Time Tracker User Manual

Reports Menu Pad

See Also: Report Distribution

Information stored in Time Tracker is validated, cross-referenced and transposed to generate reports suitable for a variety of different needs. Time Tracker has more than 44 comprehensive reports each supporting multiple variations. They can be directed to a screen or printer. They can also be saved as HTML, PDF or Microsoft Word files.

Absence Report

See Also: Comp Time Types, Other Time Types, Sick Time Types, Vacation Time Types

The 'Absence' report analyses absence from work activity. An absence is time taken off instead of working the same required hours. An employee who is required to work 40 hours in a given week and works only 32 hours has been absent for 8 hours that week.

List only employees whose % absence is greater than:

By specifying a value in this field you will cause the report to list only those employees who have a % absence for the specified time period that is greater than the value entered.

How "% Absence" is calculated


Absence Hours = All Time Off hours whose type is flagged with 'Count time off as absence from work'

Required Work Hours = Actual Hours Worked + Absence Hours

%Absence = Absence Hours * 100 / Required Work Hours

The resulting %Absence value gives the percent of time that the employee was absent in relation to the amount of time the employee was required to work

Absences are counted where the associated Time Off type (Comp Time, Vacation Time, Sick Time, Other Time) has the check box 'Count time off as absence from work?' checked.

Activity Charts

An activity chart summarizes the activity of all employees by day. Each page contains the days of the month in columns across the page and lists the employees in each row. The codes appearing under each column represent the activity of that employee during that day.

This 'Month at a Glance' format is useful from the employee's point of view. An employee can quickly find their name in the list and then look across to see what shifts they will be working in the month.

The Time Off Activity Chart may also be used as a vacation planner. When planned vacations are entered in advance, this report may be printed for future time periods. The result is a monthly time line by employee showing planned vacation occurrences.

When you specify the date to be printed, the report will print the full schedule that includes that date. You may specify any date that is part of the schedule you want and that schedule will be selected.

Selection Criteria

You may specify a single location to be printed or print all activity of all locations. You may specify a single employee type or print all types.

When you select a specific location, only employees who have work scheduled in that location during the schedule will print. When you specify 'All Locations', all employees will print regardless of which location they have been booked.

When you select a specific employee type, only employees who were of that type at the time they were booked will print. When you specify 'All Employee Types', all employees will print regardless of their type.

Activity Detail

See Also: Activity Summary

This report prints detail of activity during a given time period. A new page is started for each employee and each line contains the activity for a single date. Work time, Comp time earned and all types of time off are all itemized by date. The numbers are totaled for each employee for the time period specified.

You may specify the start and end dates that contain the days to be included in the report.

Activity Summary

See Also: Activity Detail

This report prints detail summary of activity during a given time period. When grouped by location, each line contains totals the hours worked and the number of shifts for each location. When grouped by employee, each line represents an employees' total work time, compensation time earned and time off . The numbers are totaled for each employee for the time period specified.

You may specify the start and end dates that contain the days to be included in the report.

Activity Variance Detail

See Also: Activity Variance Summary

The Activity Variance Detail report compares actual hours worked to default hours for a given time period. When grouped by location, the report lists the shifts worked by location for each employee. When grouped by employee, the report lists each shift that was worked by each employee. The associated figures are totaled for each location or employee grouping for the specified period.

You may specify the start and end dates that contain the days to be included in the report.

Default hours are the hours defined for the shift in Shift Maintenance.

Activity Variance Summary

See Also: Activity Variance Detail

The Activity Variance Summary report summarizes and compares the actual hours worked to the default hours for a given time period. When grouped by location, the report lists the total hours worked to the number of bookings for each location. When grouped by employee, the report lists the total hours worked and the number of bookings for each emplyee. The associated figures are totaled for each location or employee grouping for the specified period.

You may specify the start and end dates that contain the days to be included in the report.

Default hours are the hours defined for the shift in Shift Maintenance.

Booking Detail

This report prints detail of scheduled bookings during a given time period. When grouped by location, each line contains a booking for a single date. When grouped by employee, a new page is started for each employee and each line represents an employees' total work time, compensation time earned and time off . The hours are totaled for each location or employee grouping for the time period specified.

You may specify the start and end dates that contain the days to be included in the report.

Coverage Profiles

See Also: Options, Graphs

Note: This report is only available when "Prompt for Start and End Time" has been selected in the Options for the system.

The 'Coverage Profile' reports analyze coverage for given portions of the day. The times listed are in blocks of 15 minutes or in hours. They are useful for identifying over or under staffing for specific periods of time.

Listed is each employee working the specified day, they are grouped by location. The columns of these reports list the times of the day, with totals summarizing each location.

In addition to the normal printed report, 'Coverage Profiles' give you the option of displaying a graphical representation of the data. Click on the 'Report' or 'Graph' buttons to select the sort of output that you want.

Daily Roster by Shift

The "Daily Roster by Shift" report prints the schedule for a single day.

Many scheduling managers print this report on a daily basis. They then use it in conjunction with the daily sign in sheets to check attendance and compare actual activity to what was scheduled. They would then update the system with actual hours worked, time off taken and work refusals.

The report prints a separate line for each employee. The names are sorted by location, by shift then by last name.

You may specify one location or all locations to print.

Daily Sign in Roster

The "Daily Sign In Roster" prints a list, in alphabetical order, of employees working on a single day. The purpose of this report is to provide a printed sheet on which employees can sign and record actual times in and out.

Each line of the report contains the employee name, a space for a signature, space for time in and time out entries and notation of the location and shift for which the employee was originally booked.

Definition Lists

See Also: Employee List, Employee Definition Sheet

Definition lists allow you to print the the definitions which you have configured for your system.

E-Mail Reports

See Also: Employee Activity Calendar, Activity Detail, Booking Detail, Time Off Detail, Weekly Roster by Employee,Employee Definition, Employee Reminders,Refusals

Note: This module requires that 'Microsoft Outlook' be installed on the workstation executing the program.

Time Tracker has a variety of key reports where each employee's information can be e-mailed directly to them. These reports are listed on the reports menu. You can easily identify the email reports by the icon on the reports menu.

E-mailing reports is a simple 4 step process. Each step is identified by the tab at the top of the form. The tab Compose E-Mail is where you compose the subject and body of the email to be sent to each employee. The tab Selected Recipientsis for selecting which employees will receive emails. The selection criteria for each of the reports is managed in the Report Options tab. The tab Attachement Type is where the reports format (HTML, PDF or MSWord) is selected. Reports are sent as attachements in the format specified.

Compose E-mail

This tab is where you compose the subject and body of the email to be sent with the attached reports.

Selected Recipients

This tab is where you specify which employees are to receive an email.

The list of employees uses a Multi-Select Grid that allows you to select one or more employees who are to receive the e-mail.

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. To show inactive employees, alter the filter to conditions that reflect your requirements.

By using the multi-select features in combination with the filters, you can very efficiently draw on categories and subcategories of employees.

Example:

In the accompanying screen shots, we wanted to send emails to only the currently active full time employees. We simply set the filter to show only active and full time employees and then pressed the 'Select All' button. The resulting e-mail will be sent to only those employees selected.

Report Options

Most reports in Time Tracker allow you to control the output. They often allow for control information such as selection of reporting dates, filtering locations, including or excluding certain fields, etc. Each e-mail report has different selection criteria that can be specified as needed. This tab is where you choose the required report features of the report to be attached to the email.

Attachement Type

E-mail reports can be sent in 3 different formats - HTML, PDF or MSWord. This tab is where you may specify your preference. The PDF format is recommended owing to the smaller file size.

Employee Activity Calendar

The 'Employee Activity Calendar' prints all of an employees bookings and time off activity for a selected month. The output is in standard calendar format with a row for each week and columns for each day of the week.

This report is useful from an employee's point of view. An employee can quickly look to see what shifts they will be working and what time off has been logged. The calendar format makes it easy for an employee to visualize the dates within the context of a calendar month.

Employee Definition Sheet

The 'Employee Definition Sheet' is a report that prints a single sheet per employee. The page itemizes the information entered in the Employee Definition screens. This report can be used as the file cover sheet for an employee to document how an employee has been defined in this system

Employee List

This report is a simple alphabetically sorted list of employees and phone numbers.

Employee Reminders Report

See Also: Employee Reminders

This report prints a list of currently active Employee Reminders for a given time period.

Date Range

The date range is used to determine which reminders will be included. A reminder will be included if its date combined with its "Advance Warning" days falls within the date range.

Include expired reminders NOT flagged as 'Complete'?

When you select this option, the report will also take into account the 'Complete' status of each reminder. Reminders not marked as complete will be included in the report even if they are older than the date range specified.

Graphs

The graph display provides a graphical representation of data for selected reports.

You can print the currently displayed image by clicking on the print button.

Live Schedule Calendar

See Also: Live Schedule Calendar by Location

The 'Live Schedule Calendar' prints all bookings activity for a selected month. The output is in standard calendar format with a row for each week and columns for each day of the week.

This report allows you to quickly look to see who will be working on given days. The calendar format makes it easy to visualize the dates within the context of a selected month.

Live Schedule Calendar by Location

See Also: Live Schedule Calendar

The 'Live Schedule Calendar by Location' prints all bookings activity for a selected month, printing a separate page for each location. The output is in standard calendar format with a row for each week and columns for each day of the week.

This report allows you to quickly look to see who will be working on given days in a given location. The calendar format makes it easy to visualize the dates within the context of a selected month.

Live Schedule Staffing Level

See Also: Required Staffing Level - Data Entry

The 'Live Schedule Staffing Level' report is used to compare actual staffing levels to required staffing levels and highlight differences. This report is designed to help you identify where you are over or under staffed.

The report totals the number of employees scheduled in each location and shift for each day included in the report. This actual number of employees scheduled is then compared to the 'Required Staffing Level' previously entered by way of the Required Staffing Level data entry program. Differences are calculated and highlighted on the report

Refusals

The 'Refusals' report itemizes the refusal occurrences for a given employee for a given period of time.

Required Staffing Level - Data Entry

See Also: Live Schedule Staffing Level

This data entry form allows you to specify required staffing levels for each location and shift by day of the week. These values are then used in the Live Schedule Staffing Level report to determine where you are over or under requirements.

Schedule Notes Report

See Also: Schedule Notes

The Schedule Notes Report prints all of the notes associated with a given schedule.

Schedule Report

The 'Schedule' reports print a schedule in much the same format as the screen used to maintain schedules. The report is sorted by location by shift. Each page shows seven days at a time with the booking information in columns within each day.

This report is typically a format the scheduling manager would want to use. It allows a manager to look at the shifts to be filled and see if anyone is booked and if so who it is.

Vacation Requests Report

See Also: Time Off Detail

This report prints Vacation Request activity during a given time period by employee. The requested hours are totaled for each employee. The total hours requested and used are subtracted from hours allocated to calculate the remaining vaction hours.

You may filter by employee type and specify the start and end dates that contain the days to be included in the report.

Time Off Detail

See Also: Activity Summary

This report prints detail of Time Off activity during a given time period. A new page is started for each employee and each line contains time off activity for a single date. The numbers are totaled for each employee for the time period specified.

You may filter by employee and specify the start and end dates that contain the days to be included in the report.

Time Off Report

The 'Time Off' report summarizes time off activity for a given employee for a given period of time.

This report is typically used to keep track of the employee's balances. You may allocate Vacation hours and Sick hours that the employee may then use up. The report will give the allocation, the amount used and the amount remaining for each employee. In a similar manner an employee may be granted Comp time and use it up at a later date. The report will print the Comp time balances for each employee also.

The Employee Maintenance screens allow you to set the Vacation and Sick allocations for employees.

Comp time may be allocated to an employee by date in the Edit Comp Time Earned module. Comp time may also be automatically allocated when an employee works on a Statutory Holiday.

Web Publishing

See Also: Report Distribution, Options

Reports saved as files (in formats such a PDF, HTML or MS Word) can be uploaded to the internet for remote distribution. Connect with your appropriately set-up web site.

Weekly Roster

The 'Weekly Roster' prints a single line per employee listing the shifts in which the employee is booked for the selected week. In addition the report gives the totals hours each employee is booked for the week.

This 'Week at a Glance' format is useful from an employee's point of view. An employee can quickly find their name in the list and then look across to see what shifts they will be working.

Weekly Roster by Employee

See Also: Weekly Roster

The 'Weekly Roster by Employee' prints a separate page per employee listing the shifts in which the employee is booked for the selected week. In addition the report gives the totals hours each employee is booked for the week.

This 'Week at a Glance' format is useful from an employee's point of view. An employee can quickly look to see what shifts they will be working.