Summary

During the week of September 17, 2013, we will release several enhancements to VeriTime. Please read this document carefully, as there are some new features that you might find very useful. We continue to look for your feedback so that we can make VeriTime better with each release that we deliver.

Reminder

New VeriTime URL – Change Your Bookmarks and Shortcuts

The new URL for VeriTime is veritime.aesoponline.com The old URL will redirect to the new URL for a short while.

Please edit or delete and recreate all bookmarks and shortcuts on the computers used to run VeriTime clock kiosks to point to the new URL.

New Features

Account Allocations

VeriTime can now allocate time to multiple Account Codes automatically when a particular Position is funded by more than one source. Account Allocations do not replace Account Codes in VeriTime, they are used in addition to Account Codes.

A new widget has been added to the Configure Tab to access this feature.

Note: From this release forward, each Account Code that is created must be assigned to an Account Allocation for it to be used on a Position. However, the VeriTime team has taken steps to ensure that all current customers’ configurations will continue to work without any immediate effort from the VeriTime Admin. A detailed explanation of the measures we took is included after the explanation of how the feature operates.

Important Distinction:

• The Account Code function is the method to create the list of available Account Codes that can be used in VeriTime, while
• The Account Allocation function is the method by which you will assign the Account Code to a Position.

Clicking on the widget will launch the Account Allocations administration screen that will list the available account allocations. The admin screen will also provide the ability to edit or delete existing Account Allocations, and to create a new Account Allocation. Additionally, a search function is available to quickly locate a specific Account Allocation from a lengthy list.

Using the Account Allocations Wizard, the VeriTime Admin will have the ability to configure an Account Allocation that divides the clock event durations for a given Position and allocates a designated percentage of time to multiple Account Codes.

In Step 1 of the Account Allocations Wizard, the Name and Description of the Account Allocation is set.

• Edit Existing – When editing an existing Account Allocation, the current date range is displayed along with an option to create a new Effective Date Range.
  Selecting New from “None” will create a new Account Allocation in Step 2.
  Selecting New from “01/01/2009 – No End Date” (an existing date range) will copy the settings for the allocations on Step 2.
• Create New – When creating a completely new Account Allocation, only the “New” option is visible.
• Next – The Next button will advance the Wizard to Step 2 where the accounts will be chosen and allocation percentages assigned.
• Delete – The Delete button will delete the entire Account Allocation record. It is the same action that can be accomplished from the Account Allocations Admin screen by clicking on the trash can icon.

Step 2 of the Account Allocations Wizard

• Displays – The Name and Description that was set in Step 1 of the wizard.
• Effective Dates – sets the Effective Date Range for the Account Allocation. VeriTime defaults the End Date to “No End Date” in all wizards. To set an end date, click on the “Change” link and select the end date.
• Accounting Code – Select the Accounting Code to be associated with this Account Allocation.
• Allocation – Set the percentage to be attributed to this Accounting Code for clock event durations for Users assigned to the affected Position.
• Total Allocated – The total for all listed Allocations must equal 100%. If there is only one funding source for the Position, and therefore only one Accounting Code will be assigned, then the Allocation for that Accounting Code must be set to 100%.
• Default – A Default Accounting Code must be selected. This will be the Accounting Code that will receive all residual cents or portions of a cent that results from rounding performed on the Accounting Codes. The first Accounting Code listed will be set as the Default if the Admin does not select an alternate Accounting Code.

In the event the Total Allocated does not equal 100%, an error will be displayed and the record will not be saved. The Admin must correct the distribution to equal 100% before clicking the “Finish” button will save the record and close the wizard.

The Account Allocation is effective dated.
This allows for the percentages allocated to individual Account Codes to change as of a certain date to accommodate changes in funding sources.

The Effective Dating function

• Preserves Historical Data – Setting Effective Dates on Account Allocations, makes it possible to preserve historical data intact so that the system can look back to past records and accurately report on that data. This is important to ensure the integrity of the data for audit purposes.
• Enables Automatic Changes – The Account Allocations can be set up in advance to switch automatically as of a predetermined date for situations such as a grant that has a specific expiration date, or when the funding source changes for a position over the summer months.

Note: To ensure there was no negative impact to our current customers, the VeriTime team took every existing account code for each organization and created an allocation for it. The name is set to the name from the original Account Code. On these newly created Account Allocations, the Account Code that has been brought over is set as the default allocation and the allocation for that account code is set at 100%. Additionally, these Account Allocations were assigned to the Positions that the original Account Code was assigned to, thus ensuring that all Positions that carried an Account Code, now carries an Account Allocation for the correct Account Code.

Tag Association Report

A Tag Association Report is now available in VeriTime. A widget has been added to the Reports tab to access the report.

This report will produce a list of all available Tags for your Org along with the Name and Identifier for each User currently associated with each Tag. A search function is included to quickly locate one particular Tag group out of a list of many. Clicking the “Run Report” button without entering anything into the Search window will return the full report.

Quicklinks have been added to the Tag Association Report to “View/Edit Tag” and to retrieve a list of “Associated Users”. The “View/Edit Tag” link allows the Admin to add or remove Users associated with the particular tag. The Associated Users link returns a list of users associated to that tag in particular rather than the full report of all tags and all associated users.

A Note About Tags:
The Tags feature was developed as a method for grouping otherwise unrelated Users together within VeriTime. Very often it is used when an Approver is responsible for a select group of people who may be spread across different Locations or Positions. If you believe that your Org may benefit from using Tags, please contact our Client Services team for help in set up.

Clock Log Enhancements

There have been several enhancements made to the Clock Log Report.

Two new filter criteria have been added to the report. You can now narrow your search by Job Type and by Kiosk in addition to Location.

Functionality improvements have also been made. There is now an “All Options” checkbox at the top of each criteria filter. Checking this box will select all available options for that filter. If you click on a checked box next to a single location in the filter, the “All Options” checkbox will automatically clear. Additionally, a selection counter and a “Clear All” button have been added. The selection counter is helpful when you are selecting individual locations and scroll down the list. You may only see 2 selections in the view window but the selection counter will indicate how many you have selected. The “Clear All” button will clear all selections for that criteria filter.

The paging has been removed from the Clock Log Report. All results will be displayed and you can scroll down the list. There will be no need to click from page to page looking for a single result.

Timesheet Review Enhancements

The Timesheet Review Report has been updated to save user selections on the Advanced Options. VeriTime will remember your Advanced Options selections and will have them available to you the next time you run the report. As long as the Advanced Options portion of the screen is visible, VeriTime will search on all selected criteria. To search only on the Date Range and Approval status, click the “Advanced Options” link to close the screen.

New System Concept

Rounding Rules Profiles

The team has added a new concept to the VeriTime system; Rounding Rules Profiles. These new profiles greatly expand the Rounding Rule functionality by adding flexibility to set independent rounding rules for before and after shift start time, and before and after shift end time. A widget was added to the Configure tab to access the Rounding Rules Profiles.

Step 1 of the Rounding Rules Profile

• Set – Name and Description for the profile.
• Set Default – The default Rounding Rule for the Org is set.

Step 2 of the Rounding Rules Profile – Optional Features

Shift Start Rounding Rules

• Set Within [threshold] minutes of shift start – Sets the threshold number of minutes within the start of shift in which you want the Rounding Rules to apply, (i.e. Within 30 minutes of Shift Start). This determines when VeriTime will enforce the Rounding Rules you set with regard to the scheduled start time of the shift.
• Before – Sets the Rounding Rule you wish to apply before the shift starts.
• After – Sets the Rounding Rule you wish to apply after the shift starts.

Example Settings:

• 
  Within 30 minutes of the shift start
• 
  Before: Round up to Next Quarter Hour
• 
  After: Round Down to 5 Minute Increment

Scenario 1: Clock-in at 8:47 AM for a 9:00 AM shift start time
Since 8:47 AM is within 30 minutes of the scheduled shift start time, VeriTime will Round the Clock-in to 9:00 AM

Scenario 2: Clock-in at 9:07 AM for a 9:00 AM shift start time
Since 9:07 AM is within 30 minutes of the scheduled shift start time, VeriTime will Round the Clock-in to 9:05 AM

Note: Any combination of settings can be applied to before and after the shift start time.

Shift End Rounding Rules

• Set Within [threshold] minutes of shift end – Sets the threshold number of minutes within the end of shift in which you want the Rounding Rules to apply, (i.e. Within 30 minutes of Shift Start). This determines when VeriTime will enforce the Rounding Rules you set with regard to the scheduled end time of the shift.
• Before – Sets the Rounding Rule you wish to apply before the shift ends.
• After – Sets the Rounding Rule you wish to apply after the shift ends.

Example Settings:

• 
  Within 30 minutes of the shift end
• 
  Before: Round to Nearest Quarter Hour
• 
  After: Round Down to 5 Minute Increment

Scenario 1: Clock-out at 4:50 PM for a 5:00 PM shift end time
Since 4:50 PM is within 30 minutes of the scheduled shift end time, VeriTime will Round the Clock-out to 4:45 PM

Scenario 2: Clock-out at 5:07 PM for a 5:00 PM shift end time
Since 5:07 PM is within 30 minutes of the scheduled shift end time, VeriTime will Round the Clock-out to 5:05 PM

Note: Any combination of settings can be applied to before and after the shift end time.

A new Rounding Rule Option has also been added, “Round to Scheduled Time”. This option is only available as an advanced option on Step 2 of the Rounding Rule Profiles wizard.

The Rounding Rules Profile feature was developed to give Orgs the maximum flexibility possible when setting rounding rules. With this release, VeriTime can accommodate a very general rounding rule for all clock events under the Default rounding rule setting – including no rounding at all. Likewise, VeriTime can accommodate a very specific set of individualized settings to be applied before and after shift start times, shift end times, or both.

Note: This feature was developed to be an Opt-in feature. All current Org setups will continue to work exactly as they were before this release. If your Org requires more complex rounding rules, this feature is for you. If not, there is no action required of you.

Client Feedback

Your feedback is one of the most important factors that will shape the growth of VeriTime! We will continue to work with you on identifying and enhancing VeriTime based on your input, so keep the feedback coming.

Customer Impact

If you would like assistance or additional training regarding the new features delivered in this release, please feel free to contact the VeriTime Client Services team. This release is expected to go into production during the week of September 17th.