GBS PPM Time Tracking Training July 22 2013

GBS PPM- Time Tracking Training July 22 2013 PPM Time Tracking -- SPE Confidential

Agenda Ø Ø Ø Ø Objectives…………………………. 3 Introduction………………………. 5 Basic Navigation …………………. 8 How to Create & Submit Time Sheets ………. 11 How to Approve/Reject………………. . 19 Reporting Overview………………… 29 Appendix …………………………. 44 2/27/2021 -- SPE Confidential 2

Objectives Ø Discuss the time management guiding principles. Ø Explore the basics of navigating the system. Ø Explain how to create and submit a time sheet. Ø Explain the approval process and how to approve in PPM. 2/27/2021 -- SPE Confidential 3

Strategy for Training Ø Tell me Concepts Instructor-delivered information you need to know to successfully perform job-related tasks Ø Show me Demonstrations of job-related tasks performed in applicable system(s) Ø Let me Exercises allow for hands-on practice Ø Help me Online Help/Handouts Training tools to assist you back on the job 2/27/2021 -- SPE Confidential 4

Agenda ü Ø Ø Ø Objectives Introduction Basic Navigation How to Create & Submit Time Sheets How to Approve/Reject Reporting Overview Appendix 2/27/2021 -- SPE Confidential 5

Principles Ø PPM is GBS standard time tracking system. Ø Timesheets are used to analyze how time is allocated against various processes. Ø Each individual is assigned to a pre-defined set of tasks. Ø Timesheets are structured by process, LOB, customer and country. Ø Each individual has access to all tasks relevant to their process , which is required to be submitted on a weekly basis by end of the day on Monday for the preceding week. Ø A good practice would be to allocate time at the end of each day in PPM. Ø The team leaders are responsible for reviewing and approving timesheets for their respective teams on a weekly basis by end of the day on Tuesday for the preceding week. 2/27/2021 -- SPE Confidential 6

Approval Process Create & submit your time sheet The time sheet is routed for approval The time sheet is either accepted or rejected If rejected, it is routed back to the creator for resolution 2/27/2021 -- SPE Confidential 7

Agenda ü ü Ø Ø Ø Objectives Introduction Basic Navigation How to Create & Submit Time Sheets How to Approve/Reject Reporting Overview Appendix 2/27/2021 -- SPE Confidential 8

Basic Navigation: Log In Ø From the my. SPE home page, click More SPE Applications, under Information Technology, choose PPM (Project and Portfolio Center). Ø Log in using your SPE Username and Password. 2/27/2021 -- SPE Confidential 9

Basic Navigation Click the options on the main menu to view the drop down options. To create a new time sheet. 2/27/2021 -- SPE Confidential 10

Agenda ü ü ü Ø Ø Objectives Introduction Basic Navigation How to Create & Submit Time Sheets How to Approve/Reject Reporting Overview Appendix 2/27/2021 -- SPE Confidential 11

Creating a Time Sheet 1. Click the triangle next to Create and choose Time Sheet from the submenu. 1 2. Enter the appropriate time period from the drop-down menu. 2 3. Click Create. 3 2/27/2021 -- SPE Confidential 12

Create a Time Sheet – Add Items When you create your first time sheet, you will need to assign tasks. 1. To add tasks to the time sheet, click Add Items. 1 2/27/2021 -- SPE Confidential 13

Create a Time Sheet – Add Items 2. Choose how you want to search for the task. For this example, we are using Add Task. 3. Project is required. Click the Project drop down. 3 2 NOTE: For GBS SPE support activities enter GBS SPE Overhead Plan – Time Tracking as the key words in the “Project” field to locate the project and the associated tasks. For GBS SGTS support activities enter SGTS Overhead Plan – Time Tracking to locate the project and associated tasks 2/27/2021 -- SPE Confidential 14

Create a Time Sheet – Add Items 4. Your project will appear. Click on it to select. 5. You are returned to the Add 4 Tasks screen. Note the Project has populated. Click Search. 5 2/27/2021 -- SPE Confidential 15

Create a Time Sheet – Add Items 6. Check the box next to the applicable task(s) name. 7. Click Add. 6 7 2/27/2021 -- SPE Confidential 16

Create a Time Sheet – Entering and Submitting Time 5) Click Save & Submit 3) View the approval flow 4) Click Save if you want to submit at a later time. 1) The task(s) appear 2) Enter your time 2/27/2021 -- SPE Confidential 17

Demonstration & Exercise Ø Demo & Exercise – – – 2/27/2021 Access PPM Add a task Create a time sheet View approval flow Submit the time sheet -- SPE Confidential 18

Agenda ü ü Ø Ø Ø Objectives Introduction Basic Navigation How to Create & Submit Time Sheets How to Approve/Reject Reporting Overview Appendix 2/27/2021 -- SPE Confidential 19

Approval Process Ø The team leads are set up as the time approvers for their respective teams. Ø When a time sheet is submitted, it is the time approvers’ responsibility to review and approve the task lines. Ø As an approver, you can take the following actions: – Review and “Approve” – Review and “Reject” Ø The status of the timesheets can be viewed by for both approver and submitter (Approved or Rejected). Ø If an approver is unable to approve timesheets because they are out of office and don’t have access to the system, a delegate can be set up to approve the time in their absence 2/27/2021 -- SPE Confidential 20

Search Time Sheets You first need to locate the times sheets that need to be approved. To do so, follow these instructions. 1. From the Menu Bar on the PPM Home Page, select Open > Time Management > Time Sheets > Approve Time. 1 2/27/2021 -- SPE Confidential 21

Search Time Sheet 2. Use any search criteria to find the resource and time sheet you want to approve. For this example, we are going to use Resource. 2 2/27/2021 -- SPE Confidential 22

Search Time Sheet 3. You can also select the Period Type and the Time Period OR Previous Time Periods. 4. Click Search. 5. Time Sheets requiring your approval for the selected period will be displayed. 3 4 5 2/27/2021 -- SPE Confidential 23

Review & Approve 6. Once you have located the time sheets that needs to be approved, you have two options: a. Approve or Reject the time sheet without viewing it. • Click the checkbox next to the resource name. • Click Approve or Reject. The resource name for the selected time period will be removed from the Select Time to Approve section. b. Approve or Reject the time sheet after a detailed review of the task lines. • Click the checkbox next to the resource name. • Click the “Time Period – Time Sheet #” link to open the time sheet. 2/27/2021 -- SPE Confidential 24

Review & Approve The tasks you are able to approve will have a checkbox option next to the Submitted status. • Click the checkboxes next to the Submitted status for the tasks you want to approve and click Approve or Reject NOTE: If any lines are rejected, the resource who entered the time must rework those lines and resubmit them. 2/27/2021 -- SPE Confidential 25

Review & Approve The status of the tasks change to Approved and/or Rejected. • If you reject a task, you can enter a note in the note section to give the resource instructions on how to rework the time sheet. Click Add Notes. 2/27/2021 -- SPE Confidential 26

Approve Time Sheets from the PPM Dashboard Ø You can streamline the approval process by going to Dashboard>Shared>Time Approver Page (SPE – Time Approvers Module). Ø All the time sheets you are required to approve will appear on your dashboard when they have been submitted by a resource(s). 2/27/2021 -- SPE Confidential 27

Demonstration & Exercise Demo – Approve/Reject a time sheet 2/27/2021 -- SPE Confidential 28

Agenda ü ü ü Ø Ø Objectives Introduction Basic Navigation How to Create & Submit Time Sheets How to Approve/Reject Reporting Overview Appendix 2/27/2021 -- SPE Confidential 29

Steps to Reporting • The five main steps to time management reporting: Analyze the Report Run the Report Select Scheduling & O utput Options Define Report Param eters Select Report 2/27/2021 -- SPE Confidential 30

Reports Overview – Steps 1 & 2 1. From the Create menu, select Report. 1 2 2. Select “Time Management” from the Report Category drop down. 2/27/2021 -- SPE Confidential 31

Reports Overview – Step 3 3. You can choose from any of the reports listed. For this example, we are going to use Time Sheet Summary. 3 2/27/2021 -- SPE Confidential 32

Reports Overview – (continued) The next few slides demonstrate how to set the report parameters. 2/27/2021 -- SPE Confidential 33

Reports Overview – Group By 4 – Select Group By using the dropdown feature. Click on Available groups to move into Selected portion of the screen 4 5 5 – Click on 2/27/2021 to verify selections and continue -- SPE Confidential 34

Reports Overview – Period Type 6 – Select Period Type using the dropdown feature. This should always be Weekly. 6 2/27/2021 -- SPE Confidential 35

Reports Overview – Starting Time Period 7 – Select the Starting Time Period Type using the dropdown feature. The correct period will be found on page 6. 7 2/27/2021 -- SPE Confidential 36

Reports Overview – Ending Time Period 8 – Select the Ending Time Period Type using the dropdown feature. The correct period will be found on the last page. 8 2/27/2021 -- SPE Confidential 37

Reports Overview – Work Item Type 9 – Select the Work Item Type using the dropdown feature. • Always use Task. 9 2/27/2021 -- SPE Confidential 38

Reports Overview – Project Name 10 – Select the Project Name using the dropdown feature. • GBS SPE always use GBS Poland SPE Overhead Plan – Time Tracking. • GBS SGTS always use SGTS Overhead Plan – Time Tracking 10 2/27/2021 -- SPE Confidential 39

Reports Overview – Scheduling and Output options 11 – Set the Scheduling and Output Options. a) Run the Report Immediately or b) Specify a Report Run on Date 1) c) Can further indicate if it is to be repeated and when Can specify an individual to receive an e-mail when report is completed 11 a b c 2/27/2021 -- SPE Confidential 40

Reports Overview – Submitting the Report 12. Click Submit when you are ready to run the report. 12 2/27/2021 -- SPE Confidential 41

Reports Overview – Results 13. Once you click Submit, the report results display. 13 40. 00 200. 00 2/27/2021 -- SPE Confidential 42

Agenda ü ü ü Ø Objectives Introduction Basic Navigation How to Create & Submit Time Sheets How to Approve/Reject Reporting Overview Appendix 2/27/2021 -- SPE Confidential 43

SPE Standard List of Tasks by Process (1/2) PTP TCM RTR Vendor Data maintenance Managing Cash Transactions Vendor analysis and admin Accounting Pre/Post-Processing Inventory Maintain, Update and Validate SKUs Fixed Assets Inventory Reconciliation - Interfaces Intercompany Analytical Inventory reconciliation Allocations Perform Month End Activities Balance Sheet Reconciliations Inventory Queries and Training Bank Reconciliations Other (Ad hoc support) Reconciliations - Interfaces Audit Other reconciliations Projects Investments Non-PO invoices Cash Flow PO invoices Purchase Orders analysis and administration Month end reporting Other reporting Automatic Payments Manual Payments Other Month End Activities (Country Specific) Intercompany UAT and PVT AP Queries TCM Queries Month end reporting Audit Weekly reporting UAT and PVT Audit Projects Other GL Validation Other Closing Tasks Cash and Bank UAT and PVT T&E Queries Customer Master Data Contract Maintenance Taxes WHT documentation Maintenance Reporting Revenue Billing/ Invoicing RTR Queries Intercompany billing Audit Invoice distribution Projects Cash allocation Royalties Royalty Statements Contract Maintenance T&E reports/documents processing OTC Compliance & controls Invoice Verification T&E Set-up SKU Journal Entries (Including accruals, provisions, deferrals and prepayments) Reconciliations Collections Journal Entries OTC reporting Royalty Accruals Audit Royalty Queries Projects OTC Queries Audit Projects Audit 2/27/2021 -- SPE Confidential 44

SPE Standard List of Tasks by Process (2/2) Payroll IT Finance Gathering & submission of payroll data to ADP User support – SPE Preparing account assignment and posting documents Workday – Payroll validation reports User support – SGTS Office infrastructure Saving preliminary reports and checking/validating them Server room maintanance Uploading payments VDI maintanace Uploading GL files/dealing with RTR Desktop/Laptop maintanance Ad hoc reports/requests Team management Improvements/changes to the process Audit GBS payroll queries Answering individual employees’ queries Communicating and dealing with HMRC queries Cooperation with ADP Team management Analyzing accounts Concur reports: checking, preparing to pay Preparing payment request, posting bank statements Management (Directors) Reviews and approvals Escalations and issues resolution Team Management meetings & communication Conceptual work Statutory reporting Projects Audit support Mont End Close Management PO preparation and management Home Office reporting Intercompany charges preparation and reporting Team management Finacial Statement preparation Projects/improvements IT trainings CAB and Pre-CAB Taxes Admin Fixed assets analysis and reporting Visitors assistance Correspondence management Conference rooms management Dvd rental office Invoices administeration Employees assistance General facilities management Budget/Forecast preparation EU Grant administration Other Month-end close tasks Invoices review and approval Finance ad-hoc assistance Travel & entertainment management Team management Suppliers relation management Projects VMR & PO creation/updates Projects Management: ISO 14001 & BCP PA assistance to executive director Team management 2/27/2021 -- SPE Confidential 45

SGTS Standard List of Tasks by Process (1/2) 2/27/2021 -- SPE Confidential 46

SGTS Standard List of Tasks by Process (2/2) 2/27/2021 -- SPE Confidential 47

Standard List of Tasks by Process Miscellaneous Tasks Bereavement Budget/admin/Mtg Company Holidays Computer based training Enhancement Pool pending Floating Holiday General Administration General meetings IT Services Program Illness Jury Duty Leave of Absence Manager’s discretion Maternity/Paternity Leave Medical Appointments Pre-Greenlight activity Requirements definition Resource Management System Outage Time tracking plan pending Training Travel Vacation 2/27/2021 -- SPE Confidential 48

Questions & Answers 2/27/2021 -- SPE Confidential 49