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Daily Shift Rosters

    A day shift rostering import facility is available as part of TNA generic import.

    Most customers using TNA have customized spreadsheets allowing supervisors or managers to draw up weekly rosters for their employees. The import facility for TNA aims to integrate the spreadsheets information with that of TNA’s processing.

    In this document you will find:

    • the import formats
    • import format examples
    • how to use a spreadsheet to manage your rosters
    • how to import the rosters
    • example spreadsheets you can download

     

    File Format

    There are two file layouts that can be used in TNA 6.01 and later.

    Standard layout (split shifts not enabled)

    This layout can be used in version 5.06M and later.

     

    Field Data Description
    1 R R for Daily Roster record (import type identification)
    2 Site Optional. The site code. Usually left blank in which case the site code at the place of import is used.
    3 Employee Number Required.   The employee number of the employee whom the roster will be imported for.
    4 Start Date Required.  dd/mm/yyyy
    5 Day 1 Shift Code Optional. If blank, then any existing entries for the day will be cleared.
    6 Day 1 Start Time Optional.  Enter a custom start time for the shift.  hh:mm
    7 Day 1 End Time Optional.  Enter a custom end time for the shift.  hh:mm
    8 Day 2 Shift Code Optional. If blank, then any existing entries for the day will be cleared.
    9 Day 2 Start Time Optional.  Enter a custom start time for the shift.  hh:mm
    10 Day 2 End Time Optional.  Enter a custom end time for the shift.  hh:mm
    11 Day 3 Shift Code Optional. If blank, then any existing entries for the day will be cleared.
    12 Day 3 Start Time Optional.  Enter a custom start time for the shift.  hh:mm
    13 Day 3 End Time Optional.  Enter a custom end time for the shift.  hh:mm
    14 Day 4 Shift Code Optional. If blank, then any existing entries for the day will be cleared.
    15 Day 4 Start Time Optional.  Enter a custom start time for the shift.  hh:mm
    16 Day 4 End Time Optional.  Enter a custom end time for the shift.  hh:mm
    17 Day 5 Shift Code Optional. If blank, then any existing entries for the day will be cleared.
    18 Day 5 Start Time Optional.  Enter a custom start time for the shift.  hh:mm
    19 Day 5 End Time Optional.  Enter a custom end time for the shift.  hh:mm
    20 Day 6 Shift Code Optional. If blank, then any existing entries for the day will be cleared.
    21 Day 6 Start Time Optional.  Enter a custom start time for the shift.  hh:mm
    22 Day 6 End Time Optional.  Enter a custom end time for the shift.  hh:mm
    23 Day 7 Shift Code Optional. If blank, then any existing entries for the day will be cleared.
    24 Day 7 Start Time Optional.  Enter a custom start time for the shift.  hh:mm
    25 Day 7 End Time Optional.  Enter a custom end time for the shift.  hh:mm

     

    Example

    R,,1,1/11/2010,Mor6:00,,,Mor6:00,,,Mor6:00,,,Mor8:00,,,Mor8:00,,,WEOff,,,WEOff,,,
    R,,2,1/11/2010,Mor6:00,,,Mor6:00,,,,,,Mor6:00,,,Mor6:00,,,WEOff,,,WEOff,,,

    Split Shift layout

    Field Data Description
    1 RS RS for a Daily Roster record with split shifts enabled (import type identification)
    2 Site Optional. The site code. Usually left blank in which case the site code at the place of import is used.
    3 Employee Number Required.   The employee number of the employee whom the roster will be imported for.
    4 Start Date Required.  dd/mm/yyyy
    5 Day 1 Shift Code Optional. If blank, then any existing entries for the day will be cleared.
    6 Day 1 Start Time 1 Optional.  Enter a custom start time for the first part of the shift.  hh:mm
    7 Day 1 End Time 1 Optional.  Enter a custom end time for the first part of the shift.  hh:mm
    8 Day 1 Start Time 2 Optional.  Enter a custom start time for the second part of the shift.  hh:mm
    9 Day 1 End Time 2 Optional.  Enter a custom end time for the second part of the shift.  hh:mm
    10 Day 2 Shift Code Optional. If blank, then any existing entries for the day will be cleared.
    11 Day 2 Start Time 1 Optional.  Enter a custom start time for the first part of the shift.  hh:mm
    12 Day 2 End Time 1 Optional.  Enter a custom end time for the first part of the shift.  hh:mm
    13 Day 2 Start Time 2 Optional.  Enter a custom start time for the second part of the shift.  hh:mm
    14 Day 2 End Time 2 Optional.  Enter a custom end time for the second part of the shift.  hh:mm
    15 Day 3 Shift Code Optional. If blank, then any existing entries for the day will be cleared.
    16 Day 3 Start Time 1 Optional.  Enter a custom start time for the first part of the shift.  hh:mm
    17 Day 3 End Time 1 Optional.  Enter a custom end time for the first part of the shift.  hh:mm
    18 Day 3 Start Time 2 Optional.  Enter a custom start time for the second part of the shift.  hh:mm
    19 Day 3 End Time 2 Optional.  Enter a custom end time for the second part of the shift.  hh:mm
    20 Day 4 Shift Code Optional. If blank, then any existing entries for the day will be cleared.
    21 Day 4 Start Time 1 Optional.  Enter a custom start time for the first part of the shift.  hh:mm
    22 Day 4 End Time 1 Optional.  Enter a custom end time for the first part of the shift.  hh:mm
    23 Day 4 Start Time 2 Optional.  Enter a custom start time for the second part of the shift.  hh:mm
    24 Day 4 End Time 2 Optional.  Enter a custom end time for the second part of the shift.  hh:mm
    25 Day 5 Shift Code Optional. If blank, then any existing entries for the day will be cleared.
    26 Day 5 Start Time 1 Optional.  Enter a custom start time for the first part of the shift.  hh:mm
    27 Day 5 End Time 1 Optional.  Enter a custom end time for the first part of the shift.  hh:mm
    28 Day 5 Start Time 2 Optional.  Enter a custom start time for the second part of the shift.  hh:mm
    29 Day 5 End Time 2 Optional.  Enter a custom end time for the second part of the shift.  hh:mm
    30 Day 6 Shift Code Optional. If blank, then any existing entries for the day will be cleared.
    31 Day 6 Start Time 1 Optional.  Enter a custom start time for the first part of the shift.  hh:mm
    32 Day 6 End Time 1 Optional.  Enter a custom end time for the first part of the shift.  hh:mm
    33 Day 6 Start Time 2 Optional.  Enter a custom start time for the second part of the shift.  hh:mm
    34 Day 6 End Time 2 Optional.  Enter a custom end time for the second part of the shift.  hh:mm
    35 Day 7 Shift Code Optional. If blank, then any existing entries for the day will be cleared.
    36 Day 7 Start Time 1 Optional.  Enter a custom start time for the first part of the shift.  hh:mm
    37 Day 7 End Time 1 Optional.  Enter a custom end time for the first part of the shift.  hh:mm
    38 Day 7 Start Time 2 Optional.  Enter a custom start time for the second part of the shift.  hh:mm
    39 Day 7 End Time 2 Optional.  Enter a custom end time for the second part of the shift.  hh:mm

     

    Example

    RS,,40,19/09/2011,A1,8:00,12:00,20:30,0:15,A5,22:00,6:00,,,A5,,,,,A5,,,,,,,,,,,,,,,,,,,               RS,,8,19/9/2011,A2,,,,,A2,,,,,A4,8:00,15:00,,,,,,,,,,,,,A10,8:00,12:00,,,,,,,
    RS,,20,19/9/2011,A5,22:30,6:30,,,A5,22:30,6:30,,,A2,,,,,A2,,,,,,,,,,,,,,,,,,,

    Rules of engagement

    1. You may import the same roster for the same period more than once. The last import will override any existing rosters you have. This is very helpful if you had to change a roster on the fly.
    2. If a day shift code is not filled in, then TNA will remove any existing roster for that employee for that particular day if all of the time fields are also blank.
    3. A time of 0:00 is seen as midnight.
    4. This means you cannot import less than seven days of shift information. You have to fill in all seven days’ roster, otherwise existing rosters will be removed.
    5. To add a custom roster, you must fill in a shift code, start time and end time in hh:mm format.
    6. You may import multiple periods of seven days at the same time. The rosters will be imported into TNA from and including the From Date field in the import file.  The From Date can be any date of your choosing.  The example shows you how to export data for seven days, but you may choose to export data for 14 days. This does means you would have to export two rows of seven days for the employee where the second row has a From Date seven days later than the From Date in the first row.
      • From TNA 6.01n you can adjust the number of days you import by default by editing the checks.tps file:  Under the [TNA] section add RosterImportDays = x (were x is the number of days the import will support or Monthly) e.g. RosterImportDays = 14.  The Monthly parameter will expect the export file to contain information for the full month you are importing for.
    7. The shift list sheet on the excel spread sheet must match per shift code the day shift code in TNA. You may choose to exclude some days shifts from the excel shift list if you want.
    8. You may import the roster retrospectively. TNA will accept this and reprocess the daily hours against the new roster entered, even if it was in the past.

    Using Excel to export data to TNA

    It is foreseen that the basic structures of the customer’s existing rostering spreadsheet can be used, but small adjustments will have to be made on these roster spreadsheets, to allow data to be exported to TNA. To assist with this, we have created an example roster spreadsheet for excel.

    Please feel free to customize the spreadsheets to your company’s requirements if you have the necessary excel expertise. We are supplying this attached spreadsheet as an example only. We do not support excel issues or questions.

    The excel spreadsheet has three worksheets. Roster, Export and Shift Sheet.
     

    SheetNames.jpg

     

    The roster sheet allows you to enter employee data, and the employee’s roster for seven days.

     

    SplitShiftExample.png

     

    Shifts are selected when you highlight the applicable day in the roster. A drop down arrow will appear. A selection of available shifts will appear when you select the drop down arrow.

     

    RosterDropDown.jpg

     

    The shifts in the drop down list are made up from shifts entered in the Shifts tab of the excel example provided. A screen shot is below. The drop down list is dynamic. So when you add a new shift to this list, it will immediately appear on the roster’s drop down selection.  The codes entered in this list are the daily shift codes. You can find the codes that you r shifts have been configured with the Configuration Module: Setup, Shifts, Daily shifts.  Change the shift codes in the example spreadsheet to the ones in your Daily Shifts.

     

    DailyShiftList.jpg

     

    When you select the export sheet, the roster data entered on the Roster sheet will be formatted ready for import into TNA. All you have to do is copy the data generated shown below, and paste it into a file for TNA to export. Those with excel skills will be able to write a macro which will create the file automatically.

     

    CopyData.jpg

    Importing roster data into TNA

    Roster data is imported into TNA using the generic import format for TNA. To import roster data into TNA, open the User module. Select the File menu, the Import sub menu. Now select Clockings. Although we are selecting to import clockings, we will use the generic format to import daily rosters.

     

    ImportingRoster.jpg

     

    The options menu will appear.  Select the Generic Format and from the ? button select the file you created from the roster spreadsheet. Now select Start. The rosters will be imported.

     

    ImportOptions.jpg

    Example spreadsheets

    You are welcome to download the example spreadsheets below.

    Standard layout

    Split Shift Layout

     

     

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    Page last modified 14:00, 30 Nov 2011 by Careen CS Time/TNA Documents > Importing Data > Daily Shift Rosters

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