Navigation:  Budget >

Budget Manpower

Training Manuals Alphabetical Function List Back Print this Topic Previous topicOne level upNext topic
Show/Hide Hidden Text

This function enables the user to perform manpower budgeting. It allocates a post id, available hours, salary and fringe benefit amounts and accounts, budget appointment types, date of appointment, direct, indirect or contract types of appointment, vacancy or not, job grade, skill category (via the post id), grade band, budget status, section, schedule id and effective period to a cost centre or an employee within a cost centre per baseline.

Users with the Budget Manpower profile and who are either the div manager, div accountant, responsible person, entity manager (cost centre manager) (NO ACTING FOR), may use this function (detail and the summary) for the people for whom they are responsible.

The function allows the display of existing data, but also allows for easy entry of new data. If the data exists as per the parameters selected, it will be displayed on the clicking of the "Show' button. If the data does not yet exist, the parameter selection will be entered in the grid and the user will then be required to add the outstanding data and to click the Apply' button.

 

Functionality exists to enable the user to enter a name where a vacancy existed and the employee name was blank - i.e. to allocate a person to a vacant post. Other data may be latered at the same time.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Apply

This button allows data on display to be saved.

hmtoggle_plus1Baseline

This field displays the valid baselines available for selection and is enabled. Selection of this field is mandatory.

hmtoggle_plus1Company Specific

This field indicates which baselines are required. If the field is checked, only formal company specified baselines will be available for selection. If the field is unchecked, only non company specific baselines will be available for selection.

hmtoggle_plus1Cost Centre

This field populates with all cost centers. It is enabled and mandatory.

hmtoggle_plus1Display

This button allows all the data as per the parameters selected to be displayed. It also displays the values in the fields if no data exists for the parameters selected. The 'value' (non parameter, non key) fields will then be blank. The user may then add the required information and create new records.

hmtoggle_plus1Duplicate

This button allows the data in either the entire  row or the column on which the user has clicked to be duplicated to all remaining rows / columns (below). Note that the increase schedule selected will also have an affect on the salary, fringe benefit and therefore cost to company amounts.

hmtoggle_plus1Employee

This field populates with all active and inactive employees. It is enabled and not mandatory for display, but mandatory when creating / changing records.

hmtoggle_plus1Financial Year

This field populates with all financial years in the company calendar. It defaults to the current financial year. It is enabled and is not mandatory.

hmtoggle_plus1From And To Financial Period

These fields populate with the current financial year's start and end financial periods, the start and end financial periods of the financial year selected (if the year is changed by the user), or

may be changed by the user. They are enabled and are mandatory.

hmtoggle_plus1Grid

This grid is multi-purpose. It allows existing data to be displayed (and changed) when the user selects certain parameters. It also allows new data to be entered by entering the key fields as parameters (only once) and then allowing the detailed information to be added in the grid per row.

The grid displays the following fields ; Delete, financial period (disabled), baseline, cost centre (disabled), post id (disabled), employee id (disabled), available hours, salary, fringe benefit and cost to company (disabled) amounts, schedule id, effective period,  salary and  fringe benefit accounts (disabled), budget appointment types, date of appointment, direct, indirect or contract types of appointment, vacancy or not, job grade, grade band, budget status, section and remarks.

 

The employee and post id may be blank. Baseline, cost centre and the fin period are mandatory for the display of existing data.

The post id is also mandatory for data entry.

Should any of the parameters change (with the exception of the employee parameter), the values in the grid are cleared until the 'show' or 'summary' buttons are clicked.

 

Functionality exists to enable the user to enter a name where a vacancy existed and the employee name was blank - i.e. to allocate a person to a vacant post. Other data may be altered at the same time.

Functionality also exists to enable to user to click the vacancy to 'Y' in a period where an employee name exists and the name will be removed - i.e. to recreate a vacant post with the original values if the employee has resigned.

 

Available hours are the billable hours per month. Suggested calculation : 1600 per year /12 months = 133.33.

 

Salary column is also generally known as Total Cash Package (TCP). Some items may be included: Pension-, Motor-, and Computer allowances. The total of these items will then comprise the Salary amount per month.

The Fringe Benefits Column may include items such as : Medical-, Pension- and District council payments made. The total of these items will comprise the Fringe Benefit amount per month.

 

Each company can specify its own Appointment Types. Examples include: Permanent Employees, Contractors Paid by Creditors, Contractors Paid by the Company, Employees paid by the Head Office. This information is maintained in the Budget Manpower Classification function.

 

The Salary Account is specified for each Budget Appointment Type according to the Cost Centre linked to that type. This information is maintained in the Budget Manpower Classification function.

 

The Fringe Benefits account is specified for each Budget Appointment Type and Cost Centre linked to that type. This information is maintained in the Budget Manpower Classification function.

 

Once a single entry has been made in a field, the appointment type, Direct/Indirect/Contract and budget status fields are mandatory.

 

The budget appointment types only populate those linked to salary and fringe benefit accounts for the cost centre selected.

 

The Date of Appointment is the expected date of Appointment at the Company. If this date falls prior to the Company Calendar, the date will be defaulted to the first Date on the Company Calendar.

 

 

The Direct/Indirect/Contract field is an indication of whether the Post (costs) will be recovered (Direct) or not (Indirect) by the Cost Centre.  Both DIRECT and INDIRECT personnel might exist in a Cost Centre, regardless of the Cost Centre Type (Direct/Indirect). Contract refers to the use of a contracted employee.

 

The vacancy option may be used in 3 ways. The post id may itself be called 'vacancy' and the vacancy option can be checked.  An alterative is that a valid post may be selected, but because it is not yet board approved, the vacancy option may be checked. Clearly the vacancy option may not be checked if the post is filled (employee name is entered).

However, it may be 'non vacant' without an employee.

A post is vacant if the status is not board approved.

A post that is board approved is not vacant.

The third option is where the vacancy is 'yes' (checked) and the employee name is spaces. This may be used when one wishes to reserve money in the cost centre for certain things, e.g. increases, but one is not sure to whom this will apply.

In this case, the headcount is zero.

Where the vacancy is 'no' (unchecked) or is 'yes' (checked) and the employee name is filled in, the headcount is 1.

 

 

Note that the skill category is linked to the post id. The valid skills per post may be viewed in the Budget Manpower Classification function.

 

When an employee has resigned, his/her records should be updated and the vacancy should be selected 'Y'. This will allow the manager to retain the costs and then reallocate these to the new employee with any required changes. (see Replace Vacancy with Employee).

Note that if there is an overlap (of old and new employee), the costs should be amended for that period.

 

The Job Grade is the Job Group/Post Level of the Post and is not mandatory for budgeting purposes.

 

The Grade Band is part of information used by HR. It is not mandatory for budgeting purposes or headcount calculations.

 

Budget Status options available are:

P Planned, F Firmed, L Released, Y Company Approved, T Corporate Approved,

S Suspended, R Rejected, C Closed. These are all available when the vacancy = 'Y' .

B Board Approved is the only option available when vacancy = 'N'. This means that the post (id) is approved.

 

Section is also known as a Team in the Cost Centre. This may be used as an additional employee grouping option e.g. to indicate the Post Level of the Employee.

The population of the fields schedule id and effective period are determined by the records created in the Increase Schedules tab on the Budget Manpower Classification function. An increase schedule is 'effective' from a certain date. It may not be selected for a financial period prior to its effectivity date. A schedule Id with a date prior to an already selected effectivity date may also not be selected.

Take note that the Salary and Fringe Benefit Amounts are increased with the applicable Increase Schedule % each time that the Duplicate Column button is pressed subsequent to the schedule id being selected. In other words, the calculation is based on what is currently displayed in the Grid and is not necessarily the Original Amount. For example: if the Cost Centre Manager needs to increase the salaries to twice that of the Increase Schedule %, he/she should press this button twice, after (re)selecting the schedule id.

The effective period is mandatory if the schedule id is selected. The schedule id is not mandatory.

The schedule id  and the selected effective period combination determine the increase and will affect all rows below until a new one is entered.

The modus operandi would be to enter the schedule id  and the selected effective period combination in the financial period from which the increase is to apply and then to duplicate that row and 'Apply'.

 

The Remarks field may be used to enter detail such as: who is replacing whom, the reason for the vacancy etc. If used, the "remarks" column may then be extracted in the Budget Cost Centre (HR) Reports.

 

The first 6 columns are frozen and thus will always be displayed when the user scrolls to the right.

 

TERMINATION PERIOD

This period can also mean Notification Date if the date on which the employee's employment is terminated coincides- i.e. Termination Date.  This field is not indicated on the Budget Manpower Function but should be included when determining the number of budgeting periods for a specific Post.  Information is derived from the HR system.

 

hmtoggle_plus1Post Id Description

This field displays the post id description. Two Post descriptions exist: INDUSTRY (Functional Job Description) and COMPANY (Individual Job Title).  The Company description is suggested : Job Title of an Employee.  Max Length [50]

 

It is disabled and is determined by the description given to the post id in the Budget Manpower Classification function.

hmtoggle_plus1Post Id

This field populates with all valid post id's. New post id's may also be entered here and then a description is required. The combination of Post ID en Employee Name identifies a Post uniquely.

 

 

This is the Post Number and is normally allocated to one person at a time. It is usually linked to certain qualities and qualifications required for a specific Job. A Post Id can be used several times, given that the post requirements are the same.  Different Post Id's can belong to one Post Level.  A Post Id can only belong to one Post Level. It is enabled and not mandatory for display, but mandatory when creating / changing records.

 

Suggested Process: The Cost Centre manager will notify the HR Manager of a Vacant Post. He/she in turn, will create a unique Post Id, according to the format used. Only then will the Cost Centre Manager acquire possible applicants for the post. Once a successful applicant has been found and appointed, the Employee Number will be linked to the Post ID. (In the Industry, this is also referred to as the "EDS" Code.)

hmtoggle_plus1Replace Vacancy With Employee

This checkbox is defaulted to off. When the user displays records in the grid where the vacancy is 'Y' and the employee name is blank and he/she now wishes to allocate a name to that vacant post (i.e. link an employee to that vacant post), the correct name may now be selected from the Employee tab, the 'Replace Vacancy with Employee' be checked and Apply be clicked. The information related to the vacant post is now applied to that employee for that post.  Note that the Duplicate, Summary and Display buttons are disabled.  This will update the record by changing the vacancy to 'N', the status to 'Board Approved' and the name to the employee selected in the parameter.  The checkbox is immediately unchecked after the update.  Also note that the screen will now populate with the records for the employee selected. The fields (financial periods) that contained data before will still contain that data and the remainder will be blank.

hmtoggle_plus1Summary

The summary button allows the user to display the total of the salary, fringe benefit and cost to company, salary and fringe benefit accounts as well as the appointment type, direct/indirect/contract type of employment and job grade per baseline, cost centre, post id, employee for the period range (and other parameters )selected.  All fields are disabled.  The apply button is disabled.

hmtoggle_plus1Summary View