Business process step 2 and 3: Scheduling maintenance and analysis .1 Description

The schedule has been calculated, and now the maintenance and analysis phase can start. The maintenance phase entails reviewing the schedule, correcting scheduling exceptions, and making edits to the schedule.

Scenario-specific sample

The Store 600 schedule calculation process was completed with warnings. The store manager knows that schedule exceptions are monitored by corporate and therefore must take steps to minimize the number of schedule exceptions prior to schedule posting.

2.4.2.2 Monitoring requirements

The initial monitoring is done in the enterprise portal by inspecting the Daily, Weekly, or Individual iView contained within the Schedules tab.

Error monitoring for schedules is done at the daily, weekly, or individual employee level.

Scenario-specific sample

Schedule calculation completed with warnings that indicate work rule constraints were broken and need to be corrected. Not all exceptions must be corrected. It is the manager’s responsibility to decide which exceptions are allowable.

While viewing the schedule for individual employees, a yellow triangle listed beside the name is an indication of an exception in the corresponding schedule calculation.

Figure 49: Identifying exception in Schedules view

Figure 50: Analyzing the exceptions summary

Employees assigned to multiple work areas will be displayed in all work areas assigned. Shifts within the selected work area are represented by the dark blue segments. The lighter blue segment indicates that an employee is scheduled in a different work area than the one you are viewing. By placing your cursor over a shift segment you may perform edits by extending or shortening the bar. In the exception sample, Donna Milone is scheduled more than the maximum hours allowed in a shift. This exception can be reconciled by shortening her shift segment.

Figure 51: Shortening a shift segment

Below is a table of possible schedule exceptions and solutions:

Employee Exceptions Solution Scheduled more than the

maximum hours allowed in a shift

Check if the maximum hours per shift work rule is correctly defined.

Edit schedule to decrease the number of hours scheduled.

Scheduled more than the

maximum hours allowed in a week

Check if the maximum hours per week work rule is correctly defined.

Edit schedule to decrease the number of hours scheduled.

Scheduled more than the maximum hours per shift on a weekend

Check if maximum hours per shift on a weekend work rule is correctly defined.

Edit schedule to decrease the number of hours scheduled on a weekend.

Employee Exceptions Solution Scheduled more than the

maximum days allowed in a week

Check if maximum days per week work rule is correctly defined.

Edit schedule to decrease the number of days scheduled.

Scheduled more than the maximum consecutive days

Check if maximum consecutive days work rule is set appropriately.

Edit schedule to decrease number of consecutive days scheduled.

Scheduled less than the minimum hours required in a week

Check if the minimum hours per week work rule is defined correctly.

Check that the employee is available to work the minimum hours per week.

Check if business need is sufficient to schedule the employee.

Check if employee is available to work when there is business need.

Edit schedule to increase the number of hours scheduled.

Scheduled outside availability Check if availability and work rules are not in conflict.

Verify if availability maps to fixed/set schedules or rotations.

Check availability constraints to ensure schedules are within availability.

Edit schedule to be within availability constraints.

Scheduled outside work area hours

Verify if work area configuration is accurate.

Check if demand falls within work area hours.

Check availability and work rule minimums.

Scheduled for overtime hours Verify employee is eligible for overtime.

Check availability for scheduled period.

Edit schedule to eliminate overtime.

Exceeds the maximum overtime hours allowed in a day

Check if maximum overtime hours per day work rule is defined correctly.

Edit schedule to decrease the number of hours scheduled.

Exceeds the maximum overtime hours allowed in a week

Check if maximum overtime hours per week work rule is defined correctly.

Edit schedule to decrease the number of overtime hours scheduled for the week.

Table 19: Possible schedule exceptions and solutions

The WFM user can decide to allow any schedule exception created. When encountering an exception, check that the exception is correct. Work rules entered into configuration need to be verified for accuracy.

Exceptions are specific and need specific actions to be alleviated. For example, the scheduled more than the maximum hours allowed in a shift exception instructs you to check the maximum hours per shift work rule is defined appropriately.

In the portal, go to Workforce Management • Schedules • Individual • Work Rules. Donna Milone is assigned work rule TA_FT_NONEDIT, which allows 8 hours per shift defined as a maximum. The WFM user needs to verify that Donna Milone is assigned the correct work rule. If the employee is assigned the correct work rule, verify that the values assigned to the work rule are correct. If the values are accurate, the schedule exception is appropriate and needs to be corrected to comply with corporate approved work rules.

Figure 52: Checking work rules

If the employee is assigned an incorrect work rule, go to Workforce Management • Employees • Schedule Rules • Work Rules to assign another work rule. Permanent changes to an employee are done from the Employee view. Changes made on the Schedule view are only effective for a temporary period.

It is possible that a work rule was entered incorrectly into configuration. Work rules are not editable from the portal. Configuration for work rules is found via the path SAP IMG • Retail Workforce Management • Schedule Settings •Work Rules. Enter the correct value(s) into configuration, press Save. Changes will be displayed in the portal as soon as configuration updates are scheduled.

In the Daily view, you have the following modification options:

Add Segment Swap

Replace Add Coverage Clear

Add Breaks

Figure 53: Daily view

Add Segment allows you to add a shift segment to cover understaffing.

Check the box beside the name and press the Go button to add a segment to an employee. In the sample below, a segment was added to Abel Garreau.

Figure 54: Adding a segment to an employee

To accommodate an employee’s sudden change in availability you can swap an employee shift with another employee shift within the same work area.

Select the two employees you want to swap shifts for. Press the Swap button.

Figure 55: Swapping shifts

The replace functionality is used to find employees to replace an unplanned absence.

Select the employee you want to replace, and press Replace. A listing of employees eligible for replacement will appear. Select an employee from the list to replace the absent employee. You may also select the Absence Type of the person being replaced. Press Determine Potential Exceptions to see if the new em-ployee will cause a schedule exception. If not, press Apply Segment(s) to add the emem-ployee to the schedule.

Figure 56: Replacing employees in case of absence

Add Coverage allows you to find employees to cover a specific time frame.

Press the Add Coverage button. Drag and extend the shift segment to the time frame that you need to cover.

Press the Replace button to find employees available to cover that time frame.

Figure 57: Finding employees to cover a specific time frame

Select an employee from the list to cover the time frame selected. Press Determine Potential Exceptions to see if the new employee will cause a schedule exception. If not, press the Apply Segment(s) button to add the employee to the schedule.

Figure 58: Adding new shift elements to a selected employee

Clear is used to remove a shift segment. Select the employee(s) that need to have their shift removed. Press the Clear button to remove their shift segment.

Figure 59: Removing a shift segment

When a segment is added manually, you must also add a break manually. Select the employee and press the Add Breaks button. Breaks are not optimized when added manually. The user must allocate the break placement to ensure it aligns to corporate guidelines.

Figure 60: Adding breaks manually

2.4.2.3 Further monitoring objects

Monitoring Object

Selection Criteria

Alert Analysis Tool on Satellite System Monitoring Frequency / Data Collection Schedules link Daily or

Weekly iView

Schedule Exceptions icon

Enterprise portal

Icon provides information regarding schedule exceptions and how to reconcile them

Daily or weekly, after schedule has been calculated

Table 20: Scheduling maintenance and analysis – Further monitoring objects

2.4.3 Business process step 4: Schedule posting