This document explains how to use Skyward s ACA Tracker to analyze employee ACA Hours and forecast future hours. The ACA Tracker is used to report total ACA hours as well as weekly and monthly averages for district employees. It can also show the maximum hours an employee can work before reaching full-time status. It can easily be extracted to excel for further district analysis and scheduled to run each month to get an updated list of employees to watch. 1. Navigate to Employee>Setup>Utilities>ACA Utilities>ACA Tracker 2. Create a template by clicking Add. Different templates may be created for different groups of employees (part-time, variable, seasonal, etc.) Revised: 9/17/2015 Page 1 of 5 Version 05.15.10.00.01
Ongoing Employee Template 1. Choose whether or not to use ACA Employee Categories. Typically they would be used to view only certain groups of employees (variable hour employees). If this option is unchecked, the option to choose category codes disappears. 2. Select to report on New Hires or Ongoing employees. 3. Select the Employee Categories to report. 4. Limit by any other desired selection parameters. 5. Choose to get monthly or weekly averages. 6. Choose the Measurement Period Start Year. This tells the Tracker which year to report hours from. 7. The ACA Tracker will default the start and end month based on the category code and start year, but this can be changed. 8. Choose to include hours from the current month, if applicable. This would be selected if running this in the middle of the month. If so, check it to include hours from the partial month. Note: the partial month will be included in the average. Typically, this would not be checked. 9. Enter a month override, if applicable. This is typically used when reviewing hours for teachers. EX: Teachers have a 12 month measurement period, but their hours should only be divided by 10 months to get their average (excluding summer break). 10. Choose optional fields to show on the browse. These can be used for filtering purposes. 11. When complete, click Save and Run. Revised: 9/17/2015 Page 2 of 5 Version 05.15.10.00.01
Below is an example of the ACA Tracker summary view. 1. Total ACA Hours for the months selected. 2. Total months selected. Notice the override months is used if entered on the template. EX: Teachers have a measurement period of 12 months, but only 10 months should be used to determine their average hours. 3. Average ACA Hours for the months selected. 4. Max ACA Avg is the average number of hours an employee can work for the remaining months. In this example, if Jeannine works 211 hours each month for the remainder of her measurement period, she ll be considered ACA Full-Time. Below is the detail view. This shows each month and the ACA Hours. Each employee may be expanded to see more detail. Revised: 9/17/2015 Page 3 of 5 Version 05.15.10.00.01
New Hire Template 1. Choose whether or not to use ACA Employee Categories. Typically they would be used to view only certain groups of employees (variable hour employees). If this option is unchecked, the option to choose category codes disappears. 2. Pick the ACA Category Type New Hire 3. Select the Employee Categories to report. 4. Limit by any other desired selection parameters. 5. Choose to get monthly or weekly averages. 6. Choose to include hours from the current month. This would be selected if running this in the middle of the month. If so, check it to include hours from the partial month. Note: the partial month will be included in the average. Typically, this would not be checked. 7. Choose to include employees whose measurement period will be ending in the specified number of months. IE: Set this to 2 months to show only new hires whose measurement period will be ending in the next 2 months. 8. Choose optional fields to show on the browse. These can be used for filtering purposes. 9. When complete, click Save and Run. Revised: 9/17/2015 Page 4 of 5 Version 05.15.10.00.01
Below is the detail view for new hires. Notice this view shows only new hires whose measurement period is ending in the next two months. This gives districts an easy way to keep an eye on employees who do not align with the ongoing measurement period. Revised: 9/17/2015 Page 5 of 5 Version 05.15.10.00.01