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 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 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. 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, transfer sets, reports-to manager, and so on.
Note:
  • 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.

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 — 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.

    • 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.

  • 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, Target 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.

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.

    • 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.

  • Notifications — There is a custom tag called Assignment that can be included in a notification to include the assignment name.

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.

  • 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 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 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 slider — Displays the employee's default assignment.
  • Schedule Pattern — 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.

When adding an employee to a Schedule Group 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.

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.

The Assignment column in the Schedule Audit displays the employee's assignment associated with the transaction.

Data for assignment-specific attributes is populated using the employee's default assignment.

When an entity is added to the schedule using Quick Actions, the system uses the employee's default assignment.

​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

Several components related to Employee Self Service have been updated to support multiple assignments employees.

  • My Calendar and My Time Off tile — 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 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.

    • See Request Time Off from My Calendar and Show the Location Schedule for more information.

  • 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 — To support multiple assignments, if the Hyperfind 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.

Several Attestation 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. See Attestation Buttons for more information.
  • 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 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 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 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 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.