Adding a New Schedule through the Schedule Box

A Schedule Box can be opened to add a new schedule assignment. This can be used if the user wants to search for an activity code, to assign a different profile than the default, to enter different start/end times from an activity code, etc.

Some of the information in this screen is already defaulted from the schedule screen, and other information is defaulted once the activity code is filled in. The defaulted information can be left, or replaced with different values. Type in the value, or click on the Look Up Values icon to open a menu of valid options to select for the field.

To add a new schedule using the Schedule Box, complete the following steps:

1. To access this box, position the cursor on the cell to have the schedule added and double-click. The following screen is displayed.

   

2. Select the option button to indicate whether this is for a schedule or for a calendar.
3. Enter an Activity Code for this schedule.

   The activity code to be assigned to the employee for this transaction. Note: The organization unit information must be completed before the activity code options display in the Field Look Up Values.

4. The Date field defaults with the date of the selected cell. This date can be modified.

   The date the schedule is to be assigned.

5. The Time field defaults to the start time of the activity code previously entered. This value can be adjusted.

   The time of day the schedule should begin on the assigned date. This value is automatically filled in with the start time of the assigned activity code, but can be edited.

6. The Hours/Units field defaults to the length of the activity code previously entered. This value can be adjusted if the employee is working a shorter or longer schedule. The end time of the schedule is calculated from the Time + Hours + Lunch Length (Hours) fields.

   The number of hours assigned with this schedule. This information is automatically filled in when an activity code is assigned, but can be edited.

7. The Lunch Length (Hours) field defaults to the length of the lunch break entered in the related activity code.

   The length of the lunch break, expressed in whole and/or decimal hours. For example, a half hour lunch would be entered as .5. This information is automatically filled in when an activity code is assigned, but can be edited.

8. The Rate field defaults to the rate entered in the activity code.

   The rate of pay for working the schedule assignment. If this field is left blank, the employee is paid his or her normal pay rate for the labor distribution assignment.

9. The trunk, branch and leaf level of the open Organization Unit is defaulted but can be changed.

   Select the appropriate code for this field. The number of organization unit levels available and the organization unit names displayed depend upon the corporate structure.

10. Depending on the organization unit entered, the default employee Position and related Profile are automatically entered. These values can be changed to assign a different profile assignment.

    The profile code to be assigned to the employee. The profile code includes the job class, the organization unit, and any station and skill requirements. Note: The position code must be entered before applicable profile options are displayed in the Field Look Up Values.

    The labor distribution code that indicates the organization and job class assignment for the employee. Note: The organization unit information must be completed before the position code options display in the Field Look Up Values.

11. If a Grant, and/or Project are being tracked with this schedule, select the options.

    The identification code of the applicable project.

    The identification code of the grant related to this transaction, if applicable.

12. To add a note to this schedule, click on the arrow to the left of the Notes bar to open the section.

    

13. A Predefined Note Code can be selected to automatically load subject and body information.

    Standardized text that can be attached to an employee transaction to give additional information.

    Predefined notes may be editable. An example of an editable predefined note is for funeral leave, to indicate the name of the deceased and relationship to the employee.

14. If a predefined note is not selected, enter a Subject for the title of this note. In the Body field, enter the free-form text for information regarding this note.

    The free-form text of the message. When a predefined note is selected, the text is automatically displayed. If the predefined note is set up to be editable, additional information can be entered in this field. If this is NOT a predefined note, type the message text in this field.

    Indicates the topic of this notation. When the predefined note is configured to be editable, the subject entry can be modified.

15. Check box to the left of Publish this activity when saving to automatically launch the publishing process for this schedule.
16. When all fields are complete, click on the Apply & Close button to save this schedule and close this box.