Work Schedule Calendars

Overview

This chapter introduces the concept of Work Schedule Calendars. We will review the setup of a work schedule calendar, how to use work schedule calendars within Time Tracking, and review the Assign Work Schedule business process.

Objectives

After completing this chapter, you should be able to:

Explain what features work schedule calendars control.

Create and assign a work schedule calendar.

Work Schedule Calendars

A work schedule calendar defines the days and hours of the week that a worker works.

Workday recommends a calendar rule for every work schedule calendar. Direct assignment of a work schedule at the worker level overrides the calendar rule. If a worker has no direct assignment upon Go Live, an audit runs to confirm workers are eligible for only one work schedule calendar.

A work schedule calendar controls:

The start day of the week for the time entry calendar.

The shading of unscheduled workdays on the time entry calendar.

The time blocks created by Auto-fill from Schedule time entry.

Flextime bands for Core and Flex hours.

The day breaker (default day breaker is midnight).

The values returned by Time Tracking report fields that consider scheduled hours or scheduled days.

The creation and maintenance of the schedule itself is an administrative task, executed via the Create Work Schedule Calendar and Edit Work Schedule Calendar tasks. Work schedules can be basic, or complex to accommodate schedules that track to the minute, are different on different days, have rotating shifts, etc.

You can use the following options when configuring a work schedule calendar:

Field	Definition
Description	Enter a description of the schedule that displays when a worker edits their schedule. Workday recommends including information that helps workers make changes that are within the parameters of their work schedule calendars.
Calendar Rule	An eligibility rule that defines the population that works according to this schedule.
Work Schedule Calendar Group	Select an existing schedule group for the work schedule calendar or create a new one.
Scheduling Section	If selected, the Enable for Static Scheduling checkbox enables the work schedule calendar for use in Workday Scheduling static scheduling generation.
Patterns Tab	Schedule patterns are recurring sets of start, end, and meal times that occur over a 7-day period. Use schedule patterns instead of calendar events if you want workers to be able to edit their own schedules. Patterns extend up to 53 weeks.
Worker Editing Options Tab	Options selected provide more control over the editing abilities a worker has to a calendar that uses schedule patterns. Enable Worker Editing Options :Select this checkbox to enable worker editing options on the work schedule calendar. Selection of Days : Selections here control whether the worker can edit scheduled vs. nonscheduled days. Daily and Weekly Hours Restrictions : Selections here control whether allowed minimum and maximum values exist for the number of scheduled hours per day per week. Selection of Times : Selections here control if and how a worker can set the start and end times for a scheduled day. Flexible Start and End Times : Selections here define the earliest allowed start and latest allowed end time for a scheduled day. Meals & Meal Duration Restrictions (Minutes) : Selections here control if and how a worker can schedule their meals.
Schedule Calendar Events Tab	Displays any calendar events. You cannot use schedules based on calendar events if using the self-service or manager scheduling options. You can only add calendar events to existing work schedule calendars that do not use schedule patterns. If the work schedule calendar does not use schedule patterns, add calendar events.
Flextime Bands Tab	Create flextime bands for workers by selecting: A category (core, evening flex, flex, or morning flex). The days the bands apply to The start and end times for the bands Use with a flextime calculation to add or remove calculation tags for mandatory or flexible time bands. Note, flextime bands do not indicate scheduled hours. If you want to use scheduled hours and flextime bands, create a calendar event for the number of scheduled hours per day.
Inactive (Edit Work Schedule Calendar task only)	Select the Inactive checkbox and assign an Inactive as of date to inactivate an existing work schedule calendar. Be sure to use this with caution. Once you inactivate a work schedule calendar, you can no longer make edits or make it active again.

Note
: Work schedule calendars can contain either schedule patterns or calendar events. Calendar events and patterns can support multiple sets of start and end times and multiple meals per day. However, self-service workers cannot edit work schedule calendars that use calendar events. Workers must qualify for a calendar with patterns enabled to be able to edit their own work schedule calendar.

Resource
: For more information when planning your configuration of work schedule calendars, search Workday Community for schedule patterns and add calendar events.

Tip
: Use the View Worker Calendars
report or the View Worker's Time Eligibility
report to review a worker's assigned work schedule calendars.

Time Tracking Options

The time tracking options on the work schedule calendar define:

The time of day that work begins and how to assign dates to calculated time blocks.

The first day of the week on the time entry calendar, which is the work week start day. The default daybreaker is Sunday at 12:00 a.m.

The biweekly calculation Start Date, if biweekly overtime is in scope.

The configurable period, if period-based overtime is in scope.

Specify the following time tracking options on the work schedule calendar:

Field	Definition
Day Breaker	The start and end time of the work week. If other than midnight, the time entry calendar displays 8 days for the workweek so that workers can enter time for an entire workweek at once. Example: If the workweek begins at 12:00 PM Saturday, workers can enter time through 12 PM on the following Saturday. The day breaker time also determines the start time of each day; however, a worker's actual starting time, such as the beginning of a shift, does not have to coincide with the day breaker.
Day Breaker Divides	Applies when the day breaker is not midnight (12:00 AM). Select whether Workday assigns the reported calendar date to the calculated time blocks that are before or after the day breaker. Example: The day breaker is 6:00 AM and the reported time is 4:00 AM to 8:00 AM. Workday splits the reported time block into two calculated time blocks based on the day breaker and assigns a date to each based on the option you select: Current day from previous day . Workday assigns the: Previous calendar date to calculated time blocks that occur before the day breaker. Reported calendar date to calculated time block that occurs after the day breaker. Current day from next day . Workday assigns the: Reported calendar date to calculated time blocks before the day breaker. Next calendar date to calculated time blocks after the day breaker.
Work Week Start Day	Select the day on which each workweek begins. The default is Sunday. The date determines: The first day of the week is displayed on a worker's time entry calendar. The period to consider for weekly and biweekly overtime calculations (along with the day breaker time).
Bi-Weekly Calculation Start Date	Enter the date on which the biweekly calculation begins. The start date entered must match the Work Week Start Day. When you add a biweekly calculation start date, workers assigned to this calendar become eligible for biweekly overtime calculations. When you trigger time calculations, Workday runs time calculations in both weeks for the biweekly period for those workers.
Configurable Calculation Period	Set a Month type or Period Schedule for workers that are eligible for a period-based overtime calculation. If a worker is eligible for a period-based overtime calculation, not only do you need to create a time calculation, but you will define the period on the work schedule calendar. If you use monthly overtime configuration, you must select the Month Starting on Day 1 option here.

Workday evaluates a worker's day breaker daily when calculating time. If a change in the day breaker leaves part of the day unassigned, Workday will apply the calendar date to that time block.

Workday assigns the same calculated date to time blocks on a day, regardless of whether the time blocks cross calendar days. This calculated date has an important impact on calculations, such as standard daily, weekly, and biweekly overtime calculations. The day breaker ensures that a calculated date represents an exact 24-hour period. Therefore, daily overtime calculations will apply over a 24-hour period regardless of the worker's shift or actual work times. Similarly, standard overtime calculations will apply over the entire 168-hours (weekly) or 336-hours (biweekly) regardless of the worker's shift or actual work times.

Date assignment occurs when a worker selects OK during time entry. Workday splits time blocks according to the day breaker and assigns calculated dates to calculated time blocks.

Touchpoint
:

You can use work schedules and holiday calendars in Workday Time Tracking, Absence Management, and Payroll. Configuration complexity depends on customer requirements for both of these functional areas.

Workday Absence Management
: Work schedules can control:

The days and hours an employee is out on a specified leave type.

The dates available to request time off.

The number of hours or days that default when an employee requests time off.

The validations on the time off around how many units a user can request on a scheduled or unscheduled day.

Workday Payroll
: You can use calculations to return the number of scheduled hours in a subperiod for use in payroll calculations, as well as the number of holiday hours in a subperiod to pay holidays directly through payroll.

Work Schedule Calendar Groups

Create work schedule calendar groups to organize and manage large volumes of work schedule calendars. Workers and managers can use calendar groups when they assign, request, or view a work schedule calendar.

To create a work schedule calendar group, access the

Create Work Schedule Calendar Group

task. You can also add work schedule calendars to calendar groups while creating or editing a work schedule calendar.

Tip
: Use the View Work Schedule Calendar Group
report to view all the work schedule calendars included in a calendar group.

Creating and Assigning Work Schedule Calendars

There are multiple ways a worker gets a schedule in Workday. The list below indicates which type takes priority when establishing a schedule for a worker:

Ad Hoc Schedule Changes (highest priority).

Self-Service Schedule Edits

Assign Work Schedule

Worker Schedule Eligibility Rules (lowest priority).

Schedule Assignment Type	Details
Ad Hoc Schedule Change	Use the My Team's Schedule page, to make ad hoc changes or additions to a worker's schedule for the specified week. Schedules blocks added, modified, or deleted via the My Team's Schedule page take priority over other scheduling means. You can grant access to multiple roles to make ad hoc changes for workers.
Self-Service Schedule Edits	Business rules on the work schedule can define and restrict worker editing options for workers assigned or eligible for a work schedule calendar. Workers assigned to work schedule calendars that use schedule patterns of less than two weeks can use the My Schedule report to edit their own schedules. Self-service workers can select a day on their schedules to access the Edit My Schedule dialog box to make changes effective on that date.
Assign Work Schedule Calendar Business Process	Managers or Administrators can use the Assign Work Schedule Calendar Business Process to override the calendar rule attached to the work schedule calendar. You can enable managers to create and assign worker-specific schedules based on schedule patterns. Schedule patterns allow control and flexibility when assigning unique schedules to workers. Managers can edit the schedule pattern, without requiring an administrator involvement. With additional configuration, you can also automatically assign work schedules and configure the Assign Work Schedule business process as a step on additional business processes/subprocesses. Note : For detailed steps on the Assign Work Schedule Calendar business process, and enabling managers to create and assign work schedules, visit Workday Community. For additional information on automatically assigning work schedules, search for Assign Work Schedule Calendar Subprocess on Workday Community.
Work Schedule Eligibility Rules	Calendar rules default a work schedule calendar based on logic values. Using the Create Holiday/Work Schedule Calendar Rule task, define the conditions that workers must meet for Workday to assign them a calendar. Calendar rules are similar to condition rules used in time tracking eligibility. Note : The Audit - Workers with Multiple Work Schedule Calendars report can help identify issues with work schedule calendar configuration.

Manage Work Schedule Calendars

If you need to edit large volumes of work schedule calendars at once, use the

Manage Work Schedule Calendar Assignment

report. For example, if you have to correct assignments without end dates, or if you need to cancel work schedules to inactivate them.

Note
: Using this report requires additional configuration steps. For guided steps, search for Manage Work Schedule Calendar Assignments on Workday Community.

Importing Work Schedules

You can use the Import Ad Hoc Schedules web service to import schedules from a third-party scheduling vendor into Workday Time Tracking. Workday will validate the imported data before the web service operation accepts it. Once it accepts the data, Workday translates work schedule events with start and end times into new schedule blocks. These schedule blocks do not affect a worker's work schedule calendar. However, you can view them on the My Team's Schedule, My Schedule, and View Schedule for Worker reports. The Auto-fill from Schedule time entry option displays the imported schedule blocks.

To use the web service, set up the Process: Ad Hoc Schedule Processing security domain.

Consider the following schedule attributes as you prepare data for the import:

Field	Notes
Ad Hoc Schedule ID and Meal ID	Workday requires a unique schedule ID for each schedule event. Do not use these Workday-reserved ID prefixes: AD_HOC_SCHEDULE_EVENT SCHEDULING_NON_WORK_TIME
Position ID	Enter the Position ID for workers with multiple positions.
Schedule End Date Time	Scheduled shifts must be fewer than 24 hours.
Meal ID	Scheduled shifts must not include more than two unpaid meal periods.
Time Type	If the Time Code Reference ID is Time Type, you must use an In/Out time entry code with a unit of hours. Workday requires In/Out time entry codes because the web service uses start and end times to determine shifts. If you do not enter a time entry code, Workday uses the default time entry code from the worker's time entry template.

You can change imported schedule blocks:

Update or delete: When you import update transaction, Workday replaces the existing details on the schedule block with the details of the new block. Include all the details you want to preserve in addition to the updated fields.

Edit: You can only edit by completing another import. Updates made through the web service take precedence over any other edits you complete in other reports and tasks. You can delete a schedule block by setting the Delete_Schedule field to True.

Holiday Calendars

You use holiday calendars to define paid and unpaid holidays. Similar to work schedule calendars, you assign holiday calendars to workers via eligibility rules. Any company holidays defined in the holiday calendar display on the time entry calendar so that they are evident when entering time. You can also use holidays in time calculations or validations for use in premium calculations and to enforce time entry policies around holidays.

Eligibility Configuration Considerations

Workday recommends using the Country/Country Region field prompt when creating or editing holiday calendars. This filter enables Workday to first filter workers by countries or country regions selected, before evaluating other eligibility criteria on the holiday calendar. Using the filter:

Limits the number of eligibility rules that Workday evaluates for a worker.

Improves time entry performance.

Eliminates the need to create location-specific calendar rules. Meaning, if using the filter, you can leave the calendar rules empty, and Workday uses the filter to assign eligibility.

If using the filter, holiday calendar eligibility rules are no long required. However, you can use holiday calendar eligibility rules along with the Country/Country Region filter, if desired.

If you choose not to use the Country/Country Region filter, holiday calendars will still use the Holiday Calendar Eligibility Rule when referencing eligibility for a Holiday Calendar.

Note
: As part of Localized Data values, Workday maintains holiday calendars for 86 countries and regions on an annual basis, made available as EIB files for upload into Workday. The EIB files include both English language holiday names (for every country) and holiday names in the local language (for Workday-delivered languages).

Note
: A list of available Holiday Calendars is available in the Global Matrix (under Services) on Workday Community.