The Setup > Organisation > Organisation chart menu allows you to structure the employees created in your software. The number of organisation chart levels can be set up in the Kelio Configuration module; their descriptions can be set up in the Customisation section. The notion of section is important because each employee must be attached to a section. If you manage activities (optional), it is possible to associate a default activity to a section in order to automatically generate activity times.

 

tog_minus        Adding/modifying/deleting an organisation chart level

To add an element to the organisation chart:

1.Select in the list, the level higher than the level that you want to create (for example, select a department to create a section).

2.Click on icn_plus to add an element to the organisation chart.

3.Select the Type of level in the dropdown menu icn_scrolling.

4.Indicate the Description (and an Abbreviation).

5.Enter an Information, if necessary.

6.Save.

To modify an element in the organisation chart, simply select it and make the necessary changes. You may move a section in the organisation chart by modifying the level to which it is attached.

To delete an element from the organisation chart, simply select it, right-click on it and select Delete. Only the elements which are not used by the system may be deleted.

tog_minus        Allocating an activity by default for the section (optional)

Automatic generation enables you to define default tasks, cost centres and/or clients for the sections. This enables employees who have no activity define individually to take the default activity for the section to which they are allocated over the section allocation periods or the section loan periods. This management enables you to manage time by section without planning the activity for employees. Changing section for the employee or lending an employee to a section is enough to allocate the activity.

When you manage activities, a logged table on activity allocation is displayed in order to allow you to automatically generate activity times for employees belonging to this section:

To add a task/a cost centre/a client by default to this section, you must:

1.Click on the icn_plus button in the Activity section.

2.Enter the start and, if necessary, end dates of the default activity and/or cost centre assignment.

3.Select the task and/or cost centre and/or client in the dropdown menu icn_scrolling or using the icn_3 dots button (this list only contains the elements that may be used on the day's date).

4.Click on icn_validate to confirm. If you make a mistake, delete the line created by clicking on icn_cross_blue.

tog_minus        Automatic activity generation rule assignment

To add automatic activity generation for this section you must:

1.Click on the icn_plus button in the Automatic generation rules section.

2.Enter the start and, if necessary, end dates of the assignment for the automatic activity generation.

3.Select the rule you want from the dropdown menu

a.In duration proportional to the total completed

b.Identical to the planned activity

c.Identical to the planned activity, with period activity planned in duration

d.As a percentage

4.Click on the Save button.

 

Generate activities automatically identical to the planned ones

When the day's activity calculation base is greater than 0, i.e. when the employee has actually worked, the activities that were planned before become worked activities for the current day and the previous days.

Example:

The employee works from 9:00 until 12:00 and from 13:00 until 18:00. Activity 1 is planned from 16:00 to 17:30. The registered total of Activity 1 will then be of 1.5 hrs from 16:00 until 17:30.

 

If an activity is modified, added to or deleted from an automatically generated day, there is no more automatic generation. The colour changes from green to white.

Here the start of the activity period has been changed from 16:00 to 15:00.

These manual entries will never be visible in the Planning as we will only be able to see the planned activities. If all the activities entered over a day are deleted manually, then the automatic generation will be repeated in relation to the planned activities.

Generate activities automatically identical to the planned ones with planned duration

When the day's activity calculation base is greater than 0, i.e. when the employee has actually worked, the activities that were planned before become worked activities for the current day and the previous days. Independently of the entry mode (period or half day) the duration will always be expressed in hours (only the full day entry will remain as the day).

Example 1:

The employee works from 9:00 until 12:00 and from 13:00 until 18:00. Activity 1 is planned from 16:00 to 17:30. The registered total of Activity 1 will then be of 1.5 hrs.

The system calculates the time for Activity 1 carried out between 16:00 and 17:30, i.e. 1.5 hrs as the employee worked between 13:00 and 18:00.

 

If the calculation base is modified, then the automatic generation will be repeated according to this new base.

Example 2:

The employee only works from 13:00 until 17:00. Activity 1 is planned from 16:00 to 17:30. The registered total of Activity 1 will then be of 1 hour.

 

If there is modification, addition or deletion of an activity over an automatically generated day there is no more automatic generation. These manual entries will never be visible in the Planning as we will only be able to see the planned activities. If all the activities entered over a day are deleted manually, then the automatic generation will be repeated in relation to the planned activities.

Generate activities automatically in duration proportional to the actual

When the day's activity calculation base is greater than 0, i.e. when the employee has actually worked, the activities that were planned before become worked activities for the current day and the previous days. This generation is based on the planned activity totals and not on the day's planned activity files. The system uses the day's planned activity totals to calculate them on a pro rata basis of the actual activity total.

Example:

The working periods are planned from 9:00 to 12:00 and 13:00 to 17:00.

The employee works from 9:00 until 12:00 and from 13:00 until 18:00.

Activity 1 is planned for the 1st half day.

Activity 2 is planned from 14:00 to 15:00.

Activity 1 is planned from 15:00 to 17:00.

On a day's activity calculation base of 7 hours, this gives a total of 5 hours for Activity 1 (3 hours from 9:00 to 12:00 + 2 hours from 15:00 to 17:00) and 1 hour for Activity 2 (from 14:00 to 15:00). But the employee worked one hour more. These totals are then spread over 8 hours' work. The system carries out the following calculation to define their pro rata:

8hrs (completed working time)

x 5hrs (planned activity) = 5hrs43 (performed activity)

7hrs (planned working time)

8hrs (completed working time)

x 5hrs (planned activity) = 5hrs43 (performed activity)

7hrs (planned working time)

If there is modification, addition or deletion of an activity over an automatically generated day there is no more automatic generation. These manual entries will never be visible in the Planning as we will only be able to see the planned activities. If all the activities entered over a day are deleted manually, then the automatic generation will be repeated in relation to the planned activities.

Generate automatically the activities as a percentage

When the day's activity calculation base is greater than 0, i.e. when the employee has actually worked, the activities that were planned before become worked activities for the current day and the previous days.

Example:

The employee works from 9:00 until 12:00 and from 13:00 until 18:00. Activity 1 is planned from 16:00 to 18:00.

The following information is contained in the attendance screen: 25 %