Primary Rosters

A Primary Roster defines specific dates an employee is expected to work, and specific times of the day the employee is expected to punch in and out for the shifts, and possible meals.

Prerequisites

Rules and Guidelines

  • An employee can be assigned multiple shifts on a particular date and be assigned multiple transfers, such as a change of department within a shift, for a specified day.
  • Primary Rosters can be made up weeks, months or even years in advance. Employees with the same Primary Roster can have different patterns of work.
  • Rosters can be successfully created for an employee whose Effective Start Date is future dated in the Time Details screen.
  • The pattern of work described by a Primary Roster can be rolled forward a number of days by the Post Times Process. This ensures that Maintenance for employee's Roster, with repeating patterns of work, is minimised.
  • A Roster Code must be selected before information is displayed.
  • With the employee Masterfile now being effectively dated, an employee can now appear on more than one Roster Code. When the employee, however, is not on a Roster for the full week being displayed, they would not appear in the list of employees on the Primary Roster screen.
  • 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.
  • To copy a roster forward, select a roster and click Copy Roster.

Field Information

This window provides the possibility to view a Roster for a group of employees, via the Roster Code and display each employee's shift times for each day within any selected week.

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 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.

This section displays the following:

  • The Employee Name as well as the employee's Shift/Transfer
  • The Date in the selected weeks roster, showing the shift start and end times for each day.

 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 .

 

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.

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

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

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

A Daily Rule Profile to be assigned when an employee punches in on this shift for this day.

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.

 

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.

 

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,

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,

The number of days to skip between copying cycles.

Example

 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.

 

The following selections are optional

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.