Time and Attendance Advanced

25th April 2018

Time and Attendance Advanced course

Service Area: Time and Attendance
Course Type: System Setup and Administration
Duration: 2 Days

Course Content

This Time and Attendance course will meet the following objectives:

  • Understand and set up all elements of a Time and Attendance system.
  • Learn how to manage absences within Time and Attendance.
  • Understand and carry out routine T&A related tasks.
  • Understand the responsibilities of supervisors and managers.


The course is broken down into the following areas:

Day 1

  • System Basics – Common features and functionality within Time and Attendance.
  • HR Administrator – The main responsibility of the HR Administrator is setting up users of the system and also the security of the system. There are some additional settings the Administrator must attend to, for example the allocation of personnel numbers and these will be also covered in this session.
  • Global Parameters – This will guide candidates through a comprehensive and detailed tour of how to prepare the system for day-to-day HR operational use. This includes setting up companies, locations, departments, cost centres, posts, grades, lookup codes (used to populate dropdown lists), holiday schemes, absence management techniques and more. It also involves setting up statutory holidays within the system.
  • Employee Data – This session is split into 3 parts:

Basic employee information - Name, Address, Date of Birth, Department and Supervisor.
The time & attendance details for employees, for example their normal weekly hours, overtime rules, current rota and rota position. Absence summary information on employees.

Patterns, Shifts and Rotas – A comprehensive look at setting up daily shifts, weekly shifts and annual rotas.

Calculation of Hours – A detailed look at how employees’ hours are calculated. This looks at overtime rules, shift settings, lateness, rounding, meal breaks and handover.

  • Company Maintenance Options – A guide through the list of options under the Maintenance menu, which is used primarily in setting up the system including:

Teams and Activities.
Absence Stages (ties in with Absenteeism on Day 2).
The Control File – General settings that will apply across the whole system.
Reasons for Overtime (populates drop-down list).

Day 2

  • T&A Input – Detailed instruction on the clocking screen, checking clocking’s, manually entering clocking’s, making temporary shift changes, viewing historic clocking data, entering absence records etc.
  • Absenteeism – Looking at ways to manage employee absenteeism including:
  • A look at setting up absence stages which enables the system to send emails to specified people when an employee returns to work following a certain number of absences within a certain time period.
  • Entering and removing global absences.
  • Operating a formal system of Time off in Lieu (TOIL).
  • Standard absenteeism reports.
  • Routine Tasks – A study of the daily, weekly, monthly and annual tasks that need to executed.
  • Supervisors’ Responsibilities – A detailed look at the responsibilities that will lie with supervisors in the day-to-day running of the system, for example checking clocking’s, making manual clocking’s where necessary, entering absence records, temporary shift changes, authorising overtime and worked meal breaks (where appropriate).
  • Self Service – Elements within the application that relate to Time and Attendance.
  • Overall View – Aimed at reinforcing what has been learned by going back to the beginning and following the sequence all the way through to operational use.
  • Standard reports – An overview of the standard Time and Attendance reports and the type of information each will provide.

For more information, please contact the training team on 01908 787700 or hrptraining@civica.co.uk 

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