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Employee Self Service Guide

Compiled Date: December 8, 2005

Time Force Employee Self Service Guide© 2005-06 Qqest Software Systems, Inc. All rights reserved.P.O. Box 860, Sandy UT 84091-0860Telephone (801) 262-1611Printed in the United States of America

Qqest TimeForce is a registered trademark of Qqest Software Systems, Inc. Windows is a trademark of the Microsoft Corpo-ration. InstallShield Express is a registered trademark of InstallShield Software Corporation.

CreditsTimeForce was designed and written by Robert Whitworth, Jared Holland, Torrey Powell, Shawn Winterbottom, Ira Will-iamson and Todd Manookin. The ClockLink utility was designed and written by Shawn Winterbottom.

The program was tested by Troy Horton, Chris Paulsen, Chad Johnson, Joseph Ray, Ron Keller, Jeff Reese, Stephen Wilkins, Travis Gunn, Jim Lemmon, Brandon Peterson, Tyson Taylor, and Brad Ward.

The help files and documentation were designed and written by Derek Oberg.

The Software Development Team consisted of Burke Plummer, Dawn Corrigan, Tad Allen, Trish Stromberg, Brad Smith, Garyn Perrett, Shawn Winterbottom, Scott Larsen, and Daniel Higbee.

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Qqest Software Systems, Inc.

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Copyright 2005-06 Qqest Software Systems, Inc.All rights reserved.Printed in the United States of America

i

Table of Contents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Logging into TimeForce . . . . . . . . . . . . . . . . . . . . . 2 Self Install Version (Server Machine) . . . . . . . . . 2 Self Install Version (Client Machine) . . . . . . . . . 3 ASP Version . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Time Card. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Screen Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Error Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Schedule Errors. . . . . . . . . . . . . . . . . . . . . . . . 12 Punch Errors . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Job Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Other Errors . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Employee/Supervisor/Director Verification . . . . . 15Clocking In or Out . . . . . . . . . . . . . . . . . . . . . . . . 15

Employee Info . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Accruals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Comp Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Screen Format . . . . . . . . . . . . . . . . . . . . . . . . . . 23Screen Output . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Daily Schedule . . . . . . . . . . . . . . . . . . . . . . . . 24 Weekly Schedule . . . . . . . . . . . . . . . . . . . . . . 25 Monthly Schedule . . . . . . . . . . . . . . . . . . . . . . 26

Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Viewing or Printing Reports . . . . . . . . . . . . . . . . . 29

ii

Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Viewing and Responding to Requests . . . . . . . . 33Creating a Request . . . . . . . . . . . . . . . . . . . . . . . 35

Absence Requests . . . . . . . . . . . . . . . . . . . . . . . . . . 37Viewing and Responding to Absence Requests 37

Appendix. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Allocate Hours . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Using the “Allocate Hours” Feature . . . . . . . . . 42Quick Clock In/Out. . . . . . . . . . . . . . . . . . . . . . . . 44Enter Punch Notes . . . . . . . . . . . . . . . . . . . . . . . . 44

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

TimeForce Employee Self Service Guide 1

Introduction

IntroductionThe TimeForce system allows the program administrator to set up users who are allowed to log into the TimeForce program and access time and attendance information. This is called “Self Service.” Different levels of access can be granted to users, depending on the “Security Role” that their user profile is assigned to.

An Employee self service user is allowed to log into the system and view their own time and attendance information.

Employee users are allowed access to the following areas of the pro-gram:

• Time Card: This area of the program is where the time and atten-dance punches and hours/earnings totals for each pay period are displayed. See page 7.

• Employee Info: This area of the program allows you to view your employee profile. See page 19.

• Accruals: This section of the software allows you to view your accrued hours and comp time information. See page 21.

• Schedule: This section of the software allows view the schedules that you are assigned to work. See page 23.

• Reports: This section of the program allows you to print reports detailing your hours and earnings totals. See page 29.

• Requests: This section of the program allows you to send requests to a supervisor and view responses to your requests (such as “Missed Punch” and “Hours Adjustments,” etc.). See page 33.

• Absence Requests: This section of the program allows you to request time off and view supervisor responses to your absence requests. See page 37.

2 Qqest Software Systems, Inc.

Logging into TimeForceSelf Service users can log in at any machine that has access to the Time-Force webserver. Instructions for logging into the system vary slightly depending on whether you are using the “Self Install” or “ASP” version of TimeForce. If you do not know what version of TimeForce you are using, contact your system administrator.

See Figure EMPLOYEE-1 for an example of the TimeForce login screen.

Figure EMPLOYEE-1: Login Screen

Self Install Version (Server Machine)The server machine is the computer that the TimeForce program files and database are physically installed on. Client machines can then con-nect to the TimeForce program on the server via a network connection.

1. From the Windows Start Menu, go to Programs | TimeForce and click on “TimeForce.” The main login screen opens.

2. Enter your Username. This is the username that was chosen by the program administrator when your user profile was created.

3. Enter the Password assigned to the specified username. The pass-word was also chosen by the program administrator when your user profile was created.


Introduction

4. Enter the Company Code that all users must enter when logging into the TimeForce system. If you do not know the Company Code, contact your system administrator.

5. Put a check-mark in the Remember Me option if you would like the system to retain the given username and company code. With this option selected, the password is the only setting that must be entered when logging into the system.

6. Click on the icon.

Self Install Version (Client Machine)The TimeForce program is not physically installed on a client machine. Clients access the program on the server via a network connection.

1. Open Internet Explorer.2. Enter the following into the Address field, “http://SERVER/qqest/

Login/Login.asp.”Note: “SERVER” stands for the name of the computer hosting the TimeForce system. For example, if the computer name of the server is “ADMIN01,” the address would be “http://ADMIN01/qqest/Login/Login.asp.”







ASP VersionThe TimeForce program files and database are not physically installed on a machine using the ASP version of the system. Workstations access the program on a Qqest server via an internet connection. If you do not know what version of TimeForce you are using, contact your network administrator.

1. Open Internet Explorer and go to the following web address, “www.gotimeforce.com.”






PreferencesThe “Preferences” link is located in the upper right-hand corner of the screen. This section of the program allows you to select a login pass-word, and to customize the page that will be displayed by default when you log into the system.

• The Security Role field displays the user type. This field is not editable.

• The Employee field displays the name of the employee that this user is assigned to. This field is not editable.

• The User Name field displays the user name that you must enter when logging into the system. This field is not editable.


Introduction

• The Password field contains the password that the you enter when logging into the system. Edit this password as desired. There is no minimum or maximum number of required characters, and the password can contain letters, numbers, or a combination of both.

• When editing the password, re-type the new password into the Confirm Password field.

• The Last Logged In field displays the date and time of the last time that this user logged into the system.

• The Start Page field allows you to select which screen will open by default when you log into the system. The available options are “Accruals,” “Requests,” “Schedule,” and “Time Card.”

Click on the [UPDATE] icon to save the changes that you have made.


Time Card

Time CardThe Time Card section of the program is where the time and attendance punches and hours/earnings totals for each pay period are displayed. Click on the main Time Card navigation tab at the top of the screen. See Figure EMPLOYEE-2.

Figure EMPLOYEE-2: Time Card Screen

Screen LayoutThe View field in the top left-hand corner of the screen allows you to select the range of punches displayed. An entire pay period can be dis-played (as in Bi-Weekly or Semi-Monthly), or “Weekly” can be selected, displaying the punches one week at a time.


IMPORTANT: With the View setting set to “Weekly,” the Pay Period Totals section of the screen displays totals for the range of days cur-rently shown on the time card only. For example, if you are assigned to a bi-weekly pay period, the “Weekly” setting will display totals for only one week’s worth of the 2 week pay period. Select “Bi-Weekly” from the View drop-down menu to view totals for the entire pay period.

The displayed date range is shown in the header at the top of the page. Use the and icons to scroll by pay period. The and icons are used to scroll by week.

The time card screen is shown in a table format, with each column rep-resenting a day of the week. The column on the left-hand side of the screen shows the row headers. The time clock punches, total hours, overtime hours and lunch deductions are all shown as rows in the table.

The table itself is broken up into several sections. The first section dis-plays your punches under the days of the week headers. The second is labeled Accumulated Hours, and calculates the hours totals for each day. If you are assigned to a schedule, the Schedule section is displayed, showing the scheduled start and stop times that you are assigned to work, as well as the scheduled lunch deductions and hours calculations for each day.

The hours and earnings totals for the pay period are displayed in the box in the lower right-hand corner of the screen.

Each total is listed by its type (as in Regular Hours or Overtime 1). The hours and pay totals for the pay period are also shown.

Time Card SettingsThe “Settings” option allows you to customize how the Time Card screen is viewed. Click on the arrow icon located next to the Settings header in the lower left-hand section of the screen.

The Check items to hide section of the screen allows you to select which types of information you would like to view. Put a check mark in the box next to each item to remove it from the Time Card view. The following types of information can be hidden:


Time Card

• Department Hours: This option allows you to select whether you would like to view hours totals calculated by the individual depart-ment level that the hours are assigned to.

• Schedule Rules: This option allows you to select whether you would like to view hours totals calculated by the Schedule Rule that the hours are assigned to.

• Job Hours: If the Job Tracking module is enabled, this option is used to select whether you would like to view hours totals calcu-lated by the Job Profile that the hours are assigned to.

• Task Hours: If the Job Tracking module is enabled, this option is used to select whether you would like to view hours totals calcu-lated by the Task Profile that the hours are assigned to.

• Premium Hours: This option allows you to select whether you would like to view hours totals calculated by the Premium Pay Code that the hours are assigned to.

• Absence Hours: Use this option to select whether you would like to view an hours total for “absence” hours (as in “Sick” or “Vaca-tion”).

• Deductions: This option allows you to select whether you would like to view your “Lunch” deductions on the time card screen.

• Pay Changes: This option allows you to select whether you would like to view pay changes such as disbursement entries on the time card screen.

• Adjustment Hours: If enabled, this option allows you to select whether you would like view a total of hours that have been manu-ally adjusted.

• Break Punches: This option allows you to select whether you would like to view your “Break” deductions on the time card screen.

• Schedule: This option allows you to select whether you would like the hours that you are scheduled to work displayed on the main Time Card screen.


The Features section of the screen allows you to enable various options on the time card screen. The available options are as follows:

• View Overtime Policy Names: With this option enabled, the time card screen displays the policy names that were entered when the overtime policies were created. With this option disabled, overtime is displayed by level (as in “OT 1” or “OT 2”).

• View Punches in Non-Military Time: Enable this option to view the punches on the time card screen in “A.M./P.M.” format. With this option deselected punches are displayed in Military format.

• View Punches in Non-Rounded Time: When rounding policies are in use, the time card will by default display the rounded punch times. Enable this feature if you would like the time card to display the actual punch time before rounding policies were applied.

• View Job Number: By default job tracking punches are displayed on the time card by Job Name. Select this option to view job track-ing punches by Job Number.

Once you have selected the desired time card settings, click on the [UPDATE] icon to save the changes that you have made.

Time Card LegendThe punches in the time card are displayed with symbols or certain col-ors, depending on the punch details. To view a legend describing each of these details, click on the arrow icon located next to the Legend header in the lower left-hand section of the main Time Card screen. See Table EMPLOYEE-1.


Time Card

Schedule LegendThe Schedule section of the screen displays the punches that you are scheduled to have for that day. These punches are color-coded, based on the status of your schedule. See Table EMPLOYEE-2.

Table EMPLOYEE-1: Time Punch Legend

Symbol Definition

The displayed punch has been edited.

The displayed punch contains “Punch Notes.” To view the notes, either hover your cursor over the punch or click on the punch to bring up the Punch Details screen.

The displayed punch has been edited and contains “Punch Notes.” To view the notes, either hover your cursor over the punch or click on the punch to bring up the Punch Details screen,

The displayed punch belongs to a schedule that has crossed midnight.

The displayed punch is a manually created punch.

(Orange Punch) Lunch punches are displayed in orange. This means that the [LUNCH] key on the clock keypad was used when clocking “In” and “Out.”

(Green Punch) Break punches are displayed in green. This means that the [BREAK] key on the clock keypad was used when clocking “In” and “Out.”

(Blue Punch) Punches that you are able to edit are displayed in blue. Click on the punch to bring up the Punch Details screen.

(Black Punch) Punches that you are not able to edit are displayed in black. This means that you do not have the required access rights to edit this punch.

(Red Hours) Hours totals that are displayed in red have been manually edited.


Error CodesIf the punches on the time card contain errors, a code will be displayed in the Punch Errors row of the table.

Error codes are generated based on the Error Monitoring rules that the TimeForce administrator has specified. The Error Codes are as fol-lows:

Schedule Errors1. Unscheduled Absence: This error occurs when you have not

clocked in on a day that you were scheduled to work.2. Not Scheduled: This error occurs when you have clocked in on a

day that you were not scheduled to work, or when you have clocked in outside of your scheduled time.

3. Out Early: This error occurs when you have clocked out before the stop time specified on the schedule that you are assigned to.

4. Out Late: This error occurs when you have clocked out after the stop time specified on the schedule that you are assigned to.

5. In Early: This error occurs when you have clocked in before the start time specified on the schedule that you are assigned to.

Table EMPLOYEE-2: Schedule Legend

Symbol Definition

(Blue Punch) The employee is scheduled to work.

(Red Punch) The employee is defined as “Absent without a replacement.”

(Grey Punch) The employee is defined as “Absent with a replacement.”

(Green Punch) The employee has been scheduled to replace an absentee.

The schedule crosses midnight.


Time Card

6. In Late: This error occurs when you have clocked in after the start time specified on the schedule that you are assigned to.

7. Under Hours: You have worked less than the number of “Required Hours” specified in the Schedule Rule that you are assigned to.

8. Over Hours: You have worked more than the number of “Maxi-mum Hours” specified in the Schedule Rule that you are assigned to.

Punch Errors9. Missed Punch: For every “IN” punch, there must be a subsequent

“OUT” punch. This error indicates that there is a missing punch on the time card record for that day.

10. Break Discrepancies: You have missed a break punch. You have either clocked out for a break and not clocked back in, or you have clocked in from a break when you did not clock out.

11. Too Many Breaks: You have exceeded the number of breaks spec-ified in the Schedule Rule that you are assigned to.

12. Long Break: You have taken a break that exceeds the break amount specified in the Schedule Rule that you are assigned to.

13. Long Lunch: Your lunch break exceeds the lunch amount specified in the Schedule Rule or Meal Window policy that you are assigned to.

14. Short Lunch: Your lunch break does not meet the lunch amount specified in the Schedule Rule or Meal Window policy that you are assigned to.

15. Department Mismatch: You have specified a department number when clocking in at the time clock, and have entered a different department number when clocking out.

16. Duplicate Punch: You have more than one punch for the same time of day. This can occur when you punch more than once at the time clock in the same minute.


Job ErrorsNote: The following errors are only displayed if the Job Tracking mod-ule of the TimeForce software has been enabled.

17. Job Mismatch: This error occurs when you have punched in at the time clock with one job number, and out with a different job num-ber.

18. Task Mismatch: This error occurs when you have punched in at the time clock with one task number, and out with a different task number.

19. Not Allowed on Job: This error occurs when you have punched into a job that you have been restricted from working on.

20. Not Allowed on Task: This error occurs when you have punched into a task that you have been restricted from working on.

21. Job Completed: This error occurs when you have clocked into a job that has a status of “Completed” in the TimeForce system.

Other Errors22. IQ 1000 Punch Error: This error occurs when you have attempted

to punch at the clock at a time when you are not allowed.Note: This error is used with the model IQ 1000 time clock only.

23. No Lunch: This error occurs when you are assigned to schedule rule that includes a meal or lunch break, and do not take a lunch. This error is also generated when you are assigned to a Meal Win-dow Policy and no lunch is taken.

The “9 - Missed Punch” error will appear on the time card any time an “in” punch exists without a subsequent “out.” If you are currently “on the clock,” this error may appear on your time card until your “out” punch for the day has been recorded and downloaded from the time clock.Note: Error codes are generated based on the Error Monitoring settings specified for each employee by the program administrator.


Time Card

Employee/Supervisor/Director Verification

If the Pay Period Verification option has been enabled, Self Service users are required to log into the TimeForce software at the end of every pay period and “verify” their time cards. This tells the system that the user has reviewed the hours and earnings totals for the pay period and agrees that they are correct. Supervisor users can also be required to log into the system at the end of the pay period and verify their employees’ punches. Payroll Directors (or, employees in charge of processing pay-roll) can also be required to verify time cards at the end of each pay period. To verify a pay period, put a check mark in the appropriate box in the lower left-hand corner of the Time Card screen (depending on whether you are logged in as an “Employee,” “Supervisor” or “Direc-tor”). See Figure EMPLOYEE-3.

Figure EMPLOYEE-3: Verification

Note: If changes are made to your time card after it has been verified, the verification will be removed and the time card will need to be re-ver-ified by all appropriate parties.

Clocking In or OutSelf Service users can clock in or out for the day from the TimeForce software. Punches entered from within the software are identical to punches entered at a time clock.

Click on the icon, located in the upper right-hand corner of the screen. The “Punch Properties” screen opens.


Full NameThis field displays your full name, and is not editable.

Punch TimeThis is the time of the punch that will be inserted, taken from the system time of the TimeForce server. You are not allowed to edit your own punch times.

Punch DateThis is the date of the punch that you are inserting, taken from the sys-tem date of the TimeForce server. You are not allowed to edit your own punch dates.

Raw PunchWhen a punch is manually inserted, all rounding policies are overridden and the actual punch is used. This option is enabled so that the punch will be treated as if it has been downloaded from a time clock, thus applying rounding policies.

Department TransferPut a check mark in this box if the punch is to be considered a depart-ment transfer. In other words, if you are clocking into a department other than your default department level.

Punch TypeThe punch type specifies whether the punch is a “NORMAL,” “LUNCH,” or “BREAK” punch. In most cases, a punch type of “NOR-MAL” is used.

DepartmentIf you want to assign this punch to a specific department, select the desired department from the drop down menu. Click on the icon to select the department from a department map.

JobIf you would like this punch to be a Job Tracking punch, select the desired job from the drop down menu, or click on the icon to select the job from a tree-directory.Note: This option will only appear if the Job Tracking module has been enabled.


Time Card

TaskIf you would like this Job Tracking punch to be assigned to a task, select the desired task from the drop down menu.Note: This option will only be available if the Job Tracking module has been enabled, and if the punch is assigned to a job.

QuantityThis option is used when you want to add a piece quantity to a Job Tracking punch. Enter the desired quantity.Note: This option will only be available when the punch is assigned to a job.

In/OutThe system automatically determines the in and out order of the punches. If you would like to manually specify this punch as “IN” or “OUT,” make the desired selection from the drop down menu.Note: An in/out status of “AUTO” works well for most users.

Click on the [SUBMIT] icon to add the punch to your time card.


Employee Info

Employee InfoThis screen contains your basic employee profile information, and is broken up into several sections. The following information is displayed:

• Employee Identification: This section of the screen shows your profile information, including your name, card number and employee ID.

• Contact Information: This section displays your address and con-tact information.

• Employee Status: This section of the screen displays your status information.

• Schedule Defaults: This section of the screen displays the default Schedule Rule that you are assigned to. This rule will go into effect when no other rule assignment has been made.

• Job Tracking Defaults: If the Job Tracking module has been enabled by the program administrator, this section displays the default Job and Task that you are assigned to. These settings will be used when no other job and task settings are specified by the employee at the time clock.

• IQ 1000: If “Clock Controls” have been enabled by the program administrator, this section displays the level of access that you have to the IQ 1000 time clock.

• Additional Info: This section displays additional information, such as social security number, birthday, and demographics.

The displayed information was inserted when the profile was created by a program administrator.


Accruals

AccrualsThis screen is used to review the hours totals that you have earned for each accrual policy that you are assigned to. Accrual policies are set up by a program administrator.

Each column under the Accrual Balances header displays information about your accrual totals.

• Accrual Name: This is the name of the accrual policy that you are assigned to.

• Last Calculated: This column displays the date that accrual totals were last calculated. Click on the date in this column to view a detailed history of accrued hours for this policy.

• Rate: This column displays the rate at which hours for this policy accrue.

• Un-Awarded: This column shows the number of hours for “hours based” accrual policies that have been earned since the last time that accruals were awarded. This is used if it is specified within the accrual policy to only award hours after a specific number of hours accrued.Example: The “Vacation” accrual policy states that hours accrued will only be awarded after a total of 8 hours have been earned. The employee has accrued 6.5 hours on this policy so far. The hours will remain “Un-Awarded” until the accrued total reaches 8 hours, after which they will be transferred to the “Awarded YTD” total.

• Awarded YTD: This is the number of hours that have been awarded since the beginning of the year. Any hours taken will be deducted from the awarded hours total. If the employee does not have available awarded hours, Banked hours will be used.

• Banked: Banked hours are hours that have been rolled-over from previous years. Banked hours will only be used if there are no avail-able awarded hours.

• Used YTD: This column displays the number of hours that you have used from this accrual policy. Click on the number in this col-umn to view a detailed breakdown of the number of used accrual hours.


• Available: This is the total number of hours that you have available for this accrual policy.

• If there is a check mark in the Disable option, then the accrual is “inactive.”

Comp TimeComp time (or compensatory time) is used to give employees paid time off for overtime hours worked. This is opposed to paying them an accel-erated rate of pay such as “time-and-a-half.”

This section of the screen allows you to view your used and available comp time hours year-to-date.


Schedule

ScheduleThis screen allows you to view your current schedule in a graph format. Enter the desired starting date, and select whether you would like to view daily, weekly or monthly schedules.

Screen FormatScheduleThis drop-down menu at the top of the screen allows you to select the type of schedule that you would like to view. The available options are “Daily,” “Weekly” or “Monthly.”

To the far right of this field is the Launch Results in Separate Window option. Put a check mark in this box if you would like the schedule to be displayed in a separate browser window. With this option deselected, the schedule appears directly below the [VIEW SCHEDULE] icon.

Start DateEnter the desired schedule start date into this field, or click on the icon to select the date from a calendar. The schedule end date is defined by whether you have selected a daily, weekly or monthly schedule for-mat.

EmployeesThis field allows you to select the employees whose schedules you would like to view. Employee users have the ability to view their own time and attendance information only.

SupervisorThis field allows you to view schedules assigned to a specific supervisor only. Make the desired selection from the drop-down menu.


Sort byThis option allows you to select how the data on the screen is organized. Put a check mark in the “Group Results” box if you would like the report to be broken up into separate sections based on your sort options. Without this option selected, all report data is contained in one section. Put a check mark in the “Non-Military Time” box if you would like the schedules to be displayed in am/pm format.

Screen OutputOnce you have specified the desired schedule parameters, click on the [VIEW SCHEDULE] icon located below the Sort by field to bring up the schedule.

The data displayed on the screen varies depending on whether you have selected a daily, weekly or monthly schedule type. A description of each schedule type is displayed below:

Daily ScheduleThe arrow icons on either side of the [VIEW SCHEDULE] icon allow you to scroll through schedule dates (these icons do not appear when the schedule has been launched in a separate screen). The and icons scroll through three days at a time while the and icons scroll through individual days. The displayed date is located in the header at the top of the schedule.

The schedule is displayed in a table format with the hours of the day as table columns, and your scheduled shifts as table rows. A bar is dis-played across the range of time during which each you are scheduled for the day. The scheduled start and stop times are displayed in the middle of the bar.


Schedule

The color of the bar defines the status of your schedule. A blue bar means that your are currently scheduled to work. A red bar means that you were scheduled to work but will be absent for the shift, and no replacement has been found. A gray bar means that you will be absent for the shift, but a replacement has been found. A green bar means that you were not originally scheduled to work, but have been called in to cover for an absent employee. A black bar means that an absence code exists on your time card for the day. The absence code and number of hours are shown on the bar. Employees do not have to be scheduled in order for this bar to appear. The absence can be either a “paid” or “unpaid” absence.

Clicking on any bar in the table brings up a detail of your schedule for the day in the lower left-hand corner of the screen (if the schedule is being displayed in a separate window, the detail is displayed on the main TimeForce screen).

• The Start Date field displays the date and time that you are sched-uled to begin work.

• The End Date field displays the date and time that you are sched-uled to be off.

• The Schedule Rule field displays the rule template that is currently applied to this schedule.

• The Schedule Dept field displays the department that you are scheduled to work in.

• If the Job Tracking module is enabled, the Schedule Job field dis-plays the Job that you are assigned to work.

Weekly ScheduleThe arrow icons on either side of the [VIEW SCHEDULE] icon allow you to scroll through schedule dates (these icons are not displayed when viewing the schedule in a separate window). The and icons scroll through four weeks at a time while the and icons scroll through a week at a time.

The schedule is displayed as a graph, with the days of the week repre-sented as columns. The date is displayed in the headers at the top and bottom of each column. The schedules that you are assigned to work on a particular day are listed in the appropriate column with the scheduled start and stop times displayed in the colored bar.


The color of the bar defines the status of your schedule. A blue bar means that you are currently scheduled to work. A red bar means that you were scheduled to work but will be absent for the shift, and no replacement has been found. A gray bar means that you will be absent for the shift, but a replacement has been found. A green bar means that you were not originally scheduled to work, but has been called in to cover for an absent employee. A black bar means that an absence code exists on your time card for the day. The absence code and number of hours are shown on the bar. Employees do not have to be scheduled in order for this bar to appear. The absence can be either a “paid” or “unpaid” absence.

Clicking on any bar in the table brings up a detail of your schedule for the day in the lower left-hand corner of the screen (if the schedule is being displayed in a separate window, the detail is displayed on the main TimeForce screen).






Monthly ScheduleThe arrow icons on either side of the [VIEW SCHEDULE] icon allow you to scroll through schedule dates (these icons are not displayed when the schedule is being viewed in a separate window). The and icons scroll through one month at a time while the and icons scroll through a year at a time.


Schedule

The schedule is displayed as a monthly calendar. The week days are dis-played in the header at the top of the screen. Each day in the calendar displays the number of employees who are in the system as absent for that day (based on the absences entered through the Time Card section of the program), the number of employees scheduled to work for that day, and the total number of scheduled daily hours for all employees.

Clicking on any day in the calendar brings up a detail of the selected day in the far right-hand section of the screen. Your schedule for the day is listed with the scheduled start and stop times displayed in the bar located under their name.

The color of the bar defines the status of your schedule. A blue bar means that you are currently scheduled to work. A red bar means that you were scheduled to work but will be absent for the shift, and no replacement has been found. A gray bar means that you will be absent for the shift, but a replacement has been found. A green bar means that you were not originally scheduled to work, but has been called in to cover for an absent employee. A black bar means that an absence code exists on your time card for the day. The absence code and number of hours are shown on the bar. Employees do not have to be scheduled in order for this bar to appear. The absence can be either a “paid” or “unpaid” absence.

Clicking on any bar in the table brings up a detail of your schedule for the day in the lower left-hand corner of the screen.







Reports

ReportsThe reports section of the program allows you to print comprehensive reports containing your Time Card information.

Click on the main “Reports” navigation tab at the top of the screen. The following reports are available:

• Hours and Earnings: This report details the total number of hours and earnings that you have earned for the specified range of days.

• Time Card: This report gives you a detailed breakdown of the hours that you have worked during the specified date range. This is the most commonly used report.

Viewing or Printing ReportsClick on the main Reports navigation tab at the top of the screen. The “Time Reports” screen opens. Click on the report that you would like to print.

A report options screen opens. Each report gives you the ability to enter report criteria, which allows you to print only the information that you want to see. Since each report has a different set of criteria, the informa-tion you enter will depend on the report that you are printing. See Figure EMPLOYEE-4.


Figure EMPLOYEE-4: Report Options

The report criteria screen is broken up into several sections. The avail-able criteria options are as follows: Note: Not all reports will have the same criteria options.

• The header of each report allows you to select from the drop-down menu a different report from within the group. By default the reports open at the bottom of the report criteria screen. Put a check mark in the box at the right-hand corner of the header to open the report in a separate window.

• A Date Range allows you to print only the data that falls within the selected date range. Enter the desired starting date in the first field, and the ending date in the second. Click on the icon at the end of either field to select the date from a calendar.

• Employee Ranges- The “Employee” row of the report criteria screen allows you to select a range of employees whose data you would like to print. “Employee” Self Service users only have access to view their own time & attendance data.


Reports

• Many different reports allow you to filter the report by a specific option. For example, the report criteria screen contains a row labeled Supervisor. This row is followed by a single drop-down menu. If you would only like to print reports for the employees under a specific supervisor, make the desired selection from the drop-down menu. Such filter options include: “Supervisor,” “Shift,” “Anniversary Month,” “Base Department,” “Job,” “Cost Center,” etc.

• The Sort By field allows you to group the data on the report by the selected option. For example, “Supervisor” is selected in the first drop-down menu, and “Employee Name” is selected in the second. The employees on the report will be grouped by the supervisor that they are assigned to, and then alphabetically by name.

• The Options (Check To Display) section of the screen allows you to select how much information you would like the report to dis-play. Add or remove the check marks as desired. The options include: “Employee Name,” “Employee ID,” “Card Number,” “Department,” “Supervisor,” “Pay Information,” etc.

Once you have specified the desired report criteria, click on the [DIS-PLAY REPORT] icon. The report opens in the section at the very bot-tom of the screen, unless you select for the report to open in a new win-dow.

To print the report, click on the [PRINT] icon in the upper right-hand corner of the report window.


Requests

RequestsThis section of the program allows you to submit requests to a supervi-sor, and to receive responses to the requests that you have sent.

Viewing and Responding to Requests1. Click on the main “Requests” link at the top of the screen.2. Put a check mark in the Launch Report in Separate Window box

if you would like the found requests to be displayed in a separate browser window. With this option disabled, requests will be dis-played in the lower half of the screen.

3. If you would only like to view requests of a specific type, make the desired selection from the Request Type drop-down menu.

4. If you would only like to view requests from employees assigned to a specific supervisor, make the desired selection from the Sender’s Supervisor drop-down menu.

5. If you would only like to view requests sent to users assigned to a specific supervisor, make the desired selection from the Recipi-ent’s Supervisor drop-down menu.

6. If you would like to view requests that have been sent from a spe-cific employee, make the desired selection from the Sender drop-down menu.

7. If you would like to view requests sent to a specific employee only, make the desired selection from the Recipient drop-down menu.

8. The Sort by fields allow you to select how you would like the dis-played results to be sorted. Make the desired selections from the drop-down menus.

9. Put a check mark in the box next to each type of information that you would like to view for the found requests.

10. Click on the [DISPLAY REPORT] icon. The found requests are displayed in the lower half of the screen, or in a new browser win-dow (depending on your selection for step #2).

11. The following information is displayed for each request (depending on the options that you selected in step #9):


• A symbol means that the request has not been read by its recipient.

• The Date column displays the date on which the request was sent. The date in this column is a link. Click on the link to bring up the request. This allows you to view, respond to, and for-ward the request as desired.

• The Sender column displays the name and user ID of the per-son who sent this request.

• The Supervisor column displays the supervisor that the sender of the request is assigned to.

• The Recipient column displays the name and user ID of the person to whom the request was sent.

• The Supervisor column displays the name of the supervisor that the recipient of this request is assigned to.

• The Type column displays the request “type” (such as “Missed Punch” or “Time Adjustment”).

• The Message column displays the body of the request mes-sage.

• Click on the icon to permanently remove the request from the system.Note: Requests can be deactivated by clicking on the link in the Date column, and then on the [DEACTIVATE] icon. This removes the request from the list of active requests, but retains it in the program database for future reference.

12. To respond to a request, click on the link in the Date column to bring up the request. Type your response into the Comments col-umn and click on the [FORWARD/REPLY] icon.

13. Click on the [SAVE] icon at the top of the requests report to save the displayed list of requests to a separate file. Click on the [PRINT] icon to print the list.


Requests

Creating a Request1. Click on the main “Requests” link at the top of the screen.2. Click on the “Create Request” link located to the left of the [DIS-

PLAY REPORT] icon. The Request screen opens.3. Enter the desired request date into the Date field. Place your cursor

in the field and manually type the date or click on the icon to select the date from a calendar.

4. Select the desired Request Type from the drop-down menu. The options in this list can be customized by a TimeForce program administrator.

5. Select the user to whom you would like to send this request from the Send to User drop-down menu.

6. Enter any desired message into the Comments section of the screen.

7. Click on the [CREATE] icon. The request is submitted.


Absence Requests

Absence RequestsAbsence requests allow you to submit requests for time off to a supervi-sor, and to view responses to the requests that you have sent.

Viewing and Responding to Absence Requests

1. Click on the main “Absence Requests” link at the top of the screen.2. Put a check mark in the Launch Report in Separate Window box

if you would like the found requests to be displayed in a separate browser window. With this option disabled, requests will be dis-played in the lower half of the screen.

3. If you would like to view absence requests for a specific date range only, enter the desired starting and ending dates into the Date Range field. Place your cursor in the fields and manually enter the desired dates, or click on the icons to select the dates from a cal-endar.

4. If you would only like to view requests for a specific absence type, make the desired selection from the Absence Type drop-down menu.

5. If you would only like to view requests from users assigned to a specific department level, make the desired selection from the Sender’s Department drop-down menu.

6. If you would only like to view requests sent to users assigned to a specific department level, make the desired selection from the Recipient’s Department drop-down menu.

7. If you would only like to view requests from users assigned to a specific supervisor, make the desired selection from the Sender’s Supervisor drop-down menu.

8. If you would only like to view requests sent to users assigned to a specific supervisor, make the desired selection from the Recipi-ent’s Supervisor drop-down menu.


9. If you would like to view requests that have been sent from a spe-cific user, make the desired selection from the Sender drop-down menu.

10. If you would like to view requests sent to a specific employee only, make the desired selection from the Recipient drop-down menu.

11. The Sort by fields allow you to select how you would like the dis-played results to be sorted. Make the desired selections from the drop-down menus.

12. Put a check mark in the box next to each type of information that you would like to view for the found requests.

13. Click on the [DISPLAY REPORT] icon. The found requests are displayed in the lower half of the screen, or in a new browser win-dow (depending on your selection for step #2).

14. The following information is displayed for each request (depending on the options that you selected in step #12):

• A symbol means that the request has not been read by its recipient.

• A symbol means that the request has been approved.• A symbol means that the request has been denied.• The Time column displays the date and time of the displayed

request. The date in this column is a link. Click on the link to bring up the request. This allows you to view, respond to, and forward the request as desired.

• The Type column displays the type of absence requested.• The Hours column displays the number of requested absence

hours.• The Requested By column displays the name and user ID of

the employee requesting the absence.• The Recipient column displays the name and user ID of the

person to whom the request was sent.• The Message column displays the body of the request mes-

sage.• Click on the icon to permanently remove the request from

the system.


Absence Requests

15. Click on the [SAVE] icon at the top of the main requests screen to save the displayed list of requests to a separate file. Click on the [PRINT] icon to print the list.

Creating an Absence Request1. Click on the main “Absence Requests” link at the top of the screen.2. Click on the “Create Absence Request” link located to the left of

the [DISPLAY REPORT] icon. The Absence Request screen opens.

3. Enter the date or range of dates that you would like to request off into the Date(s) fields.

• Select the first field to ask for one day off only. Click on the icon to select the date from a calendar.

• Select the second field to enter a range of dates that you would like to request off. Click on the icons to select the dates from a calendar.

4. Enter the requested number of absence hours into the Hours fields.• Select the first field to enter an hours total (such as “8” for 8

hours or “16” for 16 hours).• Select the second field to enter a time range. Enter the starting

time of the range into the first field, and the ending time into the second. For example, from “12:00” to “15:00” would request 3 hours of absence time.

• Select the “Based on Schedule” option if you would like to request the number of hours that you are scheduled to work on the specified days.Note: In order for this option to work, the schedule that you are assigned to on the given dates must be assigned to a “Schedule Rule.”

5. Select the desired absence Type from the drop-down menu. If the absence type is set up to deduct from an accrual policy, the “Accrual Policy” field will display the assigned accrual name. The “Available Balance” field will display the number of accrued hours that you have available for the assigned accrual.


6. Select the desired recipient for this request from the Send to drop-down menu.

7. Enter any desired message into the Comments section of the screen.

8. Click on the [ENTER] icon. The request is submitted.Click on the [SAVE] icon at the top of the requests report to save the displayed list of requests to a separate file. Click on the [PRINT] icon to print the list.


Appendix

AppendixThe TimeForce program contains various options that can be enabled by the system administrator.

By default most of these option are not enabled for “Supervisor” users. The system does not allow you to edit the default security roles. There are two methods of enabling this option for your users:

• Assign the user to a “Customized Rights” security role. This allows you to manually specify user access rights on an individual basis.

• Assign the user to a customized security role. Customized security roles allow you to manually create a user type with the desired user permissions enabled. Assigning users to a customized security role prevents you from having to grant user permissions on an individ-ual basis.

See the TimeForce program administrator for more information.

Allocate HoursThe Allocate Hours feature allows users to change the way that their daily hours totals are assigned to Department, Jobs and Tasks. However, this feature does not allow users to add more time card hours than have been recorded for the day.

For example, an employee worked for 8 hours on Monday. The employee logs into the TimeForce system and specifies that the first 2 of those 8 hours were spent working in “Department #1.” The next 3 hours were spent working on “Job #2.” The last 3 of the 8 hours for that day were spent working on “Task #5.” The employee is only able to modify the way that the existing 8 hours are allocated. They are not allowed to insert additional hours.

By default, Supervisor users are allowed to allocate hours for the employees that they are assigned to supervise. They are not, however, allowed to allocate their own hours unless a customized user has been set up by the TimeForce administrator.


Using the “Allocate Hours” FeatureHours are allocated from the Time Cards section of the program.

1. Click on the main “Time Card” navigation tab at the top of the screen.

2. Each daily hours total is displayed under the Accumulated Hours header. Click on the hours total that you would like to allocate hours for. The “Select Hours” screen opens.This screen displays an entry for each set of “IN” and “OUT” punches. For example, an employee clocks in at 8:00 a.m., and then clocks out for their lunch break at 10:30. The employee clocks back in from lunch at 11:00, and clocks out for the day at 3:00 p.m. The “Select Hours” screen displays two entries, one for 2 and one half hours, the second for 4 hours.The following punch information is displayed on this screen:• Date: This column shows the date assigned to the displayed

hours.• Hours: This is the number of hours between the employee’s

“IN” and “OUT” punches.• Type: This column the “type” for the displayed hours total (as

in “Worked,” “PTO,” “Holiday,” etc.).• Sched: This column tells you whether or not the employee was

scheduled to work the displayed hours.• Dept: This is the department level that the displayed hours are

assigned to. This setting is taken from either the department number that the employee entered at the time clock, or if no department was entered, the employee’s default department assignment.

• Rule: If the displayed hours total is assigned to a schedule, the “Schedule Rule” that the hours are assigned to is displayed in this field (if applicable).

• Prem: If the displayed hours total is assigned to a Premium Pay code, the assigned code is displayed in this column.

• Edited: This column displays whether the displayed hours total has been edited using the “Allocate Hours” feature.

• Job: When the Job Tracking module is enabled, this field dis-plays the Job Profile that the displayed hours total is assigned to (if any).


Appendix

• Task: When the Job Tracking module is enabled, this field dis-plays the Task Profile that the displayed hours total is assigned to (if any).

• Qty: With the Job Tracking module enabled, this is the number of finished pieces assigned to the displayed hours total.

3. To allocate an hours total, click on the “Edit” link to the right of the screen. The “Enter Hours For” screen opens. The options on this screen are as follows:• Enter Hours: This field allows you to enter the number of

hours that you are allocating. Select the first field to enter an hours total (such as 3 hours). Select the second field to enter a time range (such as from 12:00 to 15:00).Note: You are not allowed to add more hours than the hours total for the day. The “Total Hours Edit” permission must be granted in order to add additional hours.

• Premium: If the hours total for the day is assigned to a Pre-mium Pay Code, the assigned code is displayed in this field. Note: The “Total Hours Edit” permission must be granted in order to edit this field.

• Department: If you would like to allocate these hours to a department level, select the desired level from this drop-down menu.

• Schedule Rule: If you are scheduled to work a shift on this day, the assigned shift is displayed in this field.Note: This field is not editable. The “Total Hours Edit” permis-sion must be granted in order to edit this field.

• Job: When the Job Tracking module is enabled, if you would like to allocate these hours to a Job, make the desired selection from this drop-down menu.

• Task: When the Job Tracking module is enabled, if you would like to allocate these hours to a Task, make the desired selection from this drop-down menu.

• Qty: This is the number of finished pieces assigned to the dis-played hours total (Job Tracking only).

• Override: Put a check mark in this box to save your hours allo-cation. If this field is not selected, your edits will be lost once you click on the [ENTER] icon.


4. Click on the [ENTER] icon to save the allocated hours.5. The information on the “Select Hours” screen is updated to reflect

the changes you have made.Although you are not allowed to enter additional Time Card hours, it is possible to enter fewer hours than the original daily total. The [ADD HOURS] icon in the upper left-hand corner of the screen allows you to create a new entry for any hours that are not allocated. This option is only available when you have entered fewer hours than the original hours total for the day.

Click on the icon to remove an entry from the daily hours total.

Quick Clock In/OutThis option makes it so that when you click on the [IN/OUT] icon on the main Time Card screen, the punch is automatically added to the Time-Force database. No “Punch Properties” screen appears allowing you to view a detail of the punch information that will be inserted.

By default, this option is not enabled for Supervisor or Employee users. The program administrator must assign users to a customized security role in order to use this option.

Enter Punch NotesThis option allows Self Service users to add notes to any of their punches in the Time Card section of the screen, without being able to edit the punch information (such as the date and time of a punch or the assigned department level).

When the user clicks on a punch in the Time Card screen, the Enter Punch screen opens with all options grayed out except Notes.

By default, this option is not enabled for “Employee” or “Supervisor” users. The program administrator must assign users to a customized security role in order to use this option.

TimeForce Employee Self Service 45

INDEX

Index

AAbsence Requests 1, 37Accrual Name 21Accruals 1, 21Accumulated Hours 8Allocate Hours 41Appendix 41ASP Version 4Awarded YTD 21

BBreak Discrepancies Error 13

CClient Machine 3Clocking In or Out 15Comp Time 22Company Code 3, 4Creating a Request 35Creating an Absence Request 39

DDaily Schedule 24Department Mismatch Error 13Duplicate Punch Error 13

EEmployee Info 1, 19Employee/Supervisor/Director Verification 15Enter Punch Notes 44Error Codes 12

IIn Early Error 12In Late Error 13Internet Explorer 3, 4Introduction 1IQ 1000 Punch Error 14

JJob Completed 14Job Errors 14Job Mismatch Error 14

LLogging into TimeForce 2Long Break Error 13Long Lunch Error 13

MMissed Punch Error 13Monthly Schedule 26


NNo Lunch Error 14Not Allowed on Job Error 14Not Allowed on Task Error 14Not Scheduled Error 12

OOther Errors 14Out Early Error 12Out Late Error 12Over Hours Error 13

PPassword 2, 3, 4Pay Period Verification 15Preferences 4Punch Date, time card 16Punch Errors 13Punch Errors, time card 12Punch Time, time card 16Punch Type, time card 16

QQuick Clock In/Out 44

RRaw Punch, time card 16Remember Me 3, 4Reports 1, 29

Requests 1, 17, 33

SSchedule 1Schedule Errors 12Schedule Legend 11Screen Format (Schedule) 23Screen Layout (Time Card) 7Screen Output (Schedule) 24Self Install Version (Client Machine) 3Self Install Version (Server Machine) 2Server Machine 2Short Lunch Error 13

TTask Mismatch Error 14Time Card 1Time Card Legend 10Time Card Settings 8Too Many Breaks Error 13

UUnder Hours Error 13Unscheduled Absence Error 12Using the “Allocate Hours” Feature 42

TimeForce Employee Self Service 47

INDEX

VViewing and Responding to Absence Requests 37Viewing and Responding to Requests 33

Viewing or Printing Reports 29

WWeekly Schedule 25www.gotimeforce.com 4

tf self service employee - phydatatime.phydata.com/qqest/.../tf_self_service_employee... · jared...

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