Employee Management

OBJECTIVE

The Employee Management function attached to projects is used to accumulate all relevant information about an employee.

If the Payroll module is installed, this option is a complement to the Employee Management function in payroll. If this is the case, the employee must first be created in the Employees Management function in payroll and the information required for projects must then be completed in this option. Much of the information required here will already be completed in the Employees Management function of payroll. If the Payroll module is not installed, this option is used to create employees to enter hours in projects and to create the W/C - CSST Report through projects.

 

PREREQUISITEs

• Work Category Management
• Define Occupation Types
• Define W/C - CSST
• Define PBB Activities, if applicable

 

Icons

Icons of the Employee Management option

Only icons specific to this window are defined in the table above.

Icon	Title	Used to
	Documents	Opens the Document Management for the selected employee.
	Contact Management	Opens the Contact Management option for the selected employee.

 

Steps

maestro* > Time Management > Maintenance > Time Management > Employee Management

 

Create a new employee

1. Enter the required information in the Identification tab:

Field	Description
Number	Employee's number. NOTE: A number is assigned automatically by the system when the record is saved. However, it is possible to enter one manually.
Name, First name *	Employee's name and first name.
Alpha Code	Code, other than the number, used to identify the employee. NOTE: This code can be used to enter project hours and work orders so the system can find the employee.
Status	Employee's status in the system. The statuses available for the user include: Active, Inactive, Layoff-Temp. NOTE: You can create a permanent or temporary layoff by using the Layoffs option.

2. Enter the required information in the Project Time tab:

Field	Description
Cost	Enter a cost amount (including fringe benefits) for regular, overtime and double time for the employee. This amount is entered as the labour amount in project expenses if the fixed cost method is used. NOTE: No value should be entered if fringe benefits are used.
Selling	Selling cost used for cost + invoicing.
Overtime Calc. Code	Allow user to select an overtime calculation code using the Define Overtime Calculation Parameters. NOTE: The overtime calculation program is determined using the following priorities: The calculation code noted in the employee's file The calculation code noted in the trade option The calculation code noted in the activity The calculation code noted in the project The calculation code noted in the work category option
W/C - CSST activity	Default W/C - CSST activity to be used when entering hours in projects. NOTE: The W/C - CSST code is predefined in Define W/C - CSST.
PBB Activity	Default PBB activity to be used when entering hours. In Québec, this activity only applies to electricians. NOTE: The PBB code is predefined in Define PBB Activities.
Default Equipment code	Equipment code associated with the employee. NOTES: Maestro* automatically inserts a line in the project time entries as soon as a record is entered for an employee. Maestro* uses the same project as for the employee. If the Service Calls module is installed, the default equipment code establishes a link between a truck and an inventory location. Thus, in the Return From a Service Call, if an employee has a default equipment code and the code is linked to an inventory location, the Site field is completed automatically.
Additional Equipment Codes (2 to 5)	Additional equipment codes associated with the employee. You can define up to four additional equipment codes (codes 2 to 5). NOTE: Maestro* automatically inserts a line in the project time entries as soon as a record is entered for an employee. Maestro* uses the same project as for the employee. Maestro* automatically inserts a line in the Return From a Service Call for each equipment code in the Service Calls module when hours are entered for the employee.
Supplier	Identifies a supplier for which hours are being monitored. NOTE: This code is from Supplier Management. If the Supplier Invoice Reconciliation option is installed and you specify a supplier, the hours and bonuses entered in the various hour entries will be posted, but no pay cheque will be issued to the employee because the employee is considered a supplier. The cost of these hours is charged to various projects and an accrual is created. When the supplier's invoice is received, the user can consolidate the hours (accrued) with the supplier's invoice by using the Supplier Invoice Reconciliation option. For more information on using this function, refer to topic Reconciling Supplier Hours.
Language	The employee’s language of correspondence. NOTE: Cheques and/or stubs are printed in this language.
Work Company	Company for which the employee may work. NOTE: Available in multidimensional mode only.
User No.	User can connect an employee code to a user code. This code is derived from the Security Management. NOTE: This field is required in the different hour entry options coming from maestro*MOBILE to identify an employee in relation to his user code.
Payroll Company	Indicates which company is responsible for the employee if the Payroll module is not installed. NOTE: Available in multidimensional mode only.
Notes	The note entered is displayed in a Memo field when the employee is selected in the various entry screens of the system if this function is configured in Preferences.

3. Enter the required information in the Time Management section:
   1. Departemental Accounting section:

   Field	Description
   Project-Activity-Group	Used to balance the entries in projects with those in payroll. NOTE: During Payroll Reconciliation, maestro* banks payroll hours that exceed project hours and decreases banked hours if payroll hours are lower than project hours. The accounting entry to generated projects use this project, activity and group.
   Internal Labour Allocation: Activity - Group	Used to allocate hours to an internal group and activity. NOTE: Maestro* makes it possible to distinguish between marked up and actual costs in salaries for projects, and potentially in the general ledger. This option can be used to record interdepartmental revenue for employees working for more than one department at a time. The project revenue, which is not an actual revenue, results from the calculation of the marked up salary cost at a percentage that varies from one project to the next and from one employee to the next.
   Rate	Mark up rate applicable to the employee's hourly rate. NOTE: The rate must be configured in Configuration.
   Occupation Type	Type of occupation held by the employee. NOTE: The occupation code is predefined in Define Occupation Types. This occupation type is only used for Invoice Preparation (W/O) and does not affect payroll calculation.
   Work Category *	The work category to which the employee belongs.
   Region	Region in where the employee works by default. NOTE: When you enter hours, the region of the project has precedence over that of the employee. If there is no region defined in the project, the employee's region is used. CAUTION! In Québec, the region is used for the CCQ Employer’s Monthly Report. The region code can be entered manually or predefined using the Define Regions option.
   Trade code	The employee’s trade code. CAUTION! In Québec, the trade code is used for the CCQ Employer’s Monthly Report. NOTE: The trade code can be entered manually or predefined using the Define Trades option.
   Sector	Sector for which the employee works.
   Annex	Employee annex. NOTE: The annex is predetermined using the Define Annex option.
   CCQ Union	Employee's CCQ union. Applies to Québec employees only.
   Years or Level	Employee's apprenticeship year or Level. NOTE: The apprenticeship year or level can be defined in the Define Years or Level option.
   ADP Export WCB Code	User can enter a 10 character alphanumeric code used to complete column W (linked to the WCB) in the export file CSV of the ADP interface. NOTE: This field is available only if the ADP Interface option is installed.

    

   In Québec, all of the information entered in the fields (Sector, Annex, CCQ Union and Years or Level) must be linked to the tables provided by the CCQ. This information is used to prepare the CCQ Employer’s Monthly Report. You can also set hourly rates by region, trade code, sector, annex and years or level of apprenticeship using the Define Hourly Rates option.

   2. Default Values in Time Entry sub-section:

   Field	Description
   Activity Labour	Labour activity that will be displayed by default in the various entry options for project hours.
   Group Labour	Salary group will be displayed by default in the various entry options for project hours.

4. Enter the required information in the Other Modules tab:
   1. Dispatch section:

   Field	Description
   Always receive a full schedule	User can indicate that an employee wants to receive a full schedule, if the box is checked. This checkbox is only linked to the option Project Dispatch when the schedule is sent to the employees. If not checked, maestro* verifies the communication mode defined in the Dispatch Project Management and applies it.
   Available in the Dispatch	If checked, it indicates that it is possible to assign work to an employee, even if he has been laid off (Permanent) as you wish to recall him. The employee is then displayed with the “Available for dispatch” mention. This status is visible in one of the following dispatch options: Project dispatch; Work order dispatch; Quotations dispatch; Service call dispatch. NOTE: Only visible if one of the dispatch options listed above is installed.

   2. Service Calls section:

   Field	Description
   Service Occupation	Permet de noter la catégorie d'emploi de l'employé dans le module d'appels de service.

   3. maestro*MOBILE section:

   Field	Description
   maestro*MOBILE employee access	If this box is checked, the employee will have employee access in maestro*MOBILE; that is, they will only be able to access projects and enter their time using maestro*MOBILE.
   User No.	Used to link an employee code to a user code. The user code originates from the Security Management option. NOTE: This field is required in the various time entries from maestro*MOBILE to identify an employee by its user code.
   Can create calls from Mobile	If this box is checked, the employee can create service calls in maestro*MOBILE.
   The user can modify equipments in Service Contracts	If this box is checked, the employee can modify equipments in service contracts.
   Can create work orders from Mobile	If this box is checked, the employee can create work orders in maestro*MOBILE.
   Can send and transfer orders	If this box is checked, the employee can send and transfer orders.

5. Click Save.

 

See also

• Preferences
• Define Trades
• Define Years or Level
• Define Regions
• Equipment Management
• Payroll Reconciliation
• Security Management
• Configuration - Time Management
• Employer's Monthly CCQ Report
• Project Dispatch
• Work Order Dispatch
• Quotations Dispatch
• Service Call Dispatch

 

Last modification: September 20, 2024