Disposition planning

Disposition planning is for planning the work time stipulated for the labour-force. With its application it can be done that everybody can work in the right place and time. It is easy to tell but it is difficult to realize.

In case of staff number several hundred or several 1000 people it is a critical task to plan disposition and paid leave while we have to consider the restrictions of rules and regulations. It is understandable that it was a national chain of retails disposition that put in a claim for a solution to developing a fact attendance sheet recording, a solution supporting planning disposition, paid leave and wages costs. Our customer owing to the great number of employees and several shops gave us an excellent opportunity to model all the automatism and they can put into words the mostly ready demand.

When we plan monthly disposition for several hundreds or several thousands of people on a paper or with Excel sheet  we can imagine how difficult it is . To know all the rules and regulations. The paper  being at hand can‘t warn us yet that there is something wrong. We have to take care of parent bearing their child alone, employees being on commission, the leave plan and of course of the need for a leave day which can derange the whole plan.

 

Planning disposition
With the application of a program planning disposition the one making disposition can do his task in such a way that he can’t make disposition contrary to Labour Code. Because of the Labour Code checking the PIRAMIS planning disposition the person making the disposition can only make such a plan which completely abides by the rules and regulations on the next fields:

• rest pause between two work performed
• rest day between two work performed
• the number of confluent work days
• rest pause once a month on Sunday
• surplus labour
• taking care of work rules of juveniles and parents bearing their child alone
• pause between work
• checking all the time of commission, drafting for work, redirection of labour

 

The planner of disposition can only count with employees who work at least one day at its planned place in a given month. The program pays attention to service relation’s validity the employee’s   and to the commission/drafting for work/redirection of labour . While planning the disposition the system can automatically give the rest pauses between operations and show it in the plan.

 

When the employer employs other labour-force (for example transition student work, borrowed labour-force), during the plan it can count with these labour-forces so it is easy to calculate the other labour-force in advance. 
The needed workforce is determined by the business turnover planned for the day and the different activities that influence the workforce demand (for example: inventory, sale change, interior trainings, salary days, holidays). Activities are shown on the plan sheet with its time and the turnover plan graph. So the planner can see it visually how much the business turnover plan graph and the labour-force graph are compatible with each other.

 

Printable version of the approved disposition plan can be released to the employees so everybody knows when and where to work.          

Redrafting the plan

Everybody has to be told 7 days earlier about his disposition plan. If the employees or the employer want to change something, they can do so in 7 days. If it is necessary excess costs (stop time, overwork) can be redrafted.

Management of the real present data

The employee writes on the disposition planning paper when he really started work, when he finished and when he spent his rest pauses. This is countersigned by his boss. This document is the basis of the salary accounts. The competent person will record the real present data instead of the planned data into the system and pass these data to the payroll accounting system.

 

Automatic upload of the disposition plan

If the employee works in a system of 5/2 (he works from Monday to Friday and has a rest at the weekend) his disposition can be uploaded automatically. In this case only the differences must be recorded (leave, illness)

 

Handled employees in the disposition plan…

The arrangement plan can handle multiple contracts in case of the employees. If he has several contracts at the company at the same time, the disposition can be made for the contracts one by one. Disposition can be made on the basis of real valid contracts.

In case of casual employees we handle the whole process of applying labour-forces. This means that the complete course administration can be solved from the beginning of applying labour-force, registering the actually finished work time (after approval or refusal What is more, if the name of the company and the wage per hour are known, costs can be shown as well. This can be the source of decision. It shows how much it would cost to use the other labor-force. This can be also checked with the bills whether the bill is good or not.

 

The process of approval- why is it important?
The approval is necessary to make the program acknowledge the used process as a basis for further elaboration. The first part of the process is always the data recording data which can be modified by the user as many times as he wishes as long as it is reported to be ready.

The approver examines the plans reported to be ready as regards to the whole department store and then decides about its approval. After he approved the plan, it becomes valid and available for the employees.

 

Which part of the program can be obtained? Which employee’s data can be seen?
This is the entitlement management .There are 2 entitlement types in PIRAMIS system, so in the Disposition Plan, too.

Which parts of the program can be looked at by a user?

In case of parts of the program a rule system will be built up on the basis of the scope of a activities of the employers who can use the system. So the entitlement is not linked to the person but to the job. So the new user can get automatically the entitlement after the synchronization of the payroll accounting, so he reaches his functionality. Similarly, if he is put to another job where the job is linked to the necessary entitlement, after the synchronization he can’t log in the system and can’t see the functionality.

 

Which employees’ data can a user see? 

The entitlement is also linked to the user’s job. The employees handled by him are grouped on the basis of the hierarchy built automatically from the contract data.

In case of demand if the user has to see other group of employees’ data, different from entitlement stated in his job-exceptional levels of entrance can be stated in the case of the users.

How is the wage costs formed for the next month? Would I like to see the wage cost of the interior and the other labour force as well? Wage cost plan is the Arrangement Plan!

During the wage cost plan cost data from the previous term can be loaded. Costs can be planned on the basis of work time in accordance with the rules and regulation. After this wage costs can be recalculated on the basis of the arrangement plan and the data. With this wages and its costs can be calculated before the payroll accounting. Naturally this function is not payroll accounting so it doesn’t’ show the exact value but only an approximate value.

 

Reports, accounts  

Some of the reports include graphs, too. With this help of the visuality complex accounts become easy to survey.
Some of the several opportunities.

 

For example: It can be a just claim of a department store’s manager to be informed in a short time when he can count for the most labour-force approximately during the day.

• Daily time curve account with a graph – showing the number of labour-force within a day breaking down into half an hour

 

When can the head of the department’s claim to exceptional paid leave be timed for the next month?

• Monthly time map with graph- account of the staff in a month breaking down into days

Do I want to see at once which employees will be relocated and where?

• Showing leaves by the employee, by day one by one

Do I have to know how much overtime the employees have?

• statement on the surplus work time for the time asked by me

Would I like to see the planned wage costs?

• statement on the wage cost calculation

You cannot find the proper account among the reports admitted?

Would we like to have statements that are not in the system? Ad-Hoc Plan module (optional) gives the opportunity for the experts asking for a tender to make statements from the data stored in the system on the basis of the demand. These are not non-recurrent possibilities but they are built in the system as menu point, what is more entitlements can be linked up with it.

Would I like to get an account from the data that can be seen on the maintenance screen which otherwise are not available for me among the reports? We apply the tabular account in several function. The user can show data ,can screen and sum them up. After this he can export it into Excel table or after forming it to his preference he can put it in print.

Can it be imagined that 2 users modify the data of an employee at the same time? No, because there is monitoring during the various activities of the user. The other users get a warning that the data can’t be modified, because the other user is already modifying it. If somebody tries to modify the data of an employee so it is avoidable that such modification may happen making the planning of disposition uncertain.

Screenshot: Optional parameterization during the control according to Labour Code – in case of digression the system sends a warning message, the way of warning is optional as well.

Screenshot:  In case of work time recording the relevant data can be seen on the tabs on the top of the page. We can see data of holiday planning.

Screenshot: In case of work time recording divided screenshot is displayed. Graph helps the quick overview of the volume of data. 

Screenshot: Daily time curve shows the labour-force planned for the given day in the form being in accordance with the user’s needs. On this screenshot we can see the relevant labour-force broken down to departments and fields on the current day.

Screenshot: Daily time cure displaying labour-force on graph.

Screenshot: Monthly time curve – shows the monthly labour-force planned for the chosen units. This statement can be displayed in a graphic way as well; you just have to click on the ‘Graph’ tab in the bottom line of the header.

Screenshot: In case of holiday planning forecasted activities that claim more labour-force (such as sales in commerce) can be considered. On the screenshot you can see the holiday plan for the period of winter sales.

Screenshot: The labour-force by departments and units can be queried broken down to periods and timelines based on the planned schedule. The statement can be displayed not only in the form of diagrams, but in a tabular form as well. As usual it can be exported e.g. to an Excel chart and edited if needed or it can be sent by the e-mail system of the company.

Screenshot: Labour-force of departments, units and periods broken down to days or hours can be queried in form of charts or diagrams. For example, you can see that in case of a department store they planned more labour-force for the afternoon period and you can also see the consistence of labour-force – own and borrowed force or skilled student force.