Appointments

Concepts

 

Appointment

Item registered in the system that identifies specific activity. It is the registration basis for creating occurrences.

 

Occurrence

Appointment pending. Basically has a reference period and a period for its implementation. Every occurrence is linked to a group of predefined structures.

 

Group

Register that aims to group workers, based on conditions of range of existing structures in the system. These conditions have a historic register and initially support the company, branch, cost center and org. unit fields.

 

Summary of the Steps to Use the Routine

1. Enable the control of appointments.

2. Register an appointment.

3. Define the master users for an appointment.

4. Register groups for appointments.

5. Associate one or more groups to the appointment.

6. Define the responsible users and authorizers for each group in the appointment.

7. Register and generates the appointment occurrences.

From the moment in which these steps are defined:

• The system starts controlling the processes through the occurrences.

• The responsible users visualize the occurrences, perform the activities pertinent to the occurrences and conclude them.

Required Settings

Enable/Disable the routine

The routine and the Appointments window (Companies > Control of Appointments > Appointments) are enabled or disabled through the license file.

 

Companies> Commitment Control> Groups

The registration of groups and their conditions is done on this window. The conditions are registered based on a historic date. The functioning of the conditions is similar to the registration of the user range conditions.

 

Companies> Commitment Control> Agrupadores

• Record that is used only for ordination of occurrences on the window of user pending and in the report of occurrences.
• A grouper aims to facilitate the grouping of appointments that have subjects listed in reports, for example.

 

Companies > Control of Appointments > Appointments

 

Information Tab

On this window occurs the whole definition of appointments. The Information tab has two basic information:

Type: Commitment process / activity

• 1 - Sheet calculation: processing one or more types of calculation.

• 2 - Holiday Calculation: holiday processing (individual, collective, scheduled, modification and deletion)

• 99 - Manual: processes performed outside the system.

  Example:

  Printing a document, collecting signatures, etc.).

Periodicity

Recurrence of activity (weekly, biweekly, monthly, etc.).

Master User

• After including the appointment, the Master button is enabled, which allows to define the Master users of the appointment. This user can conduct/authorize any processing controlled per the occurrences of this commitment.

• This user is enabled only when the Type of Appointment is 1 (Payroll Calculation) or 2 (Vacation Calculation).

Groups Tab

Association of groups in the appointment

In Companies > Control of Appointments > Appointments, Groups tab, the user must report which groups use the appointment. This association is required for that the occurrences always have responsible users and standard Authorizers.

 

Definition of responsible users and authorizers for each group in the appointment.

In the same tab where it associates the groups to an appointment, the buttons that allow to define responsible users and Authorizers are enabled (general and not a specific from an occurrence) of occurrences of these groups for the appointment.

 

Def Guide. Generation

Registration/generation of occurrences

Occurrences can be created through a generation or manually.

Generation:

 

• Before generating the occurrences, you need to adjust some generation settings in the Def tab. Generation in the register of undertakings.
• After the adjustments, use the button instances, available to access the Registration Guide.
• You must inform the period in which the occurrences must be generated and you can also make a rule for each occurrence generated.
• The generation is done based on the appointment definitions.
• After generation, the occurrences can be manipulated through the Occurrences tab.

 

Occurrences Tab

 

Manual registration

The occurrences can be created through the Occurrences tab, on the window for registering appointments. Each occurrence is identified by the appointment, group, type of calculation (for the type of appointment Payroll Calculations), and a reference period, which varies according to the appointment periodicity.

The occurrences also have a permission period, that is, the activity must be carried out within this period. The start date is optional. The end date of the period is mandatory - except for occurrences of appointments with type Payroll Calculation, which can have the end date calculated for N days before the payment date. Each occurrence may have the responsible and authorizing user settings. They override the settings made on the group membership tab in the appointment.

 

Control of processes

The control of processes is made according to each type:

 

Payroll Calculation and vacations (group exhibitions)

When starting the calculation, are found occurrences to the process (for leaf, according to the competence of the active calculation. For the collective vacation, it is considered the reported vacation period). If none occurrence is found and there is no appointment that controls the process, the calculation is released. Otherwise an error is displayed. If found, the system checks which occurrences have the active user as responsible/master, and stores the group codes of these occurrences. If none occurrence is the responsibility of the active user, the system displays a message reporting that the active user is not responsible for the process.

In possession of the correct occurrences, the system checks, for each one, if the processing is being done within the limit time. If not, the system requests user and password from an authorizer. This user can be saved for that the system does not make the request for the occurrences that have this user as authorizer anymore. If any occurrence does not have this user as authorizer, the system makes a new request. If the authorized user is a master user of the appointment, all occurrences are authorized, independent of save the user or not.

If any occurrence is not authorized, the calculation is canceled.

With occurrences authorized, the system generates a type of range using the conditions registered in groups and concatenates this range to the SQL for selecting workers for the calculation.

 

Calculation of vacation (individual)

When starting the calculation, are identified the groups in which the employee belongs. If no group is found, the calculation is released. After this, the occurrences for the process are found, considering the groups that the worker belongs and the vacation period reported. If none occurrence is found and there is no appointment that controls the process, the calculation is released. Otherwise an error is displayed. If found, the system checks which occurrences have the active user as responsible/master. If none occurrence is the responsibility of the active user, the system displays a message reporting that the active user is not responsible for the process.

In possession of the correct occurrences, the system checks, for each one, if the processing is being done within the limit time. If not, the system requests user and password from an authorizer. This user can be saved for that the system does not make the request for the occurrences that have this user as authorizer anymore. If any occurrence does not have this user as authorizer, the system makes a new request. If the user who has authorized is a master user of the appointment, all occurrences will be authorized, independent of saving the user or not.

If any occurrence is not authorized, the calculation is canceled.

 

Companies > Control of Appointments > User Pending

 

View and conclusion of occurrences

The occurrences can be viewed by the "responsible" users through a pending screen (Companies> Commitment Control> User Pending or Ctrl + F12), in which it is also possible to complete them. This window has settings to open after the user login and to view the pending that are N days from the permission final date. After concluding an occurrence, it can have only its status changed for non-concluded through the maintenance window of occurrences. It is not allowed the performing of the process after the conclusion of pending. The pending must be completed manually by a responsible user.

 

> Companies > Commitments Control List

Logs:

• The routine of Control of Appointments generates log of processes, informing the user who tried to perform the processing, which user authorized, among other information. This information can be viewed through the FPCC002.CAD report.
• Report of occurrences: FPCC001.CAD - Displays the occurrences and their status, separating the information per period (according to the limit date for the process performing).

 

Other Information

The list of user pending stays in the memory and its update is checked always when the window is active or is open (uses the R250ALT table). The system determines the list of pending as outdated after the following items happen:

• Only location:

• Login

• Selection of calculation

• Company selection

• For all users:

• Conclusion of occurrence

• Changing a Collator

• Insert/Modify/Delete an appointment

• Change button Groups tab in the register of undertakings

• Change button of the cases tab in the register of undertakings

• Changing/deleting a group

1. You can only delete appointments that do not have occurrences.

2. The User Pending window is not displayed for ADM users when starting the system.

3. The control of appointments has no effect on the ADM users. They can run the processes anytime and even authorize them.

4. When the system is running as a service instance (running any webservice), the user request and Authorizer users password is not made.

5. The routine does not control anything on the WEB.

6. When the system is running as a service instance, through the BrowserAccess/WindowsAccess, or through a reference menu, the user pending window is not automatically displayed, even if the option is selected. An example about what could happen if it was not done is: an user access the financial statement through the Portal, which calls the window via BrowserAccess. The BrowserAccess would open the window of the financial statement and the pending window.

    

Related Function

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