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Shifts

     To use the Jump-Start option to create Shifts, proceed as follows:

    1. In the Jump Starts window, click the Shifts button and the Jump-Start Shifts window will be displayed.

       

    Jump_Shifts-1.png

    Shift Categories - (Step 1)

    This step allows you to view and edit the list of existing system time categories that are used to build up the daily shifts.

    To view existing or to add shift categories, proceed as follows:

    1. Select the Shift Categories button and the following window will be displayed.


    Jump_Shifts-2.png


    The Browse Shift Categories window displays the list of existing shift categories that can be used to build up the daily shifts. 

     

    1. Select the Add button and the Update Time Category window will be displayed.
       

    Jump_Shifts-3.png
     

    1. Select the General settings option.
    2. The Code box type in the numerical code that will be used to identify the particular Shift Category. The code can be from 1 to 25 (maximum of 25 categories can be used).
    3. In the Description box type in a description of the Shift Category.
    4. Use the Color select button to select the color to be used to identify the particular Shift Category. This is used when building up Daily Shifts and enables you to see when the different categories start and end.
    5. Select the effect the Shift Category has on the Daily and Payroll Total. This can be:
    1. +. The plus sign is selected if the hours in this Shift Category are to be added to the hour’s total.
    2. 0. The zero is selected if the hours in the Shift Category have no effect on the hour’s total.
    3. -. The minus sign is selected if the hours in this Shift Category are to be subtracted from the hour’s total.
    1. If the Shift Category is not to be printed in reports, select the appropriate check box for the report(s) as to where it is to be suppressed.
    2. If this Shift Category needs Authorisation before it can be added to the total hours, for Payroll calculations, select the appropriate check box. Also when authorisation is required, a holding category for the hours must be defined.
    3. The Payroll option is used if the particular Time Category details are to be included when exporting the clocking information to a payroll and also to define the particular payroll.
    4. Select the Running Totals settings option.
       

    Jump_Shifts-4.png
     

    1. Ensure that the Not involved in running Totals select button is selected (running totals will be covered later on in this manual).
    2. Select the Advanced settings option.
       

    Jump_Shifts-5.png
     

    1. If the Shift Category is to be defined as a category for customised information (i.e. a Bonus category), then the picture option is used to select and define the format (Picture) as to how this information is to be displayed. Click on the Picture select button and the Lookup Picture window and option options will be displayed.
    2. Click on the Ok button to save the new Shift Category. It will now be listed in the Browse the Shift Category File window.

    Daily Shifts - (Step 2)

    This step is where available daily shift can be viewed or added. To view the existing daily shifts or to add additional daily shifts, proceed as follows:
     
    1. In the Jump-Start Shifts window, select the Daily Shifts button and the following window will be displayed.
       

    Jump_Shifts-6.png

     

     

    1. At the Browse Daily Shifts window, select the Daily Shifts Add button. The Update Daily Shift Details window will be displayed.


    Jump_Shifts-7.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.
    2. Select the Macro settings option. This option allows you to attach a macro to the shift. 
       

    Jump_Shifts-8.png
     

    1. Click on the Ok button to save the Daily Shift 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 information as the settings for the shift have not yet been defined.
       

    Jump_Shifts-9.png
     

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

    Jump_Shifts-10.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 a 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 times to be used.
    5. If job costing categories are to be assigned to the daily shift, select the required job costing category.
    6. 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.
    8. Define all the options that apply to the rule.
       

    Jump_Shifts-11.png
     

    1. Repeat steps 13 and 14 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.
    2. Select the Balancing settings option.


    Jump_Shifts-12.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.

     

    Jump_Shifts-13.png

     

    1. If hours that are different to the standard expected shift hours are to be allocated to an employee when not working on a public holiday, enter the actual hours that are to be used. If the hours are to be considered as a full shift then set the Shift option to “Yes”.
    2. Select the Options option.

     

    Jump_Shifts-24.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 also the 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.
    7. Select Close to return to the Jump-Start Shifts window.

     

    Payroll Shifts - (Step 3)

    This option enables new shifts to be created by means of a wizard.

    To create a Shift, proceed as follows:

    1. At the Jump-Start Shifts window, select the Payroll Shifts button and the following window will be displayed.


    Jump_Shifts-14.png
     

    1. Select the Add button (as shown in the window above) and the Update Payroll Shift Wizard will be started.
       

    Jump_Shifts-15.png
     

    1. Define the particular Payroll Shift general options as required:
    1. Payroll Shift Code. This is the short code used to identify the particular Payroll Shift.
    2. Description. This is a short description of the Payroll Shift.
    3. Notes. If required, additional notes can be used to provide a more descriptive description of the particular Payroll Shift.
    4. Same as Payroll Shift. This option is used to type in the code of a shift that is the same as an existing payroll shift but may only differ due to a different starting date, etc.
    5. Start Time. The Start Time tells the computer when the shift can safely be processed and should usually be set to 0:00 for day shifts, and 12:00 for night shifts.
    6. Colors. This option is used to select the color (background and text color) that will be used to identify this particular Payroll Shift, i.e. when performing rostering, etc.
    1. Once defined select the Next button.
       

    Jump_Shifts-16.png
     

    1. Use the Payroll Length option to define the length of the pay period. From CS Time’s point of view this is separated from the rolling shift cycle. In other words the employee may be paid every 7 days, even though his weekly cycle (one on, half day, one off) is only three days long. This is normally set to 7 days when paid weekly, 14 days when paid bi-weekly or 31 days when paid monthly.
    2. Use the Rolling Shift Cycle to define the length of the shift, in days, before the shift repeats itself. For example a 5 on, 2 off pattern (i.e. a regular 5 day week) takes 7 days before the pattern cycles. In this case you would need to define a week that is 7 days long.
    3. Once defined select Next.
       

    Jump_Shifts-17.png
     

    1. Use the Start Date select option and select the particular date when this payroll shift is to start. The Start Date determines the first day of the first rolling cycle. It is important that this date matches the first day on the Time Line. In other words, if the first day in the cycle is a Monday, then this date must be set to a Monday.  Also this date commences the automatic processing. Employees on this payroll shift will automatically be processed every day after the start date.
    2. Once defined, select Next.
       

    Jump_Shifts-18.png
     

    1. If required you can select a pre-defined Access Time Zone that is to be applied to the employees on this shift. Time Zones restrict employees to clocking at certain times of the day, for example not letting a day shift employee clock at night. This feature only works if your clocking hardware supports Time Zones.
    2. Select Next.
       

    Jump_Shifts-19.png
     

    1. If required, use the Limits option if working limits are to be used on this shift. Limits are used to monitor employee working cycles, and to ensure that workers to not exceed legislative limits.
    2. If the shift being created is to be a Night Shift (shift starts at the 12:00 time line) then select this option. When the shift is created the first daily shift will then start at 12:00 and end at 36:00 and the second shift from 36:00 to 60:00 etc.
    3. Select Next.
       

    Jump_Shifts-20.png
     

    1. If a macro is to be included when this Payroll Shift is processed, use the Macro Script select button and select the macro required.
    2. Select Next.
       

    Jump_Shifts-21.png
     

    1. Once all the required information has been defined, select Finish and this new Payroll Shift will be created.

      Note: The Payroll Shift can be further edited by selecting it in the Payroll Shifts list and then edit the required information using the Settings options.

     

    Macro Script Rules - (Step 4)

    This option enables Macro Scripts to be created that can be used when processing information, clockings and shifts.

    To create a Macro, proceed as follows:

    1. In the Jump-Start Shifts window, select the Macro Script Rules button and the following window will be displayed.
       

    Jump_Shifts-22.png
     

    1. When the Browse the Macro Script File window is displayed, click on the Add button. The Adding a Script Record window will be displayed.
       

    Jump_Shifts-23.png
     

    1. Type in the required Name and Description that will be used to identify the particular Macro Script in the appropriate text boxes.
    2. Use the Category select buttons and select the category to which the macro is to be assigned (Daily, Payroll or Other).
    3. In the Script box, type in the actual macro script (see Macro Scripts for more details).
    4. Once the script has been defined, click on the Ok button to save the macro and to add it to the list.
    Page last modified 16:00, 22 Jul 2014 by cay-lynne CS Time/TNA Documents > Configuration Module > Jump Start > Shifts

    Comments2

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    New screenshot available for first image in document - Jump Start Shifts. Was unable to load new screenshot and save successfully.
    Posted 14:02, 22 Aug 2013
    Unable to get in and edit the section under 'Tasks'.
    Posted 14:10, 9 Sep 2013
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