Title: T100: Advanced System User Handbook Date 07/01/2018 …preview5k1.novatime.com/nova5000/webhelp/NTI_T100-Admnistrato… · NOVAtime Technology, Inc. Page 1 T-100 Advanced System

NOVAtime Technology, Inc. Page 1

T-100

Advanced System User

Training for

NOVAtime 5000 SaaS

Title: T100: Advanced System User Handbook

Date

Created:

07/01/2018 Date Revised: 04/22/2019

Created by: NOVAteam Approval: NOVAteam


Table of Contents I. Employee Web Services (EWS) – Advanced Feature Use .............................................................................. 3

II. Supervisor Web Services (SWS) – Advanced Feature Use ........................................................................... 6

III. Payroll Administration – Process Review and Advanced Features ............................................................ 19

IV. Understanding Company Setup (Overview) .................................................................................................. 22

V. Understanding System Rules (Overview) ........................................................................................................ 27

VI. Understanding Access Setup (Overview) ....................................................................................................... 34

VII. Maintaining Employees .................................................................................................................................... 34

VIII. Maintaining System Users and Delegation .................................................................................................. 38

IX. Maintaining Holidays .......................................................................................................................................... 44

X. Using Retro-pay and Advanced Timesheet Features .................................................................................... 46

XI. Publishing and Scheduling Reports ................................................................................................................ 47

XII. Dashboard, Navigation Settings and Overview ............................................................................................ 49

XIII. Notifications....................................................................................................................................................... 56

XIV. Point System Overview and Use ................................................................................................................... 58

XV. NOVAmobile ...................................................................................................................................................... 64

Appendix A – Processing A Payroll File ....................................................................................................................... 71

Appendix B – Reports: Creating, Saving, and Sharing ................................................................................................ 74


I. Employee Web Services (EWS) – Advanced Feature Use Employees use EWS for a variety of functions from punching to submitting expenses. It is important to note that there is a variety of login pages available depending on the needs of the company or organization. Different employees can have access to different login pages based on security access. 1) Quick Basic Review: Based on security access, employees can…

a) Select a supported language: i) Chinese (Simplified and Traditional) ii) English (and English UK) iii) French (Canadian) iv) Spanish

b) Punch/Transfer or access Kiosk features (based on IP Address restrictions) c) View and submit timesheets d) View schedules e) Submit Time-off requests f) Review attendance history g) Review accrual and attendance points balances and history

2) Advanced EWS Features

a) Submit Rule: Employees can be prompted with user-defined questions when submitting their timesheets. The system will provide different questions based on their answers and email the employee’s supervisor based on their answers. Example: Did you take your meal break on time? If the answer is yes, the submission is complete. If the answer is no, the display can remind the employee that he or she must take their meal within a defined amount of time. It will then indicate that their submission is complete and the system will send an email to the employee’s supervisor.


b) Submit Attested Timesheets: This is used in cases where an employee cannot submit their timesheet before payroll (absent) and it bypasses the employee. Think of it as the employee’s post-payroll timesheet submission.

c) Adding Missed (Unconfirmed) Punches:

i) Employees with no access to edit timesheets can be allowed to add their own missing punches. The added punches are marked as an “Unconfirmed Punch” exception and calculate normally. (1) Punch exceptions are included in exception reporting, gadgets, and notifications (2) Supervisor approves the unapproved punches (3) Prevents approval of timesheets with unapproved punches

To enable:

1. Employee Access Group: Access / Advanced / Timesheet Preferences / allow missed punches

2. Supervisor Access Group: Add Unconfirmed Punch to supervisor group as an exception


d) Time Distribution: Employees can manually distribute their labor hours without being able to edit their timesheet. Tracks labor hours when real-time labor group transfers are not needed.

e) Expense: Company expense entries can be added from the Timesheet or from the Expense

category and submitted for approval by a supervisor. Once approved, it can be included in payroll or in an export file / report for data entry into other systems. (Note: Expense module is fee-based)


II. Supervisor Web Services (SWS) – Advanced Feature Use Managers and supervisors use SWS for a variety of functions that range from correcting assigned employee’s timesheets to approving employee expenses. 1) Quick Basic Review: Based on security access, employees can…

a) Select a supported language: i) Chinese (Simplified and Traditional) ii) English (and English UK) iii) French (Canadian) iv) Spanish

b) Easily navigate the system through the dashboard and “one-stop-shop” for items that need their attention.

c) View, edit, and approve timesheets d) View, edit, and approve time-off requests e) Review attendance history f) Review accrual and attendance points balances and history g) Schedule employees

2) Advanced SWS Features

a) SPA Timesheet - Editing i) Copy and Paste timesheet records

(1) Copy one or more records to the Clipboard and paste to the same or other employees


(2) View the Clipboard

(3) Paste To Selected: Clipboard overwrites the selected records (except dates) for any employee or any pay period

(4) Paste From Clipboard: Clipboard appends to the end of the timesheet (except dates) for any employee or any pay period


b) Daily Timesheet (Module required – Additional PEPM)

i) Edit each day for multiple employees at once. This is an effective way to ensure that timesheets are managed in a short time each day; as opposed to once a pay period and correcting the entire pay period all at once, one employee at a time.

ii) It is a great way to get supervisors used to checking and quickly correcting employee timesheet issues before they get complicated or require extensive rushed, last minute editing.

c) Timesheet Approval: i) Prevent approval of timesheets that contain missing punches, absences, or unapproved

punches.


d) Template Scheduling (new Template Schedules page): It is important to remember that

employees can be scheduled by their assigned shift rule. Changes are only required if they deviate from their normal schedule. i) Why should you schedule an employee?

(1) The employee can view their schedule (anywhere) to know when they are supposed to work.

(2) Tracking punch-related exceptions (Tardy, out Early, etc.) (a) Automate attendance tracking (Point System) (b) Attendance>History – annual employee review

ii) Schedule Changes: It is a simple process.

(1) Add a schedule and assign employees (2) Change an employee’s schedule or schedule leave (3) Remove employees from a schedule (4) Copy selected employees’ schedules to other days (5) Copy employees’ schedules to other weeks (6) Copy one employee’s schedules to other employees


iii) Adding “new” Schedules:

(1) Click Add Schedule. (2) Select “Template” and select an existing template schedule and the employees to

schedule. Alternatively, select “Free Form” and enter the schedule information and the employees to schedule.


iv) Adding Employees to an existing Schedule: (1) Click for an existing scheduled group schedule (like Maintenance 08:00AM - 4:00PM)

and click Add Schedule to add additional employees. (a) Select “Pay code” (b) Enter meal information (optional) (c) Select employee(s) and click Ok.


v) Copying Employee Schedules – Method 1: (1) Click Copy Schedule

(a) Copy “Employee to Multi Employees”: Copy one employee’s schedule(s) to other employees. (i) Search for and select the “copy from” employee. (ii) Define Cycle Start Date and End Date: Select the date range to be copied. (iii) Copy To

1. Start Date: Select the first date to start copying to (destination). 2. Number of cycles: Select 1 to copy one time. Select 2-9 to copy the schedules

multiple times starting with the first date. a. You can copy one week or multiple weeks (define cycle = a week) b. You can copy one day or multiple days c. Refer to the examples below for a better understanding of the power of the

copy feature. (iv) Select filters as needed (optional – “All” is selected by default). (v) Click OK to copy the schedules.


(b) Copy “Multi Employees”: Copy each employee’s schedules to other dates. (i) Define Cycle Start Date and End Date: Select the date range to be copied. (ii) Copy To

1. Start Date: Select the first date to start copying to (destination). 2. Number of cycles: Select 1 to copy one time. Select 2-9 to copy the schedules

multiple times starting with the first date. a. You can copy one week or multiple weeks (define cycle = a week) b. You can copy one day or multiple days c. Refer to the examples below for a better understanding of the power of the

copy feature. (iii) Select filters as needed (optional – “All” is selected by default). (iv) Click OK to copy the schedules.


vi) Copying Employee Schedules – Method 2a (Copy to the Previous or next day): (1) Click for an existing scheduled group schedule (like Maintenance 08:00AM - 4:00PM -

Monday) and click Copy.

(2) Deselect employees (as needed) that you do not wish to copy.

(3) Click << to copy the selections to the previous day

(4) Click >> to copy the selections to the next day

(5) If a selected employee already has a schedule in destination, the schedule will not copy

for that employee.

(6) Click Save.

vii) Copying Employee Schedules – Method 2b (Copy and Paste): (1) Click for an existing scheduled group schedule (like Maintenance 08:00AM - 4:00PM -

Monday) and click Copy.

(2) Deselect employees (as needed) that you do not wish to copy.

(3) Click on another day to paste the selections to that day

(4) If a selected employee already has a schedule in destination, the schedule will not copy

for that employee.

(5) Click Save.


viii) Deleting Employee Schedules – Method 1 – Multiple Employees: (1) Click for an existing scheduled group schedule (like Maintenance 08:00AM - 4:00PM -

Monday) and click Delete. This will mark the employees for deletion.

(2) Undo: Click to undo a single employee. Click to re-select an employee to be marked

for deletion.

(3) Click Save.

ix) Deleting Employees Schedules – Method 2 – Individual Employee: (1) Move the mouse over the employee and click . This will mark the employee for deletion.

(2) Undo: Click to undo unmark the employee for deletion.

(3) Click Save.


x) Editing an Employee’s Schedule: (1) Click on an employee

(2) Change the schedule as needed or change to a leave schedule

(3) Click Ok.

xi) Editing Employees on Leave: (1) Click on an employee

(2) Change the leave pay code or schedule as needed

(3) Click Ok.


xii) Editing Employees Not Scheduled: (1) Click on an employee

(2) Change the leave pay code or schedule as needed

(3) Click Ok.

xiii) Template Schedules - Scheduled Groups view vs. Employee view: The Employee View functions in the same way the Schedule Groups view, except that it is employee-centric instead of scheduled group schedule-centric.


e) Expense Approval: Expenses are reviewed, edited or rejected, and approved by the employee’s supervisor. i) Select a pending expense sheet from the Expense>Summary page. This will navigate you to

the Details page for review and approval.


III. Payroll Administration – Process Review and Advanced Features The payroll process is probably one of the most important features in the system.

Quick Review

a) Process Data: Used to select the correct date range and employees being processed to payroll.

b) Reports: Used to preview payroll data to catch any MAJOR mistakes (by payroll admin).

c) Export: Used to create the export file that is imported into the system.

2) Updating existing payroll file: Ignore this option. It is a legacy feature that is no longer useful in the

system. Always generate a new payroll file.

3) Pay Period:

a) This is simply a shortcut to autofill the “From” and “To” dates with the previous pay period’s date

range.

i) Only one pay period type: Click Refresh Period and the system will automatically update the

From/To dates.

ii) Multiple pay period types: In cases where you have multiple types of pay period (weekly and

semi-monthly for example), selecting the appropriate period and clicking Refresh Period will

automatically update the From/To dates. You can also edit the dates yourself and it will

process payroll data for that date range.

4) Prepay Rule:

a) Use in cases where employees are paid on the last day of the pay period, or in cases where

payroll needs to be processed early due to a holiday or special event.

i) Employees are pre-paid the selected number of days based on their scheduled hours as well

as their hours for the rest of the pay period.

ii) In the next pay period, the system will compare hours previously prepaid against what they

actually worked for the prepaid days and make an adjustment in the current payroll export.

iii) This process can be run every pay period or as events require.


5) Special Options:

It is important to remember that saving the page or running the process saves these settings.

a) Do not lock timesheets: Select to practice running the payroll processes. The payroll process

will not have any impact on timesheets.

b) Skip Accrual Process: Select to decrease the amount of time it takes to process payroll data for

larger companies.

i) Manually run the Attendance>Posting pages “Post Accrual” feature at your leisure.

ii) Select when not accruing hours in NOVAtime or when always importing the current balance

for all employees from another system.

c) Post Holiday Pay: Select to post holiday pay in case the scheduled holiday posting failed, or in

cases where the scheduled holiday posting feature did not generate holiday hours for employees

who worked the scheduled day after a week-ending holiday – after the scheduled holiday posting.

i) Import Note: If posted holiday records are manually deleted in the timesheet, use of this option

will re-post the holiday hours back to the timesheet (it will not double-up holiday hours).

d) Post Auto-Pay: Select to generate exempt employee auto-pay hours in their timesheets just prior

to the payroll process. Auto-pay is used to generate hours for employees who do not punch where

the hours are needed for labor reports (not necessarily payroll). Do not select this option if not

needed, and it will shorten the payroll process time.

e) Post Schedule Pay Code: Select to post approved / scheduled time-off requests to the

employees’ timesheets in case the scheduled holiday posting failed (it will not double-up time-off

hours). Do not select this option if not needed. It will shorten the payroll process time.

i) Import Note: If posted holiday records are manually deleted in the timesheet, use of this option

will re-post the holiday hours back to the timesheet (it will not double-up holiday hours).


6) Export Page - Spoiler Alert:

a) The program was enhanced with a new option to prevent the processing and exporting of an older

payroll file. The new option prevents the display of the Process button when the payroll process

was last run more than 24-hours ago, and it prevents the display of the last generated export

file(s) when the Process on the export page was last run more than 24-hours ago.

7) Multiple Pay Period Types – No problem

The payroll administrator can be configured as a delegate user for an alias payroll user. For

example, if a payroll administrator must pull multiple payroll files for different groups or different pay

cycles, the payroll administrator can create another User Account with access to just the

employees/groups in the second pay cycle. Then, using Delegation, create a delegate relationship

with the payroll administrator’s primary User account. The secondary payroll setting would be saved

along with the delegate account.

In this way the information on the Process Data page will always contain the settings for one group of

employees (one pay period type), and the delegation (switch) would contain the settings for another

group of employees using another pay period type.

Appendix A:

A step by step overview of Payroll Processing is found at the end of this document.


IV. Understanding Company Setup (Overview) The Company Setup Category is essentially a one-time setup area that controls activating many of the

features available in the program. The areas in this category are configured based on the Discovery

document your organization completed at the beginning of the implementation process. Sections include

setting up Work Groups, Pay Codes, Holiday maintenance, Reason Codes (primarily used in conjunction

with attendance/points policies), and several other areas related to programming your database.

This configuration is performed by trained NOVAtime solutions consultant and should only be changed by

a trained NOVAtime support technician.

1) User-Defined field and Timesheet Approval Levels

a) User-defined Fields:

i) Up to 8 user-defined text and 4 user-defined date fields that can be used for supervisors to

ensure employees meet other job requirements before asking them to do something.

Example: Valid driver’s license and date.

b) Timesheet Approvals:

i) Up to 8 timesheet approval levels

ii) Daily and/or pay period approvals


(IV. Understanding System Setup (Overview) – continued)

2) System Preferences

a) Terminated Employees:

i) Clear future data (like approved PTO requests, etc…)

ii) Auto-enroll new employees in biometric time clocks



3) System Pay Codes

a) Track any hours or amount ($) pay code in the timesheet

i) Work and PTO hours

ii) Unpaid absences (timesheet has a record for every scheduled day)

iii) Commissions

iv) Bonuses

v) Expenses

vi) Equipment

vii) Work apparel



4) System Modules

a) Many are standard; other are PEPM

i) Concierge Enhanced Scheduling: Easily find qualified replacement employees for employee

who call in sick or those who are approved for paid-time off. Directly select a replacement

employee or publish the scheduled to selected employees and the first one to pick it up wins.

ii) Expense Module: Allow authorized employees to input company-related expenses and

scanned or other electronic receipts in the system. Expenses can either be included in the

payroll process or exported to a .CSV or Excel file for import into other systems.

iii) FMLA Module: Automate FMLA compliance. The employee can initiate, take necessary

actions, and monitor FMLA requests while the FMLA Administrator (FA) performs

administrative functions, or the FA can complete the entire process. The system sends email

notifications and reminders to the employee and FA as needed for each step in the user-

defined process.

iv) Notification Services Module: The system can email and, in some cases, send a text for the

following system events (and more):

(1) Approaching required meal break

(2) Approaching overtime

(3) Approaching total hours

(4) No Show

(5) Pending schedule requests

(6) Timesheet Exceptions

(7) Unapproved Timesheets

(8) Unprinted point documents

v) Point System Module: Automate your companies attendance rules and motivate your

employees to adhere to them.

(1) User-defined point values for timesheet exception, pay code, and reason codes

(2) User-defined point levels and documents

(3) Reason codes and pay codes can excuse points

(4) Perfect attendance point, paid time-off, and bonus awards

vi) Retro Pay Module: Allow changes to the “Adjustment Timesheet” area for timesheets already

processed to payroll; and the adjustment will automatically go out in the next payroll process.

vii) NOVAphone-in Module: Authorized employees can punch/transfer based on allowed caller ID.

They can also review schedules and call-in to report being absent or tardy. When absent, the

system will remove them for the schedule, and in the case of using the Advanced Schedule

Manager (ASM) the system can automatically reach out to available, qualified employees by

phone, text, and email until someone picks up the open schedule.

viii) Advanced Schedule Manager (ASM): Configure the company’s or organizations schedule

resource requirements and the employee’s certifications/qualification/availability. The system

will automatically generate schedules based on configured priority (seniority and lowest

overtime to name just a couple) and open schedules can be automatically published to and

picked up by qualified employees. Employees can also giveaway or exchange schedules.




V. Understanding System Rules (Overview) The Rule Setup Category is used to configure system rules that govern how employees are paid in the

system. The areas in this category include

1) Shift Rules

a) Fixed – Single start/end time each work day

b) Flexible – No start/end times – just workday

c) Dynamic – All possible schedules employees can work on any designated workday. “In” punch

assigns the employee (in the timesheet only for timesheet calculations) based on closest

schedule.

d) Rotating schedules

e) Unpaid meals and meal waivers


(V. Understanding System Rules (Overview) – continued)

2) Holidays Rules

a) Eligibility (scheduled day before/after

b) Prorate rule: Pay an employee an average of his or her daily hours for their unworked paid holiday

hours.

i) Great incentive for employee to work their full hours



3) Accrual Rules

a) Vacation, Sick, PTO, FMLA, Personal Day(s), and more

i) Secondary pay codes:

(1) One accrual bucket (PTO): Sick and Vacation timesheet records subtract from the same

bucket.

(2) Run out of sick, and it can then come out of Vacation

b) Prorate accrual benefits based on hours worked

i) More incentive for employees to work their full hours



4) Point Rules

a) Track points based on reason codes, exception codes, and pay codes

b) Define point levels and each one’s associated user-defined document

c) Perfect attendance incentive awards of points, comp-time hours, or bonus





5) FMLA Rules

a) Manage FMLA in one system

i) Interactive FMLA review and submission by employees

ii) Case management for MFLA Administrators

iii) Reason code task list (workflow) that includes email notification and reminders



6) Advanced Schedule Rules (ASM)

a) Configure and maintain company schedules and scheduled resource counts.

b) The system generates schedules based on process order priority, employee qualifications and

availability.


VI. Understanding Access Setup (Overview) The Access Category is used to configure system access security (access groups). Access groups are at

the very core of NOVAtime functionality. Access groups control what any person can see and do within

the database. Access is granted at one of three levels and each level is highly configurable within the

Access category.

1) List Page

a) Create access security groups and assign to web service, time zone, and whether or not they

have access to sensitive employee information.

2) Page Menu Page

a) Define the pages each access group can see

3) Page Access Page

a) Define the type of access each access group has for what they can see

(IV. Understanding Access Setup (Overview) – continued)


4) Advanced Pages

a) Define assigned timesheet approval level and other approval related features

b) Define timesheet options

c) Define timesheet columns

d) Define pay code and exception access (attendance and Scheduled categories only)

e) Define time-off request submission access and approval features


VII. Maintaining Employees There are a couple of different ways to integrate employee setup data from other systems (Payroll/HR)

into NOVAtime. However, there may be various fields that are either required or desired in the NOVAtime

system that are not always available in the other systems. NOVAtime’s Express Employee Entry page is

used to make quick changes to these fields for new employees, or to make quick changes to existing

employees.

1) Navigate to the Employees>Express Employee Entry page.

a) Page Features:

i) Employee List Panel: Search, Group (2), Policy, and Shift Filter: Select the appropriate filter(s)

to locate and display the employees that need their information changed.

b) The employees listed and selected here will also be listed in the information selection area.

i) “One” column:

(1) Uncheck/check an employee from the list panel and the employee will be removed/added

to the information selection area.

(2) Click “One” and all of the checkboxes will be cleared except for the highlighted employee

and the text will change to read “All.”

(3) Click “All” and all of the checkboxes will be selected and the text will change to read “One.”


c) Screen Setup:

i) Click the Column button to select the fields and their order to display on the page.

d) Screen Setup: i) Click the Column button to select the fields and their order to display on the page.

e) Making Changes:

i) Click on the field in the row for an employee and select the correct record. Continue to make

changes to the rest of the fields for the employee.

ii) Copy Buttons:

(1) Copy one employee’s displayed information (the entire row) to the next employee (next

row): Click the button to the right of the employee Name/ID field for that employee.

(2) Copy one employee’s displayed information (the entire row) to all of the next employees

(next rows): Click the button to the right of the employee Name/ID field for that employee.

(3) Copy one employee’s column to the next employee (next row): Click the button to the

right of that column field for that employee.

(4) Copy one employee’s column to all of the next employees (next rows): Click the button to

the right of that column field for that employee.

iii) Click Save.


VIII. Maintaining System Users and Delegation The User Setup page is used to add and maintain system users who are accessing Administrator Web

Services (AWS) or Supervisor Web Services (SWS). System users can be assigned to AWS or SWS

access based on their assigned Access Group. It is important for SaaS customers to understand that

any user added to this area, even if by mistake, will generate an additional user cost for the billing cycle

for which they were added—even if the user is immediately deleted or disabled. Important Note: Sharing

system user logins is a violation of the software license agreement. Do not use the same system user

login for more than one system user.

Note: The terms User and Supervisor may be used interchangeably in this document. The term refers to anyone with access above that of an employee in the organization.

Users Setup Page - there are several pages under the Users Setup Page. Depending on your organization's configuration, you may see one, or all, of the following:

➢ Overview page: Add/edit system user setup information ➢ Employees page: Assign employees to a system user ➢ Preferences page: Review / modify system user preferences ➢ Groups page: Modify group records system users can access several areas of the program. ➢ Delegation page: Add/edit system user delegates who can cover other system users when they

are not available to perform system duties for their employees.

1) How to set up a new supervisor

a. Navigate to the User Setup/Overview Page

b. Click New. This will open a user management window that will allow the entry of the new

user’s basic setup information.

c. User Name: Enter the supervisor’s login (e.g., smithc, employee number, or other unique

identifier). Note: once a User Name/login name is added, their User Name CANNOT be

changed. Full Name and Password can be changed at any time.

d. Full Name: Enter the system user’s full displayed name

e. Password, and Verify Password: Select a default password (e.g., temp1234). The

supervisor can change it later. Passwords are 8-12 characters; minimum of 1 number and

1 alpha letter.

f. User Employee: This will allow system surest to toggle My Team and Myself and is also

used for the Auto delegation process


g. Copy Existing User – (Upper right corner) if you are setting up a supervisor to replace a

previous supervisor, use this function. Select the supervisor to copy from.

i. Check all the boxes at the top except User Info – This will copy the same setup in

Delegation, User Administration, Assignment of Employees, Published Reports

and Groups the previous supervisor had access to.

h. After returning to the page, click on “Info” and enter the new supervisor’s email address.

i. If you copied another supervisor’s setup, the “Access Group” will already be populated. If

not, select the appropriate Access Group for the new Supervisor. This defines the extent

of the authority that a supervisor has in the system.

j. User Employee – (optional) if you selected the User Employee in Step 1, then it should

already be populated. This is used to switch between My Team and Myself, and in the

Auto Delegation feature.

2) Assigning Employees to a System User

a. Navigate to the User Setup>Employees page and select the system user.

i. All Employees: Select this option to assign all employees to the selected system

user. Note: It is NOT recommended to view the employee list and unselect

employees.

ii. Manually Select: Not recommended - Select this option to select the individual

employees that the selected user will have access to in the system. When using

this method, the system administrator must return to this page any time a new

employee is hired or their assignment needs to be changed to another system

user. Not recommended.

iii. Group Filter: This is the most effective employee assignment method, as it

requires no additional change in this area when new employees are added to the

system or when changing an employee user assignment. This feature looks at the

information in the employee setup area (Employee category) to assign the

employee to a system user.

1. The trick here is to find the lowest common denominator for the employees

supervised by the selected system user.


2. When selected, a selection can be made for any, and all, system features

listed. Select a group item, and the list of values associated with it will

appear for selection

iv. Assign To: There are a few situations in which this is a good option for

selecting/filtering employees for a supervisor. However, be aware that this can be

an extremely cumbersome option to maintain. When selected, the system user

must also be an employee in the system and employees must be assigned to the

system user in the “Supervisor” field in employee setup. Move the system user

from the Available Items list to the Selected Items list.


3) Configuring Preferences for a System User (optional)

a. Navigate to the User Setup>Preferences page and select the system user.

b. Modify the preference as needed.

4) Configuring Group Record Access for a System User (optional)

c. Navigate to the User Setup>Groups page and select the system user.

d. Modify the groups the system user is allowed to access in the timesheet and when

creating schedule templates as needed.


5) Configuring Delegation for a System User

Occasionally a supervisor may need to have someone else take over his or her system duties.

Delegating responsibilities for approving timesheets as well as approving leave requests can be

easily accomplished using the Delegation feature in NOVAtime. NOVAtime support personnel

need to create delegations access groups that will be used in delegation process.

The process of establishing a delegate can be done by an administrator as follows:

a. Navigate to the User Setup>Delegation page and select the system user.

b. User Delegation Filter: This is used to limit the system users that can be selected as

delegates. It also limits who system users can create as new delegates.

c. Manual Delegation: Manual delegation is used in cases where a system user is only

delegating access to their assigned employee for a defined period of time; like a planned

absence. However, a system administrator can quickly activate a delegate when a system

user is unexpectedly not available.

a. From: Enter or select the first calendar date in which the selected delegate user

will have access to your assigned employees.

b. To: Enter or select the last calendar date in which the selected delegate user to

have access to your assigned employees.

c. Web Access: Select the appropriate AWD or SWD Delegation Access Group.

d. Pay Code: Select 0[WKHR] (default). The pay code selection is not applicable to

the manual delegation method.

e. Type: Select Manual (default)

f. Notified: This field is automatically selected when the setup is saved and is used

to indicate that an internal message was sent to the delegate user. To send the

message again, uncheck this selection and save the record.

g. Employee Filter: Appears only after the record is saved. Ignore - not applicable to

SWS.

h. Group Filter: Appears only after the record is saved. Appears only after the record

is saved. Anyone assigned to SWS can assign any groups to any delegate user.

i. Message: Before the new record is saved, this is an additional message that will

be included with the delegate alert message this will be sent to the delegate user.


d. Automatic Delegation: Automatic delegation is used in cases where a system user is

absent (planned or otherwise) and where the system automatically activates their

delegate(s) based on absence pay code(s) entered into the system user’s own employee

timesheet. Automatic Delegation requires that the system user be added as an employee

in the system.

a. From: Leave empty

b. To: Leave empty

c. Web Access: Select the appropriate AWD or SWD Delegation Access Group.

d. Pay Code: Select the timesheet pay code that will be used to activate the delegate

user.

e. Type: Type: Select Auto.

f. Notified: This field is automatically selected when the setup is saved, and it is

used to indicate that an internal message was sent to the delegate user. To send

the message again, uncheck this selection and save the record.

g. Employee Filter: Appears only after the record is saved. Typically you do not need

to do anything here.

h. Group Filter: Appears only after the record is saved. Anyone assigned to SWS

can assign any groups to any delegate user.

i. Message: Before the new record is saved, this is an additional message that will

be included with the delegate alert message this will be sent to the delegate user.


IX. Maintaining Holidays The NOVAtime system uses holidays to pay non-worked holidays for qualified employees and holiday

overtime for employees who work on holidays. It is essential to maintain the system’s holidays each year,

or in cases where multiple years are entered in advanced, to confirm the system is ready for the next

year’s holidays. It is a good idea to add an annual email-system calendar reminder to review and add

system holidays for the next year – about the first week of December.

Navigate to the Company Setup>Holidays page.

1) Copying Holidays:

a) Click Copy.

b) Select the holiday to copy from, enter the new date for the copied holiday, and click Save.


2) Adding Holidays

a) Click New.

i) Enter / select the holiday date and description

ii) Un-select any holiday rule(s) that is not applicable to the added holiday and click Save.


X. Using Retro-pay and Advanced Timesheet Features The NOVAtime Retro Pay feature allows system users to make adjustments to pay periods already

processed to payroll (without opening the timesheet) while including the adjustments in the next payroll

process.

Activation and configuration by NOVAtime support personnel is required to make the feature available for

use in the system.

Making a Retro-pay Adjustment

1) Navigate to the Attendance>Timesheet page as usual for a pay period that is already processed to

payroll (status = Payroll).

a) Locate the “Adjust Timesheet” area.

i) Add adjustments as needed. Any adjustment that affects daily or weekly overtime will

automatically be re-adjusted by the system.

Notice in the sample below that the system users added a record for 06/24/2018. The system

added adjustment records to compensate for the change to overtime.


XI. Publishing and Scheduling Reports Since reporting is an essential function of business, NOVAtime has a robust reporting tool that contains

over 150 configurable report templates in 14 categories. Each template can be configured to produce the

information you require. Reports can be displayed ad-hoc, or they can be published (saved) to run again

in the future without requiring re-configuration. Published reports can be published to other system users

or for private use. Published reports can only be deleted by the person that published the report.

1) Publishing Reports

a) Configure a report template as usual.

b) Preview the report and make report setup changes as needed until it meets your requirements.

c) In the final preview, click Publish. The system will navigate back to the report’s Properties; scroll

down to the bottom of the page to the Publish To area.

d) Publish Name: Include a short Name for the report and copy it to the Description field.

e) Publishing private reports:

i) Publish To: Myself – Only you will be able to see the published report in your private report

area and Dashboard User Reports gadget. Any change made to the report is applied the next

time you run the report.

f) Publishing public reports:

i) Publish To: Select Users – Only selected system users will be able to see the published

report in the Public report area and the Dashboard’s User Reports gadget. No changes are

allowed for Public reports unless they are removed and re-published, or if they are copied to

the system user’s private report area.

Disadvantage: Adding a new system user or changing and existing system user to another

role requires republishing the report for it to be included in the public report access.

ii) Publish To: All Users – All system users will be able to see the published report in the Public

report area and the Dashboard’s User Reports gadget. No changes are allowed for Public

reports unless they are removed and re-published, or if they are copied to the system user’s

private report area.

iii) Publish To: Selected Access Groups – Only system users that are assigned to the selected

access groups will be able to see the published report in the Public report area and the

Dashboard’s User Reports gadget. No changes are allowed for Public reports unless they are

removed and re-published or if they are copied to the system user’s private report area.

Advantage: Adding a new system user to one of the selected access groups automatically

make the public report available for his or her selection. The same thing applies when

changing an existing system user’s access group. In both cases, re-publishing the report is

not necessary.


2) Scheduling Reports

Scheduled reports can be emailed to system users, or they can send to your secure FTP site.

a) Configure a report template as usual and publish it as a Private report.

b) Select the report from your private report area and select the Report Schedule Options.

i) Select how often to schedule the report.

(1) Once: Select when to send the report

(2) Periodically: Select the appropriate days and the time to send the report.

ii) Email User List: Select the system users who will receive the report.

iii) Select Access Groups: Select the system access groups whose system users will receive

the report.

Disadvantage: Adding a new system user or changing an existing system user to another role

requires rescheduling the report for them to be included in the report schedule.

iv) Run the scheduled report in impersonation mode: Select this option to limit the employees

in the report to those assigned to each specific system user in their copy of the scheduled

report.

Advantage: Adding a new system user to one of the selected access groups automatically

includes the system user in the report schedule. The same thing applies when changing an

existing system user’s access group. In both cases, re-scheduling the report is not necessary.

v) Click Save. The report will be added to the Reports>Events page to run as scheduled.

(1) Important Note: If making changes to any report that is already scheduled, be sure to

cancel / delete the report in the Reports>Events page first. Otherwise, the original version

of the report will continue to run as usual.


Appendix B – Reports: Creating, Saving and Sharing

XII. Dashboard, Navigation Settings and Overview The NOVAtime system includes a new administrator/supervisor dashboard (SPA), navigation, In/Out

Board (SPA), and Request Approval (SPA). The new user interface (UI) provides an improved look and

feel with easy navigation, as well as supporting tablets and smartphones.

The following is an overview of the new Administrator and Supervisor Dashboard, highlighting the new

navigation and User Interface (UI). The new opening screen of the dashboard is shown below.


1) Enhanced Navigation UI

a) Top Menu

i) Click to expand/minimize the navigation menu (Side Menu)

ii) Click to navigate to the Dashboard

iii) Click to switch to be a delegate system user, to yourself as an employee (Myself), or to

configure Dashboard and navigation menu settings.

iv) Click to review system messages

v) Click to access online help

vi) Click to logout of the system

b) Side Manu

i) Select the category and page as needed. Selected pages will appear at the top of the screen

and will be removed upon logging-out of the system (if not marked as a favorite), or when

accessing many other pages during the session).


c) Favorites

i) Once a page has been selected and appears at the top of the screen, click on the page icon

and it will be saved as a favorite. Page favorites appear on the screen upon logging into the

system.

ii) The order the favorite pages appear can be modified by clicking to either change the order

or remove them from your favorites.

2) Dashboard (SPA)

a) Settings: Each system user can configure his or her own preferences using the user dropdown

selection and selecting Settings. The available list of gadgets shown on the Settings page is

controlled by the system administrator.


b) Preference Setup:

i) Lock side menu – On: The system will keep the new UI menu open or closed based on the

last selection (its last selection open or closed).

ii) Auto launch Dashboard - On: The system will automatically launch the Dashboard.

iii) Auto Refresh - On: The system will automatically refresh the Dashboard based on the

selected refresh rate (5 – 25 minutes).

c) Dashboard Setup:

i) Click the highlighted checkbox below to activate all gadgets at once or click again to disable

all gadgets at once. Otherwise, click on the checkbox next to each gadget to activate or

deactivate the gadgets.


d) Assist Panel

i) Auto collapsed: Minimizes the Assist Panel display. It can be expanded on-demand to display

the summary count of timesheet exceptions, time-off status, timesheet status, and other

details.

ii) View:

(1) Pay Period Summary only:

(2) Period and Daily Summary:


iii) Period and Daily Summary, and Daily Schedules

iv) Exception:

(1) On: Include exception summary in the Assist panel

v) PTO Status:

(1) On: Include time-off request status summary in the Assist panel

vi) Timesheet Status:

(1) On: Include timesheet status summary in the Assist panel

e) Dashboard Gadgets

i) Each gadget has its own configuration options that can vary from gadget to gadget. Here are

the most common options for all gadgets.

(1) Gadgets Name: Option – Allows a user-defined name for the gadget

(2) Row Count: Display 5-25 rows at a time

(3) Auto collapsed: Minimizes the gadget in the Dashboard display. It can be expanded on-

demand in the Dashboard.


3) Enhanced Navigation

The menus have been moved to the left side of the display to allow more information to be included

on the screen. Click to expand or minimize the selection menu.


XIII. Notifications Automated NOVAtime Notification Services can streamline your administrative and management tasks.

Designed to promptly notify or remind users/employees to act, automated NOVAtime Notifications can

highlight exceptions or events that warrant your team’s immediate attention.

Contact your NOVAtime support representative to activate the Notification Module, Services, and access

to the Notifications page.

1) Navigate to the Company Setup>Notifications page.

a) Depending on the modules active in your system, you may not see all event types available for

use in the system. The most commonly used notification events are:

i) Accruals – Employees who are approaching their maximum accrual balance

ii) Approaching meal - Employees who are approaching their mandatory meal time

iii) Approaching overtime - Employees who are approaching overtime

iv) FMLA notifications – FMLA Task (step) notifications on FMLA cases

v) No-show – Employees who have not yet punched in for the schedule

vi) Offline data collection – Time Clocks that have been offline for a time

vii) Pending schedule request – Employee request that have not yet been approved

viii) Timesheet exceptions – Employee timesheet exceptions

ix) Unapproved timesheets – Employee timesheet that still require approval

x) Unprinted Point Documents – Employee point documents not yet downloaded for review.

2) How often a notification is processed is dependent on the type of notifications.

a) Schedule Type:

i) Auto – Everyday at 00:00

ii) Manual – Selected Days / time

iii) Event Triggered - only supported for use with the Timesheet Pay codes event type for phone-

in system call-off features

b) Additional Data: Varies by event type

c) Messaging Details:

i) Employees – by email only

ii) Supervisors – By email (details) or by text (summary only)

d) Filters: Configure to filter employees for a specific notification


3) A couple of Sample Notifications


XIV. Point System Overview and Use The NOVAtime attendance Point System is an advanced point tracker that assists customers in

automating their attendance policies and improving attendance.

The point posting process calculates points based on timesheet activity (or lack thereof), and the point

system document generator creates a document for review with the employee once an employee

reaches pre-defined levels.

1) How are points calculated? It is based on defined timesheet activity.

a) Timesheet exceptions: Absent, Tardy, Out Early, No Meal (just to name a few)

b) Timesheet Pay Codes: Sick, Unpaid Sick, Suspension (for example)

c) Timesheet Reason Codes: Unexcused Absence or Tardy, Excessive Car Trouble, Tardy No Call

(for example)

“The Stick”


“The Carrot at the end of the stuck”

“The Score”

“The Outcome”


Posting Points

In order to post points, make sure that all timesheets have been edited as needed. Depending on the

“strictness” of the customer’s attendance rules, this could be an everyday process or a once-a-pay-

period process.

d) Step 1: Check/Edit Timesheets

e) Step 2: Attendance>Posting page → Run the “Post / Reprocess Point” for the required date

range.

f) Why not schedule the posting process? You could, but the timesheet still needs to be corrected

as needed first. If the timesheet is not accurate, then neither will the employee’s points.

g) You can always re-post the points as needed.

2) Reviewing Points

a) Reports>Report Generator Page – Points System


Attendance>Points>History page

3) Adding Points

a) Attendance>Points>Management page

i) Add starting balance

ii) Note: Do not use to “expire” system-generated points.>Report Generator Page – Points

System.


4) Generating Documents

a) Step 1: Attendance>Posting page

i) Select “Document Generator”

ii) Select documents to generate

iii) Select the date range to see who reached the defined point levels during that time and

process

iv) Reprint Documents: This will re-generate all documents for employees who met or exceed the

defined point levels within the specified date range.

b) Step 2: Check the Dashboard’s “Unprinted Point Document Gadgets” and click on the employee.

The system will navigate to the Employees>Review page.

i) Click Download for the listed document, print it, and take action.

ii) Once downloaded, the document will no longer appear in the Dashboard.


c) Scheduling Document Generation.

Although scheduling point generation is not always feasible, scheduling document generation is,

and it comes with the added ability to email the documents to the employee’s supervisor.

Select a date range that starts when needed and ends at, say, the end of the year. The process

will need to be edited at the end of that time to encompass a new date range.


XV. NOVAmobile NOVAmobile is an extension of the NOVAtime 5000 solution, designed for iPhone and Android device

users. The free app is available to download from the App Store (iOS) and Google Play Store (Android).

1) Important Notes:

a) Use of NOVAmobile requires mobile data, subject to additional charges from the mobile phone

service provider. Data charges depend on the service provider and actual usage patterns.

b) NOVAmobile collects and transmits (or allows the transmission of) geo-location information to the

NOVAtime Workforce Management solution. NOVAmobile accesses geo-location information for

the sole purpose of allowing supervisors and geo-fence processes to verify the location of

employee time punch and transfer submissions. Recorded geo-location information is saved

within separate electronic timesheets for individual employees. Location data capture requires

app user authorization. Location information is not collected by NOVAmobile if not authorized.

c) NOVAmobile transmits geo-location information only to the NOVAtime database of the client

company with which the app user is associated. Geo-location information collected by

NOVAmobile is the property of the client and may be used and shared at the client’s discretion.

NOVAtime is not responsible for the client’s release of geo-location information.

d) Accuracy of GPS location collected and transmitted by NOVAmobile depends on physical

location, signal strength, and the mobile phone service provider associated with the device

operating NOVAmobile. NOVAtime cannot guarantee the capture of exact locations.

e) Your NOVAtime support representative needs to configure the structure and functions keys for

use with NOVAmobile.


2) Activating NOVAmobile:

a) From your mobile devices, log into the app store and download the NOVAmobile app.

b) Input

i) Client Id: Encounters 2018

ii) Login: provided you in an email

iii) Password: provided you in an email

c) Click Next

d) Choose an available option to receive the security code.

e) Once the security code is received, input code into the security code field.

f) Click Next


g) Unregistering NOVAmobile

i) Open NOVAtime App

ii) Click on wrench icon located on the bottom right

iii) Click Unregister Device

iv) Click Yes to confirm the device has unregistered

Android Devices

iPhone Devices

Please Note: If your NOVAmobile app is setup to use Passcode or finger print recognition, you will need

to make four failed login attempts before the user/password screen comes up in the display.


3) Permissions:

Location and notification permissions are accepted/denied during NOVAmobile installation (Android)

or first use (iOS). The Options settings allow the user to modify these permissions at any time.

a) In the Options section of the Settings page, configure the GPS and notification settings:

i) Toggle the Use GPS Tracking switch to the ON position to allow NOVAmobile to collect GPS

data for punch and transfer transactions submitted on the device. Toggle the switch to the

OFF position to disable the collection of GPS data.

ii) Toggle the Enable Notification switch to the ON position to allow NOVAmobile to send push

notifications. Toggle the switch to the OFF position to disable push notifications. Note:

Notifications include schedule request updates for supervisors and employees, as well as

punch reminders and beacon alerts for employees.


4) NOVAmobile Device Settings:

Several features of NOVAmobile are customizable for individual users. The following subsections

detail the settings that are available to NOVAmobile users with a supervisor role.

a) Open the Settings page to access the customizable app settings:

i) Tap on the triple bar button ( ) on any applicable page to expand the navigation menu.

ii) Select the Settings item and refer to the following subsections to modify the default selections,

display formats, language, dashboard, and permissions. Note: All changes are automatically

saved and reflected immediately in the app.


b) Device Settings:

NOVAmobile is designed to provide employee information quickly and efficiently. Therefore, many

default settings may be customized to provide the most relevant information for individual users

with different needs. The Default Selections section allows the user to designate the

NOVAmobile home page and default mobile timesheet settings.

i) In the Settings page, configure the fields in the Default Selections section:

(1) Tap on the Home Page field and select the default page to display upon login.

(a) Dashboard – displays the dashboard items.

(b) Messages – provides access to system messages.

(c) Myself – displays the employee function keys (available if the user is associated with

an employee profile).

(d) My Team – displays the supervisor function keys.

(2) Tap on the Pay Period field and select the default pay period to load in the Manage

Timesheets page.

(a) Current – loads the pay period containing the current date.

(b) Previous – loads the most recently closed pay period.

(3) Tap on the Pay Cycle field and select the default pay cycle to determine which employees

are initially displayed in the Manage Timesheets and Daily Timesheet Approval pages.

Note: Pay cycle options may vary depending on the NOVAtime 5000 system setup.

(4) Tap on the Group field and select the default labor group to determine which employees

are initially displayed in the Manage Timesheets and Daily Timesheet Approval pages.

Note: Labor group options may vary depending on the NOVAtime 5000 system setup.


5) NOVAmobile Use

The NOVAmobile dashboard provides easy access to real-time information and may be customized

to include summaries of employee attendance, PTO, and schedules (see previews below). The

Options settings allow the user to choose the dashboard content.

a) In the Options section of the Settings page, configure the Dashboard Options:

i) Select the checkboxes of the content that must be included in the dashboard.

(1) Attendance – displays exceptions, meal time, work hours, and weekly overtime for a

specified employee, and provides a direct link to mobile timesheets.

(2) PTO – displays pending, approved, and declined time-off requests for the user’s team, and

provides PTO and FMLA details for a specified employee.

(3) Schedule – displays employees and hours scheduled for a specified day.


Appendix A – Processing A Payroll File

Summary

The purpose of this document is to provide step-by-step instructions on processing a payroll file using the Payroll

Export function.

Detail

◼ Verify that all timesheets have been approved

1. Use the Dashboard Approval Status gadget for a quick overview of how many timesheets are in Open,

Submit, or Approved status.

2. Go to Attendance / Overview

Select the previous pay period and filter the employees you want to include in your payroll file.

You can see which departments/locations, etc., still have unapproved timesheets.

◼ Payroll Page

1. Select the Process Data tab

a) Click "Generate a new payroll file b) Pay period box – click Refresh period or select the desired pay period c) Prepay rule - not used in most payroll processes. Can be used when

payroll is being processed early. Time will be calculated based on employee’s schedules and/or shifts.

d) Special Options box – expand a. Depending on the options you select, the payroll file may take longer to process. b. Do not lock timesheets should be checked only if you are testing. Normally, timesheets

should be locked (put into Payroll Status) as a part of the payroll process to ensure that future edits to the timesheet cannot be made accidentally.

c. Skip Accrual Processing is recommended. Most systems have been configured to run an Accrual Processing event as a separate scheduled event.

e) Use the Filter area to select which employees, departments, etc., you want included in your payroll file.

f) Click Process at the top of the page. g) A dialog box will ask you to confirm the number of employees and the filters you selected. h) Watch the message under the Process button – when it gives you a message that the “Payroll

Process was completed…” and starts updating employee schedules you can go to the next step.

Title: Processing a Payroll file using the Payroll Export tool

Date Created: 10-26-2015 Date Revised:

Created by: NTI Professional Services

Approval:


2. Select the Reports tab

a) Click the + sign to expand the Payroll templates

b) Select the desired report c) Click the Preview Tab to view or use the

features on the Properties tab to format your report first

d) You can save the report while in Preview

The Detail Report and the Summary Report are the most commonly used reports.

3. Select the "Export" tab

a) Name the pay run (if desired) b) Click “Process” c) When you see a Status message

indicating that “The Export Payroll Process was completed…” – click on “Payroll Bridge #2” and then back to Payroll Bridge #1 again to clear the computer’s cache and ensure you are pulling the correct pay data.

d) Then click Download to retrieve your payroll file. Be sure to save this file so you can import it into your payroll system.

NOTE – Paying inactive employees

To include inactive employees in the payroll file, there is a setting in Company Setup > System Setup >

Miscellaneous > Accrual/Payroll > Transfer Punch data to Payroll for Inactive Employees.

This will enable additional settings on the Payroll > Process Data page allowing you to select either all

employees or just active.

Open Special Options and check the box that says “Only process “Inactive” or “Leave without pay”

employees if punches exist.


Filter: When selecting the employees to be

included in the payroll file,

1. use the Filter/All buttons to select the employees, or groups desired.

2. Select Employee Status and move “Inactive” to the Selected Items box on the right.


Appendix B – Reports: Creating, Saving, and Sharing Title Reports: Creating, Saving, and Sharing

Date Created 1-5-2017 Date Revised

Created by: NOVAteam Approval: NOVAteam

Summary

Since reporting is an essential function of business, NOVAtime has a robust report writing tool that will enable the User to use one of 150+ templates in 14 categories. Each template, then, can be configured to produce the information you require. Reports can be pulled ad hoc or saved, shared with others, and/or scheduled for regular publication.

◼ Report Overview 1. The Reports Category is typically the fourth category listed in the blue bar across the top of a User’s screen. 2. Use the Report Generator tab to access saved reports and report templates. The Events tab will display the status of reports that have been scheduled to run automatically. 3. Published: There are two headings (banks) under Published: Public Reports and reports under your personal User login name. Published reports are reports that someone has created and shared with you. Published reports can be run “as is” or saved to your own Reports bank. The reports stored under your login name are those which you have created and saved or are Public Reports that you have edited for your own use. Click on the plus sign to see a full listing of the reports under that heading. 4. The Report Template section contains 14 report categories and has more than 150 report templates which provide a starting place as you create individual reports. 5. The Overview, Properties, Preview, and Stored Reports tabs are where you will actually work with each report. Overview: The Overview tab gives a brief summary of the reports in the selected category: Public Reports, User reports, and the individual report template categories. Clicking on a report name on the Overview tab take you to the Properties tab for that report.


Properties: Open each property by clicking on the double arrows and select the desired fields you want included in your report. For example, open the Output Format property to choose whether the report should be in pdf or Excel format. The Primary Filter and Additional Filters categories are used to select which employees’ data will be included in the report. The Fields to Display category allows you to determine what information about each employee you want included in your report. E.g., Department, job, cost center. Use the Data Selections category to select the data you want included in the report. The Date Range category allows you to select various date ranges that are associated with the date the report runs, such as today, yesterday, current pay period, etc. There is also an option for a custom date range. Reports that run based on any of the fixed date ranges will always be current based on the date selection. However, reports with a custom date range will only pull data for that specific date range, regardless of when the report is generated. This is important to remember when scheduling periodic reports. Preview: Once you have identified the filters and data selections for your report, click on the Preview tab. This will run your report and display it on the screen if pdf format was selected or download to your computer if Excel was chosen. If you need to change parameters of the report, return to the Properties tab to make change and then Preview again to ensure the report is correct.


Stored Report: Sometimes big reports that are compiling a lot of data may require extra time to process. When this happens, you will get a message on the Preview screen that when the report is compiled it will be available on the Stored Reports tab. This is a temporary storage for your reports, so check be sure to check back to retrieve your report. If your email address is configured as part of your User login, you will receive an email notification when the report is ready for you to retrieve. ◼ Publishing a report (Saving) Publishing is the NOVAtime equivalent to saving a report that you want to save for future use. Once your report contains the desired information, open the “Publish To” box near the bottom of the Properties page.

1. Name your report

2. Describe your report

3. Publish To: This is where you will designate who has access to this report. Publishing it to “Myself” is the equivalent of saving the report and the report will appear on in your personal Published Reports list on the left sidebar.

If you want to share the report with others, select “Select Users” from the dropdown box. Identify the person that you want to share the report with and move their name to the right “Selected Items” box.

4. Click “Publish.” Reports published to “Myself” will appear on in your personal Published Reports list on the left sidebar. Reports published to/for other people will appear in their “Public Reports” bank on the left sidebar.

NOTE: Reports that are displayed in the Public Reports / Overview tab can only be deleted by the report’s creator.


◼ Using a Published report If you want to use a report from the Public Reports list, click on the report title and then click on the “Preview” tab to run the report. If you want to change any property of a Public Report:

1. Click on the report title

2. Click on the red + sign in the “Publish To” box at the

bottom. This will put a copy of the original report in

your personal reports bank in the left sidebar. You

can edit the properties of the report as needed.

◼ Scheduling Reports After a report has been saved, you can schedule the report to run again automatically. Open the area titled Report Schedule Options

1. Select if this is a one-time report or a periodic report. If periodic, check the appropriate days you want to run the report.

2. Identify what time the report should run 3. Identify who should receive the report. Note: You

can either send it to: a. Individuals using the Email User List b. Or to everyone in a specific access. To do

this, click on the dropdown list and select “Select Access Group” and then move the desired access group to the Selected Items box on the right.

4. Check the box “Run the scheduled report in impersonation mode” if you want the data in the report to only contain the data that pertains to that specific User.

5. (Optional) Compose an accompanying email message 6. Save

NOTE: IF YOU WANT TO DELETE/CHANGE THE REPORT BE SURE TO STOP THE SCHEDULED REPORT FIRST. If you change/save/delete the report without stopping the schedule, the report will continue to run and be emailed.