Using Scheduler for Enhanced Time & Attendance

Transcription

1 Using Scheduler for Enhanced Time & Attendance Parts 3 and 4 Handout Manual V ET7 Copyright 2014 ADP, Inc.

2 ADP s Trademarks The ADP logo and ADP are registered trademarks of ADP, Inc. In the Business of Your Success is a service mark of ADP, Inc. Third-Party Trademarks Microsoft and Windows are registered trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks and service marks are the property of their respective owners. Copyright 2014 ADP, Inc. ADP Proprietary and Confidential All Rights Reserved. These materials may not be reproduced in any format without the express written permission of ADP, Inc. ADP provides the publication as is without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. ADP is not responsible for any technical inaccuracies or typographical errors which may be contained in this publication. Changes are periodically made to the information herein, and such changes will be incorporated in new editions of this publication. ADP may make improvements and/or changes in the product and/or the programs described in this publication at any time without notice.

3 USING SCHEDULER FOR ENHANCED TIME & ATTENDANCE HANDOUT MANUAL Contents Part 3: Populating Schedules with Scheduler Module 4: Assigning Schedules to Employees Part 3 Introduction Module 4 Introduction Purpose Topics Working with Pattern Templates Overview What Are the Methods to Set Up Schedules? What Are Pattern Templates? Practice: Creating Pattern Templates Practice Results: Creating Pattern Templates Working with Schedule Templates Overview What Is a Schedule Template? The Schedule Template Creation Process Activity: Creating a Schedule Template Populating a Schedule Template Job Aid Activity: Rolling Out a Schedule Template Evaluating a Schedule Template Job Aid Retracting a Schedule Template Job Aid Practice: Creating and Rolling Out a Schedule Template Practice Results: Creating and Rolling Out a Schedule Template Working with Employee Time Off Overview What Is Scheduling Time Off? Scheduling Time Off Job Aid Practice: Scheduling Time Off Practice Results: Scheduling Time Off Module 4 Summary Topics Knowledge Check Copyright 2014 ADP, Inc. iii V ET7

4 USING SCHEDULER FOR ENHANCED TIME & ATTENDANCE HANDOUT MANUAL Module 5: Working with Open Shifts Module 5 Introduction Purpose Topics Creating Open Shifts Overview What Is an Open Shift? What Is the Schedule Generator? What Is the Priority Scheduling Engine? Creating Open Shifts by Unassigning a Shift Job Aid Adding Open Shifts Directly to the Schedule Job Aid Creating Open Shifts Using the Calculate Open Shifts Option Job Aid Practice: Creating Open Shifts Practice Results: Creating Open Shifts Filling Open Shifts Overview What Is the Schedule Assistant? Filling Open Shifts Using the Schedule Assistant Job Aid Practice: Filling Open Shifts Using Schedule Assistant Practice Results: Filling Open Shifts Using Schedule Assistant What Is the Call List? Practice: Filling Open Shifts Using the Call List Practice Results: Filling Open Shifts Using the Call List Locking Shifts and Days Overview What Is Locking Shifts and Days? Viewing the Schedule Planner Audit Job Aid What Are the Action Palette and Scheduled Toolbar? Module 5 Summary Topics Knowledge Check Part 3 Closing Part 4 Preview Copyright 2014 ADP, Inc. iv V ET7

5 USING SCHEDULER FOR ENHANCED TIME & ATTENDANCE HANDOUT MANUAL Part 4: Evaluating and Maintaining Schedules Module 6: Evaluating Schedules Part 4 Introduction Module 6 Introduction Purpose Topics Determining Adequate Coverage Overview What Is the Evaluate Stage? What Is Evaluating Coverage? Determining the Effectiveness of Your Schedule Overview What Is Evaluating Coverage Using the Coverage Tab View? What Are Daily Coverage Views? What Is Coverage? What Is a Rule Violation? Explore: The Hours Summary Tab Module 6 Summary Topics Knowledge Check Module 7: Managing Schedules Module 7 Introduction Purpose Topics Posting Schedules Overview What Is the Manage Stage? Posting a Schedule Job Aid Generating and Printing a Schedule Report Job Aid Maintaining Schedules Overview What Is Maintaining a Schedule? Maintaining Schedules Job Aid Module 7 Summary Topics Copyright 2014 ADP, Inc. v V ET7

6 USING SCHEDULER FOR ENHANCED TIME & ATTENDANCE HANDOUT MANUAL Knowledge Check Knowledge Check Putting It All Together Course Closing Continuing Education Credits Training Evaluation Using Scheduler for Enhanced Time & Attendance (72249) Appendix Copyright 2014 ADP, Inc. vi V ET7

7 Using Scheduler for Enhanced Time & Attendance Part 3: Populating Schedules with Scheduler Module 4: Assigning Schedules to Employees Handout Manual

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9 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Part 3 Introduction In this part: Module 4: Assigning Schedules to Employees Module 5: Working with Open Shifts Module 4 Introduction Purpose This module prepares you to use Scheduler tools to assign schedules to employees. Topics This module includes the following topics: Working with Pattern Templates Working with Schedule Templates Working with Employee Time Off Copyright 2014 ADP, Inc. 4-1 V _3ET7

10 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Working with Pattern Templates Overview Once you have checked staff availability, you are ready to set up your schedules. Creating pattern templates is one method of setting up schedules. What Are the Methods to Set Up Schedules? Overview Scheduler provides the following four methods for setting up your schedules: Pattern templates Schedule templates Schedule Generator Priority Scheduling Engine Example Dot sets up her schedule for the surgery unit using the Schedule Generator and adds pattern templates for several employees who need to work shifts with repeating patterns. Methods and Descriptions The following table describes each method. Method Pattern templates Schedule templates Schedule Generator Priority Scheduling Engine Description Use to assign repeating schedules to specific employees whose schedules are recurring Use to maintain reusable schedules for a whole department or group of employees Use to automatically create or assign open shifts for a location according to specific criteria or rules Use to automatically assign open shifts to employees based on rules that align with production schedules, labor standards, and employee requests Copyright 2014 ADP, Inc. 4-2 V _3ET7

11 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES What Are Pattern Templates? Overview A pattern template is a sort of "cookie cutter" for shifts that repeat over a specific time period. You can create multiple pattern templates and assign them to employees whose work schedules align to varying recurring patterns. Pattern templates save you time because you need to assign them to employees only once. When you display a schedule for a future time period, the shifts for employees who are assigned to pattern templates are already laid out in the schedule. Example Megan, Cliff, and Kevin always work a standard daytime shift of 7 a.m. to 3:30 p.m. Tuesday through Saturday. Dot created a 7a-3:30p pattern template and assigned it to these employees so that she does not need to reschedule them to these same shifts every time she creates a new schedule. At the end of each week, this pattern template repeats and appears in future schedules until Dot deletes or modifies it. The following is an example of this pattern template. Tip Pattern templates are best suited for employees who work schedules that have a rotational or recurring pattern that is fixed for longer periods of time. Best Practice Before you build pattern templates, first build shift templates. Shift templates provide you with a list of all the possible stop and start times at your company. Once you have established your list of shift templates, the list will be available when you build your pattern templates. Additional Resources For the steps to create a pattern template, refer to the "Creating Pattern Templates Job Aid" in the appendix. Copyright 2014 ADP, Inc. 4-3 V _3ET7

12 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Practice: Creating Pattern Templates Scenario Megan Johnson is available and prefers to work an earlier weekday shift. Dot knows that Megan is a valuable employee and wants to accommodate her availability preference by assigning her a 6 a.m. to 3 p.m. pattern template. Reminder: Be sure to select Override Other Patterns. Instructions Step Action 1 Log on Enhanced Time & Attendance using your assigned user name and password. 2 Based on the scenario, create and assign a pattern template to Megan starting the next schedule period. 3 Name the pattern template 6a - 3p and describe it as "Early Morning Shift." Practice Login Information Record your login information here: Copyright 2014 ADP, Inc. 4-4 V _3ET7

13 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Practice Results: Creating Pattern Templates Copyright 2014 ADP, Inc. 4-5 V _3ET7

14 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Working with Schedule Templates Overview Schedule templates provide an efficient way to create future schedules for many employees at the same time. What Is a Schedule Template? Overview A schedule template is a blueprint that you use to create an ideal schedule for a location or job. You use schedule templates in situations where the same schedule is repeatedly used. You create a schedule template as a "skeleton" schedule just once and roll it out every schedule period. Schedule templates save you time when you must set up and reuse complex schedules containing many different shifts or locations. They are most appropriate to use when employees work a variety of shifts that frequently change. You can create schedule templates that apply to a specific number of days, weeks, or months and assign them to locations or groups of jobs that require coverage. When you roll out a schedule template, Scheduler automatically creates open shifts for jobs that require coverage but have no employee assignment. You can then fill the open shifts and make any changes to the schedule directly in the Schedule Planner while retaining your ideal schedule in the schedule template. Examples A large restaurant uses a schedule template for its dinner service. Each day, a set number of chefs and kitchen workers, wait staff, and bussers are required to work a set number of hours. The scheduling manager uses this template to generate a schedule for each schedule period and then populates the schedule with available employees. The emergency room (ER) of a city hospital uses a schedule template that provides additional coverage on Friday and Saturday evenings. The scheduling manager uses the template to generate a schedule for the ER for each schedule period and then populates the schedule with available nurses and other staff. The following is an example of the Schedule Template Editor page. Copyright 2014 ADP, Inc. 4-6 V _3ET7

15 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Row Types and Descriptions Row Type Both employee and shift template assigned No employee assigned Employee assigned but no shift template assigned Description Indicates an employee who works a regular shift Indicates an open job that needs to be filled Indicates an employee whose shifts regularly change Important Information You cannot copy a schedule from one schedule period to another. You have to create a schedule template that you can use to edit from one schedule period to another, as needed. Tip You can use a schedule template to test and analyze various schedules before rolling out the template into the Schedule Planner. Copyright 2014 ADP, Inc. 4-7 V _3ET7

16 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES The Schedule Template Creation Process Overview When you use the Schedule Template Editor to create and roll out a completed schedule template, Scheduler populates the Schedule Planner with the shifts and other data that display in the rows you selected for rollout. If an employee is assigned to a row, the shifts created in the Schedule Planner are scheduled for that employee. If no employee is assigned to a row, open shifts for the job are created for the shift templates assigned to the row. Description The schedule template creation process involves four stages. The following table describes each stage. Stage Description 1. Create the schedule template. Define the schedule template parameters: Number of days or weeks the template contains Anchor date to align with the rollout Locations and jobs 2. Populate the schedule template. Add rows to the schedule template and populate rows with jobs and employees. Assign shift templates to employees who work regular shifts and to jobs that require coverage as defined in workload plans. 3. Roll out the schedule template. When you roll out the schedule template, Scheduler: Creates the schedule for the next schedule period Assigns shifts to employees and creates open shifts for jobs that require coverage 4. Evaluate the rollout. Analyze the schedule in the Schedule Planner to ensure the rollout is satisfactory. Use Schedule Assistant or Call List to fill open shifts or offer them to eligible employees. If the rollout is unsatisfactory, retract the rollout and repeat the schedule template creation process. Copyright 2014 ADP, Inc. 4-8 V _3ET7

17 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Activity: Creating a Schedule Template Scenario Dot wants to create a schedule template for LPNs and LNAs in the Jacksonville surgery unit. She wants it to begin at the start of the next schedule period, which is a Sunday, and would like it to be two weeks in duration. Instructions Starting Point: Related Items > Admin Quick Links Step Action 1 Select Schedule Templates. 2 Click New. Result: The Schedule Template Configuration page displays. 3 In the Schedule Template Name field, enter Surgery LPNs and LNAs. Note: Enter a unique name that identifies the jobs or unit that applies to the schedule template. 4 In the Duration field, enter 2 and select Weeks. Note: The duration is usually the same as the length of your schedule period. 5 In the Description field, enter 2 week schedule for surgery unit LPNs and LNAs. 6 In the Anchor Date field, enter the start date of the next schedule period. Note: Entering the start date of the next schedule period as the anchor date synchronizes the rollout with the schedule period. The Anchor Date must be a Sunday. 7 In the Organizational Location field, click the arrow button. Result: The Location Selection window opens. 8 Select JaxN/Sgry/LPN and JaxN/Sgry/LNA and click OK. 9 Click Save & Return. Note: Select Inactive only if you do not want the template to be available in the Schedule Template Editor. Copyright 2014 ADP, Inc. 4-9 V _3ET7

18 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Populating a Schedule Template Job Aid Overview Each schedule template contains rows with reusable, stable schedules that you assign to employees who normally work those schedules or to employee positions that you expect to fill. You can then apply the schedule template to the actual schedule in the Schedule Planner, thereby significantly reducing the time it takes to create a schedule. Scenario Dot is ready to populate her new schedule template. Instructions Starting Point: Related Items > Admin Quick Links > Schedule Templates Step Action 1 Click Schedule Template Editor. 2 In the Select Schedule Template field, select the schedule template that you want to populate. Result: The rows for the selected schedule template display. 3 IF you need to: Add a row Copy a row Remove a row THEN point to Row and select: New Duplicate Delete 4 In the Row Label field, enter a description for the row. 5 In the Employee field, double-click in the cell and select an employee from the list. 6 In the Org Job field, double-click in the cell and select a job from the list. Note: The Org Job field must be populated in order to save the row. 7 In the FTE (Full-Time Equivalency) field, enter a number between 0 (zero) and 1.0. Note: This field is optional and represents the portion of a full-time equivalent position, where 1.0 is full-time and.5 is part-time. The default is In the Rollout Needed field, select all rows that you will roll out to the Schedule Planner. Note: Click to clear Rollout Needed for rows that you do not want to roll out. 9 In the day columns, select a cell or range of cells, click Shift Palette, and select a shift template from the list. Note: The shift templates you see are assigned to your shift template data access profile. 10 Click Save. Note: You can edit the schedule template until you are satisfied that it contains the optimum, reusable schedule for this unit or group of jobs. Important Information A schedule template can contain a maximum of 5,250 shift cells, or 125 rows and 42 days. Shift cells are calculated by multiplying the number of days by the number of rows in the schedule template. Copyright 2014 ADP, Inc V _3ET7

19 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Tips To save time, populate one row with job information and duplicate that row. When assigning an employee to a row, you can limit the list of employees that display by selecting a HyperFind Query option from the Show field. You can point to a job to display its organizational path. When assigning shift templates to days, you can select multiple contiguous cells in the following two ways: Select the first cell, hold the Shift key, and select the last cell. Click and drag to select a range of cells. Copyright 2014 ADP, Inc V _3ET7

20 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Activity: Rolling Out a Schedule Template Overview To create the schedule for the next schedule period, you roll out the schedule template into the Schedule Planner. The rollout assigns the shifts to employees and opens shifts for jobs that require coverage. Scenario Dot is now ready to roll out her new schedule template. Instructions Starting Point: Related Items > Admin Quick Links > Schedule Templates Step Action 1 Click Schedule Template Editor. 2 In the Select Schedule Template field, select Surgery 0 LPNs and LNAs. 3 Select Rollout Needed for each row that you want to include in the rollout and click Save. 4 On the menu bar, point to Rollouts and select Roll Out. Note: The Roll Out Schedule Template window opens. 5 In the Schedule Template field, select the schedule template that you want to roll out. Note: By default, the current template appears in the schedule template list. 6 In the Begin Rollout field, enter the date that aligns with the schedule period start date. Note: The Begin Rollout field must be a future date. 7 In the End Rollout field, enter the date that the rollout will end. Note: The rollout dates should coincide with future schedule period dates. 8 If necessary, select Ignore Anchor Date. Note: Use the anchor date for templates that span multiple weeks. Ignoring the anchor date is more appropriate for schedule templates that span less than seven days when you need to roll out consecutive iterations of the template without regard to days of the week. 9 To roll out this template only, click Roll Out & Close. Note: You can click Roll Out to roll out the current schedule template and remain in this window to roll out additional schedule templates. 10 Click OK. Important Information When you roll out a schedule template, Scheduler adds shifts to the schedule regardless of whether employees are already scheduled. To prevent the roll out from assigning shifts to days on which employees are already scheduled, lock those days. When the roll out encounters a locked day, it creates an open shift on that date for that employee s position so that you do not have to manually create an open shift. Best Practice Roll out schedule templates for only one schedule period at a time. Copyright 2014 ADP, Inc V _3ET7

21 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Evaluating a Schedule Template Job Aid Scenario Dot now wants to analyze the schedule in the Schedule Planner to ensure that the rollout of her schedule template is satisfactory. Instructions Starting Point: Related Items > Schedule Setup (Schedule Planner) Step Action 1 Select the location (or jobs) and time period for which the roll out occurred. 2 Click Refresh if the rolled out shifts do not display. 3 Verify that employees are assigned to shifts from the rollout and that open shifts were created for jobs with no employee assignment or because of locked days. Copyright 2014 ADP, Inc V _3ET7

22 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Retracting a Schedule Template Job Aid Overview One benefit of schedule templates is that you can roll them out and analyze their effectiveness. If you are not satisfied with the results, you may retract the rollout, edit the schedule template, and try again. The ability to retract a rollout is especially useful if you applied the rollout to the wrong dates or if you forgot to lock the days that were already scheduled, which may cause employees to be double-scheduled. Scenario Dot just realized she rolled out her new schedule template to the wrong schedule period. She wants to retract it so she can roll it out correctly. Instructions Starting Point: Related Items > Admin Quick Links > Schedule Templates Step Action 1 Click Schedule Template Editor. 2 In the Select Schedule Template field, select the schedule template that you want to retract. 3 On the menu bar, point to Rollouts and select View History & Retract. Result: The Rollout History window opens. 4 Click Retract. Note: You can only retract rollouts for future dates. 5 Click OK. Result: Shifts that were rolled out are removed from the Schedule Planner and the history for this rollout is deleted. 6 Click Close. Note: Shifts that were created by the rollout but subsequently modified in the Schedule Planner are not retracted. You cannot retract a schedule template after you have made changes to the schedule in the Schedule Planner. Copyright 2014 ADP, Inc V _3ET7

23 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Practice: Creating and Rolling Out a Schedule Template Scenario Willamina Thompson, the scheduling manager of the ICU, needs to update the next schedule period for all registered nurses. Instructions Step Action 1 Log on Enhanced Time & Attendance using your assigned user name and password. 2 Based on the scenario, create and roll out a schedule template using the following parameters: Schedule Template Name = RNs ICU xx Note: The xx represents the two-digit code included in your assigned user name. Duration = two weeks Anchor Date = first Sunday of the next schedule period Employee preference = Employee Sat-Sun Mon-Fri Robby Rose None D8 Scott Smith None N8 Open (do not enter an employee) D8 NA Wayne Allen E8 NA 3 Roll out the schedule template. 4 Check the updated schedules in the Schedule Planner. Practice Login Information Record your login information here: Copyright 2014 ADP, Inc V _3ET7

24 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Practice Results: Creating and Rolling Out a Schedule Template Copyright 2014 ADP, Inc V _3ET7

25 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Working with Employee Time Off Overview You can adjust your schedules to record the amount of nonproductive time, or time off, an employee will have. What Is Scheduling Time Off? When you schedule time off, you update your schedule to indicate that employees are unavailable to work due to events such as jury duty, vacations, or training. Example To schedule time off, you enter a pay code edit for an employee to reflect the pre-approved time off. The following is an example of the Pay Code Editor window. Important Information When you schedule time off, you select an option in the Amount field that reflects the amount of time the employee is taking. This sets the amount to the sum or half of the sum of all shifts during the day. If the employee has no shifts, the amount is 0:00. Management has the option of indicating how pay code edits will affect an employee's availability. Setting an unavailable start time and unavailable amount in the Pay Code Editor triggers an automatic availability override for the employee. Enter the unavailable start time and unavailable amount only if the pay code is replacing a shift. Note: These fields will be active only if the pay code affects availability. Copyright 2014 ADP, Inc V _3ET7

26 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Scheduling Time Off Job Aid Scenario Megan Johnson just received approval to take a vacation day on the first Monday of the next schedule period. Dot needs to record this time off and create an open shift while she finds someone to substitute for Megan. Instructions Starting Point: Related Items > Schedule Setup (Schedule Planner) Step Action 1 Select the By Employee tab. 2 Select the schedule period within which you need to record the time off. 3 Select the cell for the day for the employee and the day for which you want to record time off. 4 Select Pay Code > Add. 5 In the Pay Code field, select a day-based pay code from the list. 6 In the Amount field, enter the amount of time off or select one of the amount options. Enter the time as a day or as a portion of a day using decimals ranging from to Note: You cannot enter a negative value for day-based cascading pay codes. 7 Select Override Shift. 8 If you need coverage for the shift, select Create Open Shift. 9 In the Start Time field, enter the starting time of the time off. Note: The Unavailable Amount field is automatically updated based on pay code configuration. 10 In the Comments field, select a comment. 11 Click OK. 12 Click Save. Important Information The number of days in the Number of Days field should reflect the total number of calendar days. For example, an employee who works Monday through Friday takes a week off, so five days are recorded. Duration-type pay codes account for breaks, shift differentials, and overtime and apply only to full schedule and full contract days. Copyright 2014 ADP, Inc V _3ET7

27 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Practice: Scheduling Time Off Scenario Dot needs to schedule training time for Kevin Atwood and Rich Case for Monday, Tuesday, and Wednesday of the first week of next week s schedule period. She needs to cover all the shifts that Kevin and Rich were supposed to work on those days. Instructions Step Action 1 Log on Enhanced Time & Attendance using your assigned user name and password. 2 Based on the scenario, schedule time off for the employees and create open shifts. Copyright 2014 ADP, Inc V _3ET7

28 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Practice Results: Scheduling Time Off Copyright 2014 ADP, Inc V _3ET7

29 PART 3 > MODULE 4: ASSIGNING SCHEDULES TO EMPLOYEES Module 4 Summary Topics This module included the following topics: Working with Pattern Templates Working with Schedule Templates Working with Employee Time Off Knowledge Check 1. Coverage needs in the surgery unit are generally met by the same employees working the same schedule from week to week. Which of the following is the best method to create a schedule for the surgery unit? a. Pattern template b. Schedule template c. Priority Scheduling Engine d. Schedule Generator 2. Most technicians in the radiology unit work rotating shifts that repeat every two months. Which of the following is the best method to create a schedule for the technicians? a. Pattern template b. Schedule template c. Priority Scheduling Engine d. Schedule Generator Copyright 2014 ADP, Inc V _3ET7

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31 Using Scheduler for Enhanced Time & Attendance Module 5: Working with Open Shifts Handout Manual

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33 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS Module 5 Introduction Purpose This module prepares you to create and fill open shifts in your schedules. Topics This module includes the following topics: Creating Open Shifts Filling Open Shifts Locking Shifts and Days Copyright 2014 ADP, Inc. 5-1 V _3ET7

34 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS Creating Open Shifts Overview The next step in the Create stage of the scheduling cycle is to create or assign any open shifts. What Is an Open Shift? An open shift is a shift that is required for a job and time span that has not been assigned to an employee. Open shifts appear in the schedule as red entries and are grouped by job. Open shifts are generated from a merge of the current schedule and the staffing plan. When a shift is required in the staffing plan and is not yet scheduled, it appears in the Schedule Planner as an open shift when being calculated automatically. Example The following is an example of open shifts. Open Shift Creation Methods and Descriptions Scheduler provides several methods for creating open shifts in your schedule. The following table describes these methods. Method Schedule Generator Pay Code Edit Unassign the shift. Add the open shift to the schedule. Calculate Open Shifts Schedule template Description Automatically creates open shifts for a location according to specific criteria or rules, such as workload volume and organizational policies When you make a pay code edit to an employee s shift, you can choose to have the shift that you are replacing appear as an open shift. Automatically creates an open shift and marks the shift as unassigned You can add open shifts directly to the schedule or by using schedule templates. Calculates where open shifts should occur and automatically adds them to the schedule. Note: Use this option to create open shifts from shift sets. You can add open shifts when you create a schedule template. Important Information You must select View > Open Shifts in order to display open shifts. Tip You can run a weekly or monthly open shifts report to get a complete list of all your open shifts at any time. Copyright 2014 ADP, Inc. 5-2 V _3ET7

35 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS What Is the Schedule Generator? Overview The Schedule Generator allows managers to automatically create, assign, or create and then assign, open shifts for a location according to factors such as: Workload Shift templates Employee and organizational rules The Schedule Generator compares the planned workload to scheduled shifts and then creates open shifts for jobs that need coverage. Use the Schedule Generator to quickly create schedules. Note: To use the Schedule Generator, you must use schedule zone sets in your workload plans. Example Dot needs to know if she has sufficient coverage for the upcoming schedule period. She uses the Schedule Generator to automatically create open shifts so that she knows which shifts she needs to fill. The following are examples of the Scheduler pages that Dot accesses to run the Schedule Generator. Important Information The Schedule Generator creates open shifts and generates schedules only for locations that use schedule zones. It cannot create shifts from shift sets. To create open shifts from shift sets, use the Calculate Open Shifts method. If you use the Schedule Generator, you work with your implementation consultant to configure and set up the required system components for your organization's work environment. Additional Resources For more information, refer to the "Creating Open Shifts Using the Schedule Generator Job Aid" in the appendix. Copyright 2014 ADP, Inc. 5-3 V _3ET7

36 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS What Is the Priority Scheduling Engine? Overview The Priority Scheduling Engine is a Scheduler feature that automatically assigns open shifts by sorting and matching employees with open shifts using rules based on production schedules, labor standards, or employee availability. Use the Priority Scheduling Engine to help you create schedules or to quickly and accurately modify a schedule as business conditions change. Example Dot creates open shifts on her schedule and then uses the Priority Scheduling Engine to assign those open shifts to individual employees. The following is an example of the Scheduler page that Dot accesses to run the Priority Scheduling Engine. Important Information If your organization will use the Priority Scheduling Engine, your implementation consultant will set up the required system components to suit your specific work environment. Copyright 2014 ADP, Inc. 5-4 V _3ET7

37 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS Creating Open Shifts by Unassigning a Shift Job Aid Overview When you unassign a shift, the assigned shift becomes an open shift. Use this method if you know an employee cannot work an assigned shift but want to find a replacement later. Scenario Dot knows that Megan cannot work her scheduled shift on Thursday and decides to create an open shift now as a reminder that she needs to make some calls later on. Instructions Starting Point: Related Items > Schedule Setup (Schedule Planner) Step Action 1 Select the By Employee tab. 2 Select the employee s shift that you want to unassign. 3 Select Shift > Unassign. Result: The employee's shift is erased and an open shift displays. 4 Click Save. Copyright 2014 ADP, Inc. 5-5 V _3ET7

38 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS Adding Open Shifts Directly to the Schedule Job Aid Overview You can add open shifts directly to your schedule at any time. Scenario Dot checked her schedule for next week and realized that she will need an extra registered nurse in the surgery unit to cover the daytime shift on Sunday. Instructions Starting Point: Related Items > Schedule Setup (Schedule Planner) Step Action 1 Select the By Job tab. 2 Select the row for the job and location for which you want to add an open shift. 3 Select the cell for the day for which you want to add an open shift. 4 Select Shift > Add. Result: The Add Shift window opens. 5 Enter the start and end times. 6 Enter comments if needed. 7 Click OK. 8 Click Save. Copyright 2014 ADP, Inc. 5-6 V _3ET7

39 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS Creating Open Shifts Using the Calculate Open Shifts Option Job Aid Overview The Calculate Open Shifts option automatically generates open shifts by comparing the schedule to the staffing plan. All planned shifts that are not on the schedule become open shifts. Note: This feature is intended for locations where the staffing plan was set up for shifts rather than schedule zones. Scenario Dot needs to identify the open shifts so she can begin to find replacements for the next schedule period. Instructions Starting Point: Related Items > Schedule Setup (Schedule Planner) Step 1 Select the By Employee tab. 2 Select the time period. 3 Select Actions > Calculate Open Shifts. 4 Click Save. Action Copyright 2014 ADP, Inc. 5-7 V _3ET7

40 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS Practice: Creating Open Shifts Scenario Rachel Knoff just called in to report that she cannot work her scheduled shift on the first Thursday and Friday of the next schedule period. Dot needs to create an open shift for these time slots but will find a replacement for Rachel at a later date. Instructions Step Action 1 Log on Enhanced Time & Attendance using your assigned user name and password. 2 Based on the scenario, create open shifts using the most appropriate method. Practice Login Information Record your login information here: Copyright 2014 ADP, Inc. 5-8 V _3ET7

41 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS Practice Results: Creating Open Shifts Copyright 2014 ADP, Inc. 5-9 V _3ET7

42 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS Filling Open Shifts Overview Scheduler offers the Schedule Assistant and the Call List to help you fill open shifts with the best matched employees. What Is the Schedule Assistant? Overview The Schedule Assistant is a feature that provides guidance in choosing the most qualified employees to assign to open shifts. It displays a list of employees ranked by criteria such as: Seniority Skills and certifications Wages Ability to perform the job for which an open shift exists The Schedule Assistant is a supporting data tab at the bottom of the Schedule Planner page. Note: To use the Schedule Assistant, you must first select an open shift. Example The following is an example of the Schedule Assistant tab. Important Information You can customize the Schedule Assistant to display only the information that is relevant to your organization. For example, you may wish to display employee phone numbers, scheduled hours, seniority, availability, worker types, and scheduled events. Tip You can sort any of the columns in the Schedule Assistant. Copyright 2014 ADP, Inc V _3ET7

43 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS Filling Open Shifts Using the Schedule Assistant Job Aid Scenario Dot needs a registered nurse to fill an open shift in the surgery unit. She wants to use the Schedule Assistant to help her identify the most qualified employees who are available to cover the shift. Instructions Starting Point: Related Items > Schedule Setup (Schedule Planner) Step Action 1 Select the By Employee tab. 2 Select View > Open Shifts if necessary. 3 Select the cell that contains the open shift you want to fill. 4 Select the Schedule Assistant tab. Note: You may need to drag the bottom border of the Schedule Planner up in order to view the Schedule Assistant tab. 5 In the Criteria field, select the criteria for which you wish to rank employees. 6 Click Reload. Result: A list of the most qualified employees for the selected shift displays. 7 Select an employee and click Assign. Result: The open shift is removed and assigned to the selected employee s schedule. 8 Click Save. Tips To view a different set of employees, select an option from the Show menu. To sort on a specific column, click the column heading. Note: Sorting a column does not change the employee percentage rankings. To view all columns in the Schedule Assistant, scroll to the right. To resize a column, click and drag the column border. Copyright 2014 ADP, Inc V _3ET7

44 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS Practice: Filling Open Shifts Using Schedule Assistant Scenario Dot Doting needs to adjust her schedule by creating and filling open shifts. Instructions Step Action 1 Log on Enhanced Time & Attendance using your assigned user name and password. 2 Create vacation pay code edits for Kevin Atwood on Monday, Tuesday, and Wednesday of the second week of the next schedule period. Note: Be sure to create open shifts. 3 Use the Schedule Assistant to fill the open shifts with the LNA who has the least scheduled hours and does not have a schedule for the day. Practice Login Information Record your login information here: Copyright 2014 ADP, Inc V _3ET7

45 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS Practice Results: Filling Open Shifts Using Schedule Assistant Create Vacation Pay Codes Fill the Open Shift Using the Schedule Assistant Copyright 2014 ADP, Inc V _3ET7

46 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS What Is the Call List? Overview The Call List is a feature that helps you to quickly find and assign the most appropriate employees to fill open shifts, such as those who are open when employees call in sick. You can configure the Call List with multiple procedure sets that locate suitable employees based on different rules. Once configured, the Call List displays only those employees who meet specific predefined rules. As a result, all employees in the list are qualified and available to work the open shift. Employees who are the best match for the shift appear at the top of the list. Example The following is an example of the Call List. Note: The Call List also displays on the Staff Management page. Copyright 2014 ADP, Inc V _3ET7

47 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS Practice: Filling Open Shifts Using the Call List Scenario Dot Doting needs to adjust her schedule by creating and filling open shifts. Instructions Step Action 1 Log on Enhanced Time & Attendance using your assigned user name and password. 2 Create a vacation pay code edit for Megan Johnson on Thursday of the second week of the next schedule period. Note: Be sure to create an open shift. 3 Use the Call List to fill the open shifts with the registered nurse who has the least scheduled hours and does not have a schedule for the day. Practice Login Information Record your login information here: Copyright 2014 ADP, Inc V _3ET7

48 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS Practice Results: Filling Open Shifts Using the Call List Create Vacation Pay Code Fill the Open Shift Using the Call List Copyright 2014 ADP, Inc V _3ET7

49 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS Locking Shifts and Days Overview Scheduling managers may wish to lock shifts or days to ensure that the shifts and time off already requested by their employees are not inadvertently changed. What Is Locking Shifts and Days? Overview Locking shifts and days protects employee requests for time off or to work particular shifts by: Protecting scheduled shifts and pay code edits from being edited, deleted, or overwritten Preventing additional shifts and pay code edits from being scheduled Note: When shifts and days are locked, Scheduler creates audit trails that indicate when they were locked or unlocked and by whom. Example Rachel and Earl wish to swap shifts on Tuesday and Wednesday. To ensure that this temporary schedule change is not accidentally changed, Dot locks their shifts for the days they are swapping. The following is an example of the Schedule Planner with locked shifts displayed. Additional Resources For more information about locking shifts and days, refer to the appendix. Copyright 2014 ADP, Inc V _3ET7

50 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS Viewing the Schedule Planner Audit Job Aid Overview The Schedule Planner has an enhanced audit trail that allows you to select multiple employees. The Audits workspace assists you in determining who made changes to a schedule and in which order the changes were made. Scenario You need to complete the TJC survey of a healthcare facility. Instructions Starting Point: Related Items > Schedule Setup (Schedule Planner) Step 1 Select the By Employee tab. 2 Select one or more employees. 3 Select View > Audits. Action 4 When you are finished viewing the data, click Close. Important Information You can view audits in any of the four Schedule Planner views. Copyright 2014 ADP, Inc V _3ET7

51 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS What Are the Action Palette and Schedule Toolbar? Overview The Action Palette and schedule toolbar are Scheduler tools that streamline schedule management and editing by reducing the number of mouse clicks. Both of these tools provide access to some common scheduling tasks. Example The following is an example of the Action Palette. The following is an example of the schedule toolbar. Tools and Descriptions The following table describes each of these tools. Tool Action Palette Schedule toolbar Description A floating toolbar. To display the Action Palette, select Actions > Display Action Palette. You can move the Action Palette by dragging it any location on your desktop. An anchored toolbar that displays to the right of the menu. It includes the Action Palette elements. To display the schedule toolbar, select View >Schedule Toolbar. Important Information You cannot simultaneously display the Action Palette and schedule toolbar. Tips Point to the elements on the Action Palette and schedule toolbar to view more information about them. You can click the Lock icon on either the Action Palette or schedule toolbar to lock shifts. Copyright 2014 ADP, Inc V _3ET7

52 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS Module 5 Summary Topics This module included the following topics: Creating Open Shifts Filling Open Shifts Locking Shifts and Days Knowledge Check 1. Which of the following are methods that you can use to create open shifts? (Select all that apply.) a. Unassign a shift. b. Make a pay code edit. c. Run the Priority Scheduling Engine. d. Unlock shifts. 2. Which Scheduler features provide guidance in filling open shifts? (Select all that apply.) a. Schedule Assistant b. Schedule Generator c. Workload Planner d. Call List 3. An automobile manufacturer needs to create schedules that adhere to production schedules and labor standards. Which of the following is the best method to create a schedule for this organization? a. Pattern template b. Schedule template c. Priority Scheduling Engine d. Schedule Generator 4. Which supporting data tab do you use to find the most qualified employee to fill an open shift? a. Schedule Assistant b. Coverage c. Hours Summary d. Rule Violations Copyright 2014 ADP, Inc V _3ET7

53 PART 3 > MODULE 5: WORKING WITH OPEN SHIFTS Part 3 Closing Part 4 Preview The next part of the course includes the following topics: Evaluate Schedules Manage Schedules Copyright 2014 ADP, Inc V _3ET7

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55 Using Scheduler for Enhanced Time & Attendance Part 4: Evaluating and Maintaining Schedules Module 6: Evaluating Schedules Handout Manual

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57 PART 4 > MODULE 6: EVALUATING SCHEDULES Part 4 Introduction In this part: Module 6: Evaluating Schedules Module 7: Managing Schedules Module 6 Introduction Purpose This module prepares you to evaluate your schedules for adequate coverage and effectiveness. Topics This module includes the following topics: Determining Adequate Coverage Determining the Effectiveness of Your Schedule Copyright 2014 ADP, Inc. 6-1 V _4ET7

58 PART 4 > MODULE 6: EVALUATING SCHEDULES Determining Adequate Coverage Overview Before you finalize your schedule, you need to evaluate it to determine whether it meets workload requirements. You begin by determining whether you have adequate coverage. What Is the Evaluate Stage? Overview During the third stage of the scheduling cycle, scheduling managers evaluate their schedules to determine whether they are ready for use. Example You want your schedule to have optimal coverage that as far as possible takes employee preferences into consideration, while also minimizing rule violations and staffing overages. Description The following are common tasks involved in evaluating a schedule: Check for adequate staffing coverage. Check for rule violations. Check for any hourly overages on training or vacation days. Check for any comments. Copyright 2014 ADP, Inc. 6-2 V _4ET7

59 PART 4 > MODULE 6: EVALUATING SCHEDULES What Is Evaluating Coverage? Overview When you evaluate coverage, you identify the variance, if any, between the following: Planned number of staff required to fill all shifts in the schedule Actual number of staff assigned to shifts in the schedule Example Dot has planned for five registered nurses to work the 7 a.m. to 3 p.m. shift on Sunday. However, only three registered nurses are scheduled to work during this timeframe. Questions and Schedule Planner Areas You use the Schedule Planner to determine whether you have adequate coverage. The following table lists common questions about the adequacy of coverage and the area on the Schedule Planner page that answers each question. Question Do I have too much training or time off scheduled for a job? Are people scheduled when they are available? Are people scheduled in their preferred times? Do I have gaps in the schedule? How close is the schedule to the staffing plan? Are staff numbers within my budget and do they meet my coverage needs? Does the schedule comply with employee and organizational rules? Are all employees assigned shift segments for a selected job, date, and time span? Do employees shifts contribute to over-coverage during certain time spans? How does coverage compare to the required workload? How can I identify areas that need attention? Hours Summary tab Schedule Planner Area View > Availability Note: Use an interval magnification view. View > Availability Note: Use an interval magnification view. View > Open Shifts Note: Open shifts are displayed at the top of the list on either the By Employees tab or By Jobs tab. Coverage tab or View > Coverage Hours/Volume (HPPD) tab or Metrics tab or Cost Summary tab Rule Violations tab Assignments tab Daily Coverage view or Coverage tab Copyright 2014 ADP, Inc. 6-3 V _4ET7

60 PART 4 > MODULE 6: EVALUATING SCHEDULES Determining the Effectiveness of Your Schedule Overview Before you finalize and roll out your schedule, you need to evaluate it to determine whether it meets workload requirements. Once you are satisfied that coverage is adequate, you can analyze various aspects of your schedule before you post it. What Is Evaluating Coverage Using the Coverage Tab View? Overview The Coverage tab is a tool that provides a graphical view comparing the planned with the actual number of employees needed in a location for each job and shift during a specific time period. You can display either a line graph or a bar chart to compare current coverage with your workload plan. When the lines coincide, the schedule matches the workload requirements. When the lines diverge, there is no match. Example The following is an example of the Coverage tab on the Schedule Planner page. You can click the Toggle Bar/Line button to toggle between a line graph and bar chart that compares the current coverage to the workload plan. The scroll bar at the bottom of the chart allows you to view coverage for the previous or next day, which is helpful when viewing coverage over the day divide. When you select a date and job, the graph updates accordingly. Copyright 2014 ADP, Inc. 6-4 V _4ET7

61 PART 4 > MODULE 6: EVALUATING SCHEDULES What Are Daily Coverage Views? Daily Coverage views are graphical representations of your daily staffing coverage. You can evaluate coverage for both current and future schedules to determine whether your schedules meet your staffing requirements. Example The following is an example of a Daily Coverage view. Views and Descriptions The following table describes the two Daily Coverage views in Scheduler. View Counts Description Used to evaluate coverage for future schedules Displays coverage as X/Y where X is people scheduled and Y is people planned Coverage Used to evaluate coverage for current schedules Displays over-/under-coverage as a bar graph with the number of people scheduled Note: Colors are configurable. In this example, a pink bar indicates over-coverage and a green bar indicates under-coverage. If no bars display, the schedule matches the workload plan. Copyright 2014 ADP, Inc. 6-5 V _4ET7

62 PART 4 > MODULE 6: EVALUATING SCHEDULES What Is Coverage? Overview Coverage refers to staffing sufficiency. In order for coverage to be adequate for a span of time, that span must be completely covered by a single employee s shift or by multiple employees working contiguous or overlapping shifts. Example Megan and Rachel are registered nurses who are scheduled to work on Sunday. Megan is working the 6 a.m. to 10 a.m. shift, while Rachel is working the 10 a.m. to 2 p.m. shift. Although the 7 a.m. to 11 a.m. time span is covered, the 11 a.m. to 3 p.m. time span is not covered because no nurse is scheduled to work during the 2 p.m. to 3 p.m. segment of that time span. The following is an example of an under-coverage indicator in the Coverage view. Copyright 2014 ADP, Inc. 6-6 V _4ET7

63 PART 4 > MODULE 6: EVALUATING SCHEDULES What Is a Rule Violation? Overview A rule violation is an indicator that displays when your schedule fails to comply with one or more schedule rules. Schedule rules include restrictions and requirements configured to ensure that the employees scheduled to work meet certain organizational guidelines and policies. Use the Rule Violations tab in the Schedule Planner to determine which rules were violated and whether you need to correct them before you finalize the schedule. Example Dot checked her schedule for rule violations and saw the following: Megan is scheduled to work more than 40 hours during the week. Kevin has only two hours between shifts on Thursday. Rolando's schedule does not meet the minimum number of 20 hours per week. Rachel is scheduled to work in the surgery unit but does not have the required certification. Severity Levels and Descriptions Rule violations may have a variety of implications and consequences. For example, some violations can be ignored while others must be addressed. The following table describes each of the three severity levels of rule violations. Severity Level (i) Information Description Indicates that a rule has been violated but you can still save the schedule (!) Warning Indicates that a rule has been violated and you have the option to correct or ignore the rule violation. For example, Dot receives a warning notification indicating that she scheduled someone noted as not available, but she knows that the person is actually available but did not yet update their availability. Note: Scheduler saves a record of each warning in the Audit Item database table. (X) No Save Indicates that a rule has been violated and you cannot save the schedule. For example, Dot receives a No Save notification indicating that she scheduled a high-school-aged employee to work a shift that overlaps with the school day. Important Information Rule violation indicators display when you attempt to save your schedule. To check rule violations without saving the schedule, click the Check Violations button on the Rule Violations tab. Copyright 2014 ADP, Inc. 6-7 V _4ET7

64 PART 4 > MODULE 6: EVALUATING SCHEDULES Explore: The Hours Summary Tab Overview As you work on a schedule, you may find it useful to know how many hours are being scheduled for non-productive efforts. You can check for hourly overages in training or leave time on the Hours Summary tab. For example, if your location is subject to a schedule rule that limits the amount of vacation hours that can be scheduled during the week, you can use the Hours Summary tab to quickly determine whether you are nearing the vacation limit. Elements and Descriptions The following table describes the elements on the Hours Summary tab. Element Summary Type field Hours column Productive row Non-Productive row Other-Productive row Sum row Description Displays a summary of hours by employee or location. You can view either a summary of employees or locations or view only one employee or location. Contains the total number of scheduled hours for all jobs; the remaining columns contain the number of hours for each job in the selected location Displays hours that count toward coverage, such as regular and overtime Displays hours that do not count toward coverage, such as vacation time Displays scheduled hours for activities other than employees normal jobs, such as training or orientation Displays the total of all scheduled hours Important Information Shift hours displayed on the Hours Summary tab are net shift hours, or shift hours less automatic meal deductions and scheduled breaks. Transfers into the location are included in shift hours, whereas transfers out of the location are not included. Copyright 2014 ADP, Inc. 6-8 V _4ET7

65 PART 4 > MODULE 6: EVALUATING SCHEDULES Important Information The Comments tab is another tab on this page. This tab provides a view to any comments that were appended to scheduled shift assignments. You can use the Comments tab to identify the reason behind the existence of certain shifts or pay codes in a schedule. Copyright 2014 ADP, Inc. 6-9 V _4ET7

66 PART 4 > MODULE 6: EVALUATING SCHEDULES Module 6 Summary Topics This module included the following topics: Determining Adequate Coverage Determining the Effectiveness of Your Schedule Knowledge Check 1. Which of the following tools could you use to compare actual coverage to the required workload? (Select all that apply.) a. Daily Coverage view b. Schedule Assistant c. Coverage tab d. Hours Summary tab 2. Which tab do you use to determine if your schedule meets organizational and employee guidelines? a. Schedule Assistant b. Coverage c. Hours Summary d. Rule Violations 3. Which tab do you use to determine the number of non-productive hours you have in your schedule? a. Schedule Assistant b. Coverage c. Hours Summary d. Rule Violations 4. You use the to locate employees who could fill open shifts and the to evaluate your schedule. a. Schedule Assistant tab, Coverage tab b. Metrics tab, Call list tab c. Coverage tab, Schedule Assistant tab d. Multi-Edit tab, Coverage tab Copyright 2014 ADP, Inc V _4ET7

67 Using Scheduler for Enhanced Time & Attendance Module 7: Managing Schedules Handout Manual

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69 PART 4 > MODULE 7: MANAGING SCHEDULES Module 7 Introduction Purpose This module prepares you to roll out and maintain your schedule as conditions change. Topics This module includes the following topics: Posting Schedules Maintaining Schedules Copyright 2014 ADP, Inc. 7-1 V _4ET7

70 PART 4 > MODULE 7: MANAGING SCHEDULES Posting Schedules Overview When you are satisfied that your schedule is as accurate as it can be, you are ready to roll it out to employees. However, you will no doubt need to make adjustments to it from time to time. What Is the Manage Stage? Overview The final stage in the scheduling cycle is to manage the schedule. In this stage, you adjust the schedule to account for events such as employee absences and changes in workload. Example Dot has finalized the schedule for the next scheduling period. She prints and posts the schedule for employees to view and as time goes by, she makes adjustments to the schedule to accommodate events such as illnesses and changes in employee availability. Tasks and Descriptions Post the schedule. Maintain the schedule. Task Description Communicate the schedule to employees. Make adjustments to the schedule. Copyright 2014 ADP, Inc. 7-2 V _4ET7

71 PART 4 > MODULE 7: MANAGING SCHEDULES Posting a Schedule Job Aid Overview Schedules are rarely "perfect" at the time of post. It is common that a few open shifts will have to be filled. The schedule is as ready as it can be given the staff's availability at the time of posting. It is important to note that posting a schedule does not prevent management from making further edits and then posting again. There are always unexpected changes, such as swapping shifts or employees calling in sick. Managers can make these edits and then repost the schedule. Scenario Dot has finalized the schedule for the surgery unit for the next schedule period. Now, she is ready to post the new schedule so the central staffing office can use it to optimize staffing for the entire hospital. Instructions Starting Point: Related Items > Schedule Setup (Schedule Planner) Step 1 Select Actions > Post Schedule. Action 2 To confirm that you want to post the schedule, click Yes. 3 Click OK. Note: Once you have posted a schedule, you can view a history of your schedule postings. Additional Resources For more information about viewing posting history, refer to the "Viewing a Posted Schedule Audit Job Aid" in the appendix. Copyright 2014 ADP, Inc. 7-3 V _4ET7

72 PART 4 > MODULE 7: MANAGING SCHEDULES Generating and Printing a Schedule Report Job Aid Overview To print a posted schedule, run the Location Schedule report. This report shows who is scheduled to work and when in selected locations, all scheduled time off, and open shifts. Provide the report to employees so they can view their schedules and sign up for open shifts. Scenario Dot has finalized her schedule for the surgery unit and needs to run the Weekly Location Schedule report. She will post the schedule on the bulletin board for employees to view. Instructions Starting Point: Related Items > Schedule Setup (Schedule Planner) Step Action 1 Select the By Employee tab. 2 In the Show list, select the location(s) for which you want to generate a report. 3 In the Time Period list, select the time period for which you want to generate a report. 4 Select Actions > Select All to highlight all employees (or press and hold Ctrl and click to select specific employees). Starting Point: Related Items > Admin Quick Links Step Action 1 Select Reports. 2 In the list of report categories, expand the Scheduler category. 3 Select the Location Schedule Weekly or Location Schedule Monthly report. Note: The report description displays in the right pane. 4 In the Time Period field, select Next Schedule Period. 5 In the Schedule field, select Posted. 6 Click Run Report. 7 Click Refresh Status until the status indicates that the report is complete. 8 To display the report on the screen, select the report and click View Report. 9 To print the report, select your browser s print command. Important Information The current schedule refers to the schedule that is most up to date and is the schedule you see in the Schedule Planner. The current and posted schedule is identical unless you edit the schedule after you posted it. Tip Check online Help to see how you can use the Event Manager to schedule a report. Copyright 2014 ADP, Inc. 7-4 V _4ET7

73 PART 4 > MODULE 7: MANAGING SCHEDULES Maintaining Schedules Overview Once the schedule is posted, the scheduling manager spends most of his or her time maintaining the schedule. Schedules may change for any of a number of reasons. What Is Maintaining a Schedule? Overview Maintaining a schedule involves making adjustments to account for certain events. Scheduling managers maintain the schedule by performing many of the same tasks involved in creating the schedule. Examples Dot just learned that Megan called in sick today. Dot needs to find a replacement and adjust the schedule by entering a pay code edit for Megan's shift and assigning the resulting open shift to another employee. Rachel has just called to report that she will be late to work today. Dot needs to adjust her start time and extend another employee's shift to cover for Rachel. A hurricane is predicted to make landfall near the city later this week. Dot anticipates that additional staff will be needed to accommodate the expected increase in the number of patients. She needs to adjust the schedule by adding some shifts and transferring employees from other locations. Events and Tasks The following table lists examples of events and tasks scheduling managers must perform to account for them. Event An employee calls in sick. An employee will be late to work. The workload increases or decreases. Tasks Enter a pay code edit for the employee's shift and add a shift for the replacement employee. Adjust the late employee's start time and extend another employee's shift to cover the coverage gap. Add or delete shifts and transfer employees to or from different jobs and to or from different locations. Tip In the Schedule Planner, you can use either the Action Palette or the schedule toolbar for the majority of tasks required to maintain a schedule. To display the Action Palette, select Actions > Display Action Palette. To display the schedule toolbar, select View > Schedule Toolbar. Copyright 2014 ADP, Inc. 7-5 V _4ET7

74 PART 4 > MODULE 7: MANAGING SCHEDULES Maintaining Schedules Job Aid Overview You can use the Schedule Maintenance widget to maintain your schedules on a daily basis. Note: The starting point for all three parts is Related Items > Schedule Maintenance. Instructions, Part 1: Replacing a Sick Employee's Shift Step Action 1 Point to the sick employee's shift and click the arrow. 2 Select Add Pay Code. 3 In the Pay Code field, select Sick. 4 In the Amount field, enter the number of hours in the employee's shift. 5 Click Add. 6 Point to the resulting open shift and click the arrow. 7 Select Assign. 8 Select a replacement employee from the list and click Assign. 9 Click Save. Instructions, Part 2: Providing Coverage for a Late Employee Step Action 1 Point to the left edge of the late employee's shift and drag the line to the actual start time. 2 Point to the right edge of the shift of the employee who will work late to cover the time span and drag the line to the actual end time. 3 Click Save. Instructions, Part 3: Adjusting Schedules for Workload Increases Step Action 1 Click Select Date and enter the date for which the workload is increasing. 2 Point to Open Shifts and click the arrow. 3 Select Add Open Shift. 4 In the Label field, enter a name for the new open shift. 5 Enter the start and end times for the open shift. 6 In the Job field, select the job for which you need an open shift. 7 Click Add. 8 Click Save. Copyright 2014 ADP, Inc. 7-6 V _4ET7

75 PART 4 > MODULE 7: MANAGING SCHEDULES Module 7 Summary Topics This module included the following topics: Posting Schedules Maintaining Schedules Knowledge Check 1 Term Availability template Pattern template Schedule template Availability pattern Schedule Assistant Action Palette and schedule toolbar Definition A. Streamline schedule management and editing by reducing the number of mouse clicks needed to modify schedules B. Reusable schedules that reflect the budgeted staff C. Identifies a ranked list of employees to assign to a shift D. A repeating pattern of availability settings that can be assigned to individual employees and locations E. Contains one or more shifts or pay codes that repeat over a specific period of time F. A pattern of hours or days during which an employee is free to work Knowledge Check 2 1. Which Scheduler tool do you use to create baseline and adjusted staffing plans? a. Schedule Generator b. Schedule Planner c. Workload Planner d. Priority Scheduling Engine 2. The Manage stage involves which of the following tasks? (Select all that apply.) a. Maintain the schedule. b. Evaluate the schedule. c. Post the schedule. d. Define the workload. Copyright 2014 ADP, Inc. 7-7 V _4ET7

76 PART 4 > MODULE 7: MANAGING SCHEDULES Putting It All Together Overview Scheduler is an all-in-one automated scheduling tool. It takes into account staffing requirements, skills, certifications, preferences, scheduling rules, actual time worked, and PTO balances to schedule the right employee at the right place, time, and cost. Description The following table lists the tools you can use during each stage of the scheduling cycle. Stage Estimate Create Evaluate Manage Scheduler Tools Workload Planner - Create baseline and adjusted staffing plans. Workload Generator - Calculate workload based on business driver/staffing matrix. Schedule Generator - Automatically generate schedules based on workload, shift templates, and schedule/employee/organizational rules. Priority Scheduling Engine - Automatically assign open shifts to employees based on rules related to production schedules, labor standards, and employee requests. Schedule Planner - Create, edit, and view schedules for employees and jobs. Coverage tab - Display a graphical view of your workload compared with the schedule. Rule Violations tab - Identify potential conflicts or violations of scheduling rules. Hours Summary tab - Determine productive versus non-productive hours for jobs. Metrics tab - Identify periods of over- or under-coverage in your schedule. Hours/Volume tab - Access real-time productivity data while scheduling. Reports - Finalize and post schedules. Schedule Planner - Make adjustments to and maintain posted schedules. Schedule Assistant - Identify a ranked list of employees to assign to a shift. Call List - Identify employees who are qualified and available to fill open shifts. Action Palette and schedule toolbar - Quick access to common scheduling tasks Copyright 2014 ADP, Inc. 7-8 V _4ET7

77 PART 4 > MODULE 7: MANAGING SCHEDULES Course Closing Continuing Education Credits ADP is an approved provider of recertification credit hours (RCHs) by the American Payroll Association (APA) and continuing professional education (CPE) credits by the National Association of State Boards of Accountancy (NASBA), and is an authorized provider by the International Association for Continuing Education and Training (IACET), 1760 Old Meadow Road, Suite 500, McLean, VA Most ADP courses are eligible for RCHs, CPE credits, and continuing education units (CEUs). RCHs, CPE credits, and CEUs provide recognition for updating or broadening professional competencies and may be used to maintain certifications such as the Certified Payroll Professional (CPP) and Certified Public Accountant (CPA). Professional organizations establish their own certification procedures, which are subject to change. Professional organizations often require documentation of class objectives, agenda, and duration, along with a certificate of completion. This information is provided at the end of your handout manual. At your request, your instructor will provide you with a certificate of completion at the end of this class. Copyright 2014 ADP, Inc. 7-9 V _4ET7

78 PART 4 > MODULE 7: MANAGING SCHEDULES Training Evaluation Please take a moment to complete the evaluation. Copyright 2014 ADP, Inc V _4ET7

79 ADP Course Description Using Scheduler for Enhanced Time and Attendance (72249) Program Content This course prepares participants to use the Enhanced Time and Attendance Advanced Scheduler feature. Topics include estimating coverage, using the Schedule Planner, working with employee availability, assigning schedules to employees, working with open shifts, evaluating schedules, and managing schedules. Objectives Upon completing this course, participants will be prepared to: Part 1 Create baseline and adjusted staffing plans Part 3 Create and assign pattern templates and schedule templates Create and fill open shifts Part 2 Create and assign availability templates and patterns Part 4 Evaluate schedules Post and maintain schedules Audience This course is intended for scheduling managers or those who need to estimate workload and create, evaluate, and maintain employee schedules using the Enhanced Time and Attendance Advanced Scheduler feature. Note: Participants must contact their ADP representative to enroll in this course. Prerequisites Before beginning this course, participants should have a working knowledge of personal computers, Microsoft Windows, and Internet navigation. Advance Preparation Before beginning this course, participants should have a working knowledge of Enhanced Time and Attendance. Participant Materials Participants need to print the Using Scheduler for Enhanced Time and Attendance handout manual prior to attending class. Method of Presentation Virtual class (VC)

80 Duration Part 1 2 hours, 30 minutes Part 3 2 hours, 30 minutes Part 2 2 hours, 30 minutes Part 4 2 hours, 30 minutes Total Course Duration: 10 hours Continuing Education Credits Upon completion of all parts of this course, participants may be eligible for the following recertification credit hours (RCHs), continuing professional education (CPE) credits, and continuing education units (CEUs): RCH: 10.0 CPE: 12.0 CEU: 1.0 In accordance with the standards of the National Registry of CPE Sponsors, CPE credits have been granted on a 50-minute hour. ADP, Inc., Major Accounts, Training & Performance Systems is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be addressed to the National Registry of CPE Sponsors, 150 Fourth Avenue North, Suite 700, Nashville, TN Web site: ADP, Inc. is an authorized provider by the International Association for Continuing Education and Training (IACET), 1760 Old Meadow Road, Suite 500, McLean, VA In accordance with the American Payroll Association (APA), recertification credit hours (RCHs) apply to Certified Payroll Professional (CPP) and Fundamental Payroll Certification (FPC) credentials. Cost and Training Policy For information on course cost, registration, and cancellation policies, refer to the Training Policy. V ET7 Copyright 2014 ADP, Inc.

81 Appendix Practice Part 1: Creating Staffing Plans (Optional)... 1 Practice Part 2: Adjusting Staffing Plans (Optional)... 2 Practice Part 3: Modifying Adjusted Staffing Plans (Optional)... 3 Practice Results: Creating, Adjusting, and Modifying Staffing Plans (Optional)... 4 Creating Pattern Templates Job Aid... 6 Creating Open Shifts Using the Schedule Generator Job Aid... 7 Locking Shifts Job Aid... 8 Locking Days Job Aid... 9 Locking Shifts Using the By Job Tab Job Aid Viewing the Lock Shifts Audit Job Aid Viewing a Posted Schedule Audit Job Aid Supporting Data Tabs What Is the Hours/Volume Tab? What Is the Assignments Tab? What Is the Cost Summary Tab? What Is the Target Hours Tab? What Is the Multi-Edit Tab? What Is the Metrics Tab?... 20

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83 APPENDIX Using Scheduler for Enhanced Time & Attendance Practice Part 1: Creating Staffing Plans (Optional) Scenario Willamina Thompson, nurse manager for the intensive care unit (ICU), needs to create a new baseline plan for the coming year. Instructions Step Action 1 Create a new baseline plan for the ICU using the numbers from the Workload Planner page shown below. 2 Set the plan to begin on the first day of the next schedule period and use Forever as the end date. 3 Save the new baseline. Practice Login Information Record your login information here: Copyright 2014 ADP, Inc. 1 V ET7

84 APPENDIX Practice Part 2: Adjusting Staffing Plans (Optional) Scenario Willamina has an adjustment to her staffing plan. She needs to add one night LPN for each Saturday and Sunday on an ongoing basis. Instructions Adjust the baseline staffing plan using the Save as Adjusted feature to perform this task. Copyright 2014 ADP, Inc. 2 V ET7

85 APPENDIX Practice Part 3: Modifying Adjusted Staffing Plans (Optional) Scenario The hospital management informed Willamina Thompson that the ICU will be undergoing renovations and that the entire unit will be shut down for the last two days of the next schedule period. Instructions Step Action 1 Adjust the adjusted staffing plan for the related time period. 2 Confirm your changes by viewing the baseline versus adjusted plan. Copyright 2014 ADP, Inc. 3 V ET7

86 APPENDIX Practice Results: Creating, Adjusting, and Modifying Staffing Plans (Optional) Part 1: Creating Staffing Plans Part 2: Adjusting Staffing Plans Copyright 2014 ADP, Inc. 4 V ET7

87 APPENDIX Part 3: Modifying Adjusted Staffing Plans Copyright 2014 ADP, Inc. 5 V ET7

88 APPENDIX Creating Pattern Templates Job Aid Scenario Earl is currently working the 7 a.m. to 3:30 p.m. shift. However, starting in the next schedule period, Earl will work the 3 p.m. to 11:30 p.m. shift and will do so indefinitely. To save time when creating future schedules, Dot needs to create a new shift pattern and assign it to Earl. Instructions Starting Point: Related Items > Schedule Setup (Schedule Planner) Step Action 1 Select the By Employee tab. 2 Select the employee for whom you want to assign a shift pattern. 3 Select Shift > Add Pattern. Result: The Pattern Editor window opens. 4 In the Work Start Date field, enter the date that the employee will begin working according to the new pattern. 5 Enter the end date or select Forever. 6 If you want to replace the employee's existing shift pattern, select Override Other Patterns. 7 Enter the recurring interval and shifts in the grid. Note: If you previously created pattern templates, you can click Insert Pattern and select a shift pattern from the list. 8 Click OK. Note: If you chose to override other patterns, click Yes to confirm. 9 Click Save. Copyright 2014 ADP, Inc. 6 V ET7

89 APPENDIX Creating Open Shifts Using the Schedule Generator Job Aid Overview The Schedule Generator creates open shifts by comparing the planned workload to scheduled shifts. Note: To use Schedule Generator, you must use schedule zone sets in your workload plans. Scenario Dot needs to know whether she has any open shifts in her schedule and will use the Schedule Generator to automatically create open shifts so that she knows which shifts she needs to fill. Instructions Starting Point: Related Items > Schedule Setup (Schedule Planner) Step Action 1 Select the By Employee tab. 2 Select Actions > Run Schedule Generator. Result: The Run Schedule Generator window opens. 3 Select Baseline Plan or Adjusted Plan. 4 Enter the start and end dates for which you wish to generate a schedule. 5 In the Settings field, select the departments for which you wish to generate a schedule. 6 Click OK. 7 Click Save. Copyright 2014 ADP, Inc. 7 V ET7

90 APPENDIX Locking Shifts Job Aid Scenario Kevin Atwood must work his scheduled shift on Wednesday. Dot, the scheduling manager, needs to lock his shift to prevent it from being inadvertently changed. Instructions Starting Point: Related Items > Schedule Setup (Schedule Planner) Step Action 1 Select the By Employee tab. 2 Select the cell that contains the employee's shift. 3 Select Actions > Lock. 4 Select Selected Shift. Result: The shift is locked and the Lock icon displays. Important Information You must unlock a shift before you can edit, delete, or reassign it. Tip You can lock all shifts or shifts within a range of dates using the All Shifts or Shifts by Date options. Copyright 2014 ADP, Inc. 8 V ET7

91 APPENDIX Locking Days Job Aid Overview To protect both the shift and any pay code edits from accidental changes, deletions, or additions, you need to lock the days to which the pay code edits apply. Scenario In order to protect Kevin's previously scheduled training time, Dot needs to lock the schedule for next Monday through Wednesday. Instructions Starting Point: Related Items > Schedule Setup (Schedule Planner) Step 1 Select the By Employee tab. 2 Select the first day that needs to be locked. 3 Select Actions > Lock > Days. Action 4 In the End Date field, enter the date for the last day that needs to be locked. 5 Click OK. 6 Click Save. Important Information If you need to make changes to shifts on a locked day, you can unlock the day by selecting Actions > Unlock Days. Copyright 2014 ADP, Inc. 9 V ET7

92 APPENDIX Locking Shifts Using the By Job Tab Job Aid Overview When you are close to completing the schedule, you may wish to lock all shifts for a particular job. To do this, use the By Job view in the Schedule Planner. Scenario Dot has finalized scheduling of licensed nurse assistants in the surgery unit and wants to lock all shifts for this job. Instructions Starting Point: Related Items > Schedule Setup (Schedule Planner) Step 1 Select the By Job tab. Action 2 Select the row for the job for which you need to lock shifts. 3 Select Actions > Lock. 4 Select All Shifts. Result: All shifts for the selected job are locked and the Lock icon displays in each locked shift. 5 Click Save. Copyright 2014 ADP, Inc. 10 V ET7

93 APPENDIX Viewing the Lock Shifts Audit Job Aid Overview Scheduler creates audit trails that indicate when shifts and days were locked and unlocked and by whom. You view the lock shift audits for one employee at a time. Scenario Dot wants to know who locked Kevin Atwood's shift. Instructions Starting Point: Related Items > Schedule Setup (Schedule Planner) Step Action 1 Select the By Employee tab. 2 In the Time Period field, select the time period for which you want to view data. 3 Select the employee for which you want to view data. 4 Select View > Audits. Result: The Audits window displays. 5 In the Type of Edit field, select Shifts (Add/Edit/Delete/Lock/Unlock). 6 Click Close. Tip You may need to scroll to the right in the Audits window to see which users made the changes. Copyright 2014 ADP, Inc. 11 V ET7

94 APPENDIX Viewing a Posted Schedule Audit Job Aid Overview You can view a history of a schedule's postings in the Schedule Planner. This audit trail displays the schedule posting date along with the user name of the person who posted it and the location, jobs, and posting date range for the schedule. Scenario Pat, the central staffer, would like to view an audit trail of recently posted schedules. Instructions Starting Point: Related Items > Schedule Setup (Schedule Planner) Step 1 Select View > Posted Schedule Audits. Action 2 If necessary, in the Filter by Location field, select a location. 3 When you are finished reviewing the schedule audit information, click OK. Copyright 2014 ADP, Inc. 12 V ET7

95 APPENDIX Supporting Data Tabs The supporting data tabs display at the bottom of the Schedule Planner page and provide quick access to tools that you need to manage your schedules. Supporting Data Tabs and Descriptions The following table describes each supporting data tab on the Schedule Planner page. Tab Assignments Call List Comments Cost Summary Coverage Hours Summary Hours/Volume Metrics Multi-Edit Requests Rule Violations Schedule Assistant Target Hours Description Identifies employees whose shift assignments are contributing to overcoverage situations and any open shifts for understaffed jobs that those employees could be rescheduled for to improve productivity Identifies employees who are qualified and available to fill an open shift. It lists the employees in the order that is defined by the user-configurable rules. The employee with the best match is at the top of the list so you can quickly and easily select the best-fit employee and assign the shift. Allows you to view comments related to schedule data Provides a breakdown of the schedule costs in wages and hours for employees or locations. Managers can use the information to gain additional insight into scheduled labor costs and adjust schedules to align with labor budgets. Provides a graphical view of workload versus schedule and can be displayed as a graph or bar chart. You can drill down to assess coverage for a specific job during a specific shift or time span. Sums the productive versus non-productive hours for all jobs loaded in the Schedule Planner Provides access to real-time productivity data while scheduling. For example, Hours per Patient Day (HPPD) is commonly used as a key performance indicator (KPI). HPPD is the average total hours of care for a patient required in a 24-hour period (which is determined by the total day s nurses hours divided by the number of patients). Compares coverage by job to identify locations that need attention. Metrics performance indicators identify periods of over-coverage or under-coverage and provide effectiveness and service-level percentages to compare with workload and scheduled hours. Enables scheduling managers to simultaneously edit the schedules for a collection of employees that meet a user-configured search criteria Provides managers with access to employee schedule change requests, such as signing up for open shifts or swapping shifts Alerts scheduling managers to potential conflicts due to employee qualifications, employee availability, or violation of minimum/maximum scheduling policies. Schedule rules can trigger manager notification when special skills are not covered at designated locations. This guidance helps to eliminate scheduling errors and improve schedule quality. Identifies a ranked list of employees to assign to a shift. Employees can be scored according to Schedule Assistant criteria, a user-configurable weighting of cost, employee satisfaction, and compliance criteria. Displays the difference between actual hours and target hours for employees who work according to employment terms Copyright 2014 ADP, Inc. 13 V ET7

96 APPENDIX Important Information During configuration, your company determines the display of your Schedule Planner columns, along with which supporting data tabs display, and the order in which they display. You can also select which tab will display in the foreground when your company's scheduling managers navigate to the Schedule Planner. Tip If you defined a staffing plan in the Workload Planner, you will be able to view any open shifts and jobs assigned to employees in the Schedule Planner. What Is the Hours/Volume Tab? Overview The Hours/Volume tab displays budgeted, actual, and scheduled hours, along with volume and hours per unit volume. Use the data on the Hours/Volume tab to evaluate your schedule in terms of the anticipated and actual volume of your workload. Example The following is an example of the Hours/Volume tab. Tip In healthcare organizations, you can check the Hours/Volume tab to see Hours per Patient Day (HPPD). Copyright 2014 ADP, Inc. 14 V ET7

97 APPENDIX Rows and Column Descriptions The following table describes the values that display in each type of column for each row displayed on the Hours/Volume tab. Row Hours/Volume Hours Volume Budgeted Target Actual Variance Equal to the budgeted hours divided by the budgeted volume Imported from an external source Equal to the scheduled hours divided by the scheduled volume Equal to the actual hours divided by the actual volume Hours from the baseline view of the Workload Planner Calendar tab Equal to the span of each zone segment multiplied by the number of positions needed Total budgeted hours are the sum of all budgeted jobs in each 24-hour period. Note: Calculations differ if any location uses midnight as the start time for the day or if you import budgeted hours. Hours originate in the Schedule Planner. Hours are updated when shifts and patterns change and you refresh the Schedule Planner or click Reload. Include only productive hours Do not include actual hours and intervals such as breaks defined by a pay code configured as nonproductive Hours are actual hours from employee timecards. Data from the Workload Planner Volume tab Data is the projected volume from the Workload Planner. Data is the actual volume from the Workload Planner. For past dates, values represent the difference between the actual value and the budgeted value. For current and future dates, values represent the difference between the scheduled value and the budgeted value. Copyright 2014 ADP, Inc. 15 V ET7

98 APPENDIX What Is the Assignments Tab? Overview The Assignments tab displays all employees who are currently assigned shift segments for a selected job, date, and time span. If the employees shift segments contribute to over-coverage, this tab identifies those time spans. You use the Assignments tab to transfer either segments or shifts to correct coverage. If you select a shift segment that contains a span with over-coverage, the Transfer Options table lists jobs that you can transfer to the employee to replace the current shift segment. Note: These jobs are at the same time as the selected shift segment and may have spans with under-coverage. Example The following is an example of the Assignments tab. Elements and Descriptions The following table describes the elements on the Assignments tab. Element Overcoverage Span columns Undercoverage Span columns Transfer Segment button Transfer Shift button Description Includes start time, end time, and duration when more employees are scheduled for a job than the workload plan requires Includes start time, end time, and duration when fewer employees are scheduled for a job than the workload plan requires Click to transfer only the segment or any portion of the shift that has over-coverage to a job in the employee s transfer set. Click to transfer all of the segments to a job in the employee s transfer set. Tip Point to a transfer segment to display a tooltip. Copyright 2014 ADP, Inc. 16 V ET7

99 APPENDIX What Is the Cost Summary Tab? Overview The Cost Summary tab enables you to calculate costs for a specific time period and set of locations or jobs using the employee time and attendance pay rules. You can display the cost for a specific date or for a period of days within the selected schedule period. From the Cost Summary tab, you can display the following: Overall hours and wage costs of the schedule Specific jobs and then evaluate the hours and wage costs for each department and job Schedule costs for an entire location Individual costs for each employee based on a job or labor level assigned to the employee Example The following is an example of the Cost Summary tab. Copyright 2014 ADP, Inc. 17 V ET7

100 APPENDIX What Is the Target Hours Tab? Overview The Target Hours tab displays the difference between the actual hours and target hours for employees who work according to employment terms. Employment terms are the conditions on which an employer and employee agree before the start of employment. Legal contracts define the schedules. Note: Use the Target Hours tab only if your organization has employees who work according to employment terms. Columns and Descriptions The following table describes each column on the Target Hours tab. Column Name Date Pattern Name Reporting Period Target Amount Actual Amount Projected Amount Variance The employee's name Description The date pattern that is defined by the work hours definition in the employee's employment terms The range of dates that is defined by the employment terms date patterns and that overlap the selected date The number of hours that is defined by the employment terms or the number of hours that is defined in the contract schedule If the reporting period is in the past, the actual amount is the number of actual hours that the employee worked. If the reporting period is in the future, the amount is zero (or blank) unless a shift or a pay code edit contributes an amount. The sum of the actual hours worked plus the hours scheduled The difference between the projected amount and the target amount or the number of hours the employee can work before overtime starts Important Information The Target Hours tab does not update automatically. You must click the Reload button to make sure that the coverage data is up to date. Employees with no employment terms appear at the top of the schedule, while employees with employment terms appear under the name of the employment term. If your company uses employment terms, you use the People Editor to assign an employment term to employees. If you schedule employees to work hours that differ from the hours in their employment terms, the pay rules determine the impact on their pay. Tip To show all the periods that overlap a date, select a date in the Display Periods that Overlap field and click Reload. The Last Update field shows the most recent update. Copyright 2014 ADP, Inc. 18 V ET7

101 APPENDIX What Is the Multi-Edit Tab? Overview The Multi-Edit tab allows you to easily edit the schedules for a group of employees. These groups can be very large. For example, you can move forward the schedules for all employees in all locations in a region to accommodate more business because of a holiday. Example The following is an example of the Multi-Edit tab. Important Information Your display access profile must be configured in order for you to view the Multi-Edit tab. Copyright 2014 ADP, Inc. 19 V ET7

102 APPENDIX What Is the Metrics Tab? Overview The Metrics tab provides detailed measurements that help you quickly identify areas that need attention and clearly identify inefficiencies in schedules. Metrics compare coverage between required workload and scheduled hours at any level in an organization and help you to quickly identify areas that need attention. You can start at a high level in the organizational map and drill down to a department or job level to clearly identify inefficiencies in coverage. Note: Summaries group the indicators by employee, job, location type, group, weight level, or zone. Example The following is an example of the Metrics tab. Buttons and Descriptions The following table describes the buttons on the Metrics tab. Load Export Button Description Click to select and load a grouping strategy. Click to export the schedule metrics to a spreadsheet. + Click to expand a grouping strategy. - Click to collapse a grouping strategy. Check Totals Click to update totals. If indicator totals are out of date when the schedule changes, this button is enabled and displays a red flag. Important Information The Metrics tab is customizable. Your configuration may not include all of the elements that are listed in the preceding table, or it may contain elements with different labels. Metrics are assigned to locations, not schedules. The same location can have multiple metric selections. Copyright 2014 ADP, Inc. 20 V ET7