Overview
Rostering by Project is our second option introduced to restrict who can be added, viewed, and managed within a roster based on the settings of the project selected in the Roster Scoping Options. Before this feature was introduced, a Roster Manager could only limit employee visibility based on a position and its reporting line.
This functionality is controlled through a setting on the roster, allowing it to accommodate Roster Managers who require visibility and control over employees working on a specific Project.
How it Works
To utilise the Rostering by Project capability, follow these steps;
Navigate to My Team/Employees, Team Roster, Rostering [NEW];
Select Add New Roster to open the Options drawer;
Switch to the Visibility tab; and
Choose the applicable Project from the searchable list under Projects.
If you wish to restrict visible employees to only those who are explicitly assigned to the selected project, tick the checkbox.
What is the Project?
The Projects field shows all Projects that are visible in the current organisation under Structure - Projects.
Adding/Editing the Projects Field
Any user with the Manage Roster Options permission can edit the Project field in the Roster Options drawer.
Impact on the Roster
The roster will be limited to Employees who are eligible to work on the selected project(s).
If the selected project(s) are set to allow all employees to work, all employees will still be available in the employee selector. To limit the visible employees to only those explicitly assigned to the selected project(s), you can use the Limit to Employees Explicitly Assigned to Project/s checkbox.
The following areas of the roster will be limited by the Project selection:
Calendar view in the roster
Day view in the roster
Add Employee drawer
Add/Edit Shift drawer
Reassign shift list
Shift offers
Import from templates and previous periods
Important Note about Costings
The costing of shifts created on the roster will default to the employee’s Primary costings, which may not be the project that the roster view has been restricted to. This allows shifts to continue to be costed to any desired project.
Adding/Changing Project in an Active Roster
A project roster scoping can be applied to a current roster. However, the following should be taken into consideration:
Any employees in the roster who are not eligible to work in the selected project will be removed from view in the roster.
Any shifts (published and draft) applied to the stated above employees will be removed from view in the roster
Published shifts will remain published.
Draft shifts will remain draft - It is recommended draft shifts are either published or removed before changing the project.
How is it determined which employees will show up on the Roster?
When a roster is scoped by Project we check the following to determine eligibility:
Whether the Project allows for all employees or only selected employees;
If the project allows for all employees, is the Limit to Employees Explicitly Assigned to Project/s Checkbox selected
Whether the Employee can only work on assigned projects (i.e., those listed under the Projects tab of their master record) or all projects;
Whether the Project allows for all of one cost centre (e.g,. Department) or only selected items of that cost centre;
Whether the Project allows for all of the multiple cost centres or only selected items of each separate cost centre;
The impact of having the Project listed or not on the Projects tab of an employee’s master record.
Overnight Shifts and Commencement/Cease Dates
Add/Edit Shift Drawer
An employee will always show as partially available if they have an overnight shift that overlaps with their commencement or cease date in a project.
Reassign (Single Shift)
An employee will always show as partially available if they have an overnight shift that overlaps with their commencement or cease date in a project.
Reassign (Multiple Shifts)
An employee will only show in the list if they can work the selected project for all shift dates.
Day View
If an employee has an overnight shift that overlaps with their cease date in a project, the parts of the shifts on the following days will show with the following conditions;
Cease date - as normal and able to be edited.
Day after the cease date - shows, but the shift cannot be edited.