How do I use the Employee Trace Tool?

To begin:

1. Get the LATEST version of Microsoft Power BI. Use the link below to download (it's free) - https://aka.ms/pbiSingleInstaller
2. Download both files found at the download links at the bottom of this article. 

DISCLAIMER: The Employee Trace Tool is provided as a tool to assist organisations that use it. The Employee Trace Tool and its content are provided “AS IS” without any warranty, either express or implied, including, but not limited to, fitness for a particular purpose, accuracy or functionality. The Employee Trace Tool may include technical or other mistakes, inaccuracies or not generate accurate results. We may make changes to the Employee Trace Tool at any time without any notice. The use of Employee Trace Tool is at your own risk and by using Employee Trace Tool  you agree that you will be solely responsible for any loss or damage that you suffer in connection with its use and you agree to indemnify us and hold us harmless from any claim, action or proceeding, judgment, damage, loss, cost, demand, suit or proceeding for damages, debt, restitution, equitable compensation, account, injunction, specific performance, expense or liability incurred by or to or made or recovered by or against us, however arising and whether present, un-ascertained, immediate, future or contingent that is in any way related to your use of the Employee Trace Tool. By downloading the Humanforce Employee Trace Tool you agree to these terms and conditions.

NOTE: We have developed this tool to make it available to anyone, for free, for the public good. It will take just about any source of timesheet or roster/schedule data and identify all the people a given individual may have had contact with. It will allow users to identify and communicate to their staff who have been exposed to an infected or quarantined person. If you are an existing Humanforce customer, you can achieve this in-product. Read - the article linked here. 

The Employee Trace Tool allows you to quickly identify which employees have worked at the same time as a selected employee. This guide will show you how to prepare the Timesheet data and load the data into the Employee Trace Tool for analysis.

The Employee Trace Tool only needs 8 columns of Timesheet data:

• Date
• Location
• Department
• Employee
• Role
• Shift Type
• Pay Start
• Pay End

Further details including the formats of the fields can be found in the attached spreadsheet called “Instructions Employee Trace Tool.xlsx”

Important to note that the column headers must match the column names mentioned above, also Date, Pay Start and Pay End are in the correct formats.

Once the Timesheet data spreadsheet has been completed, save and close the file. Make note of the location of the file and the name of the file.

Open the Employee Trace Tool, it will prompt for FileName e.g. “Timesheet Data.xlsx” the FilePath e.g. “H:\PowerBI\Employee Trace Tool” and SelectEmployee to start with just type the letter A.

Press the LOAD button. The following screen will load if everything is formatted correctly:

To confirm everything has loaded click on the Original Timesheets tab at the bottom of the screen. 

Next step is select the employee. Across the top of the screen choose the drop down arrow under EDIT QUERIES and select EDIT PARAMETERS

Choose the Employee from the drop down list and press OK. 

A message will appear across the top of the screen click APPLY CHANGES 

Review the results under the tab called Detail Contract Trace. 

The table will show any employee that works in the same location on the same day as the selected employee. Any cells highlighted in green shows the employee’s shift overlaps with the selected employee’s shift. The department will also highlight green when both employee’s shifts overlapped and they worked in the same department.

The following steps show how to make the Timesheet Data available by using Data Insights found in Humanforce.

Please make note on the location where you save SameShift report, the outputted data from Data Insights needs to be saved in the same location.

These next steps only need to be done if you don’t have a report called “SameShift” in Data Insights.

 In the Data Insights screen open the Timesheet Data (built-in) report.

Select the Edit mode.

Create a copy of the Timesheet Data (Built-in) report by selecting the menu on the top left and select SAVE AS

Change the name of the report to “SameShift” and click the SAVE button. 

To modify the “SameShift” report click anywhere on the screen a side menu will pop out, click the Binding button.

Delete data fields with sensitive information, to do this select COST and a RED BIN icon will appear to the right.

Click on the RED BIN to delete and repeat for the HOURLY RATE. 

Scroll down the list until you find PAY END and click on it. A menu will appear the right change the Group Interval

from “Date-Month-Year” to “Date-Hour-Minute”

Repeat this step for PAY START

Save your work by clicking the menu on the top left of the report screen and selecting the Save button 

The above steps only need to be followed if the “SameShift” report doesn’t exist. The steps from this point are to be repeated every time you want to update the spreadsheet.

Click on the MANAGEMENT menu and choose DATA INSIGHTS and select “SameShift” report

Choose the date range by using the DASHBOARD PARAMETERS button. Do not select LOCATIONS, DEPARTMENTS or ROLES.

Once the report loads on the screen use the EXPORT TO button to export to Excel 

Leave all the default settings and press the EXPORT button

The export will ask where to save the file or it will automatically open in Excel. In both instances save the Excel file and make a note of the exact filename of the spreadsheet you are saving to load into Employee Trace Tool. 

 Downloads

DISCLAIMER: The Employee Trace Tool is provided as a tool to assist organisations that use it. The Employee Trace Tool and its content are provided “AS IS” without any warranty, either express or implied, including, but not limited to, fitness for a particular purpose, accuracy or functionality. The Employee Trace Tool may include technical or other mistakes, inaccuracies or not generate accurate results. We may make changes to the Employee Trace Tool at any time without any notice. The use of Employee Trace Tool is at your own risk and by using Employee Trace Tool  you agree that you will be solely responsible for any loss or damage that you suffer in connection with its use and you agree to indemnify us and hold us harmless from any claim, action or proceeding, judgment, damage, loss, cost, demand, suit or proceeding for damages, debt, restitution, equitable compensation, account, injunction, specific performance, expense or liability incurred by or to or made or recovered by or against us, however arising and whether present, un-ascertained, immediate, future or contingent that is in any way related to your use of the Employee Trace Tool. By downloading the Humanforce Employee Trace Tool you agree to these terms and conditions.