Activity Profiles

Activity profiles help to limit the amount of data that employees can select, such as forms and result codes.

If you create an activity profile to assign to individual people, all settings in the profile are applicable.

Variances are applied to the adjusted start and stop times of employee activity events only.

Default activity profile

The Default Profile has the following settings:

Activity profile tab	Settings
General	Activity Configuration — Default configuration Maximum Concurrent Direct Activities — 1 Maximum Concurrent Indirect Activities — 1 Activity Form Profile — Empty Profile Result Code Profile — Empty Profile
Variances	Multiple Window — 3 First Activity Variance — 5 Between Activity Variance — 5 Last Activity Variance — 5
Defaults	Default Activity — <none> Idle Time — <none> Meal — <none> Paid Break — <none> Auto Resolve — <none> User Fields 1– 4 — <none>

Access the default activity profile in Application Setup > Activities Setup > Activity Profiles.

Create and assign Activity Profiles

Select Application Setup > Activities Setup > Activity Profiles.

To create an activity profile:

Click Create .
- To editan activity profile, select it and click Edit .
- To delete an activity profile, select it and click Delete .Then, click Yes.
- Note: You cannot delete an activity profile if it is assigned to one or more employees.
In the Activity Profiles workspace, enter the appropriate information for the following tabs.
When finished, click Save

General tab

Use the General tab of the Activity Profile workspace to configure basic activity profile information.

Setting	Description
Include activity events entered outside of timecard edits	Applies if you select “Activity Duration Entry” or “Form Duration Entry” for Activity Tracking status. Select if you want the following behavior: You do not want the user interface to indicate orphan spans as orphans and You do want the duration hours that are not matched with timecard shift to be included in actual hours totals. Also see Activity Profiles.
Maximum concurrent direct activities Maximum concurrent indirect activities	Number of activities that an employee who is assigned to this activity profile is allowed to work on simultaneously. There are two settings, one for direct activities and one for indirect activities. See Maximum concurrent activities (direct and indirect).
Activity form profiles	Activity form profile to associate with this activity profile. See Form Profiles
Result code profile	Result code profile to associate with this activity profile. See Result Code Profiles.
Activity query profile	Activity query profile to associate with this activity profile. See Activity Profiles. Note: The default setting is “Default Profile,” a pre-configured query profile contains the All Activities query (see Activity Profiles). You can change the selection to any query profile in the system.
Minimum duration transaction entry amount allowed Maximum duration transaction entry amount	Determines the minimum and maximum duration for transaction entries that will be accepted by the system.
Orphan Work Rule	Use the Orphan Work Rule to assign an alternative Work Rule (from Pay Policies) to any system generated timekeeping shift when an employee works on an activity for which there is no existing worked time. For Example: An hourly Start/Stop employee punches The entries on a timecard that mark the beginning (in-punch) or end (out-punch) of a work interval, such as the beginning of a shift or transfer. in at 7:00 AM and out at 3:00 PM and reports an activity from 5:00 PM to 6:00 PM. The 5:00 – 6:00 activity will cause a system generated timekeeping shift that inherits parameters defined in the Work Rule. Warning: The Orphan Work Rule defaults to Default Employee Work Rule which means an employee will be paid per their default Work Rule whenever they report time on an activity that generates an Orphan Shift. To prevent an employee from automatically being paid for Orphan Shifts, attach an unpaid Work Rule to the Orphan Work Rule. For Example: Create an Unpaid Overtime Approval paycode A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick. with a multiplier of 0.00 and attach that to the Work Rule via Pay Code for Unapproved Overtime. When the employee works an activity that generates an Orphan Shift, the timekeeping shift will transfer to the Work Rule using the unpaid pay code. The employee will not be paid unless the timekeeping shift is corrected to show time worked. For more information on Work Rules, navigate to Administration > Application Setup > Pay Policies > Work Rules in the online help or use the Help Search feature.
Open Orphan Connection Gap	Determines how many hours an Activity-Time Tracking Only employee can go between starting an activity and then starting another (without having stopped the first) without having the new activity result in a separate shift. When an employee starts one activity and does not stop the activity before starting another activity within the time value defined in this field, the activities will be tied to the same shift. Otherwise the activities will be tied to separate shifts. For example: Open Orphan Connection Gap = "3:30". An employee starts an activity at 9:00AM, but does not stop the activity. At 11:00AM, the employee starts another activity. The two open activities will be tied to the same shift because they were started within the Open Orphan Connection Gap setting of 3 hour and 30 minutes. Default: 0 The minimum value is 0.00 and the maximum value is 12:00
Closed Orphan Connection Gap	Determines how many hours an Activity-Time Tracking Only employee can go between stopping an activity and starting another activity without the new activity start resulting in a separate shift. When an employee stops an activity and starts another activity within the time value defined in this field, the activities will be joined as one shift with Idle Time automatically added between the activities. Otherwise the activities will be tied to separate shifts. For example: Closed Orphan Connection Gap = "3:00" An employee starts an activity at 9:00AM and stops the activity at 11:30AM. At 1:00PM, the employee starts another activity. The two open activities will be tied to the same shift with Idle Time from 11:30AM-1PM because the time from when the employee closed the first activity and started the second activity was within the Closed Orphan Connection Gap setting of 3 hours. Default: 0. The minimum value is 0:00 and the maximum value is 12:00.
Open Activity Lookback Window	When running a form with the Open Activity control step configured, this setting determines how far the form will look back. The default value is nine hours (9:00). The minimum value is 1:00 and the maximum value is 24:00.

Maximum concurrent activities (direct and indirect)

On the General tab in the Activity Profiles workspace, you can specify whether employees can work multiple overlapping activities, called concurrent activities.

Settings in the activity profile limit the number of concurrent activities allowed.
Settings in the activity definition determine how the system allocates the hours among concurrent activities.

When employees work on more than one activity concurrently, the system allocates the hours among all the activities. This is important for reconciliation with Timekeeper so the total hours credited to activities equals the total hours paid to the employee.

You define the hours allocation method in the activity definition; you define the number of concurrent activities allowed in the employees’ activity profiles.

Maximum Concurrent Direct Activities: Maximum number of direct activities that an employee with this activity profile can log on to at one time.
Maximum Concurrent Indirect Activities: Maximum number of indirect activities that an employee with this activity profile can log on to at one time.

Minimum and maximum duration entry amounts

You can specify the minimum and maximum amount of time (hh:mm) for a duration entry. The smallest allowable entry is 1 minute (00:01) and the largest allowable entry is 23:59.

When you define activities, you can also specify minimum and maximum duration entry amounts for the activity. The values specified in the activity definition override the values you set in the activity profile.

Variance tab

Variances define the amount of time (in minutes) that an employee must submit start or stop forms before idle time is incurred. The variances that apply to the employee depend on the tracking status in the employee’s activity profile.

You configure the following variances on the Variances tab of the activity profiles workspace.

Variance	Description
First activity variance	Maximum number of minutes that Start Only and Start & Stop employees can take between punching in and starting the first activity before incurring idle time. Example: A welder is assigned a tracking status of Start Only and a First Activity variance of 5 minutes. The welder clocks in at 8:00 A.M. and must start an activity by 8:05 A.M. If not, the system assigns idle time from the clock-in time until the start of the first activity.
Between activity variance	Maximum number of minutes that Start & Stop employees can take after ending one activity before they start another activity, before incurring idle time. Example: A welder is assigned a Start & Stop tracking status and a Between Activity variance of 3 minutes. If the welder ends an activity at 11:02, he must start another activity by 11:05. If not, the system assigns idle time from the activity stop time to the start time of the next activity.
Last activity variance	Maximum number of minutes that Stop Only and Start & Stop employees can take between ending the last activity and punching out before incurring idle time. This variance applies to Stop Only and Start & Stop employees. Example: 1A welder is assigned a tracking status of Stop Only and Last Activity variance of 5 minutes. The welder ends the last activity of the day at 4:55 P.M. and must clock out by 5:00 P.M. If not, the system assigns idle time from the time that last activity ended to the clock-out time.

Variance

Description

First activity variance

Maximum number of minutes that Start Only and Start & Stop employees can take between punching in and starting the first activity before incurring idle time.

Example: A welder is assigned a tracking status of Start Only and a First Activity variance of 5 minutes. The welder clocks in at 8:00 A.M. and must start an activity by 8:05 A.M. If not, the system assigns idle time from the clock-in time until the start of the first activity.

Between activity variance

Maximum number of minutes that Start & Stop employees can take after ending one activity before they start another activity, before incurring idle time.

Example: A welder is assigned a Start & Stop tracking status and a Between Activity variance of 3 minutes. If the welder ends an activity at 11:02, he must start another activity by 11:05. If not, the system assigns idle time from the activity stop time to the start time of the next activity.

Last activity variance

Maximum number of minutes that Stop Only and Start & Stop employees can take between ending the last activity and punching out before incurring idle time. This variance applies to Stop Only and Start & Stop employees.

Example: 1A welder is assigned a tracking status of Stop Only and Last Activity variance of 5 minutes. The welder ends the last activity of the day at 4:55 P.M. and must clock out by 5:00 P.M. If not, the system assigns idle time from the time that last activity ended to the clock-out time.

Note: If the difference between total actual and allocated hours for an activity are not what you expect, the effect of activity variances may be the cause. See the Activities-related information in the UKG Pro Workforce Management™ timecard online Help.

Variance validation processing rules and exclusions

Rules:

The numbers of hours allocated must be the same as the number of hours on the timecard, less any configured grace period.

The percent for total activities must equal 100%.

Over allocation is not applicable to a Start/Stop employee.

Variance thresholds can be configured by role (for example, line managers, payroll managers) in the activity profile.

Exclusions:

Variance validation is not supported on mobile applications.
These settings do not support XML APIs.
Simple pay codes such as Paid time off (PTO) hours, do not contribute to the variance calculation.
Validation is not performed when you sign off timecards and approve activities.

Timecard Variance Check for Current Use tab

Setting	Description
Perform Timecard Variance Check On	Allows you to determine if the Timecard Variance Check will be performed when the timecard is saved or when the timecard is approved.
Validate Under Allocation Maximum Variance Allowed	Use the variance validation settings to enforce a maximum variance between an employee’s work shifts and the hours that are allocated to activities for those shifts. Each setting analyzes time defined by duration pay code edits, hours worked pay code durations, and work shift punches. The system analyzes time on a shift-by-shift basis. "Validate Under Allocation" and "Maximum Variance Allowed" work together: If you select the option to validate under allocation, also specify a maximum variance between the amount of time in the timecard and the amount of time allocated to an activity. If the amount of time on the timecard exceeds the amount of time allocated to an activity by more than the maximum variance allowed, you cannot save or approve the timecard. Also, if you cannot perform a group edit Changes made to more than one employee record at a time, for example, add or delete a pay code or punch to a group of timecards. approval if any shifts in the timecards exceed the maximum variance.
Validate Under Allocation For Future Activities	Prevents a timecard from being saved or approved if the amount of time allocated to activities in the future is less than the amount of time for the corresponding shift.
Allow Shift Save with No Activities in the Past	Allows you to save a past shift that has zero time allocated to activities.
Validate Over Allocation	Prevents a timecard from being saved or approved if the amount of time allocated to activities is greater than the amount of time for the corresponding shift. This setting can only be used with duration employees. For more information, see Variance validation processing rules and exclusions.
Validate Over Allocation For Future Activities	Prevents a timecard from being saved or approved if the amount of time allocated to future activities is greater than the amount of time for the corresponding shift. This setting can only be used with duration employees.
Validate Future Dated Activities	Select this option only if the function access profile setting to block future-dated allocations is disallowed. The system validates time allocated to an activity on a date in the future to ensure that the time is an accurate representation of work completed, and not just planned.
Disallow orphan span creation	Prevents the system from creating orphans.

Defaults tab

Setting	Description
Default activity	Name of the default activity for employees that are assigned this activity profile. For example, a janitor always performs the same activity called “CLEAN.” If CLEAN is his default activity, he does not have to specify the activity when he clocks in. When he clocks out, the activity stops. Only activities that you created with the “Use in the default activity” check box selected appear in this drop-down list box. The default activity for the employee is used in the following scenarios: An employee who is not required to submit a Start Activity form punches in. An employee submits a Start Activity without an activity name. Note: The default activity is not automatically stopped when the employee logs on to another activity unless the employee submits a Stop Activity form first. (This also requires the employee to be authorized to submit Stop Activity forms.)
Idle time	Name of the idle time activity for employees with this activity profile. The system uses the idle time activity to fill time gaps between activity events. Unlike a default activity which runs until it is stopped, IDLE is inserted after an activity is stopped and it runs until another activity is started.
Meal	Name of the default meal activity for employees with this activity profile. By default, the system logs all unpaid meal breaks to the system-defined MEALBREAKUNPAID activity. If Timekeeper is configured to automatically add unpaid breaks to a shift, the unpaid break times are logged to the default meal activity. If no activity is specified for the Meal option, the MEALBREAKUNPAID option is used. If employees punch out and punch in for meal breaks, their timecard displays these punches, and does not display an activity event for that time period.
Paid break	Name of the default paid break activity for employees with this activity profile. If Timekeeper is configured to automatically add paid breaks to a shift, the paid break times are logged to the specified default paid break If you do not specify an activity, the system logs all meal breaks to the system-defined MEALBREAKPAID activity.
Auto Resolve	Select a default Auto Resolve paycode to prevent future Auto Resolve anomalies from appearing in the timecard.