Totaltime Time Recording www.ClockingSystems.co.uk Totaltime Time - - PowerPoint PPT Presentation

Totaltime Time Recording

www.ClockingSystems.co.uk

www.ClockingSystems.co.uk

Totaltime Time Recording – Components

• Time recording terminal Totaltime

mobile

• Wall mount for Totaltime mobile
• User cards M16
• Transport card M256
• PC smart card reader Totaltime

desktop pro

• Software

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Totaltime Time Recording – Workflow

Clocking on the Totaltime mobile with user cards Editing clocking data Transfering clocking data via transport card to a PC

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Create a new person

• Enter last name and

first name

• Further information
• ptional
• Create user card
• Select desired

settings

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Setting up target time

• Daily Working Hours
• Weekly Working

Hours

• Monthly Working

Hours

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Daily working time – Details

• Valid Clocking
• Core Time
• Normal

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Weekly working time

Weekly Work Hours are automatically divided into five workdays.

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Monthly working time

When specifying Monthly Working Hours, the daily target time is tied to the number of workdays. Holidays/vacation time can also be taken into account.

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Automatic breaks – fixed or variable

Set the rules for breaks using Details Breaks. The Details Breaks button remains inactive as long as the type of break is not selected.

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Fixed breaks

Up to three Fixed Breaks can be set for each workday. The Fixed Breaks can be deactivated for specific days.

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Variable breaks

The Variable Break is only added if the established conditions have been met.

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Options for the flexitime balance

There are general rules that apply to Carryover of time. These can be

• verridden for

individual months by manual entry.

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Change carryover for a specific month

Irrespective of the settings selected for Carryover, the Carryover for a specific month can be set to a user-defined value in the Edit Bookings

• window. This makes it possible to

transfer existing time accounts when the system is first introduced.

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Costs per project-hour

Costs per Hour are used for the calculation

• f personnel costs in

project evaluations.

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Data maintenance – data security

Totaltime Time Recording requires no external

• database. This makes the system
• ready for immediate use
• easy to administer

All data are stored under a common directory in a system of text files. Data security is ensured by the following functions:

• create a back-up copy
• save directory as ZIP file
• relocate dataset
• link with existing directory
• unpack compressed ZIP dataset

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User Cards with backup function

Once the clocking entry data has been transferred from the Totaltime mobile, the device memory is deleted. In case a transport card is lost, the data (up to 120 bookings) can be transferred directly from the individual user cards to the PC.

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Clocking on the Totaltime mobile

Simply insert the card. The clocking entry is executed immediately and confirmed with an acoustic signal. Just the input of a project number must be confirmed by pressing the OK key.

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Clock In – Clock Out – Change Project

A Clock In entry normally is automatically entered when you insert the user card (provided the last entry was Clock Out). The Clock Out entry is normally made after a Clock In entry. When entering a project number or activity number a Clock Out entry changes to Change Project.

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Global settings: Pay Period

Default setting for flexitime balance is „Monthly, beginning on the 1st“.

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Global settings: Round Clocking Times

Provided interval for rounding time is 5, 10, and 15 minutes Default setting for the mode of rounding is „Round arithmetically“

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Global settings: Night Shift

A night shift is a closed sequence

• f In and Out clocking entries that

begins on one day and ends

• n the next.

The identification of the limits can be defined as global setting.

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Global settings: Public Holidays

Public holidays are diarized for the whole year.

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View >>Edit – Clockings<<

• Name
• Complete up to
• Finalized up to
• Clockings
• Interpretation
• Rates
• Statistics
• Details
• Calendar
• Carryover
• Status
• Online symbol

(PC Time Clock)

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Clockings – Interpretation – Rates – Statistics – Details

Clockings: Chronological order of unprocessed actions Interpretation: Listing of working time and breaks Rates: Tariff rated breakdown of working hours Statistics: Flexitime relating to day, week und month Details: disable/enable Rules, comment

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Finding gaps in records

Menu – File / Incomplete Records

• r press

button on the left-hand side To load a person's data for editing, highlight the person in the list and select Load or double-click on an entry. The software takes you directly to the day that contains the incomplete or contradictory clocking data.

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Complete absence clockings

16th of February is incomplete. The register Interpretation displays CP last Clocking? This means that a Clock Out entry is missing. The Insert button opens the window Insert Clocking.

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Insert clocking

The missing type of booking „Out“ is automaticly selected.

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Manual booking for the day completed

After the manual Clock out booking the 16th of February is identified as complete booking. The system is automatically adding a fixed break at twelve o‘clock.

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Report for current person

A print preview of the Report for Current Person can be displayed on the Screen. There are three types of reports:

• Brief overview
• Full
• Rate

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Report – Brief Overview

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Report – Summary

The summary includes all important information for payroll accounting. Vacation (sick, extra free, public holiday) is equivalent to the target time for this day.

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Report – Detailed

Die Zusammenfassung enthält alle für ie Gehalts-Abrechung wichtigen Informationen. Urlaub (krank, extra frei, Feiertage) in Stunden entspricht der Sollzeit an dem betreffenden Tag. The detailed report discloses each individual booking.

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Annual vacation schedule

The screen Edit / Vacation displays the schedule for

• Vacation
• Sick Day
• Extra Free
• Public Holiday

Entries can be done by mouse click or by using the keybord

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Enter individual vacation days

Individual Vacation (sick days, floating holidays) can also be entered via the context menu of the monthly calendar in the Edit Bookings window. Flextime/comp time must be entered here.

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Vacation settings

Settings - general Here is where you can select between simple counting of days and vacation according to rules. Remaining vacation - general The carryover of remaining vacation can be done

• ptionally, or eliminated.

The remaining vacation for the current year can be codified manually. An expiration date (“use or lose”) can also be set for the remaining vacation time.

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Print out vacation schedule

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Print out vacation schedule

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Report – several people

The report for several people can be printed or

• ptionally be exported to MS-Excel.

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Report – several people

Individuals are selected after choosing the month and output goal. The list can be sorted by a variety

• f criteria.

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Report – several people

When printing or exporting, the data close can also be conducted at the same time. Closed data are protected from inadvertent modification, and free up the system. Changes to settings only affect data that are still open.

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Reporting – export MS-Excel format

After selecting Export, the window appears for selecting fields. All time-fields in the Excel file are decimal-based.

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Reporting – Total Overview – Persons

The Total Overview function makes it possible to get a quick summary of who is present and what projects are being handled on specified dates. The bottom list shows the Projects that were clocked-in by the highlighted individual.

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Reporting – Total Overview – Projects

If the Total Overview is switched to Projects, the project list goes on top. The lower list shows individuals who have worked on the highlighted project.

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Reporting – Current Overview

The Current Overview shows at a glance who has clocked-in today. Entries for Vacation, Sick Leave or Open are also displayed.

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Vacation schedule

The schedule displays:

• Vacation
• Sick Day
• Extra Free

The Weekly Overview covers all individuals. Individuals without entries can be hidden and then displayed again. The week can be selected by Calendar

• r by clicking on the

arrows above the list.

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Print out vacation schedule – first page

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Print out vacation schedule – last page

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Vacation schedule – MS-Excel format

The vacation schedule for several people can also be exported to MS-Excel.

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Annual vacation schedule – MS-Excel format

The output file includes 12 tables,

• ne for each month.

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Rates – Definition

There are 20 Rates maximum. Each Rate can be defined by giving a name.

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Rates – Standard

Under the Standard menu item, six differing categories are divided into a multitude of user-defined Rating Intervals:

• Mon – Fri
• Saturday
• Sunday
• Public holidays
• Public holiday / Sunday
• Sunday-(Pup. Hol.)-Night

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Rates – Exceptions

Exceptions are possible. For example: Special rate on public holidays like Christmas.

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Rates – Reporting

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Projects and Activities

You can enter the 8-digit Project and Activity numbers in the Arrival Booking. In addition, there is also the Change Project booking type, which allows you to change only the Project and/or Activity. For Clock In, the numbers most recently used are automatically transferred. These can then be changed, if necessary.

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Create and manage projects

The File / Projects menu item leads to Project Administration. Here, you can add, modify, or delete projects. The sorting of the printed project lists corresponds to the sorting on the monitor

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Create and manage activities

Open the administration of activities by selecting File / Activities. Just like projects, activities have an ID, a number, and a creation date. Activities additionally have a factor that enables a variety of evaluations. An employee’s hourly rate is multiplied by this factor.

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Project reporting

The menu entry Evaluate / Project

• pens the Project

Evaluation view. You can print the stored evaluations,

• r check them from

the print preview window. A new evaluation enables the selection

• f a project and a

user-defined time period.

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Project reporting from - to

You select the project to be analyzed in this window. The time period can be openly defined. You can conduct an evaluation that includes the current day as long as all participating individuals have closed their work on the selected project, either by Clock Out or a Change to another project.

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Print out project report

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Project reporting – MS-Excel format

Export of Project Reports to MS-Excel distinguish by a high grade of flexibility:

• selective or all persons
• selective or all projects
• selective or all activities
• arbitrary time period

The generated Excel file includes three tables:

• projects
• activities
• all work intervals for selected individuals

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Project reporting – MS-Excel format

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PC Time Clock

The PC Time Clock software turns a workstation PC with connected Totaltime smart card reader into a time recording terminal

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PC Time Clock

All installations of PC Time Clock (clients) are linked to Time Recording software via the PC Time Clock Server. Workstation PC can be used as a Server.

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PC Time Clock

PC Time Clock and Time Recording software can communicate via:

• TCP/IP (Local Network)
• E-Mail (POP3 / SMTP)
• Stand-alone installation (without Server)

Communication via e-mail is the ideal way to connect to branch offices: You can use a Totaltime mobile onsite, and send its data with the PC Time Clock to the central office.

Thank You

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