Schedule Change Attestation

The first two workflows are similar, but depend on whether the schedule is changed from the posted schedule or from the contract schedule.

Model 1: Changed schedule is different from posted schedule

1. The manager changes the posted schedule.
2. The employee receives the following notification:
3. Your posted schedule has been changed
3. From the homepage, the employee selects the My Business Processes tile A container that provides navigation or action from its summary view. and launches the Schedule Change Attestation Business Process. All days with a changed schedule that are different from the contract schedule are displayed:
   • Dates with a changed schedule
   • Before and after schedule details
   • Scheduled Location/Job (number of levels that display are configurable)
4. For example:
5. Your posted schedule has the following changes:
   Date: 07/06/2021
   Before: 06:00-10:00
   After: 06:00-14:30
   Job: Deli/Prep
6. If the change does not require attestation, the following message displays:
7. An attestation is not required at this time
4. The employee accepts or declines the schedule change. The employee can:
   • Accept All.
   • Decline All.
   • Skip and Respond Later.
   • Select a date for a specific schedule change to approve individually.
5. A notification is sent to the manager.

Model 2: Changed schedule is different from contract schedule

Note: This model requires the Schedule Not Conform Employment Terms rule violation to be enabled in the employee's schedule rule.

1. The manager changes the posted schedule.
2. The employee receives the following notification:
3. Your posted schedule has been changed
3. From the homepage, the employee selects the My Business Processes tile and launches the Schedule Change Attestation Business Process. The Schedule Change Attestation panel opens and displays:
   • Dates with a changed schedule
   • Before and after schedule details
   • Scheduled Location/Job (number of levels that display are configurable)
4. For example:
5. Your posted schedule has the following changes compared to your contract schedule:
   Date: 07/06/2021
   Contract: 10:00 - 16:00
   Shift: 10:00 - 20:00
   Job: Deli/Prep
6. If the change does not require attestation, the following message displays:
7. An attestation is not required at this time
4. The employee accepts or declines the schedule change. The employee can:
   • Accept All.
   • Decline All.
   • Skip and Respond Later.
   • Select a date for a specific schedule change to approve individually.
5. A notification is sent to the manager.

Model 3: The employee defers the schedule change decision

1. The manager changes the posted schedule.
2. The employee receives the following notification:
3. Your posted schedule has been changed
3. From the homepage, the employee selects the 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. tile and sees that next week's schedule was changed.
4. The employee is not ready to proceed with the schedule change and selects Skip and Respond Later.
5. The employee's punch is accepted.

In addition to the basic workflows, you can configure the following:

• Work rule transfer override - penalty pay — The process can be configured to initiate a work rule transfer after the employee accepts or declines the schedule change. The work rule mapping table inside the Process Template A file that automates and directs the flow of a business process. It contains the tasks, people, and rules that define the process. is utilized to determine the work rules that apply.
• When no override is specified, the employee’s default work rule remains in effect.
• Schedule restore — If the employee declines the schedule change, the original posted schedule or the contract schedule can be restored. This includes all scheduled transfers from the previous or contract schedule (Job/Labor Category/Cost Center/Work Rule).
• Paycode edit — After the employee accepts or declines the change, an appropriate paycode with a comment can be inserted. This is used for reporting and KPIs; for example, how many schedule changes were made, and the acceptance -to- decline ratio.
• Ignore Attestation tag — An optional schedule tag A graphic on the schedule that identifies a specific characteristic that applies to a specific employee on a specific day. Not a shift or a pay code. Example: On call. can be configured so managers can select a day for which attestation is not required. Adding this tag can be seen as an override, at the manager’s discretion. For example, when a new hire receives a schedule in the middle of the posted schedule period A repeating span of days in the schedule that is defined for administrative purposes, such as pay periods., attestation is initiated unless the manager uses this tag.
• Predictive tags — Predictive tags can be used to visualize pending schedule changes — changes that have not yet been reviewed by the employee — inside the Schedule Planner.
• To tag the schedule changes made for the posted schedule, the Change Detection Period must be configured relative to the schedule period so that both the edit and change periods follow the cadence of when the schedule is posted.

• The predictive tag is not part of the Business Process, so predictive rules must be configured. This tag is not replaced after attestation, but an accepted or declined tag is added by the Business Process, allowing you to track the three states of a schedule change:

  • Change is Pending Acceptance (only the predictive tag is present)
  • Change is Accepted (predictive and accepted tag is present)
  • Change is Declined (predictive and declined tag is present)

• Any change to the posted schedule initiates a notification. Currently there is no mechanism that allows configuring a specific type of schedule change to initiate a notification. As a result, employees receive a schedule change notification for every change made to their posted or contract schedule.
• Employees must initiate the Business Process. The 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. framework cannot automatically launch an interactive Business Process, which means that employees must start the Business Process from their homepage via the My Business Process tile.
• Some changes might not require attestation, such as when the schedule is changed back and then conforms to the posted or contract schedule. In this case, the following message displays when launching the business process:
• An attestation is not required at this time
• This Business Process is only supported from desktop, mobile, or tablet devices. It is not supported on data-collection devices.

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

1. From the Main Menu, go to Administration > Application Setup > Business Processes > Process Models.

2. Select ScheduleChange workflow and click Edit . A new pop-up window opens.

3. Select the Decision Tables tab, and then search for the ScheduleAttestation_{Version}_Variables decision table.

4. Select the decision table, and then click tap Edit to set the parameters:

   Use	Variable Name	Variable Type	Value (example)	Variable Description
   Identify the type of model to use. Only one can be set to Yes (optional).	Contract	string	No	Attestation is initiated when posted schedule differs from the contract schedule (Yes/No).
   	BaseLine	string	Yes	Attestation is initiated when changes are made to the posted schedule (Yes/No).
   Define if a work rule transfer is required for the full shift. Both can be Yes or both can be No (optional). If required, it references the work rule decision table.	WorkRuleDecisionAccept	string	Yes	Initiate an override work rule transfer for the full shift when the schedule change is accepted - (Yes/No).
   	WorkRuleDecisionDecline	string	No	Initiate an override work rule transfer for the full shift when the schedule change is declined - (Yes/No).
   Define if a work rule transfer is required for the deviated portion of the shift. Both can be Yes or both can be No (optional). If required, it references the work rule decision table.	WorkRuleTransferDeviationOnlyForAccept	string	Yes	Initiate an override work rule transfer for the deviated shift portion when the schedule change is accepted - (Yes/No).
   	WorkRuleTransferDeviationOnlyForDecline	string	No	Initiate an override work rule transfer for the deviated shift portion when the schedule change is declined - (Yes/No).
   Define whether to restore the original schedule (contract schedule or previously posted schedule) when the change is declined (optional).	ScheduleRevertReject	string	Yes	Restore the original schedule when schedule change is declined - (Yes/No).
   Identify the name of the schedule tag to add after acceptance or decline (mandatory). Tags must be defined with static colors — red to represent declined schedule; and green to represent accepted schedule.	TagChangeAccept	string	Schedule Change Accepted	Name of the schedule tag to add when the schedule change is accepted (mandatory).
   	TagChangeDecline	string	Schedule Change Declined	Name of the schedule tag to add when the schedule change is declined (mandatory).
   Define whether to send a notification to the employee's manager after the change is accepted or rejected  (optional).	ManagerNotificationAccept	string	Yes	Initiate manager workflow notification when a schedule change is accepted (Yes/No).
   	ManagerNotificationReject	string	Yes	Initiate manager workflow notification when a schedule change is declined (Yes/No).
   Identify a workflow notification to send after the change is accepted or rejected (optional).	WorkflowNotificationAccept	string	Scheduling - Schedule Change Accepted	Name of the workflow notification sent to manager when a schedule change is accepted (optional).
   	WorkflowNotificationDecline	string	Scheduling - Schedule Change Declined	Name of the workflow notification sent to manager when a schedule change is declined (optional).
   Limit the number of nodes of the organization referenced.	LimitOrgRef	integer	2	Limit the number of organizational nodes displayed on the form from the Job level up (optional).
   Controls how many calendar days after or before the current day in which to search for schedule changes (optional). These options are inactive when NumSchedulePeriods is used.	NumberOfDays	integer	30	Number of days after the current day in which to search for schedule changes.
   	NumberOfPastDays	integer	0	Number of days before the current day in which to search for schedule changes.
   Controls the number of schedule periods in which to search for schedule changes (optional). There are no limits, but, for best performance, avoid exceeding 16 schedule periods.	CurrentSchdPeriod	string	Yes	Check for schedule changes in the current Schedule Period.
   	NumSchedulePeriods	integer	16	Number of future Schedule Periods in which to search for schedule changes. For performance, set the value according to the number of schedule periods for which a manager finalizes employee schedules.
   Identify a day-based paycode to add to the timecard when the schedule change is accepted or rejected (optional). This is used for reports and KPIs only.	TimeCardPaycodeAccept	string	Schedule Change Accepted	Paycode name (day-based) to add in the timecard when schedule change is accepted.
   	TimeCardPaycodeDecline	string	Schedule Change Declined	Paycode name (day-based) to add in the timecard when schedule change is declined.
   Identify a comment to add to the paycode when the schedule change is accepted or rejected (optional). This is used for reports and KPIs only.	TimeCardCommentAccept	string	Schedule Change Accepted via Attestation	Comment added to the paycode when schedule change is accepted.
   	TimeCardCommentDecline	string	Schedule Change Declined via Attestation	Comment added to the paycode when schedule change is declined.
   Name of the schedule tag that managers use to cancel the attestation requirement for a day (optional).	TagIgnoreDay	String	No Attestation Required	Name of the schedule tag that a Manager can add to cancel the requirement to Attest to changes on that day (optional).
   Define whether to use in punch attestation.	Enable for Punch Attestation	Boolean	Yes	Record the punch when attestation is not required (Yes/No).
   Define whether to display radio button Skip and Respond Later.	AllowPostponing Attestation	Boolean	Yes	Display the Skip and Respond Later radio button on the My Business Process and Punch tiles(Yes/No)

   Note:

   • When ScheduleRevertReject = Yes, WorkruleDecisionDecline must be No.
   • Workflow notifications referenced by this Extension must be configured with a Priority value of medium.

5. If you are configuring work rule overrides, open the _AcceptDeclineWorkRule subprocess and modify the decision table as needed.

   The _AcceptDeclineWorkRule subprocess is a decision table that contains five columns. The first column lists the employee's current work rule. The remaining columns list the work rules that override the current work rule, depending upon the action and corresponding incentive. Select the _AcceptDeclineWorkRule subprocess and make the edits as needed:

   Column name	Description
   dtInputWorkRule	Employee's current work rule.
   dtOutputAcceptWorkRule	Override work rule for full shift Accept scenario.
   dtOutputDeclineWorkRule	Override work rule for full shift Decline scenario.
   dtOutputDeviationWorkRuleAccept	Override work rule for partial shift Accept scenario.
   dtOutputDeviationWorkRuleDecline	Override work rule for partial shift Decline scenario.

   The sample table shows how you can configure the _AcceptDeclineWorkRule subprocess to meet your action and incentive needs.

   	[dtInputWorkrule]	[dtOutputAcceptWorkrule]	[dtOutputDeclineWorkrule]	[dtOutputDeviationWorkruleAccept]	[dtOutputDeviationWorkruleDecline]
   1	=="New Zealand"	"Penalty - Change Accepted"	"NULL"	"NULL"	"NULL"
   2	=="Australia - Industry Awards"	"Penalty - Change Accepted"	"Penalty - Change Declined"	"Australia - Sched Change Accepted"	"NULL"
   3	=="FlexibleBreaks"	"NULL"	"NULL"	"FLEXIBLE BREAKS-OnAccept"	"FLEXIBLE BREAKS-OnDecline"
   4		"NULL"	"NULL"	"NULL"	"NULL"

   Note:

   • When the ScheduleRevertReject, WorkRuleTransferDeviationAccept, and WorkRuleTransferDeviationReject parameters are set to "Yes", the deviation work rule transfer is not applicable when employees are assigned a scheduled shift and multiple contract shifts.
   • Always keep an empty “NULL” line as the last entry in this table. Without this last line, the decision table will not work.
   • Enter "NULL" in any output column when a work rule transfer is not required for the accept or decline action.

6. If you are configuring localized messages and form labels, open the _Localization subprocess and modify the decision table as needed:

   Use	Parameter name	Default value
   Error message displayed when employee has no posted data or no employment term in contract.	Message_NoPostedData_NoEmplTerm	An attestation is not required at this time.
   Error message displayed when there is no rule violation in Contract.	Message_NoRuleViolation	An attestation is not required at this time.
   Error message displayed when employee has no scheduled data.	Message_NoScheduleData	An attestation is not required at this time.
   Label that appears next to radio button in the first form that contains all schedule changes over range of dates.	Text_FormFirst_RadioButton	Schedule Change Attestation
   Label that appears next to dynamic dropdown in first form.	Text_FormFirst_DropDown	Choose by date
   Label that appears next to radio button in second form that contains all schedule changes for a particular day.	Text_FormSecond_RadioButton	Do you accept this Schedule change?
   Header for baseline schedule.	Message_BaselineHeader	The posted schedule contains the following changes
   Header for contract schedule.	Message_ContractHeader	The posted schedule contains the following changes compared to the contract schedule
   Notification header.	Message_NotificationHeader	Notification
   Date label.	Text_DateLabel	Date:
   Before label.	Text_BeforeLabel	Before:
   No Shift label.	Text_NoShiftLabel	No Shift
   After label.	Text_AfterLabel	After:
   Shift deleted label.	Text_ShiftDeletedLabel	Shift Deleted
   Job label.	Text_JobLabel	Job:
   Contract label.	Text_ContractLabel	Contract:
   Shift label.	Text_ShiftLabel	Shift:
   Accept All label.	Text_AcceptAllLabel	Accept All
   Decline All label.	Text_DeclineAllLabel	Decline All
   Accept label.	Text_AcceptLabel	Accept
   Decline label.	Text_DeclineLabel	Decline

   Note:

   • Avoid using special characters in the table.
   • The !="empty" rows must always be the last rows in the Locale decision table; do not edit or remove these rows. These are the default messages and labels.
   • Because Activiti scans decision tables from top to bottom and stops when it finds a match, define rows containing the most-used conditions at the top of the table, and rows containing wildcard conditions at the bottom of the table.
   • Names of the parameters in the "Key" column of the Locale decision table must be used as is. If any parameter value needs to be localized for a different Locale Policy, copy the "Key" with the “not empty” Locale Policy, add a new row to the table with the appropriate Locale Policy, and then add the localized values in the Value and Description decision table columns.

Schedule Change Attestation considerations

You can create a Schedule Change Attestation Detail KPI Key Performance Indicator measures the result of an activity in an organisation so that you can compare it to operational or strategic goals and attempt to improve performance. Dataview A configurable tool for analysing data and taking actions on a group of employees or an organisation. based on a transactional Dataview with the two specified day-based paycodes. The data is:

• Filtered — Total number of changes > 0
• Calculated — Sum the columns for Total Accepted, Total Declined, Total Number of Changes
• Acceptance Ratio KPI
• SM<CHANGEACCEPTED> / SM<CHANGEOFFERED> * 100
• where both parameters are metrics Measures and tracks workforce performance by comparing planned with actual workload or coverage, or by showing variances at any organizational level. based on the actual days in the two specified paycodes
• Total of both Attestation answers
• SM<CHANGEACCEPTED> = Schedule Change Accepted and SM<CHANGEOFFERED> = Schedule Change Accepted + Schedule Change Declined