Standardised Part Time Additional Hours

Define Contract Types - Part Time Calculation Type Addition

A new calculation type, Established Hours Percentage, has been added to the Part Time FTE Rule dropdown on the Main Client > Contract Types screen.

This calculation method mirrors the existing hard-coded FTE Rule calculation used by Islands of Duty with Overtime time sheets when the Calculation Rules option is configured as:

Constable and Sergeant
Inspector and Above
Staff

The new calculation type can be used with:

ECF-style Timesheets (i.e. ECF with full claims / ECF for overtime plus subsistence / ECF for overtime only)
Islands of Duty with Overtime time sheets when configured to use Workflow functionality (i.e. the Calculation Rules option on the time sheet layout is set to Custom).

The Auto Create Overtime Records setting in the Contract Types screen has been enhanced. Previously, this was a front-end-only setting, where selecting No automatically set the Part Time FTE Rule to No Overtime Calculated.

This has now been changed to a dedicated system setting. A new column has been added to the Contract Types database table to store the selected value (Yes or No).

In addition, the setting is now independent of the Part Time FTE Rule. This means the Part Time FTE Rule field remains available and configurable even when Auto Create Overtime Records is set to No.

The overall behaviour of Auto Create Overtime Records remains unchanged. The key difference is that the system now checks the new stored setting to determine whether overtime claims should be generated, rather than relying on the value selected in the Part Time FTE Rule field.

When Auto Create Overtime Records = Yes

The system will continue to automatically generate overtime claims:

During the overnight process for overtime shifts planned on posting sheets.
When the start or end time of a shift is extended using ECF-style timesheets.

Any overtime generated will be calculated according to the selected Part Time FTE Rule, as before.

When Auto Create Overtime Records = No

The system will not automatically generate overtime claims:

During the overnight process for planned overtime shifts on posting sheets.
For shifts extended using ECF-style timesheets.

To preserve existing behaviour, the following updates will be applied to existing Contract Types:

Where Part Time FTE Rule is currently set to No Overtime Calculated:
- Auto Create Overtime Records will be set to No.
- Part Time FTE Rule will be changed to the default value of Variance between Contract Hours and All Working Location Hours.
For all other Contract Types:
Auto Create Overtime Records will be set to Yes.
The existing Part Time FTE Rule value will remain unchanged.

For a specific customer only, the Part Time FTE Rule will be automatically updated to Established Hours Percentage for all existing Contract Types to ensure current functionality is preserved.

Multiply Claim Hours by Sum of Established Location WTE Shape - New Property

A change has been made to the Time Sheet Workflow shape, previously known as Multiply Claim Hours by Sum of Established Location WTE. To provide greater flexibility, a new WTE Location Type property has been added, allowing users to select from the following options:

All Established Locations
All Working Locations
Contract Specific Established Locations
Contract Specific Working Locations

To reflect this enhanced functionality, the shape has been renamed to Multiply Claim Hours by Sum of [X] Location WTE.

The selected WTE Location Type determines how claim hours are calculated:

All Established Locations - the employee's claim hours are multiplied by the total sum of all Established Location WTE recorded on their Personnel Record. If no Established Location records exist, the claim hours are calculated as zero.
All Working Locations - the employee's claim hours are multiplied by the total sum of all Working Location WTE recorded on their Personnel Record.
Contract Specific Established Locations - the employee's claim hours are multiplied by the total sum of Established Location WTE on their Personnel Record, that is only associated with the selected contract. For an Established Location, this is the contract that is either assigned to the same location, or the nearest parent branch above the Established Location. If no Established Location records exist, the claim hours are calculated as zero.
Contract Specific Working Locations - the employee's claim hours are multiplied by the total sum of Working Location WTE on their Personnel Record, that is only associated with the selected contract. For a Working Location, this is the contract that is either assigned to the same location, or the nearest parent branch above the Working Location.

For all WTE Location Types, if the persons WTE is greater than 1.00 (e.g. 75.00), the calculation will divide this by 100 first, before multiplying the hours by this figure.

New Establishment Hours Percentage Option Added to Calculations (ECF Calcs)

A new Part Time FTE Rule has been introduced called Establishment Hours Percentage, which is applicable to ECF style Time Sheets (i.e. ECF with full claims / ECF for overtime plus subsistence / ECF for overtime only).

When an employee’s contract is configured with this rule and they submit an overtime claim on the ECF style Time Sheet, the system will automatically determine and apply the appropriate overtime rate based on the premium rule configuration for the selected customer name.

For this new rule, the calculations will check for the persons total Established Location Hours, and will then divide it by their total Established Location WTE to determine their Full Time Equivalent (FTE) Contract Hours. The total Established Hours will then be subtracted from this figure in order to calculate how many overtime hours the person must claim before they reach their required FTE Hours.

Part Time Calculations - SWP / Workflow

For Time Sheets that use the Workflow functionality (i.e. Islands of Duty with Overtime style where the Calculation Rules setting is configured as Custom), the previously hardcoded overtime rate calculation has been enhanced to provide greater flexibility. Users can now select from a range of calculation methods defined against the employee's Contract Type.

The Part Time FTE Rule dropdown offers the following calculation options:

Establishment Hours Percentage (this replicates the behaviour of the original hardcoded calculation)
Full Contract Hours
Variance between Contract Hours and All Working Location Hours
Variance between Contract Hours and All Established Location Hours
Variance between Contract Hours and Contract Specific Working Location Hours
Variance between Contract Hours and Contract Specific Established Location Hours

The selected Part Time FTE Rule affects the output of the following workflow shapes:

Process Shape > Set Claim Rate
Process Shape > Split Criteria: Over WTE
Decision Shape > Person is above Full Time Hours for the week? (Mon-Sun)

In addition, a new Part Time FTE Rule Variation field has been introduced. This allows users to choose between Date Specific and Weekly Average calculation methods. The selected variation works in conjunction with the chosen Part Time FTE Rule to determine how overtime calculations are applied.

For more information on the rule breakdown and examples please contact Totalmobile.