The unanalyzed raw data produced when employees punch in and out using an electronic clock is of limited value to a company:

1. The same employee may clock in and out several times in one day. His or her time needs to be aggregated on a day by day basis.
2. Pay rates may vary for the same employee on any given day. Factors such as regular/overtime hours or shift/task pay differentials require that time be more precisely categorized.
3. Job costing requirements for large companies can be especially complex. One employee might work on several tasks during any given day or pay period. Time needs to be accurately assigned to specific costing categories so that the costs involved can be accurately transferred to the appropriate general ledger accounts.

CCS TimeKeeper (TK) provides you with a powerful, yet easy to use set of tools to manage timeclock data. TK analyzes the raw data produced by the clock, converts the data into regular and overtime hours for each employee for each day, creates a separate TIMECARD whenever the potential for a change in pay exists, and then provides you with very efficient yet sophisticated tools for distributing the time across costing categories. An overview of the process follows:

Preparation:

CRAFTS, CLASSES, CREWS, and JOBS: Create CRAFT, CLASS, CREW, and JOB categories so that they will be available for assignment to EMPLOYEES. In order to take full advantage of TK's efficient distribution process, careful forethought and planning should go into the creation of these categories. You can, for example, assign CODES (costing categories) to CREWS or to JOBS. Doing so wherever possible automates the DISTRIBUTION of TIMECARDS.

NOTE: CRAFTS, CLASSES, CREWS, and JOBS do not have to be fully specified before adding EMPLOYEES. They can be added on the fly from the EMPLOYEE input screen.

EMPLOYEES: Create EMPLOYEE records, assigning the proper CRAFT, CLASS, CREW, and JOB categories

Costing Categories: Costing Categories are created by the System Administrator. TK allows for the definition of up to five different costing categories. You might, for example, set up a costing category that you label CC (Cost Center). You could then code these to match your setup (CC 111, CC 222, etc.). TK will monitor the Distribution of TIMECARDS (see below) to insure that only valid CC's are used. See Validation Methods for more information on setting up and labeling these categories.

Once EMPLOYEES are entered and properly assigned to their respective areas, and once your System Administrator has set up the Costing Categories, you are ready to begin creating and distributing TIMECARDS.

Data Importation and Distribution:

CCS TK works with any external clock on the market. The raw data from the clock is organized into a text file that is then uploaded into TK for processing via the Utilities menu option. During the upload process, TK analyzes the raw timeclock data and creates TIMECARD records for each employee as discussed above.

The process of assigning costing categories (CODES) to TIMECARDS is the final step in the process. Utilizing a very intuitive, yet sophisticated set of data input tabs, you assign filters and data groupings that allow you to work by day, by employee, or by CREW. If, for example, you are working by CREW, you would input the CODES for the selected CREW in one tabbed form and then distribute the time to those CODES in another. If CODES for a given CREW are fairly static, TK remembers that coding and provides it for you as a default option on subsequent weeks. TK's intelligent defaulting and cursor movement algorithms quite often reduce this heretofore time-consuming task to a series of <Enter>'s, as you simply accept what the program suggests. TK monitors each TIMECARD, insuring that you do not over- or under-distribute each one. When you complete one CREW (continuing with our example), TK presents the next one to you, grouped and ready to DISTRIBUTE.

Fully distributed time (or the dollars they represent) are transferred to the General Ledger, capturing very accurate job costing detail in the process.

The above discussion is intended as an overview of the CCS TimeKeeper Module. As such, many of the details were skimmed over and many routines were omitted. Everything is discussed in great detail in context-specific help pages.

You have complete freedom to set up your employees, costing categories, and time categories according to the specific needs and business rules of your company. There is no limit to the number of COMPANIES, EMPLOYEES, TIMECARDS, CODINGS, or DISTRIBUTIONS that you can create. Whether you have 20 EMPLOYEES or 20000, The CCS Training Program can handle it.

Note: Explore the XYZ Company TK data that ships with this program. It is an excellent vehicle for learning the ins and outs of TK and for testing various scenarios before putting them into place in your COMPANY.

See COMPANY Entry/Edit Form for information about the XYZ Sample COMPANY.

See the EMPLOYEE Entry/Edit form for a detailed discusion on CRAFTS/CLASSES and CREWS.