Running Reports

Chapter 9 Reports

Kronos iSeries Central 6.0.5 © 2009 Kronos Incorporated 97Daily Tasks

Chapter 9Reports

This chapter contains the following sections:

� “Setting Up Reports” on page 98� “Viewing Reports” on page 104� “Reports Tab” on page 105

Chapter 9 Reports

98 © 2009 Kronos Incorporated Kronos iSeries Central 6.0.5Daily Tasks

Setting Up Reports 0

The Kronos iSeries Timekeeper system provides a wide variety of reports to help analyze and manage employees’ time information. To view or print a report, selection criteria must be selected that tells the system which records to include in the report. Two kinds of selection criteria are available—that which is common to all reports (standard selection screens), and that which is specific to a report.

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Report Parameters 0

Standard selection screens appear at the beginning of reports and typically the selections are made by the employee’s “home” assignments contained in their employee master records.

� Any selections made in the fields are stored by the User-Id for use on subsequent runs of the option.

� Leaving all the fields blank, will indicate an all-inclusive selection, and all the employees to which you have access would then be displayed on your report.

� Availability of the selection fields are controlled by Kronos iSeries security user profiles, on a User-Id basis.

Range Select Section

Most of the reports use the standard selection screens to define general selection criteria (that is, information the system uses to select records to include in the reports).

Date selections

Can place a date range, which will cause the report to include current (un-posted) as well as possibly history (posted) time records

-or-

Can leave dates blank to default to current pay period for each employee

� From-To ranges are inclusive� For single selection in a range, enter value in From column ONLY� Multiple range selections imply ‘AND’ relationship

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Date selections - Punch Detail, Expanded Labor Analysis, Wage Analysis, Full Time Equivalency (FTE)

When date ranges are selected, a view of the time records is used that includes history (posted) time records. Even if historical records are not included in the range of the date selections, using the expanded view can have a negative impact on the time it takes to process the report. Therefore, for these selected reports, it is possible to prevent the reports from considering historical time records, or require the user to designate when they want to include historical time records, regardless of the use the date selections.

Depending on your security settings, you might see the prompt as shown below.

� Mode: select one of the following to designate how the system will process the Date & Time Range selections:

Blank: if no dates are selected, the report will only include current pay period (un-posted) time records. If dates are selected, the reports will include both history (posted) and current pay period (un-posted) time records, as necessary based on the date selections.

Current Pay Period: the report will include current pay period (un-posted) time records only. Note: there is no validation when dates are entered and C-Current Pay Period is selected. For example, if the user enters 01/01/09 thru 11/01/09, but the earliest pay period rule is set at 11/02/09, you shouldn't see any time records, unless an employee has un-posted records prior to his/her current pay period.

Include History: the reports will include both history (posted) and current pay period (un-posted) time records, as necessary based on the date selections. If no date was entered, it will alert you to enter a date.

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Employee selections

Each field from the Employee Number field through LaborLevl7 field allows for selections of employees to include in the report.

� To select a single employee, enter the employee's number in the From field, and leave the To field blank.

� To select a range of employees, enter the employee number that starts the range in the From field, and the employee number that ends the range in the To field.

� To select all employees, leave the employee number fields blank.

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Rules/Codes Section

This screen specifies which Pay Period Rules and various other Codes to include in the report.

� All selections made imply ‘AND’ relationship with any selections made on first screen, thus narrowing your selections.

� Multiple selections within a category imply ‘OR’ relationship � All selections made on both screens are saved (by User-Id) for display on subsequent runs

of that report

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Sort Options - for printed or e-mailed reports

� Alphabetical / Numeric: refers to how the employees will be sorted within the category you choose. For example, if you choose option Numeric by Department, the report will be sorted FIRST by department, and then within each department, the employees will be sorted in ascending sequence by their employee numbers.

� Page Break by Sort Field - will start a new page when selected sort-field data changes (i.e. - there will be no truncation of reports - each employee, or department will print on a new page)

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Viewing Reports 0

To view reports you have created, use the View Jobs option from the Quicklink Bar. Double-click any report that is Completed to view.

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Reports Tab 0

The Reports Tab is initially set to aid you in choosing a report for your particular function. Your Reports Tab may be modified by your administrator to meet your business practices. The Timekeeping tab contains most of the reports that would be used on a daily basis.

Timekeeping 0

� Absentee: user defined # of hrs., for current pay period� Approaching Overtime: user defined # hrs. counting toward, and excluded from overtime� Budget vs. Actual: comparison of worked hours vs. scheduled hours� Comments (lists all comments entered on time cards)� Employees: prints detail or summary information out of the Employee Master file� Employee Skills Report: lists skills for employees to which these have been assigned� Employee Certifications Report: lists certifications for employees to which these have been

assigned� Employee Expired Certifications Report: lists expired certifications for employees to which

these have been assigned� Expanded Labor Analysis: list of hrs. worked, non-worked, paid, non-paid by Worked areas

within Labor Level fields� FTE (Full Time Equivalency): determines how many shifts, by Labor Level fields have been

worked - user defined # of hrs., i.e. - 8 hr. for daily calcs., or 40 hr. for weekly� Hours Summary Report: lists a breakdown of hours for the time period selected and includes

labor levels and pay codes� Monetary Adjustments Report: lists the dollar amounts entered for employees in Time Editor� On Premises: lists all employees currently punched in� Overtime Assigned/Refused: lists overtime hours manually assigned or offered, and

whether those hours were worked or refused� Overtime Equalization: monitors and totals Assigned/Worked/Refused/Total overtime hours,

per employee� Punch Detail: lists un-posted punches and hours� Scheduled Not Clocked In: lists employees who were scheduled to be at work, but have not

clocked in� Shift Detail: no Screen option available; displays punch detail info. along with optional audit

trail, accrual balances� Tardy: employees with Late Exceptions, and the time� Temporary Badges: prints employees, temporary badges issued & returned� Timecards: punches and hours in a time card format� Total Hours: total worked, non-worked, paid, non paid� Wage Analysis: calculates gross wages only if wages are entered in Kronos

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Report Usage 0

The following groupings of reports are meant to aid you in choosing a report for your particular function. There may be additional reports that you also may find useful.

The following reports are available from the Reports tab and these listed here cover basic time and attendance, scheduling and special function reports.

Reports>Timekeeping tab

� Employees� Punch Detail� Time Cards� Total Hours� Absentee� Tardy� Approaching Overtime� On Premises � Scheduled Not Clocked In� Comments� Budget vs Actual� Full Time Equivalency (FTE)� Expanded Labor Analysis� Wage Analysis� Overtime Equalization� Overtime Assigned or Refused� Shift Detail� Hours Summary Report� Temporary Badge� Employee Skills Report� Employee Certifications Report� Employee Expired Certifications Report� Monetary Adjustments Report

Reports>Scheduling tab

� Coverage� Headcount� Schedule Report� Weekly Schedules

Reports>Audit tab

� People� Timecards

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Managing Time Information 0

These reports can be found on the Reports>Timekeeping tab

� Punch Detail: lists un-posted punches and hours� Shift Detail: displays punch detail info. along with optional audit trail, accrual balances� Time Card: punches and hours in a time card format� Total Hours: total worked, non-worked, paid, non paid� Approaching Overtime: user defined # hrs. counting toward, and excluded from overtime� Expanded Labor Analysis: list of hrs. worked, non-worked, paid, non-paid by Worked areas

within Labor Level fields� Budget vs. Actual: comparison of worked hours vs. scheduled hours� Hours Summary Report: lists a breakdown of hours for the time period selected and includes

labor levels and pay codes

Managing Schedule Information 0

These reports can be found on the Reports>Scheduling tab

� Weekly Schedule Report: shows assigned schedules for a specified week� Schedule Report: lists employees scheduled to work and hours they are scheduled to work� Headcount: lists # of employees scheduled to work in any of the selected Labor Level fields,

in 30 min. increments� Coverage: lists employees’ scheduled time in a graphical display

Managing Exceptions 0

These reports can be found on the Reports>Timekeeping tab

� Punch Detail: lists un-posted punches and hours� Time Cards: punches and hours in a time card format� Absentee: user defined # of hrs., for current pay period� Tardy: employees with Late Exceptions, and the time� Shift Detail: displays punch detail info. along with optional audit trail, accrual balances

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Managing Administrative Information 0

� Employees - Reports>Timekeeping tab: prints detail or summary information out of the employee master file

� People - Reports>Audit tab: prints an audit trail of changes made to employee master files� Audit Inquiry - Reports>Audit tab: lists all edits to time records� Comments - Reports>Common tab: lists all comments entered on time cards� Temporary Badge Report - Reports>Timekeeping tab: prints employees, temporary badges

issued & returned

Managing Special Functions 0

These reports can be found on the Reports>Timekeeping tab.

� FTE, Full Time Equivalency: determines how many shifts, by Labor Level fields have been worked - user defined # of hrs., i.e. - 8 hr. for daily calcs., or 40 hr. for weekly

� On Premises: lists all employees currently punched in� Scheduled Not Clocked In: lists employees who were scheduled to be at work, but have not

clocked in� Wage Analysis: calculates gross wages only if wages are entered in Kronos� Overtime Equalization: monitors and totals Assigned/Worked/Refused/Total overtime hours,

per employee� Overtime Assigned/Refused: lists overtime hours manually assigned or offered, and whether

those hours were worked or refused� Employee Skills: lists skills for employees to which these have been assigned� Employee Certifications: lists certifications for employees to which these have been

assigned� Expired Certifications: lists expired certifications for employees to which these have been

assigned� Monetary Adjustments Report: lists the dollar amounts entered for employees in Time Editor

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Other Reports 0

You will see many other listings and reports under the Reports tab. Most of these are related to corresponding module add-on applications or system settings. Some have special functions that are only related to web access.

Reports>Access tab

Contains reports and listings for the Access application.

� Access Punches� Missed Gate Punches

Reports>Accruals tab

Contains reports and listings for the Accruals application.

� Accrual Codes� Employee Accruals

Reports>Activities tab

Contains multiple reports and listings for the Activities application.

� Activities Employees� Activities Punches� Approved Hours� Field 1 Listing� Field 2 Listing� Field 3 Listing� Field 4 Listing� Quality Control� Reconciliation� Scrap Codes� Teams� Weekly Activities� WIP� WIP Cost� WIP Pay Code Hours� WIP Time to Complete� WIP Work Order Status� Work Order Listing� Work Orders

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Reports>Attendance tab

Contains reports and listings for the Attendance application.

� Attendance Codes� Attendance Profiles� Employee Attendance History� Monthly Attendance� Perfect Attendance� Total Points

Reports>Audit tab

Contains audit reports for those areas listed.

� Audit Inquiry� Activities� People� Timecard

Reports>Common tab

Contains reports and listings for commonly shared options.

� Certifications � Comments� Employee Expired Certifications Report� Multi-Level Pay Rates� Skills� Terminal Messages

Reports>Communications tab

Contains reports and listings for Communications.

� Time Clocks� Device Restrictions� Polling and Download Schedule� Polling and Download History� Punch Detail Errors� Punch Detail History� Smart View Transaction Codes

Reports>Debit tab

Contains reports and listings for the Debit application.

� Employee Credit Inquiry� Payment Schedule Report� Sales Report� Split Profile Listing

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Reports>Gaming tab

Contains reports and listings for the Gaming application.

� Device Access� Meal Count Exceptions� Offtime Meal Exceptions� Special Events Listing� Special Events Report� Tip Compliance Rates� Toke Pool Assignments� Toke Pools� Toke Pool Report� Employee Toke Pool Report

Reports>Leave tab

Contains reports and listings for the Leave application.

� Approval Statuses� Categories� Combined Pay Codes� Document Due Dates� Document Statuses� Documents� Leave Hours Detail� Leave Hours Summary� Profiles� Reasons� Rules� Type

Reports>Navigation tab

Contains reports and listings for navigational functions.

� Function Access Profiles� Functions

Reports>Organization tab

Contains reports and listings for the labor levels and group codes.

� Group Codes� Labor Level 1� Labor Level 2� Labor Level 3� Labor Level 4� Labor Level 5� Labor Level 6� Labor Level 7� Labor Level Sets

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Reports>Pay Rules tab

Contains reports and listings for the pay rule related settings in the application.

� Holiday Dates� Holiday Profiles� Pay Rules� Pay Codes� Pay Types� Shifts� Shift Assignments� Status Codes

Reports>Scheduling tab

Contains reports and listings for the base scheduling and the Scheduler application.

� Coverage� Headcount� Schedule Report� Scheduler Coverage� Scheduler Employee� Scheduler Position� Scheduler Rules Violation� Scheduler Sign Up� Scheduler Template Planner� Weekly Schedules

Reports>Security tab

Contains listings for the various profiles used to define Timekeeper security.

� Daily Rules Profiles� Email Profiles� Function Access Profiles� Functions� Labor Level Profiles� Labor Level Set Profiles� Navigation Profiles� Pay Code Profiles� Pay Period Rule Profiles� Pay Rate Profiles� Self Service Profiles� Toke Pool Profiles� Transaction Profiles

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Reports>System Settings tab

Contains reports and listings for global settings and genies.

� Company� Genie Accumulators� My Favorites� Genies� Hyperfinds

Reports>Working Time Directive tab

Contains reports and listings for the UK application, Working Time Directive

� Daily Rest� Employee Data� Fit or Not Fit for Night Work� Health Assessment� Night Worker Average Normal Hours� No Health Assessment Working at Night� Not Fit for Night Work but Working at Night� Special Hazards� Weekly Average� Weekly Rest Period� Young Worker Reaching Adulthood

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Report Examples 0

The following examples are the resulting PDF reports that are opened from the View Jobs queue.

Punch Detail Report

Timecard Report

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Shift Detail Report

Budget vs Actual Report

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Total Hours Report

Approaching Overtime Report

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Expanded Labor Analysis Report

Schedule Report

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Weekly Schedule Report

Headcount Report

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Coverage Report

Absentee Report

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Tardy Report

Comment Report

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Full Time Equivalency Report

On Premises Report

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Scheduled Not Clocked In Report

Wage Analysis Report

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Overtime Equalization Report

Overtime Assigned or Refused Report

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Temporary Badge Report

Hours Summary Report

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Employee Skills Report

Employee Certifications Report

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Expired Employee Certifications Report

Monetary Adjustments Report

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Audit Timecards Report

Audit People Report

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Employees Report