Make a shift rotation operational
What does it mean to make a shift rotation operational?
Making a shift rotation operational means that the shifts in the shift rotation are copied to the operational plan for the selected period.
When the shift rotation has been rolled out, it gets the status Operational, and the shifts become visible in the operational plan.
How to make a shift rotation operational
- Go to Plan.
- Select Shift rotations.
- Find the shift rotation you want to make operational.
- Click the three dots to the left of the shift rotation.
- Click the icon for making the shift rotation operational.
- Select the from-date and to-date for the period the shift rotation should be rolled out.
- Select the start week you want.
- Select any rollout settings.
- Click Make operational.
Select the correct rollout period
When you make the shift rotation operational, you must select the period the shift rotation should be rolled out for.
You select:
- from-date
- to-date
This decides how far ahead the shifts from the shift rotation are added to the operational plan.
Select the correct start week
You must also select which week in the shift rotation the rollout should start with.
Important:
Start week means the week in the shift rotation, not the calendar week.
If you are unsure which week to start with, you should open the shift rotation and check which shift rotation week matches the period you are rolling out.
Example:
If the shift rotation has 3 weeks, you choose whether the rollout should start with week 1, week 2, or week 3 in the shift rotation.
Do not include shifts on holidays
The option Do not include shifts on holidays means that shifts are not copied to the operational plan on public holidays or other customized days in your Capitech solution.
This can be useful if employees normally should not have planned shifts on public holidays.
Important to know:
If you use this option, there may be fewer shifts and fewer hours in the operational plan than in the shift rotation.
Replace shifts in the operational plan during the selected period
The option Replace shifts in operational plan within the selected period is used when you want to replace existing shifts from a previous rollout.
This is useful if, for example, you need to replace shifts from a previous shift rotation with shifts from a new shift rotation.
You can choose whether existing shifts from one or more shift rotations should be replaced when the new shift rotation is rolled out.
Important:
Shifts that have been added directly to the operational plan are not deleted or replaced by this option. Only shifts from another or specific shift rotation can be replaced. If shifts in the operational plan collide with shifts from the shift rotation, the rollout will fail. The rollout can only be completed when the shifts in the operational plan have been removed.
Split existing shifts during rollout
When rolling out a shift rotation, you can in some cases choose to split or reduce existing shifts in the operational plan if they overlap with shifts from the new rollout.
This applies to existing shifts that come from one or more other shift rotations. The function can be used when a new shift rotation should replace parts of a shift that has already been rolled out.
Example:
An employee normally works 08:00-16:00 in one department. This shift has been rolled out from shift rotation A.
In shift rotation B, the same employee gets a short shift every other Thursday from 12:00-14:00 in another department.
During rollout, the original shift can be split so that the operational plan shows:
- 08:00-12:00 in the original department
- 12:00-14:00 in the other department
- 14:00-16:00 in the original department
This way, parts of an existing shift can be replaced by a new shift from another shift rotation.
Important:
This is a function for special needs. It has its own access control and is not enabled by default. The function must be enabled for the relevant user roles if you need to use it.
Absence in the selected period
When a shift rotation is rolled out, absence in the period may be affected.
By default, absence in the affected period will be recalculated so that the absence matches the updated shifts in the operational plan after the rollout.
This is important because absence is often calculated based on planned working time.
Options for recalculating absence
When you roll out the shift rotation, you can choose how absence in the period should be handled.
Options | What does it mean? |
|---|---|
Do not recalculate absences | Absence is not recalculated. |
Recalculate absences | Absence is recalculated for the period. Overridden absence transactions are deleted and recalculated. |
Recalculate absences, retain overridden day and hour transactions | Absence is recalculated, but overridden transactions are kept as they are. |
When should you recalculate absence?
You should usually recalculate absence if the rollout changes planned shifts in a period where absence already exists.
This ensures that absence is calculated based on the updated operational plan.
If you have made manual overrides to absence that should be kept, you should select the option that keeps overridden day and hour transactions.
How long does rollout of a shift rotation take?
Rolling out a shift rotation can take from a few seconds to a few minutes.
The time depends on, among other things:
- how many employees the shift rotation contains
- how many shifts should be rolled out
- how long the rollout period is
Frequently asked questions
What does it mean to make a shift rotation operational?
It means that the shifts in the shift rotation are rolled out and added to the operational plan for the selected perio
Where do you select the start week?
You select the start week when you roll out the shift rotation. The start week is the week in the shift rotation, not the calendar week.
What happens if you select the wrong start week?
The shifts may be added in the wrong order in the operational plan. You should therefore check the shift rotation before selecting the start week.
How long does it take to roll out a shift rotation?
It can take from a few seconds to a few minutes, depending on the number of employees, shifts, and the length of the period.
What does 'do not include shifts on holidays' mean?
It means that shifts are not added to the operational plan on holidays in the period you roll out the shift rotation for.
Can a rollout replace shifts that are already in the operational plan?
Yes, but only shifts from another or specific shift rotation. Shifts that have been added directly to the operational plan are not replaced or deleted.
What does recalculate absence mean?
It means that absence in the period is recalculated so that the absence matches the updated shifts in the operational plan.
Should you recalculate absence during rollout?
Yes, if the rollout affects shifts in a period where absence exists, absence should normally be recalculated so that the calculation is correct.