Tara ShadeProgram Manager for In-Home Services

Alternative Community Training, ACTColumbia, Missouri

Identified need for remote staff to document time.

Identified need for consistent and accurate documentation from remote staff.

Identified need for accurate attendance/billing that ensures documentation was collected for services billed.

Our Journey…

Last pay period completed Time Sheets for 55 employees in less than 25 minutes, including adding payroll codes and printing.

Last month Attendance for billing (in 15 minute units) completed in 30 minutes for 75 Individuals, many who have more than one staff documenting services.

Success

A PivotTable allows you to summarize, analyze, and explore large amounts of data in an Excel document

Data can be dynamically arranged to view it from different angles

One column must have duplicate values to create categories for organizing and summarizing data

Another column must have numeric values Create a PivotTable by clicking PivotTable in the

Tables group on the Insert tab

 

Create a PivotTable

Determine the data you would like to utilize

Time Cards

Remove unwanted Subtotals by left click in box to be removed and right click on Subtotal in box

Entered By ISP Program Data Collection Date Begin Time End Time Total

Shade, Tara / Program Manager Case Consultation/Coordination 1/15/201406:00 am 07:00 am 60

  Community Integration 1/16/201402:00 pm 03:30 pm 90

      06:00 pm 08:00 pm 120

    1/18/201409:00 am 11:00 am 120

  Spells 101-Therap Training 1/25/201403:00 pm 05:00 pm 120

  Staff Training 1/15/201409:00 am 03:00 pm 360

Shade, Tara / Program Manager Total       870

Student, Volunteer / Other Spells 101-Therap Training 1/26/201407:00 am 08:30 am 90

  Staff Training 1/10/201408:00 am 12:00 pm 240

    1/13/201403:00 pm 05:00 pm 120

Student, Volunteer / Other Total         450

Grand Total         1320

Create a new sheet in document and rename

Highlight information, copy, and paste into new sheet

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Go to cell to the right of top total. Insert =(left click on total cell)/60 press enter.

Copy that cell (G6) and paste into remaining cells.

Hide cell containing minutes. Outline and clean-up new column. Add new title to new Total Column

Insert page breaks after each staff’s total. Replace Program names with codes for payroll. Print. Time Sheets complete.

Sample Time Sheet

Shade, Tara / Program Manager 705 1/15/2014 06:00 am 07:00 am 11/16/2014 02:00 pm 03:30 pm 1.5

06:00 pm 08:00 pm 21/18/2014 09:00 am 11:00 am 21/25/2014 03:00 pm 05:00 pm 2

E06 1/15/2014 09:00 am 03:00 pm 6

Information is gathered the same way utilizing ISP Data. However once pulled into pivot table in Excel different information is selected.

Once collected and identified the following formulas are essential.

Attendance

Individuals or Programs can be left off of the spreadsheet if desired.

Select Individual, ISP Program, then Data Collection Date. Move Data Collection Date to the Column Labels box.

Select Duration in minutes. Highlight information and place into new Excel spreadsheet.

Copy and paste the sheet again into a new sheet and delete the minutes in all columns.

=IF(Sheet1!C5/15=0,"",Sheet1!C5/15)

PracticePractice

Practice

ISP data Clinical Reports Pragmatic Reports

Monthly Reports