manager guide - hrcontact.mshri.on.ca/hr/home/files/file/dayforce... · dayforce hcm is a workforce...
TRANSCRIPT
Page 1 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Manager Guide
Dayforce HCM Version: 6.44
Page 2 of 217
Table of Contents
Getting Started .................................................................................................................. 5
Navigation ........................................................................................................................ 6
Logging Off .................................................................................................................. 8
Browse Your Locations .................................................................................................... 9
Locations in My Day, My Schedules, and My HR ...................................................... 10
Locations in My Plan .................................................................................................. 11
Managing Zones, Locations, and More ..................................................................... 11
Scheduling Your Staff ..................................................................................................... 12
Schedule Your Staff ....................................................................................................... 13
Load Schedules ......................................................................................................... 13
Add Shifts ................................................................................................................... 15
Add Shifts for Several Employees at Once................................................................ 20
Schedule Employees by Shift Rotations .................................................................... 25
Change Shift Times ................................................................................................... 27
Change Shift Durations .............................................................................................. 27
Schedule Breaks ........................................................................................................ 28
Change Scheduled Breaks ........................................................................................ 29
Schedule Activities ..................................................................................................... 31
Schedule Employees to a Task ................................................................................. 32
Assign Shifts to Different Employees ......................................................................... 35
Assign Different Jobs to Shifts ................................................................................... 36
Scheduling On Call Shifts .......................................................................................... 37
Scheduling Shifts Across Weeks ............................................................................... 38
Unassign Shifts .......................................................................................................... 39
Remove Shifts ............................................................................................................ 39
Undo Your Changes .................................................................................................. 40
Clear Schedules ......................................................................................................... 40
Copy Schedules ......................................................................................................... 40
Save, Approve, and Post Schedules ......................................................................... 42
Print Schedules .......................................................................................................... 45
Employee View Schedules ........................................................................................ 50
Schedule Grid View ................................................................................................... 54
Split View ................................................................................................................... 71
Enter Schedule Comments ........................................................................................ 73
View Your Schedule Details and Coverage Scores ...................................................... 74
View Schedule Details ............................................................................................... 86
Page 3 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Verify Your Schedule ..................................................................................................... 94
Browse Problems ....................................................................................................... 96
View Schedule Metrics............................................................................................... 98
View Schedule Cost Estimates ................................................................................ 102
Schedule Your Staff Using Templates ........................................................................ 104
Creating Templates .................................................................................................. 104
Adding Shifts Using a Template .............................................................................. 106
Filling Schedules ...................................................................................................... 108
My Schedules Options ................................................................................................. 113
Rescheduling Meals and Breaks Automatically ....................................................... 113
Autoload Schedules ................................................................................................. 114
Run Schedule Reports ................................................................................................ 115
Daily Coverage Report............................................................................................. 116
Manager Coverage Report ...................................................................................... 118
Schedule Audit Report ............................................................................................. 121
Taking Attendance & Correcting Pay .......................................................................... 122
Review Time and Attendance ..................................................................................... 123
Load Timesheets ..................................................................................................... 124
My Timesheets Legend............................................................................................ 131
Levels of My Timesheets Detail ............................................................................... 134
Hide Department Names ......................................................................................... 135
Review Problems and Exceptions ........................................................................... 135
Review Pay Summaries ........................................................................................... 137
Review Unadjusted Punches ................................................................................... 139
Filter Timesheets ..................................................................................................... 140
Sort Timesheets ....................................................................................................... 145
Correct Time, Attendance, and Pay ............................................................................ 147
Record Worked Shifts .............................................................................................. 147
Record Breaks to Worked Shifts .............................................................................. 152
Edit Shifts ................................................................................................................. 154
Remove Shifts .......................................................................................................... 156
Remove Breaks ....................................................................................................... 157
Call In Employees .................................................................................................... 158
Link Shifts to and Unlink Shifts from the Schedule .................................................. 159
Make Pay Adjustments ............................................................................................ 161
Retroactive Adjustments .......................................................................................... 169
Record Transfers ..................................................................................................... 170
Recording Time Against Projects and Dockets ....................................................... 174
Undo and Redo Timesheet Changes ...................................................................... 176
Page 4 of 217
Approve Timesheets .................................................................................................... 177
View Audit Information ............................................................................................. 177
Comment on Timesheets ......................................................................................... 179
Authorize Timesheets .............................................................................................. 180
Update Employee Work Assignments ......................................................................... 183
Approve Payroll ........................................................................................................... 187
Review Pay Period Status ....................................................................................... 187
Select Dates and Pay Groups Under Review .......................................................... 188
Filter Pay Periods by Status or Location.................................................................. 188
Review and Correct Any Problems .......................................................................... 189
Review the Number of Unauthorized Records ........................................................ 190
Review the Number of Active Punches ................................................................... 190
Generate Pay Summary Reports ............................................................................. 190
Approve Pay Periods ............................................................................................... 192
Manage Time Off ......................................................................................................... 193
Review Time Away From Work Requests ............................................................... 193
Approve or Reject Requests .................................................................................... 198
Record Time Off ....................................................................................................... 202
Delegate User Accounts .............................................................................................. 203
Manage Availability ...................................................................................................... 205
Review Availability Changes .................................................................................... 205
Approve or Reject Availability Changes................................................................... 208
Overtime Banking Requests ........................................................................................ 209
Approve or Deny Requests ...................................................................................... 209
Your Profile .................................................................................................................... 211
Change Your User Preferences .................................................................................. 211
Change the Display Language ................................................................................ 211
Change Your Password ........................................................................................... 212
Configure Password Reset Questions ..................................................................... 213
Reset your Password ............................................................................................... 213
Delegate Your Access ................................................................................................. 216
Page 5 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Getting Started
Dayforce HCM is a workforce performance management application that provides managers
with several useful tools to help you plan for your labor needs, schedule and maintain your
human resources, process time and monitor attendance, track performance, and manage your day-to-day tasks.
This guide is intended for managers of all levels; whether you manage a department, a
whole location, or several locations or regions, this guide describes how to perform
managerial tasks in the application, including:
Planning For Your Location
Scheduling Your Staff
Taking Attendance & Correcting Pay
Tracking Your Work Day
This section describes how to navigate locations in the application, for managers who are responsible for more than one location.
Page 6 of 217
Navigation
This section describes how to navigate the application; it includes instructions on switching
between the different 'features' or areas of the application, accessing the context-sensitive
online help, and how to log off from Dayforce HCM when you are finished.
After you log in, Dayforce HCM displays several labels and icons across the top:
The following items are displayed:
The feature currently selected is highlighted:
This is the area of the application you are working in at the
moment. In this example, you are in My Schedules, which you
can use to schedule your employees.
The other areas of the application available to you are displayed as well, but with a
lighter back ground:
In this example, My Day, My Plan, My Timesheets, and My HR are available to you
but not selected. To select a new feature, click on its name.
Some of the labels across the top have drop-down arrows, such as Me:
You can click the label to open a drop-down list of closely related 'sub-features':
Then, click the sub-feature that you want to open:
Page 7 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
If there are more features available to you that can be displayed, the application
displays the more button (...) to the far right. When you click on it, the application
displays links to the other features in the application:
The location you are working in is displayed in the 'org picker' at the top left of the
screen:
This is important if you manage multiple locations; if you want to create a schedule
for one of your locations, ensure the appropriate location is displayed here.
Note: The application only displays the org picker if you are assigned access to one of
the features that requires it.
If you manage other employees, the application displays a Select Manager button
( ) in some areas of the application, such as My HR, My Timesheets,
and My Schedules. When you click this button and then select a manager, the
application only displays employees who report to that manager.
Help is available from several areas of the application. To access it, click the
button.
If you are using the application on a device that does not support Silverlight, the application
only loads non-Silverlight features. You can view a list of the features that did not load by
clicking the button:
Page 8 of 217
Logging Off
To log off from the application, click the Log Off button in the top right.
Remember to save any of your work before you log off, otherwise it will be lost.
Note: The application prompts you if there are any unsaved changes when you log off.
Page 9 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Browse Your Locations
The application contains information about all the locations in your company. These
locations are grouped to mirror your company's organizational hierarchy. Whether that
means grouping locations by region, brand or type of location depends on how your company is organized.
Some managers, depending on their role in the company, can browse this organizational
hierarchy within the application. Generally, there are several different groups or types of managers:
Corporate level managers can see the entire organization. If you're corporate-level,
you can view budgets and forecasts for your company, specific regions, or you can
drill down and view individual location's figures.
Above location managers are responsible for multiple locations, so like corporate
management you can see multiple locations. However, the application only displays
the locations or part of the organization that you manage. This might be an entire
region or district, made up of multiple locations, or some other subsection that groups
locations together. You can view the figures for your group of locations or drill down
to one of your individual location's information.
When you work in the application, any changes you make, like adjusting plans or
creating schedules, are applied to a specific location.
Location managers are responsible for a whole location. You can view the plan for
your entire location or drill down to the targets for each zone or department.
By default, whatever tasks you perform with the application applies to your entire
location. However, you can work in specific zones, like creating a schedule for just one
department.
Department or zone managers are responsible for one area within a location. As you
work with the application, viewing schedules, sales targets, and day-to-day
performance numbers, it displays the relative information only for your zone.
Page 10 of 217
There are two different ways to browse your organization and select the different locations you manage, depending on the section of the application you are using.
Locations in My Day, My Schedules, and My HR
On the My Day, My Schedules, and My HR sections the selected location is displayed in
the top border of the application, just underneath the different feature sections.
1. Click on the location to display a list
of your locations.
Depending on your level, you may see
multiple groups or regions of your
company, each with several locations
underneath them; a list of locations within
a single group; or a single location.
Your locations can be grouped under
headings that reflect your organizational
hierarchy.
You can browse through the areas of this hierarchy until you find the location you
want to open:
2. Click the + button next to any group to expand it.
The application lists the locations, or other subgroups, underneath.
3. Click the name of the location you want to open.
The application opens the location. The selected location name is displayed near the
top of the application, underneath the feature sections.
For zone managers, the application lists your zone's name underneath.
The application displays information only for the location you selected, either a
location or a single zone if you're a zone manager, on the My Day and My Schedules
sections. When you're viewing the sales figures or creating schedules, it's for the
selected location.
Page 11 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Locations in My Plan
If you manage multiple locations, the application can display the details of the plan, such as
your budgeted sales, for a single location or summarize the numbers for the locations in any group of your organizational hierarchy.
If you manage more than one location, the application
displays a list of them along the left hand side of the My Plan section.
In this example, you are logged on as a corporate
manager, so the application displays your entire organization, grouped by region and then district.
If you select your district from the My Plan section, the
application adds up your sales and labor budgets for all
the locations within the district and displays these
summarized figures.
If you select a specific location, the application displays
only its figures. For more information, refer to View Your Plan on page Error! Bookmark not defined..
To browse locations in My Plan:
1. Click the arrow next to any group to expand it.
2. Click the name of the location or group you want to
open.
The application opens the plan for the selected location
or group of locations.
Managing Zones, Locations, and More
Regardless of what you manage — from a single zone up to a district — you can perform
the same managerial tasks, like scheduling employees or working with the budget,
described in this guide. All that changes is the scope of these tasks; whether you are setting
the schedule for one department or adjusting the sales target for a district of locations, the steps in the application are the same after you've selected the appropriate location.
This guide is appropriate for all levels of management, but it generally describes the tasks
at the location manager level, performing the tasks for a single location. If you manage
multiple locations, it is still important to understand the tasks from a location manager's perspective as you'll simply repeat the relevant steps for each of your locations.
Page 12 of 217
Scheduling Your Staff
Dayforce HCM provides you with a graphical tool to schedule your employees. You can
perform a variety of scheduling tasks, such as adding shifts, changing their start or end
times or their duration, using only your mouse. As you are creating or viewing schedules for
your location, the application can display information about your staffing levels so you know when you are under- or overstaffed at any point during the week.
The application also checks your schedule for problems, such as scheduling overlapping
shifts or scheduling employees when they are unavailable, and alerts you while you are working on the schedule if it contains any of these situations.
This section describes how to:
Schedule Your Staff
View Your Schedule Details and Coverage Scores
Verify Your Schedule
Page 13 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Schedule Your Staff
By default, the application displays your location's schedules graphically in the Bar View editor, Coverage View, for one week at a time, on the My Schedules section.
Using this editor, you can create schedules for your location by dragging shifts into position
on the graph, stretching or shrinking them to the right duration, and adding or moving scheduled breaks on each shift with your mouse.
Note: You can also schedule your staff using the Employee Views, which lists the employees
you can schedule along the left of the schedule; For more information, refer to Employee
View Schedules on page 50. Or you can use the Grid View, which displays your schedule
on a grid, with shifts positioned in cells. For more information, refer to Schedule Grid View
on page 54. This section assumes you are scheduling your staff with the Bar View.
As you schedule your staff, the application displays information about your location's
schedule details, staffing requirements, and coverage score. For more information, refer to
View Your Schedule Details and Coverage Scores on page 74.
It also checks your schedule for any problems and issues, alerting you to them as you schedule your staff. For more information, refer to Verify Your Schedule on page 94.
Load Schedules
Before you can work on your schedules, scheduling staff or checking your staffing requirements, you need to open your location's schedule for a week.
You can load your location’s schedule for any week, although schedules are empty until you
create them. Past schedules are stored for you, in case you need to look up who was
scheduled and when, but you cannot edit them unless the application has been specifically configured to allow it.
You load schedules from the My Schedules section.
Note: The application displays schedules for one location or zone at a time. If you manage
multiple locations, you can select which location's schedule you want to open. For more
information, refer to Locations in My Day, My Schedules, and My HR on page 10.
Page 14 of 217
To load a schedule:
1. Click the calendar ( ) button.
2. Select a week from the calendar.
3. Click the Load button.
The application loads your location’s schedule for the selected week.
Once you have a schedule loaded, you can quickly load the next or previous week:
1. Click the back arrow ( ) to load last week’s schedule.
2. Click the forward arrow ( ) to load next week’s schedule.
If you manage employees, the application displays a 'manager picker' that you can use to
filter employees by which manager they report to. To view schedules for employees who report to a specific manager:
1. Click the Select Manager button.
2. Select a manager from the list.
Page 15 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
In the example above, the application would only display schedules for employees
who report to Michele Wyatt.
Add Shifts
You can add shifts from the My Schedule section. When you do, you can add a shift for a
specific employee, particular job, or specify both the employee and the job assigned to the shift.
This section describes how to manually schedule employees by adding shifts. Or, if the
application has been configured to do so, you can schedule employees by their 'shift
rotation', a pre-defined pattern of shifts that the application automatically adds to your
location's schedule for the week.
Before you add shifts, you must load your location’s schedule for the relevant week. For more information, refer to Load Schedules on page 13.
Add Shifts by Employee
1. Click the Add button.
Note: Depending on your monitor's resolution you may not see the word 'Add' on the
button, just the green '+' symbol.
2. Select the Add by Employee tab.
Page 16 of 217
By default, this option is selected and the tab is underlined with a blue bar.
3. Select the employee you want to schedule.
Note: Your employees are listed alphabetically by first name. If you do not see the
employee you want to schedule, click on the first letter of their first name to display that
page of names.
4. Select the job you want the employee to perform during the shift from the Possible
Jobs drop-down list.
Note: If you leave [Primary Job] selected, the application will schedule the employee to
work their main job. Employees with multiple jobs have primary roles they perform, like a
bakery employee who normally works as a clerk staffing the counter but sometimes as a
cake decorator. The application schedules them to work this primary job unless you select a
different job. So the bakery employee is scheduled to work as a bakery clerk unless you
specifically schedule them as a cake decorator.
5. Scroll to the appropriate day of the week using the horizontal scrollbar.
Note: You can type 1 through 7 to jump to the corresponding day of the week, where 1 is
Monday, 2 is Tuesday, and so on.
6. Point your mouse over the time you want to add the shift.
Your mouse cursor changes to a green plus icon with the details of the shift you are
adding.
The application graphically displays the availability of the employee right on the
schedule.
Page 17 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
During the time the selected employee is unavailable, the application paints the
schedule’s background with a light red and repeating house icon.
If the employee has any approved time away from work requests, such as approved
vacation time, the application paints the schedule blue with a repeating plane icon.
If the employee is already scheduled to work during that time, the application paints
the schedule background gray with a repeating hammer icon.
If you are scheduling the employee in violation of one of your company's schedule
policies, such as the minimum amount of time between shifts, the application paints
the schedule background gray with a repeating calendar icon and exclamation point.
Page 18 of 217
Note: If you need to, you can override an employee’s availability and schedule them when
they are unavailable. The application marks any shifts scheduled overtop an employee’s
unavailable time with a caution symbol on your schedule and lists the shift on the schedule’s
list of problems. You can still publish the schedule with availability problems.
7. Click and hold, stretching the shift’s bar across your schedule.
8. Release the mouse button so the shift's bar ends when you want the shift to end.
The application adds the shift for the employee.
After you've added a shift, you can change when they occur. For more information,
refer to Change Shift Times on page 27.
You can also edit their duration. For more information, refer to Change Shift
Durations on page 27.
You can also schedule breaks during the shift. For more information, refer to
Schedule Breaks on page 28.
Add Shifts by Job
1. Click the Add button.
2. Select the Add by Job tab.
3. Select the job you want to schedule from the Possible Jobs drop-down list.
Page 19 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
4. Select whether the shift is filled or unfilled.
To fill the shift:
a. Select the employee you want to schedule.
Note: Your employees are listed alphabetically by first name. If you do not see the
employee you want to schedule, click on the first letter of their first name to display that
page of names.
To add an unfilled shift:
a. Click the Add unfilled schedule(s) check box if you do not want to schedule a
specific employee to work the shift.
The Add unfilled schedule(s) check box is only displayed if unfilled shifts have been
enabled in the application. Contact your system administrator for more information.
When enabled, the shift can be either filled or unfilled. Filled shifts have a specific
employee scheduled to work the shift while unfilled shifts do not; they are available
shifts that you can assign an employee to work later on.
5. Scroll to the appropriate day of the week using the horizontal scrollbar.
Note: You can type 1 through 7 to jump to the corresponding day of the week.
6. Point your mouse over the time you want to add the shift.
Your mouse cursor changes to a green plus icon with the details of the shift you are
adding.
If you are adding a filled shift, the application graphically displays the availability of
the selected employee right on the schedule.
7. Click and hold, stretching the shift’s bar across your schedule.
Page 20 of 217
8. Release the mouse button so the shift's bar ends when you want the shift to end.
The application adds the shift for the job.
After you've added a shift, you can change when they occur. For more information,
refer to Change Shift Times on page 27.
You can also edit their duration. For more information, refer to Change Shift
Durations on page 27.
You can also schedule breaks during the shift. For more information, refer to
Schedule Breaks on page 28.
Add Shifts for Several Employees at Once
When you need to schedule several employees onto the same schedule, you can add shifts
for multiple employees in one action. You can either add the same shift for multiple
employees, so that all the employees you select are scheduled to work a 9 am to 5 pm shift,
say, or you can draw different shifts, one after the other, while the application cycles through the employees you selected.
Before you add shifts, you must load your location’s schedule for the relevant week. For
more information, refer to Load Schedules on page 13.
Add the Same Shift for Several Employees
When you add shifts with the same start and end time for several employees, you can select
employees from a list of all your staff, or just the employees that work a specific job. Adding
the same shift for several employees helps you organize your schedule by job, to ensure
you have enough coverage for each role. For example, you can schedule 5 cashiers to the same 5 pm shift to ensure you have enough cashiers during your busy time.
To add the same shift for several employees:
1. Click the Add button.
2. Select one of the following:
the Add by Employee tab to pick employees from a list of your entire staff.
Page 21 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
The application displays all your employees listed alphabetically, by first name.
the Add by Job tab and a job from the Possible Jobs drop-down list to pick from a
list of only the employees who can work the selected job.
The application displays all your employees who can work the selected job, listed
alphabetically by first name.
3. Press and hold the Ctrl key.
4. Select the employees you want to schedule.
5. Click the Add at the Same Time button.
6. If you want to schedule the same group of employees to multiple days of the
schedule, click the Cycle Employee button.
Page 22 of 217
7. Scroll to the appropriate day of the week using the horizontal scrollbar.
Note: You can type 1 through 7 to jump to the corresponding day of the week, where
1 is Monday, 2 is Tuesday, and so on.
8. Point your mouse over the time you want to add the shifts.
Your mouse cursor changes to a green plus icon with the details of the shift you are
adding.
Note: The application only displays the name and job of the first employee you
selected.
9. Click and hold, stretching the shift’s bar across your schedule.
10. Release the mouse button so the bar ends when you want the shifts to end.
The application adds the shifts for the employees.
If you selected the Cycle Employees button, your cursor changes back to the green
plus icon:
a. Draw another shift for the group of employees on another day of the schedule.
b. Repeat this as many times as you need.
c. When you are finished, clicked the Edit button.
Add Different Shifts for Several Employees
To cycle through multiple employees, adding different shifts for each:
1. Click the Add Scheduled Shift button.
2. Select one of the following:
The Add by Employee tab to pick employees from a list of your entire staff.
Page 23 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
The application displays all your employees listed alphabetically, by first name.
The Add by Job tab and a job from the Possible Jobs drop-down list to pick from a
list of only the employees who can work the selected job.
The application displays all your employees who can work the selected job, listed
alphabetically by first name.
3. Press and hold the Ctrl key.
4. Select the employees you want to schedule.
5. If you want to schedule the same group of employees to multiple days of the
schedule, click the Cycle Employee button.
6. Scroll to the appropriate day of the week using the horizontal scrollbar.
Note: You can type 1 through 7 to jump to the corresponding day of the week, where
1 is Monday, 2 is Tuesday, and so on.
7. Point your mouse over the time you want to add the shifts.
Page 24 of 217
Your mouse cursor changes to a green plus icon with the details of the shift you are
adding.
Note: The application only displays the name and job of the first employee you
selected.
8. Click and hold, stretching the shift’s bar across your schedule.
9. Release the mouse button so the shift's bar ends when you want the shift to end.
The application adds the shift for the first employee you selected and then cycles to
the next employee you selected.
10. Draw a shift for the next employee you selected.
The application adds the shift for the next employee you selected and then cycles to
the next employee.
11. Repeat this process for all the employees you selected.
The application adds the shifts for the employees.
If you selected the Cycle Employees button, your cursor changes back to the green
plus icon:
a. Draw another shift for the first employee you selected on another day of the
schedule.
b. Repeat this as many times as you need.
c. When you are finished, clicked the Edit button.
Page 25 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Schedule Employees by Shift Rotations
This section describes how to create schedules for your location using pre-defined shift
rotations that have been set up in the application to mirror the different shift patterns your organization's employees might work.
For example, there are 3 shift rotations available on your store's schedule:
'Evenings' which has 5 shifts in a row starting at 4 pm and ending at 10:30, followed
by 2 days off.
'Days' which has 5 shifts in a row starting at 9 am and ending at 5 pm, followed by 2
days off.
'Weekends' which has 2 shifts in a row from 11 am to 7 pm, followed by 5 days off.
When creating schedules, then, you could tell the application to schedule based on all, or some, of these shift rotations, and for all or just some of your location's zones or jobs:
You could schedule the Evenings shift rotation for just the customer service zone and then
the Days shift rotation for the stock room zone. When you do, the application schedules
every customer service employee who has been assigned the Evenings shift rotation to the
5 shifts from 4 pm to 10:30, and stock room employees with the Days shift rotation are scheduled to work the 5 9 am to 5 pm shifts.
In order to schedule employees by their shift rotations, a few things need to be set up first:
1. Appropriate shift rotations have been configured in the application. Typically this has
already been performed and you'll see a list of shift rotations in My Schedules. If you
are unsure of which shift rotations to use, or do not have any available, contact your
system administrator.
2. Employees that can be scheduled to work a shift rotation have been assigned the
appropriate rotation in My HR. HR professionals or other users with appropriate
access can perform this step in My HR.
For more information, refer to the Dayforce HCM HR Guide.
Before you schedule employees to their shift rotation, you must load your location’s
schedule for the relevant week. For more information, refer to Load Schedules on page 13.
1. Click the Rotations button.
Note: Depending on your monitor's resolution you may not see the word 'Rotations'
and instead the application just displays the icon of 2 arrows.
The application displays the Rotations panel:
Page 26 of 217
2. There are several options to filter which employees you want to schedule to their shift
rotation:
Employee. Type the employee number to schedule only one specific employee to
their shift rotation.
Zone. Click and select which zones you want scheduled; employees must work
in one of the selected zones to be scheduled according to their shift rotation.
Job. Select either Primary job(s) or Eligible Job(s) from the drop-down list and
then click and select which job(s) you want scheduled; employees must have
one of the selected jobs as either their primary job or an eligible job to be
scheduled according to their shift rotation.
Note: The Scheduled job(s) option is only used to filter what is displayed on
your schedule. Only employees scheduled to the jobs you select are displayed on
the schedule, but its not used to schedule employees to their shift rotation.
Pay Type. Click and select which pay type(s) you want scheduled; employees
must have one of the selected pay types to be scheduled according to their shift
rotation. For example, if you only want to schedule salaried employees according
to their shift rotations, you'd select the salaried pay type.
Pay Class. Click and select which pay class(es) you want scheduled;
employees must have one of the selected pay classes to be scheduled according to
their shift rotation. For example, if you only want to schedule full-time employees
according to their shift rotations, you'd select the full-time pay class.
Day(s). Click and select on which day(s) you want employees scheduled
according to their shift rotation.
Rotation. Click and select which shift rotation(s) you want to schedule. Only
employees assigned one of the selected rotation(s) are scheduled.
3. Using the Shifts deleted control, select which shifts are removed when the
application schedules eligible employees to their assigned shift rotations:
Set to None, the
application does not
delete any shifts.
Set to Rotations
only, the application
first removes any
shifts scheduled by
shift rotations
during the week,
first, before it
schedules
employees.
Page 27 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Set to All shifts, the
application removes
any scheduled shifts
first, before it
schedules
employees.
4. Click the Load Rotations button to schedule eligible employees according to their
shift rotations.
Note: Click the Clear Filter button to remove any of your selections.
Change Shift Times
You can change when shifts are scheduled on the My Schedule section, by dragging shifts around on the schedule so that they are scheduled earlier or later.
You must first load your location’s schedule for the relevant week. For more information, refer to Load Schedules on page 13.
To change a shift’s times:
1. Click the Edit button.
2. Click and hold on the shift’s label.
3. Drag the shift to the right or left to schedule the shift earlier or later.
4. Release the shift on the point on the schedule at which you want it to occur.
Change Shift Durations
You can change a shift's duration on the My Schedule section, by resizing the shift so that it is longer or shorter in duration.
You must first load your location’s schedule for the relevant week. For more information, refer to Load Schedules on page 13.
To change a shift’s duration:
1. Click the Edit button.
Page 28 of 217
2. Point your mouse cursor at the start or end of the shift.
Your cursor changes to a pair of horizontal arrows.
3. Click and drag the shift’s bar to resize it.
The length of the bar represents the shift’s duration, so you can:
Shrink the bar to shorten the shift.
Stretch the bar to lengthen the shift.
After you have resized the shift to change its duration, you might need to change the
shift time so that it is scheduled to start at the desired time. For more information,
refer to Change Shift Times on page 27.
Schedule Breaks
The application schedules two kinds of breaks: meals and breaks. Each have a set of rules
around them that define when they can be scheduled during a shift, their duration, how many are scheduled in a shift, and which shifts are eligible to receive them.
These sets of rules for breaks and meals are defined in a 'punch policy' that is configured in
the application. The details of your location's punch policy are already configured in the application to mirror your company's rules regarding breaks.
When you add shifts, the application automatically schedules a meal or a break towards the
middle of the shift, as long as it qualifies for one. The application takes into account your
company's punch policy when determining when to schedule the break. For example, if
breaks must start at least 30 minutes after shifts start, but not within an hour of the shift's end, the application schedules breaks for the middle of this allowable range of time.
You can schedule breaks to any existing shift on the My Schedule section.
Before you schedule any breaks, you must load your location’s schedule for the relevant week. For more information, refer to Load Schedules on page 13.
To schedule breaks:
1. Click the Add Break or Add Meal button, depending on the type of break you want
to schedule.
Dayforce HCM can be configured so you can schedule meals or breaks, or both. In this
example, you can only schedule meal breaks, so the Add Meal button is displayed:
2. Point your mouse on the shift and time when you want to schedule the break. If it is a
valid shift and time, the cursor changes to a coffee mug:
Page 29 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
If you are attempting to add a meal or break to an invalid shift, or at an invalid time,
the cursor changes to a striked-through coffee mug:
3. Click on the shift and time you want to schedule the break. Use the horizontal
scrollbar to scroll through the days of the week.
The application adds the break or meal on the shift. You can move when it occurs and
its duration after it was scheduled. For more information, refer to Change Scheduled
Breaks on page 29.
Change Scheduled Breaks
You can change when breaks or meals occur on each shift, as well as their duration, or you
can remove a break entirely from a shift, using the My Schedule section. You must load
your location’s schedule for the relevant week before you can change scheduled breaks. For more information, refer to Load Schedules on page 13.
To change when breaks are scheduled:
1. Click the Edit button.
2. Click and hold on the break’s label.
3. Drag it to its new time on the shift.
The application reschedules the break or at to the time to which you dragged it.
To change break durations:
1. Click the Edit button.
2. Point your mouse cursor at the start or end of the break.
Page 30 of 217
Your cursor changes to a pair of horizontal arrows.
2. Click and drag the break’s bar to resize it.
The length of the break’s label represents its duration, so either shrink or stretch it
until it represents the desired duration.
After you have resized the break to change its duration, you might need to reschedule
the break so that it is scheduled to start at the desired time.
To remove breaks:
1. Click the Delete button.
2. Click on the break you want to remove.
The application removes the break from the shift.
Page 31 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Schedule Activities
From My Schedules, you can schedule important activities that need to be performed
during the workday to the specific employees responsible for performing them. For example,
a retail store might schedule the 'Opener' and 'Cash Closer' activities to at least one
employee each day, so that there is an employee working responsible for opening the store
and another responsible for closing the cash registers.
The different activities available in the application to assign to your employees on the
schedule depends on how Dayforce HCM was configured. These activities have already been set up to match the important activities your organization tracks and needs to schedule.
Each activity is linked to the position(s) that can perform them. Continuing the retail store
example, the 'Opener' activity is linked to the different manager and assistant manager
positions configured in the application. This ensures only appropriate employees are scheduled to perform an activity.
This configuration has been performed as well to meet your organization's requirements; you can only schedule an activity to an employee working a position qualified to perform it.
Before you schedule any activities, you must load your location’s schedule for the relevant week. For more information, refer to Load Schedules on page 13.
To schedule an activity:
1. Click the Add Activity button.
The application displays a list of activities you can schedule:
2. Point your mouse cursor at the appropriate shift.
In this example, you are adding the activity to Emily's shift, starting at 10 am.
The application displays the following cursor when you are pointing at a shift that
cannot be scheduled the activity:
3. Click on the shift's label.
Page 32 of 217
The application assigns the activity to the selected schedule.
Note: Depending on how activities have been configured in the application, they will
either be displayed using the same color as the shift, or using a color that is specific
to that activity. For more information, contact your administrator.
If the application has been configured so that you can schedule activities to just part
of the shift, you can stretch, shrink, or move the bar representing the activity, just as
you can with the bars that represents shifts, to schedule when during the shift the
employee is scheduled to work the activity:
a. Click the Edit button.
b. Point your mouse cursor at one end of the activity and it changes to a pair of
double arrows:
c. Click and hold the mouse button and drag the mouse cursor to the right or left
to stretch or shrink the activity.
d. You can also click on the activity, hold the mouse button, and drag it left or
right to reschedule the activity on the shift.
Remove Activities
To remove an activity from your location’s schedule:
1. Click the Delete button.
2. Click on the activity you want to remove.
The application deletes the activity from your location’s schedule.
Schedule Employees to a Task
You can schedule task plans in My Schedules using either Bar View or Grid View. Before you can schedule a task plan, you must first load the necessary week.
Page 33 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
For more information about tasks and task planning, refer to the Task Management Guide.
Scheduling Task Plans in Bar View
When using My Schedules in Bar View:
1. Click the Task button:
The application displays the tasks that are effective during the selected week:
Note: If the schedule is filtered by zone, the application only displays tasks plans for
that zone.
2. Select a task from the list.
3. Click the shift you want to add the task to:
The application adds the task to the shift.
4. Click Save.
As you schedule tasks, the application updates the Task panel to indicate how many of the
planned hours have been scheduled. Once all of the planned hours are scheduled, the
application displays a check mark next to the task:
If necessary, you can schedule more hours than were planned:
Scheduling Tasks in Grid View
When using My Schedules in Grid View:
Page 34 of 217
1. On the Add Schedule control or Edit Schedule control, select the Add Task option
from the drop-down list:
2. The application displays a drop-down list that includes any tasks that are valid both
for that day and that employee:
3. Select a task from the list.
4. Close the control.
5. Click Save.
If necessary, you can schedule more hours than were planned. You can view how many
hours you've scheduled compared to how many hours were planned by clicking the Task List button:
The application displays the Tasks panel:
Page 35 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Assign Shifts to Different Employees
You can change which employees are assigned to work scheduled shifts on the My Schedules section.
You can reassign shifts based on either the position associated with the shift or the activity
associated with the shift. The option available to you depends on how the application has been configured for your organization.
You must first load your location’s schedule for the relevant week. For more information, refer to Load Schedules on page 13.
To change which employee is scheduled to work a shift:
1. Click the Edit button.
2. Hover your mouse over the relevant shift.
The application displays additional buttons on the shift’s label.
3. Click the person ( ) icon.
The application displays a list of employees who can work the same job scheduled to
the shift.
4. Select the employee you want to assign to the shift from the list.
The application removes the shift from the original employee's schedule and adds it to
the selected employee's schedule.
Page 36 of 217
Note: These steps apply to filling an unfilled shift as well; the only difference is the relevant
shift will start with Unfilled Shift displayed on it instead of an employee's name.
Assign Different Jobs to Shifts
Employees are scheduled to work the jobs assigned to their shifts. Some employees can
work multiple jobs, like one employee who can work as both a bakery clerk and cake
decorator; for these employees you can change which job they are scheduled to work. You
can also change which job is assigned to an unfilled shift, so that when you later fill it, the application provides a list of appropriate employees from which you can select.
You can change which job is assigned to a scheduled shift on the My Schedules section.
You must first load your location's schedule for the relevant week. For more information,
refer to Load Schedules on page 13.
To change which job an employee is scheduled to work during a shift:
1. Click the Edit button.
2. Hover your mouse over the relevant shift.
The application displays additional buttons on the shift's label.
Note: The application displays the hammer icon only for employees that can work more
than one job.
3. Click the hammer icon to change the job.
The application displays a list of jobs the scheduled employee can work. If the shift is
unfilled, the application lists all your location's jobs.
4. Select the job you want to assign to the shift.
The application assigns the job to the shift.
Page 37 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Scheduling On Call Shifts
Dayforce HCM can be configured to schedule shifts as on call, sometimes referred to as
standby shifts. These shifts represent time the employee is not scheduled to work, but is 'on call' to come into work, if needed.
You can confirm an on call shift once you know the employee is needed to work the shift. Once a shift is confirmed, the application treats it the same as a regularly scheduled shift.
The reason for scheduling on call shifts varies, depending on your organization's business
practices, but within the application, on call shifts do not contribute their hours to covering
labor demand, to the total number of hours scheduled for a day, or to the cost of the schedule's labor, until they are confirmed.
To schedule on call shifts:
1. Click the on call button when you are adding shifts:
2. Schedule the shift normally.
The application marks on call shifts with the unconfirmed shift icon:
To confirm on call shifts:
1. Click the Edit button.
2. Click the on call shift icon and select Confirmed Shift:
The application changes the icon on the shift's label to the confirmed shift icon ( ).
You can convert regularly scheduled shifts to on call shifts, as well:
1. Point your cursor at the appropriate shift's label.
The application displays additional controls:
2. Click the cell phone icon and select Standby Shift from the drop-down list:
Page 38 of 217
Scheduling Shifts Across Weeks
Depending on what times your scheduled shifts run, you can have shifts that start on one
week's schedule and end on the next. For example, if you have employees taking inventory
during a night shift that starts Sunday at 10 pm and finishes at Monday at 4 am, the shift
will run across two weeks' schedules.
The application displays the first day of the following week on each week's schedule so that
you can add shifts, schedule breaks, change their duration, or perform any other scheduling task, for shifts that run across two weeks just as you would for any other shift.
So, if you needed to schedule the inventory night shift from Sunday August 23 to early Monday August 24, you'd:
1. Open the schedule for the week of August 17 to August 23.
For more information, refer to Load Schedules on page 13.
2. Add the shift on Sunday August 23 at 10 pm, stretching it so that it ends at 4 am on
the following Monday.
For more information, refer to Add Shifts on page 15.
On the following week's schedule, any shifts that are scheduled across from the previous
week are displayed but cannot be changed. The application only displays the portion of the shift that occurs during the current week.
Continuing the example, the portion of the inventory night shift that started on the previous week is displayed.
Editing Shifts that Cross Weeks: Any shifts that start on the previous week's schedule
are not editable during the current week. You must add, edit, and delete shifts on the
schedule of the week that they start, not on the schedule that they end.
Page 39 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Unassign Shifts
If unfilled shifts are enabled for your organization, you can unassign scheduled shifts that
are currently assigned to one of your staff. This does not remove the shift from your
location’s schedule, it only removes it from the assigned employee’s schedule and creates
an unfilled shift. Unfilled shifts can be picked up by your staff when they self-schedule or
you can assign employees to them later.
You can unassign shifts on the My Schedules section. You must load your location’s
schedule for the relevant week first. For more information, refer to Load Schedules on page 13.
To unassign shifts:
1. Click the Edit button.
2. Hover your mouse over the shift you want to make an unassigned shift.
The application displays additional buttons on the shift’s label.
3. Click the person icon to change the employee assigned to the shift.
4. Select [Unfilled shift] from the list.
The application removes the assigned employee from the shift. The shift is removed
from the employee’s schedule so that they are no longer scheduled to work the shift.
However, the shift remains on your location’s schedule as an unfilled shift. It is
available for other employees to pick up or be assigned to it.
Note: The use of unfilled shifts is a configurable option in the application. If the option is
unavailable, contact your system administrator.
Remove Shifts
You can remove any shift from your location’s schedule using the My Schedules section.
You must load your location’s schedule for the relevant week first. For more information, refer to Load Schedules on page 13.
To remove shifts:
1. Click the Delete button.
Page 40 of 217
2. Click on the shift you want to remove.
The application deletes the shift from your location’s schedule. If the shift was assigned to an employee, it is removed from their schedule.
Note: You can remove several shifts at once with the eraser. Click and hold your mouse
button and paint your cursor over all the shifts you want to remove.
Undo Your Changes
You can undo any change you’ve made to your location’s schedule, including adding shifts, removing shifts, scheduling breaks, or any of the other scheduling actions you can perform.
To undo a change:
1. Click the Undo button:
The application reverts your location’s schedule to what it was before your last
change.
You can redo your changes, canceling the last undo:
1. Click the Redo button:
The application reapplies whatever change to your schedule you undid last.
Clear Schedules
You can clear schedules to delete every scheduled shift:
1. Click the Clear button.
The application deletes all the scheduled shifts currently displayed.
If you have filtered the schedule, such as on a specific zone, it only deletes the shifts
displayed after the filter options have been taken into account.
Copy Schedules
Instead of creating a new schedule from scratch, you can copy your location's schedules from a previous week on the My Schedules section:
1. Click the Copy Week button.
Page 41 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
The application displays additional controls.
2. Click the Copy schedule from calendar button ( ) and select the weeks you want
to copy a schedule from.
3. Select which zone you want to copy from the Zone to copy list.
4. Select the Generate unfilled shifts check box to copy the previous week's shifts
over as unfilled shifts.
Clear the check box and the application assigns the same employees from in the
previous week to the shifts in the new schedule when they are copied.
5. Click Copy Week.
The application copies the schedule for the selected zone.
Page 42 of 217
Save, Approve, and Post Schedules
When you are working on your location's schedule it is a good idea to save your work
periodically. You can save schedules from the My Schedules section:
Click the Save button.
Saved schedules are still work-in-progress schedules. They are not visible to your
employees yet. Depending on how the application is configured for your organization, you
might first have to request approval for schedules, or approve schedules created by other users.
Approval is done in one of two ways, depending on which features your organization has
enabled:
If your schedule displays a Request button, click this button to request approval on
the schedule:
You can then record any necessary comments before submitting the schedule:
Page 43 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
The application notifies the necessary user that the schedule is ready for their review
and approval:
Page 44 of 217
Once the schedule has been approved, you can post it.
If your schedule displays a Submit button, click this button to submit the schedule for
approval:
Then, when the approver clicks the Post button, the application displays the approval
controls:
When you are finished with your location's schedule (and the scheduled has been approved, if necessary), you can make it available to your employees by posting it:
Click the Post button.
Page 45 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Print Schedules
Once you have saved or posted a schedule, you can also print it using the Printed Schedule
Report. If you print a schedule before is has been posted, it is printed as a draft version, with the word 'DRAFT' displayed on it as a watermark.
The report displays the schedule for the location you selected in the org picker prior to
generating the report. Depending on the org level you have been assigned access to, you
might be able to print schedules for multiple locations by loading the appropriate above-
store location. The application then generates a report that contains the schedules for each
location beneath that above-store location, with a page break between each location's schedule.
The report also has several parameters (described in the steps below) that you can select to
display different information and totals on the schedule.
To run the report:
1. Click the Reports button.
2. Select Printed Schedule Report from the drop-down list.
Note: Depending on how the application was configured you may see some or all of
the above reports.
The application displays the report parameters:
Page 46 of 217
3. Use the following check boxes to determine how positions, jobs, and/or departments
are displayed on the report:
Select the Display Short Job Names check box and the application displays
the job name recorded in the Name field in Org Setup > Jobs and Positions.
With this check box selected, the application disables the options for position
names, but you can still define how to display department names.
Select the Display Job Names check box and the application displays the job
name recorded in the XrefCode field in Org Setup > Jobs and Positions.
With this check box selected, the application disables the options for position
names, but you can still define how to display department names.
Select the Display Short Position Names check box and the application
displays the position name recorded in the Name field in Org Setup
> Jobsand Positions. With this check box selected, the application disables
the options for job and department names.
Select the Display Position Names check box and the application displays the
position name recorded in the Description field in Org Setup > Jobsand
Positions. With this check box selected, the application disables the options for
job and department names.
Select the Display Short Department Names check box and the application
displays the department name recorded in the Name field in Org Setup
> Departments. With this check box selected, the application disables the
options for position names, but you can still define how to display job names.
Select the Display Department Names check box and the application displays
the department name recorded in the Description field in Org Setup
> Departments. With this check box selected, the application disables the
options for position names, but you can still define how to display job names.
Page 47 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
4. Select the Display shift start/end times for non-primary jobs check box to print
on each zone's schedule the scheduled times of any shifts the zone's employees are
scheduled to work secondary jobs.
In this example, a bakery employee is scheduled to work their primary job from 10:00
am to 2:00 pm and a secondary job in the customer service zone from 3:00 to 9:00
pm. With the check box selected, the application prints the employee's customer
service shift on the bakery's schedule. That way the bakery manager can see when
their employees are scheduled in other zones.
With the check box cleared, the application prints the 'Cust Svc' label on the bakery's
schedule, but not the shift's times.
In both cases, the employee's secondary job shift is also printed on the customer
service's schedule.
5. Select the Display Meals and Breaks check box to print the meal or break times on
the schedule.
In this example, with the meal times printed on the schedule, the employee is
scheduled from 10 am to 6:15 pm and has a meal break from 2:15 to 2:45 pm.
6. Select the Display Only Managers check box to print just managers' scheduled
shifts.
7. Select the Highlight Shifts Over Midnight check box to highlight shifts that start
before midnight but end after it in blue.
In this example, the employee is scheduled across midnight, from 8 pm to 2 am on
the following day. Since the check box is selected, the application highlights the shift
in blue on the schedule report.
8. Select the Show Business Day Alignment check box to include the 'business day
alignment' times on the top of the schedule:
The business day alignment time is the time of day when your organization considers
the business day to start and end; this time is not necessarily midnight. Any shifts
scheduled after the business day time are considered a shift on the next day. In this
example, the business day alignment has been set to 6:45 pm, so that a shift that
starts later than 6:45 pm on Monday is considered part of Tuesday's schedule.
9. If unfilled shifts are enabled for your organization, select the Show Unfilled Shifts
check box to include any unfilled shifts on your location's schedule in the report.
10. Select the Show seniority date check box to include the seniority dates of
employees on the report.
Page 48 of 217
11. Select the Show 8th Calendar Day check box to display eight days on the report,
rather than the default seven. By default, the application displays the 8th day at the
start of the period. For example, if the report runs from Monday to Sunday, selecting
this check box means that the report would also include the previous Sunday.
12. With the Show 8th Calendar Day check box selected, select the 8th Calendar Day
Follows Period check box to include the day after the selected period in the report,
rather than the day prior to the start of the period. Continuing the example above,
this means that the report would include the Monday following the period, rather than
the Sunday prior.
13. Select the Show Phone Number check box to display employees' phone numbers on
the report. If the employee has both a mobile and a home phone number defined, the
report includes their mobile number. Otherwise, it displays whichever has been
defined (or does not display any number in cases where no phone number has been
defined for the user).
14. Select the Show Hour Scheduled Per Day check box to display the number of hours
each employee is scheduled to work. This total does not include meals or breaks, only
worked time.
15. Select the Display DRAFT when Schedule not posted check box to display the
'DRAFT' watermark when the application generates the report for a schedule that has
not been posted. Clear this checkbox to hide the watermark.
Note: This parameter is only enabled if the application has been configured to use it.
For more information, or if it is not enabled, contact your system administrator.
16. Select the Omit Unscheduled Employees check box to exclude unscheduled
employees from the report. The application only includes employees with scheduled
shifts or approved time away from work requests.
17. Select the Show Shift Definition Name check box to display shift definitions names
from shift rotations on the report.
In this example, the shift definition name '(E8) MWFSS' is displayed along with the
shift times.
For more information, refer to Shift Definitions on page 1.
18. Select the Include Scheduled Absence Hours check box to total the amount of
time from approved time away from work requests and include this time in the totals
displayed on the Printed Schedule Report. For example, users can run the report to
include approved vacation time in the totals so that for an employee who is scheduled
for 32 hours and also has an eight hour vacation day during the week, the report lists
the total hours for the employee as 40.
With this parameter and either the Display Employee Totals or Display Zone
Totals parameters also selected, the application includes the hours from scheduled
absences in the Total column for each employee and in the Total row for each zone
on the report. The application also displays a new row, labeled ‘Absences’ in which it totals the scheduled absence hours for the zone.
19. Select the Display Employee Totals check box to print the total number of hours
each employee is scheduled to work, minus any meals and breaks, in a column on the
right hand side of the schedule for each zone.
Page 49 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
In this example, with the employee totals printed on the schedule, an employee was
scheduled for 3 shifts, each 8 hours in duration, in the Deli zone. The application
prints the total amount the employee is scheduled, 24 hours, in the Total column.
20. Select the Display Totals check box to print the total number of hours employees
within a group are scheduled for each day of the week. For example, with both this
check box and the Group By Zone check box selected, the report would display totals
for each zone.
21. Select one of the following check boxes to define how the report is grouped:
Group By Zone
Group By Department
Group By Job
Note: With either Group By Department or Group By Job selected, the application
does not display the Zone option in the Order By drop-down lists.
22. Select how you want the employees ordered on the schedule using the Primary
Order By, Secondary Order By, and Tertiary Order By drop-down lists:
Select Employee Name to order the schedule alphabetically by employee name.
Select Employee Job Rank to order the schedule by the employee's rank for their
job, so that employees who are ranked higher are printed at the top of the
schedule.
Select Job Rank to order the schedule by job rank first, so that employees
working the highest ranking job are printed at the top of the schedule.
Select Pay Class to order the schedule by pay class, so that full-time employees
are printed above part-time employees working on the schedule.
Select Seniority Date to order the schedule by employee's seniority date, so that
employees hired first are printed at the top of the schedule.
Select Zone to order the schedule by zone sort index (defined in the Sort Index
field on the Zone tab in Org Setup > Organization), so that zones with a higher
sort index are printed at the top of the schedule.
You can select any of these values from the Secondary Order By drop-down list to
order the employees again. For example, you could order the employees by Pay Class
first, and then Job Rank, so that all full-time employees are printed above part-time
employees and within those groups, employees are ordered by job rank. So, full-time
employees working the highest ranking jobs are printed at the top of the schedule.
Note: The application orders your employees alphabetically, after applying the selected
order.
23. Select one of the Report Format options.
24. Click Run Report.
25. When the report is ready you can download it from a link on the Reports tab within
Dayforce Messaging.
Page 50 of 217
Employee View Schedules
With the Bar View of My Schedules, you can view and create your location's schedules
organized by employee so that the employees you can schedule are listed alphabetically
down the left hand side, with the number of hours they are scheduled for during the week; this is the Employee View:
Similar to the Employee View, you can view and create your location's schedules by the
Daily Employee View, which is a similar view except that it only displays the employees scheduled during the selected day of the week:
To switch to these views:
1. Click the View button.
The application displays additional controls.
Ensure Bar View is selected in the Editor Type.
2. Select either Employee View or Daily Employee View
3. Click the View button again to close the view options.
The steps to add scheduled shifts with the Employee View or Daily Employee View are
different and described within this section. However, editing and deleting shifts from the
schedule follow the same steps as the Bar View.
Add Shifts with the Employee View
1. Click the Add button.
Page 51 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
2. Point your cursor next to the row with the employee you want to schedule.
If the employee is eligible to work multiple jobs, they are listed beneath their name.
Point your mouse cursor in the row for the job you want to schedule the employee
for; it is highlighted in orange.
3. Point your mouse over the time you want to schedule the employee, on the
appropriate day of the week.
If you selected the Display individual availabilities check box in the Options panel,
the application displays each employee's availability in their own row, allowing you to
view availability for multiple employees at once:
If you did not select the Display individual availabilities check box, the availability
of the employee you are hovering over is displayed across the entire schedule grid,
obscuring all other employee availabilities:
Page 52 of 217
4. Click and hold, stretching the shift’s bar across your schedule.
5. Release the mouse button so the shift's bar ends when you want the shift to end.
The application adds the shift for the employee.
Add Shifts with the Daily Employee View
1. Select which day of the week on which you want to schedule the employee, from the
first drop-down list.
Or you can click the left or right ( ) arrows to switch days of the week.
2. Select which employee you want to schedule, from the second drop-down list.
3. Click the '+' button next to the employee's name.
Page 53 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Note: If you know which employees you want to schedule to this day, repeat steps 2-
3 to add them to the list of employees on the left hand side of the schedule.
4. Click the Add button.
5. Point your cursor next to the row containing the employee you want to schedule.
If the employee is eligible to work multiple jobs, they are listed beneath their name.
Point your mouse cursor in the row for the job for which you want to schedule the
employee; it is highlighted in orange.
6. Point your mouse over the time you want to schedule the employee, on the
appropriate day of the week.
7. Click and hold, stretching the shift’s bar across your schedule.
8. Release the mouse button so the shift's bar ends when you want the shift to end.
The application adds the shift for the employee.
Page 54 of 217
Schedule Grid View
The Grid View on the My Schedules section displays your scheduled shifts as cells on a
grid, with a row for each employee or job and a column for each day of the week.
You can configure the application to display either employees or jobs in the left-most
column. When configured to use Employee View, the application displays employee names
in the left column and the job the employee is assigned to work in the cells beneath the day
of the week:
Any unfilled shifts are displayed in a single row at the top of the schedule:
Conversely, when configured to use Job View, the application displays jobs in the left
column and the employee assigned to work the job in the cells beneath the day of the
week:
Any unfilled shifts are displayed in the appropriate job row:
Typically, Job View is used when you are filling shifts using the advanced template
scheduling method. For more information, refer to Schedule Your Staff Using Templates
on page 104.
Note: As users who access the schedule in Job View will likely create schedules using the
advanced template scheduling method, the rest of this section assumes that you are using
the Employee View.
On the Grid View, the application labels scheduled shifts with the following icons:
Labels the shift's start and end
time.
Page 55 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Labels scheduled meals.
Labels scheduled breaks.
At the bottom of each day's column, the application displays the coverage score of your
schedule, as a percentage, the amount of scheduled hours for the day, and how far off this amount is from the planned hours for that day.
In this example, on Friday you have 722 hours scheduled, which is
18 hours less than what was planned. Because you are
understaffed, your coverage score is 70.8%. The coverage score
represents how close your schedule is to the mathematically ideal schedule.
For more information, refer to View Your Schedule Details and Coverage Scores on page 74.
Page 56 of 217
Although the Grid View does not display your location’s staffing needs graphically like the
Bar View, it has additional functionality that is helpful when you are creating your
schedules:
Drag and drop shifts. You can drag any shift to another day of the week or a different
employee in one motion. Changing the employee scheduled to work a shift is quicker
this way than the Bar View. For more information, refer to Schedule Grid View on
page 61.
Schedule the same shift across multiple days and employees. When you are adding a
shift, you can simultaneously add the same shift across multiple days or employees.
In doing so, one action creates a shift with the same start and end time, breaks, and
assigned job across as many employees and days of the week as you need. This saves
you time when you’re adding a common shift that is repeated several times
throughout your schedule, like a standard 9 am to 5 pm cashier shift. For more
information, refer to Schedule Grid View on page 59.
Autopopulate meals and breaks before the initial editing cell is displayed.
To switch to the Grid View:
1. Click the View button.
The application displays additional controls.
2. Select Grid View.
The application switches My Schedules to the Grid View.
3. In the Grid Organization Type drop-down list, select Job or Employee, depending on
whether you want to use Employee View or Job View.
Now you can load the location's schedule for the appropriate week and work with it in
the Grid View. For more information, refer to Load Schedules on page 13.
Note: This section describes an alternate method to perform the tasks involved in the
scheduling process.For more information, refer to Schedule Your Staff on page 13.
Grid View Keyboard Shortcuts
Several keyboard shortcuts are available in the Grid View of My Schedules. The application responds to the following key combinations:
Ctrl + Home. The application scrolls to the top of the schedule.
Ctrl + End. The application scrolls to the bottom of the schedule.
Page Up. The application scrolls up one page of the schedule.
Page Down. The application scrolls down one page of the schedule.
Page 57 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Add shifts
The Grid View of your location’s schedule is made up of rows of employees and columns of
dates. When you are adding shifts, place them in the appropriate cells intersecting the employee you want to schedule and the day of the week you want the shift to occur.
Availability and Time Away From Work
The application displays availability information directly on the grid, highlighting days when
employees are unavailable for work or have approved time away from work requests. The following highlights are used:
The employee is unavailable to work the entire day according to
their availability.
The employee is available to only work part of the day. Point your
mouse cursor at the icon to see when.
The employee has approved vacation time for the entire day.
The employee has approved vacation time for part of the day, but is
still available to work part of the day. Point your mouse cursor at
the icon to see when.
Dayforce HCM has already been configured to match the time away from work reasons your
organization tracks; for each reason, the application displays a different icon on the Grid
View. For example:
Sick days are marked with a thermometer.
Although the icon displayed for different time away from work reasons may change,
depending on how the application was configured, days when the employee is away for the
Page 58 of 217
entire day are highlighted in red. On days when the employee is away for part of the day,
the application displays an icon, like the plane for vacation time, at the right edge of the
cell.
To add shifts:
1. Select the appropriate cell.
2. Click the green ‘+’ to add a shift.
The application displays additional controls and information overtop of the cell. The
application displays the employee’s primary job, the default meals or breaks, and shift
start and end.
3. Set the shift’s start time and end using the left and right arrows.
The shift's start time is labeled with a green arrow ( ).
The shift's end time is labeled with a red circle ( ).
You can type the time into the field, as well.
In Grid View, the 'Autopopulate before add' parameter of the Grid View Options
controls whether or not automatically scheduled meals and breaks appear in the
window when creating new shifts:
When selected, the application displays breaks on the cell before it is closed and
added to the schedule:
Page 59 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
When the option is deselected,meals and breaks appear only after the shift has been
added to the schedule:
3. You can schedule the employee to work a job other than their primary one, by
selecting a new job from the drop-down list.
You can only switch jobs for employees who have more than one job defined in the
application.
4. Click outside of the raised cell or press Enter when you’re finished.
The application adds the shift to your schedule.
Adding Multiple Shifts
You can quickly add the same shift to several employees and several days of the week at once:
1. Highlight all the appropriate cells. To highlight cells you can:
a. Click and hold on one cell and drag your cursor to paint other cells.
b. Click again on the first cell you selected.
Or
a. Hold down the Ctrl key and click on any cells you want to select.
Page 60 of 217
b. Release the Ctrl key.
c. Click on the last cell you selected.
The application displays the add shift raised cell for you to set the shift’s times.
2. Set the start and end times.
3. Click outside of the raised cell or press Enter when you’re finished.
The application creates a shift with the same details across all the cells you selected.
Note: If you selected multiple employees (rows), the job displayed in the cell is not
necessarily the job assigned to every employee. When you add the same shift to multiple
employees, the application assigns each employee’s primary job to the shift.
Change Shift Times and Durations
You can change the start and end times of any shift on your location’s schedule using the Grid View:
1. Select the appropriate cell.
2. Point your mouse at the cell.
The application displays additional controls.
3. Click the pencil to edit the shift.
The application displays the shift's details overtop of the cell. In this example, you are
editing Alisa's shift:
Page 61 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
4. Set the shift’s start and end time.
To keep the shift the same duration, you’ll have to adjust both the start and end time.
If you want to change the shift’s duration, adjust either the start or end time, as
needed.
5. Click outside of the raised cell or press Enter when you’re finished.
Move Shifts
You can move shifts around on your schedule so that they occur on different days of the week using the Grid View:
1. Click on the shift you want to move.
2. Click and hold your mouse button on the green circle ( ).
The application visually marks the cells you can move the shift to by graying out days
the employee is working an overlapping shift.
3. Drag the shift to another cell.
4. Release the shift on the appropriate cell.
The application moves the shift.
Copy Shifts
You can copy the same shift to different days or to different employees who are qualified to
work the shift's job:
1. Click on the shift you want to move.
Page 62 of 217
2. Hold down the Ctrl key.
3. Click and hold your mouse button on the green circle ( ).
The application visually marks the cells you can copy the shift to by graying out days
the employee is working an overlapping shift.
4. Drag the shift to another cell.
5. Release the mouse button.
The application copies the shift.
Assign Shifts to Different Employees
1. Select the appropriate cell.
2. Point your mouse at the cell.
The application displays additional controls.
3. Click the pencil to edit the shift.
4. Select the new employee from the drop-down list.
Page 63 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
The application assigns the shift to the new employee’s schedule. It also moves the
schedule to the employee's row in the Grid View.
Schedule Breaks
1. Click on the shift to schedule a break during it.
2. Click the pencil to edit the shift.
3. Click the small green ‘+’ to schedule a new break to the shift.
The application schedules a new break in the shift.
The break’s times are displayed next to the coffee mug icons.
4. Use the arrows to adjust when the break starts and ends.
5. Click outside of the raised cell or press Enter when you’re finished.
The application adds the break at the specified time on the shift.
Change Break Times and Durations
1. Click on the shift with the break you want to edit.
2. Click the pencil to edit the shift.
The application displays a raised cell.
Page 64 of 217
The shift’s existing break times are marked with coffee cup icons. Break times are
always listed in pairs, the break’s start time followed by the end time.
2. Set the break’s start and end times.
To keep the break the same duration, you’ll have to adjust both the start and end
time. If you want to change the break’s duration, adjust either the start or end time,
as needed.
3. Click outside of the raised cell or press Enter when you’re finished.
Unassign Shifts
1. Select the appropriate cell.
2. Point your mouse at the cell.
The application displays additional controls.
3. Click the pencil to edit the shift.
4. Select [Unfilled Shift] from the drop-down list.
Page 65 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
The application assigns the shift to the unfilled schedule. It also moves the schedule
to the unfilled row in the Grid View.
Remove Shifts
1. Click on the shift(s) you want to remove.
You can select multiple shifts to remove them all at once.
2. Point your mouse cursor at the shift. If you selected multiple, point your mouse cursor
at the first shift you selected.
The application displays additional controls.
3. Click the red 'x' to remove the shift(s).
Schedule Activities
Depending on how the application was configured, you can schedule activities in one of two
ways. If Dayforce HCM has been configured to use partial activities, you can schedule an activity to just part of a shift.
However, if it is not appropriate to schedule an activity for just part of a shift, the
application is set up so that when you schedule an activity, it is applied to the entire shift.
The steps are slightly different depending on which of these options have been configured, although the steps follow a similar process:
1. Select the appropriate cell.
2. Point your mouse at the cell.
The application displays additional controls.
Page 66 of 217
3. Click the pencil to edit the shift.
4. If the application has been configured so that activities are scheduled for the entire
shift, you will see a drop-down list with the activity icon ( )
a. Select the activity you want to assign to the shift from the drop-down list.
If you do not see a drop-down list with the activity icon ( ), the application has been
configured so that you schedule activities to specific times within the shift:
a. Select Add Activity from the Meal/Break drop-down list.
The application displays additional controls within the shift:
These new fields define what activity you are scheduling to the shift, and when. In
this example, the 'Greet' activity is being scheduled from 9:00 to 11:00 am.
These are just the default selections; you can modify what activity is scheduled
and when.
b. Select which activity you want to schedule from the drop-down list.
c. Set the times for which you want the activity scheduled using the two time fields,
either by typing the times directly in the fields, or by clicking the right or left
arrows.
4. Click outside of the raised cell or press Enter.
The application schedules the activity to the selected shift.
Page 67 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Remove Activities
1. Select the appropriate cell.
2. Point your mouse at the cell.
The application displays additional controls.
3. Click the pencil to edit the shift.
4. Select the [None] from the drop-down list or, if you do not see the drop-down list,
click the red 'x' next to the activity you want to remove from the shift.
5. Click outside of the raised cell or press Enter.
The application removes the activity from the selected shift.
Schedule On Call Shifts
To schedule an on call shift:
1. Add a scheduled shift.
2. Click the on call button:
The application displays the on call icon ( ) within the shift's cell.
To mark an already scheduled shift as on call:
1. Select the appropriate cell.
2. Point your mouse at the cell.
Page 68 of 217
The application displays additional controls.
3. Click the pencil button.
4. Click the on call button:
The application displays the on call icon ( ) within the shift's cell.
To confirm on call shifts:
1. Select the appropriate cell.
2. Point your mouse at the cell.
The application displays additional controls.
3. Click the pencil button.
4. Click the on call button:
The application changes the icon within the shift's cell to the confirmed shift icon ( ).
Label Minors on the Schedule
Dayforce HCM can highlight on the Grid View which of your location's employees are minors (under 18 years of age):
1. Click the View button.
Page 69 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
The application displays additional controls.
2. Select the Indicate minor status check box under General Options.
When enabled, the application displays the minor icon ( ) next to the names of
employees who are minors:
Hide Department Names
The display of department names on shift labels can be toggled in the Grid View of My Schedules.
1. Click the View button.
The application displays additional controls.
2. Select the appropriate value from the Display Position As drop-down menu of the
Grid View Options.
Department Name Job Name: Select this option and the application displays
both the department name and the job name for the scheduled shift(s).
In the example above, the employee is scheduled to work as a cashier in the
deli department.
Job Name: Select this option and the application displays only the job name for
the scheduled shift(s).
To continue the example above, the employee is scheduled to work as a cashier,
and the department is hidden from view on the schedule.
Clear a shift trade status
If necessary, you can remove the shift trade status associated with a shift in Grid View. For
example, if shifts that are part of a shift trade are eligible for certain premiums, removing
the shift trade status from shifts that were reassigned after a shift trade prevents the application from incorrectly qualifying the shift.
Note: This functionality is only available if it has been enabled for your organization. For
more information, contact your system administrator.
Page 70 of 217
1. Select the appropriate cell.
2. Point your mouse at the cell.
3. Click the pencil to edit the shift.
4. Click the Clear Shift trade status button:
Note: For swapped shifts, clicking the Clear shift trade status button only removes the
shift trade status from the current shift, and not from the other shift associated with the
swap.
Edit the origin of a shift
If necessary, you can edit a shift's origin in Grid View. For example, if shifts created from
shift rotations are eligible for certain premiums, a shift that was created from a shift
rotation and was then reassigned to a different employee should no longer be eligible for
that premium. To prevent the application from qualifying the shift for the premium, when the myou reassign the shift, you can also change the shift’s origin from Rotation to User.
Note: This functionality is only available if it has been enabled for your organization. For
more information, contact your system administrator.
1. Select the appropriate cell.
2. Point your mouse at the cell.
3. Click the pencil to edit the shift.
4. In the Origin drop-down list, select the appropriate option:
Page 71 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
For shifts that were created by a user, such as a manager, select User.
For shifts that were created as part of a shift rotation, select Rotation.
For shifts that were created as part of the labor deployment process, select
MyPlan.
For shifts that were created through schedule bidding, select Bidding.
Split View
You can choose to view your schedules with the Split View, which displays both the Bar View and Grid View at once.
To switch to the Split View:
1. Click the View button.
The application displays additional controls.
2. Select Split View.
Page 72 of 217
The application displays both the Bar and Grid view on a split screen.
You can adjust the height of the split screen:
1. Point your cursor at the split between both screens.
Your cursor changes to a pair of vertical arrows.
2. Click and drag the split up or down to resize the two screens.
3. Release the split when the screens are the size you want.
Page 73 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Enter Schedule Comments
The application can be configured so that you can leave comments on your employee's
schedules. To leave comments, you must view My Schedules in the Grid View.
Add comments for an employee in the Enter comment for this schedule field, marked by
the icon, when adding or editing shifts:
Once the schedule is saved and posted, employees can view the comments on their shifts in My Work > My Schedules.
Note: Employees cannot edit or reply to comments through the application.
Page 74 of 217
View Your Schedule Details and Coverage Scores
Your location's schedules are displayed on the My Schedules section. By default, the
application displays your location's schedule graphically in the Bar View, for one week at a
time.
In the Bar View, each shift on your location's schedule is graphed as a colored bar
stretching from the shift’s start time to its end time. The application also displays your
schedule's coverage score, the total number of scheduled hours, and how over- or
understaffed the location is during the day.
Note: Instead of the Bar View, you can choose to view your schedule in the Grid View,
which displays your scheduled shifts as cells on a grid. For more information, refer to
Schedule Grid View on page 54. Or you can use the Split View, which is a combination of
the Bar and Grid View on a split-screen. This section assumes you are viewing your
schedule details with the Bar View.
The application graphically displays several important pieces of information about your
schedule: scheduled shifts, staffing requirements and levels, and your coverage score. The
following sections describe what these pieces of information mean and how they are displayed.
Scheduled Shifts
Each scheduled shift is represented by a colored line stretching from the shift’s start time to
its end time. The shift’s label displays the employee assigned to work it and the job the employee performs during that shift.
Note: If the option is enabled for your organization, your schedule can contain unfilled
shifts that do not currently have an employee assigned to them. These shifts are labeled
with [Unfilled shift].
In this example, Jan is scheduled to work as a Meat Clerk from 10 am to 4 pm.
Page 75 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Shifts are also color coded by zone, so that you can visually identify where your scheduled employees are working.
For example, shifts in the seafood zone are purple and bakery shifts are turquoise. At a
glance you can tell if your schedule has an inappropriate mix of staffed jobs: a schedule with too many turquoise shifts one morning probably needs to be adjusted.
You can also view your schedules for a specific zone, so the application only displays shifts
scheduled in the selected zone. You can filter your location's schedule to do this. For more
information, refer to Filter Schedules on page 87.
Any scheduled breaks are graphed on the shift’s bar, when they occur. They are labeled with a coffee mug icon.
The size of the break’s label corresponds to the length of the break; it stretches from the break’s start time to its end time, just like a shift.
In this example, Adam's break is 15 minutes longer than Gord's.
Staffing Requirements and Levels
Your location's staffing requirements define how many staff members you need to schedule,
and when, throughout the week, for each of your location's zones. The application derives
the requirements from the labor budget, both in hours and cost, which comes from your
location's plan.
Staffing requirements help you create mathematically ideal schedules; the application has
calculated your staffing needs at every point in the day and it displays this information for
you graphically so that you can see when you are under– or overstaffed. Ideally, the schedule you create will use all the planned labor hours within the planned labor cost.
Before you can use your location's staffing requirements to help you create schedules, you
need to run through the planning process for the week. For more information, refer to Planning For Your Location on page Error! Bookmark not defined..
The application can incorporate a labor curve, as well, when defining staffing requirements
for a zone. This defines your relative staffing needs at each point in the day. The application
displays the staffing requirements for these zones differently than zones that do not use a
labor curve.
Page 76 of 217
Using a Labor Curve
The application can be configured to use a labor curve when determining a zone's staffing requirements; when it does, it generates relative staffing needs throughout the day.
For example, the labor curve might dictate that you need twice the amount of staff between
5:00 and 7:00 pm as you do between 9:00 to 11:00 am. The labor curve is either
configured in the application or derived from historical sales data, in which case the labor curve matches traffic levels derived from the number of transactions throughout the day.
For example, customer service might need 200 hours next Monday, and those 200 hours
should cost $1,800. These figures are defined through the planning process, trickling down
from your budget, to the forecast based on historical data, and your adjusted sales and non-service hours for the week.
The labor curve determines when those 200 hours are spent throughout the day. For
example, you only need five hours between 9:00 and 10:00 am, but 20 between 6:00 and
7:00 pm; this represents needing four times the number of employees during the busy
evening rush than you need in the morning.
For zones that use the labor curve, the application graphs your staffing requirements and levels, so you can compare your schedules to your location's staffing needs.
For each quarter-hour increment during your location's operating hours, the application
displays a color-coded bar. These bars form a graph of your staffing levels compared to the
demand. The color of the bars describes the efficiency of the schedule at that time: green
indicates your staffing level matches your need, yellow means you are understaffed, and
red means you are overstaffed for that quarter hour.
The height of the bars corresponds to your staffing levels, requirements, and by how much your schedule is off from the requirements, depending if you are over- or understaffed.
When you are understaffed, the height of just the green portion is your staffing level,
while the height of the whole bar, both the green and yellow portion, is your staffing
requirement. Just the yellow portion shows you by how many staff you are
understaffed.
When you are overstaffed, the height of just the green portion is your staffing
requirements, while the height of the whole bar, both the green and red portion, is
your staffing level. Just the red portion shows you by how much you are overstaffed.
When you are ideally staffed, the height of the green bar is both your staffing level
and requirement.
Page 77 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
You can quickly check the difference between your staffing levels and requirements for any quarter-hour of the schedule.
Point your mouse at an under- or overstaffed time and the application displays the difference between your schedule and your staffing need.
Zones Without Labor Curves
For example, some zones do not have a labor curve because there are no clear means to
determine when is the best time to use their labor hours. Unlike customer service, which
needs more cashiers working when more customers are shopping, these zones' staffing
needs are time insensitive; it is less important when the work gets done each day as it is scheduling enough employees during the day to finish it.
The staffing needs for these zones are displayed differently in the application.
Since the labor needs of these zones do not change from hour to hour, you will not see
when you are under- or overstaffed at different points in the day. Instead, the application
graphs your amount of scheduled hours in a solid purple color. The coverage score is simply how close you are to meeting the staffing need for the whole day.
Page 78 of 217
Coverage Scores
Another helpful piece of information the application displays on the Bar View of your
schedules is the coverage score. A schedule's coverage score is a percentage value that
represents how close your schedule matches the schedule requirements for a day.
A score of 100% means your schedule matches the staffing requirements at each point in the day. Any time you are under- or overstaffed detracts from this score.
The application also displays the number of hours demanded each day and by how many hours the location, or zone, is under- or overstaffed.
The coverage score changes, dynamically, as you point your mouse over shifts scheduled for different zones.
In this example, customer service is overstaffed early in the day and understaffed later on.
It has a 72.8% coverage score. Also, the application displays the number of planned hours,
106.5, and that the zone is understaffed by 39.75 hours, overall.
When you point your mouse at a shift scheduled in a different zone, the application graphs the coverage for that zone.
In this example, the bakery does not use a labor curve, so its staffing levels are graphed in
purple. The zone is understaffed by 9 hours, and has a 76.2% coverage score.
Note: Your coverage score decreases, proportionally, as you overstaff a zone that does not
use a labor curve. Such a zone overstaffed by 10% of its needs will have a 90% coverage
score.
When your mouse is not pointed over an existing shift, the application combines your coverage for all your location’s zones and graphs your location’s overall coverage.
Page 79 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
In this example, your location has been configured with zones that do and do not use a
labor curve. The application adds the staffing levels of all your zones that do not use a labor
curve and graphs this level in purple. Then, it adds the staffing levels of all your zones that
do use a labor curve, and graphs these levels on top, color coding the times these zones are
under- or overstaffed.
Unfilled Shifts: If enabled and used by your organization, unfilled shifts are
treated the same as shifts with an employee assigned to work them. This means
that an unfilled shift's hours are added to the amount of scheduled time for the
day; this impacts your location's coverage score for the day and whether or not
you are under- or overstaffed.
Page 80 of 217
Displaying Multiple Labor Demands
Depending on how the applicaiton was configured and how your organization tracks the
different requirements and demands for labor, My Schedules can display a variety of different labor demand curves and coverage scores.
For example, your location may have two labor demand curves; one defines the amount of
staff you need to schedule during the day to meet the planned sales targets, the other
dictates the minimum staffing requirement of 'key holders', members of the staff that have
keys to the store, back office, and cash office.
You can switch between the labor demands in either the Bar View or Split View.
The application displays a view drop-down list in the bottom right corner of the Bar View or of the bar portion of the Split View:
The drop-down list is grayed out until users point their mouse cursor at it:
This new view drop-down controls what labor demand curve the application displays. It can
contain several options:
Page 81 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Depending on how the application was configured, the application displays an option for:
All labor demand curves. The application displays a blended labor demand curve for
the entire location, factoring in demand for each zone, and calculating a coverage
score based on all the labor demand. As users create and edit the schedule, the
displayed labor demand curve dynamically switches to represent the demand of
whatever zone or activity is being scheduled.
For example, when scheduling for a location with five zones, each with their own labor
demand, as users edit a shift scheduled in the Customer Service zone, the application
displays the demand for just the Customer Service zone; when finished, the
application switches back to displaying the blended labor demand curve for all zones.
Select [Dynamic] from the view drop-down list to enable this functionality.
By default, [Dynamic] is selected when users first launch My Schedules.
Each individual zone. You can select to display the labor demand for a single zone
by selecting the zone’s name from the drop-down list:
Each activity. You can select to display the labor demand (if any) for each activity
that can be scheduled in each zone. The application displays an arrow ( ) next to each
zone that contains activities; click to expand and the application displays any activities
in the zone:
If the application’s labor deployment rules have not been configured to generate any
labor demand for specific activities, any time scheduled to work the selected activity is
displayed as an overstaffed labor curve, displayed entirely in red:
This does not necessarily represent a problem with the location’s schedule; employees
can be scheduled to work specific activities that do not contribute to an activity-
specific labor demand. It is common in these cases that employees are scheduled to
Page 82 of 217
activities to organize what they are working on, as an additional piece of scheduling
information beyond the job the employee was scheduled to work.
In this case, selecting a specific activity is used to simply verify how many hours
employees have been scheduled to work the selected activity.
Each labor measure for performance-based scheduling. If the application has
been configured to use performance-based scheduling, the application displays an
option for each labor measure:
In this example, the application has been configured to use performance-based
scheduling and track the ‘Sales’ labor measure as well as the default labor measure of ‘Employee Hours’.
You can expand each labor measure to select a specific zone and the application
displays the demand curve for the select labor measure in the selected zone; you can expand further and select a specific activity within the zone.
The ‘Employee Hours’ displays every zone and activity combination that employees
can be scheduled to work, similar to how the application behaves when performance-
based scheduling is not configured. However, for any additional labor measures, the application only displays the activities tied to the labor measure:
In this example, the ‘Sales’ activity, the only activity linked to the ‘Sales’ labor measure, has been selected in the Media zone.
Each minimum staffing requirement. You can select to display the labor demand
generated by each minimum staffing requirement; there is one option for each
instance of the Minimum Staffing Rule configured in the application’s labor
deployment functionality. Each option is listed under the ‘Minimum Staffing’ heading,
which, when expanded displays the requirements.
Page 83 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Performance-Based Scheduling
The application can be set up to support the concept of performance-based scheduling; this
is a different way to create appropriate schedules for your location. In performance-based
scheduling, the application tracks your employees' productivity and compares it to the performance targets for your location.
Instead of scheduling based on the number of labor hours your location requires during the
work day, with performance-based scheduling, the application generates a labor curve that
dictates the performance your location should reach during the work day and the amount each employee contributes to this can vary.
Performance-based scheduling can take into account any employee productivity value, such
as recognized selling capacity in a retail setting, number of plates or covers served in a
restaurant setting, or the amount of units an employee can produced in a manufacturing
setting, and aid you to create appropriate schedules.
With performance-based scheduling, employees contribute different productivity to your
location's targets. For example, a retail store has a sales target of $1200 for the day; an
experienced or talented sales representative will typically sell more per hour, and contribute more to that sales target, than a new hire.
In performance-based scheduling the application tracks how many sales your location is
expected to do, based on the employees scheduled, and compares it to the sales target of $1200.
This does not replace the need to monitor your location's coverage and labor hours are still
tracked; instead, it provides an additional measurement for you to review when creating and reviewing schedules.
Typically, not all employees contribute towards a performance target when they're working;
an employee is only contributing their productivity to your location's sales target, for
example, when they are on the floor selling. During some shifts, an assistant manager is
scheduled to work on the floor and during this time contributes an average of $100 in sales
an hour; if that assistant manager is scheduled to work in the back office, they are not selling and do not contribute to the sales target.
To schedule an employee to work against a performance target, you need to schedule them
to work the corresponding activity. In the example above, the assistant manager can be
scheduled to work the 'Sales' activity to designate when they are selling. During shifts
scheduled to work this activity, the application checks the employee's productivity, and subtracts it from the performance target for the hour.
Similar to a labor demand curve that dictates 8 employees should be scheduled between
one and two, when scheduling an employee during this time the application subtracts one
from the labor demand, during performance-based scheduling the application subtracts the
employee's productivity from the target. With a target of $1000 during one and two pm,
scheduling the assistant manager to work the sales activity subtracts their productivity of
$100 in sales an hour from that target; in this example, you need to schedule another '$900' in productivity during this time.
The application has already been configured with corresponding activities and performance
targets; for more information on which activity to schedule, contact your system
administrator. Activities that contribute to a performance target can be scheduled in the
normal fashion; the steps are no different than scheduling any other activity. For more
information, refer to Schedule Activities on page 31.
Page 84 of 217
Performance-based scheduling works best in either the Employee View or Daily Employee
View of My Schedules. Switch to one of these views to review a comparison between your
location's performance targets and the amount of productivity the scheduled employees contribute. For more information, refer to Employee View Schedules on page 50.
As you are scheduling your employees to work the performance target's related activity, you
can point the mouse cursor at the related activity to review how the current schedule contributes to the performance target:
In this example, the application has been configured to use sales as its basis for
performance-based scheduling; employees scheduled to work the 'Sales' activity contribute
their productivity to the sales targets.
By pointing the cursor at the Sales activity, the application displays the comparison of the
target for each hour to the total of the productivity values of the employees scheduled to work toward the labor measure:
The application also displays the number of employees scheduled during the hour
(coverage) and then compares the sales target to the productivity of the employees scheduled and displays the difference as a delta.
Page 85 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
The productivity each employee contributes to the performance target is displayed in
brackets next to their name in the Employee View and Daily Employee View of the Bar View
as well as the Grid View:
In this example, Farran's productivity value is 100; in this example, this means he
contributes $100 an hour towards the organization's sales targets. The specific units your
employees' productivity is tracked in depends on how the performance-based scheduling
was configured.
If you have access, you can record the productivity of your employees in My HR. For more
information, refer to Assign Additional Properties on page Error! Bookmark not defined..
If your organization tracks multiple performance targets, you can toggle through them within My Schedules by pointing the mouse cursor at the performance target on the chart:
The application display a set of arrows; click the up or down arrows to toggle between the different metrics.
Page 86 of 217
View Schedule Details
There are several different ways to view the scheduled shifts, staffing levels, requirements,
and coverage score of your schedules. Before you select how to view your schedules, you
must load your location's schedule for the relevant week. For more information, refer to Load Schedules on page 13.
The following sections describe how to sort and filter your location's schedules.
Note: The application displays schedule and coverage information for the selected location.
If you manage multiple locations, you need to switch between them to view their schedules.
For more information, refer to Locations in My Day, My Schedules, and My HR on page
10.
Sort Schedules
This section describes how to sort the order shifts are displayed on your location's schedules. You can sort schedules by:
Department Name
Employee Job Rank
Employee Name
Job Rank
Original Hire Date
Pay Class Rank
Rehire Date
Seniority Date
Zone
Unlike names and dates, which have a clear sort order, ranks and zones are sorted by
'scores' your organization has assigned to different items; they are a way of ordering your
organization's jobs, pay classes, and zones. They were ranked when Dayforce HCM was
configured, so, for example, if you sort by pay class, whether full-time or part-time employees are displayed at the top of the schedule depends on this configuration.
You can switch between sorting in ascending or descending in order to get the desired sort
order, or you can contact your system administrator for information on how these items are ranked.
To sort your schedules:
1. Click the Sort button.
2. Select how you want the schedule sorted by, first, from the First Sort By drop-down
list.
Page 87 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
3. Select whether you want the criteria sorted ascending or descending from the drop-
down list.
You can sort your schedules by all three criteria, if you want. The application uses the
additional sort criteria for shifts that are tied in the first sort order.
4. Select additional sort orders from the appropriate drop-down lists, if necessary.
5. To apply the sort criteria to schedules using the Bar View editor in Coverage View,
select the Use above Sort Criteria first. When this check box is selected, the
application sorts shifts first by the criteria you have specified, and then by shift time.
When this check box is cleared, the reverse is true.
6. Click the Apply Sort button.
The application sorts the shifts on your location's schedule in the selected order.
Removing Sort Orders
To remove sort orders so your location's schedule is order chronological:
1. Click the Sort button.
2. Select [None] from all three drop-down lists.
3. Click the Apply Sort button.
Filter Schedules
You can filter your location's schedules so that only the shifts that meet certain criteria are displayed. You can filter based on:
Employee. The application only displays the specified employee's shifts.
Zone. The application only displays shifts scheduled in the specified zone.
Job. The application only displays scheduled shifts with the specified job(s).
Pay Type. The application only displays shifts scheduled to employees with the
specified pay type(s). Note: pay types specify how employees are paid, typically
hourly or salaried.
Page 88 of 217
Pay Class. The application only displays shifts scheduled to employees with the
specified pay class(es). Note: pay classes distinguish between groups of employees
such as part-time and full-time employees.
Problems. The application only displays scheduled shifts with problems or exceptions.
Filled shifts. If unfilled shifts are enabled, the application filters out unfilled shifts and
only displays shifts with employees scheduled to work them.
Rotation. The application displays shifts that are scheduled to the specified shift
rotation.
Activity. The application filters for shifts that are scheduled time for a particular
activity.
Location. The application only displays shifts that are scheduled to a particular
location type.
Shift Trades. The application only displays shifts for employees that have at least one
traded shift.
Schedules. The application filters shifts based on a specified time period.
To filter schedules:
1. Click the Filter button.
The application displays the filter options:
Note: Depending on how the application has been configured,
1. Select how you want to filter your location's schedule by providing values for any or
all of the following fields:
a. Employee: Type an employee's name, or part of a name, to filter out the
scheduled employee's names that do not match. For example, type 'Paul' and the
application filters out any scheduled employee whose name does not contain the
phrase 'Paul'. Type just 'P' and the application filters out any scheduled employee
whose name does not contain the letter 'P'.
b. Zone: Click and select appropriate zone(s) to filter the schedule so that only
shifts scheduled in the selected zone(s) are displayed.
c. Job: Click and select appropriate job(s) to filter the schedule so that only
employees with the selected job are displayed. Select whether you want the
employees displayed to be scheduled to the job, have it as their primary job, or
just be eligible to work the job from the drop-down list.
d. Pay Type: Click and select appropriate pay type(s) to filter the schedule so
that only employees who have one of the selected pay type(s) are displayed.
e. Pay Class: Click and select appropriate pay class(es) to filter the schedule so
that only employees who have one of the selected pay classes are displayed.
f. Problems: Click to filter for shifts that are flagged with a problem. Click to
filter for shifts that have a schedule warning or exception.
Page 89 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
g. Filled Shifts Only: Select the check box to filter out unfilled shifts from the
schedule.
h. Have Traded Shifts: Select the check box to display only employees who have at
least one traded shift in their schedule. The application only displays this option if
it has been configured to use shift trades. Contact your system administrator for
more information about shift trading.
i. Shift From Current Org: Select the check box to display only employees who are
scheduled at the location currently selected in the org picker. This check box is
only displayed if it has been enabled for your organization. For more information,
contact your system administrator.
j. Rotation: Click and select the appropriate shift rotation(s) to filter the
schedule so that only employees assigned to the shift rotation(s) selected are
displayed.For more information, refer to Schedule Employees by Shift
Rotations on page 25.
k. Activity: Click and select appropriate activities to filter the schedule so that
only employees who are scheduled to perform one of the selected activities are
displayed.
l. Location: Click and select appropriate location(s) to filter out employees not
scheduled to a particular location from being displayed on the schedule. This
option will only appear in the filter options if locations have been configured for the
level of the organization being viewed.
m. Schedules: Select the Schedules check box and use the 3 drop-down lists to
filter the schedule so that only employees scheduled according to your criteria are
displayed:
a. Select whether you want one of the employee's scheduled shifts to End,
Occur, Occur Completely, or Start according to the other criteria, from
the first drop-down list.
b. Select whether you want the criteria of the first drop-down list (such as
the shift starting) to happen either Between (Days), between the days
of the week you select, or Between (Exact), which lets you specify days
of the week and times on each day, Between (Times), which checks for
shifts on any day, between specified times, or On a specific day of the
week.
c. Depending on what value you selected with the second drop-down list,
you'll need to either select a day of the week, a range of days of the
week, a range of days of the week with a start and end time of the
range, or just a range of time on any day of the week.
Here's an example of the Schedules filter options:
In this example, we're filtering out employees who do not have a shift
that starts on either Saturday or Sunday. Since Between (Days) was
selected in the second drop-down list, the application displays additional
controls for selecting the day range.
The application filters your location's schedule as you supply values in the filter
fields. When you have defined an appropriate filter, click the Filter button to hide
the filter options.
Page 90 of 217
Clearing Filters
You can clear an applied filter so that the application displays your location's entire schedule:
1. Click the Filter button.
2. 3. Click the Clear Filter button.
4. Click the blue 'x' over button to hide the filter options.
Highlighting Filtered Shifts
In Grid View, the application displays the full week of scheduled shifts for any employees
that have a shift meeting the filter requirements. To highlight only the shifts that meet the criteria, toggle the Highlight/Normal button:
Selecting Highlight fades out shifts that do not meet the filter criteria:
In this example, the filter is configured to display employees that are scheduled to work at
the 'Desk 2' Location. The employee is scheduled to two shifts, only one of which is at 'Desk
2'. With the Highlight parameter selected, the shift at 'Desk 1' is faded out.
Toggle the button back to Normal and both shifts appear as normal:
Save Filters as Favorites
After filtering schedules, you can save the results as a 'favorite' so access it again later.
Page 91 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
On the Filter pane:
1. Select the Favorites tab:
2. Type a name in the New Filter Name field.
3. In the Add Filter drop-down list, select one of the following options:
Add Filter. When you select this option, the application applies the filter each
time you select that favorite. For example, if you search for employees assigned
the 'Manager' job and then save the search results as a filter, employees who
are later assigned the 'Manager' job will be included the next time you select
this filter from your Favorites. Filters are marked with the icon on the
Favorites tab.
Add List. When you select this option, the application saves the results as a
static list, meaning that only the employees listed in the results are included
when you select that favorite. Continuing the example above, the application
would not automatically update the list to include employees who were assigned
the 'manager' job at a later date. List are marked with the icon on the
Favorites tab.
Edit a List
If necessary, you can update a list that you saved as a favorite to include additional
employees.
On the Favorites tab:
1. Select the list you want to update.
2. Click Edit List:
3. The application displays the Edit Employee List control.
4. Do one of the following:
To select employees from the index, select the Index tab. The application
highlights employees who are already selected in orange. Use the letters at the
top of the control to navigate through the employee list.
Page 92 of 217
To search for specific employees to add, select the Autofill tab. The application
displays a list of available employees and the list of selected employees. To filter
the list of available or selected employees, type all or some of the employee's
name into the 'Search...' parameter. Use the arrows to move employees to and
from the Selected Employees list:
5. Click OK.
Page 93 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Filter Schedules Using Favorites
Once you have saved a filter or list as a favorite, you can apply this favorite to quickly filter a schedule.
On the Favorites tab in the Filter pane:
1. Select the Favorite you want to apply:
2. Click the Appy Favorite button.
Note: If you no longer need a favorite, you can delete it by selecting the favorite from the
list and clicking the Delete Favorite button.
Stack Shifts
As you work with your location's schedules, adding, editing, or removing shifts, gaps can occur in the list of shifts the application displays.
If this happens, you can stack the shifts so that they are displayed one on top of the other again:
1. Click the Stack Scheduled Shifts by Day button.
The application stacks the shifts.
Page 94 of 217
Verify Your Schedule
While you are creating your location’s schedule, the application compares the shifts you’re
adding to your location’s schedule policy. As it does, it looks at several factors, including the
times and durations of the shifts you’re adding and the number of shifts assigned to different employees.
The application also takes into account which employee you are scheduling, and when. It
checks to see if the employee is available to work or if they have any pending or approved time away from work requests when you are scheduling them.
The application marks shifts which have a problem; either the shift violates some part of
your location's policy, or it conflicts with the employee's availability. The severity of the problem varies:
Critical problems are mistakes on your location’s schedule. They are situations that
prevent you from saving the schedule. Scheduling the same employee to work
overlapping shifts is an example of a schedule problem.
Clearly, the same employee cannot work a shift from 9 am to 5 pm and another shift
from 9:15 am to 3:15 pm. The application marks both shifts with an ‘X’ and prevents
you from saving your schedule as it is.
You must remove one of the overlapping shifts or schedule a different employee to
work one of them before you can finish the scheduling process.
Some critical problems include:
Scheduling the same employee to overlapping shifts.
Adding a shift with an end time before its start time.
Scheduling an employee during an approved time away from work request.
Warnings represent situations on your schedule you should acknowledge, but can
choose to leave in your location’s schedule. The application records issues whenever
shifts violate one aspect of your location’s scheduling policy. But, unlike problems,
shifts with issues can still be staffed, so the application allows you to save and post
schedules with issues.
Scheduling an employee when they are unavailable is one example. If you schedule
an employee outside of their available time, the application marks the shift with an
exclamation mark. The application is drawing your attention to the fact that you have
scheduled an employee during a time they have said they cannot work. But
employees can still work, if they agree to come in, when they are unavailable, so the
schedule with this shift can still be saved and posted.
Page 95 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Your location’s schedule policy can have several rules defined in it that tell the
application what potential issues to look for when you are creating schedules. This
policy has already been set up in the application to match your company's policies.
Some potential issues that the application marks as warnings include:
Scheduling employees when they are unavailable.
Scheduling multiple shifts for the same employee too close together.
Scheduling employees for too long on a single day or the entire week.
Not scheduling employees for long enough on a single day or the entire week.
Scheduling employees to too many shifts on a single day.
Scheduling employees on too many days during one week.
Not scheduling employees on enough days during one week.
Scheduling employees for too many night shifts during one week.
Scheduling employees to too many consecutive night shifts.
Note: Depending on how Dayforce HCM was configured, not all of the issues listed above
are marked as a warning on the schedule.
For each warning that occurs on your schedule, you can edit the shift to remove the
warning, or leave it in your location’s schedule.
The application also marks some shifts with 'Informational', an icon with the letter 'i';
these shifts do not have a critical problem or a warning, but there is some situation
that the application is drawing your attention to.
For example, the application marks any shifts scheduled during the same time as an
employee's pending time away from work request. If the time away from work
request is rejected, there is no problem with the shift. However, if the request is
accepted, the employee will be unavailable to work during the shift and this shift
would have a critical problem on it.
Page 96 of 217
Browse Problems
The application visually alerts you to which shifts have problems and issues on the My
Schedules section. You must load your location's schedule for the relevant week first. For more information, refer to Load Schedules on page 13.
You can view the details of any issue or problem by clicking on its icon.
The application opens the Problems window.
Note: The problem you clicked is selected and highlighted.
If an employee has more than one problem on the schedule, you can browse between each by clicking the forward and back arrows:
As you browse between problems, the application displays the relevant days of the week on which they occurred and highlights the shifts during which they occur in bold.
In this example, you have browsed to Gord's next warning. The application displays the day the warning occurs and highlights the shift in bold.
For minimum or maximum coverage violations (e.g., not scheduling an employee to enough
shifts or for enough hours, or scheduling too many employees to a specific activity) that are
not tied to any specific shift, the application does not display the exception icon on any of the employee's shift.
Note: This is controlled by how Dayforce HCM was configured; the application may mark
shifts with minimum violations if not enough shifts or hours were scheduled for an
employee.
Page 97 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
To see if any minimum or maximum coverage requirements occurred, as well as review any other problems or issues that occurred click the Problems button:
The application opens the Problems window and displays the Employees tab by default. If
there are any minimum or maximum coverage violations, the application displays the Base
Coverage tab below the default Employee tab. You can click the Base Coverage tab to view the violations:
In both the Employee and Base Coverage tabs, you can toggle if problems ( ),
warnings( ) and informational notes( ) are displayed, but by default all three types are selected and displayed in the list:
To hide problems, warnings, or informational notes from the
list, click the corresponding icon.
Page 98 of 217
View Schedule Metrics
In addition to tracking problems and issues, the application tracks your schedule’s labor cost
and the amount of labor hours it uses. These schedule metrics are compared to your
location's plan and the variance is calculated for you to tell if you are over or under budget, and by how much.
The colored highlights represent how far off a schedule's labor cost and hours are from the planned labor cost and hours. The application uses the following legend:
days off by 15% or more, either over or under, are highlighted in red
days off by over 5% and less than 10%, either over or under, are highlighted in
yellow
days within 5% are clear
Unfilled Shifts: If unfilled shifts are enabled and used by your organization, the application
incorporates details from any unfilled shifts on your location's schedule into its metrics; the
duration of unfilled shifts are added to the scheduled hours value. Unfilled shifts also
contribute to the scheduled cost metric. The application calculates an average pay rate of
the employees who can work the shift's job to determine the cost of an unfilled shift.
You can view schedule statistics from My Schedules:
1. Load your location’s schedule for the relevant week. For more information, refer to
Load Schedules on page 13.
2. Click the View Schedule Metrics button.
The application expands a tab on the top of your schedule with the labor cost and
hours displayed.
Note: Click the blue 'x' button to close the tab.
View KPIs
If the application has been configured to display KPIs in My Schedules, you can click the KPI button to open the KPI panel:
Page 99 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
The application displays the KPIs that your administrator has configured to be displayed in
My Schedules. The data respects the zone filters that you have selected. For example, if
only one zone is displayed in the schedule, the application only display KPI data for that
zone. When the schedule is not filtered by zone, the application displays all KPI data for the
selected location.
As you make changes to the schedule, the application enables the Refresh button so that you can reload the KPI data to reflect the changes.
Coverage Information per Day
The application can also be configured to display coverage information on the day headers
in the Bar View; the application displays the number of hours scheduled and the variance between planned and scheduled hours, for both daily and quarter-hour labor demand:
The application displays two numbers in each set: the scheduled hours, excluding any meals
or breaks, for each day on the left and the variance between these hours and the planned hours to the right:
In this example, 42 hours have been scheduled, but since the plan calls for 60 hours to be
scheduled, the application displays this difference as -18, as an additional 18 hours need to be scheduled to cover the labor demand requirements.
Whether this information is displayed or not is determined by how the application was
configured to meet your organization's requirements.
Totals Displayed on the Grid View
The Grid View also displays information about your schedules; the application totals the
scheduled coverage hours, excluding any meals or breaks, for each day along the bottom of the Grid View:
It can also compare these scheduled coverage hours to the number of hours that the plan
calls for; in this case, the scheduled coverage hours are displayed on top and the difference between the scheduled hours and the planned hours is displayed beneath it.
Page 100 of 217
In this example, the schedule coverage hours are 5.50 and the plan calls for another 13.50
hours to cover the labor demand requirements for the day. This information is only
displayed if the application has been configured to track coverage and if the plan has been published for the week in My Plan.
Page 101 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
The Grid View also displays the total paid scheduled hours along the righthand Totals for
Week column. If the employee is scheduled to work at multiple different locations, the
application displays two totals:
The first total is the total number of paid hours the employee has been scheduled to work in
the location and zone(s) currently displayed in My Schedules; the second number is the
total number of paid hours the employee has been scheduled to work in any location or zone.
In the example above, the first employee has been scheduled to work 22.50 hours on the
schedule loaded for the 'Bakery' zone of the 64 Burden location; the second employee has
15 hours scheduled in the same zone, but a total of 22.50 hours. The other hours can be
scheduled at other locations, such as an employee who can work in the Bakery zone in the
64-Burden or the 35-Panter locations, or in other zones in the same location if the schedule
is filtered by zone or if you only have access to view the schedules of some of the zones in a location.
For example, if you have filtered your locations schedule to only display the 'Bakery' and
'Deli' zones, any hours an employee is scheduled to work outside of these zones contribute
to the second number in the pair, but only the hours the employee is scheduled to work in
the displayed zones contribute to the first number in the pair. You can filter the schedule by any zone that you can access. For more information, refer to Filter Schedules on page 87.
Note:If meals or breaks are paid, they are included in the Totals for Week column but not
in the day totals displayed along the bottom of the Grid View.
Page 102 of 217
View Schedule Cost Estimates
Dayforce HCM can estimate how much the schedule would cost if every scheduled employee
worked the times they were scheduled. The estimate is calculated by applying your
organization's payroll rules to the schedule; if you have scheduled an employee for 45 hours
during the week, and the employee earns overtime for any time worked beyond 40 hours a
week, the application takes into account the 5 hours of overtime the employee would be paid for working their shifts when it estimates the schedule's cost.
The application can displays four tabs:
Weekly provides a breakdown of the scheduled hours and cost, as compared to the
plan for the week, similar to the information displayed when users press the Info
button.
Details provides a breakdown of the amount of paid, unpaid, overtime, premium, or
benefit hours employees earn on each day of the week for working their schedule:
In this example, the application displays the cost of a work-in-progress schedule;
employees will earn varying amounts of unpaid (‘Unp’), paid (‘Reg’), and overtime
(‘OT’) for working their schedules on each day of the week.
Depending on your staffing requirements, you could adjust this schedule to avoid
paying overtime on Friday, Saturday, and Sunday.
If the application has been configured so that you can schedule unfilled shifts, the
application takes into account the amount of time scheduled for unfilled shifts; if you
have scheduled 20 hours of unfilled shifts for a position that typically earns $10 an
hour, it adds $200 to the estimate of your schedule's cost.
Page 103 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Note: The 'typical' pay rates for the different positions you can schedule have already
been configured in the application. For more information contact your system
administrator.
Irregular provides a breakdown of any irregular schedule costs, such as overtime or
premiums, in the cost information.
Daily provides a detailed view of the pay an employee will earn for a day, if you have
selected a cell in the Grid View. With a cell selected, the application displays a detailed
view of the pay for the corresponding employee on the corresponding day of the
week.
To view the schedule's estimated cost:
1. Load your location’s schedule for the relevant week. For more information, refer to
Load Schedules on page 13.
2. Click the Cost button.
The application displays the Cost pane.
3. Click on the Weekly, Details, or Daily tab to view the corresponding information.
You can refresh the estimated cost by clicking the Refresh button.
Page 104 of 217
Schedule Your Staff Using Templates
If the application has been configured to use advanced template scheduling, you can schedule your staff using templates in My Schedules.
Note: Depending on your configuration, some of the options described in the section below
might not be displayed. For more information, contact your system administrator.
This section assumes that you are using My Schedules in the Job Grid View. For more information, refer to Schedule Grid View on page 54.
Scheduling your staff using templates involves:
1. Creating Templates
2. Adding Shifts Using a Template
3. Filling Schedules
Creating Templates
You can create two different kinds of templates in My Schedules:
Schedule Templates. These templates contain multiple shifts, and are available only
to the user who created them and for the location selected in the ‘org picker’ in My
Schedules when they were created. Typically, they would be used in cases where you
need to schedule the same shifts in the same pattern in different weeks. For example,
if you needed to schedule six 9-5 shifts and four 5-10 shifts in the bakery department
every Saturday.
For more information, refer to Create Schedule Templates on page 104.
Schedule Type Templates. These templates are individual shifts that can be used to
populate a schedule. Typically, they would be used in case where you need to
schedule the same individual shifts in different weeks, but not necessarily in the same
pattern. For example, if you needed to schedule 9-5 shifts for the Bakery Clerk
position, but did not need to schedule the same number of shifts week to week.
Like schedule templates, these templates are created in My Schedules and are only
available to the user who created them and for the location selected in the ‘org picker’
when they were created.
For more information, refer to Create Schedule Type Templates on page 105.
Create Schedule Templates
Before you can create a schedule template, you must first load a schedule. For more information, refer to Load Schedules on page 13.
Note: If the schedule does not already contain the shifts you want to use in the template,
you must first create them. For more information, refer to Add Shifts on page 15.
With the schedule loaded in My Schedules:
1. Highlight the shifts you want to include in the template.
2. In the Edit menu, select Export Template:
Page 105 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
The application opens the Schedule Templates tab in the Templates pane:
3. Type a name and a description for the template.
4. Click the check mark ( ) to save the template.
Create Schedule Type Templates
Before you can create a schedule template, you must first load a schedule. For more information, refer to Load Schedules on page 13.
Note: If the schedule does not already contain the shift you want to use in the template,
you must first create it. For more information, refer to Add Shifts on page 15.
With the schedule loaded in My Schedules:
1. Highlight the shift you want to include in the template.
2. In the Edit menu, select Export Type:
The application opens the Schedule Type Templates tab in the Templates pane:
Page 106 of 217
3. Type a name and a description for the template.
4. To include the job associated with the shift in the template, select the Include Job
check box. If this check box is cleared, the application automatically uses the
employee's primary job when you add shifts using this template.
5. Click the check mark ( ) to save the template.
Adding Shifts Using a Template
Before you can add shifts using a template, you must first load a schedule. For more
information, refer to Load Schedules on page 13.
Add Shifts Using a Fixed Schedule Template
Unlike Schedule Templates and Schedule Type Templates (which are specific to the user
who created them), Fixed Schedule Templates are available to any users with necessary access.
Note: In some cases, you might not have the necessary access to create Fixed Schedule
Templates. However, if the application displays templates on the Fixed Schedule Templates
tab, you can use these templates to add shifts to a schedule. For more information about
creating Fixed Schedule Templates, contact your system administrator.
In My Schedules:
1. To open the templates panel, click Templates:
2. Select the Fixed Schedule Templates tab.
3. Select the appropriate template:
4. Click Import.
The application adds the shifts from the template as unfilled shifts:
Page 107 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Add Shifts Using a Schedule Template
Schedule templates contain multiple shifts, and are only available to the user who created
them for the location selected in the 'org picker' when they were created. This means that you can only access templates that you have created.
In My Schedules:
1. To open the templates panel, click Templates:
2. Select the Schedule Templates tab.
3. Select the appropriate template:
4. Click Import.
The application adds the shifts from the template as unfilled shifts:
Add Shifts Using a Schedule Type Template
Unlike the other two template types, Schedule Type Templates can be added directly in the
schedule grid rather than from the Templates panel. They are only available to the user
who created them for the location selected in the 'org picker' when they were created. This means that you can only access templates that you have created.
In My Schedules:
1. Select the cell or range of cells you want to populate.
2. In the Add menu, hover over the appropriate schedule template type:
Page 108 of 217
3. By default, the application inserts one shift in each cell. If necessary, you can specify
a different quantity by clicking the More Options button next to the schedule type
template:
The application displays a control where you can specify the number of shifts to add
per cell.
4. Type the number of shifts you want to add in the Quantity field:
5. Click OK.
The application adds the specified number of shifts using the specified schedule type
template:
Filling Schedules
Once you have added unfilled shifts using a template, you can either fill schedules by manually assigning employees to shifts, or by having the application fill shifts automatically.
Before you can fill schedules, you must first add shifts using a template. For more information, refer to Adding Shifts Using a Template on page 106.
Page 109 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Fill Shifts Manually
When you fill shifts manually, you must fill one shift at a time. The application provides suggestions regarding which employees are qualified to work the shift.
In My Schedules:
1. Select the appropriate shift.
2. In the Edit drop-down list, select Find Candidate:
The application displays the Find Candidate control.
The icons below the employee's name indicate whether there would be any schedule
problems as a result of assigning the employee to this shift, and if so, how many.
3. Do any of the following, as necessary:
To change the order in which employees are displayed, click Configure
Options. On the Employee Ordering tab, select a different ordering policy and
click Apply Changes:
Page 110 of 217
In the example above, the user has specified that employees should be ordered
based on cost instead of seniority.
To change the number of employees the application displays, click Configure
Options. On the General Options tab, type a number in the Max Results
field:
Click Apply Changes.
To change the maximum severity for schedule problems, click Configure
Options. On the General Options tab, select a different Max Severity option.
In the example above, the application would not display any employees where
scheduling them to that shift would cause any level of schedule problem.
With the Warning option selected instead, the application would display
employees if scheduling them to the selected shift would cause a warning, but
not if it would cause a critical error.
Click Apply Changes.
4. Select an employee in the list.
The application assigns the shift to that employee.
Fill Shifts Automatically
When you fill shifts automatically, the application fills a number of shifts at once by examining the unfilled shifts and finding candidates who are qualified to work them.
Page 111 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
In My Schedules:
1. Click the Fill button:
The application displays the Fill Unfilled Shifts control:
2. If necessary, you can add filters so that the application only fills shifts in specific
zones on specific days.
To add a filter, select the type of filter you want to apply from the parameters list.
Then, click the button and select the values you want to filter on:
In the example above, the application would only fill shifts on Monday through Friday.
3. Click the Fill Unfilled button.
When the application has finished filling shifts, it displays the results of how many
shifts it was able to fill:
Page 112 of 217
Page 113 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
My Schedules Options
This section describes some additional options you can set in My Schedules:
Meal and break reallocations. The application can be configured to add, remove, or
reschedule meals and breaks as you edit the schedule. For more information, refer to
Rescheduling Meals and Breaks Automatically on page 113.
Auto-loading the schedule. The application can be configured to load the upcoming
schedule when you start using My Schedules, without waiting for you to select a
week and click load. For more information, refer to Autoload Schedules on page
114.
Rescheduling Meals and Breaks Automatically
The application can be configured to reallocate meals and breaks on schedule edits, which
means it will automatically add, remove, or reschedule any meals or breaks on a scheduled
shift as you edit the shift's duration. When, or if, the application reschedules a meal or
break depends on the meal and break allocation rules already configured in Dayforce HCM.
These rules dictate how many meals and breaks shifts receive automatically, and they are
based on the shift's scheduled duration. For example, the rules might state that a 4-hour
shift receives 1 15-minute break, while a 6-hour shift receives a 30-minute meal, and an 8-hour shift receives 2 15-minute breaks and 1 30-minute meal.
Note: This is just an example; the specific meal and break allocation rules applied to your
location's schedules have already been configured to match your organization's needs. You
can see their impact as you schedule new shifts of different durations; if any meal and
break allocation rules have been configured, the application will automatically schedule
meals or breaks to the shift.
When enabled, the application automatically reschedules, adds, or removes meals and
breaks as scheduled shifts are edited and fall under a different meal and break allocation
rule.
In this example, we are editing a 3-hour shift, which originally did not receive a break, to be
longer in duration. As we increase the shift's duration beyond the 6-hour mark, the
application automatically adds a 30-minute meal.
The application removes breaks from scheduled shifts if you reduce their duration so that
they no longer qualify for them; a 4-hour shift that qualified for 1 15-minute break edited so that it is 3 hours loses the 15-minute break. The application automatically removes it.
Dayforce HCM will also reschedules meals and breaks, as needed; for example, if an
employee has a break scheduled in the last hour of their shift, and you reduce the shift's
Page 114 of 217
duration by an hour, the application will move the break (if the shift still qualifies for it) so that it does not start at the end of the shift.
Enabling Meal and Break Reallocation
To configure the application to automatically add, remove, or reschedule meals and breaks when you edit your location's schedule, as needed, turn on meal and break reallocation:
1. Click the View button.
The application displays the view options.
2. Click the Reallocate meals and breaks on schedule edits check box.
3. Click the 'X' button to close the view options.
Note: To turn off the meal and break reallocation feature, clear the Reallocate meals and
breaks on schedule edits check box.
Autoload Schedules
You can configure the application so that when you first launch Dayforce HCM's My
Schedules, it automatically loads your location's upcoming schedule. To enable this
autoload feature:
1. Click the View button.
The application displays the view options.
2. Select the Autoload on Start check box.
3. Click the 'X' button to close the view options.
Next time you log on and launch My Schedules, the application will automatically load the upcoming schedule for your location.
Page 115 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Run Schedule Reports
This section describes the schedule reports you can run from My Schedules. The following reports are available:
Daily Coverage Report. This report summarizes a location's 'coverage'; the number
of staff scheduled at each point in the day.
Manager Coverage Report. This report summarizes a location's 'coverage' using a
bar view and can be run for a specific day, week, or date range.
Printed Schedule Report. A printable view of a location's schedule. For details about
the Printed Schedule Report, refer to Save, Approve, and Post Schedules on page
42.
Schedule Audit Report. This report audits the changes made to a location's
schedule.
Each report has several report parameters to specify what information you want included in
the report and how you want it displayed. These parameters are described in the following sections.
Page 116 of 217
Daily Coverage Report
Run the Daily Coverage Report to review details on a location's coverage (i.e., how many
employees are scheduled during each hour and when meals or breaks are scheduled).
The report is grouped by zone, and employees within each zone are sorted first by start
time (with the earliest start time first), and then by name. Shifts are displayed either with
gray shading, or with the activity name, if the employee has been scheduled to an activity.
Meals and breaks are displayed with an 'X', and with slightly darker shading than the rest of the shift:
1. Select Daily Coverage Report from the Reports drop-down list.
2. The application displays the report's parameters:
3. To select the date(s) the report includes, do one of the following:
To run the report for a single day, select the Day option and select a date using
the calendar picker.
Page 117 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
To run the report for an entire week, select the Selected Week option and
select the week using the calendar picker.
To run the report for a range of dates, select the Date Range option and then
select the appropriate dates in the calendar pickers.
Note: When the report is run for multiple days, each day is displayed separately in
the report, with a page break between days.
4. Define the time range you want to report on using the Time fields.
5. Click and select which department, job, or activity you want to report on from the
corresponding fields.
The application only reports on the coverage for the selected department, job, or
activity.
6. Type the percentage value you want the sales statistics adjusted by, when reporting
projections for each hour, in the Proj % Incr/Decr field.
Note: The Proj % Incr/Decr field is only displayed if the application has been
configured to use it. For more information, or if it is not displayed, contact your
system administrator.
7. To display unfilled shifts on the report, select the Show Unfilled Shifts check box.
8. To display employees' phone numbers in the report, select the Show Employee
Details check box.
9. To display the total work hours for each shift and zone, as well as the total headcount
per zone, per hour, select the Show Net Hours Scheduled check box.
Note: These totals only include worked time (i.e., non-work time such as breaks and
meals are excluded).
10. To display (per hour and per day) the total headcount required, total headcount
scheduled, and the variance between the two, select the Show Zone Totals check
box. The application displays this information at the end of each day in the report:
11. To sort the report by zone sort index (defined in the Sort Index field on the Zone tab
in Org Setup > Organization), select the Sort By Zone check box.
When the Sort by Zone check box is cleared, zones are sorted alphabetically.
12. Select the Show 15 Minute Grid check box and the report displays grid-lines for
each 15-minute segment:
13. Click the Run Report button.
14. When the report is ready you can download it from a link on the Reports tab within
Dayforce Messaging.
Page 118 of 217
Manager Coverage Report
Run the Manager Coverage Report to review details on a location's coverage (i.e., how
many employees are scheduled during each hour and when meals or breaks are scheduled).
The report is similar to the Daily Coverage Report except that it more closely resembles the
Bar View in My Schedules. By default the report is grouped by zone, but you can group by
department or job instead. Optionally, the report can display activities, KPIs, employee
phone numbers, meals and breaks, task times, a comments section, unfilled shifts, and totals. You can also specify how you want to order the content in the report.
1. Select Manager Coverage Report from the Reports drop-down list.
2. The application displays the report's parameters:
Page 119 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
3. To select the date(s) the report includes, do one of the following:
To run the report for a single day, select the Day option and select a date using
the calendar picker.
To run the report for an entire week, select the Selected Week option and
select the week using the calendar picker.
To run the report for a range of dates, select the Date Range option and then
select the appropriate dates in the calendar pickers.
Note: When the report is run for multiple days, each day is displayed separately in
the report, with a page break between days.
4. Define the time range you want to report on using the Time fields.
5. Click and select which Activity you want to report on. When an activity is selected,
the application displays it in a separate row, beneath the
shift:
6. Click in the KPI (Max 5) parameter and select which KPIs to display on the report.
When selected, KPIs are displayed at the top of each day.
Note: You can only select the KPIs that are configured to be displayed in schedules.
7. In the Group By list, specify whether to group the report by zone, department, or
job.
Page 120 of 217
8. To display employees' phone numbers in the report, select the Show Phone Number
check box:
9. To display meals and breaks in the bar portion of the report, select the Display
Meals and Breaks check box:
10. To display an additional column with meal and break times, select the Display
Meal/Break Times check box:
11. To display the times associated with the activities selected in the Activity parameter,
select the Display Activity/Task Times check box:
12. To display a blank row between each employee so that you can write in comments on
the hard copy of the report, select the Include Comment Section check box:
13. To display unfilled shifts on the report, select the Show Unfilled Shifts check box.
14. To display a totals section at the end of the report, select the Show Totals check
box.
15. In the Order By list, specify whether shifts are ordered by start time, employee
name, zone, department, or job.
16. Click the Run Report button.
17. When the report is ready you can download it from a link on the Reports tab within
Dayforce Messaging.
Page 121 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Schedule Audit Report
Run the Schedule Audit Report for a listing of the changes made to a schedule's report,
grouped by employee. The report lists when shifts, meals, or breaks were added, modified, or deleted, and by whom.
Note: Some columns have been deleted from the actual report so that the image will fit on
this page.
1. Select Schedule Audit Report from the Reports drop-down list.
2. The application displays the report's parameters:
3. Select the date(s) you want to audit using the Start Date and End Date calendars.
4. Select one of the Group By options to define how you want the employees on the
report sorted, either by Last Name or First Name.
5. Click the Run Report button.
6. When the report is ready you can download it from a link on the Reports tab within
Dayforce Messaging.
Page 122 of 217
Taking Attendance & Correcting Pay
Dayforce HCM allows you to monitor attendance and adjust your employees’ pay, using the
My Timesheets section. For each of your employees, the application tracks when they
were scheduled against the recorded details of when they actually worked. You can compare
the two sets of times and make adjustments to the worked shifts if they are inaccurate,
while the application graphically highlights any problems or exceptions.
Also, you can correct your employees’ pay by entering adjustments.
This section describes how to:
Review Time and Attendance
Correct Time, Attendance, and Pay
Approve Timesheets
Page 123 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Review Time and Attendance
Dayforce HCM’s My Timesheets provides you with a summary of your employee’s time and
attendance records; these records show when and where employees worked compared to
when they were scheduled. It uses icons to label absences and other situations, like an employee working a shift for which they were not scheduled.
This section describes how to use the timesheet to review time and attendance records for a
week, the meanings of the different icons used to label your time and attendance records,
and as the other information available on the timesheet, like problems, exceptions, pay
summaries, and raw punches.
The main tasks involved with reviewing your time and attendance are:
1. Loading the timesheet for the week you want to review. For more information, refer to
Load Timesheets on page 124.
2. Following the timesheet legend, you can quickly see which employees were absent,
who recorded work when they weren't scheduled, and whose worked shifts did not
match their schedule. For more information, refer to My Timesheets Legend on
page 131.
3. Review the problems and exceptions. For more information, refer to Review
Problems and Exceptions on page 135.
4. Correct any problems or discrepancies on the timesheet:
Record worked shifts for time employees worked but failed to record. For more
information, refer to Record Worked Shifts on page 147.
Edit inaccurately recorded shifts that do not reflect when an employee actually
worked. For more information, refer to Edit Shifts on page 154.
5. Approve the timesheet by authorizing the worked shifts with accurate time and
attendance records. For more information, refer to Authorize Timesheets on page
180.
Note: Typically, time and attendance records are reviewed and corrected on a weekly
basis; as a result, this guide frequently refers to reviewing records for one week at a time.
However, depending on how the application has been configured, records may be loaded by
pay period instead. For more information, refer to Load Timesheets on page 124.
Page 124 of 217
Load Timesheets
You can load your employees' time and attendance records from the My Timesheets
section. The application displays the records for your entire team — all the employees who
work at your location, whether that is a whole store or a zone or department — for the selected period.
Note: If you manage multiple locations, make sure you pick one location in your
organization before you load any timesheets. For more information, refer to Browse Your
Locations on page 9.
The application can also be configured to display the Employee panel before the records for
your entire team are loaded, allowing you to filter only the employees that you want to be
displayed in a timesheet, first. For more information, refer to Loading Timesheets by Employee on page 126.
Depending on how the application has been configured, you load the timesheet in one of
two ways: by selecting a week from the calendar, or by pay period. For more information,
refer to Loading Timesheets by Calendar Week on page 125 and Loading Timesheets by Pay Period on page 125.
If it has been configured, and if you are loading a timesheet by pay period, you can further
filter which timesheet is loaded by specifying which employee(s) to view on the timesheet.
This is beneficial when you manage several locations, since it allows you to load timesheets for employees without having to select a location first.
Once loaded, the timesheet lists your employees against the days of the week, creating a
grid, so that each cell represents a single time and attendance record for a specific
employee and date. With this view, you can quickly scan your employee’s records for the
week.
Within each cell, several pieces of information are displayed. Typically, you will see a set of times, such as '9:00a-5:00p' and a couple of icons.
The times either represent when the employee worked on that day, or, if the employee was
absent or the date is in the future, they represent the employee’s scheduled shift on that
day. In the top right corner, the application sums the shift’s hours unless there is a problem
with the shift's details that prevents the application from adding up the hours. For more information, refer to Review Problems and Exceptions on page 135.
In this example, the employee worked for 9.5 hours, from 8:00 am to 6:00 pm, with a 30
minute break starting at 12:45. The colored circle in the cell labels whether the times
represent a worked shift or a scheduled shift.
Depending on the resolution of your monitor, all seven days on a timesheet may not be
visible without scrolling to the right. The Total column is displayed in a locked position on
the right of the timesheet, by default. To hide the display of the Total column, click the
Hide/Show button ( ) next to the Total column, at the top right corner of the timesheet.
To display the column, click the Hide/Show button ( ) again.
Page 125 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Loading Timesheets by Calendar Week
To load a timesheet:
1. Click the calendar ( ) button.
2. Select a week from the calendar.
3. Click the Load button.
The application loads the timesheet for the selected week.
Loading Timesheets by Pay Period
To load a timesheet:
1. Click the period picker button ( ). The application displays a list of available pay
groups and pay periods.
Page 126 of 217
2. Select the Pay Group to load. In the example above, the 'semi-monthly' pay group
was selected; the application displays the semi-monthly pay periods you can load for
the pay group. When you select a different pay group, the application automatically
updates the available dates in the Pay Periods column.
3. Select the Pay Period to load. You can scroll through the available pay periods using
the scrollbar.
Note: With a specific pay group selected, the application only loads and displays the
time and attendance records of employees with the selected pay group assigned to
them in My HR > Assignments. For more information, see the Dayforce HCM HR
Guide.
Note: When viewing pay periods that encompass multiple weeks, not all of the
columns will be displayed on the screen at once. The totals are always displayed in
the rightmost column and you can scroll back and forth to view the days of the pay
period.
Loading Timesheets by Employee
Depending on the configuration of the application, you may be able to filter only the
employees that you want to be displayed on a timesheet, before it is initially loaded. This is
useful when loading a timesheet that includes a large number of employees (e.g., 2000 employees).
Page 127 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
If this feature is enabled, the application displays the Employees panel in My Timesheets, after you select a location.
You can search for an employee by either last or first name, or just part of it, using the
search field. You can also click a letter next to the search field to filter employees by the first letter of their name.
You can select more than one employee (up to 100 employees) by pressing and holding the Ctrl key:
When you click the Load Employee(s) button, the application only displays the selected employee(s) in the timesheet.
Note: To display the Employees panel again once it has been closed, click the Load
button.
When navigating between weeks or periods, the application persists the employees that
were selected (for more information, refer to Navigating Between Weeks or Periods on
page 129). For example, a manager selects Alicia Middleton, Laura Edwards and Marilyn
Lynch to be displayed for the pay period of October 20th. Then, when the manager switches
to the pay period of October 27th, the application automatically loads these three
employees only.
However, if a selected employee does not exist for a pay period (e.g., if they were a recent
hire or recently terminated), their name is not displayed on the timesheet for that pay
period. Continuing with the above example, the manager selects the pay period of October
13th, where Alicia Middleton was not yet hired. As a result, her name is removed from the
loaded timesheet, which only loads Laura Edwards and Marilyn Lynch. However, when the
manager loads the pay period of November 3rd, where Alicia Middleton is once again an active employee, her name is included among the other two names.
When this functionality is enabled, the application indicates in the header whether it is displaying timesheets by org or by employee:
Page 128 of 217
Loading Timesheets by Pay Period and then Filtering by Employee
Depending on the configuration of the application, you may be able to load timesheets by
pay group and period, and then filter by specific employees to be displayed on the
timesheet, before it is initially loaded. This is useful when loading a timesheet that includes
a large number of employees (e.g., 2000 employees) and allows you to load timesheets for employees without having to select a location first.
To load a timesheet by period and then filter by employees:
1. Click the period picker button ( ). The application displays a list of available pay
groups and pay periods.
2. Select the Pay Group to load. In the example above, the 'semi-monthly' pay group
was selected; the application displays the semi-monthly pay periods you can load for
the pay group. When you select a different pay group, the application automatically
updates the available dates in the Pay Periods column.
3. Select the Pay Period to load. You can scroll through the available pay periods using
the scrollbar.
Note: With a specific pay group selected, the application only loads and displays the
time and attendance records of employees with the selected pay group assigned to
them in My HR > Assignments. For more information, see the Dayforce HCM HR
Guide.
4. Click the Searchbutton:
Page 129 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
The Employee panel opens:
5. Search for employees by either last or first name, or just part of it, using the search
field. You can also click a letter next to the search field to filter employees by the first
letter of their name.
You can select more than one employee (up to 100 employees) by pressing and
holding the Ctrl key:
6. Click the Load Employees button.
The application only displays the selected employee(s) in the timesheet for the
specified pay period.
Navigating Between Weeks or Periods
Once you have a timesheet loaded, you can quickly load the next or previous week or
period:
1. Click the back arrow ( ) to load the previous week or period's timesheet.
2. Click the forward arrow ( ) to load next week or period’s timesheet.
Filtering by Manager
If you manage employees, the application displays a 'manager picker' that you can use to
filter employees by which manager they report to. To view timesheets for employees who
report to a specific manager:
1. Click the Select Manager button:
2. Select a manager from the list.
Page 130 of 217
In the example above, the application would only display timesheets for employees
who report to Michele Wyatt.
Page 131 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
My Timesheets Legend
Each cell in the timesheet can have several different icons on it, which tell you about the
shift in the cell -- such as whether it was scheduled or unscheduled.
In the example above, the employee is scheduled to work an 8 hour shift as a Deli Cashier from 9:00 AM to 5:00 PM.
Worked shifts that were scheduled. The employee was scheduled and worked the time displayed in the cell.
Worked shifts that were scheduled and that the employee had punched in for using a punch or web clock; the employee is 'on the clock',
meaning they have punched in for the day. Once the employee punches out, the shift is marked with the icon.
Paid to schedule shifts. The application has been configured to pay the employee, by default, for their scheduled time. This configuration is typically used with salaried or some full-time employees who do not punch in or out to record when they worked.
Whether or not an employee is paid, by default, for their scheduled time depends on the punch policy assigned to the employee. Contact your system administrator for details about the punch policies assigned to your employees.
Worked shifts that were not scheduled. The employee was not scheduled but recorded worked time on the day. The times in the cell represent when the employee recorded working.
Worked shifts that were not scheduled and that the employee punched in for using a punch or web clock; the employee is 'on the clock',
meaning they have punched in for the day. Once the employee punches out, the shift is marked with the icon.
Scheduled shifts that the employee did not work. The employee was absent without a recorded reason — such as taking a sick day or
vacation — and the times in the cell represent the employee’s scheduled shift. You can create a pay adjustment on this date if you know
why the employee was absent to help ensure your time and attendance records are accurate and that your employees are paid correctly. For more information, refer to Make Pay Adjustments on page 161.
Scheduled shifts that the employee did not work but have a pay adjustment recorded against them. For example, if an employee was absent for a shift, but you or another manager created a ‘vacation’ pay adjustment on the day the application labels the shift with this icon.
Scheduled shifts that the employee has not worked yet. The employee is scheduled in the future and could work the times specified; the
times represent the scheduled shift.
Page 132 of 217
In addition to these icons, the application labels the segments of time displayed on the cell.
You might not see all of these icons on the timesheet, depending on the level of detail you
have set. For more information, refer to Levels of My Timesheets Detail on page 134.
The corresponding time represents the start of the shift.
The corresponding time represents a meal. The timesheet labels both scheduled meals and meal breaks taken on a worked shift with this
icon.
The corresponding time represents an automatically injected meal. The application can be configured to record or 'inject' meal breaks on an employee's worked shift, if the employee did not punch out for their meal break.
Whether or not an employee's breaks are automatically injected depends on the punch policy assigned to the employee. Contact your system administrator for details about the punch policies assigned to your employees.
The corresponding time represents a break. The timesheet labels both scheduled breaks and breaks taken on a worked shift with this icon.
The corresponding time represents an automatically injected break. Just like injected meals, the application can be configured to record or 'inject' breaks on an employee's worked shift, if the employee did not punch out for their break.
Whether or not an employee's breaks are automatically injected depends on the punch policy assigned to the employee. Contact your
system administrator for details about the punch policies assigned to your employees.
The corresponding time represents the end of the shift.
As you edit and make adjustments to the timesheet, the application displays additional icons to label the kinds of edits made:
A job transfer has been made during the shift. Job transfers record when an employee spends part of their time in a secondary job. For more information, refer to Record Transfers on page 170.
Shifts worked or scheduled in a different location.
There are manager comments on this shift. For more information, refer to Comment on Timesheets on page 179.
There are employee comments on the shift.
There are both manager and employee comments on the shift.
The employee has authorized the time and attendance records on the shift.
You or another manager have authorized the time and attendance records on the shift. Once the time and attendance records for a shift are correct, a manager needs to authorize the shift. For more information, refer to Authorize Timesheets on page 180.
Both the employee and a manager have authorized the shift.
A pay adjustment has been applied to this day, adding a number of worked hours. For more information, refer to Make Pay Adjustments on page 161.
A pay adjustment has been applied to this day, adding a lump sum of dollars. For more information, refer to Make Pay Adjustments on page 161.
Page 133 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Finally, if there are problems or exceptions with the employee's time and attendance records, the application displays one of the two following icons:
There is an exception with the time the employee recorded working. Exceptions represent situations where the employee’s worked shift is
different from their scheduled shift; punching in for work late, or punching out early, are common examples of exceptions that are flagged
on the timesheet. For more information, refer to Review Problems and Exceptions on page 135.
There is a problem with the time the employee recorded working. Problems represent situations where the application cannot calculate
how long the employee worked during the day; punching in for work but forgetting to punch out is a common example of a problem that is flagged on the timesheet. For more information, refer to Review Problems and Exceptions on page 135.
Page 134 of 217
Levels of My Timesheets Detail
You can switch between three levels of detail on the timesheet to display more or less
detailed information:
Detail Timesheet Displays
Low
Medium
High
To change the level of detail:
1. Click the View button.
The application displays the Options tab.
2. Click on the Level of Detail scrollbar.
3. Drag the scroll bar to the level of detail you want.
4. Click the View button again to close the Options tab.
Page 135 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Hide Department Names
The display of department names on shift labels can be toggled on My Timesheets.
1. Click the View button.
The application displays the Options tab.
2. Select the appropriate value from the Display Position As drop-down menu of the
Grid View Options.
Department Name Job Name: Select this option and the application displays
both the department name and the job name.
In the example above, the employee worked as a cashier in the deli
department.
Job Name: Select this option and the application displays only the job name.
To continue the example above, the employee worked as a cashier, and the
department is hidden from view on the timesheet.
Review Problems and Exceptions
Within the My Timesheets section, Dayforce HCM alerts you to any problems and
exceptions with your employees’ time and attendance records by flagging the appropriate
cell with the problem or exception icon.
Before you can look for any problems and exceptions on the timesheet, you need to load the relevant week. For more information, refer to Load Timesheets on page 124.
Exceptions
Exceptions occur when an employee’s worked shift does not match their scheduled shift. An
employee punching in late or punching out early are common examples of exceptions that
the application flags on the timesheet.
Page 136 of 217
Exceptions represent information that can be useful for you to know. For example, you’d
want to see that the same employee was late for all their shifts one week. They are for your
informational purposes only. Since employees can still be paid accurately off their time and
attendance records, even if they have exceptions, you do not have to correct them.
To see what the exception is on any shift, point your mouse cursor at the exclamation icon:
The application displays a short description of why there's an exception on the shift.
Problems
Problems occur when an employee’s time and attendance records for a day are incomplete
or conflicted. They represent situations where the application cannot pay the employee correctly based on the time and attendance.
An employee punching in for work, but forgetting to punch out, or starting their break but
not stopping it, are both examples of the problems that the application flags on the
timesheet.
Problems like this represent gaps in an employee’s time and attendance records. For
example, without punching out the application cannot calculate how long the employee
worked for that shift — and clearly it cannot pay the employee for the day accurately without knowing the amount of time the employee worked.
To see what specific problem a shift has, point your mouse cursor at the 'x' icon:
The application displays a short description of why there's a problem on the shift.
Although any problems that exist must be fixed, you can still save a timesheet with some
problems, depending on what they are; if any of the following problems exist on the timesheet, the application will not let you save it without correcting them first:
Page 137 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Meals or breaks outside of the shift. If the employee recorded a meal or break
outside of the shift they worked, you cannot save the timesheet without fixing the
problem first. For example, a problem occurs when an employee recorded taking a
meal at 4:00pm, but only recorded working a 9:00 am to 3:00 pm shift.
Activities outside of the shift. If the employee recorded working an activity outside
of the shift they worked, you cannot save the timesheet without fixing the problem
first.
Overlapping Worked Shifts. If an employee's time and attendance records have
overlapping worked shifts, you cannot save the timesheet without fixing the problem
first.
Overlapping Meals or Breaks. If an employee's time and attendance records have
overlapping meals or breaks, you cannot save the timesheet without fixing the
problem first.
Conflicting transfers. If an employee's time and attendance records have
overlapping transfers, such as a transfer to the 'Computer Sales' position at the same
time as a transfer to the 'Home Theater Sales' position, you cannot save the
timesheet without fixing the problem first.
You can fix problems on the timesheet by editing the employee’s time and attendance
records, deleting overlapping shifts, correcting meal or activity times, or entering times for the missing punches. For more information, refer to Edit Shifts on page 154.
Review Pay Summaries
From the My Timesheets section, you can look up and review your employees’ pay summaries for each week. The pay summary has two views: a weekly and a daily summary.
The weekly pay summary details the number of hours the employee worked each day, how
that time is categorized according to pay, such as between regular time, overtime, or double-time, and how much the employee was paid.
In this example, the employee has worked varying amounts throughout the week, but did
not earn any overtime or premiums, so all the time is classified under the 'REG' column, representing regular pay.
If the application has been configured to support viewing time and attendance records for
pay periods longer than a week (for example, semi-monthly or monthly pay periods), the panel breaks down the displayed time by week:
Page 138 of 217
In this example, the employee worked during two different weeks in a semi-monthly pay period; the time is displayed under the 'Week 1' and 'Week 2' headings.
Pay categories, like REG, OT, or PREM in the example, have already been configured in
Dayforce HCM. The specific pay categories displayed on your pay summaries depends on
how this configuration was performed. If you are unsure what a specific pay category represents, contact your system administrator.
The daily pay summary tracks the pay details of each employee’s worked shifts during each day, such as pay rate, hours worked, and amount paid.
In this example, the employee has worked a typical day with a 1 hour, unpaid meal break
from 12:30 to 1:30. Each row represent a specific pay detail, which is a segment of time in
the employee's day.
Before you view employee pay summaries, you need to load the timesheet for the relevant
week. For more information, refer to Load Timesheets on page 124.
To review a pay summary:
1. Select the employee you want to review.
You can click the employee's name or any cell on the employee’s row to select the
employee.
2. Click the View Pay button.
The application displays the Pay panel.
3. Click the Weekly tab to display the weekly summary.
Page 139 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
4. Click the Daily tab to display the daily summary.
5. Click the ‘X’ button to close the Pay panel.
Review Unadjusted Punches
Time and attendance records are typically based on of your employees’ clock punches,
which can be adjusted before they are displayed on the My Timesheets section, depending
on the punch policy. Typically, punches are rounded to the nearest interval, for example, a
quarter hour — so that if an employee punches in at 8:44, it is automatically rounded to 8:45 and displayed on the timesheet as 8:45.
You can review the unadjusted punches, called raw punches, from the My Timesheets
section. Continuing the example above, the punch in at 8:44 is the raw punch. Since raw
punches are never adjusted or altered, they can often be the last word on any
discrepancies; raw punches for the week are the definitive record of when the employee punched in and out.
Before you view an employee's raw punches, you need to load the timesheet for the
relevant week. For more information, refer to Load Timesheets on page 124.
To review raw punches:
1. Select the employee whose raw punches you want to review.
You can click the employee's name or any cell on the employee’s row to select the
employee.
2. Click the Punches button.
3. The application displays the Punches tab, with all the punch data Dayforce HCM has
received for your employees, on the selected week.
Several pieces of information are available on the Punches tab:
Page 140 of 217
Field Description
Punch Time When the employee performed the punch.
Punch Type What kind of punch the employee performed.
Original
Punch Type
The punch type before any processing was performed; this is only
relevant when the application has been configured to treat in and out
punches as meal or break start and end punches.
Punch State Whether the punch has been processed by the application or not.
Offline When checked, the punch was 'offline', which means the clock could
not communicate with Dayforce HCM at the time the punch was
made.
Validated When checked, the punch was validated and passed. The application
can be configured to validate certain punches against a variety of
checks, such as the amount of time an employee can punch in early.
Device The MAC address of the clock the employee used to perform the
punch; MAC address is just a unique identifier.
Badge The badge number of the employee that performed the punch.
Process
Time
The time the punch was processed by the application.
Rejected
Time
If the punch was rejected, the application displays the time of
rejection.
Rejected
Code
The reason why the punch was rejected.
Additionally, if your organization uses the Dayforce Touch Clock with picture capture, the
application might be configured to display employees' punch pictures and stock pictures on the Punches panel.
An employee's punch picture is the picture that was captured when they performed the
punch, while the stock picture is the one that was captured when they enrolled for picture
capture. When both pictures are displayed, you can compare them to ensure that the
correct employee performed the punch:
Filter Timesheets
You can filter what time and attendance records are displayed on your timesheet; for
example, so that only scheduled, unworked shifts are displayed, or so that shifts with problems and exceptions are highlighted.
There are several filter options:
Page 141 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
With these options you can filter the timesheet based on:
Employee. The application only displays the specified employee's time and
attendance records.
Shift attributes. The application only displays employees based on the attributes of
their shifts, such as whether a shift has a problem, exception, employee comment, or
if it is unauthorized. The application only displays employees with matching shifts in
their time and attendance records.
Shift status. The application only displays employees with shifts that have a
matching status in their time and attendance records.
Zone. The application only displays employees with time and attendance records in
the specified zone.
Job. The application only displays scheduled shifts with the specified job(s).
Rotation. The application only displays employees who work specified rotations.
Payroll information. The application only displays employees whose shifts and/or
employee records match the payroll information selected, such as pay category, pay
type, pay code, pay class, or pay group. By filtering using payroll information, you can
review the time and attendance records of just the employees who have earned
overtime, salaried employees, or part-time employees, for example.
Problem type. The application only displays employees whose shifts contain a certain
problem type. It populates the list of problems for the filter using the punch problems
that are marked ‘Active’ in the applicable punch policies.
For example, if none of the employees in the current timesheet are assigned a punch
policy that has the ‘Bio Failure’ punch problem enabled, the application would not
display the Bio Failure problem in the list.
To filter the timesheet:
1. Click the Filter button.
The application displays the most common filter options.
2. Select how you want to filter the timesheet by providing values for any or all of the
following fields:
Employee: Type an employee's name, or part of a name, to filter out from the
timesheet employees whose names do not match. For example, type 'Paul' and the
application filters out any employee whose name does not contain the phrase,
'Paul'. Type just 'P' and the application filters out any scheduled employee whose
name does not contain the letter 'P'.
Number: Type an employee number to filter out from the timesheet employees
whose number does not match.
Shift: Select which attributes you want to filter on:
Select and the application filters out employees without problems on one of
their time and attendance records for the week. Problems occur when the
Page 142 of 217
application cannot pay an employee accurately based off their records. For more
information, refer to Review Problems and Exceptions on page 135.
Select and the application filters out employees without exceptions on one of
their time and attendance records for the week. Exceptions occur when the
employee's worked shifts do not match their schedule. For more information, refer
to Review Problems and Exceptions on page 135.
Select and the application filters out employees without unauthorized time and
attendance records. Authorizing time and attendance records marks them as
accurate. For more information, refer to Authorize Timesheets on page 180.
Select and the application filters out employees without any comments on their
time and attendance records.
Select and the application filters out employees with meals that have not not
been waived.
Select and the application filters out employees with meals that have been
waived.
Select and the application filters out employees with shifts that have been
traded.
Select and the application filters out employees with shifts in the current org.
The application only displays this icon if it has been enabled for your organization.
Contact your system administrator for more information.
Status: Select the status for which you want to filter:
Select and the application filters out employees without a scheduled, worked
shift on their time and attendance records for the week.
Select and the application filters out employees without a clocked-on,
scheduled, worked shift on their time and attendance records for the week.
Select and the application filters out employees without a worked, unscheduled
shift on their time and attendance records for the week.
Select and the application filters out employees without a clocked-on,
unscheduled, worked shift on their time and attendance records for the week.
Select and the application filters out employees without a paid to schedule shift
on their time and attendance records for the week.
Select and the application filters out employees without an unworked,
scheduled shift on their time and attendance records for the week.
Select and the application filters out employees without an unworked,
scheduled shift with a pay adjustment recorded against them on their time and
attendance records for the week.
Select and the application filters out employees without a scheduled shift in the
future on the week.
Zone. Click and select which zone(s) you want to include on the timesheet. The
application filters out employees who have not recorded work in one of the
selected zones.
Pay Category Group. Click and select which pay category groups you want to
include on the timesheet. The application filters out employees who do not have
Page 143 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
time recorded with one of the selected pay category groups in their time and
attendance records for the week.
Pay Type. Click and select which pay types you want to include on the
timesheet. The application filters out employees who do not belong to one of the
selected pay types.
Job. Click and select which jobs you want to include on the timesheet. The
application filters out employees who did not work in one of the selected jobs
during the week.
Pay Code. Click and select which pay codes you want to include on the
timesheet. The application filters out employees who do not have time recorded
with one of the selected pay codes in their time and attendance records for the
week.
Pay Class. Click and select which pay classes you want to include on the
timesheet. The application filters out employees who do not belong to one of the
selected pay classes.
Rotation. Click and select which rotations you want to include on the
timesheet. The application filters out employees who are not assigned one of the
selected rotations.
Pay Group. Click and select which pay groups you want to include on the
timesheet. The application filters out employees who do not belong to one of the
selected pay groups.
The application applies the filter in real-time as you supply values to the filter options,
hiding employees on the timesheet that do not match.
In this example, the timesheet does not have any filter applied to it; the application
displays rows for each employee regardless of what is contained in their time and
attendance records:
Filtering the timesheet on shift statuses, so that only worked shifts are displayed,
hides the row for 'Anthony Warren', who does not have any worked shifts in his time
and attendance records:
Page 144 of 217
Notice the row for 'Anthony Warren' is hidden. Also, the row for 'Alma Bartlett' is still
displayed, even though she has an unworked, scheduled shift and a future scheduled
shift in her time and attendance records. These shifts do not have statuses that match
your filter settings, however since the employee has at least one shift that does
match, the employee's time and attendance records are still displayed.
With the filter options tab open, you can highlight which shifts or time and attendance
records match your filter by clicking the Highlight button.
With the highlight option on, the shifts that match the filter stand out:
Click the Normal button to remove the highlight.
Note: Click Clear Filter to remove the filter and display all of the time and attendance
records.
Save Filters as Favorites
After filtering the timesheet, you can save the filter as a 'favorite' so that you can re-apply it
to the timesheet whenever you need to:
1. Select the Favorites tab.
2. Type a name for the filter in the New Filter Name field.
3. Select Add Filter from the drop-down.
Once a favorite has been added, you can re-apply it by selecting it from the list of favorites and clicking the Apply Favorite button.
When you no longer need a saved filter, you can remove it by selecting it and clicking the
Delete Favorite button.
Page 145 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
You can also save the filter as a 'list' to be re-applied as necessary. The users added to a list
are persisted; unlike a 'favorite', where the filter is evaluated each time it is applied, lists
are static. For example, if you create a list based on a filter that includes all of the users
assigned the 'Manager' job, the list will not automatically update to include users that are assigned the 'Manager' job at a later date.
To create a list:
1. Select the Favorites tab.
2. Type a name for the list in the New Filter Name field.
3. Select Add List from the drop-down.
Sort Timesheets
You can sort the order in which shifts are displayed on your timesheet by department, job
rank, pay class rank, or employee names.
Both job ranks and pay class ranks are scores your company assigned to the different jobs
and pay classes; they are a way of ordering your company's jobs and pay classes into employee groups like part-time, full-time, or student.
Note: All your company's jobs, pay classes, and their ranks have already been configured in
the application. Contact your system administrator for information on how the jobs and pay
classes are ranked.
To sort your timesheet:
1. Click the Sort button.
The application displays the sort options.
2. Select how you want the schedule sorted first, from the First Sort By drop-down list.
3. Select whether you want the criteria sorted in ascending or descending order from the
drop-down list.
4. Select additional sort orders from the appropriate drop-down lists, if necessary.
Page 146 of 217
You can sort your schedules by all three criteria, if you want. The application uses the
additional sort criteria for shifts that are tied in the first sort order.
5. Click the Apply Sort button.
The application sorts the shifts on your store's schedule in the selected order.
Note: To remove the sort order, select [None] from all the sort by drop-down lists and
click the Apply Sort button.
Page 147 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Correct Time, Attendance, and Pay
With Dayforce HCM’s My Timesheets you can correct the time and attendance records of
your employees, one week at a time. Having correct time and attendance records helps to
ensure your employees are paid accurately.
As you are reviewing the timesheet, you need to correct any highlighted problems. You can
adjust any exceptions or other time, attendance, or pay inaccuracies by recording new
worked shifts, editing recorded shift or break times, removing worked shifts, and entering
pay adjustments. These corrections are used to record a wide range of situations, like an
employee using a paid vacation day instead of working a scheduled shift or an employee earning a quarterly bonus.
Part of correcting employees’ pay records can include altering the pay details on the
timesheet. The application can track labor metrics— such as what position an employee
worked during their shift, or on what project — for reporting purposes. You can also
overwrite an employee’s pay rate for part (or all) of their worked shift, if needed.
The following sections describe how to correct your employees’ time and attendance by performing the following tasks:
Record Worked Shifts
Record Breaks to Worked Shifts
Edit Shifts
Remove Shifts
Remove Breaks
Make Pay Adjustments
Undo and Redo Timesheet Changes
Record Worked Shifts
On the timesheet, the application displays two types of shifts: scheduled and worked.
Worked shifts represent the time employees actually spent working. Since they are paid
based off their worked shifts, it is important these shifts accurately reflect when the
employee worked.
Worked shifts are recorded by the employee throughout the week, typically by using a
punch clock. However, if an employee was unable or forgot to record a worked shift, you can record the shift using the My Timesheets section.
Before you record the shifts your employees worked, you need to load the relevant week. For more information, refer to Load Timesheets on page 124.
To record a worked shift:
1. Select when and for whom you want to record a worked shift.
Page 148 of 217
The timesheet assigns a row to each of your employees; select the appropriate
employee’s row, in the column for the date the shift was worked.
In the example above, you've selected the cell for Acton Banks on Monday, who forgot
to punch in and record when he worked.
The timesheet marks that Acton was scheduled but did not work on Monday by
labeling the cell with a red circle, one of the icons it uses to label the different
situations that can occur. For more information, refer to My Timesheets Legend on
page 131.
The application displays additional controls that are faded until you hover your cursor
over them.
2. Point your cursor at the green plus icon in the cell.
If employee was scheduled, but did not record a worked shift, the icon is a small
green '+' beside a chain link:
If the employee was not scheduled or already recorded a worked shift on that day, the
'+' is larger on the icon:
3. Click the green '+' button.
The application displays additional controls overtop of the cell for you to enter the
details of the worked shift.
4. Type the worked shift’s start time in the first field, next to the green arrow.
Page 149 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Or, you can use the right and left arrows to adjust the time.
If the default time is correct and you are recording a worked shift on an unscheduled
day, click the green check mark next to it:
The application displays a clock icon next to the time, indicating you’ve accepted the
time:
5. Type the worked shift’s end time in the last field, next to the red circle.
Page 150 of 217
Or, you can use the right and left arrows to adjust the time.
If the default time is correct and you are recording a worked shift on an unscheduled
day, click the green check mark next to it:
The application displays a clock icon next to the time, indicating you’ve accepted the
time.
6. Type the shift’s breaks, if any, next to the coffee mugs. Type the start of the break
followed by the end time.
Or, you can use the right and left arrows to adjust the times.
7. If the shift does not have any breaks, or you want to record another, click the small
mug with a green ‘+’ button and record the break’s times.
Page 151 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Note: If you are adding a worked shift on a day the employee was scheduled to work, these
times default to the scheduled times.
8. Select the position the employee worked during the shift from the drop-down list.
Note: By default, the application uses the employee’s primary job. And employees with only
one qualified job cannot be assigned a different position.
9. Click the phone button to indicate the employee was called in to work the shift.
Page 152 of 217
Depending on how the application was configured, employees can be paid premiums
for shifts that they were called in to work or they can be guaranteed to be paid for a
minimum amount of time if they work a called-in shift, regardless of the length of the
shift.
These details are determined in the payroll configuration of Dayforce HCM to mirror
your organization's policies (if any) regarding called-in shifts.
10. Type any comments in the bottom field, replacing 'Enter Comment Here'.
11. Click outside of the control to accept or press Enter.
The application adds the worked shift.
Note: At any time you can cancel adding the worked shift by clicking the ‘x’ in the top-right
corner. You can also undo adding the shift, before you save. For more information, refer to
Undo and Redo Timesheet Changes on page 176.
12. Click the Save button.
Record Breaks to Worked Shifts
Employees record their breaks as they take them, which the application displays on the
timesheet. If an employee forgets to record their break, even though they took one, or they
took a second, unscheduled break, you need to record the break on the worked shift to
ensure the employee is paid correctly.
You record breaks to worked shifts using the My Timesheets section. You must first load the relevant week. For more information, refer to Load Timesheets on page 124.
To record a break in a worked shift:
1. Select the worked shift with the missing break.
Page 153 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
The application displays additional controls that are faded until you hover your cursor
over them.
2. Click the pencil button.
The application displays the worked shift’s details overtop the cell.
3. Click the small green ‘+’ button and record the break’s times.
In this example, you've added a second, unscheduled break that the employee took
but forgot to record.
4. Type the new break times in next to the coffee mugs, the start of the break followed
by the end time.
Or, you can use the right and left arrows to adjust the time.
5. Type any comments in the bottom field, replacing 'Enter Comment Here'.
6. Click outside of the control to accept or press Enter.
The application records the break on the worked shift.
Page 154 of 217
Note: At any time you can cancel adding the break to the worked shift by clicking the ‘x’ in
the top-right corner. You can also undo adding the break, after it has been added. For more
information, refer to Undo and Redo Timesheet Changes on page 176.
Edit Shifts
You can edit any worked shift on the timesheet if it does not match the employee’s actual
time and attendance; you can edit worked shift’s start and end times or break times, from the My Timesheets section.
Before you edit shifts, you need to first load the relevant week. For more information, refer
to Load Timesheets on page 124.
To edit a shift:
1. Select the worked shift you want to edit.
The application displays additional controls that are faded until you hover your cursor
over them.
2. Click the pencil button.
The application displays the worked shift’s details overtop the cell.
3. Perform the necessary edits:
Page 155 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Type the worked shift’s start time in the first field, next to the green arrow.
Or, you can use the right and left arrows to adjust the time.
Type the worked shift’s end time in the last field, next to the red circle.
Or, you can use the right and left arrows to adjust the time.
Type the shift’s breaks next to the coffee mugs, beginning with the start of the
break followed by the end time.
Or, you can use the right and left arrows to adjust the times.
To add new breaks, click the small mug with a green ‘+’ button and record the
break’s times.
Page 156 of 217
4. Type any comments in the bottom field, replacing 'Enter Comment Here'.
5. Click outside of the control to accept or press Enter.
The application records the changes to the worked shift.
Note: At any time you can cancel your edits by clicking the ‘x’ in the top-right corner. You
can also undo the edits, before you save. For more information, refer to Undo and Redo
Timesheet Changes on page 176.
6. Click the Save button.
Remove Shifts
If an employee has a worked shift in their time and attendance records that they did not
actually work, you need to remove the shift from the timesheet or the employee will be paid
for the time. Or, if you entered a worked shift on the wrong date, or for the wrong
employee, you’d want to remove the shift from the timesheet.
Page 157 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
You can remove worked shifts from the My Timesheets section, but first you need to load the relevant week. For more information, refer to Load Timesheets on page 124.
To remove a shift:
1. Select the shift you want to remove.
The application displays additional controls that are faded until you hover your cursor
over them.
2. Click the red ‘x’ button.
The application removes the selected shift.
Note: You can undo this action, before you save. For more information, refer to Undo and
Redo Timesheet Changes on page 176.
3. Click the Save button.
Remove Breaks
You can remove breaks employees did not actually take from a worked shift. If an employee
punched out for a break, but then was held up and did not actually go on their break, the timesheet would list the break even though the employee worked through it.
You can remove breaks from the My Timesheets section, but first you need to load the
relevant week. For more information, refer to Load Timesheets on page 124.
To remove a break:
1. Select the shift containing the break you want to remove.
2. Click the pencil button.
The application displays the shift's details.
Page 158 of 217
3. Click the ‘x’ next to the break you want to delete.
The application removes the break from the worked shift.
4. Click anywhere outside the cell to accept the changes.
Note: At any time you can cancel removing the break to the worked shift by clicking the ‘x’
in the top-right corner. You can also undo removing the break, before you save. For more
information, refer to Undo and Redo Timesheet Changes on page 176.
5. Click the Save button.
Call In Employees
This section describes how to call in or page employees to work a 'no show' shift; a shift
scheduled to another employee who has not punched in to work at the scheduled start time.
For example Brian was scheduled to start at 9:00 am; but at 9:30 am he still has not punched in for work. The application displays the shift as a scheduled, unworked shift:
To call in employees qualified to work this shift:
1. Select the shift.
2. Click the down arrow to display the Other Actions drop-down list.
3. Select Call In List from the drop-down list.
Page 159 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
The application displays a list of employees who can work the same job.
4. Select the employees you want to send a SMS message to informing them there is a
shift available for them to work.
5. Click the Send SMS button.
The application marks that employee(s) have been paged to work the shift:
Link Shifts to and Unlink Shifts from the Schedule
The application links punches to scheduled shifts that fall within the thresholds specified in
employees' punch policies; however, if this linking is inaccurate, you can unlink the punches
from the scheduled shift on My Timesheets. When a shift is unlinked from the schedule,
the application records two separate shifts on the employee's time and attendance
records:an unworked, scheduled shift, and a worked, unscheduled shift. When shifts are
linked to punches that fall under the employee's punch policy, the application considers the
scheduled shift to have been worked, whether or not the employee was late or early for
their shift. This can impact pay rules that are qualified against the employee working their
previous shifts. It also impacts the attendance records of the employee, as a shift with a late or early start or end time is recorded as worked rather than absent.
When worked shifts are unlinked from the scheduled shift, the employee is still paid for the
time they worked, but the application records that the employee was absent and did not work their scheduled shift.
You can also link worked shifts to the schedule, if the application did not automatically link
an employee's punches to a corresponding scheduled shift, typically because they started
too early or late for the application to link the worked time to a scheduled shift. For
example, an employee is called into work early and arrives 3 hours prior to their scheduled
start time; their supervisor overrides the clock and punches them in. The result on the
timesheet is two shifts: a scheduled, unworked shift and an unscheduled, worked shift. If
the shifts are not linked, the employee's time and attendance records will consider the 'unworked' shift as an absence.
Page 160 of 217
Link Shifts to the Schedule
To link worked time to a scheduled shift, load the appropriate week in My Timesheets and
highlight the unscheduled, worked shift (denoted by a yellow icon ), then press and hold
the Ctrl button on your keyboard and select the appropriate scheduled, unworked shift
(denoted by a red icon ).
Select the Link Shift to Schedule option, from the edit drop down list.
The application links the shifts, converting them to a single shift on the timesheet:
In the example above, the employee was called in to work 3 hours earlier than their
scheduled shift start time; the application displays the exceptions to the punch policy that resulted from the employee's early arrival.
Click Save.
Unlink Shifts from the Schedule
To unlink worked time from scheduled shifts, load the appropriate week in My Timesheets
and highlight the scheduled, worked shift (denoted by a green icon ) by clicking on it.
Page 161 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Select the Unlink Shift from Schedule option, from the edit drop down list.
The application unlinks the shift, converting it to two shifts on the timesheet:
In the example above, the employee punched in for their shift two hours late; the scheduled
shift from 9:00 AM to 5:00 PM is converted to an unworked shift, while the employee's
worked time is converted to a worked, unscheduled shift from 11:00 AM to 5:00 PM, representing the time the employee actually worked.
Click Save.
Make Pay Adjustments
Pay adjustments are another method you can use to correct your employee's time and
attendance records or their pay. There are two general categories that pay adjustments cover:
1. Paying out benefits, bonuses, or premiums. You can pay an employee a lump sum,
either in dollars or hours, to cover commission pay, quarterly bonuses, or vacation
balance pay outs.
2. Accounting for absences; you can cover unworked, scheduled time with a pay
adjustment that uses an employee's sick or vacation time to account for the absent
time. Then, the employee is paid according to their benefits — if sick days are paid at
their regular rate, for example, the employee is paid for the shift.
Note: The Add new pay adjustment button is not displayed on the timesheet if the user
assigning the pay adjustment does not have access to any of the pay adjustments the
employee can be assigned. By default, users can assign any pay adjustment and every
employee can be assigned any pay adjustment; pay adjustments are only restricted if the
application is configured to do so. For more information, contact your system administrator.
The following examples illustrate some scenarios you can cover by making a pay
adjustment in the My Timesheets section.
Page 162 of 217
Pay Adjustment Example - Annual Bonus
Employees can earn an annual bonus, depending on the company's performance and their
reviews; at the close of every fiscal year, for the employees that earned a bonus, managers
make pay adjustments to pay these bonuses.
Since the bonus is paid as a lump sum $1,000, the manager adds a $1,000 pay adjustment on the timesheet, for the employees who earned the bonus.
Pay Adjustment Example - Weekly Sales Contest
Every week, the employee with the highest sales in each department is paid a bonus. The
bonus is paid at the employee's regular rate, for 5 hours. So, the manager adds a 5-hour
pay adjustment on the timesheet for the employee who won the sales contest.
Pay Adjustment Example - Using Vacation Days In Lieu
An employee was absent last Friday. They decide to use a vacation day to cover the
absence. The manager adds a vacation pay adjustment on the timesheet for the day the
employee was absent; this way the employee is paid for the shift and the absence is accounted for on the timesheet.
These common scenarios are covered by making different types of pay adjustments from
the My Timesheets section. Before you make a pay adjustment, you need to first load the relevant week. For more information, refer to Load Timesheets on page 124.
To make a pay adjustment:
1. Select when and for who you want to make a pay adjustment.
To add the same pay adjustment to multiple days and/or multiple employees at once,
select multiple cells on the timesheet. To select multiple cells:
hold the Ctrl key down and click on multiple cells.
click and hold the mouse button down and drag your cursor over multiple cells
to 'paint' them.
select one cell, holding the Shift key down, and select another cell to select all
of the intervening cells.
Note: You can only create pay adjustments for multiple employees if all of the
employees are eligible to receive the pay adjustment, on each day individually; this
means that the selected employees must be eligible to work the same position and be
eligible (based on pay code groups) to receive the pay adjustment's pay code. The
application automatically uses each employees' primary work assignment.
2. Click the drop-down arrow next to the '+' button:
If employee was scheduled, but did not record a worked shift, the icon is a small
green plus beside a chain link:
Page 163 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
If the employee was not scheduled or already recorded a worked shift on that day, the
plus symbol is larger on the icon:
3. Select Add new pay adjustment from the drop-down list.
The application displays the pay adjustment details overtop the cell.
4. Select the type of pay adjustment from the drop-down list.
Page 164 of 217
In this example, you are paying out the commission the employee earned, so you
would select Commission from the drop-down list.
The type determines how the employee is paid for the adjustment, either at their
regular rate or an overtime rate, and whether or not it uses one of the employee's
benefits, such as a paid vacation or sick days.
The list of specific pay adjustment types that you can select depends on how the
application has been configured.
5. Select which position earned the employee the pay adjustment.
6. Select how you want the pay adjustment paid out:
Amount. Select this option to pay a lump sum to the employee.
Hours. Select this option to add an amount of paid hours to the timesheet.
Page 165 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
7. Type the amount of the pay adjustment in the number field.
This amount is either a dollar figure, if you selected Amount, or the number of hours
added to the employee's timesheet, if you selected Hours.
8. Optionally, you can provide a date in the Reference Date for informational purposes
only; the date can be used to link the pay adjustment to some other date than the
one it is being recorded on, on the timesheet. For example, if you are recording a
commission payment, you might reference the date the employee made the sale that
earned them the commission.
9. Click outside of the control to make the pay adjustment or press the Enter button on
your keyboard.
The application adds the pay adjustment.
Note: At any time you can cancel making a pay adjustment by clicking the ‘x’ in the
top-right corner. You can also undo adding the adjustment, before you save. For more
information, refer to Undo and Redo Timesheet Changes on page 176.
If the pay adjustment will create a retroactive pay adjustment, the application displays the 'retro' icon next to the employee's name:
For more information, refer to Retroactive Adjustments on page 169.
Page 166 of 217
10. Click the Save button.
Edit Pay Adjustments
You can edit any of the pay adjustments on the timesheet, as needed.
Before you can edit a pay adjustment, you need to first load the relevant week. For more information, refer to Load Timesheets on page 124.
To edit a pay adjustment:
1. Select the pay adjustment you want to edit.
The application displays additional controls that are faded until you hover your cursor
over them.
2. Click the pencil button.
The application displays the pay adjustment's details overtop the cell.
3. Make any necessary edits:
Select a new Pay Adjustment Type.
The type determines how the employee is paid for the adjustment, either at their
regular rate or an overtime rate, and whether or not it uses one of the employee's
benefits, such as a paid vacation or sick days.
The list of specific pay adjustment types that you can select depends on how the
application has been configured.
Select a new Position. This is the position that triggered the pay adjustment.
Change how the adjustment is paid out. Select Amount to pay a lump sum to the
employee or select Hours to add an amount of worked hours to the timesheet.
Change the amount of the pay adjustment by typing a new number in the field.
Page 167 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
In this example, you are changing the Pay Adjustment Type to 'B10 Bonus',
because you meant to pay the employee a bonus, not their commission.
4. Click outside of the control to make the changes to the pay adjustment or press
Enter.
The application edits the pay adjustment.
Note: At any time you can cancel editing a pay adjustment by clicking the ‘x’ in the top-
right corner. You can also undo editing the adjustment. For more information, refer to Undo
and Redo Timesheet Changes on page 176.
Note: If the pay adjustment will create a retroactive pay adjustment, the application
displays the 'retro' icon next to the employee's name:
5. Click the Save button.
Import Pay Adjustments in My Timesheets
Depending on how the application is configured, you might be able to import CSV and XML
pay adjustments directly in My Timesheets. If this functionality is available to you, the application displays the Import button:
When you click the Import button, the application displays the Import panel:
The application displays previous imports on this panel. To view older imports, select a different date and click the Refresh button.
To import pay adjustments:
1. Click the Import File button on the Import panel.
2. Navigate to where you have saved the CSV or XML file you want to import.
The application performs the following validations:
Locked Pay Periods. Validates that the pay adjustment date is not within a
locked pay period.
Termination. Validates that the pay adjustment does not occur after an
employee's termination.
Page 168 of 217
Location/Job/Department. Validates that the location, job, and department
associated with the pay adjustment.
Docket. Validates the docket associated with the pay adjustment.
Pay Code Self Assignment. In cases where you are importing your own pay
adjustment, validates that the pay code is configured with the Self Assignable
check box selected in Pay Setup > Pay Code Groups.
Authorization for access own time. In cases where you are importing your
own pay adjustment, validates that you are granted access to the Access to own
time data access authorization.
Pay Adjustment Creation. Validates that you are granted Can Create access
to the Pay Adjustments access authorization.
Retro Pay Adjustment Creation. In cases where the pay adjustment falls in a
transmitted period, validates that you are granted Can Create access to the
Retro Pay Adjustments access authorization.
Import for Inactives. In cases where the pay adjustment is for an employee
with an inactive status, validates that you are granted Can Update access to the
Allow Import for Inactives access authorization.
Associated Balances. Validates that none of the pay codes in the import file
are associated with a balance.
If one of the pay adjustments in the import does not pass one of the above
validations, the application does not import any of the pay adjustments in the file.
Note: The application does not validate projects or employee authorization/comments
before importing pay adjustments. Instead, it imports the pay adjustment and then
displays the appropriate error message in the Problems panel. Further, the
application also allows you to import pay adjustments in My Timesheets that use pay
codes that are not configured with the Is Pay Adjustment check box selected.
3. Once the import has completed successfully, the application runs the rule engine to
recalculate the timesheet.
4. Reload the timesheet to display the imported pay adjustments.
Delete Pay Adjustments
You can delete any of the pay adjustments on the timesheet, as needed.
Before you can delete a pay adjustment, you need to first load the relevant week. For more information, refer to Load Timesheets on page 124.
To delete a pay adjustment:
1. Select the pay adjustment you want to edit.
The application displays additional controls that are faded until you hover your cursor
over them.
2. Click the red 'x' button.
The application deletes the pay adjustment.
Page 169 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Note: You can undo deleting the adjustment, before you save. For more information, refer
to Undo and Redo Timesheet Changes on page 176.
3. Click the Save button.
Retroactive Adjustments
This section describes the concept of retroactive adjustments, commonly referred to as 'retros', and how they relate to the pay approval process.
After a pay group's records have been transmitted to payroll, the application locks down the
relevant time and attendance records on the timesheet for most users. Since any changes
to these time and attendance records could impact how much employees should have been paid, access to make changes is limited.
Retros are changes made to transmitted time and attendance records; even though the pay
period has been transmitted to payroll, if configured to do so, some users can still make
adjustments to employees' time.
On the timesheet, users with retros are represented by the retroactive pay adjustment icon:
Note: Which users can make changes to time and attendance records after the pay period
has been transmitted to payroll depends on how the application was configured. Contact
your system administrator for more information.
View Retroactive Adjustments
Retros are displayed in two places in My Timesheets: on the Retros panel (which you can
access by clicking the Retros button), and the Retros tab of the pay panel (which you can access by clicking the View Pay button and then selecting the Retros tab).
Initially, when you select the Retros tab when no retros exist for a transmitted period, the
application displays the transmitted pay details in the Current row, and $0.00 in the Retros row:
As you add the retro adjustments in the timesheet, the application adds the retro details to the Current row:
Page 170 of 217
Once you click the Save button and reload the timesheet, the application moves the retro
information from the Current row to the Retros row, so that the Current row once again displays the transmitted pay details:
At this point, the application updates the Retros panel to display the previously transmitted pay information:
Record Transfers
Some employees are qualified to work different positions and at different locations. For
these employees, you can record when an employee's shift was split between jobs or
locations. It is important this information is accurate, as the position of a worked shift can
impact how the employee is paid for the time, and the location impacts your organization's labor budget planning process, as each location's labor cost is tracked by the application.
Also, the application can be configured so that worked time is tracked against dockets or
projects; if it has, when you record transfers, you can transfer worked time against a new docket or project.
In addition to recording transfers between jobs and locations, you can also record transfers
to change the pay code for part or all of the shift. Pay codes are used in time and
attendance records to describe what the employee was doing for a segment of time; typical
examples include recording when the employee worked, took a break, was off sick, or on
vacation. If an employee spent half their shift in training, instead of working, you'd record a transfer and change the pay code from work to training.
Page 171 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Note: The specific pay codes used in the application depends on your organization and how
the application was configured. Pay codes already exist to describe the different activities
your employees perform. If you are unsure which pay code to use when recording a
transfer, contact your system administrator.
If an employee worked at a different location, or in a different position than the timesheet
indicates, or their activities during the shift do not match the pay codes on the timesheet, or
they worked on a different docket or project, for all or part of a shift, you need to record a
transfer. Before you can record transfers, you first need to load the relevant week. For more information, refer to Load Timesheets on page 124.
To record a transfer:
1. Select the relevant shift:
The application displays additional controls that are faded until you hover your cursor
over them.
2. Click the drop-down arrow ( ) next to the pencil button.
3. Select Add/Edit Transfer.
The application displays the transfer controls:
4. Click the add ( ) button.
The application adds a row of fields.
5. Type the time the transfer occurred in the first field:
Page 172 of 217
Or, you can use the right and left arrows to adjust the time.
If the employee worked the entire shift in a different location, job, or all their time
should be recorded against a different pay code, you'd type the start time of the shift.
In the example above, the employee switch jobs midway through their shift, at 10:30,
so you'd type '10:30a' in the field.
6. Select new values from the Location, Position, or Pay Code drop-down lists, as
needed:
If the employee worked at a different location than their home or default location,
select the location the employee worked at from the Location drop-down list.
Leave [Same] selected to use the shift's existing location.
If the employee worked a different job than their primary job, select the position
the employee worked from the Position drop-down list. Leave [Same] selected to
use the shift's existing department and job.
If the employee's time should be recorded against a different pay code than their
default, such as 'Train' instead of 'Wrk', select a new pay code to categorize the
employee's time from the Pay Code drop-down list. Leave [Same] selected to
use the shift's existing pay code.
Note: If the application has been configured to track worked time against either
projects or dockets, the application also displays a Docket and Project drop-down
list. Recording a transfer to a docket or project follows the same steps; you select the
docket or project that the employee worked on from the drop-down list.
In this example, the employee worked at the '12-Panter' location during the entire
shift; so, record a transfer that starts at 9:00, with 12-Panter selected in the
Location drop-down list.
Since the employee spent the shift working and in their regular position, leave
[Same] selected in the Position and Pay Code drop-down lists.
5. Click outside of the control to accept.
Note: At any time you can cancel the transfer by clicking the ‘x’ in the top-right
corner. You can also undo the edits, before you save. For more information, refer to
Undo and Redo Timesheet Changes on page 176.
6. Click the Save button.
Page 173 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
The application changes the time and attendance records between the transfer start
time and the end of the shift (or the next transfer) according to the location, position,
or pay code you selected.
For example, if an employee working a 9:00 to 5:00 shift switched positions at 2:15
and worked another, higher paid job, you'd record a transfer at 2:15 and select the
new position from the drop-down list.
The application changes the time and attendance records from 2:15 to 5:00 to the
new position. This change is visible in the pay summary.
You can record multiple transfers during one worked shift, if needed; when you select
the ‘[Same]’ option from any of the transfer drop-down lists, the application applies
the value selected in the previous transfer, or if it is the first transfer of the day, the
application uses the value from the scheduled shift.
You can view pay summaries for any employee on the timesheet, either on a weekly
or daily basis. For more information, refer to Review Pay Summaries on page 137.
Page 174 of 217
Recording Time Against Projects and Dockets
Depending on how your organization uses the application and how it was configured, you
can record the time employees spend working on different projects and dockets using My Timesheets.
This section describes how projects and dockets can be used in the application and how to record time against them.
What projects or dockets are tracked and how (or if) they are used in the application
depends on your organization's needs; typically, projects can represent any amount of
related work and tasks, such as taking inventory, performing audits, new marketing
campaigns, are all among the possibilities, while dockets are usually associated with
quantifiable work, used to track the amount of work employees produce against different
categories, such as the quantities produced in different assembly lines, the number of covers wait staff served during their shift, among other possibilities.
Both projects and dockets can be used to help further describe what employees worked on;
recording worked time against either projects or dockets, or in some cases both, can help
your organization in a variety ways for budgeting and planning, as well it can impact how
employees are paid.
The application can be used to manage projects by assigning budgets and due dates for
each, and tracking their completion. If your organization is managing projects within
Dayforce HCM, it helps track how much time, organization-wide, was spent working on
various projects; in order to be accurate, the time spent working on different projects must
be recorded.
Recording time against dockets, and the quantity produced, can have an impact on how
employees are paid; depending on your organization's needs, the application can be
configured so that employees are paid some piece rate for each quantity of work produced
in different dockets, such as an extra fifty cents for each assembled unit produced in a
manufacturing plant.
Recording Time Against Projects
To record time employees worked against different projects on My Timesheets, you need
to record a 'transfer' on the time the employee started working on the project during the
shift and selecting the appropriate project from the drop-down list.
For example, if an employee working from 9 am to 5 pm stopped their regular duties and
started working on a project after their lunch break at 1 pm, record a transfer at 1 pm and select the project they worked on.
Transfers can be used to record a variety of other situations, such as when an employee
started working a different position or in a different location, during the shift. The steps to
record transfers are the same. For more information, refer to Record Transfers on page 170.
Page 175 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Recording Time Against Dockets
To record the time employees worked against different dockets on My Timesheets, you
can either record a transfer, if the employee stopped their normal duties and started
working on the docket part way through their shift, or you can record time against dockets for the entire shift.
To record time against dockets:
1. Select the relevant shift:
The application displays additional controls that are faded until you hover your cursor
over them.
2. Click the pencil button.
The application displays the worked shift’s details overtop the cell
3. Select the appropriate docket from the docket drop-down list ( ).
4. Type the quantity of work the employee produced against the selected docket in the
quantity field ( ).
5. Click the Save button.
Note: The docket and quantity fields are only dispalyed if the application has been
configured to display them. Contact your system administrator for more information.
Page 176 of 217
Undo and Redo Timesheet Changes
You can undo any change you’ve made to the timesheet, including recording worked shifts,
removing shifts, adding pay adjustments, or any of the other time and attendance actions you perform.
To undo a change:
1. Click the Undo button:
The application reverts the timesheet to what it was before your last change.
You can redo your changes, canceling the last undo:
1. Click the Redo button:
The application reapplies whatever change to the timesheet you undid last.
Page 177 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Approve Timesheets
After you've reviewed your timesheets for the week and made any corrections, you are
ready for the last steps, which involve approving the timesheet. This section describes these
final tasks, which include how to:
View Audit Information
Comment on Timesheets
Authorize Timesheets
View Audit Information
Dayforce HCM tracks changes made to the time and attendance records on the timesheet,
such as changing worked shift start and end times. It stores these changes in the audit log, which you can view from the My Timesheets section.
Any shifts that have been changed since the last time you saved the timesheet are marked with the pencil icon:
These are your current edits; they can still be reversed with the Undo button. When you
save the timesheet, any changes are applied and cannot be reversed by the Undo button. These changes are tracked and marked with the pen icon:
Before you can audit the changes made to your timesheets, you need to first load the relevant week. For more information, refer to Load Timesheets on page 124.
To view audit information:
1. Select the cell with the audit log you want to review.
2. Click the Audits button.
The application displays the Audits panel, which lists the details of changes made to
the shift, including who made them and when.
This panel contains the following columns:
Page 178 of 217
Action. Specifies the action taken for that change, which can be Add ( ), Edit
( ), or Delete ( ).
Type. Specifies whether that row represents a shift ( ), pay adjustment ( ),
meal ( ), or break ( ).
Changed By. The user who made the change.
Changed On. The date and time the change occurred.
Start Exception ( ). Displays the type of punch exception in cases where
an employee started their shift earlier or later than their scheduled start time.
The amount of time before an exception occurs depends on the rules configured
in the employee’s punch policy.
Shift Start ( ). Displays the start time for an employee’s shift, meal, or break.
Shift End ( ). Displays the end time for an employee’s shift, meal, or break.
End Exception ( ). Displays the type of punch exception in cases where an
employee ended their shift earlier or later than their scheduled start time. The
amount of time before an exception occurs depends on the rules configured in
the employee’s punch policy.
Net Hours. Displays the net hours associated with a shift or pay adjustment.
Net hours is calculated as punch end – punch start, excluding any unpaid meals
or breaks.
Amount. Displays the amount for pay adjustments.
Position. Position. Displays the position associated with a shift or pay
adjustment.
Organization. Displays the location associated with a shift or pay adjustment.
Pay Code. Displays the pay code associated with pay adjustments or shift.
Project. If an employee’s shift includes time recorded against a project, the
application displays the project name in this column.
Docket. If an employee’s shift includes time recorded against a docket, the
application displays the docket name in this column.
Quantity. If an employee’s shift includes time recorded against a docket, the
application displays the amount associated with the docket in this column.
Rate. This column is no longer used in the application, and will be removed in
an upcoming release.
Called In ( ). This check box is selected in cases where an employee was called
in for their shift. For more information, refer to Call In Employees on page
158.
Employee Authorized ( ). This check box is selected in cases where the
employee has authorized a shift or pay adjustment.
Manager Authorized ( ). This check box is selected in cases where a
manager has authorized a shift or pay adjustment.
Biometric Verification Failure ( ). This check box is selected in cases where
an employee’s punch failed biometric verification at the clock. For more
information about using biometric verification on the clocks, refer to the Clocks
guide.
Facial Verification Failure ( ). This check box is selected in cases where an
employee's punch failed facial verification on the Dayforce Touch Clock. For
more information, refer to the Dayforce Touch Clock Guide.
Premium. This column is no longer used in the application, and will be removed
in an upcoming release.
Auto Injected. This check box is selected in cases where an employee’s meals
or breaks were automatically inserted into their shift to comply with their punch
policy.
Employee Comment ( ). Displays any comments that the employee added.
Page 179 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Manager Comment ( ). Displays any comments that the manager added.
Comment on Timesheets
As you are reviewing or changing records on the timesheet, you can comment directly on
any shift. Your employees will see your comments when they log on to Dayforce HCM and
approve their time and attendance records.
Before you comment on a shift, you need to the relevant week first. For more information, refer to Load Timesheets on page 124.
To comment on the timesheet:
1. Select the appropriate shift.
2. Click the pencil button.
3. Type your comment in the bottom field.
Your comments are displayed on the employee's view of the application when they log
on. You can edit or delete your comments using this field, if needed.
4. Click outside of the cell or press Enter.
The application adds the comments, which are visible to the employee once you save
the timesheet.
Page 180 of 217
Authorize Timesheets
Once the worked shifts on the timesheet accurately represent when your employees
worked, and the pay details are correct, you can authorize them to record that you have reviewed the records.
Before you authorize timesheets, you need to load the relevant week. For more information, refer to Load Timesheets on page 124.
To authorize timesheets:
1. Select the time and attendance records to authorize. There are several ways to select
shifts:
Select an individual cell to authorize only that shift.
Click an employee's name to authorize all of their records for the week.
Click a date to authorize all of the records on that day.
Select a block of shifts to authorize. First, click and hold the mouse button on the
first cell:
Page 181 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Drag it the highlighted area over the cells you want to select.
Release the mouse button when all the shifts you want to authorize are selected.
Hold the Ctrl button down and click on several shifts.
2. Click the Authorize button.
Note: You can undo this action, before you save. For more information, refer to Undo and
Redo Timesheet Changes on page 176.
3. Click the Save button.
Page 182 of 217
Dayforce HCM marks the selected records as authorized, which means that the
worked time has been approved.
It is not the same as approving pay for the employees, which is part of the payroll
process in the application. For more information, refer to Approve Payroll on page
187.
Page 183 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Update Employee Work Assignments
This section describes how to update an employee's jobs and work locations by recording an
additional work assignment. A single work assignment is a combination of a position an
employee can work and a location where they can work it.
The application tracks which jobs employees are eligible to perform through their 'work
assignments'; a single work assignment is a combination of a position an employee can work and a location where they can work it.
For example, a work assignment might dictate that the employee can work as a Sales Clerk (a position) in the Bayview store (a location).
To record that an employee can work at another location, you need to record a new work
assignment.
When managers schedule employees for their location, they can only choose from a list of
employees who have work assignments at the corresponding location. So it is important each of your employee's list of locations is accurate.
You would assign employees to more than one location if they are available to work at multiple locations.
Although you define an employee's position when you on-board them, you can update this
assignment or create additional work assignments, with additional positions, to the employee from My HR.
Job Metrics
As you review and update an employee's work assignment, Dayforce HCM lists several pieces of information for each job:
PayGrade. Pay grades describe the range of pay employees should earn for working
certain jobs. Managers can use pay grades to determine if their employees are being
paid appropriately as jobs within the same pay grade should be paid similarly.
Min. The recommended minimum pay rate of the job.
ControlPoint. The pay rate your organization wants most of its employees working
the job to earn.
Max. The recommended maximum pay rate of the job.
Depending on how the application was configured, the Rank and Rate Level fields may
also be displayed for each job. These fields are used to support the job rate set functionality of the application.
Whether or not the application has been configured to use the job rate set functionality
depends on your organization's needs. For more information, contact your system administrator.
Before you update an employee's work assignments, you must first load their record. For
more information, refer to Load Your Employee Records on page Error! Bookmark not defined..
To update an employee's work assignments:
5. Click the Assignments button.
Page 184 of 217
6. Select the Work Assignments tab.
The application lists the employee's work assignments.
7. Click the New button.
The application displays a new, blank row.
Note: Required fields are marked with a red asterisk (*).
8. In the Assignment Details section, select the appropriate Job Level from the list.
The application adds the selected position to the employee's list of eligible jobs.
9. Select the appropriate Location from the list.
10. Select or clear the Primary check box, as needed.
Employees can only have one primary work assignment.
11. Click the Effective From calendar button ( ) and select when the employee can
start working the new job.
By default, employees are eligible to work new jobs the day you assign them.
Page 185 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
12. Click the Effective To calendar button ( ) and select when the employee is no
longer eligible to work the job, if necessary.
By default, this date is blank; the employee's eligibility for this job does not end.
13. If the work assignment ends, you can specify a Reason by selecting one from the
drop-down list.
14. Select a value from the Employment Indicator drop-down, to track the type of work
associated with the work assignment:
Apprenticeship
Internship
Seasonal
15. Select the intended duration of the work assignment, from the Position Term drop-
down:
Episodic
Fixed
Regular
Temporary
16. Type the hourly pay rate the employee earns for working the new job in the Rate
field.
Type the amount of pay the employee earns for working the job, regardless of the
shift's duration; this dollar amount is used to support the guaranteed flat amount
functionality in the application, controlled by the Flat Amount Rule.
For more information on the guaranteed flat amount functionality and whether or not
your organization uses it, contact your system administrator.
17. Type a number for the new work assignment's rank in the Rank field.
The rank defines where it is placed in lists and reports in the application, with the
highest listed at the top.
For example, when managers print out their location's schedule, they can select to
sort the schedule by rank. If they do, shifts assigned to the highest rank are printed
at the top of the schedule.
By default, this field is blank. Work assignments without a rank are always placed
below work assignments with ranks when the application sorts by rank.
18. Type a numerical value between '0.00' and '1.00' that represents the workload
associated with the work assignment, into the Full Time Equivalent parameter. For
example, a value of '1.00' represents a full-time position, while a value of '0.50'
represents half-time.
19. Record a percentage amount by which to distribute the employee's pay accross
multiple work assignments in the Labor % field.
20. Record a percentage amount by which to distribute the employee's pay across
multiple jurisdictions in the Multi Jurisdiction Allocation % field.
Note: Employee withholding tax and all state and local-level taxes adhere to the
configured jurisdiction allocation. State Unemployment Insurance (SUI) tax is always
associated with the primary allocation. In the general ledger, taxes are calculated
based on labor percentage splits, and not multi jurisdiction allocation percentages.
21. If necessary, specify the employee's Tip Type Group.
22. Select the Participate in Reciprocal Tax Calculation check box to override the
setting for the the employee’s primary work assignment if the client organization is
configured to not participate in reciprocal tax calculation. For example, if the
organization does not participate but the employee's primary work location is a mobile
Page 186 of 217
org unit, a payroll administrator would select the Participate in Reciprocal Tax
Calculation to ensure the employee was taxed correctly.
23. Click the Save button.
My HR, and the HR Incident Manager on My Day.
Page 187 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Approve Payroll
This section describes how to approve payroll for your location using the Pay Approve
Checklist on My Day. From the checklist you can review the status of your location's
payroll and when it's due for approval, check if there are any problems on the time and attendance records, generate pay summary reports, and approve the payroll.
Approving your location's payroll is one step in the process to close out pay.
Typically, payroll data goes through several stages:
1. Employees generate time and attendance records that record when they've worked,
typically by punching in and out for work.
2. Dayforce HCM applies pay rules to these records, automatically paying overtime or
pay premiums as employees earn it.
3. Managers (or any supervisor or user with permission to) review their team's time and
attendance records, correcting any problems, such as missing punches, and making
pay adjustments, as needed. For more information, refer to Taking Attendance &
Correcting Pay on page 122.
4. The time and attendance records from a number of weeks are grouped into a single
pay period, for a group of employees. The number of weeks within a pay period
depends on how Dayforce HCM has been configured.
5. Users from each location, typically managers, approve the records for each pay period
on its due date, using the Pay Approve Checklist.
6. Payroll administrators manage this process, reviewing which locations have approved
their payroll records, which are overdue or still have problems on the relevant time
and attendance records, using the Pay Admin Checklist.
7. Pay administrators perform the final approval of the data and transmit it to your
organization's payroll application.
For more information on the close of the payroll process, refer to the Payroll Approval
Guide.
Review Pay Period Status
The Pay Approve Checklist displays the status of each pay period, using a color-coded circle or checkmark to represent its status:
Payroll records for this pay group have already been transmitted.
Payroll records for this pay group have already been transmitted with the
Pay Admin Checklist, but they have not been approved with the Pay
Approve Checklist.
Payroll records for this pay group are due to be transmitted today.
Payroll records for this pay group should have been transmitted already.
Payroll records for this pay group are not due to be transmitted until some future date.
The results on the Pay Approve Checklist are paginated. To view a different page of results, use the arrows on either side of the page number:
Page 188 of 217
Select Dates and Pay Groups Under Review
The Pay Approve Checklist displays information about the pay periods for the selected
pay group that have an approval due date within a selected date range. The application displays this pay group and date range at the top of the checklist:
To view pay periods for a different pay group, select a pay group from the Pay Group drop-down list.
To view pay periods with approval dates in a different date range:
1. Click the first calendar button ( ) and select the start date of the range you want to
review.
2. Click the second calendar button ( ) and select the end date of the range you want
to review.
The application displays any pay periods in that pay group that are due to be
approved within this selected date range.
To define the period of time for which the application loads pay periods by default, click the
Filter button ( ) to open the Options panel.
The number of weeks specified in the Period start offset defines how many weeks in the
past, relative to the current date, are displayed while the number of weeks specified in the
Period end offset defines how many weeks in the future, relative to the current date, are
displayed. The application displays any pay due to be approved on a date in the defined period of time.
Once defined, the application automatically saves these filter settings for each user so that
the application loads pay periods for the same time period each time the user opens the
checklist.
Filter Pay Periods by Status or Location
If necessary, you can filter the pay periods that the application displays using the Status and Organization parameters on the Options panel:
Page 189 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
To filter by status, click the appropriate status button. The application highlights the
status button for any statuses it is currently displaying.
For example, with all of the status buttons highlighted, to stop displaying pay periods
that do not need to be transmitted until a future date, click the button. The
application removes the highlight around the button and hides any pay periods that do
not need to be transmitted until a future date.
To filter by location, click the button and select the appropriate location from the
list.
Review and Correct Any Problems
The application lists the number of problems on the time and attendance records for your
location during each pay period on the checklist:
In this example, there are 2 problems on the 6-Park location's time and attendance records,
for the pay period that runs from 4/19/2010 to 5/3/2010. The number of problems are
listed in the column.
If there are any problems you can edit the location's timesheet to correct them:
1. Click the Edit button ( ) next to the relevant pay period to open that week's
timesheet.
The application displays the time and attendance records for the pay period in the
timesheet. Any records with a problem, such as an employee forgetting to punch back
in after their meal break finishes, are marked with the problem icon:
2. Correct any problems using the timesheet. For more information, refer to Taking
Attendance & Correcting Pay on page 122.
Page 190 of 217
3. Save the timesheet and return to the Pay Approve Checklist to continue the pay
approval process.
Review the Number of Unauthorized Records
The Pay Approve Checklist displays the number of unauthorized records on your
location's timesheet during each pay period in the column.
Note: Whether or not the application displays the number of unauthorized records for your
location depends on how Dayforce HCM was configured. It may not be visible to all users.
The application can also track the number of records that require authorization by another
user; any shift with labor metrics (projects, dockets, positions, or pay codes) that require
approval by someone else are included in the total displayed in the column:
In this example, there are 10 records that need to be authorized by someone else; typically
this means employees have recorded time against some labor metric that you do not
manage. For example, if some of your employees can work on a merchandising special
project that you do not manage, the time they record against it needs to be authorized by another user.
Note: Whether or not the application displays this additional column depends on how the
application was configured. It may not be displayed when you log on.
Review the Number of Active Punches
Punches are considered 'active' when an employee has punched in for the current day, but
has not yet punched out, and not enough time has elapsed to consider the punch 'missing'.
You can view the number of active punches for your location's timesheet in the column of the Pay Approve Checklist:
In the example above, there is are 11 active punches for the current period.
Generate Pay Summary Reports
You can generate a pay summary report for each location in the pay group from the Pay
Approve Checklist. The Pay Summary Report displays the payroll data of your
employees, how much employees earned in regular pay, overtime, among the other pay categories your organization tracks.
Page 191 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
To generate the report:
1. Click the report ( ) button next to the relevant pay period to generate the summary
report for it.
2. Specify the report options and click the Run Report button.
For more information, refer to Pay Summary Report on page Error! Bookmark not
defined..
3. Close the report once you've finished reviewing it.
Page 192 of 217
Approve Pay Periods
On the approval due date, you can approve the payroll data for a pay period. You should
review the time and attendance records and correct any problems, first; once the data accurately reflects what your employees earned for the period, approve it:
1. Click the approved check box ( ) next to the relevant pay period to approve it.
2. Click the Save button.
Note: You can only approve pay periods on or after their due date and time.
Page 193 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Manage Time Off
You can manage your employees' time off through the Time Off Manager panel of the My
Day section. You can review and then approve or reject your employees' time away from
work requests, such as vacation requests, as well as record an employee's unplanned time off, like an employee calling in sick and missing a shift, from the Time Off Manager.
Note: Depending on how the application is configured, some controls might vary. These are
noted throughout this section.
This section describes how to:
Review Time Away From Work Requests
Approve or Reject Requests
Record Time Off
Review Time Away From Work Requests
You can review the time away from work requests your employees have made from the
Time Off Request Manager in My Day.
Depending on how your user role is configured, the application either automatically loads
pending requests for your direct reports, or for the employees who work at the location you are assigned management access to.
For example, as a store manager, Jane is assigned access to the Cambridge location, and directly manages three department managers.
If the application is configured to display requests for her direct reports, the
application would populate the manager picker with her name, and display requests
from the three department managers. Jane can then view requests from employees
who report to the department managers by selecting a department manager from the
manager picker, or view requests from all of the employees who work at the location
by selecting the None option in the manager picker.
If Jane clicks the Clear button on the Search panel, the application populates the
manager picker with Jane's name.
If the application is configured to display requests by location, , the application would
display requests from all of the employees who work at the Cambridge location. Jane
could then narrow the results by selecting either herself, or one of the department
managers from the manager picker.
If Jane clicks the Clear button on the Search panel, the application clears her
selection in the manager picker (i.e., the manager picker displays "Select Manager").
Page 194 of 217
For each request, the application displays an icon representing the request status, as well
as Action buttons that you can use to approve, deny, or edit the request directly from the
list:
This example shows that Dan Malton has requested two days off, using 16 hours of vacation time.
If you click the Edit button ( ) next to a request, you can review additional details about
the request, including the employee's balances and any shifts the employee is scheduled
during that time:
Note: Depending on how the application is configured, the Edit button might be displayed
as an envelope, instead of a pencil, and you might have to click the Form tab before you
can view the details of a request.
Balances
The application can be configured to display the balance of a time away from work reason,
such as personal days or vacation hours in two different ways; configured to use the 'full
balance display' the application displays the Accrued, Used, Approved, Pending, Remaining, and Exceeded columns:
Page 195 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
For each request, the values displayed the application displays the following:
Accrued. The amount an employee has earned or accumulated; in the example
above, the employee has earned 128 hours of vacation.
Used. The amount an employee has used in other approved requests or has pending
in other requests; in this example, the employee had an approved request for eight
hours of vacation time last week, so the application displays -8 in the Used column.
Approved. The amount of the balance approving the time away from work request
will use; in the example above, the employee requested eight hours of vacation, so
approving it will deduct eight hours from their vacation balance and the application
displays -8 in the Approved column.
Pending. The pending amount of the request; the application displays the total
amount of hours or days the request you are reviewing will use, if you approve it. If
you approve the request, this amount moves to the Approved column and the
Pending column will be blank.
Remaining. The amount an employee has left in their balance; this is their accrued
amount minus all used, approved, or pending amounts. In the example above, the
employee has 112 vacation hours left from the 128 that they have accrued, because
eight hours were used in a previous request and another eight are being approved in
the opened request.
Exceeded. If an employee has a negative balance, where they have used or will use
more than they have accrued, the application displays the amount they have gone
over their accrued amount in the Exceeded column.
Or if the application displays a simplified view it displays the Accrued, Remaining,
Current Request, and Exceeded columns:
With this view, the application does not display the Pending or Approved columns; instead
it subtracts the balance used by all approved or pending time away from work requests
(including the request you are reviewing) from the employee's accrued balance and displays
the result in the Remaining column.
It lists the amount the request you are currently viewing uses and the amount the employee has exceeded the Accrued amount by, if at all, in the Exceeded column.
Expiring Balances
Entitlements can be configured so that balance transactions expire after a certain amount of
time. For example, when employees work on a bank holiday, they are granted one lieu day that must be used within the next five weeks.
You can view an employee's expiring balance transactions on the Expiring Transactions
tab:
Page 196 of 217
The application displays any unused transactions that expire on or after the date of the
request.
Search For Time Away From Work Requests
You can either filter the requests that are already displayed using the filter options
(described in Filter Time Away From Work Requests By Employee on page 197), or
you can search for requests by clicking the Load button ( ). When you click the Load
button, the application displays the search options pictured below:
Select which availability requests you want to review by providing values for any of the following search criteria:
Start. Click the button and select the start date for the range you want to search.
End. Click the button and select the end date for the range you want to search.
Status. Click the Status buttons to select which statuses you want to display. For
example, to display approved requests, click the checkmark button.
Works At Locations. Click and select from which locations you want to search for
requests. The application displays requests from employees who work at the selected
locations.
Manager. Click the button and select the manager you want to search for
requests. The application displays requests from employees who report to this
manager.
Department. Click and select from which department(s) you want to search for
requests. The application displays requests from employees who work in one of the
selected departments.
Job. Click and select from which job(s) you want to search for requests. The
application displays requests from employees who work one of the selected jobs.
Pay Policy. Click and select from which pay policies you want to search for
requests. The application displays requests from employees who are assigned one of
the selected pay policies.
Page 197 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Pay Group. Click and select from which pay group you want to search for
requests. The application displays requests from employees who are assigned to one
of the selected pay groups.
Employee. Click and select from which employee you want to search for requests.
The application displays requests from the selected employee.
Click the Search button to search for requests that match your search criteria.
To clear the search criteria so that you can start another search, click the button.
Note: Depending on how the application is configured, the Search panel might display an
additional Only actionable check box. This check box allows you to show or hide requests
that you cannot action (i.e., approve or deny). For example, you have already approved a
request, and it is now with another approver. Clear the Only actionable check box to view
the request, or select the check box to hide it.
View the History for Time Away From Work Request
If your application is configured to use workflow for time away from work, the application
displays a History button when you select a request that was created using a workflow. Click
this button to view the workflow stages that the request has gone through:
For more information on how your application is configured, and whether it uses workflows for time away from work, contact your system administrator.
Filter Time Away From Work Requests By Employee
Once the application displays the search results, if necessary, you can further filter the results using the Employee filter:
Note: If you manage one location, the application displays this filter automatically, whether
or not you perform a search.
Start typing the employe's name in the Employee field. The application automatically filters the lists.
To remove the filter, click the button.
Page 198 of 217
Approve or Reject Requests
This section describes how to modify, approve, or reject time away from work requests with
the Time Off Request Manager in My Day.There are two ways to approve or reject a request: either in the list, or on the request details screen.
Typically, you would approve or reject the request in the list in cases where the information provided in the list of requests is sufficient to make your decision.
However, if you need to view an employee's balances or make changes to the request prior
to approving or rejecting it, you would first need to open the request details screen. For
example, an employee might ask for an entire day off, but if you need them to work the
morning, you can edit the request to cover just the afternoon, and then approve the
request. Or if an employee requests 10 days off in a row, you can edit the dates and give
the employee the first seven days of the request off.
Note: You can edit any of these details of a time away from work request, even after you
have approved it, if needed.
To approve or reject a time away from work request in the list, click the Approve or Reject
button in the Action column:
Note:When you click the Approve button, the application might be configured to
automatically delete or unfill shifts that overlap with the employee's time away from work
request. If this is the case, after you approve a time away from work request, you do not
need to open the details of the request to manually unfill or delete overlapping shifts. For
more information on the availability of this feature, contact your administrator.
To edit the request or view the employee's balances before you approve or reject the request:
1. Click the edit icon ( ) in the Action column.
Note: Depending on how the application is configured, the edit icon might be an
envelope instead of a pencil.
The application displays the details of the request:
Page 199 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Note: Depending on how the application is configured, you might have to click the
Form tab to view the details of the request.
If the employee is already scheduled during the requested time off, as in the example
above, the application displays the shifts at the bottom of the request, in the Shifts
section.
2. To edit the details of the request, do any of the following:
Select or clear the All Day check box. When selected, the employee is off for the
entire day(s) of the request. When cleared, the employee is only away from work
between the request's start and end times.
Select a new start or end date. Click the appropriate calendar button and select a
new date from the calendar.
Page 200 of 217
Change the start or end time of the request. Type a new time in the Start Time or
End Time field, or click the left or right arrows.
3. Depending on how the application was configured, the Unfill check box, next to any
shifts that overlap with time away from work requests, might automatically be
selected:
If Unfill check boxes are not automatically selected, you can manually unfill shifts by
doing one of the following:
Click the Select All button to unfill every shift the employee is scheduled to
work during the approved time off.
Select individual Unfillcheck boxes corresponding to the shift(s) you want to
unfill.
When shifts are unfilled, the application removes the employee from the scheduled
shift and saves it as an unfilled shift on the schedule. Unfilled shifts can then be
assigned to another qualified employee to work. For more information, refer to
Assign Shifts to Different Employees on page 35.
Note: If unfilled shifts are not enabled in the application, you will instead have the
option to Delete shifts from the schedule.
4. Type a message to the employee requesting the time away from work, in the
Manager Comment field, if necessary.
Page 201 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
5. Do one of the following:
To save your changes without approving or rejecting the request, click the Save
button:
To save your changes and approve the request, click the Approve button:
To save your changes and reject the request, click the Deny button:
Note: Depending on how the application is configured, the Save, Approve, and
Deny buttons might display text instead of icons.
When you have approved the request, the application displays your name in the Manager
column of the Time Off Request Manager, for record purposes. This is useful if multiple
managers have the authority to approve requests from the same employees.
When the employee logs in next, the application displays the status of their time away from
work requests, so they can see whether or not you approved the request. It also displays
any message or notes you added to the request.
Note: If the application is configured to use workflows for time away from work requests,
there might be additional stages of approval required, meaning that the request is not
automatically marked as approved once you approve it. For example, it might not be
marked as approved until your director approves it, even though you have already given
your approval. For more information on how your application is configured, and whether or
not it uses workflows for time away from work, contact your system administrator.
The application displays each employee's approved time away from work on the My
Schedules section when you are scheduling your employees, so that you can take into
account your employees' vacation or other time away from work when creating schedules.
For more information, refer to Scheduling Your Staff on page 12.
Page 202 of 217
Record Time Off
When your employees are away from work without planning for the absence or requesting
the time off in advance, you need to record the time off in the application. For example, one
of your employees, Dave, called in sick on the day of his shift. By recording the sick day,
Dave is paid for the day and the application subtracts one sick day from his balance of
available sick days.
The application has already been configured so that time away from work details, like whether or not employees are paid for sick days, matches your company's policies.
You can record the employee's time off in the Time Off Request Manager on the My Day section.
1. Click the New button.
2. Select an employee from the Employee list.
3. Select a reason for the time off from the Reason drop-down list.
4. Select the All Day check box if the employee is going to be away from work for the
entire day.
5. Select when the employee was away from work by clicking the appropriate calendar
button ( ) and selecting a date from the calendar.
If the employee is off for more than one day, select the last day the employee is off
using the End Time calendar.
6. If you didn't select the All Day check box, type the time range the employee is off in
the Start Time or End Time field, or click the left or right arrows to set the times.
Page 203 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
7. Type a message to the employee who was away from work, in the Manager
Comment field, if necessary.
8. Do one of the following:
To save the request as a pending request, click the Save button:
To save the request as a denied request, click the Deny button:
To save the request as an approved request, click the Approve button:
Note: Depending on how the application is configured, the Save, Deny, and
Approve buttons might be displayed with text instead of icons.
The application records that the employee was away from work for the days and times
you selected.
Delegate User Accounts
When an employee requests an extended leave of absence, it may be necessary to delegate
access to their user account to another employee, manager, HR professional, or other
appropriate user. Users that have been delegated access to an employee's account can
access features and perform some tasks maintaining the employee's records. For example,
a user with access to an employee's account can log in and authorize timesheet entries to ensure that the employee will be paid for their time worked before their absence.
Users that have been delegated access to another employee's account will have the option of logging in as themselves or the employee:
In the example above, the user has been delegated access to Ian Curtis' user account.
For more information, refer to Load Your Employee Records on page Error! Bookmark not defined..
To delegate a user's account access:
1. Click the Delegation button.
Page 204 of 217
2. Click New. The application adds a new, blank line.
3. Click to select the employee to delegate the user's account access to; this is the
employee that will be able to log in and access features of the absent user's account.
The application displays the Choose Employee prompt:
Search for the appropriate employee using the available filter fields; you can search
for employees based on their name, employee number, SSN/SIN, department, job,
pay class, pay type, pay group, status, or works at location, similar to how you search
for an employee's records to load.
For more information, refer to Load Your Employee Records on page Error!
Bookmark not defined..
4. Type the date that the delegation begins into the Effective From parameter, or click
and select the date from the calendar.
5. Type the date that the delegation ends into the Effective Until parameter, or click
and select the date from the calendar.
6. Select a Reason from the drop down list, if appropriate.
7. Select the Restrict Pay Access check box and the application hides the pay
information for employees who report to the user delegating access from the user that
the access is delegated to; clear the check box and the user with delegated access
has full access to the employees' pay information.
Note: Pay information for the user delegating access is hidden from the user with
delegated access, regardless of whether the Restrict Pay Access parameter is
selected or not.
8. Click Save.
Page 205 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Manage Availability
This section describes how to manage the availability of your location's employees; when
they want to make changes to their availability, the application sends a request to you in My
Day with the details of their requested changes.
Using the Approval Requests panel of My Day, you can review, approve, or reject availability changes.
Review Availability Changes
You can review the availability change requests your employees have made from the Approval Requests in My Day.
If you manage a single location, the application lists the requests you've received. Requests
can be either for a change to the employee's default availability or for a specific week. In
the example above, you have 2 requests from Abby Worker. The first is to change her
default availability, the second is to change her availability for the week of 4/5/2010 to
4/12/2010.
If you manage multiple locations, such as a district or regional manager, the application does not automatically load existing requests. Instead, it displays search options:
To search for requests:
1. If the Search panel is not already open, click the Load button.
2. Select which availability requests you want to review by providing values for any of
the following search criteria:
Department. Click and select from which department(s) you want to search
for requests. The application displays requests from employees who work in one
of the selected departments.
Job. Click and select from which job(s) you want to search for requests. The
application displays requests from employees who work one of the selected
jobs.
Pay Policy. Click and select from which pay policies you want to search for
requests. The application displays requests from employees who are assigned
one of the selected pay policies.
Page 206 of 217
Pay Group. Click and select from which pay group you want to search for
requests. The application displays requests from employees who are assigned to
one of the selected pay groups.
Employee. Click and select from which employee you want to search for
requests. The application displays requests from the selected employee.
Works At Locations. Click and select from which locations you want to
search for requests. The application displays requests from the selected
locations.
3. Click the Search button to search for requests that match your search criteria.
Note: Remember the search criteria are only displayed if you manage more than one
location.
Filter Availability Change Requests
If you manage multiple locations, once you have searched for requests, you can filter the
results by clicking the Filter button. For users who manage multiple locations, the Filter
button is disabled until you perform a search.
If you manage one location, the application displays the filter options by default, along with the requests you have received.
To filter the list of time away from work requests:
1. If the Filter panel is not already open, click the Filter button.
The application displays the filter options:
Note: The application displays the Type drop-down list, with All selected by default.
This is used to filter out different types of approval requests, such as approving shift
trades, if applicable. Typically, you can leave All selected; however, if you have
several types of requests listed in Approval Requests and only want availability
change requests displayed, select Availability from the drop-down list.
2. Set the filter options, as needed:
Click the Start calendar icon ( ) and select what date requests must have been
made on or later than to be included in the list of requests the application displays.
Click the End calendar icon ( ) and select what date requests must have been
made on or before to be included in the list of requests the application displays.
Select what status you want displayed, such as 'Pending', from the Status drop-
down list; the application only displays requests with the selected status.
Select the type of request you want to filter on from the Type drop-down list. The
application only displays requests with the selected type.
Click the Select Manager button ( ) and select a manager from the list. The
application only displays requests from employees who report to the selected
manager.
Page 207 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Select the Show Past Due Requests to display past due requests; for example, if
you wanted to review the requests you approved last month, you would select this
check box. The application displays requests for weeks in the past, such as a
request to change availability for the first week of last month.
With the check box cleared, the application does not display these requests.
Select the Only Direct Reports check box to only display requests from
employees that report directly to you.
Note: To remove the filter, click the Clear Filter button.
Page 208 of 217
Approve or Reject Availability Changes
This section describes how to approve or reject availability changes:
1. Click next to the appropriate request.
The application displays the availability approval request's details:
In this example, the employee is requesting to lessen their availability.
2. Type any comments you want sent to the employee in the Manager Comment field.
3. Click either the Approve or Deny button, as needed.
Note: You can close the request without approving or denying it by clicking the 'x' in
the top right corner.
Note: Users with the appropriate permissions can approve their own availability requests.
For more information on accessing this feature, contact your System Administrator.
4. Click the OK button.
Page 209 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Overtime Banking Requests
The overtime banking configuration allows employees to bank the hours of overtime that
they work and request a payout of the balance at a later date. This section covers
managers, administrators, or users with appropriate access that can review, edit or deny requests.
Approve or Deny Requests
Managers, supervisors, or other users with access can approve or deny overtime banking payout requests in the Approval Requests panel of My Day.
The requests listed can be filtered using by date, status, type or employee by clicking on the
Filter button:
To approve or deny an overtime banking request:
1. Click the Status button of the appropriate request.
In the example above, the yellow icon denotes that the request is pending.
2. The application displays the Overtime Banking window, which contains details about
the employee's request. Select whether to Approve or Deny the request by clicking
the appropriate button.
Note: A Cancel Pending request is a request that an employee has requested to be deleted
after it was approved by a supervisor, manager, or other user with appropriate access.
Page 210 of 217
Cancel Pending requests can be denied, which completes the cancellation process, using the
steps above.
Page 211 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Your Profile
Your Dayforce HCM profile contains basic information about yourself, which you can update
as needed. This section describes how to:
Change Your User Preferences
Change Your User Preferences
This describes how to make changes to your user account by:
changing the language the application is displayed in
changing your password
answering security questions
changing the PIN associated with your clock badge number.
Depending on how the application has been configured, some or all of these options may be available to you.
Change the Display Language
To change the language the application is displayed in, in Me > User Preferences, select
the appropriate language from the Culture drop-down list:
1. Select an appropriate language from the Culture drop-down list.
2. Click the Save button.
Page 212 of 217
Change Your Password
To change your password:
1. Type the new password in the New Password field.
2. Retype it in the Confirm new password field.
3. Click Change Password.
4. Click the Save button.
Page 213 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Configure Password Reset Questions
The application can be configured to reset your password and e-mail you a new one; if it
has been, before you can reset your forgotten password automatically, you need to select two password reset questions from the drop-down lists:
To provide answers to the questions:
1. Type your answer to each question in the corresponding field.
Be careful how you type your answer, as you will need to type it exactly the same
when you are requesting a password reset. It is recommended that you type a one-
word answer.
2. Click the Save button.
Reset your Password
If you forget your password, you can reset it by clicking the Forgot Password link beneath the Login button. The application prompts you to enter your user name or email address:
Page 214 of 217
1. Type your user name or e-mail address.
If you provide your user name, the application sends an e-mail to your verified,
system communication e-mail address.
If you provide your e-mail address, the application ensures that the e-mail address is
associated with your user account, has been configured with the Alerts check box
selected, and has been verified.
Note: If the e-mail address you provided was configured without the Alerts check
box selected, or has not been verified, you will receive an e-mail to that address
stating that the password change attempt failed. Contact your supervisor or manager
to prompt the application to send a verification request; once the address is verified,
you can use it to reset your password.
2. Click Submit.
The application sends you an e-mail with a URL.
3. Click the link in the e-mail.
4. On the password reset page, type the answers to your password reset questions:
Page 215 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Note: The questions displayed depend on which questions you selected in Me > User
Preferences.
5. Click Submit.
You are prompted to set a new password:
6. Type your new password in both fields.
7. Click Submit.
You will receive an email confirming that your password has been changed.
Page 216 of 217
Delegate Your Access
This section describes how to delegate your access in the application to another employee;
typically, you delegate your access when you know you will be away from work for a period
of time.
The employee you delegate access to will be able to access the features and perform the
same tasks that you can in the application; for example, if you are responsible for approving
time away from work requests through My Day > Time Off Request Manager, the
employee you delegate access to will be able to even if they cannot normally access this
area of the application.
Users that have been delegated access to another employee's account will have the option of logging in as themselves or with your access:
In the example above, the user has been delegated access to Ian Curtis' user account.
To delegate your user account access:
1. Click the Delegation button.
2. Click New. The application adds a new, blank line.
3. Click to select the employee you want to delegate your access to; this is the
employee that will be able to log in and access features of your user account.
The application displays the Choose Employee prompt:
Page 217 of 217
Copyright © 2014 Dayforce - Confidential and Proprietary
Search for the appropriate employee using the available filter fields; you can search
for employees based on their name, employee number, SSN/SIN, department, job,
pay class, pay type, pay group, status, or works at location.
4. Type the date that the delegation begins into the Effective From parameter, or click
and select the date from the calendar.
5. Type the date that the delegation ends into the Effective Until parameter, or click
and select the date from the calendar.
6. Select a Reason from the drop down list, if appropriate.
7. Select the Restrict Pay Access check box and the application hides the pay
information for employees who report to you from the employee that you are
delegating your access to; clear the check box and the user with delegated access has
full access to the employees' pay information.
Note: Your pay information is always hidden from the user with delegated access,
regardless of whether the Restrict Pay Access parameter is selected or not.
8. Click Save.