Every employee will have access to the system. Corporate users and field management will have detailed reporting and tracking of schedules and labor. Store managers can manage their employees, approve time off requests, create schedules, and view actionable reporting such as potential overtime. Store employees can view and print their schedules, request time off and trade shifts with other employees (with manager approval).
Store Managers can see their schedule and the schedules of their employees and they can view and approve requested time off. When used in conjunction with the Atlas Time & Attendance system, managers can see who is currently clocked in at their store, their daily payroll, and actual worked hours versus scheduled hours.
Field Management can view the schedules of their locations and view scheduling and payroll reports.
The Atlas Web also provides a means of communication with all levels in the company through an on-line messaging system. Employees do not need to have an email address to receive messages, they just log into the Atlas Web. Managers can send messages to all their store employees, field management can message all their stores and store employees. Employees are automatically notified of any events that may affect them such as the creation of a new schedule or approved time off request.
Most store managers are not labor scheduling professionals, so Atlas Web has taken on most of the work for them. Once your company and locations are configured, most managers should be able to complete their schedule from start to finish within 15 to 30 minutes. Atlas Web uses a variety of tools such as wizards and on-line help to help the manager complete their schedule. The Scheduling Wizard will walk them through all the required steps to successfully complete a quality schedule. Once the manager is familiar with the system, they may chose to skip some of the steps that do not require attention that week.
Atlas gives you two ways to manage the workload you want the location to schedule each week. Either the Manager can maintain the workload requirements by hour each week based on how many hours they are allowed to run, or the workload can be uploaded by the Corporate Office each week. If you have an internal forecasting method for workload requirements by hour, you can upload the workload to the Atlas Scheduler as a CSV file each week. The locations will then schedule to this uploaded workload. If you chose this method, the Manager can view the workload requirements by hour, but can not make any changes.
Atlas Web also provides help to ensure that your managers are creating quality schedules, with minimal over and under staffing, staying within employees’ available work times, and adhering to common labor practices and policies. Before a manager even creates a schedule, their location setup, employees and tasks are all reviewed in the “Pre-Schedule Concerns” step to help ensure schedule quality.
Once the setup has been verified, the Atlas Web Scheduling Engine creates a schedule. This heuristic scheduling engine matches your employees’ availability with the required workload to create a schedule. The engine creates a few workload variances as possible to help ensure that you have employees when you need them, and not when you don’t. It also ensures that employees are scheduled when they are available to work and that shift guidelines are followed. In most cases, the Atlas Web Scheduling Engine can produce schedules that are 90% – 95% complete, and many times, the manager wouldn’t need to make any changes.
Once the system creates a schedule, the manager can then review it, and make any changes that may be required to achieve the best schedule possible. Each schedule is graded on a scale of 0-100, 100 being the best. Field Management can monitor these grades to find any schedule coaching opportunities or possible staffing issues.
The Atlas Scheduling Web can ensure consistent quality of scheduling across your company, provide actionable visibility to labor, improve employee moral by improving the quality of their schedules, and improve sales and lower labor costs by ensuring labor is placed at the correct times, covering busy times more effectively while reducing down-time.
- Minimizes variances to desired workload to improve customer service and reduce down-time.
- Scheduling wizard to walk the user through the steps of creating a schedule.
- Pre-Schedule Concerns to identify potential conflicts or problems before the schedule is generated.
- Post-Schedule Concerns to highlight issues with the schedule that can be corrected.
- Allows for starting the scheduling week on any day, not just Sunday so whether you schedule your locations Sunday – Saturday or Thursday – Wednesday, the Atlas Scheduler will fit your business requirements.
- Provides better visibility to store employees to scheduling, including messaging and time-off requests. Improves moral by ensuring employees are scheduled within their rules and availability.
- Corporate office address and phone number
- How you refer to your employees (associates, helpers, etc.)
- What, if any, hierarchy structure you want to use for reporting, such as District Managers, Regional Managers, etc.
- The name of a site administrator and of any other system users such as corporate payroll or analysts
- Location number and any ADI name used
- Location address, phone and time zone
- Whether or not the location needs to schedule breaks (all locations will schedule lunch breaks)
- What scheduling increment the location will use: hourly, half-hourly or 15-minutes.
- The hours of operation by day
Workload is considered to be customer-facing activities that require an employee’s time such as sales, cashier, etc. For each of these workloads, you will assign:
- A description
- A character representation for the scheduler, such as ‘S’ for sales and ‘C’ for cashier
- A color code
Workload requirements can either be maintained by the Store Manager each week, or uploaded by the Corporate office utilizing internal workload forecasts.
Role or Job Information
Each employee is assigned one or more jobs, or roles. Roles can be Manager, Assistant Manager, Sales, Cashier, etc. Each role can satisfy one or more workload requirements. For example, your location may have workloads for Sales and Cashier. The role of Manager can perform both workloads, while the role of Cashier can only satisfy the Cashier workload requirements.
Minimum Staffing Requirements
Your locations may have certain minimum staffing requirements. These are assigned by role. For example, you may want to ensure that there is always a member of management in the store. You would add a minimum staffing requirement for ‘Management Coverage’, and assign to it each role that would satisfy the requirement, such as Manager, Assistant Manager and Key-Holder.
Tasks are considered to be non-customer facing activities such as stocking, cleaning, opening the store, etc. For each task you assign:
- A description
- A minimum number of hours to perform the task
- What days the task can be performed by default
- What employee roles can perform the task
- What times to perform the task, such as morning, evening or all day
- Personal information such as name, address, phone, etc.
- Whether the employee is full-time or part-time and salaried or hourly
- Hire date and birth date (optional)
- The employee’s availability, to include
- What days and times they can work
- A range of how many days they should work each week
- A range of how many hours they should work each day and week
- What roles they can perform