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ESLT Torus for Windows Version 9 User Guide

1. Example A For a simple weekly shift pattern you may only need to define 3 Daily Rules 1 create a Daily Rule for Monday to Friday 8 00 to 17 00 1 hour lunch all paid BASIC 2 create a Daily Rule for Saturday morning paid x1 5 pm paid x2 0 3 create a Daily Rule for Sunday all paid at x2 0 Example B For a simple 3 shifts round the clock working pattern say 6 00 14 00 14 00 22 00 and then 22 00 6 00 You may only need to define 9 Daily Rules 1 create a Daily Rule for Monday to Friday 6 00 14 00 1 hour lunch all paid BASIC 2 create a Daily Rule for Saturday 6 00 14 00 all paid x1 5 3 create a Daily Rule for Sunday 6 00 14 00 all paid x2 0 4 create a Daily Rule for Monday to Friday 14 00 22 00 1 hour lunch all paid BASIC 5 create a Daily Rule for Saturday 14 00 22 00 all paid x1 5 6 create a Daily Rule for Sunday 14 00 22 00 all paid x2 0 7 create a Daily Rule for Monday to Friday 22 00 6 00 1 hour lunch all paid BASIC 8 create a Daily Rule for Saturday 22 00 6 00 all paid x1 5 9 create a Daily Rule for Sunday 22 00 6 00 all paid x2 0 The above examples show how Daily Rules are typically used Your unique working rules may be more strict or have some exceptions the following sections help you to cope with them There are 3 main Buttons in the Daily Rule Window New click this to add a new Daily Rule into the system Save this is sensitive to the state of your editing If it is enabled then your Data n
2. OOO OO fj Oooo OO ER Lo Timelink 4000 PAYROLL IES Z Downloads edits Timelink s Data updates Data Files on File Server Produce Online and TORUS s specific Reports Timelink 4000 TORUS s Program and Data Files are stored in here on iG File Server p p Ee EEEN Other PCs from different departments connected to the network can run TORUS and produce TORUS s Specific Reports TORUS for Windows User Guide TSS UG T9 1 Version 9 5 2 1 Features 6 TORUS contains powerful features to improve and enhance your every working day in collecting and editing Employees clocking times from your Timelink unit s producing reports for management purposes and interfacing to payroll Major features of TORUS are USER DEFINED WORKING RULES e Define your own working rules with ease e Up to 255 different Daily working rules can be defined e Unlimited Year Rule templates e Each Employee has his or her own yearly working schedule SELECTIVE EDITING REPORTING TORUS allows you to select a number of Employees then apply appropriate functions to the selected Employees such as Reports change Department change GROUP SHIFT booking or unbooking Absences etc In addition your employees selection can be saved or retrieved for future operations POINT AND CLICK VIEWING EDITING In most TORUS data windows BROWSERS such as Weekly Time Monthly Planner a
3. In this window Absence Codes are highlighted with Short Codes that you defined Navigating the Yearly Absence Window While in the Yearly Absence window you can quickly select another employee change the year etc Use the buttons see Tools Bar section you can use to carry out these tasks quickly Actions of these buttons are the same with the Monthly Absence window with the exceptions below Button Description Back one year View the current year Advance 1 year elias Print the absence information currently showing See the following sections on how to add or edit absences 11 4 Planning Future Absence For An Employee While viewing the Employee Monthly or Yearly Absence Window you can book future Absence for the Employee Use the mouse the highlight the date then double click your mouse button As an example the following window appears to take your information TORUS for Windows User Guide Version 9 TSS UG T9 1 47 Booking BROWN DAVID iof x la mapa al From To Exclude 2 Save Monday Monday M Mon Seve M Tue Close 01 09 1997 15 09 1997 7 Wed SO gt gt a Tra Rate Hour S n BASIC y 7 30 fv Sun Reason A MV Askto override Jury Service In the Absence Plan dialog box enter the date range to be booked which will be default to the current day The Reason for Booking defaults to Holiday The date range can be fur
4. This shows the exceptions times in a period e g Clockings during infringement periods as defined in your Timelink shift patterns This shows only employees who are either late or who have clocked in during an infringement period The exception report shows you the times clocked in with the erroneous clocking clearly highlighted Reason Analysis This report shows the accumulated hours four rates and Gross for a particular Reason in a specified period This is useful if you wish to keep track of a special adjustment such as Sick SSP or Training etc Overtime Worked This report lists Employees who have accumulated overtime hours i e have worked at rate 2 3 and or 4 in a specified period It is primarily designed to help Supervisors who wish to check for Unauthorised Overtime workings Version 9 TORUS for Windows User s Guide 54 TSS UG T9 1 Flexi Report This report lists Employees Flexi information Employees working Flexitime are those have Work Type set as P This report details every day worked hours and compare to the daily target to provide daily balance printed together with any adjustment Include in this report are weekly and Period Totals with separate accumulators for Sickness and Holidays occur in the reported Period Absence To Date Summary Report This is an additional report available from the Absence Menu In this report TORUS will list Yearly Holidays And Sickness information for Employees from selected
5. Departments Information included in this report is Employee Name and Number annual holidays and Sick days entitlements holidays booked and remaining Also any sickness hours taken to date Work Force Availability Report This is another Absence Planning report available from the Absence Menu It helps Managers to see at a glance the availability of the work force on a particular day Selectable by Department s Employee Year Absence Report This report shows the whole year absence calendar of a particular Employee It is available when you view the Employee absence information using option Year Planner from the Absence Menu and press the P key Totals Summary Same as Weekly Summary by rates but with user specified From and To Dates Service Years Based on the Employees Started Dates at any time you can ask the system to list out long serviced Employees For examples you can ask TORUS to list out how many Employees in Department s or all Depts have been working for the company for 30 years by September 1996 Birthdays List Based on the Employees Date of Birth at any time you can ask the system to list out a list of birthdays For examples you can ask TORUS to list out how many Employees in Department s or all Depts have their birthdays next month s TORUS for Windows User Guide Version 9 TSS UG T9 1 55 13 3 The Bradford Factor Introduction The Bradford Factor is a commonly used formula used to measure
6. Only one of these Torus applications can run at a time therefore if T9Main is running in order to run T9Admin then T9Main must firstly be closed and vice versa T9Admin uses the same Usernames and Passwords as T9Main Once logged on the application window will be blank 5 1 Users TORUS allows different users with different access capacities to use the system To avoid misuse TORUS requires users to Log On to identify the user so that TORUS can apply appropriate privileges for that user to access tasks within the system To set up a new user or to edit an existing one select System from the menu bar and then Users CARL cl 2 1 TOPUSER tt IV Backup Data M Online Menus V Restore Data V Have TL Network M Download lV View Pers info M TORUS Reports MV Edit Pers info MV Online Reports MV Edit Emp T 4 MV Setup System MV Edit Emp Totals lV Maintain Users MV View Audit M Clean Audit M Export Data IV Absence Plan Access All Areas New Copy Delete Password Department Close To add a new User click on New and enter a username This username will then appear in the list of current users To set a password for a user highlight the relevant user in the list and click on Password TORUS will then prompt to enter a password and to retype it to ensure there were no typing mistakes Each user has an individual set of privilege rights as to what they can and can t do within TORUS With the releva
7. The Yearly Calendar is used to display the overall absence pattern of an Employee for the period of a whole calendar year This will help you to pick out any pattern to the absences of particular Employees TORUS for Windows User Guide Version 9 TSS UG T9 1 45 Monthly Absence Calendar To view an Employee s Monthly Absence Calendar select the Absence menu then Planner option The following window will appear EJ March 1997 BROWN DAVID ala ulul a elol Mon Navigating the Monthly Absence Window While in the Monthly Absence window you can quickly select another employee change the month etc Below is a list of the Tool Bars buttons see Tools Bar section you can use to carry out these tasks quickly Description Back one month View the current month Advance 1 month Select the first Employee in the list Select the previous Employee in the list Select the next Employee in the list Select the last Employee in the list Call up the Find Employee Dialog DEEEERW See later sections on how to add or edit absences Yearly Absence Calendar To view an Employee s Yearly Absence Calendar select the Absence menu then Year Planner option The following window will appear Version 9 TORUS for Windows User s Guide 46 TSS UG T9 1 EJ 01 01 1997 BROWN DAVID olaj wif ural B QJ slol 9101112 The Yearly Absence Calendar identifies the absence pattern of the current Employee for a whole year
8. Ti 4 it FIs s oo fao MMV Mw i 0 00 0 00 M E m m m m oo moo SS SSS p pig Pe Oe rE ra 000 Wooo PORE p p 5 im a errr 000 Wooo PS S p p p 5 ia Brrr ooo Wooo SE Sp S p 5m ie or E m m m m 00 Wooo PE SSS p pE c aa Begs el 00 moo SE SSS p 5E e r E m m m m a 000 Wooo ES PD Be pim E ie Bega Sort Copy Top Door ox Cancel TORUS for Windows User Guide Version 9 TSS UG T9 1 51 Version 9 52 Clicking on the down arrow opens up a drop down list where individual doors can be selected In addition to selecting which doors to provide access to a time band can be set to only allow access at particular times of the day and on particular days of the week A time band of 00 00 to 24 00 will give access permission all day Use the button marked to quickly select each day of the week or select the days separately by click in the check boxes Use the buttons marked M T W T F S S to check individual days of the week all doors in the list The same door may be selected more than once if for example separate time bands are needed on different weekdays e g 08 00 to 19 00 Monday to Friday and 10 00 to 16 00 Saturday to Sunday The Copy Top Door button is used to copy the settings of the first door in the list to the remaining doors in the list The Sort button groups together entries for the same door Once all the doors and times have been entered click on OK Torus will attempt to download the access cont
9. and anomalies are inevitably happened These mistakes and anomalies need to be corrected for proper management reports and if necessary to transfer worked hours to payroll system accurately Steps involve in ReCalculations of Attendance Rules are as follow RECALCULATE CLOCKINGS FOR JUST 1 EMPLOYEE EDIT DAILY RECALCULATE RULES and or CLOCKINGS FOR EDIT YEARLY A GROUP OF SCHEDULES EMPLOYEES RECALCULATE CLOCKINGS FOR ALL EMPLOYEES This process can be carried out at any time whenever you need to change or fine tuning your attendance rules and wish to see the new rules apply to employees clockings h Recalculate Clockings 5 x ja 001 Bakery Despatch 002 Bread From To 003 Butchery Desp Monday Sunday 004 Butchery fi 3 11 2000 fi 9 11 2000 Cancel 005 Cash amp Carry 006 Cake Decorator pl Pil Hal Fe fi 2 ie 007 Cake Mix 008 Cantee z F Al Depts tza Recalculate Clockings E la x From To OK Monday Sunday 13 11 2000 fig 11 2000 Cancel lt lt lt gt gt gt gt BASSETTP G 10 MOUNSEY R S 1000 BLUCKK 1001 THOMPSON CI 1005 SINGHH S 1008 LEGGOTTG B58 MCBRIDE JY B60 O KANEPJ I All Employees TORUS for Windows User Guide Version 9 TSS UG T9 1 35 8 0 DOWNLOAD DATA Collecting information from the Timelink units for processing by the TORUS is known as downloading data This is an important proc
10. for Windows User Guide Version 9 TSS UG T9 1 49 12 0 ACCESS CONTROL Introduction One of the more significant new features to be included in Torus Version 9 is Access Control Access Control allows Timelinks to be used to verify employee cards swiped at externally connected readers in order to energise one of two relays upon reading a valid card The relays may be connected to a variety of equipment such as electric door locks car park barrier controllers turnstiles etc 12 1 Adding Doors To add doors or other relay controlled equipment select File and then Open from the menu bar Now select Access Control Doors To add a new door select Edit and then New Record from the menu bar A new line is created in the table Click on the field Door_Desc on the new line The Description or location of the door to be added can now be typed Once completed press the Tab button on the keyboard to move to Clock_ID Here it is required to enter the Timelink ID of the actual Timelink unit that is physically cable to the door lock and relevant swipe reader Press the Tab button again to move to the Relay_ID field Here it is required to enter the relay number either 1 or 2 in which the door lock control mechanism is connected The Door_Type field is an optional entry field and could be used to indicated the direction of entry exit e g in or out Press Enter on the keyboard when complete To Delete a Door from the table highligh
11. is checked as default This means that if TORUS found an absence code that is required to unbook in any day in the selected dates it will pop up a dialog box to ask you whether or not to unbook Uncheck this if you wish TORUS unbooks this automatically with any confirmation 11 7 Editing Planned Absence For an Employee Undo Planned Absence To unbook planned Absence for an Employee in the Employee Monthly or Yearly Absence window use the mouse the highlight the date then press the Delete key To unbook planned Absence for an Employee in the Employee Week Timesheet window use the mouse the highlight an edited daily total then press the Delete key Edit Planned Absence To edit planned Absence for an Employee in the Employee Monthly or Yearly Absence window use the mouse the highlight the date then double click your mouse button To unbook planned Absence for an Employee in the Employee Week Timesheet window use the mouse the highlight an edited daily total then double click your mouse button When the Edit Absence window appears select a new reason in the reason list box You can also change the hours if necessary then push the OK button Notice that TORUS will try to send the edited hours to Timelink unit if this is carried out in the Employee s Weekly Timesheet d All Editing activities for Absence Planning are logged into the System Audit File so that every editing can be traced if necessary by using TORUS ADMIN TORUS
12. m Grace for IN and OUT clockings Grace IN set 1 Allow H3 minutes Late IN from 7 30 to 8 00 Grace OUT set 1 Allow Ho minutes Early OUT from 0 00 to 0 00 m Roundings M Use simple quartering all day seti Round 15 minutes rounding trom 0 00 ta 24 00 m Highlightings Set 1 Highlight clockings if clocked IN OUT between 731 to fi2 00 New Close Roundings This option sometimes known as quartering or increments determines the way in which clocking times are rounded Clock IN times are always rounded FORWARDS and clock OUT times are always rounded BACKWARDS This penalises Employees Up to 4 bands may be defined Clocking times are rounded to the next rounding This parameter interacts with Grace Times which are discussed in the following section Grace Time IN This setting is subtracted from a clock IN time before roundings are applied Up to 4 bands may be defined per day In effect it is the number of minutes an employee can clock in late and still not lose any time This allows Employees to be late by certain minutes For example assume Roundings have been set to 15 minutes all day Without any grace time if an employee clocks in at 8 01 the clock IN time will be rounded forwards to 8 15 and the employee loses 14 minutes If however with 3 minutes grace time in all day 3 minutes will be subtracted from the clock IN time taking it to 7 58 before roundings are applied so th
13. this PC COM1 C NotUsed R5232 V Modemconnected fCOM 2 COM3 Baud 19200 Timeout E COMA Cancel I Minimised AutoDownload From this window the user can select which individual comm ports that Torus will open and whether they are set for modem connection It is normal to set the Baud Rate at 19200 this value should be matched with the Baud Rate value on the Timelink unit s A timeout value of 10 is normal though this could be increased to 50 if a modem is used for the connection TORUS for Windows User Guide Version 9 TSS UG T9 1 15 5 3 Global Parameters From the System menu selecting Globals allows the user to modify setting Torus parameters that apply to all employees entered in the system Global Settings for TORUS Software Systems C COPY OF TO E3 General End of Week FlexiTime JobCosting Rate Names 1 6 BASIC k15 k2 RATE4 RATES RATES Annual T Use Emp Holiday StartD ate Default Start January Default Holidays 23 Default SickD ays fis Site ID Holidays Calculation f Days C Hours AutoReport o 00 H The Names of Rates can be changed as required Above shows a Basic rate a Time 12 rate and Double Time rate General The holiday year can be set by selecting whether to use the holiday start date for each individual employee this is set in the Personnel Information window in Torus Main or to use the same default holida
14. to the Employee Daily Totals Absence Reasons with Employee Holiday Type are used in Employee Annual Holiday calculations Absence Reasons with Public Holiday Type are treated as different from Employee Holiday type and are not used in Employee Annual Holiday calculations Absence Reasons with Sickness Type are used in Employee Sickness calculations d Notice that Reason Codes 1 to 9 are reserved you can not change their descriptions or Types However you could change other fields for these Codes Version 9 TORUS for Windows User s Guide 42 TSS UG T9 1 10 0 VIEWING AND EDITING EMPLOYEE TOTALS Introduction The weekly totals information downloaded from your Timelink units can be edited and you can record what was the reason for the editing carried out When editing Employees Totals TORUS keeps the original values intact just in case you wish to recall them However the edited values will be used for calculations and for displaying As you use the system you may need to edit Employees Totals more than you anticipate TORUS makes it as easy as possible for you to carry out this task rapidly and efficiently 10 1 Viewing Employee Clocking Times and Totals TORUS incorporates a very flexible browser allowing you to view your employees clocking times and their totals with extreme ease From this viewing window you can adjust their totals if necessary To view Employees Weekly Clocking Times you can either 1 Select th
15. 3 select Apply option 4 TORUS will ask whether you want to apply the Template to selected Employees or to Departments Select accordingly If there isn t any Employee selected TORUS will skip this question and show you Departments right away for you to choose Notice that changes are applied immediately 7 4 Calculations of Attendance Rules One of the benefits of having the Attendance Rules stored on the computer and manipulated by TORUS is the flexibility in applying the Attendance Rules to Employee s clockings This is done automatically or manually to help correcting miscalculations of historic clockings Automatic Calculations Automatic Calculations of Attendance Rules in TORUS take place in the following events e When you download Clockings Data from Timelink units to TORUS e When you use TORUS to clock Employee s IN OUT manually from the Timesheet window e When you edit or delete clockings in the Timesheet window ReCalculations are also possible if you wish to force TORUS to ReCalculate the Attendance Rules for any reasons Version 9 TORUS for Windows User s Guide 34 TSS UG T9 1 ReCalculations At times your working patterns need to be changed to comply with new working legislations or to cope with changes in productions This is when you need to change the Attendance Rules to ReCalculate Employees clockings based on the new Rules Also in the day to day running of a Time and Attendance system clocking mistakes
16. E6 order To exclude a rate in this process set it to 99 59 Example 1 If you only use 2 paying rates At the end of a week if an employee worked hours in Basic exceeds a certain value say 37 30 exceeding hours will become OT1 hours then set Basic weekly rate to 37 30 and OT1 weekly rate to 99 59 Example 2 If you only use 3 paying rates and you wish to limit weekly rates other than from rate 1 Basic For examples at the end of a week leave all the worked hours in Basic intact and if worked hours in OT1 exceeds a certain value say 16 00 exceeding hours become OT2 hours To accommodate this the setting of weekly limits is as follows If a weekly rate is set to 99 59 then TORUS will exclude it from the weekly limits process For the case above set the weekly rates as follow Rate1 99 59 Rate2 16 00 Rate3 39 00 or any hours Rate1 99 59 Rate2 8 00 Rate3 99 59 Rate4 39 00 or any hours Also any weekly rate can be set to 0 00 and TORUS still apply the process 6 6 Modifying Other Employee Attributes Change Employee Department The only information you may need to add to your Employees Data file is the assignment of department numbers to employees To do this select the Employees List option from the File Menu then 1 Locate the employee whose department you want to change 2 Push the Pers info button and in the Employee s Personnel info window select the department you wish to change to Note that you can only change an
17. Employee to a department that you are authorised to manage Repeat the above steps for another employee Change Employee Card To change an Employee s clocking card select the Employees List option from the File Menu then e Locate the employee whose card you want to change e Select the Change Card in the Edit Menu TORUS will prompt you to insert a new card to change to Version 9 TORUS for Windows User s Guide 22 TSS UG T9 1 e Insert then remove the new card into the Card reader TORUS will try to send the new card s code to the Timelink and report back to you Repeat the above steps for another employee Manually Clocking Employee IN or OUT If an employee forgot to bring the clocking card or the card has been damaged you can use TORUS to manually clock that employee IN or OUT accordingly To manually clock an Employee IN or OUT select the Employees List option from the File Menu then e Locate the employee whose card you want to change e Select the Manual Clocking in the Edit Menu TORUS will prompt you to specify whether to clock IN or OUT at what time e Push the OK button when all info has been specified TORUS will try to send the clocking information to the Timelink and report back to you Repeat the above steps for another employee TORUS for Windows User Guide Version 9 TSS UG T9 1 23 Manually Edit Employee s Flexi Balance This option only relevant to Employees that have been set up to work in Flex
18. List select the Employee you wanted to change then press the I key You will then be presented with the Employee T amp A information window as below T amp A info BROWN DAVID 131 M TORUS for Windows User Guide Version 9 TSS UG T9 1 21 All the Data items in this window are self explanatory except the Work Type entry this setting determines whether an Employee is working in Flexitime or Fixed Hours pattern Max Credit amp Debit Apply to Flexitime only for each Employee this is the total of flexi hours to be carried forward to the next period It is only applied when an Employee has Flexi Balance less than the minimum debit or more than the maximum credit at the end of the flexi period For examples if an Employee has the Flexi Balance of 11 32 at the end of July but the maximum credit is 8 00 then only 8 00 will be carried forward to August Balance Annual Sick days entitlement Depending on the annual sick paid days entitlement of an Employee TORUS will give warnings to the operator if an Employee has over claimed his her sick days With TORUS each Employee can have a different number of annual sick days entitlement However all NEW Employees will have their sick days defaulted to the setting in the Globals setting from the System Menu Weekly Limits Use this setting to apply weekly overtimes for an employee TORUS applies weekly rate process strictly from RATE1 to RAT
19. RUS are available at a touch of a button Common tasks you can carry out from with TORUS desktop are e Open and work with different types of TORUS windows e Adding editing and deleting Employees information e Browse Employee s Timesheets and Planners e Obtain Online or Database reports e Download Data and more Arranging and Switching Windows Version 9 10 You can switch between the currently opened windows by clicking on the Window Menu You can also use the commands on the Window menu to reformat the current window layout such as cascading or tiling them In addition almost all windows can be resized repositioned minimised or maximised using the standard Windows techniques TORUS for Windows User s Guide TSS UG T9 1 Date Entry Tools The Toolbars Whenever TORUS requires a date entry it allows you to make date entry in a number of ways A typical date entry field may look like as below Thursday 10 10 96 lt l gt You can enter the date manually in the entry box or you can push the four buttons provided to increase or decrease the date in the entry box Button __To lt lt Decrease the date by 1 week lt Decrease the date by 1 day gt Increase the date by 1 day gt gt Increase the date by 1 week All Browser and Table Windows in TORUS contains a toolbar that provides buttons as shortcuts to commonly used menu commands All toolbars have a same set of buttons and their functions are simila
20. Select Multiple Employees With multiple Employees selection method you can select employees by department by Timelink unit or by gender status of employees From the Employees List window activate the Multiple Select option from the Edit menu the following dialog appears to take your entries for selecting Select Multiple Employees Ed STAFF Timelink X Close Group X J Clear List before Sef tis selecting You can specify more than one entry to select Employees For examples you can select all females in Finance department The Clear List before selecting check box is unchecked as default Check this if you wish to empty the current selection list before selecting your new employees TORUS for Windows User Guide TSS UG T9 1 Version 9 25 7 0 ATTENDANCE RULES TORUS has powerful and flexible Attendance Rules to cope with a wide variety of working practices It makes the T amp A Rules easy to understand while providing lots of options to meet your unique working rules for the work force Combine with the User Friendly Graphical Interface of Windows TORUS helps you to quickly and easily setting up the working rules and schedule Employees With the power of allocating each Employee his or her own Yearly Schedule you can achieve high automation levels in computerised Time and Attendance with TORUS managing your work force with extreme ease This section deals with an overview of
21. TORUS FOR WINDOWS USER GUIDE TCS UG T9 1 CONTENTS 1 0 Manual Conventions 2 0 System Overview 2 1 Features 2 2 Minimum System Requirements 3 0 Getting Started 3 1 Contents of Package 3 1 Installation 3 2 Starting Closing TORUS 3 3TORUS Help 4 0 TORUS Basics 4 1 TORUS Components 4 2 Navigation 5 0 TORUS Administration 5 1 Users 5 2 Timelinks 5 3 Global Parameters 6 0 Employee Maintenance 6 1 Using the Employee List 6 2 Adding Employees 6 3 Deleting Employees 6 4 Modifying Employee General Information 6 5 Modifying Employee T amp A Information 6 6 Modifying Other Employee Attributes 6 7 Selecting Multiple Employees 7 0 Attendance Rules 7 1 Overview 7 2 Programming Attendance Rules 7 3 Yearly Pattern Templates 7 4 Calcualtions for Attendance Rules o O OO N O RA o 10 10 13 13 14 16 18 18 19 20 21 21 22 25 26 26 26 33 34 TORUS for Windows User Guide TSS UG T9 1 Version 9 1 8 0 Downloading Data 8 1 Manual Download 8 2 Automatic Download 9 0 Maintaining Data Files 9 1 Depatments 9 2 Absence Reason Codes 10 0 Employee Totals 10 1 Veiwing Employee Clocking Times 10 2 Editing Daily Totals 11 0 Maintaing Abscences 11 1 Annual Holiday Start 11 2 AnnualHoliday Sickness Entitlement 11 3 Viewing Absence Information 11 4 Planning Future Absences for an Employee 11 5 Planning Future Absences for a Department 11 6 Deleting Absences for an Employee 11 7 Editing Planned a Planned Absence fo
22. US for Windows User s Guide TSS UG T9 1 Earliest Start Time This is the absolute earliest time an employee can clock IN and be allocated to this Daily Rule This time is normally set to allow 1 00 or 2 00 hours before the Normal Start Time For example if the Normal Start Time is 7 00 then set this earliest start time to 5 00 or 6 00 Daily Target This is the hours that an Employee normally required to work up to Normally 7 30 or 8 00 depends the shift length Set this Daily Target to 0 00 if this is a rest day or Saturday and Sunday when an Employee is not normally required to come in for work Roundings and Exceptions When Employees report for work they don t normally come spot on time all the time There are circumstances that make Employees clocking IN a few minutes late or you allow Employees to clock OUT a little bit early before the Normal End Time to reduce congestion at clocking points Or may be you have some Employees that clocking IN late consistently and you want to highlight their late clockings for special monitoring etc In this tab you will find settings such as Roundings and Grace and Clockings Highlight Note that if Flexitime Shift in the General tab is ticked then Roundings and Grace items are disabled because the principle of Flexitime Shift is every minute counts Daily Rule 001 Morning Shift with 0 30 lunch lcs uupa 5 Bali a General Roundings and Exceptions Breaks Advanced
23. absence The formula produces a higher score for persistent short absence spells in comparison to occasional longer periods of absence Shown below is the Bradford Factor formula S x S x D Bradford Points Score S is the number of Spells of Absence in a given period D is the total number of Days Absence in that same period Example 1 An employee with 1 absence of 14 days 1 x 1x 14 14 points Example 2 An employee with 7 absences of 2 days each 7 x 7x 14 686 points Example 3 An employee with 14 absences of 1 day each 14 x 14x 14 2744 points Bradford Report Version 9 56 The Bradford Report can be selected from the list of available reports in the Reports window As with other reports a department selection can be made A date range from and to can also be entered In addition a minimum Score value can be entered This will restrict the report to only show employees who have a Bradford Factor Score equal or above this value TORUS for Windows User s Guide TSS UG T9 1 14 0 EXPORT DATA TO OTHER APPLICATIONS Introduction TORUS provides you with an option to interface with other applications such as Payroll d NOTE THAT YOU MUST SET THE EMPLOYEE IDs EXACTLY AS YOU ASSIGNED THEM IN YOUR PAYROLL PACKAGE TORUS supports Unipay Sagelink and Peglink for Pegasus SENIOR Payroll packages as well as other standard file formats such as ASCII fixed length or Delimited See the Export Options from th
24. an elect to sort primary by Department then within the Department you can specify sorting the reports by Employee Numbers or by Employee Names alphabetically Reports Destination TORUS automatically outputs reports to the screen for you to view After viewing if you wish to print the data then click the Print button Also from the Reports window you can select to output reports to computer files so that they can be archived or transferred to different applications To change the report s destination click the radio button in the Dest box in the Reports window If FILE is selected as destination for reports every time you do a report TORUS will ask you to specify a file name to write to 13 2 Reports Descriptions Weekly Times This shows the weekly clocking times actual hours and any amendments made for employees in selected Departments Weekly Times with Shift info Same as Weekly Times but shift numbers are attached to each IN and OUT clocking Weekly Summary by Rates Same as Weekly Times but only includes Weekly Totals excluding all other details THIS IS THE REPORT THAT NORMALLY USED FOR EXPORTING DATA TO PAYROLL APPLICATIONS Weekly Summary by Days Same as Weekly Times but only includes Weekly Totals excluding all other details for different days of the selected week Adjustments Summary This shows the adjustments made in a period together with complete descriptions of adjustments codes Exceptions Summary
25. at TORUS uses 4 rates 1 to 4 You should name the export file xWG DAT where x is the Company identifying letter e Peglink currently supports Pegasus SENIOR range only from version 3 gt 6 Information on Sagelink for Sage Sterling or Sovereign This format originally created for Sheffield University to link to their Sage Sovereign this File layout is intended for Sage Authorised dealer MacLellan Sage Developers Record Specification is as follows FIELD START LENGTH EXAMPLES NOTES Company ID Sheffield Union has 1 to 3 Employee ID EJEA 001234 Alpha Numeric left padded zero Payrun Type 2 01 left padded zero As Sage Sovereign s pay run type PayCode As Sage Sovereign s pay code Value 12 8 0037 500 for 37 30 hours Other Standard Export file formats Please contact TCS for more information Notice that Export files have no headers or footers Each record is separated by a Carriage Return and Line Feed Each field is separated by a pair of or a comma or fixed length depending on your selected file format RATE values can be in Normal or Decimal and Employees rate factors are applied 14 2 Exporting Procedure To make sure data you export is absolutely correct we would recommend you to carry out the following procedure e Download Data from Timelink unit s to TORUS e View and Edit any authorised adjustments accordingly e Do TORUS Reports such as Weekly Summary report to check for correctness Re e
26. at are detected can then be automatically set up This is usually the best course of action when performing a new installation Clicking on Edit will allow the user to modify the currently selected Timelink s configuration Version 9 TORUS for Windows User s Guide 14 TSS UG T9 1 Edit Timelink 01 lel E l malaal oi Port TL Number m 102034 ose Net Addr for Desc New Timelink Last Download 22 T Job Costing Module Modem Phone FY I Tone Dial Init String TL Number The number used in Torus to identify a particular Timelink unit New Address The actual address number stored in the memory of the Timelink Port The comm serial port of the PC that the Timelink is attached to Desc Description of the Timelink unit often its location Last Download The last recorded clocking times download date Modem Phone If the Timelink unit is connected via a modem this field is used to contain the telephone number of the modem line connected to the Timelink A comma can be used to create a pause in between dialling numbers Any outside line codes e g 9 also need to be included Init String A modem command string used to initialise the PC connected modem This is not usually required To adjust the settings of the individual comms serial ports this will be necessary when setting up a modem or manually configured Timelink unit click on System and then Communications Communications of
27. at the clock in time is now rounded to 8 00 TORUS for Windows User Guide Version 9 TSS UG T9 1 29 Breaks Version 9 30 Grace Time OUT This parameter is added to a clock OUT time before roundings are applied Up to 4 bands may be defined per day In effect it is the number of minutes an employee can clock out early and still not lose any time This allows Employees to clock OUT early by certain minutes For example assume Roundings have been set to 15 minutes all day Without any grace time if an employee clocks out at 16 59 the clock OUT time will be rounded backwards to 16 45 and the employee loses 14 minutes If however with 3 minutes grace time out all day 3 minutes will be added to the clock out time taking it to 17 02 before roundings are applied so that the clock OUT time is now rounded to 17 00 d Normally whenever Grace Rules are used then Roundings quartering rules SHOULD also be defined Highlightings Highlighting periods are times during which Employees are not normally allowed to clock IN or OUT If they do their clockings are highlighted on screen and reports Up to 4 Highlighting periods may be defined per day This tab contains basic information about a Daily Rule such as below Daily Rule 001 Morning Shift with 0 30 lunch i l0lx la mlapa S Bali al General Roundings and Exceptions Breaks Advanced Breaks Period Set 1 Allow 0 30 h mm from fi2 00 to 14 00 T Paid Pena
28. ate Employees Times Data on Timelink 4000 Recorders directly or remotely All Employees working schedules are defined and stored on the Computer so that Supervisors can change working rules with ease Changes are applied immediately clockings are recalculated as rules are changed and can be made to apply only to particular employee s or a group of Employees or the whole workforce TORUS allows the collection of the information from Timelink units then apply your working rules to the clockings collected this enables you to edit employees data conveniently from the PC This information can then be kept for as long as required thus allowing you to take reports on this data over a period that may span a week or many months or even years Adjustments are made by the means of definable codes allowing all changes to be reported on and categorised TORUS Reports can be displayed on the window for previewing or printed on your printer Also TORUS can save your reports as computer text files enabling them to be electronically transferred to another computer or to be imported by your other computer applications Payrolls or Spreadsheets etc TORUS enhances your Timelink system in several ways as illustrated below TORUS for Windows User s Guide TSS UG T9 1 Timelink 4000
29. carry out your tasks using Windows items such as Menus icons etc 4 1 TORUS Components TORUS allows you to open and simultaneously work with multiple windows The TORUS Desktop Window is the main window where all other windows belong to TORUS are opened and contained in Listed below are major TORUS components that you will be working with for most of the time in the TORUS Desktop Browsers Tables Reports Browsers are TORUS Data Windows that allow you to conveniently view and if authorised edit the Employee information that is currently stored in the PC You can browse and edit Employee s e Weekly Time Sheets e Monthly Absence Planners e Yearly Absence Planners e Employee Job Sheets JOB COSTING MODULE ONLY In TORUS tables are used to present referenced Data codes such as Public Holidays Absence Reasons Departments etc All Tables are in the File Open Menu TORUS permits you to open and view multiple reports this is useful if you need to compare information between reports or different Employees The number of Report Windows to be concurrently opened depends on your Computer s Resources i e the more powerful your computer with the more memory installed the more Windows you can open at the same time 4 2 TORUS Navigation TORUS Desktop is a flexible intuitive and user friendly operating environment for accessing and editing Employees Time amp Attendance information As well as Menus almost all features of TO
30. completes then resume your work on the PC gt gt In multi user TORUS there should be only one PC set up to Auto Download on any one Timelink Network Disable Auto Download To disable Auto Download enter 0 zero TORUS for Windows User s Guide TSS UG T9 1 Version 9 38 9 0 MAINTAINING DATA FILES TORUS has a number of Data files that are used for storing information not available from the Timelink unit In these files TORUS keeps records of your Employees and Department details Groups details and Adjustment codes information You must set up this Information correctly so that TORUS can function properly You should make full use of this information to get the most from TORUS To open a file for viewing and or editing select Open option from the File menu The following window will appear if a file window is already opened then it s button will not be available Open a File Window Select an item then click OK or click Cancel Cancel Employ Departments Reasons Employees Selection Employee Photo Jobs Operations Daily Working Rules Yearly Rules Template 9 1 Departments The most popular practical method of grouping employees together is by Department TORUS gives you up to 99 departments Each Employee is assigned to a department Departments have descriptive names up to 16 characters long By default when TORUS downloads data from your Timelink unit s all NEW employees will be assigned t
31. cted Dept This determines the department to assign the new employee to Use the down arrow button to reveal a list of the pre defined departments configured within TORUS Belongs to Company This is an optional field Entering a character to represent a company will allow reports to be produced based on employees who belong to particular companies Started This is an information only field used to indicate when the employee was added to TORUS This field is defaulted to the current date D O B Date of Birth This is an optional field Add to Timelink This tick box reveals or hides extra fields relating to information needed by the Timelink Unit It is possible that an employee does not need to be assigned to a Timelink Unit i e someone who will not be clocking via the Timelink but is required to be included in TORUS for administrative purposes However it is more common that a new employee will be added to TORUS and the Timelink Unit In this case tick the tick box and select the Timelink Unit they are to be added to Group The Group field relates to the Access Control Group to assign the new employee to If the Timelink is not used for Access Control then simply enter a 1 in this field TORUS for Windows User Guide Version 9 TSS UG T9 1 19 Badge ID This is the number that is encoded on the employees card or badge Normally the number is printed on the bottom right corner of the card badge The Badge ID ca
32. dit if necessary e Get approvals from SUPERVISORS if required e Once approved carry out the report that is suitable for exports For examples for UNIPAY and PEGLIM the report that suitable for exporting is the Weekly Summary by Rates report Have a final on screen checks if need to e Select Export Menu then activate Start Export option e Run or carry out the procedure to activate Payroll application to Import TORUS data immediately e Check that your Application imported TORUS data correctly Version 9 TORUS for Windows User s Guide 58 TSS UG T9 1 15 0 APPENDIX 15 1 Working Time Regulations From version 7 25 TORUS has an optional module to support the Working Time Regulations recently introduced by the European Council In here we can not describe this regulation in detail We recommend you read the Regulations document which available from the D T I document titled A Guide to Working Time Regulations Phone number 0845 6000 925 Some areas in the Regulations document are not relevant to TORUS Currently TORUS supports the following regulations 3 4and5 Requirements of the 48 hour week limits Length of Night work Handle by Timelink Health Assessment and Transfer of night Partly in the Employee s workers to day work Special Hazards window 2 years be kept forever 16 Payment in respect of periods of leave Outside the scope of TORUS This is payroll 17 Entitlement under other provisions Outside the sco
33. e File Menu for details Full record specification is attached to each file format You may find one of these file formats is suitable for your requirements However if you require other specific format we could create it for you subject to technical discussion 14 1 Export Options To make the task of exporting data as easy as possible for you TORUS is designed to remember your preferred options and the exported file name you last specified so that when exporting data you don t have to specify your exporting options again Default Options that can be set are 1 File format UNIPAY Peglink for Pegasus etc 2 Default File Name Select the Export Options from the File Menu to view or modify your export options Information on UNIPAY Payroll This format originally created for Spillers Pet Foods now is Friskies this File layout is intended for SCS Premier PayPlus Payroll Software Record Specification is as follows 12 blanks ASCII value 32 Value2 34 6 000275 for 2 45 hours Dummy s 1 hoem vaus s 6 lowo Dumy 60 1 om vaus a e 00000 SC NOTES ON UNIPAY FORMAT oO 4 oO NI OD TORUS for Windows User Guide Version 9 TSS UG T9 1 57 e File type is FLAT ASCII with no special identifier between records e g 1 ASCII 49 or A ASCII 65 e Each Record is exactly 80 bytes long e No End of File Marker ASCII 26 required Information on Peglink for Pegasus e f you use Peglink notice th
34. e Diskettes containing TORUS s System Files e This User s Guide for general Users of TORUS system e Admin Manual for Supervisors to maintain TORUS system 3 2 Installing TORUS Standalone Version TORUS comes with an installation program called SETUP It automatically copies the TORUS files from floppy drive to your hard disk or Network drive To install TORUS on to your Hard Disk 1 Insert the TORUS Disk 1 into a floppy drive normally drive A or B 2 From the Windows Program Manager select the File Run command 3 Type A SETUP or B SETUP then press lt Enter gt This will invoke the TORUS installer Then follow the instructions issued by SETUP After complete a group called TORUSS is created in your Programs Menu Select Start Programs Torus32 T8Admin to run the administration program If you wish to have TORUS programs on your desktop run Windows Explorer from the Start Programs Menu View the files in TORUS8 directory drag and drop the files TBMAIN EXE and T8ADMIN EXE on to the desktop to create short cuts Close Windows Explorer Double click the T8ADMIN EXE icon to run administrator program Information on how to set up COM ports system globals etc using T8ADMIN EXE please refer to the Admin Manual Multi User Version TORUS can be installed in any directory in the File Server The procedure is the same as the Standalone Version as described above However we recommend you to install it in its own di
35. e Times menu then select Browse Weekly Times option 2 Inthe Employees List highlight an Employee then click the TimeSheet button The following window will appear Timesheet 23 03 1997 BROWN DAVID 131 iof x ey Ha dar rn al ol gt Date In Out In Out basic otl 222 otl pr ote ot2 pr 1 00 x2 00 x3 00 x4 00 x5 00 x6 00 23 03 Sun 24 03 Mon 5 42 14 01 7 30 25 03 Tue 5 43 14 03 7 30 26 03 Wed 5 41 14 02 7 30 27 03 Thu Holiday 7 30 28 03 Fri Public Holid 7 30 29 03 Sat Gross Totals 37 5000 37 30 60 00 0 00 0 00 0 00 0 00 Holidays 7 30 03 199 Original 30 Reason Holiday The weekly time sheet window relates to a single employee The commencing date of the week and the name and ID of the current employee is shown at the top Below the week commencing date are the clocking details for the week Day and Date are both indicated together with two pairs of IN and OUT Clockings Infringement Clockings are highlighted Displayed next to the clocking details are the daily totals calculated for the currently highlighted week Any adjusted totals will be highlighted Each day has six rates of pay showing in separate columns Use the mouse pointer to highlight any one of the six rates of any day enabling you to adjust them if necessary The area at the bottom of the window shows the weekly totals As you move around with the mouse pointer the Status bar shows information about the clockings where the mouse
36. e an Employee Job Costing Usage select the Employees List option from the File Menu then e Locate the employee whose card you want to change e Select the Job Costing Usage in the Edit Menu Depending on whether an Employee has been assigned to use Job Costing or not TORUS ask you a question as below If the selected employee is already assigned to use Job Costing TORUS will ask you to remove his or her Job Costing Usage or If the selected employee has not been assigned to use Job Costing TORUS will ask you to allow the selected employee to use Job Costing If the selected employee is currently logged on a job TORUS will indicate so and you are not allow to remove his her Job Costing Usage until that employee is logged off the job Repeat the above steps for another employee 6 6 Selecting Employees Version 9 TORUS for Windows User s Guide 24 TSS UG T9 1 TORUS allows you to select a number of Employees then apply appropriate functions to the selected Employees such as Reports change Department change GROUP SHIFT booking or unbooking Absences etc You can select employees by a number of methods individual or multiple There is also an option available to select all Employees All selecting methods are to be carried out from the Employees List window Select Individual Employee From the Employees List window activate the Select option from the Edit menu or click the Select button
37. ed list e Change an employee s department e Change an employee s current shift e Change an employee s current group e View Change an Employee s Personnel information e View Change an Employee s T amp A information e View Plan an Employee s future absences You can also add new or delete employees from this list By default all Employees are shown in this list However only Employees in your authorised Departments are accessible for viewing information or editing napp S Auto Search NAME Sort by Name SRTTON Ns ee BROWN DAVID Delete zoa pe veorAne Teaio Sort Employees In the Employees List you can sort employees by Name Number or ID by selecting the sort button in the Sort by box The Auto Search field will change to reflect the sorting you selected Try to master the control of the Employees List because it will save you a lot of time d The sorting set in the employees list will be applied to the way you scroll between employees in the BROWSERS such as Weekly Times Month and Year Absence Windows Find Employee Version 9 TORUS for Windows User s Guide 18 TSS UG T9 1 In the Employees List you can quickly locate a particular employee by Name Number or ID by using the Auto Search field To find a particular employee and select him her as current employee From the Employee List you can find a particular Employee by Name or Number dependi
38. eeds saving Close click this button to close Daily Rule window The Daily Rules Window is categorised into 4 tabs General Roundings and Exceptions Breaks and Bonus Details of these tabs are as following TORUS for Windows User Guide Version 9 TSS UG T9 1 27 General This tab contains basic information about a Daily Rule such as below Daily Rule 001 Morning Shift with 0 30 lunch mapal S le al General Roundings and Exceptions Breaks Advanced Rule No Short Description This is a Elexitime shift oo A Morning Shift with 0 30 lunch Normally Start at 7 30 End at fi 6 30 Normalhours paid atrate BASIC Earliest StartTime 4 00 Target 8 30 How OverTime is paid MV Get paid before normal Start at rate JoT1 50 min 0 30 max 5 00 V Get paid after normal End at rate fori 50 min 0 30 max 5 00 J Get paid OT daily apply limit on a rate flow exceeding hours to other rate max 0 00 flow exceeding hours to i Jone z i EE set 1 Limit rate Rule No is ranging from 001 to 255 TORUS takes care of this number automatically as you adding new rules You can quickly search a Daily Rule if you know its number by entering it in here For this to work zeros must be entered for rule numbers less than 100 Short code is used to represent this Daily Rule in the Yearly Schedule Notice that duplication is allowed Description can be used to name a Rule f
39. ees selection box indicates Select Department as example shown below m Select Report Select Department Close Week Times Shiftinfo Week Summary by Rates Week Summary by Days Week Overtimes Adjustments Details NR OTHFRS m Dest Exceptions Counter Reasons Analysis moo Screen Flexitime Company s ALL C Eile Annual Holidays Work Force Availability Dates N A zl Tuesday Multiple wks m Sort by Department Then by Emp Name Depending on what report is highlighted in the Select Report list box TORUS will show the appropriate controls for you to initiate your report For example if you highlight one of the Weekly reports first 5 reports then TORUS shows the From Date and Multiple Weeks controls but if you highlight the Reasons Analysis report then TORUS shows the From Date and To Date controls Details of other controls in the Reports window are explained as below Selecting Company s For multiple Companies in addition to the Employees selection box you can elect to include employees that belong to certain companies and filter out the rest If the entry in this field is ALL this is the default then all employees are included TORUS for Windows User Guide Version 9 TSS UG T9 1 53 Reports Sorting Methods TORUS allows you to sort reports in a number of ways For example you c
40. ent TORUS scans the Employee File to make sure that there are no employees still belong to the deleting department If there are TORUS will list out the Employees that still belong to the deleting department for you to view then cancel the deletion TORUS for Windows User s Guide TSS UG T9 1 9 2 Absence Reason Codes Introduction One of the benefits of TORUS is the ability to analyse your employees attendance records Adjustment codes allow you to categorise absence reasons and infringement Clockings that affect employees totals If for any reason you wish to adjust the daily totals of your employees you can change their totals to any value you want and give reasons why you have made the change You can then take a report for all the adjustment reasons to help you in analysing your employees attendance records Up to 99 Adjustment codes can be defined to suit your working environment View or Change Adjustment Codes To view or change Adjustment Codes pull down the File menu then select the Reason Codes option la nap S ee Co 01 Public Holiday 5 30 CC ts n lemno gt fas _ w fs se CO os u Meteriyleave 7 a IN oe Jo myse fe n n 7 fe emro f fes _ e e em er Lao ly The Short Code field is used primarily for the Absence Yearly Chart You can give an Adjustment Code any short code character TORUS makes sure that you can not use the same short code for more than one reason The value
41. ess in your TORUS system To ease the download process TORUS keeps track of the last successful download date for each Timelink unit so when downloading you don t have to remember how many days to download This enables you to choose whether to download daily once every 2 or 3 days or even weekly d It is good practice to download data every day HOWEVER YOU SHOULD DOWNLOAD DATA AT LEAST ONCE A WEEK In Multi User installations downloading Data can only to be carried out at the workstation that is connected to the Timelink Network For greater flexibility TORUS offers 2 methods to download your data e Manual Download e Automatic Download 8 1 Download Manually To download data manually pull down the Times menu then select the appropriate option Download Data Select Timelink Unit s to download OK Cancel O1 Reception 22 08 1997 02 Upstairs 22 08 1997 03 DEMO Room 25 07 1997 O4 Hoang s Desk 22 08 1997 05 Service 11 05 1997 If you have more than one Timelink unit installed a list of Timelink unit s will be presented to you ready for selection Select Timelink s or all then press OK to start the download If a Timelink unit is already downloaded on the current day TORUS will ask you to select a previous date to download back dated 8 2 Download Automatically This is a very useful feature in TORUS You can set up TORUS to automatically download all installed Timelinks at a specified time
42. except that a new department selection list box is added for you select department s The date range can be further controlled by the Exclude field In the example above Saturdays and Sundays will not be included You must also give a reason for booking If you do not know the reason use the Reason List box to call up your defined Reasons list to choose from The Ask to Override check box is checked as default This means that if TORUS found an absence code that is already booked for any day in the selected dates it will pop up a dialog box to ask you whether or not to override the booked absence code with your newly specified code Uncheck this if you wish TORUS overrides this automatically with any confirmation TORUS for Windows User s Guide TSS UG T9 1 11 6 Deleting Planned Absence For Departments As well as planning absence for individual Employees you can book Absence for All Employees in Department one Department or multiple Departments This allows booking factory shutdowns etc To plan future Absence for Departments select UnBook Absence option from the Absence menu The following Window will appear E UnBook Absence for Departments iof x From To OK Thursday Thursday 20 02 1997 06 03 1997 Cancel 06 OTHERS lt gt gt Le e gt gt 0 LEAVERS Rate M Ask to confirm l All Depts BASIC 7 The Ask to Confirm each UnBooking check box
43. f clocked between 19 00 to 7 00 pay to Rate 6 If Bonus by replication is not used then set all of them to None d Bonus calculations are in addition to the normal calculations defined in the General tab If used additional worked hours will appear in Timesheets Version 9 TORUS for Windows User s Guide 32 TSS UG T9 1 7 3 Yearly Pattern Templates When all your Daily Rules are defined the next step is to slot those individual Daily Rules into Yearly Pattern Templates They are so called because Yearly Pattern Templates have only one purpose they are there simply to be used as a quick way to schedule Employees working pattern Yearly Pattern Templates have no active role in the Attendance Rules calculations of Employees Timesheets You can create as many Yearly Pattern Templates as you want Ideally you will want to create one Yearly Pattern per Department or per group of Employees who will work the same pattern through out the year A Yearly Pattern always starts with day number one January the 1st of that year and ends on the last day of that year December the 31 TORUS offers various methods for you to complete this task very quickly including copy one Pattern Template to another copy a pattern of days repeatedly within a year Normally when working with Yearly Pattern Templates you are working for the current year However when the current year is coming to an end you can pre create Yearly Patte
44. he break duration to 0 30 e Set the break period from 10 00 to 11 00 e make sure the Paid check box is unticked e Set the penalty break to 1 00 Advanced Advanced Options are provided for additional scopes to calculate Employees daily worked Hours in complex Shift Rules Set Standard Rate to a Fixed value This advanced option will apply minimum maximum Standard rate You can set the Standard Hour to a fixed value if the total Standard Hours calculated after the roundings and break deductions is within a minimum and maximum hours range In simple term this is minimum standard rate with lower and upper limits can be set Bonuses In some working schemes there is an incentive to encourage Employees to work in a shift that is in or spanning Unsociable hours This is to reward Employees financially and to boost their morals helping to improve or increase productivity Bonus calculations are carried out after all the Attendance Rules applied such as Roundings and Graces TORUS provides 2 methods to help you supplementing your Bonus scheme both are calculated on a daily basis e Bonus is paid by replicating rates after worked hours are calculated e Bonus is paid if employees worked in a certain period If necessary both methods can be used at the same time The latter is more powerful and in its own right you can use it to compliment Overtime calculations in the General tab Example 1 You have a Supervisor that w
45. hours at Time Ye and up to 4 hours at Double Time However the company also wishes to ensure that the full contacted basic hours are completed before any overtime is paid Therefore Claw Back may be used to move time allocated to Double Time and or Time 1 2 back to basic time to fulfil the contracted basic hours E g 30 hours basic 6 hours Time 1 2 2 hours Double Time becomes after claw back is applied Version 9 TORUS for Windows User s Guide 16 TSS UG T9 1 35 hours basic 3 hours Time 1 2 0 hours Double Time assuming the basic rate of 35 hours is set see the Weekly Times section of T amp A Information in Torus Main For more information of how to configure Claw Back please contact Torus Support TORUS for Windows User Guide Version 9 TSS UG T9 1 17 6 0 EMPLOYEE MAINTENANCE Introduction TORUS identifies each employee by his or her ID number This ID number can be 10 characters or numbers or both This ID Number can be used as Employee personnel reference number or Payroll number This ID number is unique for each Employee TORUS makes sure that no two Employees have the same ID number 6 1 Using the Employees List The Employees List contains all Employees currently stored in your System It provides you with a method to locate employees quickly sort employees by names by numbers or by department etc While browsing Employees in this list you can do the following e Select an employee into the select
46. itime mode Normally the Flexi Balance is calculated automatically but if you need to edit an employee s flexi balance manually select the Employees List option from the File Menu then e Locate the employee whose flexi balance you want to change e Select the Flexi Balance in the Edit Menu TORUS will prompt you to specify the date to set the new balance to as below Edit Flexi Balance of HORNER C Select a date to edit should be the first date of your flexi period Ween Sy Monday 2nd September 1996 e You must set this date as the first date of the intended flexi period For examples if your Flexi period is monthly then set this date as date 01 of the month year of that period If your flexi period is a multiple weekly period then set this date to the starting date of the intended flexi period e Push the OK button when the date is correct TORUS will then ask you to specify the flexi balance to be set Enter the new balance as HH MM If the new balance is debit prefix the balance with minus i e HH MM When ready push the OK button to apply the new balance Change HORNER C s Flexi Balance Current balance is shown enter new Balance to change Repeat the above steps for another employee Assigning Employee Job Costing Usage This option is only relevant to Timelink units that have been fitted with Job Costing module An employee can be set up to use the Job Costing system installed in the timelink To assign or remov
47. l holiday year from 1st January every year However TORUS allows you to change this setting if your Company uses a different month Any month in the calendar can be used To set your company annual holidays starting month select the Globals Option from the System Menu in TORUS Admin program If your work place does not have a global starting month for Annual Holidays TORUS allows you to set the Annual Holiday Starting Month for each individual Employee This can be done in the Employee s Personnel Window 11 2 Annual Holidays and Sick days Entitlements To enable you to use the Absence Planning feature effectively TORUS records Annual Holidays and Sick days entitlement for each Employee From these figures TORUS checks and give you warning messages if an Employee has over booked i e gone off sick more days than his or her entitled annual sick days Setting Individual Employee s Annual Holiday and Sick days Entitlement To change the annual Sick days entitlement highlight an Employee in the Employees List then select the Personnel option 11 3 Viewing Employee Absence Information TORUS incorporates a conventional calendar layout allowing you to view and analyse your employees absence with extreme ease There are two type of calendars TORUS uses Monthly and Yearly The Monthly Calendar is used to display Employee Absence Information in details Allowing you to accurately plan or book Employees absence
48. ll delete the employee and all timesheet clocking information TORUS may prompt a third to time to confirm this deletion If instead the following window appears then select whether to delete the employee only from the Timelink and therefore retain all records for this employee with TORUS or to delete completely i e from the Timelink and TORUS including existing timesheet clocking information MURRAY D currently uses Timelink Select an item then click OK or click Cancel OK Delete from Timelink but retain historic data on TORUS _Lancel Delete both from Timelink and TORUS 6 4 View or Change Employee General Information The Employee General Information window holds the following details Version 9 TORUS for Windows User s Guide 20 TSS UG T9 1 i Personal info BROWN DAVID 131 S uala aj Bl QI ist of DeptlossHTC x fenere TO szasz l ran upto 2 pages of text can be recorded in here 6 5 View or Change Employee T amp A Information The Employee T amp A Information window holds the following details Multiplication factors of the four rates Other settings for Flexitime Employees TORUS checks Holidays and Sick days entitlements against the Employee s booking and warns the operator if any over booking of holidays taken place The Multiplication Factors are used to calculate Gross or Premium Rate To change Employee General Information call up the Employees
49. lty If not clocked then deduct 0 30 of BASIC Close A break band is a period during which the break must be taken and the amount of time break duration the employee may be absent The break period is defined by From and To times If the To time is less than the From TORUS assumes that the break period goes over midnight There is a check box to tell TORUS if the break period is Paid or UnPaid If a break is unpaid and the employee clocks out the employee is not paid for the break duration no matter how little time he she is absent for If the break is paid the employee is paid providing he she is absent for up to the break duration but any absence beyond this is unpaid Also there is a Penalty apply if the employee fails to clock out during the break band this is the amount of time to deduct from the employee s totals Normally this would be set to the same as the break duration so that employees are penalised by the same amount if they clock out during the break band or not However some employers may want to penalise employees who do not clock out during the break and may in this case set the penalty break to a value greater than the duration TORUS for Windows User s Guide TSS UG T9 1 For example in a working day where employees must take 30 mins break between 10 00 and 11 00 The break is unpaid and employees must clock out or the whole 1 hour will be deducted This would be programmed as follows e Set t
50. n TORUS will popup more detailed information TORUS also provides ways for you to copy settings between Daily Rules and Yearly Templates allowing you to set up your Attendance Rules very quickly The best way to program your Attendance Rules is to start with creating Daily Rules which we will go into details later Then create Yearly Pattern Templates by slotting appropriate defined Daily Rules into each and everyday of the Year The final step is to apply the appropriate Pattern into Employees Schedule The flowchart below illustrates this process COPY APPROPRIATE YEARLY PATTERN CREATE DAILY CREATE YEARLY TEMPLATE TO RULES PATTERN EMPLOYEE S TEMPLATES YEARLY SCHEDULE The following sections guide you through to each step of this process in turn starting with the Daily Rules section When your system is up and running then you can carry out any step of this process at any time or whenever you need to change or fine tune your attendance rules Version 9 TORUS for Windows User s Guide 26 TSS UG T9 1 Daily Rules To open Daily Rules select File menu then Open option Highlight Daily Rules click OK Daily Rules play a major role in the system as TORUS uses these rules to pay Employees to penalise exceptional clockings Employee made to deduct breaks to round backward or forward clockings etc TORUS allows you to define up to 255 different Daily Rules which is more than enough to cope with most complicated shift patterns
51. n also be determined by clocking the card at a Timelink Unit assuming it has not already been assigned to someone else the Timelink will Display UNKNOWN EMPLOYEE CARD followed by the Badge ID Click on the Add button to add the employee to TORUS and the relevant Timelink unit 6 3 Deleting Employees There are two forms of employee deletion within TORUS 1 Delete from the Timelink unit so that an employee can no longer clock and their clock card badge can be re used but retain the employee in TORUS along with their existing timesheet clockings 2 Delete from the Timelink as above but also delete completely from TORUS including all timesheet clocking information It is commonplace to retain historic clocking data within TORUS so that it can be easily referred back to if ever necessary The employee could then be moved to a separate department called say Leavers so that they can be separated from active employees within TORUS reports In order to delete an employee highlight the relevant employee in the Employees List and either press the Delete button on the PC keyboard or click on Edit from the top menu bar and select Delete Record TORUS will then display a prompt to confirm the deletion of this employee On selecting Yes if another prompt is displayed with the words Press Yes to delete Employee then this would indicate that the employee has already been deleted previously from the Timelink unit Clicking Yes wi
52. nd Whole Year Planner Windows use your mouse to place the pointer onto a date or a Daily Total TORUS will tell the status of that date or Total in the Status bar If you wish to amend the information just double click the Mouse Button then TORUS will bring up the appropriate Editing Windows DEPARTMENTAL AUTHORISATIONS Users of TORUS system can be assigned to access to certain Employees by Departmental Authorisations feature For examples user FRED can be assigned to access and manage information of Employees in ADMIN Department while user JANE can be assigned to access Employees in ADMIN and STORES Departments AUTOMATIC DATA DOWNLOAD You can set up TORUS to automatically download all installed Timelinks at a specified time or repeatedly at an interval that can be set from 1 minute upward OTHER FEATURES e Lookup tables for easy and accurate data entries e infringe Clockings and Edited Totals highlighting both on screen and Printer e Rapid Employees Times Editing Procedures e Week Month and Year Absence Planning e Support Flexitime and Fixed Hours e Support multiple weekly or monthly e Comprehensive Management Reports e Detailed System Audit File e System Password Protection e Multiple Timelink Units Supported e Single or Multi Users e Data Export e Data Archive and Restore facilities Version 9 TORUS for Windows User s Guide TSS UG T9 1 2 2 Minimum System Requirements TORUS runs on the Intel Pentium or com
53. nformation for the Current Period i e the Period that includes today s date Same as option Today in the View menu Next Period This button shows the information for the Next Period of the period currently in display Same as option Next Period in the View menu Copy The button copies the information in current Window to clipboard Same as option Copy in the Edit menu Depending on the type of window only the buttons that are applicable to the active window are enabled The Status Bar Version 9 12 The status bar is displayed at the bottom of the main TORUS Desktop window It shows helpful informative text about various features of the system giving you quick summary or reminder about their contents or the actions they perform For example when moving the mouse pointer over the buttons in the toolbar the status bar shows the description of what each button does Likewise highlight a menu option to display a description of what it does Additionally in the Browsers the status bar shows the date and absence reason if any of the highlighting date or clocking that the mouse pointer is pointed to TORUS for Windows User s Guide TSS UG T9 1 5 0 TORUS ADMINISTRATION The TORUS system actually has two separate applications T9Main and T9Admin Whilst T9Main is used for the day to day running of TORUS T9Admin is used to configure particular system parameters that once set are unlikely to require further modification
54. ng on the sorting method in the Employees List The Auto Search field searches the Employee file begins with the characters entered here For example to find employee BROWN DAVID do the following 1 In the Sort By box tick the Name button 2 Inthe Find field type B 3 The List moves its cell pointer to the first employee whose last name begins with a B If the employee you are searching for is not currently highlighted you can continue to enter characters into the search control until an exact match is found or you can use the down arrow key to find the employee In this case type ROWN 6 2 Adding Employees To add a new employee to TORUS from the employees list click on the New button The following window will open Add New Employee Emp ID Dept oo default one Add nS Belongs to z ee j Company Close ex D o B Ai Started 31 07 2003 Female Male IV Add to Timelink Group Badge ID 01 New Timelink Emp ID This is a unique number that TORUS will use to identify this particular employee It is common place to use the employees payroll number as their Employee ID Name This is the name of the employee to be added to TORUS It is suggested that the employees surname is entered first e g Bloggs Joe This allows TORUS to produce reports sorted by surname order which may be considered more meaningful than first name order Sex Female or Male can be sele
55. nt user selected in the list tick the required privileges that the user will have access to Once complete click on Apply Access to save the ticked privileges Alternatively if a user is to be granted full access rights click the Access All Areas box to select all privileges As well as setting an individual users privileges a user can also be limited as to what department s they have access to With the relevant user selected in the list click on Department TORUS for Windows User Guide Version 9 TSS UG T9 1 13 Authorise Departments for FRED Available Selected New Departmen ES 001 default one 004Joiners 005 Bricklayers 006 Labourers 007 Cladders 008 Plaster Patcher Cancel OK The available or unselected departments are listed on the left side list To allow a user to access employees within particular departments highlight the required department and then use the gt button to select and the lt button to unselect Click on OK to save and return 5 2 Timelinks The TORUS system may have many Timelink units connected To add edit or delete a Timelink unit select System from the menu bar and click on Timelinks System Timelinks Hal da pb pa 02 02 New Timelink 200307 Edit C AutoDetect TLO2 New Timelink is connected to COM1 Clicking on AutoDetect will start a process of TORUS automatically testing for Timelink units on each available serial comm port The resulting Timelinks th
56. number of options to proceed depending on the type of problem it encountered There are two types of messages Warning and Error Warning messages are usually caused by minor hardware failures or user s errors such as mistyping or the printer not being ready or no diskette in the floppy drive when trying to run backup etc Warning messages are very informative and recoverable by the user Some minor warning messages are not listed here Below is a list of possible warning and error messages in alphabetical order Can t connect to remote Modem TORUS can t talk to the remote modem There may be something wrong with the remote modem Local modem may be OK Can t initialise Modem TORUS cannot communicate with your modem There could be any number of reasons why your modem is not responding in TORUS e f you have an external modem one that is separate from the computer connected by a short cable check that it is turned on If it is already turned on turn it off then back on Restart TORUS and see if the problem persists e f you have another communications program installed on your computer make sure that you are not trying to use both it and TORUS simultaneously TORUS is fundamentally a communications program Because of the way your computer s operating system functions each communication program installed on your computer requires dedicated use of a modem attached to a COM port to operate Thus you can run only one communication
57. o department number 1 Default Department You should assign them to the correct department accordingly Users of TORUS system are assigned by SUPERVISOR to access to all or certain Departments See TORUS ADMIN manual for information on how to authorise Departments to System User View or Change Department information To view or change department details open the Departments window from the File Open menu you will then be presented with the Departments window sorted by department code as shown below Ei Departments To change the department name highlight the appropriate department then click the Edit button TORUS for Windows User Guide Version 9 TSS UG T9 1 39 bey Edit Department STAFF la na aajo pn Code jo M Include in the Paylinks file Description STAFF Save Period Type Weekly Work type Fired Hours 7 Default Rates pasic On 222 On Pr O2 OP Factors 1 0000 1 3300 2 0000 3 0000 3 5000 4 0000 Weekly Rates 39 00 99 00 99 00 99 00 99 00 199 00 Add a New Department To add a new department open the Departments window from the File Open menu click the New button TORUS will automatically find the next department code for you All you have to do is enter the description of the new department then click OK Delete a Department Version 9 40 To delete a department highlight the appropriate department then click the Delete button Before deleting a departm
58. of a reason is the default hours that TORUS will use to apply to various operations such as calculating the equivalent days of sick based on the value specified in reason number 4 Sick and TORUS calculates the equivalent holidays off based on the value specified in reason number 2 Holiday etc To edit information of a reason highlight the appropriate reason push the Edit button A similar reason editing window will appear as below la mal S al Code 4 Shor Code fs Close Reason Sick Calc Specity z Value Type Sickness z All entry definitions are self explanatory but some fields require more details as below TORUS for Windows User Guide Version 9 TSS UG T9 1 41 The Calc column is to be used with the Adjustment values It determines what calculation is to be carried out on the totals with the value HH MM The calculation code is as follows Add HH MM to the current total Subtract HH MM from the current total Make the current total equal to HH MM Allow manual entry with default of HH MM For greater flexibility absence Reasons can be categorised for examples you can have different reasons for Sickness such as Dentist Food Poisoning and Industrial Injury etc The Type list box allows you to do this currently there are 4 categories defined e Normal e Public Holiday e Employee Holiday e Sickness Absence Reasons with Normal Type will get paid i e the edited hours always get added
59. or repeatedly at an interval that can be set from 1 minute upward To download data automatically from the Communications Window click the Set Auto button enter the time or the interval period to download TORUS will remember your Auto Download setting and will apply it every time you start up The following samples show you how to set Auto Download in TORUS Version 9 TORUS for Windows User s Guide 36 TSS UG T9 1 s Communications Click this button Download at a specified time For this enter a time 24 hours format with a colon to separate the Hours and Minutes For examples if you wish to download at 7 45 in the morning then enter Set AutoD ownload TORUS will show this Communications Download repeatedly at an interval To download data automatically from the Communications Window click the Set Auto button As shown below Set AutoD ownload TORUS for Windows User Guide Version 9 TSS UG T9 1 37 Communications ii Ea Parts info COM1 Modem is NOT online 2 Close COM2 is opened A5232 COM3 is not in use _ BunAuto COM4 is not in use SetAuto AutoDownload activates at 1 minfs interval Activated 0 time s Status Idle d If you set up Auto Download you should not use Screen Saver and System Agents in Plus Pack as this will interfere with the Auto Download process gt gt Once the Auto Download process has started please wait until it
60. or up to 40 characters Flexitime Shift is a shift where every minute counts from the time of clocking IN to the OUT time There is no rounding or allowance for lateness When this check box is ticked the appropriate items in the Roundings and Exceptions tab disabled Normal Hours Each day has a Normal Start and End times This Normal period is a major period of a working day All hours worked in this period after deductions of Breaks and or Exceptionals if defined will be paid into your chosen Rate If Employees clocked out side this Normal Period TORUS will apply the Overtime Rule if defined in the How Overtime is Paid section in this General tab Overtime Hours Version 9 28 If you pay Overtime for Employees that come early or stay late for work on a daily basis then TORUS provides you with various ways to pay Daily Overtime e Employees can earn Daily Overtime by coming early e g before the Normal Start time e Employees can earn Daily Overtime by staying late e g beyond the Normal End time e Employees can earn Daily Overtime by working over a set of limit hours e g If worked 8 45 then pay 8 00 at BASIS and 45 minutes at Rate2 or whichever Rate you want Any or ALL of above Daily Overtime rules can be used No Overtime is paid if none is defined d In addition to Daily Overtime TORUS also provides you with a set of Rules for Weekly Overtime See Administrators Guide for more information TOR
61. orks exactly the same hours with workers under his her supervision but he she has to carry out additional supervising duties The Bonus scheme in this case is to pay him her additional 1 50 for every hour he she worked in this shift This is where Bonus by replication is used Assume Rate 1 is the Basic rate and Rate 3 is the Bonus rate You set the factor in Employee s T amp A window for Rate 3 to 1 5 and Bonus by Replication as below Daily Rule 001 Morning Shift with 0 30 lunch x la mapal S lel Q General Roundings and Exceptions Breaks Advanced m Before applying Daily Totals Standard and OTs Set Standard Rate ta 0 00 if calculated Total is between 0 00 0 to 0 00 m Bonus is paid by replication of worked Hours Set 1 After calculated replicate BASIC to oT2 00 m Bonus is paid by clocking IN OUT within a certain period Set 1 If clocked between 0 00 to 0 00 pay to None New Save Close Example 2 You have 2 shifts working round the clock Day Shift is from 7 00 to 19 00 and Night Shift from 19 00 to 7 00 Your Bonus scheme is based on these 2 shifts Day Shift Premium and Night Shift Premium which get paid in Rate 5 and Rate 6 respectively TORUS for Windows User Guide Version 9 TSS UG T9 1 31 In this case set the Bonus is paid by clocking IN OUT within a certain period section to Set 1 if clocked between 7 00 to 19 00 pay to Rate 5 Set 2 i
62. patible PC The PC also requires the following Pentium 133 MHz CPU or more power processor VGA Monitor SVGA Colour preferred Microsoft Windows 95 98 ME NT4 2000 or later 32MB or more of system RAM the more the merrier At least 1 free Serial COM Port Pointing device mouse trackball Dl aN a Employees Disk Space Up to 50 40MB or more Upto 100 50MB or more Up to 200 70MB or more Up to 500 150MB or more 501 or more 380MB or more The figures above do not taken into account Employees image files if you use the Photos feature For remote connections from PC to Timelink unit modems with full Hayes commands compatibility should be used We recommend you to use our approved modems Please contact Technical Support for details TORUS supports all printers you installed in WINDOWS Reports are directed to the screen by default and can also be directed to disk files d For Multi User Systems Networks supported are Netware 3 1x and 4 x Windows for Work Groups 3 11 Windows NT 3 5x 4 x PC LAN or MS LAN d Not all Network servers support the new long file name when saving reports in TORUS Windows NT 2000 95 98 ME systems support long file name TORUS for Windows User Guide Version 9 TSS UG T9 1 7 3 0 GETTING STARTED This section provides all the information you need to install TORUS on your computer and begin running TORUS 3 1 Contents of TORUS Package The following items came with your TORUS package
63. pe of TORUS To implement this Regulation changes are made in the following areas of TORUS Pattern of work Employee must be given TORUS not affected adequate rest breaks e Absence Reasons table modified to have Excluded day flag A reason is to be selected as Excluded day if employee is not working on that day For examples Holiday or Sick or maternity leave are excluded e Inthe T amp A Window of each individual employee there is an additional button called Regulations This button calls up a Dialog Window to define whether an employee has agreed or not to work more than 48 hours a week on average In this case he or she will be excluded from the new Averaging reports designed for the Regulations e In addition Employee s Special Hazards requirement is also defined in the Regulations Window e Anew report Average Weekly Hours Worked for Reference Period has been added in Reports Window In this report Period Start Date is selectable Period Duration is selectable from 1 up to 99 weeks default is 17 weeks Weekly Limit to apply is also User Definable default 48 00 e Employee Adjustments report has Excluded days column added with sub total TORUS for Windows User Guide Version 9 TSS UG T9 1 59 15 2 Warning and Error Messages If TORUS encounters problems it will pop up a window in the middle of the screen to tell you what went wrong and normally provides you with a
64. pointer is placed Navigating the Weekly Time Sheet Window TORUS for Windows User Guide TSS UG T9 1 Version 9 43 While in the Time Sheet window you can quickly select another employee change the week commencing date or adjust totals Below is a list of the buttons you can use to carry out these tasks quickly Button Description Back one week View the current week Advance 1 week Select the first Employee in the list Select the previous Employee in the list Select the next Employee in the list Select the last Employee in the list erkit Call up the Find Employee Dialog 10 2 Editing Daily Totals Of The Current Employee While viewing the Employee Weekly time window use the mouse the highlight a daily total that needs adjustment then double click your mouse button As an example the following window appears to take your information Edit Daily Total BROWN DAVID 131 Thursday 27 03 1997 Reason Holiday z Cancel Rate Basic a Method Equal Hrs to be to Timelink Value 730 Pa edeg lo aw 7 30 Move around entry fields to enter the information then push the OK button when done The Send to Timelink check box is checked as default if your PC has a link to the Timelink network This enables TORUS to update your edited totals to Timelink unit so that Employees can query on their totals TORUS also retains the original daily totals Note that the weekly totals
65. r a Employee 12 0 Access Control 12 1 Adding Doors 12 2 Adding Access Control Groups 13 0 Reports 13 1 Torus Specific Reports 13 2 Report Descriptions 13 3 The Bradford Factor 14 0 Export to Other Applications 14 1 Export Options 14 2 Exporting Procedure 15 0 Appendix 15 1 Working Time Regulations 15 2 Warning and Error Messages 15 3 Product Support 36 36 36 39 39 41 43 43 44 45 45 45 45 47 48 49 49 50 50 50 53 53 54 56 57 57 58 59 59 60 60 1 0 MANUAL CONVETIONS What You Need To Know This guide assumes that you are already familiar with Microsoft Windows terminology and navigation techniques including how to work with standard Windows menus mouse clicking and double clicking dialog boxes etc If you are not familiar with Windows please refer to your Windows documentation before using TORUS In general when this guide indicates a procedure using toolbar buttons or mouse actions it takes for granted that you know the alternative procedure using only the keyboard For example in most cases you will be directed to click the Find toolbar button rather than select the View Find command or press Alt V F General Typographic Conventions Monospaced This guide is organised in sections beginning with Introduction Installation then conventions Getting Started and so on to get you to learn and use the program efficiently At the end of this guide you will find the Appendix section tha
66. r but appropriate to the type of Window the toolbar is attached to Basic functions of the buttons on the toolbar are explained as below Close Open Top Previou Next Bottom al I Previous Period Current Period Close This button closes the Window that is currently opened and active Same as option Close in the File menu This button calls up the Open File Dialog Same as option Open in the File menu This button positions the current record at the top of the List of the current Window i e Employee 1 or Department 1 This is the same as option Go to Top in the View menu This button displays or highlights the previous record Same as option Previous in the View menu This button displays or highlights the next record Same as option Next in the View Menu This button positions the current record at the bottom of the List of the current Window i e Last Employee or Department 99 Same as option Go to Bottom in the View menu This button calls up the Find Dialog such Find Employee or Find Text Same as option Find in the View Menu This button prints the information in the current Window to the printer Same as option Print in the File menu Previous Period This button shows the information for the Previous Period of the period currently in display Same as option Previous Period Copy Next Period TORUS for Windows User Guide Version 9 TSS UG T9 1 11 SN Current Period This button shows the i
67. rectory For proper Multi User operation the following points must be noted e All TORUS s Programs and Data Files must be installed on the File Server e The directory where TORUS s files are installed must have Create Delete Read Write and Modify attributes e Work stations must run TORUS from TORUS s own directory on the network No file search paths should be used d You should have NETWORK SUPERVISOR privilege or equivalent over the Network before installing TORUS on to the Network To install TORUS on to your File Server 1 Log on to your Network as SUPERVISOR or equivalent 2 Decide where you want to install TORUS in your File Server 3 Follow the installation commands as laid out in Standalone Version See SYSTEM SETUP on how to create work stations to run TORUS Version 9 TORUS for Windows User s Guide 8 TSS UG T9 1 3 3 Starting and Closing Torus Starting TORUS You can start TORUS by double clicking on the TORUS icon in the TORUS program group TORUS allows multi operator to use the system to make it a secure system you must identify yourself or log on and enter a password each time you start TORUS In the Log on dialog box type your username and password and then click the OK button Note that TORUS remembers your log on name from last time and place in the User name field to save you typing Exiting TORUS Logging off TORUS will reinstate the DEFAULT USER to the system All your p
68. rivileges such as editings or reports will be cancelled out To log off the system select Log Off option from the User Menu TORUS will ask you to confirm before logging you off Note that logging off TORUS does not actually close down and quit TORUS Use the Exit option from the File menu to quit TORUS It is very important to exit TORUS properly so that changes to Data files are correctly updated and closed There are 2 ways to leave TORUS 1 Choose the Exit option in File Menu 2 Keep pressing the Exit key Alt F4 You will be prompted before exiting the program d Never use the computer s power switch to quit TORUS or you may lose data Always use Exit TORUS a recommended above so that TORUS can save changes to the working files properly 3 4 Getting Help While running TORUS you can get help in several ways 1 The Status line at the bottom of the window As you move around the window and perform tasks it provides a basic description of the feature you are using The Help screen Press F1 key to use the online help system The Help Menu It contains the following options for obtaining information about TORUS How to use Help help for using the help options Contents The complete TORUS online help system About TORUS TORUS information window TORUS for Windows User Guide Version 9 TSS UG T9 1 9 4 0 WORKING WITH TORUS This chapter introduces you to the TORUS Desktop and various features explains how to
69. rn Templates for future years ready to apply to Employees when the New Year comes To open Yearly Schedules select File menu then Open option Highlight Yearly Pattern Templates click OK You will see a Yearly Pattern Template window as below Description and Copy Rules Right Click on a day or Year of the Button anywhere in side this window Template to get a popup menu t Yearly Pattern Template laf ul afl S Press Shop Day Shift 2000 1 2 345 6 8 910111213141516 171819202 222324252627 28 29 30 31 Jan bcaaaaabcaaaaabcaaaaabcaaaaabca Feb aaaabcaaaaabcaaaaabcaaaaabcaa Mar aaabcaaaaabcaaaaabcaaaaabcaaaaa Ap becanaaaahtanaanabcaaaanabcaanaabe May aaa aabhbcaaaaanabhbcaaaaabhbcaacaaaabcaaa dun aabcaaaaabcaaaaabcaaaaabcaaaaa Jul Bb Ca aaa ab Co a a 4 08 b Coa a ao b Ga 4 4 68 ab co Aug aaaahbhcaaaaahcaaaaahbhcaaaaabcaaaa Sepabcaaaaabcanaeaaabcaaaacaabcaaaaadhl Ot caaaaabcaaaaabcaaaaabcaaaaabcaa Nvaaabcaaaaabcaaaaabcaaaaffbcaaaa DecabcaaaaabcaaaaabcaaaaabcAaaaabc Fri 24 11 2000 Press Shop Mornir g Monday to Friday Saturdays and The current highlighting Sundays shown day and its attached Daily Rule description in Red To assign a Daily Rule into the Yearly Pattern Template just move your mouse pointer to a particular day then double click TORUS will pop up a list of defined Daily Rules for you to choose Alternatively right click then choose Select Daily Rule from the popup menu If every week i
70. rol information to the relevant Timelink s When Torus performs a Download Data action to receive clocking information the download actual runs twice the second time to receive access control transactions A report is available in the Torus Reports menu called Access Control This can be used to view who has successfully gained access had access denied at individual doors and when the transaction occurred TORUS for Windows User s Guide TSS UG T9 1 13 0 REPORTS Using the information downloaded from your TIMELINK units and edited on your PC TORUS can produce specific Summary and Detail management reports These reports are designed to save you time and help you to gain valuable perspective of time management in your work force There are two types of reports available TORUS specific Reports and Online Clock Reports 13 1 TORUS Specific Reports These reports are based on the employees clocking information you downloaded from the Timelink s and stored in your PC or server This information may have been edited by you or other users Employees to be included in the reports can be those that you selected or general Employees in the Employees List The caption of the Reports window shows Reports for Selected Employees if you called the Reports window from the Selected Employees List and the employees selection box indicates Select Employees Otherwise it will show Reports for Departments and the employ
71. s a Same pattern repeating over a period or until the end of the year then all you need to do is to define that week then use the copy facility provided Just anchor the first day to be copied by highlighting it then press the Copy button or choose Copy Rules from the popup menu TORUS for Windows User Guide Version 9 TSS UG T9 1 33 Copy Pattern Template Select Daily Rule Add Edt Delete The following dialog appears con Daily Rules x Copy Pattern Start from Monday 03 01 2000 for OK HE days until Sunday 09 01 2000 How would you like the pattern to be copied Repeat until the end of the year C Repeatfor a number of times fi 4 Note that changes will be recorded immediately Click Cancel if you are not sure Copy Yearly Pattern to Employee s Yearly Schedule For a working year each Employee in TORUS has a Yearly Schedule to work to and TORUS uses Employees own Yearly Schedule to calculate the Attendance Rules for their clockings When you add new Employees they all have a Default Yearly Schedule which may not be the right Schedule they should be working to This is where you can use the Yearly Pattern Templates to quickly apply the correct Yearly Schedules to Employees To apply a Yearly Pattern Template to a group of Employees 1 open then select a Yearly Pattern Template window 2 right click anywhere on the window and a popup menu will appear
72. s program at a time Running TORUS and another communications program simultaneously causes a conflict e Modem may not be compatible TORUS requires a Hayes Compatible modem to function correctly Communications to Timelink unit failed TORUS can t send messages to the Timelink unit This could be that the COM port was wrongly set up Check Baud rate parity data bits etc Use the System Menu then select the COM Port option to set them up Check they are the same on the Timelink unit Download Data corrupted Process Abandoned TORUS detects illegal data in the time information downloaded Try to download data again and the problem may not occur Wrong Password This message is shown if you typed in your password wrongly Try again 15 3 Product Support Technical support should be sought initially from your supplier but may be obtained ultimately from Time Control Systems UK Tel 0115 939 1204 Fax 0115 939 1201 When you call you should be at your computer with TORUS running and this User s Guide at hand Have your document open and be prepared to give the following information e The Serial Number of the TORUS system e The type of hardware that you are using including network hardware printer and modem e The exact wording of any messages that appeared on your screen e What happened and what you were doing when the problem occurred Version 9 TORUS for Windows User s Guide 60 TSS UG T9 1
73. t covers Cabling and Error Messages etc This guide uses the following typefaces This typeface represents text to be entered on the keyboard It is used for anything you must type literally such as enter Holiday leave Boldface This typeface indicates a key on your keyboard For example Press Esc to exit Keyboard conventions e Not all keyboards have their keys labelled the same In this guide all key names are shown using Boldface as mentioned above e The Enter key is used is this guide This key may be labelled as Return or e on your keyboard e The Insert key is used is this guide This key may be labelled as Ins on your keyboard e The Delete key is used is this guide This key may be labelled as Del on your keyboard e The four arrow keys are shown as Up Down Left and Right arrow keys e Where keys are used in combinations they will be shown with the sign For example Alt F means to hold down the Alt key while pressing the F key e Where keys are used in sequences or procedures they will be shown separated with commas For example F10 F E means to press F10 then press the F key then press E in successive keystrokes d Notes Box d Notes boxes such as this contain important information set off from the text of the current subject TORUS for Windows User Guide Version 9 TSS UG T9 1 3 2 0 SYSTEM OVERVIEW Version 9 4 TORUS is a powerful software tool to be used with a computer to access and manipul
74. t the door to be deleted and select Edit and then Delete Record from the menu bar 12 2 Adding an Access Control Group This process involves sending information to the Timelink s and therefore should be performed on the same PC that is used to perform the Download Data To add Access Control Groups select File and then Open from the menu bar Now select Access Control Groups Version 9 TORUS for Windows User s Guide 50 TSS UG T9 1 Access Control Groups ii x el ulule Sy we GLOBAL Groups are strongly associated with Timelinks A group determines the times and doors employees can use their badges to gain access To add a new Access Group click on New Torus then asks for an Access Control Group number This number must be unique i e not used by any existing Access Control Groups Torus then asks for a name to describe the group Finally Torus asks which Timelink the group is be added to The Timelink that contains the employees who need to be applied to this group should be selected If necessary an identical group on a different Timelink could be created for employees who belong to a different Timelink but require the same access rights To assign which doors individual access control groups provide access to highlight the relevant access control group and click on the Edit button Access Control Properties of Group 1 Ed GLOBAL Hold Open for 3 Seconds Door Settings 1 16 v Access band Mj
75. the Working Rules then describes the programming of the Working Rules in details 7 1 Overview of Attendance Rules in TORUS Each Employee in TORUS has his or her own Yearly Schedule to work to Each day in the Yearly Schedule is attached to a Daily Rule that applies and calculates the worked hours for the day depending on the IN and OUT clockings made in that day YEARLY SCHEDULE DAILY RULE each and everyday of determines how to the year is attached to pay Employee on a a Daily Rule working day EMPLOYEE has Yearly Schedule to work to In addition TORUS allows you to create Yearly Schedule Templates this is to help you scheduling Employee quickly and easily There is no limit on the number of Yearly Schedule Templates you can create as many as you like You can even create Templates for future years ready to apply to Employees when the time comes As well as providing Daily Rules to calculate daily worked hours TORUS also provides you with a rich set of additional Rules for Weekly calculations Most popular weekly rules are Weekly Overtime Rules and Claw backs We will go into these Weekly Rules later 7 2 Programming Attendance Rules TORUS simplifies the Attendance rules with a number of Entry windows These windows have been designed to be extremely easy to use All parameters are labelled with plain English and if you require more details of a particular parameter just move your mouse pointer over the entry field the
76. ther controlled by the Exclude field In the example above only Thursdays are getting booked other days will not be included You must also give a reason for booking If you do not know the reason use the Reason List box to call up your defined Reasons list to choose from The Ask to Override check box is checked as default This means that if TORUS found an absence code that is already booked for any day in the selected dates it will pop up a dialog box to ask you whether or not to override the booked absence code with your newly specified code Uncheck this if you wish TORUS overrides this automatically with any confirmation 11 5 Planning Future Absence For Departments Version 9 48 As well as planning absence for individual Employees you can book Absence for All Employees in Department one Department or multiple Departments This allows booking factory shutdowns etc To plan future Absence for Departments select Book Department option from the Absence menu The following Window will appear Exclude From To seve Thursday Thursday M Mon 2703 1 997 10 04 1997 F e Close lt gt lt gt eB o 06 OTHERS 07 LEAVERS Rate Hours F a BASIC x 7 30 M Sun T All Departments Reason Public Holiday 7 M Askto override The Absence Plan Window for Department looks similar to the Absence Plan Window box for individual Employee s
77. will be instantly recalculated as daily totals are adjusted Any adjustment made by mistake can be corrected by highlighting it then press Delete key Version 9 TORUS for Windows User s Guide 44 TSS UG T9 1 11 0 VIEWING AND EDITING ABSENCE Introduction TORUS enables you to plan your Employees Absence in advance such as Holidays Training or Sickness etc The absences planned can also be edited or cancelled at later dates allowing you to re adjust the absence calendar with total flexibility For examples an Employee has booked 2 weeks holidays but has gone back to work after only taking 1 week off In this case you can cancel his second holiday week d Only use Absence Planning to plan Employees Future Absence For Editing of Employees Previously worked Hours use the EDITING EMPLOYEE TOTALS Feature in the Employee Weekly Timesheet Absence Reports are available so that you can keep track of Employees Holidays and Sickness Entitlements They may also be used to analyse Employees absence patterns In addition based on the absence planned TORUS can produce Work Force Availability reports for you to manage resources 11 1 Annual Holiday Starting Month TORUS uses the Holiday starting month to calculate Employees annual Holidays and Sick Days Entitlements Based on this absence to date figures are calculated automatically for you to view or get up to date Absence Reports Most Companies start their annua
78. y year start date for all employees The example above shows that all employees will start their holiday year in January The number of default entitlement of holiday days and sick days can also be set though this can be adjusted for individual employees in the Personnel Information window in Torus Main There is an option to calculate holidays in either days or hours If hours are selected the default number of hours holiday entitlement is calculated using the default number of holiday days multiplied by the default value of how many hours make up one holiday day this is set in the holiday reason code in Torus Main In practice when calculating holidays by the hour Torus is often configured so that the holiday day reason code value is set to just one hour and the holiday entitlement set to the number of hours entitled rather than the number of days End of Week Clicking on the End of Week tab allows the time and date of the end of the pay week to be set This value is used in various reports timesheet and is used to calculate weekly totals etc If the pay week runs from Monday to Sunday for example then a time value of 24 00 and a selection of Sunday would be required Claw Back Claw Back sometimes referred to as Roll Back is used where it is necessary to pay overtime determined by the total number of hours worked at individual rates on a weekly basis For example a company may have rules set up to pay 7 hours at basic up to 2

ESLT Torus for Windows Version 9 User Guide

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