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Text File | 1990-07-19 | 32KB | 898 lines

╔══════════════════════╗ ║FEATURES AND BENEFITS ║ ╚══════════════════════╝ HARDWARE REQUIREMENTS The system requires an IBM PC or PC compatible computer with 640K memory, a printer, and a 5 1/4 inch diskette drive, although a hard disk is highly recommended. SYSTEM BENEFITS $ Increased accuracy in Payroll calculations $ Reduction in Payroll Preparation Time $ Improved efficiency in labor allocation $ Timely reporting of errant behavior $ Improved forecasting using historical data SYSTEM FEATURES * Customized workrules * Reporting by client specified groupings * Menu and screen driven * Live tutorial * Pop-up validation tables * Query and Report Writer capabilities * Transmission capabilities * Interface with General Ledger and other popular software * Customized programming * Support Network SYSTEM OPERATIONS The emphasis on ease of use is demonstrated in the ergonomically designed user interface. The Menus and screens provided serve as a control center to the various functions performed daily and on an interim basis. The daily process includes the iterative process of collecting employee punches, producing edit reports and making the necessary modifications to employee time records and schedules. On a less frequent interval (eg. weekly), the current period is posted, final reports are produced, transactions are archived, and changes are made to employee schedules for the upcoming week.╔════════════════╗ ║SYSTEM BENEFITS ║ ╚════════════════╝ Increased accuracy in Payroll calculations * Elimination of clerical errors through computerized calculations. * Instantaneous comparison of time records against predefined management or labor negotiated constraints. * Data integrity through badge validation and edit routines that only allow posting of good transactions. ** Audit trail database shows what changes were made by who and when. Reduction in Payroll preparation time * Automatic cost extensions for gross pay, overtime and differential calculations. * Transmission of time records directly into computer files. * Reduces staff clerical requirements freeing up personnel for other activities. * Provide on demand, neat, typed reports for presentation ** Provide transmission capabilities of data to Payroll department and/or Service bureaus Improved efficiency in labor allocation * Timely information allows for immediate reaction to avoid unnecessary costs such as overtime. * Historical database easily massaged to aid in forecasting and budgetary needs. * Dynamic changes to employee schedule, workrules and job assignments. * Record department / location, and job costing changes via time clock punch Timely reporting of errant behavior * Edit reports show employees reporting late, leaving early, extending breaks, etc.. * History files can be used to highlight trends and document past behavior. * Instant access tells which employees are absent or late for current shift. Improved forecasting using historical data * Determine average labor costs per job class within specific locations. * Show cyclical trends to aid forecasting of labor requirements.╔══════════════════╗ ║SYSTEM OPERATIONS ║ ╚══════════════════╝ Daily Process * Employee(s) records arrival, breaks and departure at time clock. * Operator selects the clock for transmission of data to computer or sets up for night time transmission. * Operator runs the Transfer and Time Card Validation report to produce a report of time records failing validations as determined by the assignment of workrules to each employee. * Operator distributes reports to supervisory personnel for confirmation and authorization of errors. * Operator adjusts time card records accordingly using the Time Card Maintenance function. * Management requests various reports to determine weekly hours, approaching overtime, scheduled hours and other employee data used to make quick schedule adjustments. End of Period * Processes all records in the system for the current period and prints out final Time Sheet reports. ** Transactions are posted to the General Ledger trial balance. * Active file is closed and archived to the cumulative history files. * Employee Master Schedules are modified and rolled forward for the upcoming week. ╔════════════════╗ ║SYSTEM FEATURES ║ ╚════════════════╝ Customized Workrules * Group employees together with similar edit rules such as the same start and ending times, lunch and break durations, grace periods for arrival and departures, overtime and differential calculations and more. * Modified at any time. * Flexibility ranges from having zero edits to a vast combination of individual factors. Report by Groupings * Three levels of reporting: Corporate, Company, and Workrule * All reports may be executed for groupings and other delimiters such as date and hour ranges. * All reports are dynamic and may be executed at will and as often as desired to assure the most up todate information. * Powerful Query and Report Writer can produce most reports imaginable. Works with any DBASE type file. Menu and Screen driven * Latest technology using popup windows and highlight bars makes system easy to use. Live Tutorial * Practice system is based on a group of practice workrules and employees assigned during training sessions. * Practice system may be invoked at any time while the real data is safely stored on a separate area of the computer. * Provides all the features of real system. * Integrated with system. Popup Validation Tables * Data entry validated against tables to avoid errors in recording. * Tables are accessible from within data entry mode to access desired values. * User defined codes for Time Codes, Authorization overrides,job classes and workrules. Query and Report Writer ** Access window to data that allows operator to design his/her own data groups that may be printed or displayed on the CRT terminal. Transmission Capabilities ** Payroll transactions may be transmitted to headquarters. Interface with QUE General Ledger and Payroll ** System can be linked into QUE Accounting General Ledger or Payroll. * Data may be converted to other file formats used by popular spreadsheet programs and other systems. Customization ** Any part of the system may be modified to meet the individual customer's needs. Functions may be added or deleted as desired. ** Other systems development and consulting services available. * Solely owned, developed and maintained by QUE Accounting. ** Customized manual Support Network ** Telephone support by experienced computer users. ** Remote linkup capabilities enable support from afar as if the support individual were physically on location. ** If desired by client, these features can be easily implemented. The base version does not include these items. ╔══════════════════════╗ ║FUNCTIONAL DESCRIPTION║ ╚══════════════════════╝ INTRODUCTION The Time and Attendance (T&A) system is used to collect, store and validate time card entries as they are entered into the computer via an electronic time clock interface, through the keyboard or converted over from another computer system. In order to use the system properly, a strong functional understanding is needed. That is the intent of this section as well as to introduce you to the various terms and concepts used throughout this manual. This section groups the various functions into four main areas: SETUP DAILY PROCESSING PERIOD END PROCESS UTILITIES If you wish to skip this section and begin entering your tables proceed to the MT section of the operator's manual. ╔══════╗ ║SETUP ║ ╚══════╝ T & A requires that applicable rules and regulations be set in table formats recognized by the system. As an added benefit, this exercise forces a rethink of payroll policies and many times highlights inconsistencies and inefficiencies resulting from the implementation of the manual system. The table and rules listed below constitute the SETUP section. They may be changed as often as needed but are rarely modified after the initial setup. These tables are presented in the order in which they are to be entered. The sequence given facilitates the SETUP process since certain files depend on the entries of other files for completion. System Tables Time Code Table Setup Table Job Class Table Override Table Holiday Table Workrules Employee Master Employee Schedules Clock Menu Time Code Table The Time Code Table contains the time codes and calculation factors recognized by the system. Certain predetermined values must reside in the table for the system to function properly. These codes are: Code Description Factor HOL holiday records 1.0 REG time card entries 1.0 VAC vacation time 1.0 The file may be expanded to include overtime codes, sick time, personal time off and other categories. Only codes residing in this table may be used in the system 150 time and a half 1.5 200 double time 2.0 SCK sick time 1.0 PTO personal time off 1.0 Usage: Time codes are assigned in the workrule file for overtime and differential calculations and are required when entering time entries. Entries retrieved from a clock are given REG default values. Holiday records are assigned Time code='HOL' Setup Table The Setup Table contains many fields which control processing. Each company in your system must have a separate company record in this file. The fields include: Company Code The Company Code and Password are Password used to gain access. With the Corporate Access Corporate Access set on, the person logging into this company may access records in other companies. Number of periods The total number of periods (weeks, Current period months,etc..) and the current period Week Date in the year. The Week Date is the week ending date of the current week. Screen Header This text will be printed on top of Report Header each screen and report and usually Printer Code includes the company name. The printer code is used to send a sequence to the printer to compress, bold or italicize print. Automatic Backup When this field is turnrd on then and Restore anytime the computer is disrupted End of Period (eg. rebooted) during an update Status a warning message will come on and Bar Code for Gantt an automatic restoration of files Charts from the last 'good save' will occur. Job Class Table The Job Class Table contains job classes, job descriptions and pay rates for all the valid job classes accepted by the system. Job classes are entered in the Employee Master file and when needed into the actual time card entries and employee schedules. All records coming from an electronic clock are automatically assigned the job class in the employee's master record when no temporary assignments have been entered on the clock. When a Job class other than that of the employee's master record appears in a time record a 'TJ' (temporary job) is marked in the validation matrix of the Validation report. If the job class doesn't exist a 'IJ' (invalid job) is used. In determining gross pay on the Time Sheet report, the higher rate between the temporary and master job classes is used in the calculation. Example Jobclass Description Rate CASHR Cashier 7.500 COOK Cook 12.500 PANTRY Pantry cook 9.750 DISHWR Dishwasher 7.250 Usage: Used in Time Sheet to produce gross pay, validated in the Time Card Validation report and entered in the Employee Master, Time Card and Schedule. Override Code Table The override code table is a collection of codes used to track authorization of exceptional time entries such as overtime, leaving early and working in another job class. The appearance of an override, as entered in the time card function, overrides the otherwise normal error suspension associated with that record. One predetermined value is assigned for generated records. When holiday records are created or entries are pulled from the employee's schedule, a GEN will be placed in the override field. Example Code Description GEN generated record OT authorized overtime LOK late arrival OK EOK early arrival ok Usage: Overrides error flag in Time Card Validation report and is entered using the Time Card option in EM. Holiday Table The Holiday table is a collection of dates for paid holidays in the coming year. Whenever a period is processed during a holiday week, time records are generated for all individuals that receive holiday pay. Date Description 1/1/90 New Years 1/16/90 Martin Luther King 4/13/90 Good Friday 7/04/90 Independence day Usage: Used to create Holiday pay records and identify schedule conflicts in the Time Card Validation Report. Workrules The workrule file contains records for groups of employees that share the same policies, overtime and differential calculations. The record is used in the validation report process to determine: late and early arrivals long and short lunch period late and early departures lunch period deductions daily and weekly overtime In the Time Sheet report, the workrule is used in calculating: overtime rates(daily and weekly) differentials based on day of the week pay for holidays actually worked A more extensive description of each field is provided in the Operation Manual. Employee Master Each employee in the system must have a record in the Employee Master file. The master file keeps track of an employee's demographics and pay information. Notably, address, name, social security number, status, pay rate and job class are stored here. A workrule and job class entry are required for employees. Both values must pre-exist in the appropriate tables before entered. The pay rate field, automatically transferred over from the Jobclass Table during an Add, may be overriden, so that, seniority and other differences between employees may be noted without requiring a new job classification. Usage: Used to store information related to an employee. Controls processing. Employee Schedule The use of employee schedules is optional. Simply speaking, if a schedule is set up in the current period it will be used by the Validation report to edit start and ending times and/or create time card entries. The operator has the option of using one or all of the days within the current period. To skip a day, leave the start and end times blank, and the default values in the Workrule will be used for early and late time checks. To use the daily record for creating records place a 'T' in the ADD field. The next time the validation report is ran for that employee two records will be created for each schedule entry with a "T" ADD value. Schedule created records can only be deleted from the time card file through the F5 time card function. Example 10/10/89 10/11/89 10/12/89 10/13/89 ... Start 07:30 ----- 08:00 09:00 End 15:00 ----- 16:00 12:00 Add T ----- F T Job DISHWR ----- DISHWR CASHER Code REG ----- REG REG Usage: In the above scenario, two of the entries would create records on the time card file. The entry marked with a 'F' ADD field would be used as a schedule validation only. The blank entry for 10/11/89 would default to the entries in the workrule for starting and ending time validations. Clock Menu The clock menu includes several functions that provide the mechanism to bring time card entries from electronic time clocks and other computerized systems into the QUE Time and Attendance package. It is a safe assumption that the communications software needed to bring records to the computer is provided by the external company. QUE works with any ASCII type file that is produced by other systems. ASCII files are a standard on PC compatible machines and should present little problem for any vendor dealing in this environment. However there are those companies which chose to keep file structures proprietary. This in itself should raise questions on the firm's motives. Certain field lengths and other criteria exists as defined in the operation manual. Usage To interface the system with outside input from time clocks and/or other systems. ╔═════════════╗ ║Daily Process║ ╚═════════════╝ This section describes the functions which are done normally on a day to day basis. Depending on your volume they may be done more or less frequently. Frequency, therefore, is a function of demand and not a limitation of the system. Collecting data Time Card entries constitute the basic level of information used by the system. The data can be entered using the F5 Time Card function within the EM module or collected externally from time clocks using the transfer process(TR) on the CK menu. Also by using the special ADD function within the employee schedule function, records can be generated for vacation and other time-off categories. An employee's schedule serves two purposes; 1) to monitor starting and ending times for variable shifts 2) to create records in the time card file for vacation and other time-off categories. The schedule is interactive and is read each time the Validation report is executed. Therefore adjustments may be made on a daily basis. If however, records were created in the time card file by error through the scheduling process, they must be deleted through the Time Card function (EM). Each shift's entries must include at least two card entries; an arrival punch and one for departure. Additional entries may be made for logging in and out of breaks and temporary assignments to other departments and/or job classes. Time is recorded in military format ranging from 00:00 to 23:59. The acceptable punch values are '1','9',' ' and '2'. The punches are automatically set by the time clock but must be entered if entries are keyed through the Time Card entry function. For systems obtaining clock records from electronic time clocks or other systems, the TR function on the CK menu must be used to transfer time card records into the system. Certain crucial edits are performed in this process and displayed on an edit report. They include duplicate time card entries and records with invalid or disabled badges. These records are not transferred into the system amd must be entered by hand after correction. Modifying data Once in the system records can be added, changed or deleted through the Time Card function F5 in the EM module. Certain validations are automatically performed as data is entered. These includes job class and override code verifications, and correct time and date values. An audit trail can be established for all records changed through keypunch. Validation report The validation report performs the various edits established in the Workrule file and calculates the hours worked for each employee and day within the selected period. The report provides also for the selection of individual workrules and date ranges to accommodate the need to have several supervisors inspect employee reports simultaneously. The edit restrictions are based on workrule values and if used, employee schedules. The range of edits may be extensive or liberal as need be for individual situations. The basic edits include: automatic rounding of actual time short and long break durations early and late arrivals early and late departures job class validations missing or duplicate punches daily and weekly overtime Each shift must contain at least two punches. The system begins counting a shift when it detects a '1' punch and determines the end of the shift with the first subsequent '9' punch. Any punches in between must constitute break durations (spaces) or interdepartmental transfers ('2' punches). The total time per shift is calculated as the difference between the arrival and departure punches minus any break durations either as a result of time punches or as an automatic deduction as noted in the Workrule file. Automatic Rounding Each record is rounded according to the time accounting unit in the workrule. If the field contains a '1', rounding is done only at the conclusion of the shift otherwise each time card entry is rounded to the next occurrence of the time account unit. (workrule file). Example Time Accounting Unit Actual Time Adjusted Time (after rounding) 3 7:31 7:30 3 7:33 7:33 3 7:34 7:36 6 7:31 7:36 6 7:33 7:36 6 7:34 7:36 Early and Late Arrivals and Departures The early and late checks are performed on arrivals and departures. Each time frame has an associated grace period composed of a before and after grace figure. These values are stored in the Workrule file as minutes and are applied against the actual times entered in a shift and compared to the starttime on the workrule or if employee schedules are used to the start time for the given date. These two sided graces provide the means to avoid unnecessary labor expenses associated with unworked time. Also with the application of a short before grace on departure accompanied with a long after grace, employees are more apt to leave on schedule. This same logic may be applied to arrivals to discourage lateness and early arrivals. Example Assuming the Time Accounting unit=6 Before Actual Time After Schedule Time Adjust Time -3 17:34 +15 17:30 17:30 -5 17:34 +15 17:30 17:30 -5 17:22 +15 17:30 17:24 The actual grace periods are 17:31 - 17:45 17:25 - 17:45 17:25 - 17:45 respectively. Short and Long Durations Lunch periods are deducted from the total hours per shift if the PAID FOR LUNCH field in the Workrule is set to 'N'. As determined by the LUNCH REQUIRED field, lunch is deducted using the actual punched values or the default duration recorded in the workrule. If the value is 'N' lunch is only deducted if there are actual lunch punches made. Applying the lunch grace to the total lunch period in effect increases the time span. A 30 minute lunch with a 10 minute grace extends to a 40 minute time frame. Any lunch period within the 40 minutes would constitute a 'within grace' deduction of 30 minutes. Durations below the thirty would be highlighted as a 'short lunch' (SL) while times exceeding the forty would be marked as an 'extended lunch'(EL) on the Time Card Validation report. Job Class Validations Any time card entry may contain a JOBCLASS value other than what is normally assigned to the individual in the Master file. This is to identify temporary job assignments and allows for proper tracking of expenses by job categories. If the value is different a check is peformed to verify that the value exists in the valid JOBCLASS TABLE. If it doesn't a 'IJ' is placed in the JC column of the validation report, otherwise a 'TJ' notation is made. Missing and Duplicate Punches There are certain punch values that must exist in sequence to signify a valid shift. If a '9' punch is missing or a there are two '9' punches in succession a missing or duplicate error is noted, respectively. Overtime The system will identify daily and weekly overtime by comparing actual values to the limits imposed in the DAILY OVERTIME and WEEKLY OVERTIME fields in the employee's assigned workrule. Hours which are considered daily overtime are not considered in the weekly determination. Each workrule has the option of applying one or both overtime calculations. Example Daily Hours Over Under Over Under Over Under 8 10 10 12 12 24 8.5 .5 OT 10.5 2.5 OT 12.0 4.0 OT Management Queries One of the most used feature of the system is the ability to query against the collected information. The Approaching Overtime report is used in avoiding unnecessary overtime. The selection screen to the report provides the ability to select a given group of employees that exceed the time limit entered. The Tardy and Late report can be used to track errant behavior on a timely basis.* The Time Sheet summary is used to track expenses over a period of time beyond the current period. It produces the average hourly cost per job class and aids in the budgeting process.* Employee schedules may be produced in ghant chart style reports or vertical text displays. The vertical display is a printed copy of what appears on the employee schedule option in the EM function. Each employee in the range selected will have a printed schedule. The ghant selections are more useful in depicting schedule bottlenecks and conflicts. The advantage of having bar charts is readily captured in both formats; showing all employees for a given day or all days in the period for each employee. For a detailed example of reports please consult the operational manual. * Represents two of the many reports derived using the built-in Query and Report Writer function.╔═════════════════╗ ║PERIOD PROCESSING║ ╚═════════════════╝ This section describes the processes that occur at the end of a pay period. Once a period is closed the time card records can no longer be modified but may be displayed through the history queries. Time Sheet Report The TS module applies the time card records to the logic placed within the workrule file and creates gross dollar figures for the period of time selected. It shows all temporary job assignments, overtime, vacation and other time off categories as separate entries for each day in the selected time frame. A summary for these distinct categories is given for each employee, as well as, a grand total for all employees in the selected range. The TS function does not perform validations and assumes only good transactions are being processed. As an added security measure, a check may be made to force a good VR before this report can be created. The following example shows how Time Cards are transferred into Time Sheet Entries. ADJ DATE TIME PUNCH CODE JOB HRS FACTOR RATE DIFF GROSS 10/10/89 07:30 1 REG COOK 10/10/89 11:30 REG COOK 10/10/89 12:00 REG COOK 10/10/89 16:00 9 REG COOK 8 1.00 8.00 0.00 64.00 10/11/89 07:30 1 VAC COOK 10/11/89 16:00 9 VAC COOK 8 1.00 8.00 0.00 64.00 10/12/89 07:30 1 REG COOK 10/12/89 10:00 2 REG DISH 1.5 1.00 8.00 0.00 12.00 10/12/89 11:30 REG COOK 10/12/89 12:00 REG COOK 10/12/89 16:30 9 REG COOK 6.5 1.00 8.00 0.00 52.00 .5 1.50 8.00 0.00 6.00 10/13/89 20:00 1 REG COOK 10/14/89 03:00 9 REG COOK 5.0 1.00 8.00 1.00 41.00 At first glance its obvious there are less time sheet transactions than there are time card entries. This is an expected outcome of the conversion process which summarizes daily time records by timecode and jobclass. Straight Transfer On a normal day, such as 10/10, there will be one time sheet entry for the total amount of time worked minus lunch if applicable. An individual may punch out for lunch even though it is not deducted as well as having lunches deducted automatically without any punches. Generated Records On 10/11, a schedule entry was used to generate a vacation record. This is signified by the GEN override code, which is also used to identify records created for non-working holidays. Temporary Assignment / Job Costing The 10/12 entry shows what happens when an individual is assigned to another area. The time card entry at 10:00 has a job class entry of DISH. When the time sheet program recognizes this break in sequence it assigns the calculated period to the previous jobclass (COOK) and upon recognizing a second change back to the original jobclass, calculates the time period spent in the temporary assignment. Daily Overtime Also as indicated by this shift's entry is an overtime calculation of one/half hour. This constitutes a separate overtime record with a payment factor one and a half times greater (time and a half) than normal. Crossing over Dates The last entry in our example shows that shifts may expand over date ranges without causing any problems. The time sheet file is stored for future reference and is archived into the yearly file during the PE Period End process. Posting to General Ledger or Payroll If desired, the gross pay for each employee can be transferred to the QUE Payroll system or directly into the General Ledger. With the Payroll intermediary step, taxes and other deductions can be removed in creating net pay figures and labor cost posting can be done simultaneously with these entries. Closing a Period When the current period is closed, the pay period range is moved forward, current transactions are archived and erased and employee schedules, so marked, are carried forward into the next period. Historical data may be accessed through one of the 'can' reports provided in the History Report menu or more flexibility and formats can be achieved using the RW Query and Report Writer. At the end of the year, the history file is archived into a file bearing the current year's name (eg TAAA1989) and the records for that copy are erased from the yearly history file.