Schedule Entry Menu

The Schedule Entry Menu allows you to access the modules that maintain and manage employee schedules.

Schedules are used in conjunction with assignments to record where and when an employee works. HR's absence/dispatch system makes use of these schedules to eliminate much of the detailed entry when recording an absence or dispatch.

An employee is given a schedule as part of the assignment process. Attaching a schedule to an employee is entirely optional, and is only recommended for employees who do not work during normal hours at a single location. Anyone working at more than one location during hours other than those specified on the code of the location they work at should be given a schedule. Doing so will greatly simplify the absence/dispatch recording process.

While creating a schedule for all employees that work odd hours could seem a daunting task, HR schedules are designed to be generic using key words that access information from each employees assigned location(s).

Schedules

• Since many employees work at one location from the location start to end times, one schedule can probably be attached to a large group of employees. Schedules make use of symbols which allow the same schedule to be attached to many employees even if they work at different locations during different times. Schedule symbols include:

• Each employee can work at up to five locations for each assignment. Each location is given AM start, AM end, PM start, and PM end times. These locations and times are then mapped against the schedule to determine when and where an employee works.

Examples

• Employee A is assigned to one location 0001 (L1=0001) and works during the specified start and end locations of that school.

• Employee B is also assigned to one location 0002 (L2=0002) and works during the specified start and end locations of that school.

• Locations 0001 and 0002 have the following start and end times assigned.

• Although both employees work at different locations during different times, the same schedule can be used to define where and when each works. The schedule meshes with the location data on the assignment and the time information on the location to make it extremely flexible and efficient. The 1.0 indicates that the employee works a full day. 0.5 would represent a half day.

• Full Time Mon-Fri At One Location

• While the above schedule can likely be used for most employees, situations do arise where employees work only part days, at more than location, or odd days throughout the week. The following schedules show examples of these situations.

• Half Time Am Mon-Fri At One Location

• Full Time Mon-Fri At Two Locations - L1 = AM, L2 = PM

• Full Time Mon-Fri At Two Locations Alternating Days

• In this example it requires two weeks for the schedule to repeat itself.

• Unique Schedule For EMP XXXXXXXXX

• This is an example where an employee works full time but during different times than most of the people at his/her place of work. In this case, real times can be used instead of the symbols AM S and PM E.

•  Unique Schedule For Emp XXXXXXXXX

• As you will notice from the bottom examples, each location has an FTE assigned for each day. For teachers, a designation of 1.0 means they work a full day, a designation of .5 means they work half a day. For non-teaching employees who work a specified number of hours per day, an FTE is still specified. It represents a percentage of the base hours per day for the position they are being assigned to. If the base hours per day for a position is 8, a designation of 1.0 means the employee will work 8 hours that day. A designation of .25 means the employee will only work 2 hours that day.

• In this manner a full time employee who works 8 hours a week can be given the same schedule as a full time employee who works 7.5 hours a week. By multiplying the FTE (1.0 in this case) by the base hours of their position, the system can determine how many hours per day and week each employee works.

• In some situations it may be easier to specify the actual number of hours an employee works each day as opposed to a percentage of the full time hours. This can be accomplished by designating the schedule type as hourly. This will let you enter hours as opposed to FTE.