DRoster Employee Scheduler User Manual
Contents
1. March Start Time End Time April Mee Delete June Add July August One day for 2 2006 7 September Dates range for 2 2006 fio 2 2006 October November December 15 DRoster Employee Scheduling Software 2 2 1 User Manual From the Person Availability Times screen you can indicate the days the employee is not available i e on vacation or hours of the day that they are unavailable i e school hours This will automatically prevent you from scheduling this person during a time or day that they are unable to work Now click on the PLACES tab For this employee ALICE it indicates all of the job functions available If the employee can work multiple job functions place a check mark in all appropriate checkboxes by clicking on the box Click on the check again to clear the check mark Continue this activity for all employees and CLOSE the form when completed Persons General Times Select the Places this person can serve Selected v Cashier 2 v Deli M Manager v 4 2 Places Job Functions Now click on the PLACES button on the left hand side menu This brings up the screen as shown below 16 DRoster Employee Scheduling Software 2 2 1 User Manual 4 2 1 E ethan ae Thin has Are wind M sa F Pace Deg Alene Flares Plas General Double clicking on the entries will bring up the detail scree2. Select None Select All Options M New page each person OK Cancel 31 DRoster Employee Scheduling Software 2 2 1 User Manual This is the resulting report Note that the report is separated by employee indicates a start and stop time and job function along with the length of the shift worked It also provides a total of the number of hours scheduled during the reporting period for each employee and a graph depicting the percentage of hours worked Parone Hama Stan Tine 37 08 16 00 Fersa Mame Stan Time 31 08 06 00 37 06 08 00 Total Hours Alice Esd Titt 7 08 22 00 annette End Time 71008 08 00 77008 16 00 Duties by Places Plice Cashier Place GER 1 USRI Humber of Duties Approve Tra Toia byars ppre Fake Trua Total byar Langii gi 5 6 Langit a 3 T 32 DRoster Employee Scheduling Software 2 2 1 User Manual 7 4 Non Manned Duties Report This report will show you any Job Functions that have not been filled during the reporting period C DRoster Non Manned Duties iani Tima Enid Tima Place Naina Hal Tes 17 00 siae 00 ter 33 DRoster Employee Scheduling Software 2 2 1 User Manual Note Templates Templates save you time in scheduling your employees because most often shifts tend to repeat themselves day by day The only data for a shift that could change is the employee who is
3. 4 Dl S Names of Places DRoster needs to know the Places you have in your site Name each Place below i An Names Cashier 1 a Cashier 2 Rename QSA 1 QSR 2 Delete Deli lt Back Next gt Cancel x Places shifts Fill the shifts for each place Usually every place has its own set of shifts Places Manager Ca 1 Enter new fixed duty parameters Add Cashier 2 Name Shift 1 Edit QSAR 1 OSR2 Start Time 00 00 i Delete Deli Duration _Detete_ Hours 8 Minutes 9 s OK Cancel lt Back Next gt Cancel Pick a Name for the shift and press the TAB key Enter the START TIME in military 24 hour format time in the format HHMM for example 12 00 am appears as 2400 The Wizard will automatically insert the colon between the hours and minutes If the shift is a standard 8 hours simply click OK If the shift is different than 8 hours make the adjustment in the HOURS and MINUTES fields before clicking OK Make sure to include all shifts for all positions Each position can have different shift names times and durations from any other job function giving you flexibility in scheduling and manpower coverage Click NEXT when completed After all Shifts have been entered the Wizard will prompt you to enter your employees 11 DRoster Employee Scheduling Software 2 2 1 User Manual Click the ADD button and type in the name Either click OK or press the ENTER key to accept your e
4. RUS sensrrscuiisnnianidinsiid ridin E NENESE RA 38 939 Validating a RUIC aiicc setts sec ee rete a gaa eedega evaded del deea tats 38 10 VOWS og eveececcsncs sees exteceeeczccecegnavedeessunaceesesseceesnssaeetanivedeennnstceeesntedea cadessutacansdeeccusacetseetodeedetessreacavedeesinsien 39 Trademarks All trademarks are hereby acknowledged Kappix and the Kappix logo whether or not appearing with the trademark symbol are registered trademarks of Kappix Software Copyright 2006 Kappix DRoster Employee Scheduling Software 2 2 1 User Manual 1 Introduction We at Kappix are happy to provide you with DRoster a powerful employee shift scheduling system as one of our many tools to help you manage your organization business The DRoster Employee Scheduler User Manual will enable you to get an overview of scheduling essentials and basic functions you require to automate your employee scheduling Now let s get started DRoster Employee Scheduling Software 2 2 1 User Manual Installing DRoster DRoster Employee Scheduler is a 5 86 MB Windows application equipped with an installation wizard This wizard makes for quick program installation The wizard takes you step by step through the installation procedure Note It is highly recommended you close all unnecessary applications before beginning the installation 2 1 Installation Requirements The software and hardware requirements for DRoster are e Operating syst
5. A AEEA ATA EONAR EE AESAAT E ANAR 18 4 2 3 Persons EMplOyees ececeeceeeeeeeneee erent ee ee eene seer eieeeeeecieeeeeteeeeesieeeestieeeessneeeee 19 4 2 4 Overlap PACES eccccecceceeeeeeeeeeae cece cece eecaeaeceeeeesedeceaeaeeeeeeeseecaaeaeeeeeeesetscnieeeeeeeenenes 19 Daily PIANO ie ciccicecicceseecscecssecctecteeecienisecdeceteecciecssecctectiecctecteesdecateecceneteeccuastewscecedeecduceteesciecteesdzccteess 21 51 Editnga DULY eccess E E 22 6 Hourly Planner wecccsiccccccsicvccccs cevecces re escces anaana aa aaa ened eee 24 61 Editing DUtY 2 ce ceente E EEE E AEE EEES 25 T ROPOMTS E A A 26 TA Attendance Repon cnong i eai 27 7 2 Duties by Places Employees by Job Function Report sssssessseserssserrssesrrssrrrrssrrrrssrerrseeeens 29 T3 Persons Duty Report cecsicrerorisriiii inian A A T 31 7 4 Non Manned Duties Report cccccccccce cece eeecee aces cece ee eeceaeaeeeeeeeeeseceaeaeeeeeeeeeseeecneeeeeeeeeees 33 Templates scsccsceccvegssscescececeveren secetccincavense cocked tencaveeanceceeesencavinin coceed i asarira davaj cavevteus ences naavainen an 34 The Rule Em ine sosionom Seca cece dct sects ees ciee cnt detec duced ent soon kia EA de Ode kin uct ei weed HEEY 36 9 1 How the Rule Engine Works esoneri aniier inana anaE Aaaa aA NAA ANTENAK 36 92 Denning aRU sesiis T E 36 9 3 Variables Functions and Objects in the Rule Engine eesssssesesrissssrrssesrrssrrrrssrrrrssrrrrssrrens 38 94 Debugging
6. deployed for that shift Therefore the Templates help you save time when shifts have a fixed pattern and are repetitive There are three basic types of scheduling days e weekdays e weekends e holidays You can create as many Templates as you require for each of those three types of scheduling days In a Template you can define duties but not assign employees to the duties You can create as many Templates as you need for every day of the week for example After you create a template you can choose which of those Templates to apply to a specific day Because there is no option to assign employees to duties through the Template feature Persons will appear as not available n a on the planner Here is a scenario for which you might wish to create a Template Your store has 3 duties a kitchen a dining hall a cleaner You require 4 shifts in the kitchen 4 shifts in the dining hall and 2 shifts for the cleaners This comes to a total of 10 shifts per day Instead of entering those shifts daily you can define a weekday Template and apply it for every day of the week This section describes how to create a Template and how to apply the Template to a day To Create a Template Go to the Templates Module on the left hand side of the DRoster window Click the File menu and select New Template Enter a name for the new template on the pop up window Click OK Create the duties in the same way you did in the Daily Planner point
7. your mouse to the time slot you need on the Template grid right click and select New Duty from the menu You can also click the New Duty button on the toolbar The Assignment pop up window is displayed Enter the Start Time and Duration of the duty 34 DRoster Employee Scheduling Software 2 2 1 User Manual re Click OK gt To Apply a Template to a Day E Click the Daily Planner button from the Modules pane on the left hand side of the DRoster window 2 Click the Templates button on the toolbar to get a drop down list of names of all the Templates you have created 3 Select the Template from the list of names The Applying Template pop up window is displayed 4 Click the radio button to select the days or set the date range you need to apply the template to 5 Click OK 35 DRoster Employee Scheduling Software 2 2 1 User Manual Note The Rule Engine DRoster s rule engine is your way to validate your schedules to prevent costly errors and conflicting shifts The Rule Engine gives you scheduling flexibility and enables you to create complex schedules DRoster s validation system does not only make sure you do not assign an employee to a duty when that employee is not available DRoster validates when you select the employee to assign but also makes sure that many other rules are not violated in your roster Rules are unique to an organization business store labor laws in your state your staffing n
8. 2 Shift 3 Deli a PER Managen New duty Cashier 1 Shift 1 g Manager Start time 973172006 z 00 00 Time enter 4 digits i e 06 15 Manager Endtime 6 31 2006 i ae QSR 1 ry i QSR 1 Person QSR 2 Notes O Approved 12 30 1899 00 N OK Cancel Here is the screen after entering all the employees for August 31 Note the red entries indicating unapproved schedules Cambira Shaft 2 wh Cashier SWS Fig a ee Monomer StL Penn Hamag Shita Wien Mapt Sta Moen k1 Morning Shii F arrain i Erag Bae yez Lerche Hanar 2 py Editing a Duty If you need to edit a duty after you have created it you can modify or edit a duty s parameters such as start or end time the Person allocated to a duty and whether a Person is approved or not approved for a duty 22 DRoster Employee Scheduling Software 2 2 1 User Manual gt To change a duty s parameters AL Point to the duty you want to modify to select it 2 Right click and select edit from the pop up menu or double click on the duty to open it 3 The duty window will open and you can now edit the duties parameters 23 DRoster Employee Scheduling Software 2 2 1 User Manual 6 Hourly Planner Clicking on the HOURLY PLANNER menu selection from the left hand menu will bring up the screen as shown below This function is ideal for entering employee tasks th
9. DRoster Employee Scheduling Software 2 2 1 User Manual DRoster Employee Scheduler User Manual PIN DRoster 4 s peer BY Copyright 2006 Kappix DRoster Employee Scheduling Software 2 2 1 User Manual Contents 1 IMtHO CU CCION 2255 oo c2 brie eake ad soccer ee led i et EE en lin ee ee ed ee dad coe 3 2 Installing DROStOD 6 0 ccccccccccccecccccteeeesecteves cccccnessececees ccecenessectsees sectteessectieedseenseessectieed seetteessectanessectinesse 4 2 1 Installation Requirement cccccccesecceceeeeeeeeeceeeaeeeeeeeeesecacaeeeeeeesesecacaeeeeeeesesecnaeeeeeeeerees 4 2 2 Installation Modes xiicncd eile ed eee ed dec TAEAO 4 2 3 PSAMI cnan laste eaten der bedae chad tees dads Sivas vec feces thenaendeetaeis teens eeeneenenede ede 5 The DRoster Initialization WiZard ecccccesseneeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeseaeseseseaeseeeseaeseeesanseeeseenseeeeees 10 Setting Up Persons ANd PlaCeS ceeccseseeceeeeeeeceeeeeeeeneeeneeeneeeneeseeeeeeeseseseeesesesneesesesneeseseeneeeeseenaees 13 4 1 Persons EMPlOVeCOS serri usi aain ai A ARRAS Pa EA SNE AEAEE EA 13 4 2 Places Job FUNCIONS fee svileckeentiaees seateded sed a Ea ghd decd a evblecea sh Hates seadetes wi iehasvans 16 4 2 1 GOMOI al eee cece ceccceeeeeeececeeeeeceeeeneceeeeeeaaeeneeaceeeeaeaaeenessaceeeeneaaeaesaeaaeeesnaasensneaceenseeeaeenenes 17 422 SIMMS caie csaescccdeceazes suis aeaaea AAA EENAA AeA tase CAAT UAUA An AAAA EUNA A
10. a m fen lety Ol Okie Coty at Date 2 31 2005 Weeb Noth Merits Wewed Al Placer Tereplabe Proce Stat ze 4 ame ae e eR Cashia steft 1 aei 8 E The START DATE is defaulted to today s date as indicated in the selection box on the top menu Also located on the top menu is the duration of the schedule You can choose between a WEEK MONTH or 3 MONTH view by clicking on the appropriate top menu selection The dates are shown in International format DD MM Now let s begin our scheduling activity First left click on today s cell 31 08 for August 31 for Cashier 1 Shift 1 to select the cell Now either click the NEW DUTY button from the top menu or right click in the cell to bring up the screen as shown below Now click on the dropdown menu for PERSON This will show you all employees who are qualified and available to work on the date selected in this case August 31 You may also enter notes in the field provided and check the APPROVED checkbox if the schedule for this person is approved You may leave it unchecked until you verify that this person can actually work this shift and it will be displayed on the DAILY PLANNER with a red flag indicating it has not yet been approved 21 DRoster Employee Scheduling Software 2 2 1 User Manual 5 1 Daily Planner Place Shift aja 1yo9 29 a9 aoo sos Jes Cashier 1 Shift 1 Cashier 1 Shift 2 Cashier 1 Shift 3 Cashier 2 Shift 2 Cashier
11. at are not covered by the DAILY PLANNER i e those tasks which are not a standard shift in length Here we see the details of the scheduling we entered in the DAILY PLANNER You may click in the appropriate start time cell and click on the NEW button from the top menu to add a schedule event or you may click in the start time cell hold down the left mouse button and drag the mouse to the ending time to make a highlighted block Now right click in the highlighted block and click NEW to bring up the editor screen E DRoster Time has Arrived 2 File Edit View Help I ji M new Date 873172006 x 94 Delete 3 On this hourly planning screen you can see that we scheduled Annette to work 3 hours prior to her normal shift to help us organize our QSR inventory We simply clicked on the 0600 6 AM cell under the QSR1 column held down the left mouse button and dragged the mouse to the end time of 0900 and released the mouse button This highlighted a block We then right clicked on the block and brought up the editor to enter Annette as the person we wanted to work You can also tell that this new task is unapproved as the flag is red Once we confirm with Annette that she can come in early we can check the APPROVED checkbox to turn the flag to green 24 DRoster Employee Scheduling Software 2 2 1 User Manual 6 1 F E Himi Pore fire Beri D hem Daa i eee S Tanplatan e vada day EE Priame Hoji i Hourly P
12. atecrenge eu miri Morenanracd Cuties Alpe Thio apai fet el then dutas hat mart amad bon thadan ranga you mbari 26 DRoster Employee Scheduling Software 2 2 1 User Manual 7 1 Attendance Report Select the date range desired and click OK DD MM YYYY Name Description Attendance Report This report gives you information in Graph and Tabular format about the attendance for the date range you select Duties by Places This report show duties by places and present the persons that applied for them This report gives you information about each person s duties for the date range you select This report lists all the duties that are not manned for the date range you select Persons Duties Non manned Duties Report Attendance Report Select Dates From 8 31 2006 x To 8 31 2006 z Note Maximum report s period is 15 days OK Cancel 20 DRoster Employee Scheduling Software 2 2 1 User Manual This creates the following attendance report ee Attendance Report i17 it f CE ee MA Ha W Alita Ei d Annette G Anges a I Bark Fi 18 Bill a i Brendon S i Dee a E di a Saas a i Steves 28 DRoster Employee Scheduling Software 2 2 1 User Manual 7 2 Duties by Places Employees by Job Function Report Select the date range desires and indicate which Job Function you want to include in the report Name Duties by Places Persons Duties Non
13. default the Overlap function is disabled in the OFF position However there are situations that require overlapping places In such cases use the Overlap places feature to override this restriction Here is a scenario that might require the Overlap places feature If for example your store has 1 manager and 2 cashiers cashier A and cashier B you can use Overlap places to determine that an employee who is a manager can be a cashier at the same time You can also determine that you won t allow cashier A to overlap cashier B The difference between scheduling with Overlap and without is that if you do not use the Overlap places you MUST have 3 employees for each shift but when you define 19 DRoster Employee Scheduling Software 2 2 1 User Manual that a manager Place can overlap with cashier A Place you can have two employees in 1 shift gt To enable the Overlap place feature to ON position fi Click on the top VIEW menu from OPTIONS 2 Click on the MISCELLANEOUS menu Si Click on the checkbox Use Places overlapping feature F Places ky lt 4 Cashier 1 General Shifts Persons Overlap Places This feature is disable Use the Options screen to enable it Close 20 DRoster Employee Scheduling Software 2 2 1 User Manual Note Daily Planner Click on the DAILY PLANNER menu selection on the left hand side menu to bring up the following shift planning screen Wns T Arrivwd
14. eeds and employee requests For example while Store A requires a rule that an employee cannot work more than 40 weekly hours another might require a rule that an employee cannot work two or more consecutive weekends Another rule could dictate that an employee must have a 10 hour break between 2 shifts Yet another rule could ensure that a certain employee is not assigned to duties after 4 p m unless it is a weekend By creating such rules in the Rule Engine you can ensure scheduling that is consistent with those exceptions DRoster s Rule Engine lets you define almost any rule you can think of and then it checks every duty in your roster against the rules you defined The Rule Engine requires a basic knowledge of JavaScript or Visual Basic 9 1 How the Rule Engine Works DRoster s rule based engine uses either JavaScript or Visual Basic to create and run rules For best practice it is recommended you break down a long rule into smaller rules For example if you want to create a rule that a certain employee is scheduled after 4 p m and that there is a 10 hour break between 2 shifts it is good practice to break this one rule into its 2 components and create 2 rules When a duty needs to be checked DRoster runs all the rules in the system against this duty to see if this duty is valid 9 2 Defining a Rule A rule is a Boolean function named IsDutyValid Within this function you define the validation If the function returns
15. em Windows 2000 and up e Minimum Pentium Ill 550 e Minimum of 256 MB memory e Minimum of 50 MB free disk space Prior to installation you should verify the following configurations exist e DRoster setup program must be able to write to the registry e DRoster uses port 3050 to listen to database requests e Permissions admin is recommended for permissions or any user with privileges to enter the registry keys under HKEY_LOCAL_MACHINE e Permission to enter new services such as the Firebird service which must be enabled and running for DRoster to operate 2 2 Installation Modes DRoster supports any network requirement you might need It ranges from stand alone to any number of computers DRoster includes a multi user option The installation is the same as that for a single user To switch to multi users all that is required is a minor change in the registry after initial installation This change will point DRoster to work on a shared database instead of on the local database gt To implement this change in the registry k Go to the HKEY_LOCAL_MACHINE SOFTWARE DRoster Settings section 2 Update the DBPath key with a proper value That value will be the location path of the database file which is accessible to all users DRoster Employee Scheduling Software 2 2 1 User Manual 2 3 Doing the above means you can define the path on one computer which all users can access For example two scheduling managers using DRoste
16. etically sorted list to bring up the following screen Here you can enter the employee information such as address phone and cell phone numbers You may also enter notes in the NOTES section Notes can include anything from qualifications courses and upcoming seminars to more personal notes 13 DRoster Employee Scheduling Software 2 2 1 User Manual This Person is active Name Address Phone S Mobile Note Close Click on the TIMES tab to display an entire year calendar of employee availability for the selected employee The calendar shown below is for employee ALICE 14 DRoster Employee Scheduling Software 2 2 1 User Manual Persons X General mles MS SMT WTFSESMTWTFSESMTWTFSESMTWTFSESMTWT FSS January February March April May June July August September October November December Double click on any date or select a date range by pressing and dragging your mouse left button and then use your right mouse click to bring up the editor as shown below Persons General Places Person Availability Times Edit Times Person Alice 4 2006 gt S SMTWT F TFSSMTWT FS S This person will be available January This person won t be available for the whole day s February The person won t be available at those time ranges
17. gram Files D Roster At least 30 2 MB of free disk space is required Also click NEXT on the next screen to accept the default start folder location The Wizard will then prompt you to create desktop icons or a quick launch icon If you want these options click the checkbox and then click NEXT We recommend you check the CREATE DESKTOP ICON for convenience If you would prefer to launch the program by using the Windows START PROGRAMS sequence leave the boxes unchecked and click NEXT is Select Additional Tasks by Which additional tasks should be performed Q Select the additional tasks you would like Setup to perform while installing DRoster then click Next Additional icons C Create a desktop icon C Create a Quick Launch icon DRoster Employee Scheduling Software 2 2 1 User Manual Now the Wizard is ready to install the program files Click INSTALL 15 Ready to Install Setup is now ready to begin installing DRoster on your computer Click Install to continue with the installation or click Back if you want to review or change any settings Destination location C Program Files D Roster Start Menu folder DRoster You will then see the progress bar display the loading sequence 13 Installing Please wait while Setup installs DRoster on your computer eating shortc Cancel DRoster Employee Scheduling Software 2 2 1 User Manual When all of the programs are loaded the Complet
18. ing Setup Wizard screen will display Click FINISH to continue Setup DRoster oF Completing the DRoster Setup Wizard Setup has finished installing DRoster on your computer The application may be launched by selecting the installed icons Click Finish to exit Setup DRoster Employee Scheduling Software 2 2 1 User Manual 3 The DRoster Initialization Wizard After the installation of DRoster the DRoster Initialization Wizard will launch enabling you to step through many of the necessary setups in a quick fashion The first screen in the Wizard is the Names of Places In this context it is referring to the Job Functions or Job Titles of your store s employees Click the ADD button and enter the job titles of each of the positions in your store Click OK after you have entered the job title or press the ENTER key Click ADD or press the ENTER key again for the next entry P s ee Names of Places DRoster needs to know the Places you have in your site Name each Place below aN tN Names Add ae Rename Name Manager Delete Cancel lt Back Next gt Cancel When all positions have been entered click NEXT Now the Wizard will ask you to fill in the Shifts for each place or job function Click on the Places entry i e Manager on the left and click ADD The editor will launch as shown below 10 DRoster Employee Scheduling Software 2 2 1 User Manual Note
19. lanner kadem 1 ad oF a ae Bean of a I 1S e al Ee z ELJ t a a a Oh E ee a al a ala s Editing a Duty If you need to edit a duty after you have created it you can modify or edit a duty s parameters such as start or end time the Person allocated to a duty and whether a Person is approved or not approved for a duty To change a duty s parameters Point to the duty you want to modify to select it Right click and select edit from the pop up menu or double click on the duty to open it The duty window will open and you can now edit the duty s parameters 25 DRoster Employee Scheduling Software 2 2 1 User Manual 7 Reports DRoster Employee Scheduler includes out of the box reports You can export the reports in txt htm rtf xls tiff gif bmp jpeg PDF formats The available report types are e Attendance Report e Duties by Places Report e Persons Duties Report e Non manned Duties Report The REPORTS button on the left hand side menu launches the following screen showing the four reports that are available and a brief description of each report p Miiat Titre Gare Arita a et E pan ie filerdance Feat he mpal gev pcr niarainn r Giph ardi abuda korad arnt lha attendance or Ha date rege you ele Coats by Peco ha apai hoa cludes by placer and parri ha pora that applied lor than Percene luar he mpal gre pou indannakon abeu wach parsons duties for thard
20. manned Dutie Attendance Repor Description a Duties by Places ig Select Dates sl ate G Start 8 31 2006 x End 9 7 2006 7 Today Select Places By Place By View Cashier 1 Cashier 2 Deli Manager QSA 1 QSA 2 Iiii lt ii lt ii lt ii lt Select None Select All Options F New page each day OK Cancel 29 DRoster Employee Scheduling Software 2 2 1 User Manual This is the resulting report DReoster Time has arrived Duty Date Hour 01 00 05 00 07 00 09 00 11 00 13 00 15 00 17 00 19 00 21 00 8 31 2006 Cashier 1 Cashier 2 Deli Sean Sean Sean Sean 08 00 Bill Barb Bill Barb Aspen Bill Barb Aspen 14 00 Bill 16 00 Barb 16 00 Jim Aice Jim Aice Jim Alice 22 00 Manager QSR1 QSR2 Brendon Brendon Brendon Brendon 03 00 Annette Don Annette 09 00 Don Annette Ni 11 00 Don Annette NA Don 16 00 Annette 16 00 N A Don Steven NA Don Steven Don 30 DRoster Employee Scheduling Software 2 2 1 User Manual 7 3 Persons Duty Report Select the date range and the Persons Employees that you want to include on the report Persons Duties Select Dates From 8 31 2006 To 8 31 2006 C Today m Select Persons Name Alice Annette Aspen Barb Bill Brendon Don Jim Sean Steven Taylor CASS SCS
21. n as shown below On the GENERAL tab you can enter notes pertaining to the job function X 4A Cashier 1 General Shifts Persons Overlap Places Name Cashier 1 Note 17 DRoster Employee Scheduling Software 2 2 1 User Manual 4 2 2 Shifts The SHIFTS tab will display the shift information already entered for this position You can ADD new shifts EDIT existing shifts DELETE shifts or COPY shifts with the buttons on the right hand side menu Places Cashier 1 General Shifts Persons Overlap Places Define fixed shifts Shift Name Start Hour End Hour Duration Shift 1 00 00 08 00 08 00 Shift 2 08 00 16 00 08 00 Shift 3 16 00 00 00 08 00 Copy New Close 18 DRoster Employee Scheduling Software 2 2 1 User Manual 4 2 3 4 2 4 Persons Employees On the Persons tab you can select view the listing of all employees who are qualified for this job function Place In the example shown below Alice Bill Jim and Sean are all qualified to be scheduled as Cashier 1 E Places X a Cashier 1 General Shifts Persons Overlap Places Select the Persons that can serve in this place Person Name Selected v Annette Aspen Barb Bill v Brendon Don Jim Sean Steven Taylor AIKE Close Overlap Places As a protective measure DRoster will not allow you to assign the same person to more than one duty Place at any given time Therefore by
22. ntry To add another name either click the ADD button or press the ENTER key When you have entered all of the employees click NEXT DRoster Initialization Wizard below z Persons DRoster needs to know the Persons you have in your site Name each Person lans N Names Don Barb New Person X Brendon Steven Name Sean Alice Aspen ae Cancel Annette Bill Add Rename lik lt Back Next gt Cancel Congratulations you have completed the DRoster initialization wizard Click FINISH Roster Initialization Wizard X Completing the Initialization Wizard a fee You have successfully completed the Initialization Wizard Template screen is where you define patterns of your site duties Defining Templates now will let you create duties later easily lt Back Finish Cancel 12 DRoster Employee Scheduling Software 2 2 1 User Manual 4 1 Setting up Persons and Places This section takes you through the DRoster Persons and Places Modules on the user interface showing you how to use these modules to set up your schedules Persons Employees Start DRoster by double clicking on the desktop icon Click on the Persons button on the left hand side menu to display your list of employees as show below DRoster Time has Arrived i File Edit View Help i M New Person Details el Sel fe Double click on the first name in the alphab
23. ou close all other applications before continuing Click Next to continue or Cancel to exit Setup Click NEXT to continue Now the installation program will ask you to accept the licensing agreement Please read the end user license agreement and click on the radio button labeled ACCEPT THE AGREEMENT if you want to continue with installation Click NEXT to continue iB Setup DRoster License Agreement Please read the following important information before continuing Please read the following License Agreement You must accept the terms of this agreement before continuing with the installation Software License Agreement END USER LICENSE AGREEMENT FOR E DROSTER IMPORTANT READ CAREFULLY This DRoster License Agreement is a legal agreement between you either an individual or a single entity and me the author of DRoster for the software product identified above which includes inal I accept the agreement O I do not accept the agreement DRoster Employee Scheduling Software 2 2 1 User Manual The program wizard will then prompt you to select where you want the programs installed on your computer Click NEXT to accept the default location c program files DRoster iy Select Destination Location sy Where should DRoster be installed Q z CJ Setup will install DRoster into the following folder To continue click Next If you would like to select a different folder click Browse C Pro
24. r on 2 different pc s can then see the schedule made up by the other If you want to share files so others can see them you should install DRoster on the other pc and from time to time you should copy the DRoster gdb database file If you want to share them on a regular basis this means a network installation Again you should install DRoster on the other pc and then make changes in the registry to point it to the shared database Installation Included on the distribution CD is the selection to install DRoster labeled Install Scheduler Click the button and follow the instructions below The first screen may be a security warning indicating that the publisher can not be verified If this screen displays simply click RUN to continue The publisher could not be verified Are you sure you want to run this software r Name setup exe Publisher Unknown Publisher Type Application From C c employee scheduler deroster Always ask before opening this file publisher You should only run software from publishers you trust How can decide what software to run g This file does not have a valid digital signature that verifies its DRoster Employee Scheduling Software 2 2 1 User Manual Next the welcome screen for the installation wizard will display as shown below fe Setup DRoster 1 Oo Welcome to the DRoster Setup Wizard This will install DRoster on your computer It is recommended that y
25. rtHour 9 5 Validating a Rule To validate a rule click on the Validate button on the Daily Planner Module or the Hourly Planner Module 38 DRoster Employee Scheduling Software 2 2 1 User Manual 10 Views You can customize the views to include only certain places Job Functions during the DAILY PLANNER and the HOURLY PLANNER This is highly useful if you have several employees and would like to display the Food Service schedules separate from the Convenience Store for example Begin by clicking on the VIEWS button on the left hand side menu Now click NEW from the top menu to bring up the editor as shown below vu Thee hee A Nowe View Efim tJ Vw Nae Sabon Places niha View a Cotes Codes 2 5A 1 O5A2 Da Type in a View Name then click on the Places Job Functions checkboxes that you want to include in this custom view Click OK when completed Now when you are in either the DAILY PLANNER or HOURLY PLANNER screens you can select your custom view from the dropdown under the VIEWS top menu DRoster Employee Scheduling Software 2 2 1 User Manual Send your comments to Kappix At Kappix every effort is made to ensure that our documents are accurate and error free If this is not the case we would appreciate it if you would take the time to contact Kappix using one of the methods listed below You can also contact us if there are any other comments that you would like to make about thi
26. s or any other Kappix document You should include your name and address your comments and the page number or topic to which the comment refers You can contact Kappix in any of the following ways e By email support kappix com e Through our website www kappix com support htm Comments Name and contact email Company or Organization Address Document Title Document Number Page Topic Comments 40 DRoster Employee Scheduling Software 2 2 1 User Manual This manual is copyrighted and all rights are reserved This document may not in whole or part be copied photocopied reproduced translated or reduced to any electronic medium or machine readable form without the prior written consent of Kappix All names companies and data used in examples and illustrations in this manual are fictitious unless otherwise noted Copyright 2006 Kappix http Awww kappix com 41
27. true it means that the duty is valid If it returns false it means that the duty in invalid Let s start with a very simple rule 36 DRoster Employee Scheduling Software 2 2 1 User Manual Function IsDutyValid IsDutyValid false end This rule does not check anything and returns a false value which means that every duty that DRoster checks against that rule will turn out invalid Here is another rule Function IsDutyValid If Duty PersonID lt gt 3 Then IsDutyValid TRUE Exit function end if StartHour hour Duty StartTime If StartHour gt 16 Then IsDutyValid false Exit function end if EndHour hour Duty StartTime If EndHour gt 16 Then IsDutyValid false Exit function end if IsDutyValid true end Function This function checks if a person whose ID is 3 was assigned to a shift that starts or finishes after 1600 4 p m Let s run through this function The function s first line If Duty PersonID lt gt 3 Then checks that the person that was assigned to that duty is actually the person we want to validate If this is not the person then there is nothing more to check and it exists with a status of true meaning this duty is a valid duty 37 DRoster Employee Scheduling Software 2 2 1 User Manual If a Person number 3 is assigned to it the rule engine will continue the checking In the line that reads StartHour hour Duty StartTime we put the hour when the d
28. uty starts into a local variable and check that this variable is less than 16 the latest hour that this person can be assigned to It then checks this condition If StartHour gt 16 Then If the result of the condition StartHour gt 16 is true then the function returns a false value which means the duty is not valid and exits The same thing happens with the EndHour 9 3 Variables Functions and Objects in the Rule Engine The following variables functions and objects are accessible in the Rule Engine e All JavaScript VBScript are accessible e Duty s parameters Person Index Place Index Duty Length Start time End time duty s note e Query with this object you can get any information from the database Look at the right side of the rules editor Script Element to see what the query s accessible methods are e Tables DRoster stores its data in the database You as a rule writer have fully access to it Use the Script Element panel on the right to find out what the tables structure are 9 4 Debugging a Rule Debugging a rule is a compulsory stage in developing a rule To debug a rule you first need to define a dummy duty and check the rule against it In the Rule Editor use the Script main menu to select Set Duty parameters to define the testing duty parameters Use the Test button or click F9 to test your rule Use the DebugOutput function to print out any output you need DebugOutput duty Sta
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