Time & Labor Management Solutions XactTime Overview
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Employee View (cont.) The ACTIONS section is where employees can perform time clock functions such as Clock In/Out. The HOURS section is where employees can view and approve their timecard. The STATUS section is where employees can view their current status. The MESSAGES section is where employees can view their messages.
The SCHEDULE section is where employees can view their Schedule. Employee View (cont.) The PAY ADJUSTMENTS sections are where employees can input a dollar amount such as expenses. The BENEFITS section is where employees can view their benefit balances and time taken. PERSONAL INFO displays the employee’s password to login
Employee View (cont.) TIME OFF REQUESTS is where employees can request as well as view the status of time off requests
Status Board Available to both supervisors and employees, the Status Board displays recent activity for your employees. This can be filtered to display separate Labor Levels. The Status Board is organized to give a quick status check of your employees without having to run a report. The Status Board is viewable by all employees if given permission.
Supervisor View (cont.) The Exceptions section automatically filters out any timecard exceptions for all employees in the supervisors group. The editor then permits a supervisor to review and process attendance infractions prior to producing time & attendance reports. From the Exceptions section you can quickly adjust and fix timecards. The Time Off Requests section is where supervisors can approve or deny employee leave requests. In addition supervisor’s can send employees notes as to their decision. Generated Reports is where supervisors go to view their generated reports. All time & attendance reports can be generated on daily, weekly, bi- weekly, semi-monthly or monthly. This feature gives you the ability to run monthly, quarterly, year-to-date reports on any totals right up to the last time the terminal was polled. The Calendar View gives supervisors quick access to view coverage's before approving a time off request.
Employee Searches, filters and selection lists allow supervisors to easily locate the employee they want to view Supervisor View (cont.) Level Filters further help administrators locate employees within a user defined grouping of employees.
Supervisor View (cont.) XactTime contains an Online Timesheet Editor. The Online Timesheet page allows you to edit the employee's punch information right on the employee's timesheets. The Online Timesheets page can display a time card for any pay period in the system and allows for supervisor approval of employee time.
Supervisor View (cont.) The Online Timesheet page allows for supervisor approval of employees time globally by clicking on the Time Sheet Approval link. And when the time cards are approved the Employee Time Card Report can display who approved the time card.
XactTime allows you to quickly scroll through and edit an employee's Schedule. Once a template is set, the system remembers it so you never have to re-enter schedules. XactTime can also copy existing schedules to an individual or group of employees and makes it easy to assign rotating schedules. Global Scheduling lets you schedule groups of employees in one step. Pay Adjustments is where supervisors can make dollar entries to cover items such as expenses, tool allowances, etc. Quick Message gives supervisors the ability to send employee messages that are shown on the employee home page. Messages can be sent to an individual or group of employees. Benefits give supervisors a quick list of the employee’s benefits. XactTime lets you define what benefits you want to track. This includes: sick time, vacation time, personal time, or any other defined category of time. Clicking on the benefit hot link bring up a list of all calculation details including Initial balance, accrued amount, reset date and last rollover Supervisor View (cont.)
The Express Scheduler allows supervisors to quickly adjust employee’s schedules by week. From the Express Scheduler you can adjust the shift, and Labor levels. It also will show the total Scheduled hours. The Express Scheduler auto adjusts its calendar to match your work week. Express Scheduler
Time Off Requests XactTime automates the employee leave request and approval process by allowing employees to request leave through their Employee View. Those requests are displayed for supervisors to approve. A convenient calendar view makes it easy for supervisors to determine if they are properly staffed before approving new leave requests. Upon approval or denial, the employee is notified through the Request Status section of the Employee View. Clicking the link brings up the detail of the request. Calendar can be displayed in both hours and Name formats.
Administrator View Administrators have full rights to the system. They can access the same functions as a supervisor, but are also able to perform setup operations, close pay periods, and assign security rights.
Time Sheet Submittal XactTime gives you multiple views for submitting timesheets. Whether it be entering punches, total hours or allocating hours to a specific labor level, the Time Sheet Submittal™ option is flexible enough to capture employees time in an easy-to-use format
System Security XactTime protects employee’s personal records and company policies by allowing system administrators to create Security Levels with detailed access rights. Each user then can be assigned to access only pre-defined areas of XactTime.
IP Access By defining IP Access Masks system access can be restricted to only the locations you allow access from.
Audit Trail XactTime keeps a complete Audit trail on all changes, additions and deletions made to transactions. Easy views allow administrators to track changes made by supervisors. XactTime does not limit the amount of Audit trail history the system will keep on-line.
Flexible Reporting Parameters Automation of collecting and verifying employee Time & Attendance information is useless unless efficient and valid statistics and reports can be used to determine labor analysis and cost. XactTime includes over 100 reports. Each report can be scheduled to auto generate on a defined recurring schedule and be e-mailed. XactTime groups reports in common areas to quickly find the appropriate report needed.
Time Card Report The Employee Time Card Report gives the Date, Day, Category, Punch Times, Totals, and if so desired, can have the report display: Who Approved the Timecard and Signature Lines for both the employee and Supervisor
Unapproved Timecards The Time Cards Not Approved by Supervisor Report displays all employees who’s time cards have not been approved.
Order Of Events Order Is Placed with Central Time Clock –Shipping takes place within 1 to 2 days. All orders ship FedEx ground unless instructed otherwise. –Once the order ships to the customer they will be contacted by the Central Time Clock Professional Services Coordinator. The customer will be informed that their order has been shipped and what they should expect to receive. The Professional Services Coordinator will discuss the process that is to follow depending on which solution the client has chosen as their time & attendance solution. In addition, the Professional Services Coordinator will send the customer a setup questionnaire and any wiring/mounting documents the customer may need to mount and connect the clock. Questionnaire Received –Once the questionnaire is received by Central Time Clock, the Professional Services Coordinator will contact the customer to schedule a one-hour questionnaire review between the customer and the trainer. This meeting is to answer any questions the customer or trainer may have as to the customers pay rules. Setup of Training Database –Based on the questionnaire, a Central Time clock representative will key the information into a training database. This process usually requires 2-3 days. Implementation –Once the clients training file is complete Implementation is scheduled. Implementation consists of loading software (possibly workstations as well), testing hardware communication, uploading the training database file, clock training and importing employee information if this was part of the order. –The coordinator will then schedule the training dates and times that are available at that time. Training –The customer is now trained on an active database, pre setup, to resemble how their company works –After the training, the customer will input any additional information including employees, shifts, etc. –The coordinator will then give all technical support contact information, along with coordinating any follow up with the trainer if required.
Put The Power Of Time America To Work In Your Business Know exactly where your employee’s time and dollars are spent. Implement your rounding rules, not your employee’s. Eliminate Payday Panic. Time America systems are “full-featured” comprehensive management tools that will help you gain greater control over productivity and provide the accuracy needed in your business operations. Because of the SIGNIFICANT cost savings experienced by our customers, Time America systems can easily pay for themselves in less than one year.