PEOPLE STAFFING SERVICES ANNUAL VACATION PLANNING
PEOPLE STAFFING SERVICESANNUAL VACATION PLANNINGCONTENTSAnnual Vacation Planning Guide (Before a Round Opens)Introduction.2Things to Know Before Getting Started .2Estimates, Quotas, Leaves & Groups.3Annual Vacation Selection Online (After a Round Opens)Instructions .9Annual Vacation Round Process .12Vacation Selection – Unit / Department Local Process20Quick tip! Hold the CTRL (control) key and click on the table of contents section that you wish to jumptoRevised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 1 of 20
GENERAL VACATION PLANNING GUIDE (BEFORE A ROUNDOPENS)INTRODUCTION:Annual Vacation Planning is the process for regular full-time (FT) and part-time (PT)employees to plan and request vacation for the upcoming calendar year that starts onJanuary 1 to December 31. This guide provides insight into the roles of the employee, thescheduler and managers and includes step-by-step instructions on how to submit vacationin Andgo’s Annual Vacation Module.The chart below shows the Vacation Planning workflow process amongst the different rolesinvolved.Things to Know Before Getting Started:Annual Vacation planning is now accessible online via Andgo! Employees can now view their: Employee Schedule for the vacation planning period Estimated vacation entitlemento Estimated amount of vacation the employee is entitled to in the following yearbased on their FTE and years of service.o Changes between FT and PT will affect your estimated vacation entitlement. Vacation groupso Group of employees who will bid together for vacation.o Employees who are in the same Vacation Group will have their vacationapproved under a shared quota.o If you think you are in the wrong group, contact your program clerk. Units’ vacation quotas (total and remaining)o Number of employees who can be on vacation in a given 24-hour period.Revised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 2 of 20
Managers determine the unit’s vacation quotas in collaboration with People (HR)using data provided by the Employee Engagement Analytics team. Relevant dates along with their corresponding deadlinesoFor employees who are on leave or who plan to be on leave, please see below: Employees currently on leave may be asked for an expected return date. If you expect to return from your leave, please let your manager and program clerkknow. This is to ensure that your schedule is updated in your employee portal(MySchedule).Vacation Round Summary Annual Vacation planning takes place in three rounds:1. Round 1b) Alternate Round 1B2. Round 23. Round 3 Employees that are denied all their vacation requests in Round 1 will receive a notification toparticipate in Round 1B. The vacation rounds start at 00:01 on the first day and end at 23:59 on the last day of eachround. Employees are required to request and have approved a minimum vacation threshold;Nurses (NBA) must schedule all but 37.5 hours; staff under the FBA/HSPBA/CBA collectiveagreements must schedule 80% of their entitlement. Vacation requests that flow into the following year will be considered if the request is acontiguous block starting on or before December 31.Please ensure to monitor your email during the vacation planning process so you do not misscritical updates.ESTIMATES, QUOTAS, LEAVES AND GROUPSInstructions:1. Log in to https://andgo.phcnet.ca with your network account login (eg. Infosys\JSmith).This is the same login information used to view online job postings and electronic paystatements. The preferred browser is Google Chrome.Don’t know your login? Contact the Service Desk at vchServiceDesk@phsa.ca or call604-806-9333How to Review Your Schedule2. Click on ‘Schedule’ in the top left corner and select “Calendar” or select the ‘AnnualVacation’ tab on your employee home page.Revised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 3 of 20
3. Review the shifts that you would like to take off for vacation.How to View Your Vacation Group4. To view your Vacation Group, click on ‘Schedule’ and select ‘Request Annual Vacation’ fromthe drop down menu.5. This takes you to your PHC Annual Vacation Information Screen. Here you can see yourVacation Group.Revised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 4 of 20
Please Note: Employees who are in multiple groups may only request vacation in one vacationgroup per vacation round. Below are details about the headings in the above vacation group.Name: This is the name of your vacation group shown as either occupation, units involved or aspecific name selected by your manager.Current Round: This indicates the current round that is active and open for submissions.Eligibility Range: This is the date range that you can submit your vacation requests.Apply button: Once you select Apply, this will open the main page for your vacation group.My Schedule – Notification (Via Email)Notification ReasonRound OpenRound CloseVacation RequestApproved/DeniedVacation RequestConflictObjectiveAndgo notifies employees by email when each round opens. Atthat time, employees can submit their vacation requests in theiremployee portal (MySchedule).Andgo notifies employees by email when each round closes.Andgo notifies employees by email when their vacation request(s)are approved or denied.Andgo notifies employees when there is a vacation requestconflict. This is when an employee with more seniority requeststhe same dates.How to Review Vacation Estimates6. To Review your Vacation Estimates, click on ‘Schedule’ and select ‘Request AnnualVacation’ from the drop-down menu.7. Click ‘Apply’ on the right hand side of the screen under ‘Vacation Groups’.8. The next screen will display your employee information(name, union, home unit and mostcurrent occupation class(es) along with your Vacation Bank estimatesRevised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 5 of 20
Vacation Bank Descriptions:1. Estimated Entitled Vacation: The Estimated Vacation Entitlement is accrued fromJuly of the previous year to June of the present year. The opening balance includesany carry over from the year(s) prior (for PT employees, this does not include anyvacation hours accrued that are over an individual’s maximum entitlement) minusany pre-planned vacation.2. Supplemental Vacation: Any additional vacation allotment an employee receivesafter reaching a year-of-service milestone (i.e. 25 years of service with theorganization).Vacation Bank Balances:1. Opening: Balance that reflects the original amount of vacation hours that anemployee is allocated for that annual vacation planning year.2. Pending: Balance that reflects an employee’s most-preferred vacation requests thatare pending approval by the manager.3. Approved: Balance that reflects the number of hours of approved vacation requests.4. Available: Balance that reflects the number of hours remaining in an employee’svacation bank.Unit Vacation QuotaThe vacation quota is the total number of hours or number of employees allowed to be off onvacation on a given calendar day. Quotas are predetermined for each vacation group each year.In the example below, the blue line represents the employee’s schedule – the 0/1 means thatone employee is allowed to be off on vacation that day and that there are no employees withmore seniority who are bidding for vacation that day at that time. If an employee with moreseniority was bidding for vacation for that day, it would show as 1/1.Revised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 6 of 20
Employee Portal (MySchedule) – Email NotificationsNotifications are sent to employees through their employee portal (MySchedule).Notification ReasonWhen?Why?Request submittedAs soon as a request issubmittedTo advise the employee that avacation request has beensubmitted on their behalfEmployee’s Role The 2022 vacation planning year starts on January 1, 2022 and lasts until December 31,2022. Vacation requests that flow into 2023 will be considered if the request is acontiguous block that starts prior to December 31, 2022 until January 7th, 2023. Employees will receive email notifications when each round starts, closes, when theirvacation requests are approved or denied, and when there is a conflict. A conflict iswhen an employee’s request is bumped because another employee with more seniorityis requesting vacation on the same dates. If an employee does not receive any approvedvacation in Round 1, they will receive a notification to submit vacation requests in the“alternate” Round 1B (per specified time lines).Revised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 7 of 20
ONLINE ANNUAL VACATION SELECTION (AFTER A ROUNDOPENS)1. Annual Vacation Selection TimelinesRevised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 8 of 20
Employee Portal (MySchedule) – Employee Information, Vacation Rounds andApproved Requestsa. Select ‘Schedule’ then ‘Request Annual Vacation’ from the drop down menu on the topleft of the screen.b. Click ‘Apply’ on the right side of the screen under ‘Vacation Groups’.The vacation group main page has three main sections:1. Employee information2. Vacation Rounds3. Approved Vacation Requests1. Employee informationSummarized employee information including union, current home unit and occupation class(es).Revised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 9 of 20
Your vacation banks are displayed along with their balances. Vacation balances are updatedthroughout the annual vacation process.Revised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 10 of 20
Vacation Bank Types: Estimated Entitled Vacation Supplemental VacationVacation Bank Balances: Opening hours allocated to vacation bankPending hours to be approved / deniedApproved hoursAvailable hours2. Vacation RoundsDuring Annual Vacation planning, rounds are either active or closed:Active: the round is open for employees to submit vacation requests; quotas will displayapproved requests as well as the pending requests from employees with high seniority.Closed: the round is closed and no longer accepting any vacation requests. Information is readonly.If your vacation request is not approved in a round, you will have a second opportunity to submitrequests before the next round begins. For example: if an employee’s vacation is not approvedin Round 1, that employee is eligible to submit requests in Round 1B.Seniority RankingIn each round, you will be able to see your seniority ranking – this is your rank of seniority basedon the Vacation Group that you are in for the vacation planning process. If you are in multiplevacation groups, your seniority ranking will differ in each group.Revised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 11 of 20
3. Approved VacationThis section provides a summary of all the approved vacation requests throughout the annualvacation planning process.ANNUAL VACATION ROUND PROCESSRound 1:a. Employee receives notification when Round 1 opens.b. Log into your employee portal (MySchedule) and submits a minimum of threerequests. Click ‘Submit Vacation’ when you have selected all your desired dates.c. Ensure to drag the vacation request in order of priority by clicking and draggingthe request above or below other requests.d. If you receive a notification of a vacation request conflict, make sure you log intoyour employee portal (MySchedule) before the round closes and resubmit aminimum of three requests.e. When Round 1 closes, you will receive a notification.f. When your vacation request is either approved or denied, you will receive anotification.i. If all request(s) in Round one (1) are denied, proceed to Round 1B.ii. If a request in Round one (1) is approved, proceed to Round 2.Round 1B (Alternate Round for employees whose vacation requests were denied inRound 1):a. Employee will receive notification that Round 1B is open.b. Log into your employee portal (MySchedule) and submit a minimum of threerequests – Click ‘Submit Vacation’ when you have selected all your desireddates.c. Ensure to drag the vacation request in order of priority by clicking and draggingthe request above or below other requests.d. If you receive notification of a vacation request conflict, you must log into youremployee portal (MySchedule) before the round closes and resubmit a minimumof three requests.e. Employee will receive a notification when Round 1B closes.f. Employee will receive a notification when their vacation requests are approved ordenied.g. Proceed to Round 2.Revised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 12 of 20
Round 2:a. Employee will receive notification when Round 2 opens.b. Log into your employee portal (MySchedule) and submit a minimum of threerequests – Click ‘Submit Vacation’ when you have selected all your desired dates.c. Ensure to drag the vacation request in order of priority by clicking and draggingthe request above or below other requests.d. If you receive a notification of a vacation request conflict, you must log into youremployee portal (MySchedule) before the round closes and resubmit a minimumof three requests.e. Employee will receive a notification when Round 2 closes.f. Employee will receive a notification when their vacation requests are approved ordenied.iii. If requests in Round 2 are approved/denied, proceed to Round 3.Round 3:a. Round 3 allows employees to create multiple lists for vacation requests. This processacts as a set of multi mini rounds within Round 3.b. One request per list will be reviewed and approved/denied based on unit quota.c. Log into your employee portal (MySchedule) and submit a minimum of threerequests on the first list and add additional lists for your requests.d. If you receive notification of a vacation request conflict, log into your employee portal(MySchedule) as soon as possible, before the round closes, and resubmit aminimum three request(s).e. Employees will receive notification when their vacation requests are approved ordenied.f. Employee receives a notification when Round 3 closes.CREATING VACATION REQUESTSBelow is the Annual Vacation Employee main page. Here you can view and select whichVacation Group you would like to participate in for each round. If you would like to switch the vacation group while a round is still open, and you havealready submitted a list of vacation requests, you can clear your existing list and selectanother vacation group to participate in. Employees may only participate in one vacation group per round.Revised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 13 of 20
Click ‘Apply’ to enter your vacation requests for that round and to add or edit your list of vacationrequests.After you click ‘Apply,’ you will see the Employee Request page. Here you can manage your listof vacation requests for the current round.A. Employee Round and Information:At the top of the Employee Request page, you will see the information for the current roundsuch as, vacation group, round and your calendar eligibility within the group. Any informationrelevant to the employee will display including your seniority ranking, union, and vacationbanks and balances.B. Calendar and creating requests:Further down the page is a calendar, which can easily help you select your annual vacationrequests.In Calendar view, you can see the following information: Scheduled shifts are shown as a horizontal blue line. Approved requests are shown as a horizontal green bar (as shown below in dates Dec21 – Jan 02). The unit’s quota is shown on the bottom left corner of each day. Each vacation group is assigned a quota (the maximum number of employees who canbe off on vacation on any given calendar day). Holidays and special dates (such as Pay Day) are shown as blue icons in the top cornerof each day.Revised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 14 of 20
When you select a date from the calendar, the right hand side panel will populate with moredetails about that selected date.How to add a Vacation RequestSelect your start date in the calendar by clicking on the day you would like to start your vacationrequest. The right panel will populate with more information about that day.1. Select your requested dates (two options):i.ii.Click on your start date and drag the mouse over the dates you would like torequest. Note: this option only works if all shifts in the request are in the month ofview. Or,Use the panel on the right side of the screen and select your dates using the‘Create Vacation Request’ function.Revised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 15 of 20
2. Select ‘Add Request’.Revised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 16 of 20
3. An overlay will appear summarizing your vacation request, including: Requested Dates: the range of vacation days you selected. Likelihood Summary: shows if your vacation request has any conflicts regarding thedaily quota. Shift Details: detailed view of your vacation request, broken down to individual dates. Vacation Banks: summary of your vacation banks and their balances. Supplemental Vacation: If you wish to use supplemental vacation hours towards yourvacation request, click on the checkbox and indicate how many hours you wish touse.4. Select ‘Add Vacation Request’ to add this request to your list of preferences.Review and Submit Your Ranked ListThe bottom section displays your ranked lists of selected vacation in order of your preference. Ifyou have not entered at least three preferences or if you have not saved your changes, you willreceive a warning in orange at the bottom of your screen.Revised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 17 of 20
Final RoundDuring the final round, employees can submit multiple lists that contain ranked vacationrequests.Adding Requests to a ListBegin by adding requests to the calendar and list one will automatically populate.Multiple ListsEmployees can create multiple lists of ranked requests. To add an additional list, click on ‘AddList’.Once you add an additional list, any new vacation requests will be added to the newly createdlist.Once lists are created, employees can rearrange requests within the list. For example, you candrag your first choice from list two and add it to list one. Employees have the option to specifywhich list they prefer to add to in the confirmation overlay when creating new annual vacationRevised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 18 of 20
requests in the calendar.Removing ListsIf you wish to delete a list, click ‘Delete List’. This will delete all items contained in that list.ProcessingDesignated approvers will process each list separately. If an employee’s first list is denied, themanager/approver will move to the next list until they can approve a request or until there are nomore lists.Review your Ranked ListsEach Ranked Request section contains the following information: Requested vacation dates Likelihood summary: indicates if there are any conflicts regarding the daily quota Status: indicates the current status of your request (pending, approved or not approved)If your manager enters a request on your behalf, it will show as “Added by Manager”.Manage your ranked lists Re-order your requests by preference by dragging and dropping each request above orbelow each other. Delete: to delete a vacation request. Edit: To make changes to an existing request. Minimum: three vacation requests per round. Maximum: 20 vacation requests per roundSubmitting Your Ranked ListIn order to submit your list of vacation requests, click ‘Submit Vacation Requests’.Revised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 19 of 20
WarningsEmployees cannot submit a vacation request that contains a warning. There are two types ofwarnings:Exceeded Quota: You request exceeds the daily pre-set quotaExceeded Vacation Hours: Your requests uses more hours than you have in your VacationbankVacation Request Approval Process An approver will approve your vacation requests after the round closes. Once your vacation request is approved, you will receive an email notification and yourstatus will be updated in the Annual Vacation module in your employee portal(MySchedule). If none of your requests are approved and an alternate selection cannot be approved,your request may be denied for that round. This means that none of your choices havebeen approved for that round. All approved vacation requests are displayed in the Annual Vacation module. Disclaimer: Please note that approved vacation may not immediately appear in yourschedule.Revised September 15, 2021Not for distribution or dissemination without written consent. All Rights Reserved.P. 20 of 20
2. Pending: Balance that reflects an employee’s most-preferred vacation requests that are pending approval by the manager. 3. Approved: Balance that reflects the number of hours of approved vacation requests. 4. Available: Balance that reflects the number of hours remaining in an employee’s vacation bank. Unit Vacation Quota
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