Planning Shifts

Purpose

You can use existing Organizational Units to enter shift planning, as well as individually defined Entry Object Types. In this way, you can refer to the total personnel capacity of your enterprise.

In Requirements Processing, you can define requirements generally, or in detail. For example, you can define requirements records by Jobs, Qualifications, Number of required employees, and so on.

When planning shifts, you can use Requirements Matchup to check planning status. A requirements matchup shows if a requirement is already covered. If a shift is under- or overstaffed, you can use the requirements matchup to show the employees who are available for assignment to a Target or Actual Plan.

Shift Planning also allows you to record Employee Preferences and to clearly indicate shifts as employee preferences. You can then monitor the extent to which employee preferences have been realized.

The Day View allows you to input your entries, and thereby your planning, directly in the system. You use the day view to carry out your planning in greater detail. Partial day shifts can also be displayed in the day view. The Requirements Matchup in day view depicts requirements in a timeline and shows the status of requirements coverage one day at a time.

To take into account a position-dependent payment that differs from an employee’s normal payment, you can temporarily assign an employee to another position, without affecting the employee’s normal organizational assignment.

Furthermore, you can delegate employees to another organizational unit, as well as assign employees to cover a certain requirement without affecting the organizational model.

Prerequisites

Before you can work with shift planning, you have to determine the Entry Profile and the Entry Object Type. You also must specify how the various shifts are to be organized.

The Entry Profile defines how the system selects the employees you want from the total personnel capacity of your enterprise. The evaluation path is a technical utility to use when selecting employees.

You define the human resources you want by using the Entry Object Type and, by doing so, restrict the personnel capacity available for shift planning.

Shifts are organized into shift groups. You determine the shifts in a group are required for use in shift planning, and in requirements processing.

You assign the entry object type, the evaluation path and the shift group to the entry profile. This entry profile is then entered to start planning shifts.

Process Flow

When you enter shift planning, the system selects all of the available employees using the evaluation path of the chosen entry profile. These employees are then automatically transferred to the shift plan to be assigned to requirements.

These requirements are determined in requirements processing. At the same time, you define all of the personnel prerequisites needed to complete an operational task.

You can call up the shift plan and, if desired, the Requirements Matchup, and have them displayed together on one screen. You can also see the current requirements for each day and the employees available for coverage.

You assign requirements and employees to each other. Assignments can be made for partial day, whole day or several day intervals. Then, the Requirements Matchup automatically indicates if the current requirements are under-, over- or fully staffed.

When you Save your entries, the system stores all time data such as Time Substitutions, Attendances/Absences and Availability in the other components of Time Management. This data can now be used in Time Evaluation.