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Scheduling Employees 2000 Scheduling Employees 2000 is widely used in restaurants and other businesses. The application is designed for managers to schedule personnel resources while monitoring the time and wages as the scheduling process progresses. Daily activities may be detailed by assigning Daytypes. If your operation is 24 hours a day you may have a cutoff that is not at midnight. Starting with this version, you can specify the hours between which you wish to accumulate totals. A graph will display the time and wage distribution for a 24 hours period for each hour and the number of employees scheduled for every 15 Minutes. You may specify the hours to use for the scheduling and statistical totals. The scheduling function needs a Department with Employees to begin scheduling. Schedules are for a one week at the time. The application is divided in two parts: 1. The opening screen. It contains functions related to the application, Departments and Employees. 2. The Editors perform the scheduling and schedule printing functions. · The Graph will show the Employee, time and currency distribution for a 24 Hour period with the option to print these statistics. Frequently Asked Questions Q - What do I need to start scheduling the employees in my department?A - When you first install the program the "Example Department" is a department all set to explore the application. To start scheduling your employees, you need to set up a new Department and enter Employees to that new Department. Use menu item "Departments", then select "Add new Department" and fill in the form. After saving the Department information, select "Employees" to add new employees to the new department. Now when you click on the "Schedule employees" button the Editor will appear ready for you to start scheduling. Q - My work week starts on a Monday, the Editor now show Sunday, how can I change it? A - On the opening screen, select "Departments" and "Change Department settings". Set the new first day of the week and save. Q - I run a 24 hour business and my cutoff is at 3am, can I get my totals and Editor hours to reflect that? A - On the opening screen, select "Departments" and "Change Department settings". You can now select your cutoff hour between midnight and 8 am. Q - I finished last week 's schedule. This week, the schedule is almost the same. How can I copy the entire week and just make changes. A - In the Editor, show the week you wish to copy. On the menu, select "Schedules" then "Save current week as…" The calendar will now show. Click on any day in this week and the Editor will show the current week ready for the changes. Q - Can I copy just one day? I just finished the schedule for Tuesday. The next day Wednesday is almost the same with some minor changes. A - To copy Tuesday into Wednesday, click Wednesday in the Editor. To copy to Wednesday, Wednesday cannot have any schedules in it. Now click on menu item "Copy" and select "Tuesday". Q - Sometimes I want to do the scheduling at home, not at work. A - In order to take your current schedules to another location, you need to take the database there. The database contains all the departments, employees and schedules. The database file name is "SEW.MDB". On the opening screen, select "File" on the menu and click "Backup database". Give the file a relevant name. The file extension will automatically be ".BAK". Save the file to a Flash drive in your USB port and take it home. When home, do a "Restore database" and browse for the file you named in the Flash drive. You will be asked to overwrite the current database, answer "Yes" and re-start the program. Employees and schedules are now the same as the ones at home. Q - I have three store locations (Departments). Some Employees are shared by all the stores. How can I check to make sure these Employees are not assigned to one or more locations at the same time since the Main Editor shows only one Department? A - Interdepartmental Schedule Conflicts can be viewed by selecting "Employee" and "Check Interdepartmental Schedule Conflicts". A limited function of the Main Editor will show you the Employee's schedule for all the Departments in which the Employee was entered. You can make any schedule adjustments needed. Note: The employee ID must match in each department. Q - Employee are requesting days off, sometimes months ahead. A - In the Main Editor, right click on the employee name, in the Week Editor, click on the button. On the year calendar, select or de-select the days off requested and save. In both Editors, those days will now be marked in red and you are blocked from doing any scheduling. Q - We do not call our people Employees can I change the word Employees?A - In the Department screen, change the name "Employee" to Associate or any other name. Equipment needed You will need; · An IBM or compatible PC About Dates Dates entered in the Employee record, conform to the International setting in the Windows Control Panel. · Year = YY or YYYY Employee By selecting Employees on the menu, you can.... · Add and Change Employee information. Employee input screen Not all the employee information needs to be filled in but the
last name of the employee is a must. Sometimes employees do not work for an extended period but are expected to
return to work in the future. Entering employee availability Mark to time that the employee is NOT available for work.Printing Employee information On the first screen under menu item "Reports", you can print information
about the department employees. At your option you can specify the information
you want to print by selecting the fields. Dual Assignments For Employees that consistently have dual assignments, (Cook in the morning and Cashiers in the afternoon), you may consider entering them twice, than schedule them after a sort on Employee ID to prevent overlapping time schedules. Passwords This password will restrict your access to one Department only. If you loose
your Password, only the General Manager can reinstate your access by assigning
you a new one. If you are authorized to change your Password, change it on a
regular basis. Password protection(Big boss) Passwords, once entered will restrict access to the database that contains
Department, Employee and Schedule Information . · General Manager password(Big boss) Some businesses are measured on productivity. You may select three options to monitor, Sales, Transactions and Labor %. In a restaurant, Transactions would be Meals and Sales would be the Sales forecast. By clicking on "Productivity" on the bottom of the screen, the daily Transaction and Sales figures may be entered. Wages time and/or Salary time may be included. The Labor % is the percentage that the labor cost is of the Sales. As the scheduling progresses, the ratios and Labor % will be displayed on the bottom of the screen, by day and by week. When printing the 7 day schedule report (Including HTML), you may elect to show the weekly productivity totals and statistics for each day. Note 1.... If you elect to include the salaries in the Labor percentage, the
daily salaries are calculated as the weekly salary divided by the number of days
for which a Sales forecast is in place. Database backup Its always a good idea to have copies of the database backed up just in case
the current data is destroyed. If you install to a new system or you may be
making schedules at home and need to take them to work to print or change, the
Backup and Restore function will do that. The menu is on the opening screen
under "File". The latest media to back database files are the Flash drives.
These modules plug into the USB ports, hold a large amount of data and are easy
to transport. When you back up your database, give the backup file a relevant
name like a date. The file extension will automatically be added (.BAK). If for
some reason you database becomes corrupt, do a "Restore database" and select the
backed up file on your Flash drive. Options Under Options on the opening screen, you may enter the conditions under which
to warn the scheduler that overtime is scheduled. The initial settings are set
"Off". Main Editor To switch from the main Editor to the Employee week Editor, click the mouse
on the Employee's name on the left of the screen. To become familiar with the
application, the Example Department is created with fictitious names for
Employees and a Schedule based on the date of installation. When updating the
program with newer versions, your database with Employees and Schedules will be
safe and altered. · All schedules are maintained in memory until saved.
To prevent scheduling on dates that the employee is not available for work (Vacation days etc.) you are able to mark a calendar. In the Main Editor, right click on the employee's name. The calendar for the current year will appear. Mark or unmark the dates you
wish to change and Save. Interdepartmental Schedule Conflicts If you have more than one Department with employees, you may share some
employees between two or more Departments Example: If you have multiple Departments, like three store locations and you have
"Floaters" that are assigned to different locations, you want to check for
conflicts. 1, You have more than one Department installed. Make sure that shared employees are active and have the same Employee name
and Employee ID in each Department they share. Flagging overtime Under "Options" on the opening screen, you may enter the conditions under which to warn the scheduler that overtime is scheduled .Assignment column On the main Editor to the right of the employee name is a multi use column
that can be set from the bottom of the screen with options such as Week wages or
Daily hours. Flagging Under-age Employees Most governments, place limitations on the number of hours and the time of
day that employees are allowed to work if the employee is below a lawful age.
Under "Options" on the opening screen, you may set the employee age. In the
employee's weekly Editor, a warning flag will advise the scheduler if the
currently displayed employee is below that age, based on the current system date
and the date of birth in the Employee Record. Navigating in the Editor
If you wish to see a particular week, click on Load and a calendar will appear from which you can select a date. Employee statistics between dates If you have a need to have the accumulated time scheduled between two dates,
click "Reports" on the first screen. Week numbers For our customers in Europe, it is important that weeks in a year have a number. Each week can have a unique number. The question is where does the first week of a new year begin. Based on the International Organization for Standardization (ISO) a week starts on a Monday and ends with Sunday. The first week of the year starts as soon as 4 days in a week are in the new year. Scheduling employees 2000 gives you flexibility to set the first day of the week and a criteria for setting the first week of the year. The selection is set under the options in the Department screen. If you do not want to use the feature, you can turn it off. The week numbers are shown on the day of the week label bottom-right. Making a new Time bar Start and stop times are entered by pointing the mouse at an editor line,
pressing the left button and holding it down while dragging the mouse from left
to right or right to left. Move a Time bar Pointing to the Time bar away from either end and while holding down the left
button, will allow movement from left to right. Any conflict or override with
existing bar will be resolved automatically. · Enter 4 hours in day one from 6 pm to 10 pm. Changing a Time bar Pointing the mouse to the beginning or the end of a bar will allow stretching
or decreasing the bar size while you press down the left mouse button. A double click anywhere on the bar will delete a Time bar. For deleting a
line of Time bars, press the right mouse button and select "Cut", Time bar Copying a line of bars To copy a Time bar point at that line and pressing the right mouse button and
select "Copy". Now point to the line to "Paste" the lines copied (This must be
a line without bars) and press the left button on "Paste". The line is now
copied. Copying a day of schedules To copy a day of schedules to another day, go to the target day that has no
schedule. Select "Copy" on the menu and select the day you wish to copy. Copying a week's schedule To copy an entire week's schedule, select "Schedules" and "Save current week
as.." on the menu. When the calendar appears, select any date in the week you
wish to save too. The desired week is now ready to be edited and saved. You
should only forward copy a week of schedules. Loading a schedule When the main editor first appears, the schedule for the current week is
shown. You can also load a past or future week's schedule by selecting menu item
Load week schedule. A calendar will be shown with the first day of the any week
marked in red. Select any date within the week you wish to work with. You can
change the month and year on the bottom of the calendar. Time bar ·
The Time bar is a thick line representing a start time on
the left and a stop time on the right. · Enter 4 hours in day one from 6 pm to 10 pm. Setting up a Shift When you click on a line of bars with the right mouse button, you will have
the option to save this line as a shift. This way, rather than entering a
day's schedule by dragging the mouse, you can point to a blank line that has no
Time bars and select the shift you wish to enter. Department daily memo A department daily memo can be entered for each day. You can add reminders
to any day. There is no limit on the size of the memo. The memo form is opened
by clicking on the label next to the day name that has the "+" sign. If the
label is marked in red, the day has a memo attached to it. On the 7 Day
Schedule report, you can print these memos as an option at the end of the
schedules. Headcount feature The Headcount feature shows the number of people scheduled between hours. It
has always been available on the Linegraph screen. You can turn the feature on
or off. The reason the Headcount feature was added is because same managers are
measured on Headcount based on sales per hour. The count shows up on top of the
screen between the hours of the day. The Headcount number may not be a whole
number. The count of .25 means that one employee is scheduled for 15 minutes. Daytypes Daytypes are one or two character codes that represents an activity for a day. Example Daytypes are; PH for Phone duty Do not use Daytypes to schedule vacations, use the "Day off" function. Department By selecting Departments on the menu, you can: · Set up a new Department. Employee availability for work The Employee non availability is entered with the mouse, the same as in the
Editors. By doing this, the Employee availability is now visible on demand in
the Editors graphically by clicking on Availability on the bottom of the Editor
screens. Time and Wages Graph By clicking on the Line graph button in the Editor, the Time and Wages distribution will be shown. · This graph will show your "Headcount" for each 15
minute period during the day. Bar chart The Bar chart displays the 24 hour period starting with the current day. You
can selectively show the start and stop times by multiple assignments. You can list upcoming Birthday and Anniversaries of employees for a specified
number of days. For this option to work, the Employee hiring date and date of
birth must be filled in. Print schedules The printed schedule has work start and stop times between midnight and
midnight 24 hours later. Totals are printed if requested, these totals reflect
the totals between the 24 hour period that you selected in the Department
screen. Note: HTML files HTML files are files that you can publish on the Internet. For reports that can be exported to HTML (.HTM) files, the "HTML Review" and "HTML Save" buttons will be shown. In the translation to HTML files, some formatting is changed but what you saved as an HTML file is fairly close to what the HTML preview shows. Setting up a Network The database (Sew.mdb) that contains Department, Employees and Scheduling
information is by default in the same folder as the program and transparent to
the user. Program License Agreement A "Single registration".
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