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The Daily Roster window

    The Daily Roster window can be accessed by clicking on the RosterIcon.jpg in the User Module.  It allows you to view the rostering entries for a group of employees and you can also add, change and remove rosters.

     

    CONTENTS

    The List Option

    The List option in the Daily Roster will list all the rostering entries from the selected From Date for a selected group of employees.

     

    DailyRosterList.jpg

     

    The daily shift code is listed in the Shift Column and the daily shift description under Description.
    The description for custom rostering entries will show the custom start and end time e.g. 8:00 >> 10:00.

    Use the Add, Change and Remove buttons to manage the rostering entries.

    You can use the Send To button button to print or export the information in the list to a file.

    The Calendar Option

    The Calendar option gives you a graphical view of your employees' shift rosters for a selected number of days from a specific date.

    It will display their default shifts as well as changes to the roster.

     

    DailyRoster.JPG

     

    As with in the List option you can print or export the roster calendar using the Send To button.

    Display Rules

    Each daily shift has it's own colour code and it will be displayed as such if an employee worked on that day or if the day has not yet been completed i.e. it is today or a day in the future.

    A cell with a white background and red text means that the employee was absent or that npo hours could be calculated due to a clocking error e.g. Cameron, Sean and Van Der Merwe, Careen in the screenshot above.

    A white cell with no text are used for employees who are on a Do Not Process (DNP) shift e.g Crowsen, Bradley and De Jager, Robert in the screenshot above.

    There are three icons used in the calendar dispaly:

     ManRoster.jpgWCloRosteredIcon.jpgWHrsRosteredIcon.jpg - a rostering entry i.e. not the default shift. The second icon is used on the Planned Clockings view and the third on the Planned hours view.

    LeaveIcon.jpg, WCloLeaveIcon.jpg  - a leave record exists for the day.

    NotAvailableIcon.jpg - the employee is not available.

    AWOLIcon.jpg - the employee was absent without leave. This is only visible in the Worked Clockings view.

    Planning Options

    The Daily Roster Calendar includes features to help you plan your employee schedules.  At the bottom of the window you can choose to view Planned Clockings, Planned Hours, Worked Clockings and Worked Hours.

     

    RosterPlanningOptions.jpg

     

    You will also see totals for worked and planned hours at the end of the rows (i.e. the employee's total) and columns (totals per day).

     

    RosterTotalling.jpg

     

    A breakdown of the hours worked is given in the Worked So Far column.  The text colour of the Total in this column is:

    • Green if the employee reached or exceeded their planned hours for the period.
    • Blue if the employee is still short of their planned hours and the period is not yet complete.
    • Red if the employee has not reached the planned hours total.


    Now let us compare the different calendar views:

    Planned Clockings

    PlannedClockings.jpg

    Shows the expected start and end time at the bottom of the cell e.g. 8:00 >> 17:00.

    Planned Hours

    PlannedHours.jpg

    Shows the total planned hours at the bottom of the cell e.g. 8.50.  (This shift has a 30 minute unpaid break which is why the total is 8.50 and not 9.00).

    Worked Clockings

    WorkedClockings.jpg

    Shows the employee's actual start and end times used during processing.

    Worked Hours

    WorkedHours.jpg

    Shows the actual total hours worked per day at the bottom of each cell.

    Include Leave Hours

    You can select to include paid leave hours in the Worked So Far calculation and in the Worked Hours view.

    As an example, the screenshot below is an employee on leave for the first four days viewed in the Worked Hours calendar.

     

    LeaveHrsNotInlcuded.jpg

     

    Including the leave hours changes the cell total to be split into paid leave hours + hours worked and the leave hours are added to the total hours worked in the Worked So Far column.

     

    LeaveHrsIncluded.jpg
     

    Managing Rostering Entries

    From the List View

    Use the Add, Change and Remove buttons to manage daily rostering entries.

    Adding or changing an entry will open the Update Employee Daily Roster window.  When adding a roster, first select the employee and the date.  To select or change a shift click on the ShiftLookup.jpg next to New Shift.

     

    UpdateEmpRoster.jpg

     

    Click on Ok to save the entry.

    To remove an entry, select the entry in the lsit and click on the remove button.  The entry will be permanently deleted from TNA.

    From the Calendar

    To change an employee's expected shift by adding a new daily shift roster, right-click on the day you want to change.  A drop-down menu will open showing the descriptions of the available daily shifts as well as additional options (Add, Change, Remove, etc.).

     

    AddDaiRoster.jpg

     

    Simply highlight and click on the new shift.  

    You can also click on Add.  It will open the Update Employee Daily Roster Window and you can change the rostering details as shown in the Managing Rostering Entries, From the List View section above.

    To remove a rostering entry from the calendar, right-click on the cell with the entry you want to remove and click on the Remove or Automatic option.

    You can use the Copy and Paste options to copy the rostering entry from one cell to another.

    Custom Times

    When adding or changing a rostering entry you can override the expected start and end time of a shift by entering custom times.  Tick the Enter Custom Times box and enter the new starting and ending times.  (Start Time 2 and End Time 2 are only visible if Split Shifts are enabled.)

     

    Custom Times.jpg

     

    TNA will use the processing rules of the base shift and will attempt to morph it according to the new start and end times.

    If the Split Shifts feature has been enabled you can split a shift by adding two starting and ending times.

     

    SplitCustomTimes.jpg

     

    TNA will attempt to split the shift during processing.

     

    Permalink:  http://tinyurl.com/m4hgpks

    Page last modified 15:31, 1 Nov 2011 by Careen CS Time/TNA Documents > User Module > Daily Shift Rostering > Rostering your employees > The Daily Roster window

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