Activities Setup

Configuration Roadmap

Not all configuration tasks have a strict order, but there are some tasks that must be done before others. The following table suggests a sequence and notes task dependencies, where applicable.

Task	Procedure
Create activities to associate with shifts	Create Activities
Create activity queries to search for activities	Activity Queries
Create result codes to enter results on forms - Do this task before you create result code profiles.	Field Definitions and Result Codes
Create forms- Do this task before you create form profiles.
Determine which information needs to be collected and create Fields and Results.	Field Definitions and Result Codes
Create forms using system fields, user defined fields and control fields.	Form Builder
Define the results that can be reported for certain activities.	Configure Access Profiles
Assign Activity Results Templates to activities.	Activity Results Templates
Create subordinate profiles- Do this task before you create and assign activity profiles.
Define personas for employees who will be submitting transactions using forms.	Form Profiles
Define personas for employees who will be reporting results on forms.	Create result code profiles
Define query parameters to search for specific activities.	Activity Query Profiles
Define personas for employees who will be searching for specific activities.	Activity Query Profiles
Define personas for employees who will be using Work based on the profiles created above	Activity Profiles
Set up employees to use activities.
Assign Work Entitlement to employees	In People Information, select Licenses and choose the WORK license.
Assign activity profiles to employees.	In People Information, navigate to activity information.
Configure access to activity functions and data through profiles (function, data, activity).	Configure Information Access
Create pay code actions for non-productive activities - Do this task after you create activities.	Create, edit and delete pay code actions
Specify global and system settings
Specify units of measure to quantify work completed.	Units Of Measure

Activities

Create and define the activities that employees can report having spent time on during their work day.

Pre-defined activities

Pre-defined activities are used to generate activity events that fill the gaps between logged activity events and to account for unpaid breaks.

Note: You cannot edit, duplicate, or delete pre-defined activities.

The system includes the following pre-defined activities:

Pre-defined values	Activity description
IDLE	Idle activity used by the system to fill gaps between logged activity events.
MEALBREAKUNPAID	Meal Break activity used by the system to account for unpaid, automatic meal breaks.
MEALBREAKPAID	Meal Break activity used by the system to account for paid meal breaks.

Create activities

Each activity functions as a top level hierarchy that can consist of up to four levels. The top level of an activity is called “Level 1.” After Level 1, the term “levels” is synonymous with “sub-level activities.”

For example, If "Welding" has been defined as a level 1 activity, it could be configured with "Joint" as a sub-level activity.

Define or modify a level 1 activity

Select Application Setup > Activities Setup > Activities.
To create an activity, click Create .

To search for an activity to edit, delete, or duplicate as the basis for a new activity, use the Activity Query drop-down list or Activity Name field, click Search, and select the activity.
You can use the query and name fields together to filter the list of activities further. For example:

Activity name entry	What it finds
Act1/1012/Shop	Level 3 activity with that name if it satisfies all other conditions of the activity query.
Act?/10*	Level 2 activities that satisfy conditions in the query and all of the following name criteria: Are associated with level 1 activities whose names contain four characters and begin with “Act”. Have names that begin with “10”

Activity name entry

What it finds

Act1/1012/Shop

Level 3 activity with that name if it satisfies all other conditions of the activity query.

Act?/10*

Level 2 activities that satisfy conditions in the query and all of the following name criteria:

Are associated with level 1 activities whose names contain four characters and begin with “Act”.

Have names that begin with “10”

If you click Edit , proceed to the step 5.
To delete the activity, click Delete . You cannot delete an activity that has time logged against it.
The query named “My Recent Activities” includes the last 10 activities you have selected, but does not include activities with a status of “Complete,” “Canceled,” or “On Hold.”
Enter the name of the activity. Consider the methods that employees will use to enter data:

Manual entry of a long name at a data collection device increase the time to complete the form and the chance for error.
Do notuse the following characters as part of an activity name:
& _ * % ? : ; = ( ) / \ [ ] | # @ < > “ ”
If employees will use data collection devices with numeric-only keypads or a bar code scanner, the name of the activity must be numeric.

(Optional) Enter the description of the activity.
Complete the information on each tab:
Click Save when finished.

Status tab

The system updates an activity's status based on information submitted by a form or through the user interface. For example, the first time that an employee starts an activity, the status changes from Not Started to Incomplete. You can refine status information further in the Header and Process tabs.

Note: To edit some fields on the Status tab, the applicable activity setting must be enabled in Application Setup > Activities Setup > Activity Settings. See .

Field	Description	Enable in Activity Setup
Start Dates	Enter one of the following: Scheduled: Enter the date for the activity to start. Revised: Enter a new start date. Actual: Updated by the system when a user first logs time to this activity.	Yes
Complete Dates	Enter one of the following: Scheduled: Enter the date for the activity to end (you cannot start the activity after the scheduled end date). Revised: Enter a new end date. Actual: Updated by the system when a user closes the activity.	Yes
Complete Status	Enter one of the following: Not Started: No employee has logged time to the activity. Incomplete: The activity has been started but is not finished. You can also enter I in a form (Completion Status field). Complete: The activity is finished. To indicate this status, select Complete or enter C in a form (Completion Status field). Canceled: The activity has been canceled. To indicate this status, select Canceled or enter X in a form (Completion Status field). Note: If an activity's Complete Status is "Complete" or "Canceled," employees cannot log time to the activity.	Yes
Completed Percent	Shows information that a person entered on a form or directly in the Setup tab. If an activity is 100 percent complete, an employee cannot log time to it. This value is notupdated as the user enters quantity information. (This field is enabled in Application Setup > Activities Setup > Activity Settings.)	Yes
Held History	Enter one of the following: Never Held or Released: The activity has never been on hold On Hold: The activity is on hold. Employees cannot log time to the activity. Released: The activity was taken off of "Held" status. Time can be charged to the activity.	Yes
Unit of Measure	Enter the way that quantity is measured. (Units of measure are defined in Application Setup > Activities Setup > Units of Measure.)	No

Quantities tab

The system updates an activity's status based on information submitted by a form or through the user interface. For example, the first time that an employee starts an activity, the status changes from Not Started to Incomplete. You can refine status information further in the Header and Process tabs.

Field	Description	Enable in Activity Setup
Required Quantity	Enter the quantity required for the activity status to be considered complete.	Yes
Completed Quantity	Shows the completed quantity that a person entered at a data collection device or from a form. If the item has an Automatic Move Multiplier (for example, ten pieces are made from one sheet of material), the number of finisheditems appears here.	Yes
Moved Quantity	Shows the quantity of completed items that have moved to the next activity.	Yes
Received Quantity	Shows the quantity from a previous activity when material is moved to this activity.	Yes
Automatic Move Multiplier	Enter a number that the system uses as a multiplier if the quantity of items received is less than the quantity moved. For example, if an employee cuts ten brackets out of one sheet of metal, the multiplier is 10. The employee reports having completed five sheets, and a quantity of 50 is moved to the next activity.	No
Scrapped Quantity	Shows the quantity that cannot be used (scrapped) as reported from a form. Scrapped quantity can be moved to a rework activity. In the rework activity, the defective quantities are reworked and then recorded as completed quantity.	Yes
Moved to Rework Quantity	Shows the quantity of items categorized as “rework” in one activity and then moved to a specific rework activity.	No
Unaccounted Quantity	Shows the result of the equation: received quantity – completed quantity – scrapped quantity = unaccounted quantity	No

Header tab

The Headertab allows you to set options for each level 1 activity. These settings apply to all sub-level activities of the level 1 activity.

Field or Check Box	Description
Type	Direct: Activities that directly affect production. Indirect: Activities that do not directly affect production; for example, meetings.
Sequence validation method	None: Activities and their sub-activities can be completed in any order. Standard sequence validation: Activities in the hierarchy must be started in order. Before an activity can start, previous Setup activities must be completed and previous Run activities must have started. For example, if an employee completes five of ten pieces, the five finished items can move to the next activity. Run sequence validation: Activities in the hierarchy must be completed in order. Before an activity can start, previous Setup and Run activities must be completed. The partial quantities can be moved, but the activity cannot be started.
Include quantity in efficiencies: Scrapped, Reworked	Selected check boxes require the system to include scrapped quantities, reworked quantities, or both when it calculates efficiencies.
Extend completion status	Select if you want the system to change the status of Level 2, 3, or 4 activities to "Complete" when the associated Level 1 activity is reported as complete.
Hold parent	Select if you want the system to change the status of the Level 1 activity to " On Hold" when all other levels in the hierarchy are on hold.
Enable automatic moves	Select if you want the system to automatically move completed quantities from one activity to the next activity in the hierarchy.
Allow activities to be started before scheduled start date	Select to allow employees to start activities before the activity's scheduled start dates.
Allow activities to be started after scheduled end date	Select to allow employees to start the activity after its scheduled start dates.
Customershort name	Enter a shortened version of the name of the customer associated with the activity. Use the Search capability to see a list of customers.

Process tab

Use the Process tab to specify whether the activity is a "Run," "Setup," or "Rework" activity, as defined in the following table. This tab is also used to indicate attributes such as whether the activity can be set as a default activity and the method for allocating hours to the activity.

Field or Check Box	Description
Process	Run: This activity is a normal part of the activity process. It produces results that contribute to a parent activity or this activity is a Level 1 activity; for example, run the drill press. Setup: This activity produces results that contribute to a parent activity or this activity is a Level 1 activity; for example, warming up the drill press prepares for the next activity. A Setup activity must never include a quantity. Rework: This activity modifies the work done in another activity; for example, it reworks quantities produced in a different activity.
Allow Activity to be selected as default in Activity Profile and Person record	Select if you want to use the activity as a default activity when employees assigned to the activity profile start an activity.
Exclude from sequence validation	Select if the activity does not depend on other activities being complete before it can be started.
Milestone	Select if you want other activities that are on the same level for a common parent activity to be marked as complete when this activity is complete.
Priority	Enter how the activity should be prioritized in relation to other activities: High Medium Low Urgent
Labor Hours Allocation Method	Indicate how the system allocates hours to this activity when an employee is logged on to multiple activities at the same time. Select one of the following: All Hours: All hours are applied to this activity. All other activities that the employee is logged on to receive zero hours. Even: Hours are evenly distributed among the activities the employee is logged on to. For example, if an employee works on two activities for 8 hours, the system allocates 4 hours to each activity. Extended Standard: Hours are allocated based on a percentage that is determined using the standard hours multiplied by the reported quantities for the activity. Quantity Complete: Hours are allocated based on the quantity that the employee completes during the time span. If a quantity is not specified, the activity gets zero allocated hours. Quantity Required: Hours are allocated based on the required quantity for the activity to be complete. Standard Time to Complete: Hours are allocated based on the standard hours it takes to complete a standard quantity. Weighting Factor: Hours are allocated based on a weighting factor that you assign to the activity. Zero: Employee hours are not allocated to this activity unless it is the only activity on which the employee is working. If the employee is logged on to any other activity, this activity receives zero hours.
Weighting Factor	If Labor Hours Allocation Method is set to "Weighting Factor", enter the weight value for this activity.
Minimum Hours to Complete	Enter the fewest number of hours this activity can take to complete (informational only, not calculated).
Maximum Hours to Complete	Enter the most number of hours this activity can take to complete (informational only, not calculated).
Minimum duration transaction entry amount allowed	Enter the minimum amount of time allowed for a duration transaction entry. The smallest allowable entry is 1 minute (00:01); the largest allowable entry is 23:59.
Maximum duration transaction entry amount allowed	Enter the maximum amount of time allowed for a duration transaction entry. The smallest allowable entry is 1 minute (00:01); the largest allowable entry is 23:59.
User Field 1–4	User fields provide a way to automatically attach customer-specific information to an activity event record, span, or transaction.

Process Continued tab

This tab contains settings that determine which types of quantities are validated and how quantities are allocated employees that work on the activity.

Field or Check Box	Description
Validate required quantity	Select if you want the system to validate the required quantity for this activity against a defined range. See "Percentage Over and Under" next in this table.
Percentage Over and Under <![CDATA[ ]]>	If you selected "Validate required quantity," enter the range into which the reported quantity must fall.
Validate required reworked and scrapped quantity <![CDATA[ ]]>	Select if you want the system to validate reported reworked and scrapped quantities against a defined range.
Validate required quantity	If selected, the system verifies that the quantity reported as completed falls within the allowed range.
<![CDATA[ ]]> Percentage Over and Percentage Under <![CDATA[ ]]>	Enter the range into which the reported quantity must fall. The reported quantity can exceed or fall short of these percentages.
<![CDATA[ ]]> Validate received quantity <![CDATA[ ]]>	If selected, the system verifies that the quantity reported as completed falls within the allowed range.

Data Access tab

Use this area to assign a data access type to activities. Available options are:

All: Anyone can work on this activity; the activity will appear for all users.
Generic Job: When a Job is selected in the Activity, this indicates that an activity is restricted by the employee’s Primary Job or Jobs included in their Job Transfer Set.
Labor Category: When a Labor Category Entry List is selected in the Activity, this indicates that an activity is restricted by the employee’s Primary Labor Category or assigned Labor Category Profile.
Organizational Set: When an Organizational Set is selected in the Activity, this indicates that an activity is restricted by the employee’s Job Transfer Set or Primary Job location.

Employees tab

Use this area to assign Employees to the Activity. Use the Search button next to Assign Employees to find the employee you would like to assign to the Activity.

Transfers tab

Employees can select different transfers when logging time against an activity using a pre-defined list of transfers called the Activity Transfer List.

Activity Transfer List

To create new transfers to be included in the activity transfer list, select Add Transfer.

Add, edit, and delete transfers included in the Activity Transfer List

1. To add a new transfer, click Add Transfer. The Add Transfer right-panel appears. For more information, see Configuring transfers included in the Activity Transfer List.
2. To add a new empty transfer, select Add Empty Transfer. A new transfer appears in the Activity Transfer List with "Empty Transfer" in the Activity Transfer Label column.
3. To edit an existing transfer, select the transfer from the Activity Transfer List table and click Edit. The Edit Transfer page appears. For more information, see Configuring transfers included in the Activity Transfer List.
4. To delete an existing transfer, select the transfer from the Activity Transfer List table and click Delete.
Configuring transfers included in the Activity Transfer List

When adding a new transfer or editing an existing transfer in the Add Transfer or Edit Transfer right-panels, activity transfers are configurable with the following options:

Activity Transfer Label: Enter a user friendly label to assist employees with selecting the transfer. Activity Transfer Labels are not required.
Location: Select Add Location to associate a location with the transfer.

Work Rule: Select Add Work Rule to associate a work rule with the transfer.

Work Rule Setting	Applied from Activity Work Rule
Punch Rounding	No
Interval Rounding	No
Shift Guarantee	No
Exception	Yes
Call-in	No
Auto Resolved Exception	Yes
Day divide override	No
Unapproved OT (Unapproved and Denied Pay Codes)	Yes
Weighted average OT	Yes
Breaks	No
Deduct Rules	No
Bonus/Deduct rules wit trigger set to any of the options other than pay code (time of day, length of shift, spread of hours)	No
Bonus/Deduct rules with trigger set to pay code	Yes
Core hours	Yes
Pay Code Distribution & Combination Rule	Yes
Deviations	Yes
Overtimes	Yes
Zones	Yes
Majorities	Yes
Total Break Exceptions	No
Rest between shift	Yes

Cost Center:Select Add Cost Center to associate a cost center with the transfer.
Labor Categories: Select Add Labor Categories to associate a labor category with the transfer.
Select the Default field to make this the default transfer.
Click Apply to save your changes or Cancel to discard.

To select a transfer to use as the default transfer, select the desired transfer from the Activity Transfer List table and select Make Default.

Note: Activity transfers will override timekeeping transfers and will be attached to the activity segment.

Standards tab

Use this area to associate a Standard with an Activity. Associating a Standard to an Activity sets a benchmark used to calculate efficiency by comparing the standard against entered results. Efficiency results can be found in the Activities Summary Tab or Glance.

Click Add Standard.
In the Create Standard window complete the following fields:
1. Effective Date: Select the date for which this standard will be put into effect.
2. Labor Standard Hours: Set the number of hours it should take to complete the number being set for Labor Standard Quantity.
3. Labor Standard Quantity: Set the quantity that should be completed in the timeframe being set for Labor Standard Hours.
4. Click Save.

Multiple standards can be set for the same activity. The standard that will be used is determined by the Effective Date. Each standard that is entered will be used until the Effective Date of the following standard has been reached.

Note: In order to calculate standards, employees must have the ability to submit quantity results (for example: quantity completed, reworked, etc.). The ability to submit quantity results is configured in the

Activity Results Template tab

Use this area to select an Activity Results Template that will be associated with the new activity. The Activity Results Template will determine which results are available for the activity. Results will appear when using a control step in the form. Use the Search field and button to find locate the desired Activity Results Template and link it to the new activity.

Activity Teams

Use the Activity Teams page to configure and manage activity teams. Existing teams are displayed in a details table with the following columns:

Name- Name of the team.
Description- Description of the team.
Active- Indicates if the team is set as active or inactive.

Creating and Editing Activity Teams

To create a new team, click Create. The Create Activity Team page appears.
To edit an existing team, select the team and click Edit. The Edit Activity Team page appears.

On the Create Activity Team and Edit Activity Team pages, teams are configurable with the following fields:

Name — Name of the activity team.
Description — Description for the activity team.
Active — Yes (Default)
Location/job — (optional) Assign the team to one or more locations. Only employees configured with access to these assigned locations can be assigned to the team.
- Click Show to view assigned locations and jobs.
- Click Select Location to assign a new location.
Activity Team Timezone — Set the timezone for the Activity Team. Start/Stop of activities for this team will be based on this timezone.
First Day of Week — Select the day of the week that will serve as the first day of the week for the Activity Team.

Team Activity

Activity — Select an Activity from the dropdown.
Activity Type
- Idle
- Default

Default Activity Team Membership Duration

Days: Enter the number of days before an employee is system removed from team membership. Default value: 1
Hours: Enter the number of hours before an employee is system removed from team membership. Default value: 0:00

Default Activity Team Segment Duration

Days: Enter the number of days for activity team segment duration. Default value: 1
Hours: Enter the number of hours for activity team segment duration. Default value: 0:00

Concurrent Activities

Validated Maximum Concurrent Direct/Indirect Activities
- Separately
- Combined
Maximum Concurrent Direct/Indirect Activities — Default = 5
Maximum Concurrent Indirect Activities — Default = 1

User Fields

User Field 1
User Field 2
User Field 3
User Field 4

Delete an Activity Team

To delete an existing activity team, select the team and click Delete.

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	Effective Date Range - <none> Default Activity — <none> Idle Time — <none> Meal — <none> Paid Break — <none> Auto Resolve — <none> User Fields 1– 4 — <none>

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

Effective Date Range - <none>

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 edit an 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

Note: Defaults can also be configured in the Person Record by navigating to Maintenance > People Information> (select an employee) > Activities > Defaults. When defaults have been configured in both the Person Record and the Activity Profile, the defaults chosen in the Person Record will override the selections made in the Activity Profile.

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.
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 Queries). 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 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 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 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
Effective Date Range	To add additional effective date ranges with different selections, select Add New Range from the drop down. Note: The Activity Date Effective Defaults feature switch and the Enable Effective dated defaults and Idle percentage allocation activity setting must be enabled to see and perform this function.
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. The Add Activity button can be used to add additional activities for Idle Percent Allocation. When configured for Idle Percent Allocation, idles will appear in the timecard as each of the selected idle activities with time distribution occurring as per each idle activity's configured percentage. For example, if two idle time activities have been configured for a 60/40 split between idle activity 1 and idle activity 2, each time an idle occurs, both activities will appear as idles in the timecard with activity 1 receiving 60% time allocation and activity 2 receiving 40%. Up to 10 idles can be configured. Allocated percentages mustbe configured to total 100%. <![CDATA[ ]]>
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. <![CDATA[ ]]>
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.

Important note on disabling effective activity defaults

Once this feature is enabled, it is strongly recommended that you do not disable it. Disabling this feature may cause data discrepancies in employee timecards. If you do disable the feature, you must revert to the previous format of activity defaults without effective dating. This includes doing the following:

Remove all effective-dated version records for the person record and activity profile.
Create a single continuous record of all Activity Defaults regardless of age (through the user interface or the API).
Re-total the impacted employee timecards to verify that all the default activities are correctly reflected.

Activity Query Profiles

Activity query profiles are assigned to the Activity profile to define which activity queries a group of employees have access to.

Create activity query profiles

To create a query profile,

Select Application Setup > Activities Setup > Activity Query Profiles.
Click Create .
- To create a new profile based on another profile’s settings select the profile and click Edit . On the Edit page, select Save as new named entity and enter a new name for the duplicate query profile.
- To edit or delete a profile, select it, and click Edit or Delete .
For new profiles, enter a unique name (required) and description.
Select “Use activity queries with mobile and InTouch devices” to allow employees who use devices to more easily to find and select activities.
- Important: This option replacesthe ability to manually enter activity names in forms or scan activity bar codes at the devices.
If you are creating or editing a profile, complete the following steps:
1. Move queries in or out of the "Selected Queries" list so that the list contains the queries for this profile.
2. Use the up and down arrows to order queries for display in drop-down selection boxes. When users access a page that uses activity queries, the first query in the list automatically executes.
3. The “My Recent Activities” query in the list shows the last 10 activities that the user selected. The query does not include activities with a status of “Complete,” “Canceled,” or “On Hold.” Avoid creating an activity query profile that contains only the "My Recent Activities" query. The query will be used by default and if the user does not yet have a history of selecting activities, the search continues indefinitely and must be cancelled.
The System Defined checkbox indicates queries included with the system.
Use the Query Access Level drop down, select from the following options:
1. All Activity Levels- provides ability to view all levels of a queried activity.
2. Lowest Activity Level- provides ability to view only the lowest activity level of a queried activity.
Enable or disable the Activity Details At All Levels checkbox:
1. Disable the Activity Details At All Levels checkbox to display Activity Details for only the lowest level of the Activity.
2. Enable the Activity Details At All Levels checkbox to display Activity Details at all levels of the Activity.
Note: By default, Activity Details At All Levels is enabled.
Click Save .

Pre-configured activity query profiles

The Activities product provides the following pre-configured activity query profiles:

Query profile name	Description and Purpose
All Queries	Description: Initially contains only the All Activities query (see Create activity query profiles). As you create activity queries, the system automatically adds them to the All Queries profile. Purpose: Used to assign access to all activity queries in the system to appropriate managers. To assign the query profile to a manager, associate it with the manager’s activity profile. See Create activity query profiles . Used as a template for creating other query profiles that contain a large subset of all activity queries in the system.
Default Profile	Description: Contains the All Activities query (see Pre-defined activity queries). You can edit this profile to contain queries that are more suitable in a default profile. Purpose: Automatically assigned to activity profiles when you create them. You can change the assignment to another activity query profile in the system.

Query profile name

Description and Purpose

All Queries

Description: Initially contains only the All Activities query (see Create activity query profiles). As you create activity queries, the system automatically adds them to the All Queries profile.

Purpose:

Used to assign access to all activity queries in the system to appropriate managers. To assign the query profile to a manager, associate it with the manager’s activity profile. See

. Used as a template for creating other query profiles that contain a large subset of all activity queries in the system.

Default Profile

Description: Contains the All Activities query (see Pre-defined activity queries). You can edit this profile to contain queries that are more suitable in a default profile.

Purpose: Automatically assigned to activity profiles when you create them. You can change the assignment to another activity query profile in the system.

All Queries profile settings

Name — All Queries

Description — All Queries

Selected Queries — < All queries currently defined in the system>

Default Profile settings

Name — Default Profile

Description — Default Profile

Selected Queries — All Activities

Activity Queries

Activity queries allow employees and managers to search for activities that are relevant to them. Queries are helpful if there are many activities that need to be available to employees.

Manage activity queries

Activity queries can be configured to filter out activities based on:

Query user’s home labor account
Query user’s labor transfer set
Labor accounts in account sets
Activity completion and held status
Activity type (direct or indirect)
Time period within which activity start or end dates fall
Activity name

Activity queries can be used in the following areas:

Activities Setup > Activities(search for activities to duplicate, edit, or delete)
Activities tab and Activity Events tab in the timecard editor (search for activities to start or stop)
InTouch data collection devices and mobile devices when submitting activity forms

Create and edit standard queries

To create a standard query:

Select Application Setup > Activities Setup > Activity Queries.
Click Create .
Select Create Standard Query.

To edit or delete a query, select it and click Edit or Delete .

Note: You cannot delete a query if it is assigned to an activity query profile. You cannot edit or delete preconfigured (system) queries. You can duplicate them to use as templates for new queries.

If you are creating a query, enter a unique name and description.

Note: Do not include the following reserved characters in the query name: & _ * % ? : ; = ( ) / \ [ ] | # @ < > “ ”

If you are creating or editing a query, complete the following settings:

Settings	Description
Use Employee Job Transfer Set and Primary Job	Includes activities that are assigned to any labor account in the transfer set of the person who runs the query, or that are assigned to that person’s home labor account.
Use Employee Category Profile Set and Primary Labor Categoy	Includes activities that are assigned to labor accounts in the transfer set of the manager who runs the query.
Job Transfer Set	Assign a job transfer set to the new activity query by selecting Filter and searching for the desired labor category profile.
Labor Category Profile	Assign a job transfer set to the new activity query by selecting Filter and searching for the desired labor category profile.
User Fields (1 through 4)	Text of configured user fields, as specified in the activity definition, the employee’s activity profile, or employee information in People Editor.
Completion Status	Includes activities whose status or type matches the selections you indicate. All items are selected by default. Remove the selection of items that you do not want to include in the search.
Held Status
Activity Type (direct or indirect)
Exclude System Generated Activities	Determines whether to exclude certain system generated activities. Options available for exclusion are: Default Activity Idle Activity Meal Break Paid Break
Time Period	Includes activities based on whether they have a date that falls within a period of time you specify. Example: To include activities that have a revised start date within a period starting one month ago and ending a month from today, enter the following settings: Activity Date to Use: Revised Start Date Start (days before run date): 30 End (days after run date): 30 Note the following information: “Run date” refers to the day on which the query is used. To specify a period in the past, enter the number of days for Start and End and select “days before run date” for each. For time periods in the future, select “days after run date.” If you do not specify a date for "Activity Date to Use" or leave the "Start" and "End" fields blank, the query does not use the time period filter.

Click Save

To assign the activity query to an activity query profile, see Activity Query Profiles.

How to use the “Activity Name” field

This section shows examples of how to enter activity name strings using characters, wildcards, and forward slashes.

Activity name string	What it finds
Act1/1012/Shop	The level 3 activity with that exact name if it satisfies all other conditions of the query.
Act?/10*	Level 2 activities that satisfy conditions in the query and all of the following name criteria: Are associated with level 1 activities whose names contain four characters and begin with “Act” Have names that begin with “10”
Act1/10//*	Level 4 activities that satisfy conditions in the query and are part of the following combination of activity level names: Level 1 activity called “Act1” Associated level 2 activities with names that begin with “10” Any associated level 3 and level 4 activities
//*	Level 3 activities that satisfy all conditions in the query.

List queries

List queries are queries that are configured with a list of activities so that when the list query is selected, only those activities configured in the list query will be available to choose from. When a list query is selected, users will be unable to leverage the search function to locate activities not included in the list query. Only one list query can be used at a time. The last list query used by a manager or employee with be the first one to appear the next time the user goes to select a new activity query.

Only administrators can create or delete list queries.
Once an administrator has created a list query, managers with the proper permissions have the ability to edit existing list queries, adding activities to the list query or re-ordering where activities will appear in the list.

Warning: When an employee selects a list query, they are automatically granted access to all activities configured in the list query, even when they would not have access to the activity otherwise.

To create, edit, or delete a list query:

1. As an administrator, select Application Setup > Activities Setup > Activity Queries.
  - To edit or delete an existing list query, select it and click Edit or Delete .
2. To create a new list query, click Create and select Create List Query.
3. Enter a unique Name and Description.
  Note: Do not include the following reserved characters in the query name: & _ * % ? : ; = ( ) / \ [ ] | # @ < > “ ”
4. (Optional) Under Completion Status, update the assigned completion statuses for the list query from the list of available statuses.
  Note: 'Incomplete' and 'Not Started' are selected as the assigned Completion Status by default.
To edit a list query that has been created by an administrator:
1. As a manager, select Application Setup > Activities Setup > Activity Queries
2. On the Activity Queries page, select a query from the list click Edit .
3. Edit the query Name or Description.
  Note: Do not include the following reserved characters in the query name: & _ * % ? : ; = ( ) / \ [ ] | # @ < > “ ”
4. (Optional) Under Completion Status, update the assigned completion statuses for the list query from the list of available statuses.
  Note: 'Incomplete' and 'Not Started' are selected as the assigned Completion Status by default.
5. To add activities to the Activities List, select Add Activities > Search:
  1. Select Search to open the Select Activity right panel and search for activities to add to the Activities List.
  2. Select the desired activities to add to the Activities List. Selected activities will added to the list in the order that they were chosen.
  3. Click Apply.
6. Under Activities List:
  - To modify the order of activities in the list:
    1. Select Re-Order Selection.
    2. Select the desired activity and use the up and down arrows to move the activity to the desired location in the list.
    3. Click Save Order.
      
      Note: Changes will not appear in the Activities List unless you select Refresh Order button after clicking Save Order.
  - To delete an activity from the activities list:
    1. Select the activity you would like to delete from the list.
    2. Click the Delete button.
7. Click Save.

Pre-defined activity queries

Activities provides pre-configured activity queries, also known as system queries. They were designed with business needs in mind and to help reduce the number of queries you need to create for your needs.

Note: You cannot edit or delete system queries. To create a query that is based on a system query, duplicate the query, and then edit it.

You can assign system queries to activity query profiles.

The following table lists the pre-configured activity queries. The term “held status” refers to any of the following activity statuses: “Hold,” “Released,” “Never Held or Released.”

Query name	What the query finds
All Activities	All activities in the system. This query is available to include in query profiles. The query is also the default activity search query for users who do not have an Activities license.
Direct	Activities that satisfy all of the following criteria: Are classified as “Direct” Have a completion status of “Not Started” or “Incomplete” Have any held status.
Incomplete	Direct and indirect activities that satisfy all of the following criteria: Not yet complete.
Indirect	Activities that satisfy all of the following criteria: Are classified as “Indirect” Have a completion status of “Not Started” or “Incomplete” Have any held status.

Example activity query

A manager needs to see a list of all activities that fulfill all of the following criteria:

The activities are associated with his home labor account or the labor accounts in his labor transfer set.
The activities are direct activities.
The activities have been started but are not complete.
The activities were scheduled to start within the last 30 days.
The activities are third level activities that are associated with first level activities whose names contain four characters and begin with “Act”.

When you create the activity query, make the following selections:

Prompt	Setting
Use Employee Labor Transfer Set and Home Labor Account	<selected>
Use Manager Labor Transfer Set	<selected>
Completion Status	Incomplete
Held Status	<all options selected>
Activity Type	Direct
Activity Date to Use	Scheduled Start Date
Start	30 days before run date
End	0 days before run date
Activity Name	Act?//

Result Code Profiles

After you create result codes, you group them into result code profiles and assign them to activity profiles.

Note: Result Codes are created with Field Definitions. See Field Definitions and Result Codes for more information.

Create result code profiles

The system provides the following pre-defined result code profiles:

All Result Codes
Empty Profile

To create or modify result code profiles:

Select Application Setup > Activities Setup > Result Code Profiles.
To create a profile, select Create .
- To edit a profile, select it and click Edit .
- To delete a profile, select it and click Delete . At the prompt, click Yes.
Enter a Name and Description for the profile.
In the Field Definition field, select the field definition for which you are assigning valid values.
Note:
Only user-defined field definitions and the following pre-defined field definitions appear in the drop-down list:

_Completed Quantity Code

_Scrapped Quantity Code

_Reworked Quantity Code
In the Available area, select one or more result codes and click Add.
Click Save .

Form Profiles

Form profiles are a way to organize the forms that you want a group of employees to be able to access. You specify a form profile when you define the activity profile, and then you assign the activity profile to an employee.

Create form profiles

The system provides the following pre-defined form profiles:

All Forms
Empty Profile

To create or modify form profiles:

Select Application Setup > Activities Setup > Form Profiles.
To create a form profile, select Create .
- To edit a form profile, select it from the list and then select Edit
- To delete aprofile, select it from the list and then select Delete . At the prompt, click Yes.
- To duplicate a form profile, select it and click Edit . On the Edit page, select Save as a new named entity and enter a new name in the Name field for the duplicate form profile.
Enter a name and description for the profile.
Click Save .

Form Builder

The Form Builder is used to create, edit, or delete custom forms. You select field definitions that define the prompts for the form. Each form is associated with a form type that tells the system how to process the information in the form.

Use the Form Builder

Some form types have a pre-defined form with a standard set of field definitions (see Field Definitions and Result Codes). Using Form Builder, you can use pre-defined forms or create a copy of the form to collect information specific to your business.

Note: Form Builder allows you to indicate which fields you want to be required, optional, read-only, or hidden. When you create new forms, take note of the fields specified as "Required" in the pre-defined forms as guidance for creating useful forms.

Select Application Setup > Activities Setup > Form Builder.
To create a form, click Create .
- To edit an existing form, select it and click Edit .
- To duplicate an existing form, select it and click Edit . On the edit page, select Save as new named entity, and enter a new alpha-numeric code in the Code field.
After clicking Create, you are given two options: Create Form and Create Offline Form.
1. Use Create Form to configure a form for use within the application, on a mobile device, or with an online clock. Using this option to create a form means that the form being created must have network connectivity in order to work.
2. Use Create Offline Form to create a form for use with a clock that does not have online connectivity. Offline forms are less intelligent and require the user to enter all of the required data at the device. Once a Device using an offline form is brought back online, the data collected through an offline form will be validated in the same way that a standard form would be.

Define the form:

Field	Description
Form Code	Enter a unique alpha-numeric code with a maximum of 10 characters.
Form Description	Enter up to 255 characters.
Form Type	Select a system-defined form type to direct the system how to process the information it receives. Activities provides the following form types: Activity Duration - For use by duration employees. Duration employees (either hourly timecard or project view timecard) use this form type to report working on an activity for a specific period of time in the time card. Activity Start Only - For use by start only employees. Start only employees use this form type to report starting work on an activity. When a start only employee moves onto another activity, they submit this form again to report starting the new activity, and the previous activity they were working closes automatically upon submission of the new activity start. Activity Stop Only - For use by stop only employees. Stop only employees use this form type to report stopping work on an activity once they are finished. When a stop only form is submitted, the time card automatically back fills to whenever the employee clocked in (if this is the first stop being reported for the day) or to when the last activity stop form for the day was submitted. Activity Start (Start-Stop) - For use by start-stop employees. Start-stop employees use this form type to report when they start working on an activity. Activity Stop (Start-Stop) - For use by start-stop employees. Start-stop employees use this form type to report when they stop working on an activity. Report Results - For use by employees who are working on a single activity and report different results for that single activity throughout their work day. Employees use the Report Results form to enter results for an activity while it is in progress or after it has been stopped. Results cannot be reported against an activity that is completed, canceled, or on hold. Report Results forms must be attached to an activities segment. If an employee is not clocked in when they submit the Report Results form, the system will return a validation error. Quantity results are cumulative and added to the existing total. If configured in the Report Results Form Builder, negative entries and partial units (for example, 1.5) are allowed. When someone submits a Supervisor Report Results form with an effective date, the system looks back from the effective date to find the last relevant event and applies the results to that event. If the activity being reported on has not been stopped already, submitting a Report Results form for that activity won't cause the activity to stop. Delete Duration - For use by duration employees. Duration employees (either hourly timecard or project view timecard) use this form type to delete an activity for a specific period of time in the timecard. Move Quantity - After stopping an activity, the Move Quantity form allows employees or supervisors to manually move the quantity that completed in the stopped activity to a new activity. Join Activity Team - For use by Start-Only and Start-Stop Employees, the Join Activity Team form allows employees to join activity teams configured for their locations. Leave Activity Team - For use by Start-Only and Start-Stop Employees, the Leave Activity Team form allows employees to leave their current activity team. Start Team Activity (Start-Only) - For use by Start-Only employees with lead role permissions, the Start Team Activity (Start-Only) form allows for starting a team transaction. Start Team Activity (Start-Stop) - For use by Start-Stop employees with lead role permissions, the Start Team Activity (Start-Stop) form allows for starting a team transaction. Stop Team Activity (Start-Stop) - For use by Start-Stop employees with lead role permissions, the Stop Team Activity (Start-Stop) form allows for stopping a team transaction.
Time Out	Enter the number of seconds that the form can appear without user action before it closes.
Locale Policy	Enter the language to be used by the form.
Offline Clock Form	Use the drop down to select an offline form to associate with the form.
Default Query	Use the drop down to select a default query to associate with the form.
Offline	Indicates that the form is an offline form.

Configure each of the options under the Clock Activity Selection (clock only) header:

Field	Description
Direct Entry	User can type in activity name at each level or use the barcode scanner.
Query	User can run query(s) to search for activities or select a query from their query profile to search for activities.
Hierarchy	User navigates through the activity hierarchy to select an activty.

(Optional) Under the Steps header, click Add Step to insert a step.

Define the step:

Field	Description
Prompt	Enter the label text to appear on the form.
Field Definition	Select the field definition associated with this step.
Entry	How the field is displayed on the form. Required: The employee must enter a value. Optional: The employee can choose to leave the field empty. Read Only: The field cannot accept input, but it displays the value entered in Default Value. Hidden: The field does not appear on the form. The system uses the value entered in Default Value.
Preserve Value	Select to retain the value submitted for the field when using the Repeat Form control step functionality.

In the Form Step Details dialog box, enter the applicable information:

Field	Description
Default Value	The default value for the step.
Step Length	Maximum number of characters that can be entered. Select Match step length if the length of the data entered must exactly match the length specified in "Step Length."
Minimum Value Maximum Value	Smallest or largest valid value when the data type of the field definition is numeric.
Input Source	Any: Employees can use the keypad or a barcode reader to enter information in the field. Keypad: Employees can use only the keypad to enter information in this field. Reader: Employees can use only a bar code reader to enter information in this field.

Repeat steps 4 through 6 to define each step you need.

(Optional) Under the Steps header, click Add Control Steps to add a control step.

Define the control step:

Field	Description
Control Type	All Results: Tells the system to show an employee all open activities and prompt the user to select one activity from the list of open activities. After the employee selects an activity, prompts the user to enter results for the selected activity when running a stop activity (if applicable). Business Process: Allows a custom business process workflow to run with an Activity Form. For example, an employee submits an activity form, such as Start Activity, which then triggers the associated business process workflow and the timecard updates with the business process workflow results. Business Process is supported with Activity Duration, Activity Start (Start-Only), Activity Start (Start-Stop), and Activity Stop (Start-Stop). The Enable Activities Form Workflow feature switch must be enabled to use this option. Initial Results: Prompts the employee for initial results. Usually followed with a Final Results control step. Final Results: Prompts the employee for final results. Usually preceded by an Initial Results control step. Open Activities: Tells the system to search for open activities. Prompts the employee to enter results for the activity when running a stop activity (if applicable). Recent Activities: For use with a report results form. Displays recent activities so that employees can go back and enter results for an activity they may not have stopped or reported results for. Repeat Form: Tells the system to keep the form window open after a user clicks submit so that additional results can be entered. If selected, users must manually exit the form window once they have finished submitting results. Values submitted for each field will be cleared when the user clicks Submit unless a field within the form has been set to have its value preserved. The Preserve Value checkbox indicates if a field has been set to retain the submitted value upon repeating the form.
Entry	Maximum number of characters that can be entered. Select Match step length if the length of the data entered must exactly match the length specified in "Step Length."

Field

Description

Control Type

All Results: Tells the system to show an employee all open activities and prompt the user to select one activity from the list of open activities. After the employee selects an activity, prompts the user to enter results for the selected activity when running a stop activity (if applicable).
Business Process: Allows a custom business process workflow to run with an Activity Form. For example, an employee submits an activity form, such as Start Activity, which then triggers the associated business process workflow and the timecard updates with the business process workflow results. Business Process is supported with Activity Duration, Activity Start (Start-Only), Activity Start (Start-Stop), and Activity Stop (Start-Stop). The Enable Activities Form Workflow feature switch must be enabled to use this option.
Initial Results: Prompts the employee for initial results. Usually followed with a Final Results control step.
Final Results: Prompts the employee for final results. Usually preceded by an Initial Results control step.
Open Activities: Tells the system to search for open activities. Prompts the employee to enter results for the activity when running a stop activity (if applicable).
Recent Activities: For use with a report results form. Displays recent activities so that employees can go back and enter results for an activity they may not have stopped or reported results for.
Repeat Form: Tells the system to keep the form window open after a user clicks submit so that additional results can be entered. If selected, users must manually exit the form window once they have finished submitting results.
- Values submitted for each field will be cleared when the user clicks Submit unless a field within the form has been set to have its value preserved. The Preserve Value checkbox indicates if a field has been set to retain the submitted value upon repeating the form.

Entry

Maximum number of characters that can be entered.

Select Match step length if the length of the data entered must exactly match the length specified in "Step Length."

Click Save .

Configure access to forms

To allow employees to use forms to enter activity data:

Set the "Activity Form Entry" function access control point to Allowed for the employee. See Configure Information Access for more information.
Ensure that employees and managers have Activities andTimekeeper product licenses.

Note: If the application is offline or the database is unavailable, employees using activity form entry through the system's user interface cannot submit activity data. If the server is online, but the database is unavailable, the browser displays the Timekeeper logon page.

Configure devices to collect activity form data

If your environment uses fully qualified domain names instead of IP addresses, configure the device for DNS support.
Use Device Manager to configure the device to communicate with the database server.
In the Activities system, create and configure activity forms.
Return to Device Manager, assign the forms to device soft keys, and initialize the data collection device.

Note: Initialize the data collection device each time you add, update, or delete a form to ensure that online and offline forms are synchronized.

Activity Results Templates

Activity Results Templates provide templates for collecting the results of activities performed by employees. When stopping an activity, employees will be prompted for results when an activity results template has been associated with that activity.

Note: Activity Results Templates can be configured to have up to two levels. When an employee stops an activity configured with a two level activity results template, they will be prompted to enter results for the activity at the first level and will then be prompted to enter additional results at the second level based on the results that were entered at the first level.

Managing Activity Results Templates

To create an Activity Results Template:

1. Navigate to Application Setup > Activities Setup > Activity Results Templates.
2. Click Create .
- To edit an Activity Results Template, select the template and click Edit .
- To delete an Activity Results Template, select the template and click Delete .
1. At the prompt, click Yes.
2. Complete the following fields:
  1. Name
  2. Description
  3. System Defined (Yes or No)
3. Click Save .

(Optional) Managing Steps in an Activity Results Template

You can choose to add steps to an Activity Results Template. There are two step types:

Decision: Use this step type when prompting a user to with a results question that requires them to select from pre-defined answers, or when prompting a user to enter results that require two levels of information to be provided. For example, An employee might be prompted to enter which color paint they used and be given a list of options (Green, Blue, Yellow) at the first level. If the employee reports using blue at the first level, they could then be prompted to enter the shade of blue (Royal, Navy) at the second level.
Field Definition: Use this step type when prompting a user to enter results that require only one level of information to be provided. For example, an employee might be prompted to enter the number of paint coatings applied during the duration of their time spent painting.

(Optional) Adding a Field Definition Step

Under the Steps header, click Create Field Definition.
Complete the following fields:
1. Enter a Prompt for the step. For example: "Number of coatings?"
2. Choose a Field Definition from the drop down.
3. Field Definitions must be pre-defined. See Field Definitions and Result Codes for more information.(Optional) Choose an Entry type from the drop down: Hidden, Optional, Required, or Read Only.
4. (Optional) Indicate whether the step is prompting for Initial Results.
5. (Optional) Select an Input Source.
Click Save .

(Optional) Adding a Decision Step

Under Steps, click Create Decision.
Complete the following fields:
1. Enter a Prompt for the step. For example: "Coating Color?"
2. Choose a Field Definition from the drop down.
3. Field Definitions are pre-defined. See Field Definitions and Result Codes for more information.(Optional) Choose an Entry type from the drop down.
4. (Optional) Indicate whether the step is prompting for Initial Results.
5. (Optional) Select an Input Source.
Click Save .

(Optional) Adding a Second Level to a Decision Step

Under the Steps header, select a step that has been configured with the Decision step type. The Decision Answers section populates.
Under the Decision Answers header, select the answer you would like to add a second level to.
Note: Decision Answers are pre-defined and correlate with the Field Definition chosen when creating the Decision step. See Field Definitions and Result Codes for more information.
Under the Decision Answer Steps header, click Create.
Complete the following fields:
1. Enter a Prompt. For Example, "Shade of Blue?"
2. Choose a Field Definition from the drop down.
3. (Optional) Choose an Entry type from the drop down.
4. (Optional) Enter a Default Value.
5. Enter a Step Length.
  1. (Optional) Match Step Length.
6. (Optional) Choose a Validation type from the drop down.
7. (Optional) Choose an Input Source from the drop down.
Click Save .

Field Definitions and Result Codes

Field definitions consist of four elements: name, type, length, number of places to the left or right of the decimal point for numeric values. There are two types of field definitions: pre-defined and user-defined. Pre-defined field definitions begin with an underscore character (_) and are provided with the system. An example is "_Clock IN Time."

Result codes define the data that employees can enter into certain pre-defined or custom field definitions. Create as many results as needed for the field. The results available to an employee will be determined by the Result Code Profile.

Field definitions are tied to a result code template, which are added to a form using a control step.

Manage field definitions

Select Application Setup > Activities Setup > Field Definitions and Result Codes.
To createa field definition, click Create .
To edita field definition, select it and click Edit . You cannot edit a pre-defined field definition.
To duplicate a field definition, select it and click Edit . On the Edit page, select Save as a new named entity and enter a new field name for the field definition.
To delete a field definition, select it and click Delete . At the prompt, click Yes. You cannot delete a pre-defined field definition.
To activate a field definition , select All or Inactive in the Filter drop-down box. Select the definition and click Activate.
To inactivatea field definition , select All or Active in the Filter drop-down box. Select the definition and click Inactivate. You cannot inactivate a pre-defined field definition.
Complete the following fields:
1. Field Name: Name used for mapping. Does not appear on the form.
2. Data Type ID: Data type of the field; for example, alphanumeric or time.
3. Field Length: Number of characters that can be entered in the field.
4. Digits: For decimal value fields, number of digits allowed to the right or left of a decimal.
Click Save .

Result codes

Definition

Result codes define the data that employees can enter into a form.

You can create result codes for pre-defined or user-defined field definitions. For example, for forms with a Scrapped Quantity field, you can add a field for which users can select a result code to explain why material was scrapped.

Result codes are grouped in result code profiles; result code profiles are assigned to activity profiles for employees.

Pre-defined fields for result codes

The Activities system provides the following pre-defined fields for which you can create result codes. Result code fields are optional on activity forms to enhance result information.

_Completed Quantity Code
_Reworked Quantity Code
_Scrapped Quantity Code

For example, for _Scrapped Quantity Code, you may want to create result codes to indicate reasons why material was scrapped.

Create and edit result codes

Select Application Setup > Activities Setup > Field Definitions and Result Codes.
Select the field definition for which you are defining a result code.
To create a result code, on the create or edit Field Definition page, click Create .
To edit a result code, select it and click Edit .
To delete a result code, select it and click Delete . At the prompt, click Yes.
To activate a result code, select All or Inactive in the Filter drop-down. Select a result code and click Activate.
To inactivate a result code, select All or Active from the Filter drop-down. Select a result code and click Inactivate.
In the result code window, enter a unique name and description.
- At data collection devices (for example, the InTouch device) or in the system's user interface, users enter the result code into the form.
Click Save .

Activity Actions

The Activity Actions setup page displays the Name, Activity Name, and Type for each configured action. There are two types of Activity Actions:

Pay Code Actions

Note: You can associate only hours-based pay codes with pay code actions.
Add/Deduct Actions

Note: Bonus / Deduction rules that have been configured with an associated pay code are not supported by Activity Actions.

Use Activity Actions to:

Associate pay codes and bonus / deduction rules with activities. This eliminates the need to enter events for specific activities.
- For example, if you associate the “Vacation” pay code with the “Vacation” activity, when you enter the "Vacation" pay code as an edit, the timecard creates an event for "Vacation."
Allocate hours in a pay code to multiple projects. For example, distributing an employee's paid time off according to the percentage of hours worked on each project during a pay period. This is called dynamic allocation because the allocation changes whenever entered hours change for the projects in the pay period.

Pay code action example

On Monday and Tuesday, Susan worked a total of 8 hours on Activity 1.
On Wednesday and Thursday, she worked a total of 8 hours on Activity 2.
A “Paid Time Off” pay code action for 8 hours is applied to Friday.

Susan split her time in half on Activity 1 and 2. Therefore, the 8 hours of “Paid Time Off” is split and distributed to each activity: 4 hours to Activity 1, 4 hours to Activity 2.

If Susan enters 16 hours for Activity 3 during the pay period, the allocation of “Paid Time Off” hours changes to:

Activity 1: Two hours (worked hours is 25 percent of total project hours)

Activity 2: Two hours (worked hours is 25 percent of total project hours)

Activity 3: Four hours (worked hours is 50 percent of total project hours)

Note: You must associate a pay code with an Activity, otherwise the system will be unable to appropriately record pay code hours.

Add/Deduct action example

Employees working in a clean room punch in when they arrive at the building, and start their activities after donning their uniforms in a static free environment. The company gives employees 15 minutes each day for donning and doffing their uniforms. Employees do not start the donning or doffing activities, they appear in the timecard automatically.

The overall goal is to automatically track the donning and doffing time as an activity and pay the employee for the time spent donning and doffing.

A deduct rule with an associated Activity Action is used to automatically generate the donning activity for the first 15 minutes of the employee's shift.
Another deduct rule with an associated Activity is used to automatically generate the doffing activity for the final 15 minutes of the employee's shift.
With only the deduct rules in place, the employee will not be paid for the donning and doffing time therefore an add rule is used to replace the deducted time in the employee's shift.

Note: The add rule would not have an associated Activity Action.
The add and deduct rules for both donning and doffing must also be set so that they have the amounts and the same locators.

Create, edit and delete pay code actions

Select Application Setup > Activities Setup > Activity Actions.
To create a new activity action, select Create .
- To edit an existing action, select it and click Edit .
- To delete an existing action, select it and click Delete . At the prompt, click Yes.
From the Create drop down, select Pay Code Action.
In the Pay Code Name field, click the drop down and select a name from the available options. The pay code you select must be an hours-based pay code; you cannot use day-based pay codes for pay code actions.
In the Type of Pay Code Action field, select one of the following:
1. Activity Name- If selecting this option, enter an activity name or search for the desired activity to associate with the pay code action.
2. Use Idle Time Configuration- Selecting this option tells the system to go to use the Idle Time Configuration defined in either the employee's Person Record or Activity Profile.
Click Save.

Create, edit and delete Add/Deduct actions

Select Application Setup > Activities Setup > Activity Actions.
To create a new activity action, select Create .
- To edit an existing action, select it and click Edit .
- To delete an existing action, select it and click Delete . At the prompt, click Yes.
From the Create drop down, select Add/Deduct Action.
Bonus / Deduction: In the Bonus / Deductions Rule Name field, click the drop down and select a name from the available options.
Note: Bonus / Deduction Rules with Pay Codes are not available for selection.
In the Activity Name field, enter an activity name or search to find the desired activity to associate with the Add/Deduct Action.
Click Save

Customer

When you define an activity or project you can assign it to a customer and include contact names, addresses and contact phone numbers. Customer assignments are for reporting only. They do not affect any other Activities-related data.

Create customersto associate with activities, projects, or grants

To create a customer:

Navigate to Application Setup > Activities Setup > Customer .
To create a new customer customer, click Create .
To edit a customer customer, click the customer profile row and click Edit .
To delete a customer customer, select the customer profile row and click Delete . At the prompt, click Yes.
On the Create Customerpage, enter or edit information in the customer fields.
Click Save .

Units Of Measure

The system uses units of measure to count output from activities. Examples include feet, inches, meters, gallons.

Create and manage units of measure

To create a unit of measure:

Navigate to Administration > Application Setup > Activities Setup > Units Of Measure
To add a new unit of measure, click Create .
Enter a Name for the new unit of measure. For example, "Feet."
Enter up to three characters as an Abbreviated Namefor the new unit of measure. For example, "Ft."
New units of measure are automatically assigned a status of Active. If you would not like the new unit of measure to be set as Active, ensure that the check box is not selected.
Click Save .

Once a unit of measure has been defined, it can be edited, activated, deactivated, or deleted:

To edit a unit of measure, select it and click Edit . Make the desired changes and click Save .
To delete a unit of measure, select it and click Delete . At the prompt, click Yes.
- Once deleted, the following message is returned: " Success You have successfully deleted (unit of measure)."
To activate or deactivate unit of measure, select it and click Activate or Deactivate.
- If activating the unit of measure, the following message is returned: " Success You have successfully activated (unit of measure)."
- If deactivating the unit of measure, the following message is returned: " Success You have successfully deactivated (unit of measure)."

Activity Settings

Activity settings determine the fields which will be available to be used to capture data and control the behavior of various aspects of the Activities system.

Configure general activities settings

To configure activity settings:

Navigate to Administration > Application Setup > Activities Setup > Activity Settings.
Highlight a setting and click Edit .
Enter the requested information as described in the following table of setting descriptions. Click Save .

Activity setting	Description
Activity Form Entry - Result Page Timeout in seconds	Specifies how long, in seconds, that a result message displays after users submit a form from a client machine or data collection device.
createdDateTime validation limit for old punches in minutes	Number of minutes that a device can be offline before it must check the date and time of all forms when it comes back online. The default is 7 days (10080 minutes). This setting prevents forms that were entered while the device was offline from being duplicated when the device comes back online.
Duration step in form accepts standard duration values 1 = yes, 0 = no	Determines whether users can enter whole number durations in forms without a decimal point. For example, if this setting is enabled ("1"), users can enter a duration of 8 hours as 8. If the setting is disabled, users must enter 8 hours as 8.0.
EffectiveTimeStamp processing limit in minutes	Number of minutes, in the past, that a supervisor can go back to submit a punch with an effective date and time. The default is 14 days (20160 minutes).
enable <xxx> field in the activity editor where <xxx> is: actual completed date actual start date completed percentage field completion status held status moved quantity received quantity required quantity	Determines whether informational fields on the Status tab of the Activity Setup Editor can be edited. Note: These fields are automatically populated with data submitted on a form. If data is edited on the Status tab, it does not show in an audit log.
Enable generate activities for Adds	Allows Activity Actions to automatically generate activities for Adds in the timecard.
Enable generate activities for Deducts	Allows Activity Actions to automatically generate activities for Deducts in the timecard.
Enforce Result Code for manual entry of result values	Determines whether to enforce the Result Code when result values are manually entered.
Prevent user editing of accepted Activity transactions	Determines whether users can edit activities that have been marked as accepted in the timecard.
Reduce activity actual time by overlapping auto-generated meal breaks	Allows automatically generated meal breaks to overlap, thereby reducing activity actual time.
Validate Block Future-Dated Allocation through Web Form and XML API 1 = yes, 0 = no	Determines whether you can allocate future dated activity allocations and validates whether you can do it or not.

Configure access to Activities data

Function and data access profiles are used to control employee and manager access to application functionality:

Function access profiles

Function access profiles control user access to the overall system functionality. You configure function access profiles from the Setup functionality in the Timekeeper workspace ( Setup > Access Profiles > Function Access Profiles).

The Activities product leverages options within the following function access control points:

Everyone access control points

The following access settings are in the “Everyone” portion of the function access profile.

Manage Team Activity Events

Access Control Point	Description
View Team Activity Events	Controls the ability to view team activity events.
Edit Team Activity Events	Controls the ability to edit team activity events.
Accept Team Activity Events	Controls the ability to accept team activity events.
Remove Acceptance for Team Activity Events	Controls the ability to remove acceptance for team activity events.
Modify Inactive Team Activity Events	Controls the ability to edit inactive team activity events.
View Team Activity Event Members	Controls the ability to view team members for team activity events.

Employee access control points

The following access settings are in the “Employee” portion of the function access profile.

Activities privileges in “My Timecard”

Access Control Point	Description
View Activities and Team Memberships in My Timecard	Controls whether employees can enter negative values for activity quantity data (does not apply to move data).
Event edits in Activities and Team Memberships	Controls whether employees can edit activity and team activity events on the timecard page.
Manage result	Controls whether employees can edit the results associated with activity events on the timecard page.
Comments in Activities	Controls whether employees can add and remove comments related to their own activity events on the timecard page.
Notes For Comments in Activities	Controls whether employees can make notes for comments in activities in the timecard.
Allow Time Period Entry in My Timecard	Controls whether employees can make time period edits for activities in the timecard.
Accept Activities in My Timecard	Controls whether employees can access 'in-line' and 'accept all' acceptance functions in the timecard.
Accept (Accept Activities in My Timecard)	Controls whether employees can mark activities as accepted in the timecard.
Remove Acceptance (Accept Activities in My Timecard)	Controls whether employees can remove acceptance from activities that have been marked as accepted in the timecard.

Department Manager access control points

The following access settings are in the “Manager — Department Manager” portion of the function access profile.

Activities privileges in My Timecard

Access Control Point	Description
Allow negatives in Activities	Controls the ability of managers to enter negative values for activity quantity data (does not apply to move data).
Event edits in Activities	Controls the ability of managers to edit activity events of their employees on the timecard page.
Result edits in Activities	Controls the ability of managers to edit the results associated with the activity events of their employees on the timecard page.
Approval of Activities	Control the ability of managers to approve or remove approval for employees’ activity events on the timecard page.
Comments in Activities	Control the ability of managers to add and remove comments related to employees’ activity events on the timecard page.
Totals breakdown in Activities in Timecard Editor	Controls the ability of managers to view pay code totals for the activity events of their employees on the timecard page.
Activity Standards Edits in Activities (Timecard Based Durations)	Controls the ability of managers to change activity standards information on the timecard page.
Change status of activities	Controls the ability of managers to change activity completion status information on the timecard page.

Dataviews - Group Edits > Activities Actions

Access Control Point	Description
Work Actions	If Allowed, managers can perform all Activities group edit actions.
Create New Hourly Activity	If Allowed, managers can create new hourly activities and assign those activities to groups of employees.
Stop Existing Open Activity	If Allowed, managers can stop an existing open activity and report results for groups of employees who had been assigned that activity.
Create New Duration Activity	If Allowed, managers can create new duration activities and assign those activities to groups of employees.

Department Manager — Common Setup access control points

The following access settings are in the “Manager — Common Setup” portion of the function access profile.

HyperFind > Query Conditions

Access Control Point	Description
Activities category	Controls access of managers to the Work category when creating HyperFind queries

People Editor > Job Assignment tab

Access Control Point	Description
Add Edit Delete View	Controls the ability of managers to add, edit, delete, and view information in the Activities page of the People Editor

Activities configuration > Activities Setup

Managers with access to Activities Setup can access all Activities setup.

Access Control Point	Description
Full Activities Setup	Controls the ability of managers to access all workspaces in Activities Setup.
Manager Activities Setup	Controls the ability of managers to access the Activities workspace in Activities Setup.
Limited Manager Activities Setup	Controls the ability of managers to Access the Activities limited workspace in Activities Setup.
Manager Edit Activity List Queries	Enables managers to view and edit Activity Queries workspace in Activities Setup.

Activities APIs access control points

Access Control Point	Description
Edit View	Control the ability of users to edit and view activity information using Activities APIs.

Data access profiles

For UKG Pro Workforce Management in general, employees are assigned to function and data access profiles that determine which timekeeping data they can view and access. For Activities, employees are also assigned to activity profiles to determine access to activities-related functions and data. Access is defined by the subordinate profiles (for example, form profiles, result code profiles, activity query profiles) and labor account set group which are associated with the activity profile.