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Use this page to select a substitute employee for an outgoing employee . Use this page to also find out the availability of employees for a specified period.
Select the “Substitute Employee” option from the left pane
The “Substitute Employee” page appears
The system displays the following
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Date Format |
The date format applicable to the login user. More details. |
Enter the following
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Scheduling Unit |
Select the organization unit from which you require to select the substitute employee. Tell me more. |
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Employment Unit |
Select the organization unit that interacts with the Time Management Scheduling Unit, to access the substitute employee information. This organization unit must hold the Employment Information component. Tell me more. |
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Employee Code |
The employee code of the outgoing employee. Use the help icon to select the employee |
If you select the employee using the help icon, the following details of the employee are displayed.
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Rota Schedule |
The code of the rota schedule to which the outgoing employee is mapped. |
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Department |
The name of the department to which he belongs |
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Job Title |
The title of the job held by the employee. |
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Position Id |
The unique ID to identify his position. |
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Position Title |
The title of his position. |
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Grade Set |
The gradeset to which the employee belongs. A gradeset is a combination of two three grades which together suit the needs of the organization. |
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Grade |
The grade to which the employee belongs. |
Enter the following search criteria values, in some or all of the following fields.
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View Employment unit wise |
The name of the employment unit from which the search for a substitute must be carried out |
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Match Against |
From the drop- down list box, choose to base your search on one of the following: |
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Job skill |
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Position skill |
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Personal skill |
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Department |
The department from which the substitute employee must be selected |
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Job |
To retrieve all employees holding a specified job, enter the name of the job |
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Grade |
To retrieve all employees of a specified grade, enter the grade |
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Rota Schedule |
To retrieve all employees mapped to a specific rota schedule, enter the description of the rota schedule |
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Skill Type |
To retrieve all employees holding a specified skill type, select the skill type |
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Rule |
You can enter your own search criteria apart from what has been listed, as a stored procedure rule. |
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Skill Count |
To retrieve all employees who have a minimum number of skills in common with the outgoing employee, enter the minimum number |
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Example: You selected “Personal Skill” in the "Match Against” field. The outgoing employee has 9 skill elements under the Personal Skill. If you enter 4 in the "Skill Count” field, the system will retrieve the records of all those employees who have 4 or more skill elements in common with the outgoing employee's personal skill elements. |
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To retrieve all employees whose sum of possessed skill levels is a given value, enter this value. Example: You had already selected "Personal Skill" in the "Match Against" field. You now enter the skill ratio as 60. The system will retrieve the records of those employees whose total possessed skill levels are equal to or greater than 60. | |
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From Date |
The start of the date range during which the employee will be available |
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To Date |
The end of the date range during which the employee will be available |
Select the “Get” pushbutton.
The “Employee Details” multiline displays only the employee records that satisfy all the search criteria you specified. These employees are also available for the date range that you specified, and not scheduled for leave, tour, etc..
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Employment Unit |
Each employment unit that satisfies the search criteria |
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Employee Code |
The employee code of each employee satisfying your search criteria |
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Employee Name |
The name of the employee |
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Supervisor |
The name of the supervisor to whom he is reporting |
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Department |
The name of the department to which he belongs |
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Job |
The title of the job that he holds |
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Grade |
The grade of the employee |
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Position |
The position held by the employee |
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Rota Schedule |
The rota schedule to which the employee is mapped. |
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Skill |
The skill of the employee |
From the multiline, select the employee who is to be the substitute for the outgoing employee. To select the employee, check the “Select” box in the employee's multiline record.
Select the Cancel icon on the multiline toolbar.
Enter the reason for the deviation, in the “Comments” field.
To enter extensive comments, select the zoom icon beside the “Comments” field. A pop-up dialog box appears
Enter your remarks in this op-up dialog box.
Select the “OK” pushbutton. The “Substitute Employee” page appears.
Select each employee in the multiline, to view his or her timetable
Select “View Employee Time-Table
To select through Match Competencies
To ensure that the system retrieves only employees whose skill ratio is above a certain level, enter
The minimum number of skills that the employee requires, in common with the outgoing employee. Example 4
A number between 1 and 100, to indicate the skill ratio.. Example, 60. The skill ratio, 60, is a sum of the employee's skill elements. The number of the employee's skill elements will be equal to or greater than the minimum number of skills required.
Note: The term "skill element" is the output of the following computation: Possessed skill Levels * Weightage. It does not appear anywhere in the page. The sum of skill elements will constitute the skill ratio of the employee.
Each possessed skill level is computed by the system, based on its interpretation of each possessed skill element as a balance between
The employee's proficiency in the skill (Possessed Skill Level). This will be a value between 1 and 100.
The weightage given to the skill, by the organization. This will be a value between 0 and 1.
Each Skill Element = Possessed Skill Level * Weightage given to the Skill
Skill Ratio = Sum of Skill Elements
The table below shows the break-up of skill ratio, for an employee considered for substitution. The minimum number of skills that the employee required, in common with the outgoing employee, was 4..
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Possessed Skills |
Possessed Skill Levels |
Weightage |
Skill Elements |
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Interpersonal Skills |
70 |
0.2 |
14 |
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Coding |
90 |
0.4 |
36 |
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Technical Knowledge |
80 |
0.1 |
8 |
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Product Knowledge |
60 |
0.1 |
6 |
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Total skill ratio = |
64 |