Cogito Time & Attendance. Version 3.0. User Manual

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1 Version 3.0 User Manual Copyright 2017 Averics Systems Inc.

2 Table of Contents Cogito Time & Attendance... 3 Getting Started... 3 Home Page and Workspace... 4 Time & Attendance-Views and Reports... 6 Type of Views... 7 Configuring Time & Attendance Security & Auditing

3 Cogito Time & Attendance Cogito Time & Attendance system provides an easy way to track employee time and attendance and manage scheduling, absences and labor analytics. Optimized for you industry, it can be scaled globally and implemented in the cloud or on premise. Getting Started LOGGING IN Cogito Time & Attendance System is a web-based system. You would need a standard web browser such as Internet Explorer, Firefox or Chrome to access Cogito. Note: While other major web browsers are supported, this user guide uses Internet Explorer for ease of use and clarity s sake. To access Cogito Time & Attendance system, 1. Click on Cogito desktop icon. 2. Alternatively, open Internet Explorer and in the address bar, enter and hit the Enter/Return key on your computer s keyboard. 3. Enter user name and password and click Login button 3

4 Navigate to Monitoring > Time & Attendance to see the Cogito Time & Attendance user interface. Note: Cogito supports a number of different authentication including Windows authentication. Home Page and Workspace Cogito Time and Attendance system is an intuitive system that is very easy to use. Highlighted labels in the following picture shows different parts of the Cogito time and attendance user interface. Menu Bar All command button are shown on the Menu Bar. Each view has its own command buttons and they are discussed in the appropriate section below. Select Cogito Time and Attendance system provides number of analysis and report views that show hours worked and other information. There are Daily, Individual views and summary views. These are discussed below in their appropriate sections. Report Cogito provides a number of reports showing time clocked-in by employees. All views have associated reports that may be printed. View Area Shows the information for the selected view. The Refresh button may be used to refresh information shown in the current view. DETAIL VIEW 4

5 IN Snapshot If a device (i.e. a reader or camera) is configured to take a snapshot of scene when someone clocks in, IN Snapshot area shows the taken snapshot. OUT Snapshot If a device (i.e. a reader or camera) is configured to take a snapshot of scene when someone clocks out, OUT Snapshot area shows the taken snapshot. Time Overrides Pane Shows history of time overrides done by an administrator of an employee s clock-in or clock-out time. TIME OVERRIDE - OVERRIDE AN EMPLOYEE'S HOURS In certain cases, there may be a need to override hours worked by in employee. Provided that the logged in user has permissions to do so, hours can be overridden as follows: 1. Click on the Edit button. 2. Set New Time-in or New Time-out in the following dialog 3. Check the Time-out falls on next day check box if New Time-out falls in next day. 5

6 4. You must enter a reason. 5. Click Ok button The Time Override pane, on the detail view, shows override history for the selected time record. Time & Attendance-Views and Reports Cogito provides a number of views showing time clocked-in by employees. All views have associated reports that may be printed. GENERATING A VIEW To view a specific view, 1. Click Select button. 2. Select a particular Time Shift from the Time Shift drop down. 3. Select a particular view from the listed views. For example, select a Daily view. 4. Click OK. PRINTING OR EXPORTING A REPORT To print a specific time and attendance view, 1. Select a particular report from the Report drop down. For example, select a Daily report. 2. Select a particular Time Shift from the Time Shift drop down. 6

7 3. Select time period by choosing a start date and an end day. 4. Click OK to generate report. 5. To print the report, click on the Printer icon. 6. To export a report, click on the Save icon and select the format. Types of Views Cogito time and attendance has a number of views showing worked hours. DAILY VIEW The Daily View shows time and attendance information grouped by days. For example, you may see hours worked by all employees on a given day. 7

8 Date The day of the clock-in/clock-out Employee ID Id of the employee as entered in the user record. Employee Name Name of the employee as entered in the user record. Department Department as entered in the user record. Time In The time at which clock-in occurred. Time Out The time at which clock-out occurred. Work Time Total time worked by the employee on the given day. Site Location where clock-in occurred. Result A descriptive time status of this entry: o o o o o o o Normal Late in Early out Late in/early out Missing in Missing out Absent INDIVIDUAL VIEW The Individual View shows time and attendance information grouped by employee. It shows hours worked by individuals in a given time period. 8

9 Date The day of the clock-in/clock-out ID Id of the employee as entered in the user record. Name Name of the employee as entered in the user record. Department Department as entered in the user record. Time In The time at which clock-in occurred. Time Out The time at which clock-out occurred. Work Time Total time worked by the employee on the given day. Site Location where clock-in occurred. Result A descriptive time status of this entry: o Normal o Late in o Early out o Late in/early out o Missing in o Missing out o Absent DAILY SUMMARY VIEW Daily summary view shows a summary of hours worked on a given a day with total counts of different results for that day. Selecting a row shows a pie chart summarizing selected row: 9

10 INDIVIDUAL SUMMARY VIEW Individual summary view shows a summary of hours worked by an individual with total counts of different results. Selecting a row shows a pie chart summarizing selected row: 10

11 Configuring Time & Attendance Navigate to Database> Time & Attendance section Note: The configuration is only available if the logged in user has configuration permissions. In the configuration view, you may add or modify time categories, work schedules and time shifts. COMMON ELEMENTS All configuration pages contain a number of common elements described below: TIME SHIFTS By default, Daily Shift isincluded in the system and others can be created as per requirement. ADD A TIME SHIFT 11

12 To add a daily schedule, 1. Navigate to Database > Time Shifts 2. Click New button at the menu bar. 3. In the dialog that pops-up, enter name (maximum 50 characters) and optionally a description and click the Ok button. 4. Modify general properties at the General tab. Start Date Date when the shift starts. Analysis and reporting views only shows records that fall within shift start date and shift end date. End Date Date when the shift will end. Analysis and reporting views only shows records that fall within shift start date and shift end date. Clock-In Reader The reader at which employees will clock-in. Note that the clock-in and clock-out reader may be the same reader. Clock-Out Reader The reader at which employees will clock-out. Note that the clock-in and clock-out reader may be the same reader. WEEKLY SCHEDULE Shift schedule allows you to assign a daily schedule to each day of the week. Daily schedules are defined in the 12

13 Daily Schedules page. Each day within the week may be assigned a different daily schedule. USERS The users tab allows you to configure employee membership of the selected shift. Credential types with the Cogito Access Control System are groups of cards You may use Add or Delete buttons to change which credential types are included within the shift. WORK SCHEDULES Work schedules define time and attendance parameters for a single day. Work schedules are assigned to shifts to create a shift schedule. By default, Day Schedule isincluded in the system and others can be created as per requirement. ADD A WORK SCHEDULE To add a work schedule, 5. Navigate to Database > Work Schedules 6. Click New button at the menu bar. 7. In the dialog that pops-up, enter name (maximum 50 characters) and optionally a description and click the Ok button. 8. Modify general properties at the General tab. 9. Create Time Intervals for the schedule at the Time Intervals tab. a. Click the Add button 13

14 b. Enter start time and end time for the interval. If the interval begins or ends in the following calendar day, check mark the check boxes at the bottom of the dialog appropriately. c. Select a time category. d. Click Ok to finish. GENERAL PROPERTIES Start of the Day Start of the day time is used to indicate the end of the previous day and the start of a new day. All previous day s clock-ins that has not clocked out before the start of the day time are marked with a Missing Out result. First In/Last Out If checked, first clock-in (i.e. a card swipe) after the day start time is considered a clock-in and the last clock-out (i.e. a card swipe) is considered a clock-out, regardless of how many times clock-in/clock-out was attempted inbetween. SCHEDULE A work schedule consists of one or more time intervals that define time slots within the day. 14

15 Start Time/End Time Set the beginning or the end time for the time interval. If the time interval begins in the following calendar day, (+1) indicator is shown besides the interval Grace Period Start Grace period is the forgiveness period at the start of the interval and the End Grace Period is the forgiveness period at the end of the interval. Its unit is minutes. For example, a worker who clocks in at 8:05 AM will be considered to clock in at 8:00 AM if the interval start time is 8:00 AM and the start grace period is 5 minutes. Rounding Specifies, in minutes, how to round a worker s check-in/check-out time (for example, an entry of 5 will round a worker s time to up for Start and round it down for End). Minimum Duration The minimum duration for the time interval (in minutes). Workers must be checked in for at least the minimum duration, or the system will record no time worked for the time interval. Affects Results If checked, the data from this time interval will be included in the analysis and report views. Auto Clock-In If checked, automatically clock-in a worker who has failed to clock-in for the time interval. Auto Clock-Out If checked, automatically clock-in a worker who has failed to clock-in for the time interval. TIME CATEGORIES Time categories are used to categorize time intervals of a work schedule.by default, Normal Hours isincluded in the system and others can be created as per requirement. 15

16 ADD A TIME CATEGORY To add a time category, 1. Navigate to Database > Time Categories 2. Click New button at the menu bar. 3. In the dialog that pops-up, enter name (maximum 50 characters) and optionally a description and click the Ok button. 4. Modify general properties at the General tab. 5. Click Save at the menu bar to save your changes GENERAL PROPERTIES Time Rate The rate at which time is calculated for this time category. Rounding Specifies, in minutes, how to round a worker s check-in/check-out time (for example, an entry of 5 will round a worker s time to the nearest 5-minute decrement). Display Color A color associated with the time category for displaying summaries. Security & Auditing AUDIT REPORT Audits are logged to audit tables for all actions taken by logged-in users. This includes, all changes made to the configuration as well as any time overrides done. 16

17 To view the audit reports, use the Cogito Security System. SECURITY Access to configuration and time override is controlled by the Cogito Security System. To change these permissions, use the Cogito Security System. 17