Accessing the Manual Punch Reports

Transcription

1 Manual Punch Reports Job Aid These new reports run against a data table that went into production January 14, 2015, and was created to simplify the manual punch data collected. Notably, this table ignores changes to a punch that do not change the punch information (for example, hard coding a punch or just adding a comment) and reports edited punches as edits rather than a delete of the old info and an addition of the new info. Since this table went into production 1/14/15, these two reports are only capable of capturing any manual punch ENTERED (i.e. when the addition/edit/delete occurred, and NOT the punch date itself) on or after 1/14/15. One is optimized for PDF and one is optimized for Excel. The PDF version has less information than the Excel, but should be more user-friendly for timekeepers who just want a concise list of manual punches for Time Change Request (TCR) form monitoring purposes. The following job aid details how to access either of these reports. For questions regarding what documentation is needed for manual punches, please see the TCR Form FAQs document here: Accessing the Manual Punch Reports 1. Log into Student Life Timekeeping. Click on Reports at the bottom of the Main Menu. 2. You should see three Manual Punch reports in SLTK: a. Manual Punches Keyed On or After 1/14/15 Report Excel: This report runs against the updated data table that went into production 1/14/15. This will not include punch edits not changing the date/time of a punch, and will show an edited punch as such instead of a delete of old info and an add of new. It is optimized for excel and contains more information about the punch. b. Manual Punches Keyed On or After 1/14/15 Report PDF: This report also runs against the updated data table, but is optimized for PDF. It will print on 8.5x11 paper and is much more concise. c. Manual Punches Keyed Prior to 1/14/15 Report: This report has been in production for a number of years. It runs against an old data table and is more like the Audit Trail, in that it lists every single action like adding a comment or hard coding a punch. This report can be used to access manual punches entered prior to the new table being deployed in production on 1/14/15.

2 Manual Punches Keyed On or After 1/14/15 Report PDF Report 1. Click on in the Reports menu. 2. Click Select Parameters to Run Report. 3. Enter your search parameters as needed. a. A date range OR pay period/fiscal year combo are the only required fields, and will result in a list of all manual punches within that range for all employees within your realm of access. i. A date range is recommended to monitor TCR forms as the pay period progresses. The dates entered here will pull the date of the punch, NOT the date of the edit, so if you are monitoring as you go with this you will want to make sure to run by the pay period as a final check once the approval deadline has passed. ii. A pay period/fiscal year combo is recommended after you have approved timecards and want to see a list of all punches that require a TCR form or other documentation. b. The search below will render a report of all manual punches entered on the timecards for pay period 17 fiscal year 2015 within org OR 4. Click on PDF to open report.

3 5. The report will list the following information for the punches within the parameters selected: a. Emplid #: 8 or 9 digit employee identification number for the employee on the timecard b. Sub #: Unique SLTK record number identifying the particular Student Life timecard c. Employee Name: Name of employee for the timecard d. Job Label: Unique text identifying the timecard e. Org: 5 digit org code f. Txn Type: If a block of hours is added, edited, or deleted and involves a REG earnings code, you will see the three letter category code here. If you see HLP, that indicates hours/punches added for REG staff on a holiday (indicates holiday time and a half pay) g. Txn Date: Date of the punch (this field can be used to identify the pay period #, as that field only shows in the results of the Excel version) h. Txn Time: Time of the punch i. Txn Hrs: If a block of time has been added, edited, or deleted and involves a REG earnings code, the original amount of time of that block will show here. j. Source ID: Source of the punch (either the timeclock or a user ID) k. Edit Source ID: Source of the edit on the punch (always a user ID) l. Txn Date Edited New: The new date of an edited punch m. Txn Time Edited New: The new time of an edited punch n. Txn Hrs Edited: If a block of time has been edited and involves a REG earnings code, the new amount of time will show here. o. Edited Hrs Category: If a block of hours is added, edited, or deleted and involves a REG earnings code, you will see the one character code of the post-edit data here. For a table of these codes, see p. New Comments: Look for the post-edit comments to show on a line under the rest of the punch data. q. Updated By Name: The name of the person making the addition/edit/delete will show here. r. Action: Add, Edit, or Delete

4 Manual Punches Keyed On or After 1/14/15 Report Excel Report 1. Click on in the Reports menu. 2. Click Select Parameters to Run Report. 3. Enter your search parameters as needed. a. A date range OR pay period/fiscal year combo are the only required fields, and will result in a list of all manual punches within that range for all employees within your realm of access. i. A date range is recommended to monitor TCR forms as the pay period progresses. The dates entered here will pull the date of the punch, NOT the date of the edit, so if you are monitoring as you go with this you will want to make sure to run by the pay period as a final check once the approval deadline has passed. ii. A pay period/fiscal year combo is recommended after you have approved timecards and want to see a list of all punches that require a TCR form or other documentation. b. The search below will render a report of all manual punches within the user s access realm entered on the timecards for pay period 17 fiscal year OR 4. Click Excel to open the report.

5 5. The report will list the following information for the punches within the parameters selected (Fields on PDF version in scarlet): a. Basic Timecard Information: Emplid #: 8 or 9 digit employee identification number for the employee on the timecard Sub #: Unique SLTK record number identifying the particular Student Life timecard Employee Name: Name of employee for the timecard Job Label: Unique text identifying the timecard b. Funding Information: Org: 5 digit org code FUND: 6 digit fund code PROG#: 5 digit program code c. Transaction Data: Txn Type: If a block of hours is added, edited, or deleted and involves a REG earnings code, you will see the three letter category code here. If you see HLP, that indicates hours/punches added for REG staff on a holiday (indicates holiday time and a half pay) Txn Date: Date of the punch Txn Time: Time of the punch Source ID: Source of the punch (either the timeclock or a user ID) Edit Source ID: Source of the edit on the punch (always a user ID) Txn Date Edited New: The new date of an edited punch Txn Time Edited New: The new time of an edited punch Edited Hrs Category: If a block of hours is added, edited, or deleted, you will see the three letter category code of the post-edit data here (e.g. REG, HLP, ILL). Edited Txn Hrs: If a block of time has been edited and involves a REG earnings code, the new amount of time will show here. Original Txn Hrs: If a block of time has been added, edited, or deleted, the original amount of time of that block will show here. New Comments: This is where the post-edit comments will show. Updated By Name: The name of the person making the addition/edit/delete will show here. Action: Add, Edit, or Delete d. Additional Basic Timecard Information: Pay Class: REG vs STU Fiscal Year: Fiscal year of the timecard the punch was on PP Nbr: Pay period of the timecard the punch was on

6 e. Additional Transaction Data: New Call In: This field populates for all punch edits in Y or N. N means that the edit did not include the checking of Call In on the punch; Y means that it did. A punch will not appear on this report if the ONLY edit on the punch was to merely check the Call In box. New Hard Code: This field populates for all punches that have been hard coded either in (I) or out (O). A punch will not appear on this report if the ONLY edit on the punch was to merely check the Hard Code box. Updated By _Emplid: The employee ID of the person making the addition/edit/delete will show here. Updated By User ID: The SLTK user ID of the person making the addition/edit/delete will show here. Updated Date: The date of the addition/edit/delete will show here. Updated Time: The time of the addition/edit/delete will show here. f. Approval Data: Please keep in mind that these fields will generally only be populated after the timekeeping deadline. Employee Approver Empl ID: The employee ID of the person who employee-approved the timecard will show here. Power User Tip: You can use this field to make an equation in a new column with the first column (EmplID #) after the timekeeping deadline to sort out any employee not needing a form due to having an employee approval on the timecard in question. For example, =A2=AD2 copied down would render a TRUE/FALSE answer, and you would not need a form for any of the TRUEs. Employee Approver Name: The name of the person who employee-approved the timecard will show here. Supervisor Approver Empl ID: The employee ID of the person who supervisor-approved the timecard will show here. Supervisor Approver Name: The name of the person who supervisor-approved the timecard will show here.

7 Examples of How Scenarios Will Show on Reports 1. Web Clock Punches you will see these in your reports, but if your employees are employeeapproving their timecards no further documentation or TCR forms are necessary. This is how the same web clock punch looks in both PDF and Excel format (with some blank columns removed). Note the action of Add and the comment stating WebClock :M Further note in the excel file the employee approver matches the timecard employee ID. 2. Added Punches In this example, a missing punch was filled in for 1/25/15 at 4:58am. Please note the Action of Add and the Txn Date/Time. The TCR form for this transaction would be for 1/25/15 at 4:58am with code Added REG Hours In this example, 8 REG hours on 2/5/15 at 7am were added on 2/4/15 at 7:44am. Please note the Txn Type of REG, the Action of Add, and the Original Txn Hours of 8.0. The TCR form for this transaction would be for 2 punches the Txn Date/Time of 7am, and then the extrapolated out punch 8 hours later with code 4 for attending a MAPS class. For staff on schedules this would likely be at the end of their 8 hour day, but for staff not on schedules it would be exactly 8 hours later.

8 4. Deleted Punches In this example, on 1/26/15 2 timeclock punches were deleted from the timecard. Please note the Action of Delete, The Txn Date and Txn Time, the Source ID being a timeclock, and the lack of comments due to deletes not having a comment saved prior to deletion. The TCR form for this transaction would have the 2 punches each with code 3, and then the comments would explain that the punches were deleted and why they were deleted. 5. Edits to a block of REG hours In this example, a 4 hour block of REG time on 1/16/15 was originally entered for 12:00pm but moved to 12:01pm. Please note the Txn Time and Txn Time Edited New, along with the Txn Type, Edited Hrs Category, and the Action (not shown in Excel shot). The TCR form for this transaction would be for 2 punches: one for 12:01pm, and one for 4 hours later with the appropriate reason code. The comments should note that it was originally entered at 12:00pm and moved to 12:01pm. 6. Edited Punches In the example below, the original timeclock punch was at the OU1 clock at 8:01am on 1/20/15 and was changed to 8:00am with the comment IN (first day). Please note the Txn Time and Txn Time Edited New, along with the comments and the Action (not shown in Excel shot). The TCR form for this would have the 8:01am punch with a code 3, and the comments should note that it was changed from 8:01am to 8:00am and why that change was made.