Authorising in the Anomalies page

Karishma Updated by Karishma

Certain Anomalies can be corrected and/or authorised directly from the Anomalies page. Clicking on certain information in the Anomaly row for a particular Employee will open up a pop-up to make any amendments to the Work record enabling you to correct the Anomaly.

Note: Once you have made the necessary changes, you will need to authorise your amendments by selecting the check-box in the Checked column at the right-hand end of the relevant Anomaly. You also need to do this to authorise an Anomaly when you do not make any changes. Authorized Anomalies will be removed from the list when you close the Anomalies page or click the Refresh button.

Change shift

You can correct certain Anomalies by changing the Employee's Shift to match their clockings. To change the Shift for the relevant Employee on that day, click on their Shift information under the Shift column. A pop-up will open drop-down list of the Shifts which you have access to. For example:

Select a new Shift from the list and click  Submit . The system will then reprocess the record using the new Shift and any changes will be displayed in the record. This may introduce other Anomalies which will also need to be dealt with.

Modify worked hours and absence

You can alter an incorrect number of hours (worked or absence) by clicking on the information under the Hours code columns for the selected Work record. A Modify Worked hours or Modify absence hours pop-up will open. Below is an example of the Modify worked hours pop-up:

This allows you to change the details recorded for the Worked and Absence hours. You can change the Hours code recorded for an Anomaly. For example, you might wish to change an unauthorised absence to a holiday or sickness code. Once you have made the changes, click  Submit  to save your changes and close the Modify worked hours pop-up and return to the Anomalies page. The system will then reprocess the record using the new Hours and any changes will be displayed in the record. This may introduce other Anomalies which will also need to be dealt with.

An option to delete the Worked or Absence hours is available at the bottom of the pop-up. Once clicked, you will be taken to a confirmation pop-up to confirm you wish to delete the Hours.

Note: the Modify absence hours pop-up has an additional option at the bottom to move the Absence hours into Worked hours. Click Move to worked to change a single absence Hours band to a worked Hours band. A Worked hours pop-up opens. Select a suitable Hours code from the drop-down list and click  Submit . The Worked hours and Hours band will be updated and the selected absence Hours band will be replaced with a new worked Hours band. If the Hours code you select is the same as one for an existing worked Hours band, they will be combined.

Add worked and absence hours

The Hours code columns give you the option to add Worked or Absence hours to records with zero or no Hours code. This allows you to correct an Anomaly by adding Worked or Absence hours to the record. Clicking on the relevant record under the Hours code column will open up the Add Worked or Absence hours pop-up. Below is an example of the Add absence hours pop-up:

Choose the desired type of Worked hours or Absence from the Hours code drop-down list and define the amount of hours and minutes the Hour code covers, then click  Submit  . The Anomaly will be updated with the Worked hours or Absence displayed. If the day has been processed, you may see a warning indicating that your action will overwrite all existing Work record absences in the selected period.

Add clockings

The Clockings column gives you the option to Add new Clockings to the relevant Employees Work record.

When hovering over the Clockings column on the relevant Work record, a blue cross will appear. Clicking on it will open the Add clockings pop-up. For example:

Enter the information for the new Clocking and click  Submit  to add it to the Work record.

Modify clockings

To modify an existing clocking, click on the Clocking from the relevant Employee. A Modify clocking pop-up opens. For example:

This allows you to change the details recorded for the clocking such as:

  • Clocking type — T&A or TAS
  • Clocking data — the date, time and location of the clocking

Click  Submit  to save your changes and close the Modify clocking pop-up and return to the Anomalies page. The system will then reprocess the record using the new Clockings and any changes will be displayed in the record. This may introduce other Anomalies which will also need to be dealt with.

An option to delete the Clocking is available at the bottom of the pop-up. Once clicked, you will be taken to a confirmation pop-up to confirm you wish to delete the Clocking.

Authorising

Once you have made the necessary changes the row will be highlighted green if the Anomaly was resolved, if not you will need to authorise your amendments by selecting the check-box for the relevant Anomaly and selecting Mark as resolved from the left-hand pane. You also need to do this to authorise an Anomaly when you do not make any changes. Authorised Anomalies will be removed from the list when you close the Anomalies page or click the Refresh button or by clicking Remove resolved in the left-hand pane.

Note: additional columns can be displayed on both the Anomalies and Clock card pages. See Clock card columns in Employee Self Service User manual for more details.

Additional actions are available in the left-hand pane and from the drop-down Work record action list to correct and/or authorise Anomalies from the main Anomalies page.

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