In-App Help was last updated in 8.6.4 (released 10/23/2019) if you are looking for help with a feature that has been added or enhanced since 8.6.4, please check in Online Help from Help menu.

The Productivity with Payroll Report

The Productivity Report with Payroll Data is only available if your Staff Manager installation has a payroll application interface, as this is where Clairvia Web draws the data for payroll end dates, hours, and dollars. This option is displayed under Management Reports only after the import file runs successfully.

The Productivity with Payroll report provides productivity analysis in hours, FTEs, Hours or unit of service (UOS), or a combination, both retrospectively and prospectively.

You cannot set a filter in the Productivity with Payroll Report. You should use the Report Selection page to limit the data included in the report.

Clairvia Web saves the options you select for each report by your user login once you click Run Report.

If you have never run the Productivity with Payroll Report before, review the following information before running the report. If you are familiar with the report, you can go directly to the steps for running the report.

Settings Affecting the Productivity with Payroll Report

Settings in other portions of the Staff Manager solution affect how items are displayed in the Productivity with Payroll Report. The following list displays the items and the settings their related dialog boxes and options must use for the report to display these items.

Settings in Staff Manager Client

• Target Hours:
• The report calculates target hours based upon the workload entered; these data come from the Workload Matrix.
• Productive Hours:
• Assignments dialog box, Task tab: % Coverage value should be between 1% and 100% (should not be 0).
• Traveler/Contractor Hours:
• Employee Jobs/Skills dialog box: Traveler/Contractor check box must be selected for traveler/contractor employee.
• Productive Dollars:
• Edit Job dialog box (opened via the Employee Jobs/Skills dialog box): Hourly Rate must be a value other than 0.00 for the report period.
• Overtime: Overtime may be set up at the Profile level in Staff Manager Administrator, at the employee level in Staff Manager Client, or both.
• Employees dialog box, Payroll tab: Either the Overtime Daily or the Overtime Weekly box must contain a value other than None. The associated After _ Hours box value must be greater than zero. If either the Overtime Daily or the Overtime Weekly option has the Use Profile Settings value selected, then overtime settings need to be set for the employee’s profile in Administrator (see Settings in Staff Manager Administrator below).
• Edit Job dialog box (opened via the Employee Jobs/Skills dialog box): The Salaried Employee check box must not be checked for the employee.
• Assignments dialog box, Task Control tab: Either the Count Toward OT check box must be selected or, if all worked hours for a task are overtime, the Count Directly To OT check box must be selected.
• Overtime Dollars:
• Employees dialog box, Payroll tab: Set Overtime multiplier to a number greater than 1. If you select Use Profile Settings for Overtime Daily or Overtime Weekly, then OT settings need to be set for the employee’s profile in Staff Manager Administrator (see below).
• Edit Job dialog box (opened via the Employee Jobs/Skills dialog box): Salaried Employee check box should not be checked for the employee. Employees designated as salaried employees never count toward overtime no matter how many hours they work.
• Budget Hours: All Budget entries below can be set for Daily or different values can be set by individual days of the week. If Daily is checked, however, all the days of week check boxes must be checked also. Otherwise, the budget values for those days are returned as zeroes (0).
• Shift Categories dialog box: % Allocations of shifts must be greater than 0%.
• Budget Data dialog box: Productive Hours must be a value greater than 0.00.
• Budget Dollars
• Budget Data dialog box, Productive Dollars must be a value greater than 0.00.
• Budget Overtime Hours:
• Budget Data dialog box, Budget Overtime hours must be a value greater than 0.00.

Settings in Staff Manager Administrator

• Workload Measurement Label:
  • Edit Profile dialog box, Workload tab: Staff Manager will use the value in the Workload Measurement Label box as the heading of the volume column. If the option is blank, Staff Manager will use the default value of Volume.
• Sum Volume by Day:
  • Edit Profile dialog box, Workload tab: Profiles using the Workload Class methodology have the option to sum volume by day. See Reports and Volume for more information about this option and how it affects reports.

• Overtime Hours:
• Edit Profile dialog box: Set Overtime Daily and Overtime Weekly to a setting other than None. Set After Hours to a value greater than zero (0).
• Overtime Dollars:
• Edit Profile dialog box: Set the Overtime Multiplier to a value greater than zero (0).

Running the Productivity with Payroll Report

Complete the following steps to run the Productivity with Payroll report:

1. If available, you can open the report from the Reports menu by selecting Management > Productivity with Payroll Report. This opens the Productivity with Payroll Data page.
2. Select the Payroll Ends Date. Each date for which payroll data exists displays in the list in descending order by date. You can only select one date for this option.
3. Select a Profile with Payroll Data. Use CTRL+click to select multiple items. Use SHIFT+click to select a range of items. If logged in as an administrator, you can select from all the profiles in the database. If logged in as an employee who can manage profiles, only those profiles to which you have security access are displayed in the menu.
4. Select what to Report On: Hours, FTEs, Hours/UOS (Hours per Unit of Service), or a combination.
   • Reporting in Hours provides data based on target, budget, and productive hours.
   • Reporting in FTEs will produce different results depending on the length of the report interval and the number of days the profile is identified as Open. The report uses the following formula: Productive Hours/[FTE Conversion Factor (FIN) * Number of days open in report period].
   • Reporting in Hours/UOS provides data based on target, budget, and productive hours per unit of service. This affects only those values that report in hours (Productive, Target, Variances, Float, Agency, and Traveler/Contract Hours).
5. Select what the Report Includes: Summary, Detail by Partition/Skill, Detail by Skill, or a combination. The option Detail by Partition/Skill can only be used if shift references are included in the import file with the productive hours and dollars data.
6. Click Run Report.

The term Unit of Service or UOS has replaced HPPD in Clairvia Web reports. Hours per unit of service are the total productive hours divided by total volume in units of service for a department for a specific period, usually a day. This label is set by profile in Staff Manager Client. It is recommended that you select a label of 6 characters or less in this box. For example, PD for Patient Day would be an option in inpatient nursing, Proc for Procedure in radiology, and so on.

To print the report, see Printing Reports.

Viewing the Productivity with Payroll Report

The Productivity with Payroll Report displays values in hours, FTEs, Hours/UOS, or a combination depending on the option you selected on the report selection page. In the detail sections of the report, the term UOS are replaced by your unit of service as listed in the Client Budget Data dialog box in the Label for UOS box. In the summary section of the report, the term UOS is used, as different profiles may each have their own individual Label for UOS.

• Summary Report: Displays a total of all the data for the parameters selected on the selection page.
• Detail by Partition and Skill: Displays breakdown by Shift Category Partition and Skill with totals. The first column is labeled by the profile's Workload Measurement Label or by Volume if the profile has not set a label. In this section, the term UOS is replaced by your unit of service as listed in the Staff Manager Client Budget Data dialog box in the Label for UOS box.
• Detail by Skill: Displays breakdown by Skill with totals. The total also includes the Average Daily Census for the report interval.

Viewing the Summary Section

When reporting by Hours or FTEs, the summary report heading format is Productivity with Payroll Report: Pay Period Ending [Date] (Report Interval). Productivity [FTEs or Hours] Summary Report. The heading format for detail by partition and skill is Productivity Report with Payroll Data: Pay Period Ending [Date] (Report Interval). Productivity [FTEs or Hours] with Detail by Partition and Skill for [Profile Name]. The heading format for detail by skill is Productivity Report with Payroll Data: Pay Period Ending [Date] (Report Interval). Productivity [FTEs or Hours] with Detail by Skill for [Profile Name].

If reporting by Hours or FTEs, the columns are as follows.

• Profile Name
• Cumulative Volume: Displays either the sum volume by day or the weighted average daily volume for the report interval. See Reports and Volume for more information.
• Prod. Hours/FTEs: Displays the sum of the Prod D and Prod I options from the payroll data for the profile reported.
• Budget Hours/FTEs: Displays the calculated budget from the Staff Manager Budget Data tables by profile for the report interval. If the budgeted values are defined by the day of the week, the sum for the period is calculated based on the days of the week included in the report interval.
• Target Hours/FTEs: Displays the sum of the workload-based values from the Workload Planner in Staff Manager Client.
• Var Prod – Budget Hours/FTEs: The calculation of Productive minus Budget in FTEs or Hours.
• Var Prod – Target Hours/FTEs: The calculation of Productive minus Target in FTEs or Hours.
• Util T/P: Displays percent utilization calculated as Target FTEs or Hours divided by Productive Hours or FTEs for the report interval.
• Float Hours/FTEs: Displays hours where the employee's worked profile is not equal to the employee's primary or secondary home profile using payroll data.
• Agency Hours/FTEs: Displays productive FTEs or Hours provided by employees based in profiles designated as Agency profiles. You designate profiles as Agency profiles in Staff Manager Administrator. When agency dollars are not paid through payroll, these hours are zero.
• Traveler/Contractor Hours/FTEs: Displays productive FTEs/Hours provided by employees designated as Traveler/Contract during the report interval. You designate employees as Traveler/Contract in Staff Manager Client.
• Prod. Overtime Hours/FTEs: Overtime hours from payroll data for the report interval.
• Budget Overtime Hours/FTEs: Displays the budgeted overtime from the payroll import for the report interval.
• Var P-B OT Hours/FTEs: Displays the variance between productive overtime hours and budgeted overtime hours for the report interval.
• Prod. OT $: Displays the sum of the Prod. D and Prod I overtime dollars options from the payroll data for report interval.
• Bud. OT $: Displays the budgeted overtime dollars from the payroll import data for the report interval.
• Var P-B OT $: Displays the variance between the productive overtime dollars and the budgeted overtime dollars.

When reporting by Hours/UOS, the summary report heading format is Productivity Report with Payroll Data: Pay Period Ending [Date] (Report Interval). Productivity H/UOS Summary Report. The summary columns are as follows.

• Profile Name
• Cumulative Volume: Displays either the sum volume by day or the weighted average daily volume for the report interval.
• Prod. Hours: Displays the sum of the Prod D and Prod I options from the payroll data for the profile reported.
• Target Hours: Displays the workload-based values from the Workload Planner in Staff Manager Client.
• Var Prod – Target Hours: The calculation of Productive minus Target in Hours.
• PH/UOS: Displays the calculation of the productive hours divided by the cumulative workload value for the report interval.
• BH/UOS: Displays the calculation of the budget hours/UOS from the Budget Table for the report interval.
• TH/UOS: Displays the calculation of the target hours divided by the cumulative workload for the report interval.
• Var PH/UOS – BH/UOS: Displays the variance between productive hours per unit of service and budget hours per unit of service for the report interval.
• Var PH/UOS – TH/UOS: Displays the variance between productive hours per unit of service and target hours per unit of service for the report interval.
• $/UOS: Sum of the Prod D $ and Prod I $ options from payroll import divided by the cumulative workload for the report interval.
• Float Hours or FTEs subtotal of Productive: Displays hours where the employee's worked profile is not equal to the employee's primary or secondary home profile using payroll data.
• Agency Hours or FTEs subtotal of Productive: Displays productive hours provided by employees based in profiles designated as Agency profiles. You designate profiles as Agency profiles in Staff Manager Administrator. When agency dollars are not paid through payroll, these hours are zero.
• Trav/Contract Hours or FTEs: Displays productive hours provided by employees designated as Traveler/Contract during the report interval. You designate employees as Traveler/Contract in Staff Manager Client by going to the Maintain menu and clicking Employee Pay Rates; this box is date dependent.
• Total Productive $: Displays the sum of the Prod D $ and the Prod I $ options from the payroll import for the report interval.
• Prod. Overtime Hours or FTEs: Displays the overtime hours/FTEs from the payroll import for the report interval.

The report displays totals at the bottom of the Summary report for all profiles.

Viewing the Detail by Partition and Skill Section

The heading format for detail by partition and skill is Productivity Report with Payroll Data: Pay Period Ending [Date] (Report Interval). Productivity H/UOS with Detail by Partition and Skill for [Profile Name]. The heading format for detail by skill is Productivity Report with Payroll Data: Pay Period Ending [Date] (Report Interval). Productivity H/UOS with Detail by Skill for [Profile Name].

If reporting by Hours/UOS, the detail columns are as follows:

• Profile Name
• Cumulative Volume: Displays either the sum volume by day or the weighted average daily volume for the report interval.
• Prod. Hours: Displays the sum of the Prod D and Prod I options from the payroll data for the profile reported.
• Target Hours: Displays the workload-based values from the Workload Planner in Staff Manager Client.
• Var Prod – Target Hours: The calculation of Productive minus Target in Hours.
• PH/[Label for UOS]: Displays the calculation of the productive hours divided by the cumulative workload value for the report interval.
• BH/[Label for UOS]: Displays the calculation of the budget hours/UOS from the Budget Table for the report interval.
• TH/[Label for UOS]: Displays the calculation of the target hours divided by the cumulative workload for the report interval.
• Var PH/[Label for UOS] – BH/[Label for UOS]: Displays the variance between productive hours per unit of service and budget hours per unit of service for the report interval.
• Var PH/[Label for UOS] – TH/[Label for UOS]: Displays the variance between productive hours per unit of service and target hours per unit of service for the report interval.
• $/[Label for UOS]: Sum of the Prod D $ and Prod I $ options from payroll import divided by the cumulative workload for the report interval.
• Float Hours or FTEs subtotal of Productive: Displays hours where the employee's worked profile is not equal to the employee's primary or secondary home profile using payroll data.
• Agency Hours or FTEs subtotal of Productive: Displays productive hours provided by employees based in profiles designated as Agency profiles. You designate profiles as Agency profiles in Staff Manager Administrator. When agency dollars are not paid through payroll, these hours are zero.
• Trav/Contract Hours or FTEs: Displays productive hours provided by employees designated as Traveler/Contract during the report interval. You designate employees as Traveler/Contract in Staff Manager Client.
• Total Productive $: Displays the sum of the Prod D $ and the Prod I $ options from the payroll import for the report interval.
• Prod. Overtime Hours or FTEs: Displays the overtime hours/FTEs from the payroll import for the report interval.

Notes on Formatting

• Cumulative workload values are followed by CUM and average workload values by AVG.
• Variances: Positive variances display in bold red type; negative variances display in blue italic type. The use of bold and italics provides a visual flag when printing in black and white.

Related Topics