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 accept the entire volunteered timeframe or edit the time and only partially accept 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.

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

Migrate the business process model to the tenant

Migrate the Volunteer to Work 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.).

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.

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. From the Main Menu, go to Administration > Application Setup > Business Process Setup > Process Models.
2. Select the Volunteer to Work 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 appropriate 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.

Edit the following decision tables:

VolunteerToWork_V4_Variables: This decision table contains global and initialize variables.

1. Variables

   Parameter Name	Description	Parame ter type	Parameter values	Default value
   TransferContinue	Controls whether the extended segment continues with any transfer that was in effect before the extended segment. When No the extended segment will use the Employee’s primary account (Job/Labor Category/Cost Center) and primary Work Rule.	String	Yes/No	Yes
   RuleValidationrequired	Controls whether Schedule Rule violations are validated when adding extra shift segments upon approving a Volunteer Request. When a No Save rule is violated the extended shift segment will be automatically canceled and removed from the Schedule	String	Yes/No	Yes
   NotificationScheduleViolationManager	The name of the workflow notification Informs people to run business processes or integrations, complete forms, or respond to events in business processes. Example: Approve a time-off request.n which is sent to the Manager when a Rule Violation is detected.	String	Manager Notification Name	Manager workflow notification name
   NotificationScheduleViolationEmployee	The name of the workflow notification which is sent to the Employee when a Rule Violation is detected.	String	Employee Notification Name	Employee Notification Name
   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 — The assignment work rule is used when adding the Volunteer to Work request.	String	Yes/No	No
   Approved Status	A comma-separated list of potential time-off request state values during an approved scenario.	String	Approved	Approved
   Cancelled Status	A comma-separated list of potential time-off request state values during a canceled scenario.	String	Cancelled	Cancelled
   Submitted Status	A comma-separated list of potential time-off request state values during a submitted scenario.	String	Submitted	Submitted
   Pending Status	A comma-separated list of potential time-off request state values during a pending scenario.	String	Pending	Pending
   Draft Status	A comma-separated list of potential time-off request state values during a draft scenario.	String	Draft	Draft
   Cancelled Submitted Status	A comma-separated list of potential time-off request state values during a cancel submit scenario.	String	CancelSubmitted	CancelSubmitted

(Optional) VolunteerToWork_V4_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:

• inputWorkRule — The name of the Employee’s default work rule
• outputWorkRule — The name of the work rule to be used as override

Deploy the model

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. One by one, select the business process to deploy:

1. Business processes

   Process Name	Template Categories
   VolunteerToWork _SubmitToApproveToCancelled_v4	Notification
   VolunteerToWork _DraftToSubmit_Preprocessing_v4	Validation

3. Configure required parameters with effective dates.
4. Click Tap Save and then select Return to deploy.

  

Configure the Request Subtype transitions

To define the Business Process to apply for each request transition:

1. From the Main Menu, go to Administration > Application Setup > Employee Self Service > Request Subtypes 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..
2. Click Tap New and enter a name, for example, Volunteer to Work.
3. (Optional) Enter a description.
4. Select Validation Actions and enter the following transitions:
   • Create Draft to Submitted, Submitted to Approved, Draft to Approved, Pending to Approved, Cancel Submitted to Cancelled and Approved to Cancelled. Refer the following table for more information.
   • Assign the following Business Processes to the appropriate Pre- and Post – Processing transition.

5. Pre-Processing

   Select from State	Select to State	Select Pre- Processing	Select Post-Processing
   Submitted	Approved		VolunteerToWork_SubmitToApproveToCancelled_v4
   Draft	Approved	VolunteerToWork_DraftToSubmit_Preprocessing_v4	VolunteerToWork_SubmitToApproveToCancelled_v4
   Pending	Approved		VolunteerToWork_SubmitToApproveToCancelled_v4
   Approved	Cancelled		VolunteerToWork_SubmitToApproveToCancelled_v4
   Cancel Submitted	Cancelled		VolunteerToWork_SubmitToApproveToCancelled_v4
   Draft	Submitted	VolunteerToWork_DraftToSubmit_Preprocessing_v4

5. Click Tap Save.

Configure Workflow Notifications

Note: These steps describe how to configure generic notifications. See Create workflow notifications

1. From the Main Menu, select Administration > Application Setup > Event/Notification > Workflow Notifications.
2. Click Tap New
3. In the Select Notification Type box, select Generic notification and click tap OK.
4. Configure fields appropriate for the specific notification.
5. Click Tap Save.

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

1. Give the notification a Name, for example Volunteer to Work — Employee request.
2. (Optional) Enter a description.
3. Select Recipient List will be supplied at runtime.
4. Edit the Subject line as appropriate.
5. Select Do not suppress duplicates.
6. Enter the message to be sent in the Long Message box, for example:

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

7. 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.

1. Give the notification a Name, for example Volunteer to Work — Manager approval.
2. (Optional) Enter a description.
3. Select only the Recipient List will be supplied at runtime.
4. Edit the Subject line as appropriate.
5. Select Trigger Business Process.
6. Select VolunteerToWork_SubmitToApproveToCancelled_v4 from Template.
7. Select Do not suppress duplicates.
8. Enter the message to be sent in the Long Message box, for example:

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

9. Control center fields

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

Create a schedule rule validation workflow notification for the employee.

1. Give the notification a Name, for example Schedule Rule Validation — Employee Notification.
2. (Optional) Enter a description.
3. Select Send to employee.
4. Edit the Subject line as appropriate.
5. Select Do not suppress duplicates.
6. Enter the message to be sent in the Long Message box, for example:

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

7. Control center fields

   Field	Label	Value
   1	Date	<Dates>

Create a schedule rule validation workflow notification for the manager.

1. Give the notification a Name, for example Schedule Rule Validation — Manager Notification.
2. (Optional) Enter a description.
3. Select Send to employee's manager.
4. Edit the Subject line as appropriate.
5. Select Do not suppress duplicates.
6. Enter the message to be sent in the Long Message box, for example:

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

7. Control center fields

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

Configure Control Center Mappings

Create control center mappings for the notifications.

1. From the Main Menu, select Administration > Application Setup > Event/Notification > Control Center Notification Mapping.
2. Click Tap New.
3. Enter the Event Name.
4. Configure fields appropriate for the specific control center mappings.
5. Click Tap Save.

Create the control center notification mapping for Volunteer to Work employee and manager notifications.

1. In Domain select Scheduler.
2. In Event Type select Time-off.
3. Select the appropriate notification.

Create the control center notification mapping for Schedule Rule Validation workflow employee and manager notifications.

1. In Domain select Scheduler.
2. In Event Type select Time-off.

Attach Request Subtype Transition to Request Subtype

1. From the Main Menu, go to Administration > Application Setup > Employee Self Service > Request Subtypes Classifications of schedule requests from employees..
2. Edit, or create a new Request Subtype, such as Volunteer.
3. (Optional) Enter a description.
4. Select Time-Off as request type.

5. In Employee Notification, select an appropriate notification, such as Volunteer to Work — Manager approval.

6. In Manager Notification, select an appropriate notification, such as Volunteer to Work — Employee request.

7. In Request Cancellation, select Allow without Schedule Restoration.
8. In Request Subtype Transition, select your newly created request subtype transition, such as Volunteer to Work.
9. Click Tap Save

(Optional) Configure Assignment Rules

When employees qualify for an assigned shift, the assigned work rule applies, not their default work rule.

1. From the Main Menu, select Administration > Application Setup > Pay Policies > Pay Rule > Assignment Rules.
2. Select an existing Pay Rule.
3. Click Tap Edit.
4. Select the Assignment Rules tab.
5. Assign a work rule to a specific time period.
6. Click Tap Save

Customize Error messages

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 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 Import to import the edited Excel file.
6. Verify the changes.

API details

API Name	API Section	Type	Resource Path	Location
Retrieve Schedule	scheduling	POST	/v1/scheduling/schedule/multi_read	API/Scheduling/Manager Schedules/Retrieve Schedule
Retrieve Employee Time Off Requests	scheduling	POST	/v1/scheduling/employee_timeoff/multi_read	API/Employee Self-Service/Employee Time Off/Requests Retrieve Employee Time Off Requests
Retrieve Employee Time Off Requests	scheduling	GET	/v1/scheduling/employee_timeoff/{ID}	API/Employee Self-Service/Employee Time Off Requests /Retrieve Employee Time Off Request by ID
Retrieve Shift by ID	Scheduling	POST	v1/scheduling/schedule/shifts/{ID}	API/Scheduling /Shifts/Retrieve Shift by ID
Create Shifts from Patterns	scheduling	POST	/v1/scheduling/schedule/shifts/apply_create	API/Scheduling /Shifts/Create Shifts from Patterns
Delete Shifts	scheduling	POST	/v1/scheduling/schedule/shifts/multi_delete	API/Scheduling /Shifts/Delete Shifts
Paycode A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick. Edit	Scheduling	POST	/v1/scheduling/schedule/pay_code_edits
Delete Paycode Edits by ID	scheduling	POST	v1/scheduling/schedule/pay_code_edits/multi_delete	API/Scheduling /Paycode Edits— Scheduling /Delete Paycode Edits by ID
Retrieve Employee Rule Violations	scheduling	POST	v1/scheduling/violations	API/Scheduling /Rule Violations /Retrieve Employee Rule Violations
Locale Policy	Common Resources II	GET	v1/commons/user_preferences/locale_policy?tenantDefault=true	API/Common Resources II /Locale Settings /User Preferences /Retrieve User Preferences for Current User
Retrieve Persons	People	POST	v1/commons/persons/extensions/multi_read	API/People /Persons Retrieve Persons
Manager Notification	Activiti	POST	Manager Notification	Kronos APIs
Employee Notification	Activiti	POST	Employee Notification	Kronos APIs
Retrieve employee schedule ruleset Name	People	GET	/v1/commons/persons/schedule_rule_sets	API/People/Person Assignments/Schedule Rule Set Assignments/Retrieve Rule Set Assignments
Retrieve schedule ruleset Details	Scheduling Setup	GET	/v1/scheduling/schedule_rule_sets	API/Scheduling/ Setup Schedule Rule Sets/Retrieve All Rule Sets or by Name
State change	Employee Self-Service	POST	/v1/scheduling/timeoff/apply_update	API/Employee Self-Service/Manager TimeOff Requests/Update TimeOff Request as Manager
Retrieve Payrule	Timekeeping	POST	v1/timekeeping/setup/payrules/multi_read	API/Timekeeping Setup/Timekeeping Pay Rules/Retrieve Timekeeping Pay Rules

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

• How many volunteer requests were made
• How many requests were used by the manager
• How many hours were used to work longer or leave early