USER GUIDE ON ONLINE TIME SHEET SUBMISSION (WEB CATS SYSTEM)

Date

15 Oct 2006

Prepared by CIT

User Guide for Online Timesheet Submission

Table of content
1. Enter clocking.......................................................................................................2 Enter clocking for different weeks ............................................................................7 Enter clocking for other projects...............................................................................7 2. Submit/Release clocking ....................................................................................10 Select multiple rows of clocking data for release ...................................................12 Release clocking data that has been released before ...........................................12 3. Change clocking.................................................................................................14 3.1. Change clocking data before submission...................................................14 3.2. Change clocking data after submission......................................................14 3.3. Change approved clocking data .................................................................14 3.4. Change rejected clocking data ...................................................................15 4. Delete clocking ...................................................................................................17 4.1. Delete clocking data before submission .....................................................17 4.2. Delete clocking data after submission ........................................................21 4.3. Delete approved clocking data ...................................................................21 5. View clocking......................................................................................................22 Appendix A : System Messages ................................................................................25

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User Guide for Online Timesheet Submission

1. Enter clocking
Step 1. For students, you could log on to OASIS and access the system via the Career & Jobs page.

Click on Online Timesheet Clocking CATS to access the system

For staff, you could log on to eWise and access the system via the Staff self service page.

Click on Online Timesheet Clocking CATS to access the system

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User Guide for Online Timesheet Submission

Step 2. Select project and enter first day of your clocking. Please take note that you have to be assigned to the project by HR/hiring office administrator. Contact your hiring office administrator if you do not see the project listed for selection.

Select project

Enter first day of your clocking in the field Start Date by clicking date and click OK button.

icon. Select the

3. Click on OK button 1. Click on calendar icon

2. Select date

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User Guide for Online Timesheet Submission

The date will be shown in the Start Date field. Click on edit your timesheet.

to

Click the button Enter Timesheet to edit your timesheet

Step 3. Key in clocking Enter your start work time in the FROM field and end time in the TO field. The time must be in format of HH:MM in terms of military time (24 hours). For instance, enter 15:30 for 3:30pm. Please take note that according to MOM regulation, staff, who has worked consecutively for 6 hours or more, is required to take a meal break of 45 minutes. The system will deduct 45 minutes from the total working hours when a consecutive 6 hours or more than 6 hours has been clocked.

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User Guide for Online Timesheet Submission

Enter Start time and end time.

After keying in clocking data, click

to save the data.

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User Guide for Online Timesheet Submission

Clocking data in yellow means pending submission.

Number of records which have been saved Clocking data status legend

Once saved, the data will be displayed in yellow. A message will be displayed to show you the number of records saved.

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User Guide for Online Timesheet Submission

Enter clocking for different weeks

To navigate to next week, click on Click on located next to the end date of Period field. to navigate back to previous week.

Enter clocking for other projects

To enter clocking for other project, click on located at the top banner to go back to the homepage. Follow Step 2 on page 3. Select other project from the drop down and continue entering clocking data.

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User Guide for Online Timesheet Submission

Information:
1. Different status of clocking Please note that the data will be displayed in different colors to indicate their status. The status could be Status Pending submission Submitted Approved Rejected Changed after approval 2. Total hours worked The total working hours for each week and each day are shown at the end of row/column. Please note that this could be different from the actual hours paid due to meal break deduction, OT and submission period. For example, when a consecutive 6 hours have been clocked, 45 minutes will be deducted. Color Yellow Green Blue Pink Orange

Total hours which have been clocked by week

Total hours which have been clocked by day

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User Guide for Online Timesheet Submission

3. Project assignment details You could get information on your project duration and approver names by clicking the icon.

Click to see project assignment details

A popup window will be shown, displaying 1. Name of supervisor and approver 2. Start date, end date and hourly rate of project assignment

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User Guide for Online Timesheet Submission

2. Submit/Release clocking
Please take note that clocking data must be released by employee for submission to supervisor/HOD for approval. Employee is advised to verify the clocking data before releasing as no change is allowed after the data is submitted for approval. Step 1. Select the row of clocking data to be released.

1. Tick the box to select row 2. Click to release/submit selected row

Step 2.

Click on

to submit the clocking.

A popup message as shown below will be displayed. Click OK to confirm the action and Cancel to cancel the action.

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User Guide for Online Timesheet Submission

The clocking record will be highlighted in green indicating the record has been submitted. A message will be displayed stating the number of records that have been released, as shown below.

Clocking data in green means submitted

Number of records which have been submitted

All the released clocking data will be submitted to the approver for approval.

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User Guide for Online Timesheet Submission

Select multiple rows of clocking data for release

If user needs to release all the rows of clocking data, click on located at the bottom of SELECT field instead of select row by row. With this, all the rows will be selected.

Click to select all rows of clocking data

Release clocking data that has been released before

If user releases the clocking data that has been released before, the released clocking data WILL NOT be resubmitted to the approver. A message stating 0 record has been released will be displayed.

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User Guide for Online Timesheet Submission

Information: There are two types of approval workflow: 1. One-level approval The timesheet will be submitted to the Dean/DIrector for approval. An email will be routed to the employee to inform that his timesheet have been approved. 2. 2-levels approval The timesheet will be verified by the immediate supervisor online before it is routed to the Dean/DIrector for approval. Similarly, the employee will receive an email once his timesheet has been approved.

An email will be sent to employee after the clocking data is approved or rejected by his supervisor/HOD. The sample email is as shown below.

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User Guide for Online Timesheet Submission

3. Change clocking
3.1. Change clocking data before submission
User can change clocking data before the data is submitted/release for approval. Go to the desired clocking data and amend the time. Click on to save the changes. A message stating the number of records that have been saved will be displayed.

1. Amend clocking data

2. Click Save to save the changes

3.2. Change clocking data after submission

User is NOT able to change clocking data after the data is submitted/released.

3.3. Change approved clocking data

User can change clocking data after they are approved. The changes need to be submitted to the approver for approval again.

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User Guide for Online Timesheet Submission

1. Amend clocking data which has been approved. (Approved clocking is highlighted in blue) 2. Click Save to save the changes

The clocking data will be highlighted in orange indicating the record has been changed after approval. A message stating the number of records that have been saved will be displayed.

Clocking data in orange means changed after approval

3.4. Change rejected clocking data

User can change clocking data data after they are rejected. Go to the desired clocking data and amend the time. Click on changes. to save the

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User Guide for Online Timesheet Submission

1. Amend clocking data which has been rejected. (Rejected clocking data is highlighted in pink) 2. Click Save to save the changes

The clocking data will be highlighted in orange indicating the record has been changed after rejected. A message stating the number of records that have been saved will be displayed.

Clocking data in orange means changed after rejected

After changing the clocking data, user can submit the clocking data for supervisor/HODs approval. Please refer to section 2. for steps to submit clocking.

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User Guide for Online Timesheet Submission

4. Delete clocking
4.1. Delete clocking data before submission User can delete clocking data before the data is submitted for approval. There are two ways to delete the clocking data, you could either 1. Delete the clocking data by week 2. Delete the clocking data by day

Delete clocking data by week 1 Select the row of clocking data to be deleted. Click on clocking data in selected row. to delete the

2. Click on Delete button

1. Click to select row

A popup message as shown below will be displayed. Click OK to confirm the action and Cancel to cancel the action.

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User Guide for Online Timesheet Submission

Once the OK button is clicked, all the clocking records in the selected row will be removed and a message stating the number of records that have been deleted will be displayed. If Cancel button is clicked, the system will stay on the same page and no change will be made.

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User Guide for Online Timesheet Submission

Delete clocking data by day The screen below shows that there are 3 clocking data in row 1 in pending submission status

Clocking pending submission will be highlighted in yellow.

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User Guide for Online Timesheet Submission

1. Remove clocking data

2. Click Save to save the changes

Go to the desired clocking data and remove the start time and end time from FROM and TO field respectively. Click on to save the changes.

The clocking data and its data will be removed. A message stating the number of records that have been saved will be displayed.

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User Guide for Online Timesheet Submission

4.2. Delete clocking data after submission User is NOT able to delete clocking data after the data is submitted for approval. User will not be able to delete submitted clocking data by day as the data field is disabled for change. If user deletes the clocking data per week, the clocking data will not be removed and a message stating 0 record has been deleted will be displayed.

4.3. Delete approved clocking data After the clocking data is approved, user can delete clocking data either by day or by week.

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User Guide for Online Timesheet Submission

5. View clocking
You can view your clocking records to check their status. You could select the records by project, status, work date or date last modified. Step 1. Click on .

Step 2. i. ii. iii. iv.

Enter your selection criteria. Project : you could choose to view records for all projects or specific project. Status : you could choose to view records of any status or specific status. Work Date : you could choose to view the records of certain working dates. Date Last Modified : you could choose to view records of specific date modified of the clocking data. .

If you want to reset all the selection criteria, click on

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User Guide for Online Timesheet Submission

Enter your selection criteria

Click here to reset all the selection criteria you have entered earlier.

Step 3.

Click

to generate the report.

Click on View button

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User Guide for Online Timesheet Submission

Step 4.

You could export the report to an Excel file by clicking Export to Excel.

Click here to export the list to Excel spreadsheet.

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User Guide for Online Timesheet Submission

Appendix A : System Messages Below are some error messages that one may encounter in the CATS system: Error Message : Sorry! You are not authorized to use this system. Please contact your respective administrator for access. Cause : Employee is not a clocking staff. Correction : Employee should inform supervisor or administrator for access. Error Message : You do not have any active project. You can view the timesheet you submitted by clicking the "View Timesheet" button. Cause : Employee does not have active project to enter timesheet. Correction : Employee should inform supervisor or administrator if he should be given access to enter timesheet. Otherwise, employee still can view the timesheet data for all the past inactive projects by clicking the View Timesheet button. Error Message : Please enter the start date of the clocking timesheet. Cause : Self-explanatory Correction : Key in the start date of the clocking timesheet by selecting the date from the calendar. Error Message : The clocking date dd/mm/yyyy is beyond the project duration. Cause : Self-explanatory Correction : The clocking date is invalid as it is beyond the project duration. Please enter start time and end time for a valid clocking date. Error Message : Please enter both Start Time and End Time. Cause : Self-explanatory Correction : Make sure that both start time and end time are entered Error message : Start Time is later than End Time. Cause : Self-explanatory Correction : Make sure that start time is less than end time when entering clocking data. Error message : Start Time is same as End Time. Cause : Self-explanatory Correction : Make sure that start time is different from end time. Error message : There is a time collision on dd/mm/yyyy. Cause : Duplicate or overlapping clocking data is entered on that date. Correction : Key in clocking data which is not duplicated and does not overlap with other clocking data on the same date. Error message : Time is not in a valid format - HH:MM. Cause : Self-explanatory Correction : Key in start time and end time in HH:MM format. (e.g. 15:00) Error message : Please select at least one row. Cause : To submit or delete row of clocking data, the row must be selected. Correction : Make sure that row of clocking data is selected before Submit or Delete button is clicked. Error message : Please enter both Work Start Date and End Date. Cause : Self-explanatory Correction : Make sure that both work start date and end date are entered when viewing clocking report.

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User Guide for Online Timesheet Submission

Error message : Work Start Date is later than End Date. Cause : Self-explanatory Correction : Make sure that both work start date and end date are entered when viewing clocking report. Error message : Please enter both Last Modified Start Date and End Date. Cause : Self-explanatory Correction : Make sure that both last modified start date and end date are entered when viewing clocking report. Error message : Last Modified Start Date is later than End Date. Cause : Self-explanatory Correction : Make sure that last modified start date is less than last modified end date. Error message : Time entered 08:00-17:00 on 04/09/2006 is collided with C207/MSS2A070 project Cause : Clocking data entered on that date is overlapped with clocking data for other project which has been entered previously Correction : Key in clocking data entered does not overlap with other clocking data for other project on the same date.

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