Manual - QuantumLeap
Contents
1. Clicking on the plus sign on the left of the name Employee No gives a detailed calculation of Employee No1 work cost QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 26 The Line will be expanded only for the selected person The user may perform the same action using the context menu by right clicking on the selected field to get the context menu and then select the View and mark the checkbox The active node will then always be expanded and the rest of the nodes collapsed To move between employees hold the SHIFT key down and at the same time press the down arrow key S otme File View Setup Terminal Budget Sales Statistics Help Workplan Registrations Period Results lg Save lt j Print x Clear T Day B Work Week 7 Week 31 Month Deparment peod amaaa B meos B Hide other departments youras sjueuijede q Week1 We 2012 01 04 Week1 Week1 Mo 2012 01 02 Tu 2012 01 03 30 00 22 30 22 30 0800 1600 030 0800 1600 030 Employee No1 Agreed 0800 1600 030 0800 1600 030 0800 1600 030 Issues Salary Agr week 1 of 1 kr1 500 00 Agr week 1 of 1 kr1 500 00 Agr week 1 of 1 kr1 500 00 Normal 07 30 0800 1145 1215 1600 kr1 500 00 07 30 0800 1145 1215 1600 kr1 500 00 07 30 0800 1145 1215 1600 kr1 500 00 Extra pay kr414 36 kr414 36 kr414 36 Vacation pay 10 2 kr153 00 kr1532. _ Update Registered 1015 1922 Insert planned breaks Registration issues More than planned 01 37 Restore original Planned time Registeredtime Manual time 1015 1922 Approval Change OT overtime and IC inconvenient handling ox j cw j As you can see from the messages the break is not registered Clicking on the choice Insert planned break will automatically add break s QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 35 Actual Time Detai j Employee Employee No2 O Department Department2 G C1 Date 09 January 2012 Monday Planned 0800 1600 030 Events 0 Manual payments 0 Registered 1015 1922 030 1433 1503 ME breaks Insert planned breaks Active registrations Original registrations Registration issues More than planned 01 07 Late arrival 02 15 Late departure 03 22 Restore original Adjustment Payed for Planned time O Registered time Manual time 1015 1922 030 1433 1503 Approval 7 Change OT overtime and IC inconvenient handling Pay out a Gea Notes about any discrepancies can be added for example the reason why the break was not taken on the appropriate day and registration may be approved by checking the mark Approval As mentioned before there are several ways to work with registrations Eventually you will decide which way to ch
3. Manual Part 1 Overview QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 1 The QL Time documentation This manual is divided into the following parts e QLTime overview the part you have in front of you now e QLTime setup and preparations e QL Time detailed examples and specific scenarios e QLTime report examples e Appendix The documentation is available on our customer web pages as downloadable pdf files In addition to the QL Time documentation there are videos presenting the basic operations of the QL Time and specific situations for different customers needs Our Customer Pages also contain a FAQ part where answers to questions and videos regarding special topics or functions can be found QL Time overview The intention of this part of documentation is to describe important basic principles and to define terminology used in the application and the documentation This part of documentation also covers the fundamentals for personnel registration After reading this part of documentation the user should have a basic understanding of how QL Time should be used in daily operations for a normal user OL Time setup and preparations Before QL Time can be used it is necessary to configure the application according the users needs To be able to do so it is important to read this part of documentation where we describe in detail how to do the configurations and
4. DS will be replaced by number of days Prolonged by X days for public holidays Task simulation IC OT Shift rules Extra time In this tool we define how salaries will be calculated We refer to the result as Salary Cost QL Time has built in salary types that are automatically calculated e Ordinary hours e Extra pay for inconvenient time e Extra pay for overtime e Extra pay for working special shifts e Extra Time Day and week rule regarding overtime is also set by using this tool Extra payments Additional cost In addition to salary cost there are also some other costs associated with the employee that must be calculated before we know the real cost of employment To get the total cost for hiring we also need to calculate cost for the vacations social fees to the government and for example insurance When we add salary cost and additional cost we should end up with the total cost of employment which we describe as Work Cost Extra pay agreement is used for an employee and can be selected in the employee card Salary information page Calculated extra cost will appear in the plan registrations and period result section Flex time rules Use of flex time gives the employee more freedom in daily work and the basic idea is that an employee can arrive or depart before or after ordinary scheduled hours without any notice to the employer It is necessary to bind each employee to a flexitime rul
5. Gio 2 OL TIME SECU ana NOD OIA INTE 2 QL Time detailed examples and specific scenarios ooccccconoccnnnnncnnnonanonnnnnncnnnnnaronnonanonnonanonnnnnncnnnonos 2 OL Time report examples usina rie 2 DL Time prendes dicas Sidi nicus aio boat edu RS probada 3 Sor 4 OPA OVET 6 GS COS SO e o ENIM IMEEM INED E E 6 Technical PIO Ms aan 6 The choice of database location and performance on the client ss 7 An A eet de eosceeonsanesdeccosseesteseat dace 8 OE WS implementa O sustos idos T TT 9 SUNL RTT Tm Tm 10 QE Time Dasic TINEO AS eran reacio a ee se Cd 10 E Sn An 11 Cost calculation important basic principles arcas 11 9g 12 Mid nigntshift and Week sSDITUs siio de tebu riso nar 12 Moving cost to previous day or next day ccccssecccssecccsecccescccescecescecenececeeceeeuceseencesaeeceseecessneeeneness 13 OE TS CSIRO siena a 13 NUmberine Syster ssl rt 13 EMPIOYOS CA Usos A A 14 EMPIOY MEN CONTO en ets 14 e rn ee ee 14 ela Esas AP e E E 15 WO Maia 16 REEI AI OINS aa il dins 17 o NER e 17 Average WEEK ca eB Iz iuo NR 18 o A TU oo tuo 18 QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 4 SOE OY E tut tcc etui lc t nt da E dede 20 Catcher A aa A tA LM Lu a bd e
6. T Co a in Week Mo 2012 01 09 Hours Hourly salary Total 2534 5 839 67 E Employee Nol 1002 1922 023 1 5 85 2010 kr2 284 47 El Time Registered 1002 1922 023 1422 1445 Planned 1000 1900 030 Agreed 1000 1900 030 Paid time 1002 1422 1445 1922 E Issues Approved by superuser More than planned 00 27 Late arrival 400 02 Late departure 00 22 Too short break 00 07 Agr week 1 of 1 kr1 790 00 00 27 TB kr1 790 00 Normal 08 57 1002 1422 1445 1922 kr1 790 00 8 5 0 kr1 790 00 kr494 47 kr494 47 Vacation pay 10 2 kr182 58 kr182 58 Social security 14 1 kr278 13 kr278 13 Insurance 1 5 kr33 76 kr33 76 Employee Noz Department 1015 1922 kr2 055 20 E Employee No3 7 30 kr1 500 00 Employee Nod REN 79 kr0 00 Employee Nod kr0 00 In the example above there are also some issues regarding Employee No2 The text in red says that Employee No3 has forgotten to record the break or that she has not taken a break The default rule is that if break is not taken for some reason appropriate information must be registered If we want to redraw the extra payment given for not taking the break we can do the following Breaks are left as is but user may adjust a break to the planned break or default break Using a short cut key CTRL SHIFT P adds a break after a default start up period of the day in the registrations After the break is added the corrections are
7. Username Superuser Password super01 e Admin user Username Sysadmin Password nstadmin As soon as you start to use the system you should change the password to prevent others from getting access to the system You change the password by clicking on the Password menu in the login form look at the upper left part illustration below QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 21 __ Login QL Ti Password Use System Authentication Use Windows Authentication User Mame Password Remember my password Co Cancel Ontos Database configuration If you use Azure database the name of the database and password to it will be sent by email to QL Time subscriber Be sure to the save this information in a secure place because as soon as you change the password that database is no longer accessible for QuantumLeap support personnel Edit SQL server data Server glaenmg database windows net Use Windows Authentication Use SQL Server Authentication User Name SAe 1869907 Password Database Tle 18469907 Restore default Enter encoded connection string When the database is created using the QuantumLeap s database installation kit not web default standard values are created automatically in the Windows Registry If it is not done it must be created by a reg file that must be executed on each client A couple of other proce
8. years Skills Bachelor Degree Master Degree Grade Positions Position E Position QL Time will give you a message in the Plan section if you lack a specified competency Help The Help menu provides access to information about QL Time but does not give you online help About the system The example below gives a detailed overview of which components used by QL Time are installed on the computer On the top of the screen you can read the version number and when the application was compiled Right below you get a description of the changes in the last version The information is used together with the support department in some special cases to track down installation problems QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 43 F Time ersi 108230 2011 12 20 15 39 Improved graphical plenning Cl Win ClChart z C1l Win ClCommand z Cl Win ClFlextirid z Cl Win ClTruenDBcrid z Micrasoft BeportViewer WinForma Microsoft SqlS5erver ConnectioniInto Microsott 5ql5erver Smo Micrasoft S5SqlSerwver SmoExtended Microsoft VisuelBasic 0 2 0063 18297 0 20082 15408 8 20082 385 0 20073 61130 z z z z B 1 1 1 B 2 Fm 2 2 PS 2 FUE Fm 2 OS O Ge i OS E po XE IE P LIE C NEUSTEN OK 00000050000 se a ITAL A A SR A iv AA A oO Y D D amp Copyright 2007 2011 QuantumLeap Produc
9. 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 41 e Windows CE e Web browsers ASP e Cell Phones To be able to test the QuantumLeap solutions without any extra investment we have also created the CRegWeb solution This solution is straight forward to use and requires only a web connection and a browser To get more details visit the CRegWeb homepage and How does CRegWeb com works The CReg software comes in different flavours e Server side e Client Side Selecting Terminals in the tool menu gives you access to a separate application in fact the client side of CReg The client side is distributed in the basic package There is no limit on how many terminals that may be added Basically this tool is used for sending and or receiving clocking for employees but you can distribute work plans and messages too see below Terminal messages Since QL Time terminals in fact are computer software we are not limited to only collecting basic information We can send general messages to the terminal department messages and even messages to each single employee This tool gives you the possibility to define standard messages and also send detailed messages Documentation for this application can be downloaded together with the CReg application Default it will not be accessible if you do not have a terminal license Documentation for this tool can be downloaded together with the CReg applicat
10. Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 16 B On holidays or part time holidays the plan can be altered and still the underlying agreement work agreement is taken into consideration The reason for this is to be able to plan holidays to match the business requirement and still be able to calculate correct salary for the holiday Registrations The registration schedule shows the information from the Work Plan and the work schedule agreement together with all punched data from terminals and or manual input The registration schedule is also bound to a special registration form that gives you even more flexibility for registering data The Registration Schedule is more or less equal to the Work Plan view except for the fact that it calculates on real work hours against the plan instead of the planned hours This will give you the real cost for the period with some minor exceptions In addition you will get a detailed daily explanation regarding corrections that must be carried out Period result When everything is registered and we want to finalize our work and or export the result to an external system normally the salary system or lock the period for further editing we do it in the Period Results tab Access to this part of the system depends on the user rights Only users that have the super user s right can access the Period Results tab Some functionality will n
11. User superuser Andersen Anders DB QLTime Server localhost 2012 01 04 14 23 QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 24 On the bottom of the window you will see a status bar showing e Today s date e Server name e Database name e User e Version number Work plan overview Pressing the button Read data automatically loads the work schedules for selected department and time period E QL Time File View Setup Terminal Budget Sales Statistics Help Workplan Registrations Period Results Li Save Print x Clear 1 Day 5 Work Week 7 Week 31 Month syuawyeda g Department Company y Period 20120102 Hr 20120131 Gy C C Read data m Hide other departments zi Week1 Week1 Week1 Week1 Week1 Mo 2012 01 02 Tu 2012 01 03 We2012 01 04 Th201201 05 Fr2012 01 06 30 00 22 30 22 30 22 30 22 30 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 AAA AAA AAA i 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 Fe Fe 2 Fe 2 The example above shows that one employee has a planned vacation see the sun icon and one an absence of sick Red Cross icon Also the national holidays will be displayed on appropriate days with the country flag To change a work plan the user must double click the white fields to the right of the employee s
12. gives us the real cost for the period with some minor exceptions QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 31 The registration schedule shows the information from the Work Plan together with all punched data from terminals and or manual input In other words it compares and calculates punched data toward Work Plan In addition to how it calculates the issue filter is another important difference compared to the work plan The Issue filter information is located on the top menu The definitions in the Issue filter influence on what the user will see on the screen and what kind of messages will be displayed To change the issue filter it is necessary to have administrator rights and it can be done in the Setup menu When the group Time is expanded several additional lines are displayed e Registered which equals punched data manually or automatic from terminals e Planned is what we stored in the Work plan section or work agreement schedule e Agreed time equals the work agreement schedule e Paid time is what QL Time calculates based on input and what will be used exporting data to external salary systems Messages and registrations may be given in two different colours e In Red some issues are not sufficiently explained or handled and require your attention it means there are differences form settings in Issue filter and e InGreen The
13. green lines may be acknowledged without any changes at all because the differences are in line with the issue filter The default is that the employee only gets paid for what he or she has worked inside the plan and that the employee is not paid for any time or absence that is not registered or that the plan has not been fulfilled completely If we look at ordinary hours for Employee No1 see example above we see that calculated time is from 10 02 even if the plan starts at 10 o clock Employee No1 will not get pay after 19 00 even if he worked until 19 22 But he gets extra pay because he took a shorter break If we do not want to pay Employee No1 extra for the extra time registered from 19 00 to 19 22 and since the rest is correct we use the short cut key Control F1 to approve the day To the right of the group Issues the text Approved by superuser will appear In our example Superuser is the user name used for login in to QL Time All text will turn green after we approve registrations QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 32 com E A File View Setup Terminal Budget Sales Statistics Help Work plan Registrations Period Results A Save 3 Print x Clear Day 5 Work Week 7 Week 31 Month Issue filter Time 00 00 00 10 Break Outside Deparment Pero 212010 Jr 20120105 De E Hide other departments c CD
14. issues fea ae E eee ae At the bottom of the main page in the registration window you will get a message Ready regarding how many issues should be solved for the selected period 32 cells with issues Clicking on hyperlink 32 cells with issues will open new window where detailed list of each issue is displayed Issues Employee Nol Departmenti 2011 02 09 More than planned 07 40 2011 02 10 No registrations 2011 02 11 No registrations 2011 03 14 No registrations 2011 02 15 Mo registrations Employee Mo2 Department 2011 02 09 No registrations 2011 02 10 No registrations 2011 02 11 No registrations 2011 02 14 No registrations 2011 02 15 No registrations Employee No3 Department 2011 02 05 Mo registrations 2011 0210 Mo registrations Adjustment QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 30 If it is just a few discrepancies it is better to work directly in the Registration view ow E T T File View Setup Terminal Budget Sales Statistics Help Workplan Registrations Period Results H Save Gj Print x Clear d Day LE Work Week 7 Week di Month Esue filter Time 00 00 00 10 Break Outside flex time Not approved Department Peiod 20120109 jw 20120131 gv e Hide other departments m a Co d m Below the text Registrations the same types of fields are used as those used in the Work P
15. name under the correct day To change the plan you double click on the edit field and to register a start at 8 o clock and finish at 4 o clock you should type 10 hyphen 19 then colon and 30 to set the exact break in length of 30 minutes 8 16 30 The length of the break is specified after the work period You can do this in both hours and minutes The break is placed in the middle of the work period Finish the entry by pressing the Enter key NB Keep in mind that the format for breaks after the column is hhmm which means that if we want one hour break we could type O800 1600 100 It is also possible to tell QL Time exactly when the break should be by entering for example the following string 8 16 1230 1300 QL Time turns this into 8 16 030 1230 1300 to also tell you the exact length of the break QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 25 Two breaks may be added like this 8 16 1030 1100 1400 1415 QL Time turns this into 8 16 045 1030 1100 1400 1415 which define the exact length of the two break periods Another possibility is to add two different work periods for the day for example like this 8 12 20 16 18 17 1715 In this case you tell that the first working period should be calculated with a 20 minute break and that the second working period should be calculated with a 15 minute break from 1700 Also it is possible to schedule new wo
16. or 2 hours e The break is reduced up to 15 minutes and taken from 12 00 to 12 15 gives overtime from 12 15 to 12 30 which is the original planned break If the scenario above happens with work before normal time reduced break and work after normal work hours overtime could in fact be given with three different rates QL Time s way of calculation also influences the weeks rules regarding overtime For example if the employee is entitled to overtime after 37 5 hours in the week and has a work schedule that also is 37 5 hours and extra hour worked on Monday that will give overtime the first day in the week Monday Mid night shift and week shift QL Time uses midnight to distinguish between two days and the week starts according to the country specifications This may influence on overtime day rule and week rule and inconvenient time calculation It may also have some influence on how absences may be calculated QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 12 Entering a work time on for example Tuesday from 21 00 to 05 00 will result in a registration on e Tuesday from 21 00 to 24 00 e Wednesday from 00 00 to 05 00 In other words a clear split is done at midnight Regarding overtime day rule a shift like it vields only overtime if it exceeds the specified number of day rule hours hence the shift Moving cost to previous day or next day QL Time has a special solution f
17. running smoothly Event types All events must be linked to an event type There are 5 default event types e Vacation e Illness e Watch e Project e Other The purpose of grouping events into types is for simplified reporting Holidays Holidays are predefined in the database but the user is responsible to check the holiday definitions and to make sure that they are aligned to the existing situation within the company and for the countries involved QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 39 New holidays may be added and old removed if necessary Salary periods A salary agreement period describes for which time periods the system will export information to a salary system For example if a company uses monthly salary the salary period will normally be from the first day in the month to the last day in the month regardless if the month ends in the middle of the week Since QL Time allows many types of exports even for one single department the salary period must be linked towards each single employee In addition to a rule setup each agreement must be split into time periods for example 12 month to cover each month in a year In addition the salary period function locks the employee and or department from further editing after the export Salary period export adds corrections to the previous period if needed It is used in cases when only part of the salary p
18. set to approximately 100 QuantumLeap Production Ltd will perform all testing and possible debugging of testing against Microsoft Azure databases If required the QL Time can be installed on e Microsoft SQL Server 2005 or Microsoft SQL Server Ay Works with 2005 express Windows e SQL Server 2008 My Server 2008 R2 This is valid if there is a minimum of 50 MB free disk space QuantumLeap products have been tested for both Windows7 and Microsoft Server 2008 and are certified by Microsoft QL Time is developed by a CERTI FI E D ISV Software Solutions Partner QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 6 The choice of database location and performance on the client Performance test was done on Local SQL Server Windows 7 64bit 4 GB and on SQL Azure internet connection speed 2MB sec Employee count number of employees Read sec seconds of reading from database Calc sec number of seconds for the calculation and display of results Total sec seconds total Performance on SQL Azure Employee count Read sec Calc Sec 0 34 0 40 0 40 0 40 0 50 0 60 0 60 On Azure database reading is about 20 of the time while the calculation is 80 Total response time will be approximately 3 4 sec QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 7 QL Time mission QL Time is a workforce management syst
19. ta 21 Database CONMPUNATION usan 22 MEA A 23 TOO Dada aaa 24 Work plani OoVervie W ia oe EMT TH mV PO MET LM 25 REE IMAN A A id 29 SUmmins up the Actual Time Detalls tr dete M NA M Nine 36 A AN NM AN ni Notre ln MO nee RL 36 SCU A 5 An 37 OPONE de ne ERN on 37 ELO Shit Rc iE RUNE 38 Extra payments Additonal COS ais 38 FIXE DUI A oes oap EE CE TO ini nee or ie 38 Maud ONIS tese atum eruta uestes te cn ide a te ND IEEE FEED 39 A O ta 39 EVENTIDE daa 39 miele ND OE TUE 39 NS o iuo satio ca debes stunt eite a b c PES LS Lu A D t CD LL A 40 Interna ltacco UNS cce ie tad ae cba vob tenta Ween cee each uve oto fes rude edes prre dace 40 EXPO HIS OMS Rd CR dde 40 imported dations a a Le 41 o e A r ac 41 Huic oia 41 TERMINA MESS SS 42 BUGR OD aia 42 A O RON A A A E de Opapaaee 43 A Be A O MEE 43 AROUSA 43 License Ar CEMENTOS 44 An 45 BS MN Hr 45 SMS ETE 46 o A y rn c r n 46 Compatibility with other applications io iiu dete enr bre dai 46 QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 5 QL Time overview Getting started Technical platform QL Time supports the following operating systems Compatible with e Windows XP e Vista e Windows 2000 Lu e Windows 7 Windows 7 In additions to this Net framework 4 0 must be installed Recommended data base is Microsoft Azure which is Microsoft s system in the cloud where all maintenance is done by Microsoft Up time is
20. to the salary systems o Data move to the statistical tables All components are necessary to give you an advanced calculation of your work plans and a precise cost calculation Full QL Time version includes the Administration Kit The administration kit helps you to create your company s structure with departments and employees to add and modify employees positions and to specify access rights to users The Administration Kit s functionality is not described in this manual and it is not needed for the trial version limited to 10 employees 2 departments and 3 users In addition to the components mentioned above you can also use the advanced event registration from e Employee card e Work Plan module e Registration module e Web module not included in the basic package e Mobile phones not included in the basic package User rights There are several types of system users normally e Normal user e Super user e Administrator Depending on the type of the user different functionality in the system will be available This is known as normal user rights Cost calculation important basic principles QL Time uses the following principle cost calculation e When an hour is used the cost for the hour is calculated and displayed in the plan and registration schedules This is done for all categories of payment types QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 11 o Hou
21. 00 kr153 00 Social security 14 1 kr233 07 kr233 07 kr233 07 Insurance 1 5 kr28 29 kr28 29 kr28 29 Details include three groups referring to cost calculation e Time that is agreed and Issues related to it o Agreed time o Issues e Salary o Ordinary salary o Inconvenient time o Extra time o Overtime o Shift pay o Bonus e Extra pay All kinds of extra work costs in addition to salary are here O Social security fee o Vacation money o Insurance The example above shows a detailed cost for Employee NoT calculation QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 27 amp QL Time File View Setup Terminal Budget Sales Statistics Help gt Workplan Registrations Period Results Save Print x Clear T Day 5 Work Week F Week 31 Month os gt Period 20120102 Gr 20120131 Gv e E Hide other departments Week1 Week1 Mo 2012 01 02 Tu 2012 01 03 Reset Ctrl Del Departments b Salary Agr we gr week 1 of 1 kr1 500 00 Normal 07 30 Employees gt 7 30 0800 1145 1215 1600 kr1 50 E Extra pay kr414 Manual payments kr414 36 Vacation pay 10 2 kr153 0 CR Social security 14 1 kr233 0 Insurance 1 5 kez View Employee No2 Department2 0800 16 Rule summary Employee No3 Department2 0800 16 Graphical planning F11 Expand cur
22. 2 QuantumLeap Production Ltd Page 23 Example Top menu E QL Time E File View Setup Terminal Budget Sales Statistics Help The top menu gives access to various features of the QL Time Example Horizontal tab controls Work plan Registrations Period Results The various tabs provide access to different functions and also describe where you are in the process Work plan means the time before the period starts Registration view is for registrations and correction of data and events Period results view is meant to export data to salary systems and save data to the statistical tables Example Vertical tab controls QL Time File View Setup Terminal Budget 5a O m T En m un Ei Company E S Department EN A Employee No1 E Employee No2 Employee No3 Employee Nod Employee No5 S UAW eda If you click on the Departments tab and then click on the horizontal pin the pin will be displayed as in the example above and the department structure will be displayed permanently Search tab has an advanced search function for addresses phone numbers etc Toolbars Toolbar gives you easy access to different functionality lg Save Print E Clear di Day 5 Work Week 7 Week ail Month The Toolbar may look differently depending on the selected view Work Plan Registrations Period results and how QL Time has been set up Example Status menu Version 1 0 8 30
23. ally QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 8 QL Time implementation The schematic below shows the working methods we recommend for being able to get the fastest and most efficient implementation of QL Time The activities under preparation are a must and should be done as early as possible This is mainly a one time job and ensures that the daily work and period endings are as easy as possible During the Daily work we recommend daily monitoring of registrations This is because people often forget things that are a bit back in time The work schedule changes should also be done outright e Calculation rules e Departments employees registration e Test against terminals Preparation o Budgets e Trend analyzes e Changes to work plan Velez setae Register actual hours and events e Export to salary system Finishing e Print reports Phase QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 9 QL Time System Overview QL Time System overview provides a schematic overview of how the system is designed and also shows some functionality SMS that will be implemented later versions RA ERSTES i 4 a D F Agreements and schedules can be zet by date E g updates can be prepared in adwance and activated automatically at correct date aims temporary staff recruitment serv
24. artment or several departments The example below shows an employee s work schedule agreement with a one week work cycle but with a split on several departments during the week d ll fis gt Agreement validation rule Agreement From date To date Store manager 2004 03 12 2011 01 23 Store manager new schedule 2011 01 24 2011 05 03 Registration video 2011 05 04 2011 05 04 Salary export 2011 05 05 Norwegian validation rule 8D0 1600 030 0800 1600 030 0600 1600 030 0800 1600 030 0800 1601 Example Week 1 2012 01 04 Ely Week 1 Salary export M Lose The agreed work schedule may be immediately changed according to the company or individual demands QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 15 Such temporary changes should not be made in the work agreement schedule but in the Work plan At the bottom of the page you will also see which number in a work cycle that belongs to a specified date Example Week 1 2012 01 04 Er Week 2 Salary export Close Work Plan The Work Plan is basically a collection of several employees work schedules at the same time normally a department and for a given time frame normally a week In some cases an individual work schedule does not exist and in such cases the hours agreed may be entered directly in the work plan o NN CO A File View Setup Termi
25. bles the application to be run through a special port and thereby makes it easier to give external access to the application Compatibility with other applications QL Time is integrated with all other QuantumLeap products and services task manager that incorporates skills qualification staff scheduling and sophisticated communication tools in the same solution In these cases at least employees and department information are shared between the applications QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 46
26. d on the server every day when first QLTime application connects to the database Backups are kept for 2 months then replaced by newer backup Two files stored ult test odd bak odd month backups e a January March ult test even bak even month backups e g February April Backup last run Never Backup last successful run Hever Hun backup now OK Backup is stored on the machine that runs Microsoft SQL Server a server or a local pc To copy or move the backup to another secured media is the users responsibility Logging QL Time has a very advanced login functionality that allows tracking of changes down to a single user The logged transaction can be viewed with the Administration Kit and is explained in the Administration Kit Document Note Logging is based on UPC time See appendix QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 45 SMS Note This functionality is only available with an additional arrangement with the local supplier QuantumLeap has created several azure services that include SMS and are available through QL Task SMS service is a separate program module and has two options e SMS individual or broadcast to predefined groups e Filling a watch automatically and with feedback to o Everybody on the list o The one that get the watch o Manager SSL QL Time will in the future be run with the SSL active X component which ena
27. dures may be carried out when the application connects to the database e If itis the first user s login in on a day an automatic backup may be carried out and the user will not notice the backup at all For more information right now click here QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 22 e Ifyou have downloaded a new version and the new application requires some database updates it will be carried out but with a message to the user o If somebody else has downloaded a new version and updated the database you may get a message that tells you that a new version is required Not upgrading may cause some unexpected results in calculation or error messages Note By selecting no it will be possible to take a security back up before you continue with upgrading Main form view The example below shows the main form of QL Time or Work plan view This is the display you normally get when QL Time starts View Setup Terminal Budget Sales Statistics Help Workplan Registrations Period Results lg Save 3 Print x Clear T Day 8 Work Week F Week 31 Month Deport ree 2012 Ge aa S EN Gl Hide other departments squaw pda 0 cells with issues i in the shift role plan D z 0 event alarmas Version 1 0 8 30 User superuser Andersen Anders DB QLTime Server localhost 2012 01 04 14 23 QL Time user manual Part 1 Overview Updated 22 03 2012 201
28. e even if there is no flexitime allowed The reason is that QL Time by default puts everything outside the scheduled time in the time bank To prevent QL Time QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 38 from this action it is necessary to define a rule without any flexibility at all and to mark the rule so that time bank is not allowed If the flexitime rule is marked do not use time bank then the system allows flexibility but the pay will be immediately calculated Validation rules Validation rules are used when you create a work time agreement and work in the plan section but not in the registration window Several checks for example regarding maximum work time during one week may be configured and put to work The rules will be checked every time something changes in the work agreement schedule or the plan schedule and a warning is issued if the rule is broken For each employee you can link to a validation rule on the employee card in the work agreement page Events In QL Time events are defined as any kind of event that keeps the employee away from the ordinary work place Events can be categorized for example as e Sick leave e Vacation e Work from home e Business trips e Education In fact event types may also be used to keep track of special projects To set up and maintain your business rules regarding events is an absolute must to get things
29. eck registrations is the handiest for you Summing up the Actual Time Details Left open with intention Periods QL Time Period Results Schedule is a procedure that carries out e Locking registrations within the period from being edited e Export data to external systems o Ascii files o XML file o Excel e Update the statistical table in the QL Time database The main goal is to produce the result that will be exported to external systems based on your settings and prevent further editing of the period and to create a statistical database for analyses QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 36 What you will see in the schedule is dependent on the set up for the period result You will find detailed information in the chapter Setup Period Result Zom NN NN A File View Setup Budget Sales Statistics Help Work plan Registrations Period Results Export Ca Unlock Print Clear p Export settings Hourly salary Full time Agreed salary Only differences Fixed salary Mothing Department Period 201111 2011 1 07 2011 1 12 CD CN Hide other departments Terminal Read data a m a Co d m in Setup The Setup menu is located within the top menu in the main form The Setup menu provides access to all of the tools located in the system Keyboard shortcuts can be used to open the tools in a faster way Ex
30. ed out they will be displayed in green data matches parameters in the issue filter or in red data does not match the set parameters in the issue filter and requires your attention The issues are displayed in the registration form as text messages in green and red colours see example below S QiTime File View Setup Terminal Budget Sales Statistics Help Work plan Registrations Period Results lA Save 3 Print x Clear m Day 5 Work Week 7 Week il Month Issue fi Department Company Period 2011 02 03 El 2011 02 22 7 Hide other departments m c tu m a in WWeek6 we 2011 02 09 dal dl a mr E Time Registered 0800 1740 030 1145 1215 Planned 0800 1600 030 Agreed 0800 1600 030 Paid time 0800 1145 1215 1740 El Issues More than planned 01 40 Late departure 01 40 E Salary Agr week 1 of 1 2 kr1 850 00 01 40 TB Normal 09 10 0800 1145 1215 1740 kr1 833 33 OT 50 00 10 1730 1740 kr16 67 Extra pay kr511 05 Vacation pay 10 2 kr188 70 Social security 14 1 kr287 46 Insurance 1 5 kr34 89 In the example above the line displayed in red reading More than planned 01 40 informs the user that the QL Time is not calculating pay for the time outside the parameters defined be the issue filter At the bottom of the main page you will get a message regarding how many issues should be solved for the selected period 32 cells with issues 0 issues in the s
31. em that also includes all functionality that is covered by time amp attendance systems and aims to give the user immediate pay back on investments This goal is achieved by offering extended functionality that helps the user to find areas with saving potential or that improved planning will achieve that which is the business demand for competence Here are some of the features delivered with QL Time e Different types of budgets including competency levels e Trend analyses to make planning easier e Cost analyses to guide when planning work agreements e Reporting on day level for budget and cost e Control of vacation days e Warnings for example time limits towards authorities e Control of absence due to sick children e Realtime calculation of cost O In the planning phase O After the chosen time period is finished e Easy collection of punched data from clocking terminals and access to clocking s in the cloud which means that dedicated terminals can be avoided e Easy transfer and configuration to pay roll systems e Time bank and flex time e Web application for time registration e Department messages individual messages and tasks can be distributed to terminals QL Time is built on new and advanced Net techniques that ensure long life span and thereby less migration cost with future upgrades QL Time is also a part of the QL Thinking concept whose mission is to show techniques and methods that can improve daily operation radic
32. eriod was exported Salary period export saves statistical details to two different tables e Exported details with hours e Statistical details with calculated paid hours There is also a statistical payment sum sum of all details in the main table The salary period agreement defined on the employee card links an employee to a Salary Period Agreement definition Then reading salary for a selected department and salary period will only show employees linked to the period agreement The settings form on the Period results page allows choosing that which should be exported for employees with different salary types Internal accounts To be able to use the full strength of the system and have the possibility to calculate other cost types than the built in types it is necessary to establish internal accounts The accounts you define may then be used in the plan and registration sections These accounts define what may be exported to other systems for example a salary system NB You can make the system calculate salary without defining internal accounts but to be able to export salaries it is absolutely necessary to define the internal accounts Export file formats QL Time gives you the possibility to edit how the content of the ASCII file will look It is possible to build up different types of export formats and it also gives the possibility to set file names for the exported file based on for example date of export depar
33. finished and using the short cut key CTRL FT to approve the day QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 33 File View Setup Terminal Budget Sales Statistics Help Work plan Registrations Period Results A Save E Print x Clear 1 Day 5 Work Week 7 Week 31 Month 1 Hide other departments Week ESmmay E 1002 1922 023 1422 1445 08 57 i Edit S UaW 16 de If Edit is selected from the context menu the form Actual Time Details opens In this form it is possible to work with one employee at a time and of course register events absence What you do not see in this picture is all the calculation for each single employee and calculated cost The double arrows on the top pages only cycle through the issues and make it faster to figure out what must be corrected It is a matter of taste how you want to work with the application but we recommend use of this form in cases where the clocking should be changed The reason is that you will now get extra control in the calculations If the cells in the Registered form are edited directly as described above this is the same as clicking on the button Register time QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 34 Actual Time Detail E Employee Department Events 0 Manual payments 0 New Edit Delete
34. hift role plan Ready Clicking on hyperlink 32 cells with issues will open new window where detailed list of issues displayed QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 19 lasues Employee Nol Departmentl 2011 02 09 More than planned 01 40 2011 02 10 No registrations 2011 02 11 Mo registrations 2011 0214 No registrations 2011 02 15 No registrations Employee No Department 2011 02 05 No registrations 2011 02 10 Mo registrations 2011 02 11 Mo registrations 2011 72 14 No registrations 2011 0215 No registrations Employee No3 Department 2011 02 09 No registrations 2011 02 10 No registrations Adjustment Shortcut keys QL Time uses shortcut keys to make the application faster to work with Clues on how to use short cut keys will be displayed in the menus or context menus Setup Terminal Budget Sales St Terminal Budget Sales Statistics Options Terminals Ctrl T Backup options Terminal messages Ctrl M Calculation rules Ctri R Extra payments Ctrl E Budget Sales Statistics Help Validation rules Ctrl Shift R Budget Ctrl 4 Flex time rules Ctrl F Shift role plan Ctrl 5 AA Ctrl A Sales trend analysis Ctri 6 Holidays Ctrl H Shift roles Ctrl Shitt 5 Salary periods Ctri s QLTime accounts Ctrl K Export file formats Ctri A Export settings Issue filter Other data Save all to file More shortcut keys ca
35. ice Analysis tools part Assist planning by of System X adding e g budget and or workload information E g daily and weekly rules Organization Users user authorisation export QL Time basic functions QL Time consists of several key components e System Configuration o Rules for calculation of salary work agreement for example with unions Shift rules Inconvenient time Overtime Extra time o Rules for calculation of additional work cost that exceeds normal salary cost Social fee Insurance cost Vacation Allowance pay o Validation rules o Rules for use of flexitime and time bank QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 10 Rules for how to add automatically breaks Event codes absences vacations meetings etc National holidays definition Shift Role definition QL Time accounts salary accounts internal accounts Governmental laws Terminal setup and configuration Issue filter that describes how the different discrepancies may be handled Budget definitions work cost in currency 96 sales other budget types O O O O O O O O o Currency converting e Employee information with employment agreements and work schedules employee card e Work Plan module collection of different employment contracts in a given time frame e Registrations module e Period results module o Locking up salary periods o Export
36. ion Budget The budget tool can be selected from the top menu but it can also be popped up directly from the Plan or Registration schedule It is important to notice that the field that may be budgeted is set up in Other data and the tab Budget types There are only a few predefined parameters which are work cost work cost and net sale You can add as many budget types as you want Real figures can be entered directly into QL Time or imported in different ways QL Time has a built in API that can be used for importing data or the ASCII file import may be used The figures that can be entered are the same as defined for budget types QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 42 Shift Roles This function lets you plan the necessary competencies for the entity You choose the knowledge that is necessary and then define the timeframes where these competencies must be present QL Time will in the Plan section tell you if you have the defined knowledge present or help you to find the right competency within your workforce Shift roles can be defined from Setup and then Shift Roles As you see from the example below the shift role can be a combination of formal or in formal competence and position types ET nm E gt Edit shift role Name Shift role 1 Description Bachelor deg for position 1 Experience
37. lan window The User should select Department e g Fresh Food department and Time period e g one day 4th of May After selecting the department and dates the Read Data icon must be pressed The Registration Schedule is more or less equal to the Work Plan we discussed it in the prior chapter except for the fact that QL Time compares real worked hours against the rules instead of the planned hours File View Setup Terminal Budget Sales Statistics Help Work plan Registrations Period Results A Save 3 Print x Clear 1 Day 5 Work Week 7 Week 31 Month Issue filter Time 00 00 00 10 Break Outside Deanne wes 2049 Ge 20 D Hide other departments ESmmy asas ET 5 839 67 El Employee Nol 1002 1922 023 1422 1445 08 57 kr200 00 kr2 284 47 suau yeda E Time Registered 1002 1922 023 1422 1445 Planned 1000 1900 030 Agreed 1000 1900 030 Paid time 1002 1422 1445 1922 E Issues m More than planned 00 27 Late arrival 00 02 Late departure 400 22 Too short break 00 07 Agr week 1 of 1 kr1 790 00 00 27 TB kr1 790 00 Normal 08 57 1002 1422 1445 1922 kr179000 08 57 kr200 00 kr1 790 00 kr494 47 kr494 47 Vacation pay 10 2 kr182 58 kr182 58 Social security 14 1 kr278 13 kr278 13 Insurance 1 5 kr33 76 kr33 76 1015 1922 09 07 kr2 055 20 07 30 kr1 500 00 Employee No4 00 00 kr30 79 krO 00 Employee No5 PY 00 00 krO 00 This
38. n be found in context menus by right clicking on the schedule in the Registration schedule and then clicking on Adjustments QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 20 Week6 Week6 We 2011 02 09 Th 2011 02 10 GULF 1 4 Reset Ctrl Del 0800160 Adjustments Pa Adjustment ay plar Ctrl B 0800 160 Justments Fay plan Ctrl B 0800 11 Event Adjust to plan Ctrl Shift Departments More time Ctrl Q More tha Employees More In Ctrl I Late depa Nx eed Approval More Out Ctrl U 09 10 08 Notes Adjust break Ctrl P 00 10 17 Manual payments Adjust reg break Ctrl Shift P kr511 0 E kr188 70 Remove break Ctrl D kr 287 46 View kr34 83 Rule summary Launching QL Time Note Before logging into QL Time it is necessary to set up the system with the right login parameters If this has not been done yet then see the chapter Database configuration that follows after this chapter for a detailed explanation To be able to use QL Time the user identity and password are needed These are provided to you by the system administrator If you have downloaded a version from the web for the first time you will also need the database setup and password to the database This will be sent by mail The trial version comes with a default setting of three user identities and appropriate passwords e Normal user Username Normaluser Password normal01 e Super user
39. nal Budget Sales Statistics Help Workplan Registrations Period Results Li Save Gh Print x Clear d Day LE Work Week 7 Week 31 Month E Hide other departments m D T En EN amp a i Employee Department 1020120102 Tu201201 03 We201201 04 Th201201 05 Fr 2012 01 06 30 00 22 30 22 30 2230 22 30 0800 1600030 O800 1600 030 O800 1600030 0800 1600 030 O00 1600 030 0800 1600 030 0200 1600 030 0900 1600 020 0200 1600 030 0900 1600 0230 0800 1600 030 O0800 1600 030 O800 1600030 0800 1600 030 0800 1600 030 1100 1900 030 The Work Plan may be altered for each employee so it shows a different result from the individual work schedule e g it may show that overtime is added or that the employee is on vacation or not at work for other reasons The result of the changes is displayed in the Work Plan Keep in mind that if a work agreement says 8 00 16 00 and the plan is changed to 12 00 20 00 then the altered plan 12 20 is considered to be the legal agreement for that day This takes effect for example if the employee is sick on that day and if inconvenient pay goes from 18 21 then the employee could be entitled to inconvenient pay because the plan has been altered There are two important exceptions from the above described functionality A If the plan is altered and part time sick leave is registered the plan only reflects the employee s planned work hours QL Time user manual
40. o exchange information with another system using another numbering system a link to this other system must be defined on the employee card An account is something similar to a bank account and keeps track of a special calculated hours and cost For example ordinary hours should have an internal account and may also be linked to an external account number for example a number used in a salary system Employee card The employee card is used to store basic information about each employee The employee card consists of a form with several tab controls that display different kind of information such as name addresses information about when the employee was hired and how to pay etc In addition to basic information about each employee some statistical data such as absence may be viewed from the employee card In the following chapters the employee card is described in more detail Employment contract An employment contract is a category of contract used in labour law to attribute rights and responsibilities between parties to a bargain On the one end stands an employee who is employed by an employer Put generally the contract of employment denotes a relationship of e Economic dependence how the employee should be paid i e compensation for overtime inconvenient time etc We name it Work Agreement and e Social subordination in this case it is days when the employee should work specification i e when to start and
41. or moving cost from one day to another This feature is especially useful for branches like restaurants or bakeries It is easy to understand that a restaurant that opens at noon and closes past midnight will want to see all the costs of work on the same day the day they open and want to move the cost that is past midnight to the previous day This can easily be done by simply adding a parameter Moving the cost forward for example for a bakery that starts production in the evening but has the sale for the production the next day want to move the cost forward so cost and sale can easily be matched QL Time definitions Some words and terminology may be used differently in different countries and also within different companies in the same cluster Therefore an explanation of the words used in QL Time and what each definition includes may be useful Numbering system QL Time uses an internal numbering system for e Employees e Accounts events such as sick leaves business meetings etc and ordinary hours inconvenient time etc It is important to be aware that these numbers have nothing to do with any numbering system within your company but are only for use internally in QL Time For example when a new employee is recorded the number assigned to the employee is automatically assigned and can never be changed QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 13 To be able t
42. ot be available unless the super user decides to run in debug mode The Period Results view is quite similar to what you see in the Registrations view but in this case the real registrations are compared to the work agreement which is defined in each employee card and the differences are shown based on the data to be exported The Period results in this schedule are what will be exported to a salary system based on user settings and not the total cost for the department There are basically three things that are done or may be done from the Period Result view e Exporting data to salary systems in forms of files or tables and or with help of mail to another department file attached e Locking users from further editing in the period e Writing the historical data to a special table used for statistics All the above mentioned steps are executed at the same time and the user will only get a final report regarding export unless QL Time is run in debug modus QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 17 If it is necessary to alter the periods after a period is locked it can only be done going through a strict procedure together with the administrator You will find more information regarding the period result schedule in the System Configuration section Average week calculation QL Time uses the following rules to calculate an average week Mos
43. port settings Issue filter Other data Save all to file Setup Terminal Budget Sales Statistics Options an Backup options ET Calculation rules Ctrl R E Ext y t Ctrl E ra payments rl Valiclatian rules Ctrl Shift R Flex time rules Ctrl F Default break rules Ctrl Shift D Event reasons Ctrl A Holidays Ctrl H Shift roles Ctrl Shift 5 Salary periods Ctrl 5 OL Time accounts Ctrl k Export file formats Ctrl Access to specific items on the tool menu will depend on the classification of the user e The Administrator can see and change everything e The Super user has limited access e The Normal user only has access to some menu choices The word Setup is used when we discuss user forms for changing application behaviour in a specific way It may for example be filling in default values that will be used by a normal user or setting up calculation rules Options The option dialog box gives you several opportunities The most important is the language setting terminal setting and currency to use Updated 22 03 2012 Page 37 QL Time user manual Part 1 Overview 2012 QuantumLeap Production Ltd we Log file Time calculation Language Selected automatically 8 Selected manually Convert all other currencies to EUR Euro Show former employees Show all departments in the tree also inaccessible ones Wam if public holidays are found in a vacation period Auto prolonged message
44. rent node Lock column width Expand all Collapse all gt gt Right clicking on the appropriate field you can add different Th 2012 01 05 F 2012 01 06 5a 2012 01 D7 UP A events reset time to the original etc 29 55 22 30 00 00 0800 1600 030 0800 1600 030 0800 1600 030 0200 7600 020 0800 1600 030 0600 1600 030 Reset Ctrl Del Departments Employees Manual payments Timebank View Rule summary Graphical planning F11 If you press the sign to the left of the text Summary you get some more additional information related to budgets E WEEDS F Week19 Week19 Week19 H o 2009 05 04 Tu 2009 05 05 We 2009 05 06 Summary 17 00 17 00 17 00 51 Worked time 17 00 17 00 17 00 Paid time 17 00 17 00 17 00 Sum 1 982 61 1 982 61 2 386 61 Budget Turnover 20 000 00 38 000 00 23 000 00 Work cost 1 300 00 1 982 61 682 61 2 470 00 1 982 61 487 39 1 495 00 2 386 61 891 61 Work cost 6 50 9 91 341 6 50 5 22 1 28 6 50 10 38 3 88 Articles per day Cubic meters Antall lunchpauser mn 1 1 p Er ier 1 i ww ANANN oom A uw 4 0 o A www 4 0m Vo ar Summary part displays e Worked time e Paid time e Sum work cost in selected currency If budged part is filled in the QL Time application will also display e Turnover e Work cost budget e Work cost percentage QL Time user manual Part 1 Overview Upda
45. rk sessions as is in the example bellow on Thursday Employee No1 works 1000 1500 020 1800 2100 015 S CiTme m C OR File View Setup Terminal Budget Sales Statistics Help o Workplan Registrations Period Results LA Save 4 Print x Clear T Day 15 Work Week 7 Week ail Month 3 Department Company y Period 201201402 B 20120131 Gy 3 C3 Read data m Hide other departments d Week1 Week1 Week1 Week1 Week1 L Mo 2012 01 02 Tu 2012 01 03 We 2012 01 04 Th 2012 01 05 Fr 2012 01 06 30 00 22 30 22 30 29 55 22 30 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 0200 1600 020 f 0800 1600 030 0800 1600 030 295051605220 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 1100 1900 030 e e In the example above we changed a field and it became light brown The colour indicates a discrepancy between the underlying work agreement and the plan More detailed examples on what will happen if the plan is not followed are described in part three of the document Week we Instead of double clicking the edit fields the context menu can be used Th 2012 01 05 Fr 201 25 55 22 30 The menu can be opened by right clicking in the edit field 0800 1600 030 0800 160 0800 1600 030 0800 160 Da Reset Ctrl Del z Event Departments Employees Manual payments Timebank View Rule summary Graphical planning F11
46. rly paid o Agreed monthly salary Salary without inconvenient time or overtime Extra pay for inconvenient time and overtime o Fixed pay even if less or more than the work schedule agreement says Use of time bank does not affect the cost calculation at all When an employee works extra time and the extra time goes to the time bank instead of being paid the cost is still calculated o When the employee takes the time off the cost is reduced for that time period in the plan and registration views This will be done even if the cost or and hours is are exported to a salary system Keep in mind e Plus minus hours to the time bank are not reported to the salary system e Extra hours or fewer hours compared to original work schedule agreement for people with fixed pay are normally not reported and may also depend on the period monitored Overtime QL Time calculates overtime for periods that exceed the agreed work schedule This principle makes the calculation accurate and in most scenarios fast and precise To perform a manual calculation of overtime in a similar way is both time consuming and tricky to achieve With an agreed work schedule from 8 00 to 16 00 with a break scheduled from 12 to 12 30 the following could happen if any extra worked hour should be calculated as overtime e Work time 7 00 16 00 gives overtime from 7 00 to 8 00 or 1 hour e Work time 7 00 17 00 gives overtime from 7 00 to 8 00 and from 16 00 to 17 00
47. s CE based device we recommend It can collect registrations on local storage and or internet In this chapter we will only look at the manual corrections to Registrations and we will give you some basic knowledge regarding how to work with the information that is uploaded from the terminal The Registration Schedule is more or less equal to the Work Plan we discussed it in the prior chapter except for the fact that QL Time compares real worked hours against the rules instead of the planned hours QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 29 The registration schedule shows the information from the Work Plan together with all punched data from terminals and or manual input In other words it compares and calculates punched data toward Work Plan In addition to how it calculates the issue filter is another important difference compared to the work plan The Issue filter information is located on the top menu ee TT File View Setup Terminal Budget Sales Statistics Help Work plan Registrations Period Results lA Save Print x Clear d Day 15 Work Week F Week 31 Month Issue filter Time 00 00 00 10 Break Outsi Dotnet Feed amona B 202043 D Hide other departments syuaw edad y21P8G Week1 Mo 2012 01 02 08 30 In our case 10 min longer breaks are allowed and don t need additional attention 20 cells with
48. t years whose division by 4 equals an integer are leap years Years that are evenly divisible by 100 are not leap years unless they are also evenly divisible by 400 in which case they are leap years By this rule the average number of days per year will be 365 1 4 1 100 1 400 365 2425 365 2425 12 30 436875 average of days in a month 30 436875 7 4 348125 average weeks in a month An average month is defined as 37 5 4 348125 163 0546875 Reference Gregorian calendar http en wikipedia org wiki Leap year The above information may be changed to another fixed number for hours per week in the Setup menu Issue filter Issue filter enables you to build criteria that will help you filter and see those issues that are absolutely necessary to correct Allowed time limits Check work time Less than planned More than planned Allowed break limits shorter break Longer break Allowed arrival departure limits A Check arrival departure times Early arrival Late arrival Early departure Late departure Flex time Only check time outside flextime agreement Approval Only check cells that are not approved QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 18 The Issue filter makes it possible to remove some noise in the registration window and concentrate on the most important tasks to do After issues are filter
49. ted 22 03 2012 2012 QuantumLeap Production Ltd Page 28 In fact you can budget as many different budget types as you like but only net turnover work cost budget or work cost percentage can be measured against planned cost As mentioned before figures in red mean that too much money or resources are used on a given day Budgets are displayed per day and totals for the selected period Registrations QL Time is supposed to work together with registration terminals and thereby give an automatic data caption But QL Time can be also used without the terminal by making only manual registration Normally even with a terminal necessary corrections must be done manually QL Time has two main ways for collecting registrations e Registrations via Internet cloud e Registrations by client of terminal and then upload of registrations to the database Storage in the cloud is the recommended solution but it means that registrations will not be possible if internet connection is lost QuantumLeap s recommended solution has approximately 100 up time This solution is the most simple and may be used on any device that has a web browser QuantumLeap also offers storage on terminals but it requires a Windows XP or Windows CE on it Keep in mind that not all CE terminals have required screen size and resolution Visit our web page MT 650 Terminal to get a presentation of our web based terminal The picture on the left shows the Window
50. tion LTD All rights reserved License agreement Example bellow says that 2 from an allowed 3 users are used Clicking on hyperlink Upgrade it is possible enter new license key Current license info Number of users allowed used Number of employees allowed used Number of departments allowed used Expiry date Show license agreement Go to upgrade page Enter new key here A new license key will be sent by mail after payment has been confirmed for a new license period QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 44 Backup Backup of the database is meant to be taken care of by an IT Department or the person that is responsible for the IT within the organization If the application is stored on a laptop desktop then the user must take responsibility for the backup and it is possible to use the built in backup functionality The only thing that is necessary to do is to check Activate automatic daily database backup and the press Run backup now The first user that logs into the database on any given date will start the automatic backup process The time used will be minimal Backup options Server prw glaenmo databas Database mel ulf test M Enable automatic daily database backup Backup path on the server Folder must exist on the server Leave empty for default backup path c Databasebackupl Database changes will be save
51. tment number user that exported the file or a combination of several criteria QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 40 There are some predefined file formats in the QL Time test database but it is very important that the user checks exactly what he needs and compares the result in QL Time with the salary system that will be used We have also paid attention to the fact that XML or Excel files can be exported and even export directly from one database to another Imported data Imported data is normally employee data historical sales data or budget data A special import module can be configured to read data into the employee module Other data This section gives you in fact the possibility to add the basic data you may need for different scenarios such as e Positions jobs e Skills e Municipalities e Contact types e Payment patterns e Experience e Budget types e Counties Currency e Department roles Example bellow shows how positions jobs can be defined Countries Currencies Mame Accountant Deputy Store Manager FreshFood Manager MonFood Manager Office Assistant Security quard Store assistant Store Manager Terminals Terminals working with QL Time are quite unique to what we normally think of as terminals Terminals software that may be used from QL Time may run on e Windows XP or later versions of Windows QL Time user manual Part
52. what should be checked in the application before use After reading this part of documentation the user should be able to make adjustments and regular maintenance of QL Time QL Time detailed examples and specific scenarios In this part of the documentation we immerse ourselves in detailed examples and explain further how the QL Time handles special scenarios This part is for users who have good prior knowledge of QL Time but want more detailed explanations of specific situations This part of the documentation is primarily meant to support the super user and to provide a detailed understanding of how particular situations are handled by QL Time QL Time report examples A description of all reports and how to configure the reports is described in this section This section is meant for all kinds of users and should give some help regarding what kind of information is delivered with each report type QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 2 QL Time appendixes Useful additional information that explains special topics or what represents new development since last review of this document QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 3 Content AS A um 1 PA ON et ee eee ee ee 1 The OL Time documentati ices sccenaastwnvaatencasysasaebsnniuenavionvawennebentseyouvacennenansseqanchantasneneseiansacbsenensiuweeaenss 2
53. when to finish each work day We name it Work Schedule NOTE You are not forced to make a work schedule for each employee but this is something that we absolutely recommend in order to make your life as an administrator as easy as possible and because the employment legislation in most countries demands you to do so Work agreement Work agreement definition means the rules that apply to an agreement with a union or other groups of employees or just the rules applied by every country We include union agreements into the work agreement definition and use only the work agreement term in QL Time terminology The calculations are split in to three basic groups QL Time user manual Part 1 Overview Updated 22 03 2012 2012 QuantumLeap Production Ltd Page 14 e Work agreement rule s how to calculate overtime shift rules extra time and inconvenient time e Cost calculation additional work cost for example insurance money e Flex time Time bank rule s The rules described above are defined per employee in the employee card see illustration below Work agreement rule Standard View Cost calculation rule Extra Pay for Vacations View Flex time rule Sandart flex rule View O Work schedule The Work Agreement is each employee s individual agreement with the company regarding how and when to work The Schedule for a one week cycle or several weeks may be added and the schedule may apply to one dep
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