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Vendor`s Manual for Timeclock Plus 3

1. Management Message A message that will be displayed to all employees when clocking in or out Individual messages can be sent by entering the message into the employee record Current Week Displays the current TimeClock seven day week Base Pay Period Date A date used for calculating pay period ranges in reports Enter a date that corresponds to the first day of one of your pay periods Pay Frequency Used to calculate default dates when printing reports Does not have anything to do with the method of calculation of data Period starts on Used when semi monthly or monthly periods are selected to determine what dates the periods start on i e the 1 and 16 Start of day This field is used solely for display purposes in labor cost Fields Each of these entries represents the description of the miscellaneous fields that are tracked on a per employee basis These fields can be found on the Info screen of each employee They can also be found in the Criteria when filtering employees for reporting or other purposes Employee Entry Items checked in this area will be required in the employee information screen For example if you require that all new employees have a social security number entered place a check in the SSN field Exporting TimeClock Plus provides several areas to export data from the system The most common of these is exporting payroll data For more inf
2. 3 Press and hold the right mouse button To open the individual schedule window to edit a shift 1 Select the day to view using the tabs 2 Locate a shift for an employee you would like to edit 3 Double click the bar representing the shift Editing Individual Schedules The schedule can be viewed in one of three ways the weekly overall schedule the daily overall schedule or individual employees schedule To view the overall schedule select from the View menu either Weekly overall schedule or Daily overall schedule Individual employee schedules can be viewed by double clicking on the appropriate line in the Overall Schedule or by selecting the Employee Schedule from the scheduler menu To add shifts to an employee s schedule 1 Start TimeClock Scheduler 2 Create or open a schedule 3 Display the employee s schedule 4 Double click on a free slot on the day you want to add the shift 5 Enter the appropriate information for Date In Time In Date Out and Time Out 6 Select the appropriate job code for the shift 7 Optionally enter a brief description of the shift This description is only used for display during editing and on printed Scheduler reports it does not affect operation in any way 8 Click Ok To delete shifts from an employee s schedule 1 Display the employee s schedule 2 Click on the shift you wish to delete The shift will be highlighted in purple 3 Tap the Delete key
3. Passwords TimeClock Plus supports password protecting your data against prying eyes and fingers There are four different passwords available two to allow administration and two to override restrictions on clock in and clock out times The Supervisor password is the password that is used when logging into the system as Supervisor The Supervisor user has full access to all TimeClock functions and options In a situation where only one user is administrating the TimeClock system and user level access is not required the administrator can log in as Supervisor to control the TimeClock system 74 TimeClock Plus Reference Guide The User password option is used to change the password of the current user that is logged in This option is only visible when a user other than supervisor is logged into the system and the user has access to Change own user password as setup in the user profiles section see p 79 The Remote Terminal Password is used as an override to allow employees to clock in or out at a remote data terminal RDT regardless of schedule or overtime restrictions It is a numeric password up to eight digits The TimeClock Restriction Password is the corresponding password for employees clocking in or out at a computer using the TimeClock Plus program It is an eight character password consisting of letters numbers and symbols If either password has not been configured employees clocking in or out at the corresponding location
4. To copy shifts from one day to another 1 Display the employee s schedule 2 Click on the shift you wish to copy but do not release the mouse button 3 Holding down the button drag the shift to the day you wish to copy it to 4 Release the mouse button To copy days from one day to another or one employee to another 1 Display the employee s schedule TimeClock Plus Reference Guide 85 Click on the day you wish to copy Click on the Copy button Select Copy day If necessary display the target employee s schedule Click on the day you wish to copy to Click on the Copy button Select Paste day CANE ON To copy weeks from one employee to another Display the employee s schedule Click on the day you wish to copy Click on the Copy button Select Copy schedule Display the target employee s schedule Click on the day you wish to copy to Click on the Copy button Select Paste schedule CIO Ve A To copy weeks to a template for later use Display the employee s schedule Click on the Copy button Select Copy schedule to template Enter a name for this template then click Save Ere YS wH 4 2 3 4 To recall a template to an employee s schedule 1 Display the employee s schedule 2 Click the Copy button 3 Select Copy template to schedule 4 Click on the template you wish to recall then click Load To copy an entire week s schedule from a previous week for one e
5. Employees and management now have the ability to verify hours worked This is especially helpful if you have a number of different Kou departments with supervisors responsible for verifying their employees hours Employees can verify hours from the TimeClock window by 1 When clocking in or out employees can click on View hours displaying a window showing shifts worked 2 Highlight the shift you want to verify and while holding the cursor next to that shift and under the Ok column click the mouse button this will place a check beside the shift To verify employees hours from the TimeClock Manager window 1 Start TimeClock Manager 2 From the Employee menu select Edit hours 3 Enter the employee number or select from the drop down list TimeClock Plus Reference Guide 81 4 Highlight the shift you want to verify and while holding the cursor next to that shift and under the M column click the mouse button this will place a check beside the shift A red checkmark under the M column indicates the manager has verified the hours in that shift A blue checkmark under the E column indicates the employee has verified the hours in that shift Who s here and call list TimeClock Plus provides the ability to instantly see what employees are clocked in who has overtime and who should be called if more workers are needed to avoid costly overtime These abilities are provided through the Who s Here and the Ca
6. The first two are for reference purposes only they will display while editing shifts and print out on most scheduler reports but they do not affect operation of TimeClock Plus in any way The OPEN shift allows an employee to clock in and out at any time during the shift regardless of scheduler restrictions This is useful for on call employees or backup personnel Employees scheduled as OPEN can clock in and out but will not appear as absent and differences will not show up on the Job Scheduled vs Actual report The OFF and ON CALL shifts are listed for the entire day The OPEN shift can be scheduled for any time range a normal shift can To schedule a special shift Display the employee s schedule Click on the appropriate day Click the Pool button Double click on the special shift that you want to schedule the employee for 5 If you are scheduling an OFF or ON CALL shift optionally enter a description for this shift 6 If you are scheduling an OPEN shift enter the start and end times of the OPEN period 7 Click Ok RON Transferring Sick and Vacation Time Sick and Vacation time that is prescheduled can automatically be entered into TimeClock Plus This is the only time that any operation performed in TimeClock Scheduler has any effect on TimeClock Plus s record of actual times The transfer only affects the currently open week Example Fred Bloggs has known about a vacation that he was planning t
7. 36 TimeClock Plus Users Guide Overall Print salaried employees If this option is cleared employees with the Salary option under the Overtime tab of the employee edit screen marked will not print Print employee wages If this option is checked the wages entered in the Job Code tab of the employee edit screen will print NOTE The current user must have access to wages in his her user profile Report Saturday Sunday hours This option will include an additional field on hours worked on Saturday and or Sunday Print hours worked in hours minutes de This determines whether hours and minutes or hours and hundredths are used to report hour totals If this option is checked then seven hours and fifteen minutes will be printed as 7 15 If this option is cleared then it will be printed as 7 25 Note that due to rounding limitations mathematically inherent in this conversion the hours hundredths method may cause totals to appear incorrect However the information is correct and mathematically sound Example Three shifts of six hours and 20 minutes will report in hours hundreaths as 6 33 hours each 6 1 3 hours each Adding these up manually will result in 18 99 hours when the actual time is 19 hours TimeClock plus will print 19 00 hours in this case If you aren t sure what was printed at a particular time remember that a colon means that hours minutes was used and a perio
8. For example if BC is entered and the employee s edit field contains ABCD it is considered a match whereas BAC is not If set to value is a numerical comparison is performed between the two edit fields Note that text values in the edit field of an employee record have a value of zero For the numeric fields several ranges can be entered separated by commas Also single numbers instead of ranges can be entered Example Dr Fred Wilson s Computer Services spans three sites now Dr Wilson assigns the employees at Site A numbers from 1 9999 employees at Site B the numbers 10000 19999 and employees at Site C 20000 29999 Also he assigns employees who are salaried classification 10 employees who are on hourly wages classification 20 and employees hired through a local temporary employment service classification 30 If he wants to work with employees from Site A he can select employee numbers 1 9999 and classifications O 99999 If he wants to work with employees who are from the employment service he can select employee numbers 0 9999999999 and classification 30 If he wants to work with employees from Sites A and C who are paid hourly he can select employee numbers 1 9999 20000 29999 and classification 20 Defaults TimeClock Plus has several configurable options known as defaults These defaults affect the way that TimeClock Plus works in various ways To set defaults in TimeClock Manager from the Configurat
9. one to clock in under Making only one code clockable can eliminate this Ireceive an error Employee Number Not Found when clocking in Why Make sure that the employee is using the correct number when clocking in This could be from mistyping the number when entering them into the master employee list or the employee could be mistyping their own code Verify that the employee knows his her code If a magnetic card reader is being used see if the card that the employee is using is encoded with the correct employee number To identify a mag card s number see How do test the number on a magnetic card What is Job Costing and the Job Costing Module The Job Cost Module is an inexpensive addition to the TimeClock Plus software by Data Management Inc This flexible module allows a more detailed means of tracking employee time and attendance Along with the added tracking feature are four additional reports which are designed to show how much time has been spent on each job The management simply keeps a list of all possible job costing codes up to date this is much like the Master Job Code List of TimeClock Plus These cost codes will be global to all employees who are allowed to work under them The employee will clock in as normal and the system will prompt him for the job cost code He may type it or select one from the list Example A car manufacturing company employee could clock in under the job co
10. 5 15p Restrict Clock In when employee reaches overtime This prevents an employee from clocking in after the requirements for overtime are met See Restrictions in the Reference Guide p 75 Restrict Clock In when employee reaches X hours This prevents an employee from clocking in after X hours in a single week Employee Message This is displayed to the employee the next time he or she uses TimeClock Plus to clock in or out 52 TimeClock Plus Users Guide History This displays a list of each message that has been sent to an individual employee Message history must be enabled in the Defaults for this option to track history data Employee has read this message This indicates whether or not the employee has read the message since it was last changed Scheduler Approval required for This prevents the employee from clocking in or out outside of a specified number of minutes of his or her scheduled time See Restrictions in the Reference Guide p 75 Round to scheduled This rounds an employee s time to the scheduled time if the employee clocks in or out within a specified number of minutes of the scheduled time Both the actual time and rounded time are saved Notes This is a generic space in which you may enter notes about this employee Photo Allows for the storage of a photograph of the employee The image must be in BMP form
11. 8 TimeClock Plus Users Guide The first screen of the installation is the Welcome screen Press the Next button and the license agreement will be displayed When you have read and understand the license agreement press the Next button to proceed You are now prompted to enter your company name and serial number Your serial number can be found on the inside front cover of your TimeClock Plus User Reference Guide If this is the first time that TimeClock Plus 3 0 is being installed on this system both fields will be blank Enter your company name and serial number and press the Next button to continue Note that you must enter a valid serial number before the installation system will allow you to proceed If you are installing a network version of TimeClock Plus please skip to the section titled Network Installation Single User Installation At this point you will be prompted to enter the directory where you would like to install TimeClock Plus If you have a previous version of TimeClock Plus 1 0 1 1 2 0 for Windows installed on this system you are given the opportunity to install version 3 0 into any of those directories To install into the 1 0 1 1 or 2 0 directory select the appropriate radio button for your desired install If you would like to use the default 3 0 directory or you would like to specify a different directory choose Specify Directory and type the directory name in the edit box Press the Next button to proceed Ski
12. Repeat for each record you want in the shift except the last record In order to maintain accountability any edits made to employees hours are permanently logged For each edit TimeClock Plus records the date and time the change was made a description of the change and the user who performed the change see User Profiles in the Reference Guide p 79 This log can be viewed by selecting from the Tools menu the option View hour edit log The times shown in the edit hours screen are the times for which the employee will be paid If auto rounding or round to schedule is 6 active for the employee these times may not be the actual in or out time If it is necessary to view the employees actual times click on Also Show Actual Times and the screen will display the actual clock in and out times if they vary from the time displayed Closing weeks TimeClock Plus organizes its historical data in weeks The current week file is the workspace where all transactions are performed For each previous week there is a separate file kept in an archival location Closing the week performs the process of archiving old data This takes all the information that needs to be archived and sends it to that week s file The process of closing a week must be performed once every week No data is lost only stored in a different place Reports printed for time periods outside the current week automatically access the appropriate archive file With a mechan
13. TimeClock Plus 3 0 Creating Diskettes from the CD ROM If you have access to a CD ROM on a computer other than the computer where TimeClock Plus is to be installed you can create diskettes from the CD ROM by following these steps three formatted 1 44MB diskettes are required Insert the CD into the drive Click on the Start Menu and select Run Enter X Utility MakeDisk and press ENTER where X is the drive letter of your CD ROM drive 4 Follow the onscreen instructions to make the diskettes 4 2 3 Starting the installation To begin the installation of TimeClock Plus 3 0 for Windows insert the CD into your CD ROM drive If Auto Run is enabled the install will automatically start If Auto Run is not enabled click on the Start menu and select Run Enter X SETUP in for the program name and click the Ok button where x is the drive letter of your CD ROM TimeClock Plus Users Guide If you have ordered or created 3 5 diskettes the setup program can be run by inserting the first disk into your drive clicking the start menu selecting Run and entering A SETUP or B SETUP depending on the drive letter of your floppy drive Once the Install application is started it will check to make sure that no TimeClock 3 0 applications are running on the system If TimeClock applications are running you will be presented with a screen similar to the following Applications Running The followi
14. You can connect the RDT to either style of port however you must have the proper adapter Do not connect the RDT directly to an RJ11 port telephone port on your modem damage to both devices may result The RDT comes with an adapter to connect it to a serial port Connect one end of the RJ11 cable it looks like a telephone cable to the adapter and the other end to the RDT Be sure that you are using the cable supplied by Data Management Do not attempt to replace the cable supplied by DMI with a phone cable Although the RDT cable and a phone cable look identical they are not interchangeable Also for best results do not run the RDT cable parallel to power lines and avoid ballasts like those found in fluorescent lighting whenever possible Configuring the WinRemote Software WinRemote is the program that configures and runs the RDT To configure WinRemote 1 Run the WinRemote program 2 If you are unsure where the RDT is connected proceed to step 10 3 Click on the button for the serial port where your RDT is connected 4 Click Configure 5 Choose the options you want enabled from the displayed list If you want the RDT to be automatically started the next time WinRemote is started be sure that the option Activate port on program start up is checked 24 TimeClock Plus Users Guide Click Ok Click Start Repeat from steps two through six for each port connected to an RDT Installation is complete Click on Loc
15. appear next time you make a transaction 7 If a management message is displayed read it and press a key Clocking Out To Clock Out 1 Click Clock Out 2 Enter your employee number and click Ok 3 Check the screen to ensure that your name appears 4 If the job code you had been clocked in under requires you to enter tips or another tracked field enter that and click Ok 5 If you have a personal message read it and press Yes or No If a management message is entered read it and press any key TimeClock Plus Users Guide 29 Changing Job Codes To Change Job Code Click Job Code Enter your employee number and click Ok Check the screen to ensure that your name appears Click on your job code for the next shift and click Ok If necessary enter the tips earned on the previous shift and press Enter If you use cost codes and they are enabled for the current employee click on your cost code for this shift and click Ok If you have a personal message read it and press Yes or No If a management message is entered read it and press any key SEA D Sz Changing Cost Codes Additional Module Required To Change Cost Code Click Cost Code Enter your employee number and click Ok Check the screen to ensure that your name appears Click on your cost code for the new shift and click Ok If you have a personal message read it and press Yes or No If a management message is entered read it and press an
16. as an end user under the terms set forth in this License Agreement Licensee includes those persons in Licensee s immediate organization such as business associates partners and employees who are authorized to use this copy of the Software on the Computer pursuant to this License Agreement c Computer is a single microcomputer system using a single processor or a co processor on which Licensee is licensed to use this Software Use on multiple CPU systems networks or emulations on mainframe or minicomputers are not covered under this License and require licenses available from Licensor at additional cost d Software is the object code computer program contained in the media enclosed in the accompanying sealed package e Documentation means the published User Manual for the Software provided with the Software f License means the right of use defined in this License Agreement 1 02 Grant of License Licensor grants to Licensee a nonexclusive right to install and use one copy of the Software on a single computer at a single location in accordance with the terms of this License Agreement Licensee may change the computer on which Licensee is authorized to use the Software to another Computer within Licensee s immediate organization only if the Software is no longer used on the former computer Licensee owns only the magnetic or other physical media on which the Software is recorded or fix
17. calculating employee s hours Past time and attendance records are available at your fingertips including verification of employee hours by the employee and by management With payroll being one of the highest costs of doing business today you will find the many management tools available in TimeClock Plus invaluable From controlling employees clock times to controlling their overtime hours you will be in control of your payroll Scheduling employees with TimeClock Plus Scheduler will take a fraction of the time it used to take using the manual method Matching employees with shifts will help insure you don t leave yourself short at any time Use the scheduler to project your payroll costs restrict employees from clocking in early or late and compare actual to scheduled labor costs helping you to find ways to trim your labor costs Copy the current weeks schedule make any adjustments necessary and you now have next week s schedule ready How this User Reference Guide is organized This guide includes two volumes a User Guide and a Reference Guide The User Guide consists of procedures for installing configuring using and maintaining your TimeClock Plus system In order to have a trouble free installation and smooth transition from your old system it is suggested that you read through this volume before installing and using TimeClock Plus The Reference Guide is an alphabetical list of features and functions with procedures and e
18. code 50 TimeClock Plus Users Guide must be manually entered Earns Overtime Eovt This indicates whether an employee earns overtime while working this job code Counts Toward Overtime Covt This indicates whether an employee s hours earned working under this job code count toward the number of hours required to reach overtime For example if an employee works 35 hours that count toward overtime 8 hours that do not then 6 more that do the employee will earn 1 hour of overtime Job codes such as Sick and Vacation usually do not count toward overtime Tracked Field Tips etc This indicates whether or not an employee will be required to enter a value for the tracked field when clocking out from a shift under this job code Overtime Weekly Overtime This activates overtime after a specified number of hours in a week Daily Overtime This activates Overtime 1 after a specified number of hours in a day and Overtime 2 after a different number of hours Best of Weekly vs Daily This selects on an employee by employee basis whether Weekly or Daily overtime would be more beneficial for the employee The choice is made by comparing the wages earned for the week under each type of overtime calculation Bi Weekly Overtime This activates overtime after a specified number of hours in a two week period NOTE This is not the same as a bi weekly pay period where
19. created Since these are not clockable job codes you must enter at least one clockable code for employees to clock in and out To add a job code to the Master Job Code list 1 Load TimeClock Manager 2 From the Configuration menu select Master Job Code List 3 Click Add 4 Fill in the fields with the appropriate values Refer to the following table for descriptions of each field Most of the fields are optional 5 Click Ok 6 Repeat from step three for each job code that you want to add Field Descriptions Job Code The number assigned to identify this code Required Description A verbose description of the job Required Exports as The identifier used by your payroll software to refer to this job code when exporting TimeClock Plus Users Guide Default rate employee basis The default hourly pay rate This can be changed on a per Job Defaults Job code is clockable This should be checked if your employees can clock in and out under this job code If this box is not checked an administrator must manually enter hours worked under this job code Most job codes are clockable Exceptions are vacation and sick pay job codes Hours worked can earn overtime This should be checked if the employee can be eligible for overtime pay while working under this job code The other requirements for overtime must still be met See Overtime p 73 in the Reference Guide Ho
20. determine the amount an employee is short of earning minimum wage Complete Payroll Determines if a signature line and job code break down prints on the complete payroll report Schedule Schedule vs Actual Determines what sections are printed on the schedule vs actual report At least one must be chosen for this report to print Absent and Tardy Information Enter the number of minutes a person must be late to be considered tardy 38 TimeClock Plus Users Guide and absent If you want to use the actual times instead of the rounded times when determining absent and tardy place a check in the appropriate box Orientation Orientation Report List Determines how each of the reports will print Normally all reports will print in portrait mode If you would like to print reports sideways on a page select landscape for the report Pay Period Reports Complete Payroll The Complete Payroll report consists of one page for each employee detailing each shift breakdowns into overtime totals for each week and for the entire pay period and optionally lines for the employee and manager s signatures Day Breakdown Report This report prints out a single line for each employee showing the employee s number name social security number how many hours were worked for each day of the week and how many hours were worked on holidays Employee Job Report This report
21. eight additional serial ports to a computer Some of these are pricey but this is usually the only option if you wish to run more than two RDT s on one computer Can luse a long telephone cable to connect an RDT to the computer Absolutely not Although the cable connectors appear identical the twisting of the wires is not the same Contact your sales representative at 800 749 8463 for replacement or additional cable What is the longest length of cable that my RDT can use We have had instances of customers running cable around 1000 feet for the RDT to an adjacent building There is garbage on my RDT s screen What could cause this Make sure that you are using the cable that was supplied to you when you purchased the RDT Remember A telephone cable will not work If you have 96 TimeClock Plus Reference Guide wired the cable through the ceiling or wall make sure that it is not in the proximity of fluorescent lighting ballasts copying machines laser printers or fax machines Some of these devices emit powerful magnetic fields that can disrupt the signal through the wiring How do test the number on a magnetic card At the normal clock in screen on the RDT press the 0 key twice This will bring up the mag card test screen Then swipe the mag card to be tested The mag card s encoded number will be displayed on screen The display will prompt you to press a key before continuing Note that you must press a key
22. message read it and press Yes or No If appropriate a brief message will appear to tell you that the transaction is successful Changing Cost Codes To Change Cost Codes on the RDT 1 2 3 4 Press Job Cost Enter your employee number and press Enter or swipe your magnetic card Select the new cost code and press Enter If appropriate a brief message will appear to tell you that the transaction is successful Checking Hours Employees can check their hours for the current shift and current week from the RDT if the option is enabled in the defaults screen in TimeClock Manager see p 63 To check hours from the RDT 1 2 3 4 Press the Clock In or Clock Out button Enter your employee number when prompted When your name is displayed on the screen with the yes no confirmation press the O zero key on the keypad Press the No Esc key to return to the main screen Viewing last punch Employees can view their last punch from the RDT if the option is enabled in the defaults screen in TimeClock Manager see p 63 TimeClock Plus Users Guide 33 To view last punch from the RDT 1 Press the Clock In or Clock Out button 2 Enter your employee number when prompted 3 When your name is displayed on the screen with the yes no confirmation press the 8 key on the keypad 4 Press the No Esc key to return to the main screen Viewing schedules Employees can view the schedule for the current w
23. minute paid breaks with a grace period of X minus Y minutes Example If you would like to have your employees clock out for each of the 15 minute paid breaks in the morning and afternoon and also clock out for an unpaid 30 minutes lunch you can set breaks are paid if they do not exceed 18 minutes and a maximum of 15 minutes are paid This will ensure that breaks under 15 minutes are paid the actual length breaks 15 18 minutes are paid for 15 minutes and breaks over 18 minutes are unpaid Auto Out Om option enables auto clock out on a particular job code This can be used when an employee clocks in for a known number of hours and then leaves the site It can also be used for such things as meetings where all individuals attending a meeting are paid a certain number of hours Example L amp M Grocery requires all employees to attend a training session once a month These sessions last from 30 minutes to an hour but the employees are always paid for 1 hour of work The manager creates a job code 101 with an auto out value of 60 minutes When the employees clock in under this job code they are automatically clocked in and then clocked out an hour later Adding Employees The next step is to enter employee information into the system Employees will be assigned a unique number that will identify them throughout the system TimeClock Plus Users Guide 17 The employee will use this number to clock in and out as wel
24. of each available port on the computer All operations are performed on the currently selected serial port For example if an RDT on com4 is to be configured the com4 button must be selected before Configure is clicked Configuring The Configure screen allows individual RDT s behavior to be configured Each option can be set independently of other RDT s settings The following table shows the defaults for each of the options Display system time Activates a digital clock on the RDT display during periods of inactivity Note that the time displayed is taken from the computer where the RDT is attached and not the RDT itself Beep when key pressed Provides the RDT user with a short beep to confirm each key This option should be off if you are using magnetic cards Confirm name on mag card Enables a screen that prompts the employee swipe for verification after a card is swiped Confirm successful clock in out Enables a screen that informs the employee when a clock in or out has been successfully completed Log clock in out failures Causes incomplete or aborted transactions to be logged to a file in the working directory If you are getting a number of employees that say they are clocking in but there is no record in the TimeClock enable this option and check the logfile to determine if their clock in attempts are being cancelled due to timeouts or other reasons Most often transactions are not recorded due
25. of sales for all employees A summary at the bottom of the window provides total hours wages sales and labor percentage The summary can be set to display totals for either the day or the week To access the Labor Cost Analysis in TimeClock Manager select the Tools menu and then select Display labor cost To set the sales used in calculating the labor percentage click on the Sales button The Options button provides the ability to set several different options including job codes included in analysis whether hourly or daily figures are used for sales and whether or not salaried employees are to be included in the analysis The information can be displayed in a graphical format by clicking Visual The Wages column can be replaced with an hour by hour labor percentage column by clicking Toggle Note that the labor percentage column is not useful unless hourly sales figures have been entered by turning on the option in the Options screen then entering the appropriate figures in the Sales screen Overtime TimeClock Plus can calculate overtime in many different ways including daily weekly bi weekly and combinations of each To set the overtime calculation for an employee 1 Launch TimeClock Manager 2 From the Employee menu choose Edit 3 Enter the employee number to edit and click Ok 4 Select the Overtime tab 5 Enter the values for the type of overtime desired and click Ok to save the information for the employee
26. or you may want to E Your employee is now set up and ready to clock in You can stop configure sick and vacation accruals or schedule restrictions Accruals TimeClock Plus has the ability to track employees accrual of sick and vacation time based on normal hours worked Accruals can be set up individually for each employee or they can be setup as defaults in the Employee Default Information screen Enter the number of hours the employee will earn of sick and or vacation time for each calendar month worked each calendar week worked each counted hour worked or each day worked You may also enter the minimum number of hours you require the employee to work in a day and or week to qualify for the accruals You can also enter the maximum number of hours that the employee can accrue The number of hours accrued to date can be viewed on this screen as well as the number of accrued hours that have been unused TimeClock Plus Users Guide 19 The accrued hours can be reset or used hours can be subtracted from the accrued hours setting the used hours to O and the accrued hours to the number of hours remaining For more information see Reset Tracked Fields in the Reference Guide p 75 Restrictions This section includes Auto Rounding No schedule required as well as Clock In Restrictions and Employee Msg The Auto Rounding feature allows the employees hours to be rounded up or down to the specified time when clocking in or out Cli
27. press Enter 4 Enter employee number and press Enter TimeClock Plus Users Guide 5 Select 2 Add Hours 6 Use the Period key and the Enter key to scroll to the number you want to change 7 Press Enter 8 Enter Job code and press Enter 9 Enter Cost code requires Job Cost Module and press Enter 0 Press Esc to escape out of the Edit mode To Edit Shift 1 Press 6 on the keypad 2 Press the Clock In or Clock Out keys to select your user ID 3 Enter your RDT numeric password and press Enter 4 Enter employee number and press Enter 5 Select 3 Edit Shift 6 Press the Clock In or Clock Out keys to scroll through the shifts until you find the one you want to edit 7 Press Enter 8 Use the Period key and the Enter key to scroll to the number you want to change Press Enter Enter Job code and press Enter Enter Cost code requires Job Cost Module and press Enter Press Esc to escape out of the Edit mode TimeClock Plus Users Guide 35 8 Printing Reports TimeClock Plus has the ability to print a variety of reports for different purposes These reports can range from time sheets to schedules to detailed job code analysis reports Both TimeClock Manager and TimeClock Scheduler have the ability to print reports The Pay Period reports are the majority of the reports produced by TimeClock Plus Most of the reports you will be printing will be pay period reports Except as noted these reports can be prin
28. refer to the individual applications WinRemote and TimeClock32 to configure the Time Server for each client workstation 28 TimeClock Plus Users Guide 7 TimeClock Operation TimeClock Plus provides two ways for employees to clock in and out Employees can use the TimeClock Plus program to clock in and out at a computer running Microsoft Windows 3 1 95 98 or NT If a computer is not accessible to the employees they can use a Remote Data Terminal sold separately to clock in and out at a separate location connected to a computer running Microsoft Windows 95 98 or NT Using TimeClock Plus from the PC TimeClock Plus is simple and intuitive to use Most of the prompts are self explanatory TimeClock Plus allows users to clock in from their PC keyboard Clocking In To Clock In 1 Click Clock In 2 Enter your employee number and click Ok 3 If necessary check the following screen to ensure that your name appears and press Yes or No as appropriate If you want to view your hours so far for the week your schedule or your last transaction click the appropriate button on the right of the screen These options must be enabled from the TimeClock Defaults 4 If you can clock in under multiple job codes click on your job code for this shift and click Ok 5 If you use cost codes click on your cost code for this shift and click Ok 6 If you have a personal message read it and click Yes or No if you want the same message to
29. should be run on a regular basis to ensure that you are running the latest versions of all software This can only be done if you have internet access Tests the functionality of the Time Server from a client Time Server Tester computer Denotes items that are only available in the network version of TimeClock Plus 4 TimeClock Plus Users Guide 2 TimeClock Plus Concepts Dates and Times Whenever you are prompted to enter a date or time you may either enter it directly into the box or click on the icon next to the edit field and a window will appear allowing you to select a specific date or time Times can be entered in either 12 hour or 24 hour format with or without a colon The following entries are acceptable and all refer to the same time 5 00PM 5 00P 500PM 500P 17 00 1700 Dates can be entered using the full year such as 1999 or they can be entered using just the year portion of the date For entry of most dates in the system if just a year is entered values of less than 70 are treated as being in the year 2000 Values of 70 and above are treated as though they are in the year 1900 For example if you enter 01 01 05 the date is recorded as January 1 2005 If you enter 04 02 99 the date is recorded at April 2 1999 Calculator TimeClock Manager includes a pop up calculator which can be accessed from the tools menu as well as holding down CTRL and pressing C Calendar TimeClock Manager inc
30. used by your payroll package to identify the employee Date Hired This is used to identify the date the employee is hired It is also used to determine anniversary dates in the Anniversary Report Date Left If a date is entered here the employee will not be able to clock in after this date See Restrictions in the Reference Guide Classification This is used to divide your employees for reporting purposes See Classifications and Criteria in the Reference Guide Custom Fields These fields can be configured to whatever purpose you may desire from the TimeClock Defaults See Defaults p 63 and Criteria p 62 in the Reference Guide Suspended An employee who is marked as suspended will not be allowed to clock in or out and will not appear on most lists Job Costing Enables cost codes for this employee Jobs Code This lists the number for each department or position under which this employee is allowed to work See Job Codes in the User Guide p 4 Description Displays the description of the job code This is taken from the description that was entered in the Master Job Code List Rate This is the default pay rate entered for the selected job code If the current user does not have access to rates asterisks will be displayed Clockable This specifies whether or not an employee may clock in and out under this code If this is set to No hours for this job
31. want to sort the list by another method double click on the column you want to sort by 4 Click on the tab that holds the information you want to edit 5 Edit the information in the normal manner The meaning of the items is covered in the next section 6 If you want to edit the next employee click gt gt If you want to edit the previous employee click lt lt If you want to edit a completely different employee click Goto and enter the employee s number If you are finished editing employees click Ok If you want to save your changes to this employee but keep the record showing click Apply To add a new record 1 Launch TimeClock Manager 2 From the Employee menu select Add 3 Enter the employee number of the employee you want to add 4 Click on the tab that holds the information you want to edit 5 Edit the information in the normal manner The meaning of the items is covered in the next section 48 TimeClock Plus Users Guide 6 If you want to add another employee click Add Another If you are finished adding employees click Ok If you want to save your changes to this employee but keep the record showing click Apply Note that if you are adding several employees with similar information you can set up a template The employee template is used as the default information when new employees are added The template has no effect on employees who have been added before the template is set up To set up
32. will not be restricted The Edit Hours in RDT password is the password that is used when logging into the edit hours function on the RDT as supervisor This is a numeric password and is only used when editing hours as supervisor For more information on editing hours on the RDT refer to p 33 In all cases passwords are never displayed on the screen Instead each character is displayed as an asterisk To configure a password 1 Start TimeClock Manager 2 From the Configuration menu select Preferences then Passwords 3 Select the password you wish to set 4 Click Edit 5 If this password has previously been set enter it in the Old Password field 6 Enter the desired password in the New Password and the Re enter New Password fields To remove a password leave these fields blank Two fields are used to avoid typographical errors 7 Click Ok 8 Click Exit Quick Add Hours This feature can be used to add hours to one or more employees It is much faster than using Employee Edit Hours if you have several iS employees to add To Quick add hours 1 Start TimeClock Manager 2 Click on Employee then Quick add hours 3 Enter the employee number or select from the drop down list 4 Enter the dates and hours you want to add you can then select a job code rate and cost code 5 Click on Add TimeClock Plus Reference Guide 75 6 Repeat steps 2 5 for each employee you want to add hours too Re
33. you want a user to be able to clock in and out the user must be added to the employee list just like any employee Note that the Supervisor is a special user and cannot be edited 80 TimeClock Plus Reference Guide To configure a user 1 Start TimeClock Manager 2 From the Configuration menu select User List 3 If you are adding a new user continue to the next step Otherwise select the user in the User ID box and skip to step 9 4 Click Add 5 Enter a brief identifier in the User ID field 6 Enter the user s name in the User Name field 7 Click Ok 8 Review the list of possible activities and mark the ones that this user is to be allowed to access 9 To provide this user with access only to certain employees click on Edit and enter the criteria for the employees this user may access See Criteria p 62 10 If you want to change this user s password click Edit then select either the Access or RDT password button and enter the appropriate information See Passwords p 73 11 Click Done After user logins have been enabled a Login screen will appear anytime TimeClock Manager or TimeClock Scheduler is launched In the first box enter either a user ID or SUPERVISOR In the second box enter the appropriate password Note that the supervisor login is always enabled If you activate user IDs be sure to set a supervisor password For help on setting this password see Passwords p 73 Verifying hours
34. 0dtgstectscaczcateta sect ecesdcahetgssectscesseahsthesectesessenvesd 24 The Activity Lo ui e ai 24 DIAGNOSTICS unida a a 25 Connecting to a Time Server from WinRemote oooccconccccccccnncccnnncannncccnnnnns 25 Troubleshooting the RDT oooccccnnccnnnccocaccnnnononnnnannconnnnonnnnnnncnnnnnnnnnnnn nn nccnninns 26 6 The Time Server Application cccccccsseesseeceeeeeseeeeeeeeeseeeaeeeeeeeeeaeeeneneees 27 Stand alone Time Servet ceeeeccccecceeeeeeeeecneeeeeeeeeeeesneeeeeeeeteeessaaeeeeeees 27 Time Server Service on Windows NT c secceeeeeeeeeeteeeeeeeeeeeeeteeeeeeess 27 7 TimeClock Operation ccccccccssseeeeeeeeeeeeeseeeeeeeeeeeseeseceeeeeeeeeeeeeeseeeeeeeenenees 28 Using TimeClock Plus from the PC ooononcocccccnncccnonanannnnnnnccnnnananncnnancnnnnnnns 28 GIOGKIMG ntsc cp canela 28 Glocking Qut La atadas 28 Changing JOD CodeS iss 22 062 ang incre A Ta E 29 Changing Cost Codes Additional Module Required cccccccccnnnnnn 29 Viewing and verifying hours oocconncoccccnnnccnnnnonnncnnnnnnnnnannnnnnnnncnannnn nn ccnnnnons 29 Using TimeClock Plus on a Network oooooocooccccnccconncooncccnnnccconanannncnnncnnnnnnns 29 Using the Remote Data TerMiNal oooncocnnncnncccnnnccnnnanonnncnnncnnnnnnannccnnnnnnnnnnns 30 Clocking NM hss sect ecehaccwuticcesned a ea eT a E RARA dao 31 Clocking Out 12 eeiniiaein en i Aina tien AE A 31 Clocking Out on Break ooocccccconooocccccnncco
35. 4 Re Build Necessary ShifiS oooonoooocccnnnnnnnncoooccnnnnccnnnnnaanccnnncnnnnnnannnnnnncnnnnnnns 85 FRE QUICSIS naea n oa ae aT ca geret Au uataed a e ae Eee a a aanas 86 Seali ii o0 eA E A T 86 Necessary MiS REEE EE E ES 87 Special Shifts viola crien ruren p ekeen ogane E unk naear etet 88 Transferring Sick and Vacation Time oooooccconoconaccnoncconananancnnnncnonnnnnnccnnnnons 88 AH E a A E E AO 90 GonfiguriNQ E E A A E E E es ee 90 Starting ANd StOPpPiNG estress 91 NS NA e 91 Activity Log voii A et Lado 91 AADDPONdICOS cuccccocioconicioicricc circa 92 ROT dd Len de la dd al dl dr dae 8 92 Frequently Asked QUESTIONS ooooooccccccccccncooooccnncccconanannnonnnccnnnnnnnnnnnncnnnnnnns 92 Technical Support POliCY ooooooocccconccococooooooooonnnnnnononnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnns 97 TimeClock Plus Users Guide 1 1 Welcome to TimeClock Plus Congratulations on your purchase of TimeClock Plus for Windows Version 3 0 the latest version of the software on the market today Your decision to put TimeClock Plus to work for your company will start increasing your bottom line immediately in many cases recovering the investment in as little as one pay period In addition to the many benefits you will gain by using TimeClock Plus your employees will feel more secure in knowing that the hours they are working are now being tracked and totaled accurately Gone are the days of hassling with timecards only to find mistakes in
36. Add Cost codes 22 Employee 16 Hours 45 74 Appendices 92 Applications Auto Update 3 Manager 2 Scheduler 2 Time Server 2 Time Server Service 2 Time Server Tester 3 TimeClock 2 WinRemote 3 Approaching Overtime See Reports Attendance Monitor 58 Auto Update 59 Automatic Clock Out 16 Backup 60 Breaks Automatic 15 Clocked 16 defined 4 Paid 16 Calculator 4 Calendar 4 Call List 81 Classification 49 61 Clockable See Job Codes Close current week 46 Close Week 46 Company Setup 11 Configuring 14 Conventions 1 99 Convert previous data 12 92 Cost Codes Adding 22 defined 2 Enabling 64 Creating Diskettes 6 Criteria 62 Daily Overall Schedule 83 Date Entry 4 Defaults 63 Edit Hours From Manager 45 From RDT 33 Employee Accruals 18 51 57 Adding 16 Cumulative Hours 21 Edit 47 76 77 Notes 20 52 Photo 20 52 Required Fields 65 75 Restrictions 19 51 75 Reviews 20 77 Template 17 48 Export Employee Information 66 Hints 66 Payroll 53 Raw Hour Data 66 Frequently Asked Questions 92 Global Editing 67 Global Record Addition 67 100 History View Previous Week 45 Holiday calendar 68 Holiday Calendar 68 Hours Check from RDT 32 Round to Schedule 52 Rounding 51 Verifying 80 Import 6 Installation Client Network Single User Internet Auto Update AutoUpdate support E Mail address uu N UN 0 0 0DN0O Job Code Adding 14 Auto Deductions 15 Clockable 15 49 Clocked Breaks 16 define
37. Clock system will be The other available options include Installed Displays the versions of all TimeClock Plus software installed on your system Options Allows you to adjust system options Do this only at the direction of tech support Register Online software registration Submit Allows you to submit a question or file to TimeClock support Please do not submit files without first speaking to a TimeClock support representative Exit Exits the application Backup and Restore Backup your data files to a separate location on your hard drive or to a removable media such as 312 floppy or Zip disk Performing data i backups on a regular basis will keep you from losing your data in the event of a file corruption of disk failure To backup data 1 Start TimeClock Manager 2 Select Tools then click on Backup system info 3 You can select the entire data directory or just select directories for backup 4 Click on Start backup 5 Enter a file name for this backup Ex TCBack12 18 98 this would indicate a TimeClock Plus backup dated 12 18 98 You do however have the option to name this file anything you want 6 After making sure the path for the backup is correct click on Save 7 When the backup is complete a window will open displaying Backup completed successfully To restore data 1 Start TimeClock Manager 2 Select Tools then click on Restore system info 3 Click
38. If you have accidentally created an empty company you should enter TimeClock Manager choose Select Company from the File menu and delete the company You should then recreate the company to convert previous data How do make TimeClock obtain the time from a Windows NT machine located on my network If you are running a Windows NT machine on your network you must have TCP IP installed and you must have a program called TIMESV32 running as a service See p 27 for setup instructions Once this is done select Configure on the on screen TimeClock in the pull down menu under the yellow clock icon in the top left corner of the window and select the Time Server tab You then type in the IP address or name without the slashes of your server If you are using the RDT select the Configure button in WinRemote 32 With the configuration screen visible select the Time Server button Enable the Time Server and type the IP address in the space provided If you have verified that the TIMESV32 service is running and you still can t get it to work try going to a DOS prompt and ping your server If it is unreachable you probably do not have TCP IP configured correctly Contact your network administrator The Time Server Tester application is also useful to determine that the time is being obtained from the Time Server This application can be launched from the TimeClock group on the Start Menu TimeClock Plus Reference Guide 93 How to m
39. S it a a ee ey 62 Grit rias E EE E EE ata ates dde 62 Defaults sristi ia ees 63 Man ui ai li ee 63 aina Eee s E Weed E E 64 Miscellaneous a ula la da aa A a a i aaa ara 64 mk ki Employee Entes descarada ida 65 EXPORT a oe adoos 65 Hints on Exporting Raw Data oooocccoccconocococcccnccnonnnnannononccnnnnnnnncnnnncnnnnnnns 66 Global Edition aan bl 67 Holiday Calendari pda da 68 Importing Information into TimeClock PlUS coooooconcccnnnncconccanncnnnnccnnnnnannnnn 69 Labor Gost Analy Sisisis 0s icontsisseesteatecdtnnctaitsemiitetgnaeaaneatineiae 73 OVeMIMG etinin a a aaa 73 Pass WOTAS iii isa 73 Quick Add Hours iiis i ad tada ee ete 74 Required Fields ocioteca 75 Reset Tracked FieldS occooomooccccnnnccinonocccncncnnnonnnnrnnncnnnnninnnnnnnnnnnnnnnnnnnns 75 Restrictions iicn nannan vive e A E a 75 O EE EE 77 MS io shih aie le a N LLE din er 77 Tracked COGS cita de codecs 79 User Profil iio tao de 79 Verify ing NOUS ii o aa ea locas 80 Who s here and call list a ai id tee 81 TimeClock Scheduler c ooocoonnnnnonccccnncnnnnnnnnonenoncnnnnnnancccrrr rra ner 82 Build Necessary Shifts ooononnnnoccccnnnnonnnnonaccnnnnnnonnnnannnnnnnnncnnnnnnnnnnnnannnnnnns 82 Creating Schedules oooooococcccnnccccoooccncnonnncnnnnnancncnnnnnnnnnnnncnnnnnnnrnnnnnncnnnnnnnos 82 Daily Overall Schedula lt ccococio ada id iaaea 83 Editing Individual Schedules oooooccccnccnonoconacinaccconananannccnncncnnnnnn nc nnnnnnnnnnnns 8
40. TimeClock Plus v3 0 for Windows Volume 1 User s Guide Volume 2 Reference Guide First Edition Printed January 15 1999 San Angelo Texas Copyright O 1999 Data Management Inc All rights reserved Data Management Incorporated 3322 West Loop 306 San Angelo TX 76904 915 223 9500 sales timeclockplus com LICENSE AGREEMENT IMPORTANT Do not open the accompanying sealed media package or use the software until you have read and agreed to the terms of this license agreement If you do not agree to abide by the terms of this agreement which include the license and limited warranty you may return the complete software package unopened to the location where you obtained it within twelve 12 days of the purchase date for a full refund as long as the media envelope has not been opened 1 0 Licensee agrees by its act of opening the sealed media package or its use of the Software that Licensor s grant to Licensee of the right to use and possess this Software shall be subject tho the following terms and conditions 1 01 Definition The following definitions apply to this License Agreement a Licensor is Data Management Incorporated a Texas corporation with its mailing address at 3322 West Loop 306 San Angelo TX 76904 which owns the rights to the copyright on the Software and Documentation b Licensee is the individual or the business entity that has purchased this package and the License to use the Software
41. a template 1 Launch TimeClock Manager 2 From the Employee menu select Template 3 Click on the tab that holds the information you want to edit 4 Edit the information in the normal manner The meaning of each item is covered in the next section 5 Click Ok To delete an employee Launch TimeClock Manager From the Employee menu select Delete Enter the number of the employee you want to delete Click Ok Ensure that the name shown in the dialog box is the name of the employee you want to delete If not click Cancel 6 Click Delete ahon When an employee is deleted their information is permanently removed from all of the TimeClock files and will not be accessible To change an employee s number 1 Launch TimeClock Manager 2 From the Employee menu select Move Employee 3 Enter the current number of the employee you want to move then click Ok 4 Enter the new number you want to assign this employee 5 Click Process Move A status box will appear to show you the progress of the move and to inform you of any errors TimeClock Plus tracks many details about each employee The following table discusses each of these options TimeClock Plus Users Guide 49 Info First name Last name Both fields are mandatory Address City State Zip SSN Birthdate Phone Race Sex These are for your reference and are optional Employee Code This is the code
42. abel on the outside of each backup copy made showing the program name and Licensor s copyright and trademark notices in the same form as they appear on the original copy The transfer of a copy to one hard disk shall count as one backup copy Licensee may not copy the documentation 1 04 Transfer or Reproduction Licensee may not rent lease sub license transfer network reproduce display or otherwise distribute the Software except as specifically provided in this License Agreement Licensee may not transfer any copy of the Software to another person or entity outside Licensee s immediate organization on either a permanent or a temporary basis Licensee understands that unauthorized reproduction of copies of the Software or unauthorized transfer of any copy of the Software may constitute a criminal offense and subject Licensee to suit for damages injunctive relief and attorney fees Licensee agrees and recognized that Licensor retains exclusive ownership of title to the Software Documentation and related trademarks 2 0 Warranty Data Management Incorporated warrants that the magnetic media on which the Software is recorded and the documentation provided with it are free from defects in materials and workmanship under normal use Data Management Incorporated warrants that the Software itself will perform substantially in accordance with the specification set forth in the then current operating documentation for the Soft
43. again When the week is closed the current week s data is removed from the main database and backed up Attempting to close the same week twice will overwrite this information and the data will be lost 94 TimeClock Plus Reference Guide This can be caused from a variety of reasons from database corruption to networking problems Give Tech Support a call at 915 223 9300 between the hours of 12 00pm 5 00pm CST Monday Friday How dol edit an employee s hours From the TimeClock Manager select the employee number under Employee Edit Hours and you can see all of the punches that the employee has had for the current week Each may be edited or complete entries can be added or deleted If you wish to add a break to the employee s punches find two adjacent punches on the screen i e employee clocked out at 12 00pm and punched back in at 1 00pm Select the first punch and click the break button The highlighted punch will turn red and a figure will appear under the Break column in this case 60u This indicates that a 60 minute break was taken When employees clock in they are asked for a job code Why The employee has more than one clockable job code in his list of job codes Edit the employee s information under Employee Edit and look under the Jobs tab The Clockable column will indicate yes for a clockable job code and if there is more than one yes then the employee will be asked to choose which
44. ake TimeClock obtain the time from a Windows 95 98 machine on my network You must have TCP IP running as a network protocol Run the program called Time Server TIMESVR EXE on your Windows 95 98 machine Once this is running it must stay running i e minimized if desired and the RDT and or on screen TimeClock must be configured to grab the time off of that machine via its TCP IP address or machine name See the previous FAQ for more information Ihave setup the time server and it seems to be functioning properly but when clock in the client machine reports the time to be different from that of the server by X number of hours What is wrong The most likely problem is that your server and client machines are set to different time zones The TimeClock system automatically adjusts the time from the server to be the correct time in the time zone where the computer is located To correct this problem launch the Control Panel on each of the machines then select Date Time Ensure that both systems are set with the correct time zone Why won t reports print on my printer The most common problem when printing out reports is that the incorrect date ranges or criteria have been selected for the report Verify the date range and under the report criteria make sure that you have selected the proper employee and job code range to print Try viewing the report on screen to ensure that data actually exists for the date range and criteria sp
45. and purges all the data that has been marked for deletion It also eliminates errors from the database files TimeClock Plus automatically optimizes the current week s clock in and clock out records when you close the week It also gives you the option to optimize the database files This is not a vital procedure under normal conditions although optimizing once every one to four months is recommended However if you suspect a power failure or other incident may have corrupted a database you can optimize the databases to eliminate these errors You should only optimize the databases when TimeClock Plus use is at a minimum that is to say not at 5 00 PM on Friday afternoon To optimize the databases 1 Launch TimeClock Manager 2 From the Tools menu select Optimize Data Files 3 Click Ok There should be a moment of disk access and then your optimization will be complete TimeClock Plus for Windows Version 3 0 Reference Guide TimeClock Plus Reference Guide 57 10 TimeClock Plus Features There are many features in TimeClock Plus 3 0 that are not covered in the User s Guide This section of the manual is designed to provide you with the details of these features Many of these features are optional and are not required for basic timekeeping tasks Absences and Tardies If schedules are entered and maintained TimeClock Plus will keep track of tardies and absences on a per employee basis It can also allow particular in
46. at Internally photos are stored in the PHOTOS directory off of the TimeClock Plus data directory Several screens allow you to copy the information to several employees To copy information to multiple employees Select the employee and tab that you want to copy from Enter the criteria for the employees you want to copy the information to 4 Click Ok OR 1 2 Click Copy 3 1 Select the employee and tab that you wish to copy from 2 Click Memorize Select the employee that you wish to copy to 3 4 Click Recall TimeClock Plus Users Guide 53 Exporting to payroll packages TimeClock Plus has the ability to export to many popular payroll packages In order to do this you must first purchase the appropriate Payroll Interface module bridge For availability and pricing contact your DMI representative or reseller If your payroll package is not supported contact DMI for information on obtaining a bridge To export to a payroll package 1 Launch TimeClock Manager 2 From the Reports menu select Pay Period 3 Click Export 4 Inthe Destination Payroll Package drop down select the appropriate package 5 In the Filename box enter the filename to export to or select it from the list of previous filenames in the drop down list Note that by default the file is exported to the TimeClock Plus directory A different directory may be specified here e g C FOOPAY HOURFILE if so des
47. ata Management Incorporated will either replace or repair without additional charge other than shipping or handling the portion of any Software that does not perform in substantial accordance with the specifications of the documentation This will be done by delivering to Licensee a corrected copy of the Software or corrective code on an exchange basis 2 05 Final Incorporated Remedy is unable to If Data Management replace defective documentation or defective media or if Data Management Incorporated is unable to provide a corrected copy of the Software or corrected documentation within a reasonable time Data Management Incorporated will refund the license fees paid for use of the Software Under no circumstances shall Data Management Incorporated be liable for any loss cost expense or damage in an amount cumulatively exceeding the License fee for the Software actually paid by Licensee 2 06 Sole Remedy The preceding obligations of Data Management Incorporated with respect to replacement correction or refund are the Licensee s SOLE AND EXCLUSIVE REMEDIES 2 07 Warranty Limitations Data Management Incorporated does not warrant that the functions contained in the Software will meet the Licensee s requirements or that the operation of the Software will be uninterrupted or error free The warranty does not cover any media or documentation which has been subjected to damage or abuse by Licensee The Software war
48. ate to begin the RDT detection process From the list of available ports select the port where the RDT is connected Select Configure to configure the options for the selected port Repeat steps 11 and 12 until all RDT s are configured 14 Select Close to close the locate window Exit and restart WinRemote to activate each of the ports that were previously configured 16 Installation is complete To make the RDT s activate when you start Windows copy the WinRemote icon to your Start up group See the documentation that came with Windows for details on how to do this If logins are activated on your Windows installation the RDT will not activate until after you log in Using WinRemote The Activity Log WinRemote keeps an activity log to let you view recent transactions on the remote data terminal The log records a summary of each successful transaction To view the activity log 1 Click on the radio button corresponding to the serial port that the RDT is connected to i e COM1 COM2 COM3 etc 2 Click Activity The activity log is normally cleared when you reboot the computer or reload WinRemote It can also be cleared manually To clear the activity log 1 Click on the radio button corresponding to the serial port to which the RDT is connected 2 Click Activity 3 Click Clear You can save the activity log to a text file for use with Notepad or another text editor This writes the current contents o
49. ayed if he is on the clock during the specified period of time The employee will be displayed if at any point in time they were clocked in Scheduled Clock In The employee is displayed if he is scheduled to clock in within the given time range This can be useful to determine who is scheduled to come in within the next couple of hours A schedule is required Scheduled Working The employee is displayed if he is scheduled to be on the clock at any time during the time range A schedule is required Auto Updating This feature takes you to our Internet site and retrieves any new program updates of TimeClock Plus automatically downloading and Kou installing them for you You must have Internet access to use this feature To Initiate Auto Updating 1 Establish a dialup Internet connection 2 Go to Programs TimeClock Plus 3 0 and click on Auto Update 3 Click on Available and you will see a list of the latest program updates available If there are no updates shown you already have the latest ones installed If there are updates on the list simply select by clicking on each one then click on Process This will download and install the files 4 To exit this program click Exit 60 TimeClock Plus Reference Guide available If news is available you will be asked if you would like to view it when retrieving updates To view the news answer yes otherwise answer no E In some instances news about the Time
50. before testing the next mag card or you will receive an incorrect result on the next mag a to be tested Press the escape key to return to the normal TimeClock isplay The time is the only item displaying on the RDT Why If the time is actually updating on the RDT screen the seconds are counting then the RDT probably lost power recently Check to make sure your power connections are secure To refresh the screen press the period key on the keypad once If the time is not updating the seconds are not counting you may have a bad connection between the RDT and the computer Check the connection of the silver cable going into the RDT as well as the cable s connection at the back of the computer lwant to run several RDTs on one computer but I do not have enough communications ports Is there anything that I can do There are several multi port serial cards available that work with TimeClock Plus We currently support the use of the BOCA BB1004 or BB1008 boards for this purpose These boards allow the sharing of an IRQ for all ports which makes configuration easier than most other boards Although any multi port serial card that has a standard pin out will work with the RDT TimeClock support may not be able to assist you in configuring another type of card in your system TimeClock Plus Reference Guide 97 Technical Support Policy Data Management Inc offers 90 days of free technical support with each serial number of T
51. can also be restricted from clocking in after they earn a specified number of hours Like the previous restriction this only affects employees when they are clocking in To restrict an employee from clocking in after a specific number of hours turn on Restrict Clock In when employee reaches _X_ hours and enter the appropriate number of hours in the text field Before any restrictions can take place the appropriate passwords is must be set up Failure to set up the proper passwords will cause the restrictions to be ignored by TimeClock Plus Please see Passwords p 73 in the Reference Guide for more information You can send an employee a message the next time they clock in by entering that message in the Employee Msg field If enabled in the defaults see 20 TimeClock Plus Users Guide p 63 the message history is tracked on a per employee basis To view the message history from this screen click on the History button Scheduler To restrict employees from clocking in or out too far outside of their scheduled time Select the types of schedule restrictions you want to use and enter the amount of leeway If you want to prevent an employee from clocking in more than 10 minutes late or leaving more than 10 minutes early without special approval check the box Late Clock In and enter 10 minutes Then you would check the box Early Clock Out and enter 10 minutes In addition to restricting an employee s clock in and out times to schedu
52. cations If you have mapped a drive letter on the client computer to represent the TimeClock directory enter that drive designation here For example you may have mapped the TimeClock program directory to the drive letter T If that were the case you should enter T on this screen When the directory is entered press the Next button to proceed If the setup cannot find the necessary files and error message will be given and you must re enter the directory If you are familiar with UNC path names the program directory can also be entered in the form SERVER SHARE For example if you have installed TimeClock Plus on a server called OFFICE and shared the TimeClock directory as WINTCLK3 you can specify OFFICE WINTCLK3 as the program directory when installing on the client computer Finishing the Install Once the directory has been set you will be prompted with the following screen 10 TimeClock Plus Users Guide Select the icons you would like added to the TimeClock program folder on this computer si IV TimeClock Scheduler Employee scheduling IV WinRemote32 Drives remote terminals IV TimeClock32 On screen clock in out IV Tracing System Technical Support IV AutoUpdate Receives updates from the internet IV Time Server Time Synchronization IV Time Server Configuration Windows NT only IV Time Server Tester lt Back C u Cancel This screen is used to determine which i
53. cidents to be marked as excused To view the tardies and absence records Start TimeClock Manager From the Employee menu select Edit Enter the employee s number Click the Cumulative tab If desired click one of the Details buttons to view individual dates From this screen you can also mark excused absences In order for sick and detail dates to be tracked the associated default must be enabled in the TimeClock defaults For more information see Defaults p 63 akhwon To reset these fields Start TimeClock Manager From the Tools menu select Reset tracked fields Mark the appropriate options in the left hand column If you only want to reset the hours for particular employees click Criteria and enter the appropriate values See Criteria p 62 5 Click Process RON Accruals TimeClock Plus has the ability to track employees accrual of sick and vacation time based on normal hours earned The parameters for this accrual can be set on an employee by employee basis To configure accrual of sick and vacation time Start TimeClock Manager From the Employee menu select Edit Enter the employee number you want to edit then click Ok Click on the Accrual tab Enter the appropriate values in the fields The fields should be self explanatory for help press F1 6 Click Ok AUN 58 TimeClock Plus Reference Guide Example Dr Wilson s Computer Services provides two w
54. ciiniiacaii laa is 39 Absent Report and Tardy RepOltoooooocccccccconococcconnccconnnannncnnnnncnnncnn cocinan 39 Job Scheduled versus Actual ccooooooocccnnnccnnccoonconnncconnnannnccnnncnnnnnanaccnnncnns 40 Anniversary REDON sarita diese daa tae eee 40 Birthday Repo ti od 40 Cost Code Summary requires Job Cost Module ccccccncccccnnnnnnnnn 40 Individual Cost Summary requires Job Cost Module 41 Individual Costing Report requires Job Cost Module ooooooiccinninnnnnnn 41 Job Cost Analysis requires Job Cost Module oooooooooooooooocccccnncnnnnnnnnnns 41 Period Job Cost Report requires Job Cost Module oooooooonccinnnninninno000 41 Other TimeClock Manager repOliS coooccccnnccccncoonccnnnnconanannnncnnnnonnnnn ona ccnnnnnns 41 Approaching OvertiMe ooooccccnnccnnnccocccnnnnccnnnnannnnnnnncnnnnn non ccn cnc nrnnnnnnnccnnnnns 41 Employee Job Rate RePOlt ooocooocccconccccnccoocccnnnccnonnnonnnnonancnnnnnnnnnncnnnnnnannnns 42 Employee listar cio Manet coco sad ha el o el ii 42 Scheduler Topo accionada 42 Daily Schedule isa aid 43 Daily Visual Schedule oooooooocccnnnncononoonnncnnnnonnnnnnonnnnnnnnninnnnnnnncnnnnnnnnn nos 43 Individual Schedule cito aaa 43 Job Code Schedule oooccoonooocccnnncccnonconnncnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnrinnnn nana 43 Weekly Schedule oooooooooocccnnnncinoncocncnnnnnnonnnannnnonnncr naar cnn nnnnnrrnnnn nn nnncnnnnns 43 Necessary Shif
55. ck on the Clock In box Enter the number of minutes to round the employee s time to in the first box and the division of time when you want to start rounding up in the second box Do the same for clocking out Example Dr Wilson wants TimeClock Plus to round clock in times to the nearest 15 minutes rounding down if the employee clocks in from zero to seven minutes after the quarter hour and rounding up at eight minutes He enters To Nearest 15 Minutes Round up at 8 minutes Employees can be restricted from clocking in or out under various conditions Restrictions can be set up individually for each employee or they can be setup up as defaults in the Employee Default Information screen If you want to use the defaults check the box by Use Default Information Employees can be restricted from clocking in or out too far outside of their scheduled time and restricted from clocking in after they start accumulating overtime reach a specified number of hours after a particular date or completely restricted from clocking in Employees can be restricted from clocking in after they start earning overtime This only restricts employees who are clocking in not clocking out If an employee starts earning overtime during a shift this restriction does not take effect until the next time that employee clocks in To restrict an employee from clocking in while earning overtime turn on Restrict Clock In when employee reaches overtime Employees
56. cons will be added to the desktop of the current workstation By default icons for all TimeClock programs will be checked If you are installing on client computers and only wish to have certain icons added to the TimeClock Plus folder you can remove the checks from the unnecessary applications Some of these items are not available in the single user version of TimeClock Plus so the screen may vary slightly When all icons are selected press the Next button You will then be presented with a summary screen detailing the installation options that you have chosen If the options are correct press Finish to start the installation If something is incorrect press the Back button to return to the appropriate screen and correct the error Once the installation of TimeClock Plus is complete you will be asked if you would like to complete the TimeClock Plus registration form Registering can be done online requires Internet access or the form can be printed and faxed If you would like to register select Yes and complete the registration form If you would like to register at a later time select No The registration can be accessed at any time by running the AutoUpdate program from the TimeClock Plus group on the Start menu and selecting the Registration option If you are performing a single user install or a server install you will then be asked if you would like to run the TimeClock Manager to begin system configuration If you would like
57. ctor provided by Data Management and not a 9 pin to 25 pin converter or any standard over the counter connector RDT or setup software freezes when attempt to locate the RDT s attached to my system This can happen when you have COM ports in your system that are not configured properly For example if you have a modem that is set to COM3 using IRQ 5 but Windows has the modem set at COM3 using IRQ3 the initialization of the port may hang Correct the problem from the Control Panel within Windows using your Windows documentation When activate the RDT the software randomly changed from Clocking In to Waiting This is commonly due to starting the RDT on a COM port that contains a modem Stop the RDT software and locate another COM port to use TimeClock Plus Users Guide 27 6 The Time Server Application The Time Server application is designed to be run on a network providing both TimeClock Plus and the RDTs with the system time on the server This application is only available in the network version of TimeClock Plus This allows all clients and RDT s to be time synchronized There are two versions of the time server application Both are installed in the TimeClock directory when the software is installed The first version named TIMESVR EXE is a stand alone application that is designed to be run from the desktop or startup folder Users must be logged in to run this application The second met
58. d means that hours hundredths was used When viewing reports printed in minutes remember that 1 30 one hour and thirty minutes plus 1 30 is equal to 3 00 because 1 1 2 hours plus 1 1 2 hours is equal to 3 hours If the reports TimeClock Plus Users Guide 37 were in hundredths they would print as 1 50 1 and 5 10 of an hour hours plus 1 50 hours equal 3 00 hours Spacing This determines the amount of space between the lines of text The smaller this value the closer together the lines are printed Valid entries are from 1 0 to 3 0 Print employee code number neither Determines whether the number printed to identify the employee is the TimeClock Plus ID number payroll code or if no number is to be printed Sort reports according to Determines how to sort the reports Due to the nature of some reports they may not be printed in the selected order Font sizes This feature allows you to control the font size for your reports The options include using the same font size for all iS reports 136CPL using the maximum font size that will fit on the page and using an auto font size for each report Misc Payroll Summary Determines how the payroll summary report will be printed It can be subdivided into job codes and rates Supplemental Pay Calculations Determines if overtime is included when calculating supplemental pay The minimum wage can also be entered to
59. d 4 Description 14 Exports As 14 Labor Cost 73 Login See User Profiles Manager See Applications Master Job Code List 14 Move employee 48 TimeClock Plus Reference Guide Necessary Shifts Building from a schedule 82 Copying 87 Creating 87 Re Building 85 Network Installation 8 See Time Server See Employee Time Server Notes Off See Special Shifts On Call See Special Shifts Open See Special Shifts Optimize 54 Overtime Calculation Methods 50 Restrict clock in 51 Setup 73 Passwords 73 Payroll 53 Photos See Employee Quick Add Hours 74 RDT Activity Log 24 91 Configure 23 90 defined 23 Diagnostics 25 Software 90 Specifications 92 Test Magnetic Cards 25 Troubleshooting 26 Reindex 53 Reports TimeClock Plus Reference Guide 101 Approaching Overtime 41 58 Time Entry 4 Font Sizes 37 Time Server Job Rate Report 42 Configure RDT 25 Options 35 F A Q 92 Orientation 38 Server Setup 21 Pay period 35 53 Service 27 Scheduler 42 TimeClock See Applications Sorting 37 Tips See Tracked Field Spacing 37 Tracked Codes 79 Requests See Schedule Tracked Field 77 Required Fields 75 See Employee Tracking 79 Reset Tracked Fields 57 58 75 Transfer Sick Vacation 88 Restore 60 Troubleshooting Restrictions See Employee RDT 26 Reviews See Employee User Profiles 79 Schedule Requests 86 Scheduler See Applications Schedules Creating 82 Verifying hours 80 Edit Individual 84 View Hour Edit Log 46 Shi
60. ddition to sick and vacation pay will be tracked Note that each time these are changed the totals normally should be reset to zero To view or edit the totals for an employee simply edit that employee s record and click the Cumulative tab To reset the totals 1 Start TimeClock Manager 2 From the Tools menu select Reset Tracked Fields 3 Mark the tracked codes you wish to reset 4 If you wish to reset sick and or vacation cumulative totals mark Vacation hours taken and or Sick hours taken 5 If you wish to reset sick and vacation details click Clear sick vacation date tracking and enter the first date you want to save Example Dr Wilson no longer has need of sick and vacation pay details prior to 1998 He marks Clear sick date tracking prior to 1 1 1998 and Clear vacation date tracking prior to 1 1 1998 6 If you only want to reset the marked fields for certain employees click Criteria and enter the appropriate criteria 7 Click Process User Profiles TimeClock Plus includes special features to allow different users to have different access privileges Individual users can be configured each with a different password to allow each user to access only specific functions In addition each user can be configured to only have access to specific employees Note that the user list is entirely separate from the employee list as far as TimeClock Plus is concerned the users configured have no relation to employees If
61. de number 16 Windshield Repair Man then he could work on the job cost code number GF 109 Green Ford Two hours later he finishes the Ford and changes his cost code to YH443 Yellow Honda The entire day he does this The management now has record of all hours this employee worked as a windshield repair man from the job code and also all hours that were spent on the yellow Honda green Ford etc from the cost code A report could be printed showing all hours company wide that were worked for the individual cars or a report showing all hours that the windshield department worked on each car etc TimeClock Plus Reference Guide 95 The job cost module adds more flexibility and allows the job codes to be used in a more generic fashion leaving the detail to the cost codes This module is simply a disk that you would install as you did TimeClock Plus that would convert the TimeClock Manager giving new reports and several new menu items What is the purpose of the Scheduler The scheduler is to allow TimeClock Manager to use the absence and tardy functions that it has available The computer must know when the employee is supposed to be at work and it references the schedules that you have created to do this You may also print out master schedules to post for your employees to see or for your own use You may copy schedules from week to week if the employee works the same scheduled time but the Scheduler will
62. displayed Regardless of your pay frequency TimeClock Plus tracks hours on a weekly basis Overtime is calculated on a seven day workweek In the space provided under Period Base Date enter the date of the first week TimeClock Plus will be used to collect data for this company This is not necessarily the first day of the pay period For example you may calculate payroll on a semi monthly basis from the 1st to the 15th and the 16th to the end of the month but your overtime is calculated on a week from Sunday to Saturday In the period base date enter the date of the first Sunday to Saturday week that you will be using TimeClock Plus When you have entered all of the values press the Finish button to complete the creation of the company You will then be asked to confirm that the dates entered are correct Once you have confirmed that they are correct the system will check all data in the directory to ensure that is conforms to the dates entered If the system finds data in the directory that does not conform to the dates entered you will be warned that the data exists and be given the opportunity to change the date settings For example if you have specified a date that falls on a Sunday and TimeClock finds data in the directory that was tracked on a period beginning with a Monday you will be given an error If you choose to ignore the error the existing data will be inaccessible to the TimeClock system The company is now created To access t
63. e Edit Employee drop down if the option Remove suspended employees from drop down lists in the Defaults screen is on and from many calculations They will still print on reports for any week that they have hours in however and their records can be edited in the normal manner To suspend an employee 1 Start TimeClock Manager 2 From the Employee menu select Edit 3 Enter the employee number of the employee you want to restrict 4 Click on the Info tab 5 Turn on Suspended 6 Click Ok Reviews This feature allows you to maintain documentation relating to employee reviews within TimeClock Plus To enter Employee reviews 1 Start TimeClock Manager 2 Select Employee and Edit 3 Enter the employee number of the employee you want to edit or select from the drop down list 4 Click on the Reviews tab 5 Click on Add 6 Enter the review date review time description of the review and any notes you want to retain 7 When finished click Ok Tips TimeClock Plus can track an additional numeric field This can be tips earned mileage pieces of mail handled calls answered or whatever your company needs to track Throughout this manual the tracked field is referred to as tips regardless of what your company may track 78 TimeClock Plus Reference Guide Although the manual refers to the tracked field as tips your company can change the name of this field to whatever you want up to 6 characters You ca
64. e adding a new shift click Add Otherwise click on the shift you want to edit and click Edit Enter the appropriate values for Time In and Time Out Select a job code for this shift Optionally enter a description for this field Click Ok To copy necessary shifts to other days Start TimeClock Scheduler From the Tools menu select Edit Necessary Shifts If this option is grayed you must first create or open a schedule Select the day you want to copy from by using the day tabs at the top of the window Select each of the shifts you would like to copy to another day Click Copy and a list of all days will be displayed Select the days you want to copy the shifts to Click Ok To schedule employees in necessary shifts 1 2 3 4 Display the employee s schedule Click on the appropriate day Click the Shifts button Double click the appropriate shift Monday from 9AM to 5PM in job code 1 and you manually enter a shift TimeClock Plus will also automatically fill necessary shifts with manually entered shifts For example if you have a necessary shift on for an employee for this time frame and job code the employee will automatically be recorded as filling that necessary shift See Scheduler Reports p 42 for information on printing out the necessary shifts and their assignments 88 TimeClock Plus Reference Guide Special Shifts TimeClock Plus provides three special shifts OFF ON CALL and OPEN
65. e tips or other tracked field in the Tips box If you use cost codes select the appropriate value in the Cost Code box If you want to include employees who have been suspended from clocking in or out see p 49 turn on the Include suspended employees box If you want to process all employees proceed to the next step Otherwise click Criteria and enter the appropriate criteria for the employees you want to include Click Process A box should appear indicating the success or reason for failure for each employee included in the selected criteria Holiday Calendar TimeClock Plus can keep a holiday calendar to report holiday hours worked on some reports Hours worked on holidays appear on the Complete Payroll report with an h next to them Besides this special notation holiday hours are not treated special in any way TimeClock Plus does not count hours worked on holidays as overtime nor does it add their hours to these days automatically All this feature does is to add the special notation on the Complete Payroll report To mark holidays Start TimeClock Manager From the Configuration menu select Holiday Calendar Use the Next and Previous buttons to select the month you want to edit Click on the day you want to configure as a holiday Click Edit Enter the name of this holiday Select the appropriate button for Report as Holiday Hours or Do Not Report as Holiday Hours Click Ok TimeClock Plus Reference G
66. ecified For more information on Criteria see p 62 If you are able to view the report on screen correctly before printing then the printing problem that you are having is not a TimeClock error TimeClock uses the installed Windows printer driver to print its reports If nothing prints out verify your physical connection to the printer Also verify that you are using the latest printer driver from Microsoft or your printer s manufacturer Why won t my early and late clock restrictions work The number one error that people make when setting this feature up is that they do not set up their Remote Terminal Restriction and TimeClock Restriction passwords in the Configuration Preferences Passwords screen These must be set up first TimeClock allows users to clock in out if a supervisor enters the correct password If there is no password TimeClock assumes no restriction See passwords p 73 for more information You must also have a schedule set up for the employee that you wish to restrict This is the only way that the computer knows that the employee is indeed early or late If you have set up the employee s schedule for the current week make sure that you have selected the appropriate check boxes and entered the correct numbers under the employee s Scheduler Tab in the Edit Employee screen What should I do when I get a database error while closing a week The most important thing to remember is to not try to close the week
67. ecify a default for tips tracking for each job code which is used when a job code is added to an employee Setting this default does not affect employees already using that job code To enable or disable tips tracking by default for a particular job code Start TimeClock Manager From the Configuration menu select Master Job Code List Click on the job code you want to modify then click Edit In the Job Defaults box set Tip Entry to the value you want Click Ok AED When an employee clocks out from a shift that requires tip entry they will be asked to enter the tips for that shift They will also be asked for tips when clocking out on break or changing job or cost codes TimeClock Plus Reference Guide 79 TimeClock Plus also provides a Tracked Field Report which gives the tips earned broken down by employee then by job code with totals then by week with totals For information on printing the Tracked Field Report see the User s Guide p 35 Tracked Codes TimeClock Plus automatically tracks cumulative total time sick time and vacation time In addition three other job codes can be tracked Do not confuse these tracked codes with the tracked field or tips field The job codes to be tracked can be set by selecting from the Configuration menu the items Preferences then Tracking Select the three job codes you want to track in the three fields From now on the cumulative totals for each of those three job codes in a
68. ed Licensor retains ownership of the Software recorded on the original and other copies may subsequently exist This License is not a sale of the Licensee s copy of the Software or of any subsequent copy Licensor may terminate this License immediately upon the breach by Licensee of any of the terms or conditions of this License Agreement On receiving notice of such termination Licensee agrees to either destroy or return the original and all existing copies of the Software to the Licensor Licensee agrees to comply with the terms and conditions of this License and agrees to take all reasonable steps to protect the Software from theft or use in a manner inconsistent with the terms of this License Agreement Licensee agrees not to make any changes or modifications to the software create derivative works from the Software or translate decompile disassemble or otherwise reverse engineer the Software or use or attempt to obtain any techniques algorithms processes trade secrets or proprietary information contained in the Software This License is personal to Licensee and non transferrable 1 03 Possessing and Copying Licensee agrees that the Software will only be displayed on or read into or used on the licensed Computer Licensee agrees to make no more than three 3 copies of the Software for backup purposes only and to keep the original and all copies in Licensee s possession or direct control Licensee agrees to place a l
69. ed to any such damages sustained as a result of any breach of warranty or of this License Agreement any act or failure to act relating to this License Agreement or the Software Licensor s negligence or gross negligence or any claim made against Licensee by any other party Licensee agrees that it shall not assert any claims against Licensor based upon theories or negligence strict liability fraud or misrepresentation and that it shall indemnify hold harmless and defend Licensor against any claim demand loss or action resulting from Licensee s possession or use of the Software Some states do not do not allow the exclusion or limitation of incidental or consequential damages so application of the above limitation or exclusion to you may be limited by state law Except as stated herein above in no event shall Licensor be liable for damages of any kind whatsoever including but not limited to damages for loss of business profits business interruption loss of business information or other pecuniary loss arising out of the use or inability to use this product even if Licensor has been advised of the possibility of such damages Any action by Licensee for breach of this License Agreement or other action by Licensee against Licensor must be commenced within one year after the cause of action has accrued 3 0 General This License Agreement contains the entire and exclusive agreement and understanding between Licensor and Lic
70. eek and the next week from the RDT if they are allowed in the system defaults To view a schedule from the RDT 1 Press the Clock In or Clock Out button 2 Enter your employee number when prompted 3 When your name is displayed on the screen with the yes no confirmation press the period key on the keypad 4 When prompted select 1 or 2 to view this week or next weeks schedule 5 Press the Yes Enter button to cycle through the schedule or press the No Esc button to Quit Editing hours TimeClock Plus has the ability to edit employee hours from the RDT In order for this option to be active it must be enabled from the Kon TimeClock defaults screen in TimeClock Manager In addition any user that must have access to editing hours from the RDT should be added to the TimeClock user list and granted access to this feature To Add Clock In or Edit Clock Out 1 Press 6 on the keypad 2 Press the Clock In or Clock Out keys to select your user ID 3 Enter your RDT password and press Enter 4 Enter employee number and press Enter 5 Select option 1 6 Use the Period key and the Enter key to scroll to the number you want to change Press Enter Enter Job code and press Enter Enter Cost code requires Job Cost Module and press Enter Press Esc to escape out of the Edit mode To Add Hours 1 Press 6 on the keypad 2 Press the Clock In or Clock Out keys to select your user ID 3 Enter your numeric password and
71. eeks each of sick and vacation time per year which equates to 80 hours year or 1 5385 hours week To accomplish this Dr Wilson enters 1 5385 in the Sick and Vacation columns for Hours earned each calendar week Because he doesn t want to pay for weeks when an employee works less than half of the week he sets Minimum hours required in week to accrue hours to 20 each Note that the number of hours accrued to date can be viewed on that tab as well as the number of hours remaining To see the number of hours used click on the Cumulative tab The accrued hours can be reset or used hours can be subtracted from the accrued hours setting the used hours to O and the accrued hours to the number of hours remaining To reset accruals 1 Start TimeClock Manager 2 From the Tools menu select Reset tracked fields 3 Turn on the appropriate options in the right hand column 4 If you only want to reset the values of particular employees click Criteria and enter the appropriate values See Criteria p 62 5 Click Process Approaching Overtime Report The approaching overtime feature allows you to monitor your employees hours to help control overtime To print the approaching overtime report 1 Start TimeClock Manager 2 Select Reports then Approaching overtime 3 Select the report criteria you want included 4 Click Print or select Criteria to select a specific group of employees Attendance Monitor This feature allow
72. ement Incorporated All Rights Reserved Printed in USA Data Management Inc 3322 West Loop 306 San Angelo TX 76904 Telephone 915 223 9500 Fax 915 223 9104 Internet sales timeclockplus com TABLE OF CONTENTS Welcome to TimeClock PIUS 0oooncncccccccnnnccnnnccnccconancnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnn 1 How this User Reference Guide is Organized coooooooccccnnncconccoanccnnnnccnnnnanannn 1 Conventions used in this guide oooooocccncnonccooccccnnccnonnnanncnnnncnnnnannncnnnncnnannnns 1 Comments about this guide ooooooocccnnninonicanaccnnnnccnnncnanncnnnnnnnnnnn nn nnnnncnnannnns 2 What is included ooccccccncccnnconcnnnonanononononnnonacnnnnnncnnnnnnnnnnnnnrnnnnnnrnnnnnnnnnnnns 2 TimeClock Plus Concepts ccceceseeeseeeeeeeeeeeeesseeeeeeeeeeeeeeeeeeeeeeeesnesseeeeeeeeets 4 Dates and TIMES ooocccccnncnncccncnnnonannnnonannnonnncnnnnnnrnnononrnnnnnnrnnnnnnrnnnnnarnnnnnacans 4 Calcula ia 4 Calendar iii ete et A ee 4 ShiftSsand Breaks ccoo acia ocio aoe oe ee che sian dados hotspot cb a a a iaaa 4 JOD COS ii ita a edt 4 Cost COES A ira 2M ee id dd ee Ae hee de tee 5 Installing TimeClock PIUS cccsssseeeeeeeeeeeeeseeeeeeeeeeeeeeeeeeeeeeeeeseeeeeneeeeeeees 6 System TEQUIFEMENIS ide its 6 Install oia ie 6 Creating Diskettes from the CD ROM oococccoccccccccconcnonnccnnncnnnnnnnnncnnncnnnnnnns 6 Starting the installati0D ooonnnnnnncccnnnnnnnncccoocnnnncnnnnnnnnnncnnncnonnnannncnnnc
73. ensee with respect to its subject matter and supersedes any and all prior oral or written communications proposals advertising discussions agreements purchase order representations and understandings between them and may not be waived or modified except by a written agreement of both parties No delay or failure by either party in exercising any right under this License Agreement and no partial or single exercise of any right by either party shall be deemed to constitute a waiver of that right or any other right under this License Agreement The termination of this License shall not affect the provisions of this License Agreement which by their terms and meaning are of a continuing nature If any provision of this License Agreement shall be held illegal void or unenforceable the remaining portions shall remain in full force and effect The paragraph headings in this License Agreement are for convenience only form no part of this Licensee Agreement and do not affect its interpretation This License Agreement shall be governed by the laws of the state of Texas All of Data Management Incorporated s products are trademarks of Data Management Incorporated TimeClock Plus TimeClock Manager TimeClock Scheduler are trademarks of Data Management Incorporated within the United States and other countries All other brand and product names are trademarks or registered trademarks of their respective companies 1999 Data Manag
74. f the activity log at the instant to the file It does not keep updating the log during operation TimeClock Plus Users Guide 25 To save the activity log 1 Click on the radio button corresponding to the serial port to which the RDT is connected 2 Click Activity 3 Click Save 4 Specify the path and filename for the saved log file 5 Click Ok Diagnostics You can read the magnetic cards to see what is encoded on them With WinRemote this can only be performed if the option Allow mag card test with 00 is on for the specified port To test read magnetic cards 1 On the RDT press 00 2 Swipe the magnetic card Read the displayed number then press any key 3 Repeat from step two or press Esc to end the test You can also see which port an RDT is connected to and how long it has been running With WinRemote this can only be done if the option Allow ID terminal with 11 is activated for the specific com port To check an RDT s port and uptime 1 On the RDT press 11 2 Read the displayed port and uptime Connecting to a Time Server from WinRemote From the WinRemote configuration screen select Time Server From this window you have a choice of disabling or enabling the Time Server To Enable the Time Server 1 Click on the button Time Server Enabled 2 Enter the name or IP address in the form XXX XXX XXX XXX where the Time Server can be found on your local network Prior to configuring clien
75. from scratch in case they become corrupt This procedure is called Reindexing It is quick and 54 TimeClock Plus Users Guide painless and never hurts your data In general if you suspect an indexing problem it s wisest to reindex Normally TimeClock Plus will automatically reindex all your files each time you close the week It also provides a menu option for you to reindex the files yourself Note that if you want to reindex a week that has been closed you must open the week before reindexing To reindex your data files 1 Launch TimeClock Manager 2 From the Tools menu select Re Index Data Files 3 Mark the indexes you want to rebuild Under most circumstances you will want to rebuild all indexes so click Select All to mark all check boxes 4 Click Process After a brief bit of disk activity the reindex will be complete Note that this process does not reindex schedules for that you must use TimeClock Scheduler Optimizing data files For reasons dealing with speed and efficiency when information is deleted from the TimeClock Plus database files it is not really deleted from the file instead it is marked with a special code and ignored by all operations On installations with much activity this can sometimes make your database files unnecessarily large slowing down TimeClock Plus The process of actually deleting the data is known as optimizing When TimeClock Plus optimizes a database it searches through
76. ft Pool 86 View Last Punch Shifts From RDT 32 defined 4 View Previous Week 45 Special Shifts 88 View Schedule Support 97 From RDT 33 E Mail address 2 nenas oe System Requirements 6 Welcome 1 WinRemote 90 Tardies 57 Template See Employee
77. hat Mary wasn t scheduled to work today The Call List can be accessed from the Tools menu or from the Who s Here list It displays a list of all employees sorted by number of hours accumulated this week Employees who have overtime are displayed in red while employees who are currently clocked in are displayed with an asterisk The call list is designed to allow employers and managers to call in employees for special jobs when necessary and still keep overtime hours to a minimum 82 TimeClock Plus Reference Guide 11 TimeClock Scheduler Some features of TimeClock Plus require the program to be aware of the employees schedules In particular the abilities to track tardies and absences to restrict employees to a fixed schedule and to print scheduled vs actual time reports depend on a current schedule existing This schedule is entered and maintained using the TimeClock Scheduler Build Necessary Shifts TimeClock Plus will automatically build a necessary shift list based on an entered schedule This can be useful when initially converting iS from a written schedule to the TimeClock system To build necessary shifts from a schedule Start TimeClock Scheduler Create or open a schedule From the Tools menu select Build Necessary Shifts If you are ready to proceed with a build of the necessary shifts press Proceed otherwise press cancel 5 Click Close RON Creating Schedules Like the rest of TimeCl
78. he company double click it in the list or select it and click the Select button If only one company is created all TimeClock Plus applications will default to using it 14 TimeClock Plus Users Guide 4 Configuring TimeClock Plus Now that you have successfully installed TimeClock Plus on your computer you are ready to configure defaults setup job codes and enter employees TimeClock Plus as a whole is made up of several program components each carrying out a specific function while working together and sharing data These individual components make up the TimeClock Plus System TimeClock Manager is the program you will be using to set up your employees and job codes You can easily move around using the drop down menus or the toolbar which consists of icon buttons Place the mouse pointer over a button or selection and you will see a hint appear on your screen describing the use of that selection The toolbar may be moved around the screen by positioning your cursor over a clear spot near the buttons holding down the mouse button and dragging to another location Entering job codes The first step in setting up TimeClock Plus is to enter the job codes you will be using Job codes are numbers assigned to identify particular positions or departments under which your employees are paid By default TimeClock Plus adds two job codes to your system These are job codes for sick and vacation time and were entered when the company was
79. his option is not affected by the Start or Stop buttons Editing Employees Managers can edit employee hours from the RDT See Editing Hours on the RDT on page 33 Activity Log WinRemote keeps a log of all successful transactions made on each RDT as well as when the RDT is started and stopped The Save button writes the log to a text file 92 TimeClock Plus Reference Guide 13 Appendices RDT The Remote Data Terminal is an ASCII serial terminal using a subset of the EIA RS232 interface It is only a terminal and has no memory or processor outside of what is necessary to drive the terminal The RDT communicates at 9600 BPS with 8 data bits no parity and 1 stop bit No form of handshaking is supported It is not necessary to program Windows or the UART with these settings WinRemote will automatically program the Windows driver with the appropriate settings on startup Frequently Asked Questions TimeClock didn t convert an older version s databases Why TimeClock converts databases during the company setup phase If you specified to install TimeClock Plus into a directory other than the directory where your previous version of TimeClock was installed you should have received a message about converting from a previous version into the new directory You should answer yes to this question and specify the directory where TimeClock Plus was previously installed to ensure that the data is copied into the new install
80. hod is named TIMESV32 EXE and it runs as a service on Windows NT platforms only In order to run any of the Time Server software your network must be configured to run TCP IP If you are unsure if TCP IP is configured on your network consult your network administrator Stand alone Time Server You may want to setup this application in the startup folder to ensure that it is run automatically when the user logs in 1 Login to the system on which you will be running the Time Server 2 From the TimeClock Plus group launch Time Server Time Server Service on Windows NT On systems running Windows NT the Time Server is run as a service A service is an application that is started in the system without the need for a user to log in and manually start it To configure the Time Server application on an NT system 1 Log onto the Windows NT system as Administrator 2 From the TimeClock Plus folder in the Start Menu launch Time Server Configuration 3 Examine the status of the Time Server application If it is installed and running skip to step 6 If the server is installed and stopped skip to step 5 4 Click on Install Service to install the service into the NT service database 5 Click on Start Service to start the service 6 The service is now running and time can be obtained from this computer by specifying its name or address in the client setup of each of the TimeClock applications Once the Time Server is running
81. how many man hours are being spent on each car in order to properly bill the customer TimeClock Plus has the optional Job Cost Module to facilitate this The Job Cost Module is an optional product available from Data Management which allows employees to clock in with a cost code The difference between job codes and cost codes is important Each employee is expected to have only a few job codes and those codes change infrequently Conversely there is no limit to the number of cost codes available and those codes are easily changed Also employees are assigned job codes individually whereas cost codes are assigned for the company as a whole If you are interested in purchasing the Job Cost Module contact Data Management at 915 223 9500 6 TimeClock Plus Users Guide 3 Installing TimeClock Plus walk you through the installation process however before you install The installation program included on your TimeClock Plus CD will E you should verify that your computer meets the minimum requirements System requirements Your computer should meet the following minimum requirements before installing TimeClock Plus 386 processor Windows 95 98 or NT Mouse 10 MB free disk space 8 MB memory VGA monitor 2X CD ROM drive Internet access recommended Installation If you are upgrading from a previous version of TimeClock Plus it is recommended that you backup your existing TimeClock Plus installation before installing
82. ia for the employees you want to modify 4 If you want to set the employees class turn on the Change class button and enter the new class in the Change class to field 5 If you want to modify the job codes for these employees continue to step 6 Otherwise proceed to step 9 6 Turn the job code button to Add Remove or Modify 7 Select the job code you want to affect 8 If you are adding or modifying the job code set the check boxes to their appropriate values and enter the appropriate rate of pay 9 Click Process After processing the employees a screen will appear indicating the success or cause of failure for each employee selected by the criteria The Global Record Addition facility allows you to add shifts for all employees or those meeting specified criteria simultaneously Note that this will not add shifts for employees who do not work under those job codes that is if 68 TimeClock Plus Reference Guide you add shifts for job code 105 then those employees who are not assigned job code 105 will be unaffected To use the Global Record Addition facility 10 Start TimeClock Manager From the Employee menu select Global Record Addition Enter the date in time in date out and time out Select the job code from the list in the Job Code box If you want to use a particular rate for all employees enter that in the Rate box Otherwise turn on the Use employees default pay rate option Enter th
83. ical timeclock the manager will collect the timecard every week and replace them with new ones TimeClock Plus performs a similar operation when the week is closed TimeClock Plus Users Guide 47 No matter how long your pay period is or how often you print reports you MUST close the week EVERY week You don t need to close the week exactly at the end of the week TimeClock Plus has a built in one week leeway period during which you can edit your data if necessary You can wait for that extra week and suffer no ill effects however after that week employees will be unable to clock in or out until the week is closed Backing up your data is recommended prior to closing the week In the event of a power loss or other problem during the close week procedure data can then be recovered See Backing up your system in the Reference Guide p 60 To close the week 1 Launch TimeClock Manager 2 From the File menu select Close current week 3 Confirm the information shown on the box displayed then click Yes to proceed Editing Employees TimeClock Plus provides several facilities to edit employee records over time and quickly modify several employees To edit an employee s record 1 Launch TimeClock Manager 2 From the Employee menu select Edit 3 Enter the employee number of the employee you wish to edit If you aren t sure click A list of all employees will appear sorted by last name If you
84. ictions can take place the appropriate passwords must be set up Failure to set up the proper passwords will cause the restrictions to be ignored by TimeClock Plus For help on changing the TimeClock restriction passwords for the on screen TimeClock and the RDT see Passwords p 73 76 TimeClock Plus Reference Guide To restrict employees from clocking in or out too far outside of their scheduled time 1 Start TimeClock Manager 2 From the Employee menu select Edit 3 Enter the employee number you want to restrict and click Ok 4 Click on the Scheduler tab 5 Turn on the options you wish to restrict in the Approval Required For box Enter the number of minutes of leeway you want to provide in the corresponding text field Example Dr Wilson wants to prevent Fred Bloggs from showing up more than 10 minutes late or leaving more than 30 minutes early without special approval He edits Fred s employee record and marks in the Approval Required For box the options Late clock in Outside 10 minutes and Early clock out Outside 30 minutes 6 Click Ok Employees can be restricted from clocking in after they start earning overtime Note that this only restricts employees who are clocking in not clocking out If an employee starts earning overtime during a shift this restriction does not take effect until the next time that employee clocks in To restrict an employee from clocking in while earning overtime 1 Start TimeCl
85. ide 21 Cumulative There are no configurable options in this window however there is useful information about the employee s accumulated hours These hours can be reset on a company wide or employee basis by using the Reset Tracked Fields option in the TimeClock Manager See Reset Tracked Fields in the Reference Guide p 75 You have now set up and completely configured your first employee Click Add Another if you want to add more employees or click Ok if you are finished for now Adding schedules One of the more sophisticated features of TimeClock Plus is its ability to track employees according to a schedule You can restrict employees to the schedule track tardies and absences and round to the schedule The program that controls your schedule is the TimeClock Scheduler You can access Scheduler from TimeClock Manager by using the Launch menu or by selecting it from the TimeClock group on the Start Menu To set up an employee s schedule 1 Launch TimeClock Scheduler 2 From the File menu select New Schedule 3 Select the week for the schedule you want to create by using the Next and Previous buttons or by clicking on a day within the week on the calendar being displayed 4 If you have already created a similar schedule click Yes at the Copy Schedules dialog box and select the week you want to copy the week from Otherwise click No 5 From the View menu select Employee Schedule 6 Enter the number of the emplo
86. ime accumulated and indicates if there is any shortage Minimum wage is set in the Options under the Misc tab Tracked Field Report This is broken down by employee then by job code with totals then by week with totals It indicates the tips earned during each week Weekly Punch Report This is a detailed report of each transaction indicating date and time in and out job code break length with p for paid or u for unpaid and hours worked A bracket marks entire shifts Absent Report and Tardy Report These print out the employees who were absent or tardy during the selected period the dates they were absent or tardy and the times they were scheduled 40 TimeClock Plus Users Guide to work There must be a schedule set up before printing this report see Adding Schedules p21 The option An employee is officially absent when _X_ minutes late and An employee is officially tardy when _Y_ minutes late under the Summary tab set how late an employee can clock in before TimeClock Plus considers him or her tardy or absent These reports cannot be printed for the current day For information on how to print the current day s information see Who s Here in the Reference Guide p 81 Job Scheduled versus Actual This is actually two separate reports in one The reports can be selected in the Schedule vs Actual box under the Schedule tab The first printed only if the option Include employee detail is on breaks down the inf
87. imeClock Plus After the 90 day period has elapsed an additional 30 minutes of running time is available free of charge Time will be deducted only when used i e if you have a question 4 months from then end of the 90 day free period and it takes our tech support 5 minutes to answer that question you will still have 25 minutes remaining If additional tech support is desired it can be purchased for 1 00 per minute or in 30 minute blocks for 27 00 Unlimited quarterly support is available for 299 00 All technical support calls are answered in the order they are received Technical support policy is subject to change without notice Technical support is available Monday through Friday excluding holidays 12PM 5PM CST and can be reached at 915 223 9300 Please be at your computer and have your serial number ready when you call Registered users can also submit questions via mail e mail or fax Please include your serial number address or fax number and a complete description of the problem A DMI support representative can only respond to written questions with written answers so be sure to include your address email or fax number Written questions are charged in the same manner as telephone questions For written support DMI Technical Support 3322 West Loop 306 San Angelo Texas 76904 915 223 9104 fax support timeclockplus com TimeClock Plus Reference Guide Absences 57 Accruals See Employee Activity log See RDT
88. in no way automatically generate schedules for employees My computer has a mouse and modem Will my RDT work Each of these is a serial device and most IBM compatible computers only have two serial ports i e COM1 and COM2 For example if your mouse is on COM1 and your modem is on COM2 then all of your available serial ports are occupied Also if you have an internal modem more than likely one of the serial ports has been disabled in the bios This essentially disconnects one of the serial ports on the back of the computer so even if the RDT is plugged into it the connection is dead Can I use COM3 or COM4 for my RDT The serial ports COM3 and COM4 can be configured to run an RDT if you add them using a different IRQ than that of COM1 or COM2 For example if you do not have any devices in your system using IRQ 5 you can add another serial port using COM3 IRQ 5 and the RDT will function properly If you attempt to add COM3 using the same IRQ as COM1 or COM2 you will have problems getting the RDT or any other device working on the port How do free up a serial port for an RDT to use Some computers have a PS 2 style mouse connector that is a dedicated mouse port that uses IRQ12 These can be purchased as an add in board or if one is already present on your computer adapters that will allow you to use your existing DB9 mouse are available There are also multi port boards on the market that allow you to add four or
89. int the employee list 1 2 3 Launch TimeClock Manager From the Employee menu select Print Information The fields in the list on the right are printed The fields in the list on the left are not To move a field from one box to the other double click on it Check the number in the Space Available box If this reads None then the text will be shrunk to accommodate the printed page If you only want to print certain employees click Criteria and enter the criteria for the employees you want to print Click Print Scheduler reports The Scheduler provides many reports to help analyze the schedules All scheduler reports operate on schedule data only they do not work with any actual clock in clock out records These reports can be printed for a maximum timespan of one week TimeClock Plus Users Guide 43 To print scheduler reports 1 Launch TimeClock Scheduler 2 From the Reports menu select Print Scheduler Reports 3 Select the reports you want to print 4 If you only want to print certain employees click Criteria and enter the criteria for the employees you wish to print 5 If you want to change the options that control the reports click Options and edit the options as appropriate 6 Click Print Depending on the reports you selected you may be prompted for several parameters These are discussed in the descriptions of the reports Daily Schedule This prints out sorted by time in a list
90. ion Hints on Exporting Raw Data When exporting raw data fields can be formatted in several different ways By default all fields are exported using their default width with trailing spaces To export data and trim the trailing spaces you must use a dash in between the percent and the letter representing the field For example the address field is represented with f Using f by itself will yield a 40 character field with the address followed by space padding up to 40 characters If f is used the address is exported without the trailing spaces so it is no longer a fixed length field To export data into a specific column size you should insert a number between the percent and the letter representing the field to be exported For example if you would like the address field exported in a 65 character column you should enter 65f in the Export Format area Likewise if you would like to trim the field to 10 characters you could use 10f This action will trim all addresses to 10 characters on the export TimeClock Plus Reference Guide 67 Example A payroll system requires employee data in the format first name last name address city state zip To create this file enter c Vd e Vl Vg h IGN into the Export Format area and click process Note the N at the end of the export format that represents an end of line Most exports will contain at least one N to force data onto separate line
91. ion menu select Preferences then Defaults For more information on individual defaults select the page and press F1 for help Manager Items to Track Determines whether detailed tracking is enabled for certain items Breaks Highlighted in If enabled shifts with breaks are displayed in a Edit Hours different color when editing hours Shift lengths in minutes Will display shifts in the HH MM format instead of the when editing hours HH HH format in the edit hours screen Current labor cost on Will display the current cost of labor on the bottom of status bar the TimeClock Manager main screen Reminder messages When it is time to close the week a message will when time to close the popup when Manager is first run to notify the user week this operation must be done Save entered sales in If enabled sales figures entered in the labor cost 64 TimeClock Plus Reference Guide labor cost screen will be saved with the current week when it is closed RETURN functions as TAB in edit fields If enabled the return key will move the cursor to the next edit field Remove suspended employees from drop down lists If enabled suspended employees will not show when selecting an employee from the employee list Enable job costing If the job costing module is installed job costing can be enabled and disabled via this button Auto copy schedules from week to week Some
92. ired 6 Check the appropriate options The precise options offered would vary depending on the payroll package refer to the documentation supplied with the DMI payroll bridge for descriptions of each option 7 If you want to export only certain employees click Criteria and then enter the appropriate values See Criteria in the Reference Guide page 62 8 Click Process 9 Import the file into your payroll package Refer to the documentation that came with your package for details Note that in some bridges a program supplied by DMI performs step 9 See the instructions that came with your bridge for details Reindexing data files TimeClock Plus for the purposes of speed keeps several indexes These indexes are similar to the index of a book they let TimeClock Plus quickly find where information is located in a file From these indexes TimeClock Plus performs all of its database searches Unfortunately these indexes can occasionally get a little out of kilter This is a rare occurrence owing mostly to power failures improper termination of the software and the like However when it happens the consequences can range from the frustrating to the bizarre The most frequently observed symptom of bad indexes is that records that have just been added do not appear in the appropriate lists Also program errors such as general protection faults GPFs and the like can occur TimeClock Plus has a facility to rebuild these indexes
93. is broken down first by employee then by job code It shows the number of hours broken into regular and overtime the tips and hourly rate for the period specified Estimated Wages Report This prints out a report broken down first by employee then by job code It shows the number of hours regular and overtime the pay rate worked for each job code and the estimated wages due this employee without any sort of taxes or deductions TimeClock Plus Users Guide 39 Job Code Analysis Detail This report prints out broken first by job code then by employee with totals the number of regular and overtime hours worked with an estimate of wages Job Code Analysis Summary This report is broken down by job code only It prints out the number of regular and overtime hours and total wages for each job code Payroll Summary This is broken down first by employee then by job code with totals then by week with totals It indicates the pay rate regular hours overtime hours and the number of tips only on per job code totals Period Report This report is broken down first by employee then by week with totals It prints out the number of total hours regular and overtime hours sick and vacation time and tips The Period Report can be printed for a timespan of up to 10 years Supplemental Pay Report The Supplemental Pay Report adds up wages and tips compares the sum to the appropriate minimum wage for the t
94. k Manager printing reports and viewing employee information and labor costs Many other features are also included in this program and are also discussed later in this guide TimeClock Scheduler is used to build employee schedules It is necessary to schedule employees in ue ele equis order to take advantage of absent and tardy reports as well as rounding to scheduled shifts The Time Server is designed to run on a workstation on your network allowing TimeClock Plus to obtain the time Time Server from the server and not the local workstation This program is included only in the network version of TimeClock Plus Time Server Service The Time Server Service is designed to run as a service TimeClock Plus Users Guide 3 on Windows NT allowing workstations running TimeClock Plus to obtain the system time from the server This program is included only in the network version of TimeClock Plus WinRemote is designed to run on Windows 95 98 and NT This program is only necessary if you are winpemote connecting a remote data entry terminal to the workstation The Auto Import application is used to perform an Auto Import unattended import of clock data This is useful when Additional Module using another application to collect the data for import into TimeClock Plus Auto Update is designed to periodically update the TimeClock Plus applications using the internet This Auto Update application
95. k per week AUN Shift Pools Many businesses using TimeClock Scheduler have identical shifts for many employees To save time when entering the same shift multiple times the Shift Pool can be used to hold and quickly recall several common shifts To add or edit a shift in the pool 1 Start TimeClock Scheduler 2 From the Tools menu select Edit Shift Poo l 3 To add a new shift click Add To edit an existing shift click on the shift to edit then click Edit 4 Enter the start and end times for the shift 5 Click Ok 6 Click Exit To schedule an employee with a shift from the pool Display the employee s schedule Click on the day to which you wish to add the shift Click on the Pool button Click on the appropriate shift Select a job code for the employee Optionally enter a description for the shift Click Ok STONE eo Ne TimeClock Plus Reference Guide 87 Necessary Shifts For other situations when certain shifts must be filled each week the Necessary Shifts feature can be used to check that the positions are filled Note that the Necessary Shifts feature only provides checks it does not schedule employees automatically To create or edit a necessary shift Start TimeClock Scheduler From the Tools menu select Edit Necessary Shifts If this option is grayed out you must first create or open a schedule Click on the desired day to edit in the tabs at the top of the window If you ar
96. l as go on break change job codes and change job cost codes This number can either be assigned by TimeClock Plus or can be determined by you using any number up to ten digits such as social security number internal employee IDs etc Employee defaults such as required fields sick tracking vacation tracking and message history should be set up before you enter any employees Selecting Configuration Preferences Defaults accesses these options An employee template may also be setup allowing you to enter information your employees may have in common such as job codes overtime calculations restrictions etc This feature prevents you from having to re enter this information The employee template is accessed from the Template selection in the TimeClock Manager Employee menu In addition to the template employee default information can be setup for certain screens in the employee data For example if all of your employees receive accruals based on the same policy the accrual screen can be configured in the default information and each employee can be setup to use the default information instead of their individual employee record In the future if accrual changes are necessary the amounts need only be changed in one location The employee defaults can be accessed from the Employee Defaults selection in the Employee menu To add employees 1 From the Employee menu select Add 2 Enter the employee number you want to assign this e
97. led times their clock in and out times can also be rounded to their scheduled times Most often these restrictions are used together If you would like to prevent an employee from clocking in more than 10 minutes early and rounding to their scheduled time if within 10 minutes you should set both the approval and round to scheduled times to 10 minutes Employee schedule restrictions and rounding will not take place AE unless a schedule exists for an employee for the current day To verify a schedule exists you can launch the scheduler or attempt to view the employee s schedule while clocking in out from the on screen TimeClock or RDT see p 33 Restriction passwords must also be set in order for restrictions to be active but do not need to be set for rounding to take place Notes You can enter any other information you want to store about this employee by clicking on the Notes tab and entering the information Photos If you want to store the employees photo click on the Photo tab click New Photo click Locate and find the file that stores the employee s photo The photos must be in a Windows BMP format Internally they are stored in the PHOTOS subdirectory of the TimeClock Plus data directory Reviews You can enter employee reviews by selecting the Reviews tab and selecting New Enter the review date the review time a description iS and the review notes To save enter Ok to delete enter Cancel TimeClock Plus Users Gu
98. ll List functions The Who s Here list can be accessed from the Tools menu From this list you can see which employees are currently clocked in If the Include on break box is checked then employees who are on break will also be included By clicking the Absent button a list of employees who are scheduled to work but not present will be displayed By clicking on an employee in the list that employee s shift can be inspected with the Shift Info button or the employee can be clocked out with the Clock Out button The list is automatically updated every 60 seconds Additionally the list can be updated with the up to the second information at any time by clicking Update Example Dr Fred Wilson owner and proprietor of Wilson Computer Services keeps regular tabs on his employees with Who s Here As he approaches the computer he sees that the Who s Here window is already displayed Because a shift change has recently taken place he clicks Update to ensure that he has current information Looking over the list he notices that Jimmy Bloggs is clocked in Since Dr Wilson saw Jimmy leave he assumes that the young boy forgot to clock out Dr Wilson clicks on Jimmy s name then on Clock Out He enters the date and time that Jimmy left and then clicks Ok Dr Wilson also notices that Mary Bloggs isn t clocked in He clicks on Absent to view the absent list When he sees that Mary isn t listed on the absent list either Dr Wilson remembers t
99. lock Fek M 1 E mpiya Numba David Frs Nere Green Last Name 1234 Arysliest Address Dalias Ciy Tk Stale 66746 Zp Codes Load Map 8 Map each of the fields in the import file to the appropriate TimeClock Plus field To map a particular field in the import file click on the TimeClock Field Mappings side of the row for the item you would like to map A drop down list of all available items to map will appear Select the name of the item that corresponds to the field in the import file Note that items in the drop down list with an asterisk after their name are required fields and must be present before an import can be processed For example when importing job codes the import cannot proceed if a job code number is not mapped to an item in the import file If you would like to clear the mappings and start over press the Clear Map button If the file format is something that you will be importing on a regular basis you may want to click Save Map to save the map toa file for later use This will eliminate the need to re map the file every 72 9 10 TimeClock Plus Reference Guide time it is imported into the system If you have previously created a map for this file format and did not specify the default map file in the previous screen you can load the map from this screen by using the load map button Once all mappings are complete press the Next button If there are any required fields that are not mapped y
100. ludes a pop up calendar which can be accessed from the tools menu as well as holding down CTRL and pressing D Shifts and Breaks A shift is the time between when an employee clocks in and when that employee clocks out including any breaks taken during this time whether they are paid or not A break is a period of time during which the employee is not clocked in but is still part of the current workforce Employees on break do not show up as absent for that day Job codes Job codes are used to track employees hours in a specific department i e waiter dishwasher hostess etc Employees may be assigned one or more job TimeClock Plus Users Guide codes and may clock in and out under one or more of those job codes during the day allowing you to track the amount of time spent in that department In TimeClock Plus each position or department is setup as a job code The job code is a number used to refer to that position or department Two non clockable job codes are automatically created when you install TimeClock Plus These job codes are sick time and vacation time and are assigned to all employees At least one clockable job code will need to be added before an employee can clock in or out of the system Cost codes Many businesses frequently have multiple customers or projects at any given time and it is helpful to know how much time is being spent on each For instance an automobile repair shop may need to track exactly
101. maneTx 00744 Selma 5566 Liste Dalar Txt 10746 2 Enter the name of the file in the Filename to Import section If you do not know the name or location of the file you can press the browse button to locate the file on the local hard disk or a network drive Once the filename is entered the system will automatically attempt to determine the format of the file and place this in the file type section If 70 TimeClock Plus Reference Guide the format is not correct selecting the type from the drop down list can manually change it Enter the number of records to skip in the import file in the Records to Skip edit box Some files contain header information when exported from a payroll system or accounting package The records to skip section tells the import to ignore the number of specified records at the start of the file A record is defined as a line in the import file Once a valid file name is entered the first ten records of the file will be previewed in the File Preview section If you can see header records in this preview window that should not be imported adjust the records to skip until no header records are visible in the preview window If you are importing a delimited ASCII text file select the delimiter that separates each item on a record in the import file Most files are comma delimited but files can also be delimited with spaces tabs pipes or any other valid character Before selecting Next be sure t
102. meClock Manager From the Employee menu select Global modification If you want to change all employees go to the next step otherwise click Criteria and enter the criteria for the employees you want to select This is particularly useful to change all employees in one classification to another Turn on the Change class check box Enter the class you want to set the employees to in the Change class to field Click Process A box will appear indicating for each employee success or cause of failure 62 TimeClock Plus Reference Guide Cost Codes Through the use of an additional module TimeClock Plus has the ability to track information using cost codes Cost codes are another level of breakdown that is most often used to track time on individual projects Cost codes are entered and used on a company wide basis whereas job codes are entered on a per employee basis When the cost code module is installed several new features are enabled in TimeClock Manager and each of the TimeClock applications that allow for managing and reporting of each of the codes For help on entering cost codes see Adding Cost Codes in the Users manual p 22 Criteria For several operations in TimeClock Plus it is possible to enter particular criteria for the operation so that only particular employees are affected The details of how criteria are specified are explained here The criteria can hinge on the employee number class job codes or last
103. mployee 1 Display the employee s schedule 2 Click the Copy button 3 Select Copy a previous schedule 4 Click on the week you wish to copy from then click Select Re Build Necessary Shifts Sometimes it may be necessary to rebuild the necessary shift assignments for a particular schedule Re building assignments will iS reset the current assignments and then traverse through the list of scheduled employees and determine which employees are filling necessary shifts in the system Each of the shifts that are filled will be assigned to the employee who fills it 86 TimeClock Plus Reference Guide To re build necessary shifts Launch TimeClock Scheduler Create or open a valid schedule From the Tools menu choose Re Build Shift Assignments If you are ready to re build the shifts select Proceed otherwise select Cancel 9 Select Close when the operation is complete COO Requests Enter Employee requests for each employee while making the schedule This will give you the opportunity to view that employee s schedule requests and availability for each day In addition you can enter the number of hours the employee would like to work for the week To enter employee requests Start TimeClock Scheduler Click on View then Employee schedule Enter the employee number Click on Req From this screen you can enter the employee s requests including availability and requested number of hours to wor
104. mployee or use the default by clicking Ok 3 Enter the employee s name 4 Enter the employee s address social security number telephone number date of birth date hired race and sex These entries are optional unless marked as required in the TimeClock defaults 5 If you use a payroll package enter the payroll package s code for this employee in the Employee Code field Example If John Doe is identified by 123 in TimeClock Plus but as ABC456 in your payroll package then enter ABC456 here 6 Leave the Left field blank If you enter a date in this field the employee will be unable to clock in after that date This field denotes the date the employee left the company 7 If you want to divide your employees into classifications such as departments location or by manager enter the appropriate number in the Classification field 8 The three fields marked Unused are for your own use See the Reference Guide p 65 for more information 9 If you want this employee to not be able to clock in or out switch the Suspended field to Yes 10 If you have the optional Job Cost module and want this employee to use cost codes switch the Job Costing field to On 11 Verify all information on the screen then click on the Jobs tab 12 Click Add 18 TimeClock Plus Users Guide 13 Enter the job code in the box labeled Job Code Number or click on the button and select the job code from the list 14 If the job code you want t
105. n also set the number of decimal places maintained from zero to four decimal places However only maximum of five digits can be stored If you have zero decimal places tips can range from 0 99999 if you track four decimal places tips can only range from 0 9 9999 Note that changing the number of decimal places tracked has a retroactive effect all prior records will change to the number of decimal places without regard to digit placement If you change from two decimal places to zero tips previously entered as 1 05 will become 105 To change the name of the tips field Start TimeClock Manager From the Configuration menu select Preferences then Defaults Click on the Miscellaneous tab Enter the name to give the tracked field in the Tracked Field field Enter the number of decimal places to track in the Decimal Places field ABLLWZ The tips field need not be used for every job code It can be enabled on a per employee per job code basis To enable or disable tips tracking for a particular employee and job code 1 Start TimeClock Manager 2 From the Employee menu select Edit 3 Enter the number of the employee for whom you want to enable tips tracking 4 Click on the Jobs tab 5 Find the job code you want to enable tips tracking for The Tips column indicates whether or not tips tracking is already enabled 6 To toggle tips tracking on or off click on the job code then click the Tips button You can sp
106. name Only employees meeting all of the selected criteria are included in the operation employees meeting some of the criteria but failing others are excluded Employee Criteria Eg p Standard Fields MMM Include Employees 0 3999999999 Include Classifications 0 939999 Have Job Codes 0 3999999999 Last Names From ja to A Miscellaneous Tracked Fields IV Manager Y Field Worker J7 Specialist Op Code equals 123 Blank for all Cancel Load Save Default In addition to the standard fields the criteria can also be based on the miscellaneous fields These fields are set up in the TimeClock defaults screen and are entered on a per employee basis from the Info screen of the employee record For the three check fields each can be on off or unused lf the field is on or off the employee must have the same setting to be included If the field is grayed it is ignored when processing criteria The tracked edit field also set up in defaults has several options for inclusion By pressing the button the inclusion option can be cycled from equals to contains to value is If set to equals the edit field must exactly match not case sensitive the edit field in the employee record If set to TimeClock Plus Reference Guide 63 contains the employee matches the criteria if their edit field contains the entered text at some position
107. ng TimeClock applications are currently running on this system and should be stopped before proceeding with the installation of TimeClock Plus 3 0 TimeClock Manager TimeClock Remote Cancel Install If you see this screen you should terminate the applications that are running on the system Once all applications have been terminated select Continue Install to proceed with the installation Note also that if you are reinstalling TimeClock Plus 3 0 on a network all users on the network must be out of TimeClock before attempting the install If users are still running the TimeClock applications they will not be updated If you are performing an install on a Windows NT system and the Time Server service is currently running you will get the following message Time Server Service The TimeClock Time Server Service is installed on this machine In order for the system to update this file the service must be stopped and removed from the service list If you do not stop the service it will not be updated i Continue Install In order for the Time Server service to be updated it must be stopped Note that during the period the Time Server is stopped no client computers will be able to retrieve the time from the server If you are upgrading from a previous version of TimeClock Plus the Time Server should be stopped If you are merely reinstalling TimeClock Plus on this computer it is not necessary to stop the service
108. nnnnnnns 6 Single User InstallatiOD oooonooococcnnnnnnconccccccnnnnnnnnnannncnnnnnnnnnnnnncnnnnnnnnnnns 8 Network InstallatiON occoonccncconnnnnonocnnnnnonononononnnonanononononnnnnnrnnnnnnannnnns 8 Finishing the Install c200 cacec cen crea 9 Company Sella tin eee as 11 Configuring TimeClock PIUS sssssssssssssssunsnnnnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnn 14 Entering job codess 21 2 in ae a A ee ates ee ae 14 Field Descriptions seseina ne n A eo a 14 Job DefaultSisasccc48 A Re nico ee tees ee et ao 15 Breaks Auto DeductiOnS occcccooccncconccnncnnncnnnnnncnnnonannnnnnncnnnnnnonononanans 15 Breaks Clocked BreakS ccccccccoconncccnncnccoccoonccnnnnnonononnnnnnnnnonononanonanonos 16 AUTO QUe na taa peca ito dd ct Md o en de edhe de aA 16 Adding Employees irte 16 ACC Se bce 28 A ae ak cba th Bent At She ct RR bre e Be A T ie to 18 RestriciONS mic ede de ed dee ada 19 A EA E EA A E A EE 20 NTON EEEE EE A E arts cat See ass See nee 20 POIS MAATEN RE BE AEEA E PE ia 20 ROVISWS PAEA tt EREA EEEE ETE 20 CG m lative s annin nnana A E 21 Addings hed les iimis a a beh R RSE Eaa 21 Adding Cost CodeS e een oeae aore aetan arn Da 22 The Remote Data TerMiNal ooonnccccccnnnccnnncnnnnccnnnenanncnnnnnnnnnnnnnnnnnnnnnnnnannnn 23 Setting up the RDT acest ai ta 23 Configuring the WinRemote Software ccccceeeeeeeeeeeeeeeeeeeeeeeeneeeeeees 23 Using WinRemotes 5 5 5 5 lt cec
109. nnnnonnncncnnncnnnnnnnncnnnnnonnnnnnncnnnnnnns 31 Changing Job COdBS oooocccccccccnoooocccccnnnconnnonancnnnnnnnnnnnnnnnnnnnnnrnnnnnnnncnnnnanos 32 Changing Cost Codes tees e n e s eaea e ea Ne n ken 32 Checking HOUrS i mien ina aae eE Ea eas nats TEE TATEA SESER 32 Viewing last punchi neniani daa is 32 Viewing schedules ocoooonoccccnnncinonoocncnnnnnncnnnnnnnncnnnnnnnnnnonnnnnnnnennnnnnnnnnnnnn 33 Editing NOUS EEEE tel aia ica E E eines EEE 33 Bz Printing ROPOMtS n 35 Pay Period Report OptiONS ooooooocccnnnccnnncoooccnnnncccnnnnnnnccnnncnnnnnnnnnnnnnncnnnnnes 35 Oye ai ida 36 Me a TE EAE EE eh ae tates eats aes 37 Schedule cocinan aa 37 OnentatlON MAE EAEE leccion aora ciedad OL eh lobo 38 Pay Period Repo imita redee 38 Complete Payrol e r iio 38 Day Breakdown Report c occccccncccocccncccconnconnncnnnnccnnnnnnnnnnnnnnnnnnnnnnnnnnnncnnnnnnns 38 Employee Job Reports sri a eee a R ena aia aa a akit 38 Estimated Wages RepOlt cccoonccoccccccccconononnncnnnncnonnnnnnnnonnnncnannnnnnnnnnancnannnes 38 Job Code Analysis Detail oooonnioonccninnnnnnccoccccncncconnnananccnncncnnnnnnncnnnnnnns 39 Job Code Analysis Summary ccoooooocccccncccnnnaonncnnnnononnnannncnnnnconannnnncnnnnnnns 39 Payroll SUMMA icsse ene ina dad 39 Period ROPOT e A eaa io 39 Supplemental Pay RepOlt cccccccnccccccccnncconanannncnnnnncnonnnnnnncnnnnnnnnnnnnncnnnnnnns 39 Tracked Field Reports cocacola dreams 39 Weekly Punch Report iii
110. o select the proper delimiter for the file being imported From the drop down list the delimiters comma tab pipe space and other can be selected If your file uses a delimiter other than the standard you can select other and key the delimiter into the edit box for delimiter If the delimiter is a non printable ASCII character you can key it into the delimiter field by entering a backslash followed by the three digit ASCII code for the delimiter For example if the file were delimited with the ASCII value 128 you would enter 128 in the delimiter field Enter the name of the default map file for this import A map file is the list of associations between the import and TimeClock Plus fields If this is the first time you have imported a file of this type leave this field blank Once all information is entered for the import select the Next button to proceed If any information is incorrect you will be given an error and you can make any necessary corrections before continuing If you are not importing a fixed length ASCII file skip to the next step otherwise you will be presented with a screen similar to the following Filename CAFIXED TXT Record Width 53 David Joe Green 123 AnyStreet 052 Tx A A ES A a e Use the arrow keys and the space bar or the mouse to mark the first character in each field DK This screen is used to map the column assignments of the data in the fixed length file In order fo
111. o take on Thursday and Friday His supervisor entered him in the scheduler under job code 1002 Vacation Pay with his normal hours of 9 5 for those days Because TimeClock Manager has not been told about these hours if a report is printed from TimeClock Manager no mention of vacation time is made In addition Fred would be listed as absent The supervisor performs this transfer which tells TimeClock Manager about the scheduled vacation time and then prints out a report from TimeClock Manager This report shows Fred Bloggs as clocked in at 9 5 under job code 1002 for the correct days To transfer sick and vacation times from Scheduler 1 Start TimeClock Scheduler 2 From the Tools menu select Transfer Sick Vac Time TimeClock Plus Reference Guide 89 3 If you want to transfer sick time select the box Transfer sick hours to current week 4 If you want to transfer vacation time select the box Transfer vacation hours to current week 5 If you only want to transfer certain employees click Criteria and enter the information for the employees you want to transfer See Criteria p 62 6 Click Process 90 TimeClock Plus Reference Guide 12 WinRemote 32 WinRemote is the interface program between TimeClock Plus and a Remote Data Terminal RDT One copy of WinRemote will simultaneously drive up to 16 RDTS on one computer there is no need to run the program multiple times After being launched WinRemote displays a list
112. o assign this employee is not listed you may click on New Code and enter a new job code 15 Enter the pay rate in the box labeled Pay Rate You may also enter the date the pay rate was last changed in the Rate Change box 16 If you want the employee to be able to clock in under this job code check the Code is Clockable checkbox 17 If the employee is eligible for overtime while working under this job code check the Earns Overtime checkbox If the employee does not earn overtime but the job code counts toward the minimum number of hours required to earn overtime turn on the Counts toward overtime checkbox 18 If the employee is required to enter tips or another tracked field see Tips in the Reference Guide turn on the Required Tips Entry check box Click Ok Repeat from step 12 for each job code that you want to add 21 Click on the Overtime tab If you want to use defaults you have already setup for overtime select the Use Default Information box if not proceed with the next step 23 Select the overtime calculation method you want to use for this employee 24 Enter the Overtime Factor for weekly overtime in the Overtime 1 box for daily overtime enter the factor in the Overtime 2 box 25 Enter the number of hours before overtime starts in the appropriate box 26 If you selected Salaried or Set Amount of Pay under Calculation Method enter the Salaried amount per week here and continue adding more employees
113. o configure a printer select Print Setup from the File menu The specifics of how to change your printer settings will vary from printer to printer See your Windows documentation or your printer driver s documentation for details TimeClock Plus Users Guide 45 9 Maintaining TimeClock Plus Editing hours Sometimes special changes have to be made to the records Employees need sick time to be added or forget to clock in or other such items TimeClock Plus provides special facilities to edit employees records in these cases To view an employee s hours in TimeClock Manager from the Employee menu select Edit Employee Hours If you need to edit hours for a week that has been closed you must first select View previous saved week from the File menu and select Return to current week from the File menu after you re finished History information such as cumulative hours worked is not updated when you edit previous weeks For this reason it is recommended that all editing take place before the week is closed Editing Employee Hours David Green 1 olx E Edit j M E B Timein Time Out Code Hours Rate Break Tips Tota Mo Meo 01718 BASAM 01718 3 00 PM ION O cc l 20O 023 Delet ZE OAS S054M 01MA9312PM 101 612 995 000 612 E 01 20855AM lt lt ClockedIn gt gt 102 000 10 50 000 000 Visual Total Hours 12 Hours 22 Mins T Also show actual times in Goto In this figure
114. ock Manager 2 From the Employee menu select Edit 3 Enter the employee number of the employee you want to restrict 4 Click on the Restrictions tab 5 Turn on Restrict Clock In when employee reaches overtime 6 Click Ok Employees can also be restricted from clocking in after they earn a specified number of hours Like the previous restriction this only affects employees when they are clocking in To restrict an employee from clocking in after a specific number of hours Start TimeClock Manager From the Employee menu select Edit Enter the employee number of the employee you want to restrict Click on the Restrictions tab Turn on Restrict Clock In when employee reaches X hours Enter the appropriate number of hours in the text field Click Ok NOOBRWNDN Employees who leave the company with advance notice can be restricted from clocking in after a specified date Like the previous two restrictions this only affects clocking in TimeClock Plus Reference Guide 77 To restrict an employee from clocking in after a specific date Start TimeClock Manager From the Employee menu select Edit Enter the employee number of the employee you want to restrict Click on the Info tab Enter the appropriate date in the Left field Click Ok OVE ON Employees who have been suspended can be restricted from clocking in entirely This also removes the employees from the drop down lists except th
115. ock Plus the Scheduler organizes its data in weeks At any time a schedule is being edited the week of that schedule is displayed at the bottom of the TimeClock Scheduler window Under normal conditions the only time a week is not open is the first time that TimeClock Scheduler is run To create a new week 1 Start TimeClock Scheduler 2 From the File menu select New Schedule 3 Click on the Next and Previous buttons to select the week you wish to create a schedule for Click Ok Confirm the date displayed then click Yes If you wish to base this week on a previous week click Yes and proceed to the next step Otherwise click No a blank week will be created Select the week you wish to base the new week on If you want to copy the employees schedules from the previous week as opposed say to just necessary shifts then turn on the Copy Employee Schedules option 9 If you want to copy the necessary shifts from the previous turn on the Copy necessary shifts option ONE SA TimeClock Plus Reference Guide 83 10 If you only want to copy certain employees then click Criteria and select the employees you want copied See Criteria p 62 11 Click Process To edit a previous week simply select from the File menu the option Open Schedule To delete a week select from the Tools menu the option Delete past schedule Note that the week currently being edited cannot be deleted Daily Overall Sched
116. of all shifts for each day Daily Visual Schedule This prints out a daily schedule in a graphical format Times are not shown instead the day is presented across the page with each employee on one line and a bar through the times they are scheduled to work Individual Schedule This prints out a complete schedule showing each day s shifts for all selected employees Job Code Schedule This prints out for a particular job code a list of who is scheduled to work that job code This is printed one page per day and sorted by time in Weekly Schedule This prints out a list of all employees and the days of the week showing each shift they are scheduled to work each day with a space for each employee s initials This schedule is suitable for display Necessary Shifts and Necessary Shifts with Assignments For information on necessary shifts see the Reference Guide p 87 This prints out a list of all assigned necessary shifts and optionally the employees assigned to these shifts The sort order can be changed in the Options screen 44 TimeClock Plus Users Guide Time Coverage Report This report prints a graph showing in fifteen minute increments how many employees are scheduled to work during a specified time range Print Setup If you need to use a different printer or different printer settings than the default you can use the Print Setup option This lets you select your printer and your driver settings T
117. on 2 0 data directory Specify a new directory Data Directory E Proaram Files TimeClock Plus 3 0 Data El lt Back Cancel 12 TimeClock Plus Users Guide This screen is used to configure the location of TimeClock databases for the selected company By default TimeClock Plus defaults to creating its data directories off the program directory It is recommended that the default directory is used but it can be changed if desired If a previous version of TimeClock Plus was installed on the system you can also attach to those directories by selecting the Use version 1 0 1 1 directory or Use version 2 0 directory If either of these options is selected the data will only be accessible through TimeClock Plus 3 0 If you would like to keep the existing TimeClock 1 0 1 1 2 0 data intact it is best to specify a new directory for version 3 0 data Once the new directory is created you will have the option of copying existing data into the newly created company Once you have specified a new directory press the Next button If the directory does not exist it will be created for you You will then be asked if you would like to copy existing data into the company If you answer no an empty company will be created If you select yes you will be prompted for the location of the data you would like to convert Select the location of the previous version of TimeClock Plus data When the software has verified the integrity of
118. on Select File 4 Making sure you are in the proper directory for your backups select the file you want to restore 5 Click Open TimeClock Plus Reference Guide 61 Lea de Select All or only the files you want to restore Click on Start restore Click on Yes if you want to proceed or No if you do not When the restore is complete a window will open displaying Restore completed successfully Before attempting to restore a backup it is recommended that you create a backup of the existing TimeClock data This will ensure that if the data you are restoring is not correct you can always revert to the current set of data Classification The employees in TimeClock Plus can be divided into separate classifications These classifications can be used to represent separate sites payment plans service departments or whatever other sort of division is useful Note that departments are more frequently represented by job codes see the User s Manual p 14 Classifications are numbers in the range 0 99999 To set an employee s classification 1 2 3 4 5 Start TimeClock Manager From the Employee menu select Edit Enter the number of the employee whose classification you want to set Enter the desired classification in the Classification box Click Apply Several employees can be set to a particular classification simultaneously To set several employees classifications simultaneously Start Ti
119. ormation first by employee then by job code The second printed only if the option Include employee per job detail is only broken down by job code Each report includes information for the time scheduled actual time earned and the difference For each of these the report includes number of regular overtime and total hours and estimated wages The report can be printed only for weeks that have been closed Anniversary Report This prints out employees who have anniversaries with the company in the time requested This report can be printed for a maximum timespan of one year Example Fred Bloggs joined the ranks of Dr Wilson s Computer Services on April 1 1990 In a report to print out all anniversaries in April 1999 a line will be included stating that he has been with the company nine years as of April 1 1999 Birthday Report This prints out the date of birth and age of employees who have birthdays in the time requested This report can be printed for a maximum timespan of one year Cost Code Summary requires Job Cost Module This is broken down by cost code with totals then by job code with totals then by employee lt displays the number of regular and overtime hours worked and an estimate of wages paid TimeClock Plus Users Guide 41 Individual Cost Summary requires Job Cost Module This is broken down by employee then by cost code with totals then by job code It displays the number of regular and ove
120. ormation on exporting to a payroll package see Exporting to a Payroll Package on p 53 In addition to exporting calculated payroll data TimeClock Plus offers the ability to export raw information to a text file The exporting of this data is in a 66 TimeClock Plus Reference Guide customizable format that allows you to export so that virtually any program that has import capabilities can import it To export hours for the current week 1 Launch TimeClock Manager 2 From the Employee menu choose Export Raw Hours 3 If you have a saved format select it from the Current Format drop down list otherwise enter a new format using the data provided in the Fields box 4 Click Process 5 Enter a filename for the export file 6 Enter the date range you would like to export from the current week and click Ok Note that in order to export history data you must first view a previous week from the File menu 7 The file is now created and ready for import or use in another application To export employee information from the employee list 1 Launch TimeClock Manager 2 From the Employee menu choose Export Information 3 If you have a saved format select it from the Current Format drop down list otherwise enter a new format using the data provided in the Fields box 4 Click Process 5 Enter the filename for the export file 6 Click Save 7 The file is now created and ready for import or use in another applicat
121. ou will be given an error message and be required to map those fields before continuing the import process import Summary Review the summary and chick Presto proce es the impart Impan File C EMP TXT Fields Mapped Dureri Mapped Field Employas Mumbai Fist Hame Last Name Adde WARNING You shouid pailom a data backup before mpoting ey dea iio TimeDlock Phe Ifa beckupis nol done ds mut bs married y removed hon the 2elecled databace il the inporlie rol accaptabia To cancel tha mpal nowy press the CANCEL bution belas ta The final screen of the import process is the summary screen This screen summarizes the import process that is about to take place As stated in this dialog it is recommended that a backup be done before importing any data into the TimeClock system The backup can be performed from the TimeClock Manager by selecting Backup System Info from the Tools menu Click the Finish button to process the import As the file imports an import status dialog will be displayed Once the import is complete a dialog will be displayed showing the number of records read number of records imported and the number of errors found If errors were present in the import you can select the View Errors button to view and print the errors TimeClock Plus Reference Guide 73 Labor Cost Analysis The Labor Cost Analysis provides an hour by hour breakdown of number of hours worked and wages paid and labor percentage
122. overtime is calculated on a weekly basis for each of the two weeks in the pay period Best of Bi Weekly vs Daily Overtime This selects on an employee by employee basis whether Bi Weekly or Daily overtime would be more beneficial for the employee This choice is made based on the entire two week period Salaried or Set Amount of Pay This indicates that the employee is salaried TimeClock Plus Users Guide 51 and TimeClock Plus does not perform wage calculations Both Daily and Weekly Overtime This activates overtime anytime the daily or the weekly overtime requirements are met Overtime 1 This indicates the ratio of overtime pay to regular time pay For time and a half the value would be 1 5 Overtime 2 This indicates the ratio of overtime pay to regular time pay For double time the value would be 2 0 Accrual See Accruals p 57 in the Reference Guide Restrictions Auto Rounding This causes all clock in and clock out times to be rounded to a multiple of the time value specified Breaks are not affected Example Fred Bloggs is set to round clock in and clock out times to the nearest 15 minutes and to round up at the eighth minute He clocks in at 7 52a since that is seven minutes after 7 45a he is marked as clocking in at 7 45a He then clocks out that evening at 5 08p since that is eight minutes past 5 00p he is marked as clocking out at
123. p to Finishing the Install for further documentation Network Installation The first screen displayed on the network installation is the selection of a Server or Client installation The first install should be a server install The server install will copy all of the necessary TimeClock files to the installation device A server install should only be performed on one computer in the network Once a server install has been completed you should perform a client install on each of the clients on the network that are to have access to TimeClock Plus The number of client machines that you install should not exceed the number of licenses purchased If you are performing a server installation please refer to the documentation a few paragraphs back for a Single User Installation If you are performing a client installation you will be presented with the following screen TimeClock Plus Users Guide 9 Installation Directory Enter the directory where TimeClock Plus is installed eclock In order to attach to the TimeClock Plus system the IS application needs to know where the original install is located This directory should be mapped as 4 local drive letter prior to beginning the installation procedure Directory of TimeClock Installation El lt Back C u Cancel Since TimeClock Plus should already be installed on the network all that needs to be done is to tell the client computer where to find the TimeClock appli
124. people use the same schedule from week to week This option instructs TimeClock to move the current schedule to the next week when the week is closed This will only take place if there is not already a schedule for the next week TimeClock View Hours View Current Schedule View Next Schedule View Last Punch Determines what access an employee has to his hours when clocking in and out from the on screen TimeClock or RDT Edit Hours on RDT Determines whether hour editing is enabled on the RDT For more help on this feature see Editing Hours on the RDT p 33 Print hours when viewing If enabled users of the on screen TimeClock have the ability to print their hours when clocking in out Display employee number on clock in out Determines if the employee number is visible when clocking in out If disabled asterisks will display Job Code Change Option If disabled the button for changing job codes will not be displayed to the user Break Option If disabled the button for going on break will not be displayed to the user Miscellaneous Tracked Field and Decimal places Determines the name and number of decimal places for the tracked field Some examples are miles tips parts pieces etc TimeClock Plus Reference Guide 65 Maximum break length Determines the maximum number of minutes for a break Breaks over this amount of time are considered a clock out
125. ption for the cost code in the Description field 6 Click Ok 7 If employees should be able to use this cost code mark it Active Cost codes that are active show up in cost code lists when employees are clocking in or changing codes cost codes that are inactive do not 8 Repeat from step 3 for all cost codes to be added To add a range of cost codes Launch TimeClock Manager From the Configuration menu select Master Cost Code List Click Add Click Range Enter the starting and ending code in the appropriate fields Click Ok If the information is correct answer Yes to continue otherwise enter No to cancel NOOR WD TimeClock Plus Users Guide 23 5 The Remote Data Terminal The TimeClock Plus Remote Data Terminal RDT is a device that allows your employees to clock in and out at a location away from the computer It can be purchased with or without a magnetic card reader The RDT must be connected to a computer running the WinRemote software during operation Setting up the RDT The RDT is not a stand alone device it has no memory or processing power of its own A computer controls all of the RDT s operations The RDT must remain connected to the computer during use although the computer can be performing other tasks while the RDT is in use To connect the computer to the RDT you must have a free serial port or COM port Modern computers have two styles of serial port DB9 and DB25 ports
126. quired Fields You can set certain fields to require entry when adding employees You will not be able to setup and save employee information unless iS you enter information in all of the required fields To setup required fields 1 Start TimeClock Manager 2 Click on Configuration Preferences Defaults then Employee entry 3 Place a check beside each field you want to require 4 Click on Ok to finish Reset Tracked Fields TimeClock Plus tracks several different items on a per employee basis It is sometimes necessary to reset these fields To reset these fields 1 Launch TimeClock Manager 2 From the Tools menu select Reset tracked fields 3 Check the box by the Tracked Fields you want to reset You may also select to reset select fields prior to a specified date This enables you to keep the most recent data in these fields 4 If you want to reset the tracked fields of particular employees click Criteria and enter the appropriate values For more information see Criteria on page 62 in the Reference Guide 5 To start the reset click Process Restrictions Employees can be restricted from clocking in or out under various conditions Employees can be restricted from clocking in or out too far outside of their scheduled time and restricted from clocking in after they start accumulating overtime reach a specified number of hours after a particular date or completely restricted from clocking in Before any restr
127. r the system to know what columns represent valid data you should place a mark at the beginning of each column of data A column of data is considered to be from a marker to the character to the left of the next marker In the example above David will be considered to be the first column of data TimeClock Plus Reference Guide 71 Also note that some files contain data that is not pertinent to TimeClock Plus In order for the import process to parse the data properly these columns should also be marked In the example screen above if 052 represented the employee s age it should be marked as a column of data TimeClock Plus does not have a field to import age but if it were not selected as a column the address field would import as 123 AnyStreet 052 because the system would assume that the address column ends in the character preceding the T in Tx NOTE that if you are attempting to import a fixed length ASCII file the columns of each record should always be in the same fixed position The system will only allow one fixed map per file Although the fields should always be in the same position the records in the file do not necessarily have to be the same length If the record sizes vary only data up to the end of any given line will be imported import Happings Select each field from ths impot file and map R 1o the appropiste field in the local database e you ae parting into Impor Fis Information TimsC
128. ranty does not cover any copy of the Software which has been altered or changed in any way by Licensee or others Data Management Incorporated is not responsible for problems caused by changes in the operating characteristics of the computer hardware or operating system which are made after the delivery of the Software THERE ARE NO OTHER WARRANTIES OF ANY KIND WITH RESPECT TO THIS LICENSE OR AGREEMENT THE SOFTWARE THE DOCUMENTATION OR ANY SERVICES OR GOODS PROVIDED BY LICENSOR TO LICENSEE IN CONNECTION WITH THE SOFTWARE LICENSOR DISCLAIMS ALL OTHER WARRANTIES WHETHER EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO ANY IMPLIED WARRANTIES OF MERCHANTABILITY OF FITNESS FOR A PARTICULAR PURPOSE OF CONFORMITY TO ANY REPRESENTATIONS OR DESCRIPTION OR ARISING FROM USAGE OF TRADE OR COURSE OF DEALING OR PERFORMANCE THIS LIMITED WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS YOU MAY HAVE OTHERS WHICH VARY FROM STATE TO STATE 2 08 Responsibility of Licensee Licensee represents that it accepts sole responsibility for a the selection of the Software to achieve Licensee s intended results b its use and c the results obtained from the software 2 09 Damages Limitation Even if Licensor has been advised of the claim or potential of the following described kinds of damages Licensor shall not be liable for indirect incidental punitive exemplary special or consequential damages of any kind whatsoever including but not limit
129. rtime hours worked and tips accumulated Individual Costing Report requires Job Cost Module This report prints out a separate page for each employee lt displays each shift time in the time out the cost code the job code pay rate tips earned and hours worked Optionally it can display a summary of each cost code Job Cost Analysis requires Job Cost Module This is broken down by cost code then by job code lt displays the number of regular and overtime hours worked and an estimate of wages paid Period Job Cost Report requires Job Cost Module This report prints out a separate page for each cost code It is broken down by employee with totals then by week with totals It displays the number of regular overtime sick and vacation hours and tips earned This report can be printed for a maximum timespan of 10 years Other TimeClock Manager reports Although the Pay Period reports are by far the most common TimeClock Manager has several other reports for various purposes Approaching Overtime This report prints out employees who are near overtime or for salaried employees employees who are near a specified number of hours To print the Approaching Overtime report 1 Launch TimeClock Manager 2 From the Reports menu select Approaching Overtime 3 If you want to print employees who are approaching weekly overtime turn on Employees Earning Weekly Overtime and enter the number of minutes of leeway you
130. s Global Editing Global Editing provides a way to edit several employees at the same time TimeClock Plus has the Global Record Addition facility to add shifts to all employees as well as the Global Employee Modification facility to add delete or modify job codes globally Example Dr Fred Wilson has decided to give his employees April Fool s Day off He has never tracked holiday pay before so he first adds job code 1002 Holiday Pay to the master job code list through the normal means see the User s Manual p Since adding a job code to the master job code list doesn t make it so that employees can use that job code he then uses the Global Employee Modification facility to add job code 1002 to all his employees Then Dr Wilson uses the Global Record Addition facility to add a shift from 9 00 AM through 5 00 PM under job code 1002 Holiday Pay for all his employees The Global Employee Modification facility allows you to add or remove a particular job code to all employees or just those meeting particular criteria It also lets you modify the pay rate and other flags affecting the job code Also it allows you to change all employees or just those meeting particular criteria to a different class see p 62 To use the Global Employee Modification facility 1 Start TimeClock Manager 2 From the Employee menu select Global Modification 3 If you want to affect only certain employees click Criteria and enter the criter
131. s you to view a list of employees that worked or were scheduled during a specific time period on a specific day To initiate the Attendance Monitor 1 Start TimeClock Manager Kou 2 Click on Tools then Attendance monitor 3 Enter a date and time range not to exceed 48 hours or select a range from Quick Pick Filter allows you to select the attendance criteria You can also select Criteria to specify certain employees to include Click Update to display the list Click Print to print the list if desired aS TimeClock Plus Reference Guide 59 Example When you came in on Monday morning you noticed that the break room was not clean It is the responsibility of the closing team to make sure the break room is clean You launch the Attendance Monitor and key in the date and time for yesterday evening and select the Worked During option from the Filter menu After pressing the Update button you are presented with a list of all employees that worked the closing shift The Attendance Monitor has several different methods of determining whether a person is working has worked or is scheduled to work From the Filter drop down several choices are available Clocked In During The employee is displayed if he enters onto the clock during the time range specified If the employee is already working they are not displayed This can be useful in viewing clock in records for a certain period of time Working During The employee is displ
132. t computers to connect with a Time Server the time server application should be configured See the Time Server Application section in this guide p 27 26 Troubleshooting the RDT TimeClock Plus Users Guide The following list defines common problems and solutions encountered during the setup of the Remote Data Terminal Problem Possible Solutions RDT does not have a flashing cursor in the upper corner when power is applied Check to ensure that all connections are secure from the power outlet to the RDT Try moving the RDT to an outlet that is known to be functioning properly When the software is running for the RDT the menu appears but none of the keys on the RDT work The most common cause of this is a reversed cable Although a telephone cable looks like the cable that is shipped with the RDT they are not interchangeable Make sure that you are using the original cable that came with the RDT If you are using a long cable try moving the RDT close to the PC and using a short cable to ensure that the cable is not the problem When the software is activated the RDT had power but nothing will appear on its display Check all connections from the PC to the RDT No gender changers are required to connect the RDT to the back of the PC The RDT connector is a female connector and should plug directly into a 9 pin or 25 pin male serial port on the back of your PC You should be using a conne
133. ted for a maximum timespan of one month To print pay period reports 1 Launch TimeClock Manager 2 From the Reports menu select Pay Period 3 Select the period you want to print then from the displayed list select the reports that you want to print 4 If you want to only print certain employees click Criteria and enter the criteria for the employees you want to include See Criteria in the Reference Guide Page 62 5 If you want to specify certain optional features of the reports click on Options and select the appropriate options These options are detailed in the descriptions of the reports 6 Click Print 7 If you want to preview the reports before printing turn on View on screen before printing The Windows printer driver handles other speed vs quality and resolution decisions See your Windows documentation 8 If you want the reports to be printed with emphasis on print speed turn on Draft mode If you would rather emphasize print quality turn off Draft mode 9 If you need to configure the printer for example to use a different printer or to print in a different resolution click Setup Printer and set up the appropriate options 10 Click Ok cursor over the report title in the tree list and press the right mouse button Vs To get a more detailed description of a report place the mouse Pay Period Report Options To edit the report options click the Options button from the pay periods report screen
134. the previous version of data you will be prompted with a conversion screen Data Conversion C Convert all dates Keep history data after for 01 1998 E Keep schedules after 0170171998 El V Convert employee photos M Convert employee notes Cancel In some instances it may not be necessary to convert all data and schedules from the previous version of TimeClock Plus If you would only like to convert specific dates of history or schedule data select convert specific data and select the starting dates of the schedules and clock information you would like to convert If you would like to convert employee photos and employee notes make sure there are check marks in the appropriate boxes When you are ready to proceed with the conversion press Go If you would like to cancel the conversion and return to the previous screen select Cancel Once the new TimeClock company is created and data is converted you will be prompted to configure some options for the new company TimeClock Plus Users Guide 13 TimeClock Plus tracks time by job codes departments The job codes for sick and vacation times are assigned to each employee In the fields provided enter the numerical values you would like to use to represent sick and vacation time If you have converted data from a previous version the values from that data should be displayed If this is a new install the default values of 1000 and 1001 will be
135. the employee has worked three shifts this week On 1 18 he worked from 8 45 AM until 3 00 PM in job code 101 He entered 15 00 in tips for this shift He also worked from 9 05 AM until 3 12 PM on 1 19 He clocked in at 8 55 AM on 1 20 and is still clocked in Both the employee and the manager have verified his first shift and the employee has verified the second shift From this screen you can add delete or modify individual records and you can combine records to form shifts To add or modify a record 1 If you want to add a new record click Add If you want to edit an existing record double click on the line you want to edit Fill in the appropriate information for date and time in Select the job code the employee works under for this time Verify that the rate indicated is correct If this employee uses cost codes select the cost code the employee works under for this time OE on 46 TimeClock Plus Users Guide 6 If the employee is still clocked in turn on the Clocked In check box and skip to step 10 7 Turn off the Clocked In check box 8 Fill in the appropriate information for date and time out 9 If the job code this employee is working under requires tips entry enter the appropriate amount in the Tips box 10 Click Ok To delete records 1 Click on the record you want to delete 2 Click Delete To combine records into shifts 1 Click on the first record you want in the shift 2 Click Break 3
136. tips or another tracked field enter that and press Enter If a management message is entered read it and press any key If you have a personal message read it and press Yes or No If appropriate a brief message will appear to tell you that the transaction is successful Clocking Out on Break To Clock Out for Break on the RDT Press Break Enter your employee number and press Enter or swipe your magnetic card If necessary check the screen to ensure that your name appears If necessary enter the tips earned this shift and press Enter If a management message is entered read it and press any key If you have a personal message read it and press Yes or No 32 TimeClock Plus Users Guide 7 If appropriate a brief message will appear to tell you that the transaction is successful Changing Job Codes To Change Job Codes on the RDT 1 2 Press Job Code Enter your employee number and press Enter or swipe your magnetic card If necessary check the screen to ensure that your name appears Punch in your job code for the next shift and press Enter or press Period to cycle through a list of available job codes If you use multiple cost codes punch in your cost code for this shift or press Clock In and Clock Out to cycle through a list of available codes If necessary enter the tips earned on the previous shift and press Enter If a management message is entered read it and press any key If you have a personal
137. to start TimeClock Manager to create a company and or convert previous TimeClock data select Yes If your configuration has already been done or you would like to do it at a later time select No Note that no TimeClock applications can be run until the initial company configuration is done from TimeClock Manager The installation is now complete TimeClock Plus Users Guide 11 Company Setup In order to use any of the TimeClock Plus applications you must first create a company and select a location to store the data for that company By default TimeClock Plus will allow the creation of one company If you have a need to maintain more than one company in the software an additional Multi Company module can be purchased from Data Management Inc The multi company module can be useful if a payroll department maintains data for several different companies via one copy of the TimeClock Plus software To begin the process of creating a new company or modifying the settings for an existing company you should launch the TimeClock Manager If you are launching TimeClock Manager for the first time the software will notify you that there are no companies created and take you directly into the company configuration dialog If you currently have one or more companies created you can select cancel at the login prompt to TimeClock Manager and choose Select Company from the File menu to enter the company creation and editing screen To create a compan
138. to the employee not completing a transaction The data is logged to a file in the format winrmi lt port gt log For example port 2 would log to a file winrmt2 log in the working directory TimeClock Plus Reference Guide 91 Allow Mag card test with 00 Allows an administrator to test the number encoded on a magnetic card by pressing 00 zero zero on the keypad while it is idle Allow ID terminal with 11 Allows an administrator to see which serial port and activity time on a particular RDT by pressing 11 on the RDT Activate port on program Causes the terminal connected to the specified startup port to automatically start when the WinRemote software is started Idle release delay The number of seconds that an RDT will wait at any given prompt before it assumes the user has walked away A value of zero indicates infinite wait Language file Used to allow languages other than English to be used on an RDT Language files can be created from the TimeClock Manager under the Configuration menu Time Server If you are running on a Windows NT 95 98 network and have setup a Time Server use this option to configure the location of that server Starting and Stopping The Start and Stop buttons will start and stop the selected RDT They have no permanent effect when WinRemote is restarted all serial ports are activated if and only if the option Activate port on program startup is on T
139. ts and Necessary Shifts with Assignments 05 43 Time Coverage RepOldiccoonncoccccncnccnonconnncnnnncnnnnnnnnnnnnnnnnnnnnnnnnnnnnnrrnnnnn anar 44 O A 44 9 Maintaining TimeClock PIUS eccceeeseeeeseeeeeeeeeseeeeeeeeeeeeeeeneeseeeeeeeeees 45 Editing hOwrs cuina ad 45 Closing WEEKS cacon Tn banana den cad beseanwaneclnagh amina cdt fie 46 Editing Employees oniiir aeea eaa ae a are aaa E a 47 O e de 49 JODS cia eae ma a dearer vanes icra inane AR NA 49 A E 50 Arial 2 sors docs cocida docs tidad dica sedadestteds cack Govwweds doderect ee 51 ReStrictionsS ci c naerciiasennds iasediitsendtianen inne nds hacen T ET 51 So an ieee A ote ek he tae 52 Notesi sce nuse ana teeta Ea O NEE ETE O AAA E S ES 52 PHOTO ia e e ie do a ot 52 Exporting to payroll packages oooccoonccncnccooocccnncconnnnanancnnnncnnnnnnnnncnnnnnnnnnnnns 53 Reindexing data filesS oonnnnnoocccn nnninnccoccccccnnnnnnnnrnnnnnnnnnrnnnnnnnnnnnnnaninnnnns 53 Optimizing data fileS s niania naaa 54 10 TimeClock Plus Features mmmmcccconnnnconnccnncnnnnnnnnnnccrrnnnnnn nn cren nen 57 Absences and Tardies s i neniani iaieiiea eiaa eae ia ieia 57 e AVTE E E EEE E E AEE E E E E E E E Lut ant 57 Approaching Overtime Report cccccnccccccnnccccnncoonccnnnnccnanannccnnnncnnnnnnnnccnnnnnns 58 Attendance MonItor doctorado 58 Auto Updating pia E 59 Backup and Restore ansni iieii ee e e E A aaaeaii 60 Classification a a a a a a a aa 61 COST COG
140. uide 69 Due to the many different ways that holiday hours can be collected and paid these hours are only reported as holiday and not exported as holiday Hours worked on holidays will be reported as normal hours and will follow the rules of calculation for which the employee has been set up Importing Information into TimeClock Plus TimeClock Plus has the ability to import data into most areas of the system The import mechanism is very flexible and allows importing in virtually any format including delimited text fixed length text and DBASE compatible files If you are importing files from software such as Microsoft Access or Excel use the features in these applications to save the data to a format that TimeClock Plus can import such as comma delimited ASCII To import a file into the TimeClock system 1 Select the appropriate import corresponding to the file you will be importing Imports for employee data such as name address hours job codes etc are located on the File menu of the TimeClock Manager Company job code and cost code imports are located under the edit master job code and cost code lists in the configuration menu of TimeClock Manager import Filenames Fienama to import fc KEMP TT cul Fie ypx DeimtedA5ct Text Records lo kia o Skips unused header records Delak Map Fie IMPORT MAP sl Feddes ore JE Dalene fr File Presi 1 Dewide Greer 298 AryshesteD aleseT er 88745 Z MatkeJones 4 55 Belrue Sher
141. ule The daily overall schedule is a visual representation of the current schedule In the top half of the window is a graphical list of all employees that are scheduled for the particular day On the lower left of the window is a list of employees that can be scheduled On the lower right of the window is a list of necessary shifts that still need to be filled for the week E Daily Schedule for Sunday January 24 1999 olx Monday Tuesday Wednesday Thursday Friday Saturday Sunday 7a 8a 9a10 11 12p1p 2p 3p 4p 5p Ep 7p 8p 9p10f11f12a1a 2a 3a 4a 5a 6a AAA nn cars J Da Options Close David Green Mechanic 9 00AM 11 30 AM Mark Jones Mechanic 4 00PM 8 00PM Miranda Devere Mechanic 10 00AM 6 00PM d_ Green Repair 3 00AM 5 00 PM Jim Davis Office Staff 9 004M 5 00 PM Mark Avis Office Staff 8 004M 4 00 PM Brian Smith Julie Jones To view the daily overall schedule 1 Launch TimeClock Scheduler 2 From the View menu choose Daily Overall Schedule To schedule a shift using the daily overall schedule 1 Select an employee from the list of employees at the bottom left corner of the window 2 Double click on a shift in the necessary shifts list in the right corner of the window or click on a shift and click Assign To get more information about a scheduled shift 1 Select the day to view using the tabs 2 Position the mouse cursor over the shift in the graphical window 84 TimeClock Plus Reference Guide
142. urs worked count toward overtime This should be checked if this counts toward the minimum hourly requirements for overtime This option is always checked if Earns Overtime is checked Requires entry of tips on clock out This should be checked if the employee must enter tips or another tracked field at the end of each shift See Tips p 77 in the Reference Guide Breaks Auto Deductions Deduct X minutes for shifts over Y hours For all shifts worked under this job code for for shifts over Y Hours TimeClock Plus will automatically deduct an X minute unpaid break Example If a job code is set to deduct 60 minutes for shifts over six hours then an 8 hour shift under that job code will count as 7 hours while a 4 hour shift will count as 4 hours NOTE In order for an auto deduction to take place there can be no clocked breaks in a shift TimeClock Plus Users Guide Breaks Clocked Breaks Paid Not Paid This determines whether or not clocked breaks are paid under a specific job code This setting only applies to breaks where the employee actually uses the break key to clock out for a break Clock Breaks are paid if they do not exceed X minutes A maximum of Y minutes is paid If breaks are paid this sets the maximum length of paid breaks at a duration of X and the maximum amount of time the employer is willing to pay to Y This could also be viewed allowing Y
143. uter s current time TimeClock Plus Users Guide 31 Clocking In To Clock In on the RDT 1 2 Press Clock In Enter your employee number and press Enter or swipe your magnetic card You should swipe the card with the magnetic stripe away from the display on the right hand side of the terminal If necessary check the screen to ensure that your name appears and press Yes or No as appropriate If you are using a magnetic card this will only be necessary if the option Confirm name on mag card swipe is turned on If you can clock in under multiple job codes punch in your job code for this shift and press Enter or press to view a list of available job codes If you use multiple cost codes punch in your cost code for this shift if it is numeric or press Clock In and Clock Out to cycle through a list of available codes If a management message is entered read it and press any key If you have a personal message read it and press Yes or No if you want the same message to appear next time you make a transaction If the option Confirm successful clock in out is on then a brief message will appear to tell you that the transaction is successful Clocking Out To Clock Out on the RDT 1 2 Press Clock Out Enter your employee number and press Enter or swipe your magnetic card If necessary check the screen to ensure that your name appears If the job code you had been clocked in under requires you to enter
144. want to provide Example Mary Bloggs earns overtime after 40 hours per week She has worked 38 5 hours so far this week A report printed with 120 minutes of leeway would include her in the list of employees approaching overtime A report printed with 60 minutes of leeway would not 42 6 7 TimeClock Plus Users Guide If you want to print employees who are approaching daily overtime turn on Employees Earning Daily Overtime and enter the number of minutes of leeway you want to provide If you want to print salaried employees who have exceeded a specific number of hours this week turn on Employees who are Salaried and enter the number of hours that you want the employee to have work before they are added to the list If you only want to include certain employees click Criteria and specify the employees you want to include Click Print Employee Job Rate Report The Employee Job Rate Report indicates the pay rates and last rate change of each employee To print the Employee Job Rate Report 1 2 3 4 5 Launch TimeClock Manager From the Reports menu select Employee job information Check the boxes corresponding to the items that you want included on the report If you want to only print particular employees click Criteria Select the employees you want to include Click Print Employee list This list can print various information about the employees such as address date of birth etc To pr
145. ware which is provided with the Software 2 01 Warranty Period The above express warranties are made for a period of thirty 30 days from the date the Software is shipped to Licensee and shall terminate after such 30 day period There is no warranty after expiration of the warranty period 2 02 Licensee s Obligations Under the Warranties Licensee must call Data Management Incorporated s technical support department for authorization in order to return any defective item to Data Management Incorporated or it s distributors during the warranty period If Data Management Incorporated s technical support representatives cannot resolve Licensee s problem with reasonable effort via telephone or other means Licensee will be provided with a return authorization number and an address for returning the defective item for warranty service or replacement Licensee assumes complete responsibility for items lost or damaged while in transit and must insure any defective item being returned 2 03 Replacement During the 30 day warranty period Data Management Incorporated will replace any magnetic media which proves defective in materials or workmanship on an exchange basis In the case of an error in the documentation Data Management Incorporated will correct errors in the documentation by providing addenda in hard copy or on magnetic media or with substitute pages 2 04 Correction of Software During the 30 day warranty period D
146. will be obtained from the specified time server if it is online Time Server IP or Name TSERVE Al IV Allow clock operations when time server cannot be contacted Tl Save as default server for all clients Status Not Connected Click on Time Server Enabled and enter the server name or IP address in the box specified If you want to force the time to be obtained from a Time Server remove the check from the box marked Allow clock operations when time server cannot be contacted If you would like the specified time server to be the default for all clients on your network click the box labeled Save as default server for all clients If this box is not checked each PC on the network will have to be configured individually This can be useful if you want to connect to two separate time servers Click Ok and setup is complete If you have changed the value of the server in the setup you will be prompted to reconnect to the new time server If you would like to connect choose Yes Using the Remote Data Terminal The Remote Data Terminal or RDT is the most convenient way for employees to clock in and out lt allows them to clock in and out without needing a computer mouse or other bulky items present When the RDT is not in use it will display a title screen that includes the available options If the option Display system time on terminal is activated the RDT will also display a clock showing the comp
147. xamples Conventions used in this guide In step by step procedures all buttons dialog box titles and options appear in bold type Periodically while using this guide you may see the following symbols This symbol accompanied by text indicates new features in 3 0 2 TimeClock Plus Users Guide This symbol accompanied by text indicates important steps and should be given close attention Comments about this guide Your input is very valuable to us If you have any suggestions or comments on how we can improve this documentation send an e mail to support timeclockplus com or fax us at 915 223 9104 What is included TimeClock Plus for Windows version 3 0 is distributed on CD ROM media If you do not have a CD ROM drive on your computer you may request that TimeClock Plus be sent to you on 31 inch diskettes for a nominal charge TimeClock Plus is a full 32 bit program however due to the hardware limitations on many existing networks a 16 bit version of the on screen TimeClock Plus is included for use on the systems running Windows 3 1 No management functions are supported on 16 bit platforms such as Windows 3 1 The following is a list of the components you will be installing and a brief description of each Programs Description TimeClock TimeClock Plus is used for clocking in and out on your computer The TimeClock Manager is used to perform all management functions such as adding employees TimeCloc
148. y press the Create button If you have not exceeded your limit on the number of companies you can create you will be prompted with the first screen of company information Enter the company id and company name for the company you are creating The company id must be a unique value The company ID is be used to associate a numerical value with the selected company Each of the TimeClock applications can be run with the command line option COMPANY lt x gt where lt x gt is a valid company ID number For example if you want to run WinRemote and force it to use company 101 you could execute the application with WINRMT32 EXE COMPANY 101 If the company does not exist and there is more than one active company you will be asked to select the company to use When a valid company name and ID have been entered press the Next button to proceed with the next company configuration screen Data Directory Enter the directory in which TimeClock data files will be stored This directory should be accessable to all users that will need access to this company If you are attaching this company to an existing data directory from a previous version of TimeClock Plus for Windows enter the directory where that data already resides If you would like to leave your existing data intact you can specify a new directory and copy existing data into it The old version will remain intact C Use version 1 0 1 1 data directory se versi
149. y key ABN Viewing and verifying hours To View Hours 1 When clocking in or out click on View hours 2 Move your cursor to the left of the hours you want to verify under the Ok column and Click your left mouse button This puts a check mark next to those hours indicating your verification of those hours Using TimeClock Plus on a Network The network version of TimeClock Plus has the ability to connect to a time server to obtain the time from a computer other than the local computer This will prevent clock in and out times that vary depending on the computer time of the client machines Prior to configuring TimeClock Plus to connect to a time server you must have a valid time server running on your network Refer to the Time Server Application section on page 27 in this guide for directions on configuring a Time Server on your network 30 TimeClock Plus Users Guide To configure the time server settings Launch TimeClock Plus from the TimeClock program group Click on the windows System Menu in the upper left corner of the window From the list of options choose Configure If you have a supervisor password setup you will be prompted to enter it in order to view change the time server settings Click on the Time Server tab to see the following screen TimeClock Reminders Time Server Time Server Disabled The clock time will be obtemed fron this machine Time Server Enabled The clock time
150. yee whose schedule you want to edit 7 Double click on one of the boxes under the day you want to schedule the employee for 8 Enter the employee s time in time out the job code under which he or she will be working and optionally a description of the shift in the spaces provided 9 Click Ok 10 Repeat from step seven for each shift for this week the employee will be working 11 Repeat from step five for each employee you want to schedule This process is only necessary once in the future you can copy this schedule and modify it instead of having to create the schedule from scratch Just click Yes at the Copy Schedules prompt after creating a new week For more detailed schedule techniques refer to Necessary Shifts p 87 in the Reference section and Shift Pool p 86 22 TimeClock Plus Users Guide Adding cost codes With the optional Job Cost Module employers can keep track of how much time is being spent on individual work orders If you do not have the Job Cost Module you can skip this section If your cost codes are numeric employees can enter them directly at a remote data terminal instead of scrolling through a list To add cost codes 1 Launch TimeClock Manager 2 From the Configuration menu select Master Cost Code List 3 Click Add 4 Enter a code for the cost code in the Cost Code box This can be up to 12 characters and can consist of uppercase letters numbers and symbols 5 Enter a descri

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