Project Specification Page 1

EMPLOYEE SHIFT SCHEDULER

Introduction

Employee Shift Schedular (ESS) is a scheduling program for people and tasks. It is easy to move and edit
tasks right on the screen. There are several displays that allow you to see your schedule over different
periods, such as rotation and payroll periods. You can copy or delete days of tasks to quickly build new
schedules. When a schedule has been created you can copy them to your web site for all to easily see.

Dataflow Diagram

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Database Schema

Table: PAYROLL
Column Name Data Type Description
Jobid NUMERIC(18,0) Unique identification for every Job Type
Seeddate DATETIME Date on which the Job was assigned
Payrolloption VARCHAR(50) The amount being paid once or twice in a week or month
Date DATETIME The amount paid date

Table: STAFF
Column Name Data Type Description
Staffid NUMERIC(18,0) Unique identification for every Staff
Name VARCHAR(50) Name of that particular staff for which the job is assigned
Phone VARCHAR(20) Phone number of that particular staff

Table: ROTATION
Column Name Data Type Description
Jobid NUMERIC(18,0) Unique identification for every Job
Days VARCHAR(50) The number of days for each cycle of rotation
Incrementminutes VARCHAR(50) The Rubber band minutes

Table: JOBTYPE
Column Name Data Type Description
Jobid NUMERIC(18,0) Unique identification for every Job
Jobgroupid NUMERIC(18,0) Unique identification for every Jobgroup
Jobname VARCHAR(50) Name of that particular job
Colorcode VARCHAR(50) Colorcode assigned for every particular color given for that particular jobtype
Description VARCHAR(150) Description of that particular job
Ratehour BIT The Rate assigned for number of hours worked

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Vacation BIT The dates are marked when the staff goes on vacation

Table: STAFFTRANSACTION
Column Name Data Type Description
Staffid NUMERIC(18,0) Unique identification for every staff
Jobgroupid NUMERIC(18,0) Unique identification for every job group
Shiftid NUMERIC(18,0) Unique identification for every shift
Jobid NUMERIC(18,0) Unique identification for every job
Date DATETIME Date of that particular job completed by the staff

Table: HOLIDAY
Column Name Data Type Description
Jobid NUMERIC(18,0) Unique identification for every job
Date DATETIME Date of holidays listed for that year
Name VARCHAR(50) Name of that particular staff

Table: JOBGROUP
Column Name Data Type Description
Jobgroupid NUMERIC Unique identification for every jobgroup
Jobgroupname VARCHAR The name assigned for each and evry job group

Table: SHIFTS
Column Name Data Type Description
Shiftid NUMERIC(18,0) Unique identification for every shift
Description VARCHAR(150) Description given for that particular shifts
Jobid NUMERIC(18,0) Unique identification for every job
Timestart VARCHAR(50) The time at which that particular job was started
Timestop VARCHAR(50) The time at which that particular job was completed

Table: COLORDESCRIPTION
Column Name Data Type Description
Staffid NUMERIC(18,0) Unique identification for every staff
Defaultcolor VARCHAR(50) The default color being assigned for that task
Task VARCHAR(50) Color of the task when selected
Staff VARCHAR(50) Color of the staff name when selected

Abstract

ESS is a scheduling program for people and tasks. There are several displays that allow you to see your
schedule over different periods such as rotation and payroll periods. You can copy or delete days of tasks to
quickly build new schedules.
Seed dates are used as starting points. There are two seed dates that control the weekly, rotation and payroll
schedules .The work date in the seed date is used to find the day of the week the weekly schedule starts and a
date that began a rotation. The program will work forward from this date to keep track of where you are in a
rotation . The other seed date is for the payroll period .The payroll seed date should be a date from the past on
which a payroll period started .The schedule displays show one day, a week, a rotation, or a payroll period .
The rotation schedule displays all tasks in a user defined rotation period. The rotation periods start from a
seed date. If a group has been selected, only the individuals qualified for tasks in that group will appear.
The payroll schedule displays the tasks for a payroll period. Like the other schedules the payroll schedule
display will show the payroll period that the current date falls in .The payroll period and the date the payroll
starts is selected on the configuration screen. The payroll period starts and ends on the dates defined on the
configuration screen. The user can select a seed date and an optional payroll period.
The holiday's table is used to highlight the display screen dates. You will want to add, delete and modify
these dates to account for all National Holidays and any other significant days.
The job groups contains different types of jobs which can be assigned to the staff for any amount of time.
Job types are the types of tasks performed within a job group .They give information job group, job name and
description for that particular job. Shifts are tasks that have a job type, starting time, and ending time. It is
the easiest way to assign a task to a person.
Staff records are maintained along with group name and job name in ESS.
We can add some common shifts for the job types in the ESS. The easiest way to add tasks to the schedule is
to select a shift, as the job type and hours .

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Group Name is the job group that this job type belongs to. Job Name is the name of the job.
The daily schedule displays all tasks for the current date and selected groups. If a group has been selected,
all tasks for qualified individuals will be shown.
The weekly schedule displays all tasks for the week of the current date and selected groups. If a group has
been selected, all tasks for qualified individuals will be shown.
Once you have assembled a short schedule, you can copy the schedule or parts of it to other days. You can
use copy to build a much larger schedule very quickly. Once you have built your schedule you may edit it and
change it however you like. There are no restrictions on the size of your schedule.
Reports are the most vital pieces of information for the evaluation of the staff list and further development. All
reports should display the respective details displayed in a Crystal Report or Data Report (whatever it may
be).The following reports are generated in JSS
1. Print the staff list.
2. Print the group and job types lists.
3. Print the staff list.
4. Print the hours assigned report.
Print the staff list displays id , name and phone for that particular date.
Print the group and job types lists display job name , time start , time end , hours and description for that
particular date.
Print the staff list display time start , time end , job name and job description for that particular date.
Print the hours assigned report display time start , time end , job name and hours for that particular date.

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Menu Hierarchy

The Visible Scheduler contains these menu items:

Project Flow

Upon successful login the user should be taken to this screen…

VISIBLE SCHEDULE CONFIGURATIONS Menu Item (under FILE menu)

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The General Button (Under the Visible Schedule Configuration Menu) :

Company : enter your company name.

Address : enter the address of your business. The address is printed on reports.
Work Seed Date : enter a date that started a workweek. If you work Monday through Friday, select a Monday
as the first day of your workweek. The work seed date day of the week is the day the weekly and rotation
schedule begins. The rotation schedule can be from one to seven weeks and will display the rotation schedule
in blocks starting from the work seed date.
Days in Rotation : enter the number of days in your rotation period. This can be from 7 to 49 days or 1 to 7
weeks.
Increment Minutes : enter the usual time unit increments you use. If people start and end their shifts at half
hour increments then choose 30 minutes. This feature has a 'rubber-band' effect.
Display Row Totals : check this to display totals for each person at the end of the display sheet. The totals
can be found on all the sheets.
Display Row Totals : check the column totals to display hour totals for the hour or day.

The Select Colors Button (Under the Visible Schedule Configuration Menu) :

Select the colors that will be used for job types that have not been defined for the shift, the color used when a
task is selected and when a person has been selected. You will see these used on the display sheets when
you select a task or person.

The Grid Positions Button (Under the Visible Schedule Configuration Menu) :

The grid positions are used on the daily, weekly, bi-weekly and payroll displays.
Restore will reset all the values on this screen to the original settings.
Start Column is the vertical line separating the staff names from the hours and days.
Daily Display affects only the daily hourly display with and row height.
Weekly, Rotation and Payroll Displays are each controlled with a daily width and a row height entry.

The Payroll Details Button (Under the Visible Schedule Configuration Menu) :

Payroll seed date : is the starting date of a recent payroll period. The payroll display is created from this value
and the payroll option.
Payroll Option : there are four options for the payroll period. These are weekly, bi-weekly, semi monthly and
monthly.
Monthly Every : allows you to enter the day(s) of the month payday falls.

ERASE DATA Menu Item (under FILE menu)

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Erase all staff,groups,types,shifts and hours record.This procedure will erase most tables but will retain
hoilday and configuration data.

BROWSE THE HOLIDAY FILE Menu Item (under BROWSE menu)

The holiday's table is used to highlight the display screen dates. You will want to add, delete and modify
these dates to account for all National Holidays and any other significant days.

BROWSE THE JOB GROUPS Menu Item (under BROWSE menu)

We can add the job groups under this menu option. Job groups are items like supervisor, drivers, janitors,
etc.. When the job group browse appears, then click on the 'Insert' button to add a new record.

BROWSE THE JOB TYPES Menu Item (under BROWSE menu)

The job types table contains the following fields;

Job Name - this is the name of the job.

Rate Hour - is the rate per hour for this job. The user can select whether to use the pay rate per job type or a
rate in the staff table that is paid for all work.
Group Name - is the job group that this job type belongs to.
Job Description - is a description of the job type.
No Hours or Job Cost is checked for activities where hours are not counted or tracked.
Vacations and Holidays are checked when the activity is a day off work or unavailable.
When a shift does not have a job type the default color of the task block is used. The default colors are found
on the setup and configuration screen.

BROWSE THE SHIFTS FILE Menu Item (under BROWSE menu)

We can add some common shifts for the job types by selecting this option. The easiest way to add tasks to the
schedule is to select a shift, as the job type and hours are already defined.

BROWSE THE STAFF FILE Menu Item (under BROWSE menu)

We can add people under this menu option or on clicking the 'Staff' button. Click on the 'Insert' button to
add the new record.

BROWSE THE HOURS FILE Menu Item (under BROWSE menu)

We can add the start time and the stop time that particular staff has worked for that date according to the
respective job names.

The REPORTS Menu

Reports are the most vital pieces of information for the evaluation of the staff list and further development. All
reports should display the respective details displayed in a Crystal Report or Data Report (whatever it may
be).
The PRINT THE STAFF LIST should display id , name and phone for that particular date.

The PRINT THE GROUP AND THE JOB TYPES LIST should display job name , time start , time end , hours
and description for that particular date.

The PRINT THE SHIFT LIST should display time start , time end , job name and job description for that
particular date.

The PRINT THE HOURS ASSIGNED REPORT should display time start , time end , job name and hours for
that particular date.

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The Staff Button displays the following options

Staff can be updated via the 'Browse' menu, the 'Staff' button

When clicking on the staff name on one of the sheets the 'Add Shift' button is positioned which is placed
below the Work Assigned table.
On clicking this button “Select a Shift” screen gets displaced. This button provides an easy way to add a shift.
On clicking the ‘AddDay’ and ‘Change’ button “Update The Hours File” screen gets displaced. This button
provides an easy way to update the hours in a shift.
And the ‘Delete’ button is provided which asks for confirmation whether to delete the highlighted record.

The Daily Button displays the following screen :

The daily schedule displays all tasks for the current date and selected groups. If a group has been selected,
all tasks for qualified individuals will be shown.

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The options available across the top of the screen are:

Select a Date : Will select the current date. The current date is used to decide which displayed days are to
appear. If you select the
daily display sheet, it will be for this date. If you select the weekly, rotation, or payroll sheet, the period
displayed will contain this date.

Skip Back or Forward : clicking on these icons will skip forward or backward to the next period. The printed
date is the current date.
Select Job Groups : By clicking the 'Groups' button. Only the individuals qualified for the job group selected
will be displayed. Any tasks scheduled for these people will be displayed regardless of the job type.

Hours are the total hours worked in the period displayed. If a job group is selected the total will be the hours
worked at the job types for the selected job group.
Print will display a preview of a report. You may then print the report.
Close will close the screen.

On clicking Weekly Schedule Button it displays the similar screen like the daily schedule screen.

The weekly schedule displays all tasks for the week of the current date and selected groups. If a group has
been selected, all tasks for qualified individuals will be shown.

On clicking Rotation Button it displays the similar screen like the daily schedule screen.

The rotation schedule displays all tasks in a user defined rotation period. The rotation periods start from a
seed date. If a group has been selected, only the individuals qualified for tasks in that group will appear.

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