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Manage Staff Job Functions

  • This guide walks you through configuring and managing Job Functions in GSI2's Staff module. Job functions are essential operational classifications for shift planning and human resource optimization, based on activities actually performed by staff.

    Understanding Job Functions

    Job Functions define operational roles based on actual activities performed, not hierarchical position. Unlike Job Titles which indicate grade and salary level, Job Functions focus exclusively on operational skills needed to cover specific activities during work shifts.

    Difference Between Functions and Titles

    • Job Functions: Operational activities (e.g., Cashier, Warehouse Worker, Customer Service)
    • Job Titles: Hierarchical positions (e.g., Manager, Supervisor, Senior Employee)

    Accessing Job Functions

    1. From the main menu, navigate to General Tables
    2. Select the Staff section from the submenu
    3. Click on Job Functions to access the configuration table

    Creating New Job Functions

    Adding a Job Function

    1. On the Job Functions screen, click the + Add button at the top right
    2. Fill in the form with the following fields:
      • Function Name: Clear activity designation (e.g., "Point of Sale Cashier")
      • Description: Detail of operational responsibilities:
        • Main activities performed
        • Required skills
        • Operating areas
      • Code: Unique identifier for internal references (e.g., "CASH-01")
      • Operational Area: Department or competence zone (e.g., "Front Office", "Warehouse")
    3. Select Required Skills from the available list
    4. Define the necessary Experience Level (Basic, Intermediate, Advanced)
    5. Click Save to create the function

    Common Job Function Examples

    Retail Area

    • Cashier: Transaction handling at register, cash management, customer assistance at checkout
    • Sales Associate: Customer assistance in sales area, product consultation, display management
    • Stock Replenishment: Restocking merchandise, inventory control, display organization

    Logistics and Warehouse Area

    • Warehouse Worker: Inventory management, goods movement, order preparation
    • Receiving Clerk: Delivery inspection, arrival registration, product sorting
    • Order Picker: Picking, packing, shipping preparation

    Services Area

    • Customer Service: Direct customer assistance, problem resolution, product/service information
    • Reception: Visitor welcome, appointment management, communication routing
    • Administrative Support: Data entry, document management, office support

    Editing Job Functions

    Updating an Existing Function

    1. In the functions list, click on the function you want to modify
    2. The edit form will open with current data
    3. Make necessary changes:
      • Update description to reflect new responsibilities
      • Modify required skills
      • Change operational area if needed
    4. Click Save to apply changes

    Notes on Editing

    Attention: Changes to job functions apply immediately to all future shifts. Already scheduled shifts maintain the original configuration unless manually updated.

    Deleting Functions

    Removing a Job Function

    1. Select the function to delete from the list
    2. Click the Delete icon (trash can)
    3. Confirm deletion in the dialog window

    Important: You can only delete a function if it's not currently assigned to any employee or used in scheduled shifts. Otherwise, you must first reassign staff to other functions.

    Using Functions in Shift Planning

    Assigning Functions to Employees

    1. Access the employee profile in the Staff module
    2. In the Skills and Functions section, click Manage Functions
    3. Select functions the employee can perform from the available list
    4. For each function, specify the competence level (Basic, Intermediate, Expert)
    5. Save assignments

    Planning Shifts by Function

    1. In the Shift Planning module, select the period to plan
    2. For each shift, specify needed functions:
      • Select function from dropdown menu
      • Indicate number of people required for that function
      • Specify any minimum experience requirements
    3. The system will automatically suggest qualified employees for each function
    4. Assign staff to functions based on:
      • Certified skills
      • Time availability
      • Workload balancing
    5. Confirm and publish the shift

    Function Reports and Analysis

    Viewing Functional Coverage

    1. Access the Staff Reports section
    2. Select Function Coverage Report
    3. Set desired filters:
      • Time period
      • Department or area
      • Specific functions
    4. The report will show:
      • Coverage by function and shift
      • Skill gaps
      • Overlaps or shortages

    Function Usage Analysis

    The system provides detailed metrics on function usage:

    • Most requested functions by period
    • Staff distribution by function
    • Functional coverage efficiency
    • Training needs for critical functions

    Best Practices for Function Management

    Clear Function Definition

    • Use descriptive and unambiguous names
    • Avoid overlaps between different functions
    • Clearly document each function's responsibilities
    • Maintain a manageable number of functions (avoid excessive fragmentation)

    Skills Management

    • Regularly update staff skills
    • Plan cross-functional training to increase flexibility
    • Identify critical functions requiring backup
    • Monitor skill gaps to plan hiring or training

    Shift Optimization

    • Balance functions to ensure complete coverage
    • Consider work peaks for specific functions
    • Rotate staff between different functions to prevent monotony
    • Maintain flexibility to manage unexpected absences