Summary

You can use Allocation View to plan your roster. An Allocation is a combination of:

• Requirements
• Employees rostered for those requirements.

When you open a roster period, PayGlobal adds allocations for the period date range. Each Allocation record corresponds to a Requirement specified on a Requirement Tour. As part of the Open Roster process, PayGlobal counts the number of employees rostered to each allocation. As a result, each Allocation contains the number of employees:

• Required for a particular shift (shown in the Req column)
• Currently rostered to that shift (shown in the Alloc column).

After you open the roster, PayGlobal creates a list of suggested employees for each Allocation. You can then maintain Allocations by using the list of suggested employees to fill gaps in the roster. You have two options:

• Generate a list of suggestions.
• Generate the list, and automatically place the top suggestions into unfilled shifts.

For example, a hospital requires five nurses for the morning shift, but only three nurses are rostered. The hospital could roster on two more employees or reduce the requirement for that shift.

You can fulfill a requirement by:

• Manually selecting an employee and rostering them to the requirement.
• Choosing an employee from the list of suggestions that PayGlobal generated.
• Having PayGlobal automatically select an employee from the list of suggestions that it generated.

Preparation

Before you can use Allocation View, you must set up Requirements and Process Roster Allocations.

1. Use the Requirements entity to define the conditions that you require for a future roster.
2. Use the Process Roster Allocations run command to apply requirements to a date range. This command also creates suggestions for people who can fill the required specifications. PayGlobal uses Placement Criteria associated with a requirement to determine the most suitable employees.

Change to Allocation View

1. In the main menu, click View | Allocation View, or click the Show Allocation View button in the Employee View header.

   An Allocation View toolbar appears in the header.

2. Select the start and end dates of the period that you want to display.
3. Click Go!
4. Press F5 to display the allocation records.

Refresh Allocation View

Allocation View does not automatically refresh data when you add employee allocations. Press F5 to view the most recent data.

Copy a Requirement

1. Select the requirement to copy.
2. Press Ctrl+C to copy a requirement.
3. Press Ctrl+Up arrow to switch to Employee View.
4. In Employee View, press Ctrl+V to paste the requirement.

Shortcut keys

• Ctrl + Up/Down arrows

  Switch between Allocation View and Employee View.

• Enter

  If you press Enter in a column that displays the number of employees currently allocated, then PayGlobal switches you to Employee View filtered by those employees. This function also applies to the Suggested column.

• Esc

  View all employees defined by your current query.

• Ctrl+C

  Copy a requirement.

• Ctrl+V

  Paste a requirement.

  The requirement is copied to the clipboard, so you can press Ctrl+V to paste the requirement to multiple employees.

  Note: To automatically refresh the allocation counts after they are saved, go to the Tools | Customise | Layout | Allocation tab and set Auto refresh after save to 'Yes'.

Restrict access to Allocation View

You can restrict access to Allocation View by applying a security query to Requirements in security profiles.

Example

You need to filter Allocations based on Requirements, and Requirements records use a specific coding convention. For example, all Requirements relating to security begin with "S". When a security rosterer uses Allocation View, they should see only Requirement Allocations that contain Requirements codes beginning with "S".

1. In Rostering | Requirements | Requirements, create a "Requirements – Security" query with the following clause:

   "Requirement code begins with S"

2. In Administration | Security | Security Profiles, open the appropriate Security Profiles record.
3. On the Menu tab, navigate to Rostering | Requirements | Requirements.
4. In the Default Query and Security Query fields, select the "Requirements – Security" query.