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Roster/Time Offs Tab Page

Roster records are created to represent the times during the week that a Resource is available for work, or "time on”. Roster records also identify the times during the week that the Resource is unavailable, and why. Rosters should not be selectable via left click on Schedule Book.

This tab page enables you to establish new and view existing roster schedule patterns and time-off events (e.g., scheduled days off, vacations) for personnel. These rosters and events can appear as booking objects in the Schedule Book and can be loaded to the Time Card Module's Time Card Batch Maintenance Application (if you are using the Time Card Module).

You can establish roster schedules by either loading in pre-established templates or by using the Plus Icon   at the upper right-hand corner of the Roster / Time Off Details Area and entering each line item manually.

A Roster day cannot be for more than 24 hours.

 

IMPORTANT!

• If you want to create CUSTOM FIELDS for the Roster / Off Time table (i.e., Roster / Time Off Details Area on this tab page), you must construct them in the Roster Time Off document (i.e., SchRosterTimeOff) available from the Document Customizations Window. You cannot create them in the Scheduling Resource document.
• If you want to use the LOAD SCHEDULE functionality of the Time Card Module, you must assign an employee record in the Employee ID Field on the IDENTIFICATION TAB PAGE.

 

GENERAL NOTES

• Only roster and time-off transactions show in this Roster / Time Off Details Area. Work order transactions and quick holds do not display in this area. This tab page is only used to display to search, create, and remove any of the roster and time-off events.
• Each roster / time-off transaction line item may not be longer than 24 hours.
• You may not create or otherwise establish (e.g., duplicate, edit) roster / time-off transactions for a given scheduling resource with OFF TYPE PURPOSES of Roster Day On or Roster Day Off in which:

• Two Roster Day Off transactions have the same begin date.
• Two Roster Day On transactions overlap. (However, the end time of one transaction may equal the begin time of another.)

 

EXAMPLES

• Allowed: Roster Day On 1 = 9/6, 8am to 2pm; Roster Day On 2 = 9/6, 3pm to 5pm
• Not Allowed: Roster Day On 1 = 9/6, 8am to 3pm; Roster Day On 2 = 9/6, 2pm to 5pm
• Allowed: Roster Day On 1 = 9/6, 8am to 12pm; Roster Day On 2 = 9/6, 12pm to 5pm

• A Roster Day On transaction has the same begin date as a Roster Day Off transaction. (However, the end date of a Roster Day On transaction may equal the begin date of a Roster Day Off transaction.)

 

EXAMPLES

• Allowed: Roster Day On = 9/6, 5pm to 9/7, 2am; Roster Day Off = 9/7
• Not Allowed:  Roster Day Off = 9/7; Roster Day On = 9/7, 5pm to 9/8, 2am

• You may define roster pattern schedules as far in advance as you would like.
• You can duplicate one or more roster transaction line items by using the click, click + Shift, and click + Control methods and then selecting the Duplicate Action menu command. This will open the DUPLICATE ROSTER WINDOW so that you may select the date(s) to which you wish to duplicate the selected roster transactions.
• When the Scheduling Resource Maintenance Application is opened via the Schedule Book, the Trx Begin Date Field on this tab page will default based on the date presently displayed in the Schedule Book.
• The Row Display fields have been modified to support the entry of a maximum of two hundred fifty-five (255) characters.

RESOURCE AREA FIELD DEFINITIONS

Resource Code / Description / Table 1

These fields show you which scheduling resource you are viewing and the resource’s Table 1 Field value. If you change the values of the available fields in this area, those changes will be reflected on all tab pages.

SET ROSTER / TIME OFF AREA FIELD DEFINITIONS

Trx Begin Date / Trx End Date

Enter the date range of the roster pattern schedule you would like to view for the current resource. You may enter the dates manually or use the Calendar Icon  to access the Calendar Tool for help in selecting ones.

The current schedule will display automatically in the Roster / Time Off Details Area. To view older or future schedules, enter the corresponding dates and use the Load Time Off command from the Roster Info submenu of the Actions Button menu.

 

NOTES

• The system automatically enters a seven-day timeframe in these fields based on the current date, with the beginning of the week determined by the Week Start Field in the PREFERENCES – SYSTEM WINDOW. You may manually change this timeframe as needed.
• If you change either the Begin or End dates, you will need to use the Load Time Off command to see any transactions scheduled during the new period.

Template, Load Button, From Date / To Date Fields

Select a roster template from the drop-down list if you would like to establish a roster pattern schedule by loading a predetermined configuration. To apply a selected template to the schedule, select dates in the From and To Fields (or use the Calendar Icon  for help in selecting ones), and then click the Load Button and the schedule will load into the Roster / Time Off Details Area.

 

NOTES

• You may define roster pattern schedules as far in advance as you would like.
• You may load as many templates as needed, but you may not overlap scheduled times (i.e., you may not have two transaction line items that schedule the current resource for the same time).
• If you select a template that includes a Rotation Field value, the Rotation Selection Window appears, allowing you to determine which line item becomes the start of the loaded roster by placing a checkmark next to the desired Rotation Field value.

Last Roster Date

This read-only field displays the date of the roster or scheduled day off transaction item that is scheduled furthest in the future. This allows you to see how far in an advance the current resource has been scheduled.

 

NOTE

This date only reflects roster and scheduled day off transactions; it does not take into account work order transactions, other times off, or quick holds.

ROSTER / TIME OFF DETAILS AREA FIELD DEFINITIONS

Day

The system automatically populates this read-only field based on the date you establish in the Begin Date Field of the current line item.

Time Off Type

Use this required field’s drop-down list to select an appropriate off type (as established on the Scheduling Module’s OFF TYPES SETUP WINDOW) for each line item you create.

 

NOTE

A Roster Off , or a Scheduled Day Off (SDO), is a different kind of day off. This is intended to represent a DATE that represents a resource's 'day off'. Because of this, these Time Off Types do not record specific times, nor do they record an end date. The Begin Date is all that is truly important. This is because a previous day's shift may technically spill over into a Resource's day off, but the day is still considered the 'day off'". A Roster Day marked as ‘Roster off’ or ‘SDO’ cannot be more than 24 hours. This entry will only define the Begin Date. There will be no ‘Times’ set and the End Date will match the Begin Date.

Using one of these Time Off Types will cause a conflict when a Transaction starts on the same date, but not usually when a Transaction ends on the date. I.e. If you have Saturday off, you might work into until 3AM on Saturday but you wouldn't start at 3PM on Saturday.

Day Code

Use this field’s drop-down list to select an appropriate day code (as established on the Scheduling Module’s SCHEDULING CODES SETUP WINDOW), if needed.

 

NOTE

Two Roster entries cannot overlap.(e.g. ‘Tuesday’ cannot be entered as both ‘SDO’ and ‘Roster On’.)

Trx Begin Date

Enter the appropriate beginning shift day in this field.

 

NOTES

• You may have multiple transaction line items with the same Begin/End Date, but the times must be different and may not overlap.
• If the selected off type is set up as a full-day event (i.e., the Day Field is checked in the OFF TYPES SETUP WINDOW), this field is disabled.

Begin Time

Enter the appropriate beginning shift time for the corresponding date in this field.

 

NOTE

You may have multiple transaction line items with the same Begin/End Date, but the times must be different and may not overlap.

Trx End Date

The End Date is not manually set. It should either match the Begin Date or be the following day if an End Time is entered that is less than the Begin Time (i.e. Begin is 7PM and End is entered as 3AM).

 

NOTE

• You may have multiple transaction line items with the same Begin/End Date, but the times must be different and may not overlap.

End Time

Enter the appropriate ending shift time for the corresponding date in this field.

 

NOTES

• You may have multiple transaction line items with the same Begin/End Date, but the times must be different and may not overlap.
• If the selected off type is set up as a full-day event (i.e., the Day Field is checked in the OFF TYPES SETUP WINDOW), this field is disabled.

Conflict

If a roster transaction line item has a conflict with an order transaction, this read-only field will be activated.

Week No

The system automatically populates this read-only field with the week of the fiscal year that corresponds to the Date Field.

Row Display

This field is identical to the Row Display Field used in booking objects; the text you enter in this field is displayed as part of the schedule pattern in the Schedule Book.

Note Icon 

This icon  accesses a separate Notes Window for the purpose of assigning a note to the current line item.

Day of Week

This read-only field displays a number that ranges from 1 to 7, with 1 always representing Sunday and 7 always representing Saturday, regardless of the Week Start and/or Day of Year Baseline Field values set in the PREFERENCES – SYSTEM WINDOW and PREFERENCES – SCHEDULING WINDOW respectively.

Meal Begin / End

Enter the appropriate beginning and ending meal times in these two fields.

Once these times are entered, the system automatically subtracts the amount from the current line item.

Break 1 Begin / End

Enter the appropriate beginning and ending break times in these two fields.

Once these times are entered, the system automatically subtracts the amount from the current line item.

Break 2 Begin / End

Enter the appropriate beginning and ending break times in these two fields.

Once these times are entered, the system automatically subtracts the amount from the current line item.

Resource Locations

Use this field’s drop-down list if you want to attribute a specific location to the current line item.

(The Scheduling Module’s Resource Locations Setup Window establishes values for this list.)

Sched Unit

The value that appears in this field will be automatically calculated by subtracting the end time from the begin time of the current roster line unless the off type assigned to the current roster line has value in the Day Sched Unit Field of the OFF TYPES SETUP WINDOW. In this case, the value in the Day Sched Unit Field will default in this field.

You may, however, manually override the value in this field, if necessary.

 

NOTES

• Meal and break times do not adjust the value in this field.
• Editing the day or time values for the current roster line will update the value in this field even if it has been manually set.

Payroll Rule

Use the dropdown menu to select a Payroll Rule (if any) associated with this Roster Time Off.

Exchange Status

This field is used in conjunction with the MICROSOFT EXCHANGE SERVER INTEGRATION feature.

The system automatically populates this read-only field with one of the following values as set by the interface with the Exchange Server:

• Sent
• Accepted
• Declined
• Tentative
• Rejected (Used if errors occur)

Exchange Date

This field is used in conjunction with the MICROSOFT EXCHANGE SERVER INTEGRATION feature.

The system automatically populates this read-only field with the date and time of the last update from the Exchange Server.

Exchange Result

This field is used in conjunction with the MICROSOFT EXCHANGE SERVER INTEGRATION feature.

The system automatically populates this read-only field with error or informational messages from the Exchange Server.

Exchange ID

This field is used in conjunction with the MICROSOFT EXCHANGE SERVER INTEGRATION feature.

The system automatically populates this read-only field with the unique identifier of events scheduled in the Exchange Server.

User / Date Added

The system automatically populates these two read-only fields with the logged-in user ID and system date/time when a new roster pattern is initially saved.

User / Date Changed

The system automatically populates these two read-only fields with the logged-in user ID and system date/time when changes to an existing roster pattern are saved.

Group / Group Description

This field has not been included on any of the Xytech Standard layouts, but it is available to be added to custom ones.

The system automatically populates these fields with the current resource’s default scheduling group, but you may manually change it to another group in which the resource is currently active.

Payback Date

This field works in conjunction with sites that implement custom personnel rules in conjunction with the PERSONNEL RULES feature. It has also not been included on any of the Xytech Standard layouts, but it is available to be added to custom ones.

This function allows schedulers to keep track of when resources work on scheduled days off and establish a date on which the resource can make up the missed day off. When a scheduled day off has been worked by a resource and the off type has been denoted as being a Pay Back Day, this field becomes active and  can have a date entered to indicate when the resource will make up the missed day off.

Payback Alert

This field works in conjunction with sites that implement custom personnel rules in conjunction with the PERSONNEL RULES feature. It has also not been included on any of the Xytech Standard layouts, but it is available to be added to custom ones.

Enter an e-mail address into this field to have an alert e-mail sent with details of the Payback Date.

Day of Year

This field has not been included on any of the Xytech Standard layouts, but it is available to be added to custom ones.

The system assigns a numeric value between 1 and 365 (366 in a leap year) to this read-only numeric field to show the day of the year for the current line item.

When a roster row’s dates/times change, the value in this field will automatically update accordingly.

If the Day of Year Baseline Field in the PREFERENCES – SCHEDULING WINDOW is set to Roster Proximity, any related order transactions that begin within 24 hours before or after the roster row’s Trx Begin Date/Time will also be updated.

ENTITLEMENTS AREA

This area is only applicable if you are using the PERSONNEL RULES functionality and the current scheduling resource represents an employee or other type of labor resource (i.e., the Labor Field is checked on the Identification Tab Page).

This area is (optionally) used to define a quantity of hours that the current scheduling resource is entitled to for a given date range and purpose.

The system will prevent entries in this area from overlapping by date for the specified Type Field value.

Windows Workflow Activities and rules can use this data should it be necessary, for example, to calculate if a given resource has or will consume more vacation or sick time then they are entitled to for a specific date range.

 

IMPORTANT!

The fields in this area do nothing in and of themselves and only serve to support activities and workflows that have been defined and then associated with the category or categories assigned to the PERSONNEL RULES SET selected in the Personnel Rules Area on the Identification Tab Page.

 

NOTES

• Many of the fields in this area will only be available based upon the value selected in the Entry Display Field in the ENTITLEMENT TYPES WINDOW for the entitlement type assigned to each entitlement line item (via the Type Field).
• If the Hours Remaining Field on an entitlement row is greater than zero, it is considered “open.”

Type

Use this required field’s drop-down list to define the type of entitlement. Values from this window are established in the ENTITLEMENT TYPES WINDOW.

 

IMPORTANT!

The value selected in this field controls which other fields are available on the current entitlement row based on the values selected in the Hours per Day, Days in a Week, and Entry Display Fields in the ENTITLEMENT TYPES WINDOW.

Additionally, the value(s) selected in the Taken Off Types Field for the entitlement type assigned to this field specify which types of off time will be calculated against it.

 

NOTE

The system will prevent entries in the Entitlements Area from overlapping by date for the specified Type Field value.

Start Date

Enter a date from when the entitlement shall apply in this required field.

End Date

Enter a date until when the entitlement shall apply.

This field will only be required if a subsequent entitlement entry is made for the same type, in which case the date range of each active row of the same type may not overlap. When the current record is saved, if an overlap condition is detected, the system will issue a message and prevent the save of the record until the overlap is corrected.

Hours Entitled

Enter the total number of hours (up to two decimal places) that are entitled for the date range defined in the Start Date and End Date Fields.

 

NOTES

• This field will only be enabled if the Type Field value on the current row has one of the Hours values assigned to the Entry Display Field in the ENTITLEMENT TYPES WINDOW.
• Entry of a value greater than the Hours in a Day Field value for the entitlement type assigned to the current entitlement row will update the Days Entitled Field value, if applicable based on the Entry Display Field value of the entitlement type.

• EXAMPLE 1

If the entitlement type assigned to the current entitlement line item has a value of Hours & Days in the Entry Display Field, and the Hours in a Day Field on the entitlement type has a value of 8, entering a value of 18 in this field will automatically update the row to show 2 in the Days Entitled Field and 2 in this field. The value of 18.00 will be stored in the Total Hours Entitled Field on the current row.

• EXAMPLE 2

If the entitlement type assigned to the current entitlement line item has a value of Hours Only in the Entry Display Field, entering an 18 in this field will remain 18.00.

Days Entitled

This field has not been included on the standard layouts, but it is available to be added to custom ones.

Enter the total number of days (whole number) that are entitled for the date range defined in the Start Date and End Date Fields.

 

NOTES

• This field will only be enabled if the Type Field value on the current row has one of the Days values assigned to the Entry Display Field in the ENTITLEMENT TYPES WINDOW.
• Entry of a value greater than the Days in a Week Field value for the entitlement type assigned to the current entitlement row will update the Weeks Entitled Field value, if applicable based on the Entry Display Field value of the entitlement type.

• EXAMPLE 1

If the entitlement type assigned to the current entitlement line item has a value of Days & Weeks in the Entry Display Field, the Hours in a Day Field on the entitlement type has a value of 8, and the Days in a Week Field has a value of 5, entering a value of 13 in this field will automatically update the row to show 2 in the Weeks Entitled Field and 3 in this field. The value of 104.00 will be stored in the Total Hours Entitled Field on the current row.

• EXAMPLE 2

If the entitlement type assigned to the current entitlement line item has a value of Days Only in the Entry Display Field, entering an 13 in this field will remain 13.00.

Weeks Entitled

This field has not been included on the standard layouts, but it is available to be added to custom ones.

Enter the total number of weeks (whole number) that are entitled for the date range defined in the Start Date and End Date Fields.

 

NOTE

This field will only be enabled if the Type Field value on the current row has one of the Weeks values assigned to the Entry Display Field in the ENTITLEMENT TYPES WINDOW.

Active

Controls if an entitlement is available for use when determining personnel rule penalties.

Note

Click into this note field to enter a plain-text note associated with the current line item.

Hours Paid

This field has not been included on the standard layouts, but it is available to be added to custom ones.

Enter the total number of hours (up to two decimal places) that have been paid toward the current entitlement row.

 

NOTE

This field will only be enabled if the Type Field value on the current row has one of the Hours values assigned to the Entry Display Field in the ENTITLEMENT TYPES WINDOW.

Hours Taken

This field has not been included on the standard layouts, but it is available to be added to custom ones.

This read-only field is calculated to display a value (up to two decimal places) based on the bookings created for the current scheduling resource during the period encompassed by the defined date range for the current entitlement line item. Only bookings that match the off types assigned to the Taken Off Types Field of the entitlement type linked to the current line item will be taken into account when calculating the value that displays in this field.

OFF TYPES may be set up as days or hours via the Day Field on the Off Types Setup Window.

• If the off type is set up as representing a day (i.e., the Day Field is checked), the booking will use the Hours in a Day Field value defined by the entitlement type assigned to the row, regardless of the actual duration of the booking. (The Day Sched Unit Field value for an off type does not directly factor in this calculation.)
• If the off type is set up for hours (i.e., the Day Field is unchecked), the Sched Unit Field value of the booking will be used in the calculation. (The Day Sched Unit Field value for an off type does not directly factor in this calculation.)

 

EXAMPLE

An entitlement line item is created for a scheduling resource that spans an entire year, is linked to an entitlement type called Sick Time, and has an Hours Entitled Field value of 80. The Sick Time entitlement type is set up with an Hours in a Day Field value of 8.

• During that year, three (3) sick days and 28 sick hours are booked for the resource with an off type linked to the entitlement type via the Taken Off Types Field in the ENTITLEMENT TYPES WINDOW.
• In calculating the value that appears in this field, the system multiplies three (3) sick days by the entitlement type’s Hours in a Day Field value of 8:

3 sick days × 8 hours in a day = 24 hours

• The system then adds the sick hours to this value to define what displays in this field:

24 hours + 28 hours = 52 hours taken

 

IMPORTANT!

Bookings that apply to an entitlement row will only count once per each booking’s begin date. As such, if a vacation is booked from Monday 8 a.m. to Friday 5 p.m., the entitlement calculation will only count the booking once for Monday and only for the Hours in a Day Field value of the entitlement type assigned to the row. To calculate multiple days, one booking must be created per day.

 

NOTE

This field will only display a value if the Type Field value on the current row has one of the Hours values assigned to the Entry Display Field in the ENTITLEMENT TYPES WINDOW.

Hours Remaining

This field has not been included on the standard layouts, but it is available to be added to custom ones.

This read-only field displays the calculated result of the Hours Entitled Field value minus the Hours Taken Field value plus the Hours Paid Field value.

Hours Entitled – (Hours Taken + Hours Paid)

NOTES

• This field will only display a value if the Type Field value on the current row has one of the Hours values assigned to the Entry Display Field in the ENTITLEMENT TYPES WINDOW.
• If this field is greater than zero, the current entitlement row is considered “open.”

Days Paid

This field has not been included on the standard layouts, but it is available to be added to custom ones.

Enter the total number of days (whole number) that have been paid toward the current entitlement row.

 

NOTE

This field will only be enabled if the Type Field value on the current row has one of the Days values assigned to the Entry Display Field in the ENTITLEMENT TYPES WINDOW.

Days Taken

This field has not been included on the standard layouts, but it is available to be added to custom ones.

This read-only field displays a whole number calculated from the Hours Taken Field value (which may or may not be displayed based on the Entry Display Field value of the entitlement type assigned to the row). Any fractional amounts will be rounded up or, if the entitlement type allows for hours in the Entry Display Field, displayed in the Hours Taken Field as hours based on the Hours in a Day Field value on the entitlement type.

 

EXAMPLE 1 – HOURS ALLOWED

An entitlement line item is created for a scheduling resource that spans an entire year, is linked to an entitlement type called Vacation, and has a Days Entitled Field value of 25. The Vacation entitlement type is set up with an Hours in a Day Field value of 8 and an Entry Display Field value of Hours & Days.

• During that year, 14 vacation days and 10 vacation hours are booked for the resource with an off type linked to the entitlement type via the Taken Off Types Field in the ENTITLEMENT TYPES WINDOW.
• In calculating the interim Hours Taken Field value (which is not displayed), the system multiplies 14 vacation days by the entitlement type’s Hours in a Day Field value of 8:

14 vacation days × 8 hours in a day = 112 hours

• The system then adds the 10 vacation hours to this value to define the total number of hours taken:

112 hours + 10 hours = 122 hours taken

• Finally, the system uses the interim hours taken value and divides it by the entitlement type’s Hours in a Day Field value of 8:

122 hours ÷ 8 hours = 15.25 days

• The whole number of the result is used as the Days Taken Field value and the fractional amount of 0.25 is multiplied by the Hours in a Day Field value of 8 (0.25 × 8 = 2) to determine the Hours Taken Field value. The values in the Hours Taken and Days Taken Fields display as follows:

Hours Taken = 2, Days Taken = 15

 

EXAMPLE 2 – ROUND UP FRACTIONAL AMOUNTS

An entitlement line item is created for a scheduling resource that spans an entire year, is linked to an entitlement type called Vacation, and has a Days Entitled Field value of 25. The Vacation entitlement type is set up with an Hours in a Day Field value of 8 and an Entry Display Field value of Days Only.

• During that year, 14 vacation days and 10 vacation hours are booked for the resource with an off type linked to the entitlement type via the Taken Off Types Field in the ENTITLEMENT TYPES WINDOW.
• In calculating the interim Hours Taken Field value (which is never displayed), the system multiplies 14 vacation days by the entitlement type’s Hours in a Day Field value of 8:

14 vacation days × 8 hours in a day = 112 hours

• The system then adds the 10 vacation hours to this value to define the total number of hours taken:

112 hours + 10 hours = 122 hours taken

• Finally, the system uses the interim hours taken value and divides it by the entitlement type’s Hours in a Day Field value of 8:

122 hours ÷ 8 hours = 15.25 days

• The system rounds up this result and displays the Days Taken Field value as follows:

Days Taken = 16

 

EXAMPLE 3 – DAYS & WEEKS

An entitlement line item is created for a scheduling resource that spans an entire year, is linked to an entitlement type called Vacation, and has a Days Entitled Field value of 25. The Vacation entitlement type is set up with an Hours in a Day Field value of 8, a Days in a Week Field value of 5, and an Entry Display Field value of Days & Weeks.

• During that year, 14 vacation days are booked for the resource with an off type linked to the entitlement type via the Taken Off Types Field in the ENTITLEMENT TYPES WINDOW.
• In calculating the value that appears in this field and in the Weeks Taken Field, the system divides the 14 vacation days by the entitlement type’s Days in a Week Field value of 5:

14 days ÷ 5 days = 2.8 weeks

• The whole number of the result is used as the Weeks Taken Field value and the fractional amount of 0.8 is multiplied by the Days in a Week Field value of 5 (0.8 × 5 = 4) to determine the Days Taken Field value. The values in the Days Taken and Weeks Taken Fields display as follows:

Days Taken = 4, Weeks Taken = 2

 

NOTE

This field will only be enabled if the Type Field value on the current row has one of the Days values assigned to the Entry Display Field in the ENTITLEMENT TYPES WINDOW.

Days Remaining

This field has not been included on the standard layouts, but it is available to be added to custom ones.

This read-only field displays the calculated result of the Days Entitled Field value minus the Days Taken Field value plus the Days Paid Field value.

 

NOTE

This field will only display a value if the Type Field value on the current row has one of the Days values assigned to the Entry Display Field in the ENTITLEMENT TYPES WINDOW.

Weeks Paid

This field has not been included on the standard layouts, but it is available to be added to custom ones.

Enter the total number of weeks (whole number) that have been paid toward the current entitlement row.

 

NOTE

This field will only be enabled if the Type Field value on the current row has one of the Weeks values assigned to the Entry Display Field in the ENTITLEMENT TYPES WINDOW.

Weeks Taken

This field has not been included on the standard layouts, but it is available to be added to custom ones.

This read-only field displays a whole number calculated from the Hours Taken Field value (which may or may not be displayed based on the Entry Display Field value of the entitlement type assigned to the row). Any fractional amounts will be rounded up or, if the entitlement type allows for hours and/or days in the Entry Display Field, displayed in the Hours Taken and/or Days Take Fields as hours/days based on the Hours in a Day Field value on the entitlement type.

 

EXAMPLE 1 – HOURS ALLOWED

An entitlement line item is created for a scheduling resource that spans an entire year, is linked to an entitlement type called Vacation, and has a Weeks Entitled Field value of 5. The Vacation entitlement type is set up with an Hours in a Day Field value of 8, a Days in a Week Field value of 5, and an Entry Display Field value of Hours, Days & Weeks.

• During that year, 18 vacation days and 10 vacation hours are booked for the resource with an off type linked to the entitlement type via the Taken Off Types Field in the ENTITLEMENT TYPES WINDOW.
• In calculating the interim Hours Taken Field value (which is not displayed), the system multiplies 18 vacation days by the entitlement type’s Hours in a Day Field value of 8:

18 vacation days × 8 hours in a day = 144 hours

• The system then adds the 10 vacation hours to this value to define the total number of hours taken:

144 hours + 10 hours = 154 hours taken

• The system uses the interim hours taken value and divides it by the entitlement type’s Hours in a Day Field value of 8:

154 hours ÷ 8 hours = 19.25 days

• Finally, the system uses the number of days and divides it by the entitlement type’s Days in a Week Field value of 5:

19.25 days ÷ 5 days = 3.85 weeks

• The whole number of the result is used as the Weeks Taken Field value and the fractional amount of 0.85 is multiplied by the Days in a Week Field value of 5 (0.85 × 5 = 4.25) to determine the Days Taken Field value (whole number). The fractional amount of 0.25 is multiplied by the Hours in a Day Field value of 8 (0.25 × 8 = 2) to determine the Hours Taken Field value. The values in the Hours Taken, Days Taken, and Weeks Taken Fields display as follows:

Hours Taken = 2, Days Taken = 4, Weeks Taken = 3

 

EXAMPLE 2 – ROUND UP FRACTIONAL AMOUNTS

An entitlement line item is created for a scheduling resource that spans an entire year, is linked to an entitlement type called Vacation, and has a Days Entitled Field value of 25. The Vacation entitlement type is set up with an Hours in a Day Field value of 8 and an Entry Display Field value of Days Only.

• During that year, 14 vacation days and 10 vacation hours are booked for the resource with an off type linked to the entitlement type via the Taken Off Types Field in the ENTITLEMENT TYPES WINDOW.
• In calculating the interim Hours Taken Field value (which is never displayed), the system multiplies 14 vacation days by the entitlement type’s Hours in a Day Field value of 8:

14 vacation days × 8 hours in a day = 112 hours

• The system then adds the 10 vacation hours to this value to define the total number of hours taken:

112 hours + 10 hours = 122 hours taken

• Finally, the system uses the interim hours taken value and divides it by the entitlement type’s Hours in a Day Field value of 8:

122 hours ÷ 8 hours = 15.25 days

• The system rounds up this result and displays the Days Taken Field value as follows:

Days Taken = 16

 

EXAMPLE 3 – DAYS & WEEKS

An entitlement line item is created for a scheduling resource that spans an entire year, is linked to an entitlement type called Vacation, and has a Days Entitled Field value of 25. The Vacation entitlement type is set up with an Hours in a Day Field value of 8, a Days in a Week Field value of 5, and an Entry Display Field value of Days & Weeks.

• During that year, 14 vacation days are booked for the resource with an off type linked to the entitlement type via the Taken Off Types Field in the ENTITLEMENT TYPES WINDOW.
• In calculating the value that appears in this field and in the Weeks Taken Field, the system divides the 14 vacation days by the entitlement type’s Days in a Week Field value of 5:

14 days ÷ 5 days = 2.8 weeks

• The whole number of the result is used as the Weeks Taken Field value and the fractional amount of 0.8 is multiplied by the Days in a Week Field value of 5 (0.8 × 5 = 4) to determine the Days Taken Field value. The values in the Days Taken and Weeks Taken Fields display as follows:

Days Taken = 4, Weeks Taken = 2

 

NOTE

This field will only be enabled if the Type Field value on the current row has one of the Weeks values assigned to the Entry Display Field in the ENTITLEMENT TYPES WINDOW.

Weeks Remaining

This field has not been included on the standard layouts, but it is available to be added to custom ones.

This read-only field displays the calculated result of the Weeks Entitled Field value minus the Weeks Taken Field value plus the Weeks Paid Field value.

 

NOTE

This field will only display a value if the Type Field value on the current row has one of the Weeks values assigned to the Entry Display Field in the ENTITLEMENT TYPES WINDOW.

Total Hours Entitled

This field has not been included on the standard layouts, but it is available to be added to custom ones.

This read-only field displays the total hours stored in the database for the Hours Entitled, Days Entitled, and Weeks Entitled Fields per entitlement row. The calculation of the total hours that displays in this field will take into account the Hours in a Day and Days in a Week Field values of the entitlement type assigned to the current line item.

 

NOTE

This field will always display a value regardless of the Entry Display Field value assigned to the entitlement type linked to the current entitlement line item.

Total Hours Paid

This field has not been included on the standard layouts, but it is available to be added to custom ones.

This read-only field displays the total hours stored in the database for the Hours Paid, Days Paid, and Weeks Paid Fields per entitlement row. The calculation of the total hours that displays in this field will take into account the Hours in a Day and Days in a Week Field values of the entitlement type assigned to the current line item.

 

NOTE

This field will always display a value regardless of the Entry Display Field value assigned to the entitlement type linked to the current entitlement line item.

 

 

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