Employee Self-Service - manage staff rosters: record attributes
Roster functionality is currently available to participating departments only
- To see if you are part of this pilot refer to our dedicated webpage or contact your local HR team/contact for more details.
Online training and guidance
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Full guidance is detailed below. Roster Managers can also complete the Roster Attributes eLearner at any time.
4. Record attributes against a person
Recording leave, absence and TOIL
- Whilst the Leave and Absence functionality within PeopleXD is not being used by your department, an interim workaround is available.
- The interim workaround involves using the 'Sick Leave' , 'Annual Leave' and 'TOIL' attributes, by either assigning them to single or multiple shifts.
- The default times for the leave attributes are 9:00 - 17:00, but this can be overwritten. Always ensure the correct Team is selected.
- By selecting 'Time off in Off Lieu (TOIL)' as the attribute, you are recording the time that the person has "taken back" (based on the amount of time they have already accrued by working additional time). This provides a simple record of the person not working and the reason.
Before recording TOIL you will need to know the amount of days the individual has accrued, this must be in-line with the University's policy and following local departmental processes. PeopleXD is not used to calculate the accrual for TOIL (eg based on any overtime) or indeed for the individual to make a request for TOIL. - Please note this will not automatically filter to any other systems or processes.
A. Assign attribute to a person on a long-term basis:
For example, record that an individual will be a first aider every time they work for two years (or interim workaround for recording leave and absence, eg 1 week of annual leave).
- Navigate to Workforce Management Dashboard > Roster Details.
- If you manage multiple teams, select the required one.
- Extend column to make a note of the relevant individual's appointment ID and job title.
- Click on the person and select Person Attributes.
- Click 'Add'.
- Select the Appointment (see step 3).
- Select the required Attribute from the list.
- Enter the required Start Date.
- Enter the required End Date (if it's indefinite, leave blank).
- Click Save.
B. Assign attribute to a person for one shift only:
For example, record that an individual will be a key holder next Wednesday only, (or interim workaround for recording leave and absence, eg 1 day of sickness leave)
- Navigate to Workforce Management Dashboard > Roster Details.
- If you manage multiple teams, select the required one.
- Navigate to the required Week and select Apply.
- Hover your cursor over the relevant shift (for the required person) and select Change Roster.
- Select the required Attribute from the list.
- Click Save.
C. Update the Roster view to include attributes:
If it would be helpful to see the attributes on the roster, follow steps below:
- Navigate to Workforce Management Dashboard > Roster Details.
- If you manage multiple teams, select the required one.
- Navigate to the required Week and select Apply.
- Click the Filter option (see below).
- Ensure the Roster Roll Up toggle is ON.
- From the 'Extra Display Item*' list, select Attributes.
NB: you can only choose one display item on the roster in addition to the shift start and end time.
- Click Apply.
