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1. Extra pay agreement 4 weeks vacation Extra pay agreement 5 weeks vacation Calculation rules Ctrl R Extra payments Ctrl E S UaW eda Validation rules Flex time rules Ctrl Shitt R Ctrl F Flex time rules Validation rules Validation rules 1 Validation rules 2 Event reasons Ctrl A Holidays Ctrl H Shift roles Ctrl Shift 5 aid djs Common Norway Holidays 2000 01 01 Shift roles Shift role 1 Shift role 2 Salary periods Salary periods Ctrl 5 QOLTime accounts Ctrl K Export file formats Ctrl A Export settings Issue filter Save all to file Salary period QLTime accounts Salary Manual Export file formats Example 1 Other data Fositions Skills Municipal Payment pattems Experien QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 562. QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 23 TOTAL 37 5 hours This gives a total of 37 5 hours and if the week rule is set to 37 5 all extra time will be calculated as overtime If the employee works extra on Monday for example half an hour from 7 30 to 8 00 will be considered as a half hour overtime because the week exceeds 37 5 hour and the overtime period will be from 7 30 to 8 00 Agreement validation rule Validation rules 1 5 If two three or more week Agreement From date work cycles are defined QL Basic agreement 2011 11 01 Time counts the average of weeks and overtime is only calculated if worked hours total more than 37 5 Week Department Monday Tuesday Wednesday Thursday Friday Saturday Sunday Net hou multiplied by number of Week 1 Department 1000 1900 030 1000 1900 030 1000 1900 030 1000 1900 030 1000 1400 030 37 30 Week 2 Department 1000 1900 030 1000 1900 030 1000 1900 030 1000 1900 030 1000 1900 030 42 30 weeks during the cycle Several week cycles are defined in the employee card mosk aa 0n 170 O under Work Schedule tab Assuming that the validation rule is kanng applied after you try to save work schedules you will get a warning in i Following validation errors were found case it breach the validation rule Agreement Basic agreement 2011 11 01 Work time cannot be lon
3. 02 15 mr Enidae 20120215 Er Description Rules Base rules Chosen rules Extra time Ic IC week rule OT OT day rule OT week rule Shift bonus Cost move Copy mules from another agreement Edit Delete E This option makes it easy to create new agreements from existing ones and then make changes in them QL Time has three different kind of built in salary types that follow specific rules in addition to ordinary worked hours e Inconvenient time e Overtime e Extra pay e Shift pay If you create new rules double click on a rule Base rules in the left grid or select a rule and click the Add gt buttons Chosen rules grid on the right should be empty by then If you have copied the rules form another agreement Chosen rules grid on the right is filled in whose rules So now it is necessary to change QL Time user manual Part 2 Setup and Configuration O 2012 QuantumLeap Production Ltd Updated 07 06 2012 Page 21 those rules according to new needs Double click on a rule or select a rule and click the Edit link label in the Chosen rules grid In each way it allows access to the editing window for e each single rule AA An In some cases defining rules normally for IC week rule d OT day rule and OT week rule you will get a notification like in the example on the left QL Time automatically checks that the rules won t breach each other C In
4. linked to each employee card under Work agreement tab for Flex time rule QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 30 amp Employee card Jj Y ld ha r C X Salary period agreement Salary period z From To Hourly pay Monthly pay 2004 03 12 200 00 32 476 00 Salary From 2004 03 12 Ey Y Salary To 2012 02 22 Ey Paid Hourly Salary per Hour y v Hours per Month 162 38 Memo Agreed Salary Monthly Salary 32476 00 Work Agreement 162 38 Hours per Month Pay Bonus Work agreement rule Standard rules z Cost calculation rule Extra pay agreement 5 weeks vi Y Flex time rule Default agreement z View Close Enhancement on a single day for a single employee and travel time To be able to allow some employees to arrive before or depart later than normal with automatic payment it is possible to enhance the string parameter for an example like this e Plan 9 19 030 is enhanced to 9 19 030 010 015 which says that if the employee arrives 10 minutes before it is automatically paid and also 15 minutes later is automatically paid e The rest of the time is not paid if not approved This functionality is the opposite of the normal use of Walk Time Walk Time and Enhancement on a single day can be set up with parameters as follow e Paid e Not paid and t
5. manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 2 EXA AV MENS estoi ecc 27 Valda to Miah OOS oi 28 FICK TIMES TUS Add 29 A 30 Enhancement on a single day for a single employee and travel tiMe cocoocccccncnnnonacononanonos 31 Deraultibreak rules seria 31 EVENTOS O oo 33 PAMEN IE eee en A a Re eee 34 Day COUN rule saat etic oe taal eis A cid 35 AN dadas 38 HOM Sa tds a 40 AO IA TX R 42 E e e O E RE a a vest oes sees 47 EXPO ile name a 49 OL TIME a CCO ES o acne ek 49 EXPORT Ke Gg re Sa 52 Converting to Ok Time Salary accOUNES a ADS 53 EXPOTE SOLO SRA A As 54 ISS TEA AENA Ai 54 Save atO ME sen A 55 QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 3 QL Time setup and configuration Login to QL Time Login window has several functions so you can e Login into QL Time e Change password e Change the connection to the database and or the server Login To login to QL Time just enter the username and password provided by QuantumLeap Production LTD or QuantumLeap dealers and press the OK button Change user password To change the current user password click on the text Password in the upper left corner Then click on Change My Password on Login Use System Authentication eo Weck eee The appeared tick means that after you enter your current username and password U
6. order to use built in salary types define on which days rules should be applied The rules are applied in the Edt OT Overtime rule following order Time area string D 21 eg D amp gt 12 7 18 19 H 5 1 Special day rule S after Special day date 2012 02 15 Only when time area is 5 Special ae E ea you type in S you can enter the Nn Wordays rom i exact date Tarif 40 e g fed sum 50 or pere 70 H o eee ee 2 Holiday H Timebank tariff 40 e g 70 must be filled for fixed sums 3 Weekdays 1 2 3 4 5 6 7 40 1 Monday etc r 4 Normal work week D from Monday to Friday The rule in the example above tells that 40 for overtime should be paid if employee works after 21 00 on workdays You can enter the amount in a percentage or exact value You can set many different rules for example 40 60 and 100 pay for overtime depending on the time of the day The same tariff for different cases may be defined in several rules or you can define it in one The rule in the example defines 100 pay for overtime on Cx o Workdays Monday to Edit OT Overtime rule Friday Time area string D 6 221 H 5 eg D 6 gt 12 7 18 15 H S Oo Satu rdays after 21 00 Special day date 2012 02 16 j Only when time area is S Special o Ho id ays an d spe cia d ays On workdays whole day On saturdays from 21 00 On holidays th w
7. plan salary is marked it means that unpaid Logfile Time calculation Terminal communication hours will be shown in the salary part in both Work plan and Registrations views Normal time is full worked time Show unpaid events in plan salar V Show unp pi id You can decide if you want basic or precise Agreement hours per month calculation rule calculation rules under Agreement hours Basic hours per week 4 33 Precise hours per week 4 348125 per month calculation rules To do a conversion between monthly OS salaries and cost per week a standard rule for re calculating is used It is possible to choose between a precise calculation or the most common rule 4 33 weeks in a month Defined default break times will automatically be reflected in the work plans Terminal communication HE The option Timeout 1 terminal sec is meant to determine how long the terminal program should wait Terminal communication for a response from MR 650 terminal before it starts to Timeout 1 terminal sec AA send retrieve data to from other terminals The option Status update interval sec defines the number of seconds between each terminal updating and retrieving the relevant data QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 O 2012 QuantumLeap Production Ltd Page 10 Backup options Locally on user s pc server installed QL Time dat
8. the salary plus the calculated work cost Base salary is salary without inconvenient overtime or shift pay Rules must be linked to each employee card under the Work agreement tab for Cost calculation rule Validation rules are used when you create a work time agreement and work in the plan section but not in the registration window Several checks for example regarding maximum work time during one week may be configured and put to work The rules will be checked every time something changes in the work agreement schedule or the plan schedule and QL Time user manual Part 2 Setup and Configuration 2012 QuantumLeap Production Ltd Updated 07 06 2012 Page 28 a warning is issued if the rule is broken For each employee you can link to a validation rule on the employee card in the work agreement page Flex time rules The term Flextime is used when an employee can choose within limits when to start or finish work ona given day The term Time bank is used when the manager decides that hours should be stored in the time bank account instead of paying for the hours right away or redrawing them from the payroll The difference between flex time and time bank is minimal from a QL Time point of view and the real difference is between data that is treated automatically or not The basic idea of the flextime function is to give each employee or a group of employees more influence on their own work schedul
9. the top Sales trend analysis Ctrl 6 The Shift role plan window helps to create schedules when special roles are needed Period A Week7 Week7 Week7 Week7 Mo 2012 02 13 Tu 2012 02 14 We 2012 02 15 Th 2012 02 16 Shftrole 2 20800 1000 1 1500 1600 Plan value format number of people time period E g 8 16 or 2 8 16 1 16 17 Copy from previous week File View Setup Terminal Budget Sales Statistics Help Hide other departments yourag sjuawedag Department kr0 0 cells with issues 1 issues in the shift role plan 0 0 event alams Ready Version 1 0 8 37 User superuser Nol Employee DB QLTimeTrial Server The example shows that the shift role plan is defined for Department 2 and Shift role 2 on 13 of February 2012 The plan says that two employees that match Shift role 2 requirements are needed from 8 00 to 10 00 on Monday morning and one person from 15 00 to 16 00 in the afternoon When you select a plan in the gt same time frame as shift roles are defined in Workplan Registrations Period Results this case it is one day 13 of February ERA A id I Weck EM oad 2012 it will be displayed on the left in the Department Period 20120213 Gv 20120213 Br E bottom if the need of shift roles is met or not Week l O OE ommen ia e est Tai According to the current example QL Time 00 00 00 finds multiple emp
10. unhandled To be able to export the absences to a salary system see the chapter QL Time accounts Holidays QL Time has predefined national holidays To check out what predefined holidays the system uses the user should select Setup from the top menu and then Holidays lala za Holidays exist only in one instance but you can change them to a new rule For example rule from a given Description Standard on 1st of January 2000 date If a holiday is to be changed it should be done from a given date when the new holiday or changed holiday rule is activated Double click on the existing rule and you will get a list of defined holidays QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 40 T r Edit holiday editio Edition Stat date am ls End date 2011 12 23 Er Description Standard on Ist of January 2000 Holidays Name Date New Years Day January 1 Palm Sunday Faster 7 Maundy Thursday Faster 3 Below the text Holidays the line can be used to filter the list and or search in order to get an easier overview of special codes or countries Good Friday Easter eve Easter Intemational Labor Day Constitution Day Ascension Day Pentecost Christmas eve Christmas E Edit holiday Country National name Intemational name Day count Move to next workday From time Relative holiday
11. 00 030 S LGoNe OS00 mS Select the Cost move eee ee eee Qe functionality and define when _ you want it to be displayed Start date 2009 01 01 El Enddate 2 2012 02 14 E previous or next day Description Standard OT and IC handling rules Rules Base rules Chosen rules Extra time IC D231 6 lt 16 42 40 TB Ic IC 616 7 H 84 40 TB IC week rule OT day rule 9 OT OT week rule True 5 gt 37 5 OT day rule OT D 6 lt 13 50 OT week rule OT 6 gt 13 7 H 100 Shift bonus Shift bonus 0100 04 100 Cost move ERA H 00 24 1 Copy rules from another agreement An example bellow shows that the cost that occurs between 20 00 24 00 on work days Monday Friday and on holidays will be moved i T A Edit rule aa _ tothe next day Edit Cost move rule Time area string 20 24 H DD 24 eg D 6 gt 12 7 18 19 H S Note Costs that are moved Special day date 2012 04 11 Only when time area is S Special from Monday to Saturday will On workdays from 20 00 to 24 00 On holidays to 24 00 not be managed but will remain on Sunday Move cost to Previous day Next day QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 26 Extra payments Extra payment rule describes what payment will be calculated on top of the ordinary pay Everything that is in addition to the salary cost and based on worke
12. 2 Page 29 e Arrival it means time period in which limits employee have to start working example 7 00 9 00 and e Departure it means time period in which limits employee should finish working example 15 00 18 00 The result will be the same in both ways The rule for Max hours is set to 9 in order to prevent overtime when the overtime is circulated after 9 ordinary hours if this rule is defined Work over 9 hours will not be approved If you check the box Do not use timebank the time bank solution will not be used at all and in fact this is the only way to prevent QL Time from using the time bank functionality Time bank The same registration form that is shown above is also used for time bank a If you un check the box Do not use time bank the drop down list E E E ae for default IC and OT handling Description Sdandard definition become available Timebank for administration Flextime rules Fixed time O Relative time o Pay out e Add OT to time bank e Add convert both IC and 02 00 0700 0900 Departure 03 00 1500 1800 OT to time bank Time span 11 00 0700 1800 Core time 06 00 0500 1500 or ME hna 5 leave empty if max time is not used Wa OUT sign can be used to enter relative time e g 8 Do not use timebank Default IC inconvenient time and OT overtime handling Add OT to timebank Add OT and IC to timebank Rules must be
13. Hours per Month 1 00 0 Agreed Salary Monthly Salary 100 00 Pay Bonus E Lj gt F ier CE GQ gt Salary period agreement Work agreement The tab Payment patters allows you to define different types of salary levels based on the employee s experience Double click on the appropriate pattern name or select it and then click the link label Edit If you want add a new payment pattern click the link label New It is only a few registrations that are needed for a payment pattern and the idea is only to simplify the editing of each employee Note There is not an automatic update on employee level if the payment pattern is changed i Work schedule Additional info l Skills 1 Salary From 2004 03 Pattem Memo Salary To Paid Hourly Salary per Hour 200 00 QL Time user manual Part 2 Setup and Configuration 2012 QuantumLeap Production Ltd Hours per Month 162 38 Updated 07 06 2012 Page 15 Experience Education Norwegian Store Institute Courses Security and Health at work Work experience Manager The tab Experience gives the possibility to define a different education structure from a typical one Experience levels defined in this tab are available in the employee card under Additional info It lets you to define text in different languages depending on what countries you want to have languages for In
14. Pays Before vsa v e A AAA The following example shows the rule that an alarm taz Period type Direction From First meeting at NAV a Weeks gt ater gt Stat gt regarding first meeting at NAV will appear 4 weeks nodos de after start of illness Alarm will pop up on application start up Alarm message Following events has reached alarm level Employee Event Handled by 1 Days before start Send to calculate vacation money Employee Nod Vacation 03 10 2071 03 10 2011 Mark selected alarms as handled Mark selected alanns as unhandled PP But also link label of Event Alarm window will be displayed at the 1 4 event alams bottom of the application window 1 4 event alarms means that eee 1 0 8 25 User monrie One of four alarms which has reached an alarm level has not been handled It is then possible to set it as handled meaning that event was taken care of and set a comment Also the employee card can be opened from the Event Alarm window and changes made if necessary QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 39 A Following events has reached alarm level Employee Event J Days before start Send to calculate vacation money Employee Nod Vacation G31020171 0310 2011 Handled by monre 27 09 2011 just sent it out Open employee Mark selected alarms as handled Mark selected alarms as
15. Registered Registered Registered Registered Regist 00 08 30 08 30 08 30 08 30 1000 1415 1445 1900 1000 1415 1445 1900 1000 1415 1445 1900 1000 1415 1 8 E kr39 053 03 i Employee No3 Department2 kr0 00 kr0 00 QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 48 Export file name For each salary period agreement it must be defined with a path and a file name that can be used Moa NA for the export process Agreement Salary period Clicking on the tab Export Description Standard month files which is in the Edit TY agreement window under Expat fies Salary period agreements File format Example 1 Allow changing file format before export E File name format lt ddd gt lt pp gt Date lt mm gt lt yyyy gt of lt u gt dat 1 Dep 1 2012 02 Date 02 2012 of superuser dat Eg m period month lt y gt period year ad department lt u gt user lt p gt period Up to 4 characters lt mmm lt yyyy More characters more information Allow changing file name before export El Save AML with schema opens the form similar to the example In this view you may select the file format that will be used for exporting data Pressing the down arrow to the right of the list box a pop up list will show file formats that are available Create email message Email address managenf quantumleap
16. Relative to Days to add Easter 2 Easter 1 Easter 2 days May 1 May 17 Faster 39 Easter 49 2 days December 24 December 25 2 days Copy holidays from another edition OK Relative date ES Nowy 0 Kristi himmelfartsdag Ascension Day 1 E 00 00 When an employee has a work schedule and the expected working day is on a holiday he she is entitled to a salary and extra pay for example for inconvenient time and if it is planned overtime it should not be planned QL Time looks at a holiday as an ordinary work day and pays according to ordinary rules even if there is no work done Note that the holidays are stored with the country code and holiday names as well as the international name It is important to keep in mind that a holiday may be only part of a day i e Christmas Eve or New Year s Eve Properly registered holidays in this form are the base for correct use of the holiday calculation rule QL Time user manual Part 2 Setup and Configuration O 2012 QuantumLeap Production Ltd Updated 07 06 2012 Page 41 If a holiday falls in the vacation period and it is a working day an extra day s vacation is calculated Shift roles Before you can start using the Shift Roles functionality it is necessary to define both the skills and positions that each employee has Name Description Shift role 1 Bachelor deg for position 1 Shift role Master
17. SSS a 5 x E po IF 2 cu a A Manual Part 2 Setup and configuration QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 O 2012 QuantumLeap Production Ltd Page 1 Content Part 2 Setup and COmm PU PACION sav scecausetonsnenscossceesacasseasaescsuitiessvanscassrestncwsseaaeassuanaersseandenereeeseraceitee 1 LON OE A O E OEEO ENO 4 LODO ci od 4 AO SOF A o o pe e o o E T 4 Change the connection to the database and Or the SerVer ooccccccccccnnnnnncccononnnonononanicinanananonanans 5 MATA O A A uo O e io E E E E 5 License information in the QL TIMO sscrosocaorasiciotainicirta rias ebrarr ica 7 DS UI Pap y O o E o enema teeeetencatnaontiacs 7 OPUS cid 8 CENE TOPON mr 8 Search in the department tab arameo 9 e 0 o E E IE A 9 A oO PI 10 Terminal communications 10 A A e evestaaectecwmesseccecsa 11 Ao A A A e E e A 11 o A A 11 a nn O A 12 MUNI A e n E E E EEE E 13 Hop A ree E A E E 14 A o rea eraeneenareneraenetestes 15 EC ie 16 BO CE PP EP Eo OE 17 Countries CULENCIOCS cccseecccessccccescccceeccccscccccucceceucccecucccecsececauceeecseeeecuuccecauceeeaaesessueeeeaaes 18 A A AP o A 19 Calculation rules Work Agreement rules oocccccocccnonocnnocnnonncnacononarononnnnnnonrononarononnaronenaranenanonos 20 NV 21g Hag om O isaac ita ne ee ee eee 23 inconvenient time A 24 PP A 25 a A Pe O OP UF o E E oes adesanss 25 COSMOS si eo 26 QL Time user
18. Vacation au le Cuna o i National code name Watch National code name L Nedarbingumas d ligos ar traumy Project Intemational code name IL lliness Intemational code name IL lllness Payment rules Day counting rules Alams Since QL Time can be used across Pay plan 100 0 gt 2 g f 100 fom day 3 0 national borders you must also specify Y Count workdays only the country codes to apply ls work time do not exclude absence time from work time in reports Is work cost 3 Substract from TB Hide in reports Pay over agreed time a Pay overtime Pay inconvenient time Pay for shift Exclude holidays After entering common event information three tabs are provided in order to define different rules for Payment Day counting Alarms QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 33 Payment rules Payment Plan indicates the percentage of payment for event days For example the formula 100 O gt 2 means that it will be paid at 100 to begin with but from the third day the percentage is 0 which means no payment will be made The check box Count workdays only indicates how QL Time should count the time of event Normally the sick leave is counted in work days this means that the event from Monday to Sunday will be cou
19. abase can be backed up using backup options ES Mark the Enable automatic daily database Database LTimeTrial backup check box set where the backup should be stored on the server pc and click Enable automatic daily database backup he link label Run kup now Backup path on the server the a be u ba oe Folder must exist on the server Leave empty for default backup path c Quantumleap_backup Local Database changes will be saved on the server every day when first QLTime application connects to the database Backups are kept for months then replaced by a newer backup Two files stored GLTimeTral_odd bak odd month backups e g January March QLTime Tral_even bak even month backups e g February April Backup last run 2012 02 01 15 25 11 Backup last successful run 2012 02 01 15 26 42 Two backup files will be saved on the Hun backup now server which means as a minimum the last two month s data is backed up If you want additional security we recommend you to copy the backup files to another media external Other data Positions The tab Positions allows you to define the internal positions within your organization Defined positions can be used later in conjunction with the budgeted skills in your organization ban ad usa Double click on the appropriate position name or select it and then click the link label Edit ini Municipais If you want add a new position c
20. bel e Entering the new licence key directly in the available field or e Clicking on Go to upgrade page link label which will link you to QuantumLeap s upgrade web page Updated 07 06 2012 Page 6 License information in the QL Time Select the Help menu item and then License agreement The License agreement window displays basic information related to your license By clicking on the link label Show license agreement the entire agreement will be displayed Current license info Number of users allowed used Number of employees allowed used Number of departments allowed used Expiry date Show license agreement Setup menu By clicking on the link label Upgrade a new window will be opened where you can enter your new license key Note Do not use any other license key than the one provided by QuantumLeap Production Ltd or its dealers Failure to enter the correct license key can result in loss of access to your data If you click on the Setup menu item from the top menu you will get an overview of all QL Time functionality Setup Terminal Budget Sales Statis Options Backup options Calculation rules Ctrl R Extra payments Ctrl E Validation rules Ctrl 5hrft R Flex time rules Ctrl F Default break rules Ctrl Shitt D Event reasons Ctrl 4 Holidays Ctrl H Shift roles Ctrl Shit 5 Salary periods Ctrl 5 QLTime accounts Ctrl K Export file formats Ctr
21. ccount nr Edemal account nr Day definition string h eg H 5 Special day date 201 2 02 10 Only when day is Special On holidays Normal Name Gira time IC OT Shit bonus Parameters Bonus Account type Salary bl Name NO Sick Child Select event reason QL Time user manual Part 2 Setup and Configuration 2012 QuantumLeap Production Ltd It will allow you to split salary types for holidays or special days into different accounts In this case 50 will be calculated on holidays and will go into 10004 account for IC inconvenient time Select Events from the Salary type drop down list and with the account type Salary You get a new box where you can enter an event name or select link label Select event reason Updated 07 06 2012 Page 51 Clicking on Select event reason gives a list box of events that you can link to Example Holiday Event 0 pay not paid by company Permission leave without salary P Event 100 100 of ordinary pay from company Link Event 0 to account Event not paid with adding the parameter 0 and Link Event 100 to account Event paid with adding the parameter 100 Export file formats E Export file formats m Select a predefined format or build your own file format Predefined file formats can also Name Descriptio
22. d hours may be calculated in this function ese Clicking the Setup top menu item and then Extra payments will give you an Description overview of rules that are defined Extra pay agreement 4 weeks vacation Standard practise Extra pay agreement 5 weeks vacation Standard practise Dou b e cl ic k ont h e exi sti ng ru le or select the appropriate rule and then click Edit Click button New if you want to create a new rule This functionality is meant to calculate vacation pay social security fees insurance etc different time periods Standard practise Editions Description 5 weeks vacation dE Double click on the rule you want to modify or click link label New in order to Extra pay agreement 5 weeks vacation add new rule for extra pay Description 5 weeks vacation Payments will be applied in this order 1 Vacation pay 12 14 3 4GE gt 60 Day sal Day sal Copy payments from another agreement QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 27 Extra pay calculation may be easily added using formulas Note Remember that the character gt means greater than not equal to So if you want to define a rule that a different tariff should be applied for example once an employee turns 60 you should define gt 59 in the rule field Keep in mind that each pay
23. dated 07 06 2012 2012 QuantumLeap Production Ltd Page 12 Municipalities The tab Municipalities is used to define different tax regions Data editor EE This table is automatically linked to the department the employee is entitled to work in and this department address is registered in QL Time Municipality 1 Municipality 2 The example shows what information is defined for the department and how to apply the regional tax to the Municipality 1 department Municipality 2 information QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 O 2012 QuantumLeap Production Ltd Page 13 Contact types The tab Contact types is used to define the types of contacts that can be registered in the employee card IO O pe All fields are searchable in the departments tree structure by entering text in the search field You can see it in the example bellow Anything that fits 8888888 will be highlighted in light grey File View Setup Terminal Budget Sal QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 14 Payment patterns Ba cr Saas Counties Cumencies Skills Municipalities Contact types Payment pattems Mame Payment pattem 1 Payment pattem 2 Name Payment pattem 1 Salary Paid Hourly Salary per Hour 100 00
24. deg for position Shift role 2 Description Master deg for position 2 Experience years Skills Bachelor Degree Master Degree 1 Grade Positions QL Time user manual Part 2 Setup and Configuration 2012 QuantumLeap Production Ltd To store or change a shift role select the Setup menu item from the top menu and then Shift roles In the example window on the left double click the appropriate shift role or select the row and click Edit to change a role To add a new role click A role can be defined with one or numerous listed skills and combined with a position the employee has In the example defining the Shift role 2 the employee that has Position 2 should also have the formal knowledge related to the Master degree with the minimum grade of 1 and a 2 years of work experience It is necessary to select one position even if more than one position is listed Updated 07 06 2012 Page 42 Statistics Help Budget Ctrl 4 Shift role plan Ctrl 5 menu then select Shift role plan In the employee card under the skills tab the field Matching roles displays the roles that the employee can be assigned to The example on the left shows that Employee No2 may be assigned to the role Shift role 2 We recommend creating a Shift role plan as a following step related to the shift roles Select the Budget Sales menu item from
25. different compensation rates for overtime or inconvenient time may be applied For example three different compensation rates for overtime e 1 of April NOK 120 e Ordinary days 30 of hourly pay per hour e Ordinary days but outside work plan two hours before and two hours after 50 Since these are three different solutions for how to pay three different salary accounts for export are also required to be setup QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 53 QL Time automatically detects new salary codes and tries to save them At the same time you are forced to define the account number in QL Time s account table Without a proper definition of account number and a definition of the export account you will not be able to lock up salary periods Export settings QL Time uses three different export types Export manner for diferent salary types e All Howl salary ao nd fine o Only differences Agreed salary No Fixed salary All indicates that all hours will be exported Normally it is in use for hourly Restore defaults pay QL Time terminology Full time Only difference means export of difference between the registrations and the work schedule Agreed Salary QL Time terminology Only differences Nothing is normally used for manual registrations Fixed pay according to QL Time terminology Issue fi
26. e planning The employee should in fact have the possibility to plan in advance their own schedule for example through a web interface Start date Description Flextime rules Fixed time Time span or Max hours Timebank for administration 2012 02 22 El End date Sdandard definition 0 Relative time 11 00 000 1800 Core time 02 00 0700 0900 Departure 2012 02 22 E 06 00 0900 1500 03 00 1500 1800 9 leave empty if max time is not used sign can be used to enter relative time e g 8 Defaut IC inconvenient time and OT overtime handling Pay out Defining flexibility the user can choose Employer s motivations for the solution are e Less cost employee takes responsibility to do the right issues at the right time e More flexibility in staff administration e Employers are also forced by new governmental laws According to some country laws overtime inconvenient time and shift must be paid and not stored in the time bank QL Time supports both possibilities e Time span is atime in which limits employee may be flexible regarding his work plan According to the example above it is 7 00 18 00 and e Core time is a time when employee must present at work and according to the same example it is from 9 00 to 15 00 Or QL Time user manual Part 2 Setup and Configuration 2012 QuantumLeap Production Ltd Updated 07 06 201
27. ed as well as number of unused vacation days 4 c d QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 37 de Contacts Work agreement NO Tetesan iS no sxow Mera a oe Vacation Vacation for Overtime Last day 31 07 2011 Available days 4 For more detailed information press link label Details to get a quick overview of belonged used available and transferred from previous period days related to the selected event Vacation paren x E gt Count event days NO Period Year Events in previous periods Available days Alarms Also setting up payment and day counting rules for the events Alarms can be defined in the event reason editor as well in order to get notifications Event Alarms can now be set to trigger before after event start and before after event end The example below shows that notification regarding vacation money calculation will appear 7 days before the start of the vacation period and notification regarding vacation money pay out 3 days before the start of vacation period QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 38 Tipe g ean Cont e rro National code name A Kasmetin s atostogos Intemational code name y Vacation Occurs a Period type Direction From 7 Doe restos gt CTE 3
28. eu File name format lt ddd gt lt pp gt Date lt mm gt lt yyyy gt of lt u gt dat By MOUs fixed definition 1 Dep 172012 02 Date 02 2012 of superuser dal Eg m gt period month lt y gt period year gd department lt u gt user lt p gt period Up to 4 characters immm lt yyyy gt More characters more information formats you avoid problems related to naming files each time you want to export QL Time accounts All accounts should be given a proper description and specified in the form for accounts There are basically three different types of accounts e Automatically calculated salary o These accounts are basically something you describe by adding the shift overtime and inconvenient rules within allowed parameter In addition you must describe how each account should be exported o The reason why this must be specified in detail is the QL Time way of calculating salary Remember that the overtime pay can be specified with several parameters and an account must be declared for each parameter to be able to keep it apart in the statistical database or in the export file e Manually calculated salary o This is meant to give you the opportunity to do manual registrations that more or less override the automatic salary types QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 49 e Extra Payments o This is a special type of acc
29. ger than 75 hours in a 2 week cycle Save anyway Mes Inconvenient time IC IC formulas are built in in the same manner as for overtime Example shows that pay for ee eae inconvenient time will be Time area string D 18 21 eg D 6 gt 12 7 18 19 H S calculated if employee works Special day date 2012 02 22 Only when time area is S Special on work days Monday Friday from 18 00 to 21 00 and gets 21 equivalent units per hour On workdays from 18 00 to 21 00 Tant 21 eg fixed sum 50 or perc 70 in addition to ordinary salary or 50 20 gt 1 Timebank tart 0 eg 0 must be filled for fixed sums Tan 21 dl Timebank tarf 0 QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 24 Edit rule MESA iC week rule comes along with a eee IC for the day rule and is used to define how many hours an Hours j employee should work before Average of cycles IC week rule is applied Alexibility hours Extra time The extra time is work time after ordinary work hours excluding overtime The reason for keeping special control with more time ona Edit extra time rule special QL Account is to make Tani 0 e g feed sum 50 or perc 0 it simpler to calculate the Count and validate max hours extra use of part time Max hours employment a NA AG Validation penod In some countrie
30. he functionality is built to be used on a single day action from plan then it may be considered as the same functionality NB This functionality is more or less used on special occasions and on a day level Default break rules Default break rules are based on hours worked during a day Click on Setup in the top menu and then Default break rules or just press the shortcut key Ctrl Shift D which also opens the Breaks editor window Specify a break plan applied in your company QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 31 Double click on the appropriate Aa Break plan or select it and then Agreement Standard break rule click link label Edit Start date 2012 04 01 End date 212402 Er If you want add a new break plan click link label New Hours worked Break hours Break plan 05 00 00 30 0200 0215 0400 0415 08 00 01 15 0100 0110 02004 0205 030040310 0400 0430 05 Copy breaks fram another agreement First of all total of work hours for a day should be defined Then define after 08 00 how many hours of work and up to when a break should be 0020 0400 0430 e g 0100 0130 0200 0215 An example on the left shows that the default break is defined after 4 h of work and lasts up to 30 min when the total on that day is 8 work hours Default break rule plan can then be applied
31. hole day 2012 02 16 whole day 16 of Februa ry 2012 Tantt eo fixed sum or perc D eae See In the rule editor windows Timebank tant 100 e g 0 must be filled for fred sums exam ples of how to enteraru e 100 correctly are displayed Rule definition is also displayed in the QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 22 text If a rule is entered incorrectly a notification Wrong value will be out rightly displayed in the text field Overtime OT When it comes to overtime and inconvenient time three other rules may be configured separately e Day rule overtime e Week rule overtime e Minimum worked time before inconvenient time or overtime is calculated A day rule describes how many hours an employee can work during a day before overtime is calculated Currently in Norway after 9 hours of work overtime starts to be calculated Edit OT Overtime day rule Hours A week rule describes how many hours an employee supposed to work during a week before overtime is calculated so it is necessary set the preferred number of hours for overtime calculation Edit OT Overtime week rule Hours 3375 Average of cycles Hexibility hours 5 Example Employee s work schedule Monday 8 17 030 8 5 hours Tuesday 8 17 030 8 5 hours Wednesday 8 17 030 8 5 hours Thursday 8 17 030 8 5 hours Friday 8 17 030 3 5 hours
32. ield An empty field would mean that there are no limitations The field Max total transferable days should be filled in with a number The difference from Max transferable days to next period is that sometimes rules allow transferring days from several previous periods which mean that it would be Max transferable days to next period multiplied by the Number of previous periods to transfer from but also the number of transferable days could be less depending on company policy or other valid rules An empty field would mean that there are no limitations The field Number of previous periods to transfer from defines rules when event days may be transferred from previous periods For example the rule says that unused vacation days may be transferred from the last 3 periods or like in the example above only from 1 period An empty field would mean that there are no limitations Annual leave may be taken in instalments One instalment of annual leave may not be shorter than 21 calendar days Also the example above tells how many days may be transferred to the following period in case not all vacation days are used Precise described rules make it easier to manage evens for each employee In the employee card under the Events tab double click on an event in this case vacation Select the start and end dates of the event and the number of used days in example below 20 c d will automatically be calculat
33. ight Click the button Read data in order to refresh the work plan The expanded Summary part displays the notice that QL Time has split the role Shift role 2 for two Employees e Employee No2 from 8 00 to 10 00 and e Employee No4 from 8 00 to 10 00 and from 15 00 to 16 00 The work schedule of Employee No4 was modified according to shift role needs Qissues in the shift role plan green color QL Time user manual Part 2 Setup and Configuration 2012 QuantumLeap Production Ltd Since the need of shift roles was met completely the link label is displayed in Updated 07 06 2012 Page 46 Salary periods Salary period defines time periods to be exported as well as what data should be exported for different types of salary Salary periods Year 2011 eo om a I Ri January February March April May June July August 9 September 10 October 11 November 12 December Salary period Standard month Start date 2011 01 01 2011 02 01 2011 03 01 2011 04 01 2011 05 01 2011 06 01 2011 07 01 2011 08 01 2011 09 01 2011 10 01 2011 11 01 2011 12 01 End date 4011 01 31 4011 02 28 4011 03 31 2011 04 30 4011 05 31 2011 06 30 2011407 31 2011 48 31 2011 09 30 2011 10 31 2011 11 30 2011 12 31 Pressing the New button or double clicking on an existing appointment the Salary period agreements form is
34. in the graphical planning Department Company Date Monday April 02 2012 20 minutes 15minutes 0 10 minutes Insert default breaks from a ent QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 32 Graphical planning can be run from the plan menu or by pressing keyboard button F11 Graphical planning lets you print preview sort and display of events and holidays Exported and inaccessible departments are disabled Event reasons Definition of Events includes any absence from the ordinary workspace Events include sickness child care or vacations as well as external meetings travelling and so on ada To create an event code select Setup from the top menu and then press Event reasons Name Pay plan Creative vacation To edit an existing code the Home watch a E appropriate line should be Military service J clicked and then press the Edit odia button or select New to Other vacation Parental vacation register a new event Patient nursing Probati ae all you must select the type Qualification raise a a bian pod The classification of events can be changed and each classification has a special meaning be Tne Other
35. ion Ltd Page 35 ve National code name Fe Ferie Intemational code name V Vacation Day counting rules Number of event days 25 30 AGE gt 59 Child other settings Possible parameters AGE EXP COLO CHILO Mi eg Al 2NAGE gt 59 Max days per event Not checked if empty z r if age gt 59 Max events Unlimited if empty First employment period All days are given if employed at least full months in the period Otherwise given days Day filter D Max transterable days to next period Unlimited if empty Max total transferable days Unlimited if empty Number of previous periods to transter from Unlimited if empty Min continuous calendar days in the period Not checked if empty Normally national law collective agreements or employment contracts define how many event days belong to an employee in certain period Rule in the example says that Every counting period 25 calendar days belong to an employee as a standard and 30 calendar days if employee is over 59 years of age Also the number of event days can vary depending on experience for example for work experience over 10 years add 2 days to vacation 27 EXP gt 10 on how many children an employee cares for e g 1 day more if an employee cares for children up to 5 years old 26 CHILD lt 5 or if an employee cares for a child with chronic illness e g 26 CHILD_ILL lt 10 Event day count ru
36. l A Export settings Issue filter Other data Save all to file QL Time user manual Part 2 Setup and Configuration O 2012 QuantumLeap Production Ltd Remember that the access to this menu item is limited depending on which user s rights you have Use of short cut keys in order to access different functions helps to do work much more efficiently For example holding the Ctrl key press the F key to enable you to work within the flex time rules window Updated 07 06 2012 Page 7 Options The option dialog box consists of several tab controls which give you several opportunities The most important are the language settings terminal settings and currencies to use General options Note If your PC has a different regional setting from the language settings in QL Time some buttons and messages may be displayed according to your PC settings If under the tab General you select automatic language detection QL Time language will be General search Log file Time calculation Terminal communication PS aligned to your PC or client s setup Selected automatically Assia US Engish y If QL Time is not adapted for your pc s language all Convert all other currencies to information in QL Time will be displayed in English EUR Euro PEN ee Currency will be defined in the same way as Show all departments in the tree lan guage also inaccessible ones Wam if public holidays are fou
37. les Max days per event and Max events are meant for events like self declaration This rule is valid in Norway when an employee is allowed self declaration of illness if he is sick 3 days or less and not more than 4 events per 12 month period The period between those events can t be less than 16 calendar days QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 36 Normally some limitations can be applied the first employment period that may differ from country to county For example the self declaration rule in Norway says that days are given if a person is employed for at least 2 months or the Lithuanian rule regarding vacations says that the employee is entitled for vacations after 6 months All days are given if employed at least of employment and can get at least 14 calendar days Otherwise given days If local rules say the day filter can be defined and then only those days will be counted D workday 6 Saturday 7 Sundays H holidays QL Time exclude holidays as a default But if the filter is not defined all days will be counted f an event day may be transferred to the next period the field Max transferable days to next period should be filled in with the number The Lithuanian rule regarding child care time says that days can t be transferred to the next period in this case 0 would be in this f
38. lick the link Name label New Accountant Deputy Store Manager FreshFood Manager NonFood Manager Office Assistant Security guard Store assistant Store Manager QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 O 2012 QuantumLeap Production Ltd Page 11 The New position window allows entering international titles as well as position titles in different languages for both genders male and female If the position title is not translated blank fields are left changing application language means that only the International name is displayed The tab Skills is used to define the skills the employee supposed to have and the skills that are needed for the business This function is also used in other QL Time QL Task components when searching for employees with a particular experience The skills together with the employee position are used to define budgeted business needs Double click on the appropriate skill name or select it and then click the link label Edit If you want to add a new skill click the link label New In this window you can enter the international name of the new skill as well as the skill name in different languages If the position name is not translated blank fields under Translations is left changing QL Time language only the International name will be displayed QL Time user manual Part 2 Setup and Configuration Up
39. ll Name Description Standard rules Standard T and IC handling rules Standard manual payment T that are defined get an overview of the rules Double click on the existing rule or select the appropriate rule and then click Edit Click the button New if you want to create a new rule You can create as many agreements as is necessary for your company for example agreements with the unions Each agreement can have many sub agreements related to time periods Description Standard OT and IC handling rules Editions Changing the current agreement From Description instead of creating a new one 2009 01 01 Standard OT and IC handling rules can cha nge data back in time QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 20 E Edit agreement editio ms After you press the link label New to add the new Agreement Standard rules agreement you may click the link label Copy rules ee eo E Eddie ie from another agreement Description Standard OT and IC handling rules Chosen rules C week de Te 12 IC D 18 21 21 0 TB IC D gt 21 6 lt 16 42 0 TB IC 6 gt 16 7 H 84 0 TB OT day rule gt 9 OT week rule True gt 37 5 OT D 6 lt 13 50 OT 6 gt 13 7 H 100 Standard rules be A011107 E Bakery i 2011 1201 Standard rules Stat date 2012
40. loyees matching Shift role 2 requirements Employee No2 Employee No3 and Employee No4 match Shift role 2 but there is still one discrepancy in the plan left e Employee No3 matches the requirements but he is marked with an absence on Monday QL Time user manual Part 2 Setup and Configuration 2012 QuantumLeap Production Ltd Updated 07 06 2012 Page 43 e Employee No2 matches the requirements and has 10 years of work experience e Employee No4 also matches the requirements and has 12 years of work experience e Employee NoS does not match the requirements due to lack of work experience less than 2 years Therefore QL Time does not suggest Employee No5 to work at the needed time even though his work plan is suitable gt Ql Time The expanded Summary part displays the File View Setup Terminal Budget Sales Statistics Help notice that QL Time has split the role Shift Workplan Registrations Period Results bel Save 3 Print x Clear T Day B Work Week F Week 31 Month Department Period 2012 0213 y 201202 13 y E Hide other departments role 2 for two Employees sjuawyeda g e Employee No2 from 8 00 to 10 00 and yosras Week Mo 2012 02 13 Hours Hourly salary 26 00 e Employee No4 from 15 00 to 16 00 18 30 27 00 Shift roles Shift role 2 0 cells with issues 1 issues in the shift role plan 0 0 even
41. lter The Issue filter settings were described in QL Time manual part 1 Overview in detail QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 54 Save all to file All rules can be saved to and read from an xml file So if you work with several databases you will be able to for example import only the selected or all the rules into a different database Menu Save Import can now be found under options circled in red Backup options Calculation rules Ctrl R Extra payments Cir E sjuawyedag Validation rules Ctrl Shift R Flex time rules Ctrl F Event reasons Ctrl 4 Holidays Ctrl H Shift roles Ctrl Shift 5 Salary periods Ctrl 5 QLTime accounts Ctrl k Export file formats Ctrl X Export settings Issue filter Save all to file For example saving calculation rules Hans Martin Test Rule Basic Partner rule QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 O 2012 QuantumLeap Production Ltd Page 55 Loading calculations rules Calculation rules Standard OT and IC handling rules Def sweedish rule File View Setup Terminal Options Backup options Budget Sales Calculation rules Extra payments
42. ly in QL Time by pressing the Help menu item on the top menu then click the License agreement and then on the Upgrade link label QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 O 2012 QuantumLeap Production Ltd Page 5 Production Ltd when the Azure database is created License key keeps track of five different components e Number of users how many user can login into the QL Time e Number of departments companies e Number of employees e Expiration date when the license will expire e Unique license number F QL Time Version 1 0 8 31 2012 01 19 12 08 Current license info Number of users allowed used Number of employees allowed used Number of departments allowed used Expiry date Show license agreement Go to upgrade page Enter new key here QL Time user manual Part 2 Setup and Configuration O 2012 QuantumLeap Production Ltd Users are not able to login into QL Time after the license has expired An error message about the expired license will pop up on QL Time start up The user can press the OK button which will open the License agreement window The license date after expirations is coloured in red As mentioned before if the license has expired the user will not be able to login to QL Time unless the new license key is provided Renewing the use of the QL Time may be done in two ways after clicking on the Upgrade link la
43. ment may be calculated based on the age or municipality tax tariff related to an employee s living address or the registered municipality of the business gt Edit extra payment Vacation pay Z Type Name 12 14 3 AGE gt 650 eg 12 13 AGE gt 60 or 14 3 15 REGION 1 12 14 3 f age gt 60 Payment Possible parameters AGE Employee age REGION Employee municipality number DEP_REGION Department municipality number Calculate on daily salary instead of monthly salary aldas work days O base salary before any other payments are applied 10 x 6 Salary period agreement j Employee card Employee No 2004 03 12 2012 02 22 Salary From pu j Salary To E ES Salary per Hour 200 00 X Monthly Salary Hours per Month Work Agreement Hours per Month 162 38 162 38 Paid Hourly C Agreed Salary Memo 32476 00 Pay Bonus 7 Work agreement rule Standard rules X View Extra pay agreement 5 weeks vi y Cost calculation rule Flex time rule Validation rules Calculation is based on e Check the box Daily salary When a fixed amount is in use it should be specified if the amount is based on worked days or the whole month Check the box Base salary There is also a possibility to do the calculation based on base salary instead of the accumulated sum of
44. mployee In the example the Basic info LJ z a z i Adresses et A Salary Period agreement Is named bea Salary Period Children From To Hourly pay Monthly pay 2004 03 12 200 00 32 476 00 Work schedule 2 Define the export reference number salary number for each Basic info Employee No1 employee In the example below it is set E to 0001 This number is used to export Fiat Name Employee ia data to for example a salary system for Last Name No1 Marital Status Country ifm Norway Birth date Y 1979 03 11 each employee Soc Security Department Bank Account Position a Municipality 1 y Hired From Payroll Tax Hired To Card ID Salary No Get next available ID When you select Period results tab you should also define the information to be exported ares File View Setup Terminal Budget Sales Statistics Help o Work plan Registrations Period Results 3 Export Gj Unlock 3 Print x Clear Export settings Hourly salary Full time Agreed salary Only differences Fixed salary Nothing o De pa rt me nts O Department Company Period Salary period y 20121 2012 07 01 2012013 a Ea al Oo IE Salary period agreement o d Week52 Week1 Week1 Week1 Weel j Employee Department Total Su 2012 01 01 Mo 2012 01 02 Tu 2012 01 03 We 2012 01 04 Th 2012 la Ti me p erio d
45. n Di Di Det samme som H amp L system 4 Ergo kort Ergo kart Huldt og Lillevik Huldt og Lillevik Info Easy Info Easy Kappahl Kappahl be changed TLP2000 TLP2000 Visma Visma Vivaldi Vivaldi QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 52 Ez oe x a m We strongly recommend not change existing file Name info Easy formats or create a new ones unless you have proper Description Info Easy computer skills or used to work with these types of Also add records with empty export account ID Record fields will be exported in this order files Header line 96 A aa m Provider may test and define the file structure Salary period 2 Employee salary no 6 Constant J 1 Constant N 1 25 25 4 20 PSTED 11 BNKNR wonnt nn ay nn Copy fields from another file format Ascii format Xml format Field separator if any ll The example shows what fields should be filled in with the appropriate information ls header record defining the file formats Type Field ll Description AVDELING Length chars 12 Fill empty space with Alignment Right E g Data format dd mm yy number format 0 00 or 04 00 with no decimal point Plus sign Column name XML Tag Eg 000000000001 Converting to QL Time salary accounts As mentioned before
46. nd in a vacation period If Convert all other currencies to is checked and Auto prolonged message DJ wal be replaced by number of days Prolonged by X days for public holidays calculations are performed in the selected the appropriate currency is selected all E Task simulation currency Marked Show former employees check box means that all employees will be displayed in the company structure not just those who have a valid employment contract or who could potentially have a valid contract In other words people who have a field Hired to defined in the employee card are filtered out A Marked Show all departments in the tree check box means that the department s tree structure will display all company departments even if the user does not have access to it This functionality makes it possible to borrow employees from other departments within the same company The Notify if public holidays are found in a vacation period functionality means that a warning will be given if a public holiday is detected in the vacation period The Task simulation is a function for future solutions and is meant to visualize tasks per day QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 8 Search in the department tab The ticked Use detailed department search gives the opportunity to search for detailed information in the de
47. ns that payment will be made 100 of salary for absence from day number three The third parameter is 0 gt 16 which means that this parameter overwrites the second parameter therefore salary is not calculated from the seventeenth day of event Remember that calculations are based on work days in the case of illness and on the calendar days when it comes to vacation However this may vary from country to country QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 34 Events can be recorded in several different ways e Plan module e Registration module e Employee card e Web module not included into standard package e Mobile telephone not included into standard package Day counting rules Under the Day counting rules tab adding editing an event with the reason that has the rules set the system automatically calculates days used and days available in this period and it is reflected in each employee card The counting period can be a month or a year with an exact day in the month year and can start on a given employment date or can be relative to an event start date eg 1 year relative would count days from event start date 1 year In the example below the rule for vacation day s calculation in Norway is entered where the period equals the calendar year QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Product
48. nted as 5 days when a work week is from Monday to Friday The check box Is work time determines whether the absence hours should be counted as work time when considering the plan In this way events are recorded and will simultaneously be managed in common operations The check box Is work cost determines whether work costs will be calculated or not The check box Subtract from TB means that allowed out of office hours will be deducted from the timebank account The check box Hide in reports gives the possibility to show hide this information in the reposts The check box Pay over agreed time determines payment rules for overtime inconvenient time and shifts It is possible to select a single payment over agreed time or altogether The check box Exclude holidays indicates how QL Time should count days then national holidays that are in the event period Sometimes national holidays are not included into the event for example during a vacation period it means that if this box is checked national holidays will be excluded Let s analyse the following example Pay plan 0 100 gt 2 0 gt 16 ex 100 W2 0 100 gt 2 0 gt 16 The first part of 0 from day 3 100 from day 17 0 the formula 0 ends with the first Count workdays only comma This is the default pay for the event code so no salary is calculated for first two days of absence The second parameter is 100 gt 2 which mea
49. opened The year is divided into several periods and every period may also be divided into sub periods It is possible to set up three different export types e Registered e Plan e Differences Default is Registered and this is the type that is used in most situations QL Time user manual Part 2 Setup and Configuration 2012 QuantumLeap Production Ltd Page 47 Updated 07 06 2012 If it is necessary to make some more advanced export for example at the end of the year it is possible to split a period into several time periods For example Split December that normally is from 1 to31 into two periods a 1 20 registered data should be exported b 21 31 planned work hours should be exported Such a solution may be relevant because you can pay your wages before 31 December based on the scheduled working hours and not real work The idea is that most of the registration for December will be registered data but the last few days will be based on the plan Next salary period must also be split into two a 21 31 difference should be exported b 1 31 data based on registrations should be exported for January When a period is exported based on plan the same period should be corrected in the next period and the plan should be compared with registrations and only the differences exported There are two relation points between export functionality and each employee 1 Define the Salary Period for each e
50. ount that may be calculated based on other accounts It is used to give you the exact cost level and normally we do not export any figures from this type of account Accounts File Salary type Salary Normal OT 100 OT 50 Manual Normal Extra pay Vacation pay 100 Intemal account 10001 10003 10002 10001 20001 Intemal account nr Extemal account nr Description Norm Extra time ETT OT Event Shit bonus Bonus ex 0 50 10004 10004 from 18 00 to 21 00 daily QL Time user manual Part 2 Setup and Configuration 2012 QuantumLeap Production Ltd A user may add new edit or delete selected existing account Double click on the appropriate account or select it and then click link label Edit If you want add a new QL Time account click link label New Here entries are grouped by account type Selecting one of the presenting account types the user may select the preferred salary type We recommend adding a clear description field for each account in the Description field QL Time account number internal account is related to QL Time numbering system and External accounts are related to data export to external systems Updated 07 06 2012 Page 50 gt Edit account a Clicking on link label All days a new window will be opened where you can define on what days the system should do appropriate calculations Intemal a
51. partment tables and in the employee cards You can search the phone number address name etc Use detailed department searh QL Time An example shows that we have entered the text No 5 in the search field As the search result all departments where the text No 5 is will be displayed The place where No 5 s presents is File View Setup Termina O highlighted in light grey which indicates the best match es cd Tw It is now possible to search for an exact phrase if you put it in T Company quotation marks No 5 Ei Department 3 It is also possible to specify a search for a company department with the parameter c or employee with parameter e This function is meant only for some detailed analysis General Search Log file Time calculation Terminal communication Enable logging Log file C Users Manager App Data Local Temp gltime log 12 KB It has no practical value in everyday use QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 9 Time calculation The check box Normal time is full worked time defines how ordinary hours should be presented If this check box is not marked the cost for ordinary work hours will be divided into e Ordinary hours that do not include overtime e Work hours you pay overtime for If the check box Show unpaid events in
52. rrencies are Currency NOK Reset converted into Euro and then converted into the currency you want Exchange rate for 1 EUR T9732 Get from web l to see the cost in Translations QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 18 Country code is defined in the employee card under Basic O X 62 0 0 information Contacts Basic info Employee No1 D First Name Employee Last Name Nol The tab Dep Roles allows the user to define the differing roles in business The department roles are used to budget Skills levels in the business A role is a function within a department business unit that requires special knowledge experience Customer QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 19 Calculation rules Work Agreement rules A work agreement rule is a collection of different calculation rules for e inconvenient time e overtime e shift pay e extra time These are QL Time salary types QL Time provides various possibilities for customization configuration A combination of various rules is called a work agreement and normally includes rules defined in national laws and or rules defined in agreements with labour unions b E m Clicking the Setup top menu item and then Calculation rules you wi
53. s an employee is entitled to a full time position if the extra time exceeds a given number of hours in a current year Using this functionality you will automatically be informed when limits are exceeded Shift bonus EE Shift bonus is specified in the E eas same way as pay for overtime Time area string DiDD 04 eg D6 gt 12 7 18 19 H S and inconvenient time Special day date 201 22 27 Only when time area is 5 Special QL Time lets you define pay for On workdays to 04 00 inconvenient time and shift Tariff 100 E ee ere i time in the same time frame or 50 70 gt 1 Timebank tariff eg 0 must be filled for fied sums even if times overlap ES QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 O 2012 QuantumLeap Production Ltd Page 25 Cost move Cost move functionality is normally in use when the employee is entitled to work according to the schedule which crosses midnight night shifts o Workplan Registrations Period Results For example creating a E bel Save Print at Clear 1 Day 5 Work Week T Week 31 Month schedule in the Work Plan Department Period 20120243 Jr 20120217 Jv view type actual work hours Hide other departments 20 00 05 00 QL time TE Week Week Week automatically splits hours in nuai woos two days E Summary ora 1900 e 20 00 24 00 0800 1600 030 0800 1600 030 00 00 05 00 1100 19
54. ser Name superuser and click the OK button new window will EE En appear and you will be able to change your password Remember my password ICI Old Password New Password Repeat New Password The new password must be entered twice before the change is approved QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 O 2012 QuantumLeap Production Ltd Page 4 Change the connection to the database and or the server to work with you should press button and or server and or server Edit SQL server data oe a ar Windows authentication together with Active Use Windows Authenticatio Directory is in use only in exceptional cases Use SQL Server Authentication Enter or copy the correct values into the User Name She 18769907 appropriate fields If you have more than one database server Options gt gt in order to change the database Connection Manager is used to change database Password Username with password and name of database is e mailed to the subscriber by QuantumLeap Database TMe18 469907 Restore default Enter encoded connection string License key After the trial period ends you need to have a license key in order to use QL Time and database The license key is delivered by QuantumLeap Production Ltd or by QuantumLeap dealers There are two ways to enter change the license key e Using QuantumLeap Administration kit or e Direct
55. t alarms Ready Version 1 0 8 37 User superuser Nol Employee DB QLTimeTrial Server lo Since the need of shift roles was not met completely the link label is displayed in 1 issues in the shift role plan red color Open the Issue window by clicking the 1 issues in the shift role plan link label Double click on the issue related to the missing shift Date Suggestions Shift role 2 roles or select it and then click 20120213 the link label Show other suggestions Accept selected suggestions Show other suggestions QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 44 Date 2012 02 13 Role Shift role 2 Issues 1 0800 1000 Suggestions Department Employee No4 0800 1000 Chosen employees Issues left Select as chosen Find in other department Edit time Remove For the time frame from 8 00 to 10 00 on Monday QL Time will suggest Employee No4 to cover the position On Monday both Employee No2 and Employee No4 are present but Employee No4 has more work experience and therefore is suggested Double click on the chosen employee from the suggestions list or select the employee and then click the link label Select as chosen In other cases when the selected department does not have any employees matching required shift roles QL Time provides the possibility to do a search in other depar
56. ternational names will be used if nothing is defined under Translations Example below shows how an employee s CV may be built in the employee card under Experience QL Time user manual Part 2 Setup and Configuration Updated 07 06 2012 2012 QuantumLeap Production Ltd Page 16 Budget types Pan x QL Time user manual Part 2 Setup and Configuration O 2012 QuantumLeap Production Ltd The tab Budget types has few a pre defined budget types e Turnover net e Work cost e Bonus Also you can define as many budget types as you want Note When you define turnover it should always be without VAT The tick Show in plans means that the defined budget will be displayed in the Work Plan and Registrations views which makes planning easier Data related to budgets is displayed under Summary Budget data can be entered in the Budget table under Budgets Sales top menu or directly in Work Plan and Registrations views Updated 07 06 2012 Page 17 Countries Currencies The tab Countries Currencies allow defining different currencies Clicking link label Update exchange rates using web service automatically updates exchange rates P fie ruse United Kingdom GBI You can also enter currency exchange rates manually If you want to use several currencies Flag icon Reset y f be aware that all cu
57. tments by selecting departments from the drop down list and then clicking the link label Find in other department 2012 02 13 Shift role 2 Employee Employee No4 Time 0800 1000 Chosen Issues left Employee No4 0800 1000 Edit time Remove QL Time user manual Part 2 Setup and Configuration 2012 QuantumLeap Production Ltd The text regarding issues becomes green which means that the need of shift roles is met If you need to correct the work hours that are missing double click on the appropriate employee name or select it and then click the link label Edit time If QL Time suggests several employees the missing time frame can also be split in to shorter time frames for the suggested employees If you want remove a chosen employee click the link label Remove Updated 07 06 2012 Page 45 ac Suggestions Shift role 2 2012 02 13 Employee No4 Accept selected suggestions Show other suggestions File View Setup Terminal Budget Sales Statistics Help Workplan Registrations Period Results lH Save 3 Print x Clear T Day 5 Work Week F Week 31 Month 201202 13 fr 20120213 Gr sjuawyeda g Deparment Peed Hide other departments 28 00 kr2 633 90 20 30 31 00 kr2 633 90 Select the issue with the chosen employee for the missing shift roles and then click the link label Accept selected suggestions Made changes are applied outr
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