TIMENET MANUAL. 1 September 2007

Transcription

1 TIMENET MANUAL st 1 September 2007

2 1. GETTING STARTED Installation - The Quick Guide Installation - The Details Mounting the Terminal Connecting to your Ethernet network Connecting power The IP Address Installing the Software Setting up an employee Testing Setting an IP address manually Using the Timenet software - A brief overview Shifts Absences Personnel Workgroups System Settings TIMENET SOFTWARE REFERENCE Reports Personnel Adding an employee Selecting an employee Employee main page Employee Time & Attendance Page Employee Data Collection Page Employee Access Control Page Employee Entitlements Page Employee Information Page Employee Permissions Page Attendance Display Panel (ADP) Data Collection Overview Create Fields Edit Jobs Clockings Adjustments Edit Time & Attendance Clockings Edit Clocking Screen Setup Menu Absence Reasons Bell Times Dates and Times Default Permissions Departments Instant Reports Shifts Setup Sites Setup System Terminals Workgroups Zones HARDWARE DETAILS Micronet Terminal Timenet Terminal Connector Wiring Information Terminal Sounder APPENDIX I - ASCII Key Values APPENDIX II - CSV Output: APPENDIX III Command Line Arguments

3 Timenet Users Manual 1/55 1. GETTING STARTED 1.1 Installation - The Quick Guide 1) Fix the terminal to the wall - unlock the terminal and unplug the two leads connecting the top to the baseplate. Screw the baseplate to the wall using the three screw holes. Connect the two cables again and fit the top on the base plate. Lock in place. 2) Connect the network - Connect the Ethernet cable into the connector on the right hand side and plug into a nearby Ethernet socket 3) Connect power - Unpack the power adapter and plug the small plug into the terminal on the left hand side. Plug the mains plug into a 240v mains socket. 4) Switch on - Switch on the power at the mains. The terminal should display a startup message and then display the time, which will advance to today s date. 5) Install the software - Put the CD into the drive of your PC and follow the instructions. If the program does not start automatically, go to My Computer and click on your CD drive and double click the setup.exe program. 6) Add an employee - run Timenet (it will normally have been placed on your desktop), press the Personnel button, enter an employees number, surname and card number, and press the add button. 7) Clock In - Using the card whose number you entered in the personnel page, swipe the card at the terminal, and the display should show the employees surname and the clocking message. 8) Troubleshooting - if you have encountered problems, follow the detailed procedure in the next section.

4 Timenet Users Manual 2/ Installation - The Details Mounting the Terminal The Micronet or Timenet terminal should be attached to the wall using the three screws provided. First, drill and plug holes for the three mounting holes: Fit the two top screws but don t tighten completely - leave a small gap. You can now fit the terminal over the two screws and it will rest in place. Unlock the terminal and lift off the top - you can fit the last screw while holding the top. Replace the top and lock in place. If you need to separate the top and base, you can disconnect the two cables between them. The flat cable will just unplug, but the round cable has a release level which is underneath the connector Connecting to your Ethernet network Connect the supplied Ethernet cable into the square connector on the right hand side and plug into a nearby Ethernet socket. If you want concealed cabling, there is another Ethernet connecter on the inside of the unit on the base board on the right hand side. You can use either the external or internal connector as you wish.

5 Timenet Users Manual 3/ Connecting power Unpack the power adapter and plug the small plug into the terminal on the left hand side. This can be screwed in place Plug the mains plug into a 240v mains socket. Switch on the power at the mains. The terminal should display Testing.. followed by a startup message looking like: TIMENET 10 S/N 1345 V MNET1345 ID 5006 After 10 seconds, display should show the time, which will advance to today s date. Note: If you want to have concealed cabling, there are terminals inside the unit for wiring to power. To do this you need to have an available 12v DC supply and this should be connected to the terminal blocks marked 12VIN and GND at the bottom on the left hand side The IP Address All networked devices must have a valid IP address before they can communicate and this takes the form of four numbers separated by dots, such as If you have a DHCP server on your network, the terminal will obtain an address automatically and simply start working. If there isn t a DHCP server, please how to set the address in section 1.2.8, Installing the Software Put the CD into the drive of your PC. If the program does not start automatically, go to My Computer and click on your CD drive and double click on the setup.exe program. The software will install automatically. The only question that you will need to answer is to say where you would like the data files to be kept. If you already have a file server which is mapped to a drive letter on your PC,, you can choose to store the files on the server. This means they will be available for sharing with other PC users. If not, select your main drive letter (normally C:). The setup program will create a Timenet folder in your Start/Programs menu. It will also optionally put an entry to timenet on your desktop Setting up an employee Run the Timenet program from your desktop or in the Start/Programs menu. Using one of the cards supplied, press the Personnel button, enter an employees number, surname and the card number, and press the add button Testing You should now be able to start clocking in and out. Using the card whose number you entered in the personnel page, swipe the card at the terminal, and the display should show the employees surname and the clocking message.

6 Timenet Users Manual 4/ Setting an IP address manually If you don t have a DHCP server, you must assign an address manually and the person in charge of your network should tell you what address to set. To set the address, turn the terminal off, and then back on again - while the startup message is being displayed, press the top right hand key (F5). This will take you to a set of menus: Select [TCP/IP][ DESC ][ ID ][CLEAR ][ QUIT Press the key underneath the [TCP/IP] option and the display will change to Select [LOCAL ][GATEWY][ MASK][DHCP][ OK ] Press the key underneath the [LOCAL] option and the display will change to Local IP Address: [CANCEL][ OK ] Enter the new IP address (the right arrow key -> is used to produce a dot) and press the key under [ OK ] When the terminal resets, the new IP address will be displayed on the bottom line.

7 Timenet Users Manual 5/ Using the Timenet software - A brief overview Shifts Shift settings can be found under the main Setup menu. At the heart of any Time and Attendance system are the shift settings. Even if you don t have shift workers, all your employees will have rules governing their working hours and these are held in the shift settings. One shift has already been set up for you, but you will probably want to tailor this to suit your way of working. You can add extra shift patterns to handle employees who have different working hours - such as part time employees. It is worth spending some time familiarising yourself with the features of the shift settings. In the shift settings, you define the time that an employee starts and ends work, what breaks are permitted, and what overtime if any is allowed. Timenet shift patterns can be very complicated to handle all the different ways companies have devised to pay their staff, but most of the options can be ignored for simple systems. The main settings are Start Time End Time Latest start Latest end Breaks The time the employee is expected to start work The time the employee is expected to finish work The latest time that an employee can start work on this shift. If you have more than one shift (such as an early and a late shift) this is used to decide which shift he will be assigned to that day. For simple single shifts, it can just be left at 23:59 The latest time that an employee can finish working on shift. If the employee has not clocked out by this time, it will be assumed that they have forgotten to clock, a not-clocked-out record will be generated and they will be taken off the shift. For simple single shifts, it can again just be left at 23:59. You can assign up to four breaks during a day and set the start and end time of each and the duration of the break withing those time, and set whether the break will be paid or not. Grace Time and Increments These two settings work together to set the rounding-up of clocking times. Many companies use a 15 minute rounding band so that if employees are late, their start time will set to the next quarter hour boundary. To do this you can set the increments to 15 minutes within a time band. This is often used with a grace period of say 3 minutes, so an employee can be up to 3 minutes late before being rounded up to the next quarter hour. You can set up to eight different grace times and increment periods over a day. Expected Shift hours You can set the number of hours an employee is expected to work during the day. These settings can be used when an employee is absent to work out the hours to pay.

8 Timenet Users Manual 6/ Absences Absence settings can be found under the main Setup menu. Another very important area is how employee absences are handled. Timenet uses a set of programmable absence reasons that can be assigned to an employee on a specific day or group of days in the employee calendar. The most obvious cases are weekends, and holidays. Timenet can hold up to 99 different absence reasons. Absence reason settings include: Description Type: This text is displayed on reports when an employee is absent This is user assigned value which can used to group together similar absence reasons for reporting purposes. The default values include 0 for not due, 1 for Bank holidays, 2 for full day holidays, 3 for half day holidays and 4 for sickness. Full Day: If this ticked, the absence is for a full day and so employee is not expected to clock in that day. If it is not ticked, the employee is still expected to clock and an extra absent record will be generated at the end of the day if not. There are three different ways that pay can be assigned during a booked absence: Hours: Shift: If this is selected, they will be paid for the number of hours shown here If shift is selected, the hours to be paid will be taken from the shift setting Use Expected hours If this is selected, the hours due will be taken from the expected hours of the first shift in the employees list of shifts. Pay Expected hours If this is ticked, the hours paid will be taken from the expected hours of the first shift in the employees list of shifts

9 Timenet Users Manual 7/ Personnel Another important setting in Timenet is the Personnel file. This is the list of all personnel who are known to the system. It includes all the details relating to the employee such as their clock card number, a list of shifts they may use, how they are paid (weekly, monthly etc), whether they can use access control and what their access level is, their holiday entitlement, etc. The employee calendar is a list of absence reasons for each day. The list spans four years, covers the previous two and the next two years. The default settings are N or normal (i.e. no special absence - the employee is expected to clock) and W or Weekend (the employee is not expected to clock). Different absences can be entered by pressing the absence letter or double clicking on the date to change. Clicking on the title bar changes the display from day number to display the absence letter Workgroups There is a large amount of information held in the employee file and it is convenient to be able to update a group of employees with similar settings in one go. This can be done by adding workgroups and assigning a group of employees to a workgroup. A workgroup is a file that holds the same information as a personnel file. However, if you change any information in a workgroup, the corresponding fields are changed in the personnel files for all personnel who belong to that workgroup. There is also a master workgroup which is called Company. This cannot be deleted and is at the top of a hierarchy of workgroups. Any changes made to the company workgroup will propagate down through other workgroups to all employees. This is very useful for making company wide changes such as adding bank holidays to calendars, or booking holidays for all employees for factory closures. As a further complication, changes to a workgroup will only change settings that match those of the employee. So if you have already changed an individuals settings, those changes will not be overwritten by workgroup changes System Settings This contains a few other important settings such as start of year and end-of-week time/day. It also has a tick box for Enable Passwords. If you tick this box, you will need to enter your surname and password whenever you run Timenet software.

10 Timenet Users Manual 8/55 2. TIMENET SOFTWARE REFERENCE The main screen displays the company name entered in System Settings, and the logged in user. Clicking on the timenet logo in the top left hand corner gives a menu including About Timenet. This option displays the version of Timenet that is in use as well as other information options. 2.1 Reports Clicking on this button runs the report generator as a separate program. You can run several copies of this at once, producing several different reports simultaneously if you wish. The report facilities are covered later.

11 Timenet Users Manual 9/ Personnel Adding an employee To add an employee, press the red star near the top right hand side. This clears any old information and leaves it ready to enter new data. After entering the essential fields, press the add button. This adds the employee into the personnel database and you may then set up any other information Selecting an employee. The left hand side shows a tree view of personnel. This normally shows just current employees, those who have left are excluded from the list. All employees can be displayed by clicking the All button. Clicking on an employee in the tree list will display all the details of the employee. These can be altered and Apply pressed to save changes. To search, click the red star to clear any information, and enter any known information in the number, card number or surname fields. The tree list will be reduced to display only those personnel matching the information entered.

12 Timenet Users Manual 10/ Employee main page If employee photographs are enabled in the system settings, the photograph appears on the right hand side. Press Service Report button to produce a list of records for the employee for detailed analysis Press Import to import a list of employees from a file. Press Calendar to set/examine the employee s calendar Press Send Message to send a message which will be displayed when the employee next clocks.

13 Timenet Users Manual 11/55 Field Size Type Usage Employee Number 6 alphanumeri c Employee reference number. This is a key field and must be unique Card Number 5 or 8 numeric For proximity cards, a five digit decimal number and for magnetic cards, eight. It is taken from the number printed on the card. Surname 12 alphanumeri c Employee surname Title list A drop down list of titles used in reports Terminals list A list of terminals that the employee can use to clock/access Department list The assigned department Job Title 15 alphanumeri c used in reports Workgroup list The assigned workgroup Password 8 alphanumeri c The password used to when running Timenet Security Level list Limits users permissions (see permission tabs) Fire Department 2 numeric Used to sort fire reports Site list The site that the employee is based at Start Date date The date that the employee started Finish Date date The date the employee finished (only if ticked)

14 Timenet Users Manual 12/ Employee Time & Attendance Page Field Size Type Usage Pay Type list Select Standard or Flexitime working Pay Cycle list Pay period - Weekly, Monthly etc Time & Attendance clocking tick box Tick to enable T&A clocking Remote Clocking tick box Tick to enable clocking at remote sites Duty Clocking tick box Tick to allow clocking out on duty Max Credit 99:59 hours:mins Maximum credit carry over at end of pay period Max Debit 99:59 hours:mins Maximum debit carry over at end of pay period Pay Cycle detail Extra settings for some pay cycles (eg day after date) Weekly Band 6 x 99:59 hours:mins Maximum hours that can be worked at each rate. This can be used for example to generate overtime rates after a fixed number of hours worked per week. Weekly Grace 2 digit numeric Maximum number of minutes grace allowed per week Time & Attendance rates 6 x 4 numeric Can be used to enter pay rates for reports Shifts list A list of up to ten shifts that can be assigned

15 Timenet Users Manual 13/ Employee Data Collection Page These settings affect how the employees uses data collection and are only used if you have purchased the data collection option. Please note that the terms data collection and job clockings are often used to mean the same thing. To use data collection, an extra card must be issued. This can be either a card assigned to a job (see the main data collection section) or a card assigned to an employee which is entered here. If an employee-job card is used, the employee will be prompted for the job number when clocking with it. If a job-job card is used, the employees will be asked to swipe their employee clocking cards when changing jobs. Field Size Type Usage Job Rates 2 digit numeric Can be used to enter pay rates for reports Job Card Number 5 or 8 numeric For proximity cards, a five digit decimal number and for magnetic cards, eight. It is taken from the number printed on the card Job Clocking tick box Tick this to enable the employee to clock on and off jobs Auto Off DC tick box Normally when an employee clocks out on T&A, they will be clocked off the job and automatically clocked back onto the same job when they clock in next. Tick this box to prevent them being automatically clock back onto the same job when clocking in.

16 Timenet Users Manual 14/ Employee Access Control Page These settings control the employee s use of access control, and also contains the settings for fingerprint protection, if used. Field Size Type Usage Access Level 2 digit numeric An employee is only permitted through a door if his access level is the same as or greater than the access level assigned to the door. Pin 4 digit numeric Can be used for access or T&A clockings, option with a card or on its own. The pin number must be unique and not palindromic (reads the same backwards as forwards). Access Card Number 5 or 8 numeric For proximity cards, a five digit decimal number and for magnetic cards, eight. It is taken from the number printed on the card The access card is optional and can be used to give a card which can only be used for access, and not for T&A clocking. Access Clocking tick box Tick this to enable the employee to use access control Biometric Register button Press to read and store the employee fingerprint Biometric Delete button Press to delete the stored fingerprint Biometric Verify button Press to check that the employee s fingerprint matches the stored value

17 Timenet Users Manual 15/ Employee Entitlements Page Field Size Type Usage Entitlement 4 digit numeric The number of days or hours holiday/sick given for the year. Days Booked 4 digit numeric The number of days or hours holiday/sick booked for the year. Days Left 4 digit numeric The number of days or hours holiday/sick remaining unbooked for the year.

18 Timenet Users Manual 16/ Employee Information Page The information on this page may be used to record information about the employee. It is not used within the Timenet system but can be accessed by the report generator if required. Field Size Type Usage Free Text 40 x 40 text General purpose text area. Address 4 x 24 text General purpose address area Address 30 text Address Date of birth 10 text dd/mm/yyyy Telephone number 23 text Telephone number

19 Timenet Users Manual 17/ Employee Permissions Page The permissions page enables you to control what facilities of Timenet can be used by which employees. There are 5 standard levels: Employee - Only able to view and not modify own data via reports Supervisor - Only able to view but not modify employees within own department Manager - Able to view, modify, add and delete within own department SuperManager - Able to view, modify, add and delete any employee Administrator - No restrictions at all. It is possible to change these setting further for an individual employee. Using the radio buttons on the left you can select whether they have read/write/add/delete permission and whether they can see/alter just themselves, their department or the whole company. If you choose departments, you can enter a list of departments which they can access. On the right hand side, you can use the tick boxes to grant or deny access to the various parts of the Timenet software. As the example shows, a security level of Employee only gives access to the reports.

20 Timenet Users Manual 18/ Attendance Display Panel (ADP) The ADP runs as a separate program and displays a list of employees and their status and location. If the employee has clocked in, the display will show the details of the terminal where they last clocked. If Data Collection is enabled, it will show the job that they are currently working on. If they are absent, it will show the calendar reason for the current day.

21 Timenet Users Manual 19/ Data Collection This section is only applicable if you have purchased the Data Collection option Overview Data Collection provides the means of collecting information from the employees during their working period, and usually relates to the particular jobs or operations they are doing at that time. When the employee swipes with his employee-job card, the system prompts with a series of user definable questions relating to the work being done. This usually involves the number of the job being worked on, together with and operation details and values such as the number of pieces made. There are several available reports to summarize this information, although as the usage can vary considerably, it is often better to have custom reports developed for the purpose. The system provides up to ten prompts which can be asked when clocking on or off a job Create Fields The first field is usually the job number and the direction must be Clock In. A list of job numbers should be created and the employee must enter one of these. If the Generate input box is ticked, the employee can enter a new job that is not already entered, and it will be added automatically. For fields 2-10, the clock direction can be In or Out (or Off in which case the field is skipped). For these fields, it is also possible to select alphanumeric or numeric input.

22 Timenet Users Manual 20/ Edit Jobs This screen enables new jobs to be added or existing jobs altered. If a card number is entered, then an employee can clock onto the job by swiping the job card followed by the employee card. This is often used in conjunction with barcode readers to read the job number off a worksheet It is possible to add up to three different cards for each job. If the complete box is ticked, the job is considered finished and employees will not be able to clock onto this job. All other fields are user definable and are used for reporting purposes. The field names can be setup using the Extra Fields item in the Data Collection / Setup menu. It is also possible to import a list of job numbers from a text file (csv) into the system using the import facility. There is an Edit DC clockings facility that allows clocking errors to be corrected before reporting. This works in a similar way to the Edit T&A Clockings described in section 2.5

23 Timenet Users Manual 21/ Clockings This section provides the means to make adjustments and corrections to T&A clockings Adjustments This provides a way of adding (or subtracting) a fixed number of hours from some or all employees. A reason should be selected from the list of standard absence reasons. The reason is displayed in the pay report.

24 Timenet Users Manual 22/ Edit Time & Attendance Clockings This screen shows the list of clockings for each employee over a selectable date range. To make any changes, double click on any of the times.

25 Timenet Users Manual 23/ Edit Clocking Screen Any of the details of the clocking can be changed here. Note that it is usual for expected hours to be set in clocking-in records and hours worked to be present in clocking-out records. Also, the late violation flag is only relevant when clocking in.

26 Timenet Users Manual 24/ Setup Menu The setup menu contains most of the basic system settings and is usually only used by the system administrator Absence Reasons Timenet uses a list of configurable absence reasons that can be assigned to an employee on a specific day or group of days in the employee calendar. Timenet can hold up to 99 different absence reasons. Reason Type: Colour: Security level Department This text is displayed on reports when an employee is absent This is a user assigned value which can used to group together similar absence reasons for reporting purposes. The default values include 0 for not due, 1 for Bank holidays, 2 for full day holidays, 3 for half day holidays and 4 for sickness. This selects the colour that is used to display the absence in reports and the ADP This is the minimum security level that the operator must have to assign this reason to an employee. The department that the hours will be allocated to in some reports.

27 Timenet Users Manual 25/55 Full Day: If this is ticked, the absence is for a full day and so employee is not expected to clock in that day. If it is not ticked, the employee is expected to clock and an extra absent record will be generated at the end of the day if not. If it is not ticked, AM or PM can be selected which will be used in the calculation of hours if Pay Expected Hours is also ticked. There are three different ways that pay can be assigned during a booked absence: Hours: Shift: If this is selected, they will be paid for the number of hours shown here If shift is selected, the hours to be paid will be taken from the shift setting Use Expected hours If this is selected, the hours due will be taken from the expected hours of the first shift in the employees list of shifts. If Pay Expected hours is ticked, the hours paid will be taken from the expected hours of the first shift in the employees list of shifts

28 Timenet Users Manual 26/ Bell Times Timenet can store up to 40 different bell times for each day of the week. Each bell time includes the time, the duration of the bell in seconds (max 99), and the terminals that it affects. The destination can be either a single terminal, all terminals within a zone, or all terminals. When a bell time is reached, the relay inside all affected terminals will close for the specified duration. This can be wired to an external bell. By setting events within terminal settings, bell times can be used to perform other operations at the specified times of the day. The copy button allows a day s settings to be copied to other days.

29 Timenet Users Manual 27/ Dates and Times Correct setting of the GMT/BST dates is important for the operation of Timenet. These dates are set automatically by Timenet at the start of every year but if the rules change for these dates, they may need to be altered manually. This menu also provides a way of changing the date and time on the terminal if necessary Default Permissions This section provides a way of changing the default permissions that are assigned to the different security levels (employee, supervisor, manager and supermanager). It is not usually necessary to use this facility. The settings are the same as described in the personnel section.

30 Timenet Users Manual 28/ Departments Timenet holds up to 250 departments and this section provides a way of setting a name against each department number. It is also possible to set a code of up to 8 characters, which can be used for custom reports.

31 Timenet Users Manual 29/ Instant Reports Instant reports provide a quick way of running a particular report from any Timenet screen. The function keys F2 tp F12 can be configured to run any report when they are pressed. To set up a function key press the corresponding button marked.... This brings up a list of the available reports.

32 Timenet Users Manual 30/ Shifts In the shift settings, you define all the parameters that govern the employees working time, such as the time that an employee starts and ends work, what breaks are permitted, and what overtime if any is allowed. Up to 250 different shift patterns can be set up on the Timenet system and any employee can have up to ten shifts allocated in their shift list. A single shift can have different settings for each day. To edit a shift, double click on the required shift. New Shift will add a new shift to the system and take you to the first setup page. To delete a shift, click on the required shift to highlight it and then press Delete Shift.

33 Timenet Users Manual 31/55 Shift Setup - Bands Field Size Type Usage Shift numeric The shift number being set. Day list The day of the shift being set Name 8 character A name for the shift Description 32 character A text field to describe the shift Start Time hh:mm time The time the employee is expected to start work End Time hh:mm time The time the employee is expected to finish work Latest start The latest time that an employee can start work on this shift. If you have more than one shift (such as an early and a late shift) this is used to decide which shift he will be assigned to that day. Latest end hh:mm time The latest time that an employee can finish working on shift. If the employee has not clocked out by this time, it will be assumed that they have forgotten to clock, a not-clocked-out record will be generated and they will be taken off the shift.

34 Timenet Users Manual 32/55 Daily Bands hh:mm hours These bands control how pay is allocated between normal and overtime rates. When the number of hours worked in a day exceeds the figure in band 1, it will start being paid at band 2, until that figure is exceeded etc. Hourly Bands hh:mm time These band can be used to pay at different rates depending on the time of day. Up to 8 time bands may be set over the day. Auto Clockings Up to 4 auto-clockings may be set per day. The type can be set to disabled, auto-entry or auto-exit. Two times should be set - the time at which the auto clocking will generated and the time that will be assigned to the employee clocking.. E.G auto-entry 9:00 at 10:00. If the employee has not clocked by 10am, they will be automatically clocked in and given a clocking time of 9am. The copy button can be used to copy the open shift setting to other days or to copy from other shift numbers.

35 Timenet Users Manual 33/55 Shift Setup - Breaks Up to four breaks can be assigned during a day. Each break has a type, start and end time and the duration of the break withing those time. Type: Off Auto Paid Penalty Normal The break is not used The break duration will be automatically deducted if not taken The break will paid even if taken If the employee fails to clock, a penalty will be deducted The break is deducted if the employee clocks out Start and End Time: Duration: Break Grace Time Penalty Time The times between which the break can be taken The duration of the break A grace time if the employee takes a break longer than permitted If a penalty break is set and the employee fails to clock, a penalty is deducted. If a penalty time is specified here, it is used, otherwise the interval between the start and end time is used.

36 Timenet Users Manual 34/55 Shift Setup - Grace Times Grace Time and Increments work together to set the rounding-up of clocking times. Many companies use a 15 minute rounding band so that if employees are late, their start time will set to the next quarter hour boundary. To do this you can set the increments to 15 minutes within a time band. This is often used with a grace period of say 3 minutes, so an employee can be up to 3 minutes late before being rounded up to the next quarter hour. You can set up to eight different grace times and increment periods over a day. It is also possible to limit the total amount of grace time in a week for an employee in the Personnel section. For every clocking, the amount of grace time actually used is accumulated and if it reaches the maximum set for that employee for that week, no more grace time will be allowed for the rest of the week. For example, if the maximum weekly grace time is set to 7 minutes and an employee is 2 minutes late per day, for the first three days they will be given the 2 minute grace allowance, but on the fourth day they will only have 1 minute allowance.

37 Timenet Users Manual 35/55 Shift Setup - Exceptions Core Times Core times are usually only used when operating a flexitime pay system. The core times are the times during the shift when the employee must be present. A report is available to show any employees clocking within these core times. Up to four core times may be specified per shift day. Exception Bands Exception bands are time bands within the shift which cause a special action if the employee clocks within the band. These are normally only used with complicated multiple shift patterns to make sure the employee is allocated to the most appropriate shift. The operations available are: None New Shift Prompt New Department Department F3 Shift F3 No special action within these times. Start the employee on a new shift Ask the employee to enter his shift number at the terminal Change the department to the employees home department If the F3 key is pressed before swiping the clocking card, ask the employee to enter the department that he will working in If the F3 key is pressed before swiping the clocking card, ask the employee to enter the shift number that he will be working on.

38 Timenet Users Manual 36/55 Minimum Shift Hours Minimum shift hours, if enabled, specifies a minimum time that employees will be paid for if they start the shift., even if they work for less time. Expected Hours Expected hours are important in flexitime working and specify the number of hours that the employee is expected to work for the shift day. Flexitime maintains a running balance of the number of hours that the employee has worked less than, or more than, they are expect to. The balance for a shift is the number of hours worked on the shift minus the shift expected hours. The expected hours can also be used when an employee is allocated an absence in the calendar to pay the expected hours. This can be for the whole day, just the morning or just the afternoon depending on the absence reason settings.

39 Timenet Users Manual 37/55 Shift Setup - Job Grace Times These settings only apply to systems with the Data Collection option. Job grace times and increments work in the same way as they do in T&A but apply to job clockings only. Similarly, Job breaks affect job clockings rather then T&A clockings.

40 Timenet Users Manual 38/ Setup Sites Timenet is capable of operating over 100 separate sites that are linked by ethernet (broadband, vpn etc). For a simple single site installation, this information will have been setup automatically by the install program, but might need to be used if network addresses have changed since, or if extra sites are added For each site, there is a name which is just for convenience, a phone number, and a type. The phone number can be either a normal telephone number if a modem is being used, or an ip address (e.g ) or the serial number of the terminal (e.g. TNET1234). The serial number should normally be used if the terminal is within the local subnet, and its IP address will be detected automatically. This way, if the IP address changes for any reason, it will still connect properly. If the terminal is outside the subnet, the detection process won t work and the actual IP address of the terminal should be entered. This is displayed on the LCD screen during reset. The type should normally be PC/Timenet-E

41 Timenet Users Manual 39/ Setup System Field Size Type Usage Company Name 40 character Text displayed on the main screen and terminals. End of Week time This governs the end of the pay period for weekly paid employees. Start of Year date This affects the calculation of yearly holiday entitlements Clock Display list Controls the information displayed when an employee clocks in or out Holidays list Holiday entitlements and usage can be held as hours or days Clocking Timeout list If this is set, an employee cannot clock more than once within the timeout period. Default sort method list This controls the sort method used by default by reports and editing of clockings Language list If multiple language files are installed this selects the language to be used. Site list The site number of the installation Ring Site Time time The time that sites are first contacted in a day Ring Site Frequency list How often remote sites are contacted each day

42 Timenet Users Manual 40/55 Field Size Type Usage Photo Display tick box Tick to enable display of employee photographs Enable Passwords tick box Tick to require users to log onto Timenet software with surname and password Record Logging tick box Tick to create a csv log of all records Omit Seconds tick box Tick to suppress the display of seconds on the terminals. Decimal Times tick box Tick to show times in decimal hours rather than hours and minutes Decimal Bands tick box Tick to show pay band in decimal hours rather than hours and minutes Decimal Cards tick box Tick if using proximity cards Stacked Tabs tick box Tick to show stacked tabs rather than scrolled on the personnel screen Multi Workgroup Tabs tick box Not normally used Editable Reports tick box Tick to allow reports to be edited Terminal Biometrics tick box Tick to require biometric (fingerprint) verification on clockings PC Biometrics tick box Tick to require biometric (fingerprint) verification on Timenet login Backup/Restore This section provides a means to backup and restore all Timenet data. A backup should always be made before any upgrades are done. If the autobackup is ticked, the data will be backed up at the specified time every day. Report Generator Options These control how the reports are displayed. Refer to the reporting details for more information.

43 Timenet Users Manual 41/55 System Settings - Colours Colours The colours of clockings shown on reports can be assigned here. Assigning a different colour to infringements highlights them in reports. Band Names Names can be given to the pay bands which will be used for editing and reporting. (E.G. band 1 could be set to Basic, Band 2 to Overtime, Band 3 to Double Time etc).

44 Timenet Users Manual 42/55 System Settings - Maintenance This area is used for data maintenance and is not normally necessary. It should be used with care as it is possible to delete large amounts of information. Delete Employees If the system has a large number of employees on the system with frequent leavers, the employee table may become full. Leavers are normally just flagged by setting their leaving date rather than deleting from the table. This section provides a means to permanently delete a batch of employees based on their finish date. Delete Records If the space used by the records becomes too great (not normally a problem these days), older records can be delete. Resync Rates If there is a problem with an employees reports or balances, you may be asked to run the Resync Rates function by Technical Support. It is not usually needed otherwise.

45 Timenet Users Manual 43/ Terminals Every terminal connected to the system, whether a system terminal, slave terminal or access terminal, should have a configuration. The default settings are enough for the system to operate but the settings should be changed to give the terminals meaningful names, and to set any optional values. Field Size Type Usage Terminal Name tick box Tick to enable display of employee photographs Zone list The assigned zone - see Setup-Zones Clock Direction list This controls how clockings are treated on the terminal. Normally, it is set to In and Out and in which case, each time the employees clock they are clocked first in, then out etc. If this setting is set to In Only the employee will always be clocked in and similarly for Out Only Data Logging list Not normally used without special hardware Access level 2 digit numeric The access level of the door. Employees will only be allowed to access if their level is greater or equal to this value. Note that if the owning zone has an access level set that is higher than this, the zone access will be used instead. TA Clocking tick box Tick to allow Time and Attendance clockings at this terminal

46 Timenet Users Manual 44/55 DC Clocking Tick to allow Data Collection clockings at this terminal Access Clocking tick box Tick to allow Access clockings at this terminal Fire Input tick box Tick if a fire alarm signal is wired into this terminal Printer Enable tick box Tick if a printer is wired into the serial port of the terminal Message Enable tick box Tick to display any messages for employees at this terminal - it is usually better to leave this unticked for access terminals. Events Events provides a way of making various actions happen if a particular event occurs at the terminal. Events can be physical events, such as a switch input, or conditions such as an access clocking occurring. The actions can be sent to any terminal and are mainly used for setting relays. The most commonly used event is set up to enable access control to open a door. In this case, the event is Access, the detail is Access, the destination is the terminal itself, the action is Relay 1 On and the duration is the number of seconds the door is unlocked for. It would also be possible for example to send an alarm signal to the security office in the case of a access error. In this case, the event is Access, the detail is Duress or Pin Error, the destination is the terminal in the security office, the action is Relay 1 On and the duration is how long to ring the bell for. Another use would be to configure a key on a terminal to be used as a help button on the terminal and if pressed, sound a buzzer in the supervisors office. To do this, the event is Key, the details is the ASCII value of the key, the destination is the supervisors terminal, the action is Relay 0 On and the duration is 1. Note that it is possible to sound the internal beeper of a terminal rather than wire in an external bell. The internal beeper is treated as relay 0 and can be sounded by Relay 0 On and a duration. There are different tones available from the internal buzzers and these are detailed in the hardware section.

47 Timenet Users Manual 45/ Workgroups There is a large amount of information held in the employee file and it is convenient to be able to update a group of employees with similar settings in one go. This can be done by adding workgroups and assigning a group of employees to a workgroup. A workgroup is a file that holds the same information as a personnel file. However, if you change any information in a workgroup, the corresponding fields are changed in the personnel files for all personnel who belong to that workgroup. There is also a master workgroup which is called Company. This cannot be deleted and is at the top of a hierarchy of workgroups. Any changes made to the company workgroup will propagate down through other workgroups to all employees. This is very useful for making company wide changes such as adding bank holidays to calendars, or booking holidays for all employees for factory closures. As a further complication, changes to a workgroup will only change settings that match those of the employee. So if you have already changed an individuals settings, those changes will not be overwritten by workgroup changes. Settings for workgroups are the same as for employees, described in the Personnel section. Note that some fields cannot be set in the workgroups as they are not appropriate settings for a group of employees.

48 Timenet Users Manual 46/ Zones Zones are used to group together a set of terminals. Zones contain settings for access and clocking permissions. Zone Name This is a text field used in selection boxes and for reporting. Site Number The site number can be set if there are multiple sites in the Timenet System. It prevents reports from displaying zones from other sites. Time Bands Up to eight time bands may be set per day for a zone. Within that time band, the mode of clocking can be specified and the minimum access level. Clocking Modes are: Lock Exit Unlock Card Pin Card and Pin Card or Pin Zone Fingerprint Card & Fingerprint Pin & Fingerprint The door is locked, no accesses are allowed The door is exit only The door is unlocked A card swipe is needed to clock/access A pin number only is needed to clock/access A card swipe and pin number is needed to clock/access A card swipe or pin number is needed to clock/access This is used to group zones together A fingerprint is needed to clock/access A card swipe and fingerprint is needed to clock/access A pin number and fingerprint is needed to clock/access

49 Timenet Users Manual 47/55 3. HARDWARE DETAILS 3.1 Micronet Terminal The Micronet terminal is a stand-alone Time and Attendance system for up to 50 employees with Ethernet connectivity. Time and Attendance facilities for up to 50 employees Up to 99 Workgroups, 250 shift patterns, and 250 Departments Battery backed operation for up to 2 hours (expandable) Magnetic card reader, Bar-code reader or Proximity reader Optional biometric fingerprint reader 40 character by 2 line backlit LCD 45 key alphanumeric keyboard Two switch inputs (one can be Fire Alarm) Two relay outputs RS232 output for local printer Ethernet 10BaseT network connection to PC software

50 Timenet Users Manual 48/ Timenet Terminal The Timenet terminal is a stand-alone Time and Attendance system for up to 500 employees with Ethernet connectivity. Additional slave terminals may be connected using RS485 or Ethernet to provide extra clocking points. Time and Attendance facilities for up to 500 employees Data Collection for up to 500 employees and 20,000 active jobs Access Control for up to 500 employees Up to 99 Workgroups, 250 shift patterns, and 250 Departments Battery backed operation for up to 2 hours (expandable) Controls up to 100 slave terminals Magnetic card reader, Bar-code reader or Proximity reader Optional biometric fingerprint reader 40 character by 2 line backlit LCD 45 key alphanumeric keyboard Two switch inputs (one can be Fire Alarm) Two relay outputs RS232 output for local printer RS485 network connection to slave terminals, up to 1 km apart Ethernet 10BaseT network connection to PC software

51 Timenet Users Manual 49/ Connector Wiring Information RS485 Pin 1 Pin 2 Pin 3 Pin 4 Pin 5 Pin 6 Pin 7 Pin 8 Pin 9 Earth NET- NET+ Reset Gnd NET+ NET- 18VO Gnd Connect to other terminals using a standard 9 way straight through (pin to pin) connector Serial to PC To 9 way connector To a 25 way connector Dtype Terminal Pin 1 Earth Pin 2 TXD * TX Pin 2 Pin 3 Pin 3 RXD * RX Pin 3 Pin 2 Pin 4 n/c Pin 5 GND * Gnd Pin 5 Pin 7 Connect to a PC with a straight through (pin to pin) 9 way lead. Serial To PRINTER To 9 way connector To a 25 way connector Dtype Terminal Pin 1 Earth Pin 2 TXD * TX Pin 2 Pin 3 Pin 3 n/c Pin 4 CTS * CTS Pin 4 Pin 20 Pin 5 GND * Gnd Pin 5 Pin 7

52 Timenet Users Manual 50/ Terminal Sounder The internal sounder is configured as Relay 0 and the duration defines the tone produced: 1 Three beeps 2 Single beep 3 Two Tone 4 Ring

53 Timenet Users Manual 51/55 APPENDIX I - ASCII Key Values All keys have a unique value in the range (based on the ASCII set). Key values may be used in the Terminal Event Page to re-assign any of the keys or generate other events RIGHT Cursor Right 3 LEFT Move Cursor Left 8 ENTER Enter 13 CANCEL Cancel 27 0 Numeric values A-Z Alphabetic Characters F1 Duty Leave 17 F2 Administration Mode 18 F3 Unused 19 F4 Alarm Mode 20 F5 Status Enquiry 21 F10 Force In 200 F11 Force Out 201 F12 Force Special 202 F13 Force job clocking 203