Assign Work Schedule

This guide explains the process to assign a work schedule to a staff record.

Contents

  1. What is a work schedule and when do I assign one?
  2. Assign a work schedule to an employee appointment
  3. Assign a work schedule to a casual/ variable hours appointment
  4. Recalculate balance

KEY REMINDERS

  1. After committing to an action, such as clicking SAVE, a green success message appears, wait for the dark green line to fill, before proceeding. 
  2. Ellipses = ‘three dots’, usually at the end of a row. 

ONLINE TRAINING

Details of our online training available and booking links can be found on the Workforce Management training webpage.

Note: This feature is currently limited to staff in participating departments which is being rolled out in stages throughout the University.  

For casuals and variable hours staff:  The assignment of a Work Schedule is only necessary for those staff submitting timesheets via HR Self-Service. 

 

 

A work schedule must be recorded for all staff types to enable them to use workforce management functionality, eg for requesting annual leave, recording absence and where appropriate submitting online timesheets.

The work schedule selected on a staff member's record states the number of hours and minutes they are contracted to work each day, it is then used to calculate the leave entitlement and ensures that the balance is correct when the individual books leave. 

The system is not concerned with the start and finish times.

It must be recorded for all new appointments eg, new starter, promotion, regrade etc.  As well as when someone changes their working pattern.  Refer to the Changing hours on same appointment (revised version coming soon) guidance.

Rotating shifts: For staff working rotating shifts, eg four days on followed by four days off, these will need to be requested by emailing HR Systems Support.    

 

Navigation path: People Management > Employees > View > Employee Search > (Locate individual) > View.

  1. Select the correct appointment from the appointment drop-down selection at the top of the staff record.
  2. Select the Change Work Schedule tab.
  3. From the Actions menu, click Add.
  4. Select the correct Shift from the drop down whilst referring to guidance below:
Scenario Guidance
Full-time staff* The most common shifts are prefixed with numbers ‘1’, ‘2’ etc. All full-time shift patterns are prefixed with ‘FT’. Entering 36.5 or 37.5 will narrow down the list of shifts. Pick based on the description.
Part-time employees All part-time shift patterns are prefixed with ‘PT’. Entering the number of hours eg ‘18.75’ will narrow down the list of relevant shifts. Pick based on the description, or search by the reference if provided by HR Systems.
Employees on rotating shifts Search for the individual's own unique Shift, by searching by their post number or employee number.  This will need to have already been requested via HR Systems Support.

 

* The correct system process for staff working full-time non-standard hours includes assigning their specific work schedule, as well as their 'balance type' being 'hours' (not days).  This will ensure the leave entitlement calculation and booking is accurate.  However, where staff in this situation don't have a formal working pattern, local HR team can decide how best to manage this and may choose to record their leave in days with the standard full-time work schedule. 

If the relevant shift is not visible, a new one may need to be requested:  Add New Shift Type (HR Self-Service).

  1. Enter the Date Effective. For new appointments the date should match the appointment start date.  For staff changing their working pattern during their current appointment, the date should match when the new working hours were effective from.   
  2. Type must be Yes.
  3. Select the correct Cycle Start Seq based on the guidance below:
Scenario Guidance
Staff working same hours each week Enter 1. 
Employees on rotating shifts

For rotating shifts, extra care should be taken to check that the shift sequence number is correct for the first week (determined by the Date Effective field). 

For example, if someone works an eight week shift pattern and the week their appointment starts is week 3 of their working pattern, "3" would need to be need to be entered. 

 

  1. Click Save. 

Next step: Re-calculate the Balance.

Although this functionality is not yet available to variable hours staff, when it is available their records will be set-up in the same way as casuals:

Navigation path: People Management > Employees > View > Employee Search > (Locate individual) > View.

  1. Select the correct appointment from the appointment drop-down selection at the top of the staff record.
  2. Select the Change Work Schedule tab.
  3. From the Actions menu, click Add.
  4. The Shift must be No Fixed hours.
  5. The Date Effective must match the appointment start date.
  6. Type must be Yes.
  7. Cycle Start Seq must be 1.
  8. Click Save.

Next step: Re-calculate the Balance.

 

 

When a new work schedule is assigned to an existing appointment (eg for a change in hours) the balance must be recalculated. 

Navigation path: People Management > Employees > View > Employee Search > (Locate individual) > View.

  1. Select the correct appointment from the appointment drop-down selection at the top of the staff record.
  2. Select the Balances tab.
  3. From ellipsis menu on the current balance, select Recalculate.
  4. Ensure the correct annual leave period is selected and click OK.

 

User guides

>System navigation, reporting and other

>Recruitment

>New appointments

>During employment

>Ending appointments

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