PeopleSoft Enterprise Time and Labor 9.1 PeopleBook

Using Manager Self-Service for Scheduling Components

This chapter provides an overview of manager self-service for scheduling components and discusses how to:

Set up manager search options.
Assign schedules.
Manage schedules.
Integrate training data from PeopleSoft Enterprise Learning Management.

Understanding Manager Self-Service for Scheduling Components

The Manager Self-Service for Scheduling components enable managers to assign, view, change, and override work schedules (SCH_MNG_PERIOD).

In addition to viewing coverage, assigned shifts, and total work hours, managers can identify individuals with planned absences or training, holidays, and no shows (those employees who have not reported in for a scheduled punch shift). The manager can also view employees with multiple shifts in a day, those who have shifts that span midnight, and those which have changing task elements over a shift.

If updates need to be made to the schedule, managers can schedule replacements, swap shifts, copy schedules, and make short- and long-term schedule changes.

A generic interface to the open scheduling architecture can be accessed to load optimized work schedules or data from other systems, including training data from Learning Management.

Employees can update their schedule preferences, such as preferred contact information for schedule updates (phone or email), 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.

Time reporters are in a static or dynamic groups to which a manager has access or a manager has access to time reporter data through HRMS data permission security. Managers are restricted from viewing and changing their own data on these pages:

Manage Exceptions page
Approve Payable Time and Approve Reported Time pages
Manage Schedules page
Manager Calendar Views page

Setting Up Manager Search Options

This section discusses how to set up manager search options that are common to all self-service pages that managers access.

Pages Used to Set Up Manager Search Options

Page Name	Definition Name	Navigation	Usage
Manager Search Options - Select Default Criteria and Options	TL_MSS_SRCH_OPTION	Manager Self Service, Time Management, Manager Search Options, Manager Search Options	Set up preferences and display options for viewing employees. Enter the employee selection criteria you want to use when searching for employees. This search information will be the default for manager self service pages where there is an Employee Selection Criteria option. A partial value may be entered in any search field to get a list of employees with similar values.

Selecting Manager Search Options

The Manager Search Options page allows each manager to specify criteria and display options for searching employees. The search information is used as the default for manager self service pages where there is an Employee Selection Criteria option. If a manager does not save the Options page, then the search options defaults from the Manager Search Defaults page included in the Time and Labor Installation process.

Access the manager Search Option page (Manager Self Service, Time Management, Manager Search Options, Manager Search Options).

This page allows each manager to specify criteria and display options for searching employees. The search information is used as the default for manager self service pages where there is an Employee Selection Criteria option. If a manager does not save the Options page, then the search options defaults from the Manager Search Defaults page included in the Time and Labor Installation process.

Value	If the Include in Criteria field is selected for a particular row, make an entry, if required, in the Value field to use as default search criteria.
Include in Criteria	This field is used to denote whether the field is displayed as part of the criteria that can be searched on. Note. Only select Workgroup or Taskgroup if Time and Labor is installed, and you are looking for employees that are enrolled in Time and Labor.
Include in List	This field is used to determine if the field is displayed in the employees grid. Note. Only select Workgroup or Taskgroup if Time and Labor is installed, and you are looking for employees that are enrolled in Time and Labor.
Auto Populate Option, Criteria Defaults	These fields work in conjunction with each other. With AutoPopulate Results selected and Collapse Criteria selected, the grid auto populates based on the criteria and the criteria is collapsed. With AutoPopulate Results selected and Expand Criteria selected, the grid auto populates based upon the criteria and the criteria is expanded. With Prompt for Results selected and Collapse Criteria selected, the grid does not auto populate. Instead, click the Get Employees button to populate the employee grid; the criteria is collapsed. With Prompt for Results selected and Expand Criteria selected, the grid does not auto populate. Instead, click the Get Employees button to populate the employee grid; the criteria is expanded.

Note. If you are entering values in the fields: Location, Job Code, Job Title, or Department, enter an HR Business Unit value to derive the SETID for these other fields. If you do not enter a Business Unit, the system derives the HR Business Unit from your Job Data to determine the default SETID for these values.

See Manager Search Defaults.

Assigning Schedules

This section discusses how to assign a schedule to a time reporter.

Pages Used to Assign Schedules

Page Name	Definition Name	Navigation	Usage
Assign Work Schedule	SCH_ASSIGN	Manager Self Service, Time Management, Manage Schedules, Assign Work Schedule, Assign Work Schedule	Assign a time reporter to a schedule.
Personal Schedule Definition	SCH_DEFINITION	Manager Self Service, Time Management, Manage Schedules, Assign Work Schedule. Select the Create Personal Schedule value in the Assignment Method field. Click the Create Schedule link.	Create a personal schedule for a time reporter.
Schedule Shifts	SCH_DEFINITION_2	Manager Self Service, Time Management, Manage Schedules, Assign Work Schedule. Select the Create Personal Schedule value in the Assignment Method field. Click the Create Schedule link, Schedule Shifts.	Enter shift details for a personal schedule definition.
Schedule Calendar	SCH_CALENDAR	Manager Self Service, Time Management, Manage Schedules, Assign Work Schedule, Click the Schedule Calendar link on the Schedule Shifts page.	Display the schedule, change the date or view the previous and next periods of the schedule.
Schedule Calendar Rotations	SCH_CLND_ROTATN	Click the Compare Rotations link on a saved Schedule Calendar page.	Compare rotations to analyze the patterns for each rotation.

Assigning Schedules to a Time Reporter

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

The system displays the time reporter’s name, ID, employee record number, and job title.

Click for Instructions	The Click for Instructions link expands to show instructional text on using the page.
Click to Hide Instructions	Click this link to collapse the instructional text that displayed when the Click for Instructions link was selected.
Assignment Method	Select Create Personal Schedule, Select Predefined Schedule and Use Default Schedule. When selected, the Create Personal Schedule value allows you to create a effective dated personal schedule for this employee. A Create Schedule link is displayed on the right side of the grid. In addition, you can select a Schedule Group for the employee. The Schedule ID is automatically populated with the EmplID, Employee Record Number and three additional digits. The Select Predefined Schedule value enables you to select a Schedule Group and an associated Schedule ID. The Use Default Schedule value derives a default schedule for the time reporter. For Global Payroll, the schedule defaults from the Global Payroll pay group assigned to an employee (from the JOB Data record). For Time and Labor employees that are not in Global Payroll, the schedule defaults from the workgroup assigned to employees on the Maintain Time Reporter Data page when they are enrolled in Time and Labor. If no row is displayed for schedule assignment, the schedule resolution process still resolves the default schedule on the Global Payroll pay group assigned to an employee, or the default schedule on the employee's workgroup if not enrolled in a Global Payroll pay group.
Schedule Group	Schedule Groups are used to group employees with like schedules. A Schedule Group must be entered. For default schedules, both the workgroup and Global Payroll pay groups have Schedule Groups associated with a Schedule ID. The Schedule Group is associated with a SetID, so only valid schedules for a particular SetID that is associated to an employee are displayed.
Star icon	A star icon appears in the Assign Schedules group box, when you assign an employee a default schedule from either a Time and Labor workgroup or a Global Payroll pay group, and the default schedule has changed over time. This default assignment can occur manually, or as a result of an employee hire triggering the Workforce Sync message to insert a default assignment row in Assign Work Schedule. The Assign Schedules group box displays the Schedule ID that is most current at the time, from the workgroup or pay group, despite the schedule assignment effective date. The display of this Schedule ID assists in determining which schedule the system is currently using for schedule resolution. The display of the star icon alerts you to review the History of Schedule Assignments, Including Default Changes section to determine what the schedule changes are from the initial schedule assignment to the current date.
Rotation ID	If the schedule assigned to an employee is a rotating schedule, the Rotation ID field will be displayed next to the Schedule. The Rotation ID is used to determine what relative day in the schedule an employee should be assigned to.
Show Schedule	The Show Schedule link will take the user to the derived Schedule Calendar that can be viewed as of the effective date of the schedule assignment.
View history of Schedule Assignments, including default changes	Click this link to expand the section to show all of the schedule assignments, including what default schedules may have changed either on a Global Payroll pay group or Time and Labor workgroup, if the user has a default schedule assigned.

Personal Schedule Definition

Access the Personal Schedule Definition page (Manager Self Service, Time Management, Manage Schedules, Assign Work Schedule. Select the Create Personal Schedule value in the Assignment Method field. Click the Create Schedule link).

Description

Enter a description for this personal schedule.

Definition Type

Options are Punch, Elapsed, and Flex.

See Creating Work Schedules and Schedule Definitions.

Num Days in Schedule

Enter the number of days in this schedule pattern.

Daylight Savings Rule

Options are Fixed Time and Fixed Duration. The Daylight Savings Rule is relevant for punch or flex schedules. This determines when a schedule is resolved on a daylight savings day, whether the end time of the shift should remain fixed, or the number of scheduled hours (duration) should remain fixed.

Default Taskgroup

Enter a default Taskgroup to schedule task elements or time reporting elements with this schedule

Task Template ID

This value is derived from the entry in the Default Taskgroup field.

Time Reporting Template ID

This value is derived from the entry in the Default Taskgroup field and also depends on the selection in the Definition Type field. You can change the value in this field if the one that is derived does not provide the required time reporting elements.

Click the links for the Task Template and Time Reporting Template ID to view the templates for reference.

Note. Rotations cannot be defined for personal schedules as they are only used by a single employee.

Access the Schedule Shifts page (Manager Self Service, Time Management, Manage Schedules, Assign Work Schedule. Select the Create Personal Schedule value in the Assignment Method field. Click the Create Schedule link, select the Schedule Shifts tab).

More

Click a link in this column to open the Shift page.

Schedule Calendar

Access the Schedule Calendar page (Manager Self Service, Time Management, Manage Schedules, Assign Work Schedule, Click the Schedule Calendar link on the Schedule Shifts page).

From Date

Enter date or period to change the schedule calendar view.

Load Calendar

Click this button to display the schedule for a period based on the entry in the From Date field.

There is no process to build the schedule calendar. It is derived from the schedule definition pattern and the Time and Labor Dates table.

The Schedule Calendar page lists all of the elements associated to the schedule. The page also resolves the actual “day” associated with the dates of the schedule.

If it is a punch schedule, all of the punch types associated with the punch schedule will be displayed across the top of the page. If the punch types pattern varies from one shift to another, then the page will use the “all punch” pattern, to display all of the punches found in the PSPCHNONE time reporting template.

The DUR column is for use when Time and Labor is installed, it determines the daybreaker of the workgroup associated with the employee, and displays if the scheduled shift or time will fall on the actual day displayed (0 — zero) or the day before (-1) or the next day (+1).

If the schedule is a rotating schedule, then the Compare Rotations link displays where the user can compare rotations.

Note. If a user sets up a Shift or Schedule Definition that spans more than 24 hours, the shift displays the begin date of when the shift began.

Schedule Calendar Rotations

Access the Schedule Calendar Rotations page (Click the Compare Rotations link on a saved Schedule Calendar page).

This page enables you to compare the rotations that you select to analyze the patterns for each rotation as of the effective date of the schedule assignment. You can change the date or period to view the schedule pattern in a different time period. The schedule pattern displayed is the length of the actual schedule. If the schedule is 28 days in length, that is the actual pattern that is displayed in the Schedule Calendar.

The Rotations Details region offers the user all of the Rotations associated to the Schedule. The user can choose which rotations to compare in the schedule calendar display. All Rotation IDs are selected by default.

Managing Schedules

This section lists common elements and discusses how to:

Set up manage schedule display options.
Manage schedules.
Schedule replacements.
Copy schedules.
Swap schedules.

Common Elements Used in This Section

Date Fields and Link Names

If Day is selected in the View By field, enter or click the Previous or Next Day links to change the Date value. For Punch type employees, a bar in the Employee grid indicates the start time and end time of a shift.

If Week is selected in the View By field, enter or click the Previous or Next Week links to change the Week Of value. The Total Scheduled Hours link with Start time and End time is displayed in the Employee grid.

If Date Range is selected in the View By field, enter or click the Previous or Next Range links to change the Start Date, End Date, or both values. The maximum number of days a date range can span is 31. The Total Scheduled Hours link with Start time and End time is displayed in the Employee grid.

Pages Used to Manage Schedules

Page Name	Definition Name	Navigation	Usage
Manager Search Options	TL_MSS_SRCH_OPTION	Manager Self Service, Time Management, Manager Search Options	Set up preferences and display options for viewing employees. Enter the employee selection criteria you want to use when searching for employees. This search information will be the default for manager self service pages where there is an Employee Selection Criteria option. A partial value may be entered in any search field to get a list of employees with similar values.
Manage Schedule Options	SCH_MNG_OPTIONS	Manager Self Service, Time Management, Manage Schedules, Manage Schedules, Scroll down and click the Schedule Display Options link. (The page opens in a new window.)	Set up preferences and display options for viewing schedules.
Schedule Preferences	SCH_EE_PREF	Manager Self Service, Time Management, Manage Schedules. Click the employee name link.	View an employee's contact and schedule preferences.
Daily Schedules, Weekly Schedules, Date Range Schedules	SCH_MNG_DAILY SCH_MNG_WEEKLY SCH_MNG_DRANGE	Manager Self Service, Time Management, Manage Schedules, Manage Schedules. Select an option in the View By field.	Adjust a time reporter's schedule.
Daily Detail	SCH_MNG_DAILY_DTL	Manager Self Service, Time Management, Manage Schedules, Manage Schedules. Click the link in the Daily Schedule Details column on the Daily Schedules page. On the Weekly Schedules and Date Range Schedules pages, click the link in the Date column.	Override a schedule, refresh or add a schedule for the day, or enter a new schedule for the day.
Schedule Replacement	SCH_MNG_REPLACE	Select one check box in the Select column and click the Replace Schedule button on the Daily, Weekly, or Date Range Schedule pages.	Schedule a replacement for an employee for a day.
Copy Schedules	SCH_MNG_COPY	Select one check box in the Select column and click the Copy Schedules button on the Daily, Weekly, or Date Range Schedule pages.	Copy an employee schedule to be used by another employee for a day or specified date range.
Swap Schedules	SCH_MNG_SWAP	Select two check boxes in the Select column and click the Swap Schedules button on the Daily, Weekly, or Date Range Schedule pages.	Swap two employees' schedules.
Scheduled Hours	TL_SCHRPT_RNCTL	Time and Labor, Reports, Scheduled Hours	Generate TL004 that provides information about a time reporter’s scheduled time. It gives details such as: punch types and times for employees with a punch schedule; duration of work hours for employees with an elapsed schedule; and the values for the In, Out, Flex, and Core Period fields for time reporters with flex schedules.

Setting Up Manage Schedule Display Options

Access the Manage Schedule Display Options page (Manager Self Service, Time Management, Manage Schedules, Manage Schedules, Scroll down and click the Schedule Display Options link).

Use this page to set defaults for the Manage Schedules pages.

Start Day for Weekly Grid	Select a day of the week that a schedule should be displayed.
Default Display View	Select the default display view that the Manage Schedule page should use when entering the page. Select the Day value for the default Daily Schedules page (SCH_MNG_DAILY), the Week value for the default Weekly Schedules page (SCH_MNG_WEEKLY), and the Date Range value for the default Date Range Schedules page (SCH_MNG_DRANGE).
Maximum Rows Displayed	This field is display only and displays a maximum of ten employees at a time.
Schedule Categories	Select the Schedule Category values to display the respective icons on the Employee grid on the Manage Schedules pages. A legend also appears on the Manage Schedules pages with a description of each category and icon. Values are Approved Training, Planned Absence, Holiday and No Shows. Note. 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	Choose one value to display on the Weekly and Date Range pages. Values are Task Data and Time Reporting Elements. If using the Task Data and Time Reporting Elements, select a field value for each from the drop-down list box. From the Task Data drop-down list, the values are: Activity ID, Business Unit, Combination Code, Customer, Department, Job Code, Location Code, PC Business Unit, Performance Measurement Business Unit, Position Number , Product, Project/Grant, Resource Category , Resource SubCategory , Resource Type, Task Task Profile ID, User Field 1 – 4.. From the Time Reporting Elements drop-down list, the values are: Country, State, Locality, TRC, Billable Indicator.

Note. By choosing a value from Task Data or Time Reporting Elements, the employee who is scheduled with this value, appears in the daily cell of Manage Schedules for that day. If there are changing elements throughout the day, there will be an icon representing any changing elements in the shift. This is an indicator to the user that they can drill down into the Schedule Daily Detail page for more information on the daily changes.

Note. In order for all of the schedule category icons and other options to be displayed to the user, the user must ensure that they save this page, in order to save the options.

Managing Schedules

Access the Manage Schedules page (Manager Self Service, Time Management, Manage Schedules, Manage Schedules. Select an option in the View By field).

Note. The previous graphics do not show the entire page. Scroll to the right on your system to view all of the fields on the page.

When entering the page, the system displays either the Daily, Weekly, or Date Range Schedules pages, depending on the default set on the Manage Schedules Display Options page. This page also sets defaults that are used on the Schedule Replacements, Copy Schedules, and Swap Schedules pages, such as date fields and link names.

Enter values in Employee Selection Criteria and click the Get Employees button to filter the list of employees that requires changes or review.

Click the Instructions expand section to view instructions about how to use the page.

View By	Select Day, Week, or Date Range to view the listed employees and their schedules using this option you select.
Date Fields	If Day is selected in the View By field, enter or click the Previous or Next Day links to change the Date value. If Week is selected in the View By field, enter or click the Previous or Next Week links to change the Week Of value. If Date Range is selected in the View By field, enter or click the Previous or Next Range links to change the Start Date, End Date, or both values. The maximum number of days a date range can span is 31.
Schedule Type	Select the Schedule Type. Values are Primary or Alternate. If Global Payroll is not installed, the Schedule Type field is hidden and only primary schedules are shown.
Schedule Group	This field lists the schedule groups. Once a schedule group is entered, and the Refresh button clicked, the grid redisplays the employees associated to that schedule group (as determined from their Assign Work Schedule page).
Coverage (only displayed on the Daily Schedule page)	This field has values of All, Scheduled or Unscheduled. Select All to view all employees who are scheduled, not scheduled or who are scheduled as Off. Select Scheduled to view all employees who are scheduled for the day. Select Unscheduled to view all employees who either have no schedule or who are scheduled as Off for the day.
Refresh	Click this button to refresh the page. Note. All of the filters and buttons on the Manage Schedules pages are controlled by the Refresh Schedules button at the top of the page. Only the View By field automatically refreshes the page.
Employee Grid	Click the employee name link to transfer to the Schedule Preferences page. View the schedule preferences of the employee before making any scheduling changes. For punch employees, the scheduling information start time and end time are displayed on a bar. If there are multiple shifts, multiple shift icons appear and all start and end times appear on the bar. Click the Scheduled Hours link to open a new page and transfer to the Daily Detail page to override shift information. Click the Schedule Hours link to transfer to the Daily Schedule page. Hover text is used to display the schedule hours for punch and elapsed employees. For elapsed employees, schedule hours appear. In addition to the elapsed information, events such as Approved Training, Absence, and Holiday information appear in the Elapsed column as icons. Training and absences data can be from different sources (Training - Training Administration, Enterprise Learning Management: Absence- Absence Management, Reported Time), and detailed scheduling information appears on Daily Schedule Details. Total Schedule Hours for the day appear if the Daily value is specified for the View By field. If the Day is an Off day, no hours appear but the OFF text icon appears. If there are multiple shifts for a day, only the first shift information appears. An icon denotes that there is a second shift. The second shift and the details of the second shift appear on the Daily Schedule Details page. If the shift crosses midnight, an icon denotes shift continuation. On the Day View page, if an employee does not show up for a shift (known as a no show), the No Show icon appears. If an employee is replacing another employee for a shift or number of shifts, the R (Replaced Employee) icon appears. Note. The system uses the following logic to determine whether or not an employee has a holiday. First, the system checks to see if an employee has a holiday schedule specified on the Job Data record. If there is no holiday schedule specified on the Job Data record for an employee, the system checks the Pay System Flag on the Job Data record for a value of Global Payroll. The system then derives the holiday schedule from GP pay group. If the Pay System Flag has a value of Payroll for North America or Payroll Interface and Absence System is equal to Absence Management, the system will derive the holiday schedule from GP pay group. If the Pay System Flag is equal to Payroll for North America or Payroll Interface and Absence System is equal to Other, then the system will derive the holiday schedule from the Payroll for North America pay group. If there is no holiday schedule on the Payroll for North America pay group, the system derives the holiday schedule from the Time and Labor workgroup. This logic is used for the Manager Calendar Views pages (Daily, Weekly, Monthly), the Manage Schedules pages for managers, and the Monthly Schedule page for employees.
Replace Schedule	Select one employee and click the Schedule Replacements button to find a replacement for this employee.
Copy Schedules	Select an employee and click the Copy Schedules button to copy a schedule based on this employee's.
Swap Schedules	Select two employees and click the Swap Schedules button to swap two employees' schedules.
Legend	The legend contains descriptions of the Manage Schedule icons. The icons default from the Manage Schedules Display Options page. In addition to the Schedule Categories, other icons displayed include Multiple Shifts, Scheduled OFF Day, Replaced Employee, Crossover Shift (for shifts that span midnight).

Note. The schedule actions of Schedule Replacements, Swap Schedules, Copy Schedules, and Override Schedules are audited.

Working with Daily Schedule Detail

Access the Schedule Detail page (Manager Self Service, Time Management, Manage Schedules, Manage Schedules. Click the link in the Daily Schedule Details column on the Daily Schedules page).

You can override a schedule on this page by refreshing or adding an existing schedule for the day, or you can create a new schedule for the day.

Schedule Type	Options in this field are Punch and Elapsed.
Punch Pattern	This field is available If you selected the Punch option in the Schedule Type field. Options for this field are Default and All Punches. Default displays punch types that are derived from the Default Punch Pattern on the Configurations tab of the Time and Labor Installation page, or on the Schedule Settings tab of the Global Payroll & Absence Management Installation Settings page. All Punches displays all available punch types (IN, BREAK, IN, MEAL, IN, BREAK, IN, TRANSFER, OUT) and provides more flexibility. See Setting Up System Defaults.
Default Task Group	Enter a value in this field to display Time Reporting Elements and Task Elements or Task Profile values. Using a default taskgroup for the day is appropriate if you enter schedule changes without using a Shift ID. If making schedule overrides using a Shift ID, any taskgroup and task information from the Shift ID is derived and displayed in either the Primary Schedule or Alternate Schedule group boxes. The selection of Schedule Type and Taskgroup will derive the time reporting template used to default the display of Time Reporting Elements and Task Elements or Task Profile values for that taskgroup. If you defined the time reporting template to use the task template, these tabs are displayed in the Primary Schedule and Alternate Schedule group boxes. Note. The selection you enter in the Schedule Type and Taskgroup fields derive the time reporting template used to display Time Reporting Elements and Task Elements or Task Profile values for the taskgroup. If you defined the time reporting template to use the task template, these tabs are displayed in the Primary Schedule and Alternate Schedule group boxes, and may include Task Reporting Elements and Chartfields.
More	Click this link to open the Daily Detail – Shift Information page.
Refresh Schedule	Click this button after you change the Schedule Type Punch Pattern or Default Taskgroup values for the day. This resets the day to enter a new schedule override. Note. Remember to save the page for the schedule change to be reflected in the Manage Schedules components.

Note. The Manage Schedules component recognizes the date and time formats selected by the user under My Personalizations.

Schedule Daily Detail and the Display of Shift ID

When you have set the appropriate SETID for an employee, the system displays the Shift ID field for that employee. The SETID is derived from the Schedule Group associated with the employee’s predefined or default schedule assignment. The only time that a Shift ID field does not appear on the Daily Detail page is when:

There is no row in Assign Work Schedule for the employee.
There is no schedule ID defined on the employee’s workgroup.

If the employee does not have a long term schedule, then the Shift ID field will not appear on the page. As a result, you need to enter the shift data manually for the day. Select the Refresh Schedule button to activate fields in the Primary Schedule and Alternate Schedule group boxes.

Primary Schedule and Alternate Schedule

Any schedule information from a prior schedule change, or imported schedule information, or permanent work schedule is displayed in these group boxes. If no primary or alternate schedule detail exists for the day, it can be added using the Refresh Schedule button. You can enter a schedule override with a predefined shift which has the SetID of the employee's Schedule Group. You can also enter a schedule override that has only punch times or only scheduled hours for an elapsed schedule, without using shifts. If changing time reporting or task elements exist in a shift, the detail of the Shift can be accessed through a More link both on the Primary and Alternate Schedule sections. An icon representing Shift has Changing Elements appears for those shifts that have changing elements.

To enter an off shift, you can choose a predefined shift that has the Off Shift check box activated. If you are not using shifts, you can enter either elapsed hours with an Off Shift check box activated or an IN and OUT time with an Off Shift check box activated. The Off Shift check box determines that the Scheduled Hours are zero, it does not change the duration of the off shift.

Multiple shifts can be entered as a schedule override for a day. If you enter a punch shift that overrides the times of another punch shift for the day, you will receive a warning message.

The Alternate Schedule Detail tab is displayed only if core Global Payroll or Absence Management are installed and selected on the Installation Table – Products page.

Training Details

This group box displays training detail information from PeopleSoft Training Administration or Learning Management. The start time and end time of the training for the day are displayed.

Absence Details

This group box displays the duration of an absence from Global Payroll or Absence Management, or from leave reported directly on the Timesheet in Time and Labor or PeopleSoft Base Benefits.

Holiday Details

This group box displays the name of the holiday and number of hours from the Holiday Schedule. If a holiday schedule exists for the employee on the Job Data page, it is displayed. If no holiday schedule exists on that page, the system checks if the employee is a Global Payroll employee and uses the holiday schedule from the Global Payroll pay group. If the employee is not enrolled in a Global Payroll pay group, but is enrolled in Time and Labor, the system uses the holiday schedule from the employee's Workgroup.

Scheduling Replacements

Access the Schedule Replacements page (Select one check box in the Select column and click the Replace Schedule button on the Daily, Weekly, or Date Range Schedule pages).

On the Schedule Replacements page, change the date if required and select one employee to substitute the schedule for the day. In most cases, the user would be finding a replacement for an employee who will be absent for the day. All the employees who are not in training for that time, and not absent for the day, appear in the Replace with grid.

After an employee is Replaced, an R is placed next to the employee in their daily cell, on any of the Manage Schedules pages - day, week or date range. The employee who is replacing the employee, inherits the schedule. The replaced employee retains the original schedule, so as to represent what the original schedule was, and for appropriate payment if the employee then reports an absence for the day.

If you decide that the replacement was a mistake, you can undo it by accessing the Daily Detail page from the Scheduled Hours link, and clicking the Undo Replacement button and then clicking the OK button on the Confirmation page. As a result, the R will no longer be displayed on the Manage Schedules page.

For the employee who had inherited the employee's schedule, the schedule for that day would need to be changed, if the employee is no longer replacing the employee's schedule for that day.

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

Copying Schedules

Access the Copy Schedules page (select a check box in the Select column and click the Copy Schedules button on the Daily, Weekly, or Date Range Schedule pages).

On the Copy Schedules page, change the Start Date and End Date if required. Select single or multiple employees to copy schedules and click the Copy button. The whole day will be copied for the date or range of dates defined. .

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

Swapping Schedules

Access the Swap Schedules page (select two check boxes in the Select column and click the Swap Schedules button on the Daily, Weekly, or Date Range Schedule pages).

On the Swap Schedules page, change the Start Date and End Date if required and click the Swap button. Click the Cancel button to return to the Manage Schedule page and make another selection. The whole day's schedule will be swapped between the two employees, or all the days listed if it is a range of dates.

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

Integrating Training Data from Learning Management

This section discusses how to integrate Time and Labor with Learning Management.

Learning Management

To use the ELM training data for display in the Manage Schedules and Manager Calendar pages, and the Workforce Availability pagelet, these steps should be considered:

The learners are enrolled in the Job data record in HCM and the personal information has been messaged from HCM to ELM.
Activate the Scheduled Time Fullsync message in the HCM and ELM database.
Ensure Scheduled Time FullSync is run first, to get all activities and sessions over to HCM before starting to use the Scheduled Time Sync message.
The Scheduled Time Fullsync should only be run once for initial setup. If the Scheduled Time Fullsync is run more than once, no rows will be deleted from the SCH_EXT_DTL table first. Any rows that are duplicate rows will be inserted into the SCH_EXT_REJ table.
Activate the Scheduled Time Sync message in the HCM and ELM Database.

Note. When the Scheduled Time Fullsync message flows in from Enterprise Learning Management, it triggers the SCH_EXT_VALID Application Engine program in the HCM database. This program moves data from the SCH_EXT_STG table to the SCH_EXT_DTL table.

Note. The Enterprise Learning Management field on the Products page (Set Up HRMS, Install, Installation Table), needs to be checked, in order for the user to view ELM training data icons in Manage Schedules, Monthly Schedules and Calendars.

Scheduled Time Sync Message

The Scheduled Time Sync message in ELM is triggered by:

Activity pages trigger a sync message. This includes session changes or additions, trainer changes, session date or time changes, dropping a learner from a session or adding a learner to a session.
Enrollment modifications trigger a sync message. This includes the Manager Enrollment, Employee Enrollment and Administrator Enrollment components.

ELM Data Display

A training icon will appear on a day that an employee is enrolled in training for both the Manage Schedule and Monthly Schedule pages.

The training data that is displayed in the Schedule Daily Detail section of the Manage Schedules page includes:

The catalog item of the activity (that is the Course Code Description).
Session Start Date and Start Time per day (that is, if training spans more than one day, there would be multiple sessions).

ELM data is derived to count employees who are reported as training for the Manager Calendar Views and the Workforce Availability pagelet.

The SCH_EXT_DTL and AUDIT_SCH_TBL records are updated for every training data change triggered from the Scheduled Time Sync message.

Description	Enter a description for this personal schedule.
Definition Type	Options are Punch, Elapsed, and Flex. See Creating Work Schedules and Schedule Definitions.
Num Days in Schedule	Enter the number of days in this schedule pattern.
Daylight Savings Rule	Options are Fixed Time and Fixed Duration. The Daylight Savings Rule is relevant for punch or flex schedules. This determines when a schedule is resolved on a daylight savings day, whether the end time of the shift should remain fixed, or the number of scheduled hours (duration) should remain fixed.
Default Taskgroup	Enter a default Taskgroup to schedule task elements or time reporting elements with this schedule
Task Template ID	This value is derived from the entry in the Default Taskgroup field.
Time Reporting Template ID	This value is derived from the entry in the Default Taskgroup field and also depends on the selection in the Definition Type field. You can change the value in this field if the one that is derived does not provide the required time reporting elements.

From Date	Enter date or period to change the schedule calendar view.
Load Calendar	Click this button to display the schedule for a period based on the entry in the From Date field.