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*DEFINE-ETM: Frequently Asked Questions (FAQ's)The following are questions frequently asked by *DEFINE-ETM users:
Why does the system stop me from going to the ETM screens?*DEFINE security is based on electronic Desk/View combinations: the Desk determines which commands you can access, and the View determines which aspect of those commands you can actually use. If you are getting a *DEFINE error message like '>>YOU ARE NOT AUTHORIZED FOR COMMAND IN YOUR CURRENT VIEW<<' whenever you try to access ETM, the *DEFINE Desk you are using is not authorized for the ETM commands. To view your *DEFINE authorizations, follow these steps:
• No - This Desk is not authorized for the ETM commands. Continue viewing the authorizations for your Desks taking note of the ones that are authorized for the ETM commands. When you have found all authorized Desks, continue with the following FAQ to complete your Desk/View set up. Why is the system telling me that I'm not authorized for my Unit Code?In the ETM commands, you are able to update your (and only your) department's employee time information. To access your department's information, the View you are using must contain the first 4 digits of the Unit Code associated with your department. For example, if your department's Unit Code was 5060000, your View would need to have '5060...' in its name. If you are getting the *DEFINE message '>> Your current Office/View is not authorized for this Unit Code <<' whenever you try to access your Unit in ETM, your current View is not authorized for your Unit Code. To see whether or not you have an authorized View, follow these steps:
How do I find out my department's Unit Code?YI5, YI6, and YI7 in *DEFINE are public commands (i.e., they are accessible by anyone) that, among other things, display your department's Unit Code in the Unit field. Where do I enter deductions to employee balances?The ETA screen allows the entry of deductions/adjustments to employee balances. Why are some of my employees not showing up in my Unit?Generally, if an employee isn't showing up in ETM, either his appointment hasn't made final approval, or perhaps, if he is a transfer, his previous department has placed a hold on the transfer on his time maintenance. Once an employee's appointment makes final approval, the employee is automatically added to the ETM system, in which case there is no action necessary on your part. If, however, you are fairly certain the appointment has been finally approved, you can look up the employee on the ETL screen. If the Unit Code listed with that employee is not your Unit Code, the previous department has probably placed a hold on the employee's time maintenance. Contact that department to transfer the employee to your Unit (the HD1 screen will tell you which departments are associated with which Unit Codes). Why are some people still showing up in my Unit who don't work here any more?Since the *DEFINE-ETM system retains 15 months of information, an employee who is terminated will still be a member of your Unit in the ETM system until either: 1) that employee gets another appointment in a new UT department and his time maintenance is transferred to the new Unit; or 2) 15 months have passed since the date of termination. To keep those employees from showing up on your ETM screens and printouts, simply create a Sub-Group (using the ETT command) and transfer those employees into that Sub-Group (using the ET1 command). Doing this allows you to omit that Sub-Group in printouts, etc. These employees will still be available to you, but just won't show up with the rest of your employees. A common Sub-Group used for terminated employees is '999.' Do I need to add a person to the system when they join my department?No, it happens automatically. A new/transfer UT employee is added to your Unit in the *DEFINE-ETM system as soon as his appointment is approved. The same is true when an employee transfers from your department to another department. Do I need to delete people from the system whenever they leave my department?No, it too happens automatically. If the employee is transferring to another department, the system will transfer his ETM information/access to the new department unless you have specified otherwise (in ET1). If the employee is not transferring but separating from UT completely, he will remain on the ETM system until 15 months have passed. To keep these employees from showing up in your Unit reports and on the ETM screens with the rest of your Unit, use the ET1 command to transfer them into a special Sub-Group. Which transactions happen automatically, and which do I need to enter?These are the hour types which are maintained in the *DEFINE-ETM system:
How do the accruals work?The automatic accruals run Tuesday, Thursday, and Saturday nights to check which employees should accrue VA, SL, or FH hours for the month. This decision is based on whether the employee has an approved appointment which is earnings eligible, and whether he has already accrued for that month. If the employee should accrue hours, they are added, otherwise not. If the accruals discover that the employee should have accrued hours in a previous month (which is a common occurrence for appointments which are approved very late), the accruals will retroactively reflect those hours in the employee's previous monthly balances for up to 3 months in the past. If, however, the employee accrued hours which should be reflected in months which are more than 3 months in the past, you will need to call HRS Leave Management (see phone numbers below) for assistance in making this correction. What if I need to make adjustments for a month which is already closed?The ETM system automatically keeps 3 months open to adjustments via ETA at any time: the current month and the prior 2 months. If you need to make an adjustment in a month which has already been closed, simply go into ETA for an open month, mark an X by the employee whose balance you are adjusting, and enter the adjustment. Before pressing PF5 to update, press the Enter key. A "reason window" will appear for you to enter information about the adjustment. Simply enter something like "Adjustment for August" (or whatever month the adjustment is for) to identify this adjustment as "belonging" to the different month. Press PF5. Even though the adjustment will post to the balance of the month you are in, when you look at the adjustment on ET3 or on a report, the note will alert you that the adjustment was actually for a different month. I can't update a timesheet I created previously (and the timesheet is still in my inbox). Why? This problem may be caused by a recent switch in the employee's department. The timesheet system relies on mainframe logon IDs for routing. If the timesheet in question was created under one logon (but has not been approved yet) and the employee has a new primary logon ID, the timesheet system can't figure out what to do. Why did my employee accrue 16 hours of comp time during a week? She didn't work over 40 hours during any week.Check the employee's appointment. The timesheet system will automatically credit an employee with comp time if the employee does not have an active appointment or if there is an error on their ET1 screen in *DEFINE. Using the electronic timesheet system, verify the hours appointed at the top of the weekly timesheet. If incorrect:
Once the appointment is approved and the ET1 screen has been corrected, the employee will simply need to resubmit the timesheet and the system will automatically correct itself at that time. Who do I call if I suspect a problem in the *DEFINE-ETM system?For questions about the *DEFINE-ETM system, please call Leave Management at 512-232-2327. |
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