This is a part of the Admin page in the Smart Ops Release. Click here to learn more about the Smart Ops Release.
The Labor Matrix, listed as a tab on the Admin page, is the foundation for configuring a Smart Labor Forecast. This matrix enables Admin Users to detail the hours of Operation, Job Types, and Labor needed, among other aspects. Once the Labor Matrix is set, Users can begin using Hourly Forecasting to determine the amount of Employees needed per Job per hour. This provides a more accurate Labor Forecast that will then guide the Scheduler in scheduling the upcoming week.
Users with the necessary security access can view, create, edit, and delete information entered in the Labor Matrix. Click here to learn the Security Roles needed for these functions.
This feature is only available when Smart Labor is enabled for your database. Contact your CSM or R365 Support to learn more about how this feature can enhance your R365 experience!
Note: Users can be prevented from making additional edits to the Hourly Forecasting window when the following option is enabled, which is located at the bottom of the Variable Labor window.
The Labor Matrix opens to the General Tab, where Restaurant Operating Hours and Scheduled Jobs are selected.
1) Location - This drop-down menu lists all Locations
2) Restaurant Operating Hours Grid - This grid details the hours of work for the selected Location
3) Days of the Week - A listing of the operational week
4) All Day Checkbox - This box should be checked if Employees need to work the entire day. If left unchecked, the only hours that will appear on the Labor Forecast are the operating hours listed
5) Opening - The time that the Location's operating hours begin. To change the opening time displayed in this grid, click the time and select the correct time from the drop-down listing that appears
6) Closing - The time that the Location's operating hours end. To change the closing time displayed in this grid, click the time and select the correct time from the drop-down listing that appears
7) On Scheduler Checkbox - This box should be checked if the Jobs listed should be on the Scheduler or not. These can be adjusted as jobs are created and deleted
8) Job - A listing of all Jobs listed for the selected Location
9) Labor Type - The type of Labor associated with the listed Job. To select the correct Labor Type, click the Labor Type box next to the corresponding Job and select the correct type. There are two listed types:
- Fixed - Jobs that are not directly dependent on Sales volume, such as the amount of maintenance workers
- Variable - Jobs that are directly dependent on Sales volume, such as the amount of servers
10) Save Button - This button will save any updates made to the configuration
11) Launch Scheduler - This button opens the Schedule on the screen
Fixed Labor Tab
The Fixed Labor tab opens to display all Fixed Labor Jobs that are created for the selected Location.
1) Location - This drop-down menu lists all Locations
2) Fixed Labor Jobs to be Scheduled Grid - This grid displays all Fixed Labor Jobs and the amount of hours a week is required for each type of Job
3) Save Button - This button will save any updates made to the configuration
Variable Labor Tab
The Variable Labor tab is where the amount of Employees is chosen based on the amount of Sales per Hour or Entrees per Hour.
- Note: To utilize the 'By Entree' method, Menu Item Categories will need to be configured as Entree Categories. Learn more about setting up Entree Forecasting here.
The Sales per Labor Hour or Entrees per Labor Hour threshold information is entered in the Labor Matrix, which can be set up as a Single Labor Matrix or a Labor Matrix for Each Day Part.
- Note: If 'Labor Matrix for Each Day Part' is grayed out, navigate to the 'Day Parts' tab, enter in each Day Part name, then save the changes before navigating back to the Variable Labor tab.
Once these selections are made, each Matrix can be further structured based on the amount of total Employees needed (General) or the amount of Employees needed for each type of Variable Job for an entered Sales Range or Entree Range (Custom).
Labor Matrix: General
This option will allow you to create one Matrix for the entire Location.
1) Range - The range of dollar or Entree amount. Each row added will be editable to better reflect your specific organization's Labor Matrix
- Note: When ran by Day Part, the Dollar Amount Range or Entree Amount Range can be set by each Day Part. Simply click the Day Part and enter in the desired Range and Number of Employees
2) Employees - The amount of Employees needed based on its corresponding Labor variables
3) Delete - This column allows a row to be deleted when the trashcan icon is clicked
4) Start Time - The beginning time of the time periods during which you want a minimum number of employees working, regardless of Sales
5) End Time - The end time of the time periods during which you want a minimum number of employees working, regardless of Sales
6) Description - The name for the time range selected
7) Additional Row - This icon will add an additional row when clicked
8) Labor Matrix Forecasts - This prevents Users from making additional edits to the Hourly Forecasting window when this option is enabled
9) Save - This will save the changes made
10) Copy General Settings - This will copy over the configurations set for the General Labor Matrix to oLocation(s). When clicked, the 'Copy Day Parts configurations' modal will appear where Locations can be selected individually or in bulk through the Location drop-down selector
Labor Matrix: Custom
The Custom setting enables unique Labor Matrices for each individual Job. Therefore, when 'Custom' is first clicked, a listing of all Jobs will appear.
When a Job is selected, a pop-up window will appear where its unique Labor Matrix can be set and saved. Complete this matrix for each Job that needs a minimum amount of Employees working based on hourly needs and preferred Sales data. Ensure that you click 'Save' before navigating to the Labor Forecast.
- Note: The jobs with a Labor Minimum selected will appear under the 'Labor Forecast' on the Schedule Calendar. This enables a scheduling User to schedule the correct amount of Employees per hour based on their Job Type
Day Parts Tab
The Day Parts tab is where an Admin User can create Day Parts for both the Variable Labor Matrix and the Schedule. Any number of Day Parts can be created as long as each name is unique and Start and End Times do not overlap. Day Parts can be set up either on this tab or in the Schedule Calendar. This tab has two sub-tabs: Day Parts and Daypart Settings.
- Note: Only Users with one of the following Security Roles will be able to create and/or edit Day Parts for Locations that they have access to:
- Full Access (Primary)
- Accounting Manager (Primary)
- Forecasting Admin (Secondary)
Day Parts Sub-Tab
The Day Parts sub-tab is where custom Day Parts can be created for the Labor Matrix and the Schedule. Any number of Day Parts can be created as long as they have unique names.
Whenever updates are made to this sub-tab, ensure that all changes are saved.
Daypart Settings Sub-Tab
The Daypart Settings sub-tab allows for hour configurations to be made for each Day Part based on the selected day. For the first day, select the Day Part and then enter in its Start and End Times. If the End Time of a one Day Part coincides with the Start Time for another Day Part, then both rows will be highlighted in red. To avoid this, ensure that the End Time for one Day Part is the Start Time for the following Day Part.
When the hour configuration is made for the first day, navigate to the following day to complete its hour configuration. Each day's hour configurations will need to be entered before the details can be saved. Days can be selected above the hour configuration table.