Planning working hours for employee

The functionality Employee Working Hours Planning provides a clear overview of planned hours and absences for all employees. The functionality allows the creation of absences, input of working hours, and copying planned working hours between employees.

Case summary The person responsible enters the plan from 01.11.2023. to 30.11.2023. for one employee, Mary Marketing.  In order to enter the absence into PANTHEON, they follow the indicated steps Entering criteria Creating a new Plan 2.1. Fill in Calendar 2.2. Copy Plan between Employees 2.3. Dragging the shift 3. Review according to enteres criteria

1. Entering criteria

The person responsible wants to enter a new working hour plan for particular employee.

To do that they select Personnel | Calendars | Working Hrs Planning:

2. Creating a new Plan

The responsible person wants to create planned working hours for a specific employee.

For this purpose, they have three options:

​2.1 Fill in Calendar

The Fill in Calendar  button is located below the Shifts panel.

A form Copy Working Hours appears on the screen:

They continue with entering criteria:

The person responsible selects:

• Read from Empl. Files: allows copying based on data in employees' personnel files
• ID – select the ID of the planned work schedule from the list.

In our case, DE1 is selected – work in one shift.

Hint For more information, please refer to the technical instructions page, Working Hours.

• Start date: enter the start date of the planned work schedule.

In our case, the start date is 01.11.2023.

• Planned Wrk. Hrs Type: indicates the type of planned work schedule from calendar input types.
• Work on a holiday: select the type of earnings to be used in case of a holiday from the list.
• Employee: from the drop-down list they select the employee for whom the work schedule is entered.

In our case, they choose Mary Marketing.

• Dept.: allows choosing the department for whose employees the planned work schedule is entered
• Position: allows choosing employees with a specific position for whom the planned work schedule is entered
• Status: allows choosing employees based on employment status for whom the planned work schedule is entered

Warning If we do not select an Employee, Department, Position or Status, PANTHEON will create planned working hours for all employees in the company.

• Start: the start date of the planned work schedule.

In our case, 01.11.2023.

• End: enter the end date of the validity of the planned work schedule.

In our case, 30.11.2023.

• Time from: If necessary, allows entering the start time of the planned work schedule
• Time to: If necessary, allows entering the end time of the planned work schedule.

After entering all mandatory data, the person responsible creates the planned work schedule by clicking the Copy button.

A pop-up window opens to confirm the creation of the planned work schedule according to the specified criteria.

The person responsible confirms the creation by clicking the confirm button.

In case employee has already entered absences or other entries, program will return a warning:

The responsible person chooses one of the provided options:

• Change: Program will change a record and replace it with a new one.
• Change All: Program will change all records and replace them with the new ones
• Add: Program will add new data
• Cancel: Cancel the operation
• End: Program will close the window, without making any changes.

In our case, they choose the option Change All and the plan has been created for the employee.

2.2 Copy Plan between Employees

In case it is necessary for one or more employees to have the same schedule, PANTHEON allows creating a schedule for one employee, and then copying the schedule to other selected employees.

They use the Copy Plan between Employees  button.

HINT Before selecting the Copy plan between Employees button, they position on the employee selected as the source for copying the plan. This way, the From Employee field will be automatically filled with the selected employee.

The following form opens:

The person responsible fills in the following fields:

• From Employee: select the origin employee whose plan is copied to other employees
• Date Form: start date of the copied plan
• Date To: end date of the copied plan
• To Employees: select one or more employees for whom the plan is copied.

The person responsible confirms the creation by clicking the Confirm button.

By that action copy between the employees is done.

2.3 Dragging the shift

The person responsible changes the shift for a specific time period for an employee who already has planned working hours.

They select the employee for whom the shift needs to be changed.

They position themselves on the shift that becomes active for a specific period.

By simply dragging, they transfer the shift from the shift list to a specific day for the selected employee.

In our case, the person responsible for the employee Mary Marketing, who has the defined First shift, drags the Second shift to the day 24.11.2023.

After the selected action, the shift for the selected employee on the chosen day has been changed.

3. Review according to entered criteria

In the last step, the responsible person wants to check the created work schedule for the selected employee.

The person responsible filters the display by selecting the following parameters:

• Employee: from the drop-down list they select the employee

In our case, they chose the employee Mary Marketing.

• Department: they select a department from the drop-down list.
• Job: they select a job from the drop-down list
• Superior: they select a superior from the list
• Cost Center: select a cost center from the list
• Calendar Entry Type: select the calendar entry type from the list
• Calendar: select a calendar from the list
• Shift: select a shift from the list

WARNING If all of those fields are left blank (Employee, Department, Job, Superior, Cost Center, etc.), information about all employees will be displayed.

• Date From: they select the start date for filtering.

In our case, the start date is entered as 01.11.2023.

• Date To: select the end date for filtering.

In our case, the end date is entered as 30.11.2023.

• Show only active employees - If enabled, the search results will show planned working hours only for active employees.

By selecting the criteria, the following overview is displayed:

There are various columns visible, and customization of column appearance on the screen is possible. The columns are as follows:

• Picture: Employee's photo
• Employee: Employee's name
• Reg. No./ID: Employee's ID number
• Department: Employee's department
• Weekly Fond: Employee's weekly fond
• Skill/Ability: Skills and abilities defined within the job position
• Job Start: Planned start time of the job
• Job End: Planned end time of the job
• Position: Position of the Employee
• Superior: Superior of the Employee
• Day and date: Date and day of the week for chosen dates.

The created planned working hours can be also seen in the Personnel I Employee Files I Working Hours I Planned:

warning Control of the End Leave Input from AK. (The date of end leave input, that limits the entry in the absence calendar before written date in this field. In case the date is entered, than the program will display a message with entry of new absences and multiplying planned working time: No entry before the closing date DD.MM.LLLL is allowed.)