Administering Working Hours Schedules—Exercises

Basic Data Setup

Purpose: The purpose of this exercise is to show you how set up the basic data required for running this functionality. To enter this data, follow the instructions in the Administering Employees and Administering Wage Codes exercise. If you have completed these exercises, the data you need should already be in the database, and you can proceed directly to the main exercises.

Main Exercises

Purpose: The purpose of this exercise is to show you how to create working hours schedules and substitute schedules for different types of work, such as daytime and multi-week shift work.

Windows:
WorkingHours Schedules
Employee Schedules and Rules
Schedule Cycle Overview
Time Card – Day

Creating Schedules using Day Types

Purpose: The purpose of this exercise is to show you how to define day type dependent cycle schedules and day-by-day schedules for an employee who works Monday to Friday, from 8.00 - 17:00.

Windows:
WorkingHours Schedules
Wage Codes

Define the schedule with time intervals, preferably on paper, taking into account:
a) When the workday begins and ends.
b) When the employee is eligible for overtime, e.g., before 8 and after 17
Determine the number of day types that you need. Remember that all days in a week must be connected to a day type.
Consider the following questions regarding public holidays:
a) On what dates do these holidays occur this year?
b) Do they require day types other than those included in a normal work week e.g. are there days when you work half days? Optionally: Define those day types.
Open the Working Hours Schedules window and click on the Day Types tab.
Enter the day type name and description. Save your changes.
Right-click, and then click Day Type Details to open the window in which the day type is defined.

Define the day types in terms of overtime, normal hours and lunch or break, by connecting wage codes to the appropriate time intervals. If necessary, define additional wage codes in the Wage Codes window.

8 -- 17

From	From Day	Shift	Wage Type	Wage Code	Wage Code Name	Overtime Priority	On Call Factor
00:00	Current	1	Overtime	282	Overtime 100% cash	Priority 2
06:00	Current	1	Overtime	281	Overtime 50% cash	Priority 1
08:00	Current	1	Normal	100	Monthly salary
12:00	Current	1	Lunch	LUNCH	Lunch
13:00	Current	1	Normal	100	Monthly salary
17:00	Current	1	Overtime	281	Overtime 50% cash	Priority 1
19:00	Current	1	Overtime	282	Overtime 100% cash	Priority 2

Work free day

From	From Day	Shift	Wage Type	Wage Code	Wage Code Name	Overtime Priority	On Call Factor
00:00	Current	1	Overtime	282	Overtime 100% cash	Priority 2

*) Midnight, use 12 AM if you use US date and time settings.

Go to the Working Hours Schedules window, tab Cycle Schedules and define a cycle schedule.
a) Give the schedule a name and description.
b) Enter a cycle start date (normally this date should be a Monday or a Sunday) and define the number of days for the cycle length (use a 7 day cycle). Save your changes.
c) Right-click and then click Schedule Details. Enter the day types into the schedule.
d) Enter a Shift in the first cycle row. Save your changes.
e) Verify that the number of working days (5) and normal hours (40) is correct.
Go to the Working Hours Schedules window and open tab Day-by-Day Schedules.
a) Enter a schedule name and a description.
b) Enter a start date and an end date covering one month back in time and one month in future time. Save.
c) Go to Schedule Details. Enter some day types into the schedule. Save.

Creating Schedules without using Day Types

Purpose: The purpose of this exercise is to show you how to define non-day type dependent cycle schedules and day-by-day schedules for an employee who works Monday to Friday, from 8:00 to 17:00.

Windows:
WorkingHours Schedules
Wage Codes

Open the Working Hours Schedules window and go to tab Cycle Schedules.
a) Enter a schedule name and description, uncheck the day type dependent checkbox.
b) Enter a cycle start date (normally this date should be a Monday or a Sunday) and define the number of days for the cycle length (use a 7 day cycle).
c) Enter the wage code for the normal scheduled hours. Save your changes.
c) Right-click and then click Schedule Details. Enter the Work Hour Sum into the schedule.
d) Enter a Shift in the first cycle row. Save your changes.
e) Verify that the number of working days (5) and normal hours (40) is correct.
Go to the Working Hours Schedules window and open tab Day-by-Day Schedules.
a) Enter a schedule name and a description, uncheck the day type dependent checkbox.
b) Enter a start date and an end date covering one month back in time and one month in future time.
c) Enter the wage code for the normal scheduled hours. Save your changes.
d) Go to Schedule Details. Enter the Work Hour Sum into the schedule. Save your changes.

Creating Setups of Default Schedules and Rules

Purpose: The purpose of this exercise is to show you how to create a default setup of schedules, rules and other time/attendance parameters.

Windows:
Default Schedules and Rules

Open the Default Schedules and Rules window.
Specify an id for the default schedules and rules setup.
Enter a wage class and schedule. Also specify other schedules such as an Increment schedule and PHC schedule. Specify an appropriate time and attendance time base.
Save the default schedules and rules setup.
Repeat the steps 2 and 3 to create other default schedules and rules setups with appropriate information.
For one of the schedules and rules setups, select the Default check box. This will be the default schedules and rules setup for the company.

Linking Default Schedules and Rules to Positions

Purpose: The purpose of this exercise is to show you how to connect a default setup of schedules and rules to positions in the company.

Windows:
Default Schedules and Rules

Open the Default Schedules and Rules window.
Select a schedules and rules setup and connect it to the positions assigned to the employees you created by opening the Default Assignments dialog. You can link the relevant schedules and rules setups to the appropriate positions.

Assigning a Schedule to an Employee

Purpose: The purpose of this exercise is to show you how to connect a schedule to your employees.

Windows:
Default Schedules and Rules
Time Card – Day

Open the Employee Schedules and Rules window.
Query for the employees that you created in the Administering Employees exercise. The information in the default schedules and rules setup that is linked to the employee's positions will be automatically entered in the respective fields. If an employee's position does not have a default setup, the default setup for the company will apply.
You can save the information or you can modify the details as given below.
Enter your wage class and the schedule you created in the previous exercise.
Change the Valid From date as appropriate.
Select the Entitled to Overtime check box.
The Time & Attendance Time Base field should be set to Manual Clockings, your employees report time manually and should not get their scheduled normal hours generated automatically.
The Flexible Work Hours check box should be cleared.
Connect all your employees to schedules according to the steps above.
Open the Time Card – Day window
a.) Select an employee number in the Emp ID field.
b.) In the Interval tab, create a new clocking for today, the schedule start time (8:00) should appear automatically.
c.) Enter 17:00 in the out time field, select Normal as Out Time Type and save.
d.) Go to the Results tab, the amount of normal hours should be 8, registered to the normal wage code you used in the day type or entered as the default wage code in the day-by-day schedule information.

Creating Substitute Schedules

Purpose: The purpose of this exercise is to show you how to define a substitute schedule for an employee.

Windows:
Substitute Schedule

Go to the Substitute Schedule tab and create a new substitute schedule by giving it a name and a description.
Create a new row and enter today's date. Choose a day type for a non-working day (no normal hours).
Enter a new row, this time, start defining some public holidays, e.g., Christmas, Thanksgiving, and such. Repeat until the substitute schedule is complete.
Go back to the Working Hours Schedules tab.
a.) Right-click and select Schedule Details
b.) Click on the Substitute Schedule tab.
c.) Assign the substitution schedule you just created to the existing shift in the schedule.
Go back to the Time Card – Day window and select the same employee that you worked with in the assigning schedules to an employee exercise.
Delete the clocking made for today.
Create a new clocking for today.

Modify Employee Schedule Connection

Purpose: The purpose of this exercise is to show you how the most efficient way to change the schedule assignment to your employees.

Windows:
Working Hours Schedules
Employee Schedules and Rules
Change Employee Schedules and Rules

Go back to the Day Types tab in the Working Hours Schedules window. Create a new day type with only 6 hours of normal time.
Create a new 7 days cycle schedule and connect the new day type to it.
Go to Time Card Day window and select two of your employees.
a.) Create normal clockings on a couple of working days previous to today, on both employees. (Use the current week if possible, otherwise use days on the previous week).
Go back to the Employee Schedules and Rules window and populate.
Select the two employees you used in step 3.
Right click and select the Change Employee Schedules and Rules option.
Enter a Valid From date that corresponds to a day previous to the dates you created clockings to in step 3.
In the Schedule field, select the new schedule that you created in step 2.
Select a value into the Shift field.
Select next and choose the Recalculate affected clocking without regenerating system generated clocking option.
Press Finish.
Repopulate the Employee Schedules and Rules window and check that two new rows are created, connecting your employees to the new schedule and ending the previous assignment.
Go to the Time Card – Day window and check the calculation status on your employees. It is probably in status Calculated, but not Completed, since the clocking you made in step 3 may not match the new schedule.