How to Better Use Features Available in Flexi Schedule to Benefit Your Business

Tuesday, February 27, 2018 TimeTec 5 Comments



 Introduction
Flexi Schedule is a flexible hours schedule that allows workers to alter workday start and finish
times. In FingerTec software, Flexi Schedule is being offered as one of the schedule options for
users. However, over the years we received feedbacks that some customers do not quite grasp the
usage of some features in Flexi Schedule. The top 5 useful features in Flexi Schedule that need
further explanation include:

1. Capture the first and last record as attendance
2. Specify the maximum number of in-out clocking pairs for this flexi-hour schedule
3. Enable/Disable employee work code for job costing records
4. Maximum work hours to be considered as the same work day
5. Last logout time to consider as same work day

Benefits
Flexi Schedule doesn’t have a fixed time for users to check in or out from work. Therefore, it is
suitable for individuals without a rigid working time such as doctors, factory workers, and etc. By
reading this tip, you are exploring more features in Flexi Schedule that might be useful to your
organization. Let’s explore these features in detail.

Feature 1
Capture the first and last record as attendance
This feature is only available in the TCMS V3 and Ingress Software. It should be used when user
only requires the first IN and the last OUT transactions of the day within the attendance sheet and
report.

For example, Clocking Data of an employee is recorded 6 times:  8:00AM, 10:00AM, 10:15AM,
1:00PM, 2:00PM, 5:00PM. However, when this feature is enabled the attendance sheet will only
display two time, which are the IN time and the OUT time.

The figure is showing an attendance sheet with this feature enabled and you can only see the IN
time at 8:00AM and the OUT at 5:00PM.
Feature 2
Specify the maximum number of in-out clocking pairs for this flexi-hour schedule
Please note that the maximum clocking pairs supported in the Flexi Schedule is 3 Pairs (6
Transaction Data). Please also note that if Feature 1 mentioned above, the “Capture the first and last
record as attendance” is not enabled, the attendance sheet will display according to what you have chosen in this feature.

If you don’t do anything, by default, the system will display 3-pair clocking data as shown below.  If you choose 2-pair, the system will take the first two pairs, 8:00AM, 10:00AM, 10:15AM, 1:00PM into the system as normal working hour, and the OT and Done will be displayed in attendance sheet and calculate it as OT (Overtime) - See figure below. If you choose 1- pair instead of Feature 1, and you have 3-pair clocking data, the attendance sheet will display the first pair as normal clocking data and the 2nd pair as OT and Done, while ignoring the 3rd pair.

Therefore, it’s up to you to choose the number of clocking pairs to be displayed through feature 1
and 2 of Flexi Schedule, according to your business’s preference.
If 3 is chosen in 3-pair clocking environment
If 2 is chosen in 3-pair clocking environment
For more explanation about the clocking pairs in Flexi schedule, you can refer to this article:
/2015/01/ingress-tcms-v3-setting-up-flexi.html

Feature 3
Enable/Disable employee work code for job costing records
Okay, now you require more than 3 pairs of clocking data, is flexi schedule a dead end option for you? Not at all. If you decide to include more than 3 pairs of Transaction Data, yes you can. Basically when you are using this feature in flexi schedule, all clocking data will be labelled in pairs (IN and OUT). If any of the clocking data does not have an OUT pairing, the data will not be included in the attendance sheet.

For example,
1 ) Clocking Data :  8:00AM (IN), 10:00AM (OUT), 10:15AM (IN) , 1:00PM (OUT), 2:00PM (IN), 5:00PM (OUT), 5:10PM (IN) , 8:00PM (OUT) – 8 Transaction Data will be shown in the Attendance Sheet because all have their pairs.
2) Clocking Data :  8:00AM (IN), 10:00AM (OUT), 10:15AM (IN) , 1:00PM (OUT), 2:00PM (IN), 5:00PM (OUT) , 5:10PM (IN) , 08:00PM (OUT) , 08:05PM (IN) – The last  08:05PM (IN) will not appear on attendance sheet because it doesn’t have any OUT pair.

Feature 4
Maximum work hours to be considered as the same work day
This feature allows you to set the maximum work hours to be considered as the same work day i.e. 13 hours (maximum time) and allows attendance sheet to capture correct data from audit list for Over night shifts and to make sure that in the attendance sheet the out time does not fall into the "IN" time of the next working day. Hence, as long as the OUT time after 12:00 AM is still in the 13th hours range, the system will consider it as the same working day.

For example when you use this feature and you check in on 20/2/2018 at 13:00 PM and out at 21/2/2018, at 1:00 AM, the attendance sheet will take the clocking at 21/2 for the out time of 20th’s attendance. At 1:00AM you have just crossed the 12th hour and not exceed that 13th hour maximum time, so your out will be recorded for the 20th even though you clocked out on the 21st. A bit confusing at the beginning but you’ll get there.
You can set the maximum hour here. In this example, we put 13.
Please refer below for further examples and explanations:
1)   User ID100, Check IN at 4:00PM / Check OUT at 4:00AM > Check OUT at 4:00AM is still within the 13 hours range. Therefore, the system will consider clocking OUT at 4:00AM as the same work day.
2)   User ID200, Check IN at 4:00PM / Check OUT at 6:00AM > Check OUT time at 6:00AM is already out of the 13 hours range. Therefore, the system will consider clocking at 6:00AM as the next day check IN.

3)   User ID300, Check IN at 4:00PM / Check OUT at 11:00PM > Check OUT time at 11:00PM is still within the 13 hours range. Therefore, the system will consider clocking at 11:00PM as OUT time. Note that if the user arrive at work too early for the next day (say at 4:00AM), the system will consider the clocking IN at 4:00AM as the data from the previous day.
Feature 5  
Last log out time to consider as same work day
Similar with Feature 4, this option allows the last log out time to be considered as same workday (i.e. 4:00AM daily). Therefore, any clocking data before 4:00AM will be considered as same work day and users must check OUT before 4:00AM. Note that this option cannot be used in conjunction with Feature 4.
Please refer below for further examples:
1)   User ID100, Check IN at 8:00PM / Check OUT at 3:00AM > Check OUT at 3:00AM is still before 4.00AM thus it will be considered as the same work day.
2)   User ID200, Check IN at 4:00PM / Check OUT at 6:00AM > Check OUT at 6:00AM will be considered as next day check IN, because user punch OUT late which is after 4:00AM.
3)   User ID300, Check IN at 4:00PM / Check OUT at 11:00PM > Check OUT time at 11:00PM will be considered as the same work day. However, if users arrive at work too early for the next day, say at 3:00AM, the system will consider the clocking IN at 3:00AM as data from the previous day.


Now that you know how to use these 5 features in Flexi Schedule, you will feel at ease using our system as your Time & Attendance solution. Please note that on top of TCMS V3 and Ingress, we also offer cloud -based Time & Attendance solution for easier management of data. Get your trial account for FREE and try the system first hand, we sure you will like it.

5 comments:

Have any questions or inquiries about FingerTec? Drop your input here.

How to Apply, View or Cancel Your Leaves in TimeTec Leave via Web at www.timetecleave.com

Monday, February 26, 2018 TimeTec 0 Comments




Introduction
One of the best features of TimeTec Leave is that it provides users with more than one avenue for leave application and approval. When managing your leaves, you can either proceed with the Web Application or opt for the Mobile App. Even better, you can also switch between both platforms anytime, based on whichever you find is more convenient. Besides Leave Application from the users, Admins can also approve leaves via both channels as well.

In this post, we will mainly brief users on how to apply, view and cancel leaves when using the Web Application.

Note that for users of TimeTec Leave Mobile App, please refer to our earlier post here for more information on how to apply, cancel and approve leaves directly on the App.

Process

Note:
For TimeTec Leave users to be able to login and carry out leave application request, Admin will first need to add users into the account and provide users with their credentials (login user name & password).

Before we begin, please note that the explanation below will be divided into 3 sections:
i. Guide for System Admin
ii. Guide for Normal User
iii. Guide for User Assigned as Admin
GUIDE FOR SYSTEM ADMIN
  
A) How to Apply
1) APPLY (on behalf of users) at Home > Leave Overview > Apply. 


2) Note that System Admin is not considered as a user for leave management and can therefore only apply leave for other users. To proceed, please select user from the drop down list > fill up the leave request form > click Submit.


B) How to View Leaves
Application Pending Approval
1) To view leaves Pending Approval, go to Report > Leave Approval Pending List. Select the user, date range and leave type applicable > Generate. 



Approved Request
1) You can also view details of users’ approved leaves by generating Reports.

C) How to Cancel Leaves
1) Request for leave cancellation must be done through the user’s own account. Admins do not have privilege to initiate cancellation (unless they have also been assigned as the user's leave Approver). Refer to the guide below for how Normal user can cancel leaves.

 2) Cancellation can also be initiated by the Approver(s) at Approval page.
D) How to Approve Leave
1) Go to Approval > select the leave that is ‘Pending’ in Status column > click Edit.
GUIDE FOR NORMAL USER 

A) How to Apply for Leave
1) For normal users, there are 2 ways to apply on the web. APPLY at:
a) Leave Application or
b) Home > Leave Overview > Apply


2) If you apply at Leave Application, please note that there are 2 sections as follows:
a) Current Allowance / Balance: 
- Display Leave Balances including a Pending column. Click on the balance to view or edit leaves that are pending approval.


b) Leave Application: 
- Fill up the request > click Submit.


3) Another method is to apply at Home > Leave Overview > Apply.




B) How to View Leaves
Application Pending Approval
1) As mentioned, you can view the Pending application at Leave Application page in the Current Allowance/ Balance table. Click on the balance.



Approved Request
1) You can view your leaves that have been approved at Report > My Leave Summary. Select the applicable Year and click Generate.

C) How to Cancel Leave Application
Application Pending Approval
1) To cancel leaves Pending approval, go to Leave Application > Current Allowance / Balance > click balance under Pending column > click on Status Pending.

2) Enter the reason for the cancellation and click Submit.


Approved Request
1) To cancel approved leaves, go to Home > Leave Overview > select filter for users as “Only Me” > Submit.
2) Select the leave from the appropriate calendar date > Enter the reason for the cancellation > click Request Cancellation > Confirm.
3) The cancellation request will be submitted for approval.

GUIDE FOR USER ASSIGNED AS ADMIN

A) Basic Information
1) Within TimeTec Leave, there are 2 kinds of users: Normal user and User assigned as Admin.
2) If you have been assigned as Admin, your role comes with additional access rights. Therefore, besides a ‘User View’ to help manage your own leaves, you can also switch to an ‘Admin View’ in the web application.
3) To switch views, please click on View Change button next to user name at the upper-right corner.
4) Refer to below for an example of what you will see when you log in:

Admin View






User View

 B) How to Apply, View, Cancel & Approve Leave
1) As Admin you can either apply leave for yourself or apply on behalf of other users.
2) The leave application, view and cancellation function in your Admin View/ User View is similar to the flow used for System Admin and Normal User respectively.
3) Due to that, to manage your own leaves in User View, refer to the Guide for Normal User above.
4) To manage other users' leave, refer to the Guide for System Admin above.

0 comments:

Have any questions or inquiries about FingerTec? Drop your input here.

Subscribe to: Posts (Atom)