Below follows a description of all the fields and buttons of the Main Menu:

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1 1 PIPS Time and Attendance Software User Guide and Overview This document will provide an overview of the Time & Attendance software as well as step by step procedures for specific uses. Time & Attendance Overview: This is the Time & Attendance main menu. The Overview part of this document is broken down into two sections; the Main Menu section and the Sub menu buttons. Below follows a description of all the fields and buttons of the Main Menu: 01. The Access T&A group: a. ID Enter your ID as given to you per your system administrator. b. PSW (Password) Enter your password as given to you per your system administrator. c.? button Click on this button to provide a list of employees. The following menu will appear:

2 2 *** Please note that many of the buttons are disabled; only the system administrator will have access to all functions, which will be covered in later in this document. *** d. Access Input This button will prompt the user to log in using a finger reader. When using this button, the user will have access to the menu as well as logging on. e. Quick Check In/Out This button will prompt the user to log in using a finger reader. When using this button, the user will only be able to log in/out and will not have access to the menu. 02. Help This button will produce this document and the individual How to guides that are included at the end of this document. 03. Date Range: a. The top date range will default to today s date and is the date that the user is logging in. b. The bottom date range will default to today s date and is the date that user is logging out.

3 3 *** Please note that you do not have to override these date ranges in most instances; they are to be used in the event where the dates overlap i.e. the shift 2000 on 4/29/2010 and 0400 on 4/30/2010. *** *** Please note that all times are to be entered in as military times. *** 04. Time In The time that the shift begins. 05. Out The time that the shift ends. 06. Pay Hours: a. Reg (Regular) The number of hours of Regular Pay for the shift. b. OT (Overtime) The number of hours of Overtime Pay for the shift. c. NC () The number of hours of Non Chargeable EMS hours for the shift. 07. Comp: a. Earned The number of hours of Comp time earned for the shift. b. Used The number of hours of Comp time used for the shift. 08. Other Used Time: a. Vacation The number of hours of Vacation time used for the shift. b. Sick The number of hours of Sick time used for the shift. c. Personal The number of hours of Personal time used for the shift. d. Holiday The number of hours of Holiday time used for the shift. 09. Standard Day Use this drop down menu to select the number of hours for a shift before Overtime Pay is accrued. 10. Other Pays The Time & Attendance software will allow up to 12 Other Pays. Please see our How to setup Payroll Withholdings, Tables and other Payroll Miscellany document for step by step instructions. 11. Memo This is a notepad that the employee can use to leave messages for him/herself. 12. View Time Balance This button will produce a menu that will show all of the Time Balances for the user. When this menu appears, this button will read, View Memo; click on this button to hide the menu. 13. Copy: This function will allow you to copy the information on the selected date into other dates. Please see the step by step instructions for the proper procedures. a. Enable/Refresh Copy This checkbox will enable the Copy function. Once selected a new button Paste will appear. This button will allow you to paste the copied information into one date only. b. Repeat Time Copy for Date Range This checkbox will produce a Sub menu which will allow you to copy the information for a date range. 14. Calculator buttons: a. Numbers Use these buttons to record numbered entries in the available fields if you do not have a keyboard available. b. Clear Click on this button to clear the current field.

4 4 c. Enter Click on this button to move the focus onto the next field. d. Time In Click on this button to place the focus on the Time In field. e. Cal (Calculate) Click twice (once to set the focus on the button and the second to perform the calculate function) on this button to have the Time & Attendance software automatically calculate the number of hours worked based on the Times In and Out that have been entered. 15. Save This button will save all of the data that has been entered. 16. Done/Reset This button will log the user out of the menu. *** Please note that the Done/Reset button will not log the user out of work, just his/her accessibility to the menu. *** 17. Exit This button will shut down the Time & Attendance software on the local machine. *** Please note that only a system administrator can shut down the Time & Attendance software on the server. *** Sub Menu buttons: 01. View/Edit Work Times This button will produce the following Sub menu which will allow the user to view and/or edit previous work shifts:

5 5 *** Please note that once a payroll has been completed, all modifications for that time period are locked and cannot be modified. *** 02. Time Card This button will produce the following menu which will allow the user to create and print Time Cards:

6 6 Things to note on this menu: a. Date Range Start Enter in the beginning date that will appear on the Time Card. b. Date Range End Enter in the ending date that will appear on the Time Card; all dates in between these dates will appear on the Time Card. c. Number of Days buttons Click on these buttons to have the Time & Attendance software automatically calculate the ending date based on the number of days of the button starting from the Start date. In the above example, the 14 button was selected and based on the Start date of 4/15/10, the software calculated that the End date was 4/28/10. d. Manual Number of Days field (open field next to button number 14) Enter the desired number of days from the Start Date that you wish to have for a date range. Once you enter the number, reselect the Start Date and the Time & Attendance software will automatically calculate the End Date. *** Please note that this Manual entry option can be found in multiple sub menus and has the same functionality. ***

7 7 e. Print This button will produce the Time Card report based upon the dates entered. Once the report has been produced, the user can then print out the Time Card if the data is correct. f. Cancel/Close This button will cause this Sub menu to close. 03. Rules This button will produce a Sub menu that will have a listing of any rules that have been entered by the system administrator. 04. Check In/Out This button will produce the following Sub menu that will allow the user to Check In/Out of work, break, lunch, etc. The user can also attach notes to the activity and check their previous activity: Things to note on this menu: a. Date The date is automatically taken from the system clock on the computer. b. Time The time is automatically taken from the system clock on the computer. c. Note Once the focus is set in this field (by clicking the mouse anywhere in the field) the background will turn white and any appropriate notes may be entered (see example below).

8 8 d. Check In This button will log the user in from whatever activity is highlighted to the right (see example below). e. Check Out This button will log the user in from whatever activity is highlighted to the right (see example below). f. Types of Activity One of these must be selected/highlighted in order to use either of the buttons above (see example above). g. Work Schedule: 1. Time In If the system administrator has entered a work schedule, then the scheduled start time for the shift will show here (i.e. 0800). 2. Time Out If the system administrator has entered a work schedule, then the scheduled end time for the shift will show here (i.e. 1600). h. Check Activity This button will produce the following menu which will allow the user check his/her activities and print a report:

9 9 This to note on this menu: a. The Arrows on either side of the date (located in the bottom left corner of the menu) will increase/decrease the date one day at a time. b. The numbered buttons will include the date plus the number of days on the button that is selected (i.e. the date is 5/1 and the numbered 7 button is selected the list returned will show from 5/1 5/8). c. The date can be changed using the drop down calendar selector next to the up and down arrows. *** Please note that these date options can be found in multiple sub menus and have the same functionality. *** 05. Employee Status This button will produce a Sub menu which will show the pertinent information for the user currently logged onto the program.

10 View Read/Log Times This button will produce a Sub menu which has a log of Loggings In/Out. 07. Messages This button will produce the following Sub menu in which a user can view and/or send messages: Things to note on this menu: a. All Click on this radio button to view all messages. b. Unread Click on this radio button to view only messages that have not yet been read. c. Start Click on any of these numbered radio buttons to Create/Respond to a message that will be sent that number of days in the future from today s date. d. End Click on any of these numbered radio buttons to return a list of messages from that number of days from today s date. e. Mark Read Click on this button to mark the highlighted message as have been read. *** Please note that the software also generates a timestamp when the message is viewed for the first time. ***

11 11 f. Response Click on this button to respond/reply to the sender of the message. Please see the step by step instructions to learn the proper procedures. g. Create Click on this button to create a new message.. Please see the step by step instructions to learn the proper procedures. h. Finger Task/Reads This button will produce a Sub menu in which the system administrator can Enroll an employee for the Finger Reader, Remove an Employee from the database, View the Reads for employees and produce Time Cards for the employees. 08. Other Tasks This button will produce a Sub menu in which the system administrator can Backup the database, View any Time Changes, Setup the system specs and Retrieve Data from Professional Innovative Programs. *** Please note that Retrieving Data from PIPS will overwrite the current database and should not be performed unless explicitly directed to do so from Professional Innovative Programs. *** 09. Restore All Fields This button will clear any data input and return all fields to the default settings. 10. Clear All Fields This button

12 12 Step by Step Procedures: Enrolling an Employee: *** Please note that you must be a system administrator in order to enroll an employee. *** 01. Log on to the Time & Attendance software. 02. Click on the Finger Task/Reads button; the following menu will appear: 03. Highlight the employee you wish to enroll. 04. Click on the Enroll button; the following menu/interface will appear:

13 05. Click on the Next button to continue or the Cancel button to exit the interface. The Next button will begin the Finger Read enrollment as seen below: 13

14 06. Click on the first finger that you wish to have captured by the finger reader; after clicking the desired finger, the interface will appear as follows: 14

15 07. Place the correct finger on the Finger Reader. Once the Finger Reader has captured the image, it will prompt the user to remove the finger and then place it on the Finger Reader again for a second scan. 08. After the second scan has been recorded, the interface will return to the screen in which all of the fingers are shown. If the read was successful, that finger s button will now be pink instead of blue. 09. Click on a second finger to capture more finger prints or the Next button to finish the enrollment. 15

16 16 Creating and Responding to Messages: 01. Log on to the Time & Attendance software. 02. Click on the Messages button; the following menu will appear: 03. Click on the Create button; the following field will appear:

17 04. Type in your message in the field under Create (Respond) Message. 05. Click on the Send To button and the following Sub menu will appear: 17

18 06. Highlight the person you wish to send the message to. If there are multiple recipients, highlight the first person, hold down the CTRL button on the keyboard and click on each recipient. If you would like every person to receive the message (or a group of inclusive names) select the first person, hold down the Shift button on the keyboard and then click on the last person. Each person should now be highlighted: 18

19 Example 1 Using the CTRL key: 19

20 20 Example 2 Using the Shift key: 07. Click on the Send To button to send the message. *** Please note that to Respond to a Message that has been sent to you, you will follow the same procedures as above excepting that you will need to highlight the Message you wish to Respond to and then click on the Response button instead of the Create button. ***

21 21 Using the Copy and Paste Functions: 01. Log on to the Time & Attendance software. 02. Enter in the data for the day or use the date range to select a previous date s data for copying. 03. Click in the Enable/Refresh Copy checkbox; after being enabled, a new button Paste will appear to the right of the checkbox. Pasting the information into a single date or multiple single dates one at a time: 01. Change the date range to the desired date. 02. Click on the Paste button. 03. Repeat for as many single dates as required. *** Please note that if there is information already available for that date, a message box will appear that will prompt you to either cancel the Paste operation or to Overwrite the data. *** Pasting the information into a date range: 01. Click in the Repeat Time Copy for Date Range checkbox; the following Sub menu: *** Please consult the Time & Attendance software User Guide and Overview for a full explanation on all of the functions in this Sub menu. This guide is to demonstrate the basic Copying and Pasting of Time data. *** *** Please note that when this checkbox is selected, the Paste button will not be visible. ***

22 Select the Start Date. 03. Select the End Date. 04. Click on the Past button. 05. Repeat for as many date ranges as required. *** Please note that if there is information already available for that date range, a message box will appear that will prompt you to either cancel the Paste operation or to Overwrite the data. ***