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1. All employees Tools Maintenance Attendance payroll menu bar At the beginning of the month The system can also pay out vacation entitlements at the beginning of the month For example some companies give employees one day of sick leave per month worked The rules are defined in the plan This payment can be on the first or last day of the month The payments can be made at each pay instead of at each month Calculating net pay Vacation entitlements are often paid during payroll calculations Usually they are either 4 or 6 depending on seniority These entitlements can be paid immediately or banked In this case they are often put in a reserve counter for the following year As for all deposits these transactions become transactions in Attendance detail TIMEDT When payroll is generated or exported these transactions are put in a temporary file ADJUST they are added to the other transactions and accrued in the banks when payroll is finalized This same mechanism works for doing payroll with Umana or exporting it to an outside payroll provider UmanaEnglish 50 Modules Employee is at work employee is away Overtime hours worked and absences are usually entered in the time sheet and stored in the TIMEDT gross pay file Time bank balances are updated automatically When an employee is away he she may be paid a different rate than straight time Employee is terminated When an employee is terminated and is
2. Hide codes f Show code in front of text i Show code after text Oates Day Month Year Month Day Year f Year Month Day Advance automatically once the field is filled in M Outlook style menu bar Theme This text zone allows you to select the appearance and colours of the main window shortcut bar and certain input windows Press Ito see the list of predefined themes Show codes This option enables you to display or hide the codes in the contextual help and dropdown lists Dates The date is saved in a standard format that is independent of the way it is displayed With this option you can select the format in which dates will be displayed and viewed Messages Three types of messages are possible This option is used to select the style of messages that you prefer UmanaEnglish Concepts and processes 23 O The last type of message is designed for users who prefer to use a humorous style If you prefer a more conservative approach choose one of the first two types a Advance automatically once the field is filled in Check this box to automatically go to the next field once the last character has been typed If this box is not selected you will have to press one of the tab buttons or the Enter key to continue M Outlook style menu bar Check this box to display a shortcut bar in the main window Security and Access Rights In this chapter E Module Users Definition of users
3. Cancel This option will enable you to enroll an employee you have manually selected access the personal file of the person selected access the print control window of the list of selected employees M All indicate that you accept that all the selected employees can be enrolled i None cancel the selection of listed employees and manually select one or more others as desired By clicking i e lt Previous the user returns to the Selection Criteria window J e Next gt the user opens the window to define the Changes to Do Changes to make UmanaEnglish Tools and Wizards 227 Mass change Employees Changes to make Click t specify a field and its new value Champs Nouvelles valeurs ba x Cancel Previous Next You can enter one or more changes to make to the employee files By selecting the following input screen opens Carver Technologies Human Resources Choisir le champ Aucun Show all fields f Valeur Expression Select the field A dropdown menu lets you select the field to modify Display all fields this box is not available in this wizard Value The user enters the value to enter in the selected field Expression The user can define the value to enter in the selected field using the Expressions Generator Q o Q o e you can change the documented change also accessible by double clicking
4. Room where training is to be held Training Courses and groups RQREAS Raison for job opening e g departure new position replacement Reason for position to be filled Staffing RQSTAT Requisition status e g created open selection Requisition status Staffing SCHOOL School e g Avantech Coll ge Delta Internal UmanaEnglish 192 Modules Course providers Training Courses and groups SEX Sex e g male female Sex of dependant Benefits Dependant Sex of candidate Staffing SIC Standard Industrial Classification e g 0000 Agriculture 0800 Forestry 0900 Fishing SITE Site e g head office store 108 SKILL1 Skills 1 e g AutoCAD CorelDRAW Excel First list of skills acquired targeted by the employee Skills Pre requisites and skills developed via training Training Courses and groups Skills required for the position Position First skills category required Job Job type or title SKILL2 Skills 2 e g coaxial cable microwave Vista unit Second list of skills acquired targeted by the employee Skills Pre requisites and skills developed via training Training Courses and groups Skills required for the position Position Second skills category required Job Job type or title SKILL3 Skills 3 e g fall communication visionary Third list of skills acquired targeted by the employee Skills Pre requisites and skills developed via
5. Data Person main menu A Person Person navigation pane e Fields marked with an amp are mandatory they must be filled out when creating a new file Click 4 Employment to display the Employment history window Click __ to display the Skills window Click __ to display the Medical file window Name and status Address telephone Misc Seniority Emergency Number E PERSID Employee ID First name E FNAME Middle Middle initial E INITIAL Middle initial Last name E LNAME Last name Also known as AKA E AKA Other last name Nickname E NICKNAME Nickname Sex E SEX Sex The Current status of last movement comes from the information entered in the Employment history module You can enter the employee ID yourself or let the system use the next available number Go back to Person window Name and status Address telephone Misc Seniority Emergency UmanaEnglish 146 Modules Street City Province Country Postal code Office Ext Fax Home Mobile Other phone number User ID E mail address E ADDR1 E_ADDR2 E CITY E PROV E_ COUNTRY E POSTCD E_WPHONE E WEXT E FAX E_HPHONE E_CPHONE E_OPHONE E USERID E EMAIL Go back to Person window Name and status UmanaEnglish Address telephone Misc Address City in the address Province or state in the address Country in the address Postal code in the address Work phone number Telephone extension number Fax number Home phone number
6. Click to go to the Employment history input screen which contains the employee s current status and a history of his her movements z Positions Click to go to the Positions input screen which contains the definition of each of the positions in the company Note that the use of the Positions module is optional Other This item should be shaded out unless you have no particular module customized for you company Events Click to go to the Events input screen to follow up on events related to an employee a group of employees or to all employees Health Use this submenu to manage all aspects of employees lives that directly or indirectly affect their health and safety Training Use this submenu to manage activities and skills in relation with the training provided by the company Attendance gross pay Use this submenu to access the various modules that manage employee attendance and gross pay transactions as well as work hours and leave Net pay Use this submenu to calculate net pay or display its details Note that this header is only available if you have opted for Umana Solutions Payroll Gr Benefits deductions Use this submenu to manage plans deductions and enrollments for insurance or other benefit plans Staffing Use this submenu to access the various functions that list a position to be filled and select qualified candidates Its use is limited to Human Resources staff Schedules Click to acce
7. Net pay transactions are entered via the time sheet into the temporary file TEMPPAY Once finalized they are transferred to the net pay detail file PAYDT The PRPAR file completes the employee file with information such as the bank account number for direct deposits statutory deductions etc Operation Input screen To access the Employee info input screen i274 Data Net pay Employee info main menu i24 Person navigation pane This is where information that affects the employee s payment is entered e g bank account numbers for direct deposits To access the Pay calendar input screen Data Net pay Pay calendar main menu Pay navigation pane The pay calendar defines the pay periods by pay group The pay calendar is also the starting point for the whole process Click the _ Tools buttons to access the operations available for payroll UmanaEnglish Modules 115 The Calculate temporary pay operation calculates net pay The results are saved in the TEMPPAY temporary file This calculation takes into account the specific benefits and deductions of the employee s BENEFIT file and other parameters of the PRPAR payroll file This operation is one of the operations available via the pay calendar The Finalize temporary pay operation transfers the transactions of the TEMPPAY temporary file to PAYDT net pay and marks the transactions in gross pay in order to save a history This operation is available via the pay cale
8. UmanaEnglish Modules 151 Divergence between the employee and the position Can an employee in one department be assigned to a position in another department The answer to this question and similar ones 1s controlled by the Configurable options Many possibilities are available Occupants incumbents and substitutes A person assigned to position that he or she holds is an occupant An occupied position is said to be filled You can see the occupants of a position in the Positions window and in certain reports Four ways of occupying a position Active Inactive or assigned elsewhere 1 Active incumbent 2 Inactive incumbent 3 Active substitute 4 Inactive substitute e The incumbent of a position is a permanent employee who is occupying the position permanently e A substitute is a temporary employee or person who is occupying the position temporarily The incumbent may be away from the position temporarily For example he or she may be inactive or assigned elsewhere temporarily This means he or she can be an incumbent for a position and a substitute for another Thus a position can have both an incumbent and a substitute Often the incumbent of a position has certain vested rights in the position such as the right to return after a maternity leave for example e Temporary employee means that the employee has a temporary personal status PSTAT TEMP or something similar see the Configurable options for the spec
9. e Click the Next gt button to access the list of selected employees UmanaEnglish Modules 83 Enroll interested persons ol ee A x Here is the list of selected employees Click to add another person Name Nu J JStat__ PStat_ Department 4 Dl ela All C None 0 person s selected Cancel Previous i This option will enable you to enroll an employee you have manually selected e access the personal file of the person selected access the print control window of the list of selected employees All indicate that you accept that all the selected employees can be enrolled e None cancel the selection of listed employees and manually select one or more others as desired lt Previous go back to the enrollment window Next gt access the enrollment confirmation window of the people selected Enroll the selected people Select this tool to access a window allowing you to enroll a selection of people for this course F This tool enrolls a participant in a course and you can then assign him her to a specific group The search automatically eliminates employees who have already taken the selected course UmanaEnglish 84 Modules EXCEL Excel introduction Enroll employees a Bese oo Sa 3 x Selection criteria This wizard helps you enroll employees in courses Select all employees meeting the conditions below Department Product
10. 184 185 194 195 195 200 201 205 205 209 212 213 218 224 228 229 231 232 233 236 239 240 242 243 250 262 262 263 266 267 268 275 281 282 284 287 288 291 292 293 294 295 297 299 300 301 302 Chapter 7 Index 305 Welcome to Umana 1 Welcome to Umana Welcome to Umana the unique human resources management system In this documentation Introduction How to reach us technical support user interface menus toolbars keyboard shortcuts etc your company Concepts and processes The complexity of human resources and the use of Umana to address your needs Modules An overview of modules by category For each module you will find the related concepts windows and reports Tools and wizards The Termination wizard mass change wizards and the expressions generator Data The data files in the database and a detailed explanation of each field Reports imports and exports Extracting information from the system reports imports and exports Creating your own reports Developer guide A very technical guide for computer specialists to mstall and customize the software UmanaEnglish 2 Introduction Introduction In this chapter Technical support Contact information telephone e mail and Internet User interface Menus keyboard shortcuts toolbars etc Technical Support 1 Internal support First contact the staff at your company responsible for the software
11. Click to access the selected employee s Medical file input screen On this page e Window listing the accidents incidents diseases e Report of accidents incidents diseases Window listing the accidents incidents diseases The listing window displayed under the employee s name lists the reports by type 1 e e Accidents preceded by the icon e Incidents preceded by the icon e Diseases preceded by the icon e Reports arising from a main report preceded by a bullet _ filed under the report they refer to The listing window changes depending on whether the Employee only or the All accidents tab is selected Employee only This window only list the reports concerning the selected employee UmanaEnglish Modules 175 All accidents This windows lists all accidents for all employees Report of accidents incidents diseases UmanaEnglish 176 Modules Each report is automatically assigned a two digit number matching the year in which the accident occurred followed by a sequence number e g 07000001 This number appears to the right of the employee number and name above the tabs This number establishes a link between an event created via the Event module and a report Note that any event created directly in the Event module is not displayed in the listing window Employee tab Employee Details History Compensation Accident The user specifies that the reported event is an accident this is when an employee gets injured
12. Data The data comes from the POS file It contains one record per position The JOBHIST file in which employee movements are found serves as a link between the person and the position held Operation Input screen To access the Positions input screen Data Positions main menu Person Position navigation pane SY See also 4 Module overview 4 Select position dialog box x Employment module Positions reports th Configurable options Related tables Positions concepts On this page What is a position Creating a position Numbering positions Assigning an employee to a position Occupants incumbents and substitutes Reporting relationships and organizational chart FTE budgeted and approved What is a position The use of positions is optional See Configurable options to activate the positions A position in an organization includes the following A chair a spot UmanaEnglish 150 Modules A quantity of work to be done For a person Held by an employee or vacant A budgeting unit Usually there are as many positions as there are employees It is important to understand the difference between a job and a position The downside of using positions is the additional work required to manage them Creating a position You create positions in the Positions input screen Each position has a unique code 1 e ID The first time you activate the positions the system will propose creating positions au
13. Entering a new recipient If an alarm is found the system immediately sends the recipient a message or creates updates a dated record Each day the system triggers the process that activates the day s alarms There are two types of recipients e the Umana system internal messaging an e mail address Go back to start Umana internal messaging The voice mail in Umana manages the messages received A user belonging to one or more groups will get his her messages and those of the group or groups For group messages as soon as a user accepts the message it disappears for all users in the group UmanaEnglish The user who triggered the alarm made the change A specific user or security group role An employee who is also a user Expression for employee number of user ID T Click to enter expression MW Send an e mail instead if employee has no user ID Go back to start Tools and Wizards 199 Check this option for the message to be sent to the user making the change immediately Check this option for the message to be sent to the user or a group of users Check this option for the message to be sent to a user entered in the file of the specified employee Check this option for the message to be sent to the documented user in the form of an expressions generator expression Check this box to access the expressions generator Check this box to send messages via e mail to employees who are not defined a
14. Notes related to plan Template for notes on enrollment form French name BP_NAMF French name of plan English name BP_NAME English name of plan Available from BP_EFFDT Date plan is available to BP_ENDDT Date plan is no longer available UmanaEnglish 42 Modules Insurance carrier BP_CARRIER Insurance company offering the policy Policy No BP_POLICY Number of insurance policy Documents To keep all relevant documents l Notes related to BP_NOTES Check this box to enter free text plan C Template for notes BP_NOTETPL Check this box to create a template for notes on the enrollment form on enrollment form Go back to the Plans Benefits and deductions window General Eligibility Coverage Premiums Pay Automation Eligibility Selection by status Ja Enroll employees Additional criteria Date when employee becomes eligible expression Assuming other criteris are met Date when employee is no longer eligible expression Fnroliment No enrollments Apply on pay run to eligible employees An employee may be enrolled more than once in this plan Options available Default option F Selection by status BP_SELECT Check this box to make a selection Additional criteria BP_CRITER Check this box to add other criteria Date when BP_EFFDT Check this box to enter an enrollment date employee becomes eligible Date when BP_ENDDT Check this box to enter a termi
15. Tools and Wizards 279 e Next gt to access the Last Step Detail of the Record of Employment The different tabs in this window display the detail of the selected employee based on the criteria chosen previously It is possible to update all boxes displayed which will only affect this record of employment The data appearing on the General tab are based either on previous selections or the person s file based on the established criteria The Section 17 tab is to be filled in if the employee received payments or benefits other than regular pay that were paid in anticipation of or after the final pay period during a remuneration stop regardless of whether these amounts are insurable or not UmanaEnglish 280 Tools and Wizards The Section 19 tab is only filled in if the employee receives one of the following indemnity payments sick leave maternity leave parental leave or group wage loss indemnity after the last day worked The data on the Contact tab are from information entered beforehand Last step UmanaEnglish Tools and Wizards 281 ROE Record Of Employment eH ay Seas esd 5 Last step You can now printthe ROES and or upload them to the Revenue Canada oy web site a Create file to upload Revenue Canada Update ROE history Cancel Previous Click e amp Print the ROEs to view or print the record of employment Creat
16. View the items that are displayed with the images or L_ Window menu Home gt Introduction gt User interface gt Menu bar navigation pane and toolbar gt Window menu On this page e Window menu Window menu The Window menu manages open windows in the application UmanaEnglish 16 Introduction What the options do Restore Shortcut Cirl F 5 Click to redisplay a minimized window Next Shortcut Ctrl F6 Click to display the next window Minimize Shortcut Ctrl F9 Click to minimize the currently selected window Minimize all Click to minimize all the windows Close all Shortcut F12 Click to close all the windows Help menu On this page e Help menu Help menu The Help menu includes the help and field description functions of the application or of Umana Solutions Help Help about CarverH R Fl This Field Chisel ty Carver Technologies on the Web About Carver H R What the options do I Umana Shortcut F1 Click to open the application s help file This field Shortcut Ctrl F1 Click to display help for the currently selected field nil Umana on the Web Click to open the Umana Web site in an Internet Explorer window About Umana Click to display the various boxes About Animators Memory Hardware and System Pop up menus Required fields Fields marked with an amp are mandatory they must be filled out Pop up menus Pop up menus are displayed to the right
17. 1 Updating employee files This is clearly an ongoing process that is independent from payroll It is important however for employee files especially salary to be up to date before the payroll is done e Employee file e Employment history status salary e Payroll information bank account statutory deductions etc e Benefits Here are some reference tables that are crucial to doing payroll e Rates table e Pay calendar 2 Entering importing or generating hours worked Here are some ways to gather or enter hours e Time sheet e Import in Attendance detail Umana provides a generic import function from Excel xls as well as customized imports from time clocks and other systems If only the exceptions are entered you will need to create regular working hours This tool can also generate monthly or semimonthly salaries e Generation of salaries 3 Control quality Many reports are available from the Print Gross pay menu They are described in the Gross pay control tools section To make corrections to gross pay use the Attendance detail window 4 Calculating net pay There are two separate ways to calculate payroll 1 Export to an external payroll service e g MediSolution s MediPay 2 Use the integrated net pay in Umana UmanaEnglish 28 Concepts and processes 4a Exporting a file for external net pay If you use an external payroll service in Umana you will create export a transaction and change
18. Courses Enroll Selected Employees the tools of the Course and Group input window Courses Enroll Interested Persons Access the Enroll interested persons Wizard via the main menu Tools Wizards Courses Enroll interested persons the tools of the Course and Group input window There are two steps to enrolling selected people in a course e Identifying the employees based on certain specific criteria e Confirm enrollment Introduction UmanaEnglish 234 Tools and Wizards Enroll interested persons Introduction An interested person is a person who has a targeted akil corresponding to a skill developed by this course The skills developed by this course are the following To see the skile acquired and targeted open his skile window To determine the missing skills print the Missing skills report t compares each employee skills with the skills g required by his position Missing skills Click Next to retrieve interested employees Only employees with status EMPL Employed Even persons who already attended the course Previous Next y Skills window e Click to open the dialogue box to select the person whose acquired skills you want to view Missing skills e Click ________ to access the Missing Skills report and compare the employee s acquired skills against the skills required for his or her job Note that this report
19. O The search automatically eliminates employees who have already taken the selected course UmanaEnglish 82 Modules Enroll interested persons pee 2 x Introduction An interested person is a person who has a targeted skil corresponding to a skill developed by this course The skills developed by this course are the following Computer Excel To see the skils acquired and targeted open his skiles window To determine the missing skills print the Missing skills report t compares each employee skills with the skills required by his position Missing skills Click Next to retrieve interested employees Only employees with status EMPL Employed Even persons who already attended the course Cancel Previous Next y i Skills window i option to access a dialog box that allows you to select the person whose acquired skills e Click on the you want to view Missing skills e Click on the Missing skills option to access the Missing skills report that allows you to compare the employee s acquired skills with the required skills for his her job Note that this report also offers the option of updating employees target skills e You can use the Select one or more menu to select only employees with a certain status Only employees with status option e You can extend your selection by clicking the Even people who already attended the course option
20. PP_EXPRV 1 Employee s basic exemption provincial taxes Provincial spouse Federal PP_EXFED2 Amount transferable between spouses federal i spouse Provincial PP_EXPRV2 Amount transferable between spouses provincial other Federal PP_BASTC Enter any other basic exemption such as credits for dependants federal other Provincial PP_PBASTC Enter any other basic exemption such as credits for dependants provincial Total credit Federal Total federal income tax credits calculated by the system Total credit Total provincial income tax credits calculated by the system Provincial Additional tax Federal PP_ADDTAX Enter any other employee source deductions federal Additional tax PP_PADDTAX Enter any other employee source deductions provincial Provincial Excluded deductions PP_DEDSTX List of statutory deductions the employee is exempt from paying Dependants number PP_DEPEND Employee s number of dependants Go back to Payroll info window Deposits Taxes Misc RRRRRRRRRRRRRRRRRRRRRRRRRRR Internal Label name Commissions PP_ESTINC For employees on commission Total revenue Revenue Commissions PP_ESTEXP For employees on commission Total expenses Expenses l Record of E ROES History of records of employment generated for theemployee employment ROE history T4 and Relev 1 PP_T4ADJ List of adjustments to be made to T4 and Relev 1 in the AA yyyy ee nn O where AA T4 or R1 adjustments y
21. Type File Amount f Keywords Calendar day Workday Hours E chee SERT Open Manual Status 7 Planned P In progress E af Completed C PO Cancelled x amp Class Brief text Notes Documents Duration Start F Meetings End Demiere modit On this page Selection of events Overview Search Index General info Viewing events Our company Selection of events The left part of the Events input screen displays the search fields to select events displayed in the view window UmanaEnglish Modules 93 Overview Overview Search Index Re Overview Search Index GRIEF Grievance A Se MEDEXAM Medical Examination Qe MESUR Measure MESUR Noe x DEMO ss o HRA z 4 TEST Collective mag z i ete TrA a F if All Collective events amp For employee Display The Overview is a folder of events displayed by class file and type You can display the view window for events selected in the Overview by e double clicking one of the classes files types e clicking Display after selecting a class file or type All Select this field to show that the events being searched may be collective or associated with a single employee Collective events Select this field to show that the events being searched have been identified as collective events For employee Select this field to show that the events being sear
22. UmanaEnglish User Manual Prepared by Administrator Date 1 20 2015 Copyright Carver Technologies Inc All Rights Reserved UmanaEnglish copyright Carver Technologies Inc All rights reserved http www carvertechnologies ca The information contained in this document is subject to change without notice This document contains proprietary information which is protected by copyright All rights are reserved No part of this document may be photocopied reproduced or translated to another language without the prior written consent of Carver Technologies Inc Table of Contents Chapter 1 Welcome to Umana Chapter 2 Introduction Technical Support User interface Menu bar navigation pane and toolbar System menu Edit menu Tools menu Data menu and navigation pane Action menu and toolbar Print menu and navigation pane Window menu Help menu Pop up menus Keyboard shortcuts Chapter 3 Concepts and processes System Administration Concepts Sessions Preferences Security and Access Rights General Concepts Shared Data Concepts Giving a pay increase Hiring an employee process Doing payroll process Payroll visual overview Chapter 4 Modules Benefits module Benefits concepts Benefits input screen Dependants input screen Benefit plans input screen Time banks module Time banks concepts Time banks units Time banks how to use Time banks input screen Time banks plans input screen Skills develop
23. Which bank AP_BANKID Identification number of the time bank French name AP_NAMF French name English name AP_NAME English name Used when AP_CONDTN Used by default if I Notes AP_NOTES Check this box to enter free text The new year always AP_ROLLTYP Click this button to enter the day and month the current year starts on the starts on th day of AP_ROLLDAY Day month starts th month AP_ROLLMTH Month period starts The current year AP_ROLLTYP Click this button to enter the beginning and end of the year starts on From AP_EFFDT Year start date To AP_ENDDT Year end date Year start date AP_ROLLDT Click this button to enter an expression for the year start date expression Individualized start AP _ROLLDT Click this button to enter an expression for the year start date by employee date expression Go back to Plans Time banks window General Seniority Entitlement Absences UmanaEnglish Modules 61 General Seniority Entitlement Absences Seniority date gt partial period counts f Pro rata 7 Entire amt if before day of month 200 F042 16 07 34 TEST Seniority date AP_SENDT Seniority date Pro rata AP_STRTTYP Click this button to prorate partial months Entire amount if AP_STRTTYP AP_STRTDAY AP_STRTMTH Click this button to enter the day and month the period starts on before Go back to Plans Time banks window General Seniority Entitlement Absences General Seniority Entitlement i Abs
24. Benefits Wizards gt Benefits Update enrollments To access updating benefits Main menu Tools Wizards Benefits Update enrollments Tools of the benefit plans mput screen There are three steps involved in updating the benefits e Selecting the benefit plan and actions to be carried out e dentifying employees in accordance with specific criteria e Confirming the update Plan and action Tools and Wizards 209 UmanaEnglish 210 Tools and Wizards Benefits update wizard 1 Benefit plan and action required Ea This assistant helps you update and terminate benefit enrollments Sene tpin A Operations J Update rates coverages premiums Maintain history Make it effective as of the date below C Overwrite current values Correction only Terminate enrollment of ineligible employees Effective date for updates and terminations 2007 08 16 Cancel Previous Next e Select the benefit plan e Specify the actions to be carried out 1 e update coverage and premiums with or without keeping a history and or terminate non eligible employees e Select the effective date for terminations and or updates Click Next gt to choose employee selection criteria Employees to process Benefits update wizard AVANC 2 Employees to process Ea This step lets you specify a selection of employees to be processed will select employees manually f Selec
25. Cirit Find Next Colts Replace Ci4e What the options do wI Undo Shortcut Ctrl Z Click to cancel the changes made and go back to the field s initial state Ca Redo Shortcut Ctri R Click to redo the changes you have just cancelled d Cut Shortcut Ctrl X Click to erase the selected text and save it to clipboard Copy Shortcut Ctrl C Click to copy the selected text to clipboard Paste Shortcut Ctrl V Click to insert clipboard contents in the selected field I Clear Click to erase the selected text without saving it to clipboard Select all Shortcut Ctri A Click to select the entire text of the selected field ih Find Shortcut Ctrl F Click to open a dialog box allowing you to search for a word or group of characters Find next Shortcut Ctri G Click to redo the same search Find and replace Shortcut Ctri E Click to open a dialog box allowing you to search for a word or group of characters you wish to replace UmanaEnglish 6 Introduction Tools menu On this page Tools menu Maintenance submenu Wizards submenu Tools submenu Tools menu The Tools menu enables you to maintain and configure your system It also puts wizards at your disposal 79 ay Maintenance d SN Wizards A Export Import Word Processing Alarms b Giba Options Ee Users what the options do 3 Maintenance Click to access the Maintenance Submenu and perform operations that affect all emp
26. Destination space to specify or change the name of the file to recetve the exported data Modifying an export You can modify an export permanently including the following Default target fault Default order selection and criteria Authorized users Data fields to be exported some exports only See also Creating or modifying an export Exporting to the General Ledger Interface to external payroll net pay W Record of employment UmanaEnglish 300 Reports imports and exports Creating or modifying an export Creating or modifying an export Umana allows you to create your own exports or to modify an existing one Standard file formats include e XLS for Microsoft Excel e XML a widespread generic format e CSV comma separated values a widespread generic format Copy Modify First select the export to be modified or copied e To modify an existing export click _ Modify on the application s main toolbar e To create variations of an existing export click __ Copy The window below is displayed Enter or modify the desired parameters and click OK to save your changes They will be effective immediately on your workstation M French and English descriptions Click the box to enter a longer description help for export The description is displayed in the export selection window when the user clicks the W Order Selection Criteria File Parameters Click the box to modify its
27. J ENTITY1 Responsibility centre the job reports to Product ENTITY2 J_ENTITY2 Budget item the job refers to Grade J_ GRADE Job grade Union J_ UNION Union the job is associated with GL distribution ee Click to enter this job s distribution to the Job General Ledger Go back to the Job window General Remuneration Usage Skills General Remuneration Usage Skills Task performed ba Education Computer Machines Management Networking Jobe promotes to Tasks performed J TASKS Tasks to be carried out Languages J_LANG Languages required for the job Education J EDUC Level of education required for the job Computer J_SKILL1 First skills category required Title defined in the configuration options Machines J_SKILL2 Second skills category required Title defined in the configuration options UmanaEnglish Modules 91 Management J_SKILL3 Third skills category required Title defined in the configuration options Networking J_SKILL4 Fourth skills category required Title defined in the configuration options Job promotes to J_TJOBS Jobs the employee can move to as per career plan e Note that a similar tab also exists for the Positions window A job can include certain requirements and a specific position can add others Go back to Functions window A See also 2 Job job type or title module z Job concepts Events module p Overview The Events module is used to follow up events linked
28. Module Doing payroll Concepts Doing payroll Process Net pay input screen This module is only available if you opted for our payroll system Please consult your technical support To access the Net pay window select Data Net pay Detail Net pay from the menu bar Click the button of the Payroll navigation pane UmanaEnglish 134 Modules Net pay Earnings Benefits Statutory deductions The left part of the window displays the net pay list Click the one you want to see and the employee detail will be displayed in the right part of the window each of the tabs containing its separate detail while the bottom part displays the payroll summary for this employee Three fields are displayed to the right of the employee i e employer number for payroll pay group and province You can add and modify the benefits and deductions to be applied to payroll Under these tabs the New button at the top right will be available Toolbar Click Cumul to display the cumulative totals for the year Extra columns will be added within each of the tabs l Click Overview to view the entire year You can view the summary one line per pay or the detail all codes for the year Click 4 Recalc to recalculate this pay for this person i Click __ to display the pay calendar Click __ to display the Benefits and Deductions window available only from the Benefits tab Click __ to display the Benefits plans wind
29. UmanaEnglish 204 Tools and Wizards Select Pay out nothing The employee loses the balance if you do not want to pay the bank balance to the employee Select Pay Out All or Some if you want to pay part or all of the bank balance to the employee The bank has both time and dollars Select Pay out the DOLLAR balance in the bank if you want to pay the balance in dollars to the employee Select Pay out the HOURS remaining at the current rate if you want to pay the balance in hours to the employee Select Pay the larger of the two above if you want to pay the greater of the hours or dollars of the balance to the employee e Ifyou choose to Pay out nothing you can go directly to the window to check and correct numbers Including the current year Time bank termination wizard 672 ATELIST Philippe Phil J Include current partial year in progress Entitlement for this bank was calculated through April23 2006 Since then 44 days 121 83 of a new year have elapsed Based on that and on his Seniority as of 2007 07 12 this person should receive an additional entitlement for the current period of 140 00 hours his Recalculate Cancel Check Include current partial year in progress to add to our entitlements that the employee would have acquired during the period You can change the percentage seniority date or entitlements for the current period The Wizard automatically does the calculation Click Recalcul
30. Vice President Training 1 Maximum nbr students i eis ee WINNTO1 Windows NT Show on 5 8 H SELF Autodidacte H TRNPLAN Planification admin de formatn Enrolled in this course In this group 0 Group ID Enter the desired number or leave it blank for automatic numbering Term Enter the quarter during which the course will be given to this group Notes Click in this field to enter free text regarding the group UmanaEnglish 78 Modules Related documents Select the related reference documents Maximum no of students Enter the maximum number of students who can take the course in this Group Closed Check this box to specify that the maximum enrollment has been reached for this group Show on E S S Check this box to specify that employees can sign up for this course themselves in this group Enrolled in this course To the right of this header the number of students enrolled in this course In this group To the right of this header the number of students enrolled in this group Resources Description Resources Cost Course and group excen 1 ooo Excel introduction H CONT Formation continue H EXTERN Cours externe E amp INTERN Cours inteme Description Resources Cost He ANGL 1A English level 1 ef EXCEL 1 Excel introduction This groti aalala T ay 0001 ETEOS Language taught in ARA Arab A 0002 ETE 2004 o gt 0003 S
31. a ee Employment status EMPL Empoy a Fersonal status MGMT Management PERM Permanent T Job Job category See ee ee Pay group ee ewe x Employee s PERMANENT status Only if hired before t after fof Additional criteria Even persons who already attended the course Cancel Previous Next e Select the I will select the employees manually option to access the list of selected people which will allow the manual selection of participants e Select the option titled Show me the employees who meet the following criteria to access the list of people who meet the stated criteria Using the pull down menus you can specify the following Responsibility centre Personal status Job Category Pay group of employees you want to select By checking off the following boxes e Permanent status You limit the list to employees with permanent status e Only if hired You limit the list to employees hired before or after the specified date depending on which box you check e Additional criteria You can program additional criteria using the expressions generator e Even people who already attended the course You can include this category of people in the selection Click the Next gt button to access the list of selected people in accordance with the criteria defined gt Assign groups Select this tool to access a window allowing you to include groups of people whose enrollment is completed or in
32. e Identifying the default values which applies to all records of employment e Identifying the employees based on certain specific criteria e Printing or uploading records of employment to Revenue Canada s Web site ROE Counters UmanaEnglish 276 Tools and Wizards Four counters are needed for the wizard to total the amounts for the Insurable Earnings Vacation Pay Holiday Pay and Other Monies boxes for the record of employment It is mandatory that these four counters be defined Click Counter definition to access the definition of counter rules window that allows you to view modify or add a counter Click Next gt to open the window defining the default values Default values UmanaEnglish Specify Click Tools and Wizards 277 Reason The reason for stopping work previously that was previously defined in the ROEREAS reference table Reason for Leaving based on the codes defined by the government Anticipated recall date Enter the date or check No recall anticipated if there is none Contact name the person at your company to contact if a government officer needs additional information Signatory the person at your company who signs the record of employment Comments if you want the note to appear in the record of employment Save these values as defaults for next time If you want to keep the values entered for future use i lt Previous to return to the Counters window Next gt to access t
33. e g increase hire transfer UmanaEnglish Modules 189 Last movement leading to a change in employee s employment status Employment history Movement to be created Employment history Mass change Wizard Increase movement to be created Apply new rates Wizard Selection via movement Record of employment Wizard JACTION Movement e g increase hire transfer Last movement leading to a change in employee s employment status Employment history Movement to be created Employment history Mass change Wizard Increase movement to be created Apply new rates Wizard Selection via movement Record of employment Wizard JOBTYPE Job type SQDM e g self employed worker manager office workers Job type SQDM Bill 90 Job Job type or title JSTAT Employment status e g employee inactive retired Employee s current employment status Employment history Selection by employment status for temporary net pay calculation Net pay calculation Selection by employment status Event Selection by employment status Person Mass change Wizard Selection by employment status Employment history Mass change Wizard Selecting a specific employment status Enrollment of interested employees Wizard Employee selection via the employment status Enrollment of selected employees Wizard Selection by employment status Compares employees vs position held Wi
34. for a single job you can enter other possible jobs here Position title in French By default this is the name of the job but you can change it if you want Position title in English By default this is the name of the job but you can change it if you want Multiple selection Validation table GRADE Occupants Budget Skills UmanaEnglish 158 Modules General info Type PSTATs possible Location Schedule Documents Last Modified Type Position source PSTATs allowed Pay group Location Union Schedule Full time Documents Notes Occupants BURPF Office with 2007 0410 15 35 06 AUTOMATI Label be Internal P_POTYPE A way of classifying your positions with no implications for Umana Validation table POTYPE P_POSRC P_PSTAT P_PAYGRP P_LOCN P_UNION Budget Position Souce Pay Group Union Full time Skills Notes Origin of position new or transfer Reference table POSRC Allowed statuses for the position Validation table PSTAT Pay group to which the position belongs Validation table PAYGRP Location of work defined in LOCN reference table Union defined in UNION reference table P_SCHEDID Typical schedule for the position P_ HRSPER_ Average number of hours worked for the position Documents for this position that you would like to keep P NOTES Go back to Positions window General info General info Owner Replacement superv
35. of course It does not consider either status or future movements Optional arguments e Arg 1 Employee s seniority date By default MAGICNO uses the seniority date from the employee file pers E_SENIORDT if present Otherwise the date of last hire pers E_LASTHIRE will be used e Arg 2 Employee s date of birth By default MAGICNO uses the date of birth from the employee file pers E_BIRTHDT e Arg 3 Target date By default the variable dAsof is used if it exists otherwise it will be the current date MONDAY Day of the week Returns the date of the first day of the week or the first day of the week for a given date Usually the first day is either Sunday or Monday Optional argument e Arg 1 Day of the week By default MONDAY uses the C_WEEKSTRT day from the NCONFIG file NAME Last name and first name UmanaEnglish Tools and Wizards 255 Returns the last name in capitals a comma space and the first name The length of the field can be variable Example ATELIST Phil Optional arguments Arg 1 Default employee number the current record of the PERS file will be used OCCUPANT Position occupant Returns the employee number of the incumbent or replacement for this position Update In the Occupant tab of the positions window Optional arguments e Arg 1 the identification code ID of the position for which an incumbent is required Blank to use the current position e Arg 2 Curr
36. Alarm definition window select Tools Alarms Define from the menu bar or click the button on the Administration shortcut bar Alarm definition Condition Action UmanaEnglish 196 Tools and Wizards The left part of the window displays the list of existing alarms Toolbar Click _ to view future alarms Go back to start Condition tab Condition Action French AL_TITL_LANG French alarm title English AL_TITL_OTHERLANG English alarm title I Active AL_ACTIVE Check this box to specify that the alarm is active UmanaEnglish I Notes AL_NOTES Activation mode Broadcast Until Periodic Frequency Pre update C Blocking error Post update Date triggered As a result of a change AL_ DBF Condition to test Selection AL_SELECT M Condition AL_CONDTN M Date AL_ONDATE l Trigger if date is past AL_IFPAST l Trigger if today AL_IFTODAY M Reset to AL_RESET Go back to start Action tab Condition Tools and Wizards 197 Check this box to enter free text Check to specify that the alarm is intended for all employees Specify when the broadcast will end Check to specify that the alarm has an application frequency Specify the alarm frequency Check to trigger alarm before the file is updated Check this box to specify to the user a data entry error preventing data from being saved Check to trigger alarm after the file is updated Check to trigger alarm after the update of a Date field from the
37. An expression is a string of characters that returns a value of the date numeric or other type The problem is that there is a space constraint which is why certain procedures are used that can address certain concepts of which the expression in question is incapable The expression is far less powerful and less complicated However it is probably easier to build with the Wizard and quicker to run Click Edit to display the free text note window procedure or the return type field in the Generation of an Expression window to create or edit the selected expression Return to the Date Expressions window Definition Parameters 1 10 Parameters 11 20 UmanaEnglish 242 Tools and Wizards It is possible but not mandatory to enter up to 20 parameters For each parameter enter the description on the left side and the content on the right Return to the Date Expressions window Definition Parameters 1 10 Parameters 11 20 It is possible but not mandatory to enter up to 20 parameters For each parameter enter the description on the left side and the content on the right Return to the Date Expressions window EY See also Expressions Generator Dated Expressions Tools Options module Home gt Tools and Wizards gt Options module UmanaEnglish Tools and Wizards 243 i Overview The Options module defines the application s configuration options These options apply to all Umana system users User
38. B_VAL9 Value of plan s ninth option Option 10 B_VALO Value of plan s tenth option Go back to the Plans Benefits and deductions Enrollments window Enrollment Coverage 1 Coverage 2 Premiums Enrollment Coverage 1 Coverage 2 Premiums Premium 16 01 Premium 9 08 Total 20 665 in 2007 Total 16 50 in 2007 Balance Sales tax 3 00 The above premium amounts are Weekly Employee share B EPEPREM Premiums paid by employee Premium Employee share Total Total paid by employee for the selected period Employee share B BALANCE Balance of premiums to be paid by employee Balance Employer share B_ EPRPREM Premiums paid by employer Premium Employer share Total Total paid by employer for the selected period Employer share B SALETAX of applicable sales tax Sales tax UmanaEnglish Go back to the Plans Benefits and deductions Enrollments window Modules 39 LA See also dh Benefits module a Benefits concepts Dependants input screen Home gt Modules gt Benefits module gt Dependants input screen To access the Dependants window Data Benefits deductions Dependants from the menu bar Click the button on the Benefits navigation pane When enrolling a new dependant all the fields marked with an A are mandatory and must be filled out Dependants ATELIST Philip PHILLY Junior Child Ares Relationship CHILD Child City a SH Country
39. Ctri O or the Escape key This is the opposite of the Save command Click to disregard the new data you have just entered i Find Shortcut F4 Click to open a dialog box to find another employee or for another record Print Click to print the record displayed First Click to display the first record of the file Previous Click to display the previous record Next Click to display the next record Last Click to display the last record of the file Print menu and navigation pane On this page e Print menu e Navigation pane Print menu The Print menu lets you print or view over 300 customizable reports You can also build new ones UmanaEnglish 14 Introduction what the options do Rerun last report Shortcut F7 Click to rerun the report that was just generated 2 Person Click to access the various reports of the Person module e g employee list x Job Click to access the various reports of the Job module e g employee history or list of movements z Positions Click to access the various reports of the Positions module including the organizational chart or list of applications for a position Events Click to access the various reports of the Events module e g list of events or schedules Health Safety Click to access the various reports of the Health Safety module e g accident list Training Click to access the various reports of the Training submodule e g list of employe
40. Gross pay control tools 124 Gross pay input screen 116 Gross pay module 115 H Health and safety module 170 Import 294 Import bonus 297 Import raises 295 Input screen Accidents 173 Input screen Alarms 195 Input screen attendance detail 116 Input screen Benefit plans 40 Input screen Benefits 36 Input screen Courses and groups 71 Input screen Dated Expressions 240 Input screen Dependants 39 Input screen Employment history 102 Input screen ENTITY 1 181 Input screen ENTITY 2 184 Input screen Events 92 Input screen General Ledger Distribution 161 Input screen gross pay 116 Input screen jobs 87 Input screen Medical file 172 Input screen net pay 133 Input screen pay calendar 122 Input screen payroll info 126 Input screen person 144 Input screen positions 156 Input screen Rates table 168 Input screen Remuneration plans 164 Input screen schedules 108 Input screen Skills and career 65 Input screen Time bank plans 58 Input screen Time banks 54 Input screen users 284 Interface to external net pay 138 Introduction 2 J JOB 87 Job module 86 JOBHIST 102 Jobs input screen 87 K Keyboard shortcut 17 Maintenance Tools 262 Mass Change Wizards 212 Medical file input screen 172 Medical file submodule 171 Menu main 3 Menu action 12 Menu attendance 8 Menu benefits and deductions 8 Menu context 16 Menu data 8 Menu edit 5 Menu
41. Ledger Go back to Employment history window A See also Employment history movements module Employment history concepts a Options Jobhist Schedules module Home gt Modules gt Schedules module UmanaEnglish 108 Modules a Overview The Schedules module is used to define standard schedules and assign employees You may define only a few schedules such as office schedule evening schedule etc However with rotating schedules several schedules may be required for different teams Each schedule has a unique ID of six characters maximum A schedule is defined by rules e g Monday to Friday and exceptions such as statutory holidays For each date the schedule specifies a shift or other day type e g statutory holiday Employees are assigned to a specific schedule in the Employment module Data Day types and shifts come from the DAY TYPE table The data comes from the SCHED file whose format is not directly accessible To use the information from a schedule in a report or a selection use the WKCAL function Operation Input screen To access the Standard schedule input screen Data Schedule Standard schedule main menu Administration Schedules navigation pane See also amp Module overview Schedules reports available x Employment module Related tables Schedules input screen To access the Standard schedule window select Data Schedules Standard schedule from the menu ba
42. Philippe Phil 672 ATELIST Philippe Phil WA ASSUR Collective insurance Plain AVF Optional life Wa AVF Optional life MA CLUBSOC Social club Effective From 2007703729 to Yuna MA FOSPEN RCRE pension plan Current enrollment Enrolled since 2006 07 24 Option selected Reference Number F Smoker Beneficiary Carrier notified dt fond hi Notes 2007 0W29 06 36 24 TEST From ur ont cara cene coes emere emit 20072 83 Plan B_PLANID Plan ID Effective from B_EFFDT Date of start of enrollment to B_ENDDT Date of end of enrollment The left part of the window displays the list of benefits plans in which the employee is enrolled UmanaEnglish Modules 37 The view window at the bottom of this screen is used mainly if you are working on a benefits plan It contains the plan s entire history Click on the line you want to see and the system will display the corresponding file Coverage 2 Coverage3 Employee Employer 2007 0329 2 00 4 83 2007030620070328 200 e O 200600920070305 aoo o o OS oaa O r aN need Lanne nine 4 74 t Coverage 1 At the start this window displays the plan s current status and this record is found on the last line of the view window To view the previous records use the keyboard arrows or mouse to go up or down Enrollment Coverage 1 Coverage 2 Premiums Enrollment Coverage 1 Coverage 2
43. Postal Code a sex F Female Telephone PE Language Spoken SY ain e a ee amine FARN usv7 oaras gt 1s77 03 16 30 years F smoker Tee i First name DP_FNAME First name of dependant Last name DP_LNAME Last name of dependant Address DP _ADDR1 DP_ADDR2 Address of dependant City and Province DP_CITY DP_PROV City and province of dependant Country DP_COUNTRY Country of dependant Postal code DP_POSTCD Postal code of dependant Telephone DP_PHONE Telephone number of dependant Relationship DP_RELATN Relationship with dependant S I N DP_SIN Social insurance number of dependant Sex DP_SEX Sex of dependant Language spoken DP_LANG Language spoken by dependant Birth date DP_BIRTHDT Date of birth of dependant UmanaEnglish 40 Modules I Insured DP_INSURED Check this box to specify that this dependant is insured l Notes DP_NOTES Check this box to enter free text l Smoker DP_SMOKER Check this box to specify that this dependant smokes See also ah Benefits module a Benefits concepts Benefit plans input screen To access the Plans Benefits window select Data Benefits deductions Enrollments from the menu bar Click the ze button on the Benefits navigation pane For new plan enrollments fields marked with an are mandatory they must be filled out Click 4F to display the list of employees enrolled in this plan Click to display the Dated expressions window Click 3 to do the following
44. T HOURS T_DAYTYPE T_UNITRATE T_AMT T_CURR T_NOTES T_DEST T_ PROJECT T BATCH Transaction type Transaction option Effective date of transaction Shift and regular working hours for the person for this day based on his her file employment history Date of last transaction to be created Check this box to create transactions for unplanned days in the calendar when you create a series of transactions Value of ENTITY1 or ENTITY2 Job Grade Number of hours of the transaction Employee s shift at the transaction date Hourly rate to apply to the transaction Check this box to stop adding hours to the day s total Total amount of the transaction Currency of the transaction Check this box to enter free text P Paid The numbers 1 9 represent the time banks involved A number followed by a D is a deposit A P or W after the number means a withdrawal paid or unpaid Code of project or distribution to the General Ledger if unusual Batch number for the transaction UmanaEnglish 118 Modules I Paid T_XMITOK If this box is checked the transaction has already been processed and finalized by net pay Pay no T_PAYNO Pay group and pay period in which the transaction was processed by net payroll If the transaction has not yet been paid only the pay group is displayed If the transaction belongs to temporary pay the group is displayed also but the Paid box above is not checked Date paid T_XMITDT Date transacti
45. The default calculation is e hourly rate pay per period weeks per period hours per week This rate is rounded off to the number of decimals 2 to 4 specified in the Attendance Configuration options 3 If the Stop salary period impossible option is checked under Employment Configuration options the salary per period will be recalculated CA See also P Module overview Employment history movements module Employment history concepts Employment history input screen UmanaEnglish Modules 103 To access the Employment history window select Data Employment main menu Person Employment navigation pane The Employment history file should be created for the employee at the time of hiring e All fields marked with an amp are fields that must obligatorily be filled out when creating a new file You can personalize this input screen to your needs It can contain two additional tabs LTA and Premiums Employment history window Status Job and Position Remuneration Attendance Plans Misc iNew Ep modiy gt lt fd lt 2 Baring 4 4b H a Ja ear i ey a BLP POS PA ee eee T ATELIST Philip PHILLY Current status Action AUGMEN Raise Effective 2006 05 24 to it Status Job and Position Remuneration Attendance Plans Misc Employment status EMPL Employed following HIRE New Hire Temporary Effective at end of day Personal Status PERI Permanent
46. The report layout defines the headings and location of the extracted data on the page Once the data is extracted the layout formats the reports to display them on screen send them to the printer or to a destination of your choice The layout definition is like a program that you can modify The standard report layout definitions are in the REPORTS folder When you modify or create your own layout it is saved in the CUSTOM folder See Defining a layout Imports and exports Imports and exports enable external links to or from text or spreadsheet files Operation Executing printing or viewing a report Umana reports are organized by category in the same way as the modules To access them Print main menu Shortcut bar Creating your own reports e To modify an existing report the default selection or the layout choose the desired report select Action from the main menu bar and click _ Modify or press F2 e To create a new report use an existing report model There are many report models in all the categories Choose the basic report select Action from the main menu bar and click _ Copy or press CTRL I at the same time Exporting a file Access exports via Tools Export main menu Importing a file Access imports via Tools Import main menu A See also UmanaEnglish 288 Reports imports and exports Executing printing or viewing a report Standard Umana reports Creating your own reports Defining page
47. Tools and Wizards For each group above you must specify the value to enter for the adjustment transaction It can be the same as the original or reflect the current value You can select one based on your tables or use an expression to create it e Option pay code pay code for the transaction based on your reference tables ABSENCE Absence AMTOPT Options amount of pay MISCBANK various bank adjustments PRIME Prime and TIMEOPT Options hours worked e Department based on the main structure ENTITY 1 of your company e Transaction date date of the adjustment transaction for gross pay e Project to be entered directly O the options Same as the original and Expression will be shaded if you have chosen to generate only one transaction per person Click i e lt Previous to return to Number of transactions to generate e Next gt to access the Final Confirmation window Apply the new values UmanaEnglish Tools and Wizards 275 Click e lt Previous to return to Transactions to create e Finish to create transactions in gross pay i Processing can be cancelled by returning to this wizard and selecting Undo a retro from the initial window Record of Employment Wizard Access the ROE Record of Employment via W the main menu Tools Wizards ROE Record of Employment Printing or uploading the record of employment is done in four steps e Identifying the counters
48. UmanaEnglish Tools and Wizards 251 ANNIV E_BIRTHDT Next birthday Returns the next birthday Note The E_ANNIVMD field comprises the month and day of birth and comes from the E_BIRTHDT field which is the full date of birth The ANNIV adds the year of the next birthday ANNUAL Annual pay Returns annual pay Update It can be entered manually or calculated starting from annual pay or the hourly rate When it is entered manually it affects the salary by periods and hourly rate Manually In the Remuneration tab of the Employment history window Calculation For a salaried employee salary not 0 the annual salary is calculated based on the salary by period the number of hours worked per week and the number of weeks per year For an employee who is not salaried salary equals 0 the annual salary is based on the hourly rate the number of hours worked per week and the number of weeks per year Static tables The PERIOD table is used to define the number of weeks or periods by year ie Configurable options X Stop salary period impossible X Stop annual salary impossible X Calculate hourly rate of salary ANNUALFT Full time equivalent annual pay Returns the full time equivalent annual pay i e annual salary if full time work For a full time employee this function is similar to ANNUAL Update It can be entered manually or calculated starting from annual pay or the hourly rate When it
49. Usage Skills French J_JOBTITL_LANG French job title English J_JOBTITL_OTHERLANG English job title UmanaEnglish Modules 89 Job category J_JOBCAT Job category SQDM job type J JOBTYPE Job type SQDM Bill 90 N O C J_NOC National occupational classification C Expired code J_INACTIV Check this box to show this job is expired I Notes J_NOTES Check this box to enter free text Go back to the Job window General Remuneration Usage Skills General Remuneration Usage Skills Class Points Premiums applying Display rate for CADRE Management Min per Max per Key RatelD Rien afficher ie Internal Label name Class J_JOBCLASS Character chain identifying the class associated with this job Points J_POINTS Points allocated to the job often based on job related difficulties used in a job equity program in particular Premiums applying J_PRIME1 Premiums that apply to this job Display rate for RE_PLANID Remuneration plan for which rates are displayed ES Click this button to display the Rates table window The view window at the bottom displays an overview of rates according to the key Rate ID showing the minimum maximum and suggested ETC Full Time Equivalent Go back to the Job window General Remuneration Usage Skills UmanaEnglish 90 Modules General Remuneration Usage Skills This job applies only to Department Product Grade Union Department ENTITY1
50. also offers the option of updating employees targeted skills e Select Only employees with status EMPL Employed using the dropdown menu for the type Select one or more e Expand your selection by checking the Even persons who already attended the course box e Click Next gt to access the list of employees selected List of Selected Employees UmanaEnglish Tools and Wizards 235 Select the option to enroll an employee that you have selected manually e to access the personal file of the person selected to access the print control window of the list of selected employees All to indicate that you accept that all employees displayed be enrolled e None to cancel the selection of the employees listed and to manually select one or more other employees H Click i e lt Previous to return to the Introduction window e Next gt to access the Final Confirmation window J Final confirmation UmanaEnglish 236 Tools and Wizards As an option specify the dates and times on which employees will take part in the course as well as enter a comment Courses Enroll Selected Employees Home gt Tools and Wizards gt Courses and Groups Wizards gt Courses Enroll Selected Employees Access the Enroll selected employees wizard via the main menu Tools Wizards Courses Enroll selected employees the tools of the Course and Group input window There are two steps to enrolling selected
51. and Wizards 217 Apply new rates Create movements specify how changes are applied to employee file This wizard creates a raise movement in employee file Raise movement to be created AUGMEN For the date of F Previous Salary increase movement to be created Based on the configuration options a movement code is automatically displayed The user can also manually select the code using the dropdown menu For the date of The user enters the effective date of the salary increase Click lt Previous to return the Calculate Individual Rates window Click Next gt to access the Apply or Export the New Values window Apply or export the new values UmanaEnglish 218 Tools and Wizards Apply new rates iS S an E Bei al x Click Finish to apply or to export the new values g f Apply new values now For information purpose please enter a short description and a reason for this mass change Export changes to an Excel file which MI import later ba Save as Excel file Previous e Select the Apply new values now option and click Finish to apply the mass change A number will be generated and automatically displayed on screen If this option is selected a summary and a reason for the mass change must be entered The history of the movement fields that were added and of the Salary field of the modified movements is identified by the mass c
52. and schedule on which the employee was working at the time the reported event occurred Current task Using the pull down menu the user enters the ID and task the employee was performing at the time the reported event occurred Off site By checking this box the user specifies that the reported event occurred somewhere other than the regular work site During overtime By checking this box the user specifies that the reported event occurred outside regular work hours Details tab Employee Details History Compensation According to the module s configuration options the templates may guide the user in entering Note fields UmanaEnglish 178 Modules Severity Using the pull down menu the user specifies if the reported event required medical care MD first aid PS or did not require any care SS Accident type Using the pull down menu the user specifies the ID and name of the reported event Body part Using the pull down menu the user specifies the truncated ID and name of the body part involved in the reported event Injury type Using the pull down menu the user specifies truncated ID and type of injury documented Summary The user documents the reported event according to the employee version this field marked with an P 4 must be filled out when creating a new report Location The user enters the location of the reported event Circumstances The user briefly describes the circumstances of the report
53. back to start General tab General Selection rules SERE General Selection rules Counter name French Heures travaill es English Hours worked Starting date for new rules No date from the beginning From eae ka Notes ElEvalu ate 2005 05 12 09 17 36 TEST This tab displays allows you to enter the French or English name description of the counter from which the rules will be applied It also allows you to enter notes as free text The Evaluate button performs the calculation and displays the results for an employee according to the selection rules entered on the second tab es Counter evaluator 3 DENDRON Rhoda Rhode Island Counter HRTRAV Hours worked Period from 2007 01 01 thru 2007 08 16 Results hours Evaluate Print Close Go back to start UmanaEnglish Tools and Wizards 231 Selection rules tab General Selection rules General Selection rules Hours List Allexcept list Expression ates Xt Single Time nae Absences F List Allexcept list Expression SICK Sick VACTN Vacation Premiums F List Allexcept list Expression ta at Pure dollars F List Allexcept list Expression NF discelaneous F List Allexcept ist Expression F Criteria in general m This tab enters the transactions to be included in the calculation as a list An expression may also be use
54. be repeated Check this box to specify that the course could be taken more than once No longer available Check this box to specify that the course is no longer given Show on E S S Check this box to allow the employee to sign up for the course him herself Enrolled in this course The number of students enrolled in the course is displayed to the right of the label in red No group assigned The number of students enrolled in the course but who have not yet been assigned to a specific group is displayed to the right of the label in blue Resources Description Resources Cost Prerequisites and skills Availability Use the pull down menus Select one or more to enter the course information and contacts e Languages taught in Use the pull down menu to access a Select one or more menu Selecting this displays the languages that were added e Suppliers Use the pull down menu to access a Select one or more menu Selecting this displays the course suppliers that were added e g in house university establishment e Trainers Use the pull down menu to access a Select one or more menu Selecting this displays the names of the added trainers who are to give the course e Usable rooms Use the pull down menu to access a Select one or more menu Selecting this displays the course rooms UmanaEnglish Modules 75 added e Resources needed Use the pull down menu to access a Select one or more menu Selecting this displa
55. before calculating Apply factor in TEL upon withdraw Apply factor in TBL upon deposit Limits on deposits and withdrawals MAX imum o itCCADRE jobh hours Limits on new year carry over flNimum WiMNimum Round off absences before accruing C Apply factor in TBL upon deposit C Apply factor in TBL upon withdrawal Limits on deposits and withdrawals MAXimum Limits on deposits and withdrawals MINimum Limits on new year carry over MAXimum Limits on new year carry over MINimum Transaction for cash payouts MAXIMUM hours Transaction for cash payouts z AP_ADJAMT AP_USEADJD AP_USEADJ AP_BALMAX AP_BALMIN AP_ROLLMAX AP_ROLLMIN AP_TRMOPT Round off absence Click this box to use with deposit Click this box to use with withdrawal Maximum balance allowed Minimum balance to carry forward Maximum amount to be carried forward to new year Minimum amount to be carried forward to new year Transaction code to be used when the employee receives a payout for his her vacation entitlement Go back to Plans Time banks window Tools UmanaEnglish Modules 63 Many processes are available which affect the time bank plan selected in the listing window Click the __ Tools button to do the following e Assign to eligible employees This function assigns the plan to selected employees if they are eligible See time bank concepts f
56. course can be transferred into the employee s acquired skills once he she completes the course Group The notion of Group is used as a planning tool in a training course A group designates all the registered participants who are taking the same course at the same time After selecting an existing group aunder a course from the listing window on the left you get to the Courses and groups input screen comprising three tabs The group nomenclature in the listing window comprises the course ID term and course start date The ID and name of the selected group are displayed at the top of the window in red Description Description Resources Cost 1Course and group M ox i Dinew Hy Be modify X Ei lt 2 3 Ef Participants excen_1 oooa Excel introduction H CONT Formation continue EXTERN Cours externe I m INTERN Cours interne Description Resources cost fl ANGL 1A English level 1 i EXCEL 1 Excel introduction Group ji 0007 ETE fl 0002 ETE 2004 Group ID 5001 Leave blank to assign automatically oe ay 0003 Er 0005 AUT 2004 2004 10 04 Tern erzo4 AB 0006 FEBO4 2004 02 02 fF JULOT JULOT 1997 08 01 T Notes fesse ay JUNS JUNG 1997 06 02 ofa OCTET OCTST 1997 10 06 EXCEL 2 Excel Intermediate Documents El MSWORD 1 M S Word Level 1 MSWORD 2 M S Word Level 2 see MWAVE 1 MicroVWWave Technology dh WPA
57. e For the record of employment The ROE ROEA and ROEB counters are used Viewing the results on screen This window allows you to evaluate a counter for a given person and period To open this window e First open the counter definition window by the Data Attendance gross pay Counters main menu Administration Counters shortcut bar e Select your counter and click Evaluate Counter evaluator amp 3 DENDRON Rhoda Rhode Island Counter HRTRAY Hours worked Period from 2007 01 01 thru 2007 08 16 Results houra Evaluate Print Close Select the person the counter and the period then click Evaluate to display the results on screen Courses and Groups Wizards i k Overview There are two wizards for employee training and skills UmanaEnglish Tools and Wizards 233 e Enroll interested persons This wizard looks for people who require at least one of the targeted skills covered by the course It enrolls this person in the course and the user can then assign the person to a specific group e Enroll employees This tool enrolls a participant in a course You can then assign him or her to a specific group Operation Access Enroll Interested Persons wizard via the main menu Tools Wizards Courses Enroll Interested Persons the tools of the Course and Group input window Access the Enroll Selected Employees wizard via the main menu Tools Wizards
58. earnings Events Events Information on grievances disciplinary measures performance appraisal and other events Accidents and incidents Information on accident reports Training Enrollments of employees in training given at the company UmanaEnglish Modules 33 Health and safety Medical file Medical information and emergency contacts Accidents and incidents Information on accident reports Skills development e _ Skills The skills of the employee e Training Training given at the company Staffing o F Position opening Definition of position openings Candidates Bank of internal and external candidates Selection process Criteria for and selection of a candidate for a position opening Management tools Alarms Definition of alarms actions to take Mass updates Movements affecting a group of employees es Options System configuration gt User Security controls and access rights Expressions generator Construction of expressions for a report a selection a calculation Reports Creation and modification of your reports Imports and exports Data transfer Counters Rules for filtering and totalling transactions Benefits module Pi a Overview The Benefits module manages the plans deductions and insurance plan enrollments certain other benefit plans as well as the enrollment of dependants Withholdings and remittances are calculated and sent to the Payroll module D
59. employees Click to enroll eligible employees in a new benefit of Benefits Update enrollments Click to terminate enrollments and update coverage and premiums Alarms submenu The Alarms submenu allows you to define the alarms and view the messages generated Define 2 Alarms r Ta Messages What the options do UmanaEnglish 8 Introduction oe Define Click to access the alarm definition window and define conditions that can send a message and or trigger an automatic action g Messages Click to access the view window for the messages generated by alarms you have defined Data menu and navigation pane On this page e Data menu Health submenu Training submenu Attendance gross pay submenu Net pay submenu Benefits deductions submenu Staffing submenu Remuneration submenu Structure submenu Navigation pane Data menu The Data menu gives you access to the various modules of the Umana application It includes most of the items from the Data menu in the navigation pane Bata S Person E Employment a Positions Other Se Events Health d EJ Training d E Attendance Gross pay Net Pay cd Benefits and Deductions r Staffing b E gt Schedules Remuneration d Tables Structure What the options do UmanaEnglish Introduction 9 2 Person Click to go to the Person input screen which contains employee identification information a Employment
60. file Select the module targeted by the change Check this box to select the records to be tested Responsibility centre Permanent status Job status Personal status Job Category Pay group Check this box to test an expression in the expressions generator Check this box to test an expression based on a Date field in the Generator Check this box to trigger the alarm at a later date Check this box to trigger the alarm on today s date Check this box to specify a new trigger date Action Message I French text AL_MGSF Check this box to enter the message as free text in French You may include variables using the expressions generator UmanaEnglish 198 Tools and Wizards z English text AL_MSGE Check this box to enter the message as free text in English You may include variables using the expressions generator C Repeat if already AL REPEAT Check if you want to repeat the message even if it has already been sent sent Recipient s AL_DESTID Message recipients You may enter several recipients for a single alarm Select tO select an enter a new recipient Action to take m Command s tobe AL COMMAND Free text containing one or more commands to be run executed l Parameter 1 AL _PARM1 First parameter to be evaluated Parameter 2 AL_PARM2 Second parameter to be evaluated Parameter 3 AL_PARM3 Third parameter to be evaluated l Parameter 4 AL_PARM4 Fourth parameter to be evaluated Go back to start
61. function is not used for now UmanaEnglish 98 Modules Status e Planned Check this box to qualify the event as planned this status is designated in some reports with the abbreviation P no associated pictogram the status box will be blank in the view window When the created event is saved an event confirmation of status window is displayed if you check the Do not know box instead of one of the status choices offered the pictogram is displayed in the view window showing that the start date 1s past and that the event end date 1s either past unknown or open and that the event has not been deemed cancelled completed or in progress e In progress Qualify the event as in progress by checking this box this status is designated in some reports with the abbreviation E or by the pictogram e Completed Qualify the event as completed by checking this box this status is designated in some reports with the abbreviation C or by the pictogram e Cancelled Qualify the event as cancelled by checking this box this status is designated in some reports with the abbreviation X or by the pictogram Last modif The date of the latest modification and the identification of the person who made the change will be displayed Viewing events The view window at the bottom of the input screen lists all the events in the selected file Access an event on the list by double clicking the desired line Ffa Employee e This c
62. help menu for the selected field Adjustments dialog box The available of adjustment functions depends on the type of field or variable selected Characters Numbers Dates UmanaEnglish Variables and constants dialog box This dialog box allows you to choose a variable from a list of available variables List of variables Enter the variable you want p Scroll down the list to see all the variables or enter the first letter of the variable Adjust Click this button to display the Fields dialog box Help Click this button to display the help menu for the selected variable Generating an expression dialog box Tools and Wizards 247 UmanaEnglish 248 Tools and Wizards New expression Enter an expression in this text box Edit Click this button to display the Edit dialog box Validate Click this button to validate the expression entered Copy Click this button to copy the original expression in the New Expression text box Components Enter a second and third expression to be added to the original expression e Edit Click this button to display the Edit dialog box e Validate Click this button to validate the expression entered e Copy Click this button to copy the components in the New Expression text box Library Click this button to display the Expressions library dialog box Expressions library dialog box UmanaEnglish Tools and Wizards 249 This dialog box allows you to save expressions
63. input screen that defines your company s main structure Usually department Product Click to access the Entity2 input screen that defines your company s secondary structure Usually product Navigation pane The navigation pane covers the items of the Data menu and appears in the following format UmanaEnglish 12 Introduction Action menu and toolbar Home gt Introduction gt User interface gt Menu bar navigation pane and toolbar gt Action menu and toolbar On this page e Action menu e Toolbar Action menu and toolbar Use the Action menu and toolbar to find records and update data in the window selected They always apply to the selected window Action menu UmanaEnglish Introduction 13 Toolbar What the options do New Shortcut Ctrl Ins Click to display a window with blank fields Enter the information in the window and click to create the new record Copy Shortcut Ctrl I Click to copy the data of the record displayed and create a new record similar to the previous one Then all you have to do is change the data you want and click __ to save this new record Modify Shortcut F2 Click to allow modifications to the data displayed Once modified click to save the changes Delete Shortcut Ctrl Del Click to delete the entire record displayed Save Shortcut F3 Click to save the new record created if you chose New or changes made if you chose Modify X Cancel modifications Shortcut
64. is entered manually it affects the salary by periods and hourly rate Manually In the Remuneration tab of the Employment history window Calculation For a salaried employee salary not 0 the annual salary is calculated based on the salary by period the number of hours worked per week and the number of weeks per year For an employee who is not salaried salary equals 0 the annual salary is based on the hourly rate the number of hours worked per week and the number of weeks per year Static tables The PERIOD table is used to define the number of weeks or periods by year ey Configurable options X Stop salary period impossible X Stop annual salary impossible X Calculate hourly rate of salary UmanaEnglish 252 Tools and Wizards APPFTEAVG Approved full time equivalent Returns approved full time equivalent for the position Update At the budget tab of the position window BIRTHDAY Birthday in mmdd format Returns the month and day no year of the birthday in a number format Useful for sorting the list of birthdays Example If the birthday is January 13 1943 this function returns 113 0113 BOSS Supervisor employee number Returns the number badge of immediate supervisor Optional arguments Here are the parameters that can be transferred to the BOSS function e Arg 1 Employee number The function returns the employee number of this employee s supervisor not that of the current em
65. least 10 teller positions Each position is held by a single person at a specific time unless it is vacant Usually there is one position per employee The person who holds the position permanently is the incumbent If the incumbent is temporarily absent for a given reason the position may be held by someone else his her substitute Each position is assigned to a specific service or unit Job categories Many jobs may be grouped together into the same job category e For example the Blue collar category could include welder mechanic truck driver etc The category table can be configured in the table module Each job category is specified in the job window EA See also z Job job type or title module f Jobs input screen Jobs input screen To access the Job type or title window select r Fi g t Data Remuneration Job from the menu bar r Fi a fe of the Administration navigation pane Fields marked with an amp are mandatory they must be filled out Job type or title General Remuneration Usage Skills UmanaEnglish 88 Modules Rates i T aa General Remuneration Usage Skills English Job Category WBUR Quebec Office 8 gt SQDM job type BUR Office staff Bee _ S 7 TETEE amp DIRFIN Director of Finance Code J_JOBID Job ID The left part of the window displays the list of jobs Toolbar Click FS Rates to access the rates table General Remuneration
66. main structure In this document Product is often used for ENTITY2 Data The data comes from the ENTITY file Operation Input screen To access the ENTITY 1 input screen Data Structure Dept main menu Administration Structure navigation pane To access the ENTITY2 input screen Data Structure Product main menu CX See also A Module overview Related tables ENTITY 1 input screen To access the Structure ENTITY1 window select UmanaEnglish 182 Modules Data Structure ENTITY1 from the menu bar Click the __ button on the Administration navigation pane Fields marked with an amp are mandatory they must be filled out General Statistics Department ENTITY1 EN ENTITY Structure ID number ENTITY71 Obsolete code EN_INACTIV Check this box to show this code is obsolete l Notes EN NOTES Check this box to enter free text General Statistics UmanaEnglish Modules 183 taper imme eamin name French EN NAMF French name of structure ENTITY1 English EN NAME English name of structure ENTITY7 Short name French EN SNAMF Short French name of structure ENTITY1 Short name English EN SNAME Short English name of structure ENTITY71 GL distribution Boe Click to enter this department s distribution to the General Ledger ENTITY1 Misc 1 EN MISCEN1 First miscellaneous field of structure ENTITY1 See Global configuration options maximum 4 Misc 2 EN MISCEN2 Second miscell
67. movement that created a change in employment status C Temporary H_TEMPMOD Check this box if the movement is temporary for a short period assignment Effective at end of VVENDOFDAY Check this box for the movement to take effect only the day after the date entered this option is day more specifically used for terminations Status person H_ PSTAT Employee s personal status I Notes H NOTES Check this box to enter free text Dept H_ENTITY1 Employee s company location of work or department Product H_ ENTITY2 Complementary to department Employee s second company location of work or department Location H_ LOCN Employee s work location Documents ee Insert all documents pertaining to the movement e g hiring letter Contract No H_ CTRCTNO Contract number Last modif H_ MODDATE Date of latest modification Go back to Employment history window Job and Position Status Job and Position Remuneration Attendance Plans Misc Status Job and Position Remuneration attendance Plans misc Job Code REP Sales Categom SALES Sales person Job Title French Repr sentant le Job Title English Sates Rep Grade M Red circle Union Positions occupiet REP MKTO2 MKT Sales Rep z 35 00 hours 100 00 to T hours EZ tows S z6 om e Job ID H_JOBID Job code Category H_JOBCAT Job category UmanaEnglish Modules 105 Job title French H_JOBTITLF French job title Job title English H_ JOBTITLE English job t
68. not expected to return his her vacation bank balance is usually paid out in cash You can use the termination wizard for assistance A See also Time banks Module Time banks Plans Gross pay Attendance detail Module Termination wizard Time banks units On this page Introduction Days versus hours Converting between days and hours HRSPDY function Part time employees Banks denominated in time and dollar units Introduction Each time bank 1 9 can be denominated in one of the following Hours Days Dollars Hours and dollars Days and dollars Time banks that use dual units are more complicated to manage but allow many more possibilities Regardless of the unit selected for a bank it will apply to the bank for all employees and plans concerned For example if you want to have a vacation bank in hours for a certain category of employees and one in days for another you can use two different banks 1 vacation hours and 2 vacation days The two are of the same type 1 e both are vacation banks Later on if you want to change the unit for a given bank Umana HR staff will be pleased to do it for you It is not a simple process and involves changes to your history and rules as well as some other modifications As the conversion is fraught with pitfalls choose the unit you wish to use to create banks carefully Days versus hours UmanaEnglish Modules 51 The unit can be in days or hours for banks in whi
69. of the field when you right click A list of options specific to this field is then available UmanaEnglish Introduction 17 The pop up menus vary depending on the field selected with the mouse pointer Here are two examples EAcer 9 Last saved value a E E ia e The Search option opens a dialog box that allows you to search for the value via its description D Help Field e The Open table option opens the reference table used to validate this field allowing you to adjust the list of Help Module possible values gA search Here is the menu that is displayed when you right click on the name of a person in the input screen a Help Module person G Employment history Events amp Attendance Gross pay Netpay 123 Payroll parameters Pit time banks ee Keyboard shortcuts Home gt Introduction gt User interface gt Keyboard shortcuts B Display online help module Display online help field F2 Modify record Action menu Ctrl S Save Action menu F4 Hh Search a person a record F7 Reprint last report Print menu F9 Display today s date F10 Activate menu bar Ctri Ins Create new record Action menu Ctri l Copy record Action menu Ctrl Del Delete record Action menu Ctrl O x Cancel changes Action menu CtrltPage Down Skip to next record Action menu CtrltPage Up Skip to previous record Action menu Ctrl Z x Undo changes to field Edit menu Ctrl R Ca Redo chang
70. of the same type MIN expr1 expr2 etc Returns the smallest value of entered expressions Parameters Specify the expressions for which you want the function to return the smallest value You can enter an unlimited number but they must all be of the same type Value The values entered may be numbers or letters Dates or expressions are also allowed In the case of expressions all the resulting values must be of the same type 4 See also Expressions generator Tools Maintenance tools Home gt Tools and Wizards gt Maintenance tools Maintenance tools These tools are similar to reports but can update the database They are grouped into four categories The list of tools in each category is saved in REPOLIST They are available from the Tools Maintenance menu e Person and job Affects employee files PERUTIL e Attendance and pay Affects gross net pay and time banks ATTUTIL Sh System Application maintenance SYSUTIL e Archiving and purging of data PURGEUTIL UmanaEnglish Tools and Wizards 263 Compare Employee with Occupied Positions Wizard sition Access the Update Positions to Match Employee Status wizard via the main menu Tools Wizards Compare Employee with Occupied Position e Note that this wizard is only available if you are using the Positions module The comparison and updating of positions based on employee files is done in three steps e Specifying the fields to compare and
71. over from previous year previous year days hours Carried over from TS_CARRYD Dollars carried over from previous year previous year dollars Current year TS_EARN Days or hours of vacation entitlement for this year entitlement days hours Current year TS_EARND Dollars allowed for this year entitlement dollars Other Total in hours of the Other time bank Total hours Total in hours of hours deposited Total dollars Total in dollars of hours deposited Withdrawn taken TS_TAKEN Days or hours used days hours Withdrawn taken TS_TAKEND Dollars used dollars Planned days hours _InPlanabs Days or hours planned Planned dollars InPlanabsd Planned dollars Balance hours Balance in hours of total banked hours Balance dollars Balance in dollars of total banked hours Go back to Time banks window UmanaEnglish Modules 57 Balances Rules Balances Rules Hourly rate for absences Hourly rate 0 00 Rule for calculating the rate according to plan Current rate Eniitiement aeniea oe a A AG DaT egarini di ta a H Seniority date Pena S Beginning of year Hours Dollars Monthly entitlement s TS ACCRUDT Date monthly entitlements paid paid on Hourly rate TS _BASERAT Hourly rate for absences Rule for calculating the rate according to plan Seniority date TS_SENDT Employee s seniority date Each month hours TS _MAFTER Expression that calculates the entitlements per month or emp
72. people in a course e Identifying the employees based on certain specific criteria e Confirm enrollment Selection criteria UmanaEnglish Tools and Wizards 237 e Select the I will select the employees manually option to access the list of selected people which will allow the manual selection of participants e Select the option titled Select all employees meeting the conditions below to access the list of people who meet the stated criteria Using the drop down menus you can specify the following Responsibility centre ENTITY 1 and ENTITY2 Employment status and personal status Job Category Pay group of the employees that you want to select oc F 09 0 Check Employee s permanent status to limit the list to employees whose status is permanent Only if hired to limit the list to employees hired before or after the date specified based on the box checked Additional criteria You can program additional criteria using the Expressions Generator Even persons who already attended the course to include this category of people in the selection e Click Next gt to access the list of people selected based on the criteria defined List of Selected Employees UmanaEnglish 238 Tools and Wizards Select the option to enroll an employee that you have selected manually e to access the personal file of the person selected to access the print control window of the list of selected emp
73. printed When you check this box a list of fields for the sort is displayed You can select a field that is not displayed in the list by selecting Other from the list The Sort selection dialog box will be displayed and you will be able to add a field or create an expression to be used to sort the data in your report When a default order has been defined it is best not to change it in case you undo the record groupings l Selection Identifies the records to be printed When you check this box the Selection Dialog box 1s displayed In this dialog box specify the selection of records to be displayed in the report or label For each record conditions are assessed and if they are met the record will be included in the report or label If the record does not meet these conditions it will be excluded from the report l Criteria You can create additional selection criteria starting from the Umana expressions generator English Specifies that the report or label will be in English f French Specifies that the report or label will be in French Pages to print UmanaEnglish 290 Reports imports and exports e from specifies the first page to be printed e thru specifies the last page to be printed Copies Specifies the number of report or label copies you want to print Selecting a printer This dialog box is displayed when you choose the Printer destination and click the button right below Dialog box opti
74. progress or who are in closed groups UmanaEnglish Modules 85 Select options l E P T include groups and enrollments COMPLETED Include groups and enrollments IN PROGRESS Include groups CLOSED Cancel Selecting one of the three actions offered will display the list of groups and associated participants Once the list is generated use a mouse to move a participant from one group to another TEXCEL 1 Excel introduction BPE Move students between groups with the mouse Groups Start current max 7 Ee OK Cancel ie Send e mails Select this option to access a window to send an e mail to people enrolled in the course or to participants without an assigned group Training history You can view the training history for each student via the Events module The specialized TRAINING tab displays information specific to the employee s enrollment Y An alarm can be programmed to trigger the sending of an e mail to be personalized to confirm or cancel the holding of a course The alarm will ensure that each employee who is enrolled in a planned course will get a reminder e mail N days before the course s start date CY See also Employee training submodule Skills Concepts Sia Options Training Skills Career UmanaEnglish 86 Modules Job job type or title module ii 24 Overview The Job module defines the list of jobs in the company Other terms
75. represent a decrease for someone who has had another transfer or increase in the meantime To avoid this problem when importing the old rate OLD RATE in the Excel file is compared to the employee s current hourly rate in ACME If a divergence is detected the user is notified and given the opportunity to accept or refuse to create a new movement for the employee e tis always advisable to make a back up copy of the data before a mass change However there is a way to reverse an import or a mass change of movements At the end of the operation the system gives you a mass change number MASSnnnn To reverse the change select the Tools Maintenance Person Job menu then choose Undo mass change Job Import bonus Attendance detail Importing from Excel into TIMEDT Attendance detail Contents of Excel file To make the task easier for yourself first do a simple export of bonuses for one employee In this way you will get an Excel file with headers and an example of data Make sure to modify delete this employee s information The first line of the Excel file should contain the names of the files to be imported A column with the employee number is also required Here are the recognized headers persid Required Numerical effdt YYYY MM DD UmanaEnglish 298 Reports imports and exports opt GOOD amt Numerical hours Numerical unitrate Numerical Launching the import From the menu select Tools Import Select
76. roles and access rights Sia Options Security Parameters for the Security module General Concepts 3 In this chapter Shared data Thoroughly understanding the priorities for accessing data Shared Data Concepts Shared data One record at a time Unlike software like MS Word and Excel which operate on a copy of the file in full Umana RH must access an extensive shared database Therefore generally speaking when you save in Umana you can only save one record at a time Before modifying In order to avoid modifying incorrect data click _ Modify to retrieve the most recent version of data and to open the record in Modification mode Simultaneous modifications UmanaEnglish 24 Concepts and processes If you modify fields in a record only the fields that have been modified will be saved If and only in rare cases another user modifies other fields in the same record as you at the same time this user s modifications will appear when you save your changes If you and another user modify the same field the value entered by the last user to save will be the one entered Giving a pay increase Our company Each company has its own procedures for giving raises Giving an increase To give someone a raise you must create a new movement for the employee A movement is a record in the employment history the JOBHIST file A movement represents a change in status for the employee which comes into effect on a given date Th
77. rules set out in the Remuneration plan UmanaEnglish 148 Modules See Seniority concepts Go back to Person window Name and status Address telephone Misc Seniority Emergency Click Medical file to display the Medical file Name E MNAME Emergency contact i Relationship E_MRelatn Relationship between employee and contact person Telephone Day E_MPhone1 Telephone number where the contact person can be reached during the day Telephone Evening E_MPhone2 Telephone number where the contact person can be reached during the evening Address E MAddr1 Contact person s address I Notes E MNotes Check this box to enter notes regarding the contact person Go back to Person window LA See also Person module Positions module Home gt Modules gt Positions module a Overview The Positions module creates an ideal or theoretical structure of the company that is independent of the people holding the UmanaEnglish positions in question Modules 149 The use of this module is optional You can manage your employees without resorting to their positions However using positions is helpful in management and budget planning See the Positions module concepts for more information Current terminology in human resources is often ambiguous and the word position is often used to refer to what we call a job The definition and the difference between a job job title and a position is explained in the Jobs module concepts
78. select the movement you want to add Effective date The user must enter the effective date of the movement This date can be either in the past or in the future End of day The user must check this box to indicate that the movement is effective at the end of the day specified previously Selection criteria UmanaEnglish Tools and Wizards 221 e Select the I will select employees manually option to access the list of selected people which will allow the manual selection of participants e Select the option titled Select all employees meeting the conditions below to access the list of people who meet the stated criteria Using the drop down menus you can specify the following Responsibility centre ENTITY 1 and ENTITY2 Employment status Personal status Job Category Pay group of employees you want to select By checking off the following boxes e Permanent status You limit the list to employees with permanent status e Additional criteria You can program additional criteria using the Expressions Generator By clicking Next gt the user accesses the list of people selected based on the criteria defined List of selected employees UmanaEnglish 222 Tools and Wizards Mass change Employment history Here is the list of selected employees E Click add another person 34 E means that employee has a movement on or after Tuesday July 10 2007 Atelist Philippe AD CPT Accountina 7 All Non
79. status The left part of the window displays the employee s list of banks The view window at the bottom of this screen is used mainly if you are working on an attendance plan It contains the plan s entire history Click on the line you want to see and the system will display the corresponding file Sit Plan Sit car oer eared Taken Glance 2006 04 24 VACBUR TEER At the start this window displays the plan s current status and this record is found on the last line of the view window To view the previous records use the keyboard arrows or mouse to go up or down Toolbar Click to display the available tools i e Redo initial calculations for THIS year Recalculate entitlement at time of hire Carry over to NEW year Accrue monthly entitlements Recalculate totals based on detail Delete this record Re open previous year UmanaEnglish 56 Modules e Termination wizard Click Plans to display the Plans banks window Click Details to display the time bank transaction history transactions can also be traced from the attendance detail window Balances Rules l e a S E Hap une ne Deposits Hours Dollars Carried over from previous year 2 81 Current year entitlement 1 0 00 0 00 Af abd erra be oan TEE EE SNT oreki 2 81 Withdrawn TaK n ccccccccececeeee 0 00 Te LiL eiat arat a epatis EPE Whe bei rat eslir ata z a REE EE E EE PA Ea in 2 81 Carried over from TS_ CARRY Days or hours carried
80. that adds a new movement on the effective date and modifies the salary indicated in the movements that have an effective date later than the effective date for the targeted salary increase Operation Access Person Mass change via the main menu Tools Wizards Person Mass change Access Employment history Mass change via the main menu Tools Wizards Employment History Mass Change Access Apply New Rates Raises to Employees via Z3 the main menu Tools Wizards Apply New Rates Raises to Employees Apply new rates raises to employees Wizard Access the Apply New Rates wizard via x the main menu Tools Wizards Apply New Rates Raises to Employees This wizard was designed especially for general salary increases It adds a new movement on a specified effective date and modifies the salary entered in the movements with a date that is later than the effective date for the targeted salary increase Five steps are involved in applying a mass change for a general salary increase Updating Rates Tables Identifying the employees based on certain specific criteria Entering the increase percentage for employees at the individual rate Defining the movement to create and the effective date for the salary increase Applying or exporting the change for the employees selected Updating the rates table To update the rates table you can use the export import tools available for the Rates Table Selection C
81. the TIMETMP file until it is approved and carried over The carry over transfers the data to the TIMEDT file Afterwards it is available via the Gross pay module and can no longer be modified in the time sheet Access the Time sheets via the Data Attendance Gross pay Time sheet main menu or the Payroll navigation pane Pay calendar Net pay is divided into pay groups or pay periods depending on your pay calendar The PAYNO file contains the pay calendar This module is the net pay point of entry UmanaEnglish Concepts and processes 31 Access the Pay calendar window via the Data Net pay Pay calendar main menu or the Payroll navigation pane Click the __ Tools button to access the various operations Generation of salaries This operation creates standard transactions in gross pay for employees regular recurring hours or amounts There is an option to undo these transactions The transactions created use the salaries and hourly rates of employees as recorded in their JOBHIST employment files This operation is accessible via the Data Attendance Gross pay Generate salaries main menu or via the Tools button of the Pay calendar window Net pay calculation This operation calculates net pay based on gross pay TIMEDT The results are saved in the TEMPPAY temporary file It takes into consideration the benefits and deductions specific to the employee based on the BENEFIT file and payroll parameters in PRPAR e
82. the change to be modified e you can delete the change selected that appears in this window Apply the new values UmanaEnglish 228 Tools and Wizards Mass change Employees Click Finish to apply the new values For information purpose enter a brief description and the reason for this mass change Cancel Previous Finish Explanations A summary description of and reason for the mass change must be entered Once processing is completed the following window will appear and indicate the ID code for the change br Carver Technologies Py a i mili i i 2 Tala wd Changes nde to 1 PEro These ch an ges are identified by the code MASS0356 Please note this code for future reference The change number and description can be viewed in the Access Log Counters Tools ii i a Overview A counter is a way of adding up gross pay transactions TIMEDT for a person There are two parts involved e The rules defining the transactions to be counted a filter e The machinery TCNTVAL function to do the calculation The counters allow you to get the total hours and dollars for the transaction types selected according to certain rules or options UmanaEnglish Tools and Wizards 229 Operation e Defining the rules specify the applicable codes e Obtaining results in an expression a report or on screen See also Benefits module Time banks module Sia Seniority calc
83. to access the personal file of the person selected to access the print control window ofthe list of selected employees UmanaEnglish 212 Tools and Wizards All to specify that you agree to all listed employees being enrolled e None to cancel the selection of employees listed and to manually select one or many more Click e lt Previous to go back to the selection of employees to process e Next gt to confirm enrollment Final confirmation Benefits update wizard AVANC ae ai i aC TI XY 4 Final confirmation Ea Cliick Finish to perform the actions specified 1 person s selected Cancel Previous i Click e lt Previous to go back to the list of employees to be processed e Finish to execute processing Mass Change Wizards a i Overview The Mass Change wizards perform operations for a group or set of employees Itis important to note that mass changes are not validated Therefore the employee selection step is very important if you do UmanaEnglish Tools and Wizards 213 not want to put incoherent data into the system There are three Mass Change wizards i e Person Mass Change A generic wizard for making changes to the files of several employees at once Employment history Mass change A generic wizard that adds a new movement on an effective date Apply new rates raises to employees A specific wizard for general salary increases
84. to an employee group of employees or all employees collective The module allows you to select view and manage various types of events Itis important to note that an event is not a movement An event does not have any impact on the employee s pay Data The data comes from the EVENT file The Events module is associated with two sub modules Accidents This is used to document an accident incident or illness in the employee file Training This sub module creates a training course in which employees are enrolled Operation To access the Events input screen Data Events main menu Events navigation pane 4 See also 4 Module overview Events reports available ah Configurable options UmanaEnglish 92 Modules Related tables Home gt Modules gt Events input screen Events module gt Events input screen To access the Events input screen select Data Events main menu Events navigation pane CF Events Overview Search Index All events ABS Absence gt ACCID Accident ACCOMP de APPREC Assesment ASSIGN Assignment ATTEST Attestation of comptence gt CLAIM Insurance Claim COMPOR Comportment Grievances Doc gt DOCUM Document EQUIP Equipment GRIEF Grievance a EIMA 2 be ee ee et eee ie i All Collective events c For employee Display General Info gt Colective 7 Employee
85. to be carried out e When it is time for an employee to be enrolled in a program the system can do it automatically or else notify you to do it e Automatic actions and messages are governed by the A arms module Requirements in terms of alarms are defined in the benefits module e The automatic enrollment option also takes effect when the status of an employee is changed to make him her eligible for a certain plan whether you have specified a date or not e The enrollment comes into effect in accordance with a certain date determined by a formula If the expression evaluates the formula at today s date or a previous date the employee is immediately eligible Dependants The Umana system allows you to enter dependants document their general information and specify their relationship with the employee UmanaEnglish 36 Modules CX See also ah Benefits module Benefits input screen Home gt Modules gt Benefits module gt Benefits input screen To access the Benefits and deductions enrollments window select Data Benefits deductions Enrollments from the menu bar Click the button on the Benefits navigation pane Click to recalculate the rates as per plan formulas Click amp to display source deduction details Click to display the Benefits plans window Click to display the Dependants window Benefits enrollments Enrollment Coverage 1 Coverage 2 Premiums ae Benefits and deductions ATELIST
86. training Training Courses and groups Skills required for the position Position Third skills category required Job Job type or title SKILL4 Skills 4 e g Ethernet token ring with cable Fourth list of skills acquired targeted by the employee Skills Pre requisites and skills developed via training Training Courses and groups Skills required for the position Position Fourth skills category required Job Job type or title SKILLREQ Required skill level e g asset important critical SOURCE Source e g ad in files key contact Defines the source of contact or hire of employee Person STEPNM Step names e g preliminary interview final interview medical exam Steps required to fill the position Staffing T10 Pension adjustment reversal e g amount plan registration number modification T4 Status of remuneration paid e g 14 Employment income 22 Income tax deducted 16 CPP contribution T4A Pension status and other e g 16 Pension 24 Annuities 46 Charitable donations Task Task e g budget management systems design documentation List of tasks acquired targeted by the employee Skills Task performed by employee at date of accident Accident Tasks to be accomplished Job Job type or title UmanaEnglish Modules 193 TIMEBANK Time banks e g vacation sick leave personal Displays the list of employee banks Time banks Speci
87. you can develop a second level of grouping called type This field is marked with ande and must be filled out when the event is created The Type field is the third level of classification for the Overview tab Brief text Use this field to briefly describe the event The expressions used in the brief text may comprise keywords displayed in the Index according to the information entered in the module s configuration options Notes Click in this field to enter free text regarding the event File Use this field to document the designation of the event file The file can serve as a link between events it is also the UmanaEnglish Modules 97 second level of classification in the Overview Note that events can be associated with an accident report by entering the report number O The various enrollments in a training course are linked together by entering the course or group ID Amount Use this field to designate the cost of the event Documents Click this field to post event related documents in a window Keywords Use this field to enter keywords for the event one word per line The keywords entered under this header are found in the Index as are those that appear in the Brief text field Double click a keyword in the Index to do a targeted search for events containing this keyword O The search is done on the completed expression documented at each line of the Index Duration Enter a number in this field to desi
88. 00 FAN 494 94 20070104H 100 5 00 87 10 F Donna l a o y oo R ae eee dt Reece Click the transaction you wish to see and its details will be displayed in the right part of the window e Note that the transactions are in reverse chronological order with the most recent first Go back to Attendance detail window List Calendar Filters List Calendar Filters mu corked nme Absent mm ther GA Cae ooo EAE SOT ais Sun Mon Tue Wed Thu Fi Sat 31 1 2 3 4 J The Calendar tab displays all of the transactions concerning an employee in a calendar The colour bars indicate the presence of UmanaEnglish 1 20 Modules transactions Click a date to display the transaction details for this date Note that there may be several transactions for the same date To move from one transaction to the next for the same date use the 4 Previous and Next buttons from the toolbar Transaction types are shown by the colour bars under the dates E Hours worked straight time maa Overtime lll Paid leave vacation sickness etc E Unpaid leave E Other premiums deposits to time banks etc e The days that are not planned in the employee s schedule are darker e The total amount transacted per day is displayed at the bottom of each date Go back to Attendance detail window List Calendar Filters ct Gace Piee lVorked Paid from f r Groups thru f f Period Allemployees gt Empl Name Date opion H
89. 1 Returns the number of units hours days or dollars based on the main unit of the time bank Note e CARRY carried forward from previous year e EARN earn accumulate e TAKEN taken used Use Up to 4 arguments can be used for this function e Operation to be performed Put one of the words CARRY EARN TAKEN or BAL between quotation marks For the equivalence in dollars if the bank allows it CARRYD EARND TAKEND BALD REQUIRED argument e Number of desired bank E g 1 Vacation 2 Sick leave etc REQUIRED argument e Employee number Leave blank or use 0 to specify current employee employee on which the PERS person file is positioned OPTIONAL argument e The date at which the information is requested If left blank the result is calculated for today OPTIONAL argument Note Using the WTIMSUM EARN function is the same as looking at the TS_EARN field of the Time banks file TIMSUM for the time bank record Similarly other operations correspond to other fields of the Time banks file TIMSUM The difference is that the value in the Time banks file TIMSUM is equal to that of the Attendance Detail file TIMEDT But there is no history in the Time banks file TIMSUM with the exception of the end of each year The WTIMSUM function is more complicated It takes the open balance TS_CARRY and adds the data from the Attendance Detail TIMEDT file to get a total for a specific date So WTI
90. 1 When do we pay premiums Here are a few options e a Premiums are manually entered in the time sheet This may be important if the premiums represent overtime or something else that the system cannot determine automatically e b Premiums are added by the time sheet based on rules This is also a common situation One of our customers has an employee who when she fills in for her supervisor is paid a premium of 50 of the difference between her normal rate and her supervisor s rate for the number of hours that were worked e c Premiums are based on the person s status grade experience etc and are paid once a week month or other period Often a customer will have a combination of the three options In cases a and b the premiums should be created by the time sheet program UmanaEnglish 170 Modules In case c the premiums could be paid when the salaries are generated This involves programming the ZSALAR module 2 How do we decide who is entitled to which premiums The program that pays the premiums needs to determine which premiums apply Usually the premiums are associated with the person job schedule etc These are standard places where premiums are often found There are therefore fields for premiums in the following SCHED schedules DAYTYPE shifts JOB list of defined jobs JOBHIST employee status The premium table is called TBL PRIME 3 What is the amount of the premium Usually the pr
91. 672 ATELIST Philippe 2007 07 05 H 100 672 ATELIST Phiippe 2007 07 04 H 150 fo Peer aera The Filters tab lets you make a selection from the entire set of transactions Once the list is built you can click on one of the transactions to display the detail You can search by date pay group and pay period for one or all the employees Once your criteria are entered click te to start the search CY See also Gross pay Attendance detail module UmanaEnglish Modules 121 Generation of salaries Concepts The purpose of this operation is to automatically create the employee s regular hours transactions based on his her schedule in the attendance detail gross pay TIMEDT This lets you enter only the exceptions by time sheet or other The generation of salaries can also add the premiums via a slight customization of the module Before the generation of salaries T hrs Sun Mon Tue Wed Thu Fri sat Exception pedal projects Exception absence Exception overtime After the generation of salaries T hrs Sun fon Tue Wed Thu Fri at Generated regular hours Usage So e First you need to make sure that all special hours have been entered e Then you apply the generation of salaries to cover the regular unentered hours Because the generation of salaries considers the existing transactions in TIMEDT you can execute it more than once without any problem transactions generated the first time wi
92. 7 91 92 99 100 101 102 107 108 113 115 116 121 122 124 125 126 129 133 137 138 140 141 144 148 149 153 156 160 161 161 162 164 168 169 170 171 172 173 173 181 181 ENTITY2 input screen Reference tables module Chapter 5 Tools and Wizards Alarms module Alarms input screen Alarms My messages Time Bank Termination Wizard Benefits Wizards Benefits Enroll eligible employees Benefits Update enrollments Mass Change Wizards Apply new rates raises to employees Wizard Employment History Mass Change Wizard Person Mass Change Wizard Counters Tools Counters Rule definition window Counters Calculation of totals Courses and Groups Wizards Courses Enroll Interested Persons Courses Enroll Selected Employees Dated Expressions Tools Dated Expressions input screen Options module Expressions generator Tools Umana functions FoxPro functions Maintenance tools Compare Employee with Occupied Positions Wizard Pay Wizards Salary generation Wizard Retroactive Pay Wizard Record of Employment Wizard Users module Users concepts Users input screen Chapter 6 Reports imports and exports Executing printing or viewing a report Selection dialog box Order selection dialog box Umana standard reports Data import Import raises movements Import bonus Attendance detail Data export Creating or modifying an export Exporting to the General Ledger Word processing
93. Benefits FMADN gt Delete a Candidate FMADN gt Find Ss Candidate Search MADN EF inquire a Employment History DFMANS Others cr Events MADNF El Export MADN xx Fields ft Generate Salary etc MADN S Import MADN C User C Group Filters MW Password Belongs to Last accessed M Modify M Add M Delete D M Find z Inquire Others S Fields Check to specify what rights a user has Check to specify what rights a group has To limit access to employee files according to job status personal status ENTITY work location job category pay group or event class Password registration To include the user in one or more groups Information specifying the date and time this user last accessed the application Check to give the right to change records in this module Check to give the right to add records to this module Check to give the right to delete records in this module D Check to give the right to search records in this module Check to give the right to query records in this module Codes specific to this module Click to get help about this module s options To define access to module fields visible invisible editable non editable fields Go back to Users window Access rights Group membership UmanaEnglish 286 Tools and Wizards Access rights Group membership With the mouse you can Add a user to a group Delete or deactivate a user by placing him her in th
94. C_WHEN Premiums granted for this day ees Click to apply the changes Apply Click to erase da Delete i Go back to Standard schedule window e From this window you create various exception days for the schedule Exception Holidays x French name l Englih name Cancel f of T Applies only if Time paid Normal schedule for this day Day type Hours worked on this day Premiums Rate adjustment Time paid not worked Day type ee Same number of hours as a normal day Hours paid but not worked Premiums Rate UmanaEnglish Modules 113 French name SC_NAMF French name of exception day English name SC_NAME English name of exception day Date SC_DATE Date of exception day C Applies only if SC_WHEN Check this box to enter a condition for the exception day Normal schedule for IkAsRule Check this box to use the normal schedule for the exception day worked this day Shift SC_DAYTYPE Type of exception day worked Hours worked on this SC HRSPER Number of hours worked for the exception day day Premiums SC_PRIME1 Premiums granted for the exception day worked Rate adjustment SC_ADJAMT Rate for the exception day worked Day type shift SC_FDAYTYPE Type of exception day not worked l Same number of IkAsRule2 Check this box to use the normal schedule for the exception day not worked hours as a normal day Hours paid but not SC_FHOURS Number of hours paid for the excep
95. Cell phone number Second phone number User ID Check this box to enter an e mail address as free text Seniority Emergency Modules 147 S I N Foreign S I N Country Language Birth date Marital status Minorities Citizenship Birthplace Source I Notes F Letters E SIN E SSN E_SSNCNTRY E LANG E_BIRTHDT E ETATCIV E MINORITY E CITIZEN E_BIRTHDT E SOURCE E NOTES E LETTERS Go back to Person window Name and status Address telephone Canadian social insurance number Non Canadian social insurance number Country that assigned the foreign social insurance number Mother tongue or preferred language Date of birth Marital status Visible minority to which the employee belongs Country of citizenship City of birth Recruiting source Check this box to enter free text Check this box to enter free text Misc Seniority Emergency Click Skills to display the Skills window CC Hire date first Years ago original hire Hire date last Years ago last hire Seniority date Adjusted Anniv MM DD Probation or contract ends E ORIGHIRE C_SEN1F E_LASTHIRE C_SEN2F E_SENIORDT C_SEN3F E_ANNIVMD E PROBDT Date of original hire Seniority 1 calculation Date of last hire Seniority 2 calculation Seniority date Seniority 3 calculation Anniversary date of annual evaluation Date probation period ends The Seniority I and Seniority 2 sections are calculated based on the
96. Concepts and processes 21 The sessions are saved in the LOG file If the user code selected is also the user code of an employee click this icon to open this employee s file Click this button to terminate the session selected Ending a session You can end an active session by opening the window above selecting the session to close and clicking the button The session should disappear within two minutes without warning or further intervention on the part of the user Ending all sessions You can force all users to leave the system immediately or if you prefer warn them that all sessions will be closing at a given time To do so open the Options window via Sp the main menu Tools Options 8 the shortcut bar Administration 1 Select the configuration option G oba and the 12 Logon tab 2 For the current day enter the time at which all users must be logged off from the system Five minutes before this time users will receive a message asking them to exit the system At the time entered in this option all sessions will close Teens eee Ee nnmnnn nnna mnnm aa Date last used by any user 2007 07 12 Date startup inf completed 2007 07 12 Force all users out at hh mm z Custom files DBFe for expressions J Conversion history M Applications installed Note that there is no date only a time This time 1s applicable for all days Leave a permanently active time here so that all users a
97. Deductions gt Plans What the options do Enrollments Click to access the Benefits and deductions input screen and enroll an employee in the various plans a Dependants Click to access the Dependants input screen and enter an employee s dependants A Plans Click to access the Benefit plans input screen and enter the plans and benefit related rules Staffing submenu T Candidates 2 Openings Staffing UmanaEnglish Introduction 11 What the options do a Candidates Click to access the Candidate selection dialog box and view modify or document a candidate s file Fy Openings Click to access the Requisition of position to be filled input screen and select qualified candidates to fill a position Remuneration submenu m Remuneration Be What the options do E gt Jobs Click to access the jobs input screen and view or modify the company s list of jobs job ID or title xpressions amp Plans Click to access the Remuneration plan input screen and manage the various remuneration plans offered by the company and specify the calculations that apply to the rates ES Rates Click to access the Rates table input screen and to create your rates table and update it Be Expressions Click to access the Dated expressions input screen Structure submenu Department am Structure t Product What the options do Department Click to access the Entity1
98. E adjusted year field FTE year For budgets the number of annual FTEs is used FTE year corresponds to one FTE over a year e Like a kilowatt hour or person day It is the product of instant FTEs X duration It s similar to a quantity of work mathematically represented as the area under a curve For each position enter the period start and end dates the position 1s budgeted for and the number of FTEs e For example if the position is to be filled full time for six months enter FTE 1 and specify the start and end UmanaEnglish Modules 153 dates The system will display 0 5 FTE years 1 FTE X 0 5 years e Ifthe position is budgeted for the entire year leave the dates blank The budget years are defined in the BUDGET table See the Configurable options to specify the current year which will be displayed in the Positions input screen LA See also Positions module Position search dialog box To display this dialog box e Ifthe Positions input screen has not yet been opened the dialog box will automatically be displayed e Ifthe Positions input screen has been opened before the last position displayed will come up again e To select another position click the 4 Search F4 button from the input screen toolbar or select Action Search from the main menu Selecting a position 1 Enter the position number or criteria such as the occupant job and or department of the position Check the l Include closed positions b
99. LESS RE_BON1VAL RE_BON6VAL Go back to Remuneration plan window General Rates Other Progression Incentives Modules 167 Field used for comparison calculations Expression used for comparison calculations Expression used to calculate hourly rate Check this box to prevent an hourly rate lower than regular hourly rate Check one of these boxes to enter the incentive formulas Grade progression Next scale Grade progression Rules Date Grade progression Rules Criteria Grade progression Rules Confirm Annual increase Amount Annual increase Field Annual increase Date Annual increase Automatic Annual increase Confirm LkAdvGrad Next scale LkAdvDat Date that triggers the progression LkAdvCond Expression that triggers the progression RE_ADVCONF Check this box to force a confirmation for the progression LkAugVal Expression used for the annual increase LkAugFld Field used for the annual increase LkAugDat Date that triggers the increase IkAugAlrm Check this box to allow an automatic increase RE_AUGCONF Check this box to force a confirmation for the increase Go back to Remuneration plan window UmanaEnglish 168 Modules General Rates Other Progression Incentives Seniority 1 and 2 Formula used for the calculation of seniority Go back to Remuneration plan window See also Remuneration module Remuneration concepts of rules and rates Rates table input screen Home g
100. MSUM will be a lot SLOWER than reading the Time banks file TIMSUM record directly It is also much powerful eval C_TXPROV Province of taxation Returns the province of taxation ey Configurable options X Province of taxation expression evalx RE_BON1VAL O Formula for performance bonus First formula for performance bonus in the remuneration program 6 possible Notes Use EVALX to execute the specified calculation and return a number If there is no defined expression the result value will be zero 2nd argument of EVALX Example If Rolan RE_BON1VAL contains the expression 25 ANNUAL and the employee s annual salary is 50 000 then EVALX rplan RE_BON1VAL 0 will return the value 12 500 See also Expressions generator Tools UmanaEnglish 262 Tools and Wizards FoxPro functions Tools and Wizards gt Expressions generator Tools gt FoxPro functions FoxPro functions These are some of the most used native Foxpro functions available everywhere an expression is needed Name and description MAX expr1 expr2 etc Returns the greatest value of entered expressions Parameters Specify the expressions for which you want the function to return the greatest value You can enter an unlimited number but they must all be of the same type Value The values entered may be numbers or letters Dates or expressions are also allowed In the case of expressions all the resulting values must be
101. Mary takes a vacation day it is 4 hours These 4 hours are converted into days and subtracted from her time bank The system divides her 4 hours by HRSPDY 8 because Mary s full time equivalent is 8 hours a day the HRSPDY function calculates 8 So 4 hours divided by 8 hours day 0 5 days That s all well and good But since things tend to get complicated let s add another twist Let s assume that Mary in the previous example decides to change her schedule to work 10 hours a day 2 days a week only Mondays and Tuesdays Her hours week will continue to equal 20 and as a result her average number of hours per day will be 4 The 5 day balance of her bank stays the same But if she takes a 10 hour vacation day her balance will decrease by 10 8 1 25 days In 2 weeks of vacation she will take 4 10 hour days reducing her bank by 4 X 1 25 5 days which adds up to her 2 weeks of vacation entitlement So everything is working well The Umana system manages part time employees by adjusting their vacation entitlement to the percentage of full time work So a part time employee will have 2 weeks of vacation or 10 full time equivalent FTE hours a day X 50 which works out to 5 days If the time bank is in hours this will be multiplied by HRSPDY which is the number of hours a part time employee works in 2 w Reports You can also eeks use HRSPDY 0 t as a multiplier or divisor in reports to print the hours even if the bank is
102. Premiums Msssonnannannnnnnnnnnnnnnnnnnnnannnnnnnn Enrolled since 2006 07 24 Option selected IMD r Reference Number EENEN Smoker Beneficiary Carrier notified dt N T Notes 20070442 10 54 40 TEST Enrolled since B_ ENROLDT Date enrolled Option selected B_ OPTION The type of coverage selected e g Family Individual Reference number B REFNO Policyholder s reference number Carrier notified dt B NOTIFDT Date sent to carrier Smoker E SMOKER Check this box to specify whether the employee smokes C Beneficiary B_BENEFIC Check this box to enter the list of beneficiaries I Notes B_NOTES Check this box to enter free text Go back to the Plans Benefits and deductions Enrollments window Enrollment Coverage 1 Coverage 2 Premiums Enrollment overage 1 Coverage 2 Premiums Times salary 1 3 eee Fixed amount 000 M E EER Option 1 B_VAL1 Value of plan s first option Option 2 B_VAL2 Value of plan s second option UmanaEnglish 38 Modules Option 3 B VAL3 Value of plan s third option Option 4 B VAL4 Value of plan s fourth option Option 5 B_ VAL5 Value of plan s fifth option Go back to the Plans Benefits and deductions Enrollments window Enrollment Coverage 1 Coverage 2 Premiums Enrollment Coverage 1 Coverage 2 Premiums Option 6 B_VAL6 Value of plan s sixth option Option 7 B_VAL7 Value of plan s seventh option Option 8 B_VAL8 Value of plan s eighth option Option 9
103. Remuneration Employment main menu Administration Employment navigation pane CY See also A Module overview Organization reports available ty Configurable options Related tables Remuneration concepts of rules and rates The Remuneration module serves the Employment and Gross pay modules UmanaEnglish Modules 163 Hours rate premium Plans shift job performed E Rates table Rates table The rates are saved in a table of rates by date Each record contains a series of rates e g maximum minimum fixed and is identified with a single key Rate ID and applies to a group of employees It is up to the company to decide on how to group rates and determine which employees each series of rates applies to For example a particular series of rates could apply to all employees who hold a certain position or it could apply to a combination of position and grade level In order for Umana to know which rates to apply you must specify the calculation rules for the key Rate ID for each employee This definition will be based on information regarding the employee and his her position ee Aea a oo EE Fa a soe z Salary Job Location Status Category Points Together they determine Rates table a O Changer bes taunt ici au benmi TOR Mama 27880000 327520000 30238500 Masse 60080000 R000 Onn a20 oo on oe et ec oe ee we ee ee a lh ne ce pe e
104. STAT employment status For an employee who has a TERM RETR or DECE status seniority is calculated only until the date the employee was terminated retired or died Using another date A date can be assigned as a second parameter to the SENIOR function In this case the function uses this date to calculate seniority instead of the current date Example SENIOR REHIRE 01 01 97 returns seniority in years at January 1 1997 See also e SENIOR HIRE Based on the hire date e SENIOR SENDT Based on the seniority date and hire date e SENIOR SENIOR Based on the seniority date and rehire date SENIOR SENDT Seniority according to the seniority date calculated since hire UmanaEnglish 258 Tools and Wizards Returns the number of years of seniority at the current date The SENDT parameter means that the result is based either on the seniority date if entered or the original hire date if it is not Calculate DATE iif empty E_SENDT E_ORIGHIRE E_SENDT 365 25 The result is in years without fractions If the person has 355 days of seniority this function would return 0 9972 Rounded to a single decimal point the result becomes 1 0 year even if the employee has not yet finished a full year Note on JSTAT employment status For an employee who has a TERM RETR or DECE status seniority is calculated only until the date the employee was terminated retired or died Using another date A date can be assig
105. See also Other rates tab in the Remuneration window e Minimum The minimum annual salary for this function is determined in the remuneration module and in the RATE rates table See the Rates tab in the Remuneration window e Maximum The maximum annual salary of a function is determined in the remuneration module and in the RATE rates table See the Rates tab in the Remuneration window Update It can be entered manually or calculated starting from annual pay or the hourly rate When it is entered manually it affects the annual salary and the hourly rate if the configuration option X Calculate the hourly rate based on salary is checked Manually In the Remuneration tab of the Employment history window Calculation For a salaried employee salary not 0 the annual salary is calculated based on the salary by period the number of hours worked per week and the number of weeks per year For an employee who is not salaried salary equals 0 the annual salary is based on the hourly rate the number of hours worked per week and the number of weeks per year Static tables The PERIOD table is used to define the number of weeks or periods by year ey Configurable options X Stop salary period impossible X Stop annual salary impossible X Calculate hourly rate of salary SENIOR HIRE Seniority since hire UmanaEnglish Tools and Wizards 257 Returns the number of years of seniority at the current date The HIRE paramet
106. T Notes Department ADM Admin F Product GNRL General La f Location Tor Toronto Documents Contract No E Last modi 20070221 09 36 24 TEST Enean acion Status Pers stia Sannual J el 109 998 75 Vice President Library technician 45 656 28 Vice Presi 2006 05 24 AUGMEN EMPL PERM 30 400 00 Programmer Internal name Movement H_JACTION Movement code creates the personal status On date H_ONDATE Date on which the movement takes effect The view window at the bottom of this screen is used mainly if you are working on a job file It contains the employee s entire employment history Click on the line you want to see and the system will display the file in question O Atthe start this window displays the employee s current status This record is found on the last line of the view window To view the previous records use the keyboard arrows or mouse up or down Status Status Job and Position Remuneration Attendance Plans Misc UmanaEnglish 104 Modules a Status i Job and Position Remuneration Attendance Plans Misc Employment status EMPL Employed following HIRE New Hire Temporary Effective at end of day Personal Status PERM Permanent Notes Department ADM Admin Product GNRL General La Location TOR Toronto Documents Contract No 12 Last modif 2007 02 21 09 36 24 TEST Status employment H_JSTAT Employment status following H_JSTATA Last
107. This operation is accessible via the _ Tools button of the Pay calendar window if you opted for the Net pay with Umana option e You can modify the temporary calculations in TEMPPAY before finalizing them next step e Should you use a net pay other than Umana this operation and those that follow are replaced by an export creation of a file to be exported to your net pay system This interface file encloses information from gross pay TIMEDT and employees personal and employment files PERS JOBHIST and PRPAR as well as the BENEFIT benefits file Finalize temporary pay This operation transfers the TEMPPAY temporary pay transactions to PAYDT net pay and marks the transactions in gross pay in order to save a history This operation is accessible via the __ Tools button of the Pay calendar window if you opted for the Net pay with Umana option Create a direct deposit file This operation transfers the PAYDT net pay transactions to a direct deposit file This operation is accessible via the Tools Export Direct deposit of net pay if you opted for the Net pay with Umana option UmanaEnglish 32 Modules Modules ii i lt Overview of Umana Modules The Umana system consists of many modules Since a module may be difficult to categorize 1t may appear in more than one list These modules are available by selecting Data from the menu bar or by using the navigation pane Person Basic Information o Person His personal in
108. This wizard allows you to make changes to multiple employees atthe same time tf will select employees manually Select all employees meeting the conditions below Department Product Employment status r Fersonal status iA Job r Job category bai Fay group Employee s PERMANENT status Additional criteria Previous Next e Select the I will select the employees manually option to access the list of selected people which will allow the manual selection of participants e Select the option titled Select all employees meeting the conditions below to access the list of people who meet the stated criteria Using the dropdown menus specify one or more criteria to find employees to select Responsibility centre ENTITY 1 and ENTITY2 Employment status Personal status Job Category Pay group of employees you want to select By checking off the following boxes e Permanent status You limit the list to employees with permanent status e Additional criteria You can program additional criteria using the Expressions Generator By clicking Next gt the user accesses the list of people selected based on the criteria defined List of Selected Employees UmanaEnglish 226 Tools and Wizards Mass change Employees Here is the list of selected employees Click O add another person u Bare lAN C None 0 person s selected Previous Next
109. Toolbar Click t amp Open to open the selected message You will then have the opportunity to save or delete the message i Click Forward to forward the selected message to another user Note that this option is not available for now Click to delete the selected message Click to refresh the list of messages Go back to start Message with automatic action i Automatic Action m A Update coverage and premiums for ATELIST Philip PHILLY in plan LIFE 2 In general two actions are possible when a message is opened Save message and Delete message However these actions change completely if a message has an attached action and become Yes Later and No options for executing the command or not Go back to start CY See also W Alarms Module W Alarms input screen Time Bank Termination Wizard i Overview UmanaEnglish 202 Tools and Wizards The Termination Wizard is a tool to help you manage the time banks of an employee when the employment status is termination or when the employee is no longer eligible for a plan O Note A bank does not necessarily have to be closed upon the termination of an employee For example for an in and out employee it may be better to close his time banks at the end of the year or on another date On this page Calling up the wizard Information on the bank and selecting the closing date What to do with the balance Including the current year Che
110. Your software support personnel have good knowledge of the software and are familiar with your environment They can quickly answer your questions or help you with hardware or network problems 2 Support from Carver Technologies Inc If your support personnel can t help you we ll be happy to answer your questions Read Umana knowledge base kb umana ca Visit our helpdesk center helpdesk umana ca Send us a ticket by e mail at support umana ca Access our website www umana ca Call 514 861 9796 for technical support User interface In this chapter Navigation Umana tools and menus Menu bar navigation pane and toolbar Use the menus icons or tools to access a module or perform a task UmanaEnglish Introduction 3 Pop up menus Right click over any field to display a small menu to its right with a list of options specific to this field Keyboard shortcuts List of keyboard shortcuts Where to start Adjust your preferences You can adjust your preferences by clicking on the Preferences option of the System menu Select an employee This is the person selection dialog box Click 4 Search on the toolbar to display it Menu bar navigation pane and toolbar 3 In this chapter System menu Access a calculator send an e mail select your language and preferences etc Edit menu Use edit functions copy paste etc This menu s options are available only if a field or part of the text is selec
111. a Overview The Word processing function generates letters in Microsoft Word with data from the Umana system The process involves extracting data from the Umana HR database to an intermediate file TXT Afterwards a model letter opens up in Microsoft Word and the extracted data is merged mail merge The result of this merge is a new Microsoft Word file containing one or more pages by record whose content includes the information from the extracted record Operation Access Word processing From the main menu Tools L Word processing From the main menu Print I Word processing Creating a merged document The window above enables you to e Choose the letter to be used from the pull down list e Select the data to be extracted typically the distribution list Click the Selection option e Trigger data extraction of data and merging with Microsoft Word Click the Merge button Modifying extraction rules and the model letter Use the mail toolbar buttons or the Action menu e To modify the selected mail merge operation letter and extraction rules Click the __ Modify button on the toolbar at the top of the window or e To copy the selected mail merge operation letter and extraction rules to create a new letter and new rules Click the _ Copy button on the toolbar at the top of the window Both actions open the window below UmanaEnglish 304 Reports imports and exports e The Mo
112. a category of transactions Detailed employee reports e Employee info e Record of employment e Time sheet Number of employees paid for a period compared to the preceding period e Control report e Movements Print Job from the menu bar To make corrections to gross pay use the Attendance detail window 4 See also Payroll module Net pay module This module is only available if you opted for Umana Payroll Please consult your technical support UmanaEnglish 1 26 Modules P a Overview Use the Net pay module to view generate and adjust net pay Based on the earnings of gross pay it calculates the statutory deductions e g taxes and other deductions such as employee benefits and union dues Transactions e In the case of net pay transactions are grouped by pay period and by type Each transaction includes the following e Employee number e Pay period e Type hour absence statutory deduction benefit total e Option pay amount statutory deduction or benefit e Amounts and hours employee and employer shares Data The data is saved in two files e TEMPPAY file which contains the temporary net pay data calculated by the Net pay calculation operation e PAYDT file which contains the finalized net pay data Operation Input screen To access the Net pay input screen Data Net pay Detail net pay main menu Pay navigation pane EY See also Payroll Module Doing payroll Concept
113. aEnglish 190 Modules MISKBANK Various bank adjustments e g right to discharge cash out vacation bank Specifies the deposit transaction to be generated when depositing entitlements to the employee Plans Banks Various transactions to which the rule applies Counters OPTION Benefit options e g family individual family and dental Option selection by employee Benefits Available and default options Benefit plan Specifies the benefit Net pay PACTION Position reason for movement e g new position change in status Reason for position Position PAYCALC Tax calculation e g periodic annual evaluation lump sum payment Method of calculation to be used for calculating temporary net pay Net pay calculation PAYCONST Pay constants e g Basic exemption annual QPP contribution PAYGRP Pay group e g weekly monthly biweekly Employee pay group Employment history Pay group to which position is linked Position Pay group for payroll Pay calendar Pay group of employee pay transaction Attendance detail and gross pay Net pay pay group Net pay Pay group included in the temporary net pay calculation Net pay calculation Selection by pay group Person Mass change Wizard Selection by pay group Employment history Mass change Wizard Selection of employees via pay group Enrollment of selected employees Wizard Selection by pay group Compares employees vs position hel
114. an and external files associated with this person such as his her r sum These files are accessible via a pull down menu The Notes about skills field can also be filled out in the Availability input screen of the Assignment module Skills General Skills Targets Schooling Career 672 ATELIST Philippe Phil General Skills Targets schooling career Languages Spoken Degrees Education Computer 7 Machines T Management ba Networking T Jobs can do TECHCOM2 z Tasks can do This tab includes the acquired skills documented in the person s file O Note that the employee s job title from the employment history is automatically displayed in the Jobs can do field T Some acquired skills can be transferred from the Staffing module when the file is created Some acquired skills can be added subsequent to an employee s taking a course Targets General Skills Targets Schooling Career UmanaEnglish 68 Modules Skills and Career ATELIST Philippe Phil Ely Modify E lt gt g Find Courses 672 ATELIST Philippe Phil General skills Targets schooling career Languages targeted ee ee ee Education targeted Se Se ae el Computer Machines r Management r Networking Jobs targeted Tasks targeted This tab includes the skills documented as to be acquired in the person s file Some targeted skills can be ad
115. and sills i ANGLIA English lewel 1 Of DIGEE Epek airoduenon Eligiblity V Selection by status Additional criteria fi EXCEL 2 Excel Intermediate Arare Sialla developped 2 MSWORD 1 M S Word Level 1 MSWORD 2 M S Word Level Languages Zl E S MWAWE 1 MicroWave Technology Education ii WPI Wice President Training 1 E WINNTOA Windows NT Jobs E H SELF Autodidacte E TRNPLAN Planification admin de formatn Computer EXCEL Excel Machines r r Management Networking r r Course z Other prerequisites expression Eligibility e Check off the Selection by status box to access a selection window where you can use pull down menus of the Select one or more type to specify the responsibility centre employment status personal status category pay group job you can also check off the Permanent status of the person box to show that the participant must be a permanent employee e Check the Additional criteria box to access the expressions generator used to set new criteria Prerequisites Use the Select one or more pull down menus to determine the skills and or prerequisite course for the selected course UmanaEnglish Modules 77 Skills developed Use the Select one or more pull down menus to determine the skills developed to be acquired per selected course Y The skills developed by the
116. aneous field of structure ENTITY1 See Global configuration options maximum 4 Go back to Structure ENTITY1 window General Statistics UmanaEnglish 184 Modules Include sub levels INF Check this box to include employees in lower levels Graphic Graphic Click this button to display information in graphical form The view window displays the number of employees who are active inactive and on long term disability for all the statuses of the structure ENTITY 1 When the Include sub levels box is checked employees of lower levels are added to the total of each status Go back to Structure ENTITY1 window A See also Structure Module Reference tables Module ENTITY2 input screen Home gt Modules gt Structure module gt ENTITY2 input screen To access the Structure ENTITY2 window select Data Structure ENTITY2 from the menu bar e Note that the Structure ENTITY2 input screen is the same as for Structure ENTITY 1 e Please refer to the Structure ENTITY 1 input screen for more details CY See also UmanaEnglish Modules 185 Structure Module Reference tables Module Reference tables module a Overview This module updates most of the system s reference tables The reference tables are used to control the values entered in the employee data windows When you enter a value in a control field the system presents you with a choice of pre defined values in the related table For
117. ange in the employee s employment status For example the hiring movement HIRE creates an active employee status EMPL and the termination movement creates a terminated employee status TERM O Minor do not change an employee s employment status For example an active employee s status EMPL will not change due to an increase movement INCR Supervisor implicit and explicit If you use the Positions module and an employee is assigned to a position his her supervisor will be the incumbent or substitute of the position to which he she reports If the employee is not assigned to a position the number PERSID of his her explicit supervisor can be saved in the employee s JOBHIST record movement this constitutes the notion of explicit supervisor An explicit supervisor always has priority over an implicit supervisor If an employee does not have an explicit supervisor he she may have an implicit supervisor 1 e the person who supervises the structure ENTITY 1 or ENTITY2 of the employee in question The list of implicitly supervised structures is saved in the H_BOSSOF Supervised structure field e This field can be linked to either structure ENTITY 1 or ENTITY2 See Employment Configuration options e See also BOSS function Supervisor employee number A See also Employment history module Relation between salary fields On this page e The four salary fields e Calculation of annual periods e Calculation base
118. ant to calculate temporary pay The system will process all the unpaid attendance detail transactions for the selected period from to e Note that in the following window it is understood that your selection applies to the current period Go back to start 2 What to pay UmanaEnglish Modules 131 Earnings gross pay to pay This section allows you to define the transactions you want to use in the payroll calculation Calculation rules This section allows you to define the rules you want to use in this payroll calculation Go back to start or to the previous window 3 Whom to pay UmanaEnglish 132 Modules This windows allows you to select one or more employees or a group of employee s Go back to start or to the previous window 4 List of employees to be paid This window displays the employees corresponding to the selection in the previous window You can include exclude or add an employee using the bottom buttons Go back to start or to the previous window UmanaEnglish Modules 133 5 Final confirmation This window allows you to perform the calculation according to the previously entered parameters or to modify your selection Once the pay has been calculated for a period the icon to the left of the period in the calendar turns purple e Note that you can undo the payroll calculation using the Cancel temporary pay tool Go back to start or to the previous window E See also Payroll
119. ased on the hire date e SENIOR REHIRE Based on the rehire date e SENIOR SENDT Based on the seniority date and hire date UNITRATE Hourly rate UmanaEnglish Tools and Wizards 259 Returns the hourly rate Update It can be entered manually or calculated starting from annual pay or the salary per period When it is entered manually it affects the annual salary and the salary per period Manually In the Remuneration tab of the Employment history window Calculation For a salaried employee salary not 0 the annual salary is calculated based on the salary by period the number of hours worked per week and the number of weeks per year For an employee who is not salaried salary equals 0 the annual salary is based on the hourly rate the number of hours worked per week and the number of weeks per year Static tables The PERIOD table is used to define the number of weeks or periods by year ie Configurable options X Stop salary period impossible X Stop annual salary impossible X Calculate hourly rate of salary WKCAL DAYTYPE Schedule Day type Returns the day type according to the schedule Optional arguments e Arg 1 Operation e Arg 2 Employee number numbers or ID schedule character chain e Arg 3 To a date By default this is the current date WKCAL FDAYTYPE Schedule Holiday code Returns the day type according to the schedule Optional arguments e Arg 1 Op
120. at the rate includes taxes Recalculate the BP_AGESENS Check this box to specify that the rate depends on age rates on employee s birthday Premiums are BP_PRCALC Check this box to specify that the calculations are done by the payroll system calculated by the payroll system C Update the BP_RECALC Check this box to recalculate at each pay employee file after Calculate each week BP_BYWEEK Check this box to generate transactions every week separately UmanaEnglish Modules 45 C Pay out the BP_EPRPAY Check this box to pay out employer share employer s share to the employee l Process arrears on BP_ARREARS Check this box to carry forward arrears unpaid amounts Go back to the Plans Benefits and deductions window General Eligibility Coverage Premiums Pay Automation I Enroll automatically BP_EFFAUTO Check this box for automatic enrollments Enroll confirmation BP_EFFCONF Check this box to require a confirmation of enrollment Create enrollment BP_PROLONG Click this button to use an extension date as soon as employee meets eligibility criteria except for the date with a future date Create enrollment N BP_EFFDAYS Click this button to enter the number of days days before the calculated eligibility date l Terminate BP_ENDAUTO Check this box for automatic terminations automatically C Require confirmation BP_ENDCONF Check this box to require a confirmation of termination Send a warning N days BP_ENDDAYS Number o
121. ate Staffing PSTAT Personal status e g permanent temporary student Employee s current personal status Employment history Personal status possible for the position Position Selection based on personal status for the temporary net pay calculation Net pay calculation Selection by personal status Event Selection by personal status Person Mass change Wizard Selection by personal status Employment history Mass change Wizard Employee selection via personal status Enrollment of selected employees Wizard Selection by personal status Compares employees vs position held Wizard Selection by personal status Retroactive pay Wizard Selection by personal status Benefits Wizard RELATN Relationship e g child spouse brother Relationship with dependant Benefits Dependant RELEVE1 Relev 1 e g A Employment income B QPP contribution REOCCUR Reoccurrence type e g relapse recurrence aggravation Recurrence following previous accident Accident RESOURCE Resources e g Computer WIN95 Video recorder Resources required for the training Training Courses and groups ROEOTHER RE Other amounts e g A anniversary date payment B premium bonus ROEREAS RE Reason for departure e g A lack of work B strike or lock out Default reason Record of employment Wizard ROOM Room Training Interview e g Laval room board room room A 15
122. ates and eligibility rules will be applied automatically with a notice to the people affected This module allows access to the time bank management module Data The management of benefits and deductions involves three submodules Benefits submodule to enter the enrollments in the various plans Dependants submodule to enter the Dependants Plans Benefits submodule to enter the plans and rules associated with benefits Time benefits management involves three files e BENEFIT file which contains employees enrollments to benefits and deductions e DEPEND file which contains information about employees dependants UmanaEnglish 34 Modules e BPLAN which contains time benefit deductions rules and policies Operation To access the Benefits input screen HF Data Benefits Deductions Enrollments main menu Benefits Benefits navigation pane To access the Dependants input screen Data Benefits Deductions Dependants main menu Benefits Dependants navigation pane To access the Plans Benefits input screen Data Benefits Deductions Plans main menu Benefits Plans Benefits navigation pane See also 4 Module overview Benefits reports available ah Configurable options Related tables Benefits concepts On this page e Overview e Net pay e Benefit plans e Benefits plan enrollments e Dependants Overview The Benefits module defines benefit plans and enrolls eligible
123. ating to update the data based on the bank balances Checking and correcting your figures Time bank termination wizard ait a any E 672 ATELIST Philippe Phil VACBUR Please verify and correct these figures as needed Hours Current balance in bank 2 81 Current partial period 140 00 TOTAL Pay out to employee Employee loses reversed Leave in bank Cancel Click to display the calculator UmanaEnglish Tools and Wizards 205 You can change the hours and or amounts that the employee loses or what remains in the bank If the Leave in bank field is not set to 0 the bank will not automatically close Time bank termination wizard ae Be ied FES 672 ATELIST Philippe Phil VACBUR Click Finish to create transactions dated 2007 0712 to Add 140 hours entitlement for the current year Pay out 2994 60 equivalent to 140 hours from his bank Discard 2 31 hours from his bank Payout transaction code BMON2 r This will empty the time bank J Close the employee s time bank Click lt Finieh gt to do it now Click lt Back gt to revise these figures Cancel Previous i Enter the transaction to be used to pay out from the bank Check the Close the employee s time bank box and click Finish Benefits Wizards i Overview There are two benefits wizards e Enrolling employees in a benefit This wizard enrolls eligible employees in a new benefit e Updating enrollm
124. ation Data entry screen To access the Employment history input screen 3 Data Employment main menu Person Employment navigation pane Before creating a first movement for an employee you need to create his her personal file in the Person module You can then go back to the Employment module to create his her job movements CY See also Module overview Employment module concepts E Job titles Module Employment reports available Configurable options WP Mass updates Steps to hire an employee Steps to terminate an employee UmanaEnglish 1 OO Modules Related tables Employment history concepts On this page e Movement definition e Specific operations e Payroll fields e Employment status change major movements e Implicit and Explicit supervisor Movement Definition A movement is a change in the employee s status e g a hire increase transfer change in job title layoff etc Normally the employee s last movement specifies his her current status Each movement indicates the reason for the change and its code movement ID along with the effective date thereby creating a complete history of the employee The movement contains all the information regarding his her new status including salary Specific operations Add to change To report a new employee status you must add from the Employment history window a new movement in JOBHIST file usually at the end with a date later than t
125. ation date Using the pull down menu the user enters the date on which the declaration was made and in the adjacent box the time Late By checking this box the user specifies that the declaration was made after the normal reporting timeframe Stop work date Using the pull down menu the user enters the date on which the employee stopped working and in the adjacent box the time Resume light work date Using the pull down menu the user enters the date on which the employee will resume light work and in the adjacent box the time Notes By checking this box the user accesses a window in which to write notes about the event Return normal work date Using the pull down menu the user enters the date on which the employee will return to normal work and in the adjacent box the time Date incapacitated Using the pull down menu the user enters the date the employee was deemed incapacitated and in the adjacent box the time UmanaEnglish 1 80 Modules Date died Using the pull down menu the user enters the date of the employee s death and in the adjacent box the time Insurance tab Employee Details History Compensation WCB file number The user enters the WCB number in this field and using the adjacent pull down menu specifies whether the file was Accepted Challenged Refused WCE file date Using the pull down menu the user enters the date the WCB file was opened Open By checking this box the user speci
126. atory they must be filled out General info Additional info Occupants Budget Skills lel EA es Position ADJADFEALO1 Position ID apzanm aLo1 From Yee to Reason Closed on fais Department AL of Product F Frimary Secondary Job Code ADJADM French title adjoint Admin English title Grades Categories BUR Office workers UmanaEnglish Modules 157 Position ID From To P_POSID The position ID will be automatically attributed if you leave it blank when you save Date position created Date position abolished The bottom box contains the position s movement history It is only displayed if you have selected this configurable option General info Reason Department Product Job Code French title English title Grades Categones BUR Office workers Additional info Occupants Budget Skills twe fitmat notes name P_PACTION New position or change in status P CLOSEDT Date position abolished Reason Closed on Department Entity 1 Product Entity 2 Job code Primary Job code Secondary French title English title Grade P_ENTITY1 PC P_JOBID P_JOBIDS P TITLE P TITLE P_GRADE Go back to Positions window General info Additional info Validation table ENTITY1 Validation table ENTITY2 Validation table JOB Jobs Validation table JOB Jobs This fields allows multiple selections If the position is not reserved
127. ay the Pay Calendar tools Access the ROE Record of Employment via a the main menu Tools Wizards ROE Record of Employment Salary generation Wizard To access the Salary generation wizard Tools Wizards Generate salaries main menu Salary generation Thru From 2006 12 31 2007 01 06 Pernod W Weekly selection J Selection W Criteria Operation J Normal pay Premiums V Holidays Events Leveling Using the pull down menus specify the following e Period according to those defined in the pay calendar Tools and Wizards 267 e Dates From Thru will be entered automatically following the selection of the period but can always be changed later on Click the following e Selection to view previously entered selection criteria for employees in the configuration options UmanaEnglish 268 Tools and Wizards Check Criteria to view or modify using the expressions generator other selection criteria also entered in the configuration options but that are modifiable Normal pay Premiums Holidays Events Levelling to select the types of transaction to create in gross pay Click the following 4 Browse to view all the transactions generated Save for the generation of transactions Close to exit the wizard Retroactive Pay Wizard Access the Retroactive Pay wizard via the main menu Tools Wizards Retroactive Pay Transacti
128. cess the Person input screen Data Person from the main menu Person Person navigation pane CY See also 4 Module overview 4 Person selection dialog box ws Employment module Person reports available So Configurable Person options Related tables Person selection dialog box This dialog box allows you to search for a person It is accessible either automatically or via the Person Employment etc modules To display this dialog box e fa data window for a person has never been opened the dialog box will automatically be displayed when you access a person s data for the first time e Ifa data window for a person has been opened previously the last person displayed will be displayed again e In this situation to select another person click the 4 Search F4 button from the input screen toolbar or select Action Search from the main menu Name Number Org chart Search Lists UmanaEnglish 142 Modules V In a new window Check this box to display the person selected in a different screen from that of the previously selected person Selects and displays the selected person Creates a new person Includes active people Includes inactive people Includes terminated retired or deceased people Name Number Org chart Search Lists Enter part of the name or a number Enables searches by name employee number or SIN social insurance number Enter a few letters of the name to display people whose name b
129. ch the deposits and withdrawals are denominated in hours The most important differences between the day and hour units are with respect to e displaying an employee s time bank e how the bank works when an employee s schedule changes The other differences are less significant since it is very easy to convert days into hours or vice versa in order to include them in printed reports or pay stubs In general e Time banks in hours are more accurate and useful for hourly employees and those on rotating shifts particularly those who do not work the same number of hours each day e An employee who works 40 hours week and who has 40 hours equivalent to 5 days accrued in his her time bank will still have 40 hours in it even if he she switches from a 40 to a 35 hour week This will then be equivalent to 5 71 days Time banks in hours are also easier to understand and therefore easier to explain to employees on rotating or irregular schedules e Time banks in days are mainly useful for employees who may go from an 8 to a 7 hour a day schedule and who must keep a constant number of days in their time banks e An employee who works 40 hours week and who has 5 days equivalent to 40 hours in his her bank will always have 5 days in it even after switching from a 40 to a 35 hour schedule This will then be equivalent to 35 hours Through these examples you can see the impact of entering data in days or in hours Converting between days a
130. change the precedence Descending order The sort order will be descending Umana standard reports S Overview of standard reports Umana reports are organized by category module Person module Person reports Lists of employees emergency contacts seniority etc UmanaEnglish 294 Reports imports and exports Job module Job reports Full employee history list of movements etc Positions module Positions reports History organizational chart list of positions etc Events module Events reports Lists of events schedules etc Health Safety module Accident reports Lists of accidents statistics etc Training module Skills reports Lists of employee skills courses etc Events reports Course enrollments among other events Attendance module Time bank reports Lists of time banks absenteeism statistics etc Gross pay module Gross pay reports Lists of attendance transactions time sheets etc Net pay module Net pay reports Lists of employee payroll parameters bank accounts etc Benefits module Benefits reports Plans enrollments premiums deductions and coverage Staffing module Staffing reports Position opening notices candidate list etc Schedule module Schedule reports Assignment histories etc Organization Organization reports Description of functions lists of entities etc System Alarms report Lists of past and future alarms and system informa
131. checking the M Filters box A dialog box will be displayed and allow you to limit user access according to certain criteria For example a user could have an access limited to employees of certain departments ENTITY 1 or having certain statuses If a person belongs to several groups he she benefits from uniting the groups access rights For example if Group A has access to white collar workers and Group B has access to blue collar workers a user in both groups would have access to both white collar and blue collar workers User ID and password The user ID may not exceed 8 characters and the password 10 characters They are case insensitive In Options Application Security you can set the minimum password length and certain other options Starting off on the right foot When you install Umana HR you have the DEMO user ID to start You can use this user ID to define security In other words you can access the Options User module Obviously the first thing to do would be to create a new user ID for your system administrator you and to assign a different password Also put this new code in the ADMIN group or give access to Options Users to this user directly After launching Umana HR remove the access to Options Users from the DEMO user r at the very least change his UmanaEnglish 284 Tools and Wizards or her password CX See also E Users module Users input screen Home gt Tools and Wizards gt Us
132. ched regard a specific employee The name of the employee is completed using the pull down menu to access the person selection window Search Overview Search Index UmanaEnglish 94 Modules Overview Search Index Employee Employment status Personal status Be Y Employment categories a Departmen ka Event eeni E AE erro irre C Stat From v E i End f During To vv IF File name containing permene Event types Expression Display This selection window is used to search for events for a set of employees by Employee Event UmanaEnglish clicking Display after specifying one or more search criteria Employment status The pull down menu of this field accesses a window titled Select one or more listing the available employment status choices to add or remove Personal status The pull down menu of this field accesses a window titled Select one or more listing the available personal status choices to add or remove Employment categories The pull down menu of this field accesses a window titled Select one or more listing the available employment category choices to add or remove Department The pull down menu of this field accesses a window listing the company s main structure ENTITY 1 a box at the bottom of the window offers the possibility of including lower levels for each of the centres listed Select a centre by clicking on a listed choice and then clicking OK or by simply double click
133. cking and correcting numbers Finalizing Calling up the wizard The Termination Wizard can be called by using the Tools button in the Time Bank window e using the main menu Tools Wizards Time Bank Close or Pay Out Call up via the tools in the Time Bank window Select the desired employee and bank Click __ and select the Termination Wizard option The Wizard will open directly in the Bank Information and Select Closing Date window Call up via the main menu Select Tools Wizards Time Bank Close or Pay Out from the main menu Time bank termination wizard This wizard helps you close out a time bank when an employee leaves or changes to a status where he is no longer eligible for a time bank t helps you calculate the bank balance up to the termination date and pay it out or write it off t alzo enables you to mark a bank as closed so itis not rolled over to the next year Select the bank m Cancel Previous Next Select the employee and bank and then click Next gt Information on the bank and selection of the closing date UmanaEnglish Tools and Wizards 203 Time bank termination wizard 672 ATELIST Philippe Phil VACBUR His current time bank is for the period 2006 04 24 2006 12 31 He is currently eligible for this bank He is was in plan VACBUR Vacation Office staff for which entitlement is deposited yearly Close bank on Has all the employee s time been entered and p
134. configuration preferences are in the preferences window Data The application s configuration options are saved in the NCONFIG file Operation Input screen To access the Options input screen Bp Tools Options main menu 4 Administration navigation pane Configuration options are organized by category in the same way as the modules When you change options the new values take effect on your workstation immediately For other users however some options will only take effect when the user reboots Umana Expressions generator Tools On this page Welcome screen Edit dialog box Record selection dialog box Fields dialog box Adjustments dialog box Variables and constants dialog box Generating an expression dialog box Expressions library dialog box Welcome screen UmanaEnglish 244 Tools and Wizards The expressions entered here are in the FoxPro language Available functions include FoxPro standard functions in addition to those developed by Umana You can also create your own functions if you have FoxPro Using the expressions generator you have unlimited power to create expressions New expression Enter an expression in this text box Edit Click this button to display the Edit dialog box Validate Click this button to validate the expression entered Copy Click this button to copy the original expression in the New Expression text box Components Check this box to display the Generating an expr
135. cording ofattendance A See also _ Skills development Module L Employee skills Submodule Skills and career input screen Home gt Modules gt Skills development module gt Employee skills submodule gt Skills and career input screen UmanaEnglish 66 Modules To access the Skills and career window Data Skills Employee skills main menu Person Seniority Skills input screen Click to access the window for Employee training module courses and groups Skills and Career ATELIST Philippe Phil I i T k F n Bea pr US 672 ATELIST Philippe Phil General l Skills Targets schooling Career Career Start date NE Expenence 0 0 years Other experience years Notes about skills Career plan R sum external files DANYLESAGENUDE JPG On this page Skills and career e Required job skills Skills and career General General Skills Targets Schooling Career Skills and Career ATELIST Philippe Phil me n E loj x 672 ATELIST Philippe Phil General Skills Targets Schooling Career Career Start date Fair 3 Expenence 0 0 years Other experience years Notes about skills Career plan R sum external files DANYLESAGENUDE JPG UmanaEnglish Modules 67 This tab includes the employee s career start date number of years of relevant and related experience notes on skills career pl
136. correct e Identifying the employees based on certain specific criteria e Updating the positions Changes to do You can enter one or more fields for which you want to compare the employee file with the positions namely Responsibility centre ENTITY 1 and ENTITY2 Grade and rank Union Personal status Pay group Job and job category Schedule model Work location Hours per week Click Next gt to access the Selection Criteria for employees UmanaEnglish 264 Tools and Wizards Selection Criteria e Select the I will select employees manually option to manually select participants from the List of employees selected window e Select the Select all employees meeting the conditions below option to specify one or more criteria to track a group of employees including Responsibility centre ENTITY 1 and ENTITY2 Employment status Personal status Job Category Pay group of the desired employees oo 0 0 0 o g Check the boxes e Permanent status to limit the list to employees with permanent status e Additional criteria to add additional criteria using the Expressions Generator Click e lt Previous to return to the Changes to Do window e Next gt to access the list of employees selected based on the criteria defined List of Selected Employees UmanaEnglish Tools and Wizards 265 Select e to manually select an employee to access the personal file of the perso
137. cy Hourly rate Currency used for payroll Gross annual salary Percent full time work Annual gross salary expressed as full time equivalent designated by FTE Code and keys matching the remuneration plan Percent of average rate paid for job Minimum gross salary allowed Maximum gross salary allowed UmanaEnglish 106 Modules Status Job and Position Remuneration Attendance Plans Misc Status Job and Position Remuneration Attendance Plans Misc 1 Vacation VAC EX Executive Vacation plan 2 lines ILL ST Standard Sickness plan fox 3 Personal PER ST Persone absence T 4 Other SANSOL Unpaid Time Off T 5 Overtime COMP Overtime T 6 Reserved RESERWE1 Reserwe Rules fBalances a a Vacation H_APLAN1 Attendance plan 1 Illness H_APLAN2 Attendance plan 2 Personal H_APLAN3 Attendance plan 3 Other H_APLAN4 Attendance plan 4 Overtime H_APLAN5 Attendance plan 5 Reserved H_APLAN6 Attendance plan 6 Reserved H_APLAN7 Attendance plan 7 Please note that the bank order and description may vary from one company to another The time banks are defined in the TIMEBANK table Refer to the Reference tables module Also note that employee attendance plans are saved under the employment history The plans themselves however were created during the implementation in the Time bank module The button displays the most recent balance of each of the employee s time banks C Bank Header labe
138. d Go back to start Counters Calculation of totals TCNTVAL function The TCNTVAL function is the internal mechanism to evaluate a counter to get a number e fora given person a period of time date range e fora specific counter Using TCNTVAL in an expression To view the total of a counter in an expression use TCNTVAL Example TCNTVAL TOT REG1 222 2007 01 01 2007 12 31 or if the NnPERSID IdFROM Id THRU variables are available TCNTVAL TOT REG1 1nPERSID 1dFROM 1dTHRU e Note that the calculation is dynamic and may take some time TCNTVAL arguments 1 Operation to be performed TOT for total hours TOT for total amounts 2 Counter name Defining a counter UmanaEnglish 232 Tools and Wizards 3 Employee PERSID 4 Start date of counted period 5 End date of counted period Internal calls In some processes the counters are evaluated automatically The same TCNTVAL function is used but internally Example e In benefits It is used to calculate net pay or export data to external net pay e In time banks It is used to calculate vacation owed especially for casual employees If vacation rights are calculated during payroll it is probably with a counter You specify the counter in the attendance plan e Inthe export to General Ledger You could want to account for the cost of hours worked and absences according to various categories Using the counters
139. d Wizard Selection by pay group Retroactive pay Wizard Selection by pay group Benefits Wizard PERIOD Pay period e g D daily W weekly B biweekly Period to which all premium calculations apply Benefit plan POCC Position Method occupied e g permanent active permanent inactive temporary POSRC Position source e g new transfer Position source Position POTYPE Position type e g permanent seasonal temporary Position type Position PRIME Premiums e g premium for hazardous work night work weekends List of premiums applicable to employee Employment history List of premiums applicable to the schedule a schedule day or an exception day Schedules Premiums applicable to the job Job Job type or title Premiums applicable to the rule Counters PROF Professors e g Diane Couture Thomas Green UmanaEnglish Modules 191 Trainer name Training Courses and groups PROJECT Building non accounting e g Sacr Coeur Place de la rive R sidence Wilfrid Laurier Non accounting entry for distribution to the General Ledger Distribution to General Ledger PROVINCE Province e g AB Alberta MB Manitoba QC Quebec Province or state in employee s address Person Issuing province for employee s health insurance card Medical file Province of residence of dependant Benefits Dependant Net pay province Net pay Province of candid
140. d on hourly rate e Calculation based on salary per period The four salary fields There are four fields in the JOBHIST file pertaining to employee salary e Salary per pay period e Hourly rate e Annual salary e Full time equivalent FTE of annual salary employee s salary if he she were to work full time When you enter one of these values all the other payroll fields change too The calculations for these other fields are not very obvious but the whole thing is configurable UmanaEnglish 102 Modules Calculation of annual periods The calculations depend on the number of weeks in a pay period and the number of pay periods per year These ratios are saved in the PERIOD table Each table entry specifies the number of periods per year Calculation based on hourly rate 1 The salary per period is calculated The default calculation is pay per week hourly rate x hours per week e pay per period pay per week x weeks per period The first of these calculations can be modified by entering an expression in the Employment Configuration options 2 Annual pay is calculated as follows annual pay pay per period x periods per year 3 Based on annual pay the system calculates the FTE annual pay e FTE annual pay annual pay percent full time Calculation based on salary per period 1 Annual pay is calculated as follows annual pay pay per period x periods per year 2 The hourly rate is calculated
141. ded after executing the Missing skills report Schooling General Skills Targets Schooling Career This tab includes the person s diplomas and schooling details Documented diplomas can be transferred from the Staffing module when the file is created UmanaEnglish Modules 69 After selecting the button in the main window toolbar one can Add __ Modify __ or Delete a selected record using the tools at the bottom of this tab Career General Skills Targets Targets Career This tab includes the details of jobs held by the employee date title employer Documented acquired experience can be transferred from the Staffing module when the file is created After selecting the button in the main window toolbar one can Add __ Modify __ or Delete a selected record using the tools at the bottom of this tab Required job skills You can save requirements to hold a position official papers required and pre requisites via the Job module O The Missing skills report compares the employee s acquired skills against those required for his her job This report can also update the employee s targeted skills 4 See also UmanaEnglish 70 Modules Skills development Module Employee skills Submodule Skills Concepts a Options Training Skills Career Employee training submodule i Overview The Employee training module refers to all types of activities related to the training provided by the company under the gen
142. difier champs button opens a window that allows you to define the extraction It is the same window used to modify exports e The Editer lettre opens the model letter in Microsoft Word E Technical notes e Model letters are usually found in the Letters folder as specified in the LettersPath option of the ACME INI file See the Developer Guide e When you modify a letter or extraction rules a TXT template file is created in the letter folder This file contains the file names so that you can edit your letter It contains a single record with XXX s and 999s instead of the real data e When you click Fusionner to extract the data and create the merged file the letter is first copied into a temporary folder in the same place as the TXT file of extracted data UmanaEnglish Index A ACCID 173 Accidents input screen 173 Accidents submodule 173 ALARM 195 Alarms input screen 195 Alarms module 195 Alarms My messages 200 APLAN 58 Apply new rates raises Wizard 213 Attendance module 115 Attendance detail input screen 116 B BENEFIT 36 Benefit plans input screen 40 Benefits concepts 34 Benefits input screen 36 Benefits Module 33 Benefits Wizard Enroll eligible employees 205 Benefits Wizard Update enrollments 209 Benefits Wizards 205 BPLAN 40 C CAREER 65 Compare Employee with Occupied Positions Wizard 263 Concepts Benefits 34 Concepts courses and group
143. ds 215 Select the option to enroll an employee manually to access the personal file of the person selected to access the print control window of the list of selected employees Iv All to enroll all employees in the list e None to cancel the selection of the employees listed and to manually select one or more other employees Click e lt Previous to return to the Selection Criteria window Next gt to go to the Calculate Individual Rates window Calculating individual rates UmanaEnglish 216 Tools and Wizards Apply this percentage raise to all persons A dropdown menu is used to enter the increase percentage to be applied to the salary of employees that do not have a fixed rate Round annual salary to a multiple of The user can enter the level of rounding that the system must apply For example to obtain a salary to the nearest dollar enter 1 Apply minimums or Apply maximums e Ifthe new salary calculated is below the values specified in the rates table the system will apply the minimum entered in the table e Ifthe new salary calculated is above the values specified in the rates table the system will apply the maximum entered in the table e Itis possible to enter a non standard salary by checking none of the options Click lt Previous to return to the list of employees selected Click Next gt to go to the Create Movements window Create movements UmanaEnglish Tools
144. e 1 person s selected Cancel This option will enable you to enroll an employee you have manually selected access the personal file of the person selected access the print control window of the list of selected employees M All indicate that you accept that all the selected employees can be enrolled i None cancel the selection of listed employees and manually select one or more others as desired By clicking e lt Previous the user returns to the Selection Criteria window H e Next gt the user opens the window to define the Changes to Do Changes to do UmanaEnglish Tools and Wizards 223 Mass change Employment history Changes to do Now you must make the list of fields and values to apply when the 6 mouvementis added Champs Nouvelles valeurs z al xl Cancel lt Previous Next You can specify the changes to make to the movement that will be added By selecting the following input screen opens Carver Technologies Human Resources Choisir le champ Aucun Show all fields f Valeur Expression cancel Select the field A dropdown menu lets you select the field to modify e Display all fields By selecting this box the fields in the employee file and employment history become available in the dropdown menu so that you can choose the field to be modified e Value The user enters the value to be entered in
145. e Enter currently eligible employees e Update employee enrollments coverage and premiums e Transfer employees to a new plan General Eligibility Coverage Premiums Pay Automation UmanaEnglish Modules 41 Chon Benefits and deductions 2 New Ea Hy Modity X lt El o df Fino 38 Ah Enrolments SEENA an Lo ASSUR Collective insurance AVF Optional life eee aa CLUBSOC Social club General Eligibility Coverage Premiums Pay Automation CRXROUGE Red Cross OMVERS Misc taxable benefit ae FOSPEN RCRE pension plan Selection by status dia Enroll employees FTO FTO pension plan Additional criteria LOYER Rent paid PNALIM Child support Date when employes becomes eligible expression REER REER collective pension Assuming other criteria are met SASIE Salary seizure Date when employee is no longer eligible expression SCFP Union dues Enrollment No enrollments Apply on pay run to eligible employees An employee may be enrolled more than once in this plan Options available Default option Plan BP_PLANID Plan ID The left part of the window displays the list of benefit plans General Eligibility Coverage Premiums Pay Automation General Eligibility Coverage Premiums Pay Automation French name English name Available from Policy Ho Insurance carrier Documents
146. e access rights they will have For example as a security administrator you have defined two roles PAY and BENEFITS The PAY role provides access to the gross pay and net pay modules while the BENEFITS role gives access to the benefits modules This means that a user who belongs to the two PAY and BENEFITS roles will have access to the payroll and benefits modules Why use roles For companies creating roles and assigning users to these roles offers a more flexible security system when it comes to adding new users or assigning temporary roles during vacation Two security dimensions Access rights for each user or role define the following 1 Available modules in which they can add modify etc Access rights to modules also control the input screens and reports 2 Available files Access rights to modules The Users window displays a list of the modules with the letters A D M and or I alongside The letters mean the following A addition allowed D Deletion allowed M Modification allowed I Interrogation only allowed A D M also include I For some modules other letters also apply For example in the Job module the letter S gives access to salaries To find out the other letters available for a module 1 Select the module 2 Right click on the Other field of the window The pop up menu is displayed 3 Select the Help field option Access rights to files You can define user access to employee files by
147. e file to upload to create in the directory of your choice the file to be uploaded to the government Important If you use the 27 week format the file must be of the ROE type If you use the 53 week format the file must be of the BLK type The file format can be configured in the Payroll Parameters configuration options e Revenue Canada in order for the application to open Internet Explorer and bring you to the government s site defined in your Payroll Parameters configuration options Update ROE history to update the history of the record of employment in the employee files With the exception of a rerun the record of employment should only contain the days worked since the last ROE This is why the information is saved on the Misc tab in the Employee Payroll Info window Click e lt Previous to return to the list of employees selected e Finish to update the history of the record of employment in the employee files Users module UmanaEnglish 282 Tools and Wizards i r Overview The Users module defines the users groups roles and rights of each person system security To access the Umana HR and Payroll system users must provide their user ID and password This control is added to the Windows security layers in light of the increased sensitivity of human resources and payroll data The user ID defines the access rights The user may also belong to o
148. e of unit for any other time bank even vacation banks This means that you have to tell the system how to calculate the entitlements for the two units time and dollars The easiest option is to specify the entitlement in days and let the system use the current rate to calculate the equivalent in dollars You can also specify separate calculations for days and dollars CA See also Time banks Module Time banks Concepts Time banks how to use Adding modifying deleting or finding a record e Use the input screen menu bar or the Action menu Creating or modifying leave entitlement vacation sick leave etc for a group of employees e At the Plans Time banks input screen click New to add or Modify to modify a time bank plan Viewing the balance of a time bank for an employee e Go to the Balance tab of the Time banks input screen Viewing the deposits and withdrawals absences of a bank for an employee e At the Time banks input screen select the desired bank and click Details Giving special vacation entitlements to an employee UmanaEnglish 54 Modules e Choose the Rules tab of the Time banks input screen Giving special seniority to an employee e Choose the Rules tab of the Time banks input screen Recalculating the vacation entitlements for an employee Annual entitlements paid at the beginning of the year e Atthe Time banks input screen click and select Redo initial calculations for THIS yea
149. e paid to the employee The paid out transactions are usually vacation paid to casual employees at each pay These transactions are in a temporary file ADJUST and are visible in the Attendance detail window under a fifth tab at the bottom called Temp They are combined with regular transactions TIMEDT when payroll is finalized If you redo the payroll without finalizing it these transactions are created again 9 Finalizing pay The finalization step applies to both Umana net pay and to the export via external pay 5a Finalizing Umana net pay This step records the gross pay transactions with the pay period number It also transfers the payroll transactions into a permanent file To finalize payroll open the period in the pay calendar click the _ Tools icon and select Finalize pay In the calendar window the icon for the period turns green once payroll is finalized e Before finalizing pay you can redo the net pay calculation with no problems Each new calculation will overwrite the previous one Once payroll is finalized do the following e Create the direct deposit file e Transfer it to your bank You should also print the various net pay reports such as UmanaEnglish Concepts and processes 29 Payroll journal brief Payroll journal by employee Payroll journal by Entity1 Breakdown of net pay Remittances detail Payroll files 5b Finalizing external net pay This step records the gross pay transactions w
150. e recycle bin Remove a user from a group by placing him her in the recycle bin Apply Cancel This window functions with the mouse Use it to add or remove users from a group It is a visual way of managing group memberships The left part of the window displays a list of existing users while the right part includes existing groups and users with rights to these groups hae feaa With the mouse you can remove a user from a group by placing him her in the recycle bin Click this button to apply the changes made Apply pply g Click this button to cancel the changes made pee Cancel Go back to Users window L See also Users Module E Users Concepts Action menu and Toolbar UmanaEnglish Reports imports and exports 287 Reports imports and exports Reports Umana reports are a flexible way of displaying and summarizing your data in a printable document There are more than 300 standard reports provided with Umana To produce a report the system uses two things a data source and a layout e The source is a temporary file extracted from the database as per your requirements The extraction is created by a report initialization program which will be executed first It creates a main file and sometimes related files Extraction programs can only be modified through programming Usually these programs use selection criteria that you specify and which therefore do not need to be modified e
151. e skills Attendance Click to access the various reports of the Attendance module e g absence calendar or time bank balances Gross pay Click to access the various reports of the Gross pay module e g lists of attendance transactions time sheets and records of employment Net pay Click to access the various reports of the Net pay module e g union dues direct deposits and payroll files HF Benefits Click to access the various reports of the Benefits module e g lists of plans enrollments premiums deductions and coverage Staffing Click to access the various reports of the Staffing module e g job opening and applicants lists Schedules Click to access the various reports of the Schedules module e g lists of employee availability or lists of staffing requirements for a location Organization Click to access the various organization reports e g list of counters employment equity lists and organizational charts System Click to access the various reports of the System module e g list of past and future alarms and information on the system Labels Click to print labels pertaining to employees Word processing Click to merge with Microsoft Word and print letters for employees selected Page layout The page layout is only available when you make changes to a report Navigation pane The navigation pane covers the items of the Print menu UmanaEnglish Introduction 15
152. ed event Injury or illness The user briefly describes the reported injury or malaise First aid The user documents the first aid given Doctor The user enters the doctor s or other health professional s licence number name and address Other people involved witnesses etc The user enters the name and contact information of witnesses or other people involved in the reported event Material damage In this box the user enters the material damage incurred by the employee in dollars Immediate causes and Root causes Using the pull down menu the user enters the causes of the reported event Documents The user enters the documents that refer to the reported event by selecting them Corrections By checking this box the user enters the corrective measures to be made to prevent this type of accident Confidential info By checking this box the user can enter confidential notes pertaining to the accident History tab Employee Details History Compensation UmanaEnglish Modules 179 Main accident Using the pull down menu the user enters the main accident at the source of the reported event previous event This is a If the report results from a main accident using the pull down menu the user specifies whether the reported event is a 1 Relapse 2 Recurrence 3 Aggravation Occurred on Date and time Using the pull down menu the user enters the date of the reported event and in the adjacent box the time Declar
153. edule Go back to Standard schedule window General Rules Exceptions UmanaEnglish Modules 111 a intemal name meaning Inherit holidays from SC_DFLTID Base schedule schedule cmdNewPattern InModification mode click this button to display the Exceptions Holidays window and add a new exception day Modify cmdModPattern InModification mode click this button to display the Exceptions Holidays window and modify a new exception day Delete cmdDelPattern iE In Modification mode click this button to delete a statutory holiday from the schedule Go back to Standard schedule window e From this window you create different types of days for the schedule UmanaEnglish 112 Modules Internal Label name Cycle starting date SC_DATE Date cycle states Days per cycle SC_DAYS Number of days per cycle Effective from SC_FROMDT Date on which the change takes effect Notes SC_NOTES Copy from another Click to Copy iniormaton from another day previous rotation standard fixed schedule or another Schedule employee s fixed schedule Shift SC_WHEN Day type shift Time interval SC_WHEN _ Click to enter a time interval manually Work from SC_WHEN _ Time shift starts Work to SC_WHEN _ Time shift ends Break from SC_WHEN Time break or lunch starts Break to SC_WHEN Time break or lunch ends Hours worked SC_WHEN Number of hours worked for this day Hours paid SC_WHEN Number of hours paid for this day Premiums S
154. effect at the effective date of the record is used as a denominator mid point DKANNUAL Annual salary candidate Returns the annual salary based on the candidate s career file UmanaEnglish Tools and Wizards 253 EVENTAMT Amount Returns the event amount Note This field s label can be configured according to the class or type of event GTRATE ANNUAL Table rate year Returns the annual salary from the rates table GTRATE SALARY Table rate pay Returns the pay per period from the rates table GTRATE UNITRATE Table rate hr Returns the hourly rate from the rates table GTRATE evalx rplan RE_BON1VAL 0 Incentive 1 GTRATE rate RA_RATEID Rate key Returns the RATEID key for the corresponding entry in the rates table HRSPDY Hours worked per day Returns the average number of hours worked per day Optional arguments e Arg 1 Employee number By default 0 will signify current employee e Arg 2 To a date By default this will be the current date the system will use the IAASOF date or else the current date if IAASOF does not exist e Arg 3 True t or false f Return the number of full time equivalent hours HRSPDY 0 t to refer to the current employee at the current date This function can be customized for your installation by putting a different version in the CUSTOM folder The HRSPDY function is especially for time banks with argumen
155. egins with these letters UmanaEnglish Displays the list of people whose name begins with the letters entered Modules 143 If you enter an employee number or SIN the name of the person immediately comes up on top of the dialog box l Search by first name Allows a search by first name Previously viewed Displays the list of the latest people viewed in this session l Sort by name Check this box to sort the list of latest viewed people by name Return to Person selection dialog box Name Number Org chart Search Lists Left side box Displays ENTITY 1 organizational chart units departments etc of the company Right side box Displays the list of people belonging to ENTITY 1 selected in the left side box Return to Person selection dialog box Name Number Org chart Search Lists UmanaEnglish 144 Modules Search criteria Allows a search based on one or more criteria Once you have selected the criteria click Next gt for the list of employees matching these criteria You may then choose to open one several or all of the people selected There will be as many windows open as names selected Return to Person selection dialog box Name Number Org chart Search Lists Return to Person selection dialog box A See also Person module Person input screen Home gt Modules gt Person module gt Person input screen To access the Person input screen select UmanaEnglish Modules 145
156. em Tools are used for system maintenance configuration and administration Wizards help carry out complex operations In general wizards and tools are available on the Tools menu Management Tools Alarms Definition of alarms actions to take E Options System configuration gt Users Security controls and access rights Expressions generator Construction of expressions for a report a selection a calculation Dated expressions Complex operations that take into account one or more parameters Counters Rules for filtering and totalling transactions Maintenance tools These tools are similar to those used for reports but they may be used to update the database They are found in the Maintenance submenu They fall under four categories Person and Job For employee files e Attendance and Pay For pay and time banks o Sh System Maintenance of the application e Archiving and purging of data Wizards Mass change Employees Make changes to the files of several employees Mass change Employment history Create new movements affecting a group of employees 5 Apply new rates Raises Create movements for employees to apply the new rates already entered in your rates table Update positions according to employee Link the position to the employee who holds it Retroactive pay Create pay transactions to compensate for the difference between the paid amount based on TIMEDT and the rate that will have t
157. emium amount is calculated by a formula It could be a fixed amount or an amount calculated on an hourly basis If it is an hourly amount e It could be a percentage of the basic hourly rate e g the premium is 20 of the hourly rate e It could be a flat rate the premium for a Saturday could be 0 40 hour If it s a fixed amount regardless of the number of hours worked just put hours 1 e A meal or other lump sum could be treated as a premium For example if the number of hours worked exceeds 10 the employee is entitled to a meal paid for by the company The quantity number of hours equals 1 and the rate is the amount allocated for 1 meal In the premium table the TBLC2 column contains a kind of formula See the ADJAMT PRG program which accepts a basic amount and the formula and calculates an amount for the premium ADJAMT accepts formulas such as the following 40 00 A fixed amount 20 A percentage 02 Basic amount plus 0 02 1 5 Basic amount minus 1 50 MaFonction The tilde indicates that what follows is an expression to be evaluated gt PREMIuM x A reference to the dated expression PREMIUM X Health and safety module in Overview The Health and safety module manages aspects that directly or indirectly involve the health and safety of company employees This management occurs at several levels and includes the following aspects e Employee s health and safety file e Accide
158. employees This module is also used for various types of deductions such as union dues employee loans or advances alimony and child support wage garnishment pension plans etc Managing benefits includes the following e Defining benefit plans e Entering employee benefits under these plans e As applicable enrolling employee dependants Net pay If your company uses an external net payroll service Umana HR can calculate and send all the required deductions for each of your employees If your company uses Umana s integrated net pay system the plans and enrollments are used directly by the net pay module to UmanaEnglish Modules 35 calculate the deductions From the enrollment window you can view the deduction history You can also generate reports on employee enrollments and terminations in the plans The Umana system is equipped with an import export interface connecting its benefits module to other systems such as those used by insurance companies or actuaries So if your benefit plans are managed by a third party you can still import the bonuses periodically to transfer them to the net pay system Conversely the external management system will be notified by the Umana export interface of any changes to the employee file that affects benefits This interface allows you to integrate Umana to your company s other systems Plans The benefit plans define the benefits offered eligibility and calculation rules These plans u
159. employment 8 Menu events 8 Menu gross pay 8 Menu health 8 Menu help 16 Menu net pay 8 Menu person 8 Menu pop up 16 Menu positions 8 Menu print 13 Menu remuneration 8 Menu schedules 8 Menu staffing 8 Menu structure 8 Menu system 3 Menu tables 8 Menu tools 6 Menu training 8 Menu window 15 Module alarms 195 Module attendance 115 Module Benefits 33 Module Employment history 99 Module Events 91 Module gross pay 115 Module Health and safety 170 Module Job 86 Module net pay 125 Module Options 242 Module payroll 113 Module person 140 Module positions 148 Module Reference tables 185 Module Remuneration 161 Module schedules 107 Module Skills development 63 Module structure 181 Module Time banks 46 Module users 281 Modules 32 My messages Alarms 200 N Navigation pane menu bar 3 Navigation pane print menu 13 Net pay calculation 129 Net pay input screen 133 Net pay module 125 O Options module 242 P Pay giving an increase 24 Pay Wizards 266 Pay calendar input screen 122 PAYDT 133 PAYNO 122 Payroll module 113 Payroll the process 26 Payroll visual overview 29 Payroll info input screen 126 PERS 144 Person input screen 144 Person Mass Change Wizard 224 Person module 140 Person selection dialog box 141 Plans Benefits 40 Plans Time banks 58 POS 156 Position search dialog box 153 Positions conc
160. ences Click on a check Bbox fo enter the formula _ oom mm Entitlement on hire expression Paid at the beginning of the year J Deposited each month Deposited each pay Accrued to the following year Deposit automatically 7 Deposit on the last day of the month Accrued untl oes Deposit transaction to generate DEPO3 Sick time earned Entitlement on hire AP_HEARN Entitlement is paid at time of hire expression Paid at the AP_YCALC Check this box to specify the entitlement accrued per year beginning of the year z Deposited each AP_MCALC Check this box to specify the entitlement accrued per month month C Deposited each AP_MEARN1 AP_MEARN9 Check this box to specify the entitlement accrued per pay period pay I Accrued to the AP_ACCRUAL Check this box to put the entitlement accrued in reserve following year UmanaEnglish 62 Modules C Deposit automatically C Deposit on the last day of the month Accrued until Deposit transaction to generate AP_AUTOMAT AP_MPREVMO AP_ACCUDT AP_DEPOOPT Check this box to automatically accrue the entitlement Check this box to deposit the entitlement accrued on the last day of the month Accrual end date Deposit code Go back to Plans Time banks window General Seniority Entitlement Absences General Seniority Entitlement Absences unsnnnnnuanunnnannnnnnnnnnnnnnnnmannnm naa Round absences
161. ent date or report date e Arg 3 Options such as POCC 12 After the POCC characters there can be a 1 2 3 and or 4 If POCC is not entered the function will assume four cases as follows o 1 Permanent and active o 2 Permanent and inactive 3 Temporary and active o 4 Temporary and inactive To get the permanent incumbent the argument will be POCC 12 OTHRATE Other rate Returns a second rate available in the JOBHIST employment history file record It is not used in any calculation except in some customized versions Update In the Remuneration tab of the Employment history window ey Configurable options English label French label To define the labels for this field see the configuration options Job Use e Minimum Rate The minimum rate that can be paid regardless of the work done by an employee e Lump sum The flat rate per part e Expenses Maximum expenses during a month PCTINCR Percentage increase SALARY Salary per period UmanaEnglish 256 Tools and Wizards Returns the salary per pay period The period is specified in the H_ PAYFREQ field of the JOBHIST employment history file Note e CompaRatio The CompaRatio is current pay divided by the mid point of the function rate as a percentage multiplied by 100 The mid point of the function rate denominator for the CompaRatio calculation is specified in the remuneration module and in the RATE rates table
162. ents This wizard is used to terminate enrollments and update coverage and premiums Operation To access enrolling employees in a benefit Main menu Tools Wizards Benefits Enroll eligible employees Tools of the benefit plans mput screen To access updating benefits Main menu Tools Wizards Benefits Update enrollments Tools of the benefit plans mput screen UmanaEnglish 206 Tools and Wizards Benefits Enroll eligible employees To access enrolling employees in a benefit Main menu Tools Wizards Benefits Enroll eligible employees Tools of the benefit plans mput screen There are three steps involved in enrolling employees e Selecting the benefit plan and the date to enter e Identifying employees in accordance with specific criteria e Confirming enrollments Plan and action Benefits update wizard En a ao N Hee 7 XI 1 Benefit plan and action required Ea This assistant helps you enroll employees in benefit the are eligible for For employees eligible now waiting period completed Enroll on the date past when employee became eligible Enroll using today s date Enroll employees during waiting vesting period with future date Previous e Select the benefit plan in which you want to enter new employees e Decide if you want the employee to become eligible as of today or as of the date of admission to the plan e Check Enroll employees during waiting
163. epts 149 Positions input screen 156 Positions module 148 Preferences 22 Premiums 169 Printing a report 288 Process Doing payroll 26 Process hiring an employee 25 PRPAR 126 R RATE 168 Rates table input screen 168 Record of Employment Wizard 275 Reference tables module 185 Relation between salary fields 101 RELEVE1 185 Remuneration concepts 162 Remuneration module 161 Remuneration plans input screen 164 REPOLIST 287 Reports 287 Reports Order dialog box 292 Reports Selection dialog box 291 Reports Umana standard reports 293 Retroactive Pay Wizard 268 ROE 275 RPLAN 164 S SALARM 200 Salary generation Wizard 267 SCHED 108 Schedules input screen 108 Schedules module 107 SECURITY 281 Security and Access rights 23 Sessions 20 SKILL 65 Skills concepts 65 Skills and career input screen 65 Skills development module 63 Structure module 181 Submodule Accidents 173 Submodule Medical file 171 T T10 185 T4 185 T4A 185 Tables 185 TBL 185 TCNT 229 TCNTVAL 231 Temporary pay finalize 137 TEMPPAY 133 Time bank input screen 54 Time Bank Termination Wizard 201 Time bank plans input screen 58 Time banks Concepts 47 Time banks how to use 53 Time banks Module 46 Time banks units 50 TIMEDT 116 TIMSUM 54 Toolbar Action menu 12 Toolbar main menu 3 Tools 194 Tools Counters 228 Tools Dated Expressions 239 Tools Expressions ge
164. er means that the result is based on the original date of hire Calculation DATE E_ORIGHIRE 365 25 The result is in years without fractions If the person has 355 days of seniority this function would return 0 9972 Rounded to a single decimal point the result becomes 1 0 year even if the employee has not yet finished a full year Note on JSTAT employment status For an employee who has a TERM RETR or DECE status seniority is calculated only until the date the employee was terminated retired or died Using another date A date can be assigned as a second parameter to the SENIOR function In this case the function uses this date to calculate seniority instead of the current date Example SENIOR HIRE 01 01 97 returns seniority in years at January 1 1997 See also e SENIOR REHIRE Based on the rehire date e SENIOR SENDT Based on the seniority date and hire date e SENIOR SENIOR Based on the seniority date and rehire date SENIOR REHIRE Seniority since the rehire Returns the number of years of seniority at the current date The REHIRE parameter means that the result is based on the latest date of hire rehire Calculation DATE E_ORIGHIRE 365 25 The result is in years without fractions If the person has 355 days of seniority this function would return 0 9972 Rounded to a single decimal point the result becomes 1 0 year even if the employee has not yet finished a full year Note on J
165. eral framework of employee skills development Data The data comes from the COURSE and TRNGRYP files A course is linked to the following e The person s file in that it refers to the person s acquired or target skills e General training provided within the company e Employee events as regards enrollments Operation To access the Courses and groups input screen i Data Skills Training courses groups participants main menu Events Training navigation pane 4 Skills and careers input screen LA See also Employee skills Submodule Skills Concepts iy Options Training Skills Career Courses and groups concepts UmanaEnglish Modules 71 CA See also Employee training submodule Skills Concepts Siy Options Training Skills Career Courses and groups input screen Modules gt Skills development module gt Employee training submodule gt Courses and groups input screer To access the Courses and groups input screen select i Data Skills Training courses groups participants main menu Events Training navigation pane Skills and career input screen Click 8 Participants to access the window for participants enrolled in this course Click to display the available tools 1 e View statistics Enroll the selected people Enroll interested people Assign groups Send e mails Description Resources Cost Prerequisites and skills UmanaEnglish 72 Modules iCourses and gro
166. eration e Arg 2 Employee number numbers or ID schedule character chain e Arg 3 To a date By default this is the current date See also WKCAL PDHRS Number of hours paid this day WKCAL HOURS Schedule Hours worked UmanaEnglish 260 Tools and Wizards Returns the number of hours worked according to the schedule Optional arguments e Arg 1 Operation e Arg 2 Employee number numbers or ID schedule character chain e Arg 3 To a date By default this is the current date See also WKCAL PDHRS Number of hours paid this day WKCAL FHOURS Schedule Holiday hours not worked paid Returns the number of hours paid but not worked for a day according to the schedule Optional arguments e Arg 1 Operation e Arg 2 Employee number numbers or ID schedule character chain e Arg 3 To a date By default this is the current date See also WKCAL PDHRS Number of hours paid this day WKCAL PDHRS Schedule Hours paid Returns the number of hours paid for a day according to the schedule It will equal the number of hours paid for a statutory holiday Optional arguments e Arg 1 Operation e Arg 2 Employee number numbers or ID schedule character chain e Arg 3 To a date By default this is the current date See also WKCAL HOURS Number of hours worked this day WTIMSUM BAL bankno Number of time bank units UmanaEnglish Tools and Wizards 26
167. erefore to award an increase you must create a new movement for that employee with his new salary and possibly make certain other changes to his current status such as a new job There are many ways to give an increase Employment History module This module lets you view and add movements for an employee one person at a time To give an employee an increase add a new movement to his history Employment History Mass Change Wizard This wizard lets you add movements to several employees at the same time based on the rules you enter For example with it you can give a percentage of increase for a group of employees selected The right way in two steps 1 Update your rates table The rates table is dated It can contain past present and future rates Add the new rates on the applicable date first Le e manually in the rates window e with Excel in three steps export the rates to Excel modify them in Excel and then import them into Umana HR using the new date 2 Apply new rates raises to employees The Apply New Rates wizard creates an increase movement in JOBHIST for different employees Exporting and importing with Excel Exporting from and importing to the Excel spreadsheet provides maximum flexibility 1 Create the Excel file using Umana 2 enter the new salaries 3 reimport the Excel file into Umana to create new movements CA See also Employment history Module Import raises movements UmanaEngli
168. ers module gt Users input screen To access the Options Users window select Tools Users from the menu bar Click the button from the Administration shortcut bar Fields marked with an amp are mandatory they must be filled out The application s configuration options are saved in the SECURITY file This file is encrypted and is not available to users Security definition the access rights of all users and their roles are defined by the system administrator Access rights Group membership o he igh l croup membershi f User Group zest Aan AEE ane ees Fitters WW Password 2007 06 29 TEST Belongs to Last accessed 2007 08 08 15 38 58 MTLC1026 Modules PAYROLL Eh Accidents FMADN J Modify Fo PHIL ATELIST i Attendance Detail FMADSNTG Add fs TEST i Benefits FMADN gt Delete Fs TEST1 Candidate FMADN F Find Eo TESTS A Candidate Search MADN fe inquire lt Employment History DFMANS Others Ss Events MADNF _ n A Export MADN i x A Generate Salary etc MADN S import MADN Fields Access rights Group membership UmanaEnglish PAYROLL fs PHIL ATELIST f TEST Bs TESTI fs TESTS Tools and Wizards 285 Group membership f User Group zest Filters J Password 2007 06 29 TEST Belongs to ADMIN HR1 T Last accessed 2007 08 08 15 38 58 MTLC1028 Modules A Accidents FMADN F Modify P Ss Attendance Detail FMADSNTG Add ih
169. es General Info Colective Employee la D Class lae Type Brief text Notes File Amount Documents Duration Calendar day Workday Hours f Meetings End fof M open Manual Keywords Start Status 7 Planned P In progress E f Completed C Cancelled X amp Demiere modit Collective Select this option to specify that the event created will concern all employees or a group of employees The Collective designation will be displayed in the Employee column in the view window at the bottom of the window Employee Employee name Select this header to specify that the event created will only concern a single employee In this case the field marking the employee name with an A must be filled out when the event is created Click the pull down menu to open the person selection window and identify the employee in question Once the name of the employee is completed the icon is displayed to the right of the field The employee name will be displayed in the Employee column in the view window at the bottom of the window Class The Class field which is marked with an a must be filled out when an event is created Specify the class using the pull down menu The Class field is the first level of classification for the Overview tab You may or may not have access to a class depending on the security associated with its userID Type For each of the classes
170. es to field Edit menu Ctrl X db Cut selected text Edit menu UmanaEnglish 18 Introduction Ctrl C Ctrl V Ctri A Ctrl F Ctrl G Ctrl E Copy selected text Edit menu E Paste selected text Edit menu Select entire field Edit menu Hh Search text Edit menu Search same text Edit menu Search and Replace same text Edit menu Alt F4 Exit application System menu UmanaEnglish Concepts and processes 19 Concepts and processes SA In this chapter Understand the application via the Concepts and also Processes for using Umana Concepts System administration A computer overview Current sessions Security and your preferences Seniority Various seniority calculations General concepts Shared data etc Doing payroll Concepts of gross and net pay Remuneration Direct remuneration salaries and indirect remuneration benefits and time banks Processes Giving a pay increase An overview of several methods of awarding pay increases Hiring an employee Steps to follow in hiring an employee Doing payroll The payroll process includes many steps This section includes a checklist and flowchart of the steps Year end A year end checklist Labour relations Management of collective agreements and grievances Terminating an employee The steps to follow to terminate an employee Your personalized procedures The HTML pages where you can add your own procedures to this documentat
171. ess the submenu allowing you to change sessions modify your password or view active sessions For more information about sessions Exit Shortcut ALT F4 Click to exit the application E mail Submenu The E mail submenu manages your mailbox E mail Carver Technologies E mail Unsent messages what the options do Write to ACME Click to create and send a message to ACME Unsent messages Click to display unsent messages At this time you will be able to send or delete them Language Submenu The Language submenu allows you to modify the display language ica English amp Language French What the options do English Click to select English as the display language French Click to select French as the display language Session Submenu The Session submenu allows you to manage your user account and session UmanaEnglish Introduction 5 Logon as New User Change Password Eh Session Show Current Users What the options do Log on as new user Click to change user name Change password Click to modify your password Show current users Click to see current sessions Edit menu On this page e Edit menu Edit menu The Edit menu gives you access to the edit functions specific to all Windows applications They are always applied to the selected field Edit ka Undo Eilte Cal Redo ci kh 4 Cut Ctrl x Copy Ctrl FA Paste Ctrl V F Clear Select All Crl A 6 Gnd
172. ession dialog box Library Click this button to display the Expressions library dialog box Edit dialog box UmanaEnglish Tools and Wizards 245 This dialog box is displayed when you click the Edit button of the Welcome screen This dialog box may come up each time you need to enter an expression It is usually used to assemble in an expression one or more fields coming from one or more files File Select the file you want Press Z for the list of available files if you select a file that may contain a related record linked to the employee or the main record the Record selection dialog box will be displayed Expression If the expression is simple enter it in this box Fields Click this button to display the Fields dialog box Variables Click this button to display the Variables and constants dialog box Validate After creating an expression click this button to check if the expression is valid Record selection dialog box Use Select the record you want from the list Order Select the order you want from the list Search or selection criteria Check this box to enter other search criteria Fields dialog box UmanaEnglish 246 Tools and Wizards This dialog box lets you choose the fields of the selected file F Scroll down the list to see all the fields or enter the first letter of the field Adjust Click this button to display the Fields dialog box Help Click this button to display the
173. example when you enter an employee address in the Pers window the province is controlled by the PROVINCE table e Some reference tables are edited in the specialized windows notably the main department table EN7 TY the functions table the rates table and the standard schedules table e When you enter a value in a control field you can right click and select the Open related tables option to open the related table in edit mode Operation Input screen To access the reference tables window Data Tables main menu Administration Tables navigation pane bd Pop up menu right click in a control field To update table entries 1 Select the table to be modified 2 Add delete or modify the records The fields under the second table may vary according to the table in question UmanaEnglish 186 Modules Here is a brief description including how they are used of the tables available to you Name and description AACTION Assignation status e g accept refuse give ABSENCE Absence reasons e g holiday parental leave e Selection of relevant absences Retroactive pay Wizard e Absences that apply to the rule Counters ACSTAT WCB status e g accepted contested refused e Accident status Accident AMTOPT Pay amount options e g regular bonus commission e Specify the transaction to be used to pay out the time bank balances Plans Banks e Specify the earnings hours and absences in net pa
174. f days before enrollment to trigger alarm before the calculated end date C Update automatically BP_UPDAUTO Check this box to update automatically C Require confirmation BP_UPDCONF Check this box to require an update confirmation Go back to the Plans Benefits and deductions window LA See also ah Benefits module UmanaEnglish 46 Modules dh Benefits concepts dh Benefits options Time banks module Overview The Time banks module manages the time banks i e vacation banks sick leave and overtime banks Plans and bank types Umana allows up to nine bank types Each employee can have a maximum of one bank of each type Often certain banks are reserved for certain groups of employees The attendance plan defines the rules governing eligibility deposits and withdrawals carrying forward to the next year etc You can define several different plans for the same bank For example the vacation plan for executives could be different from that for unionized workers Deposits and withdrawals e Deposits are entitlements deposited by the employer and overtime hours worked deposited by the employees themselves e Bank withdrawals are recorded employee absences The hours or money in a bank can be cashed paid to the employee Deposits and withdrawals are entered and saved in the Attendance detail module They can be entered in the time sheet or the Attendance detail window For each type of transaction an indica
175. fies that the WCB file has been opened ADR sent date Using the pull down menu the user enters the date the request for compensation ADR was sent to the WCB File and legal notes By checking this box the user enters the administrative and legal notes pertaining to the WCB file Paid to the employee during disability from to Using the pull down menus the user enters the dates of the disability period covered Payment By checking the Weekly box the user specifies that the payments are made weekly by checking the Not finished yet box the user specifies that weekly payments are still being made and by checking the Lump sum payment box the user specifies that the disability payments were made in a lump sum and specifies in the adjacent field the amount paid UmanaEnglish Modules 181 Covered by insurance Using the pull down menu the user specifies that the reported event is covered by insurance 4 See also Health and Safety Module Accidents Submodule a Options Health Safety Accidents Structure module Concepts The Structure module defines the values of the company s ENTITY 1 and ENTITY72 fields e ENTITY 1 is the generic term used for the main organizational structure This field s label is configurable see the Global configuration options Often Department or Dept is used for ENTITY 1 e A second field ENTITY2 is also available for a second organizational structure independent of the
176. fies to which time bank the plan applies Plans Banks Specifies which bank to close or cash out Bank Termination wizard TIMEOPT Options Hours worked e g straight time double time training Displays employee s payroll transaction option Attendance detail and gross pay Selection of options for hours involved Retroactive pay Wizard Hours worked applicable to the rule Counters TIMETYPE Attendance Pay time type e g hours absence premium Displays employee s payroll transaction type Attendance detail and gross pay Selection of transaction type involved Retroactive pay Wizard TLEVEL Task level Tasks e g very easy easy difficult TRACK Career plan e g operational plan professional plan technical plan TRISK Risk level e g no risk slight risk TRNCOST Training cost e g cost of training reimbursement of expenses paid to a supplier TSOURCE Source for TIMEDT e g automatic attendance detail time sheet Module used to create an employee payroll transaction Attendance detail and gross pay UNION Union e g FTQ UFCW non unionized Union employee is linked to Employment history Union to which position is linked Position Grade to which job is linked Job Job type or title CA See also A Module overview UmanaEnglish 194 Tools and Wizards Tools and Wizards Bi Overview There are many tools and wizards in the Umana syst
177. for future use You may also have expressions that are private only for you or public available to all users Available expressions List of expressions already created in the folder Display type e Character chain Displays only the character chain type saved expressions e Numerical Displays only numerical type saved expressions e Date Displays only date type saved expressions e True False Displays only logical type saved expressions Source Destination e New expr Use the new expression from the Generating an expression dialog box as a source or destination for the expression e Original expr Save the original expression as a source or destination for the expression e Component 1 Use the first component of the Generating an expression dialog box as a source or destination for the expression e Component 2 Use the second component of the Generating an expression dialog box as a source or destination for the expression Display Click this button to display the contents of the expression Load Click this button to copy the expression to the welcome screen Save Click this button to save the new expression to the folder Delete Click this button to delete the selected expression Rename Click this button to change the title of the selected expression Close Click this button to go back to the welcome screen or the Generating an expression dialog box UmanaEnglish 250 Tools and Wizards L See also Dated e
178. formation name address birth date etc Employment history His movements and actual status Medical file His medical file and his emergency contacts e _ Skills His training degrees career before being hired etc Dependants His dependants e 123 Payroll info His deductions bank accounts Company Codes plans rules and policies Reference tables Various reference tables data tables Organizational structure Organizational structure of the main structure Jobs Job titles in the company Positions Occupied and vacant chairs Schedules Standard work schedules So Options System configurations gt Users Security control and access rights Remuneration o Remuneration plans Plans and rules o EE Rates table Keys and rates o Time banks Plans and enrollments Benefits Plans and enrollments a Attendance and pay e Time sheets Input of hours worked hours absent etc Time banks Plans and enrollments Gross pay and attendance detail Gross pay transactions presences and absences Benefits Plans and enrollments Net pay calendar Periods of net pay Payroll processing Steps for the generation calculation and final processing of the payroll Details of net pay On screen pay stubs e i234 Employee payroll info Basic deductions bank accounts Pay interfaces Exporting to an external pay system Counters The rules for filtering and totalling
179. fter payroll is done this number is recorded in the employee s Umana file You can view it and even modify it as required Select Data Net pay Employee info from the menu bar or click the 123 button of the Person navigation pane to display the payroll information window The field 1s called Employee no for payroll Person module a Overview The Person module contains all the information identifying a person All employees are included whether they are active inactive terminated or on contract The information contained is personal and is independent of the person s status in the company e g name sex birth date Each person is identified with a unique identifier with a maximum number of six digits This number is used throughout the Umana HR system to identify this person Data The data comes from the PERS file which contains one record per person e There should at all times be only a single record per employee in the PERS file It should therefore be UmanaEnglish Modules 141 created before any other information on an employee is entered Conversely if you delete the record from the PERS file the person s entire file and history will be deleted e So the right way to terminate an employee is not to delete that person s record in the PERS file but rather to edit his or her status of employment in the Employment history module which contains the employee s history Operation Input screen To ac
180. gnate the length of the event then select a unit of measurement for the number i e calendar days work days or hours Note that this field is for information purposes only Calendar day Select this header to specify that the duration of the event is in calendar days Work day Select this header to specify that the duration of the event is in work days Hours Select this header to specify that the duration of the event is in hours Start Use this field to specify the event start date and time if applicable Meetings Select this header to document the meetings in the window that is generated by filling out the date time duration and designation of the meeting e Click Add to add the newly created meeting to the list of documented meetings e Double click on the meeting to be modified then click Replace to change the date time duration or designation of the said meeting e Click to delete the data date time duration and designation of the meeting that is shown in the definition fields e Delete the selected meeting by clicking on the The number and total duration of the documented meetings are shown at the bottom of the window Mouse over the word Meetin gs to display the list of documented meetings End date Use this field to specify the event end date If the end date cannot be closed check the Open box Open Check this box to specify that the end date 1s not closed event is deemed open Manual This
181. group and or Student cost excluding salary boxes to access a window allowing you to document each of the related costs If this provision is allowed for in your company select the eligible expense from the pull down menu of the Cost type field Then in the Amount field enter the cost of this expense In the details field enter the additional information Once the expense has been documented click Add to display it at the bottom of the window Double click on a documented expense to correct an entry to a field of this expense then click on Replace to approve the correction Select to delete the entry Click OK to close the window and compile the documented expenses You can also enter specific additional costs for each of the participants under the Training tab of the corresponding event Place your cursor over the box header to display the list of expenses in this regard fixed costs or by student Participants salaries Enter the total number of hours at straight time which would normally be recognized for each Student and Trainer assigned to UmanaEnglish 80 Modules this group You can also recognize specific training hours for each of the participants under the Training tab of the corresponding event For trainers hours to be included in the training cost analysis the employee must be enrolled as a participant Participants This function allows you to view and enter new part
182. hange number logging The change number and description can be viewed in the Access Log e Select the Export changes to an Excel file which I ll import later option to export the changes to an Excel file and make a prior validation To decrease the number of records and facilitate the validation if several modified movements have the same salary only the first movement is exported Employment History Mass Change Wizard Access the Mass Change Wizard Employment history via the main menu Tools Wizards Employment History Mass change UmanaEnglish Tools and Wizards 219 Mass change Employment history Mass change wizard This toolallows you to add employment history movements to all selected employees A Click Next to start Cancel Previous i The application for a generic mass change for employment history involves three steps e Identifying the movement to be added e Identifying the employees based on certain specific criteria e Adding the movement and if necessary applying certain changes for the selected employees Click Next gt to access the Add Movement window Add Movement UmanaEnglish 220 Tools and Wizards Mass change Employment history Add movement 4 specify the new movement which will be created during the mass change Movement la Effective date fof at 4 End of day Cancel Previous Movement A drop down menu lets you
183. he 40 hours week by 5 days week which gives 8 hours day Excellent e Sam also works 40 hours week but works 10 hours on Mondays and Tuesdays and doesn t work on Fridays The HRSPDY function calculates 8 hours day for him as well It seems strange but you will see that the result is correct UmanaEnglish 52 Modules o Ifthe vacation bank is in hours and Sam is entitled to 2 weeks 10 days of vacation at the beginning of the year as is Joe the system will have deposited 10 days X 8 hours day 80 hours in his vacation bank o Ifthe vacation bank is in days the system will have deposited 2 weeks 10 days in his vacation bank at the start of the year That s right When Sam takes a Monday off he is entitled to 10 hours 1 e the equivalent of 1 25 days If he also takes Tuesday Wednesday and Thursday he will have taken 4 X 1 25 days a full week as should be e Rita works 7 hours a day Monday to Friday and 5 hours on Saturday She also works 40 hours a week and is entitled to 2 weeks 40 hours of vacation a year Ideally her bank will be in hours When she takes Monday off 7 hours are withdrawn from her bank for Saturday 5 hours are withdrawn If she takes one week of vacation 40 hours will be withdrawn If the bank is in days 7 hours are equivalent to seven eighths 0 875 of a day Her 5 hours on Saturday count for five eighths 0 625 of a day Add them up and you will get 5 days for one week In the case of Rita you
184. he others You can correct a movement already entered for an employee or even add a new movement to the history Saving several changes at once The Employment history window 1s special because it can modify many records movements for a single employee before saving So as long as you are in Edit mode you can delete a movement and the deletion will only be saved permanently once you click on _ Save Payroll fields There are many fields relating to employee pay under the Remuneration tab of the Employment history window e Salary per pay period e Hourly rate e Annual salary e Full time equivalent FTE of annual salary employee s salary if he she were to work full time When you enter one of these values all the other payroll fields change too The changes to these other fields is not very obvious but the whole thing is configurable See Relation between salary fields These fields are accessible in the reports via the UNITRATE SALARY ANNUAL and ANNUALFT functions respectively Major movements Some movements involve a change in the employee s employment status e g a hiring movement could involve the active employee status Other movements do not affect employment status Each movement is defined in the JACTION table In this table you can associate an employment status JSTAT with a movement UmanaEnglish Modules 101 A movement with an associated status is called a major movement and leads to a ch
185. he selection of employees Employee selection Select Resume last run to re use the same selection of employees as the last time you produced a record of employment Select employees manually to manually select employees Select employees meeting the conditions below to carry out a global selection based on the following criteria o Terminated or inactivated employees you must select at least one o Dates from to selection of terminated and or inactivated employees between these dates o Only for used to limit the selection of employees regarding termination or inactivation UmanaEnglish 278 Tools and Wizards movement in the employment history e This is a rerun to re use the last records of employment produced Click i e lt Previous to return to the Default Values window e Next gt to open the list of employees selected List of employees selected Select to manually select a person to access the personal file of the person selected to access the print control window of the list of employees selected Iv All to select all employees appearing in the list r None to cancel the selection of the employees listed and to manually select one or more other employees to open the Attendance Detail window he to edit the detail of the record of employment for the employee selected Click e lt Previous to return to the Employee Selection window UmanaEnglish
186. he various meetings for this group Total hours If the user has entered meetings the total number of hours is automatically calculated or the total hours to complete the course is entered Costs Course and group D new Gy Ely Modi i CONT Formation continue EXTERN Paas externe ANGL 1A English level 1 oe EXCEL 1 Excel introduction Cost for iis group T ees Cost TRAINER hours at hrs at straight time a MSWORD 41 M S Word Level 1 H d MSWORD 2 M S Word Level 2 B SELF Autodidacte TRNPLAN Planification admin de formatn Description Resources Cost L Ei si Participants EXCEL 1 T gagal Excel introduction E miy 0001 ETE04 Sia A 0002 ETE 2004 ce oy 003 Fix costs for this group J Student cost excluding salary Le AP 0005 AUT 2004 2004 10 04 ane fl 0006 FEBO4 2004 02 02 ah a PP JULS7 JUL97 1997 08 01 FA NEOR E ae E JUNST JUNST 1997 08 02 Cost hours for each STUDENT at hrs at straight time z E gt OCTS OCTS 1997 10 06 Cost excluding employee salaries a MWAVE 1 MicroWave Technology WP Vice President Training 1 WINNTO1 Windows NT Note that the course default costs per group are copied to the new group created If the user prefers to enter costs directly at the group level those defined at the course level will be ignored Cost excluding employee salaries Check the Fixed cost for each
187. ia defined List of Selected Employees UmanaEnglish 270 Tools and Wizards Select the option to enroll an employee that you have selected manually to access the personal file of the person selected to access the print control window of the list of selected employees Iw All to enroll all employees displayed None to cancel the selection of the employees listed and to manually select one or more other i employees as the case may be Click i lt Previous to return to the Selection Criteria window Next gt to access the selection of transactions affected E Selection of transactions affected UmanaEnglish Tools and Wizards 271 Using the dropdown menus define the selection criteria for the transactions to be reviewed based on the dates on which the work was done Job performed the type of transaction Transaction types the options of hours worked Options the company structure Where worked the job code or titles Work performed Check e Additional criteria for transactions to add additional criteria using the Expressions Generator Click e lt Previous to return to the list of employees selected Next gt to open the window to calculate the retro amount Calculate Retro Amount UmanaEnglish 272 Tools and Wizards O When this window appears the middle box shows the number of transactions found for the employees previously selected Calcula
188. icipants in a course or a group and to manage the course s progression Note that an enrollment is equivalent to a training event You can also enroll participants in a course or a group using the Enroll interested people Enroll selected people or Assign groups tools When you select a specific group of a course entered 1n the listing window on the left and click ff Participants you access a window titled Participants Code Course name The names of participants enrolled in this course the course status planned in progress completed cancelled the group number prof identification course start date end date of the course and the grade obtained pass or fail by the selected participant Ch rticipants ANGL 1A English level 1 beset Status Planned P Group ANGL 1 0001 PRIN 199 Start 1558701705 gt In progress Ef Grade 67 r End 1358 02 33 Completed C ee BAS z Cancelled amp DESI JRMIERS Vittorio eae Cayla e 7 foes 98 Feb 23 This window has its own toolbox New which brings you to a new window titled Employee to enroll in this course The participating employee is selected according to the same process as for the selection of a person Once the participant has been selected a window titled Select a group is displayed if you want to assign this participant to a group select this group using the pull down menu then click OK to delete the selected pa
189. ick the button on the Payroll navigation pane Pay calendar UmanaEnglish CT Fay Calendar Modules 123 New Gy me Modify gt lt Bid oA A i CONS Board Q HEBD Weekly E e 2006 S 2007 01 2006 12 17 O2 2008 12 24 03 2006 1431 5 2007 0144 06 2007 01 21 09 2007 02 11 11 2007 02 25 12 2007 03 04 13 2007 03 11 14 2007 0316 k Ar Cu Ta Sa ra fa Par 2006 12 23 2006 12 30 2007 01 06 04 2007 01 07 2007 01 13 2007 01 20 2007 0127 OF 2007 01 28 08 2007 02 04 2007 02 03 2007 02 10 2007 02 17 10 2007 02 18 2007 0224 2007 0303 2007 0210 7200 7 0N1F 2007 0N24 Annman amp committees Tokens z3 zl Pay Group HEBD Weekly re ce From 2006 12 21 To 2007 01 06 Closed aE 8 E Paid z20077017 18 Statutory Deductions FTAX PTAX CPP RRQ Deduction Cycle W All weekly pay perio Y Notes Salaires g n r s par TEST le 2007 03 21 07 34 31 585 transactions cr es Paie nette temporaire calcul e par TEST le 2007 03 21 07 36 00 Transactions cr es 1538 Employ s 128 Total brut 179603 74 Total net 101807 88 The left part of the window displays the list of existing payrolls The colours indicate the following Pay period created Temporary net pay cancelled Temporary net pay calculated for one or more employees 5 Pay finalized for one group of employee
190. ific definition e Temporary assignment means that the l Temporary assignment is checked off There are four ways of occupying a position The numbers 1 to 4 below are used in the position reports and match the values in the POCC table Reporting relationships and organizational chart Each position identifies the position that it reports to the superior s position e We consider superior and supervisor to be synonymous The position supervisor relationship in the Positions module is equivalent to the employee superior relationship in the Employment module By knowing the supervisor of each position one can create the company s organizational chart In the Employment module there is a way to specify that a person supervises all the employees of a given department There is a similar mechanism in the Positions module too Click the 3 Tools button of the Positions window toolbar When an employee is assigned to a position the system uses the position to determine the immediate superior It is therefore impossible to enter the supervisor directly in the Employment window e Without positions the employee s superior is another employee as specified in the employment history e With positions the superior is the incumbent or substitute if there is none of the position hierarchically superior to the position occupied by the employee UmanaEnglish 152 Modules FTE budgeted and approved FTE Full Time Equivalent the number
191. il main menu Payroll Attendance detail navigation pane CY See also 4 Module overview Attendance detail and Gross pay input screen Doing payroll process Gross pay reports available th Configurable options Related tables Attendance detail and gross pay input screen To access the Attendance detail window select Data Attendance gross pay Attendance detail from the menu bar Click the gt button of the Payroll navigation pane Fields marked with an amp are mandatory they must be filled out UmanaEnglish Attendance detail List Calendar Modules 117 Filters raw nce Detail ATELIST Philippe Phil oe om st 2007 01 05 H 100 2007 01 04 H 100 sooj 87 10 ee eee ee 1672 ATELIST Philippe Phil H Hours 100 2007 01 05 Filters 121 Date THPF fff thru Weekends Department AD CPT Accounting TECHCONM2 k Job 1 Gra Hrs minutes Shft fH 121 94 Rate Adjustment Amount Notes Destination P Project Batch Paid Entered Modified SALAR HEBDZ00703 HEBD Weekly 2007 05 08 by S Salary Gener TEST Type Option Date Calendar no label thru Weekends Department Employee s job at the transaction date Employee s grade at the transaction date Hrs Shft Rate C Adjustment Amount Currency I Notes Destination Project Batch T_TYPE T_OPT T_EFFDT T_ENTITY T_JOBID T_ GRADE
192. il and gross pay CYCLE Pay cycle e g all pays 1st pay of the month special pay e Pay cycles for which the benefit needs to be applied Benefit plans e Payroll deduction cycles Pay calendar Cycle to be used for calculating temporary net pay Net pay calculation DAYTYPE Shift e g day evening 7 hours 7 75 hours e Shift applicable to a day on the schedule or a schedule exception day Schedules e Displays the shift for the employee s payroll transaction employee Attendance detail and gross pay DCCSTAT Contract Status e g active expired future DCTYPE Contract Status e g active expired future DEDSTAT Statutory deduction e g federal tax QPP Employment Insurance e Entering of employee s statutory deductions Payroll info e Statutory payroll deductions Pay calendar e Specifies the statutory deduction Net pay DEPART Reason for departure e g returning to school terminated maternity UmanaEnglish 188 Modules DILOCN Assignment location e g Montreal Toronto DISTAT Availability Status e g vacation available if emergency vacation not available DPTYPE Dependant category e g attendant beneficiary insured person ECLASS Event class e g absence assignment accident Class of event Event EDUC Education e g bachelor s degree college diploma chartered accountant List of diplomas obtained targeted by the employee Skills Pre requisites and skills de
193. ilities 1 Exporting to Excel From the ACME menu choose Tools Export From the list of exports choose Raises Make your selection and create your UmanaEnglish 296 Reports imports and exports Excel file Export button Carefully select the folder for your Excel file don t forget that it contains sensitive non encrypted data After the export you will have the option of opening the Excel file right away or not 2 Modifying the file in Excel In Excel open the created file Enter the new salaries in the column under the heading NEW SALARY or NEW_RATE or NEW ANNUAL Do not touch the first row it contains headings that will be used when re importing the file step 3 below 3 Re importing the Excel file into Umana HR From the main menu select Tools Import From the list of imports select Raises Select the previously created Excel file Click Options to open the window below Specify the effective date and movement code to be used for the movement to be created Specify the method of recalculating remuneration then click OK and Import UmanaEnglish Reports imports and exports 297 e During the import the system will create a new movement for each person in the Excel file with his her new salary The process of deciding on and approving increases may take several weeks and during this period other personnel movements are entered into Umana The risk is that the Excel file of new salaries could in fact
194. in days For example if your vacation bank is in hours and you want to print the number of days used this year use the following expression Timesum TS TAKEN HRSPDY 0 t Banks denominated in time and dollar units UmanaEnglish Modules 53 Time banks that use dual units time and dollars are a little more complicated but very useful particularly for unionized companies where accuracy is critical There are especially useful for overtime banks When a bank is in time and dollars these two units are assigned when deposits and withdrawals are made e For example if an employee works an hour of overtime at 15 e g time and a half at 10 hour the Time unit will accrue by 1 hour and the Dollar unit will accrue by 15 Later the employee may deposit 1 hour at double time 20 in his her bank After a salary increase the employee could deposit 1 hour of double time 22 in his her bank The new balance will be 3 hours and 57 The time banks plan lets you determine the rate at which the employee will be paid when he she withdraws time from his her bank In this case the best scenario is to pay the employee the hourly rate equal to the average rate of each banked hour In our example the employee has 3 hours and 57 in his her bank As the average hourly rate is 19 he she will be able to take up to 3 hours at 19 an hour Although overtime banks are the best example of banks that use dual units you can still use this typ
195. ing on your selection In this window you can also delete your selection by clicking Delete Start From The pull down menu displays a calendar to enter the event start date End To The pull down menu displays a calendar to enter the event end date During The pull down menu displays a calendar to enter a date between the start and end dates of the event File name containing Enter the file number to create links between events and among events and resulting incidents Event types The pull down menu of this field accesses a window titled Select one or more listing the available event type choices Expression Click this option to access the Generation of a True or False expression to program other components Index Overview Search Overview Search Index Index Enter the word or the sentence to search fo p Jo0dx 436 66 Absence Accident As 400 Assignation Assise Atelist Attitre Basket Bloody Aras Brief Canadian Canal Display ig Modules 95 The index is a directory of keywords linked to events You can search all the events with the same keyword by e double clicking one of the keywords in the Index e selecting a word from the Index then clicking Display Select the button to update the list of keywords that you have added during the year General info The right part of the Events input screen manages and saves general information about the event UmanaEnglish 96 Modul
196. ion System Administration Concepts In this chapter Sessions UmanaEnglish 20 Concepts and processes Display the list of users currently online Close the system and disconnect users Your preferences How to edit your preferences Security and access rights The principles for controlling access and user rights A See also Configurable options E Users Module Developes s guide Sessions be S In this chapter The users access the Umana system from their work stations or from a Citrix server When user enter their ID number and password they open a session In you capacity as system administrator you control the access rights of the users You can also see and monitor the active sessions For each system access users enters their user code and password This creates a record in the LOG file that you can consult online or in the history On this page Viewing current sessions Ending a session Ending all sessions Blocking access to the system Access log Viewing current sessions Access the Current Sessions window via the main menu System Session Show Current Sessions eR 3 Current sessions 20070712 14 29 24 MTLC1028 O The user name is identified by an asterisk indicating your own session Click this button to update the list of users that are currently online When this window is displayed the list is automatically updated every 20 seconds UmanaEnglish
197. is course 6 No group assigned O French title Enter the French title of the course This field marked with an P 4 is mandatory it must be filled out when creating a new course English title Enter the English title of the course French Description Check this box to go to a window where you can enter a short description of the course objective in French French Course syllabus Check this box to go to a window where you can enter a short description of the course syllabus in French English Description Check this box to go to a window where you can enter a short description of the course objective in English English Course syllabus Check this box to go to a window where you can enter a short description of the course syllabus in English Notes Check this box to enter free text regarding the course Documents Click this field to document in a window course related documents Event type Use the pull down menu select the type of event e g EXTERNAL external course INTERNAL internal course this field marked with an a is mandatory it must be filled out when creating a new course The event type is used as the first level in grouping courses in the listing window on the left Course type Use the pull down menu to select the type of course e g ELI Eligible NON EL Non eligible Level UmanaEnglish 74 Modules Enter the course level in accordance with the company s classification May
198. isor position Incumbent Replacement D Occupants Additional info Occupants Additional info PROVOST Marlene EMPL DEVAULT Florabelle EMPL Budget Free text field in which to add additional information on the position Skills Occupancy E 100 active 0 Inactive E 0 active Occupants Positions supervised oRSLoc aLo1 Ais BI e Click the button beside a name to open a Person window e The incumbents and replacements displayed are as of today s date Note The position may have more than one incumbent but only one is displayed To display all the people who have occupied this position since a given date click UmanaEnglish Modules 159 the Occupants button DD Supervisor position e The position supervisor is another position Click __ to select the supervisor level the person who supervises the position displayed e Once the supervisor position is specified its incumbent is displayed e Ifthe position displayed supervises other positions you will see the list of other positions supervised e Ifyou would like to assign the position displayed as supervising another position first go to the lower ranking position and specify that position s supervising position There is a shortcut if this position supervises all the positions in its structure Entity1 you can specify this using the 3 Tools button Go back to Positions window General info Additional info Occupan
199. ith the pay period number It also turns off the change indicators in the employee files so that the same changes are not exported to net pay See the update after payroll A See also Doing payroll Concepts Payroll module Payroll visual overview J Overview Payroll involves three types of information 1 Employee HR files yellow boxes 2 Gross pay which is entirely managed by Umana HR green boxes 3 Net pay blue boxes UmanaEnglish 30 Concepts and processes Data PERS Person information identifying the person JOBHIST Employment Employment history employee status and movements TIMEDT Gross pay follow up of employee attendance As presences and absences go together this module is closely linked to the Payro module TIMETMP Time sheets hours not carried over once carried over they will be transferred to the TIMEDT gross pay file The time sheets are only one possible source of payroll transactions BENEFIT Benefits Deductions benefit plans e g group insurance plans dental plans t3 PRPAR Payroll parameters bank account number income tax deductions etc TEMPPAY Payroll calculated before being finalized the format of this file is the same as the PAYDT file and the reports can be executed from either one of these files PAYDT Net pay history payroll details for each employee e g pay stub Operations Carry over time sheets Time sheet data is saved in
200. itle Grade H_ GRADE Job grade Red circle H_ REDCIRC Check when the employee s salary is not subject to salary scales Union H_ UNION Employee s union Positions occupied H_POSID1 2 3 Number code title of position held by employee Hours H_POSHRS1 2 3 Number of hours week worked by the employee in this position H_ PCTTIME1 2 3 Percent full time work Go back to Employment history window Remuneration Status Job and Position Remuneration Attendance Plans Misc Status Job and Position Remuneration Attendance Plans Misc 233 Schedule BASE Standar Hours week 22 00 Pay group EWK Beweek z Premiums Pay period 1 165 25 Period E Biweekly Hourly rate 20 808 Currency CM Canadian Annual 30 400 00 Se full time 80 00 Annual FTE 38 000 00 Plan and Rate PERM PROG CompaRatio 100 32000 00 Minimum 33 100 00 year FTE Maximum 38 549 00 Schedule Hours week Pay group Premium s Pay per period Period Hourly rate Currency Annual salary full time Annual FT Plan and Rate CompaRatio Minimum Maximum H_SCHEDID H HRSPER H_PAYGRP H_ PRIME H_ SALARY H PAYFREQ H_UNITRATE H CURR H_ ANNUAL H_PCTTIME H_ANNUALFT H_RPLANID H_RATEID H_COMPARAT H_MONPAY H_MAXPAY Go back to Employment history window Attendance Plans Employee s current schedule Average number of hours worked per week Pay group Applicable premium for employee Gross salary per pay period Pay frequen
201. l ledger system via an interface file Totals are calculated based on net pay according to the distribution entered in order of priority in employment history movements of the employee job code titles or the organizational structure of the company The calculation takes into account the change in responsibility centre of the employees based on the transaction dates and movement dates Umana G L Summary Format data export is used to calculate print and create the file containing accounting items Data The definition of groups in the general ledger is entered in the GLGRP reference table Distributions Activities are kept in e the Jobhist file if they are related to the employee s employment history e the Entity file if they are related to the organizational structure e the Job file if they are related to the employment codes and titles UmanaEnglish Modules 161 The accounts payable are kept in e the DEDSTAT statutory deduction table e benefit plans Operation Open the General Ledger Distribution input window via Employment history window the ENTITY 1 and ENTITY2 Structures windows the Job Code or Title window L See also Module overview Employment History module Structure module E Job job type or title module Exporting to the General Ledger the GL1 and GL2 counters General Ledger Distribution input screen Modules gt General Ledger Distribution Concepts gt General Ledge
202. l under which the employee s different time banks are listed Plan Header label under which the different plans for the employee s time banks are listed Year start Header label under which the date each of the balances refers to is listed Carry from prev year Header label under which the total hours days accrued the previous year for each of the employee s time banks UmanaEnglish Modules 107 Deposits Header label under which are listed the total hours days accrued during the year in progress for each of the employee s time banks Withdrawals Header label under which are listed the total hours days used during the year in progress for each of the employee s time banks New balance Header label under which are listed the total hours days accrued previous current for each of the employee s time banks Accrued for next year Header label under which are listed the total hours days accrued for the coming year for each of the employee s time banks Go back to Employment history window Misc Status Job and Position Remuneration Attendance Plans Misc Supervisor H BOSS1 Number and name of supervisor Units supervised H BOSSOF Units ENTITY1 or ENTITY2 supervised l Default value IIImplicitBoss Check this box to display the number and name of the implicit supervisor Show employees IKBOSSOF Click this button to display the list of employees supervised supervised GL distribution ee Click to enter this employee s distribution to the General
203. layout Data import Data export Executing printing or viewing a report Home gt Reports imports and exports gt Executing printing or viewing a report Access the reports via Print main menu Shortcut bar Various navigation panes On this page e Report selection dialog box e Selecting a printer e Preview toolbar Report selection dialog box This dialog box displays the list of available reports in the Print menu category selected Once you have made your selection specify the report destination and click the following e Count to count the records before printing e to print the report directly Dialog box options Report Displays the list of standard Umana reports labels in addition to those created by users UmanaEnglish Reports imports and exports 289 Destination Provides potential destinations for the report or label There are five types available Screen Printer File E mail Mass mailing After selecting the type of destination click the BI button for more precision If it s a file you should specify the format first because it affects the extension file name suffix Format Displays the selected report or label format Three formats are possible e Formatted e Unformatted e HTML Count Counts the number of records before printing them Print Produces the report or labels Close Closes the dialog box l Order Indicates the sort order in which the records will be
204. ll Concepts Doing payroll Process Interface to external net pay Operation The payroll process for an export to external net pay is very similar to the one under integrated Umana net pay Steps to be followed 1 Update employee files 2 Prepare gross pay exactly as with Umana net pay 3 Check everything Umana provides several control reports to ensure that everything has been correctly entered 4 Transfer the data to external net pay In other words use Umana to create a file that will then be exported to the external net pay system 5 Finalize pay also called update after payroll External net pay interface This process is used to transfer information from Umana to the external net pay system It is therefore important to complete all the steps in Umana before exporting to the external net pay This process is divided into two parts 1 Export Umana creates a net pay file based on the following Changes to files Gross pay transactions Benefits and deductions to be applied 2 Import of the file created to the external net pay system For more information consult your net pay provider This part importing the results is optional and is not available with most external services Creating export files To create export files from Umana 1 Select Tools Export from the menu bar In the dialog box that is displayed select the Pay export UmanaEnglish Modules 139 2 3 Click the _ Destina
205. ll not be duplicated After the generation of salaries you can view modify or delete the transactions generated in the attendance detail window as you would do for any other transaction Operation To access the generation of salaries open the pay calendar window and select the period you want then click __ and select Generate salaries UmanaEnglish 122 Modules 2006 12 31 z007 01 06 Pernod WV Weekly selection J Selection W Criteria Operation J Normal pay Premiums J Holidays Events Leveling Browse The Browse button lets you see all the entered and generated transactions You can also select transactions to be saved Save This operation transfers the selected transactions from the TIMETMP to the TIMEDT table to make them permanent For security requirements once saved transactions that are entered or generated are no longer accessible in the time sheet module To view or modify them select Data Attendance gross pay Attendance detail and it is then up to the payroll manager to act This is the last step in entering gross pay earnings and the opportunity for the payroll manager to make the final corrections and adjustments EY See also Gross pay Attendance detail Module Salary generation Wizard Sa Configurable options Related tables Pay calendar input screen To access the Pay calendar select Data Net pay Pay calendar from the menu bar EA Cl
206. loyee pay period in the main unit of the time bank hours days or dollars Go back to Time banks window Time bank transaction history UmanaEnglish 58 Modules Ma ATELIST Philippe Phil Transactions Overtime 2006 04 FEF 26 250 eon Carried over from previous yea 2006 07 07 36 75 150 7C 2006 07 21 0 29 75 AB TC 2006 07 28 22 75 AB TC 2006 09 07 29 50 150 TC 2006 10 06 22 50 AB TC 2006 11 29 500 26 25 150 TC Transactions affecting the time bank are detailed based on the following Date on which the transaction was recorded Number of hours to add or remove via the transaction Balance of the bank once the transaction is complete Option type exercised with the transaction e g deposit withdrawal ceiling Description of the transaction carried out The transaction history comes from the attendance detail Go back to Time banks window L See also Time banks Module Time banks Concepts Time banks How to use Time banks plans input screen Modules Ime banks modu ime Dank INS IN To access the Plans Time banks window select Data Attendance Gross pay Plans from the menu bar UmanaEnglish Modules 59 Click the 4882 button on the Benefits navigation pane Fields marked with an amp are mandatory they must be filled out Plans Time banks General Seniority Entitlement Absences Plans Time banks Lo ee e Ui Time banks Counte
207. loyees All to enroll all employees displayed e _ None to cancel the selection of the employees listed and to manually select one or more other employees Click e lt previous lt gt to return to the Selection Criteria window lt previous lt gt e Next gt to access the Final Confirmation window Final confirmation UmanaEnglish Tools and Wizards 239 As an option specify the dates and times on which employees will take part in the course as well as enter a comment Dated Expressions Tools a Overview Dated expressions complete the calculation process for the Umana HR system and allow execution of complex operations involving one or more parameters They are specific to each company and are generally created at implementation time based on requirements They can be used in all system modules or areas where there is an expression They could be used in the following examples e In benefits plans to calculate the employee and employer shares for group insurance based on salary and age e In time bank plans to grant vacation time based on seniority e In alarms to send a specific message to employees who meet certain criteria e etc There are two guidelines for dated expressions e They define rules that vary over time for example an insurance rate that is adjusted annually e They are used to separate parameters thus enabling a user to adjust parameters the following year without affecting the
208. loyees payroll system tables and archiving iN Wizards Click to access the various Wizards amp Export Click to export data to a text file Microsoft Excel etc ES Import Click to import data from a spreadsheet Word processing Click to merge with Microsoft Word and print form letters for employees selected W Alarms Click to access the Alarms submenu define alarms and view the messages generated Sa Options Click to define the application s configuration options f gt Users Click to access user configuration options and define users groups and rights of each Maintenance submenu The Maintenance submenu performs operations that update the database For more information about maintenance tools Person Employment E Attendance Payroll Gia System ap Maintenance Archiving What the options do UmanaEnglish Introduction 7 Person employment Click to access operations involving employee files Attendance payroll Click to access operations involving gross pay net pay and time banks Sia System Click to access system maintenance operations Archiving Click to perform data archiving and cleansing Wizards submenu The Wizards submenu includes several tools that carry out multi step operations T Person Mass change pa Employment Mass change Apply new rates raises to employees N Retroactive Pay EN Generate Salaries 3 Calculate Net
209. ment module Employee skills submodule 19 19 20 22 23 23 23 24 25 26 29 32 33 34 36 39 40 46 47 50 53 54 58 63 64 Skills concepts Skills and career input screen Employee training submodule Courses and groups concepts Courses and groups input screen Job job type or title module Job concepts Jobs input screen Events module Events input screen Employment history movements module Employment history concepts Relation between salary fields Employment history input screen Schedules module Schedules input screen Payroll module Gross pay Attendance detail module Attendance detail and gross pay input screen Generation of salaries Pay calendar input screen Gross pay control tools Net pay module Payroll info Employee input screen Net pay calculation Net pay input screen Finalize temporary pay Interface to external net pay Person module Person selection dialog box Person input screen Positions module Positions concepts Position search dialog box Positions input screen General Ledger Distribution Concepts General Ledger Distribution input screen Remuneration module Remuneration concepts of rules and rates Remuneration plans input screen Rates table input screen Premiums Health and safety module Medical file submodule Medical file input screen Accidents submodule Accidents input screen Structure module ENTITY 1 input screen 65 65 70 70 71 86 86 8
210. more complicated procedure or expression Data Data from the RATE file the type will appear as EXPR Operation To access the Dated Expressions input screen UmanaEnglish 240 Tools and Wizards from the main menu Tools Dated Expressions from the main menu Data Remuneration Expressions Administration navigation pane See also Expressions Generator Dated Expressions input screen Home gt Tools and Wizards gt Dated Expressions Tools gt Dated Expressions input screen To access the Dated Expressions input screen select Administration Expressions navigation pane Click Edit to modify the procedure free text note or expression using the return type field in the Generation of an Expression window Definition Parameters 1 10 Parameters 11 20 ID Key RA_RATEID Expression code Effective date RA_EFFDT Effective date of the expression The lower section contains the history of the expression and also displays the effective date of the different parameters entered UmanaEnglish Tools and Wizards 241 Return to the Dated expressions window Definition Parameters 1 10 Parameters 11 20 Name French RA_NAMF Name English RA_NAME Return type RA_VARTYPE Expression RA_EXPR Specifies an expression created from the Expressions Generator Procedure RA_EXPR Indicates a procedure created from a free text note Notes RA_NOTES Free text notes Expression and procedure
211. n e Once the expense has been documented click Add to display it at the bottom of the window UmanaEnglish 76 Modules e Double click on a documented expense to correct an entry to a field of this expense then click on Replace to approve the correction e Select to delete the entry e Click OK to close the window and compile the documented expenses Place your cursor over the box header to display the list of expenses of this type fixed costs or by student You can also enter specific additional costs for each of the participants under the Training tab of the corresponding event Participants salaries Enter the total number of hours at straight time which would normally be recognized for each Student and Trainer enrolled in this course You can also recognize specific training hours for each of the participants under the Training tab of the corresponding event Q For trainers hours to be included in the training cost analysis they must be enrolled as participants O SUGGESTION Course planning hours are also costs that are eligible under the vocational training act Bill 90 Create a dummy course to recognize employee hours spent on course planning Prerequisites and skills Description Resources Cost Prerequisites and skills er Course and group H CONT Formation continue EXTERN Cours externe El INTERN Cours interne Description Resources Cost Prerequisites
212. n selected to access the print control window ofthe list of selected employees I All to select all employees e _ Nonef to cancel the selection of the employees listed and to manually select one or more other employees Click e lt Previous to return to the Selection Criteria window Next gt to go to the Position Updating window Updating the positions UmanaEnglish 266 Tools and Wizards Check e Update positions with values from the employee file to confirm the change Click e Finish to update the positions Pay Wizards i n Overview There are several wizards to assist the user with pay reports e Retroactive pay This wizard produces transactions for retroactive pay e Generation of salaries This wizard generates salaries for a new period See also concepts of salary generation e Breakdown of net pay This wizard helps you calculate the temporary net pay In this online help you will find it in the Net Pay Module e ROE Record of Employment This wizard collects data for the record of employment which can then be printed or sent to the Revenue Canada site Operation Access the Retroactive Pay wizard via UmanaEnglish the main menu Tools Wizards Retroactive Pay Access Generation of Salaries via the main menu Tools Wizards Generate Salaries the Pay Calendar tools Access Net Pay Preparation via Ar the main menu Tools Wizards Calculate Net P
213. nation date employee is no longer eligible I No enrollments BP_NOENROL Check this box to ignore enrollments An employee may be BP_REPEATS Check this box to allow more than one enrollment enrolled more than once in this plan Options available BP_OPTIONS Plan options Default option BP_DFLTOPT Plan s default option Click Enrol employees to display the wizard to help you enroll employees in a benefit Go back to the Plans Benefits and deductions window UmanaEnglish Modules 43 General Eligibility Coverage Premiums Pay Automation General Eligibility Coverage Premiums Pay Automation French ception English caption Sh 2 n ie 5 fe tie he iy te i French labels BP_VAL1F BP_VAL2F BP_VAL3F BP_VAL4F BP_VAL5F BP_VAL6F BP_VAL F French labels of enrollment BP_VAL8F BP_VAL9F BP_VALOF form values English labels BP_VAL1E BP_VAL2E BP_VAL3E BP_VAL4E BP_VAL5E BP_VAL6E BP_VAL7E English labels of enrollment BP_VAL8E BP_VAL9E BP_VALOE form values Go back to the Plans Benefits and deductions window General Eligibility Coverage Premiums Pay Automation Premiums per period Employee share m None C Entered Calculed Rules Employer share None amp Entered Calculed Rules Counter name inactive and LTO employees EmployER pays all including employEE premium if EmployEE pays all including employER premium if Employee premium waived if Premium
214. nd hours For the vacation banks you will probably have to convert hours into days or days into hours This is because vacation entitlement deposits are usually in days 2 weeks 10 days 3 weeks 15 days etc and withdrawals are in hours via transactions in the Attendance detail If a time bank is in days Umana automatically converts deposit and withdrawal transactions entered in hours in the Attendance detail into days To do this the number of hours of the transaction is divided by the average number of full time equivalent FTE hours for the employee even if this employee is part time For entitlement calculations your formula should produce a number in the appropriate unit For example if your bank is in hours and you want to give 2 weeks or 10 days of vacation to your full time employees you have to convert the 10 days into hours The HRSPDY function will give you the average number of hours per day FTE to be multiplied by the number of days HRSPDY function The Time banks module uses the HRSPDY PersId effective date t formula to calculate the number of hours per day FTE You must also use this function to calculate the entitlements for the time banks Examples The HRSPDY function works very well but in a few non standard circumstances the results obtained may be a little surprising Let s look at a few examples e Joe works 40 hours week i e 8 hours a day from Monday to Friday The HRSPDY function divides t
215. ndar The Generate salaries operation creates normal transactions in gross pay for employees regular recurring hours or amounts This operation is accessible via the pay calendar and Data Attendance Gross pay Generate salaries main menu There is an option to undo these transactions Export to an external net pay system If an external payroll service is used Umana provides the tools required for export Interface to external net pay Once net pay is produced the update after payroll should be executed The export to an external payroll system is equivalent to calculating temporary pay in the Umana net pay The update after payroll is the finalization above 4 See also 4 Module overview Attendance detail and Gross pay module Net pay module Interface to external net pay Gross pay and Net pay reports available Related tables Counters Gross pay Attendance detail module 5 a Overview The Attendance detail and Gross pay module manages the employee s attendance and gross pay transactions records as well as presences and absences The same transactions are also used for gross pay and to monitor attendance Source of transactions Transactions may come from many sources Time sheets time clocks imports from other systems generation of salaries etc They can also be created directly in the Gross pay module See the Payroll files diagram Some transactions can be created by net pay when net pay is calculated or
216. ndoes the Calculation of temporary pay and deletes the transactions created in the TEMPPAY temporary file Finalize temporary pay This operation transfers the TEMPPAY temporary pay transactions to PAYDT net pay and marks the transactions in gross pay in order to save a history Cancellation of finalized pay This operation deletes the net pay transactions of the PAYDT file and puts back the unprocessed gross pay transactions Creation of the new year This wizard creates a series of pay periods for a new year CX See also Payroll module Gross pay control tools Control UmanaEnglish Modules 125 All these reports are available under Print Gross pay from the menu bar Reports on hours not carried over e Time NOT carried over e Lots NOT carried over e Missing hours 2 versions Summary reports on transactions in Attendance detail TIMEDT Earnings per employee Earnings per option Earnings per project Earnings per service Earnings per employee and option Earnings for a counter e For the selection check the I Unprocessed transactions box and specify the end date in order to select transactions for the current period Detailed transaction reports one at a time Transactions per date Transactions per employee and date Duplicated transactions Transactions for counter Time per employee Time per department e Using the selection you can search the transactions for a person in particular or for
217. ne or more groups roles which also have access rights Generally the more different groups users belong to the more access rights they will have For more details see Security concepts Data The application s configuration options are saved in the SECURITY file This file is encrypted The LOG file contains a system access history It includes the user ID date and time at which the user entered Umana HR and Payroll and date and time of exit It does not include the list of modules accessed i Operation Input screen Access the Users input screen via Tools Options main menu gt Administration navigation pane Security definition the access rights of all users and their roles are defined by the system administrator A See also P Module overview Concepts System reports Related tables Users concepts On this page e Users and groups roles e Two security dimensions e User ID and password e Starting off on the right foot Users and groups roles To access the Umana HR system uses must provide their user ID and password This control is added to the Windows security layers in light of the increased sensitivity of human resources and payroll data The user ID defines the access rights The user may also belong to one or more groups roles which also have access rights UmanaEnglish Tools and Wizards 283 Generally the more different groups users belong to the mor
218. ned as a second parameter to the SENIOR function In this case the function uses this date to calculate seniority instead of the current date Example SENIOR SENDT 01 01 97 returns seniority in years at January 1 1997 See also e SENIOR HIRE Based on the hire date e SENIOR REHIRE Based on the rehire date e SENIOR SENIOR Based on the seniority date and rehire date SENIOR SENIOR Seniority according to the seniority date calculated since the rehire Returns the number of years of seniority at the current date The SENIOR parameter means that the result is based either on the seniority date if entered or the original hire date if it is not Calculate DATE iif empty E_SENDT E_ORIGHIRE E_SENDT 365 25 The result is in years without fractions If the person has 355 days of seniority this function would return 0 9972 Rounded to a single decimal point the result becomes 1 0 year even if the employee has not yet finished a full year Note on JSTAT employment status For an employee who has a TERM RETR or DECE status seniority is calculated only until the date the employee was terminated retired or died Using another date A date can be assigned as a second parameter to the SENIOR function In this case the function uses this date to calculate seniority instead of the current date Example SENIOR SENIOR 01 01 97 returns seniority in years at January 1 1997 See also e SENIOR HIRE B
219. nerator 243 Tools Maintenance 262 Tools and Wizards 194 TRNGRP 771 U Umana 1 User interface 2 Users concepts 282 Users input screen 284 Users module 281 V Viewing a report 288 W Wizard Apply new rates raises 213 Wizard Benefits Enroll eligible employees 205 Wizard Benefits Update enrollments 209 Wizard Compare Employee with Position 263 Wizard Courses Enroll Interested Persons 233 Wizard Courses Enroll Selected Employees 236 Wizard Employment History Mass Change 218 Wizard Person Mass Change 224 Wizard Record of Employment 275 Wizard Retroactive Pay 268 Wizard Salary generation 267 Wizard Time Bank Termination 201 Wizards 194 Wizards Benefits 205 Wizards Courses and Groups 232 Wizards Mass Change 212 Wizards Pay 266 Word processing 302
220. ng its actual size to 75 50 25 or 10 Closes the Preview window Prints the report Selection dialog box Home gt Reports imports and exports gt Executing printing or viewing a report gt Selection dialog box UmanaEnglish 292 Reports imports and exports Dialog box options Selection by criteria To select at a certain date by Department and product ENTITY 1 and ENTITY2 Employment status Personal status Job category Job title Pay group Location Permanent status Also enables the selection of employees employed since and or whose file has been modified since Specific employees To select one or more employees using the Person selection dialog box Home gt Order selection dialog box Reports imports and exports gt Executing printing or viewing a report gt Order selection dialog box UmanaEnglish Reports imports and exports 293 Dialog box options Fields available Displays the list of available fields to sort the data that will be displayed in the report File Displays the list of files containing the fields available for sorting data Add field Adds the selected field to the list of fields to sort the data Add expression Displays the expressions generator which allows you to enter an expression to be added to the list of fields to sort the data Remove Removes the selected field from the list of fields to sort the data Sort on Drag the squares to
221. nning of the time e Arg 3 End date Blank or to specify to this day Example The SUM of JHDAYS for these records with JSTAT EMPL gives the total number of days the person was an employee EMPL By including other conditions you can for example calculate the length of time worked in a department or how long the person was temporary etc The SUM of JHDAYS JOBHIST 01 01 1996 31 12 1996 with JSTAT EMPL returns the number of days the person was an employee EMPL during 1996 KANNUAL Annual salary Returns the annual salary based on the person s career file MAGICDT Magic date Returns the date at which seniority plus age will reach the targeted magic number The MAGICDT function assumes that the employee is active and will continue to accumulate seniority and age of course It does not consider either status or future movements Optional arguments e Arg 1 Magic number targeted e Arg 2 Seniority date By default MAGICDT uses the E_SENIORDT seniority date from the PERS file If this date is blank the date of last hire E_ LASTHIRE will be used e Arg 3 Birth date By default MAGICDT uses the E_BIRTHDT birth date from the PERS file MAGICNO Magic number Returns the magic number targeted Note The magic number is the sum of the employee s age plus seniority in years The MAGICNO function assumes that the employee is active and will continue to accumulate seniority and age
222. nt prevention e Accident management e WCB financial file management UmanaEnglish Modules 171 Data Health management involves two submodules Medical file submodule to enter employees medical information Accidents submodule which manages accident data Operation Input screen To access the Medical file input screen Menu bar Data Health and safety Medical file Person input screen Emergency Medical file Accidents input screen shortcut bar To access the Accidents input screen Menu bar Data Health and safety Accidents Navigation pane Events Accidents Medical file input screen shortcut bar C4 See also 4 Module overview Health and safety reports available a Configurable options Related tables Medical file submodule ii P Overview The Medical file contains information on height weight blood type smoker or non smoker health conditions allergies and disabilities as well as health insurance information Data The information in the medical file comes from the PERS file Operation To access the Medical file input screen Data Health and safety Medical file menu bar Person Emergency Medical file input screen Accidents input screen shortcut bar 4 See also UmanaEnglish 172 Modules A Module overview Medical file input screen Home gt Modules gt Health and safety module gt Medical file submodule gt Medical file input screen To acces
223. o be paid according to JOBHIST Generation of salaries Add normal hours worked at gross pay based on the employee s schedule 3r Net pay preparation Calculate temporary net pay W ROE Record of employment Creates and uploads records of employment Time Banks Termination Wizard Close and or pay out time banks following a termination Enroll interested persons Enroll employees interested in developing the skills covered by the course Enroll employees Enroll employees in a course Enroll employees in a benefit Enroll eligible employees for a new benefit Update benefits Terminate the enrollments and updates for coverage and premiums UmanaEnglish Tools and Wizards 195 Alarms module i J Overview The Alarms module defines the conditions that can send a message and or trigger an automatic action Data Alarm management involves three files e ALARM file contains the alarm definitions e DALARM file contains future alarms e SALARM file contains sent messages whether read or not Operation To access the Alarms input screen Tools Alarms Define main menu Administration shortcut bar To access the Messages input screen I Tools Alarms Messages main menu I Main toolbar 4 See also 4 Module overview amp Overview of Tools and Wizards Related tables Alarms input screen On this page Alarm definition Entering a new recipient Umana internal messaging E mail To access the
224. of full time employees or positions at a given moment Full time position 1 FTE Part time position 0 5 FTE At any time a position may be budgeted approved and or occupied filled For example a position may be budgeted for but not yet filled or it may be doubly filled two people occupy the position or filled on part time basis For each position you may enter the number of FTEs budgeted and the period start and end dates If you do not specify an end date the position 1s processed without it this usually applies to a permanent position You can also specify the number of FTEs approved and the period What may be helpful is to see the total FTEs for a department and developments over the year The Positions FTE per month report displays monthly FTEs per department for a year Start and end dates A budget start date may be specified for a position date on which the position starts to be budgeted If you do not enter a start date the system will assume that the position has always existed in the budget or at least since before the period of interest Similarly one can indicate the budget end date date on which the position is abolished as concerns the budget You can also enter an FTE number for a series of dates in particular The dates do not have to be part of the current budget year but must reflect the reality of the position To calculate FTE year only the current year is used You can specify the value in the FT
225. olumn displays the name of the employee documented in general info 1f the event only concerns a single employee e This column displays the word Collective if the event concerns a group of employees or all employees Status shows that the event has been cancelled shows that the event has been completed shows that the event is in progress blank shows that the event is planned shows that the start date is past that the end date of the event is past or unknown and that the status of the event has not been updated to Cancelled or Completed Class This column displays the class of the event documented in general info File UmanaEnglish Modules 99 This column displays the file of the event documented in general info Type This column displays the type of the event documented in general info Start date End date e The Start date column displays the event start date e The End date column displays the event end date the box is blank if the end date is not closed Text This column displays the brief text documented in general info LA See also Events module Employment history movements module i i SL Overview The Employment module specifies an employee s current status and gives a history of that employee s movements Data The data comes from the JOBHIST file which contains all of the employee s movements e At present an employee can only have a single status in effect at one time Oper
226. on processed Entered T_ENTERDT Date transaction created by T SOURCE Module used to create the transaction Modified T USER ID of user who made the latest modification to the transaction Toolbar Click Employment to display the Employment history window Go back to Attendance detail window The left part of the window displays an overview of transactions for this person Format List Calendar or Filters top tabs Using the top tabs select the display format e Transaction list reverse chronological order e Calendar colour bars show the transaction types e Filters allow you to select Selection bottom tabs At the bottom of the panel on the left there are some transaction selection tabs e Choose the Current tab to display only current transactions those which have not yet been processed by net pay e Select the All tab Current Paid to also include processed transactions Archived transactions will not be displayed e Select the Archived tab to display archived transactions They are in a separate file but are available for processing or reports These transactions cannot be modified e The Temp tab may be displayed if the employee has deposits in the time banks generated by net pay for a period that has not yet been finalized Temporary transactions are not yet accrued in the time banks Go back to Attendance detail window List Calendar Filters UmanaEnglish Modules 119 ost Calendar Filters NS H 4
227. on the job Saving a report of this type automatically creates an event in the Event module Incident The user specifies that the reported event is an incident it is an accident free event but that could have resulted in injuries and could give rise to corrective preventive action Saving a report of this type automatically creates an event in the Event module Illness The user specifies that the reported event is an illness it is an occupational illness WCB or other LTA contracted by the employee Saving a report of this type does not create an event in the Event module Occurred on Date and time Using the pull down menu the user enters the date on which the reported event occurred and in the adjacent field the time Department Using the pull down menu the user enters the employee s company work location or department at the time the reported event UmanaEnglish Modules 177 occurred Second structure Using the pull down menu the user enters the product complementary to department second company work location or department of the employee at the time the reported event occurred Job code Using the pull down menu the user enters the ID and job title of the employee at the time the reported event occurred Location Using the pull down menu the user enters the ID and location of work of the employee at the time the reported event occurred Schedule ID Using the pull down menu the user enters the ID
228. ons Select printer e Displays the printers currently installed on your workstation Select the desired printer e Print to file Allows you to print to file e Preferences Displays the Preferences dialog box for the network printer allowing you to define options for your printer e Find printer Searches for a network printer Page range e All Prints all pages in the document e Selection Prints the highlighted selection in the document Note This option is disabled in the Umana Print module e Current page Prints the selected page e Pages Prints the specified pages of the document UmanaEnglish Reports imports and exports 291 Copies e Number of copies Allows you to specify the number of copies of the document to be printed e Collated copies Collates the printed copies only available with certain printer models Preview toolbar In the case of a To screen destination this toolbar controls the page displayed on the screen and zooms in and out It contains the following buttons Buson sang Oa First page 4 Previous page Go to page d Next page Last page Zoom Close Preview Print report Displays the first page Shows how the previous page of the report will be printed Displays the Go to page a dialog box Shows how the next page of the report will be printed Shows how the last page of the report will be printed Scales the text displayed in the Preview window by reduci
229. ons are added for retroactive pay in four steps Identifying the employees based on certain specific criteria Specifying the transactions to review Specifying the method of calculating the retro amount the number of transactions to be created and the way in which to create the retro transactions Create transactions in gross pay Employee Selection UmanaEnglish Tools and Wizards 269 Select the I will select employees manually option to access the list of selected people which will allow the manual selection of participants Select the Select all the employees meeting the conditions below option to access the list of people who meet the stated criteria Using the dropdown menus specify one or more criteria to track down employees to be selected Check Responsibility centre ENTITY 1 and ENTITY2 Employment status Personal status Job Category Pay group of the employees Employee s permanent status to limit the list to employees whose status is permanent Today to specify that the employee must meet the criteria stipulated as of today s date Date originally paid to specify that the employee must meet the criteria stipulated as of the date the amounts were paid to him Additional criteria You can program additional criteria using the Expressions Generator Click Undo a retro if you want to cancel a previous retroactive pay Click Next gt the user accesses the list of people selected based on the criter
230. or more information Create the TIMSUM banks missing for the current year This process creates the records for missing banks in the TIMSUM file for all employees assigned to the selected plan e Carry over to new year In addition to creating the banks missing in the new year this process marks the record of the previous year as being carried over and if the plan allows it carries forward the balance as the Opening balance for the new year See time bank concepts for more information Undo the carry over to this year This process undoes the carry over to the new year of this bank and plan and re opens the previous year e Deposit monthly entitlements This operation deposits the vacation entitlements of employees eligible for the selected plan 4 See also Time banks Module Time banks Concepts Time banks How to use Skills development module n Si Overview The Skills development module is to manage activities and skills in relation with the training provided by the company This management occurs at several levels and includes the following aspects Skills inventory Inventory of training provided Update of employee training history Analysis of training costs UmanaEnglish 64 Modules Data The Skills development module hinges on two submodules e Employee skills The analysis of skills acquired and to be acquired schooling and career profile e Employee training Available courses enrollments groups
231. osted through that date C Yes No Cancel Previous Next Enter the date on which you would like to close the bank usually the termination date of the employee or afterwards Specify whether the hours were all entered and carried over until the closing date If you select No a window will appear informing you that You must enter all attendance transactions until closing date Carver Technologies A You should enter all attendandance transactions through 2007 07 12 before continuing Otherwise you may need to estimate his hours worked in the current period in order to obtain correct results Cancel Click OK to return to the current window or Continue anyway to continue e To enter attendance transactions click OK and then Cancel to quit the Wizard In the main menu select Data Attendance Gross Pay Attendance Detail then enter the desired transactions and save Reactivate the Wizard through the Time Bank window or via the main menu What to do with the balance Time bank termination wizard 672 ATELIST Philippe Phil VAC What do you want to do with the balance in this bank it Pay out nothing The employee loses any balance Pay out all or some This bank has both time and dollars Pay out the DOLLAR balance in the bank Pay out the HOURS remaining at the current rate Pay the larger of the two above Cancel Previous What should you do with the balance
232. ow available only from the Benefits tab Go back to Net pay window UmanaEnglish Modules 135 Earnings Benefits Statutory deductions The Earnings tab displays total earnings paid for the period by type Click one of the lines to see the corresponding source 1 e attendance detail transactions Go back to Net pay window Earnings Benefits Statutory deductions The Statutory deductions tab displays total statutory deductions by type Click a line to view or modify its content UmanaEnglish 136 Modules Go back to Net pay window The Benefits tab displays the total by benefits plan Click a line to view or modify its content UmanaEnglish Modules 137 Go back to Net pay window CX See also Payroll module Finalize temporary pay I Lil 4 Er Mi ules gt Avro Nel aV LIT i Overview This step records the gross pay transactions with the pay period number It also transfers the payroll transactions into a permanent file Operation To finalize payroll open the period in the pay calendar click the _ Tools icon and select Finalize pay The system will ask you to confirm your request After the processing will be executed and a second screen with the totals will be displayed UmanaEnglish 1 38 Modules Once the pay has been finalized for a period the icon to the left of the period in the calendar turns dark green See also Payroll Module Doing payro
233. ox if desired 2 Click AS Search to display the positions that meet these criteria 3 Select a position from the list The name and occupant of the position are displayed above the dialog box 4 Click x Select to select the position displayed above Search Previously viewed Organizational chart 4 Position search G x Search Previously viewed Organization Chart Position Number eT Occupied by selection i Job Department Create new Ed include closed positions Position Department Title 5E arch Cancel i UmanaEnglish 154 Modules Selects and displays the selected position Create new Creates a new position Clear Clears the field and closes the dialog box Cancel Resets the field to its initial value and closes the dialog box Search Previously viewed Organization chart search Previously viewed Organization Chart Position Number l Occupied by Job Department Ed _ Include closed positions Position Department Title Search Position number Allows a search by position number Enter a few characters of the position to display positions beginning with these characters Occupied by Search filter on the positions occupied by the person entered here Job Search filter on the positions held by the job entered here Department Entity1 Search filter on the positions linked to the entity entered here s Erases the conten
234. pay ake ROE Record Of Employment fit Time banks Close or pay out i Courses Enroll interested employees i Courses Enroll selected employees cd Benefits Enroll eligible employees N Wizards b gp Benefits Update enrollments What the options do Person Mass change Click to access the Mass change Person tool and make changes to the files of several employees at once os Employment history Mass change Click to access the Mass change Employment history tool and create a new movement for a group or set of employees ES Apply new rates raises to employees Click to access the Apply new rates raises tool and apply new salaries and hourly rates to employees iN Retroactive pay Click to generate transactions for Retroactive pay oN Generate salaries Click to generate salaries and create regular hours transactions in gross pay ar Calculate new pay Click to calculate temporary net pay ale ROE Record of Employment Click to print or transfer one or more records of employment to the Revenue Canada site ii Time banks Close or pay out Click to access the Termination wizard and close or pay out a bank further to the departure or change in status of an employee ci Courses Enroll interested employees Click to enroll people interested in a course i Courses Enroll selected employees Click to enroll selected employees in the course of Benefits Enroll eligible
235. plan For overtime banks the employee deposits his her overtime worked e Withdrawals Usually an employee withdraws time from his her bank for an absence However in other cases the balance or part of it can be paid to the employee in cash e g upon termination Withdrawal transactions usually come from the time sheet or payroll 3 Time bank plans APLAN Plans window APLAN file The company should define at least one plan for each type of bank The plan contains the rules and policies for a bank e g number of vacation days paid annually depending on employee seniority and eligibility for this plan 4 Assigning plans to an employee JOBHIST Job module JOBHIST file Employee eligibility for a bank depends on his her status which also affects the plan applicable to each of his her banks An employee who changes plans does not lose the balance of the bank in question An employee may have no plan for a certain type of bank this means that he she is not eligible for this type of bank However there may be a balance in the employee s bank left over from a previous period when he she had a different status Processes UmanaEnglish Modules 49 Employee is hired When the employee is hired or more specifically when he she changes status and becomes eligible for a particular bank a movement is created in his her employment history JOBHIST e Assigning the appropriate plan to the employee For each type of bank the s
236. ployee By default O will signify current employee e Arg 2 To a date The function returns the supervisor number at this date By default this will be the current date BUDFTEAVG Full time equivalent budgeted Returns full time equivalent budgeted for the position Update At the budget tab of the position window COMPARAT CompaRatio Returns the CompaRatio saved in the record of the JOBHIST file i e the current CompaRatio when the record was created or modified Note The CompaRatio is current pay divided by the mid point of the function rate and expressed as a percentage multiplied by 100 The mid point of the function rate the denominator for the CompaRatio calculation is specified in the remuneration module and in the rates table See other rates in the remuneration window COMPARAT CURR Actual CompaRatio Returns the current CompaRatio It is based on the current salary and scale for the job held Note The CompaRatio is current pay divided by the mid point of the function rate and expressed as a percentage multiplied by 100 The mid point of the function rate the denominator for the CompaRatio calculation is specified in the remuneration module and in the rates table See the third screen of the remuneration file When the employment history file SOBHIST is positioned on a past record not current the COMPARAT function uses the salary saved in the record The rate in
237. r Monthly entitlements paid each month e Atthe Time banks input screen click and select Recalculate totals based on detail Giving a vacation sick leave etc plan to an employee e Atthe Plans Time banks input screen click __ and select Assign to eligible employees Paying out a time bank for an employee e At the Time banks input screen click __ and select Termination wizard CY See also Time banks Module Time banks input screen Home gt Modules gt Time banks module gt Time banks input screen To access the Time banks select Data Attendance gross pay Time banks from the menu bar Click the NEN button of the Benefits navigation pane Time banks Balances Rules UmanaEnglish Modules 55 ee ol xi jTime banks ATELIST Philippe Phil Ey modify X lt E M4r pons PN aiii 672 ATELIST Philippe Phil ge 1 Overtime Balances Rules g 2 Vacation iinet 3 Ilness Deposits Hours Dollars gt 4 Special Carried over from previous year 2281 5 Variable schedule Current year entitlement 0 00 0 00 g 6 Xmas Noel g 7 Pay advance 8 Avance salaire 2006 0 Totab ee 2 81 E Withdrawn Taken Preah 0 00 VACBUR Planned Vacation Office staff Palam e gign EPH a eee 281 du 2006 04 24 to 2006 12 31 Current year VAC EXE TS_PLANID Plan ID and name from TS_EFFDT Start date to TS _ENDDT End date Current year TS_STAT Plan
238. r Click the __ icon on the Administration navigation pane Fields marked with an Pd are mandatory they must be filled out when creating a new file Click 3 to access the various tools of the schedules menu which will allow you to export or import schedules from Excel and to generate assignments General Rules Exceptions UmanaEnglish Modules 109 Code SC_SCHEDID Schedule ID cmdShowCalender Click this button to display the schedule in calendar form zia Calendar The left part of the window displays the list of schedules General Rules Exceptions French name SC_NAMF French name of schedule English name SC_NAME English name of schedule Use when SC_WHEN Condition of application Priority SC_PRI Sort order Hours SC_HRSPER Average number of hours per week UmanaEnglish 110 Modules Days SC_DAYS Part time SC_FHOURS Premiums SC_PRIME1 I Level pay SC_LEVEL Notes SC_NOTES Go back to Standard schedule window General Rules Exceptions Average number of days per week Percent part time Premiums related to the schedule Check this box to level pay per period Check this box to enter free text cmdNewPattern In Modification mode click this button to display the Ru es window and add a new type of day New Modify cmdModPattern In Modification mode click this button to display the Rules window and modify a type of day Dete cmdDelPattern In Modification mode click this button to delete a rule from the sch
239. r deposits time that the employee will be able to use later Bank types Up to nine bank types can be defined for a company Usually a company has at least three types of banks a vacation bank a sick leave bank and an overtime bank Each employee can have a bank an account for all or none of the types depending on his her eligibility The bank types are defined in the TIMEBANK table for the entire company Time bank units of measurement Time bank units can be expressed in hours days or dollars A bank can also use two units at the same time hours and dollars or days and dollars The units of measurement depend on the type of bank not on the plan itself All banks of type 1 are therefore managed based on the same unit Data and windows UmanaEnglish 48 Modules The management of time banks involves four different windows and files Banks TIMSUM Employment JOBHIST e One record per bank Assigns a plan to the employee per year for each bank Contains balances 1 Bank balances TIMSUM Time bank window TIMSUM file Employee bank balances there is one record per open bank per employee per year 2 Deposit and withdrawal transactions Gross pay TIMEDT Attendance detail window TIMEDT file Bank deposit and withdrawal transactions use the same file as for gross pay e Deposits For vacation and sick leave banks the employer makes deposits in employee banks Vacation entitlements are based on the
240. r Distribution input screen 0 total This window is used to enter the general ledger distribution of employees based on their employment history their job code or the organizational structure of the company You can enter a percentage or an expression Accounting items are defined in the GLGRP GL Group table and non accounting items are defined in the PROJECT Building non accounting table Remuneration module UmanaEnglish 1 62 Modules Overview The Remuneration module provides hourly rates and salary levels to the Employment module and the Gross pay module in accordance with company rules and scales e For human resources remuneration usually has a broader meaning than only salaries It also includes benefits and time banks Refer to the Remuneration module concepts for the application of rules by Umana and the origin of rates See also remuneration in the concepts and processes section Data Remuneration and rate management involves three files e RPLAN which contains the remuneration rules e RATE which contains the rates table e JOB which contains the jobs Operation Input screens To access the Remuneration plans input screen Data Benefits Plans main menu administration Remuneration navigation pane To access the rates table input screen ES Data Remuneration Rates main menu ES Administration Rates navigation pane To access the Employment input screen Data
241. re automatically disconnected every evening at this time For example if your daily back up always starts at 11 00 p m enter the value 10 50 PM in this box If you enter a prior time i e earlier than the current time all sessions will close immediately e Ifyou use this method your session will also terminate Important The value entered here is permanent If you enter the system again on the same day you must remove this value in the box or your session will close immediately You have approximately two minutes to do this Blocking access to the system UmanaEnglish 22 Concepts and processes _ Ifthe NOTAVAIL TXT file is found in the CUSTOM directory of the Umana system all access to the system will be blocked The content in the NOTAVAIL TXT file will appear for a few seconds and then the program will end Therefore to block new access create a file called NOTAVAIL TXT using text software Enter the reason for system unavailability and the time when it can be accessed once again Access log A short report is available to display all users who have access to the system To print from the Print System menu select the Access Log report The sessions are saved in the LOG file Preferences To open this window and change your preferences click the Preferences option on the System menu These preferences apply only to you or your work station depending on the installation 4 Preferences E x
242. ression Incentives English French Selection Pay frequency Notes 2007 04 11 11 31 06 TEST French RE_NAMF French name of plan English RE_NAME English name of plan Use when RE_USEWHEN Conditions of application I Selection RE_ SELECT Specific selection to use this plan Criteria RE_USEWHEN Employee eligibility criteria for remuneration plan Priority RE_PRI Sort order Pay frequency RE_PAYFREQ Pay frequency period UmanaEnglish 166 Modules I Notes RE_NOTES Check this box to enter free text Go back to Remuneration plan window General Rates Other Progression Incentives General Rates Other Progression Incentives Which field is calculated or validated i Hourly rate f Pay per period Annual pay f Annual F T E Amounts expressions Other Calculated Rates W Suggested or fixed rate D Minimum Maximum W Hard error if Which field is RE_CALCFLD Field used for the calculation calculated or validated Currency RE CURR Currency used for rates Amounts expressions RE_CALCVAL Amounts used for the calculation Go back to Remuneration plan window General Rates Other Progression Incentives UmanaEnglish CompaRatio based on Field CompaRatio based on Amount Time sheets Hourly rate Time sheets Never less than employee s normal rate Bonuses and other formulae RE_MIDFLD RE_MIDFLD RE_BASERAT RE NOT
243. riteria UmanaEnglish 214 Tools and Wizards Apply new rates ae Ce 2 x Selection criteria g This wizard applies new salaries and hourly rates already mmni ai entered in the rate table to individual employees f want to choose the employees manually Select employees who had the status since Yee i Remuneration plan Key RatelD in rate table Click checkbox for other fillers J Selection by status and function Other criteria expression Previous Next e Select the I want to choose the employees manually option to make a manual selection of participants in the List of Selected Employees window Using the drop down menus specify the following e the date since the employee had to have a movement with a specific employment status this date 1s usually the same as the effective date of the salary increase e the remuneration plan e the key in the rates table to be selected Check the boxes e Selection by status and function to specify the responsibility centre ENTITY 1 and ENTITY2 the employment status the personal status the job the category the pay group the employee union you want to select oo 0 09 O09 OO g e Other criteria to add additional criteria using the Expressions Generator Click Next gt to access the list of people selected based on the criteria defined List of selected employees UmanaEnglish Tools and Wizar
244. rm and have it signed Other requirements Equipment needs Data entry is only one step in the hiring procedures Each new employee may require material resources It is rarely up to human resources to see to these material requirements This is why coordination is essential For example the new employee could require the following An office and a phone A computer and network access code Badge Parking space Uniform Business card Etc Probation period This is the period during which the new employee is hired on a trial basis A See also Person module Employment history module Staffing module Skills development module Doing payroll process Preparing payroll is a complex meticulous process Here is a summary of steps to be followed and tools provided by Umana Payroll process UmanaEnglish Concepts and processes 27 Each company has different payroll procedures notably the following e How hours are entered Some companies enter hours via time sheets while others import them from a time clock or other system e How to calculate net pay Net pay can be calculated by Umana HR or it may be processed by an external service with an interface to Umana On this page 1 Updating employee files 2 Entering importing or generating hours worked 3 Control quality 4a Exporting a file for external net pay Ab Calculating net pay integrated Umana net pay 5 Finalizing pay e Visual overview of payroll
245. ropriate budget he she will be ready to e Create the training courses e Setup the training groups for the courses given e Assign participants to courses or groups After having selected a current course 1n the list window on the left the user arrives at the Courses and groups input screen comprised of four tabs The ID and name of the selected course are displayed at the top of the window in red Description Description Resources Cost Prerequisites and skills UmanaEnglish Modules 73 Courses and groups ees ee Bj x Esai EXCEL 1 Excel introduction CONT Continuing Education i EXTERN External courses E INTERN in house training Description Resources Cost Prerequisites and skills ft ANGL TA English level 1 ne it EXCEL 1 Excel introduction a H fi EXCEL 2 Excel Intermediate French Title excel introduction H MSWORD 1 M 5 Word Level 1 E MSWORD 2 M S Word Level 2 English Title Excel introduction ae ay MWAVE 1 MicroWave Technology di VPA Vice President Training 1 Description French gt English Fl WINNTO1 Windows NT Course syllabus French 7 English Notes H SELF Self Study ee TRNPLAN Training Planning Admin Documents Event Type INTERN In house trair May be repeated Course Type SODM HNT Internal other No longer available Level F Show on E 5 5 Enrolled in th
246. rs _ TSCOMP Comp time Plan mar Maladie YACBUR Vacation Office staff VACCAD Vacation management General Seniority Entitlement Absences YACMANU Vacation manuel work VACSTAG Vacances stagiaires Which bank VBURTEM Vacances bureau temp _VMANUTEM Vacances manuel ten French name 3 MAL lines English name riness eerste CSPEC Special time off _ HVAR Variable schedule Used when inlist jobhist H_PSTAT R Notes _ JF Happy Holidays AVANCE Pay advance Periode _AV2006 Avance de salaire de 20C Every new year starts on a ih day of 1 month The current year starts on From 2007 01 01 To 2007 12 21 Year start date expression Individualized start date expression Plan AP_PLANID Plan ID The left part of the window displays the list of attendance plans Toolbar Click to display the available tools Click Soldes to display the Time banks window Click Compteurs to display the Counters window General Seniority Entitlement Absences UmanaEnglish 60 Modules General seniority Entitlement Absences Which bank French name English name Used when inlist jobhistH_PSTAT P Notes Periode 0 Every new year starts on i th day ol E th month The current year starts on From 2007 01 01 To 2007 12 21 0 Year start date expression Individualized start date expression
247. rticipant to save the changes made to the window to cancel the changes made to the window to go to the file of the person selected UmanaEnglish Modules 81 to go to the employee s Skills and career window to go to an event consisting of the employee s enrollment in a course or group m to go to a Word merge window allowing the issue of an attestation or the sending of a letter to selected participants to send a e mail to selected participants Entering employee s attendance for training You can enter an employee s attendance by checking the Completed status According to the configuration options the question Do you want to update the employee s skills may be displayed and you will then be able to saved the individual s acquired skills further to training Tools Click 3 to access various tools specific to the Courses and groups window View statistics This will bring you to a screen where the course statistics are saved Carver Technologies A f 2 planned 1 in progress 3 completed 6 enrollments total Enroll interested people Select this tool to access a screen allowing you to enroll people who have shown an interest for this course More specifically this tool searches for people who have at least one target skill corresponding to one of the skills developed by the course This tool enrolls a participant in a course and you can then assign him her to a specific group
248. s Doing payroll Process Payroll info Employee input screen To access the Payroll info input screen select 1273 Data Net pay Employee info main menu k23 Person Payroll info navigation pane e Fields marked with an amp are mandatory they must be filled out when creating a new file Payroll info window also called Employee info UmanaEnglish Deposits Taxes Modules 127 Misc This screen contains information on payroll deposits into the employee s account Employee ID in the E PAYID payroll Exclude from pay PP_EXCL Employer ID Pay by ID PP_BANKID1 Transit PP_BIR1 Account PP_BACCNT1 Amount PP_AMT 1 PP_PCT1 Addr PP_BADDR 1 Go back to Payroll info window Deposits Taxes Employee number used in the payroll system Check to exclude this employee from payroll Number of employee s employer Method of payment to employee cheque or bank deposit Identification of employee s bank Identification of bank transit number Employee s account number Amount deposited in the 1st 2nd or 3rd bank account Percentage deposited in the 1st 2nd or 3rd bank account Bank address Misc This screen contains information on the employee s tax credits All these credits will affect the employee s net pay UmanaEnglish 128 Modules The button is not available for now taper intra name meani Basic exemption PP_EXFED1 Employee s basic exemption federal taxes Federal Basic exemption
249. s 70 Concepts employment history 100 Concepts General 23 Concepts General Ledger Distribution 160 Concepts positions 149 Concepts remuneration 162 Concepts shared data 23 Concepts skills 65 Concepts System Administration 19 Concepts Time banks 47 Concepts Users 282 Concepts and processes 19 Counters Calculation of totals 2371 Counters Rule definition window 229 Counters Tools 228 COURSE 71 Courses Wizard Enroll Interested Persons 233 Courses Wizard Enroll Selected Employees 236 Courses and groups concepts 70 Courses and groups input screen 71 Courses and Groups Wizards 232 D DALARM 195 Dated Expressions input screen 240 Dated Expressions Tools 239 DEPEND 39 Dependants input screen 39 E Employee skills submodule 64 Employee training submodule 70 Employment history concepts 100 Employment history input screen 102 Employment History Mass Change Wizard 218 Employment history module 99 ENTITY 181 ENTITY 1 input screen 181 ENTITY 2 input screen 184 EVENT 92 Events input screen 92 Events module 91 Executing a report 288 Export 299 Export General Ledger 301 Export how to create 300 Export how to modify 300 Expressions generator Tools 243 F Functions Foxpro 262 Functions Umana 250 G General Ledger Distribution Concepts 160 General Ledger Distribution input screen 161 Generation of salaries 121 GL 160
250. s and calculated for another group Net pay finalized for one or more employees Select a payroll to display its detail in the part on the right PN_PAYGRP Pay group Year Period From To Closed Paid Statutory deductions Deduction cycle l Notes Toolbar Click PN_DEDSTAT PN_CYCLE PN_NOTES to display the available tools Pay group Year Pay period Start date of pay period End date of pay period Date payroll closed Date payroll paid Statutory deductions included in payroll Pay cycle Free text note Click Salaries for the Generation of salaries Click amp Calculate pay to display the Net pay preparation wizard UmanaEnglish 124 Modules Tools The pay calendar is the starting point for payroll processing Click __ to access the following operations Generation of salaries Generation of salaries creates regular hours transactions in gross pay for employees regular recurring hours or amounts Cancellation of salaries Cancellation of salaries deletes regular hours transactions created by the generation of salaries Calculation of temporary pay This wizard calculates net pay The results are saved in the TEMPPAY temporary file This calculation takes into account the specific benefits and deductions of the employee s BENEFIT file and other parameters of the PRPAR payroll file This operation is accessible via the pay calendar Cancellation of temporary pay This operation u
251. s ere ANA 889 F 5 f 23162008 eee ee ee eee ee eee eee ee ee eee eee eee peewee ee lee ee ee pe eee eee To create and update your rates go to the rates table window ix Data Remuneration Rates menu bar ES Administration Rates navigation pane The rates are saved in the rates table of the database Composition of the key Rate ID Before entering the rates you have to define the composition of the key of this table The key comprises several segments separated by a colon You can specify up to four segments for a maximum length of 20 characters For example in the table below the SECR 01 MTL key is composed of three segments UmanaEnglish 164 Modules e The first segment is the job ID e The second segment is the grade e The third segment is the work location The table could be structured so as to have different rates for different regions For each segment of the key you provide a length title and especially an expression that returns the chain of characters to be used This expression will be based on the information from the employee PERS file the JOBHIST movement and the JOB held e If possible the first segment should be based exclusively on job information JOB file This will allow the system to make a list of the rates used by job independent of the employee To specify the composition of the key access the Options Application window Bp Tools Options menu bar Administra
252. s file via the Export to net pay interface This file is then read imported by your net pay provider Ask your provider for more details Usually the external payroll system lets you import this file in test mode The net pay validates it and gives you the results totals but without finalizing it Once the file is imported to net pay print a summary report from your net pay system Validate the total hours and dollars by earning code option with the total in Umana The Earnings by option report is specifically designed for this audit Once everything adds up finalize the payroll in your pay system Otherwise make the desired corrections and restart the process 4b Calculating net pay Umana HR net pay If you use Umana net pay you will first have to calculate net pay temporary Afterwards you will have to print the net pay summary reports and compare with the gross pay reports The net pay reports are available via Print Net pay from the menu bar and include among others e Net summary breakdown e Payroll journal by Entity e Remittances summary Transactions generated at time of payroll Some transactions in Attendance detail TIMEDT file may be generated during the net pay calculation or the export to an external pay service These transactions are linked to the time banks when the bank s rule specifies entitlement calculated at each pay period The transactions may be only deposits in the time banks or they may b
253. s per period BP_PERIOD Premium payment frequency Employee share BP_EPEPREM Rule to calculate employee share Employer share BP_EPRPREM Rule to calculate employer share UmanaEnglish 44 Modules Transaction counter BP_TCNT Counter used to add up transactions C EmployeR pays all BP_EPRALL Check this box to specify that the employer pays all when the condition is met if C EmployeEE pays all BP_EPEALL Check this box to specify that the employee pays all when the condition is met if C Employee premium BP_EPEWAIV Check this box to specify that the employee does not pay anything when the condition is met waived if Go back to the Plans Benefits and deductions window General Eligibility Coverage Premiums Pay Automation Pay cycles when BP_CYCLE Pay cycle applicable Priority BP_PRI Priority of application number Code for pay export BP_TRANCDE Transaction code used in payroll interface to send save employee share Employee share Code for pay export BP_TRANCDR Transaction code used in payroll interface to send save employer share Employer share G L payables account BP_GL Payables account used to export to General Ledger Taxable amounts BP_DEDSTAT Check to specify the rule to use to calculate the taxable amount of each statutory deduction federal and provincial taxes CPP QPP El HSF QPIP sales tax BP_SALETAX Rule for calculating applicable sales tax I Included in the rate BP_SALETXI Check this box to specify th
254. s the Medical file input screen Menu bar Data Health and safety Medical file Person input screen Emergency Medical file Accidents input screen shortcut bar e The Person selection window may appear if no other data window has been opened for a person Click to access the Accidents input screen Identification of person The last name and first name of the person appear in the header this identification 1s repeated after the employee ID under the file s toolbar Height E HEIGHT Weight E WEIGHT Blood type E BLOOD Handicap E HANDICAP Birth date E BIRTHDT Age E AGE Smoker E SMOKER UmanaEnglish In this field the user enters the person s height as per the system used in the company metric or other In this field the user enters the person s weight as per the system used in the company metric or other The user enters the person s blood type in this field Using the pull down menu of the Select one or more type the user enters the person s handicaps The user enters the person s birth date in this field pull down menu As soon as the birth date is entered the person s age appears in the adjacent field D This field can also be filled out under the Miscellaneous tab of the Person input screen The person s age automatically displays once the birth date is entered By checking this box the user indicates that the person is a smoker Modules 173 By checking this box the user accesses a
255. s users UmanaEnglish 200 Tools and Wizards This e mail address Check this option for the message to be sent via e mail to the specified address This employee get Check this option for the message to be sent to the e mail address of the selected employee e mail address from his file Expression for Check this option for the message to be sent to the documented e mail address in the form of an employee number or e expressions generator expression mail address Click to enter Check this box to access the expressions generator expression Go back to start A See also Alarms Module W Alarms My messages Alarms My messages Home gt Tools and Wizards gt Alarms module gt Alarms My messages On this page e Message window e Toolbar e Message with automatic action e Messages in a shared mailbox To access the messages window select Tools Alarms Messages from the menu bar or click the main toolbar s T button Message window The window displays the list of messages for the user whose session is currently under way The list can be sorted by column by UmanaEnglish Tools and Wizards 201 clicking the column header e The icon that appears in the 1st column indicates a new message The icon that appears in the 2nd column indicates that an action is attached to the message e Check the New messages only box at the bottom right of the window to display only new messages Go back to start
256. schedules teachers resources and costs Operation To access the Skills and career page of the Employee skills submodule Data Skills Employee skills main menu Person Seniority Skills input screen To access the Courses and groups input screen of the Employee training submodule at Data Skills Training courses groups participants main menu Events Training navigation pane af Skills and careers input screen A See also 4 Module overview Skills reports available _ Training reports available 4 Configurable options Related tables Employee skills submodule i n Overview The Employee skills module is used to enter employees current skills and objectives along with their schooling and career profile You can also update employee skills based on the information entered in the Training Job job code or title and Staffing modules See the illustration to view the links between these modules and employee skills Data The data comes from the PERS CAREER and EDUC files Operation To access the Skil s and career input screen Data Skills Employee skills main menu Person Seniority Skills input screen UmanaEnglish Modules 65 CX See also Module overview _ Skills reports available th Configurable options _ Related tables Skills concepts Home gt Modules gt Skills development module gt Employee skills submodule gt Skills concepts Missing skills Re
257. se formulas to define eligibility coverage and premiums The system applies these formulas to each individual and determines the list of eligible employees coverage and corresponding premiums These formulas use information such as employee salary status etc When the status changes the expressions that define the formula are re evaluated and the individual plan updated accordingly The expressions generator will automatically be displayed to the user to fill out all the fields all the generic functions e g salary seniority age and all the criteria that play a role in the formulas to be generated Benefits plan enrollments Details regarding the enrollment of each employee in each plan are saved in a record one record per employee per plan in which he she is enrolled including previous historic and future enrollments This record is the link that connects the employee to a specific plan It designates the following Plan enrollment start and end dates Coverage amount Premium Other options When enrolling an employee in a benefit plan you can select a few options and manually replace already calculated amounts or update the various plans The Umana system can manually or automatically update the procedures for enrolling employees in one or more benefit plans You can also do an update when the employee s status changes An alarm may be triggered when it is time to make a change and a confirmation will be required for the change
258. sh Concepts and processes 25 Hiring an employee process Your company Each company has its own hiring procedures Before hiring Hiring employees is one step in the process that begins with recruiting or staffing The Umana Staffing module is in charge of the following e Opening the position to be filled e Searching for candidates e Selecting the right person e Negotiating the salary See also the Skills management module Entering the hire in Umana Enter the basic information The hiring process may be different for each company Here is some typical information to be entered for a new employee Person module Create a new record in this module Enter the employee s personal information such as name address date of birth etc During this process a unique ID number is assigned to the employee either by you or automatically by the system If it involves a rehire find the employee s old file and update it se Employment module Create a new movement in this module Enter a hire movement and the information regarding the new employee s employment such as status department job title and salary If it involves a rehire the last move will be the employee s last departure Do not delete this movement instead add a new movement at a later date with a rehire movement ied Parameters Payroll info Enter all the information required for payroll such as bank account number for direct deposit deductions and ta
259. ss the Schedules input screen and define standard schedules Remuneration Use this submenu to define the list of jobs in the company along with the various remuneration plans available Tables Click to update the system s reference tables Structure Use this submenu to update your primary and secondary hierarchical structures Entity1 usually the department and Entity2 usually the product comprising at your choice your companies workplaces or departments Health submenu What the options do Medical file Click to go to the Medical file input screen and enter employee medical information Accidents Click to go to the Accidents input screen which manages accident data Training submenu g skills i Courses and groups Training gt Enrollments What the options do Skills Click to go to the Skills ang career Input screen and enter employee skills and objectives along with their schooling and career profile i Courses and groups Click to go to the Courses and groups input screen and manage the training provided within the company Training events Click to access the training Events input screen Attendance gross pay submenu UmanaEnglish 1 0 Introduction E e 6 On screen timeclock Detail fii Time Banks Plans EN Generate Salaries E Attendance Gross pay Counters What the options do amp Time sheet Click to enter yo
260. t Modules gt Remuneration module gt Rates table input screen The Rates window allows you to enter and update your rates table Often the rates are defined by the government or a collective bargaining agreement e For the composition of the key and column headers see the configuration options e Rates table entries are dated This allows you to keep past current and future rates e The values entered in the rates table are interpreted in accordance with the rules in the applicable Remuneration plan Click 3 to access the various tools of the rates table ie Export rate to Excel Import new rates from Excel and Apply new rates to employees Click 2to access the Job input screen Click to access the Remuneration plans input screen Rates window UmanaEnglish Modules 169 e The left hand section displays the rates table and allows the selection of a key e The bottom section displays the history of the key selected e The New date button inserts a new record for the selected key e The New key button inserts a new key in accordance with the latest date selected e The New date and Key button inserts a new key A See also Remuneration module _ Remuneration concepts of rules and rates E Options Remuneration Premiums There are many different ways of paying out premiums and defining who is eligible for which premiums and at which rates For now Umana provides tools but not a complete solution
261. t 3 true where you often have to convert between days and hours The standard version of the HRSPDY function takes the employee s number of hours per week and divides it by 5 If you ask for the number of FTE hours this number is divided by its full time percentage This will be the average full time equivalent FTE hours per day over a period of 5 days week See also e WKCAL HOUR O date Number of hours scheduled to be worked for a given date where date is the date in question WKCAL HOUR returns the number of hours for the current day e WKCAL PDHRS 0 date Number of hours scheduled to be paid for a given date where date is the date in question WKCAL PDHRS returns the number of hours for the current day JHCHGDT Date of last change Returns the last date H_EFFDT on which the value changed for its current value in the specified field For example JHCHGDT H_PSTAT returns the date on which the person acquired his or her current status JHDAYS Duration in days UmanaEnglish 254 Tools and Wizards Returns the number of days between EFFDT start date and ENDDT end date of the JOBHIST employment history file record Optional arguments You can limit the calculation for a specific period by using arguments 2 and 3 of the JHDAYS function e Arg 1 Usually JOBHIST The expressions generator generates it automatically e Arg 2 Start date Blank or to specify starting from the begi
262. t enrolled employees meeting the conditions below Department Product Employment status EMPL Employed LTD Long Term Disability Personal status ka Job Job category Fay group ka Employee s PERMANENT status Additional criteria Cancel Previous e Select the I will select employees manually option to access the list of employees to be processed which enables manual selection of participants UmanaEnglish Tools and Wizards 211 e Click Select eligible employees who meet the criteria below to access the list of people meeting the stated criteria Using the pull down menus specify Department and product ENTITY 1 and ENTITY2 Employment and personal status Job Category Pay group of employees you wish to select oo 09 8 Check Employee s permanent status to limit the list to employees whose status is permanent Additional criteria to add additional criteria using the expressions generator Click lt Previous to go back to selecting the plan and actions Next gt to access the list of employees to process according to the criteria defined List of employees to process Benefits update wizard AVANC 3 List of employees to process Ea Glick gt add another person 2 amp All None 0 person s selected Previous l Select the option to enroll an employee you have selected manually e
263. ted Tools menu Access wizards import or export data define alarms maintain and configure your system etc Data menu and navigation pane Access the software s various modules Print menu and navigation pane Print lists statistics and statuses Action menu and toolbar There is a toolbar above the main window and above each data window The toolbar options are the same as for the Action menu Window menu Use window specific functions Help menu About Umana online help Web site access etc System menu On this page e System Menu e E mail Submenu UmanaEnglish 4 Introduction e Language Submenu e Session Submenu System menu The System menu manages the session and the way in which the application is displayed It also contains certain tools including the calculator and e mail System Calculator 233 Date Calculator E mail Language Preferences an Session F Exit Alt F4 what the options do Calculator Click to display the Microsoft Windows calculator 233 Date calculator Click to display a calculator allowing you to add or subtract a number of days from a date E mail Click to access the submenu and send an e mail to Umana Solutions or to see your unsent messages 5 Language Click to access the submenu and modify the display language All windows must previously be closed Preferences Click to adjust your preferences B Session Click to acc
264. the import Attendance detail TIMEDT This option imports directly into the TIMEDT field If the transactions affect time banks they will be updated However the maximums and minimums are not validated and can therefore be exceeded without a message Options Click the Options box on the import window The dialog box below will open Specify the default values and date format of the file Enter an effective date if you want all imported transactions to become effective at the same date Click OK and Import Confirmation The file will be read and displayed in the Inspection of data to be imported window Check the data make sure that all columns are there and that the data has not been cut off Specify the date format and accept UmanaEnglish Reports imports and exports 299 the import Data export i Overview The Export functionality allows you to export data from the Umana HR system to an external program such as Excel You can restrict access to some exports by user Operation Access the various exports via the main menu Tools Export Exporting data To export data to an external file select the desired export specify your parameters and click the Export button Export Using the pull down menu you can select the desired export Option By clicking one of the Order Selection and Criteria options you can modify the options available for the selected export Destination Click the
265. the selected field Expression The user can define the value to be entered in the selected field using the Expressions Generator you can change the documented change also accessible by double clicking the change to be modified e you can delete the change selected that appears in this window Apply the new values UmanaEnglish 224 Tools and Wizards Mass change Employment history ais if Oe ax Click Finish to apply the new values 4 For information purpose explain the reason why you did this employment history mass change Mass change number WASS0355 Explanations Cancel Previous Mass change number The mass change number is automatically generated O The history of movement fields that were added is identified by a mass change number logging Explanations A summary description of and reason for the mass change must be entered The change number and description can be viewed in the Access Log Person Mass Change Wizard Access the Mass Change Wizard Employees via the main menu Tools Wizards Person Mass Change The application for a generic mass change for a group of people involves three steps e Identifying the employees based on certain specific criteria e Indicating the change to make e Entering a comment and applying new values Selection Criteria UmanaEnglish Tools and Wizards 225 Mass change Employees Selection criteria
266. tion Labels Labels Print labels 2 per row 3 per row etc See also Reports Imports and Exports Data import ii Overview UmanaEnglish Reports imports and exports 295 The Import function allows you to import data files from external programs such as Excel into the Umana system Operation Access the various imports from the main menu Tools Import Import Using the pull down menu you can select the desired import Option By clicking this option you can define the options available for the selected import Using the pull down menu you can select the file you wish to import Note that you must select a file whose format matches the one expected by the import program CX See also Giving an increase Rates tables Import raises movements Using Excel to calculate increases Excel and Lotus are very good tools for certain kinds of work It is best to use them rather than reinventing the wheel Here an example of how to use them to give increases 1 Exporting to Excel the list of employees you wish to give increases to 2 Modifying the file in Excel specifying the new salaries 3 Importing the modified file into Umana HR One of the benefits of this approach is that you can send the Excel file with the proposed increases to the various people involved who must add their comments and affix their approvals You can also break down the work into several Excel files depending on responsib
267. tion Options navigation pane Remuneration plan You can also specify the calculations that apply to the rates in the table For example you can enter the midpoint rate and multiply by 80 to calculate the minimum To specify these calculations access the Remuneration plan window amp Data Remuneration Plans menu bar Administration Remuneration navigation pane Since many plans can be created the conditions of application for each plan must be specified by checking the plan s I Use when option You would usually have a different plan for unionized employees and for management See also Remuneration module Remuneration plans input screen To access the Remuneration plans input screen Data Benefits Plans main menu administration Remuneration navigation pane For new plan enrollments fields marked with an are mandatory they must be filled out Click 3 to access the Apply new rates to employees assistant Click ES to access the rates table General Rates Other Progression Incentives UmanaEnglish Modules 165 Remuneration plan Ln lp Modi ial s lew A cast F ELEI ity Se ea Code SYND Unionized Workers General Rates Other Progression Incentives English French Selection MW Use when Pay frequency T Notes 2007 04 11 11 31 06 TEST Code RE_PLANID Plan ID General Rates Other Progression Incentives General Rates Other Prog
268. tion Method e Amount per hour worked to enter an amount per hour worked using the Expressions Generator e The difference between the rate paid and the hourly rate of the employee on the same date used in general when there has been a change in employment history e Fixed amount per person to indicate the global amount using the Expressions Generator Once the calculation method has been chosen and entered the box in the middle displays the total amount of retro pay Click Show employee totals to display the retro amount hours worked and amounts received for each employee selected Show details for someone to display the details regarding hours amounts codes and rates for transactions for a specific employee Print transactions this button is not available in this window Click e lt Previous to return to Selection of transactions to adjust Next gt to open the window for the number of transactions to generate UmanaEnglish Tools and Wizards 273 Number of transactions to generate Select e Create a single transaction per employee to only generate a single transaction per employee e Create one retro adjustment transaction for each existing already paid to generate as many adjustment transactions as original transactions Click lt Previous to return to Calculate retro amount i Next gt to open the Transactions to create window Transactions to create UmanaEnglish 2 4
269. tion button and specify the name of the file to be created 4 Check the M Selection box to display the dialog box below Enter your selections and click the OK button By checking Personal information you transfer the data pertaining to employee files By checking Payroll transactions you transfer the data from gross pay Note that the Deductions source deductions selection is not always used 6 4 Back at the Data export window click the Exporter button to create the file e Ifyou find a mistake you can change the data in Umana and recreate the export file as many times as you wish until you finalize it Update after payroll finalize pay Once net pay has been successfully completed execute the update after payroll tool to inform Umana that this information has been successfully sent This operation is very important because it stops the data from being re sent to subsequent periods e To execute the update after payroll select Tools Maintenance Attendance pay from the menu bar In the dialog box that is displayed select the Update after payroll option Data and tools Indicators of change To create the net pay file the system searches for records and fields that were created or modified since the last payroll To find them the system checks the indicators in the data files The following files contain such indicators UmanaEnglish 140 Modules PERS employee file JOBHIST movements emplo
270. tion day not worked worked Premiums SC_FPRIME Premiums granted for the exception day not worked Rates SC_FADJAMT Rate for the exception day not worked Go back to Standard schedule window See also P Module overview Schedules module Payroll module h Overview The payroll process includes many steps and requires discipline accuracy and follow up See the payroll process for a complete diagram of the data and processes Gross pay versus net pay Payroll logically divides into gross pay and net pay 1 Gross pay Gross pay records the number of hours worked each day Hours worked are payroll earnings as are overtime hours worked Amounts can also be recorded if no hours are involved such as bonuses commissions etc Absences are also recorded here paid and unpaid leave which is why gross pay should be closely linked to the Attendance module Since some absences can be linked to a time bank the link to the time bank must also be provided Use the Attendance detail window to view enter and modify gross pay transactions The gross pay module is an integral part of the Umana system Even when you opt for an external payroll system this module is still used to manage the detail of absences UmanaEnglish 114 Modules 2 Net pay Net pay is executed starting from gross pay earnings It calculates the statutory deductions e g taxes and other deductions such as benefits and union dues Umana has its own net pa
271. to limit the list to employees whose status is permanent e Additional criteria to add additional criteria using the expressions generator Click e lt Previous to go back to selecting the plan and the date Next gt to access the list of employees to process according to the criteria defined List of employees to process UmanaEnglish 208 Tools and Wizards Benefits update wizard AVANC 3 List of employees to process Eg Click to add another person E 2 amp All None 0 person s selected Cancel Previous Select the option o to enroll an employee you have selected manually to access the personal file of the person selected o to access the print control window ofthe list of selected employees All to specify that you agree to all listed employees being enrolled o o o l None to cancel the selection of employees listed and to manually select one or many more Click e lt Previous to go back to the selection of employees to process Next gt to confirm enrollment Final confirmation UmanaEnglish Benefits update wizard AVANC 4 Final confirmation Click Finish to enroll the 4 person s selected inthe plan AVANC Cash advance Cancel Previous i Click e lt Previous to go back to the list of employees to process e Finish to execute processing Benefits Update enrollments Home gt Tools and Wizards gt
272. tomatically based on one position per active employee As required see the Configurable options to configure the positions You can also create a new position in the Employment input screen when you assign an employee to a new position Numbering positions Each position has a unique alphanumeric ID When you create a new position you can assign the number manually or let the system attribute it automatically based on position data when saving In the Configurable options you assign an expression to generate the ID Usually the number is a linking together of items such as the job department etc A sequential number is added to make it unique Assigning an employee to a position The positions to which an employee is assigned are specified in the employee s Employment history record The movement is the link between the employee and the position he or she holds The creation of a new movement a change in status that the employee changes position To assign an employee to a position go to the Job and position tab of the Employment history window Note The fields available for the positions are only displayed if the positions option is activated see Configurable options Click __ to the right of the position number to open the Se ect position dialog box If the option is activated you can then create a new position from this dialog box The hours week and specify the employee hours or percentage of time assigned to this position
273. tor shows which time bank to credit or debit Data Time bank management involves four files e TIMSUM file which contains employees time bank balances e TIMEDT file which contains time bank deposit and withdrawal transactions the same file is used for gross pay e APLAN which contains time bank rules and policies there may be several plans e JOBHIST which contains the employee s status and the attendance plans he she belongs to employee eligibility for a time bank depends on his her status See the illustration of the four files Operation Input screens To access the Time banks input screen Data Attendance gross pay Time banks menu bar Benefits Time banks navigation pane To access the Attendance detail input screen UmanaEnglish Modules 47 Data Attendance gross pay Attendance detail menu bar Payroll Attendance detail navigation pane To access the Plans input screen Data Attendance gross pay Plans menu bar Benefits Plans banks navigation pane To access the Job input screen Data Job main menu Person Job navigation pane See also 4 Module overview Time banks concepts Time banks units Time banks how to use _ Attendance reports available E Configurable options Related tables Time banks concepts On this page Overview e Data and windows e Processes Overview A time bank is similar to a personal bank account in which the employee or employe
274. ts Budget Skills General info Additional info Occupants Budget Skills Budgeted Approved FTE F T E From From To f za d 2003 04 1 00 FTE pear End s 2003 04 100 FTE pear Position transer From To BD Key points e See Positions concepts for an explanation of FTEs e When a position or its budget is transferred to another structure for example you have to create a new position The fields under the Position transfer header are used to track position transfers Use the 3 Tools button on the toolbar to execute the transfer once the new position has been created Go back to Positions window General info Additional info Occupants Budget Skills UmanaEnglish 160 Modules General info Additional info Occupants Budget Skills Description and responsabilities French English Qualifications required Languages Education required Computer F Machines F Management T Networking bai e Specify whether the position requires particular skills Go back to Positions window CX See also Positions module l Positions Concepts 4 Positions Options General Ledger Distribution Concepts i Overview The General Ledger Distribution allows the specific management of payroll related costs The system administrator can define a series of distributions activities which will enable the exporting of accounting items to an external genera
275. ts of the Search tab l Include closed positions Check this box to include positions that were closed prior to the start of the current budget year A position is closed if the budget year end date is exceeded UmanaEnglish Modules 155 Displays the list of positions whose number begins with the number entered or that match the criteria entered Go back to Position search dialog box Search Previously viewed Organization chart Search i 6s Previously viewed Organization Chart ADJADM ALO1 AL PROVOST Marlene Displays the list of the latest positions viewed in this session Go back to Position search dialog box Search Previously viewed Organization chart Search Previously viewed Organization Chat a AD es Buyer LEGRAS Angela H AL 3 SENGSOUVANH Helene coe CC Boards and committees te Director of Finance CHOUINA aes OC UmanaEnglish 156 Modules Left side box Displays ENTITY 1 organization chart units departments etc of the company Right side box Displays the list of positions belonging to ENTITY 1 that was previously selected Go back to Position search dialog box CX See also Positions module Positions Concepts Positions input screen Home gt Modules gt Positions module gt Positions input screen To access the Positions window select Data Positions from the menu bar Click the button on the Person navigation pane Fields marked with an amp are mand
276. ulation Exporting to the General Ledger Doing payroll Record of employment Reference tables Counters Rule definition window Home gt Tools and Wizards gt Counters Tools gt Counters Rule definition window Counter definition window Access the Counter definition window by Data Attendance gross pay Counters main menu Administration Counters shortcut bar General Selection rules CT Counters ACCID ABS Hours absent Code HRTRAV gt ACCIO WORK Hours worked HRTRAY Hours worked General Selection rules OVERTIME Overtime ROE AE insurable earnings Counter name ROEA Vacation pay ROEB Holiday pay French Heures traveaill es ROEC Other monies English Hours worked STABSABS Absence stats Absen STABS REG Absence stats Reg tim z TOM Test for Tommy Starting date for new rules No date from TE TOM tom the beginning MMMMMMMM From Feat T a _ a co EjEvaluate 2005 0512 09 17 36 TEST The top left of the screen gives the list of existing counters UmanaEnglish 230 Tools and Wizards The bottom left of the screen shows a summary of counter selection rules by specifying the effective date and transactions to be included The include column comprises the following e H Hours worked A Absences P Premiums Pure dollars qqs list of values all all except list expr the selection is made as an expression Go
277. upplier 7 A 0005 AUT 2004 2004 10 04 Traer Dv Dane vene A 0006 FEBD4 2004 02 02 fl JULOT JULST 1997 08 01 Aiit on x E JUNOT JUNST 1997 06 02 oe ee ey Pe tefl OCTET OCTET 1997 10 06 EXCEL 2 Excel Intermediate ochedul El MSWORD 1 M S Word Level 1 MSWORD 2 M S Word Level2 Start Date fod me SN FT Meetings i MWAWE 1 icroWawe Technology End Date ree H VP 1 Vice President Training 1 Ei WINNTOM Windows NT SELF Autodidacte Bee Total hours H TRNPLAN Planification admin de formatn This group Language taught in Using the pull down menu the user enters the language used for this group Supplier Using the pull down menu the user enters the Supplier for this group Trainer Using the pull down menu the user enters the name of the trainer who is to give the course for this group Room Using the pull down menu the user enters the name of the classroom for this group resources needed for this group Schedule Resources needed Use the pull down menu to access a Select one or more menu Selecting this displays the selected O The meetings end date and total number of hours are automatically calculated if the schedule section has been completed at the course level UmanaEnglish Modules 79 Start date Enter the start date for this group End date Enter the end date for this group Meetings Enter the information for t
278. ups New Gy Ey modiy X E o 38 EF Participants _ EXCEL 1 Excel introduction H CONT Continuing Education Hl EXTERN External courses INTERN In house training Description Resources Cost Prerequisites and skills Gt ANGL 1TA English level 1 H i EXCEL 1 Excel introduction E ooerceenneareeeenennnnEnnnEnE PERRET EERE ERE HI ii S E Shs ionlp eninge French Title excel introduction Gl MSWORD 1 M S Word Level 1 a MSWORD 2 M S Word Level 2 English Title Excel introduction WWAVE 1 MicroWave Technology 3 ie VPA Vice President Training 1 Description 7 French 7 English gt WINNTO1 Windows NT Course syllabus f French English Notes H SELF Self Study TRNPLAN Training Planning Admin Documents Event Type INTERN In house trair May be repeated Course Type 500M int Internal other No longer available Level F Show on E 5 5 Enrolled in this course amp No group assigned 0 On this page Course Group Training history Entering employee s attendance for training Tools Participants Course A course designates any type of training related activity such as a seminar professional training or a course in the literal sense It may prepare an employee for a job or task by allowing him her to acquire a skill or skills Once the manager has defined a training plan and prepared the app
279. ur employee time sheet Note that this module is customized by the customer On screen time clock Click to display time clock amp Attendance detail Click to access the Attendance detail input screen and manage employee attendance transactions and gross pay iit Time banks Click to access the Time banks input screen which allows you to view balances or deposit withdrawal transactions and perform operations such as totalling the monthly rights for the selected employee only P Plans Click to access the Plans Time banks input screen and manage the plans for time banks and perform operations for a set of employees Generate salaries Click to generate a Salary Counters Click to access the Counters rule definition window Net pay submenu 123 Employee Pay Info 233 Payroll Calendar T Net pay Employee detail Net Pay j Ei Calculate Net Pay What the options do 124 Employee pay info Click to access the Payroll info input screen and view an employee s payroll information 233 Payroll calendar Click to access the payroll calendar and perform various payroll processing operations Net pay employee detail Click to access the Net pay input screen to view an employee s payroll details earnings salary deductions and benefits ar Calculate net pay Click to calculate the net pay Benefits deductions submenu Enrollments Pa Dependants GP Benefits and
280. used to refer to jobs include functions job titles and job types The terms job job category and position are explained under job concepts Data The data comes from the JOB file Each job is identified with a unique letter or number ID a key of up to 8 characters Operation Input screen To access the Job input screen Data Remuneration Job main menu Administration navigation pane CY See also 4 Module overview Organization reports available a Configurable options Related tables Job concepts On this page e Job versus position e Job categories Job versus position In common use the terms job and position are often confused In his book on remuneration William Mercer makes a valid distinction between the two terms we have adopted his concept in the Umana system A JOB Job title A job is a set of activities and tasks Many employees may have the same job perhaps in different departments Usually depending on a company s collective agreement a job is associated with a specific salary or salary level UmanaEnglish Modules 87 e For example a teller in a bank is a job The bank could even define junior teller intermediate 2 teller and senior teller jobs A single bank could have hundreds or thousands of tellers A POSITION A position is like an armchair It can be vacant or held by a single person For example if a bank has 10 tellers it means that it has at
281. value If the box is already checked it means a value or an expression is already entered UmanaEnglish Reports imports and exports 301 These parameters are identical to the Data export window parameters with the exception that values entered here are saved permanently They will become default parameters for this export Export accessible by Select one of the options displayed to restrict user access to this export Click Modify fields to specify the fields to be exported This option is only available for generic exports Exporting to the General Ledger Exporting to the General Ledger Exporting to the General Ledger is used to do the calculation print or create the file containing the accounting entries Launching the export Select G L Umana summary format export Click M Selection to select the group and the pay period to be exported add additional criteria if desired select your destination and click Export Entering parameters Enter your accounting period and the date of the entry Modify the entry title and click OK UmanaEnglish 302 Reports imports and exports Result If an error is detected a text file is displayed on screen You will have the option to print the report directly or display it on screen The file created by the export bears the 001 extension It is in text format and can be displayed in Notepad UmanaEnglish Reports imports and exports 303 Word processing n
282. veloped via training Training Courses and groups Education required for the position Position Education required for the job Job Job type or title Education required for the position to be filled Staffing EMPRNO Employer number for payroll El e g xxxxxxxxxRP0001 Number of employer to which employee belongs Payroll info Employer number for net pay Net pay ETATCIV Marital status e g common law divorced single Defines the employee s civil status Person ETYPE Event type e g absence association training Event type Training Courses and groups Event type Event Selection by event type Event GLGRP GL group e g Administration Worker Computers Accounting position for distribution to the General Ledger Distribution to General Ledger GRADE Grade e g Grade 1 Grade 2 Grade of job position Employment history List of grades attached to the position Position Displays grade of employee s payroll transaction Attendance detail and gross pay Grade to which job is linked Job Job type or title GRAVITY Severity index Accident e g First aid Medical care Severity of accident in terms of injury or bodily harm Accident HANDICAP Handicap e g blind deaf wheelchair bound List of employee s handicaps Medical file INJURY Nature of injury e g asphyxia burn fall List of employee s handicaps Medical file JACTION Movement
283. vesting period with future date when you want to enroll employees meeting the criteria at the date on which they will become eligible for the benefit Example The group insurance plan could be available only for employees who have completed their three month probation period The employee would then be enrolled at the time of hire plus a three month waiting period Click Next gt to choose employee selection criteria Employees to process UmanaEnglish Tools and Wizards 207 Benefits update wizard AVANC 2 Employees to process Eg This step lets you specify a selection of employees to be processed will select employees manualy f Select eligible employees who meet the criteria below Department Product r r if li Employment status EMPL Employed Personal status T Job al Job category Fay group r Employee s PERMANENT status Additional criteria Cancel Previous e Select the I will select employees manually option to access the list of employees to be processed which enables manual selection of participants Click Select eligible employees who meet the criteria below to access the list of people meeting the stated criteria Using the pull down menus specify Department and product ENTITY 1 and ENTITY2 Employment and personal status Job Job category Pay group of employees you wish to select Check e Employee s permanent status
284. when they are exported to an external net pay service These transactions are visible under the last tab at the bottom before the net pay is finalized Transactions e A transaction only affects a single day although an employee may generate several transactions in the same day Each transaction includes the following UmanaEnglish 116 Modules Employee number Date Code for earnings absence premium etc Number of hours and or amount of money Work job performed in which department which shift etc Pay group Pay period in which the transaction was paid once processed The rate service job etc may all differ from what the employee usually does Transactions can be viewed as an accurate history of what the employee actually did in contrast with his her status employment history which specifies what he she would usually do Time banks Some transactions may affect the time banks deposits e g overtime hours worked and deposited and withdrawals sick leave bank To trace all allocations to banks all time bank deposits are also located in this same file even if they are paid directly by the employer and are not processed by net pay Data The data is saved in two files e TIMEDT file which contains the data that has not yet been archived e OTIMEDT file which contains the archived data Operation Input screen To access the Attendance detail input screen Data Attendance gross pay Attendance deta
285. will have to customize the HRSPDY function if you consider that a vacation day taken on Saturday is the same as one taken on Monday But before you go ahead think about the consequences of such a decision Part time e mployees e Take the case of Mary who works part time 4 hours a day from Monday to Friday Her work week is therefore 20 hours Let s assume she is entitled to 2 weeks of vacation a year How should her time bank be managed When the time bank is in hours it s easy she is entitled to 20 hours a week 2 weeks of vacation a year so 40 hours After working part time for a year she is entitled to only half the vacation time of full time employees This reflects Canadian labour standards If she becomes a full time employee she will still have 40 hours in her vacation bank coming from her previous year of part time work but it will be equivalent to only a week of vacation Umana manages all of this automatically in part When entitlements are deposited for an employee in his her vacation bank regular entitlements 2 weeks 10 days are converted to 20 instead of 40 hours The same logic applies when the time bank is in days Mary s bank should contain 5 days after her entitlements are deposited but this will be the equivalent of 5 days working full time If she becomes a full time employee she will have only 5 days You can see from this example that time banks in days should always be in full days When
286. window where the person s medical notes can Allergies conditions E MEDNOTES notes be entered Province E PROV Using the pull down menu the user enters the person s province of residence Expires E MEDIEXP The user enters the expiration date of the person s Medicare card pull down menu Medicare No E MEDICARE The user enters the person s Medicare card number C4 See also P Module overview Health and safety module Medical file submodule i 7 Overview Accidents submodule The Accidents module manages the information pertaining to all work reports of occupational accidents incidents or diseases A report is linked to an event when it refers to an accident or incident but not to a disease Data The information in the reports comes from the ACCID file Operation To access the Accidents input screen Menu bar Data Health and safety Accidents Navigation pane Events Accidents Medical file input screen shortcut bar 4 See also A Module overview _ Health and safety module ey Configurable options Health and safety reports available Accidents input screen To access the Accidents input screen Menu bar Data Health Accidents Shortcut bar Events Accidents UmanaEnglish 174 Modules Shortcut bar Person Emergency Medical file Accidents e The Person selection window may appear if no other data window has been opened for a person Click to access the Events input screen
287. x credits etc into Payroll info This operation can be done by your Payroll department Optional information to be entered Here are some other types of information you can enter in Umana Medical file module Enter all relevant information into the employee s medical file which is part of the Health and safety module e Information on the emergency contact person such as name telephone number etc are found under the Emergency tab of the Person module which also allows access to the medical file Skills module UmanaEnglish 26 Concepts and processes Enter the information on the employee s educational background such as education degrees schools etc via the Seniority tab of the Person module which also allows access to the Skills development module Depending on the new employee s status and job title he she could require orientation or training Enter information on the skills to be acquired via the Targets table of the Person module which also allows access to the Skills development module Benefits module Via this module enter the information on the benefits and deductions the employee is entitled to upon hire Also enter information on the employee s dependants such as name of spouse children etc via the Benefits module This information is often helpful in determining the employee s eligibility for insurance plans and benefits Have the approval signed It is often necessary to print out the hiring fo
288. xpressions Tools Counters Tools Umana functions FoxPro functions Umana functions Home gt Tools and Wizards gt Expressions generator Tools gt Umana functions Umana functions You can use Umana functions both directly or with the Expression Generator They are available along with native Foxpro functions Name and description ABSRATE TIMSUN Basic hourly rate for absences Returns the basic hourly rate entered in the employee s time bank Note that each time bank can have a different rate for the employee This amount is displayed in the time banks window It usually comes from the time bank year end carry over It can be manually changed Update Automatically During the time bank year end carry over Manually In the Time banks window See also Button Ratel from the Attendance plan window for the calculation of rules AGE Age Returns the person s age rounded down in full years to date It changes automatically as a function of the person s birth date Calculation Calculated starting from the person s date of birth E_BIRTHDT and current date DATE Note This function is identical to the YEARS pers E_BIRTHDT function See also BIRTHDAY Birth date ANNIV E_ANNIVMD Next evaluation date Returns the next evaluation date Note The format of the E_ANNIVMD field of the PERS file is MONTH DAY of the anniversary the ANNIV function adds the appropriate year then converts it into a date
289. y Net pay e Pure dollars applicable to the rule Counters APTYPE Applicant type e g active employee inactive employee candidate ATYPE Accident type e g collision ladder fall Accident type Accident BANKID Bank ID e g Royal Bank Caisse Desjardins Entering of employee s bank Payroll info BUDGET Budget year and revision e g YYYY TT 2007 01 CARRIER Insurance carrier e g La Capitale Sun Life TD Insurance company holding the employee s policy Benefit plans UmanaEnglish Modules 187 CAUSE Causes e g alcohol defective tool lack of skill Immediate and fundamental cause of the accident Accident CITIZEN Citizenship e g Canadian Romanian Greek Italian e Lists employee s citizenship Person e Foreign country issuing the employee s SIN Person CITY City e g Montreal Edmonton Boston CMA Census metropolitan areas e g 01 Calgary 02 Edmonton 03 Halifax COMBTYP Requisition source e g display publication memo COUADMISS Eligible costs e g tax credit Bill 90 CPSTAT Status desired by candidate e g Course type Training Courses and groups CRTYPE Course SQDM type e g internal external training CSTAT Candidate status e g candidate hired CURR Currency e g Canadian U S Euro e Currency in which the employee s remuneration is paid Employment history e Currency of employee s payroll transaction Attendance deta
290. y system but can also export data to an external payroll service See below Use the Net pay module to view generate and adjust net pay An important difference between gross pay and net pay Gross pay is recorded every day while net pay is only recorded per pay period When gross pay transactions are processed by net pay they are identified at the pay period Accordingly transactions and therefore costs can be analyzed per pay period or per month even if the pay periods are weekly Net pay integrated or external The Umana integrated net pay system is available along with the possibility of exporting the data to an external net pay service At installation one or the other can be installed Umana net pay With the Umana integrated net pay system you use the net pay calculation and finalization of temporary pay functions to finalize payroll You also use the Net pay window and the gross pay and net pay reports External net pay With an external net pay service you only use the Umana gross pay which you export to your net pay provider To finalize the period you do the update after the payroll In both cases Regardless of whether you use the Umana integrated net pay system or an external net pay service the Attendance and gross pay module generation of salaries pay calendar employee pay information payroll parameters and gross pay reports will be used Data Gross pay and attendance transactions come from the TIMEDT file
291. yment history PRPAR employee payroll information TIMEDT gross pay BENEFIT enrollment in benefits and deductions e You can reinitialize turn off all these indicators except those for gross pay TIMEDT with a single tool Select Tools Maintenance Person job from the menu bar In the dialog box that is displayed select the Delete modification indicators option Gross pay file TIMEDT In this file each transaction 1s recorded with the period number when it is processed by net pay The period number is the T PAYNO field It is created by the update after payroll and is visible in the Attendance detail window Employee payroll number The employee number in net pay may be different than his her number in Umana for many reasons e The way of numbering employees in net pay may be different than in Umana e It could involve an employee newly listed in Umana HR since the last net pay data transfer This employee does not yet exist in net pay so this number will not yet have been assigned e The number may have changed in Umana Umana accordingly records this number which identifies the employee to net pay in the employee file This field 1s not used by Umana net pay The field is found in the PRPAR payroll parameters file Eventually when Umana prepares the file for net pay it refers to the employee by this number If this field is blank Umana HR sends an instruction to net pay to create a new file When the update a
292. ys the added resources needed for the course Schedule The information entered automatically generates the meeting schedule when a group is created e Days of the week Enter an X under the letter of the day s desired for the meetings e Under the subheading Each meeting if regular Start time Enter the time the course starts at if all course meetings start at the same time Number of meetings Enter the number of meetings required for this course Duration Enter how long the meetings last if all course meetings last the same amount of time e During work day Check this box to specify that the employee will take the course during regular working hours e Outside work Check this box to specify that the employee will take the course outside regular working hours Costs Description Resources Cost Prerequisites and skills Note that default costs per group are copied to the new group created If you prefer to specify costs directly at the group level those defined at the course level will be ignored Cost excluding employee salaries Check the Fixed cost for each group and or Student cost excluding salary boxes to access a window allowing you to document each of the related costs e If this provision is allowed for in your company select the eligible expense from the pull down menu of the Cost type field e Then in the Amount field enter the cost of this expense e Inthe details field enter the additional informatio
293. ystem searches for a plan the employee is eligible for and assigns him her to it An employee who is not eligible for any plan is not assigned to his type of bank If a change in status 1s involved and the employee used to be assigned to this bank the movement is processed as a termination in this bank See below Employee is terminated Based on the company s configuration an employee can be assigned to other attendance plans in the Job module e Vacation entitlement upon hiring Vacation entitlements to be paid to the employee upon hiring are defined in the attendance plan of the Job module At the beginning of the year The year is defined in the attendance plan Different years may be defined for different plans Individual years may even be defined for a plan in which the start of the year can be different for each person e Carry over to new year At the beginning of the year time banks have to be carried over to the new year This process creates a new record in the TIMSUM file for the new year and marks the record of the previous year as being carried over If there is a balance in the previous year s bank and if the plan allows balances to be carried over the balance is then carried forward as the opening balance of the bank for the new year Balances may be carried over to the new year in the following cases A single person Time banks window button All the people in a plan Plans time banks window button
294. yyy year ee employee number nn line number on fed or prov return O operation Go back to Payroll info window UmanaEnglish Modules 129 A See also Payroll module Net pay calculation This module is only available if you opted for Umana Payroll Please consult your technical support Overview This operation calculates net pay based on the earnings of gross pay This calculation considers the employee s specific benefits and deductions along with payroll parameters The results are saved in the TEMPPAY temporary file During the net pay calculation some transactions may be generated in the attendance detail These transactions are linked to the time banks when the bank s rule specifies entitlement calculated at each pay period They can be paid to the employee or deposited in his her time banks These transactions are found in the ADJUST temporary file and are visible in the Attendance detail window under the Temp tab They will be combined with normal transactions when the payroll is finalized Operation To calculate net pay open the period in the pay calendar click the__ Tools icon and select Calculate pay The wizard will help you prepare the temporary net pay e Note that you can also access net pay preparation by selecting r Tools Wizards Calculate net pay in the main menu 1 Pay period UmanaEnglish 130 Modules Use this screen to modify the period or the dates for which you w
295. zard Selection by employment status Retroactive pay Wizard Selection by employment status Benefits Wizard LANG Language e g English French Spanish Employee s preferred language or mother tongue Person List of languages spoken targeted by the employee Skills Language course taught in Training Courses and groups Pre requisites and skills developed via training Training Courses and groups Languages required for the position Position Language spoken by the dependant Benefits Dependant Languages required for the job Job Job type or title Language spoken by the candidate Staffing Language required for the position to be filled Staffing LEVEL Skill level e g beginner intermediate advanced Candidate s degree of knowledge regarding skill level Staffing LIMB Body part e g head shoulder knee Body part affected by the accident Accident LOCN Body part e g head shoulder knee Employee s work location at time of accident Accident Employee s current work location Employment history Work location of position Position Work location of position to be filled Staffing MEDIA Publications e g The Gazette Le Journal de Montr al MINORITY Minority e g Asian Black Native List of visible minorities to which the employee belongs Person List of visible minorities to which the candidate belongs Staffing Uman

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