Locked Period ILC Adjustment Tool

Application for requesting adjustments to ILC clocking for previous locked months.
This would be used by all practitioners in IBM India who clock their labor hours in ILC.

Last Updated : 12 Mar, 2019

© 2015 IBM Corporation

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Synopsis

# Page
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2 About the LPA Application 2

3 QUICK HELP 3

4 Login and Roles 4

5 Creating LPA Request 6

6 After Submitting a Request – Approval & Processing 12

7 After Submitting a Request – Tracking a Request 14

8 Appendix – Adjustment Reason Codes, Claim Cutoff, India LPA Guide lines, 15
FAQ

© 2015 IBM Corporation

 IBM Global Business Services

About the LPA Application

 LPA Tool does NOT work like ILC.
 In ILC you enter your hours, submit and that’s it.

 In LPA tool, you retrieve hours that you clocked earlier in ILC for weeks of previous claim month or earlier, make necessary
changes and SUBMIT. It then goes for APPROVAL (if applicable). After approval, your request is PROCESSED in ILC by BMS
Team. After processing, status could be ERROR if it errored in ILC or COMPLETED if it went through successfully. You get mails
from tool.

 This tool is applicable for all IBM India Business Units using ILC (Not CATs) to clock labor hours.

 LPA Tool is governed by ILC Lockout & Locked Period Claim Submission Process (LPA).

 It can be used by all IBM India resources to create ILC labor clocking adjustment requests for Self or
for other IBM India resources. Use it for making authorized corrections only.

 LPA lets you to view clocking for earlier weeks and allows you to make changes. It is a workflow
tool that automatically sends filled forms for required approvals (if applicable)

 For additional clarification, raise ticket in IO Helpdesk: http://inmbz2060.in.dst.ibm.com/IOHelpdesk/Login

Note: Term
Slide ‘LPA’
2 used in this document stands for Locked Period ILC Adjustment.
 IBM Global Business Services

QUICK HELP

 Login to LPA Tool using your IBM W3 ID and password. (Incase you have more than 1 W3 ID, which ever you used to login to the
tool should be used for update checks & resubmissions)

 Use LPA to make adjustments for earlier weeks where ILC is locked. For current claim month, use ILC not
LPA.

 Type of adjustments are allowed (or not) as per LPA process is detailed in the wiki given in Appendix 3.

 You may raise requests for yourself or others in your team. If you are raising requests on behalf of others,
ensure that you have proper authorization to do so from the PM or the resources involved. Keep the
employee informed before submitting the change request.

 You can give employee numbers and weekend dates (claim week Friday date) to retrieve existing ILC clocking
and then make changes to it as required. Keep in mind that when you make adjustments, its not just the
changes or additions that you are submitting. You are replacing existing ILC clocking for that week with what
you are submitting now. For this reason, all Account IDs and Work Items irrespective of whether you are
doing changes to those codes or not should be OPEN until the request is submitted in ILC. One section is for
an employee id + a weekending date combination. You can add any number of sections.

 Once submitted, it goes for approval if any chargeable Account ID is involved. You could choose PeM or
Account Id PM as the approver will submitting the request. Approver gets mail from the tool. You need to
follow up with approver to get it approved.

 After approval BMS Team processes request in ILC. It moves to COMPLETED or ERROR status. If its in
ERROR, you need to go through the error description from the LPA Report in Audit Trail, take necessary
action and then re-submit the request.

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Login and Roles

Login

Login using your IBM intranet id and password. Only IBM India resources should use the
application.

Roles in the Application (Automatically assigned, no need to select roles)

1. Requestor: Anyone from IBM India can raise LPA requests for Self or for other IBM India
employee.

2. Approver: PeM / Account ID PM (PM of the project in Project DB or IDA against which the Account ID is registered.)

3. India BMS Team: ISA BMS Team member who processes approved LPA requests.

4. Admin: Application administrator. Part of ISA BMS Team.

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Important Points to Note

1. Please note that changing existing ILC clocking via adjustment is actually replacing old
clocking with new clocking data. You need to replace entire week’s clocking even if only
part is changing. It is like clocking for that week again.

2. ILC is a weekly system. An ILC week ends on Friday. Month ends as per claim cut off
dates (refer to the link given in appendix 2)

3. Clocking adjustments affect finances of your project and the company. It is strictly
governed by IBM’s Business Conduct Guidelines. You are required to make only genuine
valid adjustments. Work what you Clock and Clock what you Work.

4. Use Proxy (Claim For Others) access only if there is a legitimate need for it. Do NOT use
it as a standard practice. Keep the respective employee informed about the changes
before submitting the request.

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Creating LPA Request

1. Login to the application. Recommended browser for LPA application to work as
designed is Mozilla Firefox 31.6 version or above (It is very important to go through and understand all the message
alerts displayed in the tool)

2. Click on Create Requests

3. Select an appropriate option to create request for Self or Others

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Creating LPA Request

4. If you select on “Self” option, your employee serial number will be auto populated. You
will have to select appropriate company code & week ending for which adjustment is
required.

5. If you select on “Others” option, you will have to provide the employee serial number,
appropriate company code & week ending for which adjustment is required. Then click
on “Retrieve Data”. Tool will retrieve existing ILC clocked data for given employee for
selected weekend. If Employee is delinquent for that week, system will prompt you to
update the clocking details manually

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Creating LPA Request

6. The opened form contains one table called a ‘Section’ and existing clocking in ILC is
displayed there. You can add any number of rows in this Section using
can be used to delete rows after selecting appropriate option.

Similarly you can add more Sections or delete Sections using if you
need to raise requests for multiple weeks for same person or for multiple people.

7. Section: is the header that is unique for one employee, one week ending date and

company code. If any of these change you would need a new Section to enter data.
Serial Number: is the employee serial number of the person whose clocking is being adjusted.
Site Location & Country: are default. You cannot change.
Company: If the clocking that is being changed was done while in landed US assignments, use INUSB.
Else use default option IGSI.
Week Ending: is the Friday Date of the week, clocking for which is being changed.

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Creating LPA Request

8. Row: is where you enter the ILC clocking adjustment data for the section. Add rows to
enter different Account ID, Work Item etc. as per the LPA Process (refer to LPA guidelines
in last slide to know what changes are allowed). Note that you need to give the whole
week’s clocking details there E.g. Original clocking is AC1 20 hrs AC2 25 hrs. You need to
adjust AC1 to AC3. When you fill the form you need to ensure it contains AC3: 20hrs AC2
25hrs. The values you fill here is used to replace (not update delta) the clocking for that
week in ILC.

If you need to remove all clocking against an account id in a week, you need to delete that
row instead of putting all 0s in the row. The check box to delete row will be enabled only if
it qualifies LPA guidelines. LPA Process is implemented to comply with regulatory
requirements, hence all adjustments for previous months are not allowed. Please refer to
LPA guidelines for details.

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Account ID: is the BMS Account ID. When you start typing the account id, Account Id
based auto-look up is enabled for Workitem, Activity code & Activity description.
Activity description will still be editable.
Work Item: Work item against which hours are clocked. Auto-Lookup is enabled.
Group ID: Defaulted to INIBM. You can change if account id associated with other Geo
Activity: Activity Code. Auto-Lookup is enabled.
Activity Description: Description of the Activity. Auto-Lookup is enabled
Bill Code: If there is 1,2 or 3 digit Bill Code associated with Account ID, fill it. Else leave
blank.
Labor Type: This is a non-editable field. Leave blank.
OT: If this is for Over Time, select TRUE. If regular hours select FALSE (Regular employees have
to submit a minimum of 40 regular hours for a week ending before submitting OT hours.)

S/SB: Select S if this row is for Stand By clocking (Regular employees have to submit a minimum of 40
regular hours for a week ending before submitting SB hours.) If for Shift, select 1 or 2 or 3 depending on
applicable Shift. If regular/general, leave blank.
Sat-Fri: Enter daily hours. Hours can be between 0 – 24 hrs per day. It accepts fraction
with 1 decimal. Regular employees should clock minimum of 40 hours a week. SSP /
Part Time resources can clock less than 40. Take guidance from your Project Manager.
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Adj. Reason: Adjustment Reason Code is mandatory for T&M Account Ids. Select appropriate Adjustment Reason
Code from the drop down. For Non-productive / Non-Chargeable Account IDs, leave this blank.

9. You can add any number of Rows and Sections.

10. You have an option to select either PeM or Account PM for approval. Approver details cannot be changed once
the request is submitted

11. Once done you may click “Next” or “Cancel” the entries.

12. When you click Next, system will validate your data and give error messages, if any, in red color at the top of
every section. Address the issues and click Next. You get below screen. Choose appropriate Business Justification
from the drop down & submit.

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After Submitting a Request – Approval & Processing

1. Submitted LPA requests will go to respective approver if it is Chargeable code adjustment. Approver is
either the PeM or the Account Id PM as defined in Project DB and/or IDA. Approver is selected by the
user at the time of request creation. This is auto-populated by the tool & manual updation not possible
here. If there are multiple employees / Account IDs owned by multiple PMs, tool sends the request for
everyone’s approval. The approval takes place in parallel and request is made available to BMS Team
only after all concerned approvers approve. You can see the approvers and individual status in the tool.

2. If any rejection from the approver, user need to perform the required changes to the request &
resubmit. It will once again go to the approver for approval.

3. In case of non-chargeable code changes, it is auto approved and will move to ISA BMS Team to perform
LPA in ILC.

Until this step, ISA BMS Team plays NO ROLE in the process. Do not contact them regarding data correction
and such.

4. ISA BMS Team will process the submitted request in ILC. The ILC processed report will be sent to the
user in the tool.

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5. Refer to the ILC report attached in the email notification you receive from ILC-LPA-Tool if the request is in ERROR
status. If all the time sheets are processed successfully, no further action required. Request status in the LPA tool will
be marked “complete” by the ISA BMS Team. Check in ILC if changes are reflecting correctly.
6. If few / all time sheets fail. All the failed time sheets will appear in the LPA tool when BMS team Errors out your
request. You need to edit the respective Sections / Rows, do the necessary correction & resubmit. You cannot add new
row, new section or change the Group Id at the time of resubmission.
7. If the error is related to DOU/LBU/Location please check the issue in IOW tool under Claim Diagnostic section
https://inmbzp4178.in.dst.ibm.com/iow/Home if the employee belongs to GBS and for other BU reach out to ‘IDA
Support/India/Contr/IBM’, ‘IDA Application/India/Contr/IBM’, ‘SO GD IDA Support/India/IBM’ for advise
8. For workitem related error, reach out to Workitem Admin/India/Contr/IBM if the employee belongs to GBS and for
other BU reach out to ‘Itd Workitem Admin/India/Contr/IBM’, ‘SO Delivery India Business
Operations/India/Contr/IBM’
9. If the error is because of Adjustment Reason code, please use another relevant reason code from the drop down in
the section & resubmit once again.
10. Resubmitted request will go for re-approval to the respective approvers. Once approved, request will move to ISA
BMS Team view for processing.
11. If submission is successful in ILC, employee will receive mail notification from ILC and the request status will be
marked “complete” in LPA else to follow the above process.

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After Submitting a Request – Tracking a Request

1. Click on My Requests

2. Application will show all requests raised by YOU. It will also show the current status of your request

1.

2. Status will be ‘Approval Pending’ when it is pending with the approver.

3. Approver has an option to “Delegate” the request to another person if he is not willing to approve the request.

4. If a request is not actioned by the approver for 5 days, user has option in tool to ‘ Re-route approval’ to the approvers’ PeM

5. After the request is approved, the status will be ‘Approved’. This means that the request is now pending with ISA BMS Team.

6. After ISA BMS Team receives the data for ILC upload, status changes to ‘In Progress’. There is a Service Level Objective of 7 working
days to process an approved LPA request

7. After the LPA team completes processing, if its successful the status changes to ‘Completed’, if unsuccessful, status would be
‘Error’. Requestor gets a mail with details. If a request is pending in the tool without action by the user for a particular period,
system will auto-delete such requests periodically. Such requests cannot be edited after that.

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Appendix 1 – Adjustment Reason Codes

Appendix 2 – ILC Claim Cutoff dates

https://bms1.sby.ibm.com/Schedules/Processing/wec-2019.html

Appendix 3 – India LPA Guidelines

https://w3-connections.ibm.com/wikis/home?lang=en-
us#!/wiki/India%20GBS%20GDC%20Claim%20Operations/page/-
%20Locked%20Period%20ILC%20Adjustment%20-
%20Claim%20submission%20for%20ILC%20locked%20period

Appendix 4 – India LPA Guidelines

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