Set Up Employee Scheduling
Setting up the Schedule Administrator role center provides the optimal menu structure for a user responsible for scheduling activities.
Schedule setup configuration
The Schedule Setup page defines the major business rules and communication settings for the scheduling feature. For more information, see Schedule Setup.
Set up schedule areas
If your organization has groups of employees that are to be segregated from other groups, such as for geography or function, set up areas. Typically, an employee belongs to one area. However, an employee can be assigned to units outside of their home area on an exceptional basis. When the feature to show non-trained employees is used, it only shows employees in the area containing the chosen unit. For example, if you have north and south areas, when selecting an employee to fill a shift in a unit from the north area and in mySparkrock you select show non-trained employees, non-trained employees from the north region are displayed and employees from the south region are not displayed.
A minimum of one area is required.
To set up schedule areas
Choose
, enter schedule areas, and then choose the related link.The Schedule Areas page opens.
Select the area for which you want to make changes or to create an area, choose New.
Code specifies a unique code to represent the area.
Description specifies a description for the area.
No. of Units is automatically calculated as units are assigned to the area.
No. of Employees is automatically calculated as employees are assigned to units linked to the area.
Select the unit where you want all unavailable time, such as vacation or sick time to be scheduled from the unavailable unit.
Typically, this value is used as a single vacation or unavailable unit. Unavailable units are not displayed in mySparkrock.
Set up schedule units
Units group specific schedules that are managed as a unit. Multiple units can be associated with a single physical location, for example, if the units are managed by different supervisors or are staffed by different employee groups. A unit can belong to only one location and one area.
A minimum of one unit is required. Typically, one unavailable unit per area is also required.
To set up schedule units
Choose
, enter schedule units, and then choose the related link.The Schedule Units page opens.
Perform one of the following steps:
- To make changes to an existing unit, choose Edit.
- To create a unit, choose New.
The Schedule Unit Card page opens.
Update General FastTab settings as required.
To set mySparkrock scheduling options, update the External Settings FastTab as required.
These settings also appear on the Schedule Unit Defaults FastTab of the Schedule Setup card.
To specify settings that are used when employees are added to the unit, update the Schedule Employee Defaults FastTab as required.
Enter the date when training or orientation has taken place at this unit in the Trained Date field. This field is for information only.
To view statistical information that is calculated for a schedule unit
Choose
, enter schedule units, and then choose the related link.The Schedule Units page opens.
Select the unit for which you want to view statistical information, and then on the action bar, choose Edit.
The Schedule Unit Card page opens.
Associate employees with schedule units
It is recommended that employees be associated with the units in which they usually work. This relationship indicates that the employees have received any necessary training that is specific to this unit. Creating this relationship and configuring specific permissions for this unit are managed with the Schedule Unit Employees setup. Employees must use mySparkrock to access and manage their schedules. Thus, only employees with a mySparkrock User card configured can be added to a unit.
Note
Note:
Offers to fill vacant shifts can only be made to employees who are associated with the unit.
To associate employees with schedule units
Choose
, enter schedule units, and then choose the related link.The Schedule Units page opens.
Select the Schedule Unit Card for which you want to associate employees with the unit, and then choose Edit.
The Schedule Unit Card page opens.
On the action bar, choose Related > Employees.
The Schedule Unit Employees page opens.
Perform one of the following steps:
- Select the employee for which you want to make changes, and then on the action bar, choose Manage > Edit.
- To add an employee, on the action bar, choose New.
The Schedule Unit Employee Card page opens.
The Unit Code field will default to the unit from which you opened this page.
You can remove the filter and set up an employee at multiple units all at once by changing this value.
In Employee No, specify the employee number.
After the employee number has been filled, the employee name appears in Employee Name.
On the Controls FastTab, in the Employee Controls section, update employee settings as required.
On the Controls FastTab, in the Supervisor Controls section, update supervisor settings as required.
Set up schedule unit activities
Activities can be set up by unit and can be used to drive any variation in dimensions, such as client, program, or department, as well as payroll controls, such as regular hours or sleep hours.
Note
Note:
If you want all time for this unit to be charged to the same dimensions, you can set up a single activity, and then set the activity as the default on the unit card.
To create or update activities for a unit schedule
Choose
, enter schedule units, and then choose the related link.The Schedule Units page opens.
Select the Schedule Unit Card for which you want to create or update activities for a unit, and then choose Edit.
The Schedule Unit Card page opens.
On the action bar, choose Related > Activities.
The Schedule Unit Activities page opens.
Select the activity for which you want to make changes or to create one, choose New.
Unit Code defaults to the unit from which you opened this page.
In Activity Code, create a code to represent the activity that you want to define.
Enter a Description for the activity.
This description appears on the Shift Detail page, in the Activities section.
In Short Code, enter a short code for the activity field.
The value in this field is used on views where the full code cannot be displayed, for example, this code appears on the Unit Schedule and My Schedule pages.
In Account Set Code, select a combination code to fill out the dimension. Alternately, leave this field blank and select the dimension individually.
Select the Dimensions that you want to be tagged to the time entered for this activity.
In Payroll Control Code, if you want the activity to have a default, enter a value.
Set up schedule unit positions
Use schedule unit positions to limit the positions that can be used when scheduling for this unit. For example, if this is a nursing unit, list only nursing or qualified positions. If no unit positions are specified, all positions with a non-zero Schedule Priority Group are allowed. You can also use this setup to define the total budget hours for a period.
To review or associate positions to a schedule unit
Choose
, enter schedule units, and then choose the related link.The Schedule Units page opens.
Select the Schedule Unit Card for which you want to review or associate positions to a unit, and then choose Edit.
The Schedule Unit Card page opens.
On the action bar, choose Related > Positions.
The Schedule Unit Positions page opens.
Select the position for which you want to make changes or to create a position, choose New.
In Position No., specify the position that is to be associated with the unit. After you have selected a position, the Position Name field automatically populates.
In Target Hours/Period, specify the total hours for which you want to schedule this position in a typical pay cycle for this period.
The total of this value for all position becomes the target hours for the unit.
Set up scheduling settings on positions
On the HR Positions Card page, Schedule Priority Group determines the priority in employee scheduling. This setup may factor into choosing an employee for replacing another in a filled shift. The priority of the specific position is determined based on the setup of the HR Position Card page.
To set up position priority
Choose
, enter hr positions, and then choose the related link.The HR Positions page opens.
Select the position that you want to edit, and then on the action bar, choose Manage > Edit.
The HR Position Card page opens.
On the Employee Scheduling FastTab, in Schedule Priority Group, specify the value that is to be used to determine the sequence of the employee who holds this position in the Fill by Priority list. A value of 0 indicates that the employee is not to be used for scheduling.
On the Payroll FastTab, in Default HR Pay Code, select the pay code that is to be used by default when a schedule line for employees that hold this position is entered.
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