WFM UK: Rotas: Factor X

Overview

This article will explain how to configure Factor X. This function allows an additional cost to be added to the rota wage cost to close the gap with payroll - typically used to account for pension and bonus costs. This will display in rota analysis and monthly wage cost analysis reporting and the percentage can be manually updated via Configure Locations.

For customers using Wage Function version 5, it is possible to configure two extra accrual values, Factor Y and Factor Z. Details of this can be found at the end of the article in this section: Factor Y and Factor Z.

Access: Points of Consideration

If the user does not hold the Administrator login they will not have access to the Wage Function Settings option in the rota module and will need to contact the administrator of the portal to carry out the action on their behalf.

If the user does not have access to the Factor X option in the rota module, please contact the administrator of the portal to have this access updated.

Configuring Factor X in Wage Function Settings

• Select the rota module by going to Rotas Module > Administration > Wage Function Settings

The following areas in the Wage Function Settings need to be completed for these costs to be included in the wage costs and to appear in the rota analysis.

• Select Other Accr. tick boxes against items the Factor X needs to be calculated on 

Fig.2 - Wage Function Settings

To ensure Factor X is being calculated, it must be set to Include in Wage Cost and set to Display. If not set to display, the cost will be included but the user will not be able to understand where the additional cost is coming from. A label must be added and help text is optional to explain what is included in the Factor X calculation.

• Go to Administration > Wage Function Settings
• Scroll down to Calculated Values
• Mark Wage Cost and Display tick boxes accordingly
• Input appropriate text to the Label fields
• Add Help Text as well if desired

Fig.3 - Applying settings to Calculated Values

Configuring Factor X in Configure Location Settings

Follow the steps below to apply the Factor X percentage per location.

• Go to Rotas Module > Administration > Configure Locations

Fig.4 - Selecting Configure Locations under Administration

• Select a Location from the drop-down and go to Edit Factor X and Fixed Costs

Fig.5 - Selecting Edit Factor X and Fixed Costs

• Enter a percentage number in the Factor X field and Save

Fig.6 - Entering a Factor X percentage

Reporting

The Factor X percentage is only included in wage costs in the Analysis page within the rota and the Monthly Wage Cost Analysis Report.

Please Note: The cost will not appear in any other rota reports or exports, or be included in the wage costs displayed in other rota reports. 

Rota Analysis

The Rota Analysis can be accessed whilst in any rota and can be broken down to either a Location, Divison, Section or Employee level.

• Go to Rotas Module > Rotas > View Rotas
• Select a location and a date range
• Select a rota and go to Analysis

Fig.7 - Selecting the Analysis button when viewing a rota

Fig.8 - Example analysis data

Monthly Wage Cost Analysis

The Monthly Wage Cost Analysis Report can be run per location for a selected date range, grouped to a location or divisional level and a further group by option is available to show the data in a weekly or daily sum. This report can also be exported to Excel for further manipulation if required.

• Go to Rotas Module > Reports > Monthly Wage Cost Analysis 

Fig.9 - Selecting the Monthly Wage Cost Analysis Report

• Chose a Location from the drop-down
• Select a date range
• Check Group by and Further Group by buttons accordingly
• Run Report to see results onscreen or use the Export to Excel button

Fig.10 - Setting parameters for the Monthly Wage Cost Analysis Report


Fig.11 - Example Monthly Wage Cost Analysis Report

Factor Y and Factor Z

If using Wage Function version 5, it is possible to assign two extra accrual values (Y and Z) in addition to Z.
The same steps as above can be followed, with the additional as follows:

• When selecting a Location, the option Edit Factor X, Y & Z and Fixed Costs will be available

Fig.12 - Selecting Edit Factor X and Fixed Costs 

• Enter a percentage number in Factor X, Y and Z fields as appropriate and Save

Exports

The following exports will be updated so as to include the extra costs for factor Y & Z:

• Rotas > Reports > Exports > Wage Elements By Location
• Rotas > Reports > Exports > Weekly Wages Export V2
• Rotas > Reports > Exports > Dimensions Rota Analysis Export