What?

The Repaving MaineStreet project is well underway!  An exciting new feature of the Oracle Time and Labor module includes the ability to automatically pay hourly-paid employees shift differential, holiday pay, administrative leave, etc. in accordance with their collective bargaining contract.  To prepare for the Oracle Cloud implementation, the project team is in need of employees’ normal/typical schedule. (i.e. Monday-Friday) and shift (8am-4:30pm). 

Note:  The default schedule/shift will be Monday-Friday/8am-4:30pm for full-time employees.

How?

Leading up to the Oracle transition, active employees' schedules and shifts will be tracked in Smartsheet. Smartsheet features include forms and reports used for capturing employees' information in a format that can easily be exported and uploaded to the Oracle database.

Employee "Update" request from Smartsheet

A feature of Smartsheet allows an email communication that includes a link to "Open request" which allows the recipient to select the shift/schedule for an employee.  

Note:  If an employee works a different schedule/shift in the next week, fill in the information for Week 2 in columns C and D.

If you receive a message from University Services Payroll with a request (via Smartsheet) for your normal schedule and shift. Please be assured that this was a legitimate request. 

Department List via Dynamic View

A Dynamic View is available for department liaisons and/or HR Partners to update their department’s list of employees.

  1. Work Schedules for Oracle - HR Partners - Dynamic View (smartsheet.com)  
  2. Work Schedules for Oracle - Department Liaisons - Dynamic View (smartsheet.com) 
  3. Work Schedules for Oracle - Supervisors - Dynamic View (smartsheet.com)  
    1. Supervisors interested in tracking their employees' schedules/shifts may fill out this form to request access:  /servicedesk/customer/portal/13

Dynamic View Instructions

  1. Click the download icon to save a csv formatted spreadsheet of your list.

  2. Click on any row to open the Details panel to update a record.

  3. Select the normal work schedule for Schedule 1 

  4. Select the normal working hours for Shift 1.

  5. To email a form:

    1. Input and/or change the date to today's date in Trigger Employee Update Form

    2. Input and/or change the date to today's date in Trigger Supervisor Update Form

Note:  If an employee works a different schedule/shift in the next week, fill in the information for Week 2 in columns C and D.

New employees will be added weekly. If an employee is no longer employed, you may ignore them; they will eventually be removed from the list.

When?

We ask that by the 10th of each month, the list be reviewed and updated so the data can be used for testing.   

What’s next?

The project’s communication and training team will be in touch with much more information as we get closer to the target launch date of July 1, 2024. As part of the training, line managers (supervisors) and department time managers will learn how schedules/shifts can be updated in Oracle.