Teammate Time DC Management Training Schedule Management 2008

Teammate. Time DC Management Training Schedule Management © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 1

Agenda • Scheduling Overview • Editing Schedules in Site Manager • Editing Schedules in Core © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 2

Scheduling Overview • Every Sunday night the system automatically generates schedules for two weeks in the future based on fixed shifts. (Later in this training, you will learn how to enter fixed shifts for each teammate. ) • Every Monday managers review schedules for two weeks in the future and make any necessary schedule edits and schedule will be automatically posted on Thursday night. • Managers can also make adjustments to the current week’s schedule as needed. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 3

Scheduling Example • Today is Saturday, Dec 3. Schedules currently exist in the system for the weeks starting Dec 3 and Dec 10 in the US (Dec 4 and Dec 11 for Canada). © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 4

Scheduling Example • Every Sunday night, the system generates a new schedule for two weeks in the future. On Sunday, Dec 4, the system generates a schedule for the week of Dec 17. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 5

Scheduling Example • On Monday, the manager reviews the new week’s schedule and makes any necessary edits. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 6

Scheduling Example • The new week’s schedule is automatically posted Thursday night. The posted schedule is visible to teammates in My. Tm. T. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 7

Editing Schedules in Core © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 8

Editing Schedules in Core The Schedule Editor in Core enables you to view and edit specific days on your schedule. Click the Schedule Editor icon on the Core dashboard. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 9

Schedule Editor When you first access the Schedule Editor, the Options page provides filters to specify what to view in the schedule. Most of the filters have already been set so you can quickly access the most frequently viewed information. The only filters that you have to change include: • The date • The workgroup (DC) • The way teammates are sorted © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 10

Schedule Editor Click the calendar icon in the Date field and select the date for which you want to edit a schedule. If you would like to view only a particular group such as a department, job, or teammate, click the Select By drop-down list and select the appropriate option. You will typically leave the default of Workgroup. Click the Browse icon next to the Workgroup field. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 11

Schedule Editor Click Distribution Centers. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 12

Schedule Editor Click the Sort Employees By drop-down arrow and click the Job Name option. Once you have set the filters, Click the View Results button. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 13

Schedule Editor In the Schedule Editor, you can easily edit shift information such as adjusting the hours of a shift. You can also view a teammate’s availability, including dates and times the teammate cannot be scheduled due to time off requests. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 14

Schedule Editor The Business Unit and schedule period display based on the selections made on the Option screen. Each day of the week is divided into four six-hour quadrants. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 15

Schedule Editor The Instructions link gives you access to information about specific fields or values in the Schedule Editor. Teammates are sorted by Job. The hours each teammate is scheduled to work during the selected period displays in the Hrs column. Click the vertical scroll bar to view additional teammates and unfilled shifts. Click the horizontal scroll bar to view additional days of the week. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 16

Schedule Editor Teammate availability is shown in the Schedule Editor using colored boxes, also called placement guides. Placement guides display on the schedule to let you know when a teammate is available to work and are designed to help you designate appropriate shifts for your teammates. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 17

Schedule Editor Blue indicates a scheduled shift. Meal breaks are indicated by a green box within the scheduled shift. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 18

Schedule Editor Black indicates an approved time off request. The length of the time off request is shown based on the span of the colored line. Charcoal grey indicates a time off request that is pending approval. Red indicates a minor teammate and when they are unavailable to work due to the minor rules in place. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 19

Using the Schedule Editor To view shift details, right-click a shift and choose Properties. The Properties pop-up box displays. (Click anywhere on the screen to close the box. ) © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 20

Using the Schedule Editor There are three main methods to edit a shift’s start and end times in the Schedule Editor. Method #1: Simply click and drag the entire shift to the left or right to the appropriate start and end times. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 21

Using the Schedule Editor Method #2: Click on the shift. The Start and End fields in the top left corner of the screen become active when you click on a shift. You can use these fields to change the start and end of the shift. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 22

Using the Schedule Editor Method #3: Hover your mouse pointer at the start or end of the shift and, using the white arrows, drag the start /end time either shorter or longer. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 23

Using the Schedule Editor Many edits, such as reassigning a shift, can be performed by right-clicking a shift to display a list of editing options. Refer to the DC Manager’s Guide on the Tm. T Info Center for detailed information about each option in the editing menu. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 24

Review In this session you learned: • Scheduling Overview • Editing Schedules in Site Manager • Editing Schedules in Core © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 25

Questions? © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 26

Appendix • • The following slides cover: The Weekly Schedule Report The Schedule Accuracy Report Editing Schedules in Core © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 27

Weekly Schedule Report Once the schedule has been reviewed, you can run the Weekly Schedule Report from the Core to view your teammate schedule for the week, including the total net hours and total unfilled hours. You can also use the report to view scheduled meals and breaks and unscheduled teammates. To begin, click the Weekly Schedule Report icon on the Menu Shortcuts dashboard of the Core. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 28

Weekly Schedule Report Click the calendar icon in the Date field and select the date for which you want to run the report. Click the drop-down arrow next to Select By and select Show All. Optional: In the Sort Employees By field, you can choose to sort the list by Job. If you leave the default (Employee Name), the teammates will be listed by name alphabetically. Most of the information on the options screen defaults for you. The only information you need to change includes: • the date • the Select By field © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 29

Weekly Schedule Report Click the Run Report button in the top right corner of the screen. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 30

Weekly Schedule Report The Weekly Schedule Report displays information by date and day of the week. The top of the report displays the date range of the report and how it was filtered and grouped (if applicable). © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 31

Weekly Schedule Report The report lists the teammates’ names alphabetically. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 32

Weekly Schedule Report The Total Net Hours for the week for each teammate displays in the far right column of the report. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 33

Weekly Schedule Report The bottom of the report shows the hours scheduled for salaried and non-salaried teammates, along with daily forecasted sales. Refer to the Teammate. Time Manager’s Guide on the Learning Center for detailed information about each field on the Weekly Schedule Report. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 34

Weekly Schedule Report The buttons at the bottom of the report enable you to do the following: • Preview the document and select a printer before printing. • Send the report directly to the default printer. • Export the report as an Excel file. • Save the report. • Forward the report to an e-mail address. Print the schedule and post the hard copy for teammates to see. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 35

Editing Schedules in Site Manager © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 36

Two Ways to Access the Schedule Editor Click to see and edit future schedules (next week and the week after). Click to see and edit this week’s schedule. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 37

Schedule Editor Overview When you first access the Schedule Editor, the schedule information displays in the Weekly Grid view. Change the date to view/edit another week’s schedule. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 38

Schedule Editor The Schedule Editor displays teammate names and shift information as well as meals and breaks. Teammates display on the left side of the screen along with their scheduled hours for the week. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 39

Schedule Editor Overview The hours scheduled for each day and total hours for the week also display at the top of the Editor. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 40

Shift Details You can edit or view details of a shift by double-clicking on the shift in the schedule. Once the shift opens, click the Edit Details link to view more information. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 41

Shift Details You can change the shift start and end times in the Shift text box. You can change the start time for a meal in the Meal text box. The system will automatically adjust the end time for the meal based on shift strategy requirements. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 42

Shift Details You can perform additional functions once you open a shift such as adding a break or unfilling a shift. To unfill a shift, simply click the Unfill Shift button and the shift is deleted from the schedule. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 43

Shift Details Click the Done button to close the popup box. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 44

Daily Gantt View To access a Daily Gantt view, click the appropriate day of the week button in the upper right corner of the Schedule Editor screen. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 45

Daily Gantt View Schedule information for the selected day displays. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 46

Placement Guides Placement guides display as either light gray, dark gray or red. A placement guide that is dark gray indicates the employee has requested time-off for the designated time period. A red placement guide indicates the employee is a minor and the specified time period is a period of time where minors are unavailable to work. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 47

Shift Details You can view details for each shift for each teammate, such as the start and end times and the total hours for the shift. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 48

Edit a Shift As in the Weekly Grid view, you can double-click on a shift in the Daily Gantt view to open it to make any necessary edits, such as adjusting the shift beginning and ending times or adding a break. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 49

Edit a Shift In addition to editing a shift’s start and end times on the Shift popup window, you can also edit the times on the grid using two different methods. Method #1: Simply click on the shift and drag the entire shift to the left or right to the appropriate start and end times. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 50

Edit a Shift Method #2: Hover at the end of the shift and drag the end time either shorter or longer. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 51

Add a Shift To add a shift, first click the Open the Add Shift Window button in the top left corner of the Schedule Editor. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 52

Add a Shift Enter the Start and End times for the new shift. Select the Job for the shift. Click the Search for Employees button. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 53

Add a Shift The teammates who are available to work the shift display. Click on the Plus icon for the teammate who will be assigned to the new shift. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 54

Call Offs In some instances when working with the daily schedule, you will need to indicate that a teammate did not show up for a scheduled shift or you need to call off a shift. Both of these actions can be preformed in the Schedule Editor in Site Manager. Begin by clicking on the teammate's name. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 55

Call Offs Click the Timecard Statement button on the Employee Profile screen. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 56

Call Offs Click the appropriate shift. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 57

Call Offs Click the Call Off button. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 58

Call Offs Select the reason for the Call Off and click the OK button. Note: If you select “Sick, ” this will only call off (cancel) the shift. For the teammate to be paid for sick time, you need to enter the time using the Non-Worked Hours button. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 59

No Show If the teammate did not show up for a scheduled shift, click the No Show button next to the Call Off button. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 60

Schedule Editor Buttons Several buttons display in the upper left corner of the Schedule Editor. Save button: Changes you make in the Schedule Editor are not saved to the database until you click the Save button. You should save frequently as you make changes in the Schedule Editor to ensure that you do not lose any edits or updates. Note: To print and post a copy of the schedule, print the Weekly Schedule Report from the Core. Print button: You can print the schedule that displays on the screen (Weekly Grid view or Daily Gantt view) by using the Print button. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 61

Schedule Editor Buttons Redo and Undo buttons: You can undo your actions since the last time you saved or redo the last Action you performed using the Redo and Undo buttons. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 62

Schedule Editor Buttons You can use the Change sort order button to sort by any of the following: • Employee Name • Net Hours • Primary Job • Start Time You can also sort by clicking column headers. © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 63

Review and Post Schedule Every week: 1. Under the Create Future Schedule task flow, click Edit Schedule and review upcoming schedules for the next week and two weeks out. 2. Make any necessary edits. 3. Click the Post Schedules button. This makes the schedule visible to teammates in My. Tm. T. Post next week’s schedule in Site Manager no later than Thursday; it is desirable that you also do this for the following week’s schedule (two weeks out). © 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. 64