ComVida PROCEDURE MANUAL. Employee Management System. Staff Scheduling

Transcription

1 ComVida Employee Management System Staff Scheduling PROCEDURE MANUAL MARCH 11, 2002

2 Table of Contents 1 Introduction Configuration How To Add A Pay Code How To Add A Shift Code How to Add a Rotation Security Create a Security Group Create an Employee Group Define Application Access Employee Set-up How To Add A New Employee Importing Employees from ComVida Payroll Creating New Employees in EMS Adding an Employee to the Application Adding an Employee to a Rotation How To Add A New Operator Generating Assignments Global Generation Individual Generation (Rotation Assignment) Special Reminder Deleting Rotations What to do when an Employee Leaves Ending a Rotation Checking for and Deleting all Substitution Shifts Changing an Employee to Terminated (when an employee leaves) How To Permanently Change An Employee s Rotation Ending a Rotation Checking for and Deleting all Substitution Shifts Does the change in rotation affect the Employee Master? Add the Employee to the New Rotation Procedure Manual Page ii

3 9 How To Change Shifts (Assignments) Shift Handling Shift Handling Changing a shift Shift Handling Adding a shift Shift Handling Deleting a shift Multiple Change Multiple Substitution How to use the Annual Schedule How to Freeze Schedules How to use Stat Days How to use Stat Not Worked How to Transfer Schedules to Payroll Reports Schedule Reports Attendance Log Payroll Data Schedule Reports Sign In Sheet Employee Statistics Employee Assignment Assignment Rules Employee Rotation Assignment Shifts Rotations Pay Codes Configuration Reports Bridges Cost Centres Departments Employee List Holidays Lookup Codes Positions Scheduling Periods Skill Sets Units Security Reports Application Access Operator Employee Group Usage Procedure Manual Page iii

4 Operator Security Group Usage Employee Groups Employee Reports Employee Profile Employee Contacts Employee Call Records Employee Skill Sets Employee Birthday List Labels QUICK TIPS Loading MS Calendar Deleting Rotations Loading Current Internet Explorer Year End Procedure Enterprise Configuration Holidays Scheduling periods Staff Scheduling Technical Specifications Introduction Tools and Technology Current Application Reporting Security Future Direction Recommended Configuration Recommended Client Configuration Recommended Server Configuration (Single Server) Recommended Server Configuration (Multi Server) Minimum Configuration Minimum Client Configuration Minimum Server Configuration Storage Requirements ComVida Database Human Resources Database Staff Scheduling Database Miscellaneous Data Dictionary Procedure Manual Page iv

5 20 Appendix Procedure Manual Page v

6 1 Introduction The purpose of this document is to assist the user in performing the various functions available in the ComVida EMS System. For more detailed information about the different screens, please refer to the appropriate section of the User Guide. This procedure manual presents the application in the following sections: Staff Scheduling Configuration Adding New Employees Generate Assignments What to do when an Employee quits How to change Rotations Shift Handling How to Freeze Schedules How to Bridge Schedules to Payroll How to use Stat Days Security Annual Schedule Quick Tips Year End Procedure Technical Specs Data Dictionary Reports and how to use them Every effort has been made to ensure that the information in this document is accurate and complete. Should you have any comments, questions or suggestions, please direct them to: Client Services ComVida Corporation # Russ Baker Way, Richmond, BC V7B 1B4 Procedure Manual Page 1

7 2 Configuration Most of the configuration set-up will be done at the time the system is implemented; however there may be times when a new pay code, shift code or rotation needs to be added. The following sections step the user through the process. 2.1 How To Add A Pay Code Refer to the Staff Scheduling, Configuration section of the User Guide for more details about Pay Codes. 1. Go to Staff Scheduling, Configuration, Pay Codes. 2. Click. 3. Enter a unique six (6) character Code for the pay code. 4. Enter a Description of the pay code. 5. Enter the Payroll Code (ComVida Payroll Item) if this pay code is being transferred to payroll, otherwise leave blank. 6. Unless you are using a 3 rd -party Payroll application, we recommend that you not put a Pay Rate into the system. It is not automatically updated and is not used for the calculation of payroll. 7. Place a tick mark in the following fields. To do this, click on the field. Transferable Indicates that this pay code transferred to payroll. Procedure Manual Page 2

8 Counted Indicates that this pay code is used as an accumulator for worked hours in reports. All worked hours would have with the exception of premium paid items such as Shift differentials (as the paid hours would have already been accounted for by Regular/basic pay). Sick, vacation, days off, shift differential and other non-worked pay codes would not have the check box marked. Paid Identifies this pay code as an accumulator of paid hours in reports. All paid hours would have with the exception of premium paid items such as Shift differentials (as the paid hours would have already been accounted for by Regular/basic pay). E.g. Employee worked 75 hours, 75 hours Regular Pay and 15 hours evening differential. Reconcile would be to 75 hours paid and not the 90 total. Hint: The values for Counted and Paid do not interface to the type block filter settings in Payroll. These fields are exclusive to scheduling and are most commonly used as accumulators in reports in order to reconcile the number of worked hours as well as the number of paid hours. Seniority count Only those pay codes that should be included in Stat Not Worked calculation have seniority count Y. 8. When the information is complete, click. Procedure Manual Page 3

9 2.2 How To Add A Shift Code Refer to the Staff Scheduling, Configuration section of the User Guide for more details about Shifts. 1. Go to Staff Scheduling, Configuration, Shifts. 2. Click. 3. Enter a unique six (6) character Shift Code for the shift. 4. Enter a Description of the shift. 5. Department, Unit, Position and Cost Centre are optional. If these fields are left with (Use Default), the employee will be assigned to the shift with default values in their employee master file. Note: If the shift is to be used by only one department it is our recommendation that a department code be entered. Entering the department code will assign the hours to the appropriate department for employees who work in more than one department. 6. Select the Assign type of the shift. The Assignment Type will be displayed in the employee s Annual Screen. Procedure Manual Page 4

10 7. Enter the Shift Time, including To (using the 24 hour clock), and Total Hours for the shift 8. Check Available if this is an Available type shift. 9. Enter the Details for the shift. Each shift must contain at least 1 Detail line for each day of the week, at least one for All days. Important: The Detail s Pay Code settings will determine if this Detail s hours will be transferred to Payroll, and which Item code will be used in Payroll. a. Select the Day of the Week this Detail is applied. Use All for a Detail that is applied to every day. b. Select a Pay Type for the Detail. The Pay Type is informational, it is not get used elsewhere in the application. c. Select the Pay Code for this Detail. d. Enter the Start and End times for the Detail. e. Enter the Hours for the Detail. This is the number of hours the employee will be paid for this shift/pay code, when the Detail is transferred to Payroll. 10. Coverage can be left with 0 (not blank) if this shift is not department specific and you are not tracking coverage. Otherwise, for each Day of the Week, enter the number of staff that should be assigned to work this shift. Under Hol, enter the number of staff that should be assigned to work this shift on Stat Holidays. Additional Shift Tips The table of shifts should be created for all worked and non-worked shifts. The focus of scheduling and reports is on shift codes. The non-worked shifts should identify why an employee would not be at worked (days off, sick, vacation, not available, available, flex day, WCB, leaves...etc). It maybe beneficial to create shifts for: Denied shift, Not Available, No Show, Cancel Shift, Lateness, Not Clocking in/out, No Signature on Sign-in Sheet for tracking other exceptions. All shifts must be created prior to defining rotations. Procedure Manual Page 5

11 2.3 How to Add a Rotation Refer to the Staff Scheduling, Configuration section of the User Guide for more details about Rotations. A rotation is a pattern of shifts. The pattern can be comprised of worked shifts, days off and scheduled stats. Rotations are used by the system to generate assignments. 1. Go to Staff Scheduling, Configuration, Rotations. 2. Click. 3. Enter a unique ten (10) character Code for the rotation. 4. Enter a Description of the rotation. 5. Enter the Length of the rotation. The rotation length is the total number of days before the pattern repeats. Press. Note: The length of the rotation needs only to be defined until the pattern would repeat again from the start of the first line. Based on the number of days specified in Length, an * will be added in the number of days needed for shifts to be entered. 6. Select a shift for each Day in the rotation. Note: The week and number values are not specific to an actual day of the week. Week 1 Day 1 is not a specific day of the week; it is only an indicator of a position in the rotation, it is not the starting position for all employees. Procedure Manual Page 6

12 Many employees of a given department share the same rotation pattern but are linked up to the rotation on different days. Attaching of an employee to a rotation is done through Rotn. Assignment. 7. After entering all of the shifts, press. Procedure Manual Page 7

13 3 Security Refer to the Security section of the User Guide for more details about Security. Security is broken down to three components. 1. What the user can do. (Security Group) 2. Who the user can see. (Employee Group) 3. Which database can the user access. (Application Access) 3.1 Create a Security Group A Security Group is a set of access levels for each screen in the application. Each operator will have one or more Security Groups. 1. Go to Security, Security Groups. 2. Click. 3. Enter the following information: Name Description Application Type Give the group a unique ten (10) character name such as the department or level of responsibility. Enter a description of the group Choose the application type: Human Resources applies security levels to the Configuration screens and reports, and the Employee Procedure Manual Page 8

14 4. Set the appropriate Security Levels for each screen. 5. When complete, press. Repeat the process for each Security Group needed. Master. Staff Scheduling applies security levels to the Scheduling screens. Procedure Manual Page 9

15 3.2 Create an Employee Group An Employee Group is a logical set of employees. Each operator will have access to employees in one or more Employee Groups. 1. Go to Security, Employee Groups. 2. Click. 3. Enter the following information: Name: Description: Give the group a unique ten (10) character name such as the department Enter a description of the group 4. Move the appropriate employees from Available to Selected. Note: An employee may be part of more than one group. Click on the employee in the Available section of the screen then click the single arrow button to move one employee or click the double arrow button to move all employees in the list. Hint: Be sure to move any of the casuals that are to be shared by this department. 5. When complete, press. Refer to the section of this manual on how to add the appropriate security to each operator. Procedure Manual Page 10

16 3.3 Define Application Access An Application Access List identifies the operators that have access to an application. Each operator will have access to at least one application. Only employees with Operator settings, e.g. a User Name and Password on the Operator tab of the Employee Master are considered operators. Note: Most clients will use one application (database), however if more than one is required, please contact ComVida Corporation for more information and assistance to set this up. 1. Go to Security, Application Access. 2. Select the appropriate Application from the list (e.g. SS). 3. Move the operator(s) from the Available list to Selected. Click on the operator in the Available section of the screen then click the single arrow button to move one operator or click the double arrow button to move all operators in the list. 4. When complete, press. Procedure Manual Page 11

17 4 Employee Set-up 4.1 How To Add A New Employee Refer to the Employee Master section of the User Guide for more details about Employee Master. If ComVida Payroll is being used, you should enter the new employee in Payroll then perform Import Employee Master. If you do not use ComVida Payroll, or if you do not wish to import the employees, you may create them manually Importing Employees from ComVida Payroll New employees records will be created through this import, and changes (that were made in Payroll) to existing employees will be applied, as well.! The Employee code MUST be the same as the EMPL field in ComVida Payroll in order to export schedules to Payroll. 1. Go to Employee Master, Import Employee Master. 2. Click and navigate to the file to be imported, usually called EMSPREMP.LST. 3. Select defaults for the Employee Master settings of new employees that will be imported. 4. Click and review the list of employees being imported. Procedure Manual Page 12

18 Note: Employees that already exist in EMS will simply be updated with any changes that are displayed in the review window. E.g. their display name, default contact information (phone and address), their birth date, start date, social insurance number, and seniority hours. 5. Click to proceed with the import. 6. When complete, press. 7. Add any new employees to the appropriate application(s) and employee groups. Refer to Adding Employee to the database and Create an Employee Group for detailed instructions. 8. Update and add any of the information that is not transferred in from Payroll, and make any changes to the default settings where necessary. Important: You MUST add new employees to the appropriate applications and employee groups before the employees can be viewed, updated or scheduled Creating New Employees in EMS If you do not use ComVida Payroll or do not wish to import the employees, you may create them manually.! If you are using ComVida Payroll, the Employee code MUST be the same as the EMPL field in ComVida Payroll in order to export schedules to Payroll. 1. Go to Employee Master, Profile. Procedure Manual Page 13

19 2. Click. 3. Enter the following personal information: Code First Name Last Name Middle SIN Birth date Start date End date Seniority Status Give the employee a unique ten (10) character code. We recommend a combination of the last and first names, separated by a comma. Enter the employee s first name Enter the employee s last name Enter the employee s middle name or initial (Optional) Enter the employee s Social Insurance Number Enter the employee s birthdate in the format DD/MM/YYYY. Or press the date button to select the date. Enter the employee s startdate in the format DD/MM/YYYY. Or press the date button to select the date. For new employees, the End date is normally left blank. Enter the number of Seniority Hours currently held by the employee. Select the employee s status, normally Active. 4. Enter the default scheduling information: Department Select the department that the employee most often works, e.g. the employee s home department. Procedure Manual Page 14

20 Unit If applicable, select the unit the employee most often works. Position Select the position the employee most often works, e.g. employee s default position. Cost Centre If applicable, select the cost centre the employee most often works. Attendance Choose the employee s attendance type. Type EI Class If applicable, select the employee s Employment Insurance classification. Ad-hoc 1 & 2 Choose the appropriate values for this employee. Paid for nonworked stat? worked stats, check the box. If the employee is qualified for pay on non- Unit-producing Enter the percent of time the employee performs unit-producing work. 5. Enter any notes regarding the employee in the Comments box. 6. Click on the Contact tab and add the employees contact information. To create a new Phone number, first click, select the Type, and enter the employee s phone number. If it is the default method of contacting the employee, check the Default box. Click to save the new number. To create a new address, first click, select the Type, and enter the employee s address. If it is the default method of contacting the employee, check the Default box. Click to save the new address. To create a new mailing address, first click, select the Type, and enter the employee s address. If it is the employee s default address, check the Default box. Click to save the new address. 7. Click on the Skill Sets tab and select all applicable Skills. 8. When complete, press. 9. Press OK, when the warning is displayed that the employee is not part of the currently selected filter: 10. Press OK, when the warning is displayed that the employee must be assigned to an employee group: Procedure Manual Page 15

21 11. Add the employee to the appropriate application(s) and employee groups. Refer to Adding Employee to the database and Create an Employee Group for detailed instructions. Important: You MUST add the employee to the appropriate applications and employee groups before the employee can be viewed, updated or scheduled. 4.2 Adding an Employee to the Application After the employee has been added to the Employee Master file, the employee will need to be added to the appropriate application. 1. Go to Enterprise Configuration, Employee List. 2. Move the employee from the Available window to the Selected window. The employee must be moved to the selected list in order to see them in the application. Click on the Employee name under Available. Click to move one employee. If there is more than one new Employee, click to move all Employees. 3. Click. Procedure Manual Page 16

22 4.3 Adding an Employee to a Rotation After the employee has been added to the master file, he/she will need to be assigned to a rotation. 1. Go to Staff Scheduling, Employee, Rotn Assignments. 2. Click. 3. Choose the Rotation code. Hint: Open the Rotation screen (Scheduling, Configuration, Rotations) and minimize it so that ready access to the rotations is available to assist in assigning the correct rotation to the employee. 4. Enter the Start Date of the rotation (this would be the first day the employee works in this rotation) 5. Enter the Start Day (this is the day # within the rotation, for example Day 7 of a rotation).! Do not enter an End date if the system is to continue to produce assignments the next time global generate is performed. 6. The remaining fields will default to the equivalent fields in the Shift definition or, if a shift field is (Use Default), the Employee Master file. These can be changed if this rotation is always used for a specific Department, Unit, Position, or Cost Centre, or in the Assignment Type is unique to this rotation. Procedure Manual Page 17

23 7. When all fields have been entered, press.! Having attached the rotation does not generate the assignments (shifts)...to create assignments, refer to Generating Assignments for detailed instructions on generating assignments. Procedure Manual Page 18

24 5 How To Add A New Operator Refer to the Employee Master section of the User Guide for more details about Employee Master. Operators are simply employees that have been assigned a User ID and Password. So, the first step in setting up an operator is creating the employee. Once the employee has been created, you can give them operator priveleges. 1. Go to Employee Master, Operator. 2. From the Employees List, select the employee that is being given operator priveleges. 3. Enter a Username and Password. Retype the Password in the Confirm field for verification. Note: The username and password will be used by the operator to log in and they ll be used by the system for audit purposes. 4. Check each Employee Group that this operator will be able to access. 5. Click on the Security tab. Procedure Manual Page 19

25 6. Check the Application Access Group(s) under Human Resources and Scheduling to give the operator access to the various parts of the application. 7. When complete, press. Procedure Manual Page 20

26 6 Generating Assignments There are two (2) methods of generating assignments, globally and individually. 6.1 Global Generation Refer to Adding an Employee to a Rotation for information on how to add a rotation. This method will generate assignments for all employees (who have an active rotation) based on criteria selected up to the specified date. 8. Go to Staff Scheduling, Tools, Global Generation. 2. Enter the date assignments up to which are to be generated, Generate Assignments To. 3. Choose the Departments, Units, Positions, Cost Centres, Attendance Types and Adhoc fields. Hint: To choose specific departments etc., click All to remove the check mark, then choose the departments to generate. 4. Click. 5. The Generating Assignments dialog box will display. Depending on the length of time chosen and the number of employees, this process could take several minutes. Procedure Manual Page 21

27 When the generation of assignments is complete, the system will display a list of the assignments generated. There is no report produced so be sure to make note of any problems, so that any errors can be corrected. 6. Click. Procedure Manual Page 22

28 6.2 Individual Generation (Rotation Assignment) Refer to Adding an Employee to a Rotation for information on how to add a rotation. This method will generate assignments for the one employee up to the date specified. Use this method when there are only a few employees who need to have assignments generated. 1. Go to Staff Scheduling, Rotn. Assignment.! Remember the Start Date and Start Day will automatically change after the generation has been done. It will change to the NEXT start date. 2. Select the employee whose rotation assignment is going to be generated. 3. Press and enter the date that assignments are to be generated up to. The date entered should correspond with the date that all other employees have assignments generated to. For example if the original start date is September 23, 2001 and generate assignments is done up to December 31, 2001, the NEXT start date becomes January 1, Procedure Manual Page 23

29 6.3 Special Reminder Deleting Rotations Do Not Delete a rotation after you have generated assignments UNLESS you enter an End Date. If you delete the rotation without entering an End Date, shifts associated to that rotation will remain on the employee s schedule. When a new rotation is attached to the employee and the assignments generated, the employee may end up with two or more shifts on a given day. Correcting these errors is a time consuming process, and could result in costly overstaffing. Procedure Manual Page 24

30 7 What to do when an Employee Leaves When an employee leaves, their rotation will need to be ended, any substituted assignments will need to be deleted, and their status will need to be changed to Terminated. 7.1 Ending a Rotation 1. Go to Staff Scheduling, Rotn. Assignment. 2. Select the employee who is leaving. 3. Enter the End Date of the rotation. This should be the last day the employee works. Hint: Remember that the start date changes to be the next generation date therefore the End Date will likely be prior to Start Date. 4. Use the Comment field to record any notes on why the rotation ended. (Optional) 5. Press. 6. You will be prompted to delete existing assignments for that rotation. Click. Procedure Manual Page 25

31 ! Ending the employee's rotation will delete all open assignments that were generated beyond the last day worked. By ending the rotation, the next time a global generation is done it will not generate assignments for an employee who has quit. 7.2 Checking for and Deleting all Substitution Shifts Ending the employee s rotation will delete all future shifts associated with that rotation but it will not delete substituted or exchanged shifts. Use Monthly or Assignment List to view future shifts that may still be attached to the employee. Use Shift Handling to delete those shifts. 7.3 Changing an Employee to Terminated (when an employee leaves) Before changing an employee s status to Terminated be sure the rotation for that employee has been ended, see Ending a Rotation, and that all shifts that the employee worked have been transferred to Payroll, see How to Freeze Schedules. Procedure Manual Page 26

32 8 How To Permanently Change An Employee s Rotation Permanently changing an employee s rotation involves ending their current rotation, deleting any substituted assignments, adding them to their new rotation, and generating assignments. 8.1 Ending a Rotation 1. Go to Staff Scheduling, Rotn. Assignment. 2. Select the employee who is changing rotations. 3. Enter the End Date of the rotation. This should be the last day the employee works the rotation. Hint: Remember that the start date changes to be the next generation date therefore the end date could be prior to Start Date. 4. Use the Comment field to record any notes on why the rotation ended. (Optional) 5. Press. 6. You will be prompted to delete existing assignments for that rotation. Click. Procedure Manual Page 27

33 ! Ending the employee's rotation will delete all open assignments that were generated beyond the last day worked. By ending the rotation the next time a global generation is done, it will not generate assignments for the ended rotation. 8.2 Checking for and Deleting all Substitution Shifts Ending the employee s rotation will delete all future shifts associated with that rotation but it will not delete substituted or exchanged shifts. Use Monthly or Assignment List to view future shifts that may still be attached to the employee. Use Shift Handling to delete those shifts. 8.3 Does the change in rotation affect the Employee Master? Is there a change to the employee's: Department Unit Position Cost Centre Attendance (full-time, part-time, casual) EI Class If there is, update the information as appropriate, refer to Creating New Employees in EMS and the Employee Master section of the User Guide for details on changing the Employee Master. 8.4 Add the Employee to the New Rotation Refer to Adding an Employee to a Rotation and Generating Assignments or the appropriate sections in the User Manual for more information. Procedure Manual Page 28

34 9 How To Change Shifts (Assignments) The majority of modification will involve changing an employee from a worked shift to a non-worked shift and attaching the worked shift to the replacement(s). The remainder is ensuring that the times and hours for the shift are correct for payroll. Use the Daily Sign-In sheets and/or the Time Clock Exception Report (if appropriate) as the sources of information to make the necessary changes. These reports will identify which employee(s) did not make it in to work, possibly the reason and the replacement.! Frozen assignments will not be affected by any of the Tools that manage shifts. To make changes to frozen assignments, first unfreeze them, then make any necessary changes and freeze them again. 9.1 Shift Handling The Shift Handling Tool manages an entire shift for one or more days, including any differentials that might be attached. There are three options in shift handling: changing, adding and deleting Shift Handling Changing a shift Shift Handling - Change is the most commonly used tool, you can use it to change a worked shift to a non-worked shift (vacation, sick) or to change an employee from available to a worked shift. 1. Go to Scheduling, select Tools, Shift Handling. 2. Select the Employee whose shift is being changed. 3. Choose the Shift to be changed. Procedure Manual Page 29

35 4. Enter the range of dates during which the change should be made. 5. Click the Change Shift option. 6. Selecting a Department, Unit, Position, Cost Centre, Assign Type or EI Class will override that default field in the Shift or in the Employee Master. 7. Choose the New Shift. 8. Press to complete Shift Handling Adding a shift Use Shift Handling - Add to create a 2 nd shift on a specific day, e.g. when an employee works part of a shift then goes home sick for the last few hours. You can add the Sick shift and update the hours of the worked shift. The Scheduling Reports will print both shifts - the worked shift and the non-worked shift, showing at a glance that the employee worked and went home sick. 1. Go to Scheduling, select Tools, Shift Handling. 2. Select the Employee for whom a shift is being added. 3. Choose the Shift to be added. 4. Enter the range of dates during which the addition should be made. 5. Click the Add New Shift option. Procedure Manual Page 30

36 6. Selecting a Department, Unit, Position, Cost Centre, Assign Type or EI Class will override that default field in the Shift or in the Employee Master. 7. Press to complete Shift Handling Deleting a shift Use Shift Handling - Delete to remove shifts for one or more days, e.g. when an employee has been booked for a shift and has now been offered a block of shifts. Delete and re-assign the extra shifts to another employee. 1. Go to Scheduling, select Tools, Shift Handling. 2. Select the Employee for whom the shift is being deleted. 3. Choose the Shift to be deleted. 4. Enter the range of dates for which the shift is to be deleted. 5. Click the Delete Shift option. 6. Press to complete. Procedure Manual Page 31

37 9.2 Multiple Change The Multiple Change tool is similar to the concept of Find and Replace. It uses criteria to isolate a group of shifts (assignments) and apply a set of changes to that group. This tool is often used to change the start and/or stop time, the pay code, or the number of hours if an employee does not work a full shift. 1. Go to Scheduling, select Tools, Multiple Change. Using the example from the Shift Handling - Add, change the hours from 0.00 to Select the Employee whose assignments are to be changed. To apply a change to all employees, choose (All). 3. Choose the Shift to be changed. To apply a change to all shifts, choose (All). 4. Enter the range of dates during which the change should be made. 5. On the left side of the screen, under Criteria, set the fields that will determine which assignments are changed. Hints: To specify a Start Time, End Time or Hours criteria, click All to remove the check mark next to the field, and enter the specific time or hours to search for. Leaving a drop-down set to (None) indicates that field will not be used as criteria when determining which assignments will be changed. 6. On the right side of the screen, under New Values, enter the values that will be applied to the assignments that match the criteria. Hints: To change a Start Time, End Time or Hours, click Keep to remove the check mark next to the field, and enter the new time or hours for the assignments. Procedure Manual Page 32

38 Leaving a drop-down set to (None) indicates that field will not be changed. 7. Press to complete. 9.3 Multiple Substitution Multiple Substitution is the preferred method of changing shifts for an employee who did not come to work and assigning the worked shift to the replacement. It is also useful for replacing an employee who is going on an extended leave, where one or more employees are inheriting assignments. This screen will change the original employee s worked shift to that of a non-worked shift (i.e. sick, leave, vacation), assign the first replacement employee the original employee s shift(s), assign the replacing employee s shift to a second replacement, and so on until there are no more replacing employees. Benefits: It does shift changes for the employee who goes off and for all the replacing employees in one screen at one time. If the replacing employee s position should be changed due to the substitution you can change it. 1. Go to Scheduling, select Tools, Multiple Substitution. 8. Select the Employee with the original shift. 9. The employee s Position will be defaulted from the employee master. Choose another position if applicable. Procedure Manual Page 33

39 10. Enter the range of dates for the substitution. Note: Keep in mind the range of dates in the From and To fields when entering the substituting employee(s) as they will be picking up the entire block of time specified in these fields. 11. Select the New Shift to which the employee is being assigned. 12. Choose the appropriate Assignment Type. 13. In the Retain column, click for each shift that should not be replaced during the period. For example, Days Off and Scheduled Stats should always be checked. 14. If the replacing employee(s) retains their EI class, click Keep EI Class. Otherwise, clear the check. 15. For each replacing employee: a. Select the employee from the Available list. b. The employee s default position will be selected automatically. Hint: If the employee s Position should be changed for the substitution, i.e. a Dietary Aide filling in for a Cook, that should be paid the Cook rate, choose the Cook Position for the substitution. c. Click. Hint: The employee on the bottom is replacing the one listed above. 16. When all replacements have been selected, press. 17. If the replacing employee is not able to arrive on time for the shift, change the hours using Multiple Change. Procedure Manual Page 34

40 10 How to use the Annual Schedule This screen displays the annual assignments for an employee based on the Assignment Types. This screen uses the first character from the Assignment types list to display similar shifts. For example the x shifts are days off, V may refer to Vacation days. This is a valuable tool to easily identify patterns or to ensure that an employee has taken all of the stat days they are entitled to. Procedure Manual Page 35

41 11 How to Freeze Schedules Prior to transferring schedules to Payroll, the assignments must be frozen. Once they have been frozen, they cannot be changed, so it is recommended that the Freeze be done immediately prior to the transfer. To change a frozen assignment prior to transferring to Payroll, unfreeze the schedules, then make necessary changes, and freeze again. 1. Go to Scheduling, select Tools, Freeze/Unfreeze. 2. Enter the From and To date range of assignments to be frozen or unfrozen. 3. Choose the Departments, Units, Positions, and Cost Centres. Hint: You may freeze or unfreeze one or more departments at a time. For example, to choose specific departments etc., click All to remove the check mark, then choose the departments to freeze. 4. Click. 5. The Freezing Assignments dialog box will display. Depending on the length of time chosen and the number of employees, this process could take several minutes. Procedure Manual Page 36

42 A report of assignments that have been frozen will display. 6. Click the printer icon to print this report or review it on the screen. 7. Click. Procedure Manual Page 37

43 12 How to use Stat Days This screen is used to change a pay code for any shift worked on a Stat day. For example, changing the RegPay code to the Stat Pay for any shift chosen in the Shift block on the left hand side of the screen. Consider that some sites may need to set up stat days twice. One for the actual stat, and the other for the previous day because of night shifts paid the stat on the day where the bulk of the hours occur. Procedure Manual Page 38

44 13 How to use Stat Not Worked The Statutory Days Not Worked process is a tool used to calculate and add assignments for employees entitled to pay for Statutory Holidays. This tool replaces the current ComVida TRS process that produces summarized assignments based on the SS payroll export. The user will be able to specify the holiday date, cutoff date, the calculation period, whether or not to include employees with less than 15 days worked, as well as the shift to create assignments for a predefined StatNotWorked shift. Based on the specified information and the average hours worked during the calculation period (and the number of days worked), detailed assignments are created which may be transferred to payroll. These assignments may optionally be created already frozen for users who wish to use this tool after their main freeze. Once the tool has successfully run, the Payroll Data Detail By Employee report will be triggered showing all of the assignments that were created. Since the created assignments are the same as all other assignments, they may be handled and adjusted similar to other assignments in the system. This function uses the following steps to calculate hours for the Stat Not Worked shift: Calculate the number of days worked (keeping in mind that there could be multiple assignments on the same day, they all count as one), and the total hours worked. If an employee has at least 15 unique days of included assignments within the Calculation Period: Average # of hours worked in the Calculation Period (Total hours from included assignments / # of days worked) If an employee has less than 15 unique days of included assignments within the Calculation Period and the Include Employees who worked less than 15 days in the Calculation Period? is Yes: Total of hours worked in the Calculation Period divided by 15 (Total hours from included assignments / 15) If neither condition is true, no assignment will be generated. Procedure Manual Page 39

45 Set-Up Create a pay code for Stat Not Worked if one does not already exist. For more information about adding a paycode, refer to the section of this manual titled Configuration, How to add a pay code Create a shift for Stat Not Worked if one does not already exist. For more information about adding a paycode, refer to the section of this manual titled Configuration, How to add a shift Update the Employee Profile information If the employee is to be paid for non-worked stat, put a checkmark in the box. Only employees with this flag set will be included in the process. Procedure Manual Page 40

46 In determining assignments to be included in the calculation of Stat Not Worked, EMS will look for shifts that contain a paycode that has a checkmark in Seniority Count. Procedure Manual Page 41

47 Process: To use this feature, from within Staff Scheduling, under Tools, choose Stat Not Worked. 1. Holiday Date: Select the holiday in the list on the left of the page; the assignment(s) generated will be for this holiday. The Holiday date will appear in the textbox on the right. 2. Qualifying Cutoff Date: Fill in the Qualifying Cutoff date; employees who qualify for Non-Worked Stat Pay must also have a Start Date that is on or before this Cutoff date. To determine the Cutoff Date: count back 30 days not including the holiday. 3. Calculation From Date: Next fill in the calculation From date: The From date: is the start of the calculation period, likely 28 days from the date of the last Saturday before the holiday. 4. Calculation To Date: Next fill in the Calculation To date: the assignments worked during this time period will be used to determine whether an employee qualifies. To determine the To date, find the last Saturday before the holiday. 5. Stat Not Worked Shift: Select the shift to be applied to qualifying employees from the drop-down list. Procedure Manual Page 42

48 6. Include employees who worked less than 15 days: 7. Create assignments as frozen You may choose to include employees who worked less than 15 days during the Calculation Period. If so, put a checkmark in the field. You may also choose to create assignments as frozen if you wish. A payroll Data Report (Detail by Employee) will automatically be generated when you click the OK button. Procedure Manual Page 43

49 14 How to Transfer Schedules to Payroll Prior to transferring schedules to Payroll, the assignments must be frozen. Assignments can only be transferred to Payroll once, so it is recommended that the transfer be done only after all frozen assignments have been checked for accuracy. 1. Go to Scheduling, select Tools, Export to Payroll. 2. Enter the From and To date range of assignments to be transferred. 3. Choose the Bridge Type, e.g. selecting comvida Payroll will ensure that the exported file is in the format required by ComVida Payroll. 4. Choose the Bridge Code that corresponds to the Bridge table defined in the Enterprise Configuration. 5. Click. 6. The Generating Export dialog box will display. Depending on the length of time chosen and the number of employees, this process could take several minutes. Procedure Manual Page 44

50 A report of assignments that are being transferred will display. 7. Click the printer icon to print this report or review it on the screen. 8. If, after reviewing the assignments to be transferred any errors are found, click. Unfreeze the assignments (if necessary), make the necessary changes, then perform the Freeze again and repeat the Transfer process. 9. If the assignments to be transferred are correct, click. A message will be displayed indicating that, if the export file contents are displayed in a window, you should choose File Save As to save the file to your hard drive (this is dependent on you computer s internet settings). 10. In most cases, a File Download window will be displayed. Ensure that the option to save the file to disk is selected, i.e.. Then click. Procedure Manual Page 45

51 11. A Save As window will then be displayed, prompting you for a location, file name, and file type. In the Save in: box, choose the folder where your Payroll files are located, e.g. C:\HR\PR Enter PRTRN.LST in the File name, and change the Save as type to All Files. 13. Click. 14. If the file already exists, a warning will be displayed. If you are certain that the file can be overwritten, click, otherwise, click and enter a different File name. 15. A confirmation screen may be displayed when the download is complete. Click. Procedure Manual Page 46

52 16. Click again on the Export screen to return to Scheduling. Procedure Manual Page 47

53 15 Reports Actual report samples are included in the Appendix of the manual Schedule Reports These reports provide information on employee assignments and scheduling specific configuration codes Attendance Log Detail: Prints in date order, listing the shift, employee and the pay codes and the hours. Summary: Prints in date order, listing the each shift s scheduled and actual staff coverage and the difference as well as the total hours. Shift Summary: Prints summarized list of shifts for the period specified Payroll Data Detail by Department: Prints in Department order, by employee and date; a list of shifts and pay codes the number of hours, position code, class and payroll item number. It prints a total of hours, which is the sum of the hours of the pay components. Detail by Employee: Prints by employee and date; a list of shifts and pay codes with the number of hours, position code, class and payroll item number. It prints a total of hours, which is the sum of the hours of the pay components. PayCode Summary: Sorts on pay code and totals by pay code hours. Department Summary: Sorts by department, then by pay code, and totals the number of hours per pay code with a total hours by department. This report can be used to verify that pay codes have not been missed. Procedure Manual Page 48

54 Schedule Reports Detail by Employee Prints per employee all shifts within a 2-week date range, as well as the pay codes attached to each shift. Focus is on pay code. Shift Summary Prints a summary of all shifts within a 2-week date range, and the total number of hours associated per shift per day. This report can be used to ensure total hours for worked shifts is the required number of hours of coverage per shift and for the day. It will help identify over or under hours for a given day and/or shift(s). Shift Worksheet Prints a 2-week range the shifts but there are no totals. This is a blank worksheet can be used for planning Sign In Sheet For each day, prints a list of employees by dept, along with their shift and scheduled start and stop times. The employees will use this report to sign in. This report can be used to record what happened in a given day and provide a source for inputting changes Employee Statistics Shift Summary Prints for a range of months, spanning 1 year, by employee, a summary of shifts. This is an excellent report for department heads to track occurrences/patterns of sick/vacation/edo/stats. Once assignments for the following year have been generated, employees can be given their entire years schedule (only print the shifts not pay codes). Pay Code Summary Prints for a range of months, spanning 1 year, by employee, a summary of pay codes. Procedure Manual Page 49

55 Employee Assignment Prints a 2-week schedule in calendar format listing the employees and their shifts within a department. The report sorts by department and totals the hours for the employee within the 2- week range. It can be posted for employees to review their assignments Assignment Rules Lists the assignment rules for each employee. It identifies their default department, cost centre unit and position Employee Rotation Assignment Shifts Lists the rotation an employee has been attached to. It lists the original start date as well as the new start date. This is a list of the shifts that have been entered into the system. Chose Schedule Reports, Shifts. This report can be for one shift or any combination of shifts Rotations This is a list of the rotations that have been entered into the system. Chose Schedule Reports, Rotations. This report can be for one rotation or any combination of rotations Pay Codes This is a list of the Pay Codes that have been entered into the system. Chose Schedule Reports, Pay Codes. This report can be for one Pay Code or any combination of Pay Codes. Procedure Manual Page 50

56 15.2 Configuration Reports These reports will list the various types of codes that are defined in Configuration Bridges This is the translation table that has been entered into the system. Chose Configuration Reports, Bridges Cost Centres This is a list of the Cost Centres that have been entered into the system. Chose Configuration Reports, Cost Centres. This report can be for one Cost Centre or any combination of Cost Centres Departments This is a list of the Departments that have been entered into the system. Chose Configuration Reports, Department. This report can be for one department or any combination of departments Employee List Holidays This is a list of the Employees that have been entered into the system. This is a list of the Holidays that have been entered into the system Lookup Codes Positions This is a list of the Lookup Codes that have been entered into the system. This is a list of the Positions that have been entered into the system Scheduling Periods This is a list of the scheduling periods that have been entered into the system Skill Sets This is a list of the skill sets that have been entered into the system. Procedure Manual Page 51

57 Units This is a list of the units that have been entered into the system Security Reports The reports provide information of the security settings within the application Application Access This report lists the application ad which employees have access to that application Operator Employee Group Usage This report lists the different employee operators and what group they belong to Operator Security Group Usage This report lists the employees that belong to each security group Employee Groups This report lists the different employee groups and who belongs to each group Employee Reports The following reports provide information on the Employee Master Employee Profile This report includes detailed master information for each employee Employee Contacts This report lists each employee s contact information Employee Call Records This report provides a list of calls by date Employee Skill Sets This report lists each employee s skill sets. Procedure Manual Page 52

58 Employee Birthday List This report will provide a list of employees born in a particular month, or are a given age on a specific date Labels Mailing or filing labels can be printed with this report. Procedure Manual Page 53

59 16 QUICK TIPS 16.1 Loading MS Calendar There may be times when the Microsoft Calendar does not display. To download this unsigned ActiveX control, follow the steps below. 1. Launch your Internet Explorer. 2. Click on Tools, Internet Options. 3. Click on the Security Tab. 4. Click on Custom Level. Procedure Manual Page 54

60 5. On the option Download unsigned ActiveX controls, click Prompt. Hint: This setting can be reset once the calendar is displayed. This must be done on all workstations that are having a problem with the calendar. Procedure Manual Page 55

61 16.2 Deleting Rotations There are times when it is necessary to delete a rotation. Do this with caution. If you delete a rotation without putting an End Date on the rotation, the rotation will be deleted BUT all the assignments will still be attached to the employee if a generate assignments has been done. As a general rule, ALWAYS put an end date when you want to delete the rotation. This will ensure that your schedules are not cluttered with incorrect shifts. Procedure Manual Page 56

62 16.3 Loading Current Internet Explorer All workstations require Internet Explorer 5.5 SP 1 or higher to be installed. 1. To download the upgrade, go to Choose Internet Explorer 5.5 SP2 and Internet Tools from the list. Procedure Manual Page 57

63 17 Year End Procedure The following processes must be completed every year and should be done prior to generating assignments for the following year Enterprise Configuration Holidays All of the stat holidays for the next year will need to be identified.! To avoid errors DO NOT update the dates for the current year. Add new dates. This will ensure that any remaining stats for the current year will be identified correctly. Click on the button and add all of the holidays for the next year Scheduling periods The scheduling period for the next year will need to be defined. Click on the button and add the scheduling period for the next year. The start date should be the first pay period start date for the new year. This date may fall in December. Scheduling periods are used in the Shifts to be filled page, the Hours listed to the right of each available employee are the total Counted hours for the current scheduling period, and the assignment list at the bottom of the page displays the current period s Procedure Manual Page 58

64 Once these steps have been completed, generate assignments for the next year Staff Scheduling Global Generation The Global Generation process will create assignments for all employees who have a rotation attached to them. The system will look at the Start Date and create an assignment for every day up to the specified date. This process may take several minutes depending on the number of employees, the length of time you are generating assignments for as well as the speed of the computers. This process can generate assignments for one department or all departments, depending on the criteria selected. Procedure Manual Page 59