Data Requirements. File Types. Timeclock
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- Arron Wiggins
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1 A daunting challenge when implementing a cmmercial IT initiative can be understanding vendr requirements clearly, t assess the gap between yur data and the required frmat. With EasyMetrics, if yu are using any electrnic methd f capturing emplyee activity, Easy Metrics can likely wrk with it. Easy Metrics is different frm mst vendrs because we d nt have strict requirements t be adhered t. Our prduct is flexible t wrk with yur data as it and as such we can wrk with almst all enterprise data types frm many different surces. File Types Easy Metrics can generally make use f data frm any system, but there are a few key data surces we see used fr mst clients. Timeclck Timeclck systems allw emplyees t punch in and punch ut and the exact they d s is recrded. This is the authritative surce f payrll and defines what an emplyee is being paid fr. The fllwing is the minimum but mandatry fields needed n a clck file: Field Frmat Purpse Emplyee ID Identify which emplyee perfrmed the wrk Emplyee Name String Identify which emplyee perfrmed the wrk Base Wage Currency r string Base wage f the emplyee Pay Rule String Shift String Shift in which the emplyee perfrmed his/her wrk Manager ID Identify the manager id under which the emplyee wrked Manager Name String Identify the manager name under which the emplyee wrked Wrk Date The date when activity was perfrmed
2 Facility ID/Name The facility if which wrk was carried ut Punch In 1 punched in first Punch Out 1 punched ut fr the first Punch In 2 Punch Out 2 Punch In 3 Punch Out 3 Punch In 4 Punch Out 4 Regular hurs Over hurs punched in fr the secnd punched ut fr the secnd punched in fr the third punched ut fr the third punched in fr the furth punched ut fr the furth Number f hurs fr which emplyee perfrmed his/her wrk in their usual shift Number f hurs fr which emplyee perfrmed his/her wrk ver their regular shift hurs. Easy Metrics can calculate OT Hurs if needed, but it is strngly recmmended that the clck file prvides this data. Duble hurs Integer r decimal Ttal Punch Amunt Integer r decimal Ttal number f hurs including Regular + Over + Duble hurs
3 Other Pay Cde Amunt Integer r decimal Other Pay Cde Type(s) String ABSENT; Unpaid Absence BEREAV; Bereavement CO HOLIDAY; Cmpany Hliday FMLA- LOA; Family Medical Leave Act - LOA FREE DAY; Free Day HOLIDAY; Hliday NOTE; NOTES PTO; Paid Time Off Warehuse Management Systems (WMS) WMS systems are primarily used t manage inventry and the data reveals what an emplyee is ding thrughut the day. File Frmats The preferred file frmat is CSV because it is the lwest cmmn denminatr fr transferring data between systems. Virtually all systems have a methd fr exprting data in a text frmat. This is mst ften an exprt frm the WMS system, perhaps as an ptin fr viewing a reprt. It may als be the result f a database query. If yur system can prduce a list f transactins that is a great starting pint. Easy Metrics can cmbine data frm multiple surces. Fr example, there is usually a clck system and a WMS system and there may als be a separate shipping system. CSV Files Frmat: First rw are clumn names Encding: UTF- 8 Field separatr:, Field delimiter: Endline: LF Header rw: Need a header rw that defines each clumn. Als, need t ensure that n tw clumns have the same name.
4 Directin (T/Frm): The preferred frmat is that we nly get ONE rw per transactin that cntains bth Frm and T infrmatin. Nte (nt preferred): We prefer nt t receive tw scans per transactin. Example: First transactin = Frm lcatin t Scan gun r virtual lcatin and secnd transactin = Scan gun r virtual lcatin t T lcatin. File cntent: We need a 24 hur cmplete file in rder t capture everything accurately. Nte: If the file is sent multiple s fr a given date, then we need all the files frm the beginning f the day t the current. A secnd ptin is t just prvide the incremental data thrughut the day and then a full 24 hur file at the end f the day. These tw appraches ensure that data is nt lst between intraday files. We need t knw the start f the day. Structured Text File A frmat cmmnly used by clck systems, a structured text file will have a definitin t explain the frmat. The definitin is required t interpret the file cntents. Excel Excel can be supprted, but it is cumbersme and prne t issues with users changing frmats and ther key infrmatin. The recmmended slutin is t add a pivt table t prepare the data as an unfrmatted transactin list, then exprt this t CSV frmat. XML Easy Metrics des supprt XML and we d have a custm DTD. This is nly suitable fr cmpanies with mre advanced IT resurces. Data Structure The table belw is an verview f key data types. The nes that are in BOLD need t be specifically addressed fr a given prject. The nes nt highlighted in bld are helpful and gd t have infrmatin. Field Frmat Purpse Emplyee ID Identify which emplyee perfrmed the wrk Timestamp Integer When the recrd was created
5 Units Integer Quantity f units handled Metrics (any) Further defines wrk perfrmed Shift Identify which shift an emplyee perfrmed their wrk in Prcess (ID) (this may be 2 fields; menu and specific transactin) Identify the activity being perfrmed Start Time End Time Integer Integer The when activity r wrk was started The when activity r wrk ended Start Date The date when activity r wrk was started End Date The date when activity r wrk ended Case ID Case Identifier Pallet/LPN ID Pallet/ License Plate Number Identifier Order # Order Number Identifier SKU # Stck Keeping Unit Number Qty Quantity UOM Unit f Measure Start Lcatin String The lcatin where the activity started End Lcatin String The lcatin where the activity ended Start Zne String The zne where the activity started End Zne String The zne where the activity ended Start Lcatin Type (User defined: Bulk/Rack/etc) End Lcatin Type (User defined: Bulk/Rack/etc) Lg In/Lg ut f shift Weight (if available) String String The type f lcatin where the activity started The type f lcatin where the activity ended The when an Emplyee Lgs in/ut f his/her shift
6 Cube (if available) Level The level at which emplyee carried ut his wrk Transactin ID (if available) Unique ID t determine linked transactins fr a given emplyee Transactin Sequence (if available) The rder number in which the transactin r wrk was perfrmed Data Fields Prductivity: at minimum, the fllwing infrmatin is needed t define prductivity: 1. Emplyee ID. This is usually a cde such as that used fr a payrll system r t lg int a handheld scanner. It is kay if an emplyee has different Emplyee IDs in the different data files as Easy Metrics can map multiple ID's t ne emplyee. 2. Prcess. This is a label fr what is being dne. We call it a prcess, yu may call it activity, task, r actin. 3. Timestamp. This is the date and the wrk was dne. Smes there are start and end s and smes the date is separate frm the. It desn t matter what date/ frmat yur data is in but it des need t include the detail dwn t the secnds. 4. Units. At the mst basic level, the number f units the emplyee handled during the activity is cmmn. Metrics: There are additinal cmmn metrics used t refine the effrt required t perfrm a task. A metric refers t any measurable value that defines the wrk perfrmed. Belw is an example but nt an exhaustive list: 1. Pallets: This is a gd chice when mving materials by frklift since the number f pallets is mre meaningful than the number f units. Smes Pallet Qty fr the selected SKU is available in the data. In thse cases Easy Metrics can calculate the number f pallets handled by using the Qty and Pallet Qty figures. 2. Cases: Cases are a cmmn natural gruping fr smaller units. The key is they are handled as a single item and the number f units in it are f little interest. If Case Qty is available fr the specific SKU then Easy Metrics can calculate the number f cases and number f remaining eaches prcessed fr each scan. 3. Bins: Smes temprary cntainers are used t mve quantities f units. May als be called ttes, gaylrds, r buckets.
7 4. Lcatins: This is ften a gd indicatin f hw much travel was needed t d the wrk. Usually there is ne lcatin and sme systems have a start and end lcatin. 5. Sizes: A size is ften useful when wrking with a wide range f item types and each size presents unique challenges. Large items are heavy, but small items can be cnsuming. Sme custmers are able t prvide the size n each line f data. Other s they prvide a list f sizes by SKU and these sizes are referenced and assigned during the imprt prcess with a default size used fr any SKU that des nt have a size already assigned. 6. Weight: With sme prduct types, weight is a key metric. Easy Metrics is als able t make calculatins and interpret yur data t prduce additinal metrics based n available infrmatin. Our develpment team is skilled at extracting meaningful data frm yur files. 1. Apply metrics frm ne prcess t ther activities. Say prducts are received and scanned int yur system, then they g n a cnveyr that carries them t anther area. Perhaps there is n visibility n the prcess where peple are cnveying prduct, but yu knw everything that is scanned has t take a trip n the cnveyr. 2. Identify data fr specific prcesses based n multiple key references. Fr example, items are packaged and shipped and the key t determining the effrt required is if the shipment is lcal r internatinal. The simple identifier f Shipping wuld be enhanced by determining which carrier is used r by the destinatin cuntry. Data Extractin Supprt If IT resurces are available and there is access t the database itself, Easy Metrics can wrk with yur IT staff t develp an advanced query t capture all relevant data at nce. The result is an ptimized dataset that can be prduced autmatically.
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