CS Time/TNA Documents

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Employee Information

    The core of the TNA system is the employee information as almost everything is related to employees. While TNA can store a great deal of employee information, including an employee photo, you only need to capture the information that is required by your organization.
     

    CONTENT

    View Employee Information

    To view information on employees, select the Employees option from the Query or Edit dropdown menu or by clicking on the View Employee Information toolbar button. The Browse Employees window will be displayed.

     

    Employee.png

     

    The options available from this window are:

    • Group Select button. This button is used to select a group of employees whose information is to be viewed. By default, all employees will be viewed.
    • Find button.  Used to search for employees who fall within defined parameters.
    • Send To button. Used to send the current window’s information to a printer, a file or as e-mail.
    • Payroll Options.  The following options are available for a selected employee in the list:
      • Clockings. This option is used to view the clocking times for a selected employee.
      • Daily Hours. This option is used to view a list of the daily hours for a selected employee.
      • Payroll Hours. This option is used to view a list of the Payroll Hours for a selected employee.
      • Leave. This option is used to view the leave record for a selected employee.
      • Warnings.  This option is used to view warnings for a selected employee.
      • Errors. This option is used to view the errors for a selected employee,
    • Work Options. The following options are available for a selected employee in the list:
      • Cards. This option is used to view and manage the cards for a selected employee.
      • Payroll Shifts. This option is used to view and manage the payroll shift for a selected employee.
      • Charge Rates. This option is used to view and manage the charge rates for a selected employee.
    • HR Options. The following options are available for a selected employee in the list:
      • Dependants. This option is used to view the dependant’s information for a selected employee.
      • Disciplinarians. This option is used to view and manage the clocking times for a selected employee.
      • Equipment Issued. This option is used to view and manage the equipment that is issued to a selected employee.
      • Employment History. This option is used to view and manage the employee’s history for a selected employee.
      • Notes. This option is used to view and manage additional notes that are associated with a selected employee.
      • Training. This option is used to view and manage training courses for a selected employee.
      • Documents. This option is used to view and link documentation to the selected employee.

     

    Adding an Employee

    To add an employee, click on the Add_button.png button and use the Settings options to select the different employee information fields and fill in the required information.

     

    • The Company option is used to enter general information for the employee.  A photo of the employee can also be attached.

     

    Update_emp.png

     

    Please Note: The fields that are displayed in a pale pink are compulsory fields and must be populated. The Employee Information fields can be toggled between being “compulsory” or not by placing the cursor into the field to be changed and then pressing the Control key and the F9 key simultaneously ( Ctrl + F9 )

     

    • The Shifts option is used to assign the employee to his/her allocated shift.
      • Shift Pattern.  Use the select button to display the Employee Shift History window. Click on the Add_button.png button and select the start date and shift  . If this employee’s hours are not going to be processed, but you would still like to view clockings, select the DNP option that is available.

     

    Emp_shift_history.png

     

    Update_emp_shift2.png

     

    The selected default daily shift pattern with the daily shift codes and day names will be displayed.  In the case of a staggered shift, only the first 3 lines will be displayed.  Day 1 corresponds to the first day in the payroll shift pattern.

    Override Default Shift Pattern.  This option allows you to override your default shift pattern.  The user is able to change the shift pattern, change the starting and ending time of a daily shift and add daily shifts for automatic shift recognition.

    Override Daily Shift List.  By default only the daily shifts used in the selected payroll shift can be used in overriding the shift pattern.  Select this option if you wish to be able to use other daily shifts.

     

    Update_emp_shift3.png

     

    • Shift List.  The daily shifts available to override the shift pattern are shown here.  If the Override Daily Shift List option is selected, the user can add daily shifts to and remove daily shifts from the Override Shift List.  An advanced user can view, change and add daily shifts from the Advanced button.

     

    Emp_shift_history2.png

     

    • Access option. This option is used to define access rights to an employee and is only available if the option has been selected in the Configuration Module.

     

    Update_emp_access.png

     

    The information available from this option include:

    • Time Zone. This select option is used to select a predefined Access Time Zone that will control when the employee can clock in and out.
    • Access Rights. This select optional field is used to select which pre-defined if the employee’s access is limited by the clocking/access hardware.
    • On Last Day. This option enables you to define the clocking “path” that and employee must clock on there last day, i.e. they have to clock out at security.
    • Current Area. This select option is used to define where the employee is currently located.
    • Enable Anti Pass Back. These select boxes are checked if ant pass back is to be used and also to select the direction to which it must apply.
    • Advanced button.  This button enables advanced Access Rights to be assigned to the employee. When this button is selected, the following window will be displayed.

     

    Browse_access_overrrides.png

     

    This window provides a list of Device Overrides that are assigned to the employee. Selecting the Add_button.png or Change_button.png button enables these rights to be modified. This window allows for the particular Device (clock) to be selected, the type of Access Time Zone that is to be applied and the select option tick boxes are used to select the override options that are to be assigned to the employee.

     

    Update_access_overrides.png

     

    • Classifications. These are used to group employees together, like employees in the same branch office or employees in the same department. There can be up to eight of these employee classifications and are set up in the Configuration Module. They are Company, Branch, Department, Cost Centre, Category, Pay scale, Employee Type and Workgroup.

     

    Update_emp_classifi.png

     

    • Reset. The Reset tick boxes (left hand side of listed classifications) are used to select which Classifications are to be reset on a daily basis and are only available if the Optionally Reset Classifications Daily option has been selected in the Configuration Module.
    • Job. The Job check box is used to select that a job is assigned to the employee on a daily basis.
    • Advanced button. This button enables advanced Access Rights to be assigned to the employee. This window provides a list of Device Overrides that are assigned to the employee. Selecting the Add_button.png or Change_button.png button enables these rights to be created or modified and the Remove_button.png button enables you to remove a  highlighted override.

     

    Browse_job_overrrides.png

     

    This window allows for the particular Device (clock) to be selected. If the device is a Job Costing device, select the override classification(s) and job that is to be assigned to the employee.

     

    Update_job_override.png

     

    • Employment Record option. This option is used to enter optional employee information relating to time.
      • Hired Date. This optional select button is used to select the date when the employee was hired by the company and next to it will be displayed the number of months of service (MOS).
      • Remarks. If required additional information relating to the employment of the employee can be typed into this information box.
      • No Public Holidays. This tick box is used if the employee is not allocated hours for a public holiday (when not worked).
      • Terminate Employee. This select box is used to identify that the employee, although still on record, has been terminated. When selected you can also select the date and reason of termination.
      • Limit Code. If Working Hours Limits are to be applied, this select box is used to select the particular working limit that is to be applied (these limits are set up in the Configuration Module).
      • Annual Leave. This box is used to record the number of days leave the employee is entitled to within a year.
      • Annual Sick Leave. This box is used to record the number of day’s sick leave the employee is entitled to within a year.
      • Leave Start Dates. These select buttons are used to select the date from when the Annual and Sick Leave allocations are to come into effect.
      • Available. These tick boxes are used to select the particular days of the week when the employee is available (requires Rostering to be active). This will be reflected when doing rostering and will then display which employees are available for particular days.

     

    Update_emp_employment.png


     

    • Medical option. This option is used for recording optional employee medical information  and can be entered as required.

     

    Update_emp_medical.png

     

    • Personal option. This option enables optional employee personal contact information to be recorded and includes postal and residential address, phone number, next of kin and date of birth, mobile phone, Email addresses, etc.

     

    Update_emp_personal.png

     

    • HR option. This option enables optional employee payroll information to be recorded and includes tax numbers, banking details and account numbers, method of payment, marital status, etc. The options that are available for selection are defined in the Configuration Module.

     

    Update_emp_hr.png

     

    • Pension option. This option enables employee Pension information to be recorded. This option requires the Human Resources Module and needs to be selected in the Configuration Module.

     

    Update_emp_pension.png

     

    • Hierarchy option. This option is used to identify the employee’s supervisors and also if the are responsible for the supervision of other employees.

     

    Update_emp_hierachy.png

     

    • Web option. This is used to define if the employee has access to the TNA Web server as an administrator or not and also their login name and password.

     

    Update_emp_web.png

     

    • Clock Option. This option will be only be displayed if the system is setup to use certain types of hardware.  It allows the user to set an employee as a clock administrator or supervisor.  Using Actatek hardware the Fingerprint Security Level can be set for the employee.

     

    Update_emp-clocks.png

     

    • Other option. This option is used to record additional employee information fields that have been pre-defined in the Configuration Module.

     

    Update_emp_other.png

     

    Change an Employee’s Record

    To change an Employee’s Record, select the Employee whose information is to be changed and then click on the Change_button.png button. Then edit the Employee fields that requir changes.

     

    Remove / Terminate an Employee

    To remove / terminate an Employee’s Record, select the Employee whose information is to be removed, select the Remove_button.png button and the Task Wizard will be displayed.

     

    Remove_wizard.png

     

    Click the Next_button.png button and select to either Terminate or Remove the employee’s information (if you select Terminate, employee’s information will still remain on the system but if you select Remove, all the information will be deleted from the system). Click on the Next_button.png button.

     

    Remove_wizard2.png

     

    Depending on your selection:

    • If Terminate was selected, enter the date when the employee left the company (you can use the Date select button to select the date) and then click on the Next_button.png button. You can now type in any Remarks and then click on the Next_button.png button.
    • If Remove was selected, a Warning will be displayed notifying you that if you proceed, the entire selected employee’s information will be removed. Click on the Next_button.png button to continue.

     

    To finish the operation, select the Finish_button.png button.

     

    Remove_wizard3.png

     

    Please Note: A Terminated Employee’s Information can be restored by selecting the Terminated Employee and then clicking on the Change button. When the Update an Employee’s Personnel Record window is displayed, select the Employment Record option and de-select the Terminate Employee check box

     

    Permalink:  http://tinyurl.com/ad6sqau

    Page last modified 11:15, 18 Feb 2013 by cay-lynne CS Time/TNA Documents > User Module > Employee Information

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