TrackStar PTO can be used as a stand alone solution, or can be integrated into a more robust Time, Expense and Project Tracking system. ISC makes it easy to add additional modules or users later. A link at the bottom of this page will take you to other product description pages.

The sections that follow describe features of TrackStar PTO, and show sample screens to help you understand its’ capabilities.

Getting Started You access TrackStar by clicking on a browser link. The system provides multiple levels of security and encryption, so your data is safe and secure. Each employee logs on to TrackStar using their unique ID and password. Once signed on, a menu system is presented that reflects the capabilities that have been granted each user. Though simple to use, multiple levels of help are provided to assist users if needed.

Scheduled Time Off Employees use the HR Request tool to request time off. The tool keeps a history of HR Requests, and shows the approval status and detailed information.  A permanent record of requests is kept for each employee, so they can see when requests were made, approved, denied, or other pertinent facts. Employees can check their balance, and check for department conflicts before entering requests for time off.

Building a Time Off Request Building a Time Off Request couldn’t be simpler.  Employees specify the type of request, and select the dates using a point-and-click interface that is intuitive and simple to learn.  Once a request has been built, it is sent to management for approval and processing.  The software supports many system preferences, such as one to prevent requests on weekends.  Also, company holidays, when entered through the holiday setup tool, are automatically reserved.  These customizable points make it easy to tailor TrackStar to fit your organization perfectly!

Globalization TrackStar is a global solution, and supports deployment to multiple countries with different cultures.  Tools are provided to setup accrual rules and events specific to one country or group.  Balance displays can be tailored for various groups, and support is included for Spanish language (other languages being developed).

Balance Calculations The system calculates and maintains balances on multiple accounts or categories that you setup.  Employees and managers use the system to display balances online.  The balance form includes historical information, showing every credit or debit to the balance.  The system also supports balance adjustments, which can be used to make adjustments when needed. The balance form is configurable at installation time.  You can choose from numerous “buckets” that are maintained on each account, such as Current Balance, Year End Balance, etc.  You can choose to display information in hours or days, and choose various other totals for display.

Management Approvals When employees request time off, the system routes the request to their manager (or optionally others) for approval.  Managers are informed of pending requests via email and then review requests online and make approval decisions.  From the approval form, they can check the employees balance, check for conflicts with other employees, and then approve or reject the request with one button click.  If configured, the system will send an email notification to the request originator, indicating the approval status of their request. Approving multiple requests is fast and easy, through use of the scroll arrows provided.  A manager can accomplish all approvals in one session, with a minimum of effort!

Unscheduled Time Off It is often useful to enter time taken that was not scheduled in advance.  For example, if an employee calls in sick, you would want to track the event by entering unscheduled time off.  TrackStar allows for entry of unscheduled time by administrators and managers who have the proper security.  Once time has been entered, a permanent record is created and balances are adjusted. Time can be entered as a full or half day, or by system preference, in hours. Defining the event types, such as Vacation or Sick time, is a system setup function.  Time entered using this form does not need approval.  The information immediately affects employee balances when entered.

Leave Management Extended leaves are another type of time off.  The system supports tracking of extended leaves, such as Military leave or FMLA, by entering the start and end dates of the leave period.  During leaves, you may choose to suspend accruals of PTO earnings, as defined by your company policy. TrackStar is a comprehensive Tome Off Tracking software, and includes features not found in many competitive products!

Time Off Calendar Often managers need to know who will be in (or out) for a specific period, such as Thanksgiving holidays, or other times when many employees are requesting time off.  TrackStar provides forms to check for conflicts, and to display employees who are requesting time off for a selected month.  Managers use this to determine if adequate employee coverage is available for selected dates.

Making Balance Adjustments It is sometimes helpful to make adjustments to employee balances when special events occur.  For example, if an employee worked a regularly scheduled company holiday, you might compensate them by giving them an extra day of vacation time.  The adjustment tool can be used for this purpose, as well as handling other similar events that require balance adjustments.

Formula Builder The system includes a formula builder, which is used to define your company policies to the system.  Once defined, the system tracks accruals on one or more categories, such as PTO, Vacation, Sick, etc.  You are free to define as many categories as are needed to implement your policy.  Also, you may define different accrual rules or formulas, and assign them to employees as needed.  For example, a Standard Policy might grant 10 days per year for the first 5 years of employment.  An Executive policy might grant 15 days over the same period.  You use the system to create the policies, and then link the policy to employees.  This extremely flexible and adaptable solution can be tailored to your business rules without programming!

Time Off Analyzer This form is used to display time taken by employees in a graphical form.  This view can be helpful in spotting trends, such as repeated absenteeism. Each cell in the form is color coded to represent the type of time off.  In the example shown, orange indicate company holidays, while blue represents PTO.  You are able to select any color scheme you desire.

Email Notifications TrackStar integrates with your existing email system to keep managers informed.  Whenever approvals are pending, managers receive email messages indicating there are requests for them to review.  This feature keeps managers aware of requests needing their attention, and helps keep data up to date and accurate.  Flooded with emails?  Don’t worry.  This is a configurable feature.

Calendar Integration TrackStar integrates with Outlook (and other compliant calendar systems) to block out time when subordinates will be out of the office. This interface is optional and can be enabled by each manager.  When managers approve HR Requests, an email entry is sent to their calendar, which they accept using the meeting interface.  Reminders are supported as well, so managers will always know when people are out.

Reporting Numerous reports are included in the Paid Time Off Tracking module to assist managers and administrators in tracking balances, and various other statistics.  All reports are exportable to Excel, and can be further manipulated, distributed, or archived.  Reports can also be scheduled to run on planned intervals, and are delivered via email to specified recipients. In the event that a special view of the data is needed, TrackStar includes a report writer that you can use to develop reports.  User defined reports are automatically integrated with the system, and appear in menus as standard reports do.  ISC also offers customization services, if you prefer to contract for custom reports.

Administration Tools TrackStar includes a robust set of administration tools to help you configure and tailor the system.  You use the admin tools to load and maintain employee, department, and various other data tables in the system.  It also includes a scheduling tool that can be used to generate background jobs or tasks, such as data extracts and reports.  For example, you can setup a job so that balance information is automatically sent to your payroll vendor monthly.

Tool Use Department Maintenance Used to define your company's organizational structure. Employee Maintenance Used to enter and maintain the employees who use the software. Holiday Maintenance Used to define your company holidays. Balance Maintenance Used to enter starting balances for HR “accounts”. Event Maintenance Used to define HR categories. Formula Maintenance Used to define your business rules related to accruals. Report Maintenance Used to create custom reports. Schedule Maintenance Used to setup jobs to run at preset intervals. Security Maintenance Used to define employee access to system functions. System Preferences Maintenance Used to setup operational preferences. User Field Maintenance Used to define custom fields to extend TrackStar. User Code Maintenance Used to enter coded fields for choice lists.

Outstanding Support ISC provides world-class support for its software.  When you have a question or problem, our staff provides the answers you need, when you need them.  For ASP customers, the support fees are built-in to the monthly fee.  This includes updates, bug fixes, and periodic enhancements.  For in-house customers, our support plan is required in the first year and optional thereafter.

Support/Service Offerings ASP Support - Included with ASP plan. Annual Support - Offered to in-house customers. Per-Incident Support - Provides support on a per-call basis. Training Services - Administrative training for TrackStar.

Paid Time Off Software Attributes

• 100% web based software.
• Available as an in-house solution or as an ASP service.
• Scaleable from a few users to thousands of users.
• Highly customizable through preference settings.
• Point-and-click interface makes learning easy.
• Comprehensive, affordable solution.
• Simple implementation, virtually maintenance free.

Paid Time Off Software Features

• Supports entry of scheduled and unscheduled time off.
• Supports multiple categories, such as Vacation, Sick, Choice Time, or PTO.
• Calculates balances for one or many categories.
• Handles different work days and accrual formulas automatically.
• Handles multiple holiday lists, multiple event lists, and multiple balance formats.  Highly customizable!
• Calculates earnings or accruals based upon your company’s business rules.
• Provides tools for entering adjustments to balances.
• Provides tools for managing leaves, such as FMLA.
• Provides tools to detect and warn when employee PTO conflicts arise, which would affect coverage.
• Provides numerous built-in reports, and includes a report writer you use to generate your own custom reports.
• Provides a full suite of administration tools for system setup and ongoing maintenance.
• Supports data extract in popular formats for interfacing with other systems.
• Interfaces with your email system to notify managers and employees of requests and approvals.
• Interfaces with your Outlook calendar.
• Supports Spanish language for employee functions.

Features Common to all TrackStar Modules

Benefits/Justification

Customer Comments
"Wow! Thank you so much for all of your work on this. This is such and exciting tool! As the person who calculated all this by hand for 210 employees this has literally changed a part of my life at work. Thank You."
Rebeca Sharpe, Centex Homes

Licensing Options

• PTO Enterprise is used by employees and managers alike.  Employees make requests for time off online.  Requests are approved by managers online.  The Enterprise solution is offered as an in-house solution, or as an ASP.
• PTO Small Business is used by administrators (or HR managers) to enter PTO data for their employees.  This low-cost solution is offered only as an ASP.
• Various support and service options available to ensure your ongoing success.

Time Off Software Pricing TrackStar is priced on a per Active user basis.  An active user is one who has been entered in to the software and has the ability to log on.  Employees who terminate can be marked inactive, and no longer consume one of your licenses. A small number of administrative licenses are needed to perform setup and maintenance.  Admin licenses are priced separately from Time Off licenses.

Sample Pricing Time Off Users Admin Users Monthly ASP Price OR One Time In-house Price 52 2 $150 n/a 100 2 $220 n/a 150 2 $286 n/a 250 2 $412 $13,688 500 2 $711 $23,128 1000 2 $1,217 $38,468 >1000 Please call! Please call! A one-time setup fee of $1,250 is required for all configurations. In-house price includes first year annual support. Please see price quotes for the Small Business product by following the link: PTO for Small Business

Next Steps

1.  Fill out an information request form by following the Request Information link. A sales representative will contact you and can provide additional information, and pricing specific to your configuration.

2. Request demonstration access so you can experience the system first hand. ISC will guide you through the system, and point out its features and capabilities.

3.  Confirm configuration, pricing and obtain approvals.

4.  Review and execute our standard ASP or License agreement.

5.  Begin using TrackStar!

ISC makes getting started fast and easy.  A complete planning guide is provided to assist you with your data collection and policy definition tasks.  Once information has been gathered, you use the administration functions of TrackStar to enter/import data.  Excel templates are provided to help you organize your data and to simplify import.   You can be up-and-running in a few days!

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