Standardised Part Time Additional Hours

The system allows for defining Contract Types with a variety of settings to accommodate part-time working hours and patterns.

These include:

Time Sheet Options, for example:
- Part Time FTE Rule (ECF Only) setting — offers multiple calculation options, including Establishment Hours Percentage
- Part Time FTE Rule Variation (Workflows Only) setting — offers Date Specific and Weekly Average calculation methods; each variation setting works in conjunction with the selected Part Time FTE Rule to determine how to apply overtime calculations
Time Sheet Workflow shape with Multiply Claim Hours by Sum of [X] Location WTE with the WTE Location Type property

Totalmobile introduced a number of these enhancements for Contract Types and Time Sheet Options in Release 12. The Time Sheet Workflow shape Multiply Claim Hours by Sum of [X] Location WTE was previously known as Multiply Claim Hours by Sum of Established Location WTE.

Viewing and defining Contract Type Definitions

To define a new or existing Contract Type:

Select Personnel on the main menu, and select Personnel Definitions and then Contract Types from the sub-menus.
The Contract Types page loads and displays any existing Contract Types in a list.
- To add a new Contract Type, select Add.
- To edit an existing Contract Type, select it so that it is highlighted, and then select Edit.
The Define Contract Types page opens and displays the contract type settings available for you to configure as you require.

Time Sheet Options in Define Contract Types

The Define Contract Types page offers a variety of Contract Type settings, including for part-time working hours and patterns. It offers the following settings under Time Sheet Options:

Auto Create Clocking Records — select either Yes to enable or No to disable the system from automatically creating clocking records for the time sheet and overtime claims; refer to Define a Contract Type with an Auto Create Overtime Records rule
Create Overtime Records — select either Yes to enable or No to disable the system from automatically creating overtime claims
Part Time FTE Rule (ECF Only) — offers different calculation rule options in a drop-down menu for part-time working; refer to Contract Types definition for Part Time FTE Rule
Part Time FTE Rule Variation (Workflows Only) — offers rule variation options in a drop-down menu, such as Date Specific / Weekly Average

For more information about defining these settings, refer to Contract Types.

Contract Types definition for Part Time FTE Rule

The Part Time FTE Rule (ECF Only) setting offers various calculation rules for part-time working in a drop-down menu. These include the following (this list is not exhaustive):

Established Hours Percentage
Full Contract Hours
Total Work Location Hours (below Contract Location)
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

For information about how this setting can interact with the Auto Create Overtime Records rule, refer to Define a Contract Type with an Auto Create Overtime Records rule.

Define Established Hours Percentage option as the Part Time Calculation Type (ECF Calcs)

When an employee's contract is configured with the Established Hours Percentage calculation rule and they submit an overtime claim on the ECF style Time Sheet, the system does the following:

automatically determines and applies the appropriate overtime rate based on the premium rule configuration for the selected customer name
calculates the rate by checking the person's total Established Location Hours and then dividing it by their total Established Location WTE to determine their Full Time Equivalent (FTE) Contract Hours.
subtracts the total Established Hours from the figure for their Full Time Equivalent (FTE) Contract Hours to calculate how many overtime hours the person must claim before they reach their required FTE Hours.

This calculation rule mirrors the existing hard-coded FTE Rule calculation utilised by Time Sheets that use the Islands of Duty with Overtime when the Calculation Rules option is configured to:

Constable and Sergeant
Inspector and Above
Staff

You can use the Established Hours Percentage calculation rule with:

ECF-style Time Sheets — ECF with full claims, ECF for overtime plus subsistence, and ECF for overtime only.
Islands of Duty with Overtime Time Sheets — requires a configuration of Workflow functionality; for example, the Calculation Rules option on the time sheet layout is set to Custom.

For more information about the For more information about Time Sheet Definitions and the Time Sheet Style setting Islands of Duty with Overtime, refer to Time Sheets Workflow.

Part Time Calculations - SWP / Workflow

Time Sheets that use the Workflow functionality no longer use a hard-coded overtime rate calculation, and have been enhanced to provide greater flexibility. For example, Time Sheets using the Islands of Duty with Overtime style where the Calculation Rules setting is configured as Custom.

You can select from a range of calculation methods that are defined against the employee's Contract Type.

The Part Time FTE Rule that you select under Time Sheet Options 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)

The Part Time FTE Rule Variation field allows you to choose between Date Specific and Weekly Average calculation methods. The system uses the selected variation in conjunction with the chosen Part Time FTE Rule to determine how to apply overtime calculations.

Contact Totalmobile for more information about the rule breakdown and examples.

Define a Contract Type with an Auto Create Overtime Records rule

The Contract Types page offers a Auto Create Overtime Records rule under Time Sheet Options, with the following settings:

Yes — to auto create clocking records for the time sheet. The system automatically generates 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 time sheets.
Any overtime that a person generates is calculated according to the selected Part Time FTE Rule.
No — to not auto create clocking records. The system does not automatically generate overtime claims:
- During the overnight process for planned overtime shifts on posting sheets.
- For shifts extended using ECF-style time sheets.

A column in the Contract Types database table stores the selected value (Yes or No), and the setting is independent of the Part Time FTE Rule.

The system checks the new stored setting to determine whether it should generate overtime claims, rather than relying on the value selected in the Part Time FTE Rule field.

Previously, this was a front-end-only setting, where selecting No automatically set the Part Time FTE Rule to No Overtime Calculated. The Part Time FTE Rule field remains available and configurable even when Create Overtime Records is set to No under Time Sheet Options. The overall behaviour of the Create Overtime Records setting remains unchanged.

When Auto Create Overtime Records is set to 'No' (not enabled)

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

Part Time FTE Rule — when currently set to No Overtime Calculated:
- Auto Create Overtime Records — set to No
- Part Time FTE Rule — the default value changes to Variance between Contract Hours and All Working Location Hours
For all other Contract Types:
- Auto Create Overtime Records — set to Yes
- Part Time FTE Rule — the existing value remains unchanged

Time Sheet Workflow - Multiply Claim Hours by Sum of Established Location WTE Shape Properties

The Time Sheet Workflow shape Multiply Claim Hours by Sum of [X] Location WTE offers the WTE Location Type property, which allows users to select from the following options:

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

This Time Sheet Workflow shape was previously known as Multiply Claim Hours by Sum of Established Location WTE. Totalmobile renamed it in Release 12 to reflect its enhancement to the functionality.

The setting that you select for the WTE Location Type determines how claim hours are calculated, as follows:

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 records exist for Established Location, 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 records exist for Established Location, the claim hours are calculated as zero hours.
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 person's WTE is greater than 1.00 then the calculation divides this by 100 first, before multiplying the hours by this figure.