# Humans Resources

Important

Documentation

The human resources module was developed by an external contributor SALTO CONSULTING. The explanations below have been taken from the instructions, provided in French only, with the module. * French documentation on the implementation of regulated absences is available on the download page

The HR module was created in order to be easily adapted to French law, but it can be fully parameterized according to the rights of any country

This section allows to manage the society’s Humans Resources.

This system comes in addition to the standards of the management of absences.

Used to manage absences that must be validated, controlled and have values to be regulated according to French law.

For the module to be functional, you must define the employees, new status for resources or users.

The absence manager in charge of leave, the types of leave you offer to your employees and the different types of employment contracts.

- Start to define the Employees and Manager, Leaves types and Employment contract type

- You can choose the leave entitlement standard for each type of contract

- The employee may reserve periods of leave of absence according to his rights.

- The system also includes a validation process of the requests during the leave period.

> Absence Administrator

> In order to be able to manage and configure the human resources module after its installation, you must access the global parameters.

> A special additional HR section allows you to define the administrator of absences and regulated rights.

It is thus possible to manage the paid holidays, the RTT, the Stopped diseases by treating:

> - Quantities acquired over a period of time

> - The period of validity of a quantity of absence

> - The possibility or not to take early holidays over the period being acquired

> - The number of days before and after which the absence request can be made

> - Specific acquisition rules

> - Validation or rejection of an application

Note

A project dedicated to these regulated absences is created and makes it possible to store the requested days of absence as planned time and the days of absence validated as working time thus making it possible to integrate these absences in the planning.

Leaves States

With the activation of the HR module, an absence workflow is added with 3 states, which are accessible and customizable in the automation systems.

> Recorded

> Creation status. In this state all the data of the absence can be modified.

> Submitted

> This status means that the employee has sent his leave request to his hierarchy for validation.

> Validated

> State that only the manager and the administrator of the module can be enabled.

> When the leave request is validated or refused, the status of the request cannot be changed

> Cancelled

> State that only the manager and the administrator of the module can be enabled.

> The number of days the absence represents are not taken.

> When the leave request is validated or refused, the status of the request cannot be changed

Note

The calculation of the number of days represented by absence is done on the basis of working days.

The working days are defined in Global Parameters and calendar associated with employee: holidays, non-working days.

## Employees and Manager

The properties below is visible only when the HR module is enabled

Employee

An employee is a Resources whose property “is an employee” is checked in the screen resources.

Once the resources are saved as employees, you can manage them from the employee screen.

You find the same fields of description as the resources.

In this section, the employee can see the person who manage its leaves periods.

> Employment Contract

> This section is visible and linked to the Employment contract type screen.

> To an employee are associated a Employment contract and Leave Rights earned.

> The contract is associated with a Employment contract type.

> This allow the employee to associate the rules of acquisition, the special rules of regulated absences and the acquired rights by type of absence and by acquisition period.

Manager

A manager is a resource whose properties “is an employee” and “is absence manager” are checked

Box “is an employee” and “is manager of leaves” is checked

A manager must be an employee.

An employee manager can make absence requests in lieu of employees.

He can validate or reject employee absentee requests that he manages.

Important

The management of an employee is dated, which allows to change manager or temporarily delegate management to another manager (absences).

Manager Screen

Bulk add for employees managed

It is possible here to associate the employees with their manager, ie:

- IN MASS according to criteria of massification

- UNITAIREMENT with the list of employees attached to this manager

For example, if the company closes in August …

The manager can register a request for his organization and under organization, for all the organizations, his entire team, himself included

Administrator

If an employee does not have a manager, the administrator of the Regulated absence module acts as manager.

The administrator is obligatorily a leave manager

Warning

When a resource is no longer “used”, all the elements of the Regulated absence module are deleted by the module:

- Assignments to activities associated with type of absence

- Time spent generated following validated absence requests

- Planned times generated due to absence requests not yet validated

- Absence requests

- Acquired rights

- Contracts

- Links with his managers

### Leaves Dashboard

A dashboard is available to absence managers

Leaves dashboard

The filter bar allows you to filter the information presented in the dashboard

Filter bar

Leaves Calendar displays informations based on filters applied by managed employee

The tells you that the request was made late

You can export the calendar into Excel format

Synthesis

The synthesis is also displayed according to the filters selected beforehand,

and gives the number of days remaining to be taken by type of leave and managed employees

Leave period to process

In this section, appears the list of absences to be processed, that is to say under the “recorded” status

## Absence recording

### Leaves Calendar

Regulated absences are done either by the employees or by their manager

Absences can be recorded from the leaves calendar

Leaves calendar

To record or change your absences, double clicking on an existing date or absence

A pop up opens to display the properties of an absence (date and type of absence …)

The type of absences visible in the drop-down list depend on those recorded in the employee’s contract.

Leaves attributs

After validation, the holiday appears in the calendar.

The manager (and / or administrator) can validate or not, the leave of the employees.

When the leave period is rejected, it is impossible to add a new leave on these same dates

The color of the holidays will change according to the validation.

### Leaves Periods

Regulated absences are done either by the employees or by the manager of leaves.

Absences can be recorded from the leaves Periods screen.

Leaves periods

On this screen, you can save, edit, delete a holiday request, as in the holiday calendar.

The employee can record and submit his leaves.

Only the Manager of leaves and Leaves system administrator can change the status of a request for the absence of subject to accepted or rejected.

## Leave Rights earned

On this screen, you can see your leaves rights earned since your contratc’s beginning.

Leaves rights earned

The start and end dates correspond to the period on which the days of leave are calculated

The numbers of the acquired and left days to each types

If your holidays over the reference period and according to the type of leave, then the checkbox “closed” is validated.

You no longer have this type of holiday available and can not ask any more

## Employment contract

You can see the details of the contracts and which employee is attached to them.

Leaves rights earned

Regulated leaves parameters

The regulation of absences is based on the rights to take absences acquired over a given period.

It is therefore based on values to be given to attributes of regulation according to the type of absence (ex: Paid leave, RTT, sick leave, legal leave, etc.), and the type of contract associated with the employee (Ex: Full time, Part time).

General acquisition of rights

When you create a Employment contract type, you have several contractual values to fill in.

Contractual values for the leaves type

Warning

Check box “On default” and “on everything”

- If you check on “default” the entered values will be reflected on the default contract type only.

- If you check on “all” the entered values will be on all contract types.

- These values can not be changed after they are saved.

For any change, the creation of a new type of absence is necessary.

Field | Description
--- | ---
start month period | month starting the reference period of paid holidays in your country.
start day period | day starting the reference period of paid holidays in your country.
period duration | The length of the period gives the number of months over which your reference period will extend.
quantity | the number of days of leave that will be paid during the period reference.
period of leave rights earned | the number of months before you can use your acquired days.
integer quotity | Possibility of rounding up earned leave.
validity duration | period during which the days of leave acquired will be retained. Beyond this period the acquired holidays are lost.
is justiable | defines if the absence must be the subject of a request for proof
can be anticipated | If leave can be taken before the vesting period
max delay for retroactive absence (days) | allows, or not, to record absences on paid leave after being actually absent.
max delay for anticipated absence (days) | Number of days before which an application can be made

Note

In France, an employee is entitled to 2 and a half days of leave per month of actual work at the same employer, wether 5 weeks per full year of work (from June 1st to May 31st)

Specific acquisition of rights

To integrate specific rights of absence, the concept of special rights has been put in place.

Usable entities are:

- Absences

- Employees

- Contracts

- Acquired rights

Contractual values for the leaves type

Field | Description
--- | ---
Name | The name to give to the special right
custom earned rule | The rule allowing the calculation of a number of times to apply the quantity of right to absence
where clause | Condition of application of the special right
Quantity | The elementary quantity of the special right
Leave type | The type of absence to which the special duty applies

## Leaves types

This part allows you to create the types of absences regulated.

A corresponding activity (= name of absence type) is created on the project dedicated to absences management.

All employees (resource registered as employee) are assigned to this activity

Leaves types screen

- You can choose the workflow that will be attached to human resources

- you can defined who received an internal alert or an email on the creation, the update, the delete and/or the treatment of the leaves

See also

More detail about Contractual values, see Earned rights

## Employment contract type

This section allows you to create the different contracts that are in effect in your company

The types of contracts allow to have rules of acquisition of different regulated absences according to the contract of employment of an employee

You can only have one type of default contract

Note

example in France

- Executive contract = No acquisition rule

- Full-time frame contract = RTT

- Part time frame contract = No RTT

- etc.

Screen of Employment contract type

See also

More detail about contractual values, see Earned rights

Parameters for earned leave rights

- In this section you can define which types of regulated absences will be attached to this type of contract.

- If you have created several types of regulated absences and attached them to all your contracts (check box on default or on everything), these types will be visible in this section.

If you are missing types of absences, you can create them from this screen:

- Click on the button

- A pop up opens and proposes to fill in the same fields as on the screen of the types of regulated absences

Special leaves rights

See also

More detail about Specific values, see Earned rights

Configuration of special leave rights

Special acquisition rules are rules that can not be expressed with the values of the standard acquisition rules

Special leaves rights

custom earned rules:

Define the special acquisition rule based on the attribute values of a ProjeQtOr entity.

This rule follows the vocabulary of the SQL language

where clause

Condition of application of the special right

this clause follows the vocabulary of the SQL language

Important

for help with the SQL functions you can use, click on the section bar help on clause input

A new part appears and proposes drop-down menus with prerecorded SQL queries

Quantity

Number of additional acquired days calculated following the application of the special acquisition rule

This rule follows the vocabulary of the SQL language

Leave type

The type of regulated absence to which will be attached, the rule of special absence.

### Employment contract end reason

Allows you to record the different types of end of contract.

Note

Why end a contract?

- Resignation

- Change of the status (non managment -> management)

- Change of the quotity (100% -> 80%)

- Going to retire…

These different reasons may lead to changes in the rules governing the acquisition of the rights of absence.

## Leaves System habilitation

Allows you to restrict or restrict the view of Human Resources module screens to employee profile types.

They can view - read - create - update and/or delete access

## Workflows and values

- When you install the regulated absences module, a workflow for absences is created.

- You can edit and delete it like any other workflow.

- A new section is available in the list of values for the reports.

- The regulated leaves section allows you to determine the behavior of the absence workflow states.

- It can also trigger an alert and / or send mail