workforce management solutions
Training manual:
An introduction to
timeware® 2014 PIP
Document t2-0785
Copyright NMD3 Ltd
www.timeware.org
+44 (0)1706 659368
workforce management solutions
For more information about timeware® products,
version updates, datasheets and reports, please refer
to the timeware® community website:
We acknowledge the intellectual property rights of
third parties, trade marks and brand names used
within this document.
NMD 3 Ltd
www.timeware.org
+44 (0)1706 659368
t2-0785 Training manual: timeware® PIP
www.timeware.org
workforce management solutions
Contents
Approximately 15 minutes
How can supervisors use the personal information portal?...
Module Description
m/07/101 Understanding the timeware® 2014 PIP
m/07/110 Logging into the timeware® 2014 PIP
m/07/215 Viewing or amending employee bookings
m/07/220 Adding employee missed bookings
m/07/225 Adding employee absence & holiday requests
m/07/230 The adjustments heading
m/07/235
The absence and holiday heading
m/07/135 Logging out of the timeware® 2014 PIP
t2-0785 Training manual: timeware® PIP
tw14/op/pip010
Supervisor features in the timeware® PIP
Contents
CourseDuration
9/1
t2-0785 Training manual: timeware® PIP
workforce management solutions
9/2
Notes
workforce management solutions
Contents
Approximately 45 minutes
How can the employees use the personal information portal?...
Module Description
m/07/101 Understanding the timeware® PIP
m/07/110 Logging into the timeware® PIP
m/07/115 Viewing attendance information
m/07/120 Viewing absence & holiday information
m/07/125 Submitting an attendance booking
m/07/130 Submitting an absence or holiday request
m/07/135 Logging out of the timeware® PIP
t2-0785 Training manual: timeware® PIP
tw14/op/pip001 An introduction to the PIP
Contents
CourseDuration
9/3
t2-0785 Training manual: timeware® PIP
workforce management solutions
9/4
Notes
Module:
m/07/101
Understanding the timeware® PIP
The timeware® PIP enables employees to submit attendance bookings and holiday
requests and to check their holiday entitlements from any authorised, browser enabled
PC on the company network.
The timeware® PIP also enables supervisors to view their staff’s attendance bookings
and gives them the ability to authorise, finalise or decline holiday requests and PIP
bookings: (module m/07/201).
PIP User: 192.168.0.5
Companies often provide a PC with PIP
facilities in a common area such as a
cafe or break area.
WWW
Enabling employees to check their own
holiday entitlements without disturbing
HR, reduces non-productive time.
PIP User: 192.168.20.15
Module: m/07/101
Understanding the timeware® PIP
workforce management solutions
WWW
timeware
server
For employees that
do not have access
to a wall-mounted
attendance terminal,
the PIP provides a
more sophisticated
and flexible method of
submitting bookings.
e.g IP: 192.168.42.250
timeware client
e.g IP: 192.168.42.51
Finally, one of the
most popular PIP features provide the
employee with the ability to check their own
bookings, hours worked and overtime figures.
e.g IP: 192.168.42.200
t2-0785 Training manual: timeware® PIP
SQL server
9/5
t2-0785 Training manual: timeware® PIP
workforce management solutions
9/6
Notes
Module:
m/07/110
Logging into the timeware® PIP
i
Before anyone can use the timeware® PIP, your timeware Administrator must
have configured and started the PIP service. Before you can use the timeware®PIP,
you must have been previously allocated a username and password by the person
responsible for preparing the timeware® system.
Module: m/07/110
Logging into the timeware® PIP
workforce management solutions
1. Select your preferred internet browser.
2. In the address bar, enter the IP address of the PIP service. This address will be available
It is recommended that this address is saved as a favourite for future use.
t2-0785 Training manual: timeware® PIP
from your timeware administrator.
9/7
Module: m/07/110
Logging into the timeware® PIP
workforce management solutions
3. The timeware® PIP login screen will then appear. Next, enter your username and
password.
Remember that your username and password must have been previously created within your timeware
personnel record.
t2-0785 Training manual: timeware® PIP
4. You have now successfully logged into the timeware® PIP!
9/8
Module:
m/07/115
Viewing attendance information
1. Log into the timeware® PIP (module m/07/110).
2. Select Attendance Bookings from the left-hand menu.
Module: m/07/115
Viewing attendance information
workforce management solutions
Use the <Previous> and <Next> buttons to move to other periods.
t2-0785 Training manual: timeware® PIP
3. The attendance information for the current period is then displayed.
4. Log out of the timeware® PIP (module m/07/135).
9/9
t2-0785 Training manual: timeware® PIP
workforce management solutions
9/10
Notes
m/07/120
Viewing absence & holiday information
1. Log into the timeware® PIP (module m/07/110).
2. Select Absence and Holidays from the left-hand menu.
3. Next, click on ‘Current Absence Year’
t2-0785 Training manual: timeware® PIP
Module:
Module: m/07/120
Viewing absence & holiday information
workforce management solutions
9/11
Module: m/07/120
Viewing absence & holiday information
workforce management solutions
4. The Entitlement and Absence and Holidays summary is then displayed.
t2-0785 Training manual: timeware® PIP
5. To Log out of the timeware® PIP , follow module m/07/135.
9/12
m/07/125
Submitting an attendance booking
1. Log into the PIP and select Attendance Bookings from the left-hand menu.
2. The attendance information for the current period is then displayed.
t2-0785 Training manual: timeware® PIP
Module:
Module: m/07/125
Submitting an attendance booking
workforce management solutions
9/13
t2-0785 Training manual: timeware® PIP
Module: m/07/125
Submitting an attendance booking
workforce management solutions
9/14
3. Beneath the current period information, you will see the ‘Add New Bookings’ section.
Select ‘Real time booking’ and click on the <Submit Booking> button.
4. Once submitted, the booking is visible under the heading ‘Bookings Awaiting
Calculation’
The booking will remain here until it is processed by the calculation service.
If the booking remains in this section indefinitely, there are two possible reasons:
1. The booking is awaiting authorisation or finalisation by a manager. Once this
has been completed, the booking will be automatically processed.
i
Module: m/07/125
Submitting an attendance booking
workforce management solutions
2. It is possible that the calculation service has been stopped. Please inform your
system administrator if this occurs. Once the calculation service is restarted,
all bookings awaiting calculation will be processed
5. Once processed by the calculation agent, the booking will appear in the top section of
6. You have successfully submitted a booking! To log out of the timeware® PIP, follow
module m/07/135.
t2-0785 Training manual: timeware® PIP
the page, alongside other bookings from the same period.
9/15
t2-0785 Training manual: timeware® PIP
workforce management solutions
9/16
Notes
m/07/130
Submitting an absence or holiday request
1. Log into the timeware® PIP (module m/07/110).
2. Select Absence and Holidays from the left-hand menu.
3. Select the absence and the date range required. Next give a brief explanation about
request. Finally, click <Submit Absence>.
t2-0785 Training manual: timeware® PIP
Module:
Module: m/07/130
Submitting an absence or holiday request
workforce management solutions
9/17
t2-0785 Training manual: timeware® PIP
Module: m/07/130
Submitting an absence or holiday request
workforce management solutions
9/18
4. Once the absence or holiday request is approved and finalised, (or declined!), by a
manager, an Email is sent to the user’s personal Email account.
5. You have successfully submitted a booking! To log out of the timeware® PIP, follow
module m/07/135.
Module:
m/07/135
Logging out of the timeware® PIP
1. Select Log out from the timeware PIP menu.
Module: m/07/135
Logging out of the timeware® PIP
workforce management solutions
t2-0785 Training manual: timeware® PIP
2. You have now successfully logged out of the timeware® PIP!
9/19
t2-0785 Training manual: timeware® PIP
workforce management solutions
9/20
Notes
Module:
m/07/201
Understanding the supervisor features on the timeware® PIP
The timeware® PIP enables employees to submit attendance bookings and holiday
requests and to check their holiday entitlements from any authorised, browser enabled
PC on the company network.
The timeware® PIP also enables supervisors to view their staff’s attendance bookings
and gives them the ability to authorise, finalise or decline holiday requests and PIP
bookings: (module m/07/201).
PIP User: 192.168.0.5
Companies often provide a PC with PIP
facilities in a common area such as a
cafe or break area.
WWW
Enabling employees to check their own
holiday entitlements without disturbing
HR, reduces non-productive time.
PIP User: 192.168.20.15
WWW
Module: m/07/201
Understanding the supervisor features on the timeware® PIP
workforce management solutions
timeware
server
For employees that
do not have access
to a wall-mounted
attendance terminal,
the PIP provides a
more sophisticated
and flexible method of
submitting bookings.
e.g IP: 192.168.42.250
timeware client
e.g IP: 192.168.42.51
Finally, one of the
most popular PIP features provide the
employee with the ability to check their own
bookings, hours worked and overtime figures.
e.g IP: 192.168.42.200
t2-0785 Training manual: timeware® PIP
SQL server
9/21
t2-0785 Training manual: timeware® PIP
workforce management solutions
9/22
Notes
m/07/215
Viewing staff attendance information
1. Log into the timeware® PIP (module m/07/110).
2. Select Supervisor from the left-hand menu.
3. The Supervisor menu will then appear.
t2-0785 Training manual: timeware® PIP
Module:
Module: m/07/215
Viewing staff attendance information
workforce management solutions
9/23
t2-0785 Training manual: timeware® PIP
Module: m/07/215
Viewing staff attendance information
workforce management solutions
9/24
4. Next, select View or amend bookings for an employee and select the employee from the
list.
5. The current period’s bookings are displayed.
Use the <Previous> and <Next> buttons to view all of the employees’ bookings.
Calculation header. Next, Approve or Decline (and Finalise) the booking, (making
comments if required). The booking will remain under the Awaiting Calculation header
to be processed by the calculation service.
All manual bookings must be marked as finalised or they will remain under the
Bookings Awaiting Finalisation header – whatever period is being viewed.
Bookings marked as Declined also remain under the Bookings Awaiting
Finalisation header, but only appear when viewing the relevant period.
i
7. To log out of the Timeware® PIP, click the Log Out option on the left menu. (module
m/07/135).
t2-0785 Training manual: timeware® PIP
6. To amend an employee booking, tick the relevant booking under the bookings Awaiting
Module: m/07/215
Viewing staff attendance information
workforce management solutions
9/25
t2-0785 Training manual: timeware® PIP
workforce management solutions
9/26
Notes
m/07/220
Submitting staff missed bookings
1. Log into the timeware® PIP (module m/07/110).
2. Select Supervisor from the left-hand menu.
3. The Supervisor menu will then appear.
t2-0785 Training manual: timeware® PIP
Module:
Module: m/07/220
Submitting staff missed bookings
workforce management solutions
9/27
t2-0785 Training manual: timeware® PIP
Module: m/07/220
Submitting staff missed bookings
workforce management solutions
9/28
4. Next, select Add missed attendance booking for employee(s) and select the employee(s)
from the list.
Press the <Submit Selection> button.
5. Next, enter the booking for the employee(s).
Finally, press <Submit Booking>.
All manual bookings must be marked as finalised or they will remain under the
Bookings Awaiting Finalisation header – whatever period is being viewed.
Bookings marked as Declined also remain under the Bookings Awaiting
Finalisation header, but only appear when viewing the relevant period.
i
t2-0785 Training manual: timeware® PIP
Module: m/07/220
Submitting staff missed bookings
workforce management solutions
9/29
t2-0785 Training manual: timeware® PIP
workforce management solutions
9/30
Notes
m/07/225
Submitting staff absence and holiday requests
1. Log into the timeware® PIP (module m/07/110).
2. Select Supervisor from the left-hand menu.
3. The Supervisor menu will then appear.
t2-0785 Training manual: timeware® PIP
Module:
Module: m/07/225
Submitting staff absence and holiday requests
workforce management solutions
9/31
t2-0785 Training manual: timeware® PIP
Module: m/07/225
Submitting staff absence and holiday requests
workforce management solutions
9/32
4. Next, select Add absence or holiday for employee(s) and select the employee(s) from the
list.
Press the <Submit Selection> button.
Finally, press <Submit Absence>.
t2-0785 Training manual: timeware® PIP
5. Next, enter the absence for the employee(s).
Module: m/07/225
Submitting staff absence and holiday requests
workforce management solutions
9/33
t2-0785 Training manual: timeware® PIP
workforce management solutions
9/34
Notes
m/07/230
Authorising and finalising staff attendance bookings
1. Log into the timeware® PIP (module m/07/110).
2. Select Supervisor from the left-hand menu.
3. The Supervisor menu will then appear.
Module: m/07/230
Authorising and finalising staff attendance bookings
Module:
t2-0785 Training manual: timeware® PIP
workforce management solutions
9/35
Module: m/07/230
Authorising and finalising staff attendance bookings
t2-0785 Training manual: timeware® PIP
9/36
workforce management solutions
4. On the right you will see the Adjustments heading above three possible options.
a. Unauthorised absences that require attention
This option gives the supervisor the ability to replace an unauthorised absence with
an authorised absence.
b. Outstanding bookings awaiting a decision
This option gives the supervisor the ability to mark ‘yet to be approved’ attendance
bookings as declined or authorised.
c. Outstanding bookings that require finalisation
This option gives the supervisor the ability to mark ‘approved’’ r ‘declined’ attendance
bookings as finalised.
m/07/235
Authorising and finalising staff absence or holiday requests
1. Log into the timeware® PIP (module m/07/110).
2. Select Supervisor from the left-hand menu.
3. The Supervisor menu will then appear.
Module: m/07/235
Authorising and finalising staff absence or holiday requests
Module:
t2-0785 Training manual: timeware® PIP
workforce management solutions
9/37
Module: m/07/235
Authorising and finalising staff absence or holiday requests
t2-0785 Training manual: timeware® PIP
9/38
workforce management solutions
4. On the right you will see the Adjustments heading above two options.
a. Outstanding absence and holidays awaiting a decision that require attention. This
option gives the supervisor the ability to mark ‘yet to be approved’ absence or
holidays requests as declined or authorised.
b. Outstanding absences and holidays that require finalisation. This option gives the
supervisor the ability to mark ‘approved’’ or ‘declined’ absence or holiday requests as
finalised.
5. Before making the decision to authorise an absence, the supervisor can use the
following facility to identify other employees that have approved holidays around this
date.
Module: m/07/235
Authorising and finalising staff absence or holiday requests
Clicking on the highlighted icon reveals a list of employees whose planned absences may
clash.
t2-0785 Training manual: timeware® PIP
workforce management solutions
9/39
t2-0785 Training manual: timeware® PIP
workforce management solutions
9/40
Notes