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iTime - Time and Attendance Manual
 

iTime - Time and Attendance Manual

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iTime iTR is a web-based application, providing an ideal entry point for Small and ...

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.

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    iTime - Time and Attendance Manual iTime - Time and Attendance Manual Document Transcript

    • iTime iTR USER MANUAL October 19, 2011Machine Name Product Detail Applicable for VersioniT30-ASP, Firmware iTime iTR Product details, ITime iTR 4.202.03.0022.0012 installation guideline, operation guideline.© 2010 AMANO EUROPE.Printed in Belgium. All rights reserved.
    • NOTICEInformation in this document is subject to change without notice and does notrepresent a commitment on the part of Amano EUROPE.This document may not be copied, reproduced, transmitted, or distributed in wholeor in part, without the express prior written permission of Amano EUROPE. No title toor ownership of the products described in this document or any of its part, includingpatents, copyrights, and trade secrets, is transferred to the reader in general.© 2010 AMANO EUROPE.ii
    • SAFETY INSTRUCTIONSSAFETY  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 COMPATIBILITYThis device has been verified for compliance with EU (European Union) directives89/336/EEC for electromagnetic compatibility (EMC) for operation at 50Hz and bearsthe CE mark.When this device is used in a system, EU directives may require that the system isverified 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.iii
    • LOW VOLTAGE DIRECTIVESThis device has been verified for compliance with EU (European Union) low voltagedirectives 73/23/EEC and bears the CE mark.RoHS and WEEE ComplianceThis device complies with the European RoHS directive 2002/95/EC. (Restriction ofthe use of hazardous substances)This device complies with the European WEEE directive 2002/96/EC. (Wasteelectrical and electronic equipment)iv
    • Typographical ConventionsBefore you start reading the content of this document, it is important that youunderstand the typographical conventions used.Formatting Type of InformationconventionBold Menu options and command buttons. Chapter and section names are also indicated in bold in the current manual.Monospace Information displayed on the device screenCAPITALS 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, warningv
    • vi
    • Table of Contents1. iTime iTR Product Overview ........................................ 9 1.1. System Requirements................................................................ 92. 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 ..................................................................... 143. 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 ....................................... 184. 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 ..................................................... 89vii
    • 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 ........................................................................... 1345. 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 ........................................................... 1676. 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 .................................................................... 2177. Index .................................................................. 223viii
    • iTime iTR v4.21. iTime iTR Product OverviewiTime iTR is a web-based application, providing an ideal entry point for Small andMedium Businesses in regards of seamless deployment and integration of Amano’sTime and Attendance solutions.With iTime iTR you have a web based service that offers all functionality of theclassic time recorder, but without cards, ribbons or the hassle of manually inputtingdata 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 ManagementiTime iTR is a flexible means to start with the most common Time and Attendanceneeds, 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.9
    • User Manual2. iTime iTR AdministrationAfter 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 theiTime 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® browserWhen your favorite Internet browser is loaded, type in (or copy + paste) thesupplied iTime iTR Administration Tool http address in the address field and pressENTER to load the page. Internet Explorer® Mozilla Firefox®After the page is loaded, your browser will display the iTime iTR AdministrationTool login page, waiting for you to fill in the blanks.10
    • iTime iTR v4.2 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.11
    • User Manual 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;12
    • iTime iTR v4.2  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.13
    • User Manual 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.14
    • iTime iTR v4.23. Getting to know iTime iTRBefore using iTime iTR application, some parameters, specific to your organization,have to be set. Employee data, shifts, shift schedules and pay groups must beentered into the system. Shift schedules and pay groups are assigned to employees.In accordance with specific needs that you might have, departments and absencereasons 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®15
    • User Manual 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.16
    • iTime iTR v4.2 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.17
    • User Manual 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 page18
    • iTime iTR v4.2  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 page19
    • User Manual 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.20
    • iTime iTR v4.24. Defining the Company SettingsIn order to define your company settings you have to create employee definitions,shifts and shift schedules, departments, periodic counters, terminal displaydefinitions, export definitions, absence reasons and pay groups. After that, shiftschedules are assigned to employees. This can be done from the Definition moduleof 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 onthe terminal, export definitions, holiday calendar, pay groups and anomalies. Thefollowing chapters contain detailed descriptions of all options available in each pageof 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)21
    • User Manual 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.22
    • iTime iTR v4.2  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.23
    • User Manual 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:24
    • iTime iTR v4.2 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.25
    • User Manual 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.26
    • iTime iTR v4.2 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.27
    • User Manual 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:28
    • iTime iTR v4.2 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 norm29
    • User Manual 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:30
    • iTime iTR v4.2 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.31
    • User Manual 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.32
    • iTime iTR v4.2 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 to33
    • User Manual 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.34
    • iTime iTR v4.2 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.35
    • User Manual 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.36
    • iTime iTR v4.2 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.37
    • User Manual 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.38
    • iTime iTR v4.2 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.39
    • User Manual 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-40
    • iTime iTR v4.2 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 accommodated with this method. order that various shifts could be 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 00:00.41
    • User Manual 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 be42
    • iTime iTR v4.2 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.43
    • User Manual 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.44
    • iTime iTR v4.2  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:45
    • User Manual 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:46
    • iTime iTR v4.2 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), then47
    • User Manual 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.48
    • iTime iTR v4.2 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:49
    • User Manual 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:50
    • iTime iTR v4.2 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.51
    • User Manual 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.52
    • iTime iTR v4.2 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: Select the date from which this new shift version will beStart Date: active, by clicking on the appropriate ( ) icon. 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 activeSuppression indefinitely or until a new shift version starts (until theDate: 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 of53
    • User Manual the shift will not be re-activated, even if for that shift version no suppression date was originally filled in. You can fill in some details regarding this version of the shift,Comment: for better identifying the shift version in the Shift Version list. Click the OK button to save this new version or click theOk/Cancel: 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:54
    • iTime iTR v4.2 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:55
    • User Manual  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.56
    • iTime iTR v4.2  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.57
    • User Manual 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.58
    • iTime iTR v4.2 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.59
    • User Manual 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 shift60
    • iTime iTR v4.2 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.61
    • User Manual 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!62
    • iTime iTR v4.2 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.63
    • User Manual 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.64
    • iTime iTR v4.2 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:65
    • User Manual  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: Select the date you wish this new shift schedule Start Date: version to be active, by clicking on the appropriate ( ) icon. Select the date you wish this new shift schedule version to be deactivated, by clicking on the appropriate ( ) icon. If no suppression is selected, Suppression the new shift schedule version will be active Date: indefinitely or until a new shift schedule version starts (until the start day of the new active shift schedule version). You can fill in some details regarding this version of Comment: the shift schedule. Click the OK button to save this new version or click Ok / Cancel: 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.66
    • iTime iTR v4.2 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:67
    • User Manual 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.68
    • iTime iTR v4.2 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:69
    • User Manual 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.70
    • iTime iTR v4.2 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 99.71
    • User Manual  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.72
    • iTime iTR v4.2 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.73
    • User Manual 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 be74
    • iTime iTR v4.2 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:75
    • User Manual 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.76
    • iTime iTR v4.2 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.77
    • User Manual 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).78
    • iTime iTR v4.2 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: Represents the total worked time plus total (Actual) absence durations. Stands for balance. Represents the difference BAL: between the ACTUAL time and the normal working (Balance) time. The formula is: ACTIV – NWT. Break: Represents the break time taken by the employee. Represents the time worked by an employee inside the defined overtime zones. The overtime zone is OV: defined in shift definition, and not in pay groups (Overtime) definition. Overtime counters from pay group definition are detailed below. Represents the actual worked time. It is calculated AT from the clockings made. The system counts the (Actual Time) time from the NWT zone. It is calculated only when AT value is smaller then ATLT NWT (Norm Time as defined in the active shift for (Actual Time that day) Less Time) The formula is: NWT – AT. It is calculated only when AT value is bigger then ATOT NWT. (Actual Time The formula is: AT – NWT (Norm Time as defined Overtime) in the active shift for that day) AT-ATOT Represents the amount of time the employee (Actual Time) worked out of the NWT. EAT Represents the difference between the actual time (Exported Activ and additional hours cumulated with overtime. Time) Represents the total number of normal hours an NH employee with an Open Schedule assigned is working per day.79
    • User Manual 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): Represents the total amount of recuperable overtime worked by an employee using multiple RECUP levels of authorization and additional hours. The (Recuperation amount of recuperable overtime/additional hours counter) will be added in the counter value at the percent specified by the user in the multiple levels of authorization. Represents the overtime worked by an employee compensated as paid using multiple levels of OT1~5 authorization. The amount of payable overtime will (Payable be added in the counter value at 100% percent, Overtime) regardless the percent specified by the user in the multiple levels of authorization. Represents the overtime worked by an employee compensated as recuperable using multiple levels RT1~5 of authorization. The amount of recuperable (Recuperable overtime will be added in the counter value at Overtime) 100% percent, regardless the percent specified by the user in the multiple levels of authorization. Represents the overtime worked by an employee, OT-PR1~5 part of Recup & Pay, compensated as paid using (Payable multiple levels of authorization. The amount of Overtime part payable overtime part of Recup & Pay will be of Recup & added in the counter value at 100% percent Pay) regardless the percent specified by the user in the multiple levels of authorization. Represents the overtime worked by an employee, RT-PR1~5 part of Recup & Pay, compensated as recuperable (Recuperable using multiple levels of authorization. The amount Overtime part of recuperable overtime part of Recup & Pay will of Recup & be added in the counter value at 100% percent Pay) 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: Represents the total amount of recuperable overtime worked by an employee using multiple RECUP levels of authorization and additional hours. The (Recuperation amount of recuperable overtime/additional hours counter) will be added in the counter value at the percent specified by the user in the multiple levels of authorization. Represents the additional hours compensated as PAH paid using the Belgium pay group type. The (Paid Additional amount of paid additional hours will be added in Hours) the counter value at 100% percent, regardless the percent specified by the user in the multiple levels80
    • iTime iTR v4.2 of authorization. Represents the total amount of additional hours compensated as recuperable using the Belgium AH pay group type. The amount of additional hours (Additional compensated as recuperable will be added in the Hours) 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: Represents the total amount of recuperable overtime worked by an employee using multiple RECUP levels of authorization and additional hours. The (Recuperation amount of recuperable overtime/additional hours counter) will be added in the counter value at the percent specified by the user in the multiple levels of authorization. Represents the total amount of additional hours for part-time work compensated as recuperable used APT by the Open Schedule and Quantity Based OT (B) (Additional pay groups. The amount of additional hours for Hours for Part- part-time work, compensated as recuperable, will Time) be added in the counter value at 100% percent, regardless the percent specified by the user in the multiple levels of authorization. Represents the additional hours for part-time work compensated as paid used by the Open Schedule PAPT and Quantity Based OT (B) pay groups. The (Paid Additional amount of the paid additional hours for part-time Hours for Part- work will be added in the counter value at 100% Time) 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 00:00.81
    • User Manual 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 +: Represents the sum of daily values for BAL per period, plus the carry over from the previous (Cumulative period (weekly or monthly flex time). It is Balance) calculated only with flex pay group. CNH Represents the cumulated normal hours an (Cumulated employee worked within a weekly period. It is Normal Hours) calculated only with Open Schedule pay group. CAPT Represents the cumulated additional hours a part- (Cumulated time employee worked within a monthly period. It Additional is calculated with Open Schedule pay group and Hours for Part- Quantity Based OT (B) for part-timers. time work) 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.82
    • iTime iTR v4.2 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 Select the period of time needed for the counter to Type83
    • User Manual 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.84
    • iTime iTR v4.2 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:85
    • User Manual 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:86
    • iTime iTR v4.2 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:87
    • User Manual 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.88
    • iTime iTR v4.2 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.89
    • User Manual 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.90
    • iTime iTR v4.2 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.91
    • User Manual 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.92
    • iTime iTR v4.2 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.93
    • User Manual 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.94
    • iTime iTR v4.2 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, the95
    • User Manual 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.96
    • iTime iTR v4.2 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.97
    • User Manual 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.98
    • iTime iTR v4.2  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:99
    • User Manual  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.100
    • iTime iTR v4.2 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.”101
    • User Manual 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.102
    • iTime iTR v4.2 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).103
    • User Manual 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.104
    • iTime iTR v4.2 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.105
    • User Manual  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.106
    • iTime iTR v4.2 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:107
    • User Manual  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.”108
    • iTime iTR v4.2 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:109
    • User Manual 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.110
    • iTime iTR v4.2 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 10.111
    • User Manual 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 0.112
    • iTime iTR v4.2 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:113
    • User Manual  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:114
    • iTime iTR v4.2 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:115
    • User Manual 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 to116
    • iTime iTR v4.2 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.117
    • User Manual  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:118
    • iTime iTR v4.2 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;119
    • User Manual 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;120
    • iTime iTR v4.2 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 will121
    • User Manual 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.122
    • iTime iTR v4.2 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;123
    • User Manual  #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.124
    • iTime iTR v4.2 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!125
    • User Manual 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:126
    • iTime iTR v4.2 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.127
    • User Manual 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.128
    • iTime iTR v4.2 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 at129
    • User Manual 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.130
    • iTime iTR v4.2  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:131
    • User Manual 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.132
    • iTime iTR v4.2 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:133
    • User Manual 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:134
    • iTime iTR v4.2 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.135
    • User Manual5. Daily OperationsAfter iTime iTR has been configured for the needs of your organization you can useit to view the employee timecards, to edit the employee timecards and to generatedifferent 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:136
    • iTime iTR v4.2 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 time137
    • User Manual  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.138
    • iTime iTR v4.2 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.139
    • User Manual 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.140
    • iTime iTR v4.2 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.141
    • User Manual 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.142
    • iTime iTR v4.2 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:143
    • User Manual 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:144
    • iTime iTR v4.2 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.145
    • User Manual 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).146
    • iTime iTR v4.2 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.147
    • User Manual 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.148
    • iTime iTR v4.2 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:149
    • User Manual 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!150
    • iTime iTR v4.2 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 will151
    • User Manual 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 export152
    • iTime iTR v4.2 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.153
    • User Manual 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 one154
    • iTime iTR v4.2 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.155
    • User Manual 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.156
    • iTime iTR v4.2 Example of the Pay Period Report generated using the Display button: Explanations: Days Represents the dates of events displayed. 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 Clockings Time Card. Clocking assignment is given by the icons. For more information regarding these icons, please read the Inserting a Clocking chapter. Represents the total amount of break taken, for that BREAK day, by the employee. The amount will not be shown for the value 00h:00m. Represents the actual time worked by the employee, for ACTUAL that day. The amount will not be shown for the value 00h:00m. BAL Represents the difference between the actual time worked and the normal working time. The amount will (Balance) not be shown for the value 00h:00m. Represents the number of overtime hours worked by the employee. The amount will not be shown if the value is 00h:00m. Overtime 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.157
    • User Manual Represents the number of additional hours of employees AH with a Quantity Based OT (B) pay group assigned. Represents the number of additional hours of part-time APT employees with an Quantity Based OT (B)/ Open Schedule pay group assigned. Absence Displays the type of absence registered. The total duration of absence(s) made in that day will Duration 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).158
    • iTime iTR v4.2 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.159
    • User Manual 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:160
    • iTime iTR v4.2 Example of an Absence Report, generated using the Print / Save button.161
    • User Manual 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) The anomaly is shown if the total absences duration duration is of an employee with an Open Schedule pay group higher than assigned exceeds the day limit. day limit Absence(s) The anomaly is shown if the total absences duration duration is of an employee with a Quantity Based OT/ Quantity higher than Based OT (B) / Flex pay group assigned exceeds the norm norm. Absences The anomaly is shown if the total absences duration plus worked cumulated with the working time for an employee time exceed with an Open Schedule pay group assigned exceeds the day limit the day limit. Absences The anomaly is shown if the total absences duration plus worked cumulated with the working time for an employee time exceed with a Quantity Based OT/ Quantity Based OT (B) / the norm Flex pay group assigned exceeds the norm. Calculation This anomaly is shown when a calculation error of error: any kind occurred. Clocking in One or more clockings have been made in the core core time: time interval. Cumulated The anomaly occurs in the last day of the period if normal hours the cumulated normal hours worked by an employee < Contract with an Open Schedule assigned are less than the Target target. Hours If the total amount of worked hours is less than the Worked < Norm Time value declared in the active shift for the Daily day, the Hours Worked < Daily Minimum Minimum: anomaly is displayed. This anomaly is displayed when the number of Missing clockings made is uneven. Note that the system will clocking: remove from calculations the last clocking, if uneven. The maximum number of records/day the system More then 10 accepts is 10. If more than 10 records per day are records per available for an employee, the anomaly is displayed day are and only the first 10 records are taken into account. available This anomaly is specific to the Securex export.162
    • iTime iTR v4.2 Negative This anomaly is shown if a counter turned negative. counter value This anomaly is specific to the Securex export. If there is no active shift for the given date, or if the No shift employee has no shift assigned, the No shift available: available anomaly is shown. The maximum number of clocking the system Number of accepts is 20. If more than 20 clockings are made clockings by an employee, the Number of clockings exceeded exceeded limit (20) anomaly is displayed and only limit (20): the first 20 clockings made are taken into account. Unauthorized overtime/ The anomaly shows that there is overtime/ additional additional hours that need authorization. hours Worked hours + absence The anomaly is shown if the total absences duration duration cumulated with the working time for an employee results in with a Open Schedule pay group assigned exceeds exceeding the contract hours. 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.163
    • User Manual 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.164
    • iTime iTR v4.2 Example of an Anomaly Report generated using the Display button: Example of an Anomaly Report generated using the Print button or the Save button:165
    • User Manual 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.166
    • iTime iTR v4.2 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: 167
    • User Manual 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.168
    • iTime iTR v4.2 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.169
    • User Manual 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.170
    • iTime iTR v4.2 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.171
    • User Manual 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.172
    • iTime iTR v4.2 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.173
    • User Manual  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.174
    • iTime iTR v4.2 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.175
    • User Manual 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:176
    • iTime iTR v4.2 Example of text report:  For more information about attaching XSL files, please read the Creating a Standard Export Definition chapter.177
    • User Manual6. 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 in178
    • iTime iTR v4.2 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.179
    • User Manual 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:180
    • iTime iTR v4.2  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 available in the clockings section. is not  In Multi cell mode, by clicking multiple day cells and then selecting the action from the Actions… drop-down menu.181
    • User Manual 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:182
    • iTime iTR v4.2 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 to183
    • User Manual 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:184
    • iTime iTR v4.2 Quantity Based OT (B) pay group for a full time employee: Quantity Based OT (B) pay group for a part time employee:185
    • User Manual Open Schedule pay group:186
    • iTime iTR v4.2 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.187
    • User Manual  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.188
    • iTime iTR v4.2 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 starting189
    • User Manual 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:190
    • iTime iTR v4.2 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:191
    • User Manual 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:192
    • iTime iTR v4.2 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:193
    • User Manual 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.194
    • iTime iTR v4.2  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:195
    • User Manual 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.196
    • iTime iTR v4.2 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:197
    • User Manual 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.198
    • iTime iTR v4.2 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)).199
    • User Manual  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.200
    • iTime iTR v4.2 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.201
    • User Manual 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.202
    • iTime iTR v4.2  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:203
    • User Manual 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:204
    • iTime iTR v4.2 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:205
    • User Manual 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.206
    • iTime iTR v4.2 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 Workplaces Management option. information or to activate the  For detailed explanations about workplaces management and reports, please read iTime iTR - Workplaces Management user manual.207
    • User Manual 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, 2009:208
    • iTime iTR v4.2 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.209
    • User Manual 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.210
    • iTime iTR v4.2 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.211
    • User Manual 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.212
    • iTime iTR v4.2 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: 213
    • User Manual 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.214
    • iTime iTR v4.2 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.215
    • User Manual 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.216
    • iTime iTR v4.2 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.217
    • User Manual 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.218
    • iTime iTR v4.2 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 of219
    • User Manual 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).220
    • iTime iTR v4.2 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.221
    • User Manual222
    • iTime iTR v4.27. Index The Departments Page ................ 71 A Departments ................................ 71Absence Reasons E Creating a New Absence Reason ... 75 Editing an Absence Reason .......... 77 Employees Removing an Absence Reason ...... 78 Creating an Employee ................. 24 The Absence Reasons Page .......... 74 Editing an Employee ................... 35Absence Reasons .......................... 74 Employee Linkage ...................... 28Anomalies .................................. 134 Removing an Employee ............... 37 The Employees Page ................... 22 C Employees ................................... 22 Export DefinitionsChanges in Multi cell Mode Creating a Securex Export Definition Overtime Authorization ..... 205, 206, ............................................. 95 207 Creating a Standard ExportCorrections in Singe cell Mode ...... 183 Definition .............................. 102Counter management .................. 214 Creating an Export Definition ....... 93Counters Editing an Export Definition ....... 107 Assigning a fixed entitlement for Removing an Export Definition ... 109 Periodic Counters linked to an The Export Definitions Page ......... 93 Absence Reason ...................... 87 Export Definitions .......................... 93 Create a Periodic Counter ............ 83 Daily System Counters ................ 79 G Linking a Periodic Counter ........... 85 Linking a Periodic Counter to an Getting to know iTime iTR .............. 15 Absence Reason ...................... 86 Grouped Absences ....................... 208 Linking Periodic Counter(s) to a Daily Counter for a Shift Version........ 85 H Periodic Counters (defined by the user) ...................................... 82 Holiday Calendar ......................... 110 Removing a Periodic Counter ....... 89 System Periodic Counters ............ 82 ICounters ...................................... 79 iTime iTR Administration ................ 10 iTime iTR Client Interface ............... 18 D iTime iTR Interface ........................ 17Daily Operations iTime iTR Product Elements ............ 15 Deleting a Clocking ................... 143 iTR Product Overview ....................... 9 Deleting an Absence ................. 146 Inserting a Clocking .................. 140 L Inserting an Absence ................ 143 Logging to the iTime iTR Client Modifying a Clocking ................. 142 Interface ................................... 15 Modifying an Absence ............... 145 Time Card Module..................... 136Daily Operations ......................... 136 ODefinitions .................................... 21 OverviewDepartments Changes in Multi cell Mode ......... 199 Creating a New Department ......... 72 Changes in Single cell Mode ....... 183 Editing a Department .................. 73 Overview.................................... 178 Removing a Department .............. 73 About Edit Mode ....................... 181223
    • User Manual P Removing a Shift Schedule .... 68, 69 The Shift Schedules Page ............ 60Password ................................... 212 Shift Schedules ............................. 60Pay Groups ................................. 111 Shifts Creating a Flex Pay Group ......... 113 Creating a Shift .......................... 45 Creating a Pay Group ................ 112 Creating a Shift Version .............. 52 Creating a Quantity Based OT (B) Editing a Shift ............................ 55 Pay Group ............................ 119 Link Counters to a Shift ............... 57 Creating a Quantity Based OT Pay Removing a Shift ........................ 58 Group .................................. 115 Removing a Shift Version ............ 59 Creating an Open Schedule Pay The Shifts Page .......................... 44 Group .................................. 126 Shifts........................................... 39 Editing a Pay Group .................. 132 System Requirements ...................... 9 Removing a Pay Group .............. 133 The Pay Groups page ................ 111 TPeriodic Counters .... 79, 213, 214, 217 Terminal Display ........................... 90 R Changing Terminal Display .......... 92 Defining Terminal Display ............ 90Removing a Shift Version ......... 59, 69 The Terminal Display Page ........... 90Reports Module Tools ......................................... 178 About The Absence Report ......... 159 About The Anomaly Report ........ 162 U About The Billing Page .............. 166 About The Export Page .............. 167 User management About The Pay Period Report ...... 153 Delete User ............................... 13 Creating a Pay Period Report ..... 156 User Management ......................... 12 Creating a Securex Type Report . 169 User Management Creating a Standard Type Report 173 Create a New User ...................... 12 Creating an Absence Report ....... 159 User Management Creating an Anomaly Report ...... 164 Edit User ................................... 13 Creating an Export Report ......... 168 User Management Creating Reports ...................... 153 Change Password ....................... 14Reports Module ........................... 152 W S Web ClockingShift Schedules Adding a Clocking ..................... 149 Creating a Shift Schedule ............ 61 Changing the Password ............. 151 Creating a Shift Schedule Version . 65 Logging to the Application ......... 147 Editing a Shift Schedule .............. 67 Viewing the Time Card .............. 150 Web Clocking .............................. 147224
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