Shift Planning in Retail Stores (SAP Library

Shift Planning in Retail Stores

Purpose

You use this process to schedule the general working times in a retail store that differ from day to day for a whole working week. Commercial enterprises must often take into account short-term requirements and last-minute deviations from the weekly work schedule . Unlike in a production environment, they also may be unable to use a periodic work schedule.

Prerequisites

You use StaffWorks, the Shift Planning system of SAP CAMPBELL:

To create weekly work schedules for the employees in a retail store. These are used by both the employees themselves, and by the payroll department.

To compare planned and actual data in the weekly work schedules.

You have imported the following data:

Projected turnovers using the Retail System interface

POS data using the POS System interface

Process Flow

Using the data generated by the personnel requirement, StaffWorks is able to create a distribution of the workload for the period in question, in weekly intervals.

When generating a weekly work schedule, StaffWorks is able to take into account any restrictions, such as availabilities, qualifications, and personal/general work regulations. Subsequently, available personnel are assigned to open activities during the planning period. A planning period is the length of time that an employee occupies a position, such as "cashier" between 08:00 and 12:00.

If necessary, the store manager can adjust the weekly work schedule proposed by the system. The store manager makes the approved work schedule available to his/her employees, and subsequently downloads it to the central SAP HR System. The work schedule contains the planned working times of employees.

During the course of the week, unforeseen circumstances, (such as substitutions due to employee sickness, for example) cause changes to the approved schedule. The store manager changes the schedule accordingly.

At the end of the working week, the work schedules can no longer be changed after a time set by the head office, as the data must be transferred for time evaluation purposes. The store manager must also transfer a final, actual version of the weekly work schedule to the central SAP HR System at the end of the week, which is then used as the basis for payroll.

Result

You have recorded both planned and actual working times for your employees in the retail store, which can be used for payroll purposes, as well as for reports in the Data Warehouse.

Technical Background

For projected turnover data, StaffWorks uses either data from an external system (such as a retail system), or it generates an estimation on the basis of POS data.

Weekly work schedules generated in StaffWorks are displayed in SAP HR as time substitutions with cost assignment and different payment details. As an employee can have more than one job, several substitutions can be created for each day.

Each job in StaffWorks is assigned to a position in SAP HR. SAP CAMPBELL integration does not use an organization model. Information relevant to payroll that relates to positions, such as hourly wage earners, are not managed by an organization model, but in the Positions: Pay Scale Assignment view. For more information on the required system settings, see the Implementation Guide, under Determine Indirect Valuation for Positions/Work Centers.

In StaffWorks, you can run reports that take into account any deviations between the approved version of the weekly work schedule, and the final, updated version used for payroll purposes. In SAP HR, on the other hand, only one version of the schedule is used each day, so ensuring that no cross-version report can be run.