Demand Based Scheduler & Productivity Dashboard User Reference Guide Chartwells Higher Ed

Transcription

1 Demand Based Scheduler & Productivity Dashboard User Reference Guide Chartwells Higher Ed Table of Contents Accessing the Demand Based Scheduler... 2 Copy from Previous Schedule Option... 3 Demand Based Scheduler Screen... 4 Creating Tasks... 5 Setting up Tasks... 5 Scheduling Associates... 6 Productivity Dashboard... 7 Reading the Dashboard... 7 Sales Forecast... 8 Budget Conversion... 8 Productivity Details... 9 Scheduling to Targets Daily View Printing Daily Activities Troubleshooting Frequently Asked Questions P a g e

2 Demand Based Scheduler As part of the Labor Initiative, enhancements have been made to scheduling in MySTAFF to better assist units with monitoring productivity more efficiently and budgeting labor expense that aligns with your Sector-specific targets more effectively. Accessing the Demand Based Scheduler 1. Click the Demand Based Scheduler link under the Daily Checklist found on the MySTAFF homepage o OR, under the Maintenance Tab, locate the Demand Based Scheduler link 2. From the Weekly Search tab, select the Cost Center and Week Ending Date Note: Pay Group will default to Friday-Thursday hourly, but can be changed to Sun-Sat (TouchPoint). 2 P a g e

3 Copy from Previous Schedule Option The following screen will display each time a new week is opened in the scheduler 3. To enter your schedule, select from one of the two following options: o Copy Associates Schedules from a Previous Week. This allows you to copy a weekly schedule from up to four weeks in the past by selecting the appropriate weekending date. When copying, you can also select from the following: Copy Alternate Job Selections. This sub-option copies all scheduled alternate positions and pay rates from the week selected. If not selected, the copied schedule will default to the associate s primary position and pay rate Copy an Alternate Cost Center. This sub-option copies schedules for associates you lent to another location from the week selected. If not selected, the copied schedule will default to the associate s home unit o Do not Copy assignments forward from previous week (default). Schedules will not be copied 3 P a g e

4 Demand Based Scheduler Screen 1. The Productivity Dashboard acts as a visual aid to help monitor productivity, tracking Target and Projected Hours, Sales per Labor Hour, Labor Cost, and Labor % of Sales. 2. Displays Tasks created (also called sub-jobs) 3. Displays Associates grouped by position (expand list by clicking on < symbol) 4. Scheduler displays associates assigned to a task(s) by day for the week 5. Copy From Previous Week button can be used to copy the Schedule from a previous week (up to 4 weeks in the past) 6. Reports button: Print Preview & Variance Report *See additional features listed in red below* 1 Unit P a g e

5 Creating Tasks Tasks (or sub-jobs) are the primary jobs associates are scheduled to work Initially, all tasks must be created New tasks can be added at any time Setting up Tasks Select Create Task: a pop-up window will display; enter task parameters 1. Name of Task this should be the name of the job, e.g., Catering AM Note: Tasks should never be named after an associate. 2. Chose the appropriate Category from the drop-down menu select the category that it closely related to the task being created 3. Enter Start and End Times 4. Meal Start and End Times if an associate works over 5 hours, Company policy states they are required to take a meal Note: Meals are not schedule-enforced 5. Keep Add to template selected 6. Select Keep Changes to save 5 P a g e

6 Scheduling Associates The Associate List is on the right side of the screen and is grouped by position; the list can be expanded to show associates names per the name by clicking < symbol. You can also search by Team or Position To schedule your associate, simply drag the associate to the Scheduler and drop them in the appropriate task slot Scheduling Tips You can schedule more than one associate to a task Double-click a task to modify a shift Changes made to the schedule remain highlighted orange until you click Submit Whenever changes are made, confirm your total hours for the week are in line with your Target Productivity (this is the same as your Productive Hourly Labor) Important! The Scheduler will time out after 30 minutes of inactivity and all changes will be lost. Ensure you click Submit often, especially if scheduling large quantities of associates 6 P a g e

7 Productivity Dashboard The graphs on the Dashboard act as a visual aid to help you monitor productivity. They track Target and Projected Hours, Sales per Labor Hour, Labor Cost, and Labor % of Sales. For the financial success of both your account and sector, it is critical that you hit your account s productivity target. Achieving targets were identified by Sector Leadership as a key component to combating wage pressure and achieving financial success. Reading the Dashboard In order to get a better understanding of the information displayed on the Dashboard, it s important to understand the terminology and their definitions. Hours Target is based on budgeted sales and budgeted labor costs from SAP. Projected is actual hours worked week-to-date (may fluctuate daily) plus remaining scheduled hours Note: Projected Hours should be lower than Target to show you are meeting or performing better than budgeted hours SPLH (Sales per Labor Hour) Target is the current week s budgeted sales per hour Projected is the current week s sales per projected hour Note: Projected SPLH should be higher to show you are meeting or exceeding your SPLH target Labor Cost Target is the current week s budgeted labor spend Projected is a combination of actual labor cost to date plus the remaining schedule Note: Projected Cost should be lower than Target to show you are meeting or performing better than budgeted labor cost Labor % Sales Target is the percent of current week s budgeted labor cost as it relates to budgeted sales Projected is the percent of current week s projected labor cost as it relates to projected sales Note: Projected Labor % Sales should be lower than Target to show you are meeting or performing better than your labor percent of sales target 7 P a g e

8 Sales Forecast To adjust your Sales Forecast for the week, enter a positive or negative number in the Forecast Suggestion +/- Adjustment field, then click Adjust. Note: In the event you adjust the Sales Forecast by an incorrect amount (positive or negative), enter the full correct amount and click Adjust. The Dashboard will reset and add or deduct from the original Sales Forecast figure. Budget Conversion This area is view-only and creates a snapshot of budgeted information for sales and labor (figures are converted from Higher Ed s 48-week calendar to Compass 52-week calendar) P a g e

9 Productivity Details This area displays the target number of hours available for scheduling in order to meet your projected productivity. The Target Sales figures are from your cost center s Budget figures in MyFinance and feed directly to the Productivity Details screen weekly. 1. Click on the Productivity Details button on the Dashboard 2. Manually enter Schedule and Actual Temp Labor Dollars and Temp Labor Hours a. Use the Comments box to explain issues preventing your unit from meeting targets these will be included in Reports sent to Senior Leadership 3. Click Save P a g e

10 Scheduling to Targets Use Target Productive Labor Hours to schedule your week accordingly. As you drag & drop associates to Tasks on the Scheduler and return to the Productivity Details screen, Schedule Productive Labor Hours will populate. 10 P a g e

11 Daily View The Daily View button breaks down actuals by day Click on the Daily View button on the Dashboard Printing Select the Reports icon on the top right side of the Scheduler to choose from two reports: o Print Preview Report Choose the output format under Scheduling Report on the top left of the screen; a new window opens for the print or export options o Variance Report Allows user to compare two weeks and view variance in scheduled hours by task o 11 P a g e

12 Daily Activities Enter Sales into MyFinance Monitor your projected SPLH and adjust schedules to meet targets Troubleshooting If a blank screen appears when accessing Demand Based Scheduling, check your browser Compatibility Settings by following the below steps: 12 P a g e

13 Frequently Asked Questions Q. What is Demand Based Scheduling? A. Demand Based Scheduling consists of two tools the Scheduler and Productivity Dashboard that assist with scheduling more precisely and monitoring labor productivity more effectively. These user-friendly interfaces make scheduling less time-consuming and allows managers to see, with daily, real-time data, how scheduled labor aligns with Sector-specific target goals. Q. How do I learn more about the Scheduler and Productivity Dashboard? A. Log into MyLMS and search for Demand Based Scheduling. The course activities take about minutes to complete and are free of charge. Q. Am I still supposed to use the Scheduling tab in MySTAFF? A. No. You must use the Demand Based Scheduler exclusively to create your weekly schedules. Eventually, the old system located under the Scheduling tab in MySTAFF will be deactivated. Q. When I load the Demand Based Scheduler, why do I see a blank screen? A. This is caused by a web browser error. The preferred browser for MySTAFF is Google Chrome. If you use Internet Explorer, you must have the Compatibility View turned off for the scheduler to load. Q. What are some Don ts when creating Tasks? A. Do not create tasks for each individual responsibility that associates have within a single shift. Do not name a task after an associate. Do not change the Add to Template selection to Add to Current Week Schedule, unless you want to create a temporary task for one week. Q. When creating a Task, it asks for a meal time instead of meal minutes, and our unit doesn t schedule meal times. What do I do? A. When creating a task, meal time does not have to be the actual time they punch out and back in from meals; there is no schedule enforcement on meal punches. 13 P a g e

14 Q. I ve completed setting up my Tasks but I made an error. Can a task be edited once it has been saved? A. This functionality will be available in March Until then, once a task is saved, if there are any changes to the parameters (start, end, meal time, category, etc.) the task must be deleted and a new task created. Q. If an associate is scheduled with the older, legacy scheduling method, can that associate be assigned a Task on the Scheduler? A. Yes. The most recent task the associate is assigned to will override the previous assignment for the associate on that day once the Scheduler is saved. Q. If an associate shows up on the Scheduler in one of the Unassigned areas, can they be assigned to another task? A. Yes. A pop-up message similar to the one below will display. Click yes to override the assignment. Q. Why are my associates hourly totals not adding up correctly on the right side? A. Changes to an existing schedule do not adjust automatically and may cause totals to duplicate or reduce. After saving your adjustments, hit the Back to Search button to return to the Search screen. Go back into the schedule and you will see the totals have updated. Q. I m experiencing navigational issues or have general application questions regarding Demand-Based Scheduling. Who can I contact for support? A. You can contact Support via , PayrollLaborProject@compass-usa.com, or call , Option 4, Option 1, Option 8. Planned Future Enhancements - Alerts when attempting to assign an associate already scheduled to be off or on PTO in the Timesheets - Customizable parameters for the print version of the schedule - Ability to create task templates for periods of high or low volume - Recalculate button for new hourly totals after making schedule adjustments 14 P a g e