Time Card Review (TCR) Interface

Modified on Mon, 17 Jun 2024 at 04:14 AM

TABLE OF CONTENTS

Who can access the TCR Interface
What kind of Time Cards are presented in the TCR Interface
Accessible Tools in TCR Interface
TCR Interface Sections
Auto-complete Time Cards

Who can access the TCR Interface

To get access to the Time Card Review (TCR) dashboard, you must belong to the following user groups:

FSM BP Managers if you are a Reviewer.
Time Keeping Managers if you are a Time Keeping Administrator (TKA).

An Employee's Time Card Reviewer can be either a BP Owner or a Supervisor or a Head of Department. It is calculated according to the specific rules. Learn more about Time Card's Reviewer determination.

As for TKA, it is always any Employee who is a member of the Time Keeping Managers user group.

What kind of Time Cards are presented in the TCR Interface

For a Reviewer — we show all Pending or with Active Request Time Cards for open payroll periods in recent days by default and filter them by the Reviewer. However, the Reviewer can use TC's review state filter to find acknowledge, completed, etc. Time Cards.

If a Reviewer substitute another Reviewer, he/she will also see Time Cards assigned to the other Reviewer.

For a TK Administrator — all Time Cards are accessible, regardless of review state for open payroll periods in recent days.

Accessible Tools in TCR Interface

THe TCR Interface is a workspace for Reviewers and TKAs. The interface design is identical for both Reviewers and TKAs. The only exception is available tools for viewing Time Cards. These tools depend on the membership in a user group and the existence of Employee Roles.

If you are a Reviewer, you can do the following things:

view Time Cards details, Time Entries, TC requests
acknowledge Time Cards
resolve Time Cards with comments explaining why the time should be changed
approve or reject Time Card requests such as TARs, Time-off and Miscellaneous requests.

TK Administrator:

has full access to Time Cards
can edit Time Card timeline: create adjusted timeline
can view and complete TC requests
can complete or reject Time Cards
can clone Time Cards.

There are also several roles that give access to advanced features in the TCR Interface:

Advanced TK Reviewers — gives full access to Time Card adjustments: create Time Card adjusted timeline.
Time Keeping Manager (restricted) — filters the list of available Time Cards by the department. Applies to TKA only.
Can complete Time Cards/Requests — provides the ability to change the review state of Time Cards/TK Requests to "Completed" in the TCR interface and Time Cards dashboard.
For example, assign this role to a Reviewer, if you want them to be able to complete a Time Card/ TK Request, but do not want to grant the TK Administrator access level.

These roles are set up in the Employee Card. Read more about Employees Roles here.

TCR Interface Sections

1. Filters Bar

Customize your TCR interface view using filters to easily search for required TCs.

1. Select all Time Cards from the list

2. Refresh the TCR interface to see updates

3. Click to show/hide a list of Audit Results triggered under each TC. These results indicate possible policy violations that require review. This is hidden by default.

4. Click to toggle show/hide WOs associated to each TCR. This is shown by default.

5. Click to toggle show/hide Time Card Timelines. This is shown by default.

6. Click to sort Time Cards from Oldest to Newest, or from Newest to Oldest.

7. Overnight Shifts Sorting. This mode shows Time Cards (even completed ones) with overnight shifts in the correct order: grouped by an employee and sorted by date. It is a handy way to review Overnight Shift Time Cards.

8. Solicit a TK request. Read more here.

9. Clear all selected filters.

Notes

• The Pending State filter always shows pending TCs for the past days.
• Audits and Dispatches are always displayed for open TCs.
• The Incomplete Allocation State applies to TCs during the Payroll Period Closure Process. This State indicates not-completed TCs, TCs with active TARs or with an incomplete payroll allocation table.
• Red Payroll Periods filter indicates that the end date has passed, but the Time Cards are still in Pending State.

2. List of Time Cards

Days, as Time Cards (with GPS data), are represented as Timelines. (Time Cards without GPS data – like those for office Employees - are shown with an empty Timeline.)

The Timeline Heading contains the date and Employee Name of the Time Card.

Use the checkboxes next to the Time Cards to batch-resolve them with the same comment and Resolution option. Use this for crews with the same movements throughout the day.

Allocation Status

If some time on the Time Card is eligible for Manual Allocation, the Allocation Status is displayed to the right of the date and Employee of the Time Card. Its status can be either "Pending"or "Allocation Done". Employees are not allowed to Clock-In on any day until they have allocated all prior days in the pending stage.

The system will expect Manual Allocation if the following conditions are met:

An Employee has the Mobile Role "Requires WO Allocation".
There are Time Entries with approved hours more than 0 and not associated with GPS or Allocated WO in the Time Card.
There are scheduled or available WOs.

"Unallocated Team" mark indicates that Crew Members scheduled with the current Employee do not have Time Cards. TKA can use the "Clone Allocation" option to create missed Time Cards. Read about Clone Time Cards action here.

Time Card Stage

The Time Card Stage indicates Time Card lifecycle — which review stage the Time Card in. You can use a stage filter to simplify your search for required Time Cards.

Total Clocked and Approved Hours of Time Card

The Total Clocked hours are the total number of hours originally recorded. These hours may not reflect the Approved hours due to auto-adjustment or manual adjustment.

Approved hours are the cumulative total number of Approved hours of all TEs for a Time Card. This can be more or less than the original total if adjustments were made.

Approved Hours = Clocked - Lunch Hours (manual lunch hours) - Audited Hours (deducted by audits).

Time Card Requests

The TCR Interface displays active requests, which means they are not completed. Even if the completed Time Card has an active request, these Time Cards will be shown for the Reviewer and TK Administrator.

Time Card Links

Reprocess TC

The button reprocesses GPS data, creates Time Entry, runs audits, recalculates payroll allocation, calculates mileage. It is available for everyone who has access to the TC Review interface (Administrators, TK Managers, Advanced TC Reviewer, regular TC Rewviewers).

Clone Allocation option

Use this button to create Time Cards for selected Crew Members and copy the allocation from the current Time Card. Read about Clone action here.

The Clone option may not appear in the TCR interface if it is disabled on your instance.

Link to Time Card Reference Record

To view more info on a Time Card, click the Card icon next to its name to open the Time Card Reference Record card.

The Time Card holds:

Allocation by location.
Cost-Type Allocation.
Job Costing / WO Allocation.

Read more about Time Card here.

Link to view Time Card geo-data

Use the TCR Map to analyze the Time Card’s GPS data. For more info about this report, see the article.

Time Card Timeline

Each section of the Timeline is a Time Entry (TE). TEs are color-coded. You can click on any TE to open the TE card for a more detailed review.

Note that TEs are not editable. To correct the original timeline, create the adjusted timeline. Read about Time Card adjustments here.

The first Clock-In and last Clock-Out are listed under the Timeline. Times are “local” to the Employee’s location at the time of data capture. Note that overnight work can result in “out-of-order” Clock-In/Out times. Read times carefully to avoid confusion.

Unauthorized Stop TEs are times that are basically stationary anywhere other than an Office/Warehouse Type Location or Site. They are labeled “Unauthorized Stop,” but this may be a misnomer in some cases where some other locations (hotels, Employee homes) are authorized by Audit Rules.

Grey TEs — the system cannot determine the Cost Type.

Unallocated Time TEs indicate that a given period of time cannot be Auto-Allocated by the system. This may mean manual allocation is required, OR that some data is incorrect and needs to be fixed.

Info
When Time Card hours are assigned to a default Work Order, TEs on the timeline are also marked with green dots as allocated time. The default WO is filled in directly in the TC payroll allocation table and not in the Time Entries.

No GPS TEs (formerly No Data) present a long data gap. No associated GPS data entries. Phone/App Compliance Issues: Emps are required to keep their phone charged and turned on and the FCX App open (in-background ok) while On-the-Clock. If the phone runs out of power, it will result in data gaps and is a serious issue.

Manually allocated Time TEs on a Timeline indicates that that period of time was allocated by an Employee manually.

Time Card Associated WOs

WOs associated with a Time Card are shown below the Timeline. WOs become associated if they are scheduled for the Employee’s Resource on that date.

If a Work Order (WO) was scheduled to an Employee on a given date, and “Allow Overnight Work” was checked on the Dispatch Schedule, that is represented here as “MM/DD/YY OVERNIGHT” and appended to the end of the WO Name. Dispatches with Overnight work allowed will show their start date together with the Time Cards next day.

You can click the WO to filter the list of Time Cards for all Time Cards associated with that WO.

Audit Results

What is an “Audit” in FieldCLIX Time Keeping?

An Audit auto-checks the TK data to see if any rules were violated by a Time Card, like “Unauthorized Overnight,” “Late Clock-Out,” etc.
When an “Audit Exception” occurs, the exception will be reported in the next day’s Audit Report.
In some cases, a notification will be sent to the Employee and/or his or her supervisor.
More serious Audit Exceptions trigger an Audit Review Job to be sent to the appropriate supervisor .

Find more about TK Audit Rules.

3. TCR Resolution Bar

You can resolve multiple duplicative Time Cards at once.

For example, multiple crewmen might Clock-In on the Foreman’s device.

Same GPS data = same Audit Exceptions.
Apply Resolution to all applicable Time Cards.

After selecting Time Card(s) to resolve, enter resolution comments at the bottom of the interface. These comments direct the Time Keeping Administrator(TKA) to adjust the Time Card as you wish.

TCR Approvers (Reviewers) do not have access to edit TEs themselves, but must tell the TKA what change they want whereupon he/she will make said change.

Acknowledge a Time Card

“Acknowledged” resolves Time Card review as needing NO CHANGES. This resolution tells the TKA you do not recommend changes.

IMPORTANT: If Auto-Adjustments are triggered by Audit Rules (not active in all companies), AND you want to revise auto-adjustments, DO NOT Select “Acknowledged!” Select “Change Time,” instead!

Even if no changes are needed, you must still provide comments explaining your resolution choice.

Resolve Time Card Review as "Change Time"

“Change Time” tells the TKA you want to change TEs from their current state. Make sure your comments clearly describe the change you want the TKA to make.

Reassign Time Card Review

“Reassign” allows you to redirect TCs to another Reviewer's view. This resolution is shown in the TC Review History.

Advanced Reviewers (assigned to the "Advanced TK Reveiwer" Employee Role) can alter Time Cards themselves. To do this, create the adjusted timeline in the Time Card and make appropriate changes. Then confirm the Time Card:

Confirm a Time Card with "Adjusted" state

The "Adjusted" review state tells the TKA should check the correction and complete the Time Card.

Reassign Time Card Review

“Reassign” allows you to redirect TCs to another Reviewer's view. This resolution is also shown in the TC Review History.

Note that a regular Reviewer cannot change the time card adjustment.

Resolve time Card Review as "Reject"

This resolution informs the Reviewer why TC cannot be completed and still required changes. The TC state is rolled back to Pending and shown in Reviewer's interface.

Complete a Time Card

"Complete" to mark Time Cards as corrrect and close them from changes.

Auto-complete Time Cards

You can exclude Reviewers and Time Keeping Administrators from the Time Cards review process. To do that, determine for which Employee Categories auto-completion should work.

In this case during Time Keeping processing, the system will change the review stage to "completed" for Time Cards that meet certain requirements.

Rules to auto-complete a Time Card:

1. The Time Card hasn't been completed yet.

2. Time Card's Approved hours are equal to the total of Work hours from Time Entries. Applied Lunch hours are not factored into Time Card approved hours calculation.

3. All Approved hours are allocated in the payroll table.

4. There are no audit results.

5. The Time Card doesn't have active TK requests (TAR, Time-off, etc.).