Spotlight series: What’s new in HRMS – Manager responsibilities for accurate schedules

Spotlight series: What's new in HRMS - Manager responsibilities for accurate schedules

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June 26, 2026 - Defence Stories

Estimated read time: 2:02

Last month, we launched the Human Resources Management System (HRMS) spotlight series, beginning with an overview of the new features of the upgraded HRMS and enhancements to absence management. Now it's time to take a deeper look into work schedules.

All employees must be assigned a schedule in HRMS, including for term and indeterminate employees who work part time, part-time workers, casual employees, casual as-and-when-required employees, and for actings and assignments. Schedules are required so that leave, overtime, and pay are calculated correctly across HRMS and Phoenix.

Employees can now view their own schedules, and managers and supervisors can view and manage schedules for employees who report to them in HRMS.

IMPORTANT: Do not delete or update the schedule with an effective date of March 31, 2026. This effective date schedule is critical for Absence Management processing.

Who can enter and manage schedules in HRMS?

• Managers or direct supervisors are responsible for entering and updating schedules.
• Military managers may also enter schedules for their public service employees.
• Section 34 delegation is not required for this task.

New scheduling requirements

• Schedules must follow a repeating cycle in multiples of seven days (e.g., 7, 14, 21, 28, etc.).
• Scheduled hours must average the employee's regular weekly hours under their collective agreement (e.g., 37.5 work week = 7.5 hours per day).
• Schedules must begin on the Thursday following a pay day, except for acting assignments, which may start on any day and need to be recorded accordingly.
• Schedules must also be added in HRMS for acting and assignment records.

Standard schedules (most employees)

If an employee works a standard Monday to Friday schedule (7.5 or 8.0 hours per day), there is no need to enter or update their schedule, as a predefined schedule has already been automatically assigned in the system. Managers and supervisors should verify that the schedule transferred from the old system correctly. An incorrect schedule can affect the employee's ability to submit leave properly.

For more information on various schedule types (compressed schedules, part-time schedules, shift workers and non-standard schedules, and as-and-when-required schedules) visit Managing employee schedules.

How HRMS sets the schedule

• To set a schedule properly, the manager or direct supervisor should select a predefined schedule, if available on the list. If it is not available from this list, they will need to create a personal schedule.
• To help navigate the new schedule guidelines, visit the Training Portal.
  • For questions not addressed in the Training Portal, contact HR Connect RH.
  • For assistance regarding a complex schedule, submit a request through Human Resources Services and Support (HRSS).

Additional resources

• Information session recordings
• Frequently Asked Questions (FAQs)
• HRMS User Videos

For HR questions, contact HR Connect RH by calling 1-833-747-6363 or by submitting an online request.