Employees Master Data
HOW TO SET UP YOUR EMPLOYEES
The Excel file #4.1 - Employees contains the information required to define the employees to be scheduled by Optima.
An employee may not be a User of Optima, a User may not be set as employee.
The Excel file #4.1 - Employees contains 7 worksheets to define the Employees Status, Employees Groups, Employees, Employees Datagroups, Employees Shifts, Competencies, Skill Matrix and Employees Recurring Tasks
Excel file #4.2 - Employees is used to compile precise information for each employee about their recurring tasks.
The Excel file #34.2 - Employees contains 1 worksheet to define employee recurring tasks.
This file can be uploaded at a later stage.
Alternatively, an instrument recurring tasks can be entered directly into the system once the instruments information from file 3.1 is uploaded
Setting up your Employees Status
Excel file #4.1 - Employees.
This worksheet defines the list of possible statuses of an employee and thus their availability for the assignment or non-assignment of a task by the Optima engine.
During the implementation phase, the employee status is automatically assigned a status as available for task assignment.
The status can be changed manually within Optima configuration at a later stage.
By changing the status of an employee, the scheduling may exclude this person from the task assignment.
Item / column | What / Used for |
Employee Status Code | It is an Optima internal code of the employee status. It should not be modified |
Employee Status Description | This free text allows the status displayed in Optima to be renamed. It can be changed (max. 40 characters) |
Availability | Enter Y / N for yes or no |
Setting up your Employees Group
Excel file #4.1 - Employees
This worksheet is used to assigned the employees to a specific group for reporting purposes.
These groups are different than the user groups, as the reporting requirements for employees and users may be different.
Item / column | What / Used for |
Employee Group Description | This free text facilitates the naming of every single group (max. 40 characters) |
Listing your Employees
Excel file #4.1 - Employees
This worksheet is used to list the technicians, analysts, reviewers etc. who are authorised and competent to perform a specific task.
An employee may not be necessarily a user of Optima. In this case E-mal address should be left empty.
The listing of employees may be a duplication of users, still need to be confirmed in this worksheet.
Item / column | What/ Used for |
Location Code | Refer Excel File #1 - Sites |
Employee Code | This free text is a unique identification of each employee within the system (max. 20 characters) |
First Name | This free text should facilitates the name of the person (max. 40 characters) |
Last Name | This free text should facilitates the family name of the person (max. 40 characters) |
Employee Group Description | Refer to previous worksheet |
E-mail address | Refer Excel File #2 - Users If email address is facilitated, the employee will be associated to a user Leave empty if employee is not a user |
Setting up your Employees Datagroup
Excel file #4.1 - Employees
Similarly to the users, each employee should be assigned to a datagroup.
| Item / column | What / Used for |
Employee Code | Refer to previous worksheet |
Datagroup Description | Refer to Excel file #2 - USER |
Assigning the Shift to your Employees
Excel file #4.1 - Employees
This worksheet determines which shift should be assigned to each employee for each day of the week.
It can be left blank if the person is not working that day.
The even and odd week options are for when a person has a specific shift in alternate weeks.
In this case, the person must be entered twice, with the shift to be assigned to even weeks being assigned with YES and the shift to be assigned to odd weeks being assigned with YES.
| Item / column | What/ Used for |
| Employee Code | Refer to previous worksheet |
| Shift Description for Monday | Refer to Excel file #1 - Sites |
| Shift Description for Tuesday | Refer to Excel file #1 - Sites |
| Shift Description for Wednesday | Refer to Excel file #1 - Sites |
| Shift Description for Thursday | Refer to Excel file #1 - Sites |
| Shift Description for Friday | Refer to Excel file #1 - Sites |
Shift Description for Saturday | Refer to Excel file #1 - Sites |
Shift Description for Sunday | Refer to Excel file #1 - Sites |
Even Weeks | Enter Y / N for yes or no |
Odd Weeks | Enter Y / N for yes or no |
Defining Night Shift
Note that the shift needs to be defined within the single day.
For someone starting his/her shift from 22:00 to 06:30 from Monday to Wednesday, you would need to create 3 shifts and applied them as follow:
Monday= shift night A, from 22:00 to 23:59
Tuesday = shift night B, from 00:01 to 06:30 and 22:00 to 23:59
Wednesday = shift night B, from 00:01 to 06:30 and 22:00 to 23:59
Thursday = shift night C, from 00:01 to 06:30
Defining your Employees Competencies Group
Excel file #4.1 - Employees
This worksheet is used to define the competency groups to which you will assign your employees.
These Competency groups are called up when you configure your tests.
You can create as many competency groups as you need.
Some employees may belong to multiple competency groups.
Some competency groups may only contain a single employee.
| Item / column | What / Used for |
Competency Group Description | This free text allows the naming of the group ( max. 40 Characters) |
MATRIX: Assigning your employees to their Competency Group
Excel file #4.1 - Employees
This worksheet allows you to assign every single employee to its corresponding Competency Groups.
Create a line for every single employee to be assigned to a given Competency group.
The Employee Priority refers to which person should be prioritised for a specific competence group.
Example:
6 persons are assigned to a given competency group
2 seniors are assigned priority 1 to be scheduled first instance
4 juniors are assigned priority 2 to be scheduled when the 2 seniors are not available
You can leave this field blank so that each person is assigned a task within that group based on their availability.
| Item / column | What / Used for |
Employee Code | Refer to previous worksheet |
Competency Group Description | Refer to previous worksheet |
Employee Priority | Enter a number to define priority within a group |
Defining your Employees Recurring Tasks
Excel file #4.2 - Employees.
This worksheet allows you to define the recurring tasks ( if any) that are to be automatically scheduled for a specific employee.
The recurring tasks are defined using parameters such as frequency, duration and repetitions/last date.
Frequency type should be defined as D for daily, W for weekly, M for monthly and Y for yearly.
The Frequency Every column requires a number to determine the multiplication factor of the frequency type.
- If frequency type is D and frequency every value is 3, the tasks will be scheduled every 3 days- If frequency type is M and frequency every value is 2, the tasks will be scheduled every 2 months.
The Frequency Code varies according to the frequency type.
- If frequency type is D, enter ALLDAYS- If frequency type is W, enter MONDAY, TUESDAY, WEDNESDAY, THURSDAY, FRIDAY, SATURDAY, SUNDAY- If frequency type is M, enter DAY + Number of the weekExample:MONDAY1 = first Monday of the monthFRIDAY3 = 3rd Friday of the month- If frequency type is Y, enter ALLYEARS
There are two ways to determine the end of the recurring task
- Repetitions, by setting the maximum number of times the task should be scheduled.- Last Recurring Date by specifying the very last date on which the task should be scheduled
| Item / column | What / Used for |
| Employee Name | Refer to previous worksheet |
| Next Instance | It shows the date of the next recurring tasks. In the initial configuration, you should specify the date the recurring tasks should be scheduled for the first time |
| Duration | Enter duration of the task in Days. In case the task duration is shorter than one day, it should be a numeric fraction of the day (i.e. an hour = 0.0416) |
| Frequency Type | Enter D for daily, W for weekly, M for monthly and Y for yearly |
Frequency Every | Indicate how often the recurring task should be scheduled within a frequency |
Frequency Code | Enter the value according to the frequency type. see comment above the table |
Repetitions | Enter a number for how often the recurring tasks should be scheduled |
Last Recurring Date | Enter a date indicating the very last date on which the task should be scheduled |
| Task Type Code | Refer to previous worksheet in the Excel File #1-Sites |
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