REPORTS. Version 5.5 5/15/2014. Page 0 of SmartLinx Solutions, LLC.

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1 REPORTS Version 5.5 Sample Reports The definitive list of standard Schedule Optimizer, Time & Attendance, and HRMS reports. Samples, descriptions, filtering options and parameters are included for all reports. 5/15/2014 Page 0 of 59

2 Table of Contents 1.1 Logging In Navigation Reports Dashboard Report Controls Report Specifications and Configuration Report Configuration Schedule Optimizer Reports Day-by-Day Absences Employee Lateness Employee Lateness Details List of Absences Week Schedule Attendance Review Employee Schedule Employee Schedule Comments Individual Employee 4-Week Schedule Master Schedule for a Month Monthly Schedule With Replacements Replacements Weeks Master Schedule with Total Daily Attendance Employee Daily Schedule By Shift Employee Daily Schedule By Unit One Day Schedule Today's Staffing Time & Attendance Reports Labor Report Labor Report by Date Range License Expiration List Missing Punches Page 1 of 59

3 5.5 Pay Code Approval Report Timecard Punch Edits Transfer List Enrollment List Individual Employee Timecards Report Invalid Punches Labor Detail Punch Detail Report - with Options Punch History Punched In but t Scheduled Schedule Discrepancies Scheduled but t Punched In Timecard Change History Employee Evaluations HRMS Reports Active Employees Employees Address and Phone Employees DOB Employees I9 Status Employees I9 Status Employees New Hire Employees Termination Print Employee Labels Turnover Percentage Dependent DOB - Age Report Employees DOB - Age Report Custom Reports Form CMS-671 Application for Medicare and Medicaid Form CMS Page Form CMS Page Page 2 of 59

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. Figure 3 - Reports Icon Upon logging in you will have a number of applications available to you, please select Reports. Click on the icon illustrated in Figure 3. Page 3 of 59

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) Figure 5 - Org Tree 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. 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. Page 4 of 59

6 2.0 Reports Dashboard The Reports Dashboard is broken into multiple sections depending on which applications you have access to and which Organization Level you are currently viewing as seen in Figure 6. Figure 6 - Reports Dashboard The report categories are as follows: Schedule Optimizer HRMS Time & Attendance Click on the reports name to open the report or its corresponding Report Parameters screen. Enter the parameters you wish the report to use and click the Ok button. Figure 7 - Report Parameters Page 5 of 59

7 2.1 Report Controls When you run a report, there will be a toolbar across the top that allows you to control where you are in the report and the various output types available. The controls are as follows: Figure 8 - Report Controls The Arrow Controls allow you to move between pages of the report. Zoom In / Out Export Select the desired export type from the dropdown. Figure 9 - Page Controls First Page Figure 10 - First Page Button Figure 15 Zoom Control Figure 18 Export Button Previous Page Figure 11 - Previous Page Button Jump to a specific page Find Text in Report Figure 16 Search Controls Find the next instance of the search text Refresh Figure 19 - Refresh Button Figure 12 - Current Page Button Figure 17 - Search Next Button Print Figure 20 - Print Button Next Page Figure 13 - Next Page Button Last Page Figure 14 - Last Page Button Export to Data Feed Figure 21 - Export to Data Feed Button Page 6 of 59

8 3.0 Report Specifications and Configuration The following sections show examples of the reports available and their specifications. Each report s specifications will be broken down according to the following grid: The name of the report. Which section of the Reports Dashboard the report falls under. The Organization Levels in which the report can be run. (Corporate, Facility or Department) Information that must be entered prior to running the report such as a date range. The order in which the report is sorted. A list of the fields that are totaled on the report. Employee types that are not included in the report such as Exempt Employees or Secondary Positions. Whether or not Scheduling Constraints change the information shown on the report. (Direct Care Hours vs. Indirect Care Hours) Additional screens or criteria to be populated the report requires before it will run properly. If YES, the report is meant to be viewed in a printable format only. Information shown on screen may be unreadable or incomplete due to the report s size. A brief summary of what the report will show. 3.1 Report Configuration Some reports require additional information be setup prior to running the report. In most cases, these configuration options can be found under the Reports option, in the File Menu of Schedule Optimizer. Figure 22 - SO File Menu Page 7 of 59

9 The Report Properties screen allows you to define the positions that appear in several types of reports, such as Daily Attendance and Today s Staffing. Figure 23 - Report Properties Screen Click on the associated Edit button to bring up the Edit Settings Screen. Enter the required information or check off the boxes for the appropriate positions and click Save to adjust the associated report type. Figure 24 - Edit Report Settings Screens Page 8 of 59

10 4.0 Schedule Optimizer Reports 4.1 Day-by-Day Absences Day-by-Day Absences Schedule Optimizer Corporate, Facility, Department Start Date, End Date Facility, Department A list of absences in Master Schedule format for the dates requested. Page 9 of 59

11 4.2 Employee Lateness Employee Lateness Schedule Optimizer Corporate, Facility, Department Start Date, End Date Facility, Department, Employee Department, Facility A list of total employee late occurrences during the specified range. Page 10 of 59

12 4.3 Employee Lateness Details Employee Lateness Details Schedule Optimizer Corporate, Facility, Department Start Date, End Date Facility, Department, Employee, Date Date, Minutes A listing of all employee late occurrences during the requested date range. It is broken down by facility and then employee, sorted alphabetically. Page 11 of 59

13 4.4 List of Absences List of Absences Schedule Optimizer Corporate, Facility, Department Start Date, End Date Department, Date, Employee Hours A list of all employees who have an absence code on the schedule for the date range. Page 12 of 59

14 4.5 2-Week Schedule 2-Week Schedule Schedule Optimizer Facility, Department Start Date, Position, Shift Employee A two week schedule that lists all shifts and units the employee is scheduled for during the dates selected. Page 13 of 59

15 4.6 Attendance Review Attendance Review Schedule Optimizer Facility, Department Start Date, End Date Date Exempt Employees, Secondary Positions A summary report of attendance based on the schedule. Page 14 of 59

16 4.7 Employee Schedule Employee Schedule Schedule Optimizer Facility, Department Start Date, Job, Shift, Unit, Part Time, Agency Department, Employee A four week schedule that shows all days employees are scheduled to work marked with an "X". Page 15 of 59

17 4.8 Employee Schedule Comments Employee Schedule Comments Schedule Optimizer Facility, Department Start Date, End Date Department, Date Secondary Positions A list of comments entered into the tes tab of the Daily Schedule screen. Page 16 of 59

18 4.9 Individual Employee 4-Week Schedule Individual Employee 4-Week Schedule Schedule Optimizer Facility, Department Start Date, Employee Department, Employee A four week calendar view of each employee's individual schedule. Page 17 of 59

19 4.10 Master Schedule for a Month Master Schedule for a Month Schedule Optimizer Facility, Department Start Date Department, Shift Group, Position, Employee, Shift Employees by Shift Group by Day A monthly schedule that shows all days employees are scheduled to work marked with a "1". Page 18 of 59

20 4.11 Monthly Schedule With Replacements Monthly Schedule With Replacements Schedule Optimizer Facility, Department Start Date, Job, Shift, Unit, Part Time, Agency Position, Shift, Unit A four week schedule by position, shift and unit/absence. Page 19 of 59

21 4.12 Replacements Replacements Schedule Optimizer Facility, Department Start Date, End Date Date, Position Exempt Employees A list of replacements made for the requested date range. Page 20 of 59

22 Weeks Master Schedule with Total 4 Weeks Master Schedule with Total Schedule Optimizer Department Start Date Shift Group, Unit, Employee Hours per Day A four week schedule broken apart by shift and unit. Absence days are highlighted in yellow. Page 21 of 59

23 4.14 Daily Attendance Daily Attendance Schedule Optimizer Department Start Date Unit, Shift Group, Position, Employee Based on Report Properties Report Properties > Attendance Report Column Settings A daily department schedule. Page 22 of 59

24 4.15 Employee Daily Schedule By Shift Employee Daily Schedule By Shift Schedule Optimizer Department Start Date, End Date Date, Shift Group, Unit, Position Based on Report Properties Report Properties > Attendance Report Column Settings A daily schedule report broken down by shift group. Page 23 of 59

25 4.16 Employee Daily Schedule By Unit Employee Daily Schedule By Unit Schedule Optimizer Department Start Date, End Date Date, Unit, Shift Group, Position Based on Report Properties Report Properties > Attendance Report Column Settings A daily schedule report broken down by unit. Page 24 of 59

26 4.17 One Day Schedule One Day Schedule Schedule Optimizer Department Start Date Date, Shift Group, Unit, Position, Shift Secondary Positions A daily schedule broken down by shift group. Absences are listed in the OFF unit and highlighted in yellow. Replacements are also listed beside applicable employees. The report runs until the current date. Page 25 of 59

27 4.18 Today's Staffing Today's Staffing Schedule Optimizer Department Start Date Position, Shift Group Based on Report Properties Yes Report Properties > Edit Staffing Settings A Federally mandated daily staffing report that must be posted in all Long Term Care facilities that lists a breakdown of Nurse and Aide hours and FTEs. Page 26 of 59

28 5.0 Time & Attendance Reports 5.1 Labor Report Labor Report Time & Attendance Corporate, Facility Start Date, End Date Department, Position Department, Facility Yes Budget Setup A budgetary comparison report on Hours and PPD. Values adjust based on actual Census. Page 27 of 59

29 5.2 Labor Report by Date Range Labor Report by Date Range Time & Attendance Corporate, Facility, Department Start Date, End Date Department, Position Department, Facility Yes Budget Setup A summary budgetary comparison report on Hours and PPD. Values adjust based on actual Census. Page 28 of 59

30 5.3 License Expiration List License Expiration List Time & Attendance Corporate, Facility Start Date Expiration Date List of licenses and their expiration dates. Page 29 of 59

31 5.4 Missing Punches Missing Punches Time & Attendance Corporate, Facility, Department Start Date, End Date Department, Date, Employee Exempt Employees A list of all employees who have an incomplete punch pair. Should be run and corrected daily. Page 30 of 59

32 5.5 Pay Code Approval Report Pay Code Approval Report Time & Attendance Corporate, Facility, Department Start Date, End Date Facility, Department, Employee Exempt Employees, Secondary Positions A list of employees whose timecards have pay codes on them that require additional approval. Page 31 of 59

33 5.6 Timecard Punch Edits Timecard Punch Edits Time & Attendance Corporate, Facility, Department Start Date, End Date Facility, Department, Position, Employee A list of punches that have been manually edited in TA. Page 32 of 59

34 5.7 Transfer List Transfer List Time & Attendance Corporate, Facility Transfer Type, Facility, Employee A list of employees who have transferred between facilities, departments or positions. Page 33 of 59

35 5.8 Enrollment List Enrollment List Time & Attendance Facility Employee A list of employees and their enrollment status at the time clock. Page 34 of 59

36 5.9 Individual Employee Timecards Report Individual Employee Timecards Report Time & Attendance Facility, Department Pay Cycle, Employee Employee Pay Code Constraints are listed when applicable A timecard per page for each employee within the organization level that allows for employee verification and signature. Page 35 of 59

37 5.10 Invalid Punches Invalid Punches Time & Attendance Facility, Department Start Date, End Date Department, Date, Employee, Punch Time Errors A list of all punch errors received at the timeclock. Page 36 of 59

38 5.11 Labor Detail Labor Detail Time & Attendance Facility, Department Start Date, End Date Budgeted Group, Budgeted Position, Employee Budgeted Group, Budgeted Position Constraints are listed when applicable Budget Setup A budgetary comparison report on Hours broken down by employee. Page 37 of 59

39 5.12 Punch Detail Report - with Options Punch Detail Report - with Options Time & Attendance Facility, Department Start Date, End Date, Job, Exempt, All Department, Position, Employee, Date Pay Code, Hours, Position, Department Optional based on Parameters Constraints are listed when applicable A breakdown of timecard punches. Page 38 of 59

40 5.13 Punch History Punch History Time & Attendance Facility, Department Start Date, End Date A list of employee punches for the requested date range. Page 39 of 59

41 5.14 Punched In but t Scheduled Punched In but t Scheduled Time & Attendance Facility, Department Start Date, End Date Department, Date, Employee A list of employees who punched in when they were not on the schedule. Page 40 of 59

42 5.15 Schedule Discrepancies Schedule Discrepancies Time & Attendance Facility, Department Start Date, End Date Employee A list of employees with punch intervals that do not match their schedule. Page 41 of 59

43 5.16 Scheduled but t Punched In Scheduled but t Punched In Time & Attendance Facility, Department Start Date, End Date Department, Date, Employee A list of employees who were on the schedule but did not clock in for their shift. Page 42 of 59

44 5.17 Timecard Change History Timecard Change History Time & Attendance Facility, Department Start Date, End Date Department, Change Date, Position, Punch Date A list of manual edits that have been made to employee timecards. Page 43 of 59

45 5.18 Employee Evaluations Employee Evaluations Time & Attendance Department Start Date, End Date Employee Secondary Positions A list of employees by their hire and evaluation dates. Page 44 of 59

46 6.0 HRMS Reports 6.1 Active Employees Active Employees HRMS Corporate, Facility, Department Facility, Employee A list of all current employees and some of their basic information. Page 45 of 59

47 6.2 Employees Address and Phone Employees Address and Phone HRMS Corporate, Facility, Department Facility, Department, Employee A list of all current employees and their basic contact information. Each department has its own page. Page 46 of 59

48 6.3 Employees DOB Employees DOB HRMS Corporate, Facility, Department Month Facility, Department, Birth Month, Employee A list of employee birthdays. Page 47 of 59

49 6.4 Employees I9 Status Employees I9 Status HRMS Corporate, Facility, Department Facility, Department, Employee A listing of information contained in the employee's I9 tab of the Personnel Record. Page 48 of 59

50 6.5 Employees I9 Status Employees I9 Status HRMS Corporate, Facility, Department Facility, Department, Employee A listing of information contained in the employee's I9 tab of the Personnel Record. Page 49 of 59

51 6.6 Employees New Hire Employees New Hire HRMS Corporate, Facility, Department Start Date, End Date Facility, Department Department, Facility A list of employees who were hired during the selected date range. Page 50 of 59

52 6.7 Employees Termination Employees Termination HRMS Corporate, Facility, Department Start Date, End Date Facility, Department, Employee Department, Facility A list of employees who were terminated during the selected date range. Page 51 of 59

53 6.8 Print Employee Labels Print Employee Labels HRMS Corporate, Facility, Department Employee Employee First Name A list of employee addresses broken into easy to print label blocks. Page 52 of 59

54 6.9 Turnover Percentage Turnover Percentage HRMS Corporate, Facility Start Year, End Year Facility, Position A graphical representation of turnover and retention by position. Page 53 of 59

55 6.10 Dependent DOB - Age Report Dependent DOB - Age Report HRMS Facility, Department Start Date, End Date, Age Facility, Department, Employee A list of dependents for applicable employees. Page 54 of 59

56 6.11 Employees DOB - Age Report Employee EEO Report 2 HRMS Facility, Department Start Date, End Date, Age Facility, Department A list of employee ages and birthdays. Page 55 of 59

57 7.0 Custom Reports 7.1 Form CMS-671 Application for Medicare and Medicaid Form CMS-671 Application for Medicare and Medicaid HRMS Facility Solutions Delivery configures during Implementation Yes Long term care facility application for Medicare and Medicaid Form CMS Page 1 Page 56 of 59

58 Page 57 of 59

59 7.1.2 Form CMS Page 2 Page 58 of 59

60 Page 59 of 59