HH.001.5 Manage Time and Labor Enrollments

User Acceptance Test Overview

The information below is intended to provide colleges guidance on performing a User Acceptance Test on the Hire to Payroll business  process. This step in the User Acceptance Test process will be executed whether a college uses TAM or not as each employee must be enrolled in time reporting. The high level flow for the Hire to Payroll process shows this step (HH.001.5 - Manage Time and Labor Enrollments) being executed simultaneously with the next two steps (HH.001.6 - Manage Benefit Enrollments, HH.001.7 - Process Absence Entitlements).  

The business process flow diagram for this step (HH.001.5 - Manage Time and Labor Enrollments) shows the 'next' step in the process as HH.001.9 - Enter and Process Time, which is the logical next step for managing time entry, with the expectation that by test end, all steps HH001.5 - HH.001.7 are complete.

The steps below are only part of what is needed to complete an end-to-end test of the full business process for hiring an employee and ensuring their data is ready to begin payroll processing. Coordination with other colleagues, such as those  who manage hiring, benefit enrollment or process leave at your college in advance of commencing testing is key to success. In the same way that it doesn't take a single individual to operate the business of running a college it will require coordination across departments to successfully test a business flow from beginning to end.

The HH.001 - Hire to Payroll end-to-end test is considered complete when the job  information, related time, leave and benefits are entered for the  population of employees used in executing the test. The end result is  employee data that will be ready and available for a payroll test. Actual execution of the payroll test is performed in a separate UAT HF.002 - Payroll to FIN (GL/AP).

Incorporating Data Validation into the Data/Transaction Selection for Executing UAT:

One aspect of a successful User Acceptance Test is understanding how legacy data has been converted and ensuring that colleges have tested data scenarios that use the converted data as part of the test activity.  In this way colleges can test 'real life' situations for things like enrolling a block of converted nursing students, or enrolling converted Running Start students into a dynamically dated orientation class.  

By including such data scenarios colleges can ensure they really understand how the student data was converted into PeopleSoft, in case the way the data converted presents a particular problem for the institution.  With this approach, there is time to find such data conditions prior to the final round of conversion, the Dry Run prior to Go Live.

Self-Paced Training Materials (Advanced Prep)

To prepare yourself in advance for the richest testing experience below are required Canvas Courses. Successful course completion is a prerequisite to participate in all UAT activities.

  • TL100 Time and Labor

To register for these required courses visit the ctcLink Training Registration Page.

Instructor-Led Training Materials and Recordings

Instructor-Led Training Materials

Training Session Recordings

 

Minimum Test Case (Data) Scenarios:

  • Enroll and Hourly Employee
  • Enroll a Classified Employee
  • Enroll a Classified Employee in a Comp Time Plan
  • Assign a Standard Schedule to an Employee
  • Assign a Non-Standard Schedule to an Employee

Real Life Scenarios

Using Converted Information to Strengthen Comprehension of Validated Data

Enroll an Employee

• Find a Classified or Exempt employee who separated, but was converted. Activate their Time and Labor Enrollment and put them in the correct Workgroup.

• Find a Classified or Exempt employee who is active but changing jobs. Give them a Time and Labor Enrollment that matches their new job start date and new Workgroup.

• Find an Hourly or Student employee who separated, but was converted. Activate their Time and Labor Enrollment and put them in the correct Workgroup.

• Find a Hourly or Student employee who is active but changing jobs. Give them a Time and Labor Enrollment that matches their new job start date and new Workgroup.

Separate An Employee:

• Find a Classified or Exempt Employee who was converted with an active job. Make Time and Labor Enrollment inactive.

• Find an Hourly Employee who was converted with an active job. Make Time and Labor Enrollment inactive.

Assign A Schedule:

• Find a Classified or Exempt Employee who was converted with an active job. Add a new schedule.

• Find an Hourly Employee who was converted with an active job. Add a new schedule.

Sourcing Data for Converted Information

Not sure how to identify employees that meet the criteria above?  Refer to the Data Validation Guide on Time & Labor data to learn how to run the TL_VAL_TIME_REPORT_ENROLL Query and export a list of converted employees with their job information.

  • Error Condition: Attempt to enroll an employee for a date prior to their "Hire Date."
    • Expected Behavior: Error message will populate when attempting to save: "Enrollment in Time and Labor cannot begin prior to the Hire Date of 'ccyy-mm-dd.' To complete this transaction, please choose an enrollment date greater or equal to the hire date."
  • Error Condition: Attempt to enroll a non-eligible employee into a Comp Time Plan.
    • Expected Behavior: Note that the program does not stop you from doing this and safe guards in your business practice should be included to prevent this condition.  Additionally, it is recommended to perform regular audits to check for these conditions and correct.
  • Error Condition: Attempt to enroll an employee into a 2 simultaneous Comp Time Plans.
    • Expected Behavior: Note that the program does not stop you from doing this and safe guards in your business practice should be included to prevent this condition.  Additionally, it is recommended to perform regular audits to check for these conditions and correct.
  • Error Condition: Change a schedule in the middle of a work week.
    • Expected Behavior: Note that the program does not stop you from doing this and safe guards in your business practice should be included to prevent this condition.  Additionally, it is recommended to perform regular audits to check for these conditions and correct.

Previous Step in the High Level UAT Framework:

Next Step in the High Level UAT Framework:

Links to User Acceptance Test 'How To' Information:

Overview of User Acceptance Testing

Security Matrix Mapping Information

Security Roles Necessary for Testing

The information below provides those completing the Security Matrix Mapping templates with the Menus, Pages and Role Names needed to execute the User Acceptance Testing relevant to this UAT guide.

HH.001.5.1 - Enroll Employee into Time and Labor:

MENU: Time and Labor> Enroll Time Reporters> Create Time Reporter Data
ROLENAME:  ZC Admin Enroll Time Reporters (This Processor Role Requires Correct History to Use the Page)                     

HH.001.5.2 - Enroll Employee in Comp Time Plan:

MENU: Time and Labor> Enroll Time Reporters> Comp Plan Enrollment
ROLENAME:  ZC Admin Enroll Time Reporters (This Processor Role Requires Correct History to Use the Page)                     

HH.001.5.3 - Assign Employee to a Schedule:

MENU: Time and Labor> Enroll Time Reporters> Assign Work Schedule
ROLENAME:  ZC Admin Enroll Time Reporters (This Processor Role Requires Correct History to Use the Page)

Note: Staff with the ZC Admin Enroll Time Reports role also need different Primary Permission List security [CTC_XXX_TL_SUPERUSER, where XXX is the College Code, e.g. 030, 300, 110)

PDF Version of Flow Diagram for Printing

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