Business Logic,  Human Resources,  Learning

Human Resources

General presentation

HR Attendance
HR Attendance

The HR main screen is a custom UI app that provides a user-friendly interface for the main HR tasks. Certain portions or functionalities can be accessed by assigning the proper roles to the users. In this screen the HR user can for example:

  • Add/Edit employees;
  • Set the employee’s role, title, employment data etc.;
  • Set the employee work schedule and deviations (vacation, absences, overtime etc.);
  • Configure wages, overtime wages, bonuses etc.;
  • Set the employee wages (basic, hourly, monthly etc.);
  • See the employees that are clocked in;
  • Manually clock in or out employees;
  • See the time report;
  • Add wage payments or employee expenses;
  • Calculate the wages according to the time report;
  • Check the planning based on the work schedule and deviations;
  • Assign employees to plug-in implementations (for example the Staff of the Hospitality plug-in);
  • Make basic configurations of the HR plug-in;

The system benefits from a time tracking system that can record data from RFID readers or self-service terminals.

The attendance and planning functionalities are presented using the Calendar functionality of the ERP system.

Most of the data of the HR service is kept in historical items (new items are added and the previous are archived).

The plug-in provides many reports such as clocked time, deviations from the planned working schedule, wages to be paid, deductions etc.

HR Planning
HR Planning

For more up to date information please consult our HR and HR Configuration manuals.

Time Recording

The HR Time management system allows a company to record and evaluate the work times of its employees. The raw data from the time recording devices or self-service applications is recorded by the Time Tracking system, evaluated and corrected by the Time Evaluation system, processed by the Time Management system and then used by the Payroll system to calculate the employee’s wages.

HR Time Recording
HR Time Recording

The Time Recording system receives raw data from different devices and applications and stores it for further processing. There are two data items that are at the base of a Time Recording system:

  • The identity of the employee;
  • The date and time of an action.

The identity of an employee can be determined by analyzing his or her credentials, being those provided by an access card, pin code or other means of authentication. The date and time should be provided by the device that provides the identity credentials (preferred) or by the recording system. The date and time should be provided by the system that reads the credentials (a hardware proxy or access control device) because there is a possibility that the system that records the data (an ERP data handling service) might be down and the data will reach it at a later time.

The data that records an employees’ time actions can be provided by various means such as access control devices, RFID readers, self-service applications and terminals etc.

Time data can be sent into the ERP system by IoT devices. Let’s take for example the RFID card reader. Each employee will have one RFID card assigned for access and time recording. The RFID readers can be connected to a Linux device or to another device that can provide the card code and the date/time information at which the action took place. The data will then be sent to the HR service and recorded according to the system’s configuration.

Under exceptional situations you can edit the time events in the system, for example if the events are missing or are incorrect. For example, on a system failure you might be missing a matching clock out action for a recorded clock in action. In this case you need to determine the correct time and enter it.

You need to correct the data before using it in the Time Management calculations.

Time Management

The Time Management system uses the data generated by the Time Recording system to decide what that data means in the context of an employee, for example, it will reduce the Absence allowance of an employee if an absence is recorded or increase the Overtime of an employee if an overtime is detected. The data generated by the Time Management is used by the Payroll to calculate the payable wage.

The employees’ planned working time is described in a work schedule. The work schedule is created from a period work schedule and a public holiday calendar, for individual months.

The period work schedule is made up of a fixed sequence of daily work schedules that repeats in a specific pattern. The work schedule takes account of the public holiday calendar. The work schedule is used as the basis for valuating time data.

The work schedule shows how many hours salaried employees have to work to be entitled to a full salary. Hours over and above this can be flagged as overtime in time evaluation, according to individual specifications. If you only record deviations to the work schedule, the planned working time is used as the basis for time evaluation.

There are two factors that determine whether an employee has to work on a certain day:

  • non-calendar-dependent

The daily work schedule assigned to the employee on the day being evaluated determines whether the employee has to work on that day. Days that are assigned a daily work schedule with zero planned working hours are classified as days off.

  • Calendar-dependent

Days with more than zero planned hours can also be days off (for example, public holidays). This is determined by the day type.

Planned working time is extracted from the assigned calendar of a work schedule and intersected with the holidays calendar. There are also some other configurations that might affect the working days.

You can find the planned working times by going to the Planning tab of the Human Resources screen.