CRAFT JOB COST PROCESSING – TIME ENTRY/PAYROLL/JOB COST
Craft Job Cost Processing - Time Entry/Payroll/Job Cost
Overview:
This document is a guide for the Craft Services
Admins and Craft Timekeepers on the Weekly Craft job cost process. The focus of this document is to ensure that
Job Cost is being captured and calculated. With Priscilla Alvarado’s
assistance, I have included the steps Craft Services and Timekeepers are taking
to validate that the time cards are entered into the system for processing.
-
In Workday, job cost is calculated when time cards are approved in Workday (not ExakTime).
- Job profile, cost center, and worker group changes will affect actual time entry.
- If any of the above, do not exist on the project resource plan, the resource plan line needs to be created before time can be entered.
- The Workday Projects team has asked HR to add a notification from these business processes to be sent to the Financial Managers when these changes occur.
- Any changes made to resource plan lines, (i.e.: charge rate, job profile, transfers or worker group updates that occur prior to time card approval will not impact the job cost calculations.
- Any changes made to resource plan lines, (i.e.: charge rate, job profile, promotions, transfers or worker group updates that occur after time-card approval will require the time block to be re-submitted and re-approved.
- To re-submit an existing time card after it has been approved, simply open the time block(s), add a comment and click OK. At the bottom of the screen, click Submit to resubmit the time for approval.
System Bug:
-
There is one system bug we are currently working on with Workday and our support consultants. The project specific standard cost rates are not pulling in correctly. The cost rate rules for these are not validating against the specific time block and therefore are pulling the first rate it finds that meets the criteria set up in the rule and applies that rate across the board (to any employee who meets the rule requirements).
Below is
a high-level workflow of the steps that should be followed in order to assure
that Job Cost is calculating correctly.
Steps:
STEP 1: Time
is entered and approved (signed off) in ExakTime
STEP 2: Approved timecard data is automatically exported from ExakTime every night at midnight and integrated to Workday
STEP 3: Integration Error log is distributed to Craft Services and Timekeepers
STEP 4: Each morning the Craft Services Admin or Timekeepers review integrated time in Workday
STEP 5: Most
integration errors are the result of the following items
a. Resource
plan lines not set up
i. Can be at the project
hierarchy level or project specific level
b. Worker
groups not on Resource plan line
c. Incorrect/missing
cost centers on worker groups
d. Missing
job profile on worker group
e. Employee
loaned to a different division and resource plan set up is not complete
STEP 6: Log
into TimeSummit
STEP 7: Navigate
to Reports
STEP 8: Run
the Executive Summary Report
STEP 9: Navigate
to Workday
STEP 10: In
the search bar, enter Project Rate Report
STEP 11: Select
the Swinerton Project Rate Report
STEP 12: Enter
the appropriate parameters for your review
STEP 13: Complete the hours comparison between the two reports
STEP 14: Research discrepancies in TimeSummit
STEP 15: If
changes are required, make necessary adjustments to time in Workday
STEP 16: Each
Monday night/Tuesday morning the Payroll team will send Craft Services,
Timekeeper and Financial Managers a Workday Active employee list to assist with
validation.
STEP 17: Craft
Services Admins or Timekeepers run the TT Audit – Time Tracking Hours report to
validate the employee is set up correctly.
STEP 18: Make corrections to employee set up as needed.
STEP 19: Once all set up issues are resolved, Craft Services completes the Mass Submit Process (which submits and approves all craft time cards in Workday).
STEP 20: New Step: Job Cost is calculated at Approval, once the Mass submit is completed Craft Services and Timekeepers need to re-run the Swinerton Project Rate Report to validate that Cost Rate calculations are resolving correctly.
STEP 21: If there are penny errors or missing resource plan lines on the Swinerton Project Rate Report the Craft Services Admins or Timekeepers need to work with the Job Set up Admins or Financial Managers to research the errors in Workday and resolve. Things to look for are listed below:
a. Issue can be at the project hierarchy level or project specific level
b. Resource plan line with no assigned worker group or assigned worker
c. Incorrect/missing cost centers on worker groups
d. Missing job profile on worker group
e. Project Resource screen shows project role line with no assigned employee (check c and d above)
f. Employee on loan to a different division and resource plan set up is incomplete
g. No Union standard cost rate has been set up – check cost rate rule set up
STEP 22: If the penny errors were the result of Resource plan line changes, the affected time blocks need to be re-submitted and approved.
a. Navigate to employee who needs to be corrected
b. Select Time and Leave>Enter Time
c. Click OK
d. Navigate to Time block(s) that need to be corrected and double click
e. Add a comment indicting why this time block was updated
f. Click OK
g. Click Submit
h. Request time block be approved
STEP 23: Re-run the Project Rate Report to confirm resolution.
STEP 24: 1st Pay Calculation (process can be repeated until all issues are resolved). The Payroll Teams sends out an email with the following validation reports:
o TT Audit Reports from Workday
o Earnings Register from Workday
o Project Rate Report from Workday
STEP 25: Issues are corrected as needed.
STEP 26: As issues are resolved, if they affect job cost,
the Project Rate report should be re-run to validate cost rates are still
resolving correctly.
STEP 27: Payroll is notified by Craft Services and Timekeepers when all issues are resolved.
STEP 28: Payroll is calculated and settled.
STEP 29: Job Cost Integration is run:
a. Workday data is validated
b. File is uploaded to CMiC
c. CMiC uploaded file is validated
d. Coding errors corrected
e. Once errors are resolved job cost batch is created and posted.
STEP 30: GL Actual cost integration is run:
a. Workday data is validated
b. File is uploaded to CMiC
c. CMiC uploaded file is validated
d. Coding errors corrected
e. Once errors are resolved job cost batch is created and posted.