Cream of the Crop 1/Cream of the Crop 1.iso/BUSINESS/CLOKWORK.ARJ/CLOKWORK.MAN

Text File | 1992-01-01 | 56KB | 1,151 lines

                               ClockWork

                            Owner's Manual

                        Unregistered - 23 pages






 Friendly Systems
 Box 531
 1057 Steeles Ave. West
 North York, ON
 Canada  M2R 2S9


                                                  Version U2.40a

                     ----- Table of Contents -----

Agreement .............................................. 1.0
Installation and Setup Record .......................... 2.0
How to Use This Manual ................................. 3.0
ClockWork Description and Overview ..................... 4.0
Description for Professionals .......................... 5.0
Hardware ............................................... 6.0
Installation ........................................... 7.0
  New .................................................. 7.1
  Starting ............................................. 7.2
  Upgrade .............................................. 7.3
  Repair Damaged Files ................................. 7.4
  Removal .............................................. 7.5
Display Description .................................... 8.0
Maintenance Mode ....................................... 9.0
  Wipe Out a Work Order ................................ 9.1
  Change Total Time on a Work Order .................... 9.2
  Exit to DOS .......................................... 9.3
  View, Print or Clear Employees' Clocked in Times ..... 9.4
  Review All Work Done ................................. 9.5
  Reports Menu ......................................... 9.6
  Backup Data Files to a Floppy Disc ................... 9.7
  Use the Backup Data Files ............................ 9.8
  Remove Old Shipped Work Orders ....................... 9.9
  Remove Forgotten Work Orders ......................... 9.10
  Print Current Work Order File ........................ 9.11
  Macro Key Setup ...................................... 9.12
  Select Drive for Backup .............................. 9.13
  New Employee Names ................................... 9.14
  Change Maintenance Password .......................... 9.15
  Expansion Functions .................................. 9.16
Unrestricted Functions ................................ 10.0
  Find ................................................ 10.1
  Show History ........................................ 10.2
  Show Who is Clocked In .............................. 10.3
  Back Door to DOS .................................... 10.4
Sounds ................................................ 11.0
Employee Instructions ................................. 12.0
Error Codes ........................................... 13.0
Hints, Do's and Don'ts ................................ 14.0
Other Utilities ....................................... 15.0
  TIMESET.EXE ......................................... 15.1
  NOON.BAT ............................................ 15.2
  HOURS.BAT ........................................... 15.3
  WOCHECK.EXE ......................................... 15.4
ClockWork Remote Option ............................... 16.0
Comment Card .......................................... 17.0


1.0                      ----- Agreement -----

        ClockWork    Copyright (C) 1992    by Friendly Systems

All rights reserved.  No part of these manuals or programs may be
altered in any form.   ClockWork may only be used as a whole, except
for its utilities, and in the case of quotations used in articles or
reviews, preferably favourable.

This unregistered version of ClockWork may be freely copied and
distributed, preferably in its compressed ("zipped") form, but
alternatively uncompressed ("unzipped").  It may not be distributed for
compensation of any kind.

This unregistered version of ClockWork is available for evaluation for
a period of 60 days only.  Full details on registration are available
by running ClockWork (eg. Type 'clokwork' at the DOS prompt).

ClockWork is sold as is, without warranty of any kind, either express
or implied, including loss of data or information and any resulting
consequences .  The importance of backing up data generated through the
running of ClockWork cannot be overemphasized.


2.0            ----- Installation and Setup Record -----

For your own records, record all of the options here used in the
installation.  Fill in the blanks, or check as appropriate.

ClockWork installed on drive:   __________
Maximum size of History file:   __________
"Work Orders" name:             __________
"Work Orders" title:            __________
Allow Back Door to DOS?               Yes ___  No ___
Automatically start ClockWork when computer turned on?    Yes___  No___
Automatically backup data files when computer turned on?  Yes___  No___
Journal printer?                      Yes ___  No ___
Print employees' clocked hours only?  Yes ___  No ___
Silent operation?                     Yes ___  No ___
Password:                       __________
Macro key "up arrow":           __________
Macro key "down arrow":         __________
Macro key "left arrow":         __________
Macro key "right arrow":        __________


3.0               ----- How to Use This Manual -----

Each section in this manual is self-contained.  Cross references are
provided for related functions.

File names are in braces: {HOURS}.

Names of ClockWork keys are in uppercase with square brackets and the
name as on an enhanced keyboard:  [FIND] [F9 key].

The name you choose to use for defining the work units can be changed
from "work orders" to anything you like.  Throughout this manual the
name "work order" will be used.   For further information refer to
section "Installation - New".

Before installing ClockWork, late breaking additions and addendum to
the manual are in the file named {README}.  To view this file, from the
DOS prompt type:
  TYPE A:README |MORE [ENTER]  (Note: The "|MORE" is optional.)


4.0         ----- ClockWork Description and Overview -----

ClockWork has two main purposes.  First, it acts as a computerized
version of the old punch clock for up to 33 employees.  Instead of
inserting a cardboard time sheet to be punched, the employee can clock
in or out very simply on the keyboard.  Anyone can do that!  All of the
times clocked in are calculated by computer.  Management can have these
added up, filed, reviewed and printed in less than a minute.

The other main ClockWork function is to track individual items (known
as work orders), who worked with it, and when.   Up to 10,000 can be
tracked at one time.   These can be anything from cars in a service
centre to radios in the repair shop to widjits in the shipping room.
The employee simply hits their button on the keyboard followed by the
work order number and the computer does the rest.

The procedure is so simple for the employee to use that even non-
English speaking people have learned to use it by rote!  Much emphasis
has been put on making ClockWork easy for everyone to use.  You will
find no complicated computereze lingo here.

A maintenance mode, entered only with a password, lets the management
review all work.  All data records are easily accessible for custom
analysis or manipulation.  Data is in DOS format with no encryption or
compression.

The optional ClockWork Remote allows the office staff to access the
ClockWork data.  They can instantly check the status of any work order,
plus where it is (if used), how long it has been worked on and when
last worked on.  In addition, there is a complete receipt setup.
Receipts for deposits containing custom text regarding terms and
conditions of repair  may be printed out.  Also, a search for a work
order can be done using such limited information such as a customer's
name.


5.0            ----- Description for Professionals -----

Professionals such as accountants, lawyers, engineers, dentists, etc.
may charge their clients by time.  ClockWork can be easily used to
quickly and accurately log the time spent with these different clients.

In fact, the process is so fast and simple that you can start logging
time at the start of a phone call and stop at the end!  This time can
be accumulated for each of up to 10,000 clients.

Your computer is not tied up, ClockWork is only used to start and stop
timing.

Refer to section "ClockWork Description and Overview" for a further
general description.  Keep in mind that you will have only a small
number of employees, namely you and co-workers, and that your clients
are shown throughout this manual as "work orders".

Since you will be using ClockWork to time and track clients, the
comments when closing a client ("work order") will reflect what was
done, e.g. phoned, called, advise, consult, preparation, revision,
etc..  For instructions on how to put these on the macro keys, refer to
section "Macro Key Setup".

The option which allows you to enter and exit Clockwork quickly is
recommended, if your computer is to be used for other applications than
ClockWork too.  Refer to section "Back Door to DOS".


6.0                      ----- Hardware -----

ClockWork will run on most AT type computers.  Although a 80286 system
will work, a 80386-33 is recommended as the minimum for reasonable
performance.  The operating system should be DOS 3.0 or higher.

The hard disc space used is nominal for both system and data files,
usually under 2 Meg.  Since ClockWork is a considered as a data base, a
fast hard disc drive will help speed up the system.  Disc cachers
improve performance dramatically, but beware of conflicts between these
and other drives or parts of the computer system.

Although a monochrome monitor will work, a VGA is recommended as it
will show the status of the work orders and system at a glance.  The
use of a screen blanker is recommended to prevent burning in of the
screen.

The data files are backed up onto a floppy disc.  This can be done
automatically or manually.  The floppy disc drive can be either 3.5" or
5.25" but preferably be designated as drive "B".  Data file size varies
significantly, depending on how often it is shortened (a very simple
maintenance procedure).  Usual backed up sizes are well under 500K, but
can be double or more.

A printer can serve two main on-line purposes: log a hard copy of all
work done as it is entered by the employee, or, log only the employees'
clocking in and out times (how long they are at work).  Also, from
maintenance, all work orders and related data on record may be printed.
The format is standard DOS (no LF on CR, etc.).   All printer data is
sent to "LPT1", but can be redirected to a serial port using the MODE
command in DOS.  Refer to your DOS manual for further details.

If the ClockWork Remote is to be used then "COM1:" serial ports are
needed on both ClockWork and ClockWork Remote.  The ports are
configured internally.  The inter-connecting cable is a standard RS-232
type running at 9600 baud.  The distance between the two computers is
limited by normal RS-232C parameters and depends on such factors as
local interference and shielding.


7.0                    ----- Installation -----

7.1 --- New ---
ClockWork should be installed using the INSTALL program on your disc.
It can also be installed simply by copying all of the files to the
\CLOKWORK directory.  Any hard drive can be used but C drive is most
common.  Put the ClockWork disc into the floppy disc drive and at the
DOS prompt type:
  A:INSTALL A [ENTER]   (if using the A: drive), or
  B:INSTALL B [ENTER]   (if using the B: drive)

You will be asked a series of questions, depending if this is a new
installation, a removal to another computer or a repair. You will then
be asked a few questions about options, such as if a printer is used,
or if you want silent operation.  Many of these can be changed through
the maintenance mode later.

At any time you can change the configuration.  Simply type:
  A:INSTALL C [ENTER]   (if using the A: drive), or
  B:INSTALL C [ENTER]   (if using the B: drive), or
    INSTALL C [ENTER]   ( if INSTALL is on the default drive)

As stated in section "How To Use This Manual", there are many names for
the individual work items: work order, job, customer, client, repair,
etc.  It all depends on your application.  The name provided with the
new copy of ClockWork is "work order".  You will be asked if you want
to change it, and if so, type in the new name.  This can always be
changed at any time by running INSTALL again.

After a minute or two, the installation will be finished.  As the
{AUTOEXEC.BAT} file may be modified, the original copy of this will be
saved as {AUTOEXEC.BAK}.  WHEN FINISHED INSTALLING, REMOVE AND STORE
THE DISC!  Save it in a safe place away from heat, cold, dirt, dust,
magnetic fields or anything which may damage it.

To make the keys easier to find, put labels on the special keys.  These
are: [F1 key] to [F7 key] label with the employee names, [F8 key] label
as [LETTER], [F9 key] label as [FIND], [F10 key] label as [MAINT.] [~
key] (below ESC) label as [REOPEN], [TAB key] label as [OPEN or ALL],
[HOME key] label as [CLOCK IN/OUT] and finally [DELete key] as [SHOW
HISTORY].  To label the four cursor arrow keys, refer to the section
"Macro Key
Setup" to change or view the words used.


7.2 --- Starting ---
If during installation you said that ClockWork was to run every time
the computer was turned on, then simply turn it off, wait a few seconds
and turn it back on, or simultaneously hit the [CTRL], [ALT] and [DEL]
keys.  To start from the DOS prompt, type:
  C:\CLOCKWORK [ENTER]
to use the installed batch file.  To view the run options, type:
  C:\CLOKWORK ? [ENTER]
These options can be changed at any time by any text editor program.
Refer to your editor manual on how to edit a batch file.

A list of options is available at any time by typing:
  CLOKWORK ?   or   CLOKWORK /? [ENTER]
at the DOS prompt.  These are used when running ClockWork and are
called command line options.  They are single letters which may be in
any order, with or without spaces between them (be sure to put a space
after the word 'CLOKWORK'!).  As many other applications require '/'
(slash) between command line options, the '/' will be accepted with
ClockWork too, but is not necessary.

The command line options are:
B - All data files will be backed up as ClockWork is starting.
C - All employees' Clockings in and out will be printed.  This option
    is included in the 'J' option.
J - All employee entries will be printed. This includes opening,
    closing, reopening, reclosing, clocking in or out, maintenance
    actions which change the current work order list and all ClockWork
    Remote shippings.
Q - Quick entry into ClockWork.  This does not allow for backup at the
    start (the 'B' option) or check all work orders for any not closed
    from a previous day.  This should only be used after a normal entry
    (without this 'Q' option) was done that day.
R - The ClockWork Remote option is in use, whether or not the ClockWork
    Remote computer is running.  This cannot be used if unregistered.
S - Silent operation.  No sounds will be given to indicate what the
    employees are entering, confirm actions or warn of mistakes.

7.3 --- Upgrade ---
Upgrades are only available for registered users of ClockWork.

7.4 --- Repair Damaged Files ---
If for some reason your computer has damaged the ClockWork system
files, either an error message will appear or the computer will
continually "crash".  Try turning off the computer for a minute and
then back on.  If the problem persists, redo the installation
procedure.  Refer to the section "Installation - New".

If the damage is to the data files then it cannot be renewed, but the
backup disc should be almost up to date.  If you didn't backup the data
files then nothing can be done.  The lost data is lost forever.  To use
the backup disc, refer to the section "Use The Backup Data Files".

Beware of computer viruses!  These are easily brought into the computer
(on discs from other computers, modems, etc.) and can have devastating
effects.  Use a virus detection program if these are suspected.

7.5 --- Removal ---
You may want to remove ClockWork from the drive it currently is in to
either another drive or another computer.  The first thing to do is to
run ClockWork and backup the data files to a floppy disc.  Refer to
section "Backup Data Files to a Floppy Disc".

Next, run INSTALL.  You will be asked if you want to remove it.  Follow
the instructions as given.

After this is done, run INSTALL to reinstall ClockWork in the new
location.   If any upgrades are used, do them now.  To recover the data
files, run ClockWork (be careful not to erase the data files if the
automatic backup "B" option is used!) and the "Use Backup Data Files"
function to copy all files.


8.0                 ----- Display Description -----

There are several displays available: blue for the work order screen
(by far the one seen the most), magenta for all of the maintenance
screens and red for to show history.  Of course with a black and white
monitor these backgrounds will all be black with white writing.

For descriptions of the two latter screens refer to sections
"Maintenance" and "Show History".

The work order screen is the one seen most.  When ready to use, the top
line will have the time at top left, the company name in the centre and
at top right, the number of work orders in the current work order file.
The next two lines may be blank or show the last action done.

The fourth line is the titles of the parts of the work orders, which
appear on the sixth line and down. The work orders are shown in numeric
then alphabetic order, highest to lowest.

Each line is one work order.  From left to right the parts are: the
work order number; the employee who last used it; the date then time it
was last opened; the total accumulated time it has been open, counting
from the date and time just described; and comments.  Refer to the
section "Employee Instructions" for a description of the comments.

The colour of the work order tells its status:  new or reopened are dim
white; waiting for parts are bright yellow; waiting for estimate
approval are bright red; finished are bright magenta; and shipped out
are dim red.  A rule of thumb is that bright means waiting.  Of course
with a black and white monitor these will be only dim white or bright
white.

When ClockWork is run, the fifth line down will say "OPEN WORK ORDERS".
As this implies, only new or reopened work orders will be shown.  This
is the most common display.  It will show how many work orders are open
right now and of course who is, or is not, working.  Hit [OPEN or ALL]
[TAB key] to display all work orders.  Hit it again to show only the
open ones.  Which way the display is has no effect on anything else,
except that 'OPEN WORK ORDERS' has to scan the whole current work order
file and will be slightly slower.


9.0                     ----- Maintenance -----

To enter maintenance mode, be sure that the clock is in the top left
corner of the screen (ClockWork is ready).  Hit [MAINTenance] [F10 key]
then the password and [ENTER].  The password if newly installed is
"CLOCKWORK".  To change it, refer to the section "Change Maintenance
Password".  Write the new one down in the manual so you won't lose it.

The following maintenance functions are listed in the order which they
appear on the screen, which is also roughly most often to least often
used.

9.1 --- Wipe Out a Work Order ---
By giving a work order when asked for, the specified work order will be
completely removed from the list of current work orders.  This function
should be used only if a wrong work order number was entered by an
employee.

Be sure that the proper work order number is given!  Once it is wiped
out it is gone from the current list forever.  The history of it is
still in the history archives and can be seen with [SHOW HISTORY].
Refer to the section "SHOW HISTORY" on how to use that function.  If
the "J" (Journal) option was selected in the command line then a record
of the wipeout will be printed.

9.2 --- Change Total Time on a Work Order ---
Occasionally, an employee may forget to open or close a work order, or,
work was performed in area away from ClockWork.  In these cases, the
Total Time shown for that work order will be wrong.

To change it, enter the work order number when requested.  The current
Total Time will appear and you may now enter what it should be, from 0
to 999.99 hours.  Type the amount of time in decimal hours any way you
want, then ENTER.  For example, 30 minutes ("0.50" hours Total Time)
may be entered as ".5" or "0.5" or "0.50" or ".50".  If nothing is
entered ([ENTER] only hit) then the total time will not change.

9.3 --- Exit to DOS ---
This will exit ClockWork and return to DOS.  You may exit at any time,
it will NOT AFFECT THE OPEN WORK ORDERS OR CLOCKED HOURS!  Their timing
is done by the computer's real-time clock which always runs.  Of course
you will have to restart ClockWork later the same day to close them or
open others.

Before leaving, you are prompted to backup the data files first.  This
is a precaution to protect the data.  For instructions on how to
restart ClockWork, refer to section "Starting".

9.4 --- View, Print or Clear Employees' Clocked in Times. ---
The screen will show all employees names and their total accumulated
clocked in times.  These clocked in times are counted from the time
they were last reset.  This is shown near the top.

The clocked in times are all shown in decimal hours, e.g. "1.50" is one
and a half hours, or one hour and thirty minutes.  Decimal hours are
easy to work with.  For example, last weeks and this weeks clocked in
times can be added directly, e.g. 34.56 plus 41.23 hours is 75.78 hours
total, which can be multiplied by the hourly rate to get gross pay,
e.g. $10.00/hour times 75.78 hours is $757.80.

Occasionally, an employee will forget to clock out at the end of a day.
When ClockWork starts again the next time, the employee's time for that
day will not be recorded as it is unknown.  A "+" will be put after the
total time, e.g. "31.45+".  To estimate the time for that day, use the
"Review All Work Done" function to find when that employee clocked in
and when the last work under that name was.

The first choice here is to clear the clocked in times.  All the
clocked in times shown will be set back to zero.  This should be done
at the end of every pay period.  All employees must be clocked out
before this can be done!  If selected, a report will also be filed.

The second choice is to file a report.  This will not affect the
clocked in times.  A report similar to what is on the screen will be
added to the file {HOURS} on the disc.  For instructions on how to see
these reports, see the section "HOURS.BAT".  Remember that the clocked
in times will only be valid if all employees are clocked out.

The third choice is to print a report.  This will appear much as you
see on the screen.  As above with filing a report, the clocked in times
will only be valid if all employees are clocked out.

9.5 --- Review All Work Done ---
All employees and maintenance entries are recorded in the {HISTORY}
file.  This includes work orders opened and closed, clocking in and
out, and all maintenance functions which affect the current work order
file.

Entries are shown starting with the latest.  Use [PAGE UP] and [PAGE
DOWN] to scroll through the list.  Holding [CTRL] and hitting [PAGE UP]
([CTRL - PAGE UP]) will bring the display right to the latest entry,
and [CTRL - PAGE DOWN] will show the oldest on record.  How old the
oldest entry is depends on how often entries are made.

9.6 --- Reports Menu ---
The Reports Menu is available only for registered users of ClockWork.
It allows management to view employee performance by examining their
Daily Chargeable Times.  This is the amount of time accumulated by each
employee each day, based on how long work orders were open under their
name.

9.7 --- Backup Data Files to a Floppy Disc ---
Hard disc drives are not infallible, they can fail.  The wrong work
orders may be accidentally removed.  The files may be damaged or erased
by a virus or accidentally from DOS.  For these reasons and more,
making backup copies of the data files is very important.

When selected, you will be shown the backup drive and asked to confirm
before proceeding.  All four of the data files will be copied to the
backup floppy disc.  How long the copying takes varies but will
generally be less than one minute.

For instructions on how to do an automatic backup (highly
recommended!), refer to section "Starting" and the "B" command line
option.  Refer also to sections "Select Drive for Backup" and "Use the
Backup Data Files".

9.8 --- Use the Backup Data Files ---
This function can be used for two reasons: overwrite the current data
files if the latter are damaged, or, review old records of work orders.
By using it, the existing data files will be wiped out and the backup
ones become the current.

The four data files are:
WORKORDE.RS - the list of current work orders.
CWSTUFF     - a configuration list.
HOURS       - all of the reports generated by View, Print or Clear
              Employees' Clocked in Times.
HISTORY     - the log of all entries by employees and maintenance.

When selected, you will be reminded to backup the current data files
first TO ANOTHER BACKUP DISC, then shown the above list.  Each name in
turn will appear and you may select or ignore it as indicated.  Be sure
that the backup floppy disc you want is inserted.

Which files from the backup are used depends on what you want to do.
If one or more of the current data files are damaged then you have no
choice but to use the backup of the damaged file.

You may just wish to review an old work order file, possibly to search
for an old work order.  First select "Backup Data Files to a Floppy
Disc" to copy the current data files to a spare floppy disc.  Next
insert the old backup floppy disc and select this function, "Use the
Backup Data Files", and copy only the WORKORDE.RS file.  After
reviewing the old work orders (exactly as you would the current ones,
which they now are), reverse the procedure to restore the real current
work order file: insert the spare floppy disc with the real current
work order file, select this function, and copy only the WORKORDE.RS
file.  Everything is now as it was before.

9.9 --- Remove Old Shipped Work Orders ---
After using ClockWork for a while, there will be an accumulation of
work orders, many of which are no longer needed.  Given time, these can
easily outnumber active ones.  Given more time, the system will bog
down and eventually reach its capacity of 10,000 work orders on file.
This function is one way to shorten the current work order list.

When a work order is shipped out, the comment for that work order
should have the word "shipped" in it.  This can be done either through
ClockWork Remote or by changing the comment directly.  The word can be
either upper or lower case, or any combination.

When selected, you will be asked for the year and then the month
(numbers 1 to 12).  Any work order older than the first day of that
month indicated and with the key word "shipped" in it will be marked
for removal.  Once all work orders have been checked, you will be asked
to confirm that these are to be removed from the current work order
file.  If the removal is not confirmed, then nothing will happen to the
current work order file.

Before proceeding with this function, backup the data files so that
there will still be a record of the current data files.

This function should be used about once a month, generally at the
beginning.  The cutoff date for removal should be approximately one or
two months before the day it is used.

9.10 --- Remove Forgotten Work Orders ---
After using ClockWork for a while, there will be an accumulation of
work orders, many of which are no longer needed.  Given time, these can
easily outnumber active ones.  Given more time, the system will bog
down and eventually reach its capacity of 10,000 work orders on file.
This function is one way to shorten the current work order list.

Not all work orders may be removed as indicated in section "Remove Old
Shipped Work Orders".  If a work order is old enough then the
assumption is that it has been forgotten.  This function will remove
those old work orders.

When selected, you will be asked for the year and then the month
(numbers 1 to 12).  Any work order older than the first day of that
month indicated will be marked for removal.  Once all work orders have
been checked, you will be asked to confirm that these are to be removed
from the current work order file.  If the removal is not confirmed,
then nothing will happen to the current work order file.

Before proceeding with this function, backup the data files so that
there will still be a record of the current data files.

This function should be used about once a month, generally at the
beginning.  The cutoff date for removal should be approximately one
year before the day it is used.

9.11 --- Print Current Work Order File ---
This function will print a hard copy of the current work order file.
It can provide a hard copy backup and a reference list of current work
orders.

Before using this function, be sure that the printer is ready and has
enough paper.  The list is continuous, so a standard sheet will print
55 work orders per page.  This may vary depending on the printer line
spacing and page size.

When selected, the only choice is when to start, as indicated.  While
printing, the printing may be momentarily halted by hitting any key.
The printer buffer has too empty itself before the actual printing will
stop.  To restart, hit any key.  To quit printing, hit [ESCape].

The list printed is sorted numerically then alphabetically.  It is in
the same format as the work order display on the screen.  For further
information, refer to section "Display Description".

9.12 --- Macro Key Setup ---
A macro key is a single key which the employees can hit to type a whole
predetermined word when typing comments, rather than letter by letter.
The four macro keys are the cursor arrow keys, found on an enhanced
101-key keyboard at the bottom between the letter keys section and the
number keys section.

When selected, the name of each macro key and what it represents will
appear one at a time.  Hit [ENTER] to leave as is, or type in the new
macro as it should be, up to nine characters.  A space will
automatically be added to the end of the macro.

The four macros that come with ClockWork are the four most common:
     Up: Parts
   Down: On Test
   Left: Estimate
  Right: Finished
If you do not have the ClockWork Remote option, you may want to change
either the down or the right macro to "Shipped".  For further
information, refer to section "Remove Old Shipped Work Orders".

Other common macros are Ready, Final, Retesting, Reset, Aligned,
Complete, Completed, Scrap, On Hold, Long Test, Overhaul, Cancelled,
etc..

After changing a macro, be sure to label the key so that the employees
can easily identify it.

9.13 --- Select Drive for Backup ---
This function lets you select which floppy disc drive is to be used for
backing up the data files.  The "B" drive is recommended but any valid
drive from "A" to "K" is acceptable.

When selected, the current backup drive will be shown.  To change it,
simply hit the appropriate letter for the drive.  To leave it as is,
hit [ENTER] or the same key.

For further information, refer to sections "Hardware", "Backup Data
Files to a Floppy Disc" and "Use the Backup Data Files".

9.14 --- New Employee Names ---
Up to 33 employees can use ClockWork.  They are each represented by a
unique key.  Function keys [F1] to [F7] are single key employees, while
[F8] followed by a letter  A - Z are the two-key employees. If there
are less than eight employees then the [F1] to [F7] set should be used.
If there are more than seven employees then the employees who use
ClockWork most should have [F1] to [F7] and the rest assigned the [F8]-
letter keys.

When selected, all of the possible name locations are shown with the
names used in the corresponding spots.  To change any name, hit the
highlighted number or letter at the appropriate location.  The current
name will appear.  To leave it as is hit [ENTER].  To erase it (unused)
hit [space] then [ENTER].  To put in a name type the name using spaces,
upper case and punctuation as required, followed by [ENTER].  The name
can be up to nine characters long.

Although duplicate names are allowed they can be confusing for obvious
reasons.  Try using initials or different forms of the names.

9.15 --- Change Maintenance Password ---
Since the maintenance functions can change and affect the operation of
ClockWork and the security of the data, they are restricted for use by
certain people only.  Access is through a password.  If this password
becomes common knowledge, too many people may be able to tamper with
the system (even change the password and lock out everyone else!) and
so the password should be changed.

When selected, you will simply be prompted to enter a new password.  It
can be up to nine characters long using numbers and letters.  All
letters can be entered as either upper or lower case but will be
treated as upper.  No spaces are allowed in the word.  Hit [ENTER] at
the end of the new password but be sure to REMEMBER IT!  If lost, you
must run Installation on the ClockWork disc or risk losing data!

The password which comes with ClockWork is "CLOCKWORK".  Choose a new
password which is not obvious.  A random sequence is best as long as it
is also written down in a secure place.  Once entered, a password may
never need to be changed, but there is never any harm in doing so.

9.16 --- Expansion Functions ---
This function is used for adding options or new functions as needed.
You may not have anything here now. If so, there is no harm, or use, in
trying it.  Expansion functions cannot be used if ClockWork is
unregistered.


10.0              ----- Unrestricted Functions -----

10.1 --- Find ---
To find and view any work order, simply hit [FIND] [F9 key], the work
order number and [ENTER].  This function does not affect work orders
but only displays them.  If it exists then it will appear on the third
line from the top in bright green and can be read using the headings
below it.  For further details refer to section "Display Description".

Trying to find a nonexistent work order will give a short message to
that effect.

The work order found will stay on the screen for 30 seconds.

Notice that the last work order entered for [FIND] may reappear dimly
when [FIND] is hit.  If this is the object of the search then just hit
[ENTER].  If it is quite different then enter the new one as is.  As
many work order numbers are sequential, hitting the [+] or [-] will
increment or decrement that number.  Holding the key will continually
scroll the number.  Release at the proper time.  Also, [BACKSPACE] will
erase the last digit every time so that new digits can be entered.

10.2 --- Show History ---
Every employee and maintenance action is recorded in the {HISTORY file}
as well as the current work order file.  Two types of history can be
shown: history of a particular work order, or history of an employee's
clocked times.  This function does not affect the work orders but only
displays them.

To view the history of a work order, hit [SHOW HISTORY] [DELETE key],
then the work order number followed by [ENTER].  The screen background
will partially change to red and a title will tell which work order
history is shown.  All actions which affected this work order will
appear in the order they occurred, the latest at top.  These include
when first opened and closed, reopened, reclosed, shipped by ClockWork
Remote, New Total Time, Wiped Out or new comments.

To view the history of an employee's clocked times, hit [SHOW HISTORY]
followed by the employee's key ([F1] to [F7] or [F8] and the letter).
The screen background will partially change to red and a title will
tell which employee's clocked times is shown.  All records of clocking
in or out for that employee will appear, plus a warning notice if the
employee did not clock out the previous day.  They appear with the
latest at the top, oldest down.

If the history shown is more than one full screen then the note "<Hit
PAGE DOWN for more>" will appear.  This means that there is more
history on file for that item which can be seen by hitting [PAGE DOWN].
Conversely, [PAGE UP] will show the latest history.

Trying to show the history of a nonexistent work order will give a
short message to that effect.

The history found will stay on the screen for one minute.

Notice that the last entry for [SHOW HISTORY] may reappear dimly when
[SHOW HISTORY] is hit.  If this is the object of the search then just
hit [ENTER].  If it is quite different then enter the new one as is.
As many work order numbers are sequential, hitting the [+] or [-] will
increment or decrement that number.  Holding the key will continually
scroll the number.  Release at the proper time.  Also, [BACKSPACE] will
erase the last digit every time so that new digits can be entered.

10.3 --- Show Who is Clocked In ---
At any time during the normal work order display, hitting [CLOCK
IN/OUT] [HOME key] will show the names of all employees.  Those who are
clocked in will have bright flashing names, those clocked out will be
in dim white.  This function does not affect clocked in/out status but
only displays them.

The display will revert to the work order display shortly, or continue
normally is any key is hit.

10.4 --- Back Door to DOS ---
Many users of ClockWork use their computers for other applications such
as word processors or spread sheets and so want to jump in and out of
ClockWork quickly.  The timing of work orders and employees' clocked
hours will not be affected.

By holding down [ALT] and hitting X (known as [ALT-X]), ClockWork will
be suspended and the computer returned to DOS.  ClockWork will remain
resident (it is still in the computer but not currently in use), so
some memory space will be taken up.  After you have finished with DOS
or the other applications, type [exit] to return to ClockWork where you
left off.

Do not return to ClockWork by typing [\clokwork] as this will start a
redundant session and only eat up memory space.  If you do so by
mistake, use "Exit to DOS" to end on session then [exit] to return to
the original.

Not all applications can be run through this back door due to your
computer's memory limitations.  If so, exit ClockWork through the
normal "Exit to DOS" function in maintenance.

The computer may be turned off or rebooted when using the back door
without harm to the ClockWork data.


11.0                      ----- Sounds -----

Most actions on ClockWork have a sound associated with them.  This
helps the user by acknowledging the key sequence, and also for
management to follow the trend of work without having to constantly
view the screen.

Sounds fall into two categories: errors and confirmations.  The former
may be for an invalid maintenance password (siren), for nonexistent
work orders or wrong employee for a work order (descending steps) or a
forgotten key (big fast upsweep).

Sounds confirming actions are the most commonly heard, hopefully.
Generally, they are tones sweeping up at the start of an action (e.g.
opening a work order) and sweeping down at the end (e.g. closing a work
order.  A short "pip" indicates that the key is acknowledged before the
computer can act upon it.

During normal operations, most sounds should be tones should be for
opening, closing, reopening and reclosing work orders.  The two latter
are similar the two former but wider sweeps.

To disable the sounds, refer to option "S" in section "Starting".


12.0               ----- Employee Instructions -----

ClockWork is an easy to use method to keep track of both your clocked
in times and your work during the day.

IDENTIFY:  All actions done by you must start by identifying yourself.
You will be assigned a specific key, or keys.  Seven employees have
their own single keys, [F1] to [F7], which should be labelled with
their names.  The next 26 employees have a two sequence.  They hit
[LETTER] [F8 key] then a letter A to Z.  For example, Mr. John Smith
might have to hit [LETTER] then the letter "J".

CLOCK IN/OUT:  At the start of every shift you must clock in.  Hit your
identification key(s) then [CLOCK IN/OUT] [HOME key].  That is all!  At
the end of your shift, repeat the exact process and you will now be
clocked out.  Notice that when you do this that your total number of
clocked in hours will be shown momentarily.  Also when clocking out,
the clocked hours for that shift will be shown in brackets.  Don't
forget to clock in and out or your times will be wrong!  You may clock
in and out as many times a day as you wish and each session will be
added in to you total.  For example, Mr. John Smith may clock in by
hitting [LETTER], "J" then [CLOCK IN/OUT].

WORK ORDERS:  The other major purpose of ClockWork is to track and time
all of the work you do.  This is for the benefit of the work and not to
keep an eye on you.

OPEN:  All of you work assignments (you may call them jobs, or repairs,
etc) are given a work order number before it reaches you.  Just before
you start working on it, you must tell ClockWork so.  This is called
opening a work order.  After identifying yourself, type the work order
number then hit [ENTER].  The time is now running on that work order.
If at any time before you hit [ENTER] you made a mistake, hit [ESCape]
to cancel the entry.  While typing in the work order number, you may
use [BACKSPACE] to erase the last number.  You have one minute to enter
the number.  For example, Mr. John Smith can start working on work
order number "9252311" by hitting [LETTER], "J", the numbers "9252311"
then [ENTER].

CLOSE:  When you finish working on that work order you again tell
ClockWork so.  This is called closing a work order.  The procedure is
very similar to opening: identify yourself, then the work order number,
then [ENTER].  ClockWork will stop timing for that work order.  When
closing, however, you are also prompted to add a short comment to
describe what stage to work is at.  This can be done either by typing
in directly the comment followed by [ENTER], or by the macro keys (the
four cursor keys).

When entering a comment, hitting a macro key is just like typing a word
letter by letter.  The four macros should be labelled with words such
as "Parts ", "Estimate ", "On Test " and "Finished ".  These may be
different on your keyboard as your supervisor can change the macros to
best suit your type of work.

For example, Mr. John Smith may close his work order by hitting
[LETTER], "J",  "9252311", [ENTER], FINISHED macro key then [ENTER].

You may also be asked by your supervisor to type additional comments,
such as a location for the item.

A comment is not mandatory for operation of ClockWork, but helps by
indicating what was done.  You may just hit [ENTER] for no comment.
The comment is limited to 23 characters.

REOPENING AND RECLOSING:  As often seems to happen, a work order is not
finished or ready to go, but is waiting for parts to come in, or an
estimate to be approved, or you may want to go home at night.  You have
previously closed the work order and now will start working again on
it.  This is called reopening a work order.  The procedure is exactly
the same as opening the work order the first time: identify yourself
then put in the work order number.  Clockwork will see that you have
already worked on this before.  Now you can do one of two things:
Reopen the work order or just change the comment.

To reopen the work order, just hit [REOPEN] [~ and ` key].  The timing
is continued for that work order.  When finished working on it this
time, close it exactly as you did before.  For example, Mr. John Smith
may reopen his last work order by hitting [LETTER], "J", "9253211",
[ENTER] then [REOPEN].

If you want to change the comment only, simply type in the new comment
as you did before when closing it.  This new comment will now be seen
with this work order.

MISCELLANEOUS:  After you identify yourself, you may have noticed that
the last work order number you put in appeared dimly.  If you hit
[ENTER] without putting in a work order number then that dim one will
be the one entered.  This is very useful when closing a work order as
the one being closed will be the one previously opened.  For example,
our Mr. John Smith may reopen his last work order by hitting [LETTER],
"J", [ENTER] then [REOPEN].

Most work order number are sequential.  Rather than put in a whole work
order number that is close to the last one, use the [+] and [-] to
count up and down.  Keep pushing to continue running up and down.  For
example, Mr.John Smith can open his next work order, number 9252313, by
hitting [LETTER], "J", [ENTER], [+], [+] then [ENTER].

If you should accidentally open the wrong work order, your supervisor
can easily wipe it out.

If you are to finish off someone else's work, then try to open it as if
it was yours.  A message will appear asking you if you want to change
the work order over to your name.  Hit "Y" (for Yes) if you do and
reopen it as normal.  You cannot change a work order over to your name
if the other person has it open.

If several people are working on one job, they each have to use a
separate work order number.  These should be similar, such as by adding
a letter at the end, for example "9252311A" and "9252311B".


13.0                    ----- Error Codes -----

Many problems can stop ClockWork from running properly, or bring it to
a complete halt.  These may be caused by hardware problems,
installation errors, missing or damaged files, etc..  Most errors have
error codes associated which will appear on the screen.  Run the
INSTALL program from your master disc and follow the instructions
below.

ERROR CODE    ACTION
10, 11, 23    Reinstall Clockwork system files only.
14, 24        Computer needs minimum 640K of RAM (memory).
20            Reinstall ClockWork configuration only.

For any error code not shown here, the problem is unclear.  Reinstall
ClockWork system files and if the problem persists, reinstall
configuration and reset the data files.


14.0              ----- Hints, Do's and Don'ts -----

ClockWork uses the computer's internal clock for keeping time.  If you
Exit to DOS to run other utilities and return later to ClockWork,
nothing will be changed or lost.  Each action is taken at the time that
it is entered, regardless of the intervening state of ClockWork.

It is highly recommended to exit ClockWork only through the management
mode's Exit to DOS.  The exception is, of course, when running
ClockWork through a task switching shell or a visual operating system.
These latter will not affect timing or hurt data if properly used.

If the power fails or the computer is turned off, you can restart with
no loss of data or timing.  The only exception to this is if some
action was being entered at the moment of shutdown.  This critical
period is kept to a minimum, files are opened only to write into (no
entries to files are in real-time).  Generally, data losses caused by
these shutdowns are rare.  Always backup the data!  Refer to option "B"
in section "Startup" and section  "Backup Data Files to a Floppy Disc".

Do not tamper with any of the ClockWork system files.  Polynomial
errors in the executable files may cause lockup.

Do not allow ClockWork to run over midnight!  Since a work order
unintentionally left open has to be closed sometime, midnight has been
chosen as the cutoff time.  All work orders must be closed before
midnight, then after midnight ClockWork restarted and the work orders
reopened.  Due to the late hour, this inherent quirk will not affect
most companies.


15.0                  ----- Other Utilities -----

Several potentially useful proprietary DOS utilities are included with
ClockWork.  One corrects a common computer hardware problem, one is
automatically run at noon every day, while the others work with the
data files.

15.1 --- TIMESET.EXE ---
ClockWork use the computer's real-time clock for timing work orders and
employees' clocked in times and for the time and date.  These internal
clocks may not be exact, varying by as much as 15 seconds a day.  Such
a drift is negligible on any one day, but even five seconds a day means
that the clock will be off by two and a half minutes a month, let alone
15 seconds a day!  TIMESET.EXE can help correct this problem.

To use, at the DOS prompt type:
  TIMESET [ENTER]
followed by the correction in number of seconds per day.  For example,
for a computer which loses five seconds a day, add that time on with:
  TIMESET 5 [ENTER]
Use a "-" sign to subtract time.  Even if the computer is not turned on
every day, or more than once a day, TIMESET will correct only when
needed for the proper number of days.

TIMESET.EXE should be installed in the root directory and called from
AUTOEXEC.BAT file.

TIMESET will work for any computer which can set the time using the DOS
"TIME" command, which includes virtually all AT type computers.  It
will not work for those requiring "TIMER" commands, usually XT types.

15.2 --- NOON.BAT ---
While ClockWork is running, at noon every day, this special file is
called up to be run.  It may contain anything you like, from a short
song to backing up the data files, or nothing.

If this file does not exist then nothing will be done.  Whatever it
runs, it should be able to run without any keyboard input as these
would hold up returning to ClockWork.

The only restrictions are that it cannot call ClockWork (recursive and
redundant) and that enough memory is available to run the batch file
since ClockWork remains resident.

15.3 --- HOURS.BAT ---
Section "View, Print or Clear Employees' Clocked in Times" describes
how to generate these reports.  HOURS.BAT allows you to view them from
DOS.

To use, at the DOS prompt type:
  HOURS [ENTER]
The reports will appear one at a time, starting with the latest.  Hit
any key to view the next one, or [CTRL-C] (hold down [CTRL], hit "C"
then release [CTRL]) to end.

The reports may be printed using [PRINT SCREEN].  Be sure that the
printer is setup first!

Every time a report is filed, it is added to the start of the {HOURS}
file.  In time this file may grow quite large.  Every year or so you
may want to copy it to a floppy disc and erase it from the hard disc.
To do this, at the DOS prompt first type:
  COPY \CLOKWORK\HOURS A: [ENTER]
(assuming the floppy is in the A: drive), and then:
  ERASE \CLOKWORK\HOURS [ENTER]
This procedure may vary slightly depending upon the setup of your
computer.

15.4 --- WOCHECK.EXE ---
Over several months or years, some old work orders will remain in the
system long after they are needed.  They can be removed wholesale as
described in section "Remove Forgotten Work Orders" or selectively by
WOCHECK.EXE.

Before proceeding, be safe and backup the data files first.  To use, at
the DOS prompt type:
  CD \CLOKWORK [ENTER]
to be in the proper sub-directory, then:
  WOCHECK
You will be asked for your maintenance password.

One by one starting with the lowest (usually the oldest), you will be
asked to verify each work order.  The choices are to save it (the most
common, hopefully), mark it as shipped (for removal eventually by
"Remove Old Shipped Work Orders") and to outright wipe it out.

Depending on the number of work orders this procedure may take some
time.  As the lowest numbers tend to be the ones which slipped through
the cracks, these will be verified by you first.  To save all of the
remaining work orders, hit [F10].

After all work orders are verified (or via [F10]), you will be asked to
verify that the change is to go through.  If you say not to, then all
was for nought and the work order file will revert to its original
state.

To break off the process and continue later, remember the last work
order you checked then use F10 to save all remaining work orders.
Later, continue the process where you left off by putting the last work
order number after the command, e.g if the last one was "9252311" then
at the DOS prompt type:
  WOCHECK 9252311 [ENTER]


16.0              ----- ClockWork Remote Option -----

The optional ClockWork Remote allows the office staff to access the
ClockWork data.  They can instantly check the status of any work order,
plus where it is (if used), how long it has been worked on and when
last worked on.  In addition, there is a complete receipt setup.
Receipts for deposits containing custom text regarding terms and
conditions of repair  may be printed out.  Also, a search for a work
order can be done using such limited information as a customer's name.

The hardware requirements for ClockWork Remote are generally less than
for the main ClockWork computer.

ClockWork Remote can only be used if ClockWork is registered.
17.0                     ----- Comments -----

Friendly Systems believes that software should be easy to use while
still fully doing the job.  We try to use plain language wherever
possible.  All actions expected from you, the user, are explained on
the screen.  Minimal computer knowledge is needed to setup and maintain
ClockWork.  No computer knowledge is needed to use it, as operation is
simple enough to be done by rote.

Whether or not you are a registered user of ClockWork, we would
appreciate any comments, good or bad, major or minor.  Comment on what
ClockWork does (or should do), ease of use, learning/teaching problems,
utilities, the manual, etc..

Please send comments to:

             Friendly Systems
             Box 531
             1057 Steeles Ave. West
             North York, Ont.
             Canada  M2R 2S9

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