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 Table of Contents

Introduction

About Information Controls

Information Controls, Inc. has been in the business of helping companies control their employee's time and attendance since 1986. We have helped our clients manage almost half a million employees with easy-to-use, personalized solutions. From 30,000 employees to 50 employees, Information Controls, Inc. can help you manage your biggest expense– labor. From In-punch to electronic transmission to your payroll service, our award-winning technical support staff will be there every step of the way for the life of your InfoTronics or Attendance On Demand system.


For more on Information Controls, please visit www.icico.com

Purpose

This document is to serve as a training manual during the presentation of the Introduction to Attendance On Demand (AOD) training course. It can be used as a reference document after completing the class. AOD will be referred to as “Attendance” within this document.  This can be updated at anytime. 

Audience

The primary audience for this document is the student attending the Introduction to Attendance On Demand (AOD) training course.  Let this be an aide for the purpose of learning the basic use of the system.  This document assumes you are familiar with basic Windows operations.



Getting Started

Logging into Attendance on Demand

Enter your URL into your browser address bar.


Your URL will be: https://___________________________________.attendanceondemand.com/operator


You will be given your Account Name and Password from either your Human Resources department or your system administrator.  Type in your information and click the Login button.  Your password is unique to you and should NOT be shared with anyone.  Attendance tracks which users make changes for auditing purposes.

Browser Support

Attendance On Demand is designed for Google Chrome for the best experience. However, Attendance is also supported by the following web browsers; Safari for Windows, Mozilla Firefox, Opera, or Internet Explorer. There are minor viewing differences across these other browsers.

It is also recommended to have a PDF viewer and spreadsheet program, such as Microsoft Excel.  Most reporting is viewable as either a .pdf or as an Excel spreadsheet.


Common Browser Shortcuts

Refreshes the page

Switches to Full-Screen Mode



Navigation

Header

The Header is in the top right corner of the screen. It shows the current date and allows access to the user's Preferences, Messages, ToDo List, and Timeline.

Menu

The Menu is on the left side of the windows. It is the primary method of navigation from one section to another.

View Area

The main body of the page is referred to as the View Area. This section will dynamically change its layout and information depending on the menu item selected or the links clicked within the View Area.

Toolbar

A Toolbar may appear at the top of the View Area, and the contents of that toolbar depend on what is displayed in the View Area. The different functions available in the toolbar for each View Area will be detailed throughout this guide.



Employees

Introduction to Employees

Each employee within Attendance has their data broken down into several sections in order to present their information in an easy to follow, organized manner. There are several ways to bring up each piece of an employee’s data, and any changes that are entered into these sections, regardless of how the section is accessed, are saved automatically and are available throughout the system.

                                                                             

Personal Information

Personal Information consists of your employee’s Human Resources and Payroll status information. This includes their name, address, payroll identifier, hire date, etc.

Time Cards

The employee’s electronic Time Card. The Time Card is automatically updated when transactions are received from the time clock. The Time Card can also be edited by the employee’s supervisor or other users with Time Card access authority.

Schedules

The employee’s assigned work schedule. If a schedule pattern has been assigned to the employee, the schedule updates automatically. The schedule can also be adjusted by the employee’s supervisor or other users with schedule access authority.

History

The employee’s attendance history. This view can be adjusted to display hours worked, dollars earned, the pay designation, and/or schedule exceptions (tardy, late punch out, and so on).

Archives

The employee’s Time Cards for previous pay periods. Time Cards can be archived for an unlimited number of years.

Accruals

The employee’s benefits summary for the defined time period.

Personal Information

Personal Information includes personal (name, address, telephone number, etc.) and work-related information (hourly status, the rate of pay, benefits, etc.).  Human Resources normally perform edits of this data.














Toolbar

  • Pages (Personal Information)  – Quickly change from Personal Information to other employee items.
  • Basic –  Browse to the rest of the Personal Information.


Changing Information

With each tab and items can be edited.  Change, Remove or Click in the cell and type.  can be used to modify employee data, depending on your user profile’s security settings. For example, within the Workgroup tab, you can change the employee's Current Assignment



Basic


Personal


Private


Address

Rate of Pay

Workgroup

Active Status


Hourly Status


Pay Class


Certifications


Messages


Availability


Time Card

The Time Card is one of the most important pieces in ensuring employees are paid correctly.  The Time Card shows an employee’s schedule, in and out times for each shift, total working hours, workgroups that the employee worked, and exceptions from the schedule.  Supervisors can also correct any mistakes or add information as needed to the Time Card.  Some typical supervisor edits are:

  • Add a missing punch
  • Add a schedule
  • Acknowledge an exception (Review and Approve)
  • Credit or debit hours to or from an employee
  • Enter workgroup transfers
  • Authorize portions of the Time Card

The bottom portion of the Time Card window displays summary information in each of the tabbed areas.  The first tab is the period total summary and it displays total pay designation hours and dollars worked by each employee during the selected time period. The Daily Summary tab displays total pay designation hours and dollars worked by day for the selected period.  The Adjustments tab displays supervisor adjustments for the employee Time Card for the selected period. The Time Off tab displays a three-month calendar that shows an employee benefits summary.

Toolbar

  1. Time Card -- Quickly change from Time Card to other employee items.
  2. Current Period – Browse Pay Period to the Time Card for current or previous periods.
  3. Editing Sheet—Change the time card view to another type.
  4. Adjustments – Review and remove supervisor edits. 
  5. Approve – Approve Time Card.  Puts the digital signature on the time card that it was reviewed.    
  6. Print – Creates a file in PDF format.
  7. List of Employees – Select a specific employee.
  8. Preferences – Menu that allows visual changes to the time card layout.

In-Cell Editing

The Time Card can be edited by entering information directly into an open cell.  This can take place within the Schedule or Punches columns.  Time can be entered either in AM/PM or in 24-hour format.  Individual visual preferences define how the display is presented back to you. Hours can also be entered in either minutes or hundredths of hours.  For example, typing “8.50p” would result in 8:30p showing on the Time Card.              

Adjustments Menu




All items can be edited for this tool. 

Clicking on the pencil icon has all the different sections.  Along with a few that can only be done from this icon:

  • Credit Hours
  • Pay to Start/End
  • Notes/Comments 
  • Daily  

Credit

This can be used to add or debit time from a Pay Designation.

Credit Additional Worked Time


If your company takes out lunch automatically, this tool can put back what was taken.  Check the box to Pay Lunch Period.


Pay to Start/End

Before

After



This set of options override the rounding and areas surrounding a shift. 


Example the scheduled shift was from 4 am to 6 am.  Actual punches were in at 3:58 and out at 6 am.  If we used the Pay to Scheduled End the pay REG goes from 0:33 to 2:02 hours. 


Notes/Comments

Add or remove a note in the time card.  The note can be looked at in the History as well.

Transaction Edits




Transactions items



Add Punch Transaction

The date can be changed.  For example, a 3shift employees punch would go on the next day.

Time can be entered in AM/PM, Military (24)


Hours or hundredths. Note the colon

Example 8.50 = 8:30   




Adding two punches

Before:

After:


Adding two punches can be done by adding a comma ","

Alter Punch


Alter punch is a powerful tool for overriding the pay rules.  Picking the punch to alter then forcing that transaction start or end.  The Part of the

  • Pay to Scheduled Start –  Pays the employee to the Start of his or her scheduled shift, NOT the actual start time
  • Pay to Scheduled End – Pays the employee to the end of his or her scheduled shift, NOT the actual end time.
  • Pay to Actual Start – Pays to actual start time, NOT scheduled start time
  • Pay to Actual End – Pays to the actual end time, NOT scheduled end time.


Workgroup Operations




Workgroup items



Workgroup Change @ Time of Day 


Transfer at time of Day – Transfer an employee’s hours starting at the specified time through either another transfer or the end of the shift.



Transfer Time to another Workgroup


Reallocate Hours – Takes hours entered in “Amount” field and transfers them to the new workgroup.


Changing Visualization Preferences 





The setting has defaulted to the list below. However, each user can change the view of there own time card. Changes take effect right away.



Pick how you want to see the Workgroup displayed.




Scheduling

Group Schedules


Tool Bar: 

  1. Date – Change the date range.
  2. Pages – goto more employees. 
  3.  Filter – system defined
  4. My Workgroups – user-defined filters based on workgroups.
  5. Refresh – updates data on the screen.
  6. Preferences – Changes the view.  




Clicking on the + to add a schedule.

  • Cut (Off This Day) – Removes the schedule for that day.
  • Cut (Off This Week) – Removes the schedule for that week.
  • Copy – Copy a schedule. This works similar to how it would in Microsoft Word or Excel.
  • Paste – Pastes a schedule that you have copied to this day.
  • Replicate Previous Week – Copies entire week to this week.
  • Scheduled Absent – Assign a Benefit, such as Vacation, to an employee’s schedule. This can be done up to a year in advance, and will automatically appear on the employee’s Time Card once the day moves into the current pay period.

Add Work Schedule

  • Add a Schedule – Opens a dialog box that allows you to schedule any times in for that day.  The schedule may also perform a department transfer. The “+”  mark on the calendar also adds a schedule.
Make Flex on Day


Off This Day

Removes Schedule


Add Note




Schedule Patterns

Schedule Patterns are repeating schedules assigned to employees.  As in every company, employees are scheduled to work.  This may be as easy as a consistent schedule of 9a-5p Monday to Friday until notified, or as complex as every other weekend off.  Both examples could be addressed as a “Schedule Patterns”. Individual schedules can be modified from that point, or by starting from scratch.





Add New

This adds the schedule container.
+

This adds the schedule to that day of the week and times.

You will need to do to this for each day of the week.

Assignments


Click on Unassigned or a different pattern.

Click the + plus to add them to this schedule








Can change the name.

Most patterns run forever, but still, need to be reapplied.


For the Days Worth of Forward Schedules to create, we recommend changing it to 180 days.


















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