Seniority Calculation Process (1239)
The Seniority Calculation Process to meet the requirements of a local interpretation of a provincially bargained contract provision. The report was written so that hopefully it can 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 actually 6 separate and distinct processes. Each performs a different task. These tasks are summarized here and described in more detail below.
- Calculate Shifts For 6 Months
- Verify Correct Seniority Code
- Calculate Total Hours And Shifts
- Update Dispatch Priority
- Create Reports
- Load Shifts From Payroll
The Calculate Shifts For 6 Months Process will read through an employee's assignments, dispatches and absences to determine how many shifts an employee has worked during a six month period. A shift is considered to be when an employee is assigned or dispatched to work any portion of a day. The number of shifts an employee has worked in a 6 month period is used to determine whether an employee should be on the Secondary or Temporary Seniority Lists. If an employee has worked 60 or more shifts in a 6 month period, they will qualify to be on the Secondary Seniority List, otherwise they will be on the Temporary List. This process has an option that will allow you to store this calculated shifts value, as well as the start and end dates for the optimum 6 month period that the system determined in pre-defined user-defined demographics fields.
The Verify Correct Seniority Code Process will consider each selected employee and determine which of the three 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 either to the Secondary Seniority List (Seniority Code of 'Sec') or the Temporary Lists (Seniority Code of 'Temp'). As stated above, anyone that does not have a continuing assignment, will have their 6 month shifts value checked, and if they have 60 or more shifts, the system will determine they should have a seniority code of 'Sec', and if they have less then 60 shifts, then they should have a seniority code of 'Temp'. This process has an option that will actually update the employee's hire record with the determined seniority code.
The Calculate Total Hours and Shifts Process will read through an employee's assignments, dispatches, and absences to determine their total hours and shifts for a specified date range. These values can be loaded into user defined fields set up to hold accumulated hours and shifts values. These values will be added to the opening hours and shifts to produce total hours and shifts amounts. These totals will appear on the reports that are generated by running option 5 from this program.
The Update Dispatch Priority Process will update the dispatch priority field on an employee phase one 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, and then 30, 40 and so on. 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 on your temporary list will be called out in a fair rotation.
The Create Reports Process will produce 3 different reports, one for each seniority group.
The Load Shifts From Payroll Process will read through an employee's storage bank detail file in payroll and load the number of shifts into the opening, accumulated and 6 months shifts fields. The number of shifts an employee has worked in a 6 month period is used to determine whether an employee should be on the Secondary or Temporary Seniority Lists. If an employee has worked 60 or more shifts in the 6 month period, they will qualify to be on the Secondary Seniority List, otherwise they will be on the Temporary List. This process has an option that will allow you to store all three shifts values, as well as the start and end dates for the 6 month period entered when running this program. The values are loaded into pre-defined user-defined demographics fields.
Seniority Calculation Mode
Enter the number for the mode you want to run.
- Calculate Shifts For 6 Months
- Verify Correct Seniority Code
- Calculate Total Hours And Shifts
- 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 you have selected. Each mode has different prompts.
Calculate Shifts For 6 Months
Employee Categories
- You should normally leave this field blank. Use the Seniority Codes prompt below to select employees on your temporary seniority list. Search for valid seniority codes.
Seniority Codes
- Specify up to 10 seniority codes. Only employees with the seniority code(s) specified will be processed. Leave blank and Enter to continue. Not specifying a seniority code is the equivalent of asking for all seniority codes.
- Because the number of shifts in a 6 month period is only needed to determine whether temporary seniority employees can be promoted to the secondary seniority list, enter 'Temp' here. Because a person can never be relegated from the regular or secondary seniority lists, it is not necessary to run this process on these employees.
Calculation Method
- Enter 'M' for a monthly sliding calculation of shifts. If you want to calculate the optimum 6 month period during the 2001 calendar year, and you choose the monthly sliding calculation, this process would evaluate the 12 following 6 month periods: January 1 to June 30, February 1 to July 31, March 1 to August 31, April 1 to September 30, May 1 to October 31, June 1 to November 30, July 1 to December 31, August 1 to December 31, September 1 to December 31, October 1 to December 31, November 1 to December 31, and December 1 to December 31.
- Enter 'D' for a daily sliding calculation of shifts. If you want to calculate the optimum 6 month period during the 2001 calendar year, and you choose daily sliding calculation, this process would evaluate 365 different 6 month periods. The first 5 would be from January 1 to June 30, January 2 to July 1, January 3 to July 2, January 4 to July 3 and January 5 to July 4.
- The Daily Sliding Calculation will obviously take longer for the system to calculate as it is evaluating many more 6 month periods.
Date Range
- This process will let you set the time period for which you want the system to evaluate the multiple 6 month periods. If you want the system to see if an employee worked 60 shifts during the 2001 calendar year enter a start date of 20010101 and an end date of 20011231. As described above, this process will evaluate each 6 month period within the specified date range as (YY)YYMMDD according to the calculation method specified.
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 you each assignment, dispatch and absence found in the system. If you choose to merge this information, the system will only export summarized information.
Report/Merge
Employee Selection
Update User Defined Demo Fields
- Enter 'Y' to update the user defined demographics fields with the values calculated by this process or 'N' to run the report without updating any files.
User Defined Field For 6 Month Shifts
- Enter the field number of the user defined demographics field designated as the 6 Month Shifts field.
- Enter 0 (zero) if you do not want to update any user defined field with the shifts value.
User Defined Field For Start Date
- Enter the field number of the user defined demographics field you want to update with the start date. Enter 0 (zero) if you do not want to update any user defined field with the start date. The start and end dates are not used anywhere by the system. They can be loaded into the user defined fields for your information so you see what 6 month period was used by the system for the 60 shift determination.
User Defined Field for End Date
- Enter the field number of the user defined demographics field you want to update with the end date. Enter 0 (zero) if you do not want to update any user defined field with the end date. The start and end dates are not used anywhere by the system. They can be loaded into the user defined fields for your information so you see what 6 month period was used by the system for the 60 shift determination.
Calculation Mode 2: 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 continue. Not specifying a seniority code is the equivalent of asking for all seniority codes. Search to view valid seniority codes.
User Defined Field For 6 Month Shifts
- Because the system needs the number of shifts worked in 6 months to determine whether an employee should be on the secondary or temporary seniority list, you need to tell the system what user defined demographics field to refer to.
As Of Date
- The As Of date ((YY)YYMMDD) 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.
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.
Calculation Mode 3: Calculate Total Hours And Shifts
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 for valid seniority codes.
Seniority Codes
- Specify up to 10 seniority codes. Only employees with the seniority code(s) specified will be processed. Leave blank and Enter to continue. Not specifying a seniority code is the equivalent of asking for all seniority codes. Search for valid seniority codes.
Date Range
- Enter the date range this process is to use to calculate the total shifts and hours an employee has worked. Because you have entered opening balances which represent the hours and shifts up to a certain date, the start date entered should be one day after the 'opening balance end date'. The end date entered here is used to tell this process when to stop calculating the hours and shifts. If today is May 15th, but you only want the system to calculate the hours and shifts up until the end of April, enter the April 30th date here. 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 hours and shifts. A detail report will show you each assignment, dispatch and absence found in the system. To merge this information the system will only export summarized information.
Report/Merge
Employee Selection
Update User Defined Demo Fields
- Enter 'Y' to update the user defined fields designated as Accumulated Hours and Accumulated Shifts.
User Defined Field for Accumulated Hours
- Enter the user defined demographics field number designated as Accumulated Hours.
- Enter '0' (zero) if you do not want to update the Accumulated Hours field.
User Defined Field for Accumulated Shifts
- Enter the user defined demographics field number designated as Accumulated Shifts.
- Enter '0' (zero) if you do not want to update the Accumulated Shifts field.
Calculation Mode 4: 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 for valid seniority codes.
Seniority Codes
- Specify up to 10 seniority codes. Only employees with the seniority code(s) specified will be processed. Leave blank and Enter to continue. Not specifying a seniority code is the equivalent of asking for all seniority codes. Search for valid seniority codes.
User Defined Field for Opening Shifts
- Because this process needs an employee's total shifts and hours to produce all three seniority lists, the system needs to know what user defined demographics field you have stored the opening shifts value in. It will add this value to the accumulated shifts value to come up with a total shifts value.
User Defined Field for Accumulated Shifts
- Because this process needs an employee's total shifts and hours to produce all three seniority lists, the system needs to know what user defined demographics field you have stored the accumulated shifts value in. It will add this value to the opening shifts value to come up with a total shifts value.
User Defined Field for Opening Hours
- Because this process needs an employee's total shifts and hours to produce all three seniority lists, the system needs to know what user defined demographics field you have stored the opening hours value in. It will add this value to the accumulated hours value to come up with a total hours value.
User Defined Field for Accumulated Hours
- Because this process needs an employee's total shifts and hours to produce all three seniority lists, the system needs to know what user defined demographics field you have stored the accumulated hours value in. It will add this value to the opening hours value to come up with a total hours value.
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
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.
Calculation Mode 5: 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 Opening Shifts
- Because this process needs an employee's total shifts and hours to produce all three seniority lists, the system needs to know what user defined demographics field you have stored the opening shifts value in. It will add this value to the accumulated shifts value to come up with a total shifts value.
User Defined Field For Accumulated Shifts
- Because this process needs an employee's total shifts and hours to produce all three seniority lists, the system needs to know what user defined demographics field you have stored the accumulated shifts value in. It will add this value to the opening shifts value to come up with a total shifts value.
User Defined Field For Opening Hours
- Because this process needs an employee's total shifts and hours to produce all three seniority lists, the system needs to know what user defined demographics field you have stored the opening hours value in. It will add this value to the accumulated hours value to come up with a total hours value.
User Defined Field For Accumulated Hours
- Because this process needs an employee's total shifts and hours to produce all three seniority lists, the system needs to know what user defined demographics field you have stored the accumulated hours value in. It will add this value to the opening hours value to come up with a total hours value.
As Of Date
- The As Of Date is necessary to display current assigned positions on one of the reports.
Report/Merge
Employee Selection