Assign a Work Schedule

In this section you will learn how to create a personal schedule for an employee. Use this feature to setup a permanent work schedule.

Steps:

1. Click the Main Menu button.

   Step 1

2. Point to the LSUHSC Processes menu.

   Step 2

3. Point to the Time and Labor menu.

   Step 3

4. Point to the Use menu.

   Step 4

5. Click the Assign Work Schedule link.

   Step 5

6. Enter the desired information into the Empl ID field. Enter

    a valid value
    e.g.
    "7 - digit Employee ID Number"
   .
   Step 6

7. Click the Search button.

   Step 7

8. New Schedule:  The screen will look like this. Proceed to Step 11.

   Step 8

9. Existing Schedule: The Screen will look this. Click the "plus sign" to insert a new row. Proceed to Step 11.

   Step 9

10. Effective Date: Click the "Calendar" icon or you may enter the date directly into the field.

     

    This date should always be the beginning of the pay period. No prior pay period dates may be used.

    Step 10

11. Click the Assignment Method list.

    Step 11

12. Click the Create Personal Schedule list item.

    Step 12

13. Click the Look up Schedule Group button.

    Step 13

14. Click the SHARE link. (Schedule Group will ALWAYS be Share)

    Step 14

15. Click the Create Schedule link.

    Step 15

16. You will need to fill in the following fields: Description, Num Days in Schedule.

     

    Enter the desired information into the Description field. The description should describe what type of schedule this will be (i.e. 8-4:30 M-F).

     

    Enter "9a-530pM-F".

    Step 16

17. Enter the Num Days in Schedule field. Enter "14".

    Step 17

18. Click the Schedule Shifts tab.

     

    You will need to enter the schedule information into the system before attempting to Apply the schedule.

    Step 18

19. The fields used will be "Select", "Off Shift", "In", and "Out". The column entitled "Day" represents the 14 day schedule, with Day 1 representing Monday, the first day of the period.

     

    You will enter the Start Time in the In column for each day the employee will be scheduled to work in the pay period.

     

    *Click the "View All" link to view all fourteen days.

     

    Click in the In field.

    Step 19

20. Enter the desired information into the In field. Enter "9:00a".

     

    NOTE: Examples of Acceptable Time Entry:

    “9a”

    “9:30a”

    “0900”

    Step 20

21. Click in the Out field.

    Step 21

22. Enter the desired information into the Out field. Enter "5:30p".

     

    NOTE: Examples of Acceptable Time Entry:

    “5:30p”

    “1730”

    Step 22

23. Click the Select option on Day 1.

     

    NOTE: Day 1 is always considered Monday when entering schedules. In some cases an employee's first day in this schedule may not be until Day 2 (Tuesday) or Day 3 (Wednesday). For those employees you will use the Off Shift option discussed in Step 26.

    Step 23

24. Click the Copy link, located underneath the schedule information.

    Step 24

25. Click the Select All  link.

    Step 25

26. Click the Paste link.

    Step 26

27. Click the Off Shift option for the days the employee is not schedule to work.

    Step 27

28. Click the Show Calendar link to view the employees schedule.

    Step 28

29. Click the OK button.

    Step 29

30. Click the Apply button. Do not Navigate away from the Assign Work Schedule page before saving the data. Doing so will result in Orphan Records that interfere with the system performance.

     

    NOTE: If the system prompts “over lapping shift”, look at the end of previous day work.  Example:  If an employee work 7 pm – 7am, on the first day off, his off shift should begin at 7:01 am instead of 12:00 am.

    Step 30

31. This message appears when the user navigates away from the Assign Work Schedule page before following the correct save procedures.

     

    It is very important to click the OK Button and  go back and save the data by following the correct save procedures.

     

    WARNING: Do Not Click the Cancel Button doing so will cancel changes made to the schedule and create the Orphan Records that interfere with the system performance.

     

    Click the OK button to go back and correctly save the Assign Work Schedule data.

    Step 31

32. Click the Apply Button to Apply Assign Work Schedule changes.

    Step 32

33. Click the OK button to return to the Assign Work Schedule Main Page.

    Step 33

34. Click the Save button to the Save Assign Work Schedule data.

    Step 34

This completes Assign a Work Schedule.

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