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Updates to Workforce

This section highlights changes and enhancements to the Workforce module from the 9.08 release of the Sparkrock solution.

Menu and Page Changes

The following menu and page changes were made to the Workforce module for version 9.08:

  • The On Leave field was made visible on the Employee Assignment page.
  • The Payroll Control Code field was moved from the Dimension FastTab on the HR Request page to the Payroll FastTab.

Benefit Management

The following improvements were made to the Benefit Management module for version 9.08:

ONE-T Payroll Import Integration

The ONE-T Payroll Import integration was added to the ON K12 Benefits add-on. This integration enables the import of a benefit deduction file provided by a third-party provider, Cowan Insurance Group. The import creates the appropriate payroll setup information (that is, it inserts an employee rate record) to cause a benefit deduction to occur during normal payroll processing.

This integration also creates a Payroll Reconciliation file to be sent back to Cowan Insurance Group noting actual payroll deductions.  

For more information, see OTIP Payroll Import.

Employee Management

The following improvements were made to the Employee Management module for version 9.08:

Ontario College of Teachers (OCT) Integration Update

Changes have been made to the Ontario College of Teachers Integration to use the new method of tagging members using either the Registration No. and Birth Date or the Registration No. and Last Name. Other cosmetic changes were made to make the setup and administration of the employee / association relationship easier to maintain.

For more information, see Employee Association Management and Ontario College of Teachers (OCT) Integration.

Employee Scheduling

The following improvements were made to the Employee Scheduling module for version 9.08:

Creating Shifts Beyond the Previous, Current, or Next Pay Cycle

Previously, Unit Supervisors were limited to creating shifts in the previous, current, or next pay cycle. This restriction has been removed.

Hours Worked List for Trade Transactions

The Hours Worked list for a trade transaction approval now displays the results on total hours if the proposed change is approved.

More details have been added to the Unit Supervisor’s view of the Trading Shift - Proposed page on Employee Center. This view displays the resulting number of scheduled daily, weekly, and period hours for each employee after the proposed trade completes.

Overnight Shift Activities Date in Payroll Journal

Sparkrock has improved how it accounts for overnight shifts. Sparkrock allocates the shift time based on the activity start date. Activities that start before midnight are allocated to the day in which they occur. For overnight shifts with a start time at or after midnight, the system will use a Work Date that represents the next day (Shift Work Date + 1 day) when the lines are transferred to payroll. Overnight activities are not split between pay cycles or when they start before midnight and cross the midnight threshold.

As a best practice, Sparkrock recommends that a single activity should not span over midnight, in order to allocate hours most accurately.

Schedule Approver Reminders

Manually running schedule approver reminders now allows filtering on schedule unit instead of a location. The filtering should include the area code together with the schedule unit if you have the same schedule unit name in different areas.

Salary Employees and Default Payroll Control

Salary employees usually have a default payroll control with type Earnings or Miscellaneous. These types cannot be used in Employee Scheduling. Now, when a shift is filled by an employee's assignment with a default payroll control different from Hour or Paid Hour, that payroll control code is not transferred to the shift thus creating validation conflicts.

Absence Requests and Linked Shifts

More information about linked shifts was added to absence requests:

  • The initial absence request number displays on the shift cards of shifts linked to an absence. 
  • The Linked Shift field displays the Shift ID of the linked shift. When you click on this field it displays a filtered shift list.

Employee and Manager Self-Service

The following improvements were made to the Employee Manager Self-Service module for version 9.08:

Absence Request: Submitted By and Submitted Date/Time

Absence requests now track the time a request was submitted, along with who submitted the request. 

Approval Reminders

Existing approval reminder functionality has been updated to now allow sending reminders to the manager(s) responsible for approving pending: 

Absence Requests

You can now configure the Sparkrock solution to automatically send absence request reminders. The requests must be created and submitted for approval on Employee Center. 

Note: Absence Request reminder support for delegates is not part of this feature in release 9.08.

For more information, see Creating Reminders.

Appraisal Requests

You can now configure the Sparkrock solution to automatically send absence request reminders.

New Save & Submit Button

A Save & Submit button was added to the Absence Request page in Employee Center. This is intended to reduce problems caused when employees save requests but do not realize that by doing so, they have not submitted them.

On Save & Submit or Submit the calculation details on the request is recalculated to ensure that changes in balances after the request has been created are taken into account at the time of submission

Payroll Administration 

The following improvements were made to the Payroll Administration module for version 9.08:

Overtime Calculation

The Calculate Overtime Payroll Journal calculation option was added. The Calculate Overtime calculation option looks at total weekly paid hours for all overtime eligible controls and compares those total hours with an overtime threshold. If the total paid hours for each week exceeds the overtime threshold, then the system inserts a new overtime paid hour control with the total overtime hours. The existing paid hour controls representing regular hours worked were modified so their total weekly hours do not exceed the threshold value.  

For more information, see Configuring Overtime.

New Vendor Bank Account and Employee Pay Distribution Fields

New fields have been added to the Vendor Bank Account and Employee Pay Distribution pages to inform users if the record is connected to the other system. Users can click the Yes flag to view the related Vendor Bank Account or Employee Pay Distribution record. 

New Method Step to Find Employee Rate

Two new method steps were added to help find the employee rate:

  • AMT IS EE RATE IN MO (Amount is Employee Rate for Entire Month based on Pay Date) using Function No. 2704. If multiple rates are found, this method step uses the last one (most recent date).
  • EXCEPT IF START>15: Raises an exception if the employee is not active on the 15th of the Month using the pay period end, using Function No. 2705. If the assignment starts on or after the 15th of the month, the exception flag will fire. This method step looks at the oldest assignment. 
    Note: the calculation start/end dates are used to determine if the assignment is active, but the assignment start/end dates are used to determine the 15th of the month rule.

New Export/Import Functions 

New functions were to created to import and export payroll control setups from one company to another or one database to another.

For more information, see Importing and Exporting Payroll Setups.

Position Management

The following improvement was made to the Position Management module for version 9.08:

Updates to Load Standard Data Functions

Changes were made to the standard list of HR Reason Codes and the associated HR Function Codes. The following new codes were added:

  • 40  Insert Employee Appraisal. Inserts a new row based on the appraisal on the HR Position.
  • 49  Close HR Position Ledger Entry on Termination (Keep Appraisal). Closes the HR Position Ledger Entry(ies) that are being terminated with no impact on Appraisals.
  • 50 – Update Employee Appraisal with no Date Chg on Appraisal Row.  Create a new Appraisal based on the default appraisal from the HR Position.
  • 51 – Cancel/Close HR Position Entry and Update Appraisal Row with Eff Date Check. Changes the Entry Type to Cancel on the HR PLE selected ONLY if the effective date of the HR Request is the same as the Calc. Start Date of the entry. Otherwise it closes the entry. The appraisal is updated with the new position, but the due date is unchanged.

Also, function 44 was replaced with function 51 in all HR Reason Codes to prevent the automatic deletion of appraisals.

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