Chicago Police DepartmentEmployee Resource E02-03-03
Automated Daily Attendance and Assignment Record
Issue Date:31 October 2017Effective Date:31 October 2017
Rescinds:29 June 2016 version
Index Category:Payroll and Timekeeping
I.Purpose
This directive:
  • A.continues the Automated Daily Attendance and Assignment (A&A) Record.
  • B.delineates the procedures and responsibilities of Department members assigned to complete the Daily Attendance and Assignment Record.
  • C.continues the Automated Daily Attendance and Assignment Record Help Guide, available on the Department intranet.
  • D.continues the use of attendance codes to complete the Automated Daily Attendance and Assignment (A&A) Record.
II.General Information
  • A.The Automated Daily A&A Record is implemented to facilitate and streamline the process of completing the daily A&A records.
  • B.The Automated Daily A&A Record application is effective citywide.
  • C.Department members’ social security numbers will not be included on the Automated Daily A&A Record.
  • D.An Automated Daily A&A Record Help Guide will be available in print and online with information to complete the process for Department members assigned to complete the daily A&A records. The help guide is available on the Department intranet under Help & User Guides. Members will select Clear System User Guides and then select Automated Daily A&A Help Guide from the drop down options under Personal Performance System (PPS) Help.
  • E.The Automated Daily A&A Record application can be updated after final status. At the same time, this application will capture the user ID information and the date and time of the update.
  • F.The “search/view” screen option on the application will allow viewing only to designated users (e.g., Finance Division, Bureau of Internal Affairs).
  • G.The Automated Daily A&A Record will utilize attendance codes which govern attendance requirements set by the Department (e.g., training, exchange day off, misc. detail, etc). The attendance codes are listed and described in the Department directive entitled "Time and Attendance Record."
III.Responsibilities
  • A.The station supervisor/designated unit supervisor will:
    • 1.review, update, approve, and reject the Automated A&A Daily Record as delineated by the Department directive entitled “Payroll and Timekeeping.”
    • 2.designate temporary role assignments, if necessary, for Department members to perform tasks in the Automated Daily A&A Record application.
      NOTE:
      Re-approval is not required within a 24-hour period. A comment field will be completed if an A&A record sheet is updated.
    • 3.ensure that ALL Department personnel present for their tour under their command have been physically observed and marked “Present” in their regularly scheduled tour of duty. Those not present require an attendance code. A “start time” and “end time” are mandatory. Day off groups and furlough selection, as defined in the Watch Personnel System, must be kept up-to-date as required.
      NOTE:
      If the start and end times have been entered in the watch application, they will automatically populate on the newly generated A&A sheet.
    • 4.ensure that no compensatory time earned (overtime, court, etc.) is entered in the Automated Daily A&A Record.
      NOTE:
      Timekeepers will record overtime earned consistent with the procedures outlined in the Department directive entitled "Payroll and Timekeeping."
    • 5.ensure that Automated Daily A&A Records are saved to “Preliminary Status” by the designee within one hour of the start of each watch (i.e., 0800, 1600, and 0000 hours).
      NOTE:
      Automated Daily A&A Records saved to “Preliminary Status” can be updated prior to submission to the station supervisor/designated unit supervisor.
  • B.The timekeeper will:
    • 1.review, update, and change and submit the A&A’s for final status. Finalization of the A&As must be completed within seven (7) days.
      NOTE:
      Once the A&A record is in final status, this function is considered complete.
    • 2.if the original Automated Daily A&A Record is incorrect and submitted to the Finance Division, make an immediate notification to the Finance Division.
    • 3.when a member is incorrectly recorded or omitted on the Automated Daily A&A Record due to change of unit or detail, request through the appropriate Bureau Chief, via telephone AND a To-From-Subject report, the appropriate change to the unit’s Automated Daily A&A Record.
IV.Procedures in the Event of Automated Daily A&A Record Application Unavailability
  • A.If a member is unable to access the Automated Daily A&A Record application on a Department computer, he or she will telephone the Help Desk for assistance.
  • B.In the event of system unavailability, the Information Services Division (ISD) will notify all affected units via facsimile message with information regarding the expected duration of the unavailability.
  • C.When a station supervisor/designated unit supervisor has determined or been notified that an Automated Daily A&A Record application unavailability has occurred, he or she will:
    • 1.determine if the unavailability is the result of a planned service interruption conducted by the ISD.
    • 2.if not a preplanned event, ensure a notification is made to the Help Desk.
    • 3.follow the instructions by Help Desk personnel relative to procedures for completing the A&A record during the system unavailability.
    • 4.direct the timekeeper to comply with the Department directive entitled “Payroll and Timekeeping.”
(Items indicated by italic/double underline were added or revised)
Eddie T. Johnson
Superintendent of Police
17-136 RCL