Seniority Calculation Process (1203)
The Seniority Calculation Process was written to meet the requirements of a local interpretation of a provincially bargained contract provision. The report was written so that it can hopefully be used by other districts as well, provided that their interpretation of the contract language is the same or similar to that of the School District (or their union).
This program is 4 separate and distinct processes with each performing a different task. These tasks are summarized and described in detail below.
- Calculate Shifts For Year
- Verify Correct Seniority Code
- Update Dispatch Priority
- Create Reports
The Calculate Shifts For Year Process will read through an employee's dispatches to determine how many shifts an employee has worked during the specified period. A shift is considered to be when 'an employee is dispatched to work any portion of a day'. The number of shifts an employee has worked in a year is used to determine whether an employee should be on the Secondary Seniority List. If an employee has worked 80 or more shifts in a year, they qualify to be on the Secondary Seniority List, otherwise they will not be on any seniority list. This process has an option that will allow you to store the secondary seniority date in a user-defined demographics field. An employee's secondary seniority date is the date that they worked their 80th shift during the year.
The Verify Correct Seniority Code Process will consider each selected employee and determine which of the two seniority codes they should be assigned. If an employee has any continuing assignment current as of the date specified, the system will determine that they should be on the regular seniority list and be assigned a seniority code of 'REG'. Otherwise, they should be assigned to either the Secondary Seniority List (Seniority Code of 'SEC') or no list at all. As stated above, anyone that does not have a continuing assignment, will have their secondary seniority date checked, and if they have one filled in, the system will determine they should have a seniority code of 'SEC', otherwise they will not be assigned to be on either seniority list. This process has an option that will actually update the employee's hire record with the determined seniority code.
The Update Dispatch Priority Process will update the dispatch priority field on an employee phase 1 search record. The system will assign each an arbitrary dispatch priority starting from 10 and incrementing by 10 to represent the employee's seniority ranking. For example, the employee with the most seniority will be assigned a number 10, the employee with the next amount of seniority would be assigned a 20, then 30, 40 and so on. In the event that multiple employees have the same seniority, the same dispatch priority number will be assigned. The purpose of this process is to make sure that employees are called out in seniority order when filling absences. The dispatch priority will be used when utilizing the 'Search' function on the Absence/Dispatch Screen. The Replacement Employee Availability Report has been modified with sort options '3' and '4' to sort by dispatch priority. While your regular and secondary seniority employees will be called out in seniority order, the employees not on either seniority list will be called out in a fair rotation.
The Create Reports Process will produce three different reports, one for each seniority group.
Seniority Calculation Mode
- Enter the number for the mode you want to run.
- Calculate Shifts For Year
- Verify Correct Seniority Code
- Update Dispatch Priority
- Create Reports
- Search to view a description of the options available.
- Once you have selected the mode you want you will see the selection screen for the mode selected. Each mode has different prompts.
Calculate Shifts For Year
Employee Categories
- You should normally leave this field blank. Use the Seniority Codes prompt below to select employees on your temporary seniority list. Search to view valid seniority codes.
Seniority Codes
- Specify up to 10 seniority codes here. Only employees with the seniority code(s) specified here will be processed. Leave blank and Enter key to continue. Not specifying any seniority codes is the equivalent of asking for all seniority codes.
Date Range
- This process will let you set the time period for which you want the system to calculate the number of shifts. All dates must be entered as (YY)YYMMDD.
Report Format
- Enter 'S' to run this report in summary mode, 'D' for detail mode. A summary report will produce one line per employee showing their total shifts. A detail report will show each assignment, dispatch and absence found. If you choose to merge this information, the system will only export summarized information.
Report/Merge
Employee Selection
Update Secondary Seniority Date
- Enter 'Y' to update the secondary seniority user defined demographics field with the date calculated by this process.
- Enter 'N' to run the report without updating any files.
- Verify Correct Seniority Code
Employee Categories
- Enter the employee categories that you want to process.
Seniority Codes
- Specify up to 10 seniority codes. Only employees with the seniority code(s) specified will be processed. Leave this field blank and Enter key to continue. Not specifying any seniority codes is the equivalent of asking for all seniority codes. Search to view valid seniority codes.
User Defined Field For Secondary Seniority
- Because the system needs the number of shifts worked during the last year to determine whether an employee should be on the secondary seniority list, you need to tell the system what user defined demographics field to refer to for this value.
As Of Date
- The As Of Date is needed as the system reads through the employee's assignment(s) searching for continuing assignment type codes. It will only check those assignments current as of the date specified here. Dates must be entered (YY)YYMMDD.
Report/Merge
Employee Selection
Update Employee Seniority Code
- Enter 'Y' to update the seniority code on the employee's hire screen with the code it determines should be on the employee record.
- Update Dispatch Priority
Employee Categories
- You should normally leave this field blank. Use the Seniority Codes prompt below to select employees on your regular, secondary and temporary seniority lists. Search to view valid seniority codes.
Seniority Codes
- Specify up to 10 seniority codes. Only employees with the seniority code(s) specified here will be processed. Leave this field blank and Enter key to continue to the next prompt. Not specifying any seniority codes is the equivalent of asking for all seniority codes. Search to view valid seniority codes.
User Defined Field for Secondary Seniority
- Because this process needs an employee's secondary seniority date to produce all three seniority lists, the system needs to know what user defined demographics field you have stored the secondary seniority date in.
As Of Date
- The As Of Date is needed by the system to display current assigned positions on one of the reports.
Report/Merge
Employee Selection
Update Dispatch Priority
- Enter 'Y' to update the dispatch priority field with an arbitrary number which will ensure that employees are called out in the correct order.
- Create Reports
Reports To Generate
- Enter '1' to create the Non-Teaching Staff Seniority List
- Enter '2' to create the CUPE Secondary Seniority List
- Enter '3' to create the Temp Hours/Shifts Report
- Enter '4' to create all three reports.
- You can search to view valid options for this prompt.
User Defined Field for Secondary Seniority
- Because this process needs an employee's secondary seniority date to produce all 3 seniority lists, the system needs to know what user defined demographics field you have stored this data in.
As of Date
- The As Of Date is needed by the system to display current assigned positions on the one of the reports.
Report/Merge
Employee Selection