Create projects to track work time (optional)

Objective

What is called "Business Processes" in Hubdrive, can more intuitively be called "Projects". The functionality of time booking with business processes allows you to monitor how much work time employees spend on certain tasks. The overview of how much time was spent on which business process is saved in the employee's Time Sheets.
This page describes how the HR Manager can create and assign a Business Process into the Time Sheet, so the employees can later book how much time they spent on it.

Process

HR Manager
Create a Business Process
HR Manager
Add the Business Process to the Time Sheet
Employee
Book work time in the Business Process
Supervisor
Check and approve the booked entries

Click Through

  • Start in HR HUB
  • Select Time Sheets
  • Select the Time Sheet period
  • Select + New Time Entry
  • On Quick Create
  • Click on the field Process
  • Select + New Process
  • At the popup click ok
  • Add the Name
  • Add the Parent Process (optional)
    • By using Parent Processes, you can create a hierarchical structure within your processes.
    • Assigning a Parent Process makes your Process a sub-process of the Parent Process.
  • Select the Process Type
    • Business Process
    • Main Process
    • Sub Process
  • Save and Close
  • Now that the Process is created, you can assign it to the Time Sheet
  • Click again on + New Time Entry
  • Select the Process you created
  • Add a description (optional)
  • Save and close

Hint

  • The Process Type is an informational field about the process hierarchy. It is for your own information and overview. To actually create a hierarchical structure within your business processes, you need to create and assign Parent Processes.
  • After the creation, the employees can now add how much time they spent on specific processes.
  • More than one process can be assigned to the Time Sheet.
  • The hours assigned to processes will be automatically be allocated into the employee's daily summaries.
  • If the employee's wage is being calculated hourly, only approved hours are considered for payroll. If that is the case, the employee must submit the time sheet for the approval of the supervisor every week. This is done by using the Business Process Flow on the top, moving the Time Sheet to the next stage, until the Submitted status is reached. You can find a tutorial for Employees on this here.
  • The Supervisor can approve the time on daily or weekly basis. For the approval, the Supervisor can select the last stage of the Business Process Flow and add their name in the field Approved by. You can find a tutorial for Supervisors on this here.
  • If the amount of hours worked are not in compliance with the agreement (e.g. non-authorized overtime), the Supervisor can add the correct amount of hours worked, by simply adding the correct amount of worked hours in the field Approved Hours. This will not overwrite the hours put in by the employee, but can be used to calculate the payment, if hourly wages are selected in the employee´s Employment Term.
  • If the employee didn't book the time, the Supervisor or HR Manager can adjust the hours by double clicking on the desired week day in the Daily Summaries. The calculation can then be updated by clicking on the Recalculate button in the top ribbon.

Result

Here, you can see a completed Time Sheet that has not yet been submitted for approval.
Image

Tips & Tricks

If you were not able to create Business Processes as described above, please check the following settings:
  • All users involved (HR Manager, Supervisor and Employee) have a valid license assigned
  • The employee must have a valid employment term
  • Areas and Calendars are configured in the system and maintained in the employee's personnel file
  • Time Summaries have been created
HR