Assign Employee Schedules and Rules Using Assistant

Explanation

This activity is used to assign employees to new schedules and rules. You can assign multiple employees at once. If any employees are assigned to an old schedule and have absence requests registered based on it, the assistant will attempt to correct the absence requests to fit the new schedule.

Prerequisites

In order to perform this activity:

• Employees have to be registered in the system.
• Employee Selection Templates have to be registered in the system (Optional).
• Schedules have to be registered in the system.
• Wage Classes have to be registered in the system.
• Rules have to be registered in the system (Optional).
• PHC Schedules have to be registered in the system (Optional).
• Emergency Schedules have to be registered in the system (Optional).
• Selection Groups have to be registered in the system (Optional).
• Increment Schedules have to be registered in the system (Optional)

System Effects

As a result of this activity, schedules and rules will be assigned to a selected group of employees.

Window

Schedules and Rules Assistant

Related Window Descriptions

Schedules and Rules Assistant

Procedure

1. Open Schedules and Rules Assistant.
2. Select the employees who should be assigned a new schedule or rule:
   • Select Custom Employee Group option if you want to create your own employee selection. You can then add employees in the table below.
   • Select Employee Selection Template option if you want to use an employee selection template. Then enter the Template ID in the Employee Selection Template field.
3. You can review schedule and rule information of selected employees in the table.
   
   In the New Schedule Assignment area, enter information about schedules and rules which you want to assign
4. In the Valid From enter the start date of the schedule and rule assignment.
5. In the Valid To field, select how the end date for the schedule and rule assignment will be set. Following options are available:
   • Employment Valid To - new schedules and rules will be valid until the end of the employee's current employment period.
   • Current Schedule Valid To - new schedules and rules will have the same validity as the old schedule.
   • Custom Valid To - new schedules will be valid until the date entered in the Custom Valid To field. If you select this option, enter the end date in the Custom Valid To field.
6. In the Wage Class field, enter the wage class which you want to assign to employees (you can read more about it here).
7. In the Schedule field, enter the schedule to which you want to assign your employees.
8. In the Shift field, enter the shift which you want your employees to work.
9. In the Shift at Valid From field, you can enter from which shift the employee will start working.
10. In the Time and Attendance Time Base field, select how the employees will report time. Following values are available:
    • Manual clockings - employees will enter the clocking information on a daily basis via a data capture device or directly through the IFS Applications client.
    • Generated clockings - the system will automatically generate employee clocking information on a daily basis based on the employee schedule.
    • Manual results - employees will manually enter the amount of hours scheduled for him or her on a given day via the IFS Application client.
    • Generated results - the system will automatically generate the amount of hours scheduled for employees for a given day.
    • No Time & Attendance Reporting - select this option if employees are not using the Time & Attendance module but should still be connected to a schedule. The schedule cannot contain day types.
    • Gross Time Reporting - Use this option when time should be accounted from the in-time to the out-time without considering the intervals in a day type.
11. In the Rule Type field, you can enter identifier of a rule which combines an overtime rule, a parameter list and a number of time balances. This rule will be assigned to employees and used in their time and attendance calculation.
12. In the PHC Schedule field, you can enter the ID of a public holiday compensation schedule. The schedule manages how the hourly salary of an employee is calculated if a public holiday takes place during a standard working day.
13. In the Emergency Schedule field, you can enter the identifier of an emergency schedule which will be connected to employees.
14. In the Selection Group field, you can add employees to a predefined selection group.
15. In the Increment Schedule field, enter the identifier of an increment schedule which will be connected to employees.
16. In the Increment Shift field, enter the shift of the increment cycle schedule to which employees should be assigned.
17. In the Incr. Shift at Valid From field, enter the increment shift from which the increment schedule should apply on a day when employees starts work.
18. In the Flexible Work Time field, specify how  how daily work time is calculated.
    Following options are available:
    • No flexible work time: Time when work starts and ends is fixed and no flexibility is allowed.
    • Flexible work time: If selected, employees can begin their work whenever they want. Their first in-stamp for the accounting date is used as the beginning of the workday. The end of the workday is calculated by adding their scheduled hours and work breaks. Any time clocked afterwards is logged as overtime.
      E.g., in-stamp = 08:12, scheduled normal hours = 8, scheduled breaks = 1. In this scenario, any time clocked after 17:12 is considered overtime. For this category of employees, the calculation uses schedule information and changes time intervals before the calculation takes place. Afterwards, the calculation follows the standard procedure.
      Note: In this case, no overtime is possible before schedule starts.
    • Limited flexible work time: If selected, employees can begin their workday within a predefined time limit, e.g., from 7 to 9. If clocked in within that timeframe, the calculation will be the same as for the Flexible Work Time option. However, if an employee clocks in earlier, any time outside of the limit will be ignored.
      E.g., if the limit for clocking in is from 7 to 9 and an employee clocks in at 6, the system will calculate their flex time as if they started work at 7.
19. Select the Entitled to Overtime check box if the employee schedule should allow overtime to be calculated. If cleared, the time card calculation will not recognize an overtime interval, meaning that Overtime Cash and Overtime Comp clockings will be calculated as Normal.
20. Click Next.
21. If there are any errors or warnings during the schedule and rule assignment, an additional step will appear and list all affected assignments. In case of warnings you can ignore them by selecting the Ignore Warnings check box. Any assignments which are listed and do not have the check box selected will not be made.
22. Click Next. The list of all employees whose schedule was successfully changed will appear.
23. In the Recalculation Options field, select how the employee clockings will be recalculated. Following options are available:
    • Regenerate system generated result and clocking, then recalculate affected clocking. - if this option is selected, all system generated clocking and results will be regenerated before the affected clocking is recalculated.
    • Recalculate affected clocking without regenerating system generated clocking. - if this option is selected, old system generated transactions will be kept and the affected clocking will be recalculated.
24. Select the Match existing absences with the new schedule check box if you want to adjust the absences registered within the validity period of the new schedule. The system will try to fit them into the new schedule hours. All affected absences can be viewed in the Schedules and Rules Assignment Log window.
25. Select the Match existing absence request with the new schedule check box if you want to adjust the absence requests registered within the validity period of the new schedule. The system will try to fit them into the new schedule hours. All affected absences can be viewed in the Schedules and Rules Assignment Log window.
26. In the Status Control area:
    • Select the Include unconfirmed days (but not authorized) option to to include only unconfirmed days.
    • Select the Include both unconfirmed and confirmed days (but no authorized) to include both confirmed and unconfirmed days.
27. Click Next. If any of the employees has absences registered during their assignment to a new schedule, the Adjustment Options - Absences step will appear.
28. In the top half of the step, select how to adjust the full day absences registered by the employees (listed in the table below).
    Note: This setting can be changed later on for specific absences.
    Following options are available:
    • No changes. Log as an error under "Absence for manual adjustments" - absences will not be adjusted. Instead, affected absences will be listed in the Schedules and Rules Assignment Log window on the Absences for Manual Adjustments tab. There, they will await manual correction.
    • Automatically adjust to new schedule and log under "Updated Absences and Requests" - absences will be automatically adjusted and logged in the Schedules and Rules Assignment Log window on the Absences for Manual Adjustments tab.
    • Cancel Absences and log then under "Updated Absences and Requests" - absences will be cancelled and logged in the Schedules and Rules Assignment Log window in the Updated Absences and Requests tab.
29. The option selected in step 28 will be automatically applied to all employees listed in the table. If you want to, you can change this setting for specific employees directly in the table, in the Override Adjustment Option field.
30. In the bottom half of the step, select how to adjust part day absences registered by the employees (listed in the table below).
    Note: This setting can be changed later on for specific absences.
    Following options are available:
    • No changes, Log as an error under "Absences for Manual Adjustment" - absences will not be adjusted. Instead, they will be logged in the Schedules and Rules Assignment Log window on the Absences for Manual Adjustment tab and await manual correction.
    • Cancel Absences and log them under "Updated Absences and Requests" - absences will be cancelled and logged in the Schedules and Rules Assignment Log winow on the Updated Absences and Requests tab.
31. The option selected in step 30 will be automatically applied to all employees listed in the table. If you want to, you can change this setting for specific employees directly in the table, in the Override Adjustment Option field.
32. Click Next. if any employee has absence requests registered during their new schedule assignment, the Adjustment Options - Absences Requests step will appear.
33. Select how to adjust registered absence requests registered by the employees who are listed in the table below.
    Note: This setting can be changed later on for absence requests of specific employees.
    Following options are available:
    • No changes. Log under "Absence Requests for Manual Adjustment" - if this option is selected, absence requests for all employees listed in the table will not be adjusted. Instead, they will await manual correction in the Schedules and Rules Assignment Log Detail window on the Absence Requests for Manual Adjustments tab.
    • Cancel Absence Requests and log them under "Updated Absences and Requests" - if this option is selected, absence requests for all employees listed in the table will be cancelled and logged in the Schedules and Rules Assignment Log Detail window under the  Updated Absences and Requests tab.
34. The option selected in step 33 will be automatically applied to all employees listed in the table. If you want to, you can change this setting for specific employees directly in the table, in the Override Adjustment Option field.
35. Click Finish. You will be informed that the assignment log has been created in the Schedules and Rules Assignment Log window. If you have any absences or absence requests for manual correction, you can press Yes and immediately move to subsequent activities.