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time logging and spreadsheet

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We have 13 locations with a total of 150 + employees. We are looking for a program that will allow our employees to log in and out on the location computer, total their daily, weekly and bi-weekly time for payroll entries, and print out a spreadsheet (on the main network computer) for all locations,with each location sub totalled and individual entries broken out. Does anyone know where we can get such a program?

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by johnm

Haven't seen one. We had to write our own in Access for databases to do time logging on students in labs and preparing reports for instructors.

by kees.valkenswaard

Probably the program as such is not so much a problem. Question remains how you want to set up your system. Can people just log-in and log-out any moment they like? Do you use card readers, giving everybody a pass? Do you connect through log-in at the computer and log-out automatically as well. This would require everybody using a workstation and turning it on and off each working day. Do you apply a special program? Will it be pass word protected or can everybody do a ?favour? for somebody else? Can they just enter times themselves? Would it be taken from the system clock? The local one, which easily can be set to another value, or from the server? How do you want to cope with ?errors?, such a forgetting to log-in, log-out, double log-in and out? Leaving time before entering time? Are there special rules for overtime? Vacation, or a day off? Should that be logged as well? These issues are of much more importance than anything else. Once you have gathered the data and analyzed these for correctness it would be easy to consolidate the data in either Excel or Access, or similar products. Most vendors of card readers supply some programs as well.
Making a good program to analyze all possible mistakes is another story.
Perhaps thiswas not the answer you were looking for. However, these issues should be resolved first before designing spreadsheets.
Good luck.

by kees.valkenswaard

OK. At least the first part seems to be solved. There are many programs around to do the trick. I remember having seen a few which were quite nice. However, usually the company told me: they are easy and handy, but what we really want is not possible or only at extreme costs.
Depending on the output your main system can provide it should not be that complicated to import the data into Excel and do all the calculations you want. The drawback is that you require people with sufficient knowledge of Excel [and likely VBA if you want to automate the job] in order to make your custom tailored system.
So, I am afraid that I did not provide you straight answer. Only some advice how to proceed. Perhaps I am biased, as I love programming in Excel.
Good luck.

by kees.valkenswaard

If you would like to mail me at kees.valkenswaard@planet.nl do not forget to put Q&A as part of the subject line. Else he message would be deleted.

by hjcb0203

Each location has at least one system with a pin pad for employees to enter their own pass code. The time will be controlled by the main computer located in the company office. Time off will be entered from this location only. Same with sick and holiday. The program will need to have a cut off for logged in time so if they forget to log out it won't continue to accrue time in. Each employee has a scheduled work time and that will be used as the basis for total hours when a log out does not occur within a set time.

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