Auditing Punch Locations
In the eTime System

Many eTime supervisors will be interested to verify the device location a student employee uses to enter time. For instance, to make sure they are card swiping at the appropriate reader or time stamping at the designated PC. There are two easy ways to accomplish this type of audit, using the student's timecard or using a report, which can then be viewed on screen or printed.

Since the only type of transaction a student employees can complete in eTime is the "add punch", this is what we will be auditing. Only supervisors can edit or delete punches and perform other types of transactions with a student's time. However, if auditing of the work other supervisors have performed is necessary, this process can be adapted as appropriate.

The easiest method for scanning the "Add Punches" is to create a "Time Card Audit Trail" report. To create this report, follow the steps below:

1. Using the QuickFind Genie or a HyperFind Query that you created previously for a student or a group of students, select the employee(s) you want to audit. Otherwise, the result will be a report for all employees you are authorized to see.
   

1. When using QuickFind, click the "Reports" button in the upper right corner (clicking "Reports" in the navigator at the left side of the screen doesn't preserve the employees you selected). At the top center of the screen you will see "Show: Previously Selected Employees".
   
2. When using a HyperFind Query, click on either the "Reports" button or "Reports" in the navigator on the left side of the screen and then select the HyperFind Query you want from within the reports section in the "Show" drop down box at the top center of the screen.
   

2. Within reports, single click on the plus sign next to the "Timecard" category or double-click the word to expand the list.
   
3. Choose "Timecard Audit Trail" report from the list by clicking on it so that it is highlighted.
   
4. Click on the second tab near the top of the screen labeled "Set Options" (in blue).
   
5. Under "Options", click on "Timecard Audit Type" so that it is highlighted.
   
6. On the right side of the screen, click on the "Remove All" button to reset the audit criteria. (While this is not absolutely essential, it will make the audit easier and the report shorter.)
   
7. In the list that was just moved over to the "Available" column, select "Add Punch" and click on the "Add" button. This is the only change you need to make.
   
8. Be sure the "Show" and "Time Period" at the top center of the screen are set correctly for the employee(s) you want to see.
   
9. In the upper left corner, click on "Run Report" on the menu bar. Doing this will automatically take you to the "Check Run Status" tab.
   
10. Your report should be listed at the top of the list, initially with a status of "Waiting", then it will change to "Running" and when completed, it will change to "complete" in the status column. To update the screen click on "Refresh Status" in the menu bar.
    
11. When the status of the report is refreshed to "Complete", you can view the report by clicking on "View Report" in the menu bar.
    
12. The report will be displayed on screen automatically using Adobe Acrobat in a new window. (You may want to maximize the window so that it fills the screen by clicking on the center "box shaped" button at the top right of the window, in between the underline shaped minimize button and the X close button.)
    
13. There are two columns that you will want to "scan" for each employee. They are labeled "User" and "Client".
    

1. If the Add Punch was added at a card reader, the User column will show "DCMS User" and the Client column will show the location of the reader.
   
2. If the Add Punch was added at a PC, the User column will show the user name (BGNet User ID) and the Client column will show the "IP Address" of the PC used.
   
3. The IP address is the unique network address assigned to a computer connected to a network. While it will not be meaningful to most users, a systems administrator, TSC or other member of the ITS staff can identify exactly which PC was used.
   
4. This audit will also show an Add Punch created by a supervisor, as in the case when an employee forgot to punch in or out, in addition to the punches created by the student employee.
   

1. To use this information effectively, do the following:
   

1. Scan the User and Client columns.
   

1. If your student employees exclusively use a card reader, you should only see "DCMS User" in this column for punches added by the student and the reader location listed in the "Client" column should be the reader for your work area.
   
2. If your students use the "Time Stamp" method of recording time (no reader is available to your department, you will see the student's user ID in the User column, but the IP address should repeat and match one that you have assigned to your students for recording time.
   

b. Research any exceptions:

1. If you are a card reader department and the student's name shows up in the user column, check the IP address and investigate a possible reason for the student creating a time stamp instead of using the card reader. Investigate the location of the PC by tracking the IP address as needed.
   
2. If you are a department that uses Time Stamping, scan the Client column for IP address and it should be consistent with the computers you have assigned to your students to record time. Research any exceptions to see if there is a reason a different computer was used or identify the location of the PC using the IP address.
   
   

The same audit can be performed directly from each student employee's time card, although the process is more cumbersome. It is only recommended to use this method for a "quick check" on one employee at a time.

1. Bring up the timecard for the employee you want to audit.
   
2. In the bottom right corner, one of the tabs will be labeled "Audit". Select this tab by clicking on it.
   
3. Initially, no audits will appear. In the box labeled "Filter Rows By Type", select "Add Punch" from the drop down list. Each of the "Add Punch" transactions will now appear in the list.
   
4. To make it easier to read the information that is displayed on screen, you may want to resize the work space and columns:
   

1. Minimize the navigator column by clicking on the vertical line at the top of the navigator, to the right of the "Log Off" link. (This can be expanded later when needed by clicking on the maximize box in the same area.)
   
2. The bottom half of the screen can also be expanded since the entire time card does not need to be in view. Resize and expand the Audit section of the window by moving the mouse arrow over the divider until it turns into a horizontal line with one arrow pointing up and one pointing down. Click and hold, sliding the top border of the window up to make the window larger.
   
3. The column that you will really want to audit is labeled "User".
   
4. The columns can also be resized similarly to the process in the Microsoft Excel program. To adjust the columns move the cursor over the dividers in the column headings until it turns into a vertical line with one arrow pointing right and one arrow pointing left. Click and hold, sliding the column divider to the left to make it smaller or to the right to make it larger.
   
5. Reduce the size of the columns you do not need to see and expand the column you do need to see.
   

5. Scan the User column noting the user and location (device) of the Add Punch. Note that this information is similar to the Timecard Audit Trail report as explained earlier, but the User and Client information are shown in the same column as one continuous string of information.
   
6. One advantage of using the time card method of an Add Punch Audit is that you can click on the User column and it will sort all of the transactions into groups of DCMS User (card reader) or user ID's (employee time stamp, supervisor edits).
   
7. In the column labeled "Data Source":
   

1. A card reader transaction will show "External API".
   
2. A supervisor edit will indicate "Timecard Editor".
   
3. An employee recording time at a PC will show "Time Stamp".
   

8. Review the transactions and do additional research as needed as explained above with the Timecard Audit Trail report above.