Day Program - Supervisors
Description: In this guide, the user will learn how to use DCI to supervise a day program.
Roles Required: Super User, Supervisor
Permissions Required: Day Program Admin
Day Program Profile
Description: In this topic, the user will learn an overview of the day program profile. The day program profile is designed to keep time and attendance for clients who attend and employees who work at a day program for individuals with disabilities. Typically, the person who works at the front desk will log in to the day program profile at check-in and check-out, so that employees and clients can easily log their attendance in the system.
Profile Overview
Dashboard
The day program dashboard displays news posts, which are important messages from the day program. Click on other submenu options to check in or out or view the schedule.
Clients
From this submenu tab, a client can be checked in, checked out, or have attendance verified. Check-in single or multiple clients at a time. Click a client's name to open the details page.
Access Kiosk Mode, which enables clients to check in or out on a kiosk (shared device at the day program site).
Employees
Here, an employee can clock in and out.
Entries
View program entries and details. Employees and clients can also be clocked or checked in and out from this page.
Schedule
View the program schedule. All edits are made from the super user or supervisor profile.
Edit Profile
A day program profile may be edited or updated by the supervisor (i.e., the profile is no longer in use and needs to be inactivated).
Log in to DCI with personal profile
Click Home on the main menu
Click Day Programs on the submenu
Search for the program by typing the name in the field Type Day Program Name and selecting it when it populates
Click Search
Select the program from the table by clicking anywhere in the row
Click Actions
Select Edit Day Program from the drop-down menu
Make the necessary changes on the Edit Day Program page
Click Save to continue and Yes to confirm
Service Accounts
Description: A client or employee service account must be established for each service code that may be used for the day program.
Create Client Service Account
Log in to DCI with personal profile
Click Home on the main menu
Click Day Programs on the submenu
Search for the program by typing the name in the field Type Day Program Name and selecting it when it populates
Click Search
Select the program from the table by clicking anywhere in the row
Click Actions
Select New Client Service Account from the drop-down menu
Complete the form wizard
Day Program Name – Auto populates
Account Type – Select Day Program. If applicable, will need to repeat this process to add account type Transportation.
Client - Enter the client name and select it from the drop-down menu
Service Code - Select Day Program
Funding Source - Select the appropriate funding source from the drop-down menu
Cost Center – Auto populates
Billing Unit – Auto populates
Rate (optional) – Defaults to 0. This number can be changed if this service account has a unique pay rate.
Account Reference (optional) – Optional reference field
Status – Defaults to active. Switch to inactive when this is no longer a valid service account.
True Clock In-Out box – Select to allow real-time entries only. If not selected, historical entries can be entered.
Click Save to continue and Yes to confirm
Create Employee Service Account
Log in to DCI with personal profile
Click Home on the main menu
Click Day Programs on the submenu
Search for the program by typing the name in the field Type Day Program Name and selecting it when it populates
Click Search
Select the program from the table by clicking anywhere in the row
Click Actions
Select New Employee Service Account from the drop-down menu
Complete the form wizard
Day Program Name – Auto populates
Employee – Enter the employee name and select it from the drop-down menu
Cost Center – Auto populates
Employee Number (optional)
Pay Rate Name (required) – Select from the drop-down menu
Pay Rate (required) – Employee pay rate
Effective Date - Click in the field to open the calendar and select a date
Min Units Per Punch (optional) – Enter if a minimum number of billing units must be used when the employee clocks in under this service account
Max Units Per Punch (optional) – Enter if the employee may not exceed a maximum number of billing units in one shift
Start Date (optional) – If a date is entered, the employee will not be able to make a punch before this date.
End Date (optional) – If a date is entered, the employee will not be able to make a punch after this date.
Account Reference (optional) – Optional reference field
Grace Period – Defaults to disabled. By clicking enabled, the grace period for a certification template that is linked to this service account will be permitted.
Grace Period Expiration – The date the grace period will expire based on the time frame associated with the linked certification template
Allows OverLapping Pay Rates box – Check to allow
Status – Defaults to active. Switch to inactive when this is no longer a valid service account.
True Clock In-Out box – Select to allow real-time entries only. If not selected, historical entries can be entered.
Click Save to continue and Yes to confirm
Manage Client Attendance Entries
Pending Entries
Log in to DCI with personal profile
Click Home on the main menu
Click Day Programs on the submenu
Search for the program by typing the name in the field Type Day Program Name and selecting it when it populates
Click Search
Select the program from the table by clicking anywhere in the row
Click the Entries tab
In the Select Type filter, select Attendance from the drop-down menu.
In the Select Status filter, select Pending from the drop-down menu.
Click Search
Click anywhere in the entry row to view the attendance details
Click Actions
Select Approve or Reject from the drop-down menu
To export attendance entries, return to the Day Program details page.
Use filters to define and search for entries to be exported
Export selected entries by clicking the Export button above the entries table on the right-hand side of the page
Open the .CSV file from the device downloads
Excel will open
Sort and format downloaded data as needed
All Entries by Object
Log in to DCI with personal profile
Click Home on the main menu
Click one of the following tabs on the submenu to open the object page
Clients - Shows all attendance entries by client
Day Programs – Shows all attendance entries for the day program (excludes punches not made within the program such as Training, Admin, Hourly, etc.)
Cost Centers - Shows all attendance entries by cost center
Use the filters to search by object name
Click Search
Select the object by clicking anywhere in the row
Select the Entries tab on the object details page
Choose Attendance from the Select Type filter
For Clients, also select Day Program from the Select Account Type filter.
Click Search
For Day Programs, click the Service Code header to sort day program entries.
For Cost Centers, click the Employee/Program header to sort day program entries.
Export entries by clicking the Export button above the entries table on the right-hand side of the page
Open the .CSV file from the device downloads
Excel will open
Sort and format downloaded data as needed
Click anywhere in the entry row on the entries table to view the attendance details
Click Actions
For pending entries, select Approve or Reject from the drop-down menu.
For approved entries, select Edit Entry or Cancel Entry from the drop-down menu if required.
Add a Historical Attendance Entry
Log in to DCI with personal profile
Click Home on the main menu
Click Day Programs on the submenu
Search for the program by typing the name in the field Type Day Program Name and selecting it when it populates
Click Search
Select the program from the table by clicking anywhere in the row
Click Actions
Select New Entry from the drop-down menu
Complete the form wizard
Entry Type - Select Attendance from the drop-down menu
Day Program Name – Auto populates
Account Type – Select Day Program
Client – Enter the client name and select it from the drop-down menu
EVV Location – Select the day program location
Service Code – Select Day Program
Funding Source – Select the appropriate funding source from the drop-down menu
Service Date – Click in the field to open the calendar and select a date
Service Time – Click in the Check In and Check Out fields to select service times
Reason – May be required. Select from the available drop-down options.
Used provider transportation box – Select if applicable
Select if provider transportation was used for Check In, Check Out, or both.
Select the funding source and service code for the transportation
Click Save to continue and Yes to confirm
Employee Punch Entries – Search, View, Approve, Reject, or Export
Description: Day program entries are approved like other entries (i.e., hourly time entries).
Pending Entries
Log in to DCI with personal profile
Click Home on the main menu
Click Pending Entries on the submenu
Select Day Program from the Select Account Type filter
Click Search
Click the A in the entry row to approve the punch or the red R to reject it
Click Yes to confirm
Click anywhere in the entry row to view the punch details
Export entries by clicking the Export button above the entries table on the right-hand side of the page
Open the .CSV file from the device downloads
Excel will open
Sort and format downloaded data as needed
All Entries by Object
Log in to DCI with personal profile
Click Home on the main menu
Click one of the following tabs on the submenu to open the object page
Employees – Shows all entries by employee
Clients - Shows all entries by client
Day Programs – Shows all entries for the program (excludes punches not made within the program such as Training, Admin, Hourly, etc.)
Cost Centers - Shows all entries by cost center
Use the filters to search by specific criteria
Click Search
Select the object by clicking anywhere in the row
Select the Entries tab on the object details page
Select Day Program from the Select Account Type filter
Click Search
Export entries by clicking the Export button above the entries table on the right-hand side of the page
Open the .CSV file from the device downloads
Excel will open
Sort and format downloaded data as needed
Click anywhere in the entry row on the entries table to view details
Click Actions
Select Approve or Reject from the drop-down menu
Manage Punch Entry for Employee
Description: In this topic, the supervisor will learn how to add or edit employee punches for those they supervise. The best practice is for employees to enter and edit their punches, however, some situations require supervisor assistance (i.e., missed punches for the day program, approved punches that require editing, etc.).
Add a New Punch for an Employee
Log in to DCI with personal profile
Click Home on the main menu
Click Day Programs on the submenu
Search for the program by typing the name in the field Type Day Program Name and selecting it when it populates
Click Search
Select the program from the table by clicking anywhere in the row
Click Actions
Select New Entry from the drop-down menu
Complete the form wizard
Entry Type - Select Punch
Day Program Name – Auto populates
Account Type – Select Day Program
Employee – Enter the employee name and select it from the drop-down menu
EVV Location – Select the day program location
Service Date – Click in the field to open the calendar and select a date
Service Time – Click in the Check In and Check Out fields to select service times
Reason – May be required. Select from the available drop-down options.
Notes – Add additional information regarding the punch as needed
Attachment – Add an attachment as needed
Click Save to continue and Yes to confirm
The punch appears in the employee’s entries list with a status of Unverified. The employee must verify the punch, which updates the status to Pending. The supervisor may then review and approve the pending entry.
Edit a Punch for an Employee
Log in to DCI with personal profile
Click Home on the main menu
Click Employees on the submenu
Enter the employee name in the Employee Name field then click Search
Click anywhere on the row to open the employee details page
Select the Entries tab located below the demographics box
Select Day Program from the Select Account Type filter
Click Search
Click anywhere in the row to open the punch details page
Click Actions
Select Edit Entry from the drop-down menu
Make the necessary changes on the Entry Form wizard
If the organization requires a reason code when editing a punch, click the blue Plus (+) Sign next to the reason field
Select a reason from the Add Reason Codes drop-down that best describes why the edit is being made
Reason codes may require a text explanation. If this requirement is selected, a text box will appear where text must be entered.
Click the blue Plus (+) Sign next to the Add Reason Codes drop-down to add the selection to the Added Reason Codes box
Click Save to continue and Yes to confirm
An edited pending punch will change to rejected status and a new punch with unverified status is generated with the corrections. The Ref field is assigned a number that references the original punch, indicating the punch has been modified. The employee must log in to DCI and verify (acknowledge and concur with) the change(s), which updates the status to Pending. The supervisor must now review and approve the punch. Once approved, the approved or rejected entry will disappear from the Pending Entries screen and be visible under Entries for the program, or individually under Entries for the employee or client.
An edited approved punch will maintain the status of approved but will reflect a Compensated flag. Two new punches are created and need to be approved; one that zeroes out the original entry, and one for the correct entry. These entries can be found on Pending Entries on the submenu or in the reference entries table on the original entry’s punch entry details page. The Ref field is assigned a number that references the original punch, indicating the punch has been modified.
Cancel Approved Punch for an Employee
Log in to DCI with personal profile
Click Home on the main menu
Click Employees on the submenu
Enter the employee name in the Employee Name field then click Search
Click anywhere on the row to open the employee details page
Select the Entries tab located below the demographics box
Select Day Program from the Select Account Type filter
Click Search
Click anywhere in the row to open the punch details page
Click Actions
Select Cancel Entry from the drop-down menu to open the Cancel Entry form
If the organization requires a reason code when canceling a punch, click the blue Plus (+) Sign next to the reason field
Select a reason from the Add Reason Codes drop-down that best describes why the edit is being made
Reason codes may require a text explanation. If this requirement is selected, a text box will appear where text must be entered.
Click the blue Plus (+) Sign next to the Add Reason Codes drop-down to add the selection to the Added Reason Codes box
Click Save to continue and Yes to confirm
The updated employee punch remains in Approved/Processed/Paid status but will reflect a Compensated flag. A new entry zeroing out the original has been created. The Ref field is assigned a number that references the original punch indicating the punch has been modified.
Verify an Unverified Punch for an Employee
Description: As an alternate option to the employee verifying an unverified punch, some organizations may allow a supervisor to verify (or reject) the punch from the punch details screen on behalf of the employee.
Log in to DCI with personal profile
Click Home on the main menu
Click Employees on the submenu
Enter the employee name in the Employee Name field then click Search
Click anywhere on the row to open the employee details page
Select the Entries tab located below the demographics box