TIME MANAGEMENT
Contents
1. Company Date Department Employee On Seperate Pages TIME MANAGEMENT USER MANUAL Page 13 of 19 Document UM Revision 24 2007 Last printed 2007 05 24 12 32 PM SYSTEMS 8 4 FILO VS ACTUAL HRS REPORT Procedures On this Report screen one can e Specify specific dates on which to run the report Perform company selections Perform department selections Perform employee selections e the report or a summary report e Export the data to a comma delimited or excel file Follow the procedure below to display employee data Menu Path e Select the FILO vs Actual Hrs report from the dropdown list Select Today to specify today s date Select Specify to choose any date required e Click on the Companies button and select the company required and or click on the Departments button and select the Department required and or click on the Employees button and select the Employee or Employees while holding down the control key e I nthe Group by Group box select the Company Department Date or Employee to group the data to be printed accordingly Select the Print button to print the report e Select the summary button to print a summary report e Select Export and choose a file name and save the file Select close to Exit the Report Dialogue The FILO vs Actual Hrs report screen is displayed Initial Scree2. hao 18 S assu E E E FEE NE 19 TIME MANAGEMENT USER MANUAL Page 2 of 19 Document UM Revision 24 May 2007 Last printed 2007 05 24 12 32 SYSTEMS 1 GENERAL OVERVIEW The Time Management system is used to calculate employee time results do time corrections and authorize overtime An added module can be purchased to enable time administrators to capture employee leave and maintain public holidays When using the added module Public holidays and Employee Leave hours are included when calculating period end totals Time evaluation can be run for different companies and can be sub divided into work areas if required Depending on the implementation one of the following calculation methods can be used Actual clocking records Only use First clock in and Last clock out Flexi Time It is important to remember that all Overtime Employee Leave and Public Holidays must be captured before the Time Calculation process is activated If this is not the case the results generated will be incorrect 2 ICONS OVERVIEW Please note that Icons are based on windows XP and may thus vary from other operating systems ICON KEY WORDS DESCRIPTION Add Employee to List Overtime New Time Row Assign Assign Group Overtime 3 Create Create Payroll Data File E Delete Delete Time Data row z BH _
3. Document UM Revision 24 2007 SYSTEMS Last printed 2007 05 24 12 32 PM Y TIME MANAGEMENT TIME MANAGEMENT USER MANUAL Page 1 of 19 Document Revision 24 2007 Last printed 2007 05 24 12 32 TABLE OF CONTENTS Dee OVERVIEV E 3 2 ICONS OVERVIEW mee 3 3 TIME PROCESSING a 4 Iz qp E E E E 5 OVERTIME AUTHORIZATION 6 0 EMPEOYEE DATA cere ee MER errr ees er ers eer errr DR DG i rr 7 7 CONFIGUHA ION usos EDU DIN 8 o REPORTS 9 11 SED zzz sl cis c NR 12 oM Cree uice 13 ACIHALPHS REPON T S ertet ottima uem due 14 8 5 AUTHORIZED OVERTIME REPORT sssecssecssscsescesscesssnessnessnesssesssecasecssecasecassenssnessnesanesasesasecasecasecasseacsaneeanesaeeatesaneraeeasecess 15 S WM i re NR 16 07 PERIOD RESULTS REPOR Tacinto ements are ee ee eee ere eT ee ee ee ee 17 Bb AOU ARSENE
4. READ OVERTIME BOOKED Read all Abesnt hours booked IF ABSENCEHRS gt 0 THEN SET XT XT ABSEMCEHRS 3 4 5 6 ri 8 9 11 Determin the NT shortfall 12 IF NT lt OTSTART OT gt 0 OTBOOKED gt 0 THEN DO NORMAL TIME SHORTFALL TAKE FROM AS MUCH AS POSSIBLE 13 SETT 1 OTSTART NT Determine the shortfall 14 IF T 1 lt OT THENSETNT NT T 1 OT OT TV1 j Take what is needed to make a Full day shift 15 IFTV1 gt OT 0 There are not enough overtime to top up take the lot 16 END IF NORMAL TIME SHORTFALL TAKE FROM 45 MUCH AS POSSIBLE 17 18 NT Alterations if required 19 IF NT gt 21600 AND LUNCHPAID N THEN SET NT NT LUNCH Reduce normal hours worked by 30 minutes for lunch if worked For more that 6 hours 20 IF NT gt OTSTART THEN SET OT OT NT OTSTART NT OTSTART 21 22 OT Alterations if required 23 IF DOW THEN SET OT OT NT 0 j Calculate overtime for Saturdays 24 IF OT gt OTBOOKED THEM SET Set overtime to otbooked 25 26 Alterations if required 27 IF DOW AND OT gt 28800 THEN SET PT 28800 28800 Calculate premium overtime for Saturdays 28 29 ST Alterations if required 30 IF ST lt 900 THEN SETST 0 No sunday time For ness than 15
5. Group box select the Company Date Department Employee to group the data to be printed accordingly e Select the Print button to print the report Select the summary button to print a summary e Select Export and choose a file name and save the file Select close to Exit the Report Dialogue The Absenteeism report screen is displayed Initial Screen Select Report required and specify Search Criteria Report ABSENTEISM 2007 03 26 bm 2007 04 01 Specify _ Today Past Week Time and Hours worked Clocked First last Hours worked min max Selection Clear Selections Deselect Companies 4 Companies COMP any AUGUST SALARIED WEEKLY WAGES DD NEW ELKO SYSTEMS SEO Departments Employees Summary Company Date Department ETUR Employee Close On Seperate Pages TIME MANAGEMENT USER MANUAL Page 12 of 19 Document UM Revision 24 2007 Last printed 2007 05 24 12 32 SYSTEMS 8 3 CLOCKDATA REPORT Procedures On this Report screen one can e Specify specific dates on which to run the report Specify an in and out clock time with 00 00 00 e Perform employee selections e Perform reader selections e Select an employee or employees e Print the report or a summary report e Export the data to a comm
6. Select the Time sheet report from the dropdown list e Select Today to specify today s date e Select Specify to choose any date required e Click on the Companies button and select the company required and or click on the Departments button and select the Department required and or click on the Employees button and select the Employee or Employees while holding down the control key e the Group by Group box select Company Department Date or Employee to group the data to be printed accordingly e Select the Print button to print the report Select the summary button to print a summary e Select Export and choose a file name and save the file Select close to Exit the Report Dialogue The Time Sheet report screen is displayed Select Report required and specify Search Criteria Report TIME SHEET 2007 03 26 i 2007 04 01 Specify 4 Today Past Week Time and Hours worked Selection Type Clear Selections Deselect Companies 4 Companies COMP any AUGUST SALARIED WEEKLY WAGES ADD NEW ELKO SYSTEMS ELEO Departments Prin Company Date Department Employee Summary Export Close On Seperate Pages TIME MANAGEMENT USER MANUAL Page 16 of 19 SYSTEMS TIME Document UM_TM doc MANAGEMENT Revision 24 May 2007 Last printed 2007 05 24 12 32 PM 8 7
7. TIME MANAGEMENT USER MANUAL Page 5 of 19 Document UM Revision 24 2007 Last printed 2007 05 24 12 32 5 OVERTIME AUTHORIZATION Procedures On this page one can e Authorize overtime for a specific employee for any Date required Add or Delete overtime as needed Follow the procedure below to Authorize overtime Menu Path Adding a record e Select the Add icon from the button bar date required and the amount of overtime hours worked the save 3 icon Deleting a record e Click on the Column to select the entire row e Select the Delete Icon e Select the Save 3 icon The Overtime Authorization screen is displayed Management File Action View Help lt Employos No Work Area from 2007 03 26 7925 MR LEWIES Hio M 2007 0401 Initial Screen Date Employee Hours Call out Date Employee Hours 2007 03 26 7925 0 50 20070326 7925 0 50 TIME MANAGEMENT USER MANUAL Page 6 of 19 Document UM Revision 24 2007 Last printed 2007 05 24 12 32 SYSTEMS 6 EMPLOYEE DATA Procedures On this page one can e Maintain Employee data if needed normally employee data is downloaded from the customer s Payroll System i e VIP SAP e Verify if the employee s data is correct F
8. button bar e When the search is complete notice that the Transaction list is now filled as indicated in the blue block below e Selecta Transaction from the Transaction step list After the selection is complete notice that the list of time rules displayed the Transaction Detail page as indicated in the red block below e Selecting any time rule from the list indicated will allow you to edit delete promote demote or copy the step s e Toadd edita step you must use the step detail section as indicated in the green block below After a change is made the Save 58 icon must be selected to save the change made The Time Configuration screen is displayed amp Time Configuration Initial Screen File 0 Time Group LAPPLE Time Cycle WEEKLY v L Tie Transaction Detiions Segno Transaction Gategory 1 JFIRSTINLASTOUT Where clause NT gt 21600 AND LUNCHPAID N DYNAMIC SHIFT Read all Public Holiday hours IF HOLIDAY Y THEN SET 28800 NT OT 0 IF DOW FRI AND SHIFT PERMD73F OR SHIFT PERMD7F THEN SET HT 21600 NT OT 0 hd Neb NT NT LUNCH EN NORMAL SHIFT 5 punc JUST TIMES Value list Value Data Reduce normal hours worked by 30 minutes for lunch if worked For more that 6 hours ee
9. 0020 aM Summary 10021 MOGOMOTS I 10022 MOGALE PH 10025 H 10028 10029 LESO MM 10032 MASHIEA J Company Date Department E Employee Close On Seperate Pages TIME MANAGEMENT USER MANUAL Page 11 of 19 Document UM Revision 24 2007 Last printed 2007 05 24 12 32 SYSTEMS 8 2 ABSENTEEISM REPORT Procedures On this Report screen one can e Specify specific dates on which to run the report Specify an in and out clock time with 00 00 00 Specify minimum or maximum hours worked with 1 24 e Perform company selections Perform department selections Perform employee selections Print the report or a Summary Export the data to a comma delimited or excel file Follow the procedure below to display employee data Menu Path e Select the Absenteeism report from the dropdown list e Select today to specify today s date e Select Specify to choose any date required e Click in the Clock first field and type 00 00 00 or click in the Clock last field and type 00 00 00 e Click on the Companies and select the company required and or click on the Departments and select the Department required and or click the Employees button if only specific employees are selected while holding down the control key e Inthe Group by
10. PERIOD RESULTS REPORT Procedures Menu Path Initial Screen On this Report screen one can e Specify specific dates on which to run the report Perform company selections Perform department selections Print the report or summary Export the data to comma delimited or excel file Follow the procedure below to display employee data Select the Period Result report from the dropdown list e Select Today to specify today s date e Select Specify to choose any date required e Click on the Companies button and select the company required and or click on the Departments button and select the Department required and or click on the Employees button and select the Employee or Employees while holding down the control key e the Group by Group box select Company Department Date or Employee to group the data to be printed accordingly e Select the Print button to print the report Select the summary button to print a summary e Select Export and choose a file name and save the file Select close to Exit the Report Dialogue The Period Results report screen is displayed Select Report required and specify Search Criteria Report PERIOD RESULTS 2007 03 26 i 2007 04 01 Specify 4 Today Past Week Time and Hours worked Selection Type Clear Selections Deselect Companies 4 Companies COMP any AUGUST SALARIED
11. T ame POR fot n m o Line TIME MANAGEMENT USER MANUAL Page 8 of 19 Document UM Revision 24 2007 Last printed 2007 05 24 12 32 SYSTEMS 8 REPORTS Menu Path Follow the procedure below to run Reports Select the Reports button Select a Report from the Report drop down list The Report screens are displayed Select Report required and specify Search Griteria Initial Screen Report Date sil Time and Hours worked FILO vs ACTUAL HRS a AUTORIZED OVERTIME a st PERIOD RESULTS 24 HOUR ABSENTEEISM Clear Selections Deselect Companies Departments Selected Employees Readers Reader Groups Summary Export Close C Company C Date f Department Employee On Seperate Pages Printer Selection X Printers wn 180OFFiceJet 595 Auto OfficeJet 695 on W S001180 on Neds OK Ej Cancel Setup Pages ga Choose Pages x 6 sll pages 7 Selected pages cancel TIME MANAGEMENT USER MANUAL Page 9 of 19 Document MANAGEMENT Revision 24 May 2007 Last printed 2007 05 24 12 32 PM 4 i IN Y 6 Auto OfficeJet G95 WS001180 Properties 21 Pa
12. V e TIME MANAGEMENT USER MANUAL Page 3 of 19 Document Revision 24 2007 Last printed 2007 05 24 12 32 3 TIME PROCESSING Procedures On the Time Processing screen one can e Select an employee or employees for which time evaluation should be run e Employees can be searched for by using either the Company ID or Surname as search criteria Time evaluation can be run per selected Employer Company Code and per Work Area if required e he date for the Time Evaluation period must be selected Dates are always in yyyy mm dad format Reports dialogue can be opened by selecting the icon from this screen Once an employee is selected it is suggested that the reports should only be used after the time evaluation process has been completed at least once for the period Follow the procedure below to run Time Evaluation Menu Path e Click in the Employee No field and type in the employee s company ID COID or click in the SURNAME field and type the employee s surname e Select the Company and Work area s if you have sufficient access and click the 1 button e Time evaluation for only one employee by selecting the Add Employee to list button using the amp amp icon Remove or clear the Employee selection list by right clicking on the area marked in red and selecting Clear selected from
13. WEEKLY WAGES ADD NEW ELKO SYSTEMS ELEO Departments Prin Company Date Department Employee Summary Export Close On Seperate Pages TIME MANAGEMENT USER MANUAL Page 17 of 19 Document UM Revision 24 2007 Last printed 2007 05 24 12 32 PM SYSTEMS 8 8 24 HOUR ABSENTEEISM Procedures On this Report screen one can e You should always specify a specific date on which to run the report Perform company selections Print the report or summary Export the data to a comma delimited or excel file Follow the procedure below to display employee data Menu Path e Select the 24 Hour Absenteeism from the dropdown list e Select Today to specify today s date e Select Specify to choose any date required e Click on the Companies button and select the company required and or click on the Departments button and select the Department required and or click on the Employees button and select the Employee or Employees while holding down the control key e Inthe Group by Group box select Company Department Date or Employee to group the data to be printed accordingly e Select the Print button to print the report Select the summary button to print a summary report e Select Export and choose a file name and save the file e Select close to Exit the Report Dialogue T
14. a delimited or excel file Follow the procedure below to display employee data Menu Path e Select the Clock data report from the dropdown list Select Today to specify today s date e Select Specify to choose any date required e Click in the Clock first field and type 00 00 00 or click in the Clock last field and type 00 00 00 e Click on the Employees button and select the Employee or Employees while holding down the control key e Click on the Reader button and select the reader or readers while holding down the control key e Select the Print button to print the report e Select the summary button to print a summary report e Select Export and choose a file name and save the file Select close to Exit the Report Dialogue The Clock data report screen is displayed Initial Screen Select Report required and specify Search Criteria Report 2007 03 26 bm 2007 04 01 Specify Today Past Week Time and Hours worked Direction Clocked First last Selection Employees Clear Selections Deselect COMP any 10006 10013 NGOPE 10015 HLONGWANE 10016 SESOEKO 10017 SETSHEDI 10019 MASHABA 10020 MOAGI 10021 tect Summary Export LESO MASHIEA Close Employees Readers Reader Groups
15. day e View Normal Time Afternoon Shift Overtime Premium Time Sunday Time Holiday Time and Absent Time for the selected employee e Print the Time sheet for a selected employee Follow the procedure below to Correct Time Errors Menu Path e the row to rectify e Fillin all the correct data Select the Save icon from the button bar e Select the row to Delete select the Delete icon e Select the Save icon from the button bar Follow the procedure below to Print Time sheets Menu Path Select the Print 522 button from the button bar The Time Data screen is displayed wa ime Management File Action View Help Initial Screen Ld 5 21 Employee No Initials Company Work rea from 2007 03 26 7925 MR M H J LEWIES o01 to 2007 04 01 Time Processing Overtime Authorization Employee Data Time Sheet Clock Data No Date In Reader Out Reader InTime OutTime Hours Category Value 1 20070326 Loio 101 06 53 18 16 54 53 10 0264 2 2007 0327 Loio 101 06 53 57 16 48 31 39 9094 Afternoon Shift 0 00 3 20070328 Loio 101 07 14 51 16 44 00 8485 0 000 4 20070329 Loio 1011 07 00 39 16 36 28 9 5969 Time 0 00 5 20070330 Loio 1011 06 59 44 14 17 16 7 2922 Sunday Overtime 0 00 Holiday Time 6 00 000 Absence Time gt Period Total 46 3108
16. he 24 Hour Absenteeism report screen is displayed Initial Screen Select Report required and specify Search Criteria Report 24 HOUR ABSENTEEISM 2007 03 26 iss 2007 04 01 Specify _ Today Past Week Time and Hours worked Companies COMP any Selection Clear Selections Deselect Companies AUGUST SALARIED WEEKLY WAGES ADD NEW ELKO SYSTEMS Company Summary Date Department f pum Employee Close On Seperate Pages TIME MANAGEMENT USER MANUAL Page 18 of 19 SYSTEMS 9 OVERVIEW NOU Network data Unit Controller NTR Network Terminal Reader Interface Acta Master E II U Controller Token ring Ethernet Customers Document UM_TM doc Revision 24 May 2007 Last printed 2007 05 24 12 32 PM a z n m m Relational Data Baze a 1 Controller E emn Controller cM UX 8 Pons m Controller ma Redundancy link between NOL Controllers 4 Ports E S m zm HAND READER TURMSTILE TIME MANAGEMENT USER MANUAL Page 19 of 19
17. list e Select the activate L button from the button bar and allow enough time for time processing to complete on average 3 seconds per employee e After the time evaluation process is complete the Time Data tab is automatically selected If you have sufficient access and once it is configured you can create the payroll export file by selecting the Create payroll export file icon The Time Processing screen is displayed File Action View Help Corm dim AA ES Ex SES Employee No Initials Company Work Area from 2007 03 26 74955 MR LEWIES Jor i o gt to 2007 04 01 _ TimeData authorization Employee Data Time Data in debug mode Cid qp Column Contents Current Initial Screen ime Hun Company code Time Group LAPPLE Interval WEEKLY gt Use FI LO times LastRuntime sg Dubug Action Stop Transaction Stop Step Debug Single Step Current Transaction Day Index Transaction Step no Loop no TIME MANAGEMENT USER MANUAL Page 4 of 19 Document UM Revision 24 2007 Last printed 2007 05 24 12 32 SYSTEMS 4 TIME DATA Procedures On this page one can e Correct Time Errors Employee has not clocked in or out e Delete unwanted time records e View the amount of hours worked per
18. n Select Report required and specify Search Criteria Report FILO vs ACTUAL HRS 2007 03 26 2007 04 01 Specify 4 Today Past Week Time and Hours worked Selection Type Clear Selections Deselect Companies Companies COMP any AUGUST SALARIED i Departments WEEELY WAGES ADD NEW ELKO SYSTEMS ELEO Employees Company Summary Date Department f ET Employee Close On Seperate Pages TIME MANAGEMENT USER MANUAL Page 14 of 19 Document UM Revision 24 2007 Last printed 2007 05 24 12 32 PM SYSTEMS 8 5 AUTHORIZED OVERTIME REPORT Procedures On this Report screen one can e Specify specific dates on which to run the report Perform company selections Perform department selections Perform employee selections e Printthe report or a summary report e Export the data to a comma delimited or excel file Follow the procedure below to display employee data Menu Path e Select the Authorized overtime report from the dropdown list e Select Today to specify today s date e Select Specify to choose any date required e Click on the Companies button and select the company required and or click on the Departments button and select the Department required and or click on the Employees button and select the Employee or Employees while holding down the con
19. ollow the procedure below to display employee data Menu Path e Employees can be selected with both Company ID and Surname as search criteria Select the Search button The Employee Data screen is displayed ca ime Management File Action View Help Employee No Initials Company Work Area from 2007 03 26 7925 MR LEWIES to 2007 04 01 Time Processing Time Data overtime Authorization Employee No 7925 Title MR Initials M H LEWIES Date of Birth 1 868 04 16 Initial Screen Shift PERMD73WE Cost Code Employer 001 Badge No 1 667861867 Normal Access sc OT Access sc OT Option Start Date 1 999 06 01 End Date 9999 12 31 Changed by jacta Changed on 2007 03 13 TIME MANAGEMENT USER MANUAL Page 7 of 19 Document UM Revision 24 2007 Last printed 2007 05 24 12 32 SYSTEMS 7 TIME CONFIGURATION Procedures Time configuration window consists of e Adding Deleting and editing of business rules These rules determine the result as generated by the Time Management process Configuring of payroll export definitions i e format and layout of export file as well as the location where the file is created Follow the procedure below to edit the different categories Menu Path e Verify that the Time group field is filled and Time cycle is selected Select the Search m button from the
20. ree 222520202000 Letter 9 5 11 in ie i v PhataREE Jj Print Status Time Errors TIME MANAGEMENT USER MANUAL Page 10 of 19 Document UM Revision 24 2007 Last printed 2007 05 24 12 32 SYSTEMS 8 1 TIME ERRORS REPORT Procedures On this Report screen one can e Specify specific dates on which to run the report e Select one or more employees Print the report or a Summary Export the data to a comma delimited or excel file Follow the procedure below to display employee data Menu Path Select the Time Errors report from the dropdown list e Click the Employees button if only specific employees are to be selected Press and hold the control button and select the employees as desired Select the Print button to print the report e Select the summary button to print a summary report e Select Export and choose a file name and save the file Select close to Exit the Report Dialogue The Time Errors report screen is displayed Initial Screen Select Report required and specify Search Criteria Report TIME ERRORS 2007 03 26 ta 2007 04 01 Specify Today Past Week Time and Hours worked Selection Type Employees Clear Selections Deselect JOURN AME COMP ANY MoGOTS I MALEPE 10013 NGOPE JA 10015 HLONGUWANE 10016 PD 10017 SETSHEDI J TUIS MASHABA W Employees Fj 1
21. trol key e n the Group by Group box select Company Department Date or Employee to group the data to be printed accordingly Select the Print button to print the report e Select the summary button to print a summary report e Select Export and choose a file name and save the file Select close to Exit the Report Dialogue The Authorized overtime report screen is displayed Initial Screen Select Report required and specify Search Criteria Report AUTORIZED OVERTIME 2007 03 26 2007 04 01 Specify _ Today Past Week Time and Hours worked Selection Type Clear Selections Deselect Companies Companies COMP any AUGUST SALARIED Departments WEEELY WAGES ADD NEW ELKO SYSTEMS ELEO Employees Company Summary Date Department f ET Employee Close On Seperate Pages TIME MANAGEMENT USER MANUAL Page 15 of 19 SYSTEMS TIME Document UM_TM doc MANAGEMENT Revision 24 May 2007 Last printed 2007 05 24 12 32 PM 8 6 TIME SHEET REPORT Procedures Menu Path Initial Screen On this Report screen one can e Specify specific dates on which to run the report Perform company selections Perform department selections Print the report or summary Export the data to comma delimited or excel file Follow the procedure below to display employee data e
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