Workforce ESP - Shared Health

Workforce ESP Assignments Participant Workbook

Participant Workbook: Assignments

February 25, 2020 1

Contents Module 1: Assignments ..................................................................................................................................... 1

Lesson 1: Maintenance of Employee Records ................................................................................................................... 2

Edit Employee Records 2

End Positions in an Employee Record 2

Inactivate Employee Records 3

Activate an Employee – Employment History 6

Lesson 2: Basic Navigation ................................................................................................................................................. 8

Open Assignments 8

Lesson 3: Assign Employees .............................................................................................................................................. 9

Permanently Assign Employees 9

Lesson 4: Delete Assignments.......................................................................................................................................... 10

Delete an Incorrect Assignment 10

Module 2: Managing Assignments ................................................................................................................... 11

Lesson 1: Assignment Concepts....................................................................................................................................... 12

Lesson 2: Edit Assignments .............................................................................................................................................. 13

Permanently Unassign Employees 13

Temporarily Unassign Employees 17

Temporarily Assign Employees 20

Lesson 3: Correct Assignments ........................................................................................................................................ 22

Delete Incorrect Assignments 22

Reverse Unassignments 24

Lesson 4: Unassigned Shifts............................................................................................................................................. 30

Place Unassigned Shifts on the Workbook 30

Module 3: Maintaining Assignments ................................................................................................................ 31

Lesson 1: Assignments and Multiple Work Plan versions ................................................................................................ 32

The Effective Date Indicator 32

Work Plan Row Display 33

Lesson 2: Common Reports ............................................................................................................................................. 35

Lesson 3: Assignments Workspace Review ..................................................................................................................... 40

Temporary Unassignments Review 40

Temporary Assignments Review 41

Lesson 4: Extend Temporary Unassignments .................................................................................................................. 42

Extend Temporary Unassignments 42

Lesson 5: Reduce Unassignments ................................................................................................................................... 46

Reducing Unassignments 46


February 25, 2020 1

Module 1: Assignments Importance

The Assignments workspace is used to assign and unassign employees to and from work plan rows, as well as track long-term leave.

Module objectives

After completing this module, you should be able to:

• Identify the features of the Assignments workspace

• Open the Assignments workspace for any date range to change the area viewed in the assignment or grid view


February 25, 2020 2

Lesson 1: Maintenance of Employee Records Importance

In this lesson, users will verify information on the employee record for a new hire. This lesson will assume the use has received the information from the Org Chief and has reviewed the information in SAP.

Lesson objectives


• Determine which fields in the General Tab of the employee record are able to be edited

• Add a new phone number

Edit Employee Records How-To: Edit an Employee Record

Change a phone number and add a position and a skill on an employee’s record.

1. In the Employees workspace, open the employee record for a part-time or casual employee.

2. Change the employee phone number.

3. Create a new pool position.

4. Enter a new skill.

5. Save the employee record.

6. Close the employee record.

Leave the Employees workspace open.

End Positions in an Employee Record How-To: End an Employee Unit Association

An employee has left the Unit. In order to preserve the employee’s historical data the employee Unit association must be ended.

1. Open an active employee record.

2. Click on the Positions tab.

3. Click on the first active position line and click Edit.

4. Enter the Last Day Worked as the To Date. Click OK

5. Repeat for all remaining active position lines that are ending.

6. Click on the Save button in the Tool Bar menu to save the changes.


February 25, 2020 3

Inactivate Employee Records How-To: Inactivate an Employee

An employee has left the organization. In order to preserve the employee’s historical data the employee must be inactivated.

1. Open an active employee record.

2. Click on the Positions tab.

3. Click on the first active position line and click Edit.

4. Enter the Last Day Worked as the To Date. Click OK

5. Repeat for all remaining active position lines that are ending.

6. Select Employment Status from the Actions menu. Workforce ESP displays the Employment Status dialog.

7. Select the row to be edited and click Edit. Workforce ESP displays the Edit Employment Status dialog.

8. Enter an end date.

9. Select the appropriate status from the Status drop-down list and click OK. If the inactivation is successful, Workforce ESP places an end date in the active row and creates a new row for the inactive portion.


February 25, 2020 4

10. If the inactivation is not successful, Workforce ESP displays a warning message. Use the table below to determine what actions to follow based on which message appears.

11. Click OK. Workforce ESP closes the Employment Status dialog.

Field Data

The Ending Positions Setting in the Setup workspace is set to “Do not allow automatic ending of positions” and the employee is not associated with assignment, exception or relief records.

Workforce ESP displays the selected date in the To Date field of the position and ends the position.

The Ending Positions Setting in the Setup workspace is set to “Do not allow automatic ending of positions” and the employee is associated with assignment, exception or relief records.

Workforce ESP displays the following warning message: “There is an assignment for this employee that is effective beyond the To Date of the corresponding employee’s unit assignment.

1. Change the To Date of the assignment or employee’s unit assignment.”

2. Click OK and Workforce ESP returns to the employee record.

3. Close the employee record and do not save the changes.

In order to end the position, the user must permanently unassign the employee from all assignments or cancel all exception and relief records which are associated with dates later than the To Date of the position, or both.

The Ending Positions Setting in the Setup workspace is set to “Allow automatic ending of positions” and the employee is not associated with assignment, exception or relief records.

Workforce ESP displays the selected date in the To Date field of the position and ends the position.


February 25, 2020 5

Field Data

The Ending Positions Setting in the Setup workspace is set to “Allow automatic ending of positions” and the employee is associated with assignment, exception or relief records.

Workforce ESP displays the following warning message: “The position you are editing has assignments and / or off exceptions. For the affected period, the assignment(s) will be ended and the off exceptions will be cancelled. Do you wish to continue?”

4. Click No and Workforce ESP returns to the employee record. Close the employee record and do not save the changes.

5. Click Yes and Workforce ESP will attempt to:

a. Permanently unassign the employee from assignments associated with this position in the Assignments workspace

b. Change temporary unassignments to permanent unassignments associated with this position in the Assignments workspace

c. End the specified position in the Positions and Pools Summary section in the Employees workspace

d. Cancel future dated exceptions and relief records associated with this position in the Schedules workspace

e. Cancel all future dated Workforce ESP – Self Service requests associated with this position

f. Provide a warning that the employee is associated with a Workforce ESP – Schedule Builder scenario but will not change the information in the Workforce ESP – Schedule Builder scenario


February 25, 2020 6

Activate an Employee – Employment History How-To: Activate an Inactive Employee

When reactivating an employee, Workforce ESP does not reinstate the Workforce ESP - Self Service browser or self-service access.

1. Open an inactive employee’s record.

2. From the Actions menu, select Employment Status. Workforce ESP displays the Employment Status dialog.

3. Select the inactive row and click Edit.

4. Enter an end date and click OK. Workforce ESP attaches the associated date to the inactive row and adds a new Active row to the dialog.


February 25, 2020 7

How-To: Edit an Employment Status

An employee who has an inactive date is leaving earlier than planned. Edit the inactive status date to reflect the change.

1. Open the employee record of the employee who was inactivated in the Employees workspace.

2. Select Employment Status from the Actions menu. Workforce ESP displays the Employment Status dialog.

3. Select the row to reduce.

4. Click Edit. Workforce ESP displays the Edit Employment Status dialog.

5. Edit the end date to reflect the extension or reduction of the period.

6. Click OK. Workforce ESP displays the change in status period in the Employment Status dialog.


February 25, 2020 8

Lesson 2: Basic Navigation Lesson objectives

To access work plan assignment information for employees, users need to search for and open their work plans in the Assignments workspace.

• Open assignments

• Identify the components of the Assignments workspace

• Explain the fundamentals of organizing a work plan

Open Assignments How-To: Open the Assignments Workspace

Open the Assignments Workspace with the details from your data sheet.

1. In the Navigator, select Assignments. Workforce ESP displays the Open Assignments dialog.

2. Select the appropriate date range to view the assignments.

The date range defaults to the maximum 16-week period.

3. Select the Open Assignments By Employee option.

4. Search for the employee as indicated in the data sheet.

5. Review the details on your screen.

6. Close the workspace.

7. In the Navigator, select Assignments.

8. Select the appropriate date range to view the assignments.

9. Select the Open Assignments By Work Plan option.

10. Click the Ellipsis button next to the Work Plan field. Workforce ESP displays the Open Work Plan dialog.

11. Select the unit and work plan created in the How-to’s in the previous module.

12. Click OK. Workforce ESP closes the Open Work Plan dialog and returns to the Open Assignments dialog.

13. Click OK. Workforce ESP opens the Assignments window.

Leave the work plan open for use in the following section.


February 25, 2020 9

Lesson 3: Assign Employees When users open a new work plan, they will notice that some of the work plan rows are unassigned. Users need to assign employees to each row.

Lesson objectives


• Permanently assign an employee to a work plan row

• Correct mistakes made to the assignment by deleting

Permanently Assign Employees How-To: Permanently Assign Employees

Assign employees as indicated.

1. Open the Employee Workspace of the employee from the data sheet. Review the Positions tab and verify if the information needs to be changed if moving to a different Unit, EFT and/or status.

2. Leave the Employees Workspace open.

3. Open the Assignments Workspace for the unit where the employee is being assigned to.

4. In the Assignments Details spreadsheet, select the unassigned row the employee needs to be assigned to.

5. From the Actions menu, select Assign Employee. Workforce ESP displays the Assign Employee dialog.

6. Click the Ellipsis button next to the Employee field. Workforce ESP displays the Open Employee dialog.

7. Search for the employee to assign to the work plan row and click OK. Workforce ESP returns to the Assign Employee dialog, which displays the selected employee.

8. Select the appropriate start date and click OK. The employee is permanently assigned to the work plan row for an indefinite period of time.

9. Close the work plan.

Leave the Assignments workspace open.


February 25, 2020 10

Lesson 4: Delete Assignments If users make a mistake when assigning employees to a work plan row and if maintaining the employee assignment history is not important, then they may want to delete the assignment.

Lesson objectives


• Delete an incorrect assignment

Delete an Incorrect Assignment How-To: Delete an Incorrect Assignment

For the purpose of this How-to, assume that in the previous how-to the wrong employee was assigned to a work plan row. Delete the employee from that row.

1. From the Assignments menu, select Open. Workforce ESP displays the Open Assignments dialog.

2. Open the work plan edited in the previous How-to.

3. Select the required employee’s work plan row.

4. From the Actions menu, select Delete Selected Row. Workforce ESP displays a confirmation message.

5. Click Yes. Workforce ESP deletes the assignment and leaves the work plan row unassigned.

Close the Assignments workspace.

Repeat Lesson 3 and 4 for additional practice



Module 2: Managing Assignments Importance

Earlier modules introduced the basic concepts contained in the Assignments workspace and instructed Schedulers how to permanently assign employees to work plan rows.

This module covers methods and application of permanently and temporarily unassigning and assigning employees from and to work plan rows. How to correct errors made in the Assignments workspace will also be covered.

Module objectives


• Describe concepts Schedulers need to deal with when assigning and unassigning employees to work plan rows

• Edit and correct assignments

• Process unassigned shifts

• Identify the common Assignment reports



Lesson 1: Assignment Concepts Importance

As the Assignments workspace is used to track employees’ long-term assignments and unassignments, it is beneficial for Schedulers to be able to easily interpret how assignments are displayed and how to identify conflicts between assignments.

Lesson objectives


• Interpret the Assignment record types

• Explain how Schedulers can deal with exceptions when unassigning

• Identify how to deal with scheduling conflicts

• Explain the colour coding in the Assignments workspace

The table below lists and describes each record type and how the information is displayed:

Record Type Description Start Date End Date Colour

Permanent Assignment

An employee is assigned for an indefinite period of time to a work plan row

Displayed Blank Black

Temporary Assignment

An employee is assigned for a limited period of time to a work plan row

Displayed Displayed Black

Temporary Unassignment

An employee is unassigned from a work plan row for a limited period of time

Displayed Displayed Blue

Indefinite Unassigned Row

The work plan row is unassigned for an indefinite period of time

Displayed Blank Red

Limited Unassigned Row

The work plan row is unassigned for a limited period of time

Displayed Displayed Red

No exercises for this lesson.



Lesson 2: Edit Assignments Importance

Workforce ESP allows Schedulers to temporarily or permanently unassign an employee from his or her assigned work plan row. Schedulers temporarily unassign an employee when the employee will be absent for a limited length of time. Employees are permanently unassigned when the employee will no longer work the shifts on the work plan.

Lesson objectives


• Complete transactions when assigning and unassigning employees from work plan rows

Permanently Unassign Employees How-To: Permanently Unassign Employees

An employee on the unit is retiring and the last day of work is as indicated. Permanently unassign the employee from the work plan row.

1. Open the Employee Workspace of the employee from the data sheet. Review the Positions tab and verify if the information needs to be changed if moving to a different Unit, EFT and/or status.

2. Leave the Employees Workspace open.

3. In the Navigator, select Assignments. Workforce ESP displays the Open Assignments dialog.

4. Select the appropriate date range to view the assignment.

5. Select the Open Assignments By Work Plan option.

6. Click the Ellipsis button next to the Work Plan field. Workforce ESP displays the Open Work Plan dialog.

7. Select the unit and associated work plan to open and click OK. Workforce ESP returns to the Open Assignments dialog and displays the selected work plan.

8. Click OK. Workforce ESP opens the Assignments window, and displays the work plan and assigned employees.

9. Select the work plan row of the employee who is retiring.

10. From the Actions menu, select Permanently Unassign. Workforce ESP displays the Permanently Unassign dialog.

11. Enter the appropriate date (next calendar day after Last Day Worked) in the Permanently Unassign As of Date field and add a comment, if applicable.

12. Click OK. Workforce ESP displays the results of the above transaction in the Assignments window.

13. Go back to the Employee workspace and end all active positions according to the last day worked from the data sheet.

14. Click on Save in the Tool Bar menu.

15. Click on Action in the menu Bar and select Employment Status.

16. Change the End Date to match the Last Day worked. Click OK.

17. Workforce ESP will automatically create an Inactive entry beginning the next calendar day.

Close the Employee and Assignments workspaces.



The Assignments Details spreadsheet displays the permanent unassignment, similar to the illustration below:

The illustration below represents the results of permanently unassigning the employee from a work plan row.



How-To: Permanently Unassign and Assign Employees

An employee on the unit is transferring to another unit and the last day of work is as indicated. Permanently unassign the employee from the work plan row and assign another employee to the work plan row.

For quick access to the Assign Employee dialog, double-click the unassigned row, or use the right-click menu.

1. Open the Employee Workspace for each employee who is involved.

2. In the Assignments workspace, open the work plan which contains the appropriate assignment.

3. Select the work plan row of the employee who is transferring.

4. From the Actions menu, select Permanently Unassign. Workforce ESP displays the Permanently Unassign dialog.

5. Enter the appropriate date (if the last day working on the unit is Friday, you would enter the date as the Saturday) in the Permanently Unassign As of Date field and add a comment, if applicable.

6. Click OK. Workforce ESP places an end date in the associated work plan row and creates an unassigned row.

7. Review the Employee Workspace for the employee who is transferring to another Unit. End all the active positions for this unit and save the record.

8. Close the Employee workspace.

9. Go to the Employee Workspace of the Employee who is transferring into the unit. If the User does not have access to the employee, they will need to contact the Time Keeper of the employee to add a non-primary pool line for the current calendar day.

10. Add the new position information if required.

11. Return to the Assignments Workspace.

12. Select the unassigned row (red text).


14. Select the employee who will fill the position from the Employee field and click OK.

15. Confirm the start date and end date (if applicable) of the position.

16. Enter a comment, if applicable.



The Assignments Details spreadsheet displays the permanent unassignment and assignment, similar to the illustration below:



The illustration below represents the results of permanently unassigning and assigning employees from a work plan row.

Tip

An employee’s position information in the Employees workspace directly impacts employees in the Assignments workspace and should be verified for accuracy.



Temporarily Unassign Employees How-To: Temporarily Unassign Employees – Part 1

An employee on the unit has requested leave for two months. Temporarily unassign the employee from the work plan row.

1. Open the Employee Workspace for the employee.

2. End the current active positions using the end date in the data sheet.

3. Add the positions as the status of LOA beginning the next calendar day with an end date as indicated in the data sheet.

4. Add the new active positions for when the LOA ends using the next calendar day.


6. In the Assignments workspace, open the work plan which contains the assignment to use.

7. Select the work plan row of the employee who is requesting leave.

8. Right click on the row and select Temporarily Unassign. Workforce ESP displays the Temporarily Unassign dialog.

9. Select the reason for the leave from the drop-down list.

10. Enter the start date and end date of the unassignment.


12. Check off Exclude Employee From Relief Pool.


14. Close the Assignments and Employee workspaces.

The Assignments Details spreadsheet displays the temporary unassignment similar to the illustration below:



The illustration below represents the results of temporarily unassigning the employee from a work plan row.

Note

The Assignments workspace displays 16 weeks of shifts. If the return to work assignment exceeds the 16-week view, the return to work assignment row will not be visible. To view the row, close the Assignments workspace, then reopen it and select a date range which includes the return to work date.



How-To: Temporarily Unassign Employees – Part 2

Practice temporarily unassigning an employee for a two-month leave of absence.

1. In the Assignments workspace, open the work plan which contains the assignment to use.


3. From the Actions menu, select Temporarily Unassign. Workforce ESP displays the Temporarily Unassign dialog. Select the reason for the leave from the drop-down list.

4. Enter the start date and end date for the unassignment.


6. Check off Exclude Employee From Relief Lists.


8. Open the Employee Workspace.

9. End the current active positions using the end date in the data sheet.

10. Add the positions as the status of LOA beginning the next calendar day with an end date as indicated in the data sheet.

11. Add the new active positions for when the LOA ends using the next calendar day.


Close both the Assignments and Employee workspaces.

The Assignments Details spreadsheet displays the temporary unassignment, similar to the illustration below:

The illustration below represents the results of temporarily unassigning the employee from a work plan row.



Temporarily Assign Employees How-To: Temporarily Assign Employees to Unassigned Rows

Assign an employee to fill the unassigned row created in the previous How-to. The employee who fills the position will not be able to start working on the unit until two weeks after the start date.

1. Select the unassigned row (red text) created in the previous How-to.


3. Select the employee who will fill the position from the Employee field.

4. Enter a new start date beginning two weeks after the default start date.

5. Confirm the end date of the position.


7. Check off Exclude Employee from Relief Pool.


9. Open the Employee workspace for this employee.

10. End the active positions for the Calendar day they will be in their previous position.

11. Create a new Term positions (FTT or PTT) for the length of the temporary assignment according to the start and end date from the date sheet.

12. Create the returning active position for when the term position ends.

13. Click the Save button in the Took Bar.

Close both the Assignments and Employees workspace.

The Assignments Details spreadsheet displays the temporary assignment, similar to the illustration below:



The illustration below represents the results of temporarily unassigning the employee from a work plan row and partially filling the unassigned row.



Lesson 3: Correct Assignments Importance

Sometimes a mistake is made when assigning employees to or unassigning employees from work plan rows. This lesson covers correcting the errors made in the Assignments workspace.

Lesson objectives


• Delete assignments and explain when this is advisable

• Process reversal to permanent and temporary unassignments

Delete Incorrect Assignments How-To: Delete an Incorrect Assignment

The wrong employee has been assigned to a work plan row. Delete the employee from the work plan row.

1. In the Assignments workspace, open the work plan which contains the employee who was assigned in error. Workforce ESP displays the employee’s permanent assignment, similar to the illustration below.

2. Select the employee’s work plan row (black text with a blank end date).

3. From the Actions menu, select Delete Selected Row. Workforce ESP displays a message similar to the one depicted in the illustration below.

4. Click Yes. Workforce ESP displays the results of the above transaction in the Assignments window.

5. Open the Employee Workspace. Delete any position updates (if any) and remove the end date from the last active position if returning to the old position. If the employee was inactivated, you will need to edit the end date by clearing it out.

6. Click Save if any changes have been made.

7. Leave the Assignments workspace open.

The Assignments Details spreadsheet displays the deleted assignment similar to the illustration below:



The illustration below represents the results of deleting an assignment.

Tip

Workforce ESP will not permit users to delete an assignment if any shifts within the assignment have been designated as book off exceptions. A book off exception shift is created when users indicate that the employee who is assigned to the work plan row cannot work a shift on the row.

If users attempt to delete an assignment which contains exceptions, Workforce ESP displays a warning similar to the message below.

It is recommended that users print the Off Exceptions report for the associated employee and consult their site ESP Administrator before deleting the exceptions.



Reverse Unassignments How-To: Reverse Permanent Unassignments

The wrong employee has been permanently unassigned from a work plan row. Reverse the permanent unassignment of the employee, as indicated on the data sheet.

1. Open the Employee workspace for the employee. Review the employee position details. If no positions are showing, click on View in the Menu Bar and select Show All positions.

2. Select the first position line that needs to be corrected and click on Edit.

3. Clear the To Date field and click OK.

4. Repeat steps for any other positions that need to be corrected. Once completed click on the Save button in the Tool Bar menu.

5. In the Assignments workspace, open the work plan which contains the employee who was unassigned in error. Workforce ESP displays the employee’s permanent unassignment, similar to the illustration below.

6. Select the employee’s assignment row (black text with an end date).

7. From the Actions menu, select Edit. Workforce ESP displays the Edit Assignment dialog.

8. Clear the End Date and Comment fields by clicking in the field and pressing the Delete key on the keyboard.



Workforce ESP deletes the associated unassigned row (red text) and clears the end date of the employee’s assignment (black text). The Assignments Details spreadsheet displays the reversal of the permanent unassignment, similar to the illustration below:



How-To: Reverse Permanent Unassignments That Have Permanent Replacements

The wrong employee has been permanently unassigned from a work plan row; however, a replacement employee has been assigned to the work plan row.

Reverse the permanent assignment and unassignment for the employees as indicated in your data sheet.

1. Open the Employee workspace for the replacement employee. Review the employee position details. If no positions are showing, click on View in the Menu Bar and select Show All positions.



4. Repeat steps for any other positions that need to be corrected. Once completed click on the Save button in the tool bar menu.

5. Open the Employee workspace for the other employee who is returning to the original position. Review the employee position details. If no positions are showing, click on View in the Menu Bar and select Show All positions.




9. In the Assignments workspace, open the work plan which contains the employee who was unassigned in error. Workforce ESP displays the employees’ permanent unassignment and assignment, similar to the illustration below.

10. Select the new employee’s work plan row (black text with a blank end date).

11. From the Actions menu, select Delete Selected Row. Workforce ESP displays a message confirming the deletion of the row.

12. Click Yes. Workforce ESP deletes the new employee’s permanent assignment and creates an unassigned row, similar to the illustration below:

13. Select the employee’s assignment row (black text with an end date).

14. Right click on the row and select Edit. Workforce ESP displays the Edit Assignment dialog.

15. Clear the End Date and Comment fields.





Workforce ESP deletes the associated unassigned row (red text) and clears the end date of the employee’s assignment (black text). The Assignments Details spreadsheet displays the reversal of the permanently unassigned row, similar to the illustration below:



How-To: Reverse Temporary Unassignments

The wrong employee has been temporarily unassigned from a work plan row. Reverse the temporary unassignment of the employee who is on leave as indicated in your data sheet.

1. In the Assignments workspace, open the work plan which contains the employee who was unassigned in error. Workforce ESP displays the employee’s temporary unassignment similar to the illustration below.

2. Select the employee’s return to work row (black text with a blank end date).

3. From the Actions menu, select Delete Selected Row. Workforce ESP requests confirmation of the deletion of the assignment.

4. Click Yes. Workforce ESP deletes the return to work row.

5. Select the employee’s temporary unassignment (blue text).

6. From the Actions menu, select Delete Selected Row. Workforce ESP requests confirmation of the deletion of the temporary unassignment.

7. Click Yes. Workforce ESP deletes the temporary unassignment row.

8. Select the employee’s original assignment row (black text with end date).








16. Close both the Assignments and Employee workspaces.

Workforce ESP deletes the associated unassigned row (red text) and clears the end date of the employee’s assignment (black text). The Assignments Details spreadsheet displays the reversal of the temporarily unassigned row, similar to the illustration below:



How-To: Reverse Temporary Unassignments Which Have Temporary Replacements

The wrong employee has been temporarily unassigned from a work plan row; however, a replacement employee has been assigned to the work plan row. Reverse the temporary assignment and unassignment for the employees, as indicated on the data sheet.





5. Open the Employee workspace for the other employee who is returning to the original position. Review the employee position details. If no positions are showing, click on View in the Menu Bar and select Show All positions.




9. In the Assignments workspace, open the work plan which contains the employee who was unassigned in error. Workforce ESP displays the employees’ temporary unassignment and assignment, similar to the illustration below.

10. Select the employee’s return to work row (black text with a blank end date).

11. From the Actions menu, select Delete Selected Row. Workforce ESP requests confirmation of the deletion of the assignment.

12. Click Yes. Workforce ESP deletes the return to work row.

13. Select the employee’s temporary unassignment (blue text).

14. From the Actions menu, select Delete Selected Row. Workforce ESP requests confirmation of the deletion of the temporary unassignment.

15. Click Yes. Workforce ESP deletes the temporary unassignment row.

16. Select the replacement employee’s temporary assignment (black text with an end date).

17. From the Actions menu, select Delete Selected Row. Workforce ESP requests confirmation of the deletion of the temporary assignment.

18. Click Yes. Workforce ESP deletes the replacement employee’s temporary assignment row.



19. Select the employee’s original assignment row (black text with an end date).





Workforce ESP deletes the associated unassigned row (red text) and clears the end date of the employee’s assignment (black text). The Assignments Details spreadsheet displays the reversal of the temporarily unassigned row, similar to the illustration below:



Lesson 4: Unassigned Shifts Importance

In some units there are work plan rows and individual blocks of shifts which the managers are not able to fill. These shifts are referred to as unassigned shifts. Depending on the unit’s scheduling needs, the Scheduler needs to either fill the shifts with relief employees or indicate that the shifts cannot be filled or do not need to be filled.

Lesson objectives


• Place unassigned shifts on the Workbook

Place Unassigned Shifts on the Workbook How-To: Place Unassigned Shifts on the Workbook

There is no replacement employee available to cover the first two weeks of an unassigned row. Place the first two weeks of the unassigned row on the Workbook.

1. On the unassigned row (red text), select the shifts of the first two weeks in the Shifts Grid.

2. From the Actions menu, select Add to Workbook. Workforce ESP displays the Add to Workbook dialog.

3. In the Schedule Task Date field, enter the date of the last business day prior to the first shift date in the block of shifts.

4. Enter a different time or leave the default time.

5. Click OK. Workforce ESP adds the unassigned shifts to the Workbook on the selected date and time.


On the Shifts Grid, the selected shifts will be displayed with a blue background, similar to the illustration below:

Tip

Shifts in unfilled rows in the Assignments workspace are called unassignments or UAs. When UAs are placed on the Workbook, they are considered vacant shifts or vacancies (VCY). It is not until unassigned shifts are placed on the Workbook that they are converted to vacancies.



Module 3: Maintaining Assignments Importance

Modules 12 and 13 covered how to permanently and temporarily assign and unassign employees to work plan rows. As well, it covered reversing or deleting permanent assignments when a mistake was made. This module covers how to deal with situations when employees need to extend or reduce temporary unassignments.

Module objectives


• Explore how multiple work plans are listed in the Open Work Plan dialogs

• Identify the Effective Date Indicator

• Explain the impact of adding or deleting rows in a work plan version when viewing multiple versions in the Assignments workspace



Lesson 1: Assignments and Multiple Work Plan versions Importance

When working with multiple work plan versions in the Assignments workspace, the display will be affected.

Lesson objectives


• Explain how the display is affected when opening assignments spanning multiple work plan versions

No exercises for this lesson.

The Effective Date Indicator If users open the Assignments workspace for a date range that spans multiple versions of a work plan, the display in the Assignments Grid will be affected.

Different versions of a work plan will be separated by a vertical black line inserted at the effective date of the next version. The vertical line is referred to as the Effective Date Indicator. The following illustration shows an example of how the grid appears in the Assignments workspace when the dates opened span multiple work plan versions:

Multiple versions of a work plan are created in the Work Plans workspace using the effective date.



Work Plan Row Display If the Assignments workspace is opened spanning one or more versions in which rows were added or deleted, the display will be affected.

Additional Rows in Work Plan Versions

If a row is added in one version of a work plan but the Assignments Grid spans multiple work plan versions, a blank row will be inserted into the version without row information. The new row will also appear with the plotted shifts in the appropriate version’s grid information.

The following illustration shows an example of how an inserted row is displayed across multiple versions in the Assignments workspace:



Deleted Rows in Work Plan Versions

If a row is deleted in one version of a work plan but the Assignments Grid spans multiple work plan versions, the Assignments Grid will be blank for the version from which the row was deleted. If the row is deleted from the first version of a work plan, it will be deleted from all subsequent versions and will not be displayed in the Assignments workspace.

The following illustration shows an example of how a deleted row is displayed across multiple versions in the Assignments workspace:



Lesson 2: Common Reports Importance

Unit Assignments and Unit Schedule reports provide Schedulers with a different view of the assignments and unassignments on units.

Lesson objectives


• Process the Unit Assignments and Unit Schedule reports and explain their possible uses

How-To: Process the Unit Assignments Report

Run the Unit Assignments report for a unit.

1. Open the Reports workspace.

2. From the Assignment report group, select Unit Assignments and click Options. Workforce ESP displays the Unit Assignments options dialog.



3. Specify the report options as described in the table below.

To Include… Then…

Assignments only Select the assigned option.

Unassigned rows only Select the unassigned option.

Assignments and unassigned rows Select both the assigned and unassigned options.

Information effective on any date Clear the effective date field.

Information effective on a specific date Specify that date in the effective date field.

4. Select the unit to include.

5. Click Run. Workforce ESP displays the Unit Assignments report, configured with the selected options.

Leave the Unit Assignments report open.



How-To: Run the Unit Schedule Report

Run the Unit Schedule Report according to the information provided.

1. To Run the Unit Schedule Report, open the Reports workspace.

2. Expand the Schedule Reports group and select the Unit Schedule Report.

3. Click Options. Workforce ESP will open the Options – Unit Employees Schedule dialog.

4. Select the From date to be the beginning of the next Pay period and change the To date to the last day of the next pay period.

5. Under Display options make sure Assigned Rows, Off Shift, On Shift, Relief, Shift Summary, Unassigned Rows and Weekend and Holidays are checked off.

6. Leave Baseline Summary Options as Shift Class.

7. Click on the Filter tab.

8. Under units, select the unit(s) you need to review.

9. Under Occ Classes, select the occupation of the employee that is transferring into your unit(s).

10. Under Statuses, select All.

11. Make sure All Work Plans is not checked off.

12. Under Work Plans, decide what order you would like to have each of the work plans appear by numbering starting at 1.

13. Click on the Shift Preview tab.

14. Under Shift Options, make sure Exception code, Occupations type, Shift symbol, Shift times and Unit are checked off.

15. Click Run. The Unit Employees Schedule report will appear on your screen according to the options selected.

How-To: Run the Vacancy Exceptions Report

An employee is transferring into your unit into a permanent position. You will need to run the report to see if anyone has been booked as relief or the shifts that belong to the master rotation for this new employee.

1. To Run the Vacancy Exceptions Report, open the Reports workspace.

2. Expand the Exceptions Reports group and select the Vacancy Exceptions Report.

3. Click Options.

4. Under Shifts Scheduled select the From date as indicated. Leave the To date blank

5. Under Sort By, make sure Unit has #1 and Schedule Date has #2.




9. Click Run. The Vacancy exceptions report will appear on your screen according to the options selected.



How-To: Run the Unit Employees Schedule Report

Run the Unit Employees Schedule Report according to the information provided.

1. To Run the Unit Employees Schedule Report, open the Reports workspace.

2. Expand the Schedule Reports group and select the Unit Employees Schedule Report.

3. Click Options. Workforce ESP will open the Options – Unit Employees Schedule dialog.

4. Select the From date to be the beginning of the next Pay period and change the To date to the last day of the next pay period.

5. Under Display options make sure Off Shift and Weekends and holidays are checked off.

6. Under Sort by make sure “1” is next to Work Plan Row.




10. Under Statuses, select All.

11. Click on the Shift Preview tab.

12. Under Shift Options, make sure Exceptions, View pay reasons, Occupations type, Shift symbol, Shift times and Unit are checked off.

13. Click Run. The Unit Employees Schedule report will appear on your screen according to the options selected.



How-To: Run the Off Exceptions Report

An employee is transferring into your unit into a permanent position. You will need to run the report to see if anyone has been booked as relief or the shifts that belong to the master rotation for this new employee.

1. To Run the Vacancy Exceptions Report, open the Reports workspace.

2. Expand the Exceptions Reports group and select the Off Exceptions Report.

3. Click Options.

4. Under Shifts Scheduled select the From date as indicated. Leave the To date blank

5. Under Sort By, make sure Unit has #1 and Schedule Date has #2.


7. Under units, select the unit(s) you are needing to review.

8. Under Occ Classes, leave the selection as All.

9. Under Employees, click on the Select Employees button. Workforce ESP will display the Select Employees dialog.

10. Type in the last name or first few letters of the last name in the Search for field.

11. Click on Search.

12. Double click on the name of the employee (or click on “include”) you need to report on. The name will now appear under the Selected employees section.

13. Click on OK.

14. Under Pay codes, leave the selection as All.

15. Click Run. The Off Exceptions report will appear on your screen according to the options selected.



Lesson 3: Assignments Workspace Review Importance

It is helpful to review the features of the Assignments workspace, as well as the steps for temporarily assigning and unassigning employees.

Lesson objectives


• Create temporary unassignments

• Assign temporary replacements to temporary assignments

Temporary Unassignments Review How-To: Temporarily Unassign Employees

An employee on the unit will be on an MPIC unpaid leave for one month. Temporarily unassign the employee from the work plan row.

1. In the Employee workspace, end any active positions with the calendar date before the leave begins. If the date has passed, enter the current date and add a comment to the assignment row when completing the temporary unassignment.

2. Create a copy of the position lines that were ended but change the status to LOA. If the position lines are not visible, click on View in the Menu Bar and select Show All Positions. Make sure to use the same end date as what will be entered in the Assignments workspace.

3. Add the positions lines for when the leave will end placing the employee back into their active position. The From date needs to be the next calendar day after the LOA ends.

4. Click the Save button in the Tool Bar menu to save your changes.

5. In the Assignments workspace, open the work plan which contains the assignment.


7. From the Actions menu, select Temporarily Unassign. Workforce ESP displays the Temporarily Unassign dialog.

8. Select the reason for the leave from the drop-down list.

9. Enter the start and end dates of the unassignment.



Workforce ESP will display a message if an exception exists. To unassign the employee, either delete or cancel exceptions by running the off exception report that occur during this assignment date range. Ask the Instructor for assistance if necessary.




Temporary Assignments Review How-To: Temporarily Assign Employees to Unassigned Rows

Assign an employee to fill the unassigned row created in the previous exercise.

1. In the Employee workspace, end any active positions with the calendar date before the leave begins. If the date has passed, enter the current date and add a comment to the assignment row when completing the temporary unassignment.

2. Create a copy of the position lines that were ended but change the status to either FTT for a FT temporary assignment or PTT for a PT temporary assignment. If the position lines are not visible, click on View in the Menu Bar and select Show All Positions. Make sure to use the same end date as what will be entered in the Assignments workspace.

3. Add the positions lines for when the leave will end placing the employee back into their active position. The From date needs to be the next calendar day after the temporary assignment ends.

4. Click the Save button in the Tool Bar menu to save your changes.

5. Select the Unassigned row (red text) created in the previous How-to.


7. Select the employee who will fill the position from the Employee field.

8. Confirm the end date of the position.



Close the Assignments and Employee workspaces.



Lesson 4: Extend Temporary Unassignments Importance

An unassignment will need to be extended if the employee will be returning to work later than the date originally indicated. Depending on the information initially entered and whether the position has been filled as a temporary assignment, the considerations and actions to complete the extension will vary.

Lesson objectives


• Extend temporary unassignments

• Edit corresponding temporary assignments

Extend Temporary Unassignments How-To: Extend a Temporary Unassignment for a Different Reason

The employee unassigned for one month in the first How-to will be extending the leave for another month for a different reason than the original reason. Extend the temporary unassignment by one month with the new off reason indicated in the data sheet.

1. In the employee workspace, go to the positions tab.

2. Edit the end date for the position rows that return the employee from their LOA. Select the row and click on edit. Change the To Date to the updated information as indicated in the data sheet. Click OK.

3. Repeat this same step for all other lines that are part of bringing the employee back from their LOA.

4. Select the first position line where the employee is on an LOA. Select the first line and click Edit. Change the end date to the new date from the information indicated from the data sheet. Click OK.

5. Click on the Save button.

6. Select the employee’s Return to Work row.

7. From the Actions Menu, select Temporarily Unassign. Workforce ESP displays the Temporarily Unassign dialog.

8. Select the appropriate reason for the extension.

9. Select the new end date.

10. Enter a comment describing the change to the extension.

11. Click OK. Workforce ESP displays another blue Unassignment row, extends the end date of the red unassigned row and adjusts the start date on the black Return to Work row.

Close both the Assignment and Employee workspaces.



The Assignments Details spreadsheet displays the temporary unassignment extension similar to the illustration below:

The illustration below depicts the results of extending a temporary unassignment on a work plan row:



How-To: Extend a Temporary Unassignment with a Replacement

The employee from the previous exercise will be extending the leave for another month. The same replacement employee will now cover the extended leave from the last exercise and this one. Change the dates for both employees to reflect the extended temporary unassignment.

1. In the employee workspace for the employee who is extending their leave, go to the positions tab.

2. Edit the end date for the position rows that return the employee from their LOA. Select the row and click on edit. Change the To Date to the updated information as indicated in the data sheet. Click OK.

3. Repeat this same step for all other lines that are part of bringing the employee back from their LOA.

4. Select the first position line where the employee is on an LOA. Select the first line and click Edit. Change the end date to the new date from the information indicated from the data sheet. Click OK.


6. In the employee workspace for the employee who is extending their temporary position, go to the positions tab.

7. Edit the end date for the position rows that return the employee from their temporary assignment. Select the row and click on edit. Change the To Date to the updated information as indicated in the data sheet. Click OK.

8. Repeat this same step for all other lines that are part of bringing the employee back from their temporary assignment.

9. Select the first position line where the employee is in a temporary assignment. Select the first line and click Edit. Change the end date to the new date from the information indicated from the data sheet. Click OK.


11. Open the Assignments workspace for the work plan that has the leave.

12. Select the employee’s Return to Work row.


14. Change the start date to reflect the new return to work date.

15. Enter a comment regarding the extension.

16. Click OK. Workforce ESP updates the Return to Work row with the new start date information and inserts a new unassigned row for the unassigned shifts.

17. Select the most recent blue Temporary Unassignment row.

18. Right-click the row and select Edit from the right-click menu. Workforce ESP displays the Edit Unassignment dialog.

19. Change the end date to reflect the last day of the leave.



20. Click OK. The end date on the Temporary Unassignment row is changed.

21. Select the Temporary Assignment row for the temporarily assigned employee and edit the end date to reflect the extended assignment.

If a different employee is replacing for the extension, simply assign the new unassigned row to the appropriate employee.

22. Click OK. The new unassigned row disappears, and the end date of the replacement employee’s assignment is modified.

The Assignments Details spreadsheet displays the temporary unassignment extension similar to the illustration below.

The illustration below depicts the results of extending a temporary unassignment with a replacement on a work plan row.



Lesson 5: Reduce Unassignments Importance

An unassignment will need to be reduced if the employee will be returning to work earlier than the date originally indicated. Depending on the information initially entered and whether the position has been filled as a temporary assignment, the considerations and actions to complete the reduction will vary.

Lesson objectives


Reduce temporary unassignments

• Edit corresponding temporary assignments

Reducing Unassignments How-To: Reduce a Temporary Unassignment without a Replacement

The employee who was temporarily unassigned for three months without a replacement is now able to return to work two weeks earlier than originally indicated. Reduce the temporary unassignment.

1. Open the Employee workspace for the employee being on their LOA early to review the positions tab.

2. Change the To Date for the position lines that refer to the employee being on the LOA. The new date should be the calendar date prior to them returning.

3. Change the From Date for the position lines that refer to the employee returning to their previous position.


5. Open the Assignment workspace. Select the blue Temporary Unassignment row.

6. Edit the end date to reflect the last day of leave and click OK. Workforce ESP changes the end date of the Temporary Unassignment.

7. Select the black Return to Work row.

8. Edit the start date and click OK.

Close both the Assignment and Employee workspaces.

The Assignments Details spreadsheet displays the temporary unassignment reduction similar to the illustration below.



The illustration below depicts the results of reducing a temporary unassignment without a replacement on a work plan row.



How-To: Reduce a Temporary Unassignment with a Replacement

The employee, whose leave was extended in Extend Temporary Unassignment with Replacement, is now able to return to work earlier than originally indicated. Change the dates for both employees to reflect the reduced temporary unassignment.

1. Open the employee workspaces for both the employee on leave and the replacement employee. Go to the positions tab.

2. For the employee on the leave, change the To Date of their LOA and then the From Date for their return from LOA.


4. For the replacement employee, change the To Date of their temporary assignment and then the From Date for their return to their previous position.


6. Open the Assignments Workspace where the work plan for the unassignment is.

7. Select the row for the temporarily assigned employee and edit the end date to reflect the reduced assignment. A new unassigned row is displayed, reflecting the three-week period for which shifts are unassigned.

8. Select the blue Temporary Unassignment row, right-click and select Edit to edit the end date to reflect the

last day of leave, and then click OK.

9. Select the black Return to Work row.

10. Edit the start date and click OK.

The Assignments Details spreadsheet displays the temporary unassignment reduction similar to the illustration below.



The illustration below depicts the results of reducing a temporary unassignment with a replacement on a work plan row.

Documents

Workforce ESP - Shared Health