Winarms Manual Version

Eviska Infotech Pvt. Ltd. Pace Marketing Services

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WINARMS

This document contains the features of WINARMS and will help user to operate application software easily.

Software: WINARMS version 4.6Front-End: Visual Basic 6.0

Back-End: Oracle 8i & 9i / MS-Access/ SQL Server

Modules: Page

11 Login , Changed Password 0211 Master 0311 Communication 1211 Data Entry 1511 Reports 2411 Housekeeping 3911 Help 4511 Exit 45


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1. Login

By default user name is pace and password is 1020.

Once you login the following screen appears.

Login: To enter the software you need to login first.


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1. Master In menu click master. Following screen is displayed.

A) Company:

In master you can select centers, Department, Category, Location, Holiday, Employee & Shift. User can select above masters for defining parameters of category, OT, Shift, Employee Details etc.


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B) Department: Select Department

Here you can define multiple company, which will help you in processing attendance data for multiple company under one software and take reports separatelyEnter following details while adding new Centre:

1. Company Code: Alphanumeric 4 characters.

2. Company Name : 50 characters.

3. Address: 150 characters.

Note: All the details are necessary.

Define various departments, which will help you in taking various reports department wise.

Enter following details while adding new Department.

1. Department Code: Alphanumeric 6 characters.

2. Department Name: 30 characters.

3. Department Head Code: Employee Code of the department head. (Optional)

4. Department Head Name: Employee Name of the department head. (Optional)


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C) Category:


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3.a) Round Off: If Over Time checkbox is checked then enter what is the minimum round off in minutes.

4. Comp Off: Check the box if categories of employee are having Comp off facility.

5. Grace Late Time: Enter the time limit up to what employee of this category should be allow to attend their duty late. E.g. if you enter 00:10, means employee of this category can come up to 10 minutes late but he will not be marked as late.

Various categories can be defined. This master is an operationally important part of time attendance software. Category master defines distinct groups of employees, for whom different Overtime / Comp off / leave rule applies.

Enter following details while adding new Category.

1. Category Code: Alphanumeric 6 characters.

2. Category Name: 20 characters.

3. Over Time: Check the box if categories of employees are having overtime facility.

3.a) Minimum OT Limit: If Over Time checkbox is checked then enter what is the minimum hours employee should work extra to avail overtime. E.g. 00:30 i.e. for a minimum of half an hour that employee should have worked to avail OT.


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5.a) Grace Early Time: Enter the time limit up to what employee of this category should be allowed to go early. E.g. if you enter 00:10, means employee of this category can go early up to 10 minutes but he will not be marked as early going.

6. Late Allowed Limit: Enter the time limit up to what the employee of this category can be allowed to attend their duty and shall be marked as fullday absent. E.g. if you enter 01:00, means employee of this category can come up to 1 hour late which will mark him late but if he comes after 1 hour then he will be marked as Half day absent for the 1st session.

6.a) Early Allowed Limit: Enter the time limit up to what the employee of this category can be allowed to go early E.g. if you enter 01:00, means employee of this category can go early up to 1 hour which will mark him early but if he goes before 1 hour of shift end time then he will be marked as Half day absent for the 2nd session.

Note: When user clicks the SAVE button after filling necessary parameters for category, system will prompt you whether you want to define/modify leave for this category. If user clicks on Yes then he will get access to a frame where he can either define or modify the leave rules.

User has to enter following details while defining new leave.

7. Leave Code: Alphanumeric 3 characters.

Note: Winarms software has certain hard coded characters for attendance status is as follows:

X for Present. A for Absent W for Week off H for Paid Holiday

So while defining Leave code the system will not allow you to use above characters.First character of the leave code is taken into consideration for attendance status. E.g. if you define leave code as CL for Casual leave, then if any employee had taken full one-day casual leave then his attendance status will be CC. If he takes half-day casual leave for 1st session then status will be CX otherwise for 2nd session it will be XC. (X = Present and C = Casual Leave).

7.a) Leave Name: 25 characters.

7.b) Leave Description: 30 characters.(Optional)


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7.c) Number of days allowed in a year: The number of days leave an employee gets at the start of the year.

7.d) Number of times allowed in a year: Enter how many employee can avail this leave.7.e) Maximum No of days of leave allowed at a time: Leaves employee can avail at a time.7.f) Accumulation Allowed: Click the Check box if this leave gets carry forward for the next year.7.g) Maximum Days for Accumulation: Enter the limit up to what days this leave can be accumulated. Means after that limits the remaining leave will lapse.7.h) Encashment Allowed: (Check Box) Click the Check box if he/she could get their leaves encashed.7.i) Half-Day Allowed: (Check Box) Click the Check box if half day allowed for this type of leave.

7.j) Negative Balance Allowed: (Check Box) Click the Check box if negative balance allowed. This means the system will allow availing more leaves than the balance available.

7.k) If Holiday falls in-between leaves, treat as leave: (Check Box) If you click the check box then all the days including paid holiday of leave application will be treated as leave. If you don’t check the box then system will exclude the holiday from leave application.

7.l) If Week off falls in-between leaves, treat as leave: (Check Box) If you click the check box then all the days including week off of leave application will be treated as leave. If you don’t check the box then system will exclude the week off from leave application.

7.m) Should be considered as leave: Here user has to select one option from the given three i.e. Present, Leave or Absent. For e.g. if you are defining Sick leave then it should be consider as Leave, for On duty it should be consider as Present, for leave without pay it should be Absent.

D. Location:


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E. Holiday: Select Holiday

E. Employee:

Here you can define various Locatin, which will help you in taking various reports Location wise.

User has to enter following details while adding new location.

1. Location Code: 6 characters.

2. Location Name: 30 characters.

This master is for keeping record of the list of holidays allowed in a financial year.

Enter the following details while adding Holidays.

Holiday Name: Name of the paid holiday up to 20 characters.

Date: Date of the paid holiday.


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6. Reporting to: Select the employee code from the drop down list. (Optional)

7. Designation: 20 characters. (Optional)

8. Date of Birth: Birth date in dd/mm/yyyy format. (Optional)

Employee master is the main source of information for time attendance. This master contains personal, official and other details of an employee.

Note: System does not allow adding employees from Winarms application software. It imports the employee details from the card reader’s system software. Only user can edit the employee information.

Enter following details while editing employee master.1. Employee Code: Type the employee code to edit.

OR2. Employee Name: Type the employee name to edit.

3. Center Code: Select the company code from the drop down list.

4. Department Code: Select the department code from the drop down list.

5. Category Code: Select the category code from the drop down list.


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9. Date of Joining: Joining date in dd/mm/yyyy format. (Optional)

10. Date of Leaving: Leaving date in dd/mm/yyyy format.

Note: If any employee resigns or retires then user has to either delete or has to put date of leaving. If user forgot to do that then that employee will be shown absent from the date he left.

11. Single Swipe Allowed: User has to enter either Yes or No. By default it is No.If single swipe allowed is kept No then that employee should swipe the card while coming and going so that he will be marked present else if any one swipe is missing then he will be marked Absent.

If single swipe allowed is kept “Yes” then that employee can swipe the card any time during the day & he will be marked present.

12. Default Shift: Select the shift code from drop down list.

While processing attendance data the software checks for the shift of the employee in the shift roaster. If roaster is not defined for the employee then it takes the Default Shift as his shift.

12.a) Week Off 1: If shift roaster is not defined for the employee then user has to select week off 1 from the drop down list. E.g. Sunday.

12.b) Week Off 2: If shift roaster is not defined for the employee then user has to select week off 2 from the drop down list. E.g. Saturday. This is to be selected only when the employee or company is having 2 week offs.

Week Off 2 option has 6 parameters:12.b.i) All: Check the box if employees are having all week off.

12.b.ii) Half Day: Check the box if employee are having half-day week off.

12.b.iii) First: Second: Third: Fourth: This options is to be use only when the week off falls on specific interval. E.g. 2nd and 4th

Saturday. 13. Address: Enter address of the employee. (Optional) 14. Sex: Male or female. (Optional)F. Shift Master:


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2. Communication Menu:

This master defines shift and its related parameters. User has to enter following details while adding Shift.Note: Enter time in 24 hours format.1. Shift Code: Any alphanumeric characters up to 6 characters.

2. Break Shift: Check the box if the shift is break shift.

2. Next Day Shift: Check the box if the shift is Next Day shift. Its applicable only when in time and out time in different date.

3. Night Shift: Check the box if the shift is night shift.

4. Shift Start Time: Enter Shift Start time. E.g. 07:00

5. Rest Start Time: Enter lunch Out time. E.g. 12:00 (Applies only for break shift)

6. Rest End Time: Enter lunch In time. E.g. 13:00 (Applies only for break shift)

7. Shift End Time: Enter Shift End time. E.g. 16:00


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In menu click communication following screen is displayed.

A. Posting

B. Import Employees: This is the process, which imports employee’s details like Employee Code, Name, & Card number from card reader’s system software. The process has to run after adding or editing any cards into card reader.

Posting is process which user has to run every day. This process takes the raw data from the card reader i.e. swipes made by employees for the given date and mark employee present/ absent/ late/ early/ overtime etc. This module takes care of day and night shift. This process automatically calculates overtime if any employee works extra hours. But this overtime is unapproved user has to approve the overtime only after he gets note from department head. He can do in a module called Overtime Approval.( Auto OT Approval and Manual OT Approval)

Note: Unless doing the posting of a day, user will not able to see the report of that day.Generally posting of today is to be done tomorrow i.e. yesterday’s posting is to be done today. Select proper date for posting.


14Click Import Employees the software will import the new employees that have been added and update the software automatically.

C. Custom Posting: The process gives posting of attendance of selected center, employee and dates


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3. Data Entry:


16In menu click Data Entry. Following screen is displayed.

1. Leave Entry: This module helps user to make changes to the leave of employee.


17E.g. If an employee gone out side for company work (Half day/ Full day or many days) user enter his out start date and end date. If employee takes leave for half-day click half-day check box and select first session or second session.

2. Exception Entry:


18This module helps user to manually make changes to the attendance of employee.E.g. If a employee forgot to swipe or bring the card then for that day system will mark him absent, which user can manually override by entering his login and logout time and mark him present.

Enter following details while making exception entry.

2.a) Employee Code: Select employee for whom exception entry has to be done from the drop down list.


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2.b) Date: Select date from calendar for which exception entry to be made.After selecting date system will display details of that day i.e. Shift, login, logout, late, early, work hours. User can override login, logout time.

Note: * mark in attendance report indicates exception entry is made.

3. Comp Off Entry:

User can give compensatory off for employee who works on week off or holiday.


20Enter following details while making comp off entry. Employee Code: Employee code from the drop down list.

Comp Off Date: Comp Off date form calendar.

Worked Date: Worked date from calendar.After selecting, dates system will display attendance details for the dates.Click Add button to add the entry. System will check whether employee really worked on the given date else it won’t allow to add the entry.

Following details to delete/cancel Comp Off entry.Employee Code: Select Employee code from the drop down list.After selecting, code system displays comp off taken detail grid, select the entry, which you want to delete and click on Delete button.


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C. OT Approval:

Module user can approve/disapprove overtime of an employee. The module contains grid, which shows records of employee’s who worked extra. By default all the entries are non-approved. User has to approve double click the record.


22Following details for approving overtime entry.Select Month: Select the month for which user wants to give overtime.After selecting month system displays all records (Approved/Un-Approved) for that month.

Note: 0 in the last column (Approved) indicates overtime is not approved. -1 in the last column (Approved) indicates overtime is approved.

To approve/non-approve overtime, double click on the records.Three option buttons i.e. All – Shows all approved/un-approved records.

Approved – Shows only approved overtime records. Un-Approved – Shows only Un-Approved overtime records.

To delete unwanted records, select the records and press delete key.


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D. Shift Roaster Update:


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4. Reports:

Winarms generates a variety of reports. The list of reports can be taken company, Department and category wise for selected date range.


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A. Current Shift Report:

Report shows the list of employee who are present and absent in a current shift. Report is to be taken immediately after shift start. Report is to be taken for current date.


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B. Attendance Report:

This is the most important report where user gets all the option for viewing attendance detail for the selected dates. Options are: Present - Full day present, half-day present, 1st session present, and 2nd session present. Absent - Full day absent, half day absent, 1st session absent, 2nd session absent. On Duty - Full day On Duty, half day On Duty, 1st session On Duty, 2nd session On Duty.


27 On Leave – Employee on Leave. Week Off - Employee on week off Single Swipe – Report of employee who had made single swipe. Late Coming – Employee who came late to attend the duty. Early Going – Employee who left early. All – Includes above all.

The Following Report will be displayed.


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C. Attendance Summary Report:


29Displays the Summary of attendance for the Date Selected.


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E. Continuous Absenteeism Report:

Report displays the list of those employee who has remain absent for 2 or more than 2 days for the given date range.

Note: There is one option called No Of Days, which has a value 2, by default. If user want to see the list of employee who remain absent continuously for more than 5 days then enter 5 values in the option.


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F. Weekly Work Report:

Report displays attendance detail for the selected date range for selected employee (Department, category ).


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F. Time Card:

Report displays attendance detail for the selected date range for an individual employee.


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G. Muster:

Muster report for the given dates as per the Factory Act/ Shoppers Establishment Act.


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The report of all the employees present will be generated and you can get a summary of the same.


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H. Over Time Report:

Displays the extra hours over the defined regular working hours.

Note: If the Auto overtime is clicked in the Setup, then extra working hours is directly calculated. If it is not then you will have to approve the overtime as it will queue in the Overtime Approval queue.


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I. Exception Report:


37Report shows the report of those employees for whom exception entry has been made.


38Employees of whose manual entry has been made for any date will be generated. The reason could be either he/she forgot to Swipe or forgot to get the card to office.

J. Swipe Report:

Report shows the actual swipes made by the employee for that particular day.


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12. Shift Roster Report:

Displays the shift status for an employee for an entire month, depending on the shift pattern assigned to that employee for that month.


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Similarly the other reports can be pulled.

5. Housekeeping:

A. Setup:

Important modules of Winarms where user can set various parameters which system will take into consideration while processing attendance data.

Enter following parameters setting:1. Company Name: 30 characters.

2. Data Path: Path of system software i.e. path where the communication software is installed.

3. System Software: Select the type of system software i.e. Tamy2k or Win tam or Syris.

4. Photo Path: Enter the path where employee’s photos are stored. Photo in JPG format. (Optional)


415. Posting Date: Shows the date up to what attendance processing has done. i.e. posting.Note: User doesn’t have to enter date here.

6. Minimum Time Limit For Half Day: Minimum working hours to mark employee half day present.

7. Search Before Hrs: The time limit up to which system searches for the IN swipes while processing attendance data. E.g. if search before hrs. Time is set as 09:00, if employee’s shift starts at 15:00 hrs then system search for IN swipe up till 06:00 hrs. In short if second shift employee comes in first shift without informing the same to time office, system will take into consideration the swipes made by him.

8. Search After Hrs: The time limit up to which system searches for the OUT swipes while processing attendance data. E.g. if search after hrs. Time is set as 09:00, if employee’s shift ends at 23:00 hrs then system searches for OUT swipe up till 08:00 hrs. of next day. In short if second shift employee comes in third shift without informing the same to time office, system will take into consideration the swipes made by him.

9. Working Hrs as per shift timing: Working hours is to be calculated as per the shift start time. E.g. If Shift timing is 09:00 to 17:00 hrs. and employee attend the duty as 08:45 to 17:30 then actual working hours are 08:45 hrs. But system will calculate as 08:30 hrs.

10. Auto Overtime: (Check Box) System will automatically calculates overtime of an employees who works extra. This will only creates a overtime entry which is non-approved. User has to approve the same in Overtime Approval module.

11. Half-Day Start Time & Half Day End Time: Some Company has half day on Saturday or any other day in such case user has to enter Half-day start time and end time. E.g. 09:00 to 13:00

12. Mark Present As per working Hours: (Check Box) Employee will be mark present if he works for specific number of hours even if he is late or gone early. E.g. if shift timing is 09:00 to 17:00 i.e. 8 hrs duty, employee attend the duty on 08:00 to 16:00 i.e. 8 hrs System will mark his present even if he goes one hour early.

13. Ignore Late/Early: (Check Box) In the above example employee will be mark present even if he goes early, but he will list as early going. If Ignore Late/Early check box is checked then he will not be listed as early going.

14. Accounting Year: Enter financial year like 01/01/2004 to 31/12/2004


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B. User Access:

Module helps you in creating new users to operate Winarms Software.To create a new user:Click on New button.1. User name: 12 characters.

2. Password: 12 characters.Click on the tab User Rights.Click on the options for which access is to be given for the new user.Click OK button.


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3. User Rights:Define the user rights so that the employee will be able to access those segments only. The House Keeping rights should be given to those employees who will be adding or deleting the users or changing the paths, any changes made would in one way or the other affect the software.

Select the rights and click OK.


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D. Back Up:

Module takes the back up of the Winarms database.Select the folder where you want take back up and click on the Backup button.


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E. Audit Log:

The user has to put in the date and press Enter.

The Audit Log file will let you know as to which users had done whatever changes, or what work he/she has done for that specific date.


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6. HelpFor any help related to the software you can go into the help menu and clarify your doubts, or else you can call our customer support executive and get the issue sorted out.

7. Exit

Exit button to exit the software.

Winarms Manual Version

Documents

eviska infotech pvt

pace marketing services

processing attendance data

negative balance allowed

single swipe allowed

selected date range

module helps user

shift start time