Getting Started

RealTime 3.5 Software

Sundial Time SystemsThis document is intended to simplify getting started.

Please refer to your user manuals for detailed information onfeatures and optional modules

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support@sundialtime.com

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you make the most of your experience.

Install the RealTime Software…

If you have already installed yourRealTime software, skip to the nextsection. Otherwise, go ahead and installit now by inserting your RealTime CD.The installer will begin automatically onmost systems, but if necessary, go aheadand browse to your CD Drive and run theSETUP.EXE file located in the SETUPfolder of the CD.

You will be asked a number of questions during the installation,the default values will work well for most users, but you make anyadjustments you want for your own specific installation.

When to install Demonstration Data…

The demonstration data optionwill install a sample companyand set up some sampleinformation in it. It is highlyrecommended that you do nottry and use this information toJump Start your own database.If you do install thedemonstration data, ANDRealTime is licensed as a Demo, then RealTime will automaticallylocate and attach the demonstration company when you start thesoftware.

Note: If you have previously installed RealTime and already havea company file created, the Demonstration Data will not beoffered.

Navigating in RealTime…Navigation of your new software is bound to beone of the first areas that you will need tobecome familiar with. We have created a twolevel navigation control system in an effort tomake navigation simple, yet retain theflexibility and features that are necessary in aproduct of this class. The first level, found onthe left side of the Navigation form, is theCategory choices.

The second level, on the right,shows the available Actions withinthe selected category. The greenhighlighting will indicate yourcurrent selection and the bluehighlighting follows your cursormovement.

Menus and Toolbars…

RealTime also incorporates standard menus and specializedtoolbars for navigation purposes. Many of the basic functions ofRealTime can be accessed quickly using the pull down menusystem that is common for all Windows based software products.Additionally, RealTime has a Toolbar that provide instant accessto the most common actions of RealTime. Reports that are beingpreviewed also have a toolbar available for printing, saving orsending options.

Navigation Categories…General – This category contains very commonly used actionslike accessing the Company setup, changing the filter Parameters,Exporting to your payroll system and Polling your seriallyconnected Time Clock.

Data Management – Use this Categoryto gain access to your database files.Included here are things such as Employeelists, Departments, Jobs, Schedules,Differential Rules, Holidays and HolidayGroups, and Variable Pay Rate Setup.

Edit – Processing – This Categorycontains the actions used for Viewing andEditing time data, Creating time records,Creating Paid Time Off transactions, andAssigning Time Transactions to variouscosting codes such as Departments or Jobs.

Time Reports – This group of Actions includes reports ofTransaction data. It will include Exceptions, Time Transactions,Paid Time Off, and Monetary transaction records, grouped intoHome Departments when possible. Reports may include details,summaries, or both. Reports in RealTime can be printed, viewed,exported and/or e-mailed, as you desire.

Labor Cost Reports – This group of reports give you theability to analyze your transaction data as it relates to your LaborDistribution groups. You can view department costs, job costsand more.

Attendance Reports – Using the reports found here, you willbe able to analyze your employee attendance patterns, absences,tardiness, print employee schedules and more.

Management Reports –Approaching Overtime, Who’s “IN”,Who’s Not “IN” and many otherreports that are of particular importanceto management will be found in thisCategory.

Setup – This Category give youaccess to your Setup Data, softwareoptions, and business rules that makeyour RealTime software perform toyour individual needs.

Utilities – This Category hasspecialized routines for unusualcircumstances or rarely used Actions.Included here are tools for Changing an Employee Badge,Archiving Transaction Data, Year End Attendance Posting,Changing your Password and more.

Parameters – This Category places the Filters and Parametersscreen into the right-hand (Action) pane. Use the Filters andParameters to specify individual or groups of data and to modifythe more common settings for report handling.

Getting Started:

To start RealTime select RealTime 3.5from the RealTime folder of the Start Menu.

If you didn’t install the demonstration data, a message box willappear informing you that you need to set up a company. TheCompany Setup form will open automatically.

Setting up a New Company:

Note that 3 fields are crucial to you on this form:? Company? Terminal/Clock Name? Directory

Company field stores the nameof your Company or Client. Itwill be displayed on your reportsand forms.

Terminal field contains the Clock Identifier and is used by thesystem to ensure that your Time Clock information is delivered tothe correct database. This entry must be 8 alpha-numericcharacters and cannot be the same as another Client Company file.

Directory field contains the path to your database files. It willdefault to your Data Root Directory (specified during installation)plus your Terminal Name. Use a full and persistent path such as“C:\RT3.1\REALTIME” or “\\Server\Drive\Path\RealTime Data”

The rest of the fields on this form are required, and you will beable to modify them as your needs dictate.

Setup Departments:

RealTime has the ability to automatically allocate hours to anemployees “Home “ Department. Transactions not assigned to adepartment at the Time Clock will be assigned to the “Home”Department of the employee.

If you will be using the Home Department feature of RealTimethen you will want to create your departments now.

Select “Department Codes” from the “Data Management”category.

The departments are created by using a numeric identifier (Code)followed by a description.

Setup Shifts:

Shifts are used as a method of sortingand grouping employees

When you add employees, you will beallowed to assign them to a “shift”.That assignment is for sorting andgrouping. At this time you shouldcreate a sufficient number of shifts tomeet your sorting and grouping need.

Select “Edit Shifts” from the “Data Management” category.

Add numbers and descriptions for your desired shifts.

Setup Differentials; (Optional Module)

You can createDifferential Rules sothat employees canearn a premium whenworking duringcertain hours or oncertain days, or acombination of thetwo.

Select "Differential Groups" from the "Setup" category. Use thecriteria here to indicate when differential is paid, How much ispaid per hour, and for which days it will be paid.

Create as many differential groups as your organization will need.

Creating Schedules: (Optional Module)

If you have purchased the Scheduling/Attendance module ofRealTime then you will want to create the Schedules now.

Select “Schedules” from the “Data Management” category.

Create as many schedules as you need. Use the copy button tocopy the information from the displayed schedule into a newschedule. Use the "Edit" buttons to set Round and Report Rulesand to Add Scheduled Days. Note that you should add 7 days to aweekly schedule, even if you only work 5 days, so that it willrecur properly.

Select your desired rounding/reporting rules and indicate them foreach created schedule. Options allow for rounding, variancereporting, and absence reporting.

Setup Holidays and Holiday Groups:

RealTime comes with many Holidays already entered andstandard US Holidays assigned to Holiday Group “Default”. Ifyou will need more than 1 holiday group, then you will wish tosetup additional holiday groups now.

Select “Holiday Groups” from the “Data Management” category.

Click the New Group button to add a new group, name it and addany desired holidays.

You can create additional Holidays bychoosing “Holidays” from the “DataManagement” category.

Enter the Name and Date of theHoliday that you want to haveavailable.

Add Employees:

Select “Employees” from the “Data Management” category.

Required Fields:Badge ID # must beunique and willcorrespond to thenumber the employeeuses at the TimeClock.Employee Nameshould be enteredusing the format thatyou want is to bedisplayed on formsand reports.

Optional Fields:The balance of the fields in the Employee screens may be ignored.While many are relevant to different functional items within thesoftware, they are only required if you need the relatedfunctionality.

Use the General, Pay Info, and Assignments tabs to view entresthat are related to those areas.

Create New employees by clicking the "NEW" button on thelower right corner.

If you prefer a "Listing" type view, click the "List View" option atthe top of the screen. You will not have as many fields available,but some users find this type of display easier to work with.

Create / Edit Time Entries:

Click “Transaction List” in the “Edit - Processing” category.

Use this form to Create, Edit or View your employee Transactiondata. It is grouped by Employee, then in Date sequence. Allpossible transaction types can be created here. Department andJob assignments are possible. Count data is available.

Modifying the Amount column for Complete records will overridethe calculated value. Modifying the Amount column for otherrecords, such as Monetary or Paid Time Off, will adjust theamount of the record. To remove an override value, simply erasethe amount in the field.

Exceptions occur on any record where there is invalid information.The specific problem will be displayed in the ExceptionDescription field so you will know how to correct it.

Totals and Notes are displayed on the bottom of the form.

View Time Data:

The category selections of TimeReports, Labor Cost Reports,Attendance Reports andManagement Reports are all waysto view your payroll data. TimeReports will provide meaningfulinformation regarding youremployee punch activity includingthings like Time Cards andExceptions. Labor Cost Reportsis directed toward grouping yourtime into the assigned Departmentsand Jobs. Attendance Reports isgeared toward employee punctuality performance. ManagementReports will include Approaching Overtime, Audit and others.

Parameters:

"Parameters" is the place tointroduce temporary filters andoptions to your data. Thesefilters can be very useful formanageability or concisedistributed reporting. All filtersand options reset to defaults onrestart or selection of acompany. Default settings canbe changed from the Optionsscreen. Options are available byselecting “Options” in the“Setup category.

Getting Help if you need it…

Sundial Time Systems is committed to providing you with atrouble free product. However it is impossible to test everycombination of every environment. If you find that you areexperiencing some difficulties we will resolve these problems asquickly as possible.

Technical Support services are offered in two levels:

? Fee Based Telephone Support:Telephone Technical Support is offered for 30days at no charge from the date of purchase.Fee based telephone support is available to new and registered users by calling our support line at 360-687-8477Hourly $25.00 (Minimum charge $25.00)

? No Charge Support:No cost technical support is provided through the web.? www.sundialtime.com/support.asp? E-mail - support@sundialtime.com

Response Time:Most requests for support will be answered within 30 minutes.During periods of heavy volume, response time may be longer.

After hours or during very heavy volume, you will get voice mail.Please leave a message including your name, company name,telephone number, and a description of the problem, A technicianwill respond in the order the calls were received.

Sundial Time SystemsA Division of Frog Hollow Software, Inc.

8515 NE 219th StBattle Ground, WA 98604

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