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Standard Scheudules

Introduction

Standard schedules can only be created on the back of a client work schedule. The article relating to the SACL example has an excellent writeup on defining a work schedule, you'll find it here.

Using the scheduling workbench

Standard Schedules

This 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 schedules.

Workbench

Use the “Scheduling Workbench” to create schedules based on client (bar, kitchen, restaurant, bistro, etc) details or to define client details from scratch.

This window also allows you to directly edit individual shifts that have been generated from Maintain Standard Schedules.

Maintain Standard Schedules

Outcome:  Explain where in the window it indicates hours allocated to an employee
      Describe where in the window it indicates the shift hours

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.

Let’s first have a review of all the valuable information that is presented on this screen. This window uses the data collected in the Client Work Schedule 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.

The client work schedule requires 34 shifts to be filled, for a total of 204 hours.

Let’s draw your attention to the grey line across 9AM1/Chef. We’ll be referencing the gray in this tutorial, so please note its significance. It is the delimiter between the staff that you’ve allocated to the available shifts and the yet to be assigned shifts on / below the gray line.

The goal here is to assign your employees to the client work schedule (the available shifts). Once you assign the employee to the shift, we then call this a “Work Schedule Template”, and its this template that you manipulate over and over to create your forward planned shifts.

Double click on the grey line, to bring you to the following window

You’re now in a position to start to add employees to the Work Schedules.

We’ll select the employees from the XXXXXXXXXXXXXX, as below

Select the first entry, which moves you along to:

Your screen will now look as below:

David is now above the gray line, which as we mentioned previously is the delimiter between employee and available shifts.

Now, select the shifts that you wish to assign to David, click on each shift in turn.
Click on David to select the employee, to the screen as below:

Press the “Assign” button to achieve the following:

What you have now is a list of shifts assigned to David, and the entry for 10AM2/Waiting Staff is now no longer below the grey line.

You realise that you’ve made a mistake to assign David the Wed shift, so select the “Wed” shift and click Un-Assign, to remove the shift from David.

Let’s pause to demonstrate a few miscellaneous features. Select an employee name in the “Employee” column, double click to bring up the Allocation Options popup. Select “Split Shiftline”,

Before moving on, make a note of the information being provided as you allocate shifts to employees. David has a total of 15.0 hours allocated out of a total of 24.0 which are defined as his maximum weekly allocation. The 24 comes from this award classification, which states that he ideally should only work 24 hours per week. You may of course allocate more hours, and we’ll review this later.

Allocate another employee to the list of employees to arrive at the following screen:

You realise that you’ve selected Michael by mistake. To remove Michael from the list of employees, do not assign any shifts to him. When you save the Standard Schedule, the system will realise that Michael has no shifts allocated and Michael will not appear on this list.

We’ve moved forward to assign Stana, and selected the 10AM1/Chef Schedule. Stana in her classification is Full-Time and a weekly Max hours value of 40.

Let’s move forward and assign the various available shifts to employees. For the purpose of this tutorial, allocate emplolyees one after the other from the popdown list.

We’ve progressed through the work, so let’s save our work before proceeding. As we’ve mentioned above, Michael Allan has now been removed from the Employee list, and your Standard Schedule workbench should look as below:

Again, some interesting detail from the display. Note on the right hand side, the column titled Shift/Hrs.

• David Acorapi has been allocated 3 shifts for a total of 15.0 hours.
• Stana Appleton has been allocated for 6 shifts, for a total of 42.0 hours. The colums is in red, because Stana has an award definition of 40.0 hours Max per week, and the hours allocated total 42.0.

Select Craig Barnes, double click on his name, to bring up the Allocation Options popup.

Select “Select All Shifts”.
Select “Un-Assign” to remove the shift allocations from Craig.

Craig still remains on the list of employees, and recall that to remove Craig, as soon as you select “Save”, his entry will be removed.

The reason why we chose “Select All Shifts” is in the case of a multi-week roster, where the weeks following this one being viewed are not visible, the select all shifts ensures that all the shifts allocated to Craig are selected in the one action.

Before finishing this tutorial, here’s a quick overview of the various fields on the screen that we’ve accepted as default.

This completes our introduction the the Client Scheduling workbench.

Summary Tab

1. This display is divided into 3 related sections
A.      Employees
B.      Days
C.      General Information

Employee Section

1. This shows the employees used in this template and the shifts names still to be allocated

Days

1. This display shows the shift type for the day of the week.

General Information

1. This display shows the hours to shifts ratio

Allocation Tab

1. This view shows all the shifts allocated to the person highlighted in the “Summary Tab”

Practice

Outcome:  Demonstrate how to set the rotations per cycle
Show how to add an employee to a standard schedule
Demonstrate how to assign an employee to a shift

For our practice we will assign 3 employees to work a 3-week cycle with each employee working a week on days, afternoons and nights.
1. In the Navigator click “Scheduling”
2. In the right pane double click “Maintain Standard Schedules”

3. In the “Client Code” field enter “POW-SA” and press “Tab”

4. Click “Multiple Rotation”
A.      The fields “Days / Rotation”, “Rotations / Cycle” and “Last Rotated Cycle” will now be displayed

5. Change “Rotations / Cycle” to 3
A.      This allows and employee to rotate through Days, Afternoons and Nights.
6. Change “Last Rotated Cycle” to 3
A.      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.
7. Click Save

A.      The window will now close
B.      Open the window again for “51”
C.      The bottom left corner will now say “Rotation 1 of 3”

• Double click in the first blank row in the “Employee” column
•  

9. Double click “Add Employee”

10.     Click the down arrow for a list of employees

11.     Select Brown John from the list and then click Ok

12.     “Brown, John” has now been added to the employee list

13.     Click each of the 5 “NI” shifts (row 2)
14.     Click the right arrow at the bottom left of the window to show the second week in the schedule cycle

15.     For the second week click all the DAY shifts (row 3)
16.     Click the right arrow at the bottom left of the window to show the third week in the schedule cycle

17.     For the third week select all the AFT shifts (row 4)
18.     Click “Brown, John”
19.     Click the Assign button
20.     John Brown has now been assigned to
A.      Week 1 as Nights
B.      Week 2 as Days
C.      Week 3 as Afternoons
21.     This can be checked by
A.      Click “Brown, John”
B.      Click the “Allocation” tab

21.     Repeat this process for another 2 employees
A.      Select from the remaining shifts
B.      Employees “Debbie Lithgow” and “William Stevens” are available to schedule
22.     Click Save when finished

Changing the view(s)

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Month to date processing

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See Also

PowerForce Controls