TMx Time Management System

TMx Time Management System TMx System Components The TMx system has 2 main physical components: 1) TMx software programs running on your PC; 2) The TMx Kiosk, a touchscreen device equipped with ID card reader and printer. TMx software running on your PC is used to perform various administrative functions such as enter new employees (Personnel section only), create schedules, edit or create pay records and run reports. The TMx Kiosk is the place where employees clock in and out of the system. Each area will have 1 or more of these units mounted on the wall. Clocking in and out of the TMx system creates time records which are visible in the TMx system using the TMx software and used by personnel to report hours-worked in the same way paper punch-cards or paper timesheets were previously used to report hours to personnel. TMx Kiosk The TMx Kiosk touchscreen unit with integrated printer and card reader allows employees to clock in or out for shifts and breaks (when manual breaks are specified). Employees must clock in or out for regular shifts no more than X minutes before and after each shift. This X period is defined by management and is typically +/- 7 minutes. Employees who try to clock in outside the grace period before the beginning or end of a scheduled shift will receive a Unscheduled message. Clocking in past the grace period after the beginning of a scheduled shift results in a See Supervisor message (employee is late). The employee must then be clocked in through the Kiosk PC Clock MGR screen. Attempting to clock in when already clocked in results in the message: already clocked in. The employee will need to be clocked out of their previous shift using the PC Clock MGR screen at the Kiosk or manager PC. Breaks Each job title defined in TMx will be associated with a certain type of break. The types of break categories are: 1) No break; 2) Manual break; and 3) Automatic break. Break types have various parameters defined such as break time, minimum shift length which defines the minimum length of a shift before the break will be applied and minimum time before break which specifies the minimum time that must pass before Manual break employees can Start Break at the Kiosk. Manual break employees are required to clock in and out for breaks at the TMx Kiosk by using the Start Break and End Break touchscreen keys and then swiping their UT-ID. Up to two manual breaks per shift can be specified with independent break lengths. Employees cannot End-Break until 10 minutes have passed since the start of the break. Ending a break early (beyond the 10 minute limit but inside the normal break length) results a shorter break and the employee is credited for more work time. Ending a break beyond the normal break length is allowed (no error message) and the extra break time is deducted from the hours-worked calculated for that shift. Employees who forgot to end their break until they clock-out of their shift will need a manager to end their break and clock them out through the PC Clock MGR screen. Automatic break employees are not required to clock in and out for breaks. The break rule associated with the employee s job title determines the length of break. A minimum shift length is specified before a break is automatically applied. For instance, a minimum shift length before break of five hours would apply the break automatically for every continuous shift over five hours in length. Shifts under five hours would not have a break deducted. TMx Software The TMx system is comprised of two main software programs: The Kiosk PC Clock software and MGR Screen and the TMx Admin Module. Both systems use military time (24-hour clock, so 3:00 pm is treated as 1500 hours) TMx Database Update: TMx Admin Module vs. Kiosk MGR menus

When updating employee time records or schedules using the Kiosk MGR screen, both at the PC and at the physical touch-screen Kiosk, only changes to today s information may be made. The change will be for today only. Changes made to employee time records or schedules using the TMx Admin Module will be permanent changes and may affect data in the past present or future. Changes made through the TMx module are loaded daily to the Kiosks units at 3:00 AM. For this reason, changes to an employee schedule made in TMx will not take effect at the kiosks until 3am the next day. New employees entered by personnel section will not be able to clock in until: 1) they are assigned a job; 2) a schedule is created; and 3) we have passed the 3am daily load. 1 and 2 must be completed before 3am or the kiosks will not recognize the employee. Time records created at the kiosk will not be visible in the TMx Admin Module until 3am the next day. Kiosk PC Clock Software and MGR Screen The Kiosk PC Clock MGR menu is accessed in one of two ways: 1) Press the MGR button the left side of the Kiosk screen and swipe your ID card OR 2) run the TMx PC Clock software from your computer desktop and enter your MGR 4-digit code (provided by Infosys or Personnel section). To prevent employees from seeing your MGR 4-digit code, you should always access the MGR screen at a Kiosk by swiping your ID card. Both of these methods access the same Kiosk PC Clock software program. The only difference is that when you run the PC Clock software on your computer you will not have the Kiosk touch screen and will have to use your mouse and keyboard. TMx Kiosk PC Clock Software Screen Default Screen MGR Screen Menu The Kiosk PC Clock MGR menu is used to perform a variety of tasks such as clocking employees in or out, creating a 1-day schedule or changing an employee schedule for today only. The ability to run the PC Clock software from your desktop allows you to access the MGR menu and perform these tasks without standing in front of a physical Kiosk unit. Here are the Kiosk MGR functions presented in the order they appear in the MGR Menu: 1. Close Open Time Records This function allows a manager to close the open time record of employee who left work without clocking out. Employees with open time records can be listed in various ways, but it is recommended to select Close By Work Center, select your work center and then select your employee from the resulting list. Employees will be listed alphabetically one at a time and it is necessary to press Clear to move to the next employee. After the last employee is displayed it will return to the first employee. Selecting the Enter key will allow you to specify the Time Out for that day. The system always assumes they will be clocked

out on the same day they clocked in. So an employee who clocked in on Friday at 11:00 and is subsequently clocked out using the MGR screen on Monday for 15:00 will have a 4 hour shift (11am-3pm). 2. Change Time Records This function is used to change an existing time record created that day and therefore lists only those employees who are currently clocked in or already clocked out for the day. A manager can change both the time-in and the actual or scheduled time-out, which effectively changes the employees schedule for that day and/or their hours worked. This function is mainly used to change the beginning or ending time of a shift which is already closed. 3. Change Breaks This function lists all DHFS employees who have started or ended a break today. Use this function to change today s break start and end times for employees who have already started or ended a break. The primary use for this option will be in closing breaks for employees who are required to clock in/out to start and end their breaks, and who have forgot to end their break. They will be unable to clock out of their shift until a manager uses Change Breaks to close out their break. 4. Create Time Records This function lists all DHFS employees in alpha order by last name. The primary use for this feature is to clock-in an employee who arrived more than 7 minutes after the start of a shift and received the See Supr message. For the employee s Sched Time Out you would normally specify the end time of their current shift. The employee will be able to clock out as normal. You can specify a Time In in the past. This allows a manager to accurately clock in the employee who is scheduled for 0700, arrives at 0730 and does not notify you until 0900. In this case you should specify a Time In of 0730 since that is when they actually started work. Another use would be to clock-in an employee who needs to work but was not previously scheduled using TMx Admin Module (meaning by 0300 that day). 5. Create Schedules This function lists all DHFS employees in alpha order by last name. The primary use of this function is to create a scheduled shift for today only. This is useful for employees who are not in the system yet or don t have a shift defined in the TMx Admin Module for today and have not arrived for work yet. If they have already arrived and need to clock in right then (or for a time in the past), use the Create Time Record function above. The manager should specify a future Sched Time In and Sched Time Out. The employee will then be able to clock in and out without further manager intervention. 6. Change Schedules This function lists all DHFS employees who have been previously scheduled for a shift today in the TMx Admin Module (meaning prior to 3am today). This is used to make corrections to a schedule for todayonly. Example: modify the start time of a shift when the employee calls in sick but plans to come in at a later time that day, or the end time if an employee tells you that they need to leave before their normal end of shift. TMx Admin Module The TMx Admin Module is represented on your desktop by the yellow icon with red TMX letters. As indicated above, changes made in the TMx Admin Module to schedules do not take effect at the Kiosks until 0300 hours the next day. Use the Kiosk PC Clock MGR functions to create temporary schedules and/or clock employees in who have not been defined in the system or who do not have schedules for that day. Time records created by managers or by employees through use of the kiosks will not be sent to the TMx Admin Module until 0300 hours the next day. When entering a TMx Admin Module screen you may see a message to the effect that another use is using this application and any changes you make may be lost. This only matters if you are working on the same

employee as the other user, which is unlikely as each area is restricted to seeing only their own employees. The sole exception to this is the DHFS Personnel section, which is authorized to see and edit all employees. All changes made in TMx Admin Module screens do not take effect until the work is saved by clicking on the blue disk icon in the upper left hand corner of each screen. If a screen is exited before pending work is saved, you will be prompted to save your work, yes or no. Employee Information Screen The Employee Information screen lists all employees in alpha order by last name, first name. This screen is where employee information and job information for each employee is defined. The DHFS Personnel section is responsible for creating a TMx employee record at the time of hire and subsequent updates. There are two exceptions to this: 1) The local manager should update the Card# field when an employee obtains a new ID card from the ID Center due to loss or damage of the original card. Until this is done the employee will not be able to clock-in or out at the Kiosks.

2) The local manager should change the job assignment for employees in their area as needed. Until a job is assigned the employee will not be visible in the Scheduling screen (covered below).

Scheduling Screen The TMx Scheduling screen is used to create schedules for employees who have been assigned to one or more job positions in the Employee Information screen. When creating your schedules don t schedule more than 4 weeks in advance. One way to handle this is to schedule 4 weeks in advance and at the end of this period use the Sheduling screen to copy the 4th week forward to the next 4 weeks. Limiting the extent of future schedules will make the system faster. The upper left corner Calendar window displays a calendar showing today s date. By clicking on different days you can change to a different week. By clicking on the arrow buttons to the left and right of the month ( December ) you can advance through different months and years. The lower left corner Job window displays your authorized Operation, in this case InfoSystems, and the Work Centers within that operation. Within each work center are a number of job titles. When a job title is selected all employees assigned to that job title in the Employee Information screen will appear in the right hand Scheduling window. The large right hand Scheduling window displays the schedules of employees assigned to the job title which has been selected in the Job window described above. Employees who have hours assigned will display a Total number of assigned hours in the right hand column. The displayed Total is modified by deduction of any scheduled breaks (Automatic and Manual). The actual time worked will vary from the Total hours scheduled depending on hours worked and break length taken (in the case of manual breaks). An employee may work less than, but not more than, the scheduled Total due to being late, leaving early or not working shifts.

Adding Scheduled Hours It is suggested that the manager complete 1 week of schedules for all employees in their Operation/Work- Centers so that the Copy function (detailed below) can be used to copy all the completed schedules from 1 week to the next week at once. 1. Click on the top box for the day and employee you wish to schedule. 2. Type the shift start time in military format (3pm=1500) and press enter. You can use 12-hour time but must remember to put in PM as the system will default to AM. For instance 0300 will show as AM. To make it PM you must enter 1500 or 0300pm. 3. Enter the shift end time. 4. To delete a shift, highlight the shift box and hit delete, or right click and choose make shift unassigned 5. To copy a shift, hold down the CTRL key on your keyboard and click and hold the shift with the left mouse button, then drag and drop the shift to the desired employee and/or day. 6. Continue until all days of the week are scheduled. Use the Calendar window to advance to the next week or month as needed. Copy Week to Week Once you have completed a schedule for all the employees in your area for a 1 week period, use the Copy function to duplicate the schedule to a future week. After copying 4 weeks ahead use the Calendar to go into each week and make any changes and customization needed. 1. Pull down the Edit menu and select Copy Shifts. This is the 2 nd menu from the left at the top of the Scheduling screen. 2. Mark the checkboxes next to all employees you want to copy. 3. The default operation is to copy the current week (the week you are currently editing) to the next week. This can be changed by using the Previous, Current, and Next buttons in the Dates to Copy section. 4. Select the Copy button found in the upper right hand corner. The week will be copied and the Calendar will automatically advance to the week you copied to. Be sure to save your work several times in this process, particularly if you are making a lot of changes. This will help prevent loss in case the program or your computer crashes. As in all TMx Admin Module screens, you can save your work by clicking the blue disk icon in the upper left corner.

Pay Record Maintenance Screen The TMx Pay Record Maintenance Screen is used to view, edit or administratively create employee pay records. Pay records are generated by: 1) employees clocking in and out at a Kiosk. These are machine generated records (shown as all white) and require no manager intervention; and 2) managers creating pay records administratively through the Pay Record Maintenance screen (highlighted in yellow). This Screen can be very slow to open particularly when there are a lot of pay records in the system. It is recommended that you plan your work ahead of time to minimize the number of times you must enter this screen. The left hand Employees window lists employees assigned to the current manager s authorized Operations and Work Centers in alpha order by last name. Employees from other areas are not shown. Selecting an employee will display any existing Time Records and Special Pay records for that employee in the right hand window. The right hand Time Records window lists all current time records. The following values can be modified by clicking on the field and typing a new value: Date; Time-In; Time-Out. The Break column can only be edited directly if the break was automatic. For manual-break employees, break time can t be input at the field level of pay record maintenance. See Administratively Create Time Records, below, for details on creating time records and breaks. This works faster when editing many breaks if you start with the person s first record which needs editing, view record detail, then click next record from the detail screen to proceed quickly through subsequent records in need of edits.

Note that the labor cost, total pay and pay rates are for reporting purposes only. They are not used by personnel to compute actual pay. TMx is used to report only hours worked and special pay used such as vacation, comp time earned/used, sick leave, etc. The lower right hand Special Pay window is used by managers and supervisors to report leave time and comp time. Leave time is comprised of the 14 different types of leave available at UT. Comp time is represented by two records. Comp Earned is earned compensatory time being reported to personnel for addition to the employees balance. Comp Paid is compensatory time which is being expended by the employee and will be deducted from the employees balance by personnel. Dates pop-up Window Use the Dates pop-up window to change the currently displayed pay period or week. This window is accessed by clicking on the calendar icon the 2 nd icon from the right, next to the yellow? help icon. The default date range of Pay and Special Pay records displayed is typically the current pay period, but can be modified to initially display individual weeks or full pay periods from past or future dates. By changing Range Type and Startup Begin Point values you can set this as your preferred initial view when you open Pay Record Maintenance. Administratively Create Time Records Each Time Record indicates one period of continuous work with 0-2 off-the-clock breaks. Each separately scheduled shift will create one time record in the system the next day, assuming the employee actually clocked in and out for the shift(s). Double-click on the Date field of the first unused row. A calendar menu will appear allowing you to select the date of the time record. All date will be created for you with the exception of Time In and Time Out which are now highlighted in pink. You must complete entering these values in 24-hour format before the record can be saved. After the time-in and time-out values are specified you should check the resulting Worked column value to insure it is what you expected. For Automatic Break employees you can edit the break as needed by double-clicking on the Break field on the far right side. Here s how to administratively create breaks for manual-break employees, or to create more than 1 break during a shift for manual or automatic break employees: 1. Insure the shift in question has the appropriate and actual time-in and time-out values (don t fudge the time-out) 2. Select the record in question (click on it so that it highlights in red). 3. Press CTRL-R or pull down the View menu and select Record Detail a. You can also right click on the break field and choose Edit Punches 4. Modify the clock-out/in times to create the appropriate break time(s). Time Records can be deleted by right-clicking on the record and selecting delete record or by selecting the record (click on it and it will be outlined in red) and pressing your delete key. You can edit most of the fields by clicking on the field and choosing or typing a new value. Remember that changes are not saved until you click the upper left hand blue disk icon, so be sure to save periodically when making a lot of changes. Create Special Pay Records Special Pay records area created and edited in the same way as normal Time Records. Once you have created the record you must chose the type of Special Pay, which will be one of 16 values, and the number of hours for that leave type on that day. It is possible to create multiple Special Pay records for the same date. Examples would be the employee who uses 4 hours of comp time and four hours of vacation time on the same day. Special Pay records may be combined with Time Records on the same date to record the proper number of hours for the day. For instance, a six hour time record created when the employee

clocks in and then clocks out plus a Special Pay record created by the supervisor representing two hours of sick leave would account for a total of eight hours reported to personnel for that day. Cloning Special Pay Records When creating special pay records for holidays and other events which occur in multiples, follow the steps below to copy each special pay record to multiple employees and substantially reduce the time it takes to handle this. 1. Pull down the Edit menu from the upper left corner and choose Batch Create 2. Choose the Record type from the right hand pull down menu. For example, Univ Holiday. 3. Select the Date you wish to create the special pay record. 4. Check the box next to each employee who will get the Univ Holiday for that date. 5. Choose the Create box at the bottom. Repeat this process for each day. In step 3, choose the next day. To create nine different University Holiday dates for all your employees you would need to perform these steps nine times. End-of-Pay-Period Procedures The day after the end of a pay period each operation manager should use the Pay Record Maintenance screen to review their employees Time Records and Special Pay records and make corrections and additions as needed. It is best to look at Pay Record Maintenance weekly to reduce the amount of work you will have to do at the end of the pay period. After you have verified all your employees Time/Special Pay totals you should report this to the dhfs personnel email list: dhfs.personnel@austin.utexas.edu This list can also be found in the Global List in your Austin address book under the heading All Groups. Personnel is listed as AustinDL-dhfs.personnel. The email should include the pay period date ranges (like 12/1-12/15) and state that you have reviewed and approved time records for employees in XYZ operation. Sending this email to personnel is equivalent to sending the old punchcards and paper timesheets through campus mail: any changes you make after reporting may not be caught by personnel since they may have already downloaded all the data to another system. If you discover corrections are needed subsequent to reporting to personnel, contact them again to let them know you need to make corrections and then again when you are done. If personnel discovers mistakes in your Pay Record Maintenance records they may reply back to you stating what the problems are. You can then go into pay record maintenance, correct the problems and reply back to the personnel list. Employee Signature Sheets You should run the DHFS Employee Hours Signature Sheet report from the Reports section of TMx (found at the bottom of the report list) the day after the end of the pay period and post copies in one or more locations for review and sign-off by employees. Staple all the copies together (if you used more than 1 copy) and send within one week to the personnel office. There are two versions of this report. Both versions of this report will show all the employees in your authorized work center (employees you can see in scheduling or pay rec maintenance) whether they are student workers or benefits eligible employees. However if you only have student workers, run the 2 nd report. 1. DHFS Employee Hours Signature Sheet: This report is used for full-time benefits eligible employees. Before doing Print Preview you should go to Print Setup and click the Landscape button. This report prints all 16 types of University Leave (vacation, sick, etc.) and Comp time Earned and spent if any.

2. DHFS Student-Worker Hours Signature Sheet: This report is used for student workers or other employees not eligible for vacation, sick time, etc. It is portrait mode and omits the 16 leave-type columns.