5.11 Release Notes - SmartLinx Solutions LLC · A fourth page has been included to the printed form that includes the ... Figure 11 - Approve Timecards with Missing Punches Alternate

© 2015 SmartLinx Solutions, LLC.

5.11 RELEASE NOTES

3/7/2016

SmartLinx is pleased to announce the availability of SmartLinx Version 5.11.0

update on 2/10/2015. This is a suite-wide update with enhancements, and

bug fixes. The changes included in this release are covered under the

Release Notes attached to this notice. There is no scheduled downtime with

this release.

Release 5.11 | Release Notes

Page 1 of 16 ©2015 SmartLinx Solutions, LLC.

Table of Contents

Release Instructions ....................................................................................... 2

Release Notes Summary ................................................................................. 2

ACA Enhancements Added ........................................................................... 2

Affordable Care Act | 1095-C/1094-C Reporting ........................................... 2

Affordable Care Act | CMS PBJ Reporting .................................................... 2

Additional ACA Enhancements ................................................................... 2

Time and Attendance Enhancements ............................................................. 3

Feature Details .............................................................................................. 4

Affordable Care Act | 1095-C/1094-C Reporting .............................................. 4

New Not Confirmed Tab ............................................................................ 4

1095C Address Page for Mailing ................................................................. 4

Affordable Care Act | CMS PBJ Reporting ....................................................... 5

CMS PBJ Exception Configuration ............................................................... 5

CMS PBJ User Friendly View of Reporting Data ............................................. 6

Error Log Tab .......................................................................................... 7

Additional ACA Enhancements ...................................................................... 8

Exception Code Configuration for ACA Director ............................................ 8

Agency/Contractor Employee Identification ................................................. 9

Time and Attendance Enhancements ............................................................. 9

Direct Editing of Employee Absences for a Pay Period ................................... 9

Timecard Approvals with Missing Punches ................................................. 11

Alternate Punch Time Views .................................................................... 11

Defects Fixed ............................................................................................... 13

Highlights ................................................................................................ 13

Support ...................................................................................................... 13

Release Instructions ..................................................................................... 15



Release Instructions

For users using Internet Explorer 10.0.0 and earlier that are having issues

experiencing the new enhancements please follow the instructions located here.

Release Notes Summary

ACA Enhancements Added

With the 5.9 release, SmartLinx enhanced ACA Director to help prepare our

customers to comply with both mandates, specifically the 1094-C and 1095-C

reporting as well as PBJ data submission.

In this 5.11 Release we have included additional features to improve processing and

reviewing the information before it goes out the door.

Affordable Care Act | 1095-C/1094-C Reporting

A new tab has been added to the ACA 1095C/1094C Reporting page that easily

identifies records that have not been confirmed for printing.

A fourth page has been included to the printed form that includes the

employee’s address and return address. The placement of the addresses will

facilitate enclosure in a standard #10 double window envelope eliminating the

need to print labels and matching them up to the 1095C form.

Affordable Care Act | CMS PBJ Reporting

Direct exception code configuration has been added for PBJ greatly improving

the accuracy of the hours reported.

Performance improvements on the XML file creation process.

User-friendly view of the PBJ data aggregated during the reporting process

for all three sections in the file export (Employee, Staffing Hours, and

Census).

Error logging and reporting alerting the user to actual or potential problems

with the XML file creation process.

Additional ACA Enhancements

Direct exception code configuration, similar to the newly added PBJ feature,

allowing for more accurate accounting of hours for ACA measurement period

calculations.



Specific indicators for Agency employees that identify them as contractors to

be used in ACA Director and CMS PBJ.

Time and Attendance Enhancements

Editing employee absences for a pay period at the department timecard

level.

Allow for timecard approvals in scenarios where there are missing punches.

Alternate punch time views is now available for certain TA screens where you

can view punches in HH:MM mode vs. decimals.



Feature Details

Affordable Care Act | 1095-C/1094-C Reporting

New Not Confirmed Tab

There is now a new tab on the 1095C Reporting page [ACA Directory > File >

1095C/1094C Reporting]. The tab will filter display an employee's records were

1 or more months are not confirmed for the selected year (Figure 1).

Figure 1 - New Not Confirmed Tab

1095C Address Page for Mailing

A fourth page has been included to the printed form that includes the

employee’s address and return address. The page prints with fold markers

that guide the tri-fold page to match address information with a standard

#10 window envelope. It also allows for printing the forms double sided

using two pages instead of three.



Affordable Care Act | CMS PBJ Reporting

CMS PBJ Exception Configuration

The hours aggregated for PBJ are now based on the direct tagging of exceptions

through the newly added checkbox in the exception configuration page [TA > View >

Configuration > Exceptions]. Key points to be aware of when configuring exceptions

are:

All codes assigned to the "Absence" group are automatically excluded - these

codes will have the PBJ check box unchecked and disabled.

All codes assigned to the Allocation Type 'Money' are automatically excluded -

these codes will have the PBJ check box unchecked and disabled.

All codes assigned to the Allocation Type 'Allocation of Hours' are automatically

excluded - these codes will have the PBJ check box unchecked and disabled.

All codes with the Paid Indicator marked unchecked (unpaid codes) are

automatically excluded - these codes will have the PBJ check box unchecked

and disabled.

All other codes will have the PBJ check box marked checked by default and the

configuration user will need to carefully adjust by selecting or deselecting

codes.

Regular hours will always be included and will not appear on the list of

Exceptions for mapping.

An example is provided in Figure 2 below.



Figure 2 - Exception Page with PBJ Configuration Column

CMS PBJ User Friendly View of Reporting Data

SmartLinx now provides a user friendly view of the CMS PBJ data that is selected

for reporting. Previously the feature provided just the XML file and opening the file

did not provide an easy to read experience in confirming the data. Now each

export request includes a detailed view into the results of the reporting request

(Figure 3).

Figure 3 - CMS PBJ Audit Window with new Details column



The Details column values display any an error count that is hyperlinked. When you

click on it a new window is opened from where you can view the results for any of

the sections (Employee, Staffing Hours, or Census) that are included in that file

(Figure 4). Each of the sections can be exported to Excel. The XML File creation has

also been moved to this page.

Figure 4 - CMS PBJ Export Data page

Error Log Tab

In addition to the new user friendly reporting details there is a new Error Log

included with CMS PBJ to show any errors that would prevent the file submission to

CMS to fail (Figure 5). In the instance where an error is found the Export XML File

button that creates the submission file for CMS is disabled.



Figure 5 - CMS PBJ Error Details page

Additional ACA Enhancements

Exception Code Configuration for ACA Director

Similar to the CMS PBJ configuration options provided for assigning which

exceptions are included in reporting, ACA Director now allows for the same

configuration options designation using the checkboxes at the exception level to

choose which items should be included in an employee’s measurement period for

calculating PT/FT status (Figure 6).

Figure 6 - Exception Configuration for ACA Director



Agency/Contractor Employee Identification

Agency or Contractor designations have been added to the employee type

dropdown for identification of agency employees (Figure 7). This information will be

used in the application in ACA Director where PBJ and 1095C reporting

requirements are different for the same employee class.

Figure 7 - New Agency Employee Types

Time and Attendance Enhancements

Direct Editing of Employee Absences for a Pay Period

Edits to employee’s absence records over a pay period can now be done without

having to update each day’s timesheet. When viewing the department timecard

there is a new option on the right mouse click short cut menu (“Edit Absences”)

that will bring up a new screen where the edits can be made (Figure 8).



Figure 8 - Department Timecard Short Cut Menu

Once on the Edit Absences screen changes can be directly made to the hours and

absence type in the grid (Figures 9 & 10).

Figure 9 - Edit Absence (hours)

Figure 10 - Edit Absence (absence type)

After all the changes are made and saved the timecards will be recalculated to reflect

the changes.



Timecard Approvals with Missing Punches

Individual facilities can be configured to allow timecard approvals with missing

punches unresolved. A new misc_data configuration record (Id # 456: Max Count of

Missing Punches Allowed on Timecard Approval) has been added where you can

configure the organization and how many missing punches (threshold) are allowed

in using this feature. The default value will be zero (“0”), thereby, not allowing

approvals unless all missing punches are resolved.

The system will present a message with the number of missing punches requesting

approval with a Save or Close button (Figure 11). Closing the window without

clicking Save will not approve the timecards.

Figure 11 - Approve Timecards with Missing Punches

Alternate Punch Time Views

Various Time & Attendance screens have been modified to allow for either the

standard time display of hours with the decimal representation of the minutes or to

a true hours and minute format. The screens that have been changed are:

Timecards

Individual Timecard

Daily Timecard

Daily Schedule

Add Pay Code / Exception

Add Absence

The feature is implemented via a toggle switch at the bottom status bar (Figure 12 &

13). The options are Decimal or HH:MM.



Figure 12 - Time View toggle (Decimal option)

Figure 13 - Time View toggle (HH:MM option)



Defects Fixed

Highlights

Various improvements on CMS PBJ performance and reporting results are

included in this release.

ACA 1095C defects related to suggestions, transferred employees to different

companies and performance enhancements while printing.

Correction on SO Console related to sorting records.

Correction of an issue in HRMS reminders.

Timecard lockdown issue resolution.

Various other minor defects.



Support

As always, if you are experiencing any issues, please contact our Support Team by

using any of the following.

Telephone

SmartLinx Technical Support is available by calling 800-307-8535 (Monday –

Friday, 8:00 a.m. – 8:00 p.m. EST)

For urgent system issues, our expertly trained personnel are standing by during all

hours of the day and night.

Online Helpdesk

The SmartLinx Support Center is available for customer access at all times. Providing

clients the ability to input issues of ask questions, as well as granting them access to

an extensive knowledge base (http://support.smartlinxsolutions.com). A prompt and

timely response will be provided.

E-mail

Contact all members of our support team at your convenience by sending an e-mail

([email protected]). A prompt and timely response will be provided.

http://support.smartlinxsolutions.com/

mailto:[email protected]



Release Instructions

In order to be able to experience all of the new functionality that has been added to

your environment, you may need to clear your browser cache. Please follow the

instructions listed below to clear your browser cache and then re-start your browser.

It may not be necessary for you to do this if you have automatically downloaded the

latest version. You can quickly check this by looking at the version number at the

bottom left corner of your login screen (Figure 1). If it is 5.8.0, then you do not

need to follow these next steps.

If you do need to clear your cache, in Internet Explorer 9 and 10, go to

FileInternet Options, then click on Settings under Browser History (Figure 2).

Figure 2: Internet Options



You should now see the following window (Figure 3).

Figure 3: Website Data Settings

Click on View Files, you will see another window with all the temporary files. You

can select all the files in this folder and click on Delete on your keyboard to delete all

the files. Close all the Internet Explorer windows that were open by clicking the OK

button. Now close all the instances of Internet Explorer you have open on your

computer.

Restart Internet Explorer and go to your SmartLinx URL. The updated version of the

application should now load.

Optional Step: To ensure you always get the latest release moving forward, set the

radio button option to Every time I visit the webpage on the Website Data Settings

screen (Figure 3).

The application will take longer to load initially, as it will need to store all new files

into the cache. If you performed the optional step, the application will typically take

longer to load.

Documents

5.11 Release Notes - SmartLinx Solutions LLC · A fourth page has been included to the printed form that includes the ... Figure 11 - Approve Timecards with Missing Punches Alternate