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Creating a daily shift

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    In the Configuration Mudule, select the Edit Daily Shift Setup icon from the task bar or the Setup menu after which the Browse Daily Hours window will be displayed.

     

    Daily Shift-1.png

     

    1. In the Browse Daily Shifts window, select the Daily Shifts Add button in order for the Update Daily Shift Details window will be displayed.
       

    Daily Shift-2.png

     

    1. Select the General settings option and enter a Daily Shift Code (an alphanumeric code having a maximum of 6 characters) and Description for the new Daily Shift. If required a Note can be added providing a more detailed description of the Daily Shift. Use the Color select option to select the colors to be used to identify the new Daily Shift.

     

    1. Select the Macro settings option. This option allows you to attach a macro to the shift which has been written in order to do more advanced calculations such as Allowances, meal breaks, etc.
       

    Daily Shift-3.png
     

    1. Click on the Ok button to save and it will now be added to the list of Daily Shifts.

      Note: When a new Daily Shift has been created, there is no graphical representation  of the information as the settings for the shift have not yet been defined.
       

    Daily Shift-4.png
     

    1. Select the Time Slots settings option and to define the required time slots for the daily shift by selecting the Add button. A time slot will be added to the list and will also be displayed in the graphical representation.
       

    Daily Shift-5.png
     

    1. To define the Start and End times for the particular time slot, select the Start and End time cells and type in the required times. This will also be reflected in the graphical representation.
    2. To define the Shift Time Category to be used for time slot, double click on the Category cell and then use the dropdown menu and select the required category.
    3. Now define the Shift Time Rate to be used by double-clicking on the Rate cell and selecting the required shift time rate. This will also be reflected in the graphical representation.
    4. If rounding is to be used, use the rounding options and define the required Rounding length and In and Out divisions to be used.
    5. If job costing categories are to be assigned to the daily shift, select the required Job Costing category.
    6. Now select the Schedule settings option.
    7. To add a schedule that is to be applied to the daily shift, select the Add button and a new daily schedule will be added.

     

    Daily Shift-6.png
     

    1. Enter the details for the schedule as required. They are:
      1. Description. Type in a description for the scheduled break, e.g. Lunch, Tea Break, etc.
      2. Start. Enter the actual start time of the scheduled break.
      3. Finish. Enter the actual end time of the scheduled break.
      4. Start Early. Enter the Early Start time (in minutes). If an employee goes on the break before the normal start time but within the early start time limit then a warning is generated and the employee is docked from the time they clocked to the actual Start time that has been set.
      5. Start Late. Enter the Late Start time (in minutes). If the employee takes the break after this time then a warning is generated.
      6. Start Grace. Enter the Start Grace time (in minutes). If an employee goes on the break within the grace period then no time is docked and the defined Start time is used for the clocking.
      7. Finish Early. Enter the Early Finish time (in minutes). If the employee finishes before this time, then a warning is generated.
      8. Finish Late. Enter the Late Finish time (in minutes). If the employee finishes after the actual end time then a warning is generated and if the clocking is after the Finish Late period then the employee will be docked that time from the actual end time.
      9. Finish Grace. Enter the Finish Grace time (in minutes). If the employee clocks back in from the break inside the grace period then no time is docked and the defined Finish time is used for the clocking.
      10. Clock  Select, by double-clicking on this field, if the break requires clockings or not.
      11. Paid. Select, by double-clicking on this field, if the break is a paid break or not.
      12. Min. Enter the minimum time limit (in minutes). This is the minimum time that an employee must take/work for the schedule. Once this limit has been reached, the full shift/break period will be applied. This normally applies to a working shift (In/Out clocking).
      13. Max. Enter the maximum time limit (in minutes). If the person is out for longer than this time then time is docked, and a warning is generated. This normally applies to a break (Out/In clocking).
      14. Direction. Select, by double-clicking on this field, if the schedule is a In/Out clocking or Out/In clocking schedule.
      15. Default.  If required set the Default time value. This is the time period (in minutes) that must be taken off an employee’s daily hours if he has not taken a break that he is required to take.
    2. If an employee has to clock out by a certain time for the Daily Shift, enter the Must Be Out By time for when they must be clocked out and also select the type of action that must take place if they do not clock out by the set time.
    3. Repeat above steps for each separate schedule that is required. Note that the clocking direction arrows in the graphical representation of the daily shift show the scheduled times and directions of expected clockings.
    4. Select the Balancing settings option.
       

    Daily Shift-7.png
     

    1. Select Add to add a new blank balancing rule. Define all the balancing rules that are to be applied to the shift, remembering to use the up and down arrow buttons to sort out the order in which they are to be processed (top down).
    2. Select the Holiday settings option.

     

    Daily Shift-8.png

     

    1. Enter the hours that are to be allocated to an employee on a public holiday. If the hours are to be considered as a full shift then set the Shift option to “Yes”.
    2. Select the Options option.

     

    Daily Shift-9.png

     

    1. If bonus time is to be given for excess time worked on a shift, type in the number of hours that have to be worked before the bonus applies in the If completed text box. Enter the number of bonus hours that are to be allocated and select the category to which they are to be added and as well as the Category and Rate to be used.
    2. If a macro is to be run when the shift is processed, use the macro select button and select the macro to be used.
    3. If Standard (Std) Hours are to be used, enter the hours that the employee is expected to work for the shift.
    4. If short breaks are allowed on the shift that will not affect the total shift hours, type in the duration of the short break.
    5. If the selected shift starts and finishes on different days and for payroll purposes the hours are to be allocated to the day when the shift ends, select the Pay on Day Out check box.
    6. Once the required Daily Shift parameters and options have been set, click on the Save button to save the settings for the selected Daily Shift.

     

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    Page last modified 10:27, 3 Oct 2014 by cay-lynne CS Time/TNA Documents > Configuration Module > Daily Shifts > Creating a daily shift

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