WFM UK: Rotas: Factoring X, Y, and Z

Overview

This article explains how to configure 'Factors' X, Y, and Z. This function allows additional costs to be added to the rota wage cost to close the gap with payroll, typically used to account for pension, bonus, and accural costs. This will display in rota analysis and monthly wage cost analysis reporting and the percentage can be manually updated via Configure Locations.

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, Y, and Z option in the rota module, please contact the administrator of the portal to have this access updated.

Configuring Factor X, Y, and Z in Wage Function Settings

• Use the side menu and go to Rota > Administration > Wage Function Settings

Fig.1 - Selecting Wage Function Setting

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.

• Mark Factor X, Y, and Z tick boxes as required against items that need to be calculated on

Fig.2 - Wage Function Settings

To ensure the Factors X, Y and Z are being calculated, they must be set to Include in wage cost and set to 'display'. If not set to display, the cost will be included, but users 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, Y, and Z calculations. 

• On the same screen, scroll down to Calculated Values
• Mark Wage Cost and Display tick boxes accordingly
• Input appropriate text in 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, Y, and Z percentages per location.

• Go to Rotas > Administration > Configure Locations
• Select a Location from the drop-down and scroll down to the 'Factor X, Y, Z (%) & Fixed Costs Settings' section
• Use the blue down arrow and select Edit Factor X, Y & Z And Fixed Costs (see Fig.4)

Fig.4 - Selecting Edit Factor X and Fixed Costs

• Enter percentage numbers in the Factor X, Y and Z fields as required and then Save

Fig.5 - 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 > Rotas > View Rotas

Fig.6 - Rotas > Rotas > View Rotas

• Select a Location and a date range, and then Search
• Select a rota and then use the blue down arrow and select 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 > Reports > Monthly Wage Cost Analysis
• Select a Location from the drop-down and enter a date range (no greater than 9 weeks)
• Set the Group by and Further Group by options as required
• Select Run Report to see results onscreen
• Use the Export to Excel button, if preferred

Fig.9 - Monthly Wage Cost Analysis Report