Creating Job Profiles

From the main Job Tracking menu, click on the [JOBS] icon located under the Create/Edit section of the screen, or on "Jobs" located in the row of links directly below the main program navigation tabs at the top of the screen.

1. Click on the "Add" link in the level where you would like to create a job. The Job Detail Information window opens below. This window contains multiple sections of job information. The only required settings are the job "Name" and "Number" located in the General Information box near the top of the screen.
2. Enter a Name for this job as you would like it to appear in the program. This field is required.
3. Enter a detailed Description for this job, if desired.
4. From the drop-down menu, select whether or not the job is to be set to a status of Completed in the system.
   Note: Once a job has ended, this is the setting that you return to and edit in order to mark the job as "Completed" in the system.
5. If hours for this job are to be assigned to a specific Base Pay Code, make the desired selection from the drop-down menu. If no setting is specified pay codes will be defined on an employee or schedule basis (depending on your setup).
6. The Export Code is used when exporting job information from TimeForce II to external payroll management software. Some exports use the "Export Code," while others use the Job Name or Job Number.
7. Enter the Job Number. This is the number that employees will use to punch into this job at the time clock. This setting will only appear if the "Selectable at Clock" option was enabled on the Job Level properties.
   Note: Job numbers in the TimeForce II system must be unique. The next available number is displayed.
8. All other job profile information is optional. Enter as much of it as your company would like to track.
   Note: The types of information on this screen correlate with the properties specified when the Job Level was created. For example, if this job is being created at Level 2, return to the "Job Tracking Properties" screen and edit the properties of "Level 2" to define what information is seen here.
9. The Optional Information section of the screen allows you to specify a scheduled beginning and ending date for this job, enter the desired dates into the Start Date and End Date fields. Click on the icons to select the dates from a calendar.
10. If you would like hours for this job to be assigned to a specific Department, click on the "No Department" link and make the desired selection from the menu that appears.
11. In the Employee Demographics section of the program, employees can be designated as "Project Manager." Each employee with this setting enabled appears in the Project Manager drop-down menu. If you would like to assign a manager to this job, make the desired selection from the drop-down menu.
12. If you would like to assign a Minimum Hours Policy to this job, make the desired selection from the Minimum Hours Policies drop-down menu.
13. If you would like to assign this job to a Job Group, make the desired selection from the Group drop-down menu.
14. Enter any desired Notes about this job.
15. The Custom Fields section of the screen corresponds with the "Job User Fields" specified in Job Tracking Settings. This feature allows you to create your own fields to add any information you would like to track that the program does not include.
16. If you would like to assign hours worked on this job to a specific Customer, make the desired selection from the drop-down menu.
17. The system allows you to assign Premium Pay Codes to a job profile. These codes are used to give your employees an accelerated rate of pay based on the hours that they work. The Premium Pay Setup field allows you to "Apply All" selected premiums, or only "Apply Greatest" or "Apply Least." Each premium that has been set up in the system is displayed in the Premium Pay Codes section of the screen. By default, all codes are unselected. To assign codes to the job, highlight the desired codes in the Unselected box and click on the icon. The codes are moved to the Selected section of the screen.
18. By default, the program does not restrict which Tasks can be used with the job, or the employees that are allowed to log hours on the job. The Allowed Tasks and Allowed Employees sections of the screen allow you to set up these restrictions, if desired. Remove the check mark from the Allow All option to display the selection windows. All available tasks/employees are displayed in the Unselected box. Highlight the tasks or employees that you would like to assign to the job, and click on the icon. The highlighted selections are moved to the Selected box.
19. The program allows you to insert cost information into the job profile. These costs are broken up into "Quantity," "Equipment," "Material" and "Labor" figures.
20. To add quantity figures, make the desired selection from the Add Quantity drop-down menu and click on the [ADD] icon. Enter the estimated quantity into the field that appears.
    Note: This field will only appear if quantities have been enabled from the Job Tracking Settings section of the program.
21. To add figures for equipment, select the desired piece of equipment from the Add Equipment drop-down menu and click on the [ADD] icon. The added equipment appears below. Enter the desired Quantity and Rate. The Total is automatically calculated. Click on the icon to remove the figure.
    Note: Before this setting can be used, you must first enter equipment information into the system.
22. To add material, select the desired material from the Add Material drop-down menu and click on the [ADD] icon. The added material appears below. Enter the desired Quantity and Rate. The Total is automatically calculated. Click on the icon to remove the figure.
    Note: Before this setting can be used, you must first enter material information into the system.
23. Labor estimates allow you to add estimations based on the hours spent on specific Tasks in the system. General hours that are not attached to a Task can also be entered. From the Add Labor Estimate drop-down menu, select the desired Task, or select "No Task." Click on the [ADD] icon to enter estimate details. The chosen task is displayed under the Name column. Enter the estimated Hours and Cost. The estimate Total is automatically calculated. Click on the icon to remove the estimate.
    Note: Before labor estimates can be entered for tasks, you must first enter Task information into the system.
24. Once you have entered all desired job information, click on the [SAVE] icon in the lower left-hand corner of the screen to save the Job Profile.

Use the Job Levels to create as many structured jobs as desired.

Related Topics

• See Job Levels for more information on creating your Job Levels and specifying their properties.
• See Base Pay Codes for information on creating the codes available for selection on a job.
• See Employee Profiles for information on specifying employees as "Project Managers" from Optional Employee Demographics.
• See Minimum Hours Policies for information on the policies available for assignment to a job.
• See Job Tracking Settings for information on creating Job Groups and Custom Fields, and enabling Tasks and Quantities.
• See Customers for more information on creating customers for job assignment.
• See Premium Pay Codes for information on creating the codes available for selection on a job.
• See Tasks for information on setting up and using tasks in the system.
• See Equipment for further instructions on entering equipment information into the system.
• See Material for more information on entering materials into the system.