WFM UK: UI Refresh: Revenue-Based Scheduling: Scheduling and Entering Hours and Submitting to Payroll

For a list of all Revenue-Based Scheduling articles, please visit: WFM UK: Revenue-Based Scheduling: Getting Started

Scheduling

The Schedule tab is where a manager will enter forecast schedules and update the forecast hours to actual hours each day, once the week starts. 

The bar graph shape follows the pattern of the scheduled labour. Yellow indicates overstaffed, red understaffed and green the correct staffing levels based on the sales by the time interval chosen by the organisation. 

• Use the blue Previous Week and Next Week buttons to move between weeks, or the calendar icon to choose a specific date range
• Select the Day, Area and Role to be reviewed, using the drop-down menus shown in Fig.3.

The graph will update automatically whenever these settings are changed. 

Creating the Schedule

All employees created in the Fourth HR Module will automatically appear within the schedule. Any changes will update the schedule, based on effective dates. 

Any Holidays & Absences created in the HR Module will appear on the schedule on the relevant days.

1. Employees' names appear on the left-hand side of the schedule. These can be reordered by dragging and dropping as required
2. Total cost and hours scheduled will appear here for each team member. Costs are based upon access and some managers may not see these
3. Select the day here and the graph, along with all information displayed, will reflect the day
4. Shifts can be copied by simply selecting the shift and dragging it to the team member and date where it is required
5. A green tick indicates that the forecast for the day is complete
6. The weekly total cost, weekly total number of hours and weekly overall labour ratio is shown here. This will be forecast when looking in the future and will change to actual when looking at weeks that have passed
7. The daily total cost, daily total number of hours and daily labour ratio is shown here. This will be forecast when looking in the future and will change to actual when looking at days that have passed

Entering Hours – Standard Hours
 

1. Against each employee record, select a day of the week and enter hours in 24 hour format
2. Break rules are still in place. If an employee is scheduled to work over 48 hours, a pop-up will appear
3. Anything typed into the Notes field can be viewed when hovering over the shift on the schedule
4. Split shifts can be entered by selecting again in the second half of the day and entering hours in the same way
5. Once all forecasted hours have been entered and the Manager is happy, the Fcst tick box must be ticked for each day. This sets the schedule to be ‘Ready for Review’ by the Area Manager
6. Selecting Delete removes the shift and hours that were previously saved. These cannot be recovered
7. Select Cancel to stop the process of recording hours. The hours entered will be removed and not saved
8. Select the Save button to ensure the schedule is updated and the changes made are saved. The total number of employee hours will update as well as the costs and the daily labour graph

Young/Minor Workers

This functionality will be switched off by default but can be activated for all customers using Labour Productivity. Please liaise with your Fourth contact to arrange for the functionality to be enabled. 

• All employees who are under 18 at the week start date will be highlighted on the schedule page with either a yellow “Y” (Young Worker – UK customers) or “M” (Minor Worker – US customers) 

• Hovering over the symbol will display the employee’s age 

See also - WFM Release Note - Revenue Based Scheduling: Young Worker Break Rules.

Entering Hours – Multiple Employment

Multiple employments should still be created within the HR Module following all standard best practice processes.

This allocates the additional role to the employee and allows them to appear on an additional location’s schedule or do additional roles within their own location.

Standard Fourth rules and validations apply. It is not possible to schedule employees that have already had conflicting shifts allocated.   

• To schedule a different role, select the role from the drop down menu. Enter the hours as usual and select Save
• Once all forecasted hours have been entered and the Manager is happy, the Fcst tick box must be ticked for each day. This sets the schedule to be ‘Ready for Review’ by the Area Manager

Entering Hours – Training & Passive Shifts

For an employee to be allocated to a Training or Passive shift then they must have those role assigned to them. 

To do this:

• Create a Multiple Employment for the employee in the HR Module and select the Job Title Passive Role or Training Role 

This will then make those options appear within the drop-down menu on the schedule against the employee.

Note: By selecting this option and adding hours (as per multiple employment examples above) then the employee will be paid for the hours but the labour graph will be unaffected and the hours not put towards the overall productivity.

Passive Shift Reason Codes

On entering a shift, when Is passive shift? is ticked, a Select reason drop-down will appear. The passive shift reason codes are created at organisation level and all active shifts being set to passive will need a reason. 

If a Job Role is configured as ‘Passive’, a default passive reason will be assigned by default when the role is scheduled. This can be changed for another reason if required.

The functionality will be switched off by default but can be activated for all users with Labour Productivity. 

This is a Global Setting and will be enabled for all locations. Please liaise with your Fourth contact to have this done. For more information on this process, and how to configure Passive Shift reason codes, see WFM Release Note - Labour Productivity: Passive Shift Reason Codes

Fig.11 - Select reason drop-down

 

Removing Scheduled Breaks from Schedule by Demand Graph

The functionality will be switched off by default but can be activated for all customers using Labour Productivity via a Global Setting. 

Please liaise with your Fourth contact to have this functionality enabled.

• When scheduling shifts for employees, the shift scheduled break start time field will need to be entered, and then Delete can be selected for the break duration to be removed from the Schedule by Demand graph.

If scheduled break times have not been entered and a break is automatically applied to the shift based on automatic break settings, the break will be automatically assigned at the shift start time. This will then remove the break duration from the Schedule by Demand graph. 

Fig.12 – Shift entry box when` Scheduled Break Times` setting is enabled

Fig.13 – Schedule by Demand Graph

The hours which the break are scheduled for are removed from the Schedule by Demand graph. They are also removed from the Day/Week bar graph for Correct/Over/Under compliance calculations. 

Analysis Page & Printable Rota

• Select Printable Schedule to access the Fourth printable rota
• The Fourth Analysis Page can be accessed via the LPM schedule and shows the breakdown of the labour costs

Scheduling Tools – Templates

Some Managers choose to save templates for revenue weeks. For example, "45K Revenue Week Template", "35k Revenue Week Template", etc.

• Select Manage > Save Template
• Use Load Template to load a saved template into another week

Once a template is loaded, the Copy function can be changed to Move. Changing the option to Move shifts means that when dragging and dropping a shift, it does not keep the original shift against the employee. This is useful if the user has used a saved template and wishes to re-allocate shifts between employees. 

• Select Settings and then chose either Copy Shifts or Move Shifts under 'Shift Settings'
• Select Save to apply the changes

Updating Daily Hours – Completing a Day

• Update the hours for the employee from forecast to actual and select Save
• Ensure the Act boxes are ticked to complete the day(s). The rota cannot be submitted to Payroll if each day is not ticked. Note: this only has to be done once a day. This updates all divisions and allows to submit once all 7 days have been completed

Submitting to Payroll

All usual timings and payroll cut off periods remain the same.  

• Each day must be completed, and the week submitted by 10:00 of the first day of the new week

Within the Labour Productivity Module the following actions must be completed as part of the workflow in order to submit to Payroll:

• The week’s forecast entered
• Each day has the Fcst box ticked
• An Area Manager has checked the Approve button
• Each day has the Act box ticked

Please note: once ticked, the Act box cannot be un-ticked (unless the user has a certain permission level applied - see below). However, changes can be made up until the forecast has been submitted to payroll

Ensure the rota summary has been checked and that hours and holiday included in the schedule are correct before submitting. This also forms part of the workflow. 

• Select the Submit button from the drop-down (see Fig.18) to transfer the actual hours to payroll for payment at the end of the period
• If the Submit button is not visible, ensure the schedule has been Approved and all Act boxes have been ticked

Prevent Users from Submitting to Payroll if Open Shifts Exist

If the user selects No then they will be returned to the Schedule page, and the payroll submission will not be activated. 

Fig.20 - Open shifts scheduled warning box

Ability to Un-tick Actual (Act) Boxes

Daily Auto-Publish to MySchedule App

This is a Global Setting and is enabled for all locations. Please liaise with your Fourth contact to have this done.

Appearance in Labour Productivity

There is no physical change to the Schedule page. The setting will be at a Global level - if turned on, will apply for all locations using the My Schedule app. If the setting is enabled and a schedule has been published, then the schedule will be Auto-Published to the My Scheduled app daily, circa 13:00 GMT. 

The tooltip next to the ‘Published’ button will also indicate when the next scheduled publish will be.
 

Fig.21 - Next Scheduled Publish shown on Tooltip

Fourth Reports

• To view Fourth reports, go to Reports

• To view all historical information from rotas submitted within the Rota module, go to Rotas > View Rota List
• Select the Submitted to Payroll radio button, select a Location and enter From and To dates if required, then select Search
• Results will display in a list, with Print Page and Analysis Page options available