Time Entry, the timeline will be split. 

If you want to build the continuous timeline without nonwork time, you can merge Time Entries.

Lunch in Adjusted Timeline

The Lunch Deduction field shows the number of hours removed by a Lunch audit. This field is equivalent to the Applied Lunch field in the Time Card.

You can manually input the Lunch Hours in the Lunch Deduction field to change the Applied Lunch value.

Read more here about Lunch in Time Card here.

As for Manual Lunch (made through the Mobile App) we show it both on the original and adjusted timelines. For any Lunch Cost Type approved hours are always zero and WO allocation is empty.

The point of the Lunch Time Entry in the adjusted timeline is to show if an employee took allotted or required lunch breaks. 

Save the adjusted timeline after making changes.

Additional actions to adjusted timeline

Restore All — restores approved hours for all Time Entries.

Allocate All— allocates all Time Entries to selected Work Orders.

Allocate Unallocated — allocates all Time Entries with empty allocation to the selected Work Order(s).

Adjusted Timeline in the Time Card

After you create an adjustment and save it, the adjustment timeline will be displayed in the Time Card and all data from the adjustment will be added to the payroll allocation table.

So we can assign the “applied” status to a newly created adjustment. 

However, the adjustment status can be changed to rejected by TK Administrator. When it happens, the system recalculates the Time Card payroll allocation table and do not take into account data from the rejected adjustment.

Let's look at the scheme describes the Time Card review process.

The Time Card Payroll table is updated each time when you save the adjustment or change its status. If the payroll table is locked, adjustment cannot be applied.

1. View adjustment history

Hover over the icon to view the adjustment author. Click to open the history of changes.

2. Reset Adjustment

Click to clear all changes you made in the adjustment and reset adjusted timeline to original. 

3. Edit Adjustment

It opens the adjusted timeline card.

4. Change Adjustment Status

Click to change the stage from applied to rejected and vice versa. The adjustment author deletes it instead of making it rejected.