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Fmcus PRU USER GUIDE

1. 0020 0025 0020 03 00 00 00 00 00 02 00 3500 3500 02 00 3500 3500 Weekly Gross Totals 4208 250 000 3500 35 00 The example above shows a timesheet for an employee working on a Flexitime Rule which has been called Monthly and has a period of 1 Calendar Month The week shown is for 16th January the period starts on the 1st and ends on the 31st 2008 HR Industries Ltd Focus User Guide Schedules 62 The columns for rates 4 5 and 6 have been set up in the Flexitime Period Rule for CONT Contractual DAILY Daily Balance and BAL running period balance Considering the hours for Tuesday Hours worked is 07 50 Hours Contracted is 07 30 so the Daily Balance is 00 20 Added to the previous day s Period Balance of 13 00 becomes 13 20 Note that the schedule being used is Flexitime Weekdays which specifies a different rule on Friday FX2 when the employee is contracted to work less hours Also overtime worked at the weekend is accumulated at rate 2 and does not affect the flexi balance The information above the timesheet analyses the figures for the flex period left hand side and the flex week right hand side 6 8 Shifts over Midnight Timesheet Depiction of Clockings over Midnight The Timesheet shows clocking times groups together into shifts with total hours calculated for the shift onthe same row This helps to understand how the times make up the hours The timesheet displays clockin
2. Focus PRO USER GUIDE Version 2 567 2008 HR Industries Ltd datatime time and attendance solutions Focus Installation and User Guide by HR Industries Ltd This manual provides a guide to the set up and day to day use of the HRX3000 and HRX5000 clocking terminals and Focus Software Also covers the use of biometric Hand Geometry readers Focus User Guide 2008 HR Industries Ltd All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks While every precaution has been taken in the preparation of this document the publisher and the author assume no responsibility for errors or omissions or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document Printed October 2008 Contents 1 e Table of Contents Part User Interface 1 Pa
3. Focus User Guide System 103 9 9 10 Backup Restore System menu Backup Restore BS Shortcut Button The Backup button will prompt you for the name of a File where you would like to save the current database Likewise the Restore button will prompt you for the name ofa File from which to restore the database The Restore function will replace the current database and as such should be used with extreme caution The Restore will always prompt you to make sure you have a backup ofthe current database Access rights to Backup and Restore may be individually enabled via the User Password system Overtime Working and Authorisation FOCUS provides a comprehensive set of tools for monitoring and controlling the use of overtime in the work environment Firstly FOCUS gives you an unlimited number of Daily Rules allowing you to set up conditions when overtime will be accrued This can be pre shift and post shift overtime after a minimum has been met or after an amount of hours have been worked at basic rate Weekly Rules can also be set to modify hours accrued to overtime if for instance insufficient Basic Rate hours have been worked for the week Combining these rules allows you to separate hours worked at Basic and up to 5 rates of Overtime For different groups of personnel you can allow FOCUS to pay the hours automatically or not pay the hours and inform the Supervisor You would do this by reserving one ofthe
4. 2008 HR Industries Ltd Focus User Guide System 86 See also Eire Alarm Printout Troubleshooting 9 4 5 Send Fire Alarm Printout to Printer System Fire Alarm This option only functions on the PC connected directly to the clock Clicking on the Generate Fire Alarm printout and send to Printer button causes the clock to generate it s Fire Alarm Printout and send the report to the Fire Alarm Printer This has the same effect as activating the Fire Alarm Printout through the Fire Alarm Panel of through any manual push switch connected to simulate the panel 9 4 6 Fire Alarm Printout Troubleshooting System Fire Alarm The clock cannot send the report to the printer if the printer is not ready to receive data Examining the Printer Status will confirm whether the printer is ready or not The clock sends the report as a stream of serial RS 232 data This differs from the more usual parallel method and has the advantage that a relatively long cable up to 100 metres as opposed to 2 metres can be used and the cable needs only 3 conductors rather than the 30 or so used by a parallel cable The downside is that the speed and format of the serial data which is set at the clock end has to be matched at the printer end There will be small DIP switches or some other means on the printer for setting the BAUD Rate and Word Format These determine the speed and structure of the information sent across the cable There wil
5. The Start Date and Leaving Date are used by the system to qualify clockings to determine if an employee is absent from work See Exceptions 3 6 Clock Tab Employee menu Clock Tab The Employee Clock Tab controls the interface between the PC database and the clocking terminal Employees are provided with their own unique clocking token various styles of credit card style badges of key fobs and this token is registered on the clock as belonging to that employee Registering the employee on the clock allows the clock to display the employees details when they clock and include them in the Fire Alarm muster report Tokens can be used for visitors or temporary staff by pre registering them as say Visitor1 to Visitor10 PCs may or may not have access to the clock depending on the method you are using to connect to the clock TCP IP RS 232 or modem 2008 HR Industries Ltd Focus User Guide Employees 12 EI Man Entionce Data to send to the Clock suat Envere Assign New Badge Number 20005173 Display Line 1 12 characters wiCHAEL Display Line 2 16 characters CHAUVIN Fre Muster Group 01 Acces Gop 07 3 6 1 Registering a New Employee on the Clock Employee Menu Clock Tab For HRX proximity terminals the Employee data held on the clock is Badge Number the number printed on the employee s clock badge token Display Line 1 amp 2 text to be shown when the employee clocks IN or
6. 1 Create a database backup of the templates stored in a Hand Reader 2 Transfer the templates in the database to a Hand Reader allowing multiple readers to be set up with the same templates 2008 HR Industries Ltd Focus User Guide System 82 Templates Database Biue T emplate In DB 167 OHara 195 Palmer 151 Kohl 237 Russel Note that Clock Utilities only shows 2 tabs when connected to a Hand Reader The left hand column lists all employees in the database that have an ID number set up on their employee form Note that the ID Number is only shown ifthe system is using the Hand Punch as a data collection terminal This number has the same function as the Badge Number on a badge reader system The number shown in the Template List is the ID Number of the employee on the Hand Punch Only employees highlighted in blue have a copy oftheir hand template stored in their records in the Focus Database Clicking on checks the Hand Reader to see which ofthe employees in the left hand list have a template existing in the attached Hand Reader and any found are listed in the right hand list adds to the database any templates found on the Hand Reader and updates the colour indicator in the left hand list 2008 HR Industries Ltd Focus User Guide System 83 Send All To Clicking on sends a copy of the templates highlighted in blue to the attached Hand Reader The System Adminis
7. 2008 HR Industries Ltd Focus User Guide System 100 Connections To define a connection give the connection a name pick the type of connection from the drop down list and set up the Connection Properties which are dependant on the Connection type When you connect to the clock using the System Clock Utilities menu you will be able to pick which clock you want to connect to Default Connection The Focus Software has one Default Connection which will be selected when the Clock Utilities Screen is loaded If you do not select a Default Connection no connection will be selected when the screen opens and attempts to access the clock will result in communications errors Watch Ticking this box causes the software to include this terminal in the periodic scan from the Watch screen Note that if you tick this box and a terminal is not connected you will get an error every time the software attempts to connect Watch Interval Defines the interval of time between successive scans from the Watch screen Cost Centre If you have defined Cost Centres on the System Setup Cost centre tab you can allocate a terminal to a Cost Centre TCP IP properties 192 168 0 253 IP Host is the IP Address programmed into the clocking terminal This is factory set and will have been notified by your system administrator The address can be read from the clock using an RS 232 connection Port Address Normally 8888 Serial
8. Weekly Totals 4030 Weekly Gross 4050 000 000 000 000 000 Edn Hours Date Reason Sum Hows Rate 271 006 TegeMous Adi 0000 1 System Timesheets can also be printed for a single employee from the main Timesheet screen in the Times Timesheet menu Timesheet Condensed Prints 4 timesheets to a page and excludes the detail of edits made to the timesheet SummaryBy Day Weekly Summary By Week Commencing 13 Mar 2006 Employees in Office Fixed Hours Ordered by Last Name Hours Mame Humber Mon Tue Wed mu Fri Sat Sun Total Ackerman 107345 0700 0800 0900 0950 0800 00 00 Edwards 109724 0650 0700 07 00 0650 07 00 3640 Fairbanks 108554 0700 0650 0850 0900 0650 0245 aas Ghelari 104399 0650 0650 S0 0700 0635 3405 Grand Totals 2740 2840 3040 3140 2825 0245 0000 11000 The Weekly Summary By Day report printsthe hours worked by employees on each day ofthe week Detail ByDay The Detail By Day report has the same daily hours as the Summary Report andalso includes the first and lastclocking ofeach day 2008 HR Industries Ltd Focus User Guide Reports 30 5 2 Payroll Reports menu Payroll After downloading employees clocking times checking and amending the timesheets you can export calculated hours worked to your Payroll software 1 Re Uc 70ays Thu0s Feb 2006 Hed Li a Number Tite Fest Nane 108347 Miss Eva 108489 Mrs Martha 104655 Mr Michael 104267 Mr Nest
9. selection and sorting criteria Erw Tile Fist Name Mr Nea pomon Paol Number Job Tile I Public Date Jime 07 07 2006 1726 sarah white JMemo E 07 07 2006 1024 saah white E 03 05 2005 1225 sarah white EE 1271172004 1216 sarah white Verbal warning lor poor timekeeping Completed Advanced Fist Aider Course Completed basic Fest Aider Course Accident at work See Accident record book lor datas User Tab Employee menu Dates Tab Focus will allow you to define an unlimited number of fields to be added to the Employee Record These are defined in the System Setup User Fields Tab at which time the User tab becomes visible on the Employee Form as below 2008 HR Industries Ltd Focus User Guide Employees 16 Tile Fist Name Last Name PIN zYew Mr Michael Chauvin 35 Timesheet Payrol Number Job Tile Password Yer 102473 Electncian m New of Kin Mrs Lucy Chauvin Qualficaton Chy and Guilds MexolKnPhone 118 343 6894 QusWcsenlevl 16th Edtion MexolKnRelhon wie Dale Passed Ri Ape 14208 e Company Vehicle Ve Model Astra Van Company Vehicle Reg FCU YTH TaxRenewslDate Thu Jun 14 2007 Isi Le Irwsence Renewal Fi Aug 242007 ate Insurance Last Cost E 89376 Company Vehicle Notes MOT due on Tt July 1 7 06 Needed 4 new tyres and a new exhaust Consider replacing betore next Contact Groups Rules Holidays Date
10. IT Room Side Ernance Main Gate IN Main Gate OUT 00 00 N A Fal Locked 00 00 N A Fal Locked 00 00 N A Fal Locked The Door Rules are stored in the Master HRX5000 and a copy saved in the FOCUS database using the Write to Disk button To View Modify a Door Rule click on the Read from Clock or Read from Disk button to load the table Highlight a specific rule in the table which is then transferred into the Door Rule frame for editing Terminal The number of the Terminal which will hold the Rule This can be obtained from the Clock Utilities Status screen Release Time When a valid card is presented to the Reader next to the Door the Door lock will be released for a duration equal to this time 2008 HR Industries Ltd Focus User Guide System 80 Exit Delay Determines the time for which the door will remain unlocked when the Exit Button is pressed Door Ajar Time An Alarm Record is generated when the door remains Ajar after it has been unlocked Currently this Alarm is used only as a record ofthe event and no action is taken Anti Passback Time When an employee uses his her card to gain access through this door he she will not be allowed access again until they have presented their card to another reader or this predetermined time has passed Set to zero to disable this feature Fire Alarm Release Time When the Fire Alarm activates it can be programmed to r
11. employee 14 76 capacity 14 76 delete 14 70 groups 5 navigating 2 New template 2 exceptions 52 date range 22 grouping 22 excluded day 67 2008 HR industries Ltd Index 110 F fingerprint 2 Fira Alarm Printout 84 Layout Design 84 fire 83 Fire Alarm Printer Status 85 Fire Alarm Printout 85 test 85 toPC 85 to Printer 86 fire group 11 93 fire groups 12 Fire Printers 93 fire report 87 93 flexitime 58 balance 58 balance column 61 Balance Report 40 carryover 58 daily column 61 deduct column 61 Period Report 41 period rules 58 timesheet 61 type 61 function Keys 1 G GMT 73 grace 47 groups 2 5 90 GSM 99 H hand geometry 2 hand reader 81 connection 99 Holiday 96 Holiday Year Stats 8 holidays 8 65 hours format 87 import 101 increment 47 IP Address 77 99 als lateness 21 attendance 21 leftdate 5 login 69 70 logout 70 max break 6 87 max shift length 6 87 maximum shift hours 73 memos 14 entering 14 repot 34 midnight 43 midnight shifts 62 minimum In Out minutes 73 missing clockings 22 mobile 4 modem 99 multiple shifts 62 national insurance 87 O open shifts 43 overnight shifts 62 overtime 52 103 authorising 52 103 overtime bulk authorising 22 overtime before after 45 2008 HR industries Ltd Index 114 E password 69 70 payroll 30 sage payroll professional payroll script 96 pc clocking 4 26
12. eroup Security 03 00 03 00 04 00 50 00 50 00 24 00 To add a Daily Rule to a cell right click the cell and select from the list 2008 HR Industries Ltd Focus User Guide Schedules 57 6 4 2 Rota Editing Variable Rule As an altenative to defining Daily Rules and then calling them up on the Rota you can define a basic rule for the employee and then just set the start and end times on the Rota In this case you might define a Daily Rule and call it Housekeeping You might define the rounding rules and have a paid break of say 30 minutes after 4 hours work You could also define the rules for pre shift and post shift overtime Having defined the general rule to be applied for a group of employees set the rule as the Default on the Employee foorm Rules tab Now all you have to do is click on a cell in the Rota and type in the Start and End times of the shift closing the cell by hitting Enter lt gt Maintenance Mon 15 Sep 2008 Moni5Sep _ Tuel6Sep Wedi7Sep Thui8Sep Fi19Sep Sa20Sep Sui2iSep 000 1500 1000 1500 11 00 1300 M1 0500 1000 M1 0500 1000 M10500 1000 0600 14 00 0600 1400 0 00 1400 1200 1600 1200 16 00 Overtime Rules As an example suppose you were to set up your default Daily Rule to Start at 09 00 and Finish at 17 00 Allow overtime at Rate 2 from 08 00 to 09 00 provided at least 00 30 is worked pre shift ov
13. 14 20 Note that the break rounding uses the Rounded Times that are prevalent at the time so you will need to set up the Rounding Bands to suit 6 1 6 Break After Tab Schedules menu Daily Rules Break After Tab 2008 HR Industries Ltd Focus User Guide Schedules 50 Where employees breaks do not fall into precisely defined time bands it may be impossible to use Break Bands In this case Focus can apply Break rules after the employee has worked a certain amount of time Focus provides for four breaks each with several options which allow you to specify how the breaks will be applied This feature can be used in conjunction with the Break Bands Break Band calculations are applied first followed by the Break After rules Disable this feature by setting the Deduct at Rate to 0 default Ifthe employee does not take a break in the specified period a Penalty Break is deducted In the example above after 6 Hours if the employee has not taken a break 20 minutes is deducted The deduction is made gradually after the 06 00 With the setting above the following timesheet is produced So the employee accumulates time up to 06 00 then the next 00 20 is not paid and after 06 20 time is again accumulated 2008 HR Industries Ltd Focus User Guide Schedules 51 If the employee does clock for a break there are 3 options you can select depicted under Break
14. Focus implements any number of Flexitime strategies on the same system Flexitime can be used alongside standard rules for overtime Flexitime Periods can be specified as virtually any number of weeks or months Flexitime operates as follows On a daily basis Focus uses the Work Schedule to determine which Daily Rule to use It then compares the Daily Rule s Flex Deduct Hours parameter with the actual hours worked at RATE 1 to update the Flex Balance Atthe beginning and end ofthe Flex Period it applies the rules defined within the employee s Flexitime Period Extra Flexitime specific information is shown on the timesheet when an employee works flexitime To understand how a Daily Rule is programmed for Flexitime consider the following example Contracted hours 07 30 hours per day Core Times 10 00 12 00 14 00 16 00 Flexible Times 07 00 10 00 12 00 14 00 16 00 18 30 Maximum Lunch Break is 2 hours Minimum Lunch Break is 30 minutes Set up the Daily Rule as follows and call it FX1 Setthe Flex Deduct Hours to 07 30 This is the contractual amount of time that should be worked on this daily rule Set the Start Time and End Time to define the Core Time Start Time 10 00 End Time 16 00 This will cause Focus to create an infringement if the employee does not work during the core time On the General Tab set Normal Rate Rate 1 to accrue hours worked between 10 00 and 16 00 at Rate 1 You can set the Target Hour
15. Hed Groups Works v Rue 01 45 WKS2 0800 0200 wkS2 08 00 0200 WKS2 0800 C200 wkS2 0800 0145 WKS2 08 00 0200 WKS2 0800 0200 WKS2 0800 200 WKS2 0800 0200 wkS2 0800 0200 WKS2 0800 200 WKS2 08 00 0145 WKS2 0800 200 wKS2 0800 This shows the employees in the Supervisor s Group who have worked Unauthorised Overtime along with the Shift Start and End times and their actual Clocking Times This assists the Supervisor to decide which hours to Authorise The Supervisor can Authorise All employees or pick out individuals from the list by clicking on them In the example case 3 Employees are highlighted and clicking on the Authorise button pops up the Authorise screen Again part or all ofthe hours worked can be authorised m Report Period Stat Date Mon 23 Jan 2006 MM EndDate Sun 29 Jan 2006 HO 108489 Matha Hackett 27 01 2006 4 0145 WKS2 0800 1700 0800 103946 Theresa Dismond 26 01 2006 4 0200 WKS2 0800 1700 0800 105390 Kahn Watthing 27 01 2006 4 1700 08 00 1900 EHE VANS 4 0200 WKS2 0800 K WO 2 01 2006 4 200 WKS 0800 G espe 27 01 2006 4 g if Giterpie 23 01 2006 4 UIA J Yates 27 01 2006 4 Yates 28 01 2006 4 Authorise 3 Exceptions Yates 25 01 2006 4 Da Amourt To ve TR om v me v L J 57 In summary FOCUS provides you with the tools to
16. Std Tme EndTme WKS2 08 00 to 17 00 w mo Create exceptions lor these everts 2008 HR Industries Ltd Focus User Guide Schedules 53 6 2 Work Schedules Schedules menu Work Schedules Wo Shit ShotCode Name Days won Works 3 Shit System F 3 Schedule A Schedule B Schedule C Schede D Schedue E Monday _ WKS1 00 00 to 03 00 wKS20200101700 WKS316001001 00 Tuesday wKs1 0000100900 wxs208001017 00 wrss1600100100 Wednesday wxs1 00 00 003 00 wxs2oeonoiroo wxS31600 10 01 00 Thawiy wxs1 0000100900 wxs208001017 00 __ wxs31600 1001 00 Fide wks1 0000100900 _ wxs20800101700 __ wxs316001001 00 Sudy Woks Weekend Sunday Works Weekend Work Schedule Description 24 hour working in 3 shits of 9 hours with 1 hour overlap 100 00 to 0200 09 00 to 17 00 16 00 to 01 00 Each Employee can be allocated to a Work Schedule on the Rules Tab of the Employee screen The Work Schedule allows you to specify how Daily Rules are combined You can specify a choice from 5 Daily Rules per day only 3 shown in the image above In the example if an employee clocks around 08 00 on Monday they will be put onto the 08 00 to 17 00 Works A shift If they clock around 16 00 they will be Automatically Allocated to the 16 00 to 25 00 shift Allocating an employee to a shift means that the rules for that shift
17. To Delete a daily rule from the Rota left click on the cell and select the topmost empty rule Ifan employee is scheduled to work on another Rota the cell will be occupied by a greyed Daily Rule and the tool tip will indicate which Rota they are scheduled to work Maintenance Mon 02 Jan 2006 Mon 2Jan Tue 3Jan Wed 4Jan Thu 5Jan F 06Jan Sat 07 Jan Sun 08 Jan Michael Chauvin M1 05 00 10 00 M1 05 00 10 00 M4 19 00 23 00 1 05 00 10 00 fr 05 00 10 00 Neal Johnson 400 M2 10 00 14 00 Timothy O Hara 250 1000 1 0500 1000 M1 05 00 10 00 Alex Varia M210001400 M210 00 14 00 M3 14 00 19 00 M1 0500 1000 Day 09 00 09 00 04 00 23 00 17 00 05 00 In the screen shot above the Rota for the maintenance staff is showing Michael Chauvin rotaed to work on Security on Wednesday This cell can be edited to delete him from the Security rota and put him onto Maintenance if desired The cells with the red indicators have multiple Daily Rules or Absences scheduled into them Hover the mouse over a cell to reveal the list of activities scheduled for that day In the example below the employee is scheduled for 2 Daily Rules as well as a period of absence on Company service 35 00 10 00 M1 05 00 10 00 M4 19 00 23 00 M1 05 00 10 00 M1 05 00 10 00 2300 138 M210 00 14 00 M210 00314 00 M2 10 00 14 00 1200 72 M1 05 00 10 00 a1 0500 1000 M1 05 00 10 00 1900 95 10 0014 00 M2 10 00 14 00 E M31400
18. or earned based on the number of days an employee has worked within the holiday year Each employee has the following parameters which determine how the system handles their personal holidays Holiday Year Starts Each employee may have an individual date for the start of their holiday year But beware that if you use different Holiday Start Dates it will be difficult to compare holidays left across a group of employees within a single date range See Holiday Reports for a fuller explanation Holiday in Hours Days The system supports holiday booking and tracking in days or hours on an individual employee basis Holiday Entitlement Hobday Year Stats 01 01 2006 Oday Fred Contact Groups Rules Holidays Dates Clock Memos User Clicking on the button shows a detailed breakdown of the employee s holiday history 2008 HR Industries Ltd Focus User Guide Employees 9 Holiday End Jroa Taken Booked JEndBalanc Maxany CanyF wd 31 12 2004 2 2 2 2 31 12 2005 n 2 31 12 2006 5 13 6 2 31 12 2007 a 18 3 2 31 12 2008 2 22 2 The grey cells are calculated values The white cells may be individually edited by double clicking in them The editable cells may also be set up as a bulk operation within System System setup Holiday Tab The Adjust column allows the user to add e g Days in Lieu on an ad hoc basis This figure can also be made n
19. penalty break 48 phone 4 PIN number 4 printer 83 connections 86 Fire Alarm 86 laser 86 test 86 proximity 2 PSTN 99 Q quantity cost 54 quartering 47 R rate descriptions 90 rate factors 6 report colours 92 report footer text 87 reports 39 absence periods 39 absences 39 attendance rules 32 audit 71 Bradford Factor 35 clockngs 42 contact details 32 cost variance 34 employees 32 fire alarm 83 Flexitime Balance 40 Flexitime Period 41 holidays 33 infringements 37 lateness 38 memos 34 6 payroll detail 30 payroll summary 30 timesheets 28 totals byemployee 32 totals by week 32 who sin 42 working time regulations 36 restore 70 103 return to work interview 87 rollcall 83 rota 56 add Daily Rule 56 copy amp paste 57 daily cost 54 daily hours 54 drag and drop Daily Rules 56 edit Daily Rule 56 load from schedule 57 multiple rules 56 variable Daily Rule 57 rota quantities 87 rotating shifts 53 rounding 47 RS 232 99 S sage payroll 6 payreference 6 schedules 6 server 16 setup 90 groups 90 hours format 87 Setup 96 Holiday 96 shiftbonus 51 shifts 48 breaks 48 midnight 62 multiple 62 open 43 overnight 43 overtime 45 programming 43 SSP 30 standard hours 43 54 2008 HR industries Ltd Index 112 start date 5 summation column 90 system start date 87 T target hours 22 43 TCP IP 77 99 templates 81 terminals 2 timesheet 19 editing 19 flexitime 61
20. 00 and the End Time to 24 00 6 1 2 Overtime 1 Tab Schedules menu Daily Rules Overtime 1 Tab Focus gives you up to 8time bands for a 24 hour period and lets you specify the rates of pay 1 to 6 for each of the time bands You can also specify a minimum time that must be worked to accrue any hours in that band You can specify bands in any order although you will find it easier to read the rules if you keep the bands in time order Focus will not allow you to programme overlapping time bands Hours worked at times that are not programmed will not be paid Short Code Name Stat Teme End Time wxs2 wks2 08 00 to 17 00 1700 2008 HR Industries Ltd Focus User Guide Schedules 46 In the example above the shift pays at Rate 1 from 08 00 to 17 00 Time worked before the shift is also paid at Rate 1 but is limited to 1 hour 07 00 to 08 00 and will not be paid if less than 15 minutes are accrued Time worked after the shift ends will be paid at Rate 2 up to a maximum of 2 hours and must be at least 30 minutes in duration 6 1 3 Overtime 2 Tab Schedules menu Daily Rules Overtime 2 Tab Shot Code Name Stat Tie End Time WKS1 00 00 to 0200 0000 0900 General Overtime 1 N founding Y Band Break After Bonus Exceptions _ Use Overtime 2 to programme the system to allocate overtime to hours worked after a set number of hours rather than at set times of the day The exam
21. 107677 Mr Rahul 103374 Mr Thomas 107873 Mt Anthony 107445 Mrs Karen 106744 Mrz Ama 100900 M Wil This report allows you some degree of control over the output format You can specify Landscape Portrait whether to suppress zero hours worked and the size ofthe font to use Hours included in the Payroll can be specified by Date Range and Employee Grouping Ifthe date range is specified as a multiple of whole Weeks i e By Week the hours taken will be the Weekly Hours from the timesheet which are adjusted by the Weekly Rules to produce the Weekly Totals If the date range is specified in Days i e By Date you can specify any date range for the payroll and Weekly Rules are NOT applied The total in this case is the sum ofthe Daily Totals for all the days in the date range In this way you can run your payroll calculations for any period of whole weeks days or months Use the BH Export button to generate an export file in the chosen format Use the E button to select the Payroll Summary or Payroll Detail Report The Payroll Summary report lists the hours worked per employee during the period for manual input to your payroll programme This report may be faxed or e mailed to a payroll bureau The Payroll Detail Report lists the daily clocking times shift rule allocated and Daily Hours for the 2008 HR Industries Ltd Focus User Guide Reports 31 payroll period It also provides a summary of Sickness and Hol
22. 11 48 16 PNI0005 Smith Edted Rate 1 on 14 11 2005 hom 00 00 calculated to 06 30 edted Colege chis homer 16 11 2005 11 46 18 PN210368 Barber Clock OUT on 14 09 2005 at 1200 changed to OUT at 1201 The list can be sorted by any column in ascending or descending order The default is to sort the list in descending order of date and time i e lists the most recent first The Audit Log also has a Start Date and End Date picker so you can define the historical range ofthe listed log The E button produces a printable list report ofthe Log as seen on the screen and the dB button allows you to export the Log in any ofthe 4 available export formats From time to time while making changes to the system which would require an event to be logged you may see this message Audit Log Full The Audit Log is Full Please go to the Audit screen and purge the log WARNING This change has not been recorded ze The Audit log contains up to 10 000 entries To purge the log go to System Audit Log and click on the ii purge button This will remove all but the last 50 entries from the Audit Log file It will also record the user who carried out the Purge operation 2008 HR Industries Ltd Focus User Guide System 73 9 3 Clock Ut System menu Clock Utilities The Clock menu gives the System User access to the clocking terminal As such they will only function on a PC connected to the clock 9 3 1
23. 6 Pay Rates as Unauthorised Overtime and have the Daily Rule accrue Unathorised Overtime at this Rate In the example below Overtime 1 has been set to accrue hours worked before or after the shift into Rate 4 2008 HR Industries Ltd Focus User Guide Overtime Working and Authorisation 404 Shot Code Name WKS2 WKS2 0800 to 17 00 EEELELLER HBBBBBHB 88 8 88 88 8 88 8 88 88 8 The Exceptions within the Daily Rule have been set to notify if any hours are worked at Rate 4 Note that this screen can also be used to flag when the employee works less than the expected number of hours at any rate in this case 8 hours at Basic Stat Time End Tine WkS2 08 00 1o 17 00 mo 17 00 A typical time sheet might look like the one below Here Unauthorised Overtime has been worked 3 days and calculated into the Rate 4 column by the settings on the Daily Rule 2008 HR Industries Lid Focus User Guide Overtime Working and Authorisation 405 When the Supervisor clicks on Exceptions any Unauthorised Overtime will be indicated in the list on the left ofthe screen The Supervisor has 2 choices how to deal with the Unauthorised Overtime occurrences He she can either drill down the list to each employee s individual timesheet or can carry out a Bulk Authorise The latter would be typically used where a group of employees had been asked to work extra time for
24. Clocked Deduct Longer of Allowed and Clocked This deducts any break that the employee clocks If this is not as long as the Break Allowed then the total Break Allowed is deducted Note that when the Break Allowed is deducted it is done so progressively as in the case ofthe Penalty Break Deduct Allowed as well as Clocked In this case the employee is not expected to clock for a break so the Break Allowed will be added to any break that the employee clocks Deduct Clocked This has the effect of not applying a Break and pays the employee the hours worked Note that the penalty Break still applies if the employee does not take a break 6 1 7 Bonus Tab Schedules menu Daily Rules Bonus Tab ShotCode Name M2 M2 10001800 The Bonus Tab allows you to apply an Attendance or Shift Bonus when this Daily Rule is worked For each ofthe four rules the user can set a trigger point for the total hours worked on the shift before 2008 HR Industries Ltd Focus User Guide Schedules 52 the Bonus is paid Then the Bonus is paid as a number of hours at one ofthe 6 rates of pay To set an Attendance Bonus where time is given for working on the shift set the Hours Vorked to 00 00 6 1 8 Exceptions Tab Schedules menu Daily Rules Exceptions Tab The Exceptions Tab is where you can customise how FOCUS generates an Exception on hours worked above or below the expected level Shot Code Nome
25. Data to send to the Clock Assign New Badge Number 20033999 Display Line 1 12 characters ICHAEL Display Line 2 16 characters CHAUVIN Fae Muster Group O Access Group O7 Click on the Save button to Save the new badge number in the PC Database Once the badge number is saved in the database click the Update button Provided that the new badge has not already been allocated to another employee on the clock the PC will assign the new badge number and acknowedge by transferring it into the Data held on Clock 2008 HR Industries Ltd Focus User Guide Employees 14 frame 3 6 3 Deleting Employees from the Clock Employee Menu Clock Tab Your clock holds data for a limited number of employees To check the capacity of your clock use the System Clock Utilities Status menu As employees come and go through your employment it is likely that this limit will be reached and there are many employees who have been archived from the database but who are still registered on the clock To delete employees from the clock make sure that the clocks you want to delete them from are unticked in the Assigned to Clock list Then when you click on the Update button you will see the following Clock Data held on Clock Badge Number 20099999 Display Ling 1 MICHAEL Display Line2 CHAUVIN FreMusterGroup 01 Access Group UT Data to send to the Clock Would yo
26. Define which working patterns constitute Overtime 2008 HR Industries Ltd Focus User Guide Overtime Working and Authorisation 108 Decide what Overtime can be paid without intervention Flag up to the Supervisor those events which need his her attention Provide the information the Supervisor needs to make decisions Allow the rapid implementation of those decisions Document the outcome for the Employee Record the process for revue or Audit 2008 HR Industries Ltd Index 109 Index AS absence Conditions for 22 absence booking 65 absence definitions 67 access control 79 doors 79 rues 79 access rights 98 Accessing The Clock 11 Accrual Factor 8 address 4 archive 42 70 attendance bonus 51 audit 71 purge 71 auto allocate 43 auto clockout 43 Availability 68 backup 87 103 badge number change 13 bar clockings 79 bell time rules 78 bels 78 biometric 81 biometric reader 99 bonus 51 Bradford Factor 35 break 48 conditional 48 penalty 48 time band 48 break after 49 BST 73 business clocking 22 C calendar 65 colours 92 clock 75 employees 75 registering 12 status 73 update 13 upgrade 76 colour 92 background 92 rates 92 reports 92 connections 99 contacts 4 Cost Centre 94 Daily Rule 94 Cost Centre 94 daylight saving 73 default shit 22 door 79 rules 79 double deduct 47 download advanced 76 download normal 16 E edit hours 19 edit times 19
27. Infringement set the Start Time to 00 00 and the End Time to 24 00 6 1 1 General Tab Schedules menu Daily Rules General Tab 2008 HR Industries Ltd Focus User Guide Schedules 44 Name Stat Tre EndTme Stat Weekdays 0900 1700 03 00 17 00 General Standard Hows 0700 Nomsfse v FlexDeduct 00 00 Hous laDay Receives Hous O 2nd Day Receives Hours DAD ConCente posce vi Auto Allocate Auto Clock Out C Aito Dock Out p Daily Rule Description 3105 Overtime it stay more than 1 hour is paid at rale 2 Maximum 2 Standard Hours If you are using the Rota to schedule employees to Daily Rules the Standard Hours parameter is used in calculating the Cost of Hours you are allocating This is multiplied by the employee s Hourly Rate and used in the Cost Variance report which compares planned cost with actual cost Flex Deduct Hours If the employee is allocated to a Flexitime Group this is the contracted hours for this Daily Rule If the employee does not work flexitime this parameter can be ignored Shifts over Midnight For any shift but particularly relevant to shifts that span midnight you can elect to pay the hours on the first day or the second day Exclude Break Clockings Causes FOCUS to ignore all clocking s other than the First IN and Last OUT Cost Centre If you have set up Cost Centres in the System Setup Cost Centre tab you can allocate a Daily Rule to
28. New Total 0800 Rate 3 01 33 Eva Gillespie Company Service 08 00 Themas Mahoney Hobday 08 00 O Add to Hours Worked Replace Hours Worked Arthory Melches Hobday 08 00 Bettina Smah College 07 00 Jen CT TT Korie Se alge 00 Jayna Alman College 07 00 Adding Timesheet Rows If you need to add rows to a timesheet to add clocking Times click on the left most column ofthe day in question and a new empty row will be inserted Editing the SHIFT Q Edit Shift Allocation Show Rule Cancel Edit Delete Edit Click on the Shift cell and the Edit Shift Allocation screen appears The Usercan changethe shift allocation orShowthe Rules for the shiftin the list When the shiftis changed the timesheet recalculates the hours for 2008 HR Industries Ltd Focus User Guide Times 21 theday inquestion All changes are logged in the Audit Trail 4 2 4 Weekly Totals Times menu Timesheets Weekly Totals are calculated by applying Weekly Rules to a week of Daily Totals The Weekly Totals are used by many of the Reports and Export of hours worked Previously calculated Weekly Totals can be affected by 1 Downloading new clockings from the clock 2 Editing a Timesheet 3 Modifying Attendance Rules 4 Changing the Start of Week Day Each time you display an UnLocked Timesheet the hours worked are calculated based on the attendance rules defined at that time For instance if your week star
29. Schedule definition and cannot be changed here If you want the employee s work pattern to be 2008 HR Industries Ltd Focus User Guide Employees 7 defined by a flexible Rota rather than a fixed repeating Work Schedule select Uses Rota from the Work Schedule drop down list The Gross Hourly Pay amount shows the hourly pay and can be used to indicate calculated weekly costs for a Group of employees You can specify whether monetary pay amounts are visible at a System User level in System menu Setup Users Ref 1 6 The figures in the 6 boxes marked Ref 1 to Ref 6 in the Rate Factors area are the Pay References that can be sent through to various Payroll Packages notably Sage Payroll Professional This feature allows you to assign a Pay Reference to each ofthe 6 Rates of pay for each Employee The export for the Employee above would look like Export Data Payroll 02479 2045 14 75 102479 2046 8 25 102479 2559 7 4167 102479 1000 4 75 Save to Fie The Employee Payroll Number is 102479 He is paid for 14 75 hours for time at Rate 1 which is Pay reference 2045 8 25 hours at Rate 2 which is Pay Reference 2046 etc Default Daily Rule Geneerally you set the system up so that it knows which Daily Rule to apply toa set of employee s clockings by programming the Rota or Work Schedule with appropriate rules If the software is unable to select a rule it will appy the system Default Daily Rul
30. Status System menu Clock Utilities Status tab Clicking on the Status Tab on the Clock Utilities screen allows you to check and set the main operating parameters of the clocking terminal Works TCPAP HRX Terminal Software 10 1 2006 x Ue 30 v Net BST state 25 03 2007 v Net GMT stats 28 10 2007 v Get Status hom Clock m Time Tme 1132156 Status Employees Upgrade Download TCP IP Bells Access Control Software This is the version and release number of the software fitted to the clocking terminal Read only Terminal ID This is the unique ID registration number of your clocking terminal Read only Employee Capacity The clocking terminal is configured to hold a maximum number of employees This may be increased through the Upgrade process The Employee Capacity displays the maximum number of employees your clocking terminal is configured to hold Read only Employee Used This parameter tells you how many employees are currently registered on the clock Read only 2008 HR Industries Ltd Focus User Guide System 74 Clockings to Download Tells you how many clocking records are currently held by the clocking terminal Read only Date This is the date held by the clock Read from the clock and written back if changed when you click on the Send to Clock button Minimum In Out Minutes This is the minimum number of minutes allowed between In
31. a number of days Single Authorisation Clicking on the occurrence in the list of Exceptions brings up the Employee s timesheet containing the Exception and clicking on the 2 hours in Rate 4 pops up the Authorisation screen 2008 HR Industries Ltd Focus User Guide Overtime Working and Authorisation 406 Now the Supervisor can Authorise part or all of the Overtime by electing to move hours from the Rate 4 column to any other column and if desired can add a Reason and or a Comment The Timesheet below shows the results of Authorising both hours worked on the Tuesday and only one hour worked on Wednesday Thursday remains to be dealt with and will still be registering in the Exception List for this Supervisor Authorising none of the Overtime results in the Exception being removed dealt with but no Overtime paid All transactions are recorded in the Audit Log Number Last Name Detail 103846 Diamond Authorise Overtime 25 01 2006 2 0 Rate 4 01 00 moved to Rate 2 Authorised Overtime 103946 Diamond Authorize Overtime 24 01 2006 2 00 Rate 4 02 00 moved to Rate 2 Authorised Overtime Bulk Authorisation Right clicking in the Exceptions List and then clicking Authorise directs the Supervisor to the Bulk Authorisation screen 2008 HR Industries Ltd Focus User Guide Overtime Working and Authorisation 107 Report Period Stat Date Mon 28 Jan 2006
32. along with the hours the system has calculated based on his her attendance rules for rounding breaks and overtime Mon 06 Feb Tue 07 Feb 1558 Wed 08 Feb 1552 2026 2058 Thu 09 Feb 1556 2027 2058 03 Fri 10 Feb 1545 2029 2102 0100 0830 WESI Sat11 Feb Sun 12 Feb Weekly Hours 4615 4930 0345 Weekly Rules Applied 46 15 4030 0345 Weekly Gross Totals 4719 4050 469 000 000 000 000 Note that the Timesheet can only show clocking details that have been downloaded from the clock or entered at the PC The user can edit the clocking times the hours calculated and change the selected Daily Rule providing he she has access rights as set up on the User Setup screen The Timesheet displays up to 2 pairs of clockings per line If more than 2 pairs are present on a particular days extra lines are added to the display to accommodate them Figures that have been edited at the PC are shown in Blue The rightmost column of the Timesheet indicates the Daily Rule that has been allocated to the clockings by the system The Weekly Hours figures towards the bottom of the Timesheet is the sum of the hours for all the days in the week The Weekly Rules are then applied using the Weekly Limits Targets and Clawback settings to produce the row of figures titled Weekly Rules Applied 2008 HR Industries Ltd Focus User Guide Times 18 4 2 Finally the Rate Factor is used to calculate the Weekly Gro
33. at the clocking terminals An Employee is given access to the feature by assigning him her a PIN number and a Password They can then clock IN OUT from the Times Punch menu on the main FOCUS software if they have access to the full software or they can use the separate clocking utility which gives them access only to Clock IN OUT and view their time sheet and calendar 2008 HR Industries Ltd Focus User Guide Employees 5 The PIN number field is also used to identify the Employee if a Hand Reader is used rather than an HRX3000 or HRX5000 to collect clockings Password Required to access PC Clocking May be changed by the individual Employee to whom it belongs View Time sheet Tick this box to allow the Employee to view his her time sheet when logged in for PC Clocking View Calendar Tickthis box to allow the Employee to view his her calendar when logged in for PC Clocking 3 2 Groups Tab Employee menu Groups Tab Each employee can belong to up to 5 Groups Groups can be any type of classification to suit your operation They could be for instance names of Departments types of Skill Pay Type Work Pattem or any other type of classification The Group List is then offered as a filter when you come to process employees such as producing reports or setting absences Any number of Groups may be defined in the System Setup Menu Tite Fest Name Last Name PIN ns ares Ackerman f Payrol Numb
34. by employee for a certain Absence Reason or Absence Type 2008 HR Industries Ltd Focus User Guide Reports 40 Calendar Work Stet End Days Days 107345 Virginia Ackerman 300172006 07022006 3 102466 Timothy O Hara 09020006 10022006 2 2 05040006 13040006 s s 106862 Maik Stanford 04042006 074 2006 4 4 Examples of Absence Types are Sick Paid Sick Unpaid Public Holiday etc as listed in the Absence definition screen An absence period will start and end with the reason or type you have requested The period is terminated by either a day when the employee clocks or a day when a different absence reason or type is booked When you define more than one Absence Reason within an Absence Type e g Sick Bad Back and Sick Flu both within the Sick Paid absence type and you create a report for Absence Type Sick Paid you will get a combination of both sickness reasons on the report If a sickness period starts with a Bad Back and ends with Flu the period will be reported as one occasion of absence of Type Sick Paid You will need to request the report for the individual Sick Reasons if you need more resolution on the data 5 15 Flexitime Balance Reports menu Flexitime Balance The Flexitime Balance Report shows how the Flexitime Balance varies over time Flexitime Group Quarterly for 10 weeks from 02 01 2006 Sorted by Last Name y 2 2 4 S 02 Jan 9 Jan 16 Jan 23 Jan 30 Jan 06 Feb
35. case of List you will be able to define a list of items to choose from when you enter the data on the Employee Form Field Name A unique name that the database will use to reference the field Note that space characters are not allowed Field Title This is the text that will appear next to the field data on the Employee Form and also in the drop down list on the Employee Summary Report design form Field Position Use the Up and Down Arrow Bo position each User Defined Field within the list of Fields This sets the position ofthe Field will occupy within the Employee Form 6 Printers System menu Setup Printers tab Focus can generate a printout of all Employees present in the case of a Fire Alarm activation M button appears among the large icons when you tell Focus which printers you want to print the Fire Report on You define the printers on the System Setup menu Printers tab Simply add the printers you wish to be used to generate the Fire Report When a Focus system User clicks the Fire Report button the clocking terminal s will be downloaded and the printout sent to the nominated printer s 2008 HR Industries Ltd Focus User Guide System 94 Note that this feature is software driven unlike the Automatic Fire Alarm Printout supported by the HRX3000 and HRX5000 proximity clocking terminals These terminals can create a printed report by connecting them directly to a printer in which case no ma
36. has an absence reason booked that has a type which is not Sick Paid The period will end on a day which has a Sick Paid absence The flags From Prev and Into Next indicate whether the Sick Period runs into or out ofthe current Pay Period The Absence Periods Report produces a similar output but can be applied to any ofthe Absence Reasons or Absence Types 2008 HR Industries Ltd Focus User Guide Reports 32 5 3 5 4 5 5 Totals By Employee Reports menu Totals by Employee Generates the total hours worked at the 6 different pay rates broken down by Employee Information is available in 3 different forms 1 flix List report choice of text bar or combination report 2 Pie Chart breakdown by rate hours or percentages 3 Ln Bar Graph breakdown by rate hours or percentages The period for the report encompasses a whole number of weeks Totals By Week Reports menu Totals by Week Generates the total hours worked at the 6 different pay rates for all the employees in the chosen group broken down by week Information is available in 3 different forms j fs B List report 1 line per week showing the 6 rates total hours worked and overtime 2 d Area Chart for the group showing hours worked by rate over time 3 dii Bar Graph for the group showing hours worked by rate over time Employees Reports menu Employees The Employees report allows you to specify t
37. hours on the Daily Rule to the 1st or 2nd day also affects how you set up the Work Schedule Consider the following Work Schedule 2008 HR Industries Ltd Focus User Guide Schedules 63 Short Code Name f A 00 te 0100 Monday wes3 16 0010 01 00 Tuesday WKS3 16 00 to 01 00 Wednesday WKS3 16 00 to 01 00 Thuasday WES3 16 00 to 01 00 WKS3 16 00 to 01 00 The Work Schedule specifies a single Daily Rule WKS3 on which the hours of work are from 16 00 to 01 00 Note that the Work Schedule specifies the day the hours are allocated to not the day the shift starts In this respect the day that the hours are allocated to on the timesheet match the days on the Work Schedule Daily Rule Hours go to the First Day If you programme the Daily Rule to direct the worked hours to the First Day the timesheet will place the 15 53 IN clocking on Monday aftemoon against Monday on the timesheet Friday totals 04 30 in the example are highlighted as a Target Hours System Exception All clockings correctly allocate to the WKS3 shift Date In Ow Rate 1 Rate 2 Rete 3 Rete 4 Sick Hol Shift x01 00 x01 25 x01 33 x01 50 x01 00 x01 00 Mon 06 Feb 1553 2059 0059 08 30 WKS3 Tue 07 Feb 1555 2057 00 56 08 30 WKS3 Wed 08 Feb 1551 2058 0059 08 30 WKS3 Thu 09 Feb 1557 20 30 2058 0056 08 30 WKS3 Fri10 Feb 1549 2032 04 30 WKS3 Sat11 Feb Sun 12 Feb
38. is after the System Start Day AND the employee did not clock on the Day AND they had a Daily Rule programmed in the first column of their Work Schedule OR they were Rostered to work AND they had Started with the company before the Day AND the employee had not left the Company before the Day Target Hours and Unauthorised Overtime are triggered by the conditions you set up in the Daily Rule on the Exceptions Tab Target Hours occurs when the employee works less than the hours expected at a certain Rate This will flag up late arrival early departure and forgotten clockings Unauthorised Overtime happens when an employee works more than the number of hours you set as the threshold for a certain Rate When editing a timesheet if you left click hours that represent Unauthorised Overtime you will be presented with a screen such as 2008 HR Industries Ltd Focus User Guide Times 24 2 00 hours is the amount of overtime worked Reduce this if you do not want to authorise the full amount Rate 2 is the Rate the overtime was accrued at as defined by the Daily Rule To authorise overtime FOCUS moves the part of the 2 00 to a different rate which is rate 3 in the example Here we have defined and selected an Edit Reason as Authorised Overtime You can add any free text comment The Manual Edit button takes you to the normal edit screen where you will be able to edit the hours worked as normal without necessarily Authorisi
39. of a New Employee record with personal details left blank and certain Default 2008 HR Industries Ltd Focus User Guide Employees 3 Fields initialised Default fields include such as Holiday Allowance Holiday Start Date Group membership Whenever you are displaying details for an WC can save the default fields to be used as a template for New Employees by clicking on the eave be DETAULT button a Starts a New Employee by Cloning or Duplicating the currently viewed Employee This is useful when you are setting up new Employees who share similar settings such as group membership or working pattems L Saves the current employee s details to the database You will not be allowed to move away from the current employee ifit is being edited without saving or cancelling the edit 9 Cancels editing of the current employee Im Creates a Detailed Report ofthe current employee Employees are arranged in Groups which you can set up to be any classification or collection that you like The Group names are defined in System Setup When you need to navigate to an employee s details or time sheet you do so via the Employee Tree view For example Employees RR All 33 Payroll 26 Canteen 3 Cleaners 1 Driver 2 First Aider 4 Leaver 3 Maintenance 4 Chauvin M 102479 Johnson N 104267 O Hara T 102466 Varia A 108924 Manager 1 Monthly 5 Office 5 Starter 3 Weekly 23 Works 21 I
40. over the column headings to see a fuller description of the infringements 2008 HR Industries Ltd Focus User Guide Reports 38 Pavol First Name Last Name _ LIN EOU BLI BEO BOR FCO AII Time Rounded 102479 Michael 0 20 0 0 0 2 0832 0845 103846 Theresa 108347 Eva 108489 Martha 104267 Neal 107677 Rahul 103374 Thomas 107873 Anthony 107445 Karen 106744 Amrita 104628 Bettina 107456 Scott 105398 Kathryn 105498 Karen Chauvin Diamond Gillespie Hackett Johnson Kohli Mahoney Melcher Miller Mistry Smith Vanderspool Warlhling Yates Q d C O I9 C I9 C0 oo ocooooooooco ooooooooooococo cooooooooooooco ooooooooocoooco ooo2co2oooooom dRoRONDQ RR OQ Q I9 CO IO ID 23 58 33 02 71 42 00 35 7 41 54 52 31 50 03 00 12 00 00 03 01 00 00 03 07 02 08 03 03 00 00 03 14 45 07 48 00 04 00 03 The rightmost 2 columns represent a notional time lost due to the infringement The Time column is the difference between the actual time the clocking occurred and the time it should have occurred The Rounded column uses the Rounded time rather than the actual time Thus assuming for example the following Shift Start Time 07 00 Actual clock IN time 07 04 Rounding Rules 3 minutes Grace 15 minutes Increment 07 15 Rounded IN time then the Time column would read 00 04 actual time lost and the Rounded column would re
41. rounded times 18 status bar 19 timesheet locking 17 unauthorised overtime 22 52 unautorised overtime 103 upgrade 76 user defined fields 15 data entry 15 definition 92 reports 32 user rights 69 visit mode 22 W watch 16 25 week 87 start day of 87 hours 21 weekly clawback 54 weekly limit 54 weekly rules 54 work schedules 53 Workforce Availability 68 timesheet 19 2008 HR industries Ltd Focus User Guide 113 e mail support hrindustries co uk web www hrindustries co uk HR Industries Ltd PO Box 8787 Nottingham NG2 9BY Tel 0115 937 5659 Fax 0115 937 5659
42. rounding breaks overtime etc are applied to that set of clockings If an employee is scheduled for any shift in the column Schedule A they are scheduled to work that day and ifthey do not clock in they are marked as Absent by the system If they can optionally work on a day put them in columns other than the first Schedule column In the example the employee is not expected to work on Sunday but if they do clock IN the system will try to allocate them to the daily Rule 08 00 to 12 00 To clear an employee s Daily Rule select the Default Rule from the drop down list Ifthe system can t match a clock IN time to a Daily Rule it will put the employee onto the Default Daily Rule If an employee is not allocated to a Work Schedule or a Rota they will be put on the Default Daily Rule when they clock Rotating Shifts In the example a 7 day schedule is specified i e weekly But you can choose any number of days up to 56 for the pattern to repeat If you pick a cycle other than 7 days you will be prompted for a date for the pattern to start 2008 HR Industries Ltd Focus User Guide Schedules 54 6 3 Weekly Rules Schedules menu Weekly Rules Weekly Rules are adjustments to overtime worked at the end of each week Code Name Woks MOHosEmc ooo Description Minimum 40 00 pes week belore overtime pad Weekly Clawback v Enabled Flows hom Rate Rael Ma 000 fo Ra elMn io fe x Rae2Ma
43. tab Allowance Brought Forward and Adjustments are summed to give a Total Allowance for the year The Holiday Taken and Booked are subtracted from the Total Allowance to give an actual or projected End Balance at any time To the End Balance is applied the Max Carry Forward to calculate the Carried Forward amount which becomes the Brought Forward for the next period Using this screen you can set up the Start and End Dates ofthe holiday period the Allowance Adjustment and Max Carry Forward You can apply the settings to individual Groups or all Employees The data entry mechanism allows you to set one parameter at a time without affecting the others So for instance you can set the Max Carry Forward for a Group of employees without affecting their Adjustments which may have been edited individually on the Employee Form Note that new holiday year records are created automatically when an Employee s Calendar is viewed for the first time This allows you to book holidays for an Employee into the future before the Holiday Year has been defined for the company in general See also Holiday Report 2008 HR Industries Ltd Focus User Guide System 98 9 6 Set Up Users System menu Set up Users If you have System Administrator rights you can set up System Users using the screen shown below Name When you create a New User you specify a short name and full name Password The system sets up an initial p
44. the Fire Alarm Input cable You should request your Fire Alarm Panel Installer to make this connection for you As a manual alternative or as a Test Switch you can connect a Push to Make switch instead of or in parallel with the Alarm Panel connection A suitable wall mountable switch is available for this purpose The Fire Alarm Printout lists Employees present Fire Muster Group Number with a Page Break at the end of each group to allow for separating the printout into lists for separate Fire Alarm Muster locations The printer is connected to the clock using a Fire Alarm Printer cable This is a Serial RS 232 printer cable which needs to be plugged into a Serial RS 232 port on your printer This is normally terminated at the printer end in a DB 25 socket You may need to refer to your printer manual for the details of the pinouts If your printer does not have a serial RS 232 port you must use a Serial RS 232 to Parallel Converter plugged between the serial cable and the printer Parallel sometimes referred to as Centronics port Contact your system supplier for more details 2008 HR Industries Ltd Focus User Guide System 84 9 4 1 Printout Format Design System Fire Alarm The HRX terminal generates the Fire Alarm Report with the following Basic Format Fire larm Rollcall Printed 04 01 05 15 34 50 Fire Group 04 Badge Last Clocked In ROGERS PN10045 12346666 04 01 05 15 30 25 PARKES PN10
45. to prevent inadvertent modification 9 3 6 Bells System menu Clock Utilities Bells The HRX5000 terminal contains 2 relays which may be programmed to operate factory bells or can be utilised to control access points The 2 relays may be used to operate 2 different bells Each relay is independent and can be used for either function The HRX3000 terminal does not support this feature LEX w The HRX5000 terminal contains 20 Bell Times which can be shared between the two relays To view or modify Bell Times click on the button which will load the grid with the rules To modify a rule select it from the grid edit the parameters in the Bell Times frame and send the rule to the clock using the 2008 HR Industries Ltd Focus User Guide System 79 9 3 7 Access Control System menu Clock Utilities Access Control The HRX5000 terminal contains 2 relays which may be programmed as part of an Access Control scenario The HRX3000 terminal does not support this feature An HRX5000 can control up to 2 doors The terminal has for each door A Relay to control the Lock A Proximity Reader placed next to the Door A Door Exit button with time delay A Door Open input Each Door has programmable parameters associated with it which can be accessed using the button from the Access Control Tab An HRX5000 Master terminal can hold the rules for up to 50 Doors Read on Disk Name Reception Stoves Entrance
46. 102874 S Aitken 0615 1045 1515 0915 0830 05 00 0045 2645 3500 3500 4230 8230 102997 M Broadhurst 0145 11 25 0935 11 35 09 30 0245 0905 3500 3500 3500 5250 9260 103646 T Diamond 08 30 15 10 05 45 15 45 17 15 0000 2200 0345 3500 3500 1810 2150 108347 E Gillespie 1650 17 15 01 30 11 35 0645 2345 03 45 1205 3500 3500 2330 16 30 105624 B Palmer 0730 2305 1530 0600 2500 05 45 0300 1035 3500 3500 2625 1335 105972 K Roberts Horsfield 04 45 2350 01 15 03 00 11 35 21 00 1300 0130 3500 3500 06 55 3305 The report above shows the weekly flexitime balance variation over time as well as the total over the period Variance column which is the sum of all the weekly columns The Balance column is the result of adding any initial starting balance in this case 40 00 hours 2008 HR Industries Ltd Focus User Guide Reports 41 5 16 Flexitime Period Reports menu Flexitime Period The Flexitime Period Report shows the Flexitime Balance at the end of a period The Summary lists all employees in a Flexitime Group Flex Peri ummary Mon 02 Jan 2006 Sun 15 Jan 2006 Number Name 107345 Virginia 102997 Megen 103848 Theresa Rete Rate Rated Rates 7230 7940 340 Brought Hous ReteS Rate Forward Cortracted Balance End 7000 0230 7000 0940 7000 2340 The Detail Report shows the daily calculations that go to make up the end of Period results for each employee in the group An an
47. 2 14 15 48 2 18 19 20 21 22 23 24 25 26 27 20 29 0 u 12324555 EE Ban M23 20 2 wi Aug 12 34 amp 6 7 8 91035 12 13 14 15 16 17 38 38 20 21 22 23 26 26 jj 29 00 3 Sep amp 3 34 56 7 amp 1011 1219 14 6 16 17 1819202 23242527 20 SHI oa 12 3 4 5 amp X 8 91011243 1516 17 16 19 3 0622 73 4 25 26 32 28 29 30 01 lov 1 2 8 4 5 6 7 8 9 39 1 12 13 14 15 16 13 48 19 20 20 22 23 24 98 26 27 www Dec amp 3 3 4 58 7 amp 101121314 36 36 17 1819 20 21 20 o NN 6 27 209 9 3 Lion 1 2 3 4 amp amp 7 8 9101112 13 14 15 16 17 18 38 20 21 22 20 24 25 28 22 20 29 30 31 The screen analyses Holidays taken as well as booked but not taken as ofthe current date Note that the Holiday Start Date can be any day of the year and is set up individually in the Employee menu Holidays tab The days indicated in red with a strike through are rest days as defined by the Work Schedule The Roster is presently not shown on the calendar You can filter the display using the tick boxes in the bottom right corner Hovering over the calendar displays details of the Daily Rule planned worked and any absence booked in the tool tip text and in the status panel 2008 HR Industries Ltd Focus User Guide Absences 66 10 n 12 Colege 12 43 14 15 16 College 07 00 at Rate 1 logged 16 02 2007 165352 User Sue Frarkin Navigating from the calendar Right click on a Cell in the Calendar to navigate to the Employe
48. 5 10 Working Time Regulations Reports menu Working Time Regulations This report generates statistics required to satisfy the Average Hours Worked requirements of the Working Time Regulations A list report shows for each employee the number of hours worked and the calculated average A detail report shows working hours for each employee over time 2008 HR Industries Ltd Focus User Guide Reports 37 2Weeks 07 11 2005 20 11 2005 PN77623 David Bradshaw Day Date Hours Excluded Day 1 Mon 07 11 2005 0800 m 2 Tue 08 11 2005 08 00 D 3 Wed 09 11 2005 ea 4 Thu 10 11 2005 eun 5 Fr 11 11 2005 p 6 Sat 12 11 2005 o 7 Sun 13 11 2005 n 8 Mon 14 11 2005 08 00 D 9 Tue 15 11 2005 0875 D 10 Wed 16 11 2005 uh n Thu 17 11 2005 08 00 D 172 Fn 18 11 2005 par 13 Sat 19 11 2005 D M Sun 20 11 2005 B 15 Mon 21 11 2005 0800 D 16 Tue 22 11 2005 0850 B v7 Wed 23 11 2005 08 00 D 18 Thu 24 11 2005 08 00 B 19 Fri 25 11 2005 0500 D 7825 5 Average Hours Per Week Over 2 Weeks 3913 The detail report above shows the worked hours for a 2 week reference period There are 5 excluded days which are not included in the calculation After the reference period the next 5 normal worked days are used to replace the excluded days 5 11 Infringements Reports menu Infringements The Infringement Report lists the number of Infringements for each individual in a group over a period oftime You can hover the mouse pointer
49. 519 12343333 04701705 15 34 43 SMITH PN10005 12341111 04701705 15 30 23 IBATTERSHAW PN25100 10012222 04 01 05 15 33 54 Total Present for Fire Group 04 4 e PAGE BREAK Head Count Total is 4 The report is broken into separate Fire Groups and lists employees clocked IN to the system Column 1 contains the text normally shown on Line 2 ofthe display when the employee clocks up to 16 characters Column 2 shows the Line 1 text up to 10 characters Column 3 is the badge number and column 4 displays the time and date when the employee clocked IN Any employees who are technically clocked IN after the end ofthe Maximum Shift Length parameter will not be included as they are deemed to have forgotten to clock OUT The User can modify the Basic Layout ofthe Fire Alarm Printout from the System Fire Alarm screen Bet Sta om Cock When the User modifies the Printout Options the new layout must be sent to the clock for the settings to take effect The User can experiment with different layouts and check their effect using the Send Fire Alarm to PC option button 2008 HR Industries Ltd Focus User Guide System 85 9 4 2 Send Fire Alarm Printout to PC System Fire Alarm This option only functions on the PC connected directly to the clock When you click on the Generate Fire Alarm printout and send to PC button the PC requests the clock to generate a Fire Alarm Printout and direct it to the PC The PC rep
50. 7 Clockings Reports menu Clockings The Clockings Report generates a list of previous clocking records selected by Group and Date Range Events recorded will fall into the following types Clock IN Clock OUT Access attempt Accepted Door 1 and 2 Access attempt Denied Door 1 and 2 Door Ajar Set and Clear Door 1 and 2 Door Forced Set and Clear Door 1 and 2 Anti Passback Deny Door 1 and 2 Records can be sorted by type and dateftime 5 18 Who s In Reports menu Who s In Employees clocked in on Mon 02 Jan 2006 at 21 46 All Employees Ordered by Clocked In Time Number First Name Last Name Cock Time 103374 Thomas Mahoney 255 02012006 20 55 44 107445 Karen Miler 255 0201 2006 20 55 52 105398 Kathryn waning 255 0201 2006 20 59 33 105824 Bruce Pamer 255 0201 2006 21 00 15 103846 Theresa Diamond 255 0201 2006 21 00 44 102684 Jack Campbell 255 0201 2006 21 01 58 104628 Bettina smth 255 0201 2006 21 02 08 107677 Rahul Kohi 255 0201 2006 21 03 08 This report shows a list all employees clocked IN at a certain time and date Sorting can be carried out on any column Ifthe current time and date is selected by clicking the Lal Now button the report is effectively a representation of the Watch screen 2008 HR Industries Ltd Focus User Guide Schedules 43 6 Schedules The system records employee clockingtimes and calculates the hours to pay based on therules you supply The Daily Rule forms th
51. 98 Karen Yates E Key Pith Holy Sek Pod Moliday College The User can set up absences on the Availability view in the same way as on the Calendar User 8 1 Password User menu Password When a New Useris set up they are allocated a User Name a Password and a set of System Access Attributes by the System Supervisor The User needs to provide the Name and Password to Log in to use the system Once logged in the user may change his her own password The System Supervisor cannot change and does not know the User s Password once it has been changed When the System Supervisor creates a new User the password for that User is automatically set to the same word as the chosen User Name 2008 HR Industries Ltd Focus User Guide User 70 It is important for the user to protect their password as sensitive changes that a user may make such as modifying clocking times on a timesheet are attributed to that user and logged in the Audit Log against that user 8 2 Log In User menu Log In A User once logged in can log in again as a New User thus providing that User with several Aliases 8 3 Log Out User menu Log Out A User should Log Out if leaving the system unattended for any length of time to prevent unauthorised use of their Access Rights to the system 9 System 9 1 Archive System menu Archive To make the system quick and easy to manage you can Archive off those employees whose details yo
52. Daily Rule Hours go to the Second Day In this case although the shift starts at 16 00 the hours accrued are allocated to the next day So the Work Schedule above expects the employee to start work for the week on Sunday night at 16 00 and the hours for that shift would accrue to Monday Put another way for hours to accrue to Monday the employee has to clock IN on Sunday afternoon If the timesheet were calculated with the Work Schedule and times above but the Daily Rule set up to put hours on the 2nd day we obtain the following result 2008 HR Industries Ltd Focus User Guide Schedules 64 Date In ou in Out j Rate1 Rate2 Rate3 Rete 4 Sick Hol Shift 01 00 x01 25 x01 33 x01 50 x01 00 x01 00 Mon 06 Feb Absent 00 00 Tue 07 Feb 1553 20 26 2059 0059 08 30 WKS3 Wed 08 Feb 1555 2030 2057 0056 0830 WKS3 Thu 09 Feb 1551 20 28 20 58 0059 08 30 WKS3 Fri 10 Feb 1557 20 30 2058 0056 13 00 WKS3 1549 2032 DEF Sat11 Feb Sun 12 Feb In this case as the employee did not clock on Sunday aftemoon 5th February he she has no hours for Monday and is marked as Absent on Monday The 15 53 IN time against Tuesday is the clock IN on Monday at 15 53 The 15 49 IN time against Friday is a clock IN on Friday at 15 49 Because the employee is not Scheduled to come to work on Saturday there is no shift to autoallocate to and the totals are calculated using the default shift for Friday This me
53. OUT Fire Muster Group controls the grouping on the Fire Alarm Printout Access Group determiines which set of Physical Access Control rules to apply to the employee To create new data for the clock or to modify existing data you must fill in the new data in the boxes in the Data to Send to the Clock frame and BE save it This Saves the data in the PC Database You must then click on to register the employee details on the clock At this point the data in the bottom frame will transfer to the top frame and the clock will respond with the new number of employees that are registered Employees may be registered on more than one clock terminal This will depend on the terminal type and its physical location e g You could have HRX terminals in the local building as well as a totally different site Certain employees who move between sites will be registered on both terminals so that they may appear on the fire report when they are present at the relevant site When you initially add a New Employee to the PC database both the Data Held on the Clock and Data to Send to the Clock frames hold blank data Enter in the number of the Badge you want to assign to 2008 HR Industries Ltd Focus User Guide Employees 13 the New Employee in the Badge Number field in the Data to Send to the Clock frame You can do this even if you are not working at a PC that is not connected to the clock but you will not be able
54. Properties 2008 HR Industries Ltd Focus User Guide System 101 COMM Port is the number of the port on the computer connected by dedicated cable to the clock Computer is the Computer name This must be correct for a connection to be made to the clocking terminal Modem Properties Phone Number is the telephone number of the line connected to the clock You will need to add the prefix 9 if you normally dial 9 for an outside line COMM Port is the number of the port on the computer connected to the modem Idle Timeout is the duration in seconds after which the phone line will be disconnected Computer is the Computer name Hardware The Focus Software is able to communicate not only with its own native HRX3000 and HRX5000 terminals but also the Recognition Systems range of Hand Punches for reading 3D hand geometry Select which type from the drop down Hardware box When you select the Hand Punch most of the options on the Clock Utilities screen will become unavailable as they are not supported by the Hand Reader The Templates tab will appear which allows you to manage the biometric hand patterns within the reader Also the Clock tab on the Employee form disappears as this is not supported by the Hand Reader 9 8 Import System menu Import The Employee Database may be imported from a csv file 2008 HR Industries Ltd Focus User Guide System 102 iame 1 Name 2 Nr Mrs A
55. UT is set to 5 minutes and Increment OUT is set to 10 minutes Clock OUT at 16 55 will be adjusted to 17 00 up to 5 minutes leaving early allowed Clock OUT at 16 54 will be adjusted to 16 50 10 minutes deducted for excessive early leaving Clock OUT at 17 03 will be adjusted to 17 00 OUT time rounded to ten minutes If you do not want to allow any Grace time set Grace to 0 If you do not want to apply rounding set the Increment to 0 2008 HR Industries Ltd Focus User Guide Schedules 48 6 1 Double Deduct If you tick the Double Deduct box the employee is doubly penalised for being late during the time band Not only is the IN clocking rounded but the number of minutes late is also deducted For instance with 3 minutes Grace and 15 minutes Rounding the following results will be achieved with Double Deduct 09 02 rounds to 09 00 rounds to 09 19 09 10 rounds to 09 25 It follows that you will need to ensure Double Deduct is tumed off in the period before the Normal Start Time The Rounding is set up as a part of each Daily Rule You can set up to 4 time bands per day for IN and OUT times to allow different rules around normal Start and Finish times and break times Any times not included in a Rounding Band are not subject to Rounding Don t forget you can Clone Daily Rules so you dont have to set up every parameter whenever you create a new rule When you hover the mouse pointer over a t
56. a Cost Centre Auto Allocate When you design an employee s Work Schedule you can specify several Daily Rules that could be worked on a day For instance a shift worker may work 08 00 16 00 16 00 24 00 or 00 00 08 00 In this case you would programme all 3 Daily Rules for each working day and let the system automatically allocate one ofthe 3 Daily Rules depending on when the employee clocks in In the example above ifthe employee clock IN between 07 00 and 09 00 he she will be put onto this shift If several Daily Rules are set up with overlapping Auto Allocate bands the system chooses the one with the nearest clocking time to the normal shift start If no Daily Rules can be allocated the system will use the Default Daily Rule Auto Clock Out Selecting this option allows the employee to clock onto a Daily Rule and have the system automatically clock him her out In operation if the employee is still clocked IN at a time 2008 HR Industries Ltd Focus User Guide Schedules 45 equivalent to the Normal Shift End plus the Maximum Overtime allowed at the end ofthe shift the system will mark him her as clocking out at the Normal Shift End Daily Rule Details This is a free text memo field that is initialised with the date the rule was created and by whom You can use it to record reasons and dates of changes Open Shifts If you wish to pay by the hour i e not have a fixed Start and End Time set the Start Time to 00
57. ad 00 15 Rounded Time lost Three reports types can be selected from the fia Report button You can chose either textual graphic where the values are represented by a bar or a combination of the two 5 12 Lateness Reports menu Lateness The Lateness Report produces a detailed analysis by employee of late arrival at the start of a shift It details each occurrence giving Date planned Start Time Actual Start Time and Time Lost through lateness 2008 HR Industries Ltd Focus User Guide Reports 39 Lateness Outside Grace Time Mon 14 May 2007 to Sun 20 May 2007 1 Week All Employees Number Fist Name Last Name Date iim time 102874 Suson Athen 1405 2007 0800 0607 0007 Two formats are available Lateness Outside Grace includes only those occurrences where the employee arrives after the grace time creating a Late IN infringement on the timesheet The time lost is effectively the amount of time for which employees will not be paid Lateness Within Grace lists clockings where employees have arrived late but not late enough to create an infringement The time lost in this case is the time paid to employees which has not been worked 5 13 Absences Reports menu Absences The Absence Report provides a simple list of the number of absences per employee over a given period of time 5 14 Absence Periods Reports menu Absence Periods The Absence Period Report lists absences
58. alysis of Sick Days this Year You can setthe Start date of the Sick Year to a global date for all employees In this way you can align it to the Company accounting year or Taxyear etc Subject Description You can customise the term FOCUS uses to refer to the personnel clocking on the systeminthe menus and reports For example although most organisations will be using employee the term temp pupil teacher etc might be more appropriate Insurance Description Onthe Employee screen Contact tab there is a field for the employee National Insurance number The textual description of this field can be customised to suit the national terminology Currency Certain reports can be made to produce actual cash values for employee payments ifthe User has access rights to cash information inwhich case the currency symbol is shown on the report Here you canselect whether you want currency to be shown as Pounds Euros or Dollars BadgeLength The HRX3000 and HRX5000 terminals can be used with two different types of proximity badge technology The 125KHz technology manufactured by the HID Corporation use 8 numeric characters intheir badge number whereas the 13 56 MHz Mifare badges use 10 numeric characters to represent the Unique ID number of the badge The badge Length must be set according to the technology in use with yoursystem Max Break This is the number of hours FOCUS will allow for a break in working hours before it start
59. alysis ofthe Period as a whole is produced as well as the Annual Leave summary Flex Period Detail Mon 02 Jan 2006 Sun 15 Jan 2006 107345 Virginia Ackermane Date N OUT N OUT Mon 02 Jan 2006 0650 1257 1400 2010 Tue 03 Jon 2008 0851 1256 1356 1727 Wed 04 Jan 2008 0855 1258 1358 1734 Thu 05 Jon 2008 0857 1256 1356 1729 Fri 06 Jan 2006 0852 1258 1401 1726 Sat 07 Jan 2006 Sun 08 Jan 2006 Mon 09 Jan 2006 0853 1304 1357 17 26 Tue 10 don 2008 0650 1301 1401 1725 Wed 11 Jan 2008 0853 1304 1403 2027 Thu 12 Jon 2008 0653 1300 1400 17 26 Fri 13 Jan 2006 0857 1255 1357 1725 Sat 14 Jan 2006 Sun 15 Jan 2008 Flex Period Summary Contracted Hours this Period Basic Hours this Period Variance this Period Balance trom Previous Period Hours Carried Forward 7000 7230 0230 0000 0230 Shen P Pa eal Pa Fx2 Pa Pa P Pa F2 Ratet Deduct Doiy Balance 0000 0835 9730 01 05 01 05 07 55 0730 0025 0130 0600 0730 0030 0200 orso 0730 0020 0220 07 50 0500 0250 0510 0000 0000 0510 0000 0000 0510 9600 0730 0030 0540 08 00 0730 0030 0610 08 30 0730 01 00 0710 0000 0730 W WW 07 50 0500 0250 0230 9000 0000 0230 0000 0000 0230 7230 7000 0230 Annual Leave Summary Moldey St t Dotec 001 2006 Annual Erttlement 20 Leave Brought Forward E Leave Taken in Period o Leave Carried Forward E 2008 HR Industries Ltd Focus User Guide Reports 42 5 1
60. an Initial only rather than thefull name Advanced Weekly Rules This box should only be ticked if you have commissioned special Weekly Rules which have required the writing of Scripted Weekly Rules These will have been implemented by your system integrator Advanced DailyRules This box should only beticked if you have commissioned special Scriptec Daily Rules These will have been implemented by your system integrator UniquePayrollNumbers Tick this box if you wish Focusto enforce unique payroll numbers SimpleRota View Normally when the Rota screen is displayed all the T amp A rules are shown onthe tree view onthe leftside of your screen This includes the Daily Rules Weekly Rules and Work Schedules Ifyou prefer youcan show only the Daily Rules to simplify the selection process for programming the Rota Allow No Reason on Edits f this box is unticked users will not be able to edit Timesheets Calendars or Availability screens without providing a reason for the edit Show No Reason onCalendar Tickthis box to display on the Calendar absences booked without supplyingan editreason Edits update Fire Reports on HRX terminals If an employee forgets to clock their clocking can be entered by a supervisor If the clocking is for the current day their status on the Fire Report can be changed by sending the timesheet edit back to the clocking terminal applies to HRX series of terminals only If this box isticked entering
61. an employee s clocking on atimesheet for today will cause Focus to prompt the user Do you want the new status to appear on the Fire Report Service Refreshes Totals In a Multi User configuration FOCUS can be set upto run asa service on your server Inthis case the service is responsible for downloading the clock s specified by the Watch tick box onthe relevant Connection definitions Ifthe Service Refreshes Totals box is ticked the service will also recalculate any timesheets affected by the clockings it downloads If youdo not wantyour server to perform these calculations they can be carried out by one ofthe client PCs SynchroniseClocks OnDownload Instructs FOCUS to update the terminal Date and Time with the Date and Time fromthe PC each time it downloads the terminal 2008 HR Industries Ltd Focus User Guide System 90 9 5 2 Groups System menu Setup Groups tab Employee Groups are used to select employees for viewing and reporting purposes Groups can be any type of classification to suit your operation They could be for instance names of Departments types of Skill Pay Type Work Pattern or any other type of classification The only limitation is that each employee may belong to no more than 5 groups You may Add Edit and Delete Groups as you wish with the exception that you may not Edit or Deletethe Payroll Group whichisthe fixed group usedbythe Payroll Export function 9 5 3 Rates Sy
62. and OUT clockings for the same employee This parameter is used to dissuade employees from producing nuisance clockings This would normally be set to say 2 or 5 minutes If the employee clocks within this time period they will be presented with a message informing them they are infringing this rule This parameter is read from the clock and can be written back to it if changed Maximum Shift Hours The clocking terminal usually keeps track of whether an employee is clocking IN or OUT based on his her last clocking If an employee forgets to clock out the terminal uses the Maximum Shift Hours parameter to judge that the next clocking is an IN rather than an OUT The value of this parameter depends on the expected length of your maximum period between an IN OUT sequence but it would be normal to set this to around 15 hours This parameter is read from the clock and written back to it if changed Example If Maximum Shift Hours is set to 15 hours and an employee clocks IN at 06 00 if he she next clocks before 21 00 the terminal will judge them to be clocked OUT If they clock IN at 06 00 and then next clock any time after 21 00 the terminal will judge that they forgot to clock out and are in fact clocking IN The Focus software will mark the 06 00 clocking as an infringement with the reason Forgot to Clock Out The software will also generate an Exception Target Hours System if you have set the Target Hours for the Daily Rule cor
63. ans the employee is working 2 shifts on Friday WKS3 and DEF and the totals for the 2 shifts combined are put against Friday Ifthe employee had been scheduled to optionally work the same shift on Saturday as below Code WKS3 16 00 to 01 00 WK 3 16 00 to 01 00 Wednesday vacs 16 00 to 01 00 the half day at the end of the week would have been allocated to Saturday Date In Ow n Ou Rate 1 Rate 2 Rate3 Rete 4 Sick Hol Shift 1x01 00 x01 25 x01 33 x01 50 xa1 00 x01 00 Mon 06 Feb Absent 00 00 Tue 07 Feb 1553 2026 2059 0059 0830 WKS3 Wed 08 Feb 1555 2030 2057 00 56 08 30 WKS3 Thu 09 Feb 1551 2058 0059 WKS3 Fri 10 Feb 1557 20 30 2058 0056 08 30 WKS3 Sat11 Feb 1549 20 32 04 30 WKS3 Sun 12 Feb 2008 HR Industries Ltd Focus User Guide Absences 65 7 Absences 7 1 Calendar Absences menu Calendar a Shortcut Button This screen provides a Year to View Absence Calendar for an employee and allows you to book and unbook holidays and absences 2007 MTWTIFSSMIWIFSSMIWIFSSMIWITSSMIFNTIF SSMTWIF aor s 2 3 al e Fo 9 0 1 12 43 4 15 16 17 10 19 29 a 22 29 24 25 26 32 28 20 20 n Feb 12345567 6 919912 1 14 15 16 t 1i 20 ot os 26 27 20 Mar 1284567 8 99 Wk 12 13 14 15 16 X iS 19 20 21 22 22 24 26 26 27 2 WISE ap m sp 5 6 50 0 02 1509 6 16 17 18 19 20 x 92 24 25 28 27 May 129 496 7 8 9101 MEE te co 27 22 2 25 5 2g 0 v n 1 8 9 4 5 6 7 o 1 1 12 1
64. assword for a New User which will be the same as the User Name The User should subsequently change this to a memorable password of his her own choosing via the User Password menu The administrator can subsequently reset the password if it is forgotten tothe same as the User Name but cannot otherwise change it The General Tab shown above gives you the ability to set the Access Rights of a particular Supervisor to the various features within FOCUS The Object Tab below allows you to fine tune what a Supervisor can do For instance a Supervisor may be set up to only have access to Groups of Employees under his her supervision Ability to produce reports may be limited to any subset of the reports on the system Only certain types of absence booking may be permitted 2008 HR Industries Ltd Focus User Guide System 99 Administrator Ticking the NL check box gives the user Administrator rights which allows access to all areas ofthe system 9 7 Connections System menu Connections The Connections screen defines how your PC will connect to your clocking terminal s A PC may connect to more than one terminal but only one at a time The PC may connect via TCP IP Ethernet Modem or via a COMM port and serial cable Your PC does not need to connect to the terminals to view the PC database only to maintain employees on the clock download the clock and Watch employees attendance in real time
65. ay Taken to date Number of days or Hours Booked but not taken Maximum allowance that will be Carried Forward Amount that will be Carried Forward to next period 2008 HR Industries Ltd Focus User Guide Reports Holidays Days Employees Holidays For 2007 in Monthly Ordered by Surname Number Fest Name Last Name Vem stent Atowance Pr dust Token Booked Balance Man faa 107345 Vigne Ackerman 01012007 2 2 2 109724 Gavin Edwards 010172007 20 179 1 2 1 108554 Dawn Fairbanks 01012007 2 2 7 5 2 2 101999 Riom Ohelari 0101200720 2 4 2i 54 104565 Michael Hansel 01012007 2 2 2 109224 Wiliam Russel omno 20 19 1 acc 106860 Mak Santora omor 20 1 18 3 2 8 105498 Karen Yates 01012007 20 3 18 5 2 2 160 6 156 16 4 5 7 Memos Reports menu Memos 731 Days H Thu 08 Jul 2004 Kod Sat08 Jul 2006 hed 07 07 2006 17 26 07 07 2006 10 24 Pubic 03 05 2005 12 25 Pubic 12 11 2004 1216 Publ Accident ai work See Accident record book tor detal This screen is used to produce a report of employee memos Options are available to include your own and other user s memos Only a user with Administrator privileges will be able to print Other Users Private Memos 5 8 Cost Variance Reports menu Cost Variance The Cost Variance Report shows how employees actually work compared to planned working time set up on the Rota or Work Schedule 2008 HR Industries Ltd Focus Us
66. ay them as hours and minutes 2008 HR Industries Ltd Focus User Guide System 88 hh mm format or hours and decimal parts thereof hh dd Use the drop down box to choose one of the options Clocking Times are always displayed in hh mm format Note that the system stores the underlying data and carries out the calculations in hours and minutes and only converts to decimal for display purposes It is therefore possible that a long column of decimal times may not exactly add up to the displayed total for the column due to a cumulative rounding effect Startof Week Day You can start your week on any Weekday This is a single parameter for the whole system Ideally this parameter should be set once only but you can change this if you need to This has major implications for the underlying data See Weekly Totals for implications of changing this day on any stored data System Start Date Setthis date to the earliest date from which you wantthe system to automatically generate absence notification on failure of employees to clock Thetimesheet displays Absent System if it determines an employee should have worked but did not clockona particular day An employee cannot be Absent if the date in question is before the Employee Start Date setuponthe Employee Form Similarly the employee cannot be absentif the date is before the System Start Date Seealso Absence Conditions for SickY ear Start Date Certain Reports presentan an
67. ce the last scan from the Watch screen The Advanced Download facility in Clock Utilities is provided in case you suspect some clocking records may have been lost possibly caused for instance by PC power outage during normal download Proceed as follows 2008 HR Industries Ltd Focus User Guide System 7 Setthe Start and End Date ofthe Download using the Date Selectors Click on the Count button and the clock will search its database and count all clocking records that fall within the date range you have given it Works TCPAP Download Period Stat Dae EndDoe Thu 09 Nov 2006 M 4 Thu 09 Nov 2006 Hed Status Employees Upgrade Download TCP IP Bells A Don t worry about duplicating clockings on the PC by carrying out successive Downloads Any Clocking Records the PC already has are ignored 9 3 5 TCP IP System menu Clock Utilities TCPAP To allow the clocking terminal to be used as part of your Ethemet network it must be assigned an IP Address by your network administrator The Clock Utilities TCP IP Tab allows your administrator to inspect and set the IP Address that is held within the clocking terminal This would normally be achieved by communication over the RS 232 link tothe PC 2008 HR Industries Ltd Focus User Guide System 78 192 1680253 Neti sss Er Setting the IP Address is Password protected
68. data held in the FOCUS database which is updated by reading the 2008 HR Industries Ltd Focus User Guide Times 26 terminals at a frequency set itthe System Connections screen The example below shows that the Watch screen will be updated every 5 seconds HRX via TCP IP 192 168 0 253 4 4 PC Clocking Times menu PC Clocking This Option allows individual Employees to clock IN and OUT at their PCs as well as or instead of at the clocking terminals An Employee is given access to the feature by assigning him her a PIN number and a Password in their Employee Record They can then clock IN OUT from the Times Punch menu on the main FOCUS software if they have access to the full software or they can use the separate clocking utility which gives them access only to Clock IN OUT and view their timesheet and calendar 9 Logged In Chauvin Michael 102479 You Are IN Last Sun 01 Jun 14 15 Timesheet Calendar Change Password The PC Clocking feature is an extra cost option available from your FOCUS supplier 5 Reports uil Shortcut Button The Reports menu allows you to select and sort data by several criteria which vary depending on the 2008 HR Industries Ltd Focus User Guide Reports 27 type of report Date Range Report Period End Date xj Mon 03 Jul 2006 Hed 1 Sun 09Jul2006 Hed Stott Date Dates are selected using one or mor
69. day and the colour used in various reports You may find it useful to group like types of absence by colour Eg Public Holidays in blue sicknesses in green etc This will help when is comes to view the Absence Calendar Default Hours When you book an absence the system supplies the Default Hours as the suggested duration to book off You may override this at the time of booking Absence Type Select from Full Day or Half Day Holiday Public Holiday Sick and Normal Excluded Day An Excluded Day for the purpose of the Working Time Regulations is a day when the employee is not working As such the day is not included in working out the average hours worked over the reference period For instance holidays and sickness reasons would be excluded days but Company Service would not Calculation Type and Rate You can programme the system to Add hours to a day or Set the number of hours in a day at any ofthe 6 rates 2008 HR Industries Ltd Focus User Guide Absences 68 7 3 Availability Absences menu Availability M Shortcut Button This screen shows a monthly view of employees absence bookings within a Group 1234556878 9101121 M 15 TWIFSSMIWTFSSMT You can select the absence types to be included in the totals Holiday Sick Bank Holiday and Other and you can elect to view the totals and the graph as numbers Absent or numbers Available Reports available from the drop down list Bi showthe results in three
70. ddr1 Addr2 Addr3 Town County Zip John Felloves Mr 9 Dale Lane Brisby Lyn Bradford Mrs 14 Summers cresce Farnborough Hants Ann Downs Mrs The Gables Back Lane pshed Yorks Chris Mitchell Mr Five Acres Shore Road illoughby Notts Mike Barrow Mr 11a High Street iggington Hinckton Notts Use the Open File button to browse to the file containing the data you wish to import When you select a file Focus displays it in the CSV to Import Window It lists the names of the fields in the data file and allows you to specify which field within Focus to map to Any names that match in both files will be pre mapped for you Complete the mapping by picking the field within Focus that you want to map to from the drop down list box When you have finished setting the field mapping click on Import to read the data file into Focus You can use the Import feature to Add bulk data to an existing database For instance suppose when your system is installed you import only basic information on your employees such as Payroll Number Name and Job Description Later on you can add for instance address details by importing a CSV with this information as well as the pre existing Payroll Number When Focus Imports and finds a new record with the same Payroll Number as an existing record it prompts you to merge the new record with the existing one or to replace the existing record completely 2008 HR Industries Ltd
71. dentity 9 5 8 Payroll System menu Setup Payroll tab The Payroll tab on the System Setup screen allows you to define which Payroll Export options are offered from within the Payroll Report screen It also allows you to design your own custom formats for exporting hours worked to a Payroll package 9 5 9 Holiday System menu Setup Holiday tab The Holiday tab allows you to set up the parameters for a range of employees for a new or existing holiday year 2008 HR Industries Ltd Focus User Guide System 97 You 209 2 sede EM 01 01 2007 5 Employee End TAllowance Adis 106862 Mu Mad Stanioxd 01 91 2007 31 12 2007 20 1901 2007 31 12 2007 20 91 01 2007 31 12 2007 20 91 01 2007 31 12 2007 20 01 01 2007 31 12 2007 18 9101 2007 31 12 2007 20 307445 Mes Karen Miler 91 01 2007 3 12 2007 20 100902 Ms Wiliam Nelson 91 01 2007 31 12 2007 20 102465 Mi Timothy Hara 01 91 2007 31 12 2007 20 91 01 2007 31 12 2007 18 91 01 2007 31 12 2007 20 3istepetererete ere e Each Holiday Year has a Start Date and End Date The period covered need not be an exact year Each Employee starts the year with an Allowance and an amount Brought Forward from the previous year Adjustments can be made throughout the year for such as Holiday in Lieu by editing the Adjustments Column on the individual Employee Holiday
72. different views Text Shows one month s results as a textual report Workforce Availability May 2007 Total Employees 22 Availability for Employees in Weekly Total Date Holiday Bank Holiday Sick er Absent Available 01 05 2007 1 95 2008 HR Industries Ltd Focus User Guide Absences 69 Week A week at a view with details of Absence reasons Workforce Availability Weekly 07 May 2007 To 13 May 2007 Availability for Employees in Monthly Total Employees 8 B Holiday Bank Holiday Sick B Other Monday Tuesday Wednesday Thursday Friday saway sunday 107345 Virginia Ackerman 109724 Gavin Edwards O Hw Hooy HY 108554 Dawn F aithanks 104399 Riam Ghelan 104665 Michael Hainsel 109224 William Russell oa 106862 Mark Stanford Cog Colege 105498 Karen Yates a Avaitabiity s 88 em 75 75 wos 100 Month Graphical month view with colour key for absences Workforce Availability Monthly May 2007 Availability for Employees in Monthly Total Employees 8 BHoliday Bank Holiday BSick BOther IeIDPPMIMISGSPMIBIDISIMIBIZIIAJMNISI TPP LEP EPR NT ee ee areas sa ea val Auaitaitny 100 100 100 100 100 100 18 99 63 75 75 100 100 100 S9 75 94 99 100 100 100 100 9 100 9 amp VO 100 99 9 75 107345 Virginia Ackerman 109724 Gave Ecards a 108554 Dawn F aroari s y 104389 Riam Ghelare 104665 Michad Hainsel 109224 William Russet m 106862 Mark Stand a 1054
73. e Date Selector When you pick a date for a weekly report a Start Date will set up to the starting day of the week chosen and an End Date will set up to the date of the last day in the week selected Employee Selection Use the drop down list of Groups to select a single Group of employees for your report or All At the bottom of the list of Groups you will see Multiple Groups Click on this to expose the list of Groups and a set of check boxes so that you can select a number of groups to be included in the report If you want to select a single employee for the report or a subset of those shown simply click on the employees in the list to select them for printing Hold the shift key down and click in the employee list to select a block of records Sort Order You can sort your report by any column in Ascending or Descending order simply by clicking on the heading at the top of the column Report Generation Once you have set up your report with the range of information you require and the order in which you want it sorted click on the B print button or in the case where multiple report options are available drop down the list no and select the desired report With the report on screen further controls are available E Table of Contents For example in a Timesheet Report covering several pages the Table of Contents will contain a list of employees on the report If the Table of Contents is not visible click on this bu
74. e basis for this calculation and describes how you want to apply breaks overtime androunding calculations for a particular day s clockings You can design as many different Daily Rules as you need Forinstance you would have one Daily Rule fora 8AM to 5PM working day and another foran 8AMto 12AM day Daily Rules arethen combined into a Work Schedule or a Rota A Work Schedule describes a pattern of Daily Rules that repeats overtime usually overa period ofa week butthe period can be setto any number of days The Rota allows you to setup each employee s future Daily Rule for any day by comparison with other members ofa Group You can also specify WeeklyRules to apply at the end ofa week specifically to adjust Overtime calculations onaweeklybasis 6 1 Daily Rules Schedules menu Daily Rules You can specify as many different Daily Rules as you need Each rule has a short code which appears against each day s clockings on an employee s timesheet The Name is any free text you desire but you will find it useful if you include the Start and End times This text appears in the Timesheet status window when you hover the mouse pointer overthe Daily Rule short code ShotCode Name Stat Tine End Tine fwes2 x52 080010 17 00 ooo fizo The Start and End times are the normal shift times before any overtime is worked and are used to generate clocking Infringements for Late In and Early Out If you do not want the Daily Rule to register this type of
75. e list 2008 HR Industries Ltd Focus User Guide Times 23 Exceptions From Tnesheet Cj Canteen 0 By Cleaners 0 C3 Driver 0 By Fest Aider 0 T Leave 1 Bi Maintenance 1 Johnson N 104267 15 02 2006 3 Manager 0 TB Monthy 0 E Offce 0 T Starter 2 i Weekly 71 E Works 6 B Ariani J 104772 7 02 2006 Diamond T 103846 wno Johnson N 104267 15702 2006 Mahoney T 103374 17 00 2006 Melcher A 107873 19 00 2006 Vanderspool S 107456 17 00 2006 In this example because Johnson N is in both the Maintenance and the Works Group the Exception on 15th February appears in both Groups meaning that when this Exception is removed the number of this type of Exception will reduce by 2 Exceptions stay on the system until you remove or Authorise them by allocating a valid reason for the anomaly You can decide whether you want to pay for time off and allocate a reason for doing so Exceptions will appear on the Timesheet in red and on the employee s annual planner Clicking on the Exception item in the list will open the timesheet holding that Exception The Exceptions List and Timesheet can be used interactively to work through all the exceptional clockings within the chosen period of time Right click on the list of Exceptions to refresh it or start bulk Authorisation of Overtime Absence Conditions for An employee is registered Absent System on a Day if the Day
76. e screen the Employee s Timesheet for the date selected orto the Daily Rule for the date selected wis 30 11 12 13 Booking Absences on the Calendar To book an absence on the Calendar left click a cell or highlight a block of cells You can booka single Date or a range of Dates You can set the Reason hours to Add To or Replace any worked hours and add a comment The Comment becomes part of the Absence Periods Report The Group Frame at the bottom of the booking screen allows you to specify a single Employee a 2008 HR Industries Ltd Focus User Guide Absences 67 Group of Employees or All Employees Use the x Delete Button to cancel any booked absences All changes are logged in the system Audit Trail The Days Sick is the number of days sick taken to date for the holiday year Click on the did button for a colour report facsimile of the screen or E for a text only report 7 2 Definitions Absences menu Definitions When you edit an employee s Clocking Times or Calculated Totals or book time away from work for an employee you allocate an Absence Reason so that the system can analyse the changes and generate reports This screen defines the Absence Reason Works Shutdown Absence Reason Details Detak Hours joeo0 Absence ype Peon Ful Hokey JV Exchuded Day for Working Time Directive r Jeune Ej 9 z Name and Colour You define the Name ofthe absence e g Holi
77. e which will have rules for rounding times etc In the employee details screen here it is possible to override the System Defailt Daily Rule and set up a different Default Daily Rule for each employee This can be of particular relevance when programming the Rota Maximum Shift Hours FOCUS uses this parameter to help split groups of clockings into shifts There is a default setting in the Connections screen but this can be overridden forindividual employees if necessary to fine tune theirshift calculations Maximum Break Hours This is the number ofhours FOCUS will allow for a breakin working hours before it starts a new shift Considerthe following clocking pattern IN 09 00 OUT 12 30 IN 15 00 OUT 19 00 IfMax Breakis set to 4 or more the system will interpretthe clockings as a single shift with a 2 30 break in the middle ofthe day If Max Break is setto 3 or less the clockings will produce a split shift and apply 2 sets of Daily Rules There is a default system setting for this parameterin System Setup General tab butit can be overridden for individual employees ifnecessary tofine tune their shift calculations 2008 HR Industries Ltd Focus User Guide Employees 8 3 4 Holidays Tab Employee menu Holidays Tab Employees Holidays within FOCUS can be handled in two ways i Fixed The Employee is allocated a fixed number of days per year which may be varied year on year 2 Earned Holidays are accrued
78. egative The Max Carry column limits the number of holidays transferred from the End Balance column of one period to the Carry Forward column on the next period By editing the Start and End dates the period covered does not necessarily have to be a full year When using the Fixed Holiday method the Allowance column for each year may be edited as well as the Adjust The Earned Holiday method will be used for Temporary or Casual workers where the amount of holiday given is linked to the number of days the employee has worked for the Company The holidays earned are defined as a proportion usually around a tenth of the days or hours worked In this case we need to define what we mean by Days Worked how long constitutes a day and whether or not absences contribute to worked days Holiday Entitlement Hobday Year State 01 01 2006 Oas O Freed Hou 9 Eamed Earned Entitlement HoldayWorked Day 001000 Max Days 2000 Hall Threshold Full Threshold Holiday Worked Day This is the Accrual Factor or the number of holidays earned for each day worked In the example above the employee earns 1 day holiday for each 10 days worked Max Days Limits the number of holidays eamed to a maximum Half and Full Threshold These parameters define what constitutes a half day worked and a full day worked In the example if an employee works less than 3 5 hours in a day they will eam no holiday entitle
79. elease each door To disable this feature set the timer to zero The door stays unlocked while the Fire Alarm is active and remains unlocked for the time set after the Fire Alarm condition retums to normal Fire Alarm Status Granting access to this Door modifies the current employee status for the Fire Alarm Report Personnel passing through this access point can be deemed as IN or OUT for the Fire Report or can have no effect As each Door Rule is edited you can use Send to send it to the HRX5000 On completion of editing use the Write to disk to save a copy in the FOCUS database Having set up the Rules for each door the actual Access Rules can be defined These Rules define the time bands during which different Access Groups will be granted Access to through the Door The Rules are obtained from the clock modified and sent back as with the Door rules Access Rule Ir Door RSS Stattime EnTme M T W Th F So Su 006 Stores Entrance n o vo JAAA Cock 1939 OReky Rely2 OBarCockings Access Rules Read from Clock Mite to Disk Resttom i voee mm 24 00 MTWTFSS Status Employees Upgrade Download TCP IP Bells Access Control An HRX5000 Master can hold up to 200 Access Control Rules The Rules can are sent to the terminal and a copy saved in the FOCUS database in the same way as the Door Rules are maintained Group Each employee can be set up to belong to a
80. er Guide Reports 35 EE Number Tile Fist Name Planned Hours Actual Hours Variance Hours Planned Cost Actual Cost Variance Cost 102466 Mr Timothy O Hara 08 00 08 00 00 00 40 00 40 00 0 00 102473 Mr Michael Chauvin 10 00 0115 08 45 60 00 750 5250 104267 Mr Neal Johnson 25 00 21 45 03 15 150 00 130 50 19 50 108924 Mr Ales Vaia 2000 21 30 01 30 10000 10750 750 Planned Hours are calculated using the Standard Hours from the Daily Rule which is extracted from either the Rota orthe leftmost column ofthe Work Schedule whichever is used to programme the employees work pattem Actual Hours are derived from the Timesheet Variance is positive if Actual Hours are greater than Planned The Cost columns are calculated by multiplying the hours worked by the Rate Factor for the employee and the Employee s Gross Pay from the employee form The Pay columns will not be displayed if the System User does not have access to view Gross Pay 5 9 Bradford Factor Reports menu Bradford factor It has been recognised as a result of research at Bradford University that several short periods of absence are more disruptive than one long period given the same number of total days absent The Bradford Factor is a method of quantifying the disruption caused by a pattern of absence The definition ofthe Bradford Factor is SxSxD Bradford Factor Where S is the number of occasions of absence
81. er Job Title 107345 Admenstrator r Include In Groups Contact Groups Rules Holidays Dates Memos Alser Fire Muster Group The software is capable of generating a report of Employees present in the event 2008 HR Industries Ltd Focus User Guide Employees 6 ofa Fire Alarm activation by clicking on the A button One ofthe format options of this report is to group Employees by Fire Group which is set up on the Employee Screen Groups tab See also Printers on the System Setup menu 3 3 Rules Tab Employee menu Rules Tab Use the Employee Rules tab to tell the system which Time and Attendance Rules to apply to their clocking times Each employee has rules which define what times they work on a daily basis either a Work Schedule or a Rota and what rules to apply at the end of each week the Weekly Rules These rules are defined in the Schedules menu Each employee also has a set of Rate Factors for the 6 rates of pay that the system supports You can define these in multiples of hours e g time time and a third time and a half double time or you can enter an actual monetary value The time sheet multiplies the hours worked by the rate factor for each Rate of Pay giving a result in hours or as Gross Pay depending on the scheme you chose Selection of the Weekly Rules and Work Schedule is from the drop down list The memo fields are set by the
82. ertime rule Set your post shift overtime to pay at Rate 3 from 17 00 to 17 30 with a minimum of 15 minutes This is equivalent to saying the employee can work an hour before normal requested shift start and 30 minutes after normal shift end Now you can set the Star and End times for the shift to anything you wish say 13 00 to 19 00 and FOCUS will apply the same overtime rule relative to these Start and End times 6 4 3 Rota Editing Copy amp Paste As well as modifying individual cells you can make bulk change by copying and pasting whole areas of one Rota to another or one week to another Highlight the area you wish to copy by dragging the left mouse from one corner to the opposite corner ofthe area Alternatively click on a column header to hightlight a whole column or the left hand cell to highlight a row Select the whole Rota by clicking the top left cell Then position the mouse pointer over the highlighted area and right click to display the list of options As well as options to Add a Daily Rule Copy Paste and Clear you can also load the selected cells from the Work Schedule This allows you to set up a group where employees who generally work the same hours on a rergular basis but you want the flexibiliy and visibility of the Rota to modify shifts on a frequent basis 2008 HR Industries Ltd Focus User Guide Schedules 58 6 5 Flexitime Period Rules Schedules menu Flexitime Period Rules
83. gs for the 7 days of the week starting with whichever day you have set as your Week Start Date The problem with shifts over midnight is that they span 2 days of the week so the question that arises is which day of the week to put the times and totals against is it the first day or the second day The answer is that you have a choice and you can set it up on an individual Daily Rule basis In reading the timesheet you need to be aware that when say Monday has a time of 22 00 next to it this could be 22 00 on Monday or on Sunday depending on whether you have set the daily Rule to put the hours to the 1st day or 2nd day respectively The timesheet status box will tell you when you hover the mouse over the time the actual date of the clocking so you need be in no doubt With shifts over midnight you have to be extra careful when adding times to the timesheet Because of the reason above when you click on an empty cell to add a time the default date may not be the one you are expecting You need to check this and optionally change it when you add the new clocking Don t forget when you add or edit a clocking you can change the Time In Out status Reason and Date The timesheet will always display clockings in chronological order With shifts over midnight you need to make use of the tools and indicators available on the timesheet to make sure that you get the results you are expecting Working over Midnight The choice you make for allocating
84. he Default Shift when the user can force the times onto the correct shift Editing TIMES To edit a clocking TIME simply click on the desired cell on the Timesheet and the Edit Time screen will be presented The user can change the type of clocking IN or OUT the time of the clocking and the reason for the change The changes can be Saved or Cancelled or the clocking can be completely Deleted All changes are logged in the Audit Trail Edit Clocking Time 2008 HR Industries Ltd Focus User Guide Times 20 Terminal FOCUS remembers which terminal the employee clocked on and this information can be used to show hours worked by location Here the Terminal corresponds to the name ofthe Connection set up and can be selected from the drop down list Editing DAILY TOTALS Use this feature to Book an Absence or clear an exception For instance ifthe system detects the employee has failed to work the expected number of hours for a shift it will mark it as an exception You can then allocate a reason for this and or authorise payment of extra hours Click on cell holding the hours calculated to edit its contents When you click on the cell the system presents extra information regarding availability of employees in the groups this employee belongs to helping you to make decisions whether or not to allow time off e g holiday IB Edit Daily Total Edit Detail Employees Absent Michael Chauvin Hobday 08 00
85. he Flex Period covers a lengthy period oftime you may set the system up to maintain the Flexitime balance within set limits of Maximum Positive and Maximum Negative hours 2008 HR Industries Ltd Focus User Guide Schedules 61 Flexitime Period Advanced Schedules menu Flexitime Period Rules The Advanced Tab allows you to further configure the way the Flexitime Group behaves Column Control You can specify which column on the Timesheet the system uses to display its calculations for Flexitime as well as the text to be shown for the columns headings The Deduct column is the hours contracted to be worked for that shift for that day The Balance column is the running Flexitime Balance and the Daily column is the balance for the day which is the difference between Contracted Hours and Worked Hours Type You can specify whether the balance is treated as hours owed to the employee or as hours owed to the employer This is the difference between traditional flexitime where an increasing balance can be exchanged for time off and a system of Banked Hours where an employee owes so many hours of worked time to the employer in lieu of overtime You can specify which Flex information to show on the timesheet and the column position in which to show it Flexitime Timesheet When an employee is allocated to a Flexitime shift the timesheet shows extra information relating to the management of flexitime
86. he content and order ofthe columns as well as the usual sort order 2008 HR Industries Ltd Focus User Guide Reports 33 r v Fest Name v Last Nan v Pact Number Badoe Numb_ Job Tile Work Schedule v Weekly Rui Work Schedule Works 3 Shit System Teslght 16 00 to 01 00 Uses Rota Works 3 Shit System Cook Waitress Works 3 Shit Syatem Supervisor Works 3 Shit System Mecharic Stalf 09 00 AM to 05 00 PM Cook Works 3 Shit System Each drop down box exposes the list of available column types Select none if you want the column to be blank in which case it takes up no room on the report Column widths can be altered by dragging on the column title The Preset button sets the columns to their default state which produces a quick and easy basic Employee List Report The Clear button sets all columns to none The Bix button exposes the choice of either a List Report based on the columns you have chosen or a Detail Report which uses one page per employee and is of fixed format i e is not controlled by your set up of columns 5 6 Holidays Reports menu Holidays The Holiday report produces a list showing the holiday status for a Group of Employees As well as showing the Holiday Year Start Date it also lists Yearly Allowance Holiday Brought Forward from previous period Adjustment Days or Hours allowed this year e g Days in Lieu Number of Days or Hours personal holid
87. idays over the period Date IN OUT IN OUT Shit Ratei Rate Rate Double RateS Rateb Mon 09Jan 2006 08 53 1304 1357 1728 FX1 08 00 Tue 10Jan 2006 08 50 1301 1401 1725 PX1 08 00 Wed11Jan2006 08 53 1304 1403 2027 FX1 08 30 Thu12Jan 2006 08 53 1300 1400 1728 FX1 00 00 Frit3Jan2005 08 57 1255 1357 1725 FX2 07 50 Sat 14 Jan 2006 Sun15 Jan 2006 3220 0000 0000 0000 0000 0000 Sickness Summary Annual Holiday Summary Paid Unpaid HolidayStart Date 01 01 2008 Sick Days Since 01 01 2006 0 o AnnualEntllement 20 3 SickDaysin This Period 2 o HolidayBroughtForward 23 HolidayTaken in Period 0 HolldayCariedForward 23 Holiday Booked After Period 6 Paid Sick Periods From Calendar Work into Prey From To Days Days Nea D nonw 1201206 2 2 D The Sickness summary is for the year from the 1st January ofthe year in which the Payroll Period falls whereas the Holiday period is from the employee s Holiday Start Date for the current year The Annual Holiday Entitlement shows the basic Entitlement Extra Days The Holiday Brought Forward is the Total Entitlement minus Holidays taken up to the start of the Payroll Period The Paid Sick Periods sub report lists the periods which may be used in the calculation of Statutory Sick Pay SSP The Sick Period starts with a day when an absence is booked with a reason which has a type of Sick Paid The period continues until either The employee has clocking times i e comes in to work OR
88. ime on the timesheet the tool tip text indicates the rounding rules applied if any 5 Break Band Tab Schedules menu Daily Rules Break Band Tab ShotCode Name wxs2 WKS2 08 00 to 17 00 Break Band Disable A Break Band has no effect if the From and To times are the same e g Break 2008 HR Industries Ltd Focus User Guide Schedules 49 Band 2 4 above Break Band Rate If the Break Band lies wholly within a programmed Rate Band as defined by Overtime 1 the system deducts the break at the prevailing rate In the case where a Break Band overlaps 2 Rate Bands you can specify at which Rate to deduct the Break Penalty Break If a Break Band is set up Paid or Unpaid and no clocking takes place in the break band then the system deducts the Penalty Break This can be switched off by making the Penalty break time 00 00 Break Infringements Infringements are created when an employee clocks OUT Before or IN After a Break Band or takes too long a break Break Overrun Conditional Break You can make the break be conditional upon the employee being clocked IN at a certain time Break Rounding By Using the Grace and Round parameters which are both in Minutes you can round the actual break taken For example using the 3 minutes Grace and 10 minute rounding as in the example Break Band 2 the following results would be calculated Break mins Deducted mins up to 10 10 11 10 12 10 13 10
89. in a period and D is the total number of days absence in the period Focus allows you to nominate Sick Paid and Sick Unpaid as the absence types for Bradford Factor Analysis A period of absence is defined in the same way as the periods for the Absence Periods report See the example Calendar below MTNWTFSSMTNTFSSMTNFMNTFSSMTN KNTFSSMTwWTFSSMTNTF UN c c CNN 05 16 NIM 2 23 24 25 26 27 28 29 30 8 9101112 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 1 557 8 9101112 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 6 7 8 910 11 12 13 14 15 16 17 16 19 20 21 22 23 24 25 26 27 28 29 30 51 7 8 910 111213 14 15 16 17 18 19 20 21 22 23 24 25 28 27 26 29 30 1 4 S amp 7 8 9101 12 13 14 15 16 17 16 19 20 21 22 23 24 25 26 27 28 29 30 The period 4 Apr 2006 to 20 Apr 2006 is treated as one period In this case the employee is scheduled using the Rota and is not rostered for work on 6th to 8th April etc and as such is not absent at this time The Absence Period Report may be used to confirm this 2008 HR Industries Ltd Focus User Guide Reports 36 Absence Periods Repo Sat01 Apr 2006 to Sun 12 Nov 2006 226 Days Employees in Bradford Ordered by Last Name Absences Sick Paid Unpaid Type Stort End Days Days ong Michael Murdoch 04040006 200042006 7 10 03072006 0507 2006 3 3 In this case the employee has 2 periods of absence for a total of 13 days Bradford Factor 2 X 2 X 13 52
90. king at a terminal employees can also clock at their PCs and check holiday bookings from their PCs or over the Internet Poximity terminals use smart cards or keyfobs to clock IN This is probably the fastest method for users to register their clockings meaning no queues at the clock Users just hold their tokens near the reader the reader beeps and the user s name is shown on the screen along with their current IN OUT status No contact means no wear and tear Badges can be printed for ID and terminals can control access to premises Direct link to Fire Alarm and Printer for rollcall Sealed IP65 versions available Model types cover HRX5000 HRX3000 HRX1000 Connect by TCP IP RS 232 Serial USB intemal GSM or PSTN modem The Biometric Hand Scanner uses 3D hand geometry and PIN number to combat buddy punching in unsupervised situations This is a mature technology resistant to contamination of hand from environment Connect by TCP IP RS 232 serial USB or external modem Biometric Fingerprint Reader The latest technology can identify hundreds of fingerprints in seconds Just place the finger to clock IN or OUT For extra security add a PIN number or proximity card The fingerprint is not saved just a unique numeric representation Option to store the fingerprint templates on Smart Cards Connect by TCP IP RS 232 serial USB USB Memory Stick or external modem 3 Employees amp Shortcut Button Cu Starts the creation
91. l be a section in your printer manual telling you how to set these up You must set the printer or Serial to Parallel Converter to the following settings Baud Rate 9 600 Baud or Bits per second or BPS Word Format 8 Data Bits 1 Stop Bit No Parity If the printer prints some text when the Fire Report is generated but the text is random garbage the Baud Rate or Word Format will be set incorrectly If the printer prints large blocks of text correctly but seems to have lost chunks of data compare the actual printed output with the report sent to the PC the most likely cause is the Ready signal from the printer not connected When this happens the sending device either does not send at all more usually or sends even if the printer is not ready in which case data gets lost Use the Printer Status utility to check the state of the printer s Ready signal with the printer switched off and on or off line and on line NB Your printer must be capable of printing Raw Text as opposed to requiring a Windows Driver This may not be true of newer lower cost PC Printers Laser Printers and Time to First Page 2008 HR Industries Ltd Focus User Guide System 87 When using a Laser Printer the time to first page parameter for the printer will be particularly important fora Fire Evacuation printer Because the printer heater needs to reach temperature before it can print it thermally fixes the tone
92. laces the printer Page Break or go to the top of the next page function with the text PAGE BREAK 9 4 3 Show Fire Alarm Printer Status System Fire Alarm This option only functions on the PC connected directly to the clock Clicking on the Show Fire Alarm Printer Status button causes the PC to ask the clock to check the state of its Fire Alarm Printer Ready signal This is the mechanism by which the printer signals to the clock that it is ready to receive information to be printed If the clock indicates that the printer is NOT READY this indicates that any of the following conditions is TRUE The printer is not switched on The printer is not connected to the clock cable unplugged at printer end or clock end The Ready Signal in the cable is not connected to the correct pin in the DB 25 connector normally pin 4 or pin 20 The Printer is Out of Paper The printer is switched to Off Line there is usually a button on the printer front panel to take it On and Off Line 9 4 4 Send Test Printout to Printer System Fire Alarm This option only functions on the PC connected directly to the clock Click on the Send short test printout to fire alarm printer button to cause the clock to send a brief test printout to the Fire Alarm Printer This will help you check that the printer is switched on and ready to receive data and that the printer is set up to the correct communications format for the clock
93. ment Between 3 5 and 7 hours will allow them 0 5 of 0 1 days holiday and over 7 hours worked will give them the full 0 1 day holiday entitlement Earned holiday can be set individually to work in Hours as well as Days When working in Hours or Earned Holiday the system uses a simple count of time worked using the rounded figures which is 2008 HR Industries Ltd Focus User Guide Employees 10 multiplied by the Accrual factor to calculate the hours holiday entitlement If any employees are using Eamed Holidays the Absence Definition form has an extra parameter Contributes to Holiday Entitlement Name Company Serice Absence Reason Details I EvehudedDay lor Working Time Directive v Contributes to Holiday Entitlement me iE The Contributes to Holiday Entitlement tick box determines whether this type of absence counts as worked time for the calculation Note Absences booked for the future do not count towards Eamed holidays So if an employee has a week s Company Service to be taken in 3 months time he she will not benefit from the Earned Holiday entitlement until the Company Service has been taken See also Holiday Report 3 5 Dates Tab Employee menu Dates Tab Use the Dates Tab on the Employees form to set up key dates 2008 HR Industries Ltd Focus User Guide Employees 1 Contact Groups Rules Holidays Dates Clock Memos User
94. mployee is Absent fails to work the expected number of hours Target Hours or works an unexpected shift Default Rule Here you can selectthe colours on the Calendar which will be used to represent these exceptions Background Report Colour The list reports have every altemate line set against a programmable background colour to help make long reports more legible This background colour is light grey by default but you may change it to suit your printer If you do not want this striping effect set the Background Colour to white Report Rate Colours Colours used to depict Rate columns in reports 9 5 5 User Defined Fields System menu Setup User Defined Fields tab FOCUS is capable of assigning an unlimited number of User Defined Fields to each Employee Record The fields are specified here in System Setup Data is entered and displayed on the Employee form and reports generated within the Employee Summary Report 2008 HR Industries Ltd Focus User Guide System 93 9 5 Each field can be of type Text Number File List or Date If you specify Text you can also set up the number of characters and number of lines of text you wish the Employee Form to accept In the case of File Type FOCUS stores the path to the file and supplies a Browse and View button on the employee form Use this field type for accessing an employee photograph and scanned images such as CV and contract of employment In the
95. n Access Group in the Employees Clock tab This Group is then allowed access to the Doors defined by the Clock and Release the time band and 2008 HR Industries Ltd Focus User Guide System 81 the Day flags Bar Clockings You can use an Access Control Rule to define a time period for a Group of employees when they are not able to clock IN and OUT on a particular terminal The Group here is the Access Group as defined on the employee s Clock Tab 9 3 8 Templates System menu Clock Utilities Templates The Focus software is capable of interfacing to the Recognition Systems Hand Geometry Reader as well as its own native HRX range of proximity clocking terminals You can specify a connection to a Hand Reader via the Connections screen and you can connect by RS 232 Modem or TCP IP The Hand Reader takes a 3D image of an employee s hand at the time of clocking and compares this image with a stored template The original template is created by the Hand Reader taking an initial set of 3 images and averaging the result as part of the employee enrolment process Each employee is assigned an ID number which references their template When an employee wants to clock IN or OUT they enter their ID number the type of clocking and then present their hand to be scanned and compared with their stored template The templates screen allows the Focus system user to manage the storage of the hand templates Using this screen the user can
96. n this Company there are 33 employees All There are 26 on the Payroll 3 work in the Canteen 1 is a Cleaner etc The Maintenance Group has been opened by clicking on the word Maintenance to expose the names ofthe 4 employees allocated to that Group Clicking on the Employee Name will cause the screen to show the details for that employee Clicking on Maintenance again will close the Maintenance Group By the nature ofthe Grouping system each employee can appear in more than one Group Therefore the number of employees on the system 33 will not be equal to the sum ofthe employees in all the 2008 HR Industries Ltd Focus User Guide Employees 4 Groups Right Click on the employee in the tree view to navigate to the Employees Details Time sheet or work rules 3 1 Contact Tab Employee menu Contact Tab The Contact Tab on the Employee form shows you and allows you to edit the Employee address and contact telephone number details PIN aver 20005173 Timesheet Patiwod View a Personal Number Contact Groups Rules Holidays Dates Clock Memos User Note that the User Tab on the right hand side ofthe form at the bottom only appears if you have defined any User Fields in the System Setup section PIN This field and the three following are only visible if you have purchased the PC Clocking Option This allows Employees to clock IN and OUT at their PCs as well as or instead of
97. ng them as Overtime If you right click anywhere in the Exceptions tree view you will be offered the options to Refresh the tree view exceptions list and Authorise any Unauthorised Overtime If you select Authorise a list of all employees with Unathorised Overtime for the date range will be displayed Authorise Mon02Apr2007 M 4 7 Sun 08 Apr 2007 M84 The Hours column shows the amount of overtime that has been worked and you can see from the actual clocking times why overtime has been accrued Using this Bulk Authorise screen you can authorise part or all of the overtime worked for some or all of the employees listed When overtime is authorised each occurrence generates an entry in the Audit Log If you don t wish to authorise overtime for all employees in the list left click on the ones you do want to authorise before clicking the Authorise button 2008 HR Industries Ltd Focus User Guide Times 25 Enter the amount of hours you are prepared to authorise the Rate at which you will be paying the overtime and a Reason and Comment 4 3 Watch Times menu Watch ga Shortcut Button The Watch screen allows you to display a real time view of employees IN OUT status Watch PN627641 PN297257 PN114623 PN721894 PN965203 Armistead Bentley Bessinger Blalock Read Tue 10 48 42 Tue 07 48 19 Tue 07 48 16 This screen is a view of the clocking
98. nual activation is necessary See Fire Alarm Printout The PC Fire Report described here requires that the Focus Software is running that the PC network is running to get data to the printers and that the nominated user is available to Click on the Fire Report button On this screen you also set up how you would like the fire Report to be formatted Group By Allows you to group the Report by Fire Group or Terminal In the case of Fire Group the Employee if present will be listed under his her Fire Group as it appears on the Employee Form Groups tab In this case in the event of fire the employee will be expected to return to their home muster station If you select grouping by Terminal the Employee will be listed under the last Terminal at which he she clocked In this case the Employee will be expected to report to the nearest muster station to the place he she last clocked Order By Allows you to select the sorting of the Fire Report by the Employees Payroll Number First Name or Last Name Page Breaks Forces a Page Break between the Fire Report Groups to allow you to send separated sheets of paper to different muster stations 4083 211 591 1HP LaserJet 1020 HP Laveslet 1020 9 5 7 Cost Centres System menu Setup Cost Centres tab Focus allows you to set up Cost Centres and report hours planned and worked based on Cost Centres A Daily Rule may be set up to be associated with a particular Cost Centre and when tha
99. onm fo Rse2Mn oo fo z Rse3Me oo fo Rwe3Me oo o Rite4Max ooo o RuedMn Kom fos Rale5Max foo o RweSMn mo o Rwe amp Mw pm o RweGMn o o Weekly Limit allows you to pay at a higher rate after a set number hours have been worked in the week Weekly Clawback ensures overtime is not paid until an employee has accrued a minimum number of hours at a lower rate Both of these features can be turned off by unchecking the relevant boxes Weekly Rule Details This is a free text memo field that is initialised with the date the rule was created and by whom You can use it to record reasons and dates of changes 6 4 Rota Schedules menu Rota Rota Shortcut Button Use the Rota option if your employees hours of work do not fit regular repeating patterns Select a Group of employees and schedule the daily Rules they will be working on a given day The Timesheet then applies these rules to the clocked times Scheduling employees using the Rota also allows you to analyse planned costs against actual costs using the Cost Variance report 2008 HR Industries Ltd Focus User Guide Schedules 55 Rotaed Daily Hours The Rota calculates the hours you are scheduling for each day and for each employee This is based on the Standard Hours parameter from the Daily Rule Rotaed Daily Cost Monetary values are calculated as the product of hours worked and basic rate of pay Monetar
100. p saved Supervisor 16 11 2005 160200 Advanced Download from 15 11 2005 to 16 11 2005 100 new Records Supervisor 16 11 2005 155845 Clock Setup changed Supervisor 16 11 2005 15 57 52 Clock Setup changed Supervisor 16 11 2005 15 25 34 PNT12729 Anderson Absence Booking Added 12 12 2005 16 12 2005 Company Service Supervisor 16 11 2005 152344 PNT12729 Anderson Absence Booking Added 20 12 2005 Holiday Supervisor 16 11 2005 152326 PN712723 Anderson Absence Booking Added 21 12 2005 Colege Supervisor 16 11 2005 132935 Supervisor logged n Supervisor sue mer 16 11 2005 132855 PN627641 Armistead Clock IN on 16 11 2005 at 09 13 changed to IN at 07 30 sue mer 16 11 2005 132747 PN627641 Armistead Clock IN on 16 11 2005 at 10 39 changed to IN at 09 13 suemder 16 11 2005 131937 User Logged In Supervisor 16 11 2005 131919 System User Edited sue miler Supervisor 16 11 2005 13 1832 Supervisor logged n Supervisor chiis horner 16 11 2005 121624 PN627641 Armistead Edited Rate 2 on 16 11 2005 hom 00 00 calculated to 0300 edited Dental Appointment chris homer 16 11 2005 13 14 04 PN627641 Armistead Edited Rate 1 on 16 11 2005 hom 01 15 calculated to 08 00 edted Holiday chris homer 16 11 2005 1312 25 PN627641 Armistead Edited Rate 1 on 17 11 2005 trom 00 00 calculated to 08 00 edited Holiday chis homer 16 11 2005 11 5243 PN10005 Smith Eddted Rate 1 on 01 11 2005 from 00 00 calculated to 08 00 edited Company Service chis homer 16 11 2005
101. ple shows how you would set up a shift to pay the first 8 hours at rate 1 then up to 2 more hours at rate 2 Overtime 2 can be used in conjunction with Overtime 1 with Overtime 1 being calculated first NB When you create a new Daily Rule Overtime 2 will be set up with rate 1 flowing to rate 1 Rate 2 to Rate 2 etc which causes Overtime 2 to have no effect Be aware that when you clone a Daily Rule the Overtime 2 settings will be copied from the old rule to the newrule so you may needto check and adjust the settings 2008 HR Industries Ltd Focus User Guide Schedules 47 6 1 4 Rounding Tab Schedules menu Daily Rules Rounding Tab When an employee clocks IN he she is allowed to be late by the number of Grace minutes you can set this to zero If this Grace Time is exceeded the employee is deemed late and the IN time is adjusted forward to the nearest Increment time In a similar way Grace Out allows an employee to clock OUT a few minutes early before docking extra time for early departure For example if the Grace IN time is setto 3 minutes and the Increment IN is set to 15 minutes Clock IN at 09 03 will be adjusted back to 09 00 3 minutes late arrival allowed Clock IN at 09 04 will be adjusted forward to 09 15 11 minutes deducted for excessive late arrival Clock IN at 08 55 will be adjusted forward to 09 00 In time rounded to quarter of an hour Similarly if Grace O
102. r to the paper this parameter can be substantially effected by ambient temperature A figure of 6 seconds quoted at room temperature can increase to 45 seconds or more as the temperature drops This can be offset by setting the printer to not go into standby mode Consult your printer setup manual for more information 9 5 Set Up System System Menu Set Up System You should use the System Set Up screen to configure the system the way you want it before entering any substantial volume of employee data or collecting large numbers of clockings 9 5 1 General System menu Setup General tab Report Footer Test ABC Company Lid Hours Format Subject Dezcrohon Hmm v Employee Start of Week Insurance Description Monday x NI Number System Start Date Cunency Badge Length Max Break 0170172006 t w fs x 4 vw Sick Yeu Stat Date ES S x Toe oi Jan 2008 gt Ask to Backup on Exit Rota Quartier Simple Rota View C Retum to Work Interviews V Allow No Reason on Edts iniia First Name in Employee List v Show No Reason on Calendar C Advanced Weekly Rules O Edis Update Fire Report On HRX v Advanced Daly Rules C Serice Retesh Totals Unique Payrol Numbers Synchorise Clocks On Download General Groups Rates Colours User Fields Printers 5 Cost Payroll 5 Holiday ReportFooterText Appended atthe bottom of each report page printed HoursFormat When the system calculates hours worked it can displ
103. responding to the 06 00 start time Next BST starts amp Next GMT starts The clock is programmed with these dates so it can automatically make the BST GMT adjustment during the night on the date concemed The clock adjusts the time as follows Start of BST at 02 00 AM changes the time to 01 00 AM Start of GMT at 02 00 AM changes the time to 03 00 AM You can set the dates for the changeover anything up to a year in advance When the clock makes the adjustment it calculates and saves the date for the next changeover ofthat time BST or GMT as follows Set start of BST to the Last Sunday in March Set start of GMT to the Last Sunday in October These dates are read from the clock and are written back to the clock if changed Time Time Set Time The time is held in a separate frame on the Clock Utilities Status Tab as sending the time to the clocking terminal takes a degree of care When you click on the Get Status from Clock button this box shows the exact time that the clock shows This box is not updated unless you click on the button again To setthe time on the clocking terminal enter a time into the box that is say 15 seconds ahead ofthe current time and when the 15 seconds have elapsed click on the Set Time button Note that this sets the time on the clocking terminal and has no effect on the PC clock 2008 HR Industries Ltd Focus User Guide System 75 9 3 2 Employees Sy
104. rm Printout Printout Format Design Send Fire Alarm Printout to PC Show Fire Alarm Printer Status Send Test Printout to Printer Send Fire Alarm Printout to Printer Fire Alarm Printout Troubleshooting Set Up System General Groups Rates Colours User Defined Fields Printers Cost Centres Payroll Holiday Set Up Users Connections Import Backup Restore Overtime Working and Authorisation Index 103 109 2008 HR industries Lid Focus User Guide User Interface 4 1 User Interface The software has the familiar Outlook look and feel with shortcut buttons traditional drop down menu and treeview to navigate with a large multi tabbed work area us in Ou m Ou Reto Fanz Rene 3 Rete Rate 5 Fn 6 5n L l etm jezsperssperse azoojoeso You can increase your work area by temporarilly removing some of the menus and navigation buttons by using certain Function Keys on your keyboard F6 Hide the left hand Treeview The width ofthe left hand navigation pane can also be reduced by clicking on the divider with the left mouse button and dragging it to the required position F7 Hide the Large Icon Buttons F8 Hide the Drop Down Menu F9 and F11 Toggle Full Screen mode On and Off 2008 HR Industries Ltd Focus User Guide Terminals 2 2 Terminals The FOCUS software uses any ofthe terminals shown below to collect Employee clockings As well as cloc
105. rt Il Terminals 2 Part Ill Employees 2 Part IV Part V Contact Tab Groups Tab Rules Tab Holidays Tab Dates Tab Clock Tab Registering a New Employee on the Clock Changing an Employee s Badge Deleting Employees from the Clock Memos Tab User Tab Times Download Timesheets Rounded Times Status Bar Timesheet Editing Weekly Totals Infringements Exceptions Watch PC Clocking Reports Timesheets Payroll Totals By Employee Totals By Week Employees Holidays Memos Cost Variance Bradford Factor 2008 HR Industries Lid Part VI Working Time Regulations Infringements Lateness Absences Absence Periods Flexitime Balance Flexitime Period Clockings Who s In Schedules Daily Rules General Tab Overtime t Tab Overtime 2 Tab Rounding Tab Break Band Tab Break After Tab Bonus Tab Exceptions Tab Work Schedules Weekly Rules Rota Rota Editing Fixed Daily Rules Rota Editing Variable Rule Rota Editing Copy amp Paste Flexitime Period Rules Flexitime Period Advanced Flexitime Timesheet Shifts over Midnight Part VII Absences Part VIII Calendar Definitions Availability User Password Log In Log Out Part IX System Archive Audit Log Contents jo 2008 HR Industries Lid Contents Part X Clock Utilities Status Employees Upgrade Advanced Download TCP IP Bells Access Control Templates Fire Ala
106. s Clock Memos User The fields are laid out in the order they were specified on the System Setup form Times 41 Download Times menu Download R3 Shortcut Button Downloading is the process whereby clocking times are transferred from the clocking terminal to the PC As such it can only be performed by a PC with direct connectivity to the clock You should always Download before checking Timesheets that may contain recent clockings Clicking on the button causes the clock to send information relating to all clockings that have been made since the last time it was downloaded See Advanced Download for re collection of clockings that have already been downloaded Itis normal to download the clockings either every day or every week depending upon how you have decided to implement the process of checking and correcting authorising clockings for payment If you use the Watch feature to indicate a Group of employees IN OUT status in real time the clock is Downloaded at a frequency determined by the Connection screen 2008 HR Industries Ltd Focus User Guide Times 47 Alterntively your installer will be able to set up your file server to download the clock s at regular intervals down to 5 seconds to ensure that information is available in approximately real time 4 2 Timesheets Times menu Timesheets Shortcut Button The Timesheet screen presents a week s clocking times for an employee
107. s 22 4 Clocked IN late at the end of a Break 5 Clocked within the Break Band but took too long a Break Infringement Reports show how much time has been lost through poor time keeping Once an infringement clocking has been detected it can only be removed by editing the clocking time or changing the Daily Rule Work Schedule 4 2 6 Exceptions A Shortcut Button The Exceptions button presents a list of timesheet anomalies that may need to be dealt with or authorised This acts as a To Do list for regular timesheet maintenance Exceptions are split into 7 categories The employee did not clock on a day when they were scheduled to work Absent Although the employee clocked the expected number of hours were not worked Target Hours The employee worked on a day booked as a Public Holiday The employee worked unexpected times and was allocated to the Default Shift The employee worked more hours than expected Unauthorised Overtime The employee missed a clocking usually forgot to clock out The employee clocked IN or OUT on Business MOm Noe Exceptions can be shown for a range of dates such as This Week Last Week and are arranged into a hierarchical view starting with Exception Type then Group then Employee then Date Due to the way the Grouping feature works within Focus where an employee may be present in more than one Group it stands to reason that an Exception may appear more than once in th
108. s a new shift Consider the following clocking pattern IN 09 00 OUT 12 30 IN 15 00 OUT 19 00 It Max Break is set to 4 or more the system will interpret the clockings as a single shift with a 2 30 break in the middle of the day If Max Break is setto 3 or less the clockings will produce a split shift and apply 2 sets of Daily Rules 2008 HR Industries Ltd Focus User Guide System 89 AsktoBackupon Exit Tick this option if you want Focus to prompt the user Do you want to make a Backup of your Database every time on exiting the program Rota Quantities Selecting this option creates 3 extra rows onthe Rota screen Quantity Items per Hour and Cost per Item Having planned the Rota the User can enter the Quantity of Items planned to be manufactured or processed for each day The systemwill then calculate based on the planned hours for the day the number of Items per Hour and their Cost ReturntoWork Interviews The system allows you to enter the date of a Return to Work Interview against each period of absence If you tick this option whenever you book or editan absence you will be able to add the date of a Return to Work Interview These dates along with any associated comments can be reported using the Absence Period report Initial Firstnamein Employee List To reduce the amount of screen width taken by the Employee List such as onthe Timesheet Screen youcan use this option to display the First Name as
109. s to cause the system to initiate a Target Hours System exception if the employee fails to work the amount of time specified by the core time in this case 4 hours Stat Time EndTme 1000 fiso Next Programme Lunch as a break of 30 minutes unpaid between 12 00 and 14 00 Break Band 1 From i200 to 1400 bek v Tie eo 2008 HR Industries Ltd Focus User Guide Schedules 59 The Penalty break will subtract 30 minutes ifthe employee does not clock for the break Then set up the flexible portions of the day before and after the core time using the Overtime 1 Tab In this example the employee can work from 07 00 to 10 00 and from 16 00 to 18 30 Set up the Overtime rules as follows This allows up to 3 hours before the core time and 2 30 after the core time Specify Rate 1 to ensure the time worked counts toward flexitime Once you have programmed the Daily Rule s you build them into a Work Schedule in the usual way Note that you can have different daily rules making up a flexitime work pattem In the Work Schedule below different flex rules apply Monday to Thursday to those which apply on Friday Maybe the core time is different or the Flex Target contracted hours is not as high Note also that if the employee works at the weekend another set of rules is applied that could for instance pay worked hours at standard overtime rates Rate 2 Rate 3 etc All that s lef
110. ss Totals for that Employee for that Week Hourly totals can be displayed as either hours and minutes hh mm format or hours and decimal parts of an hour hh dd format depending on the Hours Format in the System Setup General tab Times are always displayed in hh mm format Timesheet Locking Whenever you display a timesheet for a particular person fora particular day the hours worked are calculated on current clockings available current changes made and current rules for working This allows you to make changes and observe the results When the timesheet has been checked and approved and you no longer want it to be updated e g if you change a relevant a Daily Rule you can Lock the Timesheet The and YS shows the current status of the Timesheet and allows you to change it Printing the Timesheets will prompt you and Lock all the timesheets affected Extra information is presented when the employee is working a Flexitime scheme See Flexitime Timesheet 1 Rounded Times Times menu Timesheets Times that have been rounded in the timesheet calculation are indicated by a rounded time that appears next to the mouse pointer when it hovers over the time on the timesheet 0853 1259 1359 0854 1301 1356 0855 12 1400 0858 1 Weekly Rules Applied Weekly Gross Totals 000 000 000 000 000 The times that are rounded are determined by the settings in the Daily Rule The example indicates a Grace of 3 minutes
111. stem menu Clock Utilities Employees tab This screen allows the System User to directly interrogate the employee data stored on the clocking terminal Cock Works TCPAP r Synchronise Employees Clock PC C nda tom trio r Employees On Clock Find Badge 1 9 ja Data from the Clock Bado 20005202 FreGioup 1 line LE Access Gow 0 Une2 oLFIELD Oxkedin Ou fou Navigation Buttons Using the First Previous Next and Last buttons the user can cycle through the employee list Details are displayed in the frame Data from the Clock Note that this information is transmitted directly from the clocking terminal Delete Employee An employee can be deleted from the clock using the Delete button but this should normally be carried out from the Employee screen Load Clock from database Should your clocking terminal hardware fail and need replacement a new clock can be reloaded from the PC database using the Load Clock from Employee Database button Find Badge Enter a badge number and click on Find to look up a badge number on the Clock Clear Data The Employees and or Clockings can be deleted from the clock but you should only use these functions under the guidance of your supplier 2008 HR Industries Ltd Focus User Guide System 76 9 3 3 Upgrade System menu Clock Utilities Upgrade tab The clocking terminal comes equipped with the capabili
112. stem menu Setup Rates tab 2008 HR Industries Ltd Focus User Guide System 91 Rate Descriptions The 6 rate columns are labelled by default as Rate 1 to Rate 6 These headings appear on the timesheet and on reports where the hours are shown by Rate You can change the headings here for any free text up to 6 characters long You can use some ofthe Rate columns for example for Sick and Holiday so that the system automatically sums the total hours for these absence reasons or types Summation Column Where reports show hours worked at the six rates you have a seventh column available which can be used to sum any ofthe Rate columns You could use this for instance to produce a total overtime column which would be the sum of columns 2 to 6 You can also define the heading for the Summation Column in the same way that you can with the six Rate Columns Weekly Total The Timesheet shows a Weekly Total Number of Hours worked which is usually the sum of hours worked at all six rates However as it is possible to set some ofthe columns up as bonus hours or currency you can specify here which ofthe six rates columns contribute to the weekly Total Hours calculation 2008 HR Industries Ltd Focus User Guide System 92 9 5 4 Colours System menu Setup Colours tab General Groups Rates in Payroll Holiday System Colours The system shows on the Calendar when an e
113. t rule is planned and worked the hours are attributed to that Cost Centre 2008 HR Industries Ltd Focus User Guide System 95 Use this tab to set up your list of Cost Centres Use the standard New Delete Save and Cancel buttons to build your list of Cost Centres Each Cost Centre has a colour associated with it which appears on the selection list for the Daily Rules If you have setup Cost Centres you can link a Daily Rule to a Cost Centre and the Daily Rules are listed by Cost Centre in the tree view Absence Reasons 11 Daly Rules 18 By No Cost Certe 9 Delat Daly Rule DEF Flesitime Daly Rule lt FX1 gt M1 05 00 10 00 M1 M2 10001400 Md M31400 1900 MD M4 1900 2300 M4 Nights 20 00 to 0400 1 Staff Weekdays 0900 1700 lt SwD gt Stafi Weekends 0900 1200 lt SWE gt Ii Production Line 1 3 WESI 00 00 to 09 00 lt wxSt gt WKS2 08 00 to 17 00 lt wKS2 WKS3 16 00 to 01 00 lt WKS3 gt IB Production Line 2 3 WKS 00200 to 09 00 wk WKS2 08 00 to 17 00 lt WKS2t gt WKS3 1600 to 01 00 WKS 30 gt Bis Production Une 2 3 WEST 0000 to 03 00 WKS T gt WKS2 08 00 to 17 00 WKS2c WKS3 16 00 to 01 00 lt WKS3e gt ie 2008 HR Industries Ltd Focus User Guide System 96 If you need to allocate the same Daily Rule to several Cost Centres use the e Daily Rule clone or duplicate button to reproduce it and change the Cost Centre i
114. t to do now is to set up the Flexitime Period Rules These determine the length of time the period runs and starting and finishing adjustments Viewing a typical Flexitime Group definition 2008 HR Industries Ltd Focus User Guide Schedules 60 Name Monthly Description Crested 06 07 2006 03 04 by sarah white Positive Carry Over at Period End Ma 053 Mn 00000 Negative Carry Over at Period End Ma 00100 Mn 00000 Maximum Balances During Period Postive 0100 Negative 10 00 Flex Period Advanced In this example the period is set for 1 Month The period is defined as a number of Weeks or Months a month being a calendar month Common options are for instance 1 week 4 weeks 13 weeks 1 quarter 52 weeks 1 year 1 month 3 month 1 true quarter 12 months 1 true year The start date determines the date on which one period ends and the next begins Start Balance The system can be set to initialise the Flexitime Balance to a preset value at the start of the Flex Period Carry Over At the end of the Flex Period the system can limit the Maximum and Minimum Positive and Negative hours balance to be carried over to the next period In most common scenarios there is no carry over in which case all 4 parameters are set to 0 the default for a New rule But you can decide to allow a part of any accrued balance to be kept Balances During Period Similarly and of special relevance when t
115. to complete the registration from this PC The Badge Number is the unique 8 digit number printed on the credit card type badge or the key fob The clock has a display with 2 lines each of 16 characters When an employee clocks IN or OUT the clock beeps and the display changes from showing the time and date to showing the data you enter on this form 12 characters can be shown on the top line of the display 16 characters on the bottom line This would normally be set up for the Employees Name and or Payroll Number This text is entirely free form you can get the clock to display whatever you want 3 6 2 Changing an Employee s Badge Employee Menu Clock Tab If you want to change an Employee s badge or fob number for example because the old one has been lost you use the Clock tab on the Employee form This also applies to any ofthe other changeable parameters such as the display text Fire Group or Access Group It is important that ifthe Employee has clocked IN or OUT using the old badge and these clockings have not been downloaded to the PC then the Download is carried out before the Badge Number is changed If this download is not carried out these clockings will be lost To change the Badge Number enter the new number in the badge Number field in the Data to send to the Clock frame pm Data held on Clock Badge Number 20005173 Display Line 1 MICHAEL Display Line 2 CHAUVIN Fee Muster Group o Access Group Mone r
116. trator should use these features to make a back up of the hand templates in a reader to protect against failure of the Hand Reader hardware Also in a system using multiple Hand Readers a user can enrol on one reader and have his her hand template distributed to the other readers in the system 9 4 Fire Alarm Printout System menu Fire Alarm The HRX3000 and HRX5000 terminals are capable of generating their own Fire Alarm report based on the data they hold on employees clockings Other terminals supported by the Focus Software e g the Recognition Systems Hand Punch do not support this feature Note This option will not appear in the System Menu if you do not have an HRX3000 or HRX5000 terminal set up as an active Connection Note As an altemative you may generate a Fire Alarm Roll Call Printout direct from the software This needs the software to be running then network printers to be switched on and connected and a User to be available to initiate the printout from the software Your HRX terminal keeps track of Employees as they clock IN and OUT and maintains a record of those employees who are clocked IN You can connect your fire alarm panel to the clocking terminal so that if and when the fire alarm is activated the clock will automatically generate a list of all those employees who are clocked IN on the system The clock requires a connection from the alarm panel which is A voltage free set of contacts connected via
117. ts on a Monday and you download the clock on Wednesday and view the Timesheet the Weekly Totals for that week to date will be calculated based on existing rules and these totals will appear on any report or export produced Note that changing attendance rules 3 does not automatically re calculate Weekly Totals retrospectively If you need to recalculate retrospectively Changing the Start of Week Day 4 is similar to changing the attendance rules in that it affects weekly totals calculations going forward but not retrospectively If you change your Start of Week Day once the system has been up and running for a while you will see that the Reports indicate no hours worked This is because Totals don t exist for the new Week definitions 4 2 5 Infringements Times menu Timesheets Infringement monitoring is a powerful tool to measure time lost through poor time keeping Infringements are attached to clocking times that have broken the Daily Rules that have been applied to the employee clockings Infringements are shown on the Timesheet view by a greyed time with a letter attached The reason and time lost is shown in the Status window when you hover the mouse pointer over the infringement clocking Infringements that the system can detect are 1 Clocked IN late at the start of the Shift 2 Clocked OUT early at the end of the Shift 3 Clocked OUT early at the start of a Break 2008 HR Industries Ltd Focus User Guide Time
118. tton in the top left hand comer ofthe report screen to open the Table of Contents Then you can go to any individual s timesheet by clicking on his her name in the table 2008 HR Industries Ltd Focus User Guide Reports 28 er Outputs the Report as a PDF file Thi the report E wd Generates an Excel spreadsheet xls file You can use this format if you want to do further calculation formatting of charting on the data in the report is the format you would choose if you want to email HTML el Produces an HTML page which may be viewed by a web browser i RTF ilis Outputs a Rich Text File E Text Outputs a Plain Text File ie Tiff M Outputs a Tiff Graphical File 5 1 Timesheets Reports menu Timesheets The Timesheets Report generates several formats of timesheet report for specified employees for a given week Click on the a button to expose the list of available reports Timesheet Normal Once the report has been generated you can use the contents list to go to a particular employee s timesheet on the report 2008 HR Industries Ltd Focus User Guide Reports 29 BE 00310309900 Mon 23 Jan 2006 104772 Jayna Amlani Rate Rate2 Rate3 Rated Sick Hol n Ow h x01 00 10125 301 33 101 50 0200 10250 Mon 23 Jan mo nm 0630 200 Tue 24 Jan mo zo 0930 Wed 25 Jan as no 0830 Thu 26 Jan 23 2058 0830 Fn 27 Jan m nm 0430 Sat 28 Jan Sun 29 Jan
119. ty of storing information on registering a maximum number of employees Once this maximum limit is reached you cannot add more employees without first deleting some You can increase the employee capacity with an extra cost upgrade to your terminal which can be carried out by requesting an upgrade code from your system supplier See product documentation for telephone numbers You will be asked for the clock serial ID number and the new employee capacity you wish to upgrade to The serial number and capacity can be found from the Status screen on the Clock Utilities menu You will be given a 16 digit upgrade code You should enter the Upgrade Code into the screen below and click on the Send button All letters should be entered as capitals Upgrade Clock Capacity Capacity Upgrade Code e53Wx775SHGEWS7E Send Once the code has been received by the clock and the upgrade completed you will receive an acknowledgement message from the clock You can check the new Status which will confirm the new Employee Capacity and number of employees used 9 3 4 Advanced Download System menu Clock Utilities Download Download is the process of collecting employee clockings from the clocking terminal into the PC Day to day the System User should use the Download function on the Times menu This single button Download operation collects only new clockings from the clock i e clockings that have occurred since the last download or sin
120. u Ike to Delete Michael Chauvin from the Unselected Clocks Cvs me Jew J Clicking Yes will remove the employee from all unticked clocks but not from the PC database The old Badge Number is then free to be re used by another Employee and re registered on the clock s You can use the Clock Utilities function to directly interrogate the clock to find out how many and which employees are registered on the clock You may have noticed that there is no Delete button on the Employee Button Bar at the top of the screen This is because deletion has severe consequences and cannot be undone Employees should first be Archived which stops them from appearing on employee lists and reports They can be Unarchived or Deleted once in the Archive You must Delete employees from the clock before you can Archivethem 3 7 Memos Tab Employee menu Memos Tab Focus lets you create Employee Memos which are free text notes You can keep records of important events such as disciplinary matters qualifications gained accidents at work anything you would like to record and have easily accessible When you click on New to create a new record your User Name 2008 HR Industries Ltd Focus User Guide Employees 45 3 8 and the time and date are automatically added You can declare the memo as Public other Users can read it or Private for your eyes only The Memos Report allows you to print the text using the usual
121. u no longer want to view on a regular basis This is used for instance when an employee leaves the Company When their information is no longer regarded as current they can be sent to the System Archive After this is done they no longer appear in the Employee List At any time however they can be brought back from the Archive by making them Live again and their details can be viewed in the normal manner 2008 HR Industries Ltd Focus User Guide System 71 The Archive screen above presents 2 lists those employees Current or Live and those employees Archived The buttons Go to Archive and Go to Live are used to move employees in and out of the archive Simply select the employee and click on the button When you highlight an employee who is in the Archived list you can either retum them to Current or Delete them You will find that the system will not allow you to delete employees who are still registered on the clock 9 2 Audit Log System Audit The Audit Log shows the System User who made the change the time and date when the change was made the employee Payroll Number and Last Name ifthe change was to an employee s timesheet what the change was and any comments that were attached at the time by the System User 2008 HR Industries Ltd Focus User Guide System 72 User 99ed Tree Last Name Change 0000 Del Supervisor 16 11 2005 160619 System Setu
122. with an Increment of 15 minutes applied to an OUT time of 12 56 producing a Rounded time of 12 45 The i after the clocking indicates a clocking Infringement in this case clocking out Early for a Break In Daily Rules you can set up different rounding for different times of day and of Course you can tum rounding off 2008 HR Industries Ltd Focus User Guide Times 19 4 2 2 Status Bar Times menu Timesheets The status bar at the bottom ofthe timesheet includes further information when the mouse pointer hovers over a clocking an edited Time or Total and a Daily Rule indicator In the case of an edited TIME it shows for example Original IN at 08 07 23 Edit Reason Delayed by road accident Edited 04 01 2005 12 11 20 User Neil Bradford Original TIME if any The reason given for editing the TIME When the edit took place Who carried out the edit 4 2 3 Timesheet Editing Times menu Timesheets You can Add Edit and Delete both TIMES and TOTALS as well as changing the Shift allocation TIMES would be changed when for instance an employee forgets to clock in or is late for a valid reason TOTALS would be modified to allocate hours to an approved absence In all cases a reason may be entered for the change and an Audit Log entry is created recording what change was made who made it when it was made and why The shift can be changed if for instance the system allocates times to t
123. y values are only visible if enabled in the User Setup screen Pay option Absences Absences show on the Rota highlighted in the colour from the Absence definition These cannot be edited on the Rota Daily Rules that have been rotaed for an employee while they are working in another group will be highlighted in this group in Grey Include Costs Select this option if you wish to view monetary values on the Rota screen and the reports Include Absences Tick this box if you wish to include absence hours and their costs on the Rota calculations If you selected Rota Quantities on System Setup General tab you will see 3 extra rows at the bottom of the rota screen ___ Mon 06 Feb Tue 07Feb wed GFeb ThuoSreb rat0Feb Satreb Sunt2Feb Hous Cow M210001400 M210001400 M210001400 M210001400 You can enter the Quantity manufactured or processed each day and Focus will calculate for you the number of Items per Hour and their Cost 2008 HR Industries Ltd Focus User Guide Schedules 56 6 4 1 Rota Editing Fixed Daily Rules To change a Daily Rule in a Rota left click on the cell you want to edit You will be presented with a list of recently used Daily Rules Select the one you want if it is in the list or click on more to showthe full list of rules Alternatively you can Drag and Drop the daily Rule you require form the list of Daily Rules on the left hand side onto the Rota

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