Schedule Post Acknowledgment

User experience

The Schedule Post Acknowledgment workflow launches at the same time as the Schedule Post notification.

Employee experience

A task, generated by the workflow, is assigned in the employee’s Control Center. It displays all posted schedule weeks with daily shift details. Each week is represented either as a calendar week (ISO 8601 number) or the number of weeks posted.

The employee is asked whether they accept the posted schedule, and can optionally enter a comment. Their response determines the next action.

Yes — the workflow ends.
No — the workflow ends when the decline option is not enabled. This response has no impact on the schedule, but is captured for audit purposes.
No — a second form appears when the decline option is enabled. The employee then:
- Selects specific shifts to decline.
- Optionally, enters a comment.
- Submits the form which can either be automatically approved or routed for approval according to the Reviewer List.

After the manager responds to the decline request, the employee receives request status notification.

Manager experience

Managers receive notification and a task in the Control Center to review the employee’s decline request.

The task contains details corresponding to each declined shift. A checkbox displays next to each shift, and is selected, by default.

The manager’s response determines how each declined shift is treated.

Selected shifts are considered “Decline accepted”. These are removed from the employee’s schedule, generating open shifts. A 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. is placed in the Schedule Planner indicating that the employee needs another shift. The posting manager receives notification of both the deleted and open shifts.

Unselected shifts are considered “Decline Rejected”. These remain in the employee’s schedule.

Contract employee

When configured appropriately, contract employees are only allowed to decline shifts that do not match the contract schedule. With this case, the entire posted schedule displays on the acknowledgment form, but the decline is limited to only non-contract shifts.

Enable this model by identifying a keyword to include in the employee’s Process Profile. For example, when ‘Contract’ is found in the Process Profile name, the employee qualifies as a contract employee.

Silent Approval (Tacit Consent)

Silent approval, otherwise known as tacit consent, optionally allows automatic approval of the posted schedule when no action is taken by the employee before a configured deadline. For example, for a schedule that is always posted on the Monday prior to the 2-week schedule, employees must acknowledge the schedule before Friday at 2:00PM. The task deadline can be shown on the acknowledgment form.

When employees do not complete the assigned task, it is removed from the Control Center and the schedule posting is considered as “Silent Approved.”

Reporting

Paycodes A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick. are used to track the status of the Schedule Post Acknowledgment. Configure these paycodes as hidden to prevent clutter in the Schedule Planner.

Available statuses include:

Posted Schedule Accepted
Posted Schedule Declined
Posted Schedule Decline Approved
Posted Schedule Decline Rejected

Create a transactional Dataview A configurable tool for analysing data and taking actions on a group of employees or an organisation. with KPIs based on the tracking paycodes to provide insight into employee responses. Examples include: Total Shifts Posted, Total Shifts Declined, Silent Approved, Acceptance Ratio.

UKG Pro Workforce Management™ prerequisites

A process profile containing the Schedule Post Acknowledgment business process must be assigned to the posting manager and employees.

UKG Pro Workforce Management™ configurations

Workflow notifications configuration

See the Configure Notifications for Business Processes topic.

Select Main Menu > Administration > Application Setup > Event/Notification > 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..
Click Tap New.
From the Notification Type, select Generic notification.
Click Tap Ok.
Complete the configuration for the workflow notification, as appropriate.
Click Tap Save.

Repeat for each workflow notification.

OpenShiftCreationManagerNotification — Notifies recipient of the open shift creation.

Name: Enter an appropriate name, such as OpenShiftCreationManagerNotification.
Subject: Enter an appropriate subject, such as OpenShiftCreationManagerNotification.
Long Message: Enter an appropriate long message, such as

Shifts noted below have been deleted:

Employee: <employeeDetails>.

Rejected Shifts: <rejectedShiftDetails>.

Approved Shifts: <approvedShiftDetails>.
Recipients: Select the Recipient List will be supplied at runtime and Send to employee options.
Select Do not suppress duplicates.

Control center fields: Enter appropriate control center fields, such as:
Field	Label	Value
1	Employee Details	<employeeDetails>
2	Rejected Shift Details	<rejectedShiftDetails>
3	Approved Shift Details	<approvedShiftDetails>

ShiftDeclineRequestEmployeeNotification — Notifies recipient of the declined shift details.

Name: Enter an appropriate name, such as ShiftDeclineRequestEmployeeNotification.
Subject: Enter an appropriate subject, such as ShiftDeclineRequestEmployeeNotification.
Long Message: Enter an appropriate long message, such as

Approved Shift Details: <approvedShiftDetails>.

Rejected Shift Details: <rejectedShiftDetails>.
Recipients: Select the Send to employee option.
Select Do not suppress duplicates.

Control center fields: Enter appropriate control center fields, such as:
Field	Label	Value
1	Approved Shift Details	<approvedShiftDetails>
2	Rejected Shift Details	<rejectedShiftDetails>

ValidationErrorNotification — Notifies recipient of validation errors.

Name: Enter an appropriate name, such as Schedule Post Validation Notification.
Subject: Enter an appropriate subject, such as Validation Error.
Long Message: Enter an appropriate long message, such as

Decision table values are not correct for:

Location: <Location>.

Variables: <ErrorKeys>.
Recipients: Select the Recipient List will be supplied at runtime and Send to employee options.
Select the Resend everyhhhh:mm option, and then enter a duration.

Note: Recommended duration is 0:05.

Control center fields: Enter appropriate control center fields, such as:
Field	Label	Value
1	Location	<Location>
2	Variables	<ErrorKeys>

Create control center mappings for all notifications

Create control center notification mappings for all workflow notifications that support staffing level-based open shift validation; see the Control Center Notification Mapping topic.

Select Main Menu > Administration > Application Setup > Event/Notification > Control Center Notification Mapping.
Click Tap New.
Enter an Event Name, such as Schedule Post Notification Mapping.
From Domain, select Scheduler.
From Event Type, select Post Schedule.
From Notification, select the appropriate value, such as Schedule Post Notification.
From Navigation Page, select Schedule.
From Icon, select an appropriate property.
Click Tap Save.

Comment configuration

See the Comments topic.

Select Main Menu > Administration > Application Setup > Common Setup > Comments.
Click Tap New.
Enter Comment Text, such as Shift Details.
In the Categories area, select Pay Codes from the Available Categories box and move it to the Selected Categories box.
Click Tap Save.

Schedule tag configuration

Schedule tags: Configure schedule tags to display justification document status in the Schedule Planner.

See the Tag Definitions topic.

Select Main Menu > Administration > Application Setup > Scheduler Setup > Tag Definitions.
Click Tap Create.
Enter a Name, such as Shift Decline.
Select a Tag Color.
Select Schedule from the Tag Type list.
Click Tap Save.

Note: Do not delete schedule tags created for this workflow process from the Schedule Planner.

Paycode configuration

Configure day-based paycodes to track the status of the Schedule Post Acknowledgment. These paycodes, when configured in a transactional Dataview, are instrumental in providing insight into employee responses.

See the Paycode definition topic.

Select Main Menu > Administration > Application Setup > Pay Policies > Pay Code Definition.
Click Tap New.
Enter a Name.

Examples: ScheduleAccepted, ScheduleDecline, Silent Approval, and ScheduleAcceptedDeclineRejected.
Select Standard from the Type list.
Select Day from the Unit list.
Click Tap Save.

Process profile configuration

Configure a process profile to support the contract employees that use the Schedule Post Acknowledgment business process.

See the Business Processes setup page topic.

Select Main Menu > Administration > Application Setup > Business Process Setup > Process Profiles.
Click Tap New.
Enter a Name, such as SchedulePostAcknowlegment_Contract.

Note: The process profile name must contain a keyword, such as "Contract", in order to be identified by the contract model.
From the Available Items area, select the appropriate business process, such as Schedule Post Acknowledgment, and move it to the Selected Items box.
Click Tap Save.

Configure Schedule Post Attestation

Migrate the business process model to the tenant

Migrate the Schedule Post 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. process model to the customer tenant using Setup Data Manager (SDM Set-up Data Manager moves and manages configuration data across software and hardware environments.).

Log in to the appropriate tenant.
Go to Main Menu > Administration > Setup Data Manager.
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.
Click Tap Review and Publish. The Publish Summary panel appears.
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.
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.
To view details, click tap the appropriate row and click tap View Selected.
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.

Configure the decision tables

Configure the Schedule Post Attestation decision tables.

Go to Main Menu > Administration > Application Setup > Business Process setup > Process Models.
Select the SchedulePostAcknowledgement_v1 process and click Edit. The process model enters edit mode.
Select the Decision Tables tab.
Click Tap Everyone's, and then select the decision table to edit.
Click Tap Decision Table Editor to add or update the rows in the table.
Click Tap Save and close.

Edit the decision table: SchedulePostAcknowledgement_v1_InternalParameters

The Schedule Post Acknowledgment Internal Parameters decision table contains internal mapping parameters which are external to the business and functional requirements.

Schedule Post Acknowledgment Internal Parameters decision table
Variable	Description
EmployeePersonNumberActivitiVariableKey	Employee person number; do not change.
PostingManagerPersonNumberActivitiVariableKey	Posting manager person number; do not change.
SchedulePostDurationActivitiVariableKey	Posted schedule duration; do not change.
Admin	Internal user; do not change.
PostedSchedulePeriodDateFormat	Posted schedule period A repeating span of days in the schedule that is defined for administrative purposes, such as pay periods. date format for notes. Supported formats include: yyyy-dd-MM yyyy-MM-dd dd-MM-yyyy MM-dd-yyyy

Edit the decision table: SchedulePostAcknowledgement_v1_Parameters

The Schedule Post Acknowledgment Parameters decision table holds process parameters.

Schedule Post Acknowledgment Parameters decision table
Variable name	Description
SilentApprovalBy	(Optional) Day name and time at which the schedule post is silently approved. Set to Null when not used. Format: Day name, HH:mm Example: Monday,17:00
ApprovalRequiredForShiftDecline	Boolean parameter that enables manager approval for declined shifts.
AllowShiftDecline	Boolean parameter that enables the ability to decline shift with deletion.
ScheduleAcceptedPayCode	Paycode that is inserted in the Schedule Planner on the days for which the schedule is accepted. Example: ScheduleAccepted
ScheduleAcceptedPayCodeForSilentApproval	Paycode that is inserted in the Schedule Planner on the days for which the schedule is accepted as part of the silent approval process. Example: SilentApproval
ScheduleDeclinedPaycode	Paycode that is inserted in the Schedule Planner on the days for which the schedule is declined. Example: ScheduleDeclined
ShiftDeclineRejectedPaycode	Paycode that is inserted in the Schedule Planner on the days for which the decline request is rejected by the manager. Example: ShiftAcceptedDeclineRejected
ScheduleDetailsComment	Comment, that is configured with a paycode category, and is assigned to all applicable paycodes. Example: Shift Details
OpenShiftCreationManagerNotification	(Optional) Notification, containing declined shift details, that is sent to the posting manager. Set to Null when not used. Example: OpenShiftCreationManagerNotification
ShiftDeclineRequestEmployeeNotification	(Optional) Notification, containing shift details after manager approval, that is sent to the employee. Set to Null when not used. Example: ShiftDeclineRequestEmployeeNotification
ValidationErrorNotification	Notification, containing details and validation errors, that is sent to the posting manager. Example: Schedule Post Validation Notification
DisplayShiftLabel	Boolean parameter that determines whether the shift label Replaces start and end times in the schedule with a compact, easier-to-read label. Example: Shift times are 4PM-12:30AM, and the shift label is Evening. or shift time spans are displayed on the workflow form.
DisplayWeekNumberInISOFormat	Boolean parameter that determines whether the ISO week number displays on the form.
ProcessProfileIdentifierForContractEmployees	Keyword added to the Process Profile name that is used to identify the contractual employees. These employees can only decline shifts which are different from their contract schedule. Example: Contract
WeekStartDay	The reference day from which the week begins for the employee.
ScheduleDeclinedTag	(Optional) The schedule tag assigned to an open shift that is created as the result of a declined shift. Set to Null when not used. Shift Decline

Edit the decision table: SchedulePostAcknowledgement_v1_Locale

The Schedule Post Acknowledgment Locale decision table allows customization of text in the Workflow form, and error messages for different locales.

Schedule Post Acknowledgment Locale decision table
Variable name	Variable type	Description
Key	String	Internal field label; do not change.
Locale Policy	String	Name of the locale policy for which the message applies. When the message applies to all locales, retain the empty value.
Message	String	Label displayed in the Workflow form, or error message.
Description	String	(Optional) Additional information or customized description.

Note:

Localization of business process workflows remains optional, but is supported.
The decision table holds all messages represented with standard English labels; these apply to all locales when the Locale is set to a wildcard (*).
Some or all messages can be translated by adding lines to the table in their preferred translation for specific locales. Messages for the most commonly used Locale Policy should be defined at the top of the decision table. Text within tags ("<>") must not be changed.
Names of the parameters in the decision table column Parameter Name must be used as is. If any parameter value needs to be localized for a different Locale Policy, copy the Parameter Name with the * Locale Policy, add a new row to the decision table with the appropriate Locale Policy, and then add the localized values in the Message column.
The last row in the decision table must remain empty ("!=empty".)

Deploy the updated business process model

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

Model deployment steps:

Go to Main Menu > Administration > Application Setup > Business Process Setup > Process Models.
Select the SchedulePostAcknowledgement_v1 model.
Click Tap Edit, and then configure the required parameters and deployment dates. Select Notification Templates from the Template Categories list.
Click Tap Save, and then select Return to deploy.

Key consideration points

After deployment, assign the process to the Schedule Post workflow notification.
The Schedule Post Acknowledgment workflow supports a maximum schedule of 70 days, or 10 weeks.
The process relies on the ProcessProfileIdentifierForContractEmployees parameter in the Parameters decision table to identify contract employees. By configuring ProcessProfileIdentifierForContractEmployees, contract employees can only decline non-contract shifts.

APIs

API details
API name	Type	Resource path	Description
Retrieve All Extensions	GET	/v1/commons/persons/extensions?person_number={EmpPersonNum}	Retrieves extensions data for a person record.
Retrieve Schedule with Criterion	GET	/v1/scheduling/schedule?select=SHIFTS,DAYLOCKS&start_date=YYYY-MM-DD&end_date=YYYY-MM-DD&person_number={EmpPersonNum}	Returns a schedule pertaining to one employee. The data included in the response can be specified using the select parameter.
Retrieve Employee 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.	POST	/v1/scheduling/employment_terms_schedule/multi_read	Retrieves an employee's employment term.
Update Schedule for Multiple Employees	POST	/v1/scheduling/schedule/multi_update	Update schedule for multiple employees.
Generic Notification Notify	POST	Generic Notification Notify
Retrieve Tag Definition by Name	GET	/v1/scheduling/setup/tag_definitions?name={ScheduleTagName}	Returns a tag definition by name.