All staff must be recorded on the system. This will normally be the responsibility
of an administration section. The key staff details fields are Logon ID number, Immediate
Supervisor, Senior Manager, Staff Category, Date Joined and Date Left. The remaining
fields are for information/reference only.
The key staff fields are as follows:-
Logon ID is the unique identification of that user to the system. When each user
logs on to the system, his/her ID can be picked up from the LAN (via a USER$ parameter
in their Login script). If this is not possible to encode, then the user will be
requested to enter their Logon ID by the system. The Logon ID is limited to eight
characters and is not case sensitive - it will actually be shown in upper case when
next viewed. This input Logon ID is matched against the corresponding field in the
staff database. If the Logon ID doesn’t match, an error is reported and the user
must enter it again. There is a password associated with each ID which will be requested
as soon as a match to the Logon ID is found. The password is not shown on any screen
– initial, one time only, passwords are set by the Administrator.
Immediate Supervisor and Senior Manager are selected from a manager list. The Immediate
Supervisor on the LAN version will receive notification that their staff’s time sheets
are ready for authorisation.
Staff Category provides the categorisation by which staff are organised in the department.
Manager Flag determines whether that person will appear on all management drop-down
Time sheet Required Flag determines whether staff are reported in the Performance
Statistics as having standard hours or not. Staff with this button not selected are
not obliged to fill in complete time sheets, or indeed any time sheet. If they do
enter part time sheets, these are checked, but the member need not conform to the
full balancing disciplines. As each new member is added to the system the default
value is that time sheets are required.
Date Joined and Date Left are used to restrict the time sheet periods available to
users, and they provide the limitations to the Performance Statistics’ analyses of
Charge out Rate/Hour can be left if you do not require costed reports (when it will
default to 0.00); otherwise enter the hourly rate.
Part Time Staff and Part Time Hrs/Week. These fields allow you to define part time
staff. The system will recognise this in time sheet creation (when it will project
part time hours - which you can amend), modification and authorisation. The ultimately
authorised part time standard hours are then used in Staff Performance Statistics
instead of the Standard Hours.
There are six reports available within this section …
Staff Details – Abbreviated Listing. Provides one line summarised information for
Staff Details – Full Print. Provides a list of the total information entered for
the selected staff member(s).
Extract to Access. Extracts full staff details to an Access 2000 database where you
can create your own reports.
Staff Performance Statistics. This is a key staff management report as it will analyse
the time sheets for selected staff and selected periods and provide statistics on
time worked, standard hours workable, flexi-time, productive time, unproductive time
and productivity percentage.
Analysis of activity – specific staff member. Again a key management report, as you
can analyse staff activity for the selected period either chronologically or by phase
Analysis of own activity. This report should be made available to all staff as it
allows them to analyse only their own activity as in the previous report.