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Advanced Personnel Management (Labour Rules] Manual
Contents
___________________________________________________________________________________________
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1 Advanced
Personnel Management (PM) – Tutorial/Quickstart
___________________________________________________________________________________________ 2
1.1 Introduction
___________________________________________________________________________________________ 2
1.2 Terminology
1.3 Access ___________________________________________________________________________________________ 3
___________________________________________________________________________________________
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1.4 Personnel
Management Display Setup
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1.5 Defining___________________________________________________________________________________________
Rules
___________________________________________________________________________________________
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1.5.1 Defining
a Global Rule Through The Rule Manager
___________________________________________________________________________________________
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1.5.2 A Rule
– Page 1
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1.5.3 A___________________________________________________________________________________________
Rule – Page 2
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1.5.4 A___________________________________________________________________________________________
Rule – Page 3
___________________________________________________________________________________________
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1.6 Applying
a Global Rule Through The Rule Manager
___________________________________________________________________________________________
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1.7 Changing
The Labour Settings For A Single User
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1.8 Closing___________________________________________________________________________________________
Points
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1.9 Reports
___________________________________________________________________________________________
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1.9.1 PM
User Report
___________________________________________________________________________________________
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1.9.2 Other
Personnel Management Reports
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1.10 Salary___________________________________________________________________________________________
Additions
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1.10.1 ___________________________________________________________________________________________
Hours In Lieu To Salary
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1.10.2 ___________________________________________________________________________________________
Salary Additions Settings
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1 Advanced Personnel Management (PM) – Tutorial/Quickstart
1.1 Introduction
The Advanced Personnel Management Module (in this document called PM) is designed for companies
that want to track the worked time, overtime compensation, earned vacation, etc. of their employees on
a more advanced level than the standard Personnel Management function in farmerswife provides. The
module itself is integrated into the Long Form > Personnel Tree and is therefore not accessed from any
particular menu.
The only thing that the PM module actually produces is numbers. These numbers are affected by the so
called Labour Rules that an employee has and by his bookings.
To use the PM module, you must either have a license (“Labour Rules”) or run FW in demo mode.
1.2 Terminology
HIL
Hours In Lieu, another word for worked overtime.
Rule
A set of rules for how the PM numbers should be calculated during a period of time. This typically comes
from an agreement - sometimes a union agreement and sometimes an individual agreement between
employer and employee. A rule specifies the working hours per day and per time period, overtime
payment, holidays, vacation, etc.
Sub Rule
A specific setting inside a rule. For example, the vacation sub rule or an overtime sub rule.
Closing Point
Contains calculated and stored PM numbers for a period of time, but only for those users that have
work periods assigned to them. For example users which have periods that end every month will be in a
closing point every month. When a closing point is created, certain procedures such as “Periodic HIL
modification” is performed.
A closing point is also where you normally produce reports for planned/actual work, overtime, etc.
Earned Types
Examples of this are: Vacation, Sabbatical, Freeweek, Training, Extra.
This is time that can be earned according to a user’s labour rules. The PM module keeps track of how
much is earned, used and left to use.
Salary Additions
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Examples of this are: Overtime compensation payments, HIL-To-Salary Conversions.
This is money that should be added to a user’s salary.
1.3 Access
Introduction
To view the information generated by the PM module, the “Show Personnel Tree” permission is
required:
Furthermore, to edit labour rules and all other things regarding the PM module, the “Edit Personnel
Management” and “Object Manager / Server Setup” permissions are required:
Users with “Show Personnel Tree” capabilities will see something similar to this in the Advanced Module:
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We have a number of users, but have not yet defined any rules for them. Note, however, that a small
icon showing a pointing hand on a yellow background has appeared on the right side of each person in
the personnel tree.
Moving the mouse pointer over the hand icon will show a popup with a list of numbers. These are the
PM numbers. The image below shows the PM popup for a user. But since we have not yet defined any
rules for that user, most numbers show “-“.
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1.4 Personnel Management Display Setup
Personnel Management Display Setup
You can control which number are shown in the popup, by going to “Personnel Tree” settings in the dock
and clicking the button called “Personnel Management Display Setup”:
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That will bring up a dialog that looks like this:
For each value that is described on the left side of the dialog, you can choose whether to show the value
in the popup, in the tree (the personnel tree in the Advanced Module), both or nowhere. You can also
control what color the numbers have when displayed in the personnel tree.
For example, the setup shown above might generate a view like this:
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1.5 Defining Rules
Defining Rules
There are a number of different ways of assigning rules to users.
- For example, some users might have a collective agreement (union agreements etc). The best way to
depict this would be to define a global rule and then apply the rule to all users that should have it.
- In other cases, you just want to apply an individual agreement. Then there’s no need for making global
rules. You just go into the setup of that user and manage his/her rules.
- You can also combine the two. Quite often you might want to apply a global union rule to many users
and then go into each separate user and make individual adjustments.
1.5.1 Defining a Global Rule Through The Rule Manager
The Global Rule Manager is accessed by clicking on the “Personnel” icon and choosing “Personnel
ManagementèSettingsèRule Manager”:
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This will bring up the Rule Manager:
The Rule Manager contains a list of global rules. Right-clicking in the list lets you create new rules and (if
any rules are selected) remove rules, apply them to users, etc. Double-clicking on a rule lets you edit it.
Choosing “New”, brings up the rule dialog (see below).
1.5.2 A Rule – Page 1
Name: The name of the rule. For example “Administration union rule 2004” or “Linus’ special rule”.
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Normal Working Hours Per Day: The number of hours per day that is used when calculating vacation,
etc.
Start/End: The start and end dates of the rule. The working hours per day, working periods, overtime
sub rules, etc for this rule only apply between these two dates.
Always Works: If yes, users with this rule will be considered working their normal amount per day even
when they aren’t booked. Basically, their worked hours is not affected by their bookings. Also, because
of that, overtime sub rules do not apply to them.
The Periods Timeline
In the middle of the dialog you can see a gray area with some numbers on it. This is the Periods
Timeline. It shows the working periods for the rule. Working periods are typically monthly and specify
how many hours a user should work during that month. This can be specified in several ways: By setting
the total amount of hours per period, by setting the amount of hours per day or a combination of both.
For example:
With the periods setup above, a user should for example work 7.4 hours per day (shown in parantheses)
between 2004-03-01 and 2004-03-28, which adds up to 133.2 hours in total during that period.
Click on the numbers in the periods timeline to change them.
Period Bookings
Clicking the square inside a period will bring up the period bookings dialog:
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Here, you can define bookings that are not bound to a specific date, but to the whole period. For
example, you might have such a work that requires you to plan things at home for 5 hours per period
(month), but you don’t want to book it on a specific time.
Create a new period booking by right-clicking in the list and choosing “New”.
The “Affected By Periodic HIL Modifier” setting specifies whether or not these hours should be included
in “Period Hours” during periodic HIL modification. See Periodic Time In Lieu Modifiers for more
information.
Overtime Sub Rules:
This is a list of overtime sub rules. New overtime sub rules can be created by right-clicking in the list and
choosing “New Overtime Sub Rule”. That will bring up the following dialog:
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Overtime sub rules are for compensating for inappropriate working hours. For example, you might want
to give the user some extra money on his/her salary if he/she works on a Saturday or after 19:00 at
night.
Overtime compensation can be in either time or money.
“Days” specifies on which weekdays the overtime sub rule should apply.
If you just want the sub rule to apply on a few specific dates, you can add those dates in the “Specific”
dates list.
“Time” specifies the start and stop time when the sub rule applies.
If “Use Financial Modifier” is checked, compensation will be given in the form of extra money. The
amount of money can be a fixed number, an hourly rate, a rate for each hour that was begun or a factor
of the user’s buy rate.
If “Use Time-In-Lieu Modifier” is checked, compensation will be given in the form of Hours In Lieu. This is
the same as worked time. So for example, if a user earns 1 hour of HIL from an overtime sub rule, that is
one more hour of worked time or one more hour of overtime that he can use to take a day off. The
amount of HIL can be a fixed number, an hourly rate or a rate for each hour that was begun.
Rule Specific Holidays
This is a list of holidays that are specific for this rule. For example, some users might have negotiated for
Christmas Eve to be a holiday, despite it not being in the public holiday calendar for the company.
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1.5.3 A Rule – Page 2
The 2nd page of a rule is accessed through the “II” symbol:
This page contains the “vacation”, “sabbatical”, “freeweek”, “training” and “extra” sub rules:
Vacation
The vacation sub rule works like this: The number of days specified in “Days During Period” will be
earned between the dates specified in “Vacation Period”. Typically, the vacation year is from the 1st of
jan to the 31st of dec and you earn 25 days in this period.
Those vacation days will either be released and usable after the date specified in “Release Date” or
instantly when earned.
For example, a user could earn 25 days of vacation during 2004 but they won’t be usable until the 1st of
may 2005.
Sabbatical
The sabbatical sub rule works like this: If “Period Duration” is 6 years and “Days Per Year” is 5, then 6
years after employment date the user will have 30 (6x5) days of sabbatical ready to use up. Then, after
another 6 years, he/she will have 30 more days.
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Free Week
The free week sub rule is much like the sabbatical sub rule, but with a slightly different input. If, for
example, “Period Duration” is 12 months and “Days Earned Per Period” is 5, then every year 5 days of
freeweek will be released to the user.
Note: The amount of Freeweek earned is specified in hours, not days.
Training
Earned exactly like Free Week (see above).
Note: The amount of Training earned is specified in hours, not days.
Extra
Earned exactly like vacation (see above).
The name of the “Extra” earned type can
Management”è”Settings”è”Work Roster Settings”:
be
changed
under
“Personnel”è”Personnel
1.5.4 A Rule – Page 3
The 3rd page of the rule dialog contains the Periodic Time In Lieu Modifiers sub rule and the Minimum
booking time sub rule.
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Periodic Time In Lieu Modifiers
If a user has a rule with monthly working periods, closing points should be set every month (read about
closing points for more information). During this process, the so “periodic HIL modifiers” will be applied.
Typically, this is used to limit the amount of overtime that a user can have or double any overtime
earned during the month.
Modifiers can be applied on the HIL earned during the period of the total HIL. Right-click in any of the
lists and choose “New” to create a modifier.
Period Hours Modifiers:
In the example above, if HIL earned (during the period) is between 0 and 10, it will be doubled.
Saldo Modifiers:
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In the example above, if the total HIL after “Period Hours Modifiers” is below 0, it is reset to 0.
Minimum Booking Time
This sub rule specifies the minimum amount of hours a user should be booked during a day. If the user
is booked for less than this, a visual indication of this will be shown as a warning:
To view this warning, switch on “Personnel Management Warnings” under “Personnel Tree” in the dock:
1.6 Applying a Global Rule Through The Rule Manager
Applying a Global Rule Through The Rule Manager
To apply the rule to one or more users, select the rule in the list, right-click and choose “Apply To Users”.
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This lets you select which users to apply the rule to:
If you click OK, this rule will be copied to all selected users. If you have not yet selected to activate labour
rules for these users, you will be asked: “Do You Want To Activate Labour Rules For All These Users?” For
the rule to actually apply, you should select Yes here. See User Labour Settings for more information.
Click OK in the Rule Manager and the numbers will now be updated in the timeline:
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1.7 Changing The Labour Settings For A Single User
Changing The Labour Settings For A Single User
Labour Settings can be accessed and modified from within the Server Setup:
If you have the “Edit Personnel Management” permission, you will find that all users have a new button
called “Labour Settings”:
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Clicking it will bring up this dialog:
Here, you will find the list of rules that apply for that user, a checkbox for switching on/off the use of
labour rules completely for the user, and the employment date.
The employment date is used for the sabbatical, freeweek and training sub rules. However, by clicking
the “Other Dates” button, the dates for these sub rules can be overridden.
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You can add rules by right-clicking and choosing “New” or “Add Global Rule”:
If you double-click on a rule you will be able to edit it. Note, however, that this will not affect the global
rule that it was originally copied from. This way, you can make adjustments in the rule for one user,
without affecting the other users that have the same rule.
1.8 Closing Points
Closing Points
Contains calculated and stored PM numbers for a period of time, but only for those users that have
work periods assigned to them. For example users which have periods that end every month will be in a
closing point every month. When a closing point is created, certain procedures such as “Periodic HIL
modification” is performed.
A closing point is also where you normally produce reports for planned/actual work, overtime, etc.
Closing points are visualized in the tree as vertical lines:
Green lines represent closing points that have been done in the past (before current date).
Red lines represent dates where there should have been a closing point (also in the past).
Blue lines represent future closing point dates.
You can view an old closing point by clicking on a green line or you can create a new one by clicking on
the first red line:
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A closing point contains a list of users – but only the users that have a period that ends on the closing
point date!
Each user has a set of numbers. These numbers are pretty much the same as the PM numbers in the
timeline.
The numbers with a light gray background can be edited:
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Editing the “Final HIL” or “Final Money” will simply add a new “Adjustment after HIL Mod.” in the closing
point.
Editing any other numbers will add an “Offset Note”, so you can track the changes that have been made.
Clicking the Reports icon in the lower right corner lets you view/create reports using the Printing
Designer:
è
This will bring up a so called “PM User Report” for the time period that the Closing Point handles (see
section about this under Reports).
1.9 Reports
Reports
1.9.1 PM User Report
The “PM User Report” is useful for viewing all Personnel Management numbers and all bookings for a
specified timeframe and a specified user.
To view this report, first mark a timeframe in the timeline, typically a month. Then click on the user in
the personnel tree and select “PM User Report”:
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In the dialog “Do you want to select the middle month?” - press “No”.
This will bring up a report similar to this one:
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The report can easily be customized to show the numbers you are interested in and hide others. You
can also create different report templates usable in different situations.
Versioned PM User Report
This is accessed by clicking “PM User Report (Versioned)”. The versioned report is meant to be a “sharp”
printout that the scheduler can hand out to the employees. It is basically a normal PM User Report,
except is has a version, which is incremented each time the report is actually printed. It also contains
some tools to track the changes that have been made since the previous version of the report.
1.9.2 Other Personnel Management Reports
Other Personnel Management Reports
The other Personnel Management Reports are accessed by clicking on the “Personnel” icon and
choosing “Personnel ManagementèReports” and then either “User Reports”, “Other Events Report”,
“Salary Additions Report” or “Earned Types Report”:
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User Reports
If you select a timeframe and select “User Reports”, Farmers WIFE will let you print reports for a number
of users. You can choose to print a normal or versioned report. See the section about “PM User Reports”
for more information.
Other Events Report
If you select a timeframe and select “Other Events Report”, you will be prompted to choose which users
and which type of event to generate the report for. The events can be “Vacation”, “Sabbatical”, “Hours In
Lieu”, “Sick”, “Inactive”, etc.
Salary Additions Report
“Salary Additions” are things that should go on the user’s salary at the end of the month. Examples of
this are: Overtime compensation payments, Hours-In-Lieu To Salary Conversions. Other types of salary
additions may be introduced in the future. See the section about “Salary Additions” for more
information.
Selecting a timeframe and the “Salary Additions Report” will let you view these Salary Additions:
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Earned Types Report
Selecting a date and the “Earned Types Report” will enable you to create a report for the so called
Earned Types. Earned Types are amounts of time that can be earned according to a user’s labour rules.
1.10 Salary Additions
Salary Additions
“Salary Additions” are things that should go on the user’s salary. Examples of this are: Overtime
compensation payments, Hours-In-Lieu To Salary Conversions. Other types of salary additions may be
introduced in the future.
1.10.1 Hours In Lieu To Salary
If a user has a lot of HIL (Hours In Lieu) accumulated, he might be allowed to get some of it out on his
salary, in the form of money. Such a payment is called an “Hours-In-Lieu To Salary Conversion” and is
created by clicking on the user and selecting “Hours In Lieu To Salary”:
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The following dialog will appear:
The date for the HIL-To-Salary Conversion is always the day it was created.
The saldo at the end of the month is also shown as a reference.
If you have the “HIL To Salary Payments” checkbox switched on under “Personnel Tree” in the dock, you
will see all payments in the timeline. The payments are visualized by a hand icon. If you click on the
hand icon, you can edit or delete the payment on that day.
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The HIL-To-Salary Conversions also show up on the Salary Additions Report. See the section about
“Salary Additions Report” for more information.
1.10.2 Salary Additions Settings
The Salary Additions Settings are accessed by clicking on the “Personnel” icon and choosing “Personnel
ManagementèSettingsèSalary Additions Settings”. This dialog will then appear:
Here, you can set up a list of reference codes and names that belong to each other. These ref. codes
should be the same as the ones you specify in your “Overtime Compensation” sub rules.
You can also select a ref. code for your HIL-To-Salary Payments.
If you set this up correctly, the name for each ref. code will show up nicely on the Salary Additions
Report. See the section about “Salary Additions Report” for more information.
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Last Updated: 07/10/2010 © 2015 Farmers WIFE SL
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