March 16th 2023, Release Note: WFM UK: | UK HR & Rotas: Part Day Holiday in Hours for Full/Part Time Employees, Analysis Page Restricted by Division

Summary

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Release date: March 16th 2023

Part Day Holiday in Hours for Full/Part-Time Employees

• Enabled by Default? - Yes 
• Set up by customer Admin? - No
• Enable via Support ticket? - No 
• Affects configuration or data? - No

What’s Changing?

Addition of the ability for full and part-time employees to request Part Day holiday, when requesting in hours.

Reason for the Change

Currently, full and part-time employees whose holiday allowance is in days have the option to book a Part Day holiday and be scheduled 'on' for the other half of the day. Full and part-time employees whose holiday allowance is in hours do not currently have this option. This change will mean that all employment types will have the option to book Part/Half-Day holidays.

Customers Affected

All customers with full and part-time employees whose holiday allowance is in hours.

Information 

For employees with holidays in days, a half-day holiday is referred to as a 'Half Day'
For employees with holidays in hours, a half-day holiday is referred to as a 'Part Day'

Although they are named differently, there is no difference in the way that the functionality works.

Release Notes

Requesting Part Day Holiday within the HR Module

• To request a Part Day holiday, go to Employee Record > Employee HR Info > Holidays > Create Holiday Request
• Enter the Request Date From and To
• Tick the box for Part Day?
• Enter the number of Hours and then Save

Fig.1 - Creating a holiday request within the HR module

Once the manager has approved the holiday, it will appear on the schedule/rota as a holiday for that day.

Requesting Part Day Holiday within Employee Self Service (ESS)

• To request a Part Day holiday through ESS, log in via the mobile app and go to My Holidays 
• Select + from the top-right corner
• Enter the From and To dates
• Tick the Part Day box(es) and number(s) of hrs
• Select Submit from the top-right corner

Fig.2 - Creating a holiday request within ESS

Once the holiday has been requested, it will show on the rota for that day.

Further Information

Half Day Holidays within Scheduling
Half Day Holidays within Rotas

Analysis Page Restricted by Division

• Enabled by Default? - Yes 
• Set up by customer Admin? - No
• Enable via Support ticket? - No 
• Affects configuration or data? - No

What’s Changing?

Changes are being made to the Analysis Page so that users will only see costs associated with the Divisions that they have permission to see.

Reason for the Change

The current Analysis page gives users access to the costs of the whole Location, rather than the Divisions they have access to view. This change will allow customers who use Activity-Based Scheduling to utilise the Analysis page.

Customers Affected

All customers currently using the Analysis Page, version 5, which shows the options to display costs broken down by Location, Section, Division or Employee.

Release Notes

Although the restriction will be enabled, upon release, a new permission in the template accessible from the Scheduling module has been added so that users can see all employees

• To view the new permission, go to Scheduling > Users > Templates > select Template > Assign Permissions > Other

Fig.3 - 'View All Employees on Analysis' Global Setting in Scheduling

A similar permission already exists within the Rota module

• To view the permission in the Rota module, go to Rotas > Users > Templates > select Template > Assign Permissions > Other

Fig.4 'View All Employees on Analysis' Global Setting in the Rotas module

With this permission enabled, users will see all Divisions on the analysis page, regardless of the access permissions - as they would have before this release was made.

Analysis Page

• To view the Analysis page from the Rota Module, go to Rotas > View rotas > select a Rota > Analysis
• To view the Analysis page from Scheduling, go to Scheduling > select Location/Department > Schedule > View > Analysis

The Analysis page can be grouped by the following, by using the radio buttons at the top of the page:

• Location
• Section
• Division
• Employee

Fig.5 - Analysis Page v5

Currently, when a user groups the page by any of the different options, they will see the total costs for all employees and divisions regardless of their User Access.

Following the release, the Analysis page will display the totals for the whole location at the top of the page, but will only display the data for Divisions, Sections or Employees they have access to view, further down in the report.

Examples - Before and After this Change

The following examples will show the analysis page viewed by a user that only has access to the 'Management' Division, before and after this change.

Location View

Under the Location view, the user will see the Location totals at the top of the page, but only the breakdown for the Division they have access to.

• With access to 'View all Employees', the Analysis page breakdown will display the Location totals

Fig.6 -  Location view - all Divisions

• With access to view the 'Management' Division only, the Analysis page breakdown will display the Location totals for all Divisions

Fig.7 - Location view - Management Division only

Section View

Under the Section view, the user will see the Location totals at the top of the page, but will only see the breakdown for the Section assigned to the division they have access to

• With access to 'View all Employees', the Analysis page breakdown will display all Sections

Fig.8 - Section view - all Divisions

• With access to view the 'Management' Division (part of the 'Drink' Section) only, the Analysis page breakdown will only display the Section relating to that Division.

Fig.9 - Section view - 'Management' Division only

Division View

Under the Division view, the user will see the Location totals at the top of the page, but will only see the breakdown for the Divisions to which they have access.

• With access to 'View all Employees', the Analysis page breakdown will display all Divisions

Fig.10 - Division view - all Divisions

• With access to view Management Division, only, the Analysis page Breakdown will display the Management Division only

Fig.11 - Division view - 'Management' Division only

Employee View

Under the Employee view, the user will see the Location totals at the top of the page, but will only see the breakdown for  the employees they have access to

• With access to 'View all Employees', the Analysis page breakdown will display all Employees

Fig.12 - Employee view - All Divisions

• With access to view the 'Management' Division only, the Analysis page breakdown will display the employees that are part of the 'Management' Division only

Fig.13 - Employee view - Management Division only