Time america 230 series User manual

TA100 PRO

User’s Guide

2009

Read This First

Welcome

Welcome to Time America’s TA100 Pro User’s Guide. This manual is shipped with each new

TA100 Pro software package and is intended solely for use by the licensee. This User Guide

describes the installation and operation of the TA100 Pro system.

Accuracy of Information

The content of this manual is subject to change without notice. Before using this manual, verify

that the information contained in it is current. Proper installation, configuration, and operation of

the software are contingent upon reading and following the procedures contained in the latest

revision of the manual.

Additional Copies

Additional copies of this manual may be obtained from our website at www.timeamerica.com or

from your local Time America dealer.

User Comments

Every effort is made to ensure that the information contained in this manual is accurate at the

time of publication. If you find an error or omission while reading this manual, direct your

comments to:

Time America, Inc.

Attn: Technical Publications

15990 N. Greenway Hayden Loop

Suite #D-500

Scottsdale, AZ 85260

Or you can send emails to:

[email protected]

We welcome your comments and suggestions.

Software Release Version

4.01B

TA100 Pro Manual TABLE OF CONTENTS

TABLE OF CONTENTS

CHAPTER I ABOUT THIS MANUAL................................................................................................................9

DISCLAIMER...............................................................................................................................................................9

TECHNICAL SUPPORT .................................................................................................................................................9

When Calling Technical Support for Assistance ...................................................................................................9

CHAPTER II INSTALLATION.......................................................................................................................10

SYSTEM REQUIREMENTS ..........................................................................................................................................10

INSTALLING THE SYSTEM .........................................................................................................................................10

HARDWARE KEYS ....................................................................................................................................................16

Main System Key .................................................................................................................................................16

Polling Key..........................................................................................................................................................16

Demo Key ............................................................................................................................................................17

CHAPTER III GETTING STARTED...............................................................................................................19

STARTING TA100 PRO AND LOGGING IN..................................................................................................................19

Note on User Accounts ........................................................................................................................................19

Launching and Logging In to TA100 Pro............................................................................................................19

Exiting the System................................................................................................................................................20

TIPS AND TECHNIQUES.............................................................................................................................................21

USING THE KEYBOARD.............................................................................................................................................21

Underlined Letters...............................................................................................................................................21

Hot Keys ..............................................................................................................................................................22

Additional Keyboard Access................................................................................................................................22

HELP ........................................................................................................................................................................23

Access the Online Help Window..........................................................................................................................23

Use Help Contents...............................................................................................................................................23

Use the Help Index ..............................................................................................................................................23

Use Help Search..................................................................................................................................................24

Return to the Help Topics Window......................................................................................................................24

Print a Help Topic...............................................................................................................................................24

CONFIGURING THE SYSTEM ENVIRONMENT .............................................................................................................25

Play Bell Tones....................................................................................................................................................25

Change Screen Background ................................................................................................................................25

Navigation Selection............................................................................................................................................26

CHAPTER IV CONFIGURATION...................................................................................................................27

MAIN COMPANY.......................................................................................................................................................28

DIVISIONS.................................................................................................................................................................34

Configure Divisions.............................................................................................................................................34

Add a Division.....................................................................................................................................................35

Edit a Division.....................................................................................................................................................35

Delete a Division .................................................................................................................................................35

CATEGORIES.............................................................................................................................................................37

Configure Categories...........................................................................................................................................38

Add a Category....................................................................................................................................................41

Edit a Category....................................................................................................................................................41

Delete a Category................................................................................................................................................42

POLICIES...................................................................................................................................................................43

Configure Policies...............................................................................................................................................43

TA100 Pro Manual TABLE OF CONTENTS, Cont.

Add a Policy.........................................................................................................................................................54

Edit a Policy ........................................................................................................................................................54

Delete a Policy.....................................................................................................................................................54

SHIFTS......................................................................................................................................................................56

Configure a Shift Group ......................................................................................................................................56

Add a Shift Group................................................................................................................................................65

Edit a Shift Group................................................................................................................................................65

Delete a Shift Group............................................................................................................................................66

Add a Shift ...........................................................................................................................................................66

Edit a Shift...........................................................................................................................................................66

Delete a Shift .......................................................................................................................................................67

Add a Rounding Rule...........................................................................................................................................67

Edit a Rounding Rule...........................................................................................................................................68

HOLIDAYS ................................................................................................................................................................69

Configure Holidays..............................................................................................................................................69

Add a Holiday......................................................................................................................................................70

Edit a Holiday......................................................................................................................................................70

Delete a Holiday..................................................................................................................................................72

GROUPS....................................................................................................................................................................72

Configure Groups................................................................................................................................................72

Add a Group ........................................................................................................................................................73

Edit a Group........................................................................................................................................................73

Delete a Group ....................................................................................................................................................74

DEPARTMENTS .........................................................................................................................................................75

Configure Departments .......................................................................................................................................75

Add a Department................................................................................................................................................78

Edit a Department ...............................................................................................................................................78

Delete a Department............................................................................................................................................78

JOBS .........................................................................................................................................................................79

Configure Jobs.....................................................................................................................................................79

Add a Job.............................................................................................................................................................81

Edit a Job.............................................................................................................................................................82

Delete a Job.........................................................................................................................................................82

BELL SCHEDULES.....................................................................................................................................................83

Configure Bell Schedules.....................................................................................................................................83

Add a Bell Schedule.............................................................................................................................................84

Edit a Bell Schedule.............................................................................................................................................85

Delete a Bell Schedule.........................................................................................................................................85

SECURITY.................................................................................................................................................................86

Configure Security Levels....................................................................................................................................87

Add a Security Level............................................................................................................................................96

Edit a Security Level............................................................................................................................................96

Delete a Security Level........................................................................................................................................97

User Maintenance................................................................................................................................................97

Who's Logged In................................................................................................................................................104

Change Password..............................................................................................................................................104

BENEFIT ACCRUALS ...............................................................................................................................................105

Configure Benefit Accruals................................................................................................................................105

Configure Benefit Accumulators........................................................................................................................107

Add a Benefit Accruals Policy...........................................................................................................................110

Edit a Benefit Accruals Policy...........................................................................................................................112

Delete a Benefit Accruals policy........................................................................................................................112

Update to Current..............................................................................................................................................113

CHAPTER V OPTIONAL MODULES.........................................................................................................114

TA100 Pro Manual TABLE OF CONTENTS, Cont.

BELL SCHEDULES...................................................................................................................................................114

BENEFIT ACCRUALS ...............................................................................................................................................114

PC CLOCK..............................................................................................................................................................114

THIRD PARTY TERMINALS......................................................................................................................................115

CHAPTER VI ADDITIONAL EMPLOYEE FEATURES............................................................................116

PC CLOCK..............................................................................................................................................................116

Accessing PC Clock...........................................................................................................................................116

Default Settings to Use PC Clock......................................................................................................................116

Default Clock In.................................................................................................................................................117

Default Clock Out..............................................................................................................................................117

Default Clock Out for Lunch .............................................................................................................................118

Default Clock In from Lunch.............................................................................................................................118

Default Transfer Department ............................................................................................................................118

CHAPTER VII EMPLOYEE MAINTENANCE.............................................................................................119

CONFIGURE EMPLOYEE ..........................................................................................................................................119

EMPLOYEE LIST......................................................................................................................................................120

EMPLOYEE TIMECARD (DESCRIPTION)TAB ...........................................................................................................121

EMPLOYEE SCHEDULE TAB ....................................................................................................................................125

Configure Employee Schedules .........................................................................................................................125

Assign or Edit an Employee Schedule ...............................................................................................................126

Delete a Schedule ..............................................................................................................................................128

Create a Rotating Schedule ...............................................................................................................................129

Create an Employee Schedule Template............................................................................................................130

Copy an Employee Schedule Template..............................................................................................................131

EMPLOYEE TRANSACTIONS TAB ............................................................................................................................133

Description ........................................................................................................................................................133

EMPLOYEE STATUS TAB.........................................................................................................................................134

Configure Employee Status................................................................................................................................134

Add Employee Status .........................................................................................................................................135

Edit Employee Status.........................................................................................................................................136

Delete Employee Status .....................................................................................................................................136

EMPLOYEE BENEFITS TAB......................................................................................................................................137

Benefit Entitlement: Configure..........................................................................................................................137

Benefit Entitlement: Employee Benefit Details..................................................................................................138

Benefit Entitlement: Grant Benefit Time............................................................................................................139

Benefit Entitlement: Delete a Detail..................................................................................................................139

Benefit Accruals: Configure ..............................................................................................................................140

Benefit Accruals: Update Employee Benefits ....................................................................................................141

Benefit Accruals: Employee Benefit Details......................................................................................................141

Benefit Accruals: Manual Benefit Adjustment...................................................................................................142

Benefits Accrual: Delete a Manual Adjustment.................................................................................................143

EMPLOYEE MESSAGES TAB....................................................................................................................................144

Configure...........................................................................................................................................................144

Add a Message...................................................................................................................................................145

Edit a Message...................................................................................................................................................146

Delete a Message...............................................................................................................................................146

EMPLOYEE WAGES.................................................................................................................................................146

Configure Employee Wages...............................................................................................................................146

Add a Global Wage............................................................................................................................................148

Edit a Global Wage ...........................................................................................................................................148

Delete a Global Wage........................................................................................................................................149

Add an Employee Level Wage ...........................................................................................................................149

Edit an Employee Level Wage...........................................................................................................................150

TA100 Pro Manual TABLE OF CONTENTS, Cont.

EMPLOYEE BADGES TAB........................................................................................................................................150

Configure Employee Badges..............................................................................................................................150

Add a Badge.......................................................................................................................................................151

Edit a Badge ......................................................................................................................................................152

Delete a Badge...................................................................................................................................................152

EMPLOYEE CLOCKS TAB ........................................................................................................................................152

Configure Hand Readers...................................................................................................................................152

Configure TA7000 .............................................................................................................................................154

EMPLOYEE DETAILS TAB .......................................................................................................................................155

Configure Employee Details..............................................................................................................................155

Add an Employee...............................................................................................................................................156

Edit an Employee...............................................................................................................................................157

Delete an Employee...........................................................................................................................................159

CHAPTER VIII TIMECARD AND TRANSACTION MAINTENANCE.....................................................160

ONLINE TIMECARD.................................................................................................................................................160

Accessing the Online Timecard from the Configure Employee Screen .............................................................160

Accessing the Online Timecard from the Approval Editor................................................................................161

NAVIGATING IN THE ONLINE TIMECARD TAB.........................................................................................................161

NAVIGATING IN THE TRANSACTIONS TAB...............................................................................................................162

ADDING AND EDITING TRANSACTIONS...................................................................................................................162

Add Transaction ................................................................................................................................................163

Add Miscellaneous Transaction.........................................................................................................................164

Edit a Transaction.............................................................................................................................................166

Edit/Add Start....................................................................................................................................................166

Edit/Add Stop.....................................................................................................................................................167

Multiple Miscellaneous......................................................................................................................................167

From Schedule...................................................................................................................................................169

DELETE A TRANSACTION........................................................................................................................................169

AUDIT TRAILS ........................................................................................................................................................170

Print the Audit Trails.........................................................................................................................................171

APPROVAL EDITOR.................................................................................................................................................172

STATUS BOARD ......................................................................................................................................................175

TASK ORGANIZER ..................................................................................................................................................176

CHAPTER IX GLOBAL COMMANDS.........................................................................................................178

SELECTING EMPLOYEES IN GLOBAL OPERATION DIALOG BOXES ..........................................................................178

Select Employees Individually...........................................................................................................................178

Select Employees Globally ................................................................................................................................178

Select Employees by Group...............................................................................................................................178

Select Employees by Division............................................................................................................................179

GLOBAL MESSAGE ASSIGNMENT ...........................................................................................................................179

GLOBAL ADD TRANSACTION..................................................................................................................................180

CHAPTER X REPORTS ................................................................................................................................182

IMPORTANT INFORMATION ON PRINTING REPORTS ................................................................................................182

Configure Printer ..............................................................................................................................................182

RUNNING A REPORT ...............................................................................................................................................183

Running a Report by Range...............................................................................................................................183

Running a Report by Individual.........................................................................................................................188

ON SCREEN REPORT PREVIEW................................................................................................................................193

EMAILING A REPORT ..............................................................................................................................................195

CHAPTER XI TERMINAL CONFIGURATION..........................................................................................197

TYPES OF CONNECTIONS ........................................................................................................................................197

TA100 Pro Manual TABLE OF CONTENTS, Cont.

TA500, TA600 AND TA7000 SERIES (TA520/530, TA620, TA7000) ...................................................................198

Configure a TA500/TA600/TA7000 Series Clock..............................................................................................198

TA715, TA777 AND TA780 SERIES .......................................................................................................................208

Configure a TA715/TA777/TA780 Series Clock................................................................................................208

CONFIGURING PC CLOCK.......................................................................................................................................216

Configure a PC Clock........................................................................................................................................216

TASC.....................................................................................................................................................................218

Configure a TASC Clock ...................................................................................................................................219

ATS SERIES CLOCKS..............................................................................................................................................226

Configure ATS Clocks........................................................................................................................................226

HAND READER CLOCKS .........................................................................................................................................229

Configure a Hand Reader Clock .......................................................................................................................229

ADD A CLOCK ........................................................................................................................................................234

EDIT A CLOCK ........................................................................................................................................................235

DELETE A CLOCK ...................................................................................................................................................235

SET DATE AND TIME ..............................................................................................................................................236

CHAPTER XII TERMINAL POLLING AND AUTOPROCESSING..........................................................238

POLLING.................................................................................................................................................................238

Polling Time Clocks...........................................................................................................................................238

CONFIGURE AN AUTOPROCESS...............................................................................................................................240

Run as Service ...................................................................................................................................................240

Add an AutoProcess...........................................................................................................................................241

Edit an Auto Process .........................................................................................................................................245

Delete an AutoProcess.......................................................................................................................................245

CHAPTER XIII UTILITIES..............................................................................................................................247

IMPORTING .............................................................................................................................................................247

Advanced Import................................................................................................................................................247

EXPORTING DATA ..................................................................................................................................................249

SYSTEM UTILITIES..................................................................................................................................................252

Repair Database................................................................................................................................................253

Reindex Database..............................................................................................................................................253

Update Databases..............................................................................................................................................254

Initialize Databases...........................................................................................................................................254

Change Employee Number................................................................................................................................255

Change Employee Number Width......................................................................................................................255

Set Reprocess Date............................................................................................................................................256

Fix Unassigned Badges .....................................................................................................................................257

Repost from R-Files...........................................................................................................................................258

Purge R-Files.....................................................................................................................................................258

Post Historical Data..........................................................................................................................................259

Archive...............................................................................................................................................................260

Restore Archive..................................................................................................................................................262

System Backup...................................................................................................................................................263

System Restore...................................................................................................................................................264

ADDITIONAL UTILITIES ..........................................................................................................................................265

Calculator..........................................................................................................................................................265

Calendar............................................................................................................................................................266

About..................................................................................................................................................................266

System Configuration.........................................................................................................................................267

Conversion Table...............................................................................................................................................267

Macros...............................................................................................................................................................268

TA100 Pro Manual

Chapter I About this Manual

This section describes how to use this manual. In addition to providing you with step-by-

step knowledge for performing various procedures, this manual will help you get the most

out of TA100 Pro.

Disclaimer

Every attempt is made to keep this manual up-to-date. However, software enhancements do

occur, and the content of this manual is subject to change without notice. Before using this

manual, verify that the information contained in it is current. Proper installation, configuration, and

operation of the software are contingent upon reading and following the procedures contained in

the latest version of the manual.

Technical Support

If you encounter a problem or need technical support after reading this manual, please contact

your local Sales and Service Representative. Your local representative has received training in

the areas of software installation, configuration, operation, and advanced troubleshooting. They

are qualified to provide you with the highest level of technical support.

When Calling Technical Support for Assistance

If possible, contact your authorized local Sales and Service Representative while at the

computer experiencing the problem so you can quickly answer questions and implement the

solutions suggested by your representative.

Before calling, gather the following information. Your local Sales and Service Representative

will need this information to assist you.

•The version and serial number of your TA100 Pro software.

•The name and version of the Operating System. The type of network being used (if

applicable).

•The model number and EPROM revision of the data collection terminal(s) used with

the TA100 Pro software.

•The name of all software options and/or modules installed.

•The make and model of the host computer (PC).

•The operations being performed when the problem occurred.

•A printout of any error message that was displayed.

TA100 Pro Manual

Chapter II Installation

This section describes how to install the TA100 Pro software, the Sentinel System Driver,

and attach the hardware key.

System Requirements

To use the TA100 Pro system, the following are the recommended minimum system

requirements must be present.

•Windows 95/98/2000/NT/ME/XP.

•Pentium III 500 or better.

•128MB of total memory (RAM).

•A mouse, trackball, or other pointing device.

Additional Requirements

•500MB of available disk space either on a workstation or accessible on a network

drive.

•NOTE: A dedicated database server is not required.

•Additional disk space and an enhanced wide-area network connection may be

required based on the number of employees, network distance, communication

method, and the amount of live data contained in the system.

Polling PC

•An available serial port with a default address and interrupt.

•An available parallel port.

Installing the System

NOTE: Do not launch or run any other applications during the installation process.

1. Insert the TA100 Pro Installation CD into the CD ROM drive of the computer

on which you wish to install the software. The InstallShield Wizard should

automatically appear.

2. If the InstallShield does not automatically run, you may start the installation

by navigating to My Computer and double-clicking the icon for TA100 PRO.

Figure 1: My Computer

3. The TA100 Pro Setup window will appear.

TA100 Pro Manual

Figure 2: TA100 Pro Setup Wizard

4. Click the Next button to advance to the next screen. The License Agreement

screen will appear.

Figure 3: TA100 Pro License Agreement

5. Click Yes to accept the License Agreement. The Choose Destination

Location screen will appear.

Figure 4: Choose Destination Location

6. TA100 Pro will be installed in the C:\TA100PRO directory by default. If you

wish to install to a different directory, click the Browse and select the

directory to which you wish to install. Click the Next button when you are

ready to proceed. The Setup Type screen will appear.

TA100 Pro Manual

Figure 5: Setup Type

7. Choose the type of installation you wish to perform.

a) “Full” will install both the software and the database files on this

computer. (Typical)

b) “Workstation” will install just the software.

8. Click the Next button to continue with the installation. The Select Program

Folder screen will appear.

Figure 6: Select Program Folder

9. The TA100 Pro folder will be created automatically. You may type a new

folder name if you wish. Click Next to continue. The installation will begin.

Figure 7: TA100 Pro Installation Progress

10. When the installation is finished, the InstallShield Wizard Complete screen

will appear. Click the Finish button to proceed.

11. If you selected "Full" in the Setup Type screen, the Sentinel System Driver

installation will begin automatically. If you selected "Workstation," the

installation will end at this point.

TA100 Pro Manual

Figure 8: Sentinel Driver Installation

12. The Sentinel System Driver—InstallShield Wizard will appear. The Sentinel

System Driver is necessary for TA100 Pro to be able to access the database

files.

Figure 9: Sentinel InstallShield Wizard

13. Click the Next button to begin the Sentinel System Drive Installation. The

Setup Type screen will appear.

Figure 10: Sentinel Driver Setup Type

14. Verify that Complete is selected and click Next to continue. The Ready to

Install screen will appear.

TA100 Pro Manual

Figure 11: Ready to Install

15. Click Install to begin the installation.

Figure 12: Sentinel Drive Installation

16. When the installation is finished, the InstallShield Wizard Complete screen

will appear. Click the Finish button to proceed.

Figure 13: Installation Complete

17. This concludes the installation. The Installation Complete message will

appear.

TA100 Pro Manual

Figure 14: FoxPro LIB Installation

18. The FoxPro LIB—InstallShield Wizard will appear. The FoxPro LIB is for the

TA100 Pro database files.

Figure 15: FoxPro InstallShield Wizard

19. Click the Next button to begin the FoxPro LIB installation. The Ready to

Install screen will appear.

Figure 16: FoxPro LIB Installation

20. When the installation is finished, the InstallShield Wizard Complete screen

will appear. Click the Finish button to proceed.

TA100 Pro Manual

21. Click OK. TA100 Pro will now appear in your Start Menu and on your

desktop.

22. You must attach a hardware key to the computer's parallel port prior to being

able to start and operated TA100 Pro. See Hardware Keys.

Hardware Keys

When the installation is complete, a hardware key must be attached to the computer’s parallel

port in order to start and operate the TA100 Pro software. There are three types of hardware keys

- each designed for a specific purpose.

•Main System Key

•Polling Key

•Demo Key

Attach the hardware key to the computer’s parallel port. If you have a printer attached to the

parallel port, place the hardware key between the computer’s parallel port and the printer cable

as shown in Figure 17: Using a Hardware Key with a Printer Cable below.

Figure 17: Using a Hardware Key with a Printer Cable

When the system is first launched, TA100 Pro searches for and verifies the presence of a

hardware key. If a key is not found, the system will not start.

Main System Key

The Main System Key is shipped with each new software package. One key per system is

required. The Main System Key allows you to start and operate the software as well as poll

your time clock(s). The Main System Key is identified by the code 4HJDAB-B on the outer

shell.

Polling Key

The Polling Key allows TA100 Pro to communicate with time clocks from a workstation other

than where the Main System Key resides. This key is identified by the code 4EQSGH-B on

the outer shell.

On local or wide-area networks, a remote workstation can launch and operate the software as

long as the Main System Key is detected somewhere on the network. However, the

workstation cannot poll time clocks unless it has an Additional Polling Key attached.

TA100 Pro Manual

Demo Key

The Demo Key is an accessory for resellers of TA100 Pro systems. This key is identified by

the code 4EIWEH-B on the outer shell.

The following restrictions are present when TA100 Pro detects the Demo Key:

•The TA100 Pro software is limited to five employees and two users.

•NOT FOR RESALE is displayed on all screens.

TA100 Pro Manual

Chapter III Getting Started

This section explains how to launch the TA100 Pro system, including logging on and off,

using Help, using the keyboard instead of the mouse and customizing the TA100 Pro

environment.

Starting TA100 Pro and Logging In

Note on User Accounts

When starting TA100 Pro, you will be prompted for a User ID and password. The User ID and

password are used to determine who is able to login and what areas of the program are

accessible. These "User Accounts" are defined in the Security Access portion of TA100 Pro,

which will be covered later in this manual.

SYSOP

There is a built-in administrator account that grants full access to all parts of the

application. The User ID for this account is SYSOP and the initial password is

"password." (This password can and should be changed.) This account will be referred

to as SYSOP throughout this manual.

The first time you login, you must use the SYSOP account, as no other accounts exist.

You will also use this account to perform system maintenance, etc. The SYSOP account

can perform all functions within TA100 Pro, including certain database management

functions that no other account can access.

Launching and Logging In to TA100 Pro

The instructions in this section assume that you already know the User ID and password to

be used. Check with your system administrator if you are unsure of which User ID to use.

1. Click the Start, Programs, TA100 Pro, TA100 Pro, or double-click the

TA100 Pro Icon on the Desktop.

2. TA100 Pro will open and display the Login screen.

Figure 18: TA100 Pro Login Screen

TA100 Pro Manual

3. Type your User ID in the User ID field, then press either ENTER or the TAB

key to advance to the Password field.

4. Type your password in the Password field and press either ENTER or the

TAB key to access TA100 Pro.

5. The Main Window will open.

Exiting the System

You can use any of the following methods to close or exit out of TA100 Pro.

•Click File, Exit on the menu bar.

•Click the Exit button on the toolbar.

•Click the Windows Close button (the Xat the far right of the menu bar).

•Press ALT+ F4 on the keyboard.

Maintenance

Poll Terminals

Status Board Reports and Listings

Automated Processes

Help

Approval Editor

Task Organizer

Exit

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