LOS ANGELES UNIFIED SCHOOL DISTRICT
Division of Risk Management and Insurance Services
BTS Staff Attendance Analysis Report
User’s Guide—School Administrators
BTS Attendance Report Users’ Guide—School Administrators
Dear User,
Welcome to the Business Tools for Schools (BTS), HR098 Attendance Analysis Report.
This report was developed by the Divisions of Risk Management in partnership with the
Information Technology Division to assist principals and administrators in monitoring
employee attendance at their respective schools and sites.
This Guide will assist you in extracting staff attendance data for your location from the
Attendance Analysis Report. It is a step-by-step guide to access this BTS report. The
report provides employee attendance and absence data. It also includes overtime data.
The information can assist in identifying absence patterns and other attendance issues.
It will help you make informed decisions about providing supportive assistance and
guidance to your staff, designating Family and Medical Leave Act (FMLA) as
appropriate, following through with appropriate progressive discipline, and most
importantly, recognizing excellent employee attendance.
Promoting excellent attendance is our highest priority. We look forward to assisting you
with the utilization of this data for the betterment of staff attendance at your site.
A special thanks to Steve Boyle, Associate Computer Applications Specialist, of the
Information Technology Division, who served as the technology expert and developer for
this report. In addition Allen Griffiths, Administrative Analyst, Division of Risk
Management assisted with the development of the User’s Guide and offered valuable
comments and editing assistance.
If you have questions or need additional assistance, please contact Norma Ortiz,
Absence Coordinator via email at [email protected] or at 213-241-1071.
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Los Angeles Unified School District
Employee Attendance Policy
While the vast majority of employees have a strong commitment to their work and
excellent attendance, it is also clear that unnecessary absenteeism has a negative
impact upon student achievement due to interruption of the continuity of instruction, and
results in reduced productivity, loss of service, and significant costs to the Los Angeles
Unified School District (“LAUSD”). The LAUSD Board of Education expects:

Employees to maintain regular attendance and avoid absenteeism;

Employees to work every hour that they are assigned;

Employees to be at their work stations on time every working day;

Employees to comply with legal restrictions, LAUSD policy and procedures, and
the respective collective bargaining rules regarding reporting of absence and
providing appropriate documentation;

Supervisors to explain and insist upon regular attendance, maintain accurate
employee attendance records, monitor employee attendance, provide
performance feedback to employees and enforce all employee attendance
policies and standards through employee performance evaluations and discipline
processes.

The District will make every attempt to avoid scheduling activities that contribute
to staff absenteeism.
LAUSD seeks to assist administrators and supervisors to efficiently manage attendance,
improve employee effectiveness through reduced absenteeism, and guide employees in
appropriate use of illness and personal necessity time. Illness leaves are provided to
ease the financial burden on employees who are unavoidably required to be absent from
duty due to legitimate illness, injury, or personal necessity. Personal necessity leaves
are provided for only eleven specific causes. Employees who use illness and personal
necessity leaves for unauthorized reasons are in violation of District policy and related
laws. Failure to comply with this policy can result in appropriate disciplinary action, up to
and including termination.
Reference: Bd. Of Ed. Report No. 393 – 0304
Integrated Disability Management
Adopted 7/13/04
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School Administrator User’s Guide
HR098 Absence Analysis Report
Log onto BTS.
1) To find a specific school report, click on the ‘School’ tab.
the ‘School’ tab
2) At your school’s page, (in our example, Monroe SH) an array of reports will be
displayed. 3) Click on “Attendance”, then the ‘HR098 School Absence Analysis’ line.
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Setting Report Parameters
The Monroe SH Cost Center field is automatically displayed.
Calendar Month/Year is also a required field. To run a single month, simple enter that
month (ex: 07/2007). To run more than one month, click on the drop down menu
and select the ‘from-to’ symbol
. When the second field appears, enter the last
month in the interval (ex.: 06/2008). The fields are reported as ‘from—to’; however, with
’include ‘ selected in the second drop down menu, the report generates data from July 1,
2007 through June 30, 2008.
From – To drop-down menu
Fiscal year and Posting Period Parameters
Click ‘Check’ to view ‘Posting Period/Fiscal Year’ parameters...
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The screen now confirms the Calendar Month/Year parameters (July, 2007 through
June, 2008) and the Cost Center (School), Monroe SH.
You are now ready to create your report. Click ‘Execute.’ Wait for the report
(patiently—do not attempt to alter parameters).
Basic Report Display
Note that the default report includes attendance data identified with three Free
Characteristics: Person (employee number and name), Employee Type (certificated/
classified), and Job (code and title). Active ‘Free Characteristics’ are moved to the
‘Rows’ section. (For the purposes of this guide, employee numbers and names are
masked for confidentiality.)
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You may further refine your report by adding or deleting ‘Free Characteristics.’ For
example, to add ‘Job Family’ we would click on
the ‘Drilldown in Rows” button for
that characteristic.
The characteristic is now listed in the ‘Rows’ Section and added to the data display.
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To remove a characteristic from the display, in the ‘Rows” section, click on the ‘Remove
Drilldown’ button
for that characteristic (in this case, ‘Job Family’):
The ‘Job Family’ characteristic is removed from the data and returned from the ‘Row
section to the ‘Free Characteristics’ section.
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To remove columns with unneeded data (Work Comp Hours, for example):
1) Click on ‘Key Figures’ filter icon…
2) Click to uncheck unwanted columns…
3) Click on ‘Transfer.’
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Edited Report Display
Unneeded/unchecked columns such as ‘‘Work Comp Hours’ are now deleted.
Note that data is displayed in screen sections. To display all rows in one scroll, click on
‘Table Details’ and ‘Display All Rows.’ All data will now be displayed in one scroll.
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The report may include duplicate data listed in yellow rows labeled ‘result.’ If so, to
remove the duplicate ‘result’ rows: 1) right click on the word ‘result.’ 2) Click on
‘Advanced menu.” 3) Click on ‘Properties.” 4) On ‘Suppress Results Rows” dropdown menu, click ‘Always.’ 5) Then click on ‘Transfer.”
Result rows are cleared. A final result line (averages or totals) will remain.
Export the Report to Excel
When you are ready to export your report, usually to Excel:
1. Choose Table Details:” Display Repeated Texts” (from the drop down list). This
ensures the data will be transferred from BW to the Excel spreadsheet.
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2.
Right Click (Context Menu) any data element and choose “ENHANCED MENU.”
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3. The next menu will show “EXPORT AS….” and “MS Excel 2000 File.”
4) Open the report in Excel
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Unformatted Excel Report
5) Save the Excel file (renamed, e.g., Monroe SH) as a Microsoft Excel Worksheet (not a
web page), in your location of choice.
Report in Excel
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Now you can format in Excel as desired. (For example, delete rows 1—18, delete
unwanted data sets, sort from low to high absence rate, resize columns, etc.)
Formatted Excel Report:
Monroe SH Absence Report FY 2008
---------------------------------------------------------------------------------------------------------------------
LOS ANGELES UNIFIED SCHOOL DISTRICT
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EMPLOYEE ABSENCE MANAGEMENT
Basic Definitions
Workable Hours - (Basic assigned hours) minus (vacation and holiday hours)
Unprotected Absence Rate - (Illness, half-pay illness, personal necessity,
bereavement, unpaid time hours) divided by (workable hours)
Workers’ Compensation (WC) Rate - this time is also considered unprotected absence
time; (workers’ compensation hours) divided by (workable hours)
NOTE: WC time includes withdrawal from illness bank and excludes direct payments
from Sedgwick
FMLA - Family and Medical Leave Act (protected absence time)
CFRA - California Family Rights Act (protected absence time)
PDL - Pregnancy Disability Leave (protected absence time)
Protected Absence Rate - (FMLA, CFRA, PDL, Jury Duty, Kin Care, and Military Leave
hours) divided by (workable hours)
Paid Time Off (PTO) Rate - this time is neither absence nor attendance; (vacation plus
holiday hours) divided by (workable hours)
Overtime - is not included in attendance or workable hours; time worked over the basic
assignment reported and compensated at the overtime rate
Absence Rate - District-wide (classified and certificated); (unprotected hours plus
Workers’ Compensation hours) divided by (workable hours)
Attendance Rate - (regular time, miscellaneous, professional development hours)
divided by (workable hours)
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ABSENCE ANALYSIS REPORT
Management Report HR098
Optional Field Tips
Person: Name and Employee Number
Employee Type: Certificated/Classified/Unclassified
Personnel Area: Examples, UU-Teacher- (k-12 Special Ed)
MS–Cert Mgmt (Supervisory)
Job Sub Family: Examples, Teacher Classroom
Pupil Services
Counselor School
Employee Group: Full-Time/Salaried or Monthly
Employee Sub Group: Limited, Regular, Permanent etc.
Job: Examples,
Principal, Elem.
Secondary, Teacher
Asst. Principal, Secondary
Job Family: Examples,
Teacher
Clerical
School Administration
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