WFM UK: HR: FTE Functionality

Overview

The purpose of the Full-Time Equivalent (FTE) functionality of overriding FTE settings for employees is to assign part-time contracted days and hours against an individual’s employee record, rather than against the job title. 

Before this development, FTE values could only be set at the job title or location level. This meant that different employees working on the same job title could not have different FTE values. To remedy this situation, users had to create different job titles with different FTE values, resulting in a great number of unnecessary job titles being created. This development will ensure all part-time holiday entitlements are prorated accordingly without the need for an excessive list of job titles.

In the first instance, please ensure the organisation’s Customer Success Manager (or Customer Care Team) and Payroll Administrator are made aware of the intention to make this change.

Configuration

• The setup should be completed within 3 days in a working week

The functionality is initially enabled by a back-end setting to ensure that there is no accidental activation. Please liaise with your Fourth contact (Customer Success Manager or Customer Care Team).

After activation by Fourth, the steps below will need to be carried out by a portal administrator.

Global Settings

•  Go to HR > Administration > Global Settings > Edit Default Employee Settings

•  Ensure the setting Hide Part-time Option? is unticked

Fig.2 - Global Setting - Hide Part-time Option?

Required Security Permissions

With this functionality, certain security permissions need to be enabled to configure it correctly.

• Go to HR > Users > Templates > select the relevant template > select Assign Permissions 

Fig.3 - 'Assign Permissions' for a template

A pop-up window will open.

• To allow users to update the FTE settings on Job Titles, go to Administration and set the Company Administration to Full Access
• To allow users of this template to override the FTE settings for a part-time employee, locate the setting Allow Override of Job Title FTE and change it to Full Access. If required, this setting may be set to Read-only
• Select Save when complete

Fig.4 - Template Permissions - Administration > Company Administration

Fig.5 - Template Permissions - Employees > Allow Override of Job Title FTE

Update Rota Settings

FTE functionality may require the input of contracted hours for part-time employees. As such, the FTE hours displayed on the rota will need to reflect this. Otherwise, leave the setting Change the content of the FTE column within the Rota? as unchecked.

• Go to Rotas > Administration > Configure Locations > select a Location
• Scroll down to the 'Edit Rota Settings' section and select Edit Rota Settings from the yellow arrow drop-down

Fig.6 - Location Rota Settings > Edit Rota Settings

• Tick the setting Change the content of the FTE column within the Rota?
• From the 'Set Column to display instead of FTE' select Contracted Hours from the drop-down menu

Fig.7 - Rota Settings

Job Title FTE Setup

The process of setting up Job Titles whilst using this functionality remains exactly the same.

Should there be a variety of full-time contracted days and hours, the best practice would be to ascertain which contracted days and hours are used by the majority of employees and enter this. Any other variation can be overridden against the individual employee.

The FTE settings may be entered at either Location or Job Title level.

 

Location Level

This change affects employees with that specific job title at the selected location.

Please note: If the values have been updated at location level, then going forward, any changes made on the job title level will not update the values within the location level for that specific location automatically. The location level values would need to be revised and updated manually.

•  Go to Company Admin > Job Title > select a Job Title
• Use the yellow arrow drop-down and select Edit Default Holidays

Fig.8 - Job Titles - 'Edit Default Holidays'

• Then, against 'Holiday Settings For Full Time And Part Time Staff', use the yellow drop-down arrow again and select Edit Default Working Times by Location

Fig.9 - 'Edit Default Working Times By Location'

In Fig.10, the values will be updated for the job title 'Bar Staff' for all employees at the 'Fourth 1' location.

• After making the necessary changes, select Save

Fig.10 - Updating FTE by Values at Location Level

A confirmation dialogue box will then appear, as shown in Fig.11.

Please note: The dialogue box below will only appear if any of the FTE values are changed and the user selects Save.

• Select OK to continue or Cancel to abort the change

The employee and career history of all employees for that Job Title at that location will then be updated.

Job Title Level

This change affects employees with that specific job title at all locations.

•  Go to Company Admin > Job Title > select a Job Title
• Use the yellow arrow drop-down and select Edit Default Holidays
• In Fig.11, the values will be updated for the job titled 'FOH Supervisort' for all locations
• After making all the necessary changes, select Save

Fig.11 - Updating FTE by Values at Job Title Level

The system then presents the confirmation dialogue box as shown in Fig.12 below

• Select OK to continue, or Cancel to abort the change 

After selecting OK the Employee and Career History of all 'FOH Supervisor' (in this example) will be updated.

Please note: The dialogue box below will only appear if any of the FTE values are changed and the user selects the Save button.

Fig.12 - Updated FTE Settings Confirmation Dialogue Box – Job Title Level

Also See

For information on how to override FTE values for individual employees, please see WFM - Overriding FTE Settings at Employee Level