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Manual WFP EN - Safescan.com

1. E 417 a S gg O d Presence Log Day Period Department User Phir Common Device Work code Help About Status Overview Maintenance Settings Info Report E Report range Report from Report to Report type Report filter S cea aora Er Joana E less venting 2 Filter user Department filter User Filter A Service IT 14 Anna K Anna y Monday Tuesday Wednesday Thursday Friday 14 Anna K Week 48 26 11 27 11 28 11 29 11 30 11 Employee master data S i G E gt d O a A Be Presence Log Clock Day Period Report Department Mar 7 Common Device Work code Help About Status Overview Maintenance Settings Info User 4 Filter user Department filter User Filter A All IT 14 Anna K Anna 3 gt gi QS oF xX 2 N Username Lastname Department RFID No Privilege Status Personnel no Email Phone Work schedule Vacationtaken Vacation planned Remaining days of vacation Work Time 314 Anna K Service User Active 0910101 Anna safescan com 308 0 16 34 dd i Vacation From last year Correction Remaining vacation in hours E lo 0 Number of vacation in hours per Special leave 1 Special leave I Total hours of vacation for the current yea 50 o o 50 Total this and last year T ANAL 50 0 16 34 Report review Date 22 11 2012 26 11 2012 30 11 2012 Time 17 24 Name Anna K Vacation hours 50
2. 04 12 2012 17 00 18 00 04 12 2012 18 15 22 00 05 12 2012 17 00 18 00 05 12 2012 18 15 22 00 06 12 2012 17 00 18 00 06 12 2012 18 15 22 00 07 12 2012 17 00 18 00 07 12 2012 18 15 22 00 4 Confirm this with OK if you want to overwrite the plan Several employees simultaneously 10 Joseph M 10 Joseph M 10 Joseph M 10 Joseph M 10 Joseph M 10 Joseph M 10 Joseph M 10 Joseph M 00 00 24 00 8 22 Schedule Schedule Schedule Schedule Schedule Schedule 09 00 17 00 08 00 12 00 8 17 13 18 13 00 17 30 E 230 S N 8 Y gt Report Department User Common Device Work code Help About Presence Log Clock Day Status Overview Maintenance Settings Info User Planning mode Planning horizon from Planning type Y 8 users y 8 users v Selea y Jl03 12 2012 Br l 12 2012 Jv week Week v Filter user Department filter User Filter Planning view CO NETO I 7 Wednesday i Saturday 10 Joseph M Week 49 Holiday 00 00 24 00 H Holiday stand 8 22 H Kitchen 1 Schedule Kitchen1 E r i i i Kitchen 2 Schedule Kitchen2 11 Maria M T yo Kitchen 3 Schedule K che 3 A T a Service 1 Schedule Servicel Service 2 Schedule Service2 Week 49 Service 3 Schedule Service3 V planned 09 00 17 00 UP v planned 1 2 08 00 12 00 UP A Vacation 8 17 U 17 Tim T Vacation 1 2 13 18 U Workshop 13 00 17 30 ws Description PO Work co
3. 72 10 Holidays Safescan Workforce Planner includes a large number of official European holidays that you can add with one click on the database AS Awe ERG 677 and you get an overview of all the available lists of public holidays sorted by country Open the desired country and select your region regions are not available for all countries Confirm with OK The data is imported directly into the software database 11 Settings 11 1 General 11 1 1 Set language Select the language you want Use to save this change For the changes to take effect close the software then restart it S Safescan Workforce Planne E 60 408 814 100 Presence Log Clock Day Period Report Department User Pesci 10 Device Work code Help About Status Overview Maintenance Settings Info a Back up to disk Restore from disk S wf Automatic backup file Backup file location No y Note After the language has been changed the software must be restarted 11 1 2 Database connection The software automatically uses the memory location that was selected during the software installation in which the database is stored The database connection field is empty and should only be filled in manually in exceptional cases 73 safescan Workforce Planne Ew O amp Presence Clock Day Period Aa g E Department User Oo scada Device Work code Help About Status
4. 6 7 11 Delete a clock time in the grid view It is not possible to delete an entry If there is a double entry or an incorrect booking that you cannot correct set the status of this entry to ignore and create a new correct booking Note To protect employees times recorded with a time attendance device cannot be corrected or cleared To change a time add a new clock time and set the incorrect booking to ignore The clock time in the time attendance device will remain but will no longer be calculated 6 7 12 Export It is not possible to export this view 42 6 7 13 Email It is not possible to send this view by email 6 7 14 Print It is not possible to print this view 7 Administration 7 1 Department Group Departments and groups are used as selection and sorting criteria in Safescan Workforce Planner They are used to administer users as well as the departments groups to which these users are assigned These criteria can be used to select users and departments groups in other parts of the program 7 1 1 Creating a department group To create a new department or group select and enter a name and description for your department or group Red fields are mandatory and must be completed Press OK to confirm your entry Add department Description T E Cancel 7 1 2 Changing a department group Highlight the department you want and select P to make the changes Use OK to save the changes 7 1 3 Deleting a department g
5. Bar Service 17 00 22 00 Break 0 25h Sick Bar Service 17 00 22 00 Break 0 25h Sick Bar Service 17 00 22 00 Break 0 25h Bar Service 11 00 21 00 Break 2h Kitchen 09 00 19 00 Break 2h Kitchen 09 00 19 00 Break 2h Note All reports can be printed or exported as a CSV file 6 5 5 Period Bulletin Report The period report is similar in configuration to the monthly and weekly report However the values for a selected time period are summarised In the report the totals for actual hours target hours and the daily balances are displayed In one column you can also see the cumulative total balance at the end of the selected time period In the footer Chapter of the list all the data for the selected employee are summarised 6 5 6 Prepare and Print the Period Report Select the menu item report 6 Choose select from the drop down menu and using the date picker enter the desired dates from until The default is to display the current month 28 E Clock Day Period Department User cir Common Device Work code Help About Status Overview Maintenance Settings Info Report Report from Report to Selectas 12 11 2012 Ov 18 11 2012 Or D AR Zol i Department filter User Filter A Bar v l 10 Joseph M Joseph v In the overview the period reports for all users are available select print and all the reports can be printed Select a department with the department filter and yo
6. 40 h 5 days Day of week Start time Round before Round after End type End time Round before Round after Effective Mon Tue Wed Thu Fri l Out 00 00 A a 9 Name Description 40h 40 h 5 days Day of week Start time Round before Round after Round before Round after Effective Mon Tue Wed Thu Fri 00 00 w Name Description 40h 40 h 5 days Day of week Start type Start time Round before Round after End type End time Round before Round after Mon Tue Wed Thu Fri In 09 00 Out 17 30 Mondav Tuesdav Wednesd_ gt Break impl 13 00 Fi Monday Wednesday Thursday YFriday Saturday Sunday Confirm the entries by clicking on y 7 3 2 Create a work schedule with flexible hours only break allowance If your employees have no fixed working hours but you still want to schedule an automatic break for the workday you can also set this up as a work schedule Click on to create a new work schedule Select the desired days as well as the implied breaks and enter the start and end times Axy Name Description Break imp Day of week Start type Start time Round before Round after End type End time Round before Round after Break impl 12 30 Break return 13 00 Mon Tue Wed Thu Fri 00 30 5 An employee with this work schedule has flexible working hours with an automat
7. 11 Maria M 21 11 20 In Maria 11 Maria M 21 11 20 Out Maria 20 T ETE 2 148 282 9 O Common Device Work code Help About Presence Log Day Report Department User ahaha Status Overview Maintenance Settings Info Report a Report page Report from Mor oc This week w 19 11 2012 25 11 2012 gt gi amp oP A Bo Filter user Department filter User Filter g 8 al y 8 11 Maria Mm Maria User ID User name Last name When In Out Work code Remark User update Changed First name 11 Maria 19 11 2012 09 00 00 Ignore 22 11 2012 14 40 14 Maria 11 Maria 19 11 2012 12 30 00 Maria 11 Maria 19 11 2012 13 00 00 nor 22 11 2012 14 40 14 Maria 1 Maria 19 11 2012 17 00 00 Ic o 20 11 2012 17 15 09 Maria 11 Maria 19 11 2012 17 30 00 gnc 22 11 2012 14 40 14 Maria 1 Maria 20 11 2012 09 00 00 re 22 11 2012 14 40 14 Maria 11 Maria 20 11 2012 12 30 00 Out Maria 20 11 2012 13 00 00 gnore 22 11 2012 14 40 14 20 11 2012 17 30 00 21 11 2012 16 02 02 21 11 2012 09 00 00 Ignore 22 11 2012 14 40 14 Maria 21 11 2012 12 30 00 Out Maria Maria 11 Maria Note To protect employees times posted on the time attendance device cannot be corrected or deleted To change a time add a new clock time and set the incorrect booking to ignore This clock times created on the time attendance device will however no longer be calculated 6 2 6 Filters free filter department filter or user drop down Free
8. 2 Michael Michael Kaiser Rep 02 04 2012 110 Projekt Paris 5 15 Overview on monthly report Date 05 04 2012 Time 13 36 Name Michael Kaiser Monthly report ID 2 Department Rep Timetable group 40h Personnel number 2496 02 04 Mon 2 8 00 10 15 17 15 01 04 2012 30 04 2012 If a user forgets to clock out at the end of a working day the system will automatically register the normal end time according to the employees work schedule If no work schedule is set for the employee the administrator will need to add this entry manually in the software For example An employee has to leave at 4 00 pm for a doctor s appointment code 6 and worked during the day on project London code 100 After his doctor s visit he will not return to work The employee will clock as followed 8 00 Clock In Code 100 16 00 Clock In Code 6 33 Calculation project Project London 7h doctors visit 1h total working hour per day 8 h Workcode Report 4 Report Range Report From Report To Workcode filter HEE 03 04 2012 Jy 08 04 2012 lv Y Filter User Department Filter User Filter Grouping ew v 8 2 Michael Kaiser Michael EB No Grouping Dia 2 User ID User Name First Name Last Name Department Date Work Work Code Time 2 Michael Michael Kaiser Rep 03 04 2012 6 Doctors Visit 1 00 2 Michael Michael Kaiser Rep 03 04 2012 100 Projekt London 7 00 Date 05 04 2012 Time 13 38 Name Michael K
9. E E ft Log Clock Status Presence Present filter Filter user Y 8 Db Username Present B 24 Alex In B 14 Anna out B 16 Ernie out 8 22 Herbert O out 8 19 Ines out 8 13 Jasmin In 823 Joe O out B 10 Joseph O In Su Maria O out B 21 Max out 12 Mike O in gis Monica out 8 20 Nicole out 18 18 Omar out 1817 Tim O out Day Period Report Overview Department filter 2 8 amp Ee 9 0 Department User Common Device Work code Help About schedule Info Maintenance Settings ASQ 79 Bar A Kitchen A Night A Normal a Partime A Service 00 22 11 2012 09 00 00 22 11 2012 09 00 00 26 11 2012 17 30 00 22 11 2012 09 00 00 23 11 2012 17 30 00 Device name B Port 1 g g LZ B Port 1 B port 1 g B Port 1 B Port 1 LZ B porn 1 La La B Port 1 tA Work code y a mnn 14 User filter Select the user you want from the drop down menu 6082 4 948 4 200 Log Clock Day Period Report Department User eects Common Device Work code Help About Status Overview Maintenance Settings Info Presence Present filter Filter user Department filter User Filter Yin Qa CO ID Username Present Last event 8 10 Joseph M Joseph Work code 8 24 Alex In 22 11 2012 ii 11 Maria M Maria amp 12 Mike V Mike 8 14 Anna out 8 13 Jasmin B Jasmin 16 Ernie out L8 14 Anna K Anna 8 22
10. HEE 19 11 2012 25 11 2012 gt gi S oF TA o Filter user Department filter User Filter B User ID User name Last name When In Out Work code Remark User update Changed First name 10 Joseph M 21 11 2012 09 00 00 Ignore 21 11 2012 13 20 35 Joseph 10 Joseph M 22 11 2012 09 00 00 In 22 11 2012 14 08 00 Joseph 13 Jasmin B 20 11 2012 11 00 00 In Sick Jasmin 13 Jasmin B 20 11 2012 15 00 00 Out Jasmin 13 Jasmin B 20 11 2012 17 00 00 In Sick Jasmin 13 Jasmin B 20 11 2012 21 00 00 Out Jasmin 13 Jasmin B 21 11 2012 09 00 00 In 21 11 2012 12 09 50 Jasmin 13 Jasmin B 22 11 2012 09 00 00 In 22 11 2012 14 08 18 Jasmin 21 6 2 8 Export view as a CSV file You can export the current view ES as a CSV file that can then be processed further in Excel or a similar program that can read CSV files The CSV file format describes the structure of a text file that can save or exchange data or lists with a simple structure e Select the view that you want to export e Click on the Export CSV icon ES e Rename the export file and select the directory created for CSV export e Click on Save e Click on OK The data is exported to the selected directory 6 2 9 Send report by email The overview you have created can be sent by email When you click on the current overview will be saved as a PDF which can be attached to an email that you can subsequently edit and send 6 2 10 Print The current view can be printed out at any tim
11. HEE Select 0 12 2012 Ey 01 12 2012 Ev gt gi QS op EA a Filter user Department filter User Filter A All v 18 All 15 users v p ID spp neoe Last mens wal When a In Out Work soda Rema User update P banged Use right mouse button to activate more information Y UserID Y UserID Y Username Y Username First name First name Y Lastname Last name Department Department Y When Date Time Time Device Device Y In Out Y In Out Verify Mode Verify Mode Work code Work code Y Work code V Remark Y User update Y Changed E g X 583 18 Bx 9 0 Presence Log O Day Period Report Department User eee Common Device Work code Help About Status Overview Maintenance Settings Info Report 4 Report range Report from Report to 01 12 2012 Jv 01 12 2012 Dv BAS EA Po Filter user Department filter User Filter A All v 18 All 15 users v User ID User name Last name When In Out Work code Remark User update Changed Note The layout is individually customised to your workplace and will not be displayed to any other users 3 Installation 3 1 Program installation 1 Insert the installation CD ROM into the drive of your computer 2 Open the TimeAttendanceSetup file and the installation program will start y Setup Safescan Workforce Planner Welcome to the Safescan Workforce Planner Setup Wizard This will install Safescan Workforce Planner 4 5 3 on your computer It is recommended that you cl
12. You can select a colour from the list or using Custom create a suitable work code colour Example Work codes Name Description Name Description Color ID SA 201 Bar1 E 202 Bar2 SA 203 Bar3 a 1 DR SA 111 Entplan Q 15 4H SA 221 Kitchen1 222 Kitchen2 223 K che3 Ex 100 Projekt5 E 110 Projekt6 a 211 Servicel Ej 212 Service2 a 213 Service3 a 2 Sick Q 10 uU Q 11 Up Q 224 wS Bar Service 11 00 21 00 Break 2h Bar Service 16 00 00 30 Breakosh PEU Bar Service 17 00 22 00 Break 0 25h Doctor Unplanned time mnn Holiday Kitchen 09 00 19 00 Break 2h e Kitchen 15 00 23 30 Break 0 5h mnn Kitchen 11 00 20 00 Break 1h mnn Project 5 Project 6 Service 10 00 20 00 Break 2h Service 12 00 22 00 Break 2 5h mnn Service 16 00 00 30 Break 0 5h Sick vn Vacation Vacation for Shift Planning a Workshop 83 11 2 2 Edit a work code To change or edit a work code select and double click or click on Make the desired changes and confirm with OK Edit work code Work code Name HR Description Doctor Work code type Scheduled time L Cream 11 2 3 Delete a work code Select the work code you want to delete click on x Confirm with OK 84 12 Info 12 1 Help 12 1 1 Technical Support a Support on the Safescan website Our service page on our website is available 24 hours a day in is updated regul
13. cea e If the device is connected the status in Active will change to Connection made You can connect several time attendance devices with the software via your network If a device cannot be connected to the network you can add it manually as a USB drive IP address or device location po Fetching computer name Communication key 77 Once your time attendance device is connected with the software booking times that have already been stamped are automatically transferred to the software The user data must be synchronized manually see Chapter 11 1 6 11 1 6 Synchronizing the user data If your time attendance device is connected to the software you must synchronize the user data from the time attendance device with the software To do this select amp all users that have been stored on the time attendance device are displayed in the summary In this case you should synchronize Device to database and use Run to confirm Then edit the user data in User as described in Chapter 7 2 5 If the users have been entered into the software please synchronize Database to device Synchronize device o as PS j ta v Database gt p p sea Reload 43 Device2Database A os y Commit A USERID FINGER KIND RESOLUTION DIFFERENCE 1 Different PrivilegeDifferent 3 Different PasswordDifferent PrivilegeDifferent 8 Device Only 10 Different EEI UsernameDifferent 11 Device Only 12
14. 08 11 2012 09 00 17 00 09 11 2012 09 00 17 00 10 11 2012 09 00 17 00 13 11 2012 17 00 18 00 13 11 2012 18 15 22 00 14 11 2012 17 00 18 00 14 11 2012 18 15 22 00 15 11 2012 17 00 18 00 15 11 2012 18 15 22 00 27 11 2012 11 00 15 00 27 11 2012 16 00 20 00 28 11 2012 11 00 15 00 28 11 2012 16 00 20 00 29 11 2012 11 00 15 00 29 11 2012 16 00 20 00 30 11 2012 11 00 15 00 30 11 2012 16 00 20 00 Safescan Workforce Planne 2 s A HHH Presence Log Clock Day Period Report Status Overview User Planning mode Planning horizon from to Y 8 users Jf v 01 11 2012 30 11 2012 Filter user D User Filter E All y 18 10 Joseph M Joseph v Description User name Work code Period 10 Joseph M Bar 1 Bar Servic 10 Joseph M Bar 1 Bar Servic 10 Joseph M Bar 1 Bar Servic 10 Joseph M Bar 1 Bar Servic 10 Joseph M Bar 1 Bar Servic 10 Joseph M Bar 1 Bar Servic 10 Joseph M UP Vacation for 10 Joseph M UP Vacation for 10 Joseph M UP Vacation for 10 Joseph M UP Vacation for 10 Joseph M UP Vacation for 10 Joseph M UP Vacation for 10 Joseph M Bar 3 Bar Servic 10 Joseph M Bar 3 Bar Servic 10 Joseph M Bar 3 Bar Servic 10 Joseph M Bar 3 Bar Servic 10 Joseph M Bar 3 Bar Servic 10 Joseph M Bar 3 Bar Servic 10 Joseph M K che 3 Kitchen 10 Joseph M K che 3 Kitchen 10 Joseph M K che 3 Kitchen 10 Joseph M K che 3 Kitchen 10 Joseph M K che 3 Kitch
15. 09 00 In Add new 1 les Copy schedule to attendant records In this example an employee forgot to log off on the time recording device Since a work schedule exists for the employee the system calculates the working hours until the finish time included in the work schedule and therefore indicates that the day was worked but includes a warning note The calculations in the monthly report will be correctly indicated and on days when an an clock time is missing there will be a note to state that this was logged by the system Please correct the bookings by adding an clock time if you know the exact time of the addition or accept the work schedule with copy schedule to attendant records 40 Example 2 09 00 In 12 30 Out 13 00 In 17 30 In Add new Copy schedule to attendant records NN DD Y D K In this example the correct procedure was not properly complied with and an clock timewas added twice in a row Correct this directly in the cell by clicking the right mouse button on the entry to be corrected and change the status to out or ignore Once the error is cleared the clock time appears normally or if you filter the report to show Only Errors it will disappear from view If you have set the report filter to Only Errors displayed in the overview are only employees that have errors in the attendance log for the selected time period Once the errors are corrected the bookings and employees are no long
16. 6 5 1 Monthly Bulletin REDONU renees 26 6 5 2 Create and Print a Monthly epoca ls 27 6 5 3 Weekly Bulletin y Report las 27 6 5 4 Prepare and Print the Weekly Report sese eee eee ee eee eee 28 6 5 5 Period Bulletin Report naco aisaas 28 6 5 6 Prepare and Print the Period Report oo oconcononccnonaciononnoronnonariononaoronconarocnonasiononaarones 28 6 6 WVOrKk GF Pro ect COE ni id 29 6 6 1 Evaluation per Department or USEF ooccccccnnccnnccnccnnnnnconnonanonnnnnncnnnonaronnonnnonnnnnncnnnonanonnos 30 6 6 2 Evaluation per Work Project aT 30 6 6 3 Condense search with the filter grouping day person code esse esse eee 30 6 6 4 Seal Overviews as a CV IT 31 6 6 5 Printinge of selected summaries T 31 6 6 6 Ane E EL E EE E EE E PE ELE AR 31 6 6 7 To capture the Work Project Codes at the TA 800 Device 32 6 6 8 To capture the Work Project Codes at the TA 900 Device 32 6 6 9 How to clock Work Project Code at the device sss sese 32 6 7 STOCK CCV CW OOOO oda cit aie dues O PO A 34 6 7 1 REDONE Chap e ied EL OS 34 6 7 2 RE DOLE OM an 35 6 7 3 A eee eee ee eee 35 6 7 4 FrESTO HIE aa 37 6 7 5 Department MTE or ud 37 6 7 6 0 2 EO 37 6 7 7 Setting CMS SIG VMeWor nia riada 38 6 7 8 Add clock times in the grid VIQW ccccccsseccccesseccceesececeeececeeneceeseesecessenecessegeceeseeseeeten 41 6 7 9 Ade missing clock tesina itaal isa oicaida 42 6 7 10 Edit clock times in the grid Vie W ccccoocccnnonncnnnonnncnnnnnaco
17. Device Only 13 Device Only 14 Device Only 17 Different UsernameDifferent 22 Device Only 23 Device Only 24 Different UsernameDifferent 1278 Device Only Close K If users have been entered into both the time attendance device and the software you should check during synchronization the location in which the data is more up to date and synchronize in the direction you want see also Chapter 11 1 6 If you do not want to synchronize all the data or if the data does not all have the same direction you can select any user ID individually and define the direction or ignore it so that it will not be synchronized To do this click on the field next to Resolution to get drop down list empty none Synchronization DB Device database device Device DB device database 11 1 7 Data transfer using a USB stick To transfer the booking from the time attendance device to the PC please follow the instructions below Transferring bookings to a USB memory a Time attendance device with an LCD display Connect the USB memory to the time attendance device USB port Log into the time attendance device 6 Then press the Menu key Use the arrow keys to select USBDrive Mng USB drive manager and press OK 6 Use the arrow keys to select Download logs USB drive manager and press OK An indication that the data has been copied will then be displayed If Copy Data OK appears the data transfer
18. Export overviews as a CSV Tle eee 52 7 3 8 Sena PON E odo na bdo 52 139 PET A escent HE RE A 53 PIN ca Wa Set col all 53 8 1 NEIST A 0 E E O O one siusincs oa eetabeatens 53 8 1 1 Creaton olte grid Me Waldo 53 8 1 2 Planine ee ee 53 8 1 3 Per VMN te NO tral 54 8 1 4 PU UNMET Ype S a 54 8 1 5 User TM os 55 8 1 6 Department coo ios 55 8 1 7 O 55 8 1 8 ICONS o heed eects tierce une a E E ec ants eat erences 55 8 1 9 Str cturesor the plannine Brid add ici 56 O U 10 Planmine SEV IGW ora das 57 SIE PRAIA withtime PAN Sta idas 57 3112 Create time plana iio 58 Sule o e A A NN 58 Bal AA WORK lt sie asirio rad 60 8 1 15 Employees with a work schedule to temporarily relance sees eee eee ee eee eee 61 8 1 16 Inserting and planning with time plans sss sees eee ee eee ee eee eee 62 8 1 17 Planning with a time plan template for departmentS ooocccccnnccnnonnncnnnnnaconnnnancnnnnnnoss 65 8 1 18 Planning with a time plan templates for AP sss 67 3 119 Ada planning OF time Pla 67 8 1 20 Edit change or delete the planning aiii 68 S21 S ts planpine end td IO 69 S Holiday planilla bis 70 9 1 Create Holiday Templates nadal tdci 70 9 1 1 Holiday Time Plans Work schequles uscar 70 9 1 2 Holiday time plan for flexible time planning ooocccncnnccnncnnncnnnnnaconnnnanonnnnnaconnonanonoss 70 9 1 3 Holiday Planning with Time Plans cesses eee ee eee eee eee 71 10 TO AO 73 11 Settna S e pec aseen cae adoos odiado ti
19. Herbert out 8 15 Monica S Monica nd 8 16 Ernie C Ernie B 19 Ines Out 23 11 2012 17 30 8 17 Tim T Tim 3123 Jasmin In 22 11 2012 09 00 du a B 23 Joe O out F 8 10 Joseph O In 22 11 2012 09 00 00 La Port 1 B 11 Maria Out 26 11 2012 17 30 00 B Port 1 21 Max out B 12 Mike In 22 11 2012 09 00 00 B Port 1 a Monica O out la 20 Nicole out 818 Omar Out 23 11 2012 17 30 00 B port 1 817 Tim O out a 5 1 2 Sorting Sorting via the menu bar You can use the menu bar to sort data at any time by double clicking the field you want Repeat this to reverse the order A Zor Z A yey Z 6 9 3 2 THR 700 Clock Day Period Report Department User Schedule Common Device Work code Help About Status Overview Maintenance Settings Info nn YT Present filter Filter user Department filter User Filter You 8 A al y 8 All 15 users Bue ID User name Present Last event Device name Work code 8 24 Alex In 22 11 2012 09 00 00 LS Port 1 B 14 Anna out B 16 Erie O out LZ 8 22 Herbert out 8 19 Ines Out 23 11 2012 17 30 00 LZ Port 1 8 13 Jasmin O In 22 11 2012 09 00 00 LZ Port 1 B 23 Joe out 8 10 Joseph In 22 11 2012 09 00 00 La Port 1 8 11 Maria Out 26 11 2012 17 30 00 Port 1 g 21 Max out 8 12 Mike Oo In 22 11 2012 09 00 00 a Port 1 gis Monica out B 20 Nicole out LZ 8 18 Omar out 23 11 2012 17 30 00 LZ Port 1 18 17 Tim out 5 1 3 Printing You can u
20. When looking at a day in the future such as in the work schedule shift schedule you will see which breaks are provided for On a day with attendances the work schedule shift schedule as well as the actual attendance and if required work codes will be displayed This means you have all the information for that day 14 11 2012 17 00 18 00 Geplant 14 11 2012 17 00 18 00 Inside 14 11 2012 17 00 18 00 Workcode 2 Sick 14 11 2012 18 15 22 00 Geplant 14 11 2012 18 15 22 00 Inside 14 11 2012 18 15 22 00 Workcode 2 Ziek Error messages are indicated in a cell with an exclamation mark denoting that an clock time is missing or there is an incorrect booking 19 11 i i 4 4 Click with the right mouse button on the day marked error and check whether it is due to an incorrect procedure or if an clock time has been forgotten You can make immediate corrections by amending or adding an clock time When adding the date from the selected cell is adopted The system is designed so that when a work schedule has been created it is adopted in the work scheduled as a provisional addition to the clock time reservation so that the calculation in the monthly report is complete In the monthly report these forms of clock times are marked as corrected by the system In order to maintain a complete and error free database it is recommended that these error messages are corrected manually Example 1
21. bookings the clock time the target time and daily balance Additionally the accumulated balance is shown for the selected date and any reasons for absence All the data for the selected users are summarised in the lower part of the list 27 6 5 4 Prepare and Print the Weekly Report Select the menu item report 6 Select the desired time period current week last week etc from the drop down menu the default is to display the current week O w maja TH Ego Department User Common Device Work code Help About Pl Presence Log Clock Day Period schedule Status Overview Maintenance Settings Info Report t Report from Report to h1 11 2012 30 11 2012 ES A 05 Pepartment filter User Filter l Bar I 10 Joseph M Joseph v In the overview the weekly reports for all users are available select print and all the reports can be printed 6 Select a department with the department filter and you will obtain the weekly reports for that department Select the desired user with the user filter and you will obtain the weekly report for that user Date 22 11 2012 Weekly report 12 11 2012 18 11 2012 Time 14 56 Name Joseph M ID 10 Work schedule Department Bar Personnel no 120921 Vacation hours 208 Vacation taken 48 in this period 0 Remaining days of vacation 160 Overtime balance forward Overtime current month Overtime previous month 0 0 0 0 0 0 In Out Roster Hours Balance Cumm Absent Remarks Work code
22. card or user ID and password automatically assigned by the software see Chapter 7 2 3 7 2 2 Fingerprint If you have a time attendance device that only supports fingerprints the user can log in and out using the user ID and password which are assigned automatically by the software see below for further information in Chapter 7 2 3 Password Save the user s fingerprint at a later time by following your time attendance device instructions for registering new users 7 2 3 Password You can assign a password to a user or change an existing password at any time 6 Select the user for whom you wish to create or change a password Click on change password Change password New password 30 ox Cancel e Enter a new password and accept by clicking OK e Save your entries with y in the user mask 7 2 4 Create users on the device Note Selected user IDs cannot be changed later Before you register a user on the time attendance device synchronise the software with the time attendance device to ensure that the data are identical in both 45 Follow your time attendance device instructions for registering new users Synchronise the software with the time attendance device again Complete the user information and synchronise the completed information with the time attendance device 7 2 5 Edit users User data can be modified at any time Double click the user for whom you want to make changes The e
23. data at any time by double clicking the field you want Repeat this to reverse the order A Z or Z A Work EE 18387090 Presence Day Period Report Department User Common Device Work code Help About schedule Status Overview Maintenance Settings Info Log Filter user Department filter User Filter Q Al y 8 Al 15 users M ES g S When Device User ID User name First name Last name Event 5 2 3 Printing You can now print the system log summary e 5 2 4 Send report by email The overview you have created can be sent by email at any time When you click on Y this will print the current overview as a PDF attached to an email that you can subsequently edit and send 5 2 5 Export views as a CSV file You can export the current overview B as a CSV file that can then be processed further in Excel or a similar program that can read CSV files The CSV file format describes the structure of a text file that can save or exchange data or lists with a simple structure e Select the overview that you want to export e Click on the Export CSV icon D e Rename the export file and select the directory created for CSV export e Clicks Save e Click on OK The data is exported to the selected directory 17 6 Overview Under clock you will find all the clock times that were recorded by the time attendance device and transferred directly via TCP IP or USB stick into the software You can select th
24. during the specified time period In this case it is recommended that you use round before and round after Timeplan schedule a E es 2 E S ER cides Day of week Start type Start time Round before Round after End time Round before Round after Tue Wed Thu Fri Sat In 12 00 Out _ 22 00 110 00 5 Tue Wed Thu Fri Sat 15 00 17 30 SY 50 00 With break impl break time is automatically included An employee does not need to clock in or out for breaks on the time recording device 8 1 14 Add work codes For a good visual overview and proper mapping of selected schedules connect them with a work code previously created under work codes to the selected time plans ar 2 Schedule ar 3 Schedule esttag 00 00 24 00 esttag standard 8 22 che 1 Schedule 60 Ey tpg Iv Name Timeplan Workcode Bar 1 Schedule Bar 1 Bar 2 Schedule Bar 2 Bar 3 Schedule Bar 3 Holiday 00 00 24 00 H Holiday stand 8 22 H Kitchen 1 Schedule Kitchen 1 Kitchen 2 Schedule Kitchen2 Kitchen 3 Schedule K che 3 Service 1 Schedule Service 1 Service 2 Schedule Service2 Service 3 Schedule Service3 V planned 09 00 17 00 UP v planned 1 2 08 00 12 00 UP Vacation 8 17 U Vacation 1 2 13 18 U Workshop 13 00 17 30 Ws Confirm these inputs by clicking Y When you have created all the required time plans you can now assign the employees by using the drag and drop me
25. in virtually any industry and meets the requirements for a powerful time evaluation tool Safescan Workforce Planner supports all Safescan time attendance recording device As all device types have their own specifications the software functions described may possibly not be used with all Safescan time attendance device Details about the features can be found in the information which comes with the Safescan time attendance device but you can also contact your supplier This manual describes the installation functionality and application of the Safescan Workforce Planner software package When using earlier software versions there may be differences in the description of the functions No specialized knowledge of computer technology is required to use the software Familiarity with the graphic interface of Microsoft Windows is however a prerequisite These instructions are no substitute for the necessary instruction and training on the system and merely serve as a reference Safescan Workforce Planner was developed with great care and tested to comply with the latest advances in technology If you have suggestions for improving the program or if you come across any errors in the software or the operating instructions please let us know 2 Summary of the manual The user manual gives you an overview of the handling of Safescan Workforce Planner and contains steps for frequently used operations The screenshots shown are examples rather than specificati
26. leave II 200 o o 200 208 48 o 160 In the field Correction you can retroactively include plus or minus days in hours to correct the accrued holiday from the last year 47 Vacation From last year 8 For example the employee took some holiday during the last year that was not entered in the system Now enter the current annual holiday balance of the employee in hours If during the current year your employee is entitled to extra holiday e g own wedding maternity vacation etc you can enter this under Extra Vacation and Il Vacation in hours per year Special leave 1 a The fields holiday taken planned holiday and holiday remaining are calculated by the system after you have entered or planned holiday times Chapter 9 Planning 7 2 10 User Annual Working Hours The annual working hours give scope for organising a flexible work schedule for employees Enter the target annual working hours All further calculations are performed by the system based on the work hours posted for the employee The overview shows you the current status of the hours remaining for the current year at all times Note The annual working hours must be entered as hours satescan Workforce Planne E BO ig 3 2 Presence Log Clock Day Period Report Department 425 22 0 Work z schedule Common Device Work code Help About Status Overview Maintenance Settings I
27. out LZ B 16 Erie out La B 22 Herbert out LZ 8 19 Ines Out 23 11 2012 17 30 00 La Port 1 8 13 Jasmin In 22 11 2012 09 00 00 LZ Port 1 8 23 J out LZ 8 10 Joseph In 22 11 2012 09 00 00 LZ Port 1 B 11 Mania Out 26 11 2012 17 30 00 G Port 1 B 21 Max out LZ 8 12 Mike In 22 11 2012 09 00 00 LZ Port 1 Bis Monica out LZ B 20 Nicole O out LZ 8 18 Omar Out 23 11 2012 17 30 00 La Port 1 Tim O out La Free filter Enter the first few letters for the user you want into the free filter The summary will show you all users that have these same letters The more detail of the name you enter the more your filter result will be limited Safescan Workforce Plann al a Status Clock Presence Present filter O y Day Period Report Overview User Filter amp Department S E FERO User PEA Common Device Work code Help About Info Maintenance Settings Filter user Department filter Y Qa Bj Q All ID Present User name 3 Jasmin O In 8 23 Joe out Joseph In B 10 MIE All 3 users Last event 22 11 2012 09 00 00 22 11 2012 09 00 00 Device name B Port1 g B port 1 Work code Department filter Select the department you want from the drop down menu In the summary as well as in the user filter all employees of that department are displayed You can limit the results by using the user filter force Planne Safesca ere Girt
28. period Report range Today Yesterday This week _ Last week Last month This year Last year Select N In combination with the report form day week month or month week Report type and the report filter all only present or only errors Report filter Everything L as well as the department filter or user filter Filter user Department filter User Filter e you can individually customise the grid view The default setting is the current month and the report type Month with All events All Departments and All Employees selected You can change this at any time Note The layout is individually customised and will only be displayed in your workplace Example Report Chapter this Month report form Month Week Report filter All 38 N 9 SS gt TOO SAS 9 7 T Presence Log Period Report Department User Pie Common Device Work code Help About Status Overview Maintenance Settings Info Report 4 Report range Report from Report to Report type Report filter E 01 11 2012 30 11 2012 Month Weeks lt Everything y a Filter user Department filter User Filter A Bar y All users Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri_ E3 El Ls S EE HOS wa Sat _ Sun ue ae OBR he SE asa aai tda ms les ts ES ES ae see Hes EY HEE EAM EHO Ge Tae En E Moo i i 10 Joseph M gate amaa 2 L Novembe
29. the right mouse button directly into the selected area and select add 67 Add Planning Description Cancel fix work schedule for this periode Scheduled date Time Scheduled end Time 5 2 2013 5 2 2013 ser Rename the plan Adjust the start and end dates 6 Enter the start time and the end time e g 08 00 17 00 If the fields are left blank 24 hours will be allocated 6 Make sure you enter the correct times If necessary change the user 6 Assign a work code to the plan Note Breaks cannot be entered in this way These must be entered using one further step Note Fields marked in red are mandatory 8 1 20 Edit change or delete the planning Plans can be modified or adjusted by clicking with the right mouse button on the day cell This gives an overview of the plan for this day with information about the time plan used Edit 22 11 2012 15 00 17 30 Kitchen 15 00 23 30 Break 0 5h Delete 22 11 2012 15 00 17 30 Kitchen 15 00 23 30 Break 0 5h Edit 22 11 2012 18 00 23 30 Kitchen 15 00 23 30 Break 0 5h Delete 22 11 2012 18 00 23 30 Kitchen 15 00 23 30 Break 0 5h Add new e Delete the plan by clicking on x XxX N Edit the plan by clicking on P 68 Edit planning entry Description Scheduled Time Scheduled end Time 21 11 2012 21 11 2012 User Work code 112 Mike Mike V Kitchen2 f 89 Add on a plan by clicking on and add the scr
30. 00 Bar Service 17 00 22 00 Break 0 25h Bar Service 11 00 21 0 11 Maria Maria M Bar Donnerst 0 30 12 00 Workshop 17 Tim Tim L Bar Donnerst 5 0 00 00 Service 10 00 20 00 Break 2h 22 Herbert Herbert A Bar Donnerst 0 00 Service 12 00 22 00 Break 2 5h 10 Joseph Joseph M Bar Freitag 1 0 00 Kitchen 09 00 19 00 Break 2h 6 3 2 Filters free filter department filter or user drop down Free filter Enter the first few letters for the user you want into the free filter The summary will show you all users that have these same letters The more detail of the name you enter the more your filter result will be limited Soas arg zazoo Presence Log Clock Period Report Department User nilo Common Device Work code Help About Status Overview Maintenance Settings Info Report 4 Report range Report from Report to a 12 11 2012 18 11 2012 gt gi amp Bo Filter user Department filter User Filter j Bar X 8 10 Joseph M Joseph v UserID User name First name Lastname Department Date Days In Out Work schedule Duration Balance Breakin Breakout Duration excl break Remarks 10 Joseph M Bar Montag 0 00 10 Joseph M Bar Dienstag 17 00 22 00 4 45 4 45 0 00 4 45 Bar Service 17 00 22 00 Break 0 25h Sick 10 Joseph M Bar Mittwoch 17 00 22 00 4 45 4 45 0 00 4 45 Bar Service 17 00 22 00 Break 0 25h Sick 10 Joseph M Bar Donnerst 17 00 22 00 4 45 4 45 0 00 4 45 Bar Service 17 00
31. 0215 Josan joont jonr far Jar Jaga jai jsui ear azar jasar joar J200 foo 2291 23u 24 04 2511 26 14 Report Report range Report from Report to Report type Report filter EE This month y 01 11 2012 30 11 2012 Month Weeks Everything y S Filter user Department filter User piter 17 Tim T November 22 Herbert A November O O REE ii nai losi14 Now reschedule this employee Note Replanning of work schedules must be carried out by clicking e add This function cannot be defined as a time plan template 8 1 16 Inserting and planning with time plans When you have created the necessary schedules you can move employees to the desired time point using the drag and drop method Select the time period or the member of staff and drag the time plan onto the selected area 62 Individual Employees 301532082300 Presence Log Clock Day Period Report Department User Common Device Work code Help About Status Overview Maintenance Settings Info User Planning mode Planning horizon from Planning type Y 8 users y Select y lo3 12 2012 Ev 12 2012 Jy week Filter user Department filter User Filter Planning view B 8 Bar _ All 4 users a Anything a anana E 10 Joseph M Description PO Work code Bar 3 Yv
32. 1 2012 14 11 2012 15 11 2012 16 11 2012 17 11 2012 18 11 2012 Remarks 10 Joseph Joseph M Bar 30 15 30 15 0 00 Bar Service 17 00 22 00 Break 0 25h Sick Bar Service 17 0 13 Jasmin Jasmin B Service 23 Joe Joe L Kitchen 25 6 4 4 Export overviews as a CSV file You can export the current overview La as a CSV file that can then be processed further in Excel or a similar program that can read CSV files The CSV file format describes the structure of a text file that can save or exchange data or lists with a simple structure e Select the overview that you want to export e Click on the Export CSV icon La e Rename the export file and select the directory created for CSV export e Click on Save e Click on OK The data is exported to the selected directory 6 4 5 Send report by email The view you created can be sent by email at any time When you click on the current overview will be saved as a PDF which can be attached to an email that you can subsequently edit and send 6 4 6 Print amp The current rview can be printed out at any time with paz l 6 5 Bulletins Reports To ensure that end of moth analyses display the desired result check the clock times recorded by users under clock times for forgotten or incorrect entries and complete or correct them see Chapter 6 2 You have the option of attaching a work code to the clock times Safescan Workforce Planner is a system that computes instantly All corr
33. 12 8 1 5 User filter This filter is only active when you have selected the planning group Users You can use the user filter to enter a name to restrict the number of users displayed 8 1 6 Department filter This filter is only active when you have selected the planning group Users If you select a department in the grid rview you see all the employees allocated to this department 8 1 7 User ID Filter This filter is only active when you have selected the planning group Users The User ID filter lists all employees by user ID also inactive users but they cannot be included in the planning 8 1 8 Icons Icons for list view Icons for ud view a E E els Ie Note Ifthe icons are grey these options are inactive in the current view Export data only in list view not possible in the grid overview View or send reports by email Print the view only in list view not possible in the grid overview ra Add plan P Edit plan X 2 Clear plan 2 Refresh Switch to list view 55 Switch to grid view Import public holidays Openand close the list templates for work time plans and vacation time plans Open and close the work code legend 8 1 9 Structure of the planning grid The planning view consists of an information bar on the left where the settings for the planning group filter are displayed and a title bar at the top where the date for the planning period is displayed The c
34. 22 00 Break 0 25h Bar Service 11 00 21 00 10 Joseph M Bar Freitag 1 09 00 19 00 8 00 8 00 0 00 8 00 Kitchen 09 00 19 00 Break 2h 10 Joseph M Bar Samstag 09 00 19 00 8 00 8 00 0 00 8 00 Kitchen 09 00 19 00 Break 2h 10 Joseph M Bar Sonntag 0 00 23 6 3 3 Sorting Sorting via the menu bar You can use the menu bar to sort data at any time by double clicking the field you want Repeat this and the order is reversed A Z or Z A Satescan Workforce Planne A ser OWES Lee eet ea Presence Log Clock Day Period Report Department User o Common Device Work code Help About Status Overview Maintenance Settings Info Report T Report range Report from Report to FEH Last week y 12 11 2012 18 11 2012 D A SE Filter user Department filter User Filter i a Bar vw 8 10 Joseph M Joseph v M ay a 10 Joseph Joseph M Bar Dienstag 17 00 22 00 4 45 4 45 0 00 4 45 Bar Service 17 00 22 00 Break 0 25h Sick 10 Joseph Joseph M Bar Mittwoch 17 00 22 00 4 45 4 45 0 00 4 45 Bar Service 17 00 22 00 Break 0 25h Sick 10 Joseph Joseph M Bar Donnerst 17 00 22 00 4 45 4 45 0 00 4 45 Bar Service 17 00 22 00 Break 0 25h Bar Service 11 00 21 00 10 Joseph Joseph M Bar Freitag 1 09 00 19 00 8 00 8 00 0 00 8 00 Kitchen 09 00 19 00 Break 2h 10 Joseph Joseph M Bar Samstag 09 00 19 00 8 00 8 00 0 00 8 00 Kitchen 09 00 19 00 Break 2h 10 Joseph Joseph M Bar Sonnt
35. 37 Sum of all worked hours per project for the selected 110 Projekt Paris 1600 period of time 120 Projekt M nchen 16 16 6 6 4 Export overviews as a CSV file La You can export the current overview as a CSV file that can then be processed further in Excel or a similar program that can read CSV files The CSV file format describes the structure of a text file that can save or exchange data or lists with a simple structure e Select the overview that you want to export e Click on the Export CSV icon La e Rename the export file and select the directory created for CSV export e Click on Save e Click on OK The data is exported to the selected directory 6 6 5 Printing of selected summaries The selected overview can be exported with the export icon in a CSV format and edited in for example Excel or can be printed directly by using the printer icon L G c 6 6 6 Email The overview you created can be sent by email at any time When you click on the current overview will be saved as a PDF which can be attached to an email that you can subsequently edit and send 31 6 6 7 To capture the Work Project Codes at the TA 800 Device For the registration of the Work Project Codes at the Device by the employees there are 2 options They can enter the code prior to the verification or enter the code after the verification at the device Activate the function Work code at your Device At the TA 800 series proceed a
36. 92 168 1 1 bytes 32 time lt ims TTL 64 192 168 1 1 bytes 32 time lt ims TTL 64 Ping statistics for 192 168 1 1 Packets Sent 4 Received 4 Lost z loss Approximate round trip times in milli seconds Minimum Bms Maximum ims Average Pms C Documents and Settings Matt gt The software requires a free IP address In this example ping 192 168 1 10 E icrosoft Windows AP Version 5 1 26001 lt C Copyright 1985 2661 Microsoft Corp Documents and Settings admin gt ping 192 168 1 18 inging 192 168 1 16 with 32 bytes of data host unreachable host unreachable host unreachable host unreachable ing statistics for 192 168 1 16 Packets Sent 4 Received 6 4 lt i z loss gt Documents and Settings admin gt 76 Once you have found a free IP address save it on the device by following the instructions of your time attendance device When you have stored the IP address on the time attendance device and the device is connected to your network Use 2 in Device to search for new devices and confirm with Yes AddFoundDevice NewDevices 192 168 66 200 Or click on and enter a name and the IP address manually click on This computer and enter the communication keys if you have saved them on the time attendance device fields highlighted in red are required fields Mame Safescan IP address or device location 1972 168 1 201 Fetching computer name Communication key
37. E 300 170 Bar 1 Bar 2 Bar 3 H H Kitchen 1 Kitchen2 K che 3 Service1 Service2 Service3 UP Cc WS 66 EXRO Masa eile RR Presence Clock Day Period Report Department User Common Device Work code Help About Status Overview Maintenance Settings Info User cs Planning mode Planning horizon from to Planning type Y Bises vr Netweek w 26 11 2012 02 12 2012 y A E AS E Filter user Department filter User Filter Planning view e a E Kitchen y 18 All 4 users y Anything lt Le 2 E amp a Monday Tuesday Wednesday Thursday Friday Saturday Sunday 1897 Tt crs TE rt Tt rT X 9 E ce E yo o E A A IAE Name Timeplan Workcode 12 Mike V T T St a an Se eeu wes easier ee Bar 1 Schedule Bar 1 oe im ao j i m i i f E y f y 4 i i i i j Bar 3 Schedule Bar 3 Week 48 2641 4 V l aae H a a 1 55 O A 29 42 3 3 303 G a S 0112 o 4 3 G u p Holiday 00 00 24 00 H t i D Holiday stand 8 22 H i 7 Kitchen 1 Schedule Kitchen 1 A i i i i i 1 i f i H i i i 3 i i i i Kitchen 2 Schedule Kitchen2 16 Ernie C fo oe E E A eos T yo Kitchen 3 Schedule Kiiche 3 i i i i i H i t i i i H Service 1 Schedule Service1 v H H i c i c i c i H i i Service 2 Schedule Service2 Nee 26 EA 8 E 29 T E 30 E E E 0112 T 09 1 Week 48 bt E r i r EE r Nee r r Han r L Service 3 Schedule Service3 i 7 V planned 09 00 17 00 UP i v planned 1 2 08 00 12 00 U
38. Evaluation per Work Project Code If you need the evaluation per Work Project Code select Work code Filter followed by the required code You will get an overview of all users with the dates they have been working at this project Workcode Report E Report Range Report From Report To Workcode filter a in 01 03 2012 31 03 2012 Filter User Department Filter User Filter Grouping Q All v All 8 users y gt 05 e User ID First Name Last Name Department Date orkcode Work Code Time 4 Monique Niks ES 27 03 2012 100 Projekt London 8 00 Overview of the selected 5 Cor Meijer M 27 03 2012 100 Projekt London 800 project in the choosen 5 Cor Pere M 28 03 2012 100 halen London 8 00 peri od s orted by d ate an d 5 Cor Meijer M 29 03 2012 100 Projekt London 153 434 Peter ES 29 03 2012 100 Projekt London 5 44 user 6 6 3 Condense search with the filter grouping day person code When you select Day the sum of project hours per day is shown Workcode Report 0 Report Range A Report From Report To Workcode filter BEE 01 03 2012 31 03 2012 Filter User Department Filter User Filter Grouping Q All v All 8 users y f Day y gt S Date Workcode Work Code Time 27 03 2012 100 Projekt London 16 00 gt arora la zo SUM of selected project per day for all users and 29 03 2012 100 Projekt London 1337 the choosen period of time 30 When you select Person the project hours are sho
39. Name and address Save the personal data of the employee such as private address telephone number etc These fields are not mandatory and can be left blank Personnel no Enter the employee s personnel number This can consist of up to nine digits The personnel number is shown on the monthly report Note Please enter the date of birth and starting leaving date in the dd mm yyyy format in the entry field 7 2 9 User Vacation To calculate holiday times in the reports you require some basic information This is entered in the input screen When all the data are complete the global overview displays the respective current accrued holiday for the employees and the planned holiday if a holiday is planned Note Holidays must be entered in hours Enter the data as follows Existing employees usually have accrued holiday This can be entered in the field accrued from last year Convert days to hours e g 4 days 8h 32 hours using the number of working hours per day for your business Safescan Workforce Planner E 20 fa 3 1 9 2 300 SJ D Presence Log Clock Day Period Report Department Work Common Device Work code Help About schedule Status Overview Maintenance Settings Info User Department filter User Filter 8 A All Q 10 Joseph M Joseph y gt g S SEE 4 mI b LA Y 9 Vacation From last year Correction 8 o 8 Number of vacation in hours per gacial leave I Special
40. Overview Maintenance Settings Info Region Pr Language pa m Database connection B tadata fdb Back up a as Backup to disk Restore from di 2 Automatic backup file Backup file location No 7 If the software and the database have been stored in different locations this counts an exceptional case In any such exceptional cases please contact your IT department 11 1 3 Backup If the database is stored locally on your computer the software will perform an automatic backup at regular intervals Set the interval you want from the drop down menu TA 1 8 482 00 Presence Clock Day Period Report Department User Erro Device Work code Help About Status Overview Maintenance Settings Info Region gt Language O ni 9 a Database E Database connection B tadata fdb S HEY Backup Al amp Back up to disk Restore from disk S wf Automatic backup file Backup file location No 11 1 4 Device time attendance device Before time bookings can be processed in Safescan Workforce Planner they must be entered using the time attendance device Safescan Workforce Planner reads out the bookings on the time attendance device transfers them to the PC and classifies them on the workforce planner database Two options are available for the data transmission procedure e Data line TCP IP RS232 485 e USB memory cable You can connect an unl
41. P MEN Vacation 8 17 U 21 Max M E Vacation 1 2 13 18 U Workshop 13 00 17 30 ws Week 48 26 11 te 28 11 3 3 29 11 3 co ye DEIA ee 02 12 23 Joe L oa Week 48 364i A ZE Ok 2 28 11 A i 72254 O a Sa o E p S 01 12 02 12 8 1 18 Planning with a time plan templates for All If you want to schedule a time period for the entire operation as for example with company holidays long weekends holidays etc Select All under planning group In the grid view All is still the only option available E Clock Day as Report Department User Common Device Work code Help About Status Overview Maintenance Settings Info PlanningSpecialCategories S Planning mode Planning horizon from to Planning type v Next week y 26 11 2012 02 12 2012 a a e Ey 2 oa x Planning view paas a pc Tuesday Wednesday Thursday _ Friday Saturday Sunday 11 28 11 29 11 11 1 1 0 For the user select the desired time period and drag and drop the schedule onto the selected area The plan will apply to ALL employees 8 1 19 Add planning or time plan If you want to set up a plan without a time plan template select an employee or if you want to set up a plan for a department select Department under planning group or All if you want to set up a plan for the entire operation Select the time period that you wish to add the plan to and click on or with
42. Report Department User AT Common Device Work code Help About Status Overview Maintenance Settings Info Report T Report range Report from Report to S B 12 11 2012 18 11 2012 gt gi amp pa a Ve Department filter User Filter This week E All v 18 All 15 users L User This month st name Lastname Department Work schedule Duration Balance 12 11 2012 13 11 2012 14 11 2012 15 11 2012 16 11 2012 17 11 2012 18 11 2012 Remarks 10 ee po seph M Bar 30 15 30 15 0 00 04 45 04 45 04 45 08 00 08 00 Bar Service 17 00 22 00 Break 0 25h Sick Bar Service 17 0 11 Maria Maria M Bar 40 00 40 05 0 05 08 00 08 00 08 00 08 30 07 35 Workshop 12 Mike Mike Vv Kitchen 40 00 40 00 08 00 08 00 08 00 08 00 08 00 13 Jasmin Jasmin B Service 14 Anna Anna K Service 12 00 12 00 04 00 08 00 15 Monica Monica S Service 16 Ernie Ernie C Kitchen 17 Tim Tim T Bar 40 00 40 00 0 00 08 00 08 00 08 00 08 00 08 00 Service 10 00 20 00 Break 2h Service 10 00 20 00 Break 18 Omar Omar K Partime 40 00 40 00 0 00 08 00 08 00 08 00 08 00 08 00 19 Ines Ines G Partime 40 00 40 00 0 00 08 00 08 00 08 00 08 00 08 00 20 Nicole Nicole P Service 21 Max Max M Kitchen 22 Herbert Herbert A Bar 38 30 38 30 0 00 08 00 08 00 07 30 07 30 07 30 Bar Service 11 00 21 00 Break 2h Bar Service 11 00 21 0 23 Joe Joe L Kitchen 24 Alex Alex D Service 6 4 2 Filters free filter department filter or user drop down Free filter Enter the first few letters for the user you
43. S Safescan Manual Safescan Workforce Planner or p OS 3573 4 ogee E PH L ie 2 aia User Common Dexe Work code Maintenance Settings Parr M re A aa gt B Ai art M Sot sin Won Tue wed Tha FA Sat Sn Mon Tue wed Thu Fri Sat Sun Mon Tue Wed T 10 Joseph M E E R H MEL l rey xt a 12 Miko Y i i ji iui dil 4 R B 1 1943 op Damen 31 di ii ai ii T EERE Wi Wi 724 i nawak jiji U 18 18 Wii l taf tp tal li p EE 9 E 79 li id iia iia a i di di di ij E TEETE IE ula 1 ig gt gt gt 1al ig anl cig is gt Content 1 2 3 4 5 IVE CLG ON 2 5 SUMAIMARY OT the Malos iaa as 6 21 Usine TMG USEF manuala a iS 6 2 2 SVSCOM MFO quie Mene ci A 6 2 3 EXPlanation ot SyMDO Scar da AAA A Ad A E C 6 2 4 SEUS T a ala 8 Instala a d 9 3 1 Prosraminstall ACI OW ieceinceteacias dete dace cute cand deca dasvhativced euteast inte evi duaddavatateeaticas usesebeaetenidodddenGteececens 9 3 2 Seting up UNE SO FW Asi id 12 A O O RO 13 A a S EAE E ETA TT AEE E ETA T AAE TEE AEAT 13 5 1 Presence real time sia Varias 13 5 1 1 Filters free filter department filter or user drop down sss sese 14 5 1 2 SOU a ad 15 5 1 3 EEIT erna E A E N 15 5 1 4 SENG TEPON DY eMail TTT 15 5415 Export overviews asa CSV TIO ini A A eek ele as 16 5 2 O A A Pz L 16 5 2 1 Filters free filter dep
44. T3 File 1 kB In the synchronisation window please select the direction in which you want to perform the synchronisation 2 Synchronize device ET f Database gt Pe Besra ES Reload 43 Device2Database Device USERID FINGER KIND RESOLUTION DIFFERENCE 1 Different PrivilegeDifferent 3 Different PasswordDifferent PrivilegeDifferent 8 Device Only 10 Different UsernameDifferent 11 Device Only 12 Device Only 13 Device Only 14 Device Only 17 Different UsernameDifferent 22 Device Only 23 Device Only 24 Different UsernameDifferent 1278 Device Only x Close K If you have data that is more up to date in the time attendance device than in the software please select Device database If the data in the software is more up to date select Database device You can see in the summary of each user ID whether the user exists in the device only or in software only or whether there is a difference between the software and the device You can see which information is different in the difference description Now select the synchronization direction If you do not want to synchronize all the data or if the data does not all have the same direction you can select any user ID individually and define the direction or ignore it so that it will not be synchronized To do this click in the field next to Resolution You will then see a drop down list empty no synchronization DB Device databa
45. User Active 0944803 No No 0 0 0 0 8 20 Nicole P Q Service User Active 0812697 Nicole safescan com 169 0 0 0 0 B 18 Omar K A Partime User Active 11115 No NO 40 impl 0 0 0 160 8 17 Tim F Q Bar User Active 091247 Tim safescan com 148 0 0 0 91 B 10 Joseph M A Bar 1255696 User Active 120921 J safescan com 190 48 0 160 54 8 12 Mike V Q Kitchen 12859646 User Active 118059 Mike safescan com 140 0 16 16 78 B 23 Joe L A Kitchen 28965715 User Active 799654 Joe safescan com NO 0 0 0 0 8 21 Max M a Kitchen 75894115 User Active 0710109 Max safescan com 260 0 0 0 0 B 16 Ernie L S Kitchen 98715692 User Active 1023969 Ernie safescan com 123 0 0 0 0 The user data contains all the personal information that is necessary for time recording and processing as well as analysis The name of the user the user s personnel number and user number as well as the allocation of the working time model the management of holiday and annual working hours are listed in this interactive screen The interactive screen is divided into four Chapters that can be accessed by clicking on the appropriate tab System data 6 Personal Data Holiday e Annual Working Hours The data can be modified any time Following the retirement of an employee you can clear the data or set as inactive 7 2 1 Creating users in the software Note Once a user ID s has been selected it cannot then be modified e Before you register a new user in the software synchronis
46. User privileges Use the user status to control the granting of rights on the time attendance device and in the software 6 User a standard user who can only use the commonly available functions on the time attendance device Users only see their own time entries in the software and cannot make changes Enroller Employee who has permission to log other users onto the time attendance device Enrollers only see their own time entries in the software and cannot make changes Administrator Employee who has administrative rights and access to everything Can make changes in the software Supervisor Employees with all rights on the device and in the software Int phone You can save the employee s internal telephone number if you wish Duty roster Select a duty roster from the drop down field from which the user is to be assigned 46 Changing your password Assign a password When you create users via the software the software automatically assigns a password that matches the user ID no For example user ID 22 password 22 The user can use this password PIN to log into the time attendance device Add image Add a photo of the user Delete image Delete the photo of the user 7 2 8 Personal Data In the Personal information tab you can enter more information about individual employees of the company With the exception of the personnel number this information is of no significance to the actual time and attendance
47. Work schedule on off 2 4 Set title bar Safesca ce Planne lOs tt 2 48 FF E TOO Presence Log O Day Period Report Department User pee Common Device Work code Help About Status Overview Maintenance Settings Info Report 4 Report range Report from Report to EEH Select 0 12 2012 Gy 01 12 2012 Hr gt gi G dU Bo Filter user Department filter User Filter a All v All 15 users z User ID User name Last name When In Out Work code Remark User update hanged Use right mouse button to activate more information If you click on the title bar with the right mouse button you get a list of all possible columns in the current view that can be clicked on or off The activated columns are indicated with Y ID User name First name Last name Present Last event In Out Work code Work code Device name KISISIS S SSS SS Any added columns will be attached to the end of the title bar in the display All columns can be dragged to the desired location with the mouse drag amp drop The settings are accepted by the system and stored This means you can set up your own personal workspace 3 Safescan Time Attendance Advanced Dad y 9 S N e w 0 p eO i S Presence Log Day Period Report Department User Ponte Common Device Work code Help About Status Overview Maintenance Settings Info Report a Report range Report from Report to S
48. a M 19 11 201 Change to In Out Maria 11 Maria M 20 11 201 Change to Out In 21 11 2012 16 01 49 Maria 11 Maria M 20 11 201 Out Maria x Change to Break 11 Maria M 20 11 201 In Maria 11 Maria M 20112011 angetoa Reun Laut 21 11 2012 16 02 02 Maria RL Maria M 21 11 201 Change to Ignore In 21 11 2012 16 01 53 Maria 11 Maria M 21 11 2012 12 30 00 Out Maria 11 Maria M 21 11 2012 13 00 00 In Maria 11 Maria M 21 11 2012 17 30 00 Out Maria Complete the fields marked in red These are mandatory and must be filled in Add clock time Name 11 Maria Maria M When Time In Out 22 11 2012 Er Jim Device Work code Remark Change if required the clock time date Enter in the input field the time of the clock time The value must be entered in accordance with the country settings on your computer e g 08 30 or 08 30 depending on the country setting Full hours can be entered as a simple numeric code e g 8 8 00 13 13 00 Select the appropriate function for check in check out If multiple time recording devices are connected to your software select this If you have to add an absencesuch as vacation or doctor s appointment or allocate an employee to a project contract etc add the required work code to the clock timeclock time See additional description of work codes explained in Chapter 11 20 Please note if you are using work codes breaks and returns to work are not posted with in For work code calculations i
49. ag 0 00 6 3 4 Export overviews as a CSV file You can export the current overview B as a CSV file that can then be processed further in Excel or a similar program that can read CSV files The CSV file format describes the structure of a text file that can save or exchange data or lists with a simple structure e Select the view that you want to export e Click on the Export CSV icon B e Rename the export file and select the directory created for CSV export e Click on Save e Click on OK The data is exported to the selected directory 6 3 5 Send report by email The view you created can be sent by email at any time When you click on the current overview will be saved as a PDF which can be attached to an email that you can subsequently edit and send 6 3 6 Print The current view can be printed at any time with a 6 4 Period All booking times of the active users are displayed in the period summary in compact form in the selected period The summary gives you the total for the entire period the hours according to the roster and the corresponding overtime balance as well as each daily balance The data is displayed in user number order and can be filtered and or sorted to suit the users needs 24 6 4 1 Creating a summary In Period you can select the pre defined periods or use the date picker to select your own date range Ns p Presence Log Clock Day 2 8 Fee 9 0
50. aiser Monthly report ID 2 Department Rep 01 04 2012 30 04 2012 Timetable group 40h Personnel number 2496 02 04 Mon 2 8 00 10 00 8 00 8 00 0 00 0 00 London Paris 10 15 17 15 03 04 Tue 2 8 00 17 00 8 00 8 00 0 00 0 00 London DR Signed off by system Total working day 08 00 17 00 9 h minus the lunch break in the work schedule of 1h 8h 6 7 Clock grid view The clock grid view shows the clock times for all employees in the current month default setting as well as the assigned work schedule or shift schedule and all events Filter the results throught the incorrect bookings and correct them directly in the grid or see which employee has not fulfilled the work schedule on which days holiday early arrive late and which employees are on holiday or busy with which project Changes corrections or the addition of forgotten bookings are a breeze in the clock grid view For example an employee has forgotten to clock in or out on the time attendance device or later you have to add a sick day or holiday this can be done with one click 6 7 1 Report Chapter Select the desired time period for which the overview is to be displayed e g month week etc in the report filter Chapter IS s gi Z gt o d R 4 ly y Presence Log Day Period Report Department User Or Common Device Work code Help About Status Overview Maintenance Settings Info Report eport from Report to Rep
51. an to the list of templates Name Timeplan Workcode e You can type the name directly into the cell 1 ex OV Name Timeplan Workcode Vacation plan 8h Name Timeplan Workcode Vacation plan 8h 09 00 17 00 70 Note or open a schedule template and create a time scheme See Chapter 8 1 13 For a time plan you must either post a time between 09 00 and 17 00 or use a time plan template 6 Include the holiday code Planned Holiday that you had prepared in advance in the work code See Chapter 11 2 1 Confirm these inputs by clicking Y 9 1 3 Holiday Planning with Time Plans Select the period requested by the employee for the holiday and drag the appropriate time plan work schedule or flexible directly onto the selected area The holiday is posted and will be included in all the aa Grr S 40 1 5038 92 8814 E 7100 ri PA HR a 9 Presence Log Clock Day Period Report Department User Common Device Work code Help About Status Overview Maintenance Settings Info User Planning mode Planning horizon from to Planning type Y 8 Users v Next week vw 26 11 2012 02 12 2012 Filter user Department filter User Filter Planning view A Service se E All 5 users z Anything X Monday Tuesday Wednesday Thursday Friday Saturday Sunday 13 Jasmin B foe 4 Week 48 26 11 27 11 28 11 a 14 Anna K Week 48 26 11 j 27 11 28 11 15 Monica S We
52. arly Please go to www safescan com manuals You will find the answers to your questions and suggested solutions in the FAQ b Support hotline Our support team is available to answer any technical questions you may have by telephone from Monday to Friday between 09 00 and 17 00 Please contact www safescan com 12 2 Impressum 12 2 1 Updates and upgrades We will make updates and or upgrades available to you at www safescan com manuals Please check regularly to ensure that you have the latest software version 13 Server installation For more information about server installation please visit our website www safescan com updates_ta or contact our help desk 14 Uninstalling Safescan Workforce Planner To uninstall Safescan Workforce Planner please proceed as follows Start configuration software Select Safescan Workforce Planner then select Uninstall software 85
53. artment filter or user drop down sss sese 16 5 2 2 SOLUNET ads 17 9 23 PII a N ET E ENEA 17 5 2 4 IP N 17 5 2 5 EXPO VIEWS as a CoV tal eee 17 AO eC eC rr eee ee ee 18 6 1 ad ln A des oasenaletauetes 18 6 2 AQJUSt ClO CINE UNES aldo 18 6 2 1 POG ClOGKIN S TIMMS laa 18 6 2 2 Change an clock timeclock tiMe cocoocccnconoccnnonaccnnnnnncnnnonaconnnnanonnnnnnonnnonaronnnnanonnonanoss 20 6 2 3 Delete a clock timeclock tiM srren a a aa E TN A 20 6 2 4 Delete an individual clock tiMe as za e HH 32 N N 20 6 2 5 Delete more than one clock tiMe cccccccccssssssseecccccesaeeessecccccessauaeeeececsessaugaseeeseess 20 6 2 6 Filters free filter department filter or user drop down sss sese 21 6 2 7 SOU ota 21 6 2 8 EXPO VIEW asa ES ld eo ee ne eee roll 22 6 2 9 SENG Teport o venal dali 22 62 10 A A O A 22 6 3 A AA 22 6 3 1 Ereatinera sU MM atada ad 23 6 3 2 Filters free filter department filter or user drop down sss essen 23 6 3 3 SOUND 24 6 3 4 Export OVERVIEWS as a CSV file zensten ae oud cavelnadeantosesuenrtetienaes 24 6 3 5 Sena report DV CIM lata a a lada 24 6 3 6 A sienna Means seeen ak tear cose eck eee atean td aserenunetes 24 6 4 o A eS 24 6 4 1 Creatine SUN Md a 25 6 4 2 Filters free filter department filter or user drop down sss essen 25 6 4 3 SOI ac 25 6 4 4 Export overviews das a ES Ville dai a a inc eentetabianens 26 6 4 5 A UI wa NAAA ENARA 26 6 4 6 SAG errr mee O weer 26 6 5 BUSTOS REDON ca ers eat enero 26
54. bert Herbert A Bar Dienstag 8 00 Bar Service 11 00 21 00 Break 2h 10 Joseph Joseph M Bar Mittwoch 4 45 Bar Service 17 00 22 00 Break 0 25h Sick 11 Maria Maria M Bar Mittwoch 12 30 13 00 8 30 q 22 6 3 1 Creating a summary In Period select the pre defined periods or use the date picker to select your own date range N e TERO Department User an Common Device Work code Help About Overview Maintenance Settings Info g Report to Jy 18 11 2012 lv gt gi S a Yesterday Department filter User Filter This week i 8 All 4 users e This month Out Work schedule Duration Balance Breakin Breakout Duration excl break Remarks Last month This year 10 A Joseph M Bar Montag 11 vta Maria M Bar Montag E 0 00 12 30 17 Tim Tim L Bar Montag 22 Herbert Herbert A Bar Montag 10 Joseph Joseph M Bar Dienstag 0 00 Bar Service 17 00 22 00 Break 0 25h Sick 11 Maria Maria M Bar Dienstag 0 00 12 30 17 Tim Tim L Bar Dienstag 5 0 00 00 Service 10 00 20 00 Break 2h 22 Herbert Herbert A Bar Dienstag a 0 00 00 Bar Service 11 00 21 00 Break 2h 10 Joseph Joseph M Bar Mittwoch 0 00 Bar Service 17 00 22 00 Break 0 25h Sick 11 Maria Maria M Bar Mittwoch E 0 00 12 30 17 Tim Tim L Bar Mittwoch E 0 00 Service 10 00 20 00 Break 2h 22 Herbert Herbert A Bar Mittwoch 0 00 Bar Service 11 00 21 00 Break 2h 10 Joseph Joseph M Bar Donnerst 0
55. ca S Note Only weekly views can be printed monthly views are split into weeks so that the data are legible 69 9 Holiday planning The planning of days off and holidays for your employees is a breeze in the planning grid The grid gives you a clear overview Days off are added simply by using drag and drop to assign them to an employee Create Holiday templates for the Rapid Selection List such as full day holiday half day holiday public holiday etc 9 1 Create Holiday Templates 9 1 1 Holiday Time Plans Work schedules Draw up atime plan for holidays with a work schedule then assign the appropriate work code see Chapter 11 2 This time plan is required if your employees work on a fixed work schedule e Add a new work schedule to the list of templates e X DY Name s Timeplan Workcode Enter a name directly into the field 6 In the Time Plan field enter a time of day that will cover all work schedules for example 01 00 23 30 The vacation calculation will be adjusted in accordance with the work schedule For example work schedule 1 Mon Fri 08 00 to 12 00 13 00 to 17 00 8hrs this time is planned holiday Include the holiday work code that you prepared in advance in the work code See Chapter 11 2 1 9 1 2 Holiday time plan for flexible time planning This type of time plan is required if you are working in shifts or if employees are not assigned to a fixed work schedule Add a new time pl
56. ce Work code Help About Status Overview Maintenance Settings Info Report e Report range Report from Report to _ Report type Report filter FE Thismonth 01 11 2012 30 11 2012 Month Weeks w Only present lt a Filter user _ Department filter User Filter j g S Bar y 8 All 4 users y Wed Thu Ten arti T ma ma Pa ma rn tt ii a TE an Pa ma ma tt tt Pa ma ma Pa ma ma Pa Pa ma Pa ma Pa tt ma red tae ta ha DER DER Mon Tue Wed Thu Fri Sat Tsun 10 Joseph M i i i l l Sat Sun Mon Tue Wed Thu En sat i a a T J I ti na na a ma a se en Til Mon Tue 21 hal 22 12 23 ha November 11 Maria M November 22 Herbert A November 36 Only Warnings in this overview only employees with incorrect bookings for the selected time period are displayed an E E 38 gi Op La gs 1 o Presence Log Period Report Department User Msi Common Device Work code Help About Status Overview Maintenance Settings Info Report PS Report range Report from Report to Report type Report filter E fo1 11 2012 gt 30 11 2012 Month Weeks Po Filter user Department filter User Filter pe l Q Bar v All 4 users v Mon Tue Wed Thu Fri Sat le ka Lz k L Pn sat hi Mon ALa Led 9 ri 10 Joseph M i l l i l IE November osa Jos
57. code Help About Presence Log Clock Day Period Report Department User acheile Status Overview Maintenance Settings Info Device a DS 2x2 ID Name IP address Active Fetcher Comm key 1 B Port 1 192 168 1 201 Not Connected SAFESCAN RES37 3 saz Not Connected SAFESCAN RES37 2 uss Stick USB drive in DA SAFESCAN RES37 The attendance log will be copied from the device and transferred to the software After completing the data transfer you will be asked whether the attendance log is to be deleted in the time recording device Please only confirm this with Yes if you are absolutely sure to delete the data in the device Only the attendance log will be cleared not the user data 81 11 2 Work codes With work codes specific names are added to a user s clock times within the program Work codes provide an overview and explanation of absences added manually Work codes can be added to the clock times in the software by a supervisor or administrator Note Inthe TA 800 series the work codes must be entered directly see user manual for TA 800 series Use the work codes in your employees clock times to specify for example business trips holiday doctor s appointments etc This information will appear in the monthly report 11 2 1 Add Create a work code ap 7 Select and edit the work code screen where you want to do one of the following Select a work code no Assign a short name Assign a description U
58. de Bar 2 05 12 2012 16 00 17 30 17 Tim T 05 12 2012 18 00 06 12 2012 00 30 17 Tim T 06 12 2012 16 00 17 30 17 Tim T 06 12 2012 18 00 07 12 2012 00 30 17 Tim T 04 12 2012 16 00 17 30 22 Herbert A 04 12 2012 18 00 05 12 2012 00 30 22 Herbert A 05 12 2012 16 00 17 30 22 Herbert A 05 12 2012 18 00 06 12 2012 00 30 22 Herbert A 2 4 8 2 E Y Report Department User Common Device Work code Help About B ft Presence Log Clock Day Status Overview Maintenance Settings Info User Planning mode Planning horizon from Planning type Y 8 users v Seet K Rn Dv an 0 Weer v Filter user Department filter User Filter Planning view 8 S sar y B A users z Anying S Monday Tuesday Wednesday Thursday Friday Saturday Sunday a Timeplan Workcode 10 Joseph M Schedule Bar 1 a siek Bar 2 Schedule Bar 3 Week 49 he 00 00 24 00 H Holiday stand 8 22 H Kitchen 1 Schedule Kitchen1 Kitchen 2 Schedule Kitchen2 11 Maria M Kitchen 3 Schedule K che 3 Service 1 Schedule Service1 Service 2 Schedule Service2 Week 49 Service 3 Schedule Service3 V planned 09 00 17 00 uP v planned 1 2 08 00 12 00 UP S Vacation 8 17 U 17 Tim T Vacation 1 2 13 18 U Workshop 13 00 17 30 ws Week 49 22 Herbert A Week 49 64 After planning this assignment will be in the clock grid and added as the work schedule alg P l pees E Log Bi Os te Day Pe
59. dit field will open Make additions or change the user information and then save it with dit Synchronise the software with the time attendance device after you have made changes to one or more users so that the data are identical in both 7 2 6 Deleting users x To delete a user highlight the user in the list and click on pe or Double click on the user and put the user in Inactive or Delete in status In Inactive the user ID will not be deleted and the user s data will no longer be processed or appear in any summary In Delete the user will also be deleted on the time attendance device at the next synchronization 7 2 7 System data information User name Enter a user name User ID Enter the number of the employee s ID card This can consist of up to nine digits The user ID must be identical to the user s ID on the time attendance device RFID no Enter the ID number of the transponder that has been assigned to the user It is not mandatory to enter this There are ways of transferring the transponder ID to the employee master data The RFID no is entered into the System data field After synchronization with the time attendance device all user data for the function including the transponder ID is sent to the time attendance device The RFID no is entered when a user is set up on the time attendance device and is sent to the software during synchronization The user data it is then transferred to the system
60. do oda 73 EL lt 27 e c O N 73 Ka Ws Ee e y 0 CONE O O ner 73 11 1 2 Database CONNECT os 73 MiS IBA lee ccvade 74 11 1 4 Device time attendance device se 74 LTS Dataconnection With PCP e e e aa o ROO esas 75 ILL Synchronizing the USEF data a sb Re Na 78 ILL Data thansteriusine a USB Sc Keenan teles cod 78 MS Reading bookings ona Pido 80 TIAS USVMCMFORISING USER data cds 81 11 1 10 Import entries from a TA 655 onto the computer sese ee eee eee ee eee 81 TAZ WV OUI COGS aaa 82 1121 Add Create a WOT COC ntsc sess ainda eases atin aaa Gade teem 82 11 22 lt s la WORK COD ari ice 84 TE2 3 Delete Work COJE ani a a a 84 12 Te E E E EE E A T 85 12d cia 85 TZ O e A Pe 85 122 O a 85 12 21 Upaates and Ue isis 85 13 Server iN ta la ads 85 14 Uninstalling Safescan Workforce Planner sse eee ee eee eee eee eee 85 1 Introduction Safescan Workforce Planner is software for recording and planning time for collecting processing and planning Staff time Plan your staff and time efficiently and accurately according to the requirements Using the integrated calendar tool you can schedule shifts absence and availability requirements The operational plans which were previously drawn up on paper can be easily included edited and of course printed using the planning interface of your Safescan Workforce Planner system Thanks to the flexible system architecture Safescan Workforce Planner can be used for small to medium sized operations
61. e list view which shows you a chronological list of all the clock times or the grid view which shows you the clock times relating to the individual settings and work planning of each employee 6 1 Clock list view Clock Incorrect bookings or missed clock times in this overview have an orange background see image below Please check whether the sequence matches On Off or On Break Return Off etc Add a forgotten clock time as described in Chapter 6 2 1 Set the correct status e g ignore for duplicated clock times or incorrect bookings as described in Chapter 6 2 2 6 2 Adjust clocking times Clocking times can be added or corrected under both clock and in the clock grid Selecting the grid overview provides simple tools to correct clocking times or add forgotten clocking times with one click See Chapter 6 7 Clock Grid 6 2 1 Add clocking times Missing clocking times can be subsequently added as follows S Sa N S dG gE 2 6 0 Presence Log ck Day Period Report Department User ee Common Device Work code About Status Overview Maintenance Settings Info Report t Report range Report from Report to as EEH Today w 22 11 2012 22 11 2012 gt g SQ Lay Po Filter user Department filter User Filter Q all All 15 users User ID User name Lastname 10 Joseph M Joseph In Out Work code Remark User update Changed First name 10 Joseph M In 22 11 2012 14 08 00 Joseph 11 Maria M 8 ee moe la In Ma
62. e plan you must either post a time for example 09 00 17 30 or use a time plan template e or open i a time plan template in which you can also add breaks S Timeplan schedule ie n au no pea Cancel J Wednesday Thursday Select the start type the end type is adjusted automatically Start type End type Excl break Break impl Enter the start time and end time Start time End time For rounding before or rounding after specify the time in minutes before or after the start end time that the clocked work time is not to be counted as overtime minus work time Round after Round before Specify the desired break requirements For the start type select the desired break type including break incl No break break impl 59 O Timeplan screams Ne ee Day of week Start type Round before Round after Tue Wed Thu Fri Sat In Tue Wed Thu Fri Sat Break impl 15 00 Out For break incl the weekly working hours will be calculated including the breaks An employee with this work schedule does not need to clock in or out for breaks on the time recording device The time is calculated on an ongoing basis o ct A n p E Day of week Start type Tue Wed Thu Fri Sat In Tue Wed Thu Fri Sat Excl break With no break break time must be clock in and out on the time attendance device
63. e the software with the time attendance device to ensure that the data are identical in both Click on the next available user ID and suggested department group will be automatically displayed Change the department if desired and accept the settings with OK Fields marked in red are mandatory F Add user X User ID Department 25 1 You can complete the user information set privileges user admin etc set the status to active and if your time attendance device is equipped with an RFID reader add the RFID card number 44 Image User name First name Last name Department Privilege Status j ae 7 y User y Active y A A AA REINO Zip code Postal code City Absent 0 Int email Int phone Private phone Mobile phone _ Private email Work schedule Birthday Personnel no Joined company Left company y Change password Change Delete O E O ET e Confirm the applied input with Y or go to the next input screen Note Please be aware that the following information will be synchronised with the time recording device e User ID User name 6 Privileges Status RFID No Password Once you have input everything and the modifications have been completed synchronise the software with your time attendance device The new user may now log on and off on the time attendance device with the registered RFID
64. e with G l 6 3 Day All booking times from the current day that have been transferred to the software from your time attendance device directly via TCP IP or USB stick are displayed All important information about active users is also displayed The summary shows the first and last booking the daily balance break absences and the dedicated work 5 schedule which you can turn on or off by using the OM You can adjust the date at any time Dates are displayed chronologically and can be filtered and or sorted to suit the user s needs satescan Workforce Planne i S 210 018 S N 8 OO Presence Log Clock Day Period Report Department User eee Common Device Work code Help About Status Overview Maintenance Settings Info Report Report range Report from Report to FE Lastweek 9 12 11 2012 18 11 2012 D A PEN o Filter user Department filter User Filter T Bar y 8 All 4 users z UserID User name Firstname Lastname Department Date Work schedule Duration Balance Breakin Breakout Duration excl break Remarks 151 50 lt 10 Joseph Joseph M Bar Montag 0 00 11 Maria Maria M Bar Montag a i 3 0 00 12 30 13 00 8 30 17 Tim Tim T Bar Montag 0 00 22 Herbert Herbert A Bar Montag 0 00 10 Joseph Joseph M Bar Dienstag 4 45 Bar Service 17 00 22 00 Break 0 25h Sick 11 Maria Maria M Bar Dienstag 12 30 13 00 8 30 17 Tim Tim T Bar Dienstag 8 00 Service 10 00 20 00 Break 2h 22 Her
65. ect 8 10 Joseph M Joseph 8 11 Maria M Maria ul In the overview the monthly reports for all users are available select e and all the reports can be printed Select a department with the department filter and you will obtain the monthly reports for that department Select the desired user with the user filter and you will obtain a monthly report for that user Date 22 11 2012 Monthly report 01 11 2012 30 11 2012 Time 14 55 Name Joseph M ID 10 Work schedule Department Bar Personnel no 120921 Vacation hours 208 Vacation taken 0 in this period 48 Remaining days of vacation 160 balance forward Overtime current month Overtime previous month 53 3 53 3 Bar Service 11 00 21 00 Break 2h Bar Service 11 00 21 00 Break 2h Bar Service 11 00 21 00 Break 8 00 Vacation for Shift Planning 8 00 Vacation for Shift Planning 8 00 Vacation for Shift Planning 8 00 Vacation for Shift Planning 8 00 Vacation for Shift Planning 8 00 Vacation for Shift Planning Note All reports can be printed or exported as a CSV file 6 5 3 Weekly Bulletin Report The weekly report is analogous to the monthly report Select week from the drop down menu and use the same method as for the monthly report to obtain and print the desired oview The weekly report displays all the essential information for the selected time period and users in a compact form The report indicates the first and last
66. ections made will be automatically allocated after entry to ensure the system is permanently up to date Additional calculations are not required to create end of month statements All the information entered into Safescan Workforce Planner is taken into consideration in the reports The reports show you the current state of overtime and the accrued balance as well as the holiday time for the current year the holiday time taken and the holiday time remaining until the end of the year all are specified in hours Once it has been installed Safescan Workforce Planner offers various predefined reports that cater for most standard analyses The following predefined reports are available in Safescan Workforce Planner Monthly Report Weekly Report Period Report 6 Work code report 6 5 1 Monthly Bulletin Report The Monthly Report covers all schedules balances and events for the selected time period For schedules with a work code this is indicated by notes work code 26 6 5 2 Create and print a monthly report Select the menu item reports Select the desired time period current month last month etc from the drop down menu the default displays the current month 850 04393803 700 Presence Log Clock Day Period Department User ro Common Device Work code Help About Status Overview Maintenance Settings Info Report to 30 11 2012 U s User Filter Last week This month AN A Last month Sel
67. een 6 Make sure you enter the correct times If the fields are left blank 24 hours will be allocated 8 1 21 Print planning grid In the planning grid you have the option to print weekly work schedules overview Select the desired time SI period this week this month etc as well as department and or user Click on You get a preview of the weekly work schedule Confirm with OK to print this Presence Log Clock Day Period Report Department User Common Device Work code Help About Status Overview Maintenance Settings Info S peo Wangla gE g E tle O User Planning mode Planning horizon from to y 8 Users y This week 19 11 2012 J 25 11 2012 Filter user Department filter User Filter 211 Service1 19 11 2012 20 11 2012 21 11 2012 22 11 2012 23 11 2012 24 11 2012 25 11 2012 13JasminB 13JasminB 13Jasming 13 Jasmin 8 ir 14 Anna K 14 Anna K 15 Monica S 15 Monica S 20 Nicole P 13JasminB 13JasminB 13 JasminB 13JasminB 13 Jasmin 8 PS 14 Anna K 14 Anna K 15 Monica S 15 Monica S 20 Nicole P 19 11 2012 20 11 2012 21 11 2012 22 11 2012 23 11 2012 24 11 2012 25 11 2012 14 Anna K 10 Joseph M 10 Joseph M 20 Nicole P 14 Anna K 20 Nicole P 14 Anna K 10 Joseph M 10 Joseph M 20 Nicole P 14 Anna K 20 Nicole P 213 Service3 19 11 2012 20 11 2012 21 11 2012 22 11 2012 23 11 2012 24 11 2012 25 11 2012 Days 16 00 18 00 po 20 Nicole P 15 Monica S A P 14 Anna K 20 Nicole P 15 Moni
68. een in no time or you can print out the data on your printer 9 Satescan Workforce Planne 5 0 M 55 8 84 13 E 7100 Sence Log Clock Day Period Report Department User a i Common Device Work code Help About Status Overview Maintenance Settings Info Presence T Present filter Filter user Department filter User Filter Y 8 Ba Y 8 An 15 users S BEG ID User name Present Last event Device name Work code 8 24 Alex In 22 11 2012 09 00 00 LZ Port 1 B 14 Anna out 816 Erie out LZ B 22 Herbert out 8 19 Ines Out 23 11 2012 17 30 00 LZ Port 1 8 13 Jasmin In 22 11 2012 09 00 00 La Port 1 B 23 Joe out 8 10 Joseph In 22 11 2012 09 00 00 la Port 1 8 11 Maria Out 26 11 2012 17 30 00 La Port 1 B 21 Max out 8 12 Mike In 22 11 2012 09 00 00 La Port 1 B 15 Monica out 8 20 Nicole out La 8 18 Omar Out 23 11 2012 17 30 00 LZ Port 1 817 Tim out La 13 oye la Filters free filter department filter or user drop down Present filter Select the setting you want from the drop down menu present absent break or all Bi 4 5 amp 298 60 Log Clock Day Period Report Department User GROG Common Device Work code Help About Status Overview Maintenance Settings Info Presence 4 Present filter Filter user Department filter User Filter aa A an GIL All 15 users y gt g 05 2 11D a Present Last event Device name Work code In 22 11 2012 09 00 00 La Port 1 8
69. eive an overview of all activities which have been logged with a code Workcode Report gt 8 All users EE No Grouping lt Report Range Report From Report To Workcode filter EEE 01 03 2012 31 03 2012 Y Ya Filter User Department Filter User Filter i Grouping Safescan Time Attendance 41 Fee M o rc T lt aS unl ea E E T Period A S Common G ms 9 O Status Overview Maintenance Settings Info Workcode Report 4 Report Range Report From Report To Workcode filter S zit 01 03 2012 31 03 2012 Yy Filter User Department Filter User Filter Grouping baz NENE User ID User Name First Nar 1 CarolaS Sorg Carola epartment Date Workcode Work Code Time 1 CarolaS Carola 8 2 Michael Kaiser Michael 29 03 2012 6 Arztbesuch 8 00 8 3 Hans M Mook Hans 2 Michael Michael 8 4 Monique Niks Monique 27 03 2012 110 Projekt Paris 8 00 2 Michael Michael 8 5 Cor Meijer Cor 29 03 2012 1 Urlaub 8 00 3 Hans M Hans 8 parpadea 27 03 2012 120 Projekt M nchen 8 00 3 Hans M Hans Q 436 28 03 2012 120 Projekt M nchen 8 16 3 Hans M Hans Mook 29 03 2012 110 Projekt Paris 8 00 4 Monique Monique Niks 27 03 2012 100 Projekt London 8 00 5 Cor Cor Meijer M 27 03 2012 100 Projekt London 8 00 5 Cor Cor Meijer M 28 03 2012 100 Projekt London 8 00 5 Cor Cor Meijer M 29 03 2012 100 Projekt London 7 53 434 Peter Peter ES 29 03 2012 100 Projekt London 5 44 6 6 2
70. ek 48 26 11 27 11 28 11 20 Nicole P Week 48 26 11 22 10 28 11 24 Alex D Week 48 26 11 27 11 28 11 Safescz ce Plann N a s S Z d Presence Log Clock Day Period Report Department User Common Device Work code Help About Status Overview Maintenance Settings Info User Planning mode Planning horizon from to Planning type Y 8 users y Next week y 26 11 2012 02 12 2012 Filter user Department filter User Filter Planning view A seme 8 Alls users 7 Monday Tuesday Wednesday Thursday Friday Saturday Sunday 13 Jasmin B 1 Week 48 26 11 j WI 28 11 29 11 14 Anna K Week 48 S i i aa 28 11 29 11 15 Monica S Week 48 26 11 27 11 28 11 29 11 30 11 01 12 02 12 20 Nicole P Week 48 26 11 27 11 28 11 29 11 30 11 01 12 02 12 24 Alex D Week 48 26 11 27 11 28 11 29 11 30 11 01 12 02 12 Bar 3 Holiday Holiday stand Kitchen 1 Kitchen 2 Kitchen 3 Service 1 Service 2 Service 3 V planned Schedule Schedule Schedule 00 00 24 00 8 22 Schedule Schedule Schedule Schedule Schedule Schedule 09 00 17 00 X 9 y i Workcode Bar 1 Bar 2 71 Holiday planning is reflected in all the reports as well as in the clock grid rview Holiday hours are also calculated in the master data Clock grid E Mi K afesca J orce P AAA SMI ME
71. ells 19 12 contain fine lines that act as support for the daily routine view 9 00 13 00 17 00 Safescan Workforce Planne d A cad ar a H gt d RR Presence Log Clock Day Period Report Department User f Common Device Work code Help About Status Overview Maintenance Settings Info User Planning mode from to Planning type S Y 8 users E Jo 01 12 2012 31 12 2012 Month Weeks v de db Za S Filter user Department filter User Filter Planning view mrm E All v 18 10 Joseph M Joseph v Anything x N TT Tror Tr Torr Torr TT Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu F Sat Sun Mon Di 10 Joseph M 18 fo7a2 Joga jogp jiou aim 1248 Jagd Jagd ji5d 1612 1128 Jas fionb 2009 2110 2219 2342 240 2510 2610 2710 2812 129 18 3012 3112 OMOT fs Rh December pap loainb losibi l 56 8 1 10 Planning List View In the planning list view all entries are listed per employee and they can also be edited amp Department 01 11 2012 11 00 15 00 01 11 2012 17 00 21 00 02 11 2012 11 00 15 00 02 11 2012 17 00 21 00 03 11 2012 11 00 15 00 03 11 2012 17 00 21 00 05 11 2012 09 00 17 00 06 11 2012 09 00 17 00 07 11 2012 09 00 17 00
72. en 10 Joseph M K che 3 Kitchen 10 Joseph M K che 3 Kitchen 10 Joseph M K che 3 Kitchen 8 1 11 Planning with time plans User Maintenance R 200 Common Device Settings You can create time plans for the future planning of employees Work code Help Info About m The time plans are templates that will simplify the scheduling of employees and they are flexible in contrast to the work schedules in which an employee is permanently assigned You can add a shift you require or plan a day off at any time When you have created the necessary time plans you can move employees to the desired time point by using the drag and drop method 57 8 1 12 Create time plans Open the time plan window with P here you can create templates for planning Name Bar 1 Bar 2 Bar 3 Festtag Festtag standard K che 1 K che 2 K che 3 Service 1 Service 2 Service 3 Urlaub Urlaub 1 2 Urlaub gepl 4h Urlaub gepl 8h Workshop Timeplan Schedule Schedule Schedule 00 00 24 00 8 22 Schedule Schedule Schedule Schedule Schedule Schedule 8 17 13 18 08 00 12 00 09 00 17 00 13 00 17 30 8 1 13 Add a time plan Workcode Bar 1 Bar 2 Bar 3 Select to add a work schedule Give the time plan a name time plan and work code e To add to a time plan enter the time directly into the cell With this version you may not include any breaks 58 Note With a tim
73. er displayed in the overview Note If you have an empty screen check the setting for the report filter If this is set to Only Errors there are no bookings with errors in the selected time period Change the filter settings to All 6 7 8 Add clock times in the grid view To add entries in the grid overview proceed as follows Click with the right mouse button in the field in which you want to add the entry and select Add New tts ed Add new Y Copy schedule to attendant records The input screen is pre set with all the data so that you only have to input the time and the status IN OUT and optionally add a work code Of course you can adjust all the settings Name 22 Herbert Herbert A When Time In Out 27 11 2012 B In Device Work code Port 1 192 168 1 201 gt Remark Finally confirm the clock time with OK to complete the process The booking is accepted 41 6 7 9 Add missing clock times If you have to add a clock time retroactively for employees over several days or weeks for example due to illness or holiday or for lack of bookings at the time attendance device because of a lost ID card you can do this with one click Select the time period for which you want to add clock times SA QYTE See 28 9 0 Presence Log Day Period Report Department User A Common Device Work code Help About Status Overview Maintenance Settings Info Report 4 Report range Report from Repor
74. er result will be 9 Safescan Workforce Planne La AS k S Je 9 S 99 29 9 0 Presence 7 Clock Day Period Report Department User k Common Device Work code Help About Status Overview Maintenance Settings Info Log k Filter user Department filter User Filter 8 Q All y 8 All 15 users v gt A QS a When Device User ID User name First name Last name Event Department filter Select the department you want from the drop down menu In the summary as well as in the user filter all employees of that department are displayed You can limit the results by using the user filter 23 848 Ft ea Work Common Device Work code Help About a je t Presence Clock Day Period Report Department User Status Overview Maintenance Settings Info Log Filter user y BASE User name First name Last name Event When 16 User filter Select the user you want from the drop down menu Work schedule Status Ps Maintenance Settings Info Period Report Department User Common Device Work code Help About ara EIEC Log Filter user Department filter User Filter BES z When Device 8 10 Joseph M Joseph First name Last name Event 11 Maria M Maria 12 Mike V Mike 13 Jasmin B Jasmin 14 Anna K Anna 15 Monica S Monica 8 16 Ernie C Ernie 17 Tim T Tim a a r 5 2 2 Sorting Sorting via the menu bar You can use the menu bar to sort
75. ettings E g o Work code Help Info Monday Tuesday Wednesday Thursday Friday Saturday Sunday Foe 4 bo FoR ror 4 aod 1 Week 47 sain e eo 2030 oo 1 5 giii DIE 3 e 4 E o VI UE SIT O o 25 11 i h E St tet nce cat A Bar ee io teat fof B ETA fierce H Week 47 OL E EA IER a o 21 11 PA 2 ER HIF E xs D A x a ZE Aa Kitchen T 1 1 1 1 Week 47 TR a Z I JE T T T T Night Poe 2 pT 1 T pon 4 oao d Week 47 Hi o s E oo y o Ia yo ono o o 75 y OI A E A e A 24 11 1005000 Pie AO o pama ili a oe ey is ie ES 2 G fer Si Normal po 4 Dory La o C5 1 pa eg i i H Week 47 IGE et 2042 oo a 7 n Hi gt i rna Geek A SAL o aO o3 25 11 Partime R E EE r TE TE oe Week 47 tt E 4 MORE A 21 11 AE HE E E Na e a 3 RI 3 ES at A en AA AN R AR Service LE TE a K KK TE ok Week 47 DAL 3 E i PD o o EN Aa E AE T Se AU E A EE i me a eo o Confirm this with OK if you want to overwrite the plan All the employees allocated to this department are now scheduled for this workshop Name Bar 1 Bar 2 Bar 3 Holiday Holiday stand Kitchen 1 Kitchen 2 Kitchen 3 Service 1 Service 2 Service 3 V planned v planned 1 2 Vacation Vacation 1 2 e Es E E S Timeplan Schedule Schedule Schedule 00 00 24 00 8 22 Schedule Schedule Schedule Schedule Schedule Schedule 09 00 17 00 08 00 12 00 8 17 13 18 C
76. ew Monday Tuesday Wednesday Thursday Friday Saturday Sunday a E E R TOST S P pod Week 47 ta e TE 20 11 A JEE E A S C oo e i Bar a E o 24 11 ot RE O S Bar E poa ee as as Boe H Week 47 75 E 20 11 E DET E 9741 8 of 23 11 i poa Ott E eat aan t E t a ar Kitchen ia ao Poi E Week 47 Jr 2 1 F ES tee esi ten st i a E Add Plannin a Night oe ganting E Ze Description PBS Week 47 19 11 t QA St O E E Work code ee Normal eaten ws Po N Week 47 oe a 20 11 2012 13 00 17 30 2 a ae Partime fo Week 47 ibai 9 1 E Service na foo Week 47 1911 er os O ioi Name Bar 1 Bar 2 Bar 3 Holiday Holiday stand Kitchen 1 Kitchen 2 Kitchen 3 Service 1 Service 2 Service 3 V planned v planned 1 2 Vacation Timeplan Schedule Schedule Schedule 00 00 24 00 8 22 Schedule Schedule Schedule Schedule Schedule Schedule 09 00 17 00 08 00 12 00 8 17 13 18 Service Service2 rvice3 Sel UP UP U U Vacation 1 2 Workshop 13 00 17 30 ws a 50 Presence Status Department Planning mode Day Period Overview Planning horizon from to a 8 Report Department User Maintenance Planning type Y Departments y This week y 19 11 2012 25 11 2012 Week v Planning view Common Device S
77. exact view you set will be printed 7 3 Work schedule Weekly work schedule Create work schedule weekly work schedules for the employees that have regular duties The work schedule weekly work schedules can be individually assigned to a user or to an entire group department The work schedule weekly work schedules are processed with the monthly report and serve as the basis for calculating working hours and overtime as well as for monitoring early leave and late arrivals 7 3 1 Create a work schedule with fixed working hours Click on the in the screen type in the name and description for the work schedule and then confirm with OK Note Fields marked in red are mandatory Add schedule Description A AAA Cancel From the drop down menu weekdays select the desired days more than one day can be selected A Name Description 40h 40 h 5 days Day of week Start type Start time Round before Round after End type End time Round before Round after Effective 00 00 Wednesday Thursday Friday Saturday Sunday 49 Then under start type select IN Enter the time for the start time input format settings follow those for your country e g 09 00 and the end time See example Aled 9 Name Description 40h
78. file and select the directory created for CSV export e Click on Save e Click on OK The data is exported to the selected directory 7 3 8 Send report by email The view you created can be sent by email at any time When you click on the current overview will be saved as a PDF which can be attached to an email that you can subsequently edit and send 52 7 3 9 Print The current view can be printed out at any time with S 8 Planning 8 1 Planning Grid You can schedule your weekly monthly or holiday planning quickly and easily in the planning grid with the help of templates You can print an operational schedule that you can give or send to your employees by email The planning grid provides you with a clear overview of all the employees showing the work schedule or shift schedule and their work plan or holiday plan You can make adjustments quickly and easily as and when necessary All schedules are transferred and displayed in the clock grid 8 1 1 Creation of the grid view a 50 Y 03 344 2s 6 E Clock Day Period Report Department User a Common Device Work code Help About Status Overview Maintenance Settings Info Laa oae ag S Planning horizon from to Planning type 7 ai llia wee 19 11 2012 Dr ps as 2012 gt A a Alpe 2 zi z658 Sr 19 11 2012 l i 20 11 2012 s i 21 11 2012 22 11 2012 s 23 11 2012 24 11 2012 s x 25 11 2012 Everybody Filter U
79. filter Enter the first few letters for the user you want into the free filter The summary will show you all users that have these same letters The more detail of the name you enter the more your filter result will be limited E Os a 3 18 Z R 9 d Presence Log Day Report Department User Mr Common Device Work code Help About Status Overview Maintenance Settings Info Report 4 Report range Report from Report to e G 19112012 gt 25112012 O DAS A2 User Filter v Q All 3 users v User ID User name Last name When In Out Work code Remark User update Changed First name 10 Joseph M 21 11 2012 09 00 00 Ignore 21 11 2012 13 20 35 Joseph 10 Joseph M 22 11 2012 09 00 00 In 22 11 2012 14 08 00 Joseph 13 Jasmin B 20 11 2012 11 00 00 In Ziek Jasmin 13 Jasmin B 20 11 2012 15 00 00 Out Jasmin 13 Jasmin B 20 11 2012 17 00 00 In Ziek Jasmin 13 Jasmin B 20 11 2012 21 00 00 Out Jasmin 13 Jasmin B 21 11 2012 09 00 00 In 21 11 2012 12 09 50 Jasmin 13 Jasmin B 22 11 2012 09 00 00 In 22 11 2012 14 08 18 Jasmin 6 2 7 Sorting Sorting via the menu bar You can use the menu bar to sort data at any time by double clicking the field you want Repeat this to reverse the order A Z or Z A R xh 5 2 9 0 Haga gE Presence Log Day Period Report Department User echedita Common Device Work code Help About Status Overview Maintenance Settings Info Report A Report range Report from Report to
80. hu 12 Mike V an danin Ta 10 Novemher 6 7 3 Report Filters Z p g zga g g Presence Log Day Period Report Department User akae Common Device Work code Help About Status Overview Maintenance Settings Info Report 4 Report range Report from ___ Report to Report type Report filter E 01 11 2012 30 11 2012 a Filter user Department filter User Filter S Only present a Kitchen KZ 8 All 4 users N Only Warnings 35 Everything this view shows all employees that are registered in the system even employees without any registered clock times gig llnr l Presence Log Day Period 5 Department User x Bv E n 7 Common Device Work code Help About Status Overview Maintenance Settings Info Report Report range Report from Report to l Report filter EE This month 01 11 2012 gt 30 11 2012 a Filter user Department filter User Filter A Bar y 8 Ala users z Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Fri ME Thu 10 Joseph M ia November i a 11 Maria M November ait bs ahi 29 14 17 Tim T November 28 11 29 11 22 Herbert A November Only present this view only shows active employees with registered clock times for the selected time period Presence Log Day Period 5 Department User x ne K Common Devi
81. ia 102 15 Josua joonia Jioni Jinin mia 15 hit 1611 jiz jisai 1911 2014 ta Sie ait tach ei bisit SA T A S q 0 tht iit iit tet L ri rit ma S tet pa it 92 11 Maria M Ei iit ae tit ttt L L adj ojos November osua josus 107 15 Jossi jooni joar fata azat jaat paat jasat jisa 170140 Jisui 1911 20 14 6 7 4 Freeform filter Enter the first letter of the desired user in the freeform filter All users starting with the same letter are displayed in the view The more details you enter for the name the more targeted your filter results will e Filter user s 6 7 5 Department filter Select the desired department from the drop down menu All the employees in this department are displayed in the view and the User filter You can also narrow the results by using the User Filter Department filter e P 19 Bar Kitchen Normal A Partime Y Service 6 7 6 User Filter Select the desired user from the drop down menu User Filter 10 Joseph M Joseph B 11 Maria M Maria 8 17 Tim T Tim 22 Herbert A Herbert You can individually set this view by using the filter functions The settings are saved the application is closed 37 6 7 7 Setting the grid view When selecting the view select day yesterday this week last week this month last month this year last year or select a desired time
82. ic break allowance 7 3 3 Rounding With the rounding of clock in and clock out hours you can set working hours to commence at a fixed time This means that overtime caused by arriving early e g 5 minutes every day before the start of working hours will be avoided From the drop down menu select the desired time period from O 60 for round before and round after for both the start time and end time 50 Round before Round after Ax Name Description 40 impl 40 implied Break Mon Tue Wed Thu Fri In 09 00 115 5 17 30 5 115 08 30 5 Mon Tue Wed Thu Fri Break impl 12 30 i Break return 13 00 i 1 00 30 5 i 40 00 If for example you select 10 before the set start of the working time all clock times entered 10 minutes prior to this time will be assigned a calculated clock in at the set time This means the employee does not receive 10 minutes extra work time The same goes for round after However all clock in entered 15 minutes before the start of work time set with round before 10 will count the time until 09 00 as overtime 15 minutes Note Rounding is not included in work code calculations There the actual worked time is taken into account 7 3 4 Automatic break allowance With Safecan Workforce Planner you have the possibility to directly deduct fixed breaks that your employees must take For example there is
83. imited number of time attendance devices to the software to calculate times If you have not connected your time attendance device via your local network and are working with a USB stick select the USB stick settings a combination of TCP IP and USB stick is possible Work schedule Status Overview Maintenance Settings Info Presence Log Clock Day Period Report Department User Common Work code Help About 325046508 8 94M 00 Device Name aaa ay ID Name IP address Active Fetcher Comm key 1 a Port 1 192 168 1 201 SAFESCAN RES37 3 a TA 655 USB E SAFESCAN RES37 2 ta USB Stick SAFESCAN RES37 74 Note s Time bookings are only transferred from the time attendance device to the software e User data must always be updated and synchronised manually 11 1 5 Data connection with TCP IP If you want to connect your time attendance device to your network via TCP IP you must assign a free IP address that falls within your IP address range to the device The IP address 192 168 1 201 is stored on the time attendance device as standard Find your IP address range Type the name of a program Folder document or Internet resource and Windows will open it For you Open If the IP address prompt appears type ipconfig all Ge C windows system32 cmd exe Microsoft Windows versie 6 1 7601 1 Copyright lt c gt 2669 Microsoft Corporation Alle rechten voorbehouden GC Users gt aipconfig al
84. individual clock time Select the clock time to delete and click with the right mouse button You can now set the clock time to ignore without opening the edit window 6 2 5 Delete more than one clock time If there are several incorrect bookings you can select them by the holding down the control key Ctrl and simply clicking on the desired clock time If you have to set all the clock times to ignore hold down the Ctrl key while clicking the right mouse button and select Switch to ignore NENIE Bi O t S Presence Log Day Period Report Department User schedule Common Device Work code Help About Status Overview Maintenance Settings Info Report 4 Report range Report from Report to HEE 19 11 2012 25 11 2012 Jr gt gi amp oP A a Filter user Department filter User Filter BA y 8 11 Maria Mm Maria y User ID User name Last name When In Out Work code Remark User update Changed First name Maria 19 11 2012 09 00 00 3 21 11 2012 16 01 58 11 Maria M 19 11 2012 12 30 00 Out Maria Maria 19 11 2012 13 00 00 In Maria Maria 19 11 2012 17 00 00 Ignore 20 11 2012 17 15 09 Maria Maria 19 11 20 ESA Out Maria gb Add clock time Maria M 20 11 20 In 21 11 2012 16 01 49 Maria 11 Maria M 20 11 20 L Edit booking time Out Maria 11 Maria M 20 11 20 Change to Out Out 21 11 2012 16 02 02 Maria Cae lo BEAk In 21 11 2012 16 01 53 Maria 11 Maria M 2111201 lencia Out Maria
85. is week y 19 11 2012 D gt f25 11 2012 g Es oF ARE a Filter user Department filter User Filter AS A o fs soph sept iS E Br 21 11 2012 22 11 2012 23 11 2012 24 11 2012 Months displays the whole of the current month in which the specified time period is visible in the report Chapter Days are visible in the title bar months in the user field and the date in the cell User a Planning mode Planning horizon from l o to aner 8 users gt This week aE 19 11 2012 25 11 2012 Month g E oF alos S Filter user Department filter User Filter PR 6 e R B oam ea oe SI November 54 Month Week in this view in the same way as for month view the current month as well as weekdays are shown in the title bar User ES Planning mode Planning horizon from to l Planning type Y Bues v rismeek 0 m li9 11 2012 C7 s 11 2012 O y As les gt Filter user Department filter User Filter Planning view e A an y E 10 Joseph M Joseph y Anything M tee S amp A z Mon l Tue Wed Thu Fri Sat Sun Mon Tue j Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun 10 Joseph M 8 i iil 1 i November 05 11 06 11 07 11 08 11 09 11 10 11 1111 fizar 13 11 14 11 fisar 16 11 17 11 18 11 19 14 2011 210 1220 23 iii 24 14 25 14 26 11 27 11 28 11 29 11 30 11 lo1 12 02 12 103 12 o4
86. l Look at your IP address This is your IP address it usually begins with 192 75 In the example 192 168 1 149 eX Command Prompt C Documents and Settings Daniel gt ipconfig Windows IP Configuration HOSE Name z R TN monarch Primary Dns Suffix Node Type IP Routing Enabled WINS Proxy Enabled Unknown No No Ethernet adapter Local Area Connection 6 Connection specific DNS Suffix DESO ICSU F on wi wm we as rnet NIC Physical Address Dhcp Enabled a Autoconfiguration Enabled FE EG ah AX RG ORL as ak a Subnet Mask ee Default Gateway 7 DHCP Server DNS Servers Realtek RTL8139 Family PCI Fast Ethe BB 4D 88 2D 2B 34 Yes Yes 192 168 1 149 255 255 255 U 192 168 1 1 192 168 1 1 66 51 2866 168 66 51 2865 166 Lease Obtained S Saturday March gt K 2007 16 36 61 AM Lease Expires By x Saturday March 03 2007 16 36 61 PM C Documents and Settings Daniel gt Find an unused IP address Type ping then enter your IP address Change the last two digits and press Enter In this example ping 192 168 1 1 Once the IP address is active it receives all data packets Microsoft Windows AP Version 5 1 2600 lt C gt Copyright 1985 2661 Microsoft Corp C Documents and Settings Matt gt ping 192 168 1 1 Pinging 192 168 1 1 with 32 bytes of data 192 168 1 1 bytes 32 time ims TIL 64 192 168 1 1 bytes 32 time lt ims TTL 64 1
87. n means the end of the work code and at this moment normal working time or another project commences You have the opportunity with comments to include further information that will be displayed in the reports Close the add an clock timeclock time with OK if you want to save or press cancel to discard the clock timeclock time 19 6 2 2 Change an clock timeclock time To edit a clock timeclock time created on a time attendance device or a manually created entry click directly on the clock timeclock time you wish to change If you only need to correct the status of the clock timeclock time click with the right mouse button on the clock timeclock time to be modified to reveal the options You can simply click on the correct status for clock time without having to open the editing window qP Add clock time Edit booking time Change to In Change to Out Change to Break Change to Return Change to Ignore Correct the status IN OUT Add a work code or a comment to the clock timeclock time Note Itis not possible to modify the time In a case of an incorrect booking set the status to ignore and create a new clock timeclock time with the correct time 6 2 3 Delete a clock timeclock time The deletion of a clock timeclock time created by the time attendance device or a manually created clock timeclock timeis not possible Incorrect bookings must be set to ignore so that they are not included in the calculations 6 2 4 Delete an
88. nder work code type select the calculation method for the work code Ln BP WN e Select the colour code Add work code Work code 225 Description Work code type Scheduled time WB Black 5 Work code type Scheduled time y Assignment time Scheduled time Vacation time Holiday time Planned Vacation time Unplanned time Sick 82 Assigned time Scheduled time Vacation Holiday time Planned vacation time Unplanned time Sick e For assignment to projects e This work code will be calculated as normal working hours e The work time entered in the work schedule is converted into holiday days and will be recognised in reports as paid holiday e Legally mandated holidays are reported as paid days e Holiday time without work schedule e Required if you use shift schedules rather than a fixed work schedule For this purpose in the planning a time plan will be created see Chapter 9 1 e For unpaid working hours vacation e This function removes an existing work schedule for the selected time period and during this time period you can enter a different schedule without replacing the whole work schedule e Work codes for illnesses or accidents reported as paid work time You will have an improved view later to plan your work we recommend assigning colour codes to work codes B custom BIS B Maroon B Green Wi Olive B Navy KM Purple fl Teal We 9 H Black Ly
89. nfo User k Department filter User Filter AX A All 10 Joseph M Joseph v ES g QS GP X l e 4 WW gt A 9 Annual working hours Annual working hours 344 54 290 Work time previous month ic Ic o Ic 7 2 11 View settings Set up the view of employees in the desired way and according to your needs by right clicking on the title bar and clicking the options on or off Any new columns are placed at the end and can be moved by dragging and dropping them in the desired location The settings will be saved once the program is closed 7 2 12 Export views as a CSV file You can export the current view IES as a CSV file that can then be processed further in Excel or a similar program that can read CSV files The CSV file format describes the structure of a text file that can save or exchange data or lists with a simple structure 48 e Select the view that you want to export e Click on the Export CSV icon La e Rename the export file and select the directory created for CSV export e Click on Save e Click on OK The data is exported to the selected directory 7 2 13 Send report by email The view you created can be sent by email at any time When you click on A the current overview will be saved as a PDF which can be attached to an email that you can subsequently edit and send 7 2 14 Print The current view can be G at any time The
90. nnnnnnonnonnncnnonononnnonaronnonanonnananoss 42 6 7 11 Delete a clock time mthe erid VeW bai 42 Oda TENOR ceci 42 A lt 1 T EA tian aewedtendsas uuu savin ansiuiy taeeees 43 Bell PENU TTT 43 Adminstration eiiiaeec asada eet epoca telnet or E a tunel seks yen 43 7 1 Department GE ONO ace cris sa et naicdaay bates insets tatiana tale atrapa luces iaa 43 7 1 1 Creating a department rol Di ria EE EE EEEE 43 F Changing department ero esas 43 7 1 3 Deleting AGE DAMINe NT Eroun e testy 43 7 2 USOT si li 43 7 2 1 Creatine Users IMENE SOW a ao diaz 44 7 2 2 AP tovduan thnicaes A 45 7 2 3 PASS WON A A uaa yee tenctadyacsenttasesu teas setaeataneceeat 45 7 2 4 Create USers Ol Une ae rca iida 45 7 2 5 ECU US A A A 46 7 2 6 DELINEA CETTE 46 7 2 7 System e aeae 46 7 2 8 Personal Data os 47 7 2 9 User IOD R tubal cminradiea bata E dotnne da tadateaesaiiel 47 7 2 10 User Annual Working HoU siii ii 48 ELIT VIEWSCtUNES atrasa 48 LLL EXPO VISWS aS a SV lea pda 48 2 13 Sena Teport o enmaai linia 49 E A A A ene seat 49 7 3 Work schedule Weekly work schedule sss sees 49 7 3 1 Create a work schedule with fixed working nOus sss sese eee ee eee eee 49 7 3 2 Create a work schedule with flexible hours only break allowance 50 7 3 3 ROUNGID E RA 50 7 3 4 Automatic break allowance sese eee eee eee eee eee 51 7 3 5 Editine changine a d t FOSO nara idad 52 7 3 6 Deleting tne duty eR Rink Gewleie eR hee a teen 52 7 3 7
91. no need to clock in or out for a lunch break as it will be automatically logged by the system e Create a weekly work schedule as described above in Chapter 7 3 1 A EA S Name Description 40h 140 h 5 days Day of week Start time Round before Round after End type Round before Round after Effective Mon Tue Wed Thu Fri j i ij 00 00 e In the second row enter the days when the break will be automatically logged Then select break implied and enter a start and end time rounding is not necessary here If the breaks do not occur at the same time every day you can set this as required Name Description 40h 40 h 5 days Day of week Start type Start time Round before Round after Mon Tue Wed Thu Fri In 09 00 Mondav Tuesdav Wednesd Break impl Monday Y Tuesday Round after End type End time Round before Out 17 30 13 00 l Saturday Sunday e Confirm the entries by clicking on Y 51 When all the information has been entered you will receive an overview of the current work schedule Break implied includes breaks that are automatically logged The break time is automatically logged and there is no need to clock in or out on the time recording device Break incl If you select Break included the total working time you have entered includes breaks in a 40 hour
92. on Tt 10 Joseph November nt 4714 liga 19 11 Fulfillment of a Work Schedule or Shift Schedule Fulfillment of a Work Schedule or Shift Schedule with Work Code Scheduled shift without fix Work Scheduler Vacation e WN e If the work schedule shift schedule however is in accordance with the planned time it is displayed in green If the actual work time differs from the work schedule or shift schedule it is displayed with a blue background With shift planning the colour for the plan is displayed Monday Tuesday Wednesday Thursday 14 11 2012 17 00 18 00 Geplant 09 00 In 14 11 2012 17 00 18 00 Inside 2 12 30 Out 14 11 2012 17 00 18 00 Workcode 2 Sick 13 00In 2 17 30 Out P D Add new 14 11 2012 18 15 22 Geplant 14 11 2012 18 15 22 Inside Planned 14 11 2012 18 15 22 Workcode 2 Ziek Worked Copy schedule to attendant records Project or work code When for example a doctor s appointment holiday or project work are booked with a work code these are displayed on the grid with the corresponding colour of the work code Additional information is available when you move the cursor over the clock time 39 i i y 3 11 i 4 t 4 Tool Tip All the information about a certain day is displayed in an information window when you move the cursor over the corresponding entry
93. ons 2 1 Using the user manual This user manual discusses mouse operation Click always refers to pressing the left mouse button If any rows are highlighted this indicates that the left mouse button is being used to click on the entry Other operating steps such as working with the right mouse button are described specifically 2 2 System requirements To use Safescan Workforce Planner your PC should meet the following requirements Pentium IV processor or higher Main memory of at least 1024 MB USB and TCP IP ports 6 Free hard disk capacity of at least 100 MB CD ROM drive Resolution of at least 1024 x 768 1280 x 1024 is recommended Windows XP operating system or higher 2 3 Explanation of symbols z Clock times in a grid overview Planning module for shift and vacation planning Send current views or reports by email Filter Download the schedule data from a TA 655 Synchronisation of the user data Print the configured overview Export data Send views or reports by email Print the view Add plan Edit plan Clear plan Update data Switch to list view Switch to grid view Import national holidays Open and close the template list Open and close the work code legend in planning Print the weekly work schedules Save Undo Search for new hardware Time setting on the device Retreiving USB stick Connection interrupted Connection made Close the application
94. or later if no supervisor administrator is set in the software and or on the time attendance device the following message will be displayed Time Attendant No admin defined When you define an admin you need to login As soon as a Supervisor or administrator has been defined you can log in using the user name and password Safescan User Name Password Forgotten your password When asked for your user name enter your user ID and the license code as the password You will find the license code on the CD packaging Use OK to confirm 12 First Steps Select the desired language see Chapter 11 1 1 Create work schedule Work Schedules see Chapter 7 3 Create work codes see Chapter 11 2 1 Add the user to the time attendance device or to the software see Chapter 7 2 1 Connect your time attendance device to the software and synchronise the data with the time attendance device see Chapter 11 1 6 4 1 2 Create departments see Chapter 7 1 1 3 4 5 6 Complete the employee master data see Chapter 7 2 Plan your employees see Chapter 8 9 Begin with the capture of clock times at the time attendance device 5 Status 5 1 Presence real time summary You can use the real time summary to check the presence and absence of your employees You can see at a glance who has signed in or out where and at what time or who is taking a break With the simple filtering method you can have the information you want up on the scr
95. ort type Report filter 12 11 2012 Jv 18 11 2012 Ev week Everything y Department filter User Filter Kitchen v 18 All 4 users v onday Tuesday Wednesday Thursday Friday Saturday Sunday Ef uy i Er i ig Bi w I dm la de is Week 46 11 1 14 11 15 11 16 11 17 11 i i 18 11 34 6 7 2 E Report form e 1 Too Presence Log Period Department Bee Common Device Work code Help About Status Overview Maintenance Settings Info Report a Report range Report from l Report to _ EE aet aros Dv win Be 2 Filter user Department filter User Filter S Kitchen y E All 4 users N Monday Tues Wednesday Thursday Friday Saturday Sunday gi im im i x i x Week 46 12 11 13 14 14 11 15 11 16 11 17 11 18 11 Day date e g 9 10 2012 01 08 2011 12 Mike V Weeks weekdays are visible in the title bar calendar weeks in the user field as well as the date in the cell L Monday 12 Mike V Week 46 Months displays all of the current month in which the specified time period is visible in the report Chapter Days are visible in the title bar months in the user field and the date in the cell 12 Mike V Month Week in this view the current month is shown in the same way as under month and also includes weekdays in the title bar Mon Tue Wed T
96. ose all other applications before continuing Click Next to continue or Cancel to exit Setup 3 Accept the license terms E y Setup Safescan Workforce Planner License Agreement Please read the following important information before continuing Please read the following License Agreement You must accept the terms of this agreement before continuing with the installation End User Licensing Agreement Safescan Workforce Planner For exclusive use with Safescan Time Attendance products This is a Licensing Agreement between you the end user of software and SAFESCAN a limited company from The Netherlands hereinafter SAFESCAN Please read this document carefully In case you do not agree with the said terms and conditions immediately stop using this software and return all parts that were included in the product package and destroy all copies of the said version of the software and or uninstall it 5 I do not accept the agreement 4 Specify the destination directory c Program Files Safescan TA4 will be suggested to you as the default path for a different storage path select Browse and search for the path you want We recommend you use the default path pr Setup Safescan Workforce Planner E Select Destination Location Where should Safescan Workforce Planner be installed Setup will install Safescan Workforce Planner into the following folder To continue click Next If y
97. ou would like to select a different folder click Browse C Program Files x86 SafeScan WorkforcePlanner Browse At least 10 3 MB of free disk space is required 5 Press Next to continue The program will now be installed y Setup Safescan Workforce Planner Select Start Menu Folder Where should Setup place the program s shortcuts E s Setup will create the program s shortcuts in the following Start Menu folder To continue click Next If you would like to select a different folder click Browse Browse ey Setup Safescan Workforce Planner Ready to Install Setup is now ready to begin installing Safescan Workforce Planner on your computer Click Install to continue with the installation or click Back if you want to review or change any settings Destination location C Program Files x86 SafeScan WorkforcePlanner Start Menu folder Workforce Planner Completing the Safescan Workforce Planner Setup Wizard Setup has finished installing Safescan Workforce Planner on your computer The application may be launched by selecting the installed icons Click Finish to exit Setup 11 3 2 Setting up the software Use Start Safescan Workforce Planner to open the software 6 Enter your email address and the license key which you have received by email Enter Registration code Please enter your license key customer Sd The first time you use the software
98. r osa joa 102 11 josai jooni poua jian pza lisa psan jisa jisai 11210 18 11 GER nn 24111 128 26 11 27 ii 29 11 30 11 A O tee BE rit bir BI iim ha j SSG E l nio ocn 1 11 Maria M a sio ao as tat November 05 11 o6 14 07 11 osai 09 nL 1034 IR Jazi 13 aL 14 nU 15 14 Jie 12H 18 11 GER sn 3 1 2491 25140 2611 27 01 7 29 11 E T S G oes Y R E at set a tall ste G T EEE al d IE i 17 Tim T per A Hi we E 1 November osa fo6 11 07 at 08 mi 09 ii 10 14 jian 12i 13 i 14 nU 15 a 16 mi 1711 Jisai 1911 204 zit 2491 2541 26 11 27 tt 7 2911 T THe ET ET T TE i TRT T HEN Nene 0 rer he 22 Herbert A ey E a 101 B ah id a 181 JE i November 05 11 o6 11 07 Hu 08 BLE ogra io4 fia azat iair ieii 15 ie 16 Hal 17140 1187107 19 14 20 145 21 ha 22 hua 23111 2411 f2511 26 14 27 11 ai 2944 30 19 Oda 03 da 04 La These settings show the current month for all employees All users are listed by the their User ID on the left of the grid as along with the name of the current month In the title bar you can see each individual weekday Mon Sun and the date in the cells In the grid you get an overview of the employee s worked hours If you assign employees a work schedule or shift schedule this is displayed in blue when there are no more work hours for that day Wed Thu Fri Sat Sum M
99. ria 11 Maria M 8 14 Anna K Anna In 22 11 2012 14 08 10 Maria 11 Maria M 8 15 Monica S Monica Out Maria gt 16 Ernie C Ernie 11 Maria M B 17 Tim T Tim 5 In Maria 11 Maria M DT 27 mnn Out Maria 12 Mike V 22 11 2012 09 00 00 In 22 11 2012 14 08 27 Mike 13 Jasmin B 22 11 2012 09 00 00 In 22 11 2012 14 08 18 Jasmin 18 Omar K 22 11 2012 09 00 00 In Omar 18 Omar K 22 11 2012 12 30 00 Out Omar 18 Omar K 22 11 2012 13 00 00 In Omar 13 Omar K 22 11 2012 17 30 00 Out Omar 19 Ines G 22 11 2012 09 00 00 In Ines 19 Ines G 22 11 2012 12 30 00 Out Ines 19 Ines G 22 11 2012 13 00 00 In Ines 19 Ines G 22 11 2012 17 30 00 Out Ines 24 Alex D 22 11 2012 09 00 00 In 22 11 2012 14 08 49 Alex e Select the required user in the user filter e Click on either Add or select Add clock time by clicking the right mouse button 18 Presence 23 48 3 P ZO00 Ya amp gs Log Day Period Report Department User Area Common Device Work code Help About Status Overview Maintenance Settings Info Report t Report range Report from Report to EE This week v 19 11 2012 25 11 2012 DOS P g Filter user Department filter User Filter A All v 11 Maria M Maria v User ID User name Last name When In Out Work code Remark User update Changed First name 11 Maria M 19 11 2012 09 00 00 In 21 11 2012 16 01 58 Maria 11 Maria M 19 11 201 In Maria 11 Maria M 19 11 201 zi Edit booking time Ignore 20 11 2012 17 15 09 Maria 11 Mari
100. riod 5 Department User S Bas k a Common Device Work code Help About Status Overview Maintenance Settings Info de sm range Report from Report to Report type Rapor f filter z EE select y J03 12 2012 Jv 12 2012 Te Month Weeks 2 Filter u user Department filter User Filter N Bar v All 4 users N 12 06 12 07 12 p o6 12 07 19 Bi Josip 107 15 Dezember d up o410 los i1b 06 12 07 12 8 1 17 Planning with a time plan template for departments To schedule a time period as for example a work shop etc for an entire department Select department in the planning group All the departments are listed in the grid view Z g Common Device Work code S w i Presence Log Clock Day Period Report Department User Help About Info Status Overview Maintenance Settings psi ina Planning horizon from to Planning type 19 11 2012 gt 25 11 2012 O gt Week Planning view Tuesday For the user select the desired time period and drag and drop the schedule onto the selected area 65 S HO mg Presence Status Clock Day Period Overview Report 4 Department User Maintenance E g Work code Device Settings 9 Help Department Planning mode Planning horizon from to Y Departments v This week w 19 11 2012 25 11 2012 Planning type Planning vi
101. roup Highlight the department you want to delete and click on x Note The department can only be deleted if no users are connected to it 7 2 User Organising amending or creating users has never been so easy Create your users directly in the software and synchronise them with the time attendance device all the information required from the time attendance device will be transferred You do not need to go to the device for each newly created user to achieve this except fingerprint 43 9 Safescan Workforce Planne D Presence Log Clock Day Period Report Department TERA TEE Work S schedule Common Device Work code Help About Status Overview Maintenance Settings Info User k d Filter user Department filter User Filter E All y IE All 15 users y gt gi QS de PG Bo ID User name Lastname Department RFID No Privilege Status Personnel no Email Phone Work schedule Vacation taken Vacation planned Remaining days of vacation Work Time g 24 Alex D a Service User Active 200009 Alex safescan com 111 0 0 0 0 8 14 Anna K A Service User Active 0910101 Anna safescan com 308 0 0 0 42 B 22 Herbert A A Bar User Active 0606067 Herbert safescan c 367 0 0 0 98 8 19 Ines G a Partime User Active 11116 No No 40 impl 0 0 0 120 8 13 Jasmin B a Service User Active 108746 Jasmine safescan c 109 0 16 20 16 8 11 Maria M Qa Bar User Active 124879 M safescan com 201 40 impl 0 0 36 264 B 15 Monica S A Service
102. s followed Press the menu button and log in at the device as a supervisor Then select Options System opt Advanced opt Scrolling down with the F2 button to the option the Work code default NO and confirm with OK The following selection is available e No Work Project code is not enabled e Mode 1 enter the code after the verification at the device e Mode 2 enter the code before the verification at the device With the TA 800 series only numeric codes can be entered It s recommended to place an overview with the codes next to the device 6 6 8 To capture the Work Project Codes at the TA 900 Device With the TA 900 series you can define the Work Project Code at the device e Menu e User Project Add Create Business trip Sickness absence LOR LR 5 Back ESC Note The Work or Project Codes must match with the codes defined in the software 6 6 9 Howto clock Work Project Code at the device Depending on the set mode the user will be asked for a Work Project Code before or after the verification at the device The entry of the code may be ignored if the employee does not work on a specific project Work Project Codes must be clocked only with arrival or departure not during breaks In case a person is working on several projects during a day he must select the arrival option when changing work codes At the end of the working day or completion of the project and transition
103. se device Device DB Device database 80 y 2 Synchronize device Database gt ra Reload ad Device2Database Daian USERID FINGER KIND RESOLUTION DIFFERENCE Different PrivilegeDifferent Different PasswordDifferent PrivilegeDifferent Device Ony M Different DB gt Device UsernameDifferent p Device gt DB Device Only Device Only Device Only Device Only Different UsernameDifferent Device Only Device Only Different UsernameDifferent Device Only K Example of differences A user with an ID has been created without a name on the device If you synchronise data you will see the following message Device only Synchronise this data device DB and edit the user ID in User Add a new user name and synchronise it once again with the time attendance device During the synchronisation you will now see the following message Different And in the description User name different Now synchronise DB Device so that the user names on the time attendance device are overwritten and the user is recognised at the next login 11 1 9 Synchronising user data First synchronise the user data as described in Chapter 11 1 6 Make sure you confirm the direction for the synchronisation Check the clock time for the data in the software and the time recording device 11 1 10 Import entries from a TA 655 onto the computer Select the row in the device see Figure and click on Common Work
104. se to print the real time summary at any time 5 1 4 Send report by email The overview you have created can be sent by email at any time When you click on the current overview will be saved as a PDF which can be attached to an email that you can subsequently edit and send 15 5 1 5 Export overviews as a CSV file You can export the current overview as a CSV file that can then be processed further in Excel or a similar program that can read CSV files The CSV file format describes the structure of a text file that can save or exchange data or lists with a simple structure Select the overview that you want to export Click on the Export CSV icon E 6 Name the export file and select the directory created for CSV export Click on Save 6 Click on OK The data is exported to the selected directory 5 2 System log The system log summary displays all events modifications or other manipulations on the time attendance device The system log is used to log the communication sequence in and with the time attendance device in chronological order When communication problems occur you can use the error description to eliminate the causes of these 5 2 1 Filters free filter department filter or user drop down Free filter Enter the first few letters for the user you want into the free filter The summary will show you all users that have these same letters The more detail of the name you enter the more your filt
105. search for new devices then confirm with OK that the time attendance device has connected to the software automatically or enter the device manually as described above Edit Device Name C IF address or device location CE Fetching computer name Communication key 6 Synchronize the user data as explained in Chapter 11 1 6 The booking data is transferred to the software automatically On model TA 655 data is read at a lower frequency which means that there is a longer time interval than for the TA 800 or TA 900 series on the TA 800 and TA 900 series the data transfer takes a maximum of 1 second 79 11 1 8 Reading bookings on a PC If you want to synchronize the data with the software for the first time you must first create a USB stick Connection Select then assign a name e g USB The field with the IP address must be empty fields highlighted in red are required fields Press This computer If you have saved a communication key on the time attendance device please enter it in Communication key Confirm with OK see Chapter 11 1 6 e Connect the USB memory to the PC USB port e The booking times will be read from the USB stick automatically and processed in the software e To update the user data highlight the row with the USB device e Click on amp and select the file 1_user dat from the USB memory and click on Open Naam Gewijzigd op Type Grootte EN user 14 07 2011 10 41 TM
106. ser Planning mode Planning horizon from to Planning type Yen 91 2012 Cv ps 1 2012 C oov Filter user Department filter User Filter view B Qa o o All Qalisues e Qalisues e users h Anything 8 1 2 Planning Group In the planning group you have a choice between User Department or All Planning mode N Pp pa 1 eu Users Departments l All Under User a planning entry is listed for the selected user e g shift Under Department a planning entry is listed for all employees in the selected department e g team meeting etc Under All a planning entry is listed for all employees e g public holiday holiday or business trip etc 53 8 1 3 Planning Period You can view and edit all the ranges of dates within the planning period in the planning grid Planning horizon Next week This month Next month This year Next year Select Note Planning in the past must be entered through Select and the desired period must be specified 8 1 4 Planning Type Under planning type you set up the desired grid view Planning type Week Month Month Weeks Day Date e g 9 10 2012 User ES Planning mode Planning horizon fro to Y Bivens ae tienes iaa D as Baz Filter user filter User Filter g vie vw 10 Joseph M Joseph Anything El 5 amp A r User 4 LTS mode Planning horizon from to Y 8 users y Th
107. t to Report type Report filter Fea 01 10 2012 Jv 07 10 2012 vy Week y Everything y Aa Filter user Department filter User Filter a All v 8 18 Omar K Omar v j Sunday 18 Omar K 07 10 Week 40 and click with the right mouse button on the selected time period select copy schedule to attendant records select the required work code if needed and confirm with OK The work schedule or shift schedule will now be copied and used to indicate attendance or illness etc This means you do not have to amend clock times individually E Bi O 51 E 7109 0 Presence Log Day Period Report Department User dile Common Device Work code Help About Status Overview Maintenance Settings Info Report a Report range Report from Report to Report type Report filter E 01 10 2012 Jv 07 10 2012 Jv week y Everything y Bo Filter user Department filter User Filter En All N 8 18 Omar K Omar v Monday Tuesday Wednesday Thursday _ Friday Saturday Sunday 18 Omar K 6 7 10 Edit clock times in the grid view To adjust or change an existing clock time proceed as follows Select the cell in which you wish to adjust or change an clock time and click with the right mouse button Select the clock time that you wish to change or adjust Complete the modifications in the screen and complete the process with OK The changes will now take effect
108. thod See Chapter 8 1 17 Delete a time plan To clear a time plan select it and click on x The time plan will be cleared Note The plans created on a deleted time plan are retained by the employees and if no longer required must be deleted directly with the user 8 1 15 Employees with a work schedule to temporarily replan e Ifyou want to or need to provide employees with a permanent work schedule for a certain time period whether as a holiday replacement or sprinter etc there is no need to change the entire work schedule for the employee You can use the work code Replan to create a time plan and replace the work schedule for the required time and plan a new work time e Select the employee and the required time period and replan these by clicking and adding a new schedule with the work code REPLAN To create this work code see Chapter 11 2 61 Description Delet fix schedule for this periode Scheduled date Time Scheduled end Time 05 11 2012 v Work code Entplan You will see the colour code chosen for this work code in the time period selected There is no work schedule for this employee anymore and the employee is no longer visible in the clock grid User Planning mode Planning horizon from to Planning type NACO TT PE EC Filter user aeia filter Se Filter Feet view M Wed fS Mon Tue Med Thu 11 Maria M November aa josai 1
109. to normal working hours the booking has to be completed with clock out 32 For example 8 00 11 00 Project London code 100 10 00 10 15 Break 11 00 17 15 Project Paris code 110 The employee should clock as followed 8 00 Clock In Code 100 10 00 Break 10 15 Break return 11 00 Clock In Code 110 17 15 Clock Out Code 110 User ID User Name Last Name Department When Device In Out Verify Mode Work Code Remark User update 2 Michael Kaiser Rep 02 04 2012 08 00 Safescan East Port In Manual London 2 Michael Kaiser Rep 02 04 2012 10 00 Safescan East Port Break Manual 2 Michael Kaiser Rep 02 04 2012 10 15 Safescan East Port Return Manual 2 Michael Kaiser Rep 02 04 2012 11 00 Safescan East Port In Manual Paris 2 Michael Kaiser Rep 02 04 2012 17 15 Safescan East Port Out Manual Paris Calculation of Project Project London 2 h 45 min break 15 min Project Paris 5h 15 min work schedule 1 h lunch break 8 h Changed 02 04 2012 15 31 03 02 04 2012 15 31 15 02 04 2012 15 31 24 02 04 2012 15 31 34 02 04 2012 15 31 48 Workcode Report Report Range Report From Report To Workcode filter 02 04 2012 v 02 04 2012 Bv Y Y All y Filter User Department Filter User Filter Grouping a All y 2 Michael Kaiser Michael y E No Grouping y User ID User Name First Name Last Name Department Date Workcode Work Code Time 2 Michael Michael Kaiser Rep 02 04 2012 100 Projekt London 2 45
110. to the USB memory is complete The file saved with the bookings is called 1_attlog dat 78 Repeat the process if you also want to load the data onto the USB stick by selecting User dat download user data and press OK An indication that the data has been copied will then be displayed If Copy Data OK appears the data transfer to the USB stick is complete The file saved with the user data is called 1_User dat or User dat Remove the USB stick Note If there are variations in the time attendance device user interface please read this Chapter in the user manual that was delivered with your time attendance device 11 1 7 1 Time attendance device with TFT display Connect the USB stick to the time attendance device USB port Log into the time attendance device 6 Then press the Menu key Use the arrow keys to select USBDrive and press OK 6 Use the arrow keys to select Download and press OK Use the arrow keys to select Dload bookings and press OK An indication that the data has been copied will then be displayed If the words Download ended appear press OK The data transfer to the USB stick is complete 6 The file saved with the bookings is called 1_attlog dat Press the ESC key until you have exited the menu Remove the USB stick 11 1 7 2 Time attendance devices with a USB cable 6 Connect the time attendance device to your computer via the USB cable Use D in Device to
111. u will obtain the period reports for that department Select the desired user with the user filter and you will obtain the period report for that user Date 22 11 2012 Period report 05 11 2012 11 11 2012 Time 14 57 Name Joseph M ID 10 Work schedule Department Bar Personnel no 120921 Vacation hours 208 Vacation taken 0 in this period 48 Remaining days of vacation 160 s balance forward oo current month ee previous month 8 00 Vacation for Shift Planning 8 00 Vacation for Shift Planning 8 00 Vacation for Shift Planning 8 00 Vacation for Shift Planning 8 00 Vacation for Shift Planning 8 00 Vacation for Shift Planning Note All reports can be printed or exported as a CSV file 6 6 Work or Project Code The registered work or project codes at the device are calculated and evaluated in the software This function is not possible with TA655 For the calculation or evaluation of the work or project code choose under the Reports menu the button Work Code and set the Report Area according to your needs Workcode Report Report E Report Range Report From Report To Workcode filter se itt 01 03 2012 31 03 2012 Y F Filter User Department Filter User Filter Grouping Work Code mie sr gt 29 6 6 1 Evaluation per Department or User If you want to see how much time is spend on the different projects per department or employee use the Department and or User Filter You will rec
112. want into the free filter The summary will show you all users that have these same letters The more detail of the name you enter the more your filter result will be limited Saresca 50 405 244 4 00 Presence Log Clock Day Report Department User lo Common Device Work code Help About Status Overview Maintenance Settings Info Report Report range Report from Report to E 12 11 2012 18 11 2012 D AR rapa Filter user Department filter User Filter B j all IT All 3 users N User ID Username Firstname Lastname Department Work schedule Duration Balance 12 11 2012 13 11 2012 14 11 2012 15 11 2012 16 11 2012 17 11 2012 18 11 2012 Remarks 10 Joseph Joseph M Bar 30 15 30 15 0 00 04 45 04 45 04 45 08 00 08 00 Bar Service 17 00 22 00 Break 0 25h Sick Bar Service 17 0 13 Jasmin Jasmin B Service 23 Joe Joe L Kitchen 6 4 3 Sorting Sorting via the menu bar You can use the menu bar to sort data at any time by double clicking the field you want Repeat this to reverse the order A Z or Z A Presence Log Clock Report Department User echicdiile Common Device Work code Help About Status Overview Maintenance Settings Info Report i Report range Report from Report to Hee 12 11 2012 18 11 2012 D A m SS Filter user Department filter User Filter 8 j A all v 8 All 3 users v User ID User name Firstname Lastname Department Work schedule Duration Balance 12 11 20 K 13 1
113. week with a one hour lunch break an additional 5 hours are added to the 40 hours as breaks The total weekly working hours in this case amount to 45 hours If a break time is checked in at the time attendance device it will be included in the calculation and the employee in this case will have a minus Break excl in the specified time period breaks must be clock in and out as normal at the time attendance device 7 3 5 Editing changing a duty roster The weekly work schedule can be adapted changed at any time S double click directly on the weekly work schedule that you want to change Highlight the weekly work schedule that you want to change and click on 6 The editing field opens Complete or change as described in Chapter 7 3 1 7 3 2 or 7 3 3 then with Y Your changes are immediately taken into account in the calculations 7 3 6 Deleting the duty roster x To delete a weekly work schedule select it in the list and click on Note You can only delete a weekly work schedule if it has no link to a user 7 3 7 Export overviews as a CSV file You can export the current view B as a CSV file that can then be processed further in Excel or a similar program that can read CSV files The CSV file format describes the structure of a text file that can save or exchange data or lists with a simple structure e Select the view that you want to export e Click on the Export CSV icon La e Rename the export
114. wn by user Workcode Report Fal Report Range Report From Report To Workcode filter Last month x 01 03 2012 31 03 2012 100 Projekt L v Filter User Department Filter User Filter Grouping all y 8 Alls users x v gt re User ID User Name First Name Last Name Department Workcode Work Code Time Total hou rs per employee for 4 Monique Monique Niks CS 100 Projekt London 8 00 E 5 Cor Cor Meijer M 100 Projekt London 23 53 the selected project and the 434 Peter Peter CS 100 Projekt London 5 44 set pe riod of time When you select Work code the total amount of hours for the selected project is shown Workcode Report Report Range Report From Report To Workcode filter ES Last month BA 01 03 2012 31 03 2012 100 Projekt L v Filter User Department Filter User Filter Grouping a All LC All 8 users Pg Work code v E S Workcode Work Code Time 100 Projekt London 37 37 Total hours for the selected project and period of time To see an overview of total hours per project select under the Work code filter All and under grouping 11 11 Work code Workcode Report Report Range Report From Report To Workcode filter EH Last month w 01 03 2012 31 03 2012 Y All y Filter User Department Filter User Filter Grouping a All y LC All 8 users Pg Work code E ve e A Workcode Work Code Time 1 Vacation 8 00 6 Doctors Visit 8 00 E 100 Projekt London 37

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