Introduction to Rostering
The PowerForce rostering system allows you
to manage all aspects of the the work requirements for an outlet (location, site) with the
availability of your staff..
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Rostering involves placing suitably experienced employees in locations to work specific shifts across a period whether it is a day, week, fortnight or month. The work done through rostering has a flow down effect to areas such as Payroll and Billing.
It is very important to ensure that everything to do with rostering and its management is accurate.
Whilst the overview looks simple, the fact is that not all schedules happen according to plan, and it's here in the management of these anomalies that PowerForce excels.
Your staff will call in sick, they will not turn up to the job - causing you to find a suitable replacement, etc etc.
We will demonstrate how to manage these various scenarios by demonstrating the behind the scenes results when shifts are manipulated accordingly.
Using the scheduling workbench
In PowerForce, we define the task by creating a client and then defining work schedules for that client
PowerForce is built around “ROSTERING”. The user can create a roster and then from this
employees can be paid and clients billed.
Before we start to practice different scenarios within the Scheduling module through our
workshops it is important to familiarise yourself with the main screen players.
- PowerForce Navigator
represents the face of PowerForce. It is from the Navigator that all processes
- Scheduling Workbench
The Scheduling Workbench is the main entry screen to managing allrostering functions.
This window uses the data collected in the Client Work Schedules window and displays it as a series of un-allocated shifts. Employees are then assigned to shifts creating an employee schedule template structure that is used to generate employee schedules over and over, rather than assigning employees to schedules every week.
This window is used to generate weeks of a “Standard Schedule” created in the “Maintain Standard Schedules” window.
Throughout the workshop sessions you will be provided with scenario’s to work through, giving you the opportunity to practice whilst utilising the key features in the Scheduling module within PowerForce.
In the first scenario we will be looking at how to set-up a simple roster for three people, working 8 hours per day (40 hours per week) across Monday to Friday.
the Navigator click on “Scheduling” then “Time Scheduling Workbench”
2.Choose a week ending date
3.Choose a location from the drop down box as seen below
4.Now you are going to add three employees and assign them shifts.
5.It is important to note that before you assign the employees you must first click on the “Site” tab as shown below
6.Click in the first cell and then click
7.A screen will pop up as follows
- Select an Employee
the purpose of this scenario choose employee 01 Debbie Hill, Tab across
and click Ok
9.The screen should now appear like this
assign shifts to Debbie, double click in the Monday cell and a booking screen
will appear as follows
in a Book Start and End time and also a Post Start and End Time (For example:
09:00 to 17:00) and click Ok
this process for the rest of the week until the screen appears like this
assume that the client needs two other employees to fill shifts Monday to
Friday between 16:00 to 00:00 and 23:00 to 07:00.
the steps above to assign 02 James Boagsto the 16:00 to 00:00 shifts
and 03 Kevin Bakerto the shifts of 23:00 to 17:00
>tab to refresh the view
16.The screen should now appear as follows
that shifts have been assigned, you are now able to utilise the Reporting
facilities to view and print Employee Rosters and obtain Costing Reports such
as the Pre-Payrun and Pre-Invoice Report.
18.Click on the “Reports” icon located at
the top of the screen
can now choose which Reports you would like to view and print from the
- Report Selection
20.For the purposes of printing an Employee
Roster, select “Scheduling Reports” and click Ok
21.A screen will appear as follows
22.Choose a week ending date and click Run
will now see a Scheduling Report listing the three employees and their assigned
- Scheduling Report
Now that you have
gained an understanding of how to create a simple roster in PowerForce, it is
now time to use Maintain Standard Schedules in order to assign the same three employees
as in the previous workshop to shifts in a much more timely and efficient
Schedules allows you to assign employees to shifts forming a schedule template.
The template is then used to generate the same roster as many times as is
needed. This feature is ideal for maintaining low maintenance repeating
In this next
scenario we will practice assigning the 3 employees to work a 3-week cycle with
each employee working a week on days, afternoons and nights.
the Navigator click on “Scheduling” then “Maintain Standard Schedules”
following window will appear
- Standard Schedules
The screen will now look like this
and select Multiple Rotation as shown below
“Rotation/Cycle” to 3 which will allow the employees to rotate between days,
afternoons and nights
7. Change “Last Rotated Cycle” to 3 as this indicates
the last rotation generated as a roster was rotation 3 of 3, so the next to be
generated will be 1 of 3.
8. Click Save
9. The screen will go back to being blank. Type “HMC
SEC” in and then press “Tab” and the bottom left corner will now say “Rotation
1 of 3” as seen below
Click in the first blank row in the “Employee” column and the following
“Allocation Options” will appear
11.Click Add Employee and Ok
the purpose of this scenario, choose 01 Debbie Hilland then click Ok
13.You can now see that Debbie has been
added to the Employee List
Rostering from an Employee viewpoint
14.Now click each of the 5 “DAY” shifts (row
2) as per the below screen
15.Click the right arrow at the bottom left
of the window to show the second week in the schedule cycle
16.For this second week, click each of the 5
“AFT” shifts (row 3)
click the right arrow at the bottom left of the window to show the third week
in the scheduling cycle
18.For the third week, click each of the 5
“NIG” shifts (row 4)
you can go ahead and assign these shifts by highlighting Debbie Hill and
Hill has now been allocated Week 1 of Days, Week 2 of Afternoons and Week 3 of
can be checked if you highlight Debbie Hill and then click the
tab and the screen will appear as follows
the above process for using the remaining shifts for 02 James Boags and 03
23.Click Save when finished
Changing the view(s)
Month to date processing
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