Work plan
Why is it important to have a work plan in one HR system?
So, why is it important to have a work schedule in a HR system? The vast majority of employees work according to normal working hours. I.e. an 8-hour work schedule with a 30-minute lunch deduction. I.e. 7.5 hours the employee works based on a 100% position. The work schedule is used as the "basis" for calculating possible working time, so that absence reports are calculated correctly.
Key features with the 4human work plan
Timetable
Used to build work plans. Can enter a schedule per day in one plan. Can be grouped in "Time sheet groups" if many different time sheets are used. Timesheets contain:
- Planned working hours and any break time
- Wage types for planned working hours
Standard work plan
Used for employees with standard working hours (e.g. 08.00 - 16.00).
All employees who are not associated with another plan (shift plan or plan collection) have a standard work plan generated day by day.
Custom shift plan
"Standard work schedule" defined for the individual employee. E.g. part-time employees with weekday(s) off.
Shift plan
Work schedules for a group of employees in a given period, where the work schedule is also shown forward in time. Used where employees have the same work schedule.
Plan collection
Work schedules for a group of employees in a given period, where the work schedule is also shown forward in time. Used where employees have individual work plans.
Detailed plan
Shows the actual work schedule for all employees (regardless of the type of work schedule you are scheduled in). Ongoing changes to the plan are made here, e.g. changes to the schedule on a specific date. The detailed plan is the basis for what goes into the timesheet.
What is a work plan?
A work schedule is a plan of when your employees will work in your company. A company that produces around the clock requires different shifts throughout the working day.
You can define different shift schedules, specifying job starts and stops per day per week over a given period for different groups of employees.
The aim is for both managers and employees to have an overview of when the individual employee should be at work.
Why prepare a work plan?
According to section 10-3 of the Working Environment Act, such a plan must be drawn up if employees work at different times of the day:
AML, section 10-3 states, among other things: "If the employees work at different times of the day, a work plan shall be drawn up that shows which weeks, days and times the individual employee is to work. The work plan shall be drawn up in cooperation with the employees' elected representatives".
A well-developed shift or rota plan is primarily important for businesses with rota arrangements, where it is important to put in place a common overview for the company so that they take care of the services or productions that the business must deliver. A good shift plan makes it easier for you as a manager to meet the needs of each of your employees and for employees to be aware of their agreed working hours.
Work plan for businesses
With good planning, you can set up a schedule in an efficient and clear way. You can define what the shift plan will look like and link it to your employees, groups of employees and departments in the business.
Your employees can view their own work schedule on their mobile phone to clarify which shift they are going to work, reducing the number of calls to their immediate manager. Managers also have access to adjust plans as needed and decide per employee that the work plan is used as the basis for registered time. In these cases, the hours in the work schedule will be the basis for transfer to the payroll system.
How to create a work plan?
- First, make sure your employees are doing the right tasks
- Define groups of employees in relation to position and competence
- Know your employees' strengths and weaknesses
- Set realistic and achievable goals
- Define relevant add-ons
- Set up daily schedules, shift schedules and rosters
- Define what the shift schedule should look like
- Connect the plan to other employees and departments
Work plan template
With our scheduling module, you get access to a custom layout that replaces previous Excel templates for shift arrangements.
Who can create a work plan?
Managers with access to the planning module can create and modify ongoing shift plans. Normally, these will be people responsible for resource and shift planning in a company.
Digital work plan
With a digital work plan, you don't have to get lost in endless Excel and Word documents. With our cloud-based solution, both managers and employees have all the information in one place regarding ongoing work schedules in your business.
Together with our time and attendance module, you will also receive notifications to your PC or phone in the event of absence and sick leave.
Requirements for a work plan
The work plan is prepared by the employer in cooperation with the employee representatives.The work plan shall be readily available to the employee as early as possible, and as a general rule no later than two weeks before it starts. Any changes to the plan shall be discussed with the same deadline.
It is necessary to draw up a work schedule when employees work at different times of the day and the working hours cannot be specified in the employment contract. This is relevant if the employees work rotating shifts or shift arrangements.
The plan must show which weeks, days and times employees are to work. A work schedule helps to ensure that employees have predictable working hours.
Work plan on your phone
Benefits of a digital work plan
- Available to individual employees and managers in one place
- Together with the absence module, automatic notifications are given in case of absence
- Easy management of shift patterns
- Work plan with calendar function
- Access for managers with collective overviews of plans and employees
- Employees see their overview of what plans and when to work
- Shift plans, planning sessions and task planning
- Connect work plan with employees and other departments
- The work plan can be integrated with other payroll systems