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Application User Manual

Shortcuts

System Architecture

l   Understanding the ecTA / ecPayroll system

l   Server

l   Workstation

System Operation

l   System

l   Human Resources Management

l   Leave Management

l   Time & Attendance Management

l   Payroll Management

l   Door Access Control Management

After-sales Services

l   Technical Support

 

Concept

Setup

Operation

FAQ

System Architecture

Understanding the ecTA / ecPayroll system

System overview

l   About The Software

l   General Operation Flow

l   Minimum System Requirements

l   Software Installation Quick Guide

 

 

Server

Database Management System (DBMS)

 

MS SQL Server Setup

l   Attach TAMS Database

 

Database Maintenance

l   Detach TAMS Database on SQL Server

 

 

Windows-client Application

l   Software(ecPayroll) Installation

l   Make connection to TAMS Database

Starting The Program

l   Starting TAMS

l   Solution for “Cannot running the system (For ecTA / ecPayroll version before 5.1.150907)

Web Application

( if applicable )

 

l   Web Management Module Installation

l   Component Service Installation

l   Updated Component Service

 

 

Hardware Dongle

** The hardware dongle is NOT a must depends on which program version you have installed **

l   Hardware Key Installation

 

 

l   Solution for “Hardware Key not found (For ecTA / ecPayroll version before 5.1.150907)

Workstation

Windows-client Application

 

 

 

Web Application

( if applicable )

 

 

 

 

System Operation

System

User Interface (Admin)

 

 

Screen reference

l   Main screen

l   Main Menu

 

Login User

User Group

l   User Group Setup

l   Access Right Item List

 

User Account

l   User Account Setup

l   System login

l   Force User Logout  (¸)

l   How to reset system dongle  (¸)

System items

 

l   Item Setup

 

 

Reporting

l   Introduction to Reporting

 

l   Generate a report in system backend

l   Require setting for printing Name Card

Commander

 

 

l   Commander

 

Reminder

 

l   Reminder

 

 

Date Lock Protection

l   Date Lock Protection

 

 

Data Maintenance

 

 

l   Delete data from the system(Bulk)

 

Data Export

 

 

l   Data Export

 

Operation Log

 

 

l   Operation Log

 

Automation Server

l   Automation Server Setup

l   Starting Automation Server Module

 

Web module

 

l   Web Site Setup

l   Publish Online News to staffs

 

Sending e-mail

 

l   Email sending function setup

 

 

System Improvement Program

 

l   System Improvement Program

 

 

Human Resources Management

Organization

 

Hierarchy

l   Company Setup

l   Department Setup

 

Screen reference

l   Dept Web Setup

 

 

 

Employee records

 

 

Manage Your Employee Record(s)

l   Add Employee

l   View / Edit Employee Record

l   Resign Employee

 

Find Your Employee Record(s)

l   Find out an Employee Record

l   Select Groups Of Employee

l   What is abnormal employee record, and how to find it out

Personnel

 

 

l   Employee Record – Basic Information

l   Employee Record – Contact

l   Employee Record – Family

l   Change Employee ID

Employment

 

l   Employee Record – Employment

Movement

 

l   Employee Record – Movement

 

Education /

Working Experience

 

l   Employee Record – Education

l   Employee Record – Work Experience

 

Skill & Credential

 

l   Employee Record – Skills

l   Employee Record – Credential

 

Bank account

 

 

l   Employee Record – Bank

 

MPF

 

 

l   Employee Record – MPF

l   Employee Record – MPF Provider

 

Custom fields / Remark

 

 

l   Employee Record – Remarks

 

Others

 

 

l   Employee Record – Insurance

l   Employee Record – Item

 

Appraisal

What is Appraisal Form

l   Appraisal Form Setup

l   Appraisal Item Setup

l   Appraisal Rating Setup

l   Employee Record – Appraisal

 

Dormitory

 

l   Employee Record – Dormitory

 

Training course

 

l   Employee Record – Course

 

Letter Management

 

l   Letter Template Setup

l   Letter Module Item List

l   Generate Letter

 

Canteen Management

 

l   Canteen System Setup

l   Employee Record – Canteen

 

Leave Management

Leave Type

l   Create a Leave Type in Software

 

 

Leave Entitlement

Leave Entitle Plan

l   Leave Entitle Plan Setup

l   Examples

1.        Full Pay Sick Leave Entitle Plan (Monthly Cut Off)

2.        SH Entitle Plan

Manual Assign a Entitle Plan to Employee

l   Manual assign a Entitle Plan to Employee

l   Manual assign a Entitle Plan to Employee(Bulk)

Set a Default Entitle Plan to Employee

l   Set a default entitle plan to employee

 

Leave Take

 

 

Manage Employee’s Leave Records

l   Add Leave Record

l   Batch adding new leave records for multiple employees

l   Import Leave Records (By Excel)

l   View Leave Record

 

Leave Balance

 

 

View / Edit Employee’s Leave Summary

l   Input Leave Opening Balance

l   Leave Day Adjustment

l   Leave Day Adjustment (Bulk)

l   Reset Leave Balance

l   Leave Balance Posting

l   Trouble shooting-Nothing to show in screen Employee Leave Summary

e-Leave

 

Enter e-Leave Management Page

l   Web Site Setup

 

Create a e-Leave User Account

l   Web Site Setup – Access Group

l   Web Site Setup– User Account

 

 

Customize your e-Leave system

l   Email setup for e-Leave module

l   Configure the display of “approved leave applications of other staffs on the same day” in “Leave Approval” page

l   Configure the date period of applying approved leave cancellation

l   Configure the Leave balance table in Leave Application Page

l   Configure the Web module “Forget Password” handling

 

For HR admin :

l   Leave Application and Approval Records

 

l   Leave Cancellation Application and Approval Records

 

For Applicants :

l   User Manual (Applicant)

 

For Approvers :

l   User Manual (Approver)

 

Time & Attendance Management

Introduction

l   Operation flow (General)

l   Operation flow (Retail Web)

 

General Setup

l   OT Type Setup

l   Holiday Type Setup

 

l   How to cap screen for system supplier (related to TA)

 

Device Management

What is a User Template?

l   Go to Device Management

l   Add Device setting in software

Download Punch Record

l   Download Transaction from device(s)

 

Template Management

l   View User Template list stored in software

l   Add a User Template in software

l   Import User Template in software

l   Delete a User Template in software

l   Update a User Template in software

l   Restore User Templates to Device(s)

 

Other Tool

l   Synchronize the PC time to the device(s)

l   Test Connectivity

 

Punch Records

l   Card_Mapping

 

Assign Card No to Employee

l   Assign Card No to Employee

 

View / Add Punch Record

l   View Transaction Data

l   Manual Add Punch Record

l   Import / Export Access Log Data

 

Shift Duty

What is Shift Duty?

l   Types of Shift Duty

l   Shift Combination

 

Screen reference

l   Shift Duty Setup Interface

Shift Duty

l   Add Shift Duty

l   Modify Shift Duty

l   Delete Shift Duty

l   Examples

1.        Example - Time Range and Usage

2.        Example – Single Shift

3.        Example – Split Shift

4.        Example – Single Shift with Flexible Lunch1

5.        Example – Single Shift with Flexible Lunch2

6.        Example – Fix hour duty

Preset the time range definition for a shift

l   Time range definition setup

 

l   How to set time define and usage

l   How to set night duty

Working Timetable

i.e. For the staffs who

l   have fixed working hours and pattern

l   have fixed rest days by week

l   most likely work in office

l   Duty Rule Priority

 

Duty Group Setup

l   Create a Duty Group

l   Define Timetable for a Duty Group

l   Edit Duty Group Timetable by using Quick Set

l   Import Public / Statutory Holiday List

Assign a Duty Group to employee

l   Select a Duty Group for an employee

l   View Timetable

 

Timetable of an employee

l   Define Individual Timetable

l   Example – Long/Short week

 

Overtime Application

l   Input overtime application

 

l   How to handle Typhoon / Black Rainstorm

l   How to handle Early Leave at Holiday

l   How to set duty holiday with regular pattern

l   How to set duty long and short week

l   How to handle when short week meets public holiday

 

Duty Roster

i.e. For the staffs who

l   work by following a roster table

l   may rest on different weekday

l   are operation staffs and work in front-line

 

l   Customize the Excel roster template

 

3 ways to input duty roster

 

Method 1 - Input directly in system back-end

l   Edit Employee’s Roster by Quick Set

l   Edit Employee’s Roster by Direct Input

l   Example

 

Method 2 – Import from EXCEL

l   Prepare Employee’s Roster in Excel

l   Import a duty roster Excel file to the system

 

Method 3 - Input directly in system front-end (Retail Web module)

l   Example

 

 

Time Attendance Analysis

l   What is Time Attendance Analysis?

 

Manual running Time Attendance Analysis from :

l   Timetable

l   Access Log

 

 

Attendance Result

l   Operation Flow - Analysis

l   Attendance Result Calculation Logic

l   Attendance Approval Level

 

Manage Employee’s Attendance

l   View Attendance Result

l   View Attendance Result (By Individual)

l   Amend Attendance Result

 

Approve Employee’s Attendance

l   Reset Attendance Approve Level

 

l   How to handle work out

l   How to check Attendance Problem

Accumulated Overtime

l   What is Accumulated Overtime

 

l   Viewing Accumulated Overtime balance

l   Convert Accumulated Overtime balance to Leave compensation

l   Adjust Accumulated Overtime balance

l   Reset accumulated OT balance

 

e-Roster

l   Staff Loan Process

l   Branch Setup

l   Web (Retail) Setup

l   Roster Statistic Setup(For Retail Web Module)

l   Main Manual

 

e-Attendance

 

l   Main Manual

 

Payroll Management

Introduction

General Setup

l   Fix Amount Item Setup

l   Define Payroll Variables

Starting Payroll Management

l   Starting Payroll Management

 

Basic Salary

 

 

Set Basic Salary for employee

l   Update Basic Salary to Employee

l   Import Basic Salary Records from Excel to the System

 

Bonus / One-off payment

l   What is One-off Payement

 

Adding One-off Payment Records

l   Input one-off payment record to employee

l   Batch input one-off payment records

l   Import one-off payment records from Excel to system

 

Delete One-off Payment Records

l   Batch delete one-off payment records

 

Salary Profile

l   Payroll Formula item List

 

Salary Profile

l   Create a Salary Profile

l   Add a Salary Item to the Salary Profile

l   Add a Payroll Formula to the Salary Item

l   Examples

1.        General Formula-example1

2.        Attendance Bonus Example1

3.        Attendance Bonus Example2

l   Assign Salary Profile to Employee

l   How to copy salary profile

l   How to set hourly wage formula

 

Salary Record

 

 

Generate Salary Records for Employee

l   Fast Salary Generation

l   Add Salary Record

 

Manage Your Salary Records

l   View Salary Record

l   Re-calculate Salary Record

l   Modify Salary Record

l   Delete Salary Record

l   How to check payroll calculation (related to basic salary)

l   How to check payroll calculation (related to leave)

l   How to check payroll record

Payslip

 

Customize your own payslip template

l   Printing Payslip

l   Export Single Payslip

l   Sending Payslips by email

 

MPF

 

l   MPF Setup (For Hong Kong version only)

l   MPF Voluntary Contribution Setup

l   Exporting MPF data file

Autopay

l   Payment Centre Setup

Define Employee’s Payment Centre

l   Employee Record – Payment Centre

 

Create Monthly Autopay File

l   Create Monthly Payment Record

 

Taxation

How ecPayroll system handles HK taxation

Taxation module setup

l   Export IR56B (DB)

l   Printing IR56E form

l   Printing IR56F form

l   Printing IR56G form

l   Printing IR56M form

 

Door Access Control Management

Door Access

 

l   Access Control Setup

l   Door Group Setup

l   User Group Setup

l   Time Zone Setup

l   Transfer Time Zone

l   User Download

l   User Upload

l   User Access Status

 

After-sales Services

Technical Support

Providing information

 

 

l   How to cap screen

 

 

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