Intelligent Systems Time & Attendance User Guide

Transcription

1 Intelligent Systems Time & Attendance User Guide ISYS Intelligent Systems Time & Attendance User Manual V ISYS Group Limited Page 1

2 ISYS Group Limited Disclaimer License Agreement Trademarks ISYS Group Limited licenses the software and documentation product to you or your company solely on an as is basis and solely in accordance with the terms and conditions of the license agreement. ISYS Group Limited makes no other warranties whatsoever either express or implied, regarding the software or the content of the documentation. ISYS Group Limited hereby expressly states and you or your company acknowledges that ISYS Group Limited does not make any warranties, including, for example, with respect to merchantability, title, or fitness for any particular purpose. All characters appearing in this manual are fictitious. Any resemblance to real persons, living or dead, is purely coincidental. This software is protected under copyright law, and is sold subject to the license agreement (available upon request). The agreement should be read prior to use of the software and related products. Opening the software bundle, or using the software in any form indicates full acceptance of ISYS Group Limited license agreement terms and conditions. Intelligent Systems is a registered trademark of ISYS Group Ltd. Microsoft, MS-DOS, Internet Explorer, Windows, Windows 95, 98, 2000, ME, NT, XP, 2000 Server, 2003 Server and SQL Server are registered trademarks of Microsoft Corporation. All company and product names are the trademarks or registered trademarks of their respective companies. Copyright ISYS Group Limited. All rights reserved. Reproduction, photocopying, or transmittal of this publication, or portions of this publication, is prohibited without the express prior written consent of ISYS Group Limited. ISYS Group Limited Churchward House Fire Fly Avenue Swindon Wiltshire SN2 2EY WHILST THIS MANUAL IS PROVIDED FOR YOUR REFERENCE, IF THERE IS ANYTHING THAT YOU ARE UNSURE OF OR DO NOT FULLY UNDERSTAND PLEASE CONTACT THE ISYS SUPPORT DESK DIRECTLY TO RECEIVE FURTHER GUIDANCE ON ANY OF THE ITEMS DETAILED WITHIN THE FOLLOWING PAGES. Page 2

3 Contact Details for ISYS Group Limited Address: ISYS Group Limited Churchward House Fire Fly Avenue Swindon Wiltshire SN2 2EY Office Telephone Number: 44(0) Fax Number: Support Desk: (Option 2) Address: Web Address: Page 3

4 Contents Contents...4 Introduction...7 Time & Attendance...7 Who should use this manual?...7 How the manual is organized...7 Conventions used in this manual...7 Understanding the examples...8 System Navigation...9 Logon screen...9 Intelligent Systems Status Screen...9 A: System Status B: Employee Status Screen Layout Main Navigation Toolbar New, Properties and Delete Find Employee Search Day View Day View Activity Records Day View Absentee Records Day View Overtime Records Day View Total Fields Day View Real Clockings Day View - Anomalies Day View Top Left Pane Day View Bottom Left Pane Exceptional Items Extended Day View Extended Day View Transactional Records Extended Day View Clocking Records Extended Day View - Anomalies Extended Day View Day View Menu Extended Day View Lower Menu Calendar View Calendar View Top left pane Calendar View - Options Attendance View View Attendance Pane A Statistics Table (Pane C) Holiday Page 4

5 Total of employees on holiday for a day Sick Paid Total of employees on paid sick leave for a day Sick Unpaid Total of employees on unpaid sick leave for a day Absent Paid Total of employees on paid absence for a day Absent Unpaid Total of employees on unpaid absence for a day Clocked Late Total employees clocked in late for a day Clocked Total employees clocked in for a day Scheduled to Work Total employees scheduled to work on a day Rescheduled to Work Total non-contracted shifts which have been changed to contracted shifts for an employee on a day Total Absent Total employees absent on a day Total Total employees scheduled to work on a day, minus absences Status Totals Totals for each of the above, for the date range Report Wizard Date Navigation Page Refresh Page Filter File Password Manager Change Password Change User Change Database Download Updates Printer Selection Exit System Anomalies Anomalies Outstanding Bulk Shift Planner Rota Change Scheduling Rota Changes Pending Create Flexitime Recalculate Flexitime Recalculate By Shift System setup Tools New, Properties and Delete Find Print Bottom Pane Calendar View Create Default Week Mark As Late Clear Late Flag Locks Page 5

6 RCU Holiday, Sickness and Absence View Standard Locks Help Help Tip Status Reset Window Remote Support About Time & Attendance Employee Setup Pre-requisites Setting up a New Employee Employee Details - General Custom Fields Employee Match Other options within Employee Match Assigning a photo to an employee Employee Photo Entering additional employee details Employee Details Personal Employee Details - Pay Details Employee Details - Entitlements Employee Details - Flexitime and Annualised Hours Employee Details Specific Employee Details Notes Employee Details - Detail Working with employee records Intelligent Systems Colour Key (Time and Attendance) Pane Layout Daily Records Tab Clocking Records Tab Activity Records Tab Absence Records Tab Overtime Records Tab Anomaly Records Tab Summary Tab Flexitime Glossary Page 6

7 Introduction Time & Attendance Your most valuable resource is your staff. Finding a way to monitor and manage your staff in a cost effective and efficient manner is no easy task. We have developed a complete hardware and software based Time and Attendance solution that fits into your existing business structure and gives you greater control over your staff and many other parts of your company. Intelligent Time allows you to easily monitor employee attendance, absence, lateness, work being carried out, jobs being worked on and employee movements, along with many other elements. Intelligent Time gives you this information either via a web-based interface or automatically via , any time - anywhere! Who should use this manual? This manual is written for all levels of user from simple read only access of Intelligent Time Secure to full administration of the system. This manual was written primarily for the end user but may assist IT administrators with supporting the solution. How the manual is organized This manual is organised by application to allow easy identification of the area to be reviewed. The parts and sections are structured in a consistent fashion to create a more intuitive feel, and are given an overview to ensure the section is relevant. Examples are provided so that a graphical and text based tutorial are provided to aid in the understanding of how specific features in Intelligent Time Secure work. Glossary of terms is provided for the end users convenience to explain commonly used Intelligent Time Secure and general IT terminology. Conventions used in this manual The conventions used in this manual have been kept as simple as possible. The following specific conventions are used to flag elements of the manual to the end user. Menu bar When operations require a series of choices from menus or dialogue boxes, the symbol (pipe), is used to guide you through the instructions. For example to launch the Intelligent Time System Setup screen the following would be written: Select System System Setup from the main menu bar. Tips are given to supplement the material covered in the relevant section. Warnings are provided to warn the user about potential disasters or problems that could occur and certain precautions that should be taken. Page 7

8 Notes are provided to expand on the material covered in each section of the manual. Understanding the examples The examples provided are used for guidance. Due to specific configurations of each system, the examples may need refining and will help enhance the overall user experience. Page 8

9 System Navigation Logon screen Enter User Name Enter Password Support Desk Telephone Number Once logged in, the user will be presented with Intelligent Systems. The Intelligent Systems software is a REAL TIME snap shot of the current system and allows a complete overview of the current activity within a single screen. Intelligent Systems Status Screen A B Page 9

10 A: System Status The System Status shows the number of live employees that are currently on Intelligent Systems, the employee license and the number of free employee licenses available. In the example above, the system has a 10,000 user license, 20 employees are registered on the system, leaving 9980 free licenses. Left employees are not included in the employee counts. B: Employee Status The Employee Status provides an overview of the current activity on the system. It provides a very effective Health and Safety tool, showing the number of staff on site in real time statistics. In the example shown there are 15 employees currently clocked in, 0 on holiday and 0 booked sick for the day. Screen Layout A B C A: Tree structure Use to navigate the system and to select Organisations, Company Groups, Companies, Departments, Sub Departments, Cost Centres and Activities. Once a specific area is selected, the employees that are attributed to that grouping will be displayed in pane B. B: Displays the employees that are within the grouping selected from the tree structure in pane A. C: If an employee is selected within pane B, the details that relate to them will be displayed in pane C. The information that is shown in Pane B is dependent upon the settings that are attributed to that user s logon. The visible attributes are controlled through the specifics of the user logon in Password Manager. Page 10

11 Main Navigation Toolbar Intelligent Systems can be navigated from a single view using the toolbar and the various tabs that are described throughout this manual. Below is a full description of the options that are contained within the main navigation toolbar 1. New To create a new employee record 2. Properties To view and edit employee records 3. Delete To delete records (Not recommended) 4. Find To search for known specifics 5. Employee Search To dynamically search for employees 6. Day View To view an employees work records 7. Calendar To view the employee calendar for booking holidays etc 8. Attendance To view employee attendance records. 9. Job History To view job history records 10. Reports To launch the Report Wizard Date Navigation Options 11. Move Back (Weekly) To move back through the calendar by one week 12. Move Back (Daily) To move back through the calendar by one day 13. Calendar To show a pop up menu to select a specific date 14. Move Forward (Daily) To move forward through the calendar by one day 15. Move Forward (Weekly) To move forward through the calendar by one week 16. Current Date To show records for current date 17. Timed Refresh To auto refresh onscreen data (click to enable 2 minute interval) 18. Refresh To manually refresh onscreen data 19. Filter To select the range of employees that they wish to view Page 11

12 New, Properties and Delete These buttons are used as per their description and apply to all objects that can be created in Intelligent Systems. Find Clicking the Find button will launch the screen shown below. Simply type in the value you are looking for and click the OK button to auto select the employee who meets the Find criteria. You can only search by one item at a time. Page 12

13 Employee Search Clicking the Employee Search button will launch the screen below. Simply type in the value you are looking for, and as you type, matching examples will appear in the bottom pane. Highlight the desired employee and click the Select button to go to that employee. Page 13

14 Day View Clicking the Day View button will launch the screen below. To add, edit or delete any individual records for the selected date right click in the required pane to show the pop up menu for completing the required action. Day View Activity Records Activity Records: Start: Finish: Activity: Time: Cost Centre: Au1: Au2: Rate: Total: User: Shift: Displays the activity records of the employee. Start time of activity. End time of activity. Activity type. Time spent within activity. Cost Centre type. Y = Authorised; Blank = Unauthorised daily hours. Y = Authorised; Blank = Unauthorised daily hours. The Pay Rate attributed to this activity record. The total earned from this activity (Pay rate x Time). If the working records have been created\edited manually, the name/logon of the user will appear here for audit purposes. The name of the shift that the records have been calculated against. Day View Absentee Records Page 14

15 Absentee Records: Start: Finish: Type: Time: Description: Au1: Au2: Rate: Total: User: Shift: Displays the absence records of the employee. Start time of absence. End time of absence. Holiday, sickness or absence type. Time of the holiday, sickness or absence. Type of holiday, sickness or absence. Y = Authorised; Blank = Unauthorised absenteeism. Y = Authorised; Blank = Unauthorised absenteeism. The Pay Rate attributed to this holiday, sickness or absence. The total earned from this holiday, sickness or absence (Pay rate x Time). If the working records have been created\edited manually, the name/logon of the user will appear here for audit purposes. The name of the shift that the records have been calculated against. Day View Overtime Records Overtime Records: Displays the overtime records of the employee. Start: Start time of overtime. Finish: End time of overtime. Activity: Activity type. Category: Overtime category. Time: Time of the accrued overtime. Cost Centre: Cost Centre type. Type: Overtime Type (DZ Daily Zoned; DF Daily Fixed; WK Weekly). Au1: Y = Authorised; Blank = Unauthorised overtime. Au2: Y = Authorised; Blank = Unauthorised overtime. Rate: Rate of overtime. Factor: Factor of overtime (i.e. x 1.5). Total: Total overtime earned (Overtime Rate x Time) User: If the working records have been created\edited manually, the name/logon of the user will appear here for audit purposes. Shift: The name of the shift that the records have been calculated against. Day View Total Fields Hours Paid: Hours Worked: Bonus: Absentee Bonus: Total Paid: Displays total hours worked during the day, minus unpaid breaks. This includes overtime prior to authorisation Displays total hours worked during the day, including unpaid breaks. This includes overtime prior to authorisation Bonus payments can be added to this field directly Displays the bonus added to any absence record for this day Total payment for hours, plus absences, overtime and bonuses (after authorization) Page 15

16 Day View Real Clockings The Real Clockings section of the Day View shows the actual clocking times without rounding rules applied. These figures cannot be amended or deleted and reflect the information contained within the CLOCKING RECORDS tab of Tru Time Secure. Day View - Anomalies The Anomalies section of the Day View shows any anomalies that have occurred for the day. They will be recorded under the time that they occurred, the code against which they are assigned and a description of the anomaly. Anomalies are acknowledged by unticking the Raise option. Day View Top Left Pane Within the options contained in the top left pane, you have the facility to select the information that you wish to view. The default information that will be displayed within these fields will directly correspond to the employee and date that was selected from Pane C. Once the Day View has been opened, you can use these options to view the information that you require. Page 16

17 The show as late option should be ticked if you wish to show an employee as being late when manually creating a day. Day View Bottom Left Pane Create Day: Clear Day: Access Control: Working Plan: Documents: Authorise All: Unauthorise All: Close: Clicking the create day button will load the create day window. The window will be automatically populated with the start and finish times for the working day the employee is scheduled against. If a different working day is to be used prior to clicking the button, use the shift combo box in the top left pane to select the required working day. Clicking the clear day button will remove all activity records, overtime records and anomalies. Holidays, sickness and absence will remain, along with any real clockings. Clicking the access control button will load the selected date s access control transactions for comparison against the time and attendance transactions for the same date. Clicking the working plan button will load the selected date s working plan transactions for comparison against the time and attendance transactions for the same date. Clicking the documents button will load the selected date s documents that are required, along with whether they have been returned or not. Authorise all working hours, overtime and absence for the displayed employee. Unauthorise all working hours, overtime and absence for the displayed employee. Closes the Day View. Page 17

18 Exceptional Items Type\Description: Time: Money: Count: Include In Totals: Custom Tab The name of the exceptional item. The time in hours and minutes for the exceptional item. The monetary amount for the exceptional item. The count for the exceptional item. The exceptional item amount will be included in the day view bonus and total paid fields. Provides a single custom field Page 18

19 Extended Day View If you have Extended Day View selected for the current user, when clicking the Day View button a larger screen will be displayed. To add, edit or delete any individual records for the selected date right click in the required pane to show the pop-up menu for completing the required action. Extended Day View Transactional Records Transactional Records: Displays the activity, absence, and overtime records of the employee, along with any exceptional items. T: Type of record (see below): AR Activity Record OT Overtime Record EI Exceptional Item PH Paid Holiday Record PS Paid Sickness Record US Unpaid Sickness Record PA Paid Absence Record UA Unpaid Absence Record Start: Start time of record. Finish: End time of record. Time: Time spent within record. Activity: Activity type. Cost Centre/Timesheet: Cost Centre/Timesheet type. Job: Job the employee is currently clocked to. Sequence: Sequence of the Job the employee is currently clocked to. Page 19

20 Description: Depends on the type of record (see below). Absence Name of the absence. Sub Absence First three characters of main absence in square brackets followed by the sub absence name. Overtime DF (Daily Overtime) or WK (Weekly Overtime) followed by the Overtime Category Name. Exceptional Item Exceptional Item name. Count: Exceptional Item Count, blank for other types of record. Inc: Include in Totals, will appear ticked only if the record is an Exceptional Item and if the Include in Totals box has been ticked. Description: Depends on the type of record (see below). Pay Rate: Employee Pay Rate for record. Pay Factor: Employee Pay Factor for record (Not for Exceptional Items). Pay Total: Employee Pay Total for record. Bill Rate: Bill Pay for record. Bill Factor: Bill Factor for record (Not for Exceptional Items). Bill Total: Bill Total for record. A1: Ticked Reviewed for Payroll. A2: Ticked Authorized for Payroll. Shift: The name of the shift that the records have been calculated against. User: If the working records have been created\edited manually, the name/logon of the user will appear here for audit purposes. Extended Day View Clocking Records The Clocking Records section of the Extended Day View shows the actual clocking times without rounding rules applied. These figures cannot be amended or deleted and reflect the information contained within the CLOCKING RECORDS tab of Intelligent Systems. Extended Day View - Anomalies The Anomalies section of the Day View shows any anomalies that have occurred for the day. They will be recorded under the time that they occurred, the code against which they are Page 20

21 assigned and a description of the anomaly. Anomalies are acknowledged by unticking the Raise option. Extended Day View Day View Menu Click on Open Menu (printed down the left hand side of the day view, to reveal the Day View Menu. Within the options contained in the Day View Menu, you have the facility to select the information that you wish to view. The default information that will be displayed within these fields will directly correspond to the employee and date that was selected from the Transactional Records frame. Once the Day View has been opened, you can use these options to view the information that you require. The show as late option should be ticked if you wish to show an employee as being late when manually creating a day. The menu can be closed either by clicking on Close Menu, or simply by moving the mouse vertically between the Transactional Records and Analysis frames. Page 21

22 Extended Day View Lower Menu Create Day: Clear Day: Authorise All: Unauthorised All: Documents: Access Control: Working Plan: Close: Clicking the create day button will load the create day window. The window will be automatically populated with the start and finish times for the working day the employee is scheduled against. If a different working day is to be used prior to clicking the button, use the shift combo box in the top left pane to select the required working day. Clicking the clear day button will remove all activity records, overtime records and anomalies. Holidays, sickness and absence will remain, along with any real clockings. Authorise all working hours, overtime and absence for the displayed employee. Unauthorized all working hours, overtime and absence for the displayed employee. Clicking the documents button will load the selected date s documents that are required, along with whether they have been returned or not. Clicking the access control button will load the selected date s access control transactions for comparison against the time and attendance transactions for the same date. Clicking the working plan button will load the selected date s working plan transactions for comparison against the time and attendance transactions for the same date. Closes the Extended Day View. Page 22

23 Calendar View Clicking the Calendar View button will launch the screen below. The Calendar View is a colour coded quick reference view of an employee s records. The Calendar View offers a number of different options for editing records on a whole or part day basis. Whole day, Half day and time band changes can be made to an employee s records from this screen. The functionality includes: Holiday Sick (Unpaid) Sick (Paid) Absent (Unpaid) Absent (Paid) Shift Document Plan Clear Overtime Booking Holidays Booking Unpaid Sick Days Booking Paid Sick Days Booking Unpaid Absence Booking Paid Absence Changing Working Days Book\Return documents required Assign Working Plans Clearing records and documents Changing the Daily Overtime Group against the Working Day Page 23

24 In addition, the Calendar View can be accessed by right clicking the mouse when the cursor is positioned within Pane B and selecting Calendar from the pop up menu. Alternatively to access the Calendar View use the main menu bar and select Tools Calendar. Each aspect of the calendar view is detailed below: Calendar View Top left pane When the calendar view is accessed, it will default to the details of the highlighted employee. The employee options within Calendar view allow the user to select the period for calendar view to cover, the company, the department, the sub department or the cost centre and the specific employee. Calendar View - Options Ticking the Early/Late box will show all late clockings and early clock-outs on the calendar Once an employee s calendar is selected, it can be used to amend shifts, book holidays, and record absence and sickness. To record an event within the employee s calendar select the required option from the Options menu. Position the cursor over the required day and then click the left mouse button to highlight it. Click the right mouse button to show the pop up menu which contains the available items. Select the required item. For holiday, sickness and absence bookings it is possible to assign a full day, half day or to set the exact number of hours or time period that the event is to cover. Page 24

25 To select consecutive days, left mouse click the first day, then whilst holding the shift key down left mouse click the last day in the range. Alternatively left mouse click and whilst holding down the mouse button drag the mouse pointer to the last day in the range. To select randomly sequenced days, hold the control key down and left mouse click the required days. Attendance View Clicking the Attendance View button will launch the screen below: Pane A Pane B Pane C The Attendance View screen is divided into three sections. Pane A contains the settings and options that can be used to select the Company, Department, Sub Department, Cost Centre, Period and view. Pane B displays the calendar for the selected individuals. This will display the actual hours worked or scheduled hours depending upon the settings in Pane A. Pane C displays the statistics for each day, for the employees displayed in Pane B Page 25

26 The Attendance View tool is a colour coded quick reference view of an employee s actual and scheduled Attendance Records. View Attendance Pane A Company, Department, Sub Department, Cost Centre: Sort By: Select the Company, Department, Sub Department or Cost Centre required. Select the required object to sort by. Week\Month: Select whether a week or month format will appear in Pane B. Shift\Plan\Other\OT: Date Navigation: Refresh: Select the item to book, as per the Calendar View. See Main Navigation Toolbar for assistance. Click the refresh button once the desired selections have been made to display the employee listing. Statistics Table (Pane C) Holiday Sick Paid Sick Unpaid Absent Paid Absent Unpaid Clocked Late Clocked Scheduled to Work Total of employees on holiday for a day Total of employees on paid sick leave for a day Total of employees on unpaid sick leave for a day Total of employees on paid absence for a day Total of employees on unpaid absence for a day Total employees clocked in late for a day Total employees clocked in for a day Total employees scheduled to work on a day Page 26

27 Rescheduled to Work Total Absent Total Status Totals Total non-contracted shifts which have been changed to contracted shifts for an employee on a day Total employees absent on a day Total employees scheduled to work on a day, minus absences Totals for each of the above, for the date range Job History Clicking the Job History button will have the following effect when in the Job Costing section. When the icon is visible, only employees who are clocked in and are currently clocked to the selected job or sequence will be visible. When the icon is visible, all employees who have previously clocked to the selected job or sequence will be visible Report Wizard Clicking the Report Wizard button will launch the Report Wizard application. For assistance with the Report Wizard application please refer to PART IV: Report Wizard. Date Navigation Clicking any of the date navigation buttons will refresh the employee listing with the requested records. Clicking the date picker will show a calendar popup to allow a specific date to be selected. Page Refresh Clicking the Page Refresh button will set a timer which every 2 minutes will refresh the entire screen. By default this option is turned off. Page Filter Clicking the Page Filter combo box will expose the various filters available to limit the employees that are visible on screen. Selection of the filter will display that category only. All Employees displays all live employees Clocked In displays all clocked in employees Late Employees displays all late employees Clocked Employees displays all clocked employees On Holiday displays all employees on holiday Absent (Paid) displays all employees on paid absence Absent (Unpaid) displays all employees on unpaid absence Sick (Paid) displays all employees on paid sick Sick (Unpaid) displays all employees on unpaid sick Anomalies displays all employees with a non acknowledged anomaly Unauthorised Overtime displays all employees with unauthorised overtime Left Employees displays all left employees Page 27

28 Due On Shift displays all employees who should already be clocked in Overdue\Expires in next x days\valid\reviewed HR specific expiration analysis (option only appears when one of the following records are selected: Training, Skills, Discipline, Appraisal and Safety Equipment) Main Menu bar The main menu bar is divided into 4 sections as follows: File System Tools Help Each section is covered in the following pages. File The File section has 6 options to choose from. Password Manager Clicking Password Manager will launch the configuration screens detailed in PART II: Getting Started Password Manager. Please refer to this section for assistance. Change Password Clicking Change Password will launch the change password screen ready for the existing user to change their password. Change User Clicking Change User will launch the logon screen ready for the new user to logon. Change Database Clicking Change Database will launch the following screen: Page 28

29 Enter the required database connection parameters and click OK to change database for the current session. If the database is to be changed permanently, the Register application will need updated. Download Updates Click Download Updates to request an Access Control employee update be completed. This will then schedule an update only to all Access Control terminals. This will not apply to Time and Attendance terminals. Printer Selection Click Printer Selection to specify an alternate printer for any printing actions completed during the current Intelligent Time system session. Exit Click Exit to close the Intelligent Time system. System The System section has 8 options to choose from. Extended AutoDisplay o If ticked, when selecting an organisation name, all employees for that organisation are displayed o If unticked, when selecting an organisation name, no employees are displayed. To display employees the user must select Company Groups or Companies Anomaly Types o Lists available anomalies and whether they are raised and\or critical Anomalies Outstanding o List by date of all anomalies that require actioned Bulk Shift Planner o Calendar style bulk booking screen Rota Change Scheduling o Changes rotas for groups of people Rota Changes Pending o Lists rota changes to take place in the future Create Flexitime o Create flexitime periods for all employees Recalculate Flexitime o Recalculate flexitime for all employees System Setup o System operation parameters These are shown in the following section. Page 29

30 Anomalies Clicking Anomalies will launch the following screen: Intelligent Systems is configured with a number of predefined anomalies that can be set up to be raised via the system when they occur. Within the Anomaly Types screen the user is able to configure the anomalies depending upon whether or not the specific anomaly is required to be raised as an anomaly and whether it is to be critical or not. Company: Raise: Critical: Select a company to apply these anomaly settings to from the drop down list. If the option to raise the anomaly is ticked, then this anomaly will be raised each time it occurs. If the option to set the anomaly to Critical is selected, the anomaly will be raised and shown with the critical icon in the employee main screen. In addition to the setting of predefined anomalies, additional custom anomalies can be configured. For further information and assistance with customizing your anomalies please contact the ISYS Group Limited Support desk. Page 30

31 Anomalies Outstanding Clicking Anomalies Outstanding will launch the following screen: All of the outstanding anomalies can be viewed by date using the Anomalies Outstanding screen. Choose the required company and date, then click the refresh button. All Anomalies for that date will be displayed in this pane. Unticking the raise box will remove the Anomaly from the listing (i.e. dealt with) however the record will still remain in the database for reporting purposes. Page 31

32 Bulk Shift Planner Clicking Bulk Shift Planner will launch the following screen: Pane A Pane C Pane B Pane D The Bulk Shift Planner is the tool within Intelligent Systems that allows the user to modify shift patterns and to allocate holiday, sickness and absence periods. The Bulk Shift Planner screen is divided in to four areas: Pane A: Pane A contains the various container objects in Intelligent Systems. The bulk shift planner can be configured to select all employees and to list left employees too using the tick boxes. For specific employee selection, select the desired container object (organisation, company group, company, department, sub department or cost centre), and select the relevant employees that appear in Pane B. Pane B: Page 32

33 Pane B lists the employees that have been selected from Pane A. Pane C: Pane C follows the same principle as the Calendar View and Attendance View whereby a bulk update can be completed for example a Bank Holiday booking (Use the Global Holiday Calendar for this) Select the required objects before going to Pane D. Pane D: With the required day(s) selected right click and select the required option from the pop up list. The options that are contained within the pop up menu are defined through the system settings. Once the required change has been made to the Bulk Shift Planner, the following confirmation message will be displayed: Click To exit the Bulk Shift Planner click Rota Change Scheduling The Rota Change Scheduling option is used to change the default rota of groups of employees. Page 33

34 The top left hand pane contains the tree view of organizations through to sub-departments. The lower left hand pane contains a list of employees within the selected company or department etc. The Auto-Select Employees tickbox will select every employee in the system if ticked. To use the rota change function, tick the boxes to the right of each employee who s default rota you wish to change. In the Date of Change field, use to drop down calendar to select the date Select the rota you wish to change the employees to in the dropdown field next to Change Rota to: Allow auto-adjustment of: section allows you to select holidays, sickness and absence to be automatically adjusted following on from the rota change. As a change of rota could result in noncontracted days becoming contracted days and vice versa, any absences requested for contracted days would therefore no longer be taken from the employee entitlement if the day becomes non-contracted. A further tickbox is available to raise anomalies for such a change of absence days. The Rota Changes Pending button allows rapid access the the Pending area. Rota Changes Pending This provides a list of all employees who are scheduled to change their rota Page 34

35 In the date box, select the date for which the rota change is to take place. The Refresh button is used to clear the list. The Show All button is used to display all rota changes due to take place. The Select All button allows you to tick all entries in the list. Delete Selected button allows you to delete all selected rota changes from the list. Clicking on the Rota Change Scheduling button takes you to the Rota Change Scheduling option. Create Flexitime The Create Flexitime option will create the flexitime periods for employees assigned to a flexitime working rota. This option is particularly useful for creating the flexitime periods after a year end. Clicking Create Flexitime will show the following message box: Click Yes to create the flexitime periods. On completion the following message box is displayed: Click OK to close the message box. Page 35

36 Recalculate Flexitime Clicking Recalculate Flexitime will launch the following screen: All live employees will be listed in the grid. Select the date for which the flexitime balances will be recalculated and then click the Update button to start the recalculation process. On completion the following message box is displayed: Click OK to close the message box. Page 36

37 Recalculate By Shift Clicking Recalculate by Shift will launch the following screen: The tree structure will appear in a departmental order and allows employees to be selected as follows: All Employees Employees by department Individual employees To use the utility select the required employees, the desired date and the shift employees will have their clockings recalculated against. Click the Update button to complete the recalculation. The following message box is displayed: Page 37

38 System setup Clicking System setup will launch the configuration screens detailed in PART II: Getting Started System setup. Please refer to this section for assistance. The System setup screen is only available to Intelligent Systems administrators. Tools The Tools section has 14 options to choose from. This listing is also available as a popup menu by right clicking in Pane B. New, Properties and Delete These buttons are used as per their description and apply to all objects that can be created in Intelligent Systems. Find Clicking Find will launch the Find screen detailed in PART III: Intelligent Time system Find. Please refer to this section for assistance. Print Bottom Pane Clicking Print Bottom Pane will print the following section of the screen to your default printer: You must have at least one printer installed to you this feature. Calendar View Clicking Calendar View will launch the Calendar View screen detailed in PART III: Intelligent Time system Calendar View. Please refer to this section for assistance. Page 38

39 Create Default Week To use this feature select the required employee who will have their records manually generated for the week range selected. The week that will have the records generated in is visible in Pane C. Clicking the Create Default Week option will then display the following message box: Click Yes to create work records for the selected employee, which is based upon the working rota they are assigned to. Pane C will then refresh with the newly created work records. The work records can be further amended by going into the Day View. Mark As Late To use this feature select the required employee who will be flagged as late. The date for the flag to be assigned against is the date visible in the Main Navigation Toolbar. Clicking the Mark As Late option will then set the flag against the employee s daily records. The Mark As Late option is only available when work records exist on the date selected for the employee. Clear Late Flag To use this feature select the required employee who will have their late flag cleared. The date for the flag to be cleared is the date visible in the Main Navigation Toolbar. Clicking the Clear Late Flag option will then clear the late flag against the employee s daily records. Page 39

40 The Clear Late Flag option is only available when work records exist on the date selected for the employee and they are currently marked as late. Locks Use this option to lock the selected employee record. This will lock the employee record for the current day and all days prior to it. In addition if you need to lock a range of employees, this option can be selected for an entire company, department or sub-department (not organisation or company group). When lock is selected, a padlock icon will appear next to the employee(s) entry for the days on which they are locked The Locks option is only available when Locks is selected in the View menu. RCU Use this option to clock the selected employee in or out immediately. The RCU option is only available when Tools Menu Show RCU Clock In/Out is selected in the Admin tab of Password Manager Page 40

41 Holiday, Sickness and Absence These options are not available when the employee is selected under Organisation, Company Group, Cost Centre, Activity, Training, Skills, Discipline, Appraisal, Safety Equipment or any option under the Access Control tab. The Holiday, Sickness and Absence option is split into 5 sections: Holidays Absent (Paid) Absent (Unpaid) Sick (Paid) Sick (Unpaid) To use this feature select the required employee who will have the holiday, sickness or absence booking. The date for the booking is the date visible in the Main Navigation Toolbar. Clicking the desired option will expand the menu to show the available objects that can be booked against. Click the required object to complete the booking. View Standard Selecting this view allows you to use the system as normal but not have access to the employee locking mechanism Locks Selecting this view allows you to use the system as normal but also have the option to lock employees. Help The Help section has 5 options to choose from. Help Clicking the Help option will launch the Intelligent Systems Help File. Tip Clicking the Tip option will launch the following screen: Page 41

42 Tips can be added via the System Setup screen, and can be used to inform the users of system features, daily checks of even work methods. Status Clicking Status will launch the status screen detailed in PART III: Intelligent Time system Intelligent Systems Status Screen. Please refer to this section for assistance. Reset Window Clicking Reset Window will set the sizing of the main screen panes to the default settings. Remote Support This option is for the isys helpdesk to access your computer. It will load a pre set remote access page. Please contact the helpdesk if you wish to use this facility. About Clicking the About option will launch the following screen: The About screen provides information about the Intelligent Time system and environmental details for the machine it is installed on. Page 42

43 Time & Attendance Employee Setup Employees must be created in Intelligent Systems prior to any records being generated. Pre-requisites Prior to creating employees please ensure that the required System setup has been completed. This is detailed in PART III: Intelligent Time system System setup. Please refer to this section for assistance. Setting up a New Employee To set up a new employee and for them to begin to use the system, it is necessary to select the TA tab of Intelligent Systems. See below. TA Tab Page 43

44 With the company icon highlighted, select the New icon from the Main Navigation Toolbar or right click in the top right hand pane and select New from the pop up menu. This will display the Employee Details screen shown below. Using this screen, an employee can be set up on the system to allow absence management and to allow the employee to begin clocking transactions. Whilst Intelligent Systems stores a host of information about each employee, it is only necessary to complete section A of the employee details for that person to be set up and ready to use the system. Section A is illustrated below. The remainder of the details can be added at a later date by an Administrator. Employee Details - General A B Linked Employees (Including This shows the quantity of employee records that are for the Self) 1 same employee. The combo box underneath allows you to select the alternative employee records Employee Match Lock Date Badge ID1 and Badge ID2: Employee Number: Person Code: Opens the Employee Match screen which allows you to match duplicate employee records. Enter a date in here to lock the employee record for that date and all prior dates Enter the unique badge ID for the employee. The badge ID relates to the number of the fob or card that that employee has been allocated to use when clocking. Enter the employee number. This number is system generated by Intelligent Systems and is a unique identifier for the employee. Referred to as the employee s clock number. Page 44

45 Title: Gender: Forename 1 and 2: Enter the title of the employee (Mr\Mrs\Miss etc ). Select either Male or Female. Auto set based on Title entered. Enter the forenames of the employee. Surname: Enter the employee s surname. Known As: Company: Department: Sub Department: Cost Centre: Activity: Rota: Working Plan: Show HSA: Save button: OK button: Cancel button: Enter the employee s nick name or preferred name. Select the company the employee is to be allocated to. Select the department the employee is to be allocated to. Select the sub department the employee is to be allocated to. Select the default cost centre the employee is to be allocated to. Select the default activity the employee is to be allocated to. Select the Working Rota that the employee is to be assigned against. Refer to PART III: Intelligent Time system Working Rotas for assistance. This must be assigned if an employee is to commence clocking. Select the Working Plan that the employee is to be assigned against. Refer to PART III: Intelligent Time system Working Plans for assistance. Select whether employee holiday, sickness or absence is to be shown in days or hours and minutes. Click the save button to create the employee and save the changes whilst remaining in the record. Click the OK button to save and close the employee window. Click the Cancel button to close the employee window without saving any changes made. Once the details have been saved in Section A, the employee will be allocated a system generated Person Code (clock number). Once section A of the General tab has been completed the final field that needs to be completed before the employee can clock against the system is the Terminal Group within the Detail tab. Refer to PART III: Intelligent Time system - Attributing an Access Level to an Employee. It is necessary for this to be completed so that Intelligent Systems knows against which terminals the employee can clock. Section B of the General tab is configured to store the following information: Home Telephone Number Mobile Telephone Number Employee Address Date of Birth Start Date 1 (At Company) Start Date 2 (To be used if the employee has joined the company for a second period) address 1 Page 45

46 address 2 Ethnic, Religion and Language of employee Mail Merge In addition to these fields, there are a number of custom fields that can be relabeled to store the required information. To relabel custom fields simply double click on the existing name and then enter the new label name. Custom Fields Existing Label Name Text Box to enter the new Label name Employee Match If you have an employee who is entered on the system twice, you can link the records using Employee Match. Once the employees are linked, changes to any record will be duplicated to the matching records. To match employee records, click on the Employee Match button at the top of the Employee screen. The Employee Match screen will be displayed Page 46

47 The screen will display any similar employee records on the system, along with the original employee who appears in bold. You can change the selection by entering an address, National Insurance number, sort code or account number. When you have indentified an employee record as matching an existing one, click the mouse on the second employ, then drag and drop it onto the one with the name printed in bold. The employee icons will change from blue to red, indicating they are linked. Once saved, if any changes are made to the following fields in one employee, the same changes will be made to the linked employees. Section A General Tab Personal Tab Detail Tab Pay Details Title, Forename 1, Forename 2, Surname, Known As, Gender. DOB, Address Details, Postcode, Home and Mobile phone numbers, address. Next of Kin, Relationship, Address Details, Postcode, Home and Mobile phone numbers, Doctor, Surgery, Address Details, Postcode, Surgery and Mobile phone numbers. WTD Opt Out, Date, WTD Opt Back In, Date. National Insurance Number, Work Permit Status, Permit Number. Other options within Employee Match Refresh List: Click this if you change the selection using the tickboxes to list all potential duplicate records Page 47

48 Add To List: Sub Department: Cost Centre: Use this to select duplicate records from elsewhere on the system Select the sub department the employee is to be allocated to. Select the cost centre the employee is to be allocated to. Assigning a photo to an employee Option 1: Get Photo Clicking the Get Photo button will launch the Photo studio You can put a photo of an employee onto the system, which is viewed via the Photo button. To allocate a photo against an employee, the picture file must be stored in the Photo folder on the server where the database is stored, with the file name being the employee person code (e.g. 1.jpg). Employee Photo The image above illustrates the Photo option that is selected by double clicking the image window. The Print Card option allows a card to be printed on a card printer. If you have purchased a card printer with this software, load the blank card in the machine and select print on the relevant employee. If you do not own a card printer, contact ISYS Group Limited for assistance as required. Entering additional employee details Page 48

49 Once the employee has been entered on to the system Intelligent Systems allows for the storage of a complete set of employee details. Within the Employee Details section of Intelligent Systems, it is possible to store all of the employee s information. This section of the system is further enhanced if the HR module is used. Refer to PART III: Intelligent Time system Human Resources for assistance. All changes that are made to the employee details in the Time & Attendance section are reflected within the Human Resources section and vice versa. Employee Details Personal Next of Kin: Get Emp. Doctors Details: Addresses: Enter the employee next of kin details If the next of kin lives at the same address as the employee, clicking this button will copy the employee s address details to the next of kin Enter the employee s doctor details Enter previous employee addresses. Right click within the grid and select the required action from the pop up menu (New, Properties or Delete). Page 49

50 Employee Details - Pay Details Enter the following information: Employees Bank Details National Insurance Number Permit Number (If required) Payroll Number Payroll Code Work Permit Status (If required) Pay Rates Pay Type - Select from the three options dependent on which one is to have the employee s hourly rate of pay put against. In the case of Activity, the hourly rate can be altered to suit the activity. Cost Centre can be selected for associating piecework for example. Holiday Hours (only enter these if you have selected Use Employee Holiday Hours in the Auto- Clock/Holidays tab for this employee s shift) Within the Pay Details Tab, there are also three custom fields that can be labeled to store custom information. Page 50

51 Employee Details - Entitlements Holidays: Sickness: Absence: Enter the entitlement and carried figures for each required holiday type. Booked, taken and remain are calculated automatically as holidays are booked and cancelled. Enter the allowed and adjust figures for each required sickness type. Booked, taken and remain are calculated automatically as sickness is booked and cancelled. Enter the allowed and adjust figures for each required absence type. Booked, taken and remain are calculated automatically as absence is booked and cancelled. Global Holiday Calendar Can Be Applied To This Employee: This employee can have holidays applied to them using the Global Holiday Calendar and the Bulk Shift Planner Page 51

52 Employee Details - Flexitime and Annualised Hours Within the Flexitime and Annualised Hours tab, you set up Flexitime and Annualised hours. Flexitime: Create Period (Current): Create Period (Year): Modify and Delete: Use employee values: This creates a flexitime period using the current rota assigned to the employee. Creates a flexitime period over a year, in either monthly increments or in the rota periods as selected in the rota setup screen. Allows specific modification of the period and complete deletion of a period. This over rules the rota debit\credit values for the selected employee. Annualised Hours: Description: Scheduled: Adjustment: The type of annualised hour. The hours scheduled for the year. Any adjustment hours for the year. Page 52

53 Negative: Tick to allow hours to go from negative to positive when the scheduled hours have been met in the year. Employee Details Specific Pane A Pane B The Specific tab is completely user definable. The fields (A) that are contained within this tab are custom fields that can be set up to store the information that is relative to you specific company or organisation. The lower section (B) is also user definable and allows file paths to be stored within Tru Time Secure. Simply use the browse option to insert the file path that you require. Use the Browse Option to select the file location that you require. Page 53

54 Employee Details Notes The employee details note screen allows users of the Intelligent Systems system to make and store notes in a free text box. These notes can be used to build up an annotated history of the employee. Info: Enter any text required in this box. Notes\History: To enter a new record, position the cursor within the Notes\History frame, right click and select NEW from the combo box. This will display the additional Notes screen and allow the user to enter the required comments. This is illustrated below. Page 54

55 Additional Notes (1 of 2) Enter the required notes. Click This will complete the entry of this note. Once saved, it will record the text, the date of the entry and the name/log on of the user who has logged the record. Additional Notes (2 of 2) Date Stamp User Name Detail of the Record Page 55

56 Employee Details - Detail Working Time Regulations: WTD Opt Out: Date: Supervisor: WTD Opt In: Date: Supervisor: Day\Night Worker: Tick this option to denote the employee has opted out. Enter the date the employee opted out. Select the Supervisor reference. Tick this option to denote the employee has opted in. Enter the date the employee opted in. Tick to show supervisor authorization granted. Select whether the employee is a day or night worker. The above information is used within the reporting mechanism. Remote Clocking User: Username: Password: Tick to allow access to the RCU. Enter a username for the RCU. Enter a password for the RCU. Page 56

57 Terminal Group: Access level: Disable Verification: Raw Badge: Use Raw Badge for Access Control: Select the terminal group that the employee is to belong to. ALL EMPLOYEES MUST BE ASSIGNED TO A TERMINAL GROUP IF THEY ARE TO USE THE INTELLIGENT SYSTEMS SYSTEM. Select the Access Level that the employee is to be assigned to which will govern where and at what times an employee can have access to the site. For employees who experience difficulty with enrolling at biometric terminals. Tick this option to remove the requirement to authenticate the finger\hand enrolment. Unknown access badge codes can be copied from the Firmware Controller and pasted into this field. Tick this field if you want the user to be able to access doors using the badge code loaded into the Raw Badge field, rather than the one entered in the Badge ID field The employee will still be prompted at the terminal to present their finger\hand however the terminal will always accept the enrolment. Biometric Supervisor: Tick this option to allow the employee to use the managerial functions of the terminal such as enrol new employees on the terminal. Leaving details: Within the Entitlements Tab, you have the facility to record the Proposed Leaving Date and Actual Leaving Date of the employee along with both the employee reason and company reason. Proposed Leaving Date: Actual Leaving Date: Select the date from the drop down calendar option. Select the actual leaving date from the combo box. Once the actual leaving date has past, the employee will be set as a left employee. This employee will no longer be counted in the live employee total. Their full details will remain on the system. To reinstate an employee, delete the leaving date and enter a new badge ID. Employee Reason: Company Reason: Exit interview completed: Enter the employee s reason for leaving. Enter the company s reason for leaving. Tick to denote the exit interview is complete. To view Left Employees within the Intelligent Systems System, select Left employees from the drop down option of the main Intelligent Systems screen. Page 57

58 Working with employee records The following section details the methods to work with employee records ranging from clocked records to absence records. Intelligent Systems Colour Key (Time and Attendance) Intelligent Systems offers users the ability to view the working details for each employee for each day. In addition to a full description, the system is colour coded for additional ease of use. Throughout the System Use and Analysis chapter of the manual, the colour coding will be referred to. Below is the key for the colour codes: No Records for the Day: Work Records for the day: (Clocked Out) Work Records: (Clocked IN) Work Records Late: (Clocked Out) Work Records Late: (Clocked IN) Employee Due On Shift: The BLACK border around the record denotes that the employee is currently clocked in. On Holiday (Variable): Off Sick (Variable): Absent (Variable): Page 58

59 Multi absence: Critical Anomaly: Unauthorised OT: The remainder of this section works through the individual tabs that go to make up the Time and Attendance section of the Intelligent Systems solution. Each tab will be addressed in turn and the attributes of each one explained. TA Tab Within the TA Tab, you will be able to navigate through the Organisations, Company Groups, Companies, Departments, Sub Departments, Cost Centres and Activities that have been set up. These options can be used to view the employees that are attributed to each section or you can select Five Tier to display the details of all the employees that are currently on Intelligent Systems (This will only appear if Extended Autodisplay under System has a tick against it). Once All Employees or a specific group of employees are selected, the top right pane will refresh and show all employees related to the selection made in the left hand pane. Page 59

60 The screen layout in Intelligent Systems remains the same in all views. Pane Layout A B C A: Tree structure Use to navigate the system and to select employee Organisations, Company Groups, Companies, Departments, Sub Departments, Cost Centres and Activities. Once a specific area is selected, the employees that are attributed to that grouping will be displayed in pane B. B: Displays the employees that are within the grouping selected from the tree structure in pane A. C: If an employee is selected within pane B, the details that relate to them will be displayed in pane C. The information that is shown in Pane B is dependent upon the settings that are attributed to that user s logon. The visible attributes are controlled through the specifics of the user logon in Password Manager. Refer to PART II: Intelligent Time system Password Manager for assistance. Page 60

61 Daily Records Tab The data displayed within the Daily Records tab shows the daily hours of the employees after the working rules have been applied. Within the Daily Records tab, the following information is displayed: Day Date Shift Start Finish Attended Contracted Projected Variance Overtime Flags Doc Status Notes Day of the week Date of record The default shift the employee was set to that day The actual time the employee clocked in The actual time the employee clocked out The length of time the employee was clocked in for on that day The employee s contracted hours for that day The employee s projected hours for that day The employee s Attended Hours minus their Contracted Hours The employee s overtime hours Indicates any anomalies or overtime authorization requirements for that day Indicates any attached documents for that day Displays the name of any absence, sickness etc for that day Displays any notes entered in the Day View for that day. By highlighting and double clicking any particular day in pane C, you are able to interrogate the daily information further. Double clicking on an individual day line will load the Day View. Refer to PART III: Intelligent Time system Day View for assistance. Employees with late clockings will appear with a red line entry in the grid on the Daily Records tab. Page 61

62 Clocking Records Tab The Clocking Records tab displays the raw clocking records for the employee as clocked at a terminal. They are the clocking records without any working day rules being applied to them. Clocking records cannot be amended or removed from the system. This ensures accuracy in terms of when an employee has completed a transaction, and helps with working with records generated based on these transactions. Page 62

63 Activity Records Tab The data displayed within the Activity Records tab shows the activity hours of the employees after the working day rules have been applied. Within the Activity Records tab, the following information is displayed: Start: Finish: Activity: Time: Cost Centre: Rate: Factor: Total: Productive: User: Start time of activity. End time of activity. Activity type. Time spent within activity. Cost Centre type. The Pay Rate attributed to this activity record. Overtime rate, e.g. 150 = time and one half The total earned from this activity (Pay rate x Time). Shows if the employee is paid for this activity If the working records have been created\edited manually, the name/logon of the user will appear here for audit purposes. A summary of these hours is provided within the Day View. Refer to PART III: Intelligent Time system Day View for assistance. Absence Records Tab When an employee is selected in Pane A, the Absence tab will display the same information as the Day View. Refer to PART III: Intelligent Time system Day View for assistance. Page 63

64 Overtime Records Tab When an employee is selected in Pane A, the Overtime tab will display any overtime that has been attributed to this day. A summary of these hours is provided within the Day view. Refer to PART III: Intelligent Time system Day View for assistance. Unauthorised overtime records are denoted by the overtime icon: Anomaly Records Tab When an employee is selected in Pane A, the Anomaly tab will display any anomalies that the employee has incurred for the day. When an anomaly occurs, it will be displayed within Pane B and is denoted by the following icon: Anomaly Icon to denote that an anomaly has occurred and needs to be resolved. Information available to be viewed in this section is: Detailed description of the anomaly within Pane C Time of Anomaly Anomaly Code Description of Anomaly Tick Box (to authorise anomaly) Anomalies can be cleared (Authorised) by unticking the appropriate raised box. Once the anomaly has been resolved it will be shown within the Day View. Refer to PART III: Intelligent Time system Day View for assistance. Page 64

65 Summary Tab The summary tab contains a summary of the highlighted employees Holiday, Absence and sickness. The Summary tab is read only and provides the user with an overview of the employee s entitlements. Flexitime If Flexitime is being used, this tab provided a summary of the flexitime allowance, worked hours, the credit or debit and the flexitime balance. This tab is read only and provides a summary of the employee s flexitime hours. Page 65