Flextime V6.6a MANUAL from Robyn5
Contents
1. 12 Modify Employee Records 15 Delete Employee Records 16 Time Sheet Report SCIaen s uci eo a DU era guru oben exu p Uk 17 Period Totals e 19 Leave Report Scream 20 Corrections se ooo ae peus a 21 Leave Planning 5 22 Time Minder Manual January 2008 Page 23 of 26 INDEX Activating 2 252512 ERE gehe B a ROI RR 5 Activating Anew Card Hr RU REESE ELT UTERE UP aO ET SEP Et neve utere E 3 BamOwidthi EE 10 Change a password eei tee donee cete gec ib eire ibo Tee De vede Gs eee ur deett eere 5 Changing A Card cte etin ec te rere em x aC eee nents 4 Correction of employee nennen enne eren 20 3n re RI te ie esu ee be 16 Daily MT m 8 Daylight Saving cliange E HA DR DARE SERE e ER ERE EROR EORR SERES 4 Deactivate an employee 15 Departments C M 8 Employee Records generate modify 1 11 Elextday 5 i sten c Dp muta tue et te2. 22 General ACCESS 5 2 n etus i be teste E dls ee ied dead eee eo ids 5 Generate an employee 11 Leave codes o beoe et P erras en bec 7 Leave planning onere de a er te ee idee die daten edis iat exem 22 Leave report 2 2 ee genu beue gelu 19 List employee records aee eee 15 10 Modify an employee record Dec ded dp a EUH i teg Pe dete 14 Modify shifts eL ends 9 Password Activate change levels ccesccceeececeeeeeceeceeceaeeecaeeecaaeeecacescaeeesaaeeseaseeeeaeeesuseeeseneeeeaseeess 5 P blic Holidays s frend a re en ded eee at 6 Ro cM Em 16 Period total cp m 18 FROSTONS Huc PIE 13 Settirig tirme on a clock uu oen ope t e ee te gl ied x DECR eget ice 4 Shift EID 8 Shift definitlons nm iio nn xe le Pu Fa METER E Do tret DE P Ere cerea OE 8 STARTING THE PROGRAM redirects et ect aet ete tear avila etr 5 SUPEIVISOMACCOSS A pde t e eet eer a el 5 MIS aV D ie 10 Table of Figures uz ote rre Dor Se ee ET RP PO eee ero TERRE dr Rn
3. 13 Modify an Employee naar 14 Delete deactivate an Employee 15 List Employee Records 5 15 C CE DNE 16 Daily Report iuo dit nice taeda ce 16 Time Sheet erede e LA 17 Period ncrce 18 EP tt rates 19 CORRECTION OF EMPLOYEE 85 4 111 1 20 LEAVE PLANNING 22 TABLE OF FIGURES E M M 23 A T A E 24 Time Minder Manual January 2008 Page 2 of 26 TM ONLINE The Time Minder Flextime system runs 2 programs TM Online amp Flex Minder Figure 1 TM Online Screen Time Minder Online AMS TIME MINDER 2004 Version 6 2 77 System Parameters Download and Process Last download at 16 27 Polling frequency 1000 Terminal 1 Total no of records Now polling clock Comm Port 11 Records remaining Display download Message Current P C time 16 36 Data Lock terminal RA Daily auto p
4. AMSFLEX MINDER Full featured time recording for flexitime applications Software User Manual Flextime V6 6 AUSTRALIAN MADE AND SUPPORTED CONTENTS ius TE ze 3 Activating a Mew card aede diee reete ceder reete cete 3 Changing a person s 4 Setting the time Daylight Savings Time 06 2 4 TIMEFLEX PROG RA eere 5 5 Activate Password eeu edel 5 Change Password 5 PUBLIC HOLIDA Y G 6 LEAVE CODES 7 DEPARTMENTS 5d nd ases secca oe dn 8 SHIFT DEFINITIONS DAILY FLEXI 8 a caterer babe E PENIS UEN 9 CLINIC Caec aeaa 10 EMPLOYEE RECORD Giarre M 11 Generate an Employee Record i 22ccccscccsececescecsecncczcensecenacteestecestecceacccsestesteccerenceecsens 11 7 2
5. FLEX MINDER 6 6 2 5 2004 Demo SAHT AMS FLEX MINDER Leave Codes Leave Codes Code Description A Balance Adjustment Toil Taken A Balance Adjustment Work Cover AD j Absent on Duty Long Service Leave FX Flexi Taken RL Recreation Leave SL Sick Leave SW Special Leave With Pay WO Leave Without pay ST Study Leave Training Carers Leave Purchased Leave Maternity Leave Paternity Leave Union Cancel Print Save Up to 30 leave codes can be entered For deduction from the Flex bank column saved cutback hours use codes with an asterisk and a single letter eg B for Bereavement leave special types of leave allowed to be used from banked hours When used these codes will automatically deduct from the bank column amp not the flex balance NB This cannot go into a negative only use if hours are available Enter the codes and descriptions of your leave Click on to record the details Time Minder Manual January 2008 Page 7 of 26 DEPARTMENTS Departments can be generated so that staff can be selected by groups for reporting Only the first field is necessary and is selected in the employee record amp reports From the Time Minder Main Menu Bar click on Departments Generate Modify or Delete Figure 5 Departments __ AMS FLEX MINDER 6 6 2 A M S 2004 Demo SAHT TIMEM
6. 15 will be recognised if the option of Public Holidays is selected in the employee records refer to Figure 6 This feature enables an automatic credit to the employee hours worked for dates entered in the table providing it is a normal work day 2 Note It is necessary to enter the Public Holiday dates in the calendar before the commencement of the working week in which they arise or before you activate a download for the current week This ensures that the necessary automatic credit of time occurs as entered in the employee details These dates are usually entered once a year in January From the Time Minder Main Menu Bar click on Holidays a dialog box will open Figure 3 Public Holidays Screen ANS FLEX MINDER 6 6 2 A M S 2004 SAHT AMS FLEX MINDER Public Holidays Public Holiday Dates 1 5 12 2003 qos D E R 01 01 2004 26 01 2004 for flexitime applications 09 04 2004 Enter dates of holidays in the list up to 15 Click on to record the dates Time Minder Manual January 2008 Page 6 of 26 LEAVE CODES Leave codes is a table of codes recognised for leave planning and corrections They are also printed on the reports as abbreviations of the leave taken Leave codes credit the target hours unless otherwise specified From the Time Minder Main Menu Bar click on Holidays then select leave codes a dialog box will open Figure 4 Leave Codes
7. 2008 Page 19 of 26 CORRECTION OF EMPLOYEE RECORDS This function can be used to make adjustments to an employee s record although it is easier to do it while reviewing the timesheet reports by opening the particular day 4 Note A quicker way to do corrections is while viewing the timesheet report clicking on the date to be corrected the correction screen will open for that person on that day The adjustment be entered either leave or edit of times calculated saved amp the balance updated For individual corrections you can Click on Corrections from the Main Menu Bar and then Click on Employee and the Corrections screen will open Figure 13 Corrections Screen AMS FLEX MINDER 6 6 2 A M S 2004 Demo SAHT TIMEMINDER Reports Corrections Employees Shifts Department Holidays Help Corrections 151 HARRIS Lorraine 00001022 ications Date 06 02 04 DD MM YY ancl Arive Depart Arive Depart Arrive Depart Arrive Depart Arrive Depart Arrive Depart 1158 1244 116 5 e Insert clocking time press i Delete clocking time press d Undo press Shift No Name Worked Target Total Toil Deduct Balance Bank 01 Business Ho 07 50 07 30 07 50 00 00 00 00 18 30 00 00 Calculate Leave Code Description Comments Department eave 00 00 TRIBUNAL 2
8. 25 amp DELE 17 ied sees otio dee eee Bea Oe ERU ees 5 5 ueni LIE 3 Time Minder Manual January 2008 Page 24 of 26 NOTES Time Minder Manual January 2008 Page 25 of 26 Time Minder Manual January 2008 Page 26 of 26
9. The correction will be saved and the balance updated from the correction date to the current date Update calc The correction will be saved and everyday from the correction date to the current date will be re calculated and saved To make further corrections to the same employee click in the date box and enter the new date and you will now have the screen for that day s activities If you have an adjustment to make for a different employee click on alongside Code Name or Card Number and select employee When you have completed all your corrections click on to return to the Main Menu Time Minder Manual January 2008 Page 21 of 26 LEAVE PLANNING This function is used to make adjustments to an employee s records for leave taken or to be taken over a period of days Click on Corrections from the Main Menu Bar and then click on Leave Planning and the Leave Planning screen will open Figure 14 Leave Planning JAMS FLEX MINDER 6 6 2 A M S 2004 AMS FLEX MINDER Leave Planning Leave adjustments and forward planning Employee code Name Card number 152 BRANSBY Joan x 00001328 R Start date End date Leave code Adjustment per day htions Daily target X E Other amount DD MM YY DD MM YY Import file xx xx indicates daily target Every Week Current leave plans for selected employee adjustment Start date 24 12 2001 End date 24 12 2001 Code FX Ad
10. department click on that circle and select the department from the list that appears Click on Extra Criteria to select the type of report required in the appropriate circle Extra Criteria All Employees All employees in the company or a department Present Employees All employees who have booked on the date of Report Absent Employees All employees who have not booked on the date of report Exceptions Absences missed booking or anything unusual Incomplete booking pattern If an employee has worked part of the day this will not appear as an exception on the report You are now ready to generate the report Click on for viewing on the PC Click on to produce a hard copy Click on to save a report to the hard disc of the controlling PC Each report will be stored in the client folder TimeFlex as Daily txt If another report is saved to file it will overwrite any existing file Click on to return to the Main Menu Time Minder Manual January 2008 Page 16 of 26 Time Sheet Report This report is the one most often used to look at the employees details for the period Figure 10 Time Sheet Report Screen AMS FLEX MINDER 6 6 2 5 2004 Demo SAHT TIMEMINDER Reports Corrections Employees Shifts Department Holidays Help Time sheet reports Report Dates Select Extra Criteria From 02 02 04 1 0000 IHE 2 iride C Exceptions Til 14 02 04 1 Deparment resent Emp
11. 01 1236 1730 Data available from 03 03 03 Print File Cancel From the Report drop down menu click on Time Sheets Enter the start and end date for the report in the From and Till boxes Click on 1 Employee select EMP CODE Employee Code or 1 Department enter department name or number or All Employees will display all records Click on to show the report for the first employee and the button will change to to view the next employee in code order or to produce a hard copy Click on to save a report to the hard disc of the controlling PC Each report will be stored in the client folder TimeFlex as T Sheet txt If another report is saved to file it will overwrite any existing file Click on EXIT to return to Main Menu TA Note To edit the report you can double click on the date of any line on the report to go to the Corrections screen for the selected individual on that day Time Minder Manual January 2008 Page 17 of 26 Period Totals Report From the Report drop down menu Click on Period Total a screen will open Figure 11 Period Totals Report Screen TIMEMINDER Reports Corrections Employees Shifts Department Holidays Help Period totals report Report Dates Select Extra Criteria From 24 09 07 C 1 Employee z 2 Doon M Worked All Employees Exceptions 0710 07 Balance Present Employees ED DD MM YY ift Numbers Include in
12. 6 Modify From the Main Menu Bar select Shifts Click on Modify and the Shift Definition screen will open Click on Shift Number to drop down a list of shift numbers from 1 to 99 and enter or select the number to be assigned to the shift Click on Name Box to assign a name to the shift e g Standard Flex 6 hour target TOIL etc Click on Flextime bandwidth Box enter the normal work start and end time of this shift Click on Overtime toil bandwidth Box enter the extended work start and end time of this shift Set these to the same as the flextime bandwidth if no toil overtime is to be calculated vr J Note This can be used for overtime or toil time Time accumulated outside of flexi bandwidth separately from Flex time Note All fields marked Optional should be left blank if they are not applicable to your work pattern deductions If the minimum is not taken between this bracket it will be deducted amp shown in the deduct column Click on Daily Target and enter the normal target hours for the day If there is no target then enter 00 00 Click on to store these settings Click on for a hard copy of the shifts setup Click on to return to the Main Menu The purpose of setting shifts is to detail the hours of work for all employees Even if there is one standard working pattern for all employees the times must be entered Up to 99 different shift definitions can be entered to encompass different ta
13. INDER Reports Corrections Employees Shifts Department Holidays Help AMS FLEX MINDER Dept Code Cost Centre NDER Dept Name exitime applications Contact Telephone Address 1 Address 2 Post Code wzm Dept Card SHIFT DEFINITIONS DAILY FLEXI RULES From the Time Minder Main Menu Bar click on Shifts a drop down menu opens Print all prints a hard copy of all generated shifts Shifts that do not have a name will not print This function should be used when all shifts have been entered for a hard copy record Vra Note At this point you must decide what flex rules are to be applied and enter the shift details accordingly Most staff will be on a standard daily program with a daily target however there may be some people who work part time New shifts need to be made with the appropriate daily target Figure 6 Shift Definition ADELAIDE ___ FLEX MINDER 6 6 2 5 2004 AMS FLEX MINDER Daily Programmes Daily Programmes D P Number 2 umber 2 v ame sea Umm X Save Print Cancel Flexti Start End verum Start End seu vertime Bandwidth 08 00 18 88 Bandwidth 88 88 23 59 Dtions Break 1 between 11 38 14 30 e0 36 Break 2 after a hours worked ze Overtime after hours of Flex time Daily Target hours 107 30 Time Minder Manual January 2008 Page 8 of 2
14. No update 00 00 Update bal C Update calc Search for an employee by Code Name or Card Number Click on the box this will display a list box showing all the Codes Names or Card Numbers Select which employee you wish to make the adjustment for then enter the date in the box and press Enter A screen will now appear showing all activities for that day e f you are to correct an employee s arrival or departure click on the appropriate box and use the D key to Delete previous data and type in correct data e f a booking is missing you can click on the appropriate box and use the 1 key to Insert a time the other times will shift across one box e f you have made a mistake use the U key to Undo 2 types of Leave can be entered select the appropriate code and enter the hours in HH MM format Time Minder Manual January 2008 Page 20 of 26 This correction is also available when viewing the timesheet report by double clicking on the date to be corrected Click on if you changed the booking times shift number or entered leave to re adjust hours worked and balance Click on to save the corrections This will automatically adjust the balance up to the present day so if you are correcting for some time in the past it may take a little while Save Options No Update The correction will be saved but the balance will not be updated after the correction date Update bal default
15. active employees name C code All Employees Per Code Lve Leav2 Total Trat Bal BANK Deduct Cutback 1070625 HUTCHINSON Kerry 06 55 2941 15 00 00 00 4441 55 00 03 24 00 55 00 12 00 00 3 1044646 JACOBS Sue 00 28 00 00 67 30 00 00 75 00 75 00 0028 00 00 00 00 00 00 195602 KING Colin 11 58 67 11 07 30 00 00 74 41 75 00 11 39 37 30 00 09 00 00 1368763 MUNDAY Wayne F 02 26 62 29 15 12 00 00 77 41 76 00 00 45 30 50 00 11 00 00 1625141 ORTIS Malcolm 19 53 69 16 07 30 00 00 76 46 75 00 15 00 17 33 00 09 06 39 1041007 OSBORN Karen 14 30 00 00 58 00 00 00 58 00 58 00 1430 29 34 00 00 00 00 1069296 PFEIFFER Raelene 5 Data available from 31 04 07 Print Eile Cancel This report displays the time worked plus leave to give the total for the period the target for the period the balance bank overtime and any deducted hours It does not show arrivals and departures and is a preferred report when compiling a payroll Enter the start and end dates of the period then Click on 1 Employee select EMP CODE Employee Code or 1 Department enter department name or number or All Employees will display all records Click on to show the report for the first employee and the button will change to for more records Click on to produce a hard copy or to save a report to the hard disc of the controlling PC Each report will be stored in the client folder TimeFlex as Peri
16. balances can be updated to the clock immediately by pressing the Load button in the TM Online screen Otherwise the information will automatically update overnight To activate the other options click in the secret spot in the centre of the of OUT You can then set the time on the clocks make sure the PC time is correct first and activate unidentified cards Activating new cards The conversion table opens at the bottom when you activate the screen This is used when setting up new employee cards or changing cards see Figure 2 1 Generate the person on the system in the TimeFlex program employee record with the card number shown on the card 2 Open the TM Online screen amp activate so that the unidentified card box is visible on the bottom 3 Get the person to swipe the new card at the clock the encoded number will appear in the unidentified cards box 4 Click on the unidentified No and a box will pop up Enter the No which is printed on the outside of the card amp entered in the employee record and then press Add card No 5 To confirm press the Load button to send the information to the clock The persons name amp time should change to the IN column 6 ALWAYS de activate the screen by clicking in the O again amp minimize the TM Online screen The system will now recognize amp convert that number when ever a booking is made Time Minder Manual January 2008 Page 3 of 26 Figure 2 TM Onli
17. ccount when calculating the deduction Any deducted time shows in the deduct column Break 2 If a meal break is to be taken after say 5 hours worked with a minimum deduction of 30 minutes then that break will be automatically deducted from the employee s total hours If an employee books out and back in again during the shift before the set time that time will be taken into account when calculating the deduction For example if someone already clocked out for 25 minutes only a further 5 minutes will be deducted Any deducted time shows in the deduct column If employees book IN and OUT for all meal breaks with no automatic deductions leave all meal break fields blank TARGET HOURS This field specifies the Daily target hours The example in figure 6 is for standard 7 5 hr daily target 75 hrs fortnight or 150 hrs per month You may have part time staff who work 3 days a week with a 6 hr target per day 36 hrs fortnight or 72 hrs per month If a part time person can come in any day with a target of 40 hrs fortnight then you would make a shift with the standard bandwidth amp a 4 hr target amp apply to Monday to Friday Time Minder Manual January 2008 Page 10 of 26 EMPLOYEE RECORDS This section is essential to record the details of all employees who are to use Time Minder Each employee must have a unique employee code and card number The record includes an employee code either Alpha or Numeric up to 8 characters employee name u
18. cordingly Open amp activate the TM Online screen Click on Set time on all clocks The PC time will be reflected in a box in the centre press Set time Check that the time has changed next to the clock number in the bottom right De activate amp minimize the TM Online screen DST Daylight Savings Time If the PC has been set to change to DST automatically amp is left on with the TM Online screen open the clock will be automatically adjusted at the 5am auto reconciliation Time Minder Manual January 2008 Page 4 of 26 TIMEFLEX PROGRAM To start the Time Flex software double click on icon e and Department selection Menu will imefiex open Your department will be displayed click on OK and the Main Menu will appear Clocking data available box may also appear saying that clocking data is available to ES be processed If you select OK Time Minder will process this 22 Process current data data and your reports will be up to date to within the hour If you select cancel your reports will only be up to date to the day Canes before Processing will take a few minutes so only press OK if you need the data to be updated to the current day Click on to get to the main Time Minder Program A pop up Password box appears type the password and press lt Enter gt NB The default password is AMS For security reasons all key entries are masked i e displa
19. eave as 00 if only one clock or if employee is allowed to use any clock If multiple clocks by entering a clock number it restricts the employee to only using that clock Click on EOP Carry forward limit enter the amount of hours the employee is allowed to carry from one flex period to the next Click on Public Holiday credit time Enter the target hours to be credited Time Minder Manual January 2008 Page 11 of 26 Public Holiday shift This is only required if the person ever works on a public holiday shift would be setup with the appropriate rules amp allocated here Click on Weekly Programme enter the number of the shift this employee will be working for each day of the week Any days not worked are entered as 00 Unless alternative shifts are entered in other weeks of the shifts roster the employee will be regarded as working the same shifts every week Enter the department that the employee works in on each particular day Select from the drop down Roster Week if an employee works different shifts according to a rotating roster enter the shift patterns for each week of the cycle starting with week 1 as the current week Click on the slide box below the roster press the Right Arrow key or click to Week No2 and press Enters the cursor moves to Monday you can now enter a shift for the next week If you wish to delete shifts from an employee roster click on Clear Roster Weeks followed by t
20. essing the DELETE button This does NOT delete the leave from the employee s records If you delete future plans they will not be put into the employees records when those dates come around NB They must be past the Monday of the next week If you have a plan to make for a different employee click on alongside Code Name or Card Number and select employee When you have completed all your corrections click on End of period reconciliation This function is used to make sure that no one carried forward more than their specified end of period balance limit This function is pre set in the software at installation amp will be automatically carried out You will see any cutback amount on the last day of the period Sunday date This can be banked if required and used at a later date if authorized Time Minder Manual January 2008 Page 22 of 26 TABLE OF FIGURES Figure 1 Figure 2 Figure 3 Figure 4 Figure 5 Figure 6 Figure 7 Figure 8 Figure 9 Figure 10 Figure 11 Figure 12 Figure 13 Figure 14 TIM Onlihe SCFBOIT s teo diac dea sees ect tae ea 3 TM Online Activated 4 Public Holidays 6 Leave 7 Ue fto C EG 8 Shift Definitions ssec toad nett haut 9 Generate Employee Records
21. fy i e Name Card Number Department or roster and type in changes You can also assign new Shifts change Roster or authorise Public Holiday entitlement Click on to store changes Click on to return to the Main Menu Time Minder Manual January 2008 Page 14 of 26 Deactivate an Employee Record This function is used when an employee leaves and you no longer want them on current reports but you want to retain their past timesheet information Click on Employee Record from the Main Menu Bar Click on Deactivate a confirmation box will appear OK Figure 9 Deactivate Employee Records Screen TIMEMINDER Reports Corrections Employees Shifts Department Holidays Help e AMS FLEX MINDER Employee Records 2 Deactivate Employee Record a No of Employee Records 148 1091760 Zizzo Gabriella 00005008 Personal Details Employee Code 1091760 ions Name Zizzo Gabriella Deactivate record xs Card Number 00005008 Clock Number 00 Deactivate employee name Zizzo Gabriella End of Period Balance Limit 15 00 Cancel Search for the record by Code Name or Card Number The record will be displayed and you will be asked if you wish to Deactivate This Record click on yes or no If YES you will be asked the question Are You Sure Click on yes or no YES the record will be deactivated Click on 8 to return to Main Menu Note You cannot re use an emp
22. he number of shifts to be removed Click on 4 store Click on L 5 errors have been entered or the record is not required Click on to return to the main menu The staff are now ready to commence using the Time Minder 4 71 Note If using HID Prox cards the first booking will record the encoded number in the unidentified cards box You will then need to link it to the generated number i e the number printed on the card by clicking on the number A box will pop up requesting the conversion number Enter the number which is printed on the outside of the card amp entered in the employee record The conversion table on the right will then record the converted number for future use The system will now recognize amp convert that number when ever a booking is made Time Minder Manual January 2008 Page 12 of 26 Rosters This section enables the different shifts that staff work to be entered If there is only one type of shift worked without rosters it is only necessary to enter that shift number for all days If different shift patterns exist on different days it is necessary to enter the shift number for each day These shift numbers are specified in the Shift Definition section If a roster with different shift patterns exists it is necessary to utilize the roster set up This can cater for 8 different weeks For example someone might work Monday Wednesday amp Friday in week 1 amp t
23. hen Tuesday amp Thursday in Week 2 These can be entered in the shift roster amp they will automatically rotate each week The shifts rotate from the current week Week 1 through to the last rostered shift that has been entered When viewing the roster the current week is always Week 1 providing that the data has been downloaded and processed PUBLIC HOLIDAY CREDIT amp PUBLIC HOLIDAY SHIFT This section allows for Public Holidays to be credited automatically The following rules apply for Public Holidays if they fall on working days i e the employee has a number entered in the shift roster that is greater than zero If a Public Holiday Shift 1 is not zero then that shift number will replace the normal shift number for that day 2 is zero then the normal shift will remain 3 if there is any time in a Public Holiday credit this will be added to the P Hol record for that day If an employee is entitled to work a Public Holiday then enter the number of the shift they will be assigned to for that day in the Shift box It is not necessary to enter any data in Time Credit If an employee is not entitled to work but is entitled to a time credit for that day leave shift box at 00 and enter hours to be paid in Time Credit Leave both of these boxes blank if employees are not entitled to Public Holidays Time Minder Manual January 2008 Page 13 of 26 Modify an Employee Record This function is used to change any information
24. in an employee record Click on Employee Record from the Main Menu Bar vw Note The fields at the top are selection fields only Once the person has been selected from the drop down list of code name or card only the fields in the Personal Details or Weekly Program box can be used to modify details Note You can only access this screen with the Supervisor Access Password Click on Modify and the Modify screen will open Figure 8 Modify Employee Records Screen AMS FLEX MINDER 6 6 2 A M S 2004 Demo SAHT AMS FLEX MINDER Employee Records Modify Employee Record bei No of Employee Records Employee Code X Card Number xl BEUMER Pat Personal Details BOONSTOPPEL Wendy BRADLEY Taryn Employee Code BRANSBY Joan E Department CALLAN Debbie T CHALLEN Beryl Name CHERBIT Rosamaria FORBES Kylie Card Number Thu Clock Number oo En Sat End of Period Balance Limit 15 00 Sun Public Holiday time credit 00 00 1 Current week Hones Shut 00 Clear roster weeks 1 to 12 Cancel To identify the record select the employee by Code Name or Card Number from the drop down list next to the appropriate field Having selected the record you will now have the employee details on the screen and any field except the Employee code can be changed Click on the box you wish to modi
25. justment 00 00 A Save Start date 31 12 2001 End date 31 12 2001 Code FX Adjustment 00 0 Start date 11 02 2002 End date 11 02 2002 Code FX Adjustment 00 0 Start date 12 02 2002 End date 14 02 2002 Code AL Adjustment xx xx Start date 18 02 2002 End date 18 02 2002 Code FX Adjustment 00 00 Cancel will display a list box showing all the Codes Names or Card Numbers Select which employee has taken or is going to take leave Any current leave plans will be displayed To enter leave simply enter the start date end date and leave code Leave may be credited automatically with the daily target hours or by selecting the other amount option you can enter the daily credit If a person has a block of hours one day a week for a period of time eg Study leave for a 3 hour course every Tuesday for 2 months you can enter the date of the first day to the last day select Other amount amp enter the hours amp tick the box Every week Each Tuesdays date for that period will be entered with the hours amp code NB To book a Flexday use the FX code amp Other hours amp leave the 00 00 hours save Click on to update the current leave list Future dates will then be credited with that leave code Past dates will be added to that employees records amp updated You may delete leave plans once they are in the past and the record is no longer required by clicking on the list to highlight the particular leave plan then pr
26. loyee code List Employee Records This produces a report displaying all employee s personnel records that have been generated Click on Employee Record from the main menu bar Click on List a drop down menu opens Click on Screen to display all employee records Click on Print for a hard copy of all employee records Click on ext to return to the Main Menu Time Minder Manual January 2008 Page 15 of 26 REPORTS The reports have been designed to provide hard copy details of all employee bookings hours worked and leave taken for a specified period All reports can be viewed on the screen printed out or sent toa file on the hard disc of the controlling PC 2 4 1 Note Weekly records are automatically deleted after 55 weeks If data is required for longer periods backups should be made Refer Backup Click on Reports on the Main Menu Bar and a drop down menu opens There is a choice of four report types Daily Time Sheets Period Totals or Leave Daily Report This function is used to generate varying reports for one day From the Report drop down menu click on Daily report on the Main Menu Bar A blank record will be displayed Enter the Date required for the report If you press enter it will default to the current date If you put a previous date amp enter it will default to the current month amp year Select whether the report is for 1 Department a Shift or All Employees If for one
27. loyees DD MM YY Shift Numbers f All Employees Employee Code 101 Name PAULL Nicole Date Dep Dep Dep ShWkd Leave Leav2 Total Trot Bal Otime Deduct Bank Dept 0202 Annual Leave 01 00 00 07 30AL 00 00 07 30 07 30 0353 00 00 00 00 00 00 TENANCY 01 08 37 00 00 00 00 08 37 07 30 05 00 00 00 00 00 00 00 TENANCY 01 06 39 00 00 00 00 06 39 07 30 04 09 00 00 00 00 00 00 TENANCY 05 02 0850 1158 1253 1744 01 07 59 00 00 00 00 07 59 07 30 0438 00 00 00 00 00 00 TENANCY 06 02 0855 1302 1329 1715 01 07 53 00 00 00 00 07 53 07 30 05 01 00 00 00 00 00 00 TENANCY 07 02 00 00 00 00 00 00 00 00 00 00 00 05 01 00 00 00 00 00 00 TENANCY 08 02 00 00 00 00 00 00 00 00 00 00 00 05 01 00 00 00 00 00 00 TENANCY 09 02 0852 1300 1400 1702 01 07 10 00 00 00 00 07 10 07 30 0441 00 00 00 00 00 00 TENANCY 10 02 0802 1318 1401 1618 01 07 33 00 00 00 00 07 33 07 30 0444 00 00 00 00 00 00 TENANCY 11 02 0838 1313 1344 1716 01 08 07 00 00 00 00 08 07 07 30 05 21 00 00 00 00 00 00 TENANCY 12 02 0753 1303 1342 1643 01 08 04 00 00 00 00 08 04 07 30 05 55 00 00 00 00 00 00 TENANCY 13 02 0837 1211 1255 1655 01 07 34 00 00 00 00 07 34 07 30 05 59 00 00 00 00 00 00 TENANCY 14 02 00 00 00 00 00 00 00 00 00 00 00 05 59 00 00 00 00 00 00 TENANCY TOTALS Bal c f Wkd Leave Total Otime Trot Bal end 03 53 69 36 07 30 80 59 00 00 75 00 5 59 03 02 0822 1359 1438 1738 04 02 1016 12
28. ne Screen Activated Time Minder Online AMS TIME MINDER 2004 Version 6 2 77 System Parameters Download and Process Last download at 16 27 Polling frequency 1000 Terminal 11 Total no of records Set time all clocks Now polling clock Comm Port 4 Records remaining Display download Message Donel Current time 16 27 Du Modem setup In Out display Daily auto process time 05 00 Automatic Download at 1219 2007 16 27 35 Save NO RESPONSE Clock data display Processing BARR SMITH Exit Pause Load Toggle clocks 1 30 Loaded displays at 12 19 2007 16 27 35 SAT Active Comm Port Swipes Time 9 9 Print List IN OUT Pis Clock1 0000 0000 Card Conversion Unidentified cards Card conversion Changing a persons card 1 Make sure they have clocked out with their old card amp then press Load in the TM Online screen This will process any bookings on their old card 2 Goto their employee record in TimeFlex highlight the card field amp enter the new number amp save Close the program 3 Open the TM Online amp activate follow the steps above to register the new card 4 Deactivate amp minimize the TM Online screen Setting the time on the clock If the time on the clock needs changing 1 Make sure the time amp date on the PC are correct double click on the PC time in bottom right toolbar amp change the settings ac
29. od txt If another report is saved to file it will overwrite any existing file Click on to return to the Main Menu Time Minder Manual January 2008 Page 18 of 26 Leave Report You can view a summary of leave that has been taken or planned for a single person or for everyone Enter a from til date range amp select a combination for ALL employees ALL leave types amp ALL departments or select the grouping you require Figure 12 Leave Report Screen From date 01 10 2007 pus Employee Leave Department ode Tildate 3112200 ALL au au Leave for OSBORN Karen 1041007 02 10 2007 07 30 RL Recreation Leave Recreation Leave 03 10 2007 07 30 AL Recreation Leave Recreation Leave 04 10 2007 07 30 RL Recreation Leave Recreation Leave 09 10 2007 07 30 RL Recreation Leave 10 10 2007 07 30 RL Recreation Leave 11 10 2007 07 30 RL Recreation Leave Planned Start 03 12 2007 End 03 12 2007 Amount AL Planned Start 24 12 2007 End 24 12 2007 Amount Planned Start 27 12 2007 End 27 12 2007 Amount TOTALS for leave TAKEN RL 45 00hrs Recreation Leave Leave for PFEIFFER Raelene 1069296 16 10 2007 00 00 Flexi Taken Flexi Taken 24 10 2007 07 30 SL Sick Leave Sick Leave Planned Start 24 12 2007 End 04 01 2008 Amount AL TOTALS for leave TAKEN FX O00 00hrs 1 days Flexi Taken SL O7 30hrs 1 days Sick Leave Time Minder Manual January
30. p to 20 characters card number this refers to the magnetic stripe or proximity card issued to operate the Time Minder clock and department number up to 8 characters The department number enables employees to be printed on separate reports Shifts are to be entered i e different shifts for different days or the roster system Click on Employee Records on the Main Menu Bar and a drop down menu will open with four options Generate Modify Delete and List Figure 7 Generate Employee Records Screen AMS FLEX MINDER 6 6 2 A M S 2004 SAHT AMS FLEX MINDER Employee Records Generate New Employee Record No of Employee Records Personal Details Weekly Programmes Employee Code Daily Programme Department Name Card Number Clock Number o0 1141 1 D d e D d End of Period Balance Limit 15 00 Public Holiday time credit 0000 1 Current week Public Holiday Shift 00 Clear roster weeks 1 to 12 Cancel Generate an Employee Record Click on Generate to enrol new employee s record Click on Employee Code enter an identification number or name for the employee 4 Note This field can not be left blank or changed once saved Click on Name enter the employee s name as you want it to appear on the reports Click on Card Number enter the number of the card allocated to the employee Click on Clock Number L
31. rget hours for part time staff or standard hours with no target These are applied to the employee for the appropriate days The following time points can be entered Flextime bandwidth e Toil or Overtime bandwidth Time points for overtime toil outside of flexitime Meal Breaks 2 times i e 2 per day with minimum taken Target hours Time Minder Manual January 2008 Page 9 of 26 EXPLANATION OF SHIFT FIELDS BANDWIDTH For example the sample shift below has a flextime bandwidth of 8 am til 6 pm with overtime toil between 6 and 8am and 6 and 10pm Time worked within the flexi bandwidth will be compared to the target for that day to give a flex balance Time worked within the overtime bandwidth outside of flexi will go into the overtime or toil column MEAL BREAKS This enables both lunch and tea breaks to be included in the shift pattern Also the duration of the break can be entered If a break is not taken during the specified time an automatic deduction of the specified duration will occur Usually for flextime only one break is used If it is the standard day break 1 is used as per the example in figure 6 Break type 2 can be used for standard hours or for those with a part day target who might not take a break unless working longer Break 1 If a meal break is to be taken between certain times enter these times as well as the minimum duration into break 1 Any clocking times during the break time will be taken into a
32. rocess time 05 00 n Out display Automatic Download at 12 19 2007 16 27 35 ND RESPONSE Processing BARR SMITH Load SHE Active Comm Port Swipes Time Print List IN OUT Pius Cleck1 0000 0000 Loaded displays at 12 19 2007 16 27 35 Abeyagunawardene Dam Clock2 0000 0000 Toggle clocks 1 30 Adams Joanne Beryl Clock3 1 0000 0000 Addicoat Matthew An Clock4 1 0000 0000 Albanese Maria Conce Clock5 f 0000 0000 Allen Geraldine Rose Clock6 1 0000 0000 The Online program needs to stay open at all times This program monitors activity on the clock to show peoples current status last booking time and provides balance information at the clock i e balance to yesterday and today s total Every hour it collects bookings from the clock to the PC It does a complete automatic reconciliation procedure at bam to update everyone s balance The TM Online screen can be minimized but not closed When minimized look for the small Time Minder clock icon rotating in the tool bar at the bottom right of your screen If this program is closed for any reason bookings will be stored in the clock for collection amp processing when restored However balance information will not be updated until the online program is re opened If closed you can reopen by going to Programs Startup TM Online If Leave or adjustments are made in the TimeFlex program the new
33. yed as Click on will return to Windows From the Time Minder Main Menu Bar click on Time Minder A drop down menu opens with four options e Activate Password e Change Password e Download and Process Data and Exit Time Minder PASSWORDS Activate Password Activate Password use this to return to the password screen No activity can occur until a password has been re entered This function can be used as security when the PC is left unattended Change Password Change Password the password change box appears Select the Password to change If setting the Passwords for the first time the factory default is AMS There are two password levels e Supervisor Access enables access to all fields including Change password and Terminal Set up program e General Access limited to access Reports and List Employee Records only Click on Supervisor Access type the current password and press lt Enter gt The next prompt requests a new password and press lt Enter gt Re type to confirm and press lt Enters gt Click on General Access and follow the same steps Download and Process Data to return to the Main Menu Exit Time Minder to return to the Windows Program Manager Time Minder Manual January 2008 Page 5 of 26 PUBLIC HOLIDAYS Public Holidays is a table of dates recognised as approved days of absence from work If you choose this option all dates entered into the calendar list up to
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