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Report forms

ESP produces a comprehensive set of reports that help control your labor costs, while maintaining excellent customer service. These reports are divided into three categories:

1. Schedule reports: reports that relate directly to the schedule you are viewing
2. Employee reports: reports that help you manage your employees.
3. E-mail reports: reports that you may send to employees by e-mail.

You may open the report forms from the Reports task group or by selecting FORM | REPORT FORMS | SCHEDULE REPORTS or EMPLOYEE REPORTS or EMAIL REPORTS from the menu.

Moving between reports

When you open a report category, the individual reports in that group are shown on separate tabs at the top of the screen. To move between reports, select the tab of the report you want to view; or, you can use the arrow keys to move one report forward or back at a time.

Schedule reports

The Schedule reports relate directly to the schedule that you are viewing. The reports in this category include:

• Break report: a daily report of the breaks due to each employee working that day.
• Daily labor summary: a daily report displaying the labor and volume projected for each hour; the manager may use this as a worksheet to monitor daily labor.
• Daily schedule (line bar): a graphical display of each day of your weekly schedule.
• Employee schedule: a list of all the shift assignments for each employee, sorted alphabetically by employee name.
• Employee schedule (compact): includes the same information as the regular employee schedule report in a more compact format.
• Manager’s summary: a summary view of shifts for each employee that includes a comparison of hours and shifts scheduled to what are allowed.
• On-call list: a daily list of employees who are available to work, allowing you to easily fill unassigned or no-show shifts.
• Statistics report: a summary of the schedule produced including daily and weekly totals for hours, labor cost, labor percentage, sales per man hour, and more.

Access to some reports is restricted under some configurations; in that case, the tab for the report will not be displayed.

Toolbar options

When viewing any schedule report the same options appear on the tool bar, which allow you to move around and view reports:

• Prev Page | Next Page: these options are visible when viewing multi-page reports. They allow you to move forward or back one page inside a report.
• Go to page: selecting this option opens a drop down list of all page numbers for the report you are viewing; simply select the page number that you wish to view and the report will move to that page.
• Zoom: various zoom options allow you to enlarge and shrink the report to your viewing preference.
• Save to PDF...: use this option to print the active report to a PDF file, which allows you to send reports by e-mail.
• Print icon: use the print icon or, choose FILE | PRINT from the menu to select the pages you wish to print or to print the whole report at once.

Break report

The Break report is a daily list of the breaks due to each employee working that day. The manager may use this report to ensure that all employees receive their appropriate breaks.

How to read the Break report

The Break report lists all the shifts scheduled for the day beginning with the first shift; each shift listed includes the following information:

• Employee: the name of the employee scheduled to work the shift.
• Shift: the shift’s start and end times as well as the station(s) the employee is assigned to work at.
• Breaks: the name of the break entitled for this shift.
• Taken: a check box to mark off each break as it is taken.

If an employee is entitled to more than one break for a given shift, each break is listed on a separate line.

Daily labor summary

The Daily labor summary displays the projected volume and labor for each hour and you can use this as a worksheet to help monitor labor and sales throughout the day.

How to read the Daily labor summary

This report includes the following information:

• Projected volume: displays the hourly volume that was projected for the day.
• Actual volume: provides a place for you to write in the actual volume for each hour.
• +/- difference: provides a place for you to write the difference between the projected volume and the actual volume for each hour.
• Cumulative +/-: provides a place for you to write in the cumulative +/- difference at each hour.
• Crew:Mgmt ratio: displays the projected ratio of employee to manager projected for each hour.
• Productivity (SPMH/TCPH): displays the hourly productivity that was projected for the day.
• Projected labor: displays the hourly labor that was projected for the day.
• Scheduled labor: displays the hourly labor that was required based on the active Positioning guide.
• Revised projected labor: provides a place for you to write in the revised hourly labor.
• Actual labor: provides a place for you to write in the actual labor for each hour.
• +/- hours: provides a place for you to write the difference between the projected labor and the actual labor for each hour.
• Comments: provides a place for you to enter comments about that day that may have affected the projected to actual volume and labor.
• Managers: provides a place for you to write in the managers who were on duty during that day.

Daily schedule (line bar) report

The Daily schedule (line bar) report displays a graphical schedule for each day. This report can be used to see an overview of shift coverage, expected volume, crew profile and changeover times.

How to read the Daily schedule report

Each page of the line bar report represents a single day’s schedule with the day and date appearing at the top of the page under the report title. Each day covers a range of times starting at 4:00 AM and finishing at 4:00 AM the following day, which allows opening or closing shifts to appear on the appropriate day’s schedule.

The report is divided into different areas with the largest area displaying the Shifts scheduled for the day. Each shift is displayed in text on the left side and on a graphical line bar on the right side.

The Total section at the top of the report displays information on the labor scheduled and can help you determine times of the day when you may be over-scheduled or under-scheduled. The Projected labor line displays the labor projected for each hour based on the projected volume from the POSITIONING GUIDE that is in effect at that hour. The Actual labor line displays the actual labor scheduled for each hour. Both the Projected and Actual lines report only variable labor stations; the Stations defined in the POSITIONING GUIDES. The Plus/minus difference row shows the difference between the projected and actual labor scheduled for each hour. The bottom line shows the difference between the projected and actual labor scheduled for each hour. The Non-variable labor row displays the number of non-variable labor hours that were scheduled for each hour. Any non-variable labor hours will have been scheduled by fixed shifts or added by the manager during editing of the schedule.

The shift section of the report is grouped by station, in the same order as defined on the STATION form. This section is divided into two:

1. The left side displays a text view of the shift and includes: name of the person scheduled; the shift’s start and finish times; the station(s) that the person is working; and the length of shift.
2. The right side displays a graphical view of the shift on a line bar. This area is color-coded so that you can distinguish between types of shifts and easily identify unscheduled shifts, which appear as unfilled rectangles. These colors will be displayed when you print the report if printed on a color printer. If you don't have a color printer, shading will help differentiate the different types of shifts.

Shifts may be made up of more than one station; the entire shift will appear under the station that the person works the most time at. This part of the shift will appear as a solid line and other stations within the same shift are displayed as alternating pattern and solid. For example, if an the employee is scheduled four hours on Counter followed by one hour on Grill, the whole shift would appear under the Counter section and on the graphed side would look as follows:

At the bottom of this report is a summary of all wage and salary hours along with the total number of hours scheduled breakdown down into variable and non-variable labor.

Employee schedule

The Employee schedule report lists all the shifts assignments for each employee, ordered alphabetically by name. There are two views for this report: Standard (Regular) and Compact.

Standard view of the employee schedule report

This view of the Employee schedule report is ideal for posting on a bulletin board so employees can easily find their shifts for the coming week. Only employees scheduled to work will appear on this format of the report.

The information listed on this report includes:

• Employee: lists all employees scheduled as well as any shifts that were left not assigned. Employees not working during the schedule week do NOT appear on this list.
• Days: lists all the days that the employee is scheduled to work.
• Location: lists the store that the shift will be served at. If you schedule only one location, this column will not appear.
• Times: lists the time that each shift begins and ends.
• Station: lists the Station(s) that the employee will work at for each shift.
• Length: lists the length of the shift in hours.

Compact view of the employee schedule report

The compact version of the Employee schedule report is perfect for those locations that prefer to cut this report into individual slips to hand out to employees. This report lists all employees, including those who are not scheduled to work.

This same information appears in this view as the regular view but it is displayed in a table format. The days and dates of the schedule week are listed as column headings along the top row and employees listed alphabetically down the left side. Each employee’s shifts are listed horizontally under the appropriate day heading and include: start and end times, station, and location.

Due to space constraints, multi-station shifts are not broken down into stations on this report. The time of the entire shift is displayed with the station that the employee works at first.

Manager’s summary

The Manager’s summary report provides a comprehensive overview of each employee’s activity for the schedule week. This may be used to check that each employee is receiving a fair number of hours and that each employee receives his/her minimum hours.

How to read the Manager's summary

The following information is included on this report:

• The Employee name column includes all employees listed alphabetically, including employees who are not scheduled to work any hours during the week.
• The Daily hours' section lists the number of hours the employee is scheduled to work under each day heading. A dash appears under a day that that the employee is not scheduled any hours. If the employee has no availability entered in their information, Not available will be displayed; this can help you identify why a person was not given any shifts.
• The Total hours' column displays the number of hours the employee has been scheduled for the week. The words Not Scheduled will appear under this column for any employee not assigned to work during the week.
• The Total paid column displays the number of paid hours the employee has been scheduled for the week. This is the total scheduled less unpaid breaks.
• The Total shifts column displays the number of shifts the employee has been scheduled for the week.
• The Min/Max hours allowed column displays the minimum and maximum number of hours the employee is allowed to work during the scheduling week.
• The +/- Min column displays the number of hours the employee has been scheduled above or below their minimum hours allowed for the week.
• The Job rotation column displays the different stations that the employee has been scheduled to work during the week.

On-call list

The On-call list is a daily report that lists all employees who are available to work; use this report to quickly find an employee to replace a sick or no-show worker.

How to read the On-call list

The report lists all employees who are available to work that day in order of their available times. Employees who have not received any shifts for the day listed first followed by those with assigned shifts. Employees with assigned shifts are included in case you wish to cover an unscheduled shift by extending an existing employee's shift rather than calling in a completely new person.

Each line on the report includes the following information:

• Times available: indicates the employee’s availability for the current day.
• Name: lists the name of the employee whose availability is displayed.
• Assigned shift: indicates any shifts the employee may already be working on this day, including start and finish times and station(s) worked. If the employee is not scheduled to work this day -None- will be displayed here.
• Hours: indicates the number of hours the employee is scheduled to work along with his/her maximum hours allowed per week. For example, an employee who is scheduled to work 12 hours out of a maximum of 40 would have the entry 12/40 in the Hours column.
• Shifts: indicates the number of shifts the employee is scheduled to work along with his/her maximum shifts allowed per week. For example, an employee who is scheduled to work 3 shifts out of a maximum of 5 would have the entry 3/5 in the Shifts column.
• Labor cat: indicates the labor category the employee is assigned to.
• Age: indicates the employee's age during the current schedule week. If an employee has a birthday during the schedule week their age at the start of the current schedule will be displayed.
• Phone: indicates the phone number that the employee can be reached at. Note access to this column is restricted in some configurations.

Statistics

The Statistics report provides summary information for the current schedule.

How to read the Statistics report

The report includes the following information:

• daily and weekly projected volume used when the shifts were generated
• hours broken into salaried, wage, variable and non-variable labor costs for each day and the week
• labor cost and labor percent
• Sales per man hour (SPMH) and Transaction counts per man hour (TCPH)
• breaks (both paid and unpaid) for each day and the week
• number of shifts left Unassigned

When calculating the amounts for each day, ESP uses an internal boundary time of 4:00 AM to decide the day that a shift belongs to. Any shift crossing this time is divided between the two days for calculation purposes. For example, if you have a shift on Monday from 11:00 PM to 6:00 AM, five hours of the shift, 11:00 PM – 4:00 AM, will be counted as part of Monday and two hours, 4:00 AM – 6:00 AM, will be counted as part of Tuesday.

Employee Reports

The Employee reports section includes the following reports that help you effectively manage your employees:

• Employee birthdays: a monthly list of all employees sorted by their birth date.
• Employee list: a one-page report for each employee, sorted alphabetically by schedule name, containing the employee's detailed information.
• Employee phone lists: an alphabetical list of employees with their contact information.
• Service awards: a monthly list of all employees detailing their years of service.
• Training summary: a summary of the number of crew trained on each station by performance rating.

Access to some reports is restricted under some configurations; in that case, the tab for the report will not be displayed.

Toolbar options

When viewing any employee report the same options appear on the tool bar, which allow you to move around and view reports:

• Prev Page | Next Page: these options are visible when viewing multi-page reports. They allow you to move forward or back one page inside a report.
• Go to page: selecting this option opens a drop down list of all page numbers for the report you are viewing; simply select the page number that you wish to view and the report will move to that page.
• Zoom: various zoom options allow you to enlarge and shrink the report to your viewing preference.
• Save to PDF...: use this option to print the active report to a PDF file, which allows you to send reports by e-mail.
• Print icon: use the print icon or, choose FILE | PRINT from the menu to select the pages you wish to print or to print the whole report at once.

Employee birthdays

The Employee birthdays report allows managers to see at a glance if any employee is celebrating a birthday during the coming months. This can help identify employees whose information needs to be updated due to their age, such as changing from a minor to an adult labor category.

How to read the Employee birthdays report

The report is divided into months beginning with the current schedule month. Employees are listed under the month that their birthday falls. If an employee's birth date has not been entered on the General screen of his/her information form, the person's name will appear first on the report under the heading No birth date entered.

Information on this report includes:

• Schedule name: the employee's schedule name.
• Birthday: the employee's birth date as listed on the General screen of the employee's information screen.
• Age on birthday: the age that the employee will turn on their next birthday. Significant ages such as 16, 18, and 21 are displayed in bold.

Employee list

The Employee list report is a detailed one page summary for each employee with the information from their employee screen. This allows you to easily review information for an individual employee or quickly scroll through all of your employees' information.

How to read the Employee list report

There is one page for each employee, which is displayed alphabetically by schedule name. The information on this report is taken from each employee's information screen and includes:

• General information such as address, phone number and e-mail address
• Hours and shifts limits displays the employee's max and min hours allowed to work along with the number of shifts and closes allowed to work during a schedule week for both their Regular and Alternate availabilities.
• Stations, displays all the stations the employee has been qualified to work at. The rating the employee has been given for each station is also displayed.
• Availability / fixed shifts / restrictions, displays the employee's Regular and Alternate availability.

Employee phone list

The Employee phone list is a simple report that lists your employee’s contact information. This report can be used to contact an employee to replace a sick or no-show worker. It can also identify information this is missing from your employees' profiles.

How to read the Employee phone list

This report is an alphabetical list of your employees and includes the following information:

• Schedule name: an alphabetical list of all employees according to their schedule name.
• First name/Last name: lists of all your employees first and names.
• Phone numbers: the employee's primary and secondary phone numbers are listed. This is taken from the employee's information screen; if an employee's phone number has not been entered on the General screen of his/her information form then the person's name will appear on the report but the Phone number will be blank.

Service awards

The Service awards report displays your employees' years of service. This report can be used to help assign service or merit awards.

How to read the Service awards report

The report is divided into months beginning with the month of the current schedule; each employee is listed under the month that he/she was hired. The information on this report includes:

• Schedule name: employees are listed as their schedule name under the month they were hired, sorted by hire date.
• Hire date: employees' hire dates are listed beside their name; this report is sorted monthly by hire date beginning the month of the current schedule.
• Years of service: lists the number of years that the employee has been employed as of their next anniversary beside their hire date. Significant anniversaries (5, 10 years, etc) appear in bold so that they are easily identifiable.

Training summary

The Training summary report displays the number of employees qualified at each station by performance level. This report can be used to determine your hiring and training needs.

How to read the Training summary

This report is an alphabetical list of stations by their ID and includes the following information:

• Station: an alphabetical, by ID, list of all the stations used at your location.
• Ratings: a heading for each performance level that you rate your employees (1.0 to 4.0, Training, and Coach) are listed in the middle along the top row. Under each heading you will find the number of employees rated that performance level for each station.
• Total: lists a comparison of the number of employees qualified to work the station to the total number of employees.
• % Employees: lists the percentage of total employees qualified to work the station. This gives you a clear picture of your cross-training needs.

E-mail reports

The E-mail reports section allows you to send employees their weekly work assignments by e-mail. However, to use it you must first set up this feature:

• configure your e-mail settings on the HOME form under the menu option TOOLS | OPTIONS…
• enter an e-mail address for each employee who has access to e-mail in the e-mail field of his/her information form.

How to read the E-mail report

The form is divided into two sections:

1. The Employee section at the top includes a row for each employee with their name, e-mail address, and total number of hours, shifts, and closes scheduled for the week. This information is taken from the Employees’ information forms and the Schedule form. All employees appear in this section, however, employees without e-mail addresses are displayed in gray and will not have their schedules e-mailed to them.
2. The bottom section is divided into two tabbed screens:
   1. The Preview e-mail screen allows you to view your message before it is sent. The message will change as you scroll through the top list of names to display information for the active employee. When the e-mail field for the active employee is blank the message No e-mail for this recipient will be displayed in this area.
   2. The Template screen allows you to edit the default message that will be sent to all employees. The message will be the same for all employees, with each employee's individual shifts substituted for the template fields.
      Access to the template is restricted under some configurations.

Setting up the e-mail template

A default message is filled into the Template; you may edit the message to include the information you wish to send.

You may enter any message you wish into the e-mail template. Standard text that you enter will be included in the message sent to all employees. ESP also defines a series of codes that allow you to specify detailed schedule information. These codes will be substituted with the correct information for each employee when the e-mail report is previewed or sent. The codes that you can insert begin with a percent sign (%) and include:

• %name represents the employee's schedule name
• %week represents the date of the current schedule
• %schedule represents all the shifts in the current schedule for the selected employee
• %hours represents the total number of hours assigned to the selected employee
• %shifts represents the total number of shifts assigned to the selected employee
• %closes represents the total number of closes assigned to the selected employee

 

Toolbar options

The toolbar option Email schedules provides two choices for sending messages: Email all or Email selected.

Email all will send the message to all employees who have an entry in their e-mail address field at once. The Email selected option will send the message to the selected employee(s) only; this option is useful if you want to send a customized message to one or more employees.

When you select either option you receive a warning that the message is about to be sent, press SEND to continue or CLOSE to return to the E-mail reports form without sending the message(s). This saves you from sending messages in error.

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