Staff List
Staff List is a capacious and simple tool for working with the enterprise structure, which is a collection of information about the company's departments and positions, and also provides information about vacancies and occupied positions. The staff list is formed based on the directory of actual and budget positions of the company.
Step 1 Viewing the staff list
The staf list valid for a certain period of time is displayed on the Staff List page.
In the upper panel of the form, set the parameters for viewing the staff list:
Parameters tab
| Field | Description |
|---|---|
| Show budget/actual | Selects the type of positions displayed in the staff list: Actual (default) - only actual positions are displayed. Budget - only budget positions are displayed. All – positions of any type are displayed. |
| Show Staff/Out-of-Staff | Select the type of positions displayed in the staff list: Stuff Only (default) – only positions occupied by company employees are displayed. Out of stuff – only positions occupied by part-time employees of the company are displayed. All – positions of any type are displayed. |
| View by | Filter by period. |
| View as | Display as of date or as turnover for the period. |
| Responsibility Center | Displays the responsibility center. |
The staff list is a hierarchical structure, the first level of which is the subdivision. The second is the list of positions open in this subdivision.
The following information is displayed for each position in the staff list:
Staff List page
| Field | Description |
|---|---|
| Type | Subdivision type (heading/unit). Subdivisions of the "Heading" type are used only to form the hierarchical structure of the company and are displayed in bold. |
| Org. unit code Org. unit name | Subdivision code and name - an element of the organizational structure. |
| Job Title code Job Title name | Code and name of the Job Title corresponding to positions open in the subdivision. |
| Planned positions | The number of positions currently in the "Planned" status on the date generated by the "View by" value. Please note that the page displays the number of planned positions at the time of form generation. If they are approved or closed at a later time, the field will be empty. |
| Approved positions | The number of positions currently in the "Approved" status, on the date generated by the "View by" value. |
| Planned base salary | The sum of the base salaries for all positions currently in the "Planned" status, on the date generated by the "View by" value. The field value is selected from the "Base salary" field of the position card. |
| Planned additional salary | The sum of the planned allowances for all positions currently in the "Planned" status, on the date generated by the "View by" value. The field value is selected from the "Allowance" field of the position card. |
| Planned monthly salary | The sum of the monthly salaries for all positions currently in the "Planned" status, on the date generated by the "View by" value. The field value is selected from the "Monthly salary" field of the position card. |
| Approved Base Salary | The sum of base salaries for all positions currently in the "Approved" status on the date generated by the "View by" value. The field value is selected from the "Base Salary" field of the position card. |
| Approved additional salary | The sum of planned allowances for all positions currently in the "Approved" status on the date generated by the "View by" value. The field value is selected from the "Allowance" field of the position card. |
| Approved Monthly Salary | The sum of monthly salaries for all positions currently in the "Approved" status on the date generated by the "View by" value. The field value is selected from the "Monthly Salary" field of the position card. |
| Responsibility Center | The responsibility center is displayed. |
The following values are also displayed: Inactive Approved Positions, Inactive Approved Base Salary, Inactive Approved Monthly Salary, Inactive Approved additional salary, Vacant Positions, Vacant Base Salary, Vacant Monthly Salary, Vacant additional salary, Filled Positions.
Step 2: Staff List Approval
To archive the staff list, click Archive and select Yes.
Please note that when using this function, the staff list will be generated on the date generated by the "View by" value. Only approved positions will be included in the order.
In fact, the page is a representation of the staff list on the date specified in the "Document date" field, created at a certain point in time and can be used for various purposes. If, based on the generated representation, it is necessary to generate a printed form of the order for approval of the staff list, you can additionally fill in the following fields:
Page Staff List Archive Path: Archive - Archived staff lists
| Field | Description |
|---|---|
| Document No. | Staff list number. |
| Order No. | HR order number. |
| HR Manager No. | Employee code – HR Department Manager. By default, the field is filled in based on the field of the same name from the “Organization information” setting (Organization information scenario). |
| Chief Accountant No. | Employee code – chief accountant of the enterprise. By default, the field is filled in based on the field of the same name from the “Organization information” setting (Organization information scenario). |
| Order date | HR order date. |
| Staff List date | Staff list date. |
| Staff positions | Number of staff positions in the staff list. |
| Out-of-staff positions | Number of non-staff positions in the staff list. |
| Status | Current status of the document, for example, Approved. |
You can print the staff list form by clicking the Print button from the staff list archive card.
The Vacancy information report is generated based on the Staff List archive.
Step 3: Staff List Orders
You can add or delete individual positions and departments in the staff list using a special document – Staff List Order. To register a new order to change the staff list, fill in the following fields in the document header:
Staff List Order page, the header
| Field | Description |
|---|---|
| No. | Internal document number. The field is filled in automatically. |
| HR Manager No. | Employee code – HR Department Manager. By default, the field is filled in from the field of the same name from "Organization Information" (Organization Information scenario). |
| HR Order No. | HR Order Number according to the number series. |
| HR No. Series | HR Order Number Series from which the HR Order Number will be created. |
| HR Order Date | Date of the HR Order used to generate printed forms of documents. |
| Description | Text field in which the staff list configuration base is entered. The specified text is displayed in the "due to" field of the printed form of the order on making changes to the staff list. |
| Document date | Internal document date. |
| Posting date | The date on which these changes will be displayed in the staff list. |
| Start date | Start date. |
| Status | Current document status: Open and Released. |
| Chief Accountant No. | Employee code - Chief Accountant of the enterprise. By default, the field is filled in from the field of the same name from "Organization Information" (Organization Information scenario). |
| Responsibility center | The responsibility center is displayed. |
In the lines of the document, specify the subdivisions/positions affected by the changes:
Staff List Order page, the lines
| Field | Description |
|---|---|
| Type | Element of the organizational structure to which changes will be made: • Position • Subdivision • Staff List • Job title. |
| Code | Specify the code of the subdivision or position (depending on the type selected in the Type field) to which changes will be made. |
| Name | Name of the position/subdivision. Automatically filled in when filling in the Code field. |
| Action | Type of change: • Approve – approve the position/subdivision and include it in the staff list. • Open – open approved positions/subdivisions for making changes. • Close – close the position/subdivision in the staff list. • Rename – used for the printed version of staff list orders. When renaming a Subdivision by posting the Staff List Order, positions for the subdivision with a new name can be automatically created and approved for active positions of the subdivision with the old name (positions for the subdivision with the old name are automatically closed), and lines of Transfer to new positions in labor contracts can be created (using the automatic creation of a Group Transfer Order) (with the creation of labor contract line conditions). Renaming and similar related actions are also available for a job title. • Change – used to change the number of rates for a budget position (please refer to the "HR and Payroll Setup" module: Use staff list orders = ON, Use budget positions = ON). |
| New Name Department Code | In the printed form of the SL order, the "New subdivision code" field is used according to the "rename division" type. The process is still as follows: create a new division with a new name and transfer all positions with employees there. |
| New Name Job Title Code | The process is still as follows: create a new position with a new name and transfer all positions with employees there. |
| New name | Inactive for editing, the name is taken from the "New subdivision code" field. |
| Responsibility center | The responsibility center is displayed. |
| Rate | Rate. If the rate for a budget position is changed, a new value must be specified. |
To save a document from accidental changes, it can be transferred to the Released state (Actions tab, Functions block, Release button). You can open an already released document by clicking the Open button. To approve an order and make changes to the staff list, click the Posting – Post button. To generate a printed form of an order to make changes to the staff lit, click Print.
Posted staff list orders are available for viewing in the list of posted documents.
A printed form of an order to make changes to the staff list can also be generated from the posted document form.
On the Related tab you can customize the text of the order.
To do it, use the Text Template in the Staff List Order Header:
%JobTitleName%
%NewJobTitleName%
%JobTitleCodeKP%
%NewJobTitleCodeKP%
%StartDate%
Step 4: Create a mass salary increase
Using the "Create a salary increase" periodic task, you can automatically create actual positions with the required parameters and formalize the transfer with a group order.
Create a salary increase report
| Field | Description |
|---|---|
| Coefficient | The coefficient applied when increasing salaries. |
| HR Order No. | HR order number. |
| HR order date | HR order date. |
| Start date | The start date of the new position. |
| Calendar code | If you need to change the calendar, specify a new value. |
| Calculation group code | If you need to change the calculation group code, specify a new value. |
| Posting group | If you need to change the posting group, specify a new value. |
| Increase on amount | The amount applied when increasing salaries. |
| Subdivision Filter area | If necessary, you can specify filters by subdivisions for which the periodic task will be launched. |
| Employee Filter Area | If necessary, you can specify filters by employees for which the periodic task will be launched. |
| Additional Parameters/Maximum Line Creation Time | Defines the maximum time for generating report lines. If this time is exceeded, the report generation will be canceled. The value must be in the [d.]hh:mm format. Milliseconds can be included, but they will not be taken into account. |
| Additional Parameters/Maximum Number of Lines | Defines the maximum number of lines included in the report. If this number is exceeded, the report generation will be canceled. |
| Additional Parameters/Maximum Number of Documents | Defines the maximum number of documents included in the report. This parameter applies only to document reports. If this number is exceeded, the report generation will be canceled. |
After clicking "OK", a group order will be created that will contain lines with a transfer to a new actual position created according to the specified parameters.
The order must be checked and approved. If the Use Staff List Change Orders checkbox is enabled in Human Resources Setup, the order is created.