Lucity's Work Clock enables users to automatically track the time that selected Employee Resources worked on a Work Task or the period that selected Equipment Resources were used on a Work Task.
Components
The Work Clock appears within Lucity Web in the following ways:
the Task for which the logged-in user is running an active Work Clock,and
a history of the three most recent Work Clocks.
Work Clock
Work Order toolbar
This tool enables users to start, stop, and switch running the Work Clock on Tasks.
Running Work Clock
Work Order Task grid
This icon appears next to Tasks with an active Work Clock.
Work Clock Process
The following is an example of the standard process that a user would follow to use the work clock on a given day.
Clock Start
When a user starts the Work Clock on a Work Order Task:
The system updates related Employee and Equipment Resource records.
The Work Clock Status is set to 1|Clock Started.
The Auto Calc Units field is enabled and made read-only so it cannot be disabled.
The Units field becomes read-only.
The Res Start Date/Time fields are populated with the date/time that the clock started.
A "Work Clock Started" record is created in the Work Order Trackinggrid for each Employee and Equipment record that is being tracked.
Clock Stop
When a user stops the Work Clock on a Work Order Task:
The system updates related Employee and Equipment Resource records.
The Work Clock Status is set to 2|Clock Stopped by User.
The Res End Date/Time fields are populated with the date/time that the clock stopped.
The Units field is populated with the difference between the Res Start Date/Time and Res End Date/Time. This value may be rounded up or down based on an agency's Work Clock configuration.
A "Work Clock Stopped" record is created in the Work Order Trackinggrid for each Employee and Equipment record that is being tracked.
In the Work Order module, select the Work Order for which you want to start the Work Clock.
Click the button on the Work Order toolbar. The following pop-up appears, listing the Tasks associated with the Work Order:
Note: Only Tasks with no End Date or an End Date later than the current date appear in the pick-list.
Choose the Task that work is starting on and then click Select Task. The following pop-up appears, displaying the current Lucity user and the Employee Resources already assigned to the Task:
If any Employees need to be added, click Add Additional. The following pop-up appears, which lists all Employees associated with the Category of the Work Order:
Select one or more Employees from the list and click Select. These Employees are added to the Select Employees pick-list.
Remove any Employees from the list who are not working on the Task. The person who is currently logged in to Lucity is assumed to be working on the Task and cannot be removed.
If there is no Equipment to track, skip to Step 7.
To start a Work Clock for Equipment, click Select Equipment. The following pop-up appears, which lists the Equipment Resources already assigned to the Task:
If Equipment needs to be added to this list, click Add Additional. The following pop-up appears, listing Equipment Resources that are associated with the Work Order's Category:
Select one or more pieces of Equipment from the list and click Select. These items are added to the Select Equipment pick-list.
Remove any Equipment from the list that will not be used for the Task.
Click Start Work Clock. The clock begins tracking time for any listed Employee and Equipment Resources.
Notice that the icon now appears next to the applicable Task in the Work Order > Tasks grid.
The Task also now appears in the list of Tasks with active Work Clocks generated by the Work Clock Status tool on the Lucity Web toolbar.
Note: If an Employee or Equipment Resource already has Units entered, the Work Clock will not begin for those records. Instead, Lucity creates a duplicate Resource record to track the new time. This enables users to work on a Task for a while, stop, and then come back to finish it later.
In the Work Order module, select the Work Order to which you would like to switch the Work Clock.
Click the button on the Work Order toolbar and select Switch. The system stops the Work Clock stop for the active Task and displays a list of other tasks associated to with the selected Work Order:
Note: Only Tasks with no End Date or an End Date later than the current date appear in the pick-list.
Choose the Task that work is starting on and then click Select Task. The following pop-up appears, displaying the current Lucity user and the Employee Resources already assigned to the Task:
If any Employees need to be added, click Add Additional. The following pop-up appears, which lists all Employees associated with the Category of the Work Order:
Select one or more Employees from the list and click Select. These Employees are added to the Select Employees pick-list.
Remove any Employees from the list who are not working on the Task. The person who is currently logged in to Lucity is assumed to be working on the Task and cannot be removed.
If there is no Equipment to track, skip to Step 7.
To start a Work Clock for Equipment, click Select Equipment. The following pop-up appears, which lists the Equipment Resources already assigned to the Task:
If Equipment needs to be added to this list, click Add Additional. The following pop-up appears, listing Equipment Resources that are associated with the Work Order's Category:
Select one or more pieces of Equipment from the list and click Select. These items are added to the Select Equipment pick-list.
Remove any Equipment from the list that will not be used for the Task.
Click Start Work Clock. The clock begins tracking time for any listed Employee and Equipment Resources.
Notice that the icon now appears next to the applicable Task in the Work Order > Tasks grid.
The Task also now appears in the list of Tasks with active Work Clocks generated by the Work Clock Status tool on the Lucity Web toolbar.
The stopped Work Task appears in the Work Clock Status tool (on the App Toolbar), under the Work Clock History button.
Note: If an Employee or Equipment Resource already has Units entered, the Work Clock will not begin for those records. Instead, Lucity creates a duplicate Resource record to track the new time. This enables users to work on a Task for a while, stop, and then come back to finish it later.
Use thetool to create a filter to identify the records in the Work Orders grid in which you want to stop the Work Clock. (For example, a supervisor could create a data-drill to display all active Clocks, and then use this Toolkit to stop the Clocks in the filterset.)
Click the button and select Stop Work Clock | Current Filter. A prompt similar to the following indicates the number of records that will be affected by the action:
Click OK. The tool stops any running Clocks related to those Work Orders.
The system updates related Employee and Equipment Resource records.
The Work Clock Status is set to 2|Clock Stopped by User.
The Res End Date/Time fields are populated with the date/time that the clock stopped.
The Units field is populated with the difference between the Res Start Date/Time and Res End Date/Time. This value may be rounded up or down based on an agency's Work Clock configuration.
A "Work Clock Stopped" record is created in the Work Order Trackinggrid for each Employee and Equipment record that is being tracked.
Select one or more records in the Work Orders grid.
In the Tasks grid, select one or more valid Task records where you want to stop the Work Clock. In order for the Task to be considered valid, the End Date must be blank or the End Date must be today's date or a future date. The Toolkit will not show up with an invalid task.
Click the Toolkit and select Stop Work Clock | Selected Record(s). You will be prompted to run the tool against selected records. Click OK to continue.
The tool runs, and the Work Clock stops on the selected records.
The system updates related Employee and Equipment Resource records.
The Work Clock Status is set to 2|Clock Stopped by User.
The Res End Date/Time fields are populated with the date/time that the clock stopped.
The Units field is populated with the difference between the Res Start Date/Time and Res End Date/Time. This value may be rounded up or down based on an agency's Work Clock configuration.
A "Work Clock Stopped" record is created in the Work Order Trackinggrid for each Employee and Equipment record that is being tracked.
Special Situations
Special Situations
The Lucity Work Clock is designed to handle common work situations, such as:
Work runs into overtime - The Work Clock only works with a Resource's (normal time) Units fields. If an employee is working and the work extends into overtime, the user must stop the Work Clock and then restart it. They can then set the Time Cost on the new Resource record to Overtime.
Employee leaves work before task is complete - When a user starts the Work Clock, it starts for all Employee Resources on the Work Task. If an employee has to leave midway through that task, but the rest of the employees are continuing to work on it, users may either:
Stop the Work Clock and restart it with only the Employee Resources that are still working on the Task.
Let the Work Clock continue to run and later have a supervisor/administrator edit the person's Employee Resource record to indicate the time that he or she left.
How to switch Tasks in the Work Clock
button on the Work Order toolbar. The following pop-up appears, listing the Tasks associated with the Work Order:
icon now appears next to the applicable Task in the Work Order > 
tool to 
button and select Stop Work Clock | Current Filter. A prompt similar to the following indicates the number of records that will be affected by the action: