Manager Guide - HRcontact.mshri.on.ca/hr/home/files/file/DayForce... · Dayforce HCM is a workforce performance management application that provides managers with several useful tools

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Copyright © 2014 Dayforce - Confidential and Proprietary

Manager Guide

Dayforce HCM Version: 6.44

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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

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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

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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

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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.

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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:

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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:

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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.

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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.

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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.

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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.

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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

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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.

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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.

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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.

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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.

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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.

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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


2. Select the Add by Job tab.

3. Select the job you want to schedule from the Possible Jobs drop-down list.

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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.


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.


adding.

If you are adding a filled shift, the application graphically displays the availability of

the selected employee right on the schedule.


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The application adds the shift for the job.

After you've added a shift, you can change when they occur. For more information,


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:


2. Select one of the following:

the Add by Employee tab to pick employees from a list of your entire staff.

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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.

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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.


adding.

Note: The application only displays the name and job of the first employee you

selected.


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.

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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.


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.

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adding.

Note: The application only displays the name and job of the first employee you

selected.



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.

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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:

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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.

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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.


To change a shift’s duration:


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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,


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:

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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:


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:


2. Point your mouse cursor at the start or end of the break.

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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.

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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.

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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:


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.

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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:

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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:

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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.


To change which employee is scheduled to work a shift:


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.

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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:


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.

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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:


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:

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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.

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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:


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:


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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.

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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.

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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:

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The application notifies the necessary user that the schedule is ready for their review

and approval:

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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.

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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:

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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.

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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.

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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.

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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.

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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.


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


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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:

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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.

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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.


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.




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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.

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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.

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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:



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.

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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

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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:

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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.

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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.


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:


2. Point your mouse at the cell.


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:

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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.


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.

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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





4. Select the new employee from the drop-down list.

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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.


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.


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.


The application displays a raised cell.

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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.


Unassign Shifts





4. Select [Unfilled Shift] from the drop-down list.

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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.


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:




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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.

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Remove Activities





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:



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3. Click the pencil button.


The application displays the on call icon ( ) within the shift's cell.

To confirm on call shifts:






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):


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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.



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.

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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.




4. In the Origin drop-down list, select the appropriate option:

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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:



2. Select Split View.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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:

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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

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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.

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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.

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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.

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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.

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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.

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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:


2. Select [None] from all three drop-down lists.


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.

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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.

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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.

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Clearing Filters

You can clear an applied filter so that the application displays your location's entire schedule:


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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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:

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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.

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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.

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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.

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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.

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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.

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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:

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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:

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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:

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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:

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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.

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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:

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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.

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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:

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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

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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:


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:


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.

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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.

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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.

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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.


Dayforce Messaging.

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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.


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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.

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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.



Dayforce Messaging.

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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.


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.



Dayforce Messaging.

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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.


Review Time and Attendance

Correct Time, Attendance, and Pay

Approve Timesheets

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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.

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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.

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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.

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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).

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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:

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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:

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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.

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In the example above, the application would only display timesheets for employees

who report to Michele Wyatt.

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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.

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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.

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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.

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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:


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.

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Hide Department Names

The display of department names on shift labels can be toggled on My Timesheets.


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.

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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:

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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:

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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.

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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:

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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:

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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:


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

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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

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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


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


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:

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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.

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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:


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.

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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.


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.

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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.

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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.

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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.

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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.

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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.

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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.

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over them.


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.




The application records the break on the worked shift.

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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.


over them.


The application displays the worked shift’s details overtop the cell.

3. Perform the necessary edits:

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Type the worked shift’s start time in the first field, next to the green arrow.


Type the worked shift’s end time in the last field, next to the red circle.


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.

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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.


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.

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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.


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.


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.


The application displays the shift's details.

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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



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.

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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.

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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.

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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.

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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:

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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.

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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.

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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


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.

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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.


over them.


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.

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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:


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.

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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.


over them.

2. Click the red 'x' button.

The application deletes the pay adjustment.

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Note: You can undo deleting the adjustment, before you save. For more information, refer

to Undo and Redo Timesheet Changes on page 176.


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:

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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.

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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:


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:

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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.


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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.

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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.

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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:


over them.


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 ( ).


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.

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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.

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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:

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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.

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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.


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.

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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:

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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.


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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.

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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.

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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.

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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

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org unit, a payroll administrator would select the Participate in Reciprocal Tax

Calculation to ensure the employee was taxed correctly.


My HR, and the HR Incident Manager on My Day.

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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:

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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:

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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.

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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.

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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.

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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.


Note: You can only approve pay periods on or after their due date and time.

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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.


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").

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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:

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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:

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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.

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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.

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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:

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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.

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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.

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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.

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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.

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7. Type a message to the employee who was away from work, in the Manager

Comment field, if necessary.


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.

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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


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.

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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.

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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.

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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.

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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.

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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.

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Cancel Pending requests can be denied, which completes the cancellation process, using the

steps above.

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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.


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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.


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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.


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:

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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:

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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.

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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:

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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


5. Type the date that the delegation ends into the Effective Until parameter, or click


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.

Documents

Manager Guide - HRcontact.mshri.on.ca/hr/home/files/file/DayForce... · Dayforce HCM is a workforce performance management application that provides managers with several useful tools