User manual ACT ACTWINPRO - TIME AND ATTENDANCE MODULE

This manual refers to ACTWinPro Version 2.3 Time and Attendance Module and above. Access Control Technologies Ltd. reserve the right to change the contents of this manual and the system it applies to without prior notice. While every effort has been taken by ACT to ensure the accuracy of the information contained within this document, ACT assumes no responsibility for any errors or omissions. No liability is assumed for damages resulting from the use of information contained within this document. Access Control Technology Unit C1, South City Business Centre, Tallaght, Dublin 24, Ireland. Tel: 353-1-4662570 UK LoCall: 0845 300 5204 Fax: 353-1-4520427 Web: www.accesscontrol.ie or www.actrl.co.uk E-mail: sales@accesscontrol.ie Copyright © 2006 Access Control Technology Ltd. Table of Contents Introduction ...........................................................................................................1 Configuration of Time and Attendance..................................................................2 1. Assign Time and Attendance doors ...........................................................2 2. Configure Absence Types ..........................................................................3 3. Configure Daily Schedules .........................................................................4 3.1 Working Day................................................................................................5 3.2 Clocking In...................................................................................................6 3.3 Clocking Out................................................................................................6 3.4 Late Arrival ..................................................................................................7 3.5 Rounding on clocking in ..............................................................................7 3.6 Rounding on clocking out ............................................................................8 3.7 Early Departure ...........................................................................................9 3.8 Break .........................................................................................................10 3.9 Daily Overtime...........................................................................................11 3.10 Auto assignment of clockings ..................................................................12 4. Configure Weekly schedule......................................................................13 5. Configure Public Holidays ........................................................................14 6. Configure Calculation Service ..................................................................14 Employee Administration ....................................................................................16 1. Absences ....................................................................................................16 2. Absence Totals............................................................................................18 3. Clockings..................................................................................................19 4. Accumulated Hours .....................................................................................20 5. Add/Deduct..................................................................................................21 6. Anomalies....................................................................................................21 7. European Working Time Directive............................................................22 8. Absentees/Present...................................................................................23 9. Absence Analysis.....................................................................................23 10. Audit View.............................................................................................23 Time and Attendance ACTWinPro Introduction The ACTWinPro Time and Attendance Module (TAM) is a simple to use, cost effective system which completely automates your time & attendance needs and much more. The TAM utilizes the latest advancements in database programming and technology to bring you one of the fastest and most sophisticated time & attendance data collection systems on the market today. It integrates seamlessly with your access control requirements, automatically calculates employee time and produces valuable management reports, which help control labour costs. The TAM enables you to completely automate the following tasks: · · · · · · · · Employee time & attendance calculations Attendance Tracking Holidays management Absence reporting Report generation European Working Time Directive compliance Bradford Factor Calculation Export information to payroll applications This manual will guide you through the steps required to configure Time and Attendance on ACTWinPro. The TAM is NOT to be used for flexitime, shift work, job costing or annualised hours purposes. It is primarily a Time Recording application. The Time and Attendance Module will only work with SQL databases. It will not work with MS access databases. Page 1 Access Control Technology Time and Attendance ACTWinPro Configuration of Time and Attendance To configure the TAM on ACTWinPro, you must do the following: 1. assign doors for T&A puposes 2. Configure Absence types 3. Configure Daily schedules 4. Configure Weekly schedules 5. Assign Holidays 1. Assign Time and Attendance doors ACT recommends using an ACT2000 or ACT3000* to record employee clockins and clockouts. Connect up an ACT reader to either door 1 or door 2 on the controller. To avoid buddy punching, ACT recommends the V-Flex biometric reader. The ACT controller should be connected to the rest of the access control system as normal. It should NOT be used for opening doors, but used only for the purposes of recording clockings. More than one door may be used for T&A, and they should all be grouped together as a doorgroup in ACTWinPro. The Time and Attendance doors are assigned under View->Options->Doors. When the user presents his card, the screen on the controller will display the users name and prompt for a clock-in or a clock-out. JOHN BLACK In Out Pressing the 1 key will clock-in and pressing the 3 key will clock out. *Version 1.14 or later must be used on the ACT3000, Version 4.16 or later must be used on the ACT2000. Page 2 Access Control Technology Time and Attendance ACTWinPro 2. Configure Absence Types This screen allows the administrator to configure all the absence types that may be used to justify an employees' absence. Click on Time & Attendance -> Absence Types. There are a number of absence types built-in for ease of use. These types may be edited. New absence types may be created by clicking the new icon. Enter an abbreviation for each absence types. This abbreviation will be displayed in later reports and screens. Enter a complete name for the absence type in the Description box. Assign a colour for the absence type. Paid Absences are absences where the employee is paid while absent, eg. Annual leave, business leave. Actual Absences are absences where the employee is absent but still working. Eg business absence. Specify if the Absence type applies to Workdays, Weekdays or calendar days, eg. Annual leave normally applies to workdays only, but business leave may apply to Weekdays if the employee will be paid for working Saturdays. Page 3 Access Control Technology Time and Attendance 3. Configure Daily Schedules ACTWinPro The next step is to configure a daily schedule for employees. This is the most important step in the configuration process and should be setup by someone with in-depth knowledge of the company's work practices. Click on Time & Attendance -> Daily Schedule. Different daily schedules may be configured for different employees. For example, some employees may only work mornings, others may start early and finish early etc. 3 daily schedules are already built-in to the application and they may be modified for your company's requirements. The Standard Day schedule is a `9 to 5' schedule. Each schedule consists of a number of Time Windows. The Working Day time window is mandatory and appears in all daily schedules. Clicking Edit allows the Time window to be modified. Page 4 Access Control Technology Time and Attendance ACTWinPro 3.1 Working Day The Start and End times specify when the day begins and when it is over. (The + symbol beside the End signifies midnight at the end of the day). Contracted Time specifies the number of hours the employee is expected to work. If the employee works less than the Minimum time or more than the Maximum time, an anomaly is generated. Page 5 Access Control Technology Time and Attendance ACTWinPro 3.2 Clocking In Clocking In is used to assign a time window, where the employee is expected to clock in. Even though the employee may clock-in during this time, he is not considered working by the system until the End time. Click on OK to save the Clocking In time window. 3.3 Clocking Out Clocking Out window is used to assign a time window when the employee is to clock out. If the employee clocks out during this time, work is considered over at the Start time. Page 6 Access Control Technology Time and Attendance ACTWinPro 3.4 Late Arrival If the employee clocks in within this window, he is considered late. A serious lateness appears as an anomaly after the serious lateness time. 3.5 Rounding on clocking in This is used to round all the clock-ins during the day. The Start and End times specify when roundings on the clock-ins takes place. (The + symbol beside the End signifies midnight at the end of the day). The parameters allow the administrator to specify to which times clock-ins are rounded to. The tolerance value must always be less than the rounding value. Page 7 Access Control Technology Time and Attendance ACTWinPro For the example above, a clock-in at 9:03am is rounded to 9:00am, while a clock-in at 9:04am is rounded to 9:15am. 3.6 Rounding on clocking out This is used to round all the clock-outs during the day. The Start and End times specify when roundings on the clock-outs takes place. (The + symbol beside the End signifies midnight at the end of the day). The parameters allow the administrator to specify to which times clock-outs are rounded to. The tolerance value must always be less than the rounding value.For the example above, a clock-out at 4:57pm is rounded to 5:00pm, while a clock-in at 4:56pm is rounded to 4:45pm. Page 8 Access Control Technology Time and Attendance ACTWinPro 3.7 Early Departure This time window is used to decide when a clock-out is considered an early departure. Any departure between the Start and End times is considered an early departure. A serious early departure appears in the anomalies if there is a departure before this time. Page 9 Access Control Technology Time and Attendance ACTWinPro 3.8 Break This time window is used to define the lunch break. Enter the start and end times. During this time a break may be taken. The Minimum duration is what will be deducted from an employees' total if they take a shorter break. If an employee does not take a break or forgets to clock the break, he will be deducted the amount of time in the lower box. Page 10 Access Control Technology Time and Attendance ACTWinPro 3.9 Daily Overtime This time window allows the administrator to allocate overtime on a daily basis. The Start and End times set when the Daily overtime window starts and ends. In the example above, any hours worked over 8 hours goes to the OT1 account. More daily overtime may added by adding a new time window. Daily Overtime will not be calculated if overtime is to be calculated on a weekly basis. Page 11 Access Control Technology Time and Attendance ACTWinPro 3.10 Auto assignment of clockings This time window may be used to configure automatic clockings for certain users. Users with this time window allocated do not need to clock in or out. The system does it automatically. Users must have the Auto-Clocking option set in the user view. In the example above, the employee is automatically clocked in at 9am, clocked out at 1pm, clocked in at 2pm and clocked out at 5pm. Page 12 Access Control Technology Time and Attendance 4. Configure Weekly schedule ACTWinPro This screen allows daily schedules to be combined for each day of the week. Overtime may be assigned on a weekly basis from this window. This will override any settings for Daily Overtime in the Daily Schedule. The weekly schedule is assigned to the user in the user screen. Page 13 Access Control Technology Time and Attendance 5. Configure Public Holidays ACTWinPro Public holidays must be configured for the system to operate properly. There are two types of public holiday: Fixed (eg. December 25th), and Moveable (eg. Easter Monday). Fixed holidays are entered once on the system and apply to every year. Moveable holidays should be entered at the start of the year and only apply to the current year. 6. Configure Calculation Service The Time and Attendance module uses a calculation service that calculates the hours worked for each employee. Configuring the service is done from View-Options->Time and Attendance. Enter the location of the database and set a time for the calculation service to run (normally midnight). Enter a retry time (usually 30 minutes). This should only be done only on ONE machine (normally the server) on the system. All other ACTWinPro clients should have no entry in the `Full path to T&A database' box. If the database uses Windows authentication then the service must be configured to run under a user account which allows access to the database. The calculations service can be viewed from Start->Control Panel- Page 14 Access Control Technology Time and Attendance ACTWinPro >Administrative Tools->Services. Right click on ActTaService and click properties. Assign a user account that allows full access to the Time and Attendance database. The Time and Attendance system is now configured and ready to use. Page 15 Access Control Technology Time and Attendance ACTWinPro Employee Administration 1. Absences This screen shows all the absences for an employee over the year. To assign an absence to an employee on a particular date, right click on the date and choose the absence type. Page 16 Access Control Technology Time and Attendance ACTWinPro Use the From, Until dates to choose the length of time that the absence is for. Select Cyclic Absence for recurring absences. This could be for a course etc. Select the number of days the absence applies for and the frequency. Normally the absence applies for the whole day, but if the time taken is shorter, the time may be entered in the Allocated time box. Page 17 Access Control Technology Time and Attendance 2. Absence Totals ACTWinPro The administrator may view absences over a given period for all users. Choose a period over which to run the report and click Run. The Bradford Factor is a tool used to manage absences. The Bradford scores are a useful way of identifying individuals with patterns of absence worthy of investigation. It helps to highlight frequent short-terms absences which can be disruptive to any organisation. The Bradford factor may be run over any number of weeks and a trigger point may be set to report users who have exceeded the threshold. Page 18 Access Control Technology Time and Attendance 3. Clockings ACTWinPro This screen is used to view and edit the clockings for a particular user over a given week. By highlighting a particular day and then clicking on Edit Clockings, the administrator may change the clocking times for an employee. Clockings that have been manually edited are highlighted in bold. The Recalculate button should be clicked to recalculate the totals. The columns show the daily schedule that is being used on each day of the week for the employee. Any absences or public holidays will show up in the events column. Double clicking on the item will show more details. The contracted time shows the amount of time the employee is supposed to work according to the daily schedule. Actual shows the actual number of hours the employee worked. Paid gives the number of hours the employee was paid for. This is the sum of the Normal and OT1 and OT2 hours. Page 19 Access Control Technology Time and Attendance ACTWinPro Anomalies are highlighted with an exclamation marked and may be viewed by double clicking. 4. Accumulated Hours Accumulated Hours shows all the hours a user worked over a given period. Contr. Shows the number of hours an employee is supposed to have worked according to their schedule. Paid: is the Actual hours worked plus any paid absences(paid holidays etc) Actual: Number of hours actually working Normal: number of normal hours worked. OT1: number of overtime OT1 hours worked OT2: number of overtime OT2 hours worked This information may be exported to Sage Micropay for payroll purposes. Page 20 Access Control Technology Time and Attendance ACTWinPro 5. Add/Deduct Add/Deduct allows hours to be credited to a user by way of a bonus or hours deducted. 6. Anomalies Page 21 Access Control Technology Time and Attendance ACTWinPro Anomalies allow the administrator to view discrepancies in an employees attendance records. Choose the types of anomalies to filter and click Run. 7. European Working Time Directive From this screen, employees who are exceeding the working time limits defined by the European Working Time Directive may be displayed. The start date to begin the calculations from may be configured as well as the reference period to use and the weekly average limit. In this example, employees who worked more that 48 hours per week, on average, over 17 weeks since the 2nd of January 2006 will be highlighted. Page 22 Access Control Technology Time and Attendance ACTWinPro 8. Absentees/Present This screen allows a report to be run for any time to see who was present or absent at that time. 9. Absence Analysis Absence Analysis allows a report to be run for each user group to see how many hours were worked over a given period. The Hours available shows the number of hours the group was contracted to work over the given period. Absence hours shows the number of hours absent. Percentage shows the absent hours as a percentage of the hours available. These reports may be generated for multiple user groups for comparison purposes. 10. Audit View The Audit View shows the changes that have been made to an employees records and who made them and when. Page 23 Access Control Technology