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Holiday Staffing Assignments

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X out of Y Holiday Assignment

The employees in the X out of Y Holiday assignment are eligible to work a certain number of holidays within a range of holidays, for example 1 out of 3 holidays, or 3 out of 7 holidays. The values of X and Y are set up in the parameters screen of this holiday assignment.

This assignment can span more than a single year. For example, this assignment can be set up for 7 out of 12 holidays, even if there are only 6 holidays in a year.

Note: With this holiday assignment, employees could potentially be scheduled for more than one holiday in a row.

Steps to Create an X out of Y Holiday Assignment

The following summarizes the steps to create an X out of Y Holiday assignment. The steps are described in more detail below.

Step 1: Create Holiday records, if they are not already set up

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 2: 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. Set up the Assignment Code Criteria screen
  5. Set up the Assignment Code Holiday screen

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

Step 4: Add the Holiday Validation to the Selection Styles

Step 1A: Set up the Holiday General Tab

Note: If holidays that can be used by this assignment are already created in the Holiday table, this step can be skipped. Be sure that the date/time parameters for the start and end of the holiday time frame are the same as required for this assignment.

To enter a new holiday record, complete the following steps:

  1. From the Configuration section>Assignments screen, select the Holiday icon.
  2. Click on the Add button in the left pane to open a screen to add a new record.
  3. Enter a Code and Description to identify this holiday code.
  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 to match up the same holiday between years, since there may be more than one "Holiday" record for the same holiday and they may have different names.
  6. Click on the Save button at the bottom of the screen to save the record.
  7. The Indicator and Parameter tabs are now available.

Step 1B: Set up the Holiday Indicator Tab

  1. Select the Indicators tab and open the Schedule Process card by clicking on the card arrow.
  2. Select the indicator option values from the drop-down listing to set the rules for this assignment.
  3. Click on the Save button at the bottom of the screen to save this record.

Step 1C: Set up the Holiday Parameter 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. Click on the Save button at the bottom of the screen to save all indicator and parameter values.

Step 2A: 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 to add a new Assignment Code. The following General screen is displayed.
  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. Enter a Code and Description to identify this holiday assignment record.
  7. Click on the Save button at the bottom of the screen to save the record.
  8. The Indicators and Parameters tabs are now available for set up.

Step 2B: 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 Y to activate the X out of Y Holiday Rule.
  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 at the bottom of the screen to save these settings.
  13. Click on the Parameters tab to set up the companion parameters.

Step 2C: Set up the Assignment Codes Parameter Tab

To set up the Assignment Codes Parameter tab for the X out of Y Holidays Rule, 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 - 3 are not used with this assignment and can be left blank.
  5. In the Holiday Assignment Code Parameter Schedule Standard Integer 4 field, enter the number of holidays being tracked in each rotation. This would be the Y value in the X out of Y equation. For example, if this assignment is for 4 out of 7 holidays, the 7 would be entered in this field.
  6. In the Holiday Assignment Code Parameter Schedule Standard Integer 5 field, enter the number of holidays that should be worked in each rotation. This would be the X value in the X out of Y equation. For example, if this assignment is for 4 out of 7 holidays, the 4 would be entered in this field.
  7. Click on the Save button at the bottom of the screen to save the record.

Step 2D: Set up the Assignment Codes Criteria Section

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.
  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: Additional criteria 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 2E: Set up the Assignment Codes Holiday Section 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 choose the correct one.
  4. When all holidays for this assignment have been checked, click Assign: Common Data (to assign the same data for all) or Assign: Individual Data (to assign different data for each).

Step 3: 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 4: Add the Holiday Validation to the Selection Styles

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 and click the Qualification button.
  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.