FM Time and Attendance Reports (PDF) - Facilities Management

UNIVERSITY SERVICES – FACILITIES MANAGEMENT
STANDARD OPERATING PROCEDURE
FM Time and Attendance Reports
Approved by: Brad Hoff Last Revised: Jan 12, 2012
Procedure owner: Tony Gutterman Effective Date: Dec 20, 2011
Purpose
The University of Minnesota Facilities Management department utilizes a Timekeeping System. This
time keeping system electronically captures non V‐class employees arrival and departure from work.
This Standard Operating Procedure (SOP) describes the actions FM Leaders must take in Kronos and
COMPASS to ensure employees are accurately paid and attendance behaviors are properly addressed.
Overview / Primary Steps
FM non V‐class employees swipe in and out at Kronos time clocks. Managers/Supervisors review
employees swipe data and address any exceptions as necessary in Kronos and/or COMPASS as
necessary.
Impacted groups
All FM non‐V class employees and their supervisors.
Reference documents
University Services Attendance Policy
FM Time Keeping System Policy
PAN Form
Definitions
Non V‐class – overtime/shift differential eligible
Productive Work Orders – all work orders except those that are used to capture non‐productive time (all
forms of Vacation, Sick, Comp Time, FMLA, etc).
Contact information
Contact FM BAS at FMBAS@umn.edu with any questions on this SOP.
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UNIVERSITY SERVICES – FACILITIES MANAGEMENT
STANDARD OPERATING PROCEDURE
Process steps
Employee swipes in and out at the Kronos timeclocks and fill out Labor Time Cards in COMPASS on a
daily basis. More information on the Employee’s responsibility is found in the University Services
Attendance Policy and the FM Time Keeping System Policy.
FM Managers are responsible for data management, time management and attendance tracking. Each
of these responsibilities is detailed below.
Data Management
Employee data in Kronos originates in different information systems. The information (name, hire date,
reporting relationship, schedule, UCard number, etc) is pulled from COMPASS, PeopleSoft, Payroll, and
the UCard Office. These sources represent the one true source of employee data.
It is the manager’s responsibility to review employee information in Kronos and COMPASS. When
changes occur (new hires, reporting relationship changes, schedule changes, terminations, etc), the FM
Manager must fill out a PAN form requesting the data be updated in the source file (Note: Schedule
changes do not require completion of the entire PAN form, click here for instructions).
Significant rework may be required of the manager to fix employee time and attendance information in
Kronos and/or COMPASS if the employee information is not accurate. Managers should fill out PAN
forms in a timely fashion to ensure data accuracy in Kronos and COMPASS.
Time Management
It is the manager’s responsibility to ensure employees are paid properly. An Hours Variance report was
developed which compares the time in Kronos ‘on the clock’ to the time entered in COMPASS against
productive WOs. Whenever the difference is greater than 3% then the manager should review the
situation and, in partnership with the employee, make corrections to whichever system is not accurate.
NOTE: All reports are accessible via FM Web Reporting
http://webreporting.facm.umn.edu/InfoViewApp/logon.jsp
To access the reports you must drill down to the specific folder:
Public Folders>> FM >> Operations>> Labor and Personnel>>
Time Clock Reports.
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UNIVERSITY SERVICES – FACILITIES MANAGEMENT
STANDARD OPERATING PROCEDURE
Hours Variance Report
The hours variance report pulls the hours an employee is ‘on the clock’ out of Kronos and compares it to
the number of hours against productive work orders. At times, employees may enter more or less time
on their COMPASS timecards than is recorded in Kronos. When this happens, Managers are expected to
review and make the appropriate correction in the system that is incorrect.
There will be variance between the two systems for a variety of reasons. Initially, the goal for Managers
is to ensure the variance is no more than 3%. This metric will be reviewed quarterly and adjusted as
necessary with the eventual goal of having less than a 1% variance between the two systems.
How to read the Hours Variance Report:
Header information contains the name of the Supervisor as found in Kronos. The dates of the report are
shown as well as the date the report was ran. The Hours Variance Summary lists the overall accuracy
between Kronos and COMPASS for all employees who report to this supervisor. This 3% Accuracy is
what roles up to the Districts Hours Variance Metric. NOTE: Only employees with more than 3%
variance will be listed on this report, it is possible the overall metric shows a variance of 2.5% yet no info
is listed on the report as all the people had less than 3% variance. The summary for a district is shown
below. Clicking on a Supervisor name will show all the employees reporting to this manager. (Green
means variance is less than 3%, yellow means variance is off between 3% and 6%, and red means
variance is off by more than 6%).
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UNIVERSITY SERVICES – FACILITIES MANAGEMENT
STANDARD OPERATING PROCEDURE
The data by employee is shown by clicking on the name of one of the supervisors. The view below
shows a managers employees
If the variance is greater than 3% (if accuracy is less than 97%), then action must be taken by the
supervisor. The table below describes the most likely action to take.
Employee Situation Action to Take
B, D, E, G, H No Variance No action to take as their accuracy is greater than 97%
A and F
On the clock for 8 hours but
not time in COMPASS
C They were on the clock for 30
minutes longer than they
entered in Kronos
I
8 hours in COMPASS but no
time in Kronos
Employee doesn’t have time against productive WOs in COMPASS.
Validate the employee was at work and correct COMPASS Labor
Timecard or Kronos accordingly.
Validate the employee was only on the clock of 4 hours and make
punch corrections in Kronos or adjust COMPASS Labor Timecard if
employee actually worked 4.5 hours.
Could also be a data problem, employee may have taken an unpaid
lunch break that isn’t calculating correctly in Kronos (contact
FMBas@umn.edu with data problems)
Employee doesn’t have one or both punches for the day in Kronos
and therefore the total time for the day cannot be calculated. Enter
in correct punches in Kronos.
If employee wasn’t at work then correct COMPASS Labor Timecard.
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UNIVERSITY SERVICES – FACILITIES MANAGEMENT
STANDARD OPERATING PROCEDURE
Attendance Tracking
There are 2 reports that have been developed to assist the FM Managers with attendance tracking.
They are titled the Punch Exception Report and the Attendance Tracking Report.
Punch Exception Report
Kronos has been configured so employee’s punches outside of expectations per their schedule are
highlighted in red. Whenever there is an exception, it is the manager’s responsibility to review and
either adjust the punch time (if swipe was missed or by error) or to make a comment against the
exception of either FM‐OCCURRENCE or FM‐NON‐OCCURRENCE. The punch exception report measures
FM managers compliance with the expectation of commenting against all exceptions (100% compliance
is the goal).
How to read the Punch Exception Report:
Header information contains the name of the District. The dates of the report are shown as well as the
date the report was ran. The individual managers for the District are listed down the left side with the
compiled data for all their employees shown in the table. Managers can click on their name to launch a
more detailed report listing every one of their employees. Clicking on an individual employee’s name
will provide specific details as to where the comments were expected but are missing. A punch
exception report example is shown below.
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UNIVERSITY SERVICES – FACILITIES MANAGEMENT
STANDARD OPERATING PROCEDURE
The specific manager view lists each employee showing how many exceptions they had over the period
of time for this report.
Manager 1
The goal is to have the % Expectations with Comments column equal 100%. If it doesn’t, the Manager
will need to drill down in the report to see which employee has exceptions without comments.
Employee F
Research with the employee to learn what the resolution is and make the necessary changes in the
system. The changes could be to correct a bad punch, missed punch or to add a comment of FM‐
OCCURRENCE or FM‐NON OCCURRENCE.
NOTES:
1. If there are comments other than FM‐OCCURRENCE or FM‐NON OCCURRENCE then the
manager has selected a non FM comment. Manager should access the applicable date with the
incorrect comment, delete the incorrect one and make corrections to an FM comment.
2. If an employee is absent the entire day and the reason is an Occurrence per the attendance
policy then the manager is to mark this appropriately via COMPASS labor timecards. Access the
employees timecard for the date of the absence and add task code of 1111 to the WO the
employee used to cover the missed time on this date.
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UNIVERSITY SERVICES – FACILITIES MANAGEMENT
STANDARD OPERATING PROCEDURE
The Attendance Report
This report contains data from both COMPASS and Kronos. It lists every instance where an employee
took any form of vacation, sick leave, comp time, etc from COMPASS and all punch exception
information from Kronos. This information is provided so the manager can quickly and easily review
their employees attendance behavior for a given period of time.
How to read the Attendance Report:
Header information contains the name of the District and the range of dates for the report. The
manager that was selected in the report criteria is listed at the top of the results. Then individual
employee attendance records is listed.
The information is broken down into two sections for each employee –Occurrences and Non‐
Occurrences.
If the source is
COMPASS, the Type will
be Occurrence if the
Manager added the task
code of 1111 against
the absence in
COMPASS otherwise it
will be non‐occurrence.
Above, Employee A has one undefined Occurrence Type. This means that Manager 1 selected a Kronos
comment other than FM‐OCCURRENCE or FM‐NON‐OCCURRENCE and the manager should delete the
old comment and add a new one with the correct code. Employee B has 2 Occurrences and 1 Non‐
Occurrence. Employee C has 1 occurrence and several non‐occurrences.
The description field would contain any information the supervisor enters into the notes in Kronos or
comments in COMPASS.
Managers are to use this report to review employee’s attendance behaviors.
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