Human Resource is a module in RamBase which covers personnel management and work hours registration.

This process may result in

  • Personnel registered and details maintained.

  • Worked hours are registered and approved.

  • Payment is performed for worked hours.

The Human Resources handles everything that concerns the employees in a company. All from registering a new employee and keeping access control, to registration of worked hours and maintaining salary and wages. These parts are linked in RamBase so that an employee can access worked hours from the personnel page and vice versa, in just one action.

The tasks relevant for the human resources module may include

  • Register new personnel - New personnel and their details are registered and maintained.

  • Maintain work hours for personnel - Employees register their worked hours using different codes, which needs to be maintained and approved.

  • Use external hour registration systems - RamBase is compatible with different types of external work hour logging systems.

Personnel management

The personnel management process puts personnel-, roles and qualifications- and work arrangement-administration directly in the ERP system

This process may result in

  • Management of personnel details.

  • New qualifications, work arrangements and roles defined and set to employees.

RamBase holds a detailed personnel archive where the employees are allowed to maintain their own profile. There they can add diplomas and other proof of qualifications, register emergency contacts and maintain contact information, and printer settings. All personnel must be registered into the system as users and each user gets a unique identification, and they get various roles which determines their accesses in the system.

Task involved in this process

  • Registration of new personnel - New hires need to be registered in the system with all the specific details required.

  • Register roles and qualifications on an employee - Can be set to specific roles, which gives them the access required for the specific role.

  • Set work arrangements for an employee - Work arrangements can be set to employees who for some reason or another have different work hours than normal.

  • Define emergency contacts for an employee - Employees can add an emergency contact to their profile.

The Employee (EMP) Application

The EMP application enables you to enter and keep track of employee qualifications such as their

  • Languages

  • Work experiences

  • Education

  • Courses

  • Certificates

  • Competencies

You will need certain permissions to use these functions. Make sure these are active before proceeding.

To add languages for an employee
  1. Choose the employee from the menu to the left. Use the filter if necessary.

  2. select the Languages tab.

  3. Selet Add Language.

  4. Select the necessary language, the spoken and written proficiency levels,

  5. Select Create.

Note:

  • You can add more languages for the employee.

  • Clicking the Edit education to the far right will enable you to edit the details regarding the education.

  • Clicking the trash can icon to the far right will remove the education from this employee.

To add education for an employee
  1. Choose the employee from the menu to the left. Use the filter if necessary.

  2. Click the Education tab in the Profile area.

  3. Click the Add Degree button on the bottom.

  4. Enter the information needed regarding the degree. Click OK when finished.

Note:

  • Clicking the Edit education to the far right will enable you to edit the details regarding the education.

  • Clicking the trash can icon to the far right will remove the education from this employee.

To add a course to an employee
  1. Choose the employee from the menu to the left. Use the filter if necessary.

  2. Click the Courses tab in the Profile area.

  3. Click the Add course button on the bottom.

  4. Click the downwards arrow in the Course lookup field to open the list of certificates.

  5. Choose the correct course and enter the Start and End dates. Then click OK.

Note:

  • Clicking the canting arrow next to the course name will take you to the course application where the course may be edited.

  • Clicking the Edit course diploma to the far right will enable you to edit the details regarding the course diploma.

  • Clicking the trash can icon to the far right will remove the course from this employee.

To add a certificate for an employee
  1. Choose the employee from the menu to the left. Use the filter if necessary.

  2. Click the Certificates tab in the Profile area.

  3. Click the Add certificate button on the bottom.

  4. Click the downwards arrow in the Certificates lookup field to open the list of certificates.

  5. Choose the correct certificate and enter the Effective from and Expiration dates. Then click OK.

Note:

  • Clicking the canting arrow next to the certificate name will take you to the certificate application where the certificate may be edited.

  • Clicking the Edit issued certificate to the far right will

  • Clicking the trash can icon to the far right will remove the issued certificate from this employee.

To add competencies for an employee
  1. Choose the employee from the menu to the left. Use the filter if necessary.

  2. Click the Competencies tab and open the desired competence area by clicking the arrow to the left of the name. This will open the competence tree.

  3. Find the competence you want to edit and click the edit button to the far right.

  4. Choose the desired score for the competence, add a comment if necessary and click the Update competencies score button.

To add work experiences to an employee
  1. Choose the employee from the menu to the left. Use the filter if necessary.

  2. Click the Work experiences tab in the Profile area.

  3. Click the Add work experience button on the bottom.

  4. Enter the information needed regarding the work experience. Click OK when finished.

Note:

  • Clicking the Edit work experience to the far right will enable you to edit the details regarding the work experience.

  • Clicking the trash can icon to the far right will remove the work experience from this employee.

Note:

In the Add language window, the Create button is disabled for the following conditions:

  • If a language is not selected.

  • If the selected language is already specified in the employee's language proficiencies

In the Edit view, the OK button is disabled:

  • If the selected language has already been specified for the employee.

  • No changes were made.

View the employee's CV
  1. In the EMP window, select the necessary employee in the left pane and select View CV to view the employee's CV.

  2. Select Print CV to print the CV.

Personnel (PER)

A person (PER) is an employee or an entity which is assigned a personnel id number (PID) in RamBase. Typical examples of such entities are offices, meeting rooms, servers, roles and functions. This archive is used to keep track of all the employees in a company, with all their related information.

This information includes contact information, employment details and their access levels in different systems.By default, the PER-archive lists current employees. You may restrict the personnel listing by choosing a company from the Choose company box, or you may click a radio button below the list to view all persons, former employees, or non human entries in the archive, such as for instance processes.

To open the program, use the workspace menu and press the HR-button. Now the view will change to the Human Resources view. You will now be able to see Personnel on the shortcut bar. If it is not visible, you might need to press HR in the shortcut bar in order for you to view the correct shortcuts. You can also write PER in the program field and press ENTER.

To view details about a specific person listed in the Personnel Menu window, click that person's Pid, or select a line by means of the arrow keys and press ENTER.

Note!

  • If you add a number to the program name, the program selects persons who's PID starts with that number.

  • If you add a text string, the program selects any person who's first name or last name starts with the specified string.

  • The program does not include persons who's middle name happens to match the string.

Some of the data about an employee/entity is entered when a new PID is assigned. Open the PER-menu and choose your own pid/name to add additional information about yourself.

Work hours registration

Work hours registration makes it possible to keep track of work hours, absence, allowances, leave and holidays directly in the ERP system. The work hours registration system integrates with a tailor-made time clocking software and payroll system integrations.

This process may result in

  • Registration of worked hours and absence.

  • Management of worked hours.

  • Approval of worked hours and absence.

Working hours are registered as an employee comes or goes, and these can easily be maintained in the system. The terms are set in each employees work schedule and RamBase calculates worked hours by those terms. Those schedules contain work hours, overtime, allowances, adjustments, lunch deduction/paid lunch, vacation and there’s even a solution for flexible work hours. Several employees can be linked to the same work hour schedule.

Work hours need to be approved before they are good to go for salary and there are settings that determine who’s to approve what. Files showing statistics of absence are easily accessible.

Task involved in this process

  1. Registration working time and absence - Employees register their hours both manually and automatically, depending on the setup.

  2. Approval working time and absence - The manually registered hours will often need to be approved.

  3. Configuration work schedules - Work schedules are created and linked to employees.

  4. Using specialized time clocking software for easy registration

  5. Integration of the work hours log with payroll software

Settings for Human resources - Work hours registration

Setting name

Description

Add Allowance from Day View in Work Hour Log (WHL)

If this setting is "ON" - Add allowance icon is showing in Day View in Work Hour Log (WHL). By using this option, you can pick an Allowance from the Code list and add quantity for the Allowance for a certain day.

Client ID when using Huldt & Lillevik

A Client ID must be added if customer is using absence statistics in Huldt & Lillevik.

Format to be used in this setting is: NNNN (N for numbers)

Delivery of reminders for not approved Work Hour Log (WHL) lines

Specifies company default for how to send reminder for not approved Work Hour Log (WHL) lines. Either Internal Message Service (IMS), EMAIL or BOTH. Recommended value: IMS

Electronic self-certification forms

If this setting is "ON" - employees have to create an electronic self-certification form in Work Hour Log (WHL) to registrate their absence. If this setting is "OFF" - no claim on creating an electronic self-certification form.

Electronic short term absence forms

If this setting is "ON" - employees have to create an electronic short term absence form in Work Hour Log (WHL) to registrate their absence. If this setting is "OFF" - no claim on creating an electronic short term absence form.

Limits for changing Out-time to In-time

Limits for the employees to be allowed to change Out-time to In-time lines in Work Hour Log (WHL), -without getting the changes approved by his/her approvers. Default values can be set for "Max manual change", "Max auto change" and "Max change a day". These rules can also be specified for each person in Personell (PER).  Format to be used in this setting  could be:  0,10,0

Maximum age for child care

Value in this setting is a number that indicates how old a child can be to allow self-certification for child care.

Maximum consecutive self-certification days

Value in this setting is maximum number of consecutive days allowed for self-certifications.

Overtime Transfer to Flex

If this setting is "ON" - you are allowed to transfer all overtime to flex when using F12 Transfer overtime to flex. You will get a pop-up with an option to "transfer overtime rate to flex". If this setting is "OFF" - you can only transfer overtime hours to flex, not the overtime rate.

Pay out overtime automatically

If this setting is "ON" - overtime will be not be automatically paid out. If this setting is "OFF", overtime will be automatically paid out.

Reminder to approve Work Hour Log (WHL) lines

If Work Hour Log (WHL) lines not are approved after X days, an Internal Message Service (IMS), IMS/Email or Email will be sent to the employees and his/her Work Hour Log approvers. Format to be used in this setting is "N" (N for numbers) for days. Recommended value: 3

Require Approval for Work Hour Log (WHL) lines

If this setting is "ON" - Work Hour Log (WHL) lines will be created in status 2, and have to be approved by the employees. If this setting is "OFF" - Work Hour Log lines will be created in status 4, and there is no need for further approvals.

Require identifier for external payroll system (salary PID)

If this setting is "ON" - You will get an error when approving work hours in Approve work hours log (WHLAPPR) if the employee does not have an identifier specified for external payroll system.

Show Standard worktime in Month View

If this setting is "ON" - standard work time will show in Month View in Work Hour Log (WHL), e.g "Std. Time 08:00-16:00". Gives a nice overview, specially when working shift.

WHL Administration

This section explains the administrative tasks to set up the WHL system.

Time types

Time Types (TIMETYPE) are used to connect salary, and absence codes in the wage payment system with predefined time types in RamBase. The wage payment system is the external system that is administered by the compensation managers. Customer defined types may be created from the predefined RamBase types to facilitate local needs for special salary codes.

Create a new variant
  1. Enter TIMETYPE in the Program field and press ENTER.

  2. This opens a list of time types.

  3. To add a new time type, click the Create a new Time Type icon in the lower left corner.

In the Time Type Definition window:

  • Select Time Type (Select among existing time types from the RamBase system).

  • Optionally enter Salary Code Monthly (Local salary code for monthly paid employees).

  • Optionally enter Salary Code Hourly (Local salary code for hourly paid employees).

  • Optionally enter Absence Code Monthly (Local absence code for monthly paid employees).

  • Optionally enter Absence code Hourly (Local absence code for hourly paid employees).

  • Optionally enter Percent.

  • Optionally enter Customer Code (Optional code used to distinguish between variants of the same time type).

  • Enter Description (Add a name or a descriptive label for the time type).

  • Optionally select IN or OUT.

  • Click the Confirm button.

Work arrangements

A Work Arrangement (WAR) is a description of how a company regulates the use of flex time, overtime, and allowances. Normally, the rules will differ for various job types within the same company, such as operators, planners, managers, secretaries, etc. In addition to arrangements for ordinary work days, special regulations are often required for public holidays. Hence, a single group of employees will normally share work arrangements that are described in one or more work arrangement documents. The collection of work arrangement documents that are shared by a single employee group is called a WSR. The documents, which are called WAR documents, describe all the work arrangements that have been settled for the group.

As a help to create WAR documents, it may be useful to prepare a list of the most common job types and their respective WAR documents.

Work Arrangement Documents

A Work Arrangement document, (WAR), is a document that describes the company's work regulations for a particular job type, such as operator, planner, purchaser, manager, secretary, etc. The document holds information that is used to compute the salary and any allowances that goes with the job. To list all WAR documents that belong to a certain group:

  • Enter WAR in the Program field and press ENTER.

  • In the Work Agreement Menu window, select a WAR to see the relevant documents.

To create a new WAR document:

  • Click the Create new icon.

In the Work Arrangements window, fill in the fields, section by section, top to bottom, from left to right as follows:

General section
  • Valid from: Enter the date when the document will be activated.

  • Valid to: A valid to field becomes visible on the document as soon as the document is replaced by a new one.

  • Group: Assign the WAR document to its WSR. Alternatively, you may click the Create new icon to create a new WSR.

  • Category: Select Ordinary or Shift work.

    • If you select shift work, an additional field becomes visible where you must select a shift cycle.

  • Type: Select Ordinary, Public holiday, or Temporary.

    • If you select Public holiday, an additional field becomes visible where you must select the name of the holiday.

    • Use Temporary whenever you need to handle temporary changes in the work arrangements, such as graded sick leave periods, or change of jobs.

  • Description: Enter a descriptive name for the WAR document. This is very important in order to recognize the document in menus and lists.

  • Shift Cycle: Select Every week, Every 2. week, Every 3. week, or Every 4. week.

Salary rules section
  • Pay category: Select Monthly, Hourly, or No payment.

  • Paid lunch: Tick if lunch time is included in the work time.

  • Lunch duration: Tick if lunch time is included in the work time.

Flex time rules section

Flex method: Select No flex or Full flex. See description below:

  • NO FLEX means that any work time in excess of ordinary work time will be disregarded when the salary is computed.

  • FULL FLEX means that all time in excess of ordinary work time is to count as flex time.

Overtime rates

This section describes the ordinary overtime rules. It is not unusual to find several set of rules for a single week, such as one set of rules for workdays, and another set of rules for weekends. Special overtime rules for public holidays for instance must be treated as allowances and described in the allowances section instead.

  • Valid for week: Select the week that the overtime rates are valid. Select ALL if the same rates are valid at all time.

  • Valid for days: Select the days of the week that the overtime rates are valid.

  • Hours in excess: Enter a time in the format hh:mm to indicate the amount of excess time that must pass before the overtime rate comes into effect. Normally one would get 50 % overtime from the very first second after ordinary work hours. If this is the case, enter 00:00 in the Hours in excess field. If one gets 100% after 4 hours in excess, a second line must be added with the Hours in excess field set to 04:00.

  • Overtime percent: Select a time type that corresponds to the relevant overtime percentage.

  • Type: Select BEFORE, AFTER or TOTAL to indicate how overtime is to be calculated.

    • BEFORE means that the overtime must be earned before ordinary work hours.

    • AFTER means that the overtime must be earned after ordinary work hours.

    • TOTAL means that overtime is the total time in excess, no matter when earned.

Allowances section

Allowances represent any remunerations that are paid to employees to compensate for specific inconveniences during work. Allowances can be added via a popup windows as explained below. However, any allowance must first be defined both in the external wage payment system, and as time types in the WHL-system.

To add an allowance to a WAR document, in the WAR document window,

  • Click the Add Allowance icon under the Allowances section.

In the Allowances window, fill in the fields as follows:

  • Valid for week: Select ALL or a week number.

  • Valid for days: Select the days for which the allowance is relevant - Mon-Sun.

  • Valid for month: Select the month(s) that are relevant. Select December for a special allowance on the 24th.

  • Valid for day no: Select the specific day(s) that are relevant within the chosen month(s). For instance the 24th of December.

  • Code: Select the allowance time type from the TIMETYPE register.

  • Type: Select the appropriate option regarding type. An allowance may be based on a fixed quantity, or it may be based on hours worked.

  • Qty: If the type is based on a fixed quantity, a Qty field becomes visible. Enter a value that corresponds with the "fixed quantity" option in the Type field.

  • From time: Optionally enter a time on the format hh:mm. Only applicable if Type is based on hours worked.

  • To time: Optionally enter a time on the format: hh:mm. Only applicable if Type is based on hours worked.

Modifying WAR documents in status 3

When a WAR document is registered, it will remain in status 3 until the Valid to date is reached and the document is set in status 4. As long the document has status 3, its content may be modified:

  1. Open the WAR document.

  2. Press F12 to open the action menu and choose the Edit (unactive) ST1 option.

  3. Make the necessary modifications to the content and save the document again by pressing Ctrl + s.

Then register the document:

  • Press F12 and choose the Register St=3 option.

Modifying WAR documents in status 4

When the Valid to date is reached, the WAR document becomes activated and used to create the basis for calculations in the external wage system. From the time it becomes activated, it is no longer possible to make changes to its content. If, at any point in time a need should still arise to change the content, the way to do it is to replace the WAR document with a new one.

  1. Open the WAR document to replace.

  2. Press F12 to open the action menu and choose the Replace WAR option.

A copy of the original WAR document is created in status 1. Note the text label that informs about the replacement.

In the new WAR document:

Make the necessary modifications to the content and don't forget the Valid to date. Does it need to be altered?

  • Press F12 and choose the Register and Replace (ST:3) option.

Note! The Register and Replace function will activate the new WAR document and automatically recalculate all existing records in the work hours log. As a result, all entries in the log are set to status 3 and need to be approved once more.

Prospective change of work arrangements

If an employee changes job type, for example from shift work to daytime work, the changes must be reflected in WHL. The easiest way to do this is to change the employee's WSR assignment.

In the PER / Work Arrangements folder:

  1. Click the Insert / replace WSR icon.

  2. Select a new group.

  3. Enter From date and To date.

  4. Click Submit.

The change will take effect from the date specified in the From date field. Hence, from that day and onward, work hour calculations will be based on the WAR documents in the new WSR. If the From date refers back in time, all work hours will be recalculated, based on the new work arrangements.

Temporary change of work arrangement

Temporary changes of work conditions are best handled with temporary WAR documents. Each time someone clocks in, WHL checks to see if there exists an activated, temporary WAR-document. In case one exists, it is used to calculate work hours, flex time, overtime and allowances.

  1. Create a temporary WAR document and enter the employee's new work conditions.

  2. Click F12 to open the action menu and choose the option Register (st=3).

To activate the new WAR document:

  • Open the PER / Work arrangements folder.

  • Click the Select temporary Work Arrangement to add icon.

In the popup:

  1. Select the temporary WAR document.

  2. Enter From date and To Date.

  3. Click Submit.

Setting up graded sick leave in WHL

Start by creating a temporary WAR document for the sickness period. The simplest way to do this is to create a copy of the currently active WAR document:

  1. Open the active WAR document.

  2. Press F12 to open the action menu and choose the Copy to new WAR option.

  3. Press ENTER.

A new document is created in status 1.

  1. Check that the Valid from date corresponds with the start date of the sickness period.

  2. Select Temporary in the Work Day field.

  3. Write a descriptive text in the Description field (See below).

  4. Enter the Illness percentage in the Illness% field.

  5. Register the temporary WAR document:

    1. Press F12 and choose the Register (St=3) option.

    2. Press ENTER.

With the new, temporary WAR document registered, the next thing to do is to assign it to the employee:

  1. Open the PER / Work Arrangements folder.

  2. Click the Select temporary Work Arrangement to add icon.

  3. In the popup, select the temporary WAR document for the sickness period.

  4. Enter From date and To date.

  5. Click Submit.

The new WAR document will now be used for the specified period. When the period expires, the original document will automatically be activated again. In case the sickness period is prolonged, a new temporary WAR document must be created.

Holidays
Creating a WAR document for a holiday

A public holiday represents a general leave of absence from a regular occupation. Hence, there are usually no work schemes involved. If you have to work on a holiday, you will normally earn overtime from the minute you start working. A typical WAR document for a holiday would therefore look like the one below.

  • Note that the field type is set to public holiday, and that a new field has become visible to specify which public holiday this is

  • The content of the Public holiday field is taken from the Day archive. The content of the Public holiday field will only contain the remaining holidays for the current year, so May 17th will disappear from the list on May 18th.

  • If the customer is using both full flex and no flex as flex method, a public WAR must be created for both

  • Method for one public holiday: If most of the ordinary WARs have flex method=full flex, you must create a default WSR. With public holidays WAR with full flex. The other ordinary war's with flex method=no flex must get their own public WARs. This is done from the WSR (public holidays folder) that the ordinary WARs are linked to.

Making copies of WAR documents for public holidays

To save time, WAR documents for any remaining public holidays can most effectively be created from copies of the first one. Just make sure that the holidays have been properly described in the Day archive in advance:

In the WAR document:

  • Press F12 to open the action menu and choose the Copy to new WAR option.

A copy is created in status 1.

  • Adjust the Valid from date.

  • Select the name of the public holiday, and change the description.

To register the document:

  • Press F12 and choose the Register (St=3) option.

Assigning employees to work schemes

Once the Work Arrangements (WAR) documents are in place, employees may be linked to their respective work arrangements:

  • Enter PER in the Program field and press ENTER.

In the Personell Menu:

  • Select an employee from the list and press ENTER.

In the Personnel window:

  • Click the Work Arrangements folder, (see below), and enter data into the following sections:

WHL Settings section
  • Hired date: Enter date hired. Use the form: yyyy.mm.dd.

  • Quit date: Enter the date when the employment is closed. Use the form: yyyy.mm.dd.

  • Vacation: The field shows the number of vacation days. All new employments may have the vacation field set to 0. In subsequent years the vacation is computed automatically on the 1st of January at 09:00 according to the following rules:

    • Day time workers: (Number of working days per week) * 5.

    • Shift workers: (Highest number of working days per shift) * 5.

    • Employees being 60 years or older: Follow the rules above and manually add 5 extra days to the result.

    • Any days remaining from last year is added to the result.

  • SiPort ID: Enter mapping PID for Siemens card reader.

  • Salary PID: Enter the PID that is used to represents the employee in the external wage payment system.

Approval section
  • Approval reminder: Enter reminder options for approval reminders.

  • Approval PID(s): Enter the PID(s) of the person(s) who approves the employee's work hours.

  • Abs. appr. PID(s): Enter the PID(s) of the person(s) who approves absence periods.

  • Group: Select the Work Scheme (WSR) to which this employee belongs. The associated WAR documents will immediately be listed.

  • Accept card reader: Enter card reader id if entries to the premises are limited to a single entrance.

  • No flex to salary: Tick to unable payment of flex time.

Change limitations section
  • Max manual change: Enter the maximum number of minutes that can be switched from OUT to IN in one operation.

  • Max auto change: Enter max minutes to be switched automatically.

  • Max changes a day: Enter the total minutes that can be switched from OUT to IN during a single work day.

Work Log Approval (WLA)

The WLA application can be used by department and HR managers to manage and approve their employee's work log entries. You can open the WLA application from the RamBase Main Menu by selecting HR > Work hours management. You can also enter WLA in the Program field and select the Enter key to open WLA: Use WLA to manage, and approve employee work hours, overtime, absence, allowances and adjustments. From WLA you can approve pending periods for salary and create the salary file that can be transferred to an external payment system. In addition, you can create an absence statistics file, and transfer it to the external payment system.

There are two admittance levels in WLA, one for ROLE/HR department manager and one for ROLE/HR Manager (salary personnel). Rules for which employees you can see, which work hours log you can approve and available CMI's are dependant on your role.

The left pane displays a list of employee work hours that are pending approval. The Approval date shows employee work hours for the period up to, and including the date you specify in this field.

You can select to apply predefined filters to the view. You can also filter using filters on specific fields or a free text filter on the employee name and username or PID. You can select predefined filters to see work hours for the employees whose work hours you approve or all employees in your department, including those employees whose work hours you don't approve.

Keyboard Shortcuts

In the employee list select the Arrow up or Arrow down keys and select Space to select the employee. Select Enter with an employee highlighted, to change to detail view in the right pane. In the employee work hours log, select the Arrow up or Arrow down keys and select Space to choose the period. Select Ctrl+Q to approve or Ctrl+D to delete a period. Select Alt+arrow-left to go back to the employee list.

The status code tells the controller/approver what to do next according to the following rules.

  • No status: All entries have already been approved for payment and no extra entries need to be added to the salary file.

  • Status ST:0: The employee has at least one IN entry without a corresponding OUT entry.

  • Status ST:2: At least one period in the employee's log remains to be approved by the employee.

  • Status ST:3: At least one period in the employee's log requires approval by the manager.

  • Status ST:3: At least one period in the employee's log requires special absence approval by HR manager / absence approver

  • Status ST:4: All entries in the employee's work hour log is ready to be approved for payment.

  • Status ST:7: Error status. Usually caused by a missing OUT or IN stamp

  • Status ST:8: After being approved, entries that for one reason or another depart from the standard monthly payment, such as overtime, absence and allowances, will be added to a special salary file. All such entries are set in status 8, pending the generation of the salary file.

  • Status ST:9: When salary file is created, all periods will get status 9

The following predefined filters are available.

  1. Containing error periods - periods in Status ST:7 that have to be corrected 

  2. Containing periods for absence approval - periods with absences that you must approve

  3. Containing periods for approval - periods in Status ST:3 that are pending approval 

  4. MyApprovals - all employees I Approve with periods in Status ST:3 that are pending approval

  5. Containing periods for salary approval - periods in Status ST:4 that are pending salary approval

  6. Containing periods for salary payment - periods in Status ST:8 that are pending salary payment

  7. Employees I approve - all employees that you are added as approver PID or absence approver pid for (on employees PER)

  8. Employees in my department - all employees in your department, also those you are not approving work hour logs for.

  1. To approve a day in status 3 with pending periods you can either select in the Appr column approve all the work logs in Status ST:3 in the employee list, or slelect Approve day, or use the menu option Approve all in status 3.

  2. You cannot approve entries in Status ST:2, this must be approved by the employee to change it to Status ST:3, which you can then approve. if is not displayed for an employee hours log, your are not set up as an approver for that employee, and cannot approve the work hours of this employee. You can select the Employees I approve filter to see only those employees whose work hours you must approve.

  3. The icon indicates a standard absence, and indicates a work related absence. You can select the icons to view the absence period and approve it. This option is only available for HR managers that approve absence periods.

  4. To approve adjustments or allowances, if relevant, select to inspect and approve the adjustments and allowances.

  5. You can select to inspect the employee's Work hours log (WHL) from the employees list

  6. Select the Calendar view tab to inspect the work hours in a calendar view.

  7. Use the context menu options to register periods, approve entries and view summaries or reports.

  8. When all work hour log periods are approved to Status ST:4, the periods must be approved for salary. Use the predefined filter Containing periods for salary payment to find the employees that are ready for this step.

    You can either select Approve for salary from the employees list to approve a specific employee’s work hours logs, or you can select Approve all for Salary if you are approving several employees for salary payment.

  9. When all work hour log periods are approved to Status ST:8, you can create the salary file. Use the predefined filter ‘Containing periods for salary payment’ to find the employees that are ready for this step.

    Select Send salary file for all employees to create the salary file to transfer to an external wage payment system.

  10. To create the absence statistics file, select Send absence statistics file. Specify the from/to dates and select include older absence periods that has been revised or created since last run, if you want to include these periods.

The explainer video for WLA can be found here.

Rejecting WHL entries

If, for one reason or another, log entries need to be rejected, the employee should be informed about the decision and what to do to fix the problem. The simplest way to do this is to send an internal message to the employee with a link to his/her work hour log.

In the employee's work hour log:

  • Press F12 to open the action menu and choose the Send as Internal Mail option.

In the Send Internal document window:

  1. Add a message to the Subject field.

  2. Use the Name field to look up the receiver.

  3. Click the Send document button.

In case the entry needs to be deleted from the log:

  1. Select the line to be deleted.

  2. Press F12 and choose the Set St=D option.

Partial sick leave

Partial sick leave (aktiv sykemelding) is an arrangement where workers may work in spite of being ill. Before considering partial sick leave, graded sick leave should have been tried out at first. With partial sick leave the employer pays the sick pay for the first 16 work days, thereafter the worker will receive partial sickness benefits for the remaining sickness period. The duration of partial sick leave is generally 4 weeks, but may be prolonged with a new 4 weeks period if needed. It may even be further prolonged, if it is approved by the National Labour and Welfare Organization, (e.g. NAV). A mutually agreeable plan for re-entry to work must be established between the employer and employee.

In WHL, partial sick leave can be registered for the whole sickness period, with a start date at least one day ahead of today.

  1. Click a line to select the first day of the partial sick leave period.

  2. Press F12 to open the action menu and choose the Register Multiple WHL Periods option to open the Register Multiple WHL periods window.

In the Register Multiple WHL periods window:

  1. Select the partial sick leave code.

  2. Add a note in the Note field.

  3. Add a from date and to date.

  4. Enter standard work time or specified work time.

  5. Click OK.

The periods are added in status 3, and must be approved by the personal department. Click the Approval icon.

Graded sick leave

According to national insurance regulations, graded sick leave should be preferred over 'partial sickness benefits combined with reduced workload', (aktiv sykemelding). With graded sick leave WHL distinguishes between hours worked and hours of sick leave. This means that employees clock in and out as normally, and that the system then calculates and subtracts a percentage as soon as the period is approved.

Transfer of flex to overtime

Flex time may be transferred to overtime in situations where the employee is ordered to work overtime.

View the status of the flex- and overtime accounts
  • Click the WHL / Month view folder.

Transfer hours from the flex account to the overtime account
  • Press F12 to open the action menu and choose the option Transfer Flex to Overtime.

In the Transfer window, enter the following data:

  • Date - Normally you will use today's date, but you may select an earlier date if you need to make a transfer at a certain date other than today.

  • Hours to transfer - Enter the hours and minutes to transfer on the form hh:mm.

  • Overtime timetype - Select the agreed upon overtime percentage.

After this information has been filled in properly, click OK.

The transfer is recorded with two ADJ lines in WHL day view, one for the withdrawal from the flex account and one for the deposit to the overtime account.

Transfer of vacation days to flex hours

In order to reduce negative flex time, or to pay out vacation days, vacation days may be transferred to the flex account and transformed into flex hours:

In WHL Month view:

  1. Press F12 to open the action menu and choose the Transfer Vacation to Flex option.

  2. Press ENTER.

In the Transfer window:

  1. Check the employee's PID.

  2. Enter how many days to transfer.

  3. Enter how many hours per day, or leave blank. If left blank, standard work hours from the corresponding work scheme will be used.

  4. Select the transfer date. You will find the transfer documented by two ADJ lines in WHL Day View.

  5. For that day.

  6. Click OK.

The transfer is recorded by two ADJ lines in WHL Day view and placed on the date as specified. Note that the days are transformed into flex hours.

Transfer flex from/to salary

WHLAPPR is further described in the next three sections. In order to pay out flex hours:

  • Press F12 to open the action menu and choose the Transfer Flex from/to Salary option.

In the Flex to salary popup:

  • Accept the proposed adjustment date or select a new date.

  • Add hours to remove.

  • Click OK.

The transfer is recorder in WHL Day view by two ADJ lines as shown below. Notice that the ADJ lines are added on the date selected in the Transfer popup.

In the WHLAPPR application:

  • In the Pay overtime field, select the Pay overtime option.

Updating vacation days

Vacation days are normally managed by the application, but may be manually adjusted as well.

Adjustments can be done from WHL Month view:

  1. Press F12 to open the action menu and choose the option Change vacation left.

  2. Press ENTER.

In the Add adjustment window, (see below),

  1. Select the time type for vacation.

  2. Add a note to give a reason for the adjustment.

  3. Select a date to determine where to place the corresponding ADJ entry in the log.

  4. Enter a number in the day(s) field.

  5. Tick the Add or Remove radio button.

  6. Click OK.

Adjustments are recorded by separate ADJ lines in WHL Day view on the date entered in the Save to date field.

Exporting salary data from RamBase

Entries in WHLAPPR that end up in status 8, do so because the log content contains data that deviates from the standard work hours. This means that any overtime, absence, and allowances must be exported to the external salary system in special files. A salary file and an absence file for the current period is generated from the status 8 logs, and need to be sent to the external wage payment system. To do this:

  • Press F12 to open the action menu and choose the Send Salary File option.

As the Send Salary File option is selected, all status 8 entries disappears from the WHL:Approver window.

The files are emailed to the person who runs the Send Salary file function.

  • Save the files to your harddisk - preferably in separate folders in the file system or on the desktop.

  • Log on to the external salary system.

  • Start the import function and select text file if the system asks you to choose among several import formats.

Some systems, like Uni Micro uses import settings that may be predefined and kept in a separate file. The file may then be referred to in the import window.

Importing salary data to RamBase

The import process starts in the external wage payment system:

  • Find the salary file to be exported in the external system.

  • Use the export function to export the data.

You will receive the data in a file, and save it to the desktop, or somewhere on the file system from where it can be imported into RamBase.

You import the file into RamBase from the General Ledger Postings (ATR) program:

  • Enter ATR in the program field and press ENTER.

In the General Ledger Postings:

  • Press F12 to open the action menu and choose the Import Wages (filedialogue) option.

In the Import Wages dialogue:

  • Select a period.

  • Optionally, enter a text to be printed on the account transaction when the import is completed.

  • Click OK.

A new window opens for you to find and upload the file.

  • Use the Browse button to find the file.

  • Click Upload to do the final import step.

If the import process succeeds, a new account transaction is created (ATR/xxxxxxx) with status 1.

Open the account transaction and check to see if all postings are correct.

WHLSUM

WHLSUM is a summary report that shows how work hours and any time absent from work are aggregated by departments, groups, and single employees. Managers may run the report on any employee, but employees in general will only be able to see data concerning their own work effort.

View the report
  • Enter WHLSUM in the program field and press ENTER.

Alternatively:

  • Click the Statistics icon below the WHL menu.

The This Year column shows the total amount of work hours from the 1st of January this year till now.

The Last Year column shows the total amount of work hours one whole year back from the date set for the Summary by field.

WHL Employee guide

The Work Hours Log (WHL) records and manages the employees presence and absence with respect to their individual work arrangements. The log is used by employees to inspect, create, adjust, and approve the time recordings, and by managers to inspect and approve the employees worked hours, any overtime, allowances, absence, and so on. This section describes how employees in general will use the WHL system.

  • Hours for today display details about today. How many registered hours for today and how many scheduled hours for today. Hold the mouse pointer over the box to see details.

  • Approved flex hours display details about flex hours. How many flex hours for this month, added from previous month, adjustments and how many accumulated for next month. Hold the mouse pointer over the box to see details. You may double click to inspect days/periods with flex hours.

  • Approved overtime hours display details about overtime hours. How many overtime hours for this month, added from previous month, adjustments and how many accumulated for next month. Hold the mouse pointer over the box to see details. You may double click to inspect days/periods with flex hours.

  • Approved vacation balance display details about vacation days. How many vacation days for this month, added from previous month, adjustments, how many accumulated for next month and how many vacation days are planned. Hold the mouse pointer over the box to see details. You may double click to inspect days/periods with flex hours.

The WHL Log is presented in two modes, Work log (Day and Period view) and Calendar view.

Work log view

When entering the WHL application, the Work log tab will be selected as default. Choose between Days or Periods view in the Work log tab.

Click the Personal settings option in the context menu to choose if the application should include unapproved entries for days calculations and for Hours for today.

In addition to add period, add multiple periods and add allowance, it is possible to Stamp in and Stamp out directly from the Work log tab. This is especially helpful when working from home or on the road.

As mentioned, it is possible to click on these overview boxes on the top and a predefined filter will get focus. For example, if you click on the Approved flex hours box you get a predefined filter called Approved days with flex.

Filters

Use the Search field to filter the WHL entries or click on the Predefined filters icon next to the Search field to set a predefined filter.

Calendar view

Calendar view gives an overview of the Scheduled work hours, total work hours excluding breaks, and the difference between the two as it turns out as either overtime or flex time. In addition you will find the balances of the Flex account, the Overtime account and the Vacation account.

  • Scheduled work refers to the ordinary work hours that one is expected to work per day, according to the corresponding work scheme.

  • Total time refers to the total attendance time, i.e., the time one is at work, lunchtime excluded.

  • The difference between the total time and the standard time may be interpreted and dealt with as Flextime and/or Overtime, according to the rules set in the corresponding Work arrangements (WAR) document. Plus, hours are displayed in green, minus hours in red.

Flex- and overtime accounts

The flex account is presented with four lines:

  • Flex time for month shows the amount of flex hours earned during this month.

  • Flex time from previous month shows the amount of flex hours that were transferred from the previous month.

  • Adjustment shows manually created adjustment during this month.

  • Flex time accumulated to next month shows the flex account balance at any time.

The overtime account is presented with four lines:

  • Overtime for month shows the amount of overtime hours earned during this month.

  • Overtime from previous month shows the amount of overtime hours that were transferred from the previous month.

  • Adjustment shows manually created adjustment during this month.

  • Overtime accumulated to next month shows the overtime account balance at any time.

Vacation days

The Vacation field shows the total number of vacation days this year. The number is automatically calculated each year and the result depends on the employment fraction. Basically the result can be found by multiplying the number of work days per week by 5.

  • Vacation for month shows the amount of vacation days used this month.

  • Vacation from previous month shows the amount of vacation days that were transferred from the previous month.

  • Adjustment shows manually created adjustment during this month.

  • Vacation left shows the shows how many days are left.

Approving periods

Entries that are inserted by the application are set in status 2, while entries that are inserted or changed manually by the employee are set in status 3. All status 2 entries require approval by the employee, while those in status 3 require approval by the manager. When an entry is approved, it will be in status 4.

Note! It is normal procedure that users inspect and approve their own log on a daily basis.

To approve a status 2 entry, highlight period you want to approve and select the Approve period in the context menu, use the Approve entry icon or you can use the shortcut Ctrl+Q.

Use the Approve day button on the right side to approve all entries on the selected day.

Manually create a new period

Every time a user clocks in or out, log entries are added or updated automatically. However, there is also a possibility to add entries manually. You may have forgotten to clock in one day, or you may have had a valid leave of absence.

  1. Click the Add period icon.

  2. Enter data in the popup:

    1. Select the Timetype that best describes the event in the Timetype field.

    2. Todays date will be set as default, but it can be changed in the Date field.

    3. Enter start time for the period in the Start time field, if it is not filled as default depending on the Timetype.

    4. Enter end time for the period in the End time field, if it is not filled as default depending on the Timetype.

    5. Add a note in the Note field to provide additional information about the event.

  3. Click the OK button to enter the new period.

Please note that time periods that are entered manually will not undergo any kind of treatment with respect to existing work arrangements for the user. This means that entries to the log must always be made in accordance with the rules stated in the corresponding Work arrangements (WAR) document. For example, if a 13 hours period can be split into 8 ordinary work hours, 4 hours of 50 % overtime, and 1 hour of 100 % overtime, the 13 hours period should be represented by three separate log entries. One 8 hour-period with Timetype = Ordinary work time, one 4 hour-period with Timetype = Overtime 50 %, and one 1 hour-period with Timetype = Overtime 100 %.

Adding multiple periods

If a period extends over several days, it is possible to simplify the registration:

  1. Start in the Work hours log (WHL) application.

  2. Click the Add multiple periods button.

  3. Enter data in the popup:

    1. Select Timetype that best describes the event in the Timetype field.

    2. Add a note in the Note field to provide additional information about the event.

    3. Select the first date of the multiple periods in the From date field.

    4. Select the last date of the multiple periods in the To date field.

    5. Set the start time of each period in the Start time of each period field, or click on the Use standard work times checkbox.

    6. Set the end time of each period in the End time of each period field, or click on the Use standard work times checkbox.

  4. Click the OK button to enter the new periods.

Entries that are inserted by the application are set in status 2, while entries that are inserted or changed manually are set in status 3. All status 2 entries require approval by the user, while those in status 3 require approval by the manager.

Change an entry
  1. Start in the Work hours log (WHL) application.

  2. Click the Edit entry icon on the right side to edit an entry, double click on the period or press Enter.

  3. Do the adjustments in the Edit work period popup and click the Save button.

All adjustments that are made to the log will automatically be set to status 2. Click the Approve entry icon to set it to status 3, awaiting approval by the manager.

Some times you may have a lawful excuse for non-appearance. In such situations, you may change the time type from ordinary work to some other valid Timetype.

Note! If you have a lawful absence first time in the morning, or at the end of the day, there will be no entry to change. In such cases you have to add a new period instead of changing an entry. The Manually create a new period topic explains how to add a new period.

Self certified sick leave

Self certified sick leave is a document that is filled in and reported by the employee after a sick leave of up to 3 days, due to personal sickness or care for children under the age of 12. After three days, the employer may require a doctor's certificate.

NOTE! There are some company settings (CSV) for the use of self certificate.

  1. To decide if self certificate scheme has to be filled or not.

  2. To add value for x number of days with self certificate before a doctor's certificate is required.

  3. To add value for x years a child can be when using this self certificate for children-care.

Create the sick leave certificate
  1. Select the first day of the sick leave period in the Work hours log (WHL) application.

  2. Click the Edit entry icon.

  3. Select Self certificate in the Timetype field.

  4. Describe the reason in the Note field and click the Save button.

  5. Click the Add self-certificate icon in the Timetype column.

  6. Fill in the Self-certification form.

    • Note: The Cause of absence field is set to No as default, but can be changed.

  7. Click the Approve and sign button.

After signing the certificate, the period must be approved, and the certificate ends up in the sick leave certificates history log. Click the Sick leave certificates option in the context menu to view the log.

The most recent certificate is kept in status 4 until it is approved by the personnel department.

Turning OUT time to IN time

Employees are allowed to turn OUT time into IN time, according to rules set in a company setting (CSV) and/or on the users PER, in the work arrangements folder. As any other modification to the log, this will sets the status to 3, awaiting approval by the manager.

  1. Start in the Work hours log (WHL) application.

  2. Click the Edit entry icon on an entry with OUT in the Type column.

  3. Change it from Out to In in the In/Out field.

  4. Click the Save button.

  5. The change sets the status to 2. Approve the entry to set it in status 3.

It is also possible to use the context menu option Change out to in.

Split period

Split period is a function that allows you to split a single period that extends the standard work hours for that day. For example, if you work 12 successive hours, and you want to split the work time into two periods, make sure the status is set to 2. Then follow these steps:

  1. Highlight the period you want to split.

  2. Edit entry on the period either by using the Edit entry icon, double click or by pressing Enter.

  3. Click the Split period icon and select time of the split and enter a note in the Note field if requested, or use the context menu option, Split period.

  4. Click the Split button.

  5. Edit and/or approve the entries.

Transfer overtime to flex

In connection with wage settlements, it is normal procedure to transfer overtime to flex in order to balance negative flex. In principle it should not be possible to owe overtime and at the same time have less hours worked than the standard hours.

The flex- and overtime accounts are visible in the top of the Work hours log (WHL) application. A more detailed view is visible in the Calendar view tab.

Transfer hours from the overtime account to the flex account
  1. Choose the Transfer overtime to flex option in the context menu.

  2. Enter the following in the Transfer overtime to flex popup:

    1. Select one of the overtime salary types to transfer from in the Overtime timetype field.

    2. Select the year and month when the overtime hours were earned in the Overtime for month field.

    3. Enter the number of hours and minutes that you want to transfer in the Hours to transfer field.

    4. Select the date the transfer should be registered in the Save to date field.

    5. Click the OK button.

The transfer itself is recorded and visible on the date selected in the Save to date field. Click on Adjustments to see details about the transfer.

 

WHLSUM Summary Report

WHLSUM is a summary report that shows how work hours and any time absent from work are aggregated by departments, groups, and single employees. Managers may run the report on any employee, but employees in general will only be able to see data concerning their own work effort.

To view the report, use the context menu option, Summary by date.

  • The This Year column shows the total amount of work hours from the 1st of January this year till now.

  • The Last Year column shows the total amount of work hours one whole year back from the date set in the Summary by field.

WHL Manager guide

This section describes special control and management functions that require extra access rights. In other words, these functions are only available to line managers and compensation managers that need to inspect and approve the employees' work hours log, and generate the salary file.

Transfer flex from/to salary

WHLAPPR is further described in the next three sections. In order to pay out flex hours:

  • Press F12 to open the action menu and choose the Transfer Flex from/to Salary option.

In the Flex to salary popup:

  • Accept the proposed adjustment date or select a new date.

  • Add hours to remove.

  • Click OK.

The transfer is recorder in WHL Day view by two ADJ lines as shown below. Notice that the ADJ lines are added on the date selected in the Transfer popup.

In the WHLAPPR application:

  • In the Pay overtime field, select the Pay overtime option.

Transfer of flex to overtime

Flex time may be transferred to overtime in situations where the employee is ordered to work overtime.

View the status of the flex- and overtime accounts
  • Click the WHL / Month view folder.

Transfer hours from the flex account to the overtime account
  • Press F12 to open the action menu and choose the option Transfer Flex to Overtime.

In the Transfer window, enter the following data:

  • Date - Normally you will use today's date, but you may select an earlier date if you need to make a transfer at a certain date other than today.

  • Hours to transfer - Enter the hours and minutes to transfer on the form hh:mm.

  • Overtime timetype - Select the agreed upon overtime percentage.

After this information has been filled in properly, click OK.

The transfer is recorded with two ADJ lines in WHL day view, one for the withdrawal from the flex account and one for the deposit to the overtime account.

Transfer of overtime to flex hours

In connection with wage settlements, it is normal procedure to transfer overtime to flex in order to balance negative flex. In principle it should not be possible to owe overtime and at the same time have less hours worked than the standard hours.

To view the status of the flex- and overtime accounts, click the WHL/Month view folder.

Transfer hours from the overtime account to the flex account
  1. Press F12 to open the action menu and choose the Transfer Overtime to Flex option.

  2. Press ENTER.

In the Transfer window, enter the following data:

  • Overtime timetype - Select one of the overtime salary types.

  • Overtime accrued - This field is then updated with the number of hours the system has found for this overtime percentage in the month in question.

  • Hours to transfer - Enter the number of hours and minutes that you want to transfer on the form hh:mm to override.

  • Save to date - Set the date you want to perform the adjustment. This may be the date the overtime was registered, or a date after. You can not set a date prior to the date the overtime was registered.

After this information has been filled in properly, click OK.

The transfer itself is recorded with two or three adjustment (ADJ) lines in WHL day view. One line for the withdrawal of overtime, one for the deposit on the flex account, and possibly one for the overtime premium if it is to be paid out.

WHLAPPR Approvals

WHLAPPR displays a list of employee names to identify their corresponding work hour logs. Each log can be inspected by clicking the inspect icon at the end of each line. It is also possible to access a log by pressing ENTER on the line, but if the log status is 4, this will automatically trigger the WHLAPPR Approval procedure instead of simply displaying the log.

The status field associated with each log helps the manager to instantly identify the logs that need inspection and approval, from those that are ready to be approved in WHLAPPR.

Logs with log status=2 must be approved by the employee, so an Internal Mail (IMS) requesting approval by the employee would be the right thing to do here.

  1. Press ENTER on the line to access the log.

  2. Press F12 to open the action menu and choose the Send as Internal Mail option.

  3. Press ESC to return to WHLAPPR.

Logs with log status=3 must be approved by the manager, so the log should be inspected and all status 3 entries approved so that all entries end up in status 4.

  1. Press ENTER on the line to access the log.

  2. Inspect and approve if OK.

  3. Press ESC to return to WHLAPPR.

Alternatively: click the Approve all st:3 icon. This will approve all status 3 entries blindly.

Logs with log status=4 are ready for a final approval in WHLAPPR and there is no need to inspect the log any further.

  1. Press F12 and choose the Approve all in ST:4 option.

  2. Press ENTER.

In the Approve All popup:

  1. Select the correct overtime payment option.

  2. Click the Approve all button to blindly approve all, or select one line at the time and press ENTER.

  3. To inspect the distribution of work hours on timetypes.

In the Approve Work Hours window:

  1. Check the summary distribution of work hours, and potential increments in the salary file.

  2. Optionally, press ENTER on a line to inspect the details.

  3. Click OK if the numbers are correct.

Logs that have been approved via the WHLAPPR Approval window are automatically set in status 8 or 9. In both cases the approval procedure has completed successfully and their content accepted as basis for wage calculations.

Logs with log status 7 report erroneous entries in the log, so the log needs to be inspected to take necessary actions. Normally this status is used to mark entries with a missing OUT stamp, so the right thing to do would be to ask the employee to update the line.

Entries in WHLAPPR that end up in status 8, do so because the log content contains data that deviates from the standard work hours. This means that any overtime, absence, and allowances must be exported to the external salary system in special files.

It is possible to get an overview over all absence caused by situations at work using the button Overview of work caused absence. The icon is also found in the item lines where the yellow icon indicates an unapproved absence, and the red is work caused absence.

Rejecting WHL entries

If, for one reason or another, log entries need to be rejected, the employee should be informed about the decision and what to do to fix the problem. The simplest way to do this is to send an internal message to the employee with a link to his/her work hour log.

In the employee's work hour log:

  • Press F12 to open the action menu and choose the Send as Internal Mail option.

In the Send Internal document window:

  1. Add a message to the Subject field.

  2. Use the Name field to look up the receiver.

  3. Click the Send document button.

In case the entry needs to be deleted from the log:

  1. Select the line to be deleted.

  2. Press F12 and choose the Set St=D option.

WHL Month View

Month View gives an overview of the standard work hours, total work hours excluding breaks, and the difference between the two as it turns out as either overtime or flex time. In addition you will find the balances of the flex account, the overtime account and the Vacation account.

  • Standard time refers to the ordinary work hours that one is expected to work per day, according to the corresponding work scheme.

  • Total time refers to the total attendance time, i.e., the time one is at work, lunchtime excluded. Note that the Total column in Day view includes the lunchtime, while in Month view, lunchtime is excluded.

  • The difference between the total time and the standard time may be interpreted and dealt with as Flextime and/or Overtime, according to the rules set in the corresponding WAR document. Plus hours are displayed in green, minus hours in red.

Flex- and overtime accounts

The flex account is presented with three lines:

  • Flex time from previous month shows the amount of flex hours that were transferred from the previous month.

  • Flex time for month shows the amount of flex hours earned during this month.

  • Flex time accumulated to next (month) shows the flex account balance at any time.

The overtime account is presented with three lines:

  • Overtime from previous month shows the amount of overtime hours that were transferred from the previous month.

  • Overtime for month shows the amount of overtime hours earned during this month.

  • Overtime accumulated to next (month) shows the overtime account balance at any time.

Vacation days

The Vacation field shows the total number of vacation days this year. The number is automatically calculated each year and the result depends on the employment fraction. Basically the result can be found by multiplying the number of work days per week by 5.

The Days left field shows the balance of the vacation account. The field is updated automatically each time a log period is entered with the vacation time type.

How to install a new version of Time Clocking Software

First you have to Uninstall the old version
  1. Write Time Clocking Software in the search field next to Windows Start button, and select the Uninstall option.

  2. Or use this link: Control Panel -> All Control Panel Items -> Programs and Features and search for Time Clocking Software.

  3. Mark Time Clocking Software and click the Uninstall button.

Install new version

Note: The time clocking software can be installed on versions 7, 8 and 9 of the Windows operating system. it cannot be installed on an iPad or Android device.

  1. You will receive a file with the newest version of Time Clocking Software sent by mail or added as an attachment to a ticket in RamBase.

  2. Highlight the Installer.msi and press ENTER.

  3. Click the Next > button.

  4. If all employees are going to use the same screen to register ‘Stamp IN – Stamp OUT’, - select Everyone. If all employees are going to use their own screen to register ‘Stamp IN – Stamp OUT’, - select Just me.

  5. Click the Next > button.

  6. All companies that are using Time Clocking Software have their own WHL Server PID, and this PID has to be typed into PID field. You will be informed which PID you should use, or you can find it by searching for WHL in the USERS application in RamBase.

  7. Click the Next > button.

  8. You have now installed a new version of Time Clocking Software (komme&gå).

Guide to personal information in RamBase (GDPR user guide)

As a RamBase customer, you are responsible for your handling of personal related data, and need to ensure that it is within the scope of the General Data Protection Regulation (GDPR). This document is created as a guide for handling personal information in RamBase.

Definitions

  • Personal information - Information and assessments that can be linked to an individual (which can be used to identify a person). Examples include name, address, phone number, email address, pictures and digital tracks.

  • Sensitive Personal Information - Information on particularly sensitive conditions such as racial or ethnic background, political, philosophical or religious opinion, criminal history, health, sexual orientation and union affiliation.

Notice that personal information is information that can be linked to an individual. If your customer is a company, the information linked to the customer is not personal information. If your customer is a person, the information can be considered personal information.

  • Personal information on Person objects - Information related to registration of person, such as customer, employee, contact person, etc.

  • Personal Information on Transaction objects - Information related to the registration of transactions that have taken place between company and person.

It is also important to differ between person related and transaction related information. If an individual decides to terminate the customer relationship, the individual can require to be forgotten in your database, but cannot require that historical transactions are forgotten. Business history is business history and you cannot change it. The GDPR individual rights is mainly about person related information.

Only a very limited amount of personal information is stored in labeled fields in RamBase. No sensitive personal information is stored in RamBase.

GDPR individual rights

The GDPR has stated some individual rights according to storage of personal data:

  • The right to access and get information about personal data

  • The right to object and/or restrict processing of personal data - For instance for automated data processing or direct marketing subjects.

  • The right to portability - To be able to deliver information in a format that makes it possible to load it into another data system.

  • The right to correction and rectification - If the data about a person is wrong or incorrect, it should be corrected.

  • The right to be forgotten - When storing of personal information is no longer needed, it must be deleted or anonymized.

Personal data in RamBase are registered in:

  • The Personnel (PER) application.

  • The Customer (CUS) application, if the customer is a person (B2C business).

  • The Contact Person (CNT) application.

Handling individual rights in RamBase

Object and restrict

It is important to notice that information can be extracted from a system from both the inside and the outside of the company. While the data processing agreement ensured protection against “data-theft” from the outside, you should use the RamBase role system to restrict the access to person related data. Only people who really needs to extract person related data in reports or files should have access to it. If you are not familiar with the RamBase role system, read about it in RamBase help, contact your ERP partner or contact our professional services department to learn how to use it.

How to manage consent on a Contact Person
  1. Open the Contact Persons (CNT) application, find CRM in the RamBase menu and then Customer Management. Click Contacts to enter the CNT application.

  2. To open a CNT, highlight the CNT and press ENTER.

  3. Click on the Privacy folder.

  4. Select the source of which the personal information was obtained in the Source drop down field.

    • Online form

    • In person

    • Referred by third party

    • Collected from open online source

  5. Select the legal basis for processing contact's data in the Legal basis drop down field.

    • Consent - The individual has given clear consent for you to process their personal data for a specific purpose.

    • Contract - The processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.

    • Legal obligation - The processing is necessary for you to comply with the law (not including contractual obligations).

    • Vital interests - The processing is necessary to protect someone's life.

    • Public task - The processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.

    • Legitimate interests - The processing is necessary for your legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual's personal data which overrides those legitimate interests. (This cannot apply if you are a public authority processing data to perform your official tasks).

  6. Click the Privacy policy accepted and/or the Marketing consent checkboxes, if the CNT has given their consent to it.

Information and portability

To inform and inspect personal information in the Personnel (PER), Customer (CUS) or Contact (CNT) application, use one of the following reports:

  • Personal data from the Personnel (PER) application can be extracted from the Employee personal information (GDPR) report. REP/103678.

  • Customer data from the Customer (CUS) application can be extracted from the Customer personal information (GDPR) report. REP/103682.

  • Contact data from the Contact Person (CNT) application can be extracted from the Contacts personal information (GDPR) report. REP/103684.

Write REP/****** in the program field, and press ENTER to open the selected report.

Use the reports to list labeled fields with personal information from the PER, CUS or CNT application. Use the Filter field to filter the reports, for instance to see all communication (email, phone, etc.) information about one person.

  1. Filter the report so it is restricted to information from one single person/company.

  2. Click the Report by e-mail/print/ftp option in the context menu.

  3. In the Format drop-down field, select Comma separated file, not Comma separated file (Full header). This will send the report in a common file format, accepted by most other systems.

Correct and forget

When storing of personal information is no longer needed, it must be deleted or anonymized. This is not done automatically by the system and must be done manually in the PER, CUS and CNT applications.

Correct or delete/anonymize personal data about an Employee (PER)
  1. Open the Personell (PER) application, find HR in the RamBase menu and then Employee management. Click Employees to enter the PER application.

  2. Highlight the PER you want to delete and press ENTER.

  3. Change the fields in the Name and Address area.

    • For example - Name: Employee, Firstname: Former, Addr1: XX Address, etc.

  4. Delete the content in the OurRef field.

  5. Delete each line in the Telecom, Qualifications and Emergency Contacts tab.

  6. In the Details tab, delete the Email field.

  7. Click Add Notes and Attachments in the top right corner and delete if necessary.

  8. Make sure all person related data is deleted or anonymized.

  9. Click F12 to open the action menu and choose the Resign (ST:9) option.

Correct or delete/anonymize personal data about a Customer (CUS)
  1. Open the Customer (CUS) application, find Sales in the RamBase menu and then Customer management. Click Customers to enter the CUS application.

  2. Highlight the CUS you want to delete, and press ENTER.

  3. Change the fields in the Name and Address area.

    • For example - Name: Employee, Firstname: Former, Addr1: XX Address, etc.

  4. Delete the content in the leftmost fields in the Misc section

  5. Notice that the Enterprise field should be empty. If the customer has an enterprise number, it is considered a non-person customer.

  6. Delete the lines in the Document Handling section on the Handling tab.

  7. Delete the records on the Contacts tab, do the same with the Addresses tab.

  8. Delete notes and attachments/files connected to the customer.

  9. Press F12 to open the action menu and choose the Close customer (St=9) option.

Correct or delete/anonymize personal data about a Contact (CNT)
  1. Open the Contact (CNT) application, find Collaboration in the RamBase menu and then Contact management. Click Contacts to enter the CNT application.

  2. Highlight the CNT you want to delete and press ENTER.

  3. Change the Name and Firstname in the Personal area.

    • For example - Name: Former, Firstname: Contact001.

  4. Click on the magnifying glass icon, next to the Owner field. This brings up the connected object (usually a customer).

    • Click on the contacts tab and remove the link to the current contact.

  5. Back in the CNT, click the trashcan icon in the image area to remove the image.

  6. Delete each record of addresses, emails and phone and mobile numbers in the communications tab. Delete records and clear out the fields in the other tabs.

  7. Remove notes and attachments on the contact.

  8. Press F12 to open the action menu and choose the Discontinue (St=9). The contact is now cleaned.

Qualification administration

Qualifications management

The qualifications management gives you an overview of the personnel’s qualifications and competencies

This process may result in:

  • Management of personnel education, courses, certificates and competencies

  • New courses, certificates and competencies defined and set to employees.

  • Competence matrix

RamBase holds a detailed qualifications archive where the employees or authorized personnel can maintain their own qualifications profile. There they can add education, courses, certificates and competencies.

Task involved in this process:

  • Registration of new employee qualifications - Employees register education, courses and acquired certificates.

  • Maintain competencies - Employees can register their level of knowledge on the company’s defined competence tree.

  • Administration of courses, certificates and competence tree - Authorized personnel can register courses and certificates to separate archives to make personnel qualifications registration easier and more consistent. The competence tree is also defined by authorized personnel

  • Competence matrix - Search and look at several employee’s competencies for easy comparison and to get an overview of all competence areas and the employee’s level of knowledge.

Certificates

RamBase Certificates (CRT) is used to keep track of all the certificates held by employees. You can find this application in the Human Resources module, and under the Qualifications administration sub-module.

The menu to the left called Certificates shows all the certificates defined in the system. Clicking on any of them will show details regarding the certificate in the Certificate area. The area at the bottom, called Issued Certificates, shows all the employees who hold this certificate, with the effective-from and expiration dates.

To create a new certificate
  1. Click the Create certificate button in the lower left corner.

  2. Enter a name for the certificate and the issuer. Click the OK button when finished.

  3. The certificate is now defined and can be seen in the left menu.

  4. Add a description in the Description box if needed.

Competencies

RamBase Competencies (CMP) is used to keep track of the necessary competencies to perform the required task in any professional role. You can find this application in the Human Resources module, and under the Qualifications administration sub-module.

The different competencies are listed in a hierarchy to the left, with a descriptive area at the top right.

The Role expectations-area lists the different roles where this specific competence is vital, in addition to expected level of competency within the role.

Expected scores:

  • 0 - Not applicable

  • 2 - Fundamental awareness (basic knowledge)

  • 4 - Novice (limited experience)

  • 6 - Intermediate (practical application)

  • 8 - Advanced (applied theory)

  • 10 - Expert (recognized authority)

Building the competency tree

The competency tree is built in an application called Competencies (CMP). The tree is built from the top level category, and then down to the sub-categories, and the competencies within the categories. A competency is an area of knowledge related to the category. These competencies are then connected to Role Expectations. A Role Expectation is the level of competency expected from an employee with a given role. For example, the competency called Production is expected for the role Production Planner, and the level of competency is expected to be 8 (advanced).

  1. Click the folder icon called Add category next to the top level topic.

  2. In the Competence area to the right, add a name and a description. Add as many top level categories as you need.

  3. You can add sub-categories to the tree as you please.

  4. Add a competency for the categories where needed.

  5. For each of the competencies added, you may add a Role Expectation. This is done by clicking the Add role expectation button, adding the desired role and the expected score the role requires.

Courses

RamBase Courses (CRS) is used to keep track of all the courses the employees have attended and completed.You can find this application in the Human Resources module, and under the Qualifications administration sub-module.

The menu to the left called Courses shows all the courses defined in the system. Clicking on any of them will show details regarding the courses in the Course area. The area at the bottom, called Course diplomas, shows all the employees who have completed the course in question, with start and end dates.

To create a new course
  1. Click the Create course button in the lower left corner.

  2. Enter a name for the course and the course provider. Click the OK button when finished.

  3. The course is now defined and can be seen in the left menu.

  4. Add more information as needed:

    1. Add a description in the Description box.

    2. Add the length of the course in the Length field (in hours total)

    3. Choose which companies this course is active for in the Active for dropdown menu.

Competency matrix (CMX)

Use the Competency matrix to keep track of your employee's competencies. To open CMX, select HR > Competencies administration > Competences, or enter CMX in the program field and select the Enter key.

Viewing employee competency

The competency tree is generated from the information you choose in the three drop-down menus at the top. Specify the department, the role, and the employee to generate the necessary competency matrix. The lists dynamically filter the available options as you select from the left to right.

Select Show only competences with at least one associated employee to filter out all rows in which no employee has a specific competence. Only those competencies at least one employee has are displayed.