Maintaining timecards to facilitate accurate attendance tracking

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Maintaining timecards to facilitate accurate
attendance tracking
Whats in this lesson? This lesson explains how
to maintain timecards for employees who are
assigned to an attendance policy. What do I
need to know before I begin? You should already
know how to - Navigate Workforce Timekeeper -
Edit timecards- Perform pay code edits- Add
comments- Identify exceptions
Lesson Menu
Review timecards for discrepancies
Overview of attendance programs
Overview of Workforce Attendance processor
Analyze timecards and resolve discrepancies
About entering timecard edits that impact
attendance
About applying attendance policy rules
About the Attendance Genie
About the Attendance Editor
Procedure Manually applying attendance policy
rules
Return to Villanova Kronos Training Web
Show Me Enter timecard edits and manually apply
attendance policy rules
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Overview of attendance programs
Maintaining timecards for accurate attendance
tracking
Review timecards for discrepancies
Villanova implemented attendance policies to
reduce absenteeism and schedule coverage issues.
Click to VUs attendance policy
Workforce Attendance is configured with
Villanovas attendance policies.
(Continued)
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Maintaining timecards for accurate attendance
tracking
Review timecards for discrepancies
Overview of attendance programs (Continued)
Workforce Attendance looks at timecard data to
process and track employee attendance.
When the employees timecard is processed by
Workforce Attendance, the timecard data may
trigger attendance events. You may call
attendance events infractions, marks or
occurrences.
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Maintaining timecards for accurate attendance
tracking
Review timecards for discrepancies
Overview of attendance programs (Continued)
When an employee triggers an infraction, the
infraction may result in one or more disciplinary
points. This is determined by attendance policy
rules.
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Overview of Workforce Attendance processor
Maintaining timecards for accurate attendance
tracking
Review timecards for discrepancies
AttendancePolicy
Workforce Attendance is configured with
Villanovas attendance policy rules.
10 points Counseling 15 points Verbal
Warning 20 points Written
Warning

• The Workforce Attendance Processor is a tool that
  automatically processes employee timecard data
  with the configured attendance policy rules.
• The attendance processor performs the following
  tasks
• Looks at timecard data to identify attendance
  infractions
• Determines consequences associated with
  infractions
• Tracks the consequences, including point balances

(Continued)
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Maintaining timecards for accurate attendance
tracking
Review timecards for discrepancies
Overview of Attendance processor (Continued)
Attendance Processor automatically runs daily at
11 p.m.
Last timecard sign off date
Villanova runs the processor daily each morning
at 130 a.m. Every time the processor runs, it
applies Villanovas attendance policy rules to
employee timecard data.
2 day lag time so that department managers can
edit timecards
Timecards are processedwith attendance
policyrules
Its important that timecard data is accurate
before the processor runs. Otherwise, the
employees attendance information may be
incorrect. For example, lets say the timecard
reflects that an employee incurred two
consecutive absences. When the Attendance
processor runs, it triggers a written warning. If
the employee actually called in sick and was
excused, the written warning would not be
warranted.
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To give you enough time to make timecard edits,
Villanova has a lag time. This means that the
Attendance processor wont run all the way to
today it might run up to two days ago. This
gives you two days to ensure timecard edits are
current and accurate before the processor runs.
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Maintaining timecards for accurate attendance
tracking
Review timecards for discrepancies
Overview of Attendance processor (Continued)
As long as the timecard has not been signed off,
you can make corrections to the timecard and run
the processor again to get accurate attendance
information.
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Maintaining timecards for accurate attendance
tracking
Review timecards for discrepancies
Overview of Attendance processor (Continued)
Its especially important that timecard data is
accurate before sign off. The Attendance
processor ignores timecard data that has been
signed off. This means that if you need to make
an attendance correction and the timecard has
already been signed off, you must manually make
the correction in the employees attendance
record.
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About entering timecard edits that impact
attendance
Maintaining timecards for accurate attendance
tracking
Analyze timecards and resolve discrepancies
Certain timecard edits can affect attendance
tracking. These edits include punch edits,
comments, pay code edits and exceptions.
Punches
Exceptions
Its important that you are aware of the types of
timecard edits that affect attendance tracking.
You play a critical role in applying these edits
consistently so that employee attendance records
are accurate.
Comments
Pay Code Edits
Recommended Practice Edit timecards daily to
maintain accurate payroll processing and
attendance tracking information.
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Maintaining timecards for accurate attendance
tracking
Analyze timecards and resolve discrepancies
About entering timecard edits that impact
attendance (Continued)
At our last meeting you were provided with a
hardcopy of the rules Villanova uses to track
attendance.
Click to see Timecard Edit Guidelines job aid
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About applying attendance policy rules
Maintaining timecards for accurate attendance
tracking
Analyze timecards and resolve discrepancies
Villanova runs the processor on a regular
schedule, for example, every morning at 130
a.m. Every time the processor runs, it applies
your organizations attendance policy rules to
employee timecard data.
Attendance Processing Schedule
Payroll Processing Schedule
130 am every day Bi-Weekly on
Mondays
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Maintaining timecards for accurate attendance
tracking
Analyze timecards and resolve discrepancies
About applying attendance policy rules (Continued)
Depending on access rights, you may be able run
the processor yourself without waiting for the
regularly scheduled time. This is called
manually applying attendance policy rules. You
might manually apply rules, for example, if you
made a change to an employees timecard and need
to see attendance results right away. When you
manually apply rules, the system overrides the
timecard edit lag time so that you can see
results right away.
Janes attendance record before manually applying
attendance policy rules
Janes attendance record after manually applying
attendance policy rules
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About the Attendance Genie
Maintaining timecards for accurate attendance
tracking
Analyze timecards and resolve discrepancies
Tools for manually applying attendance policy
rules include the Attendance Genie and the
Attendance Editor
About the Attendance Genie - to apply rules to
one or more employees, use the Attendance Genie -
provides an at a glance summary of employee
attendance information
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Maintaining timecards for accurate attendance
tracking
Analyze timecards and resolve discrepancies
About the Attendance Genie (Continued)
The following table explains the types of
information in the Attendance Genie.
Field Name Description
Processed Through Date The date up to which attendance policy rules were last applied.
Discipline Points. The current total of the point balance. In this example, the balance is based on points. Balances may also be based on occurrences, or time (such as missed time.) Example 3.5
Discipline Level. Represents the progressive discipline level status that the employee is currently at. Example Step 1
Attendance Action An activity performed by the organization to discipline or reward an employee. Example Suspension
Action Trigger Date The date on which the employee incurred the behavior that launched the action. Example See Action Initiated Date
Action Initiated Date The date on which the action was processed and recognized by the system. Example An employee incurs No call-No show on February 1, which triggers the action Suspension. The processor runs on February 3. The Action Trigger Date is February 1 and the Action Initiated Date is February 3.
Action Status Displays the current state of the action. This is especially important if you are responsible for monitoring disciplinary actions. Example Pending
Action Completed Date The date on which the action was carried out, such as delivering a verbal warning to an employee. This is especially important if you are responsible for documenting the date on which the disciplinary action was carried out.
Disqualified from Perfect Attendance Indicates whether the employee has achieved perfect attendance. A check mark indicates that the employee has not achieved perfect attendance.
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About the Attendance Editor
Maintaining timecards for accurate attendance
tracking
Analyze timecards and resolve discrepancies
Tools for manually applying attendance policy
rules include the Attendance Genie and the
Attendance Editor

• About the Attendance Editor
• use it to view and manage detailed employee
  attendance information
• includes the following tabs
• Summary
• Calendar
• Incidents
• Action Details
• Documents
• Audits

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Maintaining timecards for accurate attendance
tracking
Analyze timecards and resolve discrepancies
About the Attendance Editor (Continued)
The following table explains the fields on the
Incidents tab.
Field Name Description
Date The date on which the employee incurred the event, pattern or action..
Event/Pattern/Action The attendance event, attendance pattern or attendance action that the employee incurred. Example Tardy lt 60
Discipline Level. Represents the progressive discipline level status that the employee is currently at. Example Step 1
Actual Amount The amount of time that the employee was early or tardy. Example 010
Balance Change The number of points, occurrences that the employee incurred as a result of the attendance event, pattern or action.. Example 0.50
Total The current total of the point balance. In this example, the balance is based on points. Balances may also be based on occurrences, or time (such as missed time.) Example 3.5
Balance Type The type of units that represent what the balance is tracking. Balances may be based on points, occurrences, or time (such as missed time.) Example Points
Shift Start Time The employees scheduled shift start time. Example 9a.
Source Policy Link that provides information on the attendance policy rule that generated the attendance event, pattern or action when attendance rules were applied.
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Procedure Manually applying attendance policy
rules
Maintaining timecards for accurate attendance
tracking
Analyze timecards and resolve discrepancies
You can manually apply rules from the Attendance
Genie (shown here) or the Attendance Editor
To manually apply attendance rules from the
Attendance Genie, take the following steps.
Step Action
1. From the Attendance Genie, click to highlight one or more employee rows.
2. Select Attendance gt Apply Rules. The Apply Rules dialog appears.
3. To accept the Default Start Date, click OK.
4. After a few seconds, click Refresh.
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Maintaining timecards for accurate attendance
tracking
Analyze timecards and resolve discrepancies
Procedure Manually applying attendance policy
rules (Continued)
You can manually apply rules from the Attendance
Genie or the Attendance Editor (shown here)
To manually apply attendance rules from the
Attendance Editor Incidents tab, take the
following steps.
Step Action
1. To access the Attendance Editor from the employees timecard, click the More quick link and select Attendance. To access the Attendance Editor from a Genie, click to highlight an employee row(s) then select Attendance gt Attendance Editor.
2. Select Attendance gt Apply Rules. The Apply Rules dialog appears.
3. To accept the Default Start Date, click OK.
4. After a few seconds, click Refresh.
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SHOW ME Enter timecard edits and manually apply
attendance policy rules
Maintaining timecards for accurate attendance
tracking
Analyze timecards and resolve discrepancies
Click the icon to see how to enter timecard edits
and manually apply attendance policy rules
(Topic End)