Reporting employee actuals for tasks

Task Actuals

This page allows you can record the details of the actual time spent by the employee for the various tasks belonging to a work order. Tell me more

Select the “Task Actuals” link from the bottom of the “Employee Actuals” page.

The “Task Actuals” page appears.

Enter the following field if you wish to record actuals for an employee other than the employee specified in the previous page:

Employee	The employee for whom you wish to record the actuals (Alphanumeric, 30). Ensure that the employee is already defined in the “Employment Information” business component of Ramco Human Resources Management Solution.
	Help facility available. Press <Enter>. The system retrieves the name of the employee alongside.
	Zoom facility available
The system displays the following field:
Skill Code	The primary skill of the employee.

Enter the following field:

WO No.	The work order for which you wish to record actuals in the task level (Alphanumeric, 18). Ensure that the work order is already scheduled in the “Schedule WO” or the “Schedule Bulk WO” activity. Also ensure that the work order is not in the “Closed” status.
	Press <Enter>. The system retrieves the details of the work order. The description of the work order is retrieved alongside.
	Zoom facility available
The system displays the following fields:
WO Status	The status of the work order.
WO On	The maintainable object on which the work order is raised, which can be “Equipment” or “Location”.
Code	The identifier of the equipment or location.
	The description of the equipment or location is displayed alongside.
	Zoom facility available
Planning Group	The planning group of the work order.
Work Group	The work group which is responsible for carrying out the work on the work order.
Sch. Start Date	The date and time at which the work order is scheduled to start.
Sch. Compl. Date	The date and time at which the work order is scheduled to be completed.
Act. Start Date	The date and time on which the work on the work order has started.
Act. Compl. Date	The date and time at which the work on the work order was completed.
	The system retrieves in the “Task Details” multiline, the tasks which have been assigned to the employee in the specific period.

You can enter the details of the actuals, by entering the following fields in the multiline:

Task	The task that is performed as a part of the work order (Alphanumeric, 30).
	Press <Enter>.
	Help facility available
Date	The date starting from which the employee has been assigned to the task (Date Format). This field should not be left blank if you have entered a task in the “Task.” field. Ensure that the date entered here is not later than the current system date.
From Time	The time from which the task has been assigned to the employee (Time Format). Ensure the following:
	If the date entered in the “Date” field is the current system date, ensure that the time entered in this field is not later than the current system time.
	If the “Actual Time to be validated with HR” field is set as “Yes” in the “Option Settings” activity, ensure that the time entered in this field is not earlier than the checked in time of the employee.
	If you leave this field blank, the system does the following:
	If the “Actual Time to be validated with HR” field is set as “Yes” in the “Option Settings” activity, the system displays by default the checked in time of the employee.
	If the “Actual Time to be validated with HR” field is set as “No” in the “Option Settings” activity and if the “Consider Calendar For Costing” field is set as “Yes”, the system displays by default the scheduled time of the employee.
	If both the “Actual Time to be validated with HR” and the “Consider Calendar For Costing” fields are set as “No” in the “Option Settings” activity, the system displays “0.00” by default.
To Time	The time till which the task has been assigned to the employee (Time Format). Ensure the following:
	The time entered in this field is not earlier than the time entered in the “From Time” field.
	If the date entered in the “Date” field is the current system date, ensure that the time entered in this field is not later than the current system time.
	Ensure the following, if you are entering actuals for a date other than the current system date:
	If the “Actual Time to be validated with HR” field is set as “Yes” in the “Option Settings” activity, ensure that the time entered in this field is not later than the checked out time of the employee.
	If you leave this field blank, the system computes the time as the sum of the time entered in the “From Time” field and the number of hours entered in the “Hours Worked” field.

Note: Ensure that the “Date – From Time – To Time” combination does not overlap for the same task in the multiline.

Hours Worked	The number of hours for which the employee has been utilized for the execution of the task (Decimal). Ensure the following:
	The hours entered here are not negative.
	If the “Actual Time to be validated with HR” field is set as “Yes” in the “Option Settings” activity, the sum of the time entered in the “From Time” field and the number of hours entered in this field should not be later than the checked out time of the employee.
	The difference between the time entered in the “To Time” and the “From Time” fields is not less than the hours entered in this field.
	If you leave this field blank, the system displays the difference between the time entered in the “From Time” and “To Time” fields.
The system displays the following fields in the “Employee Actuals” multiline:
Normal Hours	The normal working hours of the employee. This field is displayed only if the “Consider Calendar For Costing” field has been set as “Yes” in the “Option Settings” activity. The system retrieves the normal hours for the employee for the specific “Date – From Time – To Time” combination from the “Time Management Processing” business component of “Ramco Human Resources Management Solution”
Extra Hours	The extra hours that the employee has worked. This field is displayed only if the “Consider Calendar For Costing” field has been set as “Yes” in the “Option Settings” activity. The system retrieves the extra hours for the employee for the specific “Date – From Time – To Time” combination from the “Time Management Processing” business component of “Ramco Human Resources Management Solution.
Non Working Hours	The number of hours for which the employee has not worked. The system computes this field only if the difference between the time entered in the “To Time” and “From Time” fields is greater than the number of hours worked as entered in the “Hours Worked” field. The difference is displayed as non-working hours in this field.
Task Desc.	The description of the task.
As of Date	The date on which the actuals are recorded. The system displays the current system date.
Time	The time at which the actuals are recorded. The system displays the current system time.

Check the box in the "Select" column of the multiline to mark for deletion the tasks that are specified for the employee.
Click the Delete icon in the toolbar above the multiline to delete the tasks selected in the multiline.
Click the “Update” pushbutton to record the details of the tasks for which the employee is utilized.

The system saves the actuals entered for the employee with the following details:

If the work order has already been initiated in the “Initiate Work Order” activity and if the actual start date entered in this activity is earlier than the actual start date entered in the “Initiate Work Order” activity, the system records the details of the actuals with the earlier date.
If the actual start date for any task is earlier than that of the work order, the actual start date of the work order is replaced with that of the task.
If the status of the task/work order was “Deferred” or “Scheduled”, it changes to “In Progress” after the actuals are entered.
If the status of the task/work order was “Interrupted”, the status changes to “In Progress” if the actuals are recorded for the task for a date later than the date on which the task was “Interrupted”.
If the status of the task/work order was “Interrupted”, the status remains as “Interrupted”, if the actuals are recorded for the task for a date earlier than the date on which the task was interrupted.
The details of the status change of the work order is recorded in the work order history.

What you can do in this page

Record employee actuals for every task of the work order

You can record the employee actuals for every task that belongs to a work order.

Enter the task, which the employee has executed during the specific period in the “Task” field in the multiline.
Enter the details of the time spent by the employee for the execution of the specific task in the “Date”, “From Time”, “To Time” and “Hours Worked” fields in the multiline.
Click the “Update” pushbutton.

Reporting employee actuals for tasks – An overview

You can record the details of the actual time spent by the employee for the various tasks belonging to a work order. You can record the actuals for an employee entered in the previous page. You can also enter an employee in this page and record the actuals for any particular work order. You can specify the actuals details of the tasks that the employee has executed, by entering the following fields:

The task that the employee has carried out.
The number of hours that the employee has spent for carrying out the task.

Prerequisite

Create Task under the “Task” business component.