Documentation, Tips, User Manual and Help
Easy Roster Version 01.08


Table Of Contents

Home Web Page
Easy Roster System
 
1 - Easy Roster Introduction
2 - Easy Roster Upgrades
3 - Setting Up Easy Roster
   3.1 - Formats and Styles
   3.2 - Generic / Self Explanatory / Repeated Parameters Fields
   3.3 - Menu Navigation
   3.4 - Priorities
   3.5 - Inclusion & Exclusion (Wild Card) Symbols
   3.6 - Refresh and Reload Options
   3.7 - Web Transmission Errors
4 - Format and Styles
5 - Generic Information
6 - Menu Navigation
7 - Maintenance Screen Functions
   7.1 - Create a new record
   7.2 - Edit an existing record
   7.3 - Delete a record
   7.4 - Copy a record
   7.5 - Reports / Export
   7.6 - Data Tables
   7.7 - Maintenance Program Displays
8 - Priorities
9 - Common Codes
   9.1 - Inclusion / Exclusion Symbols
   9.2 - Refresh And Reload
10 - Web Transmission Messages
11 - Easy Roster Users
   11.1 - Log Into Easy Roster
   11.2 - Forgot Password
   11.3 - Change Your Password
   11.4 - Edit Your Details
   11.5 - System Users - Set Up
   11.6 - Exit the System
12 - Getting Started
   12.1 - Admin - Organisation
   12.2 - Models
   12.3 - Changing Between Models
   12.4 - Setting Up New Users
13 - Quick Setup
14 - "Setup" - (drop down Menu)
   14.1 - Model Update / Model ID
   14.2 - Periods
   14.3 - Employee Category
   14.4 - Employees
   14.5 - Quick Setup (Program Selection)
   14.6 - Employee Maintenance
   14.7 - Employee Skills
   14.8 - Priorities
   14.9 - Leave Types
   14.10 - Leave Maintenance
   14.11 - Shift Rules
   14.12 - Shift Rules Maintenance
   14.13 - Shift Types
   14.14 - Shift Groups
   14.15 - Holiday
   14.16 - Positions
   14.17 - Skills
   14.18 - Locations
   14.19 - Areas
   14.20 - Cost Centres
   14.21 - Work Stream, Entities and Destinations
   14.22 - Advance Shift Rules
   14.23 - Pattern Headers
   14.24 - Time Zones
15 - Reports
16 - ROSTER CREATION PROGRAMS
17 - Pattern Manager
   17.1 - Create Pattern
   17.2 - Pattern ID
   17.3 - Pattern Description
   17.4 - Pattern Lines
18 - Pattern Control Functions
   18.1 - Select Pattern
19 - Roster Pattern Display
20 - Creating and Maintaining Patterns
21 - Options - Pattern Management
22 - Change Pattern Details
23 - Allocating Pattern to Employees
24 - Roster Manager
25 - Select Action - Roster Manager
   25.1 - Add Shift (Shift-S)
   25.2 - Add Leave (Shift-Z)
   25.3 - Edit Shift /Leave (Shift-E)
   25.4 - Copy Shift /Leave (Shift-C)
   25.5 - Multiple Copy Shift (Shift-M)
   25.6 - Delete Shift/Leave (Shift-D)
   25.7 - Mark Shift as Changed
   25.8 - Unallocated Shift (Shift-X)
   25.9 - Vertical Move (Shift-V) Flexible Move (Shift-C)
   25.10 - Swap Shift/Leave (Shift-W)
   25.11 - Allocate Shift (Shift-A)
   25.12 - Allocate to Employee (Shift-T)
   25.13 - Shift Tasks (Shift-K)
   25.14 - Shift Costing
   25.15 - Emp List For Alloc
   25.16 - View / Edit Leave Bids View / Edit Day Bids View / Edit Availabilities
   25.17 - Shift Cancellation
   25.18 - View Employees
   25.19 - Delete Shifts By Emp
   25.20 - Initialise Employees
   25.21 - Allocate By Employee
   25.22 - Allocate Employee Patterns
   25.23 - Unallocated by Employee
   25.24 - Simple Patterns to Employees
   25.25 - Adv Pattern to Employee
   25.26 - Create / Edit Time Sheets
   25.27 - Delete Time sheet
   25.28 - View / Edit Events Generate Event shifts
26 - Options - Roster Manager
   26.1 - Initialise Roster
   26.2 - RDO Seeding
   26.3 - Allocate Bids
   26.4 - Allocate Availabilities
   26.5 - Allocate Patterns
   26.6 - Allocates Shifts
   26.7 - Fill RDO Holes
   26.8 - Allocates Shifts by Employee
   26.9 - Unallocate Shifts
   26.10 - Delete All
   26.11 - Delete Shifts
   26.12 - Terminated as Inactive
   26.13 - Employee Details
   26.14 - Employee Skills
   26.15 - Employee Leave
   26.16 - Employee Availability
   26.17 - Employee Diary
   26.18 - Loads From Shifts
   26.19 - Patterns From Shifts
27 - Roster Manager - Program Application
   27.1 - Show /Hide
28 - Employee Comms - Roster Manager
   28.1 - Receiving and Processing Employee Requests
   28.2 - Leave Approval/ Reject
   28.3 - ALL Employee Leave
   28.4 - Approve /Reject all leave
   28.5 - Shift Availability, and Shift Preference Bidding
   28.6 - Import iCAL Requests
   28.7 - Email iCAL Roster
   28.8 - Email Roster
   28.9 - Export Roster (HTML)
   28.10 - Export Roster to (CSV)
   28.11 - Export roster (iCAL)
29 - Allocate a Pattern
   29.1 - Simple Pattern to Employee
   29.2 - Pattern Allocation
30 - Shift Loads
   30.1 - Shift Loads Creation
31 - Roster Generation Process
   31.1 - Fixed Roster Patterns
   31.2 - Dynamic Rostering
   31.3 - Possible Reason For Misallocation
32 - Approved Employee Request Display
33 - Manual Roster Maintenance
   33.1 - Past Periods
   33.2 - Editing Current or Future Periods
   33.3 - Forced Allocation
34 - ADVANCE ROSTER FUNCTIONALITY
   34.1 - Advance Set up Advise
   34.2 - General Set up for Advance Rosters
   34.3 - Work Streams
   34.4 - Entities
   34.5 - Destinations
35 - MOVEMENT MANAGER
   35.1 - Movement Manager Program
   35.2 - Create Movement
   35.3 - Edit Movement
   35.4 - Delete movement
   35.5 - Move Movement
   35.6 - Copy Movement
   35.7 - Create Tasks
   35.8 - Movement Tasks
   35.9 - OPTIONS – Movement Manager
36 - WORK PROFILE MANAGER
   36.1 - Static / Normal Profiles
   36.2 - Movement Tasks
   36.3 - OPTIONS – Work Profile Manager
   36.4 - Change Profile Details
   36.5 - Profiles Sets
   36.6 - Generate Static (Tasks)
   36.7 - Generate Movement (Tasks)
   36.8 - Managing Profiles
   36.9 - SELECT ACTION - Work Profile Manager
   36.10 - Create Profile Load
   36.11 - Copy Profile load
   36.12 - Move Load
   36.13 - Delete Load
   36.14 - Edit Load
37 - TASK MANAGER
   37.1 - Task Manager Menu
   37.2 - Select Action
   37.3 - Unallocated Task Display
   37.4 - Task Manager Options
38 - EMPLOYEE KIOSK
   38.1 - Security
   38.2 - Set Up
   38.3 - Employee Kiosk Log In
   38.4 - Forgot Password
   38.5 - Employee Kiosk
   38.6 - Employee Request
   38.7 - Approval / Rejection
   38.8 - Published Roster
   38.9 - Tasks
   38.10 - Your Details
   38.11 - Log Off
39 - Easy Roster Time and Attendance
   39.1 - Basic Roster Costs
   39.2 - Basic Roster Cost actions
   39.3 - Time and Attendance Components
   39.4 - Interpretation Rules Setup
   39.5 - Interpretation Rules Maintenance
   39.6 - Agreements setup
   39.7 - Adding Interpretation Rules to Agreements
   39.8 - Assigning Agreements to Employees
   39.9 - Setting Pay Rates
   39.10 - Setting Pay Rates - Basic Rate for all Employees
   39.11 - Setting Pay Rates - Basic Rate for individual Employees
   39.12 - Setting Pay Rates - Rate to apply to Skills
   39.13 - Creating Timesheets in Bulk
   39.14 - Creating an individual Timesheet
   39.15 - Updating Timesheet information
   39.16 - Deleting Timesheets
40 - EVENT MANAGEMENT
   40.1 - Event set up (basic requirements)
   40.2 - On Off Events
   40.3 - Generate Event Shifts/Loads
   40.4 - Ongoing / Regular booking Event
   40.5 - Event Shift / Load Management
   40.6 - Event Calendar
   40.7 - Event Communication - Staff Kiosk
41 - Event Vehicle / Equipment
   41.1 - General Set Up
   41.2 - Event Vehicles "Create"
   41.3 - Vehicle Equipment allocation
   41.4 - Manual Allocation

1 - Easy Roster Introduction Table Of Contents

This training and user document is designed to provide some insight and guidance on the functionality, parameters and usability of the Easy Roster application.

This document will provide the necessary information and understanding to set up the system to comply with the business requirements of the organisation and provide some explanations to understand common terminology and general generic information within the application

The Document will also explain the rostering set up processes and other the more advance functionality of the application.

As the user progresses through each stage of the system setup more information and field parameters will be explained.

In some of the explanations within this document, parameters (fields)or screen displays have been intentionally omitted for a number of reasons.

  1. - The parameter fields has been explained prior in the document
  2. - The parameter field is self-explanatory and requires no further explanation or is a comment field for the user use in free format.
  3. - The parameter relating to the advance features of the application will be explained in detail in later document as they become relevant.


2 - Easy Roster Upgrades Table Of Contents

The programmers and designers of the Easy Roster application are constantly reviewing the application and improving and upgrading the application.

All up grades will be fully tested, documented and version controlled. All user will be notified of all upgrades as they occur.

This user document will be continually up graded with each new version of Easy Roster release. While the primary focus will be on functionality, all functional changes will be document and updated.

However, some of the screen displays throughout this document may vary slightly to the onscreen displays, as cosmetic changes within this document may not be upgraded at time of version release.


3 - Setting Up Easy Roster Table Of Contents

Throughout the easy roster program there are a number of areas, which require the user to setup - a code - an abbreviation - an ID.

When setting up each of these areas ensure time is allocated to set up a naming convention that can be expanded on later

  1. - as the organisation grows.
  2. - as the organisation expands using more of the functionality within the application
  3. - as the organisation changes operational processes through the seasons.

Without a suitable naming convention the user may encounter some conflict when expanding the system.

Example:

When creating a basic shift rule covering a 09:00-17:00 shift, while this is a basic requirement:

How many different staff / skill type use the same shift, do you need to separate the shift to ensure coverage for example, managers, cleaner ,clerk or delivery person all work the same shift rule. If 4 shifts are created, how do you know the correct coverage has been determined after allocating resources, especially if some staff are multi skilled and can work in a couple of different areas.

If this represents your workplace - then insert code into the ID to distinguish between the different shift types for each employee group,

  1. - it is recommended that a two letter code be used for more variation, M could =Manager or Mail Boy, C = Cleaner or clerk. Therefore the allocation of two letter codes allows for good distinction between MG = Manager, MB = Mail boy, CR = cleaner and CL = clerk,
  2. - therefore (as an example only) the roster rule may read MG09001700, giving the shift rules very clear and precise set of rules and description.

By identifying and creating a naming convention before you commence the system set up will allow for easy and smooth set up.

When creating a naming convention allow 8 characters - any more there may be display issues, any less may impact on future expansion.

Tips to remember when creating your naming convention:

  1. - In what order do I want to see my records displayed in the system - remembering the primary displays are alphabetical
  2. - How will the user know what is current and what is obsolete?
  3. - Have you allowed enough scope for future application and changes.
  4. - Is it consistent and easy recognisable.

   3.1 - Formats and Styles

Within the Easy Roster application there is a lot of data and data displays. To ensure a professional look and feel when navigating around the application a pre determined style or format may be considered. For example - all ID`s will be in CAPITALS and all descriptions will be in lower case. Employee names, First Letter capitals only.

These rules will provide the guild lines for consistency, conformity and continuity.

   3.2 - Generic / Self Explanatory / Repeated Parameters Fields

Through out the Easy Roster application there are a number of parameter fields which are either Generic , self explanatory or repeated.

The the bulk of these explanations when entering data these will be explained in this section only rather than repeating the explanation each time the data field is identified.

   3.3 - Menu Navigation

As Easy Roster has been designed to simplify some of the rostering process each major program has its own menu structure.

The menu provided within each program has been designed to give the user access to the appropriate maintenance tables and supporting programs to the relevant tasks within the program.

The Roster Manager and Quick Set up programs are the two common link programs from which most other programs can be accessed.

As these menus can be altered to suit client needs and infrastructure, this document will not provide every navigation path and menu structure.

Program menu`s can be changed and altered to suit the users requirements, if changes are required please contact the Easy Roster Representative.

   3.4 - Priorities

Easy Roster being a dynamic rostering application the system may be required to make some choices on behalf of the user, for the system to reproduce the order in which decisions are made it has within a number of different maintenance programs request the user to establish a record priority order.

When applying priorities 1 is the highest - 0 or NO priority entry will allow the rule to be used by the application but in no controllable order.

These priorities are used in conjunction with other rules pending on the function, they are a guiding rule.

Note: It is recommended when applying the priorities the user starts of in units of 100`s or 50`s. This provides the user with options to use numbers in between to define and or

refine the priority sequences, without having to go back and alter every entry to create one priority space for better roster control.

   3.5 - Inclusion & Exclusion (Wild Card) Symbols

These rules can become complex so in order to simplify the applications program will identify - inclusion and exclusion symbols:

  1. - * (Asterisk) - is the inclusion symbol.
  2. - ! (Exclamation point) - is the exclusion symbol.

These symbols are used as wild cards - for example:

  1. - P* - would indicated include all relevant data starting with P.
  2. - *P - indicates all relevant data ending in P.
  3. - *P* - indicates all relevant data with a P included.

The same rules apply for the exclusions.

By using a comma to separate rules multiple rules can be set up.

When using multiple rules consider the order of the rules as the system will apply the rules in sequence as they are written.

Note: When identifying rules, list the Exclusions first, then the inclusions.

Example

A record which displayed like - !manager, *c* - would exclude any id with Manager, but include any ID with the letter C - this could include cleaners, accountants, mechanics etc.

With listing the exclusions first, the system will eliminate the criteria in and future considerations. Care must be taken when using wild card symbols as the system looks at the codes in sequence (once excluded) and does not consider them reactivated with the next code.

   3.6 - Refresh and Reload Options

Within the majority of programs, Refresh and Reload are options available to the user.

After new data has been entered Refresh will allow the data on the screen to catch up.

If new data has been entered which will change the internal parameter or processes then the system will need to be reloaded to apply the new data so that the new information is collated and is identified by other relevant programs for application.

Key board shortcut - Alt R will Reload the program you are working on.

Note: Due to the fact the refresh only refreshes the working screen Refresh is much faster. If the data has changed and is required for the next process the system will need to be Reloaded, We need to understand the differences between the 2 functions.

Key board shortcut - Alt Q will Quit the system.

These key board shortcuts are available throughout the whole system.

The Easy Roster System is event driven. In some cases if your internet line is heavily used and is very slow or your internet line is temporarily dropped some of the data events will come late or are dropped if they have to wait too long. If such an event fails then you will need to press the relevant button to trigger the event again. Such instances are rare but they might still happen.

   3.7 - Web Transmission Errors

Easy Roster is a web browser based application. As a result is subject to the same transmission problem user`s experience every day using the internet or other browser based applications.

As Easy roster is a data transfer application, sometimes (when large amounts of data is being transferred and displayed on the computer) error messages may appear in relation to the application may have stopped. As an example the error message below.

The internet may ask you to STOP SCRIPT or CONTINUE

Always select continue.

The internet is in catch up mode, once the all the relevant data is collected it will be displayed as per the uses request.

Error messages of this type may appear when the internet connection is slow or slower than usual.


4 - Format and Styles Table Of Contents

Within the Easy Roster application there is a lot of data and data displays. To ensure a professional look and feel when navigating around the application a pre determined style or format may be considered. For example - all ID`s will be in CAPITALS and all descriptions will be in lower case. Employee names, First Letter capitals only.

These rules will provide the guild lines for consistency, conformity and continuity.


5 - Generic Information Table Of Contents

Through out the Easy Roster application there are a number of generic explanations when entering data these will be explained in this section only rather than repeating the explanation each time the data field is identified.


6 - Menu Navigation Table Of Contents

As Easy Roster has been designed to simplify some of the rostering process each major program has its own menu structure. The menu provided within each program has been designed to give the user access to the appropriate maintenance tables and supporting programs to the relevant tasks within the program.

The Roster Manager and Quick Set up programs are the two common link programs from which most other programs can be accessed.

As this document will not provide every navigation path and menu program,

Program menu`s can be changed and altered to suit the users requirements, if changes are required please contact the Easy Roster Representative.


7 - Maintenance Screen Functions Table Of Contents

On the majority of maintenance programs the user has the options to

Create - a new record

Edit - an existing record

Delete - a record (use with caution)

Copy - a record using the same data - the record ID will need to be changed

Report - create a HTML report on screen

Export - and open in another program application - Excel is the default program

Example:

Note: Pending the type of record, the system may need to be refreshed or reloaded before the system recognises the new/altered record parameters

   7.1 - Create a new record

Will provide a blank form which will require the mandatory fields to be completed.

The system will prompt the user if any mandatory fields are still left blank, these fields will need to be completed before the record can be saved.

   7.2 - Edit an existing record

By selecting the edit option beside the record to be edited will provide a table with all the current fields entered ? alter /edit the fields required and submit the data.

   7.3 - Delete a record

Be aware once the record has been deleted it cannot be retrieved.

Same records should NOT be deleted as they can alter future and past roster records

Identify the record to be deleted the select delete.

All maintenance and manager programs the system will confirm with the user if he/she really wants to delete the record.

Within the Roster and Tasks manager program the system provides the option to turn OFF the delete confirmation request. Within the show/hide box in these programs have a Delete Confirm tick box option.

When ticked ON the program will ask the user if they still wants to delete the selection.

When ticked OFF the program will delete the record without asking.

The objective is - if the user quickly wants to delete shifts and tasks then he/she can tick off the Delete Confirm tick box.

By default the Delete Confirm tick box is switched on.

Note: the delete option with records should be carefully considered before using.

   7.4 - Copy a record

By selecting the record to be copied the system will provide the user with the information of the record being copied, the user will be require to change the record ID, and

alter the applicable data to create a new record. Once completed select submit to create the new record.

If the record ID has not be changed the system will insert an asterisk "*" at the end of the record to differentiate the new and old record.

Note: For the record to be accepted by the system and become active within the system.

The user may be required to refresh or reload the system.

These functions are provided within all programs under "options" on the main menu bar or use short cut keys.

   7.5 - Reports / Export

The majority of maintenance screens throughout the application provide a Report or Export option

"REPORT" selection creates a HTML file and an on screen report and

"EXPORT" allows the user to select the program in which the report will be created.

Pending on the web browser and internal internet protocols, the secondary processes to display these reports may vary, as these secondary applications controls the functionality and process of the report selection.

   7.6 - Data Tables

The maintenance programs and data tables used throughout the program have a default display order.

Easy Roster allows the user to order the data table display, by data column heading.

Using the mouse, select the column heading of the data to be ordered

  1. - The first click will order the selected data column in numeric alpha order sequentially from 1-9 then A-Z.
  2. - Click the same column heading again it will reverse the order.

Note: Only one data column at a time can be selected for sorting.

   7.7 - Maintenance Program Displays

Within the top right hand corner of every maintenance screen has a close button

Also in the top right hand corner of the screen is a slides (tick box) option.

When selected the maintenance screen will remain on screen at all times, even when the user is scrolling up and down the page.

Note: The default position is for the slide off, when scrolling the maintenance program may disappear from view, until the user scrolls back up to the top of the page.


8 - Priorities Table Of Contents

Easy Roster being a dynamic rostering application the system may be required to make some choices on behalf of the user, for the system to reproduce the order in which decisions are made it has within a number of different maintenance programs request the user to establish a record priority.

When applying priorities 1 is the highest - 0 or NO priority entry will allow the rule to be used by the application but in no controllable order.

These priorities are used in conjunction with other rules pending on the function, they are a guiding rule.

Note: It is recommended when applying the priorities the user starts of in units of 100`s or 50`s. This provides the user with options to use numbers in between to define and or

refine the priority sequences, without having to go back and alter every entry to create one priority space for better roster control.


9 - Common Codes Table Of Contents

Throughout the application there are fields and parameters which allows the user to allocate set up and identify a specific set of data and rules, which the system will recognise within its program generators.

   9.1 - Inclusion / Exclusion Symbols

These rules can become complex so in order to simplify the applications program will identify - inclusion and exclusion symbols:

  1. - * (Asterisk) - is the inclusion symbol.
  2. - ! (Exclamation point) - is the exclusion symbol.

These symbols are used as wildcards - for example:

  1. - P* - would indicated include all relevant data starting with P.
  2. - *P - indicates all relevant data ending in P.
  3. - *P* - indicates all relevant data with a P included.

The same rules apply for the exclusions.

By using a comma to separate rules multiple rules can be set up.

When using multiple rules consider the order of the rules as the system will apply the rules in sequence as they are written.

Note: When identifying rules, list the Exclusions first, then the inclusions.

For example:

!Managers,*C* - exclude managers but include all relevant data with a "C" included, this could include Cleaners, Mechanics, Aircraft fitters, Kitchen Hands.

With listing the exclusions first, the system will eliminate the criteria in and future considerations. Care must be taken when using wild card symbols as the system looks at the codes in sequence (once excluded) and does not consider them reactivated with the next code.

   9.2 - Refresh And Reload

Within the majority of programs, Refresh and Reload are options available to the user.

After new data has been entered Refresh will allow the data on the screen to catch up.

If new data has been entered which will change the internal parameter or processes then the system will need to be reloaded to apply the new data so that the new information is collated and is identified by other relevant programs for application.

Key board shortcut - Alt R will Reload the program you are working on.

Note: Due to the fact the refresh only refreshes the working screen Refresh is much faster. If the data has changed and is required for the next process the system will need to be Reloaded, We need to understand the differences between the 2 functions.

Key board shortcut - Alt Q will Quit the system.

These key board shortcuts are available throughout the whole system.

The Easy Roster System is event driven. In some cases if your internet line is heavily used and is very slow or your internet line is temporarily dropped some of the data events will come late or are dropped if they have to wait too long. If such an event fails then you will need to press the relevant button to trigger the event again. Such instances are rare but they might still happen.


10 - Web Transmission Messages Table Of Contents

Easy Roster is a web browser based application. As a result is subject to the same transmission problem user`s experience every day using the internet or other browser based

applications.

As Easy roster is a data transfer application, sometimes (when large amounts of data is being transferred and displayed on the computer) error messages may appear in relation to

the application may have stopped. As per the error message sample below.

The internet may ask you to "STOP SCRIPT" or "CONTINUE"

Always select continue.

The internet is in catch up mode, once the all the relevant data is collected it will be displayed as per the uses request.

Error messages of this type may appear when the internet connection is slow or slower than usual.


11 - Easy Roster Users Table Of Contents

   11.1 - Log Into Easy Roster

To log into the Easy Roster system open your internet browser on your computer type in the easy roster internet address http://www.easy-roster.com/system/1-08/admin

When accessing the Easy Roster application it is best to open the program using https instead of http.

With https all data is encrypted between server and the browser.

http may be required if communication with mobile phone programs are being used as some devices such as smart phones program may not support https programming.

Type in your allocated "user group id", your personal "User ID" and your personal secret "password" in the data field areas provided.

Then select the "Login" button.

Note: If you want the system to remember your login in details select the "Remember ID" option box, this is not recommended on common or multiple user computers.

Beware that if someone opens your computer on the easy roster address they will be able to access the system using YOUR login password.

   11.2 - Forgot Password

If you have forgotten your password and are unable to log into Easy Roster then simply select the "Forgot Password" button - a dialogue box will appear to enter your email address.

The Easy Roster system will identify your registered email address - identify you password - and send you your password to you via email. At which point you will retrieve the email and identify you password.

Note: It is recommended you change your password at regular intervals to ensure your information is secure within the system.

   11.3 - Change Your Password

Once you have logged into Easy Roster it is recommended you change you password to something you can remember easily. Just follow the prompt within the dialogue screens.

Remembering you password must be secure to prevent other people from using the system without your consent - making changes which could impact your business operation.

Easy Roster recommends you follow password protocols and include a CAPITAL letter and/or a numeral and possibly to unrelated words in your password

EG - Redfish01, blueDog99, Pinksock66, DogRex08 etc.

Your password is your choice - but keep it personal and keep it secure.

   11.4 - Edit Your Details

Each primary user in Easy Roster will be given access to login details.

Please keep the details up to date as the Easy Roster administration team will use this information to validate the user and also use the information in these parameters to send relevant information to you eg your password (if forgotten).

   11.5 - System Users - Set Up

The primary user will be responsible for the administration of the system user.

Within the Quick Start program – ADMIN – USERS

From this selection a full list of all user will be provided within the displayed maintenance table – select the appropriate option Create / Copy / Edit / Delete

Select Create displays the Users maintenance program from which the appropriate details can be edited.

When issuing a personal ID / User, use a naming convention ( E.G. employee initial plus payroll number) to eliminate duplication.

   11.6 - Exit the System

T exit from the Easy Roster system the last selection within the option menu on every program, the last selection is EXIT. select to log off.

The system does not have time out system it will remain on the browser while the user has the program open.

The user must log out of the system when finished with the application.

Disconnecting from the net does not always disconnect from the application, if the connection is reinstated quickly the connection can be reinstated.

As most individual set up passwords and time outs on their personal computers these will have the same affect, timing out the computer from all applications is better security than just timing out the application, as most users utilise the password save application on most software application.

To initiate a password on the computer go to "control panel" user accounts.


12 - Getting Started Table Of Contents

The document is to provide initial information to familiarise the user with the Easy roster application.

The document will go through menu structure and provide a quick explanation as the available functionality within the menu programs.

The document will also provide a step by step process to entering the data to get the application into a working mode.

The initial level of complexity required by the user to get started will vary according to the organisation, but the basic principles are universal.

After reading the General Set Up document and remembering the tips provided - re the naming convention. The first place to begin is with the quick set up program.

With the setting up of you account the Easy roster programmer / administrator will automatically set up some initial data.

Within the Quick set up program the (green) boxes will tell you the number of generic record that have been set up within the program.

To understand what data has been set up initially, just click in the title box and the relevant maintenance program will open.

These information boxes will update after altering the data records, providing a quick reference table as to the number of data records in the system.

   12.1 - Admin - Organisation

This table allow the scheduler to set up contact information on each of the different departments within the organisation.

It allows the scheduler to develop the organisational structure within the application.

   12.2 - Models

The model is a database heading, all the information relating to you business will be under a model ID.

For more complex operations which will include different departments, locations etc. multiple models can be used - for further information discuss with your Easy Roster representative.

The model ID for the initial set up will be call - Default.

Within Each Model there are a number of set up parameters

Cycle Length in Days:

A Period is a roster cycle. A roster cycle is a roster rotation period.

Easy roster allows for 7, 14 or 28 day roster cycles.

The Easy Roster Administrator assists in these rules as they control the cycle periods.

Start Time: - Start time allows the organisation to determine when Today`s roster period started and ends.

Not all businesses work from midnight to midnight some industries like airlines restaurants, fast food etc. work beyond midnight - so when does their true day start / end. This field allows the user to determine the appropriate time.

Rounding Minutes:

This option is user definable.

When moving or creating shifts within the system using click and drag options, the system allows for some minor miscalculation in mouse control and realigns the shift to the nearest point based on this selection. The rounding minutes allows the user to define the nearest point.

If 30 minutes is nominated then all shifts with start on the half hour or full hour time segments. If 15 minute is nominated the shift can start at 15 minute increments etc.

Open Past Days:

This is the period of time after which the system locks the roster so that no manual adjustments can be made easily. For example assigning overtime, altering a roster due to an employees early shift departure or to include shift absences on the day (sick etc.).

This time period is set by the organisation, a general rule of compliance is once the roster data has been sent to payroll the system is locked. this will ensure both system match.

Double shift

The Easy Roster system when displaying shifts has the functionality to display and allocate two shift to an employee within the same day. This functionality is required when the organisation uses split shifts and/or has a high casual work force with minimal shift durations.

When select the system will default to a double shift display.

The user still has the option within the roster manager to turn on/off the double screen display.

   12.3 - Changing Between Models

As indicated some organisations can have more then on e Model (Department).

The Easy Roster Application allows administrative user to switch between models.

By opening the Model maintenance program and Select the required model, the application will switch to the new (selected) model.

To identify which model is being displayed refer to the top line of the browser

The information provided includes the model ID

   12.4 - Setting Up New Users

The primary user will be responsible for the administration of the system user.

Within the Quick Start program – ADMIN – USERS

From this selection a full list of all user will be provided within the displayed maintenance table – select the appropriate option Create / Copy / Edit / Delete

Select Create displays the Users maintenance program from which the appropriate details can be edited.

When issuing a personal ID / User, use a naming convention ( E.G. employee initial plus payroll number) to eliminate duplication.


13 - Quick Setup Table Of Contents

The Quick set up program is a great place to start and user to insert base information.

The quick link boxes, enables the user to select and go directly the appropriate maintenance screen.

The Hide Box - hides the quick link boxes as they will refresh after each entry - by hiding the boxes will speed up the refresh process.


14 - "Setup" - (drop down Menu) Table Of Contents

It is imperative to remember that when you add, delete or change records from the setup menu you will need to Reload the program to read the newly updated record tables. The reason for this is so the system will remain fast each time it Refreshes by just downloading the display records only.

The Reload can be done either by clicking the Reload button on the Browser or the Reload menu item from the Options menu.

The Refresh menu item in the Options menu or the Go button only refreshes the display data.

   14.1 - Model Update / Model ID

The model is a database heading, all the information relating to you business will be under a model ID. For more complex operations different departments, locations etc. multiple models can be used - for further information discuss with your Easy Roster representative.

Your model ID for the initial set up will usually be call "Default".

Cycle Length in Days:

A Period is a roster cycle. A roster cycle is a roster rotation period.

Easy roster allows for 7, 14 or 28 day roster cycles.

The Easy Roster Administrator sets this up and controls the cycle periods.

Start Time:

Start time allows the organisation to determine when Today`s roster period started and ends.

Not all businesses work from midnight to midnight some industries like airlines restaurants, fast food etc. work beyond midnight - so when does their true day start / end. This field allows the user to determine the appropriate time.

Live:

The live selection is an indicator the roster is live - being the current active roster program.

This option is provided so the organisation can have more than one active models to allow for people to play with "what if" scenarios.

Contact you Easy Roster representative to discuss this option.

Rounding Minutes:

This option is user definable.

When moving or creating shifts within the system using click and drag options, the system allows for some minor miscalculation in mouse control and realigns the shift to the nearest point based on this selection. The rounding minutes allows the user to define the nearest point.

If 30 minutes is nominated then all shifts with start on the half hour or full hour time segments. If 15 minute is nominated the shift can start at 15 minute increments etc.

Open Past Days:

This is the period of time in which the system locks the roster so that no manual adjustments can be made easily. For example assigning overtime, altering a roster due to an employees early shift departure or to include shift absences on the day (sick etc.).

This time period is set by the organisation, a general rule of compliance is once the roster data has been sent to payroll the system is locked. this will ensure both system match.

Double shift

The Easy Roster system when displaying shifts has the functionality to display and allocate two shift to an employee within the same day. This functionality is required when the organisation uses split shifts and/or has a high casual work force with minimal shift durations.

When select the system will default to a double shift display.

The user still has the option within the roster manager to turn on/off the double screen display.

   14.2 - Periods

The period is the roster cycle parameters

Pending on you agreement with Easy Roster the period is a combination of Start date, cycle duration (7, 14, 28) and the contract period (years).

This will be set up by your Easy Roster representative.

The start and end date of each period will be clearly displayed and each cycle (rotation) will be numbered - commencing at cycle 1 (one).

Publish (tick Box). Once ticked the employees can access the roster for this cycle from the employee kiosk program and will automatically update their calendar such as in Google Calendar.

Publish Ts: This is the time and date the roster was published.

Profile Set: This is advanced functionality - it allows the scheduler to select the default profile set for the period when creating tasks within the task manager program

   14.3 - Employee Category

Easy roster allows each user to set up their own employee categories using acronyms which are meaningful to the organisation.

Each employee category has it own set of rules and conditions to which they have to be rostered. These conditions include minimum/maximum hours worked for each roster period, minimum hours between rostered shifts etc.

The Easy Roster time parameters are required in minutes - but to make life easy for the user Easy roster provides a conversion table by selecting the "to hour" box beside the input field and this will convert you minute to hours so that there can be no mistakes or miscalculation.

Minimum Mins:

Is the minimum contracted time these employees can work in a roster cycle. i.e. a part time employee is contract to work a minimum 20 hours a week (1200 minutes) if a roster is created with shifts totaling less the 1200 minutes then the roster is in breach of the rules and within the roster manager program employees with less then the minimum hours rostered will be identified by a RED colour code.

Maximum Min:

Is the maximum contracted time these employees can work in a roster cycle. i.e. a part time employee is contract to work a maximum 38 hours a week (2280 minutes) if a roster is created with shifts totaling more the 2280 minutes then the roster is in breach of the rules and within the roster manager program employees with more than the maximum hours rostered will be identified by a RED colour code.

Note: When a roster has been created and the hours rosters complies with the minimum / maximum time rules the employees name will be displayed in GREEN.

Between Shift Minutes:

This parameter identifies the allowable time frame the end of previous shift to the start of the next shift, most employee award nominate 8 or 10 hours between shifts. If this minimum time is breached, there may be a shift payment penalty imposed.

Casual: (tick box)

During the allocation process employees categories with the tick box selected can be ignored during the initial allocation, allowing contracted employees to be allocated first, an the casual employees can be allocated the remaining shifts.

   14.4 - Employees

Easy Roster provides the user with a number of options to enter new employees.

   14.5 - Quick Setup (Program Selection)

This option is displayed with the quick set up program is displayed.

It provides basic information to enter the employee into the system.

Id / employee number, Surname, First Name , Second Name, Seniority Number and Employee Category (Full Time, Casual Etc.).

Edit / Create /Update Employee Information to enter additional data than the fields provided within the Quick set up program the user can enter more information by selecting the employee maintenance program.

   14.6 - Employee Maintenance

By selecting employees from the options on the menu bar - the system will display the employees set up within the program.

As majority of the fields within the maintenance program are self explanatory no further documentation or explanation will be provided. Other relevant data fields will be given further explanation.

Term Date:

Or Termination date - is the date the employee resigns or is terminated from the business.

From this date Easy Roster will no longer display the employee`s name in future roster files.

Active:

When an employee is to be used within the system the Active box need to be ticked, this indicates the employee is active.

When ticked off the employee the employee will not appear on the main rostering programs.

This option is good for casual employees who may be seasonal worker, rather than deleting and reinstating them every season, simply activate or deactivate as required.

Seniority:

Within Easy Roster, seniority has a number of different applications; it determines the employee display order and impacts some allocation priority rules.

Very simply the number 1 is the highest seniority number. When seniority rules are applicable, Easy Roster will identify the employee with the highest seniority within the identified group and apply the rules in chronological order (seniority order).

Note: Additional explanation will be provided on priorities and the rules associated when relevant, to understand the impact and controls they have on various programs within the application.

Category:

This relates to the employment category of the employee which they have been contracted to work. i.e. Full time, Part Time etc remembering each category has it own set of parameters, which the system will uses during the allocation process.

Gang or team - allows the employee to be assigned to a gang. During the allocation process the system will identify the different gangs types and assign the members if the gang together. Provided there are the shifts available and the skills match.

Home Location - this location id the home location and provides additional filter categories within the system.

The system also uses the home location during the allocation process. assigning staff shift within the home location as a priority

Work Email:

Allows details of the employees contact email address.

The email address appears within the main roster manager program which allows the roster manager (when the tip option is selected) to contact the employee via emails if the roster changes.

The Easy Roster application uses the work email has to validate the employees when accessing the employee kiosk.

Home Email:

The home email address is a secondary information source, which will allow the organisation to contact the employee if required. This email address is not used within by the system for auto communication or validation.

Note: if the employee has NO work email - then insert the home email address into the work email data field. this will ensure the system uses the home email for communication and validation

Password:

The password is the individual employee`s password it is utilised when the employee has to log on to the system remotely. ie employee kiosk.

Access Key:

The Access Key is used by the employee to access the published roster from programs like Google Calendar. This is like a password so the employees will need to be warned not to share it.

   14.7 - Employee Skills

Within this program the scheduler can allocate the employee their acquired and required skills

Qualified Date - is the date in which the skill becomes affective. The system will not allocate the employee to the skill if the employee is not qualified.

If the date is left \'blank\' then the skill is ACTIVATED.

Expiry Date - Allows the scheduler to comply with relevant licensing laws and apply an expiry date on the skill.

Once the expiry date has been reached the system will not allocate any tasks or shift with the nominated skills.

Proficiency - allows the scheduler to set the level of competency of the employee. The employee proficiency will assist the system during the allocation processes.

Higher Duty - The Higher Duty option allows the scheduler to identify staff under training who are capable of working up into a position with the designated skill if required.

Lower Duty - when an employee has move to a new postion ofr skill level they still posses the skills if required to work down to cover important shifts or task.

NOTE: The Higher and lower duty skills can be selected during the allocation process if required.

   14.8 - Priorities

The priorities maintenance program allows the scheduler the option to label some of the priority levels. i.e Urgent, Very Important etc.

These labels will appear in some of the employee display and communication applications, i.e Employee kiosk when requesting shift preferences.

   14.9 - Leave Types

Within Easy Roster, the user can create its own leave types codes and acronyms.

With the Easy Roster application the user can create any number of different leave types to suit the organisational requirements.

Leave types cover all reasons for an employee to be absent from the work place, covering mandatory and non mandatory explanations.

   14.10 - Leave Maintenance

Leave:

The leave abbreviation code, AL = annual leave, SL = sick leave etc or I could be PSL= paid sick leave. The codes used are determined by the organisation, which has specific mean in and/or matches the payroll system.

Descr: ( Description)

Long definition of the abbreviation in "leave" Annual leave etc.

RDO: (Rostered Day Off)

A RDO is a rostered day off roster by the organisation either to suit rostering requirements or award obligations. Generally an RDO is an unpaid day off roster eg week ends.

RDO days are NOT included in the rostered Hours total.

Pay: (Paid leave)

This option allows the organisation to identify if the leave type is a paid or unpaid day off.

Annual leave or a LWOP (leave with out pay). This option allows the user to set up leave codes in accordance with local rules and work practices, which can be interpreted by the time and attendance module and or external payroll systems.

Start Time / End Time:

The start / end time of the leave allows the system integrates the leave into the roster, ensuring all rosters (including the leave allocation) conforms to award conditions.

By setting up leave times within the applicable assists with award and payroll interpretation, as some industries (pending leave type) would pay penalties in accordance with the roster. These fields allow the user to identify the leave start and end times from which the payroll system will identify, also avoiding any conflict with the roster generation processes.

Color:

This selection allows the user to set up the color scheme using the options within the drop down box for easy recognition, when the leave type is used within the main rostering program.

   14.11 - Shift Rules

Shift rules are the complete list of all the different shift start /end times required by the organisation for the coverage of the workload / operation.

When setting up shift rules, identify how many different types of shift are required and what determines the demand for the shift.

  1. - Skill requirement (generic or specific).
  2. - Shift duration - with employee categories identified, 4hr casual or 8 hours full time.
  3. - Location - where the employee will be working etc.

   14.12 - Shift Rules Maintenance

Shift Rule:

Note: Before starting - set up a naming convention- refer explanation at start of document.

The shift rules is the abbreviated description of the shift, which is required for coverage of the workload.

The shift rule abbreviation should be restricted to 10 characters, which has meaning to the user for example:

  1. - M8.0F09.00 (shift rule ID)
  2. - M = manager ( or targeted user)
  3. - 8.0 = length of shift (8 hours using the "." point for min .1= 10 min .2 = 20 min etc.)
  4. - F = Full time (employment category)
  5. - 09.00 = shift start time

Note this is only an example - the user need to consider what is relevant when creating the codes and the ability to cover all potential option covering the requirements NOW and potential future shift codes.

Descr: (Shift Rule)

The description of the shift rule is the expansion of the shift rule abbreviation with more information.

Start / End Time:

Is the designated start time and end time of the shift - including any meal break allocation.

Meal Break Length:

The designated time frame for the allocated meal break within the shift.

Meal Break Start:

Is the nominated period of time after the commencement of the shift the meal break is to be allocated, this is a default setting.

Position:

Within this field the user can allocate a specific position or positions (assigned to the employee`s) for which the system will identify and allocate the shift.

This is an optional field, by identifying a position within the shift rule will restrict the allocation to employees with the nominated position.

The shift rules can be allocated more than one position however controlling the allocation process may be more difficult, pending the number of staff with the positions.

Skills:

Within this field the user can allocate a specific skill or skills (assigned to the employee`s) for which the system will identify and allocate the shift.

This is an optional field, by identifying a skill within the shift rule will restrict the allocation to employees with the nominated skill.

Remembering: Within these two fields wild card symbols (Inclusion / Exclusion rules) can be used.

Priority:

The priority setting within the shift rule is the order in which the system will identify the shift rule through the allocation process. The lower the number the high the priority.

Note: When allocating a priority for the system to consider - it is common practices to allocate the shift with the rare or less common skills / position first this will ensure these positions/skills sets will be allocated first.

The shift rule priority will also control the order in which the shift will appear within the drop down and display programs. Therefore if a shift rule is no longer being used or obsolete - do not delete - but allocate a lower priority therefore the system will display these shift at the bottom of the list. At any time the shift rule becomes relevant again simply reassign the priority the appropriate level.

Shift Group:

Assigning a shift group, categorises the shift rule. The categories which are user definable (set up details later in this document) are designed to set group shift together for general allocation. And example of a shift group is morning, day and night shifts.

   14.13 - Shift Types

Within the application the user can nominate the shift type of a shift, the two primary shift types are ORD = ordinary time, or OT = overtime shift. When a overtime shift is selected, this translates for the payroll department, to identify the different shift types.

If additional shift types are required, please consult the Easy Roster representative to ensure the additional links are available for the system to translate and relay the information to the payroll system.

   14.14 - Shift Groups

Shift groups allows the user to group shifts in to categories, EG morning, day and night shift. This grouping can be allocated to the shift rule for identification.

More detail will be provided later in the document relating to the functionality of the shift group.

Expected Shift Mins:

They specify the expected shift duration, this allows for the expected shift hour calculation to be completed within other functional programs within the application. i.e. shift patterns, the shift calculation allows for roster hours patterns to be completed.

Grouping and definitions are user definable to suit the industry protocols and jargon.

Note: This functionality can be used not only for full time shift but part time patterns or casual, simply by setting a new shift group eg DPT = day shift for part time employees = 300 min (5hours).

   14.15 - Holiday

This program allows the scheduler to identify all the holidays within the organizations yearly calender.

This program allows the scheduler to identify national holidays, local, state or regional holidays, associated union and religious holidays.

Once entered into the system the daily roster will display the nominated days.

The system will also identify these nominated day during Time and Attendance calculation and payroll interpretation.

   14.16 - Positions

A position within the Easy roster application is an optional field.

Within the Easy Roster program one positions is be allocated to each employee initially as a part of the hierarchical structure of the organisation, with additional positions being added as needed for multi skilled employees.

The position can be used a divider / partition when allocating workload. These partitions can be used to separate working areas, while employees have common skills sets, positions limit the ability to cross utilise.

By building and applying positions these can have a number of different applications. A position is a potential boundary, physical or theoretical where staff are designated and should only be allowed to cross under limited circumstances. i.e hierarchal, organisational divisions, internal operational boundaries or demarcation lines. There are many uses and reasons why positions will be an affect parameter when controlling roster allocation within the program.

The user can set up as many positions as required, remembering an employee CAN if required be allocated more than one position.

Priority:

An employee can have more than one position allocated, especially if they are multi skilled and can be cross utilised.

The priority level determines the order in which the position is identified and allocated if a potential conflict arises in the allocation process.

The highest the priority position is the order in which the position is considered.

When setting priorities consider which is:

  1. - the higher importance for the position to be filled
  2. - the number of employees with the position (generally the rarer the position the least likely it will be filled.
  3. - the impact on the operation if the position is left vacant (unallocated)

Rate Per Hour:

Reporting an payroll functionality (no impact on roster generation).

   14.17 - Skills

A skill is another word for a task. Skills are an optional field. However, every employee has a set of skills to which the organisation wants to utilise, and should be considered when building and creating rosters.

When creating the skill list (build naming convention) consider the relevant skills required by the organisation to which it will use through the rostering process. The skill creation can be generic and can be utilised by all trained employees or in can be a location specific skill.

By identifying the different skills allows the user to have an additional level of control over the allocation processes. In essence a cleaner can be a cleaner in a generic format but having the location included allow for the experience and expertise to ensure the task is done to the standards of the organisation.

Easy Roster allows the user to set up skills and definition using suitable acronyms which are organisational specific.

Skills are not necessary to create a shift rule, however without a specified skill the shift can be allocated to any employee matching the other criteria. When a skill has been identified Easy Roster uses skills to validate the allocation of shifts to specific employees, No Skill no shift.

The employee needs skills to perform a task. The user can set up as many different skills as required.

Warning in the initial stages of setting up the system identify skills on a high level basis, chef, bar tender, cashier, manager etc the more skills potentially the more complexity of the roster. Later in the development of the application the user can create and allocate tasks within a shift. At which time more skills may be needed. Skills can be created and allocated to shifts and employees at any stage.

Priority:

An employee can have more than one skill allocated, especially if they are multi skilled and can be cross utilised.

The priority level determines the order in which the skill is identified and allocated if a potential conflict arises in the allocation process.

The higher the priority the order in which the skill is considered.

When setting priorities consider which is:

  1. - the higher importance for the skill to be filled.
  2. - the number of employees with the skill (generally the rarer the position the least likely it will be filled).
  3. - the impact on the operation if the skill /task is left vacant (unallocated).

Remembering after allocation all shift not allocated can be manually manipulated, but the aim is to get the application to do the bulk of the work for you, so setting priorities is important.

Note: Priorities can be changed at any time, playing with the priority order may improve the applications processes and desired outcomes.

Overlap Minutes:

Advanced functionality - when specific tasks (potentially more than one task per shift) are allocated to a shift for a nominated period less than the shift duration. Overlap minute is the number of minute the specific task can overlap.

i.e. a cashier needs 10minutes to open a register - sign on to computer systems and set up cash draw. If the cashier tasks are broken down to 60min tasks and a employee is allocated more than two or more cashier sessions concurrently then the 10 minute set up time is not required each time the task is allocated therefore the overlap time of the shift allocation can be 10 minutes.

   14.18 - Locations

Location refer to the physical work place location, it is an optional field. Locations are more associated with the advance functionality of the application. However it is used to identify the location in which the task is being performed.

Once again the priority of the location will determine the sequence in which Easy Roster identifies the shift and allocates a suitable employee to work the shift.

   14.19 - Areas

Area is the partitioning of a workplace in which a location can be added, this is an optional field.

An organisation may have several areas some of which may have the same location description. i.e shopping complex, may allocate food and apparel as different areas but within both may have a cash receive point as a location.

   14.20 - Cost Centres

A cost centre is an accounting term to which the associated cost relating the roster, cost of resources (wages etc.) are recorded.

   14.21 - Work Stream, Entities and Destinations

Work Streams,Entities and Destinations are parameters which will be required when using some of the advance functionality (pending industry type) of the application.

This functionality is not required during the initial set up and will have a full explanation later in this document

   14.22 - Advance Shift Rules

The advance shift rules, are not required in the initial set up of the application. Advance shift rules may be required in conjunction with some of the advance rostering functionality.

   14.23 - Pattern Headers

The pattern header selection is a shortcut to pattern headers which are explained in full later in this document.

   14.24 - Time Zones

The Easy roster application is avaialble to used in multiple time zones throughout the world. To set up you time zone contact you local Easy roster representative.


15 - Reports Table Of Contents

The Easy Roster application has a number of generic reports. These reports are generated form the information within the cycle period.

Accessing the report option is via "Roster Manager" "Programs".

The reports can be displayed it two main formats:

PDF - Portable Document Format (PDF) - to display reports in PDF the user must have access to a suitable program to read PDF Files (Adobe Systems).

HTML - Hypertext Mark-up Language (HTML) - is a web based report, requires no other supporting software.

Both files can be saved within the users system for later recall if required and /or records.

HTML files save as "php" file.

During the "save as" the user can change the file from a php to:

  1. - doc (windows document) or
  2. - xls (Excel spreadsheet)

This will enable the user to open the document in the respective program. Within these the document is able to be modified if required.

Some reports provide the option to EXPORT - which allows the user to select the appropriate program in which to open and display the report.


16 - ROSTER CREATION PROGRAMS Table Of Contents

The following documentation details the process required to build, develop and maintain simple rosters within the system.

The document will attempt to follow a logic process to build a roster. Any program or data field which is not immediately relevant to building the initial simple roster may be overlooked, these fields and parameter are required for more complex rostering, these fields will be have a full explanation later with a manual.

This is intentional to reduce information overload and unnecessary complexities during this first phase of roster building.

Note: While the document will provide some insight in the applications logic and processes it WILL NOT be a definitive set of rules. As changing the parameters and profiles fill change the performance and outcomes within the system.

This part of the document will try to explain some of the logic and expectations of the Easy Roster application. Which will allow the user to understand and control the outcomes when change parameters. This will provide the user with knowledge and guidance to develop necessary data to drive the application to represent operational and organisational requirements.


17 - Pattern Manager Table Of Contents

Pattern manager is the program which allows the user to set up numerous types of roster patterns.

Roster patterns can take on a number of different forms with the two extremes being:

  1. - A Fixed roster patterns - where the roster is created with a definite roster pattern not allowing for variation - the system will follow the rules of a fixed pattern with no variation.
  2. - A Blank roster pattern - with minimal information in the pattern, which allows the system to identify the skills, positions, roster rules, priorities, seniority etc. utilizing this information, build rosters following these rules.

A blank variable roster is known as a dynamic roster and potentially can more efficient and cost effective as it is driven by workload demands.

A roster pattern may be a single line reoccurring or multiple line in which staff will rotate through the roster period.

Note: When creating a roster pattern to be used it becomes a record within your organisation of staff movements. Once staff have been allocated and worked the roster the roster pattern should never be deleted. As this may corrupt archived roster displays and data.

To access the "Pattern Manger" program is selected from the "Program" menu from the primary menu bar.

   17.1 - Create Pattern

Once selected Pattern Manager, select "Create Pattern" from the "Options" on the primary tool bar.

Following the prompts and the dialogue boxes proved easy roster provides a small wizard to create a pattern.

   17.2 - Pattern ID

The first dialogue box will request a pattern ID.

Note: Using the same principles as described in the part 1 manual- spend some time in the development of a naming convention.

For example - a roster pattern which identifies the process - Kitchen, cleaning, manager, administration.

Remembering future requirements may change an the roster pattern may change therefore a new roster pattern ID will be required. When creating the pattern ask yourself the question. How will I know what is old and what is new - including a date code in the ID as a form of identification.

When building your ID allow 8 characters.

   17.3 - Pattern Description

The pattern description is an expanded version of the ID - allowing the user to provide more details and description to the ID.

   17.4 - Pattern Lines

Pattern lines is the number of lines in which the pattern will rotate. When nominating the pattern line, remember to consider the roster period.

I.E if the period is 4 week then a two-line roster pattern will cover an 8 (eight) week rotation.

The application allows the user to nominate any number of roster lines, but recommends keeping the roster lines to a minimal.

Note: Remember any changes to a roster pattern (days off, start/end time) the user should create a new roaster pattern and archive the old (now obsolete) pattern.

After completing these THREE steps the system has created a roster pattern profile now the details need to be created.


18 - Pattern Control Functions Table Of Contents

To navigate through the pattern management program there are five selections.

   18.1 - Select Pattern

When selecting the pattern a dropdown menu appears displaying all the current (Enabled) patterns. Select the pattern requiring attention.

Select Action

Once identified the necessary changes select the action required.

All of which are self explanatory actions.

Select Shift

Provides a list of all current (enabled) shifts from which to select.

Select Leave

Provides a list of all current leave types available to be used in the creation of the roster pattern.

Select Group

Provides a list of all current Roster Groups available to be used in the pattern.

After selecting the right combination of commands, simply select the cell within the pattern where you require the shift, leave or group.


19 - Roster Pattern Display Table Of Contents

1. Data display the number of lines within the roster pattern including the number of hours rostered , number of Days off allocated and the number of leave days roster (9 day fortnight etc).

2. Data display the daily allocation of hour`s rostered, days off and leave allocated.

3. Each block represent a shift or day allocation - upon completion of creating a controlled roster pattern all cells should be filled.

Note: The data display is limited due to the size of the shift square - be sure the naming convention used provides enough information on screen for the user to understand.

4. Allocated shift, leave type or day off.

5. Day 1 is the first day of the identified working week and every 7 highlighted with a different colour. Providing a focus point. Pending the length of the roster period (a 4 week period will display 28 days) every day is numbered. Screen size and resolution will determine how much of the period is displayed - using the scroll bars provided to move and display the appropriate period within the cycle.

6. Function control line - the information within this line is the options and function selected to create an maintain the pattern.


20 - Creating and Maintaining Patterns Table Of Contents

The functions of this line has been previously explained.

Select the pattern select the action (Add, delete - shift or leave etc) select the shift, leave type or shift group.

Then simply point the cursor on the required shift line and day (selected shift is outlined with a black border) and click (left mouse click). The system will generate the shift on the day selected.

To undo or remove a shift, simply select the delete option in the action menu.

Continue building the pattern allocating leave and shifts with the process until the shift pattern is complete to the operational requirements.

The example below is a three-line roster for a week period.

The above example is a fixed controlled roster

The next sample roster is a semi fixed roster using roster groups to determine the roster pattern.

The next roster only has the RDO pre set, which allows the system to allocate shifts based on the predetermined criteria set up by the user.

The next roster is a combination of RDOs, Shifts and Groups.

The next roster is blank roster which allows the system to allocate all shifts including the RDO pattern, based on the predetermined criteria.

While these roster samples are the extremes, the user can create rosters using any or all combinations, some fixed days or fixed week leaving the other days weeks up to the system to allocate.

The creation of the roster pattern is determined by the needs of the business.

As explained prior the system has a number of different programs to identify rules to create rosters, for the user, with on minimal ongoing input.

By following the steps to create a new pattern, it is now up to the user to identify critical points of the roster i.e. set day off etc or critical shifts which must be covered etc. Any shifts that a left blank the system will fill in by following the parameters and allocated rules.

Note: The rules of allocation are detail later in this document.


21 - Options - Pattern Management Table Of Contents

Under "Options" within the pattern managers program, the options are;

Create Pattern

Create a new pattern following the steps detailed earlier in this manual.

Delete Pattern

WARNING it is not recommended to DELETE a pattern if it has been used - displayed in a roster with allocated staff. If the pattern is no longer required "Disable" it in "Change Pattern Details"

Change Pattern Detail

Refer below for more information and details.

Append Line

Will insert a new line at the bottom of the pattern.

Insert Line

Will insert a new line at the nominated point - select a line below where you want the new line to be created (the new line will appear ABOVE the selected line).

Delete Line

Will delete the selected line - the system will ask for confirmation, once selected there is NO undo.


22 - Change Pattern Details Table Of Contents

Select "Change Pattern Details" from the Option menu in Pattern Manager program.

The two primary functions within this program is Edit and Copy.

Edit Pattern Details

Model:

This will be defaulted and cannot be changed

Pattern:

Is the pattern ID - recommend no changes to the ID as this may impact data record previously created.

Descr:

The pattern description may be changed at any time without serious impact.

Enabled:

This option allows the user to disable the roster pattern when no longer required but keep the roster pattern for record keeping and allows the user to reinstate pattern if required.

Note: Use this option to disable a roster when no longer in use (do not delete) when disabled the pattern will not appear in drop down lists as a selected option. The roster pattern can be reinstated at any time by enabling it.

This gives the user option to have special pattern created and dormant for when the need arises i.e. summer / winter patterns, public holiday patterns, special event patterns etc.

Consecutive RDOs:

Used in conjunction with a pattern without RDOs pre determined, this parameter provides the rules in which the system will try to allocate RDOs to the pattern.

This is guideline to create a roster that complies with operational rules associated with RDOs. Leaving this option blank or with 1 will allow the system to split the RDO allocation and allocate single RDOs.

Consecutive Days:

Used in conjunction with a pattern with minimal shifts pre assigned, it provides the rules in which the system attempt to allocate the remaining shift to the pattern.

This is the guidelines for the roster to comply with operational rules associated with allowable number of consecutive shifts any employee can work.

Expected RDOs:

Is the minimum number of RDOs an employee has to be allocated with in the roster period.


23 - Allocating Pattern to Employees Table Of Contents

The allocation of patterns to employees is conducted within the Roster Manager Program.

Refer "Allocate a Pattern" (below) for more details.


24 - Roster Manager Table Of Contents

This program is the primary program in which the user will spend the majority of time editing and fine tuning rosters.

1. Select Period – the period is the roster cycle / dates

2. First Page / GO button – after the period has been selected press the FIRST page button to initiate the period page request.

3. Page controllers – on this display there a 25 employees displayed on each page. Pending the number of employees in the system will determine the number of pages required. 1/1 is the number page of pages numbering, 2/5 would indicate the display is on page 2 of 5 pages of records, using the drop down the user will be able to select the required page number. I<, < and > >I is the page scrolling system < / > is single page scroll in the direction of the arrow, I< / >I is first page last page of the display.

4. Select action (options) – provides a drop down list of functions which the user can perform within the Roster manager Program a full list of the functionality is provided below.

5. Unallocated Shifts (Button) – when selected will display the entire unallocated shift list at the bottom of the display.

6. Patterns (Button) – will provide a visual overlay on the roster as to the patterns allocated to each employee. This function is very useful to understand the expected shift allocation processes

7. Full (button) - is a full display ignoring any current filters. By reselecting the I< button will reapply the filters

8. Tips (tick box option) – will provide the user with information about selected cells, and employees names, the tip button can be turned off and on as required.

9. Quick Load – Default it is set to ON. This means it is not loading availabilities, shift bids, event bids, planned leave and pay rates.

To load everything just switch OFF the Quick Load

10. Not Published / Published Label - this is just an indicator label as to the status of the roster. Not published indicates the rosters are not available in the staff kiosk, published roster indicated the roster is now been released to the staff, any changes to shifts need to be communicated.

11. Employee Category - This selection is a display filter, when selected will only display the employee’s in the nominated category. The ALL selection will display all employees’ category types.

12. Select Locations - this is a HOME location filter for those employees who have been allocated a home location with their details program.

13. Select Position ) - This selection is a display filter, when selected will only display the employee’s with the nominated Position. The ALL selection will display all employees’ position types.

14. Select skills – This selection is a display filter, when selected will only display the employee’s with the nominated skill. The ALL selection will display all employees’ regardless of skill type.

15. Processes – is a tool for the technical team – more information is available on request

16. Calender - when selected displays a calendar for the roster period. The details within the calendar reflect the event details. Full explanation provided in Event Management documentation

Note: tick box options are available to the user and can be selected or deselect at any time. The system will only display Unallocated shift or Patterns display


25 - Select Action - Roster Manager Table Of Contents

The select action functionality provides all the required processes to manage and maintain the roster on a daily / one off basis. All the primary functionality have be give short cut keys to speed the processes.

Within the Select Action (drop down option) there are a number of functions avaialble for the user to select from. The types of program options within this selection relate to.

1) Single shift processing and maneuvering.

2) Viewing managing employee kiosk requests

3) Time sheet management

4) Managing shift by employee/ shift line

5) Event Management

   25.1 - Add Shift (Shift-S)

When selected a dialogue box will appear allowing the user to select from the available shift rule id.

By nominating the shift rule and the shift type - click on the empty cell within the roster program and the shift will be created in the nominated cell.

Note: Before a shift/leave can be created the destination cell must be empty.

   25.2 - Add Leave (Shift-Z)

When selected a dialogue box will appear (the same as the add shift program) allowing the user to select the leave type which is required.

Nominate the leave type required - click on the empty cell within the roster program and the leave will be created in the nominated cell.

   25.3 - Edit Shift /Leave (Shift-E)

To edit an existing shift select the option - select the shift. a dialogue box will appear with the shift details.

The user can alter any details within the shift details inc. shift start / end time. Any edit within this program is a one off - the details are not retained by the shift rule.

Note: any modification to the shift hours, will be corrected by the system in total hours. any created time sheet will need to be recreated to include changes

   25.4 - Copy Shift /Leave (Shift-C)

This functionality is to allow the user to copy and existing shift or an edited shift to the same employee on a different day or a different employee requiring the same shift details.

Simply select the copy shift functionality, select the shift wanting to be copied and drag it to the empty destination cell, the shift will replicate it self within the vacant cell while the original shift being dragged will return to it original position.

Note: Before a shift/leave can be copied the destination cell must be empty.

   25.5 - Multiple Copy Shift (Shift-M)

This functionality allows the user to identify a shift and copy the shift on a number of different days within the roster period.

Select the days which the copied shift is required then select the shift

The copy process will only copy one shift per selected day. If multiple shifts are required then simply repeat the selection.

   25.6 - Delete Shift/Leave (Shift-D)

Select the cell to be deleted. Once deleted the shift/leave cannot be retrieved.

   25.7 - Mark Shift as Changed

This option is a communication tool to notify employees of a shift change after the roster has been published.

When using this option, the shift details are updated in the employee kiosk and the shift details will flash/blink when the employee views his roster within the employee kiosk.

the shift details within the main roster manager program will be converted to BOLD text, to show the roster has been changed and communicated.

   25.8 - Unallocated Shift (Shift-X)

Removes the shift from the selected cell an place the shift in the unallocated shift section (located at the bottom of the roster).

   25.9 - Vertical Move (Shift-V) Flexible Move (Shift-C)

Vertical Move (Shift-V)

Allows the user to move a shift to a empty cell position in a vertical movement only (remains in the same days work allocation).

Flexible Move (Shift-C)

Allows the user to move a shift to ANY empty cell within the roster (care must be taken as to unintentionally deplete or increase the daily workload requirements).

Note: During the Vertical move or flexible move the system does perform shift rule validations - unless the Force allocation option is selected.

The Vertical and Flexible Move option the user can

  1. - allocate a shift from the unallocated task bucket to an employee
  2. - between employees
  3. - unallocate a shift - by dragging the shift to the day header, this will unallocate the shift and send it back to the unallocated task bucket.

Remember the day in which the shift was last allocated will be the day in which it is returned to the unallocated task bucket.

   25.10 - Swap Shift/Leave (Shift-W)

Select option, identify the two shift to be swapped - click and drag one shift/leave over the top of another shift/ leave the system will evaluate the request and will automatically approve the swap provided the two employees meet the shift criteria.

If the swap fails the approved process, the shifts will return to their original position, then the system will provide a "not approved" explanation in a dialogue box.

   25.11 - Allocate Shift (Shift-A)

This functionality allows the user to identify a shift in the unallocated task area and request the system locate a suitable employee with the correct skills set and allocate.

   25.12 - Allocate to Employee (Shift-T)

This selection allows the user to use the systems validation functionality when manually allocating shift to employee.

Simply select the shift drag to the employees corresponding empty cell and the system will validate the selection.

If the employee does not have the appropriate skills or position the system will not allocated the selected shifts.

   25.13 - Shift Tasks (Shift-K)

(Advance functionality) This selection allows the user to view and individual tasks allocated to a shift (allocate within the task manager program).

The user will then have the option to edit or delete the individually allocated task within the shift.

Function options - these options will utilise the functionality provided within the system.

   25.14 - Shift Costing

when selected will provide a basic operating cost on a selected shift. The costing is based on the cost per skill associated to the shift.

   25.15 - Emp List For Alloc

"Employee List for Allocation"

This option will provide the user with a list of available employee to work a selected shift within the unallocated section of roster manager.

Select option - select shift - from the drop down box - select employee - select allocate (button)

Note: when no employees are listed indicates all available employees are NOT available or no employee has the skill / position combination required

   25.16 - View / Edit Leave Bids View / Edit Day Bids View / Edit Availabilities

with all these three individual selections, the system will display any corresponding requests employees have made within the emp kiosk.

Select the request to edit the request (approve/ reject)

   25.17 - Shift Cancellation

This option is to select a shift which is no longer required.

This option allows the user to keep the shift on screen rather than delete the shift. The canceled shift will identifiable with an icon inserted into the shift cell display.

With the shift edit program the user can removed the called flag (canceled, tick box near bottom of shift edit maintenance program)

   25.18 - View Employees

When selected - select an employee (from the employee list). The system will display all the communication details within Employee Details program

   25.19 - Delete Shifts By Emp

After selecting this option - select the employee and all allocated shifts and leave will be deleted (not unallocated).

   25.20 - Initialise Employees

Is the process the system looks at the employee availability, identifies the allocated pattern and applies the shift rules to the employee i.e. days off pattern, any allocated shifts to the employee will be unallocated any any shifts will need to be reallocated.

   25.21 - Allocate By Employee

Actives the system parameters to allocate any shifts in the unallocated shift "bucket" to the selected employee following all preset rules and regulations.

   25.22 - Allocate Employee Patterns

When selected, then select the employee, the system will identify the assigned roster pattern, pattern line and any nominated shifts within the pattern line. The system will then allocate shift in accordance with the pattern details only if the shifts are available within the unallocated task bucket.

   25.23 - Unallocated by Employee

When selected, identify the employee and the system will remove all allocated shift from the employee and place them in the unallocated shift bucket. (this process retains the shift and does not delete them).

   25.24 - Simple Patterns to Employees

When selected, identify the nominated pattern and line, select (click and hold) the header (left hand side) and drag to the employees name, the system will then assign the pattern line to the employee and the identified shifts /leave within the roster pattern line.

Note: The system does not perform any validation of skills or positions during this process. It will create the shifts required to match the roster line.

   25.25 - Adv Pattern to Employee

Adv Pattern to Employee

When selected, identify the nominated pattern and line, select (click and hold) the header (left hand side) and drag to the employees name, the system will then assign the pattern line to the employee and only the identified leave days only within the roster pattern line.

30 Roster Manager "Options"

   25.26 - Create / Edit Time Sheets

Select the option - select the shift - the sytem will indicate the shift has a time sheet created by inserting a clock icon in the shift display

select the shift cell again and the time sheet details will be displayed

   25.27 - Delete Time sheet

select option - select the shift cell (with the time clock inserted)

The previously created time sheet will be deleted and the time clock icon will be removed from shift cell display

   25.28 - View / Edit Events Generate Event shifts

These two functional options are explained in detail within the "Event Management" section of this document


26 - Options - Roster Manager Table Of Contents

Within the "Options" menu of the roster manager program it is the primary drivers of the system. The menu program has been set up sequentially with the functional requests and should be followed for the best results IF all functionality is being utilised.

   26.1 - Initialise Roster

Initialization is a process which the system starts the rostering process. During this process the system identifies the roster foundations, using the information and data provided.

The intialisation process is gathering the information as a template in doing so it:

  1. - Identifies and allocates the roster patterns to the employees, referring to the previous roster period rotating employees on their patterns (if the pattern is a multi line pattern) to the next line.
  2. - Assigns leave as identified within the pattern i.e. RDOs etc.
  3. - Assigns the shift or roster group information within the pattern as a template, which will be used as a guide when allocating the shifts.
  4. - Identifies and allocates any individual employees approved leave for the roster period.

Prior to the intialisation process being conducted the employee name list within the Roster Manager is show in an orange color, after the intialisation is completed the employee names will appear in RED or GREEN.

RED indicates an incomplete roster, which does not conform to minimum / maximum hours parameters stipulated within employee category i.e. Full time etc. which has bees assigned to each employee.

GREEN indicates the roster conforms with the parameters of the assigned employee category.

WARNING: it is intended that the roster be initialised ONCE at the commencement of creating the initial roster, prior to any shift allocation. The intialisation process will delete all allocated shift or leave.

   26.2 - RDO Seeding

The intention of RDO seeding is to introduce some randomness to RDO allocation who have no RDOs specified in their allocated roster pattern.

The RDO seeding should happen after initialization and if there is an RDO, Leave or other shift type no RDO seed is created for that employee.

Once the RDO seed is planted then the allocation will apply the pattern rules around this RDO seed.

   26.3 - Allocate Bids

Bidding on shift is based on employee seniority. Within the "Bid Manager" employees can access the system and request shifts within future roster periods.

This functionality provides the ability for employees to request roster days and patterns.

When this option is selected the system interrogates the bid requests, commencing with the employee with the highest seniority (user definable parameter), looking at the request

matching the request with the available shifts to be allocated, while ensuring the employee has the correct position and skills, if all matches the system will allocate the shift as per the request.

   26.4 - Allocate Availabilities

The application provides the functionality for each employee to identify the time periods which they are available for work.

Designed for employees who interweave study, work, family commitments, rehabilitation etc. this functionality (if available to staff) will allocate shifts around their requests (where possible).

   26.5 - Allocate Patterns

After the system has been initialized the patterns have been assigned to each employee. Allocate patterns is where the system now acknowledges the patterns and allocates the shifts in accordance with the assigned pattern.

During this allocation process the system validates the employees skills and position against the shift prior to allocating the shift. i.e. if the skill position does not match the shift will not be allocated regardless of the pattern request.

   26.6 - Allocates Shifts

This functionality looks and identifies all unallocated shift and allocates these shift to a vacant shift positions within the roster the allocation process follow a number of parameters including position, skills, a number of system priorities (set by user) to allocate shifts. During this process the system will not break any pre set parameters and rules unless request to ignore some basic rules.

Through this allocation process the system tries to share the workload / shift through all available employees with the valid skills.

   26.7 - Fill RDO Holes

Once a blank roster has had the shifts allocated, to complete the roster requires RDO to be identified. This selection will identify the blank shift cells and allocate RDOs up to the number identified within the pattern details.

   26.8 - Allocates Shifts by Employee

This allocation process identifies the shift rule priority and allocates the shift by employee. Ie matches the shift with the employee and continues to allocate and complete the allocation by employee before moving to the next employee.

   26.9 - Unallocate Shifts

This option will unallocate all shifts within the roster period and place them in the unallocated task "bucket" ready fro reallocation automatically or manually.

   26.10 - Delete All

When selected will delete the entire roster allocated and unallocated shift and leave, leaving the user with a blank roster for the roster period (even shift already allocated).

This allows the user to from the beginning (intialisation) to create and assign a new set of workload parameters.

   26.11 - Delete Shifts

When selected will delete ALL system generated shifts (allocated and unallocated).

Manually created and allocated shifts will NOT be deleted.

Event Shift will NOT be deleted

   26.12 - Terminated as Inactive

The option is to deactivate the employee from future rosters. By selecting the employee select the "Terminate as Inactive option" then select the day (shift) in the roster

period the employee is not to be rostered.

The second part is to run terminate employees option, with this process the system will identify all employees who have terminated their employment and those staff who are no

longer available to be rostered and have been deactivate.

The system deselects the active option within the employee file, to reactive simply select the active option with the employee file.

When deactivated the employee will not show in the Roster Manager program no more. It will also be excluded from certain reports.

Terminated employees who are still active and whose terminated date is less than the current day or their start date is in the future, their roster will be marked with an X.

   26.13 - Employee Details

The details of the employee maintenance program have been explained previously within this document (refer to the system Setup)

   26.14 - Employee Skills

By selecting the employee then employee skills option, allows the user to identify and allocate employee skills the each employee.

The employee can be allocated any number of skills which can also be defined by position.

Working in a selected position the employee has a set of skills given another position a different set of skills - (Position can be interchanged as a workplace location).

Qualification date:

Is the date the skill will become active?

Expiry date:

Is the date in which the skill will be come invalid?

Proficiency:

Is similar to priority, the system when looking for staff to perform a task it looks at the proficiency level and if possible and, a choice being available between employees will allocate the staff member with the higher proficiency.

   26.15 - Employee Leave

By selecting the employee and then this option the system will display the employees leave request records.

From here the user can create a new record, delete or edit an existing record.

All leave entries approved by the primary user will be applied by the system when the roster is initialised.

If the leave entry has been approved after the intialisation process has been performed the user will be required to manually assign the leave to the roster

Note: To reinitialise the roster to allocate leave will undo all previous allocation in the roster and create a blank roster template.

   26.16 - Employee Availability

This functionality allows the employee to identify their availability, (this is for shift request only). Many industries employ students and parent who are required to be rostered around other commitments. By entering the employees availability the system will attempt to identify these requests and complete the roster allocation to include availability requests.

The employee has two options to identify there availability.

1.Through this program within the primary program which will require full access or the primary user will be required to enter the data request.

2.or through the employee kiosk.

Through either process the system will create a record,

Note: To activate the availability requests the user will be required to run "Allocate Availability" functionality explained previously.

Days:

Is the days of the week the request is valid 1 = Sunday etc using a comer to separate days e.g. 1,2,3, listing the days of the week.

Note: 1 = Sundays for all Sundays within the date period.

From Time / To Time:

Is the period of preferred inclusion or exclusion. For example if the employee was not available until 12:00 then the request will be 12:00 to 23:59

Available:

Tick box will identify if the record is an availability record or an exclusion record. When selected (ticked) indicates the record is showing availability.

Approve /Reject:

As availabilities in a roster option and is not a mandatory request every availability request will need to be approved before being recognised by the allocation program. The rejection option identifies to the employee the request was considered and rejected.

When approved / User:

Is a primarily for record keeping – the user is the approver id.

   26.17 - Employee Diary

The diary allows managers and users to note important events, discussions, uniform allocation, leave requests not approved, training programs etc.or any relevant information on the selected employee. This information remains confidential and available to selected users.

Simply select the employee then the "Employee Diary" option.

The first display will list all the diary entries for the selected employee, from here the cen edit delete or create a new entry.

Within this program the primary user can approve and reject the availability application. Data fields are provided to include the date of the approval/rejection and the authorising user.

Diary Entry Number:

Is a system generated number - it cannot be edited. If a file is deleted the system will not user the same number again. So it can be identified if a record has been deleted.

The other entries are self explanatory and are free format - no compulsory fields need to be entered.

   26.18 - Loads From Shifts

This functionality is designed to convert the roster within the roster manager program and create the shift loads* within the same cycle. This will enable the shift loads to be copied and applied to later roster cycles.

Note: It does not delete existing shift loads only replaces matching shift loads from the roster.

   26.19 - Patterns From Shifts

This functionality is designed to copy a created roster, which reflects operational requirements, and build a pattern from the roster. This enables the user to utilise a proven roster as a template for future rosters. Replicating not only the shift but the allocation pattern, and creating a new pattern for future deployment.


27 - Roster Manager - Program Application Table Of Contents

Due to the potential complexity and the amount of information and functionality within this program, the next section has been written in procedural order to create and maintain a basic roster.

This will enable the user to conceptualise the process. Then progressively the document will introduce and explain other relevant functionality.

The document will then back track and identify areas and functionally not previously covered.

Due to the number functional options not all scenarios will be detailed as ever user and organisation using the program will have different requirements and parameters.

The figure below is a new roster - not yet worked - it is similar in design to the roster pattern (created previously).

1. Staff on roster - information displayed:

  1. - Employee number,
  2. - employment status (FT - Full time etc.),
  3. - Hours rostered,
  4. - Surname, first name
  5. - @? - Which appear against a name indicates the employee has either no email address allocated and or password. These symbols will disappear once an email and passwords has been inserted

2. Roster day - every day within the cycle period will be displayed.

3. Roster cell - ready to be allocated a shift or leave.

4. Show / Hide - these are a series of tick boxes which provides the user with the option to turn OFF some of the validation checks and locks within the system the labels are self explanatory.

   27.1 - Show /Hide

Ignore Pattern - during the allocation process the system will identify the pattern assigned to the employee. Any shift or shift group requirement in the pattern the system will attempt to match the pattern. This selection will allow the system to ignore the pattern and find suitable shifts for the employee

Ignore Pos/Skills - during the allocation process the system will match the position / skill of the shift with the employee, this selection will allow the system to ignore this validation processes

Ignore Max times - the max hours by employee category have been previously set. This option will allow the system to ignore the max hours by employee group fill the roster line per employee.

Ignore Availabilities - will override any approved availability requests

Ignore Consec RDO’s - within the pattern the user has set up the criteria for consecutive RDO’s (rostered Days Off). This option allows the system to ignore this rule.

Ignore Consec Days - within the pattern the user has set up the criteria for consecutive workdays (days the employee can be rostered in a row. This option allows the system to ignore this rule.

Ignore Casual - within the employee category table the user has defined the casual employee groups. The default set up for this option is ON, during the initial allocation selection the category groups identified as casual will not be allocated shift. This allows the employee with a permanent shift to be allocated shifts first.

Ignore shift groups - within the roster pattern the user can identify roster groups to formulate the pattern. This selection allows the system to ignore the roster groups within the pattern during the shift allocation process.

Only Shift Groups - within the roster pattern the user can identify roster groups to formulate the pattern. This selection will force the system to allocate pattern with defined roster groups ONLY ignoring all other roster patterns rules and general allocation criteria.

Cheapest First - within the system the user can identify pay rates per employee. With this option the system will identify the cheapest option (employee) to be allocated the shift.

Higher Duties - identifies staff with higher duty skills to be considered during the allocation process.

Lower Duties - identifies staff with lower duty skills to be considered during the allocation process

Force Allocation - this allows the system to IGNORE ALL RULES, during the allocation process. It also allow the user to force a shift allocation.

Data Tracing

Show Code - the shift display has two modes the default setting is shift start / finish time and duration. Show code option will show the shift code in the main display.

Lock Past - Default setting is on – this allows the system to lock access to the shift following the rules within the model set up program. Selecting this option turns off the system locks and allows authorized users to alter past (historical) shifts.

Warning – if a shift has been altered the time sheet may no longer match.

Show Double Shifts - when selected the system will show two line per employee in the main roster program. Showing if the employee has been allocated two shifts with day period (split shifts / stand by shifts / overtime shifts etc.).

When deselected the second shift line will not be displayed, all shifts on this line will also not be shown.

Care must be taken if double shifts are allocated then double shift line should be selected ON as a default within the model set up

Delete Confirm - the system will ask the user to confirm anything within the roster manager before deleting. This selection adds to the delete process, if the user is confident about the items being deleted this selection will stop the confirmation process.

Remember – deleted items are deleted forever – there is no UNDO

Search For? -

Show Bids - this selection is a roster filter for the employees who have requested roster bids or shift preferences.

Show Leave - this selection is a roster filter for the employees who have requested leave preferences.

Show Availabilities this selection is a roster filter for the employees who have indicated there availability preferences.


28 - Employee Comms - Roster Manager Table Of Contents

The functionality provided under this menu heading is associated to the interaction and communication with staff. Receiving and processing employee requests, processing and notifying employee the results and exporting information to employees.

   28.1 - Receiving and Processing Employee Requests

The Easy Roster system provides the functionality in which staff can work closely with management in the formulation of rosters. Easy Roster designers are mindful of the number of potential additional processes required to modify rosters to accommodate staff availability and preferred shift request, leave applications and requests.

With this understanding Easy Roster has provided functionality in which employees can communicate through the employee kiosk directly with the primary roster controller. Pending the internal processes of the organisation, staff requests can be processed prior to the creation of the roster. As a result when producing a roster the approved requests have been incorporated into the roster building process, minimizing the need for manual manipulation.

When editing a request to approve or reject the system will only accept one option, if both have been selected in error the Easy Roster system will provide the use with a warning message to for the proper selection.

   28.2 - Leave Approval/ Reject

The roster controller (system user) can then recall the employee requests through the programs available within this menu selection

This menu selection provides a list of all leave requests which are waiting for approval or rejection for ALL periods.

To approve or reject individual leave request select EDIT, which will recall the leave record.

When the roster administrator approves or rejects the leave by selecting the appropriate box. The selection is then communicated back to the employee via the employee kiosk, and the selection is then used or rejected by the system.

Note: For the system to apply the employee’s requests the primary user has to initialise the employee/s.

The recommendation is to process employee requests prior to commencing the roster building process (the initial initialisation), as initialisation will wipe any existing roster allocation and the primary user will have to redo the process again.

Remembering the user can initialise by individual employee or the employee requests can be processed and applied to the roster manually.

   28.3 - ALL Employee Leave

When selected will display all requested leave including new requests, approved and rejected.

Within this program the user can edit the employees request to approve or reject.

   28.4 - Approve /Reject all leave

Pending witch option is selected will approve or reject any outstanding employees requests. This option is to assist the primary user in the approval or rejection process to process in bulk rather than having to identify select an process each request.

When selected the program will require the user to confirm the request, once confirmed the application will process the command

   28.5 - Shift Availability, and Shift Preference Bidding

The menu titles have been replicated from leave requests and applied to the other employee request functions: Shift Availability requests and Shift Preference Bidding. The same logic, processes and functionality as detailed above can be applied to the other employee request processes

   28.6 - Import iCAL Requests

The employees can identify and make roster requests using the iCAL system. The Easy Roster application is not open all the time for instant access, it requires the primary user to open the connection line and import the waiting requests

   28.7 - Email iCAL Roster

Email via iCal when selected sends the roster details to the employees who have an appropriate email address in the system. The file is sent as a .ics file, which is able to be read by various online calendars

   28.8 - Email Roster

Email Roster, when selected will email roster details to employees’ with email addresses in the system

   28.9 - Export Roster (HTML)

When selected will open a report on screen in a HTML format, the roster report is all employees, every day for the selected period.

The display information is the shift ID only, once created the user can save or print

   28.10 - Export Roster to (CSV)

When selected creates a CSV file format report.

The user will be required to save the file as a .csv file and open the file with a excel program.

   28.11 - Export roster (iCAL)

When selected, the Easy roster program will send a file. this file can be interpreted an applied to a calendar application within the employees personal computer.


29 - Allocate a Pattern Table Of Contents

The first step is to allocate a pattern to each employee identifying the roster rotation they are required to follow.

Note: The roster pattern is a set of rules and a guide set up by the user for the allocation of shifts. The roster can be manually altered at any stage to reflect the operational demands and coverage requirements.

   29.1 - Simple Pattern to Employee

Step 1 is to switch on the Show Patterns tick box.

Step 2 from the "select action" menu select "Simple Pattern to Emp".

When selected the enable patterns will be displayed below the staff list.

Step 3 - The options available for the user are:

  1. - Slide tick box - will allow the display panel to remain at the bottom of screen when scrolling.
  2. - To adjust the size of the display panel Increase or decrease.
  3. - Select individual pattern to be displayed, when an individual pattern is selected the user will then have the option to rotate the pattern but selecting the U-Up and D-Down scroll buttons.

To allocate a roster pattern, simply a click and drag, identify the applicable roster pattern and select the line, holding down the left button on the mouse drag the roster line label to the employees name.

Note: With all click and drag operations - move the selection and overlap with the destination cell on the bottom right hand corner. The system identifies the allocation by highlighting the destination cell.

The system will then allocate the pattern details to the employee.

Continue to allocate pattern line to all applicable employees.

Note: Unless changed in the next period the system will automatically rotate employees to the next line of the pattern, when they reach the end of the pattern the system will allocate them line one and start the rotation again.

   29.2 - Pattern Allocation

When allocating a "Simple Pattern to Emp" the allocation includes all shifts within the pattern, as a result system has within the set up parameters some checks for the user.

If the allocation of the shift pattern complies with the defined system parameters the colour of the employee name cell will change to GREEN. ie the total hours allocation complies with the employee category rules.

If the criteria has not been met the employees name cell will remain RED, in this instance the required hours for the employee category have not been met. The allocated hours may under or over the required hours for the category.

Example: in the roster display above Mandy Mangos has only been allocated 68 hours. Under the rules of a full time employee (as per set up parameters) Mandy requires 150 hours minimum.


30 - Shift Loads Table Of Contents

The shift load functionality is the process of matching staff to workload demands.

Within the shift load program, all "enabled" shift rules are displayed, the user then identifies how many shifts of a particular shift rule is required per day to cover the

operation enter the amount.

Identifying all required shifts within the cycle (roster) period, and generating the shift will ensure the operational requirements of the business WILL be covered in the

roster.

This functionality is especially useful when to roster patterns cannot be fixed due to any number of reasons, multi skilling of staff, casual or rotational staff, flexible work

conditions and movable staff.

Once the workload (shift loads) have been identified and generated the shifts will be displayed in the unallocated section to the "Roster Manager" display program. These shifts

are now ready for allocation to the employees.

   30.1 - Shift Loads Creation

Select from the program menu "Shift Loads".

Select the roster period - Go.

The display will provide a list of all (enabled) shift rules (in priority order) within the system.

By selecting a Shift Rule the system will request the number of shifts required and will create that number of shift everyday within the roster cycle for the nominated rule.

By selecting the shift rule and day (individual cell) the user can nominate the number of shift required fro that day and rule.

Tips: When selected will display other relevant shift rule information which may be required when determining the number of shifts required for operational coverage.

Note: When selecting and nominating the required number shifts, any current allocation will be overridden.

Shift Load "Options"

Generate Shifts

Once the user has created the shift loads on the screen the next step is to generate the shifts. Once generated he shift create will appear in the roster manager program for the same period as unallocated shifts.

Note: This process should only be done during the initial preparation of the roster period.

Warning - when generating shift the system DOES delete all shifts (allocated and unallocated) previously created for the roster period.

Delete Loads

Will delete all the loads displayed for the roster period - giving the user a blank load display.

Copy Loads

Allows the user to use the loads for a nominated roster period as a template for other periods. When selected follow the prompts.


31 - Roster Generation Process Table Of Contents

At this point all the necessary data is in the system and the document has covered the primary points to create a roster.

The following process is a guide only, as the users us and understand the application, the processes followed my vary to achieve the roster outcomes to suit the user and the organisation.

   31.1 - Fixed Roster Patterns

The following process details the steps required for fixed patterns, were the shift have been pre-assigned within the pattern:

  1. - Select roster period - (initial roster) quickly review the employee list to ensure all employees are listed.
  2. - Initialise employees - during this stage the system allocated the pattern template and allocates all approved leave.
  3. - Allocate Patterns - allocates the shift to the patterns.
  4. - Allocate Casual (if applicable) - going into the show / hide display and deselect "ignore casuals" and reallocate shifts. As casuals are designed to pick up shift not able to be covered by staff with contractible agreements. The intent is the fulfillment of contractible agreements first, then the casual are allocated remaining shifts.
  5. - Roster review - identify the shifts that have not been fully allocated (employees name in RED). Refer to the list below why shift may not have been filled.
  6. - Reallocate shifts (optional) - turning OFF some of the systems validation checks, Identify the validity of some of the system checks, turn OFF (if appropriate) and reallocate shifts. i.e. patterns, the system will not allocate any other shift that has been nominated in a pattern unless the option is turned OFF.
  7. - Manually manipulate roster if required to cover any short falls in the roster on a daily basis.
  8. - Post roster and or send to employees email addresses.

   31.2 - Dynamic Rostering

Dynamic roster is the matching the workload to the staff and allowing the system create the roster based on workload demands. This process utilises the parameters and rules established by the user during the initial set up phase:

  1. - Select roster period - (initial roster) quickly review the employee list to ensure all employees are listed.
  2. - Initialise employees - pending the amount of detail within the pattern will reflect the amount of data currently being displayed.
  3. - Identify staff on leave - determine if additional coverage is needed on selected patterns.
  4. - RDO seeding (optional) - when a pattern has no RDOs allocated the RDO seeding will allocate RDOs at random to assist in the allocation processes to ensure not all RDOs are roster on the same day throughout the system.
  5. - Allocate bids (if applicable) - allowing staff to be allocated any shift requests.
  6. - Allocate Availabilities (if applicable) - this will allow the system to match requests on availabilities.
  7. - Allocate patterns - the roster patterns with nominated shifts should be allocated first to ensure the request are filled.
  8. - Allocate shifts - the allocation of all the remaining shifts in the empty cells of the roster, following the rules, regulations and parameter inserted into the system.
  9. - Shift group option may need to be considered at this point.
  10. - Allocate Casual (if applicable) - going into the show / hide display and deselect "ignore casuals" and reallocate shifts. As casuals are designed to pick up shift not able to be covered by staff with contractible agreements. The intent is the fulfillment of contractible agreements first, then the casual are allocated remaining shifts.
  11. - Roster review - identify the shifts that have not been fully allocated (employees name in RED). Refer to the list below why shift may not have been filled.
  12. - Reallocate shifts (optional) - turning OFF some of the systems validation checks Identify the validity of some of the system checks, turn OFF (if appropriate) and reallocate shifts. i.e. patterns, the system will not allocate any other shift that has been nominated in a pattern unless the option is turned OFF.
  13. - Fill RDO holes - completes the allocation of RDOs to the roster in accordance with the parameters.
  14. - Manually manipulate roster (if required) - to cover any short falls in the roster on a daily basis.
  15. - Post roster and or send to employees email addresses.

   31.3 - Possible Reason For Misallocation

The list below is not a comprehensive list but it purpose is to provide a start point for the incomplete allocation of rostered shifts:

  1. - Not enough shift created to fill roster requirements.
  2. - Not enough shift within each shift group to match the pattern.
  3. - Shift coverage versus employee availability - either to many employee shift available for the work load coverage or to many shift and not enough employee shifts to cover operation.
  4. - Note: If overtime or shift extensions is currently a option then, these factors need to be considered in the roster rules.
  5. - Assigning of skills and positions to roster rules, matching the skills and positions to the employees - if the positions and skills required to work the shift are not matched by the skilled employee group the system will not allocate the shift.
  6. - Expected hours within the employee categories check and review.
  7. - Roster rule priority - remember the shift with the least number of skilled employees to cover should be allocated first (higher priority).
  8. -The system validates during the allocation process that the shift rule parameters/details and the employees details match. Before allocating the system will check employee category, skill and position. if any of these three parameter do not match then the system will NOT allocate the shift. the only override is to change the shift rule parameters or give the employee the corresponding skills/position

32 - Approved Employee Request Display Table Of Contents

Once the requests have been approved they are then displayed on the roster on the date requested

Pending the color palette used on the computer

Pink/red = unavailable

Yellow = available

Orange = leave request

Blue/magenta = shift bid preference

After following the allocation principles, allocating employee bids and availabilities before general allocation. The system will IF POSSIBLE fill the requests.

After allocation the underlying employee requests can still be seen as the allocated shift will adopt a similar color to the request color


33 - Manual Roster Maintenance Table Of Contents

In the majority of rosters will require some manual intervention, shift changes, sick leave, leave requests etc. Identify the period required for editing.

   33.1 - Past Periods

Any roster period more than 24 hours in the past will be locked by the system. This is to ensure the roster remains as record of the day`s allocation. The majority of changes required will take place on the day of operation or the next day.

After the 24 hours all cells within the day period being locked will show a padlock symbol .

If a locked cell has been selected the following message will be displayed.

However there are times when a past roster will need to be changed. Identify the roster period in which changes are required.

Select the "SHOW" button in the top left hand corner of the display.

Lock past, default setting is ON, select the tick box removing the tick to gain access to the past roster display. Refresh the screen and the lock symbols will have been removed allowing access the locked cells for editing.

   33.2 - Editing Current or Future Periods

The editing functionality and selection process has been detailed earlier in this document.

With the available functionality the user can edit any roster current of future.

Identify the period requiring editing, using the click and drag process relocate the shift between cells When moving a shift or relocating a shift - the selected cell will appear with a red highlighted out line.

When adding, unallocate or deleting a shift - the selected action and identify the cell requiring the action using the left mouse click the system will action the request.

Remember - deleted shift cannot be undone they will need to be added or created to replace.

During all editing processes the system will recalculate the allocated hours for the employee for the roster period. If the editing process causes a conflict to the employment rule the employee (name) with be highlighted in RED.

   33.3 - Forced Allocation

When moving shifts around some will fail the test. To Force the allocation go to the Allocation Options Box and tick on the Force Allocation tick box.


34 - ADVANCE ROSTER FUNCTIONALITY Table Of Contents

This section of the Easy roster Training and User manual details the process required to build, develop and maintain the more advance type rosters within the system.

The advance rostering component integrates all the basic Easy Roster rostering principles but takes it one step further it identifies and allocates individual tasks to the shift. Which allows for the workload to be broken down, into separate more time orientated tasks, rather than assuming the employee performs one task all day (per shift).

To achieve this, the user needs to identify the time units or drivers which determine:

 What functions/tasks need to be performed?

 When is the task performed?

 Why is the task performed at a specific time?

 Where is the task performed?

 What drives/identifies when and were the task is performed.

These questions need to be asked for all tasks performed by the organisation then a mapping process can begin.

The document will attempt to follow a logic process it may overlap with some of the explanations provided previously within the help document but is a requirement for continuity and clarification of the process.

Within this section the processes flow will be explained with a common theme, this is to provide continuity to the process.

Attempts will be made however to add additional notes to indicate how the system will support other operations and organisations other the then on being used as the example.

Within a lot of industries and organisations there are a lot of synergies with process flow, and rostering practices. By following the same or similar principles the application can be adapted to different organisations and industries.

The data labels within the program currently relate to the airline and transport industry. The Easy Roster application has the ability to have data fields relabeled to reflect organisational / industry acronyms and jargon.

   34.1 - Advance Set up Advise

During the initial set up of the advance section of the application, keep the set up very high level. As an example (airline industry) start with the servicing of aircraft as a generic term. Once set up then identify the different requirements as per aircraft size ie aircraft with over 200 passenger versus aircraft with less than 200 passenger.

If the resources required do not vary then do not break down the processes any more, if a change in resource allocation changes, then go to the next level and so on.

While the Easy Roster system has the capabilities of allocating very specific tasks to a an identified workload driver, the creation and maintenance of the system, allocation and management of the task allocation to resources, may not be necessary to achieve the required results (don’t over complicate your requirements)

   34.2 - General Set up for Advance Rosters

Going back into the Quick set up program “setup” there are three programs not yet discussed.

As previously mentioned the naming convention through this section of the application is critical as there may be a number of different variable which drive the workload.

Establishing Work Stream, Entity and destinations these three sets of parameters will act as a set of criteria as we go into the next section of the Easy Roster system.

By setting up a specific work stream, using a specific entity come from a set origin point going to a set destination with some time line parameters, the number of variable can be unlimited. With these controls the user can allocate different number of resources at different time for different durations which are real work activities within the workplace

   34.3 - Work Streams

Work Steam – Identification label of the work to be performed – International Terminal, Loading Dock, Office Administration, Food Preparation, Front counter (Customer Service) etc. Work streams are similar to a department or workload divider

By establishing a work stream allows the user to plan and create a workload profile for each section of work.

In addition with the filters provided allows the user to separate each section of work with a visual representation.

While the set up of the work streams require basic information, the effort required is to identify the specific work steams which are require within the organisation, which the system requires to identify each unit of work.

The additional information relates to the manager or contact personnel associated to the work stream

   34.4 - Entities

Within the Easy Roster system an ENITITY is a label which identifies the workload driver or reason a task need to be performed. Entities can take on a specific or generic connotation pending how broad or specific task need to be created and rostered

Entity examples include:

Equipment type (aircraft, bus, truck, etc) which can be

generic- big aircraft/ little aircraft or

specific -B747-300 (Boeing 747 300 series aircraft)

Level of service (kitchen (cooking), Counter, Help desk )

generic- lunch time service

specific– lunch time salad bar 1st floor ,

Sporting event etc

generic- Saturday competition

specific – Main Arena

The setting up of entities are dependent on the task that are need to be performed when the entity need to be serviced (resources allocated)

While the set up of the entities require basic information, the effort required is to identify the specific entities, which is required to break down the allocation of resources and tasks, generic or specific.

   34.5 - Destinations

Destination is by definition where the product is going, destination can also be used as a label.

When using the Easy Roster application in a transport based application the destination table also provides the origin point. Which entities which are transport orientated the entity has come to the workplace from a point of origin once serviced (labor allocated) it then goes onto a destination.


35 - MOVEMENT MANAGER Table Of Contents

The Easy Roster programmers have designed a program which identifies a unit of time within the roster period in which work needs to be allocated.

This unit of time has is described as a MOVEMENT, with each movement there is a start / end time. The Easy Roster system allows for a number of different time units to be identified sequentially or concurrently.

These units / movements can be assigned a number of different characteristics including:

Work Steam – Identification label of the work to be performed – International Terminal, Loading Dock, Office Administration, Food Preparation, Front counter (Customer Service) etc.

Entity - identifies the workload reason or driver, example: equipment type (aircraft, bus, truck, printing press etc), level of service (lunch, dinner period), Sporting event etc

With these and other identification characteristics provides a large number of potential different criteria sets which will be recognised by the Easy Roster system enabling it to match the movement with a profile (resources required).

Some examples of the workload unit / movement which this functionality can be applied,

Aircraft movement – for its arrival and departure resources need to be allocated for loading and handling of passengers and cargo.

Freight transport – for the loading and unloading of trucks

Catering industries – customer flows, peaks and troughs

Using the examples above, within Easy Roster these workload demands can be identified and plotted within a easy to read Gantt chart display.

If the workload unit / movement is pre scheduled interfaces can be written to down load the schedule into the movement manager program.

Within the movement manager program each unit of work / movement can be controlled by the user

Once the movement or workload has been identified it is then the organisation can identify the workload demand associated, which leads to a greater understanding of resource requirement. With this defined set of requirements the creation of roster to meet and match workload demands will equate to cost affect rosters

   35.1 - Movement Manager Program

The movement Manager program is selected by roster period.

Each day is dated, with the top time line segregates the display into hours.

Schedules, Entities, destination codes can be imported into the application (consult you Easy Roster representative for details) or these records can be created manually.

   35.2 - Create Movement

To create a movement, from the drop boxes select the movement criteria.

Location – where is the entity going to be for the work to be performed?

Origin / destination– where did the entity or work come from or going to? If the work is originating or terminating at the location, the user may include originator and terminator within the destination table.

Quantity – how many entities at the selected time are required?

Length – how long is the entity at the location? – in the event of an

aircraft how long is in on the ground for servicing before it departs to its next destination.

REGO # - each entity on a set run may have an id number or registration number.

Origin REF - is a reference point when the task will begin eg flight no., route no.

Destination REF - is a reference point when the task will end eg flight no., route no

DAY – START – END – are controlled with the mouse on the roster screen.

By moving the mouse to the day and start time then click the left mouse button the movement will be created

Note: the user will need specify the origin and/or destination flight or route no. as a mandatory field. As the origin and/or destination flight/route no. are displayed on the flight puck during the creation of the movement, the system will identify with the flight /route no. before allocating movement profiles

   35.3 - Edit Movement

To edit a movement select Edit Movement from the select action drop down box.

When selected, identify/select the movement time puck which needs adjustment.

The original selection criteria of the movement will be displayed.

The new parameter fields available relate to:

PAX (passenger / customers) expected number of passengers that require to be serviced by the entity. The pax number will affect the queue management parameters. (Refer queue management for more detail)

Bay or Parking Area No. –Additional information to where the entity will be located within the work area.

   35.4 - Delete movement

When selected, identify the movement to be deleted. When selected the movement will be deleted

There is NO retrieval or reversal of the movement after deletion is confirmed.

   35.5 - Move Movement

When selected - Identify the movement puck, by holding down the left mouse button – the movement start will realign to the time slot where the mouse pointer in located – continuing to hold the button move the mouse to relocated the movement to the new time slot. Release the mouse button when the new time is identified

After selecting the system will display the new start time for the movement puck. As steady hand can move the puck to commence at any time slot within the period

When moving puck to a different time slot NOT currently display on screen, continue to hold down mouse button and use the keyboard arrow to display more of the movement display within the roster period.

   35.6 - Copy Movement

When selected will enable the user to copy the movements to any day within the roster period.

Identify the day/s where the movement needs to be duplicated then select the movement to be duplicated/copied - Copy All will copy movement to everyday within the period.

The copy function only copies a one movement on every day selected. If multiples movements are required then repeat the copy process.

   35.7 - Create Tasks

Create Tasks functionality is designed for editing and fine turning of the roster.

When selected, the option will create the tasks for selected movements individually. The creation of tasks follows all profile (task creation) rules.

When selected the system will delete any previously created tasks attached to the movement, and recreates the task in accordance with the rules allocated ie new time slot if task have been moved.

   35.8 - Movement Tasks

Movement tasks provide a list of all tasks created by the system and allocated to the aircraft movement.

The important information to identify is the profile ID names to ensure the system allocated the correct profile. If the profile is correct (as expected) then all other details will reflect the profile details.

   35.9 - OPTIONS – Movement Manager

Within the Options menu there are only a couple of programs available.

Generate Mvmt Tasks

When selected requests the Easy Roster system to review every movement within the roster period, reevaluate and assign a profile to the movement (following the profile criteria). Then create the tasks required by each selected profile for each movement.

WARNING: when selected any previously created and or allocated tasks will be deleted. All new tasks will appear in the unallocated task bucket, and will need to be reassigned.

Copy Period Movements

When selected, the system will copy all the movement from the current (selected) period to a nominated period. With this selection the system will DELETE any previously created movement for the nominated period.

Movement List

Provides a list of all movement within created within the current period.


36 - WORK PROFILE MANAGER Table Of Contents

A work profile – is a set of criteria which is designed to match an event which may occur/work unit which happens at a regular time period. The Easy Roster system will identify the different criteria to match, build and assign task to service the movement or work unit.

Within the Easy Roster application a profile falls into two main categories

1. Static or Normal Profile

2. Movement Profiles

When setting the criteria for movement profiles, the user can build very generic profiles which will match every movement. Working down the scale to build a very specific profile which will match only a specific movement.

Within each type of profile the system will identify the tasks that need to be performed, the duration of the task, when and where the task need to be performed.

Using the Easy Roster "Work Profile Manager" program, will enable the organisation to identify, map and understand:

When specific tasks need to be performed throughout the day and roster period

How many resources are required to cover the task at any specific time period

What is the skill set of the employees to ensure tasks are performed to service standard levels, identify multi skilling criteria (without over training)

Identifying and Allocating non time specific task in between time specific tasks

Maximizing the work hours of the employees

Create cost affective and efficient roster which will service the organisation’s customers to the required service level.

NOTE: before creating ANY profiles – establish a naming convention, as the number of profiles grow the user need to be able use the profile ID the profile and understand what resources are required.

   36.1 - Static / Normal Profiles

This relates to a set of tasks with NO specific workload driver but is required to be performed as part of the daily workload.

For example – Cleaning, Administration Duties, Management etc. With reference to cleaning,there may be several types of cleaning, Office and Service areas, which may require different cleaning requirements due to the daily demand (office cleaning weekends may not be required, a profile can be created and applied for each scenario).

These profiles are referred to as fixed static tasks.

Within a dynamic workforce environment, there are some tasks which are NOT demand tasks (responding to an event) these are refereed to as non time specific tasks, therefore they are tasks which may be performed in non critical time frames. Flight reconciliation after the plane has dispatched, can be deferred for a period of time allowing the employee to service another aircraft (time critical) before completing reconciliation process at a later time period (non time critical).

Within the Easy Roster application, the user can set up any number of static profiles. One generic profile can cover all daily tasks, or individual specific task covering any duration or time of day, or a combination of both to find middle ground.

   36.2 - Movement Tasks

A Movement Task is referred to as a time specific task.

When the movement is identified the system will find a matching profile to the movement/ work unit. At which point the system will generate the tasks stipulated in the profile, which was designed to cover the demands of the movement.

The building of movement profiles can be attached to the start of the movement /work unit or to the end of a work unit.

Remember the tasks created are nominated in the profile and are not driven by the movement / work unit duration.

The profile / task allocation flexibility, allow the user to identify all task associated to the movement, the task can be any duration at any time prior to or after the movement start / end time.

Example: an aircraft arrives at 09:00 – with a ground time of 180min (3hours) then departs.

The above example is a base resource allocation for an aircraft movement. But each movement may require additional or less resources pending, aircraft size, domestic or international service (security or passport controls), where it is going to or coming from (language requirements), time of day (morning flights business people – day travelers - no bags – pre-checked in, midday flights (cheaper) – holiday makers – families- baggage require full service), these are some of the working variable parameters.

All of the above scenarios can be identified and catered for within the Easy Roster "Profile Manager" program.

Thinking out side of the airport environment, into a production environment, task associated to a movement or work unit for an 8 hr (480min) shift. Is every shift EXACTLY the same? , What are the variables?

In a food related environment, what are the peaks within service delivery? What has to happen prior (food preparation - how much? how long?)? What happens after (clean up).

Thinking about your organisational environment, what circumstances impact the number of staff required to cover the workload tasks? In what instances does the task type change requirement in e.g. skill level, duration or number of resources required?

With ANY variation a profile can be built and applied to which tasks are created and assigned to staff. This becomes their daily work / task sheet.

   36.3 - OPTIONS – Work Profile Manager

Create profiles ID (Normal, Start, End) – requires the user follow the prompts and provide the system with a Profile ID and Profile description.

NOTE: these selections will only create as BASE (generic) profile. To ADD additional criteria use the “Change Profile Details” within the “Option” program selection.

Delete Profile: will delete the currently displayed profile from the application.

Warning: after deleting all records and tasks created by the delete profile will be compromised. There is NO UNDO! Use with caution!

Copy Profile: will copy the currently displayed profile details. Follow the prompts and identify the new profile ID and description.

Reset Display lines: after the user has modified and potentially manually moved the profile loads to a new position, this selection will realign all the profile loads.

   36.4 - Change Profile Details

Within the profile details display it provides only a quick glance base information on the created profiles.

To view or change details select edit.

When filling in the details of the profile – remember the more criteria entered the more parameters which has to match BEFORE the system will associate the profile to the movement and create the tasks.

For common movement or generic movements apply only the basic details

Many of the criteria within this program has been explained previously, by inserting data into these fields expands the criteria which the movement has to match. Other parameter within this program will increase the criteria yet again.

Priority – is the order in which the Easy Roster system selects the profiles and applies the selection criteria. If the selected movement does NOT match the profile parameters it will then go onto the next profile in priority order and try again. The system will continue down this process until it has found a profile match or no profile match could be found.

Note: setting the priority is important – apply the rule: the more details (parameter fields used) the higher the priority. Or if the profiles are the same priority the system will check the profile list alphabetically.

Movement Profile – when selected tells the program to look for a matching movement to apply the profile.

Movement Start – when selected indicates the tasks associated to the profile will be related to the start of the movement. If NOT selected (by default) will indicate the tasks will be associated to the end time of the movement.

Expected Pax (passenger / customers) – within the application there is a complex calculation which will calculate the number of resources required to service the forecast number of pax.

Start / End Time – using the time frame parameters advises the system to only evaluate movement within the nominated time frame.

Flight # - is a very specific parameter, the system will only apply the parameter to movement with the nominated flight, provided all other criteria within the profile ALSO matched.

Week Days – this parameter allows the user to nominate specific days which this profile is active. This allows for the user to set up different profile/resource requirements for weekends etc.

   36.5 - Profiles Sets

A profile set allows the user to group profiles which are applicable to a specific roster period, season event etc. A profile set id represents these time periods or events and the user can select form the list of profiles create which profiles are applicable for the roster period.

This process allows the use to include or exclude profiles that are or are not relevant, resulting in only the task required being generated for the period.

Add / Delete to Set - is the table in which all profiles are listed and the user can assign the profile to any number of created profile set Id's. As the user will have set of generic profiles and a set of specific profiles to suit the profile set requirements.

   36.6 - Generate Static (Tasks)

When selected the system will ask the user to nominate the the profile set and the roster period for which the tasks will be generated.

   36.7 - Generate Movement (Tasks)

When selected the Easy Roster will identify all the movement for the selected period match and associate the profiles to the movements create the requested tasks as per assigned movement.

   36.8 - Managing Profiles

The initial set up of a profile requires the user to create a profile ID (remember naming convention). To create new profiles at any stage from the option menu provides the functional requests

Select Profile: will display all profiles.

Select Action: profile management functionality

Show by: allow the user to sort and display the profile load information on screen

None: when a profile is selected the system will advise the user if the profile is still ENABLED or has been DISABLED. To Enable or disable the profile, select the enable /disable button. When disable the system will not consider the profile during the task generation process.

Tips: when ticked will provide additional on screen information relating to profile loads.

Type: this provides the use with the profile type Normal (static profile), Movement Start or End

   36.9 - SELECT ACTION - Work Profile Manager

After selecting the profile the Easy Roster system will provide a different screen for :

Static Profiles – being a 24hour time line which task which will indicate when static tasks will be performed during the day.

Movement Profiles – which displays 24 hours before and after a 0 (zero) time line. The 0 (zero) time line indicates the movement (work unit) Start / End time.

For task that are required to be performed BEFORE the movement start time will be displayed in front of the line, any task that need to be preformed after the movement has commenced will appear after the time line.

Select Action Menu

   36.10 - Create Profile Load

A profile load : is the tasks required to be performed when the profile is selected.

Once selected the Easy Roster system will display the following parameter dialogue box

Most of the entry fields in the top section have been previously explained. Identify the criteria of the task / load and enter the details.

Once task criteria / parameters have been identified move the mouse point on the screen where the task are required to commence, using the mouse (left hand button) click at the desired point in time when the load/task needs to begin.

The display between static and movement tasks have slight differences but the principles are the same.

Queuing - is a complex calculation based on number of passenger/customers, acceptable service standard on waiting for service and average service time.

Queue management and Queue management theory is explained later in this document.

   36.11 - Copy Profile load

To copy a profile load for a STATIC/ NORMAL profile, select the day within the roster period in which

   36.12 - Move Load

When selected, identify and select the load / task which is required to be relocated. Once selected the mouse point will be the commencement of the task, the information within the load will display the start time of the load. This display will allow the use to position the load exactly where required.

   36.13 - Delete Load

When selected, identify the load /task to be deleted, select the load and confirm the delete option.

Remember there is NO UNDO!

   36.14 - Edit Load

When select, identify and select the load which requires editing. Once selected the system display the current load task information.

The dialogue box has a few extra parameters:

Proficiency – the setting of the proficiency identifies the level of skill required to perform the load/ task. (refer skill set up and allocation to employees). When a specified proficiency is nominated the system will use this information as a parameter when assigning task to employees.

Allow break – give the system to allocate a break time within the same time as the task load. This option is required when tasks duration are greater than the maximum allowable time before a break is mandatory. If allow break is not selected the system may have trouble allocating the task, as it will be in breach of award /working rules.

Floating minutes:

Merge – is the permission box to allow multiple task in similar time periods to merge (refer skill set up)


37 - TASK MANAGER Table Of Contents

The task manager is one of the hub programs within the Easy Roster application.

Within this program it brings together the Shifts from Roster Manager, the tasks generated from Movement Manager, Floor Plan Manager and Profile Manager.

Within this program the allocation of tasks to shifts and individuals is performed.

The gathering of all this information will result in the assembling / building of rosters.

Within this program, management of the organisation’s daily tasks and employee allocations are controlled and monitored.

This program has the ability to assist the organisation’s in understanding the efficiency of the created roster. Assuming all tasks are covered the efficiencies can be calculated by determining the total available paid hours (rostered hours) versus the actual time worked (task covered).

Once this has been calculated, the organisation has within it power by using the Easy Roster application, to determine potential improvements to the overall cost of the operation. By reviewing the impact of:

Skills management – multi skilling – what is the best combination's of skills which would allow for better utilization of resources. i.e. mixing time critical skills with non time critical skills, this would allow the employee to be productive when the are no demand base tasks (no aircraft to service). With this type of review the organisation could potentially save on amount of employee down time, the amount of training provided, by only training the staff with a set of skills they can use and become efficient (utilise regularly, while maintaining competency?.

Shift utilisation – within the award structures of many organisation’s the employer has the authority to roster staff from a 4hour shift to potentially a 12 hour shift. Understand where and when to use the various shift time is often confusing and hard to manage. Using the task manager application understanding the requirement is easy, it is visual With the skills and knowledge of the roster team understanding and matching these rules to the organisational workload demands, without breaking award conditions becomes manageable.

The allocated tasks to the individuals can be displayed with the daily data available within the employee kiosk, so the communication circle is complete.

   37.1 - Task Manager Menu

Day? – the day selection allows the user to select individual days within the roster period in which to work on the task allocation.

The user can select “All Days” to display all tasks and shifts for the period; however the amount of possible data may impact the system speed.

Task that go over the day end period are displayed on the day which the task starts.

Select Action – allows the user to edit and allocate tasks (more details to follow)

Show by ? – provides a couple of different display options, Show by, - Skill, position, location, stream (work stream) entity (equipment type) and sequence

Show / hide Button - provides addition onscreen functionality and user options

•Rounding Minutes – identifies when the shift will start from. 15 min = 15 minute intervals starting from the o’clock. When clicking and dragging shifts into preferred start time her system will correct the movement to commence the shift at the nominate rounding

• Use flip time - The user can specify a flip time in the advance shift rule. After nominating the flip time on the shift rule, such as 20:00. when allocating tasks to shift and the task end time goes beyond the shift end time the system allies the flip time rule and end the shift after the end time of the task, rounding is applied.

• Use Overtime - ????

• Same Position in Shift – as employees can have multiple positions and skills, this option will enforce the employee has only one position with the tasks allocated , there still maybe multiple skills.

• Same skill in shift – will ensure the person is doing the same skill all shift

• Shift creation – when selected will create additional shift to accommodate the created tasks which can be allocated to employees within roster manager

• Validate task allocation – then deselected will allow the system to bypass and validation rules associated to the allocation of the task i.e. skills etc.

• Delete confirm – when selected the system will send the user a confirmation of the delete selection. This functionality is provided to simplify the process when multiple shift and or tasks need deleting from the screen, without the system requesting a confirmation of each delete.

   37.2 - Select Action

Create Shift – this option is to create on off shift within the task manager program.

The user selects the appropriate shift rule details they require to cover the tasks. To use the shift times of the shift rule the “use shift time “ tick box needs to be ticked on.

To create a shift at a different start time to the shift rule ensure the “use shift times” is not selected. Then point the cursor to the required shift start time and click the left mouse button, (for every selection (mouse click) a new shift will be created) the system will correct the shift start time using the rounding minute option. The use can specify the number of shifts required.

All gray fields will reflect the time and ay the mouse point is currently at, and the minute selection reflects the shift duration within the shift rule parameters

Multi Copy Shift – when selected provides a dialogue box which allows the user to select set days within the roster period to copy the shift, or select ALL will copy the shift to all days, replicating the shift details of the selects shift.

Firstly select the copy requirements then select the shift to be copied.

For multiple copies the process need to be repeated for each copy.

Edit Shift – allows the use to select the shift which need some amendments to the shift parameters. These adjustments are one off and will not affect the shift rule parameters.

The majority of fields within this program is self explanatory, or explained previously within the document.

Delete Shift – when selected identify the shift to be deleted the system will provide a confirmation message, unless “Delete Confirm” has been deselected in the “show/hide” button. All tasks within the shift will become unallocated after shift is deleted. Note: there is not undo!

Move Shift only – this function allows the user to click and drag a shift to a new start time. any tasks within the shift will remain in their position. If the shift is moved and creates a conflict with any tasks allocated to the shift the task will become unallocated to accommodate the new shift position

Move shift & Tasks – this selection includes the task when clicking and dragging the shift to the new start time. Note: if the shift are time critical / movement tasks the tasks will be moved to a new start time.

Shift Flip to Front – this functionality is designed to move any idol time (no task allocated) on the end of the shift and reposition the shift so the idol time is at the start of the shift. When selected – identify the shift and the system (using the rounding rules) will move the task to a time which still accommodates the last task. During the processes the system will also review the meal allocation rules, and will reject the flip if the rules are to be broken .

Shift Flip to Back – same as flip to front except reverse.

Trim shift – the trim shift option allows the system to identify from the shift rules another shift type which will accommodate the allocated task but reduce the total work hours. i.e. an 8hr shift being reduced to a 4,5 or 6hr shift if possible.

Shift Task – provides a table with all the details of the tasks allocated to the select shift

Create Tasks – this selection allows the user to create one off tasks (they will not be repeated during the shift generation processes. When selected fill in the appropriate details position, skill etc.

Multi Copy Task – similar to multi copy shifts, fill in the required copy details than select the task. For multiple copy repeat the processes.

Move Task / Break – with a click and drag process select and relocate tasks and meal breaks.

Drag Task To Shift – is a manual allocation process, simply identify the task and drag the task to the shift. The system will validate the request following rules and parameters.

Edit Task – allows the user to alter the task parameters. When selected select the task and the details of the task will be displayed, make the appropriate changes then submit

Allocate Task – select individual tasks and the system will identify an appropriate shift to assign the task following rules and parameters

Delete Task – when selected identify the task to be deleted the system will provide a confirmation message, unless “Delete Confirm” has been deselected in the “show/hide” button. Note: there is not undo!

Split Task – when a task is to big to be allocated and can be broken down in to smaller pieces for allocation – spilt task is selected. The default setting is 60 minutes; the split task setting is controlled within the Profile Manager when creating the initial task. When creating one of tasks the system provides a split shift parameter.

Join Task – can occur after the task have been split. The system will find the previously adjoining task and reconnect. The joining process can occur in the unallocated task button or on shift.

Create Timesheet – select shift with employee’s allocated to create time sheet

Edit Timesheet – select shift with timesheet has been created to edit

Edit Segment – more details to be written

   37.3 - Unallocated Task Display

The unallocated task display area (bucket) appears below the displayed shifts.

Select the slide button and the unallocated task screen will float with scrolling action of the shift display

Select action – provides the user with two option to increase or decrease the unallocated task display screen.

Show by – is a filter when selected only the nominated skill will be displayed.

Pack task – is a display option when there are large amounts of unallocated tasks.

If there are large number of unallocated tasks it will show them in their original display line since Pack Tasks takes long.

When the number of unallocated is reduces the system will automatically pack the tasks

   37.4 - Task Manager Options

Reset Shift lines – After working with the shifts they may become a bit untidy – reset the shift line will reorganize the shifts

Reset Task lines – After working with the tasks they may become a bit untidy – reset task line will reorganize the tasks

Generate Static tasks – Static tasks are from the static profiles developed within the profile manager program.

Generate Mvmt – Movement tasks are again associated to the movement profile created in profile manager.

Generate Plan Tasks – are tasks generated from the floor plan program.

Allocate Tasks – will allocate all tasks within the unallocated tasks bucket, following all rules and parameters set up in the system. Remembering within the “show/hide” options are available to create additional shifts to cover task and to ignore shift rules and other parameters

Unallocate Tasks – when selected will unallocate all task and send them back to the unallocated task bucket.

Delete Tasks – will delete ALL tasks, system and manually created tasks.

Delete Shifts – will delete ALL Shifts, system and manually created shifts

Move Tasks Down – ??????

Efficiency Calculation – After the tasks has been allocated to the shift, the system provides an efficiency calculation to determine the effectiveness of the roster.

The calculation is based on the allocated work time (tasks) excluding meal breaks, divided by the available work time (shifts) This calculation does not consider the tasks in the unallocated task bucket.

After a allocation this calculation can become a power tool to determine the effectiveness of the roster.

Efficiency Graph – When selected will create an hour by hour graph covering the daily operation. The graph appears on the bottom of the shift display.

The green section of the graph shows staff be in utilised, the red portion of the graph shows un utilized staff.

This visual display allows the user to identify parts of the roster where staff are not fully utilised. This could be for a number of reasons but knowing allows the rosterer to address any potential problem areas and improve the roster and task allocation.

Move Tasks a Day – when select will move all currently unallocated tasks to the next day in the roster. This should be done at the end of the daily operation for non time critical tasks, which could be deferred to the next days operation.

Move tasks a week – when select will move all currently unallocated tasks a week (7days) within the roster. This should be done at the end of the daily operation for non time critical tasks, which could be deferred to the next weeks operation.

Profile Sets – a profile set is a selected combination of profiles which are relevant to the currents days’ operation. The user can set up different profile sets to suit weekly or seasonal changes. Additional explanation is provided within Profile Manager

Change Profiles – this is a additional shortcut to allow the user to modify and create new profile labels (not associated tasks). Refer Profile manager for more information – create profiles)

Add/Delete To Set – Allows the user add and/or delete profiles within the profile set as the daily operation demands change.

Floor Plans(associated to casino industry) allows access to the floor plan header details which can be modified or a new floor plan header created. (task modification and/or creation can be done in Profile Manager)


38 - EMPLOYEE KIOSK Table Of Contents

The employee Kiosk provides a web base application in which the employee can access to collect their allocated roster and to make roster requests.

Access to the employee kiosk can be via any computer or personal device which has web access and display provision.

   38.1 - Security

The Easy Roster employee kiosk has a number of different levels of security and protection: user group identification code, employee assigned email address and employee selected password. The protection of the employee’s data is very important. Care must be taken to protect the log on information and passwords should be changed regularly.

Easy Roster administrators recommend the user follow the password protocols for maximum security - 6-8 characters include a capitol letter and a number. i.e. Ekiosk2

The system administrator / primary user will set up the initial password in the system it is recommended that the user changes the password in “Your Details” selection option within the employee kiosk.

   38.2 - Set Up

Every organisation using the Easy Roster application will be give a URL in which to access the system and their data.

Using the same URL with a / kiosk on the end will allow employees to access the employee portal to the application.

http://www.easy-roster.com/XXXX/VERSIOn/kiosk

Before an employee can gain access to the kiosk the administrator / primary user has to give the employees access.

Within the primary program open the “employee” maintenance program.

The employee needs to have a WORK email address and a password assigned

   38.3 - Employee Kiosk Log In

Group – is the same as the user group ID required to gain access to the primary application

Login Email – is the same email address that has been identified and noted within the primary system within the employee details

Password - is the same password that has been identified and noted within the primary system within the employee details

Enter the correct details to gain access to the individual employees roster details.

   38.4 - Forgot Password

Complete the Group and the email address, the system will verify the information and send the employee their password the email address listed in the system

   38.5 - Employee Kiosk

The employee kiosk provides access to the employees to there roster and optional task allocation

Current period – will display the roster which is currently active

Prev Period – will allow the employee to select previous rosters , multiple selection will allow the user to view all previous rosters

Next period – will allow the employee to select future roster period, this will enable the user plan and submit roster bids, availability requests and leave requests.

Print this period – when selected convert the roster to printable version, user the web browser options to print (file / print)

Refresh – will update the roster including any changes which may have occurred in the primary Easy roster Program.

   38.6 - Employee Request

Employees can access any roster period listed within the system.

By selecting future periods (prior to the creation of the roster) the employee are able to formulate there roster requests

Availability, Leave and Shift bids and preferences

The easy roster system allows for the employee to REQUEST options these REQUEST have to be approved by a authorized Easy Roster primary user, within the primary application.

The employee by identifying the day can select

Unavailable / Available – these are an automatic selection when selected will formalise the request

Leave - first drop down box –when selected will give all the leave options available, selecting a leave option then SUBMIT, will formalise the leave request

Shifts bidding preference – second drop down box – when selected will display the available shifts, log the request as a shift BID. Only shift to which the employee is qualified to perform will be displayed

The employee can make a SINGLE request for the selected day or a MULTIPLE requests.

In the multiple requests the employee is showing by her request they require some STUDY time but they are available in the afternoon and has request a particular shift.

The user can approve A) a full day study leave or B) their availability and or C) the shift to which they are bidding or or D) REJECT all requests.

   38.7 - Approval / Rejection

After the employee has submitted the requests the authorized user of the application has to accept or reject the employee requests.

Once the authorized user has processes the requests, the result as can be seen by the employee after refreshing or next time they log on

The results of the authorization process can be clearly seen as each request has an approved or rejected stamp

   38.8 - Published Roster

Once the roster has been created and published the roster is then available through the employee kiosk

Allocated roster – (lavender box) shows shift start and end time, shift id and any specifically allocated tasks.

The approved and rejected employee requests are still displayed fro the employee information.

   38.9 - Tasks

Within the primary application of Easy Roster the system has the functionality to assign specific tasks.

If a task has been assigned, from the rostered shift select tasks, the system will provide a full list of assigned tasks.

The details of the assigned task includes basic information

Task start/end time,

Location - where the task is performed,

Skill – will relate to what task is required to be performed.

When completed – mark as done – will transfer information to the primary program the task is completed.

   38.10 - Your Details

Within your detail option provides access to the employee to update basic personal information within the Easy Roster application

Within this option the user can change passwords and email address.

   38.11 - Log Off

The log off option closes the employee’s link to the Easy Roster application, returning the user to the log on page.

It is recommended that once the user has finished with their roster they log off the system IMMEDIATELY - before leaving the computer.

Leaving the system logged on allows other computer users to access you personal information, including system passwords.




39 - Easy Roster Time and Attendance Table Of Contents

Time Sheets are essential components of Labour Management. The Easy Roster Time and Attendance system provides: management of attendance, including the use of data from clock systems; and comprehensive interpretation of hours worked into payroll information.

The Easy Roster System also provides useful costing tools to allow users to quickly calculate costs and aids compliance with manpower budgets.

Manpower costs (hourly rates) can be applied to all employees, either individually or in bulk. Rates can be applied to Positions/Skills performed if required.

With East Roster's Time and Attendance, you can build a library of Interpretation Rules (Pay Conditions) that can be applied individually or to groups of employees who share the same pay conditions. The system can then interpret the hours and circumstances worked into meaningful information for Payroll systems, or simply provide a report on actual costs of rosters, or sections of rosters that you produce.


   39.1 - Basic Roster Costs

Even without setting up Time and Attendance components, the Easy Roster system can provide basic costings based only on hours worked.

The Cost Box in the top Left section of the Roster Manager shows the cost of the current selection, whether that is a day, and employee or the whole roster.

The cost interpretation works from Shifts. There is no need to have created a timesheet, but if a timesheet is included it is also applied in the interpretation.

Timesheets should be used to handle roster exceptions such as early out, late ins and overtime.


   39.2 - Basic Roster Cost actions

Simple Roster Cost actions.

Click on the Cost Box at any time to get an update of the Cost for the whole roster.

Select Shift Cost from the Select Action drop-down.

By clicking on an employee whilst the Shift Cost action is selected, the Cost Box will display the cost of that employee for the roster period.

By clicking on a date box whilst the Shift Cost action is selected, the Cost Box will display the cost of the roster for the selected date.

By clicking on a Shift whilst the Shift Cost action is selected, a window will give a full breakdown of the shifts costs. If Easy-Roster Time and Attendance is set up, the full breakdown of the cost components will be displayed. If there is no Time and Attendance st up, the default basic cost will display as shown:


   39.3 - Time and Attendance Components

Prior to using the Time and Attendance system, it is important that the User set up the components that are used to provide the Time and Attendance system outcomes.

These include the basic elements:

Interpretation Rules - how different shift elements are interpreted;

Agreements - A label in which to group Interpretation Rules for individual application;

Agreement Rules - the Interpretation Rules as grouped into Agreements;

Timesheets - created from the Time and Attendance components are a record of Employees Interpreted ours available for Reporting or Exporting to Payroll systems

By creating a library of Interpretation Rules you can build them into appropriate Agreements to attach to individual Employees. The system can then interpret the hours according the the Interpretation Rules that you have created.

A default Agreement can be set so that if an employee is not linked to an agreement the default one is selected for interpretation.

Timesheets can be created in bulk for a day or individually for each shift. Timesheets are managed from within Roster manager.


   39.4 - Interpretation Rules Setup

Interpretation Rules are used to determine how different shift elements are interpreted.

What is paid

You can specify components as:

When it is paid

Components can be specified to apply to:

To Open Interpretation Rules, select Interpretation Rules from the Time & Attendance menu in Roster Manager.

To Create or Edit an Interpretation Rule, click Create or Edit in The Interpretation Rules screen.


   39.5 - Interpretation Rules Maintenance

The Interpretation Rules Update screen is used to create and edit the Interpretation Rules.

Model: The Model to which these Rules apply. This will be defaulted and cannot be changed.

Tna Rule: Note: Before starting - set up a naming convention- refer explanation at start of this document.

The Tna Rule is the abbreviated description of the Interpretation Rule.

This abbreviation should be restricted to 10 characters, which has meaning to the user.

For example:

Note: these are only examples - the user needs to consider what is relevant when creating the codes and the ability to cover all potential options for NOW and potential future codes.


Descr: The description of the Tna Rule is the meaningful expansion of the Tna Rule abbreviation with more information to allow the reader to understand it\\\\\'s purpose.

Shift Type: Specify the Shift Type that this Rule is to apply to.

Skill: The Skill can be specified so that Rules can be limited to apply to when a particular skill is used in a shift or segment.

Extra Money: Specify Extra money (allowance) to be paid per shift. This is a one-off expense and should have the Expense flag set to \\\'on\\\' (see Expense field below)

Extra Money Per Hour: Specify any Extra money to be paid per hour. This is essentially the same as \\\'Extra Money\\\' but paid on a per hour basis. It should have the Expense flag set to \\\'on\\\' (see Expense field below) but can also be used in conjunction with the Pay Ratio (see below) in the same rule.

Pay Ratio: Specify the multiple of the basic pay rate to apply (e.g. 1.2, 1.5, 2.0 etc.)

Expense: Classifies this Rule as an Expense. An Expense TNA Segment will be cumulative. Non expense segments with highest Priority code will apply one-off, whereas with Expense checked, for the same shift times you can have multiple Expense segments applying at the same time. Use for Uniform, Meal or other allowances or payments, where more than one can apply to a shift meeting the criteria.

Overtime Start: This Rule is to apply at the start of an Overtime segment.

Overtime End: This Rule is to apply at the end of an Overtime segment.

Undertime Start: This Rule is to apply at the start of an Undertime segment (e.g. Late In).

Undertime End: This Rule is to apply at the end of an Undertime segment (e.g. Early Out).

Min Mins: Minimum time limit for this Rule to apply (use with Max Mins to limit the length of a segment).

Max Mins: Maximum time limit for this Rule to apply (use with Min Mins to limit the length of a segment).

Leave: Leave code associated with the Rule. When a shift has a leave ID, only rules for that leave will be processed.

Priority: The priority setting within the Interpretation Rule is the order in which the system will use a non-Expense Rule when more than one rule could apply in the interpretation process. The lower the number, the high the priority of the rule. Rules Marked as Expense can be applied to a time segment regardless of how many other rules apply to that segment. Non-Expense Rules are applied one only per segment, and the Priority is used to determine which of many should be the one applied. For example, Normal Shifts on Public Holidays. There will be a rule that says a certain pay ratio will apply to Shifts worked on Public Holidays, for the same shift, the Ordinary Shift rule can also apply. To make certain the Public Holiday rule will apply on a Public Holiday, the Public Holiday rule is given the higher Priority (lower number).

Days of the Week: Specify the day or days that this rule will apply.

Before Tm: Use to invoke this Rule if shift commences before the stated time. Before Tm will apply this rule for the section of the timesheet that is between the timesheet start and the Before Time.

After Tm: Use to invoke this Rule if shift commences after the stated time. After Tm will apply this rule for the section of the timesheet that is between the After Time and the timesheet end.

Ph Only: Use to signify that this Rule is only to apply on a Public Holiday

Travel: Use to signify that this Rule is to apply to the Travel Time component of a shift. It will only apply for Event\\\\\'s that have travel time specified.


   39.6 - Agreements setup

Agreements are user-defined labels that are used for groups of Interpretation Rules. The Agreement has Rules assigned to it and is applied to Employees.

To access the Agreements, select Agreements from the Time & Attendance menu in Roster Manager.

The Agreements Update screen is used to create and edit the Agreements.

Model: The Model to which these Agreements apply. This will be defaulted and cannot be changed.

Agreement: This is the abbreviated description of the Agreement

Descr: The full title or description of the Employee Pay agreement.

Apply Tasks: Use to break the interpretation segments down to task level (if using tasks in your Roster process). When tasks are used, costing data is associated with the specific Locations, Positions, Skills or Work Streams of each task.

Swipe Before Start Mins: Used where time clocks are used as part of the Time and Attendance system. Grace period allowed for clocking in before the start of a shift.

Swipe After Start Mins: Used where time clocks are used as part of the Time and Attendance system. Grace period allowed for clocking in after the start of a shift.

Swipe Before End Mins: Used where time clocks are used as part of the Time and Attendance system. Grace period allowed for clocking out before the end of a shift.

Swipe After End Mins: Used where time clocks are used as part of the Time and Attendance system. Grace period allowed for clocking out after the end of a shift.

Default: Check to signify that this is the default agreement to apply for the purpose of providing costings where the Time and attendance system is not used, or where an employee has yet be asssigned an Agreement.


   39.7 - Adding Interpretation Rules to Agreements

Agreement Rules is where the different Interpretation Rules that need to be part of an Agreement are maintained. Rules can be added, edited or deleted from an Agreement.

To access the Agreement Rules, select Agreement Rules from the Time & Attendance menu in Roster Manager.

Updating Agreement Rules is simply a matter of selecting an Agreement and submitting it with an Interpretation Rule.

Model: The Model to which these Agreements Rules apply. This will be defaulted and cannot be changed.

Agreement: This is the Agreement you wish this Rule to apply to.

Tna Rule: The Interpretation Rule you wish to add to the Agreement


   39.8 - Assigning Agreements to Employees

Once the Agreements and Interpretation Rules have been associated, you need to assign the Agreements to each Employee.

To assign the Agreements to Employees, select Employee from the Time & Attendance menu in Roster Manager.

The Employee Agreements Update screen is used to assign and edit the Employee Agreements.

Model: The Model to which these Agreements Rules apply.

Employee: Select the Employee to assign or update the Agreement for.

Agreement: This is the Agreement you wish to assign to this Employee.

Start Dt: Start date of the period that this Agreement is to apply.

End Dt: End date of the period that this Agreement is to apply.

Note: If no Employee Agreement is in place, the Default Agreement will apply for basic Roster costing.


   39.9 - Setting Pay Rates

Pay Rates for Employees can be set in a number of ways:

Rates for Skill are applied only if you have NOT set an hourly rate for an Employee.

The Order in which Rate information is applied is as follows:


   39.10 - Setting Pay Rates - Basic Rate for all Employees

The simplest method of Roster costing is to apply a basic hourly rate across the board to all employees.

This is done by selecting the Set Pay Rate option from the Time & Attendance menu.

Add an hourly pay rate amount and click OK.

The rate entered will be applied to all Employees (as Filtered in Roster Manager) from the current date and apply for 12 Months. Any Existing Rate records will remain.

Using the filters in Roster Manager, you can apply different rates to groups of employees as defined by the available Filters of:


   39.11 - Setting Pay Rates - Basic Rate for individual Employees

To Set a Pay Rate for an individual Employee, from Roster Manager -

1. Select an Employee

2. Choose Employee Pay Rate from the Options menu

3. Click Create to make a new record or Edit to change an existing record.

4. Complete the required information and Click OK

Model: The Model to which these Pay Rates apply.

Employee:The Employee ID for this Employee Pay Rate record.

Position: (Optional) The Position to which this Employee Pay Rate will apply.

Start Date: Start Date for this Pay Rate record.

End Date: End Date for this Pay Rate record.

Per Hour: Enter the Hourly rate for this record. (e.g. 25, 25.6 or 25.60 etc.)

   39.12 - Setting Pay Rates - Rate to apply to Skills

The Skill Pay Rate is set up in the Skill Record. See 14.14 - Skills for more information.

To add or update a pay rate, add the rate to the Cost Per Hour Field.


   39.13 - Creating Timesheets in Bulk

To Create Timesheets for a Day, click and highlight the Date box for the day you wish to create Timesheets for. Select the Create Time Sheets option from the Time & Attendance menu.

Confirm the Timesheet Creation. A confirmation Message appears.

The Timesheet Icon will appear on the Shifts once the Timesheets are created.


   39.14 - Creating an individual Timesheet

Timesheets can created for individual Shifts by selecting the Create/Edit Timesheets option from the Select Action drop-down and clicking on a Rostered Shift that you wish to create a Timesheet for.

The Timesheet Icon will appear on the Shift once the Timesheet is created.

   39.15 - Updating Timesheet information

Individual Timesheets can edited by selecting the Create/Edit Timesheets option from the Select Action drop-down and clicking on a Shift with a Timesheet that you wish to edit.

The Time Sheet Screen will appear with basic Shift information and the pay interpretation displayed.

Some fields can be updated to reflect changes to Rostered Work Times.

Shift Start: Display Only. Shift Start Time (cannot be edited).

Shift End: Display Only. Shift End time (cannot be edited).

Time Sheet Start: Time Sheet Start time. Edit to alter interpreted hours.

Time Sheet End: Time Sheet End time. Edit to alter interpreted hours.

Meal Break Start: Meal Break Start time. Edit to alter interpreted hours.

Meal Break End: Meal Break End time. Edit to alter interpreted hours.

Shift Type: Edit to change the Shift Type.

Leave Type: Edit to add or change the Leave Type for the whole Shift.

Click Save to Save the Changes (if any) and to display the updated Pay Interpretation of the Shift Hours based on your changes.

To view and edit individual Timesheet segments, Click on the Interpretation button to open the TS Interpretation Screen.

Individual Segments can be created, edited or deleted.

Segment #: Display Only. The Segment ID number. System Default(cannot be edited).

Time Sheet #: The Time Sheet ID number that this segment is associated with. System Default.

Model: The Model to which this Time Sheet Segment applies.

Tna Rule: Time Sheet Rule ID used for this segment. Edit to alter interpreted hours.

Start Ts: Time Sheet Segment Start time.

End Ts: Time Sheet Segment End time.

Expense: Indicates whether this segment is an expense segment.

Work Stream: Shows the associated Work Stream. (Used for costing to Work Streams.)

Entity: Used to show any specific Entity associated with the Segment.

Position: Used to show any specific Position associated with the Segment.

Skill: Used to show any specific Skill associated with the Segment.

Location: Used to show any specific Location associated with the Segment.

Flight #: Used to show any specific Flight Number associated with the Segment.(Airline Specific).

Click Cancel to Close the Time Sheet Screen.


   39.16 - Deleting Timesheets

Timesheets can only be deleted by selecting the Delete Timesheets option from the Select Action drop-down and clicking on the Timesheet you wish to delete.

A confirmation message will appear:

Confirming the Delete action will delete the Timesheet and remove the Timesheet icon from the shift display.

If no Timesheet exists, the following message will appear:

This option should be used carefully.



40 - EVENT MANAGEMENT Table Of Contents

Included in the Easy Roster application is specific functionality designed to manage resources associated to events.

The application caters for two specific types of events,

1. The ongoing (regular bookings) events

2. The one off event, booking on demand

The regular booking events are managed differently to the one off events. The regular event has a continual data in the system which can be recalled at when required. The set up takes little effort but once completed can be utilised at any time.

For one off events the management has been specifically designed, to enter the data required for the event without the majority of the data be held in the system – building up data table entries which are use once, then compounds as the data grows, which need sorting and archiving

The process is to simply the enter the event on the required day, identify resource requirement, generate shifts, allocate to resources. These specific event shifts are integrated and managed together in the primary rostering program.

In association with the event management functionality is an additional on screen calendar displays showing the registered events for the roster period, and additional communication functionality to work with staff on events.

This document will details the requirements to set up and mange events within the system, some aspects may be repeated for flow of the document and the process which users and readers can follow.

For general set up of the application for rostering and resource management refer to the applicable sections within this document, relating to the set up of employees, skills, positions, locations etc.

   40.1 - Event set up (basic requirements)

When creating the event profile the system requires some parameters fields to be identified. These parameter fields have been discussed prior in the user document but to events management may have a different connotation

Area - An area within the context of events could indicate a town, a region or a specific location, or a combination of all. For specific sites in which events are held the area could refer to a gate, stand, function room etc.

From the setup menu “Area” create, edit etc.

Work stream - A work stream can refer to the type of event. Set Up menu “work stream” create edit etc.

When creating a new work stream record, the system provides the user with a number of data fields to enter and store relevant information within the application.

Within the application the user can define the criteria of the work stream. A work steam may be and organisation (Cricket Assoc.) or an event type (music festival) or a combination.

   40.2 - On Off Events

Within the main rostering program “Roster Manager” the user can set up one of Events.

Located on the main menu bar under the date is the event bar. On this line the system will display the events which have been booked in on each day.

Create / Edit an Event Booking - From the “Select Action” drop down menu select “View/Edit Events” (near bottom of list).

Once selected - place the cursor on the event box - on the day in which the event is booked and select. The user can enter a number of events for the same day

Create: select "create" for a new record when maintenance table is displayed insert the applicable information

Start Ts - shift start time date and actual start time

End Ts - shift end time date and actual end time.

Area and Work Steam - previously explained

Travel Minutes – identify any allowable travel time

Travel in Shift (tick Box) – when selected this option extend the shift by the nominate minutes to include the travel time.

Notes – these sections are free format areas to notate specific details or additional information

Map Link – an area to place a map reference number, refer on screen note for Google reference information.

Create / Edit Loads (Shifts/ Workload)

After creating the event booking the next step is to create the required workload or shifts.

Identify the event from the list, then “select”

The “event load” table will be displayed, select Create

Using the previously created data fill in the appropriate details required by the event.

As each event is different – the number of loads (shifts) and the skill set can be set up to match the requested requirements of the event. A number of load records can be created for each event.

   40.3 - Generate Event Shifts/Loads

Once the event has been created and the required workload identified and entered in to the system, the next step is to generate shifts.

The application provides three different function to generate event shift loads

Generate for the Roster period

Generate by day

Generate by event

Event Generation - Roster Period

This option allows the user to enter all the future events in the system. At the time when the roster is worked and general shifts are being generated, the user can use this generate by roster period option.

This option will identify all events listed and generate loads.

Within the “Option” menu select “Period Event Shifts”

Once selected follow the prompts and take note of the warning.

Note: if this option is selected any previously generate and or allocated event shifts/loads will be deleted and regenerated.

Event Generation – Day

This option allows the user to control the generation by generating the events by individual day.

The same warnings apply, the system will generate all events for the day in the processes delete all previous shifts allocated and unallocated, all shift will appear in the unallocated task section.

From the “Select Action” menu, select “Generate Event Shifts” on the Event Line select the day required and follow the prompts.

Event Generation – individual event

The generation by individual event allows the user to enter additional events at any time and generate the event individually. Using this option it does NOT delete any other shift ONLY create the shifts/loads associated with the event

From the “Select Action” options “View / Edit Events” select the DAY/DATE box above the event box.

The system will provide a separate event display where each event is show individually.

The new event (just created) will show a button, select to generate shifts loads for the nominated event.

The same button allows the user to regeneration individual events loads - this may be require in the situation when event organizers may request change to the resources originally ordered.

The shift/loads can be changed at any time, and the shifts/loads regenerated. In this instance the system will delete any previously generate/ allocated loads associated to the event and recreate.

   40.4 - Ongoing / Regular booking Event

For on going an regular booking events the user has two options.

To create a booking daily booking as described above

or use the shift management /rostering processes of general rostering principles.

Proposed method is to create shift loads that represent the requirements of the on going event. The shift loads can be event specific.

Using the shift load manager create the number of shifts required on the nominated days of the event.

If these event are incorporated with other roster practices the event can be separated by creating a new shift type.

   40.5 - Event Shift / Load Management

After the one off event shift loads have been create, they can be easily identified as they have an icon within the shift.

Allocation – to allocate event shifts / loads, all the standard allocation options are available.

Once allocated there are a couple of different display options to assist in the management of the event

   40.6 - Event Calendar

On the primary task bar of the Roster Manager program, there is a calendar display button on the right hand side. Once selected the event calendar will be displayed

The calendar can be displayed at any time, after selecting the roster period

The display below is after event have been entered into the system but NO shifts / loads have been generated, the system displays basic event information booked on each day within the period

From the screen the user can:

Hide – the calendar to return back to the roster manager display.

Print from browser – uses the inter browser functionality to print

Print – is a direct screen print of the calendar

After the shifts /loads have been generated the calendar will show the required information. Each event is displayed independently

Red indicates the shifts /loads that have yet to be allocated. The information display includes position and skill of the shifts yet to be allocated.

Green indicates the all the required shifts have been allocated, including position and skill,

The employee / s allocated to the shifts are displayed below.

Report (Button) – will display a more detailed report in the days events

When select provides a detail allocation status.

This program provides access to the event generation program detailed previously, and a short cut to the loads / shift maintenance program for the event. This allows the user to identify the event and alter the loads.

Within this program the user can allocate the employee and asset (vehicle or other equipment) listed in the application (vehicle maintenance program – Quick set up)

   40.7 - Event Communication - Staff Kiosk

The communication of even shift allocation can be done through staff kiosk.

The details provided within the kiosk will advise the employee of the shift time, the event name and any allocated travel time.

Staff Kiosk - Additional Functionality - When an event is recorded on a day the system will provide the employee the opportunity to bid for the event, the same way as the employee can bid shift preferences.


41 - Event Vehicle / Equipment Table Of Contents

   41.1 - General Set Up

To set up vehicles or other allocated equipment in the system, the two maintenance programs are under “set up” menu option

Vehicle type - The vehicle or equipment type provides a category of equipment.

For example, car, van, truck or people mover. This program can relate to any different equipment type which may be allocated in an event i.e radios, equipment boxes etc.

Note: don’t be limited by the program name “vehicle”

Maintenance Kilometers – controls the auto allocation processes. The application uses service kilometers and the service date and time (within the vehicle maintenance program) to determine the least used vehicle by type to allocate.

   41.2 - Event Vehicles "Create"

Vehicle – id code or asset no.

Description – full description

Vehicle type – as described above

From / To Service Ts: - the date and time the vehicle is scheduled for service. During the schedule service time the vehicle will not be auto allocated.

Last Service Ts: - Date of last service

Last Service Klms: - Speedometer reading of last service

Available (tick box): - when selected allows the system to user the vehicle for auto allocation. When deselected the vehicle may not be available for any number of reasons. For example break downs or equipment servicing, or when equipment has been allocated to a set location and is not available for general allocation

   41.3 - Vehicle Equipment allocation

To assign a vehicle or equipment to and event select “Vehicle Load” “Create”

The two data fields required is the type of vehicle/ equipment and the load (How many).

Note: The user can identify any number of types and loads.

Once created, Select the “Allocate Vehicle” button. This will create a record, and allocate a vehicle / equipment, that matches the criteria (if Available)

When the vehicle equipment is not available the record is created but the “vehicle” id is not displayed.

   41.4 - Manual Allocation

Select the “Vehicle list” – which will display the vehicle record, select “Edit” then from the vehicle id drop down select the vehicle required.

Then select “Refresh” at the top of the report page.

When the system has refreshed the selected vehicle will be displayed.

If the selected vehicle is NOT displayed, check the nominated vehicle type and the selected vehicle match.

Employee equipment allocation

Once the equipment record has been created the user can then allocate the vehicle/ equipment to the employee.

The employee shift record has a “vehicle” option from the drop down the vehicle allocated to the event will be listed.

Select vehicle equipment type and the employee will be assigned the vehicle.