Work Clock Setup

For the Work Clock to function there are several things that must be configured.

• More information about the Work Clock
• More information about the Work Clock Status tool

System Configuration

The first step to configuring the work clock is to set the Enable Work Clock system setting to TRUE. This is required.

Employee Configuration

The next step to configuring the work clock is setting up employees that can use it. Open the Work > Administration > Work Flow Setup > Employee Setup module and find the employee record and make sure the following data is filled out. This is required for all users that need to use the work clock.

• Enter the user's Lucity Login ID in the Login ID field.
• Check the Active checkbox.
• Check the Work Clock Flag checkbox.

  Users must have the Work Order > Edit permission to use the work clock

  Note: This only needs to be done for the user starting/stopping the work clock. It does not need to be done for each employee that will be included as a resource on the work order task.

Supervisor/Administrator Configuration

Sometimes the Res Start Date/Time and Res End Date/Time fields need to be adjusted. This will most often occur when an employee forgets to stop the work clock, or when an employee gets pull off of a task mid work and the rest of the employees are still working. Normally, these fields are not editable, however, an user that has the Work Order > Override Work Clock permission will be able to edit these fields.

Supervisor/Administrator Dashboard

It is recommended that supervisor/administrator dashboards have data drills that look for work clocks that are running, or that were stopped automatically. This will enable them to catch potential data problems early on. The following data drill filters can help.

• Running Work Clocks

  SELECT * FROM WKORDER WHERE WO_ID IN (SELECT WR_WO_ID FROM WKRESRCE WHERE WR_TCLOCK_CD = 1)

• Automatically Stopped Work Clocks

  SELECT * FROM WKORDER WHERE WO_ID IN (SELECT WR_WO_ID FROM WKRESRCE WHERE WR_TCLOCK_CD = 3)

Automatic Work Clock Stopping

Once a work clock is started it will continue to run until it is stopped. In case a user forgets to stop their work clock there is a Nightly Process in place to automatically stop all running work clocks. This ensures that no single work clock session goes on forever by accident. However, this process can cause problems for users who are working an overnightshift. Therefore the nightly process also takes into account the Enforce Resource End Date = Start Date Work Option.

• When the option is enabled the nightly processes will stop all running clocks at midnight.
• When the option is disabled the nightly processes will stop any work clocks that have accumulated 10 hours at midnight.
• When the nightly process stops a work clock, the work clock resource records will have a Work Clock Status of 3|Clock Auto-Stopped.

Unit Rounding

The Work Clock automatically populates the Units field based on the Res Start Date/Time and Res End Date/Time fields. Some agencies may prefer the value in the Units field to be a round number. This can be done with Units Rounding.

The strategy used to round the Units value is determined by the option an agency selects under Settings > Work Options > Work tab > Work Orders section:

• Minutes to Round Calculated Time to - Directs the system to round the Units value to the selected time interval. Select 5, 10, 15, 30, or 60 minutes.
• Round Calculated Time using Floor (F), Ceiling (C), or Away from Zero (R) - Controls how the system rounds the Units:
  • Floor - Directs Lucity to always round down. The Units will be rounded down to the nearest interval selected above.
  • Ceiling - Directs Lucity to always round up. The Units will be rounded up to the nearest interval selected above.
  • Away from Zero - Directs Lucity to apply standard rounding methodology to the Units calculation. In the system's terms, "zero" is actually the midpoint within the minute interval selected above. Values less than the midpoint are rounded down to the nearest time interval, while values that are greater than or equal to the midpoint are rounded up to the nearest interval.
• Examples - The following example shows how the "Minutes to Round Calculated Time to" and "Round Calculated Time Using..." options are applied to Employee/Equipment Units.
  • Let's assume the Minutes to Round Calculated Time to is set to 15. In the illustrations below, each hour is broken into 15-minute intervals (labeled in black). The midpoint within a 15-minute interval is 7.5 minutes (labeled in orange).
  • One employee put in 32 minutes of work (in blue); the other put in 38 minutes of work (in red).
  • The three diagrams illustrate how the Units value would differ for each of the Round Calculated time Using... options.

    Floor

    

    The Units value for both employees would indicate 30 minutes of work.

    Ceiling

    

    The Units value for both employees would indicate 45 minutes of work.

    Away from Zero

    

    The Units value would be 30 for the employee who put in 32 minutes of work.

    The Units value would be 45 for the employee who put in 38 minutes of work.

More information about automatically calculating Units