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Weekend Staffing Assignments

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Every Other Weekend Assignment

The Every Other Weekend assignment schedules employees to work on alternate weekends.

The pivot date for the weekend rotations is entered in Schedule Standard Date 2. The weekend on (or first weekend before) this date is eligible to be worked by the employees in the assignment. The next weekend would be ineligible. Alternate weekends are either eligible or ineligible, based on the rotation assigned to the employee.

A second assignment code must be created for the other employees to work the alternate weekends, and be given a Schedule Standard Date 2 date to begin on the weekend following the first assignment code. Employees are assigned to one of the two rotations.

Note: With this rotation, an employee can predict weeks and months in advance of a date as to whether it is their "weekend off". If an employee was not assigned to work on a weekend where they were eligible to work, they will not be assigned to work the following weekend because that is their ineligible weekend. To create a rotation that adjusts alternate weekends based on whether the employee was scheduled the previous weekend, use the X out of Y Weekend rotation rule configured for 1 out of 2 weekends.

Steps to Create an Every Other Weekend Assignment

The following summarizes the steps to create an Every Other Weekend assignment. The steps are described in more detail in the following pages.

Step 1: Create a new Assignment Code

  1. Set up the Assignment Code General tab
  2. Set up the Assignment Code Indicator tab
  3. Set up the Assignment Codes Parameters tab
  4. Set up the Assignment Code Qualification Criteria

Step 2: Add the Weekend Validation to the Selection Styles

Step 3: Enter the employee Weekend Shift Eligibility Date, if applicable

Step 1A: Set up the Assignment Code General tab

  1. From the Configuration section>Assignments card>select the Assignment Code screen.
  2. Click on the Add button in the left pane to add a new Assignment Code.
  3. Enter the date this Assignment Code will be effective.
  4. In the Assignment Source Classification field, enter Standard.
  5. In the Assignment Source Code field, enter Weekend. Choose the weekend rule from the Field Look Up Values.
  6. In the Code field, enter an identification code for this weekend assignment.
  7. In the Description field, enter a label to describe the code.
  8. Click on the Save button at the bottom of the screen to save the record.

Step 1B: Set up the Assignment Code Indicator tab

  1. With the record open, select the Indicators tab.
  2. Set Weekend Assignment Code Indicator Schedule Standard 1 to Y to allow weekends to be processed using weekend rules.
  3. Set Weekend Assignment Code Indicator Schedule Standard 2 to the proper option to indicate how weekend shifts are determined.
  4. Set Weekend Assignment Code Indicator Schedule Standard 3 to Y to process the Every Other Weekend Rule.
  5. Set Weekend Assignment Code Indicator Schedule Standard 4 to N.
  6. If there are a maximum number of shifts that the employee can be assigned in a weekend, set the Weekend Assignment Code Indicator Schedule Standard 5 indicator value to Y. Be sure to set up the companion parameter, Weekend Assignment Code Parameter Schedule Standard Integer 4.

Step 1C: Set up the Assignment Codes Parameters tab

  1. With the assignment record open, select the Parameters tab.
  2. Weekend Assignment Code Parameter Schedule Standard Date 1 is not used for this assignment, and the field can be left blank.
  3. In the Weekend Assignment Code Parameter Schedule Standard Date 2, indicate the date that the every other weekend rotation is to start.
  4. In Weekend Assignment Code Parameter Schedule Standard DOW 1, select the day of the week that the weekend time frame begins from the drop-down menu.
  5. In Weekend Assignment Code Parameter Schedule Standard DOW 2, select the day of the week that the weekend time frame ends from the drop-down menu.
  6. In the Weekend Assignment Code Schedule Standard Hour 1 field, enter the minimum number of hours an employee schedule must overlap a weekend time frame for the schedule to be counted as a weekend schedule. This field needs to be set up if the weekend eligible shifts are tracked by hours in the weekend--Weekend Assignment Code Indicator Schedule Standard 2 is set to H.
  7. Weekend Assignment Code Parameter Standard Integers 1-3 are used with the X out of Y Weekend rule, and do not need to be set up for this assignment.
  8. In the Weekend Assignment Code Parameter Standard Integer 4 field, enter the maximum number of schedules that an employee should be assigned during a single weekend time frame. For example, if a 2 is entered here, an employee will only be assigned two schedules within an eligible weekend time frame.
  9. In the Weekend Assignment Code Parameter Schedule Standard Time 1, enter the time on the Weekend Start Day that the weekend range begins.
  10. In the Weekend Assignment Code Parameter Schedule Standard Time 2, enter the time on the Weekend End Day that the weekend range ends.
  11. In the Weekend Assignment Code Parameter Schedule Standard Percent 1, enter the percentage of an employee schedule that must fall within the weekend time frame for it to be counted as as weekend schedule. This field needs to be set up if the weekend eligible shifts are tracked by hours in the weekend--Weekend Assignment Code Indicator Schedule Standard 2 is set to P.
  12. Click on the Save button at the bottom of the screen to save the record.

1D: Select the Assignment Codes Qualification Criteria

The Criteria section is where the employees that should receive this assignment are identified. The criteria options that are available were previously selected on the Assignment Source screen>Assignment Determination section screen.

To configure the criteria requirements, complete the following steps:

  1. With the Assignment Code record open, click on the Criteria section button in the left pane.
  2. Click on Add to add a new record. The following screen is displayed.
  3. Enter an Effective Date, a Code and Description to identify this Criteria record.
  4. In the additional fields, enter the criteria options that identify employees who should be given this assignment. Note: If there are criteria options that are not displayed on this screen, additional options can be added (by authorized users) through the Assignment Source Screen>Assignment Determination button.
  5. Click on the Save button at the bottom of the screen to save this record.
  6. To add additional groups of employees to this assignment, click on the Add button again and complete steps 3 - 5. The groups given to this assignment are displayed.
  7. Click on Save to save the record.

    Note: Employees must meet ALL the requirements within one of the Criteria records to qualify for the assignment.

Step 2: Add the Weekend Validation to the Selection Styles

  1. From the Configuration section>Scheduling card, select the Selection Styles page.
  2. Open the selection style being used with the automatic scheduling process.
  3. Open a scheduling pass.
  4. Point the cursor to the Weekend rule in the Available Rules column. Hold down the mouse button and drag the rule to the Selected Rules column.
  5. Repeat steps 3-4 for each pass to be validated.
  6. Click on the Save button at the bottom of the screen to save the record.

Step 3: Enter the employee Weekend Shift Eligibility Date

If an employee has a waiting period before he or she is eligible to participate in the Weekend assignment rotation, an eligibility date can be entered in the employee record. If an employee is currently eligible to participate in the weekend assignment rotation, this field can be left blank.

  1. Search for an employee record using the Employee Search.
  2. Open the employee record to the General screen>Parameters tab.
  3. In the Schedule Standard Date 1 field, enter a date when the employee is eligible to start the weekend assignment. If the employee does not have a waiting period, this field can be left blank.
  4. Click on the Save button at the bottom of the screen to save the record.