Scheduling

Purpose

The Scheduling Menu extends the standard Timekeeping capabilities into a highly sophisticated management tool used to control and manage labor cost in the restaurant. Significant savings in labor costs can be achieved through the ability to efficiently schedule employees by Job and Skill Level to effectively staff the restaurant at any level of sales volume. Using forecasted or historical Projected Sales, actual labor cost and labor percentages may be modeled with ease. Additional cost savings may be achieved by the strict enforcement of Clock In and Clock Out times within acceptable Grace Periods together with the option to Bump Up Early Clock Ins or Bump Back Late Clock Outs.

Reusable Schedules can be created for the standard work week with assigned employees. Templates can be created with detailed Jobs and Shifts specified according to predefined labor goals. Prior year sales automatically roll forward to assist in the development of the current Schedule. Special event and seasonal Schedules such as “Administrative Professionals Week” or “Winter Hours” can also be named and saved so that they can be reused each year.

Employees with the appropriate Job Rights may view or print their schedules for the current week or for the following week. When the employee Schedule is enforced, all Clock Ins and Clock Outs that do not meet the Grace Period requirements must be authorized by a supervisor with the ‘Approve Clocks’ Job Right.

Restrictions

Employees must have the ‘Edit Schedules’ Job Right to access the Scheduling Module. Additionally, the Scheduling Module is an option rather than a standard component of the Focus system; therefore, the system software key must be specially configured in order to recognize that the Scheduling Module has been purchased. Should any attempt be made to access the Scheduling Module other than in demonstration mode, when the Scheduling Module has not been purchased, the warning message ‘No Scheduling Key’ will be displayed.

Accessing the Scheduling Window

While in Focus Setup, select Employees > Schedules.

Figure 2.39 Schedules List Window

Description

A list box of all Schedules is displayed. If a Schedule exists for the current week it is highlighted.

Figure 2.40 Schedules List Window Commands

Command	Description
Close	Exits the Schedules Window.
New	Allows the user to Create a Schedule from scratch or based on an existing Schedule.
Edit	Allows the user to view and/or edit an existing Schedule.
Delete	Deletes the selected Schedule.
Name	Allows a Schedule to be named.

Select the Schedule or click New Schedule and the Scheduling Window will appear.

Figure 2.41 Scheduling Window

Figure 2.42 Scheduling Window Fields

Field

Description

Schedule Title

Schedule Name	If the Schedule has been Named it appears on the Schedule Title, otherwise the Schedule starting and ending dates are displayed.
Job	If Job(s) have been selected they appear on the Schedule Title, otherwise the caption (All Jobs) is displayed.

Schedule Row

Employee	The drop-down list of employees that are eligible to be scheduled. If Job(s) have been selected then only employees belonging to one of the selected Jobs appear in the list, otherwise all employees are available.
Shift	Each row in the Schedule may contain a Shift for each day of the week. Each Shift consists of the following attributes: Job, Time In, Time Out, Skill Level, Comment and the Don't Enforce Time Out option. The color of each Shift is displayed in the color selected for the Job so that adequate staffing may be verified at a glance.
Totals	Each row also has a Totals column that accumulates the hours worked for all the Shifts on the row.

Days of the Week

The time periods that the employee works for each day of the week.

Statistics

Hours	The total hours are displayed on the Schedule.
Cost $	The total hourly rate paid for all the hours on the displayed Schedule.
Sales	The total gross sales revenue forecast on the Projected Sales Tab.
Labor %	The percentage of Labor Cost to Projected Sales.

Shortcuts

Up to eight Shortcut Times are displayed just below the labor statistics if Job(s) have been selected. Shortcuts are commonly worked Shifts defined for each Job (see Employees > Jobs > Timekeeping > Shortcuts).

Figure 2.43 Scheduling Window Commands

Command	Description
Close	Closes the Scheduling Window.
Save	Saves current changes.
Add	Adds a new schedule row below the currently selected row.
Delete	If the focus is on the Employee Name, the Employee Name and all Shifts on the line will be deleted. A confirmation message will be displayed. If the focus is on a Shift, the specific Shift that is highlighted will be deleted and no confirmation message will be displayed.
Jobs	Displays a list of Jobs so that Schedules by Job can be created.
Copy	If the focus is on a Shift, the Shift will be copied to the clipboard. If the focus is on an Employee Name, all the Shifts on the line will be copied to the clipboard. The name of the employee cannot be copied.
Paste	If the focus is on a Shift, the Shift in the clipboard will be pasted onto the focused Shift. If the focus is on an Employee Name or an empty Employee Name area, all the Shifts from the previously copied row will be pasted into the current Schedule row.
Print	Prints the currently displayed Schedule.
Cancel	Cancels changes made prior to saving.

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