Scheduled Hours Assignment

The Scheduled Hours assignment is used to indicate whether the system will validate an employee's daily or weekly overtime hours and/or daily or bi-weekly approved hours when an employee is assigned an activity code that accumulates towards these values.

This rule also determines if employees can be scheduled above their approved hours value and/or their overtime hours value. For example, if staff numbers are low, this feature can be used to schedule employees a certain number of extra hours.

This rule also determines the cutoff of when the pay period approved hours value is split into equal values for each week. For example, if an employee has approved bi-weekly hours value of 60, a setting indicates whether the employee can only be scheduled up to 30 hours in each week, or whether the employee can be scheduled 40 hours one week and 20 hours the next.

This rule also determines the cutoff of when the overtime hours value is treated as a weekly value, rather than a bi-weekly value.

Note: For more information on setting up Scheduling Assignment screens, see the Scheduling Assignments Overview page.

Steps for Creating a Scheduled Hours Assignment

The following summarizes the steps to create a Scheduled Hours assignment. The steps are described in more detail below.

Step 1: Create a new Assignment Code

1. Set up the Assignment Code General tab
2. Set up the Assignment Code Indicators tab
3. Set up the Assignment Code Parameters tab
4. Select the Qualification Criteria

Step 2: Add the Approved Hours/Overtime Hours validation to the Selection Styles

Step 3: Set up Activity Codes to accumulate toward weekly overtime and approved hours

Step 4: Set up Pay Codes to accumulate toward weekly overtime and approved hours

Step 1A: Set up the Assignment Code General tab

1. Go to the Configuration section>Assignments card>Assignment Code screen.
2. Click on Add to enter a new record.
3. Enter the date this Assignment Code will be effective.
4. Select the Standard option from the Assignment Source Classification field.
5. In the Assignment Source Code field, select SchedHours from the field look up values.
6. Enter a Code and Description to identify this assignment record. Click on the Save button to save the record.

Step 1B: Set up the Assignment Codes Indicator tab

1. Click on the Indicators tab.
2. Under Schedule Standard 1, enter Y to validate the scheduled hours by the employees' Approved Hours value.
3. Under Schedule Standard 2, enter Y to validate the scheduled hours by the employees' Daily Hours value.
4. Under Schedule Standard 3, enter Y to validate the overtime hours by the employees' Weekly/Pay Period Overtime value.
5. Under Schedule Standard 4, enter Y to validate the overtime hours by the employees' Daily Overtime Hours value.
6. Under Schedule Standard 5, enter the number corresponding to the day of the week where the Overtime/Approved Hours validation is started.
7. Under Scheduled Standard 6, enter Y to validate the scheduled hours by the Scheduled Hours Approved Hours value.

   When this indicator is set to Y, it works in conjunction with the following parameters (found on the Parameters tab).

   • Schedule Process > Schedule Standard Hour 3 (schedule period approved hours)
   • Schedule Process > Schedule Standard Integer 5 (determines the number of weeks in the schedule period)
   • Schedule Process > Schedule Standard Integer 6 (determines if there is a variance allowed)

Step 1C: Set up the Assignment Codes Parameters tab

1. Select the Parameters tab and expand the Schedule Process card.
2. The Schedule Standard Hour 1 field is used to determine if the employee's Approved Hours should be validated for the entire bi-weekly time frame or if each week should be independently evaluated. Enter the cutoff value which indicates the point where approved hours are split equally between the two weeks. For example, if this value is set to 65, when the employee's approved hours value is LESS THAN 65, the employee's approved hours value is multiplied by .5 and the employee can be scheduled up to 32.5 hours for each week. If the employee approved hours are GREATER THAN OR EQUAL TO 65, the hours can be distributed across the pay period. Note: The Approved Hours value in the employee record is always a pay period value.
3. The Schedule Standard Hours 2 field is used to determine if the employee's Overtime Hours value is a weekly value or a bi-weekly value. If the hours in the employee record are GREATER THAN OR EQUAL TO this cutoff value, the employee hours are considered to be a bi-weekly value. When the hours in the employee record are LESS THAN this value, they are considered to be a weekly value. For example, if the cutoff is set to 45, and the overtime hours in an employee record is 40, this value is considered to be 40 hours in one week. If the cutoff value was set to 39, the 40 hours would be considered to be a bi-weekly overtime value, and the employee would only be scheduled for 40 hours per pay period.
4. The Schedule Standard Hours 3 field is used to set the number of approved hours in the schedule period that an employee can be scheduled for.

   This parameter works in conjunction with:

   • Schedule Process indicator Schedule Standard 6 (when set to Y)
   • Schedule Standard Integer 5 (determines the number of weeks in the schedule period; see below for information)
   • Schedule Standard Integer 6 (determines if there is a variance; see below for information)
5. In the Schedule Standard Integer 1 field, enter the number of minutes above the employees' Weekly or Bi-Weekly Approved Hours value that the employee can be scheduled. Note: When using the Weekly Approved Hours check, this is the number of minutes each week that the employee can be scheduled above the approved hours value.
6. In the Schedule Standard Integer 2 field, enter the number of minutes per day an employee is authorized to work beyond his/her Daily Approved Hours value.
7. In the Schedule Standard Integer 3 field, enter the number of minutes above the employee's Weekly/Bi-Weekly Overtime Hours value that he/she can be scheduled.
8. In the Schedule Standard Integer 4 field, enter the number of minutes per day an employee is authorized to work beyond his/her Daily Overtime Hours value.
9. In the Schedule Standard Integer 5 field, enter the number of weeks in the schedule period.

   To help determine this parameter's value, look to the organization unit's Staffing Configuration to find out the number of weeks in the schedule period.

   This parameter works in conjunction with:

   • Schedule Process indicator Schedule Standard 6 (when set to Y)
   • Schedule Standard Hour 3 (determines the number of approved hours in the schedule period; see above for information)
   • Schedule Standard Integer 6 (determines if there is a variance; see below for information)
10. In the Schedule Standard Integer 6 field, enter the number of minutes above the schedule period's approved hours that an employee can be scheduled for. This can be left blank or set to 0 if no variance is allowed.

    This parameter works in conjunction with:

    • Schedule Process indicator Schedule Standard 6 (when set to Y)
    • Schedule Standard Hour 3 (determines the number of approved hours in the schedule period; see above for information)
    • Schedule Standard Integer 5 (determines the number of weeks in the schedule period; see above for information)

Step 1D: Select the Qualification Criteria

1. Click on the Criteria section button in the left pane to open a screen to indicate the employees who should be given this assignment.
2. Click on the Add button in the left pane.
3. Enter an Effective Date, a Code and Description to identify this qualification record.

   The label describing this assignment code.

   The alphanumeric short name or abbreviation identifying this assignment.

4. Enter the criteria options to identify employees who should be given this assignment. Note: The criteria options that are available on this screen are selected on the Assignment Source>Assignment Determination screen for SchedHours. Additional selection criteria can be added to that record, and then will be available on the Criteria screen.
5. Click on Save to save the record.
6. To add additional groups of employees to this assignment, click on the Add button again and enter the qualification criteria. The groups awarded to this assignment are displayed on cards in the right pane.

Step 2: Add the Scheduled Hours validation to the Selection Styles

The Overtime Hours and/or Approved Hours rules must be selected as one of the validations in the selection style for these rules to work.

1. From the Configuration section>Scheduling card, select the Selection Styles page.
2. Open the selection style being used with the automatic scheduling process and/or manual process.
3. Open a scheduling pass.
4. To validate the daily and/or pay period approved hours, point the cursor to the Approved Hours rule in the Available Rules column. Drag the rule to the Selected Rules column.
5. To validate the daily and/or pay period overtime hours, point the cursor to the Overtime Hours rule in the Available Rules column. Drag the rule to the Selected Rules column.
6. Repeat steps 3-4 for each pass to be validated. Save the record.

Step 3: Set up activity codes to accumulate toward weekly overtime and approved hours

1. From the Configuration section>Scheduling card open the Activity Code screen.
2. Open the activity code record to be configured.
3. Click on the Indicators tab, then open the Schedule Process card.
4. Activity Code Indicator Schedule Standard 4 determines whether the hours assigned to an employee with this activity code should accumulate towards an employee's Overtime values. Set this value to Y if the activity code SHOULD accumulate towards overtime. Note: The default setting for this indicator is set to N, unless it has been updated in the Indicators screen.

   Activity Code Indicator Schedule Standard 4 is used to determine whether hours assigned to employees through this activity code should accumulate toward their Weekly Overtime Hours totals. Overtime hours totals can be validated during the scheduling process, using the SchedHours rule.

   Valid Indicator Options:

   Y	Yes, hours assigned with this activity code should accumulate towards Weekly Overtime Hours totals.
   N	No, hours assigned with this activity code should NOT accumulate toward Weekly Overtime Hours totals.

   This indicator is found on the Configuration section>Scheduling card>Activity Codes screen>Indicator tab>Category - Schedule Process card.

   Note: The default for this indicator is set to N, unless it is updated via the Configuration section>System card>Indicators screen. Open the record and then click on the Value button in the left pane. Click the card arrow to open the record. Set the Default field to Yes to set the default value. This will override the current default value.

5. Activity Code Indicator Schedule Standard 5 determines whether the hours assigned to an employee with this activity code should accumulate towards an employee's Approved Hours values. Set this value to Y if the activity code SHOULD accumulate towards overtime. Note: The default setting for this indicator is set to Y, unless it has been updated in the Indicators screen.

   Activity Code Indicator Schedule Standard 5 is used to determine whether hours assigned to employees through this activity code should accumulate toward their Approved Hours totals. Approved hours totals can be validated during the scheduling process, using the SchedHours rule.

   Valid Indicator Options:

   Y	Yes, hours assigned with this activity code should accumulate towards Approved Hours totals.
   N	No, hours assigned with this activity code should NOT accumulate toward Approved Hours totals.

   This indicator is found on the Configuration section>Scheduling card>Activity Codes screen>Indicator tab>Category - Schedule Process card.

   Note: The default for this indicator is set to Y, unless it is updated via the Configuration section>System card>Indicators screen. To change the indicator, open the record (see screen print below for search criteria) and then click on the Values button in the left pane. Click the card arrow to open the record. Set the Default field to No; this will override the current default value.

   Note: To change the indicator settings for multiple activity codes at one time, see the documentation on Replacing Record Values.

   Authorized users can use the Replace feature to update multiple selected records at the same time with the same field information or the same indicator and/or parameter values. Note: Not all screens have the Replace feature available.

   1. Using the Search page selection criteria, search for all the records to be updated. Multiple searches can be conducted to build a results list.
   2. To select one or more record, click on the box to the left of each record to alternately add or remove the check mark. To select/de-select all records in a specific search result set, click on the box above the search results to add or remove all check marks.
   3. Click on the Replace button in the left pane.

      A screen is displayed with all replaceable fields showing as read only.

   4. Check the box to the left of a field to be updated. The field is then enabled.
   5. Enter the new information in the field.
   6. Update any additional fields in all tabs.
   7. Values in the Indicator and Parameter tabs can also be updated by entering values in each field.
   8. To reset all the values back to the previously saved ones, click on the Reset button. Note: Once the records have been saved, the values cannot be reset to the previous values. They would have to be re-entered as updated values, following steps 1-10.
   9. Click on the Save button to save the changes.
   10. All selected records are now updated, with the new information replacing the old information in the selected fields.

       Note: For more information, see Replacing Record Values under the Help section>Record Management.

Step 4: Set up pay codes to accumulate toward weekly overtime and approved hours

1. From the Configuration section>Time and Attendance card open the Pay Code screen.
2. Open the pay code record to be configured.
3. Click on the Indicators tab, then open the Schedule Process card.
4. Pay Code Indicator Schedule Standard 3 determines whether the hours assigned to an employee with this pay code should accumulate towards an employee's Approved Hours values. Set this value to Y if the pay code SHOULD accumulate towards overtime. Note: The default setting for this indicator is set to N, unless it has been updated in the Indicators screen.

   Pay Code Indicator Schedule Standard 3 is used to determine whether hours assigned to employees through this pay code should accumulate toward their Approved Hours totals. Approved hours totals can be validated during the scheduling process, using the SchedHours rule.

   Valid Values

   Y	Yes, hours assigned with this pay code should accumulate towards Approved Hours totals.
   N	No, hours assigned with this pay code should NOT accumulate toward Approved Hours totals.

   This indicator is found on the Configuration section>Time and Attendance card>Pay Codes screen>Indicator tab>Category - Schedule Process card.

5. Pay Code Indicator Schedule Standard 4 determines whether the hours assigned to an employee with this pay code should accumulate towards an employee's Overtime Hours values. Set this value to Y if the activity code SHOULD accumulate towards overtime. Note: The default setting for this indicator is set to N, unless it has been updated in the Indicators screen.

   Pay Code Indicator Schedule Standard 4 is used to determine whether hours assigned to employees through this pay code should accumulate toward their Weekly Overtime Hours totals. Overtime hours totals can be validated during the scheduling process, using the SchedHours rule.

   Valid Values

   Y	Yes, hours assigned with this pay code should accumulate towards Weekly Overtime Hours totals.
   N	No, hours assigned with this pay code should NOT accumulate toward Weekly Overtime Hours totals.

   This indicator is found on the Configuration section>Time and Attendance card>Pay Codes screen>Indicator tab>Category - Schedule Process card.

   Note: To change the indicator settings for multiple activity codes at one time, see the documentation on Replacing Record Values.

   Authorized users can use the Replace feature to update multiple selected records at the same time with the same field information or the same indicator and/or parameter values. Note: Not all screens have the Replace feature available.

   1. Using the Search page selection criteria, search for all the records to be updated. Multiple searches can be conducted to build a results list.
   2. To select one or more record, click on the box to the left of each record to alternately add or remove the check mark. To select/de-select all records in a specific search result set, click on the box above the search results to add or remove all check marks.
   3. Click on the Replace button in the left pane.

      A screen is displayed with all replaceable fields showing as read only.

   4. Check the box to the left of a field to be updated. The field is then enabled.
   5. Enter the new information in the field.
   6. Update any additional fields in all tabs.
   7. Values in the Indicator and Parameter tabs can also be updated by entering values in each field.
   8. To reset all the values back to the previously saved ones, click on the Reset button. Note: Once the records have been saved, the values cannot be reset to the previous values. They would have to be re-entered as updated values, following steps 1-10.
   9. Click on the Save button to save the changes.
   10. All selected records are now updated, with the new information replacing the old information in the selected fields.

       Note: For more information, see Replacing Record Values under the Help section>Record Management.

Employee Record Validation

The SchedHours assignment assigned to an employee is based on the employee's Home Labor distribution. The variance settings allowed are taken from this assignment. The values that are used during the Approved Hours and Overtime Hours rules validations are based on the labor distribution record of the position being validated, which may be either a Primary Home, Alternate Home, or Alternate position, found in the Employee record>Labor Distribution screen.

• Daily Overtime is validated from the Daily Overtime Hours field.
• Weekly/Bi-Weekly Overtime is validated from the Weekly Overtime Hours field
• Daily Approved hours is validated from the Daily Hours field.
• Bi-Weekly approved hours is validated from the Approved Hours field.