Common Data Errors

Under pay crew potentially, excessive top ups, incorrect block costing

Jobs Menu → Timesheets Page

• Filter to Date Range

• Filter to Contract Rate Type

• Sort “Rate” Column Lowest to Highest

• Any timesheets with $0.00 rates will appear at the top of the table

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

• 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

OVER or UNDER pay crew potentially, 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.