Time Tracker User Manual
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- Bu səhifədəki naviqasiya:
- Employee Selection Properties
- Swap Employees by Date Range
- Swap Employees by Specific Date
- Schedule Pattern Properties
- Edit Employee Vacation Request
Schedule Menu PadThe scheduling section is where you maintain scheduling information. Schedule Patterns, Live Schedules, Time Off, Comp Time, Statutory Holidays and Refusals are maintained here. The components implemented here are interrelated. They contain methods to cross-reference, update and activate each other. Schedule MaintenanceSee Also: Live Schedules, Schedule Pattern, Schedule Automation The Display Grid The schedule display is in a grid format made up of columns and rows. The first column identifies location. The second column identifies shift. The remaining columns contain the days of the schedule. There will be as many days as required to fill a complete schedule. There is a row on the grid for each location and shift into which employees are to be booked. Location/Shift combinations may repeat as many times as needed to accommodate the number of employees to be booked into that location/shift.
Each cell in the day columns represents an individual booking. The day in which a booking occurs is determined by which column it has been placed in. The location and shift to be worked is determined by which row it has been placed in. In the above example, the booking highlighted (Mary McCulloch FT) is in the first day column and is therefore scheduled to work November 26, 2007. The booking is in the row identified as the '2nd Floor' location and the 'Morning Shift'. Therefore Mary McCulloch FT is scheduled to work on the 2nd Floor for the 'Morning Shift' on November 26, 2007. The Toolbar In addition to the display grid a tool bar is also placed on the screen when you are editing schedules. The tool bar is simply a series of buttons which when clicked; perform a function related to the schedule. 
If you want to know what an individual button is for, simply move your mouse cursor over top of that button. A short message will appear which explains the function of that button. The following functions can be executed from the tool bar:
Sizing Columns To alter the size of the column widths (temporarily on the schedule itself); move the cursor between the column headings - the cursor will change to a double arrow The column sizes may also be set more permanently in Rows & Properties
All forms are sizeable. Use the sizer control on the lower right hand corner of a form to make a form larger or smaller (See Sizing Forms). BookingSee Also: Bookings The booking form allows you to define what an individual booking will be. The top portion echoes back the location, shift and day that you selected in the schedule grid when you activated this form.
The booking window features an 'Error Check' button. At any time during the booking process, you may click on this button to check to see if there are any conflicts with the currently displayed booking. Of course you are automatically notified of any conflicts as you create new bookings or make changes to a booking. Employee Type The employee type is a lookup field that may be used to specify the employee type required for this booking. You may specify an employee type without specifying an employee. You would do this if you knew what type should fill the booking but did not yet know who will actually work in that spot. This is particularly useful for Schedule Patterns that are typically prepared well in advance of the live schedules. Employee You may also specify the employee who is to work in the booking. By clicking the employee lookup button, you will activate the employee selection form. The employees listed on this form are only those that are active, available to work and are of the employee type previously specified. Work Hours and Times Depending on the booking options you have specified, the work hours and times fields may or may not be enabled. If you have enabled this feature, then you may record the number of hours with start and end times for the booking. When a new booking is first entered, the work hours and times default to that defined for the shift. You may edit those values to reflect the actual hours worked in that booking.
The system makes the following assumptions about start and end times. When the end time is:
In addition you may specify on what day the start time occurs. You have the following three options:
If an employee is booked to work from 4:00PM to 4:00AM the shift will span two days. The default assumption is that the shift starts on the same day as the booking. If that same employee called in sick for the first half of the shift, you would want to change the start time to 12:00AM and specify that the 'Start time begins on the day following the booking date'. Booking Notes This is a free format typing area in which you record any notes that you want attached to the booking. You can type as much information as you like, however you should remember that the more you type the more space will be required if you select to print these notes in the printed schedules. Employee SelectionSee Also: Employee Selection Properties The employee selection form has all of the same features as a standard pick list form with a number of additional features required for schedule booking. Overlap Column This column will signify that other scheduling events overlap with the current booking. Such events may be other Bookings, Vacation, Comp, Other or Sick time-off. Available Column Employees available for the current booking are identified with a check mark in this column. Availabilities are defined in Employee Maintenance. Sorting the List The employee list can be sorted (temporarily) to find the most suitable employee quickly and easily. The list can be sorted by any column that has a bold heading (start date, hours seniority, hours booked, employee type, last name...). Merely click on the column heading that you wish to have controlling the order. To toggle the sorted order between ascending and descending; click on the same column heading again. The sorted order and sequence may also be set more permanently in Employee Selection Properties
To alter the size of the column widths (temporarily); move the cursor between the column headings - the cursor will change to a double arrow The column sizes may also be set more permanently in Employee Selection Properties
To begin with, the list of employees is already filtered down to employees of the employee type you have selected for the booking. In addition, only active and available employees are included. You may further filter the list by making use of the attribute filter button. Attribute Filter When you click on the attribute filter button, you will be presented with a mover list form. This form allows you to specify the employee attributes that an employee must possess to be included in the list. The attributes that you set here will remain in effect until you change them or leave the schedule. To expedite the booking process you should record all the bookings for a particular attribute selection at once. 
Fill the 'Selected Items' list with the attributes that an employee must possess in order to be included. Employee Refusal Status Time Trackers allows you to record and track refusals. Once you have a list of employees who are eligible to work a specific booking, you have to find an employee who is willing to accept the work time. The refusal feature allows you to record each instance that you have offered work to an employee and the employee has refused. To record an employee refusal, select the employee and click the button 'Employee Refusal'. Employee refusals can also be maintained from the Schedule Maintenance menu Edit Refusals. This feature is active for 'Live' schedules only and when configured through the administrative Options. 
When you check the 'refuses booking' check box, you are recording that the employee has turned down the currently selected booking. You may also enter any notes that pertain to the refusal. Employee Selection PropertiesSee Also: Employee Selection Column Properties These properties allow you to save the default settings for the employee selection list. You can set the list's order (ascending or descending), sequence, column widths and font size. These settings can also be adjusted directly on the schedule (see 'Sorting the List' and 'Sizing Columns' in Employee Selection). Copy and PasteSee Also: Highlighting Bookings Copy and paste is a two-stage process. In the copy stage you are merely telling the system what it is you want to copy. In the paste stage you are telling the system where you want to paste the copy. Copying Bookings The first step is to highlight the bookings that you want to copy. By highlighting, you are specifying which bookings are to be included in the copy. Once you have highlighted the bookings to be copied, you may copy those bookings into memory by clicking on the 'Copy Bookings' button (shown below) in the schedule toolbar. (The identical function may be executed by pressing the keyboard combination Ctrl+C.)
To paste bookings that you have copied, you must first specify where the bookings are to be pasted. Click on the booking cell where you want the first booking of the copied block to be placed. Once you have highlighted where you want the copied bookings to go, you can start the paste operation. Start the past operation by clicking on the 'Paste Bookings' button (shown below) in the schedule toolbar. (The identical function may be executed by pressing the keyboard combination Ctrl+V.)
When you paste you are presented with a form that echoes back the selections you have made and gives you additional options for the paste operation. You have the choice of executing the paste or canceling the operation. Note: You can copy and paste within the same schedule. You can also copy from one schedule and paste into another (including between a Schedule Pattern and a Live Schedule). Note: If you want your paste to affect only a given location and/or shift it might be useful to set the Schedule Filter before you begin. The paste operation will only affect the bookings displayed for the currently active filter. Paste Options When you paste bookings you are presented with the 'Paste' form. It has two tabs; the 'Paste Details' tab and the 'Paste Options' tab. The 'Paste Details' tab displays information regarding the source and destination of the process. The 'Paste Options' tab has options for fine-tuning the process. Set Times When you copy bookings, you have the choice of two methods of determining work hours and start and end times of the bookings.
Booking Note Instructions
Delete Selection'Delete Selection' allows you to delete one or more bookings from a schedule. The first step is to highlight the bookings that you want to delete. By highlighting, you are specifying which bookings are to be included in the delete operation. Once you have highlighted the bookings to be deleted, you may delete them by clicking on the 'Delete Selection' button (shown below) in the schedule toolbar. (The identical function may be executed by pressing the keyboard 'Delete' key.)
Highlighting BookingsThere are certain schedule operations that require you to first specify the bookings that are to be acted upon. Copy and Paste and Delete Selection require that you first highlight the booking(s) to be processed. To highlight a single booking, simply click on the booking and it will automatically be highlighted. To highlight a block of bookings, click on the first booking cell in the block to be highlighted. Press and hold down the This function allows you to locate employees on the schedule. By selecting an employee from this pick list, all of the employee's associated bookings are highlighted on the schedule. New Live ScheduleWhen you select the option to create a new Live Schedule you will be presented with the following form. 
Here, you can specify the period and the Schedule Pattern(s) used to generate the new Live Schedule. The bookings from the selected Schedule Pattern(s) are copied into the new Live Schedule. Conflicts or exceptions that occur during the generation of the Live Schedule are recorded in the Schedule Notes (e.g. the employee is already scheduled for time off, the employee is eligible to earn Comp time for working a statutory holiday or, the Schedule Pattern has an employee designated for a booking when the employee has become inactive).
With the date that you specify, the program will calculate the start date and end date of the new Live Schedule. This is based on the 'Live Schedule start date' and 'Length' specified in the 'Live Schedules' tab of the Options module. Beginning from the 'Live Schedule start date', it repeatedly counts the 'Length' (number of days) until a schedule that includes your date is found. Note: If you have chosen to have 'Variable Length' Live Schedules (see: Options), you will be prompted for both a start Date and length in days. The new live schedule will start on the date you select and will be the specified number of days in length. Select Schedule Pattern(s) You have the choice of what Schedule Patterns are copied into the new Live Schedule. Select all of the Schedule Patterns applicable. New Schedule PatternSee Also: Schedule Automation, Schedule Pattern This function allows you to add a new Schedule Pattern to the system. 
Relative Start Date and Length in Days The Relative Start Date and Length in Days are used to calculate the actual dates when bookings are placed in Live Schedules. (See Schedule Automation) Description When you have more than one Schedule Pattern it becomes necessary to give each one a description so that you can distinguish one from another in lists. When Schedule Patterns are applied to new Live Schedules they are added in alphabetical order. With this in mind, you may want to prefix your Schedule Pattern descriptions with 1,2,3... or A,B,C... to ensure that each schedule is applied in the correct order. General Notes You may enter any free format notes that might apply to the Schedule Pattern. Replace an EmployeeThe replace employee function allows you to do a blanket replace of one employee with another over a given time span. The system searches for all bookings scheduled for the 'replace employee' within the start and end dates (respective of any active shift and location filters, see Schedule Filter). The 'with employee' is then given those bookings in place of the 'replace employee' When an employee hands in their resignation or goes on extended leave of absence, you will need to replace that employee with a new employee for whatever span of dates necessary. Schedule FilterThe schedule filter allows you to limit what is displayed in the schedule grid. 
You may specify a location and/or a shift. The schedule will then display only the location and shift that you have specified. Note: The Copy And Paste, Replace an Employee, Swap Employees By Date Range and Swap Employees by Specific Date functions are applied only to the bookings included in the current filter. Schedule NotesThis form allows you to record or document any information relevant to the scheduling process. Whenever a Live Schedule is created; conflicts or exceptions that occur are recorded automatically in this note area. You are free to update, modify or add to these notes as resolutions occur. Swap Employees by Date RangeThis function allows you to swap two employees across a whole range of dates (respective of any active shift and location filters, see Schedule Filter). 
For whatever reason you may need to switch job positions between two employees. You may specify a start date and an end date and the two employees will be switched Swap Employees by Specific DateThis function allows you to trade one employee's bookings on a given day with another employee's bookings on another day (respective of any active shift and location filters, see Schedule Filter). 
An employee who wants to have Friday off might swap shifts with another employee so that they can have the day off without using vacation time. The employee might agree to work someone else's Tuesday night shift if the other employee will work the Friday day shift for them. Rows & PropertiesSee Also: Current Schedule Rows, Grid Formats, Booking Properties, Schedule Pattern Properties Rows & Properties allows you to define the characteristics of a schedule. You can add and remove schedule rows in Current Schedule Rows. You can set grid fonts, row height, column widths and colulmn contents in Grid Formats. You can set properties that determine schedule behavior in Booking Properties. If you are working with a Schedule Pattern you can edit its description in Schedule Pattern Properties.
Current Schedule RowsSee Also: Add Rows This is where you assemble Location and Shift combinations to create the rows of a schedule. You can add, remove and re-sequence rows. Each row contains cells to book an employee (for a given location and shift) on each day of the schedule. You will need to add at least as many rows as there will be employees booked on a given day. Typically, rows defined for Schedule Pattern(s) are automatically copied into newly generated Live Schedules. You would only change the rows of a Live Schedule when a temporary change is required. If you want to change the rows of all future Live Schedules, then you must change the Schedule Pattern(s) that they will be based upon.
The 'Add' button allows you to Add Rows of location and shift combinations to the existing schedule. You may add as many rows as you need to provide space for the number of employees who will be booked. Removing Location/Shifts The 'Remove' button allows you to remove rows from the schedule. Highlight the row you want to remove by clicking on it with the mouse or by using the keyboard arrow keys. Click on the 'Remove' button to remove the currently highlighted row.  Re-sequence Location/Shifts
You can also change the order of locations and shifts. The buttons that appear to the left of each location/shift can be grabbed with the mouse and moved up or down within the list. You may also move by selecting a location/shift, pressing the Example: In the screen image above, it was determined that three employees would be required to work each of the 'Morning', 'Day' and 'Afternoon' shifts in each location. Three rows were added for each shift in each location and then the shifts were re-sequenced to be displayed in the desired order. Add RowsSee Also: Rows & Properties The 'Add Rows' form gets called when you add a new row in the Rows & Properties. Each new row that you add must specify both a location and a shift. Enter the appropriate codes or click on the binocular buttons to select from the pick lists. The 'Repeat Rows' field allows you to specify how many times you want a row to be added. Repeat a location and shift for as many employees as are required to work at the same time. Example: Suppose you have up to 5 employees who will work the 'Day Shift' in the '2nd Floor' location on any given day. You would specify '2nd Floor' location and 'Day Shift', and then adjust the 'Repeat Rows' field to 5. Grid FormatsSee Also: Schedule Maintenance The grid layout and presentation is controlled within this section. Here, you can alter the information displayed and design a schedule layout specific to your needs. General Formats Font Size Font size allows you to specify the size of characters in the schedule display. Row Height Row height allows you to specify the height of all rows. The more fields that you include (i.e. start & end time, employee type, booking notes…) in a row, the larger that you will want the row to be. Column Formats Location Width Set the location column width as desired Location Notes The default for each location cell is to display the name of each location. You may wish to include the location notes as well. Location Notes Size You can control the size of the location notes Shift Width Set the shift column width as desired Shift Display Options The shift information displayed can include the shift "Code & Description" or "Start & End Times" or both. Booking Width Set the booking column width as desired Booking Display Options The default for each booking cell is to display the name of each booked employee. You may suplement this with other booking information such as "Employee Type" ,"Start & End Times" and the booking "Notes". Booking Note Size You can control the size of the booking notes Note: Any of the column widths can also be adjusted directly on the schedule (see 'Sizing Columns' in Schedule Maintenance). Booking PropertiesNew Bookings You can tell the system to automatically default to the last employee booked when you create a new booking. This is useful if you tend to enter series of bookings for one employee at time. Employee Selection List You can tell the system to include employees already booked for the same shift and day in the employee selection list. Normally these employees are not included so that you will not double book the same employee. Close Off Current Schedule It can be useful to close a schedule to ensure that no users can make any more modifications. This option only affects the current schedule Located Employee Color Picker The color picker lets you determine the color of 'located employees'. When a schedule is displayed you have the option to highlight all of the bookings for a given employee using the Locate Employee button. The employee you have selected to locate will be displayed using the color you specify here. Schedule Pattern PropertiesSee Also: Schedule Automation, Schedule Pattern Description When you have more than one Schedule Pattern it becomes necessary to give each one a description so that you can distinguish one from another in lists. When Schedule Patterns are applied to new Live Schedules they are added in alphabetical order. With this in mind, you may want to prefix your Schedule Pattern descriptions with 1,2,3... or A,B,C... to ensure that each schedule is applied in the correct order. Relative Start Date and Length in Days The Relative Start Date and Length in Days are used to calculate actual booking dates when Live Schedules are generated. Schedule Patterns are applied to Live Schedules starting on the Relative Start Date and repeat after each Length in Days (See Schedule Automation). Relative Start Date The Relative Start Date is used to specify the date from which the Schedule Pattern will start its cycle. When you change the Relative Start Date of an existing Schedule Pattern, you must decide what to do with the bookings that it contains. You have two options.
The Length in Days specifies the number of days contained in the pattern and therefore the length of the cycle. 
Warning: When you adjust the Start Date and/or Length of a Schedule Pattern with existing bookings some bookings may be deleted. Edit Comp Time EarnedSee Also: Employee Types Definition Compensation (Comp) Time Earned is time that an employee has credit for. An employee may earn Comp time by working a statutory holiday. Comp time may also be granted to employees as time that they may take off at a later date. If a given day is a statutory holiday, you may configure the system to automatically grant earned Comp time to employees who work on this day. If you have a floating holiday, you could grant earned Comp time to all eligible employees and they could take it as time off at any time in the future Maintain Earned Comp Time for an Individual Employee To maintain or display, the Comp time earned for an employee; select an employee from the 'List' tab, then click on the 'Comp Time Earned' tab. From the displayed list of employee earned Comp time, there are three things you may do. You may edit existing entries, delete existing entries, and add new entries. When you add/edit an entry you will be presented with a form in which to specify the date, hours and description of the Comp time earned. Grant Comp Time to the List This employee list tab is different from other employee list tabs in that it includes one additional button: 
This button is used to add a new earned Comp time entry to all employees in the list. Normally you would first filter the list to include only the employees you want (using the adjacent 'Filter' button). Once the list includes only the employees you want, you would then click on the 'Grant Comp to the List' button and you will be prompted for the date, hours and description of the Comp time earned. The records listed here can be filtered with the Employee List Filter button on the upper right hand corner of the form. This form defaults to showing active employees only.
Edit RefusalsRefusals are records of events where an employee has been offered to work a given shift but the employee has refused. Each refusal records the date, location, shift and hours of the work that was offered. In addition notes may be entered to further document the refusal. This menu option only appears if 'Refusal Tracking' is enabled in the system options. Maintain Refusals for an Individual Employee When you have selected an employee from 'List' tab you may click on the 'Refusals' tab to maintain the list of all refusals recorded for that employee. There are three things you can do. You may edit existing entries, delete existing entries, and add new entries. When you add/edit an entry you will be presented with a form in which you may specify the date, location, shift, hours and description of a refusal. Refusals can also be recorded or maintained directly from the schedule itself. The Employee Selection form has a button on the lower left-hand corner of the form for this purpose. The records listed here can be filtered with the Employee List Filter button on the upper right hand corner of the form. This form defaults to showing active employees only. Edit Statutory HolidaysSee Also: Employee Types Definition Statutory holidays are holidays for which all or some of your employees are eligible and occur on a specific date. It is a good idea to enter your holidays well in advance so that the system will behave accordingly when other activity occurs on the same date. You can configure the system to automatically grant earned Comp time when an employee works on a statutory holiday. This is done by setting the options for employee types. In addition any dates specified as a statutory holiday will be flagged in the schedule reports. Edit Employee Vacation RequestSee Also: Employee Definition, Options, Edit Time Off This form is where employees are able to record their own vacation requests. Vacation requests can be added or deleted. Administrators may later approve vacation requests by changing the category and hours appropriately. Vacation request may be removed by deleting the recorded item. See Edit Time Off. To access Time Tracker, employees must have their own user name and password assigned to them in the Employee Definition. Edit Time OffSee Also: Edit Employee Vacation Request This form is used to record time that an employee takes off. Employees may take time off that falls into four main categories, Sick, Vacation, Comp, and Other. In addition to the four main categories you can have an unlimited number of sub-categories. When you select an employee and click on one of the four tabs, you are presented with a list of all time off recorded for that employee in that category. There are three things you can do. You may edit existing entries, delete existing entries, and add new entries. When you add/edit an entry you will be presented with a form in which you may specify the details of the time taken off. You may specify the date for which time off occurred, the number of hours and the sub-type.
Employees may also enter their own Vacation Requests . The records listed here can be filtered with the Employee List Filter button on the upper right hand corner of the form. This form defaults to showing active employees only.
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Open Schedule - allows you to select a different existing schedule
New Schedule - creates a new schedule that does not already exist. If you are editing a Live Schedule you will be prompted for the information to create a new Live Schedule. If you are editing a Schedule Pattern you will be prompted for the information to create a new Schedule Pattern.
Schedule Notes - to enter free format notes regarding the current schedule
Rows & Properties - to add/remove schedule rows and to change the appearance of the schedule (column widths, fonts...)
Delete Schedule - to permanently erase the current schedule
Filter - display only a specific location or shift
Locate Employee - highlight all occurrences of a selected employee
Print Screen Image - prints the currently displayed image
Book Employee - edit the currently highlighted booking (or double click on a booking cell to activate the booking form)
Copy Bookings - copy the selected bookings into memory (to be used in a subsequent paste operation)
Paste Bookings - place the last copied bookings 
Replace Employees - replace one employee with another
Swap Employees (Specific Dates) - let one employee on a given day trade bookings with another employee on another given day
Swap Employees (Date Range) - let two employees swap bookings over a whole range of dates
Delete Selection - permanently erase the currently highlighted bookings
Time Off - display the form for recording time off work (clicking on a booking cell with the right mouse button will also activate the time off module)
Exit - close the current schedule
when you are positioned correctly. Then click and drag the column divider to the left or right as desired.
Error Check
eave the booking dates alone. (Booking dates will not be adjusted and any existing bookings that do not match the new range of Schedule Pattern dates will be deleted.)