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Workforce Management System Documentation

Overview​

This documentation covers the core concepts of our workforce management system: Shift, Schedule, and Roster. These three components work together to provide comprehensive employee scheduling and workforce planning capabilities.

Shift Management​

What is a Shift?​

A Shift in our application represents a comprehensive work period configuration that includes not only the time duration but also associated work parameters and compensation details.

Shift Components​

Time Period​

  • Start Time: When the shift begins
  • End Time: When the shift concludes
  • Duration: Total working hours for the shift
  • Break Times: Scheduled rest periods within the shift

Compensation Parameters​

  • Base Rate: Standard hourly rate for the shift
  • Overtime Rules: Overtime calculation parameters
  • Allowances: Additional compensation (meal allowance, transport allowance, etc.)
  • Shift Differentials: Premium pay for specific shifts (night shift, weekend, etc.)

Break Configuration​

  • Break Duration: Length of each break period
  • Break Type: Paid or unpaid breaks
  • Break Schedule: When breaks occur during the shift
  • Meal Breaks: Extended breaks for meals

Shift Types​

{
  "shiftTypes": [
    {
      "id": "day-shift",
      "name": "Day Shift",
      "startTime": "09:00",
      "endTime": "17:00",
      "duration": 8,
      "overtime": {
        "threshold": 8,
        "rate": 1.5
      },
      "allowances": {
        "meal": 50,
        "transport": 30
      },
      "breaks": [
        {
          "type": "short",
          "duration": 15,
          "paid": true,
          "time": "10:30"
        },
        {
          "type": "lunch",
          "duration": 60,
          "paid": false,
          "time": "13:00"
        }
      ]
    }
  ]
}

Use Cases​

  • Creating standardized work periods
  • Defining compensation structures
  • Managing break schedules
  • Setting overtime rules

Schedule Management​

What is a Schedule?​

A Schedule is a 5-week, 7-day grid system that allows administrators to assign specific shifts to each day of the week. This creates a comprehensive view of work assignments over a 35-day period.

Schedule Structure​

Grid Layout​

Week 1: Mon | Tue | Wed | Thu | Fri | Sat | Sun
Week 2: Mon | Tue | Wed | Thu | Fri | Sat | Sun
Week 3: Mon | Tue | Wed | Thu | Fri | Sat | Sun
Week 4: Mon | Tue | Wed | Thu | Fri | Sat | Sun
Week 5: Mon | Tue | Wed | Thu | Fri | Sat | Sun

Schedule Components​

  • Time Period: 5 consecutive weeks (35 days)
  • Daily Assignments: Each day can have one or more shifts assigned
  • Shift Allocation: Multiple shifts can be assigned to cover 24/7 operations
  • Weekend Configuration: Special handling for Saturday and Sunday

Schedule Features​

Shift Assignment​

  • Single Shift: One shift per day
  • Multiple Shifts: Multiple shifts for 24/7 coverage
  • Split Shifts: Divided work periods within a day
  • Flexible Scheduling: Different shifts for different days

Weekend Management​

  • Weekend Shifts: Special shifts for Saturday and Sunday
  • Weekend Rates: Different compensation for weekend work
  • Weekend Policies: Specific rules for weekend assignments

Schedule Example​

{
  "scheduleId": "SCH-2024-001",
  "name": "Production Schedule Q1",
  "duration": "5 weeks",
  "startDate": "2024-01-01",
  "endDate": "2024-02-04",
  "weeklyGrid": {
    "week1": {
      "monday": ["day-shift"],
      "tuesday": ["day-shift"],
      "wednesday": ["day-shift"],
      "thursday": ["day-shift"],
      "friday": ["day-shift"],
      "saturday": ["weekend-shift"],
      "sunday": ["rest-day"]
    },
    "week2": {
      "monday": ["day-shift", "night-shift"],
      "tuesday": ["day-shift", "night-shift"],
      // ... continues for all 5 weeks
    }
  }
}

Employee Assignment​

Once a schedule is created, it can be assigned to employees:

{
  "employeeAssignments": [
    {
      "employeeId": "EMP-001",
      "scheduleId": "SCH-2024-001",
      "assignedDate": "2024-01-01",
      "effectiveFrom": "2024-01-01",
      "effectiveTo": "2024-02-04"
    }
  ]
}

Roster Management​

What is a Roster?​

A Roster is the configuration system that determines how schedules are applied to employees. It manages whether schedule assignments are automatic, manual, or follow specific rotation patterns.

Roster Configuration Types​

Automatic Rotation​

  • Round Robin: Equal distribution among all employees
  • Skill-Based: Assignment based on employee skills
  • Seniority-Based: Assignment based on employee seniority
  • Workload Balancing: Even distribution of work hours

Manual Assignment​

  • Administrator Control: Manual assignment by managers
  • Employee Preferences: Considering employee availability
  • Custom Rules: Specific business rules for assignment

Hybrid Approach​

  • Semi-Automatic: Automatic with manual overrides
  • Rule-Based: Automatic following predefined rules
  • Approval Workflow: Automatic assignment with approval process

Roster Settings​

{
  "rosterConfig": {
    "id": "ROSTER-CONFIG-001",
    "name": "Production Team Roster",
    "type": "automatic",
    "rotationPattern": "round-robin",
    "settings": {
      "autoAssignment": true,
      "rotationCycle": "weekly",
      "fairDistribution": true,
      "skillMatching": true,
      "maxConsecutiveDays": 6,
      "minRestDays": 1,
      "overtimeRules": {
        "maxWeeklyHours": 48,
        "maxDailyHours": 10
      }
    },
    "employeePool": [
      "EMP-001",
      "EMP-002",
      "EMP-003"
    ],
    "scheduleTemplates": [
      "SCH-TEMPLATE-001",
      "SCH-TEMPLATE-002"
    ]
  }
}

Rotation Rules​

Fairness Rules​

  • Equal Hours: Ensure equal work hours distribution
  • Equal Weekends: Fair weekend assignment rotation
  • Equal Overtime: Balanced overtime opportunities

Compliance Rules​

  • Labor Laws: Adherence to legal working hour limits
  • Union Rules: Compliance with union agreements
  • Company Policies: Internal workforce policies

Operational Rules​

  • Minimum Staffing: Ensure adequate coverage
  • Skill Requirements: Match skills to shift requirements
  • Emergency Coverage: Protocols for unexpected absences

System Integration​

Workflow Process​

  1. Create Shifts

    • Define time periods
    • Set compensation parameters
    • Configure breaks and allowances

  2. Design Schedule

    • Create 5-week grid
    • Assign shifts to each day
    • Handle weekend configurations

  3. Configure Roster

    • Set rotation rules
    • Define assignment logic
    • Establish fairness criteria

  4. Assign to Employees

    • Apply roster configuration
    • Generate employee assignments
    • Handle conflicts and exceptions

Data Flow​

graph TD
    A[Shift Definition] --> B[Schedule Creation]
    B --> C[Roster Configuration]
    C --> D[Employee Assignment]
    D --> E[Work Period Execution]
    E --> F[Performance Tracking]

API Endpoints​

Shift Management​

  • POST /api/shifts - Create new shift
  • GET /api/shifts - List all shifts
  • PUT /api/shifts/{id} - Update shift
  • DELETE /api/shifts/{id} - Delete shift

Schedule Management​

  • POST /api/schedules - Create new schedule
  • GET /api/schedules - List all schedules
  • PUT /api/schedules/{id} - Update schedule
  • POST /api/schedules/{id}/assign - Assign to employee

Roster Management​

  • POST /api/roster/config - Create roster configuration
  • GET /api/roster/config - Get roster settings
  • POST /api/roster/generate - Generate assignments
  • GET /api/roster/assignments - View current assignments

Best Practices​

Shift Design​

  • Keep shifts consistent for employee predictability
  • Include adequate break time
  • Consider employee preferences for shift timing
  • Regular review of overtime and allowance rates

Schedule Planning​

  • Plan schedules at least 2-3 weeks in advance
  • Consider business peak periods
  • Allow for employee leave and absences
  • Maintain flexibility for urgent changes

Roster Management​

  • Regularly review rotation fairness
  • Monitor employee satisfaction with assignments
  • Adjust rules based on operational needs
  • Maintain clear communication about roster changes

Compliance​

  • Ensure all configurations comply with labor laws
  • Regular audits of working hours and overtime
  • Document all roster rule changes
  • Maintain employee consent for schedule changes