Managing Data

Overview

The Manage Data screen is used to check and verify the data captured by team members for the previous working day. It provides those responsible for verifying the data with an opportunity to check what has been captured and correct any errors. Once verified the data will then publish in the ControliQ reports.

This screen is also used to capture information about the new work being received by the team (Work In) or work that has been received but not yet completed (Work In Progress).

 

 

Date

By default, the Manage Data screen will default to display the oldest date where there is unverified data. You can change the selected date using the back and forward arrows or by clicking on the date to access the calendar function.

Data to Verify

All dates with unverified data will be displayed here. You can click on any data to access that data.

Staff Members

All team members who were linked to or completed work for your team on the selected date will be displayed here.

You can search for specific team members by typing their name into the Search box to select a team member from the list click on their name.

RAG Status

ControliQ will apply a Red, Amber, Green status to each team member based on where their data sits within some pre-defined parameters. Data highlighted as Green or Amber can be verified, data highlighted Red cannot until the data errors driving the Red status have been corrected.

See RAG Status section below for more details.

Pin

If you select the icon this will pin the team member so that when you verify their data the Manage Data screen will move to the next working day for this team member rather than selecting the next team member in the list. The icon for a pinned team member changes to a downward direction to indicate this team member is now pinned .

Verify

Data can be verified for each team member individually using the icon, this button will appear greyed out and cannot be used if any team members are highlighted as a red status.

Verify All

Data can be verified for the whole team using the Verify All button this button will appear greyed out and cannot be used if any team members are highlighted as a red status.

 

 

Productivity Parameters

During setup, a minimum and maximum Productivity tolerance will be set for the team. Any team member whose data generates a Productivity value that falls within these ranges will highlight Green any that fall outside of these value will flag as Amber

Data highlighted as Amber will display a warning message to indicate the reason for its status

Amber status is a warning that this data sits outside of the parameters set but if correct can still be verified

If you select the verify button for an individual with 0% Productivity a pop-up message will appear asking you to confirm this action is correct.

Utilisation Parameters

During setup, a minimum and maximum Utilisation tolerance will be set for the team. Any team member whose data generates a Utilisation value that falls within these ranges will highlight Green any that fall outside of these value will flag as Amber

Data highlighted as Amber will display a warning message to indicate the reason for its status

Amber status is a warning that this data sits outside of the parameters set but if correct can still be verified

Time Worked Parameters

During setup, a tolerance is set for changes to a team members working day compared to their contracted hours (Staff Complement) if the data they have captured generates a Time Worked that is within that tolerance they will be highlighted Green

If the generated Time Worked is more or less than the team members Staff Complement by a value greater than the set tolerance, they will highlight Amber

Data highlighted as Amber will display a warning message to indicate the reason for its status

Amber status is a warning that this data sits outside of the parameters set but if correct can still be verified

Data Errors

If the data captured by a team member is generating a red status this indicates there are errors that must be corrected before the data can be verified.

The generated Time Worked is displaying as a negative value, typically caused by Downtime or Loaning being captured that exceeds the team members Staff Complement for the day.
The generated Core Time is showing is displaying as a negative value, typically caused by Diverted time being captured that exceeds the team members time worked for the day.

There is still an active RTM sessions for the team member on the selected date. Before you can edit or verify their data you need to close the RTM session. To do this click the hyperlink that appears in the warning message this will cause the Manage Session dialogue box to appear at the bottom of the screen where you can select the toggle button to close the live session

Verified Data

Data that has been verified will display a blue tick next to the team member's name. Once verified data will then populate the CIQ Reports. If you edit data after you have verified it the data will become un-verified and return to a Red, Amber or Green status. Once you have finished editing the data you will need to re-verify it.

 

To review and/or correct the data captured by a team member select their name from the Staff Member list.

This will allow you to review the data they have captured for the selected date.

Work Location

Confirms the team members working location for the date selected. If the team member has not entered a location this can be done here by clicking on the drop-down menu and selecting either Home or Remote.

Productivity

Displays the Productivity value generated by the data captured for the selected date. If the team member had no core time available to complete core work, then the Productivity value will display as a dash.

Utilisation

Displays the Utilisation value generated by the data captured for the selected date. 100% Utilisation indicates no Diverted activities were completed on the selected date. 0% Utilisation indicates the individual's whole working day was spent on Diverted activities.

Time Worked

Confirms the minutes of Time Worked for the selected date.

Clicking the Time Worked tab will display resource related data.

Diverted

Confirms the minutes captured against Diverted activities for the selected date.

Clicking the Diverted tab will display date captured against Diverted tasks.

Core

Confirms the minutes of core time available on the selected date.

Clicking the Core tab will display date captured against Core tasks for the selected date.

 

 

 

Total Lend

To capture missing data against Total Lend you will need to select the icon next to the Total Lend header.

This will open the Add New Lend dialogue box. Here you can select the team the individual was loaned to and the number of minutes they spent working for another team.

If the team member was loaned to a team that do not use ControliQ select the Outside option. Once you click Save the entry will appear in the Time Worked Tab beneath the Total Lend row.

 

Downtime

The icon next to the Downtime header allows you to capture downtime for a specified date range rather than entering it 1 day at a time.

Clicking the icon opens the Apply to Additional Days dialogue box.

Downtime

Select the required Downtime Category from the list. All categories linked to the team will be displayed.

Full Day

The Full Day option is selected by default. When checked this option will apply the selected Downtime category for the individuals full working day based on their staff complement.

Duration

Deselecting the Full Day checkbox will prompt the Duration per Day (Mins) option to appear allowing you to specify how many minutes of the selected Downtime category should be applied to each day within the date range selected.

Start and End Date

Select the first and last day of the Downtime using the calendar functions.

 

Please note that if there is a National Holiday assigned to the team during the period of Downtime being entered the time captured here against another downtime category will be removed from the time booked to the National Holiday.

Save

When you click Save the Downtime selected will appear for each day in the date range in the Manage data screen

 

 

 

 

 

 

Borrowed team members are highlighted in the Staff Members list by the icon and a scrolling message that details their home team.

The data for borrowed team members is verified when their entry in their home team is verified but you can still edit the Diverted and Core data, they have captured for your team in the same way that you can edit the data for your home team members.

The Time Worked tab does not appear for borrowed team members instead you will see the Borrowed tab detailing how long the spent working for your team.

This tab confirms the minutes captured but cannot be edited, borrowed time must be edited in the Manage Data screen of the team members home team.

 

 

 

 

 

 

 

 

Date

By default, the Manage Data screen will default to display the oldest date where there is unverified data. You can change the selected date using the back and forward arrows or by clicking on the date to access the calendar function.

Data to Verify

All dates with unverified data will be displayed here. You can click on any data to access that data.

Staff Members

All team members who were linked to or completed work for your team on the selected date will be displayed here.

You can search for specific team members by typing their name into the Search box to select a team member from the list click on their name.

RAG Status

ControliQ will apply a Red, Amber, Green status to each team member based on where their data sits within some pre-defined parameters. Data highlighted as Green or Amber can be verified, data highlighted Red cannot until the data errors driving the Red status have been corrected.

See RAG Status section below for more details.

Pin

If you select the icon this will pin the team member so that when you verify their data the Manage Data screen will move to the next working day for this team member rather than selecting the next team member in the list. The icon for a pinned team member changes to a downward direction to indicate this team member is now pinned .

Verify

Data can be verified for each team member individually using the icon, this button will appear greyed out and cannot be used if any team members are highlighted as a red status.

Verify All

Data can be verified for the whole team using the Verify All button this button will appear greyed out and cannot be used if any team members are highlighted as a red status.

 

 

 

During setup, a minimum and maximum TAF tolerance can be set for the team. Any team member whose data generates a TAF value that falls within these ranges will highlight Green any that fall outside of these value will flag as Amber

Amber status is a warning that this data sits outside of the parameters set but if correct can still be verified.

Productivity Parameters

During setup, a minimum and maximum Productivity tolerance will be set for the team. Any team member whose data generates a Productivity value that falls within these ranges will highlight Green any that fall outside of these value will flag as Amber

Data highlighted as Amber will display a warning message to indicate the reason for its status

Amber status is a warning that this data sits outside of the parameters set but if correct can still be verified.

If you select the verify button for an individual with 0% Productivity a pop-up message will appear asking you to confirm this action is correct.

Utilisation Parameters

During setup, a minimum and maximum Utilisation tolerance will be set for the team. Any team member whose data generates a Utilisation value that falls within these ranges will highlight Green any that fall outside of these value will flag as Amber

Data highlighted as Amber will display a warning message to indicate the reason for its status

Amber status is a warning that this data sits outside of the parameters set but if correct can still be verified

Time Worked Parameters

During setup, a tolerance is set for changes to a team members working day compared to their contracted hours (Staff Complement) if the data they have captured generates a Time Worked that is within that tolerance they will be highlighted Green

If the generated Time Worked is more or less than the team members Staff Complement by a value greater than the set tolerance, they will highlight Amber

Data highlighted as Amber will display a warning message to indicate the reason for its status

Amber status is a warning that this data sits outside of the parameters set but if correct can still be verified

Data Errors

If the team member has an active 'in progress' task then you will need to finish the session prior to verifying.

If the data captured by a team member is generating a red status this indicates there are errors that must be corrected before the data can be verified.

The generated Time Worked is displaying as a negative value, typically caused by Downtime or Loaning being captured that exceeds the team members Staff Complement for the day.
The generated Core Time is showing is displaying as a negative value, typically caused by Diverted time being captured that exceeds the team members time worked for the day.

There is still an active RTM sessions for the team member on the selected date. Before you can edit or verify their data you need to close the RTM session. To do this click the hyperlink that appears in the warning message this will cause the Manage Session dialogue box to appear at the bottom of the screen where you can select the toggle button to close the live session

Verified Data

Data that has been verified will display a blue tick next to the team member's name. Once verified data will then populate the CIQ Reports. If you edit data after you have verified it the data will become un-verified and return to a Red, Amber or Green status. Once you have finished editing the data you will need to re-verify it.

 

Work Location

Confirms the team members working location for the date selected. If the team member has not entered a location this can be done here by clicking on the drop-down menu and selecting either Office or Remote.

Time Accounted For (TAF)

Provides a view of the Time Accounted for based on the data entered in the Case worklog for the selected date.

A negative TAF value indicates there are contracted working hours that have not been accounted for.

A positive TAF value indicates more work effort has been captured than time worked.

Productivity

Displays the Productivity value generated by the data captured for the selected date. If the team member had no core time available to complete core work, then the Productivity value will display as a dash.

Please note: - If standard times have not been assigned to your Core tasks Productivity will display as 0%.

Utilisation

Displays the Utilisation value generated by the data captured for the selected date. 100% Utilisation indicates no Diverted activities were completed on the selected date. 0% Utilisation indicates the individual's whole working day was spent on Diverted activities.

Time Worked

Confirms the minutes of Time Worked for the selected date.

Clicking the Time Worked tab will display resource related data.

Diverted

Confirms the minutes captured against Diverted activities for the selected date.

Clicking the Diverted tab will display date captured against Diverted tasks.

Core

Confirms the minutes of core time available on the selected date.

Clicking the Core tab will display date captured against Core tasks for the selected date.

 

 

Data captured through the Case Worklog cannot be edited directly from manage data, if the values generated by the data captured do not look correct then a full breakdown of the data captured for the selected date can be accessed via the button.

This will direct you to the team members Case Worklog for the selected date where unusual values can be investigated and corrected if required.

 

 

 

 

The Workgroup tab within Manage Data allows you to add/edit data relating to volumes of Work In or Work in Progress as well as Quality and Service data if the feature is enabled.

 

 

 

Entering WIP Values

 

Adjusting Calculated Work In

 

 

 

Entering Work In (WI) Values

 

 

Adjusting Calculated Work In Progress

 

 

 

If enabled for your tasks you can capture quality and service data for the workgroup in the Workgroup tab of Manage Data.

 

 

 

 

For more information on...
Manage Data Video See How to manage Staff Member Data Video
  See How to manage Workgroup Data Video

Calculations

See Key Equations
Frequently Asked Questions See FAQs
Notes See Notes