Journal of Engineering and Applied Sciences Technology

Elements to Consider

Questionnaire

Guidelines

Paycode Configuration Design Guidelines

Impact on Visibility and

Access Profiles

Is this paycode Visible to

User ?

The user can be Employee, Support team, Time admin, Site HR and other support team team.
So work with Product Manger to Identify the all the user.

Have you identified who needs access to the paycodes and what type of access? Verify the required Paycode Access Profiles?
Is it specific to a country or a group of employees.

Visibility of Paycode - Identify where the paycode should be visible. Ex: Timecard, report, etc.
So work with PM to Identify the all the user.

Is any change required to GDAPs ?

New paycode impacts

display order?

Impact on Basic Building blocks

Will this paycode be part of any combined paycode

? Is the parent paycode of same type as new paycode ?

Combine paycode can be country specific or it can be global Paycode,

more than one country or business line uses the paycodes

Will this paycode excuse absence?

Paycode counts towards Overtime ?

Check the affected combination rules, Pay

code distribution PCDs

and Payrules

Does it impact Bonus

/Deduction rule ?

Does it have impact on employment terms ? ex : Associating work rule with duration paycode

Is this paycode pay impacting?

Identify the payroll interfaces.

Are any Genies affected by the paycode addition?

Are any hyperfinds affected by this paycode?

Are any Override value profiles affected ?

Are any Adjustment rules

affected ?

Impact on Custom solution/ Custom reports

Will this paycode be a part of any custom solution or report(interfaces, scripts)?

Identify the Stored Procedures or scripts to be updated

Are any lookup tables affected or need to be updated?

Impact on holiday

configurations

Is it a holiday paycode and impacts any holiday credit rule?

Is the Holiday Credit Rule attached to an Employment Term?

Some regions use Holiday Credit rules attached to Employment Terms. If so, review Employment Terms tab

Impact on Accrual

configurations

Will this paycode have any accruals attached to it ?

we have few paycodes need to consider for earning grants in accural.
Please work with you Product manger to add it

Will it have any impact on Cascading policies ?

Will it need any new Request subtype configuration or changes?

Is it an intermediate paycode? Another paycode or accrual will be generated based on this paycode.

Identify affected Accrual

policies

Impact on Attendance

Is paycode affecting attendance events ?

Is paycode used to excuse the Attendance?

Work with your team to add the paycode in Attendance points impacting related interface or configurations.

Impacted Upstream/Downstream Systems

Should the new paycode be visible in employee UI?

You need to provide the access to employee view paycode. And also you have to do the SIT with

UI and also scheduling integrations

Should the new paycode be added to Pay extract ?

you need to work with Payroll team for setting

up new paycode in their

system and also you

have to do the SIT. Work with your PM to idenfiy the payroll team contact

Should the new pay code be added to any other payment system or leave management system ?

Should the new paycode be added to BI tools or reporting system?

Most of the new paycode will be added in the BI/
Reporting tools Work with your PM to identify those teams

Check if the new paycode is impacting any specific population group and any report to the population group.

For example, Some business will have report/ interface specific to agency employees.
So check if the new paycode going

to impact them.

Scalablity

will this paycode be used by multiple the business lines?

Check the impacted objects based on business lines.

will this paycode be used by multiple countries ?

Name of the global paycode should start with GBL.

Naming

We use ‘ISO Alpha 3 digit’ country code when setting up configuration building blocks.
Use ‘ISO Alpha 2 digit’ state code, if configuration differs by state.

Check the existing naming convention for countries or business lines and consider the potential impact
if we change the naming of the new paycode from the current convention. For example, the Support team may want to view specific paycodes in a certain order. If they are using a paycode called "holiday" and you have been asked to add "Holiday OT," it

is important to collaborate with the Support team first to ensure
that they are not overlooked when making changes.

SOP

Did you check that adding new paycode in system impacted any of the existing SOP ?

Work with your PM to identify such SOP. SOP can be from Support team,Time admin , Local Sites

Are you creating the Duration paycode?

duration paycode may create the overlapping duration and unwanted exception to timecard.
This could create the attendance and Pay defects in system. So make sure to test it before using the duration paycode

Holiday Configuration

Design Guidelines

Questionnaire

Guidelines

Elements to Consider

Guidelines for New Holiday Set up

Guidelines for Existing Holiday Set up

Impact on holiday configuration building blocks - Holiday Table, Holiday zones,
Holiday credit rule, Holiday Profile

Identify the start date, end date and timings of the holiday to be configured in the holiday table

Start date is actual holiday date at 12:00AM and end date
Actual holiday +1 at 12:00AM and Make sure there is no exsisting holiday already there in system

Start date is actual holiday date at 12:00AM and end date Actual holiday

+1 at 12:00AM

Any configuration impact due to night shift ?

Identify correct naming convention if multiple LOBs/locations/countries are using the same holiday

Start with Country ISO with either 2 or 3 digits

Start with Country ISO with either 2 or 3 digits

Identify list of holiday zones affected by this holiday and select the holiday in respective zones if required

If employee works on holiday, is he eligible for full holiday credit ?

No need to update unless

new credit is needed

Type of holiday credit (Fixed, based on schedule,etc)

Holiday worked hours belong to which day ? (Fixed rule, scheduled in day , out day, etc)

Are any work history qualifiers applicable to get holiday credit?

Do contributing shifts affect holiday credit ?

Should the employee work before or after or both days to get the holiday credit?

Depends on country/business policy?

Depends on

country policy?

Any alternate holiday credit rule needs to be configured ?

This Holiday Credit rule shouldn't be touched unless the policy is changed

This Holiday Credit rule shouldn't be touched unless the policy is changed

Identify the paycode associated to holiday(credit should go in which pay code)

Should there be any work rule associated with the holiday ?

Identify and update the holiday profile

Is the holiday going to behave as per default holiday zone and holiday
credit rule or separate rules applicable for

particular holiday ?

Basic building blocks

Any impact on holiday and unscheduled day request settings

Any impact on combined/contributing paycodes

Any impact on bonus and

deduction rules

Any update required to adjustment rules

Any update required to employment terms

Identify and update the required combination rules, PCD, work rule and payrules

Add existing Holiday in Employee Request Period along with holiday name, request subtypes, and date

Impact on Accrual configurations Custom solutions/ reports

Does working on holiday affect any Accrual ? Ex: Compensatory Off

Is there any impact on reports or custom solutions?

Any update required to

pay extract

Any update required to

lookup tables

Naming

New Holiday should be added per locationbor by other components

Pay Rule Configuration

Design Guidelines

Questionnaire

Questionnaire

Guidelines

Impact on Visibility and

Access Profiles

Is this Pay Rule Visible to

User ?

The user can be Employee, Centralized team, Time admin, Site HR and other support team team.
So work with PM to Identify the all the user.

Have you identified who will be assigned to the Pay Rule? Is it restricted to an Employee Type or Class?

New Pay Rule should only be created if the requirements are deviating from others.
Lookout for consolidation options by discussing with PM.

Impact on Basic Building blocks

Are any hyperfinds affected by this Pay Rule?

There hyperfinds query which is related to Time off/GTOR. Make sure you have done the research on this

If the Pay Rule is Existing, is the Pay Rule being used by any other population group?

The other population groups who are using the same Pay Rule and not in
scope will have negative impact. Verify with the PM & Site HR if the group should also be in scope.

Impact on Custom Solution/ Custom reports

Will this Pay Rule be a part of any custom solution or report (interfaces, scripts)?

Custom programs logic may use the Pay Rule for criteria selection.
Make sure the Pay Rules in scope are added to all that may have an impact.

Identify the Stored Procedures or scripts to be updated Are any
lookup tables affected or need to be updated?

Impacted Upstream/Downstream Systems

Will this Pay Rule be a part of any custom solution or report (interfaces, scripts)?

Scalability

Will this Pay Rule be used by multiple Population Groups within the line of business?

Check the impacted objects based on Population.

Naming

We use ‘ISO Alpha 3 digit’ country code when setting up

When considering country or business lines, it is important to think about what would be best to

use. In cases where the configuration differs by state within a country,

it is worth considering the potential impact of changing the naming
convention for the new Pay Rule from the existing one.

Impact on Visibility and

Access Profiles

Accrual Code should be Visible?

Once the Accrual code is set to hidden, it will not be visible to any user

except for a few specific

reports.

Verify if accrual code is set to be allowed for Manual edits? Have you
identified who needs access to the accrual codes and kind of access?

Verify if Accrual Code need to be included in any GDAP?
Is it specific to a country or a group of employees

Will the Accrual Code be used as Primary Accrual Code or
Overflow accrual Code in Accrual Policy?

Will the Accrual Code be used in Cascading Policy?

Overflow accrual Code in

Accrual Policy?

Will the Accrual Code be used in Cascading Policy?

Will the Accrual Code be used in Balance Cascade?

Verify if the Accrual Code need to be included in

any Hyperfind conditions to extract employees based on accrual earnings/grant?

Verify if accrual codes are used in Accrual Detail Genie?

Are there any request subtypes associated with the new accrual code or existing one ?

Check if request periods have to be configured or refreshed?

Are override value profiles in use and is there any impact ?

Check if Day type equivalence values are in use.

Impact on Accrual Policy

Configuration

Identify what is the main accrual code, Overflow accrual code and their need in the accrual policy?

Verify if the balance accrued through grants should be rounded?

Identify whether accrual balance granted should

be available immediately or after completing

the probation.

Is probation single upon

hire or recurrent?

Identify the date pattern assigned as length of service in the accrual policy and how
it's used to grant or limit the accrual balance managed through the accrual policy?

Identify the grants required in the policy and analyze how frequently they can
generate the accrual balance? And how the generated grants can be expired?

Identify the limits required in the policy and analyze how they can limit the
balance in the main accrual code and transfer the remaining balance to overflow bucket or forfeit in aligned to length of service ?

Identify if the takings should be capped upto a maximum value per day/week
or based on date pattern using Taking Limit?

Identify what are the paycodes that can deduct the accrual balance

Taking Paycode

type can be Hours when Accrual code is in Days/ hours. But it can be

days when accrual code is

in hours

Identify if the overdraft should be disallowed or warning should be raised while balance getting reduced

Impact on Custom solution/ Custom reports

Will this accrual code be a part of any custom solution (interfaces, scripts), Reports, Run Control IDs?

Some of the accrual code will be used on Payout interface, Accrual extract interface.

Identify the Stored Procedures or scripts to be updated

Are any lookup tables affected or need to be updated?

Is this accrual code deducted by any paycodes attached to it's

accrual policy?

Is this accrual code granted due to paycodes/combined paycodes?

Impacted Upstream/Downstream Systems

Should the new accrual code be visible in employee self service?

Should the new accrual code be added to BI reporting tools?

Should the new accrual code balance should be fed to schedule/forecasting system ?

Check if the new accrual code is impacting any specific population group and
Time and attendance is sending any report for the population group.

For example, Some countries will have report/interface specific to agency employees.
So check if the new accrual code going to impact them.

Is the accrual code fed into Pay extract?

Scalablity

will this accrual code be used by multiple the business lines?

will this accrual code be used by multiple countries ?

Check what is existing naming convention for country or business lines and think what could
be the impact if we change the naming of new accrual code from their existing naming convention.

SOP

Did you check if the accrual code can be reseted in the future?

Any Manual import of this accrual needed on golive

Did you check that adding new accrual code in system impacted any of the exsiting SOP ?

Impact of Accrual Profile configuration building blocks
- Dates, Date Patterns, Grants, Limits, Probation Period, Balance Cascade

Identify the date of accrual grant and if the date
should be person specific date or site-wide date?

Identify the frequency of the grant to accrue or measure the length of service?

Identify if the grant should be expired automatically over period of time or should not expire?

Identify correct naming convention if multiple locations/countries are using the accrual building block

Identify if the grant should happen repeatedly at every instant of date pattern or once after

hire?

Identify if unused accrual code balance should be carry forwarded to next year or expired at the

year end using carryover

limit?

Identify if the total accrual code balance should be capped using Earned Balance limit?

Identify if the accrual code earned value should be capped within accrual interval using Earned Amount Limit?

Identify if the takings should be taken in minimum increments?

Identify if the takings should be capped upto a maximum value per day/week or based on date pattern using Taking Limit?

Identify if the accrual takings allow overdraft?

Sometimes, due to limitations in external systems, we allow the employee balance to go negative.
For example, some Time off request related batch integrated system is not a real-time system and cannot check the balance in Time

and Attendance in real time. As a result, some profiles may go negative,
even though the policy does not allow it, but the configuration permits it.

Identify if the excess balance goes to Overflow accrual code or nullified upon applying the limit?

Verify if the accrual code get accrued instantaneously or should employee complete minimum probation period?
Is this probation only once or happens for every accrual grant?

Verify if the accrual code balance is paid out to any paycode through balance cascades at every repeated intervals?

Verify if the accrual code balance is transferred to any accrual code through balance cascades at every repeated intervals?

Verify if different population groups are using different balance cascade groups and used in accrual profiles?

Verify if the different population groups are using different accrual profiles?

Verify if any accrual policy is set to be hidden/visible in order to hide accrual code on Time and attendance system?

Is there any Genie set to display accrual profile column?

Is there any Hyperfind query having conditions on Accrual Profile names?

Any update to GDAP required to include Accrual profile names or accruals configuration?

Should the accrual profile be added to any employment term?

Most of the accrual profile is created for time off. Some of GTOR related hyperfind
queries created based on accrual profile and may have impact. Make sure to check.

Any update to GDAP required to include Accrual profile names or accruals configuration?
Should the accrual profile be added to any employment term?

Custom solutions/ reports

Is there any impact on reports or custom interfaces? Any update required to lookup tables

Impacted Upstream/Downstream Systems

Any impact to Employee self service due to accrual profiles creation?

Any impact to Timeoff tool due to new accrual profiles?

Most of the accrual profile is created for time off. so you may have impact on employees self service, Time off.

Scalability

Is this Accrual configuration shared among multiple business line or countries

Naming

We use ‘ISO Alpha 3 digit’ country code when setting up configuration building blocks.
Use ‘ISO Alpha 2 digit’ state code, if configuration differs by state.

Check what is existing naming convention for country or business lines and think what could be
the impact if we change the naming of new accrual code from their existing naming convention.

SOP

did you check is there any existing SOP available for centralized team

Since most of the accrual profiles are created for time off, centralized ,
Time admin has their own SOP for associates who go for conversion

Time Off Requests

Questionnaire

Guidelines

Impact on how user will

be notified

Employee self-service or any employee facing tool

Review the end user access

How are we notifying users about timeoff requests? From the possible options like Email, widgets alert, sms, Inbox.

What type of notification needs to be created (submitted, approved, rejected, retracted)?

Who should be notified during the timeoff status change (employee/manager/HR)?

Whether repeated(duplicate) notifications regarding the timeoff requests should

be sent to managers/ approvers to take action on the timeoff requests? Is yes on what frequency?

Whether an one click url should be added in the notification message
for the managers to redirect to that particular timeoff request page?

If there is any issue with workflow notification, it could related to servers.
Please cut sim to infra team to check the server setting For alerts to be visible at a device, the user's Notification Profile must be set for E-mail, Inbox, or both.

Whether email notification settings are enabled in application already?.
If not, what is the

procedure to enable the settings.

Whether user will need the alert notification(s) in Kronos InTouch clock?.
If yes, do we have device configurations already in Time and attendance or should we create new configurations for this and assign it to respective clocks?

Whether the Navigator alert for timeoff requests needs to be enabled for employees and managers/approvers?

If using Notification Profiles that send alerts to a navigator or email with oneclick notifications,
each user’s navigator must include an Alerts widget.

1.) From the Manage Navigators Widget Parts tab, select Alert Sub- category, click New , configure and Save. 2.)

Select the Navigators

tab, select a navigator, and click Edit and In the Navigator Alerts dropdown list,
select the appropriate Alerts widget and click Save.Navigator alert:For example, if you are configuring an alert to notify employees that a time-off request period is open, you should configure the ESS Calendar to be the “receiving” widget.

How would Kronos receives the time off ?

Which system will provide the Time off information to Kronos ? time

What will happen after receiving the time off information? What will happen to schedules ?

Whether user's needs to apply Time-off requests from Kronos clocks? If yes, do we have an existing process templates

Who will approve the time off

Approval Step Configuration not exists in Kronos

Whether need to Set an 'Automatic

Action upon Inactivity' OR 'Automatic Action before Request Start Date'('n' days before the

Request start date)?

Should we create a Reviewers list and assign to users in their people record?

How to handle the historic timeoff entries?

Whether the approved timeoff requests should create a open shift?

Whether the cancelled timeoff requests should assign back the same schedule which user had before?

Whether the timeoff request start time is fixed or will it come from the schedule?

Whether accruals and related pay code would be visible while applying the timeoff?

Do user requires any new languages other than English? is user going to request the time of from Employee self service?

Think what will happen to request if Manger didnt approve the Attendance Points/Infraction to trigger using Paycode ?

Paycodes

can be used to trigger Points using Attendance Events. So Manual entry of paycode should

be educated not

to use unnecessarily

Attendance

Questionnaire

Guidelines

Attendance Points/Infractions should trigger using Exception ?

Exceptions like Late In, Early Out, Long Break, Unexcused Absence,
unexcused Absence with paycode can be used to trigger Attendance

Points

The earned Points need to be expired ?

What all the system need to consider when Attendance Configured?

What all the Interfaces

need to consider?

Is the Points gained can be Negated on same day?

Other consideration

Payroll Lock Issue in

apply rules

What will you do if you see issue in Apply rules engine?

When applying Apply Rules Engine you may

get Payroll lock error with

some past date. By

that time Use 'Ignore Timecard Data Marker' in quickfind using effective date as payroll lock date+1.

Whom needs the access for paycodes trigger/negate Points

What are the Manual Edits can be seen in Attendance Editor

what need to be considered when points come into Expiration

Attendance engine not updating points for default date,What we
should do when points are not getting updated in attendance editor for a

particular day when an event is added through pay code?

While applying rules, start date should be event date

Punch edits done in closed pay period

Whenever admin making punch correction for closed pay period ,
they should make sure that attendance points are also corrected during the close pay period as interface will not reconcile the closed pay period.

Employment Terms Design Guidelines

Questionnaire

Guidelines

Are holiday profiles to be included in employment terms?

If holiday profiles are to be used, they can be selected only under employment terms

Does employment term guide the working hours? Identify and configure accordingly under work hours definition

Does employment term guide accrual profile for employees

Should employment term allow schedule inheritance ?

Are there any duration paycodes which need to be mapped to workrules? Identify the same and configure.

Does employment term guide overtime for assigned employees ?

Identify the Hyperfind which might need addition of new employment term

Is this employment term shared amongst different countries or business ?