User manual

The DOs and DON’Ts for Time Keeper
The DOs
=======
Daily:
======
1. Ensure all employees are "Out" for yesterday. This can only be done if attendance is
"complete", i.e. there are no "IN" or "IN-OUT-IN" records for yesterday.
2. Ensure that information in following columns in "Daily Attendance" is correct for yesterday:
-Normal (normal attendance), usually it should be same as PH (planned hours).
-OT1
-OT2
-Holiday Hours
-Sick Hours
-Flat
If Normal is not same as PH hours due to truncation (or any other reason), make sure that Normal
contains hours that you want for payroll (if at month end you want TAS data to be used for
payroll). Similarly if OT is shown because an employee was overstaying without work, correct it.
If any correction needs to be done it can be done under TKA (time keeper adjustment).
3. Do the "Close A Day" step for yesterday.
4. Print yesterday's "Daily Report" and file it.
5. Print today's absent report and make sure all are REALLY absent.
6. If an 'absentee' is really 'on-leave', then mark him as such using 'Employee Maintenance'.
7. If an employee's services are terminated, change the shift to a special system shift X1 (be sure
employee is not coming back!). His Employee Master record will be removed automatically once
all related data is gone from the system (this depends on the number of months you want to keep
history for – as defined in “Configuration”).
8. If an employee does not swipe (for example he is temporarily transferred to another site, or he is
the BIG BOSS who does not swipe), but you do not want to see him in ‘absent’ list daily, you can
change his shift to a special system shift “S1”. You must bring him back to normal shift when he
starts swiping again.
9. Whenever possible the Holidays and Ramadan dates should be defined in advance. If done
later, force recalculation by logging in as SiteAdmin > More Operations > Initialize > Open a
Table or Query > Select table ReCalFlag > and change ReCal_ORPEPD to 'Yes' for the required
days. Make Sure that these days are not “closed”, otherwise recalculation will not take place.
10. Backup: Ensure that you take periodic backup of database files TASQLDAT.MDB,
TASQLCOM.MDB and TASQLFRM.MDB files.
Monthly:
========
1. Print "Management Summary" and "CC wise Attend by Employee" reports. Review and
file.
Part 6