Using Schedules

This chapter provides an overview of work schedules and discusses how to:

• Create and view work schedules.

• Validate schedules.

• Define holiday schedules.

• Assign schedules.

• Use self-service scheduling features for managers.

• Use self-service scheduling features for employees.

Note. Global Payroll and PeopleSoft Enterprise Time and Labor use many of the same pages and records for schedule setup and assignment. If you're using both applications, you need to create and assign schedules only once. The information that displays on the scheduling pages may vary somewhat, depending on which application you use to access them.

See Also

Sharing Work Schedules with Time and Labor

Defining Work Schedules

Understanding Work Schedules

In Global Payroll, work schedules provide a way to communicate and manage workforce attendance expectations. They also enable the absence process to determine when a payee's absence falls on a scheduled work day. For exception time reporting payees, you set up schedules and enter exception data. For positive time reporting payees, the system compares reported hours with schedules to determine pay.

This section discusses:

• Types of schedules.

• Types of shifts.

• Schedule definitions and calendars.

• Rotating schedules.

• Self-service scheduling features.

• Schedule settings.

Type of Schedules

You can define three main types of schedules:

• Punch schedules include punch detail such as In, Out, Meal, Break, and Transfer.

• Elapsed schedules show the duration of time to be worked—for example, eight hours on Monday.

• Flex schedules are practical when a payee has some flexibility to begin and end the workday.

Types of Shifts

A shift represents a set of punch types from which it is built. You can create three types of shifts:

• Elapsed shifts

  Define one elapsed punch entry for the shift, such as an elapsed shift of 8 hours, which is non-clock time. Elapsed shifts cannot exceed 24 hours.

• Punch shifts

  Use punch shifts to create shifts that define specific work times. Punch shifts are defined by an in punch and the first subsequent instance of an out punch. Other punches such as break, meal, or transfer, can occur between the in and out punches. Punch times are associated with each punch. The duration of a punch can be entered, or the system can calculate the duration when the next punch time is entered.

• Flex (flexible) shifts

  The system supports flexible shifts, giving payees latitude for beginning and ending shifts. You can enter core, required hours and the weekly number of hours that the flexible shift requires, but the system uses the weekly information only if you set up an array for processing.

  See Defining Array Elements.

Example: Flex Shifts

In this example:

1. Payees begin and end their workdays within a range of flexible hours in the morning and afternoon (begin between 06:00 and 09:00 and end between 15:00 and 18:00). They must work 8 hours a day, 40 hours a week and must work during the core hours, 09:00 to 15:00. A payee's begin and end times can vary daily within the flexible hours.

2. Payees work any 8 hours during the day, within a range of flexible hours (between 06:00 and 19:00), and there's no company-defined core period. They must work 40 hours a week.

3. Payees work anytime during the week, provided that they work 40 hours a week and during the core hours, 09:00 to 15:00. A payee's begin and end times can vary daily within the flexible hours, and the length of the workday can vary, provided that the weekly 40 hour requirement is met.

4. Payees work 40 hours a week and during the core hours, 09:00 to 15:00. A payee's begin and end times can vary daily within the flexible hours, but the workday must be 8 hours.

Schedule Definitions and Schedule Calendars

A schedule definition defines a work schedule and is identified by a schedule ID. After creating schedule definitions, you can assign them to pay groups and payees. The same schedule can be assigned to multiple pay groups. You also have the option of creating and assigning a personal schedule to a given payee.

The system uses schedule definitions to derive schedule calendars and to resolve payee schedules. A schedule calendar is a range of dates with specified work and non-work time.

Rotating Schedules

You can define rotating schedules that enable you to assign the same schedule to several payees with different start dates. For example, a basic rotating schedule for a continuously operating factory operation might consist of:

• Seven days

• One off

• Seven afternoons

• One off

• Seven nights

• Five off

To keep the factory staffed 24 hours, seven days per week, there are four groups, or rotations, of workers. Each rotation uses the same schedule, but the actual days are staggered so that there is always one rotation covering each of the shifts. This table represents what the actual rotations would look like for a month:

Self-Service Scheduling Features

Self-service scheduling pages are available to managers and payees. Managers can use these pages to view schedules, view payee's scheduling preferences and change schedule assignments, and create schedules for individual payees. Employees can use these pages to view their monthly schedules and to enter personal scheduling preferences.

Schedule Settings

Use the Schedule Settings page to define the labels to display for punch types, the range of dates for the Dates table (TL_DATES_TBL), and other scheduling settings. The Dates table stores date-related information, such as the day of week, day of month, and calendar year that the system needs to build calendar schedules.

See Also

Defining Schedule Settings and Loading Dates

Using Self-Service Scheduling Features for Employees

Using Self-Service Scheduling Features for Managers

Creating and Viewing Schedules

To create schedules, use the Schedule Group (SCH_GROUP), Shifts (SCH_SHIFT), Workdays (SCH_WRKDAY), and Definitions (SCH_DEFINITION) components.

This section provides an overview of schedule creation and discusses how to:

• Define schedule groups.

• Set up shifts.

• Define workdays.

• Create schedule definitions.

• Define shift details for schedule definitions.

• View schedule calendars.

Note. Self-service pages are available to managers for creating, viewing, and modifying work schedules. These pages are discussed later in this chapter.

See Also

Using Self-Service Scheduling Features for Managers

Understanding Schedule Creation

To create work schedules:

1. Create schedule groups.

   Schedule groups provide a way to organize schedules and group payees with like schedules. Each schedule group is associated with a SetID (as is each shift, workday, and schedule definition). When you assign schedules, you select the schedule group, which filters the schedules that you can assign.

2. Create shifts (optional).

   You can create elapsed, flex, and punch shifts with the Shifts component (SCH_SHIFT) or you can enter shift information manually when you create a schedule definition.

3. Create workdays (optional).

   You can create workdays to be used as labels for the days within a schedule definition.

4. Create schedule definitions.

   Schedule definitions comprise a series of short term or long term workdays. When you create schedule definitions, you can incorporate predefined shifts and workdays. You can also enter shift information manually.

5. View schedule calendar.

   The system derives the schedule calendar from the schedule definition.

Creating Personal Schedules

At times, you may want to create a schedule definition that applies only to a specific payee. In these cases, you use the Personal Schedule Definition component (SCH_DEFN_ADHOC) that you access through the Work Schedule Assignment page. The personal schedule definition pages are identical to the pages in the Schedule Definition component that you use to define all other work schedules.

See Also

Creating Personal Schedule Definitions

Pages Used to Define and View Schedules

See Also

Defining Schedule Settings and Loading Dates

Defining Schedule Groups

Access the Schedule Group page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Schedules, Schedule Groups, Schedule Group).

Think of a schedule group as a way to organize schedules. Shifts, workdays, and schedule definitions are created based on a SetID value. Schedule groups group these together by way of the Set Control value.

When you assign a schedule to a pay group or directly to a payee, you must first select the associated schedule group. This selected schedule group filters the schedules that you can choose from.

See Also

Working with System Data Regulation in HRMS

Enterprise PeopleTools PeopleBook: Data Management

Setting Up Shifts

Access the Shift page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Schedules, Shifts, Shift).

Effective Date	Enter a date for this shift. If you modify a previously saved shift, the effective date that you select has some limitations. You cannot change the effective date of the shift to: A date before the earliest effective date of all workdays that contain that shift. A date later than the start date of any schedule calendar containing it. A date later than the earliest effective date of all pay groups whose default schedule IDs contain that shift.
Shift Type	Select a type. Options are: Elapsed: Only the Elapsed punch types appear in the prompt. An Elapsed shift can contain only one punch entry. Punch: In, Out, Break, Meal, and Transfer punch types can be entered. The Flex Shift Information group box doesn't appear on the page. To save punch shifts, you need an In and Out punch. Flex: Only In and Out punches can be entered. The Flex Shift Information group box appears, available for entry. To save flex shifts, you need an In and Out punch. If you change this field in Add mode and punch detail is already entered, you're warned that punch detail is deleted if the type field is changed. For all effective-dated rows, the system deletes the punch details for all effective-dated rows and the type field is updated to the new type that you selected. Having saved a shift as one type, you cannot change it to another.
Off Shift	Select to identify this day as an off day. Note. If you are including off days for the self service absence duration calculation you will need to add the hours you would like to use for an off day in the duration field.
Scheduled Hrs (scheduled hours)	Displays the total amount of work time for the shift. For example, you require payees to punch in at 09:00 and punch out at 17:00, but the shift includes a one-hour non-punch lunch break. The field calculates nine hours, but your organization is paying for eight hours worked, so the scheduled hours are eight. This field's value is calculated from the sum of the durations of punches in the group box at the bottom of the page—except Meal punches. You can edit this number for Punch and Flex shifts. For an Elapsed shift, this field equals the Elapsed punch entry's duration and is unchangeable. If you make changes affecting punch time or punch duration, the Scheduled Work Hours field recalculates.
Start Time and End Time	These fields indicate the starting and ending times of the shift. For fixed and punch shifts, the system populates these fields automatically based on the information you enter in the Shift Detail group box.

Taskgroup for Time Reporting

This group box enables you to view time reporting and task elements while you build the schedule definition. It appears only if you have Time and Labor installed.

The task template and the related time reporting template determine which task elements and time reporting elements appear as columns in the grid for scheduling purposes.

Schedule Configuration Totals

Total durations appear for the punches being tracked. For each selected check box that appears in the group box at the bottom of the page, the corresponding configuration total is updated with the number of hours corresponding to the total of all marked entries.

Flex Shift Information

If the Flex shift type is selected, these times represent the required core hours for the flex shift.

Shift Details

This group box label varies, depending on which shift type you selected. Saving the shift requires at least one line of punch detail.

Defining Workdays

Access the Workday page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Schedules, Workdays, Workday).

You use workdays to group shifts when creating a schedule definition. Enter an effective date and a description for the workday. The effective date of a workday must be earlier than or equal to the effective dates of the schedule definitions in which you use it.

Note. Setting up workdays is not a prerequisite for creating schedule definitions. You can define shift information that is not grouped by workday when you create schedule definitions.

Creating Schedule Definitions

Access the Definitions - Definition page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Schedules, Definitions, Definition).

Schedule ID

Displays the value that you entered to access this page.

Schedule Details

Taskgroup for Time Reporting

This group box enables you to view the time reporting and task elements while you build the schedule definition. It appears only if you have Time and Labor installed.

The task template and the related time reporting template determine which task elements and time reporting elements appear as columns in the grid for scheduling purposes.

Rotation Details

Use this group box to determine the rotating pattern of the schedule. You create multiple rotation IDs that share the same schedule, but start on different days.

Defining Shift Details for Schedule Definitions

Access the Definitions - Schedule Shifts page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Schedules, Definitions, Schedule Shifts).

You can use this page to define shift information for schedules in two ways:

• Using predefined workdays and shifts.

  Use the Workday ID and Shift ID columns to select predefined workday and shifts. The system populates the remaining columns based on the shift you enter.

• Manually (for flex and punch schedules).

  The type of schedule that you are defining determines the columns that appear in the Shift Details grid. For punch schedules, the system displays the default punch pattern and labels defined on the Schedule Settings page. To see all available punch types, select All Punches in the Punch Pattern field. For flex schedules, the system includes fields for In, Out, and Sched Hrs (scheduled hours). For elapsed schedules, it includes fields for identifying an off shift and scheduled hours.

  To specify an off shift, you can select a predefined off shift, or select the Off Shift check box and enter an in and out time. When selected the system will deactivate the More link. It allows you to add duration hours for off days.

Click the Show Calendar link to view the schedule calendar that the system derives from the schedule definition.

Click the More link to access the Shift page where you can view or enter details for a shift.

See Defining Schedule Settings and Loading Dates.

Copying, Pasting, and Clearing Shifts

Select the check box in the Select column. This makes the Copy, Paste, and Clear Shifts links available so that you can quickly copy, insert, and delete rows of workday and shift information.

See Setting Up Shifts.

Configuration Totals

Select the Configuration Totals tab.

This tab displays the total hours that are associated with each configuration indicator. You can use the configuration totals in payroll and absence rules.

Viewing Schedule Calendars

Access the Schedule Calendar page (click the Show Calendar link on the Definitions - Schedule Shifts page).

This page enables you to view the schedule calendar that the system derives from a specific schedule definition.

Validating Work Schedules

For punch type schedules, when a change is made to a shift, the related schedule(s) may need to be re-validated.

Page Used to Validate Schedules

Validating Schedules

Access the Schedules to be Validated page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Schedules, Schedules to be Validated, Schedules to be Validated).

This page contains a list of schedules that need validating because a related shift was modified for punch type schedules. The system displays a schedule ID, description and status for each schedule that needs validating.

Click the Validate button to validate the schedule or click the Show Schedule link to access the Schedule Definition page.

Defining Holiday Schedules

To define holiday schedules, use the Holiday Schedule (HOLIDAY_SCHED_TBL) component.

During batch processing, the system retrieves the holiday schedule for each payee and uses this information for absence processing (several system elements exist for daily holiday schedule information) and for counts.

By default, a payee inherits the holiday schedule from the pay group. You can assign a different holiday schedule to a payee using the Job Data - Payroll page.

Page Used to Define Holiday Schedules

See Also

Setting Up Holiday Schedules

Assigning Work Schedules

This section provides an overview of work schedule assignment and discusses how to:

• Assign work schedules to a payee.

• Create personal schedule definitions.

• Compare work schedule rotations.

Understanding Work Schedule Assignment

After you create work schedules, you assign a schedule group and a schedule ID to each pay group using the Pay Group Name page. By default, a payee inherits the schedule group and work schedule that are associated with the payee's pay group. (Pay groups are assigned to payees using the Payroll page of the Job Information component.)

You can explicitly assign a schedule to a payee other than the pay group default using the Assign Work Schedules component (GP_SCH_ASSIGN). You can also use this component to assign an alternate schedule to a payee and access the Personal Schedule Definition component (SCH_DEFN_ADHOC) where you can define a personal schedule for the payee.

When you assign a schedule to a payee, the system deletes any workday overrides for that payee that are of a different type than the schedule assignment (for example, Elapsed instead of Punch) and that have a date later than or equal to the new assignment.

Managers can use self-service pages to assign schedules to payees and to change schedule assignments. The self-service pages are discussed later in this chapter.

Note. For schedule assignment, the Workforce_Sync Message must be active on the PERSON_DATA Queue, which comes with the PeopleSoft Integration Broker feature.

Pages Used to Assign Work Schedules

See Also

Pages Used to Define Pay Groups

Pages Used to Manage Schedules

Assigning Work Schedules to a Payee

Access the Assign Work Schedule page (Global Payroll & Absence Mgmt, Payee Data, Create Overrides, Assign Work Schedule, Assign Work Schedule).

Primary Details Tab

Alternate Schedule

Select the Alternate Schedule tab.

Use this tab to assign an alternate schedule to a payee. The fields on this tab are similar to the fields on the Primary Details tab.

Viewing the History of Schedule Assignments

When you click the link to expand the history section of the page, the system displays all of the schedule assignments, including any changes to the default schedule assigned to the payee's pay group.

Creating Personal Schedule Definitions

Access the Personal Schedule Definition - Definition page (click the Create Schedule link, on the Assign Work Schedule page).

Define the payee's schedule in the same way that you create a schedule definition. Personal schedules, however, cannot be rotating schedules.

See Also

Creating Schedule Definitions

Comparing Rotations

Access the Schedule Calendar page (click the Show Schedule link on the Assign Work Schedule page).

The displayed schedule pattern is the length of the actual schedule. For example, if the schedule is 28 days, that is the actual pattern that displays.

Using Self-Service Scheduling Features for Managers

Managers can use self-service pages in Global Payroll to assign, view, change, and override work schedules. In addition to viewing coverage, assigned shifts, and total work hours, managers can find replacements, swap shifts, copy schedules, and make short- and long-term schedule changes.

This section discusses how to:

• Manage schedules.

• Override shifts.

• Select default options.

• Find replacements.

• Copy schedules.

• Swap schedules.

• Assign and create schedules.

Pages Used to Manage Schedules

Note. The pages listed here include only those self-service scheduling pages included with Global Payroll. If you have also installed Time and Labor, see additional documentation in the Time and Labor PeopleBook.

See Also

Defining Work Schedules

Setting Up Time Reporters

Using Manager Self-Service for Scheduling Components

Using Manager Self-Service for Scheduling Components

Managing Schedules

Access the Weekly Schedules page (Manager Self Service, Time Management, Manage Schedules, Manage Schedules, Weekly Schedules).

When you access this page, the system displays either the Daily, Weekly, or Date Range Schedules pages, depending on the default set on the Manage Schedules View Options page.

Enter values in Employee Selection Criteria and click the Get Employees button to filter the list of payees that requires changes or review. Fields for Workgroup and Taskgroup apply only if Time and Labor is installed. The North American Pay Group field applies only if Payroll for North America is installed; the Global Payroll Pay Group field does not apply.

Employees for <Manager Name>

The system lists the payees that meet your selection criteria.

Schedule Actions

The schedule actions of Replace Schedule, Swap Schedules, and Copy Schedules are audited.

Legend

Events such as approved training, planned absence, and holiday are denoted on the schedule with icons. A crossover shift indicates a shift that continues past midnight. Approved training can be designated only if Time and Labor is installed.

If a day has multiple shifts, the first shift information appears along with the multiple shifts icon. The second shift and its details appear on the Daily Details for <date> page.

Note. To have the system display icons for approved training, planned absences, holidays, and no shows, you must select these options on the Manage Schedules View Options page.

Overriding a Shift

Access the Daily Detail for <date> page (click the <x> Hours link on the Manage Schedules page).

Selecting Default Options for Managing Schedules

Access the Manage Schedules Display Options page (click the Schedule Display Options link at the bottom of the Weekly Schedules page).

Use this page to define default settings for the Manage Schedules page.

Schedule Categories

Select the types of events you want the system to mark on the schedule. The system displays the corresponding symbol on the relevant day.

Approved training applies only if Time and Labor is installed. In this case, the system can identify training days that are recorded in PeopleSoft Enterprise Learning Management and Human Resources: Manage Training.

Planned absences represent requested and approved absences (from the GP_ABS_EVENT table). If Time and Labor is installed, planned absences also include leaves of absence for Base Benefits customers.

No show information applies to payees with a punch schedule and can be reported only if Time and Labor is installed. The No Shows value only displays for the Daily Schedules page. No Shows information is stored, so any No Shows information from the past can be viewed.

Weekly/Date Range Options

If Time and Labor is installed, you can display one type of task data and one time reporting element on the weekly or date range pages.

Finding Replacements

Access the Schedule Replacements page (select a payee and click the Replace Schedule button on the Weekly Schedules page).

This page lists all payees who are not scheduled for the shift or time range for which you need a replacement. It excludes payees for whom an absence has been entered. If Time and Labor is installed, it can also exclude payees who are scheduled for training.

Using the replacement feature is appropriate when you want to replace an absent payee with another payee who is not already scheduled to work during that time period.

Select the employee who will act as a replacement and click the Replace button. The system displays an R next to the replaced employee in the daily cell on the Manage Schedules pages (day, week or date range).

The person who is replacing the employee inherits the schedule. The replaced employee retains the original schedule for appropriate payment if the employee reports an absence for that day.

If you need to undo the replacement, click the View Daily Details link in the cell for the replaced employee (the cell that displays the R). Click the Undo Replacement button and then click OK.

Copying Schedules

Access the Copy Schedules page (select a payee and click the Copy Schedules button on the Weekly Schedules page).

Select one or more employees who are to receive the copied schedule and click the Copy button. The whole day is copied for the date or range of dates defined.

Note. If you selected Day as the View By option on the Manage Schedules page, the Date field is display only.

Swapping Schedules

Access the Swap Schedules page (select two payees and click the Swap Schedules button on the Weekly Schedules page).

Change the start date and end date if required and click the Swap button. The whole day's schedule is swapped between the two employees, or all the days listed if it is a range of dates.

Important! Avoid using the swap feature to replace an absent payee. If you use the swap feature, and the payee reports an absence, the payee may not be correctly compensated for the absence. This is because the absence process refers to the swapped schedule (which might be for an off shift or different shift), rather than the payee's actual schedule, to determine the amount of time off.

Note. If you selected the Day View By option, the Date field on this page is display only.

Assigning and Creating Schedules

Access the Assign Work Schedule page for a payee (Manager Self Service, Time Management, Manage Schedules, Manage Schedules, Assign Work Schedule).

You can use this page to assign work schedules to a payee and to access pages for viewing assigned schedules and for creating a schedule for a particular payee. These pages are the same as the pages that administrators use to assign schedules and create personal schedules.

See Also

Assigning Work Schedules

Using Self-Service Scheduling Features for Employees

Employees can use self-service pages in Global Payroll to enter their schedule preferences, such as preferred contact information for schedule updates, willingness to work a compressed work week, and daily shift preferences. When a manager wants to replace, swap, or copy a schedule, the employee preferences can be viewed to determine the best available replacement or schedule.

This section discusses how to set up schedule preferences.

Pages Used to Enter Scheduling Preferences and View Schedules

Setting Up Scheduling Preferences

Access the Schedule Preferences page (Self Service, Time Reporting, User Preferences, Schedule Preferences).

Contact Preference

The employee's preferred phone number and email address appear. If PeopleSoft Enterprise eProfile is installed, you can click a link to access the Personal Information page, where you can update the contact information.

Schedule Preferences

For each day of the week, enter the shift or start and end times you prefer to work.