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Question

How can I create a floor check report?


Solution

Timesheet Minimum Hour Reminders

The best way to enforce daily time entry is via automated Timesheet Minimum Hour Reminders. For more information on configuring minimum hour reminders, consult the links in the Additional Information section below.

Email reminders to a specific email address

Create an email account specifically for capturing a daily list of users who received the Timesheet Minimum Hour reminder.  In the EMAIL SUMMARY section of the Reminder tab, select the Send Summary to Manager check box, and enter the email address in the box. This email address can then be used to track users' timeliness of time entry.

Preview feature

You can create an "inactive" floor check reminder for all users and use the Preview button to compile the list of users (and number of hours on their timesheet) that would receive the email. Create a typical minimum hour reminder and schedule it to start 4/26/2099 so that it never actually runs. You would still be able to access and preview who the reminder email would be sent to.

Note: It is important to avoid clicking Send when previewing the reminder.

Daily Actuals in Refreshable Web Query (RWQ)

You could run a Daily Actuals report at a specific time each day and look for people who have yet to put their time in on a certain day (screenshot below).

You could also use a RWQ to pull in only people who are null for a certain day, or, you could use an adhoc report coupled with Excel’s “today” function (would be [today – 1] in the formula) to have an automatically updating floor check report.

Using the Integration Management Utility (IMU) or Quality Control Integration Management Utility (Automated Analyst)

The IMU (see link below for more details) can collect data for monthly accounting of daily timesheet entry. For example, you could analyze if there is more than 1 hour of data entered for a person, or see if Friday time was entered on Monday or Friday (based on company policy).

You can replicate the Unanet floor check email notification method with the IMU so that:

  • You collect data to disk for later processing.
  • You control the instance of the IMU that would report the floor check. For example, if the IMU runs every hour, only the 10:00 am IMU is used to measure employee compliance on timesheets. Additionally, the Monday floor check is measured against Friday data entry, instead of Saturday.
  • With hourly results, you can narrow down when something was first entered.

Even though the floor checks are done every hour, the 10:00 am IMU sample (Tues-Fri) is used specifically to feed an executive report of historical offenders by period/organization. Because the 9:00 am and 11:00 am samples are also stored on disk, they could also be used to assess the users' timesheet entry actions.

The Automated Analyst runs in a similar fashion to the basic IMU (i.e., collecting floor check data for historical analysis). However, it has the benefit of just reporting the exceptions. Here is an example exception report:
-- ERICA MINK DID NOT ENTER TIME FOR PREVIOUS BUSINESS DAY. --

Additionally, the Automated Analyst can provide managers with a list of their employees who are included on the exception report. This list can be grouped by division, branch, managers, etc., to provide a consolidated list at multiple levels within a company.

Unlike the basic IMU (which runs every hour, every other hour, or some other schedule), the floor check Automated Analyst typically runs just once each work day. The collection time can be adjusted to meet company business practices (e.g., 10:00 am local at company headquarters). Further, the floor check report can run in concert with a timesheet submission report (i.e., identifying employees who fail to submit their timesheet by a specified time after timesheet close). With these two reports, you can quickly identify trends in delinquent time entry (either daily or by timesheet). For more information on the Automated Analyst, please contact the Enterprise Engineering team (EnterpriseEngineering@unanet.com).

Adhoc Report (not recommended)

Note: The Adhoc Report field TS CELL LAST UPDATE DATE is not dependable for using as a "last time the user updated" date because it is updated by many "non-user" processes in the software.

Also, this value simply shows the last time/date the timesheet was edited, and those edits may or may not apply to yesterday or today. Today, a user could edit time from last week, while yesterday and today are missing hours. Additionally, the report will create one row of data for each time cell entry each day, potentially leading to a report that is difficult to read. Finally, unless you limit the date range of the data in the output, you will receive one or more rows of data for every user on every date during the timesheet's INUSE period. 

For these reasons, Adhoc reports are not recommended as floor checks.

Additional information

KC - Quick Topic - Scheduling a Timesheet Minimum Entry email reminder 

Help Docs - Admin Reminders

Help Docs - Integration Management Utility (IMU)

Help Docs - Support for DCAA

KC - Webinar - Are You Ready for a DCAA Audit?


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