Weekly Overview Report and Snapshot Functionality

The System is designed to help those in the hospitality industry manage their staff, labour and time.
The Weekly Overview report is an Operational Report to compare forecasted rota costs with actual rota costs.
There are two ‘Weekly Overview’ reports within the Rotas module of the People System. They are linked to the snapshot functionality and the rota approval process, meaning that when a rota is approved, the system will take a snapshot of the costs within the rota and pull them into the report for comparison with the actual rota costs.
A customer can use one of the two versions, but not both as the correct Global Setting needs to be enabled.

Enabling the Weekly Overview Report

To enable the correct Weekly Overview Report, please get this switched on please speak to your relationship Manager.

Both the ‘Weekly Overview’ reports can be run for all locations, or a specific group of locations. These can be set up in HR Module > Administration > Global Settings > Edit User Defined Groups > Create a Group > Click Save.
Types would then need to be associated with the created Group location created above. To do this, click ‘View types’ > Create a Type > Click Save.
This creates the grouping (Ops Manager, for example, and the types will be the names of the Operations Managers you’ll see within the drop down).

Fig 1 - Group Locations in HR

In the Locations in HR > Company Admin > Locations are a list of the groups created.
Select the relevant grouping for that location.
If required create more than one grouping and there will be multiple groups available in the drop-down menus.

To enable the snapshot functionality, the correct Global Setting needs to be switched on this can be found in Rotas > Global Settings.

Fig 2 - Rota Snapshot Global Settings

Tick the ‘Allow creation of rota snapshots’ tick box to enable snapshot functionality, and then select the correct version of the functionality from the ‘Select snapshot version’ drop-down box.
For the Weekly Overview report Version two, select ‘Labour Extract’.
For the Weekly Overview report Version three, select ‘Wage Function’.
Note that if you change snapshot version, the global setting ‘select snapshot version’ must be updated to the correct version.
A rota review work flow will also need to be created with the levels of approval. For expample General Manager and Op's Manager.

Fig 3 - Weekly Overview Report Security Permissions

With each of the reports, once they have been enabled and set up, to allow the users to see the reports permission must be given in the Templates.
These permission are found in Templates > Reports tick the relevant permission based on the report version and save to allow access to the report.

Fig 4 - Weekly Overview Report v2

The fields brought back in the report are shown as in Fig.4.
The fields ‘Forecast Sales’, ‘Approved Labour Cost’ and ‘Approved Labour Hours’ are from the snapshot taken when the rota is approved.

Fig 5 - Weekly Overview Report v3

The fields brought back in the report are shown as in Fig.5.
The fields ‘Forecast Sales’, ‘Approved Labour Cost’ and ‘Approved Labour Hours’ are from the snapshot taken when the rota is approved.

Fig 6 - Rota Status Drop-down List

When the Snapshot Functionality is enabled, in the top right hand corner of each rota the Rota Status drop-down list can be seen. The propose of each status is explained below:
- New – is the status given to a rota that is still in progress.
- Ready For Review – is the status managers can set the rota to indicate that it is ready to be reviewed by, for example, an ops manager.
- Approved – setting this status, typically the role of the Ops Manager, takes the snapshot of the forecasted rota its associated costs. This information is retained and used to populate the Weekly Overview reports.
- Declined – typically selected if for example an ops manager does not agree with the labour costs. This rota would then be amended by the manager and then set to Ready for Review again.