OJT Timesheet Monitoring System User Guide
Introduction
Welcome to the OJT Timesheet Monitoring System! This comprehensive guide will walk you through every aspect of using the system effectively, whether you're a trainee tracking your hours, a coordinator managing students, or an administrator overseeing the entire process.
Getting Started
Open your web browser and navigate to the OJT Timesheet Monitoring System URL provided by your institution.
On the login page, select your appropriate role: Trainee, Coordinator, or Administrator.
Enter your username and password, then click the "Login" button.
- For trainees: Use your student ID and the provided password
- For coordinators and administrators: Use your institutional email and password
After logging in, you'll be directed to your personalized dashboard, which displays relevant information and actions based on your role.
Trainee Guide
Daily Time Recording Process
Time In Procedure
From your dashboard, click on the "Time In" button to record your arrival.
The system will activate your device's camera to capture your image for verification.
Position yourself properly in the frame and click "Capture Image".
Review the captured image and click "Submit" to complete your time in record.
Time Out Procedure
At the end of your workday, click the "Time Out" button on your dashboard.
Similar to time in, allow the system to capture your image.
Click "Submit" to complete your daily time record.
Viewing Your Records
To access your timesheet and reports:
- View Timesheet: Click on "View Timesheet" in the dashboard to see your daily time records.
- Weekly Report: Access "Weekly Report" to view your accumulated hours and activities for the week.
- Profile Page: Click on your profile icon to view or update your personal information.
Coordinator Guide
Trainee Management
Accessing Trainee Information
Navigate to "Trainee List" from your dashboard to view all trainees under your supervision.
Click on a trainee's name to access their detailed profile information.
Reviewing Timesheets
From a trainee's profile, click "View Timesheet" to review their daily time records.
Examine each entry for accuracy, noting time in/out and the verification images.
Generating Reports
To generate and print reports:
- DTR (Daily Time Record): Access a trainee's profile and click "View DTR" to see their daily time record summary.
- Weekly Report: Select "Weekly Report" to view consolidated weekly hours and activities.
- Print Reports: Use the "Print" option available on each report page to generate hard copies for record keeping.
Administrator Guide
System Administration
As an administrator, you have all the capabilities of a coordinator plus access to system management features:
System Management Functions
- Manage Trainees: Add, edit, or deactivate trainee accounts through the "Manage Trainees" section.
- Manage Coordinators: Control coordinator accounts and their assigned trainees.
- Manage Agencies: Add or update partner agencies where trainees are deployed.
- School Year: Configure academic year settings and term divisions.
- Departments: Set up and maintain academic departments within the institution.
- Courses: Manage the various courses and programs offered by the institution.
- Backup & Restore: Create system backups and restore from previous backup points if needed.
Using the Admin Dashboard
Navigate to the section you wish to manage through the sidebar menu.
Use the "Add New" button to create new entries or click on existing items to edit them.
Apply changes and use the search and filter tools to locate specific records when needed.
Frequently Asked Questions
Time Recording
What if my camera doesn't work for image capture?
Ensure your browser has camera permissions enabled. If issues persist, contact your coordinator who can make manual adjustments if necessary.
Can I edit my time records after submission?
No, time records cannot be edited after submission to maintain integrity. If there's an error, contact your coordinator immediately.
Reports & Monitoring
How are my OJT hours calculated?
Hours are automatically calculated based on your time in and time out records, excluding any designated break periods.
How can I track my overall progress?
Access your "Weekly Report" to view your accumulated hours, completion percentage, and remaining requirements.
Technical Support
Is my data secure in this system?
Yes, the system employs encryption and secure authentication protocols to protect all user data.
What if I encounter an error message?
Take a screenshot of the error, note what you were doing when it occurred, and contact technical support through the "Contact Support" link.