How-To: Resolve Common Job Data Errors

$0.00 hourly rate for contract work under pay crew who have completed units that would achieve a greater hourly rate than minimum, excessive unnecessary top ups, incorrect block costing

Overview Dashboard → Data quality issues widget

Reporting → Reports → Rates Report

This report includes a list of all jobs between the date ranges selected with columns for Task, Rate Type, and Unit Rate $ right next to each other. Run the report and $0.00 Unit Rates will be pretty obvious

Add Unit Rate to Job

• Click the number link on the Data quality issues to open a list of jobs and links where the error has occurred

• Edit Job Summary

• Add the correct Unit Rate to the task

• Save Changes

Admin → Tasks

• add default contract rates to Tasks

Operations → Scheduled Tasks

• Use scheduled tasks and add unit rates if not already linked to the Task

0 units assigned to worker timesheets for contract or performance work can impact

Overview Dashboard → Data quality issues widget

Jobs Menu → Timesheets

• Filter to Rate Type Contract OR Performance

• Click the UNITS column header to sort smallest to largest → timesheets with 0 units will come to the top

There are 3 potential solutions to this issue:

• Click the number link on the Data quality issues to open a list of jobs and links where the error has occurred

• Review Timesheets where 0 units have been tracked

1. If the timesheet should be hourly (e.g. supervisor)

   1. Edit Timesheets

   2. Toggle the timesheet rate type to hourly

   3. Save Changes

2. If the timesheet should have units

   1. Check with the crew leader and see if there is information missing

3. If the worker was part of a crew with a more than one job tracked for the day

   1. Check their other timesheets and earned hourly rates. If they were part of a crew they may not have worked on that specific job.

   2. Check with the supervisor to confirm if they actually worked in the job with 0 units, and edit the jobs/timesheets to accurately represent work completed.

Hourly Timesheets on a contract Job → ROLES

• If the crew member should always be hourly rate - even on contract rate jobs - this is the perfect use of Roles.

  • consider changing the default role to one that defaults timesheets to hourly

All crew members on all jobs regardless of units tracked → Field App Settings → “Continue time from today’s last job”

• Particularly on contract and performance jobs it’s important that timesheets reflect the actual time worked on Jobs. Editing the finish time on an employee timesheet before creating the next Job, will ensure timesheet start and finish times carry through to the next job when this setting is enabled.

Field App Training → 0 Units Worked Alert

• When contract jobs are entered in the Field App and a crew member has not been assigned units worked, there is an alert telling the crew leader if Zero Units have been tracked for anyone on the crew. Make sure they understand the alert, and how to edit timesheets in Tātou Field App

OVER or UNDER pay crew potentially, hourly rates will be extremely high or extremely low, excessive top ups, incorrect block costing

Jobs Menu → Timesheets Page

• Filter to Date Range

• Filter to Contract Rate Type

• Sort “HOURLY RATE” Column Highest to Lowest

  • Any check the unit rate of any timesheet with an hourly rate exceeding OR not meeting expected hourly rate range

• Sort “TASK” column to compare unit rates for the same tasks

Reporting → Reports → Rates Report

This report includes a list of all jobs between the date ranges selected with columns for Task, Rate Type, and Unit Rate $ right next to each other, as well as an Average Hourly Rate Column to quickly scan for issues relating to rates set too high or too low. Run the report and compare unit rates for the same tasks

Dashboard → Performance

• Filter to the Date Range

• Filter to Contract Rate Type

• On the Hourly rates Widget - check for any:

  • Peaks in the ORANGE line = MAX hourly rate

  • Dips in the YELLOW LINE = MIN hourly rate

Edit Unit Rate in the Job

• Open the Job by clicking the TEAL arrow →

• Edit Job Summary

• Add the correct Unit Rate to the task

• Save Changes

Admin → Tasks

• add default contract rates to Tasks

Operations → Scheduled Tasks

• Use scheduled tasks and add unit rates if not already linked to the Task

Top Up and Block Costings - depending on the contract rate calculation period for your organisation

Dashboard → Performance

• Filter to the date range you wish to review

• Highest performer widget - download the data set by clicking the download button → ←

• Open the report from Downloads

• Check columns G & H

  • max hourly rate (column G)

  • min hourly rate (column H)

  • If there is something that does not look right proceed to the Timesheets page and follow the steps below

Jobs Menu → Timesheets Page

• Filter to Date Range

• Filter to Contract Rate Type

• Filter by Employee - choose someone from the performance report

• If more there is more than 1 timesheet per date for that employee, check the following:

  • Tasks (same or different tasks for the day)

  • Check the unit rates - any typos

  • Check the total units make sense with the timesheet start and finish times

Reporting → Reports → Rates Report

This report includes a list of all jobs between the date ranges selected with columns for Task, Rate Type, and Unit Rate $ right next to each other, as well as an Average Hourly Rate Column to quickly scan for issues relating to rates set too high or too low. Run the report and compare unit rates for the same tasks

Check with the person who entered the Job(s) to make sure the Start and Finish Times were entered correctly. If they:

1. Confirm what is entered is what occurred - change nothing

2. Made a mistake and the Job OR Timesheet time(s) needs to change follow the steps below.

Edit Start & Finish Times

• Open the Job by clicking the TEAL arrow →

• Edit Timesheets

• Change the time(s) that need to be changed in this Job

• Save Changes

• Open the next Job by clicking the TEAL arrow →

• Edit Timesheets

• Change the time(s) in order to reflect changes made in the first Job.

• Save Changes

When creating Jobs in Tātou Field App, can wait to sync jobs until the end of the day.

Sometimes when crews are completing multiple different Jobs in a day, getting the exact time for each worker accurate to their movements is difficult. Block changes should be tracked as accurately as possible within reason, but as a final sense check, waiting to sync jobs allows the supervisor to review average hourly rates for the crew on each job, and be able to correct any incorrect times that are highlighted by hourly rates that are too HIGH or to LOW.

Grouping Blocks on 1 Job

If crews will be doing the same task at the same rate and location for the day, multiple blocks can be added to 1 Job.

This eliminates the need to track exact block change times, and instead averages the units complete and resulting hourly rate over all blocks on the 1 job.