Calendar for scheduling work. Program for planning and recording staff time

If you work in HR, chances are you often have to do many tasks at the same time. Your responsibilities can be very diverse and include not only finding and attracting the best talent, but also developing employee motivation and managing training and education.

For those who do so many tasks at the same time, it is very important to build a system that allows you to stay organized and not lose sight of a single detail. You can use Excel templates for this. But how do you find and choose the very best Excel templates that fit your needs? We have reviewed and studied the key HR Excel templates and offer you a short description of each of the templates, as well as a download link.

We'll also show you how to use HR templates in Smartsheet, a tool for joint work based on spreadsheets, with the help of which you can collaborate with colleagues even more than in Excel to simplify the processes of personnel management.

This program allows you to calculate a work schedule for 12 months, including a production calendar for any year (from 1950 to 2050). To calculate the schedule, you can set any mode of operation - normal working hours, a day after three, two days after two, etc.

The program "Calculation of work schedules" works well in Excel 2003 SP3 and MS Excel 2003 SP2. The project has not been tested in other versions of MS Excel. Theoretically it should work.

Download Excel file Calculation of work schedules

• Calculation of work schedules (XLS 257.512 Kb)

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Depending on your specifics, you can choose, or more precisely, together we can choose the appropriate product from the family of programs geocon. They will provide you with one of the following main modes of operation:

1. "Plan" You move (from Excel or other non-specialized software) to a modern information system for scheduling shifts. At the same time, you can also draw up an annual vacation schedule in the Geocon database. Or import it into Geocon from your existing program that you want to continue using.
2. "Fact" Maintaining the Timesheet, combining the timesheets of different divisions of a branched company or group of companies. Integration with payroll programs (1C, SAP, etc.)
3. "Plan + Fact" You create graphs in the Geocon database, and at the same time keep track of the actual time worked by each employee. Fill in the Timesheet, keep a summary record, keep track of absences and vacations, control processing in real time.
4. "Plan + Fact + ACS" If you have an ACS/s, or plan to supply it, you can fill in the time sheet in the Geocon directly from the ACS, comparing the Fact with the Plan in real time. At the same time, you can choose how in the future to use the information that is generated in the independent Geocon database for accounting and calculating wages.
5. "Plan + Fact + Export" Geocon considers all necessary time values ​​in days and hours in the form of deviations of the Fact from the Plan or in the form that is convenient for you. Exports, in a format convenient for you, this information to your existing payroll program, for example, 1C. Or it doesn't export. Prints, generates files, certificates, reports, statistics. The choice is yours.

Of course, there may be different variations and additions to the above most popular modes of using Geocon products. We will do what is more profitable and useful for you.

Let's talk about the most popular programs below - Geocon PlanProfessional, Geocon PlanExpert, Geocon PlanTime. It's no coincidence that they're called that. PlanProfessional, PlanExpert… This is a managerial, managerial software that saves a lot of time for schedulers, minimizes errors and optimizes everything that can be optimized in terms of staff time. It is from the point of view of optimizing planning processes that Geocon also provides Accounting for actually worked hours - in order to show the person who plans, information about the actual working in real time in the same screen where he makes charts.

PlanProfessional

Geocon's programs are designed not only to automate and optimize planning (shift scheduling) and staff time tracking. The work of planners is greatly facilitated and simplified, it is displayed on new level organization of working hours for employees of different qualifications, as well as the possibility of interaction and control for managers of all levels. At the same time, the focus is on meeting the requirements Labor Code in relation to the working hours of the staff and their work schedules. Time sheet is the final document for the summarized accounting of working hours, which the program compiles and prints.

Geocon PlanProfessional is a specialized software product developed in many years of collaboration with various users for automatic, semi-automatic or manual shift scheduling and automation of timesheet creation. Despite the volume and complexity of the tasks performed, the program remains simple and easy to use and provides high efficiency personnel management. Flexibility of working time modeling, integration with accounting programs and access control systems, ease of compiling and printing documents and certificates - important benefits our program!

Geocon PlanProfessional guarantees a noticeable simplification of work. Optimizes the process of planning and accounting of working time with high reliability of processing and systematization of information. Allows the most in the best way use the existing human resource, the qualities and qualifications of each employee. At the same time, cautioning managers against mistakes, overlays and violations of labor laws. The system takes into account not only the requirements of the law, but also the accounting practices that have developed in the country, the rules and traditions of reporting.
Thanks to great choice precise settings and the ability to issue a variety of certificates, the program can be used in any organization, in any enterprise - if we already know how to plan the non-stop operation of a large hospital with its many types of shifts, duty and maintenance, then we will surely cope with any other challenge. Convenient option for small and medium-sized companies, this program also has.

PlanExpert

In order to meet the ever-growing needs of our large customers in the production of shift schedules and time tracking, we have developed Geocon PlanExpert, which is the corporate, higher, version Geocon PlanProfessional.
Geocon PlanExpert stands for modern and flexible planning, easy-to-use user interface, fully user-centric solution with high standards and competitiveness.
Geocon PlanExpert built as an information system. First of all, it helps employees for whom daily activities is the planning and accounting of staff time.
But Geocon PlanExpert It is also designed to help many other employees throughout the organization - managers, personnel officers, planners, chief accountant, payroll accountants, although only a part of the staff works directly with the system. Any manager who needs information and specific references and analyzes can have regulated access to certain functions and data of the program.
Geocon PlanExpert has been developed on a modular basis, resulting in easier integration of new modules and modification of existing ones.
Geocon PlanExpert includes tools for managing access to the system and for protecting data from unauthorized access, as well as tools for tracking changes in the database - who, when and what exactly changed in the program.
Geocon PlanExpert includes technological tools to integrate with others information systems based on the XML standard, as well as other protocols.
Geocon PlanExpert runs on standard compatible personal computers connected local network or over the Internet.
Geocon PlanExpert designed and implemented as a system that can organize the staff of medium and large organizations. It allows you to use a large number of workstations located in a large area throughout the country.
For optimal performance and speed Geocon PlanExpert implemented as a three-layer client-server application. Consists of clients, an application server (more than one server is possible), and a database management system. This architecture has the following advantages:

• Provides load distribution through the physical distribution of layers.
• Allows the use of various relevant technologies.
• Layers are thin and independent and therefore easy to maintain and develop.
• Easy tracking of transactions and issues related to them. Traffic optimization.
• High performance - all business logic resides in the database management system, which prevents large amounts of data from being downloaded and processed over the network.

Communication between clients and the application server is based on TCP sockets. They provide a reliable two-way transport channel for communication between two parts of an application. Applications that communicate over a socket can be run on the same machine or on different computers connected to each other over the Internet or through another TCP / IP network.
All this allows simultaneous work many users with the same database without compromising the speed and performance of the application.

PlanTime

PlanTime is a program developed as a separate module that can be integrated into products Geocon Software. It is often referred to as a web module, or a self-service module, self-service. The system provides reporting of personnel working time, access rights to various levels of the program, and others.
A dedicated PC constantly monitors the entire system, providing data storage of employees with identification passwords, records all passages through checkpoints, and uploads all information to the charting program Geocon Software.
The software has the following features:
1. Registration of working time through several types of systems - through a computer or fingerprints.

• The module provides control of working time and access control of employees in real time.

• Modern intuitive user interface.
• Multiple network access for an unlimited number of users.
• When entering a password (personally for each employee) or a fingerprint, the employee will be uniquely identified using software and the module will register the corresponding event - the entry or exit, the beginning or end of the working day of this employee.

• Further, from the working time control system, information enters the program for planning and processing monthly staff work schedules Geocon Software.
• It is possible to produce statistical information about presences, delays, business trips, absences, etc. for each employee on the basis of a pre-defined schedule in Plan Expert.

2 . The ability for each employee to enter their wishes into the system (regarding the desired shift, vacation, time off, days off, etc.) plus the opportunity for everyone to be informed and track their personal schedule. This module is implemented in two environments:

• Graphical - can be used within the organization, providing in advance its installation.
• Web-based interface - for use outside the organization (from home, on the road), having access to the Internet.

To do this, each employee will have a password for limited access to the program, which stores it in encrypted form. Unlike users, an ordinary employee will not have access to the shift schedule, settings, printouts and statistics. Upon registration, a menu will be displayed that will allow him to enter his desired shifts or absences, and track his own schedule.
Also in the program there is a very practical way so that employees can enter the time they worked themselves.

The work schedule is a concept that is familiar to all enterprises, institutions and firms, regardless of the form of ownership and direction of activity, since with its help it is possible to organize the normal work of all personnel.

What is a work schedule?

The schedule should be understood as the schedule of the staff's working time, in days and hours. The work schedule allows you to systematize and streamline work time all employees of the institution, in order to increase productivity.

According to the definition, under the established work schedule understand a special schedule that takes into account the duration of the period, during the calendar time, intended for the work of an employee. The norm of working time is set at the management level and is reflected in a special production calendar.

Working time is the time period that is intended for the fulfillment of established obligations in accordance with the concluded employment contracts between employee and employer. As a rule, this period does not include a break.

The working time regime takes into account both the length of the working day and the length of the working week, in which weekends must be taken into account. As a rule, the mode of operation can be:

1. Five days - with 2 days off.
2. Six days - with 1 day off.
3. Non-standardized.
4. Part-time work days or work weeks.

As a rule, each institution, in view of the specifics of its activities, establishes its own working regime. At the same time, the manager is responsible for specifying the established framework for his subordinates - the start time of the working day and its end, as well as the time allotted for rest.

Legislation stands guard over the protection of workers, thus, no working regime should infringe on the rights of employees.

Thanks to a properly organized work schedule, many tasks can be solved simultaneously, in particular:

• Organize staff working hours.
• Organize timely execution of production tasks.
• Allocate paid working hours.
• It is designed to calculate - average earnings, payroll, to calculate benefits, determine the length of service, compensation, incentives, vacation pay and more.

IN without fail, all employees must be familiarized with the work schedule of a particular enterprise, against signature. If for any reason the employee refuses to do this, then in the presence of two witnesses, given fact reflected in the act.

The schedule is a document that reflects information about the beginning of the employee's working day, as well as its end. Without fail, the schedule must be brought to the attention of all staff, or it is hung out for review, so that it is freely available. When drawing up the schedule, its form is taken into account so that it is as clear as possible to all employees, has legible information for accounting. It must include all members of the state.

The form requires the following information to be entered:

1. List of positions.
2. information for each specialist.
3. distributed hours.
4. Development, taking into account the individual nature of the work performed.

When drawing up a schedule, take into account evenly distributed load volumes of work. It also determines the number of shifts - in shift work, as well as the proportional load of the honey staff.

Separately, they can provide a list of weekends and holidays to the schedule. It is very important to draw up and fill out the work schedule correctly, without errors, as this can negatively lead to a decrease in the employee's earnings.

Who is compiling it?

The schedule of the duration of work is most often an independent, separate document, in some cases it is an addition to the collective agreement. Responsibility for maintaining and scheduling is assigned to personnel employees by appointing them through an order.

The management necessarily gets acquainted with the schedule and approves it. When drawing up the schedule, the opinion of employees, as well as their representation - the trade union committee, is necessarily taken into account.

Why use scheduling software?

Software that is designed for scheduling have one basis for operation.

Thanks to specialized software, you can:

1. Reduce the chance of bugs and errors.
2. Establish an automated procedure for compiling a document.
3. Reduce time spent on scheduling.

Using the software is a huge advantage, but before using it you need to:

1. Understand general principle the functioning of the program.
2. Familiarize yourself with the possibility of compiling a network diagram.

When scheduling the program, be sure to consider:

1. Shifts in the total number, as well as the period of shifts (during shift work).
2. Length of working time.
3. The total number of working days.
4. The total number of days off.

Other indicators may be used due to the characteristics of the activities of a particular enterprise, however, such programs are not unified, but are specialized and are developed specifically for the enterprise, taking into account its characteristics.

Top 5 programs

Among the software that allows you to make work schedules, there are many options that differ both in “stuffing” and in the interface. Each of the programs has its own advantages, as it allows you to perform a particular function.

In contact with

Now the work schedule is always at hand.

One of the main problems of everyone who works on shift schedule- is to get and have a list of shifts at hand. An app called " Shift calendar"was created just so that you can always have a shift schedule at hand not only for yourself, but also for three people, while all information is displayed in a convenient form.

Immediately after launch, a calendar appears in front of you and your first action is to press the Menu button and select the Help item. In the window that opens, read very carefully about the basics of using the application. After that, first of all, press the menu button and select Days. In it, you can create templates for your working days by choosing not only the appropriate name, but also the beginning and end work shift and the color in which the day will be displayed on the calendar. In total, you can create 30 templates, which is more than enough. After creating templates, you need to create charts. To do this, press the Menu button and select Graphs. Then set the date of the first day, then select the type of day you want to create from the drop-down menu and click on the New button. If you want to change a day that has already been created, select the desired template from the drop-down menu, then click on the day you want to change and click the Edit button. After creating a chart, it will automatically be superimposed on the calendar.

In the settings, you can enable more additional graphics, as well as set up an alarm clock, if necessary. To summarize: " Shift calendar" is a very convenient and easy to use application that allows you to create a chart once and use it forever. Enjoy using it!