Time and Materials Accounting
.NET version 3.0
A Programmable service-oriented accounting system
with implementations for the Service Industries, Compliance Audits, and
Professional Invoicing.
© New Century Products 1981-2004
all rights reserved
www.StatusBoard.com/tma
This is an early release copy of this manual. Please check back later for an updated copy.
CONTENTS
OVERVIEWINSTALLING THE APPLICATION SERVERAccounting for Time requires a new arithmetic. Give five dollars and five minutes to five people and what does each person receive? We challenge you to find any other accounting system that can account for the peculiarities of time the way TMA can.
Multi-language support allows you to create a plan in one language, chart the execution of the plan in another, and read the charts in any language. This feature extends also to bar-code and computer-to-speech phonetic presentations.
Application Server technology provides greater security than Internet Information servers while allowing any number of authenticated users to access this program from PCs and/or small portable devices with no installation.
The Application Server is a program that has permission to read and write particular files on your computer. Your users have no such permission.
In TMA, an Implementation is a group of simple text files that identify the Actions, Observations, Items, and Services you perform for your Customers, Patients, Vehicles, Fixed Assets, etc., and a series of web pages (html, xml) for data entry.
The Application Server reads these text files and presents information to the user over the telephone, or displayed in an Internet Browser. Almost all computers come with an Internet Browser built in. Therefore any such computer on your network can browse to your Application Server and use your Implementation - your Accounts, your Services, your Plans, that is, if you give them permission.
This section also explains how to set up Portable Bar Code Readers.
Security does not need to be complicated. Unplug your office network from the internet, and you have just kissed hackers goodbye - period. But if you ever connect to the internet (even to check email), use wireless networks, or are concerned about in-house espionage, this is the chapter to read.
Your system administrator can select from a variety of data input styles. In addition to the telephone, keyboard, and bar code interfaces, this version introduces touch-screen simplicity.
Templates are provided in hyper-text (html) which is a common format, easily edited with a variety of tools including word processors. Your screens will likely be unique to your needs (modified by your system administrator). but the general concepts of what makes up a transaction are covered in this chapter. On-screen, Online, and other help systems are available.
A list of professionals who support TMA is maintained online. Some industries maintain user forums where you may be able to get free technical support from fellow users.
APPENDIX
©NEW CENTURY PRODUCTS 1981-2004 All Rights Reserved.
NOTICE: The information in this manual, and all software programs relating to
Time and Materials Accounting, remain the property of New Century Products.
Only the right to use the software is granted, and only to properly licensed
customers. To be properly licensed, you must fill out the Registration
form on the Setup Menu, or call us at the number listed at
www.StatusBoard.com/tma/help.
New Century Products makes no warranty as to suitability of this software for
any particular purpose and accepts no liability for direct or consequential
damages relating to the performance of this software. Check with your dealer
regarding trial period and return policy.
Registered trademarks are the property of their respective owners.
BREAKING THE LIMITS OF CASH ACCOUNTING:
Time and Materials Accounting empowers you.
From its inception in 1981, TMA has been built on a broader foundation than any cash accounting system.
TMA accounts for:
ITEMS in any unit of measurement,
OBSERVATIONS,
INSTRUCTIONS,
SERVICES,
ACCOMPLISHMENTS,
TIME,
and of course MONEY.
A RATES file exists where items, accomplishments, or obligations can be assigned a value in dollars.
This system is suitable for nurses, building and health inspectors, maintenance crews, lawyers, and others who need to record activities, observations, and materials for billing and/or to meet government regulations or standards.
Time is not money: Time cannot be stored-up like money. Money, on the other hand, cannot be given undivided to a group of people the way time can.
TMA can handle the special arithmetic required in dealing with time:
CONSECUTIVE ACTIVITIES
CONCURRENT ACTIVITIES
SPECIALIST vs. ASSIST TIME
GROUP ACTIVITIES, TEAM WORK, etc.
You name it. You define the goods and services list that applies to your institution. You define which details, and you define how much detail you want to track at each summary level.
PROGRAMMABLE:
The list of goods and services you create constitutes an "implementation" of TMA. A number of implementations are already available for download. You may pick one during the installation process to give yourself a head start in creating your own implementation.
HARDWARE REQUIRED:
One personal computer.
OPTIONS:
Bar code readers, telephones, and all devices that can browse the internet are supported.
LIMITATIONS:
The Single User license works on one computer only.
The Multi User license is limited to 500 accounts, 50 account types, 300 predefined plan elements per discipline, and 2000 predefined actions/items.
The Enterprise license supports thousands of accounts, etc.
WHAT TMA IS NOT:
Time and Materials Accounting is not a general accounting system. It does not do payroll, accounts payable, and is not recommended as a replacement for accounts receivable. See the User's Guide for information on interfacing TMA to these other applications.
The program you can download from www.statusboard.com/tma/downloads is a generic version of TMA. If you have an installation program on CD, that is the program to use because it will be more tailored to your industry.
For the most simple installation, just create a TMA directory on your C: drive. If you change the directory or install on another computer or disk drive, your license is not transferable, so select a directory you plan to keep for at least the first year. (Note: You may create a directory tree such as "C:\Program Files\TMA", but this is not recommended because it places data files in your Program Files path. Windows XP Users may want to use the Shared Documents directory. Modern security practices use a "bin" directory as discussed later.)
From the Downloads page (or from your CD if you have one) select the desired TMA implementation. The same file name (Install-TMA.exe) is used for all the different Implementations. If you plan to install TMA on some other computer not connected to the internet, save the Install-TMA.exe file somewhere on your local disk, otherwise, just open it to start the installation. Install the program in the TMA directory you just created.
The Install-TMA.exe program will create supporting files and subdirectories in your TMA directory. It will then automatically start the Setup.exe program. It is recommended that you install the TMA.NET program in the TMA directory you created. Advanced users may want to use the TMA\bin directory. (If local policy dictates, you may use the Program Files directory, but if you do, you will have to manually change the shortcut on your Start menu to 'Start in' the TMA directory, not in bin or Program Files).
When installation and setup are complete, you can launch the server program from your Start->Programs menu. (Double-clicking on TMA.NET.exe program only works when it is installed in the TMA directory where the support files were installed.). Upon first run, the Language Selection and Setup windows will be displayed.
You can click on Demo to try out the program. A message about registering your program will appear at random until you are registered. When you are ready to go live, click Setup then Register.
After registering, you will receive a registration code and expiration date. Enter these on the Setup screen to get out of Demo mode.
The 'Network Status Monitor' shows you the Address (URL) of your installation.
TMA.NET is a browser-based program. To use it, all you need is a browser such as Netscape, Microsoft Internet Explorer, or Opera.
Start your browser on any computer on the same network with your server and enter the Address (URL) of your installation as shown on the 'Network Status Monitor'. It will look something like this: http://MyServer/index.htm.
The Home Page of your program will be displayed in your browser. Bookmark this location. Better yet, create an icon on your desktop to this location as follows: Locate the icon in your Address window just to the left of http: Drag this icon and drop it on your desktop. Presto, you have a quick way to open the TMA program from this computer.
In most implementations, the opening screen asks you to log in. Once you do, the Application Server attaches a unique number called a Session ID to every page until you log out, or close your browser, or until the session ID times out.
The TMA functions you are allowed to perform depend on the type of account you use for log-in as explained below under Account Types.
TMA makes good use of abbreviations, nicknames, and mnemonics for speed and simplicity. TMA maintains files of attributes which give added meaning to the codes and nicknames you use.
Just as the implementation you have chosen was created by defining many of the goods and services which you use in your business, you too can define or redefine these lists to meet your particular style of doing business.
The following paragraphs describe the overall concepts of the files which you may wish to edit. Programs are included which help you edit most of these files. The instructions for editing the files, and the meanings of each field, are explained in detail with on-screen help information that displays as you edit the files.
REFERENCE FILES:
THE ACCOUNT-TYPES FILE:
Depending on your type of business, the people you serve may be called customers, clients, patients, or students, etc. Or you may provide service to fixed assets and equipment. Defining these account types is an important first step in tailoring TMA to meet your particular needs.
As in cash accounting, there are four basic types of accounts: Asset, Liability, Income, and Expense. Generic examples of these four types as they apply to time and materials accounting are: a Warehouse, a Do List, a Sales Group, and a Customer group.
You need not set up all four types if, for example, you don't want to keep do-lists or store rooms. On the other hand, you may create a number of customer account types so that you can track profits by type of customer. (See Spreadsheet in the User's Guide under Reports below).
A program to edit the Account Types file is available with on-screen help to aid you in editing this file. Look for this program on the Setup menu for your Implementation. Remember that the Application Server (represented by the Network Status Monitor) has its own separate Setup menu that applies only to the Server.
The file name where Account Types are stored may be Acc_Type.ref or AccountType.xml, or the AccountType table in your database.
THE ACCOUNTS FILE:
Once you have defined the types of accounts, you can define the accounts themselves. Usually every employee and customer, store room (and work group for do-lists) is an account. But you could create a blanket account for all customers who deal over-the counter. Also if the service you give is performed on equipment rather than for people, you can set up an account for each fixed asset or piece of equipment.
A program to add/change Accounts is available with on-screen help to aid you in editing the accounts file. Look for this program on the Opening menu or, depending on the implementation, on the Office Functions menu.
The file name where Accounts are stored may be Accounts.ref or Accounts.xml, or the Accounts table in your database.
If you want the computer to monitor the time your people spend using the TMA programs, do not remove the account called COMPUTER which exists in most sample implementations. See ENTRYTIME in Appendix A for details
THE PLANS FILE:
Individual plans are created by selecting items from the general Plans file. The Plans file is a list of most of the goods and services you plan to provide. Of course exceptions can be typed in when you create individual plan files.
A program to edit the Plans file is available with on- screen help to aid you in editing this file. Look for this program on the Setup menu. The file name is Plans.ref or Plans.xml, or the Plans table in your database.
THE ACTIONS / ITEMS FILE:
Documenting your work is done by selecting items from the Actions file. The Actions file is a list of the goods and services which you typically provide. (It may or may not coincide with the list in the Plans file.)
If your work is estimating or inspecting, this file will include the typical observations you are likely to make.
Of course exceptions can be typed in as you document your work.
A program to edit the Actions file is available with on-screen help to aid you in editing this file. Look for this program on the Setup menu. The DOS file name is ACTIONS.REF. A menu choice in this program will print the file with formatted headings.
THE RATES FILE:
Some of the items in the Actions file are in units of time or quantity, yet need to be billed as currency. The Rates file allows you to charge one rate, or various rates for the same item or service depending on the type of account.
A program to edit the Rates file is available with on-screen help to aid you in editing this file. Look for this program on the Setup menu. The DOS file name is RATES.REF. A menu choice in this program will print the file.
THE SETUP FUNCTIONS:
Given that all the screens in TMA can be adapted to fit your needs, you may not choose to have a Setup Menu. The SETUP FUNCTIONS can be accessed from any screen (html file). See Appendix B for details.
THE CONFIGURATION FILE:
Unlike the above files, there is no program with on-screen help to assist in editing the Configuration File. This may be done with any text editor. Many features of TMA are activated or modified by single lines in the configuration file. For example, the European date form can by activated by placing the line:
DATEFORM=DD/MM/YY
in the CONFIG.TMA file.
Some implementations and some Value-Added Resellers may provide custom programs which alter values in the configuration file.
See Appendix A for more information on the CONFIG.TMA file
PARALLEL REFERENCE FILES:
TMA meets the needs of the solo professional as well as the largest hospital or factory because it is designed around the human scale. The contents of the above reference files is what gives TMA the personal touch.
In large corporations, each manager or department can maintain its own set of reference files to describe its own set of goods and services. The department can have its own license for TMA, or it can tie into a central computer over a network for programs and account files.
Note that by setting up parallel accounts files, you literally create a separate Implementation of TMA. Each such Implementation must be separately licensed.
DATA FILES:
INDIVIDUAL PLAN FILES:
Almost any business can benefit from keeping a set of plans. If your business involves services which are repeated such as planned maintenance or health care, you can create a plan for each account you serve.
A plan for each employee is a great way to handle human resources wisely.
A Plan program is available with on-screen help to aid you in editing individual plan files. Look for this program on the Office Functions menu.
The individual plan files are named after the account ID as you define it in the Accounts file (except that space characters in the account ID are translated into underscore characters). The file extension is always .PLN for individual plan files. As usual in TMA, you will not need to know these file names. The program will prompt you for the account ID or "Public ID" (the nickname), and find the file for you.
These files are created on the disk drive specified in the CONFIG.TMA file in a line such as SUMDRIVE=C:\TMA\
DATA FILE STRUCTURE:
TMA automatically creates a new data file for each day's transactions. These files are created on the disk drive specified in the CONFIG.TMA file in a line such as DATADRIVE=C:\TMA\
The daily detail files are named after the date when they were created.
For example:
02FEB91.VNF
is the daily detail file for February 2nd, 1991.
TMA detail data files all end with the file extension .VNF which means that they are "variable-length named-field files".
Variable Named Field format (.VNF) is a type of Comma Separated Values (.CSV) format. You can open these files with a text editor or (if you rename them .csv) a spreadsheet program like Microsoft Excel.
The first character in each field tells you what kind of data is in the field. This allows any number of accounts to be listed as giving or receiving any number of services in any particular transaction.
The current list of field types is shown below.
|
Field ID Character |
Repeating |
Description |
|
A |
No |
Year/Month/Day/Hour/Minutes service Actually provided |
|
E |
No |
Entry # (may change if file is re-indexed). Used for deleting entries. |
|
P |
No |
Year/Month/Day/Hour/Minutes service Posted (data entered) |
|
B |
No |
Function Code (see Appendix B of Manual.hlp) |
|
G |
No |
G0 = normal. G1 = entry deleted (shown for audit only) |
|
K |
No |
Account ID of person who posted this entry. |
|
C |
Yes |
Account IDs of people providing service interleaved with... |
|
X |
Yes |
Index of previous entry for this account. |
|
D |
Yes |
Account IDs of people receiving service interleaved with... |
|
X |
Yes |
Index of previous entry for this account. |
|
S |
Yes |
Service Codes optionally interleaved with... |
|
& |
Yes |
Amount or ... |
|
" |
Yes |
Quoted comment (commas inside quotes are not field separators) |
Example:
A0211011933,E4,P0211012343,B4162,G0,K4321 ,C7555,X 154,D8888,X 0,S20,S31,&30,S14
Explanation of example:
Service provided 2002 Nov. 1, 7:33pm
Entry 4
Posted at 2002 Nov. 1, 11:43pm
Function Code 4162
Entry is good (not marked as deleted)
Posted by account 4321
Service provided by account 7555
(index has meaning only to the computer)
Service provided for account 8888
(index has meaning only to the computer)
Service code 20
Service code 31
Associated quantity for code 31 is 30
Service code 14
COMBINING DAILY DETAIL FILES
Normally the daily transactions are printed for each account each day.
Summary reports show the totals of key services and items dispensed over any number of days, but not the details.
You may want to combine daily detail files and print detail reports that span several days at a time. Some reasons why you may want to do this include:
s You may want to show all details for billing purposes.
s You may not have a lot of transactions for each account each day.
s You may have detail files created in different departments each day which you want to combine.
You can combine (or "concatenate") any number of these files using the COPY command in DOS. For example:
COPY 01FEB91.VNF+02FEB91.VNF COMBINED.VNF
combines the files for February 1st and 2nd into a new file called COMBINED.VNF.
A second form of the COPY command adds files to an existing file.
COPY COMBINED.VNF+03FEB91.VNF+04FEB91.VNF
adds the files for February 3rd and 4th to whatever is already in COMBINED.VNF. (See your DOS manual for more details.)
A utility program exists to combine any number of daily detail files. For example, you could routinely combine all the detail files at the end of each month. Detail reports would then cover the entire month, and summary reports would list monthly totals instead of daily totals.
IMPORTANT: AFTER COMBINING FILES, YOU MUST REINDEX.
REINDEXING DETAIL FILES:
The REINDEX program sets up pointers in the combined file so that all the records belonging to any one account can be extracted without having to search through the whole file to find and sort them.
If you ever get a detail report that is missing all the data earlier than a certain date or time, it's a good sign that the file has been edited or concatenated and needs to be reindexed.
If the TMACORE program comes across a file that needs to be reindexed, it will automatically branch to the REINDEX_.BAT file which reindexes the file and returns to TMACORE.
You can reindex any .VNF file by putting its name on the reindex command line.
REINDEX COMBINED.VNF
creates the index pointers for the file COMBINED.VNF. This process also renumbers the entry numbers to assure that you don't have duplicate entry numbers in one combined file.
The original file is renamed from .VNF to .BAK with one exception: Reindexing twice would erase the original file. To avoid this, the original file is renamed to .1ST.
EDITING COMBINED DATA FILES:
If you want to edit a combined data file using the TMACORE program, you will have to rename it to a standard TMA data file format (ddmmmyy.VNF). You can then display all the data by account ID, and delete entries. However, any data you add to the file will be dated according to the name of the file. Therefore, it is best to edit your data before combining detail files. You cannot edit individual transactions. You must delete the entry and re-enter the transaction.
DATA EXPORT:
Most report programs allow you to send the report either to the printer or to a disk file. The disk files are ASCII text files which can be edited with most word processors before printing.
Data can also be exported in database format (comma separated. See TRANSFER.HLP file for column headings and details for your implementation.)
The summary spreadsheet is a notable exception because it is the key to a credible audit. Also, the TMACORE program does not export data or save summary data on disk. This is done by the Report, Summary, and Plan software modules.
As daily and summary reports are printed, a TRANSFER.TXT file can be created which you can use to import the data into most programs that read variable- length comma-separated ASCII text files.
To create transfer files, put one of the following lines in your CONFIG.TMA file:
EXPORT=SERVICE LINES
or
EXPORT=ACCOUNT LINES
Outside vendors may provide other export formats to match particular accounting software.
If you export service lines, you will get one line in the TRANSFER.TXT file for each key service or item dispensed. Thus you are likely to get several lines for each account depending on how many services or items that account received.
Each line contains the total number of times the service was performed, or the total quantity of that item dispensed.
If you export account lines, you will get one line for each account processed.
Each line will contain a separate field for each service or item, and the items which call for a quantity will each be followed by an extra field to hold the quantity.
Since most accounts only receive a few of the many services and items offered during any one reporting period, you can expect to see a lot of empty fields in the transfer file if you use this format.
Also, if you add a new item to the ACTIONS file, the fields in the transfer file will automatically be increased and the data shifted to make room for the new item.
Exercise great care if you choose to use this form of transfer.
NOTE: New Century Products does not endorse any particular general accounting system. Your general accounting program is likely to require that the fields be in a particular order other than that offered in the TRANSFER.TXT file. Considerable skill may be required to perform the necessary conversion.
BAR CODE READERS
Bar code readers have become the standard form of direct data entry into computers because they are so fast and accurate.
While speed of data input is two to three times faster than manual entry, an even greater consideration is accuracy.
Bar code readers are said to be 500 to 12,000,000,000 times more accurate than manual data entry. In other words, if it cost you $1 for every data entry error, you would lose $500 to 12 billion dollars on manual data entry for every dollar you lost on bar code data entry.
TMA supports both attached and portable bar code readers.
ATTACHED BAR CODE READERS:
Some bar code readers attach directly to the communications port of your computer. Others require you to install an expansion card. Still others (called wedge readers) connect between the keyboard and the computer itself.
To work with TMA, the bar code reader must be able to fool the computer into thinking that the bar code information is coming from the keyboard. The installation instructions on most attached bar code readers will show you how to set them up to do this.
Almost anything which you commonly enter on the keyboard can be encoded into bar codes using the TMA bar code printing program.
The instructions below (on printing bar codes and symbology, hierarchy, and defaults), also apply to fixed bar code readers. In fact, you can simulate data entry via bar code readers by entering the bar coded data directly on the keyboard. This is a good way to experiment with hierarchy and defaults.
But be advised, error conditions and messages are not the same between portable bar code readers and fixed bar code readers. Errors encountered by the keyboard or fixed bar code readers give the user a warning, ignore the response just entered, and repeat the question. Errors encountered by portable bar code data entry are printed on the log, and the whole entry (start time, accounts and services) is rejected and must be correctly reentered.
PORTABLE BAR CODE READERS:
The portable bar code readers supported by TMA are manufactured by VIDEX Corp.
These palm-sized bar code readers are much more convenient than the holster size portable bar code readers from other manufacturers, and usually less expensive.
Here's how the portable bar code readers typically work:
The bar code readers sit in a battery charger when not in use.
When an employee comes on duty, he/she removes the bar code reader from it's charger and scans a bar code with that employee's own access code.
A TMA Function code (see Appendix B) may then be scanned to define the type of transaction being entered. If not, all services are assumed to be provided by this employee (function 4096, one-to-one transactions).
Each time a new customer is served, the employee scans the customer's account bar code. This can be attached to each manila folder or work order for the customer, or any other convenient location.
A real-time clock in the bar code reader automatically takes note of the time when this account code is scanned so that reports can show when each customer is served.
Other TMA Function codes define a different start time, or allow more than one account to be served or give service as a group.
As work is done, codes are scanned that define the services given, observations made, items dispensed, and/or the categories of time spent.
Service codes are usually kept in a three ring binder or on 3x5 cards which fit along with the bar code reader itself in the employee's pocket.
Item codes can be on the product, on the shelf the product sits on, or on pocket cards.
Items can be assumed to be dispensed one at a time, or you can scan a number representing the quantity after each item code is scanned.
Time codes can also be followed by a number representing the number of minutes spent, or, if you wish, some time codes can automatically calculate the time since the employee started working for this customer.
After scanning the service and item codes, the employee can scan the account code for another customer and continue in this way, serving various customers for hours at a time.
IF YOU MAKE A MISTAKE IN SCANNING:
Each time you scan a bar code, the scanner beeps and a small light blinks to assure you that the scan was successful.
If you're not sure that a scan was successful, scan the same bar code again. TMA will ignore duplicate scans. (This feature cannot be duplicated with keyboard data entry.) If you give the same service or item twice, you will have to scan something else in between or the second scan will be ignored.
If you scan the wrong service or item code, scan a bar code called "clear all services". You will then have to scan again all the services and items provided for that particular account.
If your industry serves more than one account at a time, you can alternatively scan a bar code called "clear all accounts and services". The time you started the service remains as the time you last scanned a TMA Function code. You will then have to scan again all the customers, services and items provided for that particular entry. See also "defaults" later in this chapter.
At any convenient time, the scanner can be returned to the battery charger which doubles as a connection to the PC which is running the TMACORE program.
The information is automatically taken from the scanner and entered into the current database. Log entries are printed just as they would be if the data was entered on the computer's keyboard.
If you notice a problem on the log, you can delete the incorrect entry and reenter it using the computer keyboard.
If the start time and duration figures are not important, you can use the scanner to redo the entry.
HIERARCHY:
Portable bar code scanners can be programmed to warn you if you scan in an illogical order (i.e.. you scan a service code without first identifying the customer).
To use this feature, the bar codes you scan must each start with a character which identifies the type of data being scanned. In this way, the scanner can differentiate between an account code, a service code, etc.
Then if you scan in an illogical order, the scanner makes a different kind of sound (a "down tone") to let you know that the bar code was readable, but rejected because it was out of order.
Hierarchy can only be used with CODE39. If you intend to scan UPC or EAN codes, you cannot use the hierarchy feature. (See Symbology, below).
In TMA, you can define up to eight levels of hierarchy. The data must be entered in the following order:
1) Access code.
2) TMA Function code (optional)
3) Account(s) providing service (optional)
4) Account(s) being served.
5) (Reserved for future use)
6) (Reserved for future use)
7) Service, item, observation, and time codes.
8) Quantities and/or text.
You can define hierarchy from level one down to any level on this list. For example, if the items you dispense are already bar coded (e.g. grocery store items or library books) and they have no unique starting characters, you can define hierarchy down to level 4. The scanner will look for hierarchy characters down to that point, then accept any starting character (other than the characters you defined for levels 1-4) when entering service and item codes, and quantities or text.
You can also use the same hierarchy characters for adjacent levels. For example, you can use the same starting character on all account codes. In this way, the bar code for a store room could be used for both giving and receiving items. If you use separate hierarchy level characters, you would need to print two bar codes for the store room. One for receiving items, and one for dispensing.
Without hierarchy clearly defined, the computer will look for different levels of data (see above list) depending on the context, (that is to say, the order) in which you enter the data. Use keyboard data entry to experiment with different scenarios. But be advised, the error conditions are treated differently between portable scanners and the keyboard or attached bar code readers.
CONFIGURING YOUR COMPUTER FOR PORTABLE BAR CODE READERS:
To use portable bar code readers, connect the scanner battery charger to your computer's serial port.
Edit the CONFIG.TMA file to include the line:
COM1=SCANNER
Either COM1 or COM2 may be used for the scanners.
The scanner battery chargers can be "daisy-chained". Dozens of scanners can be connected to one communications port in this way. The chargers can even be in different offices, all linked together and to the PC.
The PC can distinguish one scanner from another only if they are properly initialized.
A program called SCANINIT.BAT is provided to assist with this process. If the implementation you choose already expects that you are using the portable scanners, there will be a choice on the Setup Menu to initialize the scanners. If not, you can add it as described in appendix A.
If you want the extra security of the hierarchy feature, add a line such as:
HIERARCHY=abcdddef,INCLUDE
To your CONFIG.TMA file.
The eight characters after = define the eight hierarchy level characters. In the above example, d is repeated after level four to cover the two reserved levels.
The ,INCLUDE indicates that the hierarchy characters are always part of the account or service codes (see section 1D Setup). Without ,INCLUDE, the computer removes the hierarchy character before searching the database for the scanned account or service code.
Any valid CODE39 characters may be used as hierarchy level characters. Numbers are not recommended because they conflict with quantities. Special characters other than $, + and - are recommended because they are not likely to exist as the first character of any preprinted bar codes you may have on existing items. The other CODE39 special characters are / . % and the space character.
For example, if you want to use the same bar code hierarchy characters for all accounts, and you want to use existing CODE39 bar codes for items, you could use:
HIERARCHY=% / / /
Notice that the forward slash character is used for TMA Function codes, as well as account IDs. With this hierarchy, you must scan an access code (starting with %) before any other code, and you can optionally skip over the TMA Function code and Service-By account. (See below for the default values assumed).
You must scan at least one account ID (starting with / ) before any service, item, or quantity codes, and no special starting characters are required for service, item, or quantity codes.
The % and / characters are removed before looking up the account codes in the database.
SYMBOLOGY:
Not all bar codes are alike. The bar codes printed on the bottom of letters, grocery store items, and prescriptions are created using different patterns.
Post office bar codes require special equipment to read them. Grocery store bar codes (UPC codes) can only represent eleven digit numbers. European article numbering (EAN) can only represent thirteen digit numbers.
CODE 39 has become the standard for most industries because it can represent numbers, upper case letters, and some punctuation. In Code 39, a bar code can be up to 43 characters long.
TMA can print Code 39 bar codes on laser printers and any printer which can emulate IBM-PC GRAPHICS mode. You can also find vendors of bar code fonts on the internet.
If the implementation you choose already expects that you are using bar codes, there will be a choice on the Setup Menu to print bar codes. If not, you can add one as described in appendix A
The program to print bar codes is called BARCODES.EXE. Technical details are explained in BARCODES.HLP
PRINTING BAR CODES DOES NOT ALTER FILES:
The bar codes you print for use with TMA, will represent accounts, items, services, or quantities.
When you create an account using "Add /Change Accounts", or when you create a service or item using the Setup program, you are defining a new account or service. The information you give stays in the computer's memory for reference.
When you create a bar code for an account or service, all you are doing is printing a bar code. Printing bar codes has no effect on the computer's list of accounts or services.
Before you use the bar code you have printed, you must create the account using "Add/Change Accounts", or the service/item code using the Setup program, with this exception:
If you have a lot of items that are already bar coded, and you don't need to tabulate your usage of these items and you don't need to translate the bar codes into the generic description of the items, you can treat them as "text".
In this way, you can use TMA to produce an inventory report that lists the stock numbers (preprinted bar codes) and quantities.
If you add each stock number and description to the Actions file, TMA will also tabulate the totals for similar stock numbers entered at different times, and print the description of each item.
WHAT GOES INTO A TMA BAR CODE:
When you add an account, you assign a permanent account number, an access code (for employees), and a "public ID" which can be used as a nickname for that account. For example, the nickname for a patient can be the room/bed number. The nickname for a vehicle ID can be the name of the assigned driver.
Bar codes for employee accounts must be the employee access code preceded by the hierarchy character if any. Code 39 always includes an asterisk * character as the first and last character in the sequence. This is called the start/stop character and is usually included automatically by bar code fonts and by the TMA uti9lity bar code printing program.
For customer accounts, you can use the account name itself or the nickname preceded by the hierarchy character if any.
Beware: the nickname is translated into the account name when the data is taken from the scanner. Be sure all scanners are downloaded before you reassign any nick names to different accounts.
Service and item codes can also be printed as bar codes. Start the bar code with the hierarchy level character if any.
Service and item codes are defined using the Setup program to edit the ACTIONS.REF file.
Some service and item codes require a quantity or text to be entered right after you enter the service or item code. (You decide which service codes require quantities or text when you create the service codes using the Setup program.
You can create number bar codes for the quantities you use often. Hierarchy characters are not usually defined for quantities or text, but if defined, they must be the first character in each quantity or text bar code.
If the numbers you enter could be anything, you can scan individual digits followed by "enter" from a "Bar Code Keypad" (a pocket card which comes from VIDEX with the purchase of the bar code reader).
Single characters will always be assumed to come from the bar code keypad. Therefore, if you want to create a quantity bar code for a single digit number, add zero in front of the number. (This feature cannot be simulated on the computer keyboard.)
SPECIAL TMA BAR CODES:
TMA uses special bar code characters and sequences for:
All TMA Function codes must start with the forward slash (/) character. If you use a hierarchy level character, put it before the /function code. For example, if your hierarchy level character is $, and your function code is 4096, the bar code would be $/4096. Without hierarchy, just use /4096.
See Appendix A" Menu Options" regarding setting the default function code for scanners.
The "Enter" bar code on the bar code keypad is a bar code consisting of two space characters. After scanning one or more characters from the bar code keypad, scanning "Enter" causes all the characters to be read as if they were all one bar code.
The "Clear" bar code on the bar code keypad is a bar code consisting of three space characters. If you make a mistake after entering one or more characters from the bar code keypad, you can clear the characters entered so far by scanning "Clear" (or any other bar code of two or more characters other than the two space characters which make "Enter").
If you make a mistake after entering one or more services for a particular customer, you can "Clear All Services" by scanning a bar code consisting of one space character followed by one period. If you have defined a hierarchy level character for service codes, place it in front of the space character.
You can "Clear All Accounts and Services" by scanning a bar code consisting of the forward slash character followed by one period. If you have defined a hierarchy level character for TMA Function codes, place it in front of the forward slash character. Scanning "Clear All Accounts and Services" does not start a new transaction. The original TMA Function code and start time are preserved. You may then reenter the account(s) and service(s) correctly.
Some of the codes you create in the Actions file describe various categories of how time is spent. When you enter these Action codes at the keyboard, the computer asks how many minutes you spent. When you scan these codes, you can enter the number of minutes from the bar code keypad, or you can have the internal clock in the scanner automatically calculate the number of minutes.
To make the calculation automatic, place a single space character in front of the action code. If you have defined a hierarchy level character for services, use it in front of the space character.
The number calculated is the number of minutes from when you started this activity (by scanning a TMA Function code or taking the default TMA Function) until the time you scan the action code which calls for minutes.
If, later in the same transaction, you scan another automatic time code, the start time is from the time you scanned the previous automatic time code.
If you define GAPTIME in the CONFIG.TMA file (see Appendix A) any time not otherwise accounted for will be automatically recorded under the action/item code you specify. In this way, you can let the computer automatically record the time spent from the beginning of the entry until you begin another entry. However, the TMA function code you scan (or the FUNCTION=xxxx you define in the CONFIG file) must call for elapsed time (see Appendix B).
AUTOMATIC TIME CALCULATION EXAMPLE:
Let's take an example of both manual and automatic time codes.
Suppose you want decide for yourself how much time to bill the customer for the services you perform, but you need to know how much time the work actually took so you can compare.
You would scan your own access code, the customer's account ID or nickname, and the Actions and items provided as usual.
You would then scan three bar codes to complete your entry.
First, scan the bar code for chargeable time. The bar code for chargeable time would be the service code for chargeable time (preceded by the hierarchy level character for services if defined).
Second, scan a quantity bar code (or keypad) for the number of minutes you wish to bill.
Finally, scan a bar code for actual time. This would be the service code for actual time preceded by the hierarchy level character for services (if defined), and a single space character.
The computer will automatically calculate the time from the minute you scanned the customer code to the minute you scanned the "actual time" code.
Although the service code for actual time requires a quantity, the space in front of the service code assures that the quantity will be filled in by the computer automatically.
DEFAULTS: Start of transaction.
When you enter transactions at the computer's keyboard, the computer tells you what to enter next.
With the portable bar code readers, the only requirement is that you scan bar codes that start with the hierarchy level characters you have defined, in the order you have defined them.
So what happens if you have not defined hierarchy characters, or you scan extra employee or customer codes?
TMA will make assumptions depending on the type of transaction you are entering.
The types of transactions are defined in the TMA Function codes (see Appendix B).
If you don't scan a TMA Function code, the computer uses the function code defined as FUNCTION=xxxx in the CONFIG.TMA file.
If you don't define a function in the CONFIG file, the computer assumes function 4096; which is that a new transaction begins with each customer code that you scan, and all work is assumed to be done by the employee whose access code was scanned.
If you do use a TMA Function code, the computer begins a new transaction each time you scan a TMA Function code.
DEFAULTS: Employees.
The employee whose access code was scanned is taken to be the only person providing service unless a TMA Function code is scanned that calls for "multiple servers".
In that case, you must define different hierarchy level characters for levels 3 and 4 (see Hierarchy above), so that the computer will know when you stop listing employees, and start listing customers.
When you use a TMA Function code that calls for multiple servers, the employee whose access code was scanned is not assumed to be one of the servers.
Only the employee codes scanned after the TMA Function code are taken to be people providing service.
The entry is considered to have been "posted" by the employee whose access code was scanned.
DEFAULTS: Customers.
Each customer account bar code you scan is taken to be the start of a new transaction unless you start your transaction with a TMA Function code that calls for "multiple customers".
In that case, you must define different hierarchy level characters for levels 4 and 5 (see Hierarchy above), so that the computer will know when you stop listing customers, and start listing services.
See Appendix B regarding. serialized items, how (and if) time is divided among customers and how quantities are handled among multiple employees or customers.
DEFAULTS: Time.
A new transaction starts each time a TMA Function code is scanned.
If you don't define a default TMA Function code in the CONFIG.TMA file, the computer begins a new transaction with each customer code that you scan.
The ending time of the transaction is not recorded per se, but the duration of the service can be calculated as described in "Special TMA Bar Codes" above.
Time is calculated from the start of the transaction, or from the last automatic time calculation.
DEFAULTS: Quantity and text.
Service codes that require time in minutes, text, serial numbers, or quantity will look to the next scan for the text or number to use (unless time calculation is automatic as mentioned above).
Numbers are acceptable as text, but where a number is required, text will be interpreted as zero.
If a hierarchy level character is defined for quantity and text, it must be the first character in the scan.
Other hierarchy level characters (if defined) must never be the first character in a quantity or text scan.
If the quantity or text scan fails for either of the above reasons, the computer will use the number 1 as the default for quantities, and the null string (no characters) as the default for text.
PRINTING BAR CODES:
You can print bar codes using a bar code font available from various vendors, or you can use a utility program that comes with TMA.
The utility program will ask you for the "characters to be encoded". It will also ask you for the "meaning of the code".
The characters to be encoded will go into the scanner when you scan the code. The meaning of the code is printed under the bar code in bold letters, but has no effect on what goes into the scanner (and thus into the computer).
Let's take the example of a customer account 12345 for J.Doe who lives in room 101.
You could use 101 as the "public ID" for this account.
The characters to be encoded would be the hierarchy level character for customer codes (if defined) followed by either the account name (12345) or the public ID (101). These would print in small letters to the left under the bar code.
If you encode the account number, the meaning of the code would be J.Doe. If you encode the room number, the meaning would usually be listed as "Room 101". Remember that the Public ID is translated into the account name when the transaction is posted. In this way, the same bar code could be used for any person occupying that room.
See "Hierarchy" and "Special TMA Bar Codes" (above) for other restrictions.
Computer security can get very complicated. It does not need to be complicated.
The first rule of computer security is Limit your exposure.
In this chapter, we will discuss security starting with limited exposure and then discuss exposure over small and large computer networks. This chapter is not a step-by-step guide to securing your computer. It just defines the main issues that will help you decide if and when to hire professional assistance.
Note that logging in to the operating system is not the same as entering your access code to use TMA.
First, let's discuss security where the only threat is someone sitting at your desk - a night janitor, or a customer who steps behind your counter in a retail store.
As of 2003, the TMA Application Server only runs on Microsoft Windows operating systems (check www.StatusBoard.com/tma for future options). If you have no network, you will need to run both the Implementation and the Application Server on the same machine.
The easiest way to secure your machine is to log-out or lock the operating system when not at your desk.
It is not always practical to use the operating system to switch between users. In this case, you can create one generic Operating System User account with limited permissions. You can even remove access to Solitaire and other games, and allow access only to the TMA program. Each user will enter an access code to use TMA and log out of TMA before leaving the terminal. This is very fast and efficient.
This is a "closed" network, just within your office, with no connection to the Internet.
The TMA Application Server only runs on one computer on your network. All other computers use an internet browser to use your TMA Implementation. The server computer controls all the information that is received by the other users.
You must still limit access to the server computer as described above. But your job is much easier now because the TMA Application Server limits what people can do from other work stations.
WARNING: Most Microsoft Operating Systems provide a number of Services over your network. These other services can be serious security risks. The first is File Sharing. If your server is set up for File Sharing without requiring user authentication (log-in) then you have no security at all! Other services that present security risks include File Transfer Protocol (FTP), TellNet, Telephony, Messenger, RemoteRegistry, SMTP, Routing and Remote Access, WMI, and WMI DriverExt. And there may be others.
It is possible that someone on your local network could effectively "wire-tap" your network and view access codes, etc. but this is highly unlikely in a closed system.
If you connect to the internet, even momentarily to check email, you have opened up literally a world of exposure.
Without encryption, everything that goes out over the internet is like mailing a postcard. Everyone along the route can read your letter. And you have no control over the route. If the lines are busy between you and your destination, your information could be routed clear around the world through any foreign country. I'm not kidding. The Russian Mafia gets credit card numbers this way!
Even if you don't intend to send information over the internet, you must be constantly on guard because a virus infecting your computer could read and transmit such information.
Conclusion: if you connect to the internet, get professional assistance and set up a "secure server" that uses the https protocol.
Let's say you have addressed the security issues of the physical computers and the operating system and let's focus on the security features of the TMA program.
The account types file defines the level of authority for each type of account. The on-screen help that displays when you edit the Account Types file describes the Type field in detail. This will say what each level of authority can do.
Only operators with the highest level of authority can edit this file.
There are three levels of access to the Accounts file. Some users cannot add or change accounts at all. Others can only add customer-type accounts. The highest level can add all types of accounts.
Each employee account is issued an access code by the person who creates the account.
Once the access code has been entered, it remains in effect until the user returns to the "Welcome" screen (Logs-off, or closes the browser). If the user is distracted during data entry, a time out option can be activated to automatically log the user off after a certain number of minutes (see Appendix A).
If you allow your employees to access the files on your file server directly, you have very little security. A user familiar with file editing could edit the accounts file giving himself/herself top authority.
TMA maintains a log of valid changes to the reference files. Unauthorized changes can be detected and removed if only manually.
Using scanners for data entry is very secure. Only valid transactions are posted, and a log of who made each transaction is maintained.
Still, employees must be careful. If an employee leaves his/her access bar code laying around, an intruder who gets hold of a scanner could use it (or even photocopy it for later use). The intruder could then enter transactions, but that's about all.
You can even make it hard to photocopy the bar codes. Photocopiers use visible light. VIDEX TimeWands can be bought which use infrared light. A bar code can be printed with a laser printer (carbon-based ink) on black paper. Visually, all you can see is a black rectangle, but the scanner sees the bar code.
See www.statusboard.com/tma/hipaa.htm
PLANS
Planing gives you a competitive edge to satisfy government regulations, your customers, and your own high standards.
Work is more satisfying and less stressful when each employee is presented with achievable goals.
A manager who can't define what is to be done is very hard to please and the energy of the work force is wasted.
You can create plans quickly and easily using TMA This system is especially designed for places where the plans are constantly changing.
The strength and flexibility of the TMA Plan program lies in the fact that most of the things you do every day are things you've done before. These common chores are set up in the Plans file during system setup (section 1D).
Creating a plan consists of selecting which of the common chores apply to this particular account. Of course you can write in unique circumstances as required.
When you select a particular chore, you inherit all of the information about that chore which is stored in the Plans file. Of course you can override some of that standard information depending on the needs of this account.
The account can be a customer, or an employee, or a fixed asset that requires routine maintenance.
Employee plans can be written as personal goals, or as do- lists, or both.
CATEGORIES:
Items in the Plans file are grouped in categories. You can set up the categories to reflect the priority of the items it manages, or the type of skills required to do the chore, or any other basis you wish. If the Plans file is getting too big, you can set up parallel reference files (see sections 3C and 3D) so that what was a category is now a whole separate file. This process, called "parallel reference files", effects the modularity of the Plan reports as well. See section 2C for a diagram which shows how items are laid out in categories in a typical Plan report.
ITEMS:
Items are the building blocks of your plan. Simply put, an item is a phrase or paragraph of information which you can call up from the Plans file to add to the plan for this particular account.
When you create the phrases in the Plans file, you designate some of them to stand alone, while others are incomplete sentences to be completed during the creation of the plan depending on the needs of this account.
Within each category, you may want to start with an item that defines the objective, or the problem which the plan is designed to solve.
After that, you may select one or more standard chores designed to satisfy the needs of the problem.
Other attributes of items which you may want to include are:
s The typical amount of time required to do this chore. (TMA automatically adds up the time attributes to show the total time required to meet the needs of this account.)
s The deadline or frequency with which this chore must be done.
s The holiday or contingency plan if the chore cannot be done on time and/or the consequence of not following the plan.
s The manner in which you expect the employee to document the work so that both management and employee receive proper credit for a job well done.
AUTOMATIC FEATURES AND REPORTS:
As you edit the plans, every item you add or remove is noted by the computer automatically.
A history report can be printed at any time, over any period of time, showing the status of the plan at the beginning of the period, and all changes that were made during the period.
When items are removed, the number of days during which that item was in effect on the plan is automatically calculated and displayed on the history report.
When plans are printed, any item which was recently added is flagged with a star (*) to attract attention to recent changes.
Plans are printed in category order. The name(s) of the person(s) who last edited the file is (are) listed at the end of the report as being responsible for its entire contents.
History reports are listed in chronological order according to when the items were added or removed. The name(s) of the person(s) who edited each entry is (are) listed.
The following features of Plans and Histories are optional:
s Plans and history reports can be printed in full sentences, abbreviated, or compact format.
s The total anticipated time required to perform the chores on the plan can be printed.
s The name of the person who authorized the changes to the plan (as well as the name of the person who actually changed the plan) can be included in the report.
s A place can be made for the supervisors or workers on three shifts each day to sign-off that the plan was followed.
RECORDING TRANSACTIONS
There are some predictable reasons why people avoid paperwork. TMA systematically eliminates those reasons with the result that employees document their work thoroughly and in a timely fashion.
"DOCUMENTING MY WORK IS POINTLESS":
The first step in getting good documentation is to inform the employee of the benefits of documentation.
Well written plans give the employees a sense of satisfaction that their work meets a real need. Having the consequence of not documenting the work included in the written plan can be a strong motivator.
"NOBODY NOTICES IF I WORK HARD OR DON'T"
Human recognition is a form of compensation that money alone cannot provide.
Programs like TMA can tell you which employees are more productive than others, but humans alone can discern the form of recognition, encouragement, or correction which is appropriate for the individual who needs it.
Employees will document their work gladly if their supervisors notice.
"DOCUMENTING MY WORK TAKES TOO MUCH TIME":
By assigning a code number or mnemonic to each chore in the Actions file (see section 1D), phrases or whole paragraphs can be placed in the documentation record with a few keystrokes.
"I DON'T HAVE TIME TO LEARN A NEW SYSTEM":
You don't have to go to school to use this system. Documenting your work is as easy as using an instant teller machine. You don't have to know how to type, and you don't have to be "computer literate".
Most of the work of documentation is done on the computer's numeric keypad. That's why we say "If you can dial a telephone, you can document your work with TMA"
"I'M ON THE MOVE CONSTANTLY. I CAN'T BE EXPECTED TO REMEMBER EVERY LITTLE SERVICE I GIVE.":
With the optional portable bar code readers, employees can document their work with the swipe of a bar code from a 3 x 5 card carried in their pocket. The built-in clock in the scanner automatically records the time and duration of the work done so that the employee doesn't even have to look at a clock.
This is one sure way to get employees to document their work as they go and not to put off documentation and risk forgetting details.
DOCUMENTING YOUR WORK:
In TMA, each documentation entry is called a transaction. A transaction consists of a date and time at which:
1) one or more employees
2) served one or more customers
3) with one or more services, items, or observations.
With portable bar code readers, time is usually collected automatically by the real-time clock built into the scanner.
With keyboard and touch-screen data entry, time can be automatically or manually entered.
Time can be divided among the customers or the full time can be charged to each customer.
The customers can be charged depending on the number of employees providing the service or not.
These issues are decided when the implementation is created. (See Appendix B.)
All the user has to know is:
1) Who gave the service,
2) who received the service,
3) what were the goods, services, and/or observations.
The total number of accounts, services and quantities in a single entry can be up to 100.
LET TMA DO THE FIGURING:
Some services involve a quantity, time, or currency (as defined during setup of the ACTIONS.REF file.)
When TMA asks you to enter one of these quantities, you can usually respond with either a number or a simple equation such as 5*128 (five times $1.28).
Note that equations are evaluated left-to-right like a hand-held calculator. Thus 1+2*5=15 (not 11 as in algebra where multiplication always comes before addition.)
When TMA asks you for the number of minutes spent in an activity, you can respond with a number from zero to 99. any larger number will be interpreted as a time of day. The number of minutes from the beginning of the activity to the time of day you specify will be calculated and displayed as a result.
If you have already specified some action code that involves consecutive time in this transaction, the minutes calculated will be from the end of the last consecutive-time entry to the time you enter.
If you don't want TMA to calculate minutes from time entries, there are two ways to get around this feature. Any equation will be interpreted as a quantity, not minutes. Thus 130+5 will be interpreted as 135 minutes not 1:35. Or, in the setup of the ACTIONS file, you can designate the item as a "quantity" item instead of a "minutes" item.
REPORTS
This chapter describes the generic report formats that come with the TMA program. Value-Added Resellers may offer custom reports to suit the fancy of particular industries.
Generic reports are outlined on this page, and described in more detail on the pages that follow.
PLANS: the current plan, or "do-list" designed to satisfy the specified obligations.
HISTORY REPORTS: a list of all of the changes that were made to a plan over any period of time.
DETAIL REPORTS: (Documentation records): the record of things done to satisfy the plan (the results of employees documenting their work).
SUMMARY REPORTS: a listing of key services and how often they were performed, and the totals of all key services which involve quantities such as time, items disbursed, and charges assessed is produced for each account.
SPREADSHEET: the individual account summaries are further subtotaled for each type of account with grand totals for all account summaries printed in the batch.
PLANS:
Plans are organized by Category. Between a heading and some summary information (sometimes covering several pages), you will find several blocks of information belonging to individual categories.
Plan Layout
|
HEADING
Category Blocks
Total anticipated average daily time required for this plan. Name of person who last updated this plan. Optional place for employees to write deviations from the plan. Optional place for employees to initial the plan each shift for several days. |
Within each category block, you will find the items that have been selected to apply to this particular account.
Layout of a Typical Category Block
|
CATEGORY NAME Date First selected option Date Second selected option *Date Recently selected item. Date A selected item that involves time. xx min. |
In a well written plan, these items define:
Plans and history reports can be printed in full sentences, abbreviated, or compact format.
When plans are printed, any item which was added within the past three days is flagged with a star (*) to attract attention to recent changes.
At the end of the plan, the name of the person who last updated the plan is printed along with (optionally) the name of the person who authorized the changes.
Other options include:
HISTORY REPORTS:
As you edit the plans, every item you add or remove is noted by the computer.
A history report can be printed at any time, over any period of time, showing the status of the plan at the beginning of the period, and all changes that were made during the period.
When items are removed, the number of days during which that item was in effect on the plan is automatically calculated and displayed on the history report.
History reports eliminate the need to store endless revisions to the plans in manila folders, and are easier to follow because the additions and deletions are explicitly stated so you don't have to stand there with two documents in your hands trying to figure out what changed from one version to the next.
DETAIL REPORTS:
Detail reports can be printed in full sentences or in abbreviated format.
Between a heading and a summary, there can be any number of transactions.
Detail Report Layout
|
HEADING
Transactions
Summary totals of all key items entered for this account on this day.
|
Each transaction documents services, items, or observations that were provided by one or more employees starting at a particular time of day.
Most of the entries are selected from the Actions file which is a list of typical goods and services.
Unique situations can also be included by typing them in directly on the computer keyboard, or by using a predefined action item which refers the reader to a handwritten note or incident report.
The selected items are combined into one seamless paragraph, even though they were picked randomly. Even typed in comments are added in such a way that you can't tell which sentences were picked from the Actions file, and which were typed in by hand.
When an item involves a quantity (such as disbursing goods), the quantity is printed in the right margin and summarized at the bottom of the report.
The name(s) of the employee(s) involved are printed at the bottom of each entry.
Layout of a Typical Transaction
(Brackets [ ] distinguish between
various items picked from the actions file.)
|
Time of day [First selected item from list of standard services and
observations.] [Second selected item] [Item that involves quantity: (amount)]
[Item that requires a comment][and the comment that was typed in or scanned.]
[Item that involves time: xx min.] |
SUMMARY REPORTS:
Each time a detail report is printed, the summary information at the bottom of the record is saved in a summary file for that account. This is usually done on a daily basis.
The summary report adds up these daily totals, and extends some of them according to instructions in the Rates file.
Summary Report Layout
|
HEADING
Daily totals from detail reports
Subtotals for all days in which the type of the account remained the same More daily totals
Subtotals for days in which account was of a different type Totals for this account for this billing period.
|
If the account has changed status (that is, if it has changed to a different type of account) during the summary period, subtotals are printed for each status period.
These subtotals are important in situations where different agencies are billed, or different agents commissioned, depending on the type of account.
SPREADSHEET:
As you will see in the next chapter (Audits), the spreadsheet is an important link in the audit trail.
The summary spreadsheet can save hours of manual calculations, and give management a clear picture of how assets (including human resources) are being distributed over various types of accounts. This can then be compared to the income from those types of accounts to see which areas of your business are most profitable.
Some institutions need to know the totals of various services rendered by the institution for all accounts of a particular type. The spreadsheet gives you this information.
Layout of a Typical Spreadsheet
|
Actions and Items |
One account type |
Another account type |
A third account type |
Totals |
|
Charge A |
|
|
|
|
|
Charge B |
|
|
|
|
|
x at rate d |
|
|
|
|
|
etc. |
|
|
|
|
|
Totals |
|
|
|
|
AUDIT
It has been said that "you can expect what you can inspect", which simply means that people will work best when they are given credit for the work they do.
One of the strengths of TMA is the ease with which you can audit the work done.
Reports include not only services by customer, they also show the work done by any given employee for all customers as a cross-reference.
Summaries show the totals for each type of customer, and each type of employee.
It is hard to falsify reports because:
See the Security section for more information on system security.
HOW TO PERFORM AN AUDIT:
At the end of the summary report (mentioned in the previous chapter), TMA prints a spreadsheet showing the totals of all key goods and services as a function of the various types of accounts served by your industry.
Following that, the totals of all key goods and services disbursed over the summary period for the whole institution are printed. This is a good place to start an audit.
Let's say, for example, that you want to know why a certain item or service was disbursed so much (or so little) over the summary period.
First, you could look at the spreadsheet to see which types of accounts contributed to the total.
If one type of account stands out, you can look at the totals for each of the accounts which were designated as that type of account at any time during the summary period.
The diagram on the next page shows how one of the grand totals breaks down into totals for each account type.
For each account whose totals attract your attention, you can look at the summary report for that account.
The totals of all detail reports which combine to make up the total for that account are listed so that you can quickly see which detail reports contribute to the account totals.
The individual detail reports can then be inspected to see the context in which the goods and services were disbursed, the time of day, and the individual employee who did the disbursement.
See the Reports section for an example of a detail report.
David Wethe authored the Time and Materials Accounting program in 1981, and still supports it 24/7 at 1-800-345-6531. If not at that number, try David's cell phone 1-858-518-0001, or email to support@statusboard.com. Technical support is billed monthly at $2/min for licensed users.
Other Computer Professionals:
The following computer professionals may be able to help with Windows and Network problems:
David Stone, Net Plus Computer Systems, San Diego, CA, 760-727-8741,
david@netpluscomp.com
David Brasure, Arden Wood, San Francisco, CA, 415-379-2180,
dbrasure@ardenwood.org
Ross Bratton, Canterbury Crest, Tigerd, OR, 503-639-7661 x333,
ross@principia.edu
Steve Van Wie (helps Daystar in Florida) 954-587-6547, baroque@aol.com
Please visit www.StatusBoard.com/tma/help for the most up-to-date copy of this list.
APPENDIX A
Your sales department may use TMA to track goods and services for billing while assembly uses TMA for work in progress inventory.
You can use TMA for everything from plant maintenance to keeping chore lists for your children.
Each Implementation of TMA can use different Plans and Actions files.
The CONFIG.TMA file sets up many fundamental parameters for TMA.
TMA programs look on what Windows calls the "working directory" for a file called CONFIG.TMA. This allows each Implementation to have a different configuration.
You should have a CONFIG.TMA file in each subdirectory in which you install the TMA Network Status Monitor programs.
You can edit the CONFIG.TMA file with any text editor.
You must use all capital letters for most of the lines in CONFIG.TMA. Also you must not use spaces around the = sign in each line.
Remark lines must start with the "less than" character (<) or with the abbreviation REM..
Most lines in the CONFIG.TMA file are optional, but the ones you do use should be listed in the order shown in this chapter.
The rest of this appendix describes the core options allowed. Certain implementations may add other options.
IMPLEMENTATION INFORMATION:
When you run the TMACORE program, you see displayed on the screen the name of the implementation which you selected when you installed the program. Also listed on the copyright notice screen, is a name, address and phone number where you can call to get help on your particular implementation.
This information is defined in the CONFIG.TMA file. Here are some examples:
IMPLEMENTATION=GENERIC TIME ACCOUNTING
NAME1=TMA SYSTEMS
NAME2=A division of NEW CENTURY PRODUCTS
ADDRESS=P.O. Box 27011
CITY_ZIP=San Diego, CA 92198
PHONE=858-518-0001
You may use upper and lower case and punctuation up to 40 characters after the = sign in each line.
HARDWARE SETUP:
TMA will look for files on the drives you specify. You can also specify how TMA should handle the communications ports, and you can specify an alternative enter key.
Here are some examples:
ACCTDRIVE=C:\TMA\
REFDRIVE=C:\TMA\
DATADRIVE=C:\TMA\DAYDATA\
SUMDRIVE=C:\TMA\SUMDATA\
COM2=SCANNER
HIERARCHY=abcdddef,INCLUDE
DELAY=xx
TIMEOUT=5
LOG=LPT1:
REPORTS=LPT2:
ACCTDRIVE points to your accounts and account types files. If you have different departments that share the same accounts, you can avoid confusion by having central account and account type files. This way, if you update one account, all users get the update the next time they start any TMA program.
REFDRIVE can be a local drive, or you can share reference files with others over a network. The reference files describe the plans and services that are typical for your business or department. You can even set up different reference files on different subdirectories of the same computer for different parts of your business such as customers and plant maintenance.
Help files are located on your REFDRIVE.
Some industries retain their daily detail data files for weeks at a time. You might find it convenient to keep all detail data files in one place and point to them as DATADRIVE.
All plan, history, summary, and inventory files will be kept in the SUMDRIVE. This data may be shared if you want to, but you may not edit the files for the same account from different computers at the same time.
COM1 or COM2 can be assigned to portable scanner interfaces.
If you have a mouse, a fixed bar code scanner, or modems, or other devices not related to TMA attached to a communications port, you cannot use that COM port in CONFIG.TMA.
Example: COM2= SCANNER.
Any valid CODE39 character may be used for abcdddef in HIERARCHY. Adjacent characters may be repeated, and characters may be omitted from the right, but doing so will limit what TMA Functions are available. See section 3F for more details.
INCLUDE is optional and indicates that hierarchy characters are considered to be part of the actual account or service codes as listed in the Accounts and Actions files.
DELAY is a relative number which controls the delays in transmissions to the VIDEX bar code readers. The default is 60.
TIMEOUT, if defined, causes the computer to automatically return to the opening "Welcome" screen (i.e. log the user off) if the keyboard is not touched for the given number of minutes. This is a good way to keep people from tying up the computer when distracted by a phone call, etc. Any incomplete entry is erased and must be reentered.
Regardless of the TIMEOUT setting, TMA has a "screen- saver" function that is in effect whenever the "Welcome" screen is displayed.
LOG and REPORT define device or path names for the printed log or quick (unabbreviated) reports. The default for both is LPT1:. It is not wise to route the LOG to the same physical device as DATADRIVE as the log is your up-to-the-minute backup in case of hard disk failure.
REPORT OPTIONS:
PLANNERS=n
CHECKIN=xxx
SUMALLTYPES=Y
EXPORT=(format)
Planners can equal 1 or 2. The default is 1. If set to 2, the person who edits the plans will have to name another person (with an account type of high enough authority) before the plans can be edited. (Only the "Public ID" of the other person need be known). The other person may be the person who authorized the changes, or who otherwise shares the responsibility for the changes.
The xxx in CHECKIN represents a number of minutes.
When detail reports print, the computer will automatically look for a maximum number of minutes between entries for all account types level 30 to 49.
A warning message (defined in TMACORE.HLP and DETAIL.HLP) will print between any two entries that exceed the number of minutes defined as CHECKIN.
This is useful when an account requires regular attention. Time between entries is defined from the end of one activity to the start of the next. (A 30 minute activity that starts at 1:00 is only 10 minutes from an activity that starts at 1:40.) Only "Consecutive" forms of time are counted.
This feature does not apply to entries that border midnight.
Every day when the detail reports are printed, a summary line is placed in the summary file of each customer account. If you put the line SUMALLTYPES=Y in your CONFIG.TMA file, the computer will also create summary lines for employees. This is mandatory if you ever intend to print summary reports on employees.
See section 3B for EXPORT options.
STANDARD ACTIONS:
In the following examples, cccc represents a service code which you define in the Actions file.
GAPTIME=cccc
OVERLAP=cccc
DAYCOUNT=cccc
ENTRYCOUNT=cccc
ENTRYTIME=cccc
ROUNDUP=cccc
If you assign an action/item code to GAPTIME, then any consecutive time not otherwise accounted for will automatically be charted under that action code.
If too much consecutive time is claimed, the excess over real time will automatically be charted under the action code you specify as OVERLAP.
If you need to keep track of how many days each account is assigned to each account type, (for billing or other purpose)the computer can calculate the day count for you if you put the line "DAYCOUNT=cccc" in your CONFIG.TMA file (where "cccc" is the code you create to describe day counts).
In addition, you must assign a "day count code" when you create each account (see on-screen help). Day counts can be assigned 1)daily, 2)never, or 3)only when the account is active for the day.
Day counts are used in SUMMARY reports to create daily averages.
You can use the Rates file to create charges for anything that is billed "by the daily" by referring to the DAYCOUNT code.
If you make a manual entry for this same action code, the number you enter (positive or negative) will be combined with the DAYCOUNT calculated by the computer.
If you define a code for ENTRYCOUNT in the Actions file and use it in place of "cccc" above, TMA will automatically calculate the number of entries (that weren't deleted) each time detail reports print.
In case you are wondering how much time you are saving using TMA in place of some other documentation system, you can create an Action code for data entry time. Put that code in place of "cccc" in the ENTRYTIME line in your CONFIG.TMA file.
Then, each time an access code is entered, the computer will take note of the time until that person logs off. An entry will be posted by the computer showing how much time that person spent using the computer.
To use this feature, you must have an account called "COMPUTER" in the Accounts file.
ROUNDUP occurs when certain TMA functions call for time to be distributed equally among all who receive a service (see Appendix B). If a ten minute service is "distributed" among three customers, each customer will be charged 4 minutes (3 1/3 minutes rounded up).
When reports are printed for the employee providing the service, the computer accounts for the extra time (2 minutes in this example) with the action code which you put in place of "cccc" in the ROUNDUP line.
In this way, the total time spent by the employee (plus the roundup time) can be compared to the total time charged to the customers.
FORM OF DATE, TIME, AND CURRENCY:
TMA assumes 12hr clock, and U.S. forms of date and currency, but you can include any of the following lines if you wish:
DATEFORM=DD/MM/YY
TIMEFORM=HHMM
CURRENCY=Y
DECIMAL=,
Timeform HHMM means 24hr clock.
Currency and decimal are single characters used in place of dollar signs and decimal points.
MENU OPTIONS:
This section applies to the older version of TMA. See Appendix B for the TMA Functions that will replace this section.
Appendix C explains how you can create your own implementation of TMA. Part of that process is to define MENU functions.
The format of these functions in the CONFIG.TMA file is:
MENUmc=ffff,nn,text
MENUmc=.BAT,nn,text
FUNCTION=ffff
Some examples are:
MENU11=4096,50,(ENTER TRANSACTIONS)
MENU21=.BAT,70,(ADD/CHANGE ACCOUNTS)
FUNCTION=4162
The m and c represent Menu and Choice numbers. MENU21 is Menu #2, Choice #1.
You may create menu choices from 1 to 9 on up to four menus in TMACORE. MENU1 is the opening menu. The other three can be used or not as you wish.
NOTE: MENU numbers are sequential and may not match the choice number on the opening menu. Thus the second menu (MENU2) may be any choice on the opening menu.
After the = sign, ".BAT" means "exit the TMACORE program and perform a Batch file command". "ffff" means "perform the TMACORE function ffff" as defined in Appendix B (TMA Function Codes).
TMACORE performs the function or Batch file command when the user selects the given choice from the given menu.
When the user picks a .BAT menu choice, the program branches to a batch file called MENU11.BAT to MENU49.BAT with which you can run any program you desire. (See Appendix C).
In addition, the current user's access code is included on the command line after MENUxx.BAT. Most programs in this series recognize the first parameter on the command line as the user's access code.
Echo is set to off when this batch file runs. This means that the access code will not be visible. It also means that any remark lines you put in batch files will also not be visible. So be sure to use ECHO in batch files for instructions to the user.
The default for MENU11 is "Exit to DOS". The default for all other menu choices is blank.
Choice zero on any menu is to exit the menu, back to the previous menu or to the "Welcome" screen (log off).
In order to select any one of these choices, the user must have a level of authority (as defined in the account types file) equal to or greater than the number you put in "nn".
The "text" listed here is just a comment for your use. The actual words displayed for each menu choice come from the help file (TMACORE.HLP).
The default function code for scanners is set to whatever you put as ffff in the FUNCTION=ffff line. This function is also assumed if you use hierarchy characters in keyboard data entry or fixed bar code scanner data entry.
APPENDIX B:
APPLICATION SERVER FUNCTIONS:
Any TMA Function can be called from any screen (html page).
Simply create an html paragraph tag and include a Class tag. If the name of the Class matches a TMA Function Code, the contents of the paragraph will be replaced with the results of the designated function.
It is a good idea to create such a paragraph with the following text: "This page is designed to be processed by an application server from www.StatusBoard.com" since this text will be replaced with the results of the designated TMA function.
Most TMA Functions are restricted and can only be processed by authenticated users. Different Account Types have different permissions to use various TMA Functions.
A comprehensive list of TMA Functions will be published in a later edition of this Manual. For an updated copy, visit www.StatusBoard.com/tma/help
TMACORE FUNCTION CODES:
The TMACORE program is an older version than the Application Server Program. The functions of this older program will be incorporated into the Application Server Program over time, so its function codes are described here for future reference.
The menus in this older program are defined in the Config.tma file. The implementation you use assigns TMA Function codes to various menu choices (see Appendix A, Menu and Break Options). A typical example is:
MENU21=4,50,(DELETE AN ENTRY)
This example assigns TMA Function code 4 to Menu 2, Choice 1.
Some TMA Function codes can be invoked by bar code readers or the keyboard when preceded by the slash (/) character (See section 3F, Special TMA Bar Codes). In the following list, TMA Function codes that are available to scanners are noted with * after the code.
TMA FUNCTION CODES:
0 When you create a menu line in the CONFIG.TMA file where the characters after the = sign evaluate to 0, the TMACORE program terminates and a batch file is called depending on the menu and line number you selected. (See Appendix C, Branching Between Programs).
0* When scanning bar codes, TMA Function code /0 (slash-zero) (preceded by the hierarchy level 2 character if defined) causes the program to post the current entry, and begin another entry using the same TMA Function code as was last used. (See section 3F, Special TMA Bar Codes regarding /. (slash-period) used to "Clear All Accounts and Services" so you can correct an error in data entry.)
2 Select a data file to add/edit transactions. If you select a data file other than for the current date, transaction functions that assume the current time of day will post all entries for the selected data file as of 11:59pm.
4 Delete an entry.
16 to 31 Reserved for Menu selection.
18 Select Menu 2.
19 Select Menu 3.
20 Select Menu 4.
Note: These function codes may only be used on the opening menu. You may not "nest" menus.
1024 to 2047 Reserved for report printing functions.
To create a single TMA Function code that incorporates all the print features you select, add the following function values to 1024.
+8 Send report to printer. (Without this feature, report is displayed on screen.)
+64 Prompt user to enter earliest time of day to be included in report.
+128 Prompt user to enter earliest date to be included in report. This only applies when editing a prior day data file which may combine several days into one file.
+256 Include "deleted" entries.
+512 Display entries in reverse chronological order (i.e. from most current to oldest.)
2048* Reserved for scanner data entry. /2048 (preceded by the hierarchy level 2 character if defined) indicates "Log off". The user is done entering transactions and scanner cannot be used by another without entering a valid access code. If not used, the scanner could be taken by another person before the computer can download the data, and all entries would be posted to the previous person's account.
4096 to 8191* Reserved for data entry functions.
To create a single TMA Function code that incorporates all the data entry features you select, add the following function values to 4096.
For scanner data entry, use the slash character preceded by the hierarchy level 2 character (if defined) in front of the combined TMA Function code.
+1 Prompt for time of day when each activity started. Without this feature, the entry is posted as of the time it is entered.
Note that with portable scanner data entry, the start time is automatically derived from the scanner's internal clock.
+2* Prompt only for the start time of the first entry posted. The start time of subsequent entries is automatically calculated from the start time of the previous entry plus all consecutive time posted during the previous entry.
+4* Prompt for multiple servers. With scanners, all employee accounts scanned after this TMA Function code are counted as providing service as a team.
With this feature, the entry is considered to be "posted" by the person whose access code was used to enter the transaction and who may or may not be one of the persons providing service. (One person can post the services of others.)
Without this feature, the account used as an access code is considered to be the only provider of service.
+8* Prompt for multiple customers.
Without this feature, only one account can be listed as receiving the service.
With scanners, all customer accounts scanned are taken to be receiving the service together.
Without this feature, each new account scanned is taken to be the start of a new entry.
+64* Prompt for elapsed time of service.
If elapsed time is not entered during scanner data entry, it is automatically calculated (as the time from the start of the entry to the start of the next entry), and posted under the code you define as GAPTIME (see Appendix A).
Without this feature, the entry does not need to account for time.
+128* Elapsed time entered is to be divided equally among accounts receiving service. The "rounding error" is posted to the action code defined in the CONFIG.TMA file under ROUNDUP (see Appendix A). Without this feature, the times entered are posted as entered to each account served.
+256* Elapsed time entered is to be multiplied times the number of accounts providing the service, then posted to the account(s) receiving the service. Without this feature, the times entered are posted as entered to each account served.
+512* Quantities entered are to be multiplied times the number of accounts receiving the items, then posted to the account(s) which provided the items. In this way, an entry for one item provided to three customers posts as three items provided by the server. Without this feature, the items entered are posted as entered to each account.
NOTE: Serialized items can only come from one account and go to one account. The posting of serialized items is always from the last account listed as serving or receiving items.
* = Function available to bar code readers when preceded by the slash (/) character.
EXAMPLES:
4096 One-to-one transaction. This is the default for scanners. If any function code is scanned, the "start time" for the transaction is when you scan the function code. Otherwise, the transaction starts when you scan a customer account code.
4616 (4096+512+8) One-to-many transaction with all items dispensed credited to the one.
1280 (1024+256) Display one account on screen including "deleted" entries.
APPENDIX C:
Because TMA can be configured for so many different industries, it is likely that you will find an implementation that closely meets your need already on the disks that come with TMA.
This chapter describes the fundamental concept of TMA so that you can, if you want to, build a new implementation from the ground up.
The two fundamental concepts behind TMA are SCALE and CONSPECTION.
CONSPECTION:
Conspection takes advantage of the design of the human brain wherein a small stimulation can release a flood of information through recall.
The TMA reference files allow you to define full concepts, abbreviations, and codes. For example, a catering service might use the code BTV for the following service:
Clear all tables, wash
stoneware and pans in
dishwasher, china & silver by Bus, treat, BTV
hand, treat stains on linens & & vac.
vacuum.
Full meaning Abbreviation Code
An employee who does this sort of thing frequently will look at the code or abbreviation, and instantly the full meaning will come to mind.
A customer will want to see the full meaning.
When you create a plan using abbreviated format, or record your actions using codes, you have created a "conspectus", or comprehensive view of the whole picture in a compact format.
SCALE:
The Plan program helps you create a plan for each account.
Each Plan consists of items of information in general categories.
Sub Plan Category Item
directory _____
_______ _____
_______ _______ _____
_____
_______ _____
_______ _______ _____
__________
The scale of a TMA plan can be changed by what you choose to include in an item, category, plan, or subdirectory.
On the small end, you could create one plan for your whole operation.
If you find that you cannot print a plan on a single sheet of paper, even in compact format, you could split each category into separate plans for the same account. To do this, you must define a different SUMDRIVE for data files and a different REFDRIVE for item definitions for each category you split off into a separate set of plans.
Large companies will have various subdirectories for each department where plans are kept on each customer, asset, or employee.
If you feel the need for more consolidated plans, you can create categories to hold that which was formerly kept in separate plans.
YOU KNOW YOUR BUSINESS:
The implementations provided on the TMA disks may be fine for many companies in your industry, but most business leaders have their own way of doing business.
The TMA Setup program which edits the Reference files are your key to tailoring TMA to fit your style.
Section 1D of this manual will get you started editing the reference files. On-screen help will fill in many details along the way.
Part 3 of this manual will help you set up the computer hardware.
The sections on "Customizing" and "Branching" below will also help.
Using a text editor and Appendix A, you will be able to activate or modify many of the TMA features. Here, you will also be able to list your own company's name, address and phone number.
You have special expertise in your industry. This is a valuable asset. Companies who use your implementation will be willing to pay consultant fees for your advice.
VALUE-ADDED RESELLING:
One of the last things a person wants to do when installing new software is to spend hours entering all the goods and services unique to his/her industry.
You can provide a valuable service for others when you customize TMA for yourself.
Once you have set up TMA to suit your own needs, you could market your own implementation.
This is a little like setting up a spreadsheet for Lotus 123 and marketing it.
You may not copy the TMA programs any more than you are allowed to copy Lotus 123.
What you may sell is your CONFIG.TMA file, and any file you have created ending in .REF, .BAT, or .HLP.
You may sell your implementation through computer stores, commissioned sales people, or by mail-order.
If your customers are not already licensed to use TMA, you can order a copy from New Century Products to be shipped directly to your customer, and receive a significant commission.
Please remind your customers that TMA is licensed, not sold, and it is illegal to use the TMA programs without a valid registration card on file with New Century Products.
CUSTOMIZED MENUS
AND HELP INFORMATION:
Most of what you see on the screen in TMA is stored in text files which you are free to edit using your favorite text processor.
This makes TMA flexible without undermining its basic structure.
These files end in .REF, .BAT, .HLP, and .TMA.
The Setup and Account Change programs are an aid in editing the .REF files.
By editing these files, you can design a system which is easily understood by your employees given their unique background and skills.
In a bilingual shop, you can even create plans using one reference file, and print them using a parallel reference file having the same codes but with full meanings written in a different language.
The prompts, help information, report headings and menu choices for most programs are kept in files that end in ".HLP".
Most TMA support programs are written in the BASIC language. Source code is available to qualified VARs (Value Added Resellers).
BRANCHING BETWEEN PROGRAMS:
The new .NET version of TMA uses hyper-links to branch between screens. This section applies only to the older program and will be phased out.
TMA uses DOS batch files for your convenience in customizing the system.
The TMA.BAT file runs the TMACORE program first and then runs the GO_TO.BAT file.
The TMACORE program changes the contents of GO_TO.BAT depending on where the program wants to go next. This could be an error-handling routine, a menu choice, or a routine that is designed to run automatically at a particular time of day.
The current user's access code is included on the command line placed in GO_TO.BAT for your convenience. (ECHO is set to off.)
Standard error routines are called TMA_ERR.BAT, and REINDEX_.BAT.
When the user selects a menu item not supported by a TMA function code, TMACORE branches to MENUxx.BAT files as described in Appendix A.
For example, if choice #2 from the first menu is not a TMA function code, when a user picks choice #2 from the first menu , TMACORE puts:
@ECHO OFF
MENU12.BAT <access code>
in the GO_TO.BAT file. It then waits for any users who are currently entering data on a terminal, and/or until it is done gathering data from any bar code scanner that is currently downloading.
The TMACORE program then terminates. DOS returns to the TMA.BAT file to do whatever comes next, namely GO_TO.BAT.
The contents of GO_TO.BAT are now MENU12.BAT, so DOS performs the commands you have set up in MENU12.BAT.
MENU12.BAT could be the running of the Plan program, the Add/Change Accounts program, or any custom program you have included in your implementation.
You should ensure that the last line in any MENUmc.BAT file is:
TMA %1
When the process you have chosen from the menu is done, this will return the user to the opening menu. The %1 in the batch file passes the user's access code to TMACORE. Without this, the user returns to the "Welcome" screen and will have to enter an access code to continue.
APPENDIX D
Hardware is physical.
Software is metaphysical.
From the moment a piece of hardware is created, it is constantly wearing out.
But the more you use software, the more you see ways to improve it. Bugs are corrected and anomalies are pinned down.
The makers of TMA want the system to keep pace with time itself.
For this reason, TMA is not sold.
You may purchase a license to use the software, but the software itself remains the property of New Century Products.
As the product improves with time, you will have the option to update or upgrade your system.
UPGRADES:
As new ways of managing Time and Materials are developed to meet the ever-changing needs of society, New Century Products will offer an upgrade to the TMA product.
Upgrades are optional.
The cost of an upgrade depends on the extent of the improvements over the former system.
Look for upgrades at www.StatusBoard.com/tma
UPDATES:
It is said that a certain medieval king took a bath once each year "whether he needed it or not".
You will need an update to the TMA program each time you renew your license.
On the Setup Menu of the Application Server program (Network Status Monitor) you will see by what date you will need an update.
Conclusion: If you don't want to Upgrade, at least Update your software regularly.
Time and Materials Accounting (TMA ) Copyright: New Century Products, 1981-2003, All Rights Reserved.
Ownership: All software programs relating to Time and Materials Accounting, remain the property of New Century Products. Only the right to use the software is granted, and only for a limited time. For more info, call 858-518-0001.
Disclaimer: New Century Products makes no warranty as to suitability of this software for any particular purpose and accepts no liability for direct or consequential damages relating to the performance of this software. Check with your dealer regarding trial period and return policy.