Requests to Work

The Requests to Work screen is used to handle requests submitted by employees to work unfilled schedule openings. A supervisor for the organization unit where the schedule will be worked can view the transactions and approve, edit, deny, or cancel them. Approval causes the schedule process to run again, to verify that any changes since the submission and the approval do not violate the selected rules. Depending on the manager’s permissions they may be able to override the validation messages returned. If validation messages are returned and the manager cannot override them the Request to Work is not approved. When successfully approved a Schedule entry is created and is visible on the schedule screen.

Note

Employees can submit requests to work through Employee > Employee Actions > Request to Work.

Note

For specific information on the screen set up required for this feature, see Request to Work Tab.

Fields on the search screen

The Work Request Search screen is the default page when a screen is opened. This screen is used to filter criteria when searching for specific records to handle.

Note

The search criteria options are different depending on the status entered. Requested status search criteria include organization unit values, while all other status options include employee values.

Activity Code: Limits the available schedules by the activity code assignment of the schedule. Regular expressions (see Using Regular Expressions for Searching) may be used to search for and locate activity codes.

Date Range Begin: The earliest date of the range to be searched for a request to work schedule. Schedules that start on or after this date and on or before the Date Range End date are included in the search results.

Note

This date defaults to the earliest date that the employee can begin searching as determined by their Primary Home Organization Unit. When the Primary Home is not eligible to Request to Work, the current date is displayed.

Date Range End: The latest date of the range to be searched for a request to work schedule. Schedules that start on or after the Date Range Begin date and end on or before this date are included in the search results.

Note

This date defaults to 14 days after the Date Range Start, but can be changed. The value is limited to 60 days after the Date Range Start.

Employee Code: The identification code of the employee that submitted the request to work.

Employee First Name: The first name of the employee that submitted the request to work.

Employee Last Name: The last name of the employee that submitted the request to work.

Organization Unit: Limits the search results to schedule assignments that include the specified organization unit and its children. The organization units available and the labels displayed depend on the configuration of the corporation.

Profile: The profile code associated with the requested schedule. Built into the profile are the position, station, and skill requirements.

Status: The current status of the request to work.

Handling a Request to Work Record

After entering the search criteria and running the search, all Request to Work records that meet the criteria for the worked organization unit are displayed. Depending on the authorization role of the user, selected records can be viewed, handled, edited, or deleted.

Changing the Status of a Request to Work:

Select all the records to update by checking the box to the left of each record.
Click on the folder of the record to view first.

The upper section displays details about the requested work schedule. The lower section displays information about the employee submitting the request.

There is a text box for the supervisor to enter any Reviewer Comments with a notation for the change in status of a request, for example, why the request was denied or canceled.
Check the box to the left of the record, then click on the Approve, Deny, Cancel, or Delete action button in the left pane to change the status of the selected requests.
- If the record is set to Approve, the system validates the scheduling rules, based on the Request to Work Selection Style.
- If the request is approved, the corresponding organization unit schedule is updated to include the new schedule.
- All records are set to the new status. Employees can view the change in status of their requests on their Home Page on the My Requests to Work card and on the Requests card in the employee TCS screen. The Status Icons are updated.
- If employees have signed up to receive a notification when a request to work transaction status is updated, the employee is sent either an email or a message. For more information, see Preferences > My Preferences > Event Subscriptions.

Employee Name: The name of the employee who submitted the request (last, first, middle initial).

Length in Hours: The length of the schedule, expressed in whole and decimal hours.

Lunch Length: The length of the lunch break, expressed in whole and decimal hours.

Position: The position associated with the Profile assignment of this schedule.

Profile: The profile code associated with the requested schedule. Built into the profile are the position, station, and skill requirements.

Reason: Free-form text field where the employee can give the reason they are submitting the Request to Work.

Requested Activity: The activity code associated with the request.

Requested Date: The date the request was submitted.

Reviewer Comments: Free-form text field for the reviewing user to give any additional information on this request, for example why it was denied.

Schedule Date: The calendar date the schedule is to occur.

Start Date: The date the scheduled activity begins.

Start Time: The time of day the scheduled activity begins, expressed in 24-hour format.