Daily Reporter Web and Mobile Guide - Daily Reporter Manager

Created by Desirae Goode, Modified on Tue, 22 Oct, 2024 at 10:05 AM by Desirae Goode

Daily Reporter is an invaluable tool that will cross check the accuracy of Contractor’s CPR’s submitted through LCPtracker Pro with the daily logs submitted on the job. Daily Reporter is mainly used by Prime Contractors, with most data being entered by a Foreman. For non-prime contractor usage, please contact the Prime Contractor to discuss usage possibilities.

A video explaining the Daily Reporter module, as well as the Daily Reporter Brochure can be found under the Daily Reporter tab in LCPtracker Pro. If you are interested in using this module, select the ‘Sign Up Now’ link and follow prompts.

Web Application

The Daily Reporter web application can be found on LCPtracker Professional as an additional tab.

Daily Reporter User Roles

There are multiple roles associated with the Daily Reporter application, the two most used are Contractor and Foreman.

Contractor: is the individual using LCPtracker to enter and certify payroll; this role has access to all features in the Daily Reporter tab, and the regular functionality of LCPtracker for a Contractor.
Foreman: is the individual in the field logging employee hours; the role has limited access to the Daily Reporter tab, eDocuments tab, and Set Up tab.

User Role Set Up

Different user roles can be assigned by the main LCPtracker administrator.

In the ‘Set Up’ tab, select ‘Add/Edit Additional Users.’

To add an additional user, enter their email address, name, and phone number, then click ‘Save’ to create the new user ID.

Once ‘Save’ is selected, the user will be sent an email letting them know their user ID and a temporary password.

Daily Reporter Manager Role

This role will have access to everything as the main user; the only difference is the Daily Reporter Manager Role cannot set up or edit Additional Users. The Daily Reporter Manager user role can:

Create and Edit Daily Logs
Enter Quality / Safety Notes
Submit Daily Report (the Combined Daily report will include all information for all subcontractors for that day)
Look into Daily Log Discrepancies
Organize Contractor Check-In
Review Late Processing
Set Validation Settings for Daily Reporter (Only)
Add/edit Project Sites

Superintendent Role

This user role will only see the eDocuments and Daily Reporter navigation tabs. The Superintendent user role can:

Create and edit Daily Logs
Organize Contractor Check-in
Review Late Processing
Enter Quality/Safety Notes
Submit Daily Report (the Combined Daily report will include all information for all subcontractors for that day)

The Superintendent role can allow the Foreman role to edit daily logs, change the account password, or edit the eSignature password (for help with Change Password or edit eSignature see Contractors User Manual).

Contractor Role

This role will see the Daily Reporter navigation tab, as well as all the tabs for entering and certifying payroll. The Contractor user role can:

Maintain payroll records
Enter employee profiles
Create Daily Logs
Upload/View Documents

With permission from the Daily Reporter Manager or Superintendent, the Contractor role will be allowed to edit daily logs that were submitted, if needed.

Foreman Role

This role will only see the Daily Reporter navigation tab. The Foreman user role can:

Create Daily Logs
View Documents
Change the password
Edit the eSignature password (for help with eSignature see Contractors User Manual)

With permission from the Daily Reporter Manager or Superintendent, the Foreman is allowed to edit daily logs that were submitted, if needed.

Project Sites

Project Sites are required for Subcontractors to report daily logs. To enable a project site on Daily Reporter on a project, select the ‘Daily Reporter’ tab, select ‘Project Sites’ and then select ‘Add’. Select the Project and fill out the location information, then select the save button.

Once sites have been created, they can be edited by selecting the ‘Edit’ option next to that site. Sites can only be deleted if there are no daily logs reported for that site. If a subcontractor is not able to see your project to report logs for, this step may have been missed.

Daily Reporter Settings

Under the Daily Reporter tab, in ‘Daily Reporter Settings’, users can enforce or disable different sections of the daily logs for specific projects.

Once the project is selected, users can uncheck the boxes next to the section they want to enable or disable.

After selections have been made, select ‘Save’ to update the sections listed in the log.

Creating Daily Logs

To create a new log, go to ‘Daily Reporter > Create Daily Log.’

Step 1:

Select:

Date the log is for
Project
Site
Shift
click Next

A previously submitted log may be copied by checking the ‘Copy last Daily Report submitted’ check box and then selecting the submission date of the log to be copied from the drop down.

Step 2:

On the next screen, select:

Employee
Craft/classification worked
Check the box if the employee is a Foreman or Superintendent (if applicable)
Enter the hours worked that day

If there are additional employees to add, click ‘Save,’ if all employees that worked that day have been added, click ‘Next.’

Note: To add an employee that is not on the drop-down menu, add their name in the ‘First Name’ and ‘Last Name’ boxes. Choose their craft/classification and hours, click ‘Save’ and the employee will appear below as ‘[UNRECONCILED].’ ‘Reconciling Employees’ instructions are included later in this document to connect these types of employees to existing employee profiles or create new profiles from these unreconciled versions.

Once all employees have been added, click ‘Next.’

Step 3:

On the next screen, enter a description of the work done on the project, this should be detailed (this is a required field). The activity code is an optional field and can be added here (typically a company’s internal coding). Once completed, click ‘Save/Next.’

Step 4:

Input the information for the equipment used on-site that day, including, the equipment description and the hours used. Click ‘Save’ to enter another, click ‘Edit’ to edit the equipment, or ‘Delete’ to delete, if needed. Once all equipment has been entered, click ‘Next.’

Step 5:

The ‘Deliveries Log’ is an optional field, enter the description of deliveries on-site, such as materials, and click ‘Save/Next.’

Step 6:

The Safety Log is an optional field that can be used to record actions such as safety meetings or activities done during a job (Insurance companies may require a record of these actions). The check box can be used to mark if a safety meeting was held on that date. This field may be left blank if there is no information to record. Once complete click the ‘Save/Next’ option.

Step 7:

This is an optional field where notes pertaining to quality inspections or Quality Control Personnel can enter notes, this field may be left blank. Once complete click the ‘Save/Next’ option.

Step 8:

‘Add Attachments’ is an optional field where photos from the job pertaining to the log date can be uploaded. To upload, click ‘Browse…’ to select the file/photo, enter a short description in the ‘Description’ box and click ‘Upload’ to attach it to the log. Once complete click the ‘Next’ option.

Step 9:

Review the Draft of the log to determine if there are any discrepancies that need to be corrected. Once satisfied, submit by entering the ‘Name of person submitting,’ ‘Title of person submitting’ and their ‘eSignature password.’

Editing Daily Logs

To edit a pending daily log or allow a subcontractor to edit a daily log they have submitted, go to the Daily Reporter tab, and select ‘Edit Daily Log’.

The Daily Reporter Manager has the option to maintain the pending, submitted, and rejected daily logs. The options in this section include:

Delete logs
Edit the existing the logs
Double check the draft of logs
Submit and/or resubmit logs
Reject logs; Rejection notes are required when rejecting a log, logs are rejected to allow Subcontractors to make edits to a submitted daily log.

Reconciling Employees

Please note: this functionality is only available to the Daily Reporter Manager and Contractor roles. This cannot be accessed by the Superintendent or Foreman roles.

Unreconciled employees are employees that have been manually entered in the ‘Employee log’ portion of the ‘Daily log.’

Unreconciled employees can either be linked to an existing employee profile or a new profile can be created from this new version. Both actions will be accomplished under ‘Set Up > Add/Edit Employee.’

Note: this functionality is only available to the Contractor role. This cannot be accessed by the Foreman role.

Linking to existing employee profile

In ‘Set Up > Add/Edit Employee’ select the unreconciled version of the employee from the drop-down and select the employee to merge that unreconciled profile into:

Creating new employee profile

Select the unreconciled employee from the drop-down and input all the required information, remove ‘[UNRECONCILED]’ from their last name and change the Status to Active:

Quality / Safety Notes

In the Daily Reporter tab under ‘Quality / Safety Notes’, quality and safety notes can be entered and will be displayed together on the Combined Daily Log.

Safety notes are optional and can be used to record actions such as safety meetings or activities done during a job (Insurance companies may require a record of these actions).

Quality notes are optional, notes pertaining to quality inspections or Quality Control Personnel can enter notes.

The following information can be recorded:

Quality Notes
Submittal Review
Inspection Performed
Test Performed
Field Observation
Safety Notes

Submitting a Daily Report

A Combined Daily Log will be generated here from all of the logs submitted by all contractors reporting on the selected project.

Contractor Check-In

In the Daily Reporter tab under ‘Contractor Check In’ select the Contractors that are required to submit daily logs.

Selecting the date, project, site, and shift, the select Load and the contractors assigned to the project will populate.

The Contractors that are required for daily log submittal can then be selected, then select Save.

This will make the Contractor(s) available for the next step, Late Processing.

Late Processing

After the Contractors have been select in ‘Contractor Check In’, email reminders can be sent to those that have not reported their logs yet under the Daily Reporter tab, ‘Late Processing.’

Select the date, project, site, and shift, then select ‘Load Late Contractors’ to see a list of the contractors that have not submitted a log yet.

The late users can be sent an email about the late status by selected them in column on the right-hand side. Then select the ‘Send Group Email Alert’ which will remind them to enter a log.

Validation Settings

Validations are the logical data checks that are performed on all the payroll data and daily logs entered in the LCPtracker system. The Validation Settings feature provides a way for the Daily Reporter Manager to control what checks are made on payroll data and logs, how this information is presented to the contractors, and how the Certification/Submittal process is controlled.

Only the Daily Reporter Manager role have access to make these changes.

Validation settings may be set by Department and/or Jurisdiction. It is not mandatory to use Departments.

Validation Controls

The Daily Reporter Manager can control four aspects of each validation. An explanation of how these controls work is presented below.

Note: If a control setting is changed, then a payroll record that had an existing NOTICE or WARNING must be edited and saved so the new settings can be applied to the payroll record.

Perform Validation

YES/NO – controls if validation is done.

Notice/Warning

A NOTICE and ENFORCE indicates something is wrong based on the validation rules. Contractors will not be able to certify a report if this message occurs.

An example of a NOTICE is when the Basic Hourly Rate paid is less than the pre-determined prevailing wage rate; which indicates a violation of prevailing wage.

A WARNING and ALERT indicates something may be wrong, but insufficient information is available to the program to determine further. However, Contractors can certify the payroll under this setting.

An example of a WARNING is when straight time is paid for Saturday work which, depending on the craft/classification, may or may not apply under this validation setting.

ENFORCE/ALERT/HIDE/DISCARD

Enforce – Enforce will force notices to be cleared before certification.

Alert – Alert will only warn of the existence of notices when certifying and will be displayed to the Administrator user under the Violations Tab.

Hide – Hide will hide the warning or notice from the Contractor and will not notify them when they enter/certify their payroll, but it will be displayed in administrator violations navigation tab; now the Administrator is the first person to see the notice/warning generated.

Discard – Discard will only warn of the existence of notices/warnings when certifying and will NOT be displayed to the Administrator under their Violations navigation tab. This option is very seldom used.

Allow Jurisdiction/Department Overrides

If this option is left checked, it will allow departments to set the validations as needed for their department. Depending on funding there may be different rules and requirements as to what validations are on/off or set as Notices or Warnings.

The most used setting combinations are, Yes/Notice/Enforce, Yes/Warning/Alert, or No.

Overrides/Exceptions

If a Contractor has a special circumstance that requires them to have a different setting on a Validation check, an override can be created.

To create overrides, select the ‘Add’ option on the top right-hand side of the page in the ‘Validation Settings’ screen.

A pop-up will appear, and the following will need to be selected:

Validation Code
If the Validation should be performed
Which notice or warning should be utilized
If the validation should be enforced at Certification
Which Contractor is override is applicable for
Which order it should display
If the Department can override the Validation

Validation Explanations

VALIDATION 48 – DAILY REPORTER ONLY

VAL_48. If Daily Log is enabled, it checks that an employee’s reported total hours match those in the Daily Log.

This Validation compares the total hours being entered on a payroll record to what was reported on the Daily Log for each employee. Default – off, No recommended setting.