Steps

This step is aimed at getting data from the clock itself into the database, from where data can be processed.

 

Typical problems experienced here have to do with data communication: The button based clocks depend upon serial communication (RS-232) to get the job done. If communication is a problem, the following are possible causes:

 

1. Clock malfunction or flat battery

2. Cable malfunction

3. Driver installation on computer

4. Competing software, e.g. Cell phone, Bluetooth, 3G-cards.

 

If you try to download and get error messages, it is advisable to call us. We have good experience resolving typical problems.

Conversion is the process whereby clock movements (raw clock data) are converted into attendance records (which is needed in the time calculation- and pay slip modules). The main reason with the conversion process, is to provide an opportunity to correct mistakes or omissions (e.g. where a worker clocked twice in quick succession, or forgot to clock).

 

Conversion is discussed in detail under 'Convert'.

This is an optional step for relative small work forces, where the user is in a position to know what is happening with attendance on the site.

 

The system will show a list of employees for days where no record is available (no clock movements, leave or manual attendance records). This list has a range of functions which can be used to create a leave record, add attendance or mark the employee as absent AFTER conversion has been done.

 

This step is necessary to see if there is still some missing information. These records will be used when the pay slips are generated.

 

This report (it depends whether you look at the summary or complete report) will give you a complete breakdown of each employee's hours. The idea is to identify employees with unexpected and extreme results, which can be then be investigated in more detail.

 

It is always better to put in extra effort with this step because it will make the rest of the process a lot smoother. If you do not check your attendance report, the possibility exist that you'll find a couple of mistakes when creating pay slips. If you only realise it with this step, you'll have to delete your pay slips before adjustments can be made.

This step will help you understand where unexpected or extreme hours come from for one employee.

 

This report shows each working day with it's attendance records separately (the same as the complete report at step 4). It will help if you print this report to physically go through each day. This will also enable you to give the supervisor the report to manually make the necessary changes.

 

This can then be rectified on the system at Step 6.

Attendance records can be changed, added or deleted by marking the record and choosing the correct option.

 

Please note: do NOT create attendance records for employees that went on leave - rather create leave records for accurate history keeping.

This final report serves as proof that all hours and leave have been entered before you start creating pay slips.

 

It is good practice to print this report and get it signed by one of the senior personnel to file it with the rest of the pay slips, to minimise blame shifting.

If all the previous steps have been followed meticulously, creating pay slips should be a relatively smooth process.

It helps to process data a day or two before the pay slips should be created. This decrease the amount of pressure that will be on your shoulders on pay day.

Here, you can go to a specific employee. This opens the 'Fix employee' screen.

By clicking on one of the links, an explanation of the specific step will be opened as discussed above.

This shows the history when data was downloaded and/or converted.

Close the window.