Plan: Site Teams

The name of the site

Select Branches to search across

Select what to search for from Site Name, Site Code, SIN, Address 1, Address 2, City, Post Code, Telephone and Contract Manager

From this drop-down list, select search type i.e. Starts With, Ends With, Contains or Exact Phrase

Enter search term in here

Select to initiate the search

Select to open the Site Team

Move backwards through list of results

Move forwards through list of results

Select an employee on a duty, select this option to go straight to that employee’s monthly diary - See Plan | Monthly Diary for more information

Select an employee on a duty, select this option to go straight to that employee’s Branch - see Set Up | Branches | General for more information

Select an employee on a duty, select this option to go straight to that employee’s details - See Set Up | Employees | General Tab for more information

Select to go straight to the Customer record - see Set Up | Customers | General for
more information

Select to go straight to the Site Group record - see Set Up | Site Groups | General for
more information

Select to go straight to the Site Card record - See Setup | Sites | General Tab for
more information

Select to refresh the screen

Select an empty post and select this option to the add duty wizard (see the “Add a Duty Wizard” in the Plan | Sites section of this guide for more information)

Select to delete a duty (see the “Delete a Duty” subsection in the Plan | Sites section of this guide for more information)

Select to edit a duty (see the “Site View - Edit a Duty” subsection in the Plan | Sites section of this guide for more information, along with the Duty | Edit part of this guide)

Select single or 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 Clear 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

Selecting a single or series of duties and by clicking on this icon will confirm the selected duties, the font will change to bold (see the “Scheduling in Site View - Scheduling - Confirm a Duty” subsection in the Plan | Sites section of this guide)

Selecting a single or series of duties and by clicking on this icon will set the selected duties to the temporary status; the font will change to italic (see the “Scheduling in Site View - Scheduling - Confirm a Temporary Duty” in the Plan | Sites section of this guide)

Selecting a single or series of duties and by clicking on this icon will set the selected duties to the Approved Duty status; this icon will appear next to the duty (see the “Scheduling in Site View - Scheduling - Duty Approval” in the Plan | Sites section of this guide)

Selecting a single or series of duties and by clicking on this icon will set the selected duties to the Un-approved status and remove the icon from the duties (see the subsection “Un-approve Duties in Duty Filter” in the Plan | Sites section of this guide)

Select to Bulk Approve all the Rate generated duties in the weekly view and lock them to prevent further editing

Selecting a duty (normally an open post) and clicking on this icon will bring up a picklist of employees that you can assign to the duty

Selecting a duty (normally an open post) and clicking on this icon will bring up a picklist of suitable employees, based upon a series of checks and balances that you can assign to
the duty

Selecting a duty that has an employee assigned and by clicking on the icon will remove the employee from the duty

Select to create a diary event to be added

After selecting a diary event, select to edit it

After selecting a diary event, select to delete it

Select a duty, then select to add a supplier’s reference to the duty - (See Scheduling Suppliers Reference section in the Plan | Sites part of this guide)

Select to access the Site Budget page - see Admin | Finance | Site Budget for
further information

Select to view the Site View page - See Plan | Site for more information

Select to load the legend for the Site Teams:

Roll over this option to create either an Incident Report or a Duty Compliance Report by selecting the appropriate link:

The Site Incident Report lists all site incidents recorded for the site in a date range in chronological order.

The Duty Compliance Report (with two thresholds held as a System Setting) for Contract /Budget variance and Average worked variance.

Name of the site

Calculated by adding up the hours and amounts using the site card ID and the budget date where the date falls within the selected date range

Contracted amount of hours or financial amount. This will total up all contract phase rate generated records for the duration. It will include deleted duties (because Timegate Web does not remove contract phase records when a duty is deleted). It will not include meal breaks as Timegate Web does not rate generate meal breaks.  This value does not include any open post rota loaded duties as open post duties cannot be rate genned.

Those hours or financial amounts that are contracted and have been adjusted. This will show exactly the same as Contracted above, with the exception being that it won’t show deleted duties.

Those hours or financial amounts that are not contracted. This will show total rate generated hours for the latest rate generation phase available (pay/bill if duty is arbitrated, scheduled if future, etc). It will not include meal breaks and it also will not include any duties where the duty has contract start and end times, i.e., if it’s a contracted duty.

This will show total rate generated hours for the latest rate generated phase available (pay/bill if duty is arbitrated, scheduled if future, etc).  it will not include meal breaks and it also will not include duties if the employee Salaried Staff check box is selected.  It includes any rota loaded and non-rota loaded duties. This also includes any deleted duties. Calculated by retrieving all duties whose slot date falls within the selected date range and then working out the latest phase rate generated data available and adding up the hours and amounts.

This will show all total rate generated hours for the pay/bill phase only. It will not include meal breaks. It will not include duties either if the employee Salaried Staff check box is selected. It includes any rota loaded and non-rota load duties.  Deleted duties will be excluded because there is no pay/bill phase rate generation data for a deleted duty. Calculated by retrieving all duties whose slot date falls within the selected date range and then only totalling up the hours and amounts from pay/bill phase rate generation data

Hours approved. This is exactly the same as Actual above except it only shows duties that have been finance approved

Calculated by subtracting the “Forecast” from the “Budget” figures above to give either a positive (over budget) or negative (under budget)

Calculated by subtracting the “Actual” from the “Budget” figures above to give either a positive or negative

Select summary period - either daily or weekly

Start date selected from drop-down list

End date selected from drop-down list

Select to populate the Total Summary table

Show or hide the details in the summary

Expand or contract details in the summary

K - None Contracted Hours Actual Variance:
Actual Hours (P)

L - None Contracted Hours Estimated Variance
Forecast Hours (M)

M - Forecast Hours
Total Pay hours from Duty Rates for latest phase rate generated so far (includes deleted duties)

N - Forecast Hours Actual Variance
Actual Hours (P) - Budget Hours (A)

O - Forecast Hours Estimated Variance
Forecast Hours (M) - Budget Hours (A)

P - Actual Hours
Total Pay Hours from Duty Rates for Pay/Bill Phase (includes Deleted Duties)

Q - Actual Hours Actual Variance
N/A - always 0

R - Actual Hours Estimated Variance
Forecast Hours (M) - Actual Hours (P)

S - Approved Hours
Total Pay Hours from Duty Rates for Pay/Bill Phase (only includes Approved Duties)

T - Approved Hours Actual Variance
Actual Hours (P)

U - Approved Hours Estimated Variance

Name of the employee that the duty is allocated to

This view shows the employee on the site that has duties in the selected period of time. It only includes those employees with site duties. Select the duty to get to the Duty
Edit screen

The various duties of the different employees on the site. The Availability Team view includes employees in the given time period that do not have duties assigned to them. Select the duty to get to the Duty Edit screen

The weekly or daily budget for a specific year in hours

The weekly or daily budget for a specific year, as a monetary amount

The actual weekly or daily actual hours for a specific year

The actual weekly or daily money earnt for a specific year

Any diary events for the period are shown in their own section under the Availability
Team section

Toggle views with more or less information as shown above

This button enables the user to switch between a view that shows all team members and their scheduled duties and those members with no scheduled duties in the selected period.

The Availability Team view is particularly useful to fill open posts by moving staff to/from other sites to best-fit staff to work. This may involve a range of moves to achieve the optimal fit and a single screen/section showing “who is doing what” within a date range is highly useful when undertaking this task. In effect, this is a multiple employee diary view to allow the user to identify the best fit for any scheduling gaps

Clicking the right mouse button on the grid brings up a variety of options for the user in terms of actions:

These options have been detailed previously when explaining the toolbar functionality ( see above)