POSITOUCH LABOR SCHEDULER

Transcription

1 POSITOUCH LABOR SCHEDULER Labor Scheduler 2/29/2008 1

2 POSITOUCH LABOR SCHEDULER FEATURES... 5 INSTALLING THE POSITOUCH LABOR SCHEDULER:... 8 SINGLE BACK OFFICE COMPUTER...8 MULTIPLE BACK OFFICE COMPUTERS...11 USING THE LABOR SCHEDULER CREATING A SCHEDULE...16 Time Bar...16 Scheduled Hours vs. Department Hours...16 Copy a Time Bar...17 Paste a Time Bar...18 ADD Selected Time Bar...18 Clear Employee s Schedule...20 Clear All Schedules...20 EDIT Selected Time Bar...22 View Employee s Schedule...22 Edit Selected Time Bar...24 Job Shift Codes...24 Add New Time Bar...28 Delete a Time Bar...31 Copy Schedules...32 Clear Employee Schedule...34 BREAKS, PAID & UNPAID...35 THRESHOLDS...39 SECURITY THE LABOR SCHEDULER MENUS AND TOOLBAR PRINTING REPORTS PRINT ( BAR GRAPHS )...60 STANDARD LABOR REPORT...62 REPORT BY DEPARTMENT / JOB...66 REPORT BY DEPARTMENT / JOB EXCLUDING HOUR TOTALS...68 DAILY REPORT BY DEPARTMENT & TIME...69 EMPLOYEE AVAILABILTY AVAILABILITY EXCEPTION LIST...72 FRONT OF THE HOUSE REQUESTS...72 UTILITIES > EDIT FORECASTING GROUPS...74 UTILITIES > EDIT GUIDES...74 APPLY FORECAST...75 SETUP FORECAST GROUPS...76 ADDITIONAL FORECAST GROUP SETUP INFORMATION...77 APPLYING FORECASTS...78 FORECAST SETUP OPTIONS DEFAULT FORECAST GROUP...82 EXPORT FUNCTIONS Restaurant Data Concepts, Inc.

3 LABOR GUIDES PRODUCTIVITY SCREEN...85 LABOR SCHEDULER MENU BAR TEMPLATES AND THE LABOR SCHEDULER FIXED LABOR FORECASTING IN POSITOUCH USING HRSLSAVG.EXE THE COMMUNICATION PROCESS BETWEEN TIME & ATTENDANCE AND LABOR SCHEDULER PROGRAM & DATA FILES IMPORT AND EXPORT IMPORT LABOR SCHEDULER FEATURES TAW EXPORT TIME & ATTENDANCE FILES DATA FILES APPLICATION FILES BOSETTINGS.INI NITEPROC.BAT / TIME & ATTENDANCE AND LABOR SCHEDULER LABOR SCHEDULER EXPORT FILES DEPARTMENT FORECAST OUTPUT FILES FORECAST GROUPS EXPORT FILES FORECAST UNITS & DEPARTMENT FORECAST UNITS EXPORTS GUIDES EXPORT HEADER FILE ( [FORECAST_GROUP].GHDR ) GUIDES EXPORT DETAIL FILE ( [INTERNAL_CODE].GDTL ) MISC. NOTES Labor Scheduler 2/29/2008 3

4 SPECIAL NOTE : There have been important changes to the location of data files in current verions of the Labor Scheduler. Please note the following: 1. TAW_DBFS.MDB and TemplateInfo97.MDB will always reside on the POS driver. 2. JobSched.exe and Templates.exe will always read the INI file on the POS Driver. 3. In single user mode, the DBF files are maintained on the Backoffice computer. In multi user mode, the DBF files are maintained on the POS driver. Please see the Communication Process on pages Restaurant Data Concepts, Inc.

5 POSitouch Labor Scheduler Features The Labor Scheduler is a plug-in replacement for the labor scheduler in POSitouch Time & Attendance. Schedules can be viewed through Time & Attendance when using the Labor Scheduler but cannot be changed. Learning the Labor Scheduler after using the Time and Attendance Job Scheduler is a very small jump. Even managers that have never used any scheduler, can build a labor schedule in minutes! The Scheduler allows you to schedule against a forecast. The system automatically builds 7 day rolling average forecast files containing sales, customer count, covers, and transaction counts for the entire house and each cost center. These files or data sets can be linked to Forecast Groups. For example, one Forecast Group could be Dining Room Sales, which would include the Dining Room Sales forecast file and the Upstairs Dining Room Sales forecast file summed. Labor can be grouped into Departments or Workgroups. A Department is simply a labor department as setup in Time and Attendance and includes all jobs in that department. A Workgroup is a custom grouping of jobs and can include a subset of jobs in a Department or possibly a couple of jobs from a couple of departments. For example, a Workgroup called Dining Room Waitstaff might include Dining Room Waitstaff and Upstairs Dining Room Waitstaff jobs. Labor Guides are set up for Departments and Workgroups. A Labor Guide is a table that maps quantities from a Forecast Group into labor hours in a Department or Workgroup. For example, we may know that if we do between $1 and $200 sales per hour we want 3 Waitstaff for the Dining Room. If we do $201 to $339, we want 4 Waitstaff etc. Each Labor Guide has a Forecast Group attached to it. At the beginning of each week, one looks at the projected sales for the week as 7 daily numbers generated from a rolling 10 week average. If sales are expected to be up or down on particular days, the projections can be adjusted in percentage terms. These data sets are linked to Forecast Groups. Next, the selected data set (sales, customer counts, covers or transaction counts) contained in the Forecast Groups is passed through the Labor Guides to which they are attached. This generates a planned number of labor hours for the entire week and for each hour segment during the week. The graph of labor hours in the plan tracks closely the graph of the underlying forecast but the forecast s units (dollars or whatever) have been converted to labor hours. Labor Scheduler 2/29/2008 5

6 Upon loading a schedule for a Department or a Workgroup, a grid on the screen shows the Planned hours and Scheduled hours for the Department or Workgroup. A week total for each is shown with a difference figure. In principle, if the percentage difference is small, then the schedule is close to target. Unless there are offsetting big differences such as one day of the week that is significantly overscheduled and another part of the week that is underscheduled, the schedule is set. If there is a big difference or offsetting problem areas, the schedule can be adjusted dynamically until these issues are resolved. Some of the Key principles of the Labor Scheduler are as follows: Scheduling should be done with a set of Departments and/or Workgroups whose jobs do not overlap, that is all jobs to be scheduled are represented only once. There is no protection from including the same job in multiple workgroups or skipping a job. The program HRSLSAVG.exe builds a rolling 7 day forecast of sales, cover counts, customer counts and item sales for the entire house and each individual cost center by the hour based on the last 10 weeks. HRSLSAVG runs during nightly processing. If other measures are preferred for forecasting, the customer may construct custom DBF files in the same format as the standard files and attach these files to a Forecast Group. Keeping the difference between Planned and Scheduled small and watching for offsetting imbalances in the schedule are the main functions the manager needs to perform to keep labor cost in line. Both Time & Attendance and the Labor Scheduler share schedule data. This data flows from one program to the other each time the program is exited. Therefore, keeping both programs open at once and toggling between them in Windows is not allowed and would produce unpredictable and dangerous results. Similarly, using one program on the POS terminal and the other program on a Backoffice computer is also not allowed. 6 Restaurant Data Concepts, Inc.

7 Some of the key features of the scheduling portion of the scheduler include: Scheduling via mouse and the ability to drag schedule bars and change their length via a mouse. Ability to select predefined shift codes for quick scheduling. Shift codes can have names that include section assignments. For example Server Section 1 can be a shift code that represents the Server job from 11:00am to 4:00pm. Ability to store employee availability information to prevent scheduling when they are not available. Four schedules, Regular, Next Week, This Week and Last Week that cycle to each other at each week rollover (Regular->Next->This->Last). Seamless integration with existing POSitouch Time and Attendance. Labor Scheduler 2/29/2008 7

8 Installing the POSitouch Labor Scheduler: Single Back Office Computer The POSitouch Labor Scheduler is installed with the program LS_SETUP.EXE. The program is usually loaded on your computer from an installation CD. After inserting the CD into the CD-ROM drive, you will see the window below loading automatically. The assumption in this initial install guide is that you are installing the software on your Back Office system. There are two basic questions that the install addresses: Where are the Labor Scheduler executables going to be located (usually the C:\SC directory of the Back Office)? Where are the Time and Attendance data files with respect to the Back Office (usually L:\SC directory of the POSdrvr)? The documentation below initially deals with a single install on the Back Office. After you have a comfort level with the simplest form of the install, we review a multiple Back Office install. In a few seconds after you insert the CD in your drive, you will see the Welcome screen above for the POSitouch Labor Scheduler installation. Remember to CLOSE ALL WINDOWS PROGRAMS before beginning the Labor Scheduler Installation. 8 Restaurant Data Concepts, Inc.

9 Click on the NEXT> button. In this first pass, we are installing the Labor Scheduler software in a traditional POSitouch configuration, a single Back Office and a POS Driver. Choose the installation type ( Single backoffice or multiple backoffice computers ). Click Next to proceed. Labor Scheduler 2/29/2008 9

10 Choose the Backoffice directory to install to. Typically this would be C:\SC Choose the location of the POS driver 10 Restaurant Data Concepts, Inc.

11 Here are some notes on your installation strategy: In a configuration that has a POSdrvr and a Back Office on separate systems, the Labor Scheduler executables and data files always reside on the back office computer. The reason for this is to maximize efficiency and for the best use of resources. Therefore, SCHEDULE.DBF which houses the actual schedules for the Labor Scheduler and the executable JOBSCHED.EXE which runs labor scheduler both live on C:\SC. There is an exchange of data between the Time and Attendance executable, TAW.EXE, and the Labor Scheduler executable, JOBSCHED.EXE, everytime one or the other program is opened. It is critical to correctly identify in the installation program where the POSdrvr data files reside because of the constant exchange of data between TAW and JOBSCHED. From the perspective of the Backoffice computer, the POSdrvr files reside on L:\sc. Now you are ready to continue. Installing the POSitouch Labor Scheduler: Multiple Back Office Computers The process of installing the POSitouch Labor Scheduler on multiple Back Office computers is outlined below and follows closely the steps explained above for single computer installation. 1) Install POSitouch Labor Scheduler on the POS driver system as a single computer system. The reason for this is that SCHEDULE.DBF and SCHEDULE.CDX will both reside on the POS Driver s C:\sc directory and accessed there from the multiple backoffice computers. 2) Install the POSitouch Labor Scheduler on the first backoffice computer with the following differences from the steps followed above for a single computer installation: Ensure that Multiple Backoffice PC is chosen during the installation: Labor Scheduler 2/29/

12 3) Installation of the POSitouch Labor Scheduler on the second backoffice computer is the same as the single user installation. Choose the working paths and data paths as you would for a single installation. NOTE: The Posdriver does need to be mapped to the other backoffice computers. Using L: as the drive letter is recommended. NOTE: Only one computer will be able to access Labor Scheduler at a time. 4) Once, the main install is complete, the Labor Scheduler Migration Wizard will launch automatically. Be sure to turn on the flag Multi-User and click FINISH to complete the installation. Restart the computers after the install is complete. 12 Restaurant Data Concepts, Inc.

13 USING THE LABOR SCHEDULER This manual discusses how to use the Labor Scheduler on a number of different levels. The way the program can make the quickest impact on your business is to start scheduling employees and begin to transpose your written schedules into a regular schedule. First a word about the POSitouch concept of schedules. POSitouch maintains four schedules: Regular, Next Week, This Week and Last Week. Also you can have schedules for as many as 10 weeks into the future. POSitouch lets you copy one schedule from one week to another or one day to another or from one individual to another. The Schedule icons on the screen below correspond to your Departments as setup in the Time and Attendance software, Setup > Department and Jobs. The Labor Scheduler also has allows you to create Workgroups which are logical groupings of jobs, for instance, Pub Waitstaff, Pub Bartenders, Pub Bussers, etc. organized into a workgroup called Pub. There are two steps to beginning to schedule your employees: Highlight the department/workgroup that you want to schedule. Select the Week you want to enter your schedule, click OK. Again, highlight WAITSTAFF, your department, select Next Week s Schedule and click OK. Labor Scheduler 2/29/

14 Select the week to schedule Highlight the Department 14 Restaurant Data Concepts, Inc.

15 Take a minute and view the icons in different formats. Just to get a handle on other ways to view your department icons: View Small Icons: View List: Labor Scheduler 2/29/

16 Creating a Schedule Once you have opened a schedule, you can begin scheduling employees by clicking and dragging the mouse to create time bars. Once created, a time bar can be moved by dragging it to the left or right (which changes the start and end times of the shift) or by dragging it up or down (which changes the employee to which the time bar is assigned). You can also lengthen or shorten a time bar by left clicking the side to stretch it or shrink it. Time Bar Hours Scheduled in the Department Time Bar Scheduled Hours vs. Department Hours The total of an employee s hours is reflected in the Hours column, but you can also view the employee s hours for the selected department by dragging over the column separator with your mouse. Drag the column separator to the right to see the number of hours scheduled for your employees in this department. Drag the column separator back to the left to see more of your schedule 16 Restaurant Data Concepts, Inc.

17 Copy a Time Bar Copy a schedule bar the way you would copy anything in windows. Highlight the schedule bar, then: Total Hours Highlighted Time Bar o Right Click on it, select COPY or o Select EDIT > Copy from the Job Scheduler menu or o Select a Time Bar then CTRL+C Labor Scheduler 2/29/

18 Paste a Time Bar Select the person to receive the copied schedule: then paste in any of these ways: o Select EDIT > Paste from the Job Scheduler menu or o Select an employee to receive the schedule, then CTRL+V ADD Selected Time Bar Highlight the Employee for whom you wish to Add a Time Bar. o Select EDIT > Add New Time Bar 18 Restaurant Data Concepts, Inc.

19 o Select the Job or Job Shift Code for the Employee o Enter a Start Date o Enter a Start Time o Enter an End Date o Enter an End Time o Select OK Labor Scheduler 2/29/

20 Clear Employee s Schedule Highlight the Employee whose schedule you wish to clear. o Select EDIT > Clear Employee Schedule Select YES, if you are sure you wish to remove the selected employee s schedule. Clear All Schedules Highlight an Employee in the department whose schedules you wish to clear. o Select EDIT > Clear All Schedules 20 Restaurant Data Concepts, Inc.

21 o Select YES, if you are sure you wish to remove all the Department s schedules. Labor Scheduler 2/29/

22 EDIT Selected Time Bar Highlight the Time Bar you wish to edit. o Select EDIT > Edit Selected Time Bar View Employee s Schedule You can view a single employee s schedule listing for the current week that you are scheduling by right clicking on the employee s name. A window like the one below displays all hours scheduled for the employee. That s it, you can now build your own schedule. What follows are variations on the theme or other ways to create, copy and edit your schedule. Equally as easy, but it shows you how to perform the same chores in a variety of different ways. With the EDIT, ADD NEW or DELETE options you can change and simply add new schedules 22 Restaurant Data Concepts, Inc.

23 to your scheduler database. To delete an employee s schedule, highlight the schedule you want to delete, then hit the DELETE button. Labor Scheduler 2/29/

24 Edit Selected Time Bar You can edit a time bar by double clicking on it or simply RIGHT CLICK and then LEFT CLICK on Edit Selected Time Bar. 2 Clicks on the Time Bar You can also select EDIT from the Job Scheduler menu, then click on Edit Selected Time Bar. Job Shift Codes are Job and Time Slots. Setup in T&A The pull down menus allow you to change Employee, Job, Start Date, Start Time, End Date, and End Time. Job Shift Codes Job Shift Codes are setup in the Time and Attendance module. They are simply efficient ways to link jobs and hours for scheduling purposes. An Grill AM job code means that the Grill Job is linked to 11:00 a.m. 4:30 p.m. time slot. Assigning a person to the Grill AM job code on a given day schedules them to the Grill Job for the hours associated with the job code. You cannot schedule a job code to someone who is not assigned to the job. 24 Restaurant Data Concepts, Inc.

25 Job Shift Codes are defined in BO Setup > Time and Attendence > Backoffice Time and Attendance Setup. o Click on the Job Shift Codes selection o Highlight the Department and Job, then click SELECT Labor Scheduler 2/29/

26 o SELECT ADD to add a Job Shift Code to the Department/Job selected. o ENTER a description name for the Job Shift Code you are adding. o ENTER an IN TIME and an OUT TIME for the Job Shift Code. o SELECT SAVE when you are satisfied with the results. 26 Restaurant Data Concepts, Inc.

27 o SELECT EDIT if you wish to change a Description, Time In or Time Out for a Job Shift Code. o SELECT DELETE if you wish to remove a Job Shift Code. Labor Scheduler 2/29/

28 Add New Time Bar You can use the pull down menu in the Labor Scheduler to add a new Time Bar by selecting the employee that for whom you want to add a new time bar, then EDIT > Add New Time Bar. With just the above information you can build your schedule and begin to take advantage of the benefits of keeping a close eye on your labor costs. 28 Restaurant Data Concepts, Inc.

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30 Drag and Drop or Cut and Paste Time Bar You can click on a Time Bar and drag it to where you want to move the Time Bar. Just pick up a Time Bar and move it to another employees schedule, then drop it, that is, let go of your mouse button. The range of hours that you are moving are identified by the yellow paste it note. When you click on the time bar, the mouse arrow turns into cross hairs and you now can position the time bar with its range of 8 hours onto another employee schedule. Post it note tells you the number of hours in the Time Bar. Note, the Wait Day time bar is being dragged to the employee s schedule below. Position the time bar with its 6 hours when you want the employee to start his schedule that day. Drag & Drop 30 Restaurant Data Concepts, Inc.

31 Stretching a Time Bar A time bar can be stretched as well as dragged. Click on the time bar, then stretch it to the right or to the left. You will see the time in the post it note change as you stretch the time bar to the right or the left, try it. Grab an end and stretch. A time bar can be stretched as well as dragged. Click on the time bar, then stretch it to the right or to the left. You will see the time in the post it note change as you stretch the time bar to the right or the left, try it. Grab an end and stretch. Delete a Time Bar Deleting a time bar is as easy as highlighting it, then hitting the DEL key on your keyboard. The message that comes up asks you to confirm that you in fact want to delete the selected time bar. Labor Scheduler 2/29/

32 Also within the Edit Time Bar window is the Copy/Move To tab where you can copy or move the time bar to other days and/or other employees. Copy Schedules There is also a copy function for ease in copying schedules from week to week, day to day for people and departments. Go under Utilities>Copy Schedules to access this function. You must first close all open schedules before using this function. To close a schedule, choose File>Close. 32 Restaurant Data Concepts, Inc.

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34 Clear Employee Schedule The Edit menu allows you to highlight a individual employee and by selecting the option Clear Employee Schedule remove all his schedules. A message will appear for you to verify that you in fact want to delete the schedule for the selected employee. 34 Restaurant Data Concepts, Inc.

35 Breaks, Paid & Unpaid Users can setup breaks within the Scheduler. These breaks can be set to automatically apply to a user s schedule after reaching a predetermined number of hours. For instance, if the policy of the company or state law, is that employees receive a 15 minute break after four hours of work, the Scheduler will apply a 15 minute break for a four hour shift. Users may then move this scheduled break to the estimated time that an employee will be on break. Additionally, these breaks can be set as paid or unpaid breaks. The break setting is global that is, you cannot set the Kitchen department to have paid breaks and the Waitstaff has unpaid breaks. By choosing View > Options, users can access the Break feature. The Breaks section allows users to choose Paid or Unpaid breaks, the number of hours to work before a break is automatically applied, and the default amount of time for each break. Labor Scheduler 2/29/

36 Paid / Unpaid Breaks report differently on scheduling reports. If breaks are Paid breaks, then on Schedule reports, users will be listed as working a full shift. In contrast, if breaks are Unpaid, employees are listed with a break in the hours they are scheduled for. Below are excerpts from a report showing an employee scheduled with a paid break for 4 hours of work, and a report showing what unpaid breaks look like. Reflects a shift with an unpaid break from 5:30 to 5:45 am. When Add breaks to timebars is on, a break is shown on the timebar as users drag a time bar across the schedule. In the example, below, as time bars are drawn, the 15 minute breaks are applied ( in green ). The breaks can be moved and resized to denote various times and lengths. 36 Restaurant Data Concepts, Inc.

37 In the example above, the green, break bars will appear for both Paid and Unpaid breaks. When using breaks, the Scheduled Hours at the bottom of the Scheduler will reflect the actual hours scheduled for that labor hour. That is, in the example below, Johnson, Courtney, a server, is scheduled from 5 pm. to 10 pm, with a ½ hour break from 8:00 pm to 8:30 pm. ( Note A below ) The Scheduled hours at the bottom of the screen denote one labor hour scheduled for each hour from 5 pm. to 10 pm ( Note B below ). However, from 8pm. to 9 pm., only.5 labor hours are scheduled for that time frame, since the server will be on break for 30 minutes of that hour. (Note C below ) A B C If our goal is to always have three servers scheduled from 5 pm. to 10pm., and ensure that each server recieves a 30 minute break during their shift, we can use the Labor Scheduler 2/29/

38 Scheduled hours to assure proper staffing for each hour. Below we schedule four servers, ensuring that there are always at least three servers during the time period of 5pm. to 10 pm. In the above example, we have one server that comes in late, and one that leaves early. Two work the entire 5 pm. to 10 pm. shift. Each server receives a 30 minute break, and we maintain the three labor hours per hour between 5 pm. and 10 pm. The Scheduled hours reflect that there are three people scheduled for each hour. In the above example, breaks are shown in green and can be moved and resized if needed. 38 Restaurant Data Concepts, Inc.

39 Thresholds Thresholds are a feature that allows users to customize the background of an employee in the scheduler when the hours they are scheduled for have met a specified value. This feature is accessible in Utilities > Options > Thresholds Labor Scheduler 2/29/

40 Users can set up thresholds based on the number of : Scheduled hours per day Scheduled days per week Scheduled hours per week, using up to three different colors. For instance, one color for employees over 30 hours, another color for over 35 hours and finally another color for over 40 hours. Once a flag is turned on and the hours are entered, users can choose the Color button and choose the color wanted. In the example below, we use the simple Red, Yellow, Green scheme. Red employees are scheduled too much, yellow are employees that should be watched for scheduling issues, and green are employees that are OK, but may be close to being oversheduled. 40 Restaurant Data Concepts, Inc.

41 Once, completed, choose OK. Below are a variety of employees that meet the criteria above and how the Scheduler would look in the various situations. Note that some employees backgrounds have changed, based on the hours scheduled. Special Note: Avoid using deep red as a background color for notifications. ( We use light red here ) Employee names automatically turn red when they are scheduled for overtime, and the name of the employee will not show on a deep red background. Overtime hours are defined in Backoffice Setup > Time & Attendance > Backoffice Setup > Payroll & Overtime Options. Labor Scheduler 2/29/

42 Security Security can be set manually in the bosettings.ini file (the only aspect in the INI where manual settings are necessary). Also, a file named security.cfg can be dropped in the sc directory containing the same settings shown below. When the Labor Scheduler is launched, and the Scheduler finds a security.cfg, it will import the settings, then delete security.cfg. This allows a central office to control the security settings for LS. The following lines can be added to the BOSETTINGS.INI file. Special Notes : When using a security.cfg file, DO NOT include the [Security] text. Replace [SECURITY] with [CENTRAL]. The settings will be imported into BOSETTINGS.INI, into a [SECURITY] section of the file. Password the password must contain at least one letter. Password are NOT case sensitive. [Security] Password=2abcd SecureForecast=[TRUE FALSE] secure forecast adjustments. When a user clicks on Utilities > Apply Forecasts, and attempts to edit the forecast percentages, they will be notified that the values may not be changed. SecureSetup=[TRUE FALSE] secure LS configuration dialog boxes. The following items will require a password when chosen : Utilities > Edit Guides, Utilities > Edit Workgroups, and Utilities > Edit Forecast groups. ForceUserGroups=[TRUE FALSE] When users start the jobsched.exe, they are forced to choose a workgroup, rather than allowing the user to choose the Workgroups tab or Schedules > Department tab. SecureForecast=TRUE 42 Restaurant Data Concepts, Inc.

43 SecureSetup=TRUE ForceUserGroups=TRUE Labor Scheduler 2/29/

44 The Labor Scheduler Menus and Toolbar We will now take a look at the different menus and the toolbar of the Labor Scheduler. Toolbar Tools The View menu allows you to select a number of different looks at your data. The tool bar has quick and accessible icons to select. These icons serve as shortcuts to commonly used functions. o SELECT TOOLBAR from the VIEW pull down menu. Note the appearance of the tool bar icons after you select View > Toolbar. If you do not wish to see the toolbar icons, simply select View > Toolbar again and they will be hidden. They toggle in and out of view by selecting the toolbar option. 44 Restaurant Data Concepts, Inc.

45 Labor Scheduler Toolbar The Labor Scheduler toolbar allows you to access several commonly used functions with a single click of the mouse. On the left side of the toolbar, you can Open, Save, Print, Cut, Copy, Paste, Add New Time Bar, and Edit Existing Time Bars using the toolbar icons. Open Save Print Cut Copy Paste Add New Time Bar Edit Time Bar On the right side of the toolbar, you can switch to a different week or a different department/group without having to exit back out to the main startup screen. OPEN Clicking the OPEN icon tool from the tool bar allows you to open a different schedule or workgroup. The Open Schedule screen below appears after clicking the OPEN icon tool from the tool bar. Select the Department or Schedule you wish to open. Labor Scheduler 2/29/

46 SAVE Clicking the SAVE icon tool from the tool bar lets you quickly save the work you have completed in the current session on your labor scheduler. PRINT Clicking the PRINT icon tool from the tool bar brings up the screen below which allows you to customize your job scheduler output. o Enter starting and ending date o Select a Bard Code Labeling choice. o Select the information columns you want printed. o Enter Report titles with a Main and Minor Heading. 46 Restaurant Data Concepts, Inc.

47 CUT Highlight a time bar and click the CUT icon tool from the tool bar to DELETE or Cut a time bar. If you wish to PASTE the time bar into someone else s schedule, simply highlight the person you want to add the schedule and the select the PASTE tool bar icon. COPY Highlight a time bar and click the COPY icon tool from the tool bar to COPY a time bar. To PASTE this time bar into someone else s schedule, simply highlight the person you want to add the schedule and the select the PASTE tool bar icon. Labor Scheduler 2/29/

48 PASTE After CUTTING, DELETING or COPYING someone s hours, you can move or copy those hours into someone else s schedule by highlighting the employee you wish to receive the CUT or COPIED time bar, then click the PASTE icon from the tool bar. ADD NEW TIME BAR Highlight the employee for whom you want to add a new time bar. Then click on the ADD NEW TIME BAR tool bar icon. The employee s name will be filled in, now just select a job from the drop down list. Or, select a Job Shift Code, which will fill in a job, start and end time, you still will need to fill in the date. 48 Restaurant Data Concepts, Inc.

49 EDIT, MOVE, COPY, or DELETE TIME BAR Select or highlight the time bar you want to edit, move, copy or delete, then click on Edit Time Bar icon. The employee s name, job, start/end time and date will be filled in. Make changes as appropriate in order to edit the time bar. Click on the COPY/MOVE TO tab to copy or move schedules to another employee and another day. Copy/Move Totab allows you to copy or move the schedule information you just entered on the Time Bar Information page to specific days for the employees checked on the form below. To move scheduled information from the Time Bar page to another day select the Move to radio button, then select the employees to receive the schedule. Labor Scheduler 2/29/

50 Jump to Day of the Week By clicking on a letter at the top of the screen, users can jump to that day of the week in the Scheduler without having to scroll left or right. 50 Restaurant Data Concepts, Inc.

51 Status Bar The Status Bar gives you quick information about totals of scheduled and planned hours. Also when you move your mouse over an employee s time bar, the Job, Date, time and number of hours scheduled in the time bar appears in the center position of the status bar Status Bar Provides Scheduled Hours Total: Status Bar Provides Planned Hours Total: Status Bar Provides Time Bar Information as you move your mouse over a time Labor Scheduler 2/29/

52 Status Grid The Stat Grid provides information that compares scheduled hours against planned hours. Built into the Labor Scheduler is the ability to schedule according to a plan based on sales dollars, covers, customer count or transactions. The plan looks at average over a 10 week period of any one of the four categories. The selected data set is then run against a guide which sets rations of units (of one of the four categories) to staff, that is, one staff person for $100 of sales. The result is a plan with number 52 Restaurant Data Concepts, Inc.

53 Edit Workgroups Workgroups are logical groupings of your employees within or across departments. In other words, it allows you to create a grouping of employees for the purpose of scheduling inclusive of staff in other departments, i.e., Busboys, Bartenders, Kitchen staff and Waitstaff. For example, you might want a workgroup called Dining Room Schedule, which consists of Servers, Bartenders, Busboys and Kitchen staff, that is, all employees that work in the dining room. To setup a workgroup select UTILITIES from the Menu Bar, then select EDIT WORKGROUPS Scheduling is done with a set of Departments and/or Workgroups that do not overlap and should include all jobs to be scheduled, but only once. There is no internal protection from including the same job in multiple workgroups or skipping a job. The Schedule Workgroup Setup window appears and you are ready to add a Workgroup, select Add Workgroup. In our simple example we are creating a workgroup for Pub Bartenders inclusive of the Bar Day and Bar Night jobs. Labor Scheduler 2/29/

54 The Schedule Workgroup Setup window appears and you are ready to add a Workgroup, select Add Workgroup. We are entering a workgroup name: PUB BARTENDERS. You can opt to assign the workgroup to a Department or leave it unassigned. From the available jobs on the Workgroup Detail listing on the left, highlight the job you want to move to the Job Assigned to Workgroup listing on the right and hit the plus sign. To remove a job from the Workgroup listing on the right, highlight the job on the right and then hit the minus sign to move it back to the left. 54 Restaurant Data Concepts, Inc.

55 To remove a Current Workgroup, find it in the pull down menu Current Workgroups, then hit the Delete Workgroup button. The Schedule Workgroup Setup window below illustrates how the process of highlighting jobs in the Workgroup Detail and then hitting the plus key moves them to the Job Assigned to Workgroup window. Labor Scheduler 2/29/

56 Once you have successfully populated the jobs that you want in the Workgroup, apply your changes and select OK. You access the workgroup for scheduling purposes by opening the schedule, then selecting the Workgroups tab, see below. 56 Restaurant Data Concepts, Inc.

57 Select the week you wish to build your schedule, then open the Pub Bartenders Workgroup. Labor Scheduler 2/29/

58 As you can see below, you are ready to schedule the employees whose jobs you have selected for the workgroup. 58 Restaurant Data Concepts, Inc.

59 Printing Reports Labor Scheduler allows a variety of reports. Below are four various reports that can be produced. Labor Scheduler 2/29/

60 Print ( Bar Graphs ) Choosing File > Print, prints a report showing employee time bars. Choosing PRINT on this screen will print the report in similar format. 60 Restaurant Data Concepts, Inc.

61 The printed report Labor Scheduler 2/29/

62 Standard Labor Report Choose a department to print 62 Restaurant Data Concepts, Inc.

63 Enter the week start date to print. The discrete value will be the week start date. Labor Scheduler 2/29/

64 Below is an example of a Schedule Report that was printed from the Labor Scheduler. The Schedule Report can also be printed without the employee number listed on the report. To facilitate this, users would go to Backoffice Setup > Time & Attendance > Backoffice Setup > Setup Reports > Schedule Report > Print Employee Number. The following items are required for this feature : - TAW.EXE dated 3/21/05 or later - Report4a.rpt dated 3/21/05 or later No Numbers 64 Restaurant Data Concepts, Inc.

65 You also have the option of printing a similar report, also called Schedule Report, through POSitouch Time & Attendance. The format is basically the same except the total hours scheduled for the week also appear on the POSitouch Time & Attendance Schedule Report in addition to the scheduled hours. An example of the T&A Schedule Report is below. This is accessed through Time & Attendance > Reports > Schedule Report. Labor Scheduler 2/29/

66 Report by Department / Job RPT by Dept/ Job allows users to reorder the Schedule Report as they want. Choose File > Print Weekly Report By Dept/ Job Choose a week to view and click Sort Order 66 Restaurant Data Concepts, Inc.

67 Highlight a department and click the Up/ Down arrow to reorder the report The Driver department is moved from printing last on the report, to first. The Department/ Job report prints departments and the scheduled employees in that department. At the end of the report, is a summary of hours by department, by day and finally a total of labor by department and by day. Labor Scheduler 2/29/

68 Report by Department / Job Excluding Hour Totals Users may wish to eliminate the total hours by employee and the department hours summary on the Report by Department/Job. Turn on the flag, Do not print hour totals for a report that eliminates the hour totals. Below are two examples of the same report. One with this option OFF and one with this option ON. Option OFF : Option On : * Report5a.rpt and Report5ab.rpt required 68 Restaurant Data Concepts, Inc.

69 Daily Report By Department & Time This report allows users to print a report showing one day, with employees sorted by department and time scheduled. Enter a date Users may also sort the report by Department by choosing Sort Order. Labor Scheduler 2/29/

70 Sample Report 70 Restaurant Data Concepts, Inc.

71 Employee Availabilty One important feature of the Labor Scheduler is that you can block out periods of time when employees are not available to work. These time blocks can be established for recurring requests (Andrew is not available on Mondays before noon) or for single occurrences (Sally is on vacation the week of 10/30). Permanent Requests can be as detailed as every week, every other week, every third week etc. Special Requests can be attributed to reasons such as Vacation or Medical Leave. To access this feature, go under Utilities>Edit Employee Availability. Times that an employee can t work can be filled in and they will get blocked off on their schedule as Not Available as shown below. It is not possible to schedule an employee during this time. Labor Scheduler 2/29/

72 Availability Exception List Although it is not possible to schedule an employee for a shift during a time that has been flagged as unavailable, it is possible to make an employee unavailable AFTER you have already scheduled the week. To look for any such scheduling conflicts you should view or print a listing of availability exceptions by going to Utilities>View Availability Exception List. This list shows you any employees who have been scheduled during a period of time in which they are not available. Once in the Availability Exception List screen, select the week in question and click on Get Results. Any hours where an employee is scheduled during an unavailable time appears in pink on the schedule, indicating a scheduling conflict. To correct this problem, right click on the employee to view all hours scheduled for the week. Highlight the shift that conflicts with their time off and delete the shift. The unavailability time bar remains pink even after you have deleted the offending shift until you close the schedule and reopen it. Front of the House Requests Users may enter schedule requests in the front of the house terminals through the TIME CLOCK option. Users enter the date and time of their requests. The requests are imported into the Labor Scheduler and are shown in yellow. See ACII2.DOC for SCHEDREQ.DAT file details. 72 Restaurant Data Concepts, Inc.

73 Forecast Setup The POSitouch Labor Scheduler allows you to schedule against a forecast. Forecasting is achieved by averaging data for a particular period and setting up a guide to apply the forecast. The system automatically builds 7 day rolling average forecast files containing sales, customer count, covers, and transaction counts for the entire house and each cost center by 15-minute intervals. This process happens during nightly processing at the store and defaults to averaging data for a 10-week period. The forecast files created can be attached to Forecast Groups that can be a sum of the numbers in one or more of these files. Once a forecast group is applied to a given week and department or work group, then the plan of hours is filled in. The plan serves and as a guide for scheduling. Before you can effectively use the Labor Scheduler to schedule against a forecast, you must first set up the labor guides and forecast groups. Forecast groups can be based upon sales, customer count, covers, or transaction counts. Auto-Adjusting Forecasts Adjustments can be sent to a store in a file called, forecastadjust.cfg. The file is an ACII delimited file that has the following layout: DepartmentName, WeekStart, Adjust1, Adjust2, Adjust3, Adjust4, Adjust5, Adjust6, Adjust7 Sample Record: Kitchen, 11/6/2006,.8,1,1,.92,1,1,1.3 Upon Labor Scheduler starting, if a forecastadjust.cfg exists on the POS driver, it will load the file and make the appropriate adjustments to the specified departments. The file is then deleted. Adjustment amounts are based on a scale of 0 to 1. A (.8 ) adjustment represents 80% of the projected forecast. Labor Scheduler 2/29/

74 The diagram below illustrates the flow of data and procedures from selecting the appropriate data set to creating a Guide to actually applying the forecast. We just outline the steps required for creating a plan, each step is explained in detail on the succeeding pages. Utilities > Edit Forecasting Groups Select Dataset: Covers, Sales, Transactions, or Customers link it to a Forecast Group. Utilities > Edit Guides Create a relationship between dataset units: Covers, Sales, Transactions, or Customers) and scheduled staff per hour. Then link to department or workgroup. 74 Restaurant Data Concepts, Inc.

75 Apply Forecast Select: Week to Apply Forecast, Forecast Group, Department or Workgroup Change: Units or Percentage Labor Scheduler 2/29/

76 Setup Forecast Groups In the Labor Scheduler, go to Utilities>Edit Forecasting Groups to enter the setup for the forecast groups. To add a new forecast group, click on Add Group, type in a name for the new group, and then click OK. Next, click on the three dots next to File to add to group. On the screen that appears, select the DBF file called HRSLSAVG.DBF and then click Open. This dbf contains an average cover count for every 15-minute interval for all 7 days of the week based upon the last 10 weeks. 76 Restaurant Data Concepts, Inc.

77 Finally, click on Add File to List and then click OK to save this forecast group. Additional Forecast Group Setup Information If you wish to create additional forecast groups based upon other available information, such as sales, customer counts, or transaction counts, you can do so by choosing a different DBF file in Setup Part 2 above. Other DBF s that can be used for forecasting are listed below. For each group, the first DBF contains data for the Entire House, while the numbered DBF files pertain to data by cost center. HRSLSAVG.DBF HRTRNAVG.DBF HRCSTAVG.DBF HRCOVAVG.DBF HRSLS01.DBF HRTRN01.DBF HRCST01.DBF HRCOV01.DBF HRSLS02.DBF HRTRN02.DBF HRCST02.DBF HRCOV02.Dbf HRSLS03.DBF HRTRN03.DBF HRCST03.DBF HRCOV03.DBF HRSLS04.DBF HRTRN04.DBF HRCST04.DBF HRCOV04.DBF HRSLS05.DBF HRTRN05.DBF HRCST05.DBF HRCOV05.DBF HRSLS06.DBF HRTRN06.DBF HRCST06.DBF HRCOV06.DBF HRSLS07.DBF HRTRN07.DBF HRCST07.DBF HRCOV07.DBF HRSLS08.DBF HRTRN08.DBF HRCST08.DBF HRCOV08.DBF HRSLS09.DBF HRTRN09.DBF SALES BY CC 1-9 TRANS BY CC 1-9 HRCST09.DBF HRCOV09.DBF CUSTOMER BY CC 1-9 COVER BY CC 1-9 Labor Scheduler 2/29/

78 Applying Forecasts To generate planned hours from a forecast, go to Utilities>Apply Forecast. A screen similar to the following will appear. A B C This screen defaults to all forecast groups and shows your sales from Hrslsavg.dbf (average sales by the hour of the last ten weeks). Note that units here represent sales dollars. To update a forecast, first choose what week(s) to apply the forecast to [A]. Then, select a forecast group that you created earlier [B]. Then select the departments or workgroups in the far right box that you want to apply to that forecast group [C]. After you have selected a forecast group, the unit information on the screen changes to whatever units are applicable to the forecast group that you selected. In this example, the forecast group selected is Waitstaff Forecast Group, which uses hourly sales, as the unit values in the Units row in the forecast chart. Depending on which DBF file you chose when you set up the forecast group, the Units row represents sales, cover counts, customer counts, or items sales. 78 Restaurant Data Concepts, Inc.

79 The unit filled in here depends on which dbf files you added to the forecast group. To determine your forecast for the week you need to decide what percentage of the average sales you will do on each day of the week. Some days may be higher than 100% and some may be lower. If you prefer to plug in the projected unit amount for the day, you can do this and the system will figure out the percentage for you. You need to look at each day individually and take into consideration anything you know about that day that could affect sales in one way or another. Some such factors are local events, holidays, weather forecasts or even construction in the area. Once your forecast is determined, apply it to your departments and workgroups that have guides set up for them by clicking on Apply. You can then click on View Forecast to see the Total Planned Hours generated by applying the forecast. If this is the first time you are viewing this screen or if you updated a forecast that is not This Week, you may get a message that indicates that there is no forecast generated for the selected week. By default, the week viewed on the View Forecast screen is This Week. If you applied the forecast to Next Week, click the option on the screen to switch to Next Week. Labor Scheduler 2/29/

80 Once you have applied a forecast, you are ready to schedule your employees for that week. Exit the Apply Forecast screen and look at the Planned Hours versus the Scheduled Hours on the bottom of the scheduler window. When you have underscheduled an hour, the Difference bar will appear in aqua. Overscheduling an hour causes the Difference bar to appear in red. Your goal is to have the difference between Planned and Scheduled hours to be minimal when you are finished scheduling. 80 Restaurant Data Concepts, Inc.

81 Below is an example of one scheduled day. As you can see, applying the forecast to the guide gives you your planned hours to schedule against. From this, you can see hour to hour if you are scheduling over, under, or right on target. The key steps in maintaining guides and using the forecast are as follows: Create guides for any and all departments you want to schedule via a forecast At the beginning of each week or any other time you want to, go into Utilities>Apply Forecast and apply the forecast to the guide(s) for any departments with guides. This generates the planned hours for each department. Bring up schedules by department or workgroup. Be certain to pay attention to the relationship of planned and scheduled hours. By selecting a closer scheduler view (using Zoom), one can see which days or segments of a day; the schedule is most out of line with the plan. Labor Scheduler 2/29/

82 Forecast Setup Options In Utilities > Options > Forecasting, users can determine what files are created for exporting data, as well as the Default Forecast Group and Productivity Function. Default Forecast Group Sets the optional Forecast Group that will appear by default in the Apply Forecast option. Export Functions Determines those files to create when exiting the job scheduler. See Export Files at the end of this document for details. 82 Restaurant Data Concepts, Inc.

83 Labor Guides To set up Labor Guides, go under Utilities>Edit Guides. A guide can be set up for each department or workgroup. Guides allow you to specify how many employees are needed based on a certain dollar amount, customer count or cover count per hour. You then specify which forecast group this department or workgroup will apply to. Departments or workgroups can have different guides yet still be applied to the same forecast group. First, assign the Forecast Group that you just created to this guide by selecting it from a list. Next, fill in the chart on the left to define how many people you will need based upon a range of units. Since we are basing our forecast on sales the Units in the column heading actually means Sales Dollars. However, if we were basing our forecast on covers instead of sales, the Units in the column heading would mean covers, though the label on the screen will not change to covers. The screen below is for demonstration purposes only. Think carefully about a guide that makes sense for you. Finally, type in a value for Offset (in Hours). This offset allows you to specify how much time in hours the employees should be scheduled for before the actual sales occur. This offset is used when applying a forecast to a schedule. Labor Scheduler 2/29/

84 84 Restaurant Data Concepts, Inc.

85 Productivity Function When viewing the productivity of the site, should the productivity number be determine by Labor Hours divided by the Units ( i.e. covers, dollars as defined in Setting up Forecasting Groups in the previous section ) or should units be divided by Labor Hours? Productivity Screen Adjust % - from the Apply Forecast screen, reflecting any increase or decrease in the percentage Plan Labor The labor hours proposed based on the forecast and labor guides. Plan Productivity Based on the Productivity Method Schedule Labor The number of hours scheduled by the user. Schedule Productivity Same as the Plan Productivity, except schedule hours ( by the user ) is used for computations. Labor Scheduler 2/29/