Welcome to Using Scheduler for Enhanced Time & Attendance for ADP Workforce Now® Welcome to Using Scheduler for Enhanced Time & Attendance for ADP Workforce.

Welcome to Using Scheduler for Enhanced Time & Attendance for ADP Workforce Now®
Welcome to Using Scheduler for Enhanced Time & Attendance for ADP Workforce Now. My name is…. ADP Workforce Now gives you a single-entry system that brings together all the tools you need to meet your organizational goals and to improve your bottom line - from HR, Payroll, Time & Attendance, to Recruitment and Performance Management. This course has been designed to provide you with the knowledge and hands on experience required to be comfortable using the Scheduler feature Enhanced Time & Attendance for ADP Workforce Now. Today you’re going to learn how to use the Scheduler feature of the Enhanced Time & Attendance application with ADP Workforce Now. When we’re finished, you will be able to: estimate coverage needed to meet workload demands create and assign schedules to employees evaluate and maintain schedules This part of the course is 6 hours long, with a 1 hour break for lunch, and two 15 minutes breaks. Trainers: If you encounter problems with WebEx, call WebEx support at If you are unable to join the audio conference, call Level 3 Communications Ready- Access® at Parts 1 & 2: Modules 1, 2 & 3.

Getting to Know You On the whiteboard, type: Your Name Your Location
Your Role Your Expectations 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 Trainer: This activity is optional, depending on the size and duration of your class. Hide this slide if you feel this activity will take too much time. This is hands on training. Let’s get started with a quick activity to practice using the virtual meeting tools. Trainer: Post slide 3. Assign a number to each participant and ask them to write down their: Name Location Role – How do you use ADP Workforce Now® … Expectations for the class Discuss and build rapport. Write down their expectations so you can refer back to them throughout the training. 1. Add Text: Click on this icon to add text to the whiteboard. 2. Change Color: Click the arrow to expand a list of colors for your text.

Getting to Know You 1 2 3 4 5 6 7 8 9 10 12 13 14 15 16 Trainer: This activity is optional, depending on the size and duration of your class. Hide this slide if you feel this activity will take too much time. Trainers: Upload this 1 slide as content and give learners annotation rights to type in as needed to do the Getting to Know You Activity. In Webex: Participant Assign Privileges Annotate

Additional Tools in our Virtual Classroom
Raise Hand: When you click on this icon a hand appears to the right of your name in the Participants List. Checkmark: To answer a true and false question, use the checkmark to answer yes, or to simply confirm you have completed an activity. X Mark: To answer a true and false question, use the checkmark to answer no. Emoticon: Used to express how you’re doing throughout the course. Trainer: This activity is optional, depending on the size and duration of your class. Hide this slide if you feel this activity will take too much time. You can always tell learners how to use each tools as you go through the presentation. Trainer : point to Icons on the right (3,4,5,6) and let them know we’ll tell them which one to use, depending on the exercises. Have learners try raising their hand.

Please do not place your phone on hold.
Guidelines To minimize background noise, use your phone’s mute function or on your phone’s keypad, press: *6 to mute the line *7 to unmute the line Return promptly from breaks. Interact. Participate. Ask any question that comes to mind. Make mistakes. This is a safe environment. Please do not place your phone on hold.

Course Agenda Course Agenda Part Modules
Part 1: Getting Started with Scheduler Module 1: Scheduler Overview Module 2: Estimating Coverage Part 2: Creating Schedules with Scheduler Module 3: Working with Employee Availability Part 3: Populating Schedules with Scheduler Module 4: Assigning Schedules to Employees Module 5: Working with Open shifts Part 4: Evaluating and Managing Schedules Module 6: Evaluating Schedules Module 7: Managing Schedules This course prepares you to use ADP’s Enhanced Time & Attendance Scheduler to estimate coverage needed to meet workload demands, create and assign employees to schedules, and evaluate and maintain schedules. This course consists of four parts, which you will complete in the following sequence: see slide contents. This course is a total of 10 hours. Parts 1 & 2 will comprise a 5 hour session with a 1 hour break for lunch, and two 15 minutes breaks. Parts 3 & 4 will also comprise a 5 hour session, with a 1 hour break and two 15 minute breaks.

Module 1: Scheduler Overview
Purpose This module prepares you to begin working with the various components of Scheduler. Topics This module contains the following topics: • Introduction to Scheduler • Using Scheduler in your Organization Trainers: Part 1 of the course takes approximately 2.5 hours to complete. Purpose: Review the information in the handout manual.

Overview Scheduler is a web-based scheduling application that is integrated with ADP’s Enhanced Time & Attendance. Overview Review the slide contents and refer participants to the handout manual.

What is Scheduler? An optional component of ADP’s Enhanced Time & Attendance Provides advanced functionality to help you manage the following: Nonstandard and overlapping shifts Fluctuating coverage requirements Schedule restrictions and requirements dictated by the following: Regulatory boards Unions Organizational policies Minor laws Overview Scheduler is a web-based scheduling application that is integrated with ADP’s Enhanced Time & Attendance. Refer to Handout Manual. The following are examples of the types of information that Scheduler tracks: • Number and type of staff required • Time off and sick days • Hours each employee is scheduled to work, including where and when • Employee availability and schedule preferences • Skills or certifications • Seniority levels Scheduler tracks all scheduling-related data using one real-time database that is integrated with Enhanced Time & Attendance.

Scheduler Components Refer to Handout Manual.
Components and Descriptions Component Description Workload Planner Allows scheduling managers to track and edit the organization’s staffing plan. The optional Workload Generator is used to determine staffing requirements based on the expected amount of work that needs to be completed. Schedule Planner Allows managers to view and edit schedules for their employees and jobs, including any time off and hours scheduled to work. The optional Schedule Generator creates or assigns open shifts according to your workload and rules. The optional Priority Scheduling Engine automatically assigns open shifts to employees based on rules that align with your production schedules, labor standards, and employee requests. Supporting data tabs These tabs appear at the bottom of the Schedule Planner workspace and provide access to tools that help you create, evaluate, and maintain your schedule tools. Employee Self- Scheduling Enables individual employees to use automated workflow processes and tools to do the following: Sign up for open or available shifts Submit a request to swap shifts Request to cover shifts Additional reports Additional Enhanced Time & Attendance reports commonly used in the scheduling process. Refer to Handout Manual.

What is the Workload Planner?
Maintains headcount required by job, time span, and location Tracks your staffing plans Calculates the difference between planned and scheduled staff Overview Review the information in the handout manual.

Workload Planner: Views and Descriptions
Calendar Shows the staffing plan, week to week, for the time period that you specify. Use this view when staffing levels do not follow a weekly pattern or when you need to make an adjustment to specific dates in the staffing plan. Pattern Allows you to add and modify patterns that repeat from week to week. Use this view if you have standard or repeating staffing requirements or both. Pattern data is automatically displayed in the Calendar view for the time period that you specify. Volume Allows you to enter and display the volume of work for the location and time period that you select. For example, in a health care organization, volume may reflect the number of patients and may be weighted based on the level of care (acuity) that they need. Views and Descriptions Depending on your organization's setup, you may have access to up to three Workload Planner views. The following table describes each view.

Example: Workload Planner, Pattern View
Review the information in the handout manual. Filter by Location field: Select a location to show its staffing plan. Job column: Lists all the jobs that need to be filled for the selected location. Span column: Indicates time spans where coverage is needed. Staffing requirement: Indicates the number of staff that is anticipated for each span of time on each day for each job. Note: Your implementation consultant sets up the Job and Span columns and the locations that are displayed in the Filter by Location field. If your staffing plan varies during the year, you can create multiple patterns with different effective dates. For example, a retailer could create a pattern for the holiday shopping season that reflects additional staffing requirements.

What Is the Schedule Planner?
Allows you to view and edit schedules for employees, jobs, and schedule groups Displays all jobs for a particular location and any sub locations Overview The Schedule Planner is a component that allows managers to view and edit schedules for employees, jobs, and schedule groups. The Schedule Planner displays all jobs for a particular location and any sub locations.

What Is Employee Self-Scheduling?
Employees use automated workflow processes to do the following: Request Open Shift Request Self Schedule Request to Cover Request Shift Swap Request Change Availability Allows employees some measure of control over their own schedules, which provides the following benefits: Improved employee satisfaction and retention Allows managers to spend more time on critical tasks and less time creating schedules Example Keith is scheduled to work the 3 p.m. to 11 p.m. shift on Thursday but would like to swap shifts with Rebecca so that he can attend his son's band concert. Keith uses Self Service to request a swap with Rebecca. Rebecca agrees to swap her 7 a.m. to 3 p.m. shift with Keith. Their manager approves this change and it is now reflected in the schedule. Note: To use Employee Self-Scheduling, your organization must provide a Scheduler license to each employee.

Using Scheduler in Your Organization
Overview Your organization may have different types of Scheduler users, such as scheduling managers. Users have different access rights depending on their roles in the organization. Background Information: The ability to use Scheduler throughout an organization is a unique feature. Many competitors’ scheduling systems are used only in various special units. Let's look at the two types of Scheduler users you could have in your organization.

User Types, Descriptions and Examples
The following table describes each type of Scheduler user. Scheduler Users User Type Description Example Scheduling Manager Administrative role with responsibilities for budgets and scheduling within a unit Dot is a nurse manager who manages scheduling for several full- and part- time employees, including registered nurses, licensed practical nurses, and licensed nursing assistants. In Dot's organization, numerous nurse managers also use Scheduler to manage scheduling for their own groups of employees. Central Staffer Full-time administrative role responsible for all staffing requirements for the entire organization Pat is the central staffer in Dot's organization. She works with all nurse managers, including Dot, to ensure proper staffing of the entire facility. She also has access to scheduling information for all internal staff in the organization as well as information from external staffing agencies. Many organizations set up Scheduler so that each scheduling manager can view only his or her unit’s employees, jobs, and location information. These organizations can also have a central staffer who can view scheduling information for the entire organization’s workforce. When you review each user type, display the appropriate slide as noted below.

Scheduler Users: Scheduling Managers
Review the slide contents.

Scheduler Users: Central Staffer
For example, a typical health care facility could have dozens of nurse managers throughout the organization working with Scheduler, along with a central staffer who has ultimate control over all schedules.

Scheduler Features and Benefits
Automation of time-consuming administrative tasks related to schedule planning Reduces the time that scheduling managers need to spend scheduling employees Frees managers' time to devote to other responsibilities Increases efficiency by eliminating the pencil, paper, and spreadsheet methods used to create and maintain schedules Real-time tracking of hours worked Helps managers to control overtime costs Reduces outsourcing expenses Employee Self-Scheduling, allowing employees some measure of control over their own schedules Improves employee satisfaction Reduces employee turnover Tracking of employee qualifications and other criteria for compliance with government and labor agreements Avoids costly liabilities by applying criteria to staffing requirements Ensures compliance with constantly changing legislative and union regulations and requirements Overview Review the information in the handout manual. Continue to display the slide as you review the features and benefits. Example Dot just received word that one of her nurses called in sick today. She wants to call Christine in to cover this open shift but checks Scheduler first and notices that Christine has already worked 40 hours this week whereas Sam has worked only 24 hours. Dot saves her organization in overtime costs by having Sam fill the open shift.

The Scheduling Cycle Overview
Scheduling is typically a cyclical, iterative process that includes the four distinct stages. The following diagram illustrates the scheduling cycle

The Scheduling Cycle The Scheduling Cycle Stage Description
Stage Description Answers This Question Scheduler Components You Use 1: Estimate Define workload and coverage needed to meet that workload. How many workers are needed? Workload Planner Workload Generator * 2: Create Create schedules based on coverage requirements identified in the Estimate stage. Who will work where and when? Schedule Planner (and supporting data tabs) Schedule Templates Schedule Generator * 3: Evaluate Evaluate schedules to determine if there is adequate coverage. Is the schedule ready to post? 4: Manage Roll out schedules to employees and adjust as needed. Is the schedule up to date? Reports Note: Asterisks denote optional Scheduler components

Module 1 Summary Topics This module included the following topics:
Introduction to Scheduler Using Scheduler in Your Organization

Module 2 Estimating Coverage

Module 2: Estimating Coverage
Purpose This module prepares you to determine workload requirements in order to create staffing plans to meet those requirements. Topics This module includes the following topics: Workload Planning Working with Staffing Plans Purpose This module prepares you to determine workload requirements in order to create staffing plans to meet those requirements.

Workload Planning Overview Part of the Estimate stage
Involves using the Workload Planner to create staffing plans Overview Workload planning is part of the Estimate stage of the scheduling cycle. It involves using the Workload Planner to create staffing plans.

What Is the Estimate Stage?
You estimate staffing needs by creating and adjusting staffing plans. Occurs annually for baseline staffing plans and as needed for adjusted staffing plans. During the Estimate stage, management estimates their staffing needs. The Estimate stage consists of creating and adjusting staffing plans. The Estimate stage typically occurs annually for baseline staffing plans and as needed for adjusted staffing plans. Example Dot, the scheduling manager for the surgery unit, needs to estimate her staffing needs for the year.

What Is a Staffing Plan? An estimate of the number of employees required for each job and time span in a specific location You will create two types of staffing plans: Baseline Adjusted Types and Descriptions Type Description Baseline Forecast of the staff needed based on the budget or volume for a period of time (for example, annually) Adjusted Adjustments made to the baseline staffing plan based on recent trends and anticipated changes in work volume A staffing plan is an estimate of the number of employees required for each job and time span in a specific location. You need staffing plans in order to do the following: • Evaluate coverage. • Calculate open shifts. • Enable employees to use Self Service to sign up for shifts during open sign-up periods.

What Is a Baseline Staffing Plan?
Generally created at the beginning of a forecasting period, such as for the upcoming year. It is based on the following: The organization's defined workload A historical pattern of the staffing requirements for each job, shift, or schedule zone Used to adjust the staffing plan as needed. You create the baseline staffing plan usually at the beginning of a forecasting period, such as for the upcoming year. Base it on the following: • The organization's defined workload based on headcount, jobs, and spans of time • A historical pattern of the staffing requirements for each job, shift, or schedule zone You use the Workload Planner tool to estimate staffing requirements. NOTE: You must create the baseline staffing plan before you create an adjusted staffing plan.

What Is an Adjusted Staffing Plan?
Revised version of the baseline staffing plan, adjusted to current staffing needs Commonly created to reflect unpredictable changes in workload Example Dot needs to adjust her current staffing plan to meet the needs of an increase in workload for the night shift registered nurses in the surgery unit. The needs were not anticipated when she created the baseline staffing plan, as depicted here. Note You cannot create an adjusted staffing plan if a baseline staffing plan does not exist for the selected time period.

How Do I Create a Staffing Plan?
Use the Workload Planner to create and adjust staffing plans. You create and manage staffing plans in the Workload Planner. Managers can use created staffing plans to evaluate coverage and, if necessary, adjust the schedule to meet the plan. You can import staffing data such as volume or census from another source to generate the headcount needed for a particular unit. Example To define a staffing plan, nurse managers access their unit's Workload Planner and enter the number of staff required for each day as well as the start and end dates for the time period.

Working with Staffing Plans
Overview Use the Workload Planner to create and adjust your staffing plans by accessing the following different views: Methods and Descriptions If You Want To Then Use This View Make adjustments to the staffing plan for specific dates Calendar Add patterns that repeat from week to week Pattern Enter the volume of work that needs to be completed Volume Evaluate time spans, such as shifts and schedule zones, to estimate adequate coverage. Best Practice • The system administrator is responsible for setting up the Job and Span columns and the location area. • Use the Workload Generator feature to import staffing data, like volume or census, to generate the headcount needed.

Demonstrations, Guided & Hands On Practice
Say: Throughout this training session we will demonstrate some of the Scheduler features. In these instances, I will be completing the activities outlined in the handout manual. You will also be called upon to complete some activities, for the benefit of the group, in the form of a guided practice. In these instances, you will share your screen with the group and use the ddoting00 login ID. You will also have the opportunity to complete hands-on practice exercises, where you will use your own login ID in the training database.

Demonstration: Creating a Baseline Staffing Plan
Scenario You are estimating your staffing needs for the upcoming month and want to create a baseline staffing plan. Starting Point: Related Items > Workload Planner Demonstration: Creating a Baseline Staffing Plan Say: I will now demonstrate how to create a baseline staffing plan. If you would like to follow along during the demonstration, please refer to the activity located in the Handout Manual. Creating a baseline plan would normally be done once, usually at the beginning of a fiscal year. Scenario Say: You are estimating your staffing needs for the upcoming month and want to create a baseline staffing plan. Navigation: On the right side of the screen, select the Workload Planner link. Click the Pattern tab. In the Filter by Location field, select Organization/HC/SE/Jxville/JaxN/Sgry 00 Select: Pattern>New>Baseline. In the Start Date and End Date fields, leave the default values. In the Monday, Wednesday, and Holiday cells, enter 1 as the number of staff required for each job and time span. Click Save. Best Practice Review the information in the Handout Manual: DEMO

Demonstration: Creating an Adjusted Staffing Plan
Scenario Now that you have created a new baseline plan, you will create a new adjusted plan from the existing baseline plan. Starting Point: Related Items > Workload Planner Demonstration: Creating an Adjusted Staffing Plan Say: I will now demonstrate how to create an adjusted staffing plan. If you would like to follow along during the demonstration, please refer to the activity located in the Handout Manual. Scenario Say: Based on the workload of the past two weeks, you realize you need to adjust your baseline staffing plan to meet the needs of the upcoming week. Navigation: On the right side of the screen, select the Workload Planner link. In the Filter by Location field, ensure that the Surgery location is selected. Ensure the Current Schedule Period is selected. Click the Pattern tab. Select Pattern > Choose Another Pattern. Say: Notice that the baseline staffing plan we created is available in the pattern list. Select the baseline pattern you created in the previous demonstration and click OK. Select today as the start date and one week from today as the end date. In the Monday and Wednesday cells, enter 2. Select Save as Adjusted. Click Yes. Best Practice Review the information in the Handout Manual: DEMO

Demonstration: Comparing Baseline and Adjusted Staffing Plans
Scenario The baseline plan represents the headcount you predicted that you would need, while the adjusted plan reflects the headcount you actually ended up needing. Having both a baseline and an adjusted staffing plan allows managers to compare them to better plan for the future. Starting Point: Related Items > Workload Planner Demonstration: Comparing Baseline and Adjusted Staffing Plans. Say: I will now demonstrate how to compare baseline and an adjusted staffing plan. If you would like to follow along during the demonstration, please refer to the activity located in the Handout Manual. Scenario Say: Let’s now compare the original baseline and the adjusted staffing plan we just created. On the right side of the screen, select the Workload Planner icon. Click the Calendar tab. Note: You may need to display the next schedule period in order to view the dates that were adjusted. In the Filter by Location field, ensure that the Surgery location is selected. 3. Select View > Baseline vs. Adjusted. Note: Review the information in the Handout Manual: You can create multiple baseline staffing plans, but only one plan is in effect for a given time period. If effective dates overlap for two plans, the newer plan takes precedence. Once you save your first baseline plan, the adjusted plan view is displayed when you open the Workload Planner. DEMO

Do not try more than 3x to log in it or it will lock you out
Hands on Practice Your Login Information URL: User Name and Password provided by your Trainer Please write down your user name and password. You need this information to login during our practices. Trainer: Add URL to slide Type User ID and password on a whiteboard, or show the list and assign them to clients from there. Tell clients: Please write down your user name and password. You need this information to login during our practices. Do not try more than 3x to log in it or it will lock you out

Your Login Information
Participant Name User Name Password Activation Code ddoting01 welcome ddoting02 ddoting03 ddoting04 ddoting05 ddoting06 ddoting07 ddoting08 Instructor Notes: Type User ID and PW on a whiteboard, or show the list and assign them to clients from here. Tell clients: Please write down your user name and password. You need this information to login during our practices.

Practice: Part 1, Creating a Baseline Staffing Plan
Scenario You need to create a new baseline plan for the coming year for the float unit. Starting Point: Related Items > Workload Planner Practice: Creating a Baseline Staffing Plan Monitor participants to answer questions and to ensure that they are on track. Note: You must complete this practice using your assigned instructor code while participants are practicing in order for the upcoming Copying Workload Pattern Data demonstration to work. Scenario You need to create a new baseline plan for the coming year for the float unit. Instructions Refer participants to the Handout Manual. Log on Enhanced Time & Attendance using your assigned user name and password. Create a new baseline plan for the float unit using the following information: 1. Add one staffing unit for the evening time span (E8) for all jobs for each day of the week in the plan including Sunday and the holiday. 2. Start date: Today's date. End date: Forever Hint: To see the float location, in the Show field, select All Home.

Practice: Part 2, Creating an Adjusted Staffing Plan
Scenario After creating the baseline plan, you realize that you do not need any RNs, licensed practical nurses (LPNs), or licensed nurse assistants (LNAs) for the evening span on Mondays through the end of next month. Starting Point: Related Items > Workload Planner Practice: Creating an Adjusted Staffing Plan Monitor participants to answer questions and to ensure that they are on track. Note: You must complete this practice using your assigned instructor code while participants are practicing in order for the upcoming Copying Workload Pattern Data demonstration to work. Scenario After creating the baseline plan, you realize that you do not need any RNs, licensed practical nurses (LPNs), or licensed nurse assistants (LNAs) for the evening span on Mondays through the end of next month. Instructions Refer participants to the Handout Manual. Edit the baseline staffing plan to reflect the revised staffing needs, saving it as an adjusted staffing plan.

Debrief Summarize the main points for the following topics:
Baseline Staffing Plans Adjusted Staffing Plans Comparing Baseline and Adjusted Staffing Plans Instructor Notes: Talk about the topics which where covered in this session. Review the topic using the following SIGA processing questions: S: How do you feel about creating and adjusting baseline staffing plans? I: What do you understand better about creating and adjusting baseline staffing plans? G: How would you summarize what we just discussed? A: How will you use this back at the job?

Copying Workload Pattern Data
Overview You can copy workload pattern data (the workload plan) to other locations (or to themselves) and time periods. You can copy and save the data to a new location and time period as a new baseline plan or new adjusted plan. This option saves you from having to enter a pattern for every job each time you create a new pattern. Instructor Notes: Note: In order to use this function, you must already have a staffing plan open, because “current data” pertains only to the data currently viewable. Example Dot is the scheduling manager for the surgery and float units. She wants to copy headcount data from one location to another, thus avoiding having to enter the same headcount information manually for the other location.

What Gets Copied and What Does Not
Be careful when you copy data to a location that does not have a workload plan with the same shifts, zones, and time spans. Data will not be copied for any shifts or zones that do not match exactly. Instructor Notes: Example You are copying a pattern that contains three shifts as shown in the first column of the table below. You copy the pattern to a destination location that uses two of the same shifts and one different shift. The copying function only allows the data for the matching shifts to copy. Note: The headcount data is copied, not the structure of the workload shift set or schedule zone set used by the location. The headcount data that is copied is only the data that matches the workload shifts and schedule zones at the destination. If there is headcount data that does not match, it will not copy over. You cannot copy an adjusted plan to a destination location that does not have a baseline plan already defined.

Demonstration: Copying Workload Pattern Data
Scenario You want to copy pattern data from one location to another. Starting Point: Related Items > Workload Planner Demonstration: Copying Workload Pattern Data Say: I will now demonstrate how to copy workload pattern data. If you would like to follow along during the demonstration, please refer to the activity located in the Handout Manual. Scenario Say: You want to copy pattern data from one location to another. Instructions Refer to the handout manual. Note: Be sure to use the ddoting00 login for this demonstration. 1. In the Show field, select All Home Locations. 2. In the Time Period field, select a range of dates from today’s date to one week from today. 3. In the Filter by Location field, select Surgery. 8. Select the Organization/HC/Se/JaxN/Float 00 location. 9. Keep the default start and end dates. 10. Do not select the check box. 12. Select Save as Baseline. DEMO

Modifying a Staffing Plan
Overview The Workload Planner Calendar view enables you to edit or change staffing plans for specific days without affecting the headcount for the rest of a staffing plan’s schedule pattern. If the change to the adjusted plan is for specific dates, rather than make a permanent change to the weekly pattern, use the Calendar tab to make the changes, and then save the edited plan as an adjusted plan. To this point, you have made changes to the weekly patterns of baseline and adjusted staffing plans in the Pattern tab of Workload Planner. Next, you will learn how to use the Calendar tab to create one-time changes for certain individual dates.

Demonstration: Modifying a Staffing Plan
Scenario Renovations are scheduled to take place on the first Monday of the next schedule period, causing the surgery unit to close with no personnel required on that day. Dot wants to modify the adjusted staffing plan and then compare it to the baseline plan. Starting Point: Related Items > Workload Planner Demonstration: Modifying a Staffing Plan Say: I will now demonstrate how to modify a staffing plan. Refer to the Handout Manual to see the necessary steps required to complete this task. Scenario Say: Dot wants to modify the adjusted staffing plan and then compare it to the baseline plan. Instructions Refer to the handout manual. Note: Be sure to use the ddoting00 login for this demonstration. 3. From the Show list, All Home Locations. Then, in the Filter by Location field, select the Surgery location. Note: If you did not click Save in the previous demonstration, you don't need to select the Surgery location. The Surgery location is displayed only if you select All Home Locations in the Show field. 4. In the Time Period field, select the next schedule period. 5. Enter 0 in all headcount entries for the first Monday. At Step 7, point out that you can compare the baseline and adjusted plans. Toggle back and forth from the Calendar to the Pattern tab to show the difference between the daily calendar dates in the Calendar view column headings and the pattern view weekly patterns with no dates. Discuss the results. Important Information / Best Practice Refer to the handout manual DEMO

Practice: Changing Adjusted Staffing Plans Using Different Views
Scenario You have been informed that the float unit must attend mandatory training and that the entire unit will be shut down on the first Saturday and Sunday of the next schedule period. Starting Point: Related Items > Workload Planner Practice: Changing Adjusted Staffing Plans Using Different Views Monitor participants to answer questions and to ensure that they are on track. Display the Practice Login Information slide from the first practice in this class and review the slide contents. To complete this practice, use the same ddoting login information that you wrote down in your handout manual when you completed the first practice in this class. Scenario You have been informed that the float unit must attend mandatory training and that the entire unit will be shut down on the first Saturday and Sunday of the next schedule period. Instructions Refer participants to the Handout Manual. 1. Enter this information in the adjusted plan and save the plan. 2. Confirm your changes by viewing the Baseline vs. Adjusted View.

Demonstration: Deleting a Staffing Plan Job Aid
Scenario You need to delete a staffing plan that you no longer need. Starting Point: Related Items > Workload Planner Demonstration: Deleting a Staffing Plan Job Aid Note: Be sure to use the ddoting00 login for this demonstration. Scenario You need to delete a staffing plan that you no longer need. Instructions Refer participants to the Handout Manual. 1. Select the Pattern tab. 2. Select the Surgery location. 3. Select Pattern > Choose Another Pattern. 4. Select the Adjusted pattern and click Delete. 5. Click OK. Best Practice Refer to the handout manual.

Calendar View Baseline vs. Adjusted View Instructor Notes: Talk about the topics which where covered in this session. Review the topic using the following SIGA processing questions: S: How do you feel about changing adjusted staffing plans? I: What do you understand better about modifying staffing plans? G: How would you summarize what we just discussed? A: How will you use this back at the job?

What Is the Workload Generator?
Overview A component that you use to determine staffing requirements based on the expected amount of work to be completed Automates populating of the Workload Planner Supports flex staffing by updating staffing requirements to reflect the work volume Define staffing requirements as follows: Budgeted Projected Actual Instructor Notes: Once you enter the required volume or census data, you can run the Workload Generator for each location and job to calculate the number of required staff and automatically load the appropriate headcount into the Workload Planner. With the Workload Generator, you can define the budgeted staff, import and edit volume, transform the volume based on a defined weighting factor, view the weighted volume, and generate the workload based on the weighted volume. Example In the health care industry, the Workload Generator is used to determine how many nurses are needed in a particular area of a hospital. The number of nurses needed is based on the number of patients that need care (census) and the level of care that those patients need (acuity).

Demonstration: Using the Workload Generator (optional)
Scenario Jim Leiby wants to determine how many workers will be required for the radiology unit based on the number of radiographs needed. Starting Point: Related Items > Workload Planner Instructor Notes: Use this demonstration if the client plans to use Workload Generator. Note: If you do not complete this demonstration, you will not be able to calculate open shifts in subsequent demonstrations. Demonstration: Using the Workload Generator – uses the jlieby00 log0n Say: I will now demonstrate how to use the workload generator. Refer to the Handout Manual to see the necessary steps required to complete this task. Scenario Refer to handout manual. Instructions: Part 1, Entering the Work Volume 1. Ensure that Organization/HC/SE/Jxville/JaxN/Rad and the current schedule period are selected. 5. In the Span field, D8 and E8 only. 6. In the Volume field, enter 20. 7. In the Start Date field, enter today's date. In the End Date field, enter tomorrow's date. Instructions: Part 2, Generating the Workload 4. In the Staffing Matrix field, ensure that Radiology is selected. 5. In the Start Date field, enter today's date. In the End Date field, enter tomorrow's date 6. Click OK. In the Volume view, Actual represents the actual number of staff worked. This can be input for the current day or any past dates. Actual data does not have any impact on Workload Generator. Actual data is displayed in the Hours/Volume tab of the Schedule Planner. DEMO

Demonstration: Viewing a Workload Planner Audit
Overview The Workload Planner provides an audit trail that aids in the tracking of coverage changes. A typical use for the audit trail is for The Joint Commission (TJC) survey of a health care facility. Starting Point: Related Items > Workload Planner Instructor Notes: Note: Deleted staffing plans are not displayed in the audit. Demonstration: Viewing a Workload Planner Audit Say: I will now demonstrate how to view a Workload Planner Audit. Refer to the Handout Manual to see the necessary steps required to complete this task. Overview The Workload Planner provides an audit trail that aids in the tracking of coverage changes. A typical use for the audit trail is for The Joint Commission (TJC) survey of a health care facility. Instructions: 1. Click the Calendar tab. 2. Select a location. Select the Radiology unit. 3. Select View > Workload Audits. 4. Click OK. DEMO

Learning Activity: Scavenger Hunt (optional)
Scenario Refer to handout manual. Say: We are going to investigate the answers to the following questions. Please refer to your handout manual and record your answers in the space provided on the table. Instructions: Note: Be sure to use the ddoting00 login for this activity. You can take notes to help you remember how you found the answers. Once logged on, follow these steps to navigate to the Schedule Planner: Step 1 – In the Manage My Employees workspace, in the Schedule Planner widget, click the gear icon and select Pop-Out. Step 2 – Click Current Schedule Period / None, click the arrow next to None, select All Home Locations, and click Apply. Question Answer Method to Obtain Answer How many floor nurses are there? 1 (Dot Doting) Sort by the Job column in ascending order. How many registered nurses (RNs) does Dot manage? 7 - Cliff Aceman, Jill Andrews, Rolando Arturo, Rich Case, Greg Cone, Megan Johnson, and Rachel Knoff Sort by the Job column in descending order. What is Rolando Arturo's primary location? Jacksonville Surgery unit Point to the Location field in Rolando’s employee record. In the surgery unit, which employees, if any, are scheduled to start work at 9 a.m. today? Megan Johnson Select Current Schedule Period, select Today, and click Apply. Note: You may need to scroll down the page to see Megan’s schedule. How long is the schedule period for the surgery unit (Sgry)? 2 weeks Select Current Schedule Period, and click Apply. In the next schedule period, who has the highest number of scheduled hours? Dot Doting at 85 hours Select Next Schedule Period, and click Apply. Then, sort the Sch|Hours column in descending order.

What Is a Time Span? Overview
Scheduling managers use staffing plans to answer the question, “How many employees do I need in each job and time span to meet the coverage requirements of this unit?” In Scheduler, a time span is a period of time for which coverage is needed for jobs in a location. A time span can be either of the following: • A shift • A schedule zone Time Spans Unit Time Span Type 9 a.m. to 5p.m. Coverage Radiology Shift Maura works the 9 a.m. to 5 p.m. shift. Surgery Schedule Zone Justin works from 9 a.m. to 12 p.m. Bridget works from12 p.m. to 5 p.m. Instructor Notes: Example The schedules for the radiology unit use time spans based on shifts, whereas the schedules for the surgery unit use time spans based on schedule zones. The following illustrates how each unit handles coverage for the 9 a.m. to 5 p.m. time span. Note: Once your organization has determined which type of time span to use, your Scheduler system administrator is responsible for setting up shift or schedule zone time spans. Your organization may use both shifts and schedule zones for different groups of employees.

Time Span Types and Descriptions
The following table describes each type of time span. Types and Descriptions Time Span Type Description Shift Use when an employee must work a particular shift in order for the time span to be covered. Schedule Zone Use when one or more employees may work various shifts in order for the time span to be covered. Instructor Notes: refer to handout manual Note: Once your organization has determined which type of time span to use, your Scheduler system administrator is responsible for setting up shift or schedule zone time spans. Your organization may use both shifts and schedule zones for different groups of employees.

What Is a Shift Time Span?
Overview A period of time with a specific start time and end time, usually in one 24-hour period Defines the coverage as based on the start and end times that employees are scheduled to work Instructor Notes: refer to handout manual Overview A shift time span is a period of time with a specific start time and end time, usually in one 24-hour period. When a shift represents the span, it defines the coverage as based on the start and end times that employees are scheduled to work. A shift set is a collection of shifts used to define staffing needs for a location. Note: If you use shifts for your time spans, you can use the Calculate Open Shifts option to create any open shifts that may be needed. When you use shift time spans, you ask the question, "How many people are working a particular shift?" Example The radiology unit organization has two shifts that the majority of employees work: 9 a.m. to 5 p.m. and 5 p.m. to 9 p.m.

What Is a Schedule Zone Time Span?
A period of time for which you need coverage for a specific job but for which you do not need a specific person to cover those specific hours Can consist of multiple overlapping shifts Allows you to evaluate coverage for a time period when you have overlapping shifts Overview A schedule zone time span is a period of time for which you need coverage for a specific job. However, you do not need a specific person to cover those specific hours. There can be multiple overlapping shifts within schedule zones. Schedule zones provide you with a way to evaluate coverage for a period of time, rather than just a shift. It also makes it easier to evaluate coverage when there are overlapping shifts. When you use schedule zone time spans, you ask the question, “How many people are covering a particular span of time?” Example In the surgery unit, the 9 a.m. to 5 p.m. time span represents a schedule zone that is covered by overlapping shifts. Employees are scheduled to work a variety of shifts. The following is an example of overlapping shifts. Note: Shifts can exist within schedule zones. Best Practice To use the Schedule Generator to create open shifts, your organization must configure time spans as schedule zones.

Viewing Coverage and Variances
Overview Variance is a comparison between headcount in your current schedule and staff requirements in the staffing plan. You can view variances in staffing plans and schedules on the Schedule Planner Daily Coverage and Coverage tab views.

Demonstration: Viewing Coverage and Variances
Scenario Dot checks the Daily Coverage view for all jobs in the surgery unit and finds that under coverage exists for registered nurses and licensed practical nurses on certain days. The following is an example of this page. Starting Point: Workspaces > Manage My Employees > Schedule Planner Demonstration: Viewing Coverage and Variances Say: I will now demonstrate how to view Coverage and Variances. Refer to the Handout Manual to see the necessary steps required to complete this task. Scenario Refer to handout manual. Note: This demonstration uses the ddoting00 login. Before Step 1: Ensure that the Current Schedule Period and All Home Locations are selected. Note: Point to a cell in the View row to display details about the coverage for that day and time span. Instructions: 2. In the Job field, select the JaxN/Sgry/RN job. 3. In the Time Span field, select N8. Explain the colors: White = At plan Green = Understaffed Pink = Overstaffed. Note Refer to the handout manual. Demonstrate how coverage appears in a tool by pointing to the area shown in the location outlined in the handout manual. DEMO

Module 2: Summary Topics This module included the following topics:
Workload Planning Working with Staffing Plans Review the slide contents. In this module, you reviewed many of the steps necessary to estimate coverage.

Module 2: Questions

Part 1 Closing Part 2 Preview Using the Schedule Planner
Determining Employee Availability Working with Availability Patterns Working with Availability Templates Working with Availability Overrides In this part of the course, you were introduced to Scheduler and reviewed many of the steps necessary to estimate coverage. Part 2 Preview Discuss the topics that will be covered in the next part of the course.

Break Length of break: Instructions:
For audio, call Access code: Break A 10-minute break is recommended. However, you can change the length of the break based on the pace of the course and the participants’ needs.

Working with Employee Availability
Module 3 Working with Employee Availability

Part 2 Introduction Module 3 Introduction Purpose This module prepares you to work with employee availability to create schedules. Welcome Welcome to Using Scheduler for Enhanced Time & Attendance, Part 2: Creating Schedules with Scheduler. Let me introduce myself. Does everyone have a copy of the handout manual? You will refer to it throughout this part of the course If you are new to ADP, are still within the implementation process, and are encountering technical difficulties, call your implementation specialist (IS). If your IS is unavailable, dial 0 and ask for PC Support. If you have been with ADP, and are encountering technical difficulties, call your ADP Service Center team and select the menu option for PC Support.

Topics This module includes the following topics: • Using the Schedule Planner • Determining Employee Availability • Working with Availability Patterns • Working with Availability Templates • Working with Availability Overrides

Using the Schedule Planner
Overview You use the Schedule Planner during the Create stage of schedule planning to create schedules. You can use four different views in Schedule Planner — By Employee, By Job, By Schedule Group, and By Employment Terms. Review the slide contents and refer participants to the handout manual.

What Is the Create Stage?
Overview The Create stage of the scheduling cycle involves tasks you perform to create schedules based on your staffing plan. Typically, you create schedules for one schedule period. You create future schedules while the current schedule is in effect, which allows time for employees to request shifts and time off. Example You need to create a schedule for next month based on employee availability.

What Is the Schedule Planner?
Allows you to view and edit schedules for employees, jobs, and schedule groups Displays all jobs for a particular location and any sub locations Example: By Employee View The following is an example of the Schedule Planner’s By Employee view.

Explore: Schedule Planner, By Job View
Instructor Notes: Explain to participants that the elements that you will discuss here are only some of the elements shown in the illustration. Overview Review the information in the handout manual Colours and Types of Shifts Review the information in the handout manual. Point out the following: • Various colours indicate the type of shift, pattern, or pay code • Open shifts are displayed by job and are outlined in red • When you point to a shift, you can see the full employee name and shift detail.

Determining Employee Availability
Overview Determining employee availability is a critical step in creating schedules. You can view different types and levels of availability in Scheduler Overview Review the slide contents and refer participants to the handout manual. What Is Availability? Example

What Is Availability? A Scheduler feature that tracks the following:
Which employees are available to work When employees are available When employees are not available When employees prefer to work When employees prefer not to work When employee availability is unknown Instructor Notes: You determine whether you want to take advantage of this optional functionality when creating schedules. The availability feature has the following benefits: Saves managers time by identifying available employees to fill open shifts Increases employee satisfaction and thereby improves employee retention

Example: Availability
Note: • Knowing an employee's availability status makes scheduling more efficient because you can immediately determine if an employee is available to work a shift. • Employees with access to Self Service may be allowed to define their own availability status for specific periods. • You must select Employee Availability from the Visibility Filter menu to see an employee's availability in the Schedule Planner. Types, Descriptions, and Colors Review the information in the handout manual. Background Information: There is a fifth type of employee availability called Preferred Time Off. This type of availability needs to be enabled in order for clients to use it.

What Are Availability Levels?
Availability Levels and Descriptions Availability Level Description Global The most basic availability level—an enterprise-wide setting that assigns one availability type to all employees You can set patterns to available, unavailable, or unknown. The “Preferred” availability type is not an option. This is the default availability level. Location Assigned to locations, such as surgical unit, pediatrics unit, and so on All employees with primary jobs in a location inherit the location availability pattern. Used when several employees in a location share the same availability patterns Location availability patterns override global availability. Base Employee An individual’s availability pattern that shows when the employee: Is available to work (Available) Is not available to work (Unavailable) Prefers to work (Preferred) Availability is unknown (Unknown) Prefers not to work (Preferred Time Off) Overrides location and global availability levels Employee Override Temporarily overrides all other availability levels with temporary availability patterns covering a specific period of time When the temporary availability period ends, the next highest availability level is reinstated. Used when employees cannot work their regular shift due to training or temporary personal reasons Instructor Notes: Availability levels are ways in which you can assign availability in your organization. They allow you to create repeating patterns of availability types for specific people, locations, and periods of time.

Example: Base Employee Availability Level
Instructor Notes: Review the slide contents and refer participants to the handout manual. In this base employee availability level example, the employee is available to work from 6 a.m. to 5 p.m. as shown by the light green colour. He is unavailable from midnight to 6 a.m. and from 5 p.m. to midnight as indicated by the purple colour. His preference is to work 8 a.m. to 4 p.m., indicated by the dark green colour.

Working with Availability Patterns
Overview An employee’s availability pattern includes the following status values for time spans: Available Unavailable Preferred Unknown Preferred Time Off

Demonstration: Creating Base Employee Availability Patterns
Scenario You need to create a base employee availability pattern for a registered nurse in the float unit, making sure that it reflects the employee's availability pattern of 7 a.m. to 3:30 p.m., Monday through Friday (7 a.m. to 3:30 p.m. is preferred, while all other times are available). Starting Point: Workspaces > Manage My Employees > Schedule Planner Instructor Notes: Demonstration: Creating Base Employee Availability Patterns Say: I will now demonstrate how to view create Base Employee Availability Patterns Refer to the Handout Manual to see the necessary steps required to complete this task. Overview / Scenario Review the information in handout manual. Note: This demonstration uses the ddoting00 login. Be sure to select All Home Locations before you begin. Instructions: 1. Select Cliff Aceman. 4. In the Pattern Name field, enter Monday - Friday Weekdays. 6. In the Start Date field, keep the default date. 7. In the End Date field, select Forever. 8. Click and drag to select Monday through Friday, and then click Hourly View. Select 7:00 AM through 3:30 PM on Monday through Friday as Preferred. Select all other time slots as Available. When you've completed the demonstration, show participants how the base employee availability pattern overrides the location pattern. Note: If availability is not displayed, click Visibility Filter and select Employee Availability DEMO

Practice: Creating a Base Employee Availability Pattern
Scenario Dot Doting is gathering her employees' base employee availability information so she can fill open shifts as they occur. Effective today, Megan Johnson is available Monday through Friday from 7 a.m. to 4 p.m. Her preference is from 7:30 a.m. to 3:30 p.m. Megan may also be able to work extra shifts on Saturday from 8 a.m. to 2 p.m. but is unavailable all other times. Starting Point: Workspaces > Manage My Employees > Schedule Planner Practice: Creating a Base Employee Availability Pattern Monitor participants to answer questions and to ensure that they are on track. Display the Practice Login Information slide from the first practice in this class and review the slide contents. To complete this practice, use the same ddoting login information that you wrote down in your handout manual when you completed the first practice in this class. Background Information: Many practices in this course require participants to assign a unique name to the elements that they create. The name should always be preceded by the two-digit number included in the login assigned to the participant. This is necessary because the instructor and all participants use a single database for all activities during the class. Scenario/Instructions Refer participants to the Handout Manual. Create a base employee availability pattern for Megan Johnson. Reference the job aid on the previous page as needed. Note: Name the availability pattern XX Megan, where XX equals the number of your ddoting login.

Creating a Base Employee Availability Pattern Instructor Notes: Talk about the topics which where covered in this session. Review the topic using the following SIGA processing questions: Review the “Creating a Base Employee Availability Pattern” topic using the following SIGA processing questions: S: How do you feel about creating an availability pattern? I: What do you understand better about creating availability patterns? G: How would you summarize what we just discussed? A: How will you use this back at the job?

Demonstration: Editing Base Employee Availability Patterns
Scenario Cliff Aceman prefers to work the 7 a.m. to 3:30 p.m. shift on weekdays. Although he is available during that same time on Saturdays, he is not available any other time during the week. Starting Point: Workspaces > Manage My Employees > Schedule Planner Demonstration: Editing Base Employee Availability Patterns Say: I will now demonstrate how to edit Base Employee Availability Patterns. Refer to the Handout Manual to see the necessary steps required to complete this task. Overview / Scenario Review the information in handout manual. Note: This demonstration uses the ddoting00 login. Instructions: 1. Select Cliff Aceman. 3. Keep the default date. 4. Select Forever Note: There are several ways to create this availability pattern; what follows is the method that uses the fewest steps. 5. Select Sunday through Saturday and click Unavailable. Select Saturday and click Hourly View. Enter 7a and 3:30p in the Start and End Time fields, and then click Available. Select Monday through Friday and click Hourly View. Enter 7a and 3:30p in the Start and End Time fields, and then click Preferred. Note: If necessary, click Visibility Filter and select Employee Availability. Best Practice DEMO

Working with Availability Templates
Overview You can create availability templates and assign them to employees and locations. Availability templates save time by eliminating the need to create a separate availability pattern for each individual employee.

The Difference between Availability Patterns and Templates
Availability templates are reusable and can be assigned to people and locations. Patterns are created for specific people and time periods and cannot be reused. Instructor Notes: The Difference between Availability Patterns and Templates Availability templates differ from availability patterns in that templates are reusable—they do not contain dates or employee assignments. Availability patterns are created for specific people and time periods and cannot be reused. Best Practice • Editing or deleting an availability template after assigning it to an employee will not affect that employee's base employee availability pattern. The edit will only affect employees who are assigned the template in the future. • You must reassign any revised availability templates to employees for those revisions to take effect in their base employee availability pattern. Use recognizable names when saving availability templates so they are easy to locate when you want to use them again.

Demonstration: Creating Availability Templates
Scenario You want to create an availability template that reflects the following: Available: D8 (7a – 330p) Monday through Friday Unknown: All other hours from Monday through Friday Unavailable: On weekends Starting Point: Workspaces > General Maintenance Demonstration: Creating Availability Templates Say: I will now demonstrate how to create Availability Templates. Refer to the Handout Manual to see the necessary steps required to complete this task. Contiguous: adjective / sharing a common border; touching. Or: Sharing an edge or boundary; touching. Neighboring; adjacent. Overview / Scenario Review the information in handout manual. Note: This demonstration uses the ddoting00 login. Instructions: 4. Enter D8 M-F for the Name. For the Description, enter Available 7am - 3:30pm M-F (Unavailable weekends and all other times). 5. Indicate a recurring pattern that repeats after one week. 6. Indicate the availability as specified in the scenario. Best Practice Review the information in handout manual DEMO

Demonstration: Assigning Availability Templates to Employees
Scenario Assign the D8 M-F availability template to Rachel Knoff, RN. Starting Point: Workspaces > Manage My Employees > Schedule Planner Instructor Notes: Demonstration: Assigning Availability Templates to Employees Say: I will now demonstrate how to assign Availability Templates to employees. Refer to the Handout Manual to see the necessary steps required to complete this task. Overview / Scenario Review the information in handout manual. Note: This demonstration uses the ddoting00 login. Instructions: 1. Select Rachel Knoff, RN. 3. Select D8 M-F. 4. Keep the default value. 5. Keep the default value. Note: If availability is not displayed, click Visibility Filter and select Employee Availability. DEMO

Demonstration: Assigning Availability Templates to Locations
Overview By assigning an availability template to a location, you are creating a location availability pattern that applies to employees in that location. This means that all employees whose primary job is in that location will inherit the availability template settings that have been assigned. This applies only to employees who do not have a base employee availability pattern already assigned to them because that base employee availability pattern overrides location availability patterns. Starting Point: Workspaces > General Maintenance Instructor Notes: Demonstration: Assigning Availability Templates to Employees Say: I will now demonstrate how to assign Availability Templates to locations. Refer to the Handout Manual to see the necessary steps required to complete this task. Overview Review the information in handout manual. Note: This demonstration uses the ddoting00 login. Instructions: Refer to the instructions in the handout manual. If you completed the previous two demonstrations, you can skip Step 1. 4. Select All Hours Available M-F. 5. Select Sgry 0. 6. Keep the default date. 7. Keep the default date. Only the employees who have already been assigned base employee availability patterns remain unaffected. DEMO

Practice: Creating and Assigning Availability Templates
Scenario Earl Whaley and Calvin Tims work part-time and are only available on weekends from 7 a.m. to 3:30 p.m. Dot needs to create an availability template to reflect this. Practice: Creating and Assigning Availability Templates Monitor participants to answer questions and to ensure that they are on track. Display the Practice Login Information slide from the first practice in this class and review the slide contents. To complete this practice, use the same ddoting login information that you wrote down in your handout manual when you completed the first practice in this class. Background Information: Many practices in this course require participants to assign a unique name to the elements that they create. The name should always be preceded by the two-digit number included in the login assigned to the participant. This is necessary because the instructor and all participants use a single database for all activities during the class. Scenario/Instructions Refer participants to the Handout Manual. 1. Create the availability template. 2. Assign the availability template to the employees.

Creating and Assigning Availability Templates Instructor Notes: Talk about the topics which where covered in this session. Refer participants to the handout manual to view Practice Results images. Review the topic using the following SIGA processing questions: Review the “Creating and Assigning Availability Templates” topic using the following SIGA processing questions: S: How do you feel about creating and assigning availability templates? I: What do you understand better about creating and assigning templates? What do you understand better about the differences between templates and patterns? G: How would you summarize what we just discussed? A: How will you use this back at the job?

Guided Practice: Creating a Base Employee Availability Template (Optional)
Scenario A few of the LNAs typically prefer to work the N8 (11 p.m. to 7:30 a.m.) shifts on weekdays but are available to work any time including weekends. Dot needs to create an availability template for this pattern and assign it to Joe Blue. Starting Point: Workspaces > General Maintenance Guided Practice: Creating a Base Employee Availability Template (Optional) Note: If participants do not work with shifts that cross the day divide, skip this guided practice. Scenario Review the information in handout manual.

Working with Availability Overrides
Overview You can temporarily override employee availability to change an employee's schedule without impacting his or her base availability pattern. You have the following options for overriding availability: Add Pattern Add Pay Code Instructor Notes: Overview Review the slide contents and refer participants to the handout manual. What Is an Availability Override? Review the information in the handout manual. Example Review the slide contents and review the information in the handout manual. Override Methods and Descriptions Review the slide contents. When to Use Availability Overrides

Override Methods and Descriptions
Example Add Pattern Use to make temporary, extended pattern changes. Janelle is in a training class all week and cannot work her regular shift Add Pay Code Use to make a temporary change to planned time off Jason is taking vacation time next week and will be unavailable to work.

Demonstration: Creating Availability Overrides Using the Add Pattern Method
Scenario Cliff Aceman will be in training and unavailable to work on Mondays and Tuesdays for the next three weeks. Edit his base employee availability pattern as follows: • Unavailable: 12 a.m. to 6 a.m. and 6 p.m. to midnight • Available: 6 a.m. to 6 p.m. • Preferred: 7 a.m. to 3:30 p.m. Override Cliff’s availability pattern for the next three weeks to indicate that he is unavailable on Mondays and Tuesdays. Starting Point: Workspaces > Manage My Employees > Schedule Planner Demonstration: Creating Availability Overrides Using the Add Pattern Method Say: I will now demonstrate how to create Availability Overrides using the Add Pattern Method. Refer to the Handout Manual to see the necessary steps required to complete this task. Overview: Refer to the Handout Manual Log in as ddoting00 and demonstrate the Add Pattern override method using the instructions in the handout manual. Instructions: Refer to the instructions in the handout manual. 2. Select Cliff Aceman 5. In the Pattern Name field, enter a pattern name. Enter Training Override. 7. Enter the start date and end date. Select next Monday's date for the start date, and three weeks from next Monday's date as the end date. 8. Enter the pattern or click Insert Template to insert an existing availability template. Highlight the Override option in the Availability Pattern window. This three-week override will revert back to Cliff’s originally assigned base availability pattern after three weeks. After saving the new pattern, you can view it in the Schedule Planner by opening the schedule period time in which it will be effective, using the range of dates time period. Note: Make sure that you select the Override option. Otherwise, your changes will be permanent. DEMO

Demonstration: Deleting a Pattern Override
Scenario Let me show you how to delete the override pattern that I just created for Cliff. Starting Point: Workspaces > Manage My Employees > Schedule Planner Instructor Notes: Demonstration: Deleting a Pattern Override Say: I will now demonstrate how to delete a Pattern Override. Refer to the Handout Manual to see the necessary steps required to complete this task. Note: Be sure to display the next schedule period. Instructions: Refer to the instructions in the handout manual. 1. Right-click the row for the employee. 2. Click Availability. 3. Click the X next to the pattern that you want to delete. 4. Click OK. Note Overriding a base employee availability pattern, as opposed to editing it, ensures that if you remove the override, the employee’s underlying availability pattern is restored. Best Practice After saving the new pattern, view it in the Schedule Planner. When the override pattern expires, delete it. DEMO

Practice: Working with Employee Availability (Optional)
Scenario Jim is gathering his employees’ base employee availability information so he will know who can fill shifts when openings occur. Kevin Holbrooks is available from Monday through Friday 7 a.m. to 4 p.m. He may also be able to work extra shifts on Saturday but is unavailable all other times. George Marsch is available Monday through Friday from 1 p.m. to 12 a.m. He may also be able to work extra shifts on weekends but is unavailable all other times. A few of Jim’s technicians typically prefer to work the E8 (3:00p – 11:30p) shift on weekdays but are available to work any time including weekends. Practice: Working with Employee Availability (Optional) Monitor participants to answer questions and to ensure that they are on track. Display the Practice Login Information slide from the first practice in this class and review the slide contents. To complete this practice, use the same jleiby login information that you wrote down in your handout manual when you completed the first practice in this class. Background Information: Many practices in this course require participants to assign a unique name to the elements that they create. The name should always be preceded by the two-digit number included in the login assigned to the participant. This is necessary because the instructor and all participants use a single database for all activities during the class. Scenario Refer to slide or Handout Manual. Instructions Refer participants to the Handout Manual.

Working with Employee Availability Instructor Notes: Talk about the topics which where covered in this session. Refer participants to the handout manual to view Practice Results images. Review the topic using the following SIGA processing questions: Review the “Working with Employee Availability” topic using the following SIGA processing questions: S: How do you feel about working with employee availability to create and assign templates and patterns? I: What do you understand better about working with employee availability? G: How would you summarize the module? A: How will you use this back at the job?

Module 3: Summary Topics This module included the following topics:
Using the Schedule Planner Determining Employee Availability Working with Availability Patterns Working with Availability Templates Working with Availability Overrides Review the slide contents. In this module, you reviewed many of the steps necessary to work with employee availability to create schedules.

Module 3: Questions

Part 2 Closing Part 3 Preview Assigning Schedules to Employees
Working with Open Shifts Summary In this part of the course, you reviewed many of the steps necessary to create schedules with Scheduler. Part 2 Preview Discuss the topics that will be covered in the next part of the course.

Tools & Resources ADP has excellent online resources starting with the ADP Client Service Centre Easy access to: The Bridge ADP Workforce Now Support Centre Year-end Centre The ADP Client Service Centre is an online resource available to all ADP clients. Users can access a multitude of resources using this tool: The Bridge: This is an ADP sponsored online community for ADP clients to share knowledge, skills and have questions answered by client/ADP within the community. The ADP Workforce Now Support Centre: This is an online tool built directly into Workforce Now. The tool is designed to provide users with: Step-by-Step procedures Online documentation regarding a variety of subjects Learning Bytes on a variety of subjects The Year End Service Center, including reference materials and forms. Accessing and Navigating the Client Service Centre Step Action 1 Use your Internet browser to log into 2 Select the Client Service Centre login, located in the upper-right corner of the page. 3 Enter your company code and address, and then select Login. Result: The Client Service Centre home page displays. 4 Locate the ADP Workforce Now registration area within the Client Service Centre. Select the Learning Bytes link located under the title Training. Results: The Welcome to the Learning Bytes Library page appears, and the Learning Bytes section expands to display all products that have Learning Bytes.

The Bridge The Bridge is an exclusive online community for ADP clients. This community connects HR and Payroll practitioners from across Canada and provides an environment where users can ask questions, find answers, and network with peers. The community is free, always available, and is an excellent resource for support on a variety of subjects. Benefits to Registering for the Bridge Allows Payroll practitioners and HR professionals like you to connect, engage and share information in an easy-to-use, fully accessible online forum. Acts as an additional resource for support, frequently asked questions and information for ADP clients of all sizes using all products. Always on, for 24/7/365 access anywhere in Canada. Easy to use. The Bridge is sponsored by ADP, and is an exclusive online community for ADP clients. This community connects HR and Payroll practitioners from across Canada and provides an environment where users can ask questions, find answers, and network with peers. The community is free, always available, and is an excellent resource for support on a variety of subjects. Benefits to Registering for the Bridge Allows Payroll practitioners and HR professionals like you to connect, engage and share information in an easy-to-use, fully accessible online forum. Acts as an additional resource for support, frequently asked questions and information for ADP clients of all sizes using all products. Always on, for 24/7/365 access anywhere in Canada. Easy to use. Accessing and Registering for the Bridge 1 Use your Internet browser to log into 2 Select the Client Service Login, located in the upper-right corner of the page. 3 Enter your company code and address, and then select Login. 4 Select The Bridge, from the menu on the left. Result: An overview of what The Bridge is displays. 5 Click the Visit The Bridge link located at the bottom of the overview to register.

The ADP Workforce Now® Support Center
You can access to this tool 24/7. This tool provides a variety of help: Step by Step instructional information. Learning Bytes (short 2-3 min instructional videos) on a variety of topics. Documentation providing you with specific details about the topic searched. You can access to this tool 24/7. This tool provides a variety of help: Step by Step instructional information. Learning Bytes (short 2-3 min instructional videos) on a variety of topics. Documentation providing you with specific details about the topic searched. Accessing and Searching the ADP Workforce Now Support Centre Step Action 1 Select the Support link, located on the top right of the screen. 2 Type Payroll into the search field, and then select Enter or the "Magnifying Glass" icon to begin the search. Results: All topics with Payroll display 3 Review the available resources. 5 Select the Knowledge tab and select the Processing Payroll for Multiple Companies. Results: A second window opens and the Learning Byte plays. 6 When completed, select the back to support link to return again to the search screen.

Final Questions: Parts 1 & 2
What final questions do you have about Enhanced Time & Attendance Scheduler? What final questions do you have about Enhanced Time Scheduler Parts 1 & 2? Congratulations! Today you learned about: • Using Scheduler in your Organization Workload Planning Working with Staffing Plans Using the Schedule Planner Determining Employee Availability Working with Availability Patterns Working with Availability Templates Working with Availability Overrides

Thank You! It was my pleasure to work with you today!
Course Name: <Enhanced Time Scheduler> Instructor name: <insert name> Date: <insert date> Trainer: Please add your name and date to the slide before starting the training. Mention the survey (which will pop up as soon as the class is over).

Thank you & Survey Say thank you for attending today’s training and please ask the audience / clients to complete the survey.

Welcome to Using Scheduler for Enhanced Time & Attendance for ADP Workforce Now® Welcome to Using Scheduler for Enhanced Time & Attendance for ADP Workforce.

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Presentation on theme: "Welcome to Using Scheduler for Enhanced Time & Attendance for ADP Workforce Now® Welcome to Using Scheduler for Enhanced Time & Attendance for ADP Workforce."— Presentation transcript:

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Welcome to Using Scheduler for Enhanced Time & Attendance for ADP Workforce Now® Welcome to Using Scheduler for Enhanced Time & Attendance for ADP Workforce.

Similar presentations

Presentation on theme: "Welcome to Using Scheduler for Enhanced Time & Attendance for ADP Workforce Now® Welcome to Using Scheduler for Enhanced Time & Attendance for ADP Workforce."— Presentation transcript:

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About project

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