Getting Started with Attendance Enterprise Version 2 Document a companion to Attendance Enterprise Version , InfoTronics, Inc.

Transcription

1

2 Getting Started with Attendance Enterprise Version 2 Document a companion to Attendance Enterprise Version , InfoTronics, Inc. All Rights Reserved. InfoTronics, Attendance, and Attendance Enterprise are registered trademarks of InfoTronics, Inc. Microsoft and Windows are registered trademarks of Microsoft, Inc. All other company and product names are registered trademarks or trademarks of their respective holders. Information in this document is subject to change without notice. Getting Started with Attendance Enterprise Version 2 ii

3 Getting Started with Attendance Enterprise Version 2 iii

4 Getting Started with Attendance Enterprise Version 2 iv

5 Welcome to Attendance Enterprise Version 2, a time and attendance system that allows you to manage employee hours easily and maximize your workforce. This section discusses things to do before using Attendance Enterprise, such as preparing your computer and having the appropriate credentials. To access Attendance Enterprise, you need a URL, a login account name and password. Write down your login name and password and keep them in a safe place. Other software tools work with Attendance Enterprise. A web browser is required, while additional tools are optional. Attendance Enterprise is optimized for use with Internet Explorer. The following browsers with their minimum required versions are supported: Internet Explorer (IE) 6.0 Safari 5.0 Firefox 3.6 Chrome 7.0 Opera In order to view PDF reports and job aids, make sure to have Adobe Reader or Adobe Acrobat installed on your computer. In order to watch instructional videos, make sure Flash is enabled in your browser. The free Adobe Reader and Flash Player are both available from In order to send files to Excel, install Microsoft Excel or Excel Viewer. The free Excel Viewer is available from When on the site, search for Excel viewer. Getting Started with Attendance Enterprise Version 2 5

6 Becoming familiar with Attendance Enterprise allows you to quickly use the software to your best advantage. To log in to Attendance Enterprise, launch Internet Explorer and type in the Attendance Enterprise URL provided by your technician or manager. Then type your account name and password. Login Page Make Attendance Enterprise a favorite in Internet Explorer so you can easily use the software at any time. You can also make Attendance Enterprise your home page in order to closely monitor labor and attendance statistics. Using Attendance Enterprise is intuitive and task-based. When you perform one task, like editing an employee's time card, you can go right to the next task quickly and easily. Although Attendance Enterprise is customized for you and your company, there are some common elements. These common interface elements make the system easy to use. The left-hand menu allows access groups of related information. Left-hand Menu Getting Started with Attendance Enterprise Version 2 6

7 The header displays today s date, the number of active and inactive employees, the start and end dates of the pay period, and the posting date. Active employees are currently working for your organization, while inactive employees are former employees whose information is being stored in Attendance Enterprise. Attendance Enterprise Header Use the Locate Employee icon to find an employee s information at any time. See page 32 to learn more about the types of employee information you can access. Locate Employee Icon Drop-down menus help to change the date range, the employee, or the type of view displayed. Drop-down Menu on the Calendar Dashboard Getting Started with Attendance Enterprise Version 2 7

8 Sorting features allow you to sort summary sheets or lists by last name, employee number, or other item. For example, here is a Department Hours summary sorted by RG1 (Regular 1) hours. Department Hours Summary In-cell editing features allow you to select an item and quickly change the information. Time Card Shortcut menus allow you to perform additional edits. Right-click to display shortcut menus. Employee Schedule Getting Started with Attendance Enterprise Version 2 8

9 Attendance Enterprise lets you browse easily from section to section using a simple click of the mouse. Follow your intuition! Most text displayed is linked to more detailed information. Don t worry, you can always return to your most frequently used pages using the menu on the left. Getting Started with Attendance Enterprise Version 2 9

10 Dashboards present quick snapshots of labor activity for reminders about employees who need attention. Access details by clicking any item in the dashboard. Investigate the source of premium hours like Overtime and Doubletime Find a replacement for an absent employee Compare the actual worked hours with the scheduled amount of hours Depending on the time and attendance tasks you perform, you may have several dashboards or no dashboard. This section describes some typical dashboards and the types of tasks you can perform using the dashboards. Getting Started with Attendance Enterprise Version 2 10

11 One very important duty in the time and attendance system is to check employee hours prior to payroll, to pay employees properly, and to keep accurate records. To simplify these duties, Attendance Enterprise offers the payroll monitor. Payroll Monitor Use the payroll monitor to review the status of payroll readiness for the pay period. You can also review the start and end dates of the current and previous pay periods, as well as the hours worked and dollars paid out to the included employees. The most important thing to do in the payroll monitor is to click Issues and review outstanding problems that could affect payroll negatively, like missing punches. Clicking Issues in the Previous Period shows the people that are responsible for correcting those issues (in red). The following image displays the Attendance Enterprise users responsible for addressing the issue. Closing Payroll Status Page At this point, contact Tom and tell him to correct the outstanding issue, or click on Tom's name to browse to the issue and fix it. For more information on correcting issues in the time card, see page 23. Getting Started with Attendance Enterprise Version 2 11

12 When all issues are resolved, the payroll readiness Status is green. Payroll Monitor, Payroll Column In addition to the payroll status, the information displayed in the payroll monitor helps you process payroll, perform human resources functions, or see an overview of employee schedules. The Payroll section highlights the status and issues in the previous and current pay periods. Your organization decides the situations that can hold up payroll. For example, if employees have missing punches, they are not paid for the appropriate hours. Attendance Enterprise flags any problems to correct before exporting payroll information. The Status area is a quick indicator of whether or not payroll is ready for processing. Green means the payroll is ready to go. Yellow means payroll is ready to go, but some corrections are recommended. Red means corrections must be completed before payroll can be processed. You can access the most important parts of the system, and correct the most important errors from the payroll monitor. There is no need to check every single time card. Because the time cards with errors are brought to your attention, you can trust the accuracy of the remaining time cards. Getting Started with Attendance Enterprise Version 2 12

13 The scheduling section lists employee schedules for this week and next week. The number of employees scheduled to be off, and the number of employees who have not been scheduled yet, are also listed. Payroll Monitor, Scheduling Column The HR section lists number of employees by status for reference. For example, you can see how many employees are on probation or in training. Payroll Monitor, H.R. Column Getting Started with Attendance Enterprise Version 2 13

14 Some organizations use a link directly from the Payroll Monitor to run payroll. In this case, simply click Initiate Close Payroll under the Previous Period section in the Payroll Monitor. Payroll Monitor, Payroll Column In other organizations, or when payroll is not ready to be closed, download a payroll export using the System Exports menu item. See page 66. Use the calendar dashboard as your place to start working with employee information that needs daily attention. The dashboard is customized to display only relevant and timely information. From the calendar dashboard, browse to additional information by clicking on it in order to review it or edit it. Depending on your user role, you may have a simple calendar dashboard or a more detailed calendar dashboard. If you are in a supervisory role, use the Calendar Dashboard to manage employee time and attendance for your employees. From this view you can correct any time card errors, schedule employees, respond to leave requests, and monitor any labor issues. Simple Calendar Dashboard Options for each day are different depending on the customization of your Attendance Enterprise. Getting Started with Attendance Enterprise Version 2 14

15 Use this dashboard to manage employee attendance daily. A best practice is to: Clear the non-critical and critical exceptions for the previous day Check to make sure enough employees are scheduled for today and tomorrow Review overtime levels Review the difference (if any) between worked and scheduled shifts Check for any news items Performing these tasks helps you manage employee attendance issues as they occur, and eliminates an end-of-the-pay-period rush to correct time cards. If you do not directly supervise, but oversee several departments, the detailed calendar dashboard can give you an idea of the daily big picture. You can change the time period displayed using the Periods drop-down menu. Detailed Calendar Dashboard Getting Started with Attendance Enterprise Version 2 15

16 1. Review yesterday s exceptions in the dashboard. In this example, 3 critical and 3 noncritical exceptions are displayed. 2. Click Critical Exceptions. An editing sheet is displayed with the employees that need corrections. 3. Correct all critical issues. Critical issues were customized for your company at installation. In this example, the supervisor adds an Out punch for Kathy Adams and Janet Adolph and handles Richard Campagna s absence. The absence can be taken care of by adding punches for Richard, removing his schedule for July 16, or scheduling him for benefit time (Sick, Vacation, or PTO hours, for example) for that day. In some cases, you can acknowledge an exception, which indicates that you ve seen it. Visit the Learning Center for more information about correcting time card exceptions. See page 68 for information about accessing the Learning Center. Click in Out column, wait for appearance to change, then type a departure time If employee forgot to punch, click in columns to add punches If employee is actually absent, right-click schedule and choose Remove Schedule If employee took a day off, rightclick and credit benefit hours or schedule a benefit day Getting Started with Attendance Enterprise Version 2 16

17 4. Reselect the Dashboard menu item to make sure all critical errors are removed. There is no need to recheck employee time cards. 5. Use the same process to correct the non-critical exceptions. Today s date in the dashboard is indicated by a yellow background color and a black box around the calendar cell. Simple Calendar Dashboard Check labor coverage right now using the Working Now gauge. Click on Working Now to see who is working on site (employees who have an In punch but no Out punch). You can review the number of employees scheduled, as well as those who have completed their shifts. You can also review the number of schedules for tomorrow. Clicking Schedules for July 18 displays employee schedules for that day. If needed, you can add schedules for additional employees using the group schedule (click Employee Schedules in the left-hand navigation.) Getting Started with Attendance Enterprise Version 2 17

18 You can review overtime usage for your employees on the dashboard. In this example, 4 hours of overtime are used on Tuesday, July 15. See the comparative number of Regular (Reg), Overtime (Ovt), and paid time off (PTO) hours Detailed Calendar Dashboard Click Overtime to review the employees who worked overtime hours. This can help you understand why overtime is being utilized and help control unexpected costs. Use the dashboard to see the number of employee schedules and the number of shifts worked for earlier days this week or the prior week. This helps you gauge the success of labor estimates. When employees work without being scheduled, this can add unexpected labor costs. Detailed Calendar Dashboard In this example, 12 schedules are created for July 15 but only 10 shifts are worked. You can drill down on Schedules to see a calendar view of employees scheduled, or drill down on Shifts Worked to see an editing sheet listing employees who actually worked. Getting Started with Attendance Enterprise Version 2 18

19 Additional employees that need to be reviewed, beyond those with critical and non-critical exceptions, are displayed in news items. News items can be expanded using the, displaying the first items in the list. News items without results (for example, if no employees need to be reviewed) are not displayed. Click the employee name to browse to more information about the employee. News Item Expanded News Item Once you ve browsed to the employee, you can correct the relevant information if needed. Reviewing leave requests is the process of accepting or denying employee requests for paid or unpaid time off work. Leave requests only are displayed if your company uses Leave Management and if employee leave requests have not been addressed. You can see the number of leave requests to be reviewed listed in today s calendar cell. Click Leave Requests to approve or deny requests. Simple Calendar Dashboard Getting Started with Attendance Enterprise Version 2 19

20 Use the Periods drop-down menu to browse to summaries for different periods of time, such as Last Week. Simple Calendar Dashboard You may have an additional drop-down menu used to narrow the group of employees included in the summaries displayed. Getting Started with Attendance Enterprise Version 2 20

21 Editing time cards goes a long way towards ensuring the accuracy of payroll totals. Attendance Enterprise makes it easy to see which employee time cards need attention by displaying issues or exceptions in dashboards, Simple Calendar Dashboard Cell Payroll Monitor, Payroll Column or by listing those exceptions in the Employee Exceptions interactive summary. Employee Exceptions Interactive Summary Getting Started with Attendance Enterprise Version 2 21

22 When an issue or exception is clicked, a single employee time card or group editing sheet is displayed. Both types of time cards allow edits to the employee schedule, punch times, workgroup assignment, and so on. Single Employee Time Card Group Editing Sheet Supervisors can also acknowledge an exception, which means that the exception has been reviewed and it should remain on the employee time card. Getting Started with Attendance Enterprise Version 2 22

23 Common time card edits include: Adding a punch Adding a schedule Transferring departments Crediting an employee for sick/vacation time Approving a time card Many time card edits are available, and they differ according to your user rights. For more information about these and other edits, access the Learning Center. To learn how to access the Learning Center, see page 68. Missing punches are important to correct in Attendance Enterprise, so employee time is totaled and paid appropriately. Each In punch must have an accompanying Out punch. 1. Click in the In or Out column next to the red circle. Wait for the appearance of the cell to change. 2. Type the time in 24-hour format or use an a or p to indicate morning or afternoon/evening. Getting Started with Attendance Enterprise Version 2 23

24 3. Press Enter to save the changes. Schedules are important in Attendance Enterprise because the system uses them to determine whether or not an employee is meeting attendance goals. For example, if an employee is not scheduled, there is no way to tell whether the employee is on time or late for work. Schedules also help supervisors budget labor expenses and ensure proper staffing coverage. 1. Right-click the Schedule column and click Add a New Schedule. Getting Started with Attendance Enterprise Version 2 24

25 2. Indicate the schedule type. Standard Schedule means the employee is scheduled to work the scheduled hours Abs. Plan. Schedule means the employee is being scheduled for paid time off Flex Schedule means the employee is scheduled to work the Amount listed, starting at any time 3. Indicate the schedule date, start time, and end time. Getting Started with Attendance Enterprise Version 2 25

26 4. Select a transfer department if needed. Here the employee is usually assigned to Project Management, but changing the department creates a temporary transfer. 5. Click OK. Once the employee works the schedule, the hours are recorded in the transfer department. Getting Started with Attendance Enterprise Version 2 26

27 If an employee works for part of the day in another department it may impact his or her pay. It is sometimes important to track the department in which employees work for budgetary reasons. A temporary transfer can be done beforehand by adding or editing the schedule during the day, or after the hours are already worked. The temporary transfer ends at the end of the shift or when the employee is transferred again. 1. Right-click in the Workgroups column and click Transfer at time of Day. Getting Started with Attendance Enterprise Version 2 27

28 2. Select or type the time of day to temporarily change workgroups. The workgroup changes back at the end of the shift. 3. Select the temporary department. 4. If needed, select a Reason. 5. Click OK. The home workgroup and the temporary department are listed in the Workgroups column. Getting Started with Attendance Enterprise Version 2 28

29 1. Right-click in the Workgroups column and click Reallocate Hours. 2. Type or select the time at which to start transferring hours to another workgroup. 3. Type the number of hours to transfer to the selected workgroup. 4. Select a new workgroup to transfer the time to. Your workgroup level names may be different than the workgroup level names displayed here. Getting Started with Attendance Enterprise Version 2 29

30 5. Select a reason for the transfer and click OK. The reallocation of hours is displayed on the time card. If an employee takes an unexpected paid day off, like a sick day, credit those hours to the employee in the time card or change the employee s schedule. After the day passes, scheduled benefit hours are paid on the time card. 1. Right-click the Date column, click Adjustments, then click Credit/Debit Hours. Getting Started with Attendance Enterprise Version 2 30

31 The Credit Non Worked Hours for This Employee window is displayed. 2. Select the date of the paid absence, and the number of hours the employee was absent. 3. Select the pay designation with which to pay out the hours. 4. Select a new department, if needed. The employee s home department is selected. 5. Select a reason for the credit, if needed. 6. Click OK. In this example, 8 hours of sick time are credited on the time card. Getting Started with Attendance Enterprise Version 2 31

32 Attendance Enterprise is designed for easy handling of employee attendance issues as they occur. For example, if the dashboard indicates 5 employees are tardy, click the statistic to browse to those employees' information and review the exceptions. However, you can easily locate a specific employee in the system. To browse to an employee's information directly, click, located at the top of the menu to the left. From there, type the employee's name (first or last) in the Search field on the Employee Properties tab. To return results, either press ENTER or wait a few seconds. Search Results Click the appropriate employee to browse to his or her information. Alternately, browse to a list of employees by workgroup. Workgroups categorize employees by department, cost center, supervisor, shift, or another grouping defined by your organization. To browse to a list of employees by workgroup, click. From there, click the Workgroups tab. Type the workgroup name, number, or code in the Workgroups field. To return results, either press ENTER or wait a few seconds. Click the appropriate employee to browse to his or her information. Getting Started with Attendance Enterprise Version 2 32

33 Search Results Use the Add New Employee wizard to add a new employee to the system. The Add New Employee wizard is typically accessed from the Operations menu group in the left-hand navigation. Not all users have the ability to add employees. The following table describes the options you can select on each of the wizard pages. You may not have access to all selections. After the employee is added to the system, add additional information or change information in the employee's personal information. Left-hand Navigation First Name Last Name Middle Initial Employee ID Date of Hire Employee SSN(SIN) Employee Badge Workgroup The employee's first name. The employee's last name. The employee's middle initial. An identifying number unique to each employee. The employee ID can be up to 15 digits. The employee's first day of work at the organization. The employee's social security or social insurance number. The employee's unique badge number. The badge number length depends on your time clock. The employee's workgroup. The wizard may prompt for more than one workgroup level. Getting Started with Attendance Enterprise Version 2 33

34 Pay Class Clock Group Schedule Pattern Schedule Pattern Begins Hourly Status Type Status Begins Pay Type Rate of Pay Effective Beginning Address Line 1-3 City State/Prov Zip/PC Address PIN Primary Phone Number Secondary Phone Number Emergency Contact Active Status Active Condition The employee's pay class. Pay classes are a collection of Attendance Enterprise settings that capture your attendance guidelines and pay policies. The time clocks where an employee or workgroup can enter punches. For example, the clock group for warehouse employees could include only clocks in the vicinity of the warehouse. The employee's schedule pattern. A schedule pattern is a set of predefined, repeating schedules. You can choose not to assign a schedule pattern. The date the employee's schedule pattern takes effect. The employee's hourly status. An hourly status records whether an employee is full time or part time or another status type defined for your organization. The date the employee's hourly status takes effect. Describes whether the employee is hourly or salaried. Describes the employee's hourly pay rate. The date the employee's pay rate takes effect. The employee's home address. The employee's city. The employee's state or province. The employee's zip or postal code. The employee's address. The employee's personal identification number for use with Employee Self Service or ESS using a cell phone. The employee's telephone number. An alternate telephone number for the employee. A contact person and his or her phone number for the employee. Whether the employee is active or terminated. When adding an employee, use Active. A type of active status, such as Normal, Probation or Training. Active Conditions are unique to your organization. All employee information in Attendance Enterprise is easily accessible from the Pages menu. It is easy to go from one section to the next. For example, if you are editing an employee s time Getting Started with Attendance Enterprise Version 2 34

35 card, you can go to the employee s Benefits to check on his or her benefit balances, or go to the employee s Personal Information to see his or her birthday. Use the Pages menu at the top of any employee information in order to jump to additional information and review it. Employee Time Card, Pages Menu Getting Started with Attendance Enterprise Version 2 35

36 Human resources information, like the employee s name, pay rate, address, social security number, and status can be displayed in the employee s personal information. Personal information is divided into tabs (for example Basic, Personal, Private, and so on). Tabs and fields displayed may differ from those pictured depending on your user rights. If performing updates on all employees in a workgroup, select the workgroup in a drop-down menu (for example, L1 is pictured). From there, use the Employee drop-down menu to go to the next employee s personal information, or click Next Empl. Employee Personal Information Getting Started with Attendance Enterprise Version 2 36

37 The employee time card displays an employee s schedule, start and end times, and other important information. The employee's schedule, if any, is displayed in the Schedule column. The employee's In and Out punches (when he or she starts or stops working) are displayed in the Punches column. The Hours column displays the total hours worked in the shift. The workgroups in which the employee worked are displayed in the Workgroups column. Finally, the employee's exceptions are displayed in the Exceptions column. Employee Time Card Some common tasks performed in the time card are: Add a missing punch Add a schedule Acknowledge an exception (you have seen the exception and you agree that it is correct) Credit or debit hours or dollars to the employee Perform a workgroup transfer Authorize a day, a pay period, or a workgroup transfer See page 23 for more information about correcting time card exceptions, or visit the Learning Center. To learn how to access the Learning Center, see page 68. From the time card, you can browse to other employees in need of edits using the drop-down menu at the top of the page. All employees needing correction are "remembered" by Attendance Enterprise until you move on to another task. You can browse to the same employees by clicking the Next Empl. and Prev. Empl. buttons at the top of the time card. Getting Started with Attendance Enterprise Version 2 37

38 The employee s schedule lists employee work schedules and benefit schedules (Vacation, Sick, or other types of paid time off), as well as unpaid days off. Icons and color-coding make it easy to see the types of schedules. Day off (paid) Day off (unpaid) Group Schedule Blue box indicates a pattern schedule Blue text indicates transfer into another workgroup Getting Started with Attendance Enterprise Version 2 38

39 You can add a schedule from the employee s schedule or time card. From employee s schedule, right-click in the calendar cell and click Add a Schedule. From an employee s time card, right-click in the Date column (grey) and click Scheduling then Add a Schedule. Getting Started with Attendance Enterprise Version 2 39

40 Complete the fields in the Add a Schedule window. Defaults for the date clicked, the employee s home workgroup, and a Standard Schedule are provided. Date Schedule Type Start Time End Time Amount Schedule Style Specifies the date of the schedule. Specifies whether this time is standard paid time, a flex day, or a scheduled day off. Specifies the time an employee should start working. Specifies the time an employee should stop working. Specifies the total amount of time paid for within this schedule. For example, if an employee works from 9A.M. to 5P.M. with a half-hour unpaid lunch, the Amount would be 8 hours. The system automatically calculates, assuming a 30 minute lunch. Used rarely to specially mark a shift. Getting Started with Attendance Enterprise Version 2 40

41 From employee s schedule, click the X. From an employee s time card, right-click in the Schedule column (light blue) and click Delete Schedule. Getting Started with Attendance Enterprise Version 2 41

42 Employee history lists information about the employee s attendance over a given time period. This historical information, in a number of graphic formats, allows you to easily review employee performance for the time period you specify. In this example, the employee left early on Friday, June 6. LFE = Left Early Employee History, Recent Activity There are 4 views in the employee history. Each one displays information in a different way. Recent Activity Calendar Details Employment History In the Recent Activity view, a calendar is displayed for the last part of the previous and the current month. The calendar displays important exceptions and the amount of time. For example, ABS (Absent) 8.00 means the employee is absent for 8 hours. In the Calendar view, all days of the selected period are displayed, one month per row, one column per day. Use the scroll bars to scroll to the days at the end of the month or the months at the end of the year. The calendar displays important exceptions and pay designations and the amount of time. For example, OVT (Overtime).50 means the employee worked overtime for half an hour. The Details view displays a list of selected exceptions and employee events. This view provides a chronology of important events in the employee's history. The type of information displayed can include the employee's hire date, pay rate and pay rate changes, and other important milestones. In the Employment History view, a calendar is displayed with the most important exceptions and pay designations and the amount of time. For example, OV1 (Overtime).5 means the employee worked one half hour of overtime. Getting Started with Attendance Enterprise Version 2 42

43 For detailed information about each view, consult individual job aids in the Learning Center. To learn how to access the Learning Center, see page 68. Historical time cards are maintained as archives. This provides a record of each employee's punches, schedules, pay designations worked, supervisor adjustments, and exceptions by pay period. Archived time cards cannot be changed. Employee Archives Change the pay period for the employee using the Pay Periods drop-down menu. Getting Started with Attendance Enterprise Version 2 43

44 Attendance Enterprise tracks paid, non-worked time as employee benefit hours. Employee benefits are stored in benefit banks. Benefit banks also track all benefit activity. Select Benefits from the Pages menu to view an individual employee s benefit information. Employee Benefits Benefits can be configured to either automatically accrue hours or dollars as an employee meets specific eligibility criteria, or benefits can be entered and tracked manually. Click Change to manually add benefit hours. Changes to benefits occur by applying credits and debits to benefit banks. A credit increases a benefit bank (giving the employee more paid, non-worked time) while debits decrease the amount of a benefit bank. Balance In describes the employee's benefit balance at the start of the year. Balance Out describes the employee's benefit balance at the end of the pay period. Scheduled describes a scheduled benefit use. Hours, Type of Benefit, Date (for example, 40:00 Vacation 11/01/08) describe a supervisor edit that changes the employee's benefit balance. Displays the new benefit balance in hours, the type of benefit hour adjusted, and the date the adjustment takes place. Each employee has a separate bank for each benefit available. Use the tabs to view credits and debits to each benefit bank individually, such as Vacation, Sick, Personal, Jury Duty and so on. Getting Started with Attendance Enterprise Version 2 44

45 The following table describes the columns on each benefit tab. Date Credit Debit Balance Specifies the date and the type of activity in the benefit bank, whether benefits hours or dollars were added, subtracted, or used. Specifies the amount of hours added to the benefit bank. Specifies the amount of hours subtracted from the benefit bank. Specifies the remaining balance of the benefit. Getting Started with Attendance Enterprise Version 2 45

46 Attendance Enterprise can provide information about employee attendance performance when it is time for employee evaluations. It is easy to see trends in employee attendance, like whether the employee is frequently tardy or works overtime. Several tools are available to help you gather the information you need to fairly evaluate employee attendance. The Employee Exceptions summary gives an easy exception count for your employees. Employee Exceptions Interactive Summary Click Period to select the appropriate time period or indicate a specific date range using the Select Time Period window. Getting Started with Attendance Enterprise Version 2 46

47 Employee history gives you an idea of an employee s attendance behavior over time. Go to any employee s history page and select the appropriate time frame from the Periods dropdown menu to view exceptions in a number of formats. Change the View drop-down for more options. Employee History, Recent Activity Employment history reports, such as the Archived Time Card, offer the same information in an easy to view and print format. Private Reports, Archived Time Card Report Settings Getting Started with Attendance Enterprise Version 2 47

48 Archived Time Card Report The Incidents and Points module works seamlessly with Attendance Enterprise to quantify attendance events, like being tardy or working when unscheduled. Points are assigned to good or bad behaviors. For example, if an employee is tardy, he gets a point. If the same employee goes for a month without being tardy, a point is subtracted from his total. Certain point totals initiate events like a supervisor warning. An employee s point history can also be used to evaluate him at performance evaluation time. Getting Started with Attendance Enterprise Version 2 48

49 Access accounts are given to employees who manage others using Attendance Enterprise usually supervisors or managers. Access accounts are also given to payroll managers who need to update the system or to manage payroll totals. You decide the access level of each user of the system, including the employee information they can view, whether or not pay rates are visible, and which employee time cards they can edit or approve. These details are set up at installation. If you have the appropriate user rights, the Accounts or My Account menu item makes it easy for you to view or change your account information or others account information. Access the accounts in the Operations menu group. Accounts Page, Basic Tab The Accounts page displays an alphabetical directory of user accounts in the system. Click a letter at the top to access different accounts. Accounts are organized by Account Code. Each account has tabbed sections of information that you can edit or review. Basic Employee Access Rights Preferences This area displays the name, address, and account code of the user (operator). The user authority is also displayed. Authority is important because it determines the menu items and functionality the user can access. For example, if KIMBA is a Supervisor, her menu looks different than a Payroll Manager s. This area displays the workgroups the user has access to. Workgroup authority is important because it determines the employees the user can review and edit. This area determines the display preferences of the user. For example, a user can see times and amounts of time displayed in a specific way. Getting Started with Attendance Enterprise Version 2 49

50 Adjustment Patterns Most Recent Adjustments This area displays the time lapse between the need for an edit (When Adjustments are Effective) and the edit itself (When Adjustments were Created). This area displays the adjustments you create, the employee affected, the effective date of the adjustment, and the time the adjustment is performed. If you have the appropriate user rights, you can view and change information about other users in the same way you can edit your account in the following sections. You can also change the Employee Access Rights, which determine the employees each user can see in the system by workgroup set. In this example, Kimba has access to all Shift 2 employees and some Shift 1 employees. Accounts Page, Employee Access Rights Tab Click Change to add or remove workgroup access. Remember, employees are assigned to workgroup sets in their Personal Information. Click Change next to the General area to change the spelling of your name or your address. You can not change your Account Code or Authority. Click Change next to the Password area to change your password. Getting Started with Attendance Enterprise Version 2 50

51 My Account Page, Basic Tab Click Change next to the Visualization area in order to change how times and dates are displayed. Click Change next to the Sorting area in order to change how workgroup sets are displayed in the system. You can display each workgroup level by name, number, or code. My Account Page, Preferences Tab The Adjustment Patterns tab displays the time lapse between the need for an edit (When Adjustments are Effective) and the edit itself (When Adjustments were Created). Your goal is to make edits as soon as possible, so they don t build up at the end of the pay period. Getting Started with Attendance Enterprise Version 2 51

52 My Account Page, Adjustment Pattern Tab Getting Started with Attendance Enterprise Version 2 52

53 The Most Recent Adjustments (Recent Adjs.) tab shows adjustments you create, the employee affected, the effective date of the adjustment, and the time the adjustment is performed. My Account, Recent Adjustments Tab Getting Started with Attendance Enterprise Version 2 53

54 Occasionally, you may need to add, edit, or export information to and from Attendance Enterprise. For example, you may need to alter a schedule pattern, which is a series of regularly repeating schedules that employees can share. From time to time you may need to add a workgroup due to the creation of a new job or department. At the end of the pay period, you can run an export to share the payroll information with your payroll provider. This section gives you an idea of the types of things that can be managed using Attendance Enterprise. For additional information, consult the Learning Center. To learn how to access the Learning Center, see page 68. The system setup page is where you can access system configuration information. You can review, edit or add reason codes, workgroups, active conditions, terminated conditions, hourly status types, and time clock stations, depending on your access rights. System Setup The following table describes what each area of System Setup is for, and why you might add items to each area. Reason Codes Reason codes track why actions are taken. For example, if an employee is late but the supervisor pays him according to his schedule, the reason for this edit can be included, such as a traffic jam, sick child, or so on. Getting Started with Attendance Enterprise Version 2 54

55 Workgroup Levels (Shown here as Locations, Departments, Cost Centers) Active Conditions Terminated Conditions Hourly Status Types HTTP Clocks Employees are organized in a tiered hierarchy of workgroups. Each employee has a home workgroup to which he or she is assigned. An employee can also be temporarily or permanently transferred to another workgroup. You may need to add workgroups if there is a reorganization of your company. Active conditions show whether an employee is actively employed or terminated. This is helpful when you only want to see reports that list information about employees on probation or in training. Terminated conditions show whether an employee was laid off, fired, or resigned. This is helpful if an employee re-applies for a position at the company. Hourly status can show whether an employee is full time or part time. This is helpful, for example, when only full time employees receive certain benefits. Your organization may have other hourly status types to designate other employee categories. HTTP based time clock stations define operational settings for Internetready time clocks. 1. Click Add New Item at the top of a page to add an item to any of the lists. 2. Click Change next to an item to change its spelling. Getting Started with Attendance Enterprise Version 2 55

56 3. Click Remove next to an item to delete it. You can not delete items that are currently in use. Getting Started with Attendance Enterprise Version 2 56

57 Schedule patterns are predefined repeating schedules. Employees who work the same schedule, for example, Monday - Friday 9 A.M. - 5 P.M., can be assigned to the same schedule pattern, simplifying scheduling. More complicated, multi-week schedules, or schedules with built-in workgroup transfers are also available. Occasionally you may need to change a schedule within a schedule pattern, or one of the schedule pattern s properties. This section describes the types of changes you can make. For more information, consult the Learning Center. To learn how to access the Learning Center, see page 68. To change the Schedule Pattern's Properties: 1. Click Schedule Patterns under Operations in the left-hand menu. A list of the available schedule patterns is displayed. 2. Click the schedule pattern you want to edit. 3. Click. The following sections describe the selections in the schedule pattern properties wizard. Getting Started with Attendance Enterprise Version 2 57

58 First decide how the schedule pattern is used. Pattern Applies Schedules is the most frequently used. Pattern Applies Schedules Pattern Copies Pay Period Schedules Pattern Adjusts Existing Schedules Forward Applies the schedules defined in the schedule pattern for the assigned employees. Applies the current pay period schedules into the next pay period for the assigned employees. Applies the current week's schedules into the next week for the assigned employees. If you choose either Pattern Copies Pay Period Schedules or Pattern Adjusts Existing Schedules Forward, simply change the name and description used when forwarding schedule patterns and choose whether or not to apply the changes right away. If you choose Pattern Applies Schedules, you need to make the following selections in the wizard. Choose Weekly, Biweekly, or Other. If you choose Other, another page is displayed, allowing you to type in the number of days. Getting Started with Attendance Enterprise Version 2 58

59 Getting Started with Attendance Enterprise Version 2 59

60 Choose the start and end dates for the schedule pattern. You can type in the dates or use the calendar selection tool. Choose a schedule pattern that lasts forever or one that expires. Getting Started with Attendance Enterprise Version 2 60

61 Choose how the schedule pattern calendar is displayed by selecting the day the pattern begins. Getting Started with Attendance Enterprise Version 2 61

62 Choose whether to place schedules from schedule patterns on system-defined holidays and whether or not to use the employee's pay rate or workgroup. If you don t, the pay rate and workgroup used depend on those used for all assigned employees. Getting Started with Attendance Enterprise Version 2 62

63 Whenever the schedule pattern is applied, it adds schedules for the assigned employees. These options define when and how schedules are applied. Days to Build from Today Apply Beginning From Days from Current Date Defines the number of days the employee is scheduled for when the schedule pattern is applied. For example, if selecting the properties for a week-long schedule pattern, you may want to apply 4 weeks at a time, or 28 days. Defines when to start applying schedules: the beginning of the next pay period, the pay period after that, or a number of days from today. Default indicates that the pattern is applied starting today. This is the most commonly used method. If you choose Beginning X Days from Current Date, type a number of days in the following field. If you choose Beginning X Days from Current Date, type a number of days. Getting Started with Attendance Enterprise Version 2 63

64 Select the first day of the week in the calendar displayed in a schedule pattern view. This day should match the Beginning of week indicated earlier. Getting Started with Attendance Enterprise Version 2 64

65 Type a meaningful name and description for the schedule pattern. Getting Started with Attendance Enterprise Version 2 65

66 Use this exercise to create an export file for sharing information with your payroll or HR system. 1. Click System Exports under Operations in the left-hand menu. 2. Click the Payroll Exports tab. 3. Click the export title (for example, Payroll Export). 4. Select an export destination (on screen or in an ). Click Run Export. Getting Started with Attendance Enterprise Version 2 66

67 5. If building the export now: Click Download. Change the file name and include either.csv or.xls at the end. In this example, add.csv, making the file name Payrollthisweek.csv. Save the file. 6. If ing the export: Type the recipient s address, as well as the subject line and body text of the . Click Run Export again. Getting Started with Attendance Enterprise Version 2 67

68 Reading this book is a great start to understanding Attendance Enterprise. However, there is much more to learn! InfoTronics, Inc. is pleased to provide multiple ways for you to learn more about the power of this time and attendance system. One way to learn about Attendance Enterprise is to spend time exploring it from a dashboard. Click on each item to see where it leads. You can always get back to your starting point by using the left-hand navigation and reselecting the menu item. Using the Learning Center is a smart way to get in-depth knowledge about the features of Attendance Enterprise. The videos and job aids in the Learning Center are organized by topic and are also searchable. Learning Center, Editing Time Cards Topic Each main topic is listed in the menu to the left. Subtopics are listed in the bulleted list at the top of each page. There are two ways to access the Learning Center, on the installation CD and on the web. A complete Learning Center is on the installation CD that comes with Attendance Enterprise. 1. Open the Learning Center folder. 2. Double-click the Default.htm file. The Learning Center is displayed in the browser. Getting Started with Attendance Enterprise Version 2 68

69 The information on the CD represents the software version first installed at your location. If your software has been upgraded, or if you cannot locate the installation CD, access the Learning Center hosted at 1. Click Search in the upper right of the Learning Center. The search page is displayed. 2. Type a search term and click Go. Relevant video or PDF results are displayed. 3. Perform another search or close the search page to continue browsing the Learning Center. When using Attendance Enterprise, you can also use context help to learn more about specific fields. 1. Click in the upper-right of any page you have questions about. Additional s are displayed near items that have help topics. Getting Started with Attendance Enterprise Version 2 69

70 2. Click the help icon closest to what you have questions about. Information is displayed. 3. Click the text to hide the help topic. Getting Started with Attendance Enterprise Version 2 70

71 Absence Planned Benefit ESS Exception Flex Home Workgroup Issue Off Absence planned schedules are created if employees plan to take paid time off. For example, if an employee is taking a vacation day on Friday he can be scheduled for a planned absence. The employee is paid for the vacation time. Absence planned schedules are also known as benefit schedules. Benefit time is paid time off. Benefit hours, or benefits, are available on the employee s benefits page. Each type of benefit, such as vacation or sick time, is tracked in a benefit bank. ESS stands for Employee Self Service. Employee Self Service allows employees to punch, transfer workgroups, request leave, or perform other tasks using an Internet browser. ESS is an optional service, and the functions and information available to employees can be customized to your organization s needs. A difference between the employee s schedule and the employee s actual start and end times. Exceptions can signal an employee performance issue, or simply flag a condition of interest. You see the exceptions your organization uses in Attendance Enterprise in the Dashboard and on the time card. If you have access to the Payroll Monitor, you see exceptions in the form of critical and non-critical issues. A flex schedule allows the employee to have a flexible start time on the assigned day. An employee s home workgroup indicates where, organizationally, he works. For example, an employee can work in the New York location, the Communications department, and the 2 nd shift. An employee s workgroup can impact the users in Attendance Enterprise that can view his information. An issue indicates a problem or potential problem with payroll reporting. Issues are exceptions (that supervisors have not yet corrected) of special interest to your organization. Your organization determines the exceptions that are displayed as issues in the Payroll Monitor and dashboard, and their severity. Critical issues are those that must be corrected before payroll is run (exported or sent to a payroll provider). The most common critical issue is a missing punch. A missing punch means the employee s pay may not be accurate. Non-critical issues are important, but are not crucial, to a successful payroll. A day where the employee is not scheduled to work or scheduled to receive vacation or other pay. Getting Started with Attendance Enterprise Version 2 71

72 Pay Period The days included in a paycheck. Common pay period lengths are 1 week, 2 weeks, or a month. The start and end of the pay period, along with today s date and the posting date, are listed in the Attendance Enterprise header. If your organization has more than one pay period, the first pay period s information is listed in the header. Other pay periods information is available on the Payroll Monitor. Private WG Set Punch Schedule Pattern Station Transfer User Account Workgroup A grouping of workgroups that an Attendance Enterprise user can create and use to filter information displayed on a dashboard. You can create or change workgroup sets on the Accounts page. Supervisors can create or change their own workgroup sets on their My Account pages. The employee s start or end time as entered in the time card. Also, punching refers to the act of indicating one s presence at a time clock or using Employee Self Service. Schedule patterns are predefined repeating schedules. Employees who work the same schedule, for example, Monday - Friday 9 A.M. - 5 P.M., can be assigned to the same schedule pattern, simplifying scheduling. More complicated, multi-week schedules, or schedules with built-in workgroup transfers are also available. A station refers to a time clock, or the properties of that time clock in Attendance Enterprise. A workgroup transfer is when an employee temporarily changes home workgroups. A user account stores information about each person that uses Attendance Enterprise. This information includes her viewing preferences, the employees she can see and interact with, and the tasks she can perform. Workgroups categorize employees by department, cost center, supervisor, shift, or another grouping defined by your organization. Getting Started with Attendance Enterprise Version 2 72