OTL - Define and Manage Groups

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Distribution

Chief Human Resource Officer

HRMS Timekeeper^*

Related Procedures

Time, Leave, and Payroll Processing [PRO7005P]

Time Management [PRO7000P]

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Define a Group

UVA HRMS Timekeeper
N ® Timekeeper Groups

Open OTL Timekeeper to define Timekeeper Groups. If you add Timekeeper Groups to your Top Ten List, you will save time when you need to Define a Group.
We recommend that you set up a Master Group for all employees in your Organization, and enter data for an individual employee (find by employee) without ever going into the Master Group. Periodically, you can delete the Master Group and re-define it to capture new employees.
You may wish to set up a separate Group for non-exempt employees, since non-exempt employees require close monitoring so that they will receive a pay check.

You can define as many Groups as you like. Follow the steps below to set up a Group.

1. Name the Group using the suggested naming convention.

Begin the Group name with your computing id. You may identify the Group by All (Master Group) or NEX or EX (abbreviation for: non-exempt or exempt) or WAGE, if you are setting up a group for a specific exempt status. Add the Organization Number

2. Populate Person field region: Select either [Assignment Set] or [Organization] (see below)

Define a Group by Organization

Organization allows you to pre-populate the Group with the names of all of the employees for an entire Organization.
Enter the Home Organization number in the blank field in the middle of the top region of the form, and tab.
Select [Go]

All employees in the Organization are displayed.
(The employee list includes employees who are Non-UVA employees as well as faculty and ex-employees, terminated and wage employees. You may wish to set up this master Group for all employees in a Home Organization, but not use the Group for data entry.)

3. (Use the yellow diskette icon) to SAVE your work.

Groups must be manually updated, as employees are hired.

Suggestion: Use the master Group and when you want to refresh it with the most current employee list, delete the Group, and create it again so that new employees will be included.

Define a Group by Assignment Set

Assignment Set allows you to add specific employees to the Group.
If you select Assignment Set, you can [Save] without adding any employees to your Group OR you can select employees by name (or employee number) at this time. In the example above, a Group has been saved with no employees added.

If you select Assignment Set and add specific employees to the Group at the same time, click in the Person region of the form. Enter the last name of the employee (tab) and find the employee in the List of values.

A short-cut for adding an employee is to click in the Number field and type the employee number (without the “dash” – extension), and tab.

[Save]

Find a Group

Once you have defined Groups, you may want to add employees to a Group, delete employees in a Group or delete the entire Group. You will need to go into query mode to FIND your Group.

1. Select [Timekeeper Groups], [OTL Define Timekeeper Group]

2. From the menu, Select View>Query By Example>Enter

Short cut to Enter a query: Click in the Name field and press the F11 key on your keyboard.

2. Enter either the exact name of the Group or find all Groups that begin with your computing id, followed by the wildcard

Recommendation is to query by computing id with the wildcard (%) to view all Groups or %12345% to find all Groups that contain your Organization number

3. From the menu, Select View>Query By Example>Run

Short cut to Run a query: Hold down the Shift key and press the F11 on your keyboard

If you have queried for one Group by name, that one Group is available
If you have queried using the computing id + wildcard, you will receive all of the Groups that begin with your computing id name.
If you have queried using the wildcard to find your organization (ie. %12345%) you will find all of the Groups containing your organization number
To view all Groups return in your query, click in the Group name field, and use the Page Down key on your keyboard

Add an Employee to a Group

1. Select [Timekeeper Groups]>OTL Define Timekeeper Group

2. From the Menu, select [View], [Query by Example], [Enter]

You are now in query mode

3. Enter your computing id, followed by %(wildcard).

4. From the Menu, select [View], [Query by Example], [Run]

All Groups starting with the id are displayed as separate windows, one behind the other

5. Use the Page Down key on your keyboard to find the appropriate Group.

6. If there is no available record, click on the icon to Add a Record

7. Enter the last name of the employee in the Person region and select the tab key.

8. Select the employee from the list of values.

Short cut (Steps 7 & 8): Enter the employee number in the Number field and tab

7. SAVE your work.

Delete an Employee from a Group

You can delete employees from a Group, but be sure you do not delete the employee from your Group while the timecard is in process. When you select the ellipses for the employee record, you are deleting the one employee record (left to right on the row), and not all of the records in the Group.

It is extremely important to place your cursor in a field in the employee record, or on the ellipses to the left of the employee’s name before you attempt to delete. IF your cursor is in the top region of the Timekeeper Group form, you will be deleting the Group instead of the employee.

1. Find the Group that includes the employee

2. Click in the record indicator to the left of the name, select the (X) icon.

3. When the Decision box is presented, select [Yes,] you really want to delete this record.

4. The next prompt will ask if you want to PURGE this record. The answer is [Yes].

5. (Use the yellow diskette icon) to SAVE your work.

Delete a Group

You can delete an entire Group, but be sure you are not deleting at a time that you may need to enter time or time and leave for an employee.

1. Find the Group you wish to delete

2. Click your cursor in either the Name or Timekeeper field (top region of the form).

3. Click the [X] icon on the Toolbar

4. The Decision box is presented. Read the choices carefully and select [Yes] or [No].

If you delete an entire Group in error, you will need to re-define the Group. Deleted Groups cannot be retrieved.

5. SAVE the deletion.

Rename a Group

You can rename a Group at anytime.

1. Find the Group

2. Change the name of the Group

3. Save

Effective: aUGUST 16, 2009