Staff Management Definitions

LS Retail NAV 6.4

© Copyright 2012, LS Retail ehf. All rights reserved. All trademarks belong to their respective holders.
Contents
1 General Staff Management Definitions .......................................................................... 1
1.1 Roles ........................................................................................................................ 1
1.2 Locations .................................................................................................................. 2
1.3 Regions .................................................................................................................... 2
1.4 Work Codes ............................................................................................................. 3
1.5 Arrangement ............................................................................................................ 3
1.6 Shift .......................................................................................................................... 4
1.7 Salary System Codes .............................................................................................. 4
1.8 Unavailability Types ................................................................................................. 4

Author : LS Retail
Date : May 31, 2012

LS Retail ehf.
Hofdatun 2, 105 Reykjavík, Iceland
Tel: +354 414 5700 Fax: +354 571 2728
Staff Management - Definitions

1 General Staff Management Definitions

Before we start setting up the Staff Management module a couple of issues need to be settled first.
We need to define what salary levels to use, which roles to use, shift definitions and so on. This
document will be a guideline to help you make your definitions. It is important that you decide what
regulating framework to follow before setting up the module. By creating this framework beforehand
the setup process for both hotel and user will be easier.

This document is meant to give some ideas of what each location needs to define to be able to utilize
the system in the best way. It is not meant to be used as a template, but to help you start with the
thinking process.

1.1 Roles

Roles are used to define all the different positions possible at a location. The user can give each role a
short code (to use in the roster planning) and an average salary cost. These definitions can help in the
staff planning and budgeting at a location.

Examples of roles can be:

Retail
 Cashier
 Floor sales
 Extra personnel
 Goods receiving
 Warehouse
 Manager

Hotel Front Desk

 Front Office Manager
 Concierge
 Service Manager
 Night Manager
 Receptionist
 Receptionist Extra

Restaurant
 F&B Manager
 Waiter
 Waitress
 Restaurant Extra
 Breakfast Crew
 Head Waiter
 Someliére
 Runners
 Trainee

Bar
 Bartender
 Bar Manager
 Bar Extra

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Housekeeping
 Housekeeping Assistant
 Housekeeping Manager
 Housekeeper Extra
 Housekeeper

Conference & Banqueting

 Conference Crew
 Meeting & Event Coordinator
 Conference Booking
 Conference Crew Extra
 Team leader

Kitchen
 Head Chef
 Sous Chef
 Chef
 Cleaning staff
 Trainee
 Extra kitchen

1.2 Locations
A location in Staff Management is used to define the different departments, and you can even divide
one department into several locations if necessary. For instance if the restaurant would like one staff
management plan for the kitchen staff and one for the restaurant staff you can make two locations.
Each location can have numerous shifts.

Examples of locations can be:

 Kitchen
 Restaurant
 Bar
 Front Desk
 Conference
 Retail Store
 SPA
 Pro-shop
 Housekeeping

1.3 Regions
This definition is used to differentiate between regions and that way determine use of staff across
locations. A staff member can be defaulted to a fixed location (see the employee card, work location
field), which will automatically include the employee to the roster plan at that specific location. Other
employees can be added to a roster plan, given that they belong to the same region as the roster
being scheduled. For instance if you have defined two locations at a hotel, restaurant and front desk,
you need to define one region. In this example we call it HOTEL. So when we now have defined a
region we can allocate both locations to this region. If we do that we get the opportunity to include
employees from one location to another. An employee that normally works at the front desk can now
be assigned a shift in the restaurant.

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Staff Management - Definitions

Note: it is not necessary to define regions if you only have a single retail store or a restaurant. This is
because it is only necessary to define one location.

1.4 Work Codes

Work codes define different type of work hours, and are used to differentiate between salary rates.
This is a very important definition, and needs to be done beforehand.

The actual salary codes per individual are then linked to the work codes to get the exact salary amount
for each staff member. See the arrangement setup to define how the time settings define when a work
code is selected during time registration.

Examples on work codes can be:

 Normal (a standard rate per hour)
 Normal+7 ( standard rate per hour + additional per hour for experienced staff)
 Normal+21 (standard rate per hour + additional fee per hour 18-21 mon-fri)
 Normal+42 (standard rate per hour + additional fee per hour 21-24 mon-fri)
 Normal+84 (standard rate per hour + additional fee per hour 24-06 mon-fri)
 Overtime 50% (standard rate per hour + 50% of standard rate in overtime supplement)
 Overtime 100% (standard rate per hour + 100 % of standard rate in overtime supplement)
 Saturday+42 (standard rate per hour + additional fee per hour 13-16)
 Saturday+84 (standard rate per hour + additional fee per hour 16-24)
 Public holiday (standard rate per hour + 100% of standard rate in additional fee)

1.5 Arrangement
Work arrangement is what we call the different types of definitions of our staff. When we hire staff we
usually hire them on different conditions. Some might be hired fulltime, others just part-time.

Such arrangements can be:

 Fulltime
 Part time
 On call

When defining what kind of work arrangements there are in a company, we also have to allocate what
sort of salary settings we want for each arrangement. In this salary setting we use work codes (see
previous page) to define what salary to use for different hours of the day.

These salary settings can be:

 Monday – 24-06 – Normal+84

 Monday – 06-18 – Normal
 Monday – 18-21 – Normal+21
 Monday – 21-24 – Normal+42

These settings must be defined for each work arrangement. It is important to remember that there
might be different work codes for one location to another. By this it means that an employee in the
restaurant can have different work codes and salary settings than an employee working in the front
desk. Therefore, we need to take that into consideration when defining salary settings for a work
arrangement.

There must be defined salary settings for every day of the week on all employees, even the ones with
a fixed monthly salary. You can copy and paste the salary settings from one work arrangement to
another.

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Staff Management - Definitions

1.6 Shift
A day consists of several shifts, and to each shift it is allocated employees. For better explanation we
can use an example; in a reception it is defined that one employee can only work 8 hours totally per
day. A day has 24 hours. To be able to cover all hours of the day we divide it into shifts, and then
allocate employees to different shifts. This is called a shift plan. Each location we have defined for our
company might have divided these shifts differently during a day. We cannot create a shift with the
same name, therefore be creative.

Examples of shifts can be:

Retail store
 Shift1 – Morning (09-15)
 Shift 2 – middle shift (12-18)
 Shift3 – Late shift (15 – 21)

Hotel Front Desk

 Shift 1 – Morning (07-15)
 Shift 2 – Evening (15-23)
 Shift 3 – Night (23-07)
 Shift 4 – Day (08-16)
 Shift 5 – Afternoon (14-22)

Restaurant
 1 – Breakfast (0530-1330)
 2 – Morning (rest) 08-16
 3 – Day (rest) 10-18
 4 – Evening (rest) 14-22
 5 – Night (rest) 18-02

Housekeeping
 A – Morning (05-13)
 B – Mid-day (07-15)
 C - Day (HK) 12-20
 D – Evening (HK) 14-22

When defining shifts for each location, remember to define break hours as well.

1.7 Salary System Codes

Here you need to define the general salary codes used in the system. It is recommended to use the
same codes in this form as the ones used in the salary system. It’s important that you define what rate
to use and amount or percent of additional fees for each salary code. Also define different fixed
monthly salaries.

The Salary system codes are required when using exact salary within the roster.
See appendix 1 for more information about what codes to use.

1.8 Unavailability Types

Unavailability types are used to define different types of codes to use when employees are unavailable
for work. By applying such codes it makes it easy to identify and see why the person is not available
for the roster plan. You can also define if an unavailability type requires pay or not.
Examples of unavailability types can be:

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Staff Management - Definitions

 Sick leave (long term)

 Sick leave (max 3 days in a row)
 Holliday
 Leave of absence without pay
 Maternity leave
 Personal matters

When you have made all these definitions you are ready to start setting up the Staff Management
module.

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