Departments

A key feature of Y.E.S.! Time and Attendance™ is its' ability to handle Departments.  By the use of Departments, the responsibility for the review of employee punch in/out records prior to posting can be spread out over Departmental supervisors.  Each Supervisor need only review the punch in/out logs of those Employees under his/her supervision.

 

 

To set up a departmental level control system within Y.E.S.! Time and Attendance™, you will obviously first need to perform several fundamental tasks:

 

  1. Create named departments - When you first install Y.E.S.! Time and Attendance™, by default there will always be a Department called "No Dept."  If you will not be using the Departments feature of Y.E.S.! Time and Attendance™, you do not need to create another department.

    2.  

  2. Assign a person to be the Supervisor of each Department -

    3.  

  3. Assign Employees to each Department -

 

 

 

NOTE:  Understanding Departments:

 

    1. Go to the Employee screen, and assign each Employee to a Department

    2. Return to this Department screen and create at least one Department Group

    3. Now assign at least one Department to each Department group.

    4. Now assign at least one Supervisor to each Department Group.

 

Supervisors of a Department Group control only the Employees of each Department assigned to the Group.

 

Areas of the Departments Tab

 

Department Name - The name of the Department that your Employees are assigned to.  These Department names are created from the General Info,  Employees Tab on the main Y.E.S.! Time and Attendance™ screen.  

 

Members of Department Group - Listing of Departments which are assigned to a specific Department Group.

 

Department Group Names (should not be confused with "Departments") - Names of Groups of Departments.

 

NOTE: If you do not need to have groups of Departments, but still need to have more than one Department, you may create a Department Group Name that is the same as the Department Name with which it is associated.

 

Controlling Supervisors - Listing of Employees from which you can pick a person to be a Supervisor of a specific Department Group.

 

Departmental Supervisors - Employee or Employees assign to be Supervisors of a specific Department Group.

 

 

Creating New Department Groups

 

On each employee's informational screen, click on the "ADD" button (located below the "Department Groups" box) to add a new department Group.  This action will open the following dialog in which you enter the new Department Group name.

 

 

 

Example 1 - Simple Department Structure

 

First of all, while we are still adding our Employees to Y.E.S.! Time and Attendance™, we will create two new departments called "Sales" and "Office."

 

Now, when we go to the Company Info, Departments tab, we will see these two new departments listed under "Department Name".

 

In order to utilize these two new departments, we will need to create two new Department Group names.  Let's call them "Sales People" and "Office Personnel":

 

Now, in order to set up the Sales Department, highlight "Sales" from the Department Name box, highlight "Sales people" from the "Department Group Names" box and click on the button.  This will now make "Sales a member of the "Sales People" group.

 

Now let's assign a Controlling Supervisor to the Sales Department.  With "Sales people" still highlighted, select an employee's name from the "Select Controlling Supervisors" list box and click on the button.  In our example, we have selected "Stan M Siegel" as the Departmental Supervisor of Sales.  

 

The resulting finished setup for the Sales Department is shown below.

 

 

Using  the same procedure, we have set up the Office Department of our fictitious company, and made "Elizabeth N. Mason" the Departmental Supervisor of "Office personnel," as shown below.

 

 

 

Example 2 - Groups of Departments

 

So far we have shown you how you could set up a relatively simple company scenario.  However, if your company's departmental structure is more complex, you can configure departments to handle these situations as well.

 

Let's say, for example, that you have a manufacturing plant that makes automobile parts.  

 

Because your plant is so large, you have broken down the company into smaller departments that are each managed by a different foreman.

 

These departments are created from the Employee screen and are called:

 

 

Now, under the "Company Info" screen, "Departments" tab, you could assign each department individually, just as shown above, each department having a different supervisor responsible for checking the time sheets of his own employees.  

 

Or, you may decide that only the General Foreman should be responsible for reviewing the time sheets of all of the press department personnel.  In such a case, you would then create a new "Department Group Name" called, for example, "Presses", and assign all of the Press Departments to the "Presses" Department Group.  

 

Such a configuration would look like this:

 

 

Now, only "Gregg O. Schneider" will be authorized to review and post employee time sheets for employees working in any of the "Presses" Departments.