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Adhoc Schedules: An add schedule refers to a schedule where shifts can be sporadically assigned to the days of a given month. Unlike a rota schedule, it does not require a seamless assignment of shifts for every day of an extended period. Nor does it connote a rotation of shifts. To create an adhoc schedule, you are to merely select one or more shifts directly from a rota plan, and assign it to specific days of a given month. Not all the days of the month need to be assigned shifts.
On a given day, an employee can be assigned to either a rota schedule or an adhoc schedule, but not to both. The adhoc schedule allows you to assign one shift for a given day.
A typical instance when an adhoc schedule is required is in the hotel industry. The hotel employees’ schedules could be dependent on incoming flights that are subject to extraneous factors. Consequently, methodical planning for each day of the year is not possible for the employees. Spot planning is the practice, which means assigning shifts to employees for the immediate future only.
The “Set Adhoc Schedule” activity: This activity allows you to create an adhoc schedule and map employees to this schedule. To create the adhoc schedule, you must carry out the following:
Define a unique code identify the adhoc schedule.
Choose the rota plan from which you are to select shifts.
In the calendar available, you can now choose the shift/s and schedule them for each day in the month. Note that the system makes available only those shifts under the selected rota plan
After scheduling the required shifts in the rota plan to the days in the selected month, you are to select the employees who are to adhere to this schedule.
You are to also specify the assignment of the employee for which this shift schedule is applicable.
Viewing the Updated Timetable: After you generate the employee schedule again, you can view the updated timetable for employees. Find out more.
Getting familiar with the pages inside
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Set Ad Hoc Schedule |
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Employee Timetable |
6 Hyperlinked Topics below
Creating rota plans
What you can do in this activity
Mapping employees to an adhoc schedule
You can define an adhoc schedule through a unique code, and select the shifts of which the adhoc schedule must consist, from any rota plan. You are also provided with a calendar, on which you can mark the dates on which a specific shift must be scheduled.
Use the “Set Ad Hoc Schedule ” page, to define a new adhoc schedule
Mapping employees to an adhoc schedule
After you define an adhoc schedule, you can straightaway specify the employees that must be mapped to the adhoc schedule. Mapping implies that these employees inherit the shift schedule.
Use the “Set Ad Hoc Schedule ” page, to map employees to the adhoc schedule
After you map the employees to an adhoc schedule, you are to generate the employee schedule using the "Generate Employee Schedule" activity. You can now return to the "Set Adhoc Schedule" activity, and view the updated timetable for these employees.
Use the "Employee Timetable" page, to view the timetable of any employee mapped to an adhoc 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 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”
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
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. The number of the assignment based on which he is mapped must be specified as well, because mapping is assignment-based. Finally, you are to 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 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.
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 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.