Release Notes WFM: Enabling additional standard exports on the People System – Fourth & HotSchedules Customer Success Portal

The Change
Some additional standard exports will be enabled on all customer portals.

Release Date: 17th August 2017

Reason for the Change
To enhance the standard reporting capability within the HR and Rota Modules of the People system.

Customers Affected
All People System Customers who use the HR and Rota modules

Release Notes
The following standard Rota and HR exports will be enabled.

HR Exports
Access Level Hierarchy Details
Security Matrix Export
Multiple Employment Export

Rota Exports
Forecast vs T&A Hours Export
Forecast vs Actual vs Paid Export – Weekly
Forecast vs Actual vs Paid Export– Daily

Please note that some of these exports will not return data unless certain functionality is enabled within the People system. Detailed within this release note are any such requirements for each export.

Should you wish for or are interested in functionality being enabled or implemented please contact your Customer Success Manager.

HR Exports
Access Level Hierarchy Details

HR Module > Reports > Exports > Access Level Hierarchy Details

Fig.1 – Selecting the Access Level Hierarchy Details export

This export allows the user to identify which permissions are assigned to a template, which templates are assigned to each module and which modules are assigned to each hierarchy level.

*This export does not include any permissions that are not assigned to a template.

Fig.2 - Sample of Access Level Hierarchy Export

Parent Hierarchy Name: Name of the parent hierarchy (if there is more than one available)
Hierarchy Level: Order in the hierarchy
Hierarchy Level Name: Name of the specific hierarchy level
Parent Module Name: Name of the module the templates and permissions are applicable to
Template Name: Template name for the module it is associated with
Access Section: Section of the module where this permission is found
Access Name: Name of the permission assigned to the template
Access Level: Level of access that has been applied to this permission within the template. If the access is granted by selecting a tick box this will state ‘Access Granted’. If there are multiple options of granting access to this permission, this will state ‘Full Access’, ‘Read Only’, ‘Edit Only’ etc.

Security Matrix Export

HR > Reports > Exports > Security Matrix

Fig.3 – Selecting the Security Matrix export

This export allows the user to identify which locations and divisions have been assigned to each employee.

Fig.4 - Example of Security Matrix Export

The example as seen in Fig.4 shows how a user with bespoke access to the FOH and Kitchen divisions and the Fourth Hotel 10 and Fourth Restaurant 10 (Test) locations in the HR module would appear in the export.

Employee No.: Employee Number
First Names: Employee’s First Name
Surname: Employee’s Surname
Home Location: Current Home Location
Home Division: Current Home Division
Job Title: Current Job Title
Access Level: Current Access Level the employee is assigned to
Module: Name of the module that the locations and divisions are assigned to
Location/Division: Identifies if the access is granted to the Location or the Division element
Access Locations/Division: Details what level of access has been granted to the user
Access Options
- Own Only – User will only have access to their own location/division
- All – User has access to all locations and divisions
- Bespoke – User only has access to the locations/divisions detailed below in the export.

ME Report (Multiple Employment Export)

HR > Reports > Exports > ME Report

This export is designed to help manage multiple employment records. It details main and multiple employment job details and pay rate. It also shows the start and end date of records to ensure that the correct pay rates are assigned to each employee.

Requirement: Customer must be using Multiple Employment functionality for this report to generate.

Fig.5 – Selecting the ME Report export

Report Running Criteria:

Location: The location can be selected if required, otherwise All will return all locations in this report
Current Employee ONLY: If selected this will only return current employees
Current Multiple Employments ONLY: If selected this will only return any current and open-ended multiple employments

Fig.6 - Sample of the ME Report

Employeenumber: Employee Number
Employee Name: Employee First Name and Last Name
ME Location: Multiple Employment Location
ME Division: Multiple Employment Division
ME JobTitle: Multiple Employment Job Title
Main Location: Main Employment Location
Main Division: Main Employment Division
Main JobTitle: Main Employment Job Title
ME StartDate: Multiple Employment Start Date
ME EndDate: Multiple Employment End Date
ME Pay Rate: Multiple Employment Pay Rate
Current Hourly Pay/ShiftPay/Salary: Main Employment Rate e.g. Salary, Hourly or Shift Rate

Rota Exports
Forecast Vs T&A Hours

Rotas > Reports > Exports >Forecast Vs TandA Hours

This report allows the user to compare forecast rota hours with Time and Attendance (T&A) hours. This is for each day that data is available for the period that the report has been run. It allows for accurate tracking of lateness and absence.

Requirements: Time and Attendance information will only appear if the customer has T&A functionality enabled. If this functionality is not enabled, please contact your Customer Success Manager for more information.

Fig.7 - Run criteria for Forecast Vs TandA Hours Export

Fig.8 - Sample of Forecast Vs T&A Hours Export

Employee Number: Employee’s Number
First Name: Employee’s First Name
Surname: Employee’s Surname
Date: Date of shift
Is Main Job: This will identify via a ‘Yes or No’ marker if this is the employee’s main job or a multiple employment
Location: Employee’s Location
Division: Employee’s Division
Job Title: Employee’s Job Title
Forecast Hours: Total forecasted hours for the day
Clocked Hours: Total T&A hours for the day

Forecast v Actual v Paid T&A – Weekly

Rota > Reports > Exports > Forecast v Actual v Paid T&A – Weekly

This export allows the user to compare forecast rota hours with actual hours (submitted to payroll) and Time and Attendance (T&A) information. This is a total for the week for each employee and allows for accurate tracking of lateness and absence.

Requirements: Time and Attendance information will only appear if the customer has T&A functionality enabled. If this functionality is not enabled, please contact your Customer Success Manager for more information.

Fig.10 – Sample of Forecast v Actual v Paid T&A – Weekly export

Home: Location Name
Cost code: Location Accounting System Code
Division: Division Name
Job Grade: Job Grade Name
Job Title: Employee’s Job Title
Pay Rate: Employee’s Hourly or weekly rate is displayed
Employee Number: Employee Number
First Name: Employee’s First Name
Surname: Employee’s Surname
Contract: Name of Contract assigned to employee
Year: Year
Week: Week number
Rota/Forecast Hours: Total forecasted hours for the week
Paid/Actual Hours: Total actual hours for the week
Worked/T&A Hours: Total T&A hours for the week
Contracted Hours: Employee’s contracted hours

Forecast v Actual v Paid T&A – Daily

Rota > Reports > Exports > Forecast v Actual v Paid T&A – Daily

This export allows the user to compare forecast rota times and hours with actual hours that have been submitted to payroll and Time and Attendance (T&A) information. This is for each day that data is available for the period the report has been run and it allows for the accurate tracking of lateness and absence.

The export will remove any leading zeros when opened within excel - this is not an error within the export.

Requirements: Time and Attendance information will only appear if the customer has T&A functionality enabled. If this functionality is not enabled, please contact your Customer Success Manager for more information

Fig.11 – Sample of Forecast v Actual v Paid T&A – Daily export 1/2

Fig.12 – Sample of Forecast v Actual v Paid T&A – Daily export 2/2

Home: Location Name
Cost code: Location Accounting System Code
Division: Division Name
Job Grade: Job Grade Name
Job Title: Employee Job Title
Pay Rate: Employee Hourly or weekly rate is displayed
Employee Number: Employee Number
First Name: Employee’s First Name
Surname: Employee’s Surname
Contract: Name of Contract assigned to employee
Shift date: Date of the Shift
Day of the week: Day of the week for the previous shift date column

Rota/Forecast Start & Stop Time1: Forecasted start and stop times of the first shift
Rota/Forecast Start & Stop Time2: Forecasted start and stop times of the second shift
Rota/Forecast Hours: Total forecasted hours of both first and second shifts
Paid/Actual Start & Stop Time1: Actual start and stop times of the first shift
Paid/Actual Start & Stop Time2: Actual start and stop times of the second shift
Paid/Actual Hours: Total actual hours of both first and second shifts
Worked/T&A Start & Stop Time1: T&A start and stop times of the first shift
Worked/T&A Start & Stop Time2: T&A start and stop times of the second shift
Worked/T&A Hours: Total T&A hours of both first and second shifts
Contracted Hours: Employee’s contracted hours

User Access

All of the above exports are access-driven. Meaning that the data the user will see will depend on their specific access hierarchy level, and their locational and divisional access.

Access to these exports will also require access to Exports within both the HR module and Rota module. This can be assigned to employees with bespoke access or through access templates and is simply the permissions named Exports.

Fig.14 - ‘Exports’ Permission with the Rota Module

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