1. 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

2. 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 Attendance Policy (Continued) Click to VU’s attendance policy Overview of attendance programs Review timecards for discrepancies Maintaining timecards for accurate attendance tracking

3. 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.” Review timecards for discrepancies Overview of attendance programs (Continued) Maintaining timecards for accurate attendance tracking (Continued) (Previous)

4. When an employee triggers an infraction, the infraction may result in one or more disciplinary points. This is determined by attendance policy rules. Review timecards for discrepancies Overview of attendance programs (Continued) Maintaining timecards for accurate attendance tracking (Topic End) (Previous)

5. 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 Attendance Policy 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) Review timecards for discrepancies Maintaining timecards for accurate attendance tracking

6. Review timecards for discrepancies Overview of Attendance processor (Continued) Maintaining timecards for accurate attendance tracking (Continued) 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 June1234567891011 Timecards are processed with attendance policy rules Last timecard sign off date (Previous)

7. 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. Review timecards for discrepancies Overview of Attendance processor (Continued) Maintaining timecards for accurate attendance tracking (Continued) (Previous)

8. 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. Review timecards for discrepancies Overview of Attendance processor (Continued) Maintaining timecards for accurate attendance tracking (Topic End) (Previous)

9. 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 PunchesExceptions (Continued) Analyze timecards and resolve discrepancies Maintaining timecards for accurate attendance tracking (Previous)

10. At our last meeting you were provided with a hardcopy of the rules Villanova uses to track attendance. Analyze timecards and resolve discrepancies About entering timecard edits that impact attendance (Continued) Maintaining timecards for accurate attendance tracking Click to see Timecard Edit Guidelines job aidaid (Topic End) (Previous)

11. 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. (Continued) 1:30 am every day Bi-Weekly on Mondays Attendance Processing SchedulePayroll Processing Schedule Maintaining timecards for accurate attendance tracking Analyze timecards and resolve discrepancies

12. 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) Maintaining timecards for accurate attendance tracking Analyze timecards and resolve discrepancies (Topic End) (Previous)

13. 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 (Continued) Maintaining timecards for accurate attendance tracking Analyze timecards and resolve discrepancies

14. Field NameDescription Processed Through DateThe 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 ActionAn activity performed by the organization to discipline or reward an employee. Example: Suspension Action Trigger DateThe date on which the employee incurred the behavior that launched the action. Example: See Action Initiated Date Action Initiated DateThe 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 StatusDisplays the current state of the action. This is especially important if you are responsible for monitoring disciplinary actions. Example: Pending Action Completed DateThe 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) Maintaining timecards for accurate attendance tracking Analyze timecards and resolve discrepancies (Topic End) (Previous)

15. 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 (Continued) Maintaining timecards for accurate attendance tracking Analyze timecards and resolve discrepancies

16. Field NameDescription DateThe date on which the employee incurred the event, pattern or action.. Event/Pattern/ActionThe 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 AmountThe amount of time that the employee was early or tardy. Example: 0:10 Balance ChangeThe number of points, occurrences that the employee incurred as a result of the attendance event, pattern or action.. Example: 0.50 TotalThe 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 TypeThe 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 TimeThe employee’s scheduled shift start time. Example: 9a. Source PolicyLink 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) Maintaining timecards for accurate attendance tracking Analyze timecards and resolve discrepancies (Topic End) (Previous)

17. Procedure: Manually applying attendance policy rules You can manually apply rules from the Attendance Genie (shown here) or the Attendance Editor StepAction 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. (Continued) Maintaining timecards for accurate attendance tracking Analyze timecards and resolve discrepancies

18. StepAction 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) Maintaining timecards for accurate attendance tracking Analyze timecards and resolve discrepancies (Topic End) (Previous)

19. 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) Maintaining timecards for accurate attendance tracking Analyze timecards and resolve discrepancies