Volunteer to Work or Leave Early

This feature uses the Global Time-Off Request framework. Here's how it works:

1. From the Main Menu, the employee goes to My Requests and selects Volunteer to Work or Volunteer to Leave.
2. When the Volunteer to Work or Volunteer to Leave panel opens, the employee selects the date, enters the requested hours, and clicks Volunteers to Work or Volunteers to Leave. A notification is sent to the employee's manager.
3. The manager reviews the notification, then opens the Schedule Planner and uses the same approval process as regular time-off requests:
   1. Reviews all employees who have volunteered.
   2. Selects the appropriate employee(s) and accepts the entire volunteered timeframe or edits the time and only partially accepts the volunteer request.
4. The employee receives a notification about the manager's actions and the shift is automatically shortened or extended with a new segment.

Volunteer to Work Requests leverage the Time-Off Request framework and will therefore behave the same as regular absence requests. As a result, volunteer requests count as an absence for the Team Definitions Absence Quota. This can have an influence on Guided Recommendations and Absence Calendar when used.

Note: The process for configuring and deploying this and other Business Process Extensions is the same as all Business Process models.

Migrate the business process models to the tenant

Migrate the VolunteerToWork_DraftToSubmit_Preprocessing_v5.1 and VolunteerToWork_SubmitToApproveToCancelled_v5.1 process models to the customer tenant using Setup Data Manager (SDM).

1. Log in to the appropriate tenant.

2. Go to Main Menu > Administration > Setup Data Manager.

3. Select the Source tenant where the Process Model resides, and select the template to copy. It is a .zip file. A message appears in the Source column: Source: Import from <filename>.zip.

4. Click Tap Review and Publish. The Publish Summary panel appears.

5. Review the Publish Summary panel. It lists the items that were extracted from the migration file. If you approve, click tap Publish with Comment or just Publish.

6. Click Tap Go to Publish History at the bottom of the panel to view the status of the data transfer. The Publish History page contains a table that lists the items you have published. If there were errors during the transfer, the button under the Errors column for that row is black.

7. To view details, click tap the appropriate row and click tap View Selected.

8. On the History for publish run page, click tap Show all to view the setup data that you published, and the errors that occurred, if any, listed by item type and name.

Deploy the models

Process models must be redeployed every time a change is made to an existing model. Re-deployment is not required for decision table updates.

Follow these steps to deploy the process models. For detailed information, see the online help topic Deploy Business Process Models.

1. From the Main Menu, go to Administration > Application Setup > Business Process Setup > Process Models.
2. Select the process and click tap Deploy .

1. Business processes

   Process Name	Template Categories
   VolunteerToWork _SubmitToApproveToCancelled_v5.1	Notification
   VolunteerToWork _DraftToSubmit_Preprocessing_v5.1	Validation

3. On the Business Process page, configure the required parameters and deployment dates.
4. Click Tap Save and then select Return.

Configure the decision tables

Note: Decision tables are configurable based on user requirements and can be changed accordingly. These tables are dynamic and can be updated at any time without redeployment of the process model.

1. Go to Main Menu > Administration > Application Setup > Business Process Setup > Process Models.

2. Select the VolunteerToWork model and click tap Edit . The process model enters edit mode.

3. Select the Decision Tables tab.

4. Click Tap Everyone's, and then select the decision table to edit.

5. Click Tap Decision Table Editor to add or update the rows in the table.

6. Click Tap Save and close.

Edit the following decision tables:

VolunteerToWork_v5_1_InternalParameters: Contains internal volunteer to work parameters.

Volunteer to Work - Internal Parameters

Parameter name	Description
Admin	Internal user; do not change. Default = SERVICES-LEVEL3
Approved Status	A comma-separated list of potential time-off request state values during an approve scenario. Default = Approved
Cancelled Status	A comma-separated list of potential time-off request state values during a cancel scenario. Default = Cancelled
Submitted Status	A comma-separated list of potential time-off request state values during a submit scenario. Default = Submitted
Draft Status	A comma-separated list of potential time-off request state values during a draft scenario. Default = Draft
Pending Status	A comma-separated list of potential time-off request state values during a pending scenario. Default = Pending
Cancelled Submitted Status	A comma-separated list of potential time-off request state values during a cancel submit scenario. Default = CancelSubmitted
PersonNumberValue	Identifies a unique person number.
StartDateValue	Identifies the start date.
EndDateValue	Identifies the end date.
RequestSubtypeValue	Identifies the request subtype name.
EmployeeValue	Identifies an employee number.
RequestIdValue	Identifies the request number.

VolunteerToWork_v5_1_Parameters: Contains global and initialize variables that control the volunteer to work process.

1. Volunteer to Work - Parameters

   Parameter name	Description
   TransferContinue	Controls whether the extended segment continues with any transfer that was in effect before the extended segment. Yes (default) — the extended segment continues with the transfer in effect before the extended segment. No — the extended segment uses the employee’s primary account (Job/Labor Category/Cost Center) and primary work rule.
   NotificationScheduleViolationManager	The name of the workflow notification which is sent to the manager when a Rule Violation is detected. If not required, set to NULL. When RuleValidationRequired is set to Yes, this parameter must be configured. Default = Manager workflow notification name
   NotificationScheduleViolationEmployee	The name of the workflow notification which is sent to the employee when a Rule Violation is detected. If not required, set to NULL. Default = Employee workflow notification name
   RuleValidationRequired	Controls whether to validate Schedule Rule violations when adding extra shift segments upon approving a Volunteer Request. Yes (default) — validate schedule rules violations when adding extra shift segments. When a No Save rule is violated, the added segment is automatically canceled and removed from the schedule. No — do not validate schedule rule violations when adding a new segment. When set to Yes, the NotificationScheduleViolationManager must be configured.
   ContinueExplicitWorkRuleTransfer	Controls whether an explicit work rule transfer overrides the assignment work rule transfer. Yes — the explicit work rule transfer overrides the assignment work rule. No (default) — the assignment work rule is used when adding the request.
   BypassPredictiveScheduling	Controls whether to bypass predictive scheduling rules. Yes — Bypass predictive scheduling rules. No — Do not bypass predictive scheduling rules.
   AdjacentShiftRequired	Controls whether to allow adjacent shifts or shifts on non-scheduled days. Yes — Allow adjacent shifts or shifts on non-scheduled days. No — Do not allow adjacent shifts or shift on non-scheduled days.
   AllowOverlappingRequestsOnPublicHoliday	Controls whether to allow requests with overlapping hours on public holidays. Yes — Allow volunteer requests with overlapping hours on public holidays. No — Do not allow volunteer requests with overlapping hours on public holidays.

(Optional) VolunteerToWork_v5_1_WorkRuleTransferOverride

If you want to configure a different work rule for the volunteered shift segment to enable bonus pay, extra breaks, or whatever is appropriate for your organization, configure the decision table that holds the Work Rule name to be overridden:

Volunteer to Work - Work Rule Transfer Override

Column name	Description
Work Rule	The name of the employee’s default work rule.
Output Work Rule	The name of the work rule to be used as override.

  

After deploying the business process models, you must configure the following:

Workflow Notifications

Create multiple generic workflow notifications that facilitate the Volunteer to Work or Leave Early process. Design the notifications by combining free text with available custom tags. See the Configure Notifications for Business Processes topic.

Examples include:

Request Subtype Transitions

Define request subtype transitions to suspend a request between state transitions while a business process completes a task.

Enter a name, such as Volunteer to Work, and then attach the business processes to the appropriate From State and To State combinations. Refer to the Validation Actions table. See the Request Subtype Transitions topic.

Validation Actions

Select from State	Select to State	Select Pre-Processing
Draft	Approved	VolunteerToWork_DraftToSubmit_Preprocessing_v5.1
Draft	Submitted	VolunteerToWork_DraftToSubmit_Preprocessing_v5.1

Request Subtype

Create, or edit, a request subtype to facilitate the Volunteer to Work or Leave Early process.

Note: The process supports only hours-based requests.

Control Center Mappings

Create control center mappings for the employee and manager notifications. During configuration, select Scheduler as Domain, Time-Off as Event Type, and the appropriate icon. See the Control Center Notification Mapping topic.

Examples include:

Process Profiles

Create or update process profiles that allow manager and employee access to the business process. Move VolunteerToWork _DraftToSubmit_Preprocessing_v5.1 and VolunteerToWork _SubmitToApproveToCancelled_v5.1 from the Available to Selected Items list. See the Process Profiles setup page topic.

Note: Process profiles assigned to employees and managers must be configured with access to execute the Volunteer to Work business processes.

(Optional) Assignment Rules

When employees qualify for an assigned shift, the assigned work rule applies, not their default work rule. Select the appropriate Pay Rule, and then navigate to the Assignment Rules tab. Select values for the work rule, start and end times, shift minimum and maximum, and necessary checkboxes. See the Pay Rules topic.

Note: This optional functionality depends on the ContinueExplicitWorkRuleTransfer parameter setting in the Volunteer to Work Parameters decision table.

(Optional) Configure Schedule Rule Set

Create a Schedule Rule Set to initiate rule validation for the No Save severity. Configure according to the organizational requirements. See the Configure schedule rule sets topic.

Customize error translation

Generic error messages act as a temporary container in which we parse appropriate messages depending on the type of validation the Business Process returns as failed. An Excel file with the appropriate UI labels is provided to import.

1. From the Main Menu, select Administration > Application Setup > System Configuration > Translation > User Interface.
2. On the Translation - User Interface page, complete the following fields:
   • Language — Select the language.
   • Country — Select the country.
   • Domain — Select the domains to export. You can select all domains or an individual domain.
   • You can also hold down the Ctrl key to select multiple individual domains. Depending on the domain or domains selected, the corresponding properties are listed in the Group field.
   • Group — Select the applicable property files from the list. Hold down the Ctrl key to select more than one. If you leave the top field blank, all property fields are selected.
3. Click Tap Export to export the property files to Excel.
4. Open the exported Excel page and edit it as needed.

   Example error codes and messages

   Error Code Key	Replaced Error Message
   WFP-00824.MESSAGE	Your Volunteer Request cannot overlap with an existing Shift
   WFP-01240.MESSAGE	Your Volunteer Request cannot overlap with another Request
   WFP-00830.MESSAGE	Duplicate Volunteer Requests are not allowed
   WFP-01135.MESSAGE	Request Processing Failed. Please contact your System Administrator.

5. Back on the Translation - User Interface page, click tap Import to import the edited Excel file.
6. Verify the changes.

API details

API name	Type	Resource path	Description
Retrieve Schedule	POST	/v1/scheduling/schedule/multi_read	Returns employee details and schedule.
Retrieve Employee Time Off Requests	POST	/v1/scheduling/employee_timeoff/multi_read	Retrieves employee time-off requests.
Retrieve Employee Time Off Requests	GET	/v1/scheduling/employee_timeoff/{ID}	Retrieves employee time-off requests by ID.
Update Schedule	POST	v1/scheduling/schedule	Updates shift segments in the employee's schedule.
Paycode Edit	POST	/v1/scheduling/schedule/pay_code_edits	Returns the paycode edits in the employee schedule.
Delete Paycode Edits by ID	POST	v1/scheduling/schedule/pay_code_edits/multi_delete	Deletes the paycode edit changes by ID.
Retrieve Employee Rule Violations	POST	v1/scheduling/violations	Returns rule violation severity in the employee's schedule.
Locale Policy	GET	v1/commons/user_preferences/locale_policy?tenantDefault=true	Returns user preferences for the current user or tenant.
Retrieve Persons	POST	v1/commons/persons/extensions/multi_read	Returns a person record.
Manager Notification	POST	Manager Notification	Sends a notification to a manager.
Employee Notification	POST	Employee Notification	Sends a notification to an employee.
Retrieve employee schedule ruleset Name	GET	/v1/commons/persons/schedule_rule_sets	Returns the schedule rule set name for the employee.
Retrieve schedule ruleset Details	GET	/v1/scheduling/schedule_rule_sets	Returns the record of schedule rule set.
State change	POST	/v1/scheduling/timeoff/apply_update	Updates the time-off requests by manager.
Retrieve Pay rule	POST	v1/timekeeping/setup/payrules/multi_read	Returns the pay rule.

You can create a transactional Dataview to report on the number of:

• Volunteer requests that were made.
• Requests that were used by the manager.
• Hours that were used to work longer or leave early.