This screen is used to select staff time sheets for a specific day or week.
Using the View Mode drop down box, you can choose to work with time sheets for a single Day or for the entire Week.
Using the Date field you can specify the date you would like to work with if you have selected Day in the View Mode drop down list. If you have chosen Week in the View By drop down list, you should enter a date that falls within the week you would like to work with. For instance, to work with time sheets for the week beginning 19th July 2021, you could enter the date for any day in that week.
You can choose whether to display details of Discretionary Hours used or not used by selecting the appropriate option for the Discretionary Hours drop down list.
From the Print Mode drop down list, you can select from a list of pre-defined reports. These are:
Time sheet - will print a time sheet for the selected date or days with no updated time information.
Time Sheet (activity index) - will print the time sheet for all staff with a colour coded activity index below.
Time Sheet Completed - will print actual hours and activities as they were updated and will contain a summary of required staff ratios for each 15-minute period of the day. If your staff ratio has fallen below the required ratio for any 15-minute period, this period will be highlighted in red.
Time Sheet Completed (with ratios) - will print actual hours and activities as they were updated, and will contain a summary of required staff ratios for each 15-minute period of the day. If your staff ratio has fallen below the required ratio for any 15-minute period, this period will be highlighted in red. A complete ratio view table will be printed at the end of the report.
Rostered Colour - will print a colour chart of the times each staff member is scheduled to perform each task on the selected day. A complete ratio view table will be printed at the end of the report.
Worked Colour - will print a colour chart of the times each staff member actually spent on each activity for the selected day (update time sheet with actual times before running this report).
Rostered Monochrome - will print a chart suitable for monochrome printers of the times each staff member is scheduled to perform each task on the selected day.
Worked Monochrome - will print a monochrome chart of the times each staff member actually spent on each activity for the selected day (update time sheet with actual times before running this report).
Activity Index - will print an index of all the different activity codes that have been defined in the centre options section of the system.
Weekly Staff Summary (format-1) - will print a summary of staff and the times that they have worked during the selected week. There is a space for staff members to sign if you are using this as your record of staff hours. Users can now click on column headings (Monday, Tuesday etc.), and a new window will open showing details of the hours worked by activity description.
Weekly Staff Summary (format-2) - will print a summary of staff and the times that they have worked during the selected week with non-contact time separated out. This is the format that the Ministry of Education require for signature if you are using a weekly form. There is a space for staff members to sign if you are using this as your record of staff hours. Users can now click on column headings (Monday, Tuesday etc.) and a new window will open showing details of the hours worked by activity description.
Weekly Staff Record - will print a summarised weekly sheet for signature by management and staff, and for attachment to the staff time sheets for each week.
You can quickly navigate to the previous or next day using the 
icons under Day, or you can quickly navigate to the next or previous week using the 
icons under Week.
You can search for a specific date for sign in sheets. For example, if you wanted to work with sign in sheets for the week of 22nd February 2021, enter that date in the Date field and then click the 
icon.
Using the Category field, you can select the Category or categories for which you wish to create sign in sheets. To select multiple categories, click on the first Category and then "Shift" click on the other categories you require. Once you have selected the required categories, click the Create button. If you would like to search for a particular Category, begin typing the name of the category in the Search Category field. As you type, categories that match what you are typing will be listed.
If you would like to Create new time sheets for the selected criteria, click the Create button. If you have selected Week in View Mode, then time sheets will be created for the entire week. If you have selected Day in View Mode, then time sheets will be created for the day only.
Use the Print button to print a hard copy of the time sheets. If you have selected Day in View Mode, then sign in sheets for that day only will be printed. If you have selected Week in View mode, then sign in sheets for the entire week will be printed.
If you wish to Delete sign in sheets, ensure that you have selected only the sign in sheets you want to delete using the selection radio button next to each of the sign in sheets. Once you are sure you have the correct sign in sheets selected, click the Delete button.
Using the View Ratio button, you can view your teacher ratios for every 15 minutes of the day, as well as funding information for the day.
Once you have created sign in sheets, or if they have previously been created, you can view or modify the details of the sign in sheet by clicking on the blue category for the relevant sign in sheet.
You can send each staff member a copy of their roster for the week by using the Send Rosters button. Using the Send Rosters button, you will be able to choose Print, Email, or Text message to send the roster to each employee.
For further information or assistance call
0508 INFOCARE (0508 463622) or email help@infocaresolutions.co.nz
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