Workforce Management Workflows Overview

Questions and Answers

What is a workflow?

A series of tasks Oasis groups together to make day-to-day and weekly functions more efficient and consistent.

Why is it important to complete workflows timely?

Accuracy for time worked and absences, TOR's processed timely, schedule info is up-to-date, helps to meet Publix expectations and standards.

What workflow will be completed every day?

Time and Attendance.

What does the Daily Time and Attendance workflow include?

Review and correct unpaired punches, review TOR report, review Actual to Scheduled Hours Variance Report, create TORs for associates who miss work, fix time punch errors, identify associates approaching overtime, prevent minor violations, and coach associates who don't follow their schedule. Signup and view all the answers

When should the pre-scheduling workflow be completed?

Thursday-Sunday (by 9pm). Signup and view all the answers

What does the pre-scheduling workflow include?

Review and edit templates, manually schedule associates or preschedule any associates borrowed from another department, review and edit TGLOs, schedule management, CSTL, and CSS in production roles. Signup and view all the answers

When should pre-payroll be completed?

Thursday or Friday. Signup and view all the answers

What does the pre-payroll workflow include?

Review department managers' progress and all outstanding: unpaired punches, time punch errors, TORs, missed shifts, and minor violations. Signup and view all the answers

When is the payroll workflow completed?

Saturday between 7am-1pm. Signup and view all the answers

What is the target amount of hours per day for standard PT associates?

7 hours per day. Signup and view all the answers

What is the target amount of hours per week for standard PT?

15-34 hours per week. Signup and view all the answers

What is the maximum consecutive days standard PT can work?

<ol start="5"> <li></li> </ol> Signup and view all the answers

How many hours per day is the target for Standard FT?

8 hours per day. Signup and view all the answers

What is the minimum amount of hours allowed for FT?

40 hours a week. Signup and view all the answers

How long should a salary manager's work day be?

10 hours a day. Signup and view all the answers

How many hours a day should a FT manager work?

9 hours per day. Signup and view all the answers

What are the two manual shift strategies?

4 day FT, 32 hour FT. Signup and view all the answers

How many hours per day should a 4-day FT associate work?

10 hours per day. Signup and view all the answers

What is a TPR?

Total Performance Rating. Signup and view all the answers

What are the TPR values 1-5?

5= unacceptable, 4=needs improvement, 3=meets expectations/successful, 2=exceeds expectations, 1=role model. Signup and view all the answers

Which TPR score would be prioritized in auto-scheduling, 3 or 1, and why?

1, because Role Model associates would be better placed in certain roles before Meets Expectations associates. Signup and view all the answers

What would be a reason to exclude an associate from certain roles?

Physical or mental limitations OR have not been trained in certain roles yet. Signup and view all the answers

When should a minor be assigned to a school calendar?

Always, until they become an adult or 'minor as adult' even if homeschooled, dropped out, or graduated. Signup and view all the answers

How long would it be appropriate to borrow an associate rather than transfer?

2 weeks or less. Signup and view all the answers

What minor violations are prevented by the time clock?

Working without a schedule, taking less than a 30 minute break, punching in early. Signup and view all the answers

Can minors be borrowed by other stores?

True Signup and view all the answers

What does TGLO stand for?

Task Group Location Override. Signup and view all the answers

What are periodic tasks?

Occur less frequently than once a week, so Oasis cannot accurately forecast these tasks. Signup and view all the answers

When is labor earned?

When SM/ASM enter hours into Oasis. Signup and view all the answers

What are fixed tasks?

Labor remains constant week to week, e.g., CS-Floor Care. Signup and view all the answers

What are variable tasks?

Labor changed week to week depending on store's sales, items, and customers. Signup and view all the answers

What are daily tasks?

Up to 7 days a week. Signup and view all the answers

What are weekly tasks?

Usually once a week. Signup and view all the answers

What does 'override exists' mean on the TGLO screen?

Indicated whether the store has manually entered a TGLO for the particular task group. Signup and view all the answers

What is AM FEC labor based on?

Customer count open to 2pm. Signup and view all the answers

What is PM FEC labor based on?

Customer count 2pm to close. Signup and view all the answers

When should TGLOs be completed by?

9pm Sunday for the schedule starting the following Saturday. Signup and view all the answers

What is auto-schedule?

Automatically generated by Oasis based on forecast sales, labor demand, business rules, associate availability, and TGLOs. Signup and view all the answers

What is a manual schedule?

Any schedule not created by auto-schedule. Signup and view all the answers

What is the range of acceptable schedule accuracy for the CS-FEC role?

95-100% accuracy. Signup and view all the answers

What is a business unit?

A segment of a larger organization, usually managed as a profit-and-loss center, in our case, the store we are located at. Signup and view all the answers

What is a workgroup?

Equivalent to a department. Signup and view all the answers

What is a primary job?

Associate spends 51% or more in this job. Signup and view all the answers

What are labor roles?

Based on primary job, assigned to associates. Signup and view all the answers

What is labor hierarchy?

An outline that shows the order tasks roll up into jobs. Signup and view all the answers

Do misc roles earn labor?

False Signup and view all the answers

Why should you schedule a labor role?

To fulfill labor demand. Signup and view all the answers

Why should you schedule a training role?

If an associate is training or is being trained by another associate. Signup and view all the answers

Why might you schedule a misc task?

Non-routine tasks, aren't part of any other role, prevents associate from primary role. Signup and view all the answers

What is an ACSM's primary role?

CS-Mgr. Signup and view all the answers

What is a break?

On the clock, e.g., a 10 minute break. Signup and view all the answers

What is a meal break?

Off the clock. Signup and view all the answers

How long of a break should an adult get with a shift of 7 hours or greater?

1 hour. Signup and view all the answers

How many continuous hours can a 14 or 15 year old minor work?

4.5 hours. Signup and view all the answers

How many continuous hours can a 16 or 17 year old minor work?

5 hours. Signup and view all the answers

What qualifies a shift as a 'night shift'?

Begins at or extends to 7pm. Signup and view all the answers

What is the minimum number of cashiers to be open during store hours?

One. Signup and view all the answers

Study Notes

Workflow Overview

Workflow groups tasks to enhance efficiency and consistency in daily and weekly functions.
Timely completion of workflows ensures accuracy in time worked, absence management, and compliance with Publix standards.

Daily Time and Attendance Workflow

Must be completed daily, involving several tasks such as:
- Correcting unpaired punches and reviewing TOR reports.
- Addressing hours variance reports and creating TORs for absent associates.
- Identifying potential overtime and coaching associates on schedule adherence.

Pre-scheduling and Pre-payroll Workflows

Pre-scheduling is to be completed Thursday-Sunday by 9pm, includes:
- Editing templates and scheduling management roles.
Pre-payroll tasks occur on Thursday or Friday, focusing on reviewing:
- Unpaired punches, time errors, missed shifts, and minor violations.

Payroll and Task Management

Payroll workflow is finished on Saturday between 7am-1pm.
Task Lists are used to track workflows and ensure reporting completeness.

Associate Hour Targets

Standard Part-Time (PT) associates aim for 7 hours/day and 15-34 hours/week, with a maximum of 5 consecutive workdays.
Standard Full-Time (FT) associates typically work 8 hours/day and must meet a 40-hour weekly minimum.

Managerial Hours

Salary managers are expected to work 10 hours/day, while PT and FT managers should work 9 hours/day.

Performance Ratings and Scheduling

Total Performance Rating (TPR) ranges from 1 (role model) to 5 (unacceptable).
Higher TPR scores (1) are prioritized in auto-scheduling over lower scores (3).

Minor and Associate Management

Minors must always be assigned to a school calendar until adulthood.
Associates can be borrowed for 2 weeks or less, and minors may be borrowed with district manager approval.

Task Categorization

Task categories include:
- Periodic Tasks: Less frequent than weekly.
- Fixed Tasks: Labor remains constant weekly.
- Variable Tasks: Labor fluctuates based on sales and customer count.
- Daily and Weekly Tasks: Scheduled tasks based on operation frequency.

Scheduling Terminology

TGLO (Task Group Location Override) indicates manually entered task information for scheduling.
Labor is defined as earned when hours are entered into the system by store management.

Break Rules

A 10-minute break is on the clock, while meal breaks are off the clock.
Minors have specific continuous working hour restrictions based on age (4.5 hours for 14-15 years; 5 hours for 16-17 years).
Shifts starting at or after 7pm are designated as night shifts.

Schedule Accuracy

Acceptable schedule accuracy for the CS-FEC role must be between 95-100%.

Miscellaneous Roles

Miscellaneous roles do not earn labor and should be scheduled to meet demand or for training purposes.

Cashier Protocol

A minimum of one cashier must be available during store hours to ensure continuous service.

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Description

This quiz covers the various workflows related to workforce management at Publix, including daily time and attendance, pre-scheduling, and payroll processes. Understanding these workflows is crucial for ensuring timely and accurate completion of tasks that align with company standards.