The "Job Edit/Allocation" modal can be accessed by proceeding through job creation, or via the "Roster Management Console" using the right-click mouse options.
The job costing function can be switched off via a custom setting for a customer, so all resource allocation can be done via the Skedulo web application.
For a resource to be considered available for allocation they need to fulfill the following criteria:
A resource is defined as delivering within the region related to the job.
There is no exclusion record between the resource and the client's account.
They have the applicable tags defined as required for delivery of the job.
There is no conflicting job allocation or unavailability.
If another job allocation exists prior to the job, the resource has adequate travel time between the two.
They have an existing shift record that satisfies any of the below criteria:
There is an existing shift for the resource during the job period, OR
There is an existing shift for the resource, outside of the job period, but within the job gap threshold (defined in custom setting).
There is general availability (via individual availability record or availability template) for a resource where their employment type is not equal to "Full-Time."
On selection of a resource being considered for allocation, the scheduler can query the cost of the resource delivering the job.
To determine the costing of a resource to deliver a job, Skedulo passes the current job as either; a standalone shift, or if another shift was identified for it to be related to, it also sends through all other existing shift records within the current roster period for each resource selected to get costing to and from KeyPay.
KeyPay calculates the award rules applicable to the shift, then return these rates to Skedulo in data sets.
As these costs are for the entirety of the shift’s length, to establish true job costing Skedulo then divides each data set by the shift duration and then multiplies those costs by the job’s duration (scheduled end time - scheduled start time) and surfaces these values within the "Normal" cost field on the resource cards.
As part of the costing, there is currently no consideration for the kilometers traveled to and from the job.
The OT (Overtime) costing is not currently calculated by KeyPay, therefore it is currently not populated via the Skedulo + KeyPay integration, however, it is there as a placeholder for future development.
Shifts can be created manually for resources via Skedulo in the Skedulo web app.
Alternatively, if a shift does not exist for a resource that is allocated to a job, a shift is created at the point of job allocation, with the following information copied from the job and job allocation to the shift:
Scheduled start time (Job).
Schedule end time (Job).
When a resource is allocated to consecutive Jobs the existing shift will be extended to accommodate the new jobs. The shift extension logic will be managed so that:
A custom setting (create travel activity when JA completed) will be used to determine if the scheduled start will include the estimated travel time on a job.
If set to true, a new travel activity will be created when the is JA completed.
End Time = JA Time In Progress, and
Start Time = JA Time in Progress - Estimated Travel Time.
A custom setting will be used to capture a job gap—this will extend the shift if the scheduled end time of a job and the scheduled start time of the next job fall within this threshold.
Activities (that will be used to capture things like meal breaks) will also be treated like a job, so if a resource has a job and then an activity that starts within the threshold, then the shift will be extended to support the activity. This is controlled via a custom setting
Conversely, when a job is unallocated or activity deleted for a resource, then the shift will be shortened by the corresponding amount.
Once the shift has been created, the resource will be able to use the clock-in and clock-out function on the Skedulo mobile app to capture the actual times of the job.
Approved timesheets in Salesforce can be submitted to KeyPay via the timesheet console, where a "Submit for Payroll" button will be shown when the timesheet is at a status of "Approved" and has not previously been submitted for approval.
The approval process will be managed as part of the timesheet solution and provides the ability to manage shifts by exception (where the scheduled and actual shift times fall outside a predefined threshold). Additionally, timesheets can be automatically approved if they do not have an exception (it is a custom setting).
On selection of submission via either method, only shift records that are at a status of "Approved" will be sent through to KeyPay for record creation with the following shift information sent:
Customers do not enter any break information. KeyPay manages the meal break payments as part of the award set up. A rule will be set up in KeyPay whereby if the shift is greater than 6 hours then a 30-minute meal break will be deducted. As a result, the meal breaks entered in Skedulo as activities will act as reminders for the resources to take a break, and for the schedulers not to allocate jobs over these breaks.
A custom setting will define what travel fields will be summed on the job allocation record onto the corresponding shift record.
The kilometers traveled will be managed on the "Log Billable Travel Form" and can include any combination of the following fields: Est Distance Traveled (KM), Actual Distance Traveled (KM), Total Km Travelled with Client.
For each shift’s kilometers traveled a new kilometers record will be sent to KeyPay with the units being the "Kilometers Traveled" field.
Finalized timesheets will appear in KeyPay and can be processed against the "Award Interpreter" for payroll purposes.
In Skedulo, the timesheet field "Date/Time Timesheet Submitted to Payroll" will be time-stamped.
In Skedulo, the shift field "Date/Time Shift Submitted for Payroll" will be time-stamped.
In Skedulo, the shift status field will be updated to "Finalized."
If the submission fails, KeyPay will return error codes and details of the errors. Some of these error messages will give details of the data requiring resolution. Alternatively, your KeyPay account manager should be contacted to provide additional guidance/information on how to resolve it.