How to make changes to the QES

How to make changes to the QES

Accessing the QES

The QES can be found in the management option

From the QES search page select the relevant session and the full detail of the session will open

Adding staff via the shortfall process

If the session has any shortfalls they will appear at the bottom left of the QES.

Click on the green + icon next to the relevant shortfall that you want to resolve

A list of colleagues who are available to fill the shortfall will appear. The list will display those with the least planned hours showing at the top. To allocate the shift to a colleague, click the icon next to their name and select the allocate button and the QES will refresh, and the shortfall will be resolved.

NB – The list of colleagues showing in the shortfalls can be displayed in a different format. Once the shortfall list has opened, the user can press CTRL+F and a pop-up box will appear that allows the user to search by names for their chosen colleague to allocate the shift to.

Adding staff via the ‘add new person’ process

Select the add new person icon in the relevant QES

The user is required to input the assignment number of the colleague they want to add to the session. Once inputted the system will search for that assignment number and match the number with the relevant person.

The user will then be offered the planned times for the day against the standard role. Aswell as making any relevant changes, the user will need to amend the role where required dependant on what role this colleague will perform.

Once these steps are complete – click on the Add person button, and the QES will refresh, and the colleague will be added to the QES.

Removing staff from the QES

To remove a colleague from the QES, the user will need to select the icon next to the person’s name.

They will then be offered the ability to remove the person or book an absence for that person, select ‘Remove from session’.

A pop-up box will appear asking the user to confirm they want to remove this person, press ‘ok’ and the QES will refresh, and the colleague will no longer be show on the QES.

Booking absence

NB - When booking absences – best practice is to book all absences via the rota screen, and only book part days via the QES.

To book a part day absence e.g. part day sickness or part day leave, the starting point is for the relevant person to show on the QES for the planned day (full shift hours).

Select the icon next to the person’s name and the user will be offered the ability to remove the person or book an absence for that person, select ‘Book absence’.

·       select paid part day

·       select the reason e.g. phased return to work/sickness

·       change the duration from full to part

·       check the correct date is showing

·       select part 1 or part 2 (depending on when the absence is for e.g. part 1 for first session – they came in late or part 2 for the second session – they went home early)

·       add the number of hours they were absent e.g. 2.5 for 2 and a half hours

·       add a comment if required

·       click book absence button

·       once the QES has updated (note the planned times will simply half) change the ‘amended to’ times so they reflect actual hours worked.

·       Click save

·       Open QES to check worked hours are as expected

·       Check rota screen to check view is as expected (abs cell and worked cell)

·       Part days can be used for Holiday absences as detailed above. If in doubt contact E Rostering Support team

Reschedule a session

Once in the relevant QES, select the ‘Reschedule session’ icon and a pop-up box will appear.

NB – The user will need to populate the date in the pop-up box, even if the date isn’t changing.

Change venue if required and then click ok.

A further pop-up box will then appear asking the user to confirm to proceed, once confirmed the QES will refresh and any rescheduled details will be displayed.

Amending times/Overrun’s

The user can amend times for an individual, or if the change is to be applied to multiple individuals, a bulk amendment can be applied.

To amend an individual’s times, on the relevant persons row – click into any box you require to record an amended time, and input the time required e.g. 1500.

Once any changes have been inputted the user should click the save button to capture the amended times.

If the user wants to apply a bulk change to more than one individual, they will need to input the amended time in the amended to boxes at the top of the QES.

Once populated the user will need to either click the apply box next to each person’s name that they want to apply the change to, or they can click the specific box below the word apply, then press ‘apply’. This will then apply the change to all names on the QES, and any who do not require the change can be manually unticked by the user.

Once any changes have been applied, the user can either submit the QES (if the QES is now ready to be submitted to payroll) or they can select to save the QES, so that all changes are saved and they can revisit the QES again prior to submitting the QES at the required time.

NB - If there has been an overrun, then the amended to finish box must be used to enable the overrun reason to be captured

·       As described above, amend the finish time, tick all staff who require the later time added to their record for payment and click on the apply button.

·       Click submit to payroll, reason for session extension pop up box appears.

·       Select the relevant reason

·       Click submit to payroll again to lock the reason in and close the QES

·       Click okay to session submitted pop up.

Updating MSA

If there is a requirement to amend MSA, like the process to amend times, the user can either make individual changes, or they can make a bulk change to apply to multiple colleagues.

To amend the MSA rate, the user should select the MSA drop down option shown below and make the change for that individual, but if they want to make a bulk change then the user should select the drop-down box immediately below the word MSA at the top of the QES, then tick the box and press the  ‘apply’ button. This will then apply the change to all names on the QES, and any who do not require the change can be manually unticked by the user.