Managing Workforce Schedules – Open Access 

Purpose

You create a schedule to produce a workforce plan for your location for a specific week. The schedule lists when each of your employees:

·        Works in a specific work area

·        Takes a break or have a meal

·        Is assigned other schedule events, such as training or attending a meeting

In most organizations, you calculate your schedule from one to two weeks in advance of the actual schedule date.

Once you have made all corrections and changes, you post the schedule to your employees.

 

Process Flow

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       1.      Enter employee changes effective for new schedule (SAP CRM)

You can have the system utilize a temporary set of employee information for a specific schedule week to account for such one-time changes to an employee’s:

¡        Work rules to account for a special program or sale

¡        Work availabilities due to a personal appointment or shift change

¡        Fixed or set shift times

¡        Work assignments for special campaigns

You make the changes using the Individual pages by choosing Workforce Deployment ® Schedules ® Individual from the store manager’s portal and then selecting the area for which you want to enter the temporary information.

You also enter employee time-off requests for the upcoming schedule using the time-off requests page by choosing Workforce Deployment ® Employees ® Time-off Requests from the store manager’s portal. Employees with approved time off are set to unavailable for scheduling for each approved day.

       2.      Enter schedule events for new schedule week (SAP CRM)

You enter schedule events such as training sessions or team meetings into the system in advance so they can be included within schedule processing through the events page by choosing Workforce Deployment ® Schedules ® Events from the store manager’s portal.

       3.      Submit request for new schedule (SAP CRM)

You can choose to copy the schedule from the previous week and use this as your starting point for this week’s schedule by choosing Workforce Deployment ® Schedules ® Calculations ® Copy Schedule from the store manager’s portal.

After you have completed your employee changes and determined if you are starting from the previous week’s schedule, you set the schedule calculation parameters by choosing Workforce Deployment ® Schedules ® Calculations ® Calculate Schedule from the Store Manager’s portal The parameters include:

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¡        Defining the schedule week

¡        Selecting the work areas or departments to be included within the schedule

¡        Defining whether you want to lock shifts for a specific day and/or specific group of employees

You submit the calculation request after you have set all parameters.

       4.      Monitor status of schedule calculation request (SAP CRM)

You monitor the status of the schedule calculation request through the calculation status page by choosing Workforce Deployment ® Schedules ® Calculations ® Calculation Status from the store manager’s portal.

       5.      System updates schedule details (BI)

The system generates the schedule based on the parameters entered by the store manager and updates the schedule details within BI.

       6.      Review and update schedule (SAP CRM)

You review the calculated schedule to ensure:

¡        The schedule coverage meets expectations.

¡        Meals and breaks are placed effectively within the schedule.

¡        “Soft issues” are met within the schedule, such as quality-of-life issues or situations that might create intra-employee conflict or synergy.

¡        Any employee schedule changes or requests made after the schedule was calculated have been accounted for.

¡        All schedule events have been scheduled and that they are placed within the schedule where they are expected.

¡        All staffing changes, either new hires or terminated employees, have been accounted for.

¡        Employees have no major schedule exceptions identifying schedule rules that were broken when the schedule was created.

After your review, make edits to the schedule to correct or fine-tune the schedule.

       7.      Post schedule (SAP CRM)

After the schedule edits are complete, you set the post flag on the weekly schedule page by selecting Workforce Deployment ® Schedules ® Weekly. After you set the post flag, the system is able to schedule employees that you have identified as able to work at multiple locations to schedules at other locations.

       8.      System updates schedule details (SAP CRM)

       9.      Run employee-level reports (SAP CRM)