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(Newbie) Time and Attendance 3 Row Query for Clock In, Clock Out and Hours Worked (Retrieving Wrong Clock In Record) Expand / Collapse
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Posted Tuesday, February 12, 2013 3:41 PM
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Hello and Thanks for looking at this,

I am not a developer, so my apologies if my information is provided incorrectly. I will try to be as thorough as possible.

Platform: SQL Server Express 2008 R2 with Tools / Windows 7 Home Premium (64-Bit)

I have a small project that requires a SQL Script to retrieve Time and Attendance with Total Number of Hours for a single day.

(Rules)
I need to show the 1st Clock In and the Last Clock Out for each day, then Calculate Total Number of Hours

-- ***********************************************
-- I need to get to this
-- ***********************************************

Employee Number Clock In Clock Out Hours Worked
----------------- --------------------- --------------------- -------------
AD101 2012-10-05 07:36:00 2012-10-05 12:05:00 4.483333

-- ***********************************************
-- Not this
-- ***********************************************

Employee Number Clock In Clock Out Hours Worked
----------------- --------------------- --------------------- -------------
AD101 2012-10-05 12:07:00 2012-10-05 12:05:00

-- ***********************************************
-- Notice that the Clock In should be 07:36:00 not 12:07:00
-- This would also get me to the correct Hours Worked
-- ***********************************************


I have a three row table "Sampling" as displayed below.
-- ==== Create and Populate 3 Row Test_Table with Sample Data

CREATE TABLE [Test_Table]
( [ID] INT IDENTITY(1,1) PRIMARY KEY CLUSTERED -- PK
, [Date] [smalldatetime] NOT NULL -- Date using SmallDateTime Type YYYY-MM-DD HH:MM:00
, [Employee Number] [varchar](50) NOT NULL -- Employee can contain alphanumeric
, [Clock In or Out] [varchar](50) NOT NULL ) -- Record Type; "Clock In" or "Clock Out" Record Only

SET DATEFORMAT DMY

SET IDENTITY_INSERT [Test_Table] ON

INSERT INTO [Test_Table]
( [ID]
, [Date]
, [Employee Number]
, [Clock In or Out] )
SELECT '3','Oct 5 2012 7:36AM','AD101','Clock In' UNION ALL
SELECT '4','Oct 5 2012 12:05PM','AD101','Clock Out' UNION ALL
SELECT '5','Oct 5 2012 12:07PM','AD101','Clock In'

-- ==== End Create and Populate

Here is a full table query.
-- ***********************************************
-- Select ALL from Test_Table
-- ***********************************************

SELECT [ID]
, [Date]
, [Employee Number]
, [Clock In or Out]
FROM [Test_Table]
ORDER BY [Date]

On this day, there were two "Clock In" and only one "Clock Out" record in the Test_Table
ID	Date			Employee Number		Clock In or Out
-- -------------------- ----------------- ---------------
3 2012-10-05 07:36:00 AD101 Clock In
4 2012-10-05 12:05:00 AD101 Clock Out
5 2012-10-05 12:07:00 AD101 Clock In


I used some of the code in another FORUM Posting pertaining to Clock In and Clock Out to get to this point.
It works great as long as there is only ONE Clock In and ONE Clock Out Record for a day.
But if there happens to be more than ONE of either, that's when the output is incorrect.
-- ***********************************************
-- Select from Test_Table with conditions
-- ***********************************************

SELECT [Employee Number]
, [Clock In]
, [Clock Out]
, (CASE WHEN CAST([Clock In] as SmallDateTime) = '1900-01-01 00:00:00'
THEN ''
WHEN CAST([Clock Out] as SmallDateTime) = '1900-01-01 00:00:00'
THEN ''
WHEN CAST([Clock In] as SmallDateTime) < CAST([Clock Out] as SmallDateTime)
THEN CAST(CONVERT(DECIMAL,DATEDIFF(MINUTE,CAST([Clock In] as SmallDateTime),CAST([Clock Out] as SmallDateTime)))/60 as Varchar)
ELSE '' END) [Hours Worked]
FROM (
SELECT [Employee Number]
, MAX(CASE WHEN [Clock In or Out] = 'Clock In' -- I believe this is the area where I am having the problem
THEN CAST([Date] as SmallDateTime) -- I have tried MIN(CASE WHEN... but that does not seem to work for me either
ELSE '' END) [Clock In]
, MAX(CASE WHEN [Clock In or Out] = 'Clock Out'
THEN CAST([Date] as SmallDateTime)
ELSE '' END) [Clock Out]
FROM (
SELECT [Employee Number]
, [Clock In or Out]
, CAST(CONVERT(VARCHAR(10),[Date],111) as Date) [Clock In or Out Date]
, [Date]
FROM [Test_Table]
) TableA
GROUP BY [Employee Number]
, [Clock In or Out Date]
) TableB

-- ***********************************************
-- Output is not what I was trying for.
-- Notice that the Clock In Time is 12:07:00
-- I need it to be the other record which is 07:36:00
-- ***********************************************

Employee Number Clock In Clock Out Hours Worked
----------------- --------------------- --------------------- -------------
AD101 2012-10-05 12:07:00 2012-10-05 12:05:00


-- ***********************************************
-- This is what I was expecting, but have been unable to get to
-- ***********************************************

Employee Number Clock In Clock Out Hours Worked
----------------- --------------------- --------------------- -------------
AD101 2012-10-05 07:36:00 2012-10-05 12:05:00 4.483333



Thanks for any assistance.

RH
Post #1419226
Posted Tuesday, February 12, 2013 5:07 PM


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Good job on the test data and description...


SELECT
[Employee Number],
X.[Dated],
MIN(CASE [Clock In or Out] WHEN 'Clock In' THEN CONVERT(DATETIME,[Date]) ELSE CONVERT(DATETIME,'31 dec 2199') END) AS [Clock In],
MAX(CASE [Clock In or Out] WHEN 'Clock In' THEN 0 ELSE [Date] END) AS [Clock Out]
FROM [Test_Table]
CROSS APPLY (
-- This just works out the date part without the time
SELECT DATEADD(DAY,datediff(DAY,0,[Date]),0) AS [Dated]
) AS X
GROUP BY
[Employee Number],
X.[Dated]




MM


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  • Post #1419242
    Posted Wednesday, February 13, 2013 8:43 AM
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    Thank You Mister Magoo!!!

    This worked PERFECTLY!!! I have extrapolated the code you provided and used it within my base code, ran it against 100k+ records and with only a little bit of formatting got the exact results I was expecting. I really appreciate your help with this.

    Thanks Again from a Newbie!!!

    RH
    Post #1419579
    Posted Wednesday, February 13, 2013 12:13 PM


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    Thanks for the feedback, glad to help.

    MM


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