EXEBA-TAMS™ User`s Manual PDF
Contents
1. close the window click on the Close button 25 Employee he employee record need to be created first in Exeba TAMS before working with the time and attendance data In this chapter you will learn gt How to create and update an employee record gt How to search for a specific record gt How to print a bar code employee ID 26 Employee Setup Select Employee from the Setup main menu or click on the Employee button in the main toolbar The Employee Setup window will appear l Setup Employee 5 c im e m New Update Delete Previous Next Search Refresh Close ID 0000001 First Name John Middle Name Last Name Doe Personal Info Company Info SSN 999 939 9999 Address City State Province Phone ft Zip When this window first appears the employee records will be sorted ID To change the sort order select Sort menu then select By Department or By Last Name Adding a new employee To setup a new employee you can either enter a new ID directly into the text box or click on the Add button to clear all the boxes and enter the new information For each employee you can setup the following information ID The employee s identification number for Exeba TAMS Enter up to 12 alphanumeric characters The ID should not contain any space characters If the ATS clock is used for clocking employees in and out then the number you enter2. Thomas 000010 Thomas 0 000011 Jessy Jones 900012 Dianne Harris 0000131 Thomas To print all the employee IDs at once click on ALL check box To select one or more ID click on the check box of every ID you want to select Then click on the View or Print button The ID should be printed on a Badge Laser Sheet or Letter Size page 81 2 X11 Every page contains up to 3 rows of ID Each row contains 2 ID s for the same employee ID Printing buttons Once you make your selection click on the View button to view the ID Then click on the Close button to close the ID printing window 34 Time amp Attendance his chapter covets all the topics that are related to the employee time and attendance data as well as absence data Specifically it covers the following topics vw Ww NN Yy Viewing and editing time and attendance records Importing time and attendance records Entering absence data Printing absence report Printing exceptions report Printing time and attendance reports Archiving and de archiving time and attendance records 35 Time Sheet When you click on the Time Sheet button in Exeba TAMS main toolbar or when you select Time Sheet from the Clock Data main menu the Time Sheet window will appear MA Data Sheet Select Refresh Delete Reload data in table Employee ID Name 900001 Doe John Date Pay Period Start Date 4
3. Report Features Allows filtering of report data by department employee schedule and date Includes the following time and attendance reports Daily Weekly Summary Exceptions Absences Report In addition to the following listing reports Department Employees Schedule Messages and Holidays Other Features Imports and exports employee schedule department and messages data in text format Allows selection of data fields and format when exporting or importing data Customizes employee messages 5 5 Creates Employee Bar coded Badges Limits user access to the software through password security Data Entry Options Dd Dd 5 IBC Readers ATS Data Collection Terminal RS2000 Reader MSR100 Reader NMR Reader PC Keyboard Bar Code Scanner Hand Held Barcode Reader Magnetic Stripe Slot Reader Installing Exeba TAMS The installation program allows you to install Exeba TAMS from a CD Before you begin verify that your computer meets the requirements listed below System Requirements Exeba TAMS has the following system requirements An IBM PC or compatible computer Microsoft Windows 95 98 2000 NT or XP M A Pentium processor M Approximately 20 MB of available disk space Installation 1 Start Microsoft Windows 2 Close other applications 3 Insert the Exeba TAMS CD ROM into your CD ROM drive 4 If the installa
4. 43 Exceptions Types The following is an interpretation of the type of exceptions that you will see in the report Missed Clock Out Employee did not Clock Out Incorrect Clock In Out Clock Out is less than Clock In the total hours ate negative Not Scheduled Employee is not scheduled to work on that day or employee clocked in before or clocked out after the scheduled time Employees that are not assigned to a schedule will not be included in the Not Scheduled and Missed Clock In Out exceptions since their schedules are not defined 44 Time amp Attendance Reports Depending on the selection you make you can generate different time and attendance reports The Detailed Report is a report of all the employee clock in and out data during a week or the range of dates selected The Summaty Report is a listing of all your weekly date range totals The Daily Report is a listing of all the employees clock in out data during a single day To see the Time and Attendance Reports Query window click on the Weekly report button or choose Reports then Time amp Attendance Reports Reports Attendance View Print Type Pay Period Start Date 4 9 2003 Detailed Date Range 3 25 2003 4 10 2003 C Daily Select Select By Employee bd 000001 John Doe Select the range of dates or pay period start date Then select the type of report you want to view 45 Select the employee
5. 9 2003 C Date Range oai Clock In Date Out Clock 0 Week Total Hours Total Minutes 8 00 00 AM 4 10 2003 12 00 00 PM 15 4 0 This window allows you to edit the individual employee clock in or out times e an employee forgot their ID badge The employee can advise you or the person you chose to handle this function about their arrival time etc This window allows you to manually enter that information You can view the data for a pay period you can select any range of dates to view After you select the date option click on the Load button to load the table based on selection made There is a lot of automation with this window When you change the date the week automatically changes or when you change the clock in out time the total minutes and hours are updated automatically From this window select the employee from the drop down list enter the date and the new clock in out times The rest is automatically updated The Week text box displays the date for the first day of the week The grid displays data for all the days within that week Therefore if the Workweek Start Day is Monday and the Day Start Time is 5 00 AM then the grid will display all the data from 5 00 AM on Monday for the date that appears in the week text box until 5 00 AM on Monday for the following week 36 Button Function For single deletion click on the delete key from your keyboard for single multiple
6. for this field has to be a fixed 6 digit or a fixed 12 digit depending on how you defined it in the clock parameters setup 27 First employee s first name up to 15 characters Last The employee s last name up to 15 characters Address The employee s street address up to 50 characters City The employee s city up to 15 characters State The employee s state up to 2 characters Zip The employee s zip code up to 15 characters Phone The employee s home telephone number Rate The employee s hourly pay rate Default is 0 Department From the drop down list select the employee s department which was previously entered in the Department Setup window Schedule From the drop down list select the employee s 3 digit schedule code which was previously entered in the Schedule Setup Window If the employee is permitted to clock in and out anytime choose the default 000 Message If you want to display a message to the employees when they scan their card select the 3 digit message code Hire Date Enter the date the employee was hired Position Enter the employee s position in the company Notes You may enter useful employee notes up to 255 characters Supervisor Level Choose the security level you desire Please refer to the ATS command set for a detailed explanation of this field Status Is this employee active or inactive Click the appropriate selection on the right side of your screen T
7. records that you want to view a report on You can select a complete department or schedule or select each record individually lime and Attendance Report buttons To view your report s click on the View button When you finish click on the Close button 46 Archive This utility will extract the weekly attendance and absence data from the database into the Archive folder The extracted data will be saved in a file called mmddyyyy mdb Where mmddyyyy is the starting date of the archived week Choose Archive from the main menu Utilities Archive aia Select the week to archive 4 9 2003 gt 4 15 2003 If you have any records for employee attendance the starting date and ending date for each week will appear in the weeks to be archived list Archive Utilities Select the week you would like to archive and click on the Archive button When you finish archiving your files click on the Close button You need to run this utility regularly When the data is archived it is removed from your database making it smaller in size This will allow Exeba TAMS to run faster and will give you the option of backing up individual files from the archive directory instead of backing up the whole database 47 De archive This utility will restore the data you archived using the Archive utility The Unarchive utility will look for archived files under the Archive subdirectory and will display them by date in the Unar
8. you start using Exeba TAMS you may need to change the default application gt Employee departments gt Company holidays gt Employee messages 16 Company Setup Using the Company Setup window you can set and modify the general application settings To access this window select Company from the Setup main menu Setup Company Company Name Escan Technologies Corp Database C Program Files Escan E xeba TAMS Company0 mdb Location Workweek Total Time Start Day Wednesday Round To f5 Workday start time 12 00 AM 2 Weekly Report Schedule 15 Include Wages Grace Period Then change the following parameters if necessary Company Name Enter the name you want to appear in the reports A maximum of 60 characters will fit in this field Database Location Enter the location of the database file Click on the Browse button to locate the file if different from the default location Total Time Round To Number of minutes to round the total minutes to The default is zero 17 Workweek Start Day Choose the first day for the company s workweek The default is Monday Workday Start Time Enter the time the workday starts hh mm AM PM The workday is any consecutive 24 hour period beginning at the same time on each calendar day The default is 12 00 AM Although Exeba TAMS allows you to change this field anytime you should customize it before the employees st
9. 27 7013 or subparagraphs c 1 and 2 of the Commercial Computer Software Restricted Rights at 48 CFR 52 227 19 as applicable This Agreement is governed by the laws of the State of California COPYRIGHT Information in this document is subject to change without notice and does not represent a commitment on the part of Escan Technologies Corp The software described in this document is subject to the license agreement that is included with Exeba TAMS in whole or in part in print or in any other storage and retrieval system is prohibited No part of this publication may be reproduced transmitted transcribed stored in a retrieval system or translated into any language in any form by any means for any purpose other the purchaser s personal use without express written permission of Escan Technologies Corp Copyright 2003 Escan Technologies Corp All rights reserved Printed in the United States of America This manual was produced using Microsoft Word for Windows January 1999 first printing May 1999 second printing July 1999 third printing April 2001 fourth printing June 2003 fifth printing TRADEMARKS Exeba and the Exeba logo are registered trademarks of Escan Technologies Corporation Microsoft and Windows are registered trademarks of Microsoft Corporation Visual Basic is registered trademark of Microsoft Corporation True DBGrid Pro 7 0 is registered trademark of ComponentOne LLC Crystal Reports is registered t
10. Export Data The export utility allows you to export data from Exeba TAMS database in an ASCII format To access this utility select Export from the Utilities menu The following window will appear Utility Export Data Record Type Time amp Attendance Daily Data Date Format European DMY Export File Fields List Export List Employee ID First Name Total Time To export data follow the steps below 1 Select the record type of the data you want to export You can select one of the following choices Time amp Attendance Daily Data Time amp Attendance Summary Data Department Data Message Data and Employee Data Then enter the path and name of the file you want to export data to Or click on the Browse button to locate the file If the Record Type is time and attendance data select the date format Select one more fields to export from the 1707 list To add a field to the export list highlight the field in the Fre ds list then click on the add button gt To remove a field from the export list highlight the field then click on the remove button lt To add all the fields to the export list click on the Add All button gt gt To remove all the fields from the export list click on the Remove All button lt lt Click on the Import button 59 Product Support variety of resources are available to help you use Exeba TAMS These resources ate covered in this appen
11. art clocking in and out thereafter leave it unchanged Schedule Grace Period number of minutes you allow an employee to clock in or out before and after the scheduled shift The default is set to 0 Reports Include Wages If this option is checked the employee wages will appear in the weekly report Button Function When you make the necessary changes to the above parameters click on the Save button Click on the Close button to close this window 18 Department Setup Departments in Exeba TAMS are used for grouping employees Creating a department is optional To create a department follow the steps below Open the department setup window by selecting Department from the Setup menu The following window will appear l Setup Department View Dffice Shipping Warehouse Temporary Quality Assurance Software Engineering Testing Human Resources Project Management Risk Management Job Tracking Manufacturing llic Adding Departments For every new department you need to enter a Department Number no more than 12 alphanumeric characters This number should not contain any space characters The Description field is optional Enter a maximum of 50 characters Sorting Departments Data When you open the department s setup window the department s data will appear sorted by Department If you want to sort the departments by their descriptions click o
12. ata in each column as follows Employee ID Enter or select existing employee ID To select an ID click on the button that appears in this column A list of all active employee records will appear Then click on the record you want Date In this column enter the date the employee missed work or will miss work For example if you enter 2 9 03 and the day start time is 5 00 AM then the employee is assumed to be absent from 5 00 AM on 2 9 03 until 5 00 AM on 2 10 03 Week Once you enter a valid date the Week column will be automatically updated You cannot edit this column Reason Next enter the reason the employee was not at work e g Vacation Sick Up to 30 characters can be entered for this field Total Hours In this column enter the hours that are paid 39 NOTE When you click on the header of any column the data in the table will appear sorted by that column Date Range You can limit the range of records that are displayed in the table by selecting a range of dates There are two options Start Date If you select this option the records displayed will be limited to the payroll period that starts on the Start Date you enter in the designated box If the payroll period is weekly then the data for a single week that starts on the Start Date will appear Enter a Start Date or click on the up and down arrow keys to change the date Date Range This option allows you to view any range of dates Select a start and end
13. chive list Choose Unatchive from the main menu Utilities 4 Unarchive DER Select week to unarchive 4 9 2003 gt 4 15 2003 Unarchive Utilities Select the week you would like to unarchive and click on the Undo button When you finish unarchiving the weeks click on the Close button Exeba TAMS assumes that you have made changes to your company settings or time and attendance records that would affect the totals of the archived week Therefore it recalculates all the totals for regular overtime double time etc You will notice that some operations e g printing time and attendance reports will run slower than usual after you unarchive a week 48 Exeba TAMS Clock xeba TAMS can also be used with or without a time amp attendance data terminal for clocking employees in or out In this chapter you will learn how to Setup the clock parameters M Use the Exeba TAMS clock to clock employees for time and attendance 49 Clock Configuration From the Setup main menu select TAMS Clock Clock Configuration Entry Type Communication Parameters C Keyboard Port Comi MSR 100 Baud Rate 3600 RS 2000 Data Bits n Preference Parity Stop Bits Show Who s In Out List Delay Speed Select for Entry Type keyboard or one of the serial communication readers RS 2000 or MSR 100 If one of the readers MSR 100 or RS 2000 is selected the communicat
14. date and click on the Load button IMPORTANT Do NOT forget to click on the Load button to reload the data when you select a different range of dates Buttons function The Select button opens the Absence Report selection window By using the print window you can view print a list of the employee absences you have entered The Delete button deletes a single or range of records that you select The Refresh button reloads the data in the table The Close button closes the window 40 Absence Report The Absence Report is a listing of all the absences recorded in the Absence Setup window To print a report select Absence Report from the Report main menu The following window will appear l Report Employee Absence Eo C Start Date E Date Hange 2725 2003 gt 3 12 2003 Selection Employee lt All Employees C Department Select the range of data that you would like to see in the report Choose between two date ranges Start Date this will automatically include the payroll period on which the Start Date falls Date Range if you select this option you can include any range of dates in the report Then select one of two options Employee Prints a report for a specific employee that is selected from the list You can also select to print all the employee absence records Department If you want to print the absence record for any particular department select this option Then se
15. de you designate for each schedule Week Schedule For every day of the week enter or select the start time and end time for each 3 digit schedule code To add a new schedule for a particular day first check the box that appears next to the scheduled hours Then select the start and end times To delete a schedule for any day uncheck the box that appears next to the schedule hours NOTE 23 The only way Exeba TAMS identifies a schedule that ends the next day is if the End Time is less than or equal to the Start Time For example if Monday s Start Time is 07 00 PM and End Time is 05 00 AM then an employee will be able to clock in and out between 7 PM on Monday until 5 AM on Tuesday including the grace period Schedules Setup Utilities To enter a new 3 digit schedule code click on New button When you need to update or change an existing schedule code choose that code from the drop down menu make the necessary changes and then click on the Update button If you need to delete an existing schedule select or enter that schedule from the drop down menu and click on the Delete button Exeba TAMS will double check to make sure you intended to delete that schedule by asking if you want to Delete Current Schedule click Yes to confirm deletion Keep in mind you cannot delete a schedule if you have assigned an employee to it You need to delete the employee record first and then delete the schedule You may view a li
16. deletions click on the Delete button You may choose to print a list of your employee clock in out records by clicking on the View button This button will open the time amp attendance report print query window When you finish entering updating all the employee clock in out records click on the Close button 37 Import Time Sheet Exeba TAMS allows you to import clock data in ASCII format to its database To access this command select Clock Data Import Clock Data This menu command will only import a text file in the format described below When the Find File dialog window appears locate the file and click on the Open button of this window The file to be imported should not contain a header The format of the data should be as follows XXXXXXXXXXXX mm dd yy hh mm Field Description XXXXXXXXXXXX An existing employee ID 1 to 12 alphanumeric characters mm dd yy A valid date hh mm A valid short time 00 00 to 23 59 38 Absence Setup The Absence Setup window should be used to record the hours the employee is absent Select Absence from the Setup main menu or click on the Absence button in the Exeba TAMS toolbar The following window will appear Setup Employee Absence Select Refresh Delete Close Dates C Start Date Load gt Date Range 2 22522003 7 3 12 2003 7 Absence Setup Fields To record employee absence enter the d
17. department to the list as follows 1 Open the Department Setup window 2 Enter the information for the new department 3 Close the Department Setup window 4 Click on the Refresh button You will see that the new department is added to the list The same applies to the schedules and messages View Employee Report You may view a detailed report for a specific employee by clicking on the View button Print the Employee Report Alternatively you may want to send the report directly to the printer In this case click on the Print button Exit the Employee Setup Window When you finish entering all the employee s information and or any updating click on the Close button 29 Employee Listing The Employee List Print window allows you to select the range type and sort the order of employee records for printing To access this window select Employee Reports from the Reports main menu Report Employee Data Select All C Employee C Department Order By Status Type Active List C Last Name C Inactive C Detailed Department C Both You might want to start by selecting the range of records you want to print Al Select All if you want to print all employee records Employee Select an Employee from the list to print a single report on a specific employee Department Select the Department from the list to print reports on all the employees belonging to a particular department You can c
18. dix and can be divided into three main sections M On line documentation M User Guides M On line support Escan Support 60 Or line help Exeba TAMS has a comprehensive on line help system that allows you to locate information quickly and easily On line help can be accessed from the Start menu You can also access it while working with Exeba TAMS by selecting Help from the main menu User documentation This manual contains detailed information on how to use Exeba TAMS For commands and questions related to the hardware you should consult the manufacturer s User Guide that is included with this software purchase 61 Customer Support If you would like to purchase any of the hardware described in this help file you may contact us for the current price and availability In order to be eligible for technical support you must register your version of Exeba TAMS with Escan Technologies Corp In addition to technical support you will receive updates as to what is new in the upcoming versions of Exeba TAMS If you have a question a comment or a suggestion Escan Technologies Corp welcomes your inputs regarding improvements to Exeba TAMS and or this manual These comments can be mailed to Escan Technologies Corp or sent electronically via e mail or via our World Wide Web WWW site If you have a bug report that requires immediate attention please contact us as soon as possible When reporting a p
19. ed In Out will be displayed for 2 seconds Otherwise the message Not Scheduled will appear If the employee is assigned a message this message will appear as well The first time the employee swipes their badge duting a workday that time will be considered clock in The next time the employee swipes their badge that time will be considered clock out and so on Using the MSR100 or RS2000 Instead of a keyboard you can use two types of readers with the Exeba TAMS clock MRS100 or RS2000 Data that is scanned using the reader will appear in the ID text box Use the Clock Setup window in order to select and configure the communication settings for these readers 51 Exeba TAMS Data his chapter covers the following topics M Database compact and repair Import database utility Import data from text files Export data to text files 52 Compact and Repair Database The size of the database file grows with the time as its data is update The Compact Database utility compacts and repairs the database thus making it smaller in size and allows all the functions in the software to run faster To compact the database select Utilities gt Database gt Compact Before you run this utility make sure all the windows in the software are closed and only a single user is running the software If the database is corrupt the Compact Database utility will attempt to repair it However it is recommended to a
20. eld Format Size 1 Department Alphanumeric 1 12 2 Description Alphanumeric 0 50 55 Example D001 Software Engineering 002 Record Type Message Field Name 1 Message 2 Message Example 001 Meeting at 12 00 Record Type Employee Field Name 1 ID 2 SSN 2 First Name 4 Middle Name 5 Last Name 10 Address 6 City T State 8 Zip 9 Phone 11 Hire Date 12 Position Format Numeric 000 gt 300 Alphanumeric Format Size Alphanumeric 1 12 Numeric 0 9 Alphabetic 0 15 Alphabetic 0 15 Alphabetic 0 15 Alphanumeric 0 50 Alphanumeric 0 15 Alphabetic 0 2 Alphanumeric 0 15 Alphanumeric 0 14 Date Alphabetic 0 50 56 Size 0 40 Notes ID should not match any existing ID in the software Any valid date 15 acceptable 13 14 15 16 17 Department Schedule Message Supervisor Level Example Numeric Alphanumeric Numeric 000 300 Numeric 000 300 Numetic 0 12 0 3 0 3 1 3 Accepts decimal numbers Should be an existing department Should be an existing schedule Should be an exiting message Optional field 000001 999999999 John Doe 10100 Mandalay St Riverside CA 92503 909 980 0987 06 06 03 Programmer 28 50 D001 000 000 1 57 Record Type Time amp Attendance Field Format Size 1 Employee ID Alphanumeric 1 12 2 Date Date 3 Time Time Example 000001 06 06 03 08 00 000001 06 06 03 13 00 58
21. he Active Inactive choice on the left side of your screen allows you to toggle between active and inactive employees For example if you select the Active option you will be able to view the active employees only Update an Employee Record When you finish entering the employee record select the Update button to save the information This button allows you to update an existing employee record or add a new employee record When you need to make changes to the employee s record select the employee using the Search button or enter the ID When the changes are made click on the Update button Delete an Employee Record 28 If you need to delete an existing employee record select the employee using the Search button enter the ID in the ID text box and click on the Delete button Exeba TTAMS will double check to make sure you intended to delete that employee by asking you if you want to Delete current employee record click Yes to confirm deletion Please note that deleting an employee will delete all the attendance and absence information on that employee also Navigating The Previous button allows you to see the previous employee record The Next button allows you to see the next employee record The Search button allows you to find a specific employee record based on a certain criteria When you click on this button the Employee Search window will appear Refresh the department schedule list You can add a new
22. he portable or home computer 2 COPYRIGHT The SOFTWARE is owned by Escan Technologies Corp or its suppliers and is protected by United States copyright laws and International treaty provisions Therefore you must treat the SOFTWARE like any other copyrighted material e g book or musical recording except that you may either a make one copy of the SOFTWARE solely for backup or archival purposes or b transfer the SOFTWARE to a single hard disk provided you keep the original solely for backup or archival purposes You may not copy the written materials accompanying the SOFTWARE 3 OTHER RESTRICTIONS This Exeba TAMS License Agreement is your proof of license to exercise the rights granted herein and must be retained by you You may not rent or lease the SOFTWARE but you may transfer your rights under this Exeba TAMS License Agreement on a permanent basis provided you transfer this License Agreement the SOFTWARE and all accompanying written materials and retain no copies and the recipient agrees to the terms of this Agreement You may not reverse engineering decompile or disassemble the SOFTWARE Any transfer of the SOFTWARE must include the most recent update and all prior versions 4 DUAL MEDIA SOFTWARE If the SOFTWARE package contains both 3 5 inch disks and CD ROM then you must use only the media appropriate for your single designated computer or network server You must not use the other media on another computer or com
23. homas Linda Total records 12 First select the criteria to search by ID If the employee ID is known select ID from the Search By list Then enter the ID in the Search Value Last Name If the first few letters or the complete last name is known select Last Name from the Search By list Then enter the last name in the Search Value This field accept wild cards For example to search for all employees records with the last name starting with S enter S for the seatch value First Name To search by first name select First Name from the Search By list Then enter the complete first name or the first few letters in the Search Value Select the Sort By order if you would like to view the result displayed in a certain order 32 Then click on the Search button If any matching records were found the result will appear in the list Double click on the record you need It will then appear in the Employee Setup window 33 Print Employee ID Exeba TAMS provides you with a utility to print bar coded ID cards for your employees To access this utility from the Utilities main menu select Print ID The following window will appear Utility Print Employee Badge m zl 4 Close Select By Employee 000001 Johnson 0 000002 John Smith 000003 Thomas Perry 000004 Nelly Blair 000005 Oliver 000006 Bill Baker 00000 Miguel Herrera 0 000009
24. hoose between two types of reports List a report in which the employee ID first and last name status department supervisor level and message appear all on one row for every employee selected Detailed a report in which all the employee information appears with each field in one row You also have the option to print employees by their status only active employee records will appear in the report Inactive only inactive employee records will appear in the report 30 Both both active and inactive employee records will appear in the report You may want your listing report to be sorted by ID Employee ID default Last Name Employee last name Department Department Button Function When you have made your selections for the Employees Report click on the View button If you are ready to print the report s click on the Print button When you finish with all the Employee reports click on the Close button 31 Employee Search This utility allows you to search for a specific employee record Using the Employee Setup window click on the Search button to open this window Search Employee Record Search By IDit Search Value 00 Sort By IDit 000001 Johnson Darek 000002 Smith John 000003 Perry Thomas 000004 Blair Nelly 000005 Oliver George 000006 Baker Bill 000007 Herrera Miguel 000009 Thomas Mira 000010 Thomas Fred 000011 Jones Jessy 000012 Harris Dianne 000013 T
25. ill be sent to the printer When you finish entering all the holiday information and or any updating click on the Close button 21 Holiday Listing The Holidays Listing report is a listing of the company holidays Simply enter the year you would like to see a report for and print the report To see a selected Holiday Listing choose Reports Holidays Listing from the main menu options 22 Schedule Setup If an employee is assigned to a schedule the schedule needs to be created first To setup a schedule select Schedules from the main menu Setup or click on the Schedules button in the main toolbar The Schedule Setup window will appear E Setup Schedule Schedule Schedule Description Default ia Schedule Hours Monday pe 08 00 PM 05 00 PM Tuesday 08 00 AM 05 00 AM Wednesday x 0 amp 00AM 05 00 Thursday 08 00AM 08 00 AM Friday pe 08 00AM 05 00 AM Saturday Sunday This option should be used if you want your employees to clock in and out only duting certain hours If the employees are permitted to clock in and out anytime assign them the schedule 000 in the Employee Setup window Schedules Fields Schedule Enter 3 digit number to identify a schedule This number should be assigned to an employee in the Employee Setup Window The schedule should be between 1 and 300 Description This 15 a written description for the 3 digit co
26. ion parameters may need to be modified as necessary These parameters are Delay The delay is the number of milliseconds 0000 9999 the clock should wait before requesting data from the reader Speed The amount of time you want the software to wait after sending command and before receiving data from the reader You can select any number from 1 to 50 The number you select is represented as a multiple of 10th of a milliseconds If you like to a list of who clocked in and out while employees are using the clock check the Show Who s In out List option Click on the Save button to save any changes made 50 TAMS Clock When the Exeba TAMS built in clock is used the employee clock ins and clock outs are viewed on the computer s monitor and the system date and time are recorded To open Exeba TAMS Clock entry window select Exeba TAMS from the Windows Start menu Then select Exeba TAMS Clock BE Exeba TAMS Clock Enter or Scan IDit Message Thu Apr 10 2003 05 01 36 Status Port 1 is Open Clocking In Out In this window a text box will appeat where the users enter their employee IDs If the ID does not exist in the employee file or the employee is inactive the message INVALID will be displayed to the user for 2 seconds If the IDH exists and the employee is scheduled to work at the time and date that appears at the bottom of the window the message Thanks first name Clock
27. lect the department from the list Button Function After you select click on the View button Click on the Print button to print the absence report Click on the Delete button to clear the print list When you finish printing the reports click on the Close button 41 42 Exception Report The Exceptions report is a report of all the incomplete incorrect and not scheduled clock in and out entries It is recommended to run this report before editing the time and attendance records and before printing any other time and attendance reports such as the weekly report To access the Exceptions Report Query window select the Exceptions Report from the Reports main menu Im Report Exception Date Pay Period Start Date 3 C Date Range 3 26 2003 4 10 2003 Select By C Department From the options on this window you can select to print an exceptions report on all the employees on employees that work in a particular department or on a single employee Select the range of data that you would like to see in the report Pay Period Start Date this will automatically include the payroll period on which the pay period falls Date Range if you select this option you can include any range of dates in the report Exceptions Report Utilities Click on the View button to view the Exceptions report Click on the Print button to print the Exceptions report Click on the Close button to close this window
28. lways back up the database files to avoid unrecoverable data loss since this utility cannot fix all the possible forms of database corruption 53 Import Database The Import Database utility imports the data from an older version of Exeba TAMS To import a database select Utilities gt Database gt Import Enter the location and name of the old database file Click on the Open button of the Get File dialog window 54 Import Data The Import utility allows you to bring external data into Exeba TAMS database in an ASCII format To access this utility select Import from the Utilities menu The following window will appear Utility Import Data Record Type Time amp Attendance v Data File CAData Exeba TAMS TAMS 3 0 Testing CikInOut txt Date Format American MDY European DMY To export data follow the steps below 1 Select the record type of the file you want to import You can choose one of the following Time amp Attendance Department Employee or Message 2 hen enter the path and name of the file you want to import from Or click on the Browse button to locate the file 3 Ifthe Record Type is time and attendance data select the date format 4 Click on the Import button Data File Format In otder for the data to be imported successfully the fields in each file should be comma delimited and should follow specify format and order as described bellow Record Type Department Fi
29. medies nor any product support services offered Escan Technologies Corp are available for this U S A version product outside of the United States of America NO OTHER WARRANTIES Escan Technologies Corp Disclaims all other warranties either express or implied including but not limited to implied warranties of merchantability and fitness for a particular purpose with respect to the SOFTWARE the accompanying written materials and any accompanying hardware This limited warranty gives you specific legal rights You may have others which may vary from state to state NO LIABILITY FOR CONSEQUENTIAL DAMAGES In no event shall Escan Technologies Corp or its suppliers be liable for any damages whatsoever including without limitation damages for loss of business profits business interruption loss of business information or other pecuniary loss arising out of the use of or inability to use this Escan Technologies Corp product even if Escan Technologies Corp has been advised of the possibility of such damages Because some states do not allow the exclusion or limitation of liability for consequential damages the above limitation may not apply to you U S GOVERNMENT RESTRICTED RIGHTS This SOFTWARE and documentation are provided with RESTRICTED RIGHTS Use duplication or disclosure by the Government is subject to restrictions as set forth in subparagraph c 1 i of the Rights in Technical Data and Computer Software clause at DFARS 252 2
30. n the header of the column Description You may click on the Department column header to restore the original sort order 19 Buttons Function You may choose to preview a list of the department numbers and their descriptions sorted by department by clicking on the View button To print the department listing report click on the Print button To close the window click on the Close button Any modifications made to department setup will be saved automatically NOTE If you wish to assign an employee to a certain department you need to create that department first Then using the Employee setup window assign a department to the employee 20 Holiday Setup Use the Holiday Setup to add a paid company holiday Exeba TAMS automatically add 8 hours to the total hours for every holiday for all employees Select Holidays from the main menu Setup The Holidays Setup window will appear Setup Holiday DR e Refresh View Range Year 2003 Load New Year 1 1 2003 To view any holidays for any particular year select the year from the list and click on the Load button To add or update holiday data Enter a name for the holiday example New Year Enter the holiday date example 1 1 03 Buttons Function To view a list of the company s paid holiday click on the View button To print a holidays listing report click on the Print button Once you enter the year the report w
31. nd Escan Technologies Corp If you do not agree to the terms of this agreement promptly return the disk package and accompanying items including written materials and binders or other containers to the place you obtained them for full refund 1 GRANT OF LICENSE This License Agreement permits you to use one copy of the specified version of the Exeba TAMS software product identified above SOFTWARE on any single computer provided the SOFTWARE is in use only on one computer at any time If you have multiple Licenses for the SOFTWARE then at any time you may have as many copies of the SOFTWARE in use as you have Licenses The SOFTWARE is in use on computer when it is loaded into the temporary memory i e RAM or installed into the permanent memory e g hard disk CD ROM or other storage device of that computer except that a copy installed on a network server for the sole purpose of distribution to other computers is not in use If the anticipated number of users of the SOFTWARE will exceed the number of applicable Licenses then you must have a reasonable mechanism or process in place to assure that the number of persons using the SOFTWARE concurrently does not exceed the number of Licenses If the SOFTWARE is permanently installed on the hard disk other storage device of a computer other than a network server and one person uses that computer more than 8090 of the time it is in use then that person may also use the SOFTWARE on t
32. puter networks or loan rent lease or transfer them to another user except as part of a transfer or other use as expressly permitted by this Exeba TAMS License Agreement LIMITED WARRANTY LIMITED WARRANTY Escan Technologies Corp warrants that a the SOFTWARE will perform substantially in accordance with the accompanying written materials for a period of thirty 30 days from the date of receipt and b any hardware accompanying the SOFTWARE will be free from defects in materials and workmanship under normal use and service for a period of one 1 year from the date of receipt Any implied warranties on the SOFTWARE and hardware are limited to thirty 30 days and one 1 year respectively Some states do not allow limitations on duration of an implied warranty so the above limitation may not apply to you CUSTOMER REMEDIES Escan Technologies Corp s entire liability and your exclusive remedy shall be at Escan Technologies Corp s option either a return of the price paid or b repair or replacement of the SOFTWARE or hardware that does not meet Escan Technologies Corp s Limited Warranty and that is returned to Escan Technologies Corp with copy of your receipt This limited warranty is void if failure of the SOFTWARE or hardware had resulted from accident abuse or misapplication Any replacement SOFTWARE will be warranted for the remainder of the original warranty period or thirty 30 days whichever is longer Neither these re
33. rademark of Seagate Software Inc Table of Contents 3 1 LICENSE AGREEMENT desse nana ea 2 LIMITED WARRANTY 2 U S GOVERNMENT 3 COPYRIGHT e PCIE 3 ATURE S A o Ives e eh e A cu iv a A a SVP eT ga 7 GENERAL SOFTWARE 5 7 7 TIME amp ATTENDANCE FEATURES cccccccccecsssesececececseseuececececsenesececeeeceeseaseeeeccseseaaaeceeececeessaueceeececsesessaeeeeeees 7 REPORT PERATURES sons cd aden his 7 7 7 DATA ENTRY OPTIONS Ue erbe caer deve Sous 8 INSTALLING EXEBA 2TAMS oc ccccccscccccsssosvossesectossescovesescossonsuccnesseseotesse cdcdessssossecsesecvosvesscsecsssessesvaseosocsse 9 SYSTEM REQUIREMENTS rie os she 9 INSTALDATION 9 oe aa E Eees EEE n Ee SOn SEa iedee 10 MAIN ses Eao 13 PASSWORD 1 14 ME N i a 15 COMPANY SETUD 5 eco ec co rh aae Seoirse is Sosi 17 DEPARTMENT SET UD 19 HOLIDAY 7 21 HOLIDAY LISTING 22 SCHEDULE SETUP
34. roblem please include the following information Company Mailing Address Phone Number Your Name Contact Person E mail Address if available Exeba TAMS Serial Number Date of Purchase Version of Windows Where to send your registration correspondence Email Addtess techsupport exeba com Putting 5 in the subject header will ensure a quick response Telephone 909 270 0043 9 00 am 4 00 PM PST Fax 909 270 0920 24 hours 7 days a week Standard Mailing Address 62 Escan Technologies Corp 12140 Severn Way Riverside CA 92503 As an alternative to mailing your registration you may contact our WWW sites In addition to online registration you will find an area to post comments or suggestions look at what is upcoming for Exeba TAMS and related software and download up to date files Connect to the web and click one of the following addresses www e Scan com www exeba com 63 On line Support As an alternative to mailing your registration you may contact our WWW site In addition to on line registration you will find an area to post comments or suggestions read about upcoming versions of Exeba TAMS and related software and download up to date files Our WWW site is at the following addresses http www e scan com http www exeba com 64 Notes 65
35. rose oe nd or Os Gacctecbacnacdesedeccsevetescbes EEUU RN ERUE ee SL 03 GU ap Gn EVE Vi OEE aE EUG 23 MESSAGE SETUP 25 EMPLOYEE 27 EMPLOYEE a e 30 EMPLOYEE SEA RC 1 22 32 PRINT EMPEOYEFE 34 TIME 36 IMPORT TME ove vues dl eade es vent cv acad CUPS two 38 7 39 ABSENCE REPOR ER case pbevlsvesesedetesbavteSeocs 41 EXCEPTION REPOR TD visssssscccaschessassdusesesaccessoncecesectodessecpaeseseseoses socecechsossusoaeeceeevesodSoscbesesdscoseseelessecssesesoceecsocs 43 TIME amp ATTENDANCE REPORTS iccsiccossosscsssosscadecoopaspasosdsonsonesessdsotosczacbapsepeconcocacesdesousecsdesesosevonvecbcesoeass 45 47 DE ARCGHIVE neeeiee eetweedceeeeeevv ote ve vex vu ot coca elo Ue vL castghavesdavesecotehauuaecdest stedsitescedase 48 CLOCK CONFIGURATION aoeeoe essas se has sovecesnascastescedscososeoswssacesevesvceassa sa UE VERE SNR E FE SENS SEEN GR de eee STES ge eua Une 50 PAMS CLOG do E 51 USING THE 5 1000 20000 51 COMPACT AND REPAIR DATABASE 53 IMPORT DATABASE o tecdeeveverut o teas eno ea ge tieeveetesbavse T YOU 54 DA TA P K iia 55 ID T 55 0 0 61 USER DOCUMENTATION csscossscoscctssevnsvsnscevesseecsdcencscsecsscecsvsves
36. scsvecesoesssnucdsseecdssetesdoessuvesdsessdosousesdesvonscveseees 61 CUSTOMER SUPPORT 22 62 ON LINE SUPPORT p 64 Introduction to use and customize The software is designed to run seamlessly with a variety of data collection terminals including the ATS line of time clocks and IBC swipe readers In this chapter you will learn E XEBA TAMS Time amp Attendance software is a time and attendance system that is easy gt about main features gt how to install the software gt how to unlock the software Features Exeba TAMS has the following features General Software Features Allows the user to customize the workweek such as start date Creates and keeps track of employee data schedules departments employee absence and company holidays Automates weekly payroll calculations Schedule Features Schedules employees for every day of the week Prevents early amp late clock times Provides on line schedule checking Reports out of schedule clock in out Adds a grace period to the scheduled time Time amp Attendance Features Defines attendance rules such as rounding total time grace period workweek definition overtime and double time Keeps track of employee absence Keeps track of company holiday Allows editing of time sheet data Archives and de archives time and attendance data Imports and exports employee and time sheet data
37. st of the schedules by clicking the View button To print the schedules listing report click on the Print button When you finish with the Schedule Setup Window click on the Close button 24 Message Setup The Message Setup window allows you to create a message that can be assigned to one or more employee The message will be displayed to the employee when he or she clocks in out From the Setup main menu select Message The following window will appear Setup Message View Meet with quality assurance personal Submit data sheet to supervisor Meet with client at 2 30 PM Work order due today Meet with department supervisor Submit project documentation Shift ends at 5 00 pm Meeting from 8 to 8 30 Project due today Scheduled for night shift Schedule change Department change Congratulations Meeting is rescheduled See supervisor Meeting is cancelled Hello Enter a unique number for every message This number can be from 1 to 999 This number 15 limited by the type of hardware you are using For example the ATS terminal accepts up to 300 different messages Enter the message in the designated column The total length of the message should not exceed 40 characters Button Functions To view a listing of the messages click on the View button To ptint the listing click on the Print button reload the data in the table click on the Refresh button
38. ta Help Menu From this menu you can access the online help as well as unlock the software 13 Password Setup The Password Setup window allows you to set or reset a password in Exeba TAMS When a password is set the user will not be able to access the software unless the correct password is entered in the Log On window as discussed in the next topic Select Password from the Setup main menu The following window will appear Setup Password Make sure you REMEMBER the password you set Ifyou lose your password you can never open the database again Enter existing password mm Enter new password Re enter new password To set a password Click on the Set tab Enter the existing password if any in the designated box Enter a new password in the new password box The password can be from 1 to 14 characters Enter the new password in the password verification box Click on the Set button To clear the password Click on the Clear tab Enter the exiting password in the designated box Click on the Clear button 14 Log If you set up a password for Exeba TAMS the Log On window will the first screen to appear when you start the application 1 Exeba TAMS Log On When this window appears enter the valid password to access Exeba TAMS Then press the Enter key or click on the OK button 15 General Setup parameters as well as create the following B efore
39. tion program did not start automatically choose Run from the Start menu 5 When the Run dialog box appears type x setup substitute the letter of your CD ROM for x and press Enter 6 Follow the on screen instructions Unlock Software After installing Exeba TAMS for the first time you need to unlock it within a two week period To unlock the software follow the steps below From the Help menu select Unlock Software The following window will appear Registration Serial Number 0000 000 0000 7 Register User Codes User Code 1 303 752 476 UN ON User Code 2 655 408 Response Response 1 Response 2 Then unlock the software using one of the following methods Phone Call Escan s support line at 909 270 1911 Ext 10 Then provide the support representative with following information Serial if available User Code 1 User Code 2 The representative will give you the response s that will unlock the software for unlimited use Then click on the Register button Email Send the following information by email Serial if available User Code 1 User Code 2 Company Name and Purchase Date to the following address techsupport exeba com Then close this window by clicking on the Close button When you receive the response s open the Unlocking window again and enter the response s in the designated text box Then click on the Register button NOTES Click on the Register button onl
40. xeba Escan Technologies Corporation Exeba TAMS User Guide Escan Technologies Corp 12140 Severn Way Riverside CA 92503 Phone 909 270 0043 Fax 909 270 0920 ESCAN TECHNOLOGIES CORPORATION Exeba TAMS User Guide The Exeba TAMS user documentation has been written by Escan Technologies Corp No part of this publication may be reproduced or distributed in any form or by any means without the prior written permission of Escan Technologies Corp We welcome your suggestions and comments regarding improvements to Exeba TAMS or this manual Changes will be incorporated in the new editions of this manual and in new versions of Exeba TAMS Escan Technologies Corp reserves the right to make improvements or changes to this product at any time without notice While every reasonable precaution has been taken in the preparation of this manual and software Escan Technologies Corp assumes no responsibility or liability of any kind for errors or omissions or for the consequences of such errors Exeba TAMS is provided as is without warranty of any kind The entire risk as to the quality and performance of Exeba TAMS is on the user This documentation was last updated for Version 3 0 of Exeba TAMS M Serial Number License Agreement This license agreement is your proof of license Please treat it as valuable property This is an agreement between you either individual or entity the end user a
41. y when you have the response code Otherwise click on the Close button 10 14 Getting Started ou ate now ready to use Exeba TAMS In this chapter you will be introduced to the main tools that will help you setup the application Basically you will learn gt How Exeba TAMS s main window is organized gt How to setup a password 12 Window Unless password is setup in the software the following window will be the first window you will see when you statt Exeba TAMS Exeba TAMS Escan Technologies Corp Setup ClockData Reports Utilities Help rat r a 1 ii Ej E Employee Schedule Absence Time Sheet Weekly Employee ID Archive This window provides access to all the functions in the software through its main menu and the button bar Setup Main Menu From this menu you will be able to access the following commands Company Setup Employee Setup Clock Setup Messages Setup Absence Setup Department Setup Schedule Setup Holiday Setup and Password Setup Clock Data view and edit the time and attendance data select the Time Sheet menu command from this menu Reports Menu All the listing and time and attendance reports can be printed using the commands of this menu Utilities Menu The following commands can be access from the Utilities menu Archive and De archive of time and attendance data Print Employee ID Compact Database Import and Export Da
Download Pdf Manuals
Related Search