TurboTime MSSQL (Version 6)

 

TT Main
 
Single User vs. Multi User.
Why use the Multi User package?
 
Most companies allow the supervisor to make changes such as authorise late overtime, early over time, worked through lunch because they know what is happening at the workplace. Instead of writing memos and sending that to the HR department for approval, they can approve the over time themselves from their own PC. Supervisors can also check on their staff for any tardiness like Arrived Late or Left Early and look at any of the various absenteeism's such as “Off on a Friday, Injured on Duty, Sick note, A.W.O.L.” etc and then be able to produce the required reports at their own pace on their own PC. This removes the frustration of having to walk to HR, interrupt someone to ask them for a report. This also allows HR to get on with their work with out constant interruptions.
Network system.
 
The “Multi User Manager” program allows a number of users to log into the system simultaneously. The system “administrator” can decide and allocate “User Rights” to individual users and before they log in to the Turbo Time & Attendance software, they will need enter their user name and password. The audit trail module records all changes made by each “User”.
Each supervisor can only view and edit those employees reporting to him and depending on that "User” level, they can be allocated functions to authorise overtime and print reports, but not Add, Edit, Delete, etc. Each user is totally user definable as to what they can and cannot do.
The Multi User version allows you to add as many “User” supervisors as you require on your PC network and each supervisor is allocated a name, password and "User rights."
To “Log-in” they enter their user name and password and then have access to all the pre defined T&A software features allocated to them.
A list of employees is allocated to each “User” and only those employees on the list can be viewed. Certain “Users” can only print reports, others can only approve overtime and nothing else, another “User” can Add, Edit, Change clocked times. Some can authorise Early overtime, Late Overtime, pay worked through Lunch, override Grace times, Insert missing In / Out clockings, Authorise "Sick Notes" and other Absentee codes such as On Training, Injured on Duty, Maternity Leave, Personal Time Off – No Pay, etc. 
Icons that are greyed out means that have not have been allocated access to that feature on that level and therefore they cannot be selected. Each one of these functions can be included or excluded from the function list. Any function can be easily amended or removed by the system administrator.  
Should you start off on the Paradox version you can always upgrade to the MSSQL version at a later stage. You will need to send a technician to convert the existing data to the MSSQL so you do not lose any valuable information.
 
MSSQL version – Includes the Sick note module.
 
Sick Note
 
This sick note module calculates the available sick days in accordance with the rules as set down by the Government. Enter the date an employee joined your company and the software takes care of the rest. I.e. after one month, they get 1.1666 sick days, etc, and after 6 months they get their 30 sick days automatically. The days (or part thereof) that are available is clearly indicated. If the sick leave is used up then you cannot authorise “Sick Note handed In” it as it will give you an rejection message, therefore you cannot transfer wrong data to the payroll.
 
Part of a day is also calculated as the above picture shows that this person clocked In at 10.15 and then Out at 13.15 – “Authorised Sick Note” shows she worked 02h30 and the Target for that day is 08h45 – and the difference between the two times is 71.43% - you can adjust the percentage (%) if you want.
 
Look at the top box and you will see that it calculated that there were 30 Sick days available, after you authorise the absence it will show the Sick days issued and the Sick days still available. Nice.
 
Leave Module.
 
This particular aspect of the system deals with the configuration of Annual Leave. You will now be able to assign different Leave Groups to different grades of employee. For instance, your shift workers may be assigned 15 days of annual leave per annum while your directors may be assigned 26 days per annum. This can easily be setup in Turbo Time. 
 
Open the "Leave Groups" menu option in the Employees menu to set up your leave groups. 
 
Leave Groups
 
Click Add and specify a name and description for your leave group. You will have the option of either assigning a set number of days per annum or assigning a number of days to be accrued based on days worked, this is especially useful for contract workers. Once this has been setup, the leave will accrue on a monthly basis i.e. for 26 days per annum, the accrual value will be 2.17 days per month.
 
The leave group will now be available for assignment in the Employee Master File.
 
Once the leave groups have been set up, they can be applied to the various employees in the employee master file.
 
The first leave group will be the one prior to promotion.
 
The promotion date can also be specified if the employee moves to another leave group after 10 years of service.
 
The following leave group will be used to promote the employee after the promotion date.
 
Each user is allocated funtions and features as to what they can View, Edit. Print. Add. Delete.See picture below. 
 
Time & Attendance Calendar
 
Calendar
 
All absenteeisms are highlighted, green = good (annual leave etc.), blue = so-so (sick with doctor's note etc.) and red = bad (AWOL etc.). All colours are user definable.
 
User Rights.
 
Icons that are greyed out means that have not have been allocated access to that feature on that level and therefore they cannot be selected. Each one of these functions can be included or excluded from the function list. Any function can be easily amended or removed by the system administrator.  
 
In this application, the client is nation wide.
 
There are three ways of handling the access of the database. Each "User" is given user rights. i.e. they can look but cant touch. The “User Rights” has been explained.  Others can only print their own clock times, etc. Some can only approve OT but cannot add or delete employees. Each user is user definable as to what they can and cannot do.
 
Instead of loading one HUGE SQL Database (44 gallon Drum), we changed the mindset: -Split the HUGE Database into 3 separate SQL Database’s.   This makes all the files smaller and therefore faster to load.
 
The Audit trail has its own home now and is not required when loading the current.gdb to load. We only write to it with each keystroke (Who did what and when on what PC etc.We now have a History / Archive Database that grows bigger and bigger. (Also not loaded to memory) We write and update the Archive daily around midnight or when the WAN is not that active. So our “History” files is has everything in it as of “Yesterday”
 
We now have a small “Current” database that loads up quickly into memory.   
 
This is because we set the duration of weeks we want to keep in the “Current” Database. Usually about 6 weeks. (Can be anything to be anything the IT / HR manager decide on 3 - 6 months.). Why would you want more than 6 weeks in the current Database when your History file goes back 5 (or more) years (Legally it is 3 years)
 
 Because of the lateral “Hands On” thinking, we now handle slow PC’s, slow, network speeds that enable the user to log in quickly, edit quickly, print quickly. 
 
We have also included an internal high-speed report that allows the person viewing the clockings to print to the screen and then (export the file) else print it
 
A scheduler (lots of work) can be set up to email reports to an email address to an email address. i.e. send a daily reports to “X” on a daily basis. Send an exception report to the following “x’s” on a daily basis. This covers overtime, absenteeism, weekly, monthly, Open period, FlexTime, etc.
 
WHAT DOES IT COST TO RUN ONE DEPARTMENT, FOR ONE PAY CYCLE?
 
NORMAL TIME : R   63 507.70     68.38%
 
 OT Mon – Fri      : R   11 328.50     12.20%
 
 Sat                        : R     7 519.80         8.10%
 
 Sun                       : R   10 521.60     11.32%
 
 PubHol                 : R            0.00       0.00%
 
==========================
 
 TOTAL COST of  R   92 877.60 for this Department for a Pay period.
 
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 LOST TIME          : -        540 man hours lost.
 
 LOST COST         : - R  7249.70
 
                               : -       7.81%
 
All that Sunday Overtime?  Does that come out of your profit margin! or are there orders from customers to cover this cost?
 
Now look at your “Lost” man hours, this is only 7.81 % but look at your overtime!
 
It exceeds 20% 
 
Email reports?
 
Reports – There are over 70 different reports that come as standard., each one can be either printed, exported or emailed
 
We have a module that AUTOMATICALLY emails out reports without human intervention. i.e. Evey night / Monday, at 2AM, email the Hours worked to each employee on the list. Or email the Overtime report every Monday @ 9.00 am to the FD at HQ and to the production Director and the Financial officer.
 
This helps you keep track of your Overtime costs before they get out of hand. (This should get your thinking :-)
 
There is even a report that will calculate what the cost of over time will be in the future (next year!) Based on past history!
 
I.e. What will my projected overtime be for next month based on the last 3 months Overtime. Allow for an additional [ 5%] variance, because we have two public holidays next month that we never had in the last 3 months. How’s that for kick ass!
 
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