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Exact Synergy Enterprise   
 

Work schedule management in Exact Synergy Enterprise

Introduction

A work schedule defines the working hours of employees that will be applied when creating tasks, absence requests, production, and other business planning. For example, the calculation of the total number of working hours will be based on the individual work schedules in work schedule groups that are effective on or within the defined date when closing the HR period of a division. Together with the Full Time Equivalent (FTE) of an employee and the entitlements in general (public holidays and division entitlements), the system can calculate the monthly absence entitlements of an employee. You can define work schedules for different levels: default (corporate), division, and individual. Exact Synergy Enterprise provides two options for managing your work schedule, namely the simple and advanced mode.

Simple mode

In the simple mode, an employee can only be linked to one work schedule. This work schedule is fixed to a seven days per week for the default (corporate), division, or individual work schedule. You can only define one work schedule per day and it must not overlap with the next day. Each day in a schedule is indicated by the name of days; starting from Monday to Sunday. You have the option to automatically calculate the FTE whenever a work schedule is modified. This can be done by selecting the Update: FTE checkbox under the Schedule section of a division card. The absence entitlement is prorated based on working days, taking FTE into consideration, as shown in the following formula:

Monthly entitlement

= FTE x (Yearly entitlement / Number of months per year) x (Number of working days per schedule / Number of working days per month)

Case scenario 1:

Employment start date

May 14, 2017

Absence entitlement per year

14 days

FTE (May 14 – May 20, 2017)

0.5

FTE (May 21 – May 31, 2017)

1.0

Work schedule

Monday to Friday

Calculation for case scenario 1:

Entitlement for the month of May, when FTE is 0.5 

= FTE x (Absence entitlement per year / Number of months per year) x (Number of working days per schedule / Number of working days per month)

= 0.5 x (14 / 12) x (5 / 23)

= 0.13 days

Entitlement for the month of May, when FTE is 1.0

= FTE x (Absence entitlement per year / Number of months per year) x (Number of working days per schedule / Number of working days per month)

= 1.0 x (14 / 12) x (9 / 23)

= 0.46 days

Total entitlement for the month of May

= Entitlement for the month of May, when FTE is 0.5 + Entitlement for the month of May, when FTE is 1.0

= 0.13 days + 0.46 days

= 0.59 days

Entitlement per month based on complete working days

= FTE x (Absence entitlement per year / Number of months per year) x (Number of working days per schedule / Number of working days per month)

= 1.0 x (14 / 12) x (23 / 23)

= 1.17 days

Entitlement for the year of 2017

= Total entitlement for the month of May + Entitlement per month based on complete working days x the remaining number of months in the year (June to December)

= 0.59 + (1.17 x 7)

= 8.78 days

The only process involved in the simple work schedule mode is to define the following work schedule(s):

  • Default (corporate) or division work schedule at Modules ? HRM ? Setup ? Schedules ? Default work schedule, or
  • Individual work schedules at Modules ? HRM ? Setup ? Schedules ? Work schedules.

 

Advanced mode

In the advanced mode, you can link one work schedule group or more to an employee, each with different working patterns. Each work schedule consists of a maximum of 99 days for the default (corporate), division, or individual work schedule. As such, each day is indicated by a number starting from 1 to 99. This is dependent on the number of days defined per work schedule. Consequently, the system does not allow the FTE to be automatically calculated whenever a work schedule is modified. The absence entitlement is prorated based on calendar days, taking FTE into consideration, as shown in the following formula:

Monthly entitlement

= FTE x (Absence entitlement per year / Number of months per year) x (Number of calendar days per schedule / Number of calendar days per month)

Case scenario 2:

Employment start date

May 14, 2017

Absence entitlement per year

14 days

FTE (May 14 – May 19, 2017)

0.5

FTE (May 20 – May 31, 2017)

1.0

Work schedule

Monday to Friday

 

Working pattern of work schedule #1 (May 14 to May 19, 2017):

Day sequence

1st

2nd

3rd

4th

5th

6th

7th

Day type

Normal

Normal

Normal

Off day

Rest day

Normal

Normal

Day start: 3rd day

 

Working pattern of work schedule #2 (May 20 to May 31, 2017):

Day sequence

1st

2nd

3rd

4th

5th

6th

7th

Day type

Normal

Off day

Off day

Rest day

Normal

Normal

Normal

Day start: 2nd day

 

Calculation for case scenario 2:

Entitlement for the month of May, when FTE is 0.5 

= FTE x (Absence entitlement per year / Number of months per year) x (Number of calendar days per schedule / Number of calendar days per month)

= 0.5 x (14 / 12) x (6 / 31)

= 0.11 days

Entitlement for the month of May, when FTE is 1.0

= FTE x (Absence entitlement per year / Number of months per year) x (Number of calendar days per schedule / Number of calendar days per month)

= 1.0 x (14 / 12) x (12 / 31)

= 0.45 days

Total entitlement for the month of May

= Entitlement for the month of May, when FTE is 0.5 + Entitlement for the month of May, when FTE is 1.0

= 0.11 days + 0.45 days

= 0.56 days

Entitlement per month based on complete calendar days

= FTE x (Absence entitlement per year / Number of months per year) x (Number of calendar days per schedule / Number of working days per month)

= 1.0 x (14 / 12) x (31 / 31)

= 1.17 days

Entitlement for the year of 2017

= Total entitlement for the month of May + Entitlement per month based on complete calendar days x the remaining number of months in the year (June to December)

= 0.56 + (1.17 x 7)

= 8.75 days

The features for creating, listing, viewing, and modifying different levels of work schedules are available in both the simple and advanced modes. However, the features for creating, listing, viewing, and modifying work schedule groups and linking work schedule groups to employees will only be available in the advanced mode. For more details, refer to the following descriptions:

Default (corporate) work schedule

The default (corporate) work schedule is the work schedule defined at corporate level and will be used by all employees that are not linked to any division work schedule and individual work schedule. Note that you cannot delete this work schedule. This functionality is available in both the simple and advanced work schedule modes. As such, you will see different sets of fields in different modes.

Division work schedule

The division work schedule is the work schedule defined at division level and will be used by all employees that are not linked to any individual work schedule. Since a single corporate work schedule may not be applicable to a few divisions in a corporate organization, you can define a set of main work schedules for each division so that all employees under this division that are not linked to any individual work schedule will be, by default, linked to it. This work schedule cannot be modified if it has been linked to an employee. This functionality is available in both the simple and advanced work schedule modes. As such, you will see different sets of fields in different modes.

Individual work schedule

An individual work schedule is a work schedule defined for an employee and will precede both the division and default (corporate) work schedules of the employee. This functionality is also available in both the simple and advanced work schedule modes. As such, you will see different sets of fields in the simple and advanced modes. In the simple mode, an individual work schedule is linked to an employee whereas in the advanced mode, it is linked to a division. As such, in the advanced mode, you need to link an employee to one work schedule group or more. Except for the name of the schedule, this work schedule cannot be modified if it has been linked to an employee.

Work schedule groups

This functionality is available only in the advanced mode. A work schedule group is a grouping of a few individual work schedules. For example, you can group the morning, afternoon, and night work schedules together. You need a work schedule group before you can link an employee to the individual work schedules.

Work schedule linking

This functionality is available only in the advanced mode. The major objective is to link one work schedule group or more to an employee. For both modes, if an employee is not linked to any work schedule group, the system will automatically link the employee to the work schedule of the division to which he belongs to. If the division work schedule is also not created, then the system will automatically link the employee to the default (corporate) work schedule. Consequently, when calculating the absence entitlement and generating MRS, the following logic will be followed:

  • Priority 1 — The work schedule group linked to the employee.
  • Priority 2 — The division work schedule if no work schedule group is linked to the employee.
  • Priority 3 — The default (corporate) work schedule if no work schedule group and division work schedules are linked to the employee.

For more information, see Generating MRS and Period closing for HRM.

The processes involved in the advanced work schedule mode are:

  1. Select the Activate: Advanced Work Schedules check box under the Person: Planning section of the general HRM settings at Modules ? HRM ? Setup ? General ? Settings.
  2. Define the corresponding work schedule(s):
  3. ·        Default (corporate) or division work schedule at Modules ? HRM ? Setup ? Schedules ? Default work schedule, or

    ·        Individual work schedules at Modules ? HRM ? Setup ? Schedules ? Work schedules.

  4. Create work schedule groups and group one individual work schedule or more at Modules ? HRM ? Setup ? Schedules ? Work schedule grouping.
  5. Link the work schedule groups to one employee or more at Modules ? HRM ? Setup ? Schedules ? Work schedule linking.
  6. View the reports on work schedules and employees at Modules ? HRM ? Reports ? Statistics ? Work schedule.

Related documents

     
 Main Category: Support Product Know How  Document Type: Online help main
 Category: On-line help files  Security  level: All - 0
 Sub category: Details  Document ID: 16.095.061
 Assortment:  Date: 18-08-2017
 Release:  Attachment:
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