TIME TRAX LITE

TIME TRAX LITE
TIME TRAX LITE
Time Attendance Systems
Version: 2.0
Usage Manual
INTEGRATED INFORMATION SYSTEMS
User Manual
`
 United Software Engineering FZE
Dubai, U.A.E.
Phone +971.4.3409818 • Fax +971.4.3407851
CUBIX - TIMETRAX
Table of Contents
Terminal Details
About the Terminal
Data Synchronization
Time & Attendance Usage
Working Hours Calculation
Reporting Software
Setup
Reports
i
Terminal Details
About the Terminal
The terminals supported by this software are as follows:
Brand:
S900,NxtID
Type:
Proximity Card Reader and/or Fingerprint Identification System.
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Data Synchronization
The data between the Machine and the Software is synchronized by a DATA
SYNCHRONIZER which is installed along with the application.
The SYNCHRONIZER collects the data from the Machine and updates it to the Time
Attendance Application. Once so done, the same will be available to the users of
TimeTrax for reporting.
Following is the data that gets synchronized.
1) Employee Details:
Details of the Employees are synchronized as entered in the Machine.
The ID of the Employee will be the same as the Machine ID of the
Employee. We can add the Employee’s through TimeTrax application
and must provide the same Machine id what we specify in the Device
Software.
2) Attendance:
The attendance data for all employees from all the Machines is
synchronized by the DATA SYNCHRONIZER to the application at an
interval of 5 minutes.
The DATA SYNCHRONIZER is an automated application and will run on the machine
where the application is installed.
3
Working Hours Calculations
This is how the calculation will be done: Assume: Office timings are from 8:00am to 18:00pm and Report Time is 8.30am.
e.g. 1
Morning In:
08:30
Evening Out: 18:00
e.g. 2
Morning In:
08:42
Evening Out: 17:43
Work Hours:
09 Hours 30 Minutes.
Work Hours: 9 Hours 01 Minutes.
Late Hours: 12 Minutes
Early Leaving: 17 Minutes
e.g. 3
Morning In:
Evening Out:
Work Hours:
OT Hours:
08:25
18:49
10 Hours 24 Minutes.
24 Minutes
Reporting Software
Name
Version
: TimeTrax
: 2.0
Starting the Application
To start the application you type http://computername/timetrax in the Internet
Explorer. Once you type and press enter key, Login screen will come.
4
Navigation
To navigate through the application use the menu’s.
Masters Menu
The Masters menu allows you the following options:
Shifts: To define, reset or review shift timings of the organization.
Departments: To define, reset or review the Groups of the Employees.
Designation: To define, reset or review the Designations of the Employees.
Location: To define, reset or review the Location of the Employees.
Holidays: To define the Overall Holidays of the Organization. The weekly off(s) will
be
defined for each shift. In that case only the public or special holidays will be
defined here.
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Ramadan Schedule: To define, Ramadan timing of the organization
Employee: To add, update or view the details set for each Employee.
Device Master: To define the number of time attendance devices
Shifts
Here the user can define the Shifts/ Timings for his Organization.
Add Screen Details:
Shift Name: Name of the Group.
Mandatory, Unique
Shift Type:
Specify whether it is Day or Night.
Start Time:
Starting time of the shift.
Mandatory. Time field.
Format: HH.MI,
Hours should be as per 24 hours clock. So 5pm is 1700 hours.
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Minutes (MI) cannot exceed 59.
Range: 00.00 to 23.59
End Time: Ending time of the shift.
Mandatory. Time field.
Format: HH.MI Range: 00.00 to 23.59
Other Constraints: Should be after the “Start time”.
Report Time:
Time by which the employees should report to avoid being
marked late.
Mandatory. Time field.
Format: HH.MI Range: 00.00 to 23.59
Other Constraints: Should be after the “Start time” and before
the “End time”.
Work Hours:
Calculated field.
Work Hours = (end time – start time) – break hours
Non-Editable
Break Hours:
The time given for lunch break to the employees in the group.
Mandatory. Time field.
Format: HH.MI
Range: 00.00 to 23.59
Other Constraints: Should be less than the “work hours”.
Ramadan Timing:
The timing for this Shift during Ramadan. If not specified, it
will be taken as the “In” and “Out” time of the Shift.
Mandatory. Time field.
Format: HH.MI
Range: 00.00 to 23.59
Half Day:
If the Shift has a Half Day of attendance during the week, it
can be specified here. Along with this, the user also has to
specify the “Out” timing for the day.
If selected, Time Out becomes Mandatory.
Time field. Format: HH.MI Range: 00.00 to 23.59
Weekly Off:
In a multi-shift setup, it is always advisable to have the
weekly offs specified here instead of the Holiday Master.
You can have 2 weekly offs if your company follows a 5 day
week.
Adding a Shift
To calculate shift timings click “Calculate shift Timings” button then to add a new
Shift, Click on the ADD button.
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The “Cancel” button will cancel the adding operation.
Editing a Shift
To edit an existing shift, from shift View all screen click “Edit” link. The
application will fetch all the details.
Once displayed all records, make changes and press the save button.
The “Cancel” button will cancel the editing operation.
Note: Shift Name Should be unique.
Deleting a Shift
To delete a shift, from shift view all Screen click “Delete” link. The application
will fetch all the details. Once displayed all records, press the Delete button.
The application will ask for the confirmation before deleting.
Restrictions: If there are Employees defined for the shift, it cannot be deleted.
Department
Here the user can define the Department’s for the Employees.
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Add Screen Details:
Department Name: Name of the Department. Mandatory, Unique
Overtime:
Specify whether Overtime is applicable to this Department.
Default Shift:
The default Shift of the Employee belonging to this group. This
option is applicable only if the Shift definitions are as per
Department.
Active Status:
Specify whether this Department is Active.
The “Cancel” button will cancel the adding operation.
Editing a Department
To edit an existing Department, from Department View all screen
click “Edit” link. The application will fetch all the details. Once
displayed all records, make change and press the save button .
Note: Department name should be unique.
Deleting a Department
To delete a Department, from Department view all Screen click “Delete” link.
The application will ask for the confirmation before deleting.
Restrictions: If there are Employees defined for the Department, it cannot be
deleted
Designation
Here the user can define designation for the Employees.
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Add Screen Details:
Designation Name: Designation.
Mandatory, Unique
Active Status:
Specify whether this Designation is Active.
The “Cancel” button will cancel the adding operation.
Editing a Designation
To edit an existing Designation, from Designation View all screen click “Edit”
link. The application will fetch all the details. Once displayed all records, make
change and press the save button .
Note: Designation should be unique.
Deleting a Designation
To delete a Designation, from Designation View All Screen click “Delete” link.
The application will ask for the confirmation before deleting.
Restrictions: If there are Employees defined for the Department, it cannot be
deleted.
Location
Here the user can define the Location’s for the Employees.
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Add Screen Details:
Location Name: Name of the Location.
Mandatory, Unique
Active Status:
Specify whether this Department is Active.
The “Cancel” button will cancel the adding operation.
Editing a Location
To edit an existing Location, from Location View all screen click “Edit” link .
The application will fetch all the details. Once displayed all records, make
change and press the save button.
Note: Location should be unique.
Deleting a Location
To delete a Location, from Location View All Screen click “Delete” link. The
The application will ask for the confirmation before deleting.
Restrictions: If there are Employees defined for the Location, it cannot be deleted.
Holiday
Here the user can define the Holidays.
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Screen Details:
There are three types of Holidays, Weekly, and Public & Special.
Public and Special Holidays are applicable to all the Employees over all
Departments and Shifts.
Weekly holidays are applicable only to the employees where Weekly Offs is
specified in the Shift Details. If the Shift given to an Employee, either through the
Employee master or through the Shift Roster, has an off defined for it.
Adding a Holiday
To add a new Holiday, first select the Leave Type and give some description and
finally select date from the Calendar and then click on the “Add Holiday Schedule”
button.
Deleting a Holiday
From View All list click the Delete button icon.
The application will ask for the confirmation before deleting.
Ramadan Schedule
Here the user can define the Ramadan.
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Screen Details:
Start Date: Ramadan start date.
End Date: Ramadan end date.
Adding a Holiday
To add a new Ramadan date, select start date and end date from the Calendar and
then click on the “Add Ramadan Schedule” button. It checks validation and it will
add.
Deleting a Holiday
From the list click the Delete button icon.
The application will ask for the confirmation before deleting.
Employee
Here the user can define the details of the Employees.
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Contd-2
Screen Details:
Name:
Name of the Employee.
Mandatory, Unique
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Personal Details
You can define the Personal Details of the Employee here. These will include:
• Designation
• Employee Device ID.(Number registered in the Device)
• Employee company ID(Internal Company ID ,if any)
• Phone
• Category
• Location(Mandatory)
• Department
• Shift of Working (will display list of Shifts defined earlier)
• DOB
• Active Status of the Employee
• Joining Date (Mandatory Field, Format: DD/MM/YYYY)
As per the Department Selected, the application will display the Timings of the
Employee.
If we defined any default shift to the department, otherwise we select shift from
the drop down list.
Here for the selected Employee if the timing is different from the Shift Selected,
the same can be specified here.
Editing an Employee
To edit an existing employee, from employee from the View All screen click”Edit”
link. The application will fetch all the details. Once fetched, the details will be
available for Editing.
Once all the details are updated. Press the “Save” button to save the changes.
Note: Employee Device ID should be unique
Deleting an Employee
To delete a Designation, from Designation View All Screen click “Delete” link.
The application will ask for the confirmation before deleting.
Restrictions: An Employee CANNOT BE DELETED if he has attendance for a day. You
can however make it “In-active”.
The employee once made inactive will not appear on any of the reports.
Device Master
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Here the user can define the time attendance devices to pull the data from.
Add New Device
Device Model: selected model of the time attendance device
Device name / location: location of the device to be appeared in the reports
Device ID: ID of the device to map the incoming data from that particular device
Leave Master Menu
The Leave Master menu allows you the following options:
Leaves: To define the Leaves types.
Balance Processing: To process the leaves to all employees.
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Leave Transaction: To avail the Leave
Leave
Here the user can define the Leave for his Organization.
Add Screen Details:
Leave Code: It is short code for Leave.
(Mandatory and Unique)
Leave Description: Description for the Leave.
(Mandatory)
Paid (Yes/No): Whether it is paid leave or unpaid leave.
Extension: Latter it can be extendable or not.
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Credit Date Type: Type of leaves. It is 5 types.
(Mandatory)
1. Annual Basis: They can avail this leave once in a year.
2. Availing Basis: They can avail this leave as we defined.
3. Maternity: They can avail this leave once in life time.
4. Once in Life Time: They can avail this leave once in life time.
5. Paternity: They can avail this leave once in life time.
Credit Date Type: This is the start Date of this leave.
Year Credit Days: Total leave days.
Carry Forward Balance (yes/No): If employee has not availed this leave, it can
be carry forward to next year or not.
It is carry forward, it asks for “Maximum Credit Days”, here we mention how
many days that he can avail the leave.
Maximum leave Allowed: It means how many times he can avail this leave.
To add a new Leave, Click on the ADD button.
The “Cancel” button will cancel the adding operation.
Balance Processing
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Here we are processing the leave to all employees.
Screen Details:
Select Leave: It displays all the active leave that we defined.
Valid till Date: It means until when this leave is applicable.
It is simple to process the leaves, select the leave from the drop down list once
selected it displays the leave details as per the selection.
Click “Apply Leave Balance” to process the selected leave to all employees.
Note:
(1).Leave start date is “credit date”, in leave details panel we can see and
“valid till date” is Leave end date that we are specifying here.
(2).Only Leaves are processed to active employees.
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Leave Transaction
Screen Details:
Select Employee: Select the Employee from the drop down, who is avail the
leave.
Select Leave: It displays the processed leave code.
From Date: From when employee takes the leave.
To Date: Until date he is on leave.
Days Count: Total leave days.
Add Transaction
Select the employees from the list as per the selection processed leave code
are displays. Further we select the leave it displays leave balance details and
leave details for the particular selected leave.
After providing the date range .Leave will be added when we click the
“Update” button.
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Note : Leaves can be extendable only ,If we defined the leave as a extension “Yes”
in add new leave screen.
Transaction Menu
The Transaction menu allows you the following options:
Shift Scheduler: To schedule the shift of the employee
Attendance editing: To change the attendance of the employee
Change of Supervisor: To change the current Supervisor of the employee.
Change of Location: To change the current Location of the employee.
Shift scheduler
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Select Department: Select the department
Select Employeer: Select employee which is under the selected department
Month and Year: select the month and year for shift schedules
Attendance Editing:
Attendance Editing we do manually
Attendance editing page
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In above screen
If you want mark employee as present, select present status as Yes.
Note: We mark employee present, it takes default shift In Time and OUT Time.
If you want mark employee as absent, select present status as No.
We can also mark as s leave.
For that just we check on leave check box then select the defined leave from
list and click “Save” button.
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Change of Supervisor
Screen Details
Select Employee: to whom you want to change the supervisor
New Supervisor: Assign the new Supervisor to the selected employee.
From Date: From when he will be reporting to new supervisor
Restrictions: From date should be greater than today date.
Change of Location
Screen Details
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Select Employee: To whom you want to change the Location.
New Location: Assign the new location to the selected employee.
From Date: From when he will be work in new Location
Restrictions: From date should be greater than today date.
Report Menu
This menu allows the user to print reports related to attendance and time tracking.
Events Report
This report displays every terminal accessed by the user.
Absence Report
This report displays the List of Employees absent. Again this is parameterized
report.
Lateness Report
This report displays the List of Employees who has come in late, i.e., after their
“Start Grace time”.
Early Leavers Report
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This report displays the List of Employees who has left before their designated
“end time”.
Daily Attendance Report
This report displays the attendance details of the employee by date. It shows In
Time, Out Time, Work Hrs, Late Hrs, Early Hrs and Extra Hrs.
Monthly Attendance Summary Report
This report again is very summarized. The Attendance Data of the Employees are
shown Monthly from the First day to the last day of every month.
Employee Overtime Report
This report displays the Overtime of Employees. OT refers to the extra hours over
and above the normal working hours.
Leave Register
This report displays employee availed leave details.
Supervise Report
This report displays the attendance details of the Supervisors in a Company.
Location wise Report
This report displays the Location wise details
User Daily Login Report
This report displays the user login details
Master Reports
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List of Shift: This report list all shift details
List of Departments: This report lists all departments
List of Designation: This report list all designations
List of Location: This report shows all the locations
List of Employee: This report lists all employee details
Administration
User Groups
Users
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Profile
Company Profile
Attendance Preferences
Parameters
This screen allows to set/modify certain parameters related to the time
attendance policies for Time Trax calculations.
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Once the administrator password is specified it will lead to the below screen.
.END OF THE MANUAL.
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