Revise indirect work within the shift

Start from: The Workforce module.

Select Scheduling > Weekly ROTAs from the main menu.

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Select the Work Center where you want to review the indirect labor.
Select New to create a new weekly shift or configure a weekly shift that has already been created by selecting the Arrow icon.

Notes: If the icon is blue, it means that there is already data saved in that week.

Once on the Projected Shift screen, locate the Indirect Labor row in the Net Sales panel.

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In this table, you will be able to view the Indirect Labor configured as follows:
- Columns with numbers indicate a time of day.
- The subcolumns (4) represent a quarter of an hour each. That is, under column 05, there will be four sub-columns: 05:00 - 05:15, 05:15 - 05:30, 05:30 - 05:45, 05:45 - 06:00.
- The number within each table or sub-column indicates the number of workers assigned for indirect labor in that defined quarter-hour.

To correct any inconsistencies in the configuration or to change any indirect labor requirements, see Configure Indirect Work for a Shift.

View shifts

Start from: The Workforce module.

Select Scheduling > Weekly ROTAs from the main menu.

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Select the Work Center where the shift you wish to view is located.
Select the Arrow icon to view shift details.

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View shifts by line

In the Projected Shift screen, you will be able to see the default shift by lines.

In this screen you will be able to identify:

A toolbar where you can select the day of the week, Group, and Workstation for which the schedule will be displayed.
A daily sales projection on which the schedule is made; as well as the opening and non-computable hours previously configured in the Schedule.
- Indirect Work: personnel required every quarter-hour according to the table configured in Indirect Work. Indirect work is work that is not related to sales, for example: opening and closing the store, receiving orders from suppliers.
- Direct Work: personnel required every quarter-hour according to the table configured in Direct Work. Direct work is labor that is directly related to the sale.
- Ideal Staff: number of workers per quarter-hour resulting from the sum of indirect and direct labor.
- Projected Staff: number of workers every quarter-hour with shift projected by us.
In the Employee line, the difference between the Projected and Ideal Staff will be indicated, the identifying symbols are as follows:
- V-shaped check: Projected and Ideal Staff are the same.
- !: there are no workers to cover the shift with the Center open to the public.
- In case of differences, the amount of excess (+) or shortage (-) of employees projected according to the ideal will be shown.
In the Day column, the hours worked during the day are indicated, as well as the Absenteeism and Vacation Incidents with abbreviations for those workers and days that have been recorded.
In the Week column, the hours worked during the week for each worker, as well as the excess or shortage of hours, are recorded.

View shifts by quadrants

From the Projected Shift screen, select Quadrant to access the shift screen via quadrant.

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In this screen, you will be able to identify:

A column with the Scheduled Hours, where you can see the weekly shift of each worker.
A column that indicates the Weekly Hours that each worker has configured.

Note: The data in this column will appear in negative and in red if not all hours are scheduled during the week.

If there is an Incident, the worker will have zero programmable hours and the abbreviation of the incident in question will appear in the boxes indicating the days.
The Star icon allows you to save turns as favorites and use them at another time.
The Filter icon allows you to sort the workers and filter them by category, job position, groups, etc.
The Set Schedule button will open a pop-up window to set a new schedule or choose one of your favorites.

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Close shifts

Start from: The Workforce module.

Select Scheduling > Close Weekly ROTAs from the main menu .

Select the Work Center whose shift you wish to mark as Closed.

The weekly shift listing, in addition to the Closed column, shows two other columns with Done ? or Not Done ? marks. Ideally, these lines should ideally be marked as Done ? before proceeding to Close the shift.

Completed: This mark states that the shift template was created and finished properly with no errors, so it is ready for review.
Reviewed: This mark establishes that the shift has gone through the relevant approval flow and is ready to be approved.

Notes: A shift that is not previously marked as Completed and Reviewed may be closed. However, this would imply that the shift has probably not gone through the necessary approval flow before publication.

To mark the shift as completed, see Mark shift as finished.

To mark the shift as reviewed, see Review shifts.

To make a preliminary review of the shift and its changes, select the arrow icon in the shift field.
To clear and reset all shift data, select Restart in the shift field.
To mark the shift as closed, select the empty field in the Closed column.
After a brief loading screen, a closed padlock icon will appear in the Closed field, signifying that the shift has been closed.

When the shift is closed, the Restart button disappears and no edits can be made to the shift configuration.

Notes: The shift can be reopened for editing by selecting the Closed padlock icon, which will disappear from the field to indicate that the shift has been reopened.

Get all the information needed for a settlement

Start from: The Workforce module.

Select Reports from the main menu.

Locate in the list or use the Magnifying Glass icon ? to search for report 183 - Other - Leaver Settlement.

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Choose the Status of the workers, whether current or former.
Select the specific Employee to whom the Settlement will apply.
Set the Estimated Termination Date that you want to consult.
Select a report from the Incidences of Payroll dropdown. It will show you the data contained in the report that you have previously configured in Payroll Incidents.

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Once setup is complete, select Excel to download your Leaver Settlement report.

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Set up sales forecast

Start from: The Workforce module.

Select Scheduling > Weekly ROTAs from the main menu.

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Select the Work Center where the shift you wish to analyze is located.

Select the Arrow icon in the field of the shift you wish to view.

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Once in the Projected Shift screen, select Sales.

Configure sales forecast with workstations

In the configuration by workstations, the total sales are broken down into different types of sales.

In the Sales screen you will find 3 tabs: Daily Projection, 1/4 h Distribution, and Direct Work Duration.

Notes: The sales forecast configuration by post can only be done when the shift has a direct work configuration by workstation.

In the Daily Projection you will be able to decide:

Magnitude to be displayed: Select between Net Sales, Tickets, Customers, Average Ticket and Average Ticket per customer.
Sales and traffic projection source: Select between Budget and POS historical data.

Once the selection has been defined, click on Apply.

Notes: By clicking on sales or individual traffic, you will be able to modify it manually.

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In case you select POS historical data as a source, you will be able to:

Mark the week of historical data that you will use as a sales projection.
Apply a percentage increase or decrease to the projected data.
Select Apply to save the changes.
You can apply the assigned variation to all quantities if you select the check box to Apply variation to the other magnitudes in case of manual estimation and select Accept. In case you want only the selected magnitude to change, select Cancel.

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In the 1/4 h distribution you will be able to decide:

Select the distribution method by selecting the Calendar icon between:

Historical Week: mark the week of your choice on the calendar.

Averaging: select the number of weeks between 1 to 5 for which you want the distribution averaging to be performed.

Comparable day last year: it will be the day of the previous year that coincides with the day of the week. (Monday with Monday, Tuesday with Tuesday, etc.).

Indicate the Business Unit to be used for distribution. Thanks to this, it will be possible to select a different Unit from that of the shifts, which is very useful in newly opened Units or those that simply do not have a distribution.

Magnitudes and distribution to be displayed.

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Set up sales forecast without workstations

Once in the Projected Shift screen, select the Sales button.

In the pop-up screen you will be able to:

Decide the source of sales and traffic projection, among:

Budget: allocated for the Unit on that day.

POS historical data: with the data loaded in GIR by the POS of the business.

Historical Cash Sheet: recorded by employees in GIR.

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Manually modify sales and traffic data that have the Modify tag.

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Select the quarter-hour distribution method, among:

POS historical data: with the distribution marked by the POS of the business unit.

Configured: distribution carried out manually.

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Indicate the Business Unit to be used for distribution. Thanks to this, it will be possible to select a different Unit from that of the shifts, which is very useful in newly opened Units or those that simply do not have a distribution.

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Select the Comparable Days in the pop-up screen after clicking on the calendar icon, enter:

Historical Week: we will mark in the calendar the week we want.
Averaging: select the number of weeks between 1 to 5 that you want the distribution averaging to be performed.
Comparable day last year: it will be the day of the previous year that coincides with the day of the week. (Monday with Monday, Tuesday with Tuesday, etc.).

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Visualize sales and actual traffic by day of the week.

Calculate total projected sales and traffic for the week.

Percentage change in projected sales and traffic data

For the POS historical data it will be possible to modify the percentage of sales and traffic data:

Select the POS history data as a source.

Select the week you wish to modify.

Assign the percentage increase (+) or decrease (-) for the variation .

Select Apply to perform the variation.

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Notes: You can also modify sales or traffic individually and manually by selecting Modify.

Select Accept to save the changes OR Cancel to not save them.

Assign an employee to a shift in a different center

Start from: The Workforce module.

Select Scheduling > Weekly ROTAs from the main menu.

Select the Work Center in which you want to create or modify the shift.
Select the Arrow icon to edit an existing shift OR select New to create a new shift.

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Once in the Projected Shift screen, select the shift you wish to move with a right-click to display a menu of options.
Select Transfer Shift.

Select the Destination Center of the shift from the drop-down menu.
Select Accept to send the shift to the Center.

Once this has been done, the shift will have been sent to the destination Center, so it can only be managed from the new Center.

Notes: To move the shift from one center to another, the employee must be enabled to clock in at both centers using Time and Attendance Control

Rate employees

Start from: The Workforce module.

Select Scheduling > Weekly ROTAs from the main menu.

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Select the Work Center where the shift you wish to view is located.

Select the Arrow icon to view shift details.

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Once in the Projected Shift screen, you will be able to view the employees and perform the assignment by viewing the shift employee by employee or all employees.

Rating in the display per employee

Locate the employee you wish to rate in the Employee column.

Right-click on the employee you wish to rate.

Select Workstations from the drop-down menu.

Check the box in all those Workstations where the employee can perform.

Assign the corresponding stars to rate the employee's performance in each of the assigned workstations. You can rate progressively from 0.5 to 5 stars, with 0.5 being the lowest and 5 being the highest.

Select Apply to save the changes OR Cancel to discard them.

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Rating in the display per all employees

In the Projected Shift screen, right-click on any employee.

Select Enabled Workstations (All Employees) from the drop-down menu.

Select the Workstation you want to enable for the employee.

Assign the appropriate stars in the employee's performance rating.

Notes: You can unassign a workstation to the employee using the trash can icon. With the + and - icons you can assign or unassign all workstations to the employee.

Select Apply to save the changes OR Cancel to discard them.

Create a new record in cash sheets

Start from: The Cashrec module.

Select Create Cashrec from the main menu.

In the Create Cashrec screen you will find that cash sheets are opened automatically every day, so there is no need to create them. To create and edit cash sheets, select the date.

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Inside the Cash Sheet you will find:

Sales

Select New.
Select the Sale Type and Period.
Indicate the Gross Sales for the day and the number of Tickets (if the traffic selected in the configuration was tickets and not customers). You can write any comments.
Once you have done this, select Accept.

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Notes: In case you have more than one type of sale, do the same steps again.

Bank Cards

Select New.
A box will open in which you will select the type of Bank Card and indicate the Amount.
Make any comments you wish.
Select Accept to register every card you want.

Notes: In case there are more than one type of card, do the same steps again to register a new one.

Food Vouchers

Select New.
Select the type of Food Vouchers and any observations you wish.
Indicate the Quantity of checks and their Unit Value, the + button will add new rows.
Once all the checks have been indicated, select Accept.

Notes: In case there are vouchers of more than one type, perform the same steps again.

Expenses

Select New.
Select the Concept and Type of expense.
Set the receipt number and date.
Set the Vendor, Details, and VAT Rate (%).
Indicate the Total Amount.
Select Accept to save.

Notes: In case there are more expenses, go through the above steps again.

Contributions/Withdrawals

Select New.
Select the Type (Contribution or Withdrawal), Concept, and indicate the Total Amount. Write down any details if necessary.
Select Accept.

Notes: In case there are more than one contribution or withdrawal, go through the same steps again.

Bank Deposits

Select New.
Select the Bank Account.
Set the Date/Time of Entry.
Indicate the Amount Deposited and the Business Day to which the income belongs. You can write any comments if necessary.
Select Accept to save.

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Notes: In case more than one entry is made, go through the same steps again.

Security Company (Sec. Co)

Same as Bank Revenues, except that it is picked up by a Security Company. It must be previously configured in Vendors and then assigned to the Center in Cash Sheets by Center.

Cash

Select New.
Indicate the Location.
Specify the total amount of cash in the cashbox and a description if necessary.
Select Accept to save.

You can also do it with New with calculator, where coins and bills will appear and you will be able to enter the amounts.

Notes: If more than one box exists, perform the same steps again.

Others

In this tab, you will see the personnel's clock in records and you will be able to define the weather for that day in the drop-down menu.

Balance

Summary of the records that have been made. Highlights:

Initial Cash: Total cash from start, before the cash sheet was made.
Theoretical Cash: Total cash that should be held according to the allocation you have filled in on the cash sheet. This is the sum of initial cash, sales (including VAT), and contributions less the amount of bank cards, food vouchers, expenses, withdrawals, bank deposits, and deliveries to security companies.
Actual Cash: Total cash that you have indicated in the Cash tab of the Cash sheet.
Cashrec reconciled: Difference between Actual Cash and Theoretical Cash. If the actual is higher than the theoretical, there will be an excess, otherwise, there will be a shortfall.

Configure shift optimization

Start from: The Workforce module.

Select Scheduling > Weekly ROTAs from the main menu.

Select the Work Center where you want to create the optimized shift.
Select New to create a new shift OR the Arrow icon on an existing weekly ROTA you wish to optimize.

Sales projection

Once in the Projected Shift screen, select the $ icon.

Sales projection edition

In the Daily Projection tab, the system will give you, based on the sales history, an automatic sales projection for the chosen week: Interfaz de usuario gráfica Descripción generada automáticamente

By default, the system will show you as a projection the most recent sales history, tickets, and customers by sales channel.

Select the Magnitude dropdown to switch between the different magnitudes (Net Sales, Tickets, and Customers).

Select Source to switch between the different data sources that have been configured for the sales projection. These sources can be:
- POS historical data: we can choose any historical week by selecting it in the calendar icon.
- Budgetas long as we have a previously configured budget.
You can manually modify any of the data shown in the sales projection by simply selecting any point in the matrix.
If necessary, add a percentage variation to this data by filling in the fields under Variation %.
Select Apply to save the changes.

Daily sales distribution control

Select the Distribution by 1/4 h tab to analyze or modify the method of calculating the distribution of daily sales.
In the dropdown, when you choose Historical Week, you can choose any previous week as the daily sales trend model. For any of the days, you can choose up to 5 previous comparable days to compute in the daily trend average.
If you choose the Same day of the week option, you can select the number of previous comparable weeks (up to 5).
Finally, you will have the option of a comparable day from the previous year.
Select Apply once you have chosen the desired sales projection for each day of the week.

Apply optimization

Once the sales projection is set up and the employee positions are assigned, return to the Projected Shift screen.
Back in the Projected Shift screen, select the Optimize Shift icon.

A pop-up window with the shift optimization parameters will be displayed. To learn more about optimization parameters, see Understand the types of optimization.

Once the optimization is launched, the icon will change and will be displayed as Optimization in Progress. This icon will rotate until the shift is calculated. This process can take up to 25 minutes.

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Once the calculation is finished, the icon will change again indicating that the result is ready (Optimization Available) and can be loaded in the ROTA.
Select the optimization icon.

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Accept and choose if you want to save the underlying shift. The shift will be shown for the entire week.

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Notes: While the optimization is being calculated, you can leave the projected shift screen or even Workforce.

View productivity

Start from: The Workforce module.

Select Scheduling > Weekly ROTAs from the main menu.

Select the Work Center where the shift you wish to analyze is located.
Select the Arrow icon in the field of the shift you wish to analyze.

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On the Projected Shift screen, select the Analysis button.

Productivity by total demand

Once the Analysis button is selected, the following screen will be displayed:

Direct Work Default.
Indirect Work Default.
Surplus of Projected Hours over Ideal Hours.
Indicator (KPI): this is the indicator that will be seen and studied in the report. Scroll down the list and select Productivity. Productivity can be measured using five possible ratios:
- Net Hourly Sales
- Hourly Tickets
- Hourly Customers
- Minutes per Ticket
- Minutes per Customer
Workstation: productivity measurement can be done by total demand (the entire center) or by workstation. However, in order to be able to display it by workstations, there must be a previous configuration of direct work and indirect work (table by workstations) in the shift; otherwise, the option will be blocked.
Scenario: will be the context in which the selected KPI is integrated. It will be possible to choose between the Projected and, once the turn is over, also the Actual. In the case of productivity measurement, an additional drop-down appears to show the comparison options according to your selection:
- If the scenario is Projected, the options will be: Projected vs Projected Ideal, and Projected vs Budget.
- If the scenario is Actual, the options will be: Actual vs Projected, Actual vs Actual Ideal, Actual vs Budget.

Notes: The term Ideal refers to the number of employees or hours that best fit the shifts based on budget and direct work configuration. Although the Ideal cannot always be reached due to legal regulations or personnel limitations, it is considered that the closer to the ideal, the better.

Time Period: can be weekly or daily.

Metrics visualization

After selecting the parameters, in any of the cases, a table will be displayed with the productivity indicators for the selected days, as well as the comparisons that have been established in the Scenario.

The graphs to be shown are curves indicating productivity growth or decline over the selected period, as well as bars indicating day-to-day differences.

Graphics can be downloaded in image (.JPG, .PNG), document (.PDF), and vector (.SVG) formats.

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