System for standard hours and vacations
Product line
Standard
|Expert
Operating mode
CLOUD ABO
|ON-PREMISES
Modules
Services & CRM
Budget & Phases
Purchases
Resource Planning
Business Intelligence
The Vertec standard hours system (including vacation, salary, overhead) is based on settings that are linked to a point in time. We call these settings presets.
A preset specifies a specific value (e.g. standard hour) for a specific point in time. The value is valid until a preset overrides the same value at a later point in time.
The presets are created on the user group and the user groups are assigned to the users. If an individual user has different presets from the group, these are created on the user as an override of the preset of the user group. The preset on the group represents 100% employment and is automatically scaled for the user depending on the employment level.
From Vertec version 6.1 onwards, the user right to set values is linked to the right to the editor preset class:
The presets are located on the user group as well as on the individual user in the Presets subfolder:
For better clarity, the list is grouped and separated by green bars:
New presets can be created either via the star line or with the right mouse button > New.
| Date | The date from which the preset is valid. A preset is valid from date until the same value is overridden at a later time or until the To date. |
| weekly standard hours | Specifies the target weekly standard hours for this employee for performance tracking. See Weekly standard hours below. |
| Vacation 100% | Entered on the user group, this indicates the annual holiday credit for the group. This is scaled according to the employment level. If an user has a different basic holiday entitlement from the group, this can be overridden to the user here. |
| Overtime carry-over | Sets the overtime balance at the start of the date. |
| vacation carryover | Set the vacation balance at the start of the date. It is important that the vacation carryover is entered on the holiday cut-off date. This is important because each holiday entry is scaled within a year, e.g. to the date of entry and exit. The value is therefore always considered as an annual value. A vacation carryover indicated below the year overwrites the holiday credit shown in “Vacations” and is thus considered as the vacation balance until the next reporting date. |
| standard hours | The standard hours time column is used to specify a monthly or annual target time. However, we recommend that you enter the standard hours via weekly target time presets. The standard hours time column was introduced primarily to maintain backward compatibility, because in older Vertec versions the standard hours could be entered monthly. |
| Vacation absolutely | Sets an absolute value as the annual vacation credit that does not scale with the employment level. This value should only be set if the automatic scaling in Vertec does not match the desired result. If vacation absolute and vacation 100% are set at the same time, vacation absolute takes precedence. Vacation absolute should always be entered on 1 January of the year (or on holiday cut-off date). |
| monthly? | This field is used if you want to enter salary, overhead, or standard hours as a monthly value instead of an annual value. For example, if you want to enter a monthly salary, select the Monthly? field. If you specify an annual value, leave the Monthly? field unchecked. |
| To date | Date, until when a preset is valid. A By date only needs to be set if a preset is only valid temporarily. Usually the By date is left blank. The preset is then valid until a new preset line is set for the same value (e.g. standard hours, vacation, etc.). |
| Wages, overheads | Relevant in versions before 6.3: If the cost calculation in benchmarking (today Business Intelligence ) with “salary/overhead,” the salary or overhead amount (in the key currency) could be entered here. The monthly? column defines whether the overhead amount is used as annual or monthly. |
The Editor Presets list is hierarchically sorted according to the following criteria:
In this context, it is important to distinguish the sorting of presets from the effect of presets:
Otherwise the rules of how the presets are applied:
If a preset changes, you can insert a new preset and specify when the preset will apply.
The default is always the value that is set. For example, if you want to set the holiday credit to 160 hours from 01.01.2023 but the weekly working time is still 40 hours, you only need to change the holiday credit in the new default:
In this case:
The Hours:Minutes values are entered separated by a colon. For example, a target Dailystdhours of 8 hours and 15 minutes is entered as 8:15. This is mandatory and does not depend on how you otherwise enter hours in Vertec.
If desired, the values can also be entered in hundredths of a minute. These are separated by a dot, i.e. a Dailystdhours of 8 hours, 14 minutes and 30 seconds is entered as 8:14.50.
Defaults that affect all users (in this group) are usually the holiday deadline, the target weekly standard hours, and vacations.
If such preferences apply to all employees throughout the company, it makes sense to define them on the default user group.
If you have different preferences for different employees, it is best to create a separate user group for each combination of holiday deadline, targeted weekly standard hours and vacations.
Please make sure that the requirements per employee are clear, so that the groups do not contradict each other.
The holiday cut-off date determines when the annual holiday credit is valid. It is set on the user group:
If the user is in more than one group, the following applies:
The standard (1.1. of the year) is considered normal. If something else is specified on a group, this takes precedence for the assigned users.
It is important that the user is only in a group that is different from the default.
If the cursor is in the Set weekly standard hours field, a small button with three dots appears. Click on this button opens the dialog for editing the set time of the weekly standard hours.
The values can be entered:
1. by specifying the target standard hours for each day
2. by specifying a target time of the week
Please note that the specified values on user groups always apply to an employment level of 100%. Partial Charges of e.g. 80% cannot therefore be set up via a user group, but must be set directly on the individual employees.
The holiday credit is set on the group by entering a value in the field vacation. On the individual user, this holiday credit is scaled according to the employment level.
The following specifications are made for the individual employees: If the employment level is not 100%, salary, overheads (can also be set to user group at most), as well as for short-term deviations, e.g. unpaid leave.
The corresponding group presets are grayed out and cannot be changed here. Preset that are set on the individual user, however, take precedence over group presets.
Insert a new row for salary and/or overhead and specify the date from which the value is effective.
Salary and overhead are set by entering the value in the respective field. If it is not an annual salary (or annual overhead) but a monthly data, the Monthly? field must be set to Y.
Insert a new row for the target weekly standard hours and specify when you want it to apply from.
If the cursor is in the Set weekly standard hours field, a button with three dots appears. Click on this button opens the dialog for editing the set time of the weekly standard hours.
The values can be entered in three different ways:
1. By specifying the target standard hours for each day
2. By specifying a target time of the week
3. By indicating the level of employment
The employment level refers to the stored group specification, which applies to 100%, in the above example 42:30 hours.
If something else applies to an employee for a short period of time, you can insert a row and mark it with a date and To date. The default then applies only to that period of time.
In the example: The employee takes unpaid leave in March 2016.
For each employee there is a button Calculate values for period...
This allows the calculation of target time specifications, holidays, wage claims, etc. of the employee for any time period:
Specify the desired period and click on the Calculate button. The values are shown in the white part of the window.
If you do not want to calculate overtime and holiday balance for an user, e.g. for hourly employees, you can set this on the user main mask.
For the calculation of holidays in a certain period, the default system for holiday values is used. First, it is determined whether there are different applicable vacation presets in the period to be calculated (e.g. new holiday preset at mid-year). If yes, the period is divided and the holiday credits are calculated proportionally for each preset. If only one preset is decisive (normal case), the holiday credit for the desired preset is calculated in one step.
The default value for vacation is usually an annual value and must be converted to the specified period. This requires the quantity of days in the year. Because there are leap years, it is important which year is used for scaling. The relevant year is determined based on the next past vacation date, based on the start date of the period to be calculated. The vacation date is usually the 1.1 of a year, but Vertec can specify this differently.
The calculation of the holiday credit is done with the help of the OCL operator, which is already available on the processor. Users Internally, the processor uses basically the same logic as described above. However, if the period to be calculated extends beyond the holiday reference date (usually 1.1.), then the calculation is done in individual steps, each adapted to the holiday reference date limits.
This is necessary so that even in leap years the sum of holiday requirements for subperiods corresponds to the holiday requirement for the entire period.