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TimeKron Diamond Edition User Manual

1. Unassigned ABC ABC Company ACHT XYZ Company 4ll Jobs by Unassigned SAL Sales SHP Shipping SUP Technical Support Administrator Title Lock Employee Summary by Job This report shows a summary of time taken by an employee broken down by job Employee Summary by Job Department Administration Smith Thomas Date Range 1242005 129142005 SAL Sales SHEP Shipping SUP Technical Support _ Low Resolution Printer Company name in title 116 Date Range From 12 1 2005 er 11271 4 2005 Submission Type Approved Time Submitted Time Un Submitted Time _ HH MM Format amp E Close Print Preview Form 1 271 4 2005 page 1 ABC ABC Company AY ANZ Company ABC ABC Company XYZ AYE Company ATZ ATZ Company o ar 17 UU Job totak 25 87 5 25 5 00 Job totak 10 25 5 00 Employee Total 41 12 Chapter 16 Reports 117 Employee Summary by Project This report summarizes employees time and breaks it down by project G Employee Summary by Project Employees Departments Projects Buecher Jobs Ermessen te CSS Date Range All Departments A wlas Z g Unassigned Unassigned From ee ABC ABC Company SAL Sales 12 1 2005 Administration XYZ XYZ Company SHF Shipping Production Ge Sales SUP Technical Support 12 14 2005 Submission Type Approved Time Su
2. 12 1 2005 ee 12 14 2005 Submission Type Approved Time Submitted Time M Un Submitted Time _ HH MM Format Close Form 12 1 4 2005 page 1 Project total 17 00 5 00 5 00 Project total 27 00 Department total 41 12 Chapter 16 Reports Punch Errors 111 This report will show open and overlap punches for a specified date range amp Punch Errors Report title O Employees Departments AllDepartments Unassigned Administration Production Sales v Include terminated employees _ Administrator Title Lock Report Title Date Range C HH MM Format From 12 1 2005 12 14 2005 Open punches only Overlap punches only Open and Overlap punches C Low Resolution Printer 3 Company name in title Report Title Date Range 1249 2005 12142005 124142005 page 1 TimeKron User Manual Employee Reports Employee Details Employee Details Employee Profile Excessive Hours Lateness Check Summary by Job Summary by Project Time Sheet Time Sheet Status This report shows detailed employee time information for a group of employees G imployeo Dotaile Empe U Depewtinents Drown Ciny e dess Jet L Hark ng Tom k ei Irecluche beratend eek reeche Jr C a Date Range ieazzss ec Unatt L Farm ABC ADC Cene arr SA Sale L if AE NIE NG Loes Ta SUP Technical Sea ET as Subm
3. Chapter 11 Employee Policies 73 Rounding Rules EE Overtime ee Doundeg Aules Punch Options Other Punch Rounding Round each punch bo the nearest minute increment Offset rounding by ME minutejs Funches will not be rounded To make figuring out time worked easier some companies institute rounding rules that affect the times that employees punch in and out They may want a punch at 8 58 AM or even 9 02 AM to be 9 00 AM In TimeKron you can set up rounding rules for individual employees through this policy section When you set up punch rounding rules each punch s actual punch time may not be the effective punch time For example if you want punches to round to the nearest 5 minutes then a punch in at 9 02 AM would be recorded as 9 00 AM and 9 08 AM would be recorded as 9 10 AM In TimeKron we give you nine possible ways to round time From one minute all the way up to 30 minutes One minute rounding Is the same as no rounding at all as it will round each punch to the nearest minute J ust select the rounding increment from the list Punch Rounding Round each punch to the nearest Offset rounding Du FE min Punches will not be rounded minute mmctermend TimeKron User Manual 74 When you select something from the list other than 1 you will have the option to set the rounding offset The rounding offset is useful if you want the rounding to be slightly different In any case when you choose a rounding increment or chan
4. EI Bereavement BB worker s Comp Paid Leave Training B Business Trip E Military Leave E Emergency EI School B Birthday S Snow Day EI User Category 1 C User Category 2 BB User Category 3 S User Category 4 E Holiday 9 00 9 00 9 00 Recording Years based on 12 4 2005 This form shows you a synopsis of the current employee s absence data for their current recording year Chapter 9 Notes 65 A feature that can help to track the details of time worked is the Notes feature Employees can enter notes into TimeKron at any time There is no limit to the number of notes for a single day Note Grid On the main form the third page is the Notes page H Hate Time d W aiaosa Ve Enten iee Ear Mos Tim H wei H Te Fa ss TT 1 fateh BT Gm znal an hanl tanas unt 16 Rn re ST PB i rene What is a Note Record Notes are usually created in one of two ways First a note can be added directly The user can enter in the date and time of the note Secondly notes are automatically added when comments are entered punching in or out In this way the date and time are the same as the punch Notes added in this way can be viewed as part of a punch or as a note Note Record Navigation Once you click in the note grid you can move the cursor around using the arrow keys much as in a spreadsheet Adding u l u l Add Note l a row to the note grid is as simple as clicking a button Just click an
5. SUP Technical Support Most of the reports allow you to pare down by project and job Here you can specify which projects and or jobs you want to report on Date Range Date Range From 12 1 2005 To 12 14 2005 Most of the reports also have date constraints Here you can specify a from and to date for the report Submission Types Submission Type Approved Time Submitted Time Un Submitted Time In TimeKron time can have three different statuses Approved Submitted and Un submitted Here you can specify the kinds of time status you want to report Time Format HH MM Format With this option you can specify how you want the time displayed in each report If this is checked time totals will be displayed in hours and minutes e g 10 15 If it isn t checked time totals will be displayed in hundredths of an hour e g 10 25 Sorting options Some reports have a sorting option as well Here you can specify one of many ways to sort the report s data Chapter 16 Reports 99 Week Selector Weeks selected 2005 ze 12 11 2005 SMTWTFS Now 05 f27 2e 29 30 1 2 3 E Dec O5 4 5 67 8 93 T aaae alelalalslel i Jan 06 Some of the reports also have a week selector as shown here Here you can select one or more weeks to report on The weeks you ve already selected are shown on the right 100 TimeKron User Manual Department Reports Department Profile Department Details In Out
6. Change Badge ID to 44444 To complete the Badge ID change click OK The Change Badge ID Batch button works in a similar fashion You still select a single record of the Badge ID you want to change After clicking the Change Badge ID Batch button the same Badge ID selection form will come up The confirmation screen will look a little different Change Badge ID External Punch YD t Badge ID Ek EA New Badge ID 44444 Change all Badge ID 654321 bo 44444 To change all the Badge Ids just click the OK button Following the changing of a Badge ID either single or batch the entire list will be reprocessed In theory the punches you ve just changed should actually process now and they should be removed from the list Reprocess List Corrections to the Badge ID can also be made in the main application If you have already made the necessary adjustment to the Employee Information you will need to reprocess the list of errors To do this click the Reprocess List button This will attempt to reprocess all of the external punches Any external punches that have been successfully processed will no longer appear on the list Any external punches that still appear on the error list were unable to be reprocessed TimeKron User Manual 94 Warning Icon If you are using the External Punch System and OAP you will probably want a way of knowing if there is a problem with your external punches TimeKron provides this with a
7. O Counts as time worked Each job can have a code name and description Technically you don t need to have either a code or name for a job but it is recommended that you use one or both of those fields as a title for the job If you are using the External Punch System see Chapter 15 External Punch System you may want to use a numeric code as it will be easier to enter in To modify a job just find the job in the list and click on it You can then adjust the other information You can have two or more job with the same code and name but we don t recommend it To create a job click the Add Job button Then you just add in the code and or name and description and that s it To delete a job click the Remove Job button If the job you are trying to remove is being referenced anywhere else in the system you will not be able to delete it Note Projects and Jobs can be created on the fly by users with the appropriate policy privileges see Chapter 11 Employee Policies Department Roster To enter this tool click on Tools gt Departments The Departments screen allows you to add and remove departments and provide name and description information You can also view which employees belong to which departments this is set in the employee information tab This tool is only available to the Super Administrator If you attempt to delete a department that has employees assigned to it TimeKron will ask you to remove all refe
8. notes have a date but not a time The reason for this is that in SoftTime only one note is allowed per day Also note that these notes cannot be edited here but only viewed Chapter 9 Notes 67 Print This button appears on each of the Time Sheet Punch Record and Note pages It will allow you to instantly print the information you see on the page in front of you FYI This is another option that will appear if you are using SoftTime in conjunction with TimeKron The FYI button will bring up the FYI section that you would normally only see through SoftTime Le Show schedule recorded tre This form shows you a synopsis of the current employee s absence data for their current recording year Chapter 10 Punch Note Maintenance 69 Chapter 10 Punch Note Maintenance The main screen allows you to move from employee to employee and view their hourly data and notes This is fine if you are only interested in one employee at a time If you want to view the hourly data or notes for more than one employee at a time you can use the Punch Maintenance Form Punch Grid G Punch Note Maintenance Punches Notes Date Start Time End Time Total Project Employee AddRow Show In Out Data _ Show SoftTime Data L Show Time Sheet Data _ Show time in HH MM pw Employees Date Range All Departments eT J gt 005 S Unassigned Administration SN Il Employees Gel EE EECHER 1S
9. C HH MM Format Report title _ Administrator Title Lock Project Summary This report shows a summary of the time taken for each Low Resolution Printer project for 4 given time period amp A Close Company name in title Print Preview Form Project Summary 12 1 4 2005 Date Range 1242005 124142005 page 1 ABC ABC Company SAL Sales SHP Shipping SUP Technical Support AYZ ATZ Company SAL Sales SHP Shipping SUP Technical Support total 60 17 Chapter 16 Reports 125 Job Details This report shows details for each job for a specified time period Job Details Departments Projects All Departments All Projects Unassigned Unassigned Unassigned From Administration ABC ABC Company SAL Sales 12 1 2005 Production YZ XYZ Company SHP Shipping T Sales SUF Technical Support 12 14 2005 Submission Type Date Range Approved Time Submitted Time el Zl Un Submitted Ti n Submitted Time Include terminated employees 5 Sort by Department Name Project _ HH MM Format Report title L Administrator Title Lock Job Details C Show SoftTIME Diamond SQL information This report breaks down job details by date project and Low Resolution Printer employee Company name in title Job Details 1241 4 2005 Date Range 12 1 2005 1214 2005 page 2 Job SUP Technical Support Mon 12 12 2008 Smith Th
10. Each project can also have jobs associated with it If you have a large number of jobs associating certain jobs with projects can make data entry easier It is important to remember though that any job can be associated with any project SAL Sales SAL Sales SHP Shipping SUP Technical Support In this example from the Time Sheet you can see how the job listbox lists the associated jobs before all the other jobs To associate a job with a project first select a project from the list on the left From the Job list on the right you can click on a job and then the button and it will be added to the Associated J obs list You can also double click on the job ER and it will be added as well To remove a job from the Associated J obs list click the D button or just double click the job Copy l l Template If you have one project that you want to have the same associated jobs as another project you can click the button You will then see a list of all projects and their associated jobs amp Project List Project Associated Jobs L ABC ABC Company E SAL Sales SHP Shipping Just click the project you want and click OK You will then see the original project with the same jobs Chapter 3 Getting Started 37 Job List To enter this tool click on Tools gt J obs Used in conjunction with Projects Jobs are used when recording time in TimeKron SHF Shipping SUP Technical Support
11. Otherwise click the Microsoft Windows Sat con 4 Click Run and the following screen will appear Type the name of a program folder document 7 Inkernet resqurce and Windews wil open K for you gpaw Jdkgsteecg E LS Lea lge Run Startup TimeKron User Manual 12 5 In the Run dialog Command Line box type d startup exe and click OK If your CD ROM has a different letter than d substitute that letter for d For example e startup exe The following screen will appear TimeKron Startup 6 You may now install TimeKron Click Install TimeKron The following screen will appear fe Inekron TAL Server Imi held Wired Web dam bo the Bra Bans Hr EN Timekiron TEL Server Kat ae rc vd Fra Ire LISCH Rar ap rop ter Te enira Ok et Si Tet pray gra ie Zr C pte Bry Gred Geer ei TT ST N vN D se GG TimeKron T SQL Server InstallShield Wizard Customer Information Please enter your information User Name Doe Smith Organization acme Widget Company Install this application For Anyone who uses this computer all users Only For me Joe Smith 8 Enter Customer Information Click Next to continue and the following screen will appear Chapter 2 Installation and Setup 13 i TimeKron T SQL Server InstallShield Wizard Destination Folder Click Next to install to this Folder or click Change to install to a different Folder C Program Files SoftwareTech
12. Production SA Dec 05 516 718 Departments Sales 4 Include terminated employees Punch Navigation In many ways this form is just like the main Punch Records page With the exception of the Employees name the data is the same The icon to the left of the employee s name allows you to change the employee s record The criteria at the bottom determines what is shown in the grid The date range on the right works the same way as the one on the main screen The employee selector on the left works a little differently however With Employees selected Employees you can choose one employee at a time Or if you hold down the SHIFT or CTRL keys you can select multiple employees When you select multiple employees all their data will appear in the grid Date Stat Time End Time Total Froject Employee O 124 2005 9 15 AM 10 20 am 4 25 ABC ABC Company SUP sorry ee pil ol 1282005 2 05 bM 2 51 PM 075 ABC ABC Company SHF Shipping Smith Thomas G With Departments selected Departments it works pretty much the same way You can select a department and every employee in that department will be displayed You can even select multiple departments in the same way you select multiple employees TimeKron User Manual Punch Grid Options AddRow T Show In Out Data Show SoftTime Data Show Time Sheet Data Show time in HH MM The options Show In Out Data Show SoftTi
13. Smith Tom v Smith Thomas XYZ XYZ Company Al Projects All Jobs Date Range Unassigned From ABC ABC Company SAL Sales 12 1 2005 gt SHF Shipping SUP Technical Support 12 14 2005 Submission Type Approved Time Submitted Time M Un Submitted Time Include terminated employees Report title D _ Administrator Title Lock Project Recap Summarizes projects by department and job for a specified time period Froject Recap Date Range 12 2005 124142005 ABC ABC Company Administration ATI ANZ Company Administration _ HH MM Format C Low Resolution Printer amp A Close V Company name in title Print Preview Form 12442005 page 1 SAL Sales 0 0 Depttotal 14 12 ABC ABC Company total 14 12 SAL Sales 17 00 SHF Shipping 5 00 SUP Technical Support 5 00 Dept total 27 00 XYZ XYZ Company total 27 00 Grand Total 41 12 Chapter 16 Reports 123 Project Details This report provides details about each selected project for a specified date range G Project Details Departments Projects Jobs Al Departments Al Projects All Jobs A Date Range Unassigned Unassigned Unassigned From Administration ABC ABC Company SAL Sales 12 1 2005 Production YZ XYZ Company SHP Shipping Sales SUP Technical Support 12 14 2005 Submission Type Approved Time Submitte
14. TABLE OF CONTENTS Chapter L TNEroducti r EE 9 TAS GE Ee 9 instalation and SEUD EE 9 Background lege gu Lg e WEE 9 EE EE 9 RODOR EE 9 Bol wt 9 Belle Wee Nee ie 9 AN INJOWS POG eT ee ee ee 9 Conventions Used I this Manual instand 10 Chapter 2 Installation and Setup uuuuauuuuunununnnnnnnnunnnnnnnunununnnnnnnnnnunnnununununnnnnnnnunanun ann nenn 11 SYSTENL REGUILEMENKS ee 11 EE 11 Database Connection and Setup SQL Version E 15 Database Connection and Setup Diamond esi e ee e ee 19 Eie eege DEE 23 Seting up Cie el tele Raa E ele EE 24 Chapter 3 Getting Startet cn 25 ee 25 Sud 25 elo Hate EE 25 IES enn le ge EE 25 Batabas c AMIN S de e EE 26 TTT PON EE 27 Seyler 27 Read Only Access and RECOIG LOCKS EE 28 NESER SONS T een else 29 SNOW IN OU re Reese 29 SUDCFAGIMINISUALOF ODUIONS EE 30 el e EE 30 RES E lee DE 30 SOR MMe SU Dl ESS ION EEN 30 User delined Punch Comments a rss 30 Suedel ei ae er el see Be ee ee RR 31 OTS N EO EE 31 WV OFRSUTQUION OREONS EE 31 LOW RESOIUTION ee ee 31 Case SENSITIVE PASS WON ne DEE 32 Beie MELEN 32 EXIE WI gh e EE 32 TimeKron User Manual 2 DEIELIOR VV GINNING een sn i nn er en ee ee ee 32 Show Totals in HH MM E 32 SUPDLE e e E ER Ls T PUNCH COMMENT arten sn en ee an een enges inneren 32 E a COM ONE ON EE 33 Enable E mail Notification Check Box 33 Auto detect Settings Button 33 Seille IY ally SER WO daca sacar ee E ee a ee ee 34 POMS trator El e
15. Time Sheet Approval In Out Board Punch Station SA Options Email Configuration Upgrade License Web Update Email Notification Employee Reports All Other Reports Security feature grid X access allowed Read Only Admin access is identical to regular Admin access with the exception that a Read Only Administrator cannot change data All users can start and use the Punch Station However the Punch Station can only be initialized and set up by a Super Administrator If the Punch Station has not been initialized it cannot be used For more information regarding the Punch Station refer to Chapter 14 Punch Station Chapter 3 Getting Started 27 Getting Around TimeKron is a standard Microsoft Windows application You should be familiar with concepts such as menus clicking double clicking drag amp drop and therefore have no problem navigating Jeff Jones Sales December 2005 ze Time Sheets Punch Records Notes Employee Information SMTWITFS Status Not Submitted Date R 3 Nov Tag Status Net Submit ate Range 12 4 2005 12 10 2005 week 50 Je Dec 05 AHBRE Sun Mon Tue Wed Thu Fri Sat a HD20 3 1 aft 5 Gn 7 Project 1214 1215 126 127 12 8 12 9 12710 Total Oh aach HEIREDIDRHK All Departments b O Show terminated employees Brown Cindy Jones Jeff Lane Mark Smith Thomas Smith Tom M ave fe Totals A Add SoftTIME Show SoftTime Data
16. messages and labels TimeKron displays on screen are shown with this typeface Information you enter into data fields is shown with this typeface 10 Chapter 2 Installation and Setup II Chapter 2 Installation and Setup This chapter familiarizes you with the minimum and recommended system requirements necessary to run TimeKron The Installation Procedure is covered in detail It leads you through the basic install steps and then follows with advanced setup procedures If you have questions concerning the installation or setup do not hesitate to call Software Techniques Customer Support System Requirements With your purchase of TimeKron your license defines a maximum number of employees Minimum system requirements are fine if you have 100 or fewer employees As the number of users grows processing speed slows and you may wish to increase processor speed and or memory size to recommended levels Resource Minimum Recommended Hard Drive 30 Megabytes MB 60 MB local and network Processor Pentium Pentium Processor Speed 1 8GHz Operating System Windows 2000 Windows XP Database Server MS SQL Server 7 0 MS SQL Server 2000 SQL version only IE 6 0 SP1 or greater IE 6 0 with latest SP Installation Procedure 1 Make sure that your system meets or exceeds the minimum TimeKron System Requirements 2 Insert the TimeKron CD into the CD ROM drive 3 If your system has the Auto Run feature set on skip to Step 6
17. objConn Execute strQ Disconnect from DB objConn Close Set objConn Nothing End Function Function SqlPrepChar cValue nLength If nLength gt 0 Then Trim Result cValue Mid cValue 1 nLength End If SqlPrepChar amp Trim Replace cValue amp End Function 152 Appendix A Sample ASP Script 153 gt default asp This script provides a generic interface for entering in punch data You can rename this script to something other than default asp if you choose lt DOCTYPE HTML PUBLIC W3C DTD HTML 4 0 Transitional EN gt lt Include file pathinfo inc gt lt HTML gt lt HEAD gt lt META http equiv Content Type content text html charset unicode gt lt META content MSHTML 6 00 2900 2668 name GENERATOR gt lt HEAD gt lt BODY gt lt FORM Action processpunch asp METHOD POST gt SQLConnectString lt br gt lt SQLConnectString gt lt br gt lt br gt BadgelD lt INPUT type text id BadgelD name BadgelD gt lt br gt lt br gt lt INPUT type submit value Punch In id PunchIn name Punchl n gt lt INPUT type submit value Punch Out id PunchOut name PunchOut gt lt INPUT type submit value Punch Work id PunchWork name PunchWork gt lt BODY gt lt HTML gt Testing the Script The External Punch System first must be enabled through the Super Administrator options See Chapter 3 Getting Started Once you have copied the 3 scripts to
18. 20 23 74 75 76 77 87 Low Resolution Printer see ee e 31 95 du WEE 34 Maintenance ee e e e 69 92 94 KE 79 MOOG EE 91 Non Exempt Employee 43 71 77 Note Deletion eee 32 POTS Ee een satten 70 Elei 65 70 86 104 Not Gubmtted 0 ceeeeeeeeeeeeeceeeeeseeeeeeeeeneeeees 79 84 ODBGC 16 17 21 91 144 145 149 153 OEN e ee 91 157 Open Architecture see eee eee 149 Operating System eee eee eee eee 9 OvertiMe EN 42 71 83 105 HasswoOrd 32 34 41 74 75 145 FLY FO eegener E 106 See r AA N A E E E TT 41 legt 41 Holes 9 42 48 55 71 77 82 87 POMC A 42 43 71 77 107 Policy Overrides sse eee 42 77 PYOVIQW ccccsssssssssssssssssssssssssssssssssssssssssssssseseees 96 lO 96 ln EE 31 146 PUNTO MEN 31 146 Wiele 11 Hardware Requirements A EE 11 Project 42 43 45 53 76 77 83 91 98 110 121 122 123 124 155 PO AO sense een 43 COS 91 Project Job Gelector sse 98 Project Job Reports 120 121 122 123 124 125 126 Projects JOBS zen 42 48 74 76 77 84 eae e ee EEN 132 Punch Maintenance 44a 69 92 Punch Record 54 57 59 60 63 67 69 70 76 P nch Stalon asener 85 89 90 Punching In 42 46 47 48 50 51 59 60 61 65 74 75 76 77 85 150 153 PUNCHING Cut 51 61 77 150 153 Quick Punch 74 85 Eegen 11 144 Read ON ee ee 28 Refresh Hate 46 90 Removing GED o een 37 Report Eege Ee 95 Hepnorte sse 9 26 31 95 100 11
19. 9 00AM v C Use employee first shift segment from D SQL C Show employees that are on time v Include terminated employees Sort by Date Department Name Report title _ _J Administrator Title Lock Lateness Check This will show those employees who punch in afterthe Low Resolution Printer specified time period in a specified date range Company name in title If you are using SoftTime in conjunction with TimeKron you will see the option as it is above If you choose the Use employee first shift segment from SoftTime the cutoff time checked will be the start of the first segment as it appears in SoftTime Otherwise you can specify a specific time which will be checked against all employees Also you can include employees that were on time for the specified date range Lateness Check 1242005 Date Range 1244 2005 12142005 page 1 hu Dec 8 2005 Administration Som Thomas 123 45 6789 9 00 AM 2 06 PM D Sales O OO ue ec 13 2005 Sales Jones Jeff Lf 9 00 AM 12 00 PM ed Dec 14 2005 Sales Jones Jeff Pr 9 00 AM 11 21 AM TimeKron User Manual Employee Summary by J ob This report summarizes employees time and breaks it down by job amp Employee Summary by Job Employees Departments Projects Jobs Brown Cindy A Jones Jeff Lane Mark Smith Thomas Smith Tom v Include terminated employees Report title B Al Projects A
20. Board In Out History Notes Overtime Check Payroll Summary Policy Report Security Report Summary by Job Summary by Project Punch Errors Department Profile This report shows each department and the employees in that department amp Department Profile Departments All Departments RS Unassigned Administration Production Sales w Include terminated employees R eport title C Administrator Title Lock Department Profile This report shows each department and the employees Low Resolution Printer within each department ell Company name in title Print Department Profile 124 4 2005 page 1 Administration Responsible for general office administration Brown Cindy Smith Thomas Smith Tom Chapter 16 Reports 101 Department Details This report shows the hours worked by each department amp Department Details O Employees Departments ee Jobs Spesen m ll Projects A BBSS A Date Range STETS nn Unassigned Unassigned From 2 en ABC ABC Company SAL Sales 127172005 Administration a XYZ XYZ Company SHP Shipp ES Production l Se Sales 7 on 12 14 2005 Submission Type Approved Time Submitted Time wl y M Un Submitted Time vw i Include terminated employees C HH MM Format Report title _ Administrator Title Lock Department Daily Totals C Show SoftTIME Diamond SQL information A det
21. C Program Files S oftwaretechT sql The Configure button has been replaced by the Change button In this case click the Change button The following screen will come up Common Directory ABS ervenssQL Gute ommmon Cancel Just change the Common Directory field to what you set up in the step above Once you click OK the workstation will inherit all the settings from the common directory Just click OK on the Login Screen and you ll be in Chapter 3 Getting Started 25 Chapter 3 Getting Started Now that you have installed TimeKron you will want to configure the software to your specifications There are 7 areas that you should configure to setup your environment e Super Administrator Options e Workstation Options e E mail Configuration e Employee Policies e Project List e job List e Department Roster Visit these sections in order for best results System Roles In order to better understand which users have access to which options in TimeKron it is helpful to cover the System Roles Employee Employees generally have read only access to their own information They can view their own calendars and reports In some instances they may be granted additional privileges depending on their policy settings see Chapter 11 Employee Policies Administrator The Administrator role is allowed to view and modify time records for a certain subset of employees This can be for one or more d
22. EE 84 Chapter 13 Quick Start epes nam ann EEE Ee 85 E T S S EE 85 eene 85 TARO IN OL EE 86 OU E 86 TRON EE 86 e EE 86 SING DV EE 86 REED LOGO eeh 87 Chapter 14 Punch Station 0 0 0000 nn anne 89 Chapter 15 External Punch System uz20uu00000nun0unnnnnununnnnununnnnnnunnnnnnnn un nn nun E KEREN EK KEREN 91 Open Architecture Punching EE 91 HOW OU Se ee E EEE AEE E een 91 Se 91 DEVICE En Le ET 91 OEM Reg e EE 91 WEB Baned P NEH ING NEE 92 External Punch eege e ee een 92 REMOVE and Remove e Versen ee ee asien 92 Change ID and Change ID Batchl en nenn nenn nenn YER ERNE TARE NERNET Tyr 92 AS eared E 93 VV NING COW ee ee ee ee 94 Chapter L EEN 95 COT leset 95 TimeKron User Manual 6 REDONE RE 95 Administrator Title ee EE 95 LOW RE SO IEOTEPEID E 95 Company Logo n Belle GE 95 company Name Hr TUE a ES se en 95 PIETTE H snae gies danas atari aetieraaes 96 PIC VICW oss erer 96 Ei IR 96 KN ee ea nee 97 COTTON ree lre E 97 Employee Department Gelector ee e e 97 DEDATEMENE SEIECHOR an nee dE AE dd EE 97 Wetz eg Ee eona ee EEE ee 98 Date EE 98 WOM SSION VDE near nennen 98 U FONN EE 98 SDREING el drei EE 98 WEEK SCIE E 99 POD AIT E TO Ee 100 BS aE CRE te ONS EE 100 Department LC E 101 IVO U DEER 102 AOL ES On ee 103 Via 104 ENEE Eege 105 PAV OM SUNDAY ee en a ee ee en 106 POIO REDON ne ee een 107 SOCUPIEY RODO ernennen era 108 Department Summary by lOD eee ee ee ee ee e 109 Department Summary by Project n
23. If you only want to see employees non submitted time sheets for a particular week then keep the Non Submitted box checked and un check the other three boxes The list below will show you which employees weeks and statuses adhere to the criteria The week statuses are shown in the column at the left and the color legend as shown above Time Sheet Info Mame Hepsret Sah Theat LET sn Sabas papas Segel 1A Tase Subewtied by Aippeoved by ri hanse Deg Zero Agen Tee ALUS A keet zen Medes Arwez Hades A WW W This section holds the basic information for each time sheet Whether you are choosing an employee from the Submitted Time Only page or from the Options you will see these fields If a time sheet is still on not submitted status these fields will still be there but the submit and approve fields will be blank Time Sheet Summary In the lower right part of the Time Approval form is the Time Sheet Summary section This section breaks down time for each work sheet into useful totals Weekly Totals e Sun Mon Tue Wed Thu Fri Sat Week 12 11 12712 12713 12714 12715 12716 127 17 Total nal LSR em em eco am Tam or ro oar ico rel Is OS RSR EHS CH BE EC ak 1 00 10 87 t3s0 to00 re00 T Here you can see how the week breaks down between Regular and Overtime hours If you are interested in Project and or J ob Totals just select it from the drop down list box TimeKron User Manu
24. Templates TimeKron comes with a few built in export templates for some of the more popular payroll programs Following are some specific instructions for the built in templates Peachtree Accounting Plus Prior to performing the export in TimeKron you need to make sure that the data in both Peachtree and TimeKron will properly correspond You need to check the following things 1 Each employee in TimeKron must be created in Peachtree 2 Each employee ID number in TimeKron must match the one in Peachtree 3 Each TimeKron department name must be created in Peachtree 4 You must know the ID numbers for the regular time overtime and Activity ID numbers all of which can be found in Peachtree during the initial setup of the program Chapter 17 Utilities 135 Once you have confirmed that the data corresponds you are ready to start the export Perform the export as described in Exporting Basics above During the export process for Peachtree you will be prompted for a Regular Hours Activity ID and an Overtime Hours Activity ID These values should be found in Peachtree After you ve completed the export you will then need to import that file into Peachtree These instructions should help you out 1 From the File menu click Select Import Export 2 On the left side of the screen select the Time Expense option On the right side of the screen select the Time Ticket Register option 3 Next select the Import button from the top
25. The first time in you may see a screen that looks like this Punch Station 3 40 32 PM In Out Employee Date Time Details Comments WS The Punch Station can be accessed by anybody but a Super Administrator must first set it up If a Super Administrator does not set up the Punch Station it will always be blank as you see here To set up the Punch Station a Super Administrator clicks on the Setup button It will prompt for a username and password After the Super Administrator enters the info the following screen will apear Punch Station Options Employee selection C Station Enabled O Employees Gi Departments S hom terminated employees Unassigned Administration Production Sales Hame option Co Last Name First Name First Name Last Name Punch options Suthenticshontegured Allok punches Other options Refresh rate 30 seconds E Cancel All of these options have an effect on how the Punch Station works but the most important option is the Station Enabled option If this option is unchecked then nothing on the Punch Station will be enabled Additionally if this option is unchecked you will be unable to change any of the other options Once the Station Enabled option is checked you can use the other options TimeKron User Manual 90 The Employee selection option works much in the same way as the In Out Board see Chapter 5 n Out Board One or more employees or dep
26. Tools gt Super Administrator Options This screen allows the Super Administrator to configure global settings that will apply across TimeKron Super Administrator Options Options Work week starts Sunday v Cutoff hours for punch outs Punch segments equal to this amount or greater will not be auto crested Task Naming Single Plural Project Project Projects Job Job Jobs SoftTime Suppression P Suppress SoftTIME Diamond SOL User defined Punch Comments Administrator O workstation External Punches C Enable External Punch ystem Company Info Name Software Techniques Inc Get Company Logo S O Company name in report title Options Work Week Starts Here you can specify what day of the week your work week starts This setting affects all other parts of the application and should be chosen carefully Cutoff Hours TimeKron can record punches all day long When someone punches in and then punches out TimeKron creates a punch record recording the start of the segment Punch In and the end of the Segment Punch Out and figures out the time of the segment However TimeKron does have a limit in terms of how long it can create a time segment for For example If someone punches in at 9 00 AM but then punches back in again the next day at 10 00 AM because he forgot to punch out in the evening normally that would create a 25 hour segment In TimeKron we put a limit on how large we can a
27. an employee fills out a time sheet they need to submit that time sheet to an administrator for approval In TimeKron submitting a time sheet is as simple as clicking a button that says Submit When a time sheet is submitted the employee will have the option of sending an email reminder as well When an administrator sees a submitted time sheet they have the option of approving it or not approving it Either way they can send a response e mail back to the employee In a nutshell that is the Submission Approval Process It should be noted that it is not necessary that you use the Submission Approval process in TimeKron The system can work fine without it But for those companies that want a time sheet approval process it is available Time Sheet Status Time Sheets in T SQ can have one of four statuses Each Status is described below Not Submitted The Not Submitted status is essentially the default status for every time sheet Time sheets on this status will have the white color and will be editable From this status you can submit a time sheet or jump right to approved status Submitted The next status is Submitted A Submitted time sheet will have a light blue color and will not be editable From this status you can Un Submit the time sheet taking it back to Not Submitted status or you can Approve tt Approved The next status is Approved An Approved time sheet will have a light blue color and will also not be editable From t
28. be created just like the database structure was created G ODBC Connection Check Data Database Priority AlankMerma Magichum Policy Projects Jobs UDI Year Holiday AccSched DO OD d Ou oh Pa GO kb TimeKron can easily create an empty database for you However if you already have a non SQL version of SoftTime Diamond or TimeKron you can do a Total Import This is the best way to import data It will preserve all of your settings without having to set everything up from the beginning If you would rather start from scratch with a blank database you can click on Fix All Chapter 2 Installation and Setup 19 G ODBC Connection Database Priority D Data is complete Check Total Import Clear All Locks Cancel Database successfully created DB Admin setup complete Once the data Is created the database administration setup is completed Click on Finish and you can return to the Database Administrator Logon screen UserName Lo Password 1 V de 7 Fatt Lit A DU 1 L OU Common Directory 022 32 C Program Files4Softwaretech T sgh Return to Database Administrator Login With everything completely setup you will now be able to access TimeKron from the icon on your desktop or from the Windows Start menu Database Connection and Setup Diamond Version Only use this section if you are using the TimeKron Diamond Edition If you are using TimeKron SQL Server Edition check out the previ
29. can punch in and out just like anybody else and they will be tracked on the in out board However you will not see punch records created for that employee in the Punch Records grid see Chapter 8 Punch Records Auto Start option The Auto Start option can make using TimeKron even easier With this box checked TimeKron will attempt to start the application when Windows starts up It is important to note however that several other things need to be set up for this to work properly First the Workstation option allowing Auto Start needs to be checked or the Auto Start policy will be ignored see Chapter 3 Getting Started Second the Auto Start feature needs to be able to Log On as a Specific employee Because of this the employee will need to be set up with the Remember Logon feature from the previous section If this is not set up or a token not established for the employee then the Auto Start policy will be ignored If those two things are in order then TimeKron will start up when Windows starts up and the employee will be automatically logged on Starting up in this way will not display the main application but will instead start TimeKron in Stand By mode The application will be running but it will Chapter 11 Employee Policies 77 only be represented in the system tray The application is started up and ready to go You can access the features from the Quick Start menu see Chapter 13 Quick Start System Tray which is acces
30. grid icons E Time Sheet This icon represents a time sheet row These rows are editable Note that the text in this row is normal not italicized Blasc ABccompanjsar saics Tamtam so CH Punch Record This icon represents a punch record row These rows are not editable The text in this row Is italicized meaning that it cannot be edited Anytime you see italicized text in TimeKron it means that the data is read only Ofasc aec compajsue smepma fore Ten SoftTime Data This icon represents absence data from SoftTime These rows are also not editable These icons will vary slightly depending on the category being reported The icons will be represented by a single letter with varying background colors Blew ye Tot RTS Grid Colors If you use the Submission Approval process see Chapter 12 then you will soon notice different colors on the time sheet The default color of a time sheet is white which signifies the status Not submitted Once you have submitted a time sheet and the status has been changed to submitted the time sheet color will change to light blue ABC ABC Compal SAL Sales DOT UUE Notice that after a time sheet has been submitted ALL records are now in italics and therefore read only Chapter 7 Time Sheets 55 After a time sheet is approved the time sheet color will turn into light green Totals Each time sheet has an expandable totals section Th
31. into Checkmark a mmp In CheckMark choose Enter Hours from the payroll menu Click the Import Hours button Select the text file you just created in TimeKron and click OK If you attempt to import the hours of an employee that do not exist in CheckMark you will be notified and prompted to continue the import or cancel it After the hours have been imported click Save Chapter 18 Trouble Shooting 139 Chapter 18 Trouble Shooting Help Menu User Manual License Agreement Upgrade License web Update Software Techniques on the WER Tech Support Options Online Support About TimeKron License Agreement The License Agreement can be seen at the beginning of this User s Manual Upgrade License This utility allows you to upgrade your number of user licenses for TimeKron This screen will have your current activation code and your current number of licenses You can call Software Techniques or your TimeKron reseller and purchase the additional codes and you will be given a new activation code to upgrade to the newly purchased number of user licenses Gu pgrade Please enter in the Activation Code provided with the software TimeKron Activation Code Ok Cancel Application Name License TimeKron SoftT ime All of the Licenses are the same Once you enter the new activation code and press the OK button TimeKron will exit The next time you enter the program the new number of user licenses wil
32. of certain records in the punch records grid The default color of a punch record is white which signifies the status Not submitted Submitted records will be blue Date start Time End Time Total Project Job S 5 E Approved records will be light green Date gt Stat Time End Time Total Project B 2820 Lierse je View by week or day Normally the punch record grid views records for an entire week much like the time sheet does On the punch record grid though you can narrow the view down to a single day View Entire Week Sun Mon Tue Wed Thu Fri Sat 12 4 2005 12 70 2005 Week 50 1274 1275 1276 1277 1278 1279 1270 Normally the large button on the left is selected but if you want to view a specific day of the selected week just click the appropriate button and the view will be narrowed for just that day TimeKron User Manual Show SoftTime Data Show SoftT me Data 62 A powerful feature of TimeKron is its ability to be used in conjunction with SoftTime our absence tracking software When the two are used together each program can access data from the other In this case we can view absences in SoftTime right in the punch record grid Date Start Time End Time Total Project Ba 72200 200 ABC ARC Compan SAL sales E Rassel roar sorrme EI 1202005 zoom Iren 00 Ie Sea E In this instance a late day was recorded in SoftTime on 12
33. of the selection screen 4 On the layout tab uncheck the following fields on the import screen a Invoice Number Used b Start Time c End Time d Break Time e f Unit Duration 5 Click on the Options tab 6 In the Import Export File section click on the arrow button You can now choose the file you Memo just created in TimeKron 7 Click OK and the import process will begin 8 Once the import is complete Peachtree will take you back to the Import Export File screen Quickbooks Pro Prior to performing the export in TimeKron You need to make sure that the data in both QuickBooks and TimekKron will properly correspond You need to check the following things 1 The employee s whole name in TimeKron must match the name as entered into QuickBooks 2 You must have Salary Overtime and any other payment activity types created in the Payroll section in QuickBooks 3 The item Customer ob refers to the department name Another thing you will need to do before you can use the TimeKron export is to find Quickbooks Company Create Time To find the Company Create Time follow these instructions 1 In QuickBooks Pro make sure your company file is open 2 Click on File 3 Click on Timer Export Lists for Timer 4 You will then be asked to supply the name of the file you are about to export Make sure you will be able to find it easily 5 After typing in the name click OK TimeKron U
34. other programs are running in the background If the problem still occurs change the display on the video driver to a standard Super VGA display receive the following error message Unable to login to TimeKron Common directory does not exist You are unable to connect to the common directory If it is on a network make sure you are properly connected and logged in to that network Check your network cable If the problem continues contact your network administrator receive the following error message Unable to login to TimeKron Invalid ODBC Connection You are unable to connect to the SQL Database This may be because your SQL Server is down or because your SQL account does not let you connect to the database If the problem continues contact your SQL DBA receive the following error message when trying to login SQL Command w error UPDATE The SQL DBA has restricted your use of the database permissions such that you cannot properly access the database in the required fashion It has been altered into an unusable format Have your SQL DBA run TimeKron in DB Admin mode and use the configuration tools to repair the problems TimeKron User Manual 146 E AN ZN AN A N A NAN ZN Printer display reads Memory Overload Turn the printer Off and On Go to your desktop click Start Settings gt Control Panel gt Printers Reduce the print resolution to the next lowest level Set up the repo
35. size and in the same place that you left it Punching In and Out Another feature of the In Out board is the ability to punch employees in and out If you want to punch an employee in just click the button in the In column and likewise if you want to punch and employee out click the button in the Out column For more information on punching in and out check out Chapter 6 Punching In and Out The employees that you are allowed to punch in and out depends on your security profile Chapter 6 Punching In and Out 47 Chapter 6 Punching In and Out For most companies accurately tracking employee s hours worked is essential to ensuring that the payroll is done correctly and efficiently An important part of that is tracking when your employees are on the clock In TimeKron the main way of tracking time is through the process of Punching in and out Punching in and out in TimeKron is somewhat similar to punching in to a punch clock What is Punching In and Out Punching in and out is the process whereby an employee records when they are working and on the clock as well as when they are not working or off the clock When an employee gets to work they would likely punch in and when they leave for the day or even leave for lunch they would punch out Another way that punching in and out is used is to track what each employee is working on If tracking time on specific projects is important during th
36. the import process Duplicate records have the same Name and Hire Date Allow Duplicate Records Chapter 17 Utilities 129 Press the Next button to move to the last page G TimeKron T SQL Server Import Step 6 Finish You are now ready to import Click on Finish to complete the import Note The import process may take several minutes From here you just need to click on the Finish button and the Import will begin Depending on the number of employees you have the import process may take several minutes Importing from TimeKron Importing from TimeKron is very similar but there is one less step From the first screen select TimeKron and you will see the following screen amp TimeKron T SQL Server Import Step 2 Select File Specify the location of the TimeKron executable file TimeKron Select Directory SS C PROGRAM FILES SSOFTWARETECHSTIMEKRONS Enter the location where the TimeKron executable file exists in the field From there TimeKron can figure out where your data exists After you click next you will see the Duplice Handling page as shown above Then you will just need to click Next one more time to get to the final page and click Finish The TimeKron import should then begin TimeKron User Manual 130 Exporting Export Template O Employees Departments Show terminated employees All Departments a Unassigned Administration Date Ran
37. to make a support call to give your version serial number etc amp TimeKron T SQL Server Copyright 2006 Software Techniques Inc 0 22 40 Brought to you by Software Techniques Inc 13105 Booker T Washington Hwy Hardy YA 24101 Phone 540 721 1000 For more information Network ID STI 390DGXHOWA4L H Matt Processor Type Pentium Display Type Color Color Drive amp Path C PROGRAM FILES SSOFTWARETECHSTSOI Printer Status READY Net Directory T Test4S glum Activation Code TK MH8 ZISJKQ A4S5 Warning This computer program is protected by copyright law and international treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under the law Chapter 18 Trouble Shooting 143 DB Administration Mode Database Admin mode is demonstrated in Chapter 2 Installation and Setup If you are using the SQL version find the section entitled Database Connection and Setup SQL version on how to use DB Admin mode If you are using the Diamond version find the section entitled Database Connection and Setup Diamond version TimeKron User Manual Technical Support If the information you need to solve a problem is not in the manual please do the following 1 Review the list of Common Problems and Solutions that follow to see if your problem is there 2 You can also rece
38. whether or not another user is on that employee This Read Only mode encompasses all aspects of that employee including time data entry and the screen title will display READ ONLY next to the employee name and the screen will be a darker shade of grey Chapter 3 Getting Started Cindy frown Administratii f READ ORLY es Oo ee e eg une Fame Camp Week Selector The main form in TimeKron always has to have a week range selected This week range is selected through the Week Selector located just above the Employee Selector You can scroll the week selector up and down weeks using the up and down arrows and even change the current month and year In the week selector today s date will be highlighted in red December Tat Jan 06 1 2 3 s15 el Select a week Show In Out The main In Out board is discussed in more detail in Chapter 5 n Out Board The main screen however allows the In Out status of the employees to be displayed right in the main form To see the In Out status click the button on the main form You will then see the In Out status of each employee appear next to the All Departments v C Show terminated employees L Brown Cindy Jones Jeff Lane Mak Smith Thomas Smith Tom lt To hide the In Out status again just click the button 29 TimeKron User Manual 30 Super Administrator Options To enter this mode click on
39. 0 00 Hourly Defaut Exempt Policy Birth Default Project Administration Term ABC ABC Company Status Default Job SHP Shipping 113 TimeKron User Manual 1 Excessive Hours This report can show you which employees have time segments exceeding a particular amount G Excessive Hours E Report op entries with Se hours greater than All Projects All Jobs Date Range Brown Cindy Unassigned Unassigned From Jones Jeff ABC ABC Company SAL Sales 12 1 2005 Lane Mark Got TI eve AT Company SHF Shipping mil L TL Oma N Smith Tom SEET suppor 12 14 2005 Submission Type Gi Employees O Departments Approved Time Submitted Time Un Submitted Time Include terminated employees a kr Sat by Pini MH rota Report title C Administrator Title Lock This report will show which employees have excessive Low Resolution Printer hours recorded for one or more periods E Close Company name in tithe Print Preview PO Excessive Hours 124 4 2005 Date Range 1241 2005 12142005 page 1 Sales 0 JJones Jeff XYZ XYZ Company SHP Shipping 1243 2005 9 00 Chapter 16 Reports 115 Lateness Check This report allows you to show employees who clocked in past a specified time amp Lateness Check O Employees Departments DI Departments l A Date Range Unassigned From Administration 12172005 Production Sales To em 121472005 Enter the lateness cutoff time
40. 005 12 11 2005 A Unassigned _ SMT W TFS u Administration Nov 05 272523201 213 2 Production Dec 05 Zn Sales 112i 3h 4h Shel 7 18h 9 20 21 22 23 24 EES ENEE ERR Jan 06 1121313151617 _ HH MM Format v i 7 Report on employees who Daily Hours 8 00 CH have overtime exceeding QO Weekly Hours 40 00 Include terminated employees SES Report title _ Administrator Title Lock Sort by Date Department Name Daily Overtime Check This report shows employees achieving overtime pay for T T Low Resolution Printer a specified time period Selection is based on daily totals Company name in title Daily Overtime Check 12 142005 Week s reported 1212005 page 1 Hours exceeding 3 00 TimeKron User Manual 106 Payroll Summary This report breaks down regular and overtime hours worked and displays the compensation for each employee G Payroll Summary O Employees Gi Departments Weeks selected Al Departments 2005 ze 12 11 72005 oo SMTWTES ministration Now 05 Pylee eg ao 1 2 3 Production Dec UBI 4TR TE1 21919 n Gales SIE SUSU Jan 06 7 2 3 4156 7 C HH MM Format E Hourly employees only Include terminated employees Report title L Administrator Title Lack Payroll Summary This report shows hours worked and compensation for a T Low Resolution Printer specified department E Close Company name in title Print Prev
41. 2 120 Reports Department 65 70 86 100 101 103 104 105 106 107 108 109 110 111 116 117 Reports Employee 53 54 56 57 59 60 63 66 67 70 76 79 80 81 83 84 109 110 112 113 114 115 116 117 118 119 Requirements EEN 11 27 Rounding Rules sss eee eee eee 48 TimeKron User Manual Security e 15 26 34 39 41 46 71 84 108 A ee 28 41 75 77 MOPON eegenen 108 E EE 91 Server 47 51 56 62 76 145 146 149 151 SOfTIME 9 12 16 20 139 142 144 145 146 147 Software Techniques Inc 11 141 144 spreadsheet eee 53 59 65 70 Sand lt U 76 87 Submission eee 54 56 61 79 98 Submitted 61 79 81 82 83 98 131 Super Administrator 25 26 28 30 33 37 41 71 75 87 89 91 95 127 153 Support BR ein ei ae een 142 System Requirements ee eee eee e eee ee ee 11 System Tay eee eee 77 Templates ENNEN 130 131 Time Worked cccceceeceeceeeeeeeceeeeceeeeenes 47 65 73 91 TNS locane 51 Time Sheet Saus eee eee 119 Time Sheet SUrmmay see eee eee eee eee 83 Tmekron esse 54 56 60 127 129 131 142 Timesheet 53 54 56 57 59 60 63 66 67 70 76 79 80 81 83 84 118 119 158 Timesheets Submitting 56 79 80 81 82 83 150 153 Title Lock ee 95 reien e 32 Ee ie ee ae ee en 96 Tools 30 31 33 35 37 41 92 Trouble Shooting 9 91 127 139 ie
42. 30 75 131 132 149 153 Un Submitting sss sees eee eee eee 82 LUlograde nenn 139 User Defined ICONS nn nennen 25 37 VT 45 155 MV ANIM EE 94 AT E 92 139 141 144 Web Update sese 26 139 Week Selector cccccccseeeeeeeeececceeeeeeeeeeeeceeenseeeess 99 Windows Operating System9 11 15 19 23 27 74 75 76 144 146 Eegeregie 127 Workstation Options sss eee 25 31 Deletion Wang 32 40 Deletion Warning nennen nennen 32 Deletion Warning nennen nnennneen 40 EXIT ANINO een 32 FOOT e 32
43. 5 SAL Sales C Low Resolution Printer Company name in title ABC ABC Company ANZ ANZ Company SHF Shipping ABC ABC Company AYZ ANZ Company SUP Technical Support AYZ ANZ Co mpany 109 Date Range From 12 1 2005 To 12 14 2005 Submission Type Approved Time Submitted Time M Un Submitted Time _ HH MM Format 12442005 page 1 0 07 17 DU Job total 25 87 5 25 5 00 Job total 10 25 5 00 Department total 41 12 TimeKron User Manual Department Summary by Project This report summarizes department information by Project amp Department Summary by Project Report title Departments Projects S Jobs mE Unassigned Administration Production Sales v Include terminated employees llProiects EB Unassigned ABC ABC Company YZ XYZ Company Unassigned SAL Sales SHP Shipping SUP Technical Support All Jobs A _ Administrator Title Lock D epartment Summary by Project This report shows a summary of time taken by a department broken down by project Department Summary by Project Administration Date Range 1242005 ABC ABC Company ANZ ANZ Company 172142005 SAL Sales SHF Shipping SAL Sales SHP Shipping SUP Technical Support C Low Resolution Printer Company name in title amp La Print Preview 110 Date Range From
44. 6 Note that absences in SoftTime can be recorded in either hours or days Show Time in HH MM Show time in HH MM Time shown in TimeKron can be displayed in hundredths of an hour or in hours and minutes Date gt Start Time End Time Total Froject ea T Tom Tnso asocamafsstrsu IKT al 102000 Tom Jaso aBocammeisarasue EI on Tree sonne fie EI O 1282005 2056n Ian 076 kao Anccomparjonr snmens Pr Hundredths of an hour Date gt Stat Time End Time Total Froject B ms Liesen je Hours and minutes SI EE R S x Show In Out Data Show In Out Data Another option on the punch grid is to display In Out records When In Out records are displayed they will be displayed down to the second Chapter 8 Punch Records sie Jw o ojs ana JI GR 63 Sien om I TI el me om GR Print This button appears on each of the Time Sheet Punch Record and Note pages It will allow you to instantly print the information you see on the page in front of you FYI This is another option that will appear if you are using SoftTime in conjunction with TimeKron The FYI button will bring up the FYI section that you would normally only see through SoftTime Thomas Smith Days Department Administration Hire Date 8 8 2005 Category Recorded Allowed Remaining E Ilness BW Vacation S personal S Leave of Abs CT Jury B Other CT Family Leave
45. 9 PORT GIO ee es E ee 59 What is a Punch Record ee 59 PUCAR Orr a VO ON EEN 59 ae EE DU GOC Ol eege 61 Tel TEEN 61 S DOW DONG IC EE 62 SOW EINE E 62 Eege 62 TimeKron User Manual 4 SEENEN 63 Chapter 9 Notes 0 EEE Teen 65 OVE GC E 65 WALE aA NO ROCO KEE 65 Note Record Navigaton orrn r rtrt rP r Or ANA NEEPEOEOEEEEEEEEEEEEEEEEEEEEY 65 Eo Ee EE 66 VEN DV EE 66 DOW SOMO A EE 66 EE 67 E teen 67 Chapter 10 Punch Note Maintenance uauuunununununannnnnnunnnununununununnnnnnnnnnunnnunununannnnnnnnanunen 69 SEET 69 PUREA IN IVIG Al ON ae ee een een 69 PVC Ti GI ODU nee einen nero serien 70 Ware E 70 PO Ce Cl Ed Le EE 70 NOLSSSFIA OBLEIONS E 70 Chapter N Employee Polleies nun anne 71 PAST egen E 1 WI ge 1 KOUD NG OIC een nee ee ae 73 tee 74 PUCH OO EE 74 OC Ol e sien E 74 AUTO DUNCN ed e E 75 E31 ee ee ea Reese 6 PROVECT ODOM LION EE 76 Vekene 76 TEE 76 AUTOS SEAN EE 76 EO VCS PONY OVC CCS EEN 77 Chapter 12 Submission and Approval enee KENE EE KEE KREE EE KEE RER anne 79 What is the Submission Approval Drorceesd es e e 79 EE ege eege eer 79 Not OT IE BEE 79 e Leien d ME 79 ADO gen EE 79 IIS EEN 79 Table of Contents 5 OUO EE 80 OP SUD INO EE 81 AOO OV T EE 81 DAB OOO EE 81 Whocan SUD TG ee 82 Who eege E el 82 HME SRCEL ADDON FOR E 82 WDNR Ed TINE ON erea a E ein 82 OPONE EE 83 PAE SNe INO a ee EEE AT E AE 83 TOE NE UN EE 83 LEa kea e E E E A OAT E E a ee ee 84 E RAIL NOUN CaO
46. Administrator options section Chapter 3 Getting Started 33 E mail Configuration To configure your e mail settings click on Tools gt E mail Configuration These settings are available to the Super Administrator ONLY E mail Configuration C Enable E mail Notification Outgoing Mail Server lt mail pourmailserver com gt Administrator E mail lt admin yourmailserver com gt ia Administrator Name T SQL Server Administrator E E mail protocol UserName z CSC Password 9 Confirm Enable E mail Notification Check Box This is the first step to setting up your e mail configuration When this box is checked all of the other settings become enabled Without e mail notification enabled TimeKron will not attempt to generate emails Auto detect Settings Button This handy button will go out onto the Super Administrator s computer and detect the server and account that is set up in the default mail client It will present you with a confirmation dialog showing what it was able to detect G Auto Detect Settings Mal Server lt mail_pourmailserver com gt Admin E mail lt admin yourmalserver com gt Admin Name T SQL Server Administrator Authorization Required YES User Name lt UlzerN ame gt Cancel You can either accept the detected settings by pressing OK or ignore them by pressing Cancel TimeKron User Manual 34 Outgoing Mail Server This is the SMTP server name tha
47. C Show time in HH MM DE The default screen of TimeKron shows a list of employees and a form with 4 tabs Time Sheets Punch Records Notes and Employee Information Each of these tabs has their own section later in the document There is also a Department drop down list box so you can filter your list of employees by department TimeKron T SQL Server TSOL TimeKron also depends on menu navigation to find some features Explore the menus Depending on your role in TimeKron you will have access to some of the features The others will be disabled File Edit wiew Tools Reports Help TimeKron operates by interfacing with the database This is handled internally by the application as it communicates with the database Server The database Server can maintain several databases To make sure you are accessing the correct database you can always look at the application title bar If you are using the SQL version it should include the name of the database in square brackets e g TSQL If the correct database does not appear in the title bar exit the application and contact your Database Administrator Employee Selector You can choose which employee to view by clicking their name in the list to the left You can filter this list by changing the Department dropdown and the Show terminated employees checkbox All information on the tabs to the right of this list will reflect data for the currently selected employee Admi
48. Data checked you will also see a SoftTime totals row at the bottom of the time sheet Sarl fioj in This row will only total up the SoftTime data SoftTime data is totaled separately and therefore has no effect on overtime calculations TimeKron User Manual 56 Show Time in HH MM Show time in HH MM Time shown in TimeKron can be displayed in hundredths of an hour or in hours and minutes Sun Mon Tue Wed Thu Fri Sat Project 1284 195 1268 1237 1278 129 EES eooo Tom Olasc asccomafsar omem om las Bere fiw o Hundredths of an hour sun hon Tue Wed Thu Fri Da Project 124 1285 196 187 128 129 1210 CE H feofeo Tao A Total 1 Sisa seal ana ows Ire Dome e e Hours and minutes Submission Approval Process On the bottom left part of the time sheet page are the submit and approve buttons Actually these buttons not only can submit and approve time sheets but they can also un submit and un approve time sheets as well TimeKron will determine what each button does based on the time sheet itself and the policy settings of the currently logged on user If the current user is not allowed to submit or approve time sheets these buttons will be disabled For more information on the Submission Approval process see Chapter 12 Submission and Approval Other Time Sheet Data One of the basic concepts of Time Sheets is the entire Submission Approval p
49. E 120200 an Los 100 096 Compara Sonora EI Ir What is a Punch Record Generally speaking punch records are created when employees punch in and out An employee punching in will create the start time of the punch record and punching out will create the end time The difference between punch records and time sheet records is that punch records have specific start and end times Punch Record Navigation Once you click in the punch record grid you can move the cursor around using the arrow keys much as in a spreadsheet Add Row Adding a row to the punch record grid is as simple as clicking a button Just sic oo Aad Row and you will see a form that looks like this Add Punch Smith Thomas The date and start time default to the current date and time However you can change those to be whatever you want You can fill in as many fields as you need This includes the end time field You can add a punch record with a start time but no end time Once you ve added in the data click the OK button and the punch record will be added Note that if you ve changed the date to something that exists outside the date range you were viewing a warning message will come TimeKron User Manual 60 up and tell you If you decide to add it anyway you will see the record in the grid immediately after even though it doesn t exist in that date range Deleting a punch record is considerably easier The button on the right will
50. Server amp _ SERVER MySqlServerName amp ID sa amp PWD amp SR DATABASE TimeKronSQL Oo VM processpunch asp This script handles most of the work involved in processing the external punches lt DOCTYPE HTML PUBLIC W3C DTD HTML 4 0 Transitional EN gt lt Include file pathinfo inc gt lt HTML gt lt HEAD gt lt META http equiv Content Type content text html charset unicode gt lt META content MSHTML 6 00 2900 2668 name GENERATOR gt lt HEAD gt lt BODY gt lt FORM Action processpunch asp METHOD POST id form1 name form1 gt lt Get the Badgel D Dim Badgel D BadgelD Request Form Badgel D gt TimeKron User Manual SQLConnectString lt br gt lt SQLConnectString gt lt br gt lt br gt BadgelD lt BadgelD gt lt br gt lt br gt lt If Request Form Punchin lt gt Then Punchin BadgelD Elself Request Form PunchOut lt gt Then PunchOut Badgel D Elself Request Form PunchWork lt gt Then PunchWork Badgel D End If gt lt br gt BadgelD lt INPUT type text id BadgelD name BadgelD value lt BadgelD gt gt lt br gt lt br gt lt INPUT type submit value Punch In id PunchIn name Punchl n gt lt INPUT type submit value Punch Out id PunchOut name PunchOut gt lt INPUT type submit value Punch Work id PunchWork name PunchWork gt lt BODY gt lt HTML gt 150 Appendix A Sam
51. Sheets can be un submitted If an administrator is reviewing a time sheet and can t approve it for a particular reason you will want to use the Un Submit process Once you click on Un Submit you will see a very similar screen as before amp Un submit Confirmation Name Start Date End Date Smith Thomas 1271172005 12 17 2005 Sun Mon Tue Wed Thu Fri Sat Week 12 11 12 12 12713 12 14 12 15 12 16 12 17 Total ml TR Too ro nm mo Les or a el sw Un Submit Notes CI Send E Mail Once the Time Sheet has been un submitted you can go back to the main form to make changes Approving In many ways the approval process is a bit easier than the submission process As an administrator you can approve both un submitted and submitted time sheets If you are on an un submitted time sheet technically you can go directly to approved status but the time sheet will still go through the same checks for submission before it is actually approved When you are viewing a time sheet that is correct and you want to approve it just click the Approve button You will then see a form like this el Approval Confirmation Name Start Date End Date Smith Thomas 1271172005 1271772005 Sun Mon Tue Wed Thu Fri Sat Week 12 11 12 12 12 13 12 14 12715 12 16 12 17 Total ent Deiere Lee ES Approval Notes C Send E Mail gt L Approve D era Once again you can enter in any approval notes and you can send an email to th
52. TSQL Cy Install TimeKron T SQL Server to The above screen will allow you to change the destination folder The Destination Folder is the folder where the TimeKron software will be installed Installing to the default folder is recommended Note The Destination Folder is where the software program is loaded This will be different than your Common Directory discussed later in the Startup section of this chapter Also the installation directory is not usually located on the same disk or computer where your main Data is located The software works best when installed directly on the client to take full advantage of the nature of C S architecture 9 After selecting an installation directory click Next to continue the installation The following screen will appear i TimeKron T SQL Server InstallShield Wizard Ready to Install the Program The wizard is ready to begin installation If you want to review or change any of your installation settings click Back Click Cancel to exit the wizard Current Settings Setup Type Destination Folder C Program Files SoftwareTech TSQL User Information Name Joe Smith Company Acme Widget Company If you have made a mistake you may go back and correct it at this time 10 If you agree with the information stated click Install to continue The following screen will appear i TimeKron T SQL Server InstallShield Wizard Installing TimeKron T SQL Server The
53. add projects and jobs even though the policy does not normally allow it Also note that when we activated the Override Project J ob options that it was the only section activated Each section needs to be activated separately The other sections will still be inherited from the original policy lt If an employee has any overrides in effect the button on the Employee Information page will look like this H Another important point is that if an employee changes policies the overrides will still stay in effect For example if an employee is set up with Default Exempt Policy and has overrides in effect if that employee changes to Default Non Exempt Policy those overrides will still be in effect It may be possible that the overridden value is the same as the original value but it will still act like an override Chapter 12 Submission and Approval 79 Chapter 12 Submission and Approval If your company uses time sheets the time sheets will most likely have to go through some kind of approval process Time Sheets that are submitted usually need to be approved by an administrator before the time is submitted to payroll TimeKron handles this process through the Submission Approval feature What is the Submission Approval process The Submission Approval process is how a time sheet goes through an examination process and how that time sheet is eventually given to payroll for processing First is the submission part After
54. ailed report showing the exact hours a department Low Resolution Printer has worked over a specified time period Company name in title Department Daily Totals 124 4 2005 Administration page 1 Date Range 1241 2005 1244 2005 1242005 ABC ABC Company SAL Sales Smith Thomas Daily total 2 00 1262005 ABC ABC Company SAL Sales Smith Thomas Daily total 3 00 Daily total 0 75 Project total 11 00 Daily total 11 00 Project total 7 00 Daily total 10 87 TimeKron User Manual In Out Board This report shows the current in out status of a group of employees amp In Out Board Employees Departments LAT Departments n EA Unassigned Administration Production Gales Show employees with no punches K Include terminated employees Report title C Administrator Title Lock In Out Board Sort by Time Department Name This report shows who s in and who s out C Low Resolution Printer Company name in title In Out Board 124 4 2005 page 1 102 Chapter 16 Reports 103 In Out History This report shows a history of in out punches for the specified date range In Out History O Employees Departments LA Departments E Date Range Unassigned From Administration i e Production 127172005 Sales To 12714 2005 Show employees with no punches Show individual employee reports Order by
55. al Project ABC ABC Company ABC ABC Company AT Are Company ave 2 Company eve 2 Company SAL Sales SHF Shipping SAL Sales SHP Shipping Total 84 Hours Sof Ae 450 33 00 8 00 SUP Technical Support 8 00 fae This section can break the time down by projects and jobs Here you can see the breakdown for each project and job combination You can also break it down by just projects or just jobs by selecting a different option from the drop down list box Time Sheet Details If the summary section isn t sufficient to approve time the button can show the entire time sheet amp Time Details Name Start Date End Date Smith Thomas 1271172005 1271772005 P Sun Mon Tue Wed Thu Fri Project Job u Sat A 12711 12712 12 43 12714 1215 12116 1247 Tta Bec nsocomafsar saes GE EE Keep in mind that any time sheet viewed through the Details function cannot be edited even the time sheets that are on Not Submitted status Email Notification Email Notification was discussed previously with regard to submitting and approving time sheets This option is not necessary but can be a handy tool to use so that administrators know when time sheets need to be approved and employees know if their time sheets have been approved To use Email Notification you need to have two things First you need to make sure that Email Configuration is set up properly see Chapter 3 Getting Startea Sec
56. and TimeKron will properly correspond You need to check the following things 1 Each employee in TimeKron must be created in ADP 2 Each employee ID number in TimeKron must match the one in ADP 3 Each TimeKron department name must be created in ADP Once you have confirmed that all the data corresponds you are ready to begin the export Perform the export as described in Exporting Basics above During the export process for ADP you will be prompted for the Company Code ADP should have provided this code Once you ve entered it in TimeKron will remember it for you When naming your ADP export file ADP has a specific naming convention that they use It is PRcccEPI csv where ccc is the company code you entered in earlier If it isn t there already move the export file to the C adp pcpw adpdata subdirectory where c is the drive where ADP is installed Import the data into ADP by checking PC Payrolls online help paydata entries importing for more information Checkmark Payroll Prior to performing the export in TimeKron you need to make sure that the data in both CheckMark and TimeKron properly correspond You need to check the following The first and last name in TimeKron must match the first and last name that is in CheckMark Chapter 17 Utilities 137 Once you have confirmed that all the data corresponds you are ready to begin the export Perform the export as described in Exporting Basics above To import the file
57. appear if you are using SoftTime in conjunction with TimeKron The FYI button will bring up the FYI section that you would normally only see through SoftTime Thomas Smith Days Department Administration Hire Date 8 8 2005 Category Recorded Allowed Remaining EI Illness 9 00 9 00 B Vacation 9 00 9 00 S Personal 9 00 9 00 EI Leave of Abs O Jun B Other E Family Leave S Late EI work EI Bereavement BB Worker s Comp CT Paid Leave S Training BB Business Trip EI Military Leave E Emergency EI School BB Birthday BB Snow Day EI User Category 1 E User Category 2 BB User Category 3 S User Category 4 EI Holiday 8 00 Recording Years based on 12 4 2005 This form shows you a synopsis of the current employee s absence data for their current recording year TimeKron User Manual 58 Chapter 8 Punch Records 59 Chapter 8 Punch Records Another way to view time is through the Punch Record grid Like the Time Sheet grid the Punch Record grid will display both punch records and time sheet records Unlike the time sheet grid the punch records grid will allow you to edit individual punch records Punch Record Grid On the main form the second page is the Punch Records page ABE es 12 4 2005 12 10 2005 wg a 50 12 4 12 5 12 6 1277 1278 1279 12 10 Date Stat Time End Time Total Project T 200 beaesseckess RT Sia 900 aane EI ei H Je
58. ark Smith Thomas Smith Tom G Security Summary O Employees Departments A Unassigned z Administration Production Sales v Include terminated employees Sort by Name Department Report title _ Administrator Title Lock Security Summary This report shows selected employees and their level of Low Resolution Printer security E Close V Company name in title Print Preview Form 12 1 4 2005 page 1 E Sales Administrator Administration Full wE Mail Production Full u Sales Read Only Production OOO eoe Employee Access Administration 23 45 6789 Super Administrator All Departments Administration Administrator Administration Read Only SLEG Production 108 Chapter 16 Reports Department Summary by J ob This report summarizes department information by job el Department Summary by Job Departments Projects Jobs A Unassigned g Administration Production Sales Unassigned ABC ABC Company YZ XYZ Company v Include terminated employees All Projects el RS Unassigned SAL Sales SHF Shipping SUP Technical Support Report title C Administrator Title Lock D epartment Summary by Job This report shows a summary of time taken by a department broken down by job Department Summary by Job Administration Date Range 1249 2005 12414200
59. artments may be selected for viewing Also keep in mind you can create multiple punch stations on your system One Punch Station may keep track of the Administration department and another may track the Sales department The Name option will determine how the name is displayed in the Punch Station The Authentication Required option determines if authentication is required for each punch on the punch station If this is checked anytime someone punches on the punch station they will be prompted to supply a user name and password Allow Admin Punches is similar to the above option in that it will allow Administrators to use their user name and password to punch other employees in and out Finally the Refresh Rate determines how often the Punch station will automatically refresh After you ve selected your options click OK to go back to the main Punch Station form If you ve checked Station Enabled it might look something like this Punch Station Al Departments v 4 08 11 PM In Out Employee Date Time Details Comments L Brown Cindy 12 6 2005 2 41 17 PM JL Jones Jeff 1276 2005 2 41 14 PM O Lane Mark 12 6 2005 2 41 36 PM A OJL smitn Thomas 12712 2005 11 34 04 AM ABC ABC Company SHP Shir OJL smith Tom 12 6 2005 2 41 22 PM As in the In Out board this form also has the current time and a refresh button for a manual Refresh of the Punch Station You can punch in and out by clicki
60. ary to each employee s regular time Each successive Overtime level after the first needs to have daily and weekly hours that are equal to or greater than the previous level Each level s overtime will be figured from the highest to the lowest level TimeKron User Manual Project CE I E Ser ereecht ag Se S Sie e Se rena aen f nl T E SS BEE 12 Daily Overtime Weekly Overtime Rate Everime1 1 50 7 Overtime 2 1 60 7 Overtime 3 10 00 1 70 Mon Tue Wed Thu Fri Sat 12 12 1213 1214 12115 1216 12717 SGE EE You can see here that the numbers in red represent overtime amounts The amount of overtime for each overtime level is totaled at the right This is one way to figure overtime between days and hours The other way depends on the following setting _ Deduct Daily Overtime from Weekly Overtime If this is not checked overtime will be figured as it is above If it is checked then the daily overtime amounts will be deducted from the weekly overtime amounts and you will get some different OT information were paar Gus en Tus Yd Thu Fi al T Wies Job 1201 ap 1153 taia mg ang mt Ta 1818181811 fr c C Se Regular Tee OTE RODS ce O12 POLS On HTS Sp ONY UT TEE RSE L Tetali Got IN It is up to you as to which setting will better suit your company Generally speaking most companies would go with the second option and deduct daily overtime from weekly overtime
61. ase then you will want to check the Lock logon between sessions option This will prevent the user from un checking Remember Log On The option will still appear for administrative reasons but the user will be required to enter a Super Administrator User Name and Password before they will be allowed to Log Off Auto punch options Most of the time a punch in or out is a conscious act done through TimeKron s punch clocks or some external punch clock In some instances though you may want to coordinate your punching in and out with your activities on your computer or more specifically your activities on TimeKron These two options will punch an employee in whenever they start up TimeKron or it could also automatically punch them out when they exit the application This can save a few keystrokes or mouse clicks as your first and last punches of the day are as simple as starting and exiting the program TimeKron User Manual 76 When used in conjunction with the Remember Lock Logon feature above an employee s first punch of the day is as simple as double clicking the TimeKron icon on the desktop Other LESH TADS ESSSSSASESSETERFGER EASINESS RRAN Overtime Rounding Rules Punch Options Other Project Job options L Can add Projects Can add Jobs Note options Can add employee notes Can editdelete employee notes Time Sheet Punch options Can use time sheets J In Out board punching without recording tine Auto start op
62. ay be database related so have your SQL DBA near by in case he she needs to be consulted Also make sure you have full read write create privileges to your common directory If an error has occurred write down the first error message exactly as it appears on your screen Write down the steps you took just before the error message appeared Be prepared to provide our Technical Support staff with any information they need TimeKron generates a log file that may help us diagnose complex problem We may ask you to send this file to us for analysis Chapter 18 Trouble Shooting 145 Common Problems and Solutions E AN AN ZN AN AN My Password doesnt work The first time you log in the system defaults to a User Name of Admin No Password is required Just press Enter and you will be logged in to the software At this point you can set up individual User Names and Passwords by clicking on the Employee Information tab Remember the password field is case sensitive Check your caps lock key You can also adjust your workstation options for each individual workstation Error Message Cannot locate FoxPro Support Library The computer does not have the FoxPro DLL files installed These can be obtained by reinstalling the software Make sure the data files are backed up before reinstalling Computer freezes when trying to load TimeKron You workstation probably does not meet the minimum requirements Make sure that no
63. b Project Profile Jobs All Jobs a SAL Sales SHP Shipping SUP Technical Support v f Show Jobs with no associated Projects Report title A _ Administrator Title Lock Job Project Profile This report lists each job that is available and the C Low Resolution Printer projects which the jobs are attached to amp I Company name in title Print Preview Job Project Profile 12142005 page 1 SAL Sales ABC ABC Company XYZ AY Company SHP Shipping ABC ABC Company XYZ ATZ Company SUP Technical Support XYZ XYZ Company Chapter 16 Reports 121 Project J ob Profile This report shows each project and their associated jobs Project Job Profile Projects All Projects A ABC ABC Company YZ XYZ Company v Show Projects with no associated Jobs Report title C Administrator Title Lock Project Job Profile This report lists each project that is available and the _ Low Resolution Printer jobs which the project has associated Company name in title Project Job Profile 124142005 page 1 ABC ABC Company SAL Sales SHF Shipping SAL Sales SHF Shipping SUP Technical support ATZ ATZ Company TimeKron User Manual Project Recap This report summarizes every project amp Project Recap Employees O Departments Prolects 122 Jobs Brown Cindy a Jones Jeff Lane Mark Unassigned
64. bmitted Time Un Submitted Time Include terminated employees d 4 HH MM Format Report title C Administrator Title Lock Employee Summary by Project This report shows a summary of time taken by an C Low Resolution Printer employee broken down by project Company name in title Employee Summary by Project 1214 2005 Department Administration 4 page 1 Smith Thomas Date Range 12 1 2005 1244 2005 ABC ABC Company SAL Sales DD SHF Shipping 5 25 Project total 14 12 YZ ANZ Company SAL Sales 17 00 SHF Shipping 5 00 SUP Technical Support 5 00 Project total 27 00 Employee total 41 12 TimeKron User Manual 118 Time Sheet This report will print time sheets for employees for the specified weeks G Time Sheet Employees O Departments Brown Cindy A Weeks selected December 2005 ze 12 11 2005 Jones Jeff Lane Mark Smith Thomas Smith Tom v eS See EES E 1 27 3 Ia Dec 05 415 6 7lalaho DREMBE Jan 064 2 3 4 5 6 7 w _ HH MM Format C Show overtime breakdown Include terminated employees Include exempt employees Include non exempt employees Report title _ Administrator Title Lock Weekly Timesheet This report shows weekly timesheets for the employees T T Low Resolution Printer and weeks specified E E M4 Close Print Preview E Mail Form Com
65. ch record and then click the Remove button You will be given a brief confirmation screen before the punch is officially removed The Remove Batch button can remove all punches for a specified Badge ID If you want to remove all punches of a particular Badge ID just click a single record with the Badge ID that you want to remove and click the Remove Batch button The confirmation screen will be similar but it will refer to removing all punches with the same Badge ID Remove Punch P External Punch Badge ID btaz Delete all records with the selected Badge ID Change ID and Change ID Batch Another approach to correcting punch errors is to change the Badge ID of a punch It is possible and likely that some employees Badge Ids will change over time If the Badge ID change does not get updated in TimeKron then it will not Chapter 15 External Punch System 93 be able to associate a Badge ID with the correct employee To change the Badge ID of a punch click the punch you want to change and click the Change Badge ID button m Ur show empicyess ath a Dadga EI d Cancel On this screen you can see each employee in the system and their Badge ID Just select the employee and Badge ID that you want to change the punch to and click OK You will then be given a final confirmation screen about the Badge ID change Change Badge ID External Punch Badge ID 6543521 Punch Time 12 16 2005 8 58 05 AM IntOut
66. d Time H Un Submitted Time v Include terminated employees Sort by Department Hame Job _ HH MM Format Report title _ Administrator Title Lock Project Details C Show SoftTIME Diamond SQL information This report breaks down project details by date job and _ Low Resolution Printer employee Company name in title Project Details 12 1 4 2005 Date Range 12 1 2005 1214 2005 page 1 Project ABC ABC Company 12 4 2005 Daily Total 2 00 1252005 Daily Total 3 00 1213 2005 Daily Total 3 87 12 8 2005 Daily Total 0 75 Daily Total 4 50 Mon 122005 Production Lane Mark SUE Technical Support 9 15AM 125 2005 0 00 Daily Total 0 00 Wed 12 14 2005 Sales ones Jeff SUP Technical Support nznm 0 00 Daily Total 0 00 ABC ABC Company total 14 12 TimeKron User Manual 124 Project Time Summary Similar to Project Details this report will summarize project time for a specified time period G Summary by Project O Employees Departments Projects Jobs a z Al Projects GA Al Jobs by Date Range Al Departments AT Un assigned Unassigned From Unassigned ABC ABC Company SAL Sales 127172005 Administration Production YZ XYZ Company SHF Shipping To Sales SUP Technical Support 12 14 2005 Submission Type Approved Time Submitted Time ML M Un Submitted Time Include terminated emplo
67. d you will see a form that looks like this G Employee Note Date Time 12 12 2005 9 40 24 AM re Note The date and start time default to the current date and time However you can change those to be whatever you want After that you just need to enter in your note Once you ve added in the data click the OK button and the note will be added Note that if you ve changed the date to something that exists outside the date range you were viewing a warning message will come up and tell you If you decide to add it anyway you will see the record in the grid immediately after even though it doesn t exist in that date range TimeKron User Manual 66 Deleting a note is considerably easier The button on the right will delete the entire record Modifying notes is pretty simple Because of the nature of note records and that most notes can t fit in the grid notes cannot be edited directly in the grid Instead you need to click on the Lal button to the left of the record you want to edit That will bring up a form that looks like the one shown above You will then be able to edit the note as well as the date and time To save the changes just click the OK button and you will see the changes reflected in the grid Grid Icons In the same way as the Time Sheet the column on the far left contains an icon for each row These icons represent what type of row it is In the notes grid there are 2 different icons N
68. delete the entire record Modifying punch records is simple Just click on a punch record and you can change the start time end time project and K 7 job The date on punch records is read only Once you start making changes on a punch record a button will appear on the right This is the discard button If you have made a change to a punch record and wish to revert the record to its Original state just click this button As far as saving punch record data is concerned the changes you make will be saved once you move off the record Grid Icons In the same way as the Time Sheet the column on the far left contains an icon for each row These icons represent what type of row it is In the punch record grid there are 8 different kinds of grid icons Time Sheet This icon represents a time sheet row These rows are not editable The text on these rows are italicized to symbolize read only data Complete Punch Record This icon represents a completed punch record These rows are editable 1252005 OEPM 2 42PM 0 46 ABC ABC Compani SHF Shipping RI Open Punch Record This icon represents an open punch record An open punch record is one that has a start time but no end time These rows are editable Overlapping Punch Record This icon represents an overlapping punch record An overlapping punch record is one where the start and end time overlap with another punch record s start and end time These rows ar
69. department Include terminated employees Report title _ _ Administrator Title Lock In Out History C Low Resolution Printer Company name in title P In Out History Department Production Lane Mark Date Range 124 2005 124142005 TimeKron User Manual 104 Notes This report allows you to report on notes from your employees for a specified time period G Notes O Employees Departments All Departments A Unassigned Administration Production Sales Date Range From 12 1 2005 To 12 14 2005 Print each employee on a separate page Print each department on a separate page v L ege l _ Show SoftTIME Diamond SQL notes Include terminated employees Report title _ Administrator Title Lock IE mployee Notes Displays employee notes for a specified date range C Low Resolution Printer amp R Close ee Form Company name in title Print Preview L Employee Notes ee 12142005 Department Administration page 1 smith Thomas Date Range 124 2005 12142005 124 2 2005 9 31 56 Gotin really late today because of the snow Chapter 16 Reports 105 Overtime Check This report shows employees who have exceeded daily or weekly overtime amounts You can specify whether you want to compare on daily or weekly overtime amp Overtime Check O Employees Departments Weeks selected A December i 2
70. domain when starting Windows The next time the user logs on to TimeKron the token association will be set From that point on the login screen will be bypassed and the employee will automatically be logged in You can manually create the token association for individual employees if you don t want to wait for them to log in for their first time This is done from the main Employee Information page Access the policy override for the employee by clicking the Polic Default Exempt Policy ka Override logon options Select the Punch Option tab Remember logon between sessions Token Type 15 e g Gary Lock logon between sessions In the above example the Token Type is User and the associated Token ID is Gary To manually set a token association click Change To reset the association Click Clear The Token ID will then read Auto Detect to indicate that it will automatically remember the token association the next time the user logs in When a user with a token association exits TimeKron they will have the option to uncheck Remember Log On Shutdown TimeKron Exit Remember Log On This will close TimeKron and log them out so that another user can log in Next time the employee logs into TimeKron they will once again be remembered In some circumstances you may not want the employee to have the option to uncheck Remember Log On If this is the c
71. e day you can punch from one project to another This would accurately track time worked on each specific project What is working out of office In TimeKron the two main punching statuses are In and Out In is represented by a green dot and Out is represented by a red dot There is another status that can also be used It Is called Work status and is represented by a yellow dot Work status means that an employee is currently on the clock but is not at the office The yellow dot will appear in place of a green dot in the In Out board With the exception of how it appears in the In Out board Punch Work and Punch In are identical Other ways of punching in and out In this chapter we will discuss how to punch in and out using TimeKron While this is the main way in which TimeKron accepts punches it is not the only way TimeKron also has the ability to read punches from external hardware as well as other sources For more information on this refer to Chapter 15 External Punch System Where to punch in out from There are several different ways that you can punch in and out using the TimeKron software Probably the most common way is to do it through the Quick Start menu The Quick Start menu allows you to quickly punch in and out from your workstation desktop For more information refer to Chapter 13 Quick Start menu Another way to punch in is through the In Out board The In and Out co
72. e default is that the totals section will be collapsed to make more room for time sheet records raak 200 20 I om I e The basic totals have totals for each day of the week as well as a weekly total on the right The expanded totals section can break down time in terms of regular and overtime To see the expanded totals section click the up arrow button to the right of the totals row Once you click it you will likely see something that looks like this fendatme 2m 2007 ee se raak 200 200 o jew This view shows you how overtime breaks down for each day as well as the week For more information on overtime check out Chapter 11 Employee Policies To collapse this section just click the down arrow button to the right of this section Show SoftTime Data Show SoftT me Data A powerful feature of TimeKron is its ability to be used in conjunction with SoftTime our absence tracking software When the two are used together each program can access data from the other In this case we can view absences in SoftTime right in the time sheet grid l Sun Mon Tue Wed Thu Fri Sat Project Job 124 1275 126 1237 128 129 12 Olaso ABCcompalspr snmang Bom es fee In this instance a late day was recorded in SoftTime on 12 6 Note that absences in SoftTime are recorded in both hours and days Those type will also be reflected here In this case 1 D represents 1 day If you have Show SoftTime
73. e editable OS 290 zen en To CR Gott Time Data This icon represents absence data from Gott me These rows are not editable These icons will vary slightly depending on the category being reported The icons will be represented by a single letter with varying background colors This data will only be displayed if Show SoftTime Data is checked ss Lake we i Punch In Record This icon represents a punch In These rows are not editable This data will only be displayed if Show In Out Data is checked A Punch In record represents the event of someone punching in but has no duration Chapter 8 Punch Records 61 Size Laos I TB Punch Out Record This icon represents a punch Out These rows are not editable This data will only be displayed if Show In Out Data is checked A Punch Out record represents the event of someone punching out but has no duration em pawa ILL E Punch Work Record This icon represents a punch Work These rows are not editable This data will only be displayed if Show In Out Data is checked A Punch Work record represents the event of someone punching in but has no duration Ola om I id Grid Colors If you use the Submission Approval process see Chapter 12 you will soon notice different colors on the punch records grid These colors are tied to the time sheet process Once time sheets are submitted and or approved you will notice a change to the color
74. e employee that informs them that the time sheet was approved To finalize the approval just click the Approve button Un Approving Occasionally there may be a need to make a change to an Approved time sheet Because the Approved date range is locked you can t add or modify data directly The first step in the process is to Un Approve the time sheet Un Approving the time sheet simply takes the time sheet from Approved Status and moves it back to Submitted Status If you need to make changes you can then use the Un submit function TimeKron User Manual 82 Who can Submit Un Submit Submitting and Un Submitting timesheets can be done by virtually every employee Each employee needs to be able to use time sheets see Chapter 11 Employee Policies as set up in the policy section If an employee is set up to use time sheets then they can submit and un submit time sheets as well It must also be noted that administrators also have the ability to submit time sheets This means not only their own but also timesheets of employees that they have full access to Who can Approve Un Approve Approving and Un Approving of time sheets is a task that can be done by administrators only An administrator has access to approve time sheets for any employee they have access to unless it is Read Only access Time Sheet Approval Form Eug eagcd Tee Ged Up Hame Lane Ma All Erard tre Lo al employees 9 Kian E Ar KEITEN 12H ZO Emco Weak D S
75. ee would not be able to add projects even though the Default Exempt Policy would normally allow him to do it To undo an override you just need to uncheck the section In this case you would uncheck Override Project J ob options The default values for that policy would then be back in place Fields in BOLD are overrides from the main policy Exempt Status Each employee has an exempt status associated with them Normally salaried employees would be classified as Exempt while hourly employees are usually classified as Non Exempt Chapter 5 In Out Board 45 Chapter 5 In Out Board In an office setting where there are numerous people it can be difficult to keep track of the comings and goings of every single employee For this reason TimeKron has an In Out board to tell you who is in and who is out The In Out board can be accessed from the Quick Start Menu and it can also be accessed by clicking View gt In Out Board The In Out board will look like this 4 In Out Board In Out Employee Time Location Details Comme SE EE E el Smith Thomas 1276 2005 2 41 41 PM vp BEARBOX DJ Lane Mark 12 6 2005 2 41 36 PM vp BEARBOX O Jones Jet 12 6 2005 2 41 14 PM vp BEARBOX OJL Brown Cindy 12 6 2005 2 41 17 PM vp BEARBOX 10 07 36 AM The In Out Board tracks the punches of all employees and shows you their last recorded punch The information on this form should be self explanatory fo
76. en AAE Ea NAA RAAR 34 elauter Eiere un nee ne E E 34 E Mall PrOLOCO EE 34 My Server Requires Autbentcation rnt rt tntu n rnrn rrun rr nrn u unnn unre nennen 34 USE e a e ee E EE EE E 34 Weigel LOHNEN EE 34 THT iiacipheersanwea caninee E 34 Der aU Ea EE 34 EIMDIOVEE POINTES esirernientinveriertsvenenrsmosceesivarcetdesunaeatenndierer tees REEE ETO EEEIEE EEEE 35 PO EE 35 OO EE 37 EE Ee 37 Chapter 4 Employee Information sssss 2 39 AO ee e 39 ee E E10 nern een 40 Employee Information EE 40 EI TEH A A et 40 EAE WE 40 Bien TE EE 41 Nese GE 41 CUY A de 41 DEISUIE EE 42 POI EE 42 Se le RU el 42 EXOINIDE Eege 43 Chapter S e Ti e Tv WEE 45 BO TT 45 EMI COs e Oele 45 N SE OO ea ee re Reese 46 PIG s UA ell 46 BETTEN EE 46 Form sizing and form menmOy EE 46 PURA he Ke EE 46 Chapter 6 Punching In and Ole 1 000 0 aaa 47 Table of Contents 3 What is Punching In and E 47 What 1S WOKING OUL OT OF ICO EE 47 Other ways of punching ee 47 WECO PnC I O dee EE 47 Eeee EE 47 ee e EE 48 EE 48 COV OES ee 50 TINO ee 50 ei E 51 NAWO TIME WE E e 51 Chapter 7 TIME SPEGUS uses ea Eee EEE 53 Ne EE 53 What is Time Sheet EC KE 53 TME nad NGAO EE 53 EI elo CONG E 54 ok le e 54 Le 55 EE 55 SHOW EINER HAMM beer 56 Submission Approval Process 56 NEF TINE DAN nennen een ee 56 PN re ena ea alae ana aeEe ee 57 E E Chapter 8 Punch Tae an ENER NEE EENEG 5
77. ennen 110 PONE ETON EE 111 aree EE 112 EE FM Vt EE 112 Sts e te 113 ECS SY SO Sr E I anaes cubeoreenvineieee miata 114 Bleu CNO TE 115 Employee SUMMAy DY Ee EE 116 Employee Summary by Project zuezessesenneennnenennnennnnennnennnennnennnennnennnennnennnennnnennnennne nenn 117 lg LE EE 118 ENEE EEN 119 eelere E 120 FOO POE CPO ne 120 PrO CIOD re E ee ee ee ee A ee er 121 Project a ee en ee 122 PRO CGE EE 123 PFOLSCE Time Te un E e E 124 FOD TT en ee erregen 125 Table of Contents 7 SB SUITE E 126 Chapter 17 HIE u TEE Teenie 127 Eeee rie E 127 ETI Da Fleege 127 importing from TIMeK ON E 129 EOIN ee 130 EDOL TO EEN 130 PONO Ce 130 Creating Editing Custom Templates sse eee eee ee K e KKK 131 PUIA Te SM ie EE 134 Chapter 18 Trouble Shooting un uses ana na tn nn aa een 139 He E 139 License Agreement 139 EITE ie EE 139 Web Update and Automatic Upgrades nennen 139 SOT Ware Technidues on the WEB ua ee 141 Technical Support Ein Let 142 POO UE RINO e 142 EE 143 Een EE 144 Common Problems and SolutionS E 145 Appendix A Sample ASP Script 149 Te e een E O E E A EE ee 149 PA E EE 149 OC CSSD UNE E EE 149 sle EE 153 Te LM LIES Ol E 153 Customizing s E 154 Chapter 1 Introduction This Manual Covers e Installing TimeKron and importing information from other database programs e Setting and maintain
78. epartments The Super Administrator sets their privileges The Administrator role does most of the data entry into the TimeKron system They can access and modify all employees in their purview but can not alter any global configuration settings Super Administrator The Super Administrator has all privileges on the TimeKron system They can do everything an Administrator can do as well as set global configuration parameters and assigning Administrator roles and privileges The Super Administrator can also give users Super Administrator options Super Administrators have access to all employees all the time They also have access to all sections of the program Super Administrators can log in as regular administrators if they want If you log on as a Super Administrator the database will be locked and you will be the only one allowed to use the database at that time TimeKron User Manual 26 Database Administrator The Database Administrator is a special role that works outside of the TimeKron application This person is responsible for making sure that your Database is functioning properly This includes creating the database making sure the database server is operating smoothly making sure the TimeKron Database is secured and accessible by all those that need to access and finally making sure it is backed up on a routine schedule sw BE EE de men JL LJ Employee Paige LL de Projects Jobs Departments Punch Note Maintenance
79. eport Title m redia Preview and E Mail OK Recipient List m Add Other R ecipient Employees Departments Cindy Brown cindy acmewidget com D Jeff Jones Joe Thomas joet acmewidget com cindy acmewidget com Cindy Brown A en lt lt Add j Mark Lane Thomas Smith R gt gt a Tom Smith e E LoadList J SaveList ClearList gend Log 27772008 3 05 17 PM Requested reports have been emailed H 27772008 3 05 17 PM E mail successfully sent to E mail Subiect cindy acmewidget com ee 27772008 3 05 13 PM Report emailing is in progress making connection 2 7 2008 3 05 12 PM Processing your request Additional Text The report s title is in the upper left part of the form If you want to see the e mail that will be sent you can click the Preview button In the lower left part of the form you can enter the e mail subject and any additional text you want to include Chapter 16 Reports 97 The list on the right is a list of employees and their e mail addresses if they have one To add an employee to the recipient list double click the employee or click the recipient and click the Add button If you want to include a recipient that is not in the list click the Add Other Recipient which is located above the Recipient List A window will appear Enter the e mail address of the recipient and click OK If you want to send an email to all employees within a department click Department
80. er 17 Utilities 127 Chapter 17 Utilities Importing TimeKron supports importing data from a variety of other software programs and other versions of TimeKron There are two options in TimeKron for importing data into your SQL database One option is to use the DBADMIN mode to do a Total Import see Total Import Instructions in Chapter 2 Under the file menu there is another utility for importing data into your TimeKron database Before using this utility you will need to setup your data as you want it This utility is primarily used to add employees and departments to your TimeKron database that you have already setup This can even be used to add employees to a TimeKron database that you are using To use this utility you must be operating in Super Administrator mode To begin importing data select File gt Import from the menu TimeKron features an Import Wizard to lead you through the steps of importing your data TimeKron I SQL Server Import Step 1 Import Start ii z ze Chooses an mpod type Generic Data File With a generic data file you can choose to import either employees or departments TimeKron TOL Server Import Shep 3 Selen Fie Type MM wem H Ca Gas Next you must choose the Generic Data File to Import It is helpful to use the first row of your import file as headers These will display in the next step when you have to map the column names Generic Data File types can be
81. et Punching in to TimeKron could only be a few mouse clicks away Web sites can be created to accept punch information and then send the results to TimeKron One way to accomplish this is through the use of an ASP script Appendix A provides a sample ASP script which can be used by your own web administrator to integrate OAP into your company s own web page External Punch Error Maintenance While using OAP technology and the External Punch System is very useful and flexible there are times when punches entered externally cannot be processed The primary reason for a processing error would be an invalid Badge ID In this cases we need to use the External Punch Error Maintenance form To access this form click on Tools gt External Punch Maintenance amp Error Maintenance BadgelD InfOut 654321 12716 2005 8 58 05 AM I Punch Clock a 654321 12 18 2005 4 45 18 PM D Punch Clock Change Remove Change Reprocess Remove Batch Badge ID a List Close This form shows every punch in the External_Punch database that has not been processed The relevant data for each punch is displayed in the listbox The key data for each punch is the Badge ID Punch Time and In Out When dealing with punch errors in this form there are several things you can do Remove and Remove Batch If you see a punch in this screen that does not belong you can simply remove the punch If you want to remove a single punch just click the pun
82. g to get access to that field Whether it is an Employee or Time Field simply select the field from the left and click Select on the bottom After you ve chosen several fields you might get a screen that looks like this Export Data Export Data Details __ Full Name First Middle Last A PAY LEVEL TIME WORKED Date of Hire Social Security Number The amount of time worked by the I Pay Level Time Worked See De kredet period a the associated Pay Level See Pay Pay Level Pay Rate Level and Pay Level Pay Rate for more details The order that you see them in here is how they will appear in the export file However if you want to change the order that you see here you can use the mover bars to the left of the field name Just left click and hold down the button over the small box to the left Then just drag the field to the position you want That s it You can do this with every field Once you ve selected all the fields you need click the Next button on the bottom Save Template You will see this appear in the lower right portion of the screen Now you can Save the template If you are creating a new template then the Save As button will be enabled as you see here If you are editing a template the Save button will be enabled as well Once you save the template click the Finish button to return to the main Export form The template you were just working on should be selected Built In
83. ge Submission Type From Production 127172005 Approved Time Sales erem L Submitted Time C Un Submitted Time TimeKron s Export form doesn t look all that impressive but in this case looks can be deceiving TimeKron now has export templates for exporting time data to your favorite payroll programs Even better is that the templates are customizable by the user Export Templates Export templates in TimeKron come in two types Built In and Custom Built in templates are hardcoded into the system and cannot be deleted or edited Currently there are 4 Built in templates Custom templates are templates that have been created by the user and can be adjusted or deleted at will Built in and custom templates both work in the same way but the built in templates are created for exporting to specific applications The difference between Built In and Custom templates can be seen in the template selection screen amp Select Template Available Templates PeachT ree Quick Books ADP CheckMark Payroll and in the main form once a template has been selected Export Template Peach Tree Built ln Template Exporting Basics Exporting data from TimeKron is actually quite simple First you need to select an export template as shown above Then you want to select the group of employees that you want to export data for Next you need to specify a date range for the export The above illustrat
84. ge the offset rounding the small text below will explain how the rounding will be affected Punch Rounding Round each punch to the nearest minute increment Offset rounding by minutes Punches between DA AM and 55 AM wll round to 7 55 AM Punches between d DO AM and 8 03 AM wall round to 8 00 AM Punches between 8 04 AM and 9 09 AM wll round to 8 05 AM Overtime Rounding Rules Punch Options i Other Punch options Allow Regular Punch InOut l T Allow Quick Punch In Out Logan options Remember logon between sessions eg BEARBOX Gary Auto punch options L Punch In on application startup L Punch Out on application exit When punching in TimeKron has two different ways of doing that The Regular punch method allows the user to enter in a project job notes and lets them optionally set the punch time when punching in or out The Quick punch method is just that When you want to punch in or out you click one button and that s it TimeKron sets the time and uses the employee s default project and job Here you can set which methods you want your employees to use You can allow both or you can restrict access to one or the other If you want your employees to punch in and out but dont want them to use projects and jobs then you would check Allow Quick Punch In Out and uncheck Allow Regular Punch In Out Logon Options Normally whenever someone logs on to TimeKron they would have to enter in a User Name and Pa
85. her on this form or the main form TimeKron will perform these checks for you If either of these problems exist you will not be able to submit If you are able to submit the Time Sheet you will then see a form such as this G Submission Confirmation Name Start Date End Date Smith Thomas 12 11 42005 12 17 72005 Sun Mon Tue Wed Thu Fri Sat Week 1211 12 12 12713 12714 12715 12 16 12 17 Total 7 Tmooos2 rasofresofizm Terz Submission Notes C Send E Mail A From here you can confirm the Totals and date range and enter in any submission notes you might want to include Additionally there is a Send E Mail option If you put a check on that option an email will be sent to all administrators who are set up to receive emails that have access to you to inform them that you ve submitted a time sheet Even if you don t want to send an email the Time Sheet can still be submitted When you are prepared just click on the Submit button That s it your time sheet has been submitted An important thing to remember about time sheets is that once you ve submitted a time period no new data can be added for that time period So make sure you have all that data together that you want submitted before you do that actual submitting Chapter 12 Submission and Approval Ghapter 12 submission and Approval II Un Submitting If there is a change you want to make on the Time Sheet you can use the Un Submit button Only submitted Time
86. his Status you can Un Approve the time sheet Mixed The next status while rare is called Mixed Simply put a time sheet on Mixed status has more than one status for the selected week For example if one time sheet had some Submitted time and some Un Submitted time then the time sheet would be on Mixed status TimeKron User Manual Submitting When submitting time for a week TimeKron will submit all time records that exist for that week This includes both Time Sheet and Punch records If you are only submitting Time Sheet records you should be able to submit the time sheet easily If your time sheet submission contains punch records the punch records need to conform to a couple of rules First of all there can be no Punch records in that period that are open punches 80 Date gt Start Time gt End Time Total Project Job era mom Tee RI An open punch is a punch that has a start time but no end time If you have open punches in the time period to be submitted you need to either remove those records or add an end time to close those records out Secondly none of the punch records can have overlapping time Date start Time End Time Total Project 1271772005 11 12 AM 5 12 FM g 1271772005 200 PM 6 00 FM 400 ABC ABC Compan SAL Sales Those records will have to be straightened out before you are allowed to submit Job ABC ABC Compan SAL Sales Rl When you click on the Submit button eit
87. iew Form Payroll Summary Week s reported 12112005 Administration Smith Thomas Administration 120 1 2008 10 00 Hourl 40 00 10 00 Hourly OT1 B 0040 00 5 00 15 00 Hourly vs Chapter 16 Reports Policy Report This report displays the basic information for each policy selected amp Employee Policy Employee Policies Al Policies Default Exempt Policy Default Non Exempt Policy Matt Policy v C Print blank policy checklist Report title C Administrator Title Lock Employee Policy Displays information about employee policies C Low Resolution Printer Company name in title Employee Policy E i age 1 Default Exempt Policy pag Overtime Settings Daily Overtime Weekly Overtime Overtime 1 5 00 40 00 Overtime 2 9 00 45 00 Overtime 3 10 00 50 00 Overtime 4 11 00 55 00 Deduct daily overtime from weekly overtime YES Rounding Rules Round each punch to the nearest 5 minute increment Offset rounding to the nearest 1 minute s Punches between 7 54 AM and 7 58AM round to 7 55 AM Punches between 7 59 AM and 8 03 AM round to 8 00 AM Punches between 8 04 AM and 8 08 AM round to 8 05 AM Punch Options Allow Regular Punch In Out YES 107 TimeKron User Manual Security Report This report will show the different security level settings for the selected employees Security Summary Brown Cindy Jones Jeff Lane M
88. il Notification ee 84 SIMDIOV CC sse eee eee 97 Employee 9 25 26 27 39 40 41 42 45 47 48 55 69 71 75 77 82 84 87 90 93 97 112 113 131 132 133 134 145 153 154 155 RUE 112 EXCEL een 43 71 77 Biet UE 113 FACOG viciariteetieiewentionsiies tacisaaumataneeoniieconneteaeson 26 Employee Information 39 75 77 84 93 145 153 Employees Rn ln E ME 40 97 FNC Uae eebe EE 91 EXCESSIVE House 114 Appendix A Sample ASP Script Exit Application nennen 32 86 87 Exporting Data 26 130 131 132 133 134 SI 26 Fiscal Date nee ee 30 POST sso E eeuaue eee ceesmecenade 145 BY E 57 63 67 Generic Data tie 127 Gnd sagar 53 54 59 60 61 65 66 69 70 Elte 1 ONS een 54 60 66 MAL H a See 11 wiel 91 Hardware Requirements e ee 11 Hard Drive Space seen 11 Operating System cesse ee eee 9 11 RAM EEN 11 144 eee E 11 WI EE 139 HH VR 56 62 70 Hire Dat EEE EEE EEE 39 40 xec VE 26 Se tel 25 35 KK 149 150 153 IMPOTtiNg ceeeeeeeeeeeeees 18 22 23 26 127 129 In Out 45 46 47 48 50 51 60 61 62 70 74 76 85 86 90 91 92 102 103 153 155 In Out Board 45 50 86 90 102 Install SIMS ME 14 Installation eee 9 11 146 Installation and Setup een 9 11 Installing Tmekron nennen 11 Integration nennen 91 Job 42 43 45 53 76 77 83 91 120 125 126 ele EE 48 license agreement eee ee eee eee ee 16 20 Logging on 16 19
89. ing timekeeping policy e Maintaining individual department project and job records e Basic operation recording punches time sheets and notes e Producing reports e Utilities e Trouble shooting Installation and Setup For system requirements and installation instructions see Chapter 2 Installation and Setup Background Information To set up departments project and jobs see Chapter 3 Getting Started To customize employee policies which cover areas such as overtime punch rounding and other punch options see Chapter 11 Employee Policies Basic Operation To learn how to perform the most frequently used TimeKron functions Chapters 4 10 demonstrate how to keep routine timekeeping records for each employee Chapters 12 14 cover additional tools which can help track timekeeping Reports To see samples of the reports TimeKron can generate see Chapter 16 Reports Utilities To review TimeKron Utilities see Chapter 17 Utilities Trouble Shooting For fast help with common problems see Chapter 18 Trouble Shooting A Windows Program TimeKron runs under the Microsoft Windows Operating System This manual assumes that you know how to perform routine mouse and keyboard operations in this environment TimeKron User Manual Conventions Used in this Manual In this manual we put square brackets around keyboard keys you must press such as function keys F1 the Tab key the Enter or Return keys Prompts
90. ion a K Are you sure you want to delete Cindy Brown from the database Employee Information Since most fields are self explanatory only the fields that require an extended explanation will be discussed EK ar Lei Hees pears me amtie ap Rare ltr Dat Sa Hire Date Each employee is required to have a hire date E mail TimeKron supports E mail notification Chapter 4 Employee Information 41 Department A drop down list of all departments is used to set this employee s department Departments are maintained by the Super Administrator in the Departments screen under the Tools menu Photos TimeKron allows you to associate pictures with each employee Just click the Find button and find the picture for the employee The picture can be in GIF JPG or BMP format To remove the picture press the Remove button Remove Find Photo Security Profile The Security options allow the Super Administrator to grant Administrator privileges to users managing departments and to assign which departments they have access to The Super Administrator can also grant Super Administrator access to another user Administrators and Super Administrators can also change an employee s User Name and Password Employees can view their own security setting Employee Access and can change their own password Security User N ame O Employee Access Administrator Access 3 Super Administrator Access O AN Departmen
91. ion shows a date range to enter Some templates require specific weeks to be selected and in those cases the date range controls will be replaced by the week selector Chapter 17 Utilities 131 SM Tw T FS Nov 05 Erpse 1 2 3 ax Dec URI 4 151ET71 91910 WIESEN UEIEISUSAISS ES EE ESESEESEEEe Jan os 1 2 3 4 516 7 E Next you need to decide what type of records you want to export You can choose between Not Submitted Submitted and Approved statuses You can choose one two or all three of them Next you need to click the Export button After you click on the export button you will be prompted as to where you want the export file to be placed as well as a name for the file Once you have specified that information the export will begin That s it Creating Editing Custom Templates As stated before TimeKron allows users to create custom export templates If you use a payroll system that is not supported by one of the built in templates you can create your own export template to do the job for you Creating and editing templates are very similar To create a template just click the New button on the main export form To edit a custom template click the Select button and select the template you wish to edit from the list Once you see it on the main export form click the Edit button Whether you are editing or creating each of the following sections pertains to setting up the export template Output File Type Output File Ty
92. ission Ten Appere Tee el Submited Time E ve kelun amp usmited Time bot Ee hepar Haze Fez Joy Wi a HH MM Foi Fiapo ttle L Akrar Tithe Leck E trainer Del ad ecko cet a zm ecl beret md A drl ade rel zcue Ihe ea FOE S on PEMPE LJ leew Hazi dam Perim s alala Chis Je Lua re e Wie Pritt Very EM Vote Employee Details Department Production Lane Mark Date Range 124 2005 127142005 ABC ABC Company SUP Technical Support 9 15 AM 1030AM om Sun 1211 2008 XYZ XYZ Company SAL Sales oO Shere Sof TIME Charon SUL wear 12 142005 page 1 Daily total 0 00 Daily total 1 00 Mon 12122005 XYZ XYZ Company SAL Sales 2 00 Daily total 2 00 ue 1213 2005 XYZ XYZ Company SAL Sales 3 00 Daily total 3 00 ed 1214 2006 XYZ XYZ Company SAL Sales 4 00 Daily total 4 00 Employee total 10 00 112 Chapter 16 Reports Employee Profile This report shows basic employee information amp Employee Profile Employees Departments Brown Cindy A Jones Jeff E Lane Mark Smith Thomas Smith Tom v Include terminated employees Report title _ Administrator Title Lock Employee Profile Shows basic information about each employee selected Low Resolution Printer Company name in title Employee Profile 1271 4 2005 page 1 Smith Thomas Gender Male Badge Sold 12345 6759 Emp Hired 8 8 2005 Fayroll t tan thigacn e com 1
93. ive on line support via our Technical Support Web Page on the Internet at 144 http www softwaretech com Product support is free for the first 15 days that you own TimeKron Beyond that time support and E mail calls are billable 3 Refer to the Microsoft Windows User Manual for help with problems caused by the operating environment or the Windows Graphic User Interface If steps 1 3 were not able to help you may call Software Techniques Inc at 540 721 1002 for technical support Our staff is on duty Monday through Friday from 9 00 AM 12 00 PM and 1 00 PM 5 00 PM Eastern Time You may also FAX your questions to us at 540 721 1010 Before you call though complete the following steps 1 Be sure you are eligible Product support is free for the first 15 days that you own TimeKron Beyond that time support and E mail calls are billable Have the TimeKron serial and version numbers handy You can find them on the installation CDs and copy them here Activation Code sis Version Note the amount of available disk space on your drive lt lt and the amount of RAM on your computer ss Also note the available disk space within your common directory Verify your ODBC connection is working properly Write down the name of the SQL Database you are connecting to L lt lt c lt o o lt It should appear on the main screen in brackets A problem m
94. k Start menu Remember Logon Another feature when exiting is the Remember Logon feature Shutdown TimeKron Stand By Exit Remember Log On TimeKron has the option of remembering Log On information for users For more details see Chapter 11 Employee Policies For those users that are set to have their Log On information remembered the exit screen will look like this If you want TimeKron to remember your Log On info then leave the checkbox checked and exit the application The next time you come in to TimeKron it should bypass the log on screen Users who have their Log On info locked will also see this screen It behaves in exactly the same way except for the Remember Log On checkbox If a locked user tries to uncheck the box TimeKron will prompt you for a user name and password To properly unlock a locked user a Super Administrator needs to authorize it Chapter 14 Punch Station 89 Chapter 14 Punch Station Some office environments will allow individuals to access TimeKron from their own workstation where they can punch out at their leisure This is usually done by use the Punch feature through the Quick Start menu Other offices however may still need to have employees punch in and out but won t have workstations for all of them For that situation we have the Punch Station The Punch Station is different from other TimeKron features To access Punch Station click Start gt Programs gt TimeKron gt Punch Station
95. ked up and a progress bar will be displayed After completing the upgrade you will have to restart TimeKron Auto Upgrade Ge Backup of C PROGRAM FILES SOFTWARETECH TSOL TimekronSgl EXE u Complete i Cancel Sometimes an upgrade will require that the SQL Database is also upgraded TimeKron constantly checks the SQL database to make sure it is compatible with the software Ifthe database and the application become out of sync you should have your DBA run TimeKron in DB Administration mode Software Techniques on the WEB This option launches your default Web browser to Software Techniques Inc main Internet site The web URL is http www softwaretech com Software Techniques Inc methods of achieving excellence STI Website TimeKron User Manual 142 Technical Support Options This screen shows information about how to get help with your TimeKron product TimeKron T SQL Server Tech Support Options Eg TimeKron T SQL Server Phone Support Call 540 721 1002 to speak with a customer service representative Hours are 9 00 AM 5 00 PM EST Monday through Friday E mail Support E mail us at Supporta oftwaretech com if you have any questions about Tmek on T 5 UL Server Online Support Visit our support page on the web for answers to common problems About TimeKron The About TimeKron screen gives information about your installed version of TimeKron It is useful if you ever need
96. kstation If you ve selected Administrator then you can click the Adjust button Punch Comments Adrada Comment kb Gone for the Gay Admarestratce Commert 7 Adrian commert 7 Ad ranmat abe Comers Adre N commert 8 External Punches Check Enable External Punch System to enable the external punch system For more information see Chapter 15 External Punch System f this is not checked then all external punches will be ignored Company I nfo This information allows you to customize reports and printouts with your company name and logo The name entered here will appear wherever a report or screen displays the company name Pressing the Get Company Logo button will present you with a file picker dialog to choose an image file for your company logo Reports allow you to select a checkbox to display this logo on printouts Workstation Options To enter this mode click on Tools gt Workstation Options These options apply only for the specific workstation on which TimeKron is running They govern certain settings that apply to the user s session and display preferences e Workstation Options fx L Case Sensitive Password Tool Tips Exit Warring Deletion Warring Show Totals in HH MM Suppress Auto Start when User logs into Windows Adjust Punch Comments Low Resolution Reports This option allows you to specify that you have a lower resolution printer The report generator will forgo the fancie
97. l be activated Web Update and Automatic Upgrades This feature allows you to automatically check www softwaretech com for recent upgrades and patches If you would like to set the interval for performing these checks you can run the Web Update option from the Help menu TimeKron User Manual 140 Web Update Last Check 12 9 2005 Check once every garg P 1 SEN days If a new version is available via the web an Icon will appear in the bottom left corner of the main screen Sieg To download the web update click on the web update con This will do two things First it will download the update files to the auto upgrade directory hopefully on your network You will need to have read write and file creation access to this directory to successfully download updates Once the files are downloaded they will automatically be installed on your workstation You will then probably need to restart TimeKron Most upgrades will not require you to reboot at Chapter 18 Trouble Shooting L I Each time you attempt to login to TimeKron the software will automatically check the auto upgrade directory to see if your workstation is running the most recently downloaded version of the software If you need to upgrade your workstation you will see a screen that will require you to update Update Notification A T SQL Server requires updates Press OK to continue the update process As you upgrade your old TimeKron executable will be bac
98. l for each day For example an employee could have regular time and overtime hours on the same day This method accounts for that Employee Pay Level Export Data will be grouped by employee and then pay level This method will not group by day but for a week range For the specified range the export file will provide the total amount of time for each pay level For example for each employee in the export there will be one record for each relevant pay level This will include at least regular hours and could include as many as four additional overtime levels Employee Punch Clock Records Export data will be grouped by employee and then by punch clock record This one is similar to Employee Day except that all the records for a day will not be totaled In this method each individual punch record that exists for the employee for the date range will be provided in the export Employee Week Export data will be grouped by employee and week This export will total all time for each selected week for each employee Employee Week Pay Level Export data will be grouped by employee week and then pay level Similar to the previous method but the total time will be broken down by pay level For each week selected there will be one or more pay level records for each employee As stated above choosing the right data grouping is crucial to creating the correct export template If you are looking for a specific kind of data grouping that you don
99. led description and an explanation of each option check out Chapter 11 Employee Policies Deduct Daily Overtime from Weekly Overtime Project List To enter this tool click on Tools gt Projects The project list allows you to set up projects that your company will be working on Each time you enter in time either through punching or in the time sheet you can specify a project for that time Projects Ge Associated Jobs Available Jobs ABC ABC Company A SAL Sales 2 SUP Technical Support AT XYZ Company SHP Shipping Add Project Remove Project Copy Template wv Code S s Description ABC Makes widget part 4 N ame ABC Company Each project can have a code name and description Each project needs at least a code or a name If you are using the External Punch System see Chapter 15 External Punch System you may want to use a numeric code as it will be easier to enter in To modify a project just find the project in the list and click on it You can then adjust the other information You can have two or more projects with the same code and name but it is not recommended To create a project click the Add Project button Then you just add in the code and or name and description and that s it TimeKron User Manual 36 To delete a project click the Remove Project button If the project you are trying to remove Is being referenced anywhere else in the system you will not be able to delete it
100. ll automatically construct all the missing database components Once you have a working database structure click on Next 8 The next step is to make sure that the data in the database Is initialized for use At this juncture the data should be empty and will need to be created just like the database structure was created G ODBC Connection Check Data Database Priority BlankMermo Magichum Policy Projects Jobs UDI Year Holiday AccSched DO OD d Ou On Pa GO kb TimeKron can easily create an empty database for you However if you already have Gott me Diamond or TimeKron you can do a Total Import This is the best way to import data It will preserve all of your settings without having to set everything up from the beginning If you would rather start from scratch with a blank database you can click on Fix All G ODBC Connection Check Data Database Priority Data is complete Chapter 2 Installation and Setup 23 Database successfully created DB Admin setup complete Once the data is created the database administration setup is completed Click on Finish and you can return to the Database Administrator Logon screen Password D a m CH E jaa a EI Common Directory T TestFossute We015 Return to Database Administrator Login With everything completely setup you will now be able to access TimeKron from the icon on your desktop or from the Windows Start menu License Activation 1 Now you sho
101. ll be handy when punching in and out Default Project ABC ABC Company Default Job Policy Each employee will have a Policy associated with them This policy will dictate how overtime rounding rules punches and other things will work for each employee in the system For a more in depth discussion of policies check out Chapter 11 Employee Policies Folic Default Exempt Folicy w Policy Overrides Once you have selected a policy for an employee that employee retains all of the attributes of that policy Most of the time this will work fine but occasionally you may need to make slight adjustments to a policy for one or more employees Instead of creating a whole new policy you can use Policy Overrides To access Policy Overrides click the button next to the Policy field You can override any or all parts of each policy To override an option just click the override checkbox of the section you want to change and then select the option you want for that employee Chapter 4 Employee Information 43 G Employee Policy Default Exempt Policy Overtime Rounding Rules Punch Options Override Project Job options C Can Add Projects Can Add Jobs C Override Note options C Override Time Sheet Punch options L Override Auto Start options Fields in BOLD are overrides from the main policy Here Project J ob options have been overridden and Can Add Projects has been unchecked From now on this employ
102. lumns can be clicked to allow quick access to punching in and out For more information check out Chapter 5 In Out Board Finally you can also punch in and out through the punch station Punching in and out through the punch station works in the same way as the In Out board For more information on the Punch Station refer to Chapter 14 Punch Station Punching In When you punch In through TimeKron the form will look like this TimeKron User Manual 48 A Smith Thomas Punch Clock e Du 12 2005 1 21 17 PH Punch Tere EA Ki Perec F Punsch Ln Cancel T glasg cout of ther dire The form caption at the top shows the name of the person who s punching in Smith Thomas Punch Clock The field at the top of the form shows the current In Out status and last punch of the current user e Out 12 8 2005 1 21 17 PM Rounding Next is the rounded and actual times that the user is about to punch with Punch Time BEI 1 w 1 32 33 PM On the right side in larger characters is the actual time The field on the left is the time that will be used to punch with This time may represent a rounded time if this employee is set up with rounding rules The user may also be able to manually adjust the time using the drop down list box if they are allowed to adjust their own punches through Employee Policies For more information on Rounding rules and manually adjusting punches refer to Chapter 11 Employee Policies Projec
103. me Data and Show time in HH MM work in the same way as those in the Punch Records page of the main form Conversely Time Sheet data will only be shown if Show Time Sheet Data is checked 70 For more information refer to Chapter 8 Punch Records Note Grid amp Punch Note Maintenance Punches Notes Note Time Note Employee 12 12 2005 9 31 56 AM Got in really late today because of the snow Smith Thomas 12 12 2005 10 48 28 AM was late with Thomas Smith because he picked me up and itwas diane Mark D Madd Note C Show SoftTime Data Employees Date Range All Departments A December 2005 Unassigned Administration SN TW TES O Employees Production Sales Include terminated employees In the same way as the Time Sheet the column on the far left contains an icon for each row These icons represent what type of row it is Note navigation Navigation on this page works just like it does on the Notes page on the main form It works much like a spreadsheet Additionally the employee and date criteria for this portion work exactly as it does for the Punch Record portion See the example above Note Grid Options C Show SoftTime Data The options here work in the same way as those in the Notes page of the main form For more information refer to Chapter 9 Notes Chapter 11 Employee Policies 71 Chapter 11 Employee Policies There are a number
104. me Sheets 53 Chapter 7 Time Sheets For those employees who do not have to punch in and out to record time they will most likely have to fill out a time sheet to account for their hours In TimeKron the Time Sheet is the centerpiece for displaying time Time Sheet Grid When you start up the main TimeKron application the first thing you will see is the Time Sheet Grid Notes Employee Information Date Range 12 4 2005 12 10 2005 Week 50 el Sun Mon Tue Wed Thu Fri Sat A 1204 125 1286 127 128 1279 1240 Total 1 Show SoftTime Data C Show time in HH MM What is Time Sheet Data The Time Sheet Grid can be used to enter in the hours worked for each day ofthe week Totals are grouped by Project and Job Punch records will appear in the Time Sheet Grid as well but cannot be edited from this interface The punch record data will be consolidated under project jobs for each day Both punch records and time sheet records will be used to calculate work and overtime totals Time Sheet Navigation Once you click in the time sheet you can move the cursor around using the arrow keys such as in a spreadsheet Adding a row to a time sheet is pretty simple Just click on a row and start entering in time Technically you don t even have to specify a project or job Deleting a row in the time sheet is a little more difficult Because each row represents 7 days worth of data TimeKron does not offer a single button to
105. me for reference Note TimeKron requires an account with SQL authentication This SQL account will be used by the application itself for accessing and updating the database and must have full administrative privileges Also memorize your SQL account password 2 Next work with your DBA to make sure you have a SQL connection from your client workstation The next few steps will help you help you complete the connection process It will be probably be best if your DBA assists you in the next few steps Most SQL environments will require the SQL DBA to perform some of the database installation steps Use the Database Administrator Tool for TimeKron to establish the SQL database connection and setup the database tables From the Windows start menu click Tools Database Administrator en Timekron T SQL Server gt la Tools 8 G Database Administrator Punch Station 2 TimeKron T 5QL Server E Timekron T SQL Server Help Selecting DB Admin mode from the Windows Start Menu 3 4 5 TimeKron User Manual 16 After starting TimeKron you will be asked to review the license agreement Be sure to read through the entire License Agreement License Agreement License Agreement Lopenght License warranty Timekron TSOL Server Edition Copyright 2006 by Software Techniques Inc All rights reserved License Agreement Une registered copy of Tmek ron T SUL Server Edition may be used simultaneo
106. meKron login In some cases it is your full email address Password Confirm This is your E Mail password You must enter it here twice Auto Detect WILL NOT fill in your password Test E mail Once all the information has been entered you can test to see if the information will work Click the Test E mail button in the upper right If the E mail was sent successfully then you will be notified Otherwise it will tell you why the e mail did not send Ifthe E mail did send then go to your E mail program and receive mail from the Administrator E mail account If you receive the email then you are all set Default E mail Subject This is the text that will appear as the default subject for generated email You can override this subject on the e mail notification screen Chapter 3 Getting Started 35 Employee Policies To enter this tool click on Tools gt Employee Policies Employee Policies allow you to set up policy categories that dictate how the system deals with employees Each policy has four sections Overtime Rounding Rules Punch Options and Other el Employee Policies Employee Policies 2 Overtime Founding Rules Punch Options Default Exempt Policy ll Default Non Exempt Policy Daily Overtime Weekly Overtime Rate C Overtime 1 Default Exempt Policy To maximize TimeKron s usefulness these policies should be set up before you enter in any employees or start regular data entry For a more detai
107. mostly lines and text This setting is for the workstation only Company Logo in Header In the Super Administrator Options form each system can specify a Company logo to appear in reports If you have a company logo specified this checkbox will be enabled and you can check it off if you want to see the logo in the report Company Name in Title Also in the Super Administrator Options form each system can also specify a company name to appear in reports If you want to see the company name in the header of the report just check this option TimeKron User Manual 96 Print button This button will print the current report Preview This button will allow you to Preview the report before printing emailing or creating an HTML document Inthe Preview mode a Report Preview Toolbar will appear on the screen Report Preview rachwl fr 100 el EI DR BR An amp The Report Preview Toolbar allows you to select any portion of the report you want to view With the Report Preview Toolbar you can e Move to the first or last page of the report e Move to the previous or next page of the report e Move to a specific page in the report e View one two or four pages at a time e Zoom in or out of the report e Printthe report e Close the Preview window E mail This button will allow you to e mail the report to an employee or manager After clicking on the E mail button the follow screen will appear E Mailing Reports Lo le zs R
108. n user This is the user who entered in their user name and password when the application started up Here the current user is Thomas Smith Additionally you can see the current In Out status as well as the last punch time of Thomas Smith In this case Thomas Smith was punched out at 11 34 AM You can also see the details of the last punch including the project and job Punching In Out Punch In E Punch Work Punch OUL L Quick Punch From these three buttons the current user can punch in and out simply from the System tray The punching process is identical to the one discussed is Chapter 6 Punching In and Out Ir Quick Punching is more your style you can check the Quick Punch checkbox and clicking the Punch buttons will quick punch you in or out In this case punching is as simple as a single click 86 TimeKron User Manual For those employees who want a quick punching process this is your answer The system tray is always available and all the employee has to do is to click on the TimeKron icon in the system tray and then punch in or out Two clicks and you are punched in or out Make Note Make Note The Quick Start menu also allows quick access to add notes into TimeKron These notes are unlimited and free form so you can add as many as you like Just click the TimeKron icon in the system tray and then click Make Note and you are there For more information on Notes refer to Chapter 9 Notes In Ou
109. nection Common Directory Vu erer Gutex ommon LJ Move directory Cancel Note to the Network Administrator The common directory serves as a central gateway for the application It contains graphical images user defined absence icons encrypted email configuration files encrypted ODBC connection strings and report templates as well as other common components shared by all users It is important for consistency that all users who are accessing the same database share the same Common Directory Select a common directory on a shared network drive or shared network resource such as MyServer SQL Suite Common 6 The next step is to connect to the SQL Server and create an ODBC connection G ODBC Connection Set ODBC Connection Driver SOL Server J Adjust manually Connection String Application SOL SUITE Server APP SQL_SUITE Database User ID password is encrypted For l Password Ehe ne Test Connection Enter the name of the SQL Server and the SQL Database that you recorded earlier You will need to supply a SQL server account ID and password If you are not sure contact your SQL DBA You can test your connection by clicking on Test Connection Once you have made a successful connection click on Next 7 At this point you will have the option of checking for updates on the Web G ODBC Connection Check for Web Updates rd Check for Updates This step is not always necessary but is probably a go
110. ng in the In and Out columns for the specified employees Chapter 15 External Punch System 91 Chapter 15 External Punch System TimeKron s main job is to track time worked It does this through tracking both punches and time sheet time The main source of TimeKron s punches is TimeKron itself However TimeKron does allow punches to be processed from outside of the TimeKron application The External Punch System first must be enabled through the Super Administrator options before it can be used See Chapter 3 Getting Started Open Architecture Punching Open Architecture Punching or OAP for short is the technology that TimeKron uses to integrate external punches into the application In essence OAP can provide the ability for TimeKron to accept punches from virtually anywhere Through an ODBC connection other applications can enter raw punch data into a staging table in the TimeKron database TimeKron then detects and processes those staged punches They are applied using all the policies and rules setup by the TimeKron administrator The possibilities for using OAP are endless How to use it Every TimeKron application sets up a database One table that it sets up in that database is called External Punch This is the staging table which drives the OAP process The relevant fields in this table are as follows Badge ID Punch Time In Out Status Project Code Job Code Punch Location and UTC Offset To enter an external punch yo
111. nistrators can also add and remove employees from the list Employees can only view themselves Their list will only have themselves in it TimeKron User Manual 28 All Departments w Show terminated employees Brown Cindy Jones Jett Lane Mark Smith Thomas Smith Tom Read Only Access and Record Locks The first user to access an employee will place a lock on that Employee Information When the second user attempts to access the same employee at the same time he will only be able to access the Employee Information in Read Only mode This will prevent two users from changing the Employee Information at the same time When Employee Information is accessed in Read only mode the Employee Information page title will display READ ONLY and the page will be a darker shade of grey Jeff Jones Sales December v 2005 ze Time Sheets Punch Records Employee Information READ ONLY SMTWTES A Dec 05 MAQALE Jeff 11H 2 sh 4h she 7 PE A i tees tere Defaut Non Exempt Poley All Departments v C Show terminated employees 2 23 1344 12 6 1983 Brass Mae gt Brown Cindy A Lane Mark Smith Thomas Smith Tom v Security settings in the system can also create Read Only mode Employee access has Read Only access to their own information by default An administrator can also be set up to have Read Only access to one or more departments In these cases employees will come up as Read Only
112. o deiert een 33 Auto Dunch nennen 75 AUIO SIarT ecceeeeeeeeceeceeeeeeeeeeeeeeeeeeeeeeeeeeeanaaees 76 77 Badge 91 92 93 153 Basic Operation sse eee 9 Cany OVE tee 30 tee EE 30 6 e en 30 EE 30 Category ele EN 25 CD DBOM inakaa 11 12 GHECK BOK EN 33 Common Dechon ee 13 16 17 20 21 Company Beate GE 95 IN GINS E 95 CUICTE HME EE 115 Data Directo eee 146 Data Grouping sss sese 131 132 134 Database 11 15 17 18 19 22 23 26 27 141 144 145 155 Date Range gt 59 65 80 81 103 111 115 123 126 130 131 132 eebe 27 131 132 DB Admin 15 16 19 20 22 141 145 146 147 Deletion Warning es sese eee eee eee 40 Department 26 37 41 45 69 97 Details ee EEE EEE 101 Se EE 97 Departrmente sss ee ee eee 37 41 97 Destination Folder sss sese eee 13 Device Manager 91 Directory 13 17 140 141 144 145 146 Common 13 16 17 20 21 144 145 146 Duplicate Hecorde sss see 128 EOLO E 25 35 ENEE 25 E Mill T 25 E mail Configuration eee eee eee 25 FE Mall ea 26 E mail Configuration esse eee eee 26 Ell started sive dino E E E E 26 EAA eens 33 Eal EEN 33 Eu pe 33 nT echt e E ERR 34 I eege eebe 34 Eee E E EE RR 34 Ell eebe 34 Ell eebe 40 EMMA eisen 40 E mail Configuration sees eee eee 84 TT secrete EE E E E A 96 ES seria taievoein ydubaedaaantes acvaadntsiaenesautanduaaient 96 Emai ee e ee 97 EIN EE 144 aT ededergeegeeeee eege 144 Ema
113. od idea In some instances where there has been a change to the database structure you may have to check for and download an update If there are updates TimeKron User Manual 18 available they will be downloaded to the common directory Each workstation will update itself from the common directory Click Next to move on to the next step 8 After connecting to the SQL Database TimeKron will automatically test the database for structural integrity If you have just installed the application the database should be empty G ODBC Connection Check Database Structure Empty database Problem Details Missing Table Table CURUSER Missing Table Table _DEPTF Missing Table Table C_EMPF CREATE TABLE Missing Table Table LOCKMANAGER LC Curlserusernum numeric Missing Table Table _MASTPATH 15 0 NOT NULL username char Missing Table Table c_SECF 10 NOT NULL workid char 30 Missing Table Table EXTERNAL_PUNCH NOT NULL curenum numeric 15 0 Missing Table Table S_ACCDEPT sear MULES ZPS Missing Table Table ACCSCHED i Rain omi ca Tabla Take nm To create a new database or to repair an existing database with a broken database structure click on Fix All TimeKron will automatically construct all the missing database components Once you have a working database structure click on Next d The next step is to make sure that the data in the database is initialized for use At this juncture the data should be empty and will need to
114. of features in TimeKron and potentially hundreds of employees that could be accessing those features To govern the use of these features by the employees we have Employee Policies Employee Policies cover options from overtime to punch rounding to some minor security options Basic Information CDe Dab Dog bom eek vene These policies are broken down into four different sections TimeKron comes with two fixed policies that you can adjust to your liking but they cannot be renamed or removed The two fixed policies are Default Exempt Policy and Default Non Exempt Policy You can add as many policies as you need over and above these two Employee Policies are accessible only by a Super Administrator in exclusive mode Also if you try to remove a policy that is currently in use you will not be able to You will need to make sure that the policy you want to remove isn t being used by any employee Overtime Overtime Rounding Rules Punch Options Other Daily Overtime Weekly Overtime Rate C Overtime 1 C Deduct Daily Overtime from Weekly Overtime TimeKron offers each employee up to four different overtime settings Overtime settings are not a necessity for each employee but here is where you can set it up if you need it Each overtime setting offers an amount for both daily and weekly overtime as well as a rate Daily Overtime Weekly Overtime Date Overtime 1 TimeKron will apply each overtime setting as necess
115. olumn Header option it s time to get in to another key step in creating your export template choosing export fields After the previous step you will see the following appear to the right in the form Expat Date Expert Data Dotat L Add It s not much to look at right now but when you finish it will have very pertinent information in it Let s take a look at adding a field To add an export field click on the Add button It should bring up a form that looks like this Choose Export Data Fest ige o FIRST MAME The erg hue ET SIE Eug Vase Fast Hide H sot Face Hae UL a Feat Mekic T ermeas The field categories are listed at the top The fields themselves are on the left and a description of each field appears to the right as you select a field The Employee Fields category has employee related personal information Any of these fields can be added to the export template a Choose Deport Data The babel sarc of line segked la ae ee fod the 106 w per Pera hei Dale Pay Lewd Pay Lewd Time Worked Pae Lewd Pa base The Time Fields category has the key fields for the export Here you can choose which time related fields you want to include in the export template You will notice that some fields are disabled Each data grouping uses different types of TimeKron User Manual 134 Time Fields If you see a Time Field that you want to use but it is disabled you may have to change the Data Groupin
116. om of the form After you check the checkbox the button above will change to yellow signifying the work status This will only effect the way the status appears in the In Out Board Chapter 6 Punching In and Out 51 Punch Out At the end of the day it s time to punch out In TimeKron the punch out form looks like this 3 Smith Thomas Punch Clock e In 12 8 2005 2 06 44 PM ABC ABC Company SHP Punch Time FA ze 2 18 55 PM In Out Comments E v In many ways this form works in the same way the punch in form does The name is still at the top The current employee s In Out status and time are listed at the top as well The two times shown are still the rounded time and actual time and the user may still have the ability to adjust the punch out time The In Out Comments work the same way as in the Punch In form Finally the Punch Out button completes this function Network Time vs Local Time An important concept in TimeKron is time normalization In an office setting with numerous workstations the times on each workstation can vary Under normal circumstances this can cause problems for keeping accurate track of time In TimeKron we want every punch from every workstation to be using the same time We do this by using the time from the database server for every punch rather than the local time on each workstation This helps to normalize all the times for all the employees Chapter 7 Ti
117. omas XYZ XYZ Company Daily Total 1 00 Tue 12 13 2005 Smith Thomas XYZ XYZ Company Daily Total 1 00 Wed 12 14 2005 Smith Thomas XYZ XYZ Company Daily Total 3 00 ss 1252005 Production Jane Mark ABC ABC Company 9 15AM 1252005 0 00 Daily Total 0 00 Wed 12 14 2005 Sales ones Jeff ABC ABC Company uzam TI om Daily Total 0 00 SUP Technical Support total TimeKron User Manual Job Summary This report summarizes time for each job for the specified date range G Summary by Job O Employees Departments Projects All Projects Unazzigned ABC ABC Company AT TZ Company All Departments Unassigned Administration Production Sales Include terminated employees Report title Administrator Title Lock ll Jobs Unassigned SAL Sales SHF Shipping SUP Technical Support This report shows a summary of the time taken for each _ Low Resolution Printer job for a given time period Job Summary Date Range 12412005 1294 2005 SAL Sales SHEP Shipping SUP Technical Support Company name in title ABC ABC Company YZ ANZ Company ABC ABC Company AYZ SZ Company ABC ABC Company KY ANZ Company 126 Date Range From 12 1 2005 To 12 14 2005 Submission Type Approved Time Submitted Time Un Submitted Time C HH MM Format TA Close Print Preview Form 12942005 page 1 oo 2 DU 3387 total 60 12 Chapt
118. ond you need valid email addresses for employees and administrators alike If an employee or administrator doesn t have an email address set up in Employee Information see Chapter 4 Employee Information then they can t receive emails As far as administrators are concerned if an administrator wants to receive email notifications from employees then the security needs to be setup properly Full access green check mark does not receive email notifications from employees You will need Full w email blue check mark to receive email notification Employees receive email notification responses from administrators regardless of their security settings Chapter 13 Quick Start Menu 85 Chapter 13 Quick Start Menu Whenever you start up TimeKron except for Punch Station mode the Quick Start menu icon will appear in the System tray in the lower right part of your screen er ap 4 Sy 216 PM The TimeKron Quick Start icon is circled above From the Quick Start Menu you can quickly access the important features of TimeKron E Thomas Smith Dut 11 34 04 AM Funch In E Punch Work Punch Gut C Quick Punch Make Note E CD 1 T CD II C G Ke m a IE T Lil 5 In Out Board Show E Timekron Exit 2 21 14 PM Current User Status Thomas Smith Out 11 34 04 AM ABC ABC Company SHF Shippit The Quick Start menu always displays the currently logged o
119. ossuite O0BC 6 At this point you will have the option of checking for updates on the Web G ODBC Connection Check for Web Updates e Check for Updates Cancel This step is not always necessary but is probably a good idea In some instances where there has been a change to the database structure you may have to check for and download an update If there are updates available they will be downloaded to the common directory Each workstation will update itself from the common directory Click Next to move on to the next step TimeKron User Manual 22 T After connecting to the database TimeKron will automatically test the database for structural integrity If you have just installed the application the database should be empty G ODBC Connection Check Database Structure Empty database Problem Details Missing Table Table C_CURUSER Missing Table Tahle _DEFTF Missing Table Table C_EMPF CREATE TABLE hissing Table Table C_LOCKMANAGER LC Curlserfusernum numeric hissing Table Table C_MASTPATH 18 0 WOT NUILL username char Missing Table Table C_SECF 10 NOT NULL workid char 30 Missing Table Table EXTERNAL_PUNCH NOT NULL eurenum numeric 18 0 Missing Table Table S_ACCDEPT Sala ee U UNE sa bit WOT NULL Missing Table Table ACCECHED Kadina sina Table T LI m DEI lt Back Next gt Cancel To create a new database or to repair an existing database with a broken database structure click on Fix All TimeKron wi
120. ote record This icon represents a note from TimeKron 121 32005 9 31 56 AM Gotin really late today because of the snow SoftTime Note Record This icon represents a Note Record from SoftTime These notes are not editable These notes will only appear when Show SoftTime Data is checked E 12722005 rees taimea to be slowed down by snow today J View by week or day Normally the note grid views records for an entire week much like the time sheet does On the note grid though you can narrow the view down to a single day View Entire Week Sun Mon Tue Wed Thu Fri Sat 12 4 2006 12 70 2005 Week 50 12 4 1275 1276 1877 1278 1279 12 10 Normally the large button on the left is selected but if you want to view a specific day of the selected week just click the appropriate button and the view will be narrowed for just that day Show SoftTime Data Show Soft me Data A powerful feature of TimeKron is its ability to be used in conjunction with SoftTime our absence tracking software When the two are used together each program can access data from the other In this case we can view notes from SoftTime right in the punch record grid Mote Time gt 121 272005 Thomas claimed to be slowed down by snow today x 12 12 2006 9 31 56 AM laot n really late today because of the snow In this instance a note was entered in SoftTime on 12 12 One thing to remember about notes from SoftTime Those
121. ous section Database Connection and Setup SQL Version The next few steps will help you help you complete the connection process Use the Database Administrator Tool for TimeKron to establish the database connection and setup the database tables From the Windows start menu click Tools Database Administrator Lan Timekron Diamond Edition K m Tools ki Punch Station 3 Timekron Diamond Edition K G Database Administrator Gi Timekrar Diamond Edition Help Selecting DB Admin mode from the Windows Start Menu 2 3 TimeKron User Manual 20 After starting TimeKron you will be asked to review the license agreement Be sure to read through the entire License Agreement License Agreement License Agreement Copyright Licenze w arranty Tmek ron TSOL Server Edition Copyright 2006 by Software Techniques Inc All rights reserved License Agreement Une registered copy of Tmek ron TSOL Server Edition may be used simultaneously by multiple people not to exceed the number of authorized users specified by the product purchased Whereby the number of authorized users concurrently operating the program is subject to purchase license TOU may access the registered version of Tmek ron T SQL Server Edition through a network provided that you do not exceed the total number of users set forth by the product Governing Law If you do not agree click User Name Password Cancel Common Director
122. pany name in title Weekly Timesheet 12 1 4 2005 Department Administration Smith Thomas m ABC ABC Company arm u Te CEET een Iren H H THT ll Se at PVZ XWZ Company SUP TechnieelBuppen L 28118 am of 2m em Chapter 16 Reports 119 Time Sheet Status This report can quickly assess the status of your employees time sheets for one or more weeks amp Time Sheet Status Departments Weeks selected EISES lt 2 December XH 2005 m 12711720065 A Unassigned SMEER Si Administration Nov 05 27223201 2 3 Production Dec 05 4 5 9110 Sales NEEN 25 26 Jan 06 ajah 1516117 DDR 7 4 D 6 13 Approved Submitted Not Submitted Include terminated employees Mixed Status Exempt only Non exempt only Both Report title L T Administrator Title Lock Time Sheet Status This report shows which employees have not submitted C Low Resolution Printer time sheets for a specified date range i V Company name in title Print Previews 12 1 4 2005 Time Sheet Status page 1 Week j reported 1241 2005 nd e E ne ar ba ee T 1 nth Tromas iesse Bian Empire Jageeged TimeKron User Manual 120 Project Job Reports Job Project Profile Project Job Profile Project Recap Project Details Project Time Summary Job Details Job Time Summary J ob Project Profile This report shows each job and their associated projects amp Jo
123. pe FoxPro Data File DEF Excel Spreadsheet L5 Comma Seperated Values C54 Tab Delimted Text THT This setting determines the format of the resulting export file The choices are shown above The type you choose depends on how you want to view the data and how your payroll program receives data After picking the Output File type click the Next button on the bottom Data Grouping Output File Type FoxPro Data File DEF Data Grouping Employee Punch Clock Records Employee Week Employee Week Pay Level Once you ve selected an Output File Type you need to choose the data grouping for the export file This is a crucial step in creating your export template Here is an explanation of each type of data grouping Employee Export data will be grouped by employee only This usually has the effect of coming up with grand totals for a date range Employee Day Export data will be grouped by employee and day This means that if an employee has several punches or time segments for one day they will be consolidated into one day The result will be one record in the export file for each day of data for each employee that is exported TimeKron User Manual 132 Employee Day Pay Level Export data will be grouped by employee day and then pay level In this case pay level is separated between regular time and overtime levels TimeKron will break down time for each day and group the time into the appropriate pay leve
124. ple ASP Script 151 lt Function Punchin BadgelD Dim PunchCode PunchCode I Response Write Processing amp lt br gt InsertPunchRecord BadgelD PunchCode Response Write BadgelD amp is now punched IN amp lt br gt End Function Function PunchOut Badgel D Dim PunchCode PunchCode OQ Response Write Processing amp lt br gt InsertPunchRecord BadgelD PunchCode Response Write BadgelD amp is now punched OUT amp lt br gt End Function Function PunchWork Badgel D Dim PunchCode PunchCode W Response Write Processing amp lt br gt InsertPunchRecord BadgelD PunchCode Response Write BadgelD amp is now punched WORK Out of Office amp lt br gt End Function Function InsertPunchRecord BadgelD PunchCode Connect to DB Dim objConn strQ strConn Set objConn Server CreateObject ADODB Connection strConn SQLConnectString objConn Open strConn TimeKron User Manual Insert Record strQ _ INSERT INTO External Punch amp BadgelD amp PunchTime amp InOut amp PCode amp _ Code amp _ PunchLoc amp UTCOffset amp VALUES amp SqlPrepChar BadgelD 25 amp amp _ GETDATE amp SqlPrepChar PunchCode 1 amp amp _ SqlPrepChar PCODE 20 amp amp SqlPrepChar CODE 20 amp amp SqlPrepChar asp TestScript 30 amp amp _ NULL amp i
125. program features you selected are being installed Please wait while the InstallShield Wizard installs TimeKron T SQL Server This may take several minutes Status Cancel TimeKron User Manual 14 Install Shield will keep you abreast of its progress When the installation has been completed the following screen will appear ie TimeKron T SQL Server InstallShield Wizard InstallShield Wizard Completed The InstallShield Wizard has successfully installed TimeKron T SQL Server Click Finish to exit the wizard 11 The installation is now complete Click Finish and you will be returned to the following screen TimeKron Startup 12 You are now ready to run TimeKron and setup your database connection 13 Click Close to continue Chapter 2 Installation and Setup 15 Note Ifthe Common Directory has already been configured skip to License Activation Database Connection and Setup SQL Version Only use this section if you are using the TimeKron SQL Server Edition If you are using TimeKron Diamond Edition skip ahead to Database Connection and Setup Diamond Version l Before continuing you will need to make sure that you work with your DBA to create an empty SQL database Make sure that the database is large enough to support all your data Also make sure your DBA has given you a SQL account with the necessary security to create all the tables that TimeKron will create Write down the SQL Server Na
126. r shading it uses when generating reports TimeKron User Manual 32 Case Sensitive Password This applies to the passwords for THIS WORKSTATION ONLY If it is set then anyone logging into this machine will be required to enter a case sensitive password Tool Tips Checking this box will present you with a tool tip on the cursor wherever one is available in TimeKron This can be helpful when you are first learning the software and can be turned off after you are familiar with the program Exit Warning This option will alert you any time TimeKron is closing to make sure you actually wish to end your session Deletion Warning This option will confirm deletion any time you attempt to delete anything in TimeKron Show Totals in HH MM When this is checked times in TimeKron will be shown in hours and minutes Otherwise times will be shown in hundredths of an hour Suppress Auto Start just check this option TimeKron can be setup to launch when a user logs in to Windows This may be advantageous for some but sometimes you might not want that to happen To suppress the Auto start when a user logs in to windows from this workstation Adjust Punch Comments As discussed in the previous section Punch comments can be established at the workstation level or at the administrator level If they can be adjusted at the workstation level this button will be enabled and you will see a Punch Comments screen similar to the one from the Super
127. r the most part The Location column represents the location of the last punch for that employee Unless you are using external devices the location will be the name of the computer where that person punched The Details part of the Details Comments column usually represents the Project and Job that was punched into The Comments part represents any notes that the employee entered with the punch In the lower left part of the form is the current time The Refresh button will do an immediate Refresh of all employees in the board This In Out board is also customizable The board as you see it now has all features activated To change the look of the In Out board click the Setup button Setup Employee Selection The employees displayed in the In Out board are customizable Here All Departments are shown In the same way you can choose one or more departments to display or even switch over to the employees and choose one or more employees to display TimeKron User Manual 46 Name Option The Name option determines how names in the In Out board will appear Regardless of the other options the employee s name will always appear in the In Out board Here you choose to display employees names as Last First First Last or Initials only the employees initials are shown Display Options The Display options can further limit what is in the In Out board The first four options represent potential columns in the In O
128. remove the entire row For each day of data that you want to remove you will have to go to that cell in the time sheet and delete the value This allows you to delete only the data you want and avoid deleting time unnecessarily If all time in a row has been deleted the entire row will be deleted once you save the time sheet Modifying time sheet rows is simple as well If there is data on a time sheet row that needs to be adjusted just click in the cell and make the change After the time sheet is saved the change will take effect One thing TimeKron User Manual 54 to keep in mind with regard to adding deleting and modifying time sheet data is that it applies only to time sheet records and does not apply to Punch Records The difference between time sheet records and punch records will be discussed in the next section Er Ecg When you first open a time sheet for a week these buttons will be disabled Once you start making changes to the time sheet they will become enabled Once enabled you can choose to either discard any changes you ve made or Save the changes After clicking Save these buttons will become disabled again If these buttons are enabled and you change either the week or the employee the data will automatically save Grid Icons If you havent already noticed the column on the far left contains an icon for each row These icons represent what type of row it is In the time sheet grid there will be three different kinds of
129. rences to the department before deleting it TimeKron User Manual De partments Po Add Department Remove Department Departments Department Name Employees Administration A Production u Sales Administration Description Responsible for general office administration Brown Cindy Smith Thomas Smith Tom 38 Chapter 4 Employee Information 39 To access Employee Information click on the right most tab of the main screen Employee Info Tab Time Sheets Punch Records Notes Employee Information This screen defines personnel information concerning each employee CARTER E Administrators have either read only or full access to information on this screen depending on their security level Employees have read only access Add Employee Pressing the Add button at the bottom of the employee list will display the Add Employee screen Last Name and Hire Date are the only required fields but you will most likely want to enter all the information that you have TimeKron User Manual 40 Add Employee Fr n Dead E rer Pokey Dese ka Exempt Nom esempit Remove Employee Clicking the Remove button simply removes the selected employee from the list and from the system All of their absence information will be deleted If you have Deletion Warning checked in the workstation settings you will be asked to confirm the deletion Employee Delet
130. rocess An employee fills out their Time Sheet for the week and submits that time sheet to an administrator who then reviews the time sheet The Administrator can then decide to approve the time sheet or if they find a problem with it un submit the time sheet and send it back to the employee for review Another possibility is that an employee s time sheet might not be submitted by the employees themselves A brief display shows the current status of the time sheet Status Not Submitted Date Range 12 4 2005 12 10 2005 week 50 Chapter 7 Time Sheets This display can be expanded by clicking the down arrow button Status Not Submitted Date Range 12 4 2005 12 10 2005 Meek 50 Submitted by Submit Comments Approved by Approve Comments Submit Time Approve Time S Right now this section doesn t show any data but after a time sheet has been submitted and approved it may look something like this status Approved Date Range 12 4 2005 12 10 2005 Week 50 Submitted by Submit Comments Approved by Approve Comments Smith Thomas The timesheet was Smith Thomas The timesheet was ee submitted approved Submit Time Approve Time 12 9 2005 14 05 10 PM El 12 9 2005 12 05 22 PM E Print This button appears on each of the Time Sheet Punch Record and Note pages It will allow you to instantly print the information you see on the page in front of you FYI 57 This is another option that will
131. rror message Unable to login to TimeKron Base data Is incomplete The SQL database has been altered into an unusable format Most likely a critical table has been deleted Have your SQL DBA run TimeKron in DB Admin mode and use the configuration tools to repair the problems If data has been lost have your SQL DBA restore a SQL backup Chapter 18 Trouble Shooting 147 E receive the following error message SQL Command w error SELECT The SQL database has been altered into an unusable format Have your SQL DBA run TimeKron in DB Admin mode and use the configuration tools to repair the problems E Some words in TimeKron may be cropped The font size on the video card is set to large fonts Change the font size to small fonts Appendix A Sample ASP Script 149 Appendix A Sample ASP Script This appendix includes a Sample ASP script which uses the TimeKron Open Architecture Punching to punch users in and out though a web interface Implementing To implement the sample script copy the following 3 files to your web server pathinfo inc processpunch asp default asp The web server will also need to have ODBC access to the SQL Server hosting the TimeKron data pathinfo inc This file includes the ODBC connection string used to communicate with the database You will need to modify this file according to your own ODBC connection settings lt Dim SQLConnectString SOLConneeestring _ DRIVER SQOL
132. rt for printing again Also 2MB of printer memory is recommended Error Message Unable to Write to file named TimeKron cannot write to your hard drive or to the common directory The most common problem is insufficient disk space Free up some disk space This can also occur if your network administrator has restricted your access to the common network directory Error Message during installation Unable to Read This may be a bad CD or a bad CD Drive First remove the CD and reboot your computer Reinsert the CD after you have logged back into Windows If the problem continues call Technical Support and report the exact error message that appears The technical support staff can issue you a new CD Error Message Unable to Update Cursor The user logged on to the network does not have read write access to the common data directory This is most likely a network rights issue Installation or Update Error Message Cant change properties of file named User requires write access to the Windows directory so that TimeKron can automatically update the DLL files Sometimes the menu options are disabled and I cannot click them You probably have too many screens open Close some screens down After importing TimeKron asked me if I wanted to exit and I said no TimeKron exited anyway Why After importing it is always best to exit and restart TimeKron This is to ensure that the import was successful receive the following e
133. s and select the department s Only employees with e mail addresses will receive the report Once you have selected one or more recipients the Send E Mail button will become enabled When you have selected all the recipients click this button and it will start sending the E mails The Send Log section in the lower right will display the sending progress HTML This button will allow you to create and save an HTML document When the Save Window appears give the HTML document a name and click Save Common Report Criteria Throughout all of the reports there will be a number of different controls used to determine the criteria for the report Employee Department Selector Gi Employees O Departments Brown Cindy Jones Jeff Lane Mark Smith Thomas Smith Tom Include terminated employees This one allows you to select one or more employees or one or more departments for the report selection Additionally you can remove terminated employees from the selection by un checking the checkbox on the bottom Department Selector D epartments All Departments lt Unassigned Administration Production Sales v Include terminated employees This one is very similar but it only allows departments to be selected no employees TimeKron User Manual Project Job Selector Projects Jobs 98 All Projects All Jobs Unassigned Unassigned ABC ABC Company SAL Sales eve RTE Company SHP Shipping
134. ser Manual 136 6 You should then see a prompt that says Your data has been exported successfully 7 To find the Company Create Time from your Windows desktop Click on Start Programs Accessories and select Notepad 8 In Notepad click on File then Open 9 Find the file you just exported from QuickBooks 10 When the file is open search for the line that starts with TIMERHDR could be the 2nd or 3rd line down 11 Write down the 9 digit number that is at the end of that line This is your Company Create Time Once you have confirmed that all the data corresponds you are ready to begin the export Perform the export as described in Exporting Basics above During the export process for Quickbooks you will be prompted for the Company Create Time and Company Name Once you ve entered them in TimeKron will remember these values for you After vou ve completed the export you will then need to import that file into QuickBooks These instructions should help you out 1 In QuickBooks make sure your company file is open Click on File Click on Timer Import Activities from Timer Click OK to start the Import After importing you can either choose View Report to see what was just imported or Close to close the prompt 2 3 4 You will then be prompted to enter in the name of the file you just exported form TimeKron 5 6 ADP Prior to performing the export in TimeKron you need to make sure that the data in both ADP
135. sible through the system tray icon Note When the Auto Start option is used in conjunction with Remember Logon and the Auto Punch options users can be setup to automatically Punch In when they start their computers and automatically Punch Out when they turn their computers off Employee Policy Overrides Employee Policies are a good way to setup the rules of the software but as we all know sometimes there are exceptions Instead of creating a new policy for each exception we can make use of Employee Policy Overrides Employee Policy Overrides allows you to override specific policy settings on an employee by employee basis This is done from the main Employee Information page Access the policy override for the employee by clicking the Folic Default Exempt Policy w Overtime Rounding Aules Punch Options S Uther L Override Project Job options In this example Default Exempt Policy does not allow employees to add projects or jobs If you wanted to override those settings you would click the Override Project J ob options and then check the settings that you want G Employee Policy Overrides Default Exempt Policy Overtime Rounding Rules Punch Options Other Override Project Job options Can Add Projects Can Add Jobs C Override Note options C Override Time Sheet Punch options CI Override Auto Start options Fields in BOLD are overrides from the main policy This employee would be set up to
136. ssword Using the logon options you can streamline that process for employees so that they no longer need to enter a User Name and Password To activate this feature check Remember logon between sessions Once this option is activated you will need to decide how the user will be recognized Before we can do this we need to talk about a term called tokens In TimeKron a token is how TimeKron recognizes each user that is logged on to the computer Here you choose one of 3 different token types 1 Computer Name and User Most strict method If this is selected the employee will only be recognized if they are using a specific computer and are logged into Windows with a specific user name This is ideal if multiple employees are sharing a single computer 2 Computer Name Only this option will associate just the computer name to a specific employee Anyone using that computer will log on as the associated employee This is ideal for employees that work from the same computer all the time and do not share it with other users Chapter 11 Employee Policies 75 3 User only If your company has several workstations and users can log in and out of each workstation you may want to choose this option This option will associate a specific user name to an employee When that user tries to log on to TimeKron from any workstation it will recognize the user and log on as that employee This is ideal for users who log in to a network
137. t Board G n Out Board Show Another handy tool you can access from the Quick Start menu is the In Out board From this menu you can toggle the In Out board on and off For more information on the In Out board refer to Chapter 5 In Out Board TimeKron SS Timekron This button will activate the main application 7 0 Exit Quite simply the Exit button will exit you out of the application When you exit a screen will appear requesting you to confirm that you want to exit Shutdown T SQL Server Exit Log Off Cancel Stand By Stand By is a concept that is only partially associated with the Quick Start menu When you try to exit from the Quick Start menu you will get the exit screen as above When you try to exit the application by clicking the X in the upper right corner or by clicking on File gt Exit then you will see a different exit screen Chapter 13 Quick Start Menu 87 Shutdown TimeKron Stand By Exit Log Off Cancel On this form clicking the Exit Log Off button will do just that exit the application completely including the Quick Start menu Clicking on the Stand By button will do something different Clicking on the Stand By button will hide the main application but the Quick Start menu will still be active in the system tray This will give you access to some key features in TimeKron If you want to go back into the main application you can still do that through the Quic
138. t handles your outgoing mail It can be found in the configuration settings of your mail program It is usually in the form mail yourcompany com or smtp yourcompany com Administrator E mail This is the e mail address TimeKron will use to generate emails It must be a valid account on the specified mail server above This is also the account that will be notified if there is a problem sending e mails Administrator Name This is the name associated with the e mail account above It will be filled in by the Auto Detect or you can change it so the generated emails appear as if they come from a certain person in your organization E Mail Protocol Most TimeKron users should be able to use their e mail server with the default protocol This is an internal TimeKron protocol known as Protocol S In some rare instances you may experience problems with your e mail server settings In these situations a certified Technical Support Engineer may suggest that you try using the alternate protocol Protocol WI My Server Requires Authentication With security as a concern these days most mail servers require authentication However since this will be internal mail to employees your mail server may not require it If you use Auto Detect it will be able to figure out your Servers policy If authentication IS required you must fill in the User Name and password fields below User Name This is your E Mail user name not to be confused with your Ti
139. t see here contact Software Techniques for further assistance Once you ve selected the Data Grouping click Next Date Range Type Output File Type FoxPro Data File DEF Data Grouping Employee Date Range Type Date Range Once you ve selected a data grouping you will need to specify a date range type for the export The options here are reduced to two Date range is simply where the user specifies a starting and ending date for the export Week range is where the user selects one or more weeks for the export Take note that depending on what data grouping you choose your date range type options may be limited to just one For example Employee Pay Level only allows Week Range In that case date range will be disabled in the listbox After choosing the Date range Type click Next Export Column Header Output File Type Tab Delimited Test TT Data Grouping Employee Day Pay Level Date Range Type Week Range Export Column Header If you choose CSV or TXT type you will see an option for Export Column Header If you check this option then each column in the export will have a column header at the top of the file If it remains unchecked then every single row will Chapter 17 Utilities 133 be exported If you choose a type other than CSV or TXT you will still see the checkbox but it will be disabled and you won t be able to use it Click Next when done Choose Export Fields After the C
140. tion L Start TimeKron when user logs into Windows Project Job options When punching in all employees can specify a project and job from the list Occasionally however an employee may be working on a project or job that isn t in the list If that is the case then they may need to add a project or job on the fly Here you can specify if you want employees adding projects and jobs in this manner Note Options TimeKron gives employees the ability to add notes as easily as punching in or out Here you can specify if you want employees to have that ability Additionally you can allow the employees the ability to edit and delete employee notes Time Sheet Punch Options Every employee in TimeKron can punch in and out Additionally every employee can view their hourly data on the Time Sheet page In order to add records to the Time Sheet however each employee needs to have the Can use time sheets option checked Additionally you can allow employees to adjust their own punches If that option is checked they will be able to adjust their punch starting and ending times in the punch grid as well as when punching in and out The third option in this section In Out board punching without recording time is generally meant for those employees who want to use the In Out board for tracking their In Out Status but don t want to create Punch records when they punch in and out In other words if an employee has this option checked they
141. ts d 1 Unassigned semen Ef Administration E Development Ef Testing ay Full wE M ai SN Full Access Notice that an administrator can be given access to more than one department without being given access to all departments Also the administrator s privileges can be set at one of four levels Clicking on an empty check box will give TimeKron User Manual 42 a blue checkmark which grants the maximum level of access including the ability to receive administrative email notification If you click on the blue checkmark it will change to the green check mark This second level grants full read and write access but the user will not be notified through administrative email notification Clicking a third time will change the checkmark to orange which grants access only to add or change time data but not employee data Clicking a fourth time will change the checkmark to yellow which will allow the user to view employee absence data for that department but no access is given to add or change data If you click a fifth time the checkmark will be removed and the administrator will not have any access to that department Default Project J ob TimeKron supports unlimited projects and jobs that can be associated with time It is likely however that each employee has a project and or job that they use more than others If that is the case then you can use the Default Project and Default J ob fields to set it up These defaults wi
142. ts J obs The next section is where a user can enter in a project and job to punch in to Project Job ABC ABC Company w SAL Sales w Here the employee can specify what project and or job they are punching in to They can select from any project or job in the ListBox Additionally if they have rights through Employee Policies they can add projects and jobs on the fly Also for quick reference you can click the button to see the recent punches for that employee Chapter 6 Punching In and Out 49 j Recent punches This form will list the 5 most recent punches for the employee To select one of these for the current punch just click the button TimeKron User Manual 50 Comments At the bottom of the Punch In form is the Comments In Out Comments Many times when an employee punches in or out they may want to include a note as to where they are going or where they ve been Here is where you would put that note You can type anything you want in the field here Additionally you can choose from pre selected notes by clicking on the button amp Punch comments Out to lunch Be back at Dr Appointment Break Gone for the day Administrator comment F Administrator comment 8 Just click the button of the comment you want to post and that s it Punch Work Another aspect of the Punch In form is the ability to punch in to work status This is done by checking the checkbox at the bott
143. u just need to insert a record into the External Punch table The minimum required fields are the Badge ID Punch Time and In Out Status The rest of the fields are voluntary UTC Offset represents a time zone offset If TimeKron is processing punches from two different time zones it will use this field to normalize the times Hardware Hardware such as punch clocks can also take advantage of OAP Many hardware devices track things such as Punch times and In Out status as well as a Badge ID that was used to punch with With this basic information you can transfer punch information from most punch clock hardware to TimeKron Device Manager Software Techniques offers punch clock hardware for use with TimeKron The entire package which includes software and hardware is called 7imeKron Complete The Device Manager software takes punches from multiple devices and transfers those punches to TimeKron The supported devices include a Serial Port Ethernet and Modem time clock devices For more information and pricing on the Device Manager and 7TimeKron Complete contact Software Techniques at 540 721 1000 OEM I ntegration Through the use of OAP other equipment manufacturers OEM s can integrate their punch clocks with TimeKron Contact your OEM s for more information or contact Software Techniques for a list of recommended OEM s TimeKron User Manual 92 Web Based Punching Another innovative way to use OAP technology is through the intern
144. ubmited by permed by 7 Si Smith Thomas 1211 rta Ta Annan Time LE ELSE E E araa 3P Motes Bpen N Horer EN e ze ze Weak Totals K Sun Men Tue Wed Thu Tn Sat Week 1241 1402 1403 13014 12495 12716 1247 Total Aline Unded ara Submitting Un Submitting Approving and Un Approving can all be done through the main form on an employee by employee basis For submitting time sheets this might be ideal However when administrators need to approve time sheets moving from employee to employee on the main screen can be time consuming For that reason we have the Time Approval Form This form can show time sheet information for all employees at once if necessary Submitted Time Only When an administrator first opens the form the Submitted Time Only page will be selected This list will show all employees that the administrator has access to that have submitted time sheets waiting for approval All employees submitted weeks will be shown For administrators that want quick access to only those time sheets that are submitted this is where they would go If you want to see more than just submitted weeks click the Options page Chapter 12 Submission and Approval 83 Options On this page you can select the week you want as in the main form Additionally you can select from one of the departments that the administrator has access to On the right hand side of this page you can also choose the type of weeks you want displayed
145. uld be ready to run TimeKron for the first time Ki Timekrorn T SQL Server User Name Rm Password Common Directory VDL 23 27 T Test Sql First time application login To enter TimeKron for the first time login in as Admin with no password Once you get in you can change your User Name and password If you did a Total Import you will be able to use the User Names and Passwords that were imported 2 Now you should be ready to activate your license TimeKron User Manual 24 G Activation Code Enter the activation code provided with the software Activation Code Enter your activation code Your CD and CD case should contain an Activation Code Simply enter the code and click on OK and you are ready to use TimeKron Once activated your database will be locked into a maximum number of employees If your company exceeds that number of employees you can contact your sales representative to purchase a license extension You will then receive a new activation code which can be entered through the Upgrade License Utility Congratulations You are now ready to begin using TimeKron Setting up additional workstations After the first workstation each additional workstation is much easier to set up To set up additional workstations you can enter the program normally not in DB Admin mode Once in the program you will get to a similar login screen User Name Ex Password Common Directory WO 22 33
146. unch Not Required Character 20 Example M56 J Code the Job code associated with the punch Not Required Character 20 Example SUPP PunchLoc a string that uniquely defines the device that the punch came from Not Required but Highly recommended Character 30 Example ACT_FP Front Desk UT COffset the time zone differential between the time clock and GMT in seconds Not Required useful for companies running over a WAN spanning multiple time zones Integer Example NULL for unknown 14400 for Eastern Standard Time 18000 for Eastern Daylight Savings Time You can also extract some basic information from the Database with the statement SELECT FROM View_InOut The Dataset will include Employee Name BadgelD Department Current In Out Status Employee Email and some other 1 1 employee information Note the update of In Out status in the View_InOut table is not immediate It will not be updated until TimeKron has successfully processed the external punch TimeKron User Manual 156 ACTIVATION Code 24 139 Activation Code 17 18 19 21 22 23 24 144 Adjustment DOCH ON EE 32 Administration 23 26 90 145 146 147 Administrator 15 17 19 21 23 25 26 27 28 30 33 34 37 41 56 89 95 ADDrOVal 54 56 61 79 82 83 AppDrOVed 61 9 81 98 131 ASP SOMO esse ee 149 Ile Ee 9 Aitendance nenn 9 Authentication anne 34 90 Ae DT ene een era 11 Aut
147. usly by multiple people not to exceed the number of authorized users epecitied by the product purchased Whereby the number of authorized users concurrently operating the program is subject to purchase license TOU may access the registered version of Timekron T SQL Server Edition through a network provided that you do not exceed the total number of users set forth by the product Governing Law If you agree with the terms of the license agreement click LACCEPTTHISACREEMENT 1 you do not agree click EE Click OK to continue If you clicked Accept after installing TimeKron the following login screen will appear User Name Password Common Directory C Program FilesYSoftwaretech T agh VU 22 33 At this point you will be not be able to login The first thing you will need to do is configure your Common Directory and setup your ODBC Connection To do this click on Configure If the button says Change instead of Configure then you are in the wrong place You need to be running the DB Admin Tool first before running the main application The first thing you will need to do is establish a common directory Your data will be stored in a SQL database however TimeKron still needs a common area to store common files that can be accessed by all users It is usually best to store this on a networked file server that is on the same network as your SQL database server Chapter 2 Installation and Setup 17 G ODBC Con
148. ut board If you don t want to see the punch Time Comments Details or Locations just uncheck the appropriate box The last three options can limit the employees viewed If you don t want employees that are out to appear in the list uncheck the last option Refresh Rate The Refresh rate determines how often the In Out board will automatically refresh The default is set to 30 seconds That means that every 30 seconds the In Out board will automatically refresh You can set the refresh interval anywhere from 10 minutes all the way down to Never Once you have selected the options you want click OK to return to the In Out board If you ve made changes in the setup form you should see those changes reflected It could look something like this 4 In Out Board In Out Employee Date Time As O JL Smith Tom 12 6 2005 2 41 22 PM Smith Thomas 12 6 2005 2 41 41 PM Lane Mark 12 6 2005 2 41 36 PM OJL Jones Jeff 12 6 2005 2 41 14 PM IIe Brown Cindy 12 6 2005 2 41 17 PM vw 10 39 42 AM Form sizing and form memory Another feature worth noting is that the In Out board can be sized to fit your needs If you want to make it wider or taller you can do that by clicking on the form border and stretching or shrinking it Additionally the In Out board will remember how you sized it as well as where you moved it to The next time you go in to the In Out board it will be the same
149. uto create a segment of time If any punch out would exceed the cutoff hours the punch is still created but the segment is not completed as normal Instead we generate a Note explaining the excessive hours and leave the original segment open Task Naming Throughout this manual we refer to both projects and jobs Those terms are used in order to classify time worked If your company uses a different terminology for projects and jobs you can specify it here After you change it here the terminology will be changed throughout the application Because we use both singular and plural forms of the words we ask that you specify both SoftTime Suppression If you are using SoftTime with TimeKron TimeKron will automatically have access to SoftTime data and allow you to access some SoftTime data from within TimeKron If you wish to suppress this feature just check this box User defined Punch Comments When punching in or out each user has the opportunity to add a note as to where they are going or where they ve been TimeKron includes a section where you can customize some of the quick messages to suit your company Here in the Super Administrator form you can decide at which level you want the Punch Comments customized If you choose Chapter 3 Getting Started 31 Administrator then the comments will be customized in one place for use by all users However if you choose the workstation option then comments will be customized for each wor
150. warning icon If external punch errors exist you will see an icon like this on the main screen A This will appear in the lower left part of the screen For quick access to those errors just click the icon itself and the Punch Error Maintenance form will come up Chapter 16 Reports 95 Chapter 16 Reports TimeKron has well over 20 different report forms and a number of the reports have different variations of that report There are many features that are common among report screens Common Features Low Resolution Printer 1 PL Company name in title Print Preview E Mail HTML This information will be seen in every report Report Title This is the name that will appear in each report header as the report title Each report comes with a set name but you can change it you wish Below the Report Title is the report description giving a brief description of the report Administrator Title Lock When a Report Title is changed it is changed for the entire system If an administrator wants to lock down report titles to keep people from changing them they can click on this button Then only administrators can change that reports title This setting can be different for each report Low Resolution Printer Occasionally some TimeKron reports have graphics to display Some printers may have trouble printing some graphics If you want to print a report without a lot of graphics just check this option and it will be
151. xls txt csv dbf etc TimeKron User Manual 128 amp TimeKron T SQL Server Import Step 3 Select Fie Specify the location of the Data File to be imported Import File DAGARYATESTAXLS Microsoft Excel 5 0 or earlier LS With generic data file imports you will need to match the TimeKron Fields to the fields in the import file TimeKron will try to match the fields as best it can All of the fields do not have to be matched but to move to the next step you must match up the name field You can match up fields by selecting a field and using the lt lt and gt gt buttons or by dragging and dropping between the lists Le Iimekron SQ Server Impmri Shep d Match Fields Mach e puma bekk vaih Gomera Sol me bekk Gmgce Feld source Feld erreren akril j Saal Heu H s SS TE band Nude ool Date d Hee coker Date of Barth Ch rnd Copensalke Gm Compensation Hate Gender Penas Path Departed LS PB Name Fine Midde Last c Bach Ha Duplicate Handling tells TimeKron how you wish it to handle duplicate records that it comes across Your choices are to Skip or to allow duplicate records Skipping will not import a record identified as a duplicate Allowing duplicates will import the record and you can review both records in TimeKron to determine which is valid amp TimeKron T SQL Server Import Step 5 Duplicate Handling o o o Choose how duplicate records should be handled during
152. y TT est Foxsuite bog p Peco v2 015 At this point you will be not be able to login The first thing you will need to do is configure your Common Directory To do this click on Configure If the button says Change instead of Configure then you are in the wrong place You need to be running the DB Admin Tool first before running the main application The first thing you will need to do is establish a common directory TimeKron needs a common area to store common files that can be accessed by all users This common directory will also be where your main database is stored It is usually best to store this on a networked file server Chapter 2 Installation and Setup 21 G ODBC Connection Common Director IE dl Move directory Note to the Network Administrator The common directory serves as a central gateway for the application It contains graphical images user defined absence icons encrypted email configuration files encrypted ODBC connection strings and report templates as well as other common components shared by all users It is important for consistency that all users who are accessing the same database share the same Common Directory 5 This step will show you where your database will be stored in relation to the common directory It also shows the type of database used Click Next to go to the next step ODBC Connection Set ODBC Connection Database Type Visual FoxPro T ables Data Folder Ts TesthF
153. your web page and configured them for your ODBC connection you can test the script Browse to default asp or whatever you have changed the filename to Enter in the Badge ID of a TimeKron employee as seen on the Employee Information page Click on Punch In If everything is configured correctly the employee should now be punched in Open TimeKron and view the In Out board to verify this TimeKron User Manual Customizing the Script The key statement of the script is Insert Record strQ _ INSERT INTO External Punch amp _ BadgelD amp _ PunchTime amp InOut amp PCode amp _ J Code amp _ PunchLoc amp UTCOffset amp _ VALUES amp _ SqlPrepChar BadgelD 25 amp amp _ GETDATE amp SqlPrepChar PunchCode 1 amp amp _ SqlPrepChar PCODE 20 amp amp _ SqlPrepChar J CODE 20 amp amp _ SqlPrepChar asp TestScript 30 K K _ NULL amp 9 II objConn Execute strQ Here are the Field Definitions for the SQL INSERT Statement BadgelD the BadgelD assigned to the Employee Required Character 25 Example 00005 PunchTime the timestamp of the Punch Required 154 Appendix A Sample ASP Script 155 DateTime Example 2005 11 18 10 51 34 InOut the type of Punch Required Character 1 Example I In O Out W Working out of office PCode the Project code associated with the p

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