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transcript
iTime iTR
USER MANUAL
October 19, 2011
Machine Name Product Detail Applicable for
Version
iT30-ASP, Firmware
02.03.0022.0012
iTime iTR Product details,
installation
guideline,
operation
guideline.
ITime iTR 4.2
© 2010 AMANO EUROPE.
Printed in Belgium. All rights reserved.
ii
NOTICE
Information in this document is subject to change without notice and does not
represent a commitment on the part of Amano EUROPE.
This document may not be copied, reproduced, transmitted, or distributed in whole
or in part, without the express prior written permission of Amano EUROPE. No title to
or ownership of the products described in this document or any of its part, including
patents, copyrights, and trade secrets, is transferred to the reader in general.
© 2010 AMANO EUROPE.
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SAFETY INSTRUCTIONS
SAFETY
Read all these instructions, and save them for later use.
In order to prevent fire or electrical shock, do not expose this
machine to rain or high humidity.
For the same reason, installation, maintenance etc. of this device
should only be performed by qualified electricians. Before
performing any installation or maintenance procedure disconnect
the voltage from the equipment (for example when replacing the
battery).
Do not place this device in unstable condition. If you do that, the
device may fall causing serious damage to the device or injuring the
user.
Connect the grounding wire properly.
A lithium battery is delivered with this device. A lithium battery can
cause a fire, an explosion or severe burns. Do not de-assemble,
heat above 100 degree C (212 degree F), solder directly to the cell,
incinerate, or expose the cell contents to water.
There is a danger of explosion if the battery is incorrectly replaced.
Do not attempt to reverse the polarity. Replace only with the same
or equivalent type recommended by manufacturer. The battery
type is: MITSUBISHI CR2032.
Dispose of used batteries separately according to local regulations.
ELECTROMAGNETIC COMPATIBILITY
This device has been verified for compliance with EU (European Union) directives
89/336/EEC for electromagnetic compatibility (EMC) for operation at 50Hz and bears
the CE mark.
When this device is used in a system, EU directives may require that the system is
verified for EMC compliance.
The following guidelines are helpful in improving the EMC performance of a system:
1) The use of metallic enclosures generally improves EMC performance.
2) Run cables away from apertures in the enclosure.
3) Run cables close to grounded metallic structures.
4) Use multiple ground straps for doors or panel parts as required.
5) Avoid common ground impedances.
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LOW VOLTAGE DIRECTIVES
This device has been verified for compliance with EU (European Union) low voltage
directives 73/23/EEC and bears the CE mark.
RoHS and WEEE Compliance
This device complies with the European RoHS directive 2002/95/EC. (Restriction of
the use of hazardous substances)
This device complies with the European WEEE directive 2002/96/EC. (Waste
electrical and electronic equipment)
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Typographical Conventions
Before you start reading the content of this document, it is important that you
understand the typographical conventions used.
Formatting
convention
Type of Information
Bold Menu options and command buttons. Chapter and section names are
also indicated in bold in the current manual.
Monospace Information displayed on the device screen
CAPITALS Names of keys on the keyboard, for example, SHIFT, CTRL, or ALT.
grayed For features not used in the current version of the application
Reference
Idea
Note, caution, warning
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Table of Contents
1. iTime iTR Product Overview ........................................ 9
1.1. System Requirements ................................................................ 9
2. iTime iTR Administration .......................................... 10
2.1. User Management .................................................................... 12 2.1.1. Create a New User ................................................................... 12 2.1.2. Edit User ................................................................................. 13 2.1.3. Delete User ............................................................................. 13 2.1.4. Change Password ..................................................................... 14
3. Getting to know iTime iTR ........................................ 15
3.1. iTime iTR Product Elements ....................................................... 15 3.2. Logging to the iTime iTR Client Interface ..................................... 15 3.3. The iTime iTR Interface ............................................................. 17 3.4. The iTime iTR Client Interface Modules ....................................... 18
4. Defining the Company Settings ................................. 21
4.1. Employees .............................................................................. 22 4.1.1. The Employees Page ................................................................ 22 4.1.2. Creating an Employee Record .................................................... 24 4.1.3. Editing an Employee Record ...................................................... 35 4.1.4. Removing an Employee Record .................................................. 37
4.2. Shifts ..................................................................................... 39 4.2.1. The Shifts Page ....................................................................... 44 4.2.2. Creating a Shift ....................................................................... 45 4.2.3. Creating a Shift Version ............................................................ 52 4.2.4. Editing a Shift.......................................................................... 55 4.2.5. Removing a Shift ..................................................................... 58 4.2.6. Removing a Shift Version .......................................................... 59
4.3. Shift Schedules ........................................................................ 60 4.3.1. The Shift Schedules Page .......................................................... 60 4.3.2. Creating a Shift Schedule .......................................................... 61 4.3.3. Creating a Shift Schedule Version .............................................. 65 4.3.4. Editing a Shift Schedule ............................................................ 67 4.3.5. Removing a Shift Schedule ........................................................ 68 4.3.6. Removing a Shift Schedule Version ............................................ 69
4.4. Departments ........................................................................... 71 4.4.1. The Departments Page ............................................................. 71 4.4.2. Creating a New Department ...................................................... 72 4.4.3. Editing a Department ............................................................... 73 4.4.4. Removing a Department ........................................................... 73
4.5. Absence Reasons ..................................................................... 74 4.5.1. The Absence Reasons Page ....................................................... 74 4.5.2. Creating a New Absence Reason ................................................ 75 4.5.3. Editing an Absence Reason........................................................ 77 4.5.4. Removing an Absence Reason ................................................... 78
4.6. Counters ................................................................................. 79 4.6.1. Daily System Counters ............................................................. 79 4.6.2. System Periodic Counters ......................................................... 82 4.6.3. Periodic Counters (defined by the user) ...................................... 82 4.6.4. Removing a Periodic Counter ..................................................... 89
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4.7. Terminal Display ...................................................................... 90 4.7.1. The Terminal Display Page ........................................................ 90 4.7.2. Defining Terminal Display ......................................................... 90 4.7.3. Changing Terminal Display ........................................................ 92
4.8. Export Definitions .................................................................... 93 4.8.1. The Export Definitions Page....................................................... 93 4.8.2. Creating an Export Definition ..................................................... 93 4.8.3. Editing an Export Definition ..................................................... 107 4.8.4. Removing an Export Definition................................................. 109
4.9. Holiday Calendar .................................................................... 110 4.10. Pay Groups .......................................................................... 111
4.10.1. The Pay Groups page ............................................................ 111 4.10.2. Creating a Pay Group ............................................................ 112 4.10.3. Editing a Pay Group .............................................................. 132 4.10.4. Removing a Pay Group ......................................................... 133
4.11. Anomalies ........................................................................... 134
5. Daily Operations ................................................... 136
5.1. The Time Card Module ............................................................ 136 5.1.1. Inserting a Clocking ............................................................... 140 5.1.2. Modifying a Clocking .............................................................. 142 5.1.3. Deleting a Clocking ................................................................ 143 5.1.4. Inserting an Absence .............................................................. 143 5.1.5. Modifying an Absence ............................................................. 145 5.1.6. Deleting an Absence ............................................................... 146
5.2. The Web Clocking Application .................................................. 147 5.2.1. Logging to the Web Clocking Application ................................... 147 5.2.2. Adding a Clocking Using Web Clocking Application ..................... 149 5.2.3. Viewing the Time Card on the Web Clocking Application .............. 150 5.2.4. Changing the Web Clocking Password ....................................... 151
5.3. The Reports Module ................................................................ 152 5.3.1. Creating Reports .................................................................... 153 5.3.2. About The Pay Period Report ................................................... 153 5.3.3. About The Absence Report ...................................................... 159 5.3.4. About The Anomaly Report ...................................................... 162 5.3.5. About The Billing Page ............................................................ 166 5.3.6. About The Export Page ........................................................... 167
6. The Tools Page ..................................................... 178
6.1. The Overview Page................................................................. 178 6.1.1. About Edit Mode .................................................................... 180 6.1.2. Changes in Single cell Mode .................................................... 182 6.1.3. Changes in Multi cell Mode ...................................................... 199
6.2. The Grouped Absences Page .................................................... 208 6.3. The Password Page ................................................................ 212 6.4. Periodic Counters ................................................................... 213 6.5. Counter management ............................................................. 214
6.5.1. Adding a value to a periodical counter ...................................... 214 6.5.2. Counter transfer .................................................................... 217
7. Index .................................................................. 223
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1. iTime iTR Product Overview
iTime iTR is a web-based application, providing an ideal entry point for Small and
Medium Businesses in regards of seamless deployment and integration of Amano’s
Time and Attendance solutions.
With iTime iTR you have a web based service that offers all functionality of the
classic time recorder, but without cards, ribbons or the hassle of manually inputting
data for each of your employees.
iTime iTR key features:
Manages up to 50 employees
Supports full employee definition
Buffers up to 2 months
Allows absence reason definition
Allows adding, editing and removing clockings
Supports Shifts and Shift Schedules definitions
Supports Zone based and Quantity based Overtime, Weekly and Monthly Flex,
Roundings and Revisions
Support for Core Time and Multiple Breaks (either paid or unpaid)
Support for Versioning
Support for Periodic Calculations
Workplaces Management
iTime iTR is a flexible means to start with the most common Time and Attendance
needs, being the best solution available for your business!
With iTime iTR you invest in the future!
1.1. System Requirements
iTime iTR only requires an Internet connected PC with a browser installed.
iTime iTR supports Internet Explorer 7 or 8 and Mozilla Firefox® 3.0 and 3.5.
For additional information, please read the stated system requirements for
the above browsers.
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2. iTime iTR Administration
After purchasing the iTime iTR solution, you will be provided with four resources:
A protected dedicated environment, called Domain, on one of our specialized
servers;
The iTime iTR Application http address and an administrator account
(domain, user name, and password);
The iTime iTR Administration Tool http address, from where additional
login users will be created and managed;
The electronic version of the iTime iTR User Guide.
All you need in order to successfully monitor the activity of your work force!
The first step you have to take in order to start using iTime iTR is to access the
iTime iTR Administration Tool http address, as explained below:
Click on your favorite Internet Browser application icon, such as:
Click this icon to open the Internet
Explorer® browser
Click this icon to open the Mozilla Firefox®
browser
When your favorite Internet browser is loaded, type in (or copy + paste) the
supplied iTime iTR Administration Tool http address in the address field and press
ENTER to load the page.
Internet Explorer® Mozilla Firefox®
After the page is loaded, your browser will display the iTime iTR Administration
Tool login page, waiting for you to fill in the blanks.
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Proceed as follows:
Click in the Domain field and type your provided domain name (from
your administrator account details).
Click in the Username field and type the provided login name (from
your administrator account details).
Click in the Password field and type the associated password of the
login name, as provided by your dealer (from your administrator
account details).
Check the Remember me box if you want your browser to remember
the typed in Domain and Username fields the next time you want to
login. The password will not be remembered.
Click Enter or press the ENTER button on your keyboard.
If your login details are correct, the login process will be successfully completed
and the iTime iTR Administration Tool will be displayed.
You can change your administrator password within the iTime iTR
Administration Tool at any moment by selecting the Change Password
option from the left side of the screen.
By default, if the iTime iTR user interface is not used for more than 2
hours, your session will expire and you will have to log in again. If your
session has expired, you can log in again by clicking on the Login link at
the top right of any page in the user interface.
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2.1. User Management
This module allows you to add, edit or delete users that can login into iTime
iTR Application, as well as change the password of your administration login
user.
Note that any login users created here can log in to iTime iTR
Application, but cannot log in to iTime iTR Administration Tool and
add new login users.
2.1.1. Create a New User
In order to create a new login user account, please follow the next
steps, as in the picture below:
Click on the Users tab. A new page is displayed. If no users
have been previously defined, the page contains the New User
button and “No user defined” message; otherwise a list with all
login users who have access to the domain and usage of iTime
iTR is displayed.
Click on the New User button located in the upper right corner
of the screen. A new window will be displayed, allowing you to
create a new login user.
Fill in the desired User Name.
This User Name will be used as the login name.
Select the Active checkbox if you want the login account to be
active. Otherwise, the user will not be able to log in with the
provided account. The credentials will be stored in both
situations;
Fill in the Full Name field the name of the person associated to
the account;
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Fill in the E-mail field the e-mail address of the user. The e-mail
field is not mandatory;
Add a description in the Description field. The description field
is not mandatory;
Fill the password in the Password field. The Password, along
with the User Name and Domain Name, will be used for the
user login into iTime iTR Application;
Retype the password in the Retype Password field to be sure
you have not mistyped the password;
Click Save to add the new login user into the system, or Cancel
to abort the task. Either way, the Edit Users window will be
displayed. If it is your first created user, the page will contain
only the newly added login user.
To fill in a field, click in the desired field and start typing. To move on to
another field, click in or press TAB on your keyboard. Pressing TAB will
take the fields in order. To save the information, click Save.
2.1.2. Edit User
Any of the defined login users can be edited selecting the Users tab
from the left side of the screen and clicking on the login user to be
edited.
After selecting the Users tab from the left side of the screen, the
application will display a list of all defined login users. If no user is defined,
this list will be empty.
Clicking on the user name will display the login user’s details that can
be edited, saved by clicking on the Save button, or discarded by
clicking on the Cancel button.
The explanation of each field is covered in the Create a New User
chapter.
2.1.3. Delete User
Any of the defined login users can be deleted from the system,
following the next steps:
Select the Users tab from the left side of the screen;
Select the checkbox(es) of those user accounts you want to
remove;
Click on the Remove button from the top right side of the
screen;
Confirm the deletion by selecting OK on the confirmation
window or Cancel to cancel the process.
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Be aware that both active and inactive user accounts can be deleted in the
same manner. No special warning will be displayed for active user
accounts.
2.1.4. Change Password
This option allows you to change the password of your administration
account, by following the next steps.
Select the Change Password tab from the left side of the
screen;
Type in the current password, in the Old Password field, for
validation;
Type in the new password in the New Password field;
Retype the new password in the Confirm New Password field
to validate your new password;
Click on the Save button to change your password, or Cancel to
discard the password change.
The password is case-sensitive and has a maximum length of 32
characters that can contain any combination of the following characters: a-
z, 0-9, (point), (dash) and (underscore). The password must contain at
least 4 characters.
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3. Getting to know iTime iTR
Before using iTime iTR application, some parameters, specific to your organization,
have to be set. Employee data, shifts, shift schedules and pay groups must be
entered into the system. Shift schedules and pay groups are assigned to employees.
In accordance with specific needs that you might have, departments and absence
reasons can also be defined.
3.1. iTime iTR Product Elements
iTime iTR consists of the following elements:
iT30-ASP terminal and telephone clocking using IVR - data collection
devices (not presented in this manual);
iTime iTR web application - the client interface (fully described in this
manual);
iTime iTR Administration Tool.
The following sections give a brief presentation of the iTime iTR interface and
the way to navigate through it.
3.2. Logging to the iTime iTR Client Interface
In order to start using the iTime iTR Client Interface you need to access the
web application http address, as explained below:
Click on your favorite Internet Browser application icon, such as:
Click this icon to open the Internet
Explorer® browser
Click this icon to open the Mozilla
Firefox® browser
When your favorite Internet browser is loaded type in (or copy + paste) the
supplied iTime iTR Client Interface http address in the address field and
press ENTER to load the page.
Internet Explorer® Mozilla Firefox®
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After the page is loaded, your browser will display the iTime iTR Client
Interface page, waiting for you to fill in the blanks.
Proceed as follows:
Click in the Domain field and type your provided domain name (from
your administrator account details);
Click in the Username field and type the provided login name (from
your administrator account details);
Click in the Password field and type the associated password of the
login name, as provided by your dealer;
Select the Remember me checkbox if you want your browser to
remember the typed in Domain and Username fields the next time
you want to login. The password will not be remembered;
Click Enter or press the ENTER button on your keyboard.
If your login details are correct, the login process will be successfully completed
and the iTime iTR Client Interface will be displayed.
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3.3. The iTime iTR Interface
After logging to the application, using the admin account or one of the user
accounts created in the iTime iTR Administration Tool, you can start
monitoring your workforce attendance.
This chapter contains a description of the functions available in iTime iTR web
interface.
iTime iTR user interface is a web page that is displayed by your browser
window.
Icons of the available modules are displayed across the screen:
TimeCard
Reports
Definitions
Tools
The column on the left of the screen displays the options available in the
current module. The selected module (the page displayed) is indicated by the
yellow highlight. The currently selected module and options available are also
displayed on the blue strip across the screen, along with Domain / User info
to the right side of the screen.
To select a module and display the options available for it, click the
corresponding icon: the icon will become yellow and the column to the left of
the screen will display the options available in the selected module.
Place the mouse cursor over a menu icon to display its name.
The domain name displayed on the top blue strip represents the iTime iTR
user domain.
The user name displayed on the top blue strip along with the domain name
represents the name of the user currently logged in.
To avoid confusion, screenshots in this manual will not contain the browser
window title bar, address bar, status bar, etc. Also, instructions on how to
use a certain option are displayed on the screen.
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3.4. The iTime iTR Client Interface Modules
iTime iTR user interface consists of four modules, each containing several
submodules:
The TimeCard module allows you to view and edit the timecards for each
employee defined in the system. A timecard contains all clockings made by an
employee. It also contains the absences entered by the user(s).
The Reports module allows you to generate reports containing different types
of data. The Reports module contains the following pages:
the Pay Period page
the Absence page
the Anomaly page
the Billing page
the Export page
the Planning Anomaly page
the Planning Analysis page
the Workplace Planning page
the Employee Planning page
the Workplaces page
the Worked Hours page
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This guide will contain full explanations about the Pay Period page,
Absence page, Anomaly page, Billing page and Export page.
For detailed explanations about workplaces management related reports,
please read iTime iTR - Workplaces Management user manual.
You cannot use workplaces if you do not have a subscription for this
option. Contact your supplier to request information or to activate the
option.
The Definitions module allows you to define shifts, shift schedules,
employees, departments, periodic counters, absence reasons, terminal
display, export definitions, a holiday calendar (reserved for Securex Payroll Export users),pay groups and workplaces.
The Definitions module contains the following pages:
the Employees page
the Shifts page
the Shift Schedules page
the Departments page
the Absence Reasons page
the Periodic Counters page
the Terminal Display page
the Export Definitions page
the Holiday Calendar page
the Pay Groups page
the Workplaces page
the Anomalies page
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This guide will contain full explanations about the Employee page, Shifts
page, Shift Schedules page, Departments page, Absence Reasons page,
Periodic Counters page, Terminal Display page, Export Definitions
page, Holiday Calendar page, Pay Groups page and Anomalies page.
For detailed explanations about the Workplaces page, please read iTime
iTR - Workplaces Management user manual. Contact your supplier to
request information or to activate the option.
The Tools module contains:
the Overview page;
the Grouped Absences page;
the Password page;
the Periodic Counters page;
the Counter Management page;
the Employee Planning page.
This guide will contain full explanations about the Overview page,
Grouped Absences page, Password page, Periodic Counters page,
and Counter Management page.
For detailed explanations about the Employee Planning page, please
read iTime iTR - Workplaces Management user manual. Contact your
supplier to request information or to activate the option.
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4. Defining the Company Settings
In order to define your company settings you have to create employee definitions,
shifts and shift schedules, departments, periodic counters, terminal display
definitions, export definitions, absence reasons and pay groups. After that, shift
schedules are assigned to employees. This can be done from the Definition module
of iTime iTR web interface.
The Definition module enables you to define employees, shifts, shifts schedules,
departments, absence reasons, periodic counters, counters that will be displayed on
the terminal, export definitions, holiday calendar, pay groups and anomalies. The
following chapters contain detailed descriptions of all options available in each page
of the Definition module, in the order they appear in the application.
For easy operation in defining company settings, follow the next steps:
1. Read about counters (see chapter 4.3 Counters) and define periodic
counters
2. Define the shifts (see chapter 4.2 Shifts)
3. Define the shift schedules (see chapter 4.3 Shift Schedules)
4. Define the absence reasons and link them to counters (see chapter 4.5
Absence reasons and 4.6.2.2.2. Linking a Periodic Counter to an Absence
Reason)
5. Define pay groups (see chapter 4.10 Pay Groups)
6. Define workplaces, if you use the workplaces management option (see
iTime iTR - Workplaces Management user manual)
7. Define departments (see chapter 4.4 Departments)
8. Define employees (see chapter 4.1 Employees)
9. Define export definitions (see chapter 4.6 Export Definition)
10. Define counters to be displayed on the terminal (see chapter 4.4 Terminal
Display)
11. Manage holiday calendar (see chapter 4.8 Holiday Calendar)
12. Manage anomalies (see chapter 4.11. Anomalies)
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4.1. Employees
This page allows the operator to define new employees or to edit/delete
existing ones.
4.1.1. The Employees Page
The Employees page contains a list of all employees defined and
allows the operator to define new employees or edit/delete the existing
ones. A maximum of 50 employees can be defined.
To display the Employees page make sure the Definitions module is
selected, then click on the Employees link in the side menu. The
Employees page will be displayed.
Initially, the list is empty. The following message will be displayed:
To add employees, click on the New employee link at the top right of
the page.
Employee’s records page (the picture above) contains:
Employee ID: a unique number automatically assigned by the
system to employees defined.
Last Name: the employee last name as entered in the
employee definition screen.
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First Name: the employee first name as entered in the
employee definition screen.
Department: the department the employee is associated with.
Payroll ID: represents a unique character string used for the
payroll system.
I/O Device: represents the input device assigned to the
employee for making clocking. It can be either one or more
iT30-ASP terminal(s) (graphically represented by the icon),
one or more IVR device(s) (graphically represented by the
icon), or the web clocking option ( ).
Pay Group: represents the pay group assigned to an employee;
it defines how employees’ time performances are accumulated
over a pay period.
Schedule: shows the Shift Schedule assigned. If a Shift
Schedule was assigned, its name will be displayed; otherwise
the cell will contain the message "No Current Schedule".
Export Definition: represents the employee export status. If
the status is Not Exported, there is no export definition
available containing the employee, so the employee data cannot
be exported; if the status is Exported, at least one export
definition contains the employee.
Workplace: represents the employee workplaces weekly
assignment (graphically represented by ).
For detailed explanations about workplaces management and reports,
please read iTime iTR - Workplaces Management user manual.
You cannot use workplaces if you do not have a subscription for this
option. Contact your supplier to request information or to activate the
option.
Employees can be sorted by ID, Last name, First name, Card ID,
Departments, Payroll ID simply clicking on the category — click once to
sort in ascending order, click twice to sort in descending order.
To select/ deselect all employees, click on the Select head column –
clicking once will select all clicking twice will deselect all records.
I/O Devices are defined by your local dealers. Please contact them if you
want to add more devices.
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4.1.2. Creating an Employee Record
To create a new employee record in the system make sure the
Employees page is displayed as in the following image:
Click on the New employee link at the top right of the page to display
the following screen:
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Enter the following employee data:
First Name: a maximum of 20 characters can be entered.
Last Name: a maximum of 44 characters can be entered.
Username: necessary for the web clocking application; it can
contain up to 32 characters. Each employee will have an account
in order to see own time and attendance. The code uniquely
identifies the user within the customer-account. The username
can be changed by administrator after the employee has been
created.
Password: necessary for the web clocking application; it can
contain up to 32 characters, but not less than 4. It is case-
sensitive and allows any combination of the following
characters: a-z, 0-9, .(point), - (dash) and _ (underscore). The
password can be changed by the employee in personal web
page.
Username and Password fields will be disabled if the dealer did not
activate the Web Clocking option. For more information about web
clocking functionality, please contact your dealer! You can subscribe to
this option at any time!
For more details about web clocking application, see the Web Clocking
chapter of this guide.
Payroll ID: a maximum of 16 ASCII characters can be entered.
Payroll ID is unique and it is used by the payroll companies that
utilize iTime iTR for data collection.
Department: click this field to display a list of available
departments and select one. This field is optional.
If you want to include department names in your employee definitions, it is
easier to define the department names before you define the employees.
For details on how to define departments see the Creating a New
Department section in the Departments chapter of this guide.
Card Id: enter a string (numerical or hex, depending if the
terminal assigned is numerical or hex) that will be associated
with the employee. Numerical cards are validated to contain
only digits. Hex cards are validate to contain digits and [A-F],
[a-f] letters. A maximum of 16 characters can be entered. This
ID can also be assigned from a terminal.
The field can remain empty if the employee does not use an
iT30 terminal. Card Id field is active only after an IT 30 Device
was priorly selected.
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For numerical card IDs, the leading zeros are not taken into account by the
terminal. E.g. 00123, 0123 and 123 are equal. The terminal will handle
all of them as 123. Only numbers are used for the Card ID and all leading
zeros are ignored when registering a numerical card.
A hex card ID can contain leading zeros and letter from A to F.
Pin Code: enter a unique number (maximum 32 characters)
that identifies the employee each time the IVR solution is used.
The field can remain empty if the employee does not use an
IVR. Pin Code field is active only after an IVR Device was
priorly selected.
Assign either iT30 terminals or IVR devices for the newly
entered employee.
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If you use option Workplace Management, the IT 30 or IVR devices
assignment for one employee must match if also defined in Definitions -
Workplaces; otherwise clockings will not be recorded on the right device
when using a certain workplace.
For detailed explanations about workplaces management and reports,
please read iTime iTR - Workplaces Management user manual. Contact
your supplier to request information or to activate the option.
Does not make clockings checkbox: check if the employee, by
the nature of his/her job, does not need to make clockings (for
example, employees that work out of the office most of the
time). If the option is checked, all the iT30 or X-phone devices
will be disabled and the employee will not be able to make
clockings.
A mouse over on the checkbox results in the following tool tip:
“If checked, a payroll export of this employee is based on
absences and Normal working time. The employee will not be
able to make clockings”. For the employees that do not make
clockings the daily counters will be calculated in accordance with
shift schedule assigned.
Although the employee does not make clockings, it is mandatory to have a
shift schedule assigned; otherwise the system will report anomalies.
Press the Save button to add the new employee or the Cancel button
to discard the new employee record.
If more information is required about the IVR Solution: X-Phone, contact
your local supplier of Amano products.
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If “No terminal defined” message is shown for one or both of the device
selection fields or the selection checkbox is grayed out, your local
distributor did not link a terminal to your company yet. Please contact
them to activate the devices.
IT30 terminals selection can be either numerical, or hex. Terminals of
different type are not compatible with one another. The error message “It
is not allowed to link an employee with IT30 terminals of different types:
numerical and hex” will occur when trying to select terminals of both kinds.
4.1.2.1. Employee Linkage
The Employee linkage refers to the process of assigning (linking) a pay
group and a shift schedule to an employee.
In order to assign pay groups and shift schedules to employees, you have
to define them first!
To assign a pay group or a shift schedule to the newly defined
employee, first you need to open the Employees page, as in the
following picture:
Click on the No current pay group link to assign a pay group. An
Employee Linkage page will be displayed, as in the following image:
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Click on the Add button at the right top of the page to assign a pay
group.
Please read the Pay Groups chapter and define pay groups before
assigning them to employees!
The following page will be displayed:
The Employee Pay Group Linkage page contains:
Pay group drop-down menu: a list with all pay groups defined
in the system;
Overtime system drop-down menu: the selection is available
only for pay groups that use the overtime calculations Quantity
Based OT, Quantity Based OT (B) and Open Schedule. The
options are:
o Recup: if selected, the overtime hours made in the
period selected will be added to Recup counter(s);
o Pay: if selected, the overtime hours made in the period
selected will be added to Pay counter(s);
o Recup&pay: if selected, the overtime hours made in the
period selected will be added to Recup&Pay counter(s);
Additional hours drop-down menu: the selection is available
only for pay groups that use overtime calculations Belgium type,
Quantity Based OT (B) and Open Schedule. It refers
exclusively to additional hours (the hours defined between norm
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and day limit) for both full timers and part-timers, and not to
overtime. The options are:
o Recup: if selected, the additional hours made in the
period selected will be added to Recup counter(s);
o Pay: if selected, the additional hours made in the period
selected will be added to Pay counter(s);
o Recup&pay: if selected, the additional hours made in
the period selected will be added to Recup&Pay
counter(s);
Authorize checkbox: the selection is available only for pay
groups that use the overtime calculations Quantity Based OT,
Quantity Based OT (B) and Open Schedule. If checked, the
overtime and/or additional hours made will need authorization
every time they occur. If not checked, overtime and/or
additional hours are authorized automatically.
Part Timer checkbox: the selection is available only for pay
groups that use the overtime calculations type Quantity Based
OT (B)/ Open Schedule. If checked, the employee will be
considered to work according to part time calculation rules. If
not checked, the employee will be considered to work according
to full time rules.
Contract target: the selection is available only for pay groups
that use the overtime calculations, type Open Schedule. It
defines the total number of hours that must be worked by an
employee with an open schedule assigned on weekly basis.
Start date and End date: defines the period you want the pay
group to be active as defined.
Update or Cancel: for finishing or discarding the changes
made.
Select one of the pay groups defined in the system.
If you chose a Flex pay group type, the overtime options, part time
and contract target will become unavailable:
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If you chose a Quantity Based OT pay group type, the options
additional hours, part timer and contract target will become
unavailable:
If you chose a Quantity Based OT (B) pay group type, the option
contract target will become unavailable:
Make the desired selections, as in the following example. Check
Authorize if you want the system to ask for authorization every time
overtime and additional hours occurs.
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Click the Start Date field to display a calendar and select a starting
date. The starting date is by default the current date. Click the End
Date field to select an ending date or leave it blank to activate the shift
schedule indefinitely or until a new pay group version starts. Click
Update to finish the assignment or Cancel to discard changes.
Start Date should be prior to End Date! Otherwise an error message will
appear: “Start Date should be less than End Date!”
It is not possible to assign pay groups on different periods that overlap. An
error message will be displayed if this happens: “The period defined by
Start and End overlap an existing period!”
If a paygroup is active for a certain employee, and paygroup settings have
to change, it is always advised to work with a new version. Do not change
the settings in the existing paygroup information unless you want this to
have an impact on all past calculations too! To make changes active at a
certain date, assign this date as end date of the existing paygroup setting
and assign a new definition that starts on this date.
Click Save to save the changes made, and then close the window.
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To assign a shift schedule to an employee, click the No current
schedule link in the Schedule. A pop-up window will be displayed
allowing you to assign the schedule, as in the following picture:
Click the Add link in the upper right corner of the dialog window. The
view is updated as in the following image:
Select one of the shift schedules defined in the system from the Shift
Schedule drop-down list displayed. Click the Start Date field to
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display a calendar and select a starting date. Click the End Date field
to select an ending date or leave it blank to activate the shift schedule
indefinitely or until a new shift schedule version starts. If the assigned
shift schedule End Date is empty, selecting a starting date from the
Start Day drop-down is mandatory; otherwise the message “The Start
Day is not defined!” will be displayed.
For more information regarding shift schedules, please read the Shift
Schedules chapter.
Click the Update button to finish the schedule assignment operation
and display the following screen:
In this example, the selected Daily Schedule program will be assigned
to the employee Burk Tim starting from June 29, 2009 indefinitely,
beginning with Day 1 (Monday) of the program.
Start Date should be prior to End Date!
To assign another schedule repeat the procedure presented above. To
remove a shift schedule, put a checkmark in the corresponding Select
checkbox, and then click the Remove link in the upper right corner of
the screen.
To link the schedule assignment to the employee definition click the
Save button. The data is entered in the system and the main
Employees page is displayed.
The Start Day is mandatory if the active shift schedule version on the
defined start date does not have a defined reference date.
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4.1.3. Editing an Employee Record
Editing an employee record generally refers to changing the employee
data, shift schedule and pay group assignment.
To edit an employee record make sure the main Employees page is
displayed as in the following image:
To edit data other than the schedule or pay group information, click
anywhere but within the Pay Group or Schedule column on the line
associated to the employee. The Edit mode is activated as in the
following image:
Make the desired changes, then click the Save button on the right side
of the screen.
All employee data can be changed, including terminal assignation. If Does
not make clockings is checked, the terminal assignation becomes
unavailable.
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To assign a different pay group click the appropriate Pay Group link.
The Employee linkage page will be displayed. Click on the pay group
name to enter in edit mode:
Make the desired changes and click Update to apply them or Cancel to
discard. Click the Save button to save the changes made, if any.
To assign a different shift schedule, click the Schedule link in the
Schedule column. The schedule linkage page will be displayed. Click
on the schedule assignment you want to modify in order to enter the
edit mode, as displayed in the image below:
Make the desired changes then click the Update button to apply them.
Click the Cancel button to discard the changes. Click the Save button
to save the changes made.
Assigned Shift Schedule(s) can be removed by checking the Select box and
clicking the Remove link.
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4.1.4. Removing an Employee Record
To remove an employee from the system, make sure the main
Employees page is displayed.
To remove one or more employees from the list, put a mark in the
associated checkbox(es) from the Select column, and then click the
Remove link in the upper right corner of the screen.
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Confirm the deletion in the confirmation window:
If the OK button is selected, the employee will be removed from the
employees list. If the Cancel button is selected, the operation will be
discarded.
After an employee has been removed, terminal clockings for that employee
are no longer possible.
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4.2. Shifts
A shift or a shift definition contains a calculation pattern used to determine the
activity for a single day (that is, a calendar date receiving the results). A shift
however can span its calculation over 3 calendar days (previous day, current
day and the following day). All zones in a shift can thus span over this period.
iTime iTR allows a shift to be defined in the interval 00h:00m +23h:59m
for each day, in order to accommodate shifts that begin on the previous day or
end the following day.
1. Regardless of the days one shift might span over, clockings made in
this shift will always be attributed to the reference day shift.
Example:
Shift Clocking Scope: 18:00 – 03:00 (18.00 current or reference day –
03:00 the following day), as in the following picture:
All clockings made in the 18:00 – 03:00 interval will be attributed to the
reference day, regardless of the fact that they are actually made in the
following calendar day.
If a shift has the clocking scope larger than 24 hours (as in the next
examples) and the same shift is used for consecutive days, clockings made
in the overlapping time period will be displayed in both days.
Example 1:
Shift Clocking Scope: 12:00 – 14:00 (12.00 Current or Reference day –
14:00 the Next day), as in the following picture:
All clockings made in the Next day in the 12:00-14:00 time interval,
(represented by the double arrow) will be graphically displayed on both
days (Current day and Next day), having the icon that stands for
clocking in overlapping shifts.
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Example 2:
Shift Clocking Scope: 12:00 – 14:00 (12.00 Previous day – 14:00 the
Current day), as in the following picture:
All clockings made in the Current day in the 12:00-14:00 time interval,
(represented by the double arrow) will be graphically displayed on both
days (Previous day and Current day), having the icon that stands for
clocking in overlapping shifts.
A shift consists of:
1. Shift name: shift name is unique and mandatory inside the domain; it
can contain up to 64 characters.
2. Shift code: shift code is used for shift identification purposes. The shift code is not subject to versioning.
3. Clocking scope: this interval determines the clockings that are used
for daily calculations. The scope can be considered as the clocking-
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filter zone for the shift. The scope contains a starting time and an
ending time. Clocking scope is specified by default (default clocking
scope starts at 00:00 and ends at 23:59, current day). Clocking
scope must be defined before using clockings. The maximum scope
range is 72 hours (previous day, current day and next day), from
00h:00m until 23h:59m for each day. To assign a clocking scope start
or end, click the assigning button( ), as follows:
The default status of the assigning button is the current day (in the middle). The assigning button will look like this:
Click on the left side of the assigning button to program the
Clocking Scope Start or End on the previous day. The assigning button will look like this:
Click on the right side of the assigning button to program the
Clocking Scope Start or End on the next day. The assigning button will look like this:
The system was designed in order that various shifts could be
accommodated with this method.
The most common setting for a scope is 00:00 to 23:59 covering the
general use of a shift: all clockings from 00:00 to 23:59 (included) are
used for the calculation of a single calendar day. If one shift expands on
two calendar days, the scope will be set accordingly. For example, if a
night shift starts at 22:00 current day and ends at 06:00 the next day,
the scope can be set as follows:
Clockings made outside the clocking scope interval will be ignored in the
calculation of the current shift.
4. Norm Time: represents the number of hours each employee has to
work on the defined shift. It is graphically represented inside the
defined Normal Working Time zone. Its maximum value is 71h:59m.
5. Is used with open schedule pay group checkbox: if checked, the
shift will be used with an open pay group, thus the Norm Time must
be 00:00.
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For further details please read about the Open Schedule pay group.
If you want to create a shift to be used with open schedule pay groups,
make sure to activate this checkbox prior to saving the definition. Once a
definition was saved, it will not be possible anymore to change the type.
If you forget to activate this checkbox and have saved the definition, the
only way available would be to delete the definition and make a new one,
this time with the checkbox activated.
6. Normal Working Time zone (NWT); represents a period of time
defined by a starting time and an ending time. The Normal Working
Time zone defines the working interval of a shift. Clockings are taken
into consideration by the system only within the Normal Working
Time zone. It can be simply defined, if the company has a fixed
schedule (for example from 09:00 am to 05:00 pm, break included) or
complex defined, if the company has a flexible schedule (including core
zones, flexible zones or breaks) or a complex activity (different day
and night activities, part-time and full-time employees etc.). The
boundaries of the zone need to be within 00:00 the previous day to
23:59 the next day range. The Normal Working Time zone can
overlap with a core zone, a break zone, a rounding zone and a revision zone, but not with an overtime zone.
Start Time and End Time of a NWT zone must be set between Clocking
Scope starting and ending.
7. Four core zones: represents the time interval in which the
employee’s presence at work is mandatory. Each one is defined by a
starting time and an ending time. There can be defined less than 4
core zones, but not more (4 is the maximum).
Clocking in core time is considered anomaly!
The start and the end of the core zone must be defined inside the
normal working time zone. A core zone cannot overlap with a break
zone or an overtime zone, but it can overlap with a normal working
time zone, a rounding zone and a revision zone.
8. Three break zones: represents the time interval in which employees
can take their break. It is defined by a starting time, an ending time,
type (open or closed), payment (paid or unpaid) and the standard
amount of time considered break (as defined by the company; it can
be half an hour, one hour etc.), in case the break interval is larger (an open break zone).
The “Open” break zone is a period of time in NWT that defines the interval
when the employees can take their break. It is called “open” because the
break zone is usually larger than the break itself. The break time must be
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defined in the system within the open break zone. It allows the employees to
take their break between the start and the end of the break zone, but should
not take more than the amount of time defined, unless unpaid.
The “Closed” break zone will set up the break automatically during the
interval defined, whether the employee takes the break or not.
Choosing the “Paid” break option, the break time period will be considered
worked period and will not be subtracted from the balance. The break will be subtracted from the balance, if choosing the “Unpaid” break option,
In case of an “Open” break zone, the paid break will only be counted for
the maximum break time defined by the company, and not for all the
break zone period.
The start and the end time of the break zone must be defined inside the
normal working time zone. The boundaries of the break zone need to be
within the 00:00 the previous day to 23:59 the next day range. However,
they are also bounded by the limits of the NWT zone.
A break zone cannot overlap with a core zone or an overtime zone, but it can
overlap with a normal working time zone, a rounding zone and a revision
zone.
9. Three overtime zones: represents the periods in which employees
can work extra time. They are defined by a start time and an end
time. The boundaries of the overtime zone need to be within the 00:00
the previous day to 23:59 the next day range. An overtime zone
cannot overlap with a core zone, a break zone or a normal working time zone, but it can overlap with a rounding zone and a revision zone.
10. Two rounding zones: represents the periods in which time roundings
can be made (e.g.: 09:01 or 09:02 can be rounded to 09:05 or
09:10). They are defined by a start time, an end time, a unit and a
point. The boundaries of the rounding zone need to be within 00:00
the previous day to 23:59 the next day range. A rounding zone cannot
overlap with a revision zone, but it can overlap with a core zone, a
break zone, an overtime zone and the normal working time zone.
11. Two revision zones: represents the periods in which clockings will
not be taken into consideration at their actual time, but at a limit
upwards or downwards defined (e.g.: clockings between 08:00 and
08:30 can be calculated as they were made at 08:00 or 08:30). The
revision zones are defined by a start time, an end time and a direction
(upwards or downwards). The boundaries of the zone need to be
within 00:00 the previous day to 23:59 the next day range. A revision
zone cannot overlap with a rounding zone but it can overlap with a
core zone, a break zone, an overtime zone and the normal working time zone.
The usage of these zones is described in the Creating a Shift chapter.
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4.2.1. The Shifts Page
The Shifts page allows you to define the working shifts according to
the needs of your company.
Click the Shifts option to the left of the main Definitions page to
display the following screen:
The window displays the list of shifts. Initially, the list of shifts is
empty. A maximum of 35 shifts can be defined in the system. The
following data is available:
Shift Name: represents the name of the shift. A maximum of
64 characters can be used for the shift name. The shift name is
mandatory and must be unique inside the domain.
Shift Code: represents a character string assigned to each shift
for better identifying the shifts in reports.
Version: represents a variant of the shift. Each shift can have
multiple versions. Shift versions are initially created as copies of
the initial shifts and can be modified to act as entirely different
shifts (the shift zones can be modified) and to be active in
different time intervals. When viewing the Shifts page, the
version column will display the time interval of the shift version
made active.
For more information regarding the shift versions, please read the
Creating a Shift Version chapter.
Active shift – A shift is active on a certain date only if it has a version
which is active on that date.
Inactive shift - A shift is inactive on a certain date if it does not have any
version active on that date.
The shifts are date related, whether they are active or not.
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NWT Zone: represents the normal working time zone of the
shift. The Normal Working Time defines the time interval where
clockings are taken into consideration when calculating the work
time effectuated. Clockings are taken into consideration only
within the normal working time zone and inside the overtime
zones.
NWT: represents the target or the minimum number of hours
that the employees have to work a day.
Clocking Scope: represents the period used to determine the
clockings that are used for daily calculations.. The scope can be
considered as the clocking-filter zone for the shift.
Select: the option is represented by checkboxes that allows you
to delete the selected shifts.
Right above the list an overview of the shift records is available: the total
number of shifts that can be defined in the system, the number of shifts
already defined, the free records remained. A short definition of the shift is
displayed at the end of the list.
4.2.2. Creating a Shift
To define a shift, make sure that the Shifts page (from the
Definitions module) is displayed as in the following image.
The shift page is initially not populated with any records. The maximum
amount of shifts that can be accommodated by the iTime iTR is 35. A
status of the total/used/free records is displayed above the list of shifts.
Click on the New Shift link at the top right corner of the page to
display the following screen:
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To create a shift, take the following steps:
Name: enter a name for the shift. A maximum of 64 characters
can be used.
Code: enter a three character string for a better identification of
the shifts in reports (only a-z, A-Z, 0-9 characters are allowed).
The shift code is used in export reports.
Clocking Scope Start/End: use the arrow buttons ( ) to
increase/ decrease the existing values or simply enter the
desired values.
Norm Time: use the arrow buttons ( ) to increase/ decrease
the existing values or simply enter the desired value.
Is used with open schedule pay group checkbox: if checked,
the shift will be used with an Open Schedule pay group. Shifts
that are created to be used in an open schedule will have the
Norm Time = 00:00. It is compulsory to define a NWT zone,
otherwise the clockings will not be taken into consideration at
all.
Once checked, the option Is used with open schedule pay group
checkbox cannot be changed anymore!
To assign a clocking scope start or end, click the assigning button( ),
as follows:
The default status of the assigning button is the current day (in the
middle). The assigning button will look like this:
Click on the left side of the assigning button to program the Clocking
Scope Start or End on the previous day. The assigning button will look like
this:
Click on the right side of the assigning button to program the Clocking
Scope Start or End on the next day. The assigning button will look like this:
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After you have entered the desired values as indicated above your
screen will look approximately like this:
A shift is graphically represented on three horizontal bars that can
include:
One normal working time zone (light blue);
Core zones (red; maximum 4), Break zones (yellow; maximum
3), Overtime zones (brown; maximum 3);
Rounding zones (lime green; maximum 2), Revision zones
(green; maximum 2).
Click when the mouse pointer is over the uppermost of the three
horizontal bars of the Current day. Additional controls appear in the
lower part of the screen so you can define the normal working time.
To set the start and the end of Normal Working Time use the Start
Time and End Time fields. Click the pair of digits that you want to edit
(values in edit mode are displayed against a blue background), then
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enter the desired value. Alternatively use the spin buttons to modify
the existing values. Available values range from 00:00 the previous day
to 23:59 the next day.
After you set the start and the end of normal working time, click the
Add button to add the normal working time to the current shift.
The defined normal working time is marked in light blue as in the
following image:
Placing the cursor over the NWT interval will display a tooltip, showing the
exact interval of the NWT.
Place the mouse pointer over the second of the three horizontal bars of
the Current Day and click. Additional controls appear in the lower part
of the screen so you can define the core, break and overtime zones.
Open the Zone Type drop-down list and select the type of time zone
you want to set: Core zone (default), Break zone or Overtime zone.
Core time zone is the time zone when employees are expected to be
present at work. If a clocking is registered within the defined core time
an anomaly is displayed and it will be included in the anomaly report.
The core time is marked in red in the shift definition screen.
Break zone is the time zone when employee(s) can take the break.
The break time zone is marked in yellow in the shift definition screen.
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If the Zone Type is set to Break zone the following extra options are
available:
Open the Type drop-down list and select Open or Closed. Next, open
the Pay drop-down list and select Unpaid or Paid. If the Type is set
to Open, use the Amount control to set the amount of the break paid,
from 00:00 to 23:59 — this must not be higher than the break zone
duration.
Use the assigning button ( ) if the break is overlapping on two
days.
For more information regarding the day assignment rules, please read the Day Assignment paragraph.
An open break zone is defined as a maximum amount of break time that
can be taken, while allowing flexibility for the employees to take the break time when they desire inside the break zone.
A closed break zone implies that the entire period of the break is
considered spent in the break interval, regardless if the employee took a smaller break or worked in this interval.
Overtime zone represents the time zone in which employees can work
extra hours. Overtime can be defined only before or after NWT. The
overtime zone is marked in brown color in the shift definition screen.
Maximum 3 overtime zones can be set for each shift.
Use the Start Time and End Time fields to define the core, break and
overtime zones. Here is an example of how the defined zones might
look:
Place the mouse pointer over the lowest of the three horizontal bars of
the Current Day and click. Additional controls appear in the lower part
of the screen so you can define the rounding and revision zones:
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Open the Zone Type drop-down list and select the type of time zone
you want to set: Rounding zone (default) or Revision zone.
Use the assigning button ( ) if the Rounding or Revision Zone is
overlapping on two days.
For more information regarding the assignment rules, please read the Day
Assignment paragraph.
A clocking made inside a rounding zone is rounded either downwards or
upwards to the rounding unit (up to 60 minutes) depending on its position
related to the rounding point (up to 60 minutes). If the clocking falls on
the rounding point, the clocking is rounded upwards to the rounding unit.
A rounding zone is defined by a rounding unit and a rounding point,
as follows:
Unit: Enter a value (between 1 and 60 and a divisor of 60) for each
time zone, which determines the time segment iTime iTR will use
to make calculations, i.e. if we set a 15 minutes unit, the clockings
will be rounded up or down to 15 minutes.
Point: Enter a value (between 1 and the value of the Unit) for each
time zone, which determines after how many minutes the clocking
will be rounded up or down to the set unit. The point is always
included in the upward rounding.
Example:
Unit = 15 min. and point = 2 minutes a clocking at 8:01 will be rounded
back to 8:00 and a clocking at 8:02 will be rounded forward to 8:15.
A clocking made inside a revision zone is revised either to the start or to
the end of the revision zone depending on revision direction. Revision
direction can be either upwards or downwards.
Here is an example of how a Rounding Zone might look and work:
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Clockings made in the Rounding zone will be rounded as follows:
Real clocking Rounded Clocking
09:00:– 09:04 09:00
09:05 – 09:09 09:10
09:10 – 09:14 09:10
09:15 – 09:19 09:20
09:20 – 09:24 09:20
09:25 – 09:29 09:30
Here is an example of how a Revision Zone might look and work:
All clockings made in the revision zone (17:30 – 18.00), will be used in
calculations as if were made at 18.00. If the direction had been
downwards, all clockings made in the revision zone would have been
modified as if they were made at 17:30.
Clockings that were made in a rounding or revision zone will not actually
be modified. Rounded or revised values will be used in calculations
(Reports, Time Card, etc.) instead of the actual values.
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4.2.3. Creating a Shift Version
A shift version represents a modifiable copy of the original shift or the
initial version of the shift, which can be set to be active in a specific
time interval and can be given a different set of rules regarding the
shift zones.
Each shift can have multiple versions, additional to the initial version.
When viewing the Shifts page, the version column will display the time
interval of the Shift Version made active.
To add a new version to a Shift, first display the Shifts page from the
Definitions module as in the following image:
Clicking on the version field of the desired shift will result in displaying
the list of shift versions, as in the following screen.
In the Shifts page, if any column is clicked, except the version column,
the Edit Shift page is opened with current active version selected. If there
is no active version, the initial version is displayed. If the version column is
clicked, the Shift Version List page is displayed.
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Clicking on the desired shift (except the Version column) will result in
displaying the shift details (will open the Edit Shift page), as in the
following screen:
Click on the New Version button. A new window will appear, as in the
following image:
Notice that the new version about to be created is initially a copy of the
currently active version (the version of which interval is displayed).
Configure the new shift version, as follows:
Start Date: Select the date from which this new shift version will be
active, by clicking on the appropriate ( ) icon.
Suppression
Date:
Select the date from which the new shift version is no longer
active, by clicking on the appropriate ( ) icon. If no
suppression is selected, the new shift version will be active
indefinitely or until a new shift version starts (until the
starting date of the new active shift version),
Note: If a certain shift is used and the current date is more
recent than the suppression date, it is possible that no shift is
assigned to the employee anymore. The previous version of
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the shift will not be re-activated, even if for that shift version
no suppression date was originally filled in.
Comment: You can fill in some details regarding this version of the shift,
for better identifying the shift version in the Shift Version list.
Ok/Cancel: Click the OK button to save this new version or click the
Cancel button to discard it.
Depending on the number of defined shift versions and the actual date, the
Version column from the Shifts page will display the time period of the
active version (or an icon, if there is no active version) and an icon for
specifying the number of versions, as follows:
( ) The icon shows that, besides the initial shift version, there are
available more than one additional shift versions (two or more shift
versions are available).
( ) The icon shows that, besides the initial shift version, there is only one
additional shift version available for the shift.
( ) The icon shows that no version is active on the current date.
Otherwise, the time period of the active version is displayed.
Examples:
There are cases when shift versions will overlap each other. In this case,
the active version will be determined based on the start date of each one:
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4.2.4. Editing a Shift
Editing a shift means editing either its initial version or one of its
additional versions and implies modifying the time zones, the active
time interval, the name of the shift version or deleting one or more
defined versions of the shift. The initial version of the shift cannot be
deleted unless the shift is deleted.
To edit a shift, first display the Shifts page from the Definitions
module as in the following image, then follow the next steps:
Click on the name of the shift you want to edit then click to
display the following screen:
Select the shift version for which you want to apply changes.
Make the desired changes.
To change the shift version data, make sure you have selected
the right version from the Version drop-down menu, then click
on the Edit version data button ( ) to display the shift
version edit window and operate the desired changes:
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To change a time zone, click on the desired time zone and
additional editable fields will become available.
Excepting the shift name and the related code, all changes made in the
shift are applied only to the selected version and not to all shift details.
Please pay attention to shift versions when trying to change a shift. If the
shift has no versions attached, the changes will be applied to the initial
version.
Make the desired changes, then use one of the buttons at the
bottom of the screen:
o Update: click this button to apply the changes you have
operated on the time zone. To apply the change to the
entire shift definition make sure to use the Save button
in the upper right corner of the screen.
o Remove: click this button to remove the entire time
zone.
o Cancel: click this button to discard the operation.
Save: click this button to save the changes made.
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Apply: select this option from the Save drop-down menu in
order to apply the changes made on the latest version of the
shift.
Save As: from the Save drop-down menu, select this option to
save the shift and all its available versions under a different
name, therefore cloning the shift with a different name. A pop-
up window will prompt you to enter the name you want for the
new shift, as in the following picture:
4.2.4.1. Link Counters to a Shift
When editing a shift, custom defined periodic counters can be linked to
daily counters, for that specific shift.
Click the Link counters button in order to start the counters
assignment. In the newly displayed window, select the daily counter
you want to link periodic counters to and click its Link counters link. A
linkage popup window will be displayed, from where you can select one
or more periodic counters to be linked with the selected daily counter.
For completing the assignment, click Save in each pop-up window.
For more information regarding daily or periodic counters assignment,
please read the Counters chapter.
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4.2.5. Removing a Shift
To remove a shift, make sure the Shifts page of the Definitions
module is displayed as in the following image:
Select the checkbox of the shift you want to remove, and click on the
Remove button in the upper right corner of the screen.
If the shift you want to remove is part of a shift schedule it will not be
removed and the following warning will be displayed:
Click Ok to return to the Shifts main page. You can remove the shift
from the shift schedule and then return to this page and delete it.
If the shift you want to remove is not part of a shift schedule a
confirmation dialog is displayed:
Click OK to delete the selected shift(s). Click Cancel to discard the
operation.
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4.2.6. Removing a Shift Version
To remove a shift version, make sure the Shifts page of the
Definitions module is displayed as in the following image:
1. Click on the Version field of the Shift you want to delete shift
versions for, as in the following picture:
2. Click on the deletion button ( ) for all versions you want to
delete.
3. Click OK in the deletion confirmation window.
Notice that shift versions can only be deleted one at a time. Repeat from
step 1 after each shift version deletion.
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4.3. Shift Schedules
A shift schedule combines shifts for a number of repetitive days. Each day in
the shift schedule refers to a shift definition. The number of days in a shift
schedule can vary from 1 to 35. An optional (starting) reference date is
available. This reference date allows the system to determine which calendar
date corresponds to which day in the shift schedule. The use of the reference
date is linked to the way a shift schedule is assigned to an employee.
For details on the reference date see the Employee Linkage chapter in
this guide.
For each day in the shift schedule, the clocking-scope zone (start and end) can
be overwritten individually. This enables the shift schedule to set the scopes of
all days consecutively, removing any gaps or overlaps between days. Note that
gaps or overlaps between days are allowed for calculation, but may result in
strange output (because clockings may be used more then once or not at all).
4.3.1. The Shift Schedules Page
The Shift Schedules page allows you to define the shifts schedules
according to the needs of your company and also create shift schedule
versions.
Click the Shift Schedules option to the left of the main Definitions
page to display the following screen:
The list of shift schedules is displayed. The following data is available:
Shift Schedule Name: this is the name of the shift schedule as
defined by the system administrator.
Version: a shift schedule version represents a modifiable copy
of the original shift schedule or the initial version of the shift
schedule, which can be set to be active in a specific time interval
and can be given a different set of rules regarding the shift
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schedule number of days. Each shift schedule can have multiple
versions. When viewing the Shifts Schedule page, the version
column will display the time interval of the active Shift Schedule
version.
For more information regarding Shift Schedule versions, please read the
Creating a Shift Schedule Version chapter.
Active shift – A shift is active on a certain date only if it has a version
which is active on that date.
Inactive shift - A shift is inactive on a certain date if it does not have any
version active on that date.
The shifts are date related, whether they are active or not.
Select: selection boxes that allows you to select/deselect shifts
schedules.
Right above the list an overview of the shift schedules records is available:
total number of shift schedules that can be defined in the system, number
of shift schedules already defined, remaining free records. A short
definition of the shift schedule is displayed at the end of the list.
4.3.2. Creating a Shift Schedule
Note that in order to define shift schedules you first need to define shifts.
See the Creating a Shift chapter for details.
The maximum amount of shift schedules that can be accommodated by
iTime iTR is 40. A status of the total/used/free records is displayed above
the list of Shifts.
To define a shift schedule, make sure the Shifts Schedules page is
displayed as in the following image.
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Click on the New shift schedule link at the top right of the page to
display the following screen:
Name: enter a name for the shift schedule.
Reference Date: it allows the system to determine which
calendar date corresponds to the first day in the shift schedule.
The use of the reference date is linked to the way a shift
schedule is assigned to an employee.
Number of days: represents the number of days that compose
the shift schedule. Each day of the shift schedule can contain
different shifts. Days can be added or removed from the shift
schedule, by changing the number of day value.
Is used with open schedule pay group checkbox: if checked,
the shift schedule will be used with an Open Schedule pay
group. Shifts that are created to be used in an open schedule
will have the Norm Time = 00:00.
Once checked, the option Is used with open schedule pay group
checkbox cannot be changed anymore!
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After entering a number of days, you must either click elsewhere or press
the TAB key (to defocus the field) in order for the Apply / Cancel buttons
to appear. Click the Apply button to apply the change (the table of shifts
will be updated immediately) or Cancel to abandon.
Click the drop-down list of the Assigned Shift field to display a list of
all the shifts defined and select one for the day 1 of the shift schedule.
Repeat for all the schedule days.
The following data is available for each day of the shift schedule:
NWT Zone: this field displays the normal working time zone
corresponding to the active version of the selected shift.
NWT: this is the normal working time interval or target, as
defined for the active version of the selected shift.
Remark: In the shift definition itself this is referred to as "Norm
Time".
Clocking Scope: this is the clocking scope defined for the
active version of the selected shift.
Overlap Info: this field indicates there is a gap or an overlap
between two consecutive shifts or if two shifts cover the same
time interval. Place the mouse cursor over the icon to display
the gap/overlapping info as in the following image:
Overwritten Scope: allows you to overwrite the clocking scope
for the selected shift. If the clocking scope is the original one,
the Set button is available. When you click the Set button, the
start and the end of the new scope can be edited (default values
are clockings scope values of the shift). To return to the original
scope of the shift press the Reset button.
Click on the Set button and then use the spinner buttons ( ) to
change the start time / end time of the new clocking scope. Use
the day assigning button ( ) to assign the start time / end
time of the new clocking scope for the desired day (Previous
day, Current Day, Next Day). You can use these fields to correct
the gap or overlap of two consecutive shifts.
For more information regarding the assignment rules, please read the Day
Assignment paragraph.
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Click on the deletion button ( ) to remove the particular shift from the
Shift Schedule. A confirmation screen is displayed. Click OK to proceed
and remove the selected day from the shift schedule. Click Cancel to
discard the operation.
Note that the entered values in the Overwritten Scope will overwrite the
shift clocking scope values for the current shift schedule.
After you have selected the desired shifts the Edit Shift Schedule
page will look similar to the following image:
To save the shift schedule click the Save button in the upper right
corner of the screen.
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4.3.3. Creating a Shift Schedule Version
A shift schedule version allows you to specify multiple time intervals for
which the shift schedule will be active.
To add a new shift schedule version, first display the Shifts Schedules
page from the Definitions module as in the following image:
Click on the desired shift schedule displayed in the list, for which you
want to add a new version. The following screen will be displayed:
In the Shifts Schedule page, if any column is clicked, except the version
column, the Edit Shift Schedule page will be opened with the current
active version selected. If there is no active version, the initial version will
be displayed. If the version column is clicked, the Shift Version List page
will be displayed.
When a shift schedule is modified, the interface will not allow for a new
version to be created (the New Version button will be disabled), unless
the shift schedule is saved first.
Click on the New Version button, located in the right upper corner of
the screen. The following screen will be displayed:
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Notice that the new version about to be created is initially a copy of the
currently active version (a new period version).
Configure the new shift schedule version, as follows:
Start Date:
Select the date you wish this new shift schedule
version to be active, by clicking on the appropriate
( ) icon.
Suppression
Date:
Select the date you wish this new shift schedule
version to be deactivated, by clicking on the
appropriate ( ) icon. If no suppression is selected,
the new shift schedule version will be active
indefinitely or until a new shift schedule version
starts (until the start day of the new active shift
schedule version).
Comment: You can fill in some details regarding this version of
the shift schedule.
Ok / Cancel: Click the OK button to save this new version or click
the Cancel button to discard it.
Depending on the number of defined shift schedule versions and the
actual date, the Version column from the Shifts Schedule page will
display the time period of the active version (or an icon, if there is no
active version) and an icon suggesting the number of versions, as
follows:
( ) The icon shows that, besides the initial shift schedule version,
there are more than one additional shift schedules versions available
(two or more shift versions are available).
( ) The icon shows that, besides the initial shift schedule version,
there is only one more additional version available.
( ) The icon shows that on the current date, no version is active.
Otherwise, the time period of the active version is displayed.
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Examples:
The initial shift schedule version cannot be deleted and also the deletion
icon will not be displayed.
Active shift – A shift is active on a certain date only if it has a version
active on that date.
Inactive shift - A shift is inactive on a certain date if it does not have any
versions active on that date.
The shifts are date related, whether they are active or not.
4.3.4. Editing a Shift Schedule
To edit a shift schedule make sure the Shift Schedules page is
displayed as in the following image:
Click the shift schedule (anywhere but the version column) you want to
edit. The following window will be displayed:
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Make the desired changes to the selected shift schedule (make sure
you have selected the right version for the changes to be applied), then
click the Save/Save As button.
4.3.5. Removing a Shift Schedule
To remove a shift schedule make sure the Shift Schedules page is
displayed as in the following image:
Put a mark in the checkbox of the shift schedule you want to delete,
and then click the Remove button from the upper right corner of the
screen.
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If one of the shift schedules about to be removed is used for one or more
employees, the system will display a message and prompt for a deletion
confirmation. If the shift schedule is used, removing it will cause the
deletion of all assignments of the deleted shift schedule as well. The “No
shift schedule assignment” comment will be displayed for all employees
who use this shift schedule.
4.3.6. Removing a Shift Schedule Version
To remove a shift schedule version make sure the Shift Schedules
page is displayed as in the following image:
1. Click on the Version column of the Shift Schedule you want to
delete versions for, as in the following picture:
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2. Click on the deletion button ( ) for all versions you want to
delete.
3. Click OK in the deletion confirmation window.
Notice that shift schedule versions can only be deleted one at a time.
Repeat from step 1 after each shift version deletion. Remember that the
initial version cannot be deleted.
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4.4. Departments
This chapter helps the user(s) to define the organization of the company
departments or to edit the existing ones.
4.4.1. The Departments Page
To display the Departments page make sure the Definitions module
is selected, then click on the Departments link in the side menu. The
Departments page will be displayed as in the following image:
Initially, the list is empty. To add departments, click on the New
Department link:
The following items of information are available:
Department Name: the name of the department as defined by
the user(s); it can have maximum 20 alphanumerical
characters.
Department ID: represents a code of maximum 10
alphanumerical characters. This code is optional, used mainly in
export reports.
Select: selection boxes. Depending on the selection(s) made,
clicking on the Remove button, located in the top right side of
the screen, will result in removing the selected departments.
Right above the list an overview of the department records is available:
Total records: represents the total number of departments
that can be defined in the system. The maximum number is 99.
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Used records: represents the number of departments already
defined by the user(s);
Free records: represents the number of records remained
unfilled. A short guidance in how to use the departments is
displayed below the list.
4.4.2. Creating a New Department
In order to create a new department, make sure the Departments
page is displayed as in the following image.
Click on the New department link at the top right of the page to
display the following screen:
Enter a name and an ID for the new department. The ID code is
optional. Click Save to add the new department to the system or
Cancel to abort the task. If the changes were saved, the new
department will be added to the list of existing departments (if any),
ordered alphabetically. Repeat the procedure presented above to define
other departments.
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4.4.3. Editing a Department
Click on the name of the department you want to edit. The following
screen is displayed:
Enter a new name or a new ID, by simply rewriting it. Click Save to
add the new department to the system or Cancel to abort the
operation. If the changes are saved, the department list will be
displayed with the new name for the edited department.
4.4.4. Removing a Department
Make sure the Departments page of the Definitions module is
displayed.
Select the department(s) you want to remove from the list, then click
on the Remove button in the upper right corner of the screen. Click
OK in the confirmation window if you want to finalize the deletion, or
Cancel to abort the task.
The department list will be updated and it will not contain the removed
department.
To select or deselect all departments for removal, click on the Select
the checkboxes head column.
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4.5. Absence Reasons
An absence reason is used to indicate that an employee was absent for a
specific reason as holiday, business trip, training etc. You can define a list of
maximum 60 absence reasons, suitable to your organization. An absence
reason is associated to a code and a color for a quick highlighting.
4.5.1. The Absence Reasons Page
To display the Absence Reasons page make sure the Definitions
module is selected, then click on the Absence Reasons link in the side
menu. The Absence Reasons page is displayed.
The list of absence reasons is displayed. Initially, the list of shift
schedules is empty. The following data is available:
Description: the name/description of the absence reason as
defined by the system administrator;
Code: a code assigned to the absence reason by the system
administrator;
Color: a color selected for the absence reason by the
administrator;
Counter link: it displays whether the absence reason is linked
to any of the defined periodic counters. If a single linkage is
defined for an absence reason, this ( ) icon will be displayed in
the Counter Link column. If multiple linkage is defined, the ( )
icon will be displayed in the Counter Link column;
Use in OT checkbox: if the option is checked, the absence
duration will determine the right for overtime. Examples: a
prolonged business trip, a longer training, etc.
Use in BAL checkbox: if the option is checked, the absence
duration will have impact on balance calculation or can
participate to attain weekly target (cumulated normal hours), in
case of using an Open Schedule pay group. Due to some legal
provisions or company specific rules, some absences should be
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referred at, and in consequence paid, as worked time.
Examples: legal entitlements, business trips, training, etc.
Use in OT option can be used only if Use in BAL is also checked. The logic
is that overtime can occur only when the balance is positive. If the
condition is not fulfilled, an error message will appear at save:”The
combination "Use in OT" - Not "Use in BAL" is not accepted.”
Select: selection boxes that allow you to remove one or more
absence reason, depending on boxes selected.
Right above the list an overview of the absence reasons records is
available: total number of absence reasons that can be defined in the
system, number of absence reasons already defined, remaining free
records. A short definition of the absence reason is displayed below the
list.
4.5.2. Creating a New Absence Reason
To create a new absence reason make sure the Absence Reasons
page is displayed.
Click on the New absence reason link at upper right corner of the
page. The following screen is displayed:
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Enter a unique description in the Description box — up to 64
characters (Unicode). If required, enter a code in the Code box — up
to 16 characters (ASCII). Open the Color drop-down panel and select a
background color to display on timecards and reports.
Select the Use in BAL checkbox, if you decide that the absence
duration should have impact on balance calculation. The absence
duration can also be added to overtime calculation, by checking the
Use in OT option.
Use in OT option can be used only if Use in BAL is also checked. The logic
is that overtime can occur only when the balance is positive. If the
condition is not fulfilled, an error message will appear at save: ”The
combination "Use in OT" - Not "Use in BAL" is not accepted.”
Click the Save button to save the new absence reason, or click the
Cancel button to cancel the task.
Once the new absence reason is created, clicking on its counter link will
result in displaying a periodic counter linkage window from where you
can link the absence reason to one or more periodic counters, as in the
following picture:
Click the Save button to save the linkage, or click the Cancel button to
discard the operation.
For more information regarding daily or periodic counters assignment,
please read the Counters chapter.
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4.5.3. Editing an Absence Reason
To modify an absence reason make sure the Absence Reasons page
is displayed as in the following image:
To modify an absence reason, click on its field as follows:
Any of its columns, but the Counters link: the Edit mode is
enabled, allowing you to change the name of the absence
reason, the code or the color associated with it. Click the Save
button to apply the changes.
The Counters link column: the periodic counter linkage window
will be displayed, allowing you to change the periodic counters
linked to the absence reason.
Click the Save button to apply the changes.
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4.5.4. Removing an Absence Reason
To select an absence reason for removal, click on the checkbox to the
right of the absence so that it contains a tick. To deselect an absence
reason, click on the checkbox to the right of the absence reason so that
it is empty.
To select or deselect the entire absence list for removal, click on the
title of the Select column. In order to remove the selected absence
reason(s), click on the Remove link located at the top right side of the
page.
Before the selected absence reason is removed a confirmation screen is
displayed:
Click the OK button to delete the selected absence reason. Click the
Cancel button to discard the operation.
If the absence reason is in use, a warning message will appear; if the user
confirms the deletion, all the absence reasons selected will be deleted.
If an absence reason is deleted, all absences that use this reason are
deleted as well (from the TimeCard).
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4.6. Counters
Counters are variables that store totals of various attendance data (based on
daily calculation results) for a defined period of time. iTime iTR application has
a number of built-in counters already defined, working on a daily basis, plus
some more periodic counters, BAL+ (stores data for the flex type pay group
monthly or weekly calculation), CNH and CAPT (stores data for the open
schedule pay group calculation). The application also allows users to define
periodic counters, in order to store in attendance data per periods of time
(week, month, or year).
4.6.1. Daily System Counters
Daily calculation results are possible due to the counters defined into
the system. They are used by the software to store daily results of
calculations, for different shifts and pay group systems, as follows:
1. Common daily counters - used by all pay-group and overtime
systems:
ACTIV:
(Actual)
Represents the total worked time plus total
absence durations.
BAL:
(Balance)
Stands for balance. Represents the difference
between the ACTUAL time and the normal working
time.
The formula is: ACTIV – NWT.
Break: Represents the break time taken by the employee.
OV:
(Overtime)
Represents the time worked by an employee inside
the defined overtime zones. The overtime zone is
defined in shift definition, and not in pay groups
definition. Overtime counters from pay group
definition are detailed below.
AT
(Actual Time)
Represents the actual worked time. It is calculated
from the clockings made. The system counts the
time from the NWT zone.
ATLT
(Actual Time
Less Time)
It is calculated only when AT value is smaller then
NWT (Norm Time as defined in the active shift for
that day)
The formula is: NWT – AT.
ATOT
(Actual Time
Overtime)
It is calculated only when AT value is bigger then
NWT.
The formula is: AT – NWT (Norm Time as defined
in the active shift for that day)
AT-ATOT
(Actual Time)
Represents the amount of time the employee
worked out of the NWT.
EAT
(Exported Activ
Time)
Represents the difference between the actual time
and additional hours cumulated with overtime.
NH
Represents the total number of normal hours an
employee with an Open Schedule assigned is
working per day.
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2. Overtime system counters – used with the pay groups that allows the
definition of multiple levels of overtime (Open Schedule, Quantity
Based OT and Quantity Based OT (B):
RECUP
(Recuperation
counter)
Represents the total amount of recuperable
overtime worked by an employee using multiple
levels of authorization and additional hours. The
amount of recuperable overtime/additional hours
will be added in the counter value at the percent
specified by the user in the multiple levels of
authorization.
OT1~5
(Payable
Overtime)
Represents the overtime worked by an employee
compensated as paid using multiple levels of
authorization. The amount of payable overtime will
be added in the counter value at 100% percent,
regardless the percent specified by the user in the
multiple levels of authorization.
RT1~5
(Recuperable
Overtime)
Represents the overtime worked by an employee
compensated as recuperable using multiple levels
of authorization. The amount of recuperable
overtime will be added in the counter value at
100% percent, regardless the percent specified by
the user in the multiple levels of authorization.
OT-PR1~5
(Payable
Overtime part
of Recup &
Pay)
Represents the overtime worked by an employee,
part of Recup & Pay, compensated as paid using
multiple levels of authorization. The amount of
payable overtime part of Recup & Pay will be
added in the counter value at 100% percent
regardless the percent specified by the user in the
multiple levels of authorization.
RT-PR1~5
(Recuperable
Overtime part
of Recup &
Pay)
Represents the overtime worked by an employee,
part of Recup & Pay, compensated as recuperable
using multiple levels of authorization. The amount
of recuperable overtime part of Recup & Pay will
be added in the counter value at 100% percent
regardless the percent specified by the user in the
multiple levels of authorization.
3. Additional hours system counters – used with the Quantity Based OT
(B) pay group for storing additional hours for full time employees:
RECUP
(Recuperation
counter)
Represents the total amount of recuperable
overtime worked by an employee using multiple
levels of authorization and additional hours. The
amount of recuperable overtime/additional hours
will be added in the counter value at the percent
specified by the user in the multiple levels of
authorization.
PAH
(Paid Additional
Hours)
Represents the additional hours compensated as
paid using the Belgium pay group type. The
amount of paid additional hours will be added in
the counter value at 100% percent, regardless the
percent specified by the user in the multiple levels
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of authorization.
AH
(Additional
Hours)
Represents the total amount of additional hours
compensated as recuperable using the Belgium
pay group type. The amount of additional hours
compensated as recuperable will be added in the
counter value at 100% percent, regardless the
percent specified by the user in the multiple levels
of authorization.
4. Additional hours for part-time work system counters - used with the
Open Schedule and Quantity Based OT (B) pay groups for storing
additional hours:
RECUP
(Recuperation
counter)
Represents the total amount of recuperable
overtime worked by an employee using multiple
levels of authorization and additional hours. The
amount of recuperable overtime/additional hours
will be added in the counter value at the percent
specified by the user in the multiple levels of
authorization.
APT
(Additional
Hours for Part-
Time)
Represents the total amount of additional hours for
part-time work compensated as recuperable used
by the Open Schedule and Quantity Based OT (B)
pay groups. The amount of additional hours for
part-time work, compensated as recuperable, will
be added in the counter value at 100% percent,
regardless the percent specified by the user in the
multiple levels of authorization.
PAPT
(Paid Additional
Hours for Part-
Time)
Represents the additional hours for part-time work
compensated as paid used by the Open Schedule
and Quantity Based OT (B) pay groups. The
amount of the paid additional hours for part-time
work will be added in the counter value at 100%
percent, regardless the percent specified by the
user in the multiple levels of authorization.
For the employees that do not make clockings and for all employees in
export anticipation situations, the daily counters will be calculated using
the norm time and the scheduled absences. The counters that can be
calculated in this particular case are: ACTIV, AT, ATLT and AT-ATOT.
The value of the counters BREAK, ATOT and BAL are supposed 00:00.
It is assumed that the active time on a daily basis is always equal to
the norm time, unless there were assigned scheduled absences by the
user. If the absences are less or equal to norm time, the active time
will be: AT = Norm time – Absences; if the absences cumulate a higher
value than the norm time value, and the absences are included in
balance, the counters that can be calculated in this particular case are:
ACTIV, AT, ATLT, AT-ATOT and BAL.
The value of the counters BREAK, ATOT and OV are supposed 00:00.
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4.6.2. System Periodic Counters
System periodic counters are predefined counters that can not be re-
defined by the user. They are typically used by the system for
calculation purposes. By storing cumulated values in these periodic
counters, the totals of daily counters can for example be compared with
certain company settings. They are defined as weekly or monthly
counters. This depends on the way they are defined in a paygroup
definition: weekly open schedule (CNH), monthly counter CAPT,
monthly flex (BAL+).
BAL +:
(Cumulative
Balance)
Represents the sum of daily values for BAL per
period, plus the carry over from the previous
period (weekly or monthly flex time). It is
calculated only with flex pay group.
CNH
(Cumulated
Normal Hours)
Represents the cumulated normal hours an
employee worked within a weekly period. It is
calculated only with Open Schedule pay group.
CAPT
(Cumulated
Additional
Hours for Part-
time work)
Represents the cumulated additional hours a part-
time employee worked within a monthly period. It
is calculated with Open Schedule pay group and
Quantity Based OT (B) for part-timers.
Example: “APT” hours can be worked by part-time employees on a
daily basis under certain conditions. In such a situation, a daily
counter “APT” can get a certain value. The total amount of APT hours
during a month is cumulated in the CAPT counter, which is compared
with a value “APT Limit” programmed in a pay group definition. This
sets a maximum on monthly basis to the allowed APT hours.
4.6.3. Periodic Counters (defined by the user)
Periodic counters are variables defined by the operator, which act very
similar to daily counters, storing attendance data totals on a yearly,
monthly or weekly basis. They allow the user to manage absences,
track overtime totals, capture recuperable overtime hours etc. They are
very useful when linked to absence reasons (holidays, business trips,
medical leaves, etc.), as many companies have a number of hours
allocated for each of them. Moreover, some periodical counters (as the
ones mentioned above) must be linked to daily counters and subtracted
from the norm time. For example, holidays are legal entitlements and
must be paid as worked time.
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4.6.3.1. Create a Periodic Counter
In order to add a new periodic counter, please follow the next steps
below:
Select the Periodic Counters option from the Definitions tab.
The following page will be displayed:
Click on the New periodic counter button, located in the top
right side of the screen. The following page will be displayed:
Configure the new periodic counter, according to specifications:
Code
Maximum 5 characters (A-Z, a-z, 0-9) case
insensitive, unique across domain and mandatory.
This code is used for better highlighting the periodic
counters in the Overview page.
Description Optional information, maximum 64 Unicode
characters.
Schedule
Type
Select the period of time needed for the counter to
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accumulate data. The available options are:
Yearly
Monthly
Weekly
Start Date Depending on the selected counter schedule type, the
start day will be selected as follows:
Yearly – A user should select a start date –
Day/Month. The day should be valid (e.g. November
31 is invalid).
The default value is the current date.
Monthly – A user should select a pattern as Day X of
every month. X values are between day 1 and day 31.
If one particular month has less days than the entered
X value the last day of the month will be considered.
The default value: Day 1
Weekly – A user should select a weekday. The
weekday will be selected from a dropdown menu with
all available weekdays: from Monday to Sunday.
The default value: Monday for weekday.
Click on the Save button to save the new periodic counter, or
click on the Cancel button to abandon the process.
For editing a periodic counter, make sure the Periodic Counter screen,
from the Definitions tab, is displayed. Click the periodic counter you want
to edit and apply the changes, as covered in this chapter.
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4.6.3.2. Linking a Periodic Counter
In order for a periodic counter to store any data, it must be linked to a
daily counter either for absence reasons or for a shift version.
4.6.3.2.1 Linking Periodic Counter(s) to a Daily Counter for a
Shift Version
In order to link one or more periodic counters to a daily counter for a
shift version, choose the desired shift and edit it.
Select from the Version drop-down menu the shift version you wish to
link the periodic counters to daily counters, and then click on the Link
counters button.
A pop-up window (containing the daily counters) will be opened, as in
the following image:
The list of daily counters will be displayed in the new opened pop-up
window, and you can make the actual linkage to your periodic counters.
For details regarding the daily counters, please read the Daily Counters
chapter.
If the shift version does not contain a break zone, the Break daily counter
will not appear in the Link counters window.
If the shift version does not contain an overtime zone, the OVR daily
counter will not appear in the Link counters window.
By default, only the ACTUAL and BALANCE counters are available.
Click the Link counters button to select the periodic counter(s) you
have defined in the system, in the Definitions/ Periodic Counters
option. A second pop-up window will be displayed, as follows:
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Select the periodic counters you wish to link to the selected daily
counter (Activ, as in the case of the above image). You can link
several periodic counters to the same daily counter. Click the Save
button to save the linkage.
When linking a periodic counter to a daily counter for a shift version, the
value of the daily counter is simply added to the value of the selected
periodic counter for a given day.
The linkage will only be valid for as long as the shift version is active.
4.6.3.2.2 Linking a Periodic Counter to an Absence Reason
In order to record the amount of time an employee was absent for the
same reason on a weekly, monthly or yearly basis, make a linkage
between a periodic counter and the absence reason you want to
monitor. Additionally, it is possible to monitor the total amount of
absence an employee made for all declared reasons, by linking the
same periodic counter to all declared absence reasons.
In order to link a periodic counter to an absence reason, first display
the Absence Reasons option from the Definitions tab. A list of all
absence reasons will be displayed. Click on the Counter Link column on
the row of the absence reason you wish to link with a periodic counter.
A pop-up window, containing all the custom periodic counters will be
displayed as in the following image:
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Select the custom periodic counter(s) you wish to be assigned to the
selected absence reason then click the Save button to save the
linkage.
If a single linkage is made for an absence reason, this ( ) icon will be
displayed in the Counter Link column. If multiple assignments are made,
the ( ) icon will be displayed in the Counter Link column.
4.6.3.2.3 Assigning a fixed entitlement for Periodic Counters
linked to an Absence Reason
In some particular cases, due to the labor legal provisions or company
rules, the user(s) must assign a fixed number of hours for particular
absence reasons, like: holidays, business trips, birth leave etc. This
can be done either from Tools/ Counter Management/ Add value
to counter:
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Or from Tools/ Overview (single cell)/ Corrections, simply writing
in the appropriate periodic counter field the maximum number of
hours one employee is entitled to.
For more information about corrections in the Overview (single cell)
page, please read The Overview Page chapter.
For more information about adding a value to a periodic counter, please
read the Counter management chapter.
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4.6.4. Removing a Periodic Counter
In order to remove a periodic counter, you have to make sure the
periodic counter is not linked with any absence reason or daily results.
For removing, proceed as follows:
Select the Periodic Counters option from the Definitions tab.
The following page will be displayed (the list will contain the
counters you defined):
Select one or more counters, by checking their respective
checkboxes.
For selecting all counters, click on the Select head column.
Click on the Remove button, located in the top right side of the
screen. A pop-up window will inform you that the selected
counters are checked for linkage.
If no linkage is found, you will be prompted for accepting the deletion.
If periodic counter linkage is found, you will be informed that at least
one of the selected periodic counters is in use and cannot be deleted.
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4.7. Terminal Display
This option allows the user(s) to select daily or periodic counters to be
displayed on an iT30-ASP terminal. This allows the employees to see some
important daily or periodic counters, like: balance, break, overtime etc.,
without having access to the application or asking the user(s) about it.
4.7.1. The Terminal Display Page
In order to manage the Terminal Display counters, select Terminal
Display from the Definitions tab. The following screen will be
displayed:
4.7.2. Defining Terminal Display
A terminal display definition consists of:
Label: specifies the name of the daily or periodic counter selected to
be displayed on the terminal screen. It is alphanumeric and can contain
up to 10 characters.
Field: specifies the selected counter (daily or periodic) to be displayed
on the terminal screen.
The maximum number of counters that can be displayed on the terminal is
6. The counters will appear 3 per terminal screen.
Defined counters in Terminal Display menu will be seen by all employees
on every terminal linked to the application. Terminal display definitions for
different groups of employees, or different displays on terminals, are not
possible.
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In order to add counters to be displayed on the terminal, type in a label
name and select the daily or periodic counter from the defined list, as
in the picture below:
For saving the entries, click Save. Click Cancel if you want to reset all
to the previous values.
The Label field is mandatory to be filled with a value; otherwise the
message “Field [name] does not have a label assigned!” will appear when
trying to Save changes.
The label must correspond to a defined counter. If no counter is selected,
the message “Label [name] does not have a field assigned!” will appear on
Save.
The label can correspond to a single counter. The system will prevent you
if the counter was already assigned to another label, by displaying the
“Counter [name] already is assigned!” message.
The label must be unique; the message “Label [name] already exists!” will
appear after saving if the label name is already used.
For more information regarding daily or periodic counters assignment,
please read the Counters chapter.
For more details about how the employees can request the counters values
on the terminal using their badges, please read iT30 – ASP Terminal.
Installation, Configuration and Operation Manual, chapter 6.5.
Viewing Counters Info.
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4.7.3. Changing Terminal Display
If you want to delete counters displayed on the terminal, just delete
the label(s) assigned and bring the Field to the “Select counter” status.
To change a Label, simply overwrite it. To change a Field, select
another counter from the Field list.
If you want to define other counters, repeat the Defining Terminal
Display procedure above described. Click Save to save changes, or
Cancel to discard.
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4.8. Export Definitions
This option is used to define export data, used for payroll companies. Within
this option you can customize multiple definitions that can be exported with a
click of a mouse from the Export option within the Reports tab.
4.8.1. The Export Definitions Page
In order to manage your export definitions, select the Export
Definitions option from the Definitions tab. The following screen will
be displayed, showing the existing definitions, if any:
4.8.2. Creating an Export Definition
To create a new export definition, make sure the Export Definitions
page (from the Definitions module) is displayed as in the following
image.
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Click on the New Export Definition link at the top right corner of the
page to display the following screen:
The Export Definition page is split in 3 levels: General Settings,
Shift Level Settings and Employee Level Settings. Depending on
the Export Type chosen, these could be displayed in different formats
and generate different results.
All necessary fields (name, codes etc.) will be filled in accordance with
your payroll representatives’ requirements. Consult them before entering
any data in the Export Definition page!
In order to fill the Export Definition page, select an export type first,
and then enter a name:
Name: represents the name of the export definition. The name
is mandatory, unique inside the domain and can contain up to
64 characters. The message “Invalid name!” will appear when
trying to save without entering a name in this field.
Export Type: depending on your selection made here, data will
be exported in different formats.
o Securex type – this type of export has particularities in
accordance with Securex payroll politics;
o StandardExport type – represents the most customable
export type. The flexible interface allows user(s) to
create attendance reports in accordance with their own
payroll politics or others outsourcing payroll companies’
requirements.
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4.8.2.1. Creating a Securex Export Definition
To create a Securex export type, choose Securex from the Export
Type drop-down menu, as in the image below or simply leave it as it
is. The system default type of export is Securex. Name the export after
choosing the type.
Your Securex account manager will assist with the correct definition of this
export.
General Settings for Securex type contains, besides Name and
Export Type, a Main Company Code field and an Export Correction
drop-down menu. Fill in Main Company Code field the code provided
by Securex and select from Export Correction drop-down menu the
appropriate link. Export Correction can be 8: One Pay slip or 9: Two
Pay slips. This selection is reflected in the exported file, if this is a
correction export.
The Main Company Code is mandatory and is supposed numeric, with a
maximum of 5 digits. The field does not need to contain leading zeros.
If it is not correctly introduced, the warning message “Invalid main
company code!” will appear.
Shift Level Setting allows the user(s) to define what information to
have in the export file. Shift Level Settings contains all defined shifts.
Every shift is available with a code, all daily counters and all absences
reasons defined.
There are 3 types of codes in Shift Level Settings:
Code field: assigned to each field. Can have maximum 3
characters. They are optional, but if no value is specified, the
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calculations for this shift are not used in the export. If no shift
corresponding value is specified, the other fields for the shift
field are not available for filling.
Daily counters codes: daily counters values can be exported
only if they have a defined code attached, with maximum 3
characters. The daily counters that can be exported are: ACTIV,
AT, AT-ATOT, ATLT, ATOT, BAL, BREAK, OV.
Pay groups counters codes: overtime and additional hours
counters can be exported if they have a defined code attached
with maximum 3 characters. The pay group counters that can
be exported are:
- EAT used with Quantity Based OT, Quantity Based
OT (B) and Open Schedule pay groups
- APT, PAPT, CAPT used with Open Schedule/
Quantity Based OT (B) (part-time employees)
- NH, CNH, used with Open Schedule
- RECUP used with all pay groups
- PAH, AH used with Quantity Based OT (B)
- OT1...5, RT1...5, OT-PR1...5, RT-PR1...5 used
with all overtime systems (Open schedule,
Quantity Based OT and Quantity Based OT (B))
For more information about counters and pay groups, please read the
chapters Counters and Pay Groups.
Absences: absences are exported without being defined in
Export Definitions, using the first 3 letters from their codes
(as defined in the absence reason definition itself).
Enter the shift code as in the image below:
Notice that the shift corresponding daily counters are unlocked for
filling. If no Code value corresponding to shift is specified, the other
fields for the shift field are not available for filling. Add codes for the
counters you want to export.
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The defined codes in Shift Level Settings will appear in Reports/
Export and, finally, exported to your payroll outsourcing company. Your
Securex account manager will assist with the correct definition of this
export.
For easy entry, the user(s) can click on the head column to enter a
value that will appear on each row, for all employees. A page with the
column item will be displayed:
Enter the code in the field, click OK to add it to all column items, or
Cancel to discard.
Tooltips (available by placing the mouse over the head column) will
provide more information about items visible on the screen.
Placing the mouse over any field will provide useful information about
shifts.
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Employee Level Settings allow the user(s) to select the employees
for whom the export reports are generated.
Employee Level Settings contains:
Select: check the employee(s) you want to generate a report
for. To select all, click the All employees checkbox. It will
automatically select all employees, making the corresponding
fields available.
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SubCompany code: is mandatory for the selected
employee(s), if any, and can contain up to 5 numerical
characters.
Dept: corresponds to the department. It is mandatory for the
selected employee(s), if any, and can contain up to 2 numerical
characters. The Dept field can contain either the codes provided
by payroll representatives or Department ID codes from
Definitions/ Departments (if different). To use the
Department ID codes from Definitions/ Departments in this
section, check the Use Department ID option and all Ids will
be displayed as defined in Definitions/ Departments. If there
are no department Id or some missing Id definitions in
Definitions/ Departments, the system will display an
inconsistency mark (the indicator):
Your Securex account manager will assist with the correct definition of this
export.
To review or change Department ID codes, please read Definitions/
Departments chapter.
Cat: the abbreviation from “Category”; it is also a mandatory
code, corresponding to selected employee(s), numerical, 1
character maximum length.
Id: this code corresponds to employee identification number. It
is unique, mandatory for the selected employee(s), if any, and
can contain up to 5 numerical characters. The Id field can
contain the codes provided by payroll representatives or Payroll
ID codes from Definitions/ Employees (if different). To use
the Payroll ID codes from Definitions/ Employees in this
section, check Use Payroll ID option and all Ids will be
displayed as defined in Definitions/ Employees:
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Your Securex account manager will assist with the correct definition of this
export.
To review or change Payroll ID codes, please read Definitions/
Employee chapter.
For easy entry, the user can click on the head column to enter the
same value for all employees.
Enter the code in the field, click OK to add it to all column items, or
click Cancel to discard.
Tooltips will provide more information for items visible in this screen.
All categories in Employee Level Settings are compulsory for the
selected employee(s) in order to generate a Securex export report. Trying
to save an export with at least one employee selected without filling in
employees fields will result in displaying an error message: “Invalid values
in employee grid!”.
If certain fields are inconsistent with Securex rules, the indicator will be
displayed, together with the message: “There are inconsistencies! Position
your mouse pointer on a field with an error indication to find out why.
Correct the fields in the curriculum definitions or fill in the ID manually in
this Export Definition.”, pointing an error.
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Placing the mouse over the indicator will display common types of
errors:
no department is assigned in the curriculum:
no payroll Id is assigned in the curriculum:
department Id defined with more than 2 digits:
payroll Id defined with more than 5 digits:
non-numerical payroll Id:
non-numerical department Id:
In case of error indication , shown as a result of a wrong or missing
payroll Id or department Id, the user(s) must choose between
correcting the fields in curriculum or departments (in Definitions/
Departments or Definitions/ Employees) or correct values in the
Definitions/ Export Definitions page. However, moving away from
the page without saving or canceling will display the following
message: “Press Save or Cancel to move away from this page.”
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4.8.2.2. Creating a Standard Export Definition
To create a standard export type, choose StandardExport from the
Export Type drop-down menu and name the export. The following
page will be displayed:
All necessary fields will be filled in accordance with your payroll company
requirements. Please consult the payroll representatives before entering
any data in the Export Definition page!
General Settings for standard export type contains, besides name and
Export Type, 5 additional fields, from C1 to C5. The fields are optional
and the information stored here will be generated in export reports.
The page also allows the user(s) to add a XSL file. Adding a XSL file
here will change the export report format (in Reports/ Export) from
XML (default format) in another (HTML, flat-file, text, etc.). Adding a
file in this section requires specialized expertise.
Please consult your support contact if a specific payroll export format is
required. It will be investigated whether a customized style sheet is
possible for the intended export result!
If None is selected, the report will be generated in XML format.
To add a XSL document, select Upload new XSL file, click Browse,
select the provided document from your computer and then click
Open; the file will be uploaded after saving.
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To remove an uploaded document, select Remove.
Trying to upload a document with a different format will result in
displaying an error message: “Only XSL files are allowed!”.
Shift Level Setting allows the user(s) to define what information to
have in the export report. Shift Level Settings contains all defined
shifts. Each shift is available with 5 additional free fields (S1,...,S5), all
daily counters, and all absence reasons defined.
There are 3 types of fields in Shift Level Settings:
Free fields (S1, ..., S5): they are optional and can have up to
32 characters. If no value is specified, the field will not appear in
export report.
Daily counters fields: daily counters values can be exported
only if they have a defined field attached; can have up to 32
characters. The daily counters that can be exported are: ACTIV,
AT, AT-ATOT, ATLT, ATOT, BAL, BREAK, OV.
Pay groups counters codes: overtime and additional hours
counters can be exported if they have a defined code attached
with maximum 3 characters. The pay group counters that can
be exported are:
- EAT used with Quantity Based OT, Quantity Based
OT (B) and Open Schedule pay groups
- APT, PAPT, CAPT used with Open Schedule/
Quantity Based OT (B) (part-time employees)
- NH, CNH, used with Open Schedule
- RECUP used with all pay groups
- PAH, AH used with Quantity Based OT (B)
- OT1...5, RT1...5, OT-PR1...5, RT-PR1...5 used
with all overtime systems (Open schedule,
Quantity Based OT and Quantity Based OT (B))
For more information about counters and pay groups, please read the
chapters Counters and Pay Groups.
Absences fields: absence values can be also exported only if
they have a code link (32 characters maximum).
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The defined fields in Shift Level Settings will appear in Reports/
Export and, finally, exported to your payroll outsourcing company. Please
consult your payroll representatives about coding in this section.
For easy entry, the user(s) can click on the head column to enter a
value that will appear on each row for all employees. A page with the
column item will be displayed:
Enter the code in the field, click OK to add it to all column items, or
Cancel to discard.
Tooltips (available placing the mouse over the head column) will
provide more information about items visible on the screen.
Placing the mouse over any field will provide useful information about
shifts.
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Employee Level Settings allow the user(s) to select the employees
for whom the export reports are generated.
Employee Level Settings contains:
Select: check the employee(s) you want to generate a report
for. To select all, click the All employees checkbox. It will
automatically select all employees, making the corresponding
fields available.
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5 additional free fields (E1, ..., E5): this fields are optional
and can contain up to 32 characters.
For easy entry, the user can click on the head column name to enter
the same value for all employees.
Enter the code in the field, click OK to add it to all column items, or
click Cancel to discard.
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4.8.3. Editing an Export Definition
To edit an existing export definition, go to Definitions/ Export
Definitions page and place the mouse on the export you want to edit.
A tooltip will guide you, as in the image below:
Click on the field to edit the corresponding export definition page.
Depending on the export type of the definition selected, the edit mode
will be opened, as in the following screens (depending on the export
type chosen):
Or:
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In Edit mode the export type cannot be changed!
After you have made the desired changes in your export definition,
select one of the following options:
Cancel: click this button to discard the changes and return to
the Export Definitions page.
Save: click this button to save the changes made.
Apply: click Apply from the Save drop-down menu
( ) to apply the changes made;
Save As: from the Save drop-down menu ( ), select
this option to save the edited export as a different export.
A pop-up window will prompt you to enter the name you want for
the new export definition, as in the following picture:
Please remember that you cannot move away from the Export Definition
page in Edit mode without saving or canceling the changes made. A
warning message will be displayed, if the situation occurs: “Press Save or
Cancel to move away from this page.”
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4.8.4. Removing an Export Definition
To remove one or more export definitions from the system, make sure
the Definitions/ Export Definitions page is displayed as in the
following image.
Next, select the checkboxes corresponding to those definitions you
want to remove and click the Remove link, as in the following picture:
Confirm the deletion by selecting OK in the confirmation pop-up
window or decline the deletion:
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4.9. Holiday Calendar
The Holiday Calendar is used for determining the public holidays in the
export process. This feature is only available when at least one Export
Definition has been defined.
By assigning a holiday on the calendar, the correct export record is
generated without the need to add any absence reason on that date. This
use used to indicate public holidays like Christmas, New Year, etc.
Currently the Holiday Calendar is available only to customers that use a
Securex Export. For other users, the Holiday Calendar is disabled.
Click the days you want to assign as holidays. All assigned days will be
highlighted. Click Save in order to save the assignment.
Clicking the same day twice, will deselect it.
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4.10. Pay Groups
Pay groups define specific calculation rules of employees’ time performances
over a pay period. Pay groups facilitate the payroll activity allowing different
type of calculations of the working time in accordance with employees working
contracts and organization rules. Pay groups can manage: different pay periods
(week or month), different calculation types (flex time, open schedule time,
overtime and/or additional hours) and specific parameters related to time
calculations.
4.10.1. The Pay Groups page
In order to create a pay group, choose Pay Groups from the
Definitions menu.
A list with all pay groups defined will be displayed as in the image
above. Initially the list is empty as in the image below:
The maximum number of pay groups is 10.
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4.10.2. Creating a Pay Group
In order to create a pay group, click on the New pay group link on the
right upper corner of the page. The Edit Pay Group page will be
displayed:
In order to create a pay group, you need to select the Calculation
Type. There are four options:
Flex: This calculation type performs periodical calculi based on
the daily BAL counter. The result of this calculation is the
periodical counter BAL+. The value of BAL+ can be carried over
to the next pay period within some limitations (see fields Min
Carry-over/Max Carry-over).
Quantity Based OT: This type allows the administrator to
authorize extra working hours and to count them differently in
percentages, as they can be paid and/or recuperated differently
in accordance with local legislation or company payroll policy
(e.g. one overtime hour can be paid 75% from a normal working
hour or double paid).
Quantity Based OT (B): This type allows the administrator to
authorize extra working hours and to count them differently in
percentages, as they can be paid and/or recuperated differently
in accordance with Belgian legislation.
Open Schedule: This calculation type is used for employees
working on a defined periodical target, part-time or full time. It
is most commonly used for freelancers; the employee has to
have a number of hours worked by the end of the pay period,
without following a norm per day. Employees with an open
schedule defined are always assigned a shift schedule with norm
time 0.
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4.10.2.1. Creating a Flex Pay Group
Enter the Pay Group page. Click on the New pay group link on the
right upper corner of the page. Select type Flex from the calculation
type drop-down menu:
Define the following:
Name: mandatory, Unicode field, unique inside the domain. The
maxim number of characters is 64;
Entering a name that contains characters different than Unicode will
generate an error message: “Invalid pay group name!”
Entering an already existing pay group name will generate a warning
message: “Pay group name already registered!”
Period type: mandatory; can have one of the following values,
Monthly or Weekly;
Period start day: mandatory property. For the monthly period
type, the period start day is a value between 1 and 31. Entering
a value bigger than the last day of the month (e.g. entering 31
instead of 30) will result in system taking into account the last
day of the current month.
The maximum value of Period start day is 31. Entering a value bigger
will generate an error message: “Invalid date!”
For the weekly period type, a drop-down menu with the days of
the week will be displayed, as in the image below:
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Carry over Max.: the maximum number of hours that can be
carried over at the end of the period as a start value for the
next period. The default value is 000:00. Values are valid
between 000:00 up to 999:59, otherwise an error message will
be shown: “Invalid carry over maximum!”
Carry over Min.: the minimum number of hours that can be
carried over at the end of the period as a start value for the
next period. The default number is -999:59. Values are valid
between -999:59 up to 000:00; if different an error message
will be generated: “Invalid carry over minimum!”
Click Save to add a new pay group, or Cancel to discard the task.
Example of a Flex pay group definition:
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4.10.2.2. Creating a Quantity Based OT Pay Group
Enter the Pay Group page. Click on the New pay group link on the
right upper corner of the page. Select type Quantity Based OT from
the calculation type drop-down menu:
The next image will be displayed:
Define the following:
Name: mandatory, Unicode field, unique inside the domain. The
maxim number of characters is 64;
Entering a name that contains characters different than Unicode will
generate an error message: “Invalid pay group name!”
Entering an already existing pay group name will generate a warning
message: “Pay group name already registered!”
Period type: for Quantity Based OT pay group it is always
Daily;
Quantity Based OT tab: allows the administrator to create
rules for managing and compensating the employee’s overtime.
In order to add quantity based overtime, click on the Add Level link. A
level will be displayed as in the image below:
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The quantity based overtime tab contains:
1. Overtime Quantity Settings:
Level: represents the currency number of authorization
level; it is a value from 1 to 5;
#Hours over: defines the number of hours needed to be
achieved over the norm or an absolute value before the
overtime can be applied. The reference (Ref.) usually
represents the norm time, but it can be different in
accordance with specific needs that one may have. The
maximum value that can be added is 71:59.
The #Hours over value must be higher as the level increases. If this is
not accomplished, a warning message will be displayed to the user at
save: “Sort authorization levels by hours over.”
If the user enters an identical number of hours, an error message will
appear when trying to save the shift: “Hours over for different
authorization levels are equal.”
Ref. drop-down menu: stands for reference system; the
reference system can be the daily norm or an absolute
amount of time:
2. Overtime Rules:
Minimum: the minimum time required to be considered
overtime;
Rounding: represents the rounding unit; a clocking
made inside is rounded either downwards or upwards to
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the rounding unit within a time period, depending on its
position related to the rounding point. If the clocking falls
on the rounding point, the clocking is rounded upwards
to the rounding unit;
Point: determines after how many minutes the clocking
will be rounded up or down to the set unit. The point
exact value is always included in the upward rounding;
Example:
The minimum time required to be worked over the reference time in
order to be considered overtime is 30 minutes. The rounding unit is 30
minutes and the point is 15 minutes. Supposedly an employee had
accomplished his norm from 9:00 to 17:00. If he leaves at 17:25, 25
minutes after 17:00 will not be taken into consideration as overtime,
because the minimum time required is 30 minutes. If he leaves at
17:35, only 30 minutes after 17:00 will be taken into consideration,
because the rounding point is 15. If he leaves at 17:45, the rounding
will be upwards, and a hole over hour will be taken into consideration.
3. Overtime Compensation method
Add to OT to balance: if checked, overtime hours will be
added to daily balance at the specified percentage (the
default value is 100%);
Recup: overtime hours will be added to the RECUP counter
and to the level recuperation counters. There are 5 level
recuperation counters (RT1,..., RT5, each of them calculating
the overtime per level of authorization.
Pay: overtime hours will be added to a level pay counter.
There are 5 level pay counters (OT1,..., OT5), each of them
calculating the overtime per level of authorization.
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Recup & Pay: overtime hours will be added to RECUP, a
level recuperation counter and a level pay counter. There are
5 level pay counters (OT-PR1,..., OT-PR5) and 5 level
recuperation counters (RT-PR1,... RT-PR5), each of them
calculating the overtime per level of authorization for the
recuperation or pay part.
Due to the fact that the assignation of a pay group to an employee
will be made for a pay period, the administrator will decide whether
the overtime worked in that period will be recuperated, paid or both
recuperated and paid. That is why the definition of the pay group
must take into consideration all possibilities for all employees it is
assigned to.
For further information about how to assign a pay group to an employee,
please read the Employee Linkage chapter.
Overtime systems will be ignored for employees that do not make
clockings.
The percentage entered must be a positive number. The system allows
only values from 0 to 999. If different, the system will display a warning
message: “Invalid percentage in authorization level grid.”
Example of a Quantity Based OT pay group definition:
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4.10.2.3. Creating a Quantity Based OT (B) Pay Group
The Quantity Based OT (B) pay group is made for the Belgium
market and allows settings in accordance with Belgian working
legislation.
Enter the Pay Group page. Click on the New pay group link on the
right upper corner of the page. Select type Quantity Based OT (B)
from the calculation type drop-down menu:
The next image will be displayed:
Define the following:
Name: mandatory, Unicode field, unique inside the domain. The
maxim number of characters is 64;
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Entering a name that contains characters different than Unicode will
generate an error message: “Invalid pay group name!”
Entering an already existing pay group name will generate a warning
message: “Pay group name already registered!”
Period type: for Quantity Based OT (B) pay group it is
always Daily;
Day Limit: represents the working time limit for a working day.
The difference between day limit and norm will be set as
Additional hours. What exceeds the day limit is countered as
overtime;
APT Limit: represents the limit for additional hours for part-
time employees; for full-time employees that use a Quantity
Based OT (B) pay group, the APT calculation will not be
considered. APT limit is set by default to a MONTHLY limit of 12
hours.
Explanations for APT calculation:
A part-time employee who is assigned a Quantity Based OT (B) pay
group has to accomplish the norm (Norm as defined in the Shift
Schedule assigned). The extra hours between norm and day limit will
be calculated as APT, but no more than 12 per month (average 3 hours
per week). If he/she exceeds the daily norm and the APT hours, the
extra hours will be calculated as overtime.
The APT tab contains:
1. APT Rules:
Minimum: the minimum time required to be considered
as additional hours;
Rounding: represents the rounding unit; a clocking
made inside an hour is rounded either downwards or
upwards to the rounding unit within a time period,
depending on its position related to the rounding point. If
the clocking falls on the rounding point, the clocking is
rounded upwards to the rounding unit;
Point: determines after how many minutes the clocking
will be rounded up or down to the set unit. The point
exact value is always included in the upward rounding;
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Example:
Supposedly an employee had accomplished his daily norm. The
minimum time required to be worked over the reference time in order
to be considered as APT hours is 30 minutes. The rounding unit is 30
minutes and the point is 15 minutes. Working less than 30 minutes will
not be taken into consideration, between 30 and 44 minutes will be
calculated as 30 minutes, what exceeds 45 minutes will be calculated
as a whole hour.
5. APT Compensation Method
Recup: APT hours will be added to counters RECUP and APT.
Pay: APT hours will be added to PAPT counter.
Recup & Pay: APT hours will be added to counters RECUP
APT and to the pay counter PAPT.
Due to the fact that the assignation of a pay group to a part-time
employee will be made for a pay period, the administrator will
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decide whether the additional hours worked in that period will be
recuperated, paid or both recuperated and paid. That is why the
definition of the pay group must take into consideration all
possibilities for all employees it is assigned to. Usually the
additional hours for part-time employees are only for recuperation.
The additional hours tab contains:
1. Additional hours Rules:
Minimum: the minimum time required to be considered
as additional hours;
Rounding: represents the rounding unit; a clocking
made inside an hour is rounded either downwards or
upwards to the rounding unit within a time period,
depending on its position related to the rounding point. If
the clocking falls on the rounding point, the clocking is
rounded upwards to the rounding unit;
Point: determines after how many minutes the clocking
will be rounded up or down to the set unit. The point
exact value is always included in the upward rounding;
Example:
Supposedly the day limit is 9, the norm is 8 and an employee had
accomplished his norm from 9:00 to 17:00. The minimum time
required to be worked over the norm time in order to be considered
as additional hours is 30 minutes. The rounding unit is 30 minutes
and the point is 15 minutes. If he leaves at 17:25, 25 minutes after
17:00 will not be taken into consideration as additional hours,
because the minimum time required is 30 minutes. If he leaves at
17:35, only 30 minutes after 17:00 will be taken into consideration
as additional hours, because the rounding point is 15. If he leaves
at 17:45, the rounding will be upwards, and a hole over hour will be
taken into consideration.
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6. Additional hours Compensation method
Add to AH to balance: if checked, the additional hours will
be added to daily balance at the specified percentage (the
default value is 100%);
Recup: additional hours will be added to counters RECUP
and AH.
Pay: overtime hours will be added to counter PAH.
Recup & Pay: overtime hours will be added to counters
RECUP, AH and to the pay counter PAH.
Due to the fact that the assignation of a pay group to an employee
will be made for a pay period, the administrator will decide weather
the additional hours worked in that period will be recuperated, paid
or both recuperated and paid. That is why the definition of the pay
group must take into consideration all possibilities for all employees
it is assigned to. Usually the additional hours are only for
recuperation.
The overtime settings definition is very similar with the one for a
non-Belgium overtime pay group system, with the amendment that
overtime is considered after a day limit, which is usually one hour
higher than norm.
In order to add quantity based overtime, click on the Add Level
link. A level will be displayed as in the image below:
The quantity based overtime tab contains:
1. Overtime Quantity Settings:
Level: represents the currency number of authorization
level; it is a value from 1 to 5;
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#Hours over: defines the number of hours needed to be
achieved over the reference (Ref.) before the overtime
can be applied. The reference for the Belgium overtime
system is always the Day Limit. The maximum value
that can be added is 71:59.
The #Hours over value must be higher as the level increases. If this is
not accomplished, a warning message will be displayed to the user at
save: “Sort authorization levels by hours over.”
If the user enters an identical number of hours, an error message will
appear when trying to save the shift: “Hours over for different
authorization levels are equal.”
Ref.: reference for the Belgium overtime system is
always the Day Limit:
2. Overtime Rules:
Minimum: the minimum time required to be considered
overtime;
Rounding: represents the rounding unit; a clocking
made inside an hour is rounded either downwards or
upwards to the rounding unit within a time period,
depending on its position related to the rounding point. If
the clocking falls on the rounding point, the clocking is
rounded upwards to the rounding unit;
Point: determines after how many minutes the clocking
will be rounded up or down to the set unit. The point
exact value is always included in the upward rounding;
Example:
The minimum time required to be considered overtime after the day
limit is 30 minutes. The rounding unit is 30 minutes and the point is
15 minutes.
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3. Overtime Compensation Method
Add to OT to balance: if checked, overtime hours will be
added to daily balance at the specified percentage (the
default value is 100%);
Recup: overtime hours will be added to counter RECUP and
to the level recuperation counters. There are 5 level
recuperation counters (RT1,...,RT5), each of them
calculating the overtime per level of authorization.
Pay: overtime hours will be added to a level pay counter.
There are 5 level pay counters (OT1,..., OT5), each of them
calculating the overtime per level of authorization.
Recup & Pay: overtime hours will be added to counter
RECUP, a level recuperation counter and a level pay counter.
There are 5 level pay counters (OT-PR1,..., OT-PR5) and 5
level recuperation counters (RT-PR1,... RT-PR5), each of
them calculating the overtime per level of authorization for
the recuperation or pay part.
Due to the fact that the assignation of a pay group to an employee
will be made for a pay period, the administrator will decide whether
the overtime worked in that period will be recuperated, paid or both
recuperated and paid. That is why the definition of the pay group
must take into consideration all possibilities for all employees it is
assigned to.
For further information about how to assign a pay group to an employee,
please read the Employee Linkage chapter.
Overtime systems will be ignored for employees that do not make
clockings!
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The percentage entered must be a positive number. The system allows
only values from 0 to 999. If different, the system will display a warning
message: “Invalid percentage in authorization level grid.”
Example of a Quantity Based OT (B) pay group definition:
4.10.2.4. Creating an Open Schedule Pay Group
Enter the Pay Group page. Click on the New pay group link on the
right upper corner of the page. Select type Open Schedule from the
calculation type drop-down menu:
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The next image will be displayed:
Define the following:
Name: mandatory, Unicode field, unique inside the domain. The
maxim number of characters is 64;
Entering a name that contains characters different than Unicode will
generate an error message: “Invalid pay group name!”
Entering an already existing pay group name will generate a warning
message: “Pay group name already registered!”
Period Duration: for Open schedule pay group it is always
Weekly;
Period Norm: the number of hours that should be worked
during the period duration. This value is used only for user
reference, the calculations will be based on the number of hours
assigned to each employee as Contract Target;
Day Limit: represents the working time limit for a working day.
What exceeds the day limit is countered as overtime;
APT Limit: represents the limit for additional hours for part-
time employees; for full-time employees that use an open
schedule pay group, the APT calculation will not be considered.
APT limit is set by default to a MONTHLY limit of 12 hours.
Explanations for APT calculation:
A part-time employee who is assigned an open schedule has to
accomplish a weekly number of hours (Contract target as defined in
Employees/ Definitions/ Pay Group linkage). If he/she exceeds
the target, the over hours will be calculated as APT but no more than
12 per month (average 3 hours per week). If he/she exceeds the target
and the APT hours, the over hours will be calculated as overtime.
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The APT tab contains:
1. APT Rules:
Minimum: the minimum time required to be considered
as additional hours;
Rounding: represents the rounding unit; a clocking
made inside an hour is rounded either downwards or
upwards to the rounding unit within a time period
depending on its position related to the rounding point).
If the clocking falls on the rounding point, the clocking is
rounded upwards to the rounding unit;
Point: determines after how many minutes the clocking
will be rounded up or down to the set unit. The point
exact value is always included in the upward rounding;
Example:
Supposedly an employee had accomplished his weekly target. The
minimum time required to be worked over the reference time in
order to be considered as APT hours is 30 minutes. The rounding
unit is 30 minutes and the point is 15 minutes. Working less than
30 minutes will not be taken into consideration, between 30 and 45
minutes will be calculated as 30 minutes, what exceeds 30 minutes
will be calculated as a whole hour.
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7. APT Compensation Method
Recup: APT hours will be added to the counters RECUP and
APT.
Pay: APT hours will be added to counter PAPT.
Recup & Pay: APT hours will be added to counters RECUP,
APT and to the pay counter PAPT .
Due to the fact that the assignation of a pay group to a part-time
employee will be made for a pay period, the administrator will decide
whether the additional hours worked in that period will be recuperated,
paid or both recuperated and paid. That is why the definition of the pay
group must take into consideration all possibilities for all employees it
is assigned to. Usually the additional hours are only for recuperation.
The overtime settings definition is identical with the one for a Belgium
overtime pay group system.
In order to add quantity based overtime, click on the Add Level link. A
level will be displayed as in the image below:
The quantity based overtime tab contains:
1. Overtime Quantity Settings:
Level: represents the currency number of authorization
level; it is a value from 1 to 5;
#Hours over: defines the number of hours needed to be
achieved over the reference (Ref.) before the overtime
can be applied. The reference for the Open Schedule
system is always the Day Limit. The maximum value
that can be added is 71:59.
The #Hours over value must be higher as the level increases. If this is
not accomplished, a warning message will be displayed to the user at
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save: “Sort authorization levels by hours over.”
If the user enters an identical number of hours, an error message will
appear when trying to save the shift: “Hours over for different
authorization levels are equal.”
Ref.: reference for the Open Schedule system is always
the Day Limit:
2. Overtime Rules:
Minimum: the minimum time required to be considered
overtime;
Rounding: represents the rounding unit; a clocking
made inside an hour is rounded either downwards or
upwards to the rounding unit within a time period,
depending on its position related to the rounding point. If
the clocking falls on the rounding point, the clocking is
rounded upwards to the rounding unit;
Point: determines after how many minutes the clocking
will be rounded up or down to the set unit. The point
exact value is always included in the upward rounding;
Example:
The minimum time required to be considered overtime after the day
limit is 30 minutes. The rounding unit is 30 minutes and the point is 15
minutes.
3. Overtime Compensation Method
Add to OT to balance: if checked, overtime hours will be
added to daily balance at the specified percentage (the
default value is 100%);
Recup: overtime hours will be added to counter RECUP and
to the level recuperation counters. There are 5 level
recuperation counters (RT1,..., RT5), each of them
calculating the overtime per level of authorization.
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Pay: overtime hours will be added to a level pay counter.
There are 5 level pay counters (OT1,..., OT5), each of them
calculating the overtime per level of authorization.
Recup & Pay: overtime hours will be added to counter
RECUP, a level recuperation counter and a level pay counter.
There are 5 level pay counters (OT-PR1,..., OT-PR5) and 5
level recuperation counters (RT-PR1,... RT-PR5), each of
them calculating the overtime per level of authorization.
Due to the fact that the assignation of a pay group to an employee
will be made for a pay period, the administrator will decide whether
the overtime worked in that period will be recuperated, paid or both
recuperated and paid. That is why the definition of the pay group
must take into consideration all possibilities for all employees it is
assigned to.
For further information about how to assign a pay group to an employee,
please read the Employee Linkage chapter.
Overtime systems will be ignored for employees that do not make
clockings!
The percentage entered must be a positive number. The system allows
only values from 0 to 999. If different, the system will display a warning
message: “Invalid percentage in authorization level grid.”
Example of an Open Schedule pay group definition:
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4.10.3. Editing a Pay Group
If you want to edit an existing pay group, go to Definitions/ Pay
Groups.
Click on the pay group name to enter the Edit Pay Group page.
Make the desired changes.
The Calculation Type cannot be changed in edit mode!
Click Save to apply changes or Cancel to discard.
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4.10.4. Removing a Pay Group
To select a pay group for removal, click in the checkbox to the right of
the pay group name so that it contains a tick. To deselect an absence
reason, click in the checkbox to the right of the absence reason so that
it is empty.
To select or deselect the entire absence list for removal, click on the
title of the Select head column. In order to remove the selected pay
group(s), click on the Remove link located at the top right side of the
page.
A confirmation screen is displayed:
Click on the OK button to delete the selected pay group(s). Click on the
Cancel button to discard the operation.
If a pay group is in use, a warning screen will be displayed, not
allowing the operation:
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4.11. Anomalies
The Anomalies page consists in a list of all anomalies that can block a Securex
export report if it is run using “export with anomaly check”. The user(s) can
decide whether the system should warn about the anomalies occurred or not. If
the user decides that an anomaly is a blocking one, the Securex export file
cannot be generated until the user takes appropriate actions. If he/she decides
that the anomaly is not a blocking one, the report can be generated without a
warning message.
The best approach is to run the export first with “anomaly check” and analyse
the anomalies. Solve those that need a solution to prevent a mistake in the
export. After that run the export again. If for some of the anomalies there is
no problem with the export data, the user might decide to generate the export
anyway, ignoring these remaining anomalies. In this case the second export
would be run without anomaly check.
In order to manage anomalies that can block export reports, enter the
Anomaly page from the Definitions menu. The following image will be
displayed, with the default settings:
To change the default settings, click on the anomaly name as in the next
image:
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You can select the blocking anomaly checkbox, if you decide that the user
should be warn every time it occurs, or uncheck it if you decide the anomaly
can be contained in a report.
Click Save to modify, or Cancel to discard the action.
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5. Daily Operations
After iTime iTR has been configured for the needs of your organization you can use
it to view the employee timecards, to edit the employee timecards and to generate
different types of reports.
The following subchapters contain instructions on how to perform these actions.
For details on how to log into iTime iTR see the Logging to the iTime iTR
Client Interface section in the Getting to know iTime iTR chapter of
this guide.
5.1. The Time Card Module
The TimeCard module enables you to view and modify timecards for each
employee. Timecards contain information regarding clockings and absences of
all employees.
To display the main screen of the TimeCard module select the TimeCard icon
from the navigation bar in the upper part of the screen. The following page is
displayed
The side menu displays a list of all the employees defined in the system. To
display the timecard of a certain employee, click his/her name from the list. The following screen is displayed:
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Timecard is displayed for the current week.
To display a timecard for a different week, open the Week drop-down
list and select a week — only weeks in the current and previous month
are listed. To change the number of clockings displayed, open the
Clockings drop-down list and select a number of clockings (4, 6, 8 or
20). Also, the number of displayed absences can be selected from 2
and 4 values.
No more than four (4) absences can be entered.
There are three tooltip windows displayed when placing the mouse
cursor over specific columns of any employee:
Day Shift Tool Tip: It displays information regarding the shift
assigned at that specific day for the employee:
Shift Name
NWT Zone
NWT
CS (Clocking Scope)
Anomaly ToolTip: It is displayed when placing the mouse
cursor over an exclamation mark in the anomaly column. It
displays (by name) all the anomalies that appear in that day,
such as:
Absences plus worked time exceed the norm
Absences plus worked time exceed the day limit
Clocking in core time
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Worked Hours < Daily Minimum
No Shift Available
Clocking Missing
Unauthorized overtime/additional hours
Number of Clockings Exceeded Limit (20)
Insufficient hours on workplace
Too late
Missing planning clocking
Invalid workplace
No workplace assigned
Absence Tooltip: It is displayed when placing the mouse
cursor over an absence and displays (by name) all the absence
reasons used for that day and their respective absence code.
To refresh the timecard, click on the Refresh button.
Selecting a certain number of clockings or absences to be displayed will
result in showing only the first clockings/ absences, regardless of the
actual number.
E.g.:
An employee made 9 clockings in one day. The value selected in the
Clockings drop-down menu is 4.
The displayed clockings will be only the first 4 clockings made by the
employee.
Moving the mouse over the day column, will display a tooltip, showing
the assigned shift for that specific day/employee.
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You can now create, modify and delete clockings in the timecard. You
can also create, modify and delete absences in the timecard.
If on a specific day there are more clockings then currently displayed (e.g.
5 clockings were made and the Time Card shows only 4), an indication is
added behind the last visible clocking ( ) to warn the user about this.
Only four clockings are displayed in this example but the actual number
of clockings is five. See the following picture.
When Clockings drop-down menu is set to 6, the fifth clocking is also
displayed.
For detailed instructions, see the sections Modifying a Clocking and
Deleting a Clocking in the current chapter.
For detailed instructions see the sections on Inserting an Absence,
Modifying an Absence and Deleting an Absence, in the current
chapter.
For the employees that do not make clockings, the image is not
available in the clockings section. There is a text indication in the upper
left of the Time Card screen about every employee that does not make
clockings. Already existing clockings will not be displayed.
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For the employees with an Open Schedule pay group assigned, the balance
field (BAL) will always be empty. For more information about pay groups,
please read the Pay Groups chapter.
5.1.1. Inserting a Clocking
To create a clocking in a particular day make sure the correct timecard
is displayed and the correct week is selected.
Click the Insert clocking button ( ) in the required day. The Insert
clocking button is replaced by a time control as in the following image.
Enter the desired value using the keyboard or use the spinner buttons
( ) to increase or decrease the existing values. Use the time control to
enter the clocking time — from 00:00 (default) to 23:59.
By spinning below 00:00, the time will show for example 23:00, but the
default day setting will move to "Previous Day".
You can use the assign button ( ) if the clockings overlap two
days.
For more information regarding the day assignment rules, please read the
Day Assignment paragraph from the Shifts chapter.
Click on the Insert button to enter a new clocking, or click on the
Cancel button to cancel the operation. Make sure you will save the
entries using the Save button to the right of the day entry, otherwise
none of the clockings or absences defined will be entered in the
system.
In the next paragraph, the graphical representations of various
clockings are explained.
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If a clocking is made outside of any defined clocking
scope, a brown dot is displayed in the timecard to the
left of the clocking, and the clocking will not be used in
calculations.
If a shift spans over more than one calendar day, all
clockings made in this shift will be attributed to the
reference day of the shift. If a clocking is made after
the end of the shift reference day, the icon from the left
will be present for that clocking.
See Figure A. (Shift’s clocking scope is 12:00 – 35:59)
If a shift spans over more than one calendar day, all
clockings made in this shift will be attributed to the
reference day of the shift. If a clocking is made before
the shift reference day, the icon from the left will be
present for that clocking.
See Figure B. (Shift’s clocking scope is -12:00 – 11.59)
If two or more different shifts are overlapping, all
clockings made in the overlap time interval will be
marked with the double square icon shown in the left
side of this table, meaning that the clockings are used
in calculation by multiple shifts.
See Figure C.
For more details regarding shifts definitions, please read the Shifts
chapter.
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In normal conditions clocking will be made by using a terminal or a
telephone. For more information regarding the terminal, please ask for the
IT30-ASP Terminal Installation & Operation Manual.
For information about X-Phone, the optional IVR solution, contact your
local distributor.
If the employee is assigned to a certain workplace, you should also
specify the location when adding a clocking; otherwise the clocking will
not be included in workplaces reports.
You cannot use workplaces if you do not have a subscription for this
option. Contact your supplier to request information or to activate the
option.
For detailed explanations about workplaces management and reports,
please read iTime iTR - Workplaces Management user manual.
5.1.2. Modifying a Clocking
To modify a clocking in a particular day make sure the correct timecard
is displayed and the correct week is selected.
Click on the clocking you want to modify.
The clocking is replaced by a time control, in edit mode.
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Use the spinner buttons ( ) to modify the existing clocking time —
from 00:00 to 23:59. Click the Save button to save the updated
clocking, or click the Cancel button to discard the update.
Use the assigning button ( ) if the clockings overlap days.
For more information regarding the day assignment rules, please read the
Day Assignment paragraph from the Shifts chapter.
5.1.3. Deleting a Clocking
To delete a clocking make sure the correct timecard is displayed and
the correct week is selected.
Click on the Delete Clocking button ( ) next to the clocking time you
want to delete, then click the Save button to the right of the day line.
The clocking is removed from the timecard after saving.
5.1.4. Inserting an Absence
To insert an absence in a particular day make sure you have selected
the appropriate timecard and week.
Absences that apply to multiple employees and/or days can be entered
into the system as Grouped Absences, from the Tools tab. For more
information, read the Grouped Absences chapter.
You can also use the overview functionality, in multi cell mode. For more
information, read the Changes in Multi Cell Mode chapter.
Click the Insert absence button ( ) in the required day.
The Insert absence button is replaced by a drop-down list as in the following image:
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Open the drop-down list and select an absence reason. Use the spinner
buttons ( ) to modify the duration of the absence or simply edit it by clicking on the field and manually input the duration.
Click the Save button to save the new absence or click the Cancel button to discard the operation.
Repeat the operation to enter a new absence. Make sure you save after you have entered all the desired absences (maximum 4 per day).
If a counter is linked to an absence reason, and if the creation of the
absence would result in a negative counter value, the system will warn the
user about it.
E.g.: An absence reason named “Authorized (AUT)” is linked to a monthly
counter with the same name. The user will make a correction for the AUT
counter from Tools/ Overview/ Single cell, as in the images below:
That means the employee is entitled to 10 hours of authorized absence in
the current month. Supposedly he already took 8 hours of authorized
absence in the previous day. The counter will subtract the value from the
entitlement (corrected value) and the remaining value can be seen in the
Overview page:
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The sum (∑ :02:00) represents the total remained (10:00 – 08:00).
If the user tries to insert an authorized absence of more than 2 hours, the
counter will turn negative and a warning message will appear informing
the user about it:
Clicking Yes will add the absence regardless the correction made; clicking
No will discard the operation.
The same situation occurs if the counter linked to an absence reason was
not assigned any value (by default the value is 00:00). The user will have
to authorize the absence creation.
For detailed instructions on the available types of absences and how to
define a new absence see the Absence Reasons section in the Defining
the Company Settings chapter of this manual.
5.1.5. Modifying an Absence
To modify an absence on a particular day make sure you have selected
the appropriate timecard and week.
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Click on the absence that you want to modify: the absence is replaced
by a drop-down list as in the following image:
Open the drop-down list and select a new reason for absence and use
the spinner buttons ( ) to modify the duration or simply edit it by
clicking on the field and manually input the duration.
Click the Save button to save the updated absence, or click the Cancel
button to cancel the update operation.
5.1.6. Deleting an Absence
To delete an absence make sure you have selected the appropriate
timecard and week.
Click on the Delete absence button ( ) next to the absence you want
to delete then click the Save button to the right of the day line: the
absence is removed from the timecard.
Click the Save button after completing all the required changes within the
selected day (multiple actions are allowed).
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5.2. The Web Clocking Application
Employees can make clockings and view their timecard in the Web Clocking
Aplication, using a username and password. The username is defined and can
only be changed by the iTime iTR users in Definitions/ Employees.
Employees can only change their password from their Web Clocking
Application.
5.2.1. Logging to the Web Clocking Application
Employees can enter their web clocking application following an
internet address provided by the attendance responsible. In order to
start using the Web Booking Application you need to access the web
application http address, as explained below:
Click on your favorite Internet Browser application icon, such as:
Click this icon to open the Internet
Explorer® browser
Click this icon to open the Mozilla Firefox®
browser
When your favorite Internet browser is loaded type in (or copy + paste)
the supplied http address in the address field and press ENTER to load
the page.
Internet Explorer® Mozilla Firefox®
After the page is loaded, your browser will display the Web Clocking
Interface page, waiting for you to fill in the blanks.
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Proceed as follows:
Click in the Domain field and type your provided domain name
(by the attendance responsible);
Click in the Username field and type the provided login name
(by the attendance responsible);
Click in the Password field and type the associated password of
the login name, as provided by the attendance responsible. You
can change the password after you log in;
Select the Remember me checkbox if you want your browser
to remember the Domain and Username fields next time you
want to login. The password will not be remembered;
Click Enter or press the ENTER button on your keyboard.
If your login details are correct, the login process will be successfully
completed and you can enter the Web Clocking Application. The
following page will be displayed:
The following pages are available:
The Add Clocking Page – this page is available only for employees
that make clockings. The Web Clocking Application for employees
that do not make clockings does not include this page.
The Timecard Page – employees can see their timecard exactly as
from the iTime iTR application, but they cannot modify clockings, add
or modify absences.
The Change Password Page – employees can change their login
password. The password can also be changed by the attendance
responsible(s) form the Definitions module.
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5.2.2. Adding a Clocking Using Web Clocking
Application
For employees that make clockings, the default page after logging in is
Add Clocking. Click on the Add clocking button to add a web
booking. You are not allowed to modify the date and time.
The next page will be displayed with the booking result:
Employees that do not make clockings do not have the Add clocking
option. The Timecard page is the default page, as in the image below:
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Employees that have a workplace assigned can check the location
placing the mouse over the clocking record, as in the next image:
If you also use workplaces, clockings made using the Web Clocking
application will not be assigned to any location! Please use only the
workplace devices assigned in that purpose (iT30 or/and telephone).
5.2.3. Viewing the Time Card on the Web
Clocking Application
Clicking on Timecard from the left side menu will display your time
and attendance situation. Tooltips will provide more details about
absence reasons, anomalies and shifts. Use the drop-down menus to
change the viewing options.
The page is read-only. Please contact the attendance responsible if there
are anomalies in your timecard!
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5.2.4. Changing the Web Clocking Password
Click on the Change Password link from the left side menu to change
the login password. The next image will be displayed:
Proceed as follows:
Type in the current password, in the Old Password field, for
validation;
Type in the new password in the New Password field;
Retype your new password in the Confirm New Password in
order to be sure you have not mistyped your password.
Click on the Save button in order to change your password, or
Cancel to discard the password change. A successful changing
password operation will display the following message:
“Password changed successfully!”. Canceling will result in
clearing the fields, allowing you to move away from the page.
The password is case-sensitive and has a maximum length of 32
characters that can contain any combination of the following characters: a-
z, 0-9, . (point), - (dash) and _ (underscore). The password must contain
at least 4 characters.
The Old Password, New Password and Confirm New Password are
mandatory fields. If not completed one of the following messages will be
displayed: “Please specify your old password” or “Please specify your new
password”.
Mistyping the old password will display an error message: “The old
password is incorrect.”
If one of the passwords does not comply with the accepted password
format, an error message will be displayed: “The new password must be at
least of 4 characters” or “The new password contains invalid characters.
Only a-z, 0-9, . (point), - (dash) and _ (underscore) characters are allowed
in this field.” If the new password is different from the confirmation one,
an error message will be displayed: “The new password entries did not
match”.
For security reasons, the password will never be shown; (*) characters will
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be displayed instead.
5.3. The Reports Module
The Reports module allows you to generate reports containing different data
according to the needs of your organization.
To display the Reports page, click the Reports icon from the horizontal
navigation bar. The following screen is displayed:
The following pages are available in the Reports module: the Pay Period
page (default), the Absence page, the Anomaly page, the Billing page and
the Export page, the Planning Anomaly page, the Planning Analysis page,
the Workplace Planning page, the Employee Planning page, the
Workplaces page and the Worked Hours page.
Planning Anomaly, Planning Analysis, Workplace Planning,
Employee Planning, Workplaces and Worked Hours are workplace
management related reports and cannot be generated without a
subscription for this option. Contact your supplier to request information or
to activate the option.
For detailed explanations about workplaces management and related
reports, please read iTime iTR - Workplaces Management user manual.
The Pay Period page allows you to generate a report containing all absence /
attendance data for the selected employees. The Absence page allows you to
generate a report containing all data about absences for the selected
employees. The Anomaly page allows you to generate a report containing data
about any attendance anomalies for the selected employees. The Billing page
is used to generate billing reports. The Export page is used to export
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employee data in various formats (according to client’s requirements) to
payroll systems.
5.3.1. Creating Reports
The Reports module enables you to view and print reports that contain
different types of information.
To select the Reports module in the navigation bar, click on the
Reports icon. The following screen is displayed:
The side menu will show a list of types of reports that can be
generated. By default, the Pay Period page is displayed. A list of
employees defined in the system is also displayed in the central part of
the screen.
5.3.2. About The Pay Period Report
This is the default page of the Reports module. A list of all the
employees defined in the system is displayed. The following data is
available:
Employee Id: this is the number automatically assigned by the system
to all defined employees.
Last Name: represents the employee’s last name.
First Name: represents the employee’s first name.
Card Id: represents the card ID associated with the current employee.
Department: represents the department where the employee works.
Payroll Id: represents the employee associated Id used by the payroll
companies.
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Select: this checkbox is used for selection. The report will be
generated only for checked employee data.
Employees can be sorted by ID, Last name, First name, Card ID,
Departments, Payroll ID simply clicking on the category — click once to
sort in ascending order, click twice to sort in descending order.
To select/deselect all employees, click on Select – click once to select all,
click twice to deselect all.
Note that any new sorting method will be reflected also in the resulted
reports.
Click on the ( ) Start date icon to display the calendar and select a
start date.
Current day will be marked with .
Click on the ( ) End date icon to display the calendar and select an
end date.
Click on a day in the displayed month to close the calendar and enter
that date in the Start date or End date box.
The Start date and End date selection is kept throughout the session.
Start date and End date are limited to one month in the past, from the
beginning of the week the previous month started, and extended to one
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month in the future.
For example, if the current month is March 2009, the last Start date/End
date that can be selected in the past is the beginning of the week the
previous month started, January 26, 2009:
The last Start date/End date that can be selected in the future is the last
day of the next month, April 30, 2009;
If the Set page break per employee option is checked, the report will
allow printing one employee per page. By default, this option is not
enabled.
If the Display weekly subtotals option is checked, the report will be split
by weeks, showing total amount for each passing week within selected
time interval.
Click the Display button to generate the report, using the specified
filters. If the filters are not used, the following message will appear:
“No employee selected for reporting!”.
Click the Print button to generate a printer-friendly version of the
report, using the specified filters and print it.
Click the Save button to save the report in HTML format. The user can
save the report by choosing the File/Save as… option from the
Windows® menu. The default file name will be Pay Period Report.
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5.3.2.1. Creating a Pay Period Report
A pay period report lists all the clockings, breaks, overtime and
absences for selected employees within a particular time frame,
calculates the total hours worked, and compares the totals to the target
hours. Differences are displayed in a balance figure.
To start creating a pay period report make sure the Reports module is
selected. If necessary, in the side menu, click on the Pay Period link.
A list of employees is displayed.
Use the Select checkboxes (the last column to the right) to select the
employees you want to include in the report or simply click on the
employee fields. A tick will appear in the selected checkbox. To select
all employees, click on the Select head column. At least one employee
has to be selected in order to generate a report.
Use the Start date box and the End date box to determine the
interval for which you want to generate the report. Note that the end
date must be later than the start date and the default value for the end
date is the current day. The Pay Period Report can be generated for a
maximum of 3 months period, by selecting the first day of the week the
previous month started and the last day of the next month.
The Display and Print buttons enable you to display the report in a
suitable format for viewing it on screen, or printing it.
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Example of the Pay Period Report generated using the Display button:
Explanations:
Days Represents the dates of events displayed.
Clockings
Represents the time stamp of all clockings. The time
stamps between brackets are the original clockings.
They are shown if a clocking was modified by using the
Time Card.
Clocking assignment is given by the icons. For more
information regarding these icons, please read the
Inserting a Clocking chapter.
BREAK
Represents the total amount of break taken, for that
day, by the employee. The amount will not be shown for
the value 00h:00m.
ACTUAL
Represents the actual time worked by the employee, for
that day. The amount will not be shown for the value
00h:00m.
BAL
(Balance)
Represents the difference between the actual time
worked and the normal working time. The amount will
not be shown for the value 00h:00m.
Overtime
Represents the number of overtime hours worked by
the employee. The amount will not be shown if the
value is 00h:00m.
This value is generated either in the overtime zones, if
the shift uses overtime zones or in QBOT1 to 5
counters, if the shift uses quantity based overtime.
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AH Represents the number of additional hours of employees
with a Quantity Based OT (B) pay group assigned.
APT
Represents the number of additional hours of part-time
employees with an Quantity Based OT (B)/ Open
Schedule pay group assigned.
Absence Displays the type of absence registered.
Duration The total duration of absence(s) made in that day will
be displayed in the <HH:mm> format
The Pay Period Report for employees that do not make clockings and
for all employees in export anticipation situations will show only the
daily counter ACTUAL, if the are no absences defined or the absences
total value is less or equal to norm time. The value of the counters
BREAK, BAL and Overtime are supposed 00:00. For an employee that
does not make clockings it is assumed that his/her active time on a
daily basis is always equal to the norm time, unless he/she was
assigned scheduled absences by the user. If the absences cumulate a
higher value than the norm time value, the counters shown in this
particular case are: ACTUAL, BAL and OV.
To go back to the report options click the Close button at the top right
of the report.
Example of the Pay Period Report generated using the Print button:
Click on the Print button to print the report (in case the report is
generated using the Print option).
Select the File/Save as… from the Windows® menu to save the report as
a HTML page (in case of the report generated using the Save button).
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5.3.3. About The Absence Report
The Absence page allows you to generate reports containing employee
absences data.
To display the Absence page, click the Absence link in the main
Reports page:
See the previous section for details on the data available.
5.3.3.1. Creating an Absence Report
An absence report lists all the recorded absences for selected
employees within a particular time frame.
To start creating an absence report make sure the Reports module is
selected. If necessary, in the side menu, click on the Absence link. A
list of employees is displayed.
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Use the Select checkboxes (the last column to the right) to select the
employees you want to include in the report or simply click on the
employee fields. A tick will appear in the selected checkbox. To select
all employees, click on the Select head column. At least one employee
has to be selected in order to generate a report.
Use the Start date box and the End date box to select the time period
you want to generate the report. Note that the end date must be later
than the start date and the default value is the current day.
The Start date and End date selection is kept throughout the session.
Start date and End date are limited to one month in the past, from the
beginning of the week the previous month started, and extended to one
year in the future, up to December 31.
For example, if the current month is March 2009, the last Start date/End
date that can be selected in the past is the beginning of the week the
previous month started, January 26, 2009:
The last Start date/End date that can be selected in the future is the last
day of the next year, December 31, 2010;
The Display and Print buttons enable you to display the report in a
suitable format for viewing on screen or printing. If the Set page
break per employee option is checked, the report will allow printing
one employee per page. By default, this option is not enabled.
Example of an Absence Report generated using the Display button:
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5.3.4. About The Anomaly Report
The Anomaly page allows you to generate reports containing
information about any anomalies in the attendance of the employees.
Here is a list of possible anomalies:
Absence(s)
duration is
higher than
day limit
The anomaly is shown if the total absences duration
of an employee with an Open Schedule pay group
assigned exceeds the day limit.
Absence(s)
duration is
higher than
norm
The anomaly is shown if the total absences duration
of an employee with a Quantity Based OT/ Quantity
Based OT (B) / Flex pay group assigned exceeds the
norm.
Absences
plus worked
time exceed
the day limit
The anomaly is shown if the total absences duration
cumulated with the working time for an employee
with an Open Schedule pay group assigned exceeds
the day limit.
Absences
plus worked
time exceed
the norm
The anomaly is shown if the total absences duration
cumulated with the working time for an employee
with a Quantity Based OT/ Quantity Based OT (B) /
Flex pay group assigned exceeds the norm.
Calculation
error:
This anomaly is shown when a calculation error of
any kind occurred.
Clocking in
core time:
One or more clockings have been made in the core
time interval.
Cumulated
normal hours
< Contract
Target
The anomaly occurs in the last day of the period if
the cumulated normal hours worked by an employee
with an Open Schedule assigned are less than the
target.
Hours
Worked <
Daily
Minimum:
If the total amount of worked hours is less than the
Norm Time value declared in the active shift for the
day, the Hours Worked < Daily Minimum
anomaly is displayed.
Missing
clocking:
This anomaly is displayed when the number of
clockings made is uneven. Note that the system will
remove from calculations the last clocking, if
uneven.
More then 10
records per
day are
available
The maximum number of records/day the system
accepts is 10. If more than 10 records per day are
available for an employee, the anomaly is displayed
and only the first 10 records are taken into account.
This anomaly is specific to the Securex export.
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Negative
counter value
This anomaly is shown if a counter turned negative.
This anomaly is specific to the Securex export.
No shift
available:
If there is no active shift for the given date, or if the
employee has no shift assigned, the No shift
available anomaly is shown.
Number of
clockings
exceeded
limit (20):
The maximum number of clocking the system
accepts is 20. If more than 20 clockings are made
by an employee, the Number of clockings
exceeded limit (20) anomaly is displayed and only
the first 20 clockings made are taken into account.
Unauthorized
overtime/
additional
hours
The anomaly shows that there is overtime/
additional hours that need authorization.
Worked hours
+ absence
duration
results in
exceeding
the contract
hours
The anomaly is shown if the total absences duration
cumulated with the working time for an employee
with a Open Schedule pay group assigned exceeds
the contract hours.
To display the Anomaly page click the Anomaly link to the left of the
page:
For the employees that do not make clockings, the report will show no
anomalies, unless the absences defined (if any) cumulate a higher
value than the norm time. In this case the report might show the
“Unauthorized overtime” anomaly.
See the section about the Pay Period Report for details on the data
available.
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5.3.4.1. Creating an Anomaly Report
An anomaly report lists all anomalies for selected employees within a
particular time frame.
To start creating an anomaly report make sure the Reports module is
selected, then click on the Anomaly link in the side menu. A list of
employees is displayed.
Use the Select checkboxes (the last column to the right) to select the
employees you want to include in the report or simply click on the
employee fields. A tick will appear in the selected checkbox. To select
all employees, click on the Select head column. At least one employee
has to be selected in order to generate a report.
Use the Start date box and the End date box to select the time period
you want to generate the report.
The Start date and End date selection is kept throughout the session.
Start date and End date are limited to one month in the past, from the
beginning of the week the previous month started, and extended to one
month in the future. The end date must be later than the start date and
the default value is the current day.
The Set page break per employee button enables each employee
report to be displayed on individual pages.
The Display and Print buttons enable you to display the report in a
suitable format for viewing on screen or printing.
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Example of an Anomaly Report generated using the Display button:
Example of an Anomaly Report generated using the Print button or the
Save button:
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5.3.5. About The Billing Page
Some billing items of information can be seen in the Reports module/
Billing. The following page will be displayed, allowing you to select the
period you want the report to be generated:
The billing report consists of:
o Period: the selectable period available is the current month
and previous month; also a month – year format is visible
below the Customer information.
o Customer: customer name corresponds to the domain full
name from iTime iTR Administration Tool application.
o Amount of employees with clocking activity: shows all
employees who have at least one clocking made, employees
with “does not make clockings” option checked and
employees that have at least one absence attached.
o Amount of terminals in use: shows the number of all iT30
terminals in use.
o Amount of x-phones in use: shows the number of all X-
phones in use.
o X-phone phone number in use: shows the telephone
number used for clockings.
After choosing the period you want to generate a report for, click
Display. A print-friendly page is also available at Print. To save the
current information in a different document, click Save. Only HTML
format is available on saving.
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5.3.6. About The Export Page
The Export page is used to generate export reports of attendance for
payroll administration. Generated reports are used to export employee data
based on a prior selection of attendance data and counters (in Definitions/
Export Definitions), in various formats according to your payroll
administrator(s) or outsourcing payroll company requirements.
The generated reports are based on the input made in the Definitions/
Export Definitions. For more details, please read the Export Definition
chapter.
It is always a good idea to check your browser security download settings
before generating an export report. Sometimes, due to the wrong settings
there, an export report cannot be generated.
If you are using Internet Explorer, in Internet Options – Security – Custom
level... – Downloads – Automatic prompting for file downloads, make sure
that Enable is checked, as in the image below:
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5.3.6.1. Creating an Export Report
In order to generate an export file report, go the Export option from
the Reports page. Select an export from the drop-down module. Place
the mouse over its name and click it. The exports are alphabetically
arranged.
Exports names are the ones defined in Definitions / Export Definitions.
If no exports were priorly defined, the drop-down menu will be empty. To
create/edit an export, please read the Export Definitions chapter.
Export reports are available only if employees were priorly selected for
export in Definitions / Export Definitions.
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5.3.6.1.1 Creating a Securex Type Report
In order to generate a Securex export, make sure that you chose a
Securex type export from the drop-down menu and the page is
displayed as in the following image:
The Securex type export page contains:
Start Date: the starting date of the period you want the report
to be generated; select a date from the calendar ( ) icon.
End Date: the ending date of the period you want the report to
be generated; select a date from the calendar ( ) icon.
The Start date and End date selection is kept throughout the session.
Start date and End date are limited to one month in the past, from the
beginning of the week the previous month started, and extended to one
month in the future.
Drop-down menu: contains exports names, alphabetically
arranged. Drop-down menu options are based on the input
made in the Export Definitions.
Export with anticipation checkbox: if checked, the option will
display a calendar ( ) icon. It is used to adjust to norm time
the days that have not been worked yet until the selected End
date, excepting the scheduled absences. For example, if the
export is generated on the 25th of the month and the ending
period selected must be the 30th of the month (for payroll
purposes), checking this option will adjust to norm time the
days from 25 to 30, if no absences are scheduled.
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The Export with anticipation date is limited to one month in the past,
from the beginning of the week the previous month started, and extended
to one month in the future.
The Export with anticipation date must be prior to End date. If this
condition is not met a warning message will be displayed: “The anticipation
start date must fall in the range between start date and end date.”
The default Export with anticipation date is current date.
The daily counters for the anticipated days will be calculated
using the norm time and the scheduled absences. The counters
that can be calculated in this particular case are: ACTIV, AT,
ATLT and AT-ATOT. The value of the counters BREAK, ATOT and
BAL are supposed 00:00. It is assumed that the active time on a
daily basis is always equal to the norm time, unless there were
assigned scheduled absences by the user. If the absences are
less or equal to norm time, the active time will be: AT = Norm
time – Absences; if the absences cumulate a higher value than
the norm time value, the counters that can be calculated in this
particular case are: ACTIV, AT, ATLT, AT-TOT, BAL, QBOT 1 to 5
and RECUP. The value of the counters BREAK, ATOT are
supposed 00:00.
Correction export checkbox: if checked, the option will
generate the attendance changes made after the previous
report, but only for employees whose attendance data suffered
modifications. For example, if the report was anticipated with 5
days before the payroll month ended and some attendance
changes occurred in this period, the user(s) can modify the
export report for the employees whose attendance data suffered
modifications by checking the Correction export option. The
option handles changes between the date the original export
report was generated and the pay day.
Export with anomaly check: if checked, the option will
generate an anomaly report first (if there are any anomalies); if
unchecked (default) the report will be generated directly, no
matter if anomalies are present, and will show no more than 10
records per day.
Employee data: The rows of the table list represent the
employees, while columns represent the employees’ details.
Select column: The data used in the export file will be
generated for the employees selected here. One or more
employees can be selected by checking their respective
checkboxes ( ). To select all employees, click on the Select
head column ( ).
The exclamation mark : if displayed, the mark shows the
number of employees not exported, as a result of the selections
made in Definitions/ Export Definitions.
Export: After configuring the export details, clicking the Export
button will generate the export file.
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If there are attendance anomalies in export report, which the user defined
them as blocking, checking Export with anomaly check will prevent
them refusing the export that can ultimately result in a faulty pay-slip,
In the report heading will be displayed the following message: “There are
anomalies that prevent the Export file from being generated. The errors
mentioned below must be corrected before running the export report
again.” The export is refused until corrections will be made.
For more information about blocking anomalies definitions, please read the
Anomalies chapter.
If all anomalies are solved or the anomalies were not defined as
blocking ones , an export can be generated, after clicking Export.
Make sure that you select the Start date, End date, anticipation date
if necessary and the employee(s) you want to generate a report for.
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The Securex export is an ASCII file. The filename will appear
“MGSxxxxx.LON” format, where xxxxx is the Main Company Code
specified on Export Definitions level.
The maximum number of hours that can be put in one record is 99:59.
If more is to be exported, this value can be split up into multiple
records with the same code (and a different sequence number).
After clicking Export you will be prompted for selecting a destination
for the export file. Choose Open for displaying the file, Save for saving
the file or Cancel to abort the exporting process.
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5.3.6.1.2 Creating a Standard Type Report
In order to generate a standard export, make sure that you chose a
standard type export from the drop-down menu and the page is
displayed as in the following image:
The standard type export page contains:
Start Date: the starting date of the period you want the report
to be generated; select a date from the calendar ( ) icon.
End Date: the ending date of the period you want the report to
be generated; select a date from the calendar ( ) icon.
The Start date and End date selection is kept throughout the session.
Start date and End date are limited to one month in the past, from the
beginning of the week the previous month started, and extended to one
month in the future.
Drop-down menu: contains exports names, alphabetically
arranged. Drop-down menu options are based on the input
made in the Export Definitions.
Employee data: The rows of the table list represent the
employees, while columns represent the employees’ details.
Select column: The data used in the export file will be
generated for the employees selected here. One or more
employees can be selected by checking their respective
checkboxes ( ). To select all employees, click on the Select
head column ( ).
The exclamation mark : if displayed, the mark shows the
number of employees not exported, as a result of selections
made in Definitions/ Export Definitions.
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Export: After configuring the export details, click the Export
button to generate the export file. You will be prompted for
selecting a destination for the export file. Choose Open for
displaying the file, Save for saving the file or Cancel to abort
the exporting process.
In order to generate a standard report, make sure that you selected
the Start date, End date, and the employee(s) you want to generate a
report for.
The standard export type exports performance data in an XML format
combined with an optional style-sheet. This provides the opportunity to
use this export as the basis for creating different kinds of exports by
changing the style-sheet.
The export filename is fixed ‘export.xxx’ where the extension is
determined by the style-sheet used. Is no style-sheet is used, the ‘xml’ extension is assumed.
After clicking Export you will be prompted for selecting a destination
for the export file. Choose Open for displaying the file, Save for saving
the file or Cancel to abort the exporting process.
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The XML format is as follows:
Company settings: consists of 5 free fields. Each field is
optional and can contain up to 32 characters. They are exported
as C1 to C5.
Employees []: employee’s part contains a collection of the
exported employee(s). For every employee in the collection the
following items of information are exported:
o Employee info: contains employee’s name, Id
(numerical) and 5 additional fields. The additional fields
are free and can be filled by the user(s). Each additional
field is optional and can contain up to 32 characters.
They are exported as E1 to E5.
o Calendar dates []: contains a collection of all days
specified in the export request, even if there are no detail
(shift info/ performance counters) available. Future
calendar dates are not exported.
Shift info: contains the shift name, shift code,
normal working time (NWT) and 5 free additional
fields. Additional fields are optional and can
contain up to 32 characters. They are exported
as S1 to S5.
Counters []: contains all performance counters
and absence values that were setup for export.
Only counters that received a value in their
related ‘additional field’ and have a value for the
respectively calendar date will be exported.
Counter code: this code is taken from
the user-entered additional field that is
provided for each performance counter
available for export.
Counter type: the counter type defines if
a counter is a calculated-result or an
absence-value.
Counter value: this field carries the
value of the counter in minutes. It can
contain a positive or negative value.
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An optional XSL (style-sheet) file can be assigned to the export
definition that will transform the xml file into another format (HTML,
flat-file, etc.).
Example of html report:
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Example of text report:
For more information about attaching XSL files, please read the Creating
a Standard Export Definition chapter.
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6. The Tools Page
6.1. The Overview Page
This page allows you to visualize specific daily and periodic counters for each of
your employees for a given period of time, as well as anomalies and absences.
Additionally, changes/corrections can be carried out for any employee on any
given day, and even more convenient, these changes/corrections can be
operated for multiple days/employees at once, using the Multi Cell Mode.
In order to generate an overview report, please follow these steps:
1. Select the Start date, by clicking on this icon.
Note that Start date is limited to one month in the past, from the
beginning of the week the previous month started, and extended to one
year in the future, up to December 31.
2. Select the time span of your overview report by selecting a value from
the Period drop-down menu.
3. Select the criteria based on the Overview report will be generated
(multiple criteria can be selected):
For the Workplaces Management option, if you select activity planning,
or/and workplace anomalies, only absences can be also selected.
Activity planning – The overview report will display the workplace
activity planning of all defined employees.
Workplace anomalies – The overview report will display the
workplace anomalies of all defined employees.
You cannot use workplaces if you do not have a subscription for this
option. Contact your supplier to request information or to activate the
option.
For detailed explanations about workplaces management and reports,
please read iTime iTR - Workplaces Management user manual.
Absences – The overview report will display the absences of all
defined employees in the system.
Anomalies - The overview report will display the anomalies
registered in the selected period of time.
Overtime System - The overview report will display the overtime
system used by the pay group assigned.
Counters – The overview report will display only the attendance
data based on the selected counters, for all defined employees in
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the system. Choose one or more counters (up to 5), as in the
image below:
Save the changes made. The counters chosen will be displayed in
Overview.
4. Click on the Refresh button, to apply the filters used and display the
results.
Example of Overview page:
Placing the mouse cursor over an absence bar, as in the image below,
will result in displaying a tooltip window containing the duration, name and
the code of the absence.
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Placing the mouse cursor over an anomaly sign (!), as in the image
below, will result in displaying a tooltip window containing the list of
anomalies. The last five (5) anomalies will be displayed.
Placing the mouse cursor over a list of counters, as in the image below,
will result in displaying a tooltip window containing the list of counters
available for that day. The overview can be filtered by a maximum number
of five (5) counters at a time. If a periodic counter is displayed, it will show
the daily value (the value that modified the periodic counter).
Placing the mouse cursor over a correction (the < > icon), as in the
image below, will result in displaying a tooltip window containing the list of
applied corrections and the value of these corrections. For more
information regarding corrections, please read the next sub chapter,
About Corrections.
6.1.1. About Edit Mode
When viewing the Overview page, changes can be operated for
counters, absences and shift assignments in two ways:
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In Single cell mode, by clicking the cell of the day you want to
apply changes/corrections.
In Single cell mode, clicking a day cell will allow you to make changes
regarding the following:
Clockings (add new ones or edit/delete existing ones);
Absences (add new ones or edit/delete existing ones);
Shift Assignment (assign a different shift or change the Clocking Scope);
Corrections (operate changes on counters);
Overtime (manage overtime);
Workplaces (manage workplaces assignment).
For the employees that do not make clockings, the image is not
available in the clockings section.
In Multi cell mode, by clicking multiple day cells and then
selecting the action from the Actions… drop-down menu.
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In Multi cell mode, selecting multiple day cells will allow you to operate
changes regarding the following:
Add Absence: adds an absence of a specific duration for all selected day
cells;
Remove Absence: removes the selected absence (if present in the
selected cells) from all selected day cells;
Assign Shift: assigns a different shift for the selected day cell(s) or
changes the Clocking Scope;
Overtime Authorization: authorizes different levels of overtime for the
selected day cell(s) (up to 5).
Change Overtime System: changes the overtime system assigned.
AH Authorization: authorizes the additional hours (if not authorized).
Change AH System: changes the additional hours system.
APT Authorization: authorizes the additional hours for part-timers (if not
authorized).
Change APT System: changes the additional hours system for part-
timers.
Remove Workplan: removes a workplan assigned.
6.1.2. Changes in Single cell Mode
In Single cell mode, changes/corrections can be made by clicking the
cell of the day you want to apply them, as in the following picture:
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The right side of the window will always display the counter values (both
daily counter and custom defined ones). Changes will be executed only in
the left side of the window.
6.1.2.1. The Clockings TAB
This is the default tab of the Single cell edit window. It is possible to
edit (using the spinner buttons ), delete (using the delete icon) or
add clockings (using the button). You can also assign a workplace to
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an employee, using the appropriate drop-down list. Click the Apply
button to save the changes made or Cancel to discard them.
If the Apply button is clicked, the Overview Actions window will remain
opened. Pressing the OK button will result in saving the changes made and
closing the overview window.
Notice that the counters window if different, depending on the pay group
assigned to each employee.
Flex pay group:
Quantity Based OT pay group:
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Quantity Based OT (B) pay group for a full time employee:
Quantity Based OT (B) pay group for a part time employee:
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6.1.2.2. The Absences TAB
From here, absences can be added, by clicking the button, edited or
deleted by clicking the button. Click the Apply button to save the
changes made or Cancel to discard them.
When the Apply button is clicked, the overview edit window will remain
open, displaying the changes made.
Pressing the OK button will result in saving the changes made and
returning to the Overview page.
The maximum number of absences that can be entered is four (4).
6.1.2.3. The Shift Assignment TAB
Different shifts can be assigned for the selected day cell or the Clocking
Scope can be changed. Change the shift assignment as follows:
None: if selected no shift will be assigned for that day.
According to schedule: the option ensures the compliance
with the Shift Schedule defined. If no Shift Schedule was
defined, the setting will display the default data. Ovr Clocking
scope allows the user(s) to define the shift period changes only
for the day selected, if other than the period defined in Shift
Schedule.
Assign different schedule drop down menu: select a different
shift to be assigned.
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Ovr Clocking scope allows the user(s) to define the shift
period changes only for the day selected, if other than the
period defined in shifts assigned.
Click the OK button to save the changes made and return to the
Overview page, the Apply button to save the changes and remain in
the edit window or Cancel to discard them.
The Current section indicates the name of the Shift currently assigned and
the status of the shift that can be as follows:
: indicates that there are no gaps or overlaps between the shift
assigned for the current day and those assigned for the previous and next
day.
: indicates that either a gap or an overlap is present between the shift
assigned for the current day and those assigned for the previous and next
day.
If the Apply button is clicked, the Overview Actions window will remain
opened. Pressing the OK button will result in saving the changes made and
closing the overview edit window.
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6.1.2.4. The Corrections TAB
From here, the values of all counters can be modified, a correction value can
be deleted altogether (using the button). Click the Apply button to save
the changes made or Cancel to discard them.
To remove a counter correction, just edit its value to 0000:00, or click the
button.
The maximum value of a correction is 1000h:00m.
A correction value can be either positive or negative. To add a negative
correction you must delete the “0000” first.
If the Apply button is pressed, the Overview Actions window will remain
opened. Pressing the OK button will result in saving the changes made and
closing the overview edit window.
The correction window will contain the daily counters, the counters used by
the pay group assigned and the periodic counters. For more information
about counters, please read the Counters chapter.
If a periodic counter is linked to an absence reason and the periodic
counter assigned was given a standard value in Tools/ Overview (single
cell)/ Corrections, the absence reason value will be subtracted from the
correction value (the assigned value from Tools/ Overview (single
cell)/ Corrections) each time it occurs.
E.g.: The absence Authorized (AUT) is linked to an annual counter starting
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July 13 having the same name, as in the image below:
The user wants to define a total authorized absence entitlement (in hours)
for an employee at a certain date. This can be made in Tools/ Overview
(single cell)/ Corrections:
The user adds an authorized absence of 2 hours for the employee Burk Tim
on July 14th. The amount of authorized absence assigned will be subtracted
daily from the total amount of total assignment:
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The sum (∑ :10:00) on July 14 represents the total remained (10:00 –
2:00). The sum can be seen only if the counter AUT was selected to be
displayed in the Overview page.
The user can see the daily evolution of counter in Overview:
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Each time the absence occurs, its value will be subtracted from the total
defined.
6.1.2.5. The Overtime TAB
From here, you can choose another overtime system then defined for
that day or you can authorize (if it was not automatically authorized
when linked to the employee), modify or reject the overtime/additional
hours for a single day.
The TAB contains different features, depending on the pay group
overtime system assigned to each employee.
Example of Overtime TAB for Quantity Based OT pay group:
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Example of Overtime TAB for Quantity Based OT (B) pay group for a
full time employee:
Example of Overtime TAB for Quantity Based OT (B) pay group for a
part time employee:
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Example of Overtime TAB for Open Schedule pay group:
6.1.2.5.1 Changing Overtime/ Additional Hours System
Changing the overtime/additional hours system will overwrite the
settings defined when linking a pay group to an employee for that day.
The options are:
Recup: overtime/additional hours will be added to a
recuperation counter.
Pay: overtime/additional hours will be added to a pay
counter.
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Recup & Pay: overtime/additional hours will be added to
both a recuperation counter and a pay counter.
To change the overtime/additional hours settings, select another option
from the system drop-down menu, as in the following examples:
6.1.2.5.2 Authorizing Overtime/ Additional Hours
The sign (blue colored) in Overview page shows that the
overtime/additional hours were authorized automatically when linked to
employees:
The sign (green colored) shows that the overtime/ additional hours
were authorized manually, and the sign (red colored) shows that the
overtime/ additional hours are unauthorized:
The user can authorize the overtime/ additional hours automatically
when linking a pay group to an employee; if empty, the checkbox
Authorize will not ask for authorization if overtime/ additional hours
occur:
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From the Overview single cell page, the automatically authorized time
will be grayed, not allowing modifications on the authorization options:
The overtime/ additional hours authorization menu contains:
Level: the authorization level defined in the pay group
definitions;
Overtime: the amount of overtime for each level defined;
Authorized: the amount of authorized overtime for each level.
Clicking the UNDO sign will result in not taking into
consideration the authorized overtime (the authorized hours will
become 00:00). Use the spinner buttons to change
authorizations;
Rejected: the amount of overtime rejected for each level.
Clicking the UNDO sign will result in not taking into
consideration the rejected overtime (the rejected hours will
become 00:00). Use the spinner buttons to change rejections.
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The additional hours/ additional hours for part-time work authorization
menu contains:
Additional Hours/ Additional hours parttime work: the
amount of additional hours worked by an employee;
Authorized: the amount of authorized additional hours.
Clicking the UNDO sign will result in not taking into
consideration the authorized additional hours (the authorized
hours will become 00:00). Use the spinner buttons to change
authorizations;
Rejected: the amount of rejected additional hours. Clicking the
UNDO sign will result in not taking into consideration the
rejected additional hours (the rejected hours will become
00:00). Use the spinner buttons to change rejections.
The sum of authorized and rejected time must be less or equal to overtime
hours. Authorizing or rejecting more overtime than effective is not allowed,
the system will display an error message if that situation occurs: “The sum
of authorized and rejected hours must be less then or equal to hours
overtime.”
Examples of authorized/rejected overtime/additional hours:
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6.1.2.6. The Workplace Planning TAB
From here, you can choose another location than defined for that day
or you change the employee schedule at the location.
You cannot use workplaces if you do not have a subscription for this
option. Contact your supplier to request information or to activate the
option.
For detailed explanations about workplaces management and reports,
please read iTime iTR - Workplaces Management user manual.
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6.1.3. Changes in Multi cell Mode
First, select the Multi cell mode. After selecting the day cell(s) you want
to operate changes, select an action from the Action drop-down menu,
as in the following picture:
6.1.3.1. Action: Add Absence
This option allows you to add absence(s) of various durations to the
selected day cell(s), as in the following picture:
Absence drop-down menu: select the absence reason (as
defined by the user(s)).
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Duration drop-down menu: select the duration of the absence.
The absence duration can be set in three ways:
Fixed time: the suggested amount will be added for all
selected cells.
Adjust to NWT: the absence duration will be
automatically set to the difference between NWT and
actual worked hours (calculated from clockings and
absences).
Add NWT: the absence duration will be automatically set
equal to the NWT value. For employees with an open
schedule pay group assigned, Add NWT option will be
ignored.
Add NWT/2: the absence duration will be automatically
set equal to the NWT/2 value from the shift assigned to
each employee. For employees with an open schedule
pay group assigned, Add NWT/2 option will be ignored.
Skip if absence reason is already present checkbox: if
selected, the system will add the specified absence for the
selected cell(s) only if the absence reason is not already present
on that cell(s).
6.1.3.2. Action: Remove Absence
Absence: select the absence reason you wish to be removed from the
selected day cell(s), if found. Click on the Remove button to remove
the selected absence reason or click Cancel to discard the removal.
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6.1.3.3. Action: Assign Shift
This option allows you to assign a different shift for the selected day(s)
cell(s) or to change the clocking scope for the existing shift.
Change the shift assignment, as follows:
None: if selected no shift will be assigned for that day.
According to schedule: the option ensures the compliance with Shift
Schedule defined. If no Shift Schedule was defined, the setting will
display the default data. Ovr Clocking scope allows the user(s) to
define the shift period changes only for the day(s) selected, if other
than the period defined in Shift Schedule.
Assign different schedule drop-down menu: select a different shift to
be assigned. Ovr Clocking scope allows the user(s) to define the shift
period changes only for the day(s) selected, if other than the period
defined in shifts assigned.
Click the OK button to save the changes made or Cancel to discard
them.
6.1.3.4. Action: Overtime Authorization
The option allows you to assign the desired levels of authorization to
selected cell(s). Check the levels you want to authorize. To authorize
all, click on the Select head column.
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Click Authorize to apply authorization, Reject to deny
authorization or Cancel to discard the task. The actions
Authorize or Reject will generate a report with the results, as in
the image below:
The authorization/ rejection of overtime cannot be performed in
the following situations (examples can be found below):
There is no shift available;
The assigned shift does not use the quantity based
overtime option;
The pay group assigned does not need authorization, as it
already has one;
The level has no overtime available for authorization.
6.1.3.5. Action: Change Overtime System
Changing the overtime system will overwrite the settings defined when
linking pay groups to employees. The options are:
Recup: overtime will be added to a recuperation counter.
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Pay: overtime will be added to a pay counter.
Recup & Pay: overtime will be added to both a recuperation
counter and a pay counter.
To change the overtime system select another option from the system
drop-down menu, as in the following examples:
Click Save to apply the changes, or Cancel to discard. A report with all
changes results will be displayed:
6.1.3.6. Action: AH Authorization
This option allows you to authorize or reject the additional hours, for
more than one overview cell. Select the day(s) cell(s). Select AH
authorization from the multi-cell mode drop-down menu. The following
page will be displayed:
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Authorize or reject additional hours for the selected days. The action
will be followed by a report status:
6.1.3.7. Action: Change AH System
Changing the additional hours system will overwrite the settings
defined when linking pay groups to employees. The options are:
Recup: the additional hours will be added to a recuperation
counter.
Pay: the additional hours will be added to a pay counter.
Recup & Pay: the additional hours will be added to both a
recuperation counter and a pay counter.
To change the additional hours system, select another option from the
system drop-down menu, as in the following examples:
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Click Save to apply the changes, or Cancel to discard. A report with all
changes results will be displayed:
6.1.3.8. Action: APT Authorization
This option allows you to authorize or reject the additional hours for
part-time employees, for more than one overview cell. Select the
day(s) cell(s). Select APT authorization from the multi-cell mode drop-
down menu. The following page will be displayed:
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Authorize or reject additional hours for the selected days. The action
will be followed by a report status:
6.1.3.9. Action: Change APT Authorization
Changing the additional hours for part-time employees system will
overwrite the settings defined when linking pay groups to employees.
The options are:
Recup: the additional hours for part-time will be added to a
recuperation counter.
Pay: the additional hours for part-time will be added to a
pay counter.
Recup & Pay: the additional hours for part-time will be
added to both a recuperation counter and a pay counter.
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To change the the additional hours for part-time system select another
option from the system drop-down menu, as in the following examples:
Click Save to apply the changes, or Cancel to discard. A report with all
changes results will be displayed:
6.1.3.10. Action: Remove Workplan
This option is available only for workplaces.
Contact your supplier to request information or to activate the
Workplaces Management option.
For detailed explanations about workplaces management and reports,
please read iTime iTR - Workplaces Management user manual.
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6.2. The Grouped Absences Page
Most companies have several, and sometimes many days on which a common
absence is taken (legal days, business trips etc.). This function is used to
define such grouped absences.
To define grouped absences, follow the steps presented below.
Select the Tools menu to display the following screen:
The Grouped Absences option is the default option. A list of all employees
defined in the system is displayed.
To assign an absence for a group of employees, define a start date and an end
date for the absence.
The Start date and End date selection is kept throughout the session.
Start date and End date are limited to one month in the past, from the
beginning of the week the previous month started, and extended to one
year in the future, up to December 31.
For example, if the current month is March 2009, the last Start date/End
date that can be selected in the past is the beginning of the week the
previous month started, January 26, 2009:
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The last Start date/End date that can be selected in the future is the last
day of the next year, December 31, 2010:
From the Absence field, select the absence you want to be assigned to your
employee(s) then select the duration for the grouped absence. The grouped
absence duration can be set as follows:
Fixed time: the specified time will be added for all selected
employees for the selected time period. Use the spinner
buttons displayed to control duration.
Adjust to NWT: The absence duration will be automatically set
to the difference between NWT and actual worked hours
(calculated from clockings and absences).
Add NWT: The absence duration will be automatically set equal
to the NWT value.
Add NWT/2: The absence duration will be automatically set
equal to half of the NWT value.
Then select the employees you want to assign the absence to. To select all the
employees from the list, click the title of the Select column. Next, click the
Insert button to assign the absence to the selected employees. Click the
Cancel button to discard the action.
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Grouped Absences can be used for holidays like Christmas or New Years
Eve.
If the absence is linked to a counter, and the counter could turn negative, a
window message will be displayed, warning the user about it:
Before actually assigning the absence the following warning is displayed:
Click OK to enter the absences or Cancel to discard the action.
An absence with the selected duration has been assigned to all selected
employees.
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Checking “Skip if absence reason is already present” will avoid assigning
an employee the same “grouped absence” twice. The new “grouped
absence” will not be assigned if the same as previous.
If one of the employees has already four absences entered for that day,
then a new “grouped absence” will not be assigned to that employee.
If there is no shift assigned, the absence will not be assigned as well.
If a certain day is not defined as “working day” (The Norm Time is set to
00:00 for the Shift defined that day or the Normal Working Time zone is
not defined), the absence is not assigned and the system shows no error.
00:00 absence is not allowed.
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6.3. The Password Page
The Password page allows you to change the password used to log into iTime
iTR web interface.
To change the password make sure the Tools module is selected. In the side
menu click the Change Password link. The Change Password page is
displayed.
Type in the current password, in the Old Password field, for validation
Type in the new password in the New Password field
Retype your new password in the Confirm New Password field in
order to be sure you have not mistyped your new password.
Click on the Save button in order to change your password, or Cancel
to discard the password change.
If the login to the iTime iTR application was made through the dealer
admin account, changing the password will be applied on the dealer admin
account and not to the customer account.
In order to change the customer account, you need to log directly to the
iTime iTR application, using your customer account, and then change the
password.
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6.4. Periodic Counters
From this option, the stored values of the defined periodic counters can be
viewed for all your employees, as in the picture below:
The one input needed is the selection of a Start Date. Depending on the
selection made, the values of the defined periodic counters will be shown from
the selected starting date forward.
The default Start Date is the current day. However, the field allows the
selection of a period up to December 31 next year.
The first value (Up to) shows the periodic value up till (and including)
the reference date (as if no items of data were present after the
reference date).
The second value (Total) indicates the value for the complete period.
Hovering the mouse cursor over the counter columns will display a tool tip
window, containing the name and the type (weekly, monthly, yearly) of
the counter, as in the picture below:
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6.5. Counter management
This functionality makes possible the transfer of value from one or more
periodical counter(s) to another. It is useful for:
1. transferring the value of one counter to another;
2. adding a value to a periodical counter;
3. adding the values of two or more periodical counters and transfer it
in single counter;
4. transferring the value of one counter from a defined period (year,
month, week) to the same counter the next defined period;
5. transferring the value of two or more counter(s) from a defined
period (year, month, or week) to another single counter the next
defined period.
6.5.1. Adding a value to a periodical counter
To open the page, select Tools from the main menu and then Counter
Management from the options in the left side of the screen. The
following page will be displayed:
A simple wizard-like screen will appear guiding your actions closely. A
few steps must be taken in order to add a value to a counter:
Step 1: Select employees
In order to add a value to a periodical counter, at least one employee
must be selected. Check the employee(s) and then click Next.
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Step 2: Transfer options
Click on the Add value to counter checkbox. Then click Next.
Step 3: Select counters to transfer
To add a value to one periodical counter, write it in the Add/remove
value field. In the example above a value of 190 hours was added to a
yearly counter HOL (holiday – the counter is linked to an absence
reason with the same name). That way, every time the employee will
be taken a holiday, the value will be subtracted from 190 hours and the
remaining hours will be displayed in overview. It is also possible to add
a negative value, if you want to remove the existing value.
User Manual
216
To add values to more counters, simply click Add. To undo the changes
made to one counter, click on the litter bin image available.
For more information about the periodical counters and their utility, please
read the Periodic Counters chapter.
The message “The counter is already selected!” will prevent you from
adding the same counter twice in this step. Also, you must select at
least one counter and one period, otherwise the message “Please select
one counter and one period!” will be displayed at the final step, not
allowing you to finalize the transfer.
To go to Step 3, click Finish. To return to make adjustments, click
Prev.
Before the transfer takes place, the system will make some validations.
If no employee was selected at Step 1, the system will return to Step
1 displaying the message: “Please select at least one employee!”. If no
period or no counter was selected in one of the two sections counters
selection, the warning message will be: “Please select one counter and
one period!”.
Clicking Finish will display a confirmation window:
Click Ok in order for the system to generate a transfer report. The
report will appear in a different printable page. As it can be seen below,
one value was added to the counter selected.
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Click Cancel in the confirmation window if you want the transfer to be
made without generating a report.
Step 4: Show results
Closing the report window will result in the appearance of the following
screen:
Click Ok to start over with a new transfer. If you are not happy with
the transfer results, you can adjust the resulted value of the counter by
adding a new value (positive or negative) to the same counter and
period. The result will be the sum of the transfers.
6.5.2. Counter transfer
To transfer the counters values, select Tools from the main menu and
then Counter Management from the options in the left side of the
screen. The following page will be displayed:
Step 1: Select employees
In order to make the counter transfer, at least one employee must be
selected. Check the employee(s) you want to transfer the counter(s)
for and then click Next.
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218
Step 2: Select counters to transfer
In this step, the counter(s) will be selected to be transferred to another
counter. You can choose one or more counters to transfer. Select the
counter(s) and choose the period from which you want to transfer the
value. Depending on the period the counter was defined, the selectable
period in this step will be current and previous. For example, if the
counter was defined a monthly one, as in the example below,
selectable periods will be the current month and the previous month.
The selection of two or more counters will result in summarizing their
values. To add counters, simply click Add. To delete an added counter,
click on the litter bin image available.
The system will not prevent you from choosing counters of different
periodicity. If you select a yearly counter, and then a weekly counter, the
result will be the sum of their values. Managing counters is the user(s)
responsibility.
For more information about the periodical counters and their utility, please
read the Periodic Counters chapter.
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The message “The counter is already selected!” will prevent you from
adding the same counter twice in this step. Also, you must select at
least one counter and one period, otherwise the message “Please select
one counter and one period!” will be displayed at the final step, not
allowing you to finalize the transfer.
To go to Step 3, click Next. To return to make adjustments, click
Prev.
Step 3: Select counter to transfer to
Only one counter can be selected in this section. If you chose one
counter in the previous section, you can select the same counter if you
want to update its value for the following period or you can choose
another counter to transfer the value in. The selectable period in this
section is current and next.
The system will prevent you from choosing the same counter and period in
both sections by displaying an error message: “You cannot transfer the
same counter and period!”
The counter to transfer the value(s) to must be priorly defined! For more
information about the periodical counters definition and utility, please read
the Periodic Counters chapter.
If you chose two or more counters in the previous section, their values
will be summarized and will be transferred in the counter selected in
this section.
To make the transfer, click Finish, to return and make the
adjustments, click Prev. Before the transfer takes place, the system
will make some validations. If no employee was selected at Step 1, the
system will return to Step 1 displaying the message: “Please select at
least one employee!”. If no period or no counter was selected in one of
User Manual
220
the two sections counters selection, the warning message will be:
“Please select one counter and one period!”.
Clicking Finish will display a confirmation window:
Click Ok in order for the system to generate a transfer report. The
report will appear in a different printable page. As it can be seen below,
one value was added to the counter selected.
Click Cancel in the confirmation window if you want the transfer to be
made without generating a report. The report will appear in a different
printable page. As it can be seen below, one value of a counter could
be transferred from a period to a next period. The value in the current
period appears 0 for the counter that have been transferred.
After transfer, the values of the counters you made the transfer from will
be 0!
Please remember that periodic counters reset their values with the
periodicity defined by the user (year, month, or week).
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Step 4: Show results
Closing the report window will result in the appearance of the following
screen:
Click Ok to start over with a new transfer.
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7. Index
A
Absence Reasons
Creating a New Absence Reason ... 75
Editing an Absence Reason .......... 77
Removing an Absence Reason ...... 78
The Absence Reasons Page .......... 74
Absence Reasons .......................... 74
Anomalies .................................. 134
C
Changes in Multi cell Mode
Overtime Authorization ..... 205, 206,
207
Corrections in Singe cell Mode ...... 183
Counter management .................. 214
Counters
Assigning a fixed entitlement for
Periodic Counters linked to an
Absence Reason ...................... 87
Create a Periodic Counter ............ 83
Daily System Counters ................ 79
Linking a Periodic Counter ........... 85
Linking a Periodic Counter to an
Absence Reason ...................... 86
Linking Periodic Counter(s) to a Daily
Counter for a Shift Version ........ 85
Periodic Counters (defined by the
user) ...................................... 82
Removing a Periodic Counter ....... 89
System Periodic Counters ............ 82
Counters ...................................... 79
D
Daily Operations
Deleting a Clocking ................... 143
Deleting an Absence ................. 146
Inserting a Clocking .................. 140
Inserting an Absence ................ 143
Modifying a Clocking ................. 142
Modifying an Absence ............... 145
Time Card Module..................... 136
Daily Operations ......................... 136
Definitions .................................... 21
Departments
Creating a New Department ......... 72
Editing a Department .................. 73
Removing a Department .............. 73
The Departments Page ................ 71
Departments ................................ 71
E
Employees
Creating an Employee ................. 24
Editing an Employee ................... 35
Employee Linkage ...................... 28
Removing an Employee ............... 37
The Employees Page ................... 22
Employees ................................... 22
Export Definitions
Creating a Securex Export Definition
............................................. 95
Creating a Standard Export
Definition .............................. 102
Creating an Export Definition ....... 93
Editing an Export Definition ....... 107
Removing an Export Definition ... 109
The Export Definitions Page ......... 93
Export Definitions .......................... 93
G
Getting to know iTime iTR .............. 15
Grouped Absences ....................... 208
H
Holiday Calendar ......................... 110
I
iTime iTR Administration ................ 10
iTime iTR Client Interface ............... 18
iTime iTR Interface ........................ 17
iTime iTR Product Elements ............ 15
iTR Product Overview ....................... 9
L
Logging to the iTime iTR Client
Interface ................................... 15
O
Overview
Changes in Multi cell Mode ......... 199
Changes in Single cell Mode ....... 183
Overview.................................... 178
About Edit Mode ....................... 181
User Manual
224
P
Password ................................... 212
Pay Groups ................................. 111
Creating a Flex Pay Group ......... 113
Creating a Pay Group ................ 112
Creating a Quantity Based OT (B)
Pay Group ............................ 119
Creating a Quantity Based OT Pay
Group .................................. 115
Creating an Open Schedule Pay
Group .................................. 126
Editing a Pay Group .................. 132
Removing a Pay Group .............. 133
The Pay Groups page ................ 111
Periodic Counters .... 79, 213, 214, 217
R
Removing a Shift Version ......... 59, 69
Reports Module
About The Absence Report ......... 159
About The Anomaly Report ........ 162
About The Billing Page .............. 166
About The Export Page .............. 167
About The Pay Period Report ...... 153
Creating a Pay Period Report ..... 156
Creating a Securex Type Report . 169
Creating a Standard Type Report 173
Creating an Absence Report ....... 159
Creating an Anomaly Report ...... 164
Creating an Export Report ......... 168
Creating Reports ...................... 153
Reports Module ........................... 152
S
Shift Schedules
Creating a Shift Schedule ............ 61
Creating a Shift Schedule Version . 65
Editing a Shift Schedule .............. 67
Removing a Shift Schedule .... 68, 69
The Shift Schedules Page ............ 60
Shift Schedules ............................. 60
Shifts
Creating a Shift .......................... 45
Creating a Shift Version .............. 52
Editing a Shift ............................ 55
Link Counters to a Shift ............... 57
Removing a Shift ........................ 58
Removing a Shift Version ............ 59
The Shifts Page .......................... 44
Shifts ........................................... 39
System Requirements ...................... 9
T
Terminal Display ........................... 90
Changing Terminal Display .......... 92
Defining Terminal Display ............ 90
The Terminal Display Page ........... 90
Tools ......................................... 178
U
User management
Delete User ............................... 13
User Management ......................... 12
User Management
Create a New User ...................... 12
User Management
Edit User ................................... 13
User Management
Change Password ....................... 14
W
Web Clocking
Adding a Clocking ..................... 149
Changing the Password ............. 151
Logging to the Application ......... 147
Viewing the Time Card .............. 150
Web Clocking .............................. 147
iTime iTR v4.1
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