Understanding Work Schedules
In Time and Labor you can define three main types of schedules: punch, elapsed, and flex. 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 time reporter has some flexibility to begin and end the workday. Creating schedules for time reporters is a two-part process: creating a schedule definition and assigning time reporters to it.
Work schedules have several functions:
To provide a facility to create, view, and manage a time reporter's schedule.
To communicate and manage work expectations.
To enable estimates of labor costs.
To provide data that Time Administration can use to evaluate reported time.
To provide schedule information that Time Administration can use to create payable time for exception reporters
To accept time reporters' schedules from external systems.
To provide punch schedule information that can be sent to time collection devices.
Schedules
To create schedules:
Create shifts (optional).
You can create elapsed, flex, and punch shifts. Shifts are either created on the Shift component or as part of the Schedule Definition.
Create workdays (optional).
You can create workdays as labels for the type of day, to be associated in the schedule definition.
Create schedule definitions.
Schedule definitions are the basic building blocks of work schedules and are used to create a series of short term or long term workdays.
Shifts
A shift is the main building block for the workday and an aggregate for the set of punch types from which it is built. Create a shift by entering a shift type and the detail in the shift. You can create three types of shifts: elapsed, punch, and flex.
Note: Shifts can be created on the Shift page, or within schedule definitions.
Elapsed Shifts
Define a single elapsed punch entry for the shift. For example, you create an elapsed shift of 8 hours. The 8 hours is nonclock time. Elapsed shifts cannot exceed 24 hours.
Punch Shifts
Use punch shifts when you want 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. There can be other punches, such as Break, Meal, or Transfer, between the In and Out punches. Punch times are associated with each punch. Enter the duration of a punch, or the system can calculate the duration when the time for the next punch is entered.
Flex Shifts
A flex shift is a working arrangement with latitude for when the time reporter begins and ends the shift. Enter the core hours, the required hours of work, according to your organization's business rules and the weekly number of hours that the flexible shift requires. Flex shifts cannot exceed 24 hours.
Example: Flex Shifts
|
Type of Flex Shift |
In Punch |
Out Punch |
Scheduled Hours |
Flex Start |
Flex End |
Flex Weekly Hours |
|---|---|---|---|---|---|---|
|
1 Flex Band |
06:00 |
18:00 |
8 |
09:00 |
15:00 |
40 |
|
2 Flex Range |
06:00 |
19:00 |
8 |
|
|
40 |
|
3 Flex Core |
00:00 |
23.59 |
8 (daily average) |
09:00 |
15:00 |
40 |
|
4 Flex Core Plus |
00:00 |
23.59 |
8 |
09:00 |
15:00 |
40 |
Time reporters may begin and end their workdays within a range of flexible hours (begin any time between 06:00 and 09:00 and end any time between 15:00 and 18:00). Time reporters know that they must work 8 hours a day, 40 hours a week, and that they must work during the company-established core hours of 09:00-15:00. Time reporters can vary their begin and end times on a daily basis, within the established flexible hours.
Time reporters may work any 8 hours during the day, within a range of flexible hours (any time between 06:00 and 19:00). There is no company-defined core period. They must work 40 hours a week.
Time reporters may work any time during the week, provided that they work 40 hours during the company-established core hours (09:00-15:00). They can vary their begin and end times on a daily basis within the established flexible hours and may vary the length of the workday, provided that they meet the weekly 40 hour requirement.
Time reporters must work 40 hours a week during the company-established core hours (09:00-15:00). Time reporters can vary their begin and end times on a daily basis within the established flexible hours, but may not vary the length of the 8 hour workday. This method effectively limits the time reporter to starting work between 07:00 and 09:00 and ending between 15:00 and 17:00.
Workdays
A workday is an optional component of the schedule definition that adds descriptive information. Additionally a workday may be used by Global Payroll Rules as a code to identify the type of day.
Schedule Definitions
Schedule definitions define a work schedule. Use schedule definitions to produce a single schedule of work expectations over a period of time including rotating work schedule.
For instance, the schedule definition could be composed of shifts representing a five-day, 08:00 to 17:00 workweek and shifts representing a five-day, 08:00 to 18:00 workweek. In addition, these shifts can be set up to repeat a specified number of times. We could specify that we will work four of the five-day, 08:00 to 17:00 workweek shifts followed by one of the five-day, 08:00 to 18:00 workweek templates.
Using the example above, some of your time reporters might always work the five–day, 08:00 to 17:00 workweek. Some of your time reporters might always work the five–day, 08:00 to 18:00 workweek, and some of your time reporters might work a combination of the two workweeks. This can all be set up as part of the schedule definition.
After creating a schedule definition, assign a time reporter, or group of time reporters, to it.
Schedule Calendars
While creating or completing a schedule definition, view the schedule calendar by selecting the Show Calendar link on the Schedule Shifts page. A schedule calendar is derived and calculated from the schedule definition and shift definitions (if used).