Administering disciplinary actions and rewards Monitor pending disciplinary actions and rewards Prepare to deliver discipline or rewards Deliver discipline or rewards Record the outcome Using tools to monitor attendance actions tools to monitor attendance actions About attendance actions About attendance documents Preparing to deliver attendance actions Delivering attendance actions Procedure: Completing attendance actions Complete an attendance action Lesson Menu What’s in this lesson? This lesson explains how to monitor and dispense disciplinary and reward actions. What do I need to know before I begin? You should already know how to: - Maintain timecards to facilitate accurate attendance tracking -Access Genies -Communicate using or k-mail Return to Villanova Kronos Training Web

About attendance actions Villanova’s attendance policy determines when discipline, such as a written warning, needs to be delivered to an employee. For example, if an employee receives 6.0 disciplinary points, the policy dictates that they should receive a verbal warning. In Workforce Attendance, discipline or reward activities that need to be carried out by supervisors or managers are called attendance actions. One of your most important responsibilities is monitoring the status of attendance actions. In some cases, especially with unions, attendance actions that are not resolved within 48 hours are dismissed. It’s important to monitor and promptly resolve attendance actions. Points will count toward disciplinary action for a period of twelve months starting from the day each point was incurred. Thereafter, points will be expunged and no longer considered as part of the employee’s attendance record unless the employee is moved to the probation level. (Continued) Monitor pending disciplinary actions and rewards Administering disciplinary actions and rewards

Based on Villanova’s attendance policy,, you are monitoring many different types of actions. For example: Perfect attendance for a given quarter = department credit. 8 Points = First Suspension (1 day without pay) Notice that some attendance actions involve documents, such as written warnings. Other actions may involve contacting HR Finally, other actions may simply call your attention to the fact that the employee has moved to a different discipline level, such as Chronic Discipline. Monitor pending disciplinary actions and rewards About attendance actions (Continued) Administering disciplinary actions and rewards (Topic End) (Previous)

About attendance documents Some attendance actions involve documents, such as written warnings. These documents are automatically generated by Workforce Attendance and contain specific information about the employee such as the employee’s name, a list of infractions that led to the attendance action, dates the infractions were incurred, and so forth. You may be responsible for printing the document and delivering it to the employee. You will need to be able to recognize actions that are associated with documents and take steps to respond to them. (Continued) Monitor pending disciplinary actions and rewards Administering disciplinary actions and rewards

You will receive notifications when employees trigger actions that are associated with documents. For example, you may receive an e- mail alerting you that an employee has initiated a disciplinary action “Written Warning.” The contains a link that you can click to view or print the document. Monitor pending disciplinary actions and rewards About attendance documents (Continued) Administering disciplinary actions and rewards (Topic End) (Previous)

Using tools to monitor attendance actions Workforce Attendance provides tools to help you monitor attendance actions. The main tool that you’ll use to monitor actions is the Attendance Genie. About the Attendance Genie: provides an “at a glance” summary of employee attendance information to determine the current status of an action, see the Action Status column (Continued) Monitor pending disciplinary actions and rewards Administering disciplinary actions and rewards

Field NameDescription Processed Through DateThe date up to which attendance policy rules were last applied. Discipline Points.The current total of the point balance. In this example, the balance is based on points. Example: 3.5 Discipline Level.Represents the progressive discipline level status that the employee is currently at. Example: Step 1 Attendance ActionAn activity performed by the organization to discipline or reward an employee. Example: Suspension Action Trigger DateThe date on which the employee incurred the behavior that launched the action. Example: See Action Initiated Date Action Initiated DateThe date on which the action was processed and recognized by the system. Example: An employee incurs No call-No show on February 1, which triggers the action Suspension. The processor runs on February 3. The Action Trigger Date is February 1 and the Action Initiated Date is February 3. Action StatusDisplays the current state of the action. This is especially important if you are responsible for monitoring disciplinary actions. Three statuses are available: initiated, pending, and completed. Initiated. This status tells you that attendance policy rules have been applied, resulting in a disciplinary or reward action. Depending on your business process, you may be responsible for responding to the action. Completed. This status indicates that you or another attendance administrator has responded to the action and recorded the outcome as “Completed.” The following table explains the types of information in the Attendance Genie. Monitor pending disciplinary actions and rewards Using tools to monitor attendance actions (Continued) Administering disciplinary actions and rewards (Continued) (Previous)

Field NameDescription Action Completed DateThe date on which the action was carried out, such as delivering a verbal warning to an employee. This is especially important if you are responsible for documenting the date on which the disciplinary action was carried out. Disqualified from Perfect Attendance Indicates whether the employee has achieved perfect attendance. A check mark indicates that the employee has not achieved perfect attendance. The following table explains the types of information in the Attendance Genie. Monitor pending disciplinary actions and rewards Using tools to monitor attendance actions (Continued) Administering disciplinary actions and rewards (Topic End) (Previous)

Preparing to deliver discipline or rewards Villanova’s has well documented disciplinary action policies in place. For collective bargaining employees this is governed by their union contract. For non-collective bargaining employees please refer to the Villanova HR WebsiteVillanova HR Website Process: Prepare to deliver discipline Print document Print Attendance Calendar report Set up meeting (Continued) Prepare to deliver discipline and rewards Administering disciplinary actions and rewards

StepAction 1.From the Attendance Genie, click to highlight one or more employees. (To select more than one employee, hold down the CTRL key.) 2.Select Attendance > Attendance Editor. Click the Documents tab. 3.From the Time Period drop-down list, select the time period in which the document was generated. Click Apply. 4.When the document is listed under the Document column, click the link that is associated with the document as shown in the illustration below. 5.When the File Download dialog appears, click OK. 6.When the file opens, select File > Print. To print documents associated with attendance actions from Workforce Attendance, take the following steps: Prepare to deliver discipline and rewards Preparing to deliver disciplinary actions or rewards (Continued) Administering disciplinary actions and rewards (Continued) (Previous)

To print the Attendance Calendar report, take the following steps: StepAction 1.From the Attendance Genie, click to highlight one or more employees. (To select more than one employee, hold down the CTRL key.) 2.Click the Reports quick link. 3.Click the plus sign next to Attendance. 4.Click to select the Attendance Calendar. 5.From the Time Period drop-down list, specify the time period that you want. 6.Click Run Report. 7.Click Refresh Status. When the status is complete, click View Report. 8.To print the report, click File > Print. Prepare to deliver discipline and rewards Preparing to deliver disciplinary actions or rewards (Continued) Administering disciplinary actions and rewards (Topic End) (Previous)

Delivering attendance actions Villanova’s business process requires you to take certain steps to deliver discipline or rewards. For example, if you are responsible for delivering a written warning to an employee, you may need to take the following steps: 1.Meet with the employee 2.Deliver the warning 3.Obtain the employee’s signature to acknowledge receipts of the warning Process: Deliver discipline Meet with employee Deliver warning Obtain employee’s signature Deliver discipline and rewards Administering disciplinary actions and rewards (Topic End)

Procedure: Completing attendance actions After you deliver the discipline or reward, there is one final step to take. It’s important to record the outcome of the attendance action that you just delivered. To do this, you record the date on which the outcome took place; in Workforce Attendance, this is referred to as completing an attendance action. Recommended Practice: Attendance actions should be carried out promptly, and in accordance with your operational areas policies. (Continued) Record the outcome Administering disciplinary actions and rewards

To record the outcome of an attendance action, take the following steps: StepAction 1.From the Attendance Genie, click to highlight one or more employees. (To select more than one employee, hold down the CTRL key.) 2.Select Attendance > Attendance Editor. Click the Action Details tab. 3.From the Time Period drop-down list, select the time period in which the action was initiated. 4.Click the check box to select the action you want to complete. Click Edit. 5.On the Edit Attendance Action screen, enter the Completed Date. Optionally, type a note in the Details field. 6.Click Save & Return. Record the outcome Completing attendance actions (Continued) Administering disciplinary actions and rewards (Topic End) (Previous)

SHOW ME: Complete an attendance action Click the icon to see how to complete an attendance action (Topic End) Record the outcome Administering disciplinary actions and rewards