Set Up Scheduled vs. Actuals Reporting

Security: These domains in the Time Tracking functional area:

Set Up: Time Tracking

Worker Data: Reports

Worker Data: Work Schedule

You can configure the

View Scheduled vs. Actual Hours for Workers

report so that managers and timekeepers can analyze the difference between workers' scheduled hours and the actual hours they worked. Managers can use the report to identify gaps in scheduling, allocate resources properly, and report on schedule accuracy to minimize labor inefficiencies.

Workday calculates the variance between scheduled hours and actual hours using this formula:

Actual hours - scheduled hours + time off hours (or time off days multiplied by scheduled hours for time off plans in days).

Example: A worker was scheduled to work for 8 hours. They worked 4 hours and took 4 hours of time off.

4 hours (worked) - 8 hours (scheduled) + 4 hours (time off) = 0 hours variance.

The actual hours include calculated time adjustments made through the

Adjust Calculated Time

task.

You can choose to group scheduled shifts, time blocks, and time clock events by either the:

Calculated date in which they start.

Calendar date at the beginning of the time block.

On the

View Scheduled vs. Actual Hours for Workers

report, Workday:

Doesn't include workers on days they're on leave.

Evaluates time blocks according to the reported date at the beginning of the time block.

Only includes time from the in/out time entry method. The report doesn't display time entered through the Hours Only time entry method.

When workers enter time off in both days and hours on the same day, Workday displays time off in days in the

Time Off Quantity

columns. The report includes time off hours and days only in the worker rows and not in the daily variance total at the top of the report.

Access the

Edit Scheduled vs. Actuals Settings

task. As you complete the task, consider:

Option	Description
Actual Hours Calculation Tags to Exclude	Exclude time blocks with certain calculation tags from displaying in the Actual Hours value in the report. Example: You want to compare scheduled and actual hours, but don't want to include holiday hours. Select the Holiday Time calculation tag.
Pay Rate Types to Exclude	Exclude workers with certain pay rate types from appearing in the report.
Job Exempt Status	Define the job status to limit which workers to include in the report.
Time Day Based On Calculated Date	Select to group scheduled shifts, time blocks, and time clock events by the calculated date in which they start. Clear to group by the reported date they start on.

(Optional) In the

Analytic Indicator Configuration

section, configure values that control whether Workday displays critical icons, warning icons, or both on the report.

In the

Critical

and

Warning

fields, you can enter a value greater than or equal to zero. Workday applies the threshold values as absolute values. Therefore, the analytic indicators will display whether actual hours and time off are greater than or less than scheduled hours.

Example: You enter 2.5 as the

Critical

value. Workday will display a critical icon for a worker who works at least 2.5 hours more than or less than their scheduled hours.

Managers and timekeepers can access the

View Scheduled vs. Actual Hours for Workers

report. This report is for frontline managers, so the filters return only the relevant populations managed by the person running the report. Timekeepers who do not manage any workers can run the report by manually entering the organizations that they have access to or use other report filters.

When workers are assigned to more than 1 work schedule calendar and 1 of their work schedule calendars is inactivated, the newly assigned work schedule calendar will override all scheduled hours from the time the previous work schedule calendar was inactivated. Ensure that workers are only assigned 1 work schedule calendar at a time.

To configure the report to exclude breaks from workers' actual hours, from the

Actual Hours Calculation Tags to Exclude

prompt, select Break
.

You can add a menu to the

Time and Absence

dashboard, and add the

View Scheduled vs. Actual Hours for Workers

report as a task link. See Add Dashboard Menus.