people staffing services annual vacation planning

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PEOPLE STAFFING SERVICES

ANNUAL VACATION PLANNING CONTENTS

Annual Vacation Planning Guide (Before a Round Opens)

Introduction ........................................................ 2

Things to Know Before Getting Started ............. 2

Estimates, Quotas, Leaves & Groups ................ 3

Annual Vacation Selection Online (After a Round Opens)

Instructions ........................................................ 9

Annual Vacation Round Process ....................... 12

Vacation Selection – Unit / Department Local Process 20

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GENERAL VACATION PLANNING GUIDE (BEFORE A ROUND OPENS) INTRODUCTION:

Annual Vacation Planning is the process for regular full-time (FT) and part-time (PT) employees to plan and request vacation for the upcoming calendar year that starts on January 1 to December 31. This guide provides insight into the roles of the employee, the scheduler and managers and includes step-by-step instructions on how to submit vacation in Andgo’s Annual Vacation Module. The chart below shows the Vacation Planning workflow process amongst the different roles involved.

Things to Know Before Getting Started: Annual Vacation planning is now accessible online via Andgo! Employees can now view their: Employee Schedule for the vacation planning period Estimated vacation entitlement

o Estimated amount of vacation the employee is entitled to in the following year based on their FTE and years of service.

o Changes between FT and PT will affect your estimated vacation entitlement. Vacation groups

o Group of employees who will bid together for vacation. o Employees who are in the same Vacation Group will have their vacation

approved under a shared quota. o If you think you are in the wrong group, contact your program clerk.

Units’ vacation quotas (total and remaining) o Number of employees who can be on vacation in a given 24-hour period.


o Managers determine the unit’s vacation quotas in collaboration with People (HR) using data provided by the Employee Engagement Analytics team.

Relevant dates along with their corresponding deadlines For employees who are on leave or who plan to be on leave, please see below: Employees currently on leave may be asked for an expected return date. If you expect to return from your leave, please let your manager and program clerk

know. This is to ensure that your schedule is updated in your employee portal (MySchedule).

Vacation Round Summary Annual Vacation planning takes place in three rounds:

1. Round 1 b) Alternate Round 1B

2. Round 2 3. Round 3

Employees that are denied all their vacation requests in Round 1 will receive a notification to participate in Round 1B.

The vacation rounds start at 00:01 on the first day and end at 23:59 on the last day of each round.

Employees are required to request and have approved a minimum vacation threshold; Nurses (NBA) must schedule all but 37.5 hours; staff under the FBA/HSPBA/CBA collective agreements must schedule 80% of their entitlement.

Vacation requests that flow into the following year will be considered if the request is a contiguous block starting on or before December 31.

Please ensure to monitor your email during the vacation planning process so you do not miss critical updates.

ESTIMATES, QUOTAS, LEAVES AND GROUPS Instructions:

1. Log in to https://andgo.phcnet.ca with your network account login (eg. Infosys\JSmith). This is the same login information used to view online job postings and electronic pay statements. The preferred browser is Google Chrome.

Don’t know your login? Contact the Service Desk at [email protected] or call 604-806-9333

How to Review Your Schedule

2. Click on ‘Schedule’ in the top left corner and select “Calendar” or select the ‘Annual Vacation’ tab on your employee home page.

https://andgo.phcnet.ca/


3. Review the shifts that you would like to take off for vacation.

How to View Your Vacation Group

4. To view your Vacation Group, click on ‘Schedule’ and select ‘Request Annual Vacation’ from the drop down menu.

5. This takes you to your PHC Annual Vacation Information Screen. Here you can see your Vacation Group.


Please Note: Employees who are in multiple groups may only request vacation in one vacation group per vacation round. Below are details about the headings in the above vacation group. Name: This is the name of your vacation group shown as either occupation, units involved or a specific name selected by your manager. Current Round: This indicates the current round that is active and open for submissions. Eligibility Range: This is the date range that you can submit your vacation requests. Apply button: Once you select Apply, this will open the main page for your vacation group. My Schedule – Notification (Via Email) Notification Reason Objective

Round Open Andgo notifies employees by email when each round opens. At that time, employees can submit their vacation requests in their employee portal (MySchedule).

Round Close Andgo notifies employees by email when each round closes. Vacation Request Approved/Denied

Andgo notifies employees by email when their vacation request(s) are approved or denied.

Vacation Request Conflict

Andgo notifies employees when there is a vacation request conflict. This is when an employee with more seniority requests the same dates.

How to Review Vacation Estimates 6. To Review your Vacation Estimates, click on ‘Schedule’ and select ‘Request Annual

Vacation’ from the drop-down menu. 7. Click ‘Apply’ on the right hand side of the screen under ‘Vacation Groups’. 8. The next screen will display your employee information(name, union, home unit and most

current occupation class(es) along with your Vacation Bank estimates


Vacation Bank Descriptions:

1. Estimated Entitled Vacation: The Estimated Vacation Entitlement is accrued from July of the previous year to June of the present year. The opening balance includes any carry over from the year(s) prior (for PT employees, this does not include any vacation hours accrued that are over an individual’s maximum entitlement) minus any pre-planned vacation.

2. Supplemental Vacation: Any additional vacation allotment an employee receives after reaching a year-of-service milestone (i.e. 25 years of service with the organization).

Vacation Bank Balances:

1. Opening: Balance that reflects the original amount of vacation hours that an employee is allocated for that annual vacation planning year.

2. Pending: Balance that reflects an employee’s most-preferred vacation requests that are pending approval by the manager.

3. Approved: Balance that reflects the number of hours of approved vacation requests. 4. Available: Balance that reflects the number of hours remaining in an employee’s

vacation bank.

Unit Vacation Quota The vacation quota is the total number of hours or number of employees allowed to be off on vacation on a given calendar day. Quotas are predetermined for each vacation group each year. In the example below, the blue line represents the employee’s schedule – the 0/1 means that one employee is allowed to be off on vacation that day and that there are no employees with more seniority who are bidding for vacation that day at that time. If an employee with more seniority was bidding for vacation for that day, it would show as 1/1.


Employee Portal (MySchedule) – Email Notifications Notifications are sent to employees through their employee portal (MySchedule).

Notification Reason When? Why?

Request submitted As soon as a request is submitted

To advise the employee that a vacation request has been submitted on their behalf

Employee’s Role The 2022 vacation planning year starts on January 1, 2022 and lasts until December 31,

2022. Vacation requests that flow into 2023 will be considered if the request is a contiguous block that starts prior to December 31, 2022 until January 7th, 2023.

Employees will receive email notifications when each round starts, closes, when their vacation requests are approved or denied, and when there is a conflict. A conflict is when an employee’s request is bumped because another employee with more seniority is requesting vacation on the same dates. If an employee does not receive any approved vacation in Round 1, they will receive a notification to submit vacation requests in the “alternate” Round 1B (per specified time lines).


ONLINE ANNUAL VACATION SELECTION (AFTER A ROUND OPENS)

1. Annual Vacation Selection Timelines


Employee Portal (MySchedule) – Employee Information, Vacation Rounds and Approved Requests

a. Select ‘Schedule’ then ‘Request Annual Vacation’ from the drop down menu on the top

left of the screen.

b. Click ‘Apply’ on the right side of the screen under ‘Vacation Groups’.

The vacation group main page has three main sections:

1. Employee information 2. Vacation Rounds 3. Approved Vacation Requests

1. Employee information

Summarized employee information including union, current home unit and occupation class(es).


Your vacation banks are displayed along with their balances. Vacation balances are updated throughout the annual vacation process.


Vacation Bank Types: Estimated Entitled Vacation Supplemental Vacation

Vacation Bank Balances: Opening hours allocated to vacation bank Pending hours to be approved / denied Approved hours Available hours

2. Vacation Rounds

During Annual Vacation planning, rounds are either active or closed: Active: the round is open for employees to submit vacation requests; quotas will display approved requests as well as the pending requests from employees with high seniority. Closed: the round is closed and no longer accepting any vacation requests. Information is read-only. If your vacation request is not approved in a round, you will have a second opportunity to submit requests before the next round begins. For example: if an employee’s vacation is not approved in Round 1, that employee is eligible to submit requests in Round 1B. Seniority Ranking In each round, you will be able to see your seniority ranking – this is your rank of seniority based on the Vacation Group that you are in for the vacation planning process. If you are in multiple vacation groups, your seniority ranking will differ in each group.


3. Approved Vacation

This section provides a summary of all the approved vacation requests throughout the annual vacation planning process.

ANNUAL VACATION ROUND PROCESS Round 1:

a. Employee receives notification when Round 1 opens. b. Log into your employee portal (MySchedule) and submits a minimum of three

requests. Click ‘Submit Vacation’ when you have selected all your desired dates. c. Ensure to drag the vacation request in order of priority by clicking and dragging

the request above or below other requests. d. If you receive a notification of a vacation request conflict, make sure you log into

your employee portal (MySchedule) before the round closes and resubmit a minimum of three requests.

e. When Round 1 closes, you will receive a notification. f. When your vacation request is either approved or denied, you will receive a

notification. i. If all request(s) in Round one (1) are denied, proceed to Round 1B. ii. If a request in Round one (1) is approved, proceed to Round 2.

Round 1B (Alternate Round for employees whose vacation requests were denied in Round 1):

a. Employee will receive notification that Round 1B is open. b. Log into your employee portal (MySchedule) and submit a minimum of three

requests – Click ‘Submit Vacation’ when you have selected all your desired dates.

c. Ensure to drag the vacation request in order of priority by clicking and dragging the request above or below other requests.

d. If you receive notification of a vacation request conflict, you must log into your employee portal (MySchedule) before the round closes and resubmit a minimum of three requests.

e. Employee will receive a notification when Round 1B closes. f. Employee will receive a notification when their vacation requests are approved or

denied. g. Proceed to Round 2.


Round 2:

a. Employee will receive notification when Round 2 opens. b. Log into your employee portal (MySchedule) and submit a minimum of three

requests – Click ‘Submit Vacation’ when you have selected all your desired dates. c. Ensure to drag the vacation request in order of priority by clicking and dragging

the request above or below other requests. d. If you receive a notification of a vacation request conflict, you must log into your

employee portal (MySchedule) before the round closes and resubmit a minimum of three requests.

e. Employee will receive a notification when Round 2 closes. f. Employee will receive a notification when their vacation requests are approved or

denied. iii. If requests in Round 2 are approved/denied, proceed to Round 3.

Round 3:

a. Round 3 allows employees to create multiple lists for vacation requests. This process acts as a set of multi mini rounds within Round 3.

b. One request per list will be reviewed and approved/denied based on unit quota. c. Log into your employee portal (MySchedule) and submit a minimum of three

requests on the first list and add additional lists for your requests. d. If you receive notification of a vacation request conflict, log into your employee portal

(MySchedule) as soon as possible, before the round closes, and resubmit a minimum three request(s).

e. Employees will receive notification when their vacation requests are approved or denied.

f. Employee receives a notification when Round 3 closes.

CREATING VACATION REQUESTS Below is the Annual Vacation Employee main page. Here you can view and select which Vacation Group you would like to participate in for each round. If you would like to switch the vacation group while a round is still open, and you have

already submitted a list of vacation requests, you can clear your existing list and select another vacation group to participate in.

Employees may only participate in one vacation group per round.


Click ‘Apply’ to enter your vacation requests for that round and to add or edit your list of vacation requests.

After you click ‘Apply,’ you will see the Employee Request page. Here you can manage your list of vacation requests for the current round. A. Employee Round and Information:

At the top of the Employee Request page, you will see the information for the current round such as, vacation group, round and your calendar eligibility within the group. Any information relevant to the employee will display including your seniority ranking, union, and vacation banks and balances.

B. Calendar and creating requests: Further down the page is a calendar, which can easily help you select your annual vacation requests. In Calendar view, you can see the following information: Scheduled shifts are shown as a horizontal blue line. Approved requests are shown as a horizontal green bar (as shown below in dates Dec

21 – Jan 02). The unit’s quota is shown on the bottom left corner of each day. Each vacation group is assigned a quota (the maximum number of employees who can

be off on vacation on any given calendar day). Holidays and special dates (such as Pay Day) are shown as blue icons in the top corner

of each day.


When you select a date from the calendar, the right hand side panel will populate with more details about that selected date.

How to add a Vacation Request Select your start date in the calendar by clicking on the day you would like to start your vacation request. The right panel will populate with more information about that day.

1. Select your requested dates (two options):

i. Click on your start date and drag the mouse over the dates you would like to request. Note: this option only works if all shifts in the request are in the month of view. Or,

ii. Use the panel on the right side of the screen and select your dates using the ‘Create Vacation Request’ function.


2. Select ‘Add Request’.


3. An overlay will appear summarizing your vacation request, including: Requested Dates: the range of vacation days you selected. Likelihood Summary: shows if your vacation request has any conflicts regarding the

daily quota. Shift Details: detailed view of your vacation request, broken down to individual dates. Vacation Banks: summary of your vacation banks and their balances. Supplemental Vacation: If you wish to use supplemental vacation hours towards your

vacation request, click on the checkbox and indicate how many hours you wish to use.

4. Select ‘Add Vacation Request’ to add this request to your list of preferences.

Review and Submit Your Ranked List The bottom section displays your ranked lists of selected vacation in order of your preference. If you have not entered at least three preferences or if you have not saved your changes, you will receive a warning in orange at the bottom of your screen.


Final Round During the final round, employees can submit multiple lists that contain ranked vacation requests. Adding Requests to a List Begin by adding requests to the calendar and list one will automatically populate.

Multiple Lists Employees can create multiple lists of ranked requests. To add an additional list, click on ‘Add List’. Once you add an additional list, any new vacation requests will be added to the newly created list. Once lists are created, employees can rearrange requests within the list. For example, you can drag your first choice from list two and add it to list one. Employees have the option to specify which list they prefer to add to in the confirmation overlay when creating new annual vacation


requests in the calendar. Removing Lists If you wish to delete a list, click ‘Delete List’. This will delete all items contained in that list.

Processing Designated approvers will process each list separately. If an employee’s first list is denied, the manager/approver will move to the next list until they can approve a request or until there are no more lists. Review your Ranked Lists Each Ranked Request section contains the following information: Requested vacation dates Likelihood summary: indicates if there are any conflicts regarding the daily quota Status: indicates the current status of your request (pending, approved or not approved)

If your manager enters a request on your behalf, it will show as “Added by Manager”. Manage your ranked lists Re-order your requests by preference by dragging and dropping each request above or

below each other. Delete: to delete a vacation request. Edit: To make changes to an existing request. Minimum: three vacation requests per round. Maximum: 20 vacation requests per round

Submitting Your Ranked List In order to submit your list of vacation requests, click ‘Submit Vacation Requests’.


Warnings Employees cannot submit a vacation request that contains a warning. There are two types of warnings: Exceeded Quota: You request exceeds the daily pre-set quota

Exceeded Vacation Hours: Your requests uses more hours than you have in your Vacation bank

Vacation Request Approval Process An approver will approve your vacation requests after the round closes. Once your vacation request is approved, you will receive an email notification and your

status will be updated in the Annual Vacation module in your employee portal (MySchedule).

If none of your requests are approved and an alternate selection cannot be approved, your request may be denied for that round. This means that none of your choices have been approved for that round.

All approved vacation requests are displayed in the Annual Vacation module. Disclaimer: Please note that approved vacation may not immediately appear in your

schedule.

people staffing services annual vacation planning

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