GRS - Release 5

ORG-6525

SaaS - Capacity Planning Alert - Definition Screen

Staff Capacity Definition screen can be found in Analysis>Monitor>Staff Capacity. Add, Edit and Delete capacity rules at any one location.

When adding a new rules the functionality has been designed so that no field can be left blank and a warning symbol will be shown to indicate that the field cannot be left blank.

A warning symbol will also appear if a new rule is added that is the exact name as a previous one.

Also when adding a new rule the capacity cannot be set to 0, a warning symbol will appear if capacity is not set.

ORG-6526

SaaS - Capacity Planning Alert - New Roster Alert - Posting Manager Checks

Providing there are Capacity rules set up in the Staff Capacity planner for a location then if the capacity limited is exceeded on the Shift Advance Planner the alert will be triggered indicating which rule has been broken with the limit and name of the rule.

ORG-6527

SaaS - Capacity Planning Alert - Web Vacancy Filler

Staff Capacity Alert triggers while doing self posting in GRS Web Vacancy Filler. It checks the rostering's and the roster alert appears according to the staff capacity set up for the locations in GRS client ->Analysis ->Monitor ->Staff Capacity . This is applicable for normal posts and virtual posts within the Vacancy Filler.

ORG-81

SaaS - Demand - Identify Non-Required Shifts

Ability to enable a Staff Monitor group to be used in the Demand Gap Planner for the creation of new postings. Postings can be assigned by default to a selected unit within the group and made required or non-required by default. In GRS client, Analysis > Monitor > Staff Level Setup> Demand Gap Planner tab there is a new option called ‘Set new Shifts to Required’. By default, it is set to Yes and can be changed to No. If the user has set up crew post matching for a shift location prior to saving changes under Demand Gap Planner tab, then the user navigate to Rosters > Roster Planners > Demand Gap Planner, after choosing the group name, date and demand level and click apply, the user can see the newly created postings in the Demand Gap Planner. After saving the changes, the user is able to see the newly created postings in Daily Posting Sheets for the selected location and date according to the option Set new Shifts to Required (yes/no) under the Demand Gap Planner tab in Staff Level Setup.

ORG-82

SaaS - Demand - demand shifts to be created by area and used at unit level

After saving the new posts which are created through Demand Gap Planner, then in GRS web - Vacancy Filler, the posts are visible and can advertised against all the locations in the group in staff level set up. These advertised posts are configurable by TotalMobile.

The changes are also visible in Daily Posting Sheets with the correct locations.

ORG-83

SaaS - Demand - Edit start and end date on extra jobs (2)

Ability to edit the times of the shifts proposed by the Demand Gap Planner.

In Demand Gap Planner there is a new report action 'Change shift'. When the user creates new posts (after the configuration is done for the groups related to the matching crew) through DGP and tries to change the shift/shifts for newly created posts by selecting it and clicking on the change shift button, the user is able to change the shift, and the changed ones are reflected in the new grid column 'Changed'. If the shifts aren't selected, the change shift button is disabled. The user can also undo/redo changes by clicking on the undo/redo button which is in the actions area on the grid.

There is a new grid column - Job - This column shows the job number created for the posts through DGP. After saving all these changes in DGP, the user can see the changes for the new postings in Daily Posting Sheet within the correct location.

ORG-84

SaaS - Demand - Manual Required flag management (1)

New report actions ‘Change to Required’ and 'Change to Non Required' have been added in the Demand Gap Planner grid and it is disabled if the new postings are not being selected. The user can change it to required/ non-required when it is selected, and the chart is updated automatically according to the report action. The user can also undo/redo the action.

After saving all the changes in Demand Gap Planner, the user can see the changes in Daily Posting Sheet within the correct location.

ORG-85

SaaS - Demand - Move demand shifts to other locations (3)

When the user wants to change the location for the newly created posts in Demand Gap Planner, they select the new report action 'Change Location' which is only enabled for new posts. The action is displayed for all the locations within the group in staff level set up.

ORG-2447

SaaS - Demand - Staff Monitor Setup screen to allow for Demand Gap Planner configuration

In GRS client, Analysis->Monitor ->Staff Level Setup there is a new tab ‘Demand Gap Planner’ which has the following options Demand Gap Planner, Crew Type and Default Shift Location. If the crew type is selected as none, the checkbox in DGP should be disabled, and if the crew type is selected it should be enabled and the other options under Demand gap Planner tab should be active. Also if the user selected Default Shift Location is one of the chosen locations in the Group Location tab, only then the Demand Gap Planner tab will allow the user to save the changes

If the user navigate to Rosters->Roster Planners->Demand Gap Planner, then the created group will appear in the Demand Gap Planner (group name drop down).

ORG-6700

SaaS - WTD - Roster Alert - Warning/Breach Result and Permission

The existing Roster Alert ‘Working Time Regs Check’ has now been divided into two individual alerts called:

• Working Time Regs Check - Warning

• Working Time Regs Check - Breach

Each alert performs the WTR average weekly hours check over a set number of weeks and compared against a set of system options.

Alert: Working Time Regs Check - Warning

For staff who are ‘Opt In’ to Working Time Regulations, their WTR average weekly hours will be compared against the hours for system option:

• Rosters > Working Time Regs: Average number of hours in WTR period before a warning is raised - OPT IN

For staff who are ‘Opt Out’ to Working Time Regulations, their WTR average weekly hours are compared against the hours for system option:

• Rosters > Working Time Regs: Average number of hours in WTR period before a warning is raised - OPT OUT

When an operator makes a change to a posting sheet which causes the ‘Opt In’ or ‘Opt Out’ persons hours to exceed the system option hours, the alert is triggered and presented to the operator.

Alert: Working Time Regs Check - Breach

For staff who are ‘Opt In’ to Working Time Regulations, their WTR average weekly hours are compared against the hours for system option:

• Rosters > Working Time Regs: Average number of hours in WTR period before regulations are broken - OPT IN

For staff who are ‘Opt Out’ to Working Time Regulations, their WTR average weekly hours are compared against the hours for system option:

• Rosters > Working Time Regs: Average number of hours in WTR period before regulations are broken - OPT OUT

When an operator makes a change to a posting sheet which causes the ‘Opt In’ or ‘Opt Out’ persons hours to exceed the system option hours, the alert is triggered and presented to the operator.

If both alerts are enabled and a shift change causes both alerts to trigger, only the Breach alert is presented to the operator.

Special Permission: Override Working Time Regs Check WTD Breach

A new Special Permission is available which works in accordance to the new Roster Alert: Working Time Regs Check – Breach.

Users who have this special permission have the ability to override the roster alert if it is presented to the user at any time. The OK button on the alert is enabled, allowing the user carry out the shift change.

Users without the special permission, are restricted from carrying out any shift changes which result in a persons WTR average hours exceeding the system option Breach hours. The OK button on the alert is disabled to prevent the user from continuing.

ORG-6701

A new system option has been implemented under the Rosters category called ‘Working Time Regs: Rolling Period in Days’. This can be set to any number between 0 and 99. This option controls a new WTR calculation method which has been developed under ORG-4623 -SaaS - WTD - WTR Calculation - Weekly 48 hour average.

New functionality has been added which allows for the removal of the date selection for System Option ‘Rosters > Working Time Regs: Period initial Start Date’. A Clear button is available in the dropdown calendar for the system option. Clicking this button removes the date from the field and clicking Save saves the changes.

An obsolete system option called ‘Overwrite WTR Breaches’ has been removed.

ORG-6702

SaaS - WTD - WTR Report - Changes to Options - Use new default system options/extra options for new WTR calc type

For Individual WTR Report and WTR Summary Report, a behaviour change has been made to the ‘Forward or Backward’ report option based on the combination of values for existing system option ‘WTR Summary - Number of Weeks Back’ and new system option ‘Working Time Regs: Rolling Period In Days’.

• If Number of Weeks Back is ‘zero’ and Rolling Period in Days is ‘zero’, the Forward or Backward report option is enabled, allowing for any selection. The option defaults to ‘Forwards’.

• If Number of Weeks Back is ‘zero’ and Rolling Period in Days is ‘greater than zero’, the Forward or Backward report option is disabled (locked) and defaults to ‘Forwards’ only.

• If Number of Weeks Back is ‘greater than zero’ and Rolling Period in Days is ‘zero’, the Forward or Backward report option is disabled (locked) and defaults to ‘Forwards’ only.

• If Number of Weeks Back is ‘greater than zero’ and Rolling Period in Days is ‘greater than zero’, the Forward or Backward report option is disabled (locked) and defaults to ‘Forwards’ only.

ORG-4623

SaaS - WTD - WTR Calculation - Weekly 48 hour average

New setting under Tools > System Options - called 'Working Time Regs: Rolling Period in Days'. Use this option to set a number of days forward from today's date (inclusive of today); any shift changes within this rolling period are checked for their effect on a person's average WTE. The option is enabled by having a value greater than zero. It tells the system to calculate the worktime regulations in blocks, with the number of blocks dependant on the current date versus the date of the shift change within the rolling period. This works alongside the existing setting 'Working Time Regs: Period Used to Monitor the WTR (Weeks)'. 

Example: the new option of Rolling Period in Days is set to 28 days. The existing option 'Period Used to Monitor…' is set to 26 weeks. The existing option for 'Calendar start day' is set to 'Monday'. The system will only check the average WTE when a shift change is made within the 28 day period. It will then extend that rolling period to find the date at the end of the last full calendar week and calculate the average WTE over 26 weeks up to that end date. There will be a maximum of five calculations if the value is set to 28 (5 weeks). If the shift change date is within the last week of the 28 day rolling period, only one calculation will be provided. If the shift change date is within the first week of the 28 day period then five calculations will be provided. Only four calculation weeks will be used if the current date is a Monday.

When using the WTR Summary/Individual reports, the 'current date' will be treated as the date selected for 'Reference Date' in the report options. These reports show a calculation for every possible block resulting from 28 days forward from this date (so, 4 or 5 rows for each person depending on day of week the Reference Date falls on and the calendar start day chosen in the system option). Using the new System option will also fix the WTR Summary report setting 'Forward or Backward' to allow 'Forward' calculations only.

The system will automatically extend the 26 week period forward for absences (as per previous functionality). Absences do not affect the way the system works out the number of blocks (shift change dates outside the 28 days are not assessed). The WTR Roster Alerts 'Working Time Regs Warning' and 'Working Time Regs Breach' need to be configured in order to perform the check for the Rolling Period when postings are altered.

ORG-6494

SaaS - WTD - WT Breach Report - Extra Columns

The WT Breach Analysis when run for a location or group, now contains the following new columns in the Filter Unused columns area on the Pivot View and the column chooser on the Grid View:

• ID Number

• Employee ID

• Breach Date

• Assignment Number

ORG-6452

SaaS - Annual Leave Definitions - Statutory Leave Entitlement

New Definition screen located in Annual Leave → Annual Leave Definitions called “Statutory Leave Entitlement” (set in langset). Visibility is controlled via system option: ‘Show Statutory Leave Allocation, Report and Definition’. Grid headers (set in langset): Start Date, End Date, Statutory Hours

The Report options are :

• Add

  • Provide new start date (required, must be in the future),

  • end date optional (default to 3000-01-01). Option to make this open ended or select a date

  • Hours value (required, + value only > 0)

  • database inserts no overlapping records
    When inserting a new record it checks for overlapping records, end any existing records to start_date -1 and insert the new record.
    For any new records which have an end date supplied, the existing record must be ended at start_date -1 and then start again at end_date + 1 (ending in the year 3000-01-01)

• Edit

  • Can only edit records where the start date is in the future

  • Can not update start date to a date in the past

  • If end date is updated (eg. from open ended to specific date, then previous record takes over with no gaps)

  • Log written - old values and new values

• Delete

  • Can only delete records where the start date is in the future

  • Database updated so there are no gaps in date ranges

  • Log written - values to be deleted

ORG-6453

GRS - Annual Leave - Set Statutory Entitlement when AL Allocation is calculated by workflow

Statutory Hours option is available under Annual Leave Management → Annual Leave Record → Allocation Details tab and it works in line with the Statutory system option - “Show Statutory Leave Allocation, Report and Definition“.

The statutory allocation (of the correct value) is assigned to people when there is:

• a workflow active
  or

• no workflow active

The Final Leave Balance screen will not assign a statutory value to a person when choosing a range of potential leave days.

ORG-4622

SaaS - Statutory Annual Leave Compliance

Three new columns have been added to Annual Leave > Annual Leave Reports > Statutory Leave Status Report:

1. Total Hours Taken (all booked hours up to and including the date on which the report is run)

2. % Compliant (Booked)

   1. 100% If Total Hours Booked is >= Total Statutory Leave

   2. Otherwise, Total Hours Booked / Total Statutory Leave

3. % Compliant (Taken)

   1. 100% If Total Hours Taken is >= Total Statutory Leave

   2. Otherwise, Total Hours Taken / Total Statutory Leave

Visibility of the Report is controlled by system option under the Annual Leave tab: ‘Show Statutory Leave Allocation, Report and Definition’.

ORG-6442 ORG-6441

SaaS - Annual Leave Rules By Time of Day - Time Period Definition Screen (P1) & Database Table (P1)

In the GRS client, a new definition screen Annual Leave Rule Time Periods has been added under Annual Leave → Annual Leave Definitions, here the user can add a new annual leave time period, which then allows them to report actions such as add, edit or delete for those entries.

ORG-6904

SaaS - Annual Leave Rules - Update Annual Leave RAG report (P1)

The Annual Leave Reports > Annual Leave RAG Report has been updated to show the results of the new %WTE rule when allocated to Locations. The 0.0000% used will show in the day cell, for dates that the rule is allocated. Colour coding is the same as for other rule types: red where the rule value has been reached or exceeded, yellow where there are absences but the limit is not breached, and green where there are no absences that count towards the rule.

A Time of Day column has been added to show the Time Period associated with the rule (note that where the default period of ‘All Day’ is applied, the cells will be blank). The Inclusive Hours setting on a rule can also be seen on this report by adding it from the column chooser (right-click on the grid header).

ORG-6907 ORG-6767

SaaS - Annual Leave Rules - Add Option to Definition Screen (P1) & Add Pattern Screen Amendments (P1)

In the GRS client, Annual Leave → Annual Leave Definitions → Annual Leave Rules → Add/Edit screen, a new logical operator called %WTE has been added to the screen, along with a dropdown to enable previously defined parts of day available only for %WTE to be selected. The user can add a rule by selecting the %WTE logical operator and Per Day Count Type. After selecting those, the user can select the newly added dropdown options, such as Time Of Day and Inclusive Hours which have two options, such as ‘Shift Start' and 'Absence Start’, the user can the enter the leave amounts, up to 4 decimal places, before saving the annual leave rule.

ORG-6771

SaaS - Annual Leave Rules - Implementing new % Hours rule (P1)

Addition of the calculation for the ‘%WTE' Annual Leave Rule type, which can be set up in Annual Leave Rules, entered as a percentage to four decimal places. This rule checks the number of hours being booked + already booked against the total number of Personnel Record 'Working Location' hours for people who have the affected shift's location as a working location. Refreshment breaks are not deducted from any of these booked hours.As per other rule types, Annual Leave and any leave types that have the setting 'Count in Leave Rules’ ticked on the definition will count towards the rule.

The calculation uses the settings on the rule (as described under ORG-6767) for ‘Time Of Day’ and ‘Inclusive Hours based on’. For the Inclusive Hours setting of 'Shift Start', any absences that affect Shifts that start within the chosen time period will count towards and be checked against the rule. For the Inclusive Hours setting of 'Absence Start', any Absences that start within the chosen time period will count towards and be checked against the rule (regardless of shift times).

ORG-6574 ORG-5271 ORG-5270 ORG-4846

SaaS - ECF Interface to ESR - Run via Task Scheduler, Reporting, Processing of File and DB

A new report called ESR Overtime Interchange is available for GRS main client located under the Tools > Interchanges > ESR Overtime Interchange menu. Configuration will be required by TM in order to enable and show the report in the menu. This grid view style report allows users to view the transactions of claims that have been exported as part of a scheduled task. By selecting a Start and End Date in the report options on the left and clicking Apply, the top grid will show all export transactions created within the selected Date Range. Clicking onto a transaction row will populate the bottom grid with the breakdown of claims included in the transaction.

Exported claim types can include:

• Overtime

• Unsocial Hours

• Time Sheet UDF’s

• Mileage

• Expenses

• Meal Breaks

To determine the claims to be exported, a rule and rule criteria must be defined in the Time Sheet Summary Rules screen (Time Sheets > Time Sheet Definitions > Time Sheet Summary Rules). Once defined, select the ESR Config button for the Summary Rule and set the ‘Enabled’ option to ‘Yes’. After configuring this, an ‘ESR File Format’ layout type will need to be created in the Time Sheet Layouts screen (Time Sheets > Time Sheet Definitions > Time Sheet Layouts) and the Summary Rule will need to be assigned to the layout. Once all configured, any claims that fall under the criteria of the Summary Rule will be included when running the ESR Overtime Interchange.

Exports can be done in Weekly and/or Monthly configurations and can be setup as two different scheduled tasks. Edit the ESR Config in the Time Sheet Summary Rules screen to set the included claims using the ‘Include in Weekly File’ and ‘Include in Monthly File’ options.

In order for the claim hours to show on the file export with the correct formatting, a value will need to be entered in a Value Type number field in the ESR Config of the Summary Rule. This value can used to identify the claim type (e.g. ‘OT x1’). Then the following will need to be typed into the associated Value number field:

• VALUE|F2|/3600 - Will show the claim duration as hours and minutes in decimal format, rounded to the nearest 2 decimal places. F2 determines the number of decimal places. Change this to F1 for 1 decimal place or F3 for 3 decimal places etc.

• Any other value - This will override the duration of the claim with the typed value

Once all configured, the formatted values will show in the associated Value Type / Value number columns on the file export.

On the top right of the report, the following report actions are available:

• Configure Interchange

• Force Run Interchange Weekly

• Force Run Interchange Monthly

• Download File Contents

Report Action: Configure Interchange

This report action allows users to configure the interchange from the report. In order for the export procedure to run, the following options must be configured:

• Database URL - This must be the same Database URL as the Data Service used by the Task Scheduler that will be running the process

• Database Index - This must be the same Database Index as the Data Service used by the Task Scheduler that will be running the process

• Run Generic Version - This must be set to ‘Yes’ to use the new user configured export method

• Force Run Interchange - This must be set to ‘Yes’ to enable the report actions to force run the process

• Output Folder - This must be set to an existing folder destination on the server that hosts the Task Scheduler. This will be where the file is saved before being copied to an FTP location if specified

Other configurations include:

• Trust ID - This will be added to the name of the file export

• ESR Number Source - IDNUMBER / INTERCHANGEID_ONE / INTERCHANCEID_TWO

• Exclude Personnel UDF - Optional field. Any claims for a person with the Personnel UDF and Value will be excluded from the export transaction

• Exclude Personnel UDF Value - Optional field. Any claims for a person with the Personnel UDF and Value will be excluded from the export transaction

• FTP Server - The FTP Server URL the file export will be sent to

• FTP User -  Username for the account used to access the FTP Server the file export will be sent to

• FTP Password - The Password for the account used to access the FTP Server the file export will be sent to

• FTP Folder - The folder destination on the FTP Server the file export will be sent to

Report Actions: Force Run Interchange Weekly / Monthly

These report actions allow for the Weekly or Monthly export configuration to be run manually from this report. Setting the Force Run Reference Date option on the left of the report will determine the Overtime Period to manually run the process for:

• If date is set to between the first and second to last day of an Overtime Period, the process will be run for the previous Overtime Period before the Reference Date.

• If the date is set to the last day of an Overtime Period, the process will be run for the Overtime Period the Reference Date is contained within.

The export transaction will include claims for the selected Overtime Period and claims for previous periods that have not been exported yet. Configuration will be required by TM to determine how many months back to include claims for.

When either Report Action is selected, a run process dialogue will appear displaying a blue loading bar at the top, while a series of checks are being performed. Once the checks have passed, a message will show stating ‘ESR Interchange Job Queued’. The user can then close this dialogue while the export process is being run in the background. After a few minutes, the export process will complete. If the transaction includes 1 or more records, then re-running the report will display the transaction in the top grid. If either Report Action is selected while the process is already in running, a message will show in the dialogue that states ‘ESR Interchange Job Running’ and the action will be cancelled.

When a transaction is completed, the file export will be saved to the defined Output Folder destination on the server that hosts the Task Schedular. If the FTP options are configured, the file export will be copied over to the defined FTP Folder destination on the FTP Server.

Report Action: Download File Contents

This report action allows the contents of an export transaction to be created as an excel file. First select the required transaction row from the top grid. Click the Download File Contents button and the excel file will be created in the following local directory: C:\Users\User.Name\GRS\GRSESROvertime\

ORG-6709

SaaS - ECF Interface into ESR - ESR file content configuration against each Time Sheet Summary rule

Time Sheet Summary Rules screen (Time Sheets > Time Sheet Definitions) - A new button called ‘ESR Config’ has been added to the Actions panel to the right of the Rule Definition grid at the top of the screen. Clicking this allows for an ESR Config record to be added and configured for a Time Sheet Summary Rule. Only one record is created per rule but the settings on the Config record can be changed at any time.

Two new columns called ‘ESR Config’ and ‘ESR Config Enabled’ have been added to the Rule Definition grid at the top of the screen.

• If an ESR Config record has not been defined for a Summary Rule, ‘N' shows in both columns for ‘ESR Config’ and 'ESR Config Enabled’

• If an ESR Config record has been defined for a Summary Rule but is set to ‘disabled’, ‘Y' shows in the ‘ESR Config’ column and ‘N' shows in ‘ESR Config Enabled’ column

• If an ESR Config record has been defined for a Summary Rule but is set to ‘enabled’, ‘Y' shows in both columns for ‘ESR Config’ and 'ESR Config Enabled’

Configuration from TM is required in order for the new columns and button to show on the screen.

ORG-6679

SaaS - ECF Interface into ESR - Time Sheet Definition Screen - New ESR Output Layout

Time Sheet Layouts screen (Time Sheets > Time Sheet Definitions) has a new Layout Type called ‘ESR File Format’ which has been added to ‘Layout Type’ dropdown field when adding or editing a Time Sheet Layout. A user can choose the same columns (i.e. Field Types) and settings as the 'Summary' Layout Type. Only one layout of this type can be defined and location assignment is restricted to the top of the Organisation Tree only (i.e. the whole organisation). 

The new ‘ESR File Format’ Layout Type requires configuration from TM in order for it to show in the Layout Type dropdown field. 

ORG-6339

GRS Web - Online Sickness - YAS legacy work

New system options have been introduced under Sickness > 'Display Category and Reason for web sickness' default as Yes, and 'Enable Sickness Category field on Sickness Records' default as Yes.

The user can self report sickness, the user is removed from their postings according to the system options 'Period removed from the DPS when reporting sick' in combination with 'Default Sickness Record Length (Days) - Estimated Date Fit'. Also, report sick fit from the GRS Web, the 'Last day of sickness' field is populated with the date for 'yesterday' and, on save, the sickness record is closed.

ORG-6340

GRS Web - Online Sickness - Self-Service Report SICK enhancements

GRS Web Users have access to the Self- Sickness function.

The user can book self sick from duty, taking into consideration: 

1. If the Planned Shift time has already commenced, an on-screen message is displayed - “As your shift for this day has already commenced, you are not permitted to self-report sick at this time. Please contact your Line Manager, On Call Duty Line Manager or Scheduling team to confirm this absence.” 

Configurable with System Option: Allow self reporting when shift has started. Yes/No 

2. On Save user is presented with an on-screen message stating “These are your personal details as held by ESR. If any of the information is incorrect, please visit the ESR Self-service portal to amend your contact details. This information is vital for SaaS to be able to support you during your period of absence.” The following personal details are to be displayed in the message. (This message should have ‘Okay’ option.) 

   1. First Name, Last Name, 

   2. Address 

   3. Personal Mobile No 

   4. Personal Landline Number  

If any of the above personal details are not recorded in GRS as of the date of reporting sick, it should be indicated with the text “Information not provided” 

Configurable with new System Option: Show contact details when self reporting sickness Yes/No 

ORG-6341

GRS Web - Online Sickness - Self-Service Report FIT enhancements - PARENT STORY (full workflow test)

Enhancements have been made to the Online Sickness - Self-Service Report FIT function, where GRS Web Users can now book themselves fit:

• The user goes back to all rostered vacant posts

• Rostered posts with cover:

  • The cover person remain on the shifts

  • The user returning from sickness is allocated to new non-required posts

• The user books fit within 'N' hours before the next shift starts and their position is covered:

  • 'N' hours need to be configurable

  • The cover person remain on the shifts

  • The user returning from sickness is allocated to new non-required posts

• The user is not allowed to book fit if the shift has already started

ORG-6704

GRS Web - Online Sickness - Self-Service Report Fit - Workflow - 1. End Shapes: Unable to book fit and End Sickness

There are an additional two new End Shapes for the Online Sickness workflow, ‘Unable to book fit’ and 'End Sickness'.

• Unable to book fit - when used in the workflow and a record meets any preceding criteria to reach this shape, the sickness record is not closed and the user is given an on-screen message (message development is under a different work item).

• End Sickness When - when used in the workflow and a record meets any preceding criteria to reach this shape, the sickness record is closed by being end-dated.

ORG-6816

GRS Web - Online Sickness - Self-Service Report Fit - Workflow - 2c. Workflow messaging

Following a sickness being logged in the system, the user marks themselves as fit through GRS Web, the workflow initiates and analyses the sickness period, which in turn generates a message with the correct contents based on the workflow decisions, and displays the message to the user to accept or reject.

ORG-6765

GRS Web - Online Sickness - Self-Service Report fit - Workflow - 2b. Workflow actions

Following a sickness being logged in the system, the user marks themselves as fit through GRS Web, the workflow logs the actions to be take for the shifts and range and a message is displayed on GRSWeb to the user which can be accepted or rejected:

• Rejected - do nothing, exit process

• Accepted - it can then

  • loop each shift day and apply the corresponding end/processing shape logic

  • apply the end shape logic to the overall sickness range

The workflow will action each “workflowaction” matching what was logged in the first run.

ORG-6744

GRS Web - Online Sickness - Self-Service Report fit - Workflow - 7. Process shape: Restore to new post

A new shape - Restore person to a new Post has been added as Shape type: Process (grey square)

This shape has the following properties:

• DefaultRemark (string)

• PostNamePrefix (string)

• RequiredStatus (boolean)

This shape should be used inside of the Restore loop logic and works off shiftDayRefDate.

When a person Reports Fit then for the future dates shifts will get restored to New Post.

Use postings from above decision:

• create new posting from each posting identified as the restore postings - order by shift start time.

• Location: as per restore postings identified.

• Shift: as per restore postings identified.

  • Ignore overtime on postings.

    • if posting has just overtime shift then ignore completely - person is not put back on a posting with this shift.

    • if posting has a planned shift and overtime on the same posting then only consider the planned shift.

• Post: Determine post using prefix from shape property. e.g. BackToDuty with number on end for next available e.g. BackToDuty1. Check already defined posts for definitions to use. Ensure log entry if defined post not available - ‘person is not on a posting as Post definition is not available to use'.

ORG-6743

GRS Web - Online Sickness - Self-Service Report fit - Workflow - 6. Process shapes: Restore x 3

Shape 1 - Do not restore person on this date

This shape should be used inside of the Restore loop logic and will work off shiftDayRefDate.

There is to be no restore action on this shift. The absence will be removed and the person will be left “floating” on the Daily posting sheet.

Shape 2 - Restore person to their Posting on this date

This shape should be used inside of the Restore loop logic and will work off shiftDayRefDate.

If the post isn't vacant and this shape is used regardless of the vacant shift shape, restore the person to their post but not the cover person. Workflow needs to function regardless of cover, having the 'vacant' decision should not be mandatory. Restore to planned not rostered shift always.

Shape 3 - Restore person and cover person to their postings on this date

This shape should be used inside of the Restore loop logic and will work off shiftDayRefDate.

The cover person would be restored unless their post is not vacant then they will be placed into the ‘Persons’ area of the DPS.

ORG-6742

GRS Web - Online Sickness - Self-Service Report fit - Workflow - 5. Restore Loop and decision shapes x 2

1. New Decision Shape → Restore Loop

There’s a new ShiftDayRefDate (date) default value = 01/01/1900

When this shape is activated it needs to test if

• ShiftDayRefDate < begin date of the sickness.

  • if not do nothing

  • if less than, then set to the last day of sickness.

• The normal logic of this shape is to add 1 day to ShiftDayRefDate

  • questionResult = item.shiftDayRefDate <= item.[End Date]

Once ShiftDayRefDate is incremented beyond the end date of the sickness, this loop will return false and head down the “No” road.

2. New Decision Shape → Assessed Date is Fit Date +X

• Numeric Property called Days → X.

• questionResult = item.shiftDayRefDate = item.[End Date].AddDays(X)

3. New Decision Shape → Is the shift for the planned shift vacant?

Flag on the absence type to determine if the person would go back to the rostered or planned shift. This will need to be considered in the future.

• Logic to check if the planned shift is vacant.

• If target shift is vacant, return true otherwise return false.

ORG-6741

GRS Web - Online Sickness - Self-Service Report fit - Workflow - 4. Process shapes: Set Last Day Sickness -1,0,1

There is a new process shape for the Online Sickness workflow ‘Set last day of sickness + X days’. This shape can be set to -1, 1 and 0 in the properties value on the workflow designer screen.

It tells the system what day the last day of sickness should be when a person reports fit (can be used in conjunction with the 5 decision shapes in ORG-6740). It should only be used outside and before the Restore loop (see separate work item for restore loop information).

ORG-6740

GRS Web - Online Sickness - Self-Service Report fit - Workflow - 3. Decision shapes x 5

An additional 5 decision shapes have been added for the Online Sickness workflow, which should only be used outside of the Restore loop (see separate work item for restore loop information):

• Shape 1 - Is today a working shift? Using the Shift properties of the person who is working today.

• Shape 2 - Has the planned shift already started? This applies to working shifts. ‘Non-working’ shifts e.g. Rest Days/Free Days etc. need a default value of false. Based on the start time of the shift being before/after the time the user clicked Report Fit in question.

• Shape 3 - Does the next planned shift start in less than X hours? A numeric hours property needs to be configured in the workflow for this shape to work. This applies to working shifts. Rest Days etc. get a default value of false. Based on Shift Start + X.

• Shape 4 - Does the sickness start today? Based on todays date.

• Shape 5 - Does the sickness start after today? Based on todays date, where ‘after’ means not including today

ORG-6739

GRS Web - Online Sickness - Self-Service Report Fit - Workflow - 2. End Shape: Delete Sickness

A new End Shape has been added to the Online Sickness workflow for ‘Delete Sickness’. When used in the workflow and a record meets any preceding criteria to reach this shape, the sickness record is deleted (rather than being closed by being end-dated).

To use this feature ensure the System Option ‘Workflow - Report Sick/Fit’ is set to ‘Delete Sickness Record’.

ORG-6240

SWP - Overtime Authorisers - Authoriser Definition Screen - New Screen

Conversion of the Overtime Authorisers screen to use the report engine. This is done in preparation for further work to provide a simple Overtime Authorisers entry feature from the Setup Special Events screen. The screen loads the existing Overtime Authoriser groups in the top half of the view and clicking on an entry will load the setup details in the lower part of the view. Use the Add Advanced Rule button to configure the Overtime Authorisers as normal. There may be a delay loading the data in this screen and further work is intended to improve performance.

ORG-6241

SWP - Overtime Authorisers - Authoriser Definition Screen - New Basic Rule

New option on Overtime > Overtime Definitions > Overtime Authorisers called ‘Add Basic Rule’ action button to setup a simple 'All Authorisers' or 'Specific Authorisers' group.

Select a Location to be covered by this authoriser group. Give the Authoriser Group a name. Set the Start and End Dates for this group to be active (defaults are start of location to 'open ended'). If the location chosen is a Special Event, these fields will not be active and will default to the start and end dates of the Special Event location. Use the Authoriser Type drop-down to change the group type:

• 'All Authorisers' means that all personnel in the system show in the authorisers list.

• Selecting 'Specific Authorisers' will cause the screen to change, so that a user can nominate specific people as Authorisers.

The lower part of the screen will change when Specific Authorisers is chosen as the Authoriser Type. The people list on the left is initially populated with all people in the organisation. The report options icon can be used to filter this list. Tick the people that will be Authorisers. Use the Add or Clear buttons to move ticked or selected people in/out of the Authoriser list on the right. Select a person in the right-hand list and click the Edit button to specify the dates that they can be an authoriser within this group. The number of people that can be specified as authorisers is controlled by a System Option called 'Maximum No. of authorisers to be added to a rule'. Users will be prevented from adding more than this number of people in the Overtime Authorisers 'Basic Rule' screen.

ORG-6233

New System Option under the Overtime section called ‘Limit number of Overtime Authorisers’. This is done in preparation for further work to provide a simple Overtime Authorisers entry feature from the Setup Special Events screen and has no effect on the system. When the rest of the development is complete, this will limit the number of overtime authorisers that can be selected for a Special Event authoriser group. The default is 6 and can be set to 1-99.

ORG-6239

SWP - Overtime Authorisers - Authoriser Definition Screen - Database Change

Changes to the database tables for Overtime Authorisers in preparation for further work to provide a simple Overtime Authorisers entry feature from the Setup Special Events screen.

ORG-6232

SWP - Overtime Authorisers - Special Event Authorisers

The Rosters > Set Up Rosters > Set Up Special Events screen has been converted to use the definition engine, providing additional display, filter and sort features. The ability to add Basic overtime authoriser groups is also now directly accessible from this screen using the Add Authorisers button. This is the same screen as is accessible via the Overtime Authorisers screen.  The Location and Dates are already populated for the selected Special Event and cannot be changed. Once this form is completed and saved, the Authoriser details will show for the selected event in the lower part of the definition screen. The grey background for the entry in this example highlights that this is a Specific Authorisers rule. 'All Authoriser' groups will have a white background on the row. Only Basic Rules that apply to Special Events show in this grid. Advanced Rules can still be applied to Special Event locations from the Overtime Authorisers screen but will not be listed here. Basic authoriser groups created from the Set Up Special Events screen will show in the Overtime Authorisers screen, where they can be edited or deleted.

ORG-6234

SWP - Overtime Authorisers - Amend Web Authoriser Timesheet Entry

For the ‘Islands of Duty with Overtime’ style Time Sheets on the web, a change has been made to the population of the fields for Pre-Authorised By and Authoriser, when entering an Overtime Claim. The people list for both fields are now filterable by the Overtime Authoriser group associated with the selected Location Worked. Only Overtime Authoriser groups using ‘Basic’ Rule Type will apply. Any Overtime Authoriser groups using ‘Advanced’ Rule Type will not be included the filter checks.

If the Location Worked is assigned an Overtime Authoriser group that is using ‘Basic’ Rule Type, the drop down list for both options will refresh and display the authorisers for that particular authoriser group only.

If the Location Worked is not assigned an Overtime Authoriser group that is using ‘Basic’ Rule Type, both options will check for the next branch above that is assigned an Overtime Authoriser group using the ‘Basic’ Rule Type; then populate with the list of authorisers for that group instead.

If the selected Location Worked and all branches above do not have an assigned Overtime Authoriser that is using ‘Basic’ Rule Type, the Pre-Authorised By and Authoriser fields will populate with every person in the whole organisation, regardless of the logged in users Security Range (as per original behaviour).

If the options are filtered by an Overtime Authoriser group where Authoriser Type is set to ‘Specific Authorisers’, the drop down list for both options will only show the authorisers of the group that either:

• Do not have an independent start/end date

• Do have an independent start/end date that overlaps the Shift Date of the claim

If the options are filtered by an Overtime Authoriser group where Authoriser Type is set to ‘All Authorisers’, the drop down list for both options will show every person in the whole organisation, regardless of logged in users Security Range.

ORG-6389

SWP - ORGANISATION_HEADER - creation and management of new table

A new database table called ORGANISATON_HEADER has been implemented, which will be used to store a header record for all locations in the Organisation. This table includes a DATE_CREATED and DATE_MODIFIED column for storing the dates of when a location is first created and edited.

An automated script will be run to insert the header records for all pre-existing locations. The DATE_CREATED for pre-existing records will be the Start Date of the earliest location record of the same RID (in database table ORGANISATION). The DATE MODIFIED for pre-existing records will be the Start Date of the latest location record of the same RID (in database table ORGANISATION).

When a new location is added, a procedure will be run with the overnight process that will insert the new header record into ORGANISATION_HEADER table. The DATE_CREATED and DATE_MODIFIED on the new header record will be assigned the Run Date -1 day. The header record will not be created until the procedure has been run.

When a location is edited, the same procedure will be need to be run with the overnight process in order for the changes to be reflected on the header record in ORGANISATION_HEADER table. Once run, the DATE_MODIFIED on the existing header record will be assigned the Run Date -1 day. The header record will not updated until the procedure has been run.

ORG-6236

SWP - Overtime Authorisers - New Report to View Authorisers

A new report called Overtime Authorisers Report is available for GRS main client, which is located under Overtime > Overtime Reports. This Grid View report enables users to view the details of Overtime Authorisers for any Location within a selectable Date Range. Running the report by Location will display the relevant Overtime Authorisers for the location(s) selected. Running the report by Person will display all Locations the person is an Overtime Authoriser of. 

An extra check box report option is also available called 'Include Locations Without Authorisers', which is only applicable when running the report by Location. Ticking this check box will include rows for Locations that do not have any Authorisers within the loaded date range. The Authoriser columns for these Locations will be empty. Unticking the check box will exclude Locations that do not have any Authorisers within the loaded date range. 

ORG-6238

SWP - Overtime Authorisers - New Report to view Organisation record information

A new report called Organisation Details is available for GRS main client, which is located under Organisation > Organisation Details. This Grid View style report enables users view a breakdown of information for every location and branch in the whole organisation for a selectable Reference Date. The report options on the left include a multi location picker, which lets a user select one or more locations to view in the report. Alternatively, the Locations report option can be left empty which will cause the report to return details for every location in the whole organisation.

Information in the report includes:

• Organisation - the top level of the Organisation Tree

• 1^st – 7^th Level - the 1^st to 7^th Levels of the Organisation Tree relevant to the location, as of the report Reference Date

• Location Name - the name of the location, as of the report Reference Date

• Created Date - for new locations, this will show the date the location was first entered into the system. For any pre-existing locations, this will show the Start Date of the location (This refers to the DATE_CREATED as seen in new database table ORGANISATION_HEADER)

• Location Start Date - the Start Date of the earliest location record with the same RID (in existing database table ORGANISTION)

• Location End Date - the End Date of the latest location record for with the same RID (in existing database table ORGANISTION)

• Transfer Code 1 - the value for Transfer Code 1 defined for the location in the Organisation Structure screen, as of the report Reference Date. For SWP only, the column name will need to changed to ‘On Call’ in the reports language set.

• Transfer Code 2 - the value for Transfer Code 2 defined for the location in the Organisation Structure screen, as of the report Reference Date. For SWP only, the column name will need to changed to ‘Project Code’ in the reports language set.

Additional ‘hidden’ columns can be added to the report by right-clicking on any column header and selecting Column Chooser from the list. This will open a dialogue box containing the following columns which can be dragged and dropped into the report:

• 8^th - 10^th Level - the 1^st to 7^th Levels of the Organisation Tree relevant to the location, as of the report Reference Date

• Address - the address for the location, as of the report Reference Date

• Email - the email address for the location, as of the report Reference Date

• Location Short Name - the Short Name for the location, as of the report Reference Date

• Phone - the Phone Number for the location, as of the report Reference Date

• Post Code - the Post Code for the location, as of the report Reference Date

• Special Event - for locations that are ‘Special Event’ type, this will show ‘Yes’. For all other location types, this will show ‘No’.

ORG-60

SaaS - Resourcing - Shifts to include additional info

The Rosters > Set Up Rosters > Posting Sheet Layouts > Link screen can now be used to apply Refreshment Breaks and Remarks to a rotation.

The Save process has changed so that the user can decide whether to overwrite the call signs, crews, refreshment breaks and remarks that have already been applied to the posting sheets (Yes, No, Cancel buttons). If Remarks, Call signs etc are added for the first time via rotation and the user intends to populate future dates with this entry but retain previous entries on the posting sheets (e.g. preserve existing remarks but add the new remark to empty cells), select ‘No’ when saving.

The save process now only commits the active changes the user made to the Link rotations, rather than reapplying every entry on all dates.

As per previous functionality, Link rotation changes take effect from ‘today’ if the period being edited covers today’s date, or from the start date of the period if it is a future period. Changes will copy forward to the end of the edited period on the posting sheets. No changes to the posting sheets will be applied if a past-dated period is edited however, any edit to past-dated periods will show in the Link screen for future periods because there is only one rotation record (not date tracked) and it has been changed.

To add Refreshment Breaks use the new tab on the left of the screen to drag and drop the breaks as defined in Roster Definitions > Shifts. This panel operates in a similar way to the existing Crew and call sign tabs. To delete Refreshment Breaks, right click and select a delete option from the context menu.

To Add remarks, click on the cell and enter text; remarks can be edited in the same way. To remove remarks click on the cell and clear the text from the text box, confirm the change.

Regarding overwrite of remarks, if there are other Link entries on the day (e.g. crew or callsign) and the remark is removed or edited, then if ‘Yes’ is chosen on the overwrite prompt this edit will update ALL the remark entries on the posting sheets, regardless of how they were entered. Select ‘No’ to preserve posting sheet remarks in this scenario. If all entries are removed from a day so there is no rotation information (e.g. remove a crew, callsign, ref break and remark so the day is empty), this is a full delete process rather than an edit and the remarks will never be removed from the posting sheets, regardless of ‘Yes' or ‘No’ being selected on the overwrite prompt.

The Analysis tab on the Link screen has had the new Ref break and Remarks fields added to it. This report only analyses the Link rotation being viewed and does not refer to the data on the posting sheets.

GRSSUP-105

GRSSUP-217

GRSSUP-343

GRSSUP-430

GRSSUP-454

GRSSUP-497

GRSSUP-648

GRSSUP-820

GRSSUP-824

GRSSUP-715

GRSSUP-797 GRSSUP-801

GRSSUP-374

ORG-7208

ORG-4622

ORG-7217

ORG-4622

ORG-7197

ORG-6744

ORG-7169

ORG-6341

ORG-7166

ORG-6743

ORG-7163

ORG-6742

ORG-7152

ORG-6742

ORG-7167

ORG-6739

ORG-7192

ORG-6744

ORG-7189

ORG-6744

ORG-7202

ORG-6740

ORG-7179

ORG-6740

ORG-7160

ORG-6740

ORG-7170

ORG-6816

ORG-7228

ORG-6771

ORG-7229

ORG-6771

ORG-7282

ORG-6771

ORG-7219

ORG-6904

ORG-7227

ORG-6904

ORG-7205

ORG-7273

ORG-7206

ORG-7273

ORG-7209

ORG-7273

ORG-7211

ORG-7273

ORG-7295

ORG-7273

ORG-7319

ORG-6442

ORG-7377

ORG-6442

ORG-7351

ORG-6442

ORG-7349

ORG-6442

ORG-7396

ORG-6771

ORG-7282

ORG-6771

ORG-7395

ORG-6771

ORG-7304

ORG-6771

ORG-7297

ORG-6771

ORG-7296

ORG-6771

ORG-7263

ORG-6574

ORG-7204

ORG-5271

ORG-7210

ORG-5271

ORG-7213

ORG-5271

ORG-7218

ORG-5271

ORG-7222

ORG-5271

ORG-7268

ORG-5271

ORG-7269

ORG-5271