WFM UK: HR: Data Updates: Budget & Wage Target Updates

Overview

As well as inputting revenue budgets and wage targets manually (see Knowledge Articles WFM - Inputting Budgets and WFM - Creating Wage Targets) in HR & Payroll it is possible for Fourth to carry out a bulk upload of this data. Budget templates (in Microsoft Excel format) can be populated with figures and sent to Fourth’s data team. There is a charge per template but it can save time and effort, especially if there are a large number of locations and their weekly values change regularly. Fourth’s Customer Success Manager (CSM) team can be contacted for costs and lead times.

This article is split into sections:

Different Ways of Budgeting
Submitting Templates to Fourth
Template Spreadsheets
Frequently Recurring Fields
Troubleshooting

Different Ways of Budgeting

To ensure that the correct budget templates are used, it is necessary to determine whether locations are set to budget by Location or Section.

Section: This implies that budgets or sales entered are broken down via Revenue Streams. For example, Food & Beverage, Rooms etc
Location: This implies that all revenue streams within that location will be counted together and not individually broken down
Go to Rotas > Administration > Configure Location > select location > check under Organisation of Divisions

If budgeting by Section, the Configure Location screen will look like this (Fig.1)

Fig.1 - Configure Location in Rotas when budgeting by Section

If budgeting by Location, it will display this (Fig.2)

Fig.2 - Configure Location in Rotas when budgeting by Location

Budgeting by Section Templates

If a location budgets by Section, the following templates will need to be sent to Fourth, use the links below to download the required templates needed.

If weekly splits vary throughout the year:

Or, if weekly splits do not vary (remain constant as set in the system):

Wage Target %: All Divisions with an applicable wage target percentage must be included in the template. If a Division has no wage target required, it can be excluded from the template. Wage Target settings in the system should be updated manually with zeros if this Division needs to have no wage target associated.

Budgeting by Location Templates

If a location uses Budgets by Location, the following spreadsheets will need to be sent to Fourth:

Wage Target %: The same applies as per Budgets by Section, with the following additional options:

When budgeting by location, there are two options for Wage Target % templates. There is a Global Setting, Use wage target for location in Rota. When this is set to Yes, a single Wage Target % can be loaded for any Division and it will show for the Location. It won’t be possible to drill down by Division on this. If the setting is set to No, Wage Target % per Divisions can be loaded
The setting Use wage target for location in Rota is located at Rotas > Administration > Global Settings

Note: The templates above are also available for download here.

Submitting Templates to Fourth

Download template spreadsheets as required from the sections above
Complete the template spreadsheets and send them via email to your Fourth Customer Success Manager (CSM)
Fourth checks and uploads the data
Fourth sends confirmation of the successful load

If using Advanced Scheduling or Labour Productivity, additional data will need to be uploaded. Please see WFM Labour Productivity: Uploading Sales Budgets and Wage Target Percentages for details on this.

Each budget template spreadsheet contains guides and examples to help with their completion.

Please note: Fourth will charge for 2 hours work per template loaded. Further charges may be incurred if the templates are amended or combined in any way, as this will lead to additional work needing to be carried out.

Fourth will check that mandatory fields are populated and the formatting is correct prior to upload. The accuracy of the data itself is the responsibility of the customer.

Template Spreadsheets

Each template spreadsheet contains three sheets (Fig.3):

GUIDE: Contains a table listing all field names, descriptions, and formatting rules (Fig.4)
EXAMPLE: Contains a small amount of example data, to illustrate what the completed template will look like (Fig.5)
Template Name: Where the actual data is to be inserted (Fig.6)

Fig.3 - Three sheets in a template spreadsheet

Fig.4 - A GUIDE sheet

Fig.5 - An EXAMPLE sheet

Fig.6 - A blank template sheet, ready to be populated

By following the guide and referring to the Example sheet, it will be possible to complete the template itself.

Frequently Recurring Fields

Each budget template is slightly different but there are several fields that recur across them all. These field names are listed below, along with paths and screenshots for where they appear in the system.

Accounting System Code

HR > Company Admin > Locations > location name > Accounting System Code

Fig.7 - An Accounting System Code against a specific location

Location

HR > Company Admin > Locations > Location Name (under Description)

Fig.8 - A Location Description

Section

HR > Company Admin > Sections (under Description)

Fig.9 - A Section Description

Division Name

HR > Company Admin > Divisions > Division Name (under Description) - Budgets must be loaded against indivdidual divisions and not consolidated.

Fig.10 - A Division Description

Budget/Wage Figures

Weekly Value

Rotas > Administration > Configure Locations > Select Location > Scroll down and select Edit Revenue Targets > Annual Budget > Select Year > Value under Revenue Expected

Fig.11 - A Weekly Budget figure

Daily Value

Rotas > Administration > Configure Locations > Select Location > Edit Revenue Targets > Annual budget > Select Year > Select Week > Value under Day of the Week

Fig.12 - A Daily Budget figure

Troubleshooting

If the Sales Budgets and Wage Target figures are not visible within the Rotas module then this is likely due to a missing configuration of Daily split Budgets against the specific Location.

To configure this on the portal against each Location, follow these steps:

Rotas > Administration > Configure Location > Select a Location > Scroll down and select Edit Revenue Targets on the right side
Tick the boxes against:
- Is the budgeted revenue to come from an annual target set in advance?
- Is the budgeted revenue to be calculated by the system?
Enter % figures in the revenue taken on fields for each day, so the Total Percentage shows as100%
Save once complete

Fig.13 below shows an example of a Location with Daily split Budgets configured correctly.

Please note: Daily split figures in this example have been populated as an example split only, this will vary depending on the specific location.

Fig.13 - Correct settings and daily split budget percentages entered when editing Revenue Targets

WFM UK: UI Refresh: Scheduling: Uploading Sales Budgets and Wage Target Percentages

Resources

Overview