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menu menu

The Administration and Maintenance Menu

The Administration and Maintenance Menu is where you can tweak and fine tune MCS Timekeeper to suit your needs.  There are several settings here that you'll need to initially set.  Once the program is functioning as you need it to, you will not visit this menu nearly as much as you will the other menus.

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systemsettings systemsettings

System Settings

The System Settings bar has some very important settings that you will want to use. 

1. Click the System Settings Button.
   
   
   The following window will appear.  
   
   
   Note that there are several tabs at the top of the window.  We'll go into detail on each of these. 

    

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   If you make changes in one tab, press Apply before moving to the next tab.  This makes sure that your changes are saved in the preferences.

2. The first tab is Time Keeper.  This is the default tab that appears when you click the button. 
   
   
3. The red arrows show the information you can edit.
   
   1. Maximum Number of Hours an Employee Can Be Clocked-In - You can set this to what you wish, depending on your employee needs and state/local laws.  The default is 16.
      
      
   2. PIN Assignment Mode - Do you wish to give PINs to employees or let them choose their own PINs?  If so, select Manual.  If you wish the computer to assign PINs, select Random.  You can also choose Employee Number to have the employee's PIN be their employee number.  We suggest letting the employee choose his or her own number as they are able to find a meaningful number that isn't easily forgotten.
      
      
   3. PIN Minimum/PIN Maximum - These two boxes let you choose the minimum and maximum number for employee PINs.
      
      
   4. Check for Upgrade on Startup - MCS Software recommends leaving this box unchecked and pulling upgrades through AdminConsole.
      
      
4. The next tab is Biometric.  This is where you will edit the settings for any fingerprint or biometric devices you have installed on a particular terminal. 
   
   
5. The red arrows show you two areas you may edit.
   
   1. Biometric Engine:  This lets you scroll between two engines to drive the fingerprint or biometric scanners.  GrFinger is a propriety version that works with specific finger scanners. AFIS is recommended engine.
      
      
   2. Fingerscan Match Threshold:  This number is the amount of matches that the scanner must find between your scanned palm or thumbprint and what it is viewing on the scanner.  More matches required mean tighter security, but also increases the number of errors that the scanner will return.  We suggest leaving the setting at 30.  It is a good mix of speed and security.
      
      
6. The next tab is SQL Server.  Backup paths relative to the server and client are established during setup with the MCS staff member.
   
   
7. If you have need to edit the paths to temporary backups of server and client, the arrows show where you may do so.  
   
   
8. The next tab is Reporting.  This tab allows you to customize the printouts of any reports that you run with MCS Timekeeper . 
   
   
9. The red arrows show information that may be edited.
   
   1. District Name:  Type your school district name into this blank.  You can add any other text you wish included on all reports in the Report Title 1, 2 and 3 boxes.
      
      
   2. Hour Format:  You can set times to display hour and minute, round to tenth of an hour or round to quarter hour.  Most clients use round to tenth of an hour as this mimics the standard time clock.
      
      
   3. Include Signature Block on Clock In/Out Report:  This allows you to automatically include a signature block on your report for your signature.
      
      
   4. Include Signature Block on Absences Report:  This allows you to automatically include a signature block on your report for your signature.
      
      
10. The last tab in this window is the Employee Import Tab.  Here, you will edit information that aids in importing employees into MCS Timekeeper.
    
    
11. The red arrows show information that may be edited.
    
    1. Preprocess Program:  If you have a program that must be run before importing employee information, locate it here.  The small box to the right allows you to search your hard drive.
       
       
    2. Import File:  This is the location that MCS Timekeeper will search for importable employee files.  Your import file MUST be in this location.
       
       
    3. Extra Job Code Behavior:  This button tells MCS Timekeeper whether to add the new data to an existing file or overwrite the whole file with the new information.  It is suggested that you keep the setting as default–Strict Update–unless you have a reason to change it.
       
       
12. Once you have made the changes you need, press Ok.

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employees employees

Employees

The Employees button allows you to quickly and easily manage your employees' information including adding new employees and removing former employees.  From this Button, you can Add, Remove or Edit an employee.

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addingemployee addingemployee

Adding an Employee

When an employee is hired, you will need to add the relevant information to the employee database. 

1. Click the Employees button. 
   
   
2. The following screen will appear.  This screen allows you to modify, add or remove employees or employee information.  
   
   
   
   
3. To add an employee, click the Add button. 
   
   

4. Once you click the Add button, you will see the following screen.
   
   
   You will need to fill in all of the blanks with the appropriate information.

    

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   Remember that the SSN, Payroll Code and additional Job Code Templates are optional.

5. Once you have added the information, click Apply and then Ok.  The new employee will be added to the database.  

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removeemployee removeemployee

Removing an Employee

The removal of an employee can only occur if no records are associated with the user in order to preserve historical data. If an employee has records, the employee should be changed to an inactive status. This will show you how to accomplish this task.

1. Click the Employees button.
   
   
2. The following window will open.
   
   
3. Select an employee to remove by clicking once on the name.  Click the Remove button.
   
   
4. A warning screen will appear. Click Yes if you wish to remove the employee.
   
   
5. You will see an updated screen without the employee listed.  You have successfully removed an employee.

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editemployee editemployee

Editing an Employee

The most often used function of the Employees button is to edit an employee.  Whether the employee has a new job code, a new last name or any other change, you can easily modify a record by Editing an Employee.

1. Click the Employees button. 
   
   
2. The following screen will appear.
   
   
3. Select the employee you wish to edit. Click on the name once to highlight it.  Click the Edit button. 
   
   
4. The following window will appear with all of the employee's personal information. 
   
   
5. Edit the appropriate information as required.
     
   Employee Number - Enter the number associated with the employee.
   Last Name - Enter the last name.
   MI - Enter the middle initial.
   First Name - Enter the first name.
   Suffix - Enter the suffix (if applicable). 
   Phone Number - Enter the employee's phone number.
   SSN - Enter the social security number. The social security number can be entered with no dashes (XXXXXXXXX) or by the last 4 digits(XXXX).
   Payroll Code - Enter the payroll code associated with the employee's job description.
   Cost Center -  Use the drop-down arrow to select the location of where the employee's labor is paid.
   Expected Hours Per Day - Enter the number of expected hours an employee typically works each day.
   Supervisor Group - User the drop-down arrow to change or modify the supervisory group. (Supervisory groups are established in Administration and Maintenance > Supervisory Groups.) 
   Inactive - Place a checkmark in the box by clicking in it if the employee is no longer active.
   Authentication - Use the drop-down arrow to select how an employee is able to clock-in and clock-out from the terminal.
   Job Codes - Job codes are defined by the payroll program if used for exporting purposes to later be imported in the District's payroll program.
   Primary Job Code - Use the drop-down arrow to select the employee's primary job code.
   Job Code Template - A template can be titled Cafeteria and various job codes added under the template. Use the drop-down arrow to select which template to use.
   Additional Job Codes -  Use the drop-down arrow to select additional job codes.
   
   
6. Select the Apply button.  Select the Ok button.
   
   
7. You have successfully edited an employee.

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supervisorygroups supervisorygroups

Supervisory Groups

Supervisory Groups are established for a school or user roles. Additionally, system administrators can be selected as Parent Supervisory Groups.

The Supervisory Groups Button allows you to create, delete and modify Supervisory Groups.  A Supervisory Group is the supervisor and all of the employees under that supervisor.  Proper management of these groups allows you to fine tune searches and reports to only those employees who are needed. 

1. Click the Supervisory Groups Button.
   
   
2. Once you click this button, the following window will appear. 
   
   
3. Although it doesn't appear so, there are all sorts of things going on in this window.  To the left is a series of plus signs and a blank row at the end of the list. An asterisk * indicates the ability to add additional descriptions or users. You are able to click these and expand an individual group to see who is a member.  
   
   
4. If you click a plus sign, you will see the group expand.  Notice that the plus has turned to a minus and a smaller window shows which employees are attached to that Supervisory Group.  In this case, two employees are attached to the Supervisory Group "Warehouse."
   
   
5. To easily add an employee to a group, click in the blank line at the bottom of the set and type in the employee's name.  New Employee has been added to this group.
   
   
6. Once you add your new employee, click Apply.  The following window will appear.
   
   
7. The employee name will already be in place, but we need to assign a role to the employee.  Click the down arrow for a list of roles.
   
   
8. Select a role and click Apply.  Your employee will appear in the Supervisory Group.

There are other things you can do from the Maintain Supervisory Groups Window.  You can easily change the descriptions of the group.

1. Once you are at the Maintain Supervisory Groups Window, you'll see Descriptions in the second column.
   
   
2. You can choose a description, click on it and easily edit it.  Once you have edited it, click out of the box and the text will turn blue.  This is a signal that you need to click the Apply button.
   
   
3. Click Apply and your changes are updated.  The blue text will now be black.

You can also easily change the Parent Supervisory Group.

The Parent Supervisory Group is selected from Supervisory Groups listed. Once selected, members of the group have access to view, modify, and run reports for those users within the group (as permissions allow). Parent Supervisors are typically those who are system administrators.

1. Once you arrive at the Maintain Supervisory Group window, click the small down arrow found at the end of each box in column three.  You will see a drop down window appear with all of the Supervisory Groups listed.  
   
   
2. Select the new Supervisory Group and click the Apply button.  Your change will be saved and reflect in the Maintain Supervisory Groups window.

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jobcodes jobcodes

Job Codes

The Job Codes button allows you to edit, add or delete job codes and Job Templates.  The process is very simple.

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editjobcodes editjobcodes

Editing Job Codes

1. Click the Job Codes button.
   
   
2. A window will appear asking you to select Job Codes or Job Template.  Select Job Codes.
   
   
3. The following window will appear.
   
   
4. Select the code you wish to modify.  Simply make the changes needed and click Apply and Ok.
   
   
5. To add a code, scroll to the bottom of the window to the empty box and type in the new code.  It will appear in blue.
   
   
6. Click Apply and Ok to save the newly added code.

 

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editjobtemplates editjobtemplates

Editing Job Templates

Job templates are job categories (Accounting, Central Kitchen, Tech Support and Warehouse, for example) and the job categories that accompany these categories.  The Job Category Central Kitchen would include all of the job codes for every worker in the Kitchen.

 

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addjobtemplate addjobtemplate

Adding a Job Template

1. Click the Job Codes button. 
   
   
2. A small menu will appear under the job codes button.  Select Job Templates.
   
   
3. The following window will appear. 
   
   
4. From this menu, we can add a template, edit a template or remove a template.  We will start with Adding a template.
   
   
5. To add a template, click the Add button.
   
   
6. Once you click Add, the following window will appear.
   
   
   

   1. If you select Yes, a new template will be created that is an exact copy of the one you currently selected.  This is an easy way to avoid having to add many job codes into your new template. The new template is named "Copy of. . ." and contains all of the job codes in that template.  Edit as needed, click Apply and Ok.
      
      

   2. If you select No, you will be given a blank template.  You can add job codes as needed from the pull down window.  When you have finished, click Apply and Ok.
      
      

       

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      To bring up the pull down window containing job codes, click in the Job Codes box.

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editjobtemplate editjobtemplate

Editing a Job Template

There may be times that you wish to edit an existing Job Template–to add or remove a job code, for instance.  MCS Timekeeper allows you to easily do this.

1. Click the Job Codes button.
   
   
2. A small menu will appear under the job codes button.  Select Job Templates.
   
   
3. The following window will appear.

From this menu, we can add edit a template.  To edit a template, select the template you wish to edit.  Click the Edit button.