Volunteer to Work or Leave Early

This feature uses the Global Time-Off Request 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. framework. Here's how it works:

1. From the Main Menu, the employee goes to My Requests and selects Volunteer to Work or Volunteer to Leave.
2. When the Volunteer to Work or Volunteer to Leave panel opens, the employee selects the date, enters the requested hours, and clicks Volunteers to Work or Volunteers to Leave. A notification is sent to the employee's manager.
3. The manager reviews the notification, then opens the Schedule Planner and uses the same approval process as regular time-off requests:
   1. Reviews all employees who have volunteered.
   2. Selects the appropriate employee(s) and accepts the entire volunteered timeframe or edits the time and only partially accepts the volunteer request.
4. The employee receives a notification about the manager's actions and the shift is automatically shortened or extended with a new segment.

Volunteer to Work Requests leverage the Time-Off Request framework and will therefore behave the same as regular absence requests. As a result, volunteer requests count as an absence for the Team Definitions Absence Quota. This can have an influence on Guided Recommendations Recommends to managers whether to approve or reject requests. The recommendations are based on coverage and accruals balances. and Absence Calendar when used.

Before you configure the Volunteer to Work or Leave Early business process models, you must configure the following:

• Workflow notifications Informs people to run business processes or integrations, complete forms, or respond to events in business processes. Example: Approve a time-off request.: Create multiple generic workflow notifications that facilitate the Volunteer to Work or Leave Early process. Design the notifications by combining free text with available custom tags. See the Configure Notifications for Business Processes topic.

  Examples:

  Create a workflow notification that notifies a manager of the employee's request to volunteer.

  Name: Volunteer to Work Manager Notification

  Recipient List will be supplied at runtime.

  Do not suppress duplicates.

  Long Message: Volunteer to work request has been submitted by <Employee Name> for <Start Date>.

  Control center fields:

  Field	Label	Value
  1	Employee Name	<Employee Name>
  2	Date	<Start Date>

  Create a workflow notification that notifies the employee of the manager's approval.

  Name: Volunteer to Work Employee Notification

  Recipient List will be supplied at runtime.

  Trigger the business process.

  Template: VolunteerToWork_SubmitToApproveToCancelled_v5.1

  Do not suppress duplicates.

  Long Message: Volunteer to work request has been <Approval Status> for <Start Date>.

  Control center fields:

  Field	Label	Value
  1	Approval Status	<Approval Status>
  2	Date	<Start Date>

  Create a schedule rule validation workflow notification for the employee.

  Name: Schedule Rule Validation — Employee Notification

  Send to employee.

  Do not suppress duplicates.

  Long Message: No Save Rule violation was detected when attempting to request Volunteer to Work for <Dates>. The request has been canceled.

  Control center fields:

  Field	Label	Value
  1	Dates	<Dates>

  Create a schedule rule validation workflow notification for the manager.

  Name: Schedule Rule Validation — Manager Notification

  Send to employee's manager.

  Do not suppress duplicates.

  Long Message: No Save Rule violation was detected for employee <Employee Name> when attempting to request Volunteer to Work for <Dates>. The request has been canceled.

  Control center fields:

  Field	Label	Value
  1	Employee Name	<Employee Name>
  2	Dates	<Start Dates>

• Request Subtype Transitions Suspends a request between state transitions, such as pending and approved, while a business process completes a task. Example: Pause a process until a manager completes and submits a form.: Define request subtype Classifications of schedule requests from employees. transitions to suspend a request between state transitions while a business process completes a task.

  Enter a name, such as Volunteer to Work, and then attach the business processes to the appropriate From State and To State combinations. Refer to the Validation Actions table. See the Request Subtype Transitions topic.

  Validation Actions

  Select from State	Select to State	Select Pre-Processing
  Draft	Approved	VolunteerToWork_DraftToSubmit_Preprocessing_v5.1
  Draft	Submitted	VolunteerToWork_DraftToSubmit_Preprocessing_v5.1

  Users of this business process can take advantage of the enhanced cancellation request states.

  Organizations that have enabled the UseNewRequestCancelSubmittedStatuses feature switch will see new states:

  • Cancel Approved — the employee's request to cancel a previously approved request is approved.

  • Cancel Refused — the employee's request to cancel a previously approved request is refused.

  Existing Canceled and Approved states remain, and retain their original use.

• Request Subtype: Create, or edit, a request subtype to facilitate the Volunteer to Work or Leave Early process.

  Note: The process supports only hours-based requests.

  Example:

  Example:

  Name: Volunteer to Work

  Request Type: Time-Off

  Default Symbolic Amounts Instead of entering a specific amount for a paycode, a symbolic amount lets users enter a value such as full day, which translates to the number of hours in your shift. Other default symbolic amounts include half day, 1st half day, and 2nd half day.: Hours

  Employee Notification: Volunteer to Work Employee Notification.

  Manager Notification: Volunteer to Work Manager Notification.

  Request Cancellation: Allow without Schedule Restoration

  Request Subtype Transition: Volunteer to Work

• Control Center Mappings: Create control center mappings for the employee and manager notifications. During configuration, select Scheduler as Domain, Time-Off as Event Type, and the appropriate icon. See the Control Center Notification Mapping topic.

  Examples:

  Name: VTW Employee Notification CC

  Notification: Volunteer to Work Employee Notification

  Name: VTW Manager Notification CC

  Notification: Volunteer to Work Manager Notification

• Process Profiles: Create or update process profiles that allow manager and employee access to the business process. Move VolunteerToWork_DraftToSubmit_Preprocessing_v5.1 and VolunteerToWork_SubmitToApproveToCancelled_v5.1 from the Available to Selected Items list. See the Process Profiles setup page topic.

  Note: Process profiles assigned to employees and managers must be configured with access to execute the Volunteer to Work business processes.

• (Optional) Assignment Rules: When employees qualify for an assigned shift, the assigned work rule applies, not their default work rule. Select the appropriate Pay Rule, and then navigate to the Assignment Rules tab. Select values for the work rule, start and end times, shift minimum and maximum, and necessary checkboxes. See the Pay Rules topic.

  Note: This optional functionality depends on the ContinueExplicitWorkRuleTransfer parameter setting in the Volunteer to Work Parameters decision table.

• (Optional) Configure Schedule Rule Set: Create a Schedule Rule Set to initiate rule validation for the No Save severity. Configure according to the organizational requirements. See the Configure schedule rule sets topic.

  Note:

  • Assign the Schedule Rule Set to employees, as appropriate.

  • This optional functionality depends on the RuleValidationRequired parameter setting in the Volunteer to Work Parameters decision table.

• Customize error translation: Generic error messages act as a temporary container in which we parse appropriate messages depending on the type of validation the Business Process returns as failed. An Excel file with the appropriate UI labels is provided to import.

  1. From the Main Menu, select Administration > Application Setup > System Configuration > Translation > User Interface.
  2. On the Translation - User Interface page, complete the following fields:
     • Language — Select the language.
     • Country — Select the country.
     • Domain — Select the domains to export. You can select all domains or an individual domain.
     • You can also hold down the Ctrl key to select multiple individual domains. Depending on the domain or domains selected, the corresponding properties are listed in the Group field.
     • Group — Select the applicable property files from the list. Hold down the Ctrl key to select more than one. If you leave the top field blank, all property fields are selected.
  3. Click Tap Export to export the property files to Excel.
  4. Open the exported Excel page and edit it as needed.

     Example error codes and messages

     Error Code Key	Replaced Error Message
     WFP-00824.MESSAGE	Your Volunteer Request cannot overlap with an existing Shift
     WFP-01240.MESSAGE	Your Volunteer Request cannot overlap with another Request
     WFP-00830.MESSAGE	Duplicate Volunteer Requests are not allowed
     WFP-01135.MESSAGE	Request Processing Failed. Please contact your System Administrator.

  5. Back on the Translation - User Interface page, click tap Import to import the edited Excel file.
  6. Verify the changes.

Version history

Version	Description
1	Initial release.
2	Addition and deletion of the volunteer to work paycode A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick. is now handled by UKG Pro Workforce Management. Meal breaks are taken into consideration when updating segments. Business processes are optimized for easier maintenance.
2.1	Customized error translation code for volunteer to work request validation.
2.2	The application adds the paycode amount when creating a new shift. The application supports auto-deletion of the paycode when canceling a shift.
3	Assignment rule is considered when updating work rule transfer in the extended or requested segment.
4	Volunteer to work early functionality added. The extension is now dynamic, and supports updated request subtype statuses.
5	Added functionality to bypass predictive scheduling. Added the ability to request overlapping hours on public holidays.
5.1	Enhanced to support the upgraded Groovy version of Activiti v2.x.

Note: The process for configuring and deploying this and other Business Process Extensions is the same as all Business Process models.

1. Migrate the business process models to the tenant Migrate the VolunteerToWork_DraftToSubmit_Preprocessing_v5.1 and VolunteerToWork_SubmitToApproveToCancelled_v5.1 process models to the customer tenant using Setup Data Manager (SDM) Moves and manages configuration data across software and hardware environments. (SDM Setup Data Manager moves and manages configuration data across software and hardware environments.).

   1. Log in to the appropriate tenant.

   2. Go to Main Menu > Administration > Setup Data Manager.

   3. Select the Source tenant where the Process Model resides, and select the template to copy. It is a .zip file. A message appears in the Source column: Source: Import from <filename>.zip.

   4. Click Tap Review and Publish. The Publish Summary panel appears.

   5. Review the Publish Summary panel. It lists the items that were extracted from the migration file. If you approve, click tap Publish with Comment or just Publish.

   6. Click Tap Go to Publish History at the bottom of the panel to view the status of the data transfer. The Publish History page contains a table that lists the items you have published. If there were errors during the transfer, the button under the Errors column for that row is black.

   7. To view details, click tap the appropriate row and click tap View Selected.

   8. On the History for publish run page, click tap Show all to view the setup data that you published, and the errors that occurred, if any, listed by item type and name.

2. Deploy the models

   Process models must be redeployed every time a change is made to an existing model. Re-deployment is not required for decision table updates.

   Follow these steps to deploy the process models. For detailed information, see the online help topic Deploy Business Process Models.

   1. From the Main Menu, go to Administration > Application Setup > Business Process Setup > Process Models.
   2. Select the process and click tap Deploy .

      Business processes

      Process Name	Template Categories
      VolunteerToWork _SubmitToApproveToCancelled_v5.1	Notification
      VolunteerToWork _DraftToSubmit_Preprocessing_v5.1	Validation

   3. On the Business Process page, configure the required parameters and deployment dates.
   4. Click Tap Save and then select Return.
3. Configure the decision tables

   Note: Decision tables are configurable based on user requirements and can be changed accordingly. These tables are dynamic and can be updated at any time without redeployment of the process model.

   1. Go to Main Menu > Administration > Application Setup > Business Process Setup > Process Models.

   2. Select the VolunteerToWork model and click tap Edit . The process model enters edit mode.

   3. Select the Decision Tables tab.

   4. Click Tap Everyone's, and then select the decision table to edit.

   5. Click Tap Decision Table Editor to add or update the rows in the table.

   6. Click Tap Save and close.

   7. Edit the following decision tables:

      Caution: Values entered in the decision tables are case-sensitive, and must match configured values in UKG Pro Workforce Management

      • VolunteerToWork_v5_1_InternalParameters: Contains internal volunteer to work parameters.

        Volunteer to Work - Internal Parameters

        Parameter name	Description
        Admin	Internal user; do not change. Default = SERVICES-LEVEL3
        Approved Status	A comma-separated list of potential time-off request state values during an approve scenario. Default = Approved
        Cancelled Status	A comma-separated list of potential time-off request state values during a cancel scenario. Default = Cancelled
        Submitted Status	A comma-separated list of potential time-off request state values during a submit scenario. Default = Submitted
        Draft Status	A comma-separated list of potential time-off request state values during a draft scenario. Default = Draft
        Pending Status	A comma-separated list of potential time-off request state values during a pending scenario. Default = Pending
        Cancelled Submitted Status	A comma-separated list of potential time-off request state values during a cancel submit scenario. Default = CancelSubmitted
        PersonNumberValue	Identifies a unique person number.
        StartDateValue	Identifies the start date.
        EndDateValue	Identifies the end date.
        RequestSubtypeValue	Identifies the request subtype name.
        EmployeeValue	Identifies an employee number.
        RequestIdValue	Identifies the request number.

      • VolunteerToWork_v5_1_Parameters: Contains global and initialize variables that control the volunteer to work process.

        Volunteer to Work - Parameters

        Parameter name	Description
        TransferContinue	Controls whether the extended segment continues with any transfer that was in effect before the extended segment. Yes (default) — the extended segment continues with the transfer in effect before the extended segment. No — the extended segment uses the employee’s primary account (Job/Labor Category/Cost Center) and primary work rule.
        NotificationScheduleViolationManager	The name of the workflow notification which is sent to the manager when a Rule Violation is detected. If not required, set to NULL. When RuleValidationRequired is set to Yes, this parameter must be configured. Default = Manager workflow notification name
        NotificationScheduleViolationEmployee	The name of the workflow notification which is sent to the employee when a Rule Violation is detected. If not required, set to NULL. Default = Employee workflow notification name
        RuleValidationRequired	Controls whether to validate Schedule Rule violations when adding extra shift segments upon approving a Volunteer Request. Yes (default) — validate schedule rules violations when adding extra shift segments. When a No Save rule is violated, the added segment is automatically canceled and removed from the schedule. No — do not validate schedule rule violations when adding a new segment. When set to Yes, the NotificationScheduleViolationManager must be configured.
        ContinueExplicitWorkRuleTransfer	Controls whether an explicit work rule transfer overrides the assignment work rule transfer. Yes — the explicit work rule transfer overrides the assignment work rule. No (default) — the assignment work rule is used when adding the request.
        BypassPredictiveScheduling	Controls whether to bypass predictive scheduling rules. Yes — Bypass predictive scheduling rules. No — Do not bypass predictive scheduling rules.
        AdjacentShiftRequired	Controls whether to allow adjacent shifts or shifts on non-scheduled days. Yes — Allow adjacent shifts or shifts on non-scheduled days. No — Do not allow adjacent shifts or shift on non-scheduled days.
        AllowOverlappingRequestsOnPublicHoliday	Controls whether to allow requests with overlapping hours on public holidays. Yes — Allow volunteer requests with overlapping hours on public holidays. No — Do not allow volunteer requests with overlapping hours on public holidays.

      • (Optional) VolunteerToWork_v5_1_WorkRuleTransferOverride

        If you want to configure a different work rule for the volunteered shift segment to enable bonus pay, extra breaks, or whatever is appropriate for your organization, configure the decision table that holds the Work Rule name to be overridden:

        Volunteer to Work - Work Rule Transfer Override

        Column name	Description
        Work Rule	The name of the employee’s default work rule.
        Output Work Rule	The name of the work rule to be used as override.

        Note:

        • Do not edit or remove the last row of the decision table. The last row of the output should always be default.
        • When adding work rules to the WorkRuleTransferOverride table, both columns must be populated.

You can create a transactional Dataview A configurable tool for analyzing data and taking actions on a group of employees or an organization. to report on the number of:

• Volunteer requests that were made.
• Requests that were used by the manager.
• Hours that were used to work longer or leave early.