Time Tracker User Manual

Administration Menu Pad

This section of the menus allows an administrator to access components or modules that control and maintain the system.

Only users who have administrator rights assigned in the Users table have access to this menu pad.

Reindex and Pack Data

This process will rebuild indexes and eliminate deleted records. Depending on circumstance, this may result in increased performance and recovered disk space.

To reindex and pack data, no other users can be accessing Time Tracker. Activate the Lock Out Users feature from the 'Admin' menu to ensure exclusive access.

Reindexing

An index is a fast lookup table that the computer uses to find data records (just like you would use an index in a book to find a specific topic). By rebuilding the indexes, you are recreating and reorganizing these indexes.

Packing Data

As you work with Time Tracker, you are constantly adding new information and removing old information. When information is deleted, Time Tracker does not physically remove it. To optimize performance, deleted information is merely flagged for removal and made invisible to the rest of the system. By 'Packing' data we are physically removing all of the records that have been flagged for removal.

Purge Old Data

As you work with the system, you are constantly building new schedules and recording new information. Sooner or later historical information becomes obsolete. Just as you might clean out you filing cabinets to throw away old files, you might want to 'purge old data' from the Time Tracker database.

Purging

When you specify a purge date, the program searches for schedules that have completed before the purge date and purges them. This means that only complete schedules before the specified date will be purged.

Time off, statutory holidays and refusals will also be removed by this process.

Purging physically removes the records from the database and reindexes. Be sure that you have a complete and recent backup before running this routine

Add Purge Work Hours into Base Hours?

Time Tracker allows you to accumulate the total number hours an employee has worked. It does this by adding up all of the booking hours for that employee in all of the schedules on disk. The total booking hours may then be added to the employees 'Base Hours' to arrive at total hours worked. This value may then be used to determine an employee's seniority.

When you check this option on the form, the hours that get removed as a result of the purge are added back in to the employees base hours so that seniority hours are not lost over time. This data is used primarily to sort the employees in seniority order when making a booking.

Calculate Hours on Disk

Update each employee's 'Hours on Disk' value with the number of hours currently in bookings for the time period specified.

'Hours on Disk' is one number in a calculation that may be used to determine the seniority of an employee. When 'Hours on Disk' are added to the 'Base Hours' for an employee the result is the 'Total Hours' value that may be used to determine seniority. The 'Base Hours' value can be edited and viewed in the employee definition screen.

This data is used primarily to sort the employees in seniority order when making a booking.

Example

An organization who wants to give first priority to employees who have worked the most number of hours up to the most recent pay period would 'Calculate Hours on Disk' at the end of each pay period. The start date would be the date Time Tracker was first started. The end date would be the last day of the pay period. The 'Base Hours' for each employee would be the number of work hours they had accumulated before the system was installed.

Example

An organization may decide to give first priority to employees who worked the most number of hours in the last completed quarter. The start date would be the first day of the quarter and the end date would be the last day of the last completed quarter. The base hours would be left at zero for all employees.

Users

The list of users who can access the system is maintained by editing a table of user definitions where each record represents an individual user.

The first tab contains a list of users being maintained for the system. You may filter the list of users by selecting one of the three filter modes as illustrated below.

When you highlight a user you want to edit, select the 'Details' tab on the form to edit the definition of that user.

You must enter a name for each user who is to access the system. You may also enter phone number, fax, and any amount of free format notes.

The fields that actually control user security are on the right side of the form.

Active

The 'Active?' check box allows you to completely remove all rights for a user without removing them from the list. When the check mark is removed from this prompt, the user cannot log on to the system at all.

User Name and Password

The user name and password are what the user must enter on the log on screen to be accepted into the system. Each user has the ability to change their own password at any point in time and should be encouraged to do so regularly. As administrator, you have the ability to override the users password from this screen.

Rights

There are three levels of rights you may give to a user.

• 
  Administrator: An administrator has complete access to all menu options and features of the system. This level of rights should be granted very sparingly. The intent is that the administrator is the person who maintains the system and is in charge of all other users.
  
• 
  User: A user has the ability to perform most scheduling and definition functions. A user cannot access any of the functions that appear under the 'Admin' and 'Definitions' menu pads.
  
• 
  Guest: A guest only has the ability to view things. A guest may not make any changes other than changing their own password.
  

As a fourth level, employees are able to log on with their own ID, submit vacation requests and generate their own reports. Their user name and password are assigned to them in the Employee Definition

User log in History

This utility will allow you to see who has logged into the system, when they logged in, when they logged out, and how they logged out.

Simply enter the starting date you wish to view, and press the "Apply/Refresh" button. All login history from that date to the current date will be displayed. This log will automatically purge any login history older than "60" days, or you can press the "Purge Manually" button to force a purge.

Currently-logged-in Users

The Currently-Logged-In Users option will tell you exactly who is currently logged into Time Tracker.

This screen will give you a list of the users currently logged into the system. It will show their Name, Computer Name, and the exact date and time when they logged into the system. The computer name is the name of the computer from where they logged in (as assigned by MS-Windows).

Lock Out Users

If you are running Time Tracker on a network, you may not be the only user who has access to the system. However, there are times that you do want to ensure that you are the only person. For example, when you need to purge old data or reindex and pack data you should definitely make sure that you have exclusive access to the system and that nobody else can gain access until you are done. The 'lock out users' function will allow anyone with administrator rights to lock users out.

Simply enter a date and time when you would like to lock everyone out. When you have done that, click on OK and the system will send a message to all non-Administrators to exit the system. Every few seconds, it will flash a message asking them to complete their tasks and logout of the system. If they have not logged out when the lockout time arrives, the system will "gracefully" shut down their system. If they try to subsequently log in, the system will inform them of the lockout and deny them access.

To "undo" the lockout, simply click on the "Lock Users Out" option on the menu again. To Release the Lock on the System, simply check the "Release lock" option and click OK. The Ok button will become visible when the "Release lock " option is checked.

Event Log

The Event Log keeps track of all errors that occur in Time Tracker. It keeps detailed descriptions and times of any errors that have occurred.

Normally, you would never have to look at this screen. This screen would only be used by Asgard Systems to diagnose problems.

Organization Maintenance

Add a new Organization

This module allows you to create a new organization and setup the folders and files required for that organization.

The following steps will allow you to create a new organization:

• 
  Click the 'Add' button
  
• 
  Enter a unique name for the new organization
  
• 
  Click the 'Select Path...' button
  
• 
  Navigate to the location where you want to place a new subfolder which will contain the files
  
• 
  Type the name you want to call the new subfolder in the 'Create subfolder of path' field
  
• 
  Click the 'Save' button
  

The above process will create the directory structure for the new organization. The directories will not be filled with data files until the first time you log on to the newly created organization.

When a new organization is created, one and only one user will be defined for it. The user name 'ASGARD' and the password 'asgard' will give you initial access to the system. The password is context sensitive and must be entered in lower case. You should remove this user and set up your own user-ids and passwords as soon as you can.

You can access the new organization using the menu option Open Organization from the File menu pad

Delete an Existing Organization

Click the 'Delete' button and the currently selected organization will be removed from the organization list.

The folders, which contain the data files, are not deleted from the disk. If you want to delete the folders and files you must delete them manually.

Organization Setup Wizard

See Also: Organization Setup Steps

The Organization Setup Wizard is a module that steps you through the process of configuring a new organization. The wizard guides a user through each of the organization setup steps in sequence.

Program Updates

Installations with the "Additional Support Plan" are able to download program updates with this feature. The user ID and password issued with the "Plan" are required.

This component will take you to the Time Tracker web-site. You will be able to examine the most recent enhancements and download updates as applicable.

If you don't have an interest in the latest version, you don't have to upgrade. It's not a requirement, we understand.

This upgrade will preserve existing data.

Before applying:

• 
  Backup or copy your system.
  
• 
  Make sure that no one is accessing Time Tracker.
  

Options

Live Schedules

Time Tracker supports two types of Live Schedule periods. They are either variable or fixed length.

Variable Length

This type of schedule allows you to define the schedule period each time you create a New Live Schedule. Each Live Schedule can have a different start date and length.

Fixed Length

You define the initial start date and length in the system options. All future New Live Schedules will be the same length and will be based on the initial date.

Time Tracker will automatically apply the start date and length to predetermine your Live Schedule periods.

The start date is usually set to the first day of the first schedule to be created by the system and the length would be the number of days in that schedule. You would normally set these values only once when an organization is being set up and leave them unchanged.

However, if changes have occurred in your organization that require a different start date and length, these values can be altered.


Date and Booking Prompts

During the booking process it is possible to prompt for additional information. This page determines what additional information will be requested each time that you record a booking.

Prompt for Refusals During Booking?

You may track refusals by clicking on this check box. You will be able to record information regarding an employees refusal to work a shift from the Employee Selection pick list and the Refusals option under the Schedule menu pad.

Prompt for Start and End Time?

You may record start and end times by clicking on this box. If you choose this option, the booking window will include two new fields, start time and end time. Various reports will also include the start and end times. When you enter the start and end times while recording a booking, the program can also calculate the number of hours worked.

If you choose to record start and end times, you may also specify the time format to be used. Time may be recorded in either a 12-hour format or 24 hour format. You may also specify that work hours be automatically calculated.

12 Hour format: Time is entered in a 'HH:MM am' format; where the first two digits are hours, the two digits after the colon are minutes. The last letters are either 'am' or 'pm'. A day starts 12:00 am and ends 11:59 pm.

24 Hour format: Time is entered in a 'HH:MM 24hr' format where the first two digits are hours; the two digits after the colon are minutes. The last letters are always '24hr' to show that the time is in 24-hour format. A day starts 00:01 24hr and ends 24:00 24hr.


Calculate Hours From Time Entry:

When this check box has been activated, the system will automatically calculate the work hours booked by using the difference between the start and end time. You should only use this option if all hours between start and end time are to be credited to the employee. If you need to deduct time for lunch, coffee break or any other time; you should disable this option, and either use the default hours that you define in Shift Maintenance or manually enter the work hours.

Warn when employees are booked for multiple shifts?

Note: This feature is only available when 'Prompt for Start and End Time' is turned off. Prompting for start and end times provides a more detailed set of warning messages.

When this feature has been activated and you book an employee for more than one shift on the same booking date, a warning message will be displayed.

System Date Format

This option allows you to set the format used for all dates through out the system.

Time Off

Default Time Off Hours

When you record time off entries directly from the schedule, the time off hours default to the number of hours in the current booking. When you are entering time off entries from the main menu, the default hours entered here will be used.

Default Time Off Types

Each of the four main time off types (Sick, Vacation, Comp, and Other), may sub classified into sub types. You may set the default sub type that will be used when entering new time off entries.

Default Vacation Requests

When employees enter their own vacaton requests, the system defaults to applying the Vacation Type that is set. See Edit Employee Vacation Request.

Time Off Alerts

Alert Settings

When Live Schedules are generated, Time Tracker automatically detects conflicts between employee bookings and time off. Time Tracker defaults to displaying an alert for each booking that conflicts with time off. You must respond to every alert by selecting either; "Ignore and Book Employee", or "Don't Book Employee".

The conflicts and any action taken are always recorded in the Schedule Notes regardless of what your Alert Settings are. You can always review them at a latter time and make any necessary adjustments.

Suppress Alerts

You can suppress the alerts and have Time Tracker automatically take action. The actions taken can be "Ignore and Book Employee" or "Don't Book Employee".

Ignore and Book Employee

Any conflicts detected while alert suppression is set; are ignored and the employee is still booked. The conflicts can then be dealt with by manually editing the schedule after it has been generated.

Don't Book Employee

While the alert suppression is set, employees are not booked if their booking conflicts with time off.

Web Publishing

Reports generated by Time Tracker can be saved in a variety of different file formats. Formats, that when uploaded to the internet, can be reviewed from remote locations. Should you be distributing your reports by such a method, record the address of the associated site. The menu option “Web Publishing" under the "Reports" menu pad will link to the site provided.

See Also: Report Distribution

Asgard License and Warranty

The software which accompanies this license (the "Software") is the property of Asgard Systems Incorporated and is protected by copyright law. While Asgard continues to own the Software, you will have certain rights to use the Software after your acceptance of this license. Except as may be modified by a license addendum which accompanies this license, your rights and obligations with respect to the use of this Software are as follows:

You may:
(i) use one copy of the Software on a single computer;

(ii) make one copy of the Software for archival purposes, or copy the software onto the hard disk of your computer and retain the original for archival purposes;
(iii) use the Software on a network, provided that you have a licensed network version of the software;

You may not:

(i) copy the documentation which accompanies the Software
(ii) sublicense, rent or lease any portion of the Software;
(ii) reverse engineer, decompile, disassemble, modify, translate, make any attempt to discover the source code of the Software, or create derivative works from the Software; or
(iv) use a previous version of the Software in addition to an upgraded version received as a replacement of the prior version. Upon upgrading the Software, all copies of the prior version must be destroyed except for copies retained for archival purposes.

Support:
When support is provided, the maximum number of contact persons may be limited to 2 of your personnel. Such a restriction may be applied at the discretion of Asgard Systems Incorporated.

Limited Warranty:
Asgard warrants that the media on which the Software is distributed will be free from defects for a period of sixty (60) days from the date of delivery of the Software to you. Your sole remedy in the event of a breach of this warranty will be that Asgard will, at its option, replace any defective media returned to Asgard within the warranty period or refund the money you paid for the Software, Asgard does not warrant that the Software will meet your requirements or that operation of the Software will be uninterrupted or that the Software will be error-free.

THE ABOVE WARRANTY IS EXCLUSIVE AND IN LIEU OF ALL OTHER WARRANTIES, WHETHER EXPRESS OR IMPLIED, INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. THIS WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS YOU MAY HAVE OTHER RIGHTS WHICH VARY FROM STATE /JURISDICTION TO STATE/JURISDICTION.

Disclaimer of Damages:
REGARDLESS OF WHETHER ANY REMEDY SET FORTH HEREIN FAILS OF ITS ESSENTIAL PURPOSE, IN NO EVENT WILL ASGARD BE LIABLE TO YOU FOR ANY SPECIAL, CONSEQUENTIAL, INDIRECT OR SIMILAR DAMAGES, INCLUDING ANY LOST PROFITS OR LOST DATA ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE EVEN IF ASGARD HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

SOME STATES/JURISDICTIONS DO NOT ALLOW THE LIMITATION OR EXCLUSION OF LIABILITY FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES SO THE ABOVE LIMITATION OR EXCLUSION MAY NOT APPLY TO YOU.

IN NO CASE SHALL ASGARD'S LIABILITY EXCEED THE PURCHASE PRICE FOR THE SOFTWARE. The disclaimers and limitations set forth above will apply regardless of whether you accept the Software.

U.S. Government Restricted Rights:

RESTRICTED RIGHTS LEGEND. Use, duplication, or disclosure by the Government is subject to restrictions as set forth in subparagraph (c) (1) (ii) of the Rights in Technical Data and Computer Software clause at DFARS 252.227-7013 or subparagraphs (c) (1) and (2) of the Commercial Computer Software-Restricted Rights clause at 48 CFR 52.227-19, as applicable. Manufacturer is: Asgard Systems Incorporated, 991 King St W.,PO Box 89046, Hamilton Ontario, Canada, L8S 4R5.

General:
This agreement will be governed by the laws of the province of Ontario. This Agreement may only be modified by a license addendum which accompanies this license or by a written document which has been signed by both you and Asgard. Should you have any questions concerning this Agreement, or if you desire to contact Asgard for any reason, please write: Asgard Systems Incorporated, 991 King St W.,PO Box 89046, Hamilton Ontario, Canada, L8S 4R5.