Etarmis. LITE User Guide

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Jean Summers
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1 LITE User Guide

2 Contents Creating A New Personal Record 3 Changing A Password 6 Creating a Site Administrator 7 Deleting An Employee 8 Making A Correction 10 Deleting A Correction 12 Modifying A Booking 14 Making a Collective Correction 16 Printing A Report 18 Creating A Public Holiday 20 Creating / Amending A Department 21 Producing a Working Schedule 22 2

Under the Fields tab enter the Name, Badge and Personal number.

3 Creating A New Personal Record From the Folder list choose Personal Records > Individual Apply the Personal records Search Filter (administrators only) From the Personal record file menu choose Add a person. Under the Fields tab enter the Name, Badge and Personal number. The remaining fields can be populated by highlighting the relevant field and clicking on the down arrow to the right, or by ticking/unticking the check box. 3

Under the Managers tab right click anywhere in the field and choose Add.

Under the Time recording tab select the Working schedule tab Note: If this screen

4 Under the Managers tab right click anywhere in the field and choose Add. Check the Select box against all staff that manage this employee. Under the Time recording tab select the Working schedule tab Note: If this screen is left blank, then Working Schedule 1 will be the default. Right click anywhere in the field and choose Add. Highlight the From date field and enter the date on which the schedule is to become active. Highlight the Name field and choose the relevant Working schedule. 4

5 Under the Terminal Zones tab right click anywhere in the field and choose Add. Note: If this screen is left blank, then Zone 1 will be the default. Highlight the From field and enter the date on which the Zone is to become active. Highlight the Zone field and choose the relevant Zone. If you are happy that you are now ready to generate the record, click OK to generate the new employee or Cancel to abort the process. 5

Changing A Password From the Folder List highlight Personal Records > Individual From the Personal records window right click on the employee and choose Edit personal record in a dialog From the Edit

6 Changing A Password From the Folder List highlight Personal Records > Individual From the Personal records window right click on the employee and choose Edit personal record in a dialog From the Edit personal record dialogue box choose Authentication Delete the current Password, enter the new Password, and then re-enter in the Confirm Password box. Note: If the confirm password box is greyed out, left click with your mouse away from it and you should then be able to enter the password again. 6

Creating a Site Administrator From the Folder List highlight Personal Records > Individual From the Personal records window right click on the employee and choose

7 Creating a Site Administrator From the Folder List highlight Personal Records > Individual From the Personal records window right click on the employee and choose Edit personal record in a dialog From the Edit personal record dialogue box choose Security and then check the box entitled Site Administrators. Choose OK to save. 7

8 Deleting an Employee From the Folder List highlight Personal Records > Individual From the Personal records window highlight the employee From the Personal record file menu choose either Delete a person or Inactivate a person 8

9 Please Note: Deleting a person will stop the system from calculating their record any further and will be indicated by a black line through the employee details. In this state the option to Undelete current person can be chosen from the Personal record file menu. This employee still occupies 1 user licence. Please Note: Choosing the option Inactivate a person from the Personal record file menu will completely remove this employee and their historical data from the system. This action will allow 1 user licence to become available for the creation of a new user. 9

10 Making A Correction From the Folder List highlight Personal Records > Individual From the Personal records window highlight the employee From the Personal records Screens menu window highlight History 10

Right Click, in any column, on the day the Correction is

Correction types Full day, Half day morning and Half day

11 Right Click, in any column, on the day the Correction is required and choose the option Make a Correction from the pop up box. Choose a Correction reason from the drop down box Correction types Full day, Half day morning and Half day evening, require no further input. Correction type Time correction requires a HH:MM value to be entered. 11

12 Deleting A Correction From the Folder List highlight Personal Records > Individual From the Personal records window highlight the employee From the Personal records Screens menu window highlight History 12

13 From the History grid, right click on the day that the correction to be deleted appears and choose Delete correction. If there is more than one correction on the day, choose which correction you wish to delete. 13

14 Modifying A Booking From the Folder List highlight Personal Records > Individual From the Personal records window highlight the employee From the Personal records Screens menu window highlight History 14

selected booking Cancel the selected booking If you choose to Insert a new booking, the Time, Type,

15 Right click on the bookings to be changed and from the pop-up box choose the option Correct bookings All the booking on the day will be listed and you will be given 3 options Insert a new booking Delete the selected booking Cancel the selected booking If you choose to Insert a new booking, the Time, Type, Terminal and Notes fields can all be amended by clicking within them. To save any changes click on the blue disc icon. 15

16 Making a Collective Correction From the Folder List highlight Personal Records > Individual From the Personal records menu choose Collective screens and highlight Collective Corrections 16

17 From the Personal records grid highlight the staff that the Collective Correction should apply to. (Hold SHIFT, while selecting) From the Collective Correction grid choose the Correction reason from the dropdown box. Apply the correct From & Till date and Correction type. Click on the Next button The Summary screen describes the correction to be applied. Checking the Batch the correction in the engine box allows the computation to run in the background. Leaving this unchecked allows you to view the progress of the correction. Click on the Next button 17

18 Printing A Report From the Folder List highlight Personal Records > Individual From the Personal records menu choose Reports Highlight the Report required 18

To change these dates:- n Press the Cancel button (if the report is still building) n Choose the Printout

19 All pages can be reviewed by using either the Thumbnails tab or scroll buttons in the right hand screen. A default dates will be set by Etarmis. To change these dates:- n Press the Cancel button (if the report is still building) n Choose the Printout Options icon n From the Dates tab select the required date range n Choose the Printer icon from the toolbar to produce a hard copy, or use the scroll arrows to view all pages on screen 19

Public Holiday To Delete a Public Holiday right click on the required day and from the Add

20 Creating a Public Holiday From the Folder List highlight Configuration > Calendars > Public Holiday Calendar Right click on the required day and from the Add event menu choose Public Holiday To Delete a Public Holiday right click on the required day and from the Add event menu choose Public Holiday To Save the amendments choose the Save icon from the tool bar 20

Creating / Amending A Department From the Folder

Add a new system name Right click in the

21 Creating / Amending A Department From the Folder List highlight Configuration>System Names>Departments Right click in the Departments field and choose Edit the selected system name or Add a new system name Right click in the Departments field and choose Edit the selected system name or Add a new system name 21

Producing a Working Schedule There are 3 stages to producing a Working Schedule :- 1. Producing one or more Daily Programs 2. Using the Daily Programs to produce a Scheduled Pattern 3.

Producing A Daily Program From the Folder List highlight Configuration>Time Recording>Daily Programs Choose an existing Daily Program, click on the Daily Program Copy icon.

22 Producing a Working Schedule There are 3 stages to producing a Working Schedule :- 1. Producing one or more Daily Programs 2. Using the Daily Programs to produce a Scheduled Pattern 3. Using the Scheduled Patterns to produce a Working Schedule 1. Producing A Daily Program From the Folder List highlight Configuration>Time Recording>Daily Programs Choose an existing Daily Program, click on the Daily Program Copy icon. Enter a description in the System name field, click on OK. With the Normal Day & Bandwidth tabs chosen, amend the Param. 1/2/3 fields to reflect the relevant times. Right click at any time to Add / Delete a Bandwidth line. Next, ensure the Normal Day & Slice tabs are highlighted There should be two rows in this tab that record time gained outside of Bandwidth. They should therefore be setup to reflect the time from Midnight to the Start of Bandwidth and from the End of Bandwidth to Midnight. The Public Holiday Bandwidth settings should remain as default 22

23 The Public Holiday Slice settings should remain as default You can at this point change the ID number if desired. When you are happy that all the desired field have been input, click on the Blue save disc in the Tool Bar. 2. Producing A Scheduled Pattern From the Folder List highlight Configuration>Time Recording>Working Schedules>Scheduled Patterns Choose an existing Scheduled Pattern, click on the Scheduled Pattern Copy icon. Enter a description in the System name field, click on OK. Making the assumption that all patterns begin on a Monday, enter the relevant Daily Programs and the number of days that each program applies for. In the example below the Daily Program Full Time 07:30 Target applies for 4 days from Monday (Monday, Tuesday, Wednesday & Thursday), Full Time 07:00 Target applies for 1 day from Friday (just Friday) and Non working day, no target applies for 2 days (Saturday & Sunday) This process can be continued in order to cater for patterns that vary or rotate on a weekly basis Right click to either Add or Delete a line. You can at this point change the ID number if desired. When you are happy that all the desired field have been input, click on the Blue save disc in the Tool Bar. 23

24 3. Producing A Working Schedule From the Folder List highlight Configuration>Time Recording>Working Schedules> Working Schedules Choose an existing Working Schedule, click on the Working Schedule Copy icon. Enter a description in the System name field, click on OK. Most Working Schedules will be made up of 1 Working Pattern, but you can enter as many as you need, for example to cater for staff who work a weekly rotating shift. Right click to either Add or Delete a line. Ensure the Calendar field contains the correct Public Holiday Calendar (by default this is set to Standard Public Holiday). Ensure the Parameters tab contains an Accounting Period, either Every 4 Weeks or Every Month. You can at this point change the ID number if desired. When you are happy that all the desired field have been input, click on the Blue save disc in the Tool Bar. 24

25 hfx Ltd. The Midden, Node Court Drivers End Lane, Codicote Hertfordshire, SG4 8TR To find out more about hfx and our solutions please call , visit or Flexible working solutions

View a Students Schedule Through Student Services Trigger:

Department Responsibility/Role File Name Version Document Generation Date 6/10/2007 Date Modified 6/10/2007 Last Changed by Status View a Students Schedule Through Student Services_BUSPROC View a Students