Using Manager Self-Service for Scheduling Components

This chapter provides an overview of manager self-service for scheduling components and discusses how to:

Assign schedules.
Manage schedules.
Integrate with PeopleSoft Enterprise Learning Management.

Understanding Manager Self-Service for Scheduling Components

The Manager Self-Service for Scheduling components enable managers to assign, view, change, and override work schedules (SCH_MNG_PERIOD).

In addition to viewing coverage, assigned shifts, and total work hours, managers can identify individuals with planned absences or training, holidays, and no shows (those employees who have not reported in for a scheduled punch shift). The manager can also view employees with multiple shifts in a day, those who have shifts that span midnight, and those which have changing task elements over a shift.

If updates need to be made to the schedule, managers can schedule replacements, swap shifts, copy schedules, and make short- and long-term schedule changes.

A generic interface to the open scheduling architecture can be accessed to load optimized work schedules or data from other systems, including training data from PeopleSoft Enterprise Learning Management.

Employees can update their schedule preferences, such as preferred contact information for schedule updates (phone or email), willingness to work a compressed work week, and daily shift preferences. When a manager wants to replace, swap, or copy a schedule, the employee preferences can be viewed to determine the best available replacement or schedule.

If a user is in a static or dynamic group that a manage has access to (that is Time and Labor group security is being used), or in a Department ID that a manager has access to (if Departmental Security is being used), there are rules as to which key pages can be viewed or not viewed:

On the Manage Exceptions page a manager cannot view their own data, and so cannot allow their own exceptions.
On the Approve Payable Time and Approve Reported Time pages a manager cannot see their own data, and so cannot approve their own time.
On the Manage Schedules page, a manager cannot see their own data, and so cannot override their own schedule.
On the Manager Calendar Views page a manager can view their own data, as this is just a set of view only pages.

Assigning Schedules

This section discusses how to assign a schedule to a time reporter.

Pages Used to Assign Schedules

Page Name	Object Name	Navigation	Usage
Assign Schedules	SCH_ASSIGN	Manager Self Service, Time Management, Manage Schedules, Assign Work Schedule	Assign a time reporter to a schedule.
Personal Schedule Definition	SCH_DEFINITION	Manager Self Service, Time Management, Manage Schedules, Assign Work Schedule, Create Schedule link	Create a personal schedule for a time reporter that is used only by this time reporter.
Schedule Calendar	SCH_CALENDAR	Manager Self Service, Time Management, Manage Schedules, Assign Work Schedule, Show Schedule link	Display the schedule, change the date or view the previous and next periods of the schedule.

Assigning Schedules to a Time Reporter

Access the Assign Work Schedule page.

The system displays the time reporter’s name, ID, employee record number, and job title.

Click for Instructions	The Click for Instructions link expands to show instructional text on using the page.
Click to Hide Instructions	Click this link to collapse the instructional text that displayed when the Click for Instructions link was selected.
Assignment Method	Select Create Personal Schedule, Select Predefined Schedule and Use Default Schedule. When selected, the Create Personal Schedule value allows the user to create a personal schedule just for this employee, which is effective dated. When this method is chosen, the Create Schedule link is displayed on the right hand side of the grid. In addition, the user will select a Schedule Group to be used for the employee. The Schedule ID will automatically be populated with the EmplID, Employee Record Number and three additional digits. The Select Predefined Schedule value allows the selection of a Schedule Group and a Schedule ID associated to that Schedule Group. When selected, the Use Default Schedule derives a default schedule for the user. For Global Payroll, the schedule is defaulted from the Global Payroll paygroup assigned to an employee (via the JOB Data record). For Time and Labor employees that are not in Global Payroll, the schedule is defaulted from the workgroup assigned to an employee on the Maintain Time Reporter Data when they are enrolled in Time and Labor. If there is no row displayed for schedule assignment, the schedule resolution process will still resolve the default schedule on the Global Payroll paygroup assigned to an employee, or the default schedule on the employee's workgroup if he is not enrolled in a Global Payroll paygroup.
Schedule Group	Schedule Groups are used to group employees with like schedules. A Schedule Group must be entered. For default schedules, both the workgroup and Global Payroll paygroups have Schedule Groups associated with a Schedule ID. The Schedule Group is associated with a SetID, so it will filter which schedules are valid for a particular SetID that is associated to an employee.
Star icon	A star icon appears in the Assign Schedules group box, when you assign an employee a default schedule from either a Time and Labor workgroup or a Global Payroll paygroup, and the default schedule has changed over time. This default assignment can occur manually, or as a result of an employee hire triggering the Workforce Sync message to insert a default assignment row in Assign Work Schedule. The Assign Schedules group box displays the Schedule ID that is most current at the time, from the workgroup or paygroup, despite the schedule assignment effective date. The display of this Schedule ID assists in determining which schedule the system is currently using for schedule resolution. The display of the star icon alerts you to review the History of Schedule Assignments, Including Default Changes section to determine what the schedule changes are from the initial schedule assignment to the current date.
Rotation ID	If the schedule assigned to an employee is a rotating schedule, the Rotation ID field will be displayed next to the Schedule. The Rotation ID is used to determine what relative day in the schedule an employee should be assigned to.
Show Schedule	The Show Schedule link will take the user to the derived Schedule Calendar that can be viewed as of the effective date of the schedule assignment.
View history of Schedule Assignments, including default changes	Click this link to expand the section to show all of the schedule assignments, including what default schedules may have changed either on a Global Payroll paygroup or Time and Labor workgroup, if the user has a default schedule assigned.

Personal Schedule Definition

Access the Personal Schedule Definition page.

Schedule Definitions can also be created for specific employees. Personal schedules can only be created and accessed via the Create Schedule link on the Assign Work Schedule page when the Assignment Method field has a value of Create Personal Schedule. When selected, the Create Personal Schedule value allows the user to create a personal schedule just for this employee, which is effective dated. When this method is chosen, the Create Schedule link is displayed on the right hand side of the grid. The Schedule ID is automatically populated with the EmplID and five zeros. . The Personal Schedule Definition page is the same as the Schedule Definition page with the addition of employee information fields. On this page you define also if the schedule is a primary schedule assignment or an alternate schedule assignment.

On this page, the user needs to enter a Description, and the Definition Type. Then the user needs to enter the Number of Days in this schedule pattern (Num Days in Schedule field). The Daylight Savings Rule is relevant for punch or flex schedules. This determines when a schedule is resolved on a daylight savings day, whether the end time of the shift should remain fixed, or the number of scheduled hours (duration) should remain fixed.

If the user would like to schedule task elements or time reporting elements with this schedule, a Default Taskgroup should be selected. The Default Taskgroup value will then derive the Task Template associated to the taskgroup, and the Time Reporting Template associated with the taskgroup. If it is a Punch Schedule, the Punch Time Reporting Template will be derived from the taskgroup. If it is an Elapsed Schedule, the Elapsed Time Reporting Template will be derived from the taskgroup. The time reporting template can also be changed to a different one, if the derived one does not offer the time reporting elements needed for the schedule.

The task template and time reporting template IDs both have linked descriptions, which a user can click on to see the actual template for reference, and then return to the schedule.

Note. Rotations cannot be defined for personal schedules as they are only used by a single employee.

Schedule Calendar

Access the Schedule Calendar page.

On the Schedule Calendar page, the user can change the date or period that is being viewed and change the schedule calendar From Date.

There is no process that needs to build the schedule calendar, as it is derived from the schedule definition pattern against the Time and Labor Dates table.

The Schedule Calendar page lists all of the elements associated to the schedule. The page also resolves the actual “day” associated with the dates of the schedule.

If it is a punch schedule, all of the punch types associated with the punch schedule will be displayed across the top of the page. If the punch types pattern varies from one shift to another, then the page will use the “all punch” pattern, to display all of the punches found in the PSPCHNONE time reporting template.

The DUR column is for use when Time and Labor is installed, it determines the daybreaker of the workgroup associated to the employee, and displays if the scheduled shift or time will fall on the actual day displayed (0 — zero) or the day before (-1) or the next day (+1).

If the schedule is a rotating schedule, then the Compare Rotations link displays where the user can compare rotations.

Note. If a user sets up a Shift or Schedule Definition that spans more than 24 hours, the shift displays the begin date of when the shift began.

Schedule Calendar Rotations

Access the Schedule Calendar Rotations page.

This page can compare the rotations the user chooses, to see what the patterns for each Rotation will look like as of the effective date of the schedule assignment. The date or period can be changed to view the schedule pattern in a different time period. The schedule pattern displayed will be the length of the actual schedule. If the schedule is 28 days in length, that is the actual pattern that will be displayed in the Schedule Calendar.

The Select Rotations to display section offers the user all of the Rotations associated to the Schedule. The user can choose which rotations to compare in the schedule calendar display.

Managing Schedules

This section lists common elements and discusses how to:

Set up Manage Schedules display options.
Manage schedules.
Schedule replacements.
Copy schedules.
Swap schedules.

Common Elements Used in This Section

Date Fields and Link Names

If Day is selected in the View By field, enter or click the Previous or Next Day links to change the Date value. For Punch type employees, a bar in the Employee grid indicates the start time and end time of a shift.

If Week is selected in the View By field, enter or click the Previous or Next Week links to change the Week Of value. The Total Scheduled Hours link with Start time and End time is displayed in the Employee grid.

If Date Range is selected in the View By field, enter or click the Previous or Next Range links to change the Start Date, End Date, or both values. The maximum number of days a date range can span is 31. The Total Scheduled Hours link with Start time and End time is displayed in the Employee grid.

Pages Used to Manage Schedules

Page Name	Object Name	Navigation	Usage
Manager Search Options page	TL_MSS_SRCH_OPTION	Manager Self Service, Time Management, Manager Search Options	Set up preferences and display options for viewing employees. Enter the employee selection criteria you want to use when searching for employees. This search information will be the default for manager self service pages where there is an Employee Selection Criteria option. A partial value may be entered in any search field to get a list of employees with similar values.
Manage Schedule Display Options	SCH_MNG_OPTIONS	Manager Self Service, Time Management, Manage Schedules, Manage Schedules, Schedule Display Options	Set up preferences and display options for viewing schedules.
Schedule Preferences	SCH_EE_PREF	Manager Self Service, Time Management, Manage Schedules, employee name link	View an employee's contact and schedule preferences.
Manage Schedules	SCH_MNG_DAILY SCH_MNG_WEEKLY SCH_MNG_DRANGE	Manager Self Service, Time Management, Manage Schedules, Manage Schedules	Adjust a time reporter's schedule.
Manage Schedules – Daily Schedule Details	SCH_MNG_DAILY_DTL	Manager Self Service, Time Management, Manage Schedules, Manage Schedules, on the Daily Schedules page, in the Daily Schedule Details column, click the link for an employee.	Override a schedule, refresh or add a schedule for the day, or enter a new schedule for the day.
Schedule Replacement	SCH_MNG_REPLACE	Manager Self Service, Time Management, Manage Schedules, Schedule Replacements button	Schedule a replacement for an employee.
Copy Schedules	SCH_MNG_COPY	Manager Self Service, Time Management, Manage Schedules, Copy Schedules button	Copy an employee schedule to be used by another employee.
Swap Schedules	SCH_MNG_SWAP	Manager Self Service, Time Management, Manage Schedules, Swap Schedules button	Swap two employees' schedules.
Scheduled Hours	TL_SCHRPT_RNCTL	Time and Labor, Reports, Scheduled Hours	Generate TL004 that provides information about a time reporter’s scheduled time. It gives details such as: punch types and times for employees with a punch schedule; duration of work hours for employees with an elapsed schedule; and the values for the In, Out, Flex, and Core Period fields for time reporters with flex schedules.

Setting Up Manager Search Options

Access the Manager Search Options – Select Default Criteria and Options page.

This page allows each manager to specify criteria and display options for searching employees. The search information is used as the default for manager self service pages where there is an Employee Selection Criteria option. If a manager does not save the Options page, then the search options defaults from the Manager Search Defaults page included in the Time and Labor Installation process.

Value	If the Include in Criteria field is selected for a particular row, make an entry, if required, in the Value field to use as default search criteria.
Include in Criteria	This field is used to denote whether the field is displayed as part of the criteria that can be searched on. Note. Only select Workgroup or Taskgroup if Time and Labor is installed, and you are looking for employees that are enrolled in Time and Labor.
Include in List	This field is used to determine if the field is displayed when employees are returned in the resultant grid. Note. Only select Workgroup or Taskgroup if Time and Labor is installed, and you are looking for employees that are enrolled in Time and Labor.
Auto Populate Option, Criteria Defaults	These fields work in conjunction with each other. With AutoPopulate Results selected and Collapse Criteria selected, the grid auto populates based upon the criteria and the criteria is collapsed. With AutoPopulate Results selected and Expand Criteria selected, the grid auto populates based upon the criteria and the criteria is expanded. With Prompt for Results selected and Collapse Criteria selected, the grid does not auto populate. Instead the user has to select the Get Employees button and the criteria is collapsed. With Prompt for Results selected and Expand Criteria selected, the grid does not auto populate. Instead the user has to select the Get Employees button and the criteria is expanded.

Setting Up Manage Schedule Display Options

Access the Manage Schedule Display Options page.

Use this page to set defaults for the Manage Schedules pages.

Start Day for Weekly Grid	Select a day of the week that a schedule should be displayed.
Default Display View	Select the default display view that the Manage Schedule page should use when entering the page. Select the Day value for the default Daily Schedules page (SCH_MNG_DAILY), the Week value for the default Weekly Schedules page (SCH_MNG_WEEKLY), and the Date Range value for the default Date Range Schedules page (SCH_MNG_DRANGE).
Maximum Rows Displayed	This field is display only and displays a maximum of ten employees at a time.
Schedule Categories	Select the Schedule Category values to display the respective icons on the Employee grid on the Manage Schedules pages. A legend also appears on the Manage Schedules pages with a description of each category and icon. Values are Approved Training, Planned Absence, Holiday and No Shows. Note. The No Shows value only displays for the Daily Schedules page. No Shows information is stored, so any No Shows information from the past can be viewed.
Weekly/Date Range Options	Choose one value to display on the Weekly and Date Range pages. Values are Task Data and Time Reporting Elements. If using the Task Data and Time Reporting Elements, select a field value for each from the drop-down list box. From the Task Data drop-down list, the values are: Activity ID, Business Unit, Combination Code, Customer, Department, Job Code, Location Code, PC Business Unit, Performance Measurement Business Unit, Position Number , Product, Project/Grant, Resource Category , Resource SubCategory , Resource Type, Task Task Profile ID, User Field 1 – 4.. From the Time Reporting Elements drop-down list, the values are: Country, State, Locality, TRC,Billable Indicator.

Note. By choosing a value from Task Data or Time Reporting Elements, the employee who is scheduled with this value, appears in the daily cell of Manage Schedules for that day. If there are changing elements throughout the day, there will be an icon representing any changing elements in the shift. This is an indicator to the user that they can drill down into the Schedule Daily Detail page for more information on the daily changes.

Note. In order for all of the schedule category icons and other options to be displayed to the user, the user must ensure that they save this page, in order to save the options.

Managing Schedules

Access the Manage Schedules page.

When entering the page, the system displays either the Daily, Weekly, or Date Range Schedules pages, depending on the default set on the Manage Schedules Display Options page. This page also sets defaults that are used on the Schedule Replacements, Copy Schedules, and Swap Schedules pages, such as date fields and link names.

Enter values in Employee Selection Criteria and click the Get Employees button to filter the list of employees that requires changes or review.

Click the Instructions expand section to view instructions about how to use the page.

View By	Select Day, Week, or Date Range to view the listed employees and their schedules using the time period chosen.
Date Fields	If Day is selected in the View By field, enter or click the Previous or Next Day links to change the Date value. If Week is selected in the View By field, enter or click the Previous or Next Week links to change the Week Of value. If Date Range is selected in the View By field, enter or click the Previous or Next Range links to change the Start Date, End Date, or both values. The maximum number of days a date range can span is 31.
Schedule Type	Select the Schedule Type. Values are Primary or Alternate. If Global Payroll is not installed, the Schedule Type field is hidden and only primary schedules are shown.
Schedule Group	This field lists the schedule groups. Once a schedule group is entered, and the Refresh button clicked, the grid redisplays the employees associated to that schedule group (as determined from their Assign Work Schedule page).
Coverage (only displayed on the Daily Schedule page)	This field has values of All, Scheduled or Unscheduled. Select All to view all employees who are scheduled, not scheduled or who are scheduled as Off. Select Scheduled to view all employees who are scheduled for the day. Select Unscheduled to view all employees who either have no schedule or who are scheduled as Off for the day.
Refresh Schedule	Click the Refresh Schedule button to refresh the page. Note. All of the filters and buttons on the Manage Schedules pages are controlled by the Refresh Schedules button at the top of the page. Only the View By field automatically refreshes the page.
Employee Grid	Click the Employee Name link to transfer to the Schedule Preferences page. View the schedule preferences of the employee before making any scheduling changes. For punch employees, the scheduling information start time and end time are displayed on a bar. If there are multiple shifts, multiple shift icons appear and all start and end times appear on the bar. Click the Scheduled Hours link to open a new page and transfer to the Daily Detail page to override shift information. Click the Schedule Hours link to transfer to the Daily Schedule page. Hover text is used to display the schedule hours for punch and elapsed employees. For elapsed employees, schedule hours appear. In addition to the elapsed information, events such as Approved Training, Absence, and Holiday information appear in the Elapsed column as icons. Training and absences data can be from different sources (Training - Training Administration, Enterprise Learning Management: Absence- Absence Management, Reported Time), and detailed scheduling information appears on Daily Schedule Details. Total Schedule Hours for the day appear if the Daily value is specified for the View By field. If the Day is an Off day, no hours appear but the OFF text icon appears. If there are multiple shifts for a day, only the first shift information appears. An icon denotes that there is a second shift. The second shift and the details of the second shift appear on the Daily Schedule Details page. If the shift crosses midnight, an icon denotes shift continuation. On the Day View page, if an employee does not show up for a shift (known as a no show), the No Show icon appears. If an employee is replacing another employee for a shift or number of shifts, the R (Replaced Employee) icon appears. Note. The system uses the following logic to determine whether or not an employee has a holiday. Firstly the system checks to see if an employee has a holiday schedule specified on the Job Data record. If there is no holiday schedule specified on the Job Data record for an employee, the system checks the Pay System Flag on the Job Data record for a value of Global Payroll. The system then derives the holiday schedule from GP Paygroup. If the Pay System Flag has a value of Payroll for North America or Payroll Interface and Absence System is equal to Absence Management, the system will derive the holiday schedule from GP Paygroup. If the Pay System Flag is equal to Payroll for North America or Payroll Interface and Absence System is equal to Other, then the system will derive the holiday schedule from the Payroll for North America paygroup. If there is no holiday schedule on the Payroll for North America Paygroup, the system derives the holiday schedule from the Time and Labor workgroup. This logic is used for the Manager Calendar Views pages (Daily, Weekly, Monthly), the Manage Schedules pages for managers, and the Monthly Schedule page for employees.
Schedule Replacements	Select one employee and click the Schedule Replacements button to find a replacement for this employee.
Copy Schedules	Select an employee and click the Copy Schedules button to copy a schedule based on this employee's.
Swap Schedules	Select two employees and click the Swap Schedules button to swap two employees' schedules.
Legend	The legend contains descriptions of the Manage Schedule icons. The icons are defaulted from the Manage Schedules Display Options page. In addition to the Schedule Categories, other icons displayed include Multiple Shifts, Scheduled OFF Day, Replaced Employee, Crossover Shift (for shifts that span midnight).

Note. The schedule actions of Schedule Replacements, Swap Schedules, Copy Schedules, and Override Schedules are audited.

Daily Schedule Detail

Access the Daily Schedule Detail page.

On the Daily Schedules page, in the Daily Schedules Detail column, click the link for an employee to access the Daily Schedules Detail page.

On this page a schedule can be overridden. An existing schedule can be refreshed or added for the day, or a new schedule can be entered for the day.

If the user chooses a punch schedule type for the day, then the Punch Pattern field becomes active. The two values for Punch Pattern are Default and All Punches. The Default value represents the display of punch types, per the Default Punch Pattern on the Configurations tab of the Time and Labor Installation page, or on the Schedule Settings tab of the Global Payroll & Absence Management Installation Settings page. The All Punchesvalue displays all available punch types (IN, BREAK, IN, MEAL, IN, BREAK, IN, TRANSFER, OUT), to provide more flexibility.

In addition, you can choose a default taskgroup when creating a new schedule override for the day, which will default the display of Time Reporting Elements and Task Elements or Task Profile values. Using a default taskgroup for the day is appropriate if the user is entering schedule changes, without using Shift ID. If making schedule overrides using a Shift ID, any taskgroup and task information from the Shift ID will be derived and displayed in either the Primary or Alternate Schedule sections, where appropriate. The selection of Schedule Type and Taskgroup will derive the time reporting template used to default the display of Time Reporting Elements and Task Elements or Task Profile values for that taskgroup. If you defined the time reporting template to use the task template, the folder tabs displayed in the Primary and Alternate sections may include Task Reporting Elements and Chartfields.

Schedule Daily Detail and the Display of Shift ID

When you have set the appropriate SETID for an employee, the system displays the Shift ID field for that employee. The SETID is derived from the Schedule Group associated with the employee’s predefined or default schedule assignment. The only time that a Shift ID field does not appear on the Daily Detail page is when:

The employee is enrolled in Time and Labor.
There is no row in Assign Work Schedule for the employee.
There is no schedule ID defined on the employee’s workgroup.

If the employee does not have a long term schedule, then the Shift ID field will not appear on the page. As a result, you need to enter the shift data manually for the day. Select the Create Schedule button to activate fields in the Primary and Alternate Schedule groupboxes.

Once you click the Create Schedule button on the Schedule Daily Detail page, all schedule fields are available except Shift ID.

If there are punch shifts with changing elements, clicking the MORE link

takes you to the following Daily Detail — Shift Information (SCH_MNG_DAILY_PCH) page:

If you are changing the Schedule Type Punch Pattern or Default Taskgroup values for the day, select the Refresh Schedule button to reflect the changes. This resets the day to enter new schedule overrides.

The Primary and Alternate Schedule Group Boxes

Any schedule information from a prior schedule change, or imported schedule information, or permanent work schedule is displayed in the Schedule Daily Detail page in these group boxes. If there is no primary or alternate schedule detail for the day, it can be added using the Refresh Schedule button. You can enter a schedule override with a predefined shift which has the SetID of the employee's Schedule Group. You can also enter a schedule override that just has punch times or just scheduled hours for an elapsed schedule, without using shifts. If there are changing time reporting or task elements in a shift, the detail of the Shift can be accessed through a MORE link both on the Primary and Alternate Schedule sections. An icon representing Shift has Changing Elements appears for those shifts that have changing elements.

To enter an off shift, you can choose a predefined shift that has the Off Shift checkbox activated. If you are not using shifts, you can enter either elapsed hours with an Off Shift checkbox activated or an IN and OUT time with an Off Shift checkbox activated. The Off Shift checkbox determines that the Scheduled Hours are zero, it does not change the duration of the off shift.

Multiple shifts can be entered as a schedule override for a day. If you enter a punch shift that overrides the times of another punch shift for the day, you will receive a warning message.

The Alternate Schedule Detail tab does not display if both Global Payroll Core and PeopleSoft Absence Management are not installed and selected on the Installation Table – Products page.

The Training Details Group Box

In this group box, training detail information from PeopleSoft Training Administration or PeopleSoft Enterprise Learning Management is displayed, including the Start and End Time of the training for the day.

The Absence Details Group Box

In this group box, the duration of an absence is displayed from PeopleSoft Absence Management or from leave reported directly in reported time in Time and Labor for PeopleSoft Base Benefits.

The Holiday Details Group Box

In the Holiday Details group box, the name of the holiday and number of hours from the Holiday Schedule is displayed. If there is a holiday schedule for an employee specified on the Job Data page, this will be used. If no holiday schedule exists on this page, the system will then check if the employee is a Global Payroll employee and use the holiday schedule from the Global Payroll paygroup. If the employee is not enrolled in a Global Payroll paygroup, but is enrolled in Time and Labor, the system will then use the holiday schedule from the employee's workgroup.

Note. The user must remember to save the page for the schedule change to be reflected in the Manage Schedules components.

Note. The ability to schedule with tasks and time reporting elements are only available when Time and Labor is installed.

Note. The Manage Schedules component recognizes the date and time formats selected by the user under My Personalizations.

Scheduling Replacements

Access the Schedule Replacements page after selecting an employee from the Manage Schedule page.

Refresh button

You can change the date for which you want to schedule a replacement for the Weekly or Date Range View. When you change the date, click Refresh again to refilter the available employees for that date. If you do not click the Refresh button, the employees for the prior date selected continue to appear.

On the Schedule Replacements page, change the date if required and select one employee to substitute the schedule for the day. In most cases, the user would be finding a replacement for an employee who will be absent for the day. All the employees who are not in training for that time, and not absent for the day, appear in the Replace with grid.

After an employee is Replaced, an R is placed next to the employee in their daily cell, on any of the Manage Schedules pages - day, week or date range. The employee who is replacing the employee, inherits the schedule. The replaced employee retains the original schedule, so as to represent what the original schedule was, and for appropriate payment if the employee then reports an absence for the day.

If the user decides that the replacement was a mistake, it can be undone for the employee who has the R value in their cell. This is done by drilling into the Daily Detail page from the Scheduled Hours link, and clicking the Undo Replacement button and then clicking the OK button on the confirmation page. As a result, the R will no longer be displayed on the Manage Schedules page.

For the employee who had inherited the employee's schedule, the schedule for that day would need to be changed, if the employee is no longer replacing the employee's schedule for that day.

Note. If you selected the Day View By Option, the Date field on this page is display only.

Copying Schedules

Access the Copy Schedules page after selecting an employee from the Manage Schedule page.

On the Copy Schedules page, change the Start Date and End Date if required. Select single or multiple employees to copy schedules and click the Copy button. The whole day will be copied for the date or range of dates defined. .

Note. If you selected the Day View By option, the Date field on this page is display only.

Swapping Schedules

Access the Swap Schedules page after selecting two employees to swap from the Manage Schedule page.

On the Swap Schedules page, change the Start Date and End Date if required and click the Swap button. Click the Cancel button to return to the Manage Schedule page and make another selection. The whole day's schedule will be swapped between the two employees, or all the days listed if it is a range of dates.

Note. If you selected the Day View By option, the Date field on this page is display only.

Integrating with Learning Management

This section discusses how to integrate Time and Labor with PeopleSoft Enterprise Learning Management.

Learning Management

To use the ELM training data for display in the Manage Schedules and Manager Calendar pages, and the Workforce Availability pagelet, these steps should be considered:

The learners are enrolled in the Job data record in HCM and the personal information has been messaged from HCM to ELM.
Activate the Scheduled Time Fullsync message in the HCM and ELM database.
Ensure Scheduled Time FullSync is run first, to get all activities and sessions over to HCM before starting to use the Scheduled Time Sync message.
The Scheduled Time Fullsync should only be run once for initial setup. If the Scheduled Time Fullsync is run more than once, no rows will be deleted from the SCH_EXT_DTL table first. Any rows that are duplicate rows will be inserted into the SCH_EXT_REJ table.
Activate the Scheduled Time Sync message in the HCM and ELM Database.

Note. When the Scheduled Time Fullsync message flows in from Enterprise Learning Management, it triggers the SCH_EXT_VALID Application Engine program in the HCM database. This program moves data from the SCH_EXT_STG table to the SCH_EXT_DTL table.

Note. The Enterprise Learning Management field on the Products page (Set Up HRMS, Install, Installation Table), needs to be checked, in order for the user to view ELM training data icons in Manage Schedules, Monthly Schedules and Calendars.

Scheduled Time Sync Message

The Scheduled Time Sync message in ELM is triggered by:

Activity pages trigger a sync message. This includes session changes or additions, trainer changes, session date or time changes, dropping a learner from a session or adding a learner to a session.
Enrollment modifications trigger a sync message. This includes the Manager Enrollment, Employee Enrollment and Administrator Enrollment components.

ELM Data Display

A training icon will appear on a day that an employee is enrolled in training for both the Manage Schedule and Monthly Schedule pages.

The training data that is displayed in the Schedule Daily Detail section of the Manage Schedules page includes:

The catalog item of the activity (that is the Course Code Description).
Session Start Date and Start Time per day (that is, if training spans more than one day, there would be multiple sessions).

ELM data is derived to count employees who are reported as training for the Manager Calendar Views and the Workforce Availability pagelet.

The SCH_EXT_DTL and AUDIT_SCH_TBL records are updated for every training data change triggered from the Scheduled Time Sync message.