Transitioning Employees to Casual Employment
Below is a list of items that must be completed by the Relationship Manager or the Project Manager in order to successfully implement the Casual status for a customer.
Ensure casual employment status is the right option for the customer
- Following the customers interest in casual holidays, the Relationship Manager should provide the customer with the ‘Casual Holiday Scheme’ and the ‘Flexible vs. Casual Holidays’ documents. These documents will provide the customer with an overview of the casual holiday calculation and help the customer understand whether the scheme is suitable to their business. The Customer Success Manager or a Project Manager can walk through the functionality with the customer to ensure the scheme is understood.
Communicate the three month lead time to the customer
- The Relationship Manager should inform the customer that the transition to casual holiday will involve a three month lead time. The process involved in transitioning employees to casual holiday should also be explained so that the customer is fully aware of the subsequent steps.
Establish the Casual Holiday start date - When does the customer want to start using the functionality?
- The Relationship Manager should determine when the customer would like to start using the functionality.
- End of the Holiday Year - We recommend a customer starts using the Casual status at the end of a holiday year and that employees take all holiday accrued in their current status before being switched to Casual. This will ensure that no holiday from other schemes are carried over into the Casual status.
- Not at the end of Holiday Year - If a customer wishes to start using the functionality at any time other than the end of a holiday year, establish whether any current holiday balances will need transferring when the employee moves to the Casual status. If so, the Relationship Manager should contact the Project Coordinator to book in a date for the data load, and pass on the spreadsheet to the customer.
Establish how many employees will be moving to the Casual status
- The Relationship Manager should find out from the customer how many employees will be migrating to casual holiday. This allows the scale of the migration to be determined and resources to be managed appropriately.
Raise a case in Salesforce to transition this customer to casual on an agreed effective date
- Once the customer has confirmed that they wish to move forward with migrating to a casual holiday scheme, the Relationship Manager should create a case in Salesforce to activate the back end setting for casual employment to appear on the employment details page as an option for the customer. It is important that the Salesforce case is created with the agreed effective date for the transition.
Confirm Project Resource
- The Relationship Manager should contact the Project Manager Team Lead to discuss resource required for the implementation of the Casual status- all information gathered so far must be communicated to establish the scale of the project and to hand this over to the Projects team. Once a Project Manager is confirmed, they should be introduced to the customer for future communication. Once timelines have been confirmed, the customers Payroll Specialist at the payroll bureau should be informed of the change as this will affect holiday payments.
Fig 1 Checklist
Notes for Project Manager
- Here are a few points to be aware of when assessing the impact of the customers chosen start date for implementing the Casual Holiday functionality.
Implementing at the end of the Holiday Year
- Employees should take all holidays remaining prior to the holiday year end date as per usual as any existing holidays that aren’t taken prior to the Casual status being switched on will be lost and not carried over.
- It is important to make customers aware that any existing holidays for after the chosen start date should not be booked until the functionality is in use. If holidays are booked in advance for dates after the chosen start date, then they will appear as days within the employee’s holiday screen and not hours, and will therefore need to be deleted as they are not in line with the hourly display offered within the casual holiday functionality.
Implementing not at the end of Holiday Year
- Any migrations occurring at any date other than the end of a holiday year should all be treated the same. As the Relationship Manager would have already determined if any holidays need to be carried over, the Project Manager should set a date with the customer for all employees’ holiday balances to be confirmed by the customer. The confirmed carried over holiday balances will be what are used by the Project Coordinator as an upload to carry over holidays. The Project Manager should explain to the customer how carried over holidays will appear within the holiday screen.
Project Manager Handover to Relationship Manager
- The Project Manager should ensure the customer is satisfied with the implementation of the casual functionality and they are knowledgeable on how to manage casual holiday’s in the future. The customer can then be handed back to the Relationship Manager.