How to: Understanding best practices files

Workspaces

Workspaces have been created. These can be accessed via Workspaces catalogue on the left menu. For more information about workspaces, see Viewing catalog of workspaces, Discovering workspaces, and Navigating and customizing workspaces. The following workspaces have been created:

Name of the workspace	Description	HRM	PayrollPlus	Arbodienst
Startpage	Via this workspace, employees can view their own files, payroll slips, created and open requests, and create a time off request or expense claim.	v
Exact for HRM 1	Via this workspace, managers can view their own files and payroll slips, create a time off request or expense claim, and view the department planning.
HRM Workspace	This is a workspace for the HR employees. From this workspace, the HRM settings, processes, and overviews can be accessed. The workspace is divided into different sections that refer to various overviews and information that can be used when employees are hired or retired, leave requests and sick leave, and more.	v
Payroll	This workspace is used for the integration with Exact Payroll Plus.		v

Request types

Request types have been created. These request types are used for the registration and processing of data. The request types can be viewed at Modules > Workflow > Setup > Requests > Request types. For more information, see Setting up request types.

The following table shows you which request types have been created:

ID	Description	Explanation	HRM	PayrollPlus	Arbodienst	WPM
1060000	HR question	Employees can direct questions to the HR department via this request type.	v	v
1060001	HR signal	This request is used for HR signals.	v	v
1060002	Training request	Employees can apply for a training using this request type. In the request, the training data can be specified, such as the name of the training, the reason for applying, start and end dates, and the costs. After submission, the request is automatically forwarded to the employee's manager for authorization.	v	v
1060003	Travel expenses	With this request type, employees can easily request for a fee from the organization for travel expenses. The request goes to the manager for approval.	v	v
1060004	Travel booking request	With this request type, the employee can request prior approval for a planned trip.	v	v
1060005	Parental leave	This request type registers the parental leave. This contains the basic information for the HR department to properly record the purpose of the parental leave.	v	v
1060006	Pregnancy leave	This request type registers the pregnancy and maternity leave. This contains the basic information for the HR department to properly record the purpose of the leave.	v	v
1060007	Paid leave	With this request type, the employee or HR employee can register a special leave appointment. This appointment is visible in the employee's schedule.	v	v
1060008	Checklist inflow	The HR department can use this request type to track the progress on activities concerning enlistment.	v	v
1060009	Contract approval	This request type registers the approval for a new or modified employment contract. It makes the timely progress of the process visible and you can easily reference when contracts are approved from the employee file.	v	v
1060010	Request access pass	To manage an access pass (new), the relevant checks can be registered by means of this request type. When an employee leaves the organization, you can quickly see who is in possession of the access card.	v	v
1060011	Request company car	Employees can use this request type to submit a request for a company car. The request goes to the employee's manager for approval.	v	v
1060012	Request for asset	Employees can apply for assets, such as office supplies, hardware or software, using this request type. The type of asset and when it is required must be specified in the form. Upon submission, the request is automatically forwarded to the employee's manager. The purchase process itself is not part of the best practice HRM.	v	v
1060013	Training Budget	The HR manager can use this request type to register which training budget is available for an employee. This data is used in overviews to determine the amount still available. This data can be entered for multiple employees simultaneously.	v	v
1060014	Course registration	Employees can apply for a training using this request type. The training data, such as the name of the training, the reason for applying, start and end dates, and the costs can be specified in the form. Upon submission, the request is automatically forwarded to the employee's manager for authorization.	v	v
1060015	HR change request	This request type ensures that any changes to an employee's master data and other information (for example, salary or function) are properly registered and that the approver and when the request is approved are being logged. The approval request will be displayed in the action list of the manager.	v	v
1060016	Checklist outflow	This request type is used when an employee leaves the organization. This form contains a checklist that monitors the progress of handling outflow activities. Any available documents related to the termination procedure can be linked to this form.	v	v
1060017	Exit form	This request type can be used to plan the exit interview with the employee. After the interview, the results can be recorded in the form.	v	v
1060018	Gross wage	This request type is used for the integration with Exact Payroll Plus and has to be linked in the Exact Payroll Plus settings in Exact Synergy Enterprise. For more information, see Working with Exact Payroll Plus.		v
1060019	Realized hours	This request type is used for the integration with Exact Payroll Plus and has to be linked in the Exact Payroll Plus settings in Exact Synergy Enterprise. For more information, see Working with Exact Payroll Plus.		v
1060020	Unpaid leave	This request type is used for the integration with Exact Payroll Plus and has to be linked in the Exact Payroll Plus settings in Exact Synergy Enterprise. For more information, see Working with Exact Payroll Plus.		v
1060021	Overtime	This request type is used for the integration with Exact Payroll Plus and has to be linked in the Exact Payroll Plus settings in Exact Synergy Enterprise. For more information, see Working with Exact Payroll Plus.		v
1060022	Net surcharges	This request type is used for the integration with Exact Payroll Plus and has to be linked in the Exact Payroll Plus settings in Exact Synergy Enterprise. For more information, see Working with Exact Payroll Plus.		v
1060023	Gross surcharges	This request type is used for the integration with Exact Payroll Plus and has to be linked in the Exact Payroll Plus settings in Exact Synergy Enterprise. For more information, see Working with Exact Payroll Plus.		v
1060024	Net deductions	This request type is used for the integration with Exact Payroll Plus and has to be linked in the Exact Payroll Plus settings in Exact Synergy Enterprise. For more information, see Working with Exact Payroll Plus.		v
1060025	Gross deductions	This request type is used for the integration with Exact Payroll Plus and has to be linked in the Exact Payroll Plus settings in Exact Synergy Enterprise. For more information, see Working with Exact Payroll Plus.		v
1060026	Sickness information payroll	This request type is used for the integration with Exact Payroll Plus and has to be linked in the Exact Payroll Plus settings in Exact Synergy Enterprise. For more information, see Working with Exact Payroll Plus.		v
1060030	Absence report (4 stages)	This request type is used for the integration with Arbodienst. Either the request type with 3 stages or the one with 4 stages must be linked at the Request type: Absence field in the Arbodienst section of the HRM settings. For more information, see the Dutch document Werken met Exact Arbodienst Integration.			v
1060032	Absence report (3 stages)	This request type is used for the integration with Arbodienst. Either the request type with 3 stages or the one with 4 stages must be linked at the Request type: Absence field in the Arbodienst section of the HRM settings. For more information, see the Dutch document Werken met Exact Arbodienst Integration.			v
1060034	Return to work	This request type is used for the integration with Arbodienst whereby you have to select this request type at the Request type: Return to work field in the HRM settings. This request type is available under the HRM - Leave & Absence on the request type page. For more information, see the Dutch document Werken met Exact Arbodienst Integration.			v
1060036	Travel expenses (WPM)	This request type can be used to record travel expenses incurred for travelling between employee's home and work place				v
1060037	Commuting mobility survey	This request type can be used to gather employee's commuting patterns				v
1060038	Business kilometer registration lease cars	This request type can be used to record the odometer when using the company vehicle. The mileage here will be used as part of the calculation using the flat rate method.				v

Request search templates

Several search templates for searching requests have been created. These search templates contain predefined criteria so that you do not have to define the criteria first when opening the overviews. Some of these search templates can be accessed via the available workspaces, but you can also access these via the Templates hyperlink on the Workflow: Search – Requests page accessible at Modules > Workflow > Reports > Requests > Search.

The following search templates have been created:

Name of template	HRM	PayrollPlus	Arbodienst
EN - Flow - Owned assets | Overview	v	v
EN - Flow - Training request | Open	v	v
EN - In - Checklist enlistment | Overview	v	v
EN - Out - Exit management | Overview	v	v
EN - Lea - Leave requests | Open	v	v
EN - Lea - Sick report | Overview	v	v

Templates pivot analysis

Several pivot analysis templates have been created. These templates contain predefined criteria so that you do not have to define the criteria first when opening the overviews. Some of these search templates can be accessed via the available workspaces, but you can also access these via the Templates hyperlink on the Workflow: Search – Requests page accessible at Modules > Workflow > Reports > Requests > Search.

The following templates have been created:

Name of template	HRM	PayrollPlus	Arbodienst
EN - Flow - Education budget | Analysis	v	v
EN - Out - Owned assets | Analysis	v	v

Word Merge templates

A set of Word Merge templates have been created. With these standard templates, you can create and send relevant documents. The templates are available at Modules > Documents > Setup > Word Merge > Templates. For more information, see Overview of Word Merge template groups and templates.

Name of template	HRM	PayrollPlus	Arbodienst
Bonus	v	v
Checklist employment	v	v
Confirmation hour change	v	v
Confirmation job function change	v	v
Confirmation parental leave	v	v
Confirmation pregnancy leave	v	v
Confirmation salary change	v	v
Drivers agreement	v	v
Employment contract fixed time	v	v
Employment contract undefined time	v	v
Loan agreement	v	v
Training agreement	v	v
Welcome letter	v	v

Items

To support the various processes, several items have been created. For instance, items that are used in requests.

The items can be viewed at Modules > Logistics > Reports > Search > Items. For more information, see Searching for items.

The following items have been created:

Item code	Description	HRM	PayrollPlus	Arbodienst
BP_TELEFOON	Phone	v	v
BP_CERT_OVERIG	Miscellaneous	v	v
BP_CERT_CERT	Certificate	v	v
BP_CERT_VOG	Behavior statement	v	v
BP_OPL_EXTERN	External training	v	v
BP_PAS	Pass	v	v
BP_VERL_HUW	Marriage	v	v
BP_VERL_OUD	Parental leave	v	v
BP_VERL_TAND_DOKT	Dentist / Doctor	v	v
BP_VERL_VERH	Movement	v	v
BP_VERL_ZORG	Care leave	v	v
BP_VERL_ZWAN	Maternity leave	v	v
BP_VERPL_OVER_BEGR	Funeral	v	v
BP_ZIEK	Sick	v	v
BP_AUTO	Standard car	v	v
BP_BRUT_INH	Bruto inhoudingen	v	v
BP_BRUT_TOE	Bruto toeslagen	v	v
BP_NET_INH	Netto inhoudingen	v	v
BP_NET_TOE	Netto toeslagen	v	v
BP_KM_BELAST	BP_KM_BELAST	v	v
BP_KM_ONBELAST	BP_KM_ONBELAST	v	v
BP_KM_VERGOED_BEL	BP_KM_VERGOED_BEL	v	v
BP_KM_VERGOED_ONB	BP_KM_VERGOED_ONB	v	v
BP_OVERTIME_1	Overtijd	v	v
BP_OVERTIME_2	BP_OVERTIME_2	v	v
BP_OVERTIME_3	BP_OVERTIME_3	v	v
BP_OVERTIME_4	BP_OVERTIME_4	v	v
BP_VW_GOLF	Volkswagen Golf	v	v
BP_TAXI	Taxi	v	v
BP_LUNCH	Lunch	v	v
BP_LAPTOP	Laptop	v	v
BP_HOTEL	Hotel	v	v
BP_CERT_BHV	BHV	v	v
BP_SICK_10	Arbeidsongeval			v
BP_SICK_11	Verkeersongeval met regresmogelijkheid			v
BP_SICK_99	Overige redenen			v

Besides the items, the master data that is linked to the items has also been created. This applies to warehouse "1", the assortments, and general ledger accounts.

Assortments

Assortment	Code	Description	HRM	PayrollPlus	Description
77500	TYPE_BIJZ_VERLOF	Special leave	v	v
77600	TYPE_ZWANG	Maternity	v	v
77700	TYPE_ZIEKTE	Sick	v	v
77000	TYPE_OPLEIDING	Training	v	v
77100	TYPE_CERT	Certificate	v	v
77200	TYPE_PAS	Pass	v	v
77300	TYPE_MID	Assets	v	v
77400	TYPE_AUTO	Car	v	v
77800	TYPE_DECLARATIES	Expenses	v	v
77330	TYPE_VERG_INH	Surcharges and deductions	v	v

The assortments can be viewed at Modules > Logistics > Setup > General > Assortments. For more information, see Overview of assortments.

General ledger accounts

Code	Description	HRM	PayrollPlus	Arbodienst
3000	Stock	v	v
7000	Expense	v	v
8000	Revenue	v	v

The general ledger accounts can be viewed via Modules > Financial > Setup > Master data > G/L accounts. For more information, see Displaying Chart of Accounts.

Project

The project EXITINTERVIEW has been created to support the process of the outflow of employees.

This project can be viewed at Modules > Projects > Reports > Search > Projects. For more information, see Searching for projects.

This is not applicable for the Arbodienst integration.

Signals / HR processes

Several signals have been created that notify you about specific situations, such as the birthday of an employee or the end date of a training certificate.
These signals can be viewed at Modules > HRM > Setup > Intelligent process flow management > Process types. For more information, see Viewing HRM process actions.

The following signals have been created:

Signal	Description	HRM	PayrollPlus	Arbodienst
Employee - Birthday	A signal is given n-days before an employee's birthday.	v	v
Contract - enddate	A signal is given n-days before the end date of an employee's contract.	v	v
Contract - enddate probation	A signal is given n-days before the end date of an employee's probationary period.	v	v
Car - enddate use	A signal is given n-days before the end date as stated in the request type Request company car.	v	v
Certificate - enddate validity	A signal is given n-days before the end date as stated in the request type Course registration.	v	v
Employee - Jubilee	A signal is given n-days before of an employee's jubilee anniversary date.	v	v
Assets - enddate use	A signal is given n-days before the end date as stated in the request type Request for asset.	v	v
Checklist employment	A signal is given n-days before the end date as stated in the request type New Starter Checklist.	v	v
Outflow	A signal is given n-days before the end date as stated in the request type Exit management.	v	v
Pregnancy leave	A signal is given n-days before the end date as stated in the request type Maternity leave.	v	v

Document types

To the support the HRM processes, new document types have been created. These document types can be viewed at Modules > Documents > Setup > Maintenance > Document: Types. For more information, see Overview of document types.

Description	HRM	PayrollPlus	Arbodienst
Resume	v	v
Payment slip	v	v
Expenses	v	v
Employment contract	v	v
News documents	v	v
Documents portal	v	v
Outflow	v	v
Annual statement	v	v

After importing the best practices files, some additional actions are needed:

Configure Sysmaint background job

Applicable to HRM, and Payroll Plus.

To make sure that the signals are created, and the employee status is updated, the Sysmaint background needs to be configured and running. For more information, see Exact.Jobs.SysMaint.dll and Running background jobs for Exact Synergy Enterprise.

Linking roles to employees

Applicable to HRM, and Payroll Plus.

The following roles need to be assigned:

• The HR role at the Corporate level has to be assigned to the HR employees.
• The Documents administrator role has to be assigned to the HR employees that need to create and maintain the Word Merge templates.
• The Item management role has to be linked to the HR employees that need to create and maintain cars and trainings.

Workspaces

Applicable to HRM, and Payroll Plus.

The created workspaces have to be shared with the employees, and you can pin them to the menu of the employees.

For more information, see Discovering workspaces - Share a workspace with another person and Discovering workspaces - Pin a workspace to another person.

Advanced Work Schedules

Applicable to HRM, and Payroll Plus.

In the HRM settings, the Activate: Advanced Work Schedules setting can be enabled by selecting the check box. This is optional but advised because it enables you to provide a start date for the work schedules.

For more information, see Defining HRM general settings and Work schedule management in Exact Synergy Enterprise.

ELIS for Word Merge

Applicable to HRM, and Payroll Plus.

For the Word Merge functionality, the Word Merge solution in Exact Lightweight Integration Server (ELIS) needs to be installed and configured. For more information, see How-to: Setting up Exact Word Merge Integrator in Exact Lightweight Integration Server (ELIS).

Defining HRM settings and Division settings

Applicable to HRM, and Payroll Plus.

In menu Modules > HRM > Setup > General > Settings the following has to be defined:

• The fields in the Absence section had to be defined.
  The request type for Return to Work has to be filled with request type '96 – Return to work'.
• The request types allowed for the Basic user role and/or Employee self service role have to be defined. This depends on your license.

Applicable to Arbodienst.
In menu Modules > HRM > Setup > General > Settings the following has to be defined:

• Request type 1060030, 1060032, or 1060034 must be linked at Request type: Absence field in the Arbodienst section.
• The other fields in the Arbodienst section must be defined. For more information, see the Dutch document Werken met Exact Arbodienst Integration.

In menu Modules > HRM > Setup > Organisation > Divisions the following has to be defined for the division of the employee for which the absence report is created:

• Name
• Chamber of Commerce number
• Addrees (street and nr)
• Postcode
• City
  
• All fields in the Arbodienst section.

For more information, see Defining HRM general settings and Creating and modifying divisions.