Personnel Master Data & Terminal

Personnel Master Data & Terminal Explanation on beas Personnel Master Data & Terminal Boyum Solutions IT A/S Beas Tutorial

TABLE OF CONTENTS 1. INTRODUCTION... 3 2. PROCESS... 3 2.1. Header from Master Data Tab... 5 2.2. Attendance Tab... 6 2.3. FDC Tab... 15 2.4. Remarks Tab... 18 2.5. Login Tab... 18 3. FIELD GUIDE... 21 3.1. Header from Master Data Tab... 21 3.2. Attendance Tab... 23 3.3. FDC Tab... 25 3.4. Remarks Tab... 25 3.5. Login Tab... 26 4. CONFIGURATION WIZARD... 26 2

1. INTRODUCTION The operators of the shop floor are represented in beas as Personnel. They will record the time and effort of the production activities or operations. In beas, a resource is a production unit which needs to be planned. It does not matter if several operators are working there. Normally we represent Machines as a resource and operators as Personnel. However, it is possible to see people as a resource in cases when there is a manual line based on people, or when a person s work should be taken into account. In these cases, not only is a labor resource created but also an operator for reporting time is created, too. Beas has its own personnel table separate from SAP employee table. However, we could connect the SAP employees data with beas personnel data. This is not mandatory. There can be several scenarios where it is not required to connect them such as: - An employee who does not need to report time in beas, for example an administration employee - An outsourced employee, who is not part of the official employees. This means, he is not part of SAP information but he should report time on beas Personnel master data includes an area focused on attendance functions. Beas has an exclusive module to manage attendance. This specific master data will be used only when the Attendance module is activated. For more information, please refer to Attendance tutorial. For data consistency, when beas is installed in a database where there are employees created, the Data Check function will ask the user to transfer employees to beas personnel. For more information, please refer to Data Check tutorial. 2. PROCESS There is a list of all beas employees. PATH: Human Resources > Personnel > Personnel Tab 3

By default, the list is sorted by names. The personnel number is alphanumeric. If automatic personnel numbering is enabled, the list displayed is sorted by numbers. To enable this setting, please go to the Configuration Wizard. The screen can be adjusted dynamically, and the templates function is supported. Other fields can be displayed, to do so, just right click and select Windows Settings. In this screen, the user can manage the master data for personnel. Search: Button used to do an advanced search for personnel, according to related information from the personnel master data. There is also a quick search tool, right next to the button Time Evaluation, where the user can type only one search object at a time. For example, the name or the personnel number. Edit: Button used to update the personnel master data in beas. Delete: Button used to erase personnel from beas. Copy: Button used to copy an existing person and create a new one based on the one copied. Time evaluation: Field used to verify the attendance and absence of a person. This time analysis also records the vacations and flextime accounts for the following month into the personnel master data. New: Button used to create new personnel in beas. Once the user clicks on the button, a new screen is opened. In this tutorial, only the Master Data tab and its sub-tabs will be detailed. In this screen, there are other tabs related to the Attendance module that will appear once the personnel is created: 4

- Shift Model This tab is used to define specific information of the shifts for a certain period. - Special Shift This tab is used to define special shifts for manual shift determination. - Attendance This tab is used to register and edit attendance times. - Absences This tab is used to register and edit absences, vacation and sickness times. - Orders This tab is used to register and edit work orders time receipts. - Monthly Quota This tab is used for evaluation of monthly values and wage types. - Documents This tab is used to attach documents related to the employee. For more information about these tabs, please refer to the Attendance tutorial. 2.1. Header from Master Data Tab In this section of the screen, all personal data is registered about each employee. First Name, Last Name, and Cost Center are mandatory fields. Personnel: Field used to define the unique employee number. There are two fields: beas internal employee number, on the left, and the employee number linked to SAP Business One, on the right. The latter is either linked to an existing SAP Business One entry, or it will be assigned automatically during the creation of the employee record. This field is alphanumeric and sorted that way, it is not sorted by numbers. Example: For personnel numbers from 1 to 11, the sorting is: 1, 10, 11, 2, 3, 4, 5, 6, 7, 8, 9, 0 To avoid this, one solution can be to use zeroes at the start, such as: 5

001, 002,, 011 First Name: Field used to include the first name of the employee. Last Name: Field used to include the last name of the employee. Display Name: Field used to include the display name of the employee. Language: Field used to set the language to be used in specific menus, like Web Apps. Beas displays everything in the language of the employee who logged in. Cost Center: Field used to define the cost center per personnel. When attendance is created, the time reported will be saved in the defined cost center. Active Entry?: Field used to set the selected employee as active. This will allow the user to login and log off and perform tasks, like register times. User: Field used to assign a SAP Business One user. This is needed to perform tasks that are related to SAP Business One. Some types of data registration like quality control or material posting require access to SAP Business One and the personal entry, if not started via the terminal. 2.2. Attendance Tab This is a sub-tab inside the Master Data tab. Here, there is additional information about employee attendance like: shift definitions and access groups in the terminal. 6

Default Shift: Field used to set a valid shift for the employee. The shift must be defined prior to the personnel master data. The shift contains the working time and can be entered separately for each Day Template already defined. Master Data Setup: The shift definition is specific master data used mainly in the Attendance module and also, in production to limit the resource production time. For more information, please refer to the Attendance and Resource Master Data tutorials respectively. PATH: Human Resources > Master Data > Shift Definition In this screen, all shifts are listed and ordered alphabetically. The user can create, update or delete shifts. To create a new shift, click on New. A new screen is opened. There are two tabs: Master Data and Work Hours. In the Master Data tab are the following fields: Shift Code: Field used to define a name for the shift. 7

Locked: Field used to block the shift when using beas. Description: Field used to include a description of the shift. Group: Field used to subdivide into groups for better management or display without added functionality. Period Rule: Field used to set a period rule to the shift. The period rule entered here has a higher priority than the one entered in the personnel master data. Lunch From, To, Duration: Fields used to set a time range for a lunch break. The field Duration does not update once the time range is defined. All three fields are independent from each other. From, To: Field used to specify a time range when the shift is taken into account. This only applies if the Automatic Shift Detection is active. For more information, please refer to Attendance tutorial. Valuation Date: Field used to define the day on which this shift is calculated. It can be defined to include all logins in beas, from the night shifts in the following day, or to include logins in the early shift in the previous day. Midnight Time Split: Field used to split shifts which last during two days. By doing this, the operator will report two shifts instead of one. For example, if the midnight shift is from 22:00 to 06:00. Instead of having just one shift and only report this one shift, beas creates one from 22:00 to 00:00 and one from 00:01 to 06:00. This is mostly used when the company pays by week or by month, beas calculates correctly the time reported by hours worked. Bitmap: Field used to assign an image for the shift. Color: Field used to assign a color for the shift. In the Work Hours tab are the following fields: Day Template: Field used to specify the working hours by day in the template. These templates appear by default and cannot be changed. Begin From-To: Fields used to define the beginning of the shift. It is a range for defining flextime. This is for information only. Break 1-3: Fields use to define a break in the shift. It is a range for defining flextime. It can be defined up to 3 breaks per day in the template. In the Period Rule, it can be defined if these breaks will be considered in the attendance. End From-To: Field use to define the end of the shift. It is a range for defining flextime. This is for information only. 8

Hours/Day (1+2+3): Field used to define a plan time for this shift. If another number of hours is to be used as reference for certain Absence Types 2, additional numbers of hours can be specified. For more information, please refer to Attendance tutorial. Wage Type: Field used to assign a wage type to post the accumulated times of this row (day template position). This must be defined previously. For more information, please refer to Attendance tutorial. New: Field used to designate a new day in the template which was not stored in shift definition before. For more information, please refer to Attendance tutorial. Period Rule: Field used to set the rounding rules and surcharges to be used for this specific person. This master must be set up before creating personnel master data. Master Data Setup: The period rule is a specific master data rule used mainly in the Attendance module but it is mandatory for personnel master data creation. For more information, please refer to the Attendance tutorial. PATH: Human Resources > Master Data > Period Rule In this screen, all existing period rules are listed in alphabetical order. The user can create, update or delete them. To create a new period rule, click on New. A new screen is opened. The screen is divided into: Header, Rounding Rule tab, Hourly Surcharge tab, Time Area tab and Extended tab. For personnel master data creation, only the Header and the Rounding Rule tabs are important. 9

Period Rule: Field used to define a name for the period rule. Locked: Field used to block the period rule for use in beas. Description: Field used to include a description of the period rule. Tolerance before Flextime: Field used to determine the tolerance in minutes before the flextime. Tolerance after Flextime: Field used to determine the tolerance in minutes after the flextime. Rounding Rule Tab The times can be rounded (up or down?) based on the Rounding Rule defined in beas. If a rounding time of 5 minutes is entered, then rounding down takes place at a 5-minute interval (to the employee's disadvantage). The calculation begins from the start of the flextime according to the regular working hours. If the latter is 7:00, the interval starts from 7:00 in 5-minute increments, which is 7:00, 7:05, 7:10, etc. If the employee begins at 6:56, his time starts counting from 7:00. At logoff, it is the other way around. The calculation starts again at the beginning of the shift, that is, 7:00. If the employee leaves at 16:04, logoff actually takes place at 16:00. At Login 10

Rounding Before Start of the Core Time (Cycle): Field used to set time (in minutes) to be used as a rounding rule for arrival time report at the flextime before the core time. Rounding in Core Time (Cycle): Field used to set time (in minutes) to be used as a rounding rule for arrival time report at the core time. Rounding Up.. Minutes Before Next Cycle: Field used to set the rounding up to the next hour or the next interval but one if logon X minutes before end of the next interval. At Logoff Rounding Off During Core Time: Field used to set time (in minutes) to be used as a rounding rule for departure time report at the core time. Rounding Off to Core Time Within Flextime: Field used to set time (in minutes) to be used as a rounding rule for departure time report at the flextime after the core time. Rounding Off to Flextime Within Tolerance: Field used to set time (in minutes) to be used as a rounding rule for departure time report at the tolerance after flextime and core time. Card Number: Field used to access the terminal and the web apps. This is a unique number assigned to personnel as identification. Access Group: Field used to assign the authorization groups for windows mode terminal. The authorization group table can also be accessed using the icon next to this field. Master Data Setup: The terminal functions are available in beas and web apps (web browser access). The terminal contains a set of applications, which can be accessed by personnel and these are related to attendance module (login, logoff), work order management (time receipt, material consumption, production goods receipt), inventory (goods issues, receipts, stock transfer) and others (quality control and interruptions). In the personal master data, we can define which apps can be accessed by personnel. This group of apps can be defined in the Program Group Administration in beas. In this way, each worker will have, depending on the work assignment, the specific apps to perform his/her job even though they are all connected using the same work station (computer). In the authorization group, we assign the apps available to the group, and the group is assigned to personnel later. PATH: Administration > Utilities > Program Group Administration 11

Beas has already created a group called Terminal. In order to create an authorization group, click on the button Authorization Group. A new screen is displayed. In here, a list is displayed (if applicable) to all existing groups. Edit: Button used to edit the apps assigned to the group selected. This will take the user directly to the screen where all apps are available to choose. Delete: Button used to delete the group created. Edit Group: Button used to edit the description of the group. Inside, there is the Authorization button to edit the apps assigned to this group. New: Button used to create a new group. A new screen is displayed. A name and description is required. Once the user clicks on Add a new button appears: Authorization. 12

In the new screen, the user selects the apps that will be available for this group. To select more than one at a time, just press Ctrl + click in the app and a blue shadow appears on each app. Each app displays information related to it like the task performed by this app, beas module and license type like shown in the following image: 13

The telephone icon is for the apps that are available in web apps, and the monitor icon is for the apps that are available in the terminal. Once selected, click on the button Apply and a new screen with the selection will be displayed. After this, click on Apply and those apps will be saved to the group. 14

WEB Terminal Group: Field used to assign the authorization groups for web apps. The authorization group table can also be accessed using the icon next to this field. This field uses the same input as the previous field Access Group. For more information, please refer to Access Group field. 2.3. FDC Tab In this tab, beas allows the user to limit access to different tasks from the Factory Data Capture procedures like: registering time receipts, inventory transactions, attendance in the terminal. 15

Resource (up to 6): Fields used to assign several resources to personnel. This selection will be used by the terminal to filter and show personnel only the operations related to these resources. The user can only display and manage information like: work order login, time receipt, interruptions and pool report from the resources assigned. It is possible to include up to 6 resources. However, from the second resource we could use the percentage sign "%" to flex the resource selection instead of a fixed resource selection. For example, there are 30 resources: Blist1, Blist2, Blist3 Blist30. In the first resource field, a fixed resource selection must be added. In the second row, a Blist% can be added to include the rest of the resources. Machine Grouping: Field used to allow personnel to work on multiple machines (resources) in parallel. Otherwise, the user can only log the work order in just one machine (resources). Work Order Grouping: Field used to allow personnel to work on multiple work orders in parallel. Otherwise, the user can only log one work order at a time. 16

Allow Logon to Operation Sequence of All Pools: Field used to allow personnel to log into an operation using a barcode which is not part of their list of resources from the Resources (up to 6) fields. Those resources that are not part of the list can only be displayed using the barcode, those resources will not be included in the list displayed. For example, the user has only assigned resources that start with Blist, but there is a work order that has a resource called Mix. At the logon app, only a list with Blist will be displayed. The user can only access Mix by searching using its barcode from the work order. Resource Selectable: Field used to determine whether personnel may change the resource at work order login and logoff, or not. - Yes Any resource may be selected. If this option is selected, the personnel can only see the 6 resources assigned by the master data - No The resource defined by the operation cannot be changed - Alternative Employee may choose between the default resource and alternative resource Cost Center Selectable: Field used to determine whether the field is displayed and can be changed at work order log off or not. Cost Element Selectable: Field used to determine whether the field is displayed and can be changed at work order log off or not. QC Release: Field used to allow the user to release goods in quality control orders. For more information, please refer to Quality Control tutorial. Setup Time for Pre-calculation: Field used to specify that this time type can be reported by this person. For more information about time types, please refer to Routing tutorial. 17

Processing: Field used to specify that this time type can be reported by this person. For more information about time types, please refer to Routing tutorial. Rework: Field used to specify that this time type can be reported by this person. For more information about time types, please refer to Routing tutorial. Quality Control: Field used to specify that this time type can be reported by this person. For more information about time types, please refer to Routing tutorial. 2.4. Remarks Tab This tab is used to include additional information or remarks related to personnel. 2.5. Login Tab beas allows the user to set up the web apps to ask for identification in these 2 ways: - By card number In this mode, the information in the login tab is not relevant. - By user name and password In this case, the user name is required to login only in the web apps, instead of the Card Number. This option will also require a password. For more information about web apps, please refer to the Web Apps tutorial. Master Data Setup: The login mode can be established: Name and Password or Card Number. PATH: Administration > Utilities > Program Group Administration 18

Select Terminal in the list and press the Setup button. A new screen is opened. Click on Basic Setting button. A new screen is opened. Click on the Login title and select the choice in the field Login. The Login tab includes the following fields: 19

Name: Field used to define a user name to access the Web Apps functionality. Password: Field used to define a password to access the Web Apps functionality. Valid to: Field used to set a validation date for the user name and password to access the web apps functionality. In case there is an error in the personnel master data, for example the user forgot to log off or there is an incorrect setting, an error icon (red hand icon) is displayed in the first column of the list. By double clicking on the icon, or right clicking on the personnel position and selecting Error Check, the protocol screen is opened. 20

Once the message is deleted and resolved, the red hand icon is removed from the personnel position. 3. FIELD GUIDE PATH: Human Resources > Personnel > Personnel Tab A list of all beas employees is shown here: PATH: Human Resources > Personnel > Personnel Tab > Click on New 3.1. Header from Master Data Tab In this section of the screen, all personal data is registered about each employee. First Name, Last Name, and Cost Center are mandatory fields. 21

Personnel: Field used to define the unique employee number. For more information, please refer to field Personnel. First Name: Field used to include the first name of the employee. Second First Name: Field used to include the second first name of the employee. Last Name: Field used to include the last name of the employee. Display Name: Field used to include the display name of the employee. Date of Birth: Field used to include the date of birth of the employee. Language: Field used to set the language to be used in sensitive menus, like web apps. Beas displays everything in the language of the employee who logged in. Personnel Group: Field used to assign personnel group. This is only for information and sorting and grouping. Master Data Setup: The personnel group must be defined before assigning the personnel master data. PATH: Human Resources > Master Data > Personnel Groups 22

This screen displays a list of existing groups, if applicable. Here, the user can manage the groups like: create, edit, copy and delete. To create a new group, just click on New. A new screen is opened. Personnel Group: Field used to define a name for the personnel group. Description: Field used to include a description for the personnel group. Cost Center: Field used to define the cost center per person. When attendance is created, the time reported will be saved on the defined cost center. Job Category: Field used to specify the job category. This field has predefined values. It is used in attendance tasks. For more information, please refer to Attendance tutorial. Location: Field used to specify the location. The values for this field are from the location master data from SAP Business One. This is used to place the person in a specific location in the company, like a warehouse section or department. Those locations can be real locations or divisions in the company. Active Entry?: Field used to set the selected employee as active. This will allow the user to login and log off and perform tasks like register times. User: Field used to assign a SAP Business One user. This is needed to perform tasks that are related to SAP Business One. Some types of data registration like quality control or material posting require access to SAP Business One and the personal entry, if not started via the terminal. 3.2. Attendance Tab This is a sub-tab inside the Master Data tab. Here, there is additional information about the employee s attendance like: shift definitions and access groups in the terminal. 23

Date of Hire: Field used to set the date the employee starts working in the company. IMPORTANT: No logon possible before the date of hire. Exit Date: Field used to set the date the employee finishes working in the company. IMPORTANT: No logon possible after the exit date. Standard Annual Holiday: Field used to annually define a quantity of days to report vacations. The days entered here are used for the Monthly Quota functionality. For more information, please refer to Attendance tutorial. Default Shift: Field used to set a valid shift for the employee. For more information, please refer to field Default Shift. Period Rule: Field used to set the rounding rules and surcharges to be used for this specific person. For more information, please refer to field Period Rule. Evaluation by Report: Field used to specify the information that should be output by the time analysis. A report definition can be stored here. This is used only for Time Evaluation. For more information, please refer to Attendance tutorial. Card Number: Field used to access the terminal and web apps. For more information, please refer to field Card Number. Access Group: Field used to assign the authorization groups for the functionalities at the Terminal. For more information, please refer to field Access Group. 24

WEB Terminal Group: Field used to assign the authorization groups for web apps. For more information, please refer to field WEB Terminal Group. Branch: Field used to set the branch from SAP Business One. This is only for filtering and sorting. Branch Selection: Field used to set the branch selection from SAP Business One. This is only for filtering and sorting. Cost Rate on Time Receipt: Field used to modify the cost rate of a resource depending on the personnel who is reporting. In this case, it can be represented if the cost of the resource is more or less associated to the personnel reporting. This value is a percentage factor. By default, the value is 100%. In time receipt, the costs stored in the resource are multiplied by this cost factor: resource costs rate * cost factor. Use Own Cost Rate: Field used to enable a cost rate per hour when the operator reports time. Once this field is active, a new field is available. Cost Rate per Minute: Field to include the cost amount to be used. This option works together with labor cost defined in the resource. For this, labor cost must be evaluated separately. For more information about labor cost in resources, please refer to Resources tutorial. For example, there is a labor cost rate per hour of 20. This cost will apply to any personnel. However, there can be differences depending on the personnel role, like specialist or supervisor, where the cost rate can be higher. In this example the own cost rate is 30. Only the personnel who has this field active and have labor cost separate in the resource will apply the cost rate assigned in the personnel master data. Link to Resource: Field used to associate personnel with a specific resource. The field Number machine / Person in the resource master data is directly related to the number of people with the resource assigned in its master data. A 1:1 relation between resources and personnel can be represented. 3.3. FDC Tab In this tab, beas allows the user to limit access to different tasks from the Factory Data Capture procedures like: registering time receipts, inventory transactions, attendance in the terminal. For more information, please refer to FDC tab. 3.4. Remarks Tab 25

This tab is used to include additional information or remarks related to personnel. For more information, please refer to Remarks tab. 3.5. Login Tab This tab is used to assign the proper terminal and web app identification. For more information, please refer to Login tab. 4. CONFIGURATION WIZARD Configuration Wizard: The numeric personnel number enables the sorting by personnel number instead of personnel name. This setting is disabled by default. PATH: Attendance > Personnel > Numeric Personnel Number 26