EN - Module 1 - Data Entry module

data entry module

15 minutes

module 1

In Module 1, you will develop these skills

Understand the role of a data entry

Know how to enter data correctly from the timesheets of colleagues who do not have access to GTA

Correcting data entry errors on GTA

In your opinion, what are the consequences of a data entry error?

A typing error can have significant consequences in an organisation like ours. Click on the little buttons to find out why.

What do we use this data for?

Every piece of data we capture helps us to understand how time is allocated and used within the organisation.

Click on the bulb to find out more

Let's check your knowledge

QUIZ

In your opinion, who is Data Entry at Action Against Hunger?

Anyone can be a data entry

This role does not exist within Action Against Hunger.

An individual who accurately collects and enters timesheet data

well done!

The Data Entry at Action Against Hunger is an individual who collects and accurately enters timesheet data.

THE PROCESS as data entry

What is the process for registering a timesheet as a data entry?

THE PROCESS as data entry

Click on send month

Correct timesheet not validated by the HR department

Modify and return the TS

Collect the paper or Excel timesheets of people who do not have access to GTA. Then, create a new timesheet from the Data Entry module

how to optimise timesheet entry?

create a timesheet

• Click on "Data Entry" to create a timesheet.
• Click on "Create new TS",
• Choose your employee and you will access the blank online TS template.
• You will be able to enter timetables, tasks and contract codes.

What should I fill in on the timesheet?

For each day worked in the month, you must fill in the following information in the "Activity" section

Click on the button to find out more

You must complete one activity.

The second activity is to be completed if a specific task has been carried out for a particular donor. You will need to fill in the number of hours to be allocated to the relevant budget codes or to "100% ZC".

THE PROCESS for validating timesheets

What is the timesheet validation process?

the Timesheet VALIDATION PROCESS

Who?

The finance department updates the financing plan and shares budget availability by item with the teams.

M-1 month

01

Finance

During the month, each employee or Data Entry fills in their timesheet throughout the month and sends it in by the last day of the month.

Month M

02

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

Employee

M+1 month

03

TS validation

Revision of the TS and validation

Export of a document called "listing for finance" by the finance department

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

Finance

Manager

RH

How can I access the TS archives?

Once all the TS have been validated by the HR department, they appear here:

ZOOM ON the duplicate function

To save time on a daily basis, you can use the "duplicate" function if the employee has had the same working hours every day and has worked on the same contract codes.

How do you correct a data entry error?

I made a typing error for a member of my team... I made a mistake between sick leave and paid leave.

correct an error as a data entry

To correct your error, go back to your "Data Entry" module and you will see "TS to control" if it has been rejected by HR.

correct an error as a data entry

1. Simply change the type of absence to be declared, then 2. Click on "Send the month".

entering timesheets

Declare all TS as 100% ZC (timeshare code)

Please note, Windy, that I've also noticed another input error: this position is part of a programme and must not be assigned to a ZC (timeshare code), otherwise it will be ineligible.

Programme HR cannot be allocated to ZC.

who can be charged to ZC?

how do I declare a 100% ZC Timesheet?

I'm sharing with you a tip that will save your team members a considerable amount of time and is applicable to the HR general support category.

Let's recap

Time to take stock of this module

QUIZ

What is 100%ZC in the context of GTA?

This box should only be ticked for TS for general services employees (caretakers, drivers, maintenance staff) not dedicated to a specific project.

This is the percentage of time that each employee must devote to office work.

This is the acceptable percentage of input errors in GTA.

well done!

100% ZC means that the employee's assignment is 100% shared cost on all available donor contracts.

Conclusion of the module

I remember

General Services staff (caretakers, drivers, maintenance staff) in GTA, who are not specifically dedicated to a project, will always be 100% ZC code.

To ensure that everything runs smoothly, you need to respect a certain timetable. For example, the timesheet must be recorded and submitted by the 5th of the month for validation by HR.

well done!

On to module 2: Optimising HR monitoring

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