Reports. Workforce Management

Transcription

1 Workforce Management Reports

2 Watson, R.M. copyright 2011 by UniFocus. All rights reserved. This manual, as well as the software described in it, is furnished under license and may be used or copied only in accordance with the terms of such license. The content of this manual is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by UniFocus. UniFocus assumes no responsibility or liability for any errors or inaccuracies that may appear in this documentation. Without limiting the rights under copyright reserved above, no part of this manual may be reproduced, stored in or introduced into a retrieval system, or transmitted, in any form, or by any means, without prior written permission from UniFocus. Any references to company names in sample templates are for demonstration purposes only and are not intended to refer to any actual organization. UniFocus, 2455 McIver Lane, Carrollton, TX USA

3 Labor Reports Table of Contents Analysis Reports...1 Daily Labor Chart...2 Daily Labor Chart...3 Daily Operating Report...4 Daily Operating Report...6 Daily Payroll Summary...7 Daily Payroll Summary...9 Employee Schedule Analysis...10 Employee Schedule Analysis...11 Hours Variance Analysis...12 Hours Variance Analysis...13 Labor Effectiveness Report...14 Labor Effectiveness report...16 Labor Productivity Report...17 Labor Productivity Report...19 Labor Variance Analysis...20 Weekly Labor Summary...22 Weekly Labor Summary...23 Forecasting Reports...24 Daily KBI Summary...25 Daily KBI Summary...27 Revenue Center Forecast Report...28 Revenue Center Forecast Report...29 Rooms Forecast Report...30 Rooms Forecast Report...32 Weekly KBI Analysis...34 Weekly KBI Analysis...35 Weekly KBI Summary...36 Weekly KBI Summary...37 Planning Reports...38 Dept. Manager s Weekly Planning Report...39 Department Manager s Weekly Planning...41 Weekly Forecast Exception Report...42 Weekly Forecast Exception Report...43 Weekly Forecast Schedule Report...44 Weekly Forecast Schedule...45 Scheduling Reports...46 Assignment Requirements Report...47 Assignment Requirements Report...48 Daily Schedule...49 Daily Schedule...50 Daily Schedule Sign-In Sheet...51 Daily Schedule Sign-In Sheet...52 Forecast Schedule Graph...53 Forecast Schedule Graph...54 Requirements Report...55 Requirements Report...57 Weekly Employee Schedule...58 Weekly Employee Schedule...59 Weekly Schedule...60 Weekly Schedule Report...62

4 Time & Attendance Reports Table of Contents Audit Changes Reports...63 Employee Audit Report...64 Employee Audit Report...64 Employee Shift Audit Report...65 Employee Shift Audit...65 Banked Hours Reports...66 Banked Hours Aging Report...67 Banked Hours Aging Report...67 Banked Hours Expiration Report...68 Banked Hours Transaction Report...69 Banked Hours Transaction Report...70 Earnings Reports...71 Earnings Detail Report...72 Earnings Detail Report...73 Hours & Earnings Recap...74 Hours and Earnings Recap...75 Hours Summary...76 Hours Worked by Work Class...76 Other Earnings Summary...77 Other Earnings Summary Report...77 Shift Details Report...78 Shift Details Report...79 Employee Reports...80 Address Report...81 Address Report...81 Birth Dates Report...82 Birth Dates Report...82 Employee ID Report...83 Employee ID Report...83 Employees by Job Code...84 I-9 Verification...85 I9 Verification Report...85 Master Listing Report...86 Employee Master Report...87 Personal Information Document (PID)...88 Personal Information Document...89 End of Pay Period Reports...90 End of Pay Period Report...91 End of Pay Period Report...92 Inactivity Report...93 Inactivity report...93 Paycheck Approval Report...94 Paycheck Approval Report...94 Unapproved Shifts Report...95 Unapproved Shifts Report...95 HR Statistics Reports...96 Attrition Report (Turnover)...97 Attrition Report...98 Class Statistics Report...99 Class Statistics Report...99

5 Time & Attendance Reports continued Table of Contents Employee Change of Status Employee Change of Status Report Ethnicity Report Ethnicity report Termination Reasons Termination Reasons Report Length of Service Reports Average Hours Worked Average Hours Worked Report New Hires New Hires Report Rehires Rehire Report Seniority Seniority Report Terminations Termination Report Tip Pool Reports Employee Tip Pools Employee Tip Pool Report Tip Pools Tip Pool Report Wage Analysis Reports Minimum Wage Minimum Wage Report Overtime Management Overtime Management Report Tip Management Tip Management Report Wages and Benefits Reviews Annual Salary Benefit Balances Benefit Balances Report Holiday Eligibility Performance Review Performance Review Report Wage Analysis Wage Analysis Report...128

6 Labor Reports Analysis Reports

7 Daily Labor Chart The Daily Labor Chart is one of the most informative reports generated by Watson. This report provides a daily evaluation of labor use, relative to the established task standards for the positions in a job. It calculates the variance in projected and actual volumes, as well as job forecast and scheduled variances. It is used by management to review the operation, determine short-term action plans, and, if necessary, correct potential cost or quality concerns. Key Information Provides a graph of forecast, scheduled, standard and actual people needed for each half-hour of the day. Provides a summary of the performance of a department for the previous day that highlights areas requiring attention and problem solving. Displays the following information: Hourly positions within the department with corresponding payroll and job codes. Forecasted hours required to provide service to the forecasted volumes. Standard, paid (including overtime and bonus hours), and training hours Variance between forecasted and standard hours, scheduled and forecasted hours, worked and scheduled hours, worked and standard hours, and paid and standard hours. Report Options Division/Department/Job Report Date Allows you to select which divisions, departments and jobs you wish to be displayed on the graph. Allows you to choose, by date, what data is used when generating the report. Running the Report To run the report: Choose Labor from the Reports menu. Click Analysis and select Daily Labor Chart. The Options dialog box appears. Select the Division/Department/Job that you wish to view. Enter the Report Date by entering a date, clicking on the calendar icon and selecting a date, or using the date forward and date backward arrows. Click the Run icon. The graph is displayed. Report Terms & Definitions Forecast Schedule Displays the hours forecasted for the position. Displays the hours scheduled for the position. Standard Displays the standards for the selected Division, Department and/or Job. Actual Displays the hours that were actually worked. 2

8 Daily Labor Chart 3

9 Daily Operating Report The Daily Operating Report is one of the most informative reports generated by Watson. This report provides a daily evaluation of labor use relative to the established task standards for the positions in a department. It calculates the variance in projected and actual volumes, as well as job forecast and scheduled variances. It is used by management to review the operation, determine short-term action plans, and, if necessary, correct potential cost or quality concerns. Key Information Provides a summary of the performance of a department for the previous day that highlights areas requiring attention and problem solving. Displays the following information: Hourly positions within the department with corresponding payroll and job codes Forecasted hours required to provide service to the forecasted volumes Standard, paid (including overtime and bonus hours), and training hours Variance between forecasted and standard hours, scheduled and forecasted hours, worked and scheduled hours, worked and standard hours, and paid and standard hours Allows you to note an employee's status (absentees, lateness, called in, and called off). Report Options Mode Allows you to determine whether the information is filtered by Division/Department or by Operating Code. Division/Department. Allows you to display employees by Division(s) and Department(s). Operating Code. Allows you to generate a report that displays multiple operating codes. For example, chefs from three different departments can be included in the report as compared to having to look at three different department reports. Report Date Determines, by date, what data is used when generating the report. Running the Report To run the report: 1. Choose Labor from the Reports menu. 2. Click Analysis and select Daily Operating. The Options dialog box appears. 3. Select a Mode. If Division/Department is selected, choose the appropriate Division and Department. If Operating Code is selected, choose the appropriate operating code. 4. Designate the appropriate Report Date by entering a date, clicking on the calendar icon and selecting a date, or using the date forward and date backward arrows. 5. Click the Run icon. The report is displayed. Report Terms & Definitions Volume Section Forecast Actual Variance Percent Displays the manager's forecasted business volume. Displays the actual business volume. Represents the variance between forecasted and actual business volume. A negative number indicates the forecast was less than the actual. A positive number indicates the forecast was greater than the actual. Displays the variance as a percentage. The variance is the difference between forecasted volume and actual business volume. 4

10 Hours Section Fcst Hours Sched Hours Stand Hours (Forecast hours): Displays the forecasted hours based on edited volume forecasts. (Scheduled hours): Displays the hours scheduled after managers have edited the schedules and the administrator has closed the schedule to further edits. (Standard hours): Displays the hours that should have been used, based on the established standards for the job and the actual volumes. This number, when compared to the worked hours, gives a true measurement of how the manager reacted to either increases or decreases in the forecasted business volumes from a staffing perspective. Reg Hours (Regular hours): Displays the hours that the Time and Attendance System has recorded as having been worked. Overtime at X.X Total Work Total Paid Train Hours Fcst-Stand Sched-Fcst Work-Sched (Actual overtime hours): Displays the hours worked at the designated rate for each of the positions. Note: If you do not have 3 levels of overtime configured, some columns will contain 0's. (Total worked): Displays the total regular hours and overtime hours. Displays the number of hours paid for the position using actual hours worked and overtime hours, which are adjusted to reflect true cost. (For example, 8 hours plus one hour of overtime at 1.5 times the hourly rate = 9 actual hours worked and 9.5 paid hours). (Training hours): Displays the hours designated as training. Training hours are part of paid hours. Displays the variance between forecasted hours and the standard hours. This variance demonstrates the difference between hours forecasted and those required to meet actual guest requirements for the position. A positive number means the forecasted hours were higher than the standard hours, suggesting that the forecasted volumes were higher than the actual volumes. Displays the variance between scheduled hours and the forecasted hours for the position. A positive number means scheduled hours were greater than the forecasted hours. Displays the variance between hours worked versus hours scheduled. A positive number means more hours were worked than those originally scheduled. Work-Stand Paid-Stand Displays the variance between hours worked versus standard hours. A positive number means worked hours exceeded standard hours. Displays the variance between hours paid versus standard hours. A positive number means paid hours exceeded standard hours. Notes Section Provides an area for: Noting the number of absentees, tardiness, employees called in and employees called off. Documenting department meetings including: subject, number of employees attending, and the length of the meeting. Documenting completed weekly and or monthly work. 5

11 Daily Operating Report 6

12 Daily Payroll Summary Daily Payroll Summary The Daily Payroll Summary provides a property-wide summary of paid hours and standard hours, and the variance between the two in three categories: Today, Payroll Period-to-Date and Month-to-Date. This report summarizes the use of hours, as related to established task standards, by labor category, department, division and total property. It also sums data by payroll period and month-to-date hours to help you in long range labor evaluation and strategizing. The report can be run to show dollars or hours. The dollars are calculated using the average wage input during job configuration. Key Information Provides a list of the selected hourly positions, departments or divisions. Compares paid hours to standard hours. Variances are displayed in percent form. Evaluates property performance as a whole, in terms of paid to standard hours, on a daily, payroll period, and month-to-date basis. Pulls data from your time and attendance system and the Watson generated standards. Report Options Mode Allows you to determine whether the information is filtered by Division/Department or by Operating Code. Division/Department. Allows you to display employees by Division(s) and Department(s). Summarize By. Allows you to choose the level of detail displayed in the report. Operating Code. Allows you to generate a report that displays operating codes. For example, chefs from three different departments can be included in the report as compared to having to look at three different department reports. Date Units Allows you designate the time period for the report. Allows you to choose whether the report totals display as hours or dollars. Running the Report To run the report: Choose Labor from the Reports menu. Click Analysis and select Daily Payroll Summary. The Options dialog box appears. Select a Mode. If Division/Department is selected: Choose the appropriate Division and Department. Choose the appropriate summarization method you wish to use, in the Summarize By field. If Operating Code is selected Choose the appropriate code. Designate the appropriate Date by entering a date, clicking the calendar icon and selecting a date or using the date forward and date backward arrows. Select either Hours or Dollars in the Units field. Click the Run icon. The report is displayed. 7

13 Report Terms & Definitions Today's Summarizes the hours paid for each position (or department or division) as well as the standard hours. The Var % column contains the difference between actual hours and standard hours as a percentage. A positive number indicates that actual hours were greater than standard hours. This column also contains the variance percentage between actual hours and standard hours. Actual. Displays actual hours worked. Standard. Displays the Watson generated standards. Variance %. Displays the variance percentage between actual hours and standard hours. Period-to-Date Summarizes the actual and standard hours for the current payroll period. For example, if your current pay period began on the 5th and today is the 12th, your data will be for the seven days between the 5th and 12th. The variance column contains the difference between actual hours and standard hours. A positive number indicates that actual hours were greater than standard hours. This column also contains the variance percentage between actual hours and standard hours. Actual. Displays actual hours worked. Standard. Displays the Watson generated standards. Variance %. Displays the variance percentage between actual hours and standard hours. Month-to-Date Displays the actual and standard hours used for the month. The variance column contains the difference between actual hours and standard hours. A positive number indicates that actual hours were greater than standard hours. This column also contains the variance percentage between actual hours and standard hours. Actual. Displays actual hours worked. Standard. Displays the Watson generated standards. Variance %. Displays the variance percentage between actual hours and standard hours. 8

14 Daily Payroll Summary 9

15 Employee Schedule Analysis The Employee Schedule Analysis provides a list of what employees are scheduled, their shift times, and how many hours they are working in that work week. The scheduled shift times are compared to actual shift times worked. This information helps you audit employee hours. For example, if you notice that an employee is constantly working 12 hour shifts when he is only scheduled for 8 hours shifts, you can look into the situation. Key Information Provides a list of scheduled employees, their shift times, number of hours per day and total hours for the work week. Compares scheduled shift times to actual shift times worked. Information can be displayed by Division/Department or by Schedule Group. Report Options Mode Allows you to determine whether you wish the data to be displayed by Division/Department or by Schedule Group. Division Department Job Allows you to select a specific division to be displayed. Allows you to select a specific department or all departments in the division to be displayed. Allows you to select a specific job class or all job classes in the department to be displayed. Group By Allows you to denote whether you wish the data to be grouped by Job or by Department. Page Break Between Jobs/Schedule Groups Show Schedule Notes Period End Date Allows you to have a page break between each job or schedule group (depending your mode choice). Allows you to denote whether you wish to see any notes that are associated with an employee. Allows you to choose, by date, what data is used when generating the report. Running the Report To run the report: Choose Labor from the Reports menu. Click Analysis and select Employee Schedule Analysis. The Options dialog box appears. Select the Mode. If you select Division/Department: Select a Division, Department, and Job. Select the method to Group By. If you select Schedule Group: Select the Schedule Group(s) you wish to display. Select or de-select Page Break Between Jobs/Schedule Groups. Select or de-select Show Schedule Notes. Enter the Period End Date by entering a date, clicking on the calendar icon and selecting a date, or using the date forward and date backward arrows. Click the Run icon. The report is displayed. Report Terms & Definitions Name S Displays the name of the employee. (after the employee name) Indicates that the line is displaying schedule information. A (after the employee name) Indicates that the line is displaying Actual information. Notes Displays any notes associated with an employee, if you selected Show Schedule Notes option. 10

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17 Hours Variance Analysis The Hours Variance Analysis identifies those departments in which actual hours worked are more or less than the acceptable variance from standard hours. This report allows you to determine which divisions/departments/jobs have unacceptable variances, why, and what will be done to correct it. Information for this report comes from the standard and actual hours for the week. Key Information Displays division, department, and labor categories ONLY when there are quality or cost concerns i.e. when worked or paid hours vary too much from standard hours. Quality concern: when actual worked hours for the week are below the established standard variance. Cost concern: when paid hours for the week are above the established standard variance. Suggests possible causes of the problem by analyzing the relationship between actual and forecasted volumes, scheduled and paid hours, and paid and worked hours. Allows you to establish a corrective action format that can be used to ensure proper staff scheduling. Report Options Mode Allows you to determine whether the information is filtered by Division/Department or by Operating Code. Division/Department. Allows you to display employees by Division(s) and Department(s). Operating Code. Allows you to generate a report that displays operating codes. For example, chefs from three different departments can be included in the report as compared to having to look at three different department reports. Start Date/End Date Allows you to designate the period to be included in the report. Dates can be entered manually or you can use the forward/backward arrows to find the appropriate time start date. Running the Report To run the report: 1. Choose Labor from the Reports menu. 2. Click Analysis and select Hours Variance Analysis. The Options dialog box appears. 3. Select either Division/Department or Operating Code. If Division/Department is selected, choose a Division and Department. If Operating Code is selected, choose the approriate code. 4. Enter the Start Date/End Date by entering a date, clicking on the calendar icon and selecting a date, or using the date forward and date backward arrows. 5. Click the Run icon. The report is displayed. Report Terms & Definitions For both Cost Concern Areas and Quality Concern Areas: Action Taken Correction Due Date Follow-up Date Provides a space in which to make notes about the action to be taken to rectify the problem. Provides a space to note the date as to when the problem is to be resolved. Provides a space to note the date on which to follow up on the resolution of the problem. 12

18 Hours Variance Analysis 13

19 Labor Effectiveness Report The Labor Effectiveness Report provides a summary, for the week, of the same information that is in the Daily Operating Report. This report is intended to show you a clearer picture of how the operation performed since many times units have work that is produced before the schedule day. This can distort the daily figures but will balance out over the course of the week. An example of this type of situation is banquet production. Sometimes productions take place 2-3 days prior to the function, thus the hours for the function day may be lower than standard, and days prior might be higher. This report can also be run for a shorter period time to assist in evaluating overtime usage by department or job. This report summarizes by department while still listing individual jobs. Report Options Mode Allows you to determine whether the information is filtered by Division/Department or by Operating Code. Division/Department. Allows you to select the division(s) and department(s) that you wish to include in the report as well as the ability to Summarize By: Division/Department/Job which allows you to choose the level of detail displayed in the report. The higher the level you choose the less detail you will see. For example, you will see more information if you select Jobs rather than Division or Department. Operating Code. Allows you to generate a report that displays operating codes. For example, chefs from three different departments can be included in the report as compared to having to look at three different department reports. Start Date/End Date Scheduled Hours Hours/FTEs Allows you to designate the first day and last day that data should be collected for the report. Note the green arrow icon resets the dates to the previous period. Adds a column to the report that lists scheduled hours. Allows you to determine whether you wish Units displayed as hours or FTEs (Full Time Equivalents). Allows you to see Units displayed as FTEs. Determined by dividing actual hours by 40. The resultant value tells you how many people worked in this job (or department or division) if each employee worked 40 hours. If the report period is greater than seven days, Watson will divide the number of days by seven to arrive at a standard week for use in calculating FTE's FTEs (Full Time Equivalents). Allows you to see Units displayed as FTEs. Determined by dividing actual hours by 40. The resultant value tells you how many people worked in this job (or department or division) if each employee worked 40 hours. If the report period is greater than seven days, Watson will divide the number of days by seven to arrive at a standard week for use in calculating FTE's. Running the Report To run the report: 1. Choose Labor from the Reports menu. 2. Click Analysis and select Labor Effectiveness. The Options dialog box appears. 3. Select a Mode. If Division/Department is selected, choose the appropriate Division, Department and Summize By options. If Operating Code is selected, choose the approriate code. 4. Enter the Start Date and End Date by entering a date, clicking on the calendar icon and selecting a date, or using the date forward and date backward arrows. 5. Select or de-select Scheduled Hours. 6. Select either Hours or FTEs. 7. Click the Run icon. The report is displayed. Report Terms & Definitions View the report terms & definitions: Hours option chosen: Weekly FTE Worked Hours (Full Time Equivalents): Represents the total hours for the report divided by 40. The resultant value tells you how many people worked in this job (or department or division) if each employee worked 40 hours. If the report period is greater than seven days, Watson will divide the number of days by seven to arrive at a standard week for use in calculating FTE's. This column displays how many FTEs there were this week. Displays the actual hours worked and comes from the property's time and attendance system or employee time records. 14

20 Standard Hours Schedule Hours Forecast Hours Hours Variance Displays the hours that should have been used based on the actual volumes relative to the standards that were set up. Displays the hours from your final schedule as entered in Watson. Displays the hours that were scheduled and edited in the system when the system administrator closed the schedules for further editing. Displays the the variance between actual hours and standard hours. Variance Percent Displays the the percent achievement relative to standard. Actual Dollars Standard Dollars Dollars Variance Overtime Hours Displays the results of multiplying the actual hours by the avg. wage(s). Displays the results of multiplying the standard hours by the avg. wage(s). Displays the the variance between actual dollars and standard dollars. Displays the the overtime hours for the selected job, department, or division. FTEs option chosen Weekly FTE Standard FTEs Schedule FTEs Forecast FTEs FTE Variance Variance Percent Actual Dollars Standard Dollars Dollars Variance Overtime Hours (Full Time Equivalents): Represents the total hours for the report divided by 40. The resultant value tells you how many people worked in this job (or department or division) if each employee worked 40 hours. If the report period is greater than seven days, Watson will divide the number of days by seven to arrive at a standard week for use in calculating FTE's. This column displays how many FTEs there were this week. Displays the FTEs that are based on the actual volumes relative to the standards that were set up. Displays the FTEs from your final schedule as entered in Watson. Displays the FTEs that are based on the original forecasted volumes for the designated relative to the standards that were set up. Displays the the variance between actual FTEs and standard FTEs. Displays the the percent achievement relative to standard. Displays the results of multiplying the actual hours by the avg. wage(s). Displays the results of multiplying the standard hours by the avg. wage(s). Displays the variance between actual dollars and standard dollars. Displays the the overtime hours for the selected job, department, or division. 15

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22 Labor Productivity Report The Labor Productivity Report is an excellent way for the manager to see how their operations perform from a true productivity basis. In order for this report to be correctly produced it is necessary for the Watson Administrator to work with the manager and decide how they want to review productivity for the various positions. The administrator will then attach the appropriate measurement to the KBI that is to be measured. For instance, housekeeping might want to measure rooms cleaned per shift or perhaps minutes per room. Restaurants might want to look at covers per shift or minutes per cover. Once all the factors are evaluated, a goal is determined, and entered into the Configure Labor Structure/General Tab tab for that job. Key Information Allows you to generate the report for a day, week, month or any other time frame that meets the property's needs. Allows you to look at hours per unit, minutes per unit, units per hour, or any other measure that is consistent with how you typically view output for a department. Provides actual, required and standard hours along with the variances among them. Provides actual, required and standard productivity and indicates the the unit of measure employed and the relevant volume for the period being reported. Provides a way to compare actual productivity to the goal that you denote. Report Options Mode Allows you to determine whether the information is filtered by Division/Department or by Operating Code. Division/Department. Allows you to display employees by Division(s) and Department(s). Summarize By. Allows you to choose the level of detail displayed in the report. Operating Code. Allows you to generate a report that displays operating codes. For example, chefs from three different departments can be included in the report as compared to having to look at three different department reports. Start Date/End Date Actual Forecast Show Productivity Goal Allows you to designate the dates for which the data should be collected for the report. Displays actual data in the report. Displays forecast data in the report. Displays the goal denoted in the Configure Labor Structure/General Tab, if a goal was entered. Running the Report To run the report: 1. Choose Labor from the Reports menu. 2. Click Analysis and select Labor Productivity. The Options dialog box appears. 3. Select a Mode. If Division/Department is selected: Choose the appropriate Division and Department. Choose the summarization method you wish to use, in the Summarize By field. If Operating Code is selected Choose the appropriate operation. 4. Enter the Start Date and End Date by entering a date, clicking on the calendar icon and selecting a date, or using the date forward and date backward arrows. 5. Select either Actual or Forecast. 6. Click the Run icon. The report is displayed. The Start and End Dates can also be set by using the previous date, next date, and reset date buttons. Report Terms & Definitions 17

23 Report Terms & Definitions Actual Required Standard Variance: Actual to Required Variance: Actual to Standard Variance: Standard to Required Unit of Measure KBI Volume Calculated: Actual Calculated: Required Calculated: Standard Displays the actual hours from the time and attendance system. Displays the number of hours that should have been used, based on the established standards for the job and the actual volumes. This data does not include work rule inflation (shift minimums and staffing guidelines). Displays the number of standard hours that should have been used, based on the established standards for the job and the actual volumes. This data includes work rule inflation (shift minimums and staffing guidelines). Displays the variance between actual and required hours. Displays the variance between actual and standard hours. Displays the variance between standard and required hours. Allows you to choose which unit of measure is to be used in this report. Units of measure are used as labeling mechanisms for identifying the unit of measure that a KBI represents. Displays the total volume for the designated date range, for the KBI that is associated with the division/department/job. Calculates how many units of measure were actually performed. Calculates how many units of measure were required (excluding work rule inflation). Calculates how many units of measure were required (including work rule inflation). Goal Displays the amount of the goal you configured in the Configure Labor Structure/General Tab. 18

24 Labor Productivity Report 19

25 Labor Variance Analysis The Labor Variance Analysis identifies those departments in which actual hours worked are more or less than the acceptable variance from standard hours. This report allows you to determine which divisions/departments/jobs have unacceptable variances, why, and what will be done to correct it. Information for this report comes from the standard and actual hours for the week. Report Options Mode Allows you to determine whether the information is filtered by Division/Department or by Operating Code. Division/Department. Allows you to display employees by Division(s) and Department(s). Operating Code. Allows you to generate a report that displays operating codes. For example, chefs from three different departments can be included in the report as compared to having to look at three different department reports. Start Date End Date Scheduled Hours Hours FTEs Allows you to designate the first day that data should be collected for the report. Allows you to designate the last day that data should be collected for the report. Adds a column to the report that lists scheduled hours. Allows you to see Units displayed as hours. (Full Time Equivalents). Allows you to see Units displayed as full-time equivalents and are determined by dividing actual hours by 40. The resultant value tells you how many people worked in this job (or department or division) if each employee worked 40 hours. If the report period is greater than seven days, Watson will divide the number of days by seven to arrive at a standard week for use in calculating FTE's. Running the Report To run the report: Choose Labor from the Reports menu. Click Analysis and select Labor Variance Analysis. The Options dialog box appears. Select a Mode. If Division/Department is selected, choose the appropriate Division and Department options. If Operating Code is selected, choose the approriate code. Enter the Start Date and End Date by entering a date, clicking on the calendar icon and selecting a date, or using the date forward and date backward arrows. Select or de-select Scheduled Hours. Select either Hours or FTEs. Click the Run icon. The report is displayed. The Start and End Dates can also be set by using the previous date, next date, and reset date buttons. Report Terms & Definitions Hours Option Chosen Weekly FTE FTE Worked Hours Standard Hours Schedule Hours (Full Time Equivalents): Determined by dividing actual hours by 40. The resultant value tells you how many people worked in this job (or department or division) if each employee worked 40 hours. If the report period is greater than seven days, Watson will divide the number of days by seven to arrive at a standard week for use in calculating FTE's. This column displays how many FTEs there were this week. Displays the actual hours worked and comes from the property's time and attendance system or employee time records. Displays the hours that are based on the actual volumes relative to the standards that were set up. Displays the hours from your final schedule as entered in Watson. 20

26 Schedule Hours Forecast Hours Hours Variance Variance Percent Actual Dollars Standard Dollars Dollars Variance Overtime Hours Displays the hours from your final schedule as entered in Watson. Displays the hours that are based on the original forecasted volumes for the designated relative to the standards that were set up. Displays the the variance between Actual Hours and Standard Hours. Displays the the percent achievement relative to standard. Displays the results of multiplying the actual hours by the avg. wage(s). Displays the results of multiplying the standard hours by the avg. wage(s). Displays the the variance between Actual Dollars and Standard Dollars. Displays the the overtime hours for the selected job, department, or division. FTEs Option Chosen Worked FTEs Standard FTEs Schedule FTEs Forecast FTEs FTE Variance Variance Percent Actual Dollars Standard Dollars Dollars Variance Overtime Hours (Full Time Equivalents): Determined by dividing actual FTEs by 40. The resultant value tells you how many people worked in this job (or department or division) if each employee worked 40 hours. If the report period is greater than seven days, Watson will divide the number of days by seven to arrive at a standard week for use in calculating FTE's. Displays the FTEs that are based on the actual volumes relative to the standards that were set up. Displays the FTEs from your final schedule as entered in Watson. Displays the FTEs that are based on the original forecasted volumes for the designated relative to the standards that were set up. Displays the the variance between Actual FTEs and Standard FTEs. Displays the the percent achievement relative to standard. Displays the results of multiplying the actual hours by the average wage(s). Displays the results of multiplying the standard hours by the average wage(s). Displays the variance between Actual Dollars and Standard Dollars. Displays the the overtime hours for the selected job, department, or division. 21

27 Weekly Labor Summary The Weekly Labor Summary provides a day-by-day summary of the key performance information for each position. It does not provide the extensive detail of the Daily Operating Report, nor does it give the broad period-to-date and month-to-date values of the Daily Hours Summary. The Weekly Labor Summary is ideal for senior managers who want to assess day-to-day performance without having to look at a report every day. The report also makes it easy to see how performance balances out over the course of the workweek. This report shows totals by job per week, and indicates what should have been staffed versus was was actually staffed, as well as what was forecasted and scheduled. (Forecast hours come from the original forecast hours that Watson generated based on the forecasted volumes for the week.) KBIs associated with that job are also displayed to give you a point of reference. Key Information Provides a summary section which gives you the totals for the department, division, and property as appropriate. Provides a weekly KBI table to view the correlation of the volumes to hours for that department. Displays queries for each Stat type (Forecast, Scheduled, Actual, Standard), for each job. Adds up the hours (Reg, OT1, OT2, OT3 and Training) by day and by week. No overtime rate is applied to the hours as this is just a straightforward outputting of the hours data. Excludes the sub-grouping display of data but does not affect the processing by job class, when using the Summarize By option. Report Options Mode Allows you to determine whether the information is filtered by Division/Department or by Operating Code. Division/Department. Allows you to display employees by Division(s) and Department(s). Summarize By. Allows you to choose the level of detail displayed in the report. Operating Code. Allows you to generate a report that displays operating codes. For example, chefs from three different departments can be included in the report as compared to having to look at three different department reports. Period End Date Scheduled Hours Daily Hours Weekly Hours Weekly FTEs Allows you to designate the last day that data should be collected for the report. Adds a column to the report that lists scheduled hours. Allows you to see units displayed as hours in a daily format. Allows you to see units displayed as hours in a weekly format. (Full Time Equivalents). Allows you to see units displayed as full-time equivalents (divide actual hours by 40) in a weekly format. The resultant value tells you how many people worked in this job (or department or division) if each employee worked 40 hours. If the report period is greater than seven days, Watson will divide the number of days by seven to arrive at a standard week for use in calculating FTE's. Running the Report To run the report: 1. Choose Labor from the Reports menu. 2. Click Analysis and select Weekly Labor Summary. The Options dialog box appears. 3. Select a Mode. If Division/Department is selected, choose the appropriate Division, Department and Summarize By options. If Operating Code is selected, choose the approriate operation. 4. Enter the Start Date/End Date by entering a date, clicking on the calendar icon and selecting a date, or using the date forward and date backward arrows. 5. Select or de-select Scheduled Hours. 6. Select either Daily Hours, Weekly Hours or Weekly FTEs. 7. Click the Run icon. The report is displayed. Report Terms & Definitions Department/Division Totals Forecast Scheduled Actual Standard Summarizes data for the whole division/department. Displays the manager's forecasted business volume. Displays the hours from your schedule. Displays the hours that come from your property's Time and Attendance system or employee time records. Displays the hours that are based on the actual volumes relative to the standards that were set up. Variance Displays the difference between Forecast hours and Actual hours. 22

28 Weekly Labor Summary 23

29 Labor Reports Forecasting Reports

30 Daily KBI Summary The Daily KBI Summary summarizes the forecasts and compares them to the actual business volumes experienced. KBI's are listed by code and description. Key Information All KBI's are listed by KBI name and code. This data comes from final forecasts and actuals that are manually input into Watson or automatically entered through a system interface. Report Options All KBIs Market Segment Displays all KBIs in the report, if selected. Allows you to choose which market groups and market segment types to include in the report. Market Group. Allows you to determine whether one specific market group or all market groups and market segment types are included in the report. Market Segment Type. Allows you to determine whether one specific market segment type or all market segment type are included. Revenue Center Allows you to choose which revenue centers to include in the report. Revenue Center. Allows you to determine whether one specific revenue center or all revenue centers are included in the report. Other Produces a report that is grouped by the selection(s) you make in this category. You can select any or all of the following: Input KBIs. Produces a report that displays all input KBIs. Calculated KBIs. Produces a report that displays all calculated KBIs. Statistical KBIs. Produces a report that displays all statistical KBIs. Period End Date Allows you to designate the appropriate end date for the report. Running the Report To run the report: 1. Choose Labor from the Reports menu. 2. Click Forecasting and select Daily KBI Summary. The Options dialog box appears. 3. Select one of the following: All KBIs, Market Segment, Revenue Center, or Other. 4. If All KBIs is selected, proceed to Step If Market Segments is selected, choose the appropriate Market Group and Market Segment Type. 6. If Revenue Center is selected, choose the appropriate Revenue Center If Other is chosen, select any or all of the following: Input KBIs, Calculated KBIs, or Statistical KBIs. 8. Enter a Period End Date or use the calendar or arrows to select a date. 9. Click the Run icon. The report is displayed. 25

31 Report Terms & Definitions Today's Displays today's data for Watson forecast, the manager's forecast, actuals and the % variance between the manager's forecast and actuals for all KBIs. Fcst. Displays the Watson forecast Mgr. Displays the manager's forecast Act. Displays the actuals Var %. Displays the variance between the manager's forecast and actuals for all KBIs Month to Date Displays the monthly data for Watson forecast, the manager's forecast, actuals and the % variance between the manager's forecast and actuals for all KBIs. Fcst. Displays the Watson forecast Mgr. Displays the manager's forecast Act. Displays the actuals Var %. Displays the variance between the manager's forecast and actuals for all KBIs. Year to Date Displays the annual data for the Watson forecast,the manager's forecast, actuals and the % variance between the manager's forecast and actuals for all KBIs. Fcst. Displays the Watson forecast Mgr. Displays the manager's forecast Act. Displays the actuals Var %. Displays the variance between the manager's forecast and actuals for all KBIs. 26

32 Daily KBI Summary 27

33 Revenue Center Forecast Report The Revenue Center Forecast summarizes the short-term forecast for the upcoming week, for all revenue centers. It is used to establish resource requirements, while comparing the accuracy of your projection and Watson's statistical projection. It is then printed and distributed to revenue center managers and discussed at the weekly forecast meeting. By the end of this meeting, revenue center managers should be prepared to provide final edits to their forecast. Key Information The preliminary information for available guest calculations (if used) comes from the Sales, Catering, or Banquet departments. The final forecasts come from the revenue center department heads or designate. Each revenue center consists of multiple periods, with their own KBIs. This report summarizes by revenue center. Running the Report To run the report: Choose Labor from the Reports menu. Click Forecasting and select Revenue Center Forecast. The Options dialog box appears. Select the Revenue Centers that you wish to be included in the report. You can select any or all of the revenue centers listed. Enter a Period End Date or use the calendar or arrows to select a date. Select or de-select Page Break Between Revenue Centers. Click the Run icon. The report is displayed. Report Terms & Definitions Actual Stat Forecast Stat Variance Manager's Fst Manager's Var Displays the actual business volume per segment that occurred on that day. This information is available after the forecast week has taken place. Displays Watson's forecast per segment based on forecasting methodologies established in the system configuration process. Displays the variance between actuals and the statistical forecast per segment. Displays the manager's forecast that you generated. These are the numbers that you feel the unit will do based on your experience. Watson will plan labor based on your edits. Displays the variance between actuals and the manager's forecast. For revenue centers that calculate the size of the available guest market to forecast covers or dollars based on a capture ratio, the following is also available: Actual Available Forecast Available Forecast Variance Forecast Covers vs. Available Actual Covers vs. Available Displays the total number of guests available to the revenue center during this meal/time period on this day. Displays the number of guests forecasted to be available during this meal/time period on this day. Displays the difference between the forecasted available guests and actual available guests. Displays the percentage of forecasted covers compared to the forecasted available guest market. Displays the percentage of actual covers captured by the revenue center compared to actual available guests. 28

34 Revenue Center Forecast Report 29

35 Rooms Forecast Report The Room Forecast Report lets you evaluate forecast accuracy by comparing both your forecast and Watson's forecast to actual data. Forecasting the occupied rooms helps you staff your department appropriately for the level of business. This report not only shows how many rooms are forecasted for future days, but also helps you gauge their accuracy. Key Information Sources of information: Forecasts for rooms, guests, and arrivals for Group and Contract segments are supplied by the Reservations/Sales departments, depending on your property. The Reservations department supplies book counts for all Transient segments (though not detailed on the report, these counts are essential to the forecast process). Watson then generates a forecast for Transient segments. Each market segment has four associated KBIs (Rooms, Guests, Arrivals, and Departures). This report summarizes its data by segment, as well as simple variance percentages between the actuals and forecast. Report Options Period End Date Market Group Market Segment Types Allows you to designate the appropriate date range for the report. You can use the calendar or arrows to select the date. Allows you to determine whether one specific market group or all market groups are included in the report. Market groups are used as reporting mechanisms to help you track and forecast categories of rooms and guests. Allows you to determine which market segment type(s) are included in the report. There are two main categories of market segments: Rooms, which represent market segments that are room-related, are categorized into several market segment types (Contract, Group, Transient, and Non-Revenue), and Casino. The casino type is a unique entity. Contract. Represents rooms that are held each day for an organization at an agreed-upon rate. For example, rooms held for airline personnel. If you have several contracts and rates, and need to see the different rates associated with the number of people per each rate, you may want to create market segments for each, and choose the same Type. Group. Represents rooms used by organizations or associations. Your Sales Department usually books this segment type. If you have certain groups with special needs, or other issues that require more resources than normal, you may want to create other segments. For example, you may have a group that routinely requires more time to clean their rooms which means that you would need to staff differently when they are in residence. Transient. Represents guests who made their own reservations (through a travel agent or your reservations department) and are not associated with a group or contract. Typically, business or commercial travelers and tourists comprise the transient market segment. If you need to know the different types of guests in this group, you may want to create separate market segments for each. For example, for marketing purposes you may want to know how many guests are AAA, AARP, etc. Casino. Represents the Casino type of market segment that is used to forecast Casino Admissions, Players, or Guests. This segment type is not included on any market segment reports that are associated with an occupied hotel room. Non-Revenue. Denotes rooms which are provided on a complimentary basis for any of a variety of reasons. Many properties do not use this category as they prefer to associate complimentary rooms with the group or transient segments. For example, some group contracts call for one complimentary room for a certain number of rooms bought by a group. Thus, the complimentary group rooms would appropriately be associated with the Group segment as is impacts occupancy in that segment and, in some organizations, are incorporated in the ADR calculation. Summary Displays only totals for each market segment type. Detail Arrivals, Guests and/or Departures Print Row with Zero Values Displays data for each market segment, as well as totals for the market segment type. Allows you to denote whether you wish to have this additional data displayed in the report. Displays all market segments, even if they have zero values. 30

36 Running the Report To run the report: Choose Labor from the Reports menu. Click Forecasting and select Rooms Forecast. The Options dialog box appears. Enter a Period End Date or you may use the calendar or arrows to select a date. Select a specific Market Group or All market groups from the drop-down list. Select the Market Segment Types that you wish to view. You may select any or all of the types. Select either Summary or Detail. Select Arrivals, Guests and/or Departures if desired. Select or de-select Print Row with Zero Values. Click the Run icon. The report is displayed. Report Terms & Definitions Actual Stat Forecast Stat Variance Manager's Fst Manager's Var Avail. Rooms Fst Avail Rooms Act Pickup Rooms Displays the actual business volume per segment that occurred on that day. This information is available after the forecast week has taken place. Displays Watson's forecast per segment based on forecasting methodologies established in the system configuration process. Displays the variance between actuals and the statistical forecast per segment. Displays the manager's forecast that you generated. These are the numbers that you feel the unit will do based on your experience. Watson will plan labor based on your edits. Displays the variance between actuals and the manager's forecast. Displays the results of configured rooms minus the sum of all market segments being forecasted. Displays the results of configured rooms minus the sum of all market segments that were sold. Displays the number of rooms gained since the forecast was completed. This calculation is based on the forecasted rooms minus actual rooms sold. 31

37 Rooms Forecast Report 32

38 33

39 Weekly KBI Analysis The Weekly KBI Analysis is a trending report that outputs the estimated, forecasted, and actual KBI values for the selected KBIs, along with simple variances and variance percentages. Based on the number of weeks you specify, the start date for the query is adjusted. For each day of the week, the average variance and variance percentage is computed for the number of weeks selected. Key Information This data comes from final forecasts and actuals that are manually input into Watson or automatically entered through a system interface. Report Options KBIs Allows you to designate which KBI(s) to include in the report. # Weeks for Avg. Variance Allows you to designate how many weeks of data you wish to average together to compute average variances. Period End Date Allows you to designate the appropriate time frame for the report. Running the Report To run the report: Choose Labor from the Reports menu. Click Forecasting and select Weekly KBI Analysis. The Options dialog box appears. Select the KBIs you wish to include in the report. Enter the # Weeks for Avg. Variance. Enter a Period End Date or use the calendar or arrows to select a date. Click the Run icon. The report is displayed. Report Terms & Definitions Estimate Displays your estimated business volume. Forecast Adjusted Actual Variance Variance % X Week Avg. Var Displays Watson's forecasted business volume. Displays the manager's forecasted business volume. Displays the actual business volume. Represents the variance between the adjusted and actual business volumes. A negative number indicates the forecast was less than the actual. A positive number indicates the forecast was greater than the actual. Displays the variance as a percentage. The variance is the difference between forecast volume and actual business volume. Displays the averaged variance between adjusted and actual business volumes. You define he number of weeks used in the average. 34

40 Weekly KBI Analysis 35

41 Weekly KBI Summary The Weekly KBI Summary summarizes the forecasts and compares them to the actual business volumes experienced. Key Information This data comes from final forecasts and actuals that are manually input into Watson or automatically entered through a system interface. All KBIs are listed by name and code. This report is a simple output of all KBI values, for selected KBIs, for a requested week. Report Options All KBIs Market Segment Displays all KBIs in the report, if selected. Allows you to choose which market groups and market segment types to include in the report. Market Group. Allows you to determine whether one specific market group or all market groups and market segment types are included in the report. Market Segment Type. Allows you to determine whether one specific market segment type or all market segment type are included. Revenue Center Allows you to choose which revenue centers to include in the report. Revenue Center. Allows you to determine whether one specific revenue center or all revenue centers are included in the report. Other Produces a report that is grouped by the selection(s) you make in this category. You can select any or all of the following: Input KBIs. Produces a report that displays all input KBIs. Calculated KBIs. Produces a report that displays all calculated KBIs. Statistical KBIs. Produces a report that displays all statistical KBIs. Period End Date Allows you to designate the appropriate end date for the report Running the Report To run the report: Choose Labor from the Reports menu. Click Forecasting and select Weekly KBI Summary. The Options dialog box appears. Select one of the following: All KBIs, Market Segment, Revenue Center, or Other. a. If All KBIs is selected, proceed to Step 4. b. If Market Segment is selected, choose the appropriate Market Group and Market Segment Type. c. If Revenue Center is selected, choose the appropriate Revenue Center. d. If Other is chosen, select any or all of the following: Input KBIs, Calculated KBIs, KBIs. 4. Enter a Period End Date or you may use the calendar or arrows to select a date. 5. Click the Run icon. The report is displayed. Report Terms & Definitions Estimated Forecasted Adjusted Actual Displays your estimated business volume. Displays Watson's forecasted business volume. Displays the manager's forecasted business volume. Displays the actual business volume. 36

42 Weekly KBI Summary 37

43 Labor Reports Planning Reports

44 Dept. Manager s Weekly Planning Report The Department Managers Weekly Planning Report contains daily and weekly forecasted hours for all job classes and shifts within a department. This report may be printed with graphs, which depict required coverage. For flow-related job classes (server, busser, bellperson, front desk clerk, etc.), you should choose to print graphs. Graphs display peak demand periods (flow), and the number of staff required (in half-hour increments) to meet the anticipated demand. Since labor is usually the largest single expenditure in most budgets, it should be controlled carefully. The Department Manager's Weekly Planning report may also be used to review and approve labor hours before schedules are generated and posted, if they want more detail than is available in the Weekly Forecast/Schedule report. This report contains daily and weekly forecasted hours by job class and by shift, and should be reviewed again after the schedule has been edited and closed, to see how well the edited schedule matches the forecasted needs. There are four sections to this report: KBI Summary Job Class Shift Summary Volume Projection Based on Flow Patterns Staffing Charts KBI Summary The KBI section summarizes attached KBIs by department. You have the option to include other KBIs if desired. KBIs are summarized and used in determining the labor resource requirement. The summary is printed for all jobs. Job Shift Summary This section indicates the required labor hours by department, job, and shift, based on the forecasted volumes and the standards that have been developed for each job. This information lets you determine the final schedule and plan training or other job-related activities. Volume Projection Based on Flow Patterns Displays the projected flow based on the forecasted volume and guest demand requirements. Displays the projected retention (meal duration) based on guest demand requirements and adjusted to reflect meal or guest contact times (if appropriate). Staffing Charts If a job is flow-related, you can choose to display a graph as a part of the report. The graph shows the required labor hours by department, job, and shift in 30-minute increments. It is based on forecasted volumes, guest demand flows, and standards developed for each job. It lets you clearly determine the number of hours necessary to perform a task and the periods of peak demand that staff must be available to provide service. This format is particularly useful for jobs associated with a high level of guest contact. This report may also be used as a means of validating the guest demand pattern. Provides scheduling guidelines by position, demonstrating the number of staff to have "on the floor" to meet the projected guest demand. 39

45 Key Information The sources of information required to generate this report are: your final forecast, guest demand flows as specified in flow plans, and job configuration. This report is a combination of four reports in one. When the Show Graphs option is selected and a job class standard has an associated KBI with an associated flow plan, the following sections are added by job, by day of week. Two flow-related tables show the expected volumes along with their retention pattern for the job class' KBI using the associated revenue center period capacity and retention specifications. A complex computation algorithm is applied, to build the needed array to show a graphical presentation of the number of people needed for the given job, for any 30-minute period on a given day. Displays the forecasted KBIs by day of week. Displays forecasted hours by position and shift for the department, by day and total forecasted hours for the week. Provides input fields for scheduled hours for the position, by shift and day (to be used if you are not using Scheduler). Provides input fields for scheduled training hours for the week, by day and position (to be used if the property is not using Scheduler). If your property is using Watson's Scheduler, the hours indicated on the Department Managers Weekly Planning report are the hours used to schedule employees for the department. Displays total forecasted hours and input fields for total scheduled hours for the department, by day and for the Report Options Division/Department Allows you to generate a report that displays divisions and departments. Division. Allows you to determine whether one specific division or all divisions and departments are included in the report. Department. Allows you to determine whether one specific department or all departments in the selected division are included in the report Operating Code Graphs Period End Date Display Additional KBIs Allows you to generate a report that displays operating codes. For example, chefs from three different departments can be included in the report as compared to having to look at three different department reports. Allows you to print the report with graphs. Graphs display peak demand periods (flow), and the number of staff required (in half-hour increments) to meet the anticipated demand. Graphs will only be printed for flow-related jobs (server, busser, bellperson, front desk clerk, etc.). Allows you to determine the period that the report covers. Allows you to designate other KBIs to be included in the report. Running the Report 1. Choose Labor from the Reports menu_._ 2. Click Planning and select Department Manager's Weekly Planning. The Options dialog box appears. 3. Select either Division/Department or Operating Code. a. If Division/Department is selected, choose the appropriate division and department. b. If Operating Code is selected, Select the appropriate code. 4. Select or de-select Graphs. 5. Designate the appropriate Period End Date by entering a date or using the calendar or date forward and date backward arrows. 6. Select any Display Additional KBIs you wish to be included in the report. Note that multiple KBIs can be chosen by holding down the shift key and clicking the checkbox next to the KBI name(s). 7. Click the Run icon. The report is displayed. Report Terms & Definitions Forecast Hours Displays the hours forecasted for the position based on the manager's edited volume forecast. Scheduled Hours Training Hours Proj. Flow Proj. Retention Displays the hours scheduled for the position after the manager has closed the schedule for the week. Displays the hours designated as training. Training hours are part of paid hours. Represents the projected flow, based on the forecasted volume and guest demand requirements. Note that this is only visible if you select the Graphs option. Represents the projected retention (meal duration) based on guest demand requirements and adjusted to reflect meal or guest contact times (if appropriate). Note that this is only visible if you select the Graphs option. 40

46 Department Manager s Weekly Planning 41

47 Weekly Forecast Exception Report The Weekly Forecast Exceptions Report lists any labor category and department whose scheduled hours are above (cost concern) or below (quality concern) the established variance from forecasted hours. The report establishes a corrective action format that can be used to ensure proper staff scheduling. This report allows you to determine which divisions/departments/jobs have unacceptable variances, why, and what will be done to correct it. Key Information Information for this report comes from forecasted and scheduled hours for the week. Displays only those divisions, departments, and labor categories whose scheduled hours are above (cost concern) or below (quality concern) the established variance from forecasted hours. Allows you to determine which divisions/departments/jobs have unacceptable variances, why, and what will be done to correct it. Suggests possible causes of the problem by analyzing the relationship between actual and forecasted volumes, scheduled and paid hours, and paid and worked hours. Establishes a corrective action format that can be used to ensure proper staff scheduling. Report Options Division/Department Allows you to generate a report that displays divisions and departments. Division. Allows you to determine whether one specific division or all divisions and departments are included in the report. Department. Allows you to determine whether one specific department or all departments in the selected division are included in the report. Operating Code Period End Date Allows you to generate a report that displays operating codes. For example, chefs from three different departments can be included in the report, as compared to having to look at three different department reports. Allows you to designate the date range of the forecasted period to be included in the report. Running the Report To run the report: Choose Labor from the Reports menu. Click Planning and select Weekly Forecast Exception. The Options dialog box appears. Select either Division/Department or Operating Code. If Division/Department is selected, choose the appropriate Division and Department. If Operating Code is selected, choose the appropriate code. Designate the appropriate Period End Date by entering a date or using the calendar or date forward and date backward arrows. Click the Run icon. The report is displayed. Report Terms & Definitions KBI Area Forecast Actual Variance Percent Displays the manager's forecasted business volume Displays the actual business volume. Represents the variance between forecasted and actual business volume. A negative number indicates the forecast was less than the actual. A positive number indicates the forecast was greater than the actual. Displays the variance as a percentage. The variance is the difference between forecasted volume and actual business volume. Cost & Quality Concern Areas Reason Given On Planning Document Represents the notes from the Department Manager's Weekly Planning Report. Action Taken Correction Due Date Follow-up Date Provides a space in which to make notes about the action to be taken to rectify the problem. Provides a space to note the date as to when the problem should be resolved. Provides a space to note the date on which to follow up on the resolution of the problem. 42

48 Weekly Forecast Exception Report 43

49 Weekly Forecast Schedule Report The Weekly Forecast Exceptions Report lists any labor category and department whose scheduled hours are above (cost concern) or below (quality concern) the established variance from forecasted hours. The report establishes a corrective action format that can be used to ensure proper staff scheduling. This report allows you to determine which divisions/departments/jobs have unacceptable variances, why, and what will be done to correct it. Key Information Information for this report comes from forecasted and scheduled hours for the week. Displays only those divisions, departments, and labor categories whose scheduled hours are above (cost concern) or below (quality concern) the established variance from forecasted hours. Allows you to determine which divisions/departments/jobs have unacceptable variances, why, and what will be done to correct it. Suggests possible causes of the problem by analyzing the relationship between actual and forecasted volumes, scheduled and paid hours, and paid and worked hours. Establishes a corrective action format that can be used to ensure proper staff scheduling. Report Options Division/Department Allows you to generate a report that displays divisions and departments. Division. Allows you to determine whether one specific division or all divisions and departments are included in the report. Department. Allows you to determine whether one specific department or all departments in the selected division are included in the report. Operating Code Period End Date Allows you to generate a report that displays operating codes. For example, chefs from three different departments can be included in the report, as compared to having to look at three different department reports. Allows you to designate the date range of the forecasted period to be included in the report. Running the Report To run the report: Choose Labor from the Reports menu. Click Planning and select Weekly Forecast Exception. The Options dialog box appears. Select either Division/Department or Operating Code. If Division/Department is selected, choose the appropriate Division and Department. If Operating Code is selected, choose the appropriate code. Designate the appropriate Period End Date by entering a date or using the calendar or date forward and date backward arrows. Click the Run icon. The report is displayed. Report Terms & Definitions KBI Area Forecast Actual Variance Percent Displays the manager's forecasted business volume Displays the actual business volume. Represents the variance between forecasted and actual business volume. A negative number indicates the forecast was less than the actual. A positive number indicates the forecast was greater than the actual. Displays the variance as a percentage. The variance is the difference between forecasted volume and actual business volume. Cost & Quality Concern Areas Reason Given On Planning Document Represents the notes from the Department Manager's Weekly Planning Report. Action Taken Correction Due Date Follow-up Date Provides a space in which to make notes about the action to be taken to rectify the problem. Provides a space to note the date as to when the problem should be resolved. Provides a space to note the date on which to follow up on the resolution of the problem. 44

50 Weekly Forecast Schedule 45

51 Labor Reports Scheduling Reports

52 Assignment Requirements Report The Assignment Requirements Report provides an easy way to see all configured assignments by day and by time of day. It also shows if an employee has been scheduled to work the assignment. This report is beneficial because it shows the weekly schedule in assignment order rather than employee order. The Assignment Requirements Report is a planning and scheduling report that allows you to determine which assignments can be modified or adjusted during high or low volume periods. Key Information Shows each assignment by day of week and the start and end time of the required shift or shifts. A blank square indicates that no assignment has been established, that the assignment was configured incorrectly or that volume levels do not indicate a need for the assignment. Shows the employee scheduled to work the assignment. Indicates those assignments that have not been scheduled. Report Options Job Employee ID Alt. Employee ID Notes Line Page Break Between Jobs/Assignments Show Variance Period End Date Allows you to determine which division, department and job are included in the report. Only those jobs with assignments will be listed. Displays the employee's ID number. Displays an alternate employee's ID. Displays a blank line for notes inserted between employees. Allows you to determine whether you want page breaks between jobs and/or assignments. Displays the variance between what was scheduled and what was forecasted (Sched vs. Fcst), beneath each assignment. Allows you to determine the date range for which you are running the report. Running the Report To run the report: 1. Choose Labor from the Reports menu. 2. Click Scheduling and select Assignment Requirements. The Options dialog box appears. 3. Choose the appropriate Job. 4. Select Employee ID, Alt. Employee ID, Notes Line, Page Break Between Jobs/Assignments, and/or Show Variance as desired. 5. Designate the appropriate Period End Date by entering a date, clicking the calendar icon and selecting a date, or using the date forward and date backward arrows. 6. Click the Run icon. The report is displayed. 47

53 Assignment Requirements Report 48

54 Daily Schedule The Daily Schedule provides you with a simple tool to help you know when employees are due to come to work and, if applicable, what their assignments are. In this report, your schedule is printed in a daily format. Key Information Employee schedules are displayed by day of the week and start times, as well as any options you may choose from the options dialog box. Employees are printed in the order in which they are scheduled, to make it easy to determine who's due in and at what time. Assignments are printed if indicated, or you may write in the assignments. Report Options Mode Allows you to determine whether the information is filtered by Division/Department or by Schedule Group. Division/Department. Allows you to select the division(s), department(s) and job(s) that you wish to include in the report. Group By. Groups report by content. Division. Choosing All or a specific Division will generate a report that lists all the divisions with the employees being grouped by division. Department. Choosing a specific Division, All under Departments, and Department under Group By, will generate a report that lists all the departments in that specific division with the employees being grouped by department. Job. Choosing All under Division, and Job under Group By will generate a report that lists all employees in the division. Schedule Group. Allows you to choose to display employees according to pre-determined groups. These groups were created in the employee level, General tab. For example, if Housekeepers are grouped by sets of floors (i.e. Group 1=floors 1-10 and Group 2=floors 11-20), you could choose to print just the employees in Group 2 or all the floor groups. Sort By Allows you to determine whether the report is sorted by Start Time or by Assignment. Display Period End Date Allows you to determine what employee information is included in the report. It also allows you to determine whether you would like a Page Break Between Days/Schedule Groups and an employee sign-in column. Allows you to determine the period date that the report covers. Running the Report To run the report: 1. Choose Labor from the Reports menu. 2. Click Scheduling and select Daily Schedule. The Options dialog box appears. 3. Select a Mode. If Division/Department is selected, choose the appropriate Division(s) and Department(s), and Group By options. If Schedule Group is selected, choose the appropriate group option. 4. Under Display, select the information you wish to be displayed. 5. Designate the appropriate Period End Date by entering a date, clicking the calendar icon and selecting a date, or using the date forward and date backward arrows. 6. Click the Run icon. The report is displayed. 49

55 Daily Schedule 50

56 Daily Schedule Sign-In Sheet The Daily Schedule Sign-In Sheet displays a daily schedule with a signature area where employees can sign in as they arrive for work. There is also a place on the bottom for a Manager to sign off. This report provides an easy way to see what employees are scheduled for the day, and when, as well as whether they have signed in yet or not. Key Information Shows each position, employee name, shift time, and hours in list format, for the day. Allows the manager to sign off on the schedule for the day. Report Options Division/Department/Job/Assignment Report Date Report Title Print Landscape Print Out Time Print Hours Employee No. or Alt. Employee No Print all schedules which start between Allows you to determine which division, department, job and/or assignments are included in the report. Allows you to determine the date for which you are running the report. Allows you to assign a specific name for the report. Allows you to print the report in landscape (horizontal) format. Allows you to print the times that employees punched out. Allows you to print the number of hours the employee worked. Allows you to determine whether you would like the employee number or the alternate employee number printed on the report. Allows you to determine the time frame for which you are running the report. Running the Report To run the report: Choose Labor from the Reports menu. Click Scheduling and select Daily Schedule Sign-In. The Options dialog box appears. Designate the appropriate Report Date by entering a date, clicking the calendar icon and selecting a date, or using the date forward and date backward arrows. Enter a Report Title if appropriate. Select Print Landscape, Print Out Time and/or Print Hours if desired. Select Employee No. or Alt. Employee No. Enter the beginning and end time for which you wish the report to Print all schedules which start between the designated times. Click the Run icon. The report is displayed. 51

57 Daily Schedule Sign-In Sheet 52

58 Forecast Schedule Graph The Forecast Schedule Graph shows you, at a glance, whether you have over-, under-, or correctly staffed at a given time on a given day. This report also shows the total forecasted and scheduled hours by job. Key Information Displays the number of employees that are scheduled on any given hour, on any given day, as well as total forecast and scheduled hours by job. Presents information regarding the total number of daily and weekly forecast and scheduled hours, by job, in table format. Displays a graph with color-coded bars which indicates visually where you are over-, under-, or correctly staffed. Report Options Division Department Job Period End Date Allows you to determine whether one specific division or all divisions are included in the report. Allows you to determine whether one specific department or all departments are included. Allows you to determine whether one specific job or all jobs are included. Allows you to determine the date range for which you are running the report. Running the Report To run the report: Choose Labor from the Reports menu. Click Scheduling and select Forecast Schedule Graph. The Options dialog box appears. Choose the appropriate Division, Department and Job. 4. Designate the appropriate Period End Date and date backward arrows. by entering a date, clicking the calendar icon and selecting a date, or using the date forward 5. Click the Run icon. The report is displayed. 53

59 Forecast Schedule Graph 54

60 Requirements Report The Requirements Report provides an easy way to see how many employees are needed by day and by shift, based on forecasted volumes. It also shows how many employees have been scheduled and where any shortages might be. It is a planning and scheduling report that allows you to determine which shifts need adjustment (more or less employees). This report ultimately helps you schedule employees more efficiently. Key Information Shows each unscheduled shift by day of the week and the start and end times of the required shift. The start and end times are printed regardless of what is printed on the posted schedule. Highlights those shifts where there are more people scheduled than are needed, as well as shifts that have fewer employees scheduled than needed. Allows you to have lines print only where the two are not equal. Calculates the total required and filled hours and displays them under the date header. Report Options Division Department Allows you to determine whether one specific division or all divisions are included in the report. Allows you to determine whether one specific department or all departments are included. Job Allows you to determine whether one specific job or all jobs are included. Group By Groups report by division, department and/or job. Examples: Department. Choosing All under Division, and Department under Group By will generate a report that lists all employees in the division, grouped by department. Job. Choosing All under Division, and Job under Group By will generate a report that lists all employees in the division, grouped by job. Filled Requirements Period End Date Allows you to determine whether all information, or only the areas that are over- or under-staffed, are displayed. Allows you to determine the date range for which you are running the report. Running the Report To run the report: 1. Choose Labor from the Reports menu. 2. Click Scheduling and select Requirements. The Options dialog box appears. 3. Choose the appropriate Division, Department, and Job. 4. Choose Division, Department or Job from the Group By drop-down. By default, Job is selected. 5. Under Display, select or de-select Filled Requirements. 6. Designate the appropriate Period End Date by entering a date, clicking the calendar icon and selecting a date, or using the date forward and date backward arrows. 7. Click the Run icon. The report is displayed. If there are variances, either over or under, the line containing the variance will be highlighted in red. Report Terms & Definitions 55

61 Report Terms & Definitions Start Time/End Time Duration Indicates when the shift starts and ends. Indicates the length of time for the shift. System Projected Displays the results after running the Generate Projected Hours process. System Scheduled Displays the results from Generate Schedules including Permanent or Regular Schedules, added to the Filled Hours. Manager Adjusted Displays the total shifts added or subtracted from the System Projected hours. Total Scheduled Displays the total of System Scheduled plus Manager Adjusted hours. Job Assignment Indicates the job in which the shift belongs. Indicates the assignment, if any, for the job. The assignment is printed if the position includes assignments, or you may write in the assignment. 56

62 Requirements Report 57

63 Weekly Employee Schedule The Weekly Employee Schedule displays the weekly work schedule for every employee. The report displays the start and end time of each day they are scheduled, as well as weekly totals for each employee. This report is meant to be printed and distributed to individual employees. Report Options Mode Allows you to determine whether the information is filtered by Division/Department or by Schedule Group. Division/Department. Allows you to select the division(s), department(s) and job(s) that you wish to include in the report. Schedule Group. Allows you to select the schedule groups you wish to include. Allows you to choose to display employees according to pre-determined groups. These groups were created in the employee level, General tab. For example, if Housekeepers are grouped by sets of floors (i.e. Group 1=floors 1-10 and Group 2=floors 11-20), you could choose to print just the employees in Group 2 or all the floor groups. Employee Data Sort Employees By Period End Date Employees Per Page Allows you to determine what employee information is included in the report. Sorts employees by name, hire date or skill date. Allows you to designate the date range for the report. Allows you to designate how many employee records should be included on a page. Running the Report To run the Weekly Employee Schedule report: Choose Labor from the Reports menu. Click Scheduling and select Weekly Employee Schedule from the Reports menu. A dialog box appears. Select a Mode. If Division/Department is selected, choose the appropriate Division, Department and Job options. If Schedule Group is selected, choose the appropriate group option. Select the employee information to be displayed on the report, from the Employee Data options. Choose Name, Hire Date or Skill Date from the Sort Employees By drop-down list. Choose the appropriate Period End Date by entering a date or using the date forward and date backward arrows. Enter the number of employees you wish to be displayed on a page, in the Employees Per Page field. Click the Run icon. The report is displayed. 58

64 Weekly Employee Schedule 59

65 Weekly Schedule The Weekly Schedule Report displays the weekly work schedule for a specific department and lists each employee in the job. The report displays total hours for each employee for the week, and provides a summary which compares scheduled hours to forecasted hours. There are numerous options you can choose from, and two main reasons for running the report: to view for analysis purposes, and to print and post for employee viewing. When this report is printed for employee viewing, you should not include the totals options. Key Information Displays a summary that compares scheduled hours to forecasted hours by day and for the week. Provides a different view of the schedule data that is output by division or job, by date, and then by time of day. Allows you to display KBIs that are associated with job standards, as well as any additional KBIs that are not associated with job standards. Report Options Mode Allows you to determine whether the information is filtered by Division/Department or by Schedule Group. Division/Department. Allows you to display employees by Division(s), Department(s) and Job(s). Division/Department/Job. Allows you to select the division(s), department(s) and job(s) you wish to include in the report. Group By. Groups report information by content. For example, choosing All under Division, and Job under Group By will generate a report that lists all employees in the division, grouped by job. Schedule Group. Allows you to display employees according to pre-determined groups. These groups were created in the employee level, General tab. For example, if Housekeepers are grouped by sets of floors (i.e. Group 1=floors 1-10 and Group 2=floors 11-20), you could choose to print just the employees in Group 2 or all the floor groups. Select. Allows you to denote which Schedule Group(s) you wish to include in the report. Name. Displays all available Schedule Groups. KBIs Allows you to include KBI data in the report. Display KBIs associated with Job Standards. Allows you to include data for the KBIs that arre associated with the selected job(s). Display Additional KBIs. Allows you to pick and choose which KBIs you wish to include in the report, in addition to the KBIs associated with Job Standards. This option is only visible if Display KBIs associated with Job Standards is selected. Employee Data Totals Variance Period End Date Sort Employees By Allows you to determine what employee information is included in the report. Allows you to determine which totals, if any, are displayed in the report. Totals should not be included in reports that are to be printed and posted for viewing by employees. Displays the forecast vs. schedule hours variance, if selected. Allows you to designate the date range for the report. Sorts employees by Name, Hire Date, Skill Rank or Skill Date. 60

66 Running the Report To run the Weekly Schedule report: 1. Choose Labor from the Reports menu. 2. Click Scheduling and select Weekly Schedule. The Options dialog box appears. 3. Select a Mode. If Division/Department is selected, choose the appropriate Division/Department/Job and Group By options. If Schedule Group is selected, choose the appropriate group option. 4. Select or de-select Display KBIs associated with Job Standards. If you selected Display KBIs associated with Job Standards and wish to include other KBIs, select the KBIs you wish to display from Display Additional KBIs list. 5. Select the employee information, from the Employee Data options, to be displayed on the report. 6. Select which Totals (if any) should be included in the report. 7. Select or de-select Variance if you wish it to be included in the report. 8. Choose the appropriate Period End Date by entering a date, clicking the calendar icon and selecting a date, or using the date forward and date backward arrows. 9. Choose Name, Hire Date or Skill Date from the Sort Employees By drop-down list. 10. Click the Run icon. The report is displayed. Report Terms & Definitions View the report terms & definitions for the Summary Section: Employees Lists the number of employees that were scheduled. Scheduled Forecast Variance Variance % Displays the total number of hours that were scheduled. Displays the total hours that were forecasted. Represents the variance between forecasted and scheduled hours. A negative number indicates the forecast was less than the actual. A positive number indicates the forecast was greater than the actual. Displays the variance between forecasted and scheduled hours as a percentage. 61

67 Weekly Schedule Report 62

68 Time & Attendance Reports Audit Changes Reports

69 Employee Audit Report This report prints all changes made to any employee from the Employee Maintenance screens. Denoted also is the person who logged in and made the change as well as the date that the change was made. This report is not very user friendly because it contains about three lines of data for EACH change made to an employee. This includes new hires and all their data. The report does not paginate or separate by department. We recommend always viewing this report to the screen before printing, as it could be rather long if you have several new hires for the selected date range. Key Information Availability: Standard report Security: Shows rates of pay for status changed employees Options: User selects date range and filters by division/department/job Defaults: Current pay period for all departments Usage: Audit trail for all employee master changes Data Source: System generated from Employee Maintenance Employee Audit Report 64

70 Employee Shift Audit Report This report lists all shifts that had errors and were corrected. Key Information Availability: Standard report Security: Not sensitive Options: User selects date range, sorts by User or Employee, filters by division/department/job and can choose to print with or without employee numbers. Defaults: Current pay period for all departments Usage: Audit trail for employee shift errors and resolutions Data Source: System generated from Time Cards, Enter Manually / Poll Clock Employee Shift Audit 65

71 Time & Attendance Reports Banked Hours Reports

72 Banked Hours Aging Report The Banked Hours Aging Report shows you, at a glance, what the banked hours are for each employee that is eligible for banked hours. The information can be displayed in list format, or it can be displayed with a detailed breakdown of the activity for that period. Report Options Week Ending Filter by Allows you to determine the date through which you wish to display data. Allows you to determine how you want the information to be displayed on the report. Data can be displayed by divisions, departments, jobs or employees. If you choose Employee, you will have the option to Show All Employees. If selected, you will see all active and inactive employees in the list. If not selected, only active employees will be displayed. Running the Report To run the report: Choose Labor Scheduling from the Reports menu and select Banked Hours Aging. The Options dialog box appears. Choose the appropriate Week Ending date. Determine if you wish the report to have page breaks, and if so, where. Select Division, Department, Job or Employee from the Filter By drop-down. Select the Division(s), Department(s), Job(s) or Employee(s) you wish to include in the report. Click OK The report is displayed. Banked Hours Aging Report 67

73 Banked Hours Expiration Report The Banked Hours Expiration Report displays a list of employees who have banked hours expiring within the time frame you designate. This information is helpful because if an employee does not use their banked hours before they expire, you will have to pay the employee time and a half (or whatever your company policy is). Conversely, if the employee has borrowed against banked hours with a resulting deficit, you will be paying for time the employee did not work when the hours expire. Key Information Displays the Employee Name/ID, as well as the Contract Hours (the number of hours an employee is required to work before accumulating banked hours), Current Balance (the number of banked hours the employee currently has available), number of Expiring Hours and the Expiration Date of the banked hours. Information is displayed by Division, Department or Job, or by Employee Name. Report Options Hours expiring in days Filter by Allows you to determine the time frame for which you wish to see the expiring hours. For example, if you enter 30 the report will display all hours that are expiring in the next 30 days for the current day. Allows you to determine how you want the information to be displayed on the report. Data can be displayed by divisions, departments, jobs or employees. If you choose Employee, you will have the option to Show All Employees. If selected, you will see all active and inactive employees in the list. If not selected, only active employees will be displayed. Running the Report To run the report: Choose Labor Scheduling from the Reports menu and select Banked Hours Expiration Report. The Options dialog box appears. Enter the number of days for Hours expiring in. Determine if you wish the report to have page breaks, and if so, where. Select Division, Department, Job or Employee from the Filter By drop-down. Select the Division(s), Department(s), Job(s) or Employee(s) you wish to include in the report. Click OK. The report is displayed. 68

74 Banked Hours Transaction Report The Banked Hours Transaction Report is an audit of accumulated, used and expiring banked hours for the period of time you designate. Key Information Displays the Employee Name/ID, as well as the Starting Balance (the number of hours an employee has accumulated at the beginning of the report period), Hours Worked (the number of hours the employee worked during the report period), Banked Hours (the number of banked hours an employee earned during the report period), _Withdrawn Hours (the number of banked hours the employee used during the report period) Expiring Hours and the Ending Balance (the number of banked hours the employee had at the end of the report period). Information is displayed by Division, Department or Job, or by Employee Name. Report Options From Date/To Date Page Breaks Allows you to determine the time frame for which you wish to see the banked hours information. Note that the From Date is not visible if Summary is selected. Allows you to denote whether you wish there to be a page break between Divisions, or no page breaks. Summary/Details Summary. Displays data that covers a period starting six days before the date you enter as the To Date. Details. Allows you to select a From Date and a To Date, _and view data for _Other Hours and Bankable Hours. Bankable Hours = Worked Hours plus Other Hours that have been marked as "Include in Bank". Filter by Allows you to determine how you want the information to be displayed on the report. Data can be displayed by divisions, departments, jobs or employees. If you choose Employee, you will have the option to Show All Employees. If selected, you will see all active and inactive employees in the list. If not selected, only active employees will be displayed. Running the Report To run the report: 1. Choose T&A from the Reports menu, click on Banked Hours, and select Banked Hours Transaction Report. The Options dialog box appears. 2. Enter the From Date (if visible) and To Date. 3. Determine if you wish the report to have page breaks, and if so, where. 4. Select Summary or Details. If you select Details, the From Date field will now be visible and you should enter the appropriate date. 5. Select Division, Department, Job or Employee from the Filter By drop-down. 6. Select the Division(s), Department(s), Job(s) or Employee(s) you wish to include in the report. 7. Click OK. The report is displayed. 69

75 Banked Hours Transaction Report 70

76 Time & Attendance Reports Earnings Reports

77 Earnings Detail Report This report shows detail on a daily basis for all complete punches (no errors), total hours, regular vs. overtime, other earnings and the gross wages for each employee that worked in a selected department. It also denotes the rates of pay and any changes during the pay period or dates for which it is run. Salaried exempt associates are included on this report in their respective departments. Key Information Availability: Standard report with all installations Security: Shows all hours, rates, earnings and wages for each employee Options: User selects date range, employee class, work class, rates, earnings summary and can filter by division/department/job and summarize by job and employee. Defaults: Current pay period for all departments Usage: Detail to the Daily Punch report for all earnings to be paid Data Source: System generated from time cards 72

78 Earnings Detail Report 73

79 Hours & Earnings Recap The Hours & Earnings Report provides a summary of all hours including overtime/double-time hours, and certain benefit hours such as sick, vacation, holiday, and bonus pay, as well as property totals for any given date range. This report is generally run on a daily basis to know yesterday's labor cost by department. When run for an entire month it produces payroll costs by department for that period. These amounts can then be compared to the P&L generated by accounting. Use this report to generate end of the month accruals. Once the month is over (and the clock has been polled) enter a range of dates from the first day of the last pay period in the month through the last day of the month. The amounts denoted are what you should use as your payroll accrual. Key Information Availability: Standard report with all installations Security: Very sensitive. Denotes employee hours and may also show employee wages. Options: User selects date range, Employee Class, Work Class, type of Earnings Category(ies), and can also Filter By Division, Department, or Job and Group By Division, Department, Job or Employee. User can also determine whether Rates are displayed. Defaults: Current pay period for all departments Usage: Used to know labor costs and to create accruals Data Source: System generated from time cards 74

80 Hours and Earnings Recap 75

81 Hours Summary This report lists all employees by Work Class(es), who worked during the selected dates. Key Information Hours Worked by Work Class Availability: Standard report with all installations Security: Sensitive. Lists pay rates and pay types Options: User selects date range and determines which Employee Classes and/or Work Classes to view. Can be filtered by division/ department/job Usage: Prints Job Class, indicates whether it is the employee's Home job, lists Rate of Pay, Regular Hours and Overtime Hours worked, as well as Total Hours Data Source: System generated from time cards, Edit Shift / Poll Clock 76

82 Other Earnings Summary This report lists all employees who received Other Earnings during the date(s) selected. Key Information Availability: Standard report with all installations Security: Sensitive. Lists pay received Options: User selects date range, determines which Employee Classes and/or Work Classes to view, has the option of sorting the report according to Employee number or Employee Name, and where page breaks should occur, if at all. Can be filtered by division/ department/job. Usage: Prints employees who had Other Earnings during the selected date(s) Data Source: System generated from time cards, Edit Shift / Poll Clock Other Earnings Summary Report 77

83 Shift Details Report This report provides a daily record of punches. It may be printed for a single day or range of days. Additionally, it shows punch errors indicating a missing punch, duplicate punches, overlapping shifts (also displayed in the statistics area on the Home page), and/or managerial notes. This report should be distributed to department heads for review on a daily basis. Key Information Availability: Standard report with all installations Security: Not sensitive Options: User selects date range View all punches or only those with errors View all notes and signatures Print with or without employee numbers Page breaks: none, Division, Department, Job, or Employee Filtered by Division, Department, Job, or Employee. If Filtered by Employee, there is an option to Show All Employees. When selected, all employees (active and inactive) you have access to and who were hired prior to the From date, are displayed. By default, only active employees are displayed. Defaults: Current pay period for all departments Usage: Prints hourly punches from the time clock and punch errors Data Source: System generated from time cards, Edit Shift / Poll Clock 78

84 Shift Details Report 79

85 Time & Attendance Reports Employee Reports

86 Address Report This report lists the name, address and home phone number for all employees that were active during the date range specified. The report can be filtered by division/department/job. Key Information Availability: Standard report Security: Lists personal information Options: User selects date range and can filter by division/department/job Defaults: All active employees for current pay period Data Source: Employee Maintenance, General tab, Contact Information Address Report 81

87 Birth Dates Report This report shows, by date, which associates have a birthday during the date range run. Usually this report is run on a monthly basis to determine birthdays. The report can be filtered by division/department/job. Use this report if your company creates birthday cards or grants birthday pay as an extra benefit pay type. Key Information Availability: Standard report Security: Not sensitive Options: User selects date range and can filter by division/department/job Defaults: All active employees for current pay period, all departments Usage: Indicates which associates have a birthday for the date range Data Source: Employee Maintenance, Personnel Tab, Birth Date Birth Dates Report 82

88 Employee ID Report Lists all employees who have been assigned an employee. Key Information Availability: Standard report with all installations Security:Not sensitive Options:Can filter by division/department/job Defaults:Current pay period Usage:Listing of all badges that are assigned. Data Source: Employee Maintenance, General tab, Personal Employee ID Report 83

89 Employees by Job Code This report lists all employees by Job Code. Key Information Availability: Standard report with all installations Security: Sensitive. Lists pay rates and pay types Options: User determines whether Inactive Employees and Rates should be included in the report. User also determines whether the report should be Sorted by Employee number, Badge number, Employee name or Employee SSN and where page breaks should occur (if at all). Can be filtered by division/ department/job Usage: Prints Job Class, indicates whether it is the employee's Home job, lists Rate of Pay, Regular Hours and Overtime Hours worked, as well as Total Hours Data Source: Employee maintenance 84

90 I-9 Verification This report recaps all of the I-9 data from the Employee Maintenance screens. It includes the documents used for List B and List C items, List A items and their expiration date (if applicable) and the person who checked the documents and the date of which they were verified. This report is used as an audit tool to ensure that I-9 data has been captured and placed on file by the hotel. It prints alphabetically for active employees only or all employees. This report does NOT replace the filling out of the I-9 form or the keeping of copies of the documents used by employees to verify employment eligibility. Key Information Availability: Standard report Security: Not rate sensitive, shows Social Security numbers Options: Active employees only or include inactive (terminated) Defaults: All active employees Usage: Audit I-9 data and verify List A expiration dates Data Source: Employee Maintenance, Employment Tab I9 Verification Report 85

91 Master Listing Report This report prints one line for each employee and contains basic information. The printing of sensitive rate data is optional. You must also select the employee class and work class to print. This report is used to verify the employee database for accuracy. This is a good report to provide a department head, such as housekeeping, a list of all their employees and phone numbers. If you opt not to print rates, it may then be posted or distributed. Key Information Availability: Standard report Security: Depending on the option it includes pay rates Options: Include/exclude Job/Rates or employee data only. Can also choose to include/exclude inactive employees Options: User selects a date range, employee class, work class, whether to include inactive employees and can filter by division/department/job Defaults: Current pay period for all departments with no inactive employees for whichever class is selected Usage: Prints by department with or without rates of pay all employees Data Source: Employee Maintenance, Personnel Tab / Status Tab 86

92 Employee Master Report 87

93 Personal Information Document (PID) The PIDocument displays information about each employee including personal and contact information; employment info such as hire date; scheduling info including type of employee, hours available to work, etc.; what jobs and assignments the employee can work; the status of their employment; any schedule groups in which they are included; their availability; and regular schedules they work. Key Information Availability: Standard report with all installations Security: Lists address and other personal information, as well as pay rates Options: User selects date range and selects the information to be displayed Defaults: Current pay period for all departments Usage: As needed to review employee data Data Source: System generated from data entered in Employee Maintenance 88

94 Personal Information Document 89

95 Time & Attendance Reports End of Pay Period Reports

96 End of Pay Period Report This report prints a recap of each employee's wages, hours, and miscellaneous earnings for the period specified, usually the pay period. Employees who work more than one department show up in each department they work in. This is the report used as a final record and verification that all data is entered and each employee is correct before closing the pay period. This report is used to balance to your payroll processor when a pay data interface is used. (Note: some corporate offices prefer the report sorted by employee file number.) Key Information} Availability: Standard report with all installations Security: Very sensitive. Denotes payroll by employee and shows wages. Options: User selects date range, employee class, work class, to include deductions or not, and can filter by division/ department/job and summarize by department Defaults: Current pay period for all departments with no deductions Usage: Use at the end of the pay period to distribute to department heads Data Source: System generated from time cards 91

97 End of Pay Period Report 92

98 Inactivity Report This report prints all active (non-terminated) employees who did not work during the date range specified. Key Information Availability: Standard report with all installations Security: Not sensitive. Options: User selects date range and can be filter by division/department/job Defaults: Current pay period for all departments Usage: To verify that all associates (including new hires) have wages Data Source: System generated from time cards Inactivity report 93

99 Paycheck Approval Report This report lists a break-down of the hours worked by employees during the specified time frame, and provides a space for an employee's signature indicating they received their paycheck for the hours listed. Key Information Availability: Standard report Security: Denoted number of hours worked including Earnings hours Options: User selects date range and can filter by division/department/job Usage: Provides a place for an employee signature indicating that they received their paycheck. Data Source: Time Cards, Enter Manually / Poll Clock Paycheck Approval Report 94

100 Unapproved Shifts Report Lists the total number of shifts worked during the selected pay period, and how many are unapproved. There is an optional Signature Line option, which allows HR to sign that they approve of the data listed in each section. Key Information Availability: Standard report. Security: Not sensitive. Options: User selects pay period, where they want page breaks (if any), and whether to print a Signature Line for HR. Can filter by Division or Department. Defaults: Current pay period. Usage: Print a list of total shifts and how many are unapproved. Data Source: System generated from time cards, Edit Shift / Poll Clock. Unapproved Shifts Report 95

101 Time & Attendance Reports HR Statistics Reports

102 Attrition Report (Turnover) This report denotes the turnovers for the date range specified. Turnover is defined as the number of terminations divided by the average number of employees for the time frame. It is best to run this report for a span of at least 90 days. At the end of the report are workforce totals and a property-wide turnover percentage. Key Information Availability: Standard report Security: Not sensitive Options: User selects date range and can filter by division/department/job Defaults: Current pay period Usage: Usually run on a rolling quarter or annual basis to obtain turnover Data Source: System generated 97

103 Attrition Report 98

104 Class Statistics Report Displays the number of employees in each Work Class for each Employee Class. Also displays the percentage of employees in each Work Class. Key Information Availability: Standard report Security: Not sensitive Options: User selects date range Defaults: Current pay period Usage: Tracks number of employees in each work class Data Source: Employee Maintenance, General tab, Employment Class Statistics Report 99

105 Employee Change of Status This report prints all associates who have either changed status (new hire, termination, or rehire) or received a pay increase or decrease. It also denotes any pay rates to secondary jobs or non-home jobs. This report is used as an audit against employee data packets and by the corporate office to ensure that all new hires are in the payroll processing software. The rate and status changes report has a signature line for either the GM or HR director to sign off on all raises and new hires. This may then be kept on file the regional or corporate office. Key Information Location: Reports > H/R Statistics Availability: Standard report with all installations Security: Sensitive, shows rates of pay for status changed employees Options: User selects date range, determines ther the report should be sorted by employee name or employee number and can filter by division/department/job Defaults: Current pay period for all departments Usage: Recaps employee hiring activity to verify against paper records and processor database Data Source: System generated from Employee Maintenance Employee Change of Status Report 100

106 Ethnicity Report This report shows a statistical count of all active employees for the date range specified broken down by ethnic code. It is then broken out by gender and includes totals for all categories. Key Information Availability: Standard report Security: Not sensitive Options: User selects date range Defaults: Current pay period Usage: Used for EEOC reporting and inquiries on ethnic and gender mix Data Source: Employee Maintenance, Personnel Tab, Ethnicity / Gender 101

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108 Termination Reasons This report is a statistical summary of the termination reasons. It denotes each reason as a percentage of the total number of terminations for the specified date range. Key Information Availability: Standard report Security: Not sensitive Options: User selects date range Defaults: Current pay period Usage: Tracks percentage of terminations by termination code Data Source: Employee Maintenance, Status tab, Termination Reasons Termination Reasons Report 103

109 Time & Attendance Reports Length of Service Reports

110 Average Hours Worked This report shows all hourly associates and average number of hours worked during the specified date range. Report lists employees by their home department only (all secondary hours are combined into the home job). There are two columns denoting the average hours. The first pertains only to hours actually worked. The third column includes benefit pay such as sick pay and vacation. For example if an employee worked 50 weeks at 40 hours per week and took 2 weeks of vacation, they would display as such (when run for a 52-week period): Employee Avg Hours Avg w/ Benefit # Weeks Included Smith, Lucy Note that the report denotes the number of weeks included. If an associate was not employed for the entire time span, the averages will be adjusted to their hire date. We recommend running this report for whole weeks and not starting or ending in the middle of a pay week otherwise you could distort the averages in a short date range. Use this report to determine certain benefit eligibility requirements and for inquiries on number of hours to budget by department during budget season. Key Information Availability: Standard report Security: Denoted number of hours worked including benefit hours Options: User selects date range, employee and work classes, and the threshold to average over specified date range. Defaults: Current pay period for all employees that averaged (excluding benefit hours) 20 hours per week. Usage: Determined benefit eligibility and individual employee averages. Data Source: Time Cards, Enter Manually / Poll Clock / Earnings Wizard Terms: Avg Hours - Includes regular and overtime hours worked over a period of time. Benefit Hours - Includes average hours plus benefit hours such as sick, vacation, and holiday hours when calculating the average. 105

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112 New Hires This report lists all new hires for the specified date range by department. The employee's home job is also denoted. Key Information Availability: Standard report with HR module Security: Not sensitive Options: User selects date range and can filter by division/department/job Defaults: Current pay period for all active employees Usage: Detailed recap of new hires during a specified date range Data Source: Employee Maintenance, New Hires / Status New Hires Report 107

113 Rehires This report prints a list of all employees that were rehired during the date range specified. It is usually best to specify a large date range instead of a two-week period as you probably do not have a high volume of rehires. For each rehire there are two columns with number of days, the original length of hire and the number of days since being rehired. Note that this report only shows the last span of a rehire. If an employee was rehired more than once, this report only denotes their last work period. Key Information Availability: Standard report Security: Not sensitive Options: User selects date range and can filter by division/department/job Defaults: Current pay period for all active associates Usage: To determine if a rehire still qualifies for their original seniority Data Source: Employee Maintenance, Status Tab, Rehire Rehire Report 108

114 Seniority This report prints all employees by their home department and denotes the hire and seniority date. The length of employment is calculated from the hire date. As reviewed in the Employee Maintenance section the seniority date defaults to the hire date unless the user overwrites it. Use this report to print a union employee seniority report. Key Information Availability: Standard Security: Not sensitive Options: Date range, employee class and work class Defaults: Current pay period, all employee and work classes Usage: Used to determine benefit eligibility based on seniority date by stating length of employment Data Source: Employee Maintenance, Coaching Tab, Seniority Date Seniority Report 109

115 Terminations This report lists each employee that was terminated during the specified date range. Denoted is the termination reason code, termination date, and number of days since termination from the current day. Note that if employees have been terminated multiple times that this report only covers their most recent termination period. Key Information Availability: Standard report Security: Not sensitive Options: User designates date range and can filter by division/department/job Defaults: Current pay period Usage: Detailed recap of terminations over a span of defined days Data Source: Employee Maintenance, Status Tab, Terminate Termination Report 110

116 Time & Attendance Reports Tip Pool Reports

117 Employee Tip Pools The Employee Tip Pool Report displays information about tip pools and how they have been allocated to employees. Information about the type of earning, net tips, the date the earnings were created and by whom, etc. is displayed for each employee receiving allocations from a tip pool, and is grouped by divisions, departments, jobs or employees. Report Options From Date/To Date Allows you to designate the period to be included in the report. Mode Allows you to determine whether you wish to have just Guaranteed Wages on the report, or all information. Show Details Allows you to include details of the tip pools, such as Worked Hours, Gross Units, etc. Filter By Allows you to determine whether the information is organized by divisions, departments, jobs or employees 112

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119 Tip Pools The Tip Pool Report displays information about tip pools and how they have been allocated. Information about the type of earning, amount of gross and net tips, adjustments, percent of pool, etc. is displayed by tip pool, sub-pool or employees. Key Information Availability: Standard report with all installations Security: Lists tip allocations by tip pool, sub-pool or employee Options: User selects date range, determines whe ther the data should be summarized by tip pool sub-pool or employee, determines whether all tip pool data should be displayed or just that associated with guaranteed wages. The user can also elect to show data for all employees rather than just those employees who have accrued tip pool earings. Defaults: Current pay period for all departments Data Source: System generated from data entered in the Tip Pools tab. 114

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121 Time & Attendance Reports Wage Analysis Reports

122 Minimum Wage This report denotes all employees who did not earn at least minimum wage for the number of hours worked once tips are factored in. The minimum wage defaults to what is set by the system. If this is incorrect, user can enter the appropriate amount. Any employee who did not earn at least the threshold is displayed for the job for which they did not earn enough. If they worked two jobs and only one did not meet minimum wage, then only that job will show. It does NOT combine the two jobs. Each job is treated independently. For employees that show on this report you should either assign minimum wage make up pay or ask the employee to verify their amount of tips they claimed. If they did not claim the correct amount, simply add the under-reported amount in the Earnings Wizard. Remember to assign the tips to the correct job and not just the home job. Key Information Availability: Standard report with all installations Security: Shows pay for hourly employees Options: User selects date range, wage threshold and can filter by division/department/job Defaults: Current pay period for all departments at minimum wage as set by the system Usage: End of pay period to see associates that did not earn at least minimum wage or threshold amount per hour. Data Source: System generated from time cards Minimum Wage Report 117

123 Overtime Management The Overtime Management Report allows you to monitor where there overtime has occurred is projected to occur. This report displays the number of hours for which the employee is scheduled, how many hours they have actually worked as of the date of the report, any overtime hours they may have accrued, the number of hours the employee has worked over (or under) their scheduled hours, and how many hours they are still scheduled for through the end of the period. The report also displays the number of hours that the employee is projected to work, as well as projected overtime. This information allows you to re-evaluate your resources and, if possible, re-allocate work to avoid incurring overtime costs. Key Information Availability: Standard report with all installations Security: Lists hours worked and projected to be worked. Options: User enters threshold percentage for under reporting Defaults: Current pay period for all departments Usage: Throughout pay period to monitor potential overtime. Data Source: System generated from time cards Overtime Management Report 118

124 Tip Management This report compares tips against gross sales for each employee that has either tips or gross sales entered. Note that gratuities are included but do NOT calculate into if an employee over or under reports tips. Employees who under report are denoted with an X in the far-right column. Each associate's tip percentage is also shown. Note that when entering tips for an employee Watson, R.M.TM Payroll is generally not setup to differentiate cash and charge tips. They are, instead, combined into one entry. The employees should enter their tips from the time clock. Gross sales are usually entered manually through the Earnings Wizard. Key Information Availability: Standard report with all installations Security: Lists gross sales and tips Options: User selects date range and enters threshold percentage for under reporting Defaults: Current pay period for all departments Usage: End of pay period to see whom under-reported tips Data Source: System generated from time cards 119

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126 Time & Attendance Reports Wages and Benefits Reviews

127 Annual Salary This report lists all salary exempt associates alphabetically and indicates their annual rates of pay. If an employee works in multiple departments the report will denote that and how many daily hours are assigned to each job code. The date range filters for active salary exempt employees during that time frame. Use this report as an audit of salaries and to ensure that a new salaried exempt associate was correctly set up. Note: Due to the sensitivity of this report it should never be left in an unsecure area. Key Information Availability: Standard report Security: Very sensitive - shows ALL salary pay rates Options: User selects date range and can filter by division/department/job Defaults: Current pay period Usage: Used when doing budgets and auditing salaried pay rates Data Source: Employee Maintenance, Job Screen, Rate Assignment for Salary Exempt Associates 122

128 Benefit Balances The Benefit Balances Report is an audit of accumulated, used and expiring benefits for all active employees during the period of time you designate.this report also displays details about Earnings. Key Information Allows you to see, at a glance, a detailed accounting of all benefits accrued by employees during the specified time period.. You have the option of displays all Report Options From/To Date Include Details Allows you to determine the time frame for the report Allows you to determine the amount of detail you wish to view. Filter Allows you to determine how you wish to view the employees: by Division, Department, Job or by Employee Running the Report To run the report: Choose Wages & Benefits Review from the Reports menu and select Benefit Balances. The Options dialog box appears. Enter the From Date and To Date. Select Include Details, if desired. Determine if you wish the report to have page breaks, and if so, where. Select Division, Department, Job or Employee from the Filter by drop-down. Select the Division(s), Department(s), Job(s) or Employee(s) you wish to include in the report. Click OK. The report is displayed. 123

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130 Holiday Eligibility This report denotes how many holiday hours to pay an employee based on your company's specific business rules. Factors taken into consideration are the status of the employee, their average day, if they worked on the holiday or not, and seniority. This report should be run AFTER the time cards have been completed for the day of the holiday. By inputting the date of the holiday, the system will know how many actual hours were worked and denote holiday eligibility based on the configuration. Key Information Availability: Standard report Security: not rate sensitive Options: View: User can create and save different option scenarios. For example, you may save a scenario where you Group By Department and Filter by Division. Display: User selects the year and holiday and determines whether or not to group by division or department and have page breaks Filter: User can filter by Division or Department. Eligibility: determined by the configured Work Rules Usage: Used to view how holiday hours were assigned based on business rules Data Source: System generated from time cards and configuration 125

131 Performance Review This report indicates any employee that is due for a review during the selected date range. Also denoted is the last review date and the number of days in between. The review dates and next review date is a manual process. In order to utilize this report you must enter each review date and the next review date in the Coaching Tab of the Employee Maintenance module. We recommend keeping your records up to date as this provides a simple and quick way to manage which associates are due for a review. Key Information Availability: Standard report Security: Not sensitive Options: User selects date range Defaults: Current pay period Usage: Print each month to determine who is due for a performance review Data Source: Employee Maintenance, Coaching Tab, Review Dates Performance Review Report 126

132 Wage Analysis This report lists each employee by department and portrays a history of their pay rates. It includes their current wage as well as the following: Hire Wage, 90-Day Wage, 180-Day Wage, 1 Year, 2 Years, and 5 Years. Both secondary and home jobs will be listed. Note that this report is only as accurate as the data you have accumulated regarding pay rates. Key Information Availability: Standard report Security: Contains rate data Options: User selects date of holiday and to include active only or inactive (terminated) employees Defaults: Active employees only Usage: Used to assign holiday hours based on business rules Data Source: System generated from Time Cards and configuration Description: This report denotes how many holiday hours to pay an associate based on your company's specific business rules. Factors taken into consideration are the status of the employee, their average day, if they worked on the holiday or not, and seniority. This report should be run AFTER the time cards have been completed for the day of the holiday. By inputting the date of the holiday the system will know how many actual hours were worked and denote holiday eligibility based on the configuration. 127

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