Compliance Reports

Learn how to generate, analyze, and export comprehensive compliance reports in the Shifts platform to monitor adherence to labor laws, break requirements, and scheduling policies.

Overview

The Compliance Reports feature in Shifts provides detailed analytics and documentation of your organization’s adherence to labor laws and internal policies. These reports help identify compliance issues, track resolution progress, document due diligence efforts, and prepare for potential audits. This article explains how to access, generate, analyze, and export various compliance reports to effectively manage your workforce compliance needs.

Accessing Compliance Reports

To access the compliance reporting features:

1. Log in with administrator credentials
2. Navigate to Admin > Compliance Management > Reports
3. The compliance report dashboard will display
4. Use the navigation tabs to access different report categories

Available Report Types

Break Compliance Reports

Reports on meal and rest break adherence:

1. Click the Break Compliance tab
2. Select from available report types:
   • Break Compliance Summary: Overview of break compliance rates
   • Missed Breaks Detail: List of all skipped or incomplete breaks
   • Late Breaks Analysis: Breaks that occurred outside scheduled windows
   • Short Breaks Report: Breaks shorter than required duration
   • Manager Override Report: Breaks modified with manager approval
3. Configure the report parameters:
   • Date range
   • Locations or departments
   • Break types (meal breaks, rest breaks, etc.)
4. Click Generate Report

Rest Period Reports

Analysis of time between shifts:

1. Navigate to the Rest Periods tab
2. Select from report options:
   • Insufficient Rest Summary: Overview of rest period violations
   • Employee Rest Detail: Individual employee rest period analysis
   • Rest Period Trends: Visualization of rest compliance over time
   • Rest Exception Report: Documented exceptions to rest period rules
3. Configure the report parameters
4. Click Generate Report

Hours Worked Reports

Reports on daily and weekly hour limits:

1. Click the Hours Worked tab
2. Select the desired report:
   • Hour Limit Violations: Employees exceeding daily/weekly limits
   • Overtime Analysis: Detailed overtime tracking and analysis
   • Consecutive Days Worked: Employees working excessive consecutive days
   • Minor Hour Violations: Under-18 employee scheduling compliance
3. Set the reporting parameters
4. Click Generate Report

Schedule Compliance Reports

Evaluates scheduling practices against rules:

1. Navigate to the Schedule Compliance tab
2. Choose from available reports:
   • Pre-Publication Violations: Compliance issues in draft schedules
   • Post-Edit Violations: Issues created after schedule publication
   • Shift Trade Compliance: Compliance issues from employee shift trades
   • Schedule Adherence: Comparison of scheduled vs. actual hours
3. Set up the report parameters
4. Click Generate Report

Geographic Compliance Reports

Jurisdiction-specific compliance analysis:

1. Select the Geographic Compliance tab
2. Choose the jurisdiction (state, province, city)
3. Select the report type based on local regulations
4. Configure parameters
5. Click Generate Report

Customizing Reports

Filtering Options

Refine report data with powerful filters:

1. In any report view, click the Filters button
2. Apply filters like:
   • Employee Groups: Filter by role, department, or location
   • Severity Levels: Focus on high, medium, or low-priority issues
   • Status: Show open, resolved, or all issues
   • Date Ranges: Custom date periods for analysis
3. Click Apply Filters to update the report view

Column Configuration

Customize the data columns displayed:

1. Click the Columns button in any report
2. Check/uncheck columns to show or hide
3. Drag to reorder columns
4. Click Save Layout to preserve your configuration

Saved Report Configurations

Save customized report settings for reuse:

1. After configuring a report, click Save Configuration
2. Enter a name for your saved configuration
3. Choose whether to make it available to other administrators
4. To reuse, select from the Saved Configurations dropdown

Report Actions

Exporting Reports

Export your compliance data in various formats:

1. With a report open, click the Export button
2. Choose your preferred format:
   • PDF: Best for printing and formal documentation
   • Excel: For further data analysis
   • CSV: For importing into other systems
   • HTML: For web-based sharing
3. Select export options:
   • Include/exclude charts and visualizations
   • Data-only or formatted report
   • Include notes and annotations
4. Click Export to download the file

Scheduled Reports

Set up automatic report generation and delivery:

1. Click the Schedule button on any report
2. Configure the schedule:
   • Frequency: Daily, weekly, monthly, or custom
   • Delivery Time: When the report should be generated
   • Format: PDF, Excel, or CSV
   • Recipients: Email addresses to receive the report
   • Subject Line: Custom email subject
   • Message Text: Optional note to include with the report
3. Click Save Schedule

The system will automatically generate and email the reports according to your schedule.

Report Annotations

Add notes and documentation to reports:

1. In any report view, hover over a data point or row
2. Click the Add Note icon that appears
3. Enter your annotation text
4. Select annotation type:
   • Explanation: Provide context for a violation
   • Action Taken: Document resolution steps
   • Exception: Record an approved policy exception
5. Click Save Note

All annotations are preserved in exports and included in audit trails.

Compliance Analytics

Trend Analysis

Analyze compliance patterns over time:

1. Navigate to the Analytics tab in the Reports section
2. Select the Trend Analysis view
3. Choose metrics to track (e.g., break compliance percentage)
4. Select the time granularity (daily, weekly, monthly)
5. The system displays trend charts showing patterns and progress

Compliance Heatmap

Visualize problem areas across your organization:

1. In the Analytics tab, select Compliance Heatmap
2. Choose the dimension to map:
   • By location
   • By department
   • By manager
   • By day of week
   • By time of day
3. Select the compliance metric to visualize
4. The system generates a color-coded heatmap highlighting problem areas

Benchmark Comparison

Compare compliance rates against benchmarks:

1. Select Benchmark Analysis from the Analytics section
2. Choose comparison points:
   • Against organizational averages
   • Against previous periods
   • Against industry standards (if available)
3. The system displays your performance relative to benchmarks

Audit Preparation

Audit-Ready Reports

Generate comprehensive reports for auditors:

1. Navigate to Compliance Reports > Audit Preparation
2. Click Generate Audit Package
3. Select the compliance areas to include
4. Choose the time period for the audit
5. Select documentation level (summary or detailed)
6. Click Create Audit Package

The system will compile a comprehensive set of reports designed for audit purposes.

Compliance Calendar

Track important dates and reporting deadlines:

1. Go to the Compliance Calendar section
2. View upcoming compliance deadlines and reporting requirements
3. Set reminders for important compliance activities
4. Log completed compliance actions for documentation

Resolution Tracking

Violation Management

Track and resolve compliance issues:

1. From any compliance report, select a violation
2. Click Create Action Item
3. Assign the item to a responsible party
4. Set a due date for resolution
5. Add notes or instructions
6. The system will track the item until marked as resolved

Resolution Analytics

Track resolution performance:

1. Navigate to Resolution Analytics
2. View metrics on:
   • Average time to resolution
   • Resolution rate
   • Open issues by age
   • Resolution performance by assignee
3. Use these metrics to improve your resolution processes

Best Practices

For effective compliance reporting:

1. Regular Review: Schedule weekly or monthly compliance report reviews
2. Proactive Monitoring: Use real-time dashboards for early issue detection
3. Documentation: Add notes to explain all exceptions and resolution actions
4. Incremental Improvement: Track compliance trends to show continuous improvement
5. Manager Training: Share relevant compliance reports with managers
6. Focus on Patterns: Address systemic issues rather than just individual violations
7. Export Archives: Maintain exported reports for historical documentation
8. Custom Reports: Create targeted reports for specific compliance concerns

Related Resources

• Compliance Rules
• Compliance Dashboard
• Break Compliance
• Compliance Notifications

This article should be updated when:

1. New report types are added to the system
2. Reporting interface is updated
3. Export formats or scheduling options change
4. New analytics visualizations are introduced
5. Audit package features are enhanced