Dispatch Creation Process
The Dispatch Creation Process will create dispatches for a selection of employees for specified range of dates. This program was written to create dispatches in mass to create timesheets that would over-ride the shift code of the function to a shift code derived from the start and end times of the dispatch.
Employees can be selected by employee category, assigned position type, position, department, bargaining unit, location type, location, pay ID or by employee umber. Dispatches are created according to the information stored in the assignment system. Schedules will also be used if they are entered to determine where and at what times and during what portions of the day an employee should be marked as working. The same rules that are used in Dispatch Additions are used in this creation process. The employee will be marked as working from all assigned positions and locations – unless filtered out by the part of day or start and end time selection.
As with the Dispatch Additions module, you can specify the date range, part of day for each day of the week, start and end times and the hours or days that they should be marked as working.
This process has a preliminary option that will allow you to view the proposed dispatches before creating them by running the process in final mode.
Dispatch Creation Information
Date Range
Enter start and end dates as (YY)YYMMDD. Dispatches will be proposed/created for each day the employee works (according to their assignment(s) and schedule(s)) within the date range.
Day Part
You can specify one of the following letters under each day of the week to indicate what day(s) and portion(s) of days the employee(s) are to be marked as working.
Enter 'F' to mark the employees as working for a full day.
Enter 'A' to mark the employees as working for the AM only.
Enter 'P' to mark the employees as working for the PM only.
Enter 'H' to specify the start and end times that the employees will be working.
Start and End Times
If you specified that the employees will be working for specified hours, then you will be prompted for the start and end time of the dispatch. The times must be entered using the 24-hour clock. For example: Enter 1:00 PM as 13:00.
Hrs/Days
If you specified that the employees will be working for specified hours, then you will be prompted for the hours or days that should be loaded onto the dispatch. If the positions of selected employees are hourly, then enter hours. If the positions of selected employees are FTE, enter days.
Source Code
Enter the dispatch source code you want loaded onto the dispatches that are created. Search to view and select from valid dispatch codes.
Schedule Mode
Enter '1' to create dispatches using an employee's regular schedule.
Enter '2' to create dispatches using an employee's default schedule.
Enter '3' to create dispatches using an employee's regular schedule if they work on the specified date, otherwise use their default schedule.
Create A Separate Absence
Enter 'Y' to create a separate dispatch for each position that an employee works.
Enter 'N' to create a single dispatch for all positions an employee works.
Preliminary/Final
Enter 'P' to produce a report showing the proposed dispatches.
Enter 'F' to create the proposed dispatches.
Employee Selection Criteria
Employee Categories
Assigned Position Types
Enter up to 10 position type codes. Only those employees that have assignments with the specified position types are selected. Search to view and select from valid position type codes.
Assigned Positions
Assigned Departments
Enter up to 10 department codes. Only those employees that have assignments with the specified departments are selected. Search to view and select from valid department codes.
Assigned Bargaining Units
Enter up to 10 bargaining units. Only those employees that have assignments with the specified bargaining units are selected. Search to view and select from valid bargaining units.
Assigned Location Types
Assigned Locations
Assigned Pay IDS
Enter up to 10 payroll ID's. Only those employees that have assignments with the specified payroll ID's are selected. Search to view and select from valid payroll ID codes.
School Term
Enter 'Y' to create dispatches for those assignments marked as school term.
Enter 'N' to create dispatches for those assignments not marked as school term.
Enter 'B' to create dispatches for all assignments, regardless of how the school term field is set.
Benefits
Enter 'Y' to create dispatches for those assignments that are marked as having benefits.
Enter 'N' to create dispatches for those assignments that are not marked as having benefits.
Enter 'B' to create dispatches for all assignments, regardless of how the benefits field is set.
Employee Selection
Definition of 'Default Schedule'
If an employee only has one position, then the default schedule will start at 7 AM and calculate the end time by adding to the start time 1/5 of the weekly hours for that position. The CADS HRS Calculation field will be used to determine whether an additional half hour should be added in for a lunch break. For example, if an employee works 20 hours per week, the default schedule would be from 7 AM to 11 AM because 20/5 = 4. This assumes that the CADS profile wouldn't cause the system to add in an extra ½ hour for a break.
If an employee works at more than one position during the week but works 5 days a week and works the same schedule each day, then slide the normal schedule down to 7 AM. For example, if an employee normally works from 8:30 AM to 10:00 AM at position A, and 10:00 AM to 3:00 PM at position B, then the default schedule would be 7:00 AM to 8:30 AM at position A and 8:30 AM to 1:30 PM at position B.
If neither of the above conditions is true, then the default schedule will start at 7 AM. All positions will be ordered so that the one with the most hours will be listed first. The start time for the first position will be 7 AM while the end time will be calculated by adding to the start time 1/5 of the weekly hours for that position. The next position will start when the previous position ended, and the end time will be calculated in the same manner as the first. It is not important to add in the extra half hour for a break. No special logic needs to be used for noon-hour assistants.