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HATRAK SCHEDLER

HATRAK SCHEDLER. HATRAK SCHEDULER TABLE OF CONTENTS. Hatrak Scheduler Features Hatrak Scheduler – Option 1 Schedule Hatrak Scheduler – Option 2 Schedule Hatrak Scheduler – Option 3 Schedule Hatrak Scheduler – Hours / Days Worked Hatrak Scheduler – Daily Schedule

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HATRAK SCHEDLER

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  1. HATRAK SCHEDLER

  2. HATRAK SCHEDULER TABLE OF CONTENTS • Hatrak Scheduler Features • Hatrak Scheduler – Option 1 Schedule • Hatrak Scheduler – Option 2 Schedule • Hatrak Scheduler – Option 3 Schedule • Hatrak Scheduler – Hours / Days Worked • Hatrak Scheduler – Daily Schedule • Employee Profiles General Details– • Employee Profiles – Contact Details • Employee Requirements • Employee Assignment Exclusions • Administrator Login – View Employee Calendar • Free Form Scheduler – Employee View • Employee Calendar – Other Views Available • Employee Log In - Calendar Initial View • Employee Log In – Calendar View 2 • Employee Log In – Calendar View 3 • Employee Log In – Calendar View 4 • Employee Log In - Calendar View 5 • Employee Log In – Calendar View 6 • Supervisor Log In – Accessing an Employees Request by Clicking the Request • Supervisor Log In – Act on Employee Requests Option • Supervisor Log In – Inbox – Act on Employee Requests Option • Assign Employee Supervisors Sub Menu Item • Contact Information for Hatrak Associates • Hatrak Scheduler Pricing Download (safe PDF file) • Why Choose "Hatrak" Download (safe PDF file)

  3. HATRAK SCHEDULER V 1.0 • Hatrak Scheduler Features: • Browser- Based: Runs on the internet, on your intranet and even on the desktop standalone • Build your own schedule without regard for defining a pattern (pattern functionality can be added as part of our custom programming services) • All scheduling tasks occur on one screen (with overlays). Click and enter and drag and drop functionality • Employee Self-Service Calendars • Employee Leave Management • Hours and Days worked Summary Report • Daily Schedule Reports • Skills, Licenses and Requirements Tracking to Help Assure the Right Person is Scheduled to the Right Place at the Right Time • Employee Assignment Exclusions Management • Database Export / Import • Top Notch Security • And more…… RETURN TO CONTENTS

  4. HATRAK SCHEDULER V 1.0 SETUP SHIFTS A shift can be any length. Notice that the shift on display is for 14:30 hours / minutes If a color code is attached to the shift the color selected will be used on schedules and reports There is no limit to the number of shifts that can be used Custom programming is available to set up using the funded / cost / and charged hours (billings, budget, etc.) RETURN TO CONTENTS

  5. HATRAK SCHEDULER V 1.0 SETUP POSITIONS (POSTS) There is no limit to the number of positions used by the Scheduler Multiple Work Location schedules can be developed by the Scheduler Employee Skills, Licenses and Requirements for each Position are recorded here A position can be assigned to multiple Work Locations and to multiple Shifts RETURN TO CONTENTS

  6. HATRAK SCHEDULER V 1.0 HATRAK SCHEDULER – OPTION 1 SCHEDULING There are two Hatrak Scheduler versions: the Hatrak Scheduler (the light version) and Hatrak Scheduler Plus (the professional version). This is a screen shot of an Option 1 Hatrak Scheduler schedule. Clicking the Options Icon (to the right of the day of the week label) displays the Option 2 schedule ready for employee assignment RETURN TO CONTENTS

  7. HATRAK SCHEDULER V 1.0 HATRAK SCHEDULER – OPTION 2 SCHEDULING Option 2 Overlay RETURN TO CONTENTS

  8. HATRAK SCHEDULER V 1.0 HATRAK SCHEDULER – OPTION 3 SCHEDULING Option32 Overlay RETURN TO CONTENTS

  9. HATRAK SCHEDULER V 1.0 HATRAK SCHEDULER – DAYS / HOURS WORKED REPORT RETURN TO CONTENTS

  10. HATRAK SCHEDULER V 1.0 HATRAK SCHEDULER – DAILY SCHEDULE RETURN TO CONTENTS

  11. EMPLOYEE PROFILES GENERAL DETAILS Employee pictures are attached to employee profiles (optional use) by clicking the Browse button and navigating to the folder that stores the images. ID # must be unique Display Name is used on schedules. Edit what appears in the cell once the First Name, Last Name, and Middle Initial are entered to whatever short name desired to appear on schedule and reports RETURN TO CONTENTS

  12. EMPLOYEE PROFILES CONTACT DETAILS The employee selected on the General Details User Interface will be the active employee on the Contact Details view RETURN TO CONTENTS

  13. EMPLOYEE REQUIREMENTS The Skills, Licenses and Other Requirements data stored in the Setup Module is used here to register the Skills, Licenses and Other Requirements that apply to them. An Expiration Alert is the message to be delivered prior to an employee’s renewable Skill, License or Other Requirement actual expiration. Emergency contacts, home phones, cell phones And other types of contact information is entered here. RETURN TO CONTENTS

  14. EMPLOYEE ASSIGNMENT EXCLUSIONS An Assignment Exclusion is any reason why an employee is not to be deployed to an assignment with the exception of normal Planned and Not Planned not deployable reasons. For example, sick, vacation, military leave, training, etc. would not be included as an assignment exclusion. On the other hand, excluding an employee from an assignment on which as spouse is assigned (if that is your policy) would be an exclusion. The Schedulers prompt you when making an employee assignment that is in conflict with an exclusion. Step 1: Click on the employee for whom an exclusion is being developed Step 2: Enter the data requested. Be sure to enter New Reasons where requested RETURN TO CONTENTS

  15. ADMIN LOG IN – VIEW EMPLOYEE SCREEN • New Requests can not be entered or • cancelled for an employee when logged • in with administrator rights. • Employee calendars, accessed using • Administrator Log In, may only be • viewed. Cancelling or Making Requests • are not available to the user • The employee requests view displays • Requests made and acted on requests • Request still pending supervisor action • are labeled as requests • When the label request (s) is clicked the details • of the request appear in the box below the Make • Requests button. • Events recorded in the Free Form Scheduler and • on the Calendar are displayed. The events • recorded in the free Form Scheduler Employee • View are defaulted to approved events • when displayed on the calendar. These events • can only be edited or deleted on the Free Form • Scheduler Employee View. RETURN TO CONTENTS

  16. FREE FORM SCHEDULER – EMPLOYEE OFF DUTY VIEW Notice the off days for employee Adi and then go to the previous slide to see them on the Calendar as approved events. RETURN TO CONTENTS

  17. EMPLOYEE CALENDAR - WORK ASSIGNMENTS VIEW This is the assignment view. Select an employee and click the View Work Assignment Option in the dropdown list. Use the month toggle arrows view assignment for previous and past months. The month view can be changed to a Day or Week View by clicking the button corresponding to the view You prefer. RETURN TO CONTENTS

  18. EMPLOYEE CALENDAR - OTHER VIEWS • There are two other links • to other views • Overtime Worked View • Not activated • Employee Profile View • This link displays the • Employee Profile screen RETURN TO CONTENTS

  19. EMPLOYEE LOG IN - CALENDAR INITIAL VIEW A successful log in by arron defaults to aaron and View Employee Request as the default view Notice that there is one request made by aaron that has not been acted on by his supervisor. The word Request preceded by the number of requests open appear in a cell where there are requests not acted on. The active calendar cell is the day and date the calendar was accessed. Notice the color code legend at the bottom right of the screen. RETURN TO CONTENTS

  20. EMPLOYEE LOG IN - CALENDAR VIEW 2 To aaron it should be obvious that the 2 requests he made on 5/18/06 have not been acted on by his supervisor Should aaron wish to view the details of these request all he needs to do is to click on the cell for the date the requests were made Notice the details for each of the two pending action requests RETURN TO CONTENTS

  21. EMPLOYEE LOG IN - CALENDAR VIEW 3 Let’s assume arron clicks on request 1 RETURN TO CONTENTS

  22. EMPLOYEE LOG IN - CALENDAR VIEW 4 Not active at this time The details of aaron’s request 1 appear on the Make Request view Not accessible by employee The Request displayed can now be cancelled or edited. Only the employee can cancel or edit their requests RETURN TO CONTENTS

  23. EMPLOYEE LOG IN - CALENDAR VIEW 5 Aaron can make a new request from this view by clicking on the Make New Request button RETURN TO CONTENTS

  24. EMPLOYEE LOG IN CALENDAR VIEW 6 The screen is now ready to accept the information regarding the new request being made It is not required to enter e From and To times UNLESS A REQUEST IS FOR TIME OFF THAT IS FOR LESS THAN A FULL SHIFT RETURN TO CONTENTS

  25. SUPERVISOR LOG IN – ACCESING EMPLOYEE REQUESTS BY CLICKING THE REQUEST Employee requests for time off pending supervisor action are marked as a request on the date the request was made by the employee Clicking on the label (word) Request displays the details of the request in the box below the button marked Make New Request There are two methods a Supervisor can use to take Action on employee requests for time off. The first is to click on the request details And the second is to click on The Switch To Inbox View button RETURN TO CONTENTS

  26. SUPERVISOR LOG IN – ACT ON EMPLOYEE REQUESTS Notice the details of The action taken by the supervisor RETURN TO CONTENTS

  27. SUPERVISOR LOG IN – INBOX Supervisors have access to their own inbox from the Calendar (following a supervisor log in) The Inbox is a handy way to view Requests without first clicking on each employee they supervise to detect pending requests The inbox gives the supervisor access to a history of requests The supervisor can take action from the inbox by clicking the record they wish to work with and then completing the information at the bottom of the screen RETURN TO CONTENTS

  28. ASSIGN EMPLOYEE SUPERVISORS To permit a supervisor to access an employee’s Calendar they supervise. This is a MUST requirement Step 2: Select the supervisor to whom an employee is being assigned from the dropdown list Employee designations to supervisor status occur on the Employee Profile General Details screen Step 1: Click on the employee name for whom an assignment to a supervisor is being made Step 3: Enter the mandatory From date Step 4: Entering a To date is optional Step 5: Save the record RETURN TO CONTENTS

  29. You are finished with the Presentation. Please direct your questions and other inquiries to: mailto:info@hatrak.com Phone: 702-869-8900 Fax: 702-869-8921 RETURN TO CONTENTS

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