Getting Started

RealTime 3.5 Software

Sundial Time Systems

This document is intended to simplify getting started. Please refer to your user manuals for detailed information on features and optional modules Getting Help is Easy! 360-687-8477 [email protected]

We know that new software can be difficult to learn and implement. We’re here 8-5, Pacific Time (4PM on Friday) to help you make the most of your experience. Install the RealTime Software…

If you have already installed your RealTime software, skip to the next section. Otherwise, go ahead and install it now by inserting your RealTime CD. The installer will begin automatically on most systems, but if necessary, go ahead and browse to your CD Drive and run the SETUP.EXE file located in the SETUP folder of the CD.

You will be asked a number of questions during the installation, the default values will work well for most users, but you make any adjustments you want for your own specific installation.

When to install Demonstration Data…

The demonstration data option will install a sample company and set up some sample information in it. It is highly recommended that you do not try and use this information to Jump Start your own database. If you do install the demonstration data, AND RealTime is licensed as a Demo, then RealTime will automatically locate and attach the demonstration company when you start the software.

Note: If you have previously installed RealTime and already have a company file created, the Demonstration Data will not be offered. Navigating in RealTime… Navigation of your new software is bound to be one of the first areas that you will need to become familiar with. We have created a two level navigation control system in an effort to make navigation simple, yet retain the flexibility and features that are necessary in a product of this class. The first level, found on the left side of the Navigation form, is the Category choices.

The second level, on the right, shows the available Actions within the selected category. The green highlighting will indicate your current selection and the blue highlighting follows your cursor movement.

Menus and Toolbars…

RealTime also incorporates standard menus and specialized toolbars for navigation purposes. Many of the basic functions of RealTime can be accessed quickly using the pull down menu system that is common for all Windows based software products. Additionally, RealTime has a Toolbar that provide instant access to the most common actions of RealTime. Reports that are being previewed also have a toolbar available for printing, saving or sending options. Navigation Categories… General – This category contains very commonly used actions like accessing the Company setup, changing the filter Parameters, Exporting to your payroll system and Polling your serially connected Time Clock.

Data Management – Use this Category to gain access to your database files. Included here are things such as Employee lists, Departments, Jobs, Schedules, Differential Rules, Holidays and Holiday Groups, and Variable Pay Rate Setup.

Edit – Processing – This Category contains the actions used for Viewing and Editing time data, Creating time records, Creating Paid Time Off transactions, and Assigning Time Transactions to various costing codes such as Departments or Jobs.

Time Reports – This group of Actions includes reports of Transaction data. It will include Exceptions, Time Transactions, Paid Time Off, and Monetary transaction records, grouped into Home Departments when possible. Reports may include details, summaries, or both. Reports in RealTime can be printed, viewed, exported and/or e-mailed, as you desire.

Labor Cost Reports – This group of reports give you the ability to analyze your transaction data as it relates to your Labor Distribution groups. You can view department costs, job costs and more. Attendance Reports – Using the reports found here, you will be able to analyze your employee attendance patterns, absences, tardiness, print employee schedules and more.

Management Reports – Approaching Overtime, Who’s “IN”, Who’s Not “IN” and many other reports that are of particular importance to management will be found in this Category.

Setup – This Category give you access to your Setup Data, software options, and business rules that make your RealTime software perform to your individual needs.

Utilities – This Category has specialized routines for unusual circumstances or rarely used Actions. Included here are tools for Changing an Employee Badge, Archiving Transaction Data, Year End Attendance Posting, Changing your Password and more.

Parameters – This Category places the Filters and Parameters screen into the right-hand (Action) pane. Use the Filters and Parameters to specify individual or groups of data and to modify the more common settings for report handling. Getting Started:

To start RealTime select RealTime 3.5 from the RealTime folder of the Start Menu.

If you didn’t install the demonstration data, a message box will appear informing you that you need to set up a company. The Company Setup form will open automatically.

Setting up a New Company:

Note that 3 fields are crucial to you on this form: ? Company ? Terminal/Clock Name ? Directory

Company field stores the name of your Company or Client. It will be displayed on your reports and forms.

Terminal field contains the Clock Identifier and is used by the system to ensure that your Time Clock information is delivered to the correct database. This entry must be 8 alpha-numeric characters and cannot be the same as another Client Company file.

Directory field contains the path to your database files. It will default to your Data Root Directory (specified during installation) plus your Terminal Name. Use a full and persistent path such as “C:\RT3.1\REALTIME” or “\\Server\Drive\Path\RealTime Data”

The rest of the fields on this form are required, and you will be able to modify them as your needs dictate. Setup Departments:

RealTime has the ability to automatically allocate hours to an employees “Home “ Department. Transactions not assigned to a department at the Time Clock will be assigned to the “Home” Department of the employee.

If you will be using the Home Department feature of RealTime then you will want to create your departments now.

Select “Department Codes” from the “Data Management” category.

The departments are created by using a numeric identifier (Code) followed by a description. Setup Shifts:

Shifts are used as a method of sorting and grouping employees

When you add employees, you will be allowed to assign them to a “shift”. That assignment is for sorting and grouping. At this time you should create a sufficient number of shifts to meet your sorting and grouping need.

Select “Edit Shifts” from the “Data Management” category.

Add numbers and descriptions for your desired shifts.

Setup Differentials; (Optional Module)

You can create Differential Rules so that employees can earn a premium when working during certain hours or on certain days, or a combination of the two.

Select "Differential Groups" from the "Setup" category. Use the criteria here to indicate when differential is paid, How much is paid per hour, and for which days it will be paid.

Create as many differential groups as your organization will need. Creating Schedules: (Optional Module)

If you have purchased the Scheduling/Attendance module of RealTime then you will want to create the Schedules now.

Select “Schedules” from the “Data Management” category.

Create as many schedules as you need. Use the copy button to copy the information from the displayed schedule into a new schedule. Use the "Edit" buttons to set Round and Report Rules and to Add Scheduled Days. Note that you should add 7 days to a weekly schedule, even if you only work 5 days, so that it will recur properly.

Select your desired rounding/reporting rules and indicate them for each created schedule. Options allow for rounding, variance reporting, and absence reporting. Setup Holidays and Holiday Groups:

RealTime comes with many Holidays already entered and standard US Holidays assigned to Holiday Group “Default”. If you will need more than 1 holiday group, then you will wish to setup additional holiday groups now.

Select “Holiday Groups” from the “Data Management” category.

Click the New Group button to add a new group, name it and add any desired holidays.

You can create additional Holidays by choosing “Holidays” from the “Data Management” category.

Enter the Name and Date of the Holiday that you want to have available. Add Employees:

Select “Employees” from the “Data Management” category.

Required Fields: Badge ID # must be unique and will correspond to the number the employee uses at the Time Clock. Employee Name should be entered using the format that you want is to be displayed on forms and reports.

Optional Fields: The balance of the fields in the Employee screens may be ignored. While many are relevant to different functional items within the software, they are only required if you need the related functionality.

Use the General, Pay Info, and Assignments tabs to view entres that are related to those areas.

Create New employees by clicking the "NEW" button on the lower right corner.

If you prefer a "Listing" type view, click the "List View" option at the top of the screen. You will not have as many fields available, but some users find this type of display easier to work with. Create / Edit Time Entries:

Click “Transaction List” in the “Edit - Processing” category.

Use this form to Create, Edit or View your employee Transaction data. It is grouped by Employee, then in Date sequence. All possible transaction types can be created here. Department and Job assignments are possible. Count data is available.

Modifying the Amount column for Complete records will override the calculated value. Modifying the Amount column for other records, such as Monetary or Paid Time Off, will adjust the amount of the record. To remove an override value, simply erase the amount in the field.

Exceptions occur on any record where there is invalid information. The specific problem will be displayed in the Exception Description field so you will know how to correct it.

Totals and Notes are displayed on the bottom of the form. View Time Data:

The category selections of Time Reports, Labor Cost Reports, Attendance Reports and Management Reports are all ways to view your payroll data. Time Reports will provide meaningful information regarding your employee punch activity including things like Time Cards and Exceptions. Labor Cost Reports is directed toward grouping your time into the assigned Departments and Jobs. Attendance Reports is geared toward employee punctuality performance. Management Reports will include Approaching Overtime, Audit and others.

Parameters:

"Parameters" is the place to introduce temporary filters and options to your data. These filters can be very useful for manageability or concise distributed reporting. All filters and options reset to defaults on restart or selection of a company. Default settings can be changed from the Options screen. Options are available by selecting “Options” in the “Setup category. Getting Help if you need it…

Sundial Time Systems is committed to providing you with a trouble free product. However it is impossible to test every combination of every environment. If you find that you are experiencing some difficulties we will resolve these problems as quickly as possible.

Technical Support services are offered in two levels:

? Fee Based Telephone Support: Telephone Technical Support is offered for 30 days at no charge from the date of purchase. Fee based telephone support is available to new and registered users by calling our support line at 360-687-8477 Hourly $25.00 (Minimum charge $25.00)

? No Charge Support: No cost technical support is provided through the web. ? www.sundialtime.com/support.asp ? E-mail - [email protected]

Response Time: Most requests for support will be answered within 30 minutes. During periods of heavy volume, response time may be longer.

After hours or during very heavy volume, you will get voice mail. Please leave a message including your name, company name, telephone number, and a description of the problem, A technician will respond in the order the calls were received. Sundial Time Systems A Division of Frog Hollow Software, Inc. 8515 NE 219th St Battle Ground, WA 98604 360-687-8477 Voice 360-737-0387 Fax