The WORKOFO system can be activated for double approval of work schedules according to the customer's requirements.
Process:
The approval process involves two managers
1 manager - initiates the approval of the timetable (e.g. head of the unit)
2 manager - approves the schedule based on the request received (e.g. store manager)
a) The unit manager with schedule optimization/change/creation rights approves the work schedule.
b) The system generates an approval request and displays a short schedule information (see screenshots below)
c) The unit manager confirms that the information is correct and sends the request.
d) While the request is active, the WORKOFO system blocks any changes to the work schedule (shifts, requests, absences).
e) The store manager makes the final decision on whether the schedule is appropriate and marks the information in the request accordingly - confirming or rejecting it.
Steps in the system:
The manager initiating the approval request:
1. The manager draws up the timetable and presses the button Approve.
2. The manager opens the request window displaying the information:
1. Schedule month
2. Name of unit
3. Number of staff on the schedule
4. Total number of scheduled working hours
5. Number of marked absences (sickness/leave etc.)
6. Total difference between staff normative working hours and scheduled hours). Negative value for shortage / Positive value for surplus.
7. Service indicator result
8. Hours efficiency indicator result.
9. Legal errors in the work schedule.
10. Planning errors (business errors) in the schedule.
11. Minor planning discrepancies are allowed.
12. Field for manager's comment (the approving manager will see the entered comment - the field is optional).
13. Button to send the schedule for approval.
3. After checking the information (if everything is correct), the manager presses the button - Request -> The system creates a request for approval of the work schedule and sends it to the approving manager.
IMPORTANT: The manager is not allowed to edit the work schedule while the request is active. If there is a need to modify the timetable and resend it for approval, in the Pending Requests window, it is necessary to cancel the request -> Make the necessary changes -> Create a new request for timetable approval.
Approving manager:
1. A new request appears in the Pending Requests window - Request for approval of the timetable.
2. Click on the request or the Open button
3. The same information is displayed for the manager who initiated the request. The manager approving the request decides on the approval of the timetable (buttons Approval / Cancel).
Confirm - the system confirms the timetable for the selected period. The timetable goes from draft/optimized draft to Actual.
Cancel - the timetable remains in the draft version. The manager who initiated the request can review the approving manager's comment, make changes to the timesheet, and re-initiate the timesheet approval.
