- When a new person incorporates to the functional unit, the manager will have to select the timetable for each person in the corresponding file. The manager will also have to write the annual leave days and contact the manager of the GDH in central services in order to communicate them the personal days to be enjoyed.
- Changing the timetable of the staff of each unit is the job of the managers of the GDH application. In this case, the person must enter as a manager in staff management, search the name and, in their personal file (requested timetable), select the corresponding timetable and in “validity period”, from which (day/month/year) the new timetable has to be applied (the option “to” has to be left empty) and all is authorised with the option “save”. Provisionally, there will be two timetables in the personal file: the requested one and the basis timetable, the one to be changed. It is not an instant change: an application is generated which has to be processed by the information systems service. If the change in the timetable does not affect the assignments of the employee, but it affects his or her temporary application period, this will have to be reported to the manager of the GDH application, so that he or she can solve the incidence.
- Revocation of personal days.
Giving personal days does not exclude the possibility that the permission can be revoked by the person responsible for the unit, both for the service needs and on the interested person demand. In both cases, the manager will have to change by hand the given day and change it into a working day.
- Absence from work.
In accordance with the fifth base in the Instruction 4/2013 on the management of staff time, any kind of absence will be mentioned afterwards by the manager of the functional unit.
When a person needs to leave work place before the working day finishes, he or she will have to register his or her exit. If the employee goes back to the work place he or she will have to clock in when entering and when the working day ends, he or she will have to clock out. The manager will note by hand the period of time considered work when going back to the functional unit or the day after.
- Text box.
The managers of the GDH application will have to register the reason that justifies the manual insertion of the staff time, by means of the text box above the clocking in insertion function. The text box will only include the text if this action is performed together with a time insertion, whether it is entry time or exit time, and it is not possible to simply insert text. When a someone inserts texts, in the corresponding work day a reference will appear with the letter “i”, with which the fact that this day has information associated to it is signalled.
- Insert reversed clock in and time discount.
By means of this function (which can be found in staff management, by selecting a staff member’s timetable, selecting a day with clock in, clock in list of that day, insert reversed clock in), it is possible to discount the incorrectly calculated time of a clock in which is already closed. Among other possibilities, it permits to insert the break between the morning and evening turns in those cases in which , because of an error, it has not been done.
An example. Entrance time: 8:00; exit time: 19:00. The break time between the morning and the evening turns has been added by mistake.
In this example, with the function “insert reversed clock in”, we can insert an exit time at 15:00 and an entrance time at 15:15. The clock in sequence remains as follows: entrance time 8:00; exit time: 15:00 and entrance time 15:15; exit time: 19:00. The break time between the morning and the evening turns has been thus discounted.
- Express consultation of open incidences.
It will be possible to consult the open incidences through a certain work day by using the function available in the manager’s functions, open incidences, search by day (taking into account that the year has to be completely introduced (four digits)). What is more, it will be possible to consult a particular kind of incidence. In order to do this it is only necessary to select among those related in the list of working days with incidences: working days to correct, working days to validate, turn or holiday request.
Special timetables will be previously requested at the Office of the General Manager for its authorisation and communication to the staff representatives.
