Activity Codes
The Activity Codes screen is used to define employee schedule codes for an organization unit. Activity codes can be associated with either productive (worked) time or non-productive time (e.g. vacation/sick). These codes establish the attributes of an activity, including start time, length of activity, and shift coverage. Each different combination of a start time/length of activity needs a unique activity code.
The organization structure level where activity codes are created can be viewed on the Organization Link Levels screen. One set of activity codes is shared by this organization unit where the codes are set up and all its 
child organization units. For example, if the activity codes are created at level 4, a specific level 4 organization unit and its children at levels 5-9 use this same set of activity codes.
A child organization unit is one that exists at a structure level in line below a parent organization unit. Organization units are parents of all organization units in structure levels in line below it and children of all organization structure levels in line above it.
To view a diagram of these relationships, see More About Parent/Child Relationships.
Once a set of activity codes is created, it can be copied to another organization unit. All attributes of the original activities are copied.
Existing activity codes can be copied to the same organization unit, with a different Code. They can then be modified.
Record Management
Depending on the user's authorization level, the following actions may be available. Note: The options listed below are not available for some screens.
Adding a New Record:
Authorized users can Add a New Record by completing the following steps:
- Click on the Add button in the left pane to open a configuration screen.
- Enter data in all applicable fields. The fields with an asterisk are required and must be completed before the record can be saved.
- If specific values are required for a field, the valid options are available in one of the following:
- The Field Look Up Values are displayed in the right pane. In most cases, the values available have been previously entered on the related configuration screen.
- The List Selector icon to the right of a field opens a listing of valid values for a field. In most cases, the values available have been previously entered on the related configuration screen.
- The Drop Down Menu arrow to the right of a field opens a menu of valid options for a field. In most cases, the values available are standard core values.
- A Date Selector Calendar is available in the Field Look Up Values in the right pane for date fields. If there is no right pane, the Date Selector icon is displayed to the right of the field.
- Use the online help features for information on configuration of the screen.
- For information on specific fields, highlight the field with the cursor to view the short Help text in the right pane.
- To open the documentation to find more information for the related page, click on the Help icon in the tool bar or click on More... in the right pane after the short help.
- If there are Indicator and/or Parameter tabs, these must be configured as well. Default values are displayed for the indicator settings, but may be changed for this record. For more information see the Configuration section>System card>Indicator screen and/or Parameter screen.
- After entering information, Save the record. The system does a validation to make sure the information entered is valid for the field (e.g. numbers must be entered in numeric fields, fields with look up values must match the options displayed, etc.)
- The Audits tab is now displayed with information on the entered record.
Note: For more information, see Adding a New Record in the Help section>Record Management.
Deleting a Record:
Authorized users can Delete existing records. Open records can be deleted by clicking on the Delete or Delete Selected button in the left pane.
To delete one or more records that are not open, complete the following steps:
- From the related screen, conduct a search to locate the records that are to be deleted.
- To select one or more record, click the box to the left of the record to alternately add or remove the check mark. To select/de-select all records in a specific search result set, click on the box above the search results to add or remove all check marks.
- Click on the Delete Selected button.
- If the record code has been assigned to one or more other records (as a field value), an error message is displayed and the record cannot be deleted.
Note: For more information, see Deleting a Record under the Help section>Record Management.
Editing a Record:
Authorized users can make Edits to add or update information in existing records.
- Using the Search page selection criteria, search for all the records to be updated.
- To select one or more record, click the box to the left of each record to alternately add or remove the check mark. To select/de-select all records in a specific search result set, click on the box above the search results to add or remove all check marks.and select them by checking the box to the left of the record.
- To open the record you wish to view first, click its folder. All other selected records can be viewed by scrolling, using the right and left arrows in the Navigator section of the left pane.
- Highlight the field(s) to be updated with the cursor and enter the information.
- If the field is grayed out, that field is not editable.
- If specific values are required for a field, the valid options are available in one of the following:
The Field Look Up Values are displayed in the right pane.
The List Selector icon to the right of a field opens a listing of valid values for a field from the related configuration screen.
The Drop Down Menu arrow to the right of a field opens a menu of valid options for a field.
A Calendar is available in the Field Look Up Values in the right pane for date fields. If there is no right pane, the Date Selector icon is displayed.
- For information on specific fields, view the short Help text in the right pane.
- The Indicator and/or Parameter tabs can also be updated. Click on the tab to open and edit the values. For more information see the Configuration section>System card>Indicator screen and/or Parameter screen.
- After entering information, Save the record. The system does a validation to make sure the information entered is valid for the field (e.g. numbers must be entered in numeric fields, fields with look up values must match the options displayed, etc.)
- The Audits tab displays information on the edits made to the record.
Note: For more information, see Editing a Record in the Help section>Record Management.
Opening and Viewing a Record:
To Open and View existing records, complete the following steps:
- Using the Search page selection criteria, search for all the records to be viewed.
- To select one or more record, click the box to the left of each record to alternately add or remove the check mark. To select/de-select all records in a specific search result set, click on the box above the search results to add or remove all check marks.
- To open the record you wish to view first, click its folder. All other selected records are also available.
- To view all other selected records, scroll to the previous record or to the next record using the navigation arrows.
- For records displayed in a list format, click the card arrow on a record to open and view it.
Note: For more information, see Opening and Viewing a Record in the Help section>Record Management screen.
Replacing Record Values:
Authorized users can use the Replace feature to update multiple selected records at the same time with the same field information or the same indicator and/or parameter values. Note: Not all screens have the Replace feature available.
- Using the Search page selection criteria, search for all the records to be updated. Multiple searches can be conducted to build a results list.
- To select one or more record, click on the box to the left of each record to alternately add or remove the check mark. To select/de-select all records in a specific search result set, click on the box above the search results to add or remove all check marks.
- Click on the Replace button in the left pane.
A screen is displayed with all replaceable fields showing as read only.
- Check the box to the left of a field to be updated. The field is then enabled.
- Enter the new information in the field.
- Update any additional fields in all tabs.
- Values in the Indicator and Parameter tabs can also be updated by entering values in each field.
- To reset all the values back to the previously saved ones, click on the Reset button. Note: Once the records have been saved, the values cannot be reset to the previous values. They would have to be re-entered as updated values, following steps 1-10.
- Click on the Save button to save the changes.
- All selected records are now updated, with the new information replacing the old information in the selected fields.
Note: For more information, see Replacing Record Values under the Help section>Record Management.
Searching for a Record:
The Search page is the default page when a screen is opened. This screen is used to filter criteria when searching for a specific record.
- After entering values in the selected fields, click on the Search button. The results are listed below the search screen.
- Additional searches with different filter options can be run to add to the selected record results set.
- To select one or more record, click the box to the left of the record to alternately add or remove the check mark. To select/de-select all records in a specific search result set, click on the box above the search results to add or remove all check marks.
- To open the record you wish to view first, click its folder. All other selected records can be viewed by scrolling, using the right and left arrows in the Navigator section of the left pane.
Note: For more information on searching for an existing record, see Searching for a Record in the Help section. For more information on the Action buttons available in the left pane after the search is completed, see Search Action Buttons. For more information on setting the check boxes default to be checked or unchecked, see the Preferences section>My Preferences card>List screen.
Replicating a Record:
Authorized users can use the Replicate feature to copy all general, indicator, and parameter attributes of an existing record, so the setup of a new record requires less time.
Note: Not all screens have the Replicate feature available.
- Using the Search page, search for a record to copy.
- Click on the folder to the left of a record to open it.
- In the Actions section in the left pane, click the Replicate button.
- Update values on the General screen.
Note: "Key" identification fields must be unique or a Duplicate Key error message is generated. For example, because the "key" identification field for a Holiday record is the Code, the system does not allow a user to replicate a holiday record with the same Code. The Code for each Holiday record must be unique.
- Click the Save button.
- Optional. Update tabs, including Indicators and Parameters, and click the Save button.
All selected records are now updated, with the new information replacing the old information in the selected fields.
Active
Indicates whether this activity code is currently being used by the system and can be assigned (Yes/No).
Activity codes that are no longer valid but have been previously assigned cannot be deleted from the system. This is to maintain historical integrity of data. An activity code can be deactivated by setting this value to No, so it can no longer be assigned.
Code
The alphanumeric short name or abbreviation identifying this activity code.
Activity codes can be up to eight characters in length, but it is recommended they are shorter, so they can print on the schedule reports in one line. The system is not case sensitive so you cannot have both a D1 (upper case D) and a d1 (lower case d) code, with upper and lower case letters the same.
Do not use a space, comma, or semicolon in the code, as these are used as delimiters (characters that mark the beginning or end of a unit of data) when entering activity code/profile strings into the schedule grid. For more information, see Steps for Adding a Schedule or Calendar Directly into the Grid.
Description
The label describing the activity code.
Display Color
The color this activity code displays on the schedule screen and on printed reports when using a color printer.
Colors can be used to denote time of day, such as day (blue), evening (green), and night (purple). Colors can differentiate types of work, such as on call, productive, and nonproductive. These colors make it easier to identify patterns or an unusual shift on the Schedule screen.
More About Selecting Colors
The Color Selector is used in fields where the colors displayed can be selected by the user (for example, activity codes, schedule visual cues, etc.)
To select a Display Color, complete the following steps:
- Click on the Color Selector icon to the right of the Color field. The Color Selector palette appears in the right pane.
- Click on the color palette. A circle appears.
- Move the circle around on the palette to load the desired color into the Selected Color box.
- To adjust the hue of the Selected Color, move the arrow below the Shade box.
- To lighten the color, move the arrow to the left
- To darken the color, move the arrow to the right
- When the color is finished, click on the Accept button.
- The corresponding color identification code is loaded into the Color field.
Length (Hours)
The length in hours of this activity without lunch length, entered in whole/decimal hours. If an activity runs from 07:00 to 15:30 with a half hour lunch, enter 8.0 hours for the length and .5 for the lunch. The system adds these together to make an 8.5 hour activity code.
Lunch Length (Hours)
The total time of the lunch break expressed in whole/decimal hours. For example, a half hour lunch break should be entered as .5 hours. The Lunch Length value is added to the Length value to determine the ending time of the activity.
For example, if the activity code has a start time of 7:00 and a Length of 8 and a Lunch Length of .5, the end time of the activity is calculated to be 15:30. If this same activity code has a Lunch Length of 1.0, the calculated end time is 16:00.
Organization Unit
Enter the appropriate organizational codes for this activity code. The corporate structure determines the organization level where activity codes are configured, and also the number of levels and label names available.
Pay Code
The Time and Attendance pay code associated with this activity code. For example, a VAC (vacation) activity code may be associated with a PTO (paid time off) pay code.
Start Time
The time of day that this activity code begins, expressed in 24-hour time.
More About Time Value Fields
When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15).
- The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon).
- Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00.
- Enter 900 and the system adds the leading zeros and colon to convert this to 09:00.
- The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight).
- If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated.
- If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated.
- Enter midnight as 00:00; enter noon as 12:00.
- If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example:
- Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.
Action Buttons
The following Action buttons may be available in the left pane, depending on the page that is open:
Add
Click on the Add button to open a screen to configure a new record.
Complete the following steps to add a new record:
- Click on the Add button in the left pane. The corresponding New Record screen is displayed.
- Enter data in applicable fields. The fields with an asterisk are required and must be completed before the record can be saved.
- Fields that require specific values display Field Look Up Values in the right pane. If there is no right pane, the List Selector icon is displayed to the right of a field to open a listing of valid values.
The List Selector icon opens a screen to select valid options for a specific field. Depending on the field, the values on this list may be set up on the corresponding configuration screen, or may be standard or client-defined values in the system.
Click on the icon to the right of a field to open the List Selector screen. Click the selected value to load it to the field.
Note: This listing option is used in screens when the right pane is not available to display the Field Look Up Values.
If specific values are required for a field, valid options may be displayed in the Field Look Up Values in the right pane. Usually, these values are previously set up on the corresponding Configuration screen. Scroll down the list to find the required value using the vertical scroll bar to the right of the list.
Note: If the first few characters are typed into the field, the list automatically scrolls to the values beginning with the corresponding values.
Screens that do not have a right pane available have the list selector icon to open a listing of valid values. Click this icon to open the list.
Note: Organization Unit information may need to be entered before values are displayed. For example, when accessing a Job Class field, the job class options available are linked to specific organization units. The organization unit where job classes are created must be entered before the options are displayed.
- Fields that require specific standard response values (for example, Yes/No) display a Drop-Down Menu arrow to open a list of valid options.
If specific standard values are required for a field, valid options may be displayed in a Drop Down Menu. These are usually standard options, or may be client defined. The values are not accessible through a configuration screen.
Click on the drop down menu arrow to display the options.
- Fields that require date values display a calendar in the Field Look Up Values in the right pane. If there is no right pane, the Date Selector icon is displayed to open a calendar to select a date. Date values can also be typed in.
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
- If there are Indicator and/or Parameter tabs, these must be configured as well. Default values are displayed for all indicator settings (and selected parameter settings), but may be changed for this record. For more information on indicator and parameter settings, the Configuration section>System card>Indicators screen and Parameters screen. See also the Rules and Parameters Specification documentation.
- Depending on the screen being set up, there may also be additional Section buttons in the left pane. Click on the buttons to open and configure those additional screens.
- When all screens have been completed, click on the Save button to save the new record values.
Note: For more information and screen prints, see Adding a New Record.
Advanced/Basic
The Advanced button loads the expanded search criteria mode with additional fields for locating a record. When the Basic search mode is loaded, the button shows as Advanced. When the Advanced search mode is loaded, the button shows as Basic.
Note: The user can set whether the Basic or Advanced search mode is automatically loaded for each screen. This setting is found under Preferences section>My Preferences card>Search screen>Mode tab. The Advanced/Basic buttons only display on screens with Advanced search capabilities.
Audits
The Audits button in the left pane opens a screen to view changes to records in the open page. The audit trail displays information on additions, edits and deletions, including the date and time the change was made, the type of change (inserted, updated, deleted), the description of the change, the name of the person making the change, and the original and new values.
The audit records can be grouped and sorted by one of the following options: application, audit date, audit description, classification, or who modified. To change the sort, click the drop down arrow near the Group By field in the Audit List Actions to open the record, then select the grouping from the list.
Group by Application
Groups the audit records by the application where the changes were made.
Group by Audit Date
Groups all the audits by the date when changes were made.
Group by Audit Description
Groups the audit report by the description of the edits that were made.
Group by Classification
Groups the audit records by whether the record was inserted, updated, or deleted.
Group by Who Modified
Groups the audit records by the user who made the updates.
Delete or Delete Selected
The Delete or Delete Selected button is used to remove one or more records from a screen.
Complete the following steps:
- If there are multiple records, click on the selection box to the left of each record that is to be deleted. Note: If this is a single record, there are no check boxes to select. Skip to step 3.
A check mark is displayed in each selected box.
- Click on the Delete Selected button for multiple records or the Delete button for a single record.
- The system does a validation check to make sure the record is not linked to any other records. If it is, a warning message is generated and the record cannot be deleted.
- If there are no children records, the record is deleted.
Note: For more information, see Deleting a Record.
Replace
The Replace button opens a screen to update one or more field values for all the records selected in the search. This feature can be used to update multiple records with the same field information.
- Using the Search page, search for all the records to be updated. Multiple searches can be conducted to build a results list.
- Select the box to the left of each record to be updated.
- Click on the Replace button in the left pane.
A screen is displayed with all the fields as read only.
- Select the box to the left of each field to be updated. The field is then enabled.
- Enter the new information in the field.
- Complete all tabs to be updated, including the Indicators and Parameters tabs, if applicable.
The Parameter tab opens a screen where processing settings are established. These settings can be changed by authorized users to customize the functionality of the system.
Parameter options are stored on category cards to make them easier to locate. Click the card arrow to open the card and view the parameter options contained on that card.
The parameter naming convention is as follows:
Screen name + "Parameter" + Category Card + Classification + Type + Number
The type of value required for this parameter (e.g. alpha, date, day of week, hour, integer, pay code, rate, time, percent, or premium category).
More About Parameter Types
The following are the valid options for parameter types:
Alpha
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The field will accept any letters, numbers, or characters on the keyboard.
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Date
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The field will accept any properly formatted date. More About Date Value Fields.
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
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DOW
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The field will accept a day of the week. When this type is selected, the days of the week are available in the drop down menu under Default Value.
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Hour
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The field will accept any positive or negative whole and/or decimal value. The system will add a decimal point and trailing zeros up to two places. For example, if 3.5 is entered, the system converts this to 3.50.
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Integer
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The field will accept any positive or negative whole numbers (no decimals).
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Pay Code
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A valid pay code should be entered. There is no validation done when the record is saved.
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Rate
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The field will accept any positive or negative whole and/or decimal value. The system will add a decimal point and trailing zeros up to five places. For example, if 18.2 is entered, the system converts this to 18.20000.
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Time
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The field will accept any properly formatted time value. More About Time Value Fields.
When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15).
- The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon).
- Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00.
- Enter 900 and the system adds the leading zeros and colon to convert this to 09:00.
- The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight).
- If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated.
- If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated.
- Enter midnight as 00:00; enter noon as 12:00.
- If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example:
- Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.
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Percent
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The field will accept any positive or negative whole and/or decimal value. The system will add a decimal point and two trailing zeros. For example, if 3.5 is entered, the system converts this to 3.50.
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Premium Category
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When this option is selected, the user can select a Default Classification and Default Premium Category Number from the right pane.
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Determines the type of system classification (e.g. Standard, Customer, User-Defined, or Replicated).
Unlike indicators, there are no predefined options to enter into the parameter screen. The value that can be entered is limited by the Type of parameter allowed. For example, if this parameter has a Type of Date, only a date may be entered in the field; if the parameter has a Type of Integer, only numeric values can be entered in the field, etc. Depending on the setting in the Required field on the Parameter screen, a value may be required, or the system may allow this field to remain empty (null).
A Default setting can be created which is the setting automatically assigned when a new record is created. From that point forward, all new records will get the default setting. Note: An updated default setting is not applied to any existing records.
For more information on Parameters, see the documentation under the Configuration section>System card>Parameter screen.
The Indicator tab opens a screen where processing settings are established. These settings can be changed by authorized users to customize the functionality of the system.
Indicator options are stored on category cards to make them easier to locate. Click the card arrow to open the card and view the indicator options contained on that card.
Indicator naming convention is as follows:
Screen name + "Indicator" + Category name + Classification + Number
Determines the type of system classification (e.g. Standard, Customer, User-Defined, or Replicated).
For example, the Standard indicator on the Pay Group screen on the System category card that is listed First, is named Pay Group Indicator System Standard 1.
On the indicator screen, there are predefined options that the user can select from the right pane. There is a Default setting, which is the setting automatically assigned when a new record is created. The Default setting can be changed for the system in the Configuration section>System card>Indicator screen. From that point forward, all new records will get the default setting. Note: An updated default setting is not applied to any existing records.
- To reset all the values back to the previously saved values, click on the Reset button in the left pane. Note: Once the records have been saved, the values cannot be set back to the previous value using the Reset button. They can be changed by using the Replace feature.
- Click on the Save button to save the changes.
- All selected records are now updated, with the new information replacing the old information in the selected fields.
Note: The system does not allow the user to use this feature to replace "key" identification fields. A Duplicate Key error message is generated. For example, because the "key" identification field for a Holiday record is the Code, the system does not allow a user to replace multiple holiday records with the same Code. The Code for each Holiday record must be unique.
Note: For more information and screen prints, see the section in Record Management under Replacing Record Values.
Replicate
The Replicate button copies all general, detail, indicator, and parameter attributes of an existing record, so the setup of a new record requires less time. The General screen opens so you can update general field values for the new record.
- Using the Search page, search for a record to copy.
- Click on the folder to the left of a record to open it.
- In the Actions section in the left pane, click the Replicate button.
- Update values on the General screen.
Note: "Key" identification fields must be unique or a Duplicate Key error message is generated. For example, because the "key" identification field for a Holiday record is the Code, the system does not allow a user to replicate a holiday record with the same Code. The Code for each Holiday record must be unique.
- Click the Save button.
- Optional. Update tabs, including Indicators, Parameters, and Details, and click the Save button.
All selected records are now updated, with the new information replacing the old information in the selected fields.
