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Holiday Staffing Assignments

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Holiday Rotations Assignment Configuration

In the Holiday Rotations assignment, specific holidays are eligible to be worked by certain employees. For example, Holiday 1 rotation employees can work New Year's Day and Labor Day, Holiday 2 rotation employees can work Memorial Day and Christmas, and Holiday 3 rotation employees can work July 4 and Thanksgiving. Each year, the eligible holidays to work for each assignment can be changed.

To set up a Holiday Rotations assignment, a separate assignment needs to be set up for each holiday rotation. For example, if there are three separate holiday rotations for an organization unit, then three separate assignments would need to set up (in the example below, these are called Holiday Rotation 1, Holiday Rotation 2 and Holiday Rotation 3). For each assignment, select a holiday record for EACH holiday, making sure to select the correct holiday that is either set up as Working or Not Working for that assignment rotation.

The recommended way to indicate which employees belong to each rotation is to use assignment codes. These are established on the Assignment Codes screen. The following is an example of suggested configuration for setting up a holiday for three separate rotations.

Steps to Create the Holiday Rotation Assignment

The following summarizes the steps to create a Holiday Rotation assignment. These steps are described in more detail below.

Step 1: Set up the Assignment Source with a Criteria option to identify employees in the assignment

Step 2: Create criteria codes to identify employees for each rotation

Step 3: Create two Holiday records for each holiday, one set to work, one set to not work

Tip: To copy all general, indicator, and parameter attributes of an existing Holiday record, and save on setup time, use the Replicate feature. Open an existing record, and in the Actions section in the left pane, click the Replicate button.

  1. Set up the Holiday General Tab
  2. Set up the Holiday Indicators Tab
  3. Set up the Holiday Parameters Tab

Step 4: Create new Assignment Code records for each rotation

  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. Set up the Assignment Code Criteria Screen
  5. Set up the Assignment Code Holidays Screen

Step 5: Add the appropriate assignment criteria to each employee record

Step 6: Enter the employee Holiday Shift Eligibility Date, if applicable.

Step 7: Add the holiday validation to the Selection Styles

Step 1: Set up the Assignment Source Criteria option

This step allows the user to select certain fields as criteria to specify which employees belong to a certain holiday rotation. For example, you might be adding the Grade criteria. Then you can create separate grade records (rotation 1, rotation 2, rotation 3) and assign these grade records to the employee.

  1. From the Configuration section>Assignment card, open the Assignment Source screen.
  2. From the search screen, enter Holiday in the Code field and click on the Search button.
  3. Select the record with the Holiday description.
  4. Click on the Assignment Determination button in the left pane.
  5. From the Available Criteria Items listing, find a criteria combination that will uniquely identify this assignment.
  6. Note: With Holiday Rotations it is best to use a Labor Distribution option that is not used in any other processing--for example, the Grade, Labor Group, or Seniority option.
  7. Drag the criteria selection from the Available Criteria Items column on the left to the Assigned Criteria Items column on the right.
  8. Drag the criteria selection up in the hierarchy on the Assigned Criteria Items field so that it supersedes other criteria.
  9. Click on the Save button at the bottom of the screen to save the record.

Step 2: Create criteria codes to identify employees for each rotation

Create as many criteria records as there are rotations. For example, if there are three different groups in the holiday rotation, create three different records.

  1. From the Configuration section>Labor Distribution section, select the appropriate screen.
  2. Click on the Add button in the left pane to add a new record.
  3. In the Code field, enter a code that describes this holiday rotation.
  4. Enter a Description to describe this record (for example, Holiday 1 Rotation, Holiday 2 Rotation, and Holiday 3 Rotation).
  5. Let the Active field default to Yes. The organization unit is automatically filled in.
  6. Click on the Save button at the bottom of the screen to save the record.
  7. Repeat steps 2-6, one for each rotation (If there are three rotations, set up three criteria records; if there are four rotations, set up need four criteria records).

Step 3A: Set up the Holiday Codes General Screen

Note: Since holidays by default are set to Y, if there are holidays already set up in the Holiday table, they can be used by this assignment for the WORKED holiday. If holidays are not already set up, set up two records for each holiday—one set to WORK and one set to NOT WORK.

  1. Open the Assignment Codes table from the Configuration section>Assignment card>Holiday screen.
  2. Click on the Add button to create a new record.
  3. Enter a Code and Description that will identify this holiday--indicating that it is "Not Worked", if applicable.
  4. Enter the Actual Date of the holiday and the Observed Date when it is observed in the corporation.
  5. Enter the Holiday Category Code. This field is used with the Every Other Same holiday assignment because there may be more than one "Holiday" record for the same holiday.
  6. Click on the Save button at the bottom of the screen to save the record.

Step 3B: Set up the Holiday Indicators Tab

  1. Select the Indicators tab.
  2. For this holiday rule, Holiday Indicator Schedule Standard 1 is not used, and the default setting can be left.
  3. For this holiday rule, each holiday should have two records: One record should have Holiday Indicator Schedule Standard 2 set to Y and the matching holiday record should have this indicator set to N.
  4. Click on the Save button at the bottom of the screen to save the record.

Note: When the Assignment is being created, the correct holiday (Y/N--worked or not worked) needs to be selected from the Holiday section screen.

Step 3C: Set up the Holiday Parameters Tab

  1. Select the Parameters tab and open the Schedule Process card by clicking on the card arrow.
  2. Enter the parameter option values to set the start date/time and the end date/time for the holiday for this assignment.
  3. Enter the parameter option values to set the start date/time and the end date/time for the holiday for this assignment.
  4. Click on the Save button at the bottom of the screen to save all indicator and parameter values.

Step 4A: Set up the Assignment Code General tab

  1. From the Configuration section>Assignment card, open the Assignment Code screen.
  2. Click on the Add button in the left pane to open a screen to create 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 Holiday from the field look up values.
  6. For each holiday rotation, create a separate Code with a unique name.
  7. Enter a Description to identify this holiday assignment record.
  8. Click on the Save button at the bottom of the screen to save the record.

Step 4B: Set up the Assignment Codes Indicators Tab

To set up the Assignment Codes Indicators tab, complete the following steps:

  1. From the Configuration section>Assignment card, Assignment Code screen, search for and open the record to be set up.
  2. Click on the Indicators tab, then open the Schedule Process card.
  3. Set Holiday Assignment Code Indicator Schedule Standard 1 to Y to process this assignment using holiday rules.
  4. Set Holiday Assignment Code Indicator Schedule Standard 2 to the proper option of how holiday shifts are determined.
  5. Set Holiday Assignment Code Indicator Schedule Standard 3 to N.
  6. Set Holiday Assignment Code Indicator Schedule Standard 4 to N.
  7. Set Holiday Assignment Code Indicator Schedule Standard 5 to the proper option to determine if there is a maximum number of schedules that an employee is eligible to work during the holiday time frame.
  8. Set Holiday Assignment Code Indicator Schedule Standard 6 to N.
  9. Set Holiday Assignment Code Indicator Schedule Standard 7 to N.
  10. Set Holiday Assignment Code Indicator Schedule Standard 8 to N.
  11. Set Holiday Assignment Code Schedule Standard 9 to the proper option to determine if productive core rotating schedules should be populated on holidays if the employee is eligible to work.
  12. Click on the Save button to save the record.
  13. Click on the Parameters tab to set up the companion parameters.

Step 4C: Set up the Assignment Code Parameters Tab

To set up the Assignment Codes Parameter tab, complete the following steps:

  1. Select the Parameters tab, then open the Schedule Process card.
  2. Depending on the setting of Holiday Assignment Code Indicator Schedule Standard 2, set the companion parameter to indicate how holiday shifts are determined.
  3. Holiday Assignment Code Parameter Schedule Standard Integer 1 determines the maximum number of schedules that can be assigned to employees during a single holiday date range. If using this rule, enter a positive integer in this field.
  4. Holiday Assignment Code Parameter Schedule Standard Integers 2 - 5 are not used with this assignment and can be left blank.
  5. Click on the Save button at the bottom of the screen to save the record.

Step 4D: Set up the Assignment Codes Criteria Section

  1. Click on the Criteria button in the left pane.
  2. Click on the Add button to add a new criteria record.
  3. Enter an Effective Date, a Code and a Description that will identify this assignment rotation record.
  4. Enter the additional required criteria information (for example the Grade Code used to differentiate between the holiday rotation records). Note: The field options that are displayed on this screen are selected on the Configuration section>Assignment card>Assignment Source screen. If additional fields are required, they must be added through that screen first. For more information, see the Assignment Source page.
  5. Click on the Save button at the bottom of the screen to save the record.

Step 4E: Select the Applicable Holidays on the Assignment Codes Holiday screen

The holidays that are included in this assignment are selected on the Holiday section screen.

To set up this screen, complete the following steps:

  1. With the Assignment Codes screen open, click on the Holiday section button in the left pane.
  2. Click on the Add button to open the Holiday Search screen. Enter search criteria to find holidays to include in this assignment.
  3. A listing of the holidays that have been previously set up on the Holiday screen is displayed. Check the box to the left of each holiday to be included in this assignment. Note: There may be more than one record for the same holiday. Be sure to correctly select the holidays to Work or Not Work.

    Note: You must select an option for each observed holiday, whether it is worked or not worked. Otherwise, the system will schedule any unselected holidays as a regular working day.

Step 5: Add the appropriate assignment criteria to each employee record

  1. Open an employee master record and select the Labor Distribution screen.
  2. Select the Home Labor Distribution record.
  3. Enter the assignment criteria that will indicate which holiday rotation this employee belongs to.

Step 6: Enter the Employee Holiday Shift Eligibility Date

If an employee has a waiting period before he or she is eligible to participate in the Holiday assignment rules, an eligibility date can be entered in the employee record.

Note: If the employee does not have a waiting period, this field can be left blank.

  1. From the Employee section, use the Employee Search feature to locate the employee record(s) to configure.
  2. Open the Employee General screen> Parameters tab>Schedule Process card.
  3. In the Employee Parameter Schedule Standard Date 2 field, enter the date when the employee is eligible to start the holiday rules.
  4. Click on the Save button at the bottom of the screen to save the record.

Step 7: Add the Holiday Validation to the Selection Style

The Holiday rule must be selected as a validation in each pass of the selection style.

  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. Point the cursor to the Holiday rule in the Available Rules column. 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.