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OnTimePro - datatime

1. cil Back Add Modify Delete Report Upload Tables jg Departments Parameters ni ie Employees Oe ey CR innana inna in nadnnadnnadnnaann a Policy p i Global Rounding Shift Type fE Workday C Daily econ as r C Weekly Interval Interval Global Biweekly Nearest Entry Time comma Titles Semitonthy F Grace Grace ph Mi Parameters C Monthly fo 864 fo 6 4 Shift Range coll Holidays ort peet Clocks n on Projects First Weekday W Automatic Daylight Saving Time Access Authorization Lists Monday V Access Project List Export Format 2 Select Parameters from the Database Folder List on the left OnTimePro s general parameters are displayed 3 Set the parameters as explained below 6 2 1 Setting the Pay Period OnTimePro offers a selection between daily weekly bi weekly semi monthly and monthly pay periods Changing the pay period affects such jobs which define overtime quotas per period The chosen pay period affects the default time period for reports although this may be modified for a particular report If overtime quotas are Micronet Documents Page 5 67 MICRONET User Guide dvanced Daia Collection defined for the period see Paragraph 4 3 2 above then these are valid for the pay period only To set the pay period select the appropriate option from the Pay Period box 6 2 2 Selecting the First Week Day According to default setting the first
2. L n 1907 TER 2 Select the period length from the Period box then select the desired period from the right pane 3 Click OK REPORTS OnTimePro enables you to generate a variety of reports based on the attendance data To access the Reports window 1 On the OnTime Pro Main window toolbar click Reports The Reports window appears zi OnTime Pro Reports Mam Prine Export Sort Help i 4 4 4 A Back Print Report Esport Data Email Report Esport To Excel Time Card Period 15 05 06 21 05 06 Daily Activity zl Hours Summary Prev Pernod Hest Period qi Pawroll Hours by Category By Clock Group Attendance C All Company Special Functions Missing Data Maarayi Planner Reports Project f Department Gahi Sorted According To ID number Rev 1 6 May 2006 MICRONET OnTime Pro OnTime Pro Extra stance ais CAA okdions In the Reports window you can perform the following operations e Produce a Report e Send Report by Email e Export Attendance Data e Export Report Data to Excel The process of producing a report is described in section 8 3 1 The available reports are described in section 8 3 4 All reports are produced for a specified employee group during a specified date range You may either present reports on screen or print them out NOTE 8 3 1 Producing a Report To produce a report 1 From InTagral s main window click ii Repo
3. Debit Auto Level 2 Debit on Auto After 09 0 Debit on Y Duration Minutes 60 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET 4 2 2 5 Limits Tab This tab sets limitations on the working hours allowed by the system Shift Over Time Break Limits Maximum Hours Earliest Entry Latest Exit After Midnight The information contained in this tab is as following e Maximum Hours The maximum working hours including overtime allowed per day Subsequent hours will not be registered e Earliest Entry Time recorded before this hour will not be included in Work Hours e Latest Exit Time recorded after this hour will not be included in Work Hours e After Midnight Set this time if an Exit may occur after midnight An Exit will be recognized as ending the previous workday if it is earlier than the time set here 4 2 3 Flexitime OnTime Pro Extra This option is available only on OnTime Pro Extra Flexitime is a scheme that allows employees flexibility in choosing their work hours within the accounting period It enables employees to accumulate extra work hours and add them to their credit or decide to miss work hours which adds to their debit OnTime Pro Extra enables defining the following Flexitime variables e Core Time This variable allows employer to set a daily period in which all employees must be at work e g between 10 00 and 14 00 Core time values apply to the whole
4. Employee Number Badge i fi 2345670 Social Security Fhone Payroll ID Gender a Hale Female Job Assignment Employment Period Picture Clocks Department Stark Marketing i f02 2001 al Job Policy Finish ao Hours Ek al Update if Enforce Fingerprint Attach Projects Update cat carry forward Credit Hours 11 Debit Hours 11 wf OK X Cancel e Inthe Last Name First Name fields enter your full name e Inthe Employee Number field enter your employee number as registered in the company files for the purpose of this tour you may enter any number you like e Inthe Badge field type 1 This means that badge number 001 is assigned to you e Choose a department from the Department field in the Job Assignment box e Choose one or more clocks to be assigned to this Employee e Click OK Your name is added to the employee list e From OnTime Pro main window click K h Reports The following window opens Page 3 22 of 121 Rev 1 6 May 2006 a OnTime Pro OnTime Pro Extra MICRONET lt Untime Fro Reports Qt Seu Weta e Click Print The report will be displayed on the screen or printed out on your printer depending on the option chosen in the Destination box Micronet Documents Page 3 23 Advanced Daia Collection OnTime Pro OnTime Pro Extra MICRONET Chapter 4 ATTENDANCE CALCULATION POLICY 4 1 NTRODUCTI ON Attendance Calculati
5. Abbreviation Color Description Alternate Workday Cancel Deduction Add Standard Hours Counted for OVT ef OK X Cancel 2 Type in a three letter Abbreviation and select a Color that will help you remember and identify the particular exception that you are creating Choosing a meaningful abbreviation will be very helpful when you are working with several exceptions 3 Type the exception s Description You may use the Alternate Workday pull down list to select a workday type which will automatically replace the original one Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET 5 To prevent the deduction of any absence hours registered on the exceptional day check the Cancel Deduction box 6 To add Standard Hours to the exceptional day even if no punch has been registered check the Add Standard Hours 7 To instruct OnTimePRO to take in consideration the exception hours in the OVT hours calculation select the Counted for OVT option otherwise the exception hours will be counted as standard hours 7 Click OK to certify the new exception or Click Cancel to cancel the addition 4 4 2 2 Modifying an Exception 1 Select the exception to be modified 2 Click The Exception Modify dialog box which is identical to the Add Exception dialog box opens 3 Modify the exception as explained above Click OK to accept the changes you have just made OR Click Cancel to revert t
6. Installs Hield Cancel 4 Click Next 5 Wait for installation of selected components 3 3 DEFI NI NG PASSWORDS FOR USER SUPERVI SOR Page 3 16 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET Advanced Data Collection Saulis Due to the sensitive nature of the information handled by OnTimePro it is recommended to password protect it from being accessed by unauthorized users OnTimePro supports two authorization levels e Supervisor allowing access to all options At least one supervisor password must be defined to enable password protection e User allowing access to some of the options excluding InTagral configuration Database setting and Maintenance operations It is possible although it is not recommended to disable password protection simply by not defining any passwords The first time you run OnTimePro the following dialog box opens Password Alert x fou have not defined passwords yet Defining passwords is recomended for protecting system fram unauthorized WSers Choose lt Close gt to skip passwords W Show this alert at startup Passwords Configuring OnTimePro to work without passwords not recommended e Clear the bottom left check box e Click Close to start OnTimePro Acessing OnTimePro now and postponing password definition until later e Check the bottom left check box e Click Close to start OnTimePro Defining passwords e Click Password
7. e Name the functions of the special keys X and Y See Paragraph 6 1 e Name each overtime level see Paragraph 6 1 e Define the pay period see Paragraph 6 2 e Select the user interface language see Paragraph 6 2 e Select between automatic and manual Day Light Saving adaptations see Paragraph 6 2 e Define the first working day of the week see Paragraph 6 2 e Define the format for exporting attendance data files to payroll software see Paragraph 6 2 e Define the rules for the Global Rounding function that sets the time rounding policy see Paragraph 6 2 e Define all of the holidays and vacations that affect the organization as a whole see Paragraph 6 3 6 1 GLOBAL TITLES Global titles are the following e Company name e Names of the special key functions e Names of the overtime levels The default titles given by OnTimePro are very general your company is named Company the special key functions are titled X Key and Y Key and the overtime levels are labeled Level 1 Level 2 Level 3 Micronet Documents Page 5 65 MICRON ET User Guide vanced Dalia Collection Sol You may change these titles whenever you like via the Database Titles option as follows 1 From the main window click x The Database window opens g4 OnTime Pro Database File Report Help Sie 3 A Back Add Modi Delete Report l Tables 4 Departments Titles aad i Employees Company Name ACME Industr
8. 4 2 2 Workday Properties Two mandatory properties define a workday type These are e Workday Description The name for this Workday type Page 4 28 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET e Standard Hours The number of work hours normally expected during this workday This will be used in case the employee is to be awarded regular work hours regardless of In Out punches and for calculating absence time Other workday properties are optional These properties are organized in four tabs Shift Over Time Break and Limits as explained below 4 2 2 1 Shift Tab The parameters in this tab define the expected hours for entry and exit along with rounding rules Aside from rounding the Entry Time is also required to produce the tardiness report Usually the interval between Entry Time and Exit Time will be equal to Standard Hours the number of working hours required daily While this may not always be the case it makes no difference since Entry Time and Exit Time do not affect the overtime calculations Shift Over Time Break Limits Exit Details Exit Time 17 00 Entry Details Entry Time 08 00 Grace 70 Grace 0 Round 0 Round 0 Dock 0 Dock z0 This tab contains the following information ENTRY DETAILS e Entry Time Shift starting hour Punch In is expected at this time The following parameters Grace Round and Dock all relate to this
9. Chapter 3 GETTING STARTED 3 1 SYSTEM REQUI REMENTS Make sure that your PC adheres to the following minimum specifications e Windows 2000 NT XP operating system e A free serial communication port e A modem for polling remote sites if needed e 32 MB of main memory e 50 MB of free space on the hard disk 3 2 ONTI ME PRO ONTI ME PRO EXTRA NSTALLATI ON OnTime Pro and ClockComm installations were split into two separate processes to allow updating each program independently The OnTime Pro OnTime Pro Extra software can be downloaded from the Micronet website at www micronet co il or ordered on CD from your local Micronet distributor Perform the following steps to install the OnTime Pro OnTime Pro Extra application 1 Upon acquiring the OnTime Pro software proceed as follows e CD installation Place the CD in the CD drive the setup begins automatically e Download installation Double click the OnTimePro exe self extracting application this begins the setup process 2 Wait a few seconds until the InstallShield Wizard starts 3 The InstallShield Wizard Welcome window appears Micronet Documents Page 3 11 MICRONET Advanced Daia Collection Sotutions Page 3 12 of 121 User Guide InstallShield Wizard Welcome to the InstallShield Wizard for OnTime Pro The InstallShield Wizard will install On Time Pro on your computer To continue click Next 4 Click Next 5 The Licen
10. OnTime Pro OnTime Pro Extra MICRONET a4 OnTime Pro Database l x File View Report Help lt EB amp amp Back Add Modify Delete Report Upload i Tables Projects Hea Departments CE eoa ee Wane OOOO O O OoOo a Ret eri Shon Policy aoon Boeing rr I I hv di coe a Exceptions Global oe Titles ae Ai Parameters ool Holidays noni PROISELS Sub Projects To modify task data 1 From the Projects screen double click the relevant project or highlight it with a mouse click and press the Modify button in the toolbar The Modify Project screen will appear 2 Double click the desired task or highlight it and press the Modify button The Modify Task screen will appear 3 Modify the required fields and then click the OK button to modify the database This will revert you to the Modify Sub Project screen Press OK again and you will return to the Modify Project screen Press OK again and you will return to the Projects screen 4 Press Cancel to revert to the previous screen without saving the modified data 7 3 5 Assigning Projects to Employees 1 Press the Database button in the main screen File Help gt aR Y a Load Data Edit Data Reports Database setup Maintenance 2 Click the Employees item in the navigation menu on the left pane of the screen and then click the line of the employee to whom you want to assign projects sub projects an
11. Policy Workday Shift Over Time Break Limits Flexitime Cl Job Exceptions Entry Details Exit Details Global ane ae Titles Entry Time 08 00 Exit Time 14 00 fa arate Grace 15 Grace i id Holidays Round Round Clocks Projects Dock AS Dock 20 e Nearest Entry Time Enables Multiple Shift mode Up to three Shifts allowed per day The New Shift button appears in the WorkDay window In this Multiple Shift mode when an employee punches IN the application associates them with the nearest defined Shift For example When Shift 1 is defined between 8 00AM and 4 00PM an employee punching in at 11 59AM will be registered as belonging to Shift 1 while an employee punching in at 12 01PM will be registered as belonging to Shift 2 Shift Range Enables Multiple Shift mode Up to three Shifts allowed per day The New Shift button appears in the WorkDay window In this Multiple Shift mode when an employee punches IN the application registers them as belonging to the current Shift 4 2 2 3 Overtime Tab The Overtime parameters define the Workday s rules for partitioning work hours into regular or overtime hours Micronet Documents Page 4 31 MICRONET vanced Dalia Collection Sol Page 4 32 of 121 User Guide Standard Hours 08 00 Shift Over Time Break Limits i Over Time Deduct Absence 08 00 1400 16 00 ra Work Before le Work
12. Printer Setup f Pages Copies 1 From To W Collate ite 3 Inthe Destination box select Printer to print the report or Screen to display it on screen 4 If you chose to print the report enter the number of copies in the Copies field Range and Collate are irrelevant in this case since this report is only one page long 5 To setup your printer before printing click Printer Setup 6 Click Print to start printing displaying the report ACME Industries Ltd Page aTi 1r2000 Job Policy Report Job Title 40 Hours Punch Type Fegular Period Quota Mone Week Days Monday Tuesday Wednesday Thursday Saturday week End week End 4 3 5 Examples of Different J ob Types 4 3 5 1 Example 1 An employee works 5 days a week Monday to Friday 9 hours a day Work hours that exceed the 9 hour quota are registered as level 1 overtime Work hours after 22 00 are considered as level 2 overtime Each work hour registered on Sundays or Saturdays is considered as level 3 overtime ESTABLISHING A SUITABLE J OB POLICY 1 Establish a Workday type for the regular weekdays Monday to Friday Micronet Documents Page 4 45 s MICRONET User Guide Advanced Daia Collection Solutions ag Add WorkDay Regua 08 00 Immune Hours Work Before Work After 2 Establish a Workday type for Sunday and Saturday Add WorkDay 00 00 Immune Hours Work Before Work After 3 Establish a Job usi
13. To remove an orphan punch or punches from the list 1 Inthe left pane press the Control button and click on all the punches to be removed 2 Click Remove 9 7 MPORTING DATA FROM PREVIOUS SOFTWARE VERSION If you upgrade to the Pro version and wish to import attendance data from OnTime to OnTimePro software use this option 1 Click a A browser window opens 2 Select the file to be imported file format is txt Page 9 110 Rev 1 6 May 2006 User Guide aa MICRONET Advanced Daia Collection Solutions 9 8 GENERATING A COMMUNI CATI ON LOG REPORT The communication log file keeps records of every Load Data operation performed It is recommended to erase the log file and start anew every once in a while in order to keep the log file reasonably small To view or print the communication log file 1 Click M The following dialog box opens a Communication Log Report M E3 2 Click Ri to produce a report for a detailed description of the printing process see Paragraph 8 3 1 A sample report is presented below ACME Industries Ltd Page Date 11 80 2000 Communication Log Report Connection Type Clock Serial Number Comm Date amp Time Clock Firmware Yersion Comm Status Data Record 1 Click A confirmation box opens 2 Click OK to erase all records from the log file Micronet Documents Page 9 111 9 9 9 10 Page 9 112 DEFI NING USER SUPERVISOR PASSWORDS Due to the sensitive n
14. Code Exception Hours Code Overtime 3 l 6 In the Code Regular Hours see above figure field type in the payroll application s code for Regular hours 7 Use the Code Flexitime Hours field type in the payroll application s code for Flexitime Hours 8 Use the Code Exception Hours fields do the following a From the drop down list select the required Exception b Inthe free text box type in the payroll application s code for the selected exception 9 Use the Code Overtime 1 2 3 Hours fields to type in the payroll application s code for 1 2 and 3 level overtime hours NOTE The Code Overtime 1 2 3 Hours fields apply both in daily defined and weekly defined overtime hours as set in the OnTime Pro application 10 Click Save to save the pattern as a valid export format or Clear to cancel 9 11 MANAGING DATA CONSISTENCY PROBLEMS Inconsistent data usually results from corrupt data Corrupt data usually results from a damaged database Select Maintenance Repair Database see Paragraph 9 5 to repair a damaged database due to technical malfunctions Page 9 114 Rev 1 6 May 2006 User Guide MICRONET Advanced Daia Collection lulionms Appendix A ONLI NE QUERY SERVER The Online Query Server enables employees or supervisors to use the clock s keypad and screen for querying different types of online information for example personal Flexitime information overtime hours personal absence hours exce
15. Enabling the Flexitime option is done for each defined Work Day or Shift separately This means some Work Days can allow the Flexitime scheme and some can prohibit it This enables employer to decide for example to not allow Flexitime on Tuesdays and allow it in all other weekdays NOTE To enable the Flexitime option 1 Go to Database gt Workday 2 Select a Work Day or Shift from the Work Day List section 3 Click the Modify Bj button the Modify Workday window is displayed Select the Flexitime tab 5 Check the Enable Flexitime checkbox to enable Flexitime for this defined Work Day or Shift Page 4 36 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra 4 2 3 2 Micronet Documents P lt MICRONET Advanced Data Collection Saulis Peles Description Standart Shift 2 Standard Hours 09 00 a v Shift Over Time Break Limits Flexitime V Enable Flexitime V Enable Core Time Core Time Additional Core Time From 23 00 x From 04 00 Enabling and setting Core Times Enabling and setting the Core Time option is done for each defined Work Day or Shift separately To enable the Core Time option 1 In the Flexitime tab of the Modify Workday dialog box select the Enable Core Time option Page 4 37 lt lt MICRONET a Advanced Daia Collection Salulions User Guide Description Standart Shift 2 Standard Hours 09 00 Shift Over Time Br
16. Click on OK to confirm or Cancel to cancel the addition or modification of the holiday Page 5 72 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET To delete a holiday select the holiday from the calendar and click on the kK Delete icon 2 7 1 2 Month View The Month View is a calendar like graphical planning aid that gives the administrator the convenience of planning the holidays and vacations for a given month while viewing the layout of that month ef OnTime Fro Database File Options Report Help sa c Add Modify Delete Report l Tables A Departments Holidays 2000 al E Employees Year View Month View List View Policy January 2 cee Workday l Exceptions Global coy Titles ba Al j Parameters ia Holidays How TO USE THE MONTH VIEW 1 From the year selector at the upper right hand corner of the pane choose the calendar year that you want to view 2 Select the Month View tab from the upper left portion of the Holidays pane 3 From the drop down list beneath the year selector choose the month of the year that you want to view 4 In the Month View tab choose the cell that corresponds to the first day of the holiday that you wish to define To add or modify a holiday in Month View 1 To add a holiday to the list click on the Add icon 4 2 To modify a holiday s properties click on the Modify icon E A dialog box will appear
17. Micronet Documents Page 5 73 goot MICRONET vanced Daia Collection Solutions 7 1 3 Page 5 74 of 121 User Guide 3 Fill in the relevant information into the fields for Description for example New Year s Day Date the starting date and Number of Days total number of days allotted 4 The field Exception assigns the pay policy for that holiday Choose from the drop down list the exception that establishes the most appropriate policy for that holiday or vacation 5 To establish a holiday for more than one year click on the Every Year checkbox Page up the years in the year selector field of the main Holidays window every year displayed will be covered by the Every Year option 6 Click on OK to confirm or Cancel to cancel the addition or modification of the holiday 7 To delete a holiday select the holiday from the calendar and click on the Delete icon EY List View The List View pane as its name implies is a listing type interface that let you type in the names of the holidays and vacations that are planned for the year The List View provides fields for filling in details such as dates and descriptions ef OnTime Pro Database File Options Report Help 3 5 S Add Modify Delete qi Report Tables Holi olidays fa Departments eee it Employees Year View Month View List iew Policy Workday Description Exception H 0i 0100 01701700 New Years Day Holiday How TO USE THE LIST VIEW 1
18. Reference 123 Project 0001 Sub Project Mission Boeing 777 Employee Date Ow in Ow Quantity Total Hours Parker Anthony 12 26 05 as T on sa a0 ais 1 vs Project totals o o a 15 36 0001 Boeing 777 Employee Date Quantity Total Hours 12 26 05 3 Project totals 2 ms 0001 Boeing 777 Quantity Total Hours Gill Beverley L s Project totals 2 o22 Reference totals 8 1946 8 4 EXPORTI NG THE ATTENDANCE DATA Attendance data may be exported to external software e g payroll software using the Export Data option of the Report window To export the attendance data to an external software ear 1 From InTagral s main window click i Reports The following window opens Micronet Documents Page 8 105 s me MICRONET User Guide let Uni me Fro Reports m rj x CEFET 2 Click g Export Data The system would export the attendance data to an export file The name and format of the export file are defined by the Export Format parameter see Paragraph 6 2 Page 8 106 Rev 1 6 May 2006 User Guide MICRONET Advanced Daia Collection Solutions Chapter 9 MAINTENANCE OnTimePro s Maintenance option provides several tools for handling attendance data including backup and restore Additionally there are tools for password protection and for the construction of export files intended for third party software Click from OnTim
19. The Add Holiday window and the identical Modify Holiday dialog boxes constitute the data entry interface for the Global Holidays function a4 Add Holiday aal et Modify Holiday JOf x Description Description New Year s Day Labor Day Choose Option Choose Option is Date Formula ic Date Formula Micronet Documents Date Week Honth Day Jovan Monday First September Exception Exception Holiday Holiday E Humber of Days BE yt OF X Cancel W OK X Cancel Page 5 75 MICRONET User Guide dvanced Daia Collection Notice that for Labor Day right the user has chosen the Formula option for defining the occurrence of the holiday These two dialog boxes are used to define the global holidays and vacations that effect the company as a whole The two boxes function identically the only difference is that the Add Holiday dialog box can not be used on an existing holiday and the Modify Holiday dialog box can not be used to define a new undefined holiday To use either one of these dialog boxes do the following step by step procedure Fill in the relevant information into the fields for Description for example New Year s Day and Number of Days total number of days allotted In the Choose Option box select the Date the starting date option if the holiday falls on the same date every year or if you are defining a one year vacation Select the Formula option if you are
20. and the month If the holiday extends for more than one day then refer to the first day of the holiday From the Exception pull down list choose the exception that best fits the holiday being defined Check the Every Year checkbox Select the number of days that the holiday extends Press OK to confirm or Cancel to cancel 7 2 THE PERSONAL PLANNER In addition to the IN OUT tab the Edit Data window also contains a personal scheduling tool that enables an administrator to plan out in advance a work schedule for individual employees including holidays vacations extended absences maternity leaves etc The personal vacation planning tool enables flexible scheduling of vacations and special leaves of absence like maternity leave for each individual employee in the organization The Personal Planner is very similar to the global Holiday Planner in the look and feel of the user interface The main difference between the two is that the personal vacation planner is meant for the individual employee rather than the entire organization as a whole To learn how to use the personal vacation planner go to the section titled The Personal Planner in this chapter The personal scheduling tool consists of two tabs a Year View Calendar and a Month View Calendar The Year View as its name implies enables the administrator to plan out in advance an entire year s work schedule for any individual employee The Month View on the other hand
21. e Tue 10 Hrs worked e Wed 10 Hours worked e Thu 10 Hours worked e Fri 8 Hours Annual leave paid The Time card report results will display the following e 40 Hrs Regular Hrs e 8 Hours over time Level 1 5 For Payroll export e 32 Hrs Regular e 8Hrs Annual Leave paid Code e 8Hrs over time 1 5 Note the results in example one show how OTP currently works even without changing Example 2 Sick Leave Not counted for Over Time The employee worked 4 days and was absent the 5 day e Mon 10 Hrs worked e Tue 10 Hrs worked e Wed 10 Hours worked e Thu 10 Hours worked Page 4 54 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRON IET e Fri 8 Hours Sick leave Time card repots results e 48 Hrs Regular Hrs Payroll export e 40 Hrs Regular e 8 Hrs Sick Leave paid Code 4 4 3 Printing an Exception Report oo 1 Click The printing dialog box opens Destination Printer Print Cancel Printer Setup Mu Pages From To are W Collate 2 Inthe Destination box select Printer to print the report or Screen to display it on screen 3 If you chose to print the report enter the number of copies in the copies field The Range box and the Collate field are irrelevant in this case since this report is only one page long To setup your printer before printing click Printer Setup 5 Click Print to start printing displaying the report Page 1 Date 01711 2000 Exceptions Re
22. for the organization as a whole and The Personal Vacation Planner for the individual employee The combination of these two tools empowers the administrator with the sweeping inclusiveness of a global automatic scheduling utility along with the flexibility of an individualized vacation schedule manager 7 1 THE GLOBAL HOLI DAY PLANNER The holiday vacation planner is a multi faceted tool that enables the administrator to plan out the holidays and vacations as a global company wide policy Planning ahead the holidays and vacations both paid and unpaid can be done on a monthly basis or on a yearly basis The yearly forecast can be conducted for the entire year in advance or any part of the year or even for several years in advance This multi year capability is available not only for fixed dates but also for various criteria based date formulas the first Monday of September for example The planning process can be accomplished by using the calendar like graphical planning tools Year View or Month View or by listing the holidays and vacations for an entire year or a part of it in the List View To open the Holiday Planner 1 From the main screen click on the Database icon 2 In the Database window select Holidays from the list on the left The Holidays Planner will open up on the right pane of the Database window showing the Year View by default 7 1 1 Year View The Year View is a graphical planning tool that give
23. remaining for each exception type that actually applies for the employee ACME Industrial Corp Page 1 Date 02 05 2000 Employee Annual Planner Period January 2000 Employee Doe John Job 40 Hours Department Administration Employee Badge 1 Date Day Exception 01101700 Sat Holiday Mew ear vozo hon Vacation ofo4oo Tue Vacation Exception Total Used Remaining Holiday 1 0 Vacation 2 3 0 8 3 4 12 Annual Planner by Exception Report The Annual Planner by Exception report provides the administrator with a breakdown of the pre planned events according to exception type For example if there are three annual vacations defined as a National Holiday type of exception then there will be three events recorded under the National Holiday topic for each employee Within each event line the following information is presented e The employee s name first and last Page 8 102 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET e The employee s badge number e The date range s for each one of the event s that falls under the heading of the relevant exception type e The total number of events planned from each type per year e The number of events that have already occurred up to the date of the report e The number of such events remaining until the end of the year This considerable amount of information can produce a massive report in large organizations that have many employees and or a la
24. 1 6 May 2006 OnTime Pro OnTime Pro Extra z OntTime Pro Database Report Help lt Tables W Departmen uk Employees Policy Workday Job Exceptions Global wf Titles i ipParameters Bel Holidays fh Projects 7 3 2 gt i Report Parameters Fay Period o Daily fe Weekly Biweekly C SemitMonthhy C Monthly First Weekday Monday Export Format Pe lt lt lt MICRONET Advanced Datla Collection Solutions Global Round Automatic Daylight Saving T Access Authorization Lists i Access Project List Language Adding Deleting and Editing Projects 1 Click the projects item in the lower part of the navigation menu The Projects main screen will appear gf OnTime Pro Database File view Report Help EIR Back Bj Add Modify z Report Delete Ces Upload Tables Departments ne Employees Policy Workday Ca Job Exceptions Global wf Titles ffl Parameters i Holidays Clocks Projects 5 Projects 2 Press the Add button at the top of the screen and the Add Project screen appears Micronet Documents Page 5 81 MICRONET vanced Dala Collection Solutions User Guide Code ooo Mame Boeing fre Shortcut fi 1 Global Iw Allow epa a Ref H z Quantity lw Start Date Finish Date 25 1 2 05 267 2 05 Sub Projects Add Modify Delete x Cancel 3 Enter a project Cod
25. Exception An Exception is a set of computation rules designed for a Specific kind of exceptional days Exceptions should be defined beforehand via the Database option To mark a day as an exception of a certain kind click on its Exception cell and select the desired item from the pull down list Depending on the exception definitions this may automatically change the Work Day type and or the Work Time value e Work Day The employee s Job policy renders a Workday type to each weekday Applying an Exception that includes an alternate Workday will automatically change the Workday type To manually change a day s type click on its Work Day cell and select a different policy from the drop down list 8 2 3 Handling Exceptions for Multiple Employees and or Days To apply changes to more than one day at a time 1 Click 2 Functions The following dialog box opens Page 8 92 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET iat Change Data to Employees Group All Company C Department o Single Employee Employee Smith John Bate Range eee From 171700 To 27170 z _Data To Change w Work Time EJ W Exception o E Overwrite Existing Data Cancel _ Pie 2 Use the Group box to determine whether to apply the change to the whole company to a specified department or to a single employee 3 Use the Date Range box to select the days to be modified In the Data To Change box check the eleme
26. From the year selector at the upper right hand corner of the pane choose the calendar year that you want to view Select the List View tab from the upper left portion of the Holidays pane Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET From the drop down list beneath the year selector choose the month of the year that you want to view Enter the relevant information into each one of the empty fields of the vacant record row To add or modify a holiday in List View 6 e To add a holiday to the list click on the Add icon 4 e To modify a holiday s properties click on the Modify icon E A dialog box will appear Fill in the relevant information into the fields for Description for example New Year s Day Date the starting date and Number of Days total number of days allotted The field Exception assigns the pay policy for that holiday Choose from the drop down list the exception that establishes the most appropriate policy for that holiday or vacation To establish a holiday for more than one year click on the Every Year checkbox Page up the years in the year selector field of the main Holidays window every year displayed will be covered by the Every Year option Click on OK to confirm or Cancel to cancel the addition or modification of the holiday To delete a holiday from the list select the holiday from the list and click n on the Delete icon Ey 7 1 4 The Add Modify Holiday Window
27. Time Dock 4 2 2 2 Shift Type OnTime Pro Extra OnTime Pro Extra allows creating up to three different Shifts per Workday To enable Multiple Shift mode 1 Click Database in the application s main screen 2 Select Parameters in menu tree on the left The following screen is displayed g4 OnTime Pro Database fe oy x File Report Help i ata 3 a Q ua Modity Delete Report Upload _ Tables D iy Employees Re eine Policy Period Ww Global Rounding Shift Type iit Bae emetee race fe ee OUT C No Shift te l A l Weekly Interval Deeeeeeeeeeees Ks CER lone r Global C Biweekly Nearest Entry Time aat f Titles SemiMonthly 1b Grace eiit i Parameters C Monthly oo l E Shift Range pee H Holidays e g Clocks l j l l Pranic Projects First Weekday W Automatic Daylight Saving Time ff Access Authorization Lists Monday iV Access Project List Export Format 3 Inthe Shift Type section see arrow above select one of the following Page 4 30 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET e No Shift Disables Multiple Shift mode Only one shift created per day The New Shift button disappears in the WorkDay window gf OnTime Pro Database 215 x File Options Report Help Va Back Add Modify Delete Report Upload 12 Hour Workday New Shift Standard Hours 06 00 D Tables Departments ug Employees
28. a full workday standard hours Exceptions are recorded via the Edit Data option The list of exceptions provides the set of available exception types Each exception type consists of an identifying label and may also include automatic changes applied whenever this type is chosen The applicable changes are e Replacement of the workday type and or e Adding Standard Hours and or e Complementation of standard workday hours with exception hours and or e Preventing the deduction of any absence hours registered that day The definition of exceptions is described below The use of exceptions for editing data is explained in Chapter 9 DEFINING EXCEPTIONS 1 From the main window click x The Database window opens ef OnTime Pro Database File Options Report CREB GF Back Add Modify Delete Report l Tables Exceptions Description Alternate Workday eduction Out of Office Permited Absence Work on Weekend Week End oe A j Parameters lil Holidays Micronet Documents Page 4 49 MICRONET Advanced Daia Collection Solutions User Guide 2 Select Exceptions from the Database Folder List on the left The currently defined exceptions are displayed on the Exceptions pane on the right 3 Add delete or modify exceptions as required NOTE 4 4 2 4 4 2 1 Page 4 50 of 121 Adding Editing and Deleting an Exception Adding an Exception 1 Click aah The Add Exception dialog box opens o x
29. click Browse and select another folder Destination Folder po D Frogram Files 0nT ime Pro Browse InstallShield Cancel 5 click Next 6 Wait for installation of the OnTime Pro application 3 A2 OTP OTP Extra Typical local I nstallation This option installs the OnTime Pro application and database on a single computer access to the database is not possible from any other computer Micronet Documents Page 3 15 MICRONET Advanced Dala Collection Solutions User Guide To perform the Typical local installation do the following 1 Select Typical in the Setup Type window see following figure InstallShield Wizard Setup Type Choose the setup type that best suits your needs Click the tupe of Setup you prefer Description Custom Choose Typical for OnTime Pro Single Lser installation Selecting this option will install both the OnTime Pro application and database on this computer neta hela Back Cancel 2 Click Next 3 Specify OnTime Pro files including OnTime Pro database target directory see following figure InstallShield Wizard B Choose Destination Location x Select folder where Setup will install files Setup will install OnTime Pro Files in the following folder To install to this folder click Hest To install to a different folder click Browse and select another folder Destination Folder po D Program Files OnT ime Pro Browse
30. gives the planner a more focused view on a month by month basis and looks much like a Standard calendar Both of the views have the same functionality and choosing which one to use is entirely a matter of personal preference and convenience Micronet Documents Page 5 77 MICRONET lt OnTime Pro Edit Data Be Eel seh Be 3 2 B W OF EE EES I ED Fe EA E Pes EA E ET ET EN OIG OT E o aa ead eng g a a a a amo o o do 4 BE 0O o o jo AAA Ea EaR E OnTime Pro Edit Data Be e Bee a E 3 b Q These are used for scheduling vacations for individual employees 72L How Using the Personal Schedule Planner Choose the mode that you prefer to work in Year View or Month View by selecting the appropriate tab at the bottom of the pane e Inthe Year View calendar tab choose the year that you are working on using the year selector at the upper right hand corner of the tab Page 5 78 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET e Inthe Month View calendar tab choose the year that you are working on using the year selector at the upper right hand corner of the tab Choose the month using the drop down list Select the date that you want to define by double clicking on it or by clicking once on the date tile and then clicking on the appropriate function icon Add Modify or Dele
31. organization cannot be set individually per employee OnTime Pro lets you setting two core times within the Same working day e Credit Hours This variable determines the number of hours allowed for an employee to add to their credit within the accounting period Setting Credit Hours to X allows employee to add up to X hours above their defined accounting period work hours For example if an employee s Job Policy is a 40 hour workweek then setting Credit Hours to 10 allows employee to accumulate credit for up to 50 hours tn the current accounting period this workweek Employee will lose hours worked above 50 e g 53 work hours will be registered as Micronet Documents Page 4 35 MICRONET anaa A storie User Guide 50 hours employee loses three hours This value is defined per employee e Debit Hours This variable determines the number of hours allowed for an employee to miss within the accounting period Setting Debit Hours to X allows employee to miss up to X hours below their defined accounting period work hours For example if an employee s Job Policy is a 40 hour workweek then setting Debit Hours to 10 allows employee to work as little as 30 hours in the current accounting period this workweek Employee will owe employer for hours worked below 30 e g 27 work hours will be registered as 30 hours employee should be fined for three hours This value is defined per employee NOTE 4 2 3 1 Enabling Flexitime
32. 4 22 23 24 25 26 237 25 6 Select the desired month set the desired year and select the desired date from the calendar Click vi to confirm the date selection or x to cancel 7 Picture This box enables you to load the employee s picture provided it is stored as a bitmap bmp or icon ico file e Click Load Picture A standard Open window opens e Select the desired file and click Open to display the picture in the Picture box 8 Click OK to confirm the changes you have just made or Click Cancel to revert to the Employee s original settings 9 Associate the Employee with one or more clocks by selecting one or more clocks from the list 10 Click OK to confirm The window closes 5 2 4 Deleting an Employee 1 Select the employee to be deleted 2 Verify that a completion date exists for the employee Micronet Documents Page 5 63 MICRONET dvanced Daia Collection Solutions User Guide 3 Click 3 A confirmation dialog box opens Click OK to confirm deletion 5 The system checks for work hours accumulated for this employee If there are none the employee is deleted Otherwise deletion is canceled 5 2 5 Printing an Employee Report Click In the Destination box select Printer to print the report or Screen to display it on screen The printing dialog box opens 3 If you chose to print the report enter the number of copies in the copies field The Range box and the Collate field are irre
33. 89 Highway Design pee Wan Shantou C123456709 Hay Implementation 123 7 Press OK to update the database or Cancel to discard all changes See the ClockComm user guide for more information on sending updates to the clock Micronet Documents Page 5 87 a MICRONET OnTime Pro OnTime Pro Extra ras tales Chapter 8 ROUTINE OPERATIONS 3 1 3 2 Micronet Documents Once you have configured the clock defined the company s policy and listed the employees chapters 3 to 7 you can use the system for routine attendance monitoring LOADING DATA FROM I NTAGRAL Please refer to the ClockComm User Manual EDITING CLOCK DATA Once the data has been downloaded to the PC you may want to apply some manual modifications such as adding In Out punches e g in case the employee has forgotten to punch In or Out or changing entry hours In exceptional cases you may need to assign a different Workday type or otherwise change the computation rules for a particular day The easy way to do this is by applying some suitable predefined Exception An exception may be applied at once to a group of employees and or dates To make these modifications use the Edit Data option as described below Note that an employee and time period must be specified when modifications are entered 1 From OnTimePro s main window click at The following dialog box opens g4 Pick Employee Mei x Date Period 11 27 00 12 03 00 z PTEE T ID N
34. After This tab contains the following information Over Time Checking this box enables overtime calculations and displays the Overtime Table see below Deduct Absence Checking this box indicates that absence hours registered during workdays of this type will be deducted from the deductible overtime hours pool All overtime hours are deductible unless immunized by checking the Immune Hours box in the Overtime Table The Overtime Table This table provides parameters for calculating the number of overtime hours to be registered on each overtime level see note below e Hours Quota This row defines a base line for overtime calculations Each additional hour is considered as overtime of the corresponding level Checking the corresponding Immune Hours box prevents the deduction of absence hours from these overtime hours even if the Deduct Absence box is checked EXAMPLE In case of the Overtime table above a 16 hour working day will be registered as 8 regular hours 2 hours of 125 2 hours of 150 and 4 hours of 175 The Immune Hours box in the first row is checked Therefore at the end of the pay period these hours will still be considered as overtime hours regardless of the number of absence hours that may have accumulated e Special Hours This row defines working hours recorded at unusual times of the day very early or very late as overtime Work Before Any working hour recorded before the specified hour IS
35. Departments poi j Departments if roi male Administration 40 Hours ly oo Sales l 40 Hours ME Exceptions cE Ele ae 40 Hours Global Service 40 Hours woof Titles E ll j Parameters ile Holidays Database l 2 Select Departments from the Database Folder List on the left The currently defined departments are displayed on the Departments list 5L Adding a New Department 1 Click Ei The Add Department window which is identical to the Modify Department shown below opens 2 Set the department properties as explained in the Modify Department paragraph below 3 Click OK to admit the new department OR Click Cancel to cancel the addition of a new department 5 1 2 Modifying a Department s Characteristics 1 Select the department to be modified and click gj 2 The Modify Department window opens at Modify Department Hame Administration Default Job fan Houre O yt wf OK x Cancel Page 5 58 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MiCRONE ET 3 Set the department s characteristics e No Enter a number between 1 999 to uniquely identify the department The system will reject any number that already exists in the department list e Name Enter the department name up to 20 characters e Default Job From the drop down list select the job type that suits most department employees This job type will be associated with each employee you add to the department unless otherw
36. I NG THE EXPORT FILE STRUCTURE To export the attendance data to a third party software Such as payroll it must be formatted so that the destination software will be able to read it Rev 1 6 May 2006 User Guide gr MICRONET vended Daia Collection Solulions To define the name and format of export files 1 click MBL The following dialog box opens OnTime Pro Generate Export Pattern a x Code Regular Hours Code Overtime 1 Code Flexitime Hours Code Overtime 2 Code Exception Hours Code Overtime 3 Export Description Export Type Export File Name Exported Pattern Export From Table Transactions Available Frelds Available Properties Property Value Left ka Fill Char Size s Add HE Save gt Close The Export Description is the name of this export pattern This name will appear on the Export Format pull down list in the Database Parameters window see Paragraph 6 2 3 You may either Micronet Documents Type in the Export Description to define a new export pattern OR Click S to select and load an existing export pattern in order to use it as a basis for changes From the Export Type drop down list select the file type that is compatible with the destination software Use the Export File Name field to specify the name and location of the export file to be created by this pattern You may either type the path and name or use the adjacent Browse but
37. MIC RONET Advanced Data Collection Solutions OnTime Pro OnTime Pro Extra Attendance Monitoring Software oNSTIME USER GUIDE MICRONET DOCUMENTS REV 1 6 MAY 2006 CONTACT I NFORMATION Supplier DATA TIME SYSTEMS LTD UNIT G 5 LOWLANDS DR KEYWORTH NOTTINGHAM NG12 5HG Phone 0115 937 3368 Fax 0115 937 6611 info datatime co uk http www datatime co uk DOCUMENT HISTORY REVIEWED DATE EDITED BY DATE CHANGES Mi CRONET Rev 1 0 Ido Amir Complete Re Format amp Styling New S W v 1 5 0 documentation 2006 Micronet Ltd All rights reserved Micronet Ltd reserves the right to alter the equipment specifications and descriptions in this publication without prior notice No part of this publication shall be deemed to be part of any contract or warranty unless specifically incorporated by reference into such contract or warranty The information contained herein is merely descriptive in nature and does not constitute a binding offer for the sale of the product described herein Any use of the Micronet Ltd logotype or trademarks is forbidden without prior written approval from Micronet Ltd File UG_OnTime Pro 1 6_ri doc Saved 5 22 2006 6 05 00 PM oor MICRONET Advanced Dala Collection Sol User Guide TABLE OF CONTENTS Chapter 1 ADOUE THIS M n al iisiscnciesiestnsinvassunstvaccacsieuiiessuneivansviurstisnstsestenseuaicuin 1 7 Chapter 2 OVEIVIOW ui visinencsauntesunsratrrvatscateumciv
38. OnTime Pro Extra MICRONET _N OTE 8 Press the OK button and the project will be recorded in the database 9 To delete a project click the project to highlight it and press the Delete button on the toolbar Press the Yes or No in response to the appeared question Do you really want to delete this record 10 To modify the project data you can either highlight the project by clicking it and press the Modify button in the toolbar or place the cursor on the project and double click it The Modify Project screen appears Modify the required fields and then click OK to modify the database 7 3 3 Adding Deleting and Editing Sub Projects 1 To add a sub project that is attributed to a specific project while in the Modify Project or Add Project screen press the Add button and the Add Sub Project screen will appear Fill in the Code Name and Shortcut fields as described above for projects The shortcut however must receive a different value for sub projects than that of the project Press the OK button to modify the database uid Sub Project Code Name Shortcut ShortCut bP F7L Light Add Modify Delete Xe The sub project will then appear Micronet Documents Page 5 83 MICRONET vanced Dalia Collection Sol User Guide 7 3 4 Page 5 84 of 121 2 To delete a sub project go to the Modify Project screen highlight the Sub project and click the Delete button Press Yes to complete the deletion or No to
39. _ naped ooo oso oso fotows fouero mmuprsrirod 0812 osoo oeoo osoo foroo fO foro E ete ee eee eee R i xoz Sun E emae Week Eni o aed 2 iT Total in 24 66 00 42 00 40 00 Total in decimal 18 40 56 00 42 00 40 00 102 00 Total After Deduction 18 24 26 00 42 00 40 00 oz00 ooo Total Out a Daily Activity Report This report presents all the transactions recorded during the specified day ACME Industries Ltd Page 3 Date 11 28 2000 Daily Activity Report Period 11 27 00 12 03 00 11 29 2000 Wednesday _ are Poo on M ee 125 paminisnan femmor orses oww fos OO ee J E C _ A pence prom Pf oe Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET 8 3 4 3 Hours Summary Report This report presents the total hours accumulated for each selected employee during a selected period of time ACME Industries Ltd Page 1 Date 11 28 2000 Hours Summary Report Period 11 27 00 12 03 00 Employee Daily Total Regular Overtime Absence Name Time Hours Hours 125 150 175 Hours Smith John 27 30 56 00 4245 40 00 02 45 Miller Michael 00 00 56 00 00 00 00 00 S Berger David 00 00 56 00 08 00 08 00 a 8 3 4 4 Payroll Hours by Category Report The Payroll Hours by Category option allows generating a report that sums the employee working hours and display the information pslit by working hour categories standard over time and exception OnTime Pro R
40. ab presents the special function operations recorded for the employee during this time period Froceed to the next previous employee 4 The left pane presents the recorded In Out operations while the right pane presents information on the calculated results Different colors are used to indicate the following e Black Day records are OK e Green Missing In and or Out punches e Red No punches recorded for this day Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET e To view this color legend on screen click LEI upper left button on the left pane If a special function key is defined via the Database Titles option then a corresponding tab is added Select this tab to handle the special function operations that were recorded for the employee during this time period The Edit Data window allows you to e Modify punched times see Paragraph 8 2 1 e Handle exceptions see Paragraph 8 2 2 e Select a different employee see Paragraph 8 2 4 e Select a different time period for the same employee see Paragraph 8 2 5 e Handle exceptions for a group of employees or a specified date range see Paragraph 8 2 3 8 2 1 Modifying Punched Times 1 On the left pane click on the desired cell to highlight it You may use the cursor keys to navigate between the cells Key in the new time Press Enter to move to the next cell on the same line i e day If there are more cells to be modified on the curre
41. age 3 Associate employees with job types Job 1 Job 2 4 Employee A EmployeeB EmployeeC EmployeeD Employee E 4 1 1 Handling Overtime Hours TERMS AND NOTATIONS TABLE STANDARD HOURS The number of work hours normally expected during a certain workday type ABSENCE HOURS The difference between Standard Hours and the actual number of daily working hours Absence hours may or may not be deducted from the overtime hours Page 4 26 of 121 Rev 1 6 May 2006 Advanced Daia Collecti OnTime Pro OnTime Pro Extra MICRONET TOTAL ABSENCE The total number per period of absence hours to be deducted from overtime hours OVERTIME HOURS Working hours that either exceed the quota for the corresponding overtime level or have been recorded during special times of the day very early or very late OVERTIME LEVELS Overtime hours may be partitioned to several levels which will be differently compensated later OnTimePro supports up to 3 overtime levels ABSENCE DEDUCTION The deduction of absence hours from overtime hours The level 3 overtime hours are the first to be deducted Then level 2 hours and finally if necessary levell hours IMMUNE OVERTIME Overtime hours that will not be deducted regardless HOURS of the number of absence hours OVERTIME HANDLING Overtime hours are handled according to the method defined for the employee s J ob type A Job type may be
42. and hour limitations Once you establish the company s workday types you can use them as building blocks to assemble any job type see Paragraph 4 3 practiced in your company Wi To access the Workday options click the Database button on the OnTime Pro main screen The Database window opens af OnTime Pro Database OoOO OOO O O 15 x Fie Options Report Help lt BES amp amp Back Add Modify Delete Report Upload Tables 12H workd our Workday Pei Departments Workday Type Shift Hew Shift Employees Standard Hours 06 00 8 Hours 2 8 Hours l Policy PERENE Shift Over Time Break Limits Flexitime coe Exceptions FEET Entry Details Global Jaion Entry Time 08 00 Exit Details Exit Time gt 1400 inte i Titles oo Parameters Grace fe Grace gt 0 poene ila Holidays Round Round ARORO Projects Dock S ats Dock 20 1 Select Workday from the menu tree on the left side The currently defined workday types are displayed in the Workday list section middle section 2 To view the properties of a specific Workday or a workday s specific Shift available only on OnTime Pro Extra click that Workday or Workday s specific Shift in the Workday list section The Workday or Workday s Shift properties appear in the window s right section NOTE See Paragraph 4 2 4 for modifying adding or deleting workday types
43. aneustecdesunneniuberansandenetusuiuiwuniereuaens 2 9 2 1 ADOUCOMTIMOR O srera E A 2 9 2 2 SV SCG COMMIOM GINS aaacesenisnanocasduceetacabexnsates ia raa aaa sab onteiexbaecsennre 2 9 2 3 OnTime Pro s Main WiNdOW s sssssssannnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnan 2 10 Chapter 3 Gening Starto siii E aai 3 11 3 1 System Requirements ce cetera ectrcee ecm ne nates tere ARRA EKAA ENEAN ANEAN RAEN iS 3 11 3 2 OnTime Pro OnTime Pro Extra Installation cccccccececevaueeeueueeeevavavaueueueeeevevavavens 3 11 3 2 1 OTP OTP Extra Multiple User Network Installation ccccc cece es 3 13 3 2 2 OTP OTP Extra Typical local Installation ccc cece cece eee cece eens 3 15 Bids Defining Passwords for User SuperviSor ccccceeceeceeeeeeeeeeaeeeeeseeeeesaeeaeeaeeseeaeeaees 3 16 3 3 1 Adding a User Administrator to the Authorization List 5 3 18 3 3 2 Deleting a User Administrator from the Authorization List 3 19 3 3 3 REMOVING All USOS seuiciverarccdvcniersdcetduinevtteceuiierteteincsasnbecrecsebsnienedse 3 19 3 4 Guided Tour Through OnTimePro sssssssssssssnsnsnsssnnnnsnnnnnrnnensnnnnnnnnnnnnsnnnnnnnnsnennnne 3 19 Chapter 4 Attendance Calculation Policy sssscssssssessesesenensesesenseessensseesenenss 4 25 4 1 OOU UO 22edsciestcentasnecactenesteneetacoenseaten eaegteenmienateannsensrssessesieceteenieeeaemtencqiseneeen 4 25 Adel Handling Overti
44. arenerenssesersaeseesaess 9 109 Repairing the Database sate icdns creecnasaamensctauenestiaiastnuhsayenredcanaan anaowieapeeneventunneaent 9 109 Attaching Orphan Punches to EMplOyees cccccceeseeeeeseeeeeeeeaeeeeeaeeeeaeeaeeaeeaeeaes 9 109 Importing Data from Previous Software VErSiONn ccccceceseeseeeeeeeeeseesseeaeeeeeeeenes 9 110 Generating a COMMUNICAtION LOG Report s ssssssssssersnnnnnnnnnnennnnnnnnnrennnnnnnnnrennn 9 111 Defining User SupervisOr PasswordS cccsccseeseeeeeeseeeeeeaeeneesaeeaesaeesesaeeseesaesaeees 9 112 Defining the Export File Structure cccccccceeseeeeeseeeeseeeaeeeeeaeeaeeaeeaesaesaeseesaesansaees 9 112 Managing Data Consistency ProbleMs cccccecceeseeseeseeeeeeesaeeaeeaeeaesaesaesaeeaeseesaees 9 114 Online Query Server sisinnvednivnanesen sinsdsccccousidacnasesdensuunucnandenescnducsanes 9 115 Page 1 5 _ lt User Guide MICRONET Advanced Data Collection Solutions NTRODUCTION Micronet Ltd takes pride in delivery of its products and makes every endeavor to ensure its clients full satisfaction On behalf of the whole Micronet team we would like to thank you for purchasing our products and we are certain you will find them more than beneficial to your organization We are at your service The Micronet Team ABOUT MICRONET LTD Established in 1982 Micronet Ltd specializes in the development and manufacture of portable data collection systems Micronet is dedicat
45. arious time accounting reports and export attendance data to third party software The clock and the software communicate either directly via the supplied cable or via telephone and modem If several InTagrals are to be connected to a single PC port an RS 485 multi drop network connection is required OnTime Pro software supports all the above communication methods 2 3 ONTI ME PRO S MAIN WINDOW OnTimePro provides two sets of tools Data manipulation tools load edit print or export data to be used for routine every day attendance monitoring Configuration and maintenance tools to be used only by authorized system supervisors for the purpose of adjusting the system to company needs and maintaining the database The following figure describes the OnTime Pro toolbar Routine work options enabled Configuration and maintenance options for all authorized users enabled only for authorized supervisors ef Unlime Pro Attendance Montonng Software Tet File Help E f F i Load Data Edit Data Reports Database getup Maintenance Define the rules for transactions atendante computations from InTagral sstem parameters and titles Modify attendance data Produce attendance reports Configure the ron attendance data to external software InTaqral clock ON Ti M 7 BS Attendance Monitoring Software aa Authorization as E Page 2 10 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET
46. ation dialog box opens Page 3 18 of 121 Rev 1 6 May 2006 mo MICRONET OnTime Pro OnTime Pro Extra E E ani Sa T Type Again diniin Authorization Supervisor 7 Confirm Benmore E Cancel 4 Enter the password again and click Confirm The new user supervisor password is added to the authorization list 3 3 2 Deleting a User Administrator from the Authorization List T Type Password Authorization User Ada Bemore EA Close Enter the password to be deleted into the Type Password box Click Remove If the password exists a confirmation box opens Enter the password again and click Confirm The user Supervisor password is removed from the authorization list 3 3 3 Removing all Users In the Passwords dialog box click Remove All The authorization list is purged 3 4 GUI DED TOUR THROUGH ONTI MEPRO The purpose of this section is to familiarize you with the system by guiding you through some routine operations such as employee definition punching a card loading data from InTagral to PC and producing a report THE TOUR STARTS HERE Start at OnTimePro s main window Micronet Documents Page 3 19 4 MICRONET Aian Date Goiania Sokna User Guide het OnTime Fro Attendance Monitoring Software First we Shall define a department in the company Click The Database window opens OnTime Pro Database Magiy Welete Tables Departments Employee
47. ature of the information handled by OnTimepPro it is recommended to password protect its access to unauthorized users OnTimePro supports two authorization levels Supervisor allowing access to all options At least one supervisor password must be defined to enable password protection User allowing access to some of the options excluding InTagral Configuration Database setting and Maintenance operations It is possible although it is not recommended to disable password protection simply by not defining any passwords The system offers to define passwords as soon as you enter OnTimePro for the first time see Paragraph 3 2 To handle passwords later use the Maintenance Define Passwords options Click KO The following dialog box opens Type Password Authorization User This dialog box allows you to e Add users supervisors to the authorization list see Paragraph 3 3 1 e Remove users supervisors from the authorization list see Paragraph 3 3 2 e Purge the authorization list to allow free access to all See Paragraph 3 3 3 e Add remove passwords as necessary Click Close to return to the Maintenance window e If the authorization list is empty OnTimePro will start without password protection This means that all OnTimePro s options are accessible to all users e If the authorization list contains only User passwords you will be requested to define at least one Supervisor DEFI N
48. cancel it in response to the question that appears Do you really want to delete this record 3 To modify the sub project data go to the Modify Project screen You can then either highlight the project by clicking it and press the Modify button in the toolbar or place the cursor on the desired project and double click it The Modify Sub Project screen appears Modify the required fields and then click the OK button to modify the database This will revert you to the Modify Project screen Click OK again and to return to the Projects screen Click Cancel to revert to the previous screen without saving the modified data Adding Deleting and Editing Missions 1 To add a task that is attributed to a specific sub project while in the Modify Sub Project or Add Sub Project screen press the Add button and the Add Task screen will appear Fill in the Code Name and Shortcut fields as described above for projects The shortcut however must receive a different value than that assigned to projects and sub projects Press OK to modify the database or Cancel to revert to the previous screen without modifying the database Code erry Name Light Shortcut fi J 2 Pressing OK will revert you to the Modify Sub Project screen Press again OK to return to the Modify Project screen Press OK again to return to the Projects screen You can now see the projects sub projects and Missions as they appear in the projects main window Rev 1 6 May 2006
49. cial key operations during a specified time period ACME Industries Ltd Page 1 Date 11 29 2000 Break REPORT Period 11 20 00 11 26 00 Department Manufacturing Employee Miller Michael Job amp Hours ID Ho 3 Do o oee OO O Ba OOO O OO Oe O OEO eree toofmon aso sar S e waoftue asos aeos Sooo o S e wxoojwea 1307 f waa Jooo o e e wamoja asas oo ear oo o S e iveaoofrn asa oo ea mswofsa o T T S y vaeoojsunt o e O S S OE Page 8 100 Rev 1 6 May 2006 Peo MICRONET OnTime Pro OnTime Pro Extra Suissa MIA CANA Soke 8 3 4 7 Absence Report This report lists the absence days registered for the selected group of employees during the specified period ACME Industries Ltd Page 2 Date 11 25 2000 ABSENCE REPORT Period 11 27 00 12 03 00 Department Manufacturing Pate Pay Dno Eimioyee Name N OONN OUT TW OUT Worby Eon 11 28 00 Tue 3 Willer Michael 8 3 4 8 Lateness Report This report lists the days during a specified period when the selected employees have been late and presents the total lateness hours for the selected period NOTE The system only records lateness data for employees whose J ob type includes a definition of Entry Time see Paragraph 4 2 2 1 ACME Industries Ltd Page Date 11 28 2000 LATENESS REPORT Period 11 27 00 12 03 00 Pay we Enoe name j Eryt AewarW Job Exception Total Lateness To Employee 00 09 Total Lateness T
50. considered as overtime of the corresponding level Work After Any working hour recorded after the specified hour is considered as overtime of the corresponding level Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET e Selecting the corresponding I mmune Hours box prevents the deduction of absence hours from these overtime hours even if the Deduct Absence box is checked NOTE OnTimePro enables definition of up to three overtime levels A title can be chosen for each level e g 125 for level 1 Titles do not affect the actual computation of overtime hours 4 2 2 4 Break Tab The parameters in this tab define the method of registering lunch breaks Shift Over Time Break Limits None C Crediting C Debit Auto C Debit according X C Debit according TY The lunch break method options are e None No special calculations are made The duration between punching Out and In is not included in the work hours e Crediting Employees are expected to punch Out when taking the break and punch In on their return Up to a specified duration between punches is credited as working time Shift Over Time Break Limits C Debit Auto Duration Minutes 30 Debit according X start After 11 30 C Debit according Y End Before 14 00 e Duration Maximum duration allowed The rest of the break duration if any is not credited e Start After End Before A break is expected with
51. d directory RESTORING DATA FROM HISTORY FILES Use this option to retrieve the transactions of a specified time range from the history files 1 Click The Maintenance browsing window see Paragraph 9 1 opens 2 Select the drive and directory to retrieve data from Click Next to continue ef OnTime Pro Maintenance File Help Step of 2 Set date range Selected Dir C Program Files OnTimePro From Date 03 01 99 Up To Date MERRE lt lt Prev Proceed Cancel Set date range to extract data from history files ee 3 Use the From Date Up To Date fields to specify the range of dates to be restored 4 Click Proceed The transactions registered during the specified range are restored from the history files Rev 1 6 May 2006 User Guide MICRONET vended Daia Collection Sol 9 3 SAVING DATA TO A BACKUP FILE Use this option to backup the attendance data 1 Click A browser window opens 2 Specify the backup file s location drive and directory 3 Click OK 9 4 RESTORI NG DATA FROM BACKUP FILE 1 Click Sp A browser window opens 2 Specify the backup file s location drive and directory and click OK The following message is presented g OnTime Pro fo Previous Backup From 11 22 00 Continue 3 Click OK to restore data from this backup file 9 5 REPAIRING THE DATABASE This option scans and repairs the database It is advised to use this option in case o
52. d tasks Press the Modify button in the toolbar The Modify Employee screen appears 3 Alternatively you can double click the required employee line to display the same Modify Employee screen Micronet Documents Page 5 85 lt L MICRONET Aan iA CAN SGA User Guide lt Modify Employee Personal Details Address Last Name First Name Street Begin Bob Main Employee Number Badge City fi fi Peoria Social Security Phone State fi 23 34 343 Ilinois Mal Zip Male C Female fi 2345 Job Assignment Employment Period Picture Department Start Production v fi 4 11 2002 Hi Job Policy Finish foros S __ al Load Clear V Enforce Fingerprint Attach Projects J OK X Cancel lt 4 Press the Update button next to the Attach Projects field at the lower right part of the screen to reach the Attach Projects screen Attach Projects Be iv Al23456709 Highway Renovation 5 Check the Attached box to assign the project to the employee NOTE 6 To assign sub projects or tasks to a specific project for the employee click the box to open the next project level and display sub projects and tasks assigned to that project and then check the appropriate Attached boxes Page 5 86 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET zi Attach skojecIe Pe AL23456789 Highway Renovation 1 aeaoe Nae B1234567
53. defining a multi year holiday where the dates may vary from one year to the next The field Exception assigns the pay policy for that holiday Choose from the drop down list the exception that establishes the most appropriate policy for that holiday or vacation To establish a holiday for more than one year click on the Every Year checkbox Page up the years in the year selector field of the main Holidays window every year displayed will be covered by the Every Year option Click on OK to confirm or Cancel to cancel the addition or modification of the holiday To delete a holiday select the holiday from the calendar and click on the n Delete icon Ey 7 1 5 The Formula Option Instead of defining a holiday or vacation by fixed date use the Formula option to defining a holiday where the exact date may vary from year to year For example in the USA and Canada Labor Day falls on the first Monday of September This rule can be defined as a formula in the following way In the Add Holiday window insert a brief descriptive name into the Description field Choose Formula from the Choose Option box When enabling the Formula option three new fields will appear Day Week and Month Page 5 76 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET Fill in the appropriate information into the empty fields Choose the day of the week the week of the month first second third fourth or last week if appropriate
54. e alphanumeric up to 10 characters project Name alphanumeric up to 20 characters and Shortcut numeric only 1 to 4 digits The shortcut enables direct selection of a specific project without having to browse project lists or key in long project numbers on the various system input interfaces 4 The Global box must be checked for general projects that may be assigned to all the organization employees Sub Projects and tasks can be opened for global projects 5 Fill in the project Start Date and Expiry Date to ensure that only valid projects are displayed to the employees and in the reports 6 Check Ref available only on OnTime Pro Extra to enable Reference Number reporting in this project This option enables employees to report work on a specific item subject within a project an example of a reference number would be a license plate number of a car when working as a technician in a garage For further information about Reference Number reporting see paragraph 4 1 3 1 in the InTagral Plus Time Clocks User Manual 7 Check Quantity available only on OnTime Pro Extra to enable Quantity reporting in this project This option enables employees to report the number of items produced during work on current project Quantity is reported only on exiting a project For further information about Quantity reporting see paragraph 4 1 3 2 in the InTagral Plus Time Clocks User Manual Page 5 82 of 121 Rev 1 6 May 2006 PEE OnTime Pro
55. e appropriate CSV file you wish to import and then click Open The Employee list is imported from the CSV file and the Employees records are added to the OnTime Pro Employee table Rules for preparing the Employees List CSV file for I mport The import file should be in CSV file format comma delimiter The data file displays 14 fields as shown in the following table PEmployeeNumber Yes Numer Badge Number Sd No Cree Pepin eg tame a rr SUSE O O e E E E A E Noid SS Mamas Ne oe Rules e The file should consist of at least one line otherwise the message Import file is empty will appear e lf the field has no value to use for example if the only field you have is the employee then the line will appear like this 1234 number with 14 comma e Ifthe department is not present in the CSV file the application will associate the employee to the first department in the department list e If the specified department does not exist in the OnTime pro database the line will not be recorded into the OTP database but a notification will be written in the log file e Atleast one department should exist in the OnTime pro database otherwise an error message will appear Define a department before import file And the process will end Micronet Documents Page 5 61 goi MICRONET Advanced Daia Collection Salulions 5 2 3 Page 5 62 of 121 User Guide e The Import button displays two options Upda
56. ePro s main window to open the Maintenance window ai OnTime Pro Maintenance 5 oO x File Help Remove obsolete data to a Attach orphan punches to history files employee Restore data from history oe Attach project orphan files cy punches to employee Backup data Import data from previous a5 OnTime version Restore data from backup A Communications log report files Repair databaze Define Passwords OnTime Pro Activation Define export pattern 9 1 TRANSFERRING OBSOLETE DATA TO HISTORY FILES Use this option to remove old data from the attendance files and create an archived file in case data needs to be restored 1 Click The following browsing window opens gf OnTime Pro Maintenance Fie Help Step 1 of 2 Choose directo z gt CS gt Program Files fe Onl imePro Cg BACKUP gt lt lt Prey Next gt gt Cancel Choose directory for saving old data Wi Micronet Documents Page 9 107 9 2 Page 9 108 2 Select the drive and the folder to save history data into Click Next to continue ef OnTime Pro Maintenance File Help Step of 2 Set date range Selected Dir C Program Files OnTimePro Up To Date IEIR lt lt Prev Proceed Cancel Set date range to extract data to history files me 3 Set the last date to be transferred to the history file Click Proceed to transfer the transactions made before the specified date to the specifie
57. each project For each sub project multiple tasks may be defined Main projects can be broken down to subsequent levels Single and multi level projects are assigned to specific employees such that it is possible to list all the employees active on a certain project as well as list all the projects assigned to a certain employee As data is collected reports may be produced calculating the number of hours performed for each project in general or by a department or by an employee in particular The OnTime Pro Extra application also enables reporting an Out transaction on a given project even if the date had changed during work on that project after midnight support the project time reports will not be affected by the date change Data may similarly be collected and analyzed for sub project and task levels To use the project module Projects sub projects and tasks are opened in the Projects tab as required Projects are assigned to specific employees in the Employees module Enabling the Projects module Press the Database button in the main screen toolbar Ontime Pro Attendance Monitoring Software alles File Help m TE nn is EF A A a L is Load Data Edit Data Reports Database Setup Maintenance The OnTime Pro Database screen appears Click the parameters item in the navigation menu on the left pane of the screen and then check the Access Project List box on the lower right part of the screen Rev
58. eak Limits Flexitime V Enable Flexitime V Enable Core Time Core Time 3 r Additional Core Time From 23 00 a From 04 00 a To 01 00 To 05 00 You can set two core times within the same day 2 In the Core Time section set the first core time values for this Work Day or Shift 3 Set the From parameter to determine the required start time of the Core Time use up down arrows or simply type in the time in 24HRS format 4 Set the To parameter to determine the required end time of the Core Time use up down arrows or simply type in the time in 24HRS format 5 Repeat the above operations to set the Additional Core Time From and To values as well 4 2 3 3 Setting Credit amp Debit Hours Setting the Credit Hours and Debit Hours parameter is done per employee To set the Credit Hours for a specific employee 1 Inthe OnTime Pro Extra main window click Database 2 In the Database menu tree select Employees the following window is displayed Page 4 38 of 121 Rev 1 6 May 2006 MICRONET OnTime Pro OnTime Pro Extra n Dale CAA Saki ce g4 OnTime Pro Database iol x File Options Report Help 3 7 alL Add Modity Delete Report Upload Back T ables 2 Departments Employees 12345678 40 Hours E Marketing E Exceptions Global Rit ir A Parameters Budi ha Holidays pane f Clocks aE Projects Street City ip 2 Select an em
59. ect the components you want to install and clear the components you do not want to install ee IY OnTime Pro database fore fy Cnline Query Server The Quer Server installation is needed for Online Quenes slich as Flesitine THE IP ADDRESS OF THIS COMPUTER MUST BE PERMANENT This IF address i needed to configure lnT agral Plus clocks SOMES G Application Space Required on D 30148 K Space Available on D Abad re k metal hteld Back Next gt Cancel 2 Select the components to be installed Possible options are e OnTime Pro database automatically includes installation of the Online Query Server application e OnTime Pro application Micronet Documents Page 3 13 f MICRONET User Guide CAUTION The OnTime Pro application can be installed on multiple computers NOTE Click Next 5 Depending on component selection specify the target of the database the OnTime Pro application or both Specify the required target path s and click Next 6 Wait for installation of selected components 3 2 1 2 Application Installation After performing the initial installation including the OnTime Pro database additional OnTime Pro OnTime Pro Extra applications can be installed in the organization Each new installation requires purchasing a license To install the OnTime Pro OnTime Pro Extra application 1 In the Select Components window check only OnTime Pro Application T InstallShi
60. ed to the complete satisfaction of our customers worldwide Our products comply with the highest international quality standards Hundreds of thousands of our units are already installed and working around the globe and have demonstrated consistent reliability over time For more information about Micronet Ltd see our website at ww micronet co il Page 1 6 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRON ET vended Daia Collection Sal Chapter 1 ABOUT THIS MANUAL This manual describes the installation setup and use of the InTagral OnTime Pro system that includes the InTagral clock and the OnTime Pro attendance monitoring software It is intended for personnel responsible for operating the system Every day use of the system software data download manual modifications and the preparation of reports can be handled separately and is described in Chapter 9 The information in this manual can also be found in the software s online Help The manual comprises nine chapters and an appendix Chapter 1 About This Manual a concise description of the contents of this manual Chapter 2 Overview describes the scope components and requirements of the system Chapter 3 Getting Started provides installation instructions for the OnTime Pro software and the InTagral clock and explains how to connect between the two In addition the First Glimpse section guides the reader through some routine operations such a
61. edcanteeaneseeanreness 5 71 Weal WIGW cacicnte to N E E EE E EEE EE EEE 5 71 MORE N oE E EE E 5 73 PSE A E EEE EE ested sarees EE A O E S 5 74 The Add Modify Holiday WiNdOW ssssssssserssssrrsresrerrsrrsrrrrerrsrrereene 5 75 The Formula OPON cecesescivevsssiasstawseratcesimesnotastecivbemasdssiwerensnasedvens 5 76 Tie Personal IPIQNMON scanna Aaaa 5 77 How Using the Personal Schedule Planner ccc ee ee cece eect eeeeeeeeees 5 78 The Planner IR GOGItS sicasiorenesweeuidaaskasastensconcceensse eiewosancanbaneteaccaseseees 5 79 Projects On Time Pro EXT sarien 5 79 Enabling the Projects module ssssssssssrnrrnrrsrrsrrrrsrrsrrrrererrrrrera 5 80 Adding Deleting and Editing Projects s ssssssssrssrrrrsrrsrrrrerrsrrereene 5 81 Adding Deleting and Editing Sub ProjectS ssssssersrrsrssrrrrerrsrreresne 5 83 Adding Deleting and Editing MISSIONS cccceeeeeeeeeeeeeeeeeeeeeeeeneees 5 84 Assigning Projects to EmployeeS sssssssrsrrsrenrerrerrrrrerrsrrrrerrerre 5 85 Routine Operations ssss 1 2 8 89 Loading Data from InTagral ssssssssssssrsrnrrnrnrsnsnnrrnnnnenrnrnrennnenrnrnrenenenrnrnrenennnenne 8 89 FANNO CIOCK DACI E E 8 89 Modifying Punched TIMES cece cece ceeeeeeeeeeeeeeeeeeeeeeeee eee e ee eeenenees 8 91 Handing EXCCDRONS cs2sicinnearsganecdccnasncatatraeietecusbatdissd ee AeA 8 91 Handling Exceptions for Multiple Em
62. ee Badge Ea LE od Ss el ea ac OUT Time Hours Hours OVT1 OVT20VT 3 Hours Eh an ns a E E a A L E awa f eo jeo O S ayo o fies 2m3 1 oso 1200 osoo osoo osoo osoo feHows fsickness sous nm jewo fJ J f Hows f TE J f o J o fo feh f AA a 1 sf Total in hours 04 00 40 00 04 00 16 00 Total in decimal 04 00 140 00 04 00 16 00 ee Hours E In addition OTP will sum at the bottom of the Time Card Report the number of hours displayed per exception Page 4 52 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET 1 Z7 Total in hours 04 00 40 00 04 00 16 00 Total in decimal 04 00 40 00 04 00 16 00 sickness 4 4 2 5 Exception and Half Day Calculation OnTimePRO lets you decide whether to count the exception hours in order to add them to the accumulated overtime or calculate them as standard hours To add the Exceptions hours to the accumulated overtime 1 Open the Modify Exception dialog box 2 Ensure the Counted for OVT option is selected OTP will add the exception hours to the accumulated over time a Modify Exception Abbreviation Color sue 7 Description Anual Leave Alternate Workday 8 Hours v M Cancel Deduction V Add Standard Hours Counted for OYT J OK X Cancel Examples The following examples demonstrate how this features works Assuming that the pay time is 40 hrs weekly any work hou
63. ee Paragraph 4 2 2 for properties description 3 Click OK to accept the new workday type or click Cancel to cancel addition NOT Page 4 40 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET 4 2 4 2 Modifying a Workday Type s Properties 1 Select the workday to modify F Click the Modify button The Modify Workday window identical in form to the Add WorkDay window opens Modify workday properties as desired See Paragraph 4 2 2 for details about each property Click OK to accept the changes just made or click Cancel to revert to the workday s original setting 4 2 4 3 Deleting a Workday Type 1 Select the workday to be deleted Click 3 A warning is presented Click OK to confirm deletion The system checks for Job types see Paragraph 4 3 that utilize this workday type If there are none the workday is deleted Otherwise deletion is canceled 4 2 5 Printing a Workday Report PRI NTI NG DISPLAYING A SUMMARY OF WORKDAY PROPERTIES 1 Click The printing dialog box opens Report Destination Destination Pages l From T O TE C Printer Print Cancel Mu Printer Setup W Collate Micronet Documents In the Destination box select Printer to print the report or Screen to display it on screen If you chose to print the report enter the number of copies in the Copies field The Range box and the Collate field are irrelevant in this case since thi
64. eld Wizard a Select Components Choose the components Setup will install Select the components you want to install and clear the components you do not want to install Se nas Description C OnTime Pro database Online Quen Server Pr This option installs the OnTime Fro application on this computer EVERY INSTALLATION OF THE OnTime Pro REQUIRES A SEPARATE LICENSE 2 M OntimeFro App Space Required on D 24280 K Space Available on D Arar rod K InstallShield lt Back Cancel 2 Click Next Page 3 14 of 121 Rev 1 6 May 2006 lt OnTime Pro OnTime Pro Extra MICRONET Advanced Data Collection Solutions 3 Specify OnTime Pro database directory located on another computer See following figure InstallShield Wizard Please specify Ontime Pro database location Setup will install OnTime Pro Files in the following folder To install to this folder chek Next To install to a different folder click Browse and select another folder Destination Falder shat a OnTime Pro atab ase Browse metals held i Cancel 3 click Next 4 Specify OnTime Pro application target directory see following figure InstallShield Wizard Choose Destination Location Select folder where Setup mill install files Setup will install OnTime Pro Files in the following folder To install to this folder click Next To install to a different folder
65. eports i 40l x Main Print Export Sort Help X a z Back Print Report Export Data Email f eport Export To Excel Period 01 05 06 07 05 06 Daily Activity Hou mma lt q Prev Period Next Period p gt By Clock Group Hours Summary All Company Attendance C Department Who s IN C Single Employee Absence T Lateness Average Out of core Special Functions Missing Data Planner Reports Project Sorted According To ID number To generate a Payroll Hours by Category report 1 Inthe Reports window select the Payroll Hours by Category option 2 Click the Print Report button the report is generated and displayed on screen Micronet Documents Page 8 99 P lt MICRONET 1 cence Rola Calin dca SGA User Guide Page 1 Date 11 05 2006 Payroll Hours Report By Category Period 01 05 06 0 7 05 06 Department as a Exception Exception Nee ae Name Hours Shemtov Israel M 00 00 Reserve 18 00 Day Off 09 00 2 00 00 00 00 Seak Leave 18 00 Reserve 03 00 Day Off 03 00 _NOTE 8 3 4 5 Who s I n Report This report lists the employees that where at work at a specified hour on a specified day The default setting enables you to list the employees currently at work ACME Industries Ltd Page 2 Date 11 29 2000 WHO s IN REPORT Who s IN On 11 29 2000 15 17 Department Sales 8 3 4 6 X Punches Y Punches Report These reports present the spe
66. es of Different Exceptions ccc ccc cece cece cece eee eeeeeeeeeeeanaas 4 56 Chapter 5 Departments and EMPplOyeeS cscscsensssnseeseesesenensneeeneeeseesenensnsnes 5 57 Ded Adding Deleting and Editing Departments cccccceceeeeeeeeeeeeeeeaeeaeeeesaeeeeeaeaeeees 5 57 5 1 1 Adding a New Department n sssesssrsrrsrrsrrrrerrorrsrrrrrrrerrrrererrrrreras 5 58 5 1 2 Modifying a Department s Characteristics ccccc cece cece eee eeeeeeeeeees 5 58 5 1 3 Deleting a Department cisaesacnetvciwonsecsdatyeiatadeavant se isemaaa Qemtecsan adden 5 59 5 1 4 Printing a Department ReEport ccc cece cece cece cece ee ee ee ee ee eeeeeeeeenags 5 59 5 2 Adding Deleting Editing and Importing Employees Information ccsccseeseeeeees 5 60 MICRONET Advanced Data Collection Solutions 5 2 1 5 2 2 a2 os 5 2 4 5 2 5 6 1 6 1 1 6 1 2 6 1 3 6 2 6 2 1 6 2 2 6 2 3 6 2 4 6 2 5 6 2 6 6 2 7 6 3 6 3 1 6 3 2 7 1 7 1 1 7 1 2 1 3 7 1 4 7 1 5 Tks 7 2 1 1 2 2 7 3 7 3 1 7 3 2 Ted 1 3 4 7 3 5 Chapter 8 8 1 8 2 8 2 1 8 2 2 8 2 3 8 2 4 8 2 5 8 3 8 3 1 8 3 2 Page 1 4 of 121 User Guide Adding a New Employee ssssssssrssrsrrerrsrrrrnrrrrerrrrrsrrerrrrerrerrrreree 5 60 Importing Employees Information from CSV File aseeseen 5 61 Modifying Employee CharacteristicS sssssrserserrerrrerrerrrrrrrrrsrrere 5 62 Dele
67. f problems with the system titles parameters departments employee list jobs or day types 1 Click j 2 The database is scanned and corrected if necessary 9 6 ATTACHING ORPHAN PUNCHES TO EMPLOYEES When data is retrieved from InTagral each transaction punch is attached to the employee with the corresponding badge number Transactions of unassigned badge numbers are considered orphan Whenever a new badge number is assigned to an employee e g when adding an employee or assigning a new badge to an existing employee the orphan transactions by the same badge number are automatically assigned to the employee Micronet Documents Page 9 109 In rare cases it may be required to manually attach a transaction to an employee or sometime remove the transaction altogether 1 Click al The following window opens et OnTime Pro Maintenance g 10724700 15 20 E o 10 2400 15 35 06 e 102400 9 15 35 20 o 10 25 00 08 27 06 OTO 25 00 08 44 50 o 1025 00 Oe 54 02 o 10 25 00 08 54 10 6 10 25 00 085424 w Jas T Remove Remove punches or attach them to selected employee Miller id Berger To attach an orphan punch or punches to an employee 1 Inthe right pane select the desired employee 2 Inthe left pane press the Control button and click on all the punches to be attached to the selected employee 3 Click Attach to rewrite the punches under the badge number of the selected employee
68. ies Ltd Exceptions g Titles Special Key Functions S5 Al j Parameters TY Key Overtime Level 1 Level 2 Level 3 2 Select Titles from the list on the left The currently defined titles will be displayed 3 Modify the titles according to your requirements 6 1 1 Defining the Company Name To change the company name on reports and on screen modify the corresponding title on the Database Titles window 6 1 2 Naming I nTagral s Key Functions To re name the functions of the special keys X and Y modify the corresponding titles on the Database Titles window If the system is configured to utilize the special function key s then the Special function punches will be displayed under the corresponding titles in the Edit Data window and in reports 6 1 3 Defining Overtime Titles Levels 1 2 and 3 Change the titles of overtime levels via the Database Titles window Page 5 66 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET 6 2 GENERAL PARAMETERS OnTimePro s general parameters control the following topics e Setting the pay period e Setting the first working day of the week e Controlling DST automation e Setting the user interface language e Exporting attendance data The general parameters are handled via the Database Parameters option as follows 1 From the main window click x The Database window opens gt OnTime Pro Database 15 x File Report Help i 7 a
69. in this interval No credit will be granted for time out taken before or after this interval Micronet Documents Page 4 33 MICRONET vanced Daia Collection Solutions en M Page 4 34 of 121 User Guide Debit Auto Employees do not punch Out for the break If work hours exceed Auto After then the specified Duration will be deducted automatically It is assumed that an employee who works fewer hours would not take a break Shift Over Time Break Limits Hone Crediting Auto After Duration Minutes 30 Debit according Debit according T Debit According to X Lunch break of the specified Duration will be deducted in case the InTagral s X button is pressed and the card is punched Debit According to Y Lunch break of the specified Duration will be deducted in case the InTagral s Y button is pushed and the card is punched Level 1 Break1 The time specified in the break Duration minutes field is automatically deducted from the work hours specified in the Level 1 Auto After field See figure below Level 2 Break2 The time specified in the second break Duration minutes field is automatically deducted from the work hours specified in the Level 2 Auto After field See figure below Modify WorkDay Seed Description E Hours Shift 1 Standard Hours 03 00 Y Shift Over Time Break Limits Flexitime Level 1 None Auto After 04 00 Crediting Duration Minutes 30
70. ise specified 4 Click OK to accept the changes you have just made OR Click Cancel to revert to the department s original setting 5 1 3 Deleting a Department 1 Select the department to be deleted Click A confirmation dialog box opens Click OK to confirm deletion The system checks for employees associated with this department If there are none the department is deleted Otherwise deletion is canceled 5 1 4 Printing a Department Report ome Click The printing dialog box opens In the Destination box select Printer to print the report or Screen to display it on screen 3 If you chose to print the report enter the number of copies in the copies field The Range box and the Collate field are irrelevant in this case since this report is only one page long To setup your printer before printing click Printer Setup 5 Click Print to start printing displaying the report A sample of a Department report is given below ACME Industries Ltd Page 1 Date 20 11 2000 Department Report Hame Default Job ooo e o o Micronet Documents Page 5 59 a MICRONET E CNA eth User Guide 5 2 ADDING DELETING EDITING AND MPORTI NG EMPLOYEES I NFORMATION The employees are managed via the Database option as follows 1 From the main window click ad The Database window opens Database Toolbar g4 OnTime Pro Database File Options Report View Help 5 3 Add Modify Delete z Repo
71. levant in this case since this report is only one page long To setup your printer before printing click Printer Setup 5 Click Print to start printing displaying the report ACME Industries Ltd Page Date 20 1 2000 Employee Report ID No Badge Employee Name Department Job Policy Smith ATT Fifth Ave Administration i e New York 10016 40 Hours Doe 143 Madison Ave Sales 2 2 3 Willer 127 Park Ave Manufacturing Mew York 10016 40 Hours 4 Berger T09 Broadway Service Mew ork 10016 40 Hours Page 5 64 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET Chapter 6 GLOBAL SETTINGS Global Settings is a generalized term encompassing the following three types of features Global Titles Global Parameters and Global Holidays These three functions are global in the sense that they apply to all the employees of the organization regardless of their department or any other variable For example if New Year s Day is considered a paid holiday for every employee of your company than New Year s Day can be defined as a Global Holiday OnTimePro allows the user to define a set of Global Titles that will appear in various screens and reports see Chapter 1Paragraph 6 1 below and to set the value for a number of parameters that control system operation 7 2 below Both options are accessed from the DataBase option of the main window This chapter explains how to e Set the company name see Paragraph 6 1
72. load the transactions to a PC at regular intervals daily weekly or even monthly and manually modify the transactions if necessary OnTime Pro processes the data according to user defined rules including rounding break and overtime and enables to produce a set of reports which present the transactions along with the system computations The processed attendance data can also be exported to external pay roll software 2 2 SYSTEM COMPONENTS ONTI MEPRO SOFTWARE OnTime Pro is a Windows based software package that enables the user to configure the InTagral time clocks define the company s attendance policy define employees and departments retrieve data from the InTagral time clocks make manual corrections produce various time accounting reports and export attendance data to third party software The clock and the software communicate either directly TCP IP or via telephone and modem If several InTagral time clocks are to be connected to a single PC port an RS 485 multi drop network connection is required OnTime Pro software supports all the above communication methods ONTIMEPRO SOFTWARE OnTime Pro is a Windows based 32 bit software package that enables the user to configure the InTagral clock define the company s attendance policy define employees and departments retrieve data from the InTagral clock Micronet Documents Page 2 9 a MICRONET User Guide ood Daia Collection Sauli make manual corrections produce v
73. me HOUS seccee sractetntiersieccleatesinweekiasatomsnantsl anvepaemente 4 26 4 2 DennNa Workday VY OCS erni E a neneateriereess 4 28 4 2 1 About Workday Types o osnonnssnrrnnrsnnrreresrsrrrrerrrrrrrrrrrnrenrerrrrrnrne 4 28 42 2 Wo otkday Properti S sesroscrierrnere nservi eini ia en reiese 4 28 4 2 3 Flexitime OnTime Pro Extra c cece cece cece cece eee e ee eeeeeeeeeneeeenenags 4 35 4 2 4 Adding Deleting or Editing Workday TYPO S ccccccccceeeeeeeeeeeeenenens 4 40 4 2 5 Printing a Workday Report ccccee cece cece eee ee cece ee eeeeeeeeeeeeeeeeanananas 4 41 4 3 Defining JOB YPES occ sanctiancisiss mirn nnn AN NEEE ET ARADENN 4 42 dele ADOUEJOD TYPOS senai a a a a aa aaa 4 42 4 3 2 The JOD Properties sesserssrsrrsrrrrerrnrrsrrsrrrrsrrerrrrrrrrrrrrrrrerrerrrree 4 43 4 3 3 Adding Deleting and Editing a Job Type sssssrssrssrerrerrsrerrrrrsrrsrne 4 43 43 4 Printing aob REDON sccaasocudexscnnnsunas anaE A RNA RAA 4 44 4 3 5 Examples of Different Job Types cece cece cece cece eee eeeeeeeeenanaas 4 45 4 4 DENMA E COO aeeene ene eee eee eee nn ne ene en Senne ee eee eee 4 48 G44 ADOUEEXCOPUONS cerises creian seere EAEE Er AE Eaa ERE ENa 4 49 Adding Editing and Deleting an Exception sssssserrsresrrrrsrrsrrsrreree 4 50 1 E E EE EEE E EE E E E E EET 4 50 4 4 3 Printing an Exception Report ssssssssssssrrsrsrrsrrerrrrerrrrrsrrrrerrerrerre 4 55 4 4 4 Exampl
74. ng the above Workday types Page 4 46 of 121 Rev 1 6 May 2006 MICRONET OnTime Pro OnTime Pro Extra Aana Haig CAAA Sokdions Week Da 4 3 5 2 Example 2 The same as example 1 Absence hours on weekdays Monday to Friday are deducted Overtime hours on Saturday or Sunday are immune to deduction ESTABLISHING A SUITABLE J OB POLICY 1 Establish a Workday type for the regular weekdays Monday to Friday Immune Hours Work Before Work After 2 Establish a Workday type for Sunday and Saturday Micronet Documents Page 4 47 e MICRONET User Guide Advanced Daia Collection Solutions WeekEnd 00 00 Immune Hours Work Before Work After 3 Establish a Job using the above Workday types 40 Hours Weekend tu npn Ty sH TT eek IE PE 4 4 DEFI NI NG EXCEPTIONS This section describes how to define exceptions in the system To learn more about the use of exceptions for editing data see Maintenance e About Exceptions e Define an Exception Page 4 48 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET e Add an Exception e Delete an Exception e Edit an Exception e Half Day Exception e Exceptions and Over Time Calculations 4 4 1 About Exceptions The attendance policy is designed for the normal day to day work Yet there are exceptions which must be treated differently For instance an employee sent to a course can not punch a card but should be credited for
75. nt day modify them now As long as you have not selected a different day you may discard the changes for this day only by pressing Esc Once you select a different day the system validates and stores the last day s modifications 8 2 2 Handling Exceptions OnTimePro translates the employee s In and Out punches into Work Time The translation rules are defined by the Workday type associated with each day On exceptional days however the Work Time may be calculated differently Handling exceptions for multiple employees or days is explained in section 8 2 3 To handle a single exception Use the right pane of the Edit Data window Micronet Documents Page 8 91 L MICRON ET User Guide od Dala Colle In Out Work P Date 1 Hours Time Exception iT 2 949 08 01 o Hours J Tue 07 20 a Hours HA Glwed 0 30 17 8 Hours 04715799 Thu 08 10 13 8 Hours moer Fa 0710 8 Hours 04717799 Sat Day Ott 04 18 99 Sun Day Off For each day the following data is presented e In Out Hours The number of attendance hours according to the In Out punches This data is derived from the daily data and can not be modified e Work Time The number of hours that will be registered as work hours This value changes automatically according to the Workday type or the Exception if defined see below To manually change the work time registered for a day click on its Work Time cell and key in the desired value e
76. nts you wish to change then set the new value in the corresponding pop up field 5 Check the Overwrite Existing Data in order to apply the changes to all the selected employees days Clear the box to apply the changes only where no other data exists 6 Click OK to apply the changes to the selected group of employees on the selected days 8 2 4 Selecting a Different Employee To move to the next or previous employee on the list click the Next Employee or Prev Employee button respectively To choose any employee from the list click Employee on the toolbar 8 2 5 Selecting a Different Time Period OnTimePro offers a selection between daily weekly bi weekly semi monthly and monthly time periods for data modifications The default time period is equal to the pay period A different period can be selected via the Period option see next The currently handled date range is presented above the In Out table To move to the next or previous time period click the Next Period or Prev Period button respectively Micronet Documents Page 8 93 go MICRONET Advanced Dala Collection Solutions 3 3 Page 8 94 User Guide 1 To choose any time period click N Period The following dialog box opens et Choose Period Bl weekly Semi Monthly By Date Range Pera tf Daily f Weekly November 000 October 2000 September 2000 August 2000 July 2000 March 000 February 2000 Janua 2000
77. o Administration iene Sales Miller Michael J 3 Manufacturing Berger David 4 4 Service El Find M Cancel Page 8 89 lt lt MICRONET Advanced Dala Collection Solutions Page 8 90 User Guide 2 Use this window to select the employee and the period to be handled The default Date Period is the period that has been handled last To select a different period see Paragraph 8 2 5 3 Select the desired employee and click OK The following window opens Go back to OnTime Pro s main screen Select a different employee Select a different time period Change an employees attendance data for a specified date or date range Produce a Time Card report for the current employee and time lel Es ef OnTime Pro Edit Data Be Est Sean Bae ew D amp Gi Back Employee Period Functions Report Name Smith John ID No 1 Period 01 03 00 01 09 00 Department Administratior La fe i ote Exception Work Day 01 03 00 08 14 07 45 8 Hours o B Hours Haso Wed 07 27 15 53 08 26 08 15 8 Hours 01706700 Thu Aa 16 01 Ci 9 Hours ovo7 00 Fri 07 39 15 11 07 32 07 00 8 Hours 07 708 00 Sat OSS Week End 01 709700 Sun Week End Cancel Deduction om INJOUT Tear Yiew Month Yiew ey Prev Employee Next Employee gc zy Prey Period Nest Period pS E 7 Froceed to the next previous time period In this example the A function key was labeled Break This t
78. o Department 00 09 Department Sales Par Employee Name Entry Time Acuan Job Exception Department Administration 14 27 00 Mon Pd 8 3 4 9 Missing Punches Report This report lists all the incidents of punching In without punching out for the specified group of employees during the specified period ACME Industries Ltd Page 1 Date 12 29 2000 Missing Punches Report Period 11 27 00 12 03 00 Department Manufacturing Miller Michael Micronet Documents Page 8 101 MICRONET User Guide Advanced Dala Collection Salulions 8 3 4 10 Orphan Punches Report This report lists the incidents of punching a badge of a non existing employee during the specified period ACME Industries Ltd Page 1 Bate 11 29 2000 Orphan Punches REPORT Period November 2000 ke iy Bate eine tn 8 3 4 11 The Employee Annual Planner Report This report documents the various holidays vacations and _ leaves of absence that are planned for each individual employee The report s format is a list of events sorted by date The following information is presented in the Employee Planner report Date Day Exception type of exception and Description the specific event In addition the report also presents a second table with a summary by exception types This summary tallies the number of vacation days planned the number of vacation days used up up to the date that the report was generated and the number of days
79. o the Exception s original setting 4 4 2 3 Deleting an Exception 1 Select the exception to be deleted Click Si A confirmation dialog box opens Click OK to confirm deletion The system checks for employees with that exception If there are none the exception is deleted Otherwise deletion is canceled 4 4 2 4 Defining a Half Day Exception OnTime Pro enables the employee to report in the same working day about standard working hours together with exception hours In such case OnTimePRO reports to Payroll the combination of both work hours types If the Add Standard Hours option of the Modify Exception dialog box is selected then OTP will calculate the missing hours required to complete the standard workday hours and report this number as exception hours Micronet Documents Page 4 51 MICRONET User Guide Advanced Dala Collection Solutions AV Add Exception o Abbreviation Color Description 7rece Alternate Workday Cancel Deduction Add Standard Hours Counted for OVT OK x Cancel si For example if an employee worked 4 hours and the standard is 4 hours OTP will generate two payment records to Payroll as follows The system will display in the Time Card Report that the employee worked 8 regular hours All the 8 hours will be transferred to the payroll Fage 1 Date 29 03 2006 Time Card Report Period 27 03 06 02 04 06 Employee i Job 40 Hours Department ID No Employ
80. ollow the instructions on screen e Upon launching OnTime Pro Installation the Install Program performs a search in the installation media trying to detect if the ClockComm Installation Program exe file is present Rev 1 6 May 2006 The Setup Type window appears Select one of the following two types of OnTime Pro OnTime Pro Extra MICRON IET e f such program is found the OTP installation process is resumed If it is missing the following message appears the installation of ClockComm is needed for operation of onTime Pro Make sure that both installations exist on the same media Continue or exist e Once OnTime Pro installation is completed the ClockComm installation program is invoked e If at this stage the ClockComm installation program is not found the following warning message appears the installation of ClockComm is needed for operation of onTime Pro Please install ClockComm 3 2 1 OTP OTP Extra Multiple User Network Installation When installing the OnTime Pro OnTime Pro Extra Multiple User Network version the database is installed only once in the initial installation see Paragraph 3 2 1 1 the OnTime Pro application can be installed on more than one computer cir n Initial I nstallation including database 1 After selecting Custom in the Setup Type window the Select Components window appears InstallShield Wizard E Select Components Choose the components Setup wall install Sel
81. on Policy is a set of rules for the computation of normal and overtime working hours per pay period of each individual employee The process of defining the company s policy is as following also refer to the drawing on the next page Stage 1 Analyzing the different workday types practiced in the company Workdays may differ by shift length overtime calculations lunch break and hour limitations All the different workday types must be defined These are the building blocks of the policy The policy for a particular day may be manually modified Defining an exception table can automate this process Stage 2 Using the workday types to assemble different job types by applying the appropriate workday type to each day of the week see Paragraph 4 3 Each job type defines a different policy to be applied to Specific employees Stage 3 Associating each employee with the suitable job type Micronet Documents Page 4 25 a MICRON ET User Guide od Dalia Collectio Stage 1 Define workday types and exceptions Workday Type A 7 Exception A Workday TypeB f7 Exception B Workday Type C Stage 2 Define job types See Workday Type A suua Workday Type C Workday Type A Workday Type C Workday Type A Workday Type C Workday Type B Workday Type B Workday Type A Workday Type B Fri Workday Type C Fri Workday Type A Job 1 Job 2 St
82. ployee from the Employees List I 3 Click the Modify button the following window is displayed g4 Modify Employee lol x Personal Details Address Last Hame First Hame Street O Employee Humber Badge City Social Security Phone State EE OOO O O O Payroll ID Zip Gender o Hale C Female Picture Clocks Job Assignment Employment Pernod Department Start Marketing bi 01 02 2001 zal Job Policy Finish an Hours E zal Update W Enforce Fingerprint Attach Projects Update cat carry forward Credit Hours 11 Debit Hours E Sa OK M Cancel 4 In the Flexitime carry forward section see arrows above type in the number of Micronet Documents Page 4 39 MICRONET Advanoed Data Collection Solutions 4 2 4 4 2 4 1 User Guide Credit Hours to set the maximum carry forward Credit Hours Debit Hours to set the maximum carry forward Debit Hours 5 Click OK the Credit Hours and Debit Hours are now set for the employee Adding Deleting or Editing Workday Types Adding a New Workday Type 1 Click the Add WorkDay button The Add WorkDay window opens a Add WorkDay Ioj x Description E Hours Shift 1 Standard Hours 08 00 Shift Over Time Break Limits Flexitime ial Entry Details Exit Details Exit Time Entry Time 09 00 4 Grace Grace Round R ound Dock Dock 2 Set the workday properties as desired S
83. ployees and or DayS sseseeees 8 92 Selecting a Different EMployee ccc cece eee e cece cece eee e eee eeeeeeeeenenaes 8 93 Selecting a Different Time PeriOd cccceeee cece cece cece eeeeeeeeeeeeeeeanaas 8 93 Reet e ee re ee eo a ee 8 94 PROOUGING a REDOT occ cnmudnsivenhexdtonndylecidescntaueedachesmazenants ixveesarcendans 8 95 Sending a Report by Email cccccceee eee eeeeee cece sees ee eeeeeeeeeeeeeeenanags 8 96 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRON ET 8 3 3 8 3 4 8 4 Chapter 9 9 1 9 2 9 3 9 4 9 5 9 6 9 7 9 8 9 9 9 10 9 11 Appendix A Micronet Documents dvanced Daia Collection Sod Exp rting Reports to EX Cel coracessetennicnts ccetvintueda EK a 8 96 REPOL TY DCS 2c nepcnisaercaauiawenceaatmesneetemneondaaaeweaiienenceenmandccteameacnssuaeds 8 98 Exporting the Attendance Data cccccccsseccecceesceeceesseecescnscnecnsseessesonsosensness 8 105 MAINO ANCE vcsicnstianctsnsnsswadtinnnncisncanadededawaceensivaveususnsunasunavncnnestexies 9 107 Transferring Obsolete Data to History Fil S cccccecceeeeeeeeeeeeeeeeseeaeeaeeeeeeaeeaees 9 107 Restoring Data from History Fil S ccceececceeeeeeeeeeeeeeeee eee eesaeeaeeaeeeaesaeesaesaeegeees 9 108 Saving Data to a Backup File ssssssssnsnnnnnannnnnnnnnnnnnnnnnnnannnnnnnnnnnnnnnnnnnnnnnnnnnnennnnn 9 109 Restoring Data from Backup File csccscsescseseeceeensceeaneceeareser
84. port e a jg scent Micronet Documents Page 4 55 MICRONET User Guide Advanced Daia Collection Salulions 4 4 4 Examples of Different Exceptions EXAMPLE 1 HOLIDAY The following exception enables you to change the Workday type into Weekend in case the day is a holiday g Modify Exception Bi x Abbreviation Color woH mF Description work on Holiday Alternate Workday Week End W Cancel Deduction Fi OF X Cancel EXAMPLE 2 PERMITTED PAID ABSENCE The following exception enables you to credit an employee for a full workday although he she did not punch a card e g working out of office et Modify Exception Abbreviation Color AbP Lime Description Petmited Abrence Alternate Workday D ap Or hai aaa ET PTE TY EL RETEST Add Standard Hours Jf OK X Cancel EXAMPLE 3 LEAVE The following exception enables you to cancel the deduction of the absence hours registered during a specific workday e g in case of sickness Page 4 56 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET g4 Modify Exception Abbreviation Color Loa veliow bd Leave of bsence Alternate Workday 8 Hours X Merereeer eremm reret oats none TCaaaS Add Standard Hours J OK X Cancel Chapter 5 DEPARTMENTS AND EMPLOYEES In order to monitor employee attendance an employee list must be maintained Each employee i
85. port the report data from an OnTime PRO ACE Report to a standard Excel file Page 8 96 Rev 1 6 May 2006 z gt lt OnTime Pro OnTime Pro Extra MICRONET To export an ACE report from OnTime Pro to Excel 1 Inthe OnTime Pro Reports dialog box set the parameters of the report you wish to generate 2 Click the Export to Excel button on the Toolbar A Save File dialog box appears 3 Type a name for the Export to Excel file Select a Target directory for the file 5 Click Save The report is exported to the designated directoryas a standard Excel file xls NOTE The following table displays the default file name given by the system for various reports when exporting them to Excel TimeGard Rep Daily Activity Rep SurimaryException Rep HoursBbyCategory Rep SurimaryException Rep HoursDetails Rep ProReference Rep Micronet Documents Page 8 97 MICRONET Advanced Dala Collection Solutions 8 3 4 8 3 4 1 8 3 4 2 Page 8 98 User Guide Report Types Time Card Report This report presents the time cards of a selected group of employees for a selected period ACME Industries Ltd Page 1 Date 11 29 2000 Time Card Report Period 11 27 00 12 03 00 Employee Smith John Job 40 Hours Department Administration Employee Badge IN Daily Total Overtime Absence OUT Time Hours ae 1245 150 175 Hours PEN 0600 on Pos ros outro TP pamte foem ox00 on00 __ ___ eHours omoro
86. ptions etc The Query Server can also be used for access control and meal ticket printing The Query Server tool is installed automatically upon installation of the OnTime Pro Typical Local Installation or when installing the database in the OnTime Pro Custom Network installation The Query Server runs automatically when OnTime Pro is running It always runs on the same computer of the database The only operation needed is to configure each clock with the Query Server s IP address Micronet Documents Page 9 115
87. r Employee Name Total Used Remaining Doe John 1 1 0 Smith Jane 1 1 0 3 Jones Paul 1 1 0 vacation Employee Number Employee Name Total Used Remaining 1 Doe John 2 2 0 8 3 4 14 Project Reports OnTime Pro Extra OnTime Pro Extra enables printing three types of project reports e By Employee e By Project e By Reference Number The following are examples of these report types PROJ ECT REPORT BY EMPLOYEE ILeigh Jackosn 1967 Ltd Page 1 Date 26 12 2005 Projects By Employee Period 12 26 05 12 26 05 Employee Gill Beverley ID No 111 Department Field service Employee Badge 176 Dass f ome ow e Ook im Om Guanaty Total Hou Pencies 12 2605 Mon 0620 1220 260 woe 12 oer _ Cd E PROJECT REPORT BY PROJ ECT ILeigh Jackosn 1967 Ltd Page 1 Date 26 12 2005 Projects Hours detail Period 12 26 05 12 26 05 Project 0001 Sub Project Mission Boeing 7 Employee Date Da in Ow in Out Quantity Total Hour Parker Anthony 12 2605 Mon osoo 11 58 1230 1625 3 ee a S Sieve wen v7 10 te mo mie 1 os Project totals L a IS i Page 8 104 Rev 1 6 May 2006 lt L OnTime Pro OnTime Pro Extra MICRONET PROJECT REPORT BY REFERENCE Notice the described project below Boeing 777 includes also reports of Sub Project and Mission times ILeigh Jackosn 1967 Ltd Page 1 Date 26 12 2005 Projects By Reference Period 12 26 05 12 26 05
88. r beyond these 40 hours should be considered as OVT In both examples the workers worked 4 full days and took the fifth day off In example 1 this day was attached to the Election day exception that added 8 work hours and was counted for Over Time In Example 2 this day was attached to the sickness exception that added also 8 work hours but was not counted for Over Time Micronet Documents Page 4 53 goo MICRONET User Guide Advanced Dala Collection Solutions The following table demonstrates example one Over Time calculation Example 1 Annual Leave Paid counted for Over Time Time Card Report Period 26 04 06 02 05 06 Employee Donaldson Samuel Job 40 Hours Weekly Department Production ID No ean Badge 1 Date i ee ut Daily Total Fi Overtime WorkDay ceptionE F Hours Time Hours Hours 150 700 fae OC NB EH T amu Tu 08 00 18 30 vaso feo foon froo feae _ zama Fi 08 00 18 20 froao fosco ooo foo freas _ ayoa st foo No Working 30 04 s f f eo S O M ewoo 16 Hon joe 00 1630 f1030 osoo 1000 fico f Fiesta ws e enje _ Screen i 4 T Total in hours 4200 4000 48 00 48 00 Total in decimal 4200 40 00 48 00 48 00 Total after deduction 4200 40 00 48 00 40 00 os00 Joo Exception Total Annual 1 From the above table we can learn the following The employee worked 4 days and was absent the 5 day e Mon 10 Hrs worked
89. r details about each property 3 Click OK to accept the new job type OR Click Cancel to cancel addition 4 3 3 2 Deleting a J ob Type 1 Select the job to be deleted 2 Click Si A confirmation dialog box opens 3 Click OK to confirm deletion Micronet Documents Page 4 43 a MICRONET eea User Guide 4 The system checks for employees associated with this job type If there are none the job is deleted Otherwise deletion is canceled 4 3 3 3 Modifying a J ob Type s Properties 1 Select the job to be modified Click Ej If this job type is currently associated with any employees a warning will be presented Click OK to modify the job anyway or Cancel to leave it as it is 4 The Modify Job window opens at Modify Job Description 40 Hous Tuesday SHouws Wednesday SHous Thursday a Hours Friday 8 Hours Saturday Dap Off Sunday Day Off 5 Modify the job s properties as desired Refer to paragraph 4 3 2 for details about each property 6 Click OK to accept the changes you have just made OR Click Cancel to revert to the job s original setting 4 3 4 Printing a J ob Report 4 3 4 1 Printing Displaying a summary of the J ob s properties 1 Select the Job to be printed from the Job List 2 Click Ri The printing dialog box opens Page 4 44 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET Report Destination Destination Printer Print Cancel
90. rge variety of exception types It would sometimes be preferable to summarize all this data by foregoing some of the information presented by this report OnTime Pro s report generator provides such a report that is known as the Annual Summary by Exception ACME Industrial Corp Page 1 Date 02 05 2000 Annual Planner By Exception Period January 2000 Smith Jane 1 0 01012000 0101 2000 1 2 017102000 0171 0 2000 8 3 4 13 Annual Summary by Exception Report The Annual Summary by Exception report is similar in principle to the Annual Planner by Exception report The difference is that the summary is an abridged version that does not include the dates date ranges of the various events holidays vacations and other pre planned leaves of absence The advantage of the summary as opposed to the full detailed report is evident especially when dealing with large organizations with many employees and a large variety of defined holidays vacations and leaves of absence The printed output for such a large organization can be quite large and unnecessarily tedious to go through The abridged version of report can ease the workload when one is only looking for a broad overview of the defined exceptions and employees Micronet Documents Page 8 103 Pe MICRONET User Guide Advanced Dala Collection Solutions ACME Industrial Corp Page 1 Date 02 05 2000 Annual Summary By Exception Period January 2000 Holiday Employee Numbe
91. rt Back 1 Administration 40 Hours E Doe TT z l 2 Sales 40 Hours a Exceptions Miller Michael 3 3 3 Manufacturing 40 Hours Global Benger David 4 4 4 Service 40 Hours cong Titles ao fll Parameters iis lll Holidays Address Street Arr Fifth Ave Cilp Hew york State NY Zip 10016 Phone 212 963 0741 Database Folders List Employees List 2 Select Employees from the Database Folder List on the left The currently defined employees are displayed on the Employees list 5 2 1 Adding a New Employee 1 Click aa The Add Employee window which is identical to the Modify Employee window see next opens 2 Set the employee characteristics as explained in the Modify Employee paragraph below 3 Click OK to accept the new employee OR Click Cancel to cancel addition Page 5 60 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MiCRONE ET 9 2 2 I mporting Employees I nformation from CSV File OnTime Pro operators can import employee information from a third party application or an external data source CSV file To import an Employee list from an external CSV file 1 From the OnTime Pro Main window toolbar click Database The OnTime Pro Database window appears 2 From the tree view on the left select Tables and then Employees The Import button on the toolbar is added to the existing icons 3 On the OnTime Pro window toolbar click Import A browser appears 4 Locate th
92. rts The following window opens Time Card Micronet Documents Page 8 95 go MICRONET vanced Daia Collection Sal User Guide 2 Select the desired report from the Report Type box 3 Click Ai Print Report The following window opens Report Destination Gestination Cancel Printer Setup t Pages From tof Coples i lf Collate Range i All 4 In the Destination box select Printer to print the report or Screen to display it on screen If you choose to print the report e You can print a partial report select Pages from the Range box and use the From To fields to specify the page range to be printed e Enter the number of copies in the Copies field e Check the Collate box to if you wish to print all copies of the first page before starting to print the second page Clear the box to print all of the pages of one copy before starting on the next copy 5 To setup your printer before printing click Printer Setup 6 Click Print to start printing displaying the report 8 3 2 Sending a Report by Email OnTime Pro enables you to send the generated report by Email To send a report by email 1 Set the report s parameters as required 2 On the Reports window toolbar click the Email Report icon Your Default Mail Client program opens with the report attached to the message 3 Set the message destination and click Send The message is posted 8 3 3 Exporting Reports to Excel You can ex
93. s Policy Administration workday A Saj Job i H Exceptions Global Service Manufacturing fl Parameters lik Holidays e Click Fy The Add Department dialog box opens Page 3 20 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra at Add Department Ho e Hame meoo Default Job mo MICRONET Advanced Data Collection Saulis In the No field enter 1 In the Name field enter a department name in your company for example Sales From the Default Job pull down menu select 40 HOURS the only preset option available Click on the OK button Now that one of the departments has been defined you can define an employee into that department To define an employee Select Employees from the Database Folder List on the left The currently defined employees are displayed in the Employees list The Database window will now appear as follows ef OnTime Pro Database File Options Report Help Add Hodiy Delete den Back ig Departments Em ployees Tables Policy Global f Titles fl Parameters 1 1 Administration 40 Hours 2 Sales 40 Hours 3 Manufacturing 40 Hours 4 Service 40 Hours John 1 Jane 2 2 Michael 3 3 David 4 4 e Click E The following window opens Micronet Documents Page 3 21 MICRONET User Guide Advanced Dala Collection Solutions at Modify Employee Personal Details Last Name First Name Smith John
94. s The following dialog box opens E Type Password Authorization User Ada Benmore E Close This dialog box enables you to e Add user supervisor to the authorization list see Paragraph 3 3 1 e Remove user supervisor from the authorization list see Paragraph 3 3 2 Micronet Documents Page 3 17 lt L MICRONET anaa A S User Guide e Purge the authorization list to allow free access to all See Paragraph 3 3 3 Add remove passwords as necessary then click Close to start OnTimePro e If the authorization list is empty OnTimePro starts without password protection This means that all OnTimePro s options are accessible to all users e If the authorization list contains only User passwords you will be requested to define at least one supervisor before starting the OnTimePro system e lf the authorization list contains at least one Supervisor password the following dialog box opens Type Password i Type a password to start OnTimePro Entering with a User password disables the following options Database Setup Edit Data and Maintenance NOTE 3 3 1 Adding a User Administrator to the Authorization List Type Password Authorization User Ada Remove Ee Close Enter a password of at least 4 characters into the Type Password field Select the password s authorization level User or Administrator from the Authorization drop down list 3 Click Add A confirm
95. s employee definition punching a card loading data from InTagral to PC and producing a report Chapter 4 Attendance Calculation Policy guides the reader through the process of defining the company s Attendance Calculation Policy Chapter 5 Departments and Employees provides instructions for defining departments and employees and associating employees with a specified department Chapter 6 Global Settings provides instructions for defining global titles global holidays and general parameters that influence OnTime Pro s overall behavior Chapter 7 Planning Tools tools that enable the administrator to plan out vacations and holidays in advance Chapter 8 Routine Operations describes the use of OnTime Pro for routine attendance control and calculations Chapter 9 Maintenance describes various database management operations such as transferring obsolete data to history files restoring data from history files saving data to a backup file defining user Supervisor passwords etc Appendix1 describes problems that may occur when using OnTime Pro and suggests ways to solve these problems Micronet Documents Page 1 7 OnTime Pro OnTime Pro Extra MICRONET Chapter 2 OVERVIEW 2 1 ABOUT ONTIMEPRO OnTimePro is a complete system for automatic recording of employee attendance and producing work hour reports The system is designed for small and medium sized organizations Using the OnTimePro software the user can
96. s identified by name and ID number the later may be derived from the payroll software in use Further details such as address telephone number or even a photograph may also be included Each employee must be assigned a badge number a department and a job type Departments and Job types are taken from pre defined lists see Chapter 4 for defining job types see below for defining the Departments An employee whose badge is lost or damaged may be assigned a new badge Consequently the old badge becomes invalid An employee who leaves the company may be deleted from the list provided that there is no attendance data recorded for him or her The employee badge however may be re assigned to a new employee as soon as employment is terminated according to the registered departure date Employees are associated with a Department Departments are identified by their name and number It is possible to define the department s default J ob type to be applied to all the department s employees unless otherwise Specified 9 l ADDI NG DELETI NG AND EDITI NG DEPARTMENTS The department list is managed via the Database option as follows 1 From the main window click ad The Database window opens Micronet Documents Page 5 57 MICRONET a Advanced Daia Collection Salulions User Guide Database Toolbar ef OnTime Pro Database File Options Report Help a Ee ls Back Add Modify Delete Report Tabl T
97. s report is only one page long To setup your printer before printing click Printer Setup Click Print to start printing displaying the report Page 4 41 MICRONET vanced Dala Collection Solutions User Guide 4 3 DEFINING J OB TYPES 4 3 1 About J ob Types Once you establish the company s workday types you can use them as building blocks to assemble different job types such as part time job full time job etc You define a Job type by defining the workday type to be applied on each weekday determining whether to enable overtime calculations and selecting between punching once a day and punching In and Out The job types are managed via the Database option as follows From the main window click x The Database window opens Database Toolbar at OnTime Pro Database File Options Repot Help SREB by Back Add Modify Delete Report Tables 3 2 Departments R Job A 40 Hours Overtime Punch Type a Employees H 40 Hours Week Days Regular 40 Hours 0 vertime s k Monday a Hours C Singe Tuesday amp Hours I Over Time Wednesday Hours ffl Parameters bi iia Holidays Thursday Hours Friday gt A Hours Saturday Week End Sunday gt Week End a ee ie a P a Database Folders List Job List Job Properties 1 Select Job from the Database Folder List on the left The currently defined job types are displayed on the J ob list 2 Select a job from
98. s the administrator a convenient overview of an entire year for scheduling and reviewing the year s holidays and vacations Micronet Documents Page 5 71 MICRONET vanced Daia Collection Sal User Guide et OnTime Pro Database File Options Report Help a iS 0 Add Modify Delete Report Tables Holi olidays fg Departments iW Employees Year View Month View List View Policy Workday How TO USE THE YEAR VIEW 1 From the year selector at the upper right hand corner of the Holidays pane choose the calendar year that you want to work on 2 Inthe Year View tab choose the cell that corresponds to the first day of the holiday that you wish to define To add or modify a holiday in List View e To add a holiday to the list click on the Add icon pi l e To modify a holiday s properties click on the Modify icon EA A dialog box will appear Fill in the relevant information into the fields for Description for example New Year s Day Date the starting date and Number of Days total number of days allotted The field Exception assigns the pay policy for that holiday Choose from the drop down list the exception that establishes the most appropriate policy for that holiday or vacation To establish a holiday for more than one year click on the Every Year checkbox Page up the years in the year selector field of the main Holidays window every year displayed will be covered by the Every Year option
99. se Agreement window appears InstallShield Wizard License Agreement x Please read the following license agreement carefully Press the PAGE DOWN key to see the rest of the agreement END USER LICENSE AGREEMENT FOR In agral OnT ime PAO IMPORTANT REAG CAREFULLY This End User License Agreement ELA is a legal agreement between you ether an individual or a single entity and Micronet Ltd For the software product s identified above which may include associated software components media printed materials and online or electronic documentation SOFTWARE PRODUCT By installing copying or otherwise using the SOFTWARE PRODUCT you agree to be bound by the terms of this ELA Ifyou do not agree to the terms of this ELA do not install or use the SOFTWARE PRODUCT If the SOFTWARE PRODUCT was purchased by you you may return it to your place of purchase for a full refund Do you accept all the terme of the preceding License Agreement Ifyou choose No the setup will close To install OnTime Pro you must accept this agreement lnatallshreld Ha Carefully read the License Agreement then click Yes 6 N installation of the OnTime Pro OnTime Pro Extra application e Custom allows installation of the OnTime Pro application on a Network for multiple user use see Paragraph 3 2 1 e Typical installs the OnTime Pro application on a single computer see Paragraph 3 2 2 8 Click Next and f
100. set to either disable or enable overtime calculations If enabled the overtime calculations are performed for each weekday according to the corresponding Workday type as follows Work hours that exceed the limit set by this Workday type are purged Work hours recorded at special hours are allocated to the corresponding overtime level The remaining work hours are partitioned into regular hours and overtime levels according to the quotas defined for this Workday type In addition to overtime calculation on a daily basis You may specify work hour quotas for the full pay period i e overtime on a weekly or monthly basis The total number of regular hours accumulated per period can be partitioned into regular hours and overtime levels according to quotas defined for the job type ABSENCE DEDUCTION A Workday type may or may not enable Absence Deduction For each weekday of a type that enables Absence Deduction the absence hours if any are added to the period total These hours will be deducted from the total number of overtime hours Some overtime allocations can be made immune to deductions Micronet Documents Page 4 27 lt lt MICRONET vanced Daia Collection Sal User Guide 4 2 DEFINING WORKDAY TYPES 4 2 1 About Workday Types In most companies one can distinguish several workday types regular day night shift holiday and so on Workday types differ by shift length overtime calculations lunch break
101. te A Date Plan dialog box will appear f Date Plan 01 01 00 ioj x Exception Holiday Bl Hum Days fi y OF x Cancel When the Date Plan dialog box appears on the screen do the following 1 In the Exception field choose a predefined exception that will establish the rules that govern this day 2 Inthe Number of Days field set the number of days that you want this exception to be in effect starting with and including the day you chose 3 Click OK to confirm or Cancel 7 2 2 The Planner Reports OnTime Pro s reports generating utility is equipped with three types of reports that document holiday vacation leave planning activities The Employee Annual Planner Report Annual Planner by Exception Annual Summary by Exception For more on generating reports see Paragraph 8 3 7 3 PROJ ECTS ONTI ME PRO EXTRA The OnTime Pro Extra project module enables the collection of employee data by global single level and multi level projects A global project is defined for general activity that may be assigned to all the organization employees Only main projects can be defined as global Micronet Documents Page 5 79 go MICRONET vanced Daia Collection Sol 7 3 1 Page 5 80 of 121 User Guide A multi level project enables management of data using a work breakdown structure by breaking a project down to two additional levels sub projects and tasks Multiple sub projects may be assigned for
102. te and Overwrite Update means that if the employee number exists in the database only his her parameters will be updated In case the employee number does not exist the employee will be added Overwrite means that the existing employees data will be deleted and overwritten by the new ones e Ifthe import process or part of it fails a message is written in the log file The log file DbLog txt is located in directory in which OnTime Pro is installed In the log file you can find out the cause of the problem as well as the date and time in which it occurred and the exact line in the CSV file in which it was reported Modifying Employee Characteristics 1 Select the employee to be modified then click gj The Employee Modify window opens at Modify Employee i IS x Personal Details t Address Last Name First Name Street fon fn Employee Number Badge City Social Security Phone State Payroll ID i m Gender Male Female i Picture Clocks Job Assignment Employment Period Department Start Marketing jon 02 2001 E Job Policy Finish fao Hours EF zal W Enforce Fingerprint Attach Projects Update ont carry T Credit Hours 11 Debit Hours 11 x Cancel 2 Use the Personal Details box to set the following characteristics all fields are not mandatory unless otherwise specified e Last Name First Name Enter employee s full name These fields are not mandator
103. the job list to view its properties on the right pane NOTE Modifying adding or deleting job types are explained in paragraph 4 3 3 Page 4 42 of 121 Rev 1 6 May 2006 ed Daia Colle OnTime Pro OnTime Pro Extra MICRON ET 4 3 2 The J ob Properties The job properties are e Job Description e Week Days defining the policy workday type to be applied on each weekday e Punch Type Regular the employee is expected to punch In upon entry and Out upon exit The work hours are calculated as the interval between In and Out Single the employee punches once a day to signify his or her presence A present employee is credited for Standard working hours e Overtime enable disable overtime computations If checked overtime hours of each weekday will be computed according to the corresponding Workday type In addition it is possible to use the Period Quota box in the Job Modify form to define overtime quotas per period the total number of regular hours accumulated during the period will be re partitioned to regular and overtime hours according to these quotas Punch Type Regular C Single E Over Time Pernod Quota Level 1 Level 7 Level 3 B 4 3 3 Adding Deleting and Editing a J ob Type 4 3 3 1 Adding a New J ob Type 1 Click aah The Add Job window which is identical to the Modify Job window see next opens 2 Set the job properties as desired Refer to section 4 3 2 fo
104. time e Grace Tolerated delay in minutes Punching In at any time between Entry Time and Entry Time Grace will be registered as entry at Entry Time e Round Unauthorized early arrival in minutes Punching In at any time between Entry Time Round and Entry Time will be registered as entry at Entry Time e Dock Unexceptable delay in minutes Punching In at any time between Grace and Dock will be registered as entry at Entry Time Dock EXIT DETAILS e Exit Time Shift ending hour Punch Out is expected at this time The following parameters Grace Round and Dock all relate to this time see drawing below Micronet Documents Page 4 29 MICRONET Advanced Daia Collection Solutions User Guide e Grace Tolerated early departure in minutes Punching Out at any time between Exit Time Grace and Exit Time will be registered as exit at Exit Time e Round Unregistered late departure in minutes Punching Out at any time between Exit Time and Exit Time Round will be registered as exit at Exit Time e Dock Un tolerated early departure in minutes Punching Out at any time between Dock and Grace will be registered as exit at Exit Time Dock Exit Time t Dock minutes gt i Round minutes gt Grace minutes SS a o Punching Out during Punching Out during this interval will be this interval will be registered as exit at Exit Time registered as exit at Exit
105. ting an EMPIOyEe tags os Sees vapiamacependtocsssuieenteerssaseniamiastaauenctaeds 5 63 Printing an Employee Report sessssssssesrenrrnsresrenrrnsresrerrrrsresrerrerne 5 64 Ee al NSS E E ene E E E A ees heene voneunae 5 65 Defining the Company NaMe s ssssesserssrerrsrrrrerrsrrrrrrrsrrerrrrereerene 5 66 Naming InTagral s Key Functions sssssssssressrsrrsnrrnrrrrrrerrerrrrrrsrrere 5 66 Defining Overtime Titles Levels 1 2 and 3 essssesssrssrsserserrrrrrerss 5 66 General Pala Meters ansen aiana A onne 5 67 Setting the Pay PENOU wiwiiiswcsitacnasrehdesedeesicsindi TEENAA 5 67 Selecting the First Week Day nossesssssnesrsresrsneresrenrrrerrerenrersrrererree 5 68 Exporting Attendance Data to a Payroll Software s sssssessrrerrerrre 5 68 Defining Automatic Manual Daylight Saving Time ccc eee e eee eens 5 68 Changing the User Interface Language cccceec cece cess eee eeeeeeeeeeees 5 68 Defining the Global Rounding ParaMeeL ccc ceeceeeeee cette eee eens 5 68 Authorizing Employees to New CIOCKS cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeees 5 70 Global Holidays and V ACGUONS sccecsedaciveaicsaeniouneriscdaraanacentalanemesentaeveeia ain 5 70 Defining Global Holidays and Vacations ccceeeeeeeeeeeeeeeeeeeeeeeeneees 5 70 The Global Holidays Window ccccccccc ce ceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenenes 5 70 The Global Holiday PIANMED ccssssvecietweissateessapaunsbaaiweiasansaiwaneenacatiav
106. ton to select the directory and set the file name You can name the destination export file as you like No extension is required Use the Export From Table drop down list to define the data to be exported select Transactions to export the daily attendance data or Transactions Totals to export the calculated totals of the payroll period The destination software expects the export file to contain records of a certain structure each record should contain certain fields in a given order In case of ASCII files the software allows the user to define Page 9 113 certain appearance properties such as specified length or alignment To specify the record structure in accordance with the destination software s documentation e Define the record s first field Select a field from the Available Fields list If the field is expected to have a certain property select it from the Available Properties list and set the property s value in the Property Value box Click Add to add the field to the Exported Pattern box Example If the pay roll software expects the characters field to contain the daily total select Daily Total from the Available Fields list then select Size from the Available Properties list and set the Property Value to 10 In the same way define the rest of the record s fields OntTime Pro Generate Export Pattern E xj Code Regular Hours Code Overtime 1 Code Flexitime Hours Code Overtime 2
107. upper right of the Parameters pane Four labeled combo boxes will appear below two for IN and two for OUT the fields for which are labeled Interval and Grace Page 5 68 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET For a full explanation on rounding intervals and grace periods go to the section on The Workday Properties in the chapter on Attendance Calculation Policy In addition to rounding rules that are time localized to the entry and exit times of a given workday OnTime Pro also includes a global rounding function which can either be enabled or disabled If the global rounding rules option is enabled by checking the appropriate box two sets of fields will appear IN and OUT Each of these sets will contain two fields Interval and Grace Interval The duration of the rounding in minutes Divides the hour into equal intervals of time For example to get quarter hour intervals or time set Interval field to field to 15 To disable rounding set Interval to O Grace The part of the interval in which rounding is in the employee s favor In minutes The following schematic diagram shows how the grace period applies when punching IN and when punching OUT Grace 5 minutes interval 15 minutes Interval 15 minutes Grace s minutes IN OUT Micronet Documents Page 5 69 MICRONET vanced Daia Collection Sal User Guide 6 2 7 Authorizing Employees to New Clocks If
108. working day is Monday To start the week at any other day select the desired day from the First Weekday pull down list 6 2 3 Exporting Attendance Data to a Payroll Software The attendance data file may be exported to an external payroll software for further computations This requires the system to format the data so that the destination software will be able to read it Select the export file format from the Export Format pull down list Different export file formats can be defined via the Maintenance option as explained in Chapter 10 6 2 4 Defining Automatic Manual Daylight Saving Time OnTimePro can either set the Daylight Saving Time DST starting and ending dates according to the Windows settings or let the user adjust these dates manually To use Windows DST settings check the Automatic DST box Clear the box to allow manual configuration of DST see Paragraph 4 2 5 6 2 5 Changing the User I nterface Language To change the user interface language click the button within the Language box and select a language from the list 6 2 6 Defining the Global Rounding Parameter Global Rounding is the global parameter function that enforces a standard policy for rounding off entrance times and exit times for all of the employees of a given organization The Global Rounding function is found in the Parameters pane of the Database window To enable the Global Rounding function check the appropriate check box at the
109. y since the system identifies the employees according to their Employee Number and Badge e Employee Number A mandatory field Enter the employee number as registered in the company files e Badge A mandatory field Enter the Card Number printed on the employee badge The system will reject badge numbers that are already assigned to other employees we OK Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET e Social Security Enter the employee s social security number e Phone Enter the employee s telephone number e Gender Click a radio button to specify the employee s gender 3 You may use the Address box to enter the employee s home address Street City State and ZIP code 4 Use the Job Assignment box to define the following e Department A mandatory field From the drop down list select the employee s department As a result the department s default job type is displayed in the J ob Policy field e Job Policy A mandatory field The default value of this field is set according to the currently selected Department You may elect a different job type from the drop down list 5 The Employment Period box is for specifying the employment period These fields are not mandatory To set the Start and End fields you may either e Type the date directly OR e Click Bl The following calendar browser opens H Fenruary aji 999 Fr Sat 1 Mes 4 5EB 7 a g 4o 11 12 13 14 15 16 17 18 19 20
110. you have defined new clocks to OnTime Pro you must authorize employees who are currently defined to the system to use the newly defined clocks 6 3 GLOBAL HOLIDAYS AND VACATIONS 6 3 1 Defining Global Holidays and Vacations The Global Holidays function enables you to define certain days of the year as Holidays or paid vacation days for the entire workforce This feature is particularly useful for automatically defining certain days of the year where a particular policy will be uniformly applicable without having to individually define for each employee or department 6 3 2 The Global Holidays Window When clicking on the Holidays option from the Global list on the left pane the Holidays window appears on the right pane of the Database window The Holidays window has three folders Year View Month View and List View A more in depth explanation on planning for holidays vacations and leaves of absence will be described in chapter 8 st OnTime Pro Database File Options Repot Help S ae Back Add Modity Delete Report Nels Holidays fg Departments EE Employees Year View Month View List View Policy Global vg Titles ffl Parameters Page 5 70 of 121 Rev 1 6 May 2006 OnTime Pro OnTime Pro Extra MICRONET Chapter 7 PLANNING TOOLS OnTime Pro contains tools that enable the administrator to plan out in advance vacations and holidays There are two sets of tools The Global Holiday Planner

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