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Self Scheduling - Manager |
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Self Scheduling - Manager |
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»Click here to display Table of Contents«
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Self Scheduling - Manager |
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Self Scheduling - Manager |
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Self Scheduling was designed to allow managers to create and manage, scheduling periods during which employees can bid on unfilled shifts. It also allows managers (and employees if company permits) to book open shifts belonging to an employee’s Self Scheduling group.
The Self Scheduling module also allows managers to add incentives such as Overtime or Shift Premiums and/or relax specific or all scheduling rules. Self Scheduling can be configured to let employees unbook from existing shifts and book into other open shifts.
Employees must be assigned to a Scheduling Group. The manager/scheduler creates a bidding period to allow employees to bid on a certain period of the schedule's unfilled shifts.
▪Select the Schedules menu.
▪Select the Self Scheduling menu.
It is important to note that Custom seniority options (Sort by on the Daily Schedule) are not configured for Self Scheduling i.e., seniority by Submission Date, Floating Star, Rolling Barrel, Worked Class Hours, Seniority & Shift Hours. In cases where employees have the same seniority, they will be ordered by Queue (first come first serve). Update From Master Process an Update From Master to bring in schedules that will be used for the scheduling period.
If you process an Update From Master during an open bidding period, the bids will be lost. Only setup the Scheduler once you have completed all necessary changes and updates to the Active Schedule.
Add New Scheduling Period
On the Self Scheduling toolbar, click on the Configuration icon and select Periods.
This will open the Period configuration window. For more information on the functions, please see Configuration Options.
Click on the Actions icon and select the Add.
A new Period will be placed at the top of the period panel. Now you can start to configure the Scheduling Period.
Calendar Tab The Bidding Period calendar defines the date range for bidding. ▪Click on the first date of the Bidding Period, this will highlight it with a black border. ▪ Move the cursor over top of the dates to be part of the range until you reach the last date. ▪Click on the last date to end the period.
Schedule Period Calendar Repeat the above date selection on the Schedule Period. This will define the date range of available shifts. To use the Weeks option, click on the start date and then select the number of weeks out to reach your end date.
Set up Hours, Relaxations, and/or Incentives using the links. For more information on the functions, please see Configuration Options.
Bidding Tab
Bidding Set to Default, Off, or On. See Configuration Options for further details.
Break Rules Click on to allow employees to break all rules including overlapping shifts when submitting bids.
No Unbooking Click on to stop employees from unbooking themselves from shifts.
Comment In the Comment box add additional information that will be seen by any other User with access to the Self Scheduling configuration setup.
Groups Tab
Select Self Scheduling Groups to be included by clicking the check box beside the group.
▪Click Save. Your Schedule Period has now been created.
Locking and Unlocking Periods
Lock a period while creating or waiting for a period to be released. To Lock or Unlock a period, hover by the Lock/Unlock icon and click. The period will show red when Locked. This stops the bidding or releasing for employees.
When Unlocked the icon is green.
If notifications are configured the system pops up a message reminding the manager to click the Envelope icon to send notifications.
To notify employees, select Envelope icon.
Select Yes to send the notification(s).
Notifications are sent as configured in the Notification pop-up. In the example below, it is set to notify by Issuing a Bulletin (shows as bulletin on Welcome menu).
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At any time during the Self Schedule period users can see a list of all open shifts and the number of bids against them (if applicable).
▪Select the Configuration icon. ▪Click on the Schedule Period. ▪Click on the Actions Icon. ▪Select either Shift Coverage or Current Employee Shift Coverage.
If you select Current Employee Shift Coverage, all open shifts are listed as well as shifts that the employee has been booked to. Shifts that have been booked to the employee are noted by an icon:
By clicking the number in the Bids column, the system will provide the employees who have bid on the shift.
On the Bid List, the Pay Period Hours column displays the scheduled hours from shifts on the Active Schedule.
On the Bid List, the system will validate to see if any shift rules are being broken. Click on the Status icon to open an explanation window. Click the Status icon again to close the window.
By default, employees will show in order of when the bids were submitted. Select the employee you wish awarded the shift by clicking the button next to Status.
▪Then select Save.
If you are looking to book an employee that would break a schedule rule, the system will generate a warning and an Apply Anyway option. Select Apply Anyway to commit shift to employee. The new shift will appear on the employee's Active Schedule. The Self Scheduling icon will be displayed in the top right-hand corner.
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The Self Scheduling screen will display the selected employee's scheduled shifts and all shifts that they can bid on. The shifts they can bid on is determined by the Self Schedule Group the employee is assigned to and by how the Self Schedule period is configured. (If employee does not belong to a Scheduling Group, only their scheduled shifts will be displayed.)
To view each day, use the left and right arrows beside the date window. The day of the week appears above the window.
Click on the date window and navigate forwards or backwards using the arrows beside the month on the calendar pop-up, allowing you to choose year, month, or day.
Along the top of the shift box, you will find the shift number, bidding flag, number of bids for that shift, and a box for selecting or deselecting. The employee's scheduled shifts are shown in green and are noted with the word Booked and a check mark icon.
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The toolbar is where the functions for managing Self Scheduling are located.
1.Refresh will refresh the page. 2.Legend shows all icons and their definitions:
3. Filter allows you to define different types of shifts you would like to see. If no filters are selected, you will see all the shifts that the selected employee is scheduled to and all shifts belonging to this Self Scheduling group.
4. Configuration option has a drop-down menu to select configuration elements of Self Scheduling.
5. Actions option provides quick selecting or deselecting shifts and adding or deleting incentives and relaxations.
6. When ticked on, the Booking option allows the user to directly book the employee into a shift by clicking the bid/booking flag.
7. Employee shows the employee's name that you have selected from the employee panel.
8. Group is the Self Scheduling Group assigned to the selected employee.
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To start a scheduling period an update from Master Schedule for that period must be performed beforehand. This process will add the active & unfilled shifts to the Self Scheduling.
All the following options are global and will affect all periods.
Periods
This is where we create the Self Scheduling periods, see a list of existing periods, and configure settings specific to these periods. Here the Schedule and Bidding Periods are defined, as well as hours, relaxation, and Incentive for these periods.
Bidding Period – The date range where employees can place bids (or book) to unfilled shifts falling within the Schedule period. To select dates, click on the first date and then click on the end date. The dates in between will be selected.
Schedule Period – The date range of bid-able shifts.
Hours If you wish to set bidding times for different types (i.e., Casual, PT, FT).
▪Click on the Calendar tab. ▪Click the Hours link.
In the Hours window, click on the Actions icon and select Add.
Example: FT can start bidding for shifts starting on the first day of bidding period (Start Day Offset is blank) only between hours of 8:00am and 12:00pm. PT cannot bid until 5 days (Start Day Offset) after the opening date and only from 12:00pm to 4:00pm. While Casual staff cannot bid until 10 days after opening date any time throughout those days.
Relaxations Managers can select different scheduling rules that can be broken by employee Type. On the Calendar Tab, click on Relaxations.
Example: Full Time and Part Time staff have the Consecutive book limit broken below.
▪Click on the Action icon and select Add. ▪On the new line, click in the Type and Value windows and select from the drop-down list. ▪Click Save.
Incentives Managers can add different incentives (either by OT's or Premiums) that can be assigned to different employee types.
Example: FT staff are given an overtime incentive to bid on these shifts.
The incentive icon is displayed within the Period header.
Lock/Unlock Period The period will show red when Locked. This stops the bidding or releasing for employees.
When Unlocked the icon is green.
If notifications are configured the system pops up a message reminding the manager to click the Envelope icon to send notifications.
Time Zone and From/To option Allows you to enter time zone for the from and to times where bidding is permitted (default is From 12:00 AM To 11:59 PM).
Bidding Tab
The Bidding Tab has three options Default, Off and On. These determine whether employees can bid on or book directly into selected shifts.
If On is selected, employees will have to place bids on open shifts. If Off is selected, employee bidding is off and can book themselves directly into shifts. If Default is selected, it will look at what is selected under the Miscellaneous Use Bid Approval flag.
In this case with Miscellaneous flagged to Use Bid Approval, Default option is same as selecting ON.
Break Rules Each Self Scheduling period can have a unique set of rules. if you wish to break all rules for all staff including the ability to allow employees to bid on shifts that overlap with their already scheduled shifts, select Break Rules under Bidding tab.
Groups Tab
Groups are used to create lists of Departments and Classes that allow employees to bid on shifts in department and/or classes outside their home department and classes. Once created, the Group must be assigned to the employees on their Personnel Profile using the Self Schedule Group drop-down option.
Groups can then be added to the bidding period you have created by ticking on/off the check box beside the Group to select.
Period Overlapping
Gives you the option to allow or deny the ability to have employees bid on shifts that fall on over lapping periods. As well as define (if overlapping periods are permitted), which bids belonging to a specific period should supersede bids from another overlapping period.
Click on the Configuration icon and select Period Over Lapping.
When switching configuration from Allow Overlapping to No Period Overlapping the system will validate the active/unlocked periods for overlapping. A warning pop-up will identify any periods that need to be adjusted and where the conflict is.
Once the periods have been adjusted the No Period Overlapping configuration will be in place.
Notifications
Define how the system will notify an employee that a Self Scheduling period has been opened. Options include Email, Bulletin (Welcome menu) or SMS (text messaging).
For the SMS (text message) the manager uses their login and password.
When the manager is ready to send the notification to staff click on the Envelope icon.
Select Yes to send the notification(s).
Miscellaneous
Definition of rules that govern Self Scheduling, i.e., Use Bid Approval or if you would like visible past periods.
Example: With Show past periods checked, the schedule will also include periods with shift bidding end dates from the past.
Keep underlying shifts filtered option when selected will show only those shifts belonging to the highlighted period. Otherwise, it will show all shifts from all schedule periods.
Schedule Period Actions options Actions icon - Click to open a drop-down menu to add/delete Schedule periods.
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A Self Schedule Group can be created from the Self Scheduling screen. Once the Self Scheduling groups are defined, they can be added to a self schedule period.
▪Click the Group name along the Self Scheduling Toolbar. ▪In the Groups window, click on the Plus icon. ▪This will open a new line. ▪Click in the Description window to enter the new group name. ▪Click on Department and/or Classes window to open a list to select from. You may make multiple sections on both options. ▪Click Save.
This screen allows you to Add or Delete Groups defined as combinations of different departments and classes. Click on the Group so it is highlighted blue. You may modify the departments and/or classes. Click Save when done. To Delete a group, click on the group, and then click the X icon.
Add Employee to Group
. You can also add a scheduling group to one employee or multiple employees by selecting them from the employee panel and then clicking the Add Employee(s) option.
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If you wish to give incentives or to relax schedule rules to selected shifts you are finding difficult to fill, you can select a specific shift or number of shifts, add incentives or relax rules and send out a notification to employees about the shift(s).
Select shift(s) by clicking Select/Deselect icon along shift(s) header.
Once selected, click the Actions icon and select the action required.
Add/remove Relaxation or Incentives from specific shifts (same method/pop-up mentioned earlier in the Calendar Tab section).
Select All Select All to add/remove Relaxation or Incentive rules for all shifts falling on that specific day.
Deselect All Deselects all shifts belonging to that day.
Email Incentives/Relaxation This option will send out emails to all employees in the Self Scheduling Group to information them of the changes to the Incentives/Relaxations.
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The shift details shown to the employees on Self Scheduling can be configured using settings under the Schedule Options. The Employee Original, Prev Line, and Coverage fields are hidden from employees when they log in.
Step: ▪Select the Active menu. ▪Select Options.
▪Select the Schedule Tab.
1. In the Detail column, select the details you would like for the employees see when looking at a shift card. 2. To save the setting, on the Save As window, select Security Access Group. 3. In the Security Access Groups window, select the Employee Group. 4. Click Apply at the bottom of the window.
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