NOVAtime 4000 Supervisor Web Services

Transcription

1 NOVAtime 4000 Supervisor Web Services

2 Page 1 of 12

3 Table of Contents Login Pages... 3 Dashboard... 4 User Reports...4 Schedule Vs. Actual...4 Exception Summary...5 Attendance Category... 6 Timesheet Page...6 Timesheet Icons Definitions... 6 Changing Pay Periods... 7 Timesheet Summary... 7 Approving Time... 7 Adding Time on the Timesheet... 8 Adjusting Time... 9 Using Insert/Repost... 9 Notes on the Timesheet The History Page Preferences Profile Page Who to Contact Page 2 of 12

4 Login Pages There are two different login screens for the NOVAtime system, the Supervisor screen (Figure 1,1) and the Employee screen (Figure 1.2). Figure 1.1 Figure1.2 Although these screens look very similar, there are three ways to tell them apart. 1. The employee screen has a keypad on the right hand side of the screen (Figure 1.2) 2. Under the NOVAtime Anywhere the screen says either Supervisor Web Services or Employee Web Services (Figure 1.2) Page 3 of 12

5 Dashboard The Dashboard is also called the Five Minute Manager. This page provides an overview of what is happening with your employees in regards to Overtime, Timesheet Status and much more. The Dashboard automatically launches when entering the system. To see the Dashboard after being in the system, select the Dashboard Icon on the top left hand side of the screen. User Reports The User Reports gadget (Figure 2.1) displays all the published reports. When the name of the report is clicked on, the system opens to the report in the Report Generator, Preview page Figure 2.1 Schedule Vs. Actual The Schedule Vs. Actual gadget (Figure 2.4) displays a quick view of how many hours the employees have worked so far this pay period verses their scheduled hours. This gadget can be viewed as a listing (Figure 2.4) or as a Graph (Figure 2.5). To switch between different pay policies click on Edit on the top right hand side of the gadget and then click on the words Pay Policy and then select the Pay Policy (Figure 2.6, 2.7). Page 4 of 12

6 Figure 2.4 Figure 2.5 Figure 2.6 Figure 2.7 Exception Summary The Exception Summary Gadget (Figure 2.11) displays selected exceptions from the timesheet. Click on the exception name and the system moves to the Timesheet page with a list of employees who currently have that exception on their timesheet. Figure 2.11 Page 5 of 12

7 Attendance Category The Attendance Category shows you all things that deal with attendance, includes the Timesheet, Accruals, and History Pages. Timesheet Page Timesheet Icons Definitions When making any edits to the timesheets you must Save your edits Add additional timesheet record lines (rows) This will delete a record line, click on the line you wish to delete and use the delete icon Prior to saving, you can Undo changes on the timesheets Print individual timesheets The timesheets can be customized for each user that accesses the software. By clicking the columns icon, you can customize the overall look of the timesheets If a policy has been changed in the software and it needs to be reflected on the timesheets use the recalculate button. Example, adding rounding rules after a pay period has started. Recalculating will adjust that timesheet to follow the new policy. Adding time to large group of employees or multiple days saves time from having to go to each individual timesheet. Example might be company picnic that employees are paid. Insert a missing punch among punches Page 6 of 12

8 Changing Pay Periods If you ever need to switch to a different pay period, click on the little calendar next to the pay period dates The image below is the box that opens. Select any date in the pay period you are trying to access. Once you click on the date the timesheet will automatically move to that pay period. Timesheet Summary The Timesheet Summary breaks down the hours by paycode. Pay rate is currently not configured in the NOVAtime system. Approving Time There are 3 ways to approve an employee s time A. On the Timesheet 1. Select the employee you wish to view on the left hand side of the page 2. View the timesheet and make all the necessary corrections 3. Hit the Approve button at the top of the timesheet (If the employee has already submitted their timesheet to you, the timesheet should say submit, as indicated in the picture below) Page 7 of 12

9 B. On the Attendance Summary Page - Individual 1. Find the employee on the left hand side of the page 2. Move the Timesheet Status to Approved 3. Save the page C. Timesheet Summary Page Whole Page 1. After viewing all employee s timesheets select Approve this page 2. Save the timesheet If you have more than one page of employees you will have to approve each page Adding Time on the Timesheet Adding time to the timesheet is a simple procedure. Start from the left hand side of the screen and work your way to the right. 1. Select the Date 2. Select the paycode 3. Enter the IN time a. To represent PM hours, you must either enter P or PM after the number, i.e. 5p or 5pm, or enter the time in military time, i.e Enter the OUT time a. To represent PM hours, you must either enter P or PM after the number, i.e. 5p or 5pm, or enter the time in military time, i.e Once you have entered all information, press the Save button at the top of the timesheet Page 8 of 12

10 A completed timesheet Adjusting Time Adjusting time on the Timesheet is a quick procedure. First, find the day that needs to be adjusted and click on the box that the time is located in. Second, hit delete on your keyboard. Third, enter the new time. Fourth, click Save. Using Insert/Repost The Insert/Report button is used when an employee misses to punch and the system fills in the punches in the incorrect spot. The Insert/Report can also be used to insert meal times on the timesheet when real punches exist on the timesheet. In this example, the employee forgot to punch IN but successfully punched for lunch and then out for the day. Use the Insert/Repost to fix this error. 1. Click on the Insert/Repost button 2. Select the day and input the time. If only one record is being inputted, leave all other rows as they are Page 9 of 12

11 3. Click OK on the message box that appears 4. The system inputs the time in the correct spot and moves all other punches over Notes on the Timesheet You have the option to add notes to your timesheet records. To add a note, double click with your mouse or touch pad on the Notes box (see Figure 2.8). This will expand a section that will allow you to enter notes. Once you are done entering your notes click the OK box and then SAVE the timesheet. Step 1: Double click on the Notes space Step 2: Enter note and click OK Figure 2.8 Page 10 of 12

12 Figure 2.9 Step 3: Save Figure 2.10 The timesheet will now show an envelope in the notes section (Figure 2.10). Double click on the notes section to read or modify the note. The History Page The History Page shows an employee s work history. Each paycode is indicated by a different color. There is a key on the left hand side of the page that shows you what each color means. This page is a great way to have a quick overview of what your employee s work history has been so far. You can also view the Monthly Calendar which will show you a more detailed view of the work history. Preferences Profile Page This page shows your information. This is also where you can change your password. Who to Contact For help in the NOVAtime 4000 Supervisor Web Services or assistance with the Employee Web Services contact Integrated Time Systems at or at support@integratedtime.com. Page 11 of 12