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The Labman Project

The Labman Project. User Services A Unit of Information Technology Services Mike Loewen MCL8@PSU.EDU. Introduction.

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The Labman Project

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  1. The Labman Project User Services A Unit of Information Technology Services Mike Loewen MCL8@PSU.EDU

  2. Introduction • Labman is an employee management system used by many organizations in ITS (Information Technology Services). The software was developed in-house, and is undergoing continuous improvement. • Labman has been in use since August of 1996, and is currently being used by the Lab Consultants, Rovers, Willard Helpdesk, ETS, TLT, AIT, Call Center and the MOC. • Outside of ITS, Labman is used by the University Learning Centers and the Libraries.

  3. Basic Functions • Scheduler • Time clock • Time cards • Payroll • Information gathering • Communication • Report generation

  4. Scheduling • Master schedule is created by a manager • Weekly schedules are generated from the master • Employees may advertise a shift they no longer wish to work • Employees may take advertised shifts • Extensive system of permissions controls access to scheduling functions

  5. Time Clock • Only pre-approved (by IP address) computer systems may be used to clock in/out • Only users in the employee database can access the system • PSU Access ID and password are used to authenticate • Employee must be assigned to a shift and in the proper location to clock in/out • Dedicated client is used to clock in/out

  6. Time Clock • Employees are clocked out by the server if they remain too long past the end of their shift • Employees can be clocked out remotely, by a manager • Timestamps are to the second • Time clock records are appended to an audit file • Any time adjustments are made by a manager, and are kept in a separate file

  7. Time Cards • For employees who don't punch a time clock, a web-based time card is available • Employees can submit hours for the current pay period, or the pay period most recently ended • Employees can submit hours as many times as they like during the pay period • When done submitting hours, employee submits final entry, after which time a manager must allow additional entries

  8. Payroll • Managers can only see their own projects and employees • Managers lock their projects while processing payroll, against additional time card entries • Managers enter any needed adjustments • Payroll module reads time clock records and time cards, then adjusts totals based on any adjustment records • Report is displayed, and an IBIS compatible file is saved on the server

  9. Payroll • Managers notify payroll office when their payroll is approved • When all managers have reported, payroll office locks the pay period against further changes, and runs a report which consolidates all groups into a single IBIS file • Payroll office transfers file to mainframe via FTP

  10. Information Gathering • Lab and helpdesk consultants log customer contacts • Rovers submit inventory reports • Senior lab consultants submit spot evaluations

  11. Communication • Online users can send individual messages to each other • Lab consultants and rovers have a public message area • Lab consultants and rovers may send messages to each other (individual and public) • Supervisors and managers can send messages to all users

  12. Report Generation • Time and payroll reports • Employee lists • Contact reports • Inventory report • Spot check reports • Post/sub summaries • Budget reports • No-show/late reports

  13. Security • Web pages are served via Apache, using SSL • Users must be in the employee database, and authenticate with Access ID and password • Dedicated client must be used for clock in/out • Server is physically located in the Computer Building machine room • No employees have login access to the system • User levels (Manager, Supervisor, Employee) limit access to certain information and areas • Data is backed up daily

  14. Security • Standby server is located in Willard Building, in the MOC's secure machine room • Critical data is updated on the standby server every 15 minutes • Web users must reauthenticate after 15 minutes of inactivity or after 4 hours, regardless • Sensitive data is not cached in the browser • Management utilities are restricted to psu.edu addresses • FTP access is restricted to oas.psu.edu • SSNs are not used anywhere in the system

  15. Client Side Software • Java client will run as an Applet (from a browser) or a standalone application • JRE (Java Runtime Environment) 1.2 or newer must be installed on client systems for Java client • Terminal based client requires SSHv2 capable software on client system (e.g. PuTTY, SSH Secure Shell, native OS/X or Unix ssh). • Wage Employees should NOT be permitted to install software on clock-in systems. • No additional client side software is required for time cards, only a web browser

  16. Conclusion • A substantial amount of effort has gone into securing all parts of the system • Every effort is made to ensure data integrity • The time clock system keeps track of how much time an employee worked, not how much he says he worked • Payroll approval is still in the hands of the group managers

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