Use this page to view the schedule of shifts for a given employee, for a specified  month and year.

• Select the employee whose timetable is to be viewed.

• Select “View Employee’s Time Table” link

• The system displays the following

• From the "Month" and "Year" drop-down list boxes, select the year and month within the rota schedule, for which you require to view the employee's timetable.

• Select the "Get" pushbutton.

• The system displays the following fields in the "Employee Timetable" calendar

Note: If the rota plan from which the rota schedule is created had specified that “Schedule Shift on Holidays” is “No”, but a shift is scheduled on this holiday, the “Scheduled Shift” field displays “H”.
If “Schedule Shift on Holidays” is “Yes”, and the employee attends the shift, the “Scheduled Shift” field displays “PR”.

Note: If a shift deviation and training are applicable for the employee, the system will display only the first of the two values, either “SD’ / “TD” or “TR”.

• The following fields are displayed below the “Employee Time Table“ calendar

       To proceed

•  Select the “View Holiday List” link.

What you can do in this page

To proceed

Find out more

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?

Is compensatory off allowed?

How is overtime calculated?

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 employee’s shift deviation be effected on the same date?

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 employee’s 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 employee’s 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 employee’s 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 employee’s 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”

   

Is compensatory off allowed?

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 employee’s rota schedule is derived. If the rota plan allows scheduling shifts on holidays, the system will treat the employee’s 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 

How is overtime calculated?

The overtime method of calculation is defined for the rota plan from which the employee’s 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 employee’s 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 employee’s 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 employee’s 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 employee’s shift deviation request. This authorization is carried out by the supervisor, through the “Employee Self Service” component.