|
|
|
|
|
|
|
|
|
|
|
|
Rota Schedule: A rota schedule is a list of successive shifts, which shows the number of days for which each shift is applicable. The shifts will be according to a specific order, and they are cyclic. Typically, you select shifts from a rota plan and create the rota schedule. See creating a rota plan.
The purpose of each rota schedule is to assign shift schedules to a specific set of employees. Examples of sets of employees could Operations Staff, Administrative Staff, and Executives. This set of employees will be mapped to the rota schedule later, and each employee will inherit the shift schedule created in the rota schedule. All employee attendance, shift deviations, time deviations, etc. will be tracked against his or her specific scheduled shift for the given day. These attendance details versus the scheduled shift will form the basis for computation of payable hours in the Payroll application. Find out more.
Creating a Rota Schedule: You can uniquely define each rota schedule in the organization, by:
Choosing a rota plan, which is a group of shifts or even a single shift
Selecting the shifts in the rota plan, of which the rota schedule must consist
Specifying the number of days for which each selected shift within the rota schedule is applicable. Example Shift-A could be 2 days, Shift-B could be 3 days and Shift-C 5 days.
Specifying the period for which the rota schedule is effective, for example from October 2002 until October 2003.
In addition, you can specify any stored procedure rule that will govern the execution of the rota schedule.
In response to the information you enter, the system allocates these shifts to the days within the effective period, with the first day of the first shift falling on the first day of the effective period. See How do I schedule the shifts in a rota schedule?
Editing a Rota Schedule: At any time, you can change all the key details of the rota schedule except the rota schedule code. You can change
The period until which the rota schedule is effective. The period from which the rota schedule is effective can be changed as well, provided the date s not in the past
The description of the rota schedule
The list of shifts. Existing shifts can be deleted and new shifts added
The duration of each shift.
The scheduling rule that will govern the attendance of employees at the shifts, during this period.
Getting familiar with the pages inside
|
Go to page& |
&To carry out task |
|
Select Rota Schedule |
|
|
Create Rota Schedule |
|
|
Edit Rota Schedule |
Each of these tasks is described in the following sections.
Creating a rota plan
What you can do in this activity
Use the "Create Rota Schedule" page to create a new rota schedule.
From the "Create Rota Schedule" page, you are to choose a rota plan , and select the shifts from the rota plan that must constitute the rota schedule. These shifts must be ordered in the required sequence.
Use the "Edit Rota Schedule" page to edit an existing schedule.
You can change the description, effective period and the shifts of which the rota schedule consists.
Can you schedule shifts on holidays?
Can an employee change his shift timings?
Can an employee switch from his allocated shift?
Is break time considered during attendance processing?
Can you create spot schedules?
Create and publish an employee timetable that embodies shifts, holidays and weekly-offs
How many schedules can be planned for the employee, for a day?
When payment is on a weekly basis, how do I know when the week starts?
After time deviation has been authorized, can an employees shift deviation be effected on the same date?
How do I schedule the shifts in a rota schedule?
Before you create the rota schedule, you are to take into account
The effective period of the rota schedule. For example, January 1 to June 30. This is defined in the Create Rota Schedule activity
The day of the week, example Wednesday, on which the rota schedule must start. The day of the week is defined for the rota plan from which the rota schedule is created. It is specified in the Set Attendance Parameters page, under the Create Rota Plan activity
The number of days of which the Weekly Off consists. The Weekly Off is defined already in the system as a shift, with the duration in hours, example, 48 hours.
The number of shifts in the rota schedule, example Shift-A and Sift-B.
Using the example above, the rota schedule is from January 1 2003 to June 30 2003, and must begin on a Wednesday. You will want the duration of the first shift to be from Wednesday until the Weekly Off. Therefore, Shift-A will be sequenced first, with the duration of 3 days from Wednesday until Friday. This will be followed by the weekly off, which is Saturday and Sunday, followed by the next shift.
To maintain the rhythm of shifts, while accommodating the start day, example Wednesday, and the weekly off, the rota schedule could as follows
1 Shift-A 3 Days
2 Weekly Off 48 Hours
3 Shift-B 2 Days
Shift-B will be followed once again by Shift-A, Weekly Off and Shift B. This cyclic pattern of shifts and weekly off will be applied to all the employees who will be mapped to the rota schedule. See Mapping employees to a rota schedule.
Can you schedule shifts on holidays?
You can indicate whether shifts can be scheduled on holidays, through specifying Yes or No in the Create Rota Plan page. If you allow shifts to be scheduled on holidays, the system will treat the employees attendance on the holiday as either overtime or compensatory off. This will depend on what you chose in the Set Attendance Parameters page, where you are to explicitly define whether employees attendance on a holiday must be treated as
Overtime, or
Compensatory off
If you do not allow shifts to be scheduled on holidays, any attendance of the employee on holidays will be handled by the stored procedure rules.
Can an employee change his shift timings?
An employee can deviate in shift timings depending on the type of time deviation permission defined for the rota plan from which his rota schedule is derived. The type of time deviation permission could be Not Allowed, With Relaxed Hours or With Fixed Hours.
If the type of deviation permission is With Relaxed Hours, an employee can deviate from the timings of his scheduled shift, through one of the following methods:
Employee time deviation
Employee time deviation, in bulk
Employee self service
Employee Time Deviation: Through the Record Employee Shift Deviation activity, a HR person can enter the employees deviations in shift timings, for a given date. The deviation can be for
The start time of the scheduled shift
The end time of the scheduled shift
The start or end time of each work session or break session of which the shift consists
Employee Time Deviation, In Bulk: Through the Record Employee Shift Deviation - Bulk activity, a HR person can enter time deviation, in bulk, for the employees mapped to a rota schedule. Just as in the Record Employee Shift Deviation activity, deviation can be for the shift start time, end time and for the timings of the work sessions and break sessions of which the shift consists.
Employee Self Service: Through the Employee Self service component, an employee can request for a deviation in the start time and end time of his scheduled shift. He can use the following:
The Request Time Deviation activity
The Edit Time Deviation Request activity
The request will come into effect only after the supervisor authorizes this time deviation request. While authorizing, he can edit the following
The start time of the scheduled shift
The end time of the scheduled shift
The start or end time of each work session or break session of which the shift consists
After the time deviation request is authorized, the update is reflected in the Employee Timetable.
Can an employee switch from his allocated shift?
An employee can deviate in shift timings depending on the type of shift deviation permission defined for the rota plan from which his rota schedule is derived. The type of time deviation permission could be Allowed or Not Allowed.
If the type of deviation permission is Allowed, an employee can deviate from the timings of his scheduled shift, through one of the following methods:
Employee shift deviation
Employee shift deviation, in bulk
Employee self service
Employee Shift Deviation: Through the Record Employee Shift Deviation activity, a HR person can enter the employees deviations in shift for an effective period. The name of the shift to which the employee must transferred is specified, as well.
Employee Shift Deviation, In Bulk: Through the Record Employee Shift Deviation - Bulk activity, a HR person can enter shift deviation, in bulk, for the employees mapped to a plan. The name of the shift to which the employee must transferred is specified, as well. Just as in the Record Employee Shift Deviation activity, shift deviation can be for an effective period.
Employee Self Service: Through the Employee Self service component, an employee can request for a deviation in his scheduled shift. He specifies the name of the shift to which a transfer is required. He can use the following:
The Request Shift Deviation activity
The Edit Shift Deviation Request activity
The request will come into effect only after the supervisor authorizes this shift deviation request. While authorizing, he can edit the following
Effective start date of the shift deviation
Effective end date of the shift deviation
After the shift deviation request is authorized, the update is reflected in the Employee Timetable.
Is break time considered during attendance processing?
This will depend on whether Inclusive or Exclusive was chosen for the rota plan from which the rota schedule was derived. If Inclusive was chosen, the system will include the break time in the number of working hours for which the employee will be paid. Otherwise, the break time will be excluded.
Complete entering the details in the Edit Rota Plan page
Enter the Set Attendance Parameters page
In the Break Time field, select Inclusive to indicate that the break time must be included, otherwise select Exclusive
Compensatory off can be allowed, if shifts are scheduled on holidays.
Whether shifts can be scheduled on a holiday will depend upon what is defined for the specific rota plan from which the employees rota schedule is derived. If the rota plan allows scheduling shifts on holidays, the system will treat the employees attendance on the holiday as either Compensatory off, or Overtime, depending on the choice
If shifts are not scheduled on holidays, compensatory off can be allowed only through stored procedure rules
The overtime method of calculation is defined for the rota plan from which the employees rota schedule or adhoc schedule is defined. Overtime can be calculated through
An overtime conversion table. . For example, if the employee worked 5 hours on his weekly off, and his conversion factor is 1.5, he becomes eligible to be paid for 7.5 hours as overtime
An overtime conversion table for each slab of hours
Any stored procedure rule
The overtime conversion table can co-exist with the stored procedure rule, to determine overtime calculations But if there is a conflict, the stored procedure rule will prevail.
Can you create spot schedules?
You can create spot schedules for any employee in the organization. The Quick Employee Rota Schedule Mapping activity allows you to map individual employees to a rota schedule at any time. Although the rota schedules are already created, you can map employees to the rota schedule. Essentially, this activity takes care of situations where new employees need to be fitted into a rota schedule
This activity consists of specifying the employee who will be mapped, and the rota schedule to which the employee will be mapped. You are to also specify the date from which the mapping will be effective. By default, the employees mapping will be effective until the effective to date of the rota schedule.
Create and publish an employee timetable that embodies shifts, holidays and weekly-offs
Create or edit the holiday master, to create the list of holidays that can be used across the organization.
Create different shifts, indicating the start and end time of each shift.
Group one or more shifts, by using the Create Rota Plan activity. Through this activity, you can also associate the required list of holidays and the overtime rule applicable to the employees.
Group the required shifts from the rota plan, to Create a Rota Schedule. Through this activity, you can sequence the shifts and the duration of each shift. The cycle of shifts and the weekly-offs in each shift are therefore established.
Map the employee to the rota schedule. The employee automatically inherits the rota schedules, which means that the system can display the shifts and weekly-offs of each employee.
Ensure that the leave and training details applicable for an employee are integrated as well, through the Leave and Training components.
How many schedules can be planned for the employee, for a day?
On a given day, an employee can be assigned to either a rota schedule or an adhoc schedule, but not to both.
When payment is on a weekly basis, how do I know when the week starts?
In the rota plan from which the employees rota schedule is derived, you are to specify the day on which the week begins, example, Monday.
After time deviation has been authorized, can an employees shift deviation be effected on the same date?
A shift deviation can be effected on the same date, by one of the following methods
Recording shift deviation through the Employee Scheduling component
Authorization of the employees shift deviation request. This authorization is carried out by the supervisor, through the Employee Self Service component.
This means that the sequence of shifts will be continuously repeated, for the employees to whom the rota schedule will be made applicable. The number of days within each shift in the cycle will be equal to the shift duration specified in the rota schedule