Creating a Schedule

Purpose

The procedure to create a Schedule is listed below.

While in Focus Setup, select Employees > Schedules.

Figure 2.44 Schedules List Window

· Click New. The New Schedule Window will appear.

Figure 2.45 New Schedule Window

Figure 2.46 New Schedule Window Fields

Field	Description
Start Date	Required - Select the date that the new Schedule begins. For schedule enforcement to be active it should fall on the same day of the week as specified in the Start Day Scheduling Option.
End Date	Required - Select the date that the new Schedule ends. The End Date defaults to six days after Start Date. Note: If the length of the Schedule is greater than seven days then the day of the week is used for schedule enforcement.
Starting Schedule	In many cases when creating a new Schedule it is often easier to begin with an existing Schedule and simply modify it. If this is the case select a starting Schedule.

· Click OK to create a new Schedule. A list of Jobs will be displayed.

· Select the Jobs that will be used for the Schedule.

Figure 2.47 Select Jobs Window

Scheduling Window

A blank Schedule (see Figure 2.48) will be displayed when a new Schedule is created without specifying a starting Schedule. Otherwise the Employees, Shifts, and Projected Sales are copied from the Starting Schedule.

Figure 2.48 Scheduling Window

Procedure to Add an Employee to a Schedule

· Click Add. A new Schedule row is added to the Schedule.

Figure 2.48.1 Employee Focus Field Window

· Click on the employee to be scheduled. The list box will close and the employee name will be displayed.

· Enter Shift Information by using Shift Shortcuts or using the Enter Schedule Window.

· Using Shift Shortcuts.

o Selecting a Shortcut Time is the quickest way to enter a Shift for an employee. Note: Shortcut Times are only available if the user has previously selected Job(s) from the Select Jobs Window.

o Select the day that the Shift will be worked.

o Click on a Shortcut Time. The Shift Time In and Time Out are set to the Shortcut Time and displayed on the schedule in the Job Schedule Color.

· Enter Schedule Window.

o If a Shortcut Time is not available or a nonstandard shift is required the Enter Schedule Window may be used to enter the Shift.

o Double click the day the Shift will be worked to display the Enter Schedule Window.

Figure 2.49 Enter Schedule Window

o Select an employee from the drop-down list.

o Select the Job required from the Employee’s Job List. The Shortcuts for the selected Job will be displayed.

o Click on the Shortcut time if applicable, otherwise enter the Time In and Time Out.

o Select the required Skill and Level for the Shift if necessary.

o Enter any special information about the shift in the Comment field.

o Select the 'Don't Enforce Time Out' option if the clock out time for the Shift should not be enforced.

o Click Save to validate the Shift information and schedule the Shift. The following validations are performed before the Shift is saved:

Figure 2.49.1 Enter Schedule Window Fields

Field	Description
Employee	Required – The employee to be scheduled. Note: The employee defaults to the employee for the current schedule row.
Job	Required – The Job for the employee’s schedule. Note: Only Jobs assigned to the currently selected employee appear in the list. Once a Job is selected the Shortcuts for that Job are displayed.
Time In	The time the Shift will start.
Time Out	The time the Shift will end.
Skill	The Skill represents a specific task that will be required of the employee scheduled to the Shift.
Level	The Skill Level is the level of employee competency required to perform the selected Skill.
Comment	Additional information about the Shift.
Don’t Enforce Time Out	This option prevents the clock out time for the Shift from being enforced. The purpose of this option is to eliminate the need for a manager to authorize the unscheduled Clock Out. This option can be used in environments where individual employees may be sent "off the clock" as soon as business volume cannot justify the cost of the scheduled staff.
Shortcuts	Shortcuts are the eight most commonly worked shifts for the selected Job. If a Shortcut is selected it will be displayed in the Time In and Time Out fields.

Figure 2.49.1.1 Shift Validation Table

Job Validation	A Job must be selected.
Skill Level	If a Skill Level has been specified but a Skill has not been selected the message ‘A skill has not been selected. Do you want to select a skill?’ is displayed. If the manager clicks 'No' the Shift is scheduled and the Skill Level is ignored. If the manager clicks 'Yes' the Enter Schedule Window remains displayed with the focus on the Skill drop-down box.
Employee Job Verification	The employee must be able to work the selected Job otherwise the error message 'Invalid job for selected employee.' is displayed.
Employee Availability	If the Shift does not fall within the employee's Availability the message 'The schedule conflicts with the employee's availability _____. Schedule anyway?' is displayed. The manager may respond 'Yes' to allow the Shift to be scheduled despite the conflict.
Schedule Conflict	If the Shift overlaps a previously scheduled Shift for the employee the message 'The schedule conflicts with the employee's existing schedule. Schedule anyway?' is displayed. The manager may respond 'Yes' to allow the Shift to be scheduled despite the conflict.
Employee Skill Level	If the employee's Skill Level is not greater than or equal to the specified Skill Level the message 'The employee does not have the required skill level. Schedule anyway?' is displayed. The manager may respond 'Yes' to allow the Shift to be scheduled despite the conflict.
Weekly Overtime	If the number of hours the employee has been scheduled exceeds the Weekly Overtime Limit the warning message 'Employee is scheduled for overtime.' is displayed.

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