Maintaining timecards to facilitate accurate attendance tracking Overview of attendance programs About entering timecard edits that impact attendance About

Maintaining timecards to facilitate accurate attendance tracking

Overview of attendance programs

About entering timecard edits that impact attendance

About applying attendance policy rules

Show Me: Enter timecard edits and manually apply attendance policy rules

Procedure: Manually applying attendance policy rules

Review timecards for discrepancies

Analyze timecards and resolve discrepancies

Overview of Workforce Attendance processor

Lesson Menu

What’s 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

About the Attendance Genie

About the Attendance Editor

Return to Villanova Kronos Training Web

Villanova implemented attendance policies to reduce absenteeism and schedule coverage issues.

Workforce Attendance is configured with Villanova’s attendance policies. 10 points = Counseling

15 points = Verbal Warning

20 points = Written Warning

AttendancePolicy

(Continued)

Click to VU’s attendance policy

Overview of attendance programsReview timecards for discrepancies

Maintaining timecards for accurate attendance tracking

Workforce Attendance looks at timecard data to process and track employee attendance.

When the employee’s timecard is processed by Workforce Attendance, the timecard data may trigger attendance events.

You may call attendance events “infractions,” “marks” or “occurrences.”


Overview of attendance programs (Continued)


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When an employee triggers an infraction, the infraction may result in one or more disciplinary points.

This is determined by attendance policy rules.


Overview of attendance programs (Continued)


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Overview of Workforce Attendance processor

Workforce Attendance is configured with Villanova’s attendance policy rules. 10 points = Counseling

15 points = Verbal Warning

20 points = Written Warning

AttendancePolicy

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

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Overview of Attendance processor (Continued)


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Villanova runs the processor daily each morning at 1:30 a.m.

Every time the processor runs, it applies Villanova’s attendance policy rules to employee timecard data.

It’s important that timecard data is accurate before the processor runs. Otherwise, the employee’s attendance information may be incorrect.

For example, let’s 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.

To give you enough time to make timecard edits, Villanova has a “lag time.” This means that the Attendance processor won’t 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.

Attendance Processor automatically runs

daily at 11 p.m.

2 day lag time so that

department managers can edit timecards

June 1 2 3 4 5 6 7 8 9 10 11

Timecards are processedwith attendance policyrules

Last timecard sign off date

(Previous)

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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It’s 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 employee’s attendance record.





About entering timecard edits that impact attendance

Certain timecard edits can affect attendance tracking. These edits include punch edits, comments, pay code edits and exceptions.

It’s 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.

Recommended Practice: Edit timecards daily to maintain accurate payroll processing and attendance tracking information.

CommentsPay Code Edits

Punches Exceptions

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(Previous)

At our last meeting you were provided with a hardcopy of the rules Villanova uses to track attendance.


About entering timecard edits that impact attendance (Continued)


Click to see Timecard Edit Guidelines job aid


About applying attendance policy rules

Villanova runs the processor on a regular schedule, for example, every morning at 1:30 a.m.

Every time the processor runs, it applies your organization’s attendance policy rules to employee timecard data.

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1:30 am every day Bi-Weekly on Mondays

Attendance Processing Schedule Payroll Processing Schedule

Maintaining timecards for accurate attendance trackingAnalyze timecards and resolve discrepancies

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 employee’s 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.

Jane’s attendance record before manually applying attendance policy rules

Jane’s attendance record after manually applying attendance policy rules

About applying attendance policy rules (Continued)



About the Attendance Genie

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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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.

The following table explains the types of information in the Attendance Genie.

About the Attendance Genie (Continued)



About the Attendance Editor

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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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 < 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: 0:10

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 employee’s 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.

The following table explains the fields on the Incidents tab.About the Attendance Editor (Continued)



Procedure: Manually applying attendance policy rules

You can manually apply rules from the Attendance Genie (shown here) or the Attendance Editor

Step Action

1. From the Attendance Genie, click to highlight one or more employee rows.

2. Select Attendance > Apply Rules. The Apply Rules dialog appears.

3. To accept the Default Start Date, click OK.

4. After a few seconds, click Refresh.

To manually apply attendance rules from the Attendance Genie, take the following steps.

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Step Action

1. To access the Attendance Editor from the employee’s 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 > Attendance Editor.

2. Select Attendance > Apply Rules. The Apply Rules dialog appears.

3. To accept the Default Start Date, click OK.

4. After a few seconds, click Refresh.

To manually apply attendance rules from the Attendance Editor Incidents tab, take the following steps.

You can manually apply rules from the Attendance Genie or the Attendance Editor (shown here)

Procedure: Manually applying attendance policy rules (Continued)



SHOW ME: Enter timecard edits and manually apply attendance policy rules

Click the icon to see how to enter timecard edits and manually apply attendance policy rules

(Topic End)
