Intro
Labor Approval is the management process of verifying that Labor Records created on the work order are correct. This article will cover the specifics of this responsibility and the tools available to complete it.
Reading A Labor Record
Labor Records organize all the time that users log for a given work order and can reflect three different conditions based on actions taken by the crew.
Gray Status Dot (No Time Entry)
Labor Records that don't have any time logged are displayed with a grey status dot. These records can be clocked into by the user from their Schedule page or removed from the Work Order by the Foreman assigned to manage them.
Green Status Dot (Clocked In)
Once an assigned user has clocked in, the Labor Record’s status circle will turn green. This color means that the user is currently clocked in, and a Time Entry has been created. Labor records with a time entry are collapsed by default, but users with permission can select them to expand and view any Time Entries attached. Labor Records cannot be deleted once a Time Entry has been attached, but the individual Time Entries can be corrected if necessary.
Recognized Time
The top section shown with a light-yellow background is the recognized time recorded by the system. If this time is approved by the Foreman and Super, it will appear on official pay stubs and be reflected on tax documents.
Time Entry Audit Log
The Time Entry Audit Log appears below the Recognized Time Entry, and shows what information was used to create the recognized entry. All corrections made to a time entry are shown, organized by the role that made a correction.
Audit Stamp Line
The top row of each audit log is the audit stamp, it includes the role, time of correction, and name of the person who created the record. This is separate from the clock in and clock out times.
IN Punch, Out Punch, and Notes
Below the Audit Stamp are the clock in and clock out times, along with a small notes field for time corrections. Because this crew is currently clocked in, no out time is recorded yet.
Edit A Record
The "Edit" button allows for an individual Time Entry to be modified without creating a new one. This allows users with permission to make corrections to a time entry or manually clock someone out. This is done by selecting the “Edit” button to show the “Edit Entry” menu.
Edit Entry Menu
From the “Edit Entry” menu, provide a “Corrected Out” time and a “Reason” for the correction. The “Corrected In” time may also be changed if needed. The Reason field should describe the specific reason that a correction was required. Weather from a mistake, lost or broken phone, lack of internet connection, or some other cause.
Required Information
Once required information has been provided, the “Correct” button will unlock, and a correction can be saved.
Audit Log Update
Once a correction has been made, the Time Entry audit log will update to show the original crew entry, the Foreman’s correction, and new recognized time.
Corrections Will Complete
Corrections are automatically completed, so the approval indicators will update to match the permission of the completing user, in this case, the Foreman.
Yellow Status Dot (Clocked Out)
Once a Time Entry has an out time, the status dot will turn yellow. Time entries that have not been corrected will look like the image below.
.png "Labor - Full Access - Labor Record Expanded - Yellow Status Marked(1).png")
Multiple Time Entry
Labor records can hold multiple time entries, allowing any crew to leave and return as many times as required. This scenario shows two records that did not need a correction.
Modified Records
If a Time Entry is corrected by a Foreman or Super, an additional entry in the Audit Log will be created. It will show the corrected times, along with a note explaining the change.
Who Can View
Individual users can view or modify their labor records on the Labor Tab as needed. All Labor Records on the Labor Tab can be viewed or modified by the Foreman or Superintendent.
Labor Record Options Menu
The Labor Record Options Menu is located at the top far right of each Labor Record.
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Options Overview
When selected, the options available in this menu change based on a user's role and time logged to the Work Order. A Labor Record with no time logged can be removed or have a time entry added manually.
Remove Crew Member
The “Remove Crew Member” option deletes the Labor Record from the work order and removes it from that user's schedule page. Removed users lose the ability to log time to the Work Order and won't be able to access it anymore. You can ready more about this topic here.
Add Time Entry
The “Add Time Entry” option allows a Foreman or Super to create a new Time Entry.
When selected, the “Add Entry” Menu is displayed.
Add Entry Menu
The “Add Entry Menu” allows a Foreman or Super to modify Labor Records by manually adding a Time Entry. This can be used to clock a user in, or to create a complete Time Entry without any input from the selected user.
Manual Clock In
If a Corrected In punch is provided, and the Corrected-Out field is left blank, then the related user will be clocked into the work order and can clock out normally.
Manual Clock Out
If the In and Out fields are both provided, then a complete Time Entry will be created and attached to the Labor Record.
Reason Required
A reason is always required to add or edit a labor record. This reason will be visible to the affected user, assigned Foreman and Super. It will be reviewed by the TimeCard Administrator for final approval.
Crew Clock Out
The Labor Check Out process cannot be completed while a Crew or Foreman are clocked in. It is ok to be clocked into another Work Order, or to a general order, while is completed on a different work order.
The image directly below shows what actions would be needed to complete a crew clock out.
Records With No Time
As part of this process, Crew records with no time logged in must be removed from the Labor Tab by selecting their options menu, and then selecting “Remove Crew Member”. All remaining records except for the Superintendent should have a yellow status circle.
Validation Check
When this is done correctly, Step 3 on the Validation Steps will show a green check.
Time Entry Approval
To complete Foreman Checkout or Super Checkout, each record must be inspected and approved by the respective roles. The process to do this is the same for both Foreman & Super, but the Foreman is required to approve entries before the Superintendent.
Prerequisite Info
The section below assumes you already know how to read a labor record. Review that section of this article, if you have not already, before continuing.
Status Dot
To inspect a record, its status dot must be yellow or green. These records can be expanded by selecting anywhere on the record’s container.
Marking Correct
Beneath each entry is a “Correct” and “Edit” button. Selecting “Correct” approves the Time Entry directly above it..png "Labor Record - Foreman - Two Time Entry - Correct Button Marked(1).png")
Correction Before Approval
All Time Entries within a Labor Record must be marked correct before the whole record is considered complete.
Edit If Needed
Selecting “Edit” on any record opens the "Edit Entry" menu, where a Foreman or Super can change the clock in and clock out times as described under Reading A Labor Record
Be Aware
If edits are made to a completed Labor Record by the Foreman, its approval status is reset. These changes must be reviewed and completed by the Super again.
Approval Check
ProfitOps reflects the approval of a given record using two small circles at the far right of each entry. Hollow circles indicate that an entry has not been approved, while filled circles indicate the record has been verified and completed.
Foreman Approval
A filled green circle indicates that a Foreman approval has been completed.
Super Approval
A filled blue circle indicates that a Superintendent approval has been completed.
Fully Approved
A Labor Record that has been fully approved will look like this. The top Time Entry was completed without any corrections. The bottom Time Entry was completed with a correction by the Foreman and approval by the Super..png "Labor Record - Super - Complete(2).png")
Labor Summary
To assist with bulk records inspection, a Labor Summary report can be viewed by selecting the “View Labor Summary” button.
Summary Can't Edit
This report does not correct or edit individual records, but it does show all records on the Labor Tab in a condensed format that can be approved as a batch if there are no issues.
Records Needing Attention
Labor Records that require individual attention are indicated with a yellow mark. The Labor Summary cannot resolve or approve these records but will approve any other records that have no issues.
Approve Open Labor
If no individual records need attention, select "Approve Open Labor" to approve all Labor Records. Batch approval will be applied to all records based on user permission. Foreman approval will fill all green circles, Super approval will fill all blue circles.
Override Rules Apply
Superintendent permissions cannot force an approval of records waiting on Foreman approval until after the waiting period closes.
Check Out & Deadline
Once all labor entries are inspected and approved, the “All Labor Entered” button will unlock, and the labor CheckOut process for the Labor Tab can be completed.
Checkout Stamp
Selecting this button stamps the work order with your name, the current date, and time of checkout. No additional changes can be made once the tab has been stamped, but Foreman and Superintendents can re-open this tab if additional changes are required.
CheckOut Accountability
Foreman & Superintendents are held accountable for information on the Labor Tab at the time of CheckOut. Do not press the “All Labor Entered” button until you are sure its contents are accurate and complete.