Multiple Assignments
An assignment is a "role" an employee has within an organization that can have different person record attribute values than their other assignments. For example, a student at a university can work several jobs on campus, such as Pool Lifeguard, Dining Hall Server, or Tutor. An assignment can be configured for each of these jobs, with a unique reports-to manager for each, as well as other unique person record attributes.
Some of the benefits of creating an assignment for each "role" include:
- Paying employees correctly for the assignments they work. A base wage and base work rule can be set for each assignment, as well as many other person record attributes. All assignments are contained within the employee's person record but each assignment has a unique person record ID, which can help map the assignment to payroll.
- Simplifying transfers. When assignments are scheduled they are pre-selected for employees when they punch The entries on a timecard that mark the beginning (in-punch) or end (out-punch) of a work interval, such as the beginning of a shift or transfer. or enter time in their timecard (or the assignment can be selected if needed). Also, since each assignment has its own job transfer set, the list of jobs an employee can select from when transferring is specific to the scheduled (or selected) assignment.
Multiple assignment employees have one timecard and one schedule. For all of the time an employee works, and each shift they are scheduled for, the assignment is indicated (or can be selected) in the timecard and schedule. Employees take time-off against their various assignments, and the time-off requests Request subtypes that employees use to request time off for vacation, illness or recovery, appointments, personal time, or other absences. Time-off requests can be configured to support many different employment scenarios. go to the reports-to manager of the assignment selected in the request.
How does an assignment compare to a job (job transfer)?
- Jobs are assigned to locations on the Business Structure Represents the logical structure of an organization as it concerns staffing. It contains the locations and jobs to which an employee may be assigned.. Employees can work in one or more "Location Jobs" (the combination of a job with its location on the Business Structure) that are either their primary job or within their employee job transfer set. Jobs are not unique to employees.
- Assignments are unique to an employee and are defined within the employee's person record. Because an assignment is created within the person record, it has attributes that a job does not have, such as a base wage, employment terms Legal contracts between employer and employee. When scheduled to work hours differ from the hours in their contract, the pay rules of the employees determine the impact on pay., transfer sets, reports-to manager, and so on.
- Once an employee is a multiple-assignment employee, they are always a multiple-assignment employee. This is so that historical data can be preserved (viewing assignment history, totals history, and so on). Multiple assignment employees that only have one active assignment do not need to select an assignment when punching or entering time on their timecard. The assignment field appears, but has the active assignment selected and cannot be edited.
- Only one assignment can be assigned per shift. If an employee works two different assignments in one day, they must be separate shifts (for example, 8-12 for assignment 1 and 12-4 for assignment 2).
For information on configuring multiple assignments, see Configure multiple assignments.
Working with multiple assignments
When multiple assignments are configured, there are many areas in the system where you can work with those assignments. This topic provides a brief overview of those areas.
Timecard
There are many areas of the timecard where you will see assignment information, be able to select an assignment, or configure assignment specific options.
- Hourly Timecard The type of timecard used by employees who punch in and out several times each day. — When an employee has multiple assignments, an Assignment column appears in the timecard to indicate the assignment the time worked belongs to. Assignments are listed according to the schedule or can be selected if the time is unscheduled or a change needs to be made.
- Project view timecard —When an employee or manager adds a new project, they can select the assignment the project belongs to. The assignment name is prefixed to the project name in the timecard's Project column.
- Transfers — When performing a transfer, the assignment name is listed in the Transfer panel and the available transfers are those for the job transfer set configured for the assignment.
- Add-ons — The Assignment column is available in the Totals, Historical Corrections Edits that occur after timecards are approved and signed-off., Target Hours The difference between actual and target hours for employees who work according to employment terms. Example: A contract employee is paid for the target 40 hours a week even if they work fewer or more actual hours., and Audits tabs (if the add-ons have been configured to include the column in the Timecard Add-On Profile settings). The Totals add-on also has an option called “Assignment Grouping” that shows the Assignment column and groups assignments together.
Note: The assignment is only selected for the first span of a shift. For all subsequent spans that have the same assignment, the Assignment cell is blank.
Timecard configuration and notifications:
- Timecard Settings — You can choose to show or hide inactive or terminated assignments in the timecard using the Show Inactive Assignments in Timecard option. Note that for managers that need to edit time for these assignments, they must also have the Edit non-active days in Timecard Editor FACP set to allowed.
- You can also show, hide, or rearrange the Assignment column in the Totals, Historical Corrections, Target Hours, and Audits tabs.
- The Disable ability to perform assignment selection FACP is available if you need to prevent assignment selection in the timecard. The default value is Disallowed, which allows assignment selection in the timecard. If the value is changed to Allowed, then assignments cannot be selected in the timecard.
- Notifications — There is a custom tag called Assignment that can be included in a notification to include the assignment name.
Note: There are two FACPs for Disable ability to perform assignment selection, one for employees and one for managers. The employee FACP is located under Employee > Multiple Assignments, and the manager FACP is located under Manager - Department Manager > Multiple Assignments.
Schedule
In the Schedule Planner, several areas display the assignment information for multiple assignments employees.
Note: In Scheduling, an employee's default assignment is determined as the highest ranked assignment that the logged-in manager has access to through the organizational set in their Employee Group, based on the selected location.
Assignment Display and Selection
- Add Shift and Edit Shift sliders — You can select the assignment for the shift from the Assignment drop-down. When adding a shift, the employee's default assignment is pre-selected. When editing a shift, the assignment associated with the shift is pre-selected.
- Add Paycode A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick. and Edit Paycode sliders — You can select the assignment that the paycode is to be applied to from the Assignment drop-down. When adding a paycode, the employee's default assignment is pre-selected. When editing a paycode, the assignment associated with the shift is pre-selected.
- Add Leave Time slider — You can select the assignment for the leave time from the Assignment drop-down. The employee's default assignment is pre-selected.
- Enter Time Off slider — You can select the assignment for the time-off request from the Assignment drop-down. When you select Enter Time Off from the employee glance (also known as a contextual callout) Provides information and actions in a dialog box for an item on the screen when the user right-clicks or taps the item. or the day glance, the employee's default assignment is pre-selected. When you right-click a shift to enter time off, the assignment associated with the shift is pre-selected.
- Lock and Unlock sliders — Displays the employee's default assignment. No job or assignment information displays if multiple employees are selected.
- Insert Shift Transfer Shift defined with a different job, work rule, payer cost center, or labor category, that is not the employee's primary one slider — Displays the employee's default assignment.
- Schedule Pattern Defines a repeating pattern of shifts, paycodes, and availability that is assigned to one or more employees for a specific time span. — You can select the assignment for the schedule pattern from the Assignment list. The employee's default assignment is pre-selected.
- Override Availability — Displays the employee's default assignment for the selected day. Availability is applied at the employee-level and is not associated with a specific assignment.
- Employee glance — Displays the employee's default assignment.
- Day glance — Displays the employee's assignment associated with the schedule entity.
Schedule Groups
When adding an employee to a Schedule Group Assembles employees who share schedules or any other work characteristics. using the Add to Group slider, managers can select the employee's assignment to add. Inheritance uses the assignment linked to the Schedule Group. A Schedule Group cannot include more than one of an employee's assignments; however, each assignment can be added to multiple Schedule Groups.
Employment Terms
When assigning an employee to an Employment Terms using the Employment Terms slider, managers can select the employee's assignment to assign. Inheritance uses the assignment linked to the Employment Terms. An employee's assignment can only be assigned to one Employment Terms in a given date range; however, each of an employee's assignments can be assigned to different Employment Terms.
Two Scheduling access control points — Assign Employment Terms and Unassign Employment Terms — control the manager's ability to assign Employment Terms.
Audit Add-on
The Assignment column in the Schedule Audit displays the employee's assignment associated with the transaction.
Dataview columns
Data for assignment-specific attributes is populated using the employee's default assignment.
Quick Actions
When an entity is added to the schedule using Quick Actions A tool that allows simple schedule edits to be made more easily, particularly when the same action must be taken on several items, the system uses the employee's default assignment.
Visual Cue
In the Schedule Planner, days are shaded gray for multiple assignment employees when:
- their default assignment is inactive
- they have no eligible assignment on that day — all assignments are either terminated, inactive, or have not yet started
Employee Self Service
Several components related to Employee Self Service have been updated to support multiple assignments employees.
- My Calendar and My Time Off tile A container that provides navigation or action from its summary view. — Employees configured with the appropriate FAP can use the Assignment drop-down to choose an assignment when submitting a time-off request; available request subtypes Classifications of schedule requests from employees. are updated based on the selected assignment.
- Time-off requests can be routed to the reports-to manager associated with the assignment.
- My Calendar — Events tab entries include assignment and associated job and location information.
- Location Schedule — Includes an Assignment drop-down that filters the available jobs and locations based on the job transfer set associated with the selected assignment.
- Reviewer List — These fields used to define steps in a reviewer list for request notification are assignments-aware to support multiple assignments employees:
Manager — When you specify the manager as a step reviewer, the system matches against the reports-to manager of the assignment associated with the employee's request (and not the reports-to manager associated with the employee).
Filter By Submitter — If you use a symbolic reviewer (like Time Off Approver, for example) with Filter By Submitter, managers who can review a request are restricted to those with the Time Off Approver attribute who have access to the primary job specified in the employee’s assignment in their employee group.
- Visibility Period The time period during which specified open shifts are visible to specified employees. — To support multiple assignments, if the Hyperfind A search engine that filters and selects groups of employees through queries that specify conditions or locations (criteria). query you use to create a visibility period uses a condition based on the value of an assignment attribute (the reports-to manager or a custom field, for example), employees with assignments containing a matching attribute value are added to the set of eligible employees displayed in the submission period. The submission period in both the preview and calendar view shows assignment information for multiple assignments employees below the start and end dates and times.
See Request Time Off from My Calendar and Show the Location Schedule for more information.
Attestation
Several Attestation The act of confirming or attesting that something is true. For example, when punching out, users may need to attest that they took their meal breaks. components have been updated to support multiple assignments employees.
- The Punch tile and Quick Time Stamp (QTS) can be configured to display the Assignments drop-down, allowing the employee to change the current assignment before punching. Behavior of both of these components varies slightly for Attestation and non-Attestation employees. See Punch tile and Quick Time Stamp for more information.
- Attestation buttons can be configured to allow the employee to select the assignment, or to use the schedule or primary assignment.
- Attestation workflow models have been updated to ensure that any meal deducts, bonuses, or pay code edits that result from answered Attestation questions are applied to the correct assignment.
Dataviews
Dataviews A configurable tool for analyzing data and taking actions on a group of employees or an organization. can include multiple assignment data using the Assignment entity. The Assignment entity provides the ability to show employee assignment configuration, as well as timekeeping and scheduling data transactions.
Note: When including assignment data in a Dataview, a best practice is to include the “Assignment name” column in the Dataview.
For more information on the Assignment entity, see the Data Dictionary help.
Group edits
Group edits Changes made to more than one employee record at a time, for example, add or delete a paycode or punch to a group of timecards. can be made for multiple assignment employees from a Dataview. Edits that are supported include Add Punch, Delete Punch, Add Paycode, and Delete Paycode.
For more information see Use the toolbar to perform actions in Work with Dataviews.
Hyperfinds
Hyperfinds supports Multiple Assignments with the following Hyperfind conditions that can be added to Hyperfind Queries:
- Assignment Name — This Hyperfind condition searches for people who have specific assignments.
- Multiple Assignments — This Hyperfind condition searches for people who have multiple assignments.
- Assignment Hire Date — With this condition, you define a date and the search returns people whose assignment hire date is on, on or before, or on or after this date.
For more information see, Hyperfind conditions
UDM
UDM Universal Device Manager manages the configuration of terminals and communication with the system. only supports Multiple Assignments with specific Online Transactions. Supported Online Transactions include:
- Attestation Punching
- Attestation Missed Punch Workflows
- Online Transfers
- Time Off Requests
Employees configured for Multiple Assignments will be prompted to choose an assignment for the Attestation Punch, Online Transfer, or Time Off Request they are submitting at the beginning of each workflow.
UDM does not support local transactions for Multiple Assignments. Downloaded transfer sets are based on each employee's Primary Assignment. Punches are sent to WFM and will go against the Scheduled Assignment. If no assignment is scheduled, the punch will go against the Primary Assignment.