Setting Up ActiveRoster

Complete the following items prior to using ActiveRoster:

• Assign the authorization roles

• Set the AR Application indicators and parameter

• Set the organization unit indicator and parameters

• Set the job class indicator

• Set the employee indicator (Optional)

• Set the activity code indicator

• Set the pay code indicator

• Set the special code indicator

• Set up schedule groups (Optional)

Tasks

Assign the authorization roles

The following standard roles (or their equivalent replicated roles) are available:

• AR Administrator

  View the ActiveRoster screen and configure settings noted in this section

• AR Supervisor (Read Only)

  View the ActiveRoster screen but cannot add, edit, or delete data

Assign the appropriate roles to those involved with setting up or using ActiveRoster.

Assign roles on the Employee screen

To assign an ActiveRoster role to an employee, complete the following steps.

1. Navigate to Employee and search for and open the appropriate employee.

2. Under the Employee Sections, click Roles.

3. Under the Role Actions, click Add.

4. Click in the Authorization Role Code field and select the appropriate role from the Field Look Up Values list.

   • AR Administrator

   • AR Supervisor (Read Only)

5. Click Save.

6. Under Role Assignment Sections, click Data Access.

7. Under the Role Assignment Actions, click and set the access levels you would like to assign to the employee.

Assign roles with Authorization Manager

To assign an ActiveRoster role to an employee, complete the following steps.

1. Log on to Authorization Manager.

2. Click the Authorization Assignment tab.

3. In the Employees command group, click Add Assignments.

4. Complete the steps in the wizard to search for the appropriate employees and roles.

5. Assign the roles and click Finish.

Set the AR Application indicators and parameter

The application indicators and parameter determine if ActiveRoster is enabled and how its features perform. These are system-wide settings and are not configurable at an organization unit or employee level.

• Indicators:  AR System Standard 1 and 2

• Parameter: AR System Standard Integer 1

Set the AR Application indicators and parameter

To enable ActiveRoster and configure system-wide settings, complete the following steps.

1. Navigate to Configuration > System > Application.

2. In the Code field, type AR.

3. Click Search and open the AR record.

4. Using the following table for assistance, set the indicator and parameter values.

   1. Click the Indicators tab and select the appropriate options for each indicator.

   2. Click the Parameters tab and enter the appropriate values for the parameter.

5. Click Save.

AR Application indicator and parameter table

Indicator/Parameter	Description	Options	Notes
Indicator: System Standard 1	Identifies if all special codes are used to determine if an employee is monitored	Y or N	Y = All special codes on a clocking must be set to N or P to be monitored. N = Only one special code on a clocking must be set to N or P to be monitored. For instructions, see Set the special code indicator.
Indicator: System Standard 2	Identifies if ActiveRoster is enabled	N or S	N = Not enabled S = Enabled, Standard
Parameter: System Standard Integer 1	Sets the number of minutes used to project an out-punch for an employee clocking with no out-punch	Any numeric value	Default is 480 minutes*

*Minutes are added to an in-punch to predict the time that an employee clocks out. This determines how long an employee counts as providing coverage on the ActiveRoster screen in the event the employee does not clock out at the end of a shift. The employee counts toward coverage until either clocking out or reaching the end of the projected schedule.

Set the organization unit indicator and parameters

The organization unit indicator and parameters determine how ActiveRoster works for an individual unit. These settings can differ between organization units.

• Indicator:  ActiveRoster Standard 1

• Parameters:  ActiveRoster Standard Integer 3 - 8

Organization unit indicator

To set the organization unit indicator, complete the following steps.

1. Navigate to Configuration > Organization Unit > Organization Unit.

2. Search for and open the desired organization units.

3. Click the Indicators tab and expand the ActiveRoster card.

4. In the ActiveRoster Standard 1 field, select the appropriate option.

   • N - Employees scheduled in this unit are not monitored by ActiveRoster

   • X - Determination not made at this level (determined higher up the organization unit hierarchy)

   • Y - Employee scheduled in this unit are monitored by ActiveRoster

5. Click Save.

Organization unit parameters

To set the organization unit parameters, complete the following steps.

1. Select Configuration > Organization Unit > Organization Unit.

2. Search for and open the desired organization units.

3. Click the Parameters tab and expand the ActiveRoster card.

   Tip  

   For assistance with making decisions about parameter values, contact a symplr Implementation Consultant or a Customer Service representative.

4. Using the following table for assistance, set the appropriate values for each parameter.

5. Click Save.

Organization unit parameter table

ActiveRoster standard integer	Description
3	This value is added to the current time to determine when an existing schedule or clocking is considered in the future
5	This value is subtracted from the employee scheduled start time to determine if the employee is on time Example  If this value is set to 2, an employee is not considered early until they arrive 3 or more minutes before their start time.
6	This value is added to the employee scheduled start time to determine if the employee is late Example  If this value is set to 2, an employee is not considered late until they arrive 3 or more minutes after their start time.
7	Identifies the number of minutes between schedules to consider the schedule continuous with the previous schedule
8	Identifies the number of minutes between clockings to consider the clocking continuous with the previous clocking

Set the job class indicator

The job class indicator is used to enable or disable ActiveRoster monitoring for a specific job class.

• Job Class Standard 1

Set the job class indicator

To set the indicator for a job class, complete the following steps.

1. Navigate to Configuration > Labor Distribution > Job Class.

2. Search for and open the desired job class records.

3. Click the Indicators tab and then open the ActiveRoster card.

4. In the ActiveRoster Standard 1 field, select the appropriate option.

   • N - Employees scheduled in the job class are not monitored by ActiveRoster

   • Y - Employees scheduled in the job class are monitored by ActiveRoster

5. Click Save.

Set the employee indicator

The employee indicator is used to enable or disable ActiveRoster monitoring for a specific employee. This indicator overrides the monitoring setting of the employee's organization unit and job class indicator.

• ActiveRoster Standard 1

Set the employee indicator

To set the indicator for an employee, complete the following steps.

1. Click the Employee section.

2. Search for and open the desired employee records.

3. Under Employee Sections, click General, click the Indicators tab, and then open the ActiveRoster card.

4. In the ActiveRoster Standard 1 field, select the appropriate option.

   • N - This employee is not monitored by ActiveRoster

   • Y - This employee is monitored by ActiveRoster

5. Click Save.

Set the activity code indicator

The activity code indicator determines if the activity is monitored in ActiveRoster and how it impacts the Status fields.

• ActiveRoster Standard 1

Set the activity code indicator

To set the activity code indicator, complete the following steps.

1. Navigate to Configuration > Scheduling > Activity Code.

2. Search for and open the appropriate activity codes.

   The appropriate activity codes are those that you want to have monitored by ActiveRoster.

3. Click the Indicators tab, and expand the ActiveRoster card.

4. In the ActiveRoster Standard 1 field, select the appropriate option.

   • N - The activity code is monitored and considered nonproductive.

     The Status field is not populated. Set this for non-worked activities, such as PTO, Vacation, and Sick.

   • P - The activity code is monitored and considered productive.

     The Status field is populated, such as O for On Time and E for Early. Set this for worked activities such as SCHED, D8, and 0700-8.

   • W - The activity code is monitored and considered nonproductive worked.

     The Status field is populated, such as O for On Time and E for Early. Set this for nonproductive activities that occur while at work, such as Meeting, Education, and Committee.

   • Z - The activity code is not monitored and has no impact on the ActiveRoster screen.

5. Click Save.

Set the pay code indicator

The pay code indicator determines if a transaction associated with a pay code is monitored in ActiveRoster and how it impacts the Status fields.

• ActiveRoster Standard 1

Set the pay code indicator

To set the pay code indicator, complete the following steps.

1. Navigate to Configuration > Time and Attendance > Pay Code.

2. Search for and open the appropriate pay codes.

   The appropriate pay codes are those that you want to have monitored by ActiveRoster.

3. Click the Indicators tab, and open the ActiveRoster card.

4. In the ActiveRoster Standard 1 field, select the appropriate option.

   • N - The pay code is monitored and considered nonproductive.

     The Status field is not populated. Set this for non-worked pay codes, such as PTO, Vacation, and Sick.

   • P - The pay code is monitored and considered productive.

     The Status field is populated, such as O for On Time and E for Early. Set this for worked pay codes, such as REG and OT.

   • W - The pay code is monitored and considered nonproductive worked.

     The Status field is populated, such as O for On Time and E for Early. Set this for nonproductive pay codes that occur while at work, such as Meeting, Education, and Committee.

   • Z - The pay code is not monitored and has no impact on the ActiveRoster screen.

5. Click Save.

Set the special code indicator

The special code indicator determines if a clocking with a special code attached is monitored in ActiveRoster and how it impacts the Status fields.

• ActiveRoster Standard 1

Set the special code indicator

To set the special code indicator, complete the following steps.

1. Navigate to Configuration > Time and Attendance > Special Code.

2. Search for and open the appropriate special codes.

   The appropriate special codes are those that you want to have monitored by ActiveRoster.

3. Click the Indicators tab, and open the ActiveRoster card.

4. In the ActiveRoster Standard 1 field, select the appropriate option.

   • N - The special code is monitored and considered nonproductive.

     If the employee has a schedule, the Status field populates based on how the activity code is configured. If the employee is not scheduled, the Status field is not populated. Set this for nonproductive special codes that occur while at work such as Meeting, Education, or Committee.

   • P - The special code is monitored and considered productive.

     If the employee has a schedule, the Status field populates based on how the activity code is configured. If the employee is not scheduled, the Status field is not populated. Set this for worked special codes such as Charge or Call-In.

   • Z - The special code is not monitored and has no impact on the ActiveRoster screen.

5. Click Save.

Set up schedule groups

ActiveRoster can display information for a single organization unit or for a schedule group. Schedule groups are used to combine multiple organization units into a single set of data.

Set up schedule groups

To set up schedule groups, complete the following steps.

1. Navigate to Configuration > Scheduling > Schedule Group.

2. Under Actions, click Add.

3. Enter a code and description that describes the schedule group.

4. Click Save.

5. Under Schedule Group Sections, click Criteria, and then under Actions, click Add Organization Unit.

   At this point, you are adding the organization units to the schedule group.

6. Complete the appropriate organization unit fields by making selections from the Field Look Up Values list.

7. Optional. To change the order that the individual organization units appear within the schedule group, complete the following steps.

   1. Click the Parameters tab.

   2. In the SS Solution Standard Integer 1 "Reporting sort order" field, enter a numeric value that corresponds to its placement within the schedule group.

      Tip  

      Use multiples of 10, such as 10, 20, and so on. This allows you to add another organization unit between two units without having to change the values for the other units.

      For example, Unit 1001 is set to 10 and Unit 1005 is set to 20. Later, if 1002 is added, you can give it a value of, for example, 15.

8. Click Save.