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					Proteus Operating Guide
                 from




        Timelink Systems Ltd.

        Phone : 0870 165 3002



   E-mail : support@timelinkgroup.com
    Website : www.timelinkgroup.com
                           Proteus 2000      for windows



Index to Contents
Description                                        Chapter                Page


PROTUES LOGON SCREEN                              1.0                     5

PROTEUS MAIN WINDOW                               2.0                     6

T & A REPORTS                                     3.0                     7
DATA COLLECTION REPORTS                           3.1                     11

PERSONNEL ( add/delete/modify employee )          4.0                     12

       Time & Attendance                          4.1                     15
       Data Collection                            4.2                     17
       Access Control                             4.3                     18
       Entitlements                               4.4                     19
       Info - sheets                              4.5                     20
       Permissions                                4.6                     21
       Employee Calendar                          4.7                     22

A.D.P ( attendance display panel )                5.0                     26

DATA COLLECTION                                   6.0                     27

       Job Number                                 6.1                     27
       Edit DC Clockings                          6.2                     29
       Delete Jobs                                6.3                     31
       Set Up Fields                              6.4                     31

SETUP                                             7.0                     33

       Absences                                   7.1                     33
       Bell Times                                 7.2                     35
       Dates & Times                              7.3                     36
       Default Permissions                        7.4                     37
       Departments                                7.5                     38
       Sites                                      7.6                     39
       System                                     7.7                     40

CLOCKINGS                                         8.0                     43

       Adjustments                                8.1                     44
       Edit T&A Clockings                         8.2                     45

PROTEUS SENIOR 2000 USERS ONLY                    9.0                     50




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               Proteus 2000 Overview
Proteus consists of terminal(s) linked to a hardware controller. The terminals are small
compact units allowing information to be collected from the shop floor.
This information may be collected in various ways;

i.e.     a)   Magnetic badge entry
         b)   Barcode entry
         c)   Information being entered via the Terminal's own keypad
         d)   Proximity badges / keys
         e)   Infra-red keyfobs
There are many options available on the Proteus system, ( depending on the type of Proteus
system purchased, will depend on the options available to that system ). See your supplier for
details.

Fire Alarm Connection : If a fire alarm is present in the building, Proteus may be connected
to the fire alarm, allowing a printout of people present in the building to be generated within
seconds of the fire alarm being activated.

Bells / Sirens : These can be connected to the Proteus system to sound at certain times in the
day for start times / tea breaks / lunch breaks / shift end etc. so that the employee's are aware
of the correct time to start / finish etc.

Environment Control : This allows Proteus to monitor various circumstances in a room for
example:- Temperature control / Lighting control / Mains monitoring or even Counting on a
production line. This option should be consulted in great detail with your supplier first.

Rugby Time Keeping : If you wish Proteus to have time keeping accurate with the Rugby
signal, then a device can be connected to Proteus and maintain its time from the Rugby signal.

Wall Dials, Rugby Signal : Wall dials can be purchased as stand alone battery operated dials,
which are particularly useful if the Above Rugby Time Keeping device has been purchased,
for this now enables your Proteus Time & Attendance system, which may also be used to ring
bells. Will have the exact time as the wall dials, with NO extra wiring to dials from our
system or any other master clock.

Import Facility to Spreadsheet : Proteus can produce an ASCII file or COMMA Separated
file from any of its reports, then providing the Spreadsheet or Database that you are using can
import, let your supplier know you are interested and discuss fundamentals.

Import Facility to Payroll : Proteus can import direct into payroll via a Paylink Package
written for Proteus to Most established Payroll packages, again this depends if the payroll
package being used can import ASCII or COMMA separated. See your supplier for more
details.

For the Purpose of the Manual, there are colour coded text for ease of use in the manual.
GREEN is Sub Headers / RED is for any IMPORTANT ( Take Notice ) points, and all
Main Headers will be highlighted in BLUE. Purple is for any Key Points.


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Chapter 1.0

  Proteus Logon

If the passwords are enabled in the software, when you click on the Proteus 2000 icon the first
screen that you will be presented with is the logon screen.

The Logon screen allows the users of the system to access the software under their valid
password, the software will the keep a record of any changes that are made in the Edit
Clockings section of the software and who made them.

The Logon screen will look like this :-




» To gain access to the software, type in your SURNAME first.
» Then type in your valid PASSWORD and click O.K.

By entering a valid Surname and Password, the main Proteus window will be displayed. You
can at any time whilst in the software, Log Off your current surname/password and Log Onto
a new one.

If an Invalid surname/password is entered, the cursor will always default back to the Surname,
and will also only let you attempt access to the software 3 times before taking you out of the
Password screen completely.

Valid Passwords are set up in the Personnel section of Proteus, see later chapter.

- Note :- Employee’s may be setup to access various sections of Proteus only, with Read
only access, Read/Write access or Full access. Please see Chapter 4.6 for more details.




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Chapter 2.0

  Proteus Main Window
  Window
This screen allows the user to access all the software functions easily and quickly with only a
few clicks of the mouse. Alternatively, you can select the Menu item by holding down the
ALT key and pressing the corresponding letter with an underscore under that menu item.

Some functions from the Combo Box Buttons may not be available, depending on the type of
system you have installed. Contact your supplier if you need further assistance.

The Main Window will look like this. :-




You may minimise Proteus into the Tool Bar, ( Note : Proteus should not be opened more
than once in a session ). You can CLOSE Proteus by either Clicking on the X in the top tool
bar, or by Clicking on the EXIT button.




» The About button : Click on the Icon ( pc+clock) for reference to the Version number of
the software, and also the contact numbers of your supplier, plus a direct link to an E-
mail/Website address.
The other Buttons will be described in later Chapters.


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Chapter 3.0



The Reports are a means of accessing all the data that is in the Proteus database. Thus being
the actual clockings of the employee's, or manual entered information by the user, i.e.
Absence Reasons.
Any of the Reports can be generated to the screen or direct to the printer. The reports will use
Internet Explorer to generate them, ( and will create html files ). Minimum V5.0
The Reports can be generated as many times as desired and whenever desired.

» Report Generator : There is an in built report generator within Proteus which allows
your supplier to make reports generic to your requirements. They can simply be altered by
having headers changed, the 'Layout' different, or even have Reports designed from scratch,
and even including formulae for any anomalies that may occur. Should this be of any use,
please contact your supplier.

These are the Report combo boxes for use with your system : -




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Reports Continued....

There are many Reports available in Proteus, but as highlighted on the previous page, you
only need to access the Time and Attendance combo boxes. In which there are 2 more combo
boxes, Infringe Reports and Other Reports.

Detailed in this Chapter are all the Time and Attendance Reports.

Each Report will have a Filter Screen which allows you to select the criteria for the report that
is to be generated. The filter screen is displayed below :-

               FILTER SCREEN




Not all of the Filter Screen fields will be available on all of the reports, for example :-
PERIOD will not be available on the " Employee Listing Report " for this reports just
generates a list of all the employees currently on the system, so NO period range is needed.

The 'Filter Screen' fields are described on the following pages.




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 EMPLOYEE : Will allow the selection of the employees themselves. By selecting
  ONE single employee only, by selecting a single Department of employees, or All the
  current employees on the system.

» Single : If selected, then the list of employees is displayed in the Employees 'box', you can
  use the scroll bar to find the employee, then single left mouse click to select the desired
  employee, the employee details will be displayed on the right hand side for reference. You
  can re-select a new employee by pressing the Clear button. 

» Department : Once department has been selected, then the Department field will come to
  life, and now allow you to bring up the list of departments available. Click the department
  desired with left mouse button once to select.

» All : This will select all the employees current on the system.

 SORT METHOD : This allows you to select the way that the report is sorted, there are
  various choices, from Number only , Surname only, Department then Number. Choose
  from the list available which most suites your requirements. by clicking on the  next to
  sort method, then click left mouse button once to select the sort desired.

 PERIOD : Now the employee(s) has been selected and the method of sorting the
  employees, you now need to select the 'Period' of data required. Depending on how long
  the system has been running, you can select data from anything like 1 day to 1 year, or
  even from when the system was installed.
  The means of accessing this data is broken down into several ways for your ease. By
  clicking on the  next to Period, the options will appear. The data will be processed by
  the option you select. If you choose Current Day, then only TODAY'S data will be
  accessed. If you choose Last Week, ( and your week starts on a Monday for e.g. ) then
  Monday to Sunday's data will be accessed and generated for the PREVIOUS WEEK and
  so forth. The Date Range allows unlimited access to the database within Proteus, as this
  can be used to enter ANY date range required. ( Please note, large date ranges may take
  several minutes to generate the report ).

 PAY CYCLE : If some employees are paid by one method and some are paid by other
  methods, then you can use this method of sorting between them. For example, you could
  run a report for the employees paid Weekly, and then run another report for the employees
  paid monthly. This option is not a vital means of setting the 'sort' criteria and is not used
  that often.

TWO options now become available, you can Display the 'Last Report' which means if the
report has already been run before, you can choose Last Report to 'Quickly' display the report
without the system having to access the database and process all the information.
'New Report' means that the system Will access the database and generate the report again.

The Filter Screen will show a percentage bar to show the system is generating the report.

Once the report is generated within Internet Explorer, you have all the standard Windows
features to manipulate the report as you wish, and will print from here to your designated
printer. The Reports will only be generated if you are using Internet Explorer V4.0 or above.


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*** Brief details for some of the reports available, see below ***

 PAY REPORT : This report gives you all the main data needed to look at all the hours
  worked, all the clockings that the employee has done, any lateness by the employee, if
  they have forgotten to clock In/Out, and any reasons why they have been absent. This all
  collates onto one report, which can have any date range that you require.

 WORKING TIME REPORT : This report gives an average hours per employee over a
  17 week period and will take into account any manual modifications that have been made.
  This report should only be used as a guide and not definitive, and your supplier cannot
  accept be liable for any discrepancies.

 PRESENT REPORT : This report generates a list of all personnel who are presently
  clocked in at the time the report is activated.

 ABSENT REPORT : This report generates a list of all personnel who have not yet
  clocked In on the current day.

 MISSING NOW : This report generates a list of personnel who have clocked In and Out
  already on the current day, but are currently clocked out.

 EMPLOYEE LISTING : This report generates a list of all personnel currently
  on the system, and shows - Employee
  No./Surname/Initial/Dept./Workgroup/Card No.

   ABSENCE REPORT : This Report allows the generation of any historic
    absence reasons that are in the system. You can select a single absence reason, a
    group of absences or all absence types. The date range you may select depends on
    you, from just yesterday to whenever the system was installed. Therefore, if for
    disciplinary reasons, you may need to know how many times an employee has
    been sick for the last year for e.g, the system will generate a report showing how
    many times and when, in just minutes.

 CORETIME INFRINGEMENTS : This is mainly used in conjunction with
  Flexitime programmes, and allows you to see if anyone has 'breached' their
  'Coretime' hours, the system will highlight this on the report. ( providing the
  system has been programmed by you supplier to do this ).

 LATENESS REPORT : This report is a very powerful management tool to
  determine quickly and easily any employees who are clocking In Late. Again,
  this report can be generated for any date range desired. The report shows the time
  the employee should have clocked In on that shift pattern, the time they actually
  clocked In, and how many hours/minutes they where late by. If this is run for a
  date range, then you will see the calculation of how much that employee is costing
  you in lateness.



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   Descriptions of reports continued....

 NOT CLOCKED OUT REPORT : This report will show any employees that
  have 'Forgotten' to Clock Out by putting XX:XX instead of their clocking time.
  This report is mostly run for the previous day and handed to Head of Departments
  to get the actual time employees should have clocked out, so that the system can
  be maintained.

 TOTALS REPORT : This report is a 'Quick' method of getting the hours that an
  employee(s) has worked for the period selected. As the report only generates
  hours only in the different bands and no clockings, it is one line per employee, so
  is generated considerably faster than the Pay Report.

 OTHER REPORTS : There are many other reports available as standard with
  your system, but are mainly used and described when training is done by your
  supplier, if the need is there.


Chapter 3.1
DATA COLLECTION REPORTS

Data Collection reports can be accessed from The Reports Icon. Click on Reports,
then click on Data Collection. There will now be a selection of reports as with T/A.

This is a list of Standard reports available. Data Collection is very much independent
to each individual customer, and nearly always requires bespoke reports to be written
for your needs. You should contact your supplier for these to be written if none of the
standard reports give the information required.


 CLOCKING REPORT : This looks very similar to the T/A pay report, but will
  show Job numbers/Operation numbers and their relevant clock times that each
  employee has clocked onto.

Please run the following reports to see if any are useful for your requirements.

 EMPLOYEE TOTALS REPORT

 JOB INFORMATION REPORT

 JOB EMPLOYEE REPORT

 JOB NUMBER TOTALS

 JOB TOTALS REPORTS

 WORK IN PROGRESS

 LISTINGS


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Chapter 4.0            Employee




Personnel allows you to Add / Delete or Modify an employees details. There are lots of
'fields' that can be used in the Personnel section. Only several need to be used for the system
to accept the card and usable on the clocking point.

Personnel has the facility to store various data about an employee, such as their Address, Date
of Birth, Holiday and Sick Entitlements and an Info sheet for typing in any extra relevant
information about that employee, which can save on ' filing cabinet space ' and is at hand at
the press of a button.

There is also an employee calendar which allows any Absence reason to be pre-booked for
future events, so records can be maintained easily and quickly. Calendar is explained later in
this chapter.

»      The Personnel Screen will be displayed as below :-




»       As you can see on this screen their are several 'tabs' on the top of the page, this manual
will describe each tab in turn. If you wish to find out more information about any of the tabs,
then please contact your supplier.




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       ADDING EMPLOYEES

There is a sequence of events that you must follow for the employee to be added to the
Proteus system. Please see below for instructions.

 NUMBER : Enter the employee 'Payroll' or Clock Card Number' of up to six digits in
  numeric or alphanumeric. This should be a unique number for each employee. If at some
  time in the future you wish to import data into your payroll system, then it is common
  practice to type the payroll number here to enable smooth integration into your payroll
  package.

 CARD NO. : Enter the 'Number' on the Reverse of the Proteus Badge. A six digit
  number.

 SURNAME : Enter the employees 'Surname' of up to 12 characters.

 TITLE : Type in the title of the employee being added.

 FORENAME : Enter the ‘Forename’ of the employee of up to 23 characters. Press enter

 INITIAL : Press Enter after entering the Forename will put the initial in automatically.

   * Now click on Add, the employee is now on the system. You can now enter other
   information about the employee, such as the workgroup (shift pattern working) etc.*

 TERMINALS : If programmed, it is possible to designate an employee to be able to
  clock In/Out on specific terminals, or swipe for access on specific terminals also.

 DEPARTMENT : If programmed or explained by your supplier, you may have several
  departments set in the system. Assigning employees to different departments allows you
  to select these particular individuals by their relevant department for reporting purposes.

 JOB TITLE : You may type in a ‘Job Title’ for the employee, this is only a text field.

 WORKGROUP : The 'Workgroups' will have already been set up by your supplier after
  consultations with yourselves, so the Names of the workgroups will have meaning to the
  shift pattern they relate to. Simply click on the workgroup the employee is to be work on.

 PASSWORD : This will be used in-conjunction with Permissions in Chapter 4.6

 SECURITY LEVEL : Please contact your supplier for advise on this section.

 FIRE DEPT. : If you have the 'Fire Alarm' printer installed and activated, then you can
  assign employees to Fire Dept. if they have designated fire assembly points.

 SITE : If you have 'Remote Sites' via a modem set up ( only available on Proteus System
  2000 ), then you assign the employee to the Site they will be working at.




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Adding employee’s continued…..


 START DATE : You can enter the date that the employee actually started the company.
  ( but not before 1970).

 FINISH DATE : You can enter the date the employee left the company without actually
  deleting them. This means they will not appear on any reports, but can be quickly reset to
  work again without the need to add them again. NOTE : - Remove the ‘Card Number’ to
  allow the card to be re-used for another employee.

 CAPTURE BADGE : This allows you to put a photo of the employee here for
  reference, you can do this by any Twain compatible device.

 SEARCH : This allows you to search for an employee by their Name / Number or Card
  Number.

 RESET : If the employee already existed on the system and you wish to make changes
  to that employee, but realise that you wish to reset them back to the settings they had
  previous, then clicking here will reset them.

       TAB BUTTONS ON BOTTOM OF SCREEN

 ADD - Used for adding employees to the system

 DELETE - Once an employee is selected, clicking here will ask to confirm that you
  wish to delete the employee off the system

 BACK - Allows you to skip through the employees 'backwards'

 NEXT - Allows you to skip through the employees 'forwards'

 O.K and CANCEL - As normal windows function.

 APPLY - Must always be used before going onto another screen.


       DELETING EMPLOYEES

Go into 'Personnel' and select the employee you wish to delete from the list, and then click on
the delete button. The employees details are still in the system background, and can be
retrieved by your supplier if needed.

*** For the EMPLOYEE CALENDAR see Chapter 4.7 in this section ***




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Chapter 4.1           Time & Attendance
This section allows you to change data about the employee that has already been assigned to
the employee when you selected 'workgroup' on the Employee Page.

This is the Time & Attendance Screen :-




There may be times when, even after selecting their appropriate workgroup, that you still need
to change some of their data, i.e. their Weekly Bands, for this employee may have a different
overtime contract, so you can make Weekly Bands #1 40:00 instead of #1 being 99:59. So
that once the employee has worked 40 hours, any additional hours will carry over to #2.

Any data in this screen should be altered with care and consideration, as data changed here
can have major detriment affect on the employees totals. If you are in any doubt, then please
contact your supplier first.

 PAY TYPE : You can select whether the employee works a 'Standard' shift pattern or a
  'Flexitime' shift pattern, with credit and debit carryovers.

   If you selected 'Flexitime' then two more options will become available. The 'Max Credit'
   and 'Max Debit' can have an amount of hours/minutes entered, which apply to the
   employees 'carry over' figure at the end of their period and what the system carries over to
   the next period. I.E. Max credit/debit are 4 hours, and the employee is up by 6 hours at
   the end of their period, then only 4 hours will be carried over. The same applies to the
   Debit.



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 PAY CYCLE : You can put employees onto different pay cycles if you so desire. For
  example – some employees may be paid 'Weekly', if they are '2 Weekly', then you must
  enter which week of the 2 week period you are in. If they are a '4 Weekly' paid cycle,
  then you must enter the week number you are in, of the 4 weeks. If you select 'Monthly',
  then enter the Date that starts your months cycle(this will apply to every month). You can
  even select 'Day after Date', this allows you to enter for example a Tuesday and the 24th of
  the month. The system will then automatically find the first Tuesday of each month after
  the 24th.

 TIME & ATTENDANCE CLOCKING : If there is a tick, then the employee is
  allowed to use the clocking points for Time & Attendance. If the box is not ticked, then
  they will not be allowed to clock In and Out.

 REMOTE CLOCKING : If the box is 'Ticked' then the employee is allowed to clock
  onto a terminal on a different site.( only if your system is a remote site
  installation,(modems)).

 DUTY CLOCKING : If the box is 'Ticked' then the employee is allowed to leave site
  and assign themselves to a 'Duty Reason'.
  This basically means, that if you need an employee to leave site to work away, but still get
  their hours while they are away. The employee will press F1 and swipe their card, and the
  display will prompt which Reason why they are off site. ( The reasons are set up in
  Absence Reasons, explained later in the manual ).

 WEEKLY BANDS : If an employee is paid overtime on a weekly basis ( i.e. after
  completing a set number of hours per week ), then you can set each employee differently
  here. Lets say that they get the first 40 hours at Band 1, and anything over that is Band 2
  for the next 10 hours, then any hours after that are at Band 3. Then 'Weekly Bands' will
  look like this -: #1 40:00          #2 10:00        #3 99:59

 WEEKLY GRACE : This same rule applies to In and Out weekly grace. This is for
  limiting the amount of grace time that an employee is entitled to each week.

 SHIFTS : There should already be some shift numbers assigned here, if there are not,
  then they must either be on a Workgroup that has no shift assigned to it or the system has
  not been set up properly. If you are in any doubt, contact your supplier. To change these
  shifts, click once on the shift in the white box to take out any shifts and click once on a
  shift in the white box to assign a shift. All shifts that are selected will be highlighted.

 TIME & ATTENDANCE RATES : You can enter a figure in 'Pence' in each Band
  which will then be multiplied to give a 'pounds & pence' figure using the Gross Pay
  Report in Reports. PLEASE NOTE :- This is NOT intended as a replacement for a
  Payroll System, and should only be used a guideline, ( Your Supplier cannot be held
  responsible for any figures produced by Proteus in this section ).

 CLOCKINGS : This allows you to edit the employee’s clocking details from within
  personnel. Edit Clockings is detailed in section X of the manual.




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Chapter 4.2           Data Collection

The Data Collection screen allows you change certain settings in Data Collection for the
employee.

This is the Data Collection Screen :-




 JOB RATES : You can enter a figure in ‘Pence’ in each Band which will then be
  multiplied to give a’pounds & pence’ figure. PLEASE NOTE :- This is NOT intended
  as a replacement for a payroll system, and should only be used as a guideline. ( Your
  Supplier cannot be held responsible for any figures produced by Proteus in this section ).

 JOB CARD No : If the employee is to work on Job Costing, then the card number of the
  Job Card must be entered here to allow the employee to swipe onto Jobs.

 JOB CLOCKING : This is a simple tick box, if ticked, the employee is allowed to clock
  onto Job Costing, if not ticked, then the employee will not be allowed to clock onto Jobs.

 AUTO OFF DC : If the employee is allowed to clock onto Jobs, then if this is ticked,
  the employee can swipe out with their Time&Attendance card, and it will automatically
  clock them off their current job. Then when they swipe in the next day with their T&A
  card, the system will automatically clock them back onto the last job they where working
  on. This will not happen if un-ticked.



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Chapter 4.3           Access Control

This part of Access Control is purely to allow the employee to use the system, and has no set
up features in this section.

This screen is displayed below :-




 ACCESS LEVEL : For access control, the system can be set to have different levels of
  access for different employee’s through different access points. I.E, if the employee level
  here is set to, 2. This employee would not be able to gain access through any access point
  that had an access level above 2. This should all be set up by your supplier on installation
  as this is quite involved.

 PIN : The access points can be set to allow access through them by either swiping a card,
  typing in a Pin number or both. This is where you would assign that pin number for the
  employee to gain access.

 ACCESS CLOCKING : A tick in this box will allow the employee to use the access
  system, if there isn’t a tick in this box, the employee will not gain access on any access
  point, and the access point will display the message Access Denied.




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Chapter 4.4            Entitlements
The Entitlements screen allows you to keep a 'track' of how many 'Holidays' and 'Sick'
employees have had and how many they are allowed.

The Entitlements screen is shown below :-




You can program in, if known, how many days each employee is entitled to for the current
year and the following year.

Each time you 'book' an employee on a holiday or sickness in either the 'calendar' or in 'edit
clocking', it will deduct that off the total.

This information can be printed via a report, see your supplier for details.

Also, when you are in the calendar screen for an employee, you can bring this screen up to
check, whilst pre booking Holidays on the calendar.




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Chapter 4.5           Info

The Info sheets are purely for text information, and are not used to run any part of the system
or do calculations. The info sheet allows you to enter details about the employee which you
can then view at the touch of a button.

The Info sheet is displayed below :-




Just type the employee details in the relevant field if you so wish. These are not compulsory
fields.




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Chapter 4.6           Permissions

This section allows you to assign an employee to a pre-defined permission group. There are 4
‘groups’ you can select from. They are Employee/Supervisor/Manager/Super Manager and
Administrator. These will have been pre-defined in Chapter 7.4. Once selected, you can alter
the criteria specific for that employee in the same way it was set up in Chapter 7.4.

See screen below for Permissions selection :-




If the above example was selected, then that employee would only be able to view reports for
themselves.

But, the system could be set so that selecting Supervisor would allow that employee to view
and edit details for employee’s under their particular department only.

Each of these are set in the Permissions Chapter 7.4 of the manual.




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Chapter 4.7           Employee Calendar

The employee calendar allows you to 'Pre Book' any Absence reason that has already been set
up for future events.

This therefore means that instead of the system putting ABSENT on a given day, it will put
the absent reason that you have selected in advance, i.e. HOLIDAY.
You can enter up to 52 reasons which can be pre-booked.

The Employee Calendar looks as follows :-




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The employee calendar is displayed as a conventional calendar showing all of the months of
the current year, previous year and following year.

The Calendar should only be used for booking absences for the future, it will allow historic
absences to be entered, but should ideally be entered in the 'edit clockings' section. Edit
Clockings explained in a later chapter.

- As you can see on the previous page, the calendar can be toggled to show either the calendar
dates or the calendar absence codes. Do this by either press F3 or click on the bar below:-




On the first picture you will notice that the 21/6/99 is a shift 1, days. and the disc in the
bottom right hand corner is 'grey'.
Then on the second picture, the 21/6/99 has been assigned with a 'Dentist' absence reason, and
the disc in the bottom right corner is now 'red', which means the system knows that some data
has changed will allow you to apply the new change by clicking on the red disc.

All function icons and 'F' keys are explained below :-

      Click on here to bring up the entitlements box. The entitlements box will show how
      many day 'Holiday' / 'Sickness' the employee has booked and remaining.

      Click here to bring up the Reports combo boxes as described in chapter 3.0. All reports
      are available from this icon.

      This icon will change from grey scale to red if changes have been made to the calendar
      and you then wish to save them with this icon which acts as an apply button.

      Click here to bring up the Absence Colour coding.
      Displayed are all the Absence Codes and Colours for reference when entering reasons.

The Absence colour code key will bring up this combo box :-

                                                              Please Note :- If you have colours
                                                              with 'dots' in them, you may have
                                                              problems running the calendar
                                                              properly. This is due to your
                                                              screen being below True 16 Bit.
                                                              If you are below this, then the
                                                              colours you can use are
                                                              Black/White and Primary.




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If you wish to enter an Absence reason for an employee in the calendar, you can do this 'day'
by 'day' or by several days, months at a time.

 * If you know the 'Code' of the absence reason you wish to enter, then type this letter over
  the date selected. Remember their are 52 reasons, 26 are Lower case and 26 are Upper
  case letters.

 * You can also use the Mouse as a 'click 'n' drag' function. Select the first date of the
  range required, click the Left mouse button, keep pressed, drag the mouse to the end date
  of range required and release the mouse button. Now type the letter of the absence code
  desired, all the dates selected will change to the new code.

 * Alternatively, you can select the date required with the mouse and click the Left Mouse
  Button, this will bring up this combo box :-

 EDIT CALENDAR :


                                 Now click on Edit Calendar to bring up the combo box
                                 which will allow you to select the absence reason for that
                                 given day. Note, this method will only allow one day a time
                                 to be changed.




 EDIT CLOCKINGS : This allows you to change an employees clocking data, see
  chapter 8.2 for full details.

 ADJUSTMENTS : This allows you to make Addition/Subtraction of hours, Absence
  Reasons, for a single employee or globally for all employees.

 REPORTS : This allows you to access all of Proteus reports, as with the Reports icon as
  described on previous page. See chapter 3.0 for details of reports.

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 EMPLOYEE ABSENCES : When you are entering an absence code for an employee,
  you may wish to find out if any other employee on the system has the same code or any
  other code already booked on that day. By selecting Employee Absences, the system will
  Search all employees and display their code for that day in a combo box :-




This can be useful by Departments, so that you do not overbook employees in a certain
department.

You can also enter Shift Numbers into the calendar. Instead of entering the absence code
above, select Shift, and then the combo box appears with all the current shift patterns
available, select the shift number desired. When the employee clocks in on that designated
day, the rules for that shift pattern will apply.

 COPY DAY : It is possible to cause a set of absence reasons or shift numbers to repeat.
  Click on the day at the beginning of the sequence that you wish to repeat with left mouse
  button once. Now click with the right mouse button, select COPY. Enter the amount of
  days that are to be copied, then the date the copy is to be to. Then the amount of times
  you wish this sequence to be copied. This facility is particularly useful for setting up
  Continental working patterns. However, they should be initially set up by your supplier.

The calendar 'pops' up at a pre-set size, but can be expanded by the top tool bar, or by
dragging on the bottom right hand corner. Alternatively, you can 'Zoom' in and out of each
monthly separately by clicking on the 'bar'. See below :-



                                          By clicking on the 'Bar' where the mouse pointer is,
                                          you can Zoom in and out of the month selected.
                                          Once the month is zoomed, all usual functions for
                                          the calendar are available.




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Chapter 5.0           A.D.P




The A.D.P is an abbreviation for Attendance Display Panel. Which basically means, clicking
here will inform you on the screen all the employees current status. Whether they are
currently Clocked In, Absent (even shows absence codes, if booked), and if Job Costing is
enabled, what Job the employee is working on.

Because your system may have several departments set, you may wish to go directly to
department 3 for example. Simply click on the down facing tab button. Then click on the
appropriate Department, the software will then display the employee’s for that department.




The A.D.P runs as a separate executable file, which means, this part of Proteus can be run and
minimised without the full version installed and running. See your supplier for more details.
This is useful for 'Receptionists' on a network. The A.D.P can also be password protected, so
that you can leave your screen on A.D.P, but no one can access the 'full' software unless they
have your password.




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Chapter 6.0           Data Collection




This option is for setting up the Data Collection for employee’s to clock onto. Job costing as
more commonly known, can be set to ask the employee’s up to 10 questions when they clock
onto a Job. Those questions can be asked of the employee, when they clock On or Off the
job, can ask for data like Quantity, Scrap etc. This section will help to explain the settings.

The Data Collection menu looks as follows :-




Chapter 6.1           Job Number
There are 2 ways Jobs can be added to the system. The first is by the employee themselves,
this is done by the employee typing in the Job Number on the clocking point for the first time
of working on it. When the Enter button is pressed, the Job is then automatically added to the
Job list on the computer. The second is by the Proteus user, then Jobs can be added on the
computer first, within the first option of the above menu. This way can cut down on the
amount of employee’s clocking onto wrong jobs. For, the clocking point will only allow
them to clock onto a job that has been pre-entered into the system. If they type a wrong Job
Number, the clocking point will say Invalid Job.

The Job Number screen looks as below :-




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Job Number continued………..

 JOB NUMBER : If you wish to Add the jobs in the system first, then type in your job
  number here and press enter. You can now put the Date Created for the job ( if different
  from current date ). You may also put in descriptions for the job, more descriptions can
  be added, see later section. If your system is set up for the employee’s to add jobs on the
  clocking point, then you can click on the tab button on Job Number and a list of jobs
  comes up. You can now select the job required and put in any descriptions as desired.
  Descriptions are optional and not required for the system to run. Other fields can be set in
  the same way as for Jobs, i.e Operations, so that Operations can be entered like this, which
  is advised if you only use a small amount of Operations and are always the same. This
  reduces on the amount of operator error at the clocking point.

   JOB CARD NUMBER : There are 2 ways in which Job Costing can work. The first is
    by each employee having 2 cards, 1 for Time & Attendance, and 1 for Job Costing. The
    employee swipes In with the T/A card as usual, then swipes the second card ( usually a
    different colour card for clarity ), the system then asks for the job number and any
    subsequent questions set up in the system. Basically, the second card belongs to the
    employee, as set up in Personnel section.
    Whereas the second way allows you to add the Job Card to the Job, rather than to the
    employee. This is useful if you only have a small amount of jobs and do not change them
    very often. See your supplier if you are not too sure on this section.

 DATE CREATED : This allows you to enter the date that the job was created. Which
  then allows you in the reports section, to ask for Job information from start of job.

 COMPLETE : When the job is completed, you may tick this box which will stop the
  employee’s clocking onto it. It also allows reports to search on completed jobs only.

 SORT BY DATE : Depending on whether this box is ticked or not, will depend on the
  sort for jobs when the tab button is selected on the job number section. By Date will
  mean that the jobs will be sorted in date order, so the very last job will be the very last job
  added to the system.

The #1 to #6 are the totals accumulated on that job so far.




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Chapter 6.2                Edit DC Clockings
Editing Data Collection clockings is very similar to editing Time & Attendance clockings,
except you will have the facility to change any of the field information, i.e. job number /
operation number or quantity for example.
There will be times when employee’s may clock onto the wrong job, or forget to clock onto a
job, this section will let you alter that data to the correct information.

The Edit DC Clockings screen looks as below :-




The above screen allows you to alter any of the clock On or clock Off job times. The Job
Number column here is for display only, the job number may be altered using the next screen
shown.
For more details regarding the Filter section, and the Select section, please see the Edit
Clockings in the Time & Attendance, chapter 8.2




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Edit DC Clockings continued………




Once you double click on the place you wish to edit the Edit Job Clocking screen appears.

 TIME : This is the time the Job was clocked On/Off, and may be altered to a different
  time, as long as the time does not overlap any time’s around it.

 REASON : This allows an Absence Reason to be entered, if the employee was unable to
  clock onto a job, and a reason against the job number needs to be assigned.

 OPERATION : Any other fields like this will only appear if they have been set up, in
  the Create Fields section. If the field does appear here, then you may enter or change
  information in this section too.

 BAND #1 to BAND#6 : You may alter the amount of Hours and Minutes that a job has
  accumulated, in any of the 6 bands.




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Chapter 6.3            Delete Jobs

This section allows you to Delete off old jobs from the system, this is beneficial, for it will
make the system search for jobs faster, if there are the minimal amount of jobs in it.
The system can hold 10,000 jobs, once that limit is reached, the system starts to overwrite the
oldest with the newest job.

The Delete Job screen looks as below :-




There are 3 ways in which you can delete jobs off the system.
   1- If you have have old jobs which are sequential, then use the From and To section.
   2- Or delete jobs that are say more than 60 days old for example.
   3- Or, just delete jobs that have the Completed section ticked, in Edit Jobs section.

Chapter 6.4            Setup – Fields
This section allows you to set up the fields ( questions ) that the clocking point will
ask the employee when they clock onto a job. Up to 10 fields can be set, have up to
16 alphanumeric characters, and be prompted when they swipe On or Off the job.

The Create Fields Screen looks as below :-




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Create Fields continued…….

 FIELD 1 : There are 10 fields that can be set, to access fields 5 to 10, use the
  arrow tab buttons to scroll along them. Start at Field 1, and work along as you
  need them. Note :- the less fields you create, the easier and faster the reports will
  be.

 FIELD NAME : The name that you enter here is what the employee will see on
  the clocking point when they go to swipe on for job costing. Up to 21 characters.

 CLOCK DIRECTION : Each field can be set to prompt the employee for input
  on clocking ON or clocking OFF that particular field. I.E Job number would
  normally be asked when they clock ON, but Quantity would be asked when they
  clock OFF.

 STRING LENGTH : You can enter a string length of up to 16. You need to
  work out what will be the longest string length you are ever likely to get to in that
  field. Note :- the lower the length, the better, searches will be faster, and the
  employee will also have less to type in.

 INPUT TYPE : There are 2 types, Alphanumeric and Numeric, select whichever
  is required for that particular field.

 USER INPUT : If this is ticked, then the information for that field has to be
  entered at the computer first, before the employee can swipe onto it.

 GENERATE INPUT : If this is ticked, then the information can be entered at
  shop floor level at the clocking point, and will be automatically added to the
  system the first time the employee enters that name/number.

EXTRA FIELDS

This section allows you to enter more Description fields, only 2 are set as default. For
example you could have extra fields to enter information like Invoice number /
Delivery number / Stock number. The choice is up to you. The system will then keep
a record of it, and reports written to print the information.

DEFAULT JOB

Please see your supplier for more details.




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Chapter 7.0           Setup




This option is for setting up global data for use in other areas of the system. There are some
sub options that you do not need to access, so they will not be explained by this manual, they
will be set up by your supplier.

Note : The manual will not be covering the options 'Shifts’ / 'Workgroups' / ‘Terminals’ /
and Zones.




Chapter 7.1             Absences : This allows you to set up Absence Codes of which
there can be up to 52. The system uses the letters of the alphabet as a means of determining
the codes for the absence reasons. It uses Upper case and Lower case to reach the 52 limit.
These codes are used in this way to allow the calendar to assign absence reasons.




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   Absences continued.....

Each absence reason has several functions which can be set against them. Each function is
described below:-

First find a blank line that you wish to add a new absence reason for, double click left mouse
button until you get a cursor then type in the name required.

 * Firstly, enter the description of the absence reason.

 * You then have to enter a 'Type', this can be a number from 0 to 99. The 'type' is to be
    set to allow you to 'group' absences together. I.E. if you give
    Training/College/Conference a 'type' 6 for example, you can then use the Absence Report
    to search on Type 6 which will select all the Absences associated to 'type' 6.
    There are also some 'types' which are default, and should be used wisely.
  'Type' 2 is used for deducting 1 full day from the employees Holiday entitlement.
  'Type' 3 is used for deducting ½ a day from the employees Holiday entitlement.
  'Type' 4 is used for deducting 1 full day from the employees Sickness entitlement.
  'Type' 5 is used for deducting ½ a day from the employees Sickness entitlement.
  'Type' 0 is used if you do not wish the absence reason to come up on reports.
  'Type' 99 is used for assigning employees to 'Duty Leave' facility.
If you are simply making standard absence codes for general purposes, then we suggest you
use absence codes 6 and upwards.

 * It is possible to assign the employee to a specific shift on a specific date. So if the
  employee is normally on days for example, and you know that in several weeks time you
  need the employee to work nights for 1 week only, then you can assign the nights shift
  number to the calendar in advance, then when the employee clocks in on that given day,
  the new shift pattern will be applied for those days only.

 * You can assign a set number of hours to add or subtract automatically against each
  absence reason.

 * If you set any hours in the last field, then you will need to select the 'Rate' that the hours
  are to be applied to. There are Rates 0 to 6. If rate 0 is selected, then NO hours will be
  assigned. Your supplier will have explained what the rates 1 to 6 refer to on your system.

** The whole purpose of the Absence Reasons are to allow you to keep a record of reasons
why an employee has been absent. They can be pre booked in the employee calendar, or after
the event in edit clockings. Whichever way the absence reasons are updated will not affect
the way the system stores them. Once an absent code is changed, you can report on them for
any period in the past. **

If your are pre booking absence reasons in the employee calendar, then instead of the reports
showing 'absent' for that given day, it will show the absence code you have pre selected
together with any hours to be automatically assigned to that code as well, if you set any.




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Chapter 7.2            Bell Times
Bell Times are set up to ring Bells or Sirens for start/finish times, tea breaks and lunch breaks.
You can have up to 32 times per day, have each day programmed with different times and
have the bell/siren ring for a time period of 1 to 60 seconds.

The Bell Times screen looks as below :-




 TIME : This is the time you wish the bell/siren to sound.

 DURATION : This is the length of time you wish the bell/siren to sound for.

 TERMINALS : You can set up different times for different terminals if you have
  several terminals around the premises. So for example, have the offices sound at different
  times to that of the shop floor. The Terminals will have to have been set up in advance to
  do this. Please see your supplier for more details.




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Chapter 7.3            Dates & Times
This option is for setting up the Time and Date for the clocking terminals. The time and date
will be set up by your suppler on installation, but the system is liable to a small 'drift' in
calibration, so the facility is there to correct if necessary.
It is possible to attach a 'Rugby' time keeping device for constant accurate time ( only
available for Proteus Systems ), see your supplier for details.

   The Dates & Times combo box below :-




The B.S.T and G.M.T dates will automatically be shown. They will also default each year
automatically to the last Sunday in March and October. The system alters the time on these
dates at 02:00 and takes into account any shift patterns that are working during this time. As
these dates are 'prone' to change, the system allows you to override these settings, and enter
new ones. Note : always enter 'new dates' in a B.S.T period, and always enter both dates at
same time.

To change the Time or Date you can click on the  or  buttons to advance or retard the
figure one minute or one date at a time.

You can alternatively double click on the option to be changed and re-type the whole time or
date.




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Chapter 7.4            Default Permissions
This section will allow permission levels to be set for up to 5 different user defined
catagories.
You can set the permissions to be Read only / Read/Write only, or Read/Write/Add.
You can also make it so that you can only access you own personnel data, or that of 1 or
several departments, or for the whole company.

The Permissions screen looks as below :-




To set Permissions, simply select a Security Level name, i.e Employee, then begin to tick the
appropriate boxes on the right which you wish level employee to have access to. Then select
whether you want Self/Department or Company access, and if that is to be Read / Write /
Add/Delete.
Do this for each Security Level Name. Then if you go to Personnel from the main screen of
Proteus, you can select a permission security level for that employee ( already explained
earlier ). Then give the employee a password to login with.

If you need help with this section, please contact your supplier.

Note :- If you select Department, you will then have the option to select several departments
for that access level to have access to.




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Chapter 7.5            Departments

If you need to print reports by Department heads, then you can set up that facility in this
section. Sometimes it is necessary for a company to print the employees totals by their
departments, which can help in cost analysis.
You can set up to 99 different departments, and all can be given a department description.




To program in new departments, select a blank number and double click left mouse button.
Now type in the description of the department up to 34 characters, but please be aware that
reports will only show 'so much' of the department name unless you state to your supplier that
you need the reports to display long department names.

You do not need to enter a 'code' as this is for special circumstances.

When you generate reports, you can select department as one of the criteria, as described in
the reports section. All of the departments entered here will be available.




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Chapter 7.6            Sites

This option can only be used if you have 'remote' sites connected via external modems. You
can have as many remote sites as you need, and can only be set up and installed by your
supplier.

This option allows you to 'send and 'receive' data to the remote sites.

If you have Proteus System 2000, then the system will automatically 'dial' up the remote sites
every day at a 'set' time pre determined on installation. You can also get the system to dial up
at regular intervals from 5 minutes to 24 hours. You may also initiate your own 'downloads'
at ANY time, to retrieve the latest data from the remote sites, or to send any new employees
that you have added.

If you have Proteus Senior 2000, you cannot get the system to automatically dial up the
remote sites unless your computer is on permanently. You can still initiate your own
downloads as often as necessary.




There are 3 options within sites, which are described below:-

 SETUP SITES : You do not need to go into this option as this has been set up by your
  supplier.

 UPDATE SITE : This option if for 'sending' data ( i.e. new employees ) to the remote
  sites, but will not 'receive' any data from the remote sites. We recommend you use the
  option below.

 UPDATE SITE and GET RECORDS : This options will 'send' and 'receive' data from
  the remote sites, and can be activated at any time. The box above displays         this option,
  you simply click on the site you wish to update and then click on 'Update' or choose all
  sites, and the system will dial each site (if multiple) in turn. This option can be activated
  at any time.

Please Note : If you have assigned employees to 'Remote Clocking', then the remote terminal
will class them as actual employees. If before adding employees as 'Remote Clocking' you
had 40 employees on a 50 size terminal, you can only make 10 more employees as 'Remote
Clocking' on that site. See your supplier for more details if needed.

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Chapter 7.7           System
This section allows you to change global information of how the software works and displays
in certain areas.
NOTE :- Any changes in here should be done carefully, and should really be done after
consulting your supplier.

The System screen looks as below :-




 COMPANY NAME : Enter the name of your company here, it will be displayed on the
  main screen of the software and on the display of the clocking point.

 PHOTO DISPLAY : Tick this, if you wish to insert pictures of the employee’s in the
  Personnel section. Photo files should be kept in a folder c:\lws\data\photos.

 ENABLE PASSWORDS : You should tick this box if you do not want anyone to gain
  access to the software without a password. I.E. the permission levels.

 RECORD LOGGING : If ticked, constantly creates a file of all transactions (clockings)
  made on the clocking point. Used for intergration into capacity planning software for e.g.

 OMIT SECONDS : The clocking point shows the Time and Date as default, but if you
  tick this box, it will not display the seconds elapsing next to the time.


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System continued…..

 DECIMAL TIMES : The system will default to showing clockings as normal hours and
  minutes ( 60ths ). Tick this box if you wish to see the clocking times as decimal (100ths).

 DECIMAL BANDS : The system will default to calculating hours and minutes ( 60ths ).
  Tick this box if you wish to calculate in decimal ( 100ths ).

 STACKED TABS : The system will soon be available with its own personnel package.
  Please ask your supplier if this would be of interest.

 MULTIPLE WORKGROUP TABS : As with Stacked Tabs.

 DECIMAL CARDS : To allow decimal proximity readers to be read.

 END OF WEEK : Default is 00:00 Monday, but this can be changed to any time and
  any day of the week. NOTE :- changing this will have an impact on your totals, and will
  depend on the shift patterns being used. See you supplier before altering.

 START OF YEAR : Default 1 January, you can change this to any date and any month.
  Mainly used for Calendar purposes, i.e. Holiday year. The Calendar will display 1 year
  previous and 1 year into the future from the date/month entered here.

 CLOCK DISPLAY : The clocking point can display 3 types of balance. No Balance-
  No overtime / Balance only / or Balance and Overtime. Select the one you require.

 HOLIDAYS : You can have the system set to calculate employee’s holidays by Hours
  or Days. If set to days, then the system will deduct 1 full day or half a day, if set in the
  Absence reasons, and being used. If set to hours, then the system will deduct 8 hours as a
  full day, or 4 hours as a half day. NOTE :- The system will only show full days when set
  to hours, so if an employee take 3 days of 2 hours per day, it will not show this until the
  4th day has been taken to make up the full 8 hours.

 CLOCKING TIMEOUT : The normal for this is 2 minutes, this stops the employee
  from clocking In/Out consecutively. So, if set to 2 minutes, and the employee clocks In,
  but does not know if it was accepted, and swipes again within a 2 minute period, the
  clocking point will say DUPLICATE CLOCKING, and the employee will know his first
  clocking was accepted. This can be set to anything from 0 – 60 minutes.

 DEFAULT SORT METHOD : The default is Surname, but you may select any from
  the list, it uses this to set the default within the Reports section, so you do not have to
  select it each time.

 LANGUAGE : The system uses its own language file, and can use this to display any
  language, if the translation has already been done.

 BACKUP FILES : This allows you to make backups of the software, just tick the
  appropriate boxes, and select the date range of the clockings you wish to backup. Make
  sure there is a file name in the top box. Backups should be done regularly at least once a
  week. The files are saved as CAB files.

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System continued….

 RESTORE FILES : If the need arises, then restoring files may be required from the
  backups that have been made.

 DESTINATION / SOURCE DIRECTORY : This is the path of the backup. This can
  be any location and any folder.

 E-MAIL / BROWSE : It is possible to send backups of your data on e-mail direct to
  your supplier for example, if they need to look at you system.

 AUTO BACKUP : A batch file can be put in place so that the system does an auto
  backup to your server for example. See your supplier if this is of interest.

 BACKUP TIME : This sets the time of the auto backup. Preferably at a time when the
  system is at a time of less use. As it may need some of the data files in use.

 SITE : Only if you have several multiple sites, you would select the site name for which
  that installation is relevant.

 RING SITE TIME : On a multiple site system, the Main site can be set to dial up
  remote sites periodically, at a certain time entered here.

 RING FREQENCY : Again, on multiple site system, the main site can be set to dial up
  the remote sites every 5 minutes or every 2 hours, whatever the requirements are.

 VIEWER : The reports use Internet Explorer 5.5, and use this to generate reports
  Internally or Externally. Select Proteus for Internal, or External for external. The Internal
  option is better.

 DEFAULT TEXT SIZE : Default is 12, but 9 is the most common, to display a good
  text size for reports.

 DEFAULT FONT : Courier New has been the most popular, and clearest.

 INTERNET EXPLORER OPTIONS : This allows you to set the internet explorer
  options, for more experienced explorer users.

 BAND NAMES : In the Edit Clockings section, they default to Band1 to Band 6, but
  you can change the names to Basic / O/T 1 for example.

 RESYNC RATES : This is for Flexi-time system, and is used if the employee totals get
  out of sync. Select the employee required and the date you need the resync to run from.




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Chapter 8.0           Clockings




Clockings is for the purpose of Editing or Adding an employees Clockings, making
Adjustments to their Totals, or assigning Absence Reasons.

Once in the Clockings screen, there is no set routine to follow, it will vary from customer to
customer and your own preference of how and when this is used. It will depend on the
program of the shift patterns and how much information you need the system to hold etc.
This part of the software is described in as much detail as deemed necessary on your second
visit of training by your supplier.

IMPORTANT NOTE :-

THE EDIT CLOCKINGS IS PURELY FOR editing AND NOT AS A RE-CALCULATING
TOOL. IT WILL NOT RE-CALCULATE THE HOURS AND ANY OVERTIME ON A
DAILY OR WEEKLY BASIS, ON BANDS 1 TO 6. YOU MUST ALWAYS NEED TO
CHECK THE HOURS AFTER A CLOCKING HAS BEEN CHANGED AND MAKE ANY
ADJUSTMENTS TO THE HOURS IF NECESSARY.

When you click on the 'Clockings' button, you get the following options.


                     Adjustments is for adding/subtracting, hours/absence reasons.
                     Edit T&A clockings is for editing employees clockings/hours/absences.
                     Edit DC clockings – N/A


Even though this section allow you to alter any of the employee data, i.e. their clocking times
and totals as well as entering absence reasons. The system will always keep a record of the
original clocking times and the absence reason that was assigned if any, in the background of
the software and is accessible via your supplier.

From time to time you may find some obscure data for an employee if they have clocked
incorrectly for some time, or clocked several times in a row. If you have difficulty in
rectifying the data, please contact your supplier.




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Chapter 8.1           Adjustments

This is a means to put arbitrary adjustments into employee records without modifying their
actual clocking times.




 EMPLOYEE : When you click here, you have the option of selecting a single
  employee, department, or all the employees on the system.
  » If you select 'Single Employee' you can then change the 'Sort' method for the listing of
  the employees, then select the employee. Alternatively, you can type in the employees
  Name or Number in the blank space provided.
  » If you select 'Department' you can then display all the departments available by
  clicking on the department tab, then select the department required.
  » If you select 'All' employees, this will update every employee on the system.

 DATE : You can only make an adjustment for a single date at a time. Either double
  click left mouse button twice on top of the date and re-type all the date. Or click on the
  date tab, this will display a mini calendar month by month using the left and right tabs.
  Simply click on the date required on the calendar.

 ABSENCE REASON : Click on the tab for a list of all absence reasons currently set up
  on the system. Click on the reason required, and this will then be displayed.

 ADD : Click on the tab to change this option to 'Subtract' if you need to do so.

 00:00 : Double click left mouse button, and type in the amount of hours/minutes.

 HOURS at BAND : Click on the tab to display Bands 1 to 6, select the Band desired.

   Now click on Adjust for the employees Totals / Absence reason to be updated.

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Chapter 8.2             Edit T & A Clockings
Edit T & A Clockings is a means of Adding / Changing or Correcting data for the employees.
You can do this whenever you deem necessary. You can also change data that you have
already previously altered.

The screen below shows the 'combo box' within the 'main' edit screen:-




The Edit Screen also has a filter section, as with reports to allow certain sort criteria to be set.
This allows total flexibility in the data that you wish to change. You can 'pin point' 1 days
clocking from 3 years ago for example and modify it.

 EMPLOYEE : This allows you to select a 'Single Employee', a 'Department' of
  employees or 'All' the employees on the system. If you select 'Single' employee you can
  then scroll through the employees in the select box, then click on the employee desired.
  Alternatively, you can click on Name or Number under the 'Clear' button, and type in the
  employees Surname or Clock Number. If you select 'Department', then the department
  box will become active and allow you to click on the tab button to display all the available
  departments. Select the desired department by clicking on it. If you select 'All', this will
  retrieve all the employees on the system.

 SORT METHOD : There are various ways to sort the sequence the employees will
  appear on the screen. Simply click on the one that you want.

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 PERIOD : This allows you to select the 'Range' of data that is to be modified. There are
  various options from 'Today' to 'Date Range' which allows you to enter a date range from
  whatever period you desire. ( Note : Large date ranges may not be possible, as this takes
  up a lot of memory ).

 PAY CYCLE : If some employees are paid by one method and some are paid by other
  methods, then you can use this method of sorting between them. For example, you could
  view those employees who are paid Weekly first, and then view other employees who are
  paid monthly. This option is not a vital means of setting the sort criteria and is not used
  that often.

 DATE RANGE : This will only become active if 'Date Range' is selected in the Period
  section. Click on the 'From' tab and a mini calendar is displayed, now use the left and
  right facing tabs to scroll through the months, and click on the date required. Then click
  on the 'Until' tab and the mini calendar appears again, now select the 'to' date in the same
  way as before.

 CLEAR BUTTON : When selecting a single employee, you can keep re-selecting an
  employee to be edited, by clicking on the 'Clear' button and typing in the next employees
  details.

Now that all the criteria is set, you can click on the 'EDIT' button. This displays the
employee data for the selected criteria.
If more than 1 employee has been chosen, you can skip through the employees with the
'BACK' and 'NEXT' buttons. Which simply take you forwards and backwards through the
employees on at a time.

*** To change Clockings and Absent Reasons ***

Use the mouse to move around the screen and highlight the clocking or Absent reason with
the rectangular box. Now click with the 'right' mouse button. The combo box will now
appear:-




Now click on 'EDIT CLOCKINGS' to bring up the Edit Clockings combo box, which will
allow you to change the employees clocking details.

See next page for the 'edit clockings' combo box:-




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                                                    As you can see at the top of the box, the
                                                    date for the clocking selected. It will
                                                    always show the date the clocking
                                                    actually occurred.




 TIME : You can change the time of the clocking by using the 'up' and 'down' arrow
  buttons to alter the time by 1 minute at a time. Alternatively, you can double click on the
  time and re-type the whole time in again.

 SHIFT : It will display the shift that the employee has clocked onto, you can change this
  by using the 'up' and 'down' tab buttons to the desired shift.

 TYPE : This applies to the actual clocking type, and can be one of several options, as
  described below :-


                                   Is used if it is after the 1st clocking IN on that day.
                                   Is used if it is the very 1st clocking IN on that day.
                                   Is used if the software has automatically clocked them IN.
                                   Is used if you wish to assign an employee as being absent
                                   Is used if the employee is going on duty leave
                                   Is used if it is to be a clock OUT
                                   Is used if the software automatically clocked them OUT
                                   Is used if the employee forgot to clock out, i.e. XX:XX
                                   Is used if the employee has come back from duty leave

The Type must be set correctly depending on the event that has occurred for that clocking,
otherwise you could see 'strange' things happen with the clockings and totals.




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 REASON : If the 'Type' was set to 'Absent' then this allows you to enter a 'Reason' for
  that Absence on that given day. Once you click on the tab on the right, a combo box will
  appear with all the 'Absence Reasons' available to choose from that are pre-programmed
  in. The box will display as below:-


                          You can scroll through all the absence reasons and select the
                          reason which will apply.




 DEPARTMENT : You can change/insert the department that the employee should be on
  for that day. Simply click on the tab on the right hand side and the current departments
  will be listed, as


                          Select the department the employee is to be assigned to, this should
                          be maintained accurately if you wish the reports to generate by
                          department.



 LATE VIOLATION : This should be 'Ticked' if the employee has clocked 'In' after
  their designated start time, and you wish to run reports to see when and how many time
  the employee has been late.

 HOURS : If you are modifying an 'In' clocking, then you will not see any hours in bands
  1 to 6. You can however, enter hours in here if you wish. Just click on the tabs beside
  them to add/delete one minute at a time, or double click on the 00:00 and enter the whole
  amount in hours and minutes.
  If you use 'Flexitime' then you may see some hours and minutes in the Expected Hours
  section, this is the daily target for the employee, which they have to 'give back to the
  system' by clocking In and Out for that day.
  If you are modifying an 'Out' clocking, then you will see hours in these bands, and can
  add/subtract hours/minutes to these totals if you wish.
  You will not see any total in the Expected Hours on an Out clocking, and should always
  put any hours/minutes against an 'In' clocking.

Click on the 'Save' button to keep any changes that you have made, or click on 'Cancel' to
ignore any changes you have made.




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*** To make Adjustments within Edit T & A Clockings ***

If you scroll down the screen, you will see 'Adjustments' on the left hand side, and below that
you will see the word 'NEW'. Double click here to bring up the Adjustments screen.


                                       You may wish to add/subtract some hours or insert and
                                       absence reason with hours from this box.

                                       This is useful if you need to assign an absence reason
                                       for half of the day if they have already worked one half
                                       of the day.

                                        Click on Date, and then select the date that
                                         modification is to apply to.

                                        Then click on Reason, and select the reason the
                                         modification is for.

                                        If needed, now click on the Band that you are
                                         assigning the hours to.

                                       Then click on 'Save' to accept the changes, or 'Cancel'
                                       to ignore the changes.


** From the combo box you can also 'Insert Clockings', or 'Insert a Line' or even 'Delete the
Clocking' entirely. **

You simply place the box in the space needed to Insert a line or clocking and then use the
options provided.

** The delete clocking will delete the clocking, if the clocking is not needed, or mainly used
if you wish to enter a time where someone has forgotten to clock out, and there is XX:XX to
denote this. You must delete the XX:XX first before entering the new clocking time. **


** ADDITIONAL **

You can also access 'ANY' of the reports from Edit Clockings by clicking on the Reports
Button. All the reports will now be available in the same way as described in Chapter 3.0




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Chapter 9.0            Proteus Senior users


**** For PROTEUS SENIOR 2000 users only ****

When using this version, there is also another program which runs along side Proteus, called
Proteus Update Program ( wpu32.exe). which will automatically be loaded into the 'Tool
Tray' when Proteus is started.

It will also remain there even after you have 'exit' proteus.

It can also be put in 'Start Up' so that it loads when your computer is switched on.

The software does this, so that Proteus is collecting data from the clocking point constantly,
so data is accurate to the minute, without the need to wait for the software to collect the data
and process it.

It is basically a means for Proteus to send and receive all of its data to the clocking terminal.

You do not need to close the program before shutting down your computer as it will do this
itself.

NOTE :- You should not however, close this program whilst you are running Proteus.

If you need further assistance on this program, please contact your supplier.

EXTRA NOTE : Any reference to Data Capture or Job Costing does NOT apply to Proteus
Senior users.




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