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Load Schedule Process

This process is only available if the Enable Load Schedule Field has been checked in the PREFERENCES – TIME CARD WINDOW.

This section details how users and/or individual employees can use the load schedule process to automatically enter items on the STANDARD ACTIVITY TAB PAGE. The items that the system loads are:

Roster Patterns
Off Time Events
Work Order Transactions
Quick Holds

The date range the system uses for loading these items is based on:

The Begin/End date range you specify in the Load Schedule Window – and –
The overall date range for the batch record. This means that you can use the window to specify a range of only one day or multiple days as long as it doesn’t exceed the date range for the batch record.

IMPORTANT!

To use this feature for one or more employees linked to the current time card batch record, you must link a scheduling resource to each employee by assigning a value to the Employee ID Field on the IDENTIFICATION TAB PAGE of the Scheduling Resource Maintenance Application and the employees’ resources must also belong to a scheduling group.
- For the loading of order transactions, there must be a value in the Time Card Activity Fields of the Group Billing, Resources, and Identification Tab Pages of the SCHEDULING GROUP MAINTENANCE APPLICATION depending on which feature you are using. (You must assign a value to the Time Card Activity Field on the IDENTIFICATION TAB PAGE or the RESOURCES TAB PAGE.. The Resource Activity, if it exists, will override the Group’s Activity) .) Additionally, transactions will only be loaded if the Phase Field value assigned to them has the Time Card Load Schedule Field checked in the PHASES SETUP WINDOW. Finally, if you assign a billable activity to one or more of these tab pages, you must also assign a billing code on the tab page. (A transaction will load even if it is not linked to a billing code itself, but the activity assigned to the scheduling group / resource on the transaction has been linked to a billing code in the TIME CARD ACTIVITIES WINDOW. Refer to step 3, item 3 for the hierarchy in which the system uses to assign an activity – and thus its billing code – to a loaded transaction.)
- For the loading of roster patterns and off times, there must be a value in the Time Card Activity Field of the associated OFF TYPE and the off type must have the Load Time Card Field checked.
- For the loading of roster patterns and off times, there must be a value in the Quick Hold TC Activity Field of the EMPLOYEE’S PROFILE or the Default Quick Hold TC Field on the PREFERENCES – TIME CARD WINDOW. If neither of these fields have default values, no activity row will be loaded for the corresponding quick hold roster item(s).
The Load Schedule Actions Button command only loads the schedule of the employee(s) selected on the EMPLOYEES TAB PAGE. If you want to load multiple schedules, use the Shift + click or Ctrl + click method to selected employees and then choose the Load Schedule Actions Button command.

Select one or more employees from the EMPLOYEES TAB PAGE of a time card batch and then the Load Schedule Actions Button command. The Load Schedule Window opens.
- If you’ve selected one employee on the EMPLOYEES TAB PAGE, the read-only Employee Field will display that selected employee:
- If you select more than one employee (via the Shift + click or Ctrl + click methods) on the EMPLOYEES TAB PAGE, the system displays the value Multiple in the Employee Field:
Enter the desired date range.
- The values in the Begin / End Date Fields default according to the value selected in the Load Dates As Field in the PREFERENCES – TIME CARD WINDOW. The preference field value of Current Date or Batch End Date prompts the system to default in both fields the current date if it is within the time card batch range or the end date of the batch if it is after the batch range; the Current Date or Batch Begin Date value sets both fields to the current date if it is within the time card batch range or the begin date of the batch if it is after the batch range; and the Batch Range value prompts the system to default the Begin Date Field of the Load Schedule Window to the begin date of the time card batch and the End Date Field to the end date of the batch. You can change the default dates as needed.
- The range you establish in these two fields must be within the established date range for the batch record.
Activate the Save & Close Button.
- This step prompts the system to load the appropriate (available) values from order transactions that fall within the designated date range along with roster patterns and off time events established in the SCHEDULING RESOURCE MAINTENANCE APPLICATION.

IMPORTANT!

The system will only load those transactions, rosters, off times, and quick holds that can be automatically linked to an ACTIVITY on the time card batch. Following is a hierarchy of where the system looks for default activities based on the type of item loaded:

If the system is generating activity lines from quick holds, it will first look to the activity set in the Quick Hold TC Activity Field of the EMPLOYEE’S PROFILE. If that field does not have a value, the system uses the one in the Default Quick Hold TC Field on the PREFERENCES – TIME CARD WINDOW. If neither of these fields have default values, no activity row will be loaded for the corresponding quick hold roster item(s). (Similar functionality applies when applying the Use This command in the WebView Time Card Module.)
If the system is generating activity lines from rosters or times off, it will look to the activity assigned to the associated OFF TYPE.
If the system is generating activity lines from order transactions (bookings), it tries to obtain activities in the following order:
1. Use the value from the Time Card Activity Field of the Scheduling Group Maintenance Application’s GROUP BILLING TAB PAGE for the scheduling group whose group code and group billing values match those on the transaction.
2. Use the value from the Time Card Activity Field of the Scheduling Group Maintenance Application’s RESOURCES TAB PAGE for the scheduling group whose group code and scheduling resource values match those on the transaction.
3. Use the value from the Time Card Activity Field of the Scheduling Group Maintenance Application’s IDENTIFICATION TAB PAGE for the scheduling group whose group code value matches the transaction’s.

NOTE:

A transaction will load even if it (or the scheduling group / resource assigned to it) is not linked to a billing code itself, but the activity loaded to the time card batch according to the above hierarchy has been assigned a billing code in the TIME CARD ACTIVITIES WINDOW.

If a default activity value is not available in any of the above scenarios, the system will not load those items.

Example Loaded Schedule in Activities Area – Standard Activity Tab Page

ADDITIONAL NOTES:

Order records and/or transactions that have been set to a PHASE FIELD value that has a Phase Type Field value of Void assigned to them will not be included in the Load Schedule process.
Transactions that have been assigned phases that do not have the Time Card Load Schedule Field checked in the PHASES SETUP WINDOW will not be included in the Load Schedule process.
If you use the Load Schedule command multiple times, the system only copies newly created roster and off-time events (i.e., work order transactions, roster time, on time, other times off) that have yet to be loaded to the current time card batch, thus avoiding the possibility of creating duplicate activity items in the batch record. Using the command multiple times will not update or recalculate existing activity line items even if the events have been changed (e.g., a transaction is modified on a work order).
If a particular work order transaction has a Qty Field value of 0 (zero), but the Sched Unit Field has a value greater than 0 (zero), the system will create an activity item during the load schedule process. This activity item will have the Begin and End Time Fields set to 0:00, but the Hours Field value will be set to match the Sched Unit Field value.
If both the Qty and Sched Unit Fields on the work order transaction have values of 0 (zero), the system will not add an activity line during the load schedule process.
Activity items that load from roster patterns and off time events are editable.
Roster items will load according to the Time Card Activity Field value assigned to the off type linked to each roster item. (Off types and associated activities are established in the Scheduling Module’s OFF TYPES SETUP WINDOW.) If no activity has been assigned to the off type, the roster item will load with the activity defined in the Roster On Time Activity Field on the PREFERENCES – TIME CARD WINDOW. If no preference has been defined, the roster item will not load at all.
- Similarly, if the off type linked to a roster item does not have the Load Time Card Field checked in the OFF TYPES SETUP WINDOW, the roster item will not be loaded. This overrides the existing Roster On Time Activity Field in the PREFERENCES – TIME CARD WINDOW. Even if the preference has a value, if the Load Time Card Field is not checked for the off type linked to a scheduling item, the booking will not create an activity row.
If work order transactions, quick holds, or other time off transactions exist for the employee, these will load into the time card batch first. If any time remains defined in a roster pattern that is not also defined in a work order, quick hold, or other time off, the remaining time will load according the activities defined for the off type linked to each roster item or in the PREFERENCES – TIME CARD WINDOW.
If a roster includes a roster day off (RDO, i.e., the off type assigned to the roster has a Purpose Field value of Roster Day Off) and the off type assigned to the day off has a value in the Time Card Activity Field of the OFF TYPES SETUP WINDOW, that RDO will load into the time card batch as an activity item. This may be helpful if you want to record all resource on and off time within the Time Card Batch Application.
- Additionally, if the system detects any roster bookings that are RDOs that should be loaded as an activity item, then only a single activity line will be loaded into a time card batch for the booking for the begin date. Regardless of any end date / time data that might be recorded for the roster, only the one activity will load. (The calculation of the Hours Field value for the single activity will be based on the beginning and end dates / times.)
If the system detects an off time event during the load schedule process that is identical to one that already exists on the Activity Tab Page, the system will not duplicate the event as part of the process.
Activity items that load from work order transactions are editable, although the job/order/billing code information associated with them is not.
The roster pattern times allotted for meals carry over to the Standard and Time Log Activity Tab Pages but the times allotted breaks do not.
If meals / breaks are added to transactions, the Load Schedule process will load those field values when creating activity rows. (Existing activity rows that link to transactions will not be updated when the Load Schedule process is run.)
If you are using the ACTIVITY CLASSES functionality, the standard Load Schedule process will not be affected. Neither the Restrict to Class Field on an ACTIVITY nor an activity class will stop the loading of an activity onto a time card batch record. However, once the activity row is created on the batch, if the employee tries to change the Activity Field value, the employee may only select from a list filtered by the unchecked Restrict to Class Field values and those activities assigned to the employee’s activity classes.
If you are using Payroll Rules, when a roster items is loaded, the roster will be split into multiple activities if one or more transactions are found to occupy a portion of time within the roster. This is necessary so that the system properly calculates payroll distributions for the roster- and order-related time.
- EXAMPLES:
- 1. An employee’s roster is scheduled from 8 am to 4 pm and a transaction is scheduled for the employee from 11 am to 2 pm. During the Load Schedule process, activities are generated as follows:
  - Roster: 8 am to 11 am
  - Transaction: 11 am to 2 pm
  - Roster: 2 pm to 4 pm
- 2. An employee’s roster is scheduled from 8 am to 4 pm and a transaction is scheduled for the employee from 7 am to 4 pm. During the Load Schedule process, activities are generated as follows:
  - Transaction: 7 am to 4 pm
  - A roster activity is not loaded because the transaction consumed the roster’s range.
When updating activities that are linked to rosters and Payroll Rules are not being used, values from an activity will flow to the roster. However, when personnel rules and payroll transactions are in use, the activity will no longer update the roster because this functionality results in a one-to-many relation.