The annualised hours work cycle allows you to define a cycle which lasts several weeks, in which there will be various periods (low or high for example). In this work cycle, you must define which work cycles must be applied, for which period. You must define the objective in hours to be worked by the employee; in this way, an annualised hours balance is managed which allows you to know the number of hours to be worked by the employee before reaching his/her objective.

Create a new annualised hours work cycle

1.From the Setup > Schedules and cycles > Annualised hours menu, click on or right-click on the list of work cycles and select Add.

2.Enter a Description and an Abbreviation for this work cycle.

3.Indicate an Owner if necessary.

4.Indicate if the annualised hours must be calculated on the contracted time of the work cycle. If so, the calculation of the annualised hours will not take into account the time worked by the employee but the contracted time of the employee's schedule.

5.Click on to add a new annualised hours period. Several annualised hours periods can be defined on the same work cycle.

6.In the right-hand part of the screen, fill in the start and end Dates for the annualised hours period.

Parameters tab

7.In the list, select the Schedule which must be used by default for the annualised hours. This schedule must be the most currently used schedule for the annualised hours period.

8.Click on to select the schedule whose Weekly contracted time will be used as a reference for the calculation of the annualised hours.

9.Select the Calculation reference. For the monitored schedule, the annualised hours calculation is not performed with the reference schedule (reference time) but with the planned schedule (contracted time in the planned schedule).

10.Specify the Minimum and maximum weekly times for the Annualised hours account. These times will be used as limits to the calculation of the annualised hours balance (see example below).

11.Specify the Minimum and maximum weekly times for the Compensation account. These times are optional; they are used to manage an additional balance to the annualised hours balance. You will indicate the timeframe in which the hours must be credited to this account (for example, all the hours between 39hrs00 and 42hrs00 a week).

12.Check the box Do not affect these limits for absences/business leave not included in the objective if you do not want these elements to affect the calculation limits of the annualised hours and you want them to remain at the values set above.

Example:

For a week with a public holiday in it, the annualised hours contracted must decrease from 35 hrs to 28 hrs, with the public holiday not included in the objective. But in order for the maximum annualised hours limit and the compensation to remain at 48 hrs, check the box.

13.Check the box Do not impact these limits for assignment to the cycle for the current week if you want these limits to be fixed for assignment to a cycle for the current week (for example, if the employee starts his/her contract in the middle of the week). If you do not check the box, then the limits are recalculated in proportion to the number of days on which the employee is assigned to the work cycle for the week.

14.Click on Save to confirm.

Distribution of schedules tab

15.Click on the Distribution of schedules tab to define work cycles for the annualised hours period.

16.The system will automatically show the current period. It is possible to move to the previous and next periods using the arrows around the month and year.

17.The principle for creating the distribution is almost the same as for the other modules; you must therefore:

a.Switch to the creation mode by clicking on .

b.Select the work cycle from the list. Each time a work cycle is selected in the list, the system indicates the weekly contracted time of this cycle. You may delete the assignment to a work cycle other than the reference schedule by clicking on the days from which you want to remove a work cycle then on the Del key on your keyboard.

c.Click on the day from which the relevant work cycle starts. Without releasing the mouse button, drag the cursor up to the end date, For better visibility of the work cycle in the calendar, the weekly schedule colours are reused.

d.Select another work cycle and repeat the same operations.

18.Assign this work cycle to a folder and/or an entity.

19.Click on Save to confirm the creation of the work cycle.

Example of calculation for the annualised hours balance:

•Let's take a reference work cycle of 35hrs00.

•The minimum time of the annualised hours account is 30hrs00.

•The maximum time is 40hrs00.

The employee works for 32hrs00, he/she has -3hrs00 in his/her annualised hours balance,

The employee works for 39hrs00, he/she has +4hrs00 in his/her annualised hours balance,

The employee works for 28hrs00, he/she has -5hrs00 in his/her annualised hours balance,

The employee works for 42hrs00, he/she has +5hrs00 in his/her annualised hours balance,

Wizard: Annualised hours objective

The reference time is calculated according to the number of weeks, the weekly reference time set up in the Parameters tab, the number of public holidays (if any) and the number of paid leave days (if any).

The distribution time is calculated in the same way, except that it does not take into account the reference schedule but the work cycles set up for each week in the annualised hours distribution. The calculation of these times can be performed by clicking on the  button.

1.Select the Public holidays calendar in the dropdown menu. The assistant displays the number of hours of the objective excluding public holidays. If you have set up public holidays in the objective, they will appear here automatically.

2.Enter the Number of paid leave days to be taken by the employees related to this work cycle.

3.If necessary, change the Contracted daily time.

4.Click on Confirm: the reference and distribution times are updated.

 

The Chart button (next to the month) allows you to view a small diagram showing the annualised hours distribution according to the reference schedule and the work cycles set up for the period.