The Discipline Process is normally run at the end of each month. When the Discipline Process is run, the system evaluates everyone’s attendance in search of these types of violations.
If employees have accumulated enough occurrences within the defined time frames, they will receive the notification code associated with their violation and the record is written to their discipline history.
Please note that if this has been newly created for an existing system, the first time the Discipline Process is run, it will update based on the time frame that was configured.
For example, if the highest level of Discipline for ABST (Absent) occurrences is 15 in 360 days, the system will go back 360 days for the initial calculation.
Depending on the processing option you select, the next update will typically run for the period SINCE the last update.
▪Select the HR Tools menu.
▪Select the Discipline Process menu.
The Discipline Process screen will appear:
The process can be filtered to run for selected employees and/or selected Disciplines by using the Filter.
▪Click on the Filter icon (funnel) or the Filter tab. (the Filter icon is blue when a selection has been saved.)
In either option (Employee or Discipline), click in the Values window and select from the drop-down lists.
To run the Discipline Process, click on the Process icon.
Tool Bar Options
Open saved settings
If you make any changes to previously defined saved settings, you may access them here.
Save your settings.
If you make any changes to previously defined settings that you want to be permanent or save a new setting.
New Report Settings
Click to clear screen of previously saved setting.
When clicked will run the Discipline Process chosen and present a preview (report) of the update on screen. The disciplines will also write to the employee’s personnel profile screen.
Will allow you to choose from the following preview options:
View the report in PDF format
No processing will occur.
Allows you the option of emailing the report (configuration is required).
Allows you to cancel the running process. Will only be active once process has begun.
Process only the selections made. Example one department, a group of employees or a class.
Discipline Process screen Fields
As of what date do you want to process the discipline.
Print Level (sorts) choices. Choose First, Second or Third Level of grouping from the drop-down menus.
These options filter the disciplines shown on the process report.
Before running the process, you may use the Preview icon.
Show Strongest Violations Only
Will show only the last and strongest violation incurred.
This option will print all occurrences of the Attendance Codes that caused the discipline violation to be incurred.
Override Company Rules
Allows you to enforce notification codes without sticking to the rules. For example, an employee is at Level 1 of the notification grid (informal counseling) but should be at Level 3 (written warning), however because Discipline may not have been processed recently, and we do not SKIP notification levels, we must start at Level 1 notification. This option allows you to assign the level of discipline based on the grid setup by overriding the company rules and showing their actual level of offense.
Show Violators Only
Will only show employees that have a discipline violation.
How you want the data to sort within your Report By option, by Name, Number, Seniority (which requires a seniority choice), or Other, which opens the window to the right and allows you to choose from other options, i.e., Supervisor or Department, Class etc.)
Using the configuration setup that includes the option to Show Strongest Violations Only and Show Violations Only, we will run the Discipline Process as of August 31, 2021.
In this image we see that three employees have discipline violations for Absent without Notice. One has a written warning and two have the notification of verbal warning.
Finally, it is important to remember that once an employee’s discipline is flagged as processed it is not counted against them again as a violation.
Post Processing - Employee Profile
The Discipline tab of the Personnel screen is where the discipline violations process to after the Discipline Process has been run.
You will see data on this screen if the employee has incurred a discipline violation that appears after the Discipline Process has been run or if violations have been manually added to this screen.
Discipline items can also be edited and/or deleted from this screen.
▪Click on the Actions icon and select from the drop-down options displayed.
Click on the paper clip icon to view and manage attachments. For further details on Attachments see Attachments and Printer Icon.
The printer icon will allow you to view and print a discipline note to give to the employee. For further details on the Printer icon see Attachments and Printer Icon.