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HR Manager for aC3

Everybody wants to have all-in-one suite that serves all company needs. For activeCollab lovers, we are happy to announce that aC3 now has such an extension as HR Manager module.

This module will help you organize people management in activecollab 3. It includes salary management, events (vacations), bonuses, days off, etc. and will work for you if your staff is working on monthly either on hourly basis.

General Information

activeCollab HR Manager module allows you to track salary of your team members from month to month (payouts, rates, withdrawals, bonuses)  if they are working on  hourly or fixed rate monthly basis.

You can also create event types, and assign these events on specific period of time to any employee or contractor. Events will affect monthly payout based on formula associated with that event. Create vacations, absence, business trip or any other type of event to  get complete view of your team productiveness during any period of time.

Most information is located at People->HR Manager, People->Salary, Administration->HR Events. Plus there are extra options where you can view user bonuses and salary – under user profile – at Salary tab.

User Profile is extended with Birthday and Employment Date field that could be set at User Profile -> Salary or People -> Salary -> Edit User Salary, and visible on profile or HR Manager Calendar. There is also an option to quickly get to any module tab using built-in “Jump to” feature located at the bottom of the page.

Installation

  1. Unzip archive to any directory on your computer;
  2. Upload hr_manager folder from ac3.x folder in archive to custom/modules located at your server;
  3. Go to activecollab ->Modules -> HR Manager and Install it;
  4. Setup Permissions to use HR Manager for specific Roles and Users;
  5. Clean Cache – Use Admin Tools at the bottom-left or delete all cch_ files from /cache and all %% files from /compile folder;

System & Module Permissions

When installed you should define what Roles of users should be able to use module features.

Recommendation: set it only to your company employees, freelancers or contractors.

There are System Roles that allow users to see Salary and HR Manager tabs + use widget on home page and Salary tab under Profile. To switch it on, go to Administration ->Roles & Permissions and edit the role of the users who should be able to use module. Check “Use HR Manager” and save settings.

There are 3 options available under HR Permissions:

  • No Access – user won’t see anything related to the module (done for situation mentioned below);
  • Has Access – user won’t be able to change events, assign anything. He only tracks his salary, events, views statistics related to his profile;
  • Can Manage – permissions where you can manage events and types, set bonuses, manage salary, set birthday, employment date, etc.

If “Use HR Manager” is on, all users in this role get Has Access Permissions under Administration -> HR Permissions. If you don’t want any user to use module, go to that page and set No Access to him.

HR Events & Calendar

Events are primarily used to track the effectiveness of your team that work in-house on monthly basis, but can be also used for other purposes.

Create full list of all events possible in your company to be assigned later to users if that event is active. These events can be:

  • Vacation;
  • Overtime;
  • Truancy;
  • Absence;
  • Sickness;
  • Business Trip.

While creating event at Administration -> HR Events, you can set formula so that payout for that day(s) should be calculated according to this event.

Example:

You set Overtime 2/1 * rate and users’ daily rate based on monthly (divided into working days current month) is 80/day. But according to event formula if you assign user this event for 1 day, his daily rate will be 160/day that will affect this month payout.

All events assigned to users could be viewed at People->HR Manager where administrator or “Can Manage” users see all events, associated with any member of the team.

Also they can add or edit events for specific period of time including weekends, but events can’t be overrides, so that only 1 event can happen during 1 day with the same user.

You can go from one to another month to see all previous or future events on the calendar, employees birthdays. Just rollover user on the calendar with the color of the event and you’ll see this day(s) event statistics when user was away or on vacation.
Under the calendar you can see complete overall statistics of all people

or extended statistics of user if you click on his name showing all related events in current months, working days, days off, payout result formula, logged time, billable, non-billable hours if user is working on hourly rate:

Days off & Working Days

At HR Manager page you can setup days off and working days by clicking on any day and at pop-up set checkbox on and off next to Working day option. All days off are marked with specific purple color.

We didn’t use native aC system as it’s not so flexible. By default we take all weekends as days off, but if specific day in your company is working day on Saturday, you can mark it as working day, so that all payouts of your team will be affected.

Salary & Bonuses

Salary tab or widget will show you complete details in table of your team or statistics of a user if you click on his name or if user is using system with “Has Access” Permissions.

You can take off the list yourself by clicking on “Visibility” button, so that you or other management staff is not tracked in the system, but should use system to manage or view HR data.

The system is built the way, so that all rates, bonuses are assigned to current month and automatically migrate to the next month. Go from one month to another to see information specifically for selected month.

Example: if you set $5.000 rate for July, it will be 5.000 in August, September, etc. until you change it to any other rate.


On the page admin will see the list of all salary and user will get the same just related to his profile with following information:

  • Full Name;
  • Rate (selected month);
  • Payout (selected month, based on formula, assigned events this month [monthly basis] or logged hours depending on hourly rate )
  • Withdrawn – how much you withdrew this user if you paid already part of the amount. The month is considered to be closed when withdrawn amount is equal or more than payout amount ;
  • Hours (Logged / Billable / Non-Billable) – hours logged this month and depending on rate for billable and non-billable hours payout is calculated if user is working only on hourly rate this month;
  • Bonus – the mount of all bonuses that are not paid from the past and up to current date
  • Edit icon – pop-up window to change all the data specified for user in current month. User sees the same under profile just without ability to change anything.

Each time user is added a bonus, paid a bonus, withdrawn specific amount, he receives email notification.

Bonuses could be added for any reason, whether it’s freelance, one time job, recalculation for this month, bonuses with minus result, etc. While adding bonus, you specify the reason, and due date when it should be paid. So in the list on user profile you’ll see all bonuses that are not paid, even if they are late until you pay it so that bonus status changed to Paid [payment date].

Once paid, bonus is marked in grey color and fixes this month not going into the next one.

Calculations

Most complex calculations are related to users that are working on monthly basis, as hourly basis is only based on logged hours, billable and non-billable hourly rates. So let’s figure out what parameters affect the calculations.

  • Events – if you missed one or several days in current month, payout result will be different than this month fixed rate, because event has formula that is assigned to this event type;
  • Days off and working days – final payout calculation will also depend on that factor if user worked extra or has any events during current month. All working days and days off could be managed at HR Manager calendar and seen in statistics on the same page;
  • Rate – this parameter is main and should be clear.

Note: Bonuses are not included in payouts and calculated / closed separately.

Example:

Alex’s monthly rate is $1800/month and he missed 3 working days in previous month. So he was assigned “Absence” event, the formula of which is 0/1*rate (daily rate), so that these days won’t be included in total payout.

Alex also worked on Saturday that is day off in his company and we have set up formula for Overtime – 2/1*rate. This day won’t be deducted from total working days, as Alex worked on the weekend.

On HR Manager page in calendar we have 9 weekends and 1 day off custom added as it’s national holiday, so in total there are 10 days off out of 31 and 21 working days in current month.

The payout result formula is automatically calculated that should be:

3/21 * 0/1 *1800 + 1/21 * 2/1 * 1800 + 18/21 * 1800 = $1715

Alex payout this month will be $1715 + bonuses that are not closed.

Hints

  • If your employee started or quit  month from any date that is in the middle of month, just add him event that will close other days with 0 rate called Employment or Quit Period.
7 Aug 2012
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