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Through this activity, you can record multiple employees deviation in shift timing, on a specific date.
Time Deviation: Time deviation refers to changing the timings of the shift to which the employee is currently assigned. The time deviation could be a change in the start time, the end time, or both. The time deviation can also be a total one, where the timings of the work sessions and the break sessions within the shift are changed as well. The flexibility allowed in the time deviation will depend on the permission for time deviation defined for the rota plan to which the employees belong.
What You Are To Carry Out: At the outset, you are to specify the rota schedule for which the employee shift time must be changed. The date on which the deviation is required must be specified as well.
The system fills you in, on the shift that is scheduled already on this date, for the employees mapped to this rota schedule. You can view the name of the shift, its start and end timings, and the work/break sessions of which it consists.
Note: All the employees under the rota schedule will be scheduled for the same shift
You can enter the deviation in the start time and the end time of the employees shift, for this specific day. The timings of the work sessions and break sessions within the shift can be changed, as well.
Permissions for Time Deviation: After you complete entry of the employees time deviation and save the document, the system checks the type of time deviation permission defined for the rota plan to which the employees belong. The permission could be Not Allowed, With Relaxed Hours or With Fixed Hours. This permission is defined in the Set Attendance Parameters page, and will be one of the following:
Not Allowed value specifies that time deviation in the working hours of the rota plan is not allowed.
With Relaxed Hours specifies that an employee can work for any number of hours; it is not necessary that his working hours are equivalent to his shift hours. However, the hours put in by the employee must not exceed the scheduled number of hours in the shift. For example, if Shift-1A is from 9 a.m. to 3 p.m., an employee availing flexible hours of deviation must not put in more than 6 hours.
With Fixed Hours defines the fixed hours of work, which has to be put in by the employee.
Update of Employees Hours: After you complete the data entry, the system tells you the total number of hours that constitute the employees
Work sessions
Break sessions
This information is provided for the date of deviation.
Generation of a Transaction number: After you save the document, the transaction number is displayed as guidance text.
Editing the Bulk Deviation Details: You can edit the details of the bulk deviation by entering the transaction number. The system fetches al the details of the document and permits changes to be made.
Leave Overriding Time Deviation: After you deviate an employee's shift to a given time, the employee's leave could authorized for a period that covers the deviated shift time. In such instances, the leave prevails over the deviated shift time. In this example ,the 9 p.m. to 3 a.m. shift timing on 25/September/2002 could be deviated to the 1 a.m. to 7 a.m. shift timing on 26/September/2002. Subsequently, if the employee's leave is authorized for 26/September/2002, the deviated shift stands canceled.
The sequence could be reversed. An employee's leave could be first authorized and subsequently the supervisor attempts to deviate his shift to a timing that is within the leave period. The system will not permit the deviation in shift timing, in such instances. Find out more.
Getting familiar with the pages inside
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Record Employee Shift Deviation |
Mapping employees to a rota schedule
Generating employee schedules
What you can do in this activity
Enter deviation in the shift timings of employees
Enter deviation in the shift timings of employees
You can enter deviations in the start time and end time of the shift. You can also enter deviations in the start and end times of the work sessions and break sessions of which the shift consists.
Use the "Record Employee Time Deviation" page, to enter time deviation for selective employees or for all the employees under a rota schedule.
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?
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
he 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.
¡ . OT Applicable after (Hours/Day)-The number of hours you enter in this field, plus the number of hours of which the shift consists, together form the total number of hours after which the employee becomes eligible for overtime calculation. Example: The shift consists of 8 hours. If you enter 1 in this field, the employee will become eligible for overtime only after he works 9 hours in the day. Dependent factors - Check this option to indicate that there is a ceiling to the number of weekly hours for which overtime can be availed - Maximum OT hours/week - If you indicated in the Weekly OT Limit Applicable field that there is a ceiling to the weekly overtime, enter the maximum hours in a week for which overtime can be availed.
¡ Define overtime conversion for each slab of hours
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.