Time Tracking DataPlus Options

To manage DataPlusTime Tracking options:

1. Select Setup from the menu and then select Options.

   

2. Select Edit on the DataPlus Options card.

   

3. You can edit the following options:

   Option	Description
   Sort Order	This is the order in which index cards (such as Staff and Clients) will appear. The choices are First Name/Last Name or Last Name/First Name.
   Display Order	This the way a name will be displayed on the card. The choices are either First Name/Last Name or Last Name/First Name.
   Minutes Before Action to Send Text (SMS) Notifications	If Use Message Center on the DataPlus Settings card is not selected, the number of minutes before the date of action (such as the date of a time off request (the date requested) or shift swap (the date of the shift) to send a text message. The default is 525,600 minutes (or a year), which means the text will go out immediately if the request is within the year.
   Features: Use My Messages	Leave selected to enable My Messages.
   Features: Use Time Off	Leave selected to enable My Time Off/Time Off Requests.
   Allow Staff To Add Time Off	If Use Time Off is selected, allow staff to submit time off requests.
   Allow Managers to Add Approved Time Off	If Use Time Off is selected, let staff managers add approved time off for their staff.

4. Select Save when finished.

To configure the settings related to clocking in and out:

1. Select Setup from the menu and then select Options.

   

2. Select Edit on the Clocked Transactions Options card.

   

3. You can edit the following options:

   Option	Description
   Type	Do Not Store Location - If you do not want to use location tracking. Always Store Location - If you want to record the staff geolocation in the Audit Log every time they clock in, clock out, go to unpaid break, come back from unpaid break, transfer or check in. Only Store Location When Device Is Not Registered - If you want to record the staff geolocation in the Audit Log if they clock in, clock out, go to unpaid break, come back from unpaid break, transfer or check in from an unregistered device. The device/browser may prompt users on whether or not they want to share their location. If they do not accept, the location will not be stored regardless of this setting.
   Permissible Distance (Meters)	The number of meters away from the service location that the user can clock in, clock out, go to unpaid break, come back from unpaid break, transfer or check in without causing a flag on the clock transaction.
   Flag if Device Accuracy is Greater Than (Meters)	Clock Entries will be flagged if the staff’s device has an accuracy greater than the number specified here. The Device Geolocation Flag is Inaccurate must also be set up.
   Show IP Address in Auditing	The user's IP Address will appear in the audit log.
   Button Colors	Clock In - If you want to set the color of the Clock In button to another color, enter the Hex number of the color without the # or select it from the color picker. Otherwise, if you leave it blank, it will remain the default color. Clock Out - If you want to set the color of the Clock Out button to another color, enter the Hex number of the color without the # or select it from the color picker. Otherwise, if you leave it blank, it will remain the default color. Clock Out - If you want to set the color of the Clock Out button to another color, enter the Hex number of the color without the # or select it from the color picker. Otherwise, if you leave it blank, it will remain the default color. Transfer - If you want to set the color of the Transfer button to another color, enter the Hex number of the color without the # or select it from the color picker. Otherwise, if you leave it blank, it will remain the default color.
   Manager Entry Restrictions	Number of Days Before - This limits the number of days in the past that a manager can enter or edit an unapproved Clock Transaction with a both a clock in and clock out time for staff. Number of Days After - This limits the number of days in the future that a manager can enter a Clock Transaction for staff.
   Override Clock Early/Late Flags	Select if you would like to define the number of minutes a staff is considered early or late when clocking in or out. If active the Clocked Out Early, Clocked Out Late, Clocked In Late and Clocked Out Late flags will appear based on these settings instead of the default (1 minute for Clocked In Late and Clocked Out Early. Clocked In Early and Clocked Out Late is based on rounding increment.) Once selected enter the number of minutes as desired for: Clocked In Early Clocked In Late Clocked Out Early Clocked Out Late

4. Select Save when finished.

To configure the settings related to log transactions:

1. Select Setup from the menu and then select Options.

   

2. Select Edit on the Logging Transactions Options card.

   

3. You can edit the following options:

   Option	Description
   Staff Entry Restrictions: Days Before	This limits the number of days in the past that staff can enter a Log Transaction or edit an unapproved log transaction from My Log that has both a begin and end date/time.
   Staff Entry Restrictions: Days After	This limits the number of days in the future that staff can enter a Log Transaction.
   Manager Entry Restrictions: Days Before	This limits the number of days in the past that a manager can enter a Log Transaction or edit an unapproved log transaction that has both a begin and end date/time for staff.
   Manager Entry Restrictions: Days After	This limits the number of days in the future that a manager can enter a Log Transaction for staff.

4. Select Save when finished.

To configure the settings to prevent staff from creating, updating or voiding/unvoiding log entries during a set lockout period to allow managers time to review and approve without additional changes occurring:

1. Select Setup from the menu and then select Options.

   

2. Select Edit on the Time Tracking Lockout Window Options card.

   

3. You can edit the following options:

   Option	Description
   Type	Set the Type to: Disabled - If you do not want to create a lockout window Biweekly - To create a biweekly lockout window. Weekly - To create a weekly lockout window. Irregular - To create an irregular lockout window
   Start Date	If the Type is Biweekly or Weekly, the date of the first week the lockout window should begin. The lockout window will begin on the same day of the week as the selected week ongoing. If the Type is Weekly it will occur on that day every week and if it is set to Biweekly it will occur on that day every other week.
   Start Time	If the Type is Biweekly or Weekly, the time of day the lockout window should begin
   Hours	If the Type is Biweekly or Weekly, the number of hours the lockout window is in effect.
   Number of Weeks Lag	If the Type is Biweekly or Weekly, the number of weeks before the cut off date that you want to lockout. The cutoff date is the last day of the week based on your First Day of the Week set up in Options by Solana and is shown on the DataPlus Settings card. For example, if your First Day of the Week is set to Sunday and you leave the weeks lag set to 0, then everything from the immediate past Saturday and before will be locked out for staff during the lockout window. If you entered a one instead, then everything from two Saturday's ago and before will be locked out for staff during the lockout window.
   Irregular Cutoff Date	If the Type is Irregular, staff will be locked out for this date and before during the lockout window.
   Irregular Begin Date	If the Type is Irregular, this is the date the lockout window starts.
   Irregular Begin Time	If the Type is Irregular, this is the time the lockout window starts.
   Irregular End Date	If the Type is Irregular, this is the date the lockout window stops.
   Irregular End Date	If the Type is Irregular, this is the time the lockout window stops.

4. Select Save when finished.

To configure the settings related to clocking in and out:

1. Select Setup from the menu and then select Options.

   

2. Select Edit on the Time Tracking Other Options card.

   

3. You can edit the following options:

   Option	Description
   Unpaid Breaks: Description	The description you want to appear on the buttons and in the audit log when Enable Unpaid Breaks is turned on in a staff permission group.
   Unpaid Breaks: Out Button Color	If you want to set the color of the Out To Unpaid Break button to another color, enter the Hex number of the color without the # or select it from the color picker. Otherwise, if you leave it blank, it will remain the default color.
   Unpaid Breaks: Back Button Color	If you want to set the color of the Back From Unpaid Break button to another color, enter the Hex number of the color without the # or select it from the color picker. Otherwise, if you leave it blank, it will remain the default color.
   Export Information: Use Single Indirect Client/Indirect Client	The Indirect Client is used to allocate non-worked or indirect time for staff. Select Use Single Indirect Client and then select the Indirect Client to use in the export file, if you have the same Indirect Client for all your service locations. Otherwise, leave this disabled and the export file will use the Indirect Client associated with the Service Location instead.
   Export Information: Company Vehicle Mileage Employee	Select the Company Miles Employee to use in the export file when a mileage-based service is set to Company Vehicle. The Unit Entries will then be automatically set to Payroll Processed when imported.
   Electronic Visit Verification: Default EVV Entity	This is the default EVV entity for electronic visit verification.
   Electronic Visit Verification: Default EVV Time Zone	This is the default EVV time zone for electronic visit verification.
   Electronic Visit Verification: Split Over Midnight	If your state does not allow EVV submissions to cross over midnight, this setting will automatically break it into two entries.
   Electronic Visit Verification: Indicate on Time Logging Card if location services denied	A red banner message appears at the top of Time Logging card to make staff aware when location services is not on. EVV requires location services to be on.
   Electronic Visit Verification: Show pop-up message when saving if location services denied	A pop-up warning message appears when staff start or end an EVV service if location services has been turned off.

4. Select Save when finished.

The Time Tracking Settings card is read-only and shows various settings that Sandata sets.

If Use Service Delivery Limits is selected on the Time Tracking Settings card, the Service Limit Options card becomes available.

To configure the settings related to service limits:

1. Select Setup from the menu and then select Options.

   

2. Select Edit on the Service Limit Options card.

   

3. You can edit the following options:

   Option	Description
   Service On Track Initial Buffer	The percent of the initial time frame of each service delivery limit that must elapse before the Service Limit screen will show a trending status.
   Over Utilization Percentage	The percent above the limit where the Service Limit screen will begin to show a status of trending over.
   Under Utilization Percentage	The percent below the limit where the Service Limit screen will begin to show a status of trending under.

4. Select Save when finished.

If Use Service Delivery Limits is selected on the Time Tracking Settings card, the Service Limit Settings card becomes available. This card is read only.

1. Select Setup from the menu and then select Options.

   

2. Select Service Limit Settings card.

3. Verify the following read only settings:

   

   Option	Description
   Sync Day Limit (read only)	This check box will be selected if your agency is syncing Service Limits with a Type of Day. If so, the sync will create a Service Limit entry for each day in the date range.
   Sync Week Limits (read only)	This check box will be selected if your agency is syncing Service Limits with a Type of Week. If so, the sync will create a Service Limit entry for each week in the date range.
   Sync Month Limits (read only)	This check box will be selected if your agency is syncing Service Limits with a Type of Month. If so, the sync will create a Service Limit entry for each month in the date range.
   Sync Span Limits (read only)	This check box will be selected if your agency is syncing Service Limits with a Type of Span. If so, the sync will create one Service Limit entry for the date range.

The sync uses the Time Service Types associated with the Contract Code in the client’s Contract Detail as the Services in the Service Limit. In the Billing Funding Source there is a Time Tracking Time Service Types child under Contract Codes (Contract Codes are a child of the Funding Source Service Type child) that must also be set up.

If the Contract Code has a Global Limit, it will use the Unit Limit set there as the Limit (Hours Based); otherwise, it uses the Unit Limit set in the Client Contract Detail Limit. During the sync, if the Billing Codes tied to the Contract Code are based on minutes, quarter hour, or half hour, it converts the Units Limit into hours. The sync will handle any additions, updates, deletions, and replacements to the Service Limit. If a Client/Service/Date Range does not exist in Time Tracking, it will create one. If the Client/Service/Date Range exists in ProviderPro Billing and Time Tracking, but the Unit Limits are different it will update the one in Time Tracking to match the one in ProviderPro. If a Client/Service/Date Range exists in Time Tracking, but does not exist in ProviderPro (or has been set to Replaced in ProviderPro) it will delete the one in Time Tracking.

The service limits that sync from ProviderPro Billing will not include a Service Location.

The Funding Source Contract Code also has a new Unit Service Types child. Both the Time Service Types and Unit Service Types associated with the Contract Code set in the client’s Contract Detail will sync to the new Client Time Service Type Inclusions and Client Unit Service Type Inclusions tables. This dictates the list of services that appear when staff select a client at a service location. Similarly, there are new Service Location Time Service Type Inclusions and Service Location Unit Service Type Inclusions tables where the Time and Unit Service Types associated with the Contract Codes of the Contract Details of all the Clients that are served at the Service Location sync. This dictates the list of services that appear when a service location is selected when logging time or mileage with clients. The Service Location Time/Unit Service Type Inclusions are automatically maintained from the Client Time/Unit Service Type Inclusions during the sync process.