Plan: Duties

Select to search for duties using the criteria defined

Select a filter name to access its options. Select from Employees, Sites, Date Range, Duty Type, Pay/Bill and Events

Choose the filter required from the choice of three:

• All Employees

• Employees in Branch

• Selected Employees

If Employees in Branch is selected Select becomes active. Select a Branch to filter duties

If Selected Employees is selected, Add becomes active. Select to add those employees that will be used to filter duties

Select to clear all search options selected

Choose how to group the results of the filtering. There are three choices:

• All Duties (No Grouping) - the default value

• All Duties/Diary Events (Grouped by Employee)

• All Duties (Grouped by Site Card)

Select to search for duties using the criteria defined

Select the filter name to access its options. Choose from Employees, Sites, Date Range, Duty Type, Pay/Bill and Events

Choose the filter required from the choice of four/five (depending on implementation):

• All Sites

• Sites for Branch

• Sites for Customer

• Sites for Site Group (only visible if Site Groups are used during system configuration)

• Selected Sites

If Sites for Branch is selected, Select becomes active. Use this to Select a Branch/Branches to filter duties

If Sites for Customer is selected, Select becomes active. Use to Select a Customer/Customers to filter duties

If Sites for Site Group is selected, Select becomes active. Use this to Select a Site Group to filter duties.

Note: This option is only available if Site Groups have been used in initial configuration of the system

If Selected Sites is selected, this button becomes active. Select to add those sites that will be used to filter duties

Select to clear all search options selected

Choose how to group the results of the filtering. There are three choices:

• All Duties (No Grouping) - the default value

• All Duties/Diary Events (Grouped by Employee)

• All Duties (Grouped by Site Card)

Click here to search for duties using the criteria defined

Click on the filter name to access its options. Select from Employees, Sites, Date Range, Duty Type, Pay/Bill and Events

Choose the filter required from the choice of three:

• All Duties - within this date range

• Only include duties which are within the

• All duties past and present

Note: By using the “All duties past and present” option, all duties ever created on the system will be displayed. This can be very time consuming in terms of processing the information and may take a long term to run

When the All Duties Within this Date Range filter option has been selected, enter the date range using the start- and end-date drop-down calendar

When the Only include duties which are within the filter option has been selected, use the drop-down list to select one of the following options:

• The Next 12 Hours

• The Next 24 Hours

• The Next 72 Hours

• Next Week

• Previous Week

Choose how to group the results of the filtering. There are three choices:

• All Duties (No Grouping) - the default value

• All Duties/Diary Events (Grouped by Employee)

• All Duties (Grouped by Site Card)

Select to search for duties using the criteria defined

Select filter name to access its options. Choose from Employees, Sites, Date Range, Duty Type, Pay/Bill and Events

Choose the filter required from the choice of three:

• Ignore Duty Status (this is the default value which, will list all duties no matter what status they are at in the process)

• Quick Arbitration

• Include Duties Which Are

Use the check boxes to qualify the Quick Arbitration Duty Type filter. Multiple values can be selected to be added to the filter

Use the check boxes to qualify the Include Duties Which Are Duty Type filter. Multiple values can be selected to be added to the filter. Those values that are used frequently are color coded so that they stand out onscreen for example Requires Arbitration and Open Posts. The values are as follows:

• Filled Posts - duties with an employee assigned

• Temporary - non-contracted duties i.e. temporary duties

• Started - duties that have been started in Call Monitor but not finished

• Requires Arbitration - duties that have failed automatic arbitration and need
  manual arbitration.

• With Shift Check Failures - duties that have failed a Duty Check that
  can be overridden

• Rate generated - historical duties that have been rate generated

• Open Posts - duties that have no employee assigned to them

• Confirmed - duties that show that employee have agreed their scheduled duties

• Un-Confirmed - duties that haven’t been confirmed by the employee

• Finished - duties that have finished in Call Monitor but are not set as Historical

• Arbitrated - duties that have been arbitrated and set Historical but not rate generated

• Passed all checks - duties that have not failed any Duty Checks

• Manually Added - duties that have been manually added in Call Monitor and were not scheduled duties

• RotaLoaded - contracted duties that have been copied from the Site Card or previous weeks in the schedule

• Booked ON Manually - duties that have been booked ON manually in Call Monitor where, the call was taken outside of the pre-and post Book ON time window.

• Booked ON Automatically - duties that have been taken automatically by the system when the call was due. This is a setting on the individual Site Card. To display this duty type then the setting must be ticked

• Booked OFF Manually - duties that have been booked OFF manually in Call Monitor where the call was taken outside of the pre-and post-Book ON time window

• Booked OFF Automatically - duties that have been taken automatically by the system when the call was due. This is a setting on the individual Site Card. To display this duty type then the setting must be ticked

• Deleted - duties that have been deleted. These duties will be grayed out with a line passing through the duty

• Flexible Posts - any flexible shifts that have been created

• Approved - Duties that have been approved and locked normally

• Un-Approved - Duties that have been un-approved and require locking

Note: When making a selection, ticking more than one box will modify the search. For example, if Open Posts and Confirmed Duties are selected, the search will display only Confirmed Open Posts, not all Open Posts and all Confirmed Duties.

Choose how to group the results of the filtering. There are three choices:

• All Duties (No Grouping) - the default value

• All Duties/Diary Events (Grouped by Employee)

• All Duties (Grouped by Site Card)

Select to search for duties using the criteria defined

Select the filter name to access its options. Choose from Employees, Sites, Date Range, Duty Type, Pay/Bill and Events

Choose the filter required from the choice of five:

• Ignore Hour Types and Pay Levels

• Only include duties with an hour type of

• Only include duties with a pay level of

• Only include duties with a Summary hour type of

• Only include duties with an employee payroll run type of

If Only include duties with an hour type of is selected, this drop-down list becomes active. Click on it to select the hour type to filter duties by.

If Only include duties with a pay level of is selected, this drop-down list becomes active. Click on it to select the pay level to filter duties by

If Only include duties with a Summary hour type of is selected, this drop-down list becomes active. Click on it to select the summary hour type to filter duties by

If Only include duties with an employee pay roll type of is selected, this drop-down list becomes active. Click on it to select the employee pay roll type to filter duties by

Choose how to group the results of the filtering. There are three choices:

• All Duties (No Grouping) - the default value

• All Duties/Diary Events (Grouped by Employee)

• All Duties (Grouped by Site Card)

Select to search for duties using the event name entered lower down the screen

Select the filter name to access its options. Choose from Employees, Sites, Date Range, Duty Type, Pay/Bill and Events

Enter in the name of the event to filter by

Choose how to group the results of the filtering. There are three choices:

• All Duties (No Grouping) - the default value

• All Duties/Diary Events (Grouped by Employee)

• All Duties (Grouped by Site Card)

Details of which employees are being searched upon

Details of which sites are being searched upon

Details of which events are being searched upon

The date range that the search covers

Shows the duty type filters that apply to the search

Shows the hour type and pay level filters that have been applied to the search

Number of duties overall

Number of diary events

Number of duties that have no employee assigned to them

Number of duties that have yet to be arbitrated

Number of duties that show that the employees have agreed their scheduled duties

Number of non-contracted duties

Tick this box to view only those duties currently being worked upon at that precise moment, not old duties or future ones. By clearing this box, the user will return to the previous view

Select how many rows of duties to display on the screen between 10 and 200

The Difference filter enables the user to filter based on the time difference between the scheduled and worked hours. For example, to look at where there is up to a thirty-minute difference:

• In the Difference box enter 00:30 (i.e. 30 minutes in HH:mm format)

• Choose Less Than from the Less Than/Greater Than drop-down list

• Press the Go button

The Duty Filter will display any duties that are under the contracted/scheduled hours by thirty-minutes.

To show duties over thirty-minutes use the same approach us outlined above, but choose Greater Than rather than Less Than in the Less Than/Greater Than drop-down list

The Site Identification Number. Click on it to view Site Card Record (for more information, see Setup | Sites | General Tab)

The name of the Site. Click on it to view Site Card Record (for more information, see Setup | Sites | General Tab)

The employee’s unique personal ID. Click on it to see Employee Record (for more information, see Set Up | Employees | General Tab)

The employee’s surname. Click on it to see Employee Record (for more information, see Set Up | Employees | General Tab)

The employee’s middle name. Click on it to see Employee Record (for more information, see Set Up | Employees | General Tab)

The employee’s forename. Click on it to see Employee Record (for more information, see Set Up | Employees | General Tab)

The employee’s telephone number. Click on it to see Employee Record (for more information, see Set Up | Employees | General Tab)

The employee’s mobile telephone number. Click on it to see Employee Record (for more information, see Set Up | Employees | General Tab)

The zone within which the employee works. Click on it to see Employee Record (for more information, see Set Up | Employees | General Tab)

The type of hours for the duty for example regular, overtime etc.

The pay level for the specific duty for example Security Guard Level 1, Administrator etc.

Scheduled start time for the duty. Click on it to see Duty Record (for more information, see Plan | Duty Edit | Times Tab)

Scheduled end time for the duty. Click on it to see Duty Record (for more information, see Plan | Duty Edit | Times Tab)

The time the duty actually started based upon when the employee clocked on. Click on it to see Duty Record (for more information, see Plan | Duty Edit | Times Tab)

The time the duty actually ended based upon when the employee clocked off. Click on it to see Duty Record (for more information, see Plan | Duty Edit | Times Tab)

The amount of hours that the duty is scheduled to take (the time elapsed between the operational start and operation finish time)

The amount of hours that the duty actually took (the time elapsed between the actual start and actual finish time)

The number of hours that the employee will be paid for completion of the duty

The standard hourly pay rate for the duty

Total pay of the duty including items such as overtime

The difference between the Op. Hours and Ac. Hours

Click on it to select the duty/multiple duties ready for action with the menu buttons outlined in the next section

Status of duty for example Scheduled, Rate Generated etc.

Name of the location where the duty is being undertaken/has been completed

Select New Search at the top of the screen to relaunch the Duty Filter Wizard

Select Refresh to update the view with the latest information

Enables the user to edit the selected user. See Plan | Duty Edit | Times Tab for more details

Select a duty and then select Delete Duty to delete it. Confirm the deletion, using the pop-up dialog box that is displayed

Select two duties and then select this option to swap employees between shifts. See Plan | Duty Edit | Swap Employees for more details

Select when selecting multiple duties to edit their information.

The following dialog box is loaded when the icon is pressed (it looks similar to the Duty Info tab in Duty | Edit:

The dialog contains a form with seven editable text box fields (in some cases Supplier and Booking references may be hidden as they require extra user privileges).

The content of each text box can be:

• Empty – All selected duties have empty records for that field.

• Concrete value – All selected duties have the same value for that field.

• “Multiple Values” – The selected duties have different values for that field.

Placing the cursor on any of the text boxes containing the “Multiple Values” place holder will cause a Clear button to appear.

When using Duty Info, it can also be used for deleting the value from the field.

If no changes are made the save action won't make any changes to that field on any of the duties.

Select Save to save the new values for each duty. This action applies changes to all duties.

Select X to cancel the operation

These items can be made mandatory for a given hour type, using the settings found in Admin | Finance | Hour Types

Select a duty and select Assign Employee to assign an employee to a duty from a picklist. See Plan | Duty Edit | Assign an Employee for more details

Select a duty and select Suitable Employee to find a suitable employee for a duty from a list of options provided. See Plan | Duty Edit | Suitable Employee for more details

See Plan | Monthly Diary | Diary Event for more details

Select to open a pop-up box that shows the employee telephone number, employee mobile telephone number and the site telephone numbers for the selected
duty record

Select to send a message to the Employees on the selected Duties. Once clicked the following dialog box is displayed:

To send a message:

• Select a template for the message

• Select the type of message to send from the drop-down list (Email and SMS; Email or SMS (tries to send to email first); SMS or Email (tries to send to SMS first); SMS or Email)

• Type in the SMS and/or Email message to send, using the merge fields as appropriate to customise for the recipient

• Select Send

Note: If sending an SMS message, the amount of credits remaining is shown on the screen. To purchase more credits, speak to your TEAM Software representative

Select duty/duties and then press Approve to approve and lock them

Select duty/duties and then press Un-Approve to un-approve them

Select Configure Grid to modify the way that the Duty records are shown within the grid displayed on the page. See section below for more details about configuring the view

Select all Duty records or deselect all selections (the button toggles between Select All/Clear All). The amount of duties selected is shown in the window next to the Select All/Clear All button

Select Sel to select an individual Duty record

Loads up the Employee’s details (for more information, see Set Up | Employees | General Tab)

Loads up the Site information (for more information, see Setup | Sites | General Tab)

Loads up the details of the Duty in the Duty Edit view (for more information, see Plan | Duty Edit | Times Tab)

Select page numbers to navigate through the Duty records

The area within which columns that will be displayed in the Duty Filter are dragged to

The area within which columns that will not be displayed in the Duty Filter are
dragged to

These names can be dragged and dropped between the two sides of the screen (the Visible Columns and the Hidden Columns).

The view is set up as follows

• Using drag and drop, select the column names in the Visible Columns left hand box that you wish to hide from view and drag them into the Hidden Columns (the right hand box)

• To change the sort order, select the Visible Columns with the left-hand mouse button. Holding the button, drag the columns into the desired place. Release the mouse button. Once the columns have been organized and include every item required to be displayed, select Save to keep changes

Select Reset to reset their configuration at any time

Select Save to keep changes