BUSINESS ANALYTICS. Version 5.8

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1 BUSINESS ANALYTICS Version 5.8 Corporate Planning & Control The Business Analytics module was designed to provide senior management with the ability to view and control the entire organization s staffing expenses, and to compare them to budgeted expectations. This includes the ability to compare to census-based planning data across user defined time periods. 9/29/2015 Page 0 of 20

2 Table of Contents 1.1 Logging In Navigation Home Console Screen Show/Hide Currently In Icon Key Indicators Summary Charts Compare Absences Charts Timeclocks Employees Dashboard Active Employees Employee Details Alerts and Reminders Utilization Review Line Chart Reviews Bar Chart Reviews View Menu Employee Turnover Statistics Discrepancies Time Analytics Business Analytics Dashboard Logged In Users Data Menu Budgeted Positions Pay Rates by Position Hours and PPD Summary by Center Pay Code Reporting Projected Hours Page 1 of 20

3 11.6 Timeclock Enrollment Employee Avg Hours Page 2 of 20

4 1.1 Logging In Figure 1 - SmartLinx 5 Splash Screen Using your internet browser (Internet Explorer recommended) navigate to the site designated to your organization. For your reference, please enter the URL for the site on the line below: http(s):// Once you have reached the site, you will be presented with the SmartLinx 5 splash screen, illustrate on Image 1.0. This image will remain on the screen while the application is loading. Figure 2 - Login Screen Once the application has fully loaded, the next screen will appear. The following screen is the Login screen. Here you will be asked to enter your User Name and Password. Upon logging in you will have a number of applications available to you, please select Business Analytics. Click on the icon illustrated in figure 3. Figure 3 - BA Icon Page 1 of 20

5 1.2 Navigation Figure 4 - Organization Shade The application navigation in the SmartLinx suite is template driven and therefore adjusts to each user s security rights. The user will only be able to navigate to the org levels that they have been given access to. In order to change the org level that you are currently on, slide the organization pane on the left hand side by clicking on the right arrow in the middle of the shade. (Illustrated in Figure 4) Once the shade slides over, the org tree is displayed and is populated with the org levels available to you. You can navigate through the tree structure by clicking on any of the org levels that have an arrow next to them, exposing a more detailed breakdown of the organizational structure. Figure 5 - Org Tree The department level is the lowest level that you can navigate to using the org tree. Once you click on any of these options, the main screen (to the right of the org tree) will update. Some of the options that are available to you at the department level may not be available to you at the center level. The screens will adjust accordingly, please note this fact. When using the Business Analytics module, it is very important that you have the org level selected in which you wish to access reporting information. Page 2 of 20

6 2.0 Home Console Screen The BA module is a collection of interactive reports that allow you to view information from the various levels in the Organization Pane. Figure 6 - Date Selectors You can drill down into this information by clicking on the linked information from the Corporate level all the way down to Employee level. The icons in the top right corner of the Key Indicators pane allow you to adjust what information you are viewing and how you are viewing it on the screen, as follows: Figure 10 - Up 1 Level Icon The date selectors in the top right corner control the majority of the reports. The green arrow will bring you back to higher organization levels. Figure 11 - Export Icons 2.1 Show/Hide Currently In Icon icons. Most screens can be exported by using the Excel or PDF Figure 7 - Show/Hide 'Currently In' Icon Figure 12 - Column Settings Icon This icon brings up a floating window that allows you to see current data of punched in and scheduled employees as well as basic budgeting information. Figure 8 - Currently In Window The Column Settings button allows you to turn columns on and off so you are viewing only the data you are interested in. Uncheck any columns you wish to remove. Figure 13 - Column Settings Window 2.2 Key Indicators The left side of the screen, allows you to view basic data for the corporation based on Census, Hours and PPD. Figure 9 - Key Indicators Screen Figure 14 - Maximize/Minimize Icon The Maximize/Minimize button adjusts the Key Indicators location on the screen from its current half screen width to full screen and back. Columns within Key Indicators can be adjusted within the File Menu from the Setup Key Indicators option. This is system wide and should only be adjusted by the appropriate user. Page 3 of 20

7 2.3 Summary Charts 3.0 Compare Figure 15 - Summary Charts This screen allows you to compare the currently selected date range against a past period such as the previous month or the same period last year. To use the screen to compare dates ranges, select the Starting On radio button and use the date selector to choose a prior starting date, then click the Compare button. Figure 19 - Comparison Date The numeric data in the Key Indicators section is represented in the three Line Graphs available in the Summary Charts section. These again break down into the three main categories, Census, Hours and PPD and you can move between the categories by clicking the Change Chart Category button. Values shown indicate Census, Hours and PPD numbers. The white columns represent the original selected range and the gray columns represent the past period. Figure 20 Self Comparison Figure 16 - Chart Pop-up Summary When you hover over a day on the line graph, a window will pop up with the information being represented in the chart, as seen in Figure 16. If your organization tree is set below the corporate level, you can also compare one building or department against another. Figure 21 - Versus Comparison Figure 17 - Chart Field Settings Icon You can also use the Chart Field Settings button to select which lines should be present on the chart. Figure 18 - Chart Field Settings In this comparison, the organization tree building, Charleston, shows in white and the comparison building, Angel Oak, shows in gray. Page 4 of 20

8 4.0 Absences The Absences screen is similar to the Attendance Record contained in each employee s Personnel profile. It allows you to see the number of employees that have taken off each day of the year. Figure 22 - Absences The Year dropdown will allow you to change years while the Absence dropdown will break down the information by individual absence type. You can also view this information by hours by selecting the appropriate option near the top. Figure 24 - Absences (Options) Figure 23 - Absences (Selectors) Clicking on any of the numeric values will bring up the Absences Detail screen which provides a breakdown of which employees were absent on the selected day. Figure 25 - Absences - Detail Page 5 of 20

9 5.0 Charts Figure 26 - Charts This screen allows you to customize your graphical representations in various formats. The smaller the date range you select the more information that will be represented. Figure 27 - Chart Category The Chart Category section allows you to look at the three different areas from the Key Indicators screen as well as check off which variables you would like to compare. Figure 28 - Chart Type The Chart Type selections will allow you to change the look of the chart into Column, Area or Line graph formats. Figure 29 - Expansion Arrow Clicking the green arrow below the chart allows you to view the numerical data for the chart. Figure 30 - Numeric Data (Expanded) Clicking it a second time will hide the data once more. Page 6 of 20

10 6.0 Timeclocks This screen allows you to see all time clocks contain within the organizational level as well as various total values from the clock s database. Figure 31 - Timeclocks The Status column indicates whether the timeclock is actively transmitting punch data using a Green eye for active and a Red eye for disconnected. The In Count and Out Count columns indicate the number of punches that are currently stored in the clock of each type. The combined total is shown in the final column, Total Count. Figure 32 - Timeclock Status Indicators The Last Timestamp column indicates the last time that punch information was transferred from the timeclock to the application suite. The Out of Schedule Count column shows the number punches with Out of Schedule errors that are currently stored within the clock s database. While the Errors Count column shows the number of punches with any other type of error. Page 7 of 20

11 7.0 Employees Dashboard Figure 33 Employee Dashboard This is the same screen available in all applications to view basic employee data, at the organization level selected. The Employees Dashboard is broken out into 5 sections. These sections are Active Employees, Recent Hires, Recent Terminations, My Folder and Reminders. The Active employees section breaks out the active employees in the organization level that you are currently viewing into the different employee types that your organization may have. A summary of the data is also available at the top. The Recent Hire and Recent Termination section have the employee count broken out by building. My Folder is a list of employees that you have placed in your folder to keep an eye on. These employees will be maintained in your folder until you remove them manually. Clicking on any of the hyperlinks in the Active employee section will take you to a breakdown of all active employees. Figure 34 - Active Employees Screen 7.1 Active Employees The Active Employees screen presents you with a list view of all selected employees. Each column of the list can be sorted, filtered, and searched. Click on the header of each column to sort the data in it either ascending or descending order. You can also search the list by selecting the search column (at the top middle of the screen and typing the search value into the search box. The type of information that is displayed can also be selected. At the top left corner of the screen a dropdown with a number of lists is available. You can select whatever lists you need and filter out whatever information you need (columns and data). Each of the selected lists can have a number of actions performed on them. The dropdown at the top right corner of the screen presents you with a number of options such as saving the employee list or applying a pay policy to the selected list. Page 8 of 20

12 7.2 Employee Details Figure 35 - Employee Details The employee details section can be found on the right pane of the HR info screen. This section slides out when an employee record is highlighted on the list in the right. The employee detail section contains basic employee information that may have been filtered out on the screen (depending on the selected list). The icons at the bottom of the employee details section are shortcuts to the My Folder, Reminders and LOA sections. When clicked, each will appear in place of the employee details window. The My Folder Icon is a drag and drop icon and you can drag any of the employees from the list window on the right and drop them onto the My Folder icon to add them to your list. Page 9 of 20

13 8.0 Alerts and Reminders This screen allows you to view and maintain the list of current reminders. Figure 36 - Alerts and Reminders Figure 37 - Reminder Details Clicking on any of the linked Reminders will open up a new window with the Reminder s details. You can Acknowledge or Resolve the Reminder by using the appropriate buttons. Page 10 of 20

14 9.0 Utilization Review This screen allows you to compare some common metrics across various intervals. Figure 38 - Review Bar The Review Bar at the top allows you to move between the different graphical reports available. Simply click on the Review you wish to display. Highlighting any of the points will give detailed information. Figure 41 - OT Hours Detail Window The Interval buttons allow you to choose the period over which the review will present for. Figure 39 - Interval Radio Buttons 9.1 Line Chart Reviews These reviews include OT Hours, Regular Hours, and OT Percentage. They display a point on the graph for the number of hours or percent each period. If the period is long enough, a line will display to show the average across the range. Figure 40 - OT Hours 9.2 Bar Chart Reviews These reviews include Overtime by Hours, OT Percentage Breakdown, and Schedule Deviation. Overtime by Hours Displays overtime hours as bars for Daily OT hours, Weekly OT hours, and BiWeekly OT hours. OT Percentage Breakdown Similarly shows OT Percentage for each period, broken out by Daily OT, Weekly OT and BiWeekly OT percentages. Schedule Deviation Shows the number of Early Arrival and Late Departure occurrences for each period. Figure 42 - Schedule Deviation OT Hours Displays the total number of overtime hours for the period as each graphical point. Regular Hours Displays the total number of regular hours for the period as each graphical point. OT Percentage Displays the percentage of overtime for the period as each graphical point. A legend will appear above the chart for whichever values are displayed within the current review. Figure 43 Utilization Review Legend Page 11 of 20

15 10.0 View Menu 10.1 Employee Turnover This report shows all employees who worked during the selected date range. Figure 44 - Employee Turnover Additional columns display totals for the number of employees that were Hired, Terminated or Transferred during the range. Clicking on any of these totals will display a list of employees who make up the total number. Figure 45 - Hired Employees Figure 46 - Terminated Employees Page 12 of 20

16 10.2 Statistics The Statistics screen gives you summary information for the organization level selected. The screen is broken into two areas that can be accessed by clicking on the appropriate tab. Figure 47 - Statistics Tabs The bottom portion of the Time Analytics screen displays totals for punches and various exceptions the occurred during the date range. Figure 50 - Time Analytics (Totals) Discrepancies The Discrepancies tab allows you to view a summarized version of the Attendance vs. Scheduling screen for all buildings. The final two columns present a graphical representation of Employees Causing a System Schedule Difference and Employees Who Punched in Late. All summary numbers can be clicked to open a breakdown window for that value. Figure 48 - Discrepancies Time Analytics The top portion of the Time Analytics tab displays an interactive Abuse of Time report allowing you to view the number of absences, both paid and unpaid, that were scheduled during the selected date range. These absences are broken down by Weekday and those scheduled around Holidays and Vacations. Figure 49 - Time Analytics (Absences) Page 13 of 20

17 10.3 Business Analytics Dashboard Figure 51 - BA Dashboard This screen displays a number of key statistics that should be reviewed on a frequent basis to help spot abnormalities and reduce cost. The BA Dashboard will display information from the Corporate level down to the Department level, depending on which level you have selected from the Organization Pane. Figure 53 - Individual Statistics (Facility) All values display for the selected payroll cycle. This can be changed by using the dropdown at the top right of the dashboard. Figure 52 - Key Statistics The top section shows key values across the entire org level you have selected. These include OT Hours, OT Cost, OT Percent, Missed Punches, and Average Census. The bottom section is broken into boxes that display information for the levels within the currently selected org level. For example, if you select the Facility level in the Org Pane, each box will display the Departments within that facility. The button in each box will allow you to automatically go down a level. For example, clicking on it for a building will change the dashboard to show that facility s departments. Click on the button at the top of the dashboard to return to the previous level. The Budget vs. Actual section displays totals and variances for Hours and PPD values. The Bad Variance section displays hour and cost values for common out of schedule discrepancies such as Early Arrival, Late Departure, and No Meal exceptions. The final section displays Missed Punches, Average Overtime percentage, and Average Census values for that org level. Page 14 of 20

18 10.4 Logged In Users This screen shows any user who logged into the SLX system during the date selected. Basic session information is displayed and the ability to log them off is available to those with the appropriate access. Figure 54 - Logged In Users 11.0 Data Menu 11.1 Budgeted Positions You can use this screen to setup the budget values if you are using the Full Day PARs budgeting method. Values can be edited by clicking on the linked position or using the Edit button. Additional functions are contained in the right-click menu. Figure 55 - Budgeted Positions Page 15 of 20

19 11.2 Pay Rates by Position This report allows you to compare rates between centers. The rates that are shown are the average of all employees within that position. Individual rates are not displayed unless only a single employee works in that position. Filtering and sorting are available from the Column Headers. Figure 56 - Pay Rates by 11.3 Hours and PPD Summary by Center This screen gives you the full census breakdown into each of its categories per day. Figure 57 - Hours and PPD Summary 11.4 Pay Code Reporting This screen is a corporate-wide version of the Real-Time Adhoc Queries screen. You can use the dropdown in the top right corner to adjust which Exception you are viewing. Figure 58 - Pay Code Reporting Page 16 of 20

20 11.5 Projected Hours This report should be run mid-week to allow you to see which employees will be going into overtime by week s end. Worked Hours are the amount of hours the employee has currently punched for on their timecards and Scheduled Hours are the remaining number of hours the employee has left for the week on the Master Schedule. By using the Projected Hours column as a baseline, you can reschedule any employee who will receive overtime if the current week s schedule reaches completion and therefore prevent the overtime hours entirely. Figure 59 - Projected Hours 11.6 Timeclock Enrollment This screen shows information about employee enrollment at the clock. It is extremely useful during the initial enrollment process as well as keeping track of PIN usage. Figure 60 - Timeclock Enrollment Page 17 of 20

21 11.7 Employee Avg Hours This screen will allow you to monitor your employees Average Weekly Hours as it applies to the Affordable Care Act (ACA) standard for full time employment of 30 hours per week over a 3 to 12 month period. To use this screen, set the date range to the period of time to be reviewed. The weekly average and monthly total will display for each month within that date range. This screen uses a number of calculations to determine values based on the ACA standards. If your company standards are different than those defined by the ACA, some manual adjustments may be necessary. The pertinent formulas and assumptions are as follows: Avg Weekly Hours = (Projected Hours for a month) / (Number of days for a month) Projected hours = Scheduled Hours + Actual Hours Scheduled hours exclude absences Actual hours include all paid exceptions Current month = Scheduled hours + Actual hours Past months = Only actual hours are displayed Figure 61 - Employee Avg Hours Page 18 of 20