Timesheet not up-to date (Floor check)

  • 2
  • Idea
  • Updated 4 years ago
  • Not Planned
As a government contractor we are required to follow DCAA rules which include that all timesheets must be completed on a daily basis. That said, we run floor checks periodically to see if staff are completing the timesheets. This is not easy to do with Replicon since we have no way to determine who has not met this requirement. (Current floor check is ran manually on Wednesday, verifying that the timesheets were completed as of the previous Friday.)

I know I can send out a broadcast message to ALL staff to complete timesheets daily, but the reality is that staff would start ignoring the messages and I only want to notify those who have not completed their timesheets appropriately. I even tried creating a report thinking that if I could just get a list of staff who has no time on their timesheet for a certain day then I could email them from there...but I cannot see who has NOT entered time on a certain day.

This all said, I would like it fixed so that we can run floor checks on the timesheets AND run a report that will display this information.  Preferably, I'd like to run a floor check by a click of a button. When the button is clicked it would prompt me for the date in which to validate the timesheets. I would enter a date and the system would send an email to all staff who do not have time on their timesheet though that day (while taking into account holidays). It would also then produce a report or email me a report so I know who was contacted.
Photo of Lisa Blankenship

Lisa Blankenship

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  • frustrated

Posted 4 years ago

  • 2
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Lingaraj Dharwad, Product Champion

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Hi Lisa,

Thank you for using Replicon Community,

We are reviewing your idea.

Thanks,
Lingaraj
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Charlene Eriksen, Product Manager

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Hi Lisa,

I've been trying to think of something to help with this and haven't come up with much. The closest is reviewing the audit trail report to see who entered late. You could filter to only see "Added" entries and compare Entry Date to Modified Date. We might be able to set up a custom report column to flag the late entries.

But it sounds like you want to know they are late before they make the late entry. We don't have any current plans to add what you are describing, but we'll review this request in future planning sessions. I'll also ping the Product Manager in charge of reports to see if he has anything in the pipe for reporting on "no entries".

Thanks,
Charlene
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Lisa Blankenship

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I had spoken with support about this back in December and they were going to do something for me and then I was told to also post this here. It is very nerve racking in the system that I cannot pull a list of who has NOT done their timesheet on a certain day or time period.

I wrote up ideally what i would like, but it could also be as simple as being able to send broadcast message to anyone who's time entered on a certain day is 0. i'm currently having to do this outside the system which is not the way it should work. To do it out side the system, i have to export a report of every ones time on the previous Friday...then export a complete list of the staff.  i then put them in an access data base that combines the two tables and show me those who are not on the first report as that means they have not entered anything for that day. So I know that data is there to be able to do this....I just really need it from within the system so that it is not dependent on me to do it.  For example, if I could set up a broadcast message to send an email on Wednesdays to anyone who's timesheets are not complete through the previous Friday would be perfect.  (It doesnt have to sum and say it's totally completed...but simply look at whether or not there are hours entered for that Friday.) If you can please do something to get this planned I'd appreciate it...it is needed desperately.

Thanks
Lisa
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Charlene Eriksen, Product Manager

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Hi Lisa,

I talked with one of the other Product Managers and he had an idea that might help with this. The Work Schedule Details report shows the user's scheduled time vs hours worked. The scheduled time is based off of their assigned Office Schedule, which defines their working days/hours. As long as someone is "scheduled" to work that day, they'll show up in the report and you can see who has 0 hours time entered.



Let me know if that will work.

Thanks,
Charlene
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Lisa Blankenship

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This does not work completely for us because scheduled hours includes holidays whereas hours worked does not include time off. There is also a schedule variance field which displays the difference for me...but the problem again is that time off is not included in the calculation.  So I thought I'd add the two fields together in a custom field, but now if time off hours is empty the calculated field is empty. (is there a way in the custom field to change null values to 0...i.e in vba I could use the following and it would work [schedule variance]+ntz([time off hours]) )



Now if I could get this field to add correctly I'd be closer to what I need. But there are still a few other issues.  I need this to only display those whose Hours are <0 once the calculation is fixed. But I cannot put that filter on it. Also, if I could schedule it to only email to those in the report...but again I can't choose that option on the delivery schedule. (only an option if I manually open the report and click the email button) The reason is that I need this to run on it's own and not be dependent on me.

This is why I say the information is in the system, so if you could just add an email notification option it would be perfect. (It could run based on the previous week and i select which day to run it like the other notification.) OR I need the null to zero issue fixed and a way to filter the report to only show me those whose calculated hours is <0 and I can schedule delivery only to those in the report.

Again, I am at a roadblock with this because the system will not easily let me see only those who are not up to date on their timesheets.  As government contractors this is important to us and I would imagine useful for other contractors using your system.  I implore you to include this functionality in the email notifications as there is no way in Replicon to display the data for only those who have not updated their timesheet for specific dates.

Thanks,
Lisa
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Charlene Eriksen, Product Manager

  • 358 Posts
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Hi Lisa,

You can change null values to 0 using a custom column and an "if" statement. I understand though that this isn't an ideal solution. I'm looking into another option and will get back to you if it seems promising.

Thanks,
Charlene
(Edited)