Once a Job is set up, you normally should not be changing the Hours Category unless it is absolutely necessary.
A good example of when you would need to is when a Job has a specific minimum and maximum pay rate and you want to define these special rates for a Job. If this becomes necessary, follow this procedure so your PS Schedules take on the attributes set up with the new Hours Category.
If you are using Personnel Scheduling, changing an Hours Category of a Job that has existing Schedules is a bit complicated. The goal is to ensure that existing Posts and Schedules are using the correct Hours Description record since these are not automatically updated with the changing of an Hours Category.
To change Hours Category and update Posts and Schedules
- Change the Hours Category of a Job in the Job Master File (Timekeeping Info tab).
- Go to Post Setup and bring up EACH Post belonging to that Job and change the Regular Hours Description and Holiday Hours Description for that Post.
- Notice that the fields now display with an ID number instead of an actual description for an existing Post. This occurs because the system displays only those category details (Hours Descriptions) for the Job's current Hours Category, therefore the system cannot display the proper Hours Description for the old Hours Category.
- Once you have corrected the Master Schedule, you will still need to resolve the problem in the Working Schedules.
- Now you will need to go to each week which has not been already updated (if it is already been updated, you would not be able to make a change anyway) and pull up the Detail Information screen of each cell and reselect the Hours Description that should be used for the Hours being paid. This way when this week is updated, you are using the CORRECT Hours Descriptions. If you do not do this, the system will continue using the old information from the old hours description which may not have the correct Minimum/Maximum pay rate, for instance.
Note: If the decision is made to change a Job’s Hours Category, the previous hours description displays as an ID # instead of the description. This ID# is what the Hours Category Detail record was associated with before it was changed. Going forward, the description will display for that Job just fine. Be aware prior records will display the ID#.