People Inc. time User Guide
Contents
1. Company Reports ff Vehicle Reports a f ESS Reports iil Action List ce yy Employee Self Service f External Applications Overview Detail Name People Inc Time ice t Sa D bzo zas To Report Name Description Modified By Allowance details A detailed overview of the absence h username 03 12 2010 14 20 Lateness Report username 03 12 2010 14 34 OT Report username 15 04 2011 16 55 J Gl Overview badges username 03 12 2010 14 29 Overview clock events per day username 03 12 2010 14 26 Standard Report Folder People Inc Time Q Reports Allowance details Lateness Report OT Report Overview badges Overview dock events per day Page 39 of 40 Lo 13 1 External Reports In People Inc time there are also External Reports These are highly interactive reports that allow users to see a variety of information filtered in many ways to suit their need People Inc time has several interactive reports Default External reports include an Employee Status report to show all employees clocked in a Timesheet report and a payroll export External Report Format Employee Job Hours Hours Name Job start enddate Planning times wees Company and Department Difference Units 7 EmployeelD Date of Join Period Adjustments Short Date of Birth Leaving Date Booking Adjustments goeg s o0o Heo Am pet np tae Page 1 of 1 These reports can also be exported into Excel PDF and other file2. Holiday and sick days Q Roster Planning 2010 4 Dry Store bo la Year 2010 v Group View Dry Store Week 4 v 8 ca A Admin Dry Stores Mo 25 01 Tu26 01 We 27 01 Th 28 01 Fr29 01 Sa30 01 Su31 01 Sales Manager 9 00 17 00 9 00 17 00 9 00 17 0 Packer 9 00 17 00 9 00 17 00 9 00 17 00 9 00 17 00 9 00 17 0C 6 00 15 00 Machine Operator 9 00 17 00 9 00 17 00 9 00 17 00 9 00 17 00 9 00 17 0C 6 00 15 00 Administrative Assistant 6 00 15 00 6 00 15 00 6 00 15 00 6 00 15 0C Packer 5 2 Copying Weekly Rosters To save time once a weekly roster has been defined it can be copied to other weeks The Copy Options button the second button in the row of 4 buttons shows a panel providing a range of functionality enabling users to copy a weekly roster The functionality enables users to copy the roster for a week or a roster of more than a week to other weeks For each option the roster can be copied for the current employee or for all employees in the Group View Note that when copying the roster the system will overwrite any existing week rosters Page 13 of 40 Copy Options duplicate current week Duplicate Current Week Copy Other Weeks Year 2011 Week from 12 X Week until 12 Even v Odd v Current Employee Anderson V F Vicky 15 There are a number of options when copying a weekly roster using this tab copy the current week to another selected week
3. Paterson J J Jo 157 Sales Representative 8 00 15 00 FT 8 8 00 15 00 FT 8 8 00 15 00 FT 8 8 00 15 00 FT 8 8 00 15 00 FT 8 Duncan L H Lynn 162 Fork Truck Driver Brooker S C Sam 152 Machine Operator nesta egee G 9 00 17 00 9 00 17 00 06 00 13 00 Early 8 Order Production Dry Stores 08 00 15 00 13 00 21 00 Late 8 8 00 15 00 FT 8 8 00 17 00 8 00 17 00 9 00 17 00 8 00 17 00 8 00 17 00 Clear 9 00 17 00 9 00 17 00 9 00 17 00 Holiday and Absence Allocating shifts one by one for individual employees on individual days in this way is time consuming and inefficient Users can therefore select more than one day or more than one employee and allocate the same shift to them all at the same time Planning a Shift for multiple Employees on multiple days Order Production Dry Stores 6 00 15 00 8 00 17 00 8 00 17 00 8 00 17 00 8 00 17 00 8 00 17 00 8 00 17 00 8 00 17 00 8 00 17 00 8 00 17 00 9 00 17 00 BEM EETA 6 00 15 00 NESTANE 6 00 15 00 Hepworth M K Michelle Administrative Assistant 6 00 15 00 Boardman L Lynn 168 Packer Once a shift is selected it is displayed in the appropriate cells Where an employee is registered as absent on holiday for example the appropriate cells will have a different background colour by default these colours are teal for holidays and mauve for sickness
4. Configuration Group Views Q Configuration People Inc Time Group Views b on E a People Inc Time t 4 G lly User Settings Recalculation Communication Global Settings Adjustment Categories gt Badges Terminal Definitions db Pay Categories lp Clock Code Translation STransport lb Access Profiles es aa m gt Visitor Access Profiles ESAO OET vV Exceptions Group View Details Group Views C Group Security Admin Dry Stores Groups Drivers Dry Stores lt Order Production Dry Stores Telesales Dry Stores In the example above 4 groups are viewed together in the Dry Store Group View Page 5 of 40 3 Employee Information Before working with People Inc time to manage employee attendance users should ensure that an Employee record and a current Job History record are added for each employee Employee Screen 4 gt Data Action List 1 Documents 0 1 98 Employees P E Reports letters Email Vicky Anderson 0190 Surname Anderson E Job History First Name Victoria H E Salary History H 4 Benefit History H Absence History sa a f4 Absence Allowances Status Active E a Maternity Leave Gag Paternity Leave J Appraisal History Employment Personal Contact Current Other ESS Vehides H 4 Training History E l a g CPE CPD Record i Contract Perma
5. 1 9 00 17 9 00 17 9 00 179 00 17 9 00 136 00 15 9 00 17 9 00 17 9 00 179 00 17 9 00 13 6 00 15 6 00 1 6 00 15 6 00 15 6 00 1 In the above example Lizzie Dawson has been moved temporarily from the Admin Stores group to the Order Production Group where she has been scheduled to work the entire week on 2 different shifts Note that an employee can have only 1 Shift per day lf an employee has been outsourced to another group this will also be indicated in the appropriate cells in the roster for their own group by default in yellow In the image below the yellow cells indicate that Lizzie Dawson has been scheduled to work Monday to Friday in another Group An Employee Outsourced to another Group Q Roster Planning 2010 4 Store ros Year 2010 v Group View Store S Week 4 v Production Manager 8 30 17 00 8 30 17 00 8 30 17 00 8 30 17 00 Marketing Assistant 8 00 15 30 8 00 15 30 8 00 15 30 8 00 15 3C Help Desk Operator 7 30 16 30 7 30 16 30 7 30 16 30 7 30 16 30 7 30 16 3C Account Manager 8 30 17 00 8 30 17 00 8 30 17 00 8 30 17 00 8 30 17 0C Administrative Manager 7 30 16 30 7 30 16 30 7 30 16 30 7 30 16 30 7 30 16 30 Customer Services Manager 7 30 16 30 7 30 16 30 7 30 16 30 7 30 16 30 7 30 16 30 Sales Director Page 15 of 40 5 4 Setting Colour Preferences The colours displayed i
6. copy the current week to a range of weeks copy the current week to the end of the year copy the current week to all the even or odd weeks within a range of weeks When using the copy facility the user could for example set up a 4 on 4 off shift pattern for a group of employees by defining 8 weeks manually this pattern repeats after 8 weeks The copy facility could then be used to copy this right through to the end of the year Copy Options copy other weeks Duplicate Current Week Copy Other Weeks Period from Year 2011 X Week from 12 Week until 12 Period to Year 2011 v Week from 12 v Week until 12 Current Employee Anderson V F Vicky 15 Copy The second tab on the copy options screen enables the user to copy the roster defined for a range of weeks from a specified year to another range of weeks in a specified year This is particularly useful to copy complex or variable rosters from one period to another or to base the roster for the coming year on the roster for the previous year 5 3 Scheduling work for an employee from another group The roster screen enables users to temporarily add individual employees from another Group to the roster for the current group This is useful for example when extra resource is temporarily needed ina certain department for a period of time Clicking on the Groups button the first button in the row of 4 buttons enables users to display a list of employees from other Groups When
7. People Inc Time Badges Badges People Inc Time A Eo 34 visitor e paara Badge numb username_ ______ StartatelEnd pate_ anti Fass Report ed dh Global Settings Norton D H David 11 01 01 2010 Lo e es Smith B Bev 12 Badge Number Start Date Exceptions Group Views 00052 E Group Security 00053 Badge Type H Groups 00055 Smith A E 120 b Also show employees with a badge that expires Employee Visitor Anti Passback Report Exceptions There are two types of badge Standard and Visitor Standard badges are assigned to employees Visitor badges are used for other people The Visitor badges are useful when the system is also used for access control for example where cleaners need access to the building or for directors who do not need to clock in To create a new badge click the blue plus button and complete the badge information All badges have a number Numbers must be 5 digits in length Where badge numbers have fewer than 5 digits leading zeros should be used to prefix the number e g 5 must be entered as 00005 A range of dates are associated with a badge The badge will not work until the start date is reached and will stop working when the end date is reached It is not necessary to specify an end date A badge number can be reused issued to a different employee provided the range of dates used do not overlap with other
8. d jis re Group View C Dry Store E a Admin Dry Stores F Tf March 2010 Hepworth M K 150 00 159 82 144 00 177 82 18 00 0 00 James R Ritchie 80 00 199 67 196 00 258 17 58 50 0 00 aasa January 2010 Jones AE Katie 150 00 Key A Alana 150 00 71 50 96 00 81 83 10 33 24 00 z S 5 f3 January 2010 h Telesales Dry Stores 2 March 2010 a 5 February 2010 ED Under each group the available Pay Periods are displayed Clicking the period will show all employees that have hours registered in that period Double clicking an employee within the period will display a detailed view Page 34 of 40 Pay Period Overview Q Pay Period Overview Hepworth M K Michelle 178 January 2010 Ee ass Contractual Hours Std Full Time Hours 168 00 Paid Unpaid Booked Paid Break Unpaid Break Taken Total Paid Total Unpaid Closing Balance Planned Elapsed Time Carried Forward Unknown Carry Forward Allowance Adj Locked Adjustment Totals Written to Allowance Period Adjustment Totals 1 0 Period Booking Totals Exceptions 1 Period Calculation Overview 9 Category Adjustment Duration Time Amount The upper portion of the screen displays the crucial information for this period including contractual hours and actual paid hours People Inc time allows flexi time to be dealt with i
9. 30 170 B230 16 300 07 50 17 20 30 07 50 17 40 50 Drivers Dry Stores Emp d i Mo 08 02 Tu 09 02 Wwe 10 02 Th11 02 Fr12 02 5Sa13 02 5Su14 02 k p gt Brooker S C Sam 152 10 41 17 07 386 09 00 aaan Order Production Dry Stores Add Note Empid __ Moo8 02 _ Tu09 02 Add Standard Day u14 02 Dupont A M Anne Marie 08 20 17 00 10 Roster Planning gt 07 10 18 00 60 07 10 18 30 90 07 10 18 10 70 07 10 19 40 160 07 10 18 30 90 08 00 14 00 150 07 10 18 00 60 07 10 18 30 90 07 10 18 10 70 07 10 19 40 160 07 10 18 40 100 08 00 13 50 160 Hepworth M K Michelle 05 44 15 05 561 05 50 15 00 0 05 50 15 00 0 05 50 17 00 120 05 50 15 00 0 _ Boardman L Lynn 168 18 40 18 46 6 Data is loaded from the database when the screen is opened If data has changed since the screen was opened the refresh icon will pull up to date data from the database Se cc The Exceptions legend can be shown and hidden using the Exceptions icon Individual exceptions can be highlighted to give the user a quick overview of issues such as for example employees that worked less than their shift or were absent Exceptions that are not important at that time can be turned off by unticking them Unticking Unknown Status should be avoided as errors may arise in the data if these exceptions are n
10. Day Offset minutes This setting is used for night shifts If the End Time of a shift is after midnight the Day Offset enables users to move the end of the day to a point past the last possible clock time This ensures the full shift is registered in one day e Paid Before Start setting If this setting is selected any time worked before the shift Start Time is paid can only be used with Type Fixed and Reference Shift Hours e Auto Clock Employees setting When this setting is used the system will register start and end times for the employee as defined in the shift even if clock times are registered the system will ignore these e The Start Time and End Time for the Shift A Shift has a Start Date and an End Date The shift can only be used in the Roster Planning screen between these dates Once a Shift has been defined it can be copied and used as the basis for the definition of another shift either for the current Group or for another Group 6 2 Shift Bands Shift bands can be added to the shift definition to schedule working periods and breaks Bands are added saved and deleted using the small button bar below the grid of bands Use the button to add a band Shift Bands Min Start Min End 4 Start Time EndTime _ PayCategory Mandatory Clock 07 30 10 30 v 0 180 Present 180 210 10 30 11 00 Break v 210 360 11 00 13 30 Present v 360 390 13 30 14 00 Lunch v 390 540 14 00 16 30 Present v When a band is add
11. Pay Periods Groups H a Admin Dry Stores H a Admin Stores H E Drivers Dry Stores H E Drivers Stores H fh Order Production Dry S 2 Order Production Stores E p Telesales Dry Stores Telesales Stores lal lt 4 l Calculation Type Start Date ii X Std Full Time Hours Std Hours per Day Number 1 E 7 eme___ Cloer _ stort Detr Ena Dote gt t ist teers March 2010 01 03 2010 31 03 2010 184 0 8 00 February 2010 a 01 02 2010 28 02 2010 160 0 8 00 January 2010 m 01 01 2010 31 01 2010 168 0 Once a Pay Period is selected clicking the lock icon will close the Period Page 38 of 40 13 Reporting There are two different types of report in People Inc time There are standard reports that are accessed from the Reports option in the People Inc time sidebar and there are External Reports accessible from the External Reports option in the sidebar Standard reports are accessible through both the People Inc time interface and People inc This enables profiles to be set up to see only certain reports and no clocking data Standard reports are accessible through the People Inc Time folder in the report library Standard Report Folder Management Console Q Management Console F T 2 amp E a People Inc H a Application a e Database Library a g Letter Library Report Library i Absence Reports Employee Reports _ of Training Reports
12. Y Brooker S C Sam 152 Hepworth M K Michelle 17 amp v 02 03 2011 23 Admin Dry Stores En Drivers Dry Stores 23 Order Production Dry Stores h Telesales Dry Stores March 2010 s February 2010 Oe 4 5 January 2010 lt K O At the end of a pay period a manager should ensure that each employee s hours as seen in the Daily Status are correct Once this has been confirmed the employee s hours can be authorised in the Period Authorisation screen Once all employees have been authorised no changes can be made except by a super user Human Resources can then close the period James R Ritchie 173 Jones K T Katie 172 Key A Alana 17 Authorisation can be disabled in the Close Pay Period wizard if this feature is not required Page 37 of 40 12 Closing a period At the end of a pay period once all exceptions have been checked and corrected the user will want to close the period Once a period has been closed no changes can be made to it This is done once the final hours have been sent to payroll to ensure that hours in People Inc time and hours in Payroll are always identical If the system contains any flexi time rules that write to an allowance these will be written as the period closes Periods can be closed in the Configuration screen under Groups gt Pay Periods Configuration Pay Period Screen G Configuration People Inc Time Groups Telesales Stores
13. changes to absences must be performed through the People Inc time Holiday and Absence screen Please note that all absence rules in People Inc must be calculated in hours Within People Inc time there are four screens in which holiday and absence can be booked e Holiday and Absence screen The Roster Planning Screen e Employee Self Service Absence Requests 8 1 Holiday and Absence screen The Holiday and Absence screen is accessed from the Sidebar Holiday and Absence Screen Q Holiday and Absence Lewis V Vicky 102 o E fate Show Leavers oP i Filters Group Start Date End Date_ Rule Recurring Part Reason E Groups Admin Stores v Dawson E J Lizzie 100 IplLewis V Vicky 102 Morris L Lou 103 Nicholls L Lucy 105 Norton D H David 11 Richardson C Claudia 111 Robinson C Claire 114 Smith A E Annie 120 Smith B Bev 12 Once an employee is highlighted a list of their absences will display to the right of the screen Absences can be added deleted and modified using the three icons A once an employee is selected Page 23 of 40 Absence Data Entry Screen Holiday and Absence Rule Holiday Reason Planning Reason Notes Recurring Partial Day tart Start Type Whole day Start Date 07 01 2010 X d Whole day The above screen will appear when adding or modifying an absence record Absence ru
14. may still have a badge for getting in and out of the building Rather than updating these screens manually People Inc time provides a wizard to update all of these screens at once and remove all rostered shifted after a particular date Terminate Employment Wizard yY Terminate Employment Wizard Set status and dates Step 2 of 2 Give the Inactive status and the dates that will be used to end the distinct screen records for employee EMP 134 Employee Status Inactive Leaving date 23 11 2011 Job 23 11 2011 Pay End date 23 11 2011 Roster Planning End date 23 11 2011 Badge End date 23 11 2011 Terminate Employment Wizard Page 9 of 40 4 Badges Before an employee can clock in they must be assigned a badge within the system Only once this is done is it possible to register and manage attendance information for the employee Access control is also based on the badges assigned to employees Badges are assigned to employees in the Badges section of the Configuration screen 4 1 Badges Badges can be a physical item carried by the employee for example a proximity tag or ID card or it may be a notional badge used for example when the employee clocks in using a fingerprint Configuration Screen Badges cu e Adjustment Categories Badges h Terminal Definitions Pay Categories Clock Code Translation rt Access Profiles ue Visitor Access Profiles on Configuration
15. off sick The relevant adjustment should be specified in the Adjustment drop down The Category can then be chosen This usually relates to how the time will be adjusted In the example above the overtime minutes will be added to the OT 1 5 category so the figure given relates to an overtime rate of time and a half The adjustment can be in minutes Time option or money Amount option This is specified in the Result dropdown The actual adjustment can then defined The example above defines the minutes as 120 These are the minutes after any adjustment has been made so this 9 2 3 Exceptions Tab The Exceptions tab will display a list of system generated exceptions throughout the shift These give the user a detailed view of any changes made to the shift such as roundings adding of a mandatory lunch Pay Category band or the employee clocked in too late Day Status Overview Exceptions Tab Q Day Status Overview Jones K T Katie 172 13 02 2010 08 00 14 00 150 L Sol Shift Start Shift End Planned Hours Planned Paid Hours Contractual Hours Clock Times Modified Adjustments Locked Authorised Page 31 of 40 9 3 Adding a standard day If an employee forgets to clock in it is possible to add a Standard Day to the Daily Status This gives the option of adding any shift available to that employee and is much quicker than manually adding the Pay Category bands manually Adding a Standard Day is performed by rig
16. rostered for the day in question then no hours will be deducted from absence allowance Part day absences can take into consideration clock times For example if an employee books absence from 13 00 but doesn t clock out until 13 30 then time between 13 00 and 13 30 will not be considered absence This is only default functionality and can be edited so that in the example absence will be counted from 13 00 Page 25 of 40 9 Daily Status The Daily Status screen provides an overview of a particular week and is arguably the most important screen in the system as it ensures data is clean complete and ready for payroll It compares planned hours with actual hours and allows the user to see any exceptions quickly and easily through the use of colours Any relevant business rules and overtime adjustments are applied so the user can get a full and realistic view of how many hours each employee has worked and the hours payable Colours are used to denote any exceptions such as not working full rostered hours or forgetting to clock out at the end of the shift These colours allow a manager to see problems at a glance and make any necessary changes to keep the data as clean as possible The user should ensure that no red Unknown Status exceptions are left on the screen as some or all hours worked on these shifts will not be considered paid hours until the exception is dealt with Daily Status Screen Q Daily Status 2010 6 Dry Store Ecza Year 2010 v
17. 19 05 _ Fr20 05 sa21 05 Su22 05 _ Dupont A M Anne Marie Machine Operat _ Duncan L H Lynn 162 Fork Truck Drive Telesales Dry Stores jobs Mo 6 05 Tu17 05 We 18 05 Th19 05 Fr20 05 Sa2i1 05 Su22 05 _ Key A Alana 17 Sales Manager Jones K T Katie 172 Packer James R Ritchie 173 Machine Operat iia E Hepworth M K Michelle Administrative A 6 00 15 00 _ Brooker S C Sam 152 Fork Truck Drive 9 00 17 00 Boardman L Lynn 168 Packer Clear Holiday and Absence b Sickness C TETNTETTOTETETTETEYETYETETRTEEIEURTIEEETEEEETETEETEEEEEETETEEENA Holiday Holiday and Absence Absence Requests Plugin Messages Start Date End Date Rule Recurring Partial Day 8 3 Adding Holiday Absence via Employee Self Service An employee can request an absence using the People Inc Employee Self Service module This allows employees to input all information relating to times and dates and only requires a manager to approve the request After saving the request an e mail will be sent automatically to the appropriate manager Once the request has been approved the absence will be visible within People Inc time 8 4 Calculation of the Duration of Absence Absences are calculated using the rostered hours for individual days Any full day absences will take in to consideration the rostered hours on the relevant days and deduct the appropriate hours If no hours have been
18. Bank Holidays ee H a Admin Stores 23 Drivers Dry Stores Start Time EndTime _ PayCategory Mandatory Clock Pe Drivers Stores 07 30 10 30 Present v 23 Order Production Dry Stord 180 10 30 11 00 Break Pe Order Production Stores 11 00 13 30 23 Telesales Dry Stores 13 30 14 00 m f Telesales Stores 14 00 16 30 New shifts are added using the blue plus button A Shift has the following settings and options e The Name of the Shift e The Type of shift o When Fixed is selected there is no flexibility in the Start Time or the End Time for employees working on the shift The Fixed option is only used with Reference Shift Hours o When Flexible is selected there is some flexibility in the Start Time and the End Time for employee For example the employee might be free to come 30 minutes before or after the Start Time The Flexible option is only used with Reference Shift Hours e The Reference setting o When Shift Hours is selected time clocked before the Start Time is not registered This is normally used in a production environment where employees should not register time worked before their scheduled Start Time o When Unrestricted is selected the system begins to register time at work when an employee clocks in This is often used where employees can start at any time and means that it is not necessary to define lots of Shifts Employees can never be late with this type of Shift Page 17 of 40 e The
19. Group View Dry Store v Week 4 v ful cs Es g fe f gt Ba Update Absence Allowances Worked Over o Unknown Status v D No Job v E Outsourced Oo Worked Under v E Leave v D Period Closed 0 a No Shift Oo Sickness v P Bank Holiday v P 07 50 17 20 30 07 50 17 40 50 20 10 190 18 30 90 18 30 90 15 00 0 07 10 18 30 90 08 00 14 00 150 07 10 18 40 100 08 00 13 50 160 05 50 15 00 0 18 40 18 46 6 07 10 19 40 160 07 10 19 40 160 05 50 17 00 120 07 10 07 10 07 10 18 10 70 07 10 18 10 70 05 50 15 00 0 Jones K T Katie 172 James R Ritchie 173 07 10 18 00 60 07 10 18 00 60 p pre 1563 16 55 17 00 5 Page 26 of 40 9 1 Options in the icon bar from left to right ca Sg Lie fe Fz Update Absence Allowances i It is possible to add a note on a certain day This is useful if a shift has been manually altered or overtime manually added A note could display the reason for any manual adjustments The notes icon will display a list of all notes for the particular group and week Daily Status Screen Adding a Note Q Daily Status 2010 6 Dry Store o E eE Year 2010 v Group View Dry Store E Week 6 v C St La 9 2 BR Update Absence Allowances Admin Dry Stores V F Vicky 15 07 20 18 20 110 07 20 18 50 140 07 20 18 30 120 11 10 20 00 20 07 20 18 40 130 08 40 20
20. People Inc time User Guide Page 1 of 40 1 Contents T COMEN derer eee ee eee ee a E 2 1 PVM CUS WOU cat catcastctece E E EEEE EE E E E S E E E E EO ET 3 2 GROUPS and Group VICWS iecessc cece setencnc osctscatetaaceccnsoesneseedcaesictcadsncvets vesecseassemetshenate Eiee i ERRER 4 2 1 Employee Groups sania dansnsamniaitianudancatansandioasiuauinsusnectdacneanatasiemdacuedsbushent ciedaaedaasxdwsianissaudcanaiionsins 4 2 2 OUD VIG WS iea a secu seumgsecusesaace E E pee eceqnumevenasecesenaenat 4 9 EMpioyee NAIOP AON ioscan erst anene diesen ruk dente thc aiieuans Ae cisumadtin sibatinduh ditataisit audios tbaiuutntiietiadedehdiutaisustaaessaanenes 6 3 1 Managing FOS SINC She Sete cstpe netscape naga ne anasececl va die ne eacanteteaste meine Sos cada ttcenvaniesetbanieeaalona hentiendenad seer 6 3 2 Assigning Employees to a Group sirrsanentsissacncicatnsdasemineaticoierastrracentsicetentsianisetinsanustonunetientandiben 7 3 3 Terminate Employment Wizard cccccseececeseeeeeseeeeeseeeeeeeseeeeeeseaseeeeeageeessaeeessaeeeseneeeeesaass 9 O 2528 6 E A ene ene eee ee ee oer eee ee 10 4 1 iele E NEE twine me abc stn E eve ence A A A E 10 9 ROSO RANING see E E T E eee eee renee ene ee 12 5 1 Completing the Weekly Roster esricccceseccunacconensecsneseicareeceseseenceasaauaienesgoneeiacceexsaveanstecsnctonendsonce 12 5 2 Copying Weekly ROSES ccccccccsceeecccceeeceeeesseeeeeeeeeeeeeseeceeeeeessuesseeeeeeesessuassseeeeeeeessesa
21. These periods may be weeks months 4 weeks or in some cases variable throughout the year Pay Periods are used in many of the reports Period adjustments may also have been set up in the system to calculate overtime worked throughout the period Due to this Pay Periods should be created before employees start clocking in for that period Pay Periods are defined per group This allows the organisation to cope with several different pay bases using the same software For instance office staff may be paid monthly and production staff could be paid weekly with overtime or flexitime calculated by the week 10 1 Creating Pay Periods Multiple Pay Periods can be created for several groups at once using the supplied wizard PI Time Create Pay Period Wizard The wizard is launched from the wizard drop down in People Inc time The wizard allows the user to specify which groups to create Pay Periods for using the tick boxes in the left hand panel Clicking a group name will display the Pay periods currently defined for that group Once the relevant groups are ticked the right hand panel should be completed with the relevant information The Name and End Date boxes will only be editable if the Calculation Type Variable is chosen Standard Full Time Hours and Standard Hours per Day are only required if overtime period adjustments are based on company standard hours If overtime calculations for the period are based on company standard hours it is imp
22. a Group is selected the system will display a list of the Employees in that Group By dragging and dropping an employee from the list onto the main employee roster the user can temporarily add an employee to the current Group When an employee is temporarily added to a group any bookings marked in the roster for their own group are preserved and the system stops the user from double booking them Where bookings already exists in another group cells in the roster for these days are marked in yellow by default Page 14 of 40 Using employees from another Group Roster Planning 2010 4 Dry Store gt am Year 2010 v Group View Dry Store v Week 4 X R B ca Admin Stores Se Admin Dry Stores Emp d_ Job Mo 25 0 Tu 26 0 We 27 1 Th 28 0 Fr 29 0 Sa 30 0 Su 31 0 Morris L Lou 103 AccountManager 1 gt Dawson E J Lizzie 100 _ Anderson v F Vicky 1 Customer Services Ma 7 30 16 7 30 1 7 30 16 7 30 16 7 30 1 7 30 1 Nicholis L Lucy 105 Jahern E R Erica 13 Senior ShiftLeader 7 30 16 7 30 1 7 30 16 7 30 16 7 30 1 Norton D H David 11 Drivers Dry Stores Richardson C Claudia 111 Robinson C Claire 114 Smith A E Annie 120 Smith B Bev 12 6 00 15 8 00 17 8 00 17 8 00 17 8 00 1 Sales Director 6 00 15 6 00 1 8 00 17 8 00 17 8 00 1 9 00 17 9 00 17 9 00
23. a allowance function 1 0 Amount 1 TOIL BH oe4F a2vxalg TSB dob History 1 2 2 Full Job History 3 1 Managing Absence Absence Rules associated with the absence categories that are to be used when managing attendance information must be defined in the People Inc system This should include rules to manage holiday sickness and any other categories of absence used by the organisation Absence Rules Screen Page 6 of 40 Absence Rules Holiday Sas Data Action List 1 Documents 0 cq Absence Rules 2 Reports Jletters Email Holiday W Current Absence Rul Allowance Name Holiday Carry Over Allowed Y Allowance Bands Absence Category Holiday aes Carry Over Maximum 5 00 Allowance Based On Length of Service v Carry Over Expires After 13 Weeks Units Days Reference Date Reference date v Adjust for Bank Holidays 7 Allowance Method Accrued Allow Open Ended Records Rule Starts On 1 January v i Status Current se Category Default Vv Absence type Leave Z Don t Check Allowanceband AEE tbet a 3 qf gt Absence Rules 2 9 9 Current Absence Rules xr Each employee should have the appropriate absence allowances for the current year most employees will be able to book holidays and may need to be marked absent due to sickness Only the categories for which an individual employee has a current allowance are available when booking absence against their at
24. aeeeeees 13 5 3 Scheduling work for an employee from another group cccccccseeeeeeeceeeeeeeeeseeaeeeeeeesaaeeees 14 5 4 Setting Colour Preferences cccccccccccccceeeeseeeeeeeeeeeaeeeeeceeeeeeeseasseeeeeeeessaeeeeeeeeeeessauaaaeeeeees 16 6 DOSTANA SINS srnticsaaneneintdcnnensdnereemninedtadiatenaiutteanssiodsammeinertubentsucinaieanecaaedinetrinesinitatanedidduemdiidaticaraed 17 6 1 Shit SetNgS eeren nainn anim n N ci sects weed aiaa D none arom ia a 17 6 2 RU eNOS ccc EEE AEA A A E AEN A E E T 18 6 3 KOUNAR roienncy naachbmncecanmanstsreivensaniaaaia 19 6 4 Other settings Tor Fixed SING tisaceees scenceansesaesecsosceeaseanicadenceantasaadeseaeagecieenosesaesaencnccaecactqneasseees 19 6 5 Adjustments on Daily Basis ccccccssseececcceeseeeeecseeseeeeeeeeeuseeeeesaaseceessseaeeeeeessaaeeceeseaaseeeneas 20 AoE INS EE E E EE E E E E E E TE 22 PIOMGAY and ADSCICC srsiesindisnnsia nAaR A Eie aeaa esandatenseaneetnendentatocetusdaxnedatacenes gt 23 8 1 Holiday and Absence SCIEN ccccsescccccceeeeeceeceeeseceeecaeaseceeeseauseceesssaueceessuaageeeesseaaseeesssaaes 23 8 2 Adding Absence via Roster Planning ccccccccsseeeceeeeeeeeeeeeeceeeeceeeseeeeeceeesseaeeeesesaegeeeeeeeas 24 8 3 Adding Holiday Absence via Employee Self Service ccsceccceecseseeeeeeeaeeeeeeeeeaeneeeeeeeas 25 8 4 Calculation of the Duration of Absence cccccccccsesseeeeeceeeseeeecceeeseeeessaaseeesssaaseeeesssaae
25. aging the bands is Automatic This will display the clocking data in full the day s pay category bands either manually clocked or automatically clocked by the system with no changes made to them There may be occasions where changes need to be made to the Day Entries such as when an employee has forgotten to clock out In this case the final Pay Category Band will be of tyoe Unknown as opposed to Present People Inc time will insert the Unknown Pay Category whenever it requires manual intervention This is because People Inc time cannot know whether the employee clocked out early late or on time The user must fill in this gap for the time and attendance information to be correct and complete To edit a Pay Category band the manual icon must be clicked This will allow the user to double click on a band to open it up for editing If an employee has forgotten to clock out then the end time should Page 29 of 40 be changed to their actual leaving time this may require speaking to shift supervisors or the employee themselves and the Name should be changed from Unknown to Present a Day Status Overview 23 11 2011 EMP053 Start Time 23 11 2011 End Time 23 11 2011 Names ES The above icon will display actual clock times This allows the user to see the times before the system applies any rounding People Inc time holds the real world clock event data separately to any manual adjustments so all data is retained To d
26. badges of the same number The badge type is either Employee or Visitor When setting up a badge for employees the employee should be selected from the drop down This drop down lists employees that do not currently have a badge it is also possible to include employees who have a badge that has expired When a badge is created for a visitor the user should type the name of the visitor in the Visitor box Visitor badges are normally issued to third parties for example cleaners to monitor attendance and manage access to buildings Badges issued to senior staff for example directors may be categorised as Visitor badges as these badges are not associated with a roster Page 10 of 40 e The Anti Passback setting controls advanced features designed to maximise the quality of clock events when employees clock in and out By default anti passback should be enabled ticked e The Report Exceptions box should be ticked if details of exceptions are to be e mailed to the group manager when the employee using the card is late for work when they clock in but should not be at work or they return from a period of sickness Page 11 of 40 5 Roster Planning The Roster Planning screen enables users to select which employees will work which shifts Employees are displayed in Groups and where a Group View includes more than one Group these are listed together in the Roster The Roster Planning screen displays the roster for a week When the Roster Pla
27. e clicked Page 28 of 40 9 2 Looking at a day in detail A detailed view for a day is displayed by double clicking the day in the Daily Status screen Day Status Overview Q Day Status Overview Paterson JJ Jo 157 11 02 2010 08 20 15 20 0 L E eee Time In 08 20 Shift Start 08 00 Time Out 15 20 Shift End 15 00 Elapsed Time 7 00 Planned Hours 7 00 Paid 6 00 Planned Paid Hours 6 00 Unpaid 0 00 Contractual Hours 7 30 Paid Break 0 00 Clock Times Modified Unpaid Break 1 00 Adjustments Locked Unknown 0 00 Authorised Period Closed Day Entries 5 Adjustments Exceptions 7 A Manual 3 Automatic e h Update Absence Allowances Sa Start Time End Time Name Duration 08 20 11 00 Present 2 40 11 00 11 30 Break 11 30 14 00 Present 14 00 14 30 Lunch 14 30 11 02 2010 08 13 C 11 02 2010 15 23 C Present The upper portion of the Day Status Overview screen displays crucial information relating to the day The left hand column displays actual data collected from clockings whereas the right hand column displays planned times 9 2 1 Day Entries Tab A day may be made up of several different pay category bands such as Present Break or Lunch displayed the Day Entries tab These bands have a start time end time and duration Depending on how the shift has been set up these may be generated by clock times or the system may automatically insert bands such as a mandatory lunch break The default setting for man
28. ed the Start Time and End Time default to the free time available in the shift based on the Start and End times defined for the shift For each band the End Time and Pay Category are specified by the user by clicking in the appropriate cell in the grid and selecting an option The Start Minutes End Minutes and Start Time are all added automatically by the system as bands are added Breaks can be set as Mandatory This means that the Employee does not have to physically go to the terminal to clock out for a Break nor do they need to clock back in afterwards If a break is set as mandatory the system will automatically insert the break at the set times For an Unrestricted Shift the Break will be added relative to the clocking in time Page 18 of 40 6 3 Rounding lt is possible to set the system so that when an employee works on a particular shift their clock times are automatically rounded This setting is defined on the Roundings tab Shift Rounding tab General Roundings Fixed In Rounding Min Start__ Min End Start Time _ End Time __ PayCategory Mandatory Clock _ 07 30 10 30 v 0 180 Present 10 30 11 00 Break v 11 00 13 30 Present 13 30 14 00 Lunch v 14 00 16 30 Present Note that rounding is only applied when the employee clocks in or clocks out it is not applied to breaks or when an employee changes to another Pay Category such as Off Site Working 6 4 Other settings for Fixed Shifts Grace Minutes ca
29. ee roster Defining shifts and work patterns Managing holidays and absence Reviewing clock times Authorising clock times The pay period overview Runningreports Page 3 of 40 2 Groups and Group Views Information relating to employee attendance is managed in People Inc time using Groups Employees are assigned to Groups to enable users and managers to review their attendance 2 1 Employee Groups A Group could equate to a department but the system provides additional flexibility by defining groups independently of any organisational structure A group should be added for each area of the organisation that is be managed by a different manager from the point of view of attendance or for each area that has different working rules for example works different shifts or has different rules for overtime or flexitime Groups are defined in the Groups section of the Configuration screen Configuration Screen Groups e Configuration People Inc Time Groups E l Xl co E a People Inc Time op ca E Guna Name Email Addr Day Offset p EEP Admin Dry Stores 0 Communication aR Global Settings _ s Adjust tCat ici Drivers Dry Stores 0 i Badges Drivers Stores 0 gt Terminal Definitions Order Production Dry Stores 0 Pay Categories 0 Clock Code Translation ch Access Profiles Visitor Access Profiles ib Exceptions n rat sie 3 Day Offset min oup Securi t28 Groups Emai
30. eeess 25 2 DaN US E ter E EEA E A EE AE E E E E 26 9 1 Options in the icon bar from left to right 00 cceeeeceeeceeeeeeeeeeeeeeeeeesaeeeeeeessaeaeeeeeessaaeeeess 27 9 2 Looking at a day in Aetall 0 0 ccceccccceceeeeeeeeeaeeeceeecseeeeeeeeeseeeeeeeessaaseeeesseaeeeeesseeeeeesaaaess 29 9 3 Adding a Standard OY aaccece cia caoteses ese ncneeaet sas cnegeadncnone nas eneebasndeaesnacenacs Eaa i aa iuei 32 10 Fy Wr SOG Sade cea sea gamcemcetaree E ER E E E E E 33 IOT CUCAUING Fay COS asap ctect aapeece seecasecbusseneceececciaeaeeececos avteSeaeaseeesessaese EESE 33 102 Pay Peroa OVEVIOW rages eiTe E E 34 11 Penod A INONSAUOI eee ae ne a S 37 12 AOSHI eh PEIO een E E E E E 38 13 KODON oer E E E E S 39 Mosel Extena Repons esien REE REE RE EE E E EERE 40 Page 2 of 40 1 Introduction The People Inc time system is designed to enable organisations to plan and monitor employee attendance In addition People Inc time includes all of the functionality provided by the standard People Inc HR system This document provides an introduction to the People Inc time product For the purposes of this document it is assumed that the People Inc time system is already installed and configured and that the user has a basic understanding of the standard People Inc HR system The document covers the following areas Defining Groups and Group Views Registering Employee Information Assigning badges to employees and visitors Setting up the employ
31. ered for the day in question Page 20 of 40 Daily Adjustments Shifts Sl oe Name Type _ Start Time End Time Total Hour Start Date End Date 06 00 13 00 Early 8 Fixed 06 00 14 00 8 00 01 01 2007 08 00 15 00 Fixed 08 00 15 00 7 00 01 01 2007 13 00 21 00 Late 8 Fixed 13 00 21 00 8 00 06 11 2006 8 00 15 00 FT 8 Fixed 08 00 15 00 7 00 01 01 2007 9 00 17 00 Fixed 09 00 17 00 8 00 01 01 2007 H a Admin Dry Stores H Admin Stores f Drivers Dry Stores 01 07 2008 H h Order Production Stores H Telesales Dry Stores 23 Telesales Stores Selecting a shift will display any overtime adjustments associated with that shift in the lower portion of the screen Double clicking in this area on the screen will allow more adjustments to be added Adding another adjustment is performed by double clicking the desired rule Page 21 of 40 7 Work Patterns The Work Pattern screen displays the employees planned shifts for each week The Work Pattern is imported from the Job History screen in People Inc For staff that have the same work pattern week on week no changes will need to made to this screen Ad hoc adjustments can be made to the Work Pattern to allow for temporary shift changes or when an employee works different hours week to week These edited shifts will be highlighted in yellow Weeks can then be dupl
32. formats Page 40 of 40
33. ht clicking on a day and choosing Add Standard Day Daily Status Adding Standard Day Q Daily Status 2010 6 Total rae C fe Year 2010 Group View Total 7 Week 6 a m os Se Lip A 2 23 Update Absence Allowances Drivers Stores empid Moos 02 Tu 09 02 su 14 02 b Davies M Mark 1207 30 16 30 0 07 20 16 30 0 07 30 16 30 0 07 20 16 30 0 07 20 16 30 C na Order Production Dry Stores tmpid _ Mo08 02 _ Tu09 02 _ we10 02 Th11 02 Fr12 02 _ Sa13 02 Su14 02 IP Dupont A M Anne4 PE a Order Production Stores empid 7 Mo08 02 _ Tu09 02 we10 02 _ Th11 02 _ Fr12 02 _ Sa13 02 Su14 02 Ecma 3 a a Telesales Dry Stores Empid Moo8 02 _ Tu09 02 we10 02 Th11 02 Fr12 02 _ Sa13 02 Su14 02 apa a Add Note i Add Standard Day gt 6 00 15 00 Roster Planning gt 9 00 17 00 Telesales Stores c Emp d_ ___ Mo08 02 _ Tu09 02 we10 02 _ Th11 02 Fr12 02 _ Sa13 02 Richardson C W Cli Su 14 02 z The system will create a shift based on the planned roster for that day If no roster exists for this day the user can choose which shift to use The user can then edit this standard day to more closely resemble the real world Page 32 of 40 10 Pay Periods Pay Periods in People Inc time relate to the period for which employees are paid between pay runs
34. icated to later dates using the Copy Tool The work pattern is primarily used to calculate overtime If overtime rules are based on anything other than daily accruement of hours the work pattern will represent an average working week The work pattern does not have to mirror the roster exactly in this situation In the situation where overtime is based on daily shifts the work pattern will have to match the roster exactly People Inc time can be configured to automatically copy rostered hours to the Work Pattern each night so users do not have to keep both screens synchronised manually Work Pattern Screen Q Work Pattern 2011 20 Dry Store ol meen Year 2011 v Group View Dry Store v Week 20 x cH Admin Dry Stores Mo 16 05 _ Tu17 05 we18 05 Th19 05 Fr20 05 sa21 05 Su22 05 Drivers Dry Stores Emp d_ Mo 16 05 __ Tu17 05_ we18 05 Th19 05 Fr20 05 Sa21 05 Su22 05 Order Production Dry Stores Page 22 of 40 8 Holiday and Absence Although absence information can be viewed via the absence history screen viewed via the employee screen all abSence management is done through the People Inc time Holiday and Absence screen This screen allows a manager to book future authorised absences and record sickness All People Inc time absence information is automatically available through the Absence History screen in People Inc so any current report strategy will still function Any
35. ismiss any manual changes and revert to the real clock times the setting can be switched to Automatic and the data recalculated 9 2 2 Adjustment Tab Day Status Overview Adjustments Tab Q Day Status Overview Jones K T Katie 172 13 02 2010 08 00 14 00 150 Shift Start Shift End Planned Hours Planned Paid Hours Contractual Hours Paid Break Clock Times Modified Unpaid Break Adjustments Locked Unknown Authorised Period Closed Day Entries 3 Adjustments 2 0 Exceptions 11 Lock Lip Category Adjustment Start Time End Time Duration Amount Time Hourly Rat 150 OT 150 Sat 08 00 10 00 2 00 150 OT 150 Sat 10 30 14 00 3 30 Category Adjustmer Result_ Duration Amount Minutes Reason The Adjustments Tab displays any adjustments such as overtime applied to the day The upper portion of the tab displays automatic adjustments made by the system using the business rules specified in the system This section will show the start and end times of the period to be adjusted and the duration in hours Page 30 of 40 The lower portion of the tab allows the user to add manual adjustments This gives extra flexibility to make amendments for exceptional shifts for which normal business rules do not apply The blue icon is used to add an adjustment manually Manually Adding an Adjustment Q Manual Amendment a 120 00 Came in on short notice due to Jim being
36. ithin a particular department or team but the system provides additional flexibility by defining groups independently of any organisational structure If a particular manager normally manages the attendance for a selection of employees these employees could be assigned the same group Note that the attendance for all the employees in a group are managed using the same rules it may therefore be necessary for a manager to be granted access to a number of Groups to facilitate this Assigning an employee to a Group is done in the Job History screen Employees are assigned to a group by selecting the appropriate value in the PI Time Planning Group field in the current job record Page 7 of 40 Employees Job History Q Job History Vicky Anderson 01908 676 767 x8738 Customer Services Manager 01 06 2007 o eE gt Data Action List 0 Documents 0 E9 Employees Reports Letters email 4 Vicky Anderson 0190 Y Active Employees St Job Title Customer Services Manager Q Work Pattern Full time Office hours m l Job History Start Date 01 06 2007 x Hours Monday 7 50 E Salary History Benefit History Reason for Change Promotion e Hours Tuesday 7 50 2s IS s ii 2a Absence History Company Q The Orange Time Machine Hours Wednesday 7 50 Absence Allowances g Maternity Leave Location Milton Keynes G Hours Thursday 7 50 E Paternity Leave 5 eee Frid E jJ Appraisal History irs i
37. l Address Report End Sickness Report No Shift Report Late Lateness Window Use the button to add a new Group Each of the fields on the Groups screen should be completed Each Group must be given a unique name The system can be configured to automatically report exceptions to a nominated manager via e mail when employees in a group e return to work from a period of sickness e clock in when they have no shift planned e clock in late Note that this setting is used in conjunction with a setting in the Badge details for individual employees see below the system only reports exceptions for an employee if the Report Exceptions facility is enabled in both the Badge definition for the employee and in the definition for their group The e mail address used and the particular exceptions to be reported are configured in the Group definition 2 2 Group Views A Group View is a collection or one or more Groups Using a Group View enables users to see a number of Groups displayed together A Group View containing more than one Group might be used Page 4 of 40 for example when managing 3 shifts working on the same production line managed by one manager Group Views are used in many screens within the system the Roster Planning screen Daily Status screen and the Pay Period Overview screen for example Any number of Group Views can be defined Group Views are defined in the Group Views section of the Configuration screen
38. les available to that employee can be chosen using the drop down Additional information such as reason and notes can be added to the record Absences in People Inc time can be whole days or part days by applying the appropriate setting When booking full days People Inc time will take into consideration the rostered hours for that specific day and deduct them from the allowance Within this screen there is also the option to have a partial day recur for a specified time period 8 2 Adding Absence via Roster Planning Absences can also be booked through the Roster Planning screen Absences are adding by right clicking on a day and selecting an available absence rule Multiple days can be highlighted by clicking and dragging the selection to encompass the required days Right clicking the selected days will provide the option to book absences for all highlighted days Once a rule has been chosen a screen will appear that will allow any extra information to be recorded Please note that open sickness records cannot be closed or edited using the Roster Planning screen Page 24 of 40 Roster Planning Screen Q Roster Planning 2011 20 Dry Store co eto Year 2011 v Group View Dry Store v Week 20 v R A Drivers Dry Stores Job __ Mo16 05_ Tu17 05_ we18 05 Th19 05 Fr20 05_ Sa21 05 Su22 05 Paterson J J Jo 157 Sales Represent Order Production Dry Stores job Mo16 05 _ Tu17 05 _ _ we18 05 Th
39. manually added removed and modified using the Add Delete and Modify A icons If you have set overtime rules based on a Period Level you will find the result on this Tab In the above example the Employee has worked 2 32 hours more than his contractual hours in the period The employee gets 25 extra over these hours 10 2 4 Period Booking Totals Tab Any adjustments that are based on period will be displayed under this tab Adjustments can be added and edited manually using the Add Delete and Modify A icons 10 2 5 Exceptions Tab The Exceptions tab displays any exceptions related to the period This allows the user to see and correct any issues before closing the pay period 10 2 6 Period Calculation Overview An overview of the period covering all rules can be viewed under the Period Calculation Overview Pay Period Overview Period Calculation Overview gt Adjustment Totals 1 Written to Allowance Period Adjustment Totals 1 0 Period Booking Totals Exceptions 1 Period Calculation Overview 10 Page 36 of 40 11 Period Authorisation Period Authorisation screen allows the Human Resources department to see whether an employee s hours have been authorised when the management of departments is distributed across the organisation Period Authorisation Screen Q Period Authorisation Telesales Dry Stores February 2010 o mE c Boardman L Lynn 168 02 03 2011 Dry Store
40. n be applied to shifts of type Fixed Grace minutes are most effectively used in conjunction with rounding For example it is possible to round clock times to the next 15 minutes but to give 3 minutes grace In this situation if an employee is 10 minutes early the system will round to the start time if they are up to 3 minutes late the system still clocks them in at the start time but if they are more than 3 minutes late the system rounds the time initially to 15 minutes late Page 19 of 40 Shift Fixed Tab a Shifts General Roundings Fixed Min Start Min End 4 StartTime End Time __ PayCategory Mandatory Clock 0 07 30 10 30 Present v 10 30 11 00 Break 11 00 13 30 13 30 14 00 14 00 16 30 On Type Flexible Shifts you can set flexible bands for employees to clock in or out In the above example the employee can clock in half an hour before and after Start and End Time This is normally used when you want employees to be work for example between 10 00 and 16 00 but outside these times they have flexibility to work their contracted hours 6 5 Adjustments on Daily Basis Adjustments are defined on Group level meaning each group can have different adjustments to best suit the business needs Adjustments are linked to shifts This allows the user to define separate overtime rules for different shifts for example night shifts This also means that for overtime to be calculated a shift must be rost
41. n the roster planning screen can be changed in the User Settings screen Configuration User Settings Page 16 of 40 6 Defining Shifts All the shifts used within each Group need to be defined within People Inc time before employees can be scheduled to work using the roster planning screen Shifts are defined at a Group level using the Configuration screen 6 1 Shift Settings To view or adjust the settings for shifts associated with a Group open the appropriate Group in the Configuration screen Configuration Groups Shifts Configuration People Inc Time Groups Admin Dry Stores Shifts olaola Ci Shifts E F People Inc Time t a a ra Name Type _ Start Time End Time Total Hour Start Date End Date J p Perairan 6 00 15 00 Fixed 06 00 9 00 01 01 2007 tae Communication e o 165 5 Age 3 i Q Global Settings Adjustment Categories ep Badges Terminal Definitions Pay Categories Clock Code Translation Access Profiles Visitor Access Profiles i Exceptions Group Views i Group Security Day Offset min E Groups Paid Before Start a Admin Dry Stores s p Pay Periods Auto Clock Employees p Adjustments nll Shifts 2 Access Profiles _ i Additional Access emi Period Adjustments wll
42. n two different ways e Flexi time can be written to an allowance once the Pay Period is closed In this scenario an employee would then be able to book absences against this allowance e Flexi Time can be carried forward into the next pay period without writing it to an allowance This setting is most regularly used within an office environment where employees are able to work fewer hours one day but make up the difference another day 10 2 1 Adjustment Totals Tab Pay Period Overview Adjustment Totals Lap Adjustment Totals 1 Written to Allowance Period Adjustment Totals Period Booking Totals Exceptions 1 Period Calculation Overview 9 Category Adjustment Duration __Time Amount 1 30 150 OT 150 Sat The Adjustment Totals tab calculates the total figure for each adjustment rule throughout the period 10 2 2 Written to Allowance Tab If any daily adjustment rules are configured to write to an allowance it will be displayed in this tab Page 35 of 40 10 2 3 Period Adjustment Totals Tab Pay Period Overview Period Adjustment Totals a o Adjustment Totals 1 Written to Allowance Period Adjustment Totals 1 0 Period Booking Totals Exceptions 1 Period Calculation Overview 10 Adjustme Category Result_ Amount Minutes Reason _ Any overtime adjustments based on Pay Period will be found in the Period Adjustment Totals These are separated per category Adjustments can be
43. nager key Sales Manager 9 00 17 00 9 00 17 00 9 00 17 00 igi Jones K T Katie 172 Packer 9 00 17 00 9 00 17 00 9 00 17 00 9 00 17 00 9 00 17 00 6 00 15 00 Machine Operator 9 00 17 00 9 00 17 00 9 00 17 00 9 00 17 00 9 00 17 00 6 00 15 00 Hepworth M K Michelle 178 Administrative Assistant 6 00 15 00 6 00 15 00 6 00 15 00 6 00 15 00 Boardman L Lynn 168 Packer Holiday and Absence Absence Requests Plugin Messages StartDate EndDate Cid ___________________ Recurring Partial Day Reason The user can load the roster for another Group View by selecting the Group View from the drop down at the top of the screen Further drop down controls enable the user to display the roster for other weeks and years 5 1 Completing the Weekly Roster When a Group is first loaded into the Roster Planning screen the cells associated with the working days Monday to Sunday are empty The user creates the roster by right clicking on the cells and selecting a shift for each employee for each day When the user does this the system lists only shifts that employees in the Group are allowed to work together with any absence categories assigned to the employee For information on adding more shifts to the list see the section in this document on defining shifts Page 12 of 40 Planning a Shift for an Employee Drivers Dry Stores ffempid ob Mo 25 01 Tu 26 01 we27 01 Th28 01 Fr 29 01
44. nent ee Probationary Period f Equipment Date of Join 18 06 2003 M Probation End Date H 8 Contacts H Children Length of Service 7 years 8months Extended Prob Period H 5 Disciplinary History prey Length Service Years Months Extended Prob End Date Exit Interviews L 1 4 Medical History Total Length of Service 7years 8months Contract End Date Adjust allowances Period H 4 Qualifications O Notice Length Service Category 05 09 Leaving Date Ei t PO Fe av XO Employees 2 31 31 Active Employees Status amp 4 gt Data Action List 0 Documents 0 E Employees P E Reports Letters Email 2 Vicky Anderson 0190 Active Employees St Customer Services Manager Til E Job History 01 06 2007 z H E Salary History H Benefit History Promotion H Absence History ange Time Machine H 0 Absence Allowances bd a ga Maternity Leave Locati Milton Keynes 4 H Paternity Leave H J Appraisal History E e Training History Customer Care A CPE CPD Record ay Equipment GB Contacts f S H Children lt gt Exit Interviews H H Medical History vr 9 Ss H 4 Qualifications PI Time Planning group 19 Admin Dry Stores Extr
45. nning screen opens it will display the roster for the current week for the first available Group View Roster Planning Screen Q Roster Planning 2010 4 Dry Store Foam Year 2010 Group View Dry Store Week a2 oO Admin Dry Stores Mo25 01 Tu26 01 We27 01 Th28 01 Fr29 01 _ Sa30 01__ Su31 01__ _ Anderson V F Vicky 15 Customer Services Manager 7 30 16 30 7 30 16 30 7 30 16 30 7 30 16 30 7 30 16 30 7 30 16 30 Ahern E R Erica 13 Senior Shift Leader 7 30 16 30 7 30 16 30 7 30 16 30 7 30 16 30 7 30 16 30 Drivers Dry Stores Emp d ob Cid S O Tu2G O1_ Paterson LL Jo 157 Sales Representative 8 00 15 00FT8 8 00 15 00 FT 88 00 15 00 FT 8 8 00 15 00 FT 8 8 00 15 00 FT 8 Duncan L H Lynn 162 Fork Truck Driver Brooker S C Sam 152 Machine Operator 9 00 17 00 9 00 17 00 9 00 17 00 9 00 17 00 08 00 15 00 Order Production Dry Stores j emptid ob Cid Mt 25 01 Tu26 01 we27 01 Th28 01 Fr29 01 Sa30 01 Su31 01 f _ Lewis V Vicky 102 Human Resources Manager Dupont A M Anne Marie 165 Machine Operator 6 00 15 00 8 00 17 00 8 00 17 00 8 00 17 00 8 00 17 00 Duncan L H Lynn 162 Fork Truck Driver 8 00 17 00 8 00 17 00 8 00 17 00 8 00 17 00 8 00 17 00 Telesales Dry Stores Empia obo 5 0 Tu 26 01 we27 01 Th28 o1__ Fr29 01_ Sa30 01__ su3i 01 Morris L Lou 103 Account Ma
46. om s H a Training History Department Customer Care a Hours Saturday 0 00 A CPE CPD Record x ces Cost Centre Hours Sunday 0 00 E A Contacts Reports To a Contractual Hours 37 50 H 8 Children H Disciplinary History Grade re FTE 93 75 Ei l i i EH Ext Interviews End Date Originally based on Full time Office hours H a Medical History Skills EQ Qualifications PI Time Planning group Admin Dry Stores ESS Group Operations 4 Extra allowance function iv 0 Amount 1 TOIL Am Atrea o E HLO O e gt Job History 1 2 2 Full Job History K When People Inc time starts it loads the current Job records for all employees This information is used extensively in the system If changes are made to the Planning Group field in the Job History screen for one or more employees the current Job records should be re loaded by clicking the Load Current Job Details shortcut on the main shortcut bar on the left hand side of the People Inc screen or by restarting the system People Inc time Load Current Job Details 7 z P From time to time employees will need to be moved to another group Employees can be assigned to a new group by either changing the value recorded in the PI Time Planning Group field in their current job history record or by closing the current job history record by adding an End Date and adding a new Job History entry detailing the new planning Group When the group a
47. ortant that these are included PI Time Create Pay Period Wizard EI PI Time Create Pay Period Wizard 5 8 File Groups i 7 Admin Calculation Type gt V Customer Services 7 Production Start Date 01 04 2012 v Sales Ii Name Start Date End Date March 2012 01 03 2012 31 03 2012 February 2012 01 02 2012 29 02 2012 January 2012 01 01 2012 31 01 2012 Pay periods can also be created in much the same manner as the Wizard the Configuration screen under Groups Pay Periods This screen does not have the option to create Pay Periods for multiple groups at once To create Pay Periods for multiple groups the PI Time Create Pay Period Wizard should be used Page 33 of 40 Configuration Pay Periods iia aM Period z a t a b Calculation Type Start Date li Std Full Time Hours Std Hours per Day H a Admin Stores H Order Production Stores fe Telesales Dry Stores Telesales Stores S W Drivers Dry Stores March 2010 C 01 03 2010 31 03 2010 184 0 8 00 29 Drivers Stores February 2010 01 02 2010 28 02 2010 160 0 8 00 f Order Production Dry Std January 2010 01 01 2010 31 01 2010 168 0 8 00 lt 10 2 Pay Period Overview The Pay Period Overview screen allows the user to see all clocked hours over the course of the Pay Period Pay Period Overview Dry 5 Ca
48. ot dealt with The colours for each exception can be changed to suit the user in the Configuration screen under User Settings Please see section 5 4 of this document for more details on changing colours Le The Daily Status screen is recalculated automatically each night If any business rules or rostererings have been updated the Daily Status can be manually recalculated using the Recalculate icon Page 27 of 40 To print an overview of the Daily Status screen the Print Preview icon should be used a The Daily Status can be filtered using the Filter icon Clicking the icon will bring up the filter screen The Daily Status screen can be filtered using three different categories under which each is a multitude of additional options The screen can be configured to show only certain exceptions or only days that have been manually modified When viewing a large amount of these filters can be invaluable Daily Status Filter Screen Filter Records 2 S X OR X w Day Status Exceptions Pay Categories Clock Times Modified Adjustments Locked Clock Times Modified OR Adjustments Locked sve cme Update Absence Allowances When adding holiday and absences to the Daily Status screen the system will create an absence record under the employee record in People Inc but will not update the absence allowance This will be updated overnight but to update manually the Update Absence Allowances icon should b
49. ssociated with an employee changes using either of the approaches detailed above the user should run the Group Synchronization Wizard This enables them to transfer any existing shifts associated with the employee to the new group The employee will then be available in the new Group from the Start Date defined in the Job History record Page 8 of 40 Group Synchronisation Wizard a PI Time Group Synchronisation Wizard File Not Synchronised Pay Period Overview Period Status Day Status Day Status 3 Synchronise E a Order Production Dry Stores 8 Existing Plannin New Planning From Until Carry Out E 23 Drivers Dry Stores Admin Stores 9 04 01 2010 19 03 2010 r g Duncan L H 162 i a Admin Dry Stores i Morris L 103 The Wizard lists all employees that have been moved to another Group and enables the user to replace shifts assigned to the employee in the old group with shifts that are appropriate to the new group This is done by clicking in the empty New planning field and selecting a shift The changes are only made once the Carry out box is checked and the Carry Out button pressed The Wizard then updates the roster with the new shift 3 3 Terminate Employment Wizard When an employee leaves the company it is important to update the system with their leaving date and change their employee status accordingly There may also be shifts associated with the employee and they
50. tendance records Employee Absence Allowances Screen Q Absence Allowances Vicky Anderson 01908 676 767 x8738 01 01 2011 1 o Em 4 gt Data Action List 0 Documents 0 E A Employees 2 Reports 3 Letters Email Vicky Anderson 0190 E Wf Active Employees St TI Job History EA Salary History A Benefit History DL Absence History Fp Absence Allowances Maternity Leave Paternity Leave Appraisal History lt Training History G CPE CPD Record yj Equipment Contacts 8 Children S Disciplinary History lt gt Exit Interviews b StartDate _ allowancerulesid_abse Basic Allowar Additional Carry Over _ Carry over Lost Booked Remaif 4 gt 01 01 2011 Sickness 0 00 0 00 0 00 0 00 0 00 01 01 2011 Holiday 4 82 0 00 23 44 18 44 0 00 01 01 2000 Parental Leave 0 00 0 00 0 00 0 00 15 94 Pa Fe Fe Fe Fe Ae A A A a 4 n History mu C A E gt gt 4 qa g Cl e gt Absence Allowances 1 3 3 Current Allowances Ko Qualifications Rather than specifying employee job and absence allowances separately using individual data screens the New Employee wizard is designed to add these details quickly and easily In addition using this wizard enables users to ensure all the appropriate information is added 3 2 Assigning Employees to a Group In People Inc time employees are managed in groups A Group could include all the employees w
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