Time Tracker User Manual

Time Tracker

Overview



Overview of Time Tracker
(4:43 minutes - requires an internet connection)


About the manual

Time Tracker's easy to use manual is integrated into the online help. It is based upon proven learning models that enable users to readily understand and implement new software solutions

Context sensitive help allows users to easily review the instructions that relate to the components they are working with. The easy to use interface enables efficient cross-referencing of related topics and subjects.

Getting Started

The first 2 chapters to read are Concepts and Definitions and Navigating the Interface. These 2 chapters will give you a good overview of the product.

Examine the "Demo Organization" that ships with product. Print the reports. Explore all of the menus. Get a feel of how Time Tracker works. Press the 'F1' key while reviewing each component and the help text will display the related topic (that's context sensitive help).

If you are ready to setup your own organization

When you are ready to setup your own organization, logon to the organization called "Your Organization". Time Tracker will automatically display a setup-wizard to guide you through the process. Be sure to read the section called Organization Setup, it will instruct you how to setup a new organization. Work through the steps sequentially. During each step press the 'F1' key; read all information related to the topic.

As you can see, you are strongly encouraged to learn-by-doing. Read a bit, then play a bit, it keeps things interesting. You will quickly acquire an understanding of Time Tracker and how it relates to your organization.

Need some extra help?

Give us a call. We are always happy to help.

Movies

The following is a list of movies that describe Time Tracker and its features.



Overview of Time Tracker
(4:43 minutes - requires an internet connection)


Schedule Automation
(3:43 minutes - requires an internet connection)


Creating Schedule Patterns
(4:00 minutes - requires an internet connection)


The Booking Process
(5:27 minutes - requires an internet connection)


Time Tracker Reports
(3:46 minutes - requires an internet connection)

Concepts and Definitions

This section describes some of the concepts and terms used through out the documentation.

Locations

Typically locations are the physical areas in which employees work.

A nurse might be booked to work on the third floor, east wing. A police officer might be booked to work a certain beat. A factory worker might work on a specific line.

However, Time Tracker locations do not have to be physical locations. You can use the location feature to define any logical group of work you like. In this way you can organize your work into any categories you find useful.

Many organizations create a location called 'float' or 'relief' to book employees who are flexible to work anywhere. Other organizations create locations that describe job functions.

Another use for locations is to define a location called Unavailable to track when employees are not available for work.

Shifts

Shifts are used to subdivide and describe the divisions of work in a day. The most common use of shifts is to divide the day into Day, Afternoon and Night shifts.

Time Tracker shifts can be used to describe more abstract divisions of work. They can be used to describe divisions of labor, assign responsibilities or any other categories of work you find useful.

A security company might have shifts called 'Stationary Watch', 'Random Walk', 'Surveillance' and 'On Call'

Another use for shifts is to define a shift called Unavailable to track when employees are not available for work.

Bookings

A booking is a description of a single work event for a single employee.

A booking specifies which employee will be working, in which location, for which shift, for how many hours, on a specified date.

As Time Tracker records each booking it checks for other scheduled events such as:

• 
  Vacation
  
• 
  Time off
  
• 
  Employee's termination date
  
• 
  Statutory holidays
  
• 
  Double bookings
  
• 
  More than one shift back to back
  
• 
  More than one shift the same day
  
• 
  Overtime
  
• 
  Reminders
  

If there is another event you will be notified and the appropriate action will be taken (i.e. warning messages, booking may be modified, Comp time may be assigned…).

Schedules

When the system refers to a schedule, it is referring to a group of bookings that occur over a given time period. The scheduling process is essentially a process of creating and maintaining bookings. This system has two types of schedules Live Schedules and Schedule Patterns.

Live Schedules

See Also: Schedule Automation, Schedule Pattern

A Live Schedule is a record of actual bookings for a given period of time. The bookings within a schedule are grouped by location, shift and date. "Live Schedule" is the Time Tracker term for what most people call a schedule - you probably already guessed that.

Live Schedules are created through the Schedule Automation process. Each new Live Schedule is based upon existing Schedule Pattern(s).

Existing Live Schedules can be modified at any time. (e.g. update bookings, new bookings, early leave, late, absence, shift swap, etc.).

Live Schedules created for future time periods are records of work to be done. As schedules become current you will update them to reflect actual activity. Schedules from the past, are records of work completed and are used as the basis of historic information.

Time Tracker allows you to create an infinite variety of schedules styles. Your Live Schedule should closely reflect your specific scheduling requirements.

Schedule Pattern

See Also: Live Schedules, Schedule Automation

The concept of a Schedule Pattern is the cornerstone of Schedule Automation. Each Live Schedule originates from a Schedule Pattern. Consequently, their layouts are very similar. Both contain bookings grouped by location, shift and day.

What is it for?

The Schedule Pattern is the source for automatically copying bookings into a new Live Schedule (Schedule Automation).

How to take advantage of this?

Create Schedule Pattern(s) that record the cycles of bookings that repeat over time. Identify the patterns in shifts, days off, locations, etc. that your employees work. Then enter them into your organization's Schedule Pattern(s).

Example:

If your employees cycle through a pattern of working 5 day shifts (with 2 off), 5 evening shifts (with 2 off) and 5 night shifts (with 2 off) - you would have 3 week Schedule Pattern. You would define your Schedule Pattern as 3 weeks long and enter the pattern of bookings that your employees work within that period. It almost is a snap shot of your first 3 weeks of schedules.

You could also define another Schedule Pattern for your administration staff that work straight days, Monday to Friday. You would define a separate Schedule Pattern. It would be 7 days long - 5 days of work and 2 days for weekends.

Note: Be sure that your Schedule Pattern(s) and Live Schedule start on the same day of the week (i.e. Sunday or Monday, etc.). Be aware, that most Schedule Patterns are multiples of 7 days long. Exceptions (i.e. 6 on - 4 off, 3 on - 2 off, etc.) are very rare.

Note: If you don't know in advance who will fill a particular booking, leave it blank. You may however, record the employee type or any booking notes that may be helpful latter. In this way, when the Live Schedule is created, there will already be a booking position and you can fill in the appropriate employee later.

Time Tracker allows you to create an infinite variety of schedules styles. Your Schedule Pattern should closely reflect your specific scheduling requirements.