2.2 Release Note
This document describes new features and changes in OCS Self Service since version 2.1. Additionally, the document also contains information related to methods and configuration that are essential in implementing the OCS HR Expense App.
The OCS HR Expense App is available for download from the Apple App store and Google Play..
Please note that in order to use this version, OCS HR 20.00 or a later version must be installed!
Expiration date and uploading documents
In OCS HR it is now possible to specify a validity period on a group of documents. The validity period then applies to all documents associated with the specific group of documents.
If during the validity period no one has reviewed the document and it has expired, it will change its status from "Complete" to "Not finished", and the checkmark will disappear from the checkbox.
While updating the date when the document was latest reviewed, "Valid to" will change according to the given validity period.
In addition to the existing document, you may also upload an individual file called "Document", which is connected to each individual employee. Please note that changing the reviewed date creates an historical record, and the linked document will be moved to the historical archive. Therefore the date has to be changed before attaching a document, if these are to be linked together.
Task list (Search function)
In the task list (Search for Tasks), it is now possible to search for tasks with attachment related to workflows with type travel expenses or other expenses. Tick off the checkbox if you wish to see only tasks with attachments. Please note that the checkbox only appears when choosing a type of workflow from the task list.
Stripping of HTML-codes by sending e-mail.
A parameter was added in the previous version which then segregates the HTML codes from text when sending email. If needed, one can enter the following parameter in the web configuration.
<add key="removeHTML" value="True" />
This parameter should be used if the mail server does not send formatted e-mails, and one gets the codes in HTML mail.
Customized color coding has been implemented in OCS HR version 20.00, and are now also taken into consideration in Self Service. A description on each color coding appears when clicking upon the question mark behind "View Competence".
Organizational chart – Hide department from chart
A new column has been added to "Department", making it possible to hide a department from the organization chart. The editing of this column is possible in OCS HR 20.01. As before, when making a change in the hierarchy order, remember to disable all underlying departments in case the departments you want to hide belong to an superior department. This column will not affect access or departmental approval of hours.
Departments are now sorted by department numbers.
In earlier versions, long job descriptions resulted in a misaligned employee photo. To accommodate this, the job description will now appear above the employee photo.
Workflow statuses that are inactive will be hidden while choosing the alternatives of workflows.
Please ensure that no workflows are linked to the workflow status when choosing to deactivate any of the workflows.
Several changes are made to hour registration and time approval in Self Service version 2.2.
Pin favorite projects
Functionality to remember favorite projects has been added in the new version. The functionality can be found in the page «Hours per week» and in the general page for selecting projects.
Hours per week
If you have different projects you often use for approving hours, you may pin the projects, and they will automatically show onwards.
By clicking on the pin, it changes from horizontal black to highlighted blue. The selected projects will be included and shown every week until the project is unpinned. Furthermore, the projects will be displayed with the compensation type set as standard for the contract. Favorite Projects are connected to each individual employee.
If the functionality to bring forward projects from last week is already in use, the new functionality will come in addition to this.
Selection of Projects
In the window used for selecting projects for hours, travel, reports etc., it is now possible to favor projects that are frequently used, position them in priority order, and make them easier to find when searching for a project. This functionality is connected to each individual user, and will only show for the user who has pinned the projects.
Functionality to conduct a search based on free text has also been added.
Hours per week
The sum of hours per compensation type can now be viewed in "Hours per week".
Arrows have been added to navigate back and forth in the timesheet window. These are available if predefined periods are used.
Blocked accounting of hours towards terminated departments
If this function is activated, you will block the possibility to register accounting hours on deactivated departments.
Modules | Setup | Properties:
'Allowed to use closed Department
T/F (Standard T). The function is standard today, allow accounting for deactivated departments.
Time Approval has been divided into two different folders, where the first folder is a Time view of hours, divided by project and compensation type. The second folder is Hour details, showing the hours like in the previous version, line by line.
The functionality is activated/deactivated by providing a user group access to:
Function = USE_TIMEVIEW_FOR_HOURAPPROVAL
It is therefore possible to enable/disable this functionality for each user group. When approving in the timeline view, all hours within a given period will be approved, as opposed to when approving lines one by one. In order to revoke hours or approve individual lines, Hours details must be used. This folder has exactly the same function as before. When working in Time view, the default set-up is that both approved and not approved hours are displayed for the given period, in order to present a total overview.
In Hour details, one must, as before, work with "unapproved hours" in order to approve hours or revoke lines. It is possible to save the search filters used in "Approve Hours" (not dates), same as for other search windows. A double reverse arrow has been added to the view. This makes it possible to return to the previous employee with hours for approval. The ability to restrict employees per contract in the approval window has also been added. The least used search criteria's will automatically be hidden, but can be displayed by implementing the following setup parameters:
Modules | Setup | Properties:
Input period approve hours
Choose standard input period for viewing approve hours. Valid values are WEEK, MONTH, TWOWEEK or any day of the month. If you set an arbitrary day, it will be the moth that is the period, but the start is the same as the arbitrary day.
Input period approve hours offset
If one wants the period you approve to be the day before or after today's date, we set an offset. E.g. if you have a monthly display in the period, but want to work in the previous moth as a standard setup, specify /1 as offset.
Only approve first level manager
T/F. If the approvers are the ones that should approve.
The timeline view displays by default both approved and not approved hours based upon approver role. Approved hours on the selected role appear green. If there are both approved, as well as not approved hours within the same compensation type, they will appear yellow. By hovering the cursor over the current column, you get an overview of the total number of hours approved. If the previous approver did not approve the hours, the hours will not appear at all, until they are approved on the first level. Example: If a manager is to approve hours for an employee, but the employee has not approved his hours, the manager will not be able to see the hours until the employee has approved these.
When approving hours, all unapproved hours for the given period will be approved once confirmed. The approving period can be longer or shorter than the period that is currently displayed. Default is that the periods follow each other.
Once approved, a message will appear informing the number of individual lines you have approved. If the employee have any unapproved hours in previous periods, information marked in red will appear with the total amount of hours.
When all hours are approved, the information line turns blue.
Transfer hours to the New Year
A new feature has been developed to transfer hours to the next year. The values in the time balance and hour bank are accumulated values, which disappear when entering the next year. If the hours are to be transferred, this can be done manually by registering hours on the given compensation type, when one has entered the next year.
To facilitate this, a function is made to show the balance in the given year, including fields where one may fill in the hours that are to be transferred to next year. This function works the same way as manual transmission, by entering hours to configurable compensation types. Hours are locked for editing from elsewhere than this window. Hours are created on 01.01 in the year they are moved to. Hours to be paid out are determined on 31.12 in the year they are moved from.
The function is available in the menu under "Admin HR", however, is set as inactive and must be enabled in the menu admin. The access is controlled by providing read / write access to the function with ID = HOURBANKYEAREND.ASPX / Transfer hours to a new year.
Before using this function, the compensation types to be used for the transfer/payment must be set. It is recommended to create compensation types for the specific purpose.
The following parameters must be set up before the function can be used, if they have not been set already:
Modules | Setup | Properties:
A = Activity, E=Employment
A = Activity, E=Employment
When creating new time lines, positions and project must be specified. For the function to work, the values above have to be defined, in order to know where to retrieve the position and project from. A time accounting activity must also be in place for the dates on which new hours are to be created.
When new time lines are being created, the hours will be locked, and marked as imported from = «YEAREND»
The function will need the following parameter set up to know which timelines to create.
Modules | Setup | Properties, actions setup of system variables:
Year end compensation types
NextYear: Compensation code for the new year,
NextYear: TRFNEXT, NextYearText: Transfered from previous year, Bank:BANK, BankText: Transfer to bank, Pay:PAY, PayText:Paid out
The whole setup is done in "value", and is created by using semicolons and commas as separators.
Compensation types must be created with the following AML – rules:
Transferred balances from previous year.
Normal hours (AML rule= 1)
Transferred hour bank from previous year
Extra time (AML rule = 6)
Other (AML rule = 4)
In addition, PAY must be linked to a pay element which transfer hours to wages.
When the setup is done, you can search for the employee in windows with standard search function. Choose the year you want to transfer hours to. The calculations are done in the previous year. In addition, one can disregard hours that are already approved.
The search results will give you all the current employees, but those who do not meet the requirements for the transfer, will not be available for editing. The requirement for making changes, is to have the possibility to find project and position for the employee. A activity for time registration must be present on the 31.12 in the present year, and 01.01 in the year to transfer to. The hours must not already be approved.
Dersom man ønsker å godkjenne en linje, gjør man det ved å merke den linjen man ønsker å godkjenne, og trykke Lagre. Dersom man ønsker å godkjenne 1 eller flere linjer, krysser man av i godkjent kolonnen og trykker Lagre. Dersom man er ferdig med alle linjer kan man trykke Godkjenne alle. Da blir alle ikke godkjente linjer godkjente. Saldo blir påvirket så snart man trykker lagre.
If one wishes to approve a line, it is done by marking the line one wishes to approve and click on save. If one or more lines are to be approved, tick off one of the approved column and click on save. If one is finished with all the lines, one can click "Approve all". This way all the not approved lines becomes approved. The balance will be changed upon saving.
Important! Menus and texts in used for travel expenses have been renamed.
The reason is to distinguish travel from expenses and vehicle log book. Vehicle log book will be released in a later version of OCS Self Service, do not use this type before implemented in Self Service. The previous option in the menu called Travel is now renamed to Expense. Remember to send out information regarding the change, before having the upgrade done. When making a new expense one decides whether it is a travel or an expense.
Expense as a separate form
A travel expense is also used for reimbursement of expenses. There is no need for an itinerary, diet, and vehicle allowance. To avoid having to deal with these sections, it is possible to specify the travel type if it is a travel expense or an expense. The change is done in OCS HR, Basic data Travel Travel type. Travel is set as default. All existing travels will state travel, to not lose any sections.
When the menu is changed, the user gets to choose Travel or Expense when New expense is opted.
It is now possible to have separate workflows on an expense. To use this option, one have to create a workflow that uses workflow module = 'Workflow expense report'. Workflow for travel use workflow module = 'Workflow travel expense' as earlier. If this is not defined, the workflow will be defined based on the travel expense and expense.
Generate a message if a currency is changed more than value x-%
2 new parameters have been created, these may be used if the employees have the availability to change the exchange rates themselves. During saving a deviation check is automatically done related to the current exchange rate.
E.g. If the currency USD --> NOK = 8,34 and the user enters 9,1 there will be a deviation of 9,5 percent.If the parameter alert is set to = 5% and the parameter for blocking is set to = 7%, a deviation on 9,5% will be more than what is permitted, and it will not be possible to save the data.
If the difference had been e.g. 6,5% a notice will appear to inform that the deviation is significant, but one would still be able to save.
Modules | Setup | Properties
ExchangeRate - BlockLevel
Level in percentage where you tell that the exchange rate differs too much compared to the saved rate, and that saving is not an option. Decimals are stated as .(period).
ExchangeRate – WarnLevel
Level in percentage where a notice let you know that the exchange rate differs too much compared to the saved rate. Decimals are stated as .(period).
The notifications applies to both positive and negative deviations.
Travel – Multiple travel expenses in the same period
When approving travel expenses, it can be difficult to know if the employee already have submitted the travel expense for the same/similar period. If an employee have multiple travel expenses submitted within the same period, a yellow exclamation point will show in the approval window.
When you click on the exclamation mark, it displays the travels, with the date, sum, and it is also possible to open the travel expenses for display.
Tax on milage allowance
As a result of the government's budget agreement with cooperating parties, tax on mileage allowance is expected to be above 3.80 NOK from next year. This version of Self Service has taken this change into account, however, one will need OCS-HR version 20.02 to be installed to set the tax-free part and indicate the pay element that is to be used for the taxable part.
Further explanation regarding this is explained in details in the release notes for OCS HR version 20.02.
Travel expense App for Android and iPhone
For this version we release the first version of an App that can be used on phones with Android (HTC, Nokia, Samsung, etc.) and phones with IOS (iPhone) operating system.The first version of the App will be counted as a beta and is available in Google Play and iTunes / App Store.
Any further updates will be released as required. The app is launched under the name OCS HR Expense.
OCS HR Expense (Travel Expense App) is integrated with Self Service, and will import data for travel expenses. A precondition is that the Travel Expense module is configured and installed. The App communicates with a Web Service which is installed together with Self Service. The Web Service will be installed in this version of Self Service. This also requires that the Web Service is made available on the internet, and secured by https. This setup must be in place before one can use the travel expense App. Please contact OCS HR Consultant department for assistance and recommendations regarding the layout if this is not done already.
To activate the use of the App
For Self Service to know that the Travel Expense App is in use, one must set-up the system with the following parameters.
Modules | Setup | Properties, Action Setup system variables.
OCS Expense App enabled
OCS Expense API Url
Enter the URL to login to Self Service. This is only relevant if there is a different internal and external address. If you only have an external address to deal with, it will retrieve correctly when configuring the Travel Expense App
Icon for expense types
To present a graphic view, and to make it easier for the user to choose the expense type, the possibility to link the expenses to icons have been created. The functionality has been added in Self Service under Admin Basic Data Expense Items. All existing expenses will be listed, and one gets to choose applications per line. All the expenses should have an icon in the App is to be used.
Click icon to choose
Set up of the App
Once the App is downloaded form Play / App Store, a set-up has to be done for it to know which server it is working towards.
This is done by opening the Profile-page in Self Service. If the setup has been done for using the App, it will appear a new section, were one can insert the password and the settings from a QR code.
From the App, a click on the «Read settings from QR code", allowing the App to have access to your camera, and read the code by centering the QR code in the camera. One can also choose to write the URL to OCS Self Service in the app.
One must save and have a connection with Web Service to continue further form this step. If this is done correctly, the login page for the App will appear. This is where you log on with you username and app password.
Use the App
Functionality added in the first version of the App is:
- Secure login and user identification
- Display of all data related to existing travel expenses
- Registration of expenses connected to travel which is in progress or not connected to any travel yet with the ability to link expense later to a travel.
- Take scaled photos whit the camera
- Online / Offline functionality
New travels are created in Self Service. The workflow, and associated control is preliminary only possible to administrate in Self Service.
The focus in the first version is expenses and to see the travel details.
Unlinked expenses (In Self Service)
If one has registered an independent (unconnected) expense, it is possible to link it to a travel that is under construction by clicking on in the section for expenses. There is option to check off the boxes and bring the expenses over to the travel.
Functionality for allowing employees to sign up for courses by themselves has been implemented from ESS – Competence requirements. This option comes to full use only when version 20.01 or later of OCS HR is installed.
For making this functionality available, access must be given in Groups accesses, function type WEBFUNC: COURSE_REQUESTS.
When this is activated, an icon will display for each line, on which the employee can click and sign up for a course. If the employee already has signed up for a course, the icon will disappear for the relevant competence.
Depending on which integrations the company is using, currently there are 3 different ways of assigning to a / request a course.
Courses provided by an e-learning vendor may be signed up to directly.
When clicking on the icon
, a list over e-learning courses that gives the required competence will display.
By clicking enroll, the employee will automatically be enrolled to the course, and a link to the e-learning course is immediately available on the line.
Class room courses
If the course is a class room course, a list over actual courses, places and dates will be displayed. The employee can decide himself which of the courses he/she will sign up for. Current and future activities are shown, helping the employee to decide on the most appropriate option.
Click next after selecting course. The list can be sorted. .
When a course is selected, the employee can add information useful for the course coordinator. The course coordinator can then perform a mass enrollment from OCS HR. The help text on the right side in the window can be adapted to the company's requirements for comments and description. The information typed here will be visible to course coordinator when booking courses and travel.
Courses not covered by course provider
If an employee has an expiring competence which not covered by the course provider in the integration, the system provides a manual signup option.
This will create a manual entry, in addition to an e-mail sent to the receivers as defined in Notify – Set-up, with the mail type "Course request".
The recipient will receive an e-mail containing current competence if any, and the comment the employee wrote.
Existing course requests/bookings
In the window ESS – Competence a listing of existing course requests and bookings have been added. The rule set for what is displayed in the list is as follows:
- Pending requests will display until processed.
- Enrolled class room courses / course activities generated from e-mail requests will display in the list until the date for the course activity has passed.
- Enrolled e-learning courses will display until the course is either completed by the employee or the course is outdated.
- Requests will display in the list for 5 days after last change.
If there exists a request for a competence type for the employee, it will not be possible to create a new one until the previous request has disappeared from the request list. This does however not apply for requests with statuses rejected, rejected due to no availability and deleted. Requests for competence types with these statuses may be entered anew immediately. These will nevertheless display in the list 5 days after last alteration.
The employee may himself delete a request by using the delete button on the right side in the list. Status for the request will in this case be changed to deleting or deleted, depending on if actual cancellation/deletion must be made against course vendor. If status is deleting, the request if locked until cancellation/deletion has been performed, whereupon status will be set to delete. It is not possible to delete enrollments to e-learning courses.
If it has been included comments from management of a request, a yellow icon will display behind status. The comment can be read by hovering the mouse pointer above the icon.
Holiday balance in hour registration
Rounding off decimal numbers of holiday balance was truncated instead of standard method. This has now been corrected.
This window lacked standard page break control. This has now been corrected.
Pre-defined list in competence matrix
The window failed in the case where a pre-defined list contained a reference to a competence which no longer existed or had been deactivated. The window also failed if there was a discontinuous numbering on a pre-defined list. This has now been corrected.
Holiday balance view
The view of holiday balance under Activity request was concealed on small screens. This was resolved by putting the table in a separate pop-up window.
Tasks – quick-list
If the quick-list contained invalid workflows, the list would not display. An example of this is a travel workflow not linked to a travel. This has now been corrected.
Hours – Copy period
When copying hours to a new period, where there already existed hours, no message was returned from the server. The only information available was "Server error". This has now been corrected, providing the real error message.
Company independent logo
If utilizing users not connected to an employment, the introduction of company independent logos led to reports not displaying. This has been corrected. In addition, in reports where one may choose company, logo will be based on the company searched on. In version 2.1 logo was displayed depending on the company where the user was employed.
Net expenses in sum travel expense report
The field for net expenses was missing in one kind of view of sum expenses. This has now been corrected.
Headlines in accounting travel expense PDF
The headlines in the report did not take into consideration customer specified texts. This has now been corrected.
Calculation of daily allowance
Various changes have been made in calculation of suggested allowance based on travel route. The changes are related to whether the employee should be deducted for breakfast or not, when selecting overnight stay with breakfast.
Corrections ver. 2.2.1
Some small corrections have been done, and it has been necessary to release version 2.1.1
Open existing Expense
If you have started to use the functionality that was introduced in 2.2 to split between travel and expenses, traveling type shows that you do not have access. This has no direct impact on the rest of the registration, but to avoid confusion, it has been fixed.
Print to excel from Competence requirement
Print to Excel from Show Competence did not work after adapting the new color scheme.
Show completed percent in Show training (Ojt)
The total percent in Show training was incorrect, if training was already reviewed.