Use this page to generate the schedule for all the employees mapped to a   given rota schedule or adhoc schedule.

• Select the Generate Employee Schedule option from the left pane.

• The Generate Employee Schedule page appears.

• The system displays the following field

Date Format

The date format applicable to the login user. More details.

• Enter the following

Time Management Scheduling Unit	From the drop-down list box, select the time management scheduling unit for which employee schedule generation is applicable. Tell me more.
Employment Unit	Select the organization unit that interacts with the Time Management Scheduling Unit, to access the employee schedule generation information. This organization unit must hold the Employment Information component. Tell me more.
Rota Plan	The code of the rota plan for whose shifts the employee schedule generation is applicable.

• The system displays the following details of all the rota schedules created from the selected rota plan

Rota Schedule Code	The code of the rota schedule.
Rota Schedule Description	The description of the rota schedule code.
Status	The status of the rota schedule can be one of the three: Initiated, Aborted or Reset.

• Enter the following in the multiline

Process	Indicate whether each rota schedule must be processed, by selecting Yes or  No.
	If you select Yes, the employee schedule will be generated.

• Select the Generate pushbutton to generate the employee schedule

• The following field is displayed

Session ID

The session ID uniquely identifies each instance of schedule generation that the system carries out. If the prerequisites are not satisfied, an error message is displayed.

• Select Error Log link to view the errors.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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 employees 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 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

 

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 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 

 

How is overtime calculated?

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 Planactivity. 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.