Scheduling, time, attendance, payroll & labor eval

What are three benefits of maintaining an accurate and up-to-date schedule throughout the week?

Answer should include - ensuring the correct number of associates are scheduled so that the right people are in the right place at the right time to support service - reducing the time spent on daily workflow tasks - ensuring associates can punch the clock and are paid for their time - ensuring associates are seeing accurate schedules when checking PASSport from home -Ensuring labor hours are properly charged to department based on schedule jobs and - providing accurate attendance and punctuality records

Take a look at this time off request report. I assume today is February 12. Can you tell me which line items need to be addressed during your daily time and attendance workflow?

Answer should include addressing - Ernest Eloy's approved sick non-FMLA request for zero hours and change the request type to "unpaid absence" or "caregiver" - Jennifer smiths sick non-FMLA request comment exceeding 40 characters - Montel de Oca's approved unpaid absence request for zero hours - Christian Diamond's approved request for 12 hours - Jaime Lowry's request that is still in requested status and - Wayne Christ's approved vacation request for 40 hours in seven days

Take a look at this punch exceptions report. Which associate should you research and why? Note: look at the punch exceptions report in reference to payroll

Answer should include researching - Vince Anashe because he has four rejected punches, a missed shift, and a meal break scheduled not taken for Saturday and Monday and - Paris Basha because she has two rejected punches and a meal break scheduled not taken on Saturday

Take a look at this punch exceptions report. Can you tell me which associate you would research and why? Note: look at the punch exceptions report in reference to your daily workflow not payroll

Answer should include researching - Vince Anashe because he worked Thursday without a schedule and has a rejected punch - Valerie Aquiar because she has extra hours early in the week and this may reflect her punching in 15 minutes early, skipping meal breaks, or staying late, resulting in her needing to cut time on Friday - Brad Bess because he is a minor who isn't following his meal break schedule and - Paris Basha because she has quite a few rejected punches and exceptions

What are two reasons why we should use the schedule accuracy report when editing the schedule?

Answers may include ensuring - Weekly scheduled hours don't exceed weekly target hours for the work group - customer facing roles have schedule accuracy between 95% and 100% - non-customer facing rules have daily coverage between 95 and 105% and - Communication of scheduling opportunities or hiring needs with the store manager

How can you tell if an associate has exceeded his or her threshold on the approaching overtime report?

Associates over their thresholds on the approaching overtime report will appear in red. Note: you can also refer the student to the bottom of the report where the legend describes how to read the report if he or she is struggling to interpret the report

What's the difference between percent daily coverage and percent accuracy?

Percent daily coverage represents the scheduled hours as a percentage of target hours. Percentages over 100% indicate a department was overscheduled and percentages under a 100% indicate a department was under scheduled. Percent accuracy represents the scheduled hours as a percentage based on where oasis says the labor is needed (based on 15 minute increments). Inaccurate scheduling occurs when the department fails to schedule customer facing roles. A percentage less than 95% indicates inaccurate scheduling

What's an example of a realistic and unrealistic meal break placement?

Realistic meal breaks are generally centered in the middle of a shift. Examples of unrealistic meal breaks include meal breaks the aren't centered, meals within the first or last 90 minutes of a shift, a one hour meal break for a four hour shift, and multiple one hour breaks

What's an example of when a time off request should be and shouldn't be entered for an associate who didn't work all of his or her scheduled shift

Request needed: an associate goes home sick or has to leave early to pick up his or her sick child from school. Request not needed: an associate is asked to leave early to manage overtime or because the store is closing early due to a hurricane

Why should you run the minors violations detail report before posting the schedule?

Running the minors violations detail report before posting the schedule allows you to identify potential minor violations for the next schedule week and back to back weeks for consecutive days. Note: these are not actual violations but potential violations because they have been scheduled but not worked

When should your CSTL have the time punch audit report printed, signed, and sent to payroll?

The CST all should have the time punch audits report printed, signed, and sent to payroll no later than seven days after the pay period ends

How should a CSTL handle a missing punch from another department on Friday during pre-payroll

The CSTL should ask the departments management team to enter the punch

How should a CSTL handle a missing punch from another department on Saturday during payroll

The CSTL should enter the punch if a manager isn't available

What is the formula for determining the number of customer service management team production hours you should pre-schedule? Note: assume this is a normal week where neither the CSM nor the ACSM are on vacation and both are scheduled a total of 92.5 hours

The formula is 92.5 hours minus the number of CS-mgr target hours from the schedule accuracy report. Note: you can remind the student that MIC hours aren't factored into this equation

What is the hour threshold for each type of associate?

The hour thresholds are - 47.5 hours for department managers - 45 hours for assistant department managers and assistant resident chefs - 40 hours for full-time associates and - 35 hours for part-time associates

Hours do we know if an override exists (allocation start/stop time) for a talk group? Note: the student will need to open the TGLOs screen to answer this question

The override exists column displays Yes

How do you know which task groups require you to enter an override for oasis to generate labor?

The required location override column displays Yes

What do time ranges in the effective times tab represent? Note: the student will need to click the effective times tab to answer this question

The time ranges on the effective times tab represent the default times oasis uses when override exists and require location override both display No. this means a manager hasn't entered an override and oasis is placing labor using the default times

Can you give me an example of when you might adjust an associates shift strategy and then show me how you'd adjust a shift strategy?

To adjust a shift strategy, the manager should select the associate from the associate workforce data screen, click the jobs tab, click the associates active primary job, and then choose a different shift strategy from the shift strategy drop down. Ensure the manager gives an example such as changing a 16- or 17-year-old minor from a standard part-time shift strategy to a short-shift strategy

Can you show me how to view an oasis report that shows a weekly tardy detail for all associates

Utilize the annual absence tardy detail report or Utilize the punch exceptions report filtered to the following: - uncheck all exceptions except in late ( four minutes or more) - click go - click the first associate - select [show all] from the associate drop down and - click go

Can you show me how to create a 10 am to 7 pm meals template from scratch for Saturday and Sunday, and add it to a template grouping to start next week?

Verify the manager can successfully create the template schedule (including using correct naming conventions) through either the template scheduling or schedule editor screens and then add it to a template grouping

When do you receive warnings and errors?

Warnings are yellow indications you receive when you schedule an associate outside his or her availability or in a role you excluded from the associate from. Errors are red indications you receive when you schedule an associate during an approved time off request or when you schedule a minor outside of minor availability

How can you tell if an associate is charged to the wrong department

You are responsible for using the actual to scheduled hours variance report to identify when an associate is charged to your department when they shouldn't be. When an associate with a primary job in your department works in another department but still shows as working in your department on the actual to scheduled hours variance report, follow the steps in your oasis lifesaver for CS to charge the hours to the correct department

Where do you find the list of tasks that make up the floor care task group? Can you show me what they are?

You can find the list of tasks that make up the floor care task group using the labor task tab

What can you do on the location override tab?

You can place labor at different times during the week using the location override tab

Can you list an example of when you might use the CS-misc and CS- train roles?

You can use the CS - misc roles for tasks not included within an existing role, such as working out of the store, ROI testing, associates restricted sale item checks, United Way/benefits/AVS meetings, scheduling the SM and or ASM for the weekly managers meeting, and shopping cart retrievals with U-Haul 's. You can use the CS- train role to schedule associates completing Publix or Publix related job class training such as CBTs, courses, and mentoring

What would you need to ask your store manager to do for you if you're completing payroll this Saturday for your CSTL?

You should ask the store manager to provide you department access for all departments and then remove it once payroll is complete

In what order should you edit roles on the schedule?

You should edit roles on the schedule starting with roles that have the fewest associates who can fill them. A schedule edit typically begins with CS-admin or CS-meals

When should you place AM and PM FEC labor in oasis?

You should place FEC labor when your customer count is greatest in the morning and in the afternoon. FEC labor shouldn't be placed near the store's closing time unless the store has high customer traffic at closing time. Note: utilize the transaction graph in the schedule editor to help determine peak traffic and customer count

Take a look at this minors violations detail report. Which minor violations would you research, and how would you research them?

You should research violations that don't show a deleted date in the deleted day column by reviewing the associates time card using the hyperlink in the date column or navigating to the time card statement report

Why do we use the actual to scheduled hours variance report?

You should use this report to identify associates who need time off requests for partially worked shifts and for full day absences. Note: you can also remind the student this doesn't include partial shifts worked as a result of business needs, such as overtime

Departments are charged for labor based on the department that benefits from the labor. Which department should pay for - MIC training - deli cashier - meals clerks sampling seafood products - stocking register candy - leveling - associate-in-charge ( AIC) and/ or training

- customer service for MIC training - deli for deli cashier - meat for meals clerks sampling seafood products - grocery for stocking register candy and - grocery for leveling - associate's department pays for associates in charge labor (including training)

Even though part-time associates don't receive sick pay what are two reasons we should enter sick/serious time off requests in oasis?

Answer should include - Recording the associates absence - ensuring associates receive appropriate work credit hours and preventing administrative separation if the absence exceeds 30 days (where applicable).

What are three examples of jobs you could schedule using a template each week?

Acceptable answers include cash office, centralized trainer, custodian, associates scheduled for floor care tasks, meals clerk/ specialists and minors 15 years of age or younger

Can you name three reason why you should review the associate information report? Note: the student will need to open the associate information report to answer this question

Acceptable answers include ensuring - associate information report is up to date for all new hires, transfers, and existing associates - associates shared with other departments have correct secondary jobs - all customer service associates have appropriate department access and - review shift strategy for associates - review auto vs. manually scheduled associates

Can you name five examples of roles that you should pre-schedule before 9 PM on Sunday? Note: pre-scheduling include manual or template scheduling

Acceptable answers include scheduling the: -CSM or ACSM in production roles -CSTL in CS-admin or CS-bag -CSS in the CS-CO or CS-CS time -Meals clerks or meals specialist in the CS-meals role -Barista/lead barista in CS- Starbucks role -associates completing post orientation in the CS-store support role -Front service clerks or custodians in the CS - clean role -events planing -training & - misc.

How should associate request 40 hours of vacations that cross pay weeks? Assume the request begins on a Thursday and ends on a Friday during the following week

An associate should submit two requests: - A schedule request for Thursday through Sunday and - A vacation request for Monday through Friday

Why is it important to complete the pre-scheduling workflow by Sunday night?

Completing the pre-scheduling workflow by Sunday night ensures all pre-scheduling tasks are complete before the auto-schedule runs, avoiding unnecessary rework. Note: oasis begins running templates and auto-scheduling after 9 pm, even though the workflow is open until 11:59 pm Sunday.

How do the department management team and CSTL work together to ensure accurate time and attendance

Department managers are responsible for completing the daily time and attendance workflow, which includes pairing punches, entering time off requests, and investigating time using reports. CSTL's are responsible for completing the pre-payroll workflow on Thursdays or Fridays, including coordinating with department managers to follow up on outstanding items before Saturday. CSTL's are also responsible for completing payroll Saturday mornings before 11 AM Eastern time

What happens when you don't review or edit TGLOs each week?

Failing to review or edit TGLOs each week causes scheduling rework for the manager because TGLOs impact labor demand (FEC stacking), scheduling accuracy, role transitions & the auto-scheduler

What actions do you need to take when you encounter warnings and errors?

Generally, you should fix warnings, but you can save and close without fixing them. You must remove errors before oasis will allow you to save and close

Can you show me how to update a minor associates school calendar?

Have the manager update of Miner's associates school calendar. Note: the manager should select a minor associate from the associate workforce data screen click the scheduling tab, click the parameters tab, and then click the school calendar drop-down

What happens to department productivity when the customer service management team isn't prescheduled in production roles?

If the customer service management team isn't prescheduled in production roles, it increases the number of hours consumed by hourly associates. This decreases productivity

When would you deny a time off request and when would you cancel a time off request?

Manager should deny a time off request when they can't be granted for business reasons. Managers should cancel time off requests when a request needs to be resubmitted, needs to be corrected, or is no longer needed by an associate