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:
- Select the Activate:
Advanced Work Schedules check box under the Person: Planning section
of the general HRM settings at Modules ? HRM ? Setup ? General ? Settings.
- Define the corresponding 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.
- Create work schedule groups and group one individual work
schedule or more at Modules ?
HRM ?
Setup ? Schedules
? Work
schedule grouping.
- Link the work schedule groups to one employee or more at Modules
? HRM ? Setup ? Schedules ? Work schedule
linking.
- View the reports on work schedules and employees at Modules ? HRM ? Reports ? Statistics ? Work schedule.
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