Does your “All Home” HyperFind slow up the initial screen loading process? Is your current Public HyperFind list longer than the Dead Sea scrolls? Since HyperFinds are used throughout Workforce Central to run reports and present information on Genies, I have learned to appreciate using them effectively. In this article we will cover Six Lessons Learned from Hyperfinds (and a host of other things). Lets start by defining a HyperFind.
What it is a HyperFind?
A HyperFind in Kronos Workforce Central is a process of refining a query-based result set of employees that will be returned in a list to an end user. HyperFinds can be built to retrieve a list of associates based on conditions in a variety of ways.
Any user that needs to create/use HyperFinds must have a Manager’s license and be assigned an Employee Group. The Employee Group Set controls the number of associate records that will be visible to the Manager using the “ALL HOME” HyperFind query. This, in most cases, is the default HyperFind.
01 | Search Strategies
In most organizations managers need access to at least 500 employees in the “All Home” Query (default). As the number grows with the company, the performance is impacted every time a manager navigates throughout the application.
One way to counter this is to change all of the default HyperFinds on Kronos Genies to “None”.
Doing this will allow the page to completely load before presenting a list of results. Then you can choose your “All Home” or a more refined Public or Personal query. (Tip: The application server collects data in 200-row chunks).
A Kronos best practice is to limit the number of employees displayed in Timekeeper Genies to below 1,000. The Global.LongList.ManagerSummaryEmployeeThreshold property sets the maximum number of employees that can be displayed in the Timekeeper Genies.
02 | If You Gotta Have It, Then You Gotta Have It!
I understand that the “None” default presents an extra click.
If you can’t be sold on it, then use the Workforce Central fine-tuned default queries.
- All Home and Transferred-In!
- All Home and Scheduled Job Transfers!
You can recognize these queries by the gray text and the exclamation point (!) following the name. These queries provide better performance than a manually constructed query. You cannot edit or delete these queries.
“A best practice is to use these queries instead of your default versions of All Home and Transferred-in and All Home and Scheduled Job. Transfers do not need additional conditions.”
Workforce Central v8.0 HyperFind Reference Guide, Rev A, pages 11-12
03 | HyperFind Filters that are Overlooked
Filters are in the HyperFinds to narrow your areas of the inquiry. Here are some filters that go underutilized with the grouping location:
Role – Timekeeper
Finds only employees who are assigned manager licenses
- Additional Information (Custom Data Fields)
I use this to finds employees based on information in custom fields. (Kronos gives you 30 static custom fields)
- Employment Status
Most end-users leverage status type of ‘Active’ as of today. However, you can go a step further by adding the ‘Inactive’ condition to the same HyperFind to return both Active and Leave employees.
You may need to Assemble Query to ensure that ‘OR’ is between the two statuses instead of ‘AND’
This filter finds associates whose timecards contain punch exceptions, such as missed punches and late and early punches.
04 | Best Practice Log – HyperFind Risk Score
Avoid creating a HyperFind Query that performs poorly by limiting the number of higher relative cost filters (see table below) and by limiting the total number of filters in the query. The higher the total relative cost of all of the filters in a HyperFind, the less efficiently the query will possibly execute. Always TEST new HyperFinds using the TEST button to get an idea of your performance.
The following table shows the comparative cost of each HyperFind filter. The values should be used as a guide for dodging HyperFind Queries that hinder Workforce Central performance. Please see the Kronos Customer Support portal for a full list.
These filter costs are the same values that are used to calculate the HyperFind Risk score in the WFC.
HyperFind Risk Analysis looks at each HyperFind defined in Workforce Central and gives it a numeric risk factor based on the difficulty of the HyperFind and the number of selection criteria.
Kronos, Inc. communicates that a Risk Factor of greater than 30 should be examined for high-cost conditions when used with genies, reports and scheduling.
The HyperFind Risk Score Analysis report is located in the BestPracticesLog on the application server in the wfc/logs directory. Below is the line to search for.
20101222213120|system| *** Begin Hyperfind risk score analysis ***
If you’re a Kronos Cloud client, please contact Cloud Services or Global Support to get access to the log.
05 | Controlling the List – HyperFind Profiles
HyperFind Profiles hold an itemized group of Public HyperFind queries. Managers with an assigned profile can access those queries. This prevents the long list of HyperFinds presented to managers whether it’s useful to them or not. I have clients with access to Public Hyperfinds that renamed HyperFinds by putting a ‘1’ in the front of the name in order to get their favorite on top of the list. It was so contagious and before long we had at least 20 in the list with a ‘1’ prefix.
There are a couple ways to assign HyperFind Profiles to managers.
- Add the HyperFind Profile the user’s Display Profile manually
- Create an interface to update employees HyperFind Profile.
06 | Function Access Profile (FAP) – HyperFinds
As an administrator, I would give managers the ability to create Ad-Hoc and Personal HyperFinds only. Letting the general population create Public HyperFinds creates maintenance issues down the road. I also realize that Personal Hyperfinds may still exist on the database long after the employee decided it was not useful to them anymore. Keep that in mind, unless you decide to keep managers on Ad-hoc only. (session based temporary query)
Thanks for reviewing our Six Lessons Learned from HyperFinds!