Attendance & Utilization Report

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Files & Location

• ri-extended-daily-report.js — Core data processing script that parses raw Resource Inn data, calculates expected hours, floor time, shift completion percentages, and sets attendance flags (absent/on-time/late).
• ri-attendance-report.js — Email report generator that applies performance filters, excludes management roles using keyword matching, and produces the final HTML report sent to stakeholders.
• management-keywords.json — Configuration file containing list of keywords used to identify management roles that should be excluded from performance calculations.
• code-to-department.json — Mapping configuration that converts department codes to human-readable department names used in filtering and reporting.
• fetch-ri-extended-daily-report.js — Data fetcher that retrieves Resource Inn Excel/CSV reports and prepares them for processing (if present in your deployment).

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Data sources

• Time format normalization (converting various time formats to minutes)
• Department code resolution using code-to-department.json
• Expected hours calculation based on shift schedules
• Break time extraction and validation

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Field definitions

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Calculations & formulas

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Core performance metrics

// Shift completion percentage
shiftCompletionPercentage = (totalTimeOnFloorHours / expectedHours) * 100

// Low performance flag (less than 75% completion)
isLowPerformance = totalTimeOnFloorHours < (expectedHours * 0.75)

// Excessive break flag (more than 65 minutes)
hasExcessiveBreak = breakMinutes > 65

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Department-level calculations

// Department utilization (average of non-management agents)
departmentUtilization = average(
  records
    .filter(r => !isManagement(r.designation))
    .map(r => r.shiftCompletionPercentage)
)

// Attendance counts
presentCount = records.filter(r => !r.isAbsent).length
absentCount = records.filter(r => r.isAbsent).length
lateCount = records.filter(r => r.isLate).length

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Management filtering

1. Keyword loading: ri-attendance-report.js loads keywords using:
   const managementKeywords = JSON.parse(
     fs.readFileSync('management-keywords.json', 'utf8')
   );
   
2. Matching behavior: Case-insensitive substring match against record.designation:
   const isManagement = (designation) => 
     managementKeywords.some(keyword => 
       designation.toLowerCase().includes(keyword.toLowerCase())
     );
   
3. Configuration: Add or modify keywords in management-keywords.json. Common entries include “Manager”, “Lead”, “Supervisor”, “Director”.

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Edge cases & notes

• Zero expected hours: Records with expectedHours of 0 or null are excluded from calculations to avoid division by zero and skewed averages.
• Missing/malformed times: Invalid time formats are marked as absent and excluded from performance metrics. The parseTimeToMinutes function handles various formats but logs errors for unparseable values.
• Designation ambiguity: Roles like “Lead” or “Team Lead” may be unintentionally excluded. Modify management-keywords.json to include or remove specific keywords based on your organizational structure.
• Part-time shifts: Fractional expectedHours values are supported. The 75% threshold applies proportionally (e.g., 4-hour shift requires 3+ hours to pass).
• Department name variations: Multiple department codes can map to the same name in code-to-department.json. Ensure all relevant codes are included for accurate filtering.
• Time format variations: The parser handles formats like “06:00 pm”, “18:00”, “6:00 PM”. Unrecognized formats default to 0 and trigger absent flags.

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Worked example

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Input records

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Calculations

// Alice: 6.0 / 8.0 * 100 = 75.0% → not flagged (>= 75%)
// Bob: 5.5 / 8.0 * 100 = 68.75% → flagged as low performance
// Carol: 7.0 / 8.0 * 100 = 87.5% → flagged for excessive break (70 > 65)
// Carol excluded from department average due to "Lead" keyword

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Output summary

• Department utilization: (75.0% + 68.75%) / 2 = 71.88%
• Present count: 3 (all marked present)
• Low performance: 1 agent (Bob)
• Excessive breaks: 1 agent (Carol)
• Management excluded: 1 record (Carol)

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How to change thresholds & configuration

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Low performance threshold

// Change from 0.75 to 0.80 for 80% threshold
isLowPerformance = totalTimeOnFloorHours < (expectedHours * 0.80);

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Break time limit

// Change from 65 to desired limit
hasExcessiveBreak = breakMinutes > 60; // 60 minutes instead of 65

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Include management in reports

1. Delete or rename management-keywords.json
2. Or modify ri-attendance-report.js to skip the filtering step:
   // Comment out or remove this line
   const filteredRecords = records.filter(r => !isManagement(r.designation));
   const filteredRecords = records; // Use all records instead
   

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Testing suggestions

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Unit tests to implement

# Test shift completion calculation
node -e "
const { calculateShiftCompletion } = require('./ri-extended-daily-report.js');
console.log(calculateShiftCompletion(6, 8)); // Should return 75
console.log(calculateShiftCompletion(5.5, 8)); // Should return 68.75
"

# Test management filtering
node -e "
const { isManagement } = require('./ri-attendance-report.js');
console.log(isManagement('Team Lead')); // Should return true
console.log(isManagement('Agent')); // Should return false
"

# Test department mapping
node -e "
const { getDepartmentName } = require('./ri-extended-daily-report.js');
console.log(getDepartmentName('OPS')); // Should return 'Operations'
"

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Integration testing

# Test complete report generation
node ri-extended-daily-report.js && node ri-attendance-report.js

# Test with sample data
node scripts/test-ri-extended-daily-report.js

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References

• Core processing: ri-extended-daily-report.js - parseTimeToMinutes(), calculateShiftCompletion(), getDepartmentNames()
• Report generation: ri-attendance-report.js - isManagement(), generateHTMLReport()
• Configuration files: management-keywords.json, code-to-department.json
• Data fetching: fetch-ri-extended-daily-report.js (if deployed)