Accumulation of Shifts/Hours Update Process
The Accumulation of Shifts/Hours Update Process will read through an employee's assignments, dispatches and absences to determine how many shifts or hours an employee has worked during a date range specified. Schedules are also accessed so that the system will accurately calculate the number of shifts for part-time employees. A user defined demographics field for accumulated shifts or hours of each employee may be updated with the resulting shifts or hours according to the user selection.
Status Codes to Exclude
Enter status codes for employees that you do not want to include in the calculation process. Enter all the codes you wish to exclude.
Employee Categories
Enter up to 10 Employee Categories. Employees matching the entered categories will be considered for reporting. If no categories are entered, all employees will be considered for reporting.
Demoraphic Positions
Enter up to 10 Employee positions. Employees matching the entered positions will be considered for reporting. If no positions are entered, all employees will be considered for reporting.
Demographic Bargaining Units
Enter up to 10 Employee bargaining units. Employees matching the entered bargaining units will be considered for reporting. If no bargaining units are entered, all employees will be considered for reporting.
Demographic Departments
Enter up to 10 Employee departments. Employees matching the entered departments will be considered for reporting. If no departments are entered, all employees will be considered for reporting.
Demographic Locations
Enter up to 10 Employee locations. Employees matching the entered locations will be considered for reporting. If no locations are entered, all employees will be considered for reporting.
Date Range
Enter starting and ending dates to calculate the number of shifts/hours worked. It is important to note that despite the date range chosen, the employee's most recent hire date is part of the criteria used in the calculation of this report.
Shift Range
Enter a starting number of shifts and ending number of shifts. Only those employees that worked several shifts within this range will be displayed on the report. Note: If you are going to update the date field below, then this program will use the TO shift amount to determine the number of shifts to use for this date. For example, if the range was entered as 400 to 420, the program would use the date that the employee worked 420 shifts. The report will also display employees who are getting close to reaching this limit.
Update Date
Enter 'Y' to update a user-defined field with the date that a specified number of shifts was achieved. Specify the number of shifts by entering a range in the from and to Shift Range above. The to value in the shift range will be used to update the date field. If you specify 420 in the to shifts, the date that employees reached 420 shifts would be updated in the below-specified user-defined field.
User Defined Field to Update
Enter the field number of the user defined demographics field that you want to update with the date described above. There are 40 user-defined fields, so you must enter a value between 1 and 40. If you enter zero, no update will occur.
Special Exclusions
Enter 1 to exclude employees that have a continuing hire date filled in. Leave this field blank to include all employees.
Update Shifts or Hours
Enter 'S' to accumulate the total number of shifts an employee has worked during the specified date range.
Enter 'H' to accumulate the total number of hours (or days) that an employee has worked during the specified date range. If updating the user defined field, ensure the correct field for shifts or hours is specified in the 'User Defined Field to Update' prompt.
Include Absences
Enter 'Y' to factor absences into the calculation process. Absences will be subtracted from the total shifts or hours calculation.
Enter 'N' to ignore absences in the calculation of total shifts or hours.
Include Asgns/Dispatches
Enter 'A' to include only assignments in the calculation of shifts or hours.
Enter 'D' to include only dispatches in the calculation of shifts or hours.
Enter 'B' to include both assignments and dispatches.
Assignment Type Codes
Enter up to 10 assignment type codes. Only assignments with the specified type code(s) will be included in the calculation of shifts or hours. If no assignment type codes are entered, all assignments will be included in the calculation of hours/shifts.
Include Leave Assignments
Enter 'Y' to include leave assignments in the calculation of shifts or hours or 'N' if you do not want to include leave assignments in the calculation.
Continuing Assignments
Enter 'Y' to include only continuing assignments in the shifts or hours calculation.
Enter 'N' to include only temporary assignments.
Enter 'B' to include both continuing and temporary assignments.
Use Hour or Day Units
You may use either hour or day units in processing the Hours calculation. If you enter 'H', the resulting update and report will display hours. If you enter 'D', the resulting update and report will display days.
Update User Defined Field
Enter 'Y' to update the user defined demographics fields with the values calculated by this process.
Enter 'N' to run the report without updating any files.
User Defined Field to Update
Enter the field number of the user defined demographics field that you want to update with either the shifts or hours. To track both shifts and hours, run the process once specifying the field to update for hours and a second time, specifying the field for shifts.
Report Format
Enter 'S' to run this report in summary mode, 'D' for detail mode. A summary report will display one line per employee showing their total shifts or hours. A detail report will show each assignment, dispatch and absence (if you chose to include them) found in the system. If you choose the merge option for this process, the system will only export summarized information.
Report/Merge
See standard convention to prepare the report or export data fields for this report in a text file.
Report Sort
Enter 'E' to sort the report by employee.
Enter 'S' to sort by Shifts. Employees with the highest number of shifts will be listed first.
Employee Sort
Enter A to sort employees alphabetically by Name.
Enter N to sort employees numerically by Employee Number.
Employee Selection
Enter A to consider all employees for selection.
Enter S to enter selected employees individually.
Note: Calculation of Hours and Shifts Methodology
The Calculation of Hours and Shifts Process will read through every day within the specified date range.
For each day, the process will first read through the assignment system looking for any assignments that match the specified selection criteria. The assignment's schedule will be referenced to determine whether the assignment applies to that day and how many hours should be accumulated. If no schedule is found, the system assumes that an employee works every day of the week (not Saturdays or Sundays as dictated by the position code). If the position is an FTE type, then it is assumed that the employee works a full day. If the position is hourly, then it is assumed that the employee works the number of hours per day as per the position code database.
If any assignments are found for the day in question, then the absence system will be referenced (if specified). If any absence is found (regardless of duration), then no shift will be counted for that day, and the total hours calculation will be reduced by the number of hours on the absence.
The system will then check the dispatch system (where specified) adding any time and shifts found there.
Client customizations found:
Client 1207 - North Vancouver SD#44
The start date for Substitute/Casual employee is modified to be the Hire Date if the Hire Date is later than the start date specified above.
The end date for Contract employee is modified to be the day before the employee became permanent if this date is prior to the end date specified above.
Client 1232 - Langley SD#35
If Employee type is 'M', then if the accumulated seniority is < 90, then it is set to zero with a message.
If Employee type is 'N', then if the accumulated seniority is < 200, then it is set to zero with a message.