WFM Labour Productivity: Configuring a New Location

Overview

When a new Location is created within Fourth's HR & Payroll product (formerly known as People System), it can then be configured for use within Labour Productivity/Advanced Schedules. This article provides guidance on the configuration options that are available.

The instructions given need to be carried out by a System Administrator who has the 'Permissions Updates' user-level - please liaise with your Fourth contact to have this enabled.

For a list of all Labour Productivity articles, please visit: WFM - Labour Productivity: Article Contents Page

Process

After a new Location has been created in HR & Payroll (see WFM - Creating a Location for more information), the following steps can be taken:

• Log in to Labour Productivity and navigate to the Select Department... drop-down in the top-right corner
• Search for and select the required Location (likely to have been recently created in HR & Payroll) 

Fig.1 - Using the Select Department... drop-down 

• Go to the Settings tab

See the two menu options Locations and Departments options on the left-side menu.

Fig.2 - Settings tab with Locations and Departments options highlighted

Please note: 'Divisions', as they are referred to in HR & Payroll, are known as 'Departments' in Advanced Schedules and Labour Productivity.

Location Settings

• Select Locations from the left-side menu
• Select Edit against the required Location

Fig.3 - Edit Location screen, non-editable fields highlighted

There are several fields which are not editable - they are greyed out (see Fig.3). These fields can however be updated in HR & Payroll. See steps below.

Please note: If potential issues arise during configuration, please see: Potential Issues

Fields displayed on the Edit Location page are:

• Name: Location name, taken directly from HR & Payroll
• Code: Accounting system code, taken directly from HR & Payroll
• Postcode: Postcode of the Location (used to populate weather forecasting), taken directly from HR & Payroll
• T&A ID: Time and Attendance ID from POS or T&A Clock. Enter the code as required. If Time and Attendance is not in use this field can be left blank
• Publish Shifts Enabled: If Publish Shifts are enabled for the organisation, please tick the box. This setting can be configured by each Location
• Open Shifts Enabled: If Open Shifts are enabled for the organisation, please tick the box. This setting can be configured by each Location
• Schedule departments as one: Tick this box to see just the one Location in the Select Department... drop-down in the top-right corner of all Advanced Schedules/Labour Productivity pages. Un-tick the box to make all Divisions available from the drop-down.

Please note: Referring to other existing Locations' configuration is a good way to ensure the settings being entered are correct and consistent.

Updating fields in HR & Payroll

• Log in to HR and Payroll and go to HR > Company Admin > Locations
• Select the required Location from the list
• Updated required fields and select Save

Department Settings

Similarly to Locations, Department settings can also be viewed and updated.

• In Labour Productivity, select Departments from the left-side menu
• Select Edit against the required Department 

Fig.4 - Edit Department screen, non-editable fields highlighted

Fields displayed on the Edit Department page are:

• Department Name: Taken directly from HR & Payroll
• Location: Taken directly from HR & Payroll
• Department Code: Taken directly from HR & Payroll
• EPOS ID: The EPOS provider ID used for sending sales data, and is the unique ID used for loading sales/wage budgets for this Department
• T&A Enabled: If the Department uses Time & Attendance, this setting will display the T&A clocks on the Schedule page
• Use Sales Type Grouping: Can be applied if the organisation uses Sales Type Grouping (please see below)
• Alphabetic Staff Sorting: Displays employees in alphabetical order and prevents moving their order in the Schedule page

If the Location setting: Schedule Departments as one is selected, only the first Department of each Location requires configuration.

Please note: Referring to other existing Departments configuration is a good way to ensure the settings being entered are correct and consistent.

Sales Type Grouping

If Sales Type Grouping is in use, Sales Type Groups must be created. 

• Log in to Labour Productivity and navigate to the Select Department... drop-down in the top-right corner
• Search for and select the required Location (likely to have been recently created in HR & Payroll)
• Go to the Settings tab and select Sales Types from the left-side menu

Fig.5 - Selecting Sales Types from the Settings tab

If the 'Sales Type Group' column has values in it (as per Fig.6), this confirms that Sales Type Grouping is in use.

Fig.6 - 'Sales Type Group' column

• To create Sales Type Groups, select Sales Types > Sales Types Groups from the left-side menu
• Then select Create New  

Fig.7 - 'Create New' button for Sales Type Groups

• Create a new Sales Type Group, using naming conventions from an existing Location
• Select Save once complete
• Then select Sales Types from the left-side menu and select Edit against the required Sales Type
• Use the Sales Type Group drop-down to link the Sales Type to the require Sales Type Group

Fig.8 - Linking a Sales Type to a Sales Type Group

If Sales Type Grouping is not in use please ensure Sales Type naming conventions are accurate as this will prevent sales being loaded via a POS provider.

As before, referring to existing Locations' configuration is a useful way to ensure the settings being used are correct and consistent.

Potential Issues

To carry out the below actions, access would be required to Locations and Departments, this would need to be assigned to the individual's user level (it would grant access to all employees under the user level):

• Labour Productivity > Settings > User levels > Edit user level > Tick 'Manage Locations and Departments' > Save.

Sales Issues

• EPOS ID has to be entered in Location settings: Labour Productivity > Settings > Location > EPOS ID
• EPOS enabled has be ticked for the first created Department for the site: Labour Productivity > Settings > Departments > Search location > Select department > EPOS enabled

T&A Issues

• T&A ID has to be entered in Location settings: Labour Productivity > Settings > Location > T&A ID
• T&A enabled has be ticked for the first created Department for the site: Labour Productivity > Settings > Departments > Search location > Select department > T&A enabled

Next Steps

Once all of the above tasks have been completed please go to the Fourth Customer Community and create a case, using the template below.

Customer Name XXXXX
Please enable LP for Location XXXXXXX by dd/mm/yyyy
Please configure My Schedules for Location XXXXXX by dd/mm/yyyy

Multiple Locations can be sent in one request. 

Should you have any queries please reach out to your Customer Success Manager or Customer Care Team.