Managing Workforce Schedules – Limited Access 

Purpose

A schedule is a workforce plan for a specific location for a specific week. The schedule lists when each employee at a location:

·        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

After the location manager has entered all week specific changes, the corporate manager releases the request for the schedule calculation.

 

Process Flow

...

       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

The location manager makes the changes using the individual schedule pages by choosing Workforce Deployment ® Schedules ® Individual from the store manager’s portal and then selecting the area for which they want to enter the temporary information.

The location manager 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)

The location manager enters schedule events, such as training sessions or team meetings into the system in advance so the schedule events are included within schedule processing through the events page by choosing Workforce Deployment ® Schedules ® Events from the store manager’s portal.

       3.      Submit schedule calculation requests (SAP CRM)

The corporate manager launches the schedule requests as batches as a standard SAP background calculation processing request.

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

The corporate manager monitors the status through the calculation status page by choosing CS Admin ® Workforce Management ® Server Administration ® Batch Requests.

       5.      System updates schedule details (BI)

The system generates the schedule and updates the schedule details within SAP 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)