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1. 0 X W 0 o Warning i Following validation errors were found Agreement Standard agreement 13 02 2000 Work time cannot be longer then 9 hours per day Monday Work time cannot be longer then 37 5 hours in a1 week cycle Save anyway Week Department Monday Tuesday Wednesday b Week Department 0900 1900 030 1000 1900 030 Total 09 30 08 30 00 00 1000 1900 030 1000 1900 030 1300 1700 030 HEEN Net hours 38 30 Please notice that it is only registered a one week schedule and that the hours will be counted on Department 1 We strongly recommend that the number of cycles is reduced as much as possible and if you use a large number of cycles make sure that it is necessary from the business point of view Increasing number of work cycles makes it a little bit harder for users to understand calculations based on average of several weeks If you add a second week then you automatically get a two week cycle If the employee is supposed to work in different departments then create a schedule for each department QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 51 of 107 5 What is normal time If ordinary work time includes overtime and inconvenient time Options Sele General Log file Time calculation Terminal communication Moral time i full work
2. County HE Norway Birth date 01 01 1970 Soc Security Cost Center Bakery T rrvarer Bank Account Position Store assistant Tax region Hired From 14 januar 2009 Card ID Salary No 1234 QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 26 of 107 A Comment MR26 Since there is internal and External accounts should ne 1 e 1 e 1 1 Internal account definition mentioned both But the title of this chapter should be Salary account definition or just Account definition All accounts should be given a proper description and specified in the form for accounts This form is opened selecting Salary accounts under Setup from the top menu or using shortcut key Ctrl K It is basically three different types of accounts e Salary o The salary accounts are basically something you describe by adding the shift overtime and inconvenient rules with parameter In addition you must describe how each account should be exported e Manual o This is meant to give you the opportunity to do manual registrations that more or less override the automatic salary types e Extra Pay o This is a special type of accounts that may be calculated based on other accounts They are used to give you the exact cost level and normally we do not export any figures from thi
3. fe Eel Eel Canil Colt FrestFood Ferskveres kr 0 00 0 kiil This view gives information of what will be locked and exported to other systems Example below shows that Brigitta is supposed to work in two departments Fresh Food and Bakery Since in this case user has access just to Fresh Food department information related to Brigita s work in QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 34 of 107 Comment UT36 This log has to be built Comment MR37 It is necessary to finish describing this view All settings are moved to Chapter 7 2 Bakery department is inaccessible and it is shown in light gray color in Italic System X le View Setup Terminal Work plan Registrations Period Results sJUSUNIE dr USJESE Employee Department Summary 2 005 00 amp Brigitta Bj rnsen FreshFood Fersk varer kr 7 505 00 EG Aria Hanner Baker an varar Ay SO Og Camilla Collet FreshFood Ferskvarer kr 0 00 User can t modify that data If there is any not fixed issues left system will give notification messages when the user presses button Export System X Workplan Registrations Period Results Weekd41 Weekd41 Mo 2009 10 05 Tu 2009 10 06 Hourly salary Registered areas sjuawpedag i 07 30 FreshFood Ferskvarer There are still
4. QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 25 of 107 There are two relation points between export functionality and each employee 1 Define Salary Period for each employee In the example bellow the Salary Period Type s named Feel Salary Periods AGREEMENT Employee info Frank Fristad Employee info Lj Xx be is CB or Salary period agreement xj Contacts Salary info Hourly pay Monthly pay Work agreement 01 100 00 16 305 00 i Experience Absences Salary From 01 01 2009 v Pattern Salary To LJ Paid Hourly Salary per Hour Hours per Month 163 05 i Timebank Memo G Agreed Salar Monthly Salary 16305 00 Work Agreement 163 05 g y 163050 Hours per Month Fixed Pay Pay Difference Work agreement rule Standard detaljhandel v Cost calculation rule Norske tilleggsregler 4 ukers feri v Flex time rule No timebank v 2 Define export reference number salary number for each employee In the example below it is set to 1234 Employee info Frank Fristad Employee info Do XK bel CRA A ET m E Adresses i Contacts Employee info Frank Fristad Salary info i Work agreement ID ls Table No First Name Frank Gender Male i Experience j Absences Last Name Fristad Marital Status Single i Timebank Memo
5. 07 30 0800 1145 1215 16 03 30 0800 1045 1115 1200 The result is more interesting and shows that the first and second day of absence is paid 100 the third day Monday 50 and the fourth day nothing The illustration below shows the form used for registering absence Select the right absence type in the list box grid and then make sure that the time span is set according to the length of the sick leave using the calendar drop down list boxes Registering absence the whole day default will result in an absence equal to the underlying work agreement In the plan section you will see an icon for absence that match the absence type and the time from the underlying work agreement schedule Note If you do not set the end date of an absence it will last for ever comment may also be added but remember that the comment will be visible in the plan and registration section so it is important to keep a strict line regarding comments QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 61 of 107 Comment UT49 This situation must be reconsidered The example is not clear enough If this is a 100 sick leave or a 100 absence for other reason this is all that is needed Absence Employee Reason Country Hame Business travel Holiday Permission leave without salary Permiszon leave with salary Sick Child SC First d
6. Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 42 of 107 tei Messaging control Welcome Department Message will be shown between C Also specify time From date 21 December 2009 v From time 00 00 Todate 31 December 2009 v To time 00 00 Select terminal Firma Store Current message Default message Message text Default message text Save default message TEIT Everyone Remove to Firma Have a nice day Number Message Start date End date Start time End time Terminal Use time Merry ChristmaslE veryonelll 2009 12 21 2009 12 31 00 00 00 00 Firma Store QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 43 of 107 PART THREE DETAILED EXAMPLES QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 44 of 107 4 Employee Information All information regarding an employee is stored in the Employee card It is one of the key components in QL Time You can access it by left double click or right click and then OPEN on selected employee In the example below you see the first page on the employee card Employee info Brigitta Bj rnsen IX a z i Adresses l Contacts Employee info Brigitta Bj rnsen Salary info i Work agreement ID Table No Additionalt info l Skills First Name Brigitta G
7. If the absence is paid it will always be included in paid time If the type of absence is Sick Leave then the time is not calculated in the Worked hours QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 100 of 107 Ukel2 Ukel2 Ti 16 03 2010 On 17 03 2010 Oppsummering 36 30 38 00 38 00 Arbeidet tid 36 30 38 00 38 00 Betalt tid 28 30 38 00 39 00 Sum 3 057 18 4 007 18 4 057 18 Ansatt Avdeling Ha E oni 0 FreshFood Ferskvarer 0800 1600 Anders Andersen Tid Avtalt tid 0800 1600 0800 1600 0800 1600 Forklaring Beregnet l nn Avt uke 1 av 1 kr 600 00 Avt uke 1 av 1 kr 800 00 Avt uke 1 av 1 kr 850 00 Ord timer 06 00 1000 1600 kr 600 00 02 00 1400 1600 kr 200 00 08 00 0800 1600 kr 800 00 UB 50 01 00 0800 0900 kr 50 00 UB 21 0 TB Fraveer 100 06 00 0800 1400 kr 600 00 kr 0 00 Fraveer 0 02 00 0800 1000 kr 0 00 amp Oppgaver Brigitta Bj rnsen FreshFood Ferskvarer 0800 1600 030 0800 1600 030 Tid Avtalt tid 0800 1600 030 0800 1600 030 0800 1600 030 Forklaring Mindre enn avtalt 01 30 Pause mangler Beregnet l nn Avt uke 1 av 1 kr 0 00 01 30 TBE Avt uke 1 av 1 kr 750 00 Avt uke 1 av 1 kr 750 00 Ord timer UB 50 Frav r 100 07 30 0800 1145 1215 1600 kr 750 00 07 30 0800 1145 1215 1600 kr 750 00 Frav r 0 06 00 100
8. Salary Agr week 1 of 2 kr 900 00 01 00 TB Agr Normal 08 30 0700 1145 1215 1600 kr 850 00 07 31 OT 50 01 00 0700 0800 kr 50 00 s you see from the salary calculation the result is one hour overtime from 7 o clock to 8 o clock in the morning The reason is that we pass 75 hours during the two weeks period Since we are placing extra hour on Monday morning compared to the work agreement the overtime will also be paid for this hour In our example the employee works from 8 00 to 16 00 and with a 30 minutes break This gives 37 5 hour per week and no overtime Ansatt Avdelin Uke43 Uke43 Uke43 Uke43 Uke43 g Ma 22 10 2007 Ti 23 10 2007 On 24 10 2007 To 25 10 2007 Fr 26 10 2007 Ulf Teie NST Admi 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 Tid Avtalt tid 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 Feil E L nn Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 Alminnelig 07 30 0800 1145 1215 1600 07 30 0800 1145 1215 1600 07 30 0800 1145 1215 1600 07 30 0800 1145 1215 1600 07 30 0800 1145 1215 1600 37 30 Changing the plan on Monday adds 50 overtime for I hour on Monday The reason is that we during the week exceed the 37 5 hour rule for the week Avdelin Uke43 Uke43 Uke43 Uked3 3 Ti 23 10 2007 On 24 10 2007 To 25 10 2007 Fr 26 10 2007 0800 1600 030 0800 1600 030 0800 1600 030 Avtalt tid 0800 1600 030 0800 1600 0
9. Salary Agr week 1 of 1 kr 915 00 01 36 TB kr 915 00 Normal 09 06 0800 1145 1215 1736 kr 910 00 09 06 kr 100 00 kr 910 00 OT 50 00 06 1730 1736 kr 5 00 00 06 kr 50 00 kr 5 00 If the check box Normal time is full work time is unchecked then we get the result displayed as you see in the example below oe dae Gl aa oe ee er ee A QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 67 of 107 Work plan Registrations Salaries r Save Print Clear Day Work Week 7l week 3 Month Issue filter Break Outside flex time Not approved A Department MEET Period 01 09 2009 01 09 2009 Employee Department er Hours Hourly wage Total 09 06 915 00 kr 100 00 kr 915 00 Summary Anders Andersen FreshFood Ferskvarer Time Registered 0800 1736 030 1145 1215 Planned 0800 1600 030 Agreed 0800 1600 030 Paid time 0800 1145 1215 1736 EF Issues More then planned 01 36 Late departure 01 36 Agr week 1 of 1 kr 915 00 01 36 TB kr 915 00 09 00 0800 1145 1215 1730 kr 900 00 09 00 kr 100 00 kr 900 00 00 06 1730 1736 kr 15 00 00 06 kr 150 00 kr 15 00 B Salary Normal OT 50 As you see from the example above the normal work time is reduced to 9 hours instead of 9 hours and 6 minutes and the amount cost red
10. Absence not paid with adding the parameter 0 and Link Absence 100 to account Absence paid with adding the parameter 100 QL Time 7 Draft User Manual Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Printed 23 01 2012 Page 29 of 107 1 1 12 Define the Export file format Select a predefined format or build your own Export file formats Description Info Easy Info Easy Kappahl Kappahl TLP2000 TLP2000 Visma Visma Vivaldi Vivaldi Ergo kort Ergo kort Di Di Det samme som H amp L system 4 Edit export file format Name Huldt og Lillevik Description Huldt og Lillevik Field separator if any Record fields will be exported in this order Record line 89 Constant Department ID Constant 0 Constant Constant Employee salary no Salary account nr Date Hours Hourly pay Sum SSH MON OOF WN FILL1 AVDELING PROSJEKT ELEMENT FILL2 LONNTAKER LONNART DATO FORTEGN1 ANTALL FORTEGN2 SATS FORTEGN3 BELOP Delete Copy fields from another file format 1 1 13 Define what should be exported QL Time 7 Draft User Manual Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 30 of 107 Printed 23 01 2012 There are several ways the information regarding one employee can be exported and it is important that the information is exported in such a way that it fits with the syst
11. Employee swipes the card to clock He can check work schedule breaks time bank read Manager Messages change Department check who is working now Terminal holds all clocking data and at the same time is synchronizing clocking database to another Terminals Employee can clock in on the one Terminal and Clock out on another one Synchronization between Terminals databases and main database is running constantly using CMS If connection to one or more Terminals lost then CMS marks Terminals as offline and synchronize data when connection will appear To use of this tool is quite simple 1 first of all user should define time period and hours if needed for message display in one of free level Welcome department or Personal 2 Select terminal department or person that the message is aimed for from the drop down list 3 Then message should be entered There is four lined to enter messages and it will be displayed exactly the same on the terminal Then press Save Message in order to save it ant message will appear in the bottom part of this window Also default message may be defined and it will be shown on the terminal after current message expires User can create as much messages as it is needed or delete existing messages 4 Itis left to send messages to terminal collect clocking from there User should use CMS Client for this purpose For more information how to do it click here QL Time 7 Draft User Manual Printed 23 01 2012
12. File format Allow changing file format before export E g m period month lt p gt period year d gt department lt u gt user lt p gt period Up to 4 characters lt mmm gt lt 0999 gt More characters more information Allow changing file name before export In this view user may select file format that will be used exporting data Pressing the down arrow to the right of the list box a pop up list will show which file formats are available For more information of how to store file formats click here File name format smmm pp gt lt ddd gt dat sep2009 1 2 FreshFood Ferskvarer dat E g m period month lt gt period year lt d gt department lt u gt user lt p gt period Upto 4 characters lt mm gt lt p9p gt More characters more Information Using the parameter that is shown in the form in the file format name gives the possibility to automatically define file names for export and remove the hazel it is to tamper with the filenames when the export procedure is run Comment MR24 Unclear the end ofthis sentence Before we leave this topic we want emphasize on the importance how to bind this export functionality to each employee Read the following chapters to make sure that the whole topic is understood 1 1 10 Relation between export functionality and each employee For information of how to open and work with employee info click here
13. My selection Period ET 05 25 200031 a 0 wo J E Summay i x Brigitta Bj rnsen FreshFood Ferskvarer 1000 1900 030 a kr 100 00 7 ET cy 00 Employee Brigitta Bj rnsen v Reason NO Absence without permission Egenmelding Holiday Permission leave without salary Permisson leave with salary First day Last day 2009 05 26 2003 05 26 C Patt of the day By default the absence is open because normally we do not know the length of the absence But we must set the First day and the assumed if possible Last day Absence may also be registered for only a part of the day if we check the mark Part of the day We also point out that it is useful to add a comment Just remember that the comment will be displayed as tooltip in Work Plan and the Registration Schedule in the edit field and user should therefore be careful with confidential comments Work plan Registrations Period Results e saul F o 2 av 3 D Mork Week 7 Wee t Department My selection V Period ET 05 25 20903 VW a G wo J E Summay si x EY oo 3 692 00 F 0 kr 100 00 kr 3 692 00 Employee Brigitta Bj rnsen v Reason Brigitta Bj rnsen FreshFood Ferskvarer 1000 1900 030 Absence without permission Egenmelding Holiday Permission leave without salary Permisson leave w
14. Outside flex time Not approve 01 09 2009 01 09 2009 2 2 x ieat 1 Day 5 Wor y selection v Tu 01 09 2009 Hours Hourly wage Total i 09 06 965 00 Anders Andersen FreshFood Fersk varer kr 100 00 kr 965 00 E Time Registered 0800 1 736 030 1145 1215 Planned 0800 1600 030 Agreed 0800 1600 030 Paid time 0800 1145 1215 1736 E Issues More then planned 01 36 Late departure 01 36 Salary Agr week 1 of 1 kr 965 00 02 09 TB kr 965 00 Normal 08 00 0900 1145 1215 1730 kr 800 00 08 00 kr 100 00 kr 800 00 IC 50 01 00 0800 0900 01 30 TB 01 00 kr 150 00 kr 150 00 OT 50 00 06 1730 1736 00 09 TB 00 06 kr 150 00 kr 15 00 The calculation is correct 2 39 goes to time bank and salary cost 965 QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 72 of 107 Rule Add OT to time bank and Normal time include over time hours Work plan Registrations Salaries 7 31 Month Week 31 Mo j ex time Not approved 01 09 2009 DProved Employee Hourly wage Summary Anders Andersen FreshFood Ferskyarer k kr 100 00 kr 900 00 E Time Registered 0800 1736 030 1145 1215 Planned 0800 1600 030 Agreed 0800 1600 030 Paid time 0800 1145 1215 1736 E Issues More then planned 01 36 Late departure 01 36 Salary Agr week 1 of 1 kr 900 00 01 39 TB kr 900 00 Normal 09 00 080
15. Work plan Salaries M Export Lock jPrint x Clear Settings Department Period Salary Export One Day 2009 1 01 09 2009 01 09 2009 Registrations Week Jb Employee Department Tu 01 09 2009 Hours Hourly wage Registered 09 06 Anders Andersen FreshFood Ferskyarer kr 5 00 1730 1 736 El Time Registered 0800 1 736 030 1 145 1215 Planned 0800 1 600 030 Agreed 0800 1600 030 Issues More then planned 01 36 Late departure 01 36 Salary kr 6 00 Agr week 7 of 1 kr 5 00 OT 5022 kr 5 00 00 06 1730 1736 kr 5 00 00 06 The calculation above is correct The third scenario is exporting nothing which means only manual payment types and absence codes This should be tested separately Salary export settings Export manner for different salary types Hourly salary Nothing Agreed salary Full time hi Fixed salar Full time hu Restore defaults Normal time includes over time and inconvenient time QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 76 of 107 Wark plan Registrations Salaries E Export Lock Print x Clear 40 Settings Toi Department Period Salary Export One Day 2009 1 01 09 2009 01 09 2009 Week 36 Employee Department Tu 01 09 2008 Hours Hourly wage Registered El Anders Andersen FreshFood Ferskvarer f Tim
16. 05 18 2009 07 12 Two departments Sh week rule 2009 07 13 2009 10 04 TB pay out 2009 10 05 2009 12 31 i Contacts Salary info i Work agreement Experience i Absences i Timebank Memo Week Department Monday Tuesday Wednesday Thursday Friday Saturday Sunday Net hours Week w FreshFood Fer 1000 1900 030 1000 1900 030 0800 1100 030 0800 1700 030 28 00 08 30 00 00 02 30 08 30 00 00 One of the fundamental ideas within QL Time is that each employee should have a work schedule even if it is not absolutely necessary and this is also regulated by law in many countries A Work Agreement is a collection of different rules and it basically describes how the worked hours and the plan should be calculated In the example below the employee should work Monday Tuesday Thursday Friday and Saturday together 38 30 hours Since this is more than allowed for the rules used a warning message pops up to guide the user on illegal contracts In the case below that work hours on Monday exceed 9 hours and that the week is more than 37 5 hour Since this is a continuous contract it is basically forbidden by law to plan with overtime If we need to plan overtime for a week this should be done in the plan section instead QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 50 of 107 E Employee info Birgitta Bjornsen
17. 0900 1500 oF Arrival 02 00 0700 0900 Departure 02 00 1500 1700 7 9 leave empty if max time is not used Max hours B sign can be used to enter relative time e g 8 Default IC inconvenient time and OT overtime handling Add both to timebank v Ordinary time includes all work time Save Print Clear ay 5 Work Week 7 Week 3 Mont Issue filter Break Outside flex time Not approved Department TE v Period 01 09 2009 01 09 2009 ca o Bo ee Hae Ta Summan 10906 09 06 965 00 Anders Andersen FreshFood Ferskvarer kr 100 00 kr 965 00 E Time Registered 0800 1 736 030 1145 1215 Planned 0800 1600 030 Agreed 0800 1600 030 Paid time 0800 1145 1215 1736 f Issues More then planned 01 36 Late departure 01 36 Salary Agr week 1 of 1 kr 965 00 02 09 TB kr 965 00 Normal 09 06 0800 1145 1215 1736 kr 910 00 09 06 kr 100 00 kr 910 00 IC 50 01 00 0800 0900 00 30 TB 01 00 kr 50 00 kr 50 00 OT 50 00 06 1730 1736 00 03 TB 00 06 kr 50 00 kr 5 00 The calculation is correct 2 39 goes to time bank and salary cost 965 Ordinary time do not include inconvenient time or overtime QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 71 of 107 Work plan Registrations Salaries Week 3 Month Week BE Issue filter Break
18. 1 cells with issues in this period 1730 1736 0800 11 45 1215 1600 15 06 kr 100 00 ay kr Normally all issues should be solved before the export this can be done in the registration plan 05 00 kr 700 Bakery T rvare FreshFood Ferskvarer 20 AA OO 20 00 00 kr 100 00 Do you want to continue with the export anyway 1 cells with issues If user has limited access to company structure and data has been exported already it will not be possible to undo without administrator rights The user with administrator rights must unlock the appropriate period before export can be done for the second time 2 1 2 1 Export procedure in debug mode If you are a super user then you will be able to see some extra forms during the export procedure The first window shows you exactly what will be exported for each employee Remember that QL Time never works with amounts only with hours and minutes What you see is depending on how the periods are defined and the settings for each type of salary fixed pay agreed salary and hourly pay QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 35 of 107 ha work plan l Registrations Salaries Department FreshFood Fersk varer se Period Employee Department Worked time Faid time Sum Budget Turnover Work cost Work cost amp FreshFood Ferskvarer FreshFood Ferskvarer amp Anders Ande
19. Absence reasons Ctrl 4 Holiday s Ctrl H Salary periods Chrl 5 Salary accounts Chri k Export File Formats Cirl x Export settings Issue filter Other data The same input screen is also used for time bank functionality Defining flex time rules in company user should leave the Fixed Time button clicked like example below shows QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 11 of 107 Edit flextime edition Agreement Standard Flextime Rule Office workers Start date 17 01 2009 v End date Description Standard Flextime Norway and Sweden Flextime rules Fixed time O Relative time Time pan 10 00 0700 1700 Core time 06 00 0900 1 500 or Arrival 02 00 0700 0900 Departure 02 00 1500 1700 leave empty if mas time is not used Max hours Ss sign can be used to enter relative time e g 8 Do not use timebank Default IC inconvenient time and OT overtime handling Defining flexibility user chose to enter e Time span is a time in which limits employee may be flexible regarding his work plan According to the example above it is 7 00 17 00 and e Core time is a time when employee must present at work and according to the same example it is from 9 00 to 15 00 or e Arrival it means time period in which limits employee have start working example 7 00 9 00 and e Depa
20. Description Def sweedish rule Def norwegian rule Def lithuanian rule Test Rule Test Rule Basic Partner rule The example below shows some different rules regarding overtime It is important to notice that each rule may exist in different timeframes with different rules or parameters This makes it possible to change calculation on the fly and even in a middle of a period QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 4 of 107 Edit agreement edition Agreement Def norwegian rule Start date 01 01 2007 End date Rules Base rules Chosen rules IC OT E 40 IC week rule OT D 6 22 40 OT OT 7 H 100 OT day rule OT day tule gt 9 OT week rule OT week rule False gt 45 Shift bonus Copy rules from another agreement Delete Double clicking on a rule in the right grid or clicking on Edit gives access to edition of each single rule The rule in the example below shows that every Sunday and all holidays will be paid with extra overtime of 100 Edit rule Edit OT Overtime rule Time area string e g D b gt 12 7 18 19 H S Special day date 30 03 2010 Only when time area it 5 Special On sundays whole day On holidays whole day Tariff Fo e d fied sum 50 or perc 708 Timebank tariff e g 08 must be filled for fired sums QL Time 7 Draft User Manual Printed 23 01
21. Employee Department we 2009 05 27 Brigitta Bj rnsen FreshFood Ferskvarer Time Agreed 1000 1900 030 1000 1900 030 0800 1700 030 0800 1100 030 Issues amp Salary Agr week 1 of 1 kr 771 00 Agr week 1 of 1 kr 850 00 Agr week 1 of 1 kr 850 00 Agr week 1 of 1 kr 0 00 02 30 TB Normal 07 30 1100 1415 1445 1900 kr 750 00 IC 21 0 TB 01 00 1800 1900 kr 21 00 Absence 100 08 30 1000 1415 1445 1900 kr 850 00 08 30 0800 1215 1245 1700 kr 850 00 A Comment MR47 I think this part is not needed because we wrote above We 6 1 Several absences at the same day can also add several absences on the same day as long as they don t overlap Work plan Registrations Period Results Comment UT48 This strike true solution must be explained instead of the la Save Print x Clear i Day work Week 7 Week 31 Month illustration we use Department My selection Periodi 2010 03 29 20100404 v m al Read data Week14 Week14 Week14 Week14 Week14 Week14 Mo 2010 03 29 Tu2010 03 30 We2010 0331 Th2010 04 01 Fr 2010 04 02 Sa 2010 04 08 00 08 00 08 00 08 00 00 00 Liza Smith A BT Administration jf 0830 1700 030 10930 1700 030 0830 1700 030 0830 1700 030 Absence 100 Total 100 Absence 62 5 Total 62 5 Illness 2010 03 29 2010 03 29 Illness Rest of day 2010 04 01 2010 04 01 QL Time allows several absenc
22. QL Time Manual QL Time manual p2 v1 doc Page 78 of 107 Edit flextime edition Seles Agreement No Timebank by default Start date 17 01 2009 v End date Description Normal handling Flextime rules O Fixed time 8 Relative time Arrival 00 00 Before plan start 00 00 After plan start 00 00 Departure 00 00 Before plan end 00 00 After plan end 00 00 Max hours leave empty if mas time is not used Default IC inconvenient time and OT overtime handling QL Time 7 Draft User Manual Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 79 of 107 Printed 23 01 2012 Department Period 06 07 2009 D6 012008 Fear Employee Department Ta ks is Hours Hourly wage i Summary Worked time Fayed time Sum Ulf Tete MST Administration 0800 1656 E Time Registered 0800 1656 Planned 0800 1600 030 Agreed 0800 1600 030 Payed time 0800 1600 El Issues Missing break More then planned 01 26 Late departure 00 56 Outside flex time 00 56 Salary Agr week 1 of 1 kr 800 00 00 30 TB kr 800 00 Formal 08 00 0800 1600 kr 800 00 08 00 kr 100 00 kr 800 00 Extra pay kr 0 00 kr 1 00 Example above shows that there are 56 minutes outside the flex bank definition In this case 30 minutes are automatically added to time bank and the rest of the time is removed Comment u51 This section is revised 7 1 1 2 Flex time handling a
23. QL Time you can not change the default rule The above mentioned difference between flextime and time bank is not big from a technically point of view The hours from the flex bank is calculated in exactly the same way We could say that when flex time is in use the employee is in charge and can determine when to come and go within some limits When the time bank functionality is in use the user manager but not each employee decides when hours should or shouldn t go into the time bank Describing flex bank and the time bank solutions the basic principle is that the Time bank is relative to each employee s work schedule and the handling is based on an individual schedule plan instead of a general work time If to take a closer look at the definitions it is only core time that differs To put a flex time or time bank rule into an action user must also add the appropriate rule to each single employee 1 open the Employee info form and click Salary info A Flex time rule drop down box is at the bottom of the page like example below shows QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 13 of 107 Comment UT8 If we add inconvenient time and overtime to the flex total and convert it this rise a problem if times are removed from the account do we remove overtime and inconvenient time at the same time Comment MR9 This te
24. calculation NB The day rule will always be applied first z 7 Comment MR1 This picture will be Edit rule Ed changed dome how i J Comment UT2 Monika Paulius Edit OT Overtime week rule Flexibility how does it work Bois 975 Comment MR3 Ulf Average of cycle Lis always calculated Average of cycles Flexibility option is moved from this window to Validation Work agreement rules Example Employee s work schedule Monday 8 17 030 8 5 hours Tuesday 8 17 030 8 5 hours Wednesday 8 17 030 8 5 hours Thursday 8 17 030 8 5 hours Friday 8 17 030 3 5 hours TOTAL 37 5 hours This gives a total of 37 5 hours and if the week rule is set to 37 5 all extra time will be calculated as overtime If the employee works extra on Monday for example half hour from 7 30 to 8 00 this will be considered as a half hour overtime because the week exceeds 37 5 hour and the overtime period will be from 7 30 to 8 00 If two free or more weeks work cycle is defined QL Time counts the average of weeks and overtime is only calculated if worked hours more than 37 5 multiplied by number of weeks during the cycle To define several weeks work cycle is done from employee card under the Work Agreement view Comment MR4 should be changed to 9 for more detailed examples click here ke na 1 1 5 Extra payment How it works The extra payment rule describes what payment will be calculated on to
25. data caption in the company The follow steps should be carried out 1 Press hyperlink New and window named Edit terminal appears User should enter necessary terminal information terminal name IP address description and then we select if terminal will be QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 38 of 107 used for concrete department or for all company If few terminals are entered user may select terminal to replicate it to another one Edit terminal kane Address 192 168 1 1 1234 er 192 168 1 1 1234 Description Main ent Departments to send Terminals to replicate to All O Only marked ones Mark all 2 Then press button to save entered information 3 Enter CMS address FETE ETE ETE ee Sa EET QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 39 of 107 Terminal list Wl Terminal Address Description Firma Store 192 168 1 1 1234 Main entry Hew Edit Delete CMS address 9 192 168 1 1 1234 er 192 168 1 1 1234 Data to send Employees Work plane Departments C Messages Timebank from date Employment date 2 Given date 2009 01 01 Send data to marked terminals Read registrations from marked terminals to date registrations filled Yesterday Given date 2009 12 03 Edi
26. doc Page 74 of 107 Work plan Registrations Salaries Export 3 Lock Print x Clear Settings Department My selection w Period Salary Export One Day z 2009 1 01 09 2009 01 09 2009 v Week 36 Employee Department Tu 01 09 2009 Hourly wage Registered i 755 00 00 00 Anders Andersen FreshFood Ferskvarer kr 755 00 0800 1145 1215 1600 1730 1736 E Time Registered 0800 1 736 030 1145 1215 Planned 0800 1600 030 Agreed 0800 1600 030 Issues More then planned 01 36 Late departure 01 36 Salary kr 755 00 Agr week 1 of 1 kr 755 00 Normal kr 750 00 07 30 0800 1145 1215 1600 kr 750 00 07 30 OT 50 kr 5 00 00 06 1730 1736 kr 5 00 00 06 1 36 is added to time bank Paulius can we add that information regarding time bank Exporting only differences between worked and work agreement schedule Salary export settings Export manner for different salary types Hourly salary Only differences Agreed salary Full time h l Fixed salar Full time hl Restore defaults Exporting only differences between work agreement and worked time Since 1 36 is going to time bank and the only thing we should pay out is the 6 minutes over time the result should be over time 0 06 with a cost of NOK 5 QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 75 of 107
27. down box The rules in the option list are declared in the Setup menu The Work Agreement Rule defines how the worked hours should be treated regarding how Overtime is calculated Shift pay is calculated Inconvenient time is calculated In addition to salary calculation there may be additional calculation of work cost The Cost Calculation rule calculates additional cost such as e Vacation pay e Social Security Cost e Insurance cost e Other cost that should be calculated The Flex Time Rule must be defined if time bank functionality is not going to be used The Flex Time Rule definitions can be used to handle flex time and time bank too See how to set up flex time There are no limits on how many additional types of extra cost that can be calculated on top of the salary cost NB Normally theses cost types are not exported to a salary system QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 48 of 107 The definitions we use throughout this document are e Salary Cost the cost that you pay based on the monthly salary and the rules regarding overtime shift pay and inconvenient pay e Work Cost the extra cost that you must add to the salary cost to see your total cost for the worked hour such as social fee or insurance cost The rules user have created in the rule section will now be applied for this employee Flex time rule
28. to the flex time rule and the rule is defined true the setup Selecting Setup and then Flex time rule gives access to the form for defining flextime and time bank QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 65 of 107 7 Flextime Registrations Note It is also important to be aware of that enhancing the work hours or decrease work hours may give some special problems regarding absence This section discuss different kind of setup regarding use of flextime and how the calculations are carried out Edit flextime edition E BK Agreement Standard Flextime Rule Office workers Start date 0 01 2009 vi o Enddate O Description Standard Flextime Norway and Sweden Flextime rules Fixed time Relative time Time span 10 00 0700 1700 Core time 06 00 0900 1500 or Arrival 02 00 0700 0900 Departure 02 00 1500 1 700 leave empty if max time is not used sign can be used to enter relative time e g 8 Max hours 3 Default IC inconvenient time and OT overtime handling Pay out v It is several issues that decide how flextime will be handled and stored in time bank One of the most important parameters to be aware of is the parameter that tells if the extra cost for overtime should be paid immediately or not This is defined in the window above by setting t
29. we have got the information that Brigitta caught a cold and she will be on sick leave from Tuesday to Friday to start with Working in the plan window we Right click with mouse on valid field in our case it is Tuesday the start of the absence and we get the context menu where we select Absence and then Add System X Work plan Registrations Period Results mo Save Print Clear Day Work Week 7 Week 3 Month Department My selection v Period 2009 05 25 W 20090531 4 m Week22 Week22 Week22 Week22 Week22 Week22 Week22 Hours Hourly salary Total Employee Department Mo 2009 05 25 Tu 2009 05 26 We 2009 05 27 Th2009 05 28 Fr2009 05 29 a2009 05 30 Su 2009 05 31 amp Summary 08 30 8 02 30 08 30 00 00 00 00 36 30 3 692 00 Brigitta Bj rnsen FreshFood Ferskvarer 1000 1900 030 i E POOR 229 1100 030 0800 1700 030 36 30 kr 100 00 kr 3 692 00 Reset Ctrl Del Departments Employees Manual payments Timebank View Rule summary We get a view displaying all the absence codes we can select from and then register details for the absence QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 53 of 107 Work plan Registrations Period Results EST aul Oo 3 2 av lea D Work Week 7 Wee t Department
30. year Displaying holidays in the schedule Exclude movable holidays in copy functionality closed store option Sum on totals View with weeks Week one week two week three New table day profile Today built from different criteria such as articles and sale or it may be entered as minimum number of employees normal number of employees and maximum number of employees o In future the resources needed may come from other input variables as well Trucks delivered cubic meters Articles sold Number of customers o The result of the profile min nor max should be drawn on the cl tab component at the bottom of the schedule and compared with the plan Should breaks be drawn at the same time I think if planned yes e Must be an option If the plan is below minimum with calculated breaks then an warning should be issued symbol blinking status bar text One solution is to build a day table based on fixed intervals O O O OOOO e Monday o 8 00 8 15 Min I Normal 2 Max 3 QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time ManuallQL Time manual p2 v1 doc Page 106 of 107 o 8 30 8 45 Min 2 Normal 2 Max 3 Note Aa e Tuesday Clickin e Wednesday g on Solution two is more flexible Onlan e Monday o 8 00 8 30 Min I Normal 2 Max 3 o 8 30 10 00 Min 2 Normal 2 Max 3 o 10 00 14 00 Min 2 Normal 3 Max 4 Anyway it must be possible to build diff
31. 0 Uke43 To 25 10 2007 0800 1600 030 Uke43 Fr 26 10 2007 0800 1600 030 Comment UT53 NB Paulius the example above should show one hour on 38 Friday since it will be the day we exceed the 37 5 hour rule See the explanation below 0800 1600 030 0800 1600 030 0800 1 700 030 0800 1600 030 0800 1600 030 Avt uke I av 1 Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 j kr 3 900 00 07 30 0800 1145 1215 1600 07 30 0800 1145 1215 1600 08 30 0800 1215 1245 1700 07 30 0800 1145 1215 1600 07 30 0800 1145 1215 1800 38 30 kr 3850 00 01 00 1600 1700 m00 kr 50 00 Alminnelig OT 50 QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 85 of 107 9 How to enter time strings To work with QL Time is quite easy since you can enter time strings directly into the cells The format for adding a time string is date from and date to with a minus sign in the middle for example 10 19 gives a working plan from 10 o clock a m to 7 o clock p m The string 1000 1900 is equal to 10 19 where the two last digits represents the minutes You could also add 10 1930 if the period should be half minute past seven p m To add a break for example 30 minutes you add a hyphen in addition to the time string and the length of the break for example 10 19 30 will calculate a 3
32. 0 1145 1215 1730 kr 900 00 09 00 kr 100 00 kr 900 00 OT 50 00 06 1730 1736 00 09 TB 00 06 kr 0 00 Rule Add OT to timebank and Normal time do not include over time hours Work plan Registrations Salaries a Sa Print x Clear Day WorkWeek 7 Week 3 Month Issue filter Break Outside flex time Not approved Department My selection v Period 01 09 2009 01 09 2009 2 ca Employee Department Hourly wage Summary i E Anders Andersen FreshFood Fersk varer i kr 100 00 kr 900 00 E Time Registered 0800 1 736 030 1145 1215 Planned 0800 1600 030 Agreed 0800 1600 030 Paid time 0800 1145 1215 1736 GE Issues More then planned 01 36 Late departure 01 36 Salary Agr week 1 of 1 kr 900 00 01 39 TB kr 900 00 Normal 09 00 0800 1145 1215 1730 kr 900 00 09 00 kr 100 00 kr 900 00 OT 50 00 06 1730 1736 00 09 TB 00 06 kr 0 00 QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 73 of 107 What happens in the export module The first two examples below is correct calculated except for time bank hours It is basically two possibilities to correct this e Reduce normal hours with the amount for time bank e Export the amount placed in time bank as a separate account o May be preferred solution because this account can still be merged with ordin
33. 0 1600 kr 0 00 amp Oppgaver Pok solution for showing absence in plan Keep in mind that the plan must be displayed like this because work agreement schedule do not exist Fi Arbeidsplan Kostnadssted Support Uke 11 Totalt ma 15 03 2010 Fra dato 15 03 2010 xl Timer Kostnad L ve nN Vis grafisk Budsjett 0 00 OK cei Ti Kopiere Planlagt 24 00 DKI Ar 2010 Tetthet Differanse 24 00 OFr Lagre Simulert Uke 11 tisdag Uke 11 onsdag Uke 11 torsdag L 16 03 2010 17 03 2010 18 03 2010 1 Uke 11 mandag Personer 15 02 2010 Mons Ivar Nordvit The next session is discussed with Paulius the 23 of March 2010 Is work time related to day and week rule The field should be moved to last frame together with pay over agreed time and may be change name to Incorporate in day week rule QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 101 of 107 Edit absence reason National code name K Tamybin s komandiruot s Intemational cade neme ET Pay plar 100 ex 100 Of 2 100 Count workdays only ls work time do not esclude absence time from work time in reports ls work cost Substract from TB C Hide in reports C Pay over agreed time and Pay overtime Pay inconvenient time Fap for shift Then it is two other issues What should be incorporated in plann
34. 0 17 00 06 00 11 00 06 00 17 00 3 30 36 30 Camilla Collet David Davidsen Eva Elboth Total 16 00 16 00 16 00 10 00 16 00 04 30 78 30 78 30 Work cost 171055 1710 55 1710 55 1110 55 171055 516 33 Percentage 20 20 22 20 20 13 11 20 20 6 10 FreshFood Ferskvarer Week 29 plan report Employee Monday Tuesday Wednesday Thursday Friday Saturday Sunday Worked Paid 13 07 2008 1407 2009 15 07 2009 16 07 2009 17 07 2009 18072008 19 07 2009 time time Anders Andersen 08 00 16 00 08 00 1600 08 00 16 00 06 00 16 00 08 00 11 30 330 33 00 Brigitta Bj rnsen 03 00 12 00 08 00 13 00 09 00 18 00 17 00 28 00 Camilla Collet David Davidsen Eva Elboth Total 11 00 12 30 16 00 07 30 03 00 50 00 61 00 Work cost 1660 55 1510 55 1710 55 B60 55 B44 22 Percentage 25 21 22 53 2597 1307 12 82 Work cost Work cost Turnover Articles Budget 4000 00 40 00 10000 00 Planned 6586 43 65 86 Difference 2586 43 25 86 FreshFood Ferskvarer Week 30 plan report lt gt lt gt Start e Intern SaxoTrad S Skype fm 3 windo E 2 Meros Cox Anal Syste untitded ME 3 4 NETT Ari mr Ann rfr7 704 mn 12 1 AA ni AAIA QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 91 of 107 10 3 Work Report The work report summarize and gives you a kind of a grand view for how many hours will be worked and how planned registered absence are planned This re
35. 0 2007 To 25 10 2007 Fr 26 10 2007 G Ulf Teie NST Admi 0800 1600 030 0800 1600 030 0800 1600 030 amp Tid Avtalt tid 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 Feil Mindre enn avtalt i Mer enn avtalt 01 00 L nn Avt uke I av 1 Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 Alminnelig 06 30 0800 1145 1215 1500 08 30 0700 1145 1215 1600 07 30 0800 1145 1215 1600 07 30 0800 1145 1215 1600 07 30 0800 1145 1215 1600 37 30 Our last example shows what will happen if we add one hour on Tuesday one on Wednesday and remove one on Thursday As you see there is a split between Tuesday and Wednesday where both get a half hour Ansatt Avdeling Ulf Teie NST Admi 0800 1600 030 Tid Avtalt tid 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 Feil Mer enn avtalt 01 00 Mer enn avtalt 01 00 Mindre enn avtalt 01 00 L nn Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 Alminnelig 07 30 0800 1145 1215 1600 08 30 0700 1145 1215 1600 08 30 0800 1145 1215 1700 06 30 0800 1145 1215 1500 07 30 0800 1145 1215 1600 38 30 00 30 0730 0800 00 30 1630 1700 01 00 The result will be displayed in the plan as seen below Uke43 Avdelin Uke43 g Ma 22 10 2007 Ti 23 10 2007 NST Administration 0800 1600 030 0800 1600 030 Uke43 On 24 10 2007 0800 1700 03
36. 0 minutes break in the middle of the day If you want to add a specific time for the break you can write 10 19 13 1330 instead and the break is automatically calculated from one o clock p m to half our past one p m To add two work sequences instead of one you can write 10 14 17 23 witch gives two separate sessions To add two break to a session you can add comma after the first break and then add the second break for example like this 10 19 13 1330 17 1710 and the displayed string will be 10 19 040 13 1330 17 1710 Note that QL Time automatically calculates the total length of the breaks The last issue to cover is the format for entering breaks which is hhmm where h equals hours and m minutes This means that entering a break of one and a half hour should be entered as 130 where 1 equals one hour and 30 represents minutes This is in fact all rules regarding how to enter time strings and you use it in the work agreement schedule plan and registration forms In some situations for example in plan and registration the field will be colored brown if you enter the data directly into the cell This is to emphasize that you have done a change to underlying work agreement schedule in the Plan section or overwrite automatic data collection or clocking in the Registration section If the field is displayed in red color this signals that the value entered in the field do not match
37. 00 00 E Anders Andersen FreshFood Ferskvarer wr O500 1600 08 00 E Time 2 Agreed leses ad Salary i Absence 100 Business trip 23 05 2010 08 00 23 03 2010 10 00 Self declaration 23 03 2010 10 00 23 03 2010 16 00 Absence 100 08 00 0800 1000 1000 1600 kr 800 00 08 00 Appendix I Paid time and work time from wrong departments Avdeling FreshFood Ferskvarer s Perioden 15 03 2010 1 Ansatt Avdeling Ma er q 36 30 Arbeidet tid 36 30 Betalt tid 20 30 Sum 305718 i Budsjett Omsetning Arbeidskostnad Arbeidskoetnad amp Articles per day kubikk antall lucnpauser Anders Andersen FreshF ood Ferskvarer Brigitta Bj rnsen FreshFood Ferskvarer Camilla Collet FreshFood Ferskvarer David Davidsen FreshFood Ferskvarer 0900 1700 030 Eva Elboth FreshFood Ferskvarer 0900 1700 030 1 Frank Fristad FreshFood Ferskvarer 1400 1800 030 1 400 1 430 Frank Fristad Bakery T rrvarer 1000 1400 In the example above the time for Frank Fristad working in bakery is calculated in the total QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 103 of 107 Appendix J Different types of department description used When the drop down list box for department is selected the department description is another type than the one used in department tree It does not seem possible to chan
38. 0830 1700 030 0830 1700 030 0830 1700 030 0830 1700 030 Sas Paulius Luko evi ius 0830 1700 030 0830 1700 030 0830 1700 030 0830 1700 030 0830 1700 030 BP Programming workplan 29 09 2008 12 10 2008 Page 1 of 1 Ari mr UTR Ee ADA AAIA QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 90 of 107 10 2 Weekly Report The week report also shows information about how the departments are staffed but gives additional information regarding cost and budgets Report view A efx mms FreshFood Ferskvarer Weekly plan report 01 07 2009 3107 FreshFood Ferskvarer Week 27 plan report 4 Employee Wednesday Thursday Friday Saturday Sunday Worked Paid Work cost 01 07 2008 0207 2009 06 07 2009 04072009 05 07 2009 time time Anders Andersen 08 00 16 00 08 00 16 00 068 00 11 30 18 00 18 00 2065 32 Brigitta Bj rnsen 08 00 17 00 08 00 11 00 06 00 17 00 19 30 19 30 1950 00 Camilla Collet David Davidsen Eva Elboth To 00 00 to 90 ga 401532 Work cost 1710 55 1110 55 1194 22 4015 32 Percentage 42 50 27 29 74 FreshFood Ferskvarer Week 28 plan report Employee Monday Tuesday Wednesday Thursday Friday Saturday Sunday Worked Paid 06 07 2009 07 07 2008 06 07 2009 09072009 10 07 2009 11 07 2009 12 07 2009 time time Anders Andersen 08 00 16 00 08 00 1600 08 00 16 00 08 00 16 00 08 00 16 00 08 00 13 00 42 00 42 00 Brigitta Bj rnsen 10 00 19 00 10 00 19 00 08 0
39. 12 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 95 of 107 PART FIVE APPENDIXES QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 96 of 107 Appendix A Technical reference Appendix B When to calculate a break When to calculate a break It is a couple of questions that must be handled How many breaks and when to place the break Do we place the break based on plan or actual punched data Less than 5 hours no break More than 9 two breaks 60 minutes Else 30 minutes What happens if plan 8 16 030 but you start at 11 and work to the end of the day Define the default breaks Per department and for the application it must be possible to plan breaks in an accurate way The following table may solve the problem Department Include Start One After x Break 1 After x Break 2 sub or Break hours hours departments Plan 0 UAB Basic True False Start No 4 30 30 6 30 0 20 Partner p Plan Yes 15 00 10 30 9 00 10 30 EE es es es S O QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 97 of 107 Comment u54 Not implemented yet Appendix C Flextime and absence When flextime is used some special situations will occur Example Normal time planned time 8 16 What will be the results of the s
40. 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 5 of 107 If inconvenient time is related to employee work schedule e g IC is 2 hours before and 2 hours after normal work hours then formula should look like IC D 2 D 2 Edit IC Inconvenient time rule Time area string D 2 D 2 eg D bb 12 7 18 191 HS Special day date 20031208 Only when time area I 5 Special On workdays 02 00 before normal working time On workdays 02 00 after normal working time T ariff e g fixed sum 50 or perc 08 Timebank tariff Ee e g 708 must be filled for fixed sums QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 6 of 107 1 1 3 Day Rule How it works A day rule describes how many hours an employee can work during a day before overtime is triggered This rule must be defined in the setup menu together with other calculation rules for overtime Edit agreement edition Agreement Standard rules Start date 2009 01 01 v End date Description Standart rules for OT Rules Base rules Chosen rules IC IC D 18 21 21 0 TB IC week tule IC D gt 21 613 16 42 0 TB OT IC 6 16 7 H 84 08 TB OT day rule IC week rule True 312 OT week rule OT D 6 lt 13 50 Shift bonus OT 613 7 H 100 OT day rule 9 OT week rule
41. 30 0800 1600 030 0800 1600 030 0800 1600 030 Feil Mer enn avtalt 01 00 L nn Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 Alminnelig 08 30 0800 1145 1215 1700 07 30 0800 1145 1215 1600 07 30 0800 1145 1215 1600 07 30 0800 1145 1215 1600 07 30 0800 1145 1215 1600 38 30 OT 50 01 00 1600 1700 01 00 Changing the day with one extra hour to Tuesday and adding the hour from 7 00 to 8 00 gives 50 overtime on Tuesday QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 84 of 107 Avdelin Uke43 Uke43 Uke43 Uke43 Uke43 g Ma 22 10 2007 Ti 23 10 2007 On 24 10 2007 To 25 10 2007 Fr 26 10 2007 NST Admi 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 Avtalt tid 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 g Feil Mer enn avtalt 01 00 L nn Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 Alminnelig 07 30 0800 1145 1215 1600 08 30 0700 1145 1215 1600 07 30 0800 1145 1215 1600 07 30 0800 1145 1215 1600 07 30 0800 1145 1215 1600 38 30 01 00 0700 0800 01 00 In the next example we have changed both Monday and Tuesday Removing one hour on Monday and adding one hour on Tuesday The result is no overtime since we do not exceed 37 5 hour Er Ada Uke43 Uke43 Uke43 Uke43 Uke43 Ji ae Ma 22 10 2007 Ti 23 10 2007 On 24 1
42. As mentioned above a percentage will guide you regarding the total accumulated sick leave Active sick leave In some countries for example Norway a sick leave where the employee comes and go as he please and where the government pays for the whole absence is possible This gives a challenge regarding how to calculate payment for what is worked and also to be able to plan hours There is no straight forward solution and the best solution seems to regulate salary to zero in the period and then use the solution for sick leave part of the day QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time ManuallQL Time manual p2 v1 doc Page 64 of 107 Flextime can basically be used in different ways One possible solution is that the employee can move the start of the normal day and then arrive earlier or later than the normal start of the day Still the worked hours should be equal to the agreed hours of the day The other solution is that the employee can enhance the day with a certain amount of hours and use the same hours another day to shorten the work day The idea is to give the employee more influence on their own work situation and add flexibility The most normal way to handle the situation is to set up a core time where everybody should be present SystemX offers the possibility to set the core time to fixed hour of the day or set it relative to the employees contract Each employee must be bind
43. Content 15 56 AMelbbesvarSR nted eevee tonarsaaswlacanareanded veeteeasenccates 3 15 6 1 Built in Salary types Inconvenient time overtime and extra pay for shift rerrrrnnnnnnnnnrrrrnvnenne 3 50 Worse 4 5065 Daykule lt HOw i WORS aie E aE EA ee 7 150604 Week Res HOW 11 voss eE EE E EAEE E 8 1565 Pi payment HOW TV serrie a a steacstadtomaadstems ea aioe O 8 15 66 Plextime and time bank pa ussaseevmesekseueserneeenss ear EREE ENEE a 10 15 6 6 1 Enhancement on a single day for a single employee rrrrrrrrnrrrrvrrnnerrrvrrrrnnnnrrrrrnnnnerrrrnnnneerrrnnn 14 560602 Nr ae 15 Dor NNN 16 Ve HS 18 1560 Pr rt perod de Hno avventer bones 21 15 6 10 Relation between export functionality and each employee rrnrrrrnrnnnerrrrnrnnnerrnrrrrnnnnrrnrrnnnnenene 25 15 6 11 Intertial ACCOUNE de MON Seen 15 6 12 Detine th Export Mle format Lasse eks kgekeGe ease 30 15 6 13 Define vh t should beexported Lu vu svenn NE 30 15 6 14 Ks ondt vu 31 15 6 15 Converte ON OOS 32 lO Setup Pernod TES UMC erian a a at 33 Voda TN 33 1612 gt Debus sme Moe Lende T L TE EEA E O TEARRE 34 16 12 1 Export procedure m deb t Modes rsr AEE E EEE REA AE E AG 35 1 7 Terminal Con guration and Messages seeren nia E NS 38 17 1 1 1 Communication Management Service CMS rrrrrnnnnnrrvvnnnnnrrvnnnnernnersrnnnnnnersrnnnnneerernnnneneesennnn 38 17 1 1 2 Message Control Application MCA assosiere atee 41 PART THREE DETAMEBDEX
44. L Time manual p2 v1 doc Page 22 of 107 Printed 23 01 2012 e Differences Default is Registered and this is the type that is used in most situations If it is necessary to make some more advanced export for example at the end of the year it is possible to split a period into several time periods Click on the New button or Edit button to open the New salary period type form See example below Edit salary period type 2009 1 01 01 2009 _ 31 01 2009 tt Period 26 01 2009 31 01 2009 This form lets user split an existing period into several sub periods with different types of export setup As the text in the form below shows all sub periods that are not defined is equal to registered time Edit salary period Mame Period 01 01 2009 31 01 2009 Salary types By default all missing periode registered Type Start date End date Flanned 26 01 2009 31 01 2009 The idea is that most of the registration for December will be registered data but the last few days will B The logical thing to do after using a feature like the one above is to create the next salary period like diene ees the example below When a period is reported based on plan the same period should in the next session be corrected and the plan should be compared with registrations and only the differences reported QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Document
45. NANPEERS seks 44 ls Employee bomidsesseaSRSeeseeN 45 FO Whats normal ME add seede Gade 52 20 Abs nc REGISH AUIONS eiA A coded EE NA EAA EEE AE RAE LAA E RAA 52 20 1 Several absences atthe same daa ee 60 Dig FEE RS 66 2110 MOTE BP 77 2112 BE Tite Han GH in 6 or a aiatonne seco cknda tate cowed sb aaveectuscc ened 04asuain E A at 80 22 SCVETAl WEEKS vok YCICS seen 83 25 HO 0 UNOS OTT OS Jr ere EAIRT 86 PART POUR REPORT EXAMPLES oaa Raa aaa anea ea Gansadeedi kiss 87 24 RES 88 NTN 90 42 NAAR MP 91 243 VokR NT 92 DAA RTP eee 93 745 NR REN east 94 246 Statistical TE polare 95 Appendix A Technical referente LAG 97 Appendix B When to calculate a break rrrrrrrrrrrrrrnonnnnnnrrrrnnrrarsrnnnnnnrrnrvnnnnnessssnnnrnrnnnnnnnsnsssnennnnnnnnnn 97 Appendice Flextime and ADSENCE sasn E a GS 98 QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time ManuallQL Time manual p2 v1 doc Page I of 107 Appendix D Absence part of day followed by absence rnnrrnnnnnnrnnnnnernnrnennrnnrennrnsrennnnnernrnnsennrneenne 98 Appendix E GENENE vea lubstaieidpivatunaalamabantuiulusletleieatue hemes 99 APENES AIS aS 100 Appendix G Other data Countries Luusnmssmnisennddelienoii jemdaiedarddisesdneade 100 Appendix H Absence IS a work time rrarrrrrvrrrnrorrornnnnnnrvvnrorrrnnnnnnnnnnrnrnnnnnnsssssnnnnnnnsenenrsssssnnnnnnnnnn 100 Appendix Paid time and work time from wron
46. Object reference not set to an instance of an object Possible to add overlapping hours but anyway error when saving Appendix L FAQ Q Can an employee work in several departments Q Can an employee belong to two departments Q What is CPWH A Cost per worked hour Q What is ACPH A Average work cost per hour QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 105 of 107 Q What is difference between salary cost and work cost A Salary cost is the cost for what an employee work while work cost includes salary cost and additional cost for example social fee for the employee insurance and so on Appendix M Budget detail window You will of course see the total for the period as well At the bottom of the page you will find a tab folder Clicking on it and then click on the pin to make it display permanent at the bottom of the week plan Comment UT56 Pauilius The rest of i this chapter is the basics of the functionality I want regarding day profile This component displays the selected day s sales profile if the sale is imported o The goal is to display as a C1 tab component the sale profile for each day Built from sale per hour half hour Built from number of employees e Drag to increase decrease time frame e Show planned breaks Displaying the week number in the budget screen Possible to copy week for the rest of the
47. QL Time Manual QL Time manual p2 v1 doc Page 10 of 107 The term Time bank is used when the manager decides that hours should be stored in the time bank account instead of paying for the hours right away or redrawing it from the payroll The difference between flex time and time bank is minimal from a system point of view and the real difference is between data that is treated automatically or not e The basic idea of flextime function is to give each employee or a group of employees more influence on their own work schedule planning The employee should in fact have the possibility to plan in advance their own schedule for example through a web interface e Employers motivation for the solution are o Less cost employee takes responsibility to do the right issues at the right time o More flexibility in staff administration o Employers are also forced by new governmental laws e According to some country laws overtime inconvenient time and shift must be paid and not stored in the time bank and QL Time supports this possibility too To define a flextime time bank rule press the Setup choice on the top menu and select the item Flex time rules in the menu or just press shortcut key Ctr FP File view Terminal Budget Sales Help Options ICIOTIShiFt rules Cirl B Validation rules CirlH Shift R T T a 3 T uh wn T ou T ar Extra payments Chrl E Flex time rules Ctrl F
48. SULT DETAIL RESULT ID ACCOUNT DESC ACCOUNT ID EXPORT ACCOUt MINUTES INTERVAL PAY PER HOUR PAY SUM nh SR rang QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 37 of 107 3 Terminal configuration and Messages 3 1 1 1 Communication Management Service CMS Communication Management Service CMS is the main engine of data exchange It is using for synchronizing Terminal s database with main database CMS sends data table to CReg and CReg sends clockings to CMS CMS Client is the application used to manage data exchange between WinCE terminal and main databases CMS Client connects to CMS and set what data should be sent After pressing on Terminal in the top menu or press shortcut key CTRL T Terminals list window will appear Terminal Budget Sales Help Terminals Ctrl T i Save Print Terminal messages Ctrl M File View Setup Work plan Juedag Terminal Budget Sales Help Terminal list E Terminal Address Description New Edit Delete CMS address fe ex 192168 1 1 1234 Data to send Employees Work plang Departments C Messages C Timebank from date to date registrations filled 208011 v 20080320 v Send data to marked terminals Edit terminal message Read registrations from marked terminals First of all it is necessary to add terminals that will be used for
49. Standard Flextime Norway and Sweden Flextime rules Fixed time Relative time Time span 10 00 0700 1700 Core time 06 00 0900 1500 or Arrival 02 00 0700 0900 Departure 02 00 1500 1 700 E leave empty if max time is not used Max hours O sign can be used to enter relative time e g 8 Default IC inconvenient time and OT overtime handling Pay out v It is several issues that decide how flextime will be handled and stored in time bank One of the most important parameters to be aware of is the parameter that tells if the extra cost for overtime should be paid immediately or not This is defined in the window above by setting the parameter to Pay out Pay out Pay out Add OT to timebank Add both to tinebank In this section we will take a look at how this influence on the calculation The other important parameter is the one set in the option menu and that defines if all worked hours included the time for overtime will be displayed as ordinary hours or if the time for overtime is removed from ordinary time Options Oa General Logfile Time calculation Terminal communi Normal time is full worked time Show unpaid absence in plan salary If we check the box Normal time is full work time then we get the result displayed as you see in the example below QL Time 7 Draft User Manual Printed 23 01 2012 Document D Pe
50. True 37 5 Copy rules from another agreement i Delete QL Time calculates overtime on periods that exceeds the agreed work schedule This principle makes the calculation accurate fast and in most scenarios correct To perform a manual calculation of overtime in a similar way is both time consuming and tricky to achieve With an agreed work schedule of 8 16 and 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 16 gives overtime from 7 8 I hour e Work time 7 17 gives overtime from 7 8 and 16 17 2 hours e The break is reduced to 15 minutes and taken from 12 00 12 15 gives overtime 15 minutes from 12 15 to 12 30 If the scenarios above happen overtime could in fact be given with three different rates QL Time s way of calculation also influence on week rules regarding overtime For example if the employee a is entitled to overtime after 37 5 hours in the week b has a work schedule that also is 37 5 hours c worked extra hour the first day in the week he will get overtime on the first day in the week QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 7 of 107 1 1 4 Week Rule How it works The week rule describes how many hours an employee must work during a week before overtime is triggered so it is necessary set the preferred number of hours for overtime
51. Wednesday and Thursday is recorded on its own line with Frav r 100 and then Friday with 50 The rule also says that it should not be paid anything from day 5 so let s take a look at next week Avdeling Mine utvalgte w Periode 19 11 2007 23 11 2007 Comment UT44 Rules regarding working days and absence should be Uked47 Uked Uked checked for all countries solace Aydeing Ma 19 11 2007 Ti 20 11 2007 On 21 11 2007 Ulf Teie NST Administration 0800 1600 030 0800 1600 030 08001700 00 og g Tid Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 Av Alminnelig 07 30 0800 1145 1215 1600 08 30 0800 1215 1245 1700 05 Frav r 50 07 30 0800 1145 1215 1600 As you see on Monday it will be calculated Absence 50 according to the rule NB Absence is always related to calendar days not working days so in the ease aboeve both Saturday and Sunday should be counted when it is absence sick leave Comment UT45 Check this functionality I guess we still have the n n n vann n wrong approach and what if it differs from When we count vacation days it is the calendar period that is used but it is not relevant since we one country to another manually set the date Comment UT46 This must be checked again with Robert QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manua
52. agreed 05 00 More then agreed 11 30 Agr week 1 of 2 kr 150 00 00 30 TB Agr week 1 of 2 kr 0 00 Agr Wee Normal 01 30 1000 1045 1115 1200 kr 150 00 IC 21 08 TB Absence 04 06 30 1200 1415 1445 1900 kr 0 00 07 00 0900 1230 1300 1630 kr 0 00 kr 41 44 kr 0 00 kr I OC Vacation pay 10 24 kr 15 30 Social security 14 14 kr 23 31 Insurance 1 55 kr 2 83 In the situation above an absences is registered from 12 00 on Tuesday until 19 00 Wednesday QL Time automatically remove the time outside the agreement on Wednesday but pay for the time before the start of the absence code on Tuesday The absence itself is not paid because the first day of the absence is paid with 0 In this case QL Time pays fll salary for day 2 In a situation like this a normal way to do it is to pay for the day the employee get sick and goes home and then to not pay for the first day and then again to pay for the following days To distinguish between sick part of the day followed by absence and sickness that start from the beginning of the day two different absence codes must be used Appendix E Currency table In the Setup and Other data choice you also find the tab Currency The currency table is linked to the country code for each employee So if working in Norway the currency should be NOK You set up one default currency and all the other currencies you add must be related to the default curren
53. al p2 v1 doc Page 59 of 107 System X 9 Work plan Registrations Salaries D Save Print x Clear Da Work Week 7 Week 31 Month Department My selection v Period 2009 05 25 20090531 0 T Emde Denarmerk Week22 eel eel Week22 Ud eae spelle Mo 2009 05 25 Tu 2009 05 26 We 2009 05 27 Th 2009 05 28 dr Alen d AREE J FreshFood Ferskvarer 1000 1900 030 1000 1900 030 s 0800 1700 030 0800 1100 030 G Time Agreed 1000 1900 030 1000 1900 030 0800 1700 030 0800 1100 030 Issues amp Salary Agr week 1 of 1 kr 771 00 01 00 TB Agr week 1 of 1 kr 850 00 Agr week 1 of 1 kr 850 00 Agr week 1 of 1 kr 0 00 Normal 07 30 1100 1415 1445 1900 kr 750 00 IC 21 0 TB 01 00 1800 1900 kr 21 00 Absence 100 08 30 1000 1415 1445 1900 kr 850 00 08 30 0800 1215 1245 1700 kr 850 00 Absence 0 01 00 1000 1100 kr 0 00 02 30 0800 0915 0945 1100 kr 0 00 b Show unpaid absence in plan salary is unchecked System X Work plan Registrations Salaries Save Print Clear 1 Da Work Week 7 Week 31 Month Department My selection S Period 2009 05 25 2009051 2 0 Week22 Tu 2009 05 26 08 30 08 30 02 30 We 1000 1900 030 1000 1900 030 0800 1700 030 0800 1100 030 sjuawpedag Week22 Th 2009 05 28 Week22 Mo 2009 05 25 Week22
54. alary estimates QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 46 of 107 Clicking on Work Agreement gives a form page equal to the example below Employee info Brigitta Bj rnsen Comment MR38 QL Time does not save selected Pattern According to Paulius Employee info BEP SA al cima Ra Be it just fill some fields automatically and is Adresses i Contacts Salary info Hourly pay Monthly pay i Work agreement n2 85 00 85 00 Additionalt info i Skills i Experience Absences Salary From 20000213 Patter v i Timebank on SalayTo gt vi sem Paid Hourly Salary per Hour 85 00 Hours per Month 1 00 A Work Agreement VEL Hours per Month Salary period agreement Salary Export One Day always blank Agreed Salary Monthly Salary Work agreement rule Standard rules Cost calculation rule Extra pay for Yacations Flex time rule Standart flex time On the top of the page is shown Salary period which is combined with a drop down list box to select from This field sets how export and locking up transactions will be calculated In most system setups there will only exist one possibility since people belong to the same salary system and that they are paid in the same intervals ee Comment MR39 Work in this Each employee must have a v
55. alid work agreement contract and you create the work agreement on this page Ne ate Deed ual abies separate fields are not synchronized testing of the employee card different scenarios errors appear or app not responding First step is to add a new contract which is done by clicking on the asterisk in the grid and then add required information There is no limit to how many agreement you can have per employee but they can t be overlapping in time It is possible to change the work agreement or add a new work agreement but keep in mind that changing a working period that points back in time will influence on calculations dramatically We recommend adding a new agreement instead of changing an existing There are basically two types of ways user can set pay for an employee 1 add the salary as pay per hour or 2 as a monthly pay with a specified amount of hours See radio button Agreed salary When the radio button Agreed salary is clicked there are two choices e Fixed pay or e Pay difference To distinguish between fixed pay and pay difference do not matter if you are not going to export or import data from a salary system because the calculation is equal This split is only used if you later specify to export data in separate ways Art mm SUT TT EL 3 AA Ai AAIA QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 47 of 107 No
56. ap Part of the day 08 02 2010 08 02 2010 It is important to keep in mind that absence is equal to absence from the ordinary work space and therefore may be equal to ordinary work In other word it is also possible to add hours using absence codes By checking the box Part of the day and then click on Rest of day gives a different kind of calculation Time specified in plan is now recognized as the time that should be worked and the cell is showed with a special fill The difference between time in plan and the time in the underlying work agreements is considered as absence time Using this functionality allows the user to enter the expected work time for people with part time absence and then in the plan get the accumulated absence percentage from the time the absence started to the end of the plan or registration period This information is displayed in the tool tip box as you see in the example below The first line in the tool tip box reads Absence 75 Total 66 67 and the information actually tells that Tuesday the employee will work only two hours from 1400 1600 while the agreement is 8 hours 800 1600 and the absence percentage of the day is 100 2 hours 8 hours 75 The Total 66 67 is for the whole absence period which is Monday Tuesday and Wednesday The second line in the toolbox reading Ilness 50 Rest of day 15 03 2010 17 03 2010 is information of what kind of absence that is registered an
57. arameters Company MyCompany Ltd Department All Departments C Sort by table no Show all absence codes if same country Show absence names Show todays date 08 Show last workday Version text Creator Position Name Logo Dda System X he easiest way Li achiewe cusi Hhurilsper Browse Don t show this dialog again QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 89 of 107 10 1 Week Plan The week plan is meant to be distributed and shows how each department is planned staffed for the selected period Ur of 1 gt bl e Q 3 ELAM 100 r Find Next BP Programming workplan 23 03 2008 12 10 2008 BP Programming workplan for week 40 29 09 2008 05 10 2008 Andrej Gorbatniov 0830 1700 030 0830 1700 030 0830 1700 030 0830 1700 030 0830 1700 030 as Jurgita Riekagien 0830 1700 030 0830 1700 030 0830 1700 030 0830 1700 030 0830 1700 030 KN Maksim Yenediktov 0830 1700 030 0830 1700 030 0830 1700 030 0830 1700 030 0830 1700 030 iS Paulius Luko evi ius 0830 1700 030 0830 1700 030 0830 1700 030 0830 1700 030 0830 1700 030 E BP Programming workplan for week 41 06 10 2008 12 10 2008 Andrej Gorbatniov 0830 1700 030 0830 1700 030 0830 1700 030 0830 1700 030 0830 1700 030 F Jurgita Riekasien 0830 1700 030 0830 1700 030 0830 1700 030 0830 1700 030 0830 1700 030 AN Maksim Yenediktov 0830 1700 030
58. ary hours in the export if necessary Setup Normal time is full worked time and overtime is set to default Pay out In addition what is exported is defined in the Setting parameter for the Salary period agreement Workplan Registrations Salaries Export Lock Print x Clear Settings Department My selection Geipen Pi elles 20901 03209 v O 0 Export manner for different salary types Employee Hours Hourly wage Hourly salary Full time v yras sjuaupedag 09 06 Anders Andersen H Agreed salary Full time v 09 06 kr 100 00 EG Time Registered Fixed salary Full time v Planned Agreed E Issues Restore defaults amp Salary M LLE TOOLS Normal kr 910 00 09 06 0800 1145 1215 1736 kr 910 00 09 06 OT 50 kr 5 00 00 06 1730 1736 kr 5 00 00 06 Anders Andersen is defined with hourly pay and that the export should be Full time which means that all time is exported Pay out overtime and inconvenient time is set to true In this case only time that exceeds the agreed time 9 06 minus 7 30 should be exported This scenario cant be used in POK since hourly paid do not have an agreement In the example below ordinary hours should have been reduced with 1 36 minutes since they are already stored in the time bank QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1
59. ate Planned Registered Paid time TB Issues Salary acc D1 07 2008vw 07 30 0800 1600 030 03 30 0600 1700030 1215 1245 07 30 0800 1215 1245 1600 0000 Outside fiex time 01 00 Normal 02 07 2009 Th 07 30 0800 1600030 08 30 0600 1700030 1215 1245 07 30 0800 1215 1245 1600 0000 Outside tex time 01 00 Normal 03 07 2009Fr 0300 0800 1130030 03 00 0800 1630 090 1200 1230 03 00 0800 0930 1000 1130 00 00 Outside fiex time 05 00 Normal 04 07 2009 Sa 05 07 2009 Su 06 07 2008 Mo 07 30 0800 1600 030 03 30 0700 1600030 08 30 0700 1145 1215 1600 00 00 Normal 01 00 0700 0600 OT 50 07 07 2009 Tu 07 30 0800 1600 030 07 30 0600 1600 030 07 30 0800 1145 1215 1600 00 00 Normal 08 07 2009 We 07 30 0800 1600 030 07 30 0600 1600 030 07 30 0800 1145 1215 1600 00 00 Normal 09 07 2008 Th 07 30 0800 1600030 07 30 0600 1600 000 07 30 0800 1145 1215 1600 00 00 Normal 10072009 Fr 07 30 0800 1600 030 03 00 0800 1100 0300 0800 1100 0430 Missing break Normal 11 07 2009 5a 04 30 0800 1300 030 0630 No registrations 12 07 2008 Su 13 07 2009 Mo 07 30 0800 1600 030 03 30 0800 1700 030 06 30 0800 1145 1215 1700 01 00 Normal 14 07 2009 Tu 07 30 0800 1600030 03 30 0600 1700030 06 30 0800 1145 1215 1700 01 00 Normal 15 07 2009 ve 07 30 0800 1600 030 08 30 0800 1700 030 06 30 0800 1145 1215 1700 01 00 Normal 16 07 2008 Th 07 30 0800 1600 030 03 30 0800 1700 030 08 30 0800 1145 1215 1700 01 00 Norma
60. ayment Pike Say To O C Pad Hourly Sala pet Hour 1000 ICD EST 31 1 25 TE 2 Aged Sala Monthly Selene 16750 00 ork Agree IC S21 6 TRIG 421 50 TB F E EES IE 18 7H 84 151005 TE ka Yaon Pay 000 1 OT 7 H 1008 E Pay Dsena hunks OT D 6 atk O Tuneber incement 000 OT dag le 39 OT vasek nuke True 3375 OT G2 40 Pap ditenerce nde Det nenmegian rule Esia payments l Flax tims ruke The example below shows the calculations in the registration window One hour and 26 minutes are added to the time bank The reason is that nothing have to be defined because time bank is the default value Department My selection Peit 06 01 2009 05601208 VI 3 Reed pe Meee then planned 01 26 Late departure 00 56 Agr week 1 of I kr 833 33 01 26 TB 08 56 0800 1656 kr 893 33 08 56 kr 0 00 Since the break is missing the total number of worked hours is 8 hours and 56 minutes And more important that the cost in the example is NOK 100 per hour multiplied by 8 hours and 56 minutes The cost reported to the salary system will of course only be 750 for 7 30 minutes that is the plan If the default time bank functionality to calculate TB or pay out for TB is not preferred to use then time bank rule defining that no discrepancies towards plan is allowed should be added QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents
61. by Monika but not changed Comment MR52 Should be moved to PART TREE Flextime can basically be used in different ways One possible solution is that the employee can move the start of the normal day and then arrive earlier or later than the normal start of the day Still the worked hours should be equal to the agreed hours of the day The other solution is that the employee can enhance the day with a certain amount of hours and use the same hours another day to shorten the work day The most normal way to handle the situation is to set up a core time where everybody should be present QL Time offers the possibility to set the core time to fixed hour of the day or set it relative to the employee s contract Each employee must be bind to the flex time rule and the rule is defined through the Setup menu Selecting Setup and then Flex time rule gives access to the form for defining flextime and time bank Note It is also important to be aware of that enhancing the work hours or decrease work hours may give some special problems regarding absence QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 80 of 107 The problem related to this topic is discussed in Appendix C Edit flextime edition DEBR Agreement Standard Flextime Rule Office workers Start date 0 01 2009 End date 105 Description
62. cy In addition to default currency each user may define which currency he or she wants to use when looking at plans or registrations This currency translation will also be used for all reports QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 99 of 107 Appendix F Align list On the tool bar you will find a small icon to the right flag if the selection you have done contains employee working from different countries To be able to see which time of the day they work together it is possible to click on the icon to see a translated view showing the selected time zone By default you get the same time zone as the language you have set up Appendix G Other data countries Is country code and currency code the same Appendix H Absence is a work time In the absence registration form the checkbox Is work time can be set for each absence code The Is work time flag has impact in several situations If checked The time for the absence is equal to ordinary work and counted as work time in the plan and registration section The time is included in the week rule overtime calculation and in the day rule for overtime If not checked The time is not calculated in the week rule and day rule The absence is still displayed in the plan and registration module If checked the flag also influence on what is displayed in the plan section
63. d that the accumulated absence percentage should be close to 50 QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 62 of 107 Weekl Week Weekl Slice Memeli Mo 15 03 2010 Tu 16 03 2010 we 17 03 2010 Summary 36 30 38 00 38 00 E Anders Andersen FreshF ood Ferskvarer ee i Time nae 0200 1600 4 Absence 75 Total 66 67 EE Illness 50 Rest of day 15 03 2010 17 03 2010 E Salary Aor week I of 1 kr 600 00 Agr week I ot I kr 800 00 Adr week I ot I kr 800 00 Normal 06 00 1000 1600 kr 600 00 02 00 1400 1600 kr 200 00 IC 21 08 TE Absence 1008 06 00 0800 1400 kr 600 00 08 00 0800 1600 kr 800 00 Absence 13 02 00 0800 1000 kr 0 00 Absence may occur in several ways and we will look into some basic scenarios e Absence the whole day e Absence part of the day o Specified time o The rest of the time The examples below show some basic principles for how the calculation will be performed when only discrepancies will be exported Absence the whole day If absence is registered for a whole day the absence will be registered according to the plan A break will also be placed hence to the way the break is scheduled As default the plan equals the underlying work agreement Example 1 a b Plan and registration section Work agreement 8 16 030 8 16 030 Plan 8 17 030 8 15 030 Absence 8 17 030 8 15 030 Export export diffe
64. d to overtime according to other rules for example day rule The input forms examples are described in the next section Rules are applied in the following order 1 Specific day rule S after you add the S you are enabled to add a date 2 Holiday H 3 Week day rule 1 2 3 4 5 6 7 1 Monday 4 Normal work day D Monday to Friday Each of them may result in use of several different salary accounts for example that overtime 40 and overtime 100 are paid due to special rules When it comes to overtime and inconvenient time three other rules may be configured separately e Day rule overtime e Week rule overtime e Minimum worked time before inconvenient time or overtime is calculated The rules described above are used in the conjunction with the work agreement QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 3 of 107 1 1 2 Work agreement rule A work agreement rule is a collection of different calculation rules for inconvenient time overtime and shift pay To create or edit Work Agreement rules click on Setup at the top menu and then select Validation rules or pres short cut key Ctrl Shift R The example below explains how to create an agreement and declare special rules to be used As shown in the form below several work agreements may exist within one company Agreements E 5 Ed Mame
65. do not include over time hours QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 69 of 107 Work plan Registrations Salaries Pri x Co Day 5 ur ction v Jave Late f m S k Weel Week 3 Mont gt Issue filter Break Outside flex time Not approved Period 01 09 2009 01 09 2009 0 DProved Employee Department Hourly wage Summary i 09 900 00 Anders Andersen FreshFood Ferskvarer kr 100 00 kr 900 00 E Time Registered 0800 1736 030 1145 1215 Planned 0800 1600 030 Agreed 0800 1600 030 Paid time 0800 1145 1215 1736 Issues More then planned 01 36 Late departure 01 36 Salary Agr week 1 of 1 kr 900 00 01 39 TB kr 900 00 Normal 09 00 0800 1145 1215 1730 kr 900 00 09 00 kr 100 00 kr 300 00 OT 50 00 06 1730 1736 00 09 TB 00 06 kr 0 00 Paulius Still the result should be NOK 915 The overtime line should yield NOK 15 QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 70 of 107 Edit flextime edition Agreement Standard Flextime Rule Office workers Start date 01 01 2009 Enddate 05 09 2003 Mi Description Standard Flextime Norway and Sweden Flextime rules Fixed time Relative time Time span 10 00 0700 1700 Core time 06 00
66. e Registered 0800 1 7 36 030 1 145 1215 Planned O800 1600 030 Agreed O800 1600 030 f lssues More then planned 01 36 denn Late departure 01 36 Salary kr 0 00 Agr week 1 of 1 kr 0 00 Nothing is exported Department My selection w Period Salary Export One Day v 2009 1 01 09 2009 01 09 2009 vi MD Week36 Tu 01 09 2009 Hours Hourly wage Registered i 750 00 00 00 09 06 Anders Andersen FreshFood Fersk varer kr 750 00 0800 1145 1215 1600 Time Registered 0800 1 736 030 1 145 1215 Planned 0800 1600 030 Agreed 0800 1600 030 E Issues More then planned 01 36 Late departure 01 36 Salary kr 750 00 Agr week 1 of 1 kr 750 00 Normal kr 750 00 07 30 0800 1145 1215 1600 kr 750 00 07 30 Changing the rule to export differences A Comment MR50 Should be moved to 7 1 1 1 More about Time Bank ye PART TREE Automatic use of time bank is default in QL Time In the example below the employee is only bound to Def Norwegian rule regarding IC and OT The standard work agreement says Monday to Friday from 8 00 to 16 00 with 30 minutes break QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 77 of 107 Te imie LE CS TS 1745 org reginaa Toz foray bee 201555 Len then planned 55 Late aa 00 56 r vek of 1 ar 56 0 95 ESHA ZH br 36 Slap From 2012206 P
67. e manual p2 v1 doc Page 55 of 107 Actual Time Details Cc Employee Brigitta Bj rnsen Department FreshFood Ferskvarer H Date 25 May 2009 Monday Planned 1000 1900 030 Absences 1 Manual payments 0 1000 1100 Permission leave without salary at the dentist Registered 1100 1900 030 1415 1445 rer breaks Active registrations Original registrations Registration issues Reg time Restore original Adiustmert Payed for Planned time Registered time Manual time 1100 1900 030 1 415 1445 Approval Change IC inconvenient and OT overtime handling Par out This way is the quite handy when we want to combine absence for example employee s visit to dentist with registrations The 3rd and the most important way adding absence is from the Employee card Open the employee card by double clicking on the employee name Then select Absences from the menu on the left side FE ETER TT EEE Aa EEE QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 56 of 107 Employee info Brigitta Bj rnsen Employee info Adresses i Contacts Salary info i Work agreement Additionalt info i Experience Absences i Timebank Memo Reason Vacation 2009 12 03 0 First day 2008 07 14 a Last day 2008 07 31 2009 12 03 E Days Clear This year Whole year Hours NO Illnes
68. ed time Show unpaid absence in plan salary Example Work time 10 21 with half hour break Worked time 10 00 14 00 and 14 30 to 21 00 10 30 hours 1 and a half hour will be overtime Export possibilities Ordinary time 10 30 Overtime 1 50 in salary system 50 of hourly pay Or Ordinary time 9 00 Overtime 1 50 in salary system 150 of hourly pay Comment MR40 Should be moved to PART TREE Comment UT41 Hilde is responsible for testing out and outline this chapter 6 Absence Registrations A fo All Issue should be substituted and structured according to the document rules QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 52 of 107 System X rile o Wokpan Registrations Period Results mn ig 3 Save Prit x Clear Day 5 Work Week 7 Week 3 Month mn gt Depattnent Penod 20090525 v 20080631 v o en Week Week Week2 Week 2 Week 2 Week Week2 H eg Tola 5 Wee wae Mo 2000525 Tu20090525 We 2000527 Th20090528 Fr20090529 5a20090530 Su200906ap MS Mouysdap ioa 0830 230 08 30 00 0 0 Brigita Bj rnsen FreshFood Ferskvaren EE 00170008 08001100030 0001700030 T EN kr 100 00 kr 3600 If you at this stage want to know more about absence registration click here For example In our example
69. ed work cost and time This is the original fields Is work time and Is work cost On top of that we have the last problem Not display or how to display time on the row I suggest that this is a separate parameter Show time in Plan According to Paulius this is tricky because we should show plan There may be other issues as well basically what to show in reports Especially the Lithuanian report must be possible to filter so that for example the code for business trip is not included My suggestion is that we make it possible to filter on the reports setup itself That each report can be setup with absence codes checked or not checked The last issue is that equal absence pay is listed in the same group in the plan and registration This case it is two different types Other and Illness but they are listed on the same line Absence 100 The question is should it be possible to split in a different way It also shows only one flag the flag for other QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 102 of 107 Work plan Registrations Period Results la 5ave Print x Clear Week 3 Month Department Period 23 03 2010 23032010 Week 3 Employee Department Tu 2302 2010 Hours Hour Summary 08 00 08 00 Worked time TENTI 200 Paid time O8 00 08 00 Sum 2
70. em that will use the data It is basically three different export types e Export all registrations normally hourly paid QL Time terminology Full time e Export the difference between the registrations and the work agreements schedule Agreed Salary QL Time terminology Only differences e Only manual registrations Fixed pay QL Time terminology Nothing o In addition special marked absence codes Comment UT32 This is not implemented Salary export settings Export manner for different salary types Hourly salary Agreed salary Full time ve Fined salary Full time vi Restore defaults m 1 1 14 Issues to consider Export of sickness on holidays will be treated according to the absence definition Vacation on holidays will not be exported and written to the database because it is actually not workday e This must be checked with Robert e Vacation is normally calculated as weeks Le Comment SSE Her m du ta stilling til hva som skal skje QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time ManuallQL Time manual p2 v1 doc Page 31 of 107 1 1 15 Converting to salary codes As example in the previous chapter describes it is three different compensations for overtime e 1 of April NOK 120 e Ordinary days 30 of hourly pay per hour e Ordinary days but outside work plan two hours before and two hours after 50 Since it is three different solutions fo
71. ender Female Experience i Absences Last Name Bj rnsen Marital Status Single P a Country aim Norway Birth date 1980 05 08 Soc Security Cost Center FreshFood Fersk varer Bank Account Position Store Manager Tax region Hired From 13 February 2000 Payroll T ax Hired To LJ Card ID Salary No On the page above there are some fields that are mandatory and some that are not Below you get a more detailed description on some of the fields and how they are intended to be used Country This is not nationality but the country rules used for holiday calculations ID The field is QL Time s internal numbering system and this number can never be changed or altered in any way Automatically created by QL Time when pressing the New icon Table No This number is used to give a special sort order for the absence report used in Lithuania Card ID The number is used to create identification codes for magnet stripe readers and is the number sent to clocking terminals Salary No Salary number is used for exchanging data between a salary system and QL Time It is used both for import and export purposes QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 45 of 107 Soc Security Not used by QL Time just for informati
72. ent a Two Week Cycle 2009 06 01 2009 08 31 Additionalt info Allowed to work flextime 2009 09 01 i Experience Absences i Timebank Memo Week Department Monday Tuesday Wednesday Thursday Friday Saturday Net hours gt Week w FreshFood Fers 0800 1600 03 0800 1600 030 0800 1600 030 0800 1600 030 0800 1130 030 33 00 Week 2 FreshFood Fers 0800 1600 03 0800 1600 030 0800 1600 030 0800 1600 030 0800 1600 030 0800 1300 03 42 00 15 00 15 00 00 00 75 00 Edit rule Edit OT Overtime week rule In the example above the first week is only 33 hours and the second week the cycle is 42 Hours hours It is 75 hours in total and there for no overtime because we on the week rule Average of cycles definition checked the box Average i Flesibility hours When we move on to the work plan for the first week the basic work agreement is used as the plan and we can t modify the plan to fit the week s expected activities We want to enhance the work plan on Monday with one hour from 8 to 7 QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 83 of 107 Work plan Registrations Period Results la Save c Print x Clear Day 5 Work Week 7 Department My selection pa Period Summary E Anders Andersen FreshFood Ferskvarer fe Time Agreed 0800 1 600 030 0800 Issues More then agreed 01 00
73. erent profiles in addition to a traditional day profile for example for special days or for special events It could be a flyer that comes every third week and always on Wednesday This gives a special boost and some special needs this week on Wednesday afternoon and the rest of the week Appendix N what happened if vacation and holiday Vacation not paid Holiday paid UIf Check this scenario Fr 01 01 2010 Sa 02 01 2010 07 30 00 00 Kenneth Bj rnstad Administration H a EE E Time Agreed 0800 1600 030 Issues E Salary Agr week I of 1 kr 1 00 Agr week I of 1 krQ000 Ag Horal Absence 100 QL Time 7 Draft User Manual Printed 23 01 2012 o 8 15 8 30 Min 1 Normal 2 Max 3 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 107 of 107
74. eriods with period 2009 10A 2009 10 01 2009 10 06 After selecting parameters the Read Data button must be pressed in order to get requested information Export of period results can not be done if some of the employees in the department that belongs to the same salary period have some issues A message regarding issues will be displayed and the export procedure will not be allowed to run before all issues are solved The export is a one click solution and the only result the user will see is a log of the export saved in a pdf file and possible to view at a later stage 2 1 2 Debugging mode The view below will only be displayed in debugging mode and it is important that the user has a very good understanding on how to read this view in a correct way System X me Ven Setup Temind Budget Sdes Hep Work plan Regeraiore Pemmdesls 2 Epot SUnbck rik Cr spot settings Hr slay Fl ne Age sakry Fulltime Fid salary Fl ne J a l a 1 2 Depainent FrestFood Ferskvae Peot Sadap peit w 200808 004001 000 2 Co Peas i Weskdll Week4 Weakdl Vask Week Weeki Employse Department Total TRU HAR SH Sue Mo 1 6 WAHE Hors Hourly salary a Fegueed Regieed Regdeed Fegilsed Regilzed Fegetered all til itil ME 06001145 121600 173017 UEI ait ME 116160 ths Summary Baga hj rcen FrestFood Ferskveres kr 506 00 kr 100 00
75. es at the same day and we will show you how it will be treated in some situations QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 60 of 107 Uke46 Uked46 Uked46 Uke46 On 14 11 2007 To 15 11 2007 Fr 16 11 2007 L 17 11 2007 k 0800 1700 030 We 0800 1400 030 isje 0800 1600 030 fe Uke46 S 18 11 2007 Uked Ma 19 11 2007 Ti 20 11 0800 1600 030 0800 1600 C Uke46 Ti 13 11 2007 Frav r Ferie 13 11 2007 00 00 15 11 2007 12 00 Egenmelding Sick Called 14 11 and said that he would visit the doctor if things got worse Expects to be back after In the example above a vacation is recorded from Tuesday and to Thursday at 12 o clock Unfortunately the employee got sick after the vacation started and could not return Thursday to his position on As you see a sun illustrates a holiday a red cross illustrates sickness and the flag is used if there is a mix of information If you hover over the field with the mouse detailed information pops up Uke46 Uked6 Uked Uked To 15 11 2007 Fr 16 11 2007 Ma13 11 2007 Ti 20 11 2007 Nr 0800 1400 030 mp 0800 1600 030 me ip 0800 1600 030 0800 1600 030 2800 1400 030 0800 1600 030 2800 1600 030 0800 1600 030 Avt uke 1 av I Avt uke av 1 vt uke av 1 Avt uke av 1 07 30 0800 1145 1215 1600 02 00 1200 1400 07 30 0800 1145 1215 1600
76. g departments rrrnrrronrrrrrrronrrvrrrerrrrrrrnnrnrrrrennnen 103 Appendix J Different types of department description USE 0 0 0 ee ecececceesteceseteeeeeneeteeeeenenaes 104 Appendix K Error when adding department 2 0 0 0 cece cceceeeneeceeeeenneeeceeeeeeneeeeeeeeeseeeeeeesenenaeaeeeees 105 Appendix E S FA Assad 105 Appendix M Budget detail WINJOW csessccccccsssrcccccessssnenccccsensssencacecssencaceeecesssenscecssensnenaneees 106 Appendix N what happened if vacation and holiday rrrrrrrvvvrrronnrrrrrnrrrvrrrrnrrnrrrennrrrrrrenrrrerennnne 107 QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 2 of 107 1 1 Calculation rules 1 1 1 Built in Salary types Inconvenient time overtime and extra pay for shift QL Time has three different kind of built in salary types that follow specific rules in addition to ordinary worked hours 1 Inconvenient time 2 Overtime 3 Shift pay This is the built in salary types that can not be changed Of course as many salary codes or absence codes that may be needed can be added but they are not calculated automatically To use the built in salary types a formula starting with preferred salary type should be entered and then the day defined within brackets Example Rule OT d with a value of 30 yields 30 extra pay on all ordinary work days in case when employee is entitle
77. ge back to default department Time estimated to 2400 in the evening amp Ulf Tete NST Administration 0934 1147 02 13 B Ulf Teie BP Service 1147 2400 1213 Time Registered 1147 2400 Planned Agreed Paid time 1147 1700 E Issues Wrong registrations Department po Employee urtee Normal Maria Andreassen Renhold Department Administration Hilde Teie MST Ser BP Administration Marianne Kilingmao MST Ser Fres z amp Ole Birger Hestyik MST Ser L amp Robert Borch MST Ser MS Administration amp Kenneth J Bjornstad BP Admi Monika Fiepsait BP Adri Jurgita Rieka ien BP Prog amp Maksim Venediktowv BF Programming 00 00 QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time ManuallQL Time manual p2 v1 doc Page 104 of 107 Appendix K Error when adding department Department Period 23032010 2303200 c ToT 40 30 40 30 3 360 00 amp Hilde Teie MST Service ja 0500 1600 030 kr 100 00 kr 750 00 amp Marianne killingmo MST Service 0800 1600 030 kr 100 00 kr 750 00 amp Ole Birger Hestvik MST Service 0800 1600 030 kr 0 00 Robert Borch MST Service 0800 1600 030 kr 100 00 kr 750 00 E Ulf Teie MST Administration 0800 1600 030 kr 100 00 kr 750 00 fl Time 0800 1 600 030 Issues ig Salary Agr week 1 of 1 kr 750 00 Normal 07 30 0800 1145 1215 1600 kr 750 00 kr 100 00 Ulf Teie BP Service kr 100 00 Error gt SystemX X
78. he formula 0 100 gt 2 0 gt 16 is the 0 before the first comma marked in bold and this is the default pay for the absence code so e no salary is calculated for first two days of absence QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 17 of 107 The second parameter is 100 gt 2 which means that it will be paid e 100 salary for absence from day number three The third parameter is 0 gt 16 which means that this parameter overwrite the second parameter therefore salary is not calculated from the sixteenth day of absence Keep in mind that the calculation is based on work days and holiday is considered as work days The rules regarding which days that are counted may vary from country to country for example Norway and Sweden counts calendar days and Lithuania work days To be able to export the absences to i e a salary system see the chapter Salary accounts The user can add absences in different ways from several different places like e Plan module Registration module Employee card Web module not included in basic package Mobile phones not included in basic package The most common way to add absences like illness or business trip is from Plan module or Registration module System X File View Setup Terminal Budget Sales Help Work plan Registrations Period Results la Save Print x Clea
79. he parameter to Pay out Pay out Pay out Add OT to timebank Add both to tinebank In this section we will take a look at how this influence on the calculation The other important parameter is the one set in the option menu and that defines if all worked hours included the time for overtime will be displayed as ordinary hours or if the time for overtime is removed from ordinary time QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 66 of 107 Options General Log file Time calculation Terminal communi gt Normal time is full worked time Show unpaid absence in plan salary In the section Detailed examples different kind of setups and how they are supposed to work is explained If we check the box Normal time is full work time then we get the result displayed as you see in the example below Work plan Registrations Salaries Save Print Clear Day Work Week 7 Week 3 Month Issue filter Br Outside Flex time Not ed Department My selection w Period 01 09 2009 01 09 2009 Mi aq sjuawyed Hourly wage Total Anders Andersen FreshFood Ferskvarer kr 100 00 kr 915 00 E Time Registered 0800 1736 030 1145 1215 Planned 0800 1600 030 Agreed 0800 1600 030 Paid time 0800 1145 1215 1736 Issues More then planned 01 36 Late departure 01 36
80. heck that overtime and inconvenient time will be handled in a correct way and matching the salary systems requirements e Set up file name that will be used for export and export type Ascii file transfer XML Excel Database e Define what will be exported o Define export settings if everything differences or nothing should be exported for the different salary types Fixed Salary Agreed Salary Hourly Pay The Period result can be run in two different ways e Ordinary mode e Debug mode Access to debug mode is only given to users with administrator rights and may be selected when the period result tab is clicked 2 1 1 Ordinary mode In the example below the user should select Department This automatically will give all Salary Period agreements related to selected department If the selected department has sub departments that also belongs to the user all departments will be loaded at the same time if this option is selected in the setup After selecting departments it will possible to select the corresponding Salary Period agreement from the drop down list QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 33 of 107 Comment UT34 This is not implemented yet Comment UT35 This is not implemented yet In the example below the Fresh food department is selected and the Period selected is Salary p
81. ith salary PS First day Last day 2009 05 26 2009 05 29 C Partof the day hospital She expects to come back after weekend When the data is entered correctly press the OK to save the information Since this is a sick leave the plan will show a red cross and if we hover over one of the fields with a cross we will get details of registered information ea se el ee oo eg oo ee ee A QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 54 of 107 File View Setup Terminal Budget Sales Help Work pan Registrations Period Results UD lel Save Print x Clear 1 Day 5 WorkWeek 7 Week 31 Month m Z Deparment My selection V Period 2009 05 25 20090531 W Week22 Week22 Week22 Week22 Week22 Mo 2009 05 25 Tu 2009 05 26 We 2009 05 27 Th 2009 05 28 Fr 2009 05 29 Summary 08 30 08 30 08 30 02 30 08 30 amp Brigitta Bj rnsen FreshFood Ferskvarer 1000 1900 030 isje 1000 1900 030 isje 0800 1700 030 0800 1100 030 0800 1700 030 Employee Department Sa 00 00 yaieas i Absence Illness hospital She expects to come back after weekend 2009 05 26 2009 05 29 Remember that we defined the rule how we pay for illness If we press the plus sign on the left of the employee name we will see the detailed information of how it is calc
82. ituation below Employee Works from 7 12 sick from 12 Employee 2 Works from 9 12 sick from 12 Both will get paid the rest of day but what should be consider to be the rest of the day Since it is flex time the system must assume that the working time in hours equals planned time For Employee number 1 One hour should be added to the time bank For Employee number 2 One hour should be drawn from the time bank This practice handles both employees equal to each other and seems to be a fair principle and a common solution in other systems as well Employee number 2 may argue that he get sick during a day and should be entitled to a whole day pay that the system should not draw one hour from time bank If this is the basic the two employees will not be treated equal and everybody that gets sick will benefit from starting late It may be important that both solutions can be handled but it must be done as a manual solution Appendix D Absence part of day followed by absence QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 98 of 107 wWeek13 week 3 Epis pep ane Tu 23 03 2010 we 24 03 2010 TI 13 30 18 30 00 00 Worked time 02 00 00 00 00 00 Paid time 01 30 00 00 00 00 Sum 191 44 0 00 i Bakery T rrvarer Mr 1000 1900 030 Nr 0900 1630 030 1000 1900 030 0900 1630 030 More then
83. l 17 07 2009 Fr 0300 0800 1130 030 03 00 0800 1630 030 08 00 0800 0930 1000 1630 05 00 Normal 18 07 2009 Sa 19 07 2009 Su 20 07 2009 Mo 07 30 0800 1600 030 07 30 Noregistretions 21 07 2008 Tu 07 30 0800 1600 030 07 30 No registrations 22 07 2009 ve 07 30 0800 1600 030 07 30 No registrations 23 07 2008 Th 07 30 0800 1600 030 07 30 No registrations 24 07 2009 Fr 07 30 0800 1600 030 07 30 No registrations 25 07 2009 Sa 04 30 0800 1300 030 D630 Noragistrations 26 07 2009 Su 27 07 2008 Mo 07 30 0800 1600 030 07 30 No registrations 28 07 2008 Tu 07 30 0800 1600 030 07 30 No registrations 29 07 2009 vw 07 30 0800 1600 030 07 30 No registrations 30 07 2008 Th 07 30 0800 1600 030 07 30 No registrations FreshFood Ferskvarer registration report 01 07 2009 31 07 2009 Page 1 of 7 18 08 2009 lt gt lt gt Start E Intern SaxoTrad B skype gt rd Ej2M st Anal t untitked NO v Ari mr Ann rfr7 704 mn 12 1 AA ni AAIA QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 93 of 107 10 5 Work Cost Report Report view a FreshF ood Ferskvarer Cost report 01 07 2009 31 07 2009 FreshFood Ferskvarer Cost report 01 07 2009 31 07 2009 Anders Andersen Department FreshFood Ferskvarer e Tas pf ft feet Brigitta Bj rnsen Department FreshFood Ferskvarer endr Edd Brigitta Bj rnsen Depart
84. l QL Time manual p2 v1 doc Page 21 of 107 A Comment UT22 Export period instead of Salary period Change in application too see example Edit agreement Agreement MyCompaniesPeriods Description Standard salary periods equal to months Salary periods Export files 1 2 3 4 5 6 8 Name Year 2009 January February March April May June July August g 10 October 11 November 12 December September Start date 01 01 2009 01 02 2009 01 03 2009 01 04 2009 01 05 2009 01 06 2009 01 07 2009 01 08 2009 01 09 2009 01 10 2009 01 11 2009 01 12 2009 End date 31 01 2009 28 02 2009 31 03 2009 30 04 2009 31 05 2009 30 06 2009 31 07 2009 31 08 2009 30 09 2009 31 10 2009 30 11 2009 31 12 2009 Types Registered Registered Registered Registered Registered Registered Registered Registered Registered Registered Registered Registered Generate year Co ear Pressing the New button or double clicking on and existing period gives access to the Edit salary period form se example below Edit salary period Name Period Start date 01 01 2009 7 Salary types By default all missing periods registered End date 31 01 2009 It is possible to set up three different export types Registered Plan QL Time 7 Draft User Manual Document D Perkelti Documents QL Time Manual Q
85. l p2 v1 doc Page 58 of 107 If we change the absence date to Tuesday the result will be Avdeling Mine utvalgte v Periode 19 11 2007 23 11 2007 Ape Adin Uked Uked Uked 9 Ma 19 11 2007 Ti 20 11 2007 On 21 11 2007 amp Ulf Teie NST Administration if 0800 1600 030 is 0800 1600 030 0800 1 700 030 0800 gr VEGENE GEGEN Avtalt tid 0800 1600 030 0800 1600 030 0800 1700 030 osol Avt uke I av 1 Avt uke 1 av 1 Avt uke 1 av 1 Avt 08 30 0800 1215 1245 1700 05 3 Alminnelig Frav r 50 Frav r 0 07 30 0800 1145 1215 1600 07 30 0800 1145 1215 1600 An extra line is added and informing us that there is not calculated any cost for Tuesday due to the rule settings User can turn off the parameter that allows seeing rows that do not trigger cost User should select TOOLS form the top menu then OPTIONS and chose TIME CALCULATION User should uncheck the second parameter Show unpaid absence in plan salary and click OK Options Logfile Time calculation Terminal communication Normal time iz full worked time Show unpaid absence in plan salary Agreement hours per month calculation rule Basic hours per week 4 33 Precise hours per week 4 348125 Examples below show when a Show unpaid absence in plan salary is checked QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manu
86. loyee municipality number DER REGION Department municipality number Calculate ori daily salary instead of monthly salary base salary before any other payments are applied There are only a few variables to determine e The Type parameter When it clicked a drop down box with predefined types is given in order to indicate what kind of parameter you are creating The type text will be used for grouping in the work plan registration and period result windows e The text field Payment must be filled in because this is the formula that does the real calculation Useful hints how to input the formula is shown below this field Each payment may bee calculated based on age or municipality tax code related to employees o living address or o the registered municipality of the business e Calculate on Check box Daily salary When fixed amount is in use it should be specified if the amount is based on worked days or the whole month Check box Base salary There is also a possibility to do the calculation based on base salary instead of the accumulated sum of salary plus calculated work cost Base salary is salary without inconvenient overtime or shift pay 1 1 6 Flextime and time bank The term Flextime is used when an employee can choose within limits when to start working or finish working on a given day QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents
87. ment Bakery T rrvarer EC pp 1 pf ep Camilla Collet Department FreshFood Ferskvarer QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 94 of 107 10 6 Statistical report When the period is finished the data will be stored in a statistical database for later use Clicking on Statistic on the main menu opens the form that allows to do selection from the database Export statistics Departments Administration yo Period 01 01 2009 31122009 Y BP Administration NS Administration BF Programming NST Administration This year This month BP Service NST Programming 8 Last year Last month lt Check all Uncheck all Only totals for all departments Only paid periods Export statistics E BIK Departments Administration W Period 01 01 2009 31 122003 v BP Administration NS Administration BF Programming NST Administration This year This month BP Service NST Programming Lastyear Last month Check all Uncheck all l Only totals for all departments Only paid periode Statistical details 01 01 2009 31 12 2009 Total salary type Hourly pay avg salary OT 100 00 04 100 00 15 00 OT 40 1 01 17 40 00 51 33 Statistical details 01 01 2009 31 12 2009 Page 1 of 1 19 03 2010 15 55 13 QL Time 7 Draft User Manual Printed 23 01 20
88. mployee from here would save time Of course perhaps this change would call other problems Comment UT12 Not implemented for 1 1 6 1 Enhancement on a single day for a single employee ee Chapter to be revised QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 14 of 107 To be able to allow some employees to arrive before or depart later than normally with automatic payment is possible to enhance the string parameter for example like this e Plan 9 19 030 is enhanced to 9 19 030 010 015 which says that if the employee arrive 10 minutes before it is automatically paid and also 15 minutes later is automatically paid e The rest of the time is not paid if not approved This functionality is the opposite of the normal use of Walk Time Walk Time and Enhancement on a single day can be set up with parameters as follow e Paid e Not paid and the functionality is built to be used on a single day action from plan then it may be considered as the same functionality NB This functionality is more or less used on special occasions and on a day level Is it possible that we will run into a situation where it is used as a rule with Walk Time and at the same time we want to Enhance plan on a single day According to Robert the answer is Yes because this is a way to force extra payment for full time employees but i
89. on Bank Account Not used by QL Time just for information Tax region Depending on how social security should be calculated If social security depends on the employees home address read municipality the calculation should will be linked to this field Cost Center This is the cost center department id that the employee belongs to and will be linked to if not otherwise specified in the contract Keep in mind that an employee can work in more than one cost center but will only show up in the hierarchical structure together with the cost center Position This field is linked to the position table and gives you the possibility to categorize positions within your company The field is not used in any basic reports or linked to special functionality Hired From This is the first date that the employee will be paid at all Work agreement schedules that starts with an earlier date will not yield any payment Hired To If this date is set then no salary will be exported after this date even if registered hours after this time Some fields for example Employee name Cost center or position are necessary to fill in other fields are optional menu is located on the left of the form that gives you access to different pages in the form In this chapter we will concentrate on fields that are mandatory or highly recommended Let s see what we need to record to Employee card that the system could give a precise calculation and right s
90. ord get a list of all registered absences from the work place for selected employee The view that shows all absence gives user a handy and quick overview of the employee s absence history Absence data can also be printed for statistical purposes We can also add several absences on the same day as long as they don t overlap It is also possible to use a separate registration module aimed for web to register absence Eventually the user must decide which way to add absence is the most suitable Below are some examples showing how the calculation will be displayed and how cost is calculated The rule used is 100 50 gt 2 0 gt 4 as you can see from the list EM Egenmelding 100 50 32 0 gt 4 Fe Ferie 1 S d Sykemelding 100 0 16 Avdeling Mine utvalgte v Periode 12 11 2007 16 11 2007 RER Uked6 Uked6 Uked6 Uked6 Uked6 m b sia Eee EE ba Diea UM anne ai Ulf Teie NST Administration 4 08001700 030 0800 1 400 030 0800 1600 030 37 45 G Tid Avta p800 1600 030 pa00 1600 030 pan0 1700 030 p800 1400 030 p800 1600 030 amp Feil Mer enn avtalt 00 30 Mer enn avtalt 00 45 L nn Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 Avt uke 1 av 1 Alminnelig 08 00 0745 1145 1215 1615 08 15 0815 1145 1215 1700 16 15 Frav r 100 08 30 0800 1215 1245 1700 05 30 0800 1045 1115 1400 14 00 Frav r 50 07 30 0800 1145 1215 1600 07 30 The result for
91. p of the ordinary pay Everything that are in addition to the salary cost and based on worked hours may be calculated in this function QL Time does not export any extra cost calculation by default but it aims to give the opportunity to calculate almost everything QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 8 of 107 The example below shows that extra payment may be specified with parameters that enhance the use of this cost calculation The calculations are done in the sequence that is displayed in the grid but user may change the order and thereby the result changing the sequence of the calculation Edit agreement edition ig E fx Agreement Test extra payments Start date 01 01 2007 v End date Payments mill be applied in this order Vacation pay 12 14 3 AGE gt 56 Other 30 Day sal Social security 10 11 REGIOM Insurance 1 2 Hew Edit Delete Copy payments from another agreement Pressing the New hyperlink gives access to the window similar as below FETE eae ee VET ETT QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 9 of 107 New extra payment Type Name i Social security Insurance Payment Other eg 12 132 4GE gt 60 or 14 3 15 REGION 1 Possible parameters AGE Employee age REGION Emp
92. port can be printed out from the plan section based on the plan or from the registration section based on registrations The report can also be configured to show only specific absence codes Report view E ex 1 oft aadu 100 NextStage Technologies AS company name ern System a Total utskrift p Gapanment name 1 easiest wa o achieve co YEAR 2009 JULY MONTH REGISTERED WORK TIME REPORT r ndars deren reser Yoo Po t Sick Gag Y Teres eree sY Span te Trewieg Chena Ereloyers position Signature First and Last name Daglig leder fi or postmon Cga Ma Ut Teie 31 07 2009 Trst and aa rame JJ xa4 aqa me YEAR 2009 JULY MONTH REGISTERED WORK TIME REPORT Page 1 of 1 18 08 2009 14 00 28 lt gt Start 5 a 3 Intern T SaxoTrad S Skype Ge 3 windo 2 Meros Cost Anal Syste untitled no Q 14 00 Nr RW PP d AS MA AAIA QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 92 of 107 10 4 Registration report Example below shows a work schedule for one department and two weeks NB It is optional if work cost should be printed or not Report view l elx NYE TT ESS a FreshFood Ferskvarer registration report 01 07 2009 31 07 a FreshFood Ferskvarer registration report 01 07 200 tx S X CL System The easiest way to achieve cost budget Anders Andersen Department FreshFood Ferskvarer D
93. r T Day S work week 7 week 31 Month Department My selection Period 2009 05 25 v 20090531 VI 0 Read plan Empl D ont Week22 Week22 Week22 Week22 Week22 Week22 peu Set Mo 2009 05 25 Tu2009 05 26 We 2009 05 27 Th2009 05 28 Fr2009 05 29 Sa 2009 05 30 Summary 08 30 08 30 5 d Brigitta Bj rnsen FreshFood Ferskvarer 1000 1900 030 1000 1900 030 0800 1 700 030 0800 1100 030 ag sjuaupedag kr Hours Hourly salary Total 00 00 00 00 36 30 3 692 00 i 36 30 kr 100 00 kr 3 692 00 0800 1700 030 If you at this stage want to know more about absence registration click here 1 1 8 Holidays QL Time has predefined national holidays To check out what predefined holidays the system use user should select Setup from the top menu and then Holidays In addition to the predefined holidays user can also add special dates to the list ES tee ll a aaa rr ae an a QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time ManuallQL Time manual p2 v1 doc Page 18 of 107 Comment MR17 According to me LT also calculate calendar days SG Comment UT18 What about Saturday and sunday Comment MR19 Is this correct title The view below gives an overview of all the holidays The top line can be used to filter the list in order to easier overview of special codes or countries Holiday editions Description 1 01 2000 31 12 2008 Sys
94. r how to pay it also requires to set up three different salary accounts for export QL Time automatically detects that you define a new salary code and try to save it At the same time you are forced to define the account number in QL Time s account table Without a proper definition of account number and a definition of export account you will not be able to lock up salary periods oon a eh a eC eee a na a QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time ManuallQL Time manual p2 v1 doc Page 32 of 107 2 Setup for Period result The goal of this chapter is to describe in more details the prerequisites needed for export We suggest that you skip this chapter now and return after you have taken a look at the system configurations chapters The export procedure is a one click solution when everything is set up and ready to export This is the place where user may do the export when the period is finished But before the export functionality can be put to work several parameters must be set up and checked in order to export the appropriate information correctly such as e Define Salary Type Export and break it down to time periods normally months e If the information is going to be used in a salary system check that all necessary information is correct o Export account numbers must be the same as used in the salary system o Employees Salary number must be the same as used in the salary system e C
95. r to bellow QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 16 of 107 A Comment MR15 To change terms from absence to Event Comment MR16 To change to i Enebts in the app as well Edit absence reason Type Country National code name International code name IL Pay plan 100 00 14 ex 100 02 100 from day 15 D Is work time do not exclude absence time from work time in reporta Pay over agreed time and Pay overtime Pay inconvenient time Pay for shift First of all absences are classified by the field type Pressing the down arrow to the right of the list box a pop up list will show which categories are available Other Country Vacation Illness National code name Watch ps The absence codes are also divided per country This flag is used in conjunction with the selected country for each employee If an employee is categorized as Norwegian then can only be entered absences that are categorized as Norway The example below shows how the rules are created the percentage of what should be paid 1 e 100 percent should be entered In the example below it is in fact entered three rules separated by comma for the same absence Bee 0 100 21 0016 ex 100 O gt 2 08 from day 3 1008 from day 17 08 Count workdays only The first part of t
96. rences Ordinary hours 7 5 7 5 Absence 8 5 6 5 Absence part of the day rest of day Absence defined as a whole day with registrations part of day The rule is Plan minus registrations equals absence QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 63 of 107 Example 2 a b Work agreement 8 16 030 8 16 030 Plan registration 8 12 7 12 Ordinary hours 8 12 7 12 Absence 12 16 30 030 12 16 030 Export export differences Ordinary hours 3 5 2 5 Absence 3 5 3 5 Absence part of the day specified time Example 3 a b Work agreement 8 16 030 8 16 030 Plan registration 8 16 030 8 17 030 Absence 8 13 8 13 Export export differences Ordinary hours 4 5 3 5 Absence 4 5 4 5 General rule If it is punching or registrations on a day this will be treated as worked time even with absence set to full time It does not matter if absence is registered first followed by registration of clocking or the other way around that registration is done first followed by a registration of absence Sick leave for part of the day or part of the week A 50 sick leave may be accomplished by selecting absence part of day and then click on the button Rest of the day This will force QL Time to check absence against the underlying work schedule agreement Then the plan section can be changed to the agreed work hours for the sick leave period
97. rival 02 00 0700 0900 Departure 02 00 1500 1700 leave empty if max time is not used sign can be used to enter relative time e g 8 Max hours 3 Default IC inconvenient time and OT overtime handling Add OT to timebank Rule Add OT to time bank and Normal time include over time hours Work plan Registrations Salaries E Issue filter Break Outside flex time Not approved Department 01 09 2009 w sjuawpedag Week36 Tu 01 09 2009 Hourly wage Total 910 00 kr 100 00 kr 910 00 Employee yoeas Summary Anders Andersen Time Registered Planned Agreed Paid time Issues FreshFood Ferskvarer 0800 1 736 030 1145 1215 0800 1600 030 0800 1600 030 0800 1145 1215 1736 More then planned 01 36 Late departure 01 36 Salary Normal OT 50 Agr week 1 of 1 kr 910 00 01 39 TB 09 06 0800 1145 1215 1736 kr 910 00 00 06 1730 1736 00 03 TB kr 910 00 kr 100 00 kr 910 00 kr 0 00 09 06 00 06 The time bank is now changed from 1 36 minutes to 1 39 The reason is that the overtime period 6 minutes is increased with 50 which equals 3 minutes and this is added to the time bank instead of paid as a salary Paulius Still the result should be NOK 915 The overtime line should yield NOK 5 Rule Add OT to timebank and Normal time
98. rkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 81 of 107 sjuawpedag PEK 31 mt f sue ilter break QI ide ex ime Not approved 0 09 2009 01 09 2003 3 ca ee ore 09 Anders Andersen FreshFood Ferskvarer y kr 100 00 kr 915 00 E Time Registered 0800 1736 030 1145 1215 Planned 0800 1600 030 Agreed 0800 1600 030 Paid time 0800 1145 1215 1736 GE Issues More then planned 01 36 Late departure 01 36 Salary Agr week 1 of 1 kr 915 00 01 36 TB kr 915 00 Normal 09 06 0800 1145 1215 1736 kr 910 00 09 06 kr 100 00 kr 910 00 OT 50 00 06 1730 1736 kr 5 00 00 06 kr 50 00 kr 5 00 If the check box Normal time is full work time is unchecked then we get the result displayed as you see in the example below In the section Detailed examples several different kind of setups and how they are supposed to work is explained QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 82 of 107 8 Several weeks work cycles In this section we take a closer look at how the system calculates a work cycle that is more than one week To create a work cycle that is more than one week must be done in the employee card Employee info Anders Andersen Employee info Jr 2 rd 1G ea Adresses i Contacts Agreement From date To date Fresh food manager 2004 03 12 2009 05 31 Salary info Work agreem
99. rmally fixed pay is in use for manager s who has a kind of built in compensation for overtime and inconvenient time but in QL Time you create this by specifying different work agreement rules It is also necessary to bind some calculation rules to each employee These rules are often considered as agreements with unions The field Hours Per Month is used in a special way Basically it is set if you use automatically import from a salary system Then the salary system updates this field based on the contract information in the salary system If you do not have an automatic upgrade this information is input from you based on the agreement done with the employee For example full time position could equal 162 5 hours in an hourly month This field is again measured against Work Agreements Hours per Month which is the sum of all hours in the underlying work agreements schedule If the are any discrepancies between the two fields a warning triangle is displayed to the right of the field Hours per Month A contract of 162 5 hour per month and a work agreement schedule of for example 158 5 hours is bad business for the company and if the figures are switched are equal to cheating the employee At the bottom of the page there are three drop down list boxes e Work Agreement Rule e Cost Calculation Rule e Flex Time Rule To achieve any cost calculation at all it is necessary to select values for each field from the drop
100. roblems setting up the system and I guess we need some tools to print out all setups and show relations How do we know that everything is Account type P exported Salary Salary type Manual Extra pa Mame In this case records marked as salary type and are calculated with 50 and 70 overtime is exported to the same export account and the idea is that the receiving system handles the difference in the right way Clicking on Select absence reason gives a list box of absences that you can link to For more information related to absences click here To make it possible to store all results from the calculation formulas for later use it is necessary to link each work agreement rule to an account QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time ManuallQL Time manual p2 v1 doc Page 28 of 107 Accounts Salary type Salary OT 1002 OT 50 08 Absence Absence NO IInes Absence NO IIhez Skift bonus HM anual Hormal OT 40 Other Other 50 Other boat per dista Other 60 Extra pay Example Absence 0 pay not paid by company Edit account Account type Salary type Mame Parameters Internal account nr External account n Description Absence NO Illness Select absence reason Country Mame NO less IL Sick Child Absence 100 100 of ordinary pay from company Link Absence 0 to account
101. rsen Brigitta Bj rnsen E Time Registered Planned Agreed EI Issues Salary Brigitta Bj rnsen E Time Registered Planned Baker T rvarer Agreed El Issues Salary The window below gives you three different grids The grid on the top shows you details per day The second middle grid shows you what will be exported summary for the whole period Mal Export Lock Print x Clear Settings Salary Export One Day w 2009 1 01 09 2009 01 09 200 Week36 Tu 01 09 2009 Registered Hour Hourly wage 09 06 kr 5 00 fj 1730 1736 0800 1300 0800 1300 Mo registrations kr 1001 Agr week 1 of 1 kr 0 00 1630 1800 1630 1800 Mo registrations kr 0 00 Agr week 1 of 1 kr 0 00 The third grid is what will be written to the statistical database QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time ManuallQL Time manual p2 v1 doc Page 36 of 107 RESULT ID EMPLOYEE ID EMPLOYEE NAME SALARY NA COUNTRY CODE DEP ID DEP NAME SALARY PERIOD DATE 15 CORRECTION 15 HOLIDAY AGREEI C ND ee Fersk 2009 1 01 09 20 01 09 2009 a ee 0800 161 a Bj rnsen FreshFood Fersk 2009 1 01 09 20 01 09 2009 0800 131 a Bj rnsen Bakery T rvarer 2009 1 01 09 20 01 09 2009 1630 181 K Details sen RESULT ID ACCOUNT DESC ACCOUNT ID EXPORT ACCOUt MINUTES INTERVAL PAY PER HOUR PAY SUM creme Stat details mal RE
102. rture it means time period in which limits employee should finish working example 15 00 17 00 The result will be the same in both ways Comment UTS If you input the total string it yields errors in input To achieve i n the Core time you must add 10 15 and If you check the box Do not use timebank the time bank solution will not be used at all and in fact this is press enter the only way to prevent QL Time from using the time bank functionality Comment MR6 If I enter Time span then core time and press ENTER that window is CLOSED At the bottom of the Edit Flextime rule form you will find a drop down list box that lets select from pr Comment UT7 Missing Total account rules of how to manage hours with special calculation in selected limits to pay for it or to add to time bank re SE IO account plus account binding QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 12 of 107 Default IC inconvenient time and OT overtime handling Pay out Pay out Add OT to timebank Add both to timebank The possibilities for IC Inconvenient time and OT overtime handling are 1 Pay out 2 Add OT to time bank 3 Add convert both IC and OT to time bank o According to Norwegian law the overtime and inconvenient time no law definition must be paid In this version of
103. s NO Permission leave without salary NO Permisson leave with salary 2009 04 06 2009 05 25 10 00 2009 05 26 2009 04 06 2009 05 25 11 00 2009 05 29 01 00 NO Holiday 2009 12 24 2009 12 24 Total day count 25 Total hour count 01 00 Close Absence count 5 OIX Employee info Adresses i Contacts Salary info i Work agreement Reason Additionalt info Clear This pear Whole year Days Hours Employee i Experience Absences i Timebank Memo Egenmelding Holiday Absence without permission Illness Permission leave without salary Permisson leave with salary First day Last day 2009 12 03 2009 12 03 C Part of the day ay count 25 our count 01 00 Close Comment UT42 Paulius we should To each absence user should add a comment or a reference to i e the papers from the doctor pe Cue aeolian avery Une eter registrations It has happened several times with me When data is correct press button OK in order to save the information This way is very handy adding absences for longer period for example planning vacations periods for next year In this window we QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 57 of 107 Comment UT43 Track information of who is creating note or changing creating the rec
104. s QL Time Manual QL Time manual p2 v1 doc Page 23 of 107 Edit agreement Agreement MyCompaniesPeriode Description Salary periods Export tiles Standard salary periods equal to months VE BK Mame Year 2009 January Februar March April May June July August 9 September 10 October 11 November 12 December 1 2 3 4 z B T a Year 7010 1 January Generate year Co Ea Start date 01 01 2003 01 02 2003 01 03 2003 01 04 2003 01 05 2009 01 06 2003 01 07 2003 01 08 2009 01 03 2009 01 10 2003 01 11 2008 01 12 2009 26 12 2009 End date 31 01 2003 28 02 2003 31 03 2003 30 04 2003 31 05 2003 30 06 2003 31 07 2003 31 08 2003 30 09 2003 31 10 2003 30 11 2003 31 12 2003 31 01 2010 Types Registered Registered Registered Registered Registered Registered Registered Registered Registered Registered Registered Registered Planned Differences Registered Tab Export files Clicking on the tab Export files which is in the Edit agreement window under Export period opens the form similar to below QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 24 of 107 Edit agreement Agreement LAB BP Description Atlyginim periodai Salary periods Export files
105. s determines rules for flex time and use of time bank Clicking on one of the buttons named View on the right of the definitions pops up the rules that are selected and activated see example below Employee info Brigitta Bjornsen Sel Employee info Adresses i Contacts 2009 01 01 Salary info IC D 18 21 21 0 TB Work agreement IC D gt 21 6 13 16 42 0 TB Additionalt info IC 6 gt 16 7 H 84 0 TB f i OT D 6 lt 13 50 Experience OT 6 gt 13 7 H 100 H Absences OT day rule gt 9 i Timebank OT week rule True gt 37 5 Memo Rule Standard rules 121 75 Work agreement rule Standard rules Cost calculation rule Extra pay for Vacations Flex time rule Standart flex time For more detailed rules explanation please refer to the section System Configuration Rules setup are normally done once or twice a year and done by the system administrator In addition to create a work agreement a work schedule agreement should also be created Clicking on Work Schedule Agreement gives a form page equal to the example below QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 49 of 107 Employee info Brigitta Bj rnsen Employee info Ly XK led io A RIM Agreement From date To date 2000 02 13 Standard 2009
106. s not the best way to do it It could be a solution that if used on fixed paid employees on a day level we force the hours directly to time flex bank without acknowledge 1 1 6 2 Walk time QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 15 of 107 Comment UT13 Not relevant Paying extra for full time must be solved in another way Comment UT14 Not implemented for a single employee Chapter to be revised 1 1 7 Absences Definition of Events includes any absence from the ordinary workspace Event includes sickness child care or vacations as well as external meetings travelling and likewise form To create an event code select Setup from the top menu and then press Absence reasons as shown in the example below will appear displaying all the absence codes that are available To edit an existing code the appropriate line should be clicked and then pressed the Edit button Absence reasons Country Code Mame Pay plan Lithuania Absence other law enforced Absence with permision Absence without important reason Blood donation days Business trip Care time disabled or 2 children 12 years Child care until 3 years Country duties Creative vacation Al Home watch 100 Illness 100 02 Miltary service 0 hd All information registering event should be entered to the form simila
107. s type of account Comment UT27 The name field must be enabled so that it is possible to link one specific absence code to and export account number Discussion the 27 Of October Comment MR28 Columns Salary i l type to change to Account type Comment UT29 The header Salary l type should change to Description OT 50 4 0 Absence Shift bonus Accounts Salary type Internal account External account Description HM anual Normal Other Other 50 test Other boat per distance 15 For each distance Other 60 Extra pay Vacation pay User may add new edit or delete selected existing account by clicking on appropriate buttons at the bottom of Account form Here entries are grouped by account type Selecting one of the presenting accounts types user may select preferred salary type QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 27 of 107 Edit account Ea Account type Salary type Absence Name MO Illness Select absence reason Parameters 100 ex 70 50 Internal account nr 5000 External account nr 15000 Description There is in a one to many relations between an absence code and accounts So the parameter field Comment MR30 Event below gives possibility to add several other parameters Comment UT31 This will cause some p
108. t terminal messages 4 This tool is actually ready to send and or collect data a User should just select what information Employees departments Time banks for different period work plans and or messages should be sent to terminal User may work with messages just pressing on hyperlink Edit terminal messages How to define messages in the messaging control window click here Press Send data to marked terminals and after some time message about successfully or not successfully sent data will appear Unsuccessful data sent may be for example because of internet connection instability or wrong entered terminal information b Or user may get information registrations from terminals pressing on hyperlink Read registrations from marked terminals All registrations will be places in the database and will be shown in the Registration window 5 button should be pressed after user finished work with terminals QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 40 of 107 3 1 1 2 Message Control Application MCA If shortcut key Ctrl M or Terminal messages under Terminal in the top menu is pressed messaging control window like bellow one will be opened System X Terminals CtrlH T Ctrl M Terminal messages Message will be shown between C Also specify time From date 26 November 2009
109. tems start version 01 01 2008 Mo more movable holidays LT Helligdager Land Litauen Day of Restitution of Independence of Lithuania Mars 11 Statehood Coronation of the king Mindaugas Day Juli 6 Christmas Desember 25 2 dager Ascension Day P ske 39 Pentecost P ske 49 Christmas Eve Desember 24 Christmas Desember 25 2 dager Selecting a row and then clicking enter opens the form where the rules for a specific day can be defined QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 19 of 107 i Comment MR20 If rule regarding Edit holiday CELS holiday move to next workday is changed tick should be removed But in this case all previous data will be changes and x hours will be instead of past moved holiday It Type will change total worked hours So before _ removing tick registrations should be locked Country H ational name International name Day count Move to nest workday From time Fixed holiday Month Day It is important to keep in mind that a holiday may be only part of a day i e Christmas Eve or New Years Properly registered holiday in this form is the base for correct use of holiday calculation rule using pane the H parameter When an employee has a work schedule and the expected working day is on a holiday he she is entitled to a salary even if
110. the string rules and must be corrected QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 86 of 107 PART FOUR REPORT EXAMPLES QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 87 of 107 10 Reports There are some basic reports that you can print from QL Time several forms of registration In this section we will tell you about the most common reports e Plan O O O O Week Plan Work Report Weekly Report Absence sum report e Registration O O O O O Registrations Cost Work Report Weekly Report Absence sum report When data is exported locked after each salary period the data is stored in a statistical database that can be accessed through special user customized systems In the section that follows you will find examples of the different types of reports that may be printed out Some of the reports can be tailored to suit each department or employees special needs If Parameter is selected from the print menu a form with selectable parameters will be displayed Notice that a special logo may be inserted for the reports The reports are entirely built on the net report object QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time ManuallQL Time manual p2 v1 doc Page 88 of 107 Work report p
111. they do not work This is the standard solution They are also entitled to extra pay for inconvenient time and if it is planned overtime it should not be planned QL Time looks at a holiday as an ordinary work day and pay according to ordinary rules even if there are no work done A holiday gives only ordinary pay if work is scheduled unless a holiday rule is used QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 20 of 107 1 1 9 Export period definition An export period defines which time periods will be e Exported and how e Locked up for further editing e Stored in the statistical database This window may be opened by pressing Setup from the top menu and then Salary periods or jusr pressing shortcut key Ctrl S Salary period agreements Description MuCompaniesPeriods Standard salary periods equal to months Pressing the New button or double clicking on an existing appointment the Edit agreement form as in the example below is opened Two tabs in the form is available e The tab Salary Periods refers to the time period within this agreement e The Export files refers to what kind of export file name s we will use if we want to export the data to another data system Tab Salary Periods QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manua
112. uced to NOK 900 The overtime is still 6 minutes but the pay for overtime is increased to NOK 15 instead of NOK 5 What you see is an exact cost calculation showing the total calculated salary for this work Since we use the flextime solution and a time bank this is not equal to what we pay the employee In fact we still pay only the ordinary agreed work time which is 7 5 hours plus the extra pay for overtime which is the hourly pay for 6 minutes multiplied with the overtime rule which is 50 of full time The only thing that will be reported to the salary system is in fact the NOK 5 that is the extra pay for overtime This is the basic rule for handling flextime and according to how rules should be implied in Norway From the examples above you see that both calculations calculates the salary cost for the company to NOK 915 and that 1 hour and 36 minutes will be stored in the time bank QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 68 of 107 Changing the rule for handling overtime to Add overtime to time bank Edit flextime edition Lax Agreement Standard Flextime Rule Office workers os oa 01 01 2009 Nj End date Start date Description Standard Flextime Norway and Sweden Flextime rules Fixed time Relative time Time span 10 00 0700 1700 Core time 06 00 0900 1500 or Ar
113. ulated File View Setup Terminal Budget Sales Help Work plan Registrations Period Results oO ld Save Print v x Clear Day 5 Work Week 7 Week 31 Month 2 Department My selection S Period 20090525 W 20090531 T Emol Denatment Week22 Week22 Week22 Week22 uses pees Tu 2009 05 26 We 2009 05 27 Th 2009 05 28 Fr 2009 05 29 L Summary 08 30 08 30 02 30 08 30 amp Brigitta Bj rnsen FreshFood Ferskvarer fe 1000 1900 030 0800 1 700 030 0800 1100 030 0800 1700 030 Time Agreed 1000 1900 030 0800 1700 030 0800 1100 030 0800 1700 030 Issues Salary Agri week 1 of 1 kr 850 00 Agr week 1 of 1 kr 850 00 Agr week 1 of 1 kr 0 00 Agr week 1 of 1 kr 0 00 Normal IC 21 0 TB Absence 100 08 30 1000 1415 1445 1900 kr 850 00 08 30 0800 1215 1245 1700 kr 850 00 Absence 0 02 30 0800 0915 0945 1100 kr 0 00 08 30 0800 1215 1245 1700 kr 0 00 We can add absence from the Registration window exactly the same as we did it from the Plan window Here we have 2 possibilities after right click on selected field 25 of May From context menu we can choose e Absence like we did it before or e select Edit and open a new detailed window Here we have the Absence part and we can add new or modify existing absence from here too QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Tim
114. vw From time To date 26 November 2009 v To time Current message Default message Message text NEW MESSAGE New Default message text Save default message menear DO y TE Delete Number Message Start date End date Start time End time Terminal Use time MCA is useful to manage Messages Three levels are available e Welcome e Department e Individual Welcome Message can be set to each terminal individually or default to all terminals Message can be set by date time or can be used constantly QL Time 7 Draft User Manual Printed 23 01 2012 Document D Perkelti Documents QL Time Manual QL Time manual p2 v1 doc Page 41 of 107 Department and or Personal Messages department or personal message can be shown to employee after employee Clocks in It can be used for informing Employee with important events or can be used like notification Key Benefits CMS scans network for Terminals connection All Terminals are not allowed to get data directly from main database they are getting data through CMS Employees get all necessary information while clocking Easier to manage Employees by setting individual messages Possibility to clock on the different Terminals Information about Employees are shown in real time New Employee Management CMS is always running and has direct access to main database CMS sending Data to Terminals and getting clocking from them automatically or by CMS Client request
115. xt is for user or a note for us Employee info Ulf Employee info Adresses fork agreement Additional info M Skik Salar From 23 12 2006 El Paymerd Rule Abyences Mena Salar To O Paid Hourly Salary per Hour Hows per Mont 167 50 A Agreed Salary Monthy Sala 16750 00 Wok Agreement 163 05 Hows per Month Fred Pay Vacation Pay 0 00 NO Pay Diference Hou sere o Timebard Increment 0 00 Pay difference cule Dei Ronee iie w Extra payment Test erha payment w Fle tine n t Nenwecian Pein 2 press the Flex time rule drop down box in order to find the right rule example bellow Click on it and select the rule to apply Pay difference tule Def norwegian rule ka View Extra payments Test extra payments ka View Flex time rule Morwegian Flestime w Lithuanian flextime Nornvegian Flestime Standard Flextime rule Mo Timebank by default Rule s exact settings can be checked by pressing on View button nearby If any flex time rule should not be applied text in Flex time rule drop down box should be deleted Comment MR10 If no rule is selected perhaps VIEW button should be blank inactive J Comment MR11 More flexibility would be if flex time agreement form would be possible to reach from VIEW View Ne form Because sometimes rules with a bit different setting can be applied to each employee and possibility to change create rule for selected e

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