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Breeze Time Management - Features

Main Program Form

The program is operated from the Main Form as shown below. The Visual Selection screen provides button access to the main data processing features of the program. Import and Export features are accessed from the Remote menu.

Employee Pay Rates and Charge Out Rates

The program allows for a base pay rate and charge out rate for each employee. Each individual time entry can then been given an alternative pay rate and/or charge out rate. Pay rates and charge out rates are tracked by a numeric ID. A file can have up to 999,999,999 pay rate and charge out rate IDs allowing huge tracking capacity for small business. Pay rates can also have an Input Code that is used as an alias to link data to an external accounting system. For example, in your accounting system you may identify pay rates as Regular, Overtime etc. These values would then be entered in as the Pay Rate Input code as shown below. The ID 0 is used as a default to determine whether the Employee Base rate or the specified Alternative Rate should be used in calculations. If the specified Alternative Rate ID is ID 0 then the base rate is used otherwise the specified Alternative Rate ID is used.

Customers, Services and Invoices

Customer and Service data are used mainly to identify the specifics of an Activity as discussed below and are used for export file formats.  The Invoice feature is limited to recording amounts invoiced for Project analysis purposes. Invoices are not actually generated from within the program.

Projects

Projects are used to summarize results for Time, Payroll Cost, Billing Amount and Margins. These results can be analyzed in Reports or using the Project Dashboard as shown below.  A Project can be drilled down through to the source input. Projects are also used for export file formats.

Activities

Breeze Time Management is Activity based to provide as much detail tracking as you require. Activities are tracked for a Project, which is related to a specific Customer, and by a Service. An Activity ID is used to link together all the necessary information needed for tracking including the Customer, the Project and the Service. A file can have up to 999,999,999 Activity IDs for tracking. Although this is large number for tracking capacity, Activity IDs  need not be entered on a sequential or random basis. Standard tracking templates can be developed with careful structuring of Activity ID by block numbering where the Activity ID is a combination of a fixed type of activity and a variable Project ID component. For example, a six digit block Activity  ID could use the first 3 characters to identify a fixed activity and the next three characters could be used to indentify a variable project, as shown below. The system allows for copying activities by this type of numbering system. Each Activity is summarized for related Employee and Schedule Time and can be drilled down through to the source input.

Employee Time

Employee time is entered and tracked by an Activity ID which streamlines the amount of data required to be entered. One of the key objectives of Breeze Time Management is to have employees maintain their own time details pending submission. This does two things, it distributes the detail recording of time from a centralized person such as a payroll clerk and provides a logical point for time approval by a manager or business owner. The program provides several options for recording employee time into the data file:

1. Centralized maintenance directly in the program. (As shown below)

2. Remote employee time maintenance by the employee imported into the data file (Listed below).

3. Time transferred from the Schedule.

The program provides three Remote methods for employee time maintenance by the employee pending submission by import.

1.  A Remote Employee Time Sheet in structured XML file format, which operates similar to internal program maintenance as shown above.

2. An Online Time Submission Web Site that requires a PHP 5 capable server host.

3. An Excel Time Sheet template.

Schedule

The program has a basic Schedule feature for scheduling and assigning activities to employees. The Schedule is always prepared using the Employee base rates. The Schedule can then be used to update the Employee Time by transferring Schedule time entries. Once transferred to Employee Time the transferred Schedule time entries can be edited for necessary changes to the base rates, unscheduled time such as overtime and any other particulars.

Importing

Importing is done from either the structured XML file format or a defined CSV file format that can be constructed and maintained in any program capable of CSV file format maintenance such as Excel.

Exporting

Employee time can be exported into an Excel workbook and into two popular small business accounting formats based on their specifications at the time of development of Breeze Time Management.

1. Simply Accounting (Sage 50) IMP format

2. QuickBooks IIF format