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HHS PRF Report

2021-11-24T21:57:53Z

Emily: /* Setup */

=== Report Definition ===
This report runs using the following logic;

The HHS Provider Relief Fund field separates the 7 categories like this:

It takes all employee that were included in the pivot grid report and then checks on each individual employee as to which of the 7 categories the employee belongs to in the following order. As soon as the employee gets a category, it stops checking and moves on to the next employee.

# If employee doesn't have any hours for the date range = No Worked Hours
# What is the employee's last status entry in the date range if any? if the last status entry is Active = Hired
# If the last status entry is “Suspension” status = Furloughed
# If it's any other status entry = Separated
# If the employee was in an agency company at the end of the date range = Contract
# If the employee worked 390 or more hours in the date range = Full Time
# If the employee worked lest then 390 hours in the date range = Part Time

=== Setup ===
For softwares that need this report - once the software is updated, create an hours pivot grid layout with the fields as pictured below. Make sure to use Employee Count instead of Hours. In a multi-facility software add Facility as the second column after Date Range. Save the layout with the 'HHS PRF' name. Once this is done, copy the pined response and just make sure to substitute the correct labor levels if they use 'Position' vs 'Department' and change the facility name.

=== Instructions for client ===
We updated your facility with a new report:

# '''Prepare the positions/departments as Clinical vs Non-Clinical:'''
#:Reports/Hours/Hours Pivot Grid
#:Take off all filters (nothing should be in red), then on the Position/Department tab select only the clinical positions.
#:On the options tab select the new layout file "HHS PRF".
#:Save the report on the Save tab and give it a name something like "HHS PRF Clinical", Save, and close the popup.
#:Repeat the above steps for the non-clinical positions/departments and save it as "HHS PRF Non-Clinical".

# '''Get the Count for all 5 categories:'''
#:Open your saved HHS PRF clinical report
#:On the Date Range tab select correct Quarter
#:click Run.
#:After it opens, get the count for each category and fill it in on your report sheet.

# '''Run the report again for the next Quarter etc.''' (the report should only be run for one quarter at a time. Selecting on the date range more than a quarter will give incorrect data).

# '''Repeat the above for the HHS PRF Non-Clinical saved report.'''

'''Please note that this report will not give any furloughed employees. They will all be included in the 'Separated' category. If you know of any employees that were furloughed in any quarter then please manually deduct these employees from the 'Separated' category count.'''

HHS PRF Report

2021-11-24T21:57:32Z

Emily: Created page with "=== Report Definition === This report runs using the following logic; The HHS Provider Relief Fund field separates the 7 categories like this: It takes all employee that we..."

Hours Reports

2021-11-24T21:44:16Z

Emily: /* Hours Pivot Grid */

[[image:HoursReports.png|right]]

===Approaching Overtime===

Displays employees that are within one shift of reaching period overtime (if given another shift, will get paid overtime on that shift). This report can be used to see which employees should not be asked for another shift as it will incur OT.

Date Range should be set to Current Week (if paid weekly OT Sun-Sat). This report will usually be empty at the start of the week (as no employee has yet worked enough shifts to get close to overtime). At the end of the week it will usually include everyone who worked the full week. If your OT period is mid-week to mid-week then the Date Range on the report should be set accordingly.

(This report requires the OT pay types to be set in configuration as an Overtime Type).

===Approaching Overtime (Excel)===

This is the same as the Approaching Overtime report, but in an Excel format.

===Employee Hours===

Displays the hour totals by pay type with a total per employee. There are many options in this report. You can break out the hour totals by shift and labor level, filter by pay type, and summarize by the payroll pay type. If you want an hours summary for key entry into a payroll system, then this is the best report to use.

===Employee Productive / Non-Productive Hours===

A summary of each employee per pay period, with productive (worked) and non-productive (unworked) hours separated.

===Employees With Hours===

A listing of employee names that have hours in the selected date range. Also provides a count of employees based on their gender.

===Hours Analysis Data===

Provides row based hours data in Excel format. The fields include the employee ID, employee name, pay date, shift, labor levels, pay type and the number of hours. The data can be used in Excel as the data source for pivot tables or charts. It can also be used by other external systems for import or analysis.

===[[Hours Pivot Grid]]===

Allows you to analyze the hours data using a built-in pivot grid.

Common template that we use is the HHS PRF template. see [[HHS PRF Report]] for more details.

See [[Pivot Grid]] for more detail.

===Hours Summary (Excel)===

Displays total hours by pay type with additional options to break out the hours by shift and labor level. This report is commonly used as a comparison to the hours imported into a payroll software.

===Long Shift (Excel)===

Displays employees that worked and were paid more than their daily hours in a day. This report is based on paid hours and ignores punched time.

===No Hours===

Display employees that have no hours within the specified date range. This may be an indication that the employee is no longer active, or is not working and requires payment for non-worked time such as vacation.

===Payroll Hours Summary (File)===

Excel based summary of payroll hours using a file as the template. This is used to get hours into an excel file that has other information pre filled (formulas, budget totals, custom formatting). Contact SBV to get a sample template. The template uses name-ranges to identify which cells to fill in ("Hours"), and which cells are used for filtering ("PayTypes" and "Department"). All 3 of these are required.

The name and location for the template should be entered on the Options tab. When the report is run it will display a copy of the template file with Hours from the software added to it.

The software can also populate multiple sheets in the same Excel file.

===Payroll Hours Summary (Folder)===

This is the same as the Payroll Hours Summary (File) report but will populate all Excel files in a designated folder. The name of the folder should be "PayrollSummary" and should be located in the Time & Attendance program directory (in the TA folder).

===Total Hours Detail===

Summarized hours by employee with group totals. This report uses Pay Type Tags (Configuration/Schedule/Pay types/Pay Type Tag) for the hours.

== See Also ==

* [[Reports]]

Employee Work Pattern

2021-11-24T21:35:33Z

Emily: /* Employee Work Pattern */

[[image:EmployeeWorkPatternTab.png]]

The Work Pattern tab contains information about the frequency and length of the employee’s workday, and how the employee’s schedules creation is controlled.

[[image:EmployeeWorkPatternTabPage.png]]

===Employee Shift History===

The Shifts table contains the shift count, daily hours, shift assignment and the date that this shift information started. This allows you to keep a history of the employee, for example, as they change from an on call to a part time, to a full time employee.

''Shift Count'' – the number of shifts an employee generally works in a pay period. The shift count is used in calculations based on being on call, part time or full time.

''Daily Hours'' – the number of hours an employee works in a regular day. The daily hours is used for calculations based on the length of their day. Unpaid lunch should not be included in the Daily Hours. Only include paid hours.

''Shift'' – the employee's primary shift. When a holiday is calculated automatically, it will use this shift for the hours.

''Add To Shift History / Delete From Shift History ''– to encourage the maintenance of shift information, you can only add a new entry or delete an existing entry. You cannot edit an existing entry.

===Employee Work Pattern===

The employee’s work pattern determines the level of control for the employee schedule creation.

''Work Pattern Type'' – the work pattern determines how the employee's schedules are created, and what the schedule status for the schedules is. Each work pattern type enforces a different level of schedule control.

'''Not specified''' – the employee's schedules generate automatically with the schedule status determined directly from the base schedule.

'''One Shift''' – the employee's schedules generate automatically. Schedules that match the employee's shift information are considered "Scheduled" while all other schedules considered "Unscheduled."

'''Multi Shift''' – the employee's schedules generate automatically. Schedules that match the employee's schedule pattern are considered "Scheduled" while all other schedules considered "Unscheduled."

'''Simple Scheduling''' - the facility doesn't use the scheduler module but the software still dictates the specific employees schedules strictly based on the schedules in the employees Schedule Patterns tab. There is no budget set up for a facility that uses Simple Scheduling

'''Simple Scheduling (Restricted)''' - same as Simple Scheduling, but with schedule based restrictions at the clock.

'''Soft Scheduler''' – the employee's schedules are not generated automatically, but created as part of the scheduling process. All schedules are considered "Scheduled," however, for calculation purposes "ghost" schedules are created when the employee works and does not have a corresponding schedule, so that hours are calculated.

'''Soft Scheduler (Restricted)''' – same as Soft Scheduler, but with schedule based restrictions at the clock.

'''Scheduler '''– the employee's schedules are only generated as part of the scheduling process. All schedules are considered "Scheduled." An employee needs a schedule for hours calculation.

'''Scheduler (Restricted)''' – same as Scheduler, but with schedule based restrictions at the clock.

Note - Only certain model clocks are compatible with the Restricted Work Pattern types. From the HandPunch those are HP3000 and HP4000

== See also ==

* [[Employee]]