Workforce Manager

Latest revision as of 00:40, 17 May 2023

Workforce Manager

Workforce Manager is a powerful tool and allows you to assign Jobs, Salary, Manager and Working Hours all from the one screen. You call also use this Tool to turn an Employee Into a Manager. Workforce Manager is located under "Tools" on the left hand navigation/menu.

View By - Period Starting - View Current Week

• View By - This displays a Week or Fortnight View. This dropdown adjusts what period you can visibly see/is displayed in the Workforce Planner.
  
• Period of Start Date - The date box tells the "Workforce Manager" what period should be displayed in the Workforce Manager table. The Period will always start with Monday.
  
• View Current Week - If you click on this Text (URL/link) it will take you straight to the active - current week.
  • For Example:</b> If 'Week' is selected in the 'View By' dropdown, and then you select the date of 10/04/2020 you are telling the workforce planner to display that week.

Search

Search allows you to search the Workforce Manager for Employee/s. You can select one or multiple by searching and then selecting each Employee's name. They will appear in Workforce Manager List/Table results. To use Search, type the First Name and Surname. Press Enter or Click the search Icon on the Right of the Search. The returned result will appear below in the Employee List/Table area. If you want to search again. Clear the initial search and then type the Name of the next person. Click Enter. To return the list back to All. Press the X on the "Clear All". Or clear the text from the Search Box and Press "Enter". The "search" is predictive. You can only search for one Employee at a time, but you can select multiple people to "Assign" information too. Select the Employees/Persons information box on the left hand side to be able to "Assign" information to them.

Assign

The Assign Option will show once you have Selected an Employee (or Multiple Employees) from the Employee List. You will be able to then use the "Assign" Options to update Record/s. You can also use the "Assign" option in conjunction with the "Search" feature by searching for employee/s and then selecting the "Assign" option to then update their records. Search for single or Multiple Records and then select the Employee/s you wish to "Assign" new information too.

The Group By function

The Group By function allows you to view all Employees by their Job, Location, Department, or Working Hours. If you only have one Person in the Employee List, the Group By option will not show.

The Legend

The legend displays what the colours on the workforce planner mean to us.

1. Green is used to define 'Standard Hours Assigned.'
2. White is used to define 'No Standard Hours Assigned.'
3. Light Blue is used for 'Non-Standard Work Hours - Adhoc Hours' (People without a Standard Work Pattern) is assigned to someone because they work non-standard hours.
4. Orange Clock Icon represents Timesheet hours.
5. A thin Green Horizontal band of colour in a Day, signifies that there is an Absence for that person on that day.

Page Pagination

25 Records will be shown per page.

Employee Information Box

These are the boxes on the left hand side containing all the Employee's/Person's information. This information includes:

1. Surname, First name. If either the Employees First Name or Surname are missing, the text "Surname and First Name" will be displayed. Enter the Employees First Name and Surname for this to show in here. If the person is a Manager, the text "Manager" will appear next to their name.
2. Job Name.
3. Salary.
4. Manager.

Note: If the Employee has more than one Job. The person will appear in the Workforce Manager for each Job they have. The text "Second" Job will appear at the Top of the Box.

Assigning Working Hours

1. After logging into the Subscribe-HR HCM Platform, under "TOOLS" select "WORKFORCE MANAGER" from the left navigation.
2. You should see a table with employee's listed down the page, and dates across the page.
   You should also notice functions such as Assign Job, Assign Salary and Assign Manager above these dates.
3. Place a check next to each employee you wish to include in the bulk assign.
4. Select the 'Assign Working Hours' function.
5. You will be prompted with the 'Assign Working Hours' dialog box.
6. Select the Working Hours Name from the drop down.
   Working hours periods are defined under tools???
7. Select the Start Date from the start date text box.
8. Select the Ok button.
9. You will be returned to the Workforce Manager screen and the working hours are assigned to the selected Employee's.

Note: Both fields are marked as mandatory, the assigning of work hours will not be performed unless all mandatory fields are filled in first.

Assign Manager Status

1. After logging into the Subscribe-HR HCM Platform, under "TOOLS" select "WORKFORCE MANAGER".
2. Select the Employee/s you would like to change "Manager" Status of
3. Select the "Assign Manager Status" option
4. When this is done an option will appear so you can confirm that you would like to make the selected Employee/Employees, managers
5. Select "Yes" to proceed or "No" not to proceed
6. The Employee/Employees will them become managers in the system
7. They can then be selected as Managers, and assigned to employees as their managers. See below. Assigning Manager.

Note: If the Employee is already a Manager, nothing will be changed by this update. Manager status will remain.

Assigning Manager

1. After logging into the Subscribe-HR HCM Platform, under "TOOLS" select "WORKFORCE MANAGER".
2. You should see a table with employee's listed down the page, and dates across the page.
   You should also notice functions such as Assign Job, Assign Salary and Assign Manager above these dates.
3. Select the Employee/Employees you wish to Assign too.
4. Select the 'Assign Manager' function.
5. You will be prompted with the 'Select a Manager' dialog box.
6. Select the Manager from the 'Manager Reference' drop down.
7. Select the OK button when completed.
8. Success Message showing completion.
9. You will be returned to the Workforce Manager screen and the Manager Assigned to the selected Employee's.

Assigning Jobs

1. After logging into the Subscribe-HR HCM Platform, under "TOOLS" select "WORKFORCE MANAGER".
2. You should see a table with employee's listed down the page, and dates across the page.
   You should also notice functions such as Assign Job, Assign Salary and Assign Manager above these dates.
3. Select the Employee/Employees you wish to Assign too.
4. Select the 'Assign Job' function.
5. You will be prompted with the 'Select a Job' dialog box.
6. Select the Job Name from the drop down.
7. Select the 'From Date' using the calendar.
8. Enter the 'Actual Hours'. This is the numeric value, example: 38.
9. Select the Employment Type from the drop down.
10. Select the OK button when completed.
11. Success Message showing completion.
12. You will be returned to the Workforce Manager screen and the Job assigned to the selected Employee's.

Note: The Actual Hours, Salary Type, Salary Reason, and Payment Frequencies may differ for each selected Employee and therefore are not mandatory

Assigning Salary

1. After logging into the Subscribe-HR HCM Platform, under "TOOLS" select "WORKFORCE MANAGER".
2. You should see a table with employee's listed down the page, and dates across the page.
   You should also notice functions such as Assign Job, Assign Salary and Assign Manager above these dates.
3. Place a check next to each employee you wish to include in the bulk assign.
4. Select the 'Assign Salary' function.
5. You will be prompted with the 'Enter Salary Information' dialog box.
6. Enter the 'Employee Salary'. This is the numeric value. example: 65000.
7. Select the 'Salary Start Date' from the calendar.
8. Enter the 'Hourly Rate'. This is the numeric value. example: 65000.
9. Enter the 'Actual Hours'. This is the hours worked per week.
10. Select the 'Salary Type' from the drop down.
11. Select the 'Salary Reason' from the drop down.
12. Select the 'Payment Frequency' from the drop down.
13. Select the OK button when completed.
14. Success Message showing completion.
15. You will be returned to the Workforce Manager screen and the Salary Assigned to the selected Employee's.

Note: The Actual Hours, Salary Type, Salary Reason, and Payment Frequencies may differ for each selected Employee and therefore are not mandatory.

Creating an Absence using the Workforce Manager

Absences can be entered into Subscribe-HR from the Workforce Manager screen. This Method is easy and efficient.

1. After logging into the Subscribe-HR HCM Platform, under "TOOLS" select "WORKFORCE MANAGER"..
2. You should see a table with employee's listed down the page on the left.
3. Hover the mouse over one of the days of the week and right click.
4. Right Click on of the Boxes in the Calendar View. Then Select Create Absence.
5. Select where you want to update "Working Hours" or create an "Absence".
6. If you are Creating and Absence the you will be able to do the following...
7. Enter the Start Date of the Absence. This field will be populated with the date that you hovered over by default.
8. Enter the Finish Date of the Absence. This field will be populated with the date you hovered over by default.
9. Select the Absence Reason from the drop down.
10. Select if this Absence was for the Full Day or Part Day.
11. Select if this is Unpaid Leave.
12. Select Ok.
13. Success Message showing completion.
14. If you are Assigning "Working Day Settings, you will be able to do the following...
15. This is used for updating individual days in a Persons "Standard Work Pattern" or for creating working days for a Person who does not have a standard "Work Pattern".
16. Record if this day is a "Day Off.
17. Record "Standard Hours" of Work. E.g. 7.6 Hours.
18. Record "Start Time" and "Finish Time" for that day.
19. An absence record created for a day will display a thin Green Horizontal Band show the hours absent on that day.

Note: An Absence will not be able to be created if the Employee does not have any Working Hours assigned.

Creating an Timesheet using the Workforce Manager

Timesheets can be entered into Subscribe-HR from the Workforce Manager screen. This Method is easy and efficient.

1. After logging into the Subscribe-HR HCM Platform, under "TOOLS" select "WORKFORCE MANAGER"..
2. You should see a table with employee's listed down the page on the left.
3. Hover the mouse over one of the days of the week and right click.
4. Right Click on of the Boxes in the Calendar View. Then Select Create Timesheet.
5. Enter the Timesheet Hours.
6. Select Ok.
7. Success Message showing completion.
8. Timesheet Clock Icon will appear (Orange) when a Timesheet is created from the Workforce Manager or from the Employee Timesheets Sub-folder
9. If multiple Hours/Tasks exist for someone on a given day, "Summary" blue hyper link text will appear in the Box for that day, so you can click on it and view list of Hours/Tasks for that day. From here you and Click, "View Actual Timesheet" at the botton of the Display Box, to drill down into the Employees Timesheet record in their Employee File --- Employee Sub-Folder -> Employee Timesheets