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How to configure onsite/offsite reporting over an extended time range

For normal observation of who is onsite or offsite at a given time, Jarrison Time’s I/O Register will suffice. However the I/O Register is intended to consider the current day, not an extended time period between clocking in and out, where a person may clock “in” and be considered onsite for weeks or months before they clock “out” (with no clockings between). This article looks at how to configure the system to report on long-term clockings.

The solution will involve the use of formulas on Day Programs, and a report then triggered accordingly.

The following counters will be used: T&A Clockings, Missing Clockings, Absence, Onsite, Offsite. The last two should be set as Is a Running Total and since they will be the basis of the report they can also be checked to Include in Event Comments.

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From System Configuration, the Allocations tab should have the T&A clocking counter set:

onsiteAlloc

A day program with otherwise empty (unset) tabs will have the following added on the Rules tab. The only other option enabled should be ‘Work Day‘ on the Profile tab.

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The first formula checks the value for Missing Clocking yesterday, and if it had a value then give it a value today. In practical terms, this line checks if a person clocked “in” on the previous day. Note this is the only line not to be marked for Post Process.

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The second line checks if Missing Clocking has a value (today), if so then cancel (zero) the Absence count. Since we have an “in” clocking for the person then per assumption they’re no longer considered absent, even though there were no clockings for them today.

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The third formula assigns a value to the Onsite counter, if Missing Clockings has a value. We are establishing that the person clocked in, and per the scenario assumption this means they are now considered onsite.

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The fourth line checks the Absence counter, if it has a value then give the Offsite counter a value. Absence would only have a value if the person had no missing clockings yesterday, and no clockings today.

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The fifth formula checks if Missing Clocking equals two, meaning the first formula condition was true and there is a missing clocking for today. Today’s missing clocking is from the person clocking “out” (the “in” having occurred some time previously and so considered missing today by the system). Per scenario assumption if we have a pair of clockings we then consider the person as no longer onsite.

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The last line handles the scenario of a person clocking in and out on the same day, by checking the T&A Clockings counter; if it’s equal to two (in and out) for the day then the person is no longer considered onsite, thus assign Offsite counter a value.

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Below is a Daily Summary example of a person having clocked in (10h00 3 June) and some days later clocked out (12h00 12 June) (the system still places this clocking in the “Clock In” column, as it only can see it as the first clocking of the 12th).

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A report for this can be configured similarly to below from View > Report Creator.

The below report was formed by copying the ‘Absentee list’ report and modifying the trigger field to Event Name. If you’re not using counters with the event comments option, then you’ll use the Onsite counter as trigger instead.

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Glossary of Terms

.Net Framework

(known as “dot net”) .Net is a software development framework for building and running applications on Windows.

Access Control

Access control refers to the restriction of people’s ability to clock on biometric devices based on location and/or time. Advanced access control includes anti-passback and zone sequencing.

Access Groups

Access Groups in Jarrison Time are combinations of Devices and Time Zones, used to determine on which devices and at which times members of the Access Groups may clock. Access Groups also facilitate restrictions based on too much or too little clocking in specified time-frames.

Access Groups can by synchronized or imported by Third-Party Import, or by users.

Access Zone

In Jarrison Time an Access Zone is how devices are grouped together to form logical zones for the purposes of access control. The option is available with the JT Live module.

Adjustments (Manual Adjustments)

Adjustments are the method of covering absence of time by employees in Jarrison Time. Examples of adjustments would be Annual leave and Sick leave. Adjustments are typically applied by a user via Daily Details as needed, or can be imported from file. It’s very important that Adjustments are correctly configured and applied as paid or unpaid. (Unpaid will result in Short Time.)

Anti Passback

Anti Passback is a form of access control where people are restricted from clocking on the device most recently clocked on, until they have clocked at another device.

Approval Bypass

Approval Bypass is a feature of Jarrison Time Approvals that allows for the first approval tier to be approved without any exceptions being cleared.

Approvals

Approvals are a system-wide setting that forces users to correct Exceptions and then lock periods from further editing, ready for submission to payroll.

Jarrison Time allows for up to three tiers of Approvals: Daily Summary (timesheet), Pay totals, Department totals. Starting at timesheet level, each tier needs to be approved before the next one can process.

Area

An Area in Jarrison Time refers to a GPS location with a set radius, which designates a permitted T&A clocking area for JT Clock users.

Area Schedule