1 QUICK START GUIDE In this guide, you will find a brief summary of the steps needed to begin using your FingerCheck Workforce Management Solution. To see detailed instructions on all of the features available, please refer to the User Manual.
2 Table of Contents Page 1. Introduction 3 Overview 1.1 Profiles 2. Employee Data Management Adding Employees Individually 2.12 Setting up Mobile and Web Access 2.2 Importing Employees from a file 2.3 Managing your Employee List View 3. Using the Dashboard Live Status Module 3.2 Absence Requests Module 3.3 Employee Requests Module 3.4 Messages Module 3.5 Current Exceptions Module 3.6 Favorite Reports Module 4. Managing Time Cards Entering a Missed Clock Punch 4.2 Other Time Card Options 4.3 Time Card Summary 5. Payroll Reporting Reports Overview 6.2 Running the Time Card Report 6.3 Setting up the My Reports tab 6.4 The Favorites tab FingerCheck Quick Start Guide
3 1. Introduction Prior to using your new Workforce Management Solution(WMS), you will have submitted a questionnaire outlining your organization s basic profiles and setup information. The following pages will provide brief instructions covering how to begin adding your employees to the system, modifying your initial profile, managing timecards, running reports, and other basic time system tasks. Once you are comfortable with the basics, please refer to the FingerCheck User Manual for more detailed information regarding the many available features and functionality of your system. The FingerCheck Workforce Management Solution is designed to work with all Internet Browsers, however for best results Google Chrome is recommended. Quick Guide Overview The following is a brief explanation of each section of the guide: Employee Data Management In this section, an administrator will learn how to add staff to the workforce management system either individually or via a CSV file. Using the Dash Board Here, the administrator will learn how to utilize the six modules that are found on the Dash Board Managing Time Cards The Time Card section is perhaps the most critical section of this User Guide. This section explains how to correct or add clock punches, enter hours for absences and how to utilize the features that are built into the Time Card functionality of the system. Payroll An explanation is given on how to close a payroll period. Reporting This section explores a few of the built in reports that are available in the workforce management system. A brief overview of the reports that are available is provided and how to run reports. Please note: This guide provides a very brief overview of some of the functionality that exists within FingerCheck Workforce Management Solution. For more FingerCheck Quick Start Guide Page 3
4 detailed instructions to getting the most out of your system, please refer to the FingerCheck Workforce Management Solution User Manual. 1.1 Profiles During your initial set up conversations with your FingerCheck representative, a Master Profile was created for default staff assignments. In the Workforce Management Solution, the profile serves as the framework for how your staff are accounted for within the system. It is important to note that the details of staff schedules, earning, pay periods, breaks/lunches etc. are contained in what are known as a Policy within FingerCheck. The Profile is setup to identify which policies are assigned to a particular staff or group of staff. For example, if all of your staff works the same schedule then everyone can be assigned to the Master Profile. However, if you are operating multiple shifts and varying schedules and multiple groups(types) of staff, then you can setup additional profiles according to those specific variables. Below is a screen shot of a Master Profile: In the example above, you can see which policies are active for the Master Profile. If you create additional policies for schedules, breaks, etc., then they will be available using the drop down menu next to the policy you are assigning. For further details regarding the utilization of Policies, please refer to your FingerCheck Workforce Management Solution User Manual. FingerCheck Quick Start Guide Page 4
5 2. Employee Data Management 2.1 Adding Employees Individually To begin adding employees, click on the Employee tab as seen below: Here, your master employee listing is displayed. To add an employee, select Add. This brings up the dialog box as seen below(required fields highlighted): If you are not using an identifying Employee #(last 4 of SSN, etc.), the WMS will assign the next available number when a? is entered in the field. A? will also assign the next available # to the Clock # field. Enter the information for each employee and select Save. Please Note: An important differentiation is Employee # and Clock #. The Employee # identifies the person within FingerCheck while the Clock # identifies that employee to the Time Clock that they use to clock in and clock out. These FingerCheck Quick Start Guide Page 5
6 numbers can be the same for an employee, but MUST be unique to each employee. If the employee that you just added is going to be clocking in and out on a time clock, then your next step is to send their information to the clock they are assigned to. This is accomplished from the Employee tab by selecting Clock Info from the left side menu: Next, from the Select Clock Action drop down menu, select Send Employee to Clock: This brings up a dialog box: From the list, you can select the time clock that the employee will be assigned to and click Send Employee. Now, when this employee punches in or out, they will be recognized by the time clock. Once you return to your employee master listing, the new employee information can be viewed. To manipulate how your employee list is displayed, click on the header that you want the list to be sorted by. For example, if you wish to display the list alphabetically by last name, click on LastName, if you want to sort your list by Department, click on the Department Header: FingerCheck Quick Start Guide Page 6
7 2.12 Setting up Mobile and Web Access If your organization wants to allow staff to clock in and out via alternative methods, such as mobile device or over the internet from a personal computer, it can be accomplished in FingerCheck via the Web Access sub menu. To access this menu, from the Employee tab, click on Web Access. Next, you will complete the dialog box. Your first step is to create a User Name for the employee. Select the + as shown below: In the dialog box, create a username and password. Then, from the dropdown, select the role. In the example, we have selected the standard employee role: When finished, click on Save. FingerCheck Quick Start Guide Page 7
8 Our next step will define what modes of access we are going to create for this employee. Access can be created to allow employees to punch via web, mobile device or via SMS text messaging using the corresponding radio buttons. Web Punch When the radio button is selected, the employee will be allowed to enter clock punches via the web. If the IP Address field is used, the web access can be restricted to a specific IP Address. Mobile Punch This radio button allows employee to punch via tablet or other mobile device. Time Zone The Time Zone data field will set the time zone that the clock punch will be recorded in. Please Note: The system will always record the clock punch using the designated time zone, not the registered time on the mobile device. SMS Text Punch This radio button will authorize the employee to record clock punches via SMS text messaging. The SMS Text will only register from the SMS Phone number as designated in the SMS Phone data field. 2.2 Importing Employees from a file For convenience and efficiency, there is an option to import your organization s employee listing from a master file. For a seamless import, please insure that the file is in a comma-separated values (CSV) format. To begin the import process, navigate to the Employee tab and select Import. This brings up a dialog box allowing you to search for and select your file for importing using the Browse button. IMPORTANT: To view the fields that can be included in your import file, please click on the Download Sample File button prior to executing the import. When you are ready, select the file and click OK to import it. FingerCheck Quick Start Guide Page 8
9 Upon completion of this process, your staff will show up in the Employee Listing. 2.3 Managing your Employee List View Once all of your employees are added to the WMS, you can easily manipulate how you want them displayed on the Employee List screen. If you have a very large company with many employees and multiple facilities, etc., you can utilize filters to display the employees in the most convenient fashion. Below is the Employee List screen: For our example, the Operations Supervisor may only want to view their staff, therefore they can use the Department filter to display only those employees assigned to Ops. To use a filter, click on the filter icon to display the filter options. From the dropdown list, select the appropriate choice based on your filter criteria. In the example, Begins with is selected. When it is clicked, the Operations Supervisor can enter the letter O in the Department filter box to display all Operations employees as seen below: FingerCheck Quick Start Guide Page 9
10 Please Note: Filters can be used for any Heading in the Employee List view. 3. Using the Dashboard The Home page of the WMS is the Dashboard. Upon logging in, an administrator or supervisor is taken directly to the Dashboard screen. To access it from anywhere else in the program, simply select the Dashboard tab on the main menu bar as seen below: The Dashboard screen will give you a real-time snapshot of everything that is happening in the WMS. At a glance you can see how many staff are logged in, absence requests, Clock exceptions and a listing of your favorite reports. FingerCheck Quick Start Guide Page 10
11 3.1 Dashboard Live Status Module The Live Status module displays the current status of employees who are scheduled for the day. In this example, Live Status is showing that 3 employees are clocked In, 2 are clocked out and 1 is scheduled but has not yet clocked In. 3.2 Dashboard Absence Request Module The next module on the screen is Absence Request. Here, the administrator will see a display of any staff that has submitted an Absence request for the current day. Please note: An absence request is sent to the respective supervisor or administrator by the employee via the WMS. They submit the requested date and type of absence they wish to use based on the policies that have been setup in the system. (For example: PTO Paid Time Off, or Sick Leave, etc.) By selecting More, the Absence Request detail screen will be displayed to allow action to be taken on the request. From here, the request can be Approve or Decline by selecting the appropriate button. If more detail is required or a change to the request needs to be made, select Edit. FingerCheck Quick Start Guide Page 11
12 3.3 Dashboard Employee Requests Module The next module is similar to the Absence Request module. The Employee Requests module displays any miscellaneous requests that have been submitted by staff for a particular day. These requests are based on the company policies that are in place. Below, is an example of an Employee Request for an upcoming day: Here the administrator can see that there is a request in for January 17 th. To drill into the request for additional details about what it is for, select More. This brings up the screen below with details of the request: As seen above, the employee has requested to come in late on January 17 th and the current status for this particular Employee Request is Requested. From this screen, the admin or supervisor has the ability to take action on the request by selecting Approve or Decline. FingerCheck Quick Start Guide Page 12
13 3.4 Dashboard Messages Module The next module on the Dashboard is the Messages Module. The Messages functionality allow s users of the WMS to send messages to other users of the system. In the example, there is a Staff Meeting reminder message. To view the message, the user will select More to display the Message List screen. Admin By clicking on the Sender(From), a popup will display the details of the message. 3.5 Dashboard Current Exceptions Module The Current Exceptions module will be where an administrator or supervisor will look to view all of the current clock punch exceptions that have been generated and have not been resolved. Exceptions are generated when employees make a clock punch outside of their assigned schedule policy. Please note: The severity code is determined during the initial set up conversations with your representative. In our example below, one employee clocked in late and another has a missed punch. To view the details of the errant clock punches, select More. FingerCheck Quick Start Guide Page 13
14 The screen below displays the Exceptions listing where you can access the details of the errant clock punch, and also the option to take action on the punch. Select More Info to see the details. The popup tells you that the employee clocked in 10 minutes late. Select Close to return to the previous screen to take action on the exception. To clear the exception from your list and indicate that it has been checked by an administrator or supervisor, select Reviewed. This clears the exception from your list and also from the dashboard. FingerCheck Quick Start Guide Page 14
15 3.6 Dashboard Favorite Reports Module The final module on the Dashboard is the Favorite Reports module. This selection of reports is determined by the reports that you have set up as your organizational favorites via the Reports tab. An explanation of how to work with the reports tab is discussed in Section 6 of this Guide. From this module, you can quickly run any of the reports listed. Please note that the favorite reports module is the same for every administrator or supervisor using the WMS. It is important to determine which reports are the most valuable to the leadership team and select them accordingly. By selecting More, the user is directed to the Reports tab, Favorite Reports sub menu where the report variables can be edited. FingerCheck Quick Start Guide Page 15
16 4. Managing Time Cards When employees use the time clock, the system automatically assigns the punch. For example, the first time an employee uses the clock on a particular day, the system will assign that specific time as a Clock In punch. When the employee goes to lunch and uses the clock again, the time is assigned as a Clock Out, when they return it is assigned as a Clock In and finally when they leave for the day, the clock assigns a Clock Out punch. Below is an example of what those clock punches will look like: 4.1 Entering a Missed Clock Punch When an associate shows up on your exception list with a Missed Punch, this is an indication that there was an error when they tried to Clock In or Out. In the case of an employee missing a clock punch or whenever you need to edit a timecard, changes can be made from the Time Card tab. In the example below, the employee has failed to Clock Out at the end of their shift. This will show up on your Dashboard as an exception. Once you investigate to find out the circumstances regarding the missed punch, it can be corrected in the system. First, select Time Card from the menu bar to bring up the Time Card view. FingerCheck Quick Start Guide Page 16
17 Missing Clock Punch Exception Indicator To make this correction, select Enter Punch to bring up a dialog box where all the relevant data is entered. Please Note: By keeping the Type of Punch set to Auto, the clock punch is automatically entered in the correct sequence. Punches can also be manually set as In or Out using the Punch Type dropdown menu. In the above example, the date and punch time are edited. Click Save & Close and the Time Card will reflect the changes. FingerCheck Quick Start Guide Page 17
18 Out Punch is fixed Once a clock punch has been edited, it is important to note that you click Recalculate to insure that the hours for the entire week are recalculated to account for the total hours that may have been impacted by the change. 4.2 Other Time Card Options From the Time Card view, an administrator or supervisor can perform multiple tasks with regard to adjusting and insuring that staff timecards are correct for payroll. As discussed, clock punches can be entered manually using the Enter Punch function. To manage an absence, the Enter Absence function is used or to add hours without the associated clock punches, the Enter Hours function is used. Each of these functions bring up a dialog box where the appropriate information can be entered. Another option for editing a clock punch is by clicking on the punch you wish to edit or change. Any entry in the Time Card containing a hyperlink (underlined) can be edited. FingerCheck Quick Start Guide Page 18
19 Click to edit 4.3 Time Card Summary The top of the Time Card view contains the individual clock punches by day of the week. A summary of those clock punches are organized in the lower half of the page as seen below: This section displays the accumulated hours by day This section shows that the employee used 8 hours of PTO This section rolls up all of the hours for the week and separates them by type of hour. The Paid Hours are summarized at the bottom. For detailed information regarding the Time Card tab and the available functionality, please see the FingerCheck User Manual. FingerCheck Quick Start Guide Page 19
20 5. Payroll At the end of your pay period, the payroll designee can begin processing the payroll cycle. Prior to doing this, it is important that all Time Card exceptions are handled appropriately in order to insure that everyone is paid accurately. When ready to proceed, the Payroll function is accessed by clicking on the Payroll tab on the main menu bar, then Start to begin the process. Next, in the Payroll Process popup select the Pay Schedule and Check Date from the dropdown menu. This shows you the week(s) being accounted for: Then click Next to move to the Data Verification screen where the WMS will determine if there are any outstanding exceptions or if any Time Cards need approval. Then click Next to proceed to the Preview. FingerCheck Quick Start Guide Page 20
21 All exceptions cleared. All Timecards approved(only if it is required). No pending requests From this screen, the payroll designee will select Preview Register to generate a quick glance at payroll to determine if everything is ready to go. The preview generates a popup where employees can be selected for preview. Please note: Preview is an optional step in the process. By clicking on Run, a PDF document is generated with the payroll information. After the Preview step, select Next to proceed to completing the Payroll. To lock the employee time cards for this pay period, select Lock Payroll, then click Next to complete the process. FingerCheck Quick Start Guide Page 21
22 Click OK on your confirmation screen and your payroll will be processed and closed. FingerCheck Quick Start Guide Page 22
23 6. Reporting FingerCheck Workforce Management System is pre-loaded with a variety of easy-to-use reports to generate the critical data that an administrator will need. For detailed information about every report available, please refer to your User Guide. The pages that follow will outline the basic reports and provide samples of the reports that are typically used the most. 6.1 Reports Overview To access the reports, select the Reports tab on the menu bar. The available reports are organized by functional relevance and are selected by clicking on the desired function via the left-hand vertical menu as seen below: Basic Summary of Available Reports (Note: Below is a partial listing of reports only) FUNCTION REPORT DESCRIPTION Employee EmplList Generates a master list of all employees Time Card Daily Displays a summary of clock punches for a day Time Card Exception Displays time card exception for a specified period Time Card TCA A listing of approved/not approved timecards Time Card TimeCard Generates a timecard report by day Time Card TimeCard2 Generates a timecard report with additional details Time Card Weekly Generates a Weekly Time Card Summary Payroll Cost Generates an hourly summary by department Payroll PaidHour Summary of paid hours by employee Attendance 100 Displays non-work hours by employee Attendance 101 Displays employee requests for PTO, Sick, etc. Attendance LiveStatus Snapshot of current status of all employees FingerCheck Quick Start Guide Page 23
24 6.2 Running the Time Card Report For most Administrators, the most widely used report is the TimeCard report displaying a summary of all clock punches for each employee during a specified period in time. The administrator selects individual staff or all staff and can then run the report to summarize by day, week, month, etc. If the administrator needs to see additional detail, such as where the clock punches originated, the TimeCard2 report can be used. To run the Time Card report, access the Reports tab, then click on the Time Card sub menu to display the available Time Card reports: To Run any of the reports listed, simply click on the Run Button next to the report you wish to see. For our example, select Run for the Time Card report and the subsequent popup displays as follows: Select Date, Employees to include and click the Run Button. FingerCheck Quick Start Guide Page 24
25 Your Time Card report will display as below: 6.3 Setting up the My Reports Tab Over time, the administrator will determine which of the available reports are the most beneficial to them based on their individual preferences and workflow. Once that determination is made, the My Reports tab can be utilized to efficiently organize and allow you to run the reports from one location. The My Reports tab is specific to an individual administrator or supervisor based on login information. For example, Administrator A will have a different My Reports tab than Supervisor X. Each individual system user can create a specific My Reports tab based on user preference. To begin, select the first report that you wish to add to your My Reports tab. In this demonstration, we will add the Time Card report to My Reports. From the Reports tab, click on the Time Card sub menu, then select the TimeCard report to bring up the report dialog box. Next, use the drop down arrow for Category and select My Reports. FingerCheck Quick Start Guide Page 25
26 Then, you will select the Copy button bringing up a dialog box to confirm that you wish to copy the selected report. Select OK and the report will be located in your My Reports tab. The TimeCard report can now be accessed from the My Reports tab. This process should be repeated for all of the reports that the administrator wishes to organize under one tab. 6.4 The Favorites Tab Similar to the My Reports tab is the Favorites tab which can be set up to contain the reports that will be used by everyone with access to the workforce management system. This tab can be a central location for generic reports that will need to be accessed by Supervisors or others who have timekeeping responsibility. Whereas, My Reports is user-specific, the Favorites tab is available to company-wide users. The administrator will determine which of the reports should be available for general access and place them in the Favorites tab. Thank you for utilizing the FingerCheck Workforce Management Solution Quick Start Guide. For more detailed instructions and to get the most out of your system, please refer to the FingerCheck Workforce Management Solution User Manual. FingerCheck Quick Start Guide Page 26
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GETTING STARTED WITH COVALENT BROWSER Contents Getting Started with Covalent Browser... 1 What is the Browser Version?... 4 Logging in... 5 The URL address... 5 Home page... 5 Menu bar... 5 Go To button...