Workforce Domain - Visual Workflows

Overview#

This document provides visual workflow diagrams for the Workforce Management domain, illustrating the key processes, status flows, and organisational structures that govern workforce operations.

Employee Status Flow#

Employees move through three primary status states that control their eligibility for scheduling and assignment:

• Active: Employee is eligible for scheduling and shift assignments.
• Inactive: Employee is temporarily or permanently unavailable.
• Suspended: Employee access is restricted pending review.

Shift Assignment Workflow#

Shift assignments originate from three sources and progress through a standard lifecycle:

1. Assignment Sources: Shifts can be assigned manually by supervisors, generated automatically by the scheduling engine, or imported from external systems.
2. Status Progression: Assignments move from Assigned to Accepted or Declined, with Accepted assignments progressing to Completed at shift end.

Fatigue Risk Assessment#

The fatigue monitoring system evaluates multiple factors to determine employee risk levels:

• Input Factors: Hours worked in 24h, 7d, and 14d windows; rest since last shift; consecutive work days; night shifts; split shifts; and callback frequency.
• Risk Levels: Calculated risk is classified as Low, Moderate, High, or Critical, with Critical levels blocking further assignments unless explicitly overridden.

Grievance Resolution Process#

Grievances follow a structured multi-step workflow:

1. Filing: Grievance is filed with incident details and remedy sought.
2. Review: Evidence is collected and reviewed.
3. Mediation: Parties negotiate resolution.
4. Arbitration: Formal hearing if mediation fails.
5. Resolution: Resolved in favour of employee, employer, or settled; may also be withdrawn at any stage.

Compensatory Time Banking#

Comp time flows through five transaction types that affect the employee balance:

• Accrual: Hours earned from overtime, callbacks, or other qualifying events.
• Usage: Hours consumed for approved time off.
• Payout: Hours converted to cash payment.
• Adjustment: Manual corrections by administrators.
• Expiration: Automatic removal of expired hours.

Policy Evaluation#

The policy enforcement system operates through a structured hierarchy:

1. Policy Packs: Region-specific compliance rule sets with versions and effective dates.
2. Policy Rules: Individual rules within packs classified as hard (blocking) or soft (warning).
3. Evaluation: Schedule assignments are checked against applicable rules.
4. Results: Each evaluation produces pass or violation results with detailed explanations.

Schedule Lifecycle#

Schedules progress through three states before becoming operational:

• Draft: Schedule is editable, shifts can be added and modified.
• Review: Schedule is pending approval, changes are restricted.
• Published: Schedule is locked and active, shifts are visible to employees.

Open Standards#

• EU Working Time Directive (2003/88/EC): Policy compliance presets for Ireland, the UK, and EU member states enforce the Directive's 48-hour weekly cap, 11-hour daily rest, and break entitlements as hard or soft scheduling rules.
• GraphQL (June 2018 specification): All workforce scheduling, training, fatigue, and integration queries and mutations are exposed via a typed GraphQL API, enabling structured and introspectable access to workforce data.
• ISO 8601: All shift start/end times, time-off dates, hire dates, and schedule lifecycle timestamps are represented in ISO 8601 format (YYYY-MM-DD and extended datetime), enforced at parse time across the scheduling service.
• iCalendar recurrence (RFC 5545): Recurring shift patterns use DAILY, WEEKLY, BIWEEKLY, and MONTHLY repeat frequencies alongside a repeat_until bound and a custom repeat_config payload, aligning with the RRULE model defined in RFC 5545.
• US Fair Labor Standards Act (FLSA): The US compliance policy preset (code US-FLSA) enforces overtime thresholds and maximum working hour rules in accordance with the Act, evaluated as scheduling policy rules at assignment time.
• ISO 3166-1 alpha-2: Two-letter country and region codes (IE, UK, US, CA, DE, FR, NL, ES, BE, CR) identify applicable policy presets, union contract templates, and integration provider regions throughout the domain.
• ISO 4217: Three-letter currency codes (EUR, USD, GBP, CAD) are used on pay rate, standby pay, and compensatory time payout records to represent monetary values in a locale-neutral way.
• JSON Web Token (RFC 7519): Inter-service authorisation for workforce provisioning calls uses service JWTs, with claims validated before any cross-service employee creation or synchronisation is permitted.

Availability States#

Employee availability can be set to four states that control scheduling:

• Available: Ready for shift assignment.
• Unavailable: Cannot be assigned (personal reasons).
• On Leave: Extended absence (vacation, medical, jury duty).
• On Call: Standby status, available for callback.

Last Reviewed: 2026-02-05 Last Updated: 2026-04-14