creation of time report

Creation Of Time Report

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Creation Of Time Report

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1 CREATION OF TIME REPORT......................................................................................... 3

1.1 Overview .......................................................................................................... 3

1.2 Purpose ............................................................................................................ 3

1.3 Frequency ........................................................................................................ 3

1.4 Performed By ................................................................................................... 3

1. Tools Used ....................................................................................................... 3

2 INTRODUCTION ............................................................................................................ 4

3 DETAILED PROCEDURE................................................................................................ 5

Creation of Time Report

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Process of Creating Time Report in PeopleSoft

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To Create Time Report in people Soft & Common Error while Creating Time

Report

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PeopleSoft

NTT DATA Confidential


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NTT DATA’s revenue, profitability, policy time tracking, and k e y performance

indicators are driven by the hours entered into PeopleSoft by our employees.

Those hours must be accounted for and approved in a timely, ethical, and

accurate manner in order to effectively satisfy our obligations to our

shareholders, to our clients, and to ourselves.

• For all NTT DATA employees who do not work with clients on Saturdays,

time entry should be completed by Friday afternoon, no later than 5PM

EST.

• For those assigned to clients with Saturday work, time entry must be

completed by Saturday afternoon no later than 5PM EST.

This procedure is used to create time report in People soft & Common Error

while creating time report.



33 DDeettaaiilleedd PPrroocceedduurree

User Defaults

The user defaults page is new to 9.1. It allows for certain criteria to be pre

populated for either an Expense Report or a Time Report, or both.

The page can be accessed in one of two ways:

• Directly from the link in a Time or Expense Report

• Main Menu Employee Self-Service Travel and Expenses

Review/Edit Profile. The second way to access is illustrated below:



1. By default all the User Defaults are set to open a Blank Report

NOTE: Use the Drop downs to set your personal preference.

• Copy an Existing Report – Allows users to select an existing time

report to copy from as a base.

• Open a Blank Report – Start a time report from scratch. Users can enable some project defaults if desired.



2. Open a Blank Report, then you can set some project defaults here.

NOTE: If you need to change these parameters for new projects you will

need to reset your defaults.

3. Country and State: Required. Enter the Country and State in which you

physically worked. (Note: These are both REQUIRED fields even though

there is no asterisk)

4. Locality: We are not using Locality – leave this field empty.

5. Billing Action: This will default based on your system profile. If you are a

billable employee then your Billing Action will default to “Billable”. If you

are an SG&A person either at Corporate or part of a branch then your

Billing Action will default to “Internal”.

Note: If you work at multiple physical locations during a given week – you

can change these defaults later when you enter the details for your week’s

activities.

6. Enabled check box must be clicked.

7. Enter the PC Unit, Project, Activity, Source type, Category.

Note: If you work on different projects – you can change these defaults

later when you enter the details.



Time Report Creation and Submission

1. Go to my NTT DATA Portal - http://portal.NTT DATA.com

2. Click on Employee Self-Service

3. Click on Travel and Expenses Center

4. Click on Time Report

5. On the Time report page - Click on Create, Modify, Print, View or Delete time

reports.


http://portal.keane.com/


6. Change the Period End Date to the Saturday of the week for which you

are entering the Time Report (e.g. 01/08/2011 is the Saturday for that

week). Click the button.

Note: The system will only allow you to enter a single report for a given

week – so you need to put all your hours for a week on a single report.

Note: You can enter a Time Report for any period either in the past or the

future. This will enable you to put in your Time Report in advance (e.g.

prior to going on vacation).

7. Finding an existing Time Report.

To find an existing time report previously saved as a draft or one that was

denied – stay on the “Find an Existing Value” tab.

Clicking on the button - all of your draft time reports will be

listed. NTT DATA Confidential


Note: If you only have one time report in draft mode at the time – the

system will take you directly into that time report.

8. You can default whether you want to start time report from scratch or copy

from existing time report.

9. Country and State: Required. Enter the Country and State in which you

physically worked. (Note: These are both REQUIRED fields even though

there is no asterisk)

10. Locality: We are not using Locality – leave this field empty.

11. Billing Action: This will default based on your system profile. If you are a

billable employee then your Billing Action will default to “Billable”. If you

are an SG&A person either at Corporate or part of a branch then your

Billing Action will default to “Internal”.

12. Click continues to go to time report summary page.



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13. COPY from existing time report:

NOTE: If you have selected the Copy an Existing Report in the User Defaults

then instead of the blank time report, a list of reports from which to copy will

appear.

14. Click select to choose to report.



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15. On the Time Report Summary page - enter your Time Report Details

You will need to enter a detail line for each of the following scenarios that

you work on during a given week:

• For regular time worked on a project/activity

• For any hours in excess of your Standard hours worked on a

project/activity (note: you will have one line for each project/activity

combination you work on).

• For any Policy Time: Education, Holiday, Leave of Absence (LOA)-

Paid, Sickness, Vacation (note: these will need to be entered on

separate detail lines.

• For any Direct Time: Unassigned (e.g. bench), Professional

Development (e.g. Performance Appraisals), Continuance, LOA-

Unpaid.

For each detail line Enter or Select using the lookup feature) the following

information in the following orders:

• PC BU (Projects Costing Business Unit)

• Project ID

• Activity ID

• Billing Action

• Hours for that Project/Activity in the appropriate daily boxes.

Click on the button to add an additional row.

Click “Update Totals” button to update the Totals.

16. User Default: The User default hyperlink allows for change to default

information on the header and details lines of your timesheet. NTT DATA Confidential


17. The “Reset to user default” push button defaults the distribution to the

saved data from the user default page.

Details Section:

18. To view and update the details of a line of time - click on the Details link

at the beginning of a line of time.

The Project Time Details page contains 3 tabs.

Projects ChartFields – Contains Project information and special codes

GL ChartFields – Contains Operating and Reporting Units, Affiliate,

Product and Function



Location – Contains Country, State and Billing Action

A) Projects Chart Fields Tab

• PC Bus Unit – Projects Business Unit for this line of time

• Project – Project ID for the Project you selected for this line of time

• Activity – Activity ID for the Activity you selected for this line of time

• Res Type – Resource Type for this line of time. This is the transaction code for

Time. It will always be “LABOR” for a Time Report.

• Category – The Category code identifies the type of employee you are and will

be defaulted based on your employee type.

Common Categories

• NRSHR: Nearshore Canadian Employees

• OFSHR : Offshore Employees

• ONSHR: Onshore Employees.

• ONSUB : Onshore Subcontractor, GL001

• OFSUB : Offshore SUBCONTRACTOR- GL018,GL034

• SG&A : Sales, General and Administrative

• SG&AB: SG&A transfer to Billing

• STERM: Short Term Employees

• Sub Category field is a special code for Additional hours only.

You will need to enter or select the appropriate Subcategory code for any line of time

that represents additional hours (e.g. hours above your Standard Hours “>40 for full

time employees”)



Definition: Subcategory Codes

NB=”Non-Billable” - BL=”Billable”

Important! - Contact your administrator as to which code to use.

What do the codes mean?

o BL0 = Billed to the client but not paid to the employee

o BL1 = Billed to the client and paid to employee at 1.0 times your rate

o BL1.5 = Billed to the client and paid to employee at 1.5 times your rate

o BL2 = Billed to the client and paid to employee at 2 times your rate

o BLX = Billed to the client and paid to employee at X times your rate

o NB0 = Not billed to the client and not paid to the employee

o NB1 = Not billed to the client but paid to employee at 1.0 times your rate

o NB1.5 = Not billed to the client and paid to employee at 1.5 times your rate

o NB2 = Not billed to the client and paid to employee at 2 times your rate

o NBX = Not billed to the client and paid to employee at X times your rate

o BR subcat is a type of special codes which is mostly used by

rotational employees to differentiate their hours.



B) GL Chart Fields Tab

Reporting Unit is the unit on whose payroll a consultant is employed.

Both the Operating Unit and the Reporting Unit will default based on your employee profile. Do not change these unless instructed to do so by your administrator.

The Function code (refer Appendix-B for details) field will default based on your

employee profile. Do not change this unless instructed to do so by your administrator.

The Product and Affiliate fields should be blank.

• 1000 : Billable Salaried – OFSHR, ONSHR

• 1150 : Billable Management – Project Managers, Delivery Heads

• 1200 : Dataskill

• 1300 : Subcontractors

• 7XXX : SG&A



D) Location Tab (refer Appendix-C for details)

Country and State – Enter the State and Country where the work was physically done.

Locality – Leave blank – NTT DATA is not utilizing this field.

Importance of mentioning location in timesheet: NTT DATA and their employees

share a responsibility and a liability for reporting state tax accurately. In order to

keep us in compliance, the Country and State fields should reflect where you

are physically performing your work.

Billing Action

Billable: This term is used in billing action field when the time is billable to the client.

Non-billable: This is used when the time is non billable to the client.

Internal: SG&A projects use this billing action.

Important - Please also ensure that the Billing Action is consistent with the additional

time, policy or direct time hours entered.

Case 0: Billable OT

If you entered one of the “BL” – “Billable” options as the sub category for overtime hours

you worked – you MUST go to the Location Tab and ensure that the Billing Action is set

to “Billable”



Case 1: Nonbillable OT

If you entered one of the “NB” – “Nonbillable” options as the sub category for overtime

hours you worked – you MUST go to the Location Tab and update the Billing Action to

“Nonbillable”

Case 2: Policy Time or Direct Time

If you entered time on one of the Policy or Direct time projects – you must also make

the Billing Action – “Nonbillable”.

Special Note: If you are an SG&A employee (i.e. not a billable person) the system will

default to “Internal” as your billing action. You would need to change Billing Action to

“Billable” if you had billable time – you would also need to change the Resource

Category to “SG&AB”.

When finished - click on the button. This will bring you back to the Time

Report Summary page.

You can either or you can which will forward

the Time Report to your manager(s) who will then approve/deny your Time Report.

Some Important Guidelines for Dataskills Employee

Dataskills

• Not eligible for Policy Time hours (Holiday, Vacation, Sickness, Education, LOA)

• Enter all hours worked

• No time sheet needed if no hours worked for the period.

•



• Dataskill will always enter their standard hours in one row and extra hours in

other line with SUB CAT as BL1.

If Salary is above $27.63/hour then all time, including overtime, is to be paid at 1.0X

their regular rate. (e.g. SUBCAT=NB1)

If Salary is $27.63/hour or less then all overtime is to be paid at 1.5X their regular

rate (e.g. SUBCAT=NB1.5)

(NOTE: The Dataskills rate is different in California for the above breakout - $47.81)

IMPORTANT – Dataskills hours will NOT be paid if the hours are not approved on

time.

Approvals

• All approvals will be done by your "Project Manager". "Project Manager" is a

PeopleSoft term meaning "Timesheet Approver". From NTT DATA's

perspective, the approver does not need the official title of Project Manager

• If your Project Manager denies your Time Report, s/he will describe "why" in the

Comments section of your Time Report before sending the report back to you

and the time report status will again change to pending.

19. Upon submission, verify it is "OK" to submit.



20. Version – Would always be original in the case of new timesheet. NTT DATA Confidential


Appendix A – “Common Messages and Errors”

1. No Manager Assigned

Message: “No employee id is associated with the manager of project 0000000223. If

there are no approvers established for a particular project, your transaction will be

routed to your immediate supervisor for approval.”

Type: This is a message.

Meaning: There is no Project Manager designated in the system. (Remember that

within People soft a “Project Manager” is a “Time Approver” and not necessarily the

NTT DATA Project Manager). This is not necessarily an error. Without a designated

Time Approver assigned – the Time Report will be routed for approval to your

Supervisor as identified in the HR system.

Action: No special action is needed – click on the “OK” button to return to the Time

Report.



2. Invalid amount of time for a day

Message: “Hours entered cannot be less than zero or grater than 24. Hours entered

cannot be negative and cannot exceed 24 hours.”

Type: This is an error.

Meaning: You have attempted to enter an invalid amount of time for one day. You can

enter 0 to 24 hours. You can enter fractional time to two digits (e.g. 6.25 = 6 hours 15

minutes).

Action: No special action is needed – click on the “OK” button to return to the Time

Report.

3. Invalid time entered

Message: “Hours were entered on a combination of Project/Date that is invalid for this

employee”.

Type: This is an error message.

Meaning: The date for which you are entering Time is outside of the Start and End date

in the system. You will not be able to save this Time Report.



Action: Consultant should get in touch which PM and ask him to send request to

admin to extend his time on project so that he can enter time. Once that change

has been made you will be able to create a new Time Report with the date in question.



Appendix B – “Understanding Function Codes”

Conceptually, “Function” can be thought of as a “department” within a particular

“Reporting Unit”, and captures transactions that are typically linked to employee related

roles.

Examples of Function would be “Billable Salaried,” “Data skills,” “Management,”

“Marketing,” etc., which map to how expenses are managed and reported. An

additional important purpose is to define whether an expense transaction in is a direct or

indirect cost. An additional important purpose is to define whether an expense

transaction in is a direct or indirect cost.

It is a 4 character numeric value. The numbering convention provides for the following

designation based on the first character of the code:

1- Direct Costs

3 - HSD Specific Direct Costs

7 - All SG&A Costs



Function Codes

Category Description Chartfield Value

Direct Billable Salaried 1000

Direct Billable Hourly 1100

Direct Billable Management 1150

Direct Billable Transfer 1160

Direct Application Development

Center

1170

Direct Dataskills 1200

Direct Billable Purchase Service 1300

Direct Non-Employee Direct

Expense

1400

Direct HSD-Operations 3100

Direct HSD-Data Center 3200

Direct HSD-Installed Support 3300

Direct HSD-AMI Support 3400

Direct HSD-Implementation 3500

Direct HSD-Technical Support 3600

Direct HSD-Forms 3700

SG&A Sales & Marketing 7000

SG&A Management 7100

SG&A SG&A Transfer 7120



SG&A Recruiting 7200

SG&A Administration 7300

SG&A SG&A Purchase Service 7310

SG&A SG&A Dataskills 7320

SG&A Office 7350

SG&A HSD-Product

Development

7400

SG&A HSD-Marketing 7500

1000 – Billable Salaried: They are Regular FTE.

1150 – Billable Management: They are Regular FTE who belongs to Senior

Leadership eg- Delivery executive, Global Deliver Managers, VPs Etc.

1160 – Billable Transfer: It is used in accounting when costing resources being shared

across different business units / reporting units. Transactions are updated with

this function code as they are processed through the weekly close

1200 – Dataskills: These employees are paid for every hour that they work.

1100 – Hourly Employees. Employees are paid on the basis on hrs they work.

1170 –Application Development centre: It was originally used for NTT DATA India

staff on the General Ledger but we are not using it anymore

1300 – Billable Purchase Services: These people are subcontractors. They are not

NTT DATA employees

All of the above functions are related to people that are Billable (Direct Cost)

1400 – Non-Employee Direct Expense: This function is used for costs associated with



other Direct Cost items that are not specific to an employee and NOT rebilled to

the client. Here are some examples:

Education Expenses: The cost of a training class, seminar, workshop, etc

Office Rent: The cost of renting a work space that is specific to a project. For

example, neither the client nor NTT DATA has office space available for the

consultant to work. So, NTT DATA needs to go out and rent additional space.

This space is only used by billable consultants.

Computer Rental: The cost of renting computer equipment that is specifically

needed by billable staff.

Telephone Expense: The cost of telephone associated specifically to billable

staff that is not related to travel.

Other Direct Expense: This category covers a lot but it relates to expenses that

are NOT associated with travel but are related to billable staff. (One example

might be the cost of shots/vaccines and prescriptions for a billable employee to

travel to India)

7XXX – SG&A: They are the Non-Billable staff. They are Corporate and reporting unit

Administration and management.



Timesheet routing process:

Scenario Workflow in PS 9.1

Team Member submits Timesheet & Project has Timesheet Approver Assigned

Timesheet routed to Timesheet Approver

Team Member submits Timesheet & Project does not have Timesheet Approver Assigned

Timesheet routed to Employee’s HR supervisor

Team Member submits Timesheet, Project does not have Timesheet Approver Assigned & there is no HR Supervisor Assigned

If the HR Supervisor is not assigned, then employee cannot enter timesheets.

Timesheet Approver submits timesheet for the same project

Timesheet routed to Employee’s HR supervisor

Timesheet Approver submits timesheet for the same project & there is no HR Supervisor Assigned

If the HR Supervisor is not assigned, then employee cannot enter timesheets.

Timesheet Approver submits timesheet/Time adjustments on behalf of the team members (If security authorization has been updated)

Timesheet routed to a SYSADMIN i.e. HR supervisor


creation of time report

Documents

existing time report

existing report

time entry

blank report note

policy time tracking

user defaults page

ntt data employees

people soft common error