The Overtime Offer and Response feature allows supervisors to offer overtime hours to employees who can choose to accept or refuse the offer.
Supervisors can offer overtime to:
Employees they supervise
Members of any OVERTIME_POOL groups for which they are managers
The overtime offering process begins when you create an overtime offer and select a group of employees to work overtime (OT Offer form). Once you define the employees, day of the overtime hours, and number of overtime hours, you can present the offer verbally or electronically. Employees will accept or refuse the offer via the Web application of a client terminal (OT Response form). The supervisor can then authorize the overtime, creating an overtime schedule for the person.
A supervisor’s OT Offer Policy determines how many hours of overtime the supervisor may offer employees. When an employee refuses an overtime offering, the employee's OT Response Policy determines if a Refusal Code is required and which Refusal Codes the employee can use.
See Also:
Configure the Overtime Policies
Configure the Overtime Offer Message Triggers
This feature requires the following:
You must have the Overtime Offer and Response Service and Forms module included in your license file.
The Overtime Offer and Response Service and Forms module must be enabled.
To check if the module is included in your license and enabled:
Click Main Menu > Configuration > System > Licensing.
On the License Modules tab, select the Module Name called Overtime Offer and Response Service and Forms.
The following boxes must be checked: Licensed and Module Enabled.
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1. Manager creates an overtime offer.
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Overtime offers are created on the OT Offer form (Main Menu > Manage > OT Offer).
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To make an overtime offer, the manager must be assigned an OT Offer Policy. The SYSTEM_DEFAULT OT Offer Policy is assigned to all users as a System Setting.
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2. Manager selects the employees who will receive the overtime offer.
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Employees are selected via the Add Person(s) button or the Add Pool(s) button on the OT Offer form.
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Supervisors can select from a list of employees they supervise as well as employees in an OVERTIME_POOL group for which the supervisor is a manager.
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3. Manager offers the overtime to the selected employees.
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Manager uses the Offer button on the OT Offer Detail tab of the OT Offer form.
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4. Employee receives the overtime offer.
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Employees can receive an overtime offer in the following ways:
By default, the application is configured to display a message to the employee on the client terminal or web application. You can Configure the Overtime Offer Message Triggers to determine which persons received these messages and/or emails.
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Email messages are delivered to the employee’s Email Address as configured on the Employee form. The MESSAGE_DELIVERY service must be run in order to deliver email messages.
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5. Employee responds to the overtime offer.
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Client Terminal/Web Time Clock: Employee selects the OT Response button on the InTeract Client or Web Time Clock. Employee then chooses to Acknowledge, Accept, or Refuse the offer. Web: Employee uses the OT Response form in the Shop Floor Time Web (Main Menu > Self Service > OT Response). Employee then chooses to Acknowledge, Accept, or Refuse the offer. If the employee responds verbally, the manager can enter the response on behalf of the employee on the OT Offer Detail tab of the OT Offer form.
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When an employee refuses an overtime offer, the employee's OT Response Policy determines if a Refusal Code is required. If a Refusal Code is required or optional, the policy also determines which Refusal Codes the employee can select.
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6. Manager receives messages about the employee’s response.
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By default, Shop Floor Time is configured to display a message to both the employee and the manager, and to send an email to the manager, when an employee acknowledges, accepts, or refuses an overtime offer. See Configure the Overtime Offer Message Triggers.
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7. Manager reviews the overtime offer responses.
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The manager can review the responses to the overtime offer on the OT Offer Detail tab of the OT Offer form.
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8. Manager authorizes, cancels, or revokes the overtime offer.
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The manager can authorize, cancel, revoke, or unauthorize the offers using the OT Offer form and the OT Offer Detail tab. Authorize: An overtime schedule will be created. Cancel: Cancels all offers for all people associated with the OT Offer. When an offer is cancelled, it can no longer be accepted, refused, or acknowledged. Revoke: Cancels the offer for an individual. OT Offers that do not have a status of Pending, Revoked, or Cancelled can be revoked. Unauthorize: Any schedules for the person that resulted from the authorized offer will be deleted.
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For details about how to perform all these actions see OT Offer and OT Offer Detail.
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9. Employees receive a message about the status of the offer.
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By default, Shop Floor Time is configured to display a message to the employee when the manager has authorized, cancelled, revoked, or unauthorized the offer. See Configure the Overtime Offer Message Triggers.
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The OT Response Policy determines if a Refusal Code is required when an employee refuses an overtime offering. If a Refusal Code is required or optional, the policy also determines which code to use. When a supervisor refuses an OT offer on behalf of the employee, the supervisor's OT Response Policy applies.
If the OT Response Policy indicates Refusal Codes are Optional or Mandatory, you may have to create these codes on the Charge Code form and then create a Charge Group.
The OT Offer Policy determines how many hours of overtime a supervisor may offer employees. If a supervisor is not assigned an OT Offer Policy, the supervisor will not be able to use the OT Offer form.
Both policies can be assigned to a single Employee via the Employee Setting form, to a Employee Group with type POLICY_GROUP or FACILITY via the Employee Group Setting form, or to all users via the System Settings form. An Employee setting overrides an Employee Group setting, which overrides a System Setting. See Settings Precedence for more details.
The Overtime Offer Message Triggers create messages when a supervisor offers or authorizes overtime, and when an employee responds to an offer. These triggers are configured in a person’s Message Policy. The person must be assigned a Message Policy that has the appropriate triggers and trigger settings enabled in order to receive messages.
OT_OFFER_ACTION (OT Offer Action Message)
Creates a message when a supervisor offers overtime to an employee.
OT_OFFER_ACTION_AUTH_BEF_AFT (OT Offer Message for Authorize Before After actions)
Creates a message when a supervisor authorizes a Before/After overtime offer.
OT_OFFER_ACTION_AUTH_HOL (OT Offer Message for Authorizing Holiday and Gap actions)
Creates a message when a supervisor authorizes a Gap or Holiday overtime offer.
OT_RESPONSE (OT Offer Employee response)
Creates a message when an employee has acknowledged, accepted, or refused an overtime offer.
You can configure each trigger to send a message and/or an e-mail to the employee and/or supervisor; see “Message Trigger Settings” below.
For each of the Overtime Offer Message Triggers described above, you can enable or disable Trigger Settings to define whether a terminal/web message will be displayed or an email message will be sent.
Note that an email message is only sent when the MESSAGE_DELIVERY service runs. You must also configure your system’s Message Email Config settings. To receive an email message, a person must have an e-mail address defined on the Employee form.
See Message Trigger Setting Types for more information on these settings.
SEND_EMAIL_TO_MANAGER
When the trigger is activated, this setting creates an e-mail message that will be sent to all the employee's supervisors. If you only want to send the message to supervisors with a particular Supervisor Role, use the SUPERVISOR_ROLE trigger setting as well.
SEND_EMAIL_TO_OT_POOL_OFFERER
When the trigger is activated, this setting creates an e-mail message that will be sent to the OT Pool Manager who offered overtime to the employee. This setting is only used if the manager selected the person for overtime using the Add Pool(s) button on the Overtime Offer form.
SEND_EMAIL_TO_USER
When the trigger is activated, this setting creates an e-mail message that will be sent to the affected employee.
SEND_MESSAGE_TO_MANAGER
When the trigger is activated, this setting creates a message that will display to all the employee's supervisors. The message will display in the Shop Floor Time Web or the InTeract Client the next time the supervisor logs in. If you only want to send the message to supervisors with a particular Supervisor Role, use the SUPERVISOR_ROLE trigger setting as well.
SEND_MESSAGE_TO_OT_POOL_OFFERER
When the trigger is activated, this setting creates a message that will display to the OT Pool Manager who offered overtime to the employee. The message will display in the Shop Floor Time Web or the InTeract Client the next time the OT Pool Manager logs in. This setting is only used if the manager selected the person for overtime using the Add Pool(s) button on the Overtime Offer form.
SEND_MESSAGE_TO_USER
When the trigger is activated, this setting creates a message that will display to the affected employee. The message will display in the Shop Floor Time Web or the InTeract Client the next time the employee logs in.
If any of your Overtime Offer Message Triggers have a SEND_EMAIL Trigger Setting enabled, you will need to run the MESSAGE_DELIVERY service. The MESSAGE_DELIVERY service delivers sends emails to the Email Address on the Employee form.
The EXPIRE_OFFERS service updates overtime offers that have a status of Offered or Acknowledged and have expired per the Cutoff Date on the OT Offer and OT Response forms. The service changes the offer status to Refused After Cutoff. Note that offers with a status of Refused After Cutoff can still be accepted (the status will be Accepted After Cutoff).
Services can be scheduled to run on the Service Instance form. You can also run a service immediately using the Service Monitor form.
In addition to offering overtime to the employees they manage, supervisors can offer overtime to employees that belong to an OVERTIME_POOL that they manage. To offer overtime to members of an OVERTIME_POOL, use the Add Pool(s) button on the Overtime Offer form.
An OVERTIME_POOL is a group of employees that can be offered overtime. You can create an OVERTIME_POOL on the Employee Group form. To add the employees who will be offered overtime, use the Employee Group Member tab. To add the supervisors who can offer this group overtime, use the Employee Group Manager tab.
The manager of an OVERTIME_POOL does not have supervisory authority over the members via Supervisor Review, Authorized Hours, etc. The manager of the OVERTIME_POOL can only offer the members overtime using the Overtime Offer form.