WinTime Training Manual by vzm51964

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									WinTime Training Manual                                                                        hfx
Contents


Overview.........................................................................................................2
Goldwin ..........................................................................................................3
  The Goldwin Menu Bar Options Explained .................................................... 3
    How do I change the Time at the Terminals?............................................. 5
WinTime Pro V10.0...........................................................................................6
The WinTime Menu Bar Options Explained ...........................................................7
Daily Programme .............................................................................................8
The Daily Programme Bandwidths Explained........................................................9
    How do I Change the value in a From/Till/Time box?................................ 10
       How do I add a new line to a Daily Program (DP)? ............................... 10
    How do I add a new line to a Daily Program (DP)? ................................... 11
    How do I remove a line from a Daily Program (DP)?................................. 11
    How do I create a new Daily Program (DP)?............................................ 11
Working Schedule .......................................................................................... 12
    How do I change the value in Days box?................................................. 12
        How do I change the value in a Daily Program box? ............................ 13
    How do I add a new line to a Working Schedule (WS)? ............................. 13
    How do I remove a line from a Working Schedule(WS)? ........................... 13
    How do I Create a New Working Schedule (WS)?..................................... 13
Personal Records............................................................................................ 14
The Personnel Data (Per.Data) Fields Explained ................................................. 15
    How do I create a New employee........................................................... 16
History Dates................................................................................................. 19
Search for Record F3 ...................................................................................... 20
  The Corrections Audit (Corr.Audit) Fields Explained ......................................... 24
The Bookings Tab Fields Explained ................................................................... 30
The History Tab Fields Explained ...................................................................... 31
    How do I make a correction in the History Screen? .................................. 32
The Excess Tab Fields Explained....................................................................... 34
The Sick/Flex Tab Fields Explained ................................................................... 35
The AnnLve (Days) Tab Fields Explained ........................................................... 36
The AnnLve (Hours) Tab Fields Explained .......................................................... 37
The Yearly Overview Tab Explained .................................................................. 38
Group Functions............................................................................................. 40
Anomaly Control ............................................................................................ 47
Create a Report ............................................................................................. 48
Options ......................................................................................................... 55
Report Types ................................................................................................. 56
Trouble Shooting............................................................................................ 57
Training exercises .......................................................................................... 58
Backing Up Your Data ..................................................................................... 59




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Overview
The WinTime Pro software is a Time Recording and Access Control system that is
designed to run either as a stand-alone application on a single PC or as a fully
networked application.

In addition to the PC, the hardware associated with this system is based on two
formats, Datamod and TP2/3.

You will be told at your training which format your system uses. Please make a
note of it at the bottom of this page for future reference.

WinTime Pro’s functionality is designed to be virtually identical for both systems,
however, should an instruction refer solely to one type of hardware, this will be
clearly stated in the manual.

Depending on the type of hardware, bookings made at the terminal are either
stored in the terminal (TP2/3) or in the Datamod.

Provided the Goldwin software is running (see section on Goldwin) the booking
information will be downloaded to the PC. WinTime will then display the bookings,
calculate the employees’ new balances from these bookings and return the new
balances to the terminals.

The WinTime Pro software may be closed after use (via File & Exit or the
icon ) but Goldwin should remain running at all times.

This manual has been designed both as a Training Aid with short exercises
(Appendix B), and as a Reference Manual covering all the main functions of
WinTime Pro Ver 10.0.

Certain tasks that are considered to be every day functions within WinTime have
been highlighted with the prefix:
       How do I…….?

Helpful hints have been highlighted by the prefix:




Note:
This manual covers both the WinTime Pro & WinTime Lite systems, however
WinTime Lite owners will not have all the screens and reports shown.




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Goldwin



This icon starts the Goldwin software. It is important that this software is
constantly running, as it is responsible for retrieving bookings made at the
terminals.

If Goldwin is not running during the day you will notice that recent bookings
made at the terminals are not appearing in WinTime. Starting Goldwin running by
double clicking the icon, will download these bookings.

If Goldwin is not left running overnight, then employees making ‘arrival’ bookings
the next morning will find that their target hours for the day have not been
deducted.
Again, starting Goldwin running by double clicking the icon will update the
balances at the terminals, although this may take several hours.

Should the PC require shutting down or restarting, it is very important that
Goldwin is fully closed first.
This can be achieved by choosing File - Quit.
Should the Goldwin display turn red, it is simply completing its calculations before
closing down. Please allow the Goldwin screen to close down before attempting to
Shut Down or Restart the PC.

The Goldwin Menu Bar Options Explained




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Files

Unlock
          As a security feature, the Files option needs to be Unlocked before the
          settings in Goldwin can be altered. The User Name and Password will be
          provided during the initial training course.

Lock
          Once you have completed your changes, choose this option to lock
          Goldwin.

Polling
          Choosing Polling will remove the tick, enabling you to use the options that
          are currently greyed out. WARNING: While Polling is unticked no bookings
          will be transferred from the terminal.

Reload the Personal Records
       This option will reload all of the personal records. It is advisable to carry
       out this function under the supervision of the hfx Help Desk.

          WARNING: If you have a TP* system choosing this option will book out all
          employees. It is recommended that you choose this option before
          employees arrive in the morning or after they leave at night.

          The employees’ names will appear in the Database Driver window. Once all
          employees have been loaded, chose File - Polling to restart the bookings
          download.
          Then choose Files – Lock to prevent other users from choosing the main
          options.

Reload One Personal Record
       Choosing this option will produce a list of employees currently on the
       system. Highlight the employee details you wish to reload and choose OK.
       Either repeat this process to reload another employee or choose Files –
       Lock to prevent other users from choosing the main options.

Reload from a search profile
       This option is for use by hfx staff only.

To empty the transfer table
      Only to be used under the guidance of hfx Help Desk

Initialize the active driver
         Only to be used under the guidance of hfx Help Desk

Zones definition…
      Only to be used under the guidance of hfx Help Desk

Bookings maintenance
      Only to be used under the guidance of hfx Help Desk

Force a Balance Routine
       Only to be used under the guidance of hfx Help Desk




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Force a Complete Recalculation
       Only to be used under the guidance of hfx Help Desk
Set the Terminal Date and Time
       The clock on the booking terminals will be synchronised with the clock on
       the PC.
       Please ensure the PC clock is correct before choosing this option.

Synchronise the Clocks PC <-> Terminals
       The clock on the PC will be synchronized with the clock on the bookings
terminal.
       Please ensure the Datamod clock is correct before choosing this option.

Display the Calculation Points
       Only to be used under the guidance of hfx Help Desk


Display the Stats
       Only to be used under the guidance of hfx Help Desk

Quit
        This option will shut down Goldwin. The screen may turn red before
        closing, this is to indicate that Goldwin still has some calculations to
        complete. The program will automatically close once these calculations
        have been completed.


Drivers
       This option will only appear if Goldwin has been successfully Unlocked.
       All of the options under this heading should only to be used under the
       guidance of hfx Help Desk.

Window
      The standard Windows options for Vertical tile, Horizontal tile, Cascade
      and Icon are not used by Goldwin and have therefore been disabled.
      The 3 boxes displayed at the right-hand edge of the ‘Goldwin – The
      WinTime Terminal Driver’ display bar can be used to Minimize, Restore and
      Close the Goldwin program.

        The current versions of the Goldwin drivers are also displayed.

     How do I change the Time at the Terminals?

1.   Close Goldwin (The time at the terminals can only be set at the Goldwin PC).
2.   Set the PC to the correct time
3.   Restart Goldwin
4.   Choose Files – Unlock and enter the User Name and Password provided at
     your training course
5.   Choose Files – Polling (This will remove the tick)
6.   Choose Files – Set the Terminal Date and Time
7.   Choose Files – Polling (This will replace the tick and start the bookings
     download again)
8.   Choose Files – Lock




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WinTime Pro V10.0



When you first open the WinTime software you will be presented with a Login
screen that will require a User Name and a Password.




These entries are case specific and will be initially provided by your hfx trainer.
One or more Users will be given the facility to create new User Names and
Passwords.

As a security feature, the Logon box will disappear after 8 seconds if the details
have not been entered.

Once you have successfully logged on, you will be presented with the following
screen: -

Quit          Create new employee           Lookup an existing employee




                                                                Your Company Name

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The WinTime Menu Bar Options Explained
An operator with Full user rights will have the following options available: -

File
       Quit
       This option will exit the WinTime Pro software. You can also exit the
       WinTime Pro software by choosing the         icon or choosing the
       from the top right-hand corner of the screen.

Parameters
      Public Holiday Calendars
      This will produce the WinTime Pro – Public Holiday Calendars Definition




The calendar name is ‘Standard Public Holiday’ and displays the calendar
for the current year. To highlight a day as being a Public Holiday, either double
click the relevant day or single click the day to highlight it, then press the space
bar. A GREEN grid will then fill the day to show that it has been marked as a
Public Holiday. Repeat this procedure to deselect a day and return it to a Non-
Public Holiday.

Standard Public Holidays are those that appear on the same date every year.
They are represented by a BLACK grid and can be selected/deselected by holding
down the SHIFT key and double clicking with the mouse.
In order to set Public Holidays for subsequent years, click on the up/down arrows
at the bottom of the screen until the desired YEAR is displayed.
The advantage of a Standard Public Holiday is that it only needs to be chosen
once. The options Copy, New and Delete have been disabled as these are used by
hfx in the initial setup of the system.
There is an option to Print the Public Holiday Calendar and to save the changes
that have been made. If changes have been made but not saved, an option to
save these changes is prompted on exit.

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Daily Programme
The Daily Program (DP) is a very important part of a time recording system. It
represents the time frame within which an employee should work on a given day.
Once a DP has been created it is used to construct a Working Schedule (see
section Working Schedule).
The Normal Day(tab) Hours(tab) are made up of the following elements: -




                                                   Provides the option to print
           Quits the DP Screen                     all DP’s, the current DP
                                                   viewed or a range of DP
           This retains all Normal
                                                   The creates a completely
           Day/Public Holiday hours &
                                                   blank DP defaulting to the
           slice settings. It blanks out
                                                   next available number-
           the name and defaults to
                                                   THIS IS NOT
           the next available DP
                                                   RECOMMENDED.
           number.
           This saves any changes                  This will delete a DP
           made to the DP. If you                  provided it is not currently
           attempt to quit before                  being used by a Working
           saving it will prompt will              Schedule. An error message
           appear                                  if it is currently in use




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The Daily Programme Bandwidths Explained
Variable - From           The start of morning Bandwidth i.e. earliest time
                          point that an employee can gain time.
Variable - Till           The end of morning Bandwidth.
Fixed - From              The start of morning Coretime i.e. the time before
                          which an employee must book in before incurring an
                          infringement.
Fixed -Till               The end of Morning Coretime.
Variable Break - From     The start of the Lunch Period
Variable Break - Till     The end of the Lunch Period.
Variable Break - Time     The minimum amount of time an employee must be
                          absent over the lunch period. Several breaks can be
                          taken to make up this time. If the total break time
                          (i.e. absence time) between Variable Break – From
                          and Variable Break – Till is less than the Variable
                          Break – Time, then the difference will be deducted
                          from that day’s Flex Balance.
Fixed - From              The start of afternoon Coretime i.e. the time before
                          which an employee must book in before incurring an
                          infringement.
Fixed - Till              The end of Afternoon Coretime i.e. the earliest an
                          employee can leave without incurring an
                          infringement.
Variable - From           The start of afternoon Bandwidth
Variable - Till           The end of Afternoon Bandwidth i.e. The latest time
                          that an employee can gain credit.
Business Absence - From   Start of the Business Day i.e. If an employee arrives
                          on Business Absence (BA) time spent on BA will be
                          calculated from this time.
Business Absence - Till   If an employee departs on BA and does not return
                          that day, BA is calculated until this time.
Half Day - From           If an employee books a half day absence in the
                          morning but arrives BEFORE this time, WinTime will
                          automatically cancel the correction.
Half Day - Till           If an employee books a half day absence in the
                          afternoon but arrives AFTER this time, WinTime will
                          automatically cancel the correction.
Target Time               Target Hours for the Day i.e. the amount of time
                          deducted from an employee on a daily basis.
Target AM                 Morning Target Hours i.e. half of the Target Time
Target PM                 Afternoon Target Hours i.e. half of the Target Time
Maximum Day Time          Maximum Hours an employee can work (normally
23:59)
Default Dept Time         Used in the event of a forgotten booking. The system
                          will not automatically enter this as a departure time,
                          but will calculate the worked time for that day as if
                          the employee had departed at this time. This allows
                          an administrator to enter the correct departure time
                          at a later date.
End of Day                This is required by the system and is generally 23:59

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The Public Holiday(tab) Hours(tab) should be identical to the Normal Day(tab)
Hours(tab). To ensure this is correct, click on the Hours (tab) and then on The
Public Holiday(tab).

Then click on the            button. (WARNING: This is not the same as the
           button)

The Normal Day(tab) Slice(tab) is used to record hours that are not added to the
Daily Balance. In this example you can see that a Slice has been set up from
00:01 – 07:30 and another from 18:00 – 23:59. This will ensure that any time
worked BEFORE 07:30 and any time worked AFTER 18:00 is recorded separately
(see section on Excess).




    How do I Change the value in a From/Till/Time box?

In order to change the value in a From/Till/Time box, simply click once on the box
and an up/down arrow will appear.

Either click once for every unit you wish to increase/decrease the value by, or
click once and hold down the mouse button until the value has scrolled to the
correct amount.
An alternative to this would be to highlight the entire figure and type in the
required value.



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   How do I add a new line to a Daily Program (DP)?

If you wish to amend an existing DP, you may need to add a new line. To add a
new line to the bottom of a DP simply click in the Time field of the very last entry
and press the Tab key. This will provide you with a blank Bandwidth entry with a
drop down arrow on the right of the field. Click on this drop down arrow to choose
the required field name. Then use the mouse or simply tab across to complete the
From, Till and Time (if required) boxes.

To add a line in the middle of a DP, highlight the Bandwidth description that will
be BELOW the new entry and press <Ctrl Insert>. This will provide you with a
new Bandwidth entry with a drop down arrow on the right of the field. Click on
this drop down arrow if you wish to change the default field name. Then use the
mouse or simply tab across to complete the From, Till and Time (if required)
boxes.


  How do I remove a line from a Daily Program (DP)?

In order to remove a line from a DP, simply highlight the Bandwidth description
and press <Ctrl Delete>


  How do I create a new Daily Program (DP)?

It is recommended that you do not create New DP’s but simply find the closest DP
that already exists and use the            button.



This will blank out the Name and automatically assign the next available number.
Now use the techniques described above to amend the DP.

             It is important when naming the DP that you choose a description
             that accurately reflects the values in the DP. The above example is
             called “Var 07:20-18.00, Tar 7:00” to reflect the Variable Bandwidth
             and the Target Time. It will become clear in the following section
             (Working Schedules) why this is important.




Remember to use the                  button in the Public Holiday(tab) Hours(tab) to
quickly duplicate the details in the Normal Day(tab) Hours(tab).



(WARNING: The                 button is not the same as the
button.)


Do not forget to amend the settings in the Normal Day(tab) Slice(tab).


Do not forget to enter a Name for your new DP before you                 it.



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Working Schedule
The Working Schedule (WS) is made up of Daily Programmes (DP) (see section
Daily Programmes).




Cycle

This tab is used to apply Daily Programs to particular days.
This example shows that Working Schedule No.1 is made up of Daily Program
No.1 from a Monday for 5 days i.e. Monday to Friday. Daily program 100
(Weekend) is applied to Saturday for 2 days i.e. Saturday and Sunday.
The Exception, Public Holidays & Period tabs should not be altered.

   How do I change the value in Days box?

In order to change the value in the Days box, simply click once on the box and an
up/down arrow will appear.




Either click once for every unit you wish to increase/decrease the value by or click
once and hold down the mouse button until the value has scrolled to the correct
amount.
An alternative to this would be to highlight the entire figure and typing in the
required value.
Once you move to the next field you should notice that the Date field on the next
line down should have changed to accurately reflect the alteration in Days.




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   How do I change the value in a Daily Program box?

Click on the current value and a drop down arrow will appear on the right of the
box. Click on the arrow and the currently created Daily Programs will appear.
Click on the relevant DP.




   How do I add a new line to a Working Schedule (WS)?

If you wish to amend an existing WS, you may need to add a new line. To add a
new line to the bottom of a WS simply click in the Daily Program field of the very
last entry and press the Tab key. This will provide you with a blank Bandwidth
entry with a drop down arrow on the right of the field. Click on this drop down
arrow to choose the required field name. Then use the mouse or simply tab
across to complete the From, Till and Time (if required) boxes.
To add a line in the middle of a WS, highlight the line that will be BELOW the new
entry and press <Ctrl Insert>.

    How do I remove a line from a Working Schedule(WS)?
In order to remove a line from a WS, simply highlight the Bandwidth description
and press <Ctrl Delete>

   How do I Create a New Working Schedule (WS)?
It is recommended that you do not create New WS’s but simply find the closest
WS that already exists and use the          button.



This will blank out the Name and automatically assign the next available number.
Now use the techniques described above to amend the DP.

          It is important when naming the WS that you choose a description that
          accurately reflects the values in the WS. For example a WS called “Mon
          - Fri, Tar 7:00 (30mins lunch)” reflects the days of the week worked
          and the Target Time.




Do not forget to enter a Name for your new WS before you               it.




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Personal Records
Add a New Record

The menu option to Add a New Record has the same function as the
icon.

On choosing this option you will be presented with the following screen: -




The employee details are held on various screens or ‘tabs’. We will look first at
the details on the Per.Data tab.




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The Personnel Data (Per.Data) Fields Explained
Unique Details
Badge            This is a numeric field and represents the number of the
                 booking card that will be given to the employee. On saving
                 the record this number will default to a 5 (five) digit number
                 by automatically adding leading zeros i.e. 7 will become
                 00007.
Personnel Number This is an alpha/numeric field with a maximum of 10 (ten)
                 characters.
Name             This is an alpha/numeric field with a maximum of 50 (fifty)
                 characters.

General Details
Department       Employees can be assigned to separate Departments. It is
                 not essential to do this but can be very useful for calling off
                 reports just for certain groups of employees.
Working Schedule The time frames within which an employee should work (see
                 section on Working Schedule).
Booking Area     Employees can be assigned to one or more Booking
                 Terminals.
Business Absence No Business Absence will prevent the employee from
                 using the BA button at the terminal. Short Business
                 Absence will only allow the employee to use the BA facility
                 one day at a time. Long Business Absence will keep an
                 employee on BA from the day they depart on BA to the day
                 they arrive back. There is no limit to the number of
                 concurrent days absence on BA.

Period Details
Auto Cutback        If ticked, the Period Credit Limit is activated.
Period Credit Limit Cut back any hours in excess of this figure at the end of the
                    accounting period
Period Debit Limit Balance that an employee should not fall below.

Rule Status
Time Total           If ticked the balance accumulates i.e. the Target Time is not
                     deducted every day.
Archive Data         Archive the data to the number of months stated in the
                     Specification.

Lunch Deductions
Business Absence This time is deducted from the balance if an employee is
                 booked on Business over the lunch hour.
Lunch Penalty    This time is deducted from the balance if an employee is
                 booked in over the entire lunch hour.

Dates
Start of History     The date from which WinTime starts to calculate this record.
End of History       The date after which no further calculations are carried out.




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   How do I create a New employee.

The menu option to Add a New Record has the same function as the
icon.

Unique Details
The cursor will appear in either the Badge, Personnel Number or Name field
depending on which field was last used to carry out a search (see section on
Personal Records Search/Modify).

Badge -                     Enter the number of the booking card that will be
                            given to this employee.
                            The field is numeric with a maximum 5 (five) digits
                            This is a mandatory field and the entry must be
                            unique.

Personnel Number -          This is an alpha/numeric field with a maximum of 10
                            (ten) characters.
                            This is a mandatory field and the entry must be
                            unique.

Name -                      This is a mandatory field

General Details

Department -         Right Click in the field, the            option will appear.
                     Click on this option and the following menu will appear:




                     Highlight the relevant Department and click on OK.




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Working Schedule - Right Click in the field, the           option will appear.
                   Click on this option and the following menu will appear:




                    Highlight the relevant Working Schedule and click on OK.



Booking Area -      Right Click in the field, the             option will appear.
                    Click on this option and the following menu will appear:




                    Highlight the relevant Booking Area and click on OK.




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Business Absence -            Right Click in the field, the             option will
                              appear. Click on this option and the following menu
                              will appear:




      Highlight the relevant Business Absence authorization and click on OK.


Period Details

Auto Cutback -         By default employees will be cutback at the end of the
                       accounting period if they exceed the Period Credit Limit
                       value. If you do not wish this employee to be cut back at the
                       end of the accounting period then click on this box to
                       remove the tick.

Period Credit Limit - To change the default value, highlight the figure and then
                      re-enter the required figure

Period Debit Limit -   To change the default value, highlight the figure and then
                       re-enter the required figure


Rule Status

Time Total -           Click in the box to add or remove the tick. If ticked the
                       balance accumulates i.e. the Target Time is not deducted
                       every day.

Archive Data -         Only display a History limit as stated in the specification.

Lunch Deductions

Business Absence       If there is no absence time over lunch but some time has
Lunch -                been worked on business between the start and end of
                       lunch, then this value will be deducted from the Balance.

Lunch Penalty -        If no bookings are made over the lunch period and the
                       employee has not been on BA then this value will be
                       deducted from the Balance.


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History Dates
Start of History -          On reaching this stage, all other fields apart from the
                            End of History

                            should have been completed. Click on         at the
                            top of the screen, the following prompt will appear:




                            Set the date from which WinTime should start
                            calculating for this employee.
                            This can be a past, present or future date. On
                            clicking the OK button the date will be automatically
                            entered into the Start of History field.

End of History -             This field should be left blank at the employee
                             creation stage. It is only to be used if you wish to
                             stop using this record but do not wish to delete it
                             from the system. These employees will still appear
                             on the reports unless Search Profile 1 is chosen when
                             building a Group Report (see Group Functions, Create
                             a Report)
          An employee who is not deleted from the system can still make
          bookings at the terminal. Please be aware of this if you use WinTime
          Pro as an access control system.



The employee record is now complete. Provided Goldwin is running, the newly
created employee will be able to book at the terminals within 30 minutes. If
Goldwin is not currently running any newly created records will not be sent to the
booking terminals until Goldwin is started.




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Search for Record F3

The menu option to Search for Record F3 has the same function as the
icon.

On choosing this option you will be presented with the following screen: -




The first task is to call up the employee details you wish to modify, this can be
achieved in several ways:

1.     Enter either the Badge, Name or Personnel Number and press the Return
       key.
2.     Use the arrow keys at the top of the screen


Go to the first record                                        Go to the last record
on the system                                                 on the system


              Go back one record             Go forward one record

3.     Use the Grid Arrow Key to call up a list of all employees
       Highlight the appropriate employee and click on OK.



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Clicking in the relevant field and retyping the new details can change the fields
Badge, Personnel Number and Name. If any of these fields are altered, click on
at the top of the screen in order to save the details.

All of the other fields can be altered by Right clicking on the field and choosing
the option Correction…


The following dialogue box will appear:




This is an example of a dialogue box when changing the Department. A similar
box will appear for

Working Schedule
Booking Area
Business Absence
Auto Cutback
Time Total
Archive Data
Start of History
End of History

To complete the correction simply click on the drop down arrow on the lower box
and choose the appropriate value.
                  Special attention should be paid to the ‘New Value from’ field
                  as this contains the date from which this correction will
                  commence. This field can be pre or post dated by first clicking
                  in the field and then using the up and down arrows to change
                  the date.



There is a           button on all Correction Boxes. This button allows the
operator to attach an additional comment to a correction. On clicking the ‘Notes’



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button the Input a New Correction box is extended to include an area for free
text.

There are 2 additional buttons displayed, Sound and Existing




The Sound button is not used in this version of WinTime.

The Existing button allows you to reuse Notes that have previously been entered
in the text box.
                   WinTime automatically generates The Start of History field
                   when the record is first created and should not be altered.
                   However in the unlikely event that you do need to change this
                   field it is advisable to contact the hfx Help Desk for advice.

The following fields have a slightly different correction format:

Period Credit Limit
Period Debit Limit
Business Absence Lunch
Lunch Penalty

When making adjustments to these fields a time value needs to be entered, so
the drop down box is replaced with an empty box (New Time Value) in which to
type the correction values as shown in this example:




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           Special attention should be paid to the ‘New Value from’ field
           as this contains the date from which this correction will
           commence. This field can be pre or postdated by first clicking
           in the field and then using the up and down arrows to change
           the date.Should you try to enter in a correction on a date
           when an identical correction has already been made then the
           following message will be displayed:




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 The Corrections Audit (Corr.Audit) Fields Explained


Date              The date the correction was made
Correction Type   The name of the correction
State             Is the correction still valid or has it been deleted
Info 1            The value of the correction if it adds time to the balance
Info 2            This is not used
Info 3            The value of the correction if it does not add time to the
                  balance
Notes             Text entered into the notes field of a correction
Date Entered      The Begin and End date of the correction
User              Name of the User who made this correction. If Flexsys is
                  displayed then the correction was automatically
                  Created/Deleted by WinTime.




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By right clicking on an adjustment the following functions can be carried out:




                                             Sort by column heading, can also be
                                             achieved by clicking on the heading.


                                             Go to a specific date, can also be
                                             achieved by pressing F4

                                             Add a new correction

                                             Modify the date or value of an
                                             adjustment

                                             Mark the correction as deleted
                                             (highlighted in red)

                                             Remove a correction completely.


                                             Corrections can be marked and then
                                             deleted in one action by right
                                             clicking on a marked correction and
                                             choosing Delete the Corrections
                                             Checked.
                                             This can also be achieved by
                                             highlighting a correction and
                                             pressing the Space Bar.




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The Bookings Tab Fields Explained

Date          Day, date & Time of the booking
Type Type of booking made. On the left of the screen is a description of all
possible booking types
Terminal      Description of the terminal at which the booking was made.




           This is purely a display screen, no input can be made.




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The History Tab Fields Explained

Date         Day and date of Booking
Bookings     Booking Times. Blue –Arrive, Green –Depart, Red –Manual, # -BA
Booked       Total time booked in
Worked       Total time credited to balance
BA           Total time on Business Absence
Target       Hours deducted from balance
Balance      Overall balance
Comments     Infringements and Corrections




This is the main screen from where corrections to the Time Balance are made.




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  How do I make a correction in the History Screen?

Right click in the Balance field in the date that you wish to make the correction
for. The correction dialogue box will appear.




Click on the drop down arrow under Correction Type to choose the correction to
apply.

Alter the Begin and End dates if required.
        Adjustments made for one day should have the same Begin and End
        dates.




Next click on the drop down arrow to choose the Correction Value
        The Correction Value – Time Value Correction will produce an additional
        blank field in which to enter the Time Value. This must be in the format
        HH.MM i.e. 1 hour = 01.00




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By right clicking in the comments column a menu with the following options
appears:




Information Parameters…
You can configure the text that appears in the Comments column by using the
Add and Remove buttons

Information Parameters (2)…
You can configure the text that appears in the Comments column by using the
Add and Remove buttons

Modify the correction
This option will only appear if it is chosen on a day where adjustments have been
made. On choosing this option an additional list will appear from which you must
choose the adjustment to modify.
                 You can only modify the adjustment value or date, you cannot
                 change the type of adjustment.

Delete the correction
This option will only appear if it is chosen on a day where adjustments have been
made. On choosing this option an additional list will appear from which you must
choose the adjustment to delete. A warning message will be given before
deletion.

Display the cancelled corrections
Choosing this option will display correction that have been automatically cancelled
by the system due to the fact they were made on a non-working day i.e. booking
Annual Leave on a weekend.

Choose the correction types…
This will display the Choice into List dialogue box. By using the Add and Remove
buttons you can configure which corrections are displayed on the Comments
column.

Correction
       This allows you to carry out a correction, see:
             How do I Make a correction in the History Screen?

Print
       Choosing this option will allow you to print a report just for this employee.
See section Group Functions – Create a Report for a full explanation
            Function key 4 (F4) can be used for jumping to a specific date.
                           Function Key 9 (F9) can be used to recalculate /
            refresh a record
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The Excess Tab Fields Explained
Calculated Figures As of Displayed Date

Date                      The figures as of this date
Balance                          Flex balance as of the Date filed
Above Period Credit Limit Any hours currently above PCL
Below Period Debit Limit Any hours currently below PDL
Total Hours Outside Bandwidth Total Excess Hours for the current accounting
period

Total Hours Outside Bandwidth This Year

From / Till                 Total Excess Hours for the current year

History Display

Date                        Day and date of Booking
Bookings                    Booking Times. Blue –Arrive, Green – Depart, Red –
                            Manual, # - BA
Balance                     Overall balance
Outside BW                  Hours worked outside of bandwidth
Comments                    Infringements and Corrections




      Corrections can be made in this screen in the same manner as the History
      screen.


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The Sick/Flex Tab Fields Explained
Current Accounting Period Totals
Doctors Certified Sick     Total for the accounting period in Days & Hours
Self Certified Sick        Total for the accounting period in Days & Hours
Flex                       Total for the accounting period in Days & Hours

Current Year Totals
Doctors Certified Sick     Total for the year in Days & Hours
Self Certified Sick        Total for the year in Days & Hours
Flex                       Total for the year in Days & Hours

Rolling Year Totals
Doctors Certified Sick     Total for the previous 12 months in Days & Hours
Self Certified Sick        Total for the previous 12 months in Days & Hours
Flex                       Total for the previous 12 months in Days & Hours

History Display
Date                       Day and date of Correction
Bookings                   Booking Times. Blue –Arrive, Green – Depart, Red –
                           Manual, # - BA
Comments                   Infringements and Corrections




            Corrections can be made in this screen in the same manner as the
            History screen.




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The AnnLve (Days) Tab Fields Explained
Annual Leave Details (Days)
Start Of Leave Year         Day & Month from which the leave year starts
Calculated Figures As Of Leave Taken/Balance fields reflect the value as of
                            this date. Using up/down arrow keys or highlighting a
                            line in the History display can change the date.
Max Leave C/F               Untaken leave can be carried forward into the next
                            leave year up to this limit.
Leave Entitlement           Leave Entitlement for the year.
Additional Leave            Leave in addition to the Entitlement
Special Leave               Leave in addition to the Entitlement and Additional
                            Leave. This field is reset to zero at the start of each
                            Leave Year
Previous Year C/F           Number of days carried forward
Remaining                   Number of days still to take from those carried
                            forward
Leave Taken                 Total leave days taken this leave year , not including
                            those pre-booked.
Leave Balance               Total leave days left to take this leave year , not
                            including those pre-booked.
Cancel Corrections          If more leave is booked than the employee is entitled
Tick Box                    to the additional days will be automatically cancelled.

Preplanned Details
Leave Committed Number of Preplanned days
Leave Remaining Number of Leave days left to take including preplanned days

History Display
Date                        Day and date of Correction
Balance                     Annual Leave Balance
Comments                    Infringements and Corrections




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The AnnLve (Hours) Tab Fields Explained
Annual Leave Details (Hours)
Start Of Leave Year        Day & Month from which the leave year starts
Calculated Figures As Of Leave Taken/Balance fields reflect the value as of
                           this date. Using up/down arrow keys or highlighting a
                           line in the History display can change the date.
Max Leave C/F              Untaken leave can be carried forward into the next
                           leave year up to this limit.
Leave Entitlement          Leave Entitlement for the year.
Additional Leave           Leave in addition to the Entitlement
Special Leave              Leave in addition to the Entitlement and Additional
                           Leave. This field is reset to zero at the start of each
                           Leave Year
Previous Year C/F          Number of hours carried forward
Remaining                  Number of hours still to take from those carried
                           forward
Leave Taken                Total leave hours taken this leave year, not including
                           those pre-booked.
Leave Balance              Total leave hours left to take this leave year, not
                           including those pre-booked.
Cancel Corrections Tick Box         If more leave is booked than the employee is
                           entitled to the additional hours will be automatically
                           cancelled.

Preplanned Details
Leave Committed             Number of Preplanned hours
Leave Remaining             Number of Leave hours left to take including
                            preplanned hours

History Display
Date                        Day and date of Correction
Balance                            Annual Leave Balance
Comments                    Infringements and Corrections




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The Yearly Overview Tab Explained




This screen displays the corrections made over the course of a year. The
corrections for each month are totaled in the Daily Tot. column.
At the bottom of the screen are the totals for each correction reason. These
colours match those shown on the grid.

       Annual Leave – Full Day



       Annual Leave – Half Day AM



       Annual Leave – Half Day PM



       Annual Leave – Time Adjustment




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By right clicking anywhere in the grid the following box appears:




New Beginning Date F4
      Enter a date that the grid should start from

Activate a Configuration Ctrl F4
       Change the displayed corrections to a pre-saved configuration

Watch the Flagged
      Display cancelled corrections

Watch the Cancelled Corrections
      Display cancelled corrections

Restrict View on Correction Types
       Use the Add and Remove buttons to alter the corrections shown.

Add a Correction
       This option will be highlighted if you click and drag on 2 or more days first.
       Corrections can be made in the same manner as the History screen.

Delete the Flagged Corrections
       This option will allow you to delete two or more highlighted corrections.

Save the Configuration
       Any changes to the layout of the screen can be saved for future use.
       Choosing one of the numbers between 0-5 and entering a new name can
       save a maximum of 6 configurations.

Handling Configuration
       Delete or Re-name a configuration.

Print (Ctrl P)
        Print the grid for the current employee only.

F8 Scroll Back one month. F9 Scroll Forward one month


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Group Functions
Create a New Group Correction

Within the Collective Correction module, it is possible to extract a group of staff
who fulfill a specific criteria and to enter one adjustment that applies to all, i.e. all
staff within a Department 0001 may require an adjustment for training. Rather
than entering this information individually, a collective correction can be run.




Choose a Model

If a previous group correction has already been run you have the option to save
this as a model for future use. These saved models will be displayed under the
drop down arrow on the opening screen.

If a model does not exist for the correction you wish to run then ensure that
Create a New Model is checked before clicking on Next.




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Choose the Employees
This screen defaults to Select All the Employees. This option will choose all
employees on the system including those that no longer use the system i.e. They
have an End Of History correction.

The drop down box contains 3 predefined Search Profiles:

       0001 – All Employees (Excl. End Of History)
This will apply thee correction to all employees except those that have a
correction for End Of History.

       0002 – Select All Employees By Department
                     This option will allow you to select one or more Departments

       0003 - Select All Employees By Working Schedule
This option will allow you to select one or more Working Schedules
This manual does not cover the option Use a Temporary Search Profile.

Having made your selection, click on Next




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Choose the Anomaly to Track

This screen defaults to No Sort on an Anomaly.
There are 4 standard Anomalies to choose from the drop down box

0001 – Forgotten Departure
The correction will only apply to employees   who have a forgotten departure
between the dates chosen.
0002 – Less Than 30 Minute Lunch
The correction will only apply to employees   who have taken less than 30 minutes
for lunch.
0003 – Coretime Booking(s)
The correction will only apply to employees   who have made a booking during
Coretime.
0004 – Lunch Penalty
The correction will only apply to employees   who have incurred a lunch penalty.

         No Sort on an Anomaly is the standard choice at this stage, as
         anomalies are not often applied to Corrections. Anomalies are normally
         used with Reports, which will be covered later in this manual.

Choose the dates to which the Anomaly should apply.

Click on the Next button.




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Collective Correction Report


This screen confirms how many employees fit in the Search Profile, how many fit
in the Anomaly Criteria and the total number that the correction will be carried
out for.


Choosing the                 button gives you the option to remove further
employees from the list by double clicking on their name. The arrow next to their
name will be deleted indicating that the following correction will no longer apply
to them.


Click on the Next button.




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Choose the Correction Type to Apply

Chose the correction that you wish to apply to the chosen employees. Click on the
Next button.




Correction Type Parameters

Choose the range of dates to which the correction should apply. A correction for
one day should have the same Begin and End dates.

Choose the Correction   Value to apply
Complete Day
      The employees     will be credited with a full day’s target hours
Only AM
      The employees     will be credited with a half day’s target hours
Only PM
      The employees     will be credited with a half day’s target hours
Time Value Correction
      A separate box    will appear for you to enter a value on the format HH.MM


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Confirm your Data

This screen confirms the choices made. If any are not correct simply click on the
Previous button until you reach the relevant screen.

If you are happy with the confirmed data then click on the Finish button.




Execute the Correction
This screen charts the progress of the correction as it is applied to the chosen
employees.
If an error has been made at this stage simply click on the cancel button.



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Collective Correction Report

This screen confirms that the correction has run for all chosen employees. If there
have been any problems applying the correction to any employees, the number of
errors will be shown in the right hand corner.

The employees to which the errors refers can be viewed by clicking on the
button.

At this stage you can click on the Cancel button to end the Collective Correction,
or click on the Next button in order to save the model you have just created.




Enter a Number and a Name for the Model. Click on the Save button.
This Model can now be chosen from the first screen when the Create a New Group
Correction option is chosen.



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Anomaly Control




This option allows you to search for employees that fit one of the four standard
anomaly profiles.

0001 – Forgotten Departure
The correction will only apply to employees   who have a forgotten departure
between the dates chosen.
0002 – Less Than 30 Minute Lunch
The correction will only apply to employees   who have taken less than 30 minutes
for lunch.
0003 – Coretime Booking(s)
The correction will only apply to employees   who have made a booking during
Coretime.
0004 – Lunch Penalty
The correction will only apply to employees   who have incurred a lunch penalty.

You can search over a date range by changing the From – Till boxes

Click on the          button.




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Create a Report
This module will produce printed reports for one or more employees.




Choose a Model
Each time you run a Report you have the option to save this as a model for future
use. These saved models will be displayed under the drop down arrow on the
opening screen.

If a model does not exist for the report you wish to run then ensure that Create a
New Model is checked before clicking on Next.




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Choose the Employees

This screen defaults to Select All the Employees. This option will choose all
employees on the system including those that no longer use the system i.e. They
have an End Of History correction.

The drop down box contains 3 predefined Search Profiles:
       0001 – All Employees (Excl. End Of History)
This selects all employees except those that have a correction for End Of History.
       0002 – Select All Employees By Department
                      This option will allow you to select one or more Departments
       0003 - Select All Employees By Working Schedule

This option will allow you to select one or more Working Schedules
This manual does not cover the option Use a Temporary Search Profile.

Having made your selection, click on Next




Choose the Anomaly to Track
This screen defaults to No Sort on an Anomaly.
There are 4 standard Anomalies to choose from the drop down box

0001 – Forgotten Departure
The report will only include employees who have a forgotten departure between
the dates chosen.
0002 – Less Than 30 Minute Lunch
The report will only include employees who taken less than 30 minutes for lunch
between the dates chosen.
0003 – Coretime Booking(s)
The report will only include employees who have made a booking during
Coretime.
0004 – Lunch Penalty
The report will only include employees who have incurred a lunch penalty.
Choose the dates to which the Anomaly should apply.
Click on the Next button.



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Sort the Employees

The reports are pre-formatted to print in Department order and by Name within
the Department. Therefore no modification is required on this screen.

Click on the Next button.




Select The Employees

The list of employees who will appear on the report is now being built by the
system



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Extraction Report

This screen confirms how many employees fit in the Search Profile, how many fit
in the Anomaly Criteria and the total number that will appear on the report.


Choosing the               button gives you the option to remove further
employees from the list by double clicking on their name. The arrow next to their
name will be deleted indicating that they will no longer appear on the report.

Click on the Next button.




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Choose the Report Form

Choose a report from the list entering either a single date or a date range
depending on the type of report chosen.

The                button allows you to view the first page of the report before
committing it to print.

See Report Types for a description of all reports

Click on the Next button.




Choose a Printer

Confirm the print to which the report is to be sent and the number of copies
required.

Click on the Next button.




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Confirm your Data

This screen confirms the choices made. If any are not correct simply click on the
Previous button until you reach the relevant screen.

If you are happy with the confirmed data then click on the Finish button.




Execute the Printout

This screen displays the progress of the printout.



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Printout Report

This screen confirms that the report has run for all chosen employees. If there
have been any problems printing any employee, the number of errors will be
shown in the right hand corner.

The employees To whom the errors refer can be viewed by clicking on the
button.

At this stage you can click on the Cancel button to end the Report and List
function, or click on the Next button in order to save the model you have just
created.




Save the New Model

Enter a Number and a Name for the Model. Click on the Save button.
This Model can now be chosen from the first screen when the Create a Report
option is chosen.
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Options
Change Password




Enter your new password. Repeat the new password in the Confirmation box.
Click on Ok.

User Definition
Due to security implications this option is not covered in the manual. Super Users
will be trained at the time of installation. Separate instructions will be provided.

System Names
Due to security implications this option is not covered in the manual. Super Users
will be trained at the time of installation. Separate instructions will be provided.

Search Profiles
Due to security implications this option is not covered in the manual. Super Users
will be trained at the time of installation. Separate instructions will be provided.

Anomaly Profiles
Due to security implications this option is not covered in the manual. Super Users
will be trained at the time of installation. Separate instructions will be provided.

Window
These are the standard Windows options for Cascade, Tile, Arrange Icons and
Close All.

Help
Using Help
These are the standard Windows Help Files. In order to display the WinTime
online Help Files simply press F1 and the relevant Help File for the screen you are
currently in, will be displayed.

About WinTime
      WinTime version information.




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Report Types
History Report
       One employee per page, from – till date range.
       Corrections summary at bottom of report.

Daily Report
       One department per page, single date.

End Of Accounting Period Report
       One department per page.
To view the data for one accounting period, enter the last day of the accounting
period in the From and Till dates. Entering a range of dates will print the data for
any day that is the last day of the accounting period between the From and Till
dates.

Hours Outside Bandwidth Report
      One employee per page, from – till date range.

Sick/Flex Totals Report
       One department per page, from – till date range.

Individual Sick/Flex Report
       One employee per page, from – till date range.
       Corrections summary at bottom of report.

Group Annual Leave Report – Days
      One department per page, single date.

Individual Annual Leave Report – Days
       One employee per page, from – till date range.

Group Annual Leave Report – Hours
      One department per page, single date.

Individual Annual Leave Report – Hours
       One employee per page, from – till date range.

Yearly Overview Report
       One employee per page, no date.

Absence Report
      One department per page, no date.

Presence Report
      One department per page, no date.

Personnel Data Report
      One department per page, no date.




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Trouble Shooting
If you experience any problems using WinTime, you can contact hfx’s Customer
Support Helpdesk on 01279 647871.

The Helpdesk is open Monday – Friday 8:30 am – 5:00 pm.

You may experience errors from time to time. As part of general ‘housekeeping’
on the system you should try to reboot the PC every week or two. Rebooting the
PC will often resolve many of the common problems you may experience.


Q – Why can I not see any bookings for today in the History tab?
A – The Goldwin application is not running. Restart Goldwin.

Q – A box has appeared on my screen saying ‘‘Application Error’’. What
should I do?
A – Click on OK. The PC needs to be shut down and restarted (make sure you
have the PC password to log back in before shutting down). Close WinTime,
Goldwin and any other applications you have running and shut down the PC. Wait
for ten seconds and switch back on. Remember to Restart Goldwin again.

Q – I am unable to enter a correction for a user. What should I do?
A – Check the correction date; make sure you are not trying to enter a correction
on a day where a correction already exists. If this does not resolve the problem
highlight today’s date in the history screen and press the F9 button on your
keyboard and try again.

Q – When I open WinTime I see a “directory is busy” message. What
should I do?
A – Click on OK. The PC needs to be shut down and restarted (make sure you
have the PC password to log back in before shutting down). Close WinTime,
Goldwin and any other applications you have running and shut down the PC. Wait
for ten seconds and switch back on. Remember to Restart Goldwin again.




If the system develops a fault that isn’t listed please do not attempt to fix
it yourself, always contact the helpdesk for advice.

Never run the WT Repair programme unless you are advised to do so by
the helpdesk.




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Training exercises


Exercise 1

Create a Working Schedule to cater for an employee who works a Full Time day
Monday, Tuesday and Wednesday, 4.00 hours on a Thursday and 6.00 hours on a
Friday.

Exercise 2

Create a New Employee with the following details

Badge No.                   -   1000
Personal No.                -   1000
Name                        -   Jones A
Department                  -   Dept 2
Working Schedule            -   One created in Ex.1
Book Area                   -   1
Business Absence Auth       -   Long
Begin Date Calculation      -   2 weeks prior to today’s date
Accounting Period Limit     -   10.30

Exercise 3

Modify this person’s Badge Number and Business Absence Authorisation

Badge No.                   - 1000
Business Absence Auth       - Short

Exercise 4

Create the following corrections

Use the Start Day Balance correction to show a Balance of 10.00 hours on the
first day.
Do a miscellaneous adjustment for 5.15 for any day
Book 5 consecutive day’s holiday for any week next month
Book a Half-Day Sick for any day in the past.

Exercise 5

Do a group correction to set the Week of period to 2

Exercise 6

Print a Daily report for today for One Department of your choice

Print a history report for one person from their History screen showing a one-
week date range.




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Backing Up Your Data

The backing up of the WinTime Pro databases is a very important task. Should
anything happen to the PC the system is running on, you may need to restore
the data from a backup.

It is recommended that when the system is first installed you do a full backup if
the WinTime directory and all of its sub-directories.

On a daily basis it is strongly recommended that you backup the contents of the
WinTime\Bases directory.

If you need assistance on how to make a back up please contact your IT
department.




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