Costed Rosters

This screen provides costing information to users responsible for managing their store/department rosters.

Prerequisites

Rules and Guidelines

  • User will only have access to employees based on their allocated Cost Level Security Profile.
  • This window can be used in conjunction with the Costed Roster Report
  • The costed Roster window will only display for a 1 week period at a time.
  • The Date defined on this window acts as the 'As At' date, so that when the user selects a date in the "Display Week Starting" field and the record is active in that date range, then the data can be entered in the days when the record is active.
  • An * asterisk next to the Employee indicates that there are more than one roster attached to their records for this period. 
  • A T next to the Day and Date indicates that a transfer of time from one set of level codes to another is in place.

Field Information

Roster information for each employees shift times for each day within any selected week is displayed, based on the login users Cost Level Security Profile.

The Display Week Starting Date will default to today's date.

  • To Access the records for a different time period, enter the required date and click the Display Week Starting button.
  • Details of the records for the Next Week and Previous Weeks can be accessed by selecting the appropriate button.

 

There can be up to 9 instances of a shift for each employee for a any given day. Access to these shifts is through the Shift numbers 1 to 9 displayed under the Display Week Starting date.

The Roster Budget amount and hours displayed at the top of this window is the total of the Internal Budget Amount and Internal Hours taken from the Budgeting window.

The Roster Budget amount and hours uses the Display Week Starting date plus the next 6 days, based on the Cost Level Security Profile.

Employee ID Number and name for the Cost Level Security Profile are displayed.

Costed Roster Hours

The total number of hours rostered for the specified period, for the current Cost Level Security Profile.

Costed Roster $

The total number of costed Roster Hours multiplied by the employees hourly rate

  • This field uses Interpreter Rules to work out the value (i.e. If an employee works 8 hours but the Interpreter Rule splits it into two different Hours Codes with one Hours Code set up to '1.05' of the Base Rate, then Costed Roster uses that rate and not just the Base Rate).
  • Click this link to learn more about Interpreter Rules.

 

Primary Roster Hours

 The Weekly Total column shows the total hours rostered for the employee for the week.

  • The Totals at the foot of the window displays the total number of hours rostered to be worked for each day and the total for the week.
  • Any field can be modified directly on the window by choosing one of the stored shifts, or by drilling down on the employee record .

 

For employees who are not normally part of the Cost Level Security Profile but have been schedule to work for a store in the current profile, the Costed Rostered hours and $ will reflect only those hours for the group profile.The Total Roster Hours will reflect the total rostered hours regardless of where the employee may be working.

Example:

Employee 21504 is scheduled to work a total of 52.50 hrs for the week, but will work 7.5 hours for the current profile.The Costed Roster Hours will reflect the hours worked for this profile, but the Total Roster will reflect the entire week.

Split Shifts

For employees with split shifts the Primary Roster value will only reflect the hours for the current selected shift.

 

 

Weekly Roster Details Drill-down window

Up to 6 Rosters can be displayed. The Stored Roster holds the Begin Shift, Begin Meal, End Meal, and End Shift fields that have been saved as a Stored Roster.

These saved rosters can be loaded for any day by highlighting the day to be changed and selecting the button that corresponds to the required Stored Roster.

This displays the dates of the rosters, beginning with the date entered in the Display Week Starting field . 

This displays the employee's shift/transfer code.

The time of day the employee is expected to start work.

This is the time of day the employee is expected to start a meal break.

This is the time of day the employee is expected to end a meal break.

This is the time of day the employee is expected to stop work.

Tis is a Daily Rule Profile to be assigned when an employee punches is on this shift for this day.

This is a Time Code to assign for pay purposes.

  • A Time Code is entered only if overriding the regular Time Code setup in the Pay Period Rules profile.
  • The Time Code entered in this field is used for all regular hours worked.
  • If the employee works overtime hours, the system uses the Time Code setup in the Pay Period or Daily Rules profiles.

 

Indicate if the standard Roll Roster setting for the employee is to be overridden.

Code Description
Y Roll only the Primary Roster forward
N Don't roll any Primary Roster information forward
T Roll Roster transfers in addition to the Primary Roster
  • A shift longer than 24 hours cannot be specified.

 

 

To copy a roster forward, select a roster and click Copy Roster.

This option allows a single shift within a Primary Roster to be copied forward to any number of future dates for one employee or for a selection of employees who are assigned to the same roster code.

The Copy Roster From fields display the values of the Roster, ID Number, Date Begin Shift, Begin Meal, End Meal and End Shift fields for the roster being copied.

This is the number of days to copy this roster forward. The date specified as the beginning date is included in the number of days that is copied forward. If 365 days was set to copy forward, that will translate to the start date plus 364 more days,

This is the number of days forward that the roster will be copied, after which the system looks to the Skip Days field to determine how many days will be skipped before copying begins again,

This is the number of days to skip between copying cycles.

 To create a year of rosters where Mondays through Fridays are rostered and all weekends are un rostered then starting with the first Monday of the year:

  • enter 365 in Copy Roster Forward Days
  • enter 5 in Every  Days
  • Enter 2 in Skip  Days

 

The system copies the roster forward for 365 days in groups of 5 days skipping 2 days in between.

When copying a roster forward, the system first looks at the Every Days field and then the Skip Day field.

 

These fields will let you copy the selected Roster Code to:

  • An individual employee or a block of employees by Shift, Pay Period Rule, Level Codes 1 to 7, or any combination of these fields can be selected.
  • If a combination of fields are selected, an employee must meet the criteria setup for all of the selection fields, before the rosters will be copied for that employee.
  • If these fields are left blank the system copies the rosters to all employees assigned to the selected roster code. The system will not copy the rosters to employees who are not assigned to the selected roster code.

 

Select Run Process.

 

 

Transfers

Drill-down on the shift line to setup transfer fields that an employee's time can be attributed to any of the 7 level fields when they punch in on a Primary Roster.

The times for the Begin Shift, Begin Meal, End Meal and End Shift are displayed and cannot be changed

  • If wanting to alter an employee's shift or level codes for the entire shift, the information is entered into the top half of the window.
  • The shift is the shift number 1 through 9 if required.

 

The start time for each transfer.

  • The system will assume that the end time is the start time of the next transfer, or if no transfer is entered, the end time for the shift.

 

The shift that the employee is to be changed. This is the shift number 1 through 9.

The level codes that the employee is to be transferred.

 

The total Costed Roster Hours for the day for all employees.

The total Costed Roster $ for the day for all employees.