Extended TimeCard
Recommendation, 2006 Feb 28
Editors:
Kim Bartkus, HR-XML Consortium
Kathi Dolan, Manpower
Gail Bubsey, Kelly Services
Tara Ryan, Adecco
Barbara Johnson, Adecco
Contributors:
Bruno Alcotte (Manpower), Ian Anson (Vedior), Rémy Bailly (Randstad), Kim Bartkus (HR-XML Consortium), Yves Berdah (VidiorBis), PJ Brunyks (Randstadt), Gail Bubsey (Kelly Services ), Georges Chaboud (Adia), John DeRoche (Manpower), Kathi Dolan (Manpower), Serguei Dounaevetski (Manpower), Keith Ensroth (Kelly Services), Anne-Cécile Fénech (Adecco), Barbara Johnson (Adecco), Paul Kiel (HR-XML Consortium), Ronald Kruegel (Adecco), Jonathon Mack (Adecco), Magali Munoz (Manpower), Doug Prittie (Manpower), Nicolas Poujols (Kelly Services), Tara Ryan (Adecco), Don Simonson (Robert Half International), Steven Huang (Staffing Industry Sponsors), Barbara Theissen (Manpower), Jean-Philippe Umber (Adecco), Morgan Vernoux (Adecco)
Copyright statement
©2006 HR-XML. All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. .
Abstract
The HR-XML SIDES Workgroup has produced 7 major schemas and several reusable modules to allow for transmission of Staffing Industry information between trading partners. This document describes the TimeCardAdditionalData schema, its expected usage, and the business processes meant to be supported.
Status of this Document
The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT", "SHOULD", "SHOULD NOT", "RECOMMENDED", "MAY", and "OPTIONAL" in this document are to be interpreted as described in RFC 2119.
Table of Contents
3 Extensions for Use with SIDES
5 Implementation Considerations
6 Appendix A - Document Version History
7 Appendix B – Related Documents
8 Appendix C - Reference Examples
1 Overview
A detailed analysis of the Sides 1.0 modules and Cross Process Objects was conducted by a coalition of Staffing Companies in France. The purpose of the analysis was to take a regional implementation perspective and to evaluate how closely the global specifications met localized requirements. Module by module feedback was documented and requests for additions or cardinality changes were structured based on the need for backward compatibility.
These feedback documents were sent to the global Sides development team for evaluation of the applicability of the requested changes. If a requested change could be used in more than one country, then it was considered to be eligible for the global specification. It was found that at least 90% of what was requested by the French team was indeed, more widely applicable and so formed the basis of this Sides 1.1 release. The elements and/or attributes that were only applicable in France, will be documented locally and handled through HR-XML’s localization architecture.
Below is a summary of changes along with the original Sides 1.0 base information for the Time Card Additional Data module.
1.1 Objective
SIDES 1.1 will use the HR-XML Timecard 2.1 schema, which supports extensions as described in section 3 (Extensions for Use with SIDES). The objective of the TimeCard 2.1 schema is:
"… to provide a simple definition of the elements required to report time worked and expenses incurred. Future versions are expected to allow for more sophisticated definition of tasks and expenses, however, this initial definition is flexible enough to handle typical ways that time worked is expressed, plus a simple format for the representation of expenses.
Time worked is typically expressed in the following ways:
- Time Events – Defined as a timestamp that marks the occurrence of a particular event. (e.g. 8am began working)
- Time Intervals – Defined as an expression of time to be paid or billed at a particular rate on a specific date during which a particular type of work was done. The time might be expressed as a total quantity, for example, on 7/1/01 worked 4 hours at 20.00 USD, regular, billable-hours on Project A. Or time could be expressed as an interval, for example 8am to 1pm, during which a particular activity took place.
· Expenses Incurred – Defined as a reimbursable amount incurred while working on assignment or project. Includes date, value and currency indicator and additional data (e.g. On 7/1/01 incurred 25.00 USD Non-Billable Meal Expense)."
This release reflects the Sides 1.1 updates to the ReferenceInformation and CustomerReportingRequirements modules. See SIDESReusableModules (Appendix B – Related Documents) for details on the CustomerReportingRequirements changes.
1.2 Scope
1.2.1 Items within Scope
1.2.2 Additions and Changes
|
Element path/name |
Details |
|
Add new component |
2 Business Process
The Time Capture business process shown below is meant to generically capture the concept of a web-based time capture system. In the example, it shows how a third party would do this. However, Time Capture may be done at the staffing customers site, for example through a personal computer, a shop floor kiosk or HR-XML enabled time clock, by IVR telephone which provides an HR-XML feed to a back-office system. Such systems, which gather time from various sources, usually involve process approvals from the staffing customer then transfer the time records to a staffing supplier’s back office system for payroll and invoice processing.
In the example the following steps are performed:
· The web-based application is given sufficient information about an assignment to make a screen based “time card” available to the appropriate party – usually the staffing resource, but also the staffing supplier or staffing customer, could fill out a time card, depending on the particulars of the assignment.
· Once the time card has been created it is submitted to the staffing customer for approval and from there, in its approved form to the staffing supplier. However, the staffing supplier may require unapproved time-card data as there may exist a requirement to satisfy its wage and hour law obligations whether or not the staffing customer approval process takes place in a timely manner.
·
There is the possibility of an exchange of data between the
staffing customer and staffing supplier – perhaps a request for more
information about a particular staffing resource’s hours worked or
expenses claimed.
After approval has occurred, the time record is now sent to the staffing supplier. In the example below, it is accompanied by the SYNC verb as part of the messaging format. If done in this way and in a timely manner, this approved record could overwrite the previous, unapproved version and payroll and invoicing processing can proceed as usual.
3 Extensions for Use with SIDES
The TimeCardAdditionaData schema declares the SIDES-specific elements that are included in the TimeCard schema via the <AdditionalData> ANY element. For consistency throughout an entire SIDES process implementation, it is important that these extensions are used. Further details are available in the Staffing Invoice document (See StaffingInvoice Appendix B – Related Documents). The following modules are included within the TimeCardAdditionalData schema:
· ReferenceInformation - much of the SIDES data exchange depends upon the trading and tracking of various IDs. This module allows the use of any or all of the defined IDs without introducing the confusion of inconsistent element names. Currently defined IDs are:
· OrderId
· PositionId
· IntermediaryId
· StaffingSupplierId
· StaffingCustomerId
· MasterOrderId
· HumanResourceId
· AssignmentId
· DocumentId
· Use of the CustomerReportingRequirements module.
4 Schema Design
4.1 Schema Diagram
High level diagrams for the TimeCard and the full StaffingAdditionalData schema are shown below. See SIDESReusableModules (Appendix B – Related Documents) for details on the CustomerReportingRequirements module.
4.2 Data Dictionary
|
Elements and Attributes [Global types listed alphabetically in following table.] |
ContentModel* |
Definition |
|
/ |
CustomerReportingRequirements - [see include/import] - S
(1/1) |
Contains SIDES related identifiers
relating to the time card. |
|
/ StaffingAdditionalData/ |
OrderId - EntityIdType - (see
ReferenceInformation group occurrence) |
Contains reference information (a group of id's) regarding other business entities or transactions. |
|
/ StaffingAdditionalData/
ReferenceInformation/ |
- EntityIdType - (see ReferenceInformation group occurrence) |
Unique identifier for a staffing order. |
|
/ StaffingAdditionalData/
ReferenceInformation/ |
- EntityIdType - (see ReferenceInformation group occurrence) |
Reference to a uniquely identifiable position. |
|
/ StaffingAdditionalData/
ReferenceInformation/ |
- EntityIdType - (see ReferenceInformation group occurrence) |
Unique identifier for a Vendor Management System or 3rd party responsible for staffing management |
|
/ StaffingAdditionalData/
ReferenceInformation/ |
- EntityIdType - (see ReferenceInformation group occurrence) |
Unique id used to identify the staffing supplier. |
|
/ StaffingAdditionalData/
ReferenceInformation/ |
- EntityIdType - (see ReferenceInformation group occurrence) |
Unique id used to identify the staffing customer. |
|
/ StaffingAdditionalData/
ReferenceInformation/ |
- EntityIdType - (see ReferenceInformation group occurrence) |
Reference to a master order or project. Used to link multiple orders. |
|
/ StaffingAdditionalData/
ReferenceInformation/ |
- EntityIdType - (see ReferenceInformation group occurrence) |
Reference to a specific HumanResource. |
|
/ StaffingAdditionalData/
ReferenceInformation/ |
- EntityIdType - (see ReferenceInformation group occurrence) |
Identifier of the assignment
eventually agreed to by the trading partners. |
|
/ StaffingAdditionalData/
ReferenceInformation/ |
- EntityIdType - (see ReferenceInformation group occurrence) |
A unique identifier for a particular document. [Contextual: A unique identifier for a contract governance and compliance agreement between a customer and their supplier.] |
|
/ StaffingAdditionalData/ |
OrderId - EntityIdType - (see
ReferenceInformation group occurrence) |
Contains reference information (a group of id's) regarding other business entities or transactions. |
|
/ StaffingAdditionalData/
ReferenceInformation/ |
- EntityIdType - (see ReferenceInformation group occurrence) |
Unique identifier for a staffing order. |
|
/ StaffingAdditionalData/
ReferenceInformation/ |
- EntityIdType - (see ReferenceInformation group occurrence) |
Reference to a uniquely identifiable position. |
|
/ StaffingAdditionalData/
ReferenceInformation/ |
- EntityIdType - (see ReferenceInformation group occurrence) |
Unique identifier for a Vendor Management System or 3rd party responsible for staffing management |
|
/ StaffingAdditionalData/
ReferenceInformation/ |
- EntityIdType - (see ReferenceInformation group occurrence) |
Unique id used to identify the staffing supplier. |
|
/ StaffingAdditionalData/
ReferenceInformation/ |
- EntityIdType - (see ReferenceInformation group occurrence) |
Unique id used to identify the staffing customer. |
|
/ StaffingAdditionalData/
ReferenceInformation/ |
- EntityIdType - (see ReferenceInformation group occurrence) |
Reference to a master order or project. Used to link multiple orders. |
|
/ StaffingAdditionalData/
ReferenceInformation/ |
- EntityIdType - (see ReferenceInformation group occurrence) |
Reference to a specific HumanResource. |
|
/ StaffingAdditionalData/
ReferenceInformation/ |
- EntityIdType - (see ReferenceInformation group occurrence) |
Identifier of the assignment
eventually agreed to by the trading partners. |
|
/ StaffingAdditionalData/
ReferenceInformation/ |
- EntityIdType - (see ReferenceInformation group occurrence) |
A unique identifier for a contract governance and compliance agreement between a customer and their supplier. |
5 Implementation Considerations
5.1 Data Privacy
Human resources data, by its very nature, is personal data. The laws of many jurisdictions as well as codes of fair information practice require organizations to handle personal data in a way that protects individuals from loss of privacy.
The data exchange specifications developed by the HR-XML Consortium are designed to be useful across many jurisdictions and within a variety of business contexts. It is not feasible for the HR-XML Consortium to develop specific privacy guidance for every jurisdiction or business context in which the Consortium's specifications might be implemented. When implementing data exchanges using the HR-XML Consortium's data definitions (or, for that matter, using any other type of data exchange mechanism), organizations are advised to examine the privacy protections that may be required under applicable law and codes of fair information practice.
For information on protecting personal data, general references include: European Union Data Protection Directive (95/46/EC); the Association Computing Machinery Code of Ethics (1992); Canadian Standards Association Model Code for the Protection of Personal Information (1995 – PIPEDA); and U.S.-EU Safe Harbor Principles and FAQs (2000).
6 Appendix A - Document Version History
|
Date |
Description |
|
2004-Mar-04 |
Initial Draft |
|
2004-Apr-08 |
Updated diagrams, definitions, example, minor wording. |
|
2004-Jun-09 |
Updated document id definition. |
|
2004-Aug-02 |
Approved by membership. |
|
2006-Feb-28 |
Approved by Consortium |
7 Appendix B – Related Documents
8 Appendix C - Reference Examples
<TimeCard xmlns="http://ns.hr-xml.org/2006-02-28" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xsi:schemaLocation="http://ns.hr-xml.org/2006-02-28
../SIDES/TimeCardAdditionalData.xsd">
<ReportedResource>
<Person>
<PersonName>
<FormattedName type="presentation">String</FormattedName>
<LegalName>String</LegalName>
<GivenName>String</GivenName>
<PreferredGivenName>String</PreferredGivenName>
<MiddleName>String</MiddleName>
<FamilyName primary="undefined" prefix="String">String</FamilyName>
<Affix type="academicGrade">String</Affix>
</PersonName>
</Person>
</ReportedResource>
<ReportedTime status="Raw">
<PeriodStartDate>1967-08-13</PeriodStartDate>
<PeriodEndDate>1967-08-13</PeriodEndDate>
<ReportedPersonAssignment/>
<TimeInterval type="String" dayAssignment="current" billable="1">
<StartDateTime>2002-02-02</StartDateTime>
<EndDateTime>2002-02-02</EndDateTime>
<Duration>P1Y2M3DT10H30M</Duration>
<PieceWork>
<Piece>
<Id>
<IdValue>String</IdValue>
</Id>
<PieceValue>String</PieceValue>
</Piece>
<Quantity unitOfMeasure="String">3.14159265358979</Quantity>
</PieceWork>
<RateOrAmount currency="AAA" type="String" period="NotApplicable">3.14159265358979</RateOrAmount>
<AdditionalData>
<CustomerReportingRequirements>
<ManagerName>String</ManagerName>
<SupervisorName>String</SupervisorName>
<ContactName>String</ContactName>
<PurchaseOrderNumber>String</PurchaseOrderNumber>
<DepartmentCode>String</DepartmentCode>
<DepartmentName>String</DepartmentName>
<LocationCode>String</LocationCode>
<LocationName>String</LocationName>
<CostCenterCode>String</CostCenterCode>
<CostCenterName>String</CostCenterName>
<CustomerJobCode>String</CustomerJobCode>
<CustomerJobDescription>String</CustomerJobDescription>
<AccountCode>String</AccountCode>
<ProjectCode>String</ProjectCode>
<ExternalOrderNumber>String</ExternalOrderNumber>
<ExternalReqNumber>String</ExternalReqNumber>
<Entity>String</Entity>
<SubEntity>String</SubEntity>
<Shift>String</Shift>
<CustomerReferenceNumber>String</CustomerReferenceNumber>
<AdditionalRequirement requirementTitle="String">String</AdditionalRequirement>
</CustomerReportingRequirements>
</AdditionalData>
<ApprovalInfo approverType="String">
<Person>
<PersonName>
<FormattedName type="presentation">String</FormattedName>
<LegalName>String</LegalName>
<GivenName>String</GivenName>
<PreferredGivenName>String</PreferredGivenName>
<MiddleName>String</MiddleName>
<FamilyName primary="undefined" prefix="String">String</FamilyName>
<Affix type="academicGrade">String</Affix>
</PersonName>
</Person>
<ApprovedDateTime>2002-02-02</ApprovedDateTime>
<Comment>String</Comment>
</ApprovalInfo>
<Comment>String</Comment>
</TimeInterval>
<AdditionalData>
<CustomerReportingRequirements>
<ManagerName>String</ManagerName>
<SupervisorName>String</SupervisorName>
<ContactName>String</ContactName>
<PurchaseOrderNumber>String</PurchaseOrderNumber>
<DepartmentCode>String</DepartmentCode>
<DepartmentName>String</DepartmentName>
<LocationCode>String</LocationCode>
<LocationName>String</LocationName>
<CostCenterCode>String</CostCenterCode>
<CostCenterName>String</CostCenterName>
<CustomerJobCode>String</CustomerJobCode>
<CustomerJobDescription>String</CustomerJobDescription>
<AccountCode>String</AccountCode>
<ProjectCode>String</ProjectCode>
<ExternalOrderNumber>String</ExternalOrderNumber>
<ExternalReqNumber>String</ExternalReqNumber>
<Entity>String</Entity>
<SubEntity>String</SubEntity>
<Shift>String</Shift>
<CustomerReferenceNumber>String</CustomerReferenceNumber>
<AdditionalRequirement requirementTitle="String">String</AdditionalRequirement>
</CustomerReportingRequirements>
</AdditionalData>
<ApprovalInfo approverType="String">
<Person>
<PersonName>
<FormattedName type="presentation">String</FormattedName>
<LegalName>String</LegalName>
<GivenName>String</GivenName>
<PreferredGivenName>String</PreferredGivenName>
<MiddleName>String</MiddleName>
<FamilyName primary="undefined" prefix="String">String</FamilyName>
<Affix type="academicGrade">String</Affix>
</PersonName>
</Person>
<ApprovedDateTime>2002-02-02</ApprovedDateTime>
<Comment>String</Comment>
</ApprovalInfo>
</ReportedTime>
<SubmitterInfo>
<Person>
<PersonName>
<FormattedName type="presentation">String</FormattedName>
<LegalName>String</LegalName>
<GivenName>String</GivenName>
<PreferredGivenName>String</PreferredGivenName>
<MiddleName>String</MiddleName>
<FamilyName primary="undefined" prefix="String">String</FamilyName>
<Affix type="academicGrade">String</Affix>
</PersonName>
</Person>
<Source>String</Source>
<SubmittedDateTime>2002-02-02</SubmittedDateTime>
</SubmitterInfo>
<ApprovalInfo approverType="String">
<Person>
<PersonName>
<FormattedName type="presentation">String</FormattedName>
<LegalName>String</LegalName>
<GivenName>String</GivenName>
<PreferredGivenName>String</PreferredGivenName>
<MiddleName>String</MiddleName>
<FamilyName primary="undefined" prefix="String">String</FamilyName>
<Affix type="academicGrade">String</Affix>
</PersonName>
</Person>
<ApprovedDateTime>2002-02-02</ApprovedDateTime>
<Comment>String</Comment>
</ApprovalInfo>
<AdditionalData>
<StaffingAdditionalData>
<ReferenceInformation>
<OrderId validFrom="2002-02-20" validTo="2002-02-02" idOwner="String">
<IdValue name="String">String</IdValue>
</OrderId>
<PositionId validFrom="2002-02-20" validTo="2002-02-20" idOwner="String">
<IdValue name="String">String</IdValue>
</PositionId>
<IntermediaryId validFrom="2002-02-20" validTo="2002-02-20" idOwner="String">
<IdValue name="String">String</IdValue>
</IntermediaryId>
<StaffingSupplierId validFrom="2002-02-20" validTo="2002-02-20" idOwner="String">
<IdValue name="String">String</IdValue>
</StaffingSupplierId>
<StaffingCustomerId validFrom="2002-02-20" validTo="2002-02-20" idOwner="String">
<IdValue name="String">String</IdValue>
</StaffingCustomerId>
<MasterOrderId validFrom="2002-02-20" validTo="2002-02-20" idOwner="String">
<IdValue name="String">String</IdValue>
</MasterOrderId>
</ReferenceInformation>
</StaffingAdditionalData>
</AdditionalData>
</TimeCard>