The CaptureIT Employee Management System. Integrated Business Solutions VIZUAL. Management Solutions Ltd

Transcription

1 The CaptureT Employee Management System ntegrated Business Solutions VZUAL Management Solutions Ltd

2 Time and Attendance Capture Employee Attendance Data in Real Time, Manage Absences and Produce Management Reports Arrange a Free Demonstration - ntroduction CaptureT is a time recording system designed to capture all attendance data from within the workplace. t has an easy-to-follow interface that allows users to monitor and report on every aspect of the time employees spend in the business, and the flexible set-up ensures that the software can be configured to suit any business environment. Key Features and Benefits - Employees can clock in using a terminal and/or their PC - Helps you to manage absences, lateness and sickness - ncludes a full fl exitime management system - Eliminate buddy clocking using biometric identifi cation - Option to transfer attendance data to your payroll software - Link to your fi re alarm to produce an automatic fi re roll call - Calculates hours and overtime automatically - Reduces the burden of administration and paperwork - Access control and door entry system module included - Job labour costing bolt on module available - Provides a full range of management reports as standard Managing Absence, Lateness and Sickness CaptureT can record and highlight up to 99 kinds of holidays, sickness and absence and record both full-day and part-day absences. Keep track of employees remaining holidays and view how many times they have been absent due to sickness or other reasons. Plan cover for holidays by viewing the departmental holiday planner. This is a very useful tool for managers and makes it incredibly easy to decide whether an employee can book their preferred dates for a holiday. Manually edit records and add notes against each day. Clocking n and Time Recording Options CaptureT allows you to mix and match various technologies within the same system, giving complete fl exibility to install the clocking solution that will work best for your business. We work with you to advise which of these technologies will be best for you and carefully explain the pros and cons of each option. Our range of clocking in options include proximity terminals, biometric fi ngerprint identifi cation terminals, a PC based clocking utility and a handheld mobile device. Each of these can be used seperately or combined to manage your whole workforce whether they be offi ce based or remote workers. Flexitime Management CaptureT can be confi gured to hold each employee s fl exitime core period, fl exible period and contracted hours. Managers / administrators can access, at the touch of a button, up-tothe-minute information on the balance of hours for each staff member. The system can accommodate an unlimited number of work patterns. Any number of Managers can be Administrators, with their access rights usually set to allow them to only see employees within their own team / department. CaptureT automatically keeps track of employees debit and credit hours, and the amount of fl exi leave they have taken.

3 Time and Attendance Transfer of Attendance Data to Payroll CaptureT can link to Sage, Pegasus and Earnie Payroll via the use of an optional PayLink program. The PayLink has been designed specifi cally for this task, providing additional security and fl exibility to remove some of the risk associated with a manual payroll process. This PayLink software has functions whereby the relevant fi elds in CaptureT are mapped to the corresponding Payment & Deduction codes in your payroll software. Profi le templates can be set up for individuals or groups of employees whereby only those payment and deduction types that are relevant to each employee are transferred. Job Costing and Shop Floor Data Collection CaptureT allows employees to record the amount of time they spend on jobs and tasks over the course of a working day. There is no limit to the amount of jobs an employee can book time to, meaning you get complete visibility (by both time and cost) of each employee s activity costing whilst they are at work. Data capture takes place via the use of special Job Costing terminals, each having a barcode reader attached. Automatic Fire Roll Call CaptureT produces a real-time fi re report which can be used for a roll call in the event of a fi re. The fi re report can be set to run automatically and once activated, the fi re report can be set to print to named printers on your premises or even ed to a mobile device, such as a Smartphone or PDA. Comprehensive Reporting CaptureT comes with a comprehensive set of reports which include Hours Worked, Lateness, Sickness, Absence, The Bradford Factor, The Working Time Directive etc. CaptureT also comes with a fully functional and customisable Report Scheduler that automatically allows users to schedule reports and reduce administration time. Reports can be directed to a specifi c printer or ed directly to selected staff. The software utilises Crystal Reports as the report generator allowing customisation of existing or the creation of new reports. Access Control and Door Entry The Access Control feature is included as standard and allows you to control employee access from within the same software, using the same proximity cards or keyfobs. This improves the ease-of-use from both an employee and administration point of view. The system can be confi gured with specifi c access rights on both a group and an individual level based on which areas your employees are permitted to access and at what time of the day. Using the CaptureT Access Control feature means that every instance of access gained is recorded against that employee allowing access activity to be monitored. The system also records attempts at unauthorised access. n such a case, the software can deliver an automated notifi cation of an attempted access violation. Our access control works over Ethernet, with readers located next to each door that you require to be controlled. t works in an off-line capacity with employees details and access rights being stored locally at each door. These details are updated with the server at regular intervals. This means that in the event of your server being unavailable, the access control will still function as normal.

4 Clocking n and Time Recording Electronically Record Employee s Attended Time Using The Effective CaptureT Clocking n System Arrange a Free Demonstration - ntroduction The CaptureT Time and Attendance System can allow you to mix and match various clocking in technologies within the same system, giving you complete fl exibility to implement the solution that will work best for you. Options include; > Biometric fi ngerprint identifi cation > Biometric handpunch / palm reader > Proximity with swipe card or key fob > PC based clocking > Mobile device clocking Making the right choice depends on a number of factors, such as your working environment, network capabilities, links between sites, on and off site working patterns and the usual location of your employees. Biometric Fingerprint Verification With our biometric fi ngerprint clocking in machines your employee uses their fi ngerprint to identify themselves at the time clock. Biometric time clocks are a foolproof solution for companies with a buddy clocking issue, where employees are clocking in their colleagues to cover for absence or lateness. To clock in the employee either presents a card / key fob to the time clock or enters their own unique D number. They place their fi nger on the biometric reader and the CaptureT time and attendance software verifi es that the presented fi nger is that of the employee. Do Biometrics affect Human Rights? There are no human rights issues in respect of employee fi ngerprints and palmprints. This is because there is no image of the fi ngerprint or palm either read or stored by the time clocks. For fingerprint identification the reader measures the changes in electrical conductivity at a number of places across the reader surface and translates these into a unique number. t is this unique number that is stored in the CaptureT database. t is not possible to reverse engineer the number into any form of fi nger pattern or fi ngerprint. For palm identification the reader captures a three dimensional image of the hand each time the employee clocks in or out. The hand s size and shape are used to verify their identity with unparalleded accuracy. Biometric Handpunch / Palm Reader Our biometric handpunch time clock eliminates Buddy Clocking as employees have to be present to Clock n. Each Time Clock holds employee and hand template information locally, so is unaffected by possible connectivity issues. Green and red lights notify the employee of the status of each biometric scan to show whether their clock in attempt has been successful or not. For cases where you experience regular power cuts we can supply a battery backup to ensure you never lose attendance data.

5 Clocking n and Time Recording Proximity Clock with Swipe Card or Key Fob Our proximity time clocks offer you the choice of issuing employees with proximity cards, key fobs or a combination of the two to identify themselves at the clocking machine. PC Based Clocking n Utility (RCU) The RCU is suitable for any business where employees work at a PC for the majority of their day, have home workers or a remote workforce with access to a PC, laptop or notebook. The time clocks are completely sealed units and suffer no wear and tear from everyday use and are exceptionally reliable. 85% of our customers choose them due to their reliability and are extremely satisfi ed with their choice. f a time clock is situated in a remote location the terminal would communicate with the CaptureT software at your head offi ce via a dedicated telephone landline with modem. The Remote Clocking n Utility is part of the CaptureT Time and Attendance software which acts as a personal clocking in interface for every PC user. The RCU allows employees to clock in and out, clock to lunch clock on breaks, change their current activity and review the hours they have worked on any day or during a week. For businesses running a fl exitime system, the RCU gives employees the ability to check their fl exi balance at any point in time. Mobile Device Clocking n Utility (MCU) The Mobile Clocking Utility is a perfect solution for recording attendance data for employees who are based out in the fi eld, such as engineers, drivers and salespeople. From within the mobile utility it is possible for employees to clock in / out, clock to breaks and clock to lunch. This completely eliminates the need for timesheets and cuts down the burden on HR and Managers to provide information relating to employee fl exi leave. The RCU also allows employees to view their own personal attendance calendar allowing them to check how many days holiday they have remaining and even send a holiday request to their line manager. Whilst the RCU is normally dedicated to individual employees, it can be confi gured so that several employees can use its facilities on a single PC. The mobile utility is a web based tool that allows clocking from any mobile device that is capable of running a web browser. For example a Blackberry, Smartphone, Apple iphone, Apple ipad, Samsung Galaxy Tab, any WAP enabled mobile phone and a laptop / notepad. As the majority of fi eld based employees will have at least one of these mobile devices it makes it a valid solution for the majority of businesses. The RCU can produce a Who s n list from the Reports button. This can be particularly useful at your front desk where reception staff can be kept informed of the status of all of their colleagues within the company. Comprehensive Attendance Reports All employee attendance data can be accessed by a line manager or administrator to run attendance reports, monitor absences, register a late mark or take a view of employees clocked in throughout the company or at departmental level.

6 Job Costing Module Control, Monitor and Record Your Manufacturing Costs with the CaptureT Job Costing Module Arrange a Free Demonstration - ntroduction CaptureT provides the facility for employees to record the amount of time they spend on various jobs and tasks over the course of a working day. There is no limit to the amount of jobs an employee can book time to, meaning you get complete visibility (by both time and cost) of each employee s activity costing whilst they are at work. The Benefits of Job Costing CaptureT offers many benefi ts, including the ability to: Enter company specifi c data for each job Easily move between jobs using a barcode gun Print bar-coded job sheets from within the system Measure productive and non-productive time within jobs Accurately cost projects based on true historical data View a detailed audit trail of employee activity Monitor activity costing Receive real-time over budget notifi cations by Have a full and comprehensive set of reports Data Capture Hardware Data capture takes place via the use of special Job Costing terminals, each having a barcode reader attached. CaptureT allows you to produce barcoded job sheets using the standard reporting function within the software. These job sheets are then used by employees to move between jobs over the course of the day. When an employee approaches a terminal they fi rst have to identify themselves using the built-in proximity reader and their CaptureT card or keyfob. Once an employee is identifi ed they simply have to select the relevant job sheet and scan the appropriate process. The single, scanned bar code is a composite item that includes both the job number and selected process within that job. You do not have to scan yourself off the previous job to move to a new one, simply scanning the new barcode is suffi cient. Budgeting CaptureT gives you the ability to enter budgetary fi gures for each process of the job and gives real-time feedback on what stage the job is at, along with a breakdown of time spent and costs incurred at that point in time. You even have the facility for the appropriate person(s) to be notifi ed by once a process has gone over budget.

7 Job Costing Module Job Detail Once time has been recorded to a job, CaptureT makes it possible to access a detailed breakdown on the total activity for that job. This will show you exactly who has worked on it, which process(es) they have worked on, when they worked on it, how long they spent on it and fi nally how much it cost. Analysis of this data will allow you to indentify areas that are running effi ciently, as well as highlighting areas that need improvement. Work Records CaptureT also allows you to view detailed information from an employee point of view. The daily work record for each employee will detail every single job and process they have worked on during the course of the day. CaptureT can also be set to highlight periods of nonproductive time. Having this time recorded is an invaluable tool to ensure you get the best out of your workforce.

8 Flexitime Management Manage and Monitor Your Employee Flexitime Scheme with the CaptureT System Arrange a Free Demonstration - ntroduction The management of flexitime is one of CaptureT s core competencies. From the point of view of the manager, administrator and employee our range of features ensure that the running of any flexitime system is both accurate and efficient. The Main Features of CaptureT - Create any number of fl exitime rules - Employees can use fi xed shifts or fl exitime - Month, weekly, four-weekly, two-weekly or yearly fl exi periods - Defi ne brought-forward maximum debit and credit hours - Defi ne fl exible start, fi nish and lunch breaks for each day - Automatic calculation of employee balances for each period - On-screen view of employees year-to-date balances - Enter global or employee specifi c fl exitime adjustments - Displays the employee balance when they clock out - Start and fi nish time rounding - Easily book fl exi-leave days System Configuration CaptureT can be confi gured to hold each employee s fl exitime core period, fl exible period and contracted hours. Managers / administrators can access, at the touch of a button, up-to-the-minute information on the balance of hours for each staff member. Employees clocking in using the Remote Clocking Utility on their PC can view their own fl exitime balance on the detailed attendance calendar and make holiday requests. The system can accommodate an unlimited number of working patterns. Any number of Managers can be Administrators, with their access rights usually set to allow them to only see employees within their own team / department. CaptureT automatically keeps track of employees debit and credit hours, and the amount of fl exi leave they have taken. Flexitime Attendance Calendar Managers have access to their departmental calendar which enables them to view holidays and absences and understand who is off, why and when. This allows team leaders to view staff shortages and arrange cover as appropriate.

9 Flexitime Management Real Time Employee Visability Managers and Administrators have real-time visibility on all employees by department. The coloured shirts associated with an employee shows their status for that day, e.g. yellow = clocked in; red = arrived late; green = sick. Security options can be set to restrict individual managers to their own department. Clicking on an employee allows navigation to all data relating to that employee, helping make the use of CaptureT easy and intuitive. Flexitime Balance and History The interface shown below is available to all employees on their desktop. n addition to enabling employees to view their balances it also allows employees to clock on and off lunch from their PC. Employees can check their past and current attendance and view their real-time fl exitime balance and history. Flexitime Rules Setting up fl exitime rules for one or more employees is easy. The screen shown below views an employees fl exible start / fi nish times for a normal working day. Flexitime Summary This example includes a twelve hour cap on fl exitime carried forward from one period to the next. Note the booking of 11:20 of fl exileave from the accumulated credit balance.

10 Access Control and Security Protect your Employees and Property with CaptureT Access Control Security System Request a Quotation - ntroduction The CaptureT Access Control system is a tried and tested solution that helps organisations to protect its employees and property. Access Hardware Access 7A readers are designed for reliable and secure access control, data collection and person identifi cation in various environments. The Access Control feature is included as standard within CaptureT Time and Attendance and allows you to control employee access from within the same software, using the same proximity cards or keyfobs. This improves the ease-ofuse from both an employee and administration point of view. The system can be confi gured with specifi c access rights (on both a group and an individual level) based on which areas your employees are permitted to access and at what time of the day. The unique and vandal resistant design of the Access Basic reader guarantees that the reader can be used in the most demanding surroundings. ts excellent performance and robustness ensures optimal functionality even in harsh environments. The Basic housing is internationally registered and suitable for indoor and outdoor usage and can even be installed directly onto metal surfaces without additional insulation. Using the CaptureT Access Control feature means that every instance of access gained is recorded against that employee. This means that, if necessary, an individual s access activity can be monitored. The system also records attempts at unauthorised access. n such a case, the software can deliver an automated notification of an attempted access violation. Benefits and Features Contactless cards are easy to use and do not wear Mifare technology supports multiple applications on the same badge Fits in a modern environment with its unique design Stylish and elegant Mountable on junction boxes with optional mounting kit Mountable on a door mullion Connector block for ease of installation Tamper-proof through encapsulation

11 Transfer Attendance Data To Payroll Drastically reduce administration by automatically transferring attendance data to your payroll software Request a Demonstration or visit The CaptureT PayLink The CaptureT Time and Attendance system can link to Sage, Earnie, Pegasus and other Payroll packages via the use of our PayLink program. We understand the importance of a reliable and consistent need for accurate and speedy information to be transferred when conducting the payroll run. The PayLink is a specialist program that has been designed specifi cally for the task, providing additional security and fl exibility to remove some of the risk associated with a manual payroll process. Reduce Admin & Eliminate Human Error. f you do not run Sage, Pegasus or Earnie payroll then data can usually be imported via a CSV fi le into your software. Benefits of the PayLink Automatically Transfers Attendance Data Drastically Reduces Payroll Administration Eliminates Human Error Ensures Employees Are Always Paid Correctly Data is Validated Prior to mport The Payroll Team Remain in Control Dynamic Synchronisation between the Software Time Saving and Easy to Use Comprehensive Payroll Reports on your PC The PayLink software has functions whereby the relevant fi elds in CaptureT are mapped to the corresponding Payment & Deduction codes in your Payroll Software. Pay profi le templates can be set for individuals or groups of employees whereby only those payment and deduction types that are relevant to each employee are transferred.

12 Automatic Fire Roll Call Comply with the Fire Safety Order and Protect Your Employees by Producing an Automatic Fire Roll Call Request a Demonstration or visit The CaptureT Fire Roll Call The CaptureT Time and Attendance system can produce a real time fi re report which can be used for a roll call in the event of a fi re. This supports your duty of care in relation to protecting your employees and helps your business to comply with the Fire Safety Order. Once activated, the fi re report can be set to print to a designated printer or sent to several networked printers on your premises. t can also be ed directly to a web enabled mobile device such as an ipad, SmartPhone, Blackberry or Laptop. The fi re report can be customised based on criteria such as department, clocked in employees and site location. Benefits of the Fire Roll Call Supports your duty of care Eliminates manual fi re registers Comply with the Fire Safety Order Comprehensive customisable reporting Real time reports that are fully up to date Ability to include visitors and non-employees Automatically printed report that can be ed Reduces administration associated with fi re tests The fi re report can be set to run automatically by making a connection between a clocking in terminal and your fi re panel, or manually, by pressing a series of buttons on the terminal itself. After the report has been sent the terminal will display Fire List Printed. Our terminals are constantly communicating with the main CaptureT database to ensure that the fi re list is always up to date. Visitors and non-employees can also be added to the fi re roll call if they are set up on the database and clock in.

13 Company Profile Vizual Management Solutions Ltd are a leading supplier of Employee Management Systems including Time & Attendance Systems, Clocking n Systems, Job Costing Systems, Flexitime Management, Access Control, Payroll Automation and Fire Registers. This variety of products ensures all business types can benefit from a fully integrated solution that monitors labour costs, records attendance, protects premises, increases productivity, reduces employee absence and offers a substantial return on investment. Vizual have an in-house development team and our software is continually being improved with new features and functionality. With this experienced technical consultancy team and direct support, customers are guaranteed the best advice and guidance possible. Vizual are well known for their customer care and support and provide a full consultative approach to ensure customers get the very best out of their system. t is this respect our customers have helped to make Vizual a leading brand name with CaptureT being our flagship product dominating the market for almost two decades. CaptureT is a versatile system that is tailored to match each company s requirements and suits any working environment. t is this sophistication that ensures growth and investment and makes Vizual a profitable company. New Media House Stanley Street Tunstall Stoke-on-Trent Staffordshire ST6 6BW Telephone: [email protected] Website: