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.
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
= 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
= 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):
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:
= 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:
FTE (May 14 – May 19, 2017)
FTE (May 20 – May 31, 2017)
Working pattern of work schedule #1 (May 14 to May 19, 2017):
Day sequence
1st
2nd
3rd
4th
5th
6th
7th
Day type
Normal
Off day
Rest day
Day start: 3rd day
Working pattern of work schedule #2 (May 20 to May 31, 2017):
Day start: 2nd day
Calculation for case scenario 2:
= 0.5 x (14 / 12) x (6 / 31)
= 0.11 days
= 1.0 x (14 / 12) x (12 / 31)
= 0.45 days
= 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)
= 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:
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.
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.
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.
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.
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:
For more information, see Generating MRS and Period closing for HRM.
The processes involved in the advanced work schedule mode are:
· 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.