eziTracker Job Matching Interface User Guide
Contents
1. client and worker records are synchronized with eziTracker r amp Haccpac EziTracker Service Login Details Username haccpac vcl Settings Default Manager Ref VADA ME Auto logout dur Minimum staff 120 1 PABX Site Interval mins Tr 1 Click the Save button to Save the settings Select the Test Mode check box Click the Get Trans button to test the Worker synchronization function ensure the success message is displayed Click the Update Workers button to test the Worker synchronization function ensure the success message is displayed Click the Update Clients button to test the Client synchronization function ensure the success message is displayed Click the Start Service button and run for 30 minutes Check the log file in the application directory to ensure the service has run the transaction and extra data update functions 5 Once testing is complete the details in the Haccpac eziTracker Service screen can be updated with the production data i e the Username Password Default Manager Ref and Default Department In addition the Test Mode checkbox should be deselected Vada Computing Pty Ltd PO Box 242 Blackburn South VIC 3130 ABN 75120180510 Telephone Facsimile 03 9890 5418 www vadacomputing com au Page 6 of 15 Vada Computing Software Design Development and Support 6 Copy the new Workers Version 7 2 11 and Clients versio2. ee GLENN4 CD JMILRO2M BA MILRO2M BA 11 00 a 12 30 p HE F844 p845 paG Pso2 p802 paG 2 MILRO2 M BA 8 47 p849 pGG MILRO2 M BA 912 p912 pGG Roster EziTracker Result Times Travel Shopping November 4 2008 7 After you are happy with the changes click the Save button This will save the changes to the Haccpac roster for the selected worker Vada Computing Pty Ltd PO Box 242 Blackburn South VIC 3130 ABN 75120180510 Telephone Facsimile 03 9890 5418 www vadacomputing com au Page 15 of 15 Vada Computing Software Design Development and Support Moving Jobs Jobs relating to the same client can be moved between days or within the same day This may be necessary when a worker sees a client on a different day than they a rostered for To move a job 1 Right click on the job you wish to move 2 Select Move Job from here from the right click menu 3 Right click on the job to be replaced Note This must be the same Receiver as that selected in Step 1 4 Select Move Day Job Job no to here from the right click menu Deleting Jobs Jobs can be deleted from the timesheet To delete a job 1 Right click on the job you wish to delete 2 Select Delete This Job from the right click menu Further assistance For further assistance please contact Vada Computing Telephone 03 9890 5418 Mobile 0401 562 095 Email support vadacomputing com au Vada Co
3. D H S A 5 Go ToINI Form fi Go To Person amp Households 2 Show All Show Only Visible Consumer Info Summary amp Referral Consumer Profile Serv Coordination Person ABBOTTIM Z Madge Abbott HHold ABBOTT Y 25 1 Baynes St Terang 3264 Haccpac Household Team North gt Deceased Name to Print on Roster Madge Abbott Contact Person i Salutation Mrs Service User v Comments to Print on Roster a Care Recipient M Has A Carer fa pif Locality zl eziTracker Mngr Ref Support and Maint No Growth C Priority Of Access e Linkages Core Hours Account To Household C Other C Link User Default Debtor Number 27561 Denotes MDS required field Mouse over each field name for more details Options amp Accounts Charging Serv Rec d Carer Date of Last Update Vada Computing Pty Ltd PO Box 242 Blackburn South VIC 3130 ABN 75120180510 Telephone Facsimile 03 9890 5418 www vadacomputing com au y Vada Computing Software Design Development and Support Enter the Haccpac eziTracker Settings The Settings screen is used to enter o eziTracker timesheet settings o Travel prompt codes and rates Page 10 of 15 If jobs match use times from Timesheet record eziTracker record Ask for each job Confirm choice of times for start time differences greater than 15 minute
4. Weekly Hours Master Hours Current Workers Surname Bard Address PO Box 19 H Firstname Jane Suburb Biregura Postcode 3242 Title Phone H 52362134 Mobile 0407867120 Team E Smoker r Assessment Worker Vv Religion 7 Agency Name Ph Commencement Date 29 10 2007 Next of Kin FulName SteveBaird M Termination Date _ _ _ Ee fsa ee p Type of Employment Address AsAbe S S S S Sera Suburb Postcode 0 C Casual Phone W 52319700 0415847229 C Volunteer eziTracker C Administration Pin 92538 Mngr Ref BA BC BH BM BP BR BS CB CD CH CT DC DH DS DV GC GP HC HE HH HM f Types of Work done E m m E UO T 0 m E ou JO JO WU U oO 0 2 Personal Skills Pay Details Availability Annual Leave Vada Computing Pty Ltd PO Box 242 Blackburn South VIC 3130 ABN 75120180510 Telephone Facsimile 03 9890 5418 www vadacomputing com au Y Vada Computing Software Design Development and Support Setting up Client Information Page 9 of 15 Client information relating to eziTracker is entered through the Clients module e Open the Clients module e Select the Haccpac tab e Mngr Ref the Manager Reference can be entered if necessary e Click the Save button to save any changes b Client Informati File Edit View Help
5. timesheet eziTracker or enter a different custom time Note the job which is shown in the pop up window is identified with a red colour band 5 If the job from eziTracker does not exist at all on the weekly timesheet the following dialog box is displayed Which Service amp Type mona ES ALLEN 220 p329 n Vada Computing Pty Ltd PO Box 242 Blackburn South VIC 3130 ABN 75120180510 Telephone Facsimile 03 9890 5418 www vadacomputing com au Page 14 of 15 Vada Computing Software Design Development and Support This dialog box will always default to the first Service Code and Task Type in your Values list You will need to select a Service Code and Task Type for the job in this window 6 If the job does not exist in eziTracker but does exist on the weekly timesheet it will be identified with a yellow colour band This will alert that the worker either did not attend this client or they did not use eziTracker when the service was provided This entry can then be deleted by right clicking on the entry or modified based on the action taken by the worker fe Haccpac eziTracker Interface Match Times _ w Erime File z Save Exit Help ettings Match Match Times Match a Am Select Worker BATEMAN Suellen Bateman 7 Update Roster p Pm mmm 62 Tracker Worker Ref BATEMAN JO 31 10 m Custom BATE Date 25 10 08 To 0 08 no Wednesday Thursday
6. Design Development and Support How the interface works e The Haccpac eziTracker Server application o Checks for new eziTracker transaction and loads them into the Haccpac database for matching at set time intervals o Synchronises the Workers in Haccpac with the Workers in eziTracker at set time intervals o Synchronises the Clients in Haccpac with the Clients in eziTracker at set time intervals e The Haccpac eziTracker client application o Allows you to select a worker for matching o Reads the Worker s eziTracker data and compares the information with the weekly timesheets in Haccpac o Asks you to intervene whenever it is unclear what happened e If the eziTracker transaction details match a job in the weekly timesheet you will not need to enter anything about this job the worker did what they were supposed to do e After all exceptions have been handled just click Save and a weekly timesheet is created in Haccpac Vada Computing Pty Ltd PO Box 242 Blackburn South VIC 3130 ABN 75120180510 Telephone Facsimile 03 9890 5418 www vadacomputing com au y Page 4 of 15 Vada Computing Software Design Development and Support Installation of the Haccpac eziTracker Interface 1 Run the SQL query ezitracker_alter_haccwin_db sql to update the database The following tables are added e EziTracker_Lines e EziTracker_ExtraLines e EziTracker_DefaultValues e EziTracker_ErrorCodes e EziTracker_WorkCodes e EziT
7. J Vada Computing Software Design Development and Support Haccpac ezilracker Interface User Manual Date 4 November 2008 Page 2 of 15 7 Vada Computing Software Design Development and Support Haccpac eziTracker Interface Contents How the interface VS 2 2rd ci ccticna esse seca Sa ase vast seaean dy aie dads Scand eee ene 3 Installation of the Haccpac eziTracker Interface 0 2 2 2 eeeecccceceeeeeeeeeeeeeeeeeeeeeeeeeeaaaaaaeeeeeeeeeeeeenaaaaes 4 Using the Haccpac eziTracker Server application ceceeeceeeceeee eee eteeeeeaeeeeeeeeeeeeeneeaaeaeeeeeeeenenas 6 Using the Haccpac eziTracker Client application ccccecececcceeeee eee eeeeeneaeeeeeeeeeeetenenaaeaeeeeeeeeeeeas 7 Setting up Worker INTOMTAN OM esesecctccecencrzcatnannsduteccrstaxewnecttecmeieienentioutdeeieawneatondeememaniaectecedtes 8 Setting up Client Information ememe peers ere ete teen emt pete arene re ere Peete ee Pee ee eee eee eee eee 9 Enter the Haccpac eziTracker SGuinOS 2 cc2uciwndtindsiern ened dents idiee 10 Math TIMES serisi ereriinr eea e aE a EAEE EA EREA AEN ETATE AE E ENEEK REEE 12 Moving JODS nni a aa a ear ea ea ee er ere 15 Deleting JODS sirae araa e aF RE a E EE EEEE a EEE EER E aE a aeaa 15 Further assistance perne pen kann 15 Vada Computing Pty Ltd PO Box 242 Blackburn South VIC 3130 ABN 75120180510 Telephone Facsimile 03 9890 5418 www vadacomputing com au Page 3 of 15 y Nada Computing Software
8. Workers who have corresponding eziTracker transactions that have not yet been matched You can also click Update alongside the Select Worker dropdown to update the list with any Workers that have had transactions uploaded since the Haccpac eziTracker Interface was opened 2 Click the Match button A CSV file can contain data for several weeks Clicking Open displays the dates of each week for which there is data Select the week you want to process Vada Computing Pty Ltd PO Box 242 Blackburn South VIC 3130 ABN 75120180510 Telephone Facsimile 03 9890 5418 www vadacomputing com au Page 13 of 15 y Vada Computing Software Design Development and Support 3 Data for the selected week will be displayed in the timesheet table The columns are the days and the rows contain each job e There is a colour band alongside each job that tells you whether the eziTracker job matches the job in the weekly timesheet in Haccpac There is a legend on the screen to help you remember what each colour means e There are tabs along the botton which are used for example to look at the jobs stored in the roster if you press the roster tab eziTracker if you press the eziTracker tab and so on 4 If the times in eziTracker are outside the tolerance set in the Settings screen for a particular job the following dialog box is displayed r Which Times E BRADSH HT This dialog box enables you to select the time from the weekly
9. ate Clients to synchronise Clients with eziTracker Minimise the screen to the system toolbox e To minimise the screen to the system toolbox bottom right hand corner of the screen right click anywhere on the screen and select Hide Maximise the screen from the system toolbox e To maximise the screen from the system toolbox double click the Haccpac eziTracker icon Start the Haccpac EziTracker service e Click Start eziTracker to start the service Using the Haccpac eziTracker Client application e Run the Haccpac eziTracker interface from the shortcut on your desktop e The Settings screen is used to enter the Haccpac eziTracker interface Values such as eziTracker timesheet settings and Travel rates and codes Vada Computing Pty Ltd PO Box 242 Blackburn South VIC 3130 ABN 75120180510 Telephone Facsimile 03 9890 5418 www vadacomputing com au Page 8 of 15 T Vaaa Computing Software Design Development and Support Setting up Worker Information Worker information relating to eziTracker is entered through the Workers module e Open the Workers module e Select the Personal tab e Pin the Pin has been allocated automatically This will not need to be changed e Mngr Ref the Manager Reference can be entered if necessary e Click the Save button to save any changes File Edit View Help D Gi amp 22 Show All Show Visible Worker Ref BAIRD Jane Baird Address PO Box 19 Birregurra Worker Details
10. ion enables you to enter information about travel and sleepover codes o Travel time of 1 minute is Enter the ratio of travel time to travel distance For instance if your workers travel 0 7 of a KM in a minute then enter 0 7 in the field on the left o eziTracker KM prompt code Enter the travel KM prompt code e g P0009 o eziTracker SO prompt code Enter the sleepover prompt code e g S0001 Note If you don t intend to use travel or sleepovers leave these fields blank e Save your selections Data from the Settings screen is saved in a file called HaccWin ini Vada Computing Pty Ltd PO Box 242 Blackburn South VIC 3130 ABN 75120180510 Telephone Facsimile 03 9890 5418 www vadacomputing com au Page 12 of 15 E veda Computing Software Design Development and Support Match Times The Match Times screen is used to match Haccpac timesheet records with eziTracker transactions r y amp Haccpac eziTracker Interface Match Times ay gt File FL 4x Match Times Match Am Select Worker BATEMAN Suellen Bateman Update Match Roster Pm mum Zi Tracker Worker Ref Hl Guy Custom 2 ie m N Question Monday Tuesday Wednesday Thursday JE Roster EziTracker Result Times Travel Shopping November 4 2008 Steps to import timesheet data 1 Select a Worker This list is automatically populated with a list of
11. mputing Pty Ltd PO Box 242 Blackburn South VIC 3130 ABN 75120180510 Telephone Facsimile 03 9890 5418 www vadacomputing com au
12. n 7 2 38 to the Haccpac application directory 7 Copy the Haccpac EziTracker client application Version 7 2 0 to the Haccpac application directory The Haccpac eziTracker interface is not run from within Haccpac but by creating a shortcut on your desktop Create this shortcut in Windows Explorer by dragging HaccEziTracker exe to the desktop Using the Haccpac eziTracker Server application Settings e Run Haccpac eziTracker application from Start gt gt Vada Computing Pty Ltd e Ensure the settings are correct see Installation section above e Once the settings are correct click the Save button la P Haccpac EziTracker Service 2 X Login Details Username haccpac vel Password Settings Default Manager Ref Default Department VADA ME Corangamite Auto logout dur Minimum staff 120 1 PABX Site Interval mins W Test No gt 11 Pe 240 Gear Sae Start EziTracker Q The Haccpac Ezi Tracker service has O Manual Control Panel Get Trans Update Workers Update Clients Vada Computing Pty Ltd PO Box 242 Blackburn South VIC 3130 ABN 75120180510 Telephone Facsimile 03 9890 5418 www vadacomputing com au Page 7 of 15 7 Vada Computing Software Design Development and Support Synchronise Workers and Clients e f running for the first time click Update Workers to synchronise Workers with eziTracker e f running for the first time click Upd
13. racker_ActionValues The following tables are modified e Worker ET_Pin and ET_ManagerRef fields are added e Clients_Main ET_ManagerRef field is added 2 Run the Haccpac eziTracker Service set up file on the Server e This file installs the Haccpac eziTracker Service which constantly checks for new eziTracker transactions and also sychronises the Haccpac client and worker records with the records in eziTracker 3 Open the Haccpac eziTracker Service on the Server 4 Test the Haccpac eziTracker Service i Enter the following details into the Haccpac eziTracker Service Settings screen Item Test Data Comments Username Haccpac vcl eziTracker system username Password Vada eziTracker system password Default Manager Ref VADA ME Manager reference Default Department CORANGAMITE Department Team Auto Logout 120 Time after which the worker is automatically logged out minutes Minimum staff 1 Minimum staff number PABX Site No Is the site on a PABX telephone system Interval mins TR 10 This is the interval in minutes that Haccpac checks for new transactions Interval mins PE 240 This is the interval in minutes that the Haccpac Vada Computing Pty Ltd PO Box 242 Blackburn South VIC 3130 ABN 75120180510 Telephone Facsimile 03 9890 5418 www vadacomputing com au E vada Computing Page 5 of 15 Software Design Development and Support vi vii viii
14. s Confirm choice of times for duration differences greater than 15 minutes Travel and Sleepover calculations 0 7 Kilometers eziTracker KM prompt code P0009 ezilracker SO prompt code S0001 Travel time of 1 minute is November 4 2008 r Haccpac eziTracker Interface EziTracker Values ee Eim File A d oD Ap V Save Exit Help Settings Match Settings If jobs match use travel from Timesheet record eziTracker record If jobs match use times from If jobs match you can select to automatically use times from the weekly timesheet eziTracker or a custom time Confirm choice of times for start time differences This is used to identify jobs which were not carried out close to the rostered start times The worker might have worked for the full hour rostered but been 15 minutes late You may want to be alerted to this situation Confirm choice of times for duration differences This is used to check the length of time the worker spent on the job is within the limit you set here If they should have worked for an hour but the eziTracker record shows only 40 minutes you probably want to be alerted to this situation Vada Computing Pty Ltd PO Box 242 Blackburn South VIC 3130 ABN 75120180510 Telephone Facsimile 03 9890 5418 www vadacomputing com au Page 11 of 15 7 Vada Computing Software Design Development and Support e Travel Sleepover calculations This sect
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