2Team Schedule Configuration and Maintenance

This chapter contains the following:

Typically, you plan and publish WFM schedules for a group of people. Here's what you can do:

What Where

Create and edit shifts as needed.

Team Schedule pages opened with quick actions

Publish planned schedules to make them official.

Planned Schedule page of the Time management work area

Schedule publication dates are in universal coordinated time (UTC).

Shifts

WFM schedules include shifts from various sources.

Source How

Time shifts

The Shift Properties task in the Time Management work area.

You can edit time-specific data for HR shifts here, but you can't create them with this task.

HR shifts

The Manage Work Shifts task in the Workforce Deployment offering, Workforce Information functional area.

External scheduling applications

The scheduled Process Import Shifts process in the Time Management work area.

You can view published team schedules for your peers or team. For example, individuals want to trade shifts when they have personal appointments or managers need to address staffing shortages due to planned or unplanned absences.

Individuals can use the Team Schedule task in the Time and Absences work area. If you're also a line manager and want to view the published schedule for your team, use the Team Schedule quick action. If you're a time and labor manager or scheduler working with scheduling groups, use the client groups Team Schedule quick action.

General Behavior

People with a blue dot next on their schedule have updates. Also, when a shift crosses midnight, the schedule shows it as 2 shifts. The first shift ends at midnight and the second shift starts at midnight. To see shift details, double-click the shift.

Behavior on Larger Screens

When you view your team schedule using larger-screen devices, you see the entire week from Sunday to Saturday. On the weekly schedule, you can also see absences. By default, the schedule always opens to the current week.

Behavior on Small Screens

When you view your team schedule using a small-screen device, you see a daily view of your schedule. By default, the schedule opens on the current day.

As a manager, you can use filters to identify the shifts you want to see. You might also plan and publish schedules.

Searches

If you're a manager, you can filter the shifts on your team schedule by searching with partial or full names for shifts or people. For example, you want to see everyone scheduled to work the Morning 6a -- 11a shift, so you search with the partial name Morn.

Display Filters

You can see the schedule for all of your organization and your delegated reports by clearing your Display filter selections. The weekly team schedule loads all of the schedules for the week together. You can't load a subset of shifts and then load more. If you manage a big organization, clearing your Display filters might cause you performance issues. Before you clear the filters, you might want to set another filter, such as Manager or Department. Or, you might want to use a predefined saved search.

Planned and Published Schedules

Shifts for planned schedules are orange and blue for published schedules. The two schedules aren't synchronized until the publish schedule process finishes successfully. You can see any change history after the schedules are synchronized. Click the ellipses icon between the person's name and the first day of the week. For consistency, if you're viewing the weekly schedule on a larger-screen device, the history page shows changes for the entire week. If you're viewing the daily schedule on a small-screen device, the history page shows changes for just that day.

Read-Only Access

If you have read-only access to the team schedule, you can see only the published schedule. This happens in situations such as when your organization has Oracle Global Human Resources Cloud but not Oracle Time and Labor Cloud.

You can set up an individual's work time in different ways. An person's official schedule for a selected time period is automatically determined using this information:

  • Current schedule or work hours

  • Calendar events and work schedule resource exceptions

  • Absence entries

Search Order

This flow chart shows you the order that the application searches for someone's schedule, before applying it to the assignment.

Visual representation of the flow that determines
an employee schedule

Published Schedule (Workforce Management)

The published schedule is built using the employment work week, primary work schedule, or standard working hours for each person. It can also be built using published schedules from other scheduling applications. The published schedule shows applicable calendar events and absences.

Employment Work Week

The employment work week is configured on the person's employment record. Schedules built from the work week also show applicable calendar events and absences.

Primary Work Schedule

The primary work schedule is linked to one of these levels. Schedules built from the work schedule also show assigned calendar events and resource exceptions, as well as applicable absences.

  1. Primary assignment of the person

  2. Position

  3. Job

  4. Department

  5. Location

  6. Legal Employer

  7. Enterprise

The process moves through the schedule hierarchy in the specified order and stops as soon as it finds a primary schedule. This example hierarchy shows primary work schedules associated with three levels.

Effect of schedules defined at various levels of
the workforce structure on people's schedules

Departments 1 and 3 don't have primary schedules. So, the primary schedule at the enterprise-level applies to everyone, with one exception. A person in department 3 has a schedule for their primary assignment. That primary assignment schedule applies instead of the enterprise-level schedule. Department 2 has a primary schedule, and it applies to everyone in that department.

Everyone's schedules are affected by the calendar events and resource exceptions that exist in the primary work schedule, regardless of level. They're also affected by any absences they report during the selected time period.

Standard Working Hours

The standard working hours are defined on the person's primary assignment. Schedules built with these hours also show applicable calendar events and absences.

Default Hours

If the application doesn't find a schedule, it uses the default hours 8:30a to 5:00p.

To plan and publish workforce management (WFM) schedules, you need to be assigned a scheduler profile.

Team Schedule Pages

The page that time and labor managers open for their client groups uses the profile to determine the options for the Scheduling Group filter. The page that line managers open for their team lets them filter by only their organizational hierarchy, so the page doesn't use the profile.

Planned Schedule and View Published Schedule Pages

If you plan and view published schedules in the Time Management work area, the profile identifies the first day of the schedule week. For example, the default profile has the week starting on Sunday.

The profile also determines the shift labels that you see on the schedule. For example, your team schedule shows the shift short name for shifts with defined limits. For shifts without limits, it shows the start and end time or the duration. Shifts with defined limits have people working a fixed number of hours each day, with specific start and end times. Shifts without limits have people available for a certain number of hours in a day or in a specific period of the day. For example, people are available for 8 hours between 8:00a and 8:00p.

The profile can include the resources required for each day of the week and any allowed staffing differences over and under those requirements. The profile can also specify colors for overstaffing and understaffing to help with staffing analyses.

Default Profile

If you have the Time and Labor Manager role, you're automatically assigned the default scheduler profile, which has this configuration.

Field Configured Value

Scheduling Group Type

Group Manager

First Day of the Week

Sunday

Shift With Defined Limits

Short name

Shift Without Defined Limits

Start to end or duration

You can't see or edit the default scheduler profile using the Scheduler Profiles task.

When to Create Profiles

Here are some scenarios when you want to create profiles instead of using the default profile:

  • Use an HCM group as the scheduling group.

  • To limit the scheduling group to 50 or fewer people for better performance

  • Delegate scheduling tasks to people.

  • Set how shift labels appear on the schedule pages in the Time Management work area.

  • Set resource requirements for the schedule pages in the Time Management work area.

  • Identify overstaffing and understaffing for easier workload analyses on the schedule pages in the Time Management work area.

  • Modify the first day of the schedule week on the schedule pages in the Time Management work area.

To create and edit scheduler profiles, use the Scheduler Profiles task in the Setup and Maintenance work area. Or, you can edit your own profile and the profiles that you're assigned to using that task in the Time Management work area.

Scheduling FAQ

Only absences measured in hours show on the team schedule, planned schedule, and view published schedule pages. Absences with a display status of Awaiting approval show on schedule pages with a status of Pending Absence. Absences with a display status of Scheduled, In progress, or Complete show on schedule pages with a status of Approved Absence.

Long-term absences, such as sabbaticals or maternity leave, don't show on schedules.