Appendix – DC1 Time

Related topics

This appendix includes additional information concerning:

• Working with basic data
• Adjusting day borders
• Working with time codes

Work with basic data

Entering basic data

To avoid iterations when entering basic data the entities should, if possible, be entered in the following order:

1. Wage types
2. Time codes
3. Periods
4. Balance selections
5. Wage groups
6. Attest groups
7. Cost centres
8. Scheme groups
9. Employees
10. Work centres
11. Reason codes

Deleting basic data

Before a basic data record can be deleted, the system must check that no records in other files refer to or are dependent upon the basic data record in question. These dependencies would prohibit a deletion of the record. This check may be time consuming, and for that reason most of the delete requests for basic data entries are not performed online but are sent to the system process and performed as background jobs.

If a record cannot be deleted, a message telling the reason is logged in the Batch job error log. See About working with interface tasks for more information about the error log.

Prohibiting deletion

The following sections describe the files that prohibit deletion. If records in other files are deleted along with the selected record, this will be stated as well.

1. Attest group (TMAGRP)

2. Balance selection (TMBALH)

3. Cost centre (TMCOST)

4. Day scheme (TMDSCH)

5. Employee (TMEMPL)

6. Period (TMPERH)

7. Project (TMPROJ)

8. Scheme group (TMSGRP)

9. Time code (TMTIMC)

10. Valid day schemes (TMSGDS)

11. Valid time codes (TMWGRT)

12. Wage group (TMWGRP)

13. Transfer wage types (TMPTRH)

14. Wage type (TMWTYP)

15. Work centre (TMWCNT)

Adjust day borders

The purpose of checking the time reporting journal is to find errors that cannot be handled by the calculation process and to indicate exceptions that need some kind of action.

When the time reporting journal is checked, the borders of a day are initially determined by the day scheme. But if you clock in or out at exceptional hours the IN and the corresponding OUT may be inside the schemes of two different days. This would cause an error indication for both days.

If the day schemes of two days are overlapping the clocked time may be inside the schemes of. two days. In the calculation process it must belong to only. one day.

Finally, if there is a gap between the schemes of two days the clocked time may be inside the gap, i.e., not inside any scheme. This would also cause an error indication for one of the days.

The first step when checking the time reporting journal for a day is to see if there are any exceptional cases like those mentioned above and if it is possible to adjust the scheme borders so that the IN and the corresponding OUT will belong to one of the days.

There are three different rules depending on how the transition from the first to the next day is described by the schemes.

Checking/adjusting scheme borders

Contiguous schemes

Overlapping schemes

Gap between schemes

Force to next day

When the day borders are adjusted a pair of IN and OUT will belong to the first day if the opposite is not evident. There is an option to override this by forcing a clocking to belong to the next day. This option is available if the clocking is an IN and one of the following is valid:

• The schemes are contiguous
  The IN must be the last clocking inside the scheme of the first day and the first clocking on the next day must be an OUT before start of working hours.
• The schemes are overlapping
  The force option is then allowed in two cases. The first is when the IN is inside the overlap and it is followed by an OUT, which is also inside the overlap. The second case is when the overlapping period is empty and the IN is the last clocking of the first day and after end of working hours and the first clocking on the following day is an OUT before start of working hours.
• There is a gap between the schemes
  The force option is then allowed in two cases. The first is when the IN is inside the gap and it is followed by an OUT, which is also inside the gap. The second case is when the gap is empty and the IN is the last clocking of the first day and after end of working hours and the first clocking on the following day is an OUT before start of working hours.

Work with time codes

There are two tables holding data about time codes:

• Time code table
  All time codes used in a company must be entered in this table. A record in this table contains the code, a description and reference to a wage type. The wage type associated with a time code must be of type absence or overtime. Codes for out of office must be associated with a wage type, which is both a type for absence and presence. The Time code table only serves as a base for creating a table containing valid time codes in time reporting and to control processing in the calculation routine.
• Valid time codes
  For each wage group a set of allowed time codes is defined in this table. The set of valid time codes for a wage group is a subset of the codes in the Time code table. The wage type associated with a valid time code is copied from the Time code table when the record is created but can be changed afterwards. The same code can then be used by different wage groups but the resulting time may be of different wage type.

To set up the tables the following must be done:

1. Create the necessary wage type via the Work with wage types menu item.
2. Create the necessary time codes via the Work with time codes menu item.
3. Create wage groups via the Work with wage groups menu item.
4. While in Work with wage groups, use the Time codes line option to define valid time codes for a wage group.

Absence code control

The Absence code control parameter controls the use of time codes for absence and can have the following values:

Value	Description
No control	With this value codes for absence are allowed except when clocking in or out at a time when a code for overtime is mandatory.
Not allowed	With this value codes for absence cannot be used at any time.
Warning	With this value a code for absence is expected but not mandatory. If a code for absence is not entered you get a message and have to confirm that a code is not entered.
Mandatory	With this value a code for absence is mandatory when clocking in or out during working hours.

Note: When the value is Warning or Mandatory the use of absence codes is checked when clocking in or out during working hours, i.e., the interval between start and end of working hours outside flexitime or accepted deviation if flexitime is not used. The flexitime interval at lunch or the fixed lunch is also excluded.

Presence code control

The Presence code control parameter controls the use of time codes for overtime and can have the following values:

Values	Description
No control	With this value codes for overtime are allowed except when clocking in or out at a time when a code for absence is mandatory.
Not allowed	With this value codes for overtime cannot be used at any time.
Warning	With this value a code for overtime is expected but not mandatory. If a code for overtime is not entered you get a message and have to confirm that a code is not entered.
Mandatory	With this value a code for overtime is mandatory when clocking in or out during working hours.

Note: When the value is Warning or Mandatory the use of overtime codes is checked when clocking in before work or out after work. Before work is the time before the start of working hours and outside the flexitime or accepted deviation if flexitime is not used. After work is the time after the end of working hours and outside flexitime or accepted deviation.

Related topics

• About DC1 Time
• About working with interface tasks
• Setting up DC1 Time