nautilus release notes - sage people · the sage people nautilus release, january 2018, includes:...

SP-NTS-NTS-RN-201801--RNTS.00

Nautilus Release Notes

© Sage 2018 2

© Sage 2018. All rights reserved.

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SP-NTS-NTS-RN-201801--RNTS.00

Contents

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Contents

About these Release Notes 6 Related Information 8

Release Summary 9

Release Content 11

Transferring Team Members Between Departments and Managers 12 Using the Organization Home Page 13 Using Filters 14 Using the Team Member Transfer Wizard 16 Transfer 19 Setting up the Organization page 20 Setting up Future Dating for Team Member Transfers 21

Link Job Description to Job Library Item 23 Linking a Job Library Item and Job Description 24 Creating a New Job Library Item 28 Change Position 30

Enhanced WX Org Chart 31 Profile Settings for Mobile 37

Continuous Feedback for Performance Review 39 Adding Continuous Feedback to a Performance Review 40 New Performance Review 42 How to Set Up Continuous Feedback 45

Configure Page Settings: Performance Review 45 Policy Options: Performance Review 46 Setting Up Performance Review Templates 49 Creating a Performance Review Template 50 Displaying Performance Review Feedback in the HR Manager Portal 54

Translation Workbench: Performance Review 55

Contents

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Performance Overview 56 How to Set Up Performance Overview 57

Policy Options: Performance Overview 58 Viewing Your Performance Overview 59 Viewing a Performance Overview for a Team Member 62 Viewing Objectives 63 Reviewing Objectives 64 Editing Objectives 65 Creating a Performance Review 66 Viewing a Performance Review 67 Editing a Performance Review 68 Executing Performance Review Actions 69 Viewing, Editing, and Adding Continuous Feedback 70 Creating a Performance Overview PDF 71 Translation Workbench: Policy 72

Enhanced Timesheets in WX 79 Introduction 79

Timesheets: Common Elements 80 Time Reporting by Total Time 81 Time Reporting by Start-End Time 82 Time Reporting by Pay Code 84 Time Reporting by Work Allocation 85

Using Sage People Time in WX 87 Viewing Your Timesheets 87 Entering Time Worked 91 Approving Timesheets 97 Viewing Completed Timesheets 98

Using Sage People Time in the HR Manager Portal 99 Creating a Timesheet 100 Editing a Timesheet 101 Creating a Time Report 101 Editing a Time Report 103

Setting up Sage People Time 104 Setting up Pay Codes 105 Setting up an Overtime Rule 107 Setting up a Timesheet Pattern 117 Setting up Work Days Patterns 122 Setting Up Work Allocations 126 Configure Policies and Profiles For Sage People Time 131 Action Events: Timesheet 134 Translation Workbench: Time 135

Contents

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Pulse Surveys 140 What You Need 140 Setting Up Pulse Surveys 141

Creating a New Survey 142 Defining Survey Questions 144 Specifying Survey Dimensions 145 Copying a Survey 149 Configure Page Options 150

Setting Up WX to Display a Survey 151 Creating a New Internal Communication 152 Creating a New WX Service 152 Creating a New WX Process 153

Completing a Survey in WX 157 Pulse Survey Reporting 160 Process Confirmation Reporting 161 Translation Workbench (Pulse Surveys) 162

Internal Communications Enhancements 164 Internal Communication Multi Filters 165 Changing the Internal Communication Detail Page Layout 166 Using the Internal Communications Multi Filters Related List 168 Creating a New Internal Communication 169 Copying an Internal Communication 177

Entering Provisional End Dates for Absence 178

Russian Added to Available Languages 180 Adding and Amending the Language Selector Picklist 181

Benefits Enhancements 182

Recent Platform Enhancements 183 Files to Replace Attachments 184

Glossary of Terms 188

Index 190

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About these Release Notes Welcome to the Sage People Nautilus Release!

Nautilus delivers new versions of the following packages:

• Async Reporting: version 21.01

• Data Loader: version 21.01

• Human Capital Management (HCM): version 21.06

• Payflow: version 21.02

• Recruit: version 21.03

• Resource Manager: version 21.01

• Time: version 21.02

These are the initial Nautilus production releases. Any further minor releases increment the number after the decimal point.

These Release Notes provide full information on what has changed in this release:

• A brief, high level summary of the functionality.

• Step by step set up and usage information:

indicates a completely new feature for this release.

indicates a significantly enhanced feature for this release.

Highlighted text indicates other enhancements.

To make it easier for you to find enhancements to the parts of Sage People that you use most often, information is ordered by product area. Select the links in the Release Summary, use the bookmarks, or navigate using the contents list.

About these Release Notes Related Information

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Nautilus was probably the first functional submarine, designed by American inventor Robert Fulton between 1793 and 1797 and built to serve the French navy. She was laid down at the Perrier shipyard in Rouen and underwent her first test dives in the river Seine in July 1800. Further trials were conducted in the harbor at Le Havre. Successfully tested under submersion in 25 feet (7.6 meters) of water, Fulton and three crew with two burning candles for illumination remained for an hour. Subsequent trials were also successful and led to the recommendation by the overseeing committee to build two larger submarines. Nautilus herself suffered leaking and was dismantled by Fulton before she could be viewed by Napoleon in September 1801.

Nautilus was built with iron ribs covered in copper sheets and had a hull shaped like an extended teardrop. At 21 feet 3 inches (6.4m) long and 6 feet 4 inches (1.93m) in the beam, Nautilus had a hollow iron keel, flooded and emptied to control buoyancy. She was propelled by a hand cranked screw propeller and, when surfaced, by a collapsible fan shaped sail.

The Sage People Nautilus Release, January 2018, includes:

• The general availability release of Pulse Surveys.

• Enhancements to performance management enabling continuous feedback and including a new Performance Overview process.

• Multi-filters for Internal Communications.

• Cross department visibility for HR Managers.

• The ability to link Job Descriptions to Job Library Items.

• A completely reworked and updated interface for Timesheets in WX.

• A new look organization chart.

• Enhancements to benefits administration.

• Russian language translation for all generic terminology, including tool tip help.

• The Sage People rebrand of the desktop interface.

About these Release Notes Related Information

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Related Information Full documentation supporting Sage People Nautilus is available in the following guides:

HCM Configuration Guide Coverage summary

How to set up, manage, and maintain the Sage People HCM system. Includes detailed configuration information.

Typical target audience

You have overall responsibility for the content of the Sage People system within your organization and provide first line support for HR Managers.

Time: A Complete Guide Coverage summary

How to set up and use Timesheets on Sage People. Covers Timesheet completion and approval through WX, and maintenance through the HR Manager's Portal. Includes step by step guidance for setting up Pay Codes, Overtime Rules, Timesheet Patterns, and Work Allocations, and reference tables of field names and profile settings.


You have responsibility for supporting Sage People Time within your organization.

WX Configuration Guide Coverage summary

How to set up, manage, and maintain the extra functionality delivered with Sage People WX. Includes detailed configuration information. The information builds on the HCM Configuration Guide.


You have overall responsibility for the content of the Sage People system within your organization and provide first line support for HR Managers.

WX: Guide for Users Coverage summary

How to use Sage People WX for all day to day HR processes, such as booking vacation and recording absence, setting and checking objectives, and recording changes to your personal circumstances.


You are an employee with no special HR duties, though you may run a team and have operational responsibility for them. You want quick and easy self service access to the information your organization asks you to maintain about yourself and your direct reports.

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Release Summary Feature Select the link to jump to a full description.

See the guide for related information.

No setup WX HR/Recruit Manager Portal

HR/Recruit Admin.

Contact Sage People

Switchable Setup Setup

Note 1 Note 2 Note 3 Note 4 Note 5

Major functional enhancements

Transfer Wizard for moving Team Members New Organization tab for a view of your workforce, and simplified transfer between managers and departments (see page 12).

HCM Configuration Guide HCM: Guide for HR Managers

Link Job Descriptions and Job Library Items Link descriptions and profiles and automatically create new Job Description records on job change (see page 23).

HCM Configuration Guide HCM: Guide for HR Managers

Enhanced WX Org Chart A new look Org Chart in WX (see page 31)

WX Guide for Users Mobile Android Configuration Guide Mobile iOS Configuration Guide

Continuous Feedback for Performance Review As the sole means of performance appraisal, or combined with periodic formal review (see page 39).

WX Configuration Guide WX Guide for Users

Performance Overview A new WX Process gives a consolidated view of Objectives, Performance Review, and Continuous Feedback (see page 56).


Enhanced Timesheets in WX Timesheets now fully integrated in WX, with a new look and simplified user experience (see page 79).

Time: A Complete Guide WX Guide for Users

Release Summary

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Feature Select the link to jump to a full description.

See the guide for related information.

No setup WX HR/Recruit Manager Portal

HR/Recruit Admin.

Contact Sage People

Switchable Setup Setup

Pulse Surveys Now fully available in WX (see page 140).

Analytics: Pulse Surveys

Internal Communications Enhancements Multi-filters and improved ease of use (see page 164).


Other enhancements

Russian language support Now available for all packages (see page 180).

HCM Configuration Guide

Benefits Enhancements New fields for benefit enrollment (see page 182).

Payflow Implementer's Guide

Files to replace attachments A recent Platform enhancement changes the way files and attachments are handled (see page 184).

Notes 1. Features are present and require no setup to use.

2. Features appear in WX and can be switched on or off using a Policy or Configure page setting.

3. Features appear in the HR Manager Portal or the HR Recruit Portal and can be configured.

4. Features are available to the HR or Recruit Administrator and require configuration.

5. Contact Sage People if you wish to use these features.

• No new features force you to use them.

• Choosing to use the new features can greatly enhance your Sage People experience, but you can continue to use your existing system in its current form.

• None of your customizations are affected.

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Release Content The following pages provide full information on what has changed in this release, arranged by feature as listed in the

Release Summary.

Transferring Team Members Between Departments and Managers

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The Transfer Wizard enables you to transfer selected Team Members:

• From one HR Department to another.

• From one manager to another.

You can execute transfers immediately, or on specified future dates.

You can start the Transfer Wizard:

• From the Organization Home page (see page 13).

Use Organization: o For access to all Team Members in your organization. o To apply filters to the list of Team Members so you can focus on a subset. o To transfer multiple Team Members in a single operation.

• From the Team Member Detail page.

There are two configuration steps enabling you to refine the process:

• Set up the Organization page to display the columns and filters you want (see page 20).

• Set up Future Dating for the Transfer Wizard (see page 21).

You can use the Transfer Wizard without implementing future dating - all transfers are then immediate.

Transferring Team Members Between Departments and Managers Using the Organization Home Page

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Using the Organization Home Page Select the Organization tab.

Sage People displays the Organization Home page:

By default the Organization page displays for each Team Member in your organization:

• Name

• Thumbnail

• Job Title

• Country

• HR Department

• Manager Name

Your Sage People Administrator can change the information displayed, adding or removing columns as necessary (see page 20).

Selections you make are preserved as you page through the display.

Organization enables you to page through up to 2000 Team Members - refine the list if you are working with a larger organization. You can refine the list of Team Members displayed by using Filters (see page 14).

Transferring Team Members Between Departments and Managers Using Filters

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Using Filters Each column on the Organization page has a corresponding filter - display filters by selecting Show Section - Filters:

The Filters section expands:

Enter the values you want to use to select a subset of Team Members to display, then select Apply Filters.

Transferring Team Members Between Departments and Managers Using Filters

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For example, as the HR Manager for all UK based HR departments, filtering on HR Department with the value UK (Head Office):

When you have a display including the Team Members you want to transfer, select the Team Member(s) you want to transfer:

Select Transfer. Sage People opens the Transfer Wizard (see page 16).

Transferring Team Members Between Departments and Managers Using the Team Member Transfer Wizard

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Using the Team Member Transfer Wizard You can start the Transfer Wizard:

• From the Organization Home page (see page 13).

• From the Team Member Detail page (see page 19).

The process is the same in both cases - use the Organization page to transfer more than one Team Member at a time. Images in this section show a transfer of two Team Members and follow selection of the Transfer button on the Organization page.

1. To start the Transfer Wizard, select Transfer.

Sage People displays step 1 of the Transfer Wizard:

2. Check you selected the correct Team Members. Select:

o Next to continue with the transfer. o Cancel to return to the Home page and change your selection. The filters are cleared and the complete

list of Team Members redisplayed.

Selecting Next displays Step 2 of the Transfer Wizard:

If future dating is not enabled, the Job Effective Date step is not displayed.


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3. Enter the date you want to transfer to take effect. o Select today's date to the right of the field if you want the transfer to be immediate. o You can select a future date if future dating has been configured for Team Member transfers (see page

21). Select the field to display a date selector.

Select: o Previous to step back through the Transfer Wizard. o Next to continue with the transfer. o Cancel to return to the Home page and change your selection. The filters are cleared and the complete



4. Check the transfer date is correct. If the Team Members are transferring to:

o A new HR Department: select Department Lookup , find and select the destination department. o A new manager: start typing the new manager name to display a shortlist of matching names, then

select the destination manager.

Select: o Previous to step back through the Transfer Wizard. o Next to continue with the transfer. o Cancel to return to the Home page and change your selection. The filters are cleared and the complete




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5. Check all details are as you want them.

Select: o Previous to step back through the Transfer Wizard. o Update to commit the transfer. o Cancel to return to the Home page and change your selection. The filters are cleared and the complete


Selecting Update completes the Transfer Wizard. Sage People displays a confirmation message:

...and a confirming email is sent to the address associated with your User. The email confirms the number of Team Members to be transferred and includes the Job ID of the transaction.

If the email is not received, ask your Sage People Administrator to check the status of the Trigger Action Email field on the Employment Record. If set to Change, the email is not sent. The field must be reset to Start.

On completion, if Job History is enabled a new Job History record is created for each Team Member who has been transferred.

Transferring Team Members Between Departments and Managers Transfer

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Transfer

Transfer enables you to move a Team Member from:

• One HR Department to another.

• One Manager to another.

Selecting Transfer starts the Transfer Wizard (see page 16).

Transferring Team Members Between Departments and Managers Setting up the Organization page

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Setting up the Organization page By default the Organization Home page includes the following Team Member information:

• Name

• Thumbnail

• Job Title

• Country

• HR Department

• Manager Name

Each field is displayed in columns and is also available as a filter - supply values for the filters to focus the display on Team Members who match the criteria you specify.

To change the fields displayed, edit the Team Member Organization Field Set:

1. Go to Setup > App Setup > Create > Objects and select the Label for the Team Member object.

2. Select the Field Sets Related List.

3. For the Organization Field Set, select Edit.

4. Select the fields you want to add to the Organization Home page, drag and drop them into the Field Set.

The Organization Home page displays the fields in the order shown in the Field Set panel - top to bottom in the Field Set panel is rendered left to right in the columns on the Home page.

Move the fields in the Field Set panel into the order you want.

5. Select Save to save your changes and return to the Team Member Field Sets list.

Transferring Team Members Between Departments and Managers Setting up Future Dating for Team Member Transfers

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Setting up Future Dating for Team Member Transfers The Transfer Wizard enables you to transfer Team Members immediately or, if configured, at a specified date in the future. To enable future dating for Team Member transfers:

1. Ensure the Department and Manager fields are in the Employment Record Job History Field Set:

a. Go to Setup > App Setup > Create > Objects and select the Label for the Employment Record.

b. Select the Field Sets Related List.

c. For the Job History Field Set, select Edit.

d. If the Team Member > Department and Team Member > Manager fields are not in the Field Set: In the left panel, select Team Member. Drag and drop the Department and Manager fields into the Field Set.

e. Select Save.

The Job History Field set contains the fields copied to create a new Job History record whenever any of the fields change in the Employment or Team Member records.

2. Ensure the Job History object includes Department and Manager fields of the same name and same type as those fields in the Employment Record Job History Field Set, enabling new Job History records to be created:

a. Go to Setup > App Setup > Create > Objects and select the Label for the Job History object.

b. Go to the list of Custom Fields and Relationships.

c. If Department and Manager are not in the list of Custom Fields, add them: Select New. Use the following settings for each field:

Department Manager

Step 1 Data Type

Lookup Relationship

Step 2 Related Object

HR Department

Team Member

Step 3 Label Name Child Relationship Name

HR Department

Department Job_History

Manager Manager

Job_History

Step 4 Security

Visible to Fairsail Administrator Visible to Fairsail HR Manager Visible to System Administrator

All other Profiles unchecked.

Step 5 Page Layouts

Add field to Job History Layout

Step 6 Related Lists

Add Job History to Department and Department Layout

Select Save.


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3. On the HCM Configure page ensure: o Use Job History is checked. o Use Future-Dated Job Histories is checked. o Handle Future Job History Dating is set to run daily at a time of your choice.

Link Job Description to Job Library Item

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Link Job Description to Job Library Item A Job Description Library Item stores a text description of a job; a Job Library Item stores the data fields associated with defined jobs, such as the job title, grade, salary band, and job profile. You can now link a Job Description to an underlying Job Library Item and to the associated Job Profile, enabling a more co-ordinated approach to job definition and automated maintenance of job definitions. The new functionality enables automatic creation of a new Job Description record when a Team Member changes job.

Link Job Description to Job Library Item Linking a Job Library Item and Job Description

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Linking a Job Library Item and Job Description You can link a Job Library Item to a Job Description. Follow these steps:

1. To enable you to select a Job Description to link to a Job Library item, add the Job Description Library Item field to the Job Library Item Detail and Edit pages:

Add the Job > Job Description Library Item field to the Employment Record > Job Library Field Set:

a. Go to Setup > App Setup > Create > Objects.

b. Select the Label for Employment Record.

c. Go to the Field Sets Related List and select Edit for the Job Library Field Set.

d. In the left panel select Job.

e. Drag and drop the Job Description Library Item field into the Field Set.

f. Select Save.

Next time you view or create a Job Library Item (see page 28), the page includes the Job Description Library Item field.


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2. To enable you to see which Jobs are linked to a Job Description, add the Job Library Related List to the Job Description Detail page:


b. Select the Label for Job Description Library Item.

c. Go to the Page Layouts Related List and select Edit for the Job Description Library Item Layout.

d. In the left panel select Related Lists.

e. Drag and drop the Job Library Related List onto the page layout.

f. Select Save to save the Page Layout.

g. If prompted to overwrite users' Related List customizations, select Yes.


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3. To enable you to see the links between all Job Library Items and Job Descriptions on a single page, add a Job Description column to the Job Library home page:


b. Select the Label for Job Library Item.

c. Go to the Search Layouts Related List and select Edit for the Job Library Tab.

d. In the list of Available Fields select Job Description Library Item and select Add to move the field to the list of Selected Fields.

e. Use the Up and Down arrows to position the field where you want it in the table.

f. Select Save.


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4. To enable you to change the Job Library Item for a Team Member, and any linked Job Description automatically at the same time, ensure the Job field is included on the Team Member Job Change edit page:

a

Add the Job field to the Employment Record > Job Change Field Set. The Job Change Field Set holds editable fields displayed to the HR Manager when changing job details for a Team Member.


b. Select the Label for Employment Record.

c. Go to the Field Sets Related List and select Edit for the Job Change Field Set.

d. Drag and drop the Job field into the Field Set.

e. Select Save.

Next time you select Change Position (see page 30), the page includes the Job field.

Link Job Description to Job Library Item Creating a New Job Library Item

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Creating a New Job Library Item To create a new Job Library Item:

1. Select the Job Library tab.

Sage People displays the Job Library Home page.

2. Select New Job Library Item:

Sage People displays the Job Library Item page:

Link Job Description to Job Library Item Creating a New Job Library Item

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3. Complete the fields as follows:

Job Library Item A unique code or label for this item. Sage People recommends making Job Library Item a required field to ensure this field always contains a meaningful and valid Job name. If this field is allowed to remain blank Sage People inserts a 15 character alphanumeric code. To make the field required you needs access to Setup. Then follow these steps:

a. Go to App Setup > Create > Objects and select the Label for Employment Record.

b. Go to the Field Sets Related List and select Edit for the Job Library Field Set.

c. In the Field Set, select the Job > Job Library Item field.

d. Select Properties .

e. In the Field Set Item Properties dialog, select Required.

f. Select OK to save your change and close the dialog. A red star is added to the Job Library Item in the Field Set to indicate it is a required field.

g. Select Save to save your change and close the Field Set. Job Title Text. The name you want to apply to the job.

Grade Picklist. Select a grade in line with your organization's requirements.

Salary Band Picklist. Select a salary band in line with your organization's requirements.

Job Profile Picklist. If you maintain a Job Profile library, job profiles are listed for you to select.

Function Text. A brief statement of job function.

Job Description Library Item

The Job Description Library Item you want to link to this Job Library Item. Select Job Description Library Item Lookup , find and select the Job Description you want. You can select from all active Job Descriptions - those that have not been activated are not listed. Job Library Items linked to Job Descriptions are listed in the Job Library Related List on the Detail page for the Job Description Library Item.

You can subsequently change the values entered here, but remember that any changes you make are automatically copied to all Team Member records linked to the job.

4. For the Effective Date: o If you are creating a new job library item you can enter a date from which you want the job to be

available. o If you are correcting a job library item, leave Effective Date blank. o If you are changing the job because of a re-evaluation, enter an effective date from which the

re-evaluation takes effect.

Entering an effective date creates a new record for the Job History of all Team Members linked to the job.

5. Select Save.

Link Job Description to Job Library Item Change Position

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Change Position

Change Position enables you to change a Team Member's job as recorded on Sage People.

On the Team Member Job Change page:

1. Select the Job Effective Date field and use the date picker to select the start date for the new job.

All job changes must have a Job Effective Date. Dates can be in the past, today, or in the future.

2. Complete any other fields as necessary.

To apply changes stored in a Job Library Item, complete the Job field.

If the Job Library Item is linked to a Job Description, changing the Job field changes the linked Job Description too.

3. Select Save.

Fields displayed on the Team Member Job Change page can be configured - ask your Sage People Administrator to modify the Job Change Field Sets on the Team Member and Employment Record objects.

Enhanced WX Org Chart

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Enhanced WX Org Chart The WX organization chart has been reworked with improved functionality and a more contemporary look. The Classic org chart is retained for display through the Team Member Detail Org Chart button in the HR Manager portal.

To enable Mobile support for the enhanced Org Chart, ensure Profile settings are updated to include two new Apex Classes (see page 37):

• fHCM2.OrgChartV2DetailsREST

• fHCM2.OrgChartV2REST

Use the People Bar to find the person you want to use as the focus for the

Organization Chart.

Select > to show contact details:

Select ORG CHART:


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If you manage a team, you can use the Org Chart link in the Team section of the Navigation Bar to display an Org Chart for

your team:

If the org chart links are not displayed in the People Bar or Navigation Bar, check with your WX administrator - a configuration option enables these links to be hidden.

WX displays an Org Chart focused on the person you chose:


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By default, the Org Chart displays with Team Member details collapsed.

The Direct Reports count excludes Team Members who have left and not yet

been replaced: When Team Members with direct reports leave, they remain on the Org Chart until replaced, but they are not included in the

Direct Reports count. To display details, select More:

WX expands the display:

Select Less to return to the default display.

Select anyone in the Org Chart to change the focus to that person.

To create a print ready version of the

chart, select the number of Levels you want the chart to show...:

...then select Print:

Note: Organization Chart printing is not supported in Internet Explorer 9


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If you have a team, WX displays an Org Chart link in the Team section of the

Navigation Bar:

The Org Chart link displays the chart with your manager, colleagues, and direct

reposts.

To display a team for a direct report, select the direct report to change the

focus to that person:

Enhanced WX Org Chart Profile Settings for Mobile

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Profile Settings for Mobile Profiles assigned to Team Members who are to use Mobile must include the following access permissions:

Administrative Permissions

API Enabled

Apex Class Access Package

fHCM2.CategoryNoticeboardREST Fairsail HCM

fHCM2.ContactsREST Fairsail HCM

fHCM2.FileUploadREST Fairsail HCM

fHCM2.GroupsREST Fairsail HCM

fHCM2.OrgChartREST Fairsail HCM

fHCM2.OrgChartV2DetailsREST Fairsail HCM

fHCM2.OrgChartV2REST Fairsail HCM

fHCM2.ProcessActionsREST Fairsail HCM

fHCM2.ProcessCategoriesREST Fairsail HCM

fHCM2.ProcessCategoryREST Fairsail HCM

fHCM2.ProcessDataOperationsREST Fairsail HCM

fHCM2.ProcessDataREST Fairsail HCM

fHCM2.ProcessDataViewsREST Fairsail HCM

fHCM2.ProcessNoticeboardREST Fairsail HCM

fHCM2.ProcessOperationOptionsREST Fairsail HCM

fHCM2.ProcessesREST Fairsail HCM

fHCM2.ProcessServiceREST Fairsail HCM

fHCM2.ProcessServicesREST Fairsail HCM

fHCM2.SearchOptionsREST Fairsail HCM

fHCM2.SearchREST Fairsail HCM

fHCM2.TranslationREST Fairsail HCM

fHCM2.ViewportREST Fairsail HCM

fHCM2.WxCssREST Fairsail HCM


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Visualforce Page Access Package

fHCM2.CollaborationPortalCSS Fairsail HCM

fHCM2.CollaborationPortalIndex Fairsail HCM

fHCM2.CustomLabelTranslations Fairsail HCM

Continuous Feedback for Performance Review

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Continuous Feedback for Performance Review

Provide feedback to your Team Members on their performance throughout a review period, and enable Team Members to contribute their own comments and actions related to their performance.

The Performance Review process can be set up to enable continuous feedback as the sole means of providing feedback to Team Members, or in addition to a more formal, periodic review (see page 45).

Continuous Feedback uses a Performance Review Template, configured to include fields for continuous feedback - it is not supported by Performance Reviews configured using Field Sets.

Continuous Feedback for Performance Review Adding Continuous Feedback to a Performance Review

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Adding Continuous Feedback to a Performance Review

When set up to use Continuous

Feedback, the Detail view of an ongoing Performance Review displays the Add

Feedback link. Select Add Feedback:

WX displays the Add Feedback view:

Add your comment. Use the formatting options as necessary:

Add any Actions related to the comment:

Select Save:

The feedback is added to the Detail view with the date and originator:

Entries are listed in reverse date and time order, with the most recent at the top of

the list.

Continuous Feedback for Performance Review Adding Continuous Feedback to a Performance Review

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You can continue to use Add Feedback as long as the Performance Review is

ongoing. To edit the most recent feedback, select

Edit Latest Feedback:

WX displays the Edit Latest Feedback view:

Make the changes you want and select

Save.

Continuous Feedback for Performance Review New Performance Review

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New Performance Review

A manager can create a new performance review for one of their direct reports if there is no ongoing review. Team Members can have only one active Performance Review at one time.

1. In the People Bar, select the Team Member:

2. In the Service Bar, select the WX Service hosting the Performance Review Process, and then Performance Review:

3. On the Performance Review Details view, select New:

If the team member has a performance review already entered in Draft, Approved, or Revealed status you cannot create another review, and WX displays the current performance review. A team member cannot have more than one performance review ongoing at the same time.


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4. If your organization is using Performance Review Templates, use the picklist to select a Template: Performance Review Templates can be set up to support: o Formal reviews o Continuous feedback reviews o Formal reviews with continuous

feedback The picklist includes just the Templates supporting the type of review configured for the Team Member, and defaults to the Template selected by your Administrator on the Policy assigned to the Team Member.

5. On the Edit Performance Review view, enter the details for the performance review. Mandatory fields are marked with a red asterisk. Options can vary depending on your company's requirements, but details typically include:

Rating The overall performance rating for this team member. This will take into account all objectives, targets, personal development etc achieved by that team member during the year.

Training The manager's review of any training activities undertaken by the Team Member during the period.

Review A written description expanding on the performance rating.

Strengths The strengths displayed by the Team Member in the period.

Development Needs Any development needs for the Team Member.

Career Aspirations How the Team Member wants their career to develop.

Mandatory fields are marked with a red asterisk:


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6. To add an attachment to the Review you can: o Select the Update or Drag and

Drop field at the bottom of the view, find and select the file.

OR o Drag and drop the file into the

field.

7. Select: o Save to save the review as a draft, enabling you to make further changes before you reveal the review to the Team

Member. o Reveal to Team Member if you have completed your part of the review and want the Team Member to see it. o Cancel to discard your changes and display the Performance Review Detail view.

Continuous Feedback for Performance Review How to Set Up Continuous Feedback

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How to Set Up Continuous Feedback 1. On the HCM Configure page, select a Performance Review Format including Continuous Feedback (see

page 45). The Configure page setting provides a default for all Policies in your Org.

2. In each Policy where you want to use Continuous Feedback, select a Performance Review Format including Continuous Feedback (see page 46).

3. Set up one or more Performance Review Templates you want to use for Continuous Feedback (see page 49).

Configure Page Settings: Performance Review Use Performance Review Templates

Checkbox. If checked:

• New Performance Reviews use Performance Review Templates in place of Field Sets.

• Overrides Policies with the Policy checkbox Use Performance Review Templates unchecked.

If unchecked:

• New Performance Reviews use Field Sets to control Review displays.

• Does not override Policies with the Policy checkbox Use Performance Review Templates checked.

Performance Review Format

Picklist. Use when Use Performance Review Templates is checked. The type of Performance Review process you want to use. Select the picklist and choose from:

• Formal Review Only

• Continuous Feedback Only

• Formal Review With Continuous Feedback


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Policy Options: Performance Review

Option Description

Performance Reviews Checkbox. If checked, the Performance Review process is active and can be enabled for WX users.

Performance Review Repeat Number. Number of months between performance reviews. The manager receives an action prompt to do another review when due. Note: Action prompts are generated when the Sage People Action Creation Time is active - check the HCM Configure page (Setup > App Setup > Installed Packages > Fairsail Human Capital Management > Configure).

New Performance Review Picklist. The lowest level able to start a performance Review. Select from:

• Team Member: Not used.

• Manager: can be started by manager or HR.

• HR: can be started by HR only. Create Performance Review When Due

Checkbox. If checked, and the Sage People Action Creation Time is active, a new Performance Review for the Team Member is automatically created on the due date. Sage People Action Creation Time is set on the HCM Configure page (Setup > App Setup > Installed Packages > Fairsail Human Capital Management > Configure).

Default Performance Review Template Picklist. If Use Performance Review Templates is checked AND Create Performance Review When Due is checked, the Performance Review Template to use by default when a new Review is created. Select the picklist and choose the Template you want to use as a default. The picklist lists just Templates of the Format selected in the Performance Review Format picklist.

Self Review First Checkbox. If checked, the self performance review must be revealed first, before the manager is prompted to do their review.

Require Competency Assessment On Reveal

Checkbox. If checked, a recent competency assessment is required before a performance review is revealed.


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Option Description

Require Objective Review On Reveal Checkbox. If checked, all objectives that need to be reviewed are reviewed before a performance review is revealed.

Permit Team Member Edit After Reveal Checkbox. If checked, the Performance Review can be edited by the Team Member after it has been revealed to the manager.

Permit Manager Edit After Reveal Checkbox. If checked, the Performance Review can be edited by the manager after it has been revealed to the Team Member.

Require Approval For Performance Review

Checkbox. If checked, and an approval process is configured, a submitted performance review is sent to HR for approval or rejection before it can be revealed to the team member. This option does not operate if the approval process is not active.

Performance Review One Up Approves

Checkbox. If checked, and an approval process is configured, a submitted performance review is sent to a one up (or more senior) manager for approval or rejection. This option does not operate if the approval process is not active.

Disable Self Final Comments Checkbox. If checked, the team member is not able to add comments when signing a performance review.

Require Objectives On Sign Checkbox. If checked, current objectives are required before signing a performance review.

Use Performance Review Templates Checkbox. If checked, new Performance Reviews use Performance Review Templates in place of Field Sets. If unchecked, new Performance Reviews use field sets to control Review displays. If unchecked, the Policy setting is overridden by a checked Use Performance Review Templates checkbox on the HCM Configure page.

Performance Review Format Picklist. When Use Performance Review Templates is checked, the type of Performance Review you want to use for Team Members assigned to this Policy. Select the picklist and choose from:

• Formal Review Only A periodic review with no option to provide feedback between reviews.

• Continuous Feedback Only Provide feedback comments and actions throughout the review period.

• Formal Review With Continuous Feedback Combine a periodic review with feedback comments and actions between reviews.

Your selection constrains the Templates listed in the Default Performance Review Template picklist to Templates of the selected format.

In addition to the controls offered by Performance Review Policy Options, you can use Field Sets or Performance Review Templates to define the fields appearing in WX for both the manager's Performance Review for the Team Member and the Team Member's Self Performance Review:

• Field Sets enable you to define the field content of the Manager Review and the Self Review. You can define one set of fields for each, which is then applied to all Performance Reviews.

• Performance Review Templates enable you to define multiple, reusable varieties of Performance Review, including conditions controlling when each Template is valid. You can use Templates to preserve the integrity of historical reviews by creating new versions as your processes evolve. Templates are held in the Templates Library, conditions in the Constraints Library. Templates replicate Field Set field availability.


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Field Performance Review Templates Field Set

Manager Self Additional Details (Read Only)

Continuous Feedback

Performance Review (Performance Review object)

Self Performance Review (Self Performance Review object)

Additional Details (Performance Review object)

Action Action Date Action Plan

Annual Average Competency Score

Annual Average Objective Score

Career Aspirations

Competency Score

Development Needs

Is Being Approved

Last Viewed Date

Last Referenced Date

Objective Score Rating

Rating Score Rating Score Squared

Review

Score Self Review

Strengths

Training

Actions

Feedback


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Setting Up Performance Review Templates Performance Review Templates enable you to create multiple, reusable varieties of Performance Review. Incorporate the fields you need to capture the data you want to store and analyze for your teams, and maintain the integrity of historical reviews by creating new versions as your processes evolve. You can apply conditions - Constraints - to control when Templates are available. Templates are held in the Templates Library, Constraints in the Constraint Library.

Performance Review Templates offer a more flexible alternative to Field Sets for configuring the fields displayed to managers and Team Members through WX Performance Reviews.

Use Templates to support periodic, fixed interval formal reviews, continuous feedback, or a combination of the two.

To set up Performance Review Templates, follow these steps:

1. Create one or more Performance Review Templates (see page 50).

You can refine your Templates iteratively. When ready publish your draft Templates.

2. Define the Constraints.

3. Link Templates to the Constraint(s) you want to apply.

4. Set Configure page and Policy options as required. o Use the Configure page option to switch on Performance Review Templates across your organization

and to define the type of review you want to implement, overriding any Policy settings (see page 45). o With the Configure page option unchecked, use the Policy option to switch on Performance Review

Templates for users assigned to individual Policies (see page 46).

You can:

• Edit Templates to change names, fields, or Constraints.

Editing a published Template automatically creates a new Template version, including the Manager Review, Self Review, and Additional Details field definitions, preserving the earlier version.

• Copy Templates and apply changes to the copies to quickly build your Template Library.

• Delete Templates when they are no longer required.

When completed and published, Templates can be selected by the manager in WX when creating a new Performance Review (see page 42).

Performance Review Templates are fully integrated in the Bulk Performance Review process - selected Team Members are analyzed and legacy or Template Reviews applied as appropriate.

You can use templated Performance Reviews in parallel with legacy, non-template Reviews - use Policy settings to switch on templates for targeted groups of employees. Employees transitioned to templated reviews can still access their legacy reviews, which remain unchanged.


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Creating a Performance Review Template To create a new Template:

1. Select the Template Library tab.

2. On the Template Library Home page, select New.

Sage People displays the New Template Library Item page:


Template A name for the Template. The Template Name is displayed in WX for managers and employees to select when running a Performance Review. Use a name that makes the Template easy to identify in a list, such as Full Year Review Finance.

Type Picklist. Select the picklist and choose Performance Review.

Description A brief description of the Template.


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4. Select Next.

Sage People displays the Performance Review Template Edit page:


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5. For each section - Manager Review, Self Review, Additional Details, and Continuous Feedback - build the Performance Review Template by dragging Available Fields from the list on the left and dropping them into the Selected Fields list on the right.

Smaller screen sizes may display Selected Fields below Available Fields within each section. o Drag Selected Fields into the order you want them to appear on the review form. o Each section - Manager Review, Self Review, Additional Details, and Continuous Feedback - is stored

as a separate and unique Template Version. o Mark fields that must be completed for the review by checking the Required checkbox:

T o When setting up a Template for Continuous Feedback, select exclusively from the Available Fields

displayed in the Continuous Feedback section:

o You can move Selected Fields back into the Available Fields list, but bear in mind that once a Template

has been used as the basis for a Review you cannot delete from the Performance Review object any custom fields used in a Template. Deleting fields used in Performance Reviews stops the Performance Review process from working.


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6. Select Save.

Sage People creates the necessary Template Versions and Template Field objects, and displays the Template Library Item Detail page:

The Template Versions Related List shows the Manager, Self, and Additional Details component Versions for the Template.

Newly created Templates are saved in Draft status, and must be published before you can use them for Performance Reviews. You can edit a template in Draft status.

7. When the Template is ready to use for Performance Reviews, select Publish:

The Template is converted to Published status and the Publish button is replaced with Unpublish:

You can now use the Template for Performance Reviews. To add conditions to control when the Template can be selected, define Constraints and link them to the Template.

You can return a published Template to Draft status by selecting Unpublish on the Template Library Item Detail page.


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Displaying Performance Review Feedback in the HR Manager Portal Performance Review Feedback can be displayed in a Related List on the Performance Review Detail page:

If Performance Review Feedback is not displayed by default you can add it:

1. Go to Setup > App Setup > Create > Objects.

2. Select the label for the Performance Review object.

3. On the Performance Review Custom Object Definition Detail page, select the Page Layouts Related List.

4. In the Page Layouts Related List select Edit for the Performance Review Layout.

5. On the Layout page, select Related Lists from the left panel.

6. Drag and drop the Performance Review Feedback Related List onto the page layout.

7. On the Related List select Properties .

8. In the list of Available Fields, select the fields you want to display and select Add to move them to the list of Selected Fields.

To replicate the default layout, add: o Feedback Item: Feedback Item Name o Feedback Item: Review Date o Feedback Item: Reviewer

9. Select OK to confirm your changes and close the Related List Properties dialog.

10. Select Save on the Layout page to save the layout.

11. If you are prompted to Overwrite Users' Related List Customizations, select Yes.

Next time you display a Performance Review Detail page, the Performance Review Feedback Related List is included.

Continuous Feedback for Performance Review Translation Workbench: Performance Review

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Translation Workbench: Performance Review

Feedback Item Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields

Default Field Label Field Label Override Field Type

Actions Long Text Area (32768)

Comment Rich Text Area (32768)

Review Date Date/Time

Reviewer Lookup (Team Member)

Reviewer Type Text (40)

Template Lookup (Template Version)

Type Text (40)

Performance Review Feedback Object

Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Feedback Item Master-Detail (Feedback Item)

Performance Review Master-Detail (Performance Review)

Performance Overview

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Performance Overview The Performance Overview process provides a consolidated view of a Team Member's performance by bringing together Objectives, Performance Review, and Continuous Feedback information in a single display.

Performance Overview supports the full Performance Review process and is fully compatible with Performance Review Templates - your org must be set up to use Performance Review Templates if you want to use Performance Overview.

Performance Overview How to Set Up Performance Overview

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How to Set Up Performance Overview Performance Overview is available as a standard WX Process. Before it can be used, ensure the process is selected and configured using Policy settings (see page 58).

You can also configure the field content of the Details section on the Performance Overview Detail page using the Team Member Performance Overview Details Field Set:


2. Select the Label for the Team Member object.

3. On the Custom Object Definition Detail page for Team Member, select the Field Sets Related List.

4. For the Performance Overview Detail Field Set, select Edit.

5. Drag and drop into the Field Set the fields you want to add to the Performance Overview Detail view, Details section.

You can select fields from the Team Member, Employment Record, Manager, and Policy objects.

6. Select Save.

Next time you select or refresh your WX display, the newly defined fields are included.

Performance Overview How to Set Up Performance Overview

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Policy Options: Performance Overview

Option Description

Performance Overview Checkbox. If checked, the Performance Overview process is active and can be enabled for WX users. Performance Overview can include sections for Objectives, Performance Review, and Continuous Feedback.

Include Objectives Checkbox. If checked, Objectives relevant to the current Performance Review are included in the Performance Overview.

Objective Display Order Number, no decimal places. Mandatory if Performance Overview and Include Objectives are both checked. The order used to display the Objectives section relative to the other sections on the Performance Overview Detail page. Enter an integer. The Performance Overview Detail page displays with lower numbered sections higher up the page than higher numbered sections.

Performance Review Display Order Number, no decimal places. Mandatory if Performance Overview is checked. The order used to display the Performance Review section relative to the other sections on the Performance Overview Detail page. Enter an integer. The Performance Overview Detail page displays with lower numbered sections higher up the page than higher numbered sections.

Continuous Feedback Display Order

Number, no decimal places. Mandatory if Performance Overview is checked. The order used to display the Continuous Feedback section relative to the other sections on the Performance Overview Detail page. Enter an integer. The Performance Overview Detail page displays with lower numbered sections higher up the page than higher numbered sections.

Performance Overview Viewing Your Performance Overview

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Viewing Your Performance Overview To view a summary of your Performance Overview:

In the Service Bar, select the WX Service

hosting the Performance Overview process:

The Performance Overview Tile

summarizes the current position of your Performance Overview:

To view Performance Overview Detail:

In the Service Bar select the Service hosting the Performance Overview, then

select the Performance Overview process:


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OR

On the Performance Overview Tile, select View Details:

WX displays the Performance Overview Detail view. Configuration depends on how the process has been set up, but can include sections for:

• Details Such as Name, Division, Function, Number of direct reports.

• Objectives All Objectives applying to the current review period. You can review Objectives in the Performance Overview and link to the Objectives process to execute actions. If there are no Objectives applying to the current Performance Review period, the Objectives section is not displayed.

• Performance Review The current Performance Review.

• Continuous Feedback With an option to add feedback.

Sections are displayed if there is content. If there is no current Performance Review and no Objectives or Continuous Feedback, Performance Overview displays Details and the Performance Review sections and enables you to create a new Review.


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The initial view has sections closed. To

open a section and display detail, select the title:

WX opens the section:

Your view of Performance Overview includes buttons, links, and actions relevant to you and the current status of the sections displayed:

Performance Overview Viewing a Performance Overview for a Team Member

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Viewing a Performance Overview for a Team Member

1. In the People Bar, select the Team Member:

2. In the Service Bar, select the WX Service hosting the Performance Overview process:

The Performance Overview Tile

summarizes the current position for the Team Member:

Select View Details to display the Detail view of the Performance Overview:

Performance Overview Viewing Objectives

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Viewing Objectives

In Performance Overview, select the Objectives section:

WX displays current Objectives:

To view more detail on an Objective, select >:

WX displays full detail for the Objective you selected:

Performance Overview Reviewing Objectives

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Reviewing Objectives

On the full detail for the Objective, select Review:

WX displays a Comments field:

Enter your review comments and select Save:

Performance Overview Editing Objectives

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Editing Objectives If you have Edit access to Objectives, you can use Performance Overview to display and edit.

On the Performance Overview Detail

page, select Objectives Page:

WX displays the Objectives Detail page.

You can then select Edit for any Objectives where you have edit access.

Performance Overview Creating a Performance Review

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Creating a Performance Review If there is no current Performance Review and you have the necessary permissions, you can create one through Performance Overview.

1. In the People Bar select the TeamMember.

2. On the Service Bar, select the Servicehosting the Performance Overview,then select the Performance Overviewprocess:

3. Performance Overview displays aprompt to select a PerformanceReview Template:

4. In the Performance Review section,select the Template picklist andchoose a Template, then select Save:

Performance Overview Viewing a Performance Review

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Viewing a Performance Review In the Performance Overview, scroll to the

Performance Review section.

In the Performance Review section, select > to expand the Review:

WX displays the Performance Review:

Performance Overview Editing a Performance Review

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Editing a Performance Review You can edit a current, ongoing Performance Review through Performance Overview when you have the necessary permissions and the Edit button is displayed.

On the Performance Overview Detail

view, select Edit:

WX opens the current Performance Review in Performance Overview with the

relevant fields open for editing:

Make the changes you want.

To add attachments select Upload Files and use the dialog to find and select the

file(s), or drag and drop into the Attachments field:

Outlook .msg files are not currently supported as attachments.

When you have made your changes, select Save Draft:

Performance Overview Executing Performance Review Actions

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Executing Performance Review Actions Performance Overview Detail view includes Performance Review action buttons at the top of the page.

Actions can be:

• Reveal to Manager

For a completed draft Self Review.

• Reveal to Team Member For a completed draft Manager Review.

• Submit If your review process includes approval by HR.

• Approve For HR approval, if required by your review process.

• Sign For a Team Member's completed Self Review or for the manager's completed review after the Team Member's self review has been signed.

Performance Overview Viewing, Editing, and Adding Continuous Feedback

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Viewing, Editing, and Adding Continuous Feedback In the Performance Overview, scroll to the

Continuous Feedback section.

Select Continuous Feedback to expand the section:

WX displays existing Continuous Feedback and enables you to refine it or add more:

Performance Overview Creating a Performance Overview PDF

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Creating a Performance Overview PDF Performance Overview Detail view includes a Create PDF button at the top of the page.

Select Create PDF WX produces a composite PDF including:

• Previous Objectives. Objectives closed in the previous review period.

• Competencies Identifying: o Agreed strengths o Unrealised strengths o Agreed development areas o Potential blindspots o Indicators for each competency

• Additional details Such as competency and objective scores

• Manager and Self Comments on the Performance Review

• Continuous Feedback Provided through the review period.

• Current Objectives

• Current Competency development goals

• Current skill development goals

Performance Overview Translation Workbench: Policy

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Translation Workbench: Policy

Policy Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Absence Checkbox

Absence Accrual Pattern Lookup (Absence Accrual Pattern)

Absence Alert Above Number (5,1)

Absence Alert Period Number (3,0)

Absence Approved Email Text (18)

Absence Deleted Email Text (18)

Absence Evidence Above Number (5,1)

Absence Rejected Email Text (18)

Absence Requested Email Text (18)

Action Event Pattern Lookup (Action Event Pattern)

Approve Manager Notes Checkbox

Authenticate Job Description Approval

Checkbox

Authenticate Skill Approval Checkbox

Auto Start Assessment Checkbox

Auto-Complete Competency Assessment

Checkbox

Auto-Show Competency Results Checkbox

Benefits Checkbox

Bonus Annual Effective Day Picklist

Bonus Annual Effective Month Picklist

Bonus Effective Date Method Picklist

Bonus Effective Day Picklist

Bonus Effective Month Picklist

Bonus Period Picklist

Bonus Plan Checkbox

Bonus Planning Checkbox

Bonus Reason Text (80)

Checkin Checkbox

Close Development Needs On Assessment

Checkbox

Compensation Plan Checkbox

Competencies Sort By Order Checkbox


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Competency Assessment Display Order

Number (18,0)

Competency Assessment Hide Assessors

Checkbox

Competency Assessment Repeat Number (2,0)

Competency Assessments Checkbox

Continuous Feedback Display Order Number (18,0)

Create Competency Assessment When Due

Checkbox

Create Performance Review When Due

Checkbox

Default Performance Review Template Lookup (Template Library Item)

Dependants Checkbox

Dependants Manager Access (WX only)

Picklist

Dependants Team Member Access (WX only)

Picklist

Development Need Repeat Number (2,0)

Development Objectives Checkbox

Development Plans Checkbox

Disable Activate Without Confirm Checkbox

Disable Self Final Comments Checkbox

Edit Eduction Picklist

Edit Experience Picklist

Edit Manager Notes Picklist

Edit Training Picklist

Education Checkbox

Education Manager Access (WX only) Picklist

Education Team Member Access (WX only)

Picklist

Emergency Contacts Checkbox

Emergency Contacts Manager Access (WX only)

Picklist

Emergency Contacts Team Member Access (WX only)

Picklist

Employment Details Checkbox

Experience Checkbox

Experience Manager Access (WX only)

Picklist

Experience Team Member Access (WX only)

Picklist


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Fix Assessed Job Profile Checkbox

Forms Checkbox

Gate Primary Team Member Fields Checkbox

Hide From Team View Picklist

Hiring Manager Is Active Checkbox

Hours Per Week Number (3,2)

HR Requests Checkbox

HR Reveals Competency Assessment Checkbox

Include Competency Assessments Checkbox

Include Objectives Checkbox

Internal Communications Checkbox

Internal Portal Checkbox

Job Description Checkbox

Job Description Match Grades Checkbox

Job Description Repeat Number (2,0)

Job Profile Lookup (Job Profile)

Manager Completes Bonus Plan Checkbox

Manager Completes Salary Plan Checkbox

Manager Confirms Development Needs

Checkbox

Manager Confirms Experience Checkbox

Manager Confirms Skills Checkbox

Manager Confirms Training Checkbox

Manager Notes Checkbox

Manager Notes Manager Access (WX only)

Picklist

Manager Notes Team Member Access (WX only)

Picklist

Manager Objective Permissions Picklist

Manager View Completed Assessments

Checkbox

Manager View Only Targets Checkbox

Manager View Personal Details Checkbox

Maximum Other Assessors Number (2,0)

Maximum Recognition Given Per Month (WX only)

Number (3,0)

Maximum Recognition Received Per Month (WX only)

Number (3,0)


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Metrics Review Repeat Number (2,0)

Metrics Reviews Checkbox

Mid-Year Review Form Lookup (HCM Form Definition)

Mid-Year Review Team Member Sign Lookup (HCM Form Definition)

Minimum Assessor Group Size Number (2,0)

Minimum Other Assessors Number (2,0)

Modify Emergency Contacts Checkbox

Modify Home Address Checkbox

Modify Personal Details Checkbox

Modify Photo Checkbox

Months to New Year Rollover Number (1,0)

New Competency Assessment Picklist

New Development Objectives Picklist

New Job Description Picklist

New Metrics Review Picklist

New Performance Review Picklist

Objective Display Order Number (18,0)

Objective Privacy Default Checkbox

Objective Review Months Number (2,0)

Objectives Checkbox

Objectives Continuous Feedback Checkbox

Passports Checkbox

Passports Manager Access (WX only) Picklist

Passports Team Member Access (WX only)

Picklist

Performance Overview Checkbox

Performance Review Display Order Number (18,0)

Performance Review Form Lookup (HCM Form Definition)

Performance Review Format Text (255)

Performance Review Manager Sign Lookup (HCM Form Definition)

Performance Review One Up Approves

Checkbox

Performance Review Repeat Number (2,0)

Performance Review Team Member Sign

Lookup (HCM Form Definition)

Performance Reviews Checkbox


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Permit Job Description Changes Checkbox

Permit Manager Edit After Reveal Checkbox

Permit Team Member Edit After Reveal Checkbox

Permitted Assessors Picklist

Personal Profile Is Active Formula (Text)

Policy Group Text (80)

Recognition (WX only) Checkbox

Recognition Is Private (WX only) Checkbox

Recognition Job Profile (WX only) Lookup (Job Profile)

Require Approval For Performance Review

Checkbox

Require Approval For Recognition (WX only)

Checkbox

Require Approval For Training Checkbox

Require Competency Assessment On Reveal

Checkbox

Require Education Checkbox

Require Experience Checkbox

Require Manager Assessment Checkbox

Require Objective Review On Reveal Checkbox

Require Objectives Checkbox

Require Objectives On Sign Checkbox

Require Self Assessment Checkbox

Require Targets Checkbox

Require Training On Development Needs

Checkbox

Review Action Plan Checkbox

Review Career Aspirations Checkbox

Review Development Needs Checkbox

Review Rating Checkbox

Review Strengths Checkbox

Review Training Checkbox

Review With Competencies Checkbox

Salary Increase Effective Date Method Picklist

Salary Increase Effective Day Picklist

Salary Increase Effective Month Picklist

Salary Planning Checkbox


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Self Review First Checkbox

Show Absence Unless Private Checkbox

Show Last Development Action Checkbox

Show Metrics Area Average Checkbox

Show Metrics Average Checkbox

Skills Checkbox

Skills Repeat Number (2,0)

Stock Options Checkbox

Style Long Text Area (32000)

Succession Plans Checkbox

Succession Repeat Number (2,0)

Summary (WX only) Checkbox

Talent Assessment Range Picklist

Talent Assessments Checkbox

Talent Plan 9 Box Grid Checkbox

Talent Plan Repeat Number (2,0)

Talent Plans Checkbox

Target Basis Picklist

Targets Checkbox

Team Member Has Bonus Plan Checkbox

Team Member Has Salary Plan Checkbox

Team Member Signs Metrics Review Checkbox

Total Compensation Checkbox

Training Checkbox

Training Manager Access (WX only) Picklist

Training Team Member Access (WX only)

Picklist

Training View Only Checkbox

Use Chained Objectives Checkbox

Use Collaborative Objectives Checkbox

Use Objective Achievement Checkbox

Use Objective Bonus Checkbox

Use Objective Milestones Checkbox

Use Objective Priority Checkbox

Use Objective Weight Checkbox

Performance Overview

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Use Performance Review Templates Checkbox

Use Strategic Objectives Checkbox

Use Target Calculate Actuals Checkbox

Vacation Checkbox

Vacation Accrued Continuously Checkbox

Vacation Annual Base Number (3,1)

Vacation Calculation Unit Picklist

Vacation Front Load Period Checkbox

Vacation Hide Accrual Checkbox

Vacation Hide Totals Checkbox

Vacation In Hours Checkbox

Vacation Per Year Number (3,1)

Vacation Rounding Mode Picklist

Vacation Year Start Day Picklist

Vacation Year Start Month Picklist

Work Days Pattern Lookup (Work Days Pattern)

WX Colour Text (16)

WX Is Active (WX only) Checkbox

WX Logo Text (255)

WX Title Text (64)

Year Start Day Picklist

Year Start Month Picklist

Enhanced Timesheets in WX Introduction

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Enhanced Timesheets in WX Timesheets are now fully integrated in WX, with a new look and improved user experience. Existing Timesheet data remains accessible and is re-rendered in the new format.

For an interim period, the existing, iframe-based version of Timesheets functionality will be retained as the default and you must select the new version:

1. Go to Setup > App Setup > Installed Packages.

2. In the list of Installed Packages, for Human Capital Management select Configure.

3. On the HCM Configure page, scroll to the Features section.

4. For the Timesheets V2 Feature, check ENABLED:

You can revert to the iframe-based version of Timesheets by unchecking the Timesheets V2 Enabled checkbox. All Timesheet data entered using either version of the process is retained and remains fully accessible.

Introduction Sage People Time enables you to manage timesheet based attendance in a way that is fully integrated with other Sage People solutions. Essential when part or all of your workforce has part or all of their pay calculated on the basis of the time they spend at work, Sage People Time includes:

• Time reporting through Sage People WX by: o Date and duration. o Total time, pay code, start and end time for one or multiple periods, or work allocation.

• Timesheet pattern management, enabling groups of employees to have defined time reporting requirements, overtime rules and conditions. Timesheet patterns can be applied to policies and to individual Team Members.

• Automated calculation of pay and amounts billable, based on specified pay codes and overtime rates.

• Linkage to payroll through Sage People Payflow™.


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Timesheets: Common Elements


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Time Reporting by Total Time

• Each day displays an Hours Worked field for time entry.

• Sage People uses the Overtime Rule and Overtime Conditions to automatically allocate time worked to each Pay Code.

• Sage People uses the Work Days Pattern to define the work week and flag public holidays - shown color coded - and applies time worked on non work days to the Pay Codes defined by Overtime Conditions.

• Sage People calculates total hours worked and hours worked for each Pay Code:

• Calendars can be displayed at left, so the dates form rows, or at top, so the dates form columns.


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Time Reporting by Start-End Time

• Each day displays Start Time and End Time fields for each period defined for the Team Member during the

working day. Typically used for shift working.

• Period start and end times are defined to the nearest minute and can be constrained to defined step times.

• Sage People uses the Overtime Rule and Overtime Conditions to automatically allocate time worked to each Pay Code.

• Sage People calculates total hours worked and, if Pay Codes are used, total hours worked for each Pay Code:


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Time Reporting with Combined Start-End Time and Hours Worked • Each day displays Start Time and End Time fields for each period defined for the Team Member during the

working day - as for Time Reporting by Start-End Time (see page 82).

• Period start and end times are defined to the nearest minute and can be constrained to defined step times.

• Complementary Overtime Conditions include just Start Time, or Start Time and Hours Greater Than values.

• Sage People uses the Overtime Rule and Overtime Conditions to automatically allocate time worked to each Pay Code, based on both Start Time and Hours Worked.

• Sage People calculates total hours worked and total hours worked for each Pay Code.



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Time Reporting by Pay Code

• Each day displays fields for time entry for each Pay Code. The Team Member decides how much time to

enter against each Pay Code.

• Pay Code fields are open for time entry if enabled by the Overtime Rule and Overtime Conditions.

• Sage People uses the Work Days Pattern to define the work week and flag public holidays, and opens the appropriate Pay Code fields for time entry on non work days - typically representing some form of overtime.

• Sage People calculates total hours worked each day and for the Timesheet, and hours worked for each Pay Code:

• Calendars can be displayed at left, so the dates forms rows, or at top, so the dates form columns.


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Time Reporting by Work Allocation

• Each day displays time entry fields for available Work Allocations.

• Available Work Allocations are separately defined and can be assigned to individual Team Members or to all Team Members assigned to a Policy.

• Working time can also be automatically allocated to Pay Code, as defined by the Overtime Rule and Overtime Conditions.


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• Sage People calculates total hours worked, hours worked for each Work Allocation, and if Pay Codes are used, total hours for each Pay Code:


Enhanced Timesheets in WX Using Sage People Time in WX

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Using Sage People Time in WX

Viewing Your Timesheets To view your Timesheet Tile:

In the Service Bar, select the Service hosting the Timesheets process:

OR

In the Navigation Bar, select the Service hosting the Timesheets process:

The Timesheets Tile shows the number

of Timesheets you have not yet submitted:


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To view Timesheet detail:

In the Service Bar, select the

Timesheets process:

OR

In the Navigation Bar, select the Timesheets process:

OR

On the Timesheet Tile, select View Details:


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WX displays the Timesheet Detail view, defaulting to the Not Submitted tab:


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The view includes:

• Current button. To enter time for the current time period, or for another period with an incomplete Timesheet select Current: WX displays the timesheet (see page 91):

o Use the scroll buttons beside the Timesheet period dates to select an alternative period.

• Not Submitted tab: timesheets you have started but not yet submitted for approval. To add entries, change, or submit a timesheet, select Edit. WX displays the timesheet (see page 91).

• Submitted for Approval tab: timesheets you have completed and submitted, but that are not yet approved. Your timesheet approver has an Action on their Actions list for each timesheet that needs approval. To view a submitted Timesheet, select View for that Timesheet:

• Approved tab: completed timesheets that have been approved.

To view an approved Timesheet, select View for that Timesheet:


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Entering Time Worked To enter time worked on a new Timesheet:

In the Service Bar, select the

Timesheets process:

OR

In the Navigation Bar, select the Timesheets process:

OR

On the Timesheet Tile, select View Details:


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WX displays the Timesheet Detail view. Select Current:

WX displays the Timesheet for the current pay period:

Select a day to open time entry for that

day. The types of time entry field depend on how Timesheets have been configured

for the Team Member. This example shows time entry by start

and end time:


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o For Total Time entry:

The Timesheet displays time entry fields for the total time worked during the day. Pay Codes that may apply to you are included and automatically updated as you enter time.

o For time entry by Start-End Time and by combined Start-End Time and Hours Worked:

The Timesheet displays Start Time and End Time fields for the initial time period when you may be working. When you complete entry for a time period, additional fields are available for the next time period:

The number of time periods available is controlled by configuration options. Typically, each period represents a shift. Pay Codes are displayed when different rates of pay apply to different times of the day, or to times of the day and hours worked. As you complete the Timesheet, your time is automatically assigned to the appropriate Pay Codes.


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o For time entry by Pay Code:

The Timesheet displays time entry fields for time entry for each Pay Code. For example, 8 hours Normal time and 2 hours Overtime.

o For time entry by Work Allocation:

The Timesheet displays time entry fields for each project, customer, or other classification that may apply to you. It may be configured to enable you to select from a list of available projects:

The Timesheet may also display any Pay Codes that apply to you. As you complete the Timesheet, your time is automatically assigned to the appropriate Pay Codes.


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1. Enter your hours worked in the time entry fields.

2. When you complete each time entry,

select to confirm your entry, or

to clear it:

Timesheets in progress display Submit and Close buttons:

o Close saves any time entries you have made and keeps the Timesheet in the Not Submitted tab.

Select Edit for the Timesheet to reopen it for new time entry or to correct entries you have made:

You can continue to edit a Timesheet until you select Submit.

o Submit sends the Timesheet for approval to your manager and moves it to the Submitted For Approval tab. You can view submitted Timesheets but not edit them.

To reopen a saved Timesheet:

1. Navigate to the Timesheet Detail view and select the Not Submitted tab:


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2. For the Timesheet you want to reopen, select Edit:

WX displays the Timesheet for you to add or change entries. o You can change saved time entries until you select Submit.

o Totals are automatically recalculated when you make changes and select or select another time entry field to complete.

o To delete a time entry before saving it, select

3. When you complete the Timesheet, select Submit.

Submitted timesheets:

• Are sent to your manager for approval.

• Have a Submitted For Approval date added to the Detail view.

• Are moved from the Not Submitted tab to the Submitted For Approval tab.

If your manager rejects a submitted timesheet:

• The Submitted For Approval date is removed.

• The timesheet is moved from the Submitted For Approval tab to the Not Submitted tab.

Make any changes necessary and select Submit again.

Approved timesheets:

• Have an Approved date added to the Detail view.

• Are moved from the Submitted For Approval tab to the Approved tab.

To view time entries on an approved timesheet, select View:


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Approving Timesheets When a Team Member submits a Timesheet an action is raised for their manager to approve it:

To approve a Timesheet:

1. Select Aprove Timesheet in the Actions list.

WX displays the submitted Timesheet:

2. Check the entries. You can: o Approve the Timesheet without modification. Select Approve.

When approved, a Timesheet cannot be altered through WX. o Make changes and recalculate totals before saving or approving. Select Recalculate. o Make changes and save without approving. Select Save.

Saved, unapproved timesheets can be reopened for later further change or approval. o Reject the Timesheet. Select Reject.

Rejected timesheets are made available to the Team Member for change and re-submission. The action to approve the Timesheet remains on your list of Actions.


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Viewing Completed Timesheets Completed, approved timesheets are added to the Team Member's Timesheet Detail view, Approved tab, with the most recent at the top of the list. To view a timesheet, select View for that timesheet:

WX displays the Timesheet in read only format. You can expand the sections to view detail:

You can use the scroll buttons beside the Timesheet date to move to later or earlier Timesheets. Later or earlier Timesheets may be Not Submitted, Submitted for Approval, or Approved.

When you have finished viewing, select Close to return to the Timesheets Detail View.

Enhanced Timesheets in WX Using Sage People Time in the HR Manager Portal

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Using Sage People Time in the HR Manager Portal Through the HR Manager Portal you have access to Timesheets for your Team Members.

Timesheets for individual Team Members are accessible through their Employment Records - if they are not displayed by default you can add the Timesheets Related List to the page layout for the Employment Record Detail page.

Use these tabs to access Timesheet related information:

• Overtime Rules

Collections of one or more Overtime Conditions applying to a specific timespan, such as a day, a week, or that defined by a Timesheet. Overtime Rules are allocated to one or more Timesheet Patterns and used to support the Timesheets process.

• Pay Codes

Codes allocated to specific pay rate, such as standard time or double time. Each Pay Code has a name, which is used on Timesheets, and a code, which is used within the system.

• Timesheet Patterns

Definitions of timesheet periods and the time reporting timespan, supporting the Timesheets process. Timesheet Patterns have an associated Overtime Rule which defines the conditions under which overtime is payable to Team Members working under the Pattern. Timesheet Patterns can be assigned to Policies and to individual Team Members.

• Timesheets

Records of work time over a defined period for Team Members. A Sage People Time timesheet has defined start and end dates and comprises one or more Time Reports. Typically completed through Team Members' WX pages, Timesheets can also be created and edited through the HR Manager Portal. When complete, the timesheet enables calculation of total work duration and amount of pay due.

• Work Allocations

Tasks, projects, customers or other entities against which Team Members book their time, supporting the Timesheets process. Sage People enables you to define Work Allocations as a hierarchy, for example from a geographical region, through customers in that region, to projects and sub-projects within customers.

• Work Days Patterns

Definitions of the working week as used in different parts of your organization, including recurring holidays, such as bank or public holidays, and how vacation days are treated when they fall on public holidays. Typically used to define practices in different countries or regions.


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Creating a Timesheet When you have set up a Timesheet Pattern, Timesheets are automatically created for Team Member completion in WX. Each Timesheet hosts one or more Time Reports for a Team Member for a defined time period.

To create a Timesheet in the HR Manager's Portal:

1. Select the Timesheets tab.

2. Select New.

WX displays the Timesheet Edit page:


Field Description

Employment The Employment Record for the Team Member. Select Employment Lookup to find and select the Employment Record by Team Member name.

Start Date The first day of this Timesheet period.

End Date The last day of this Timesheet period.

Submitted Date The date the complete Timesheet is submitted for approval. All component Time Reports must be complete before the Timesheet is submitted.

Approved Date The date the submitted Timesheet is approved for payment.

Paid Date The date of payment of any overtime included in this Timesheet.

4. Select: o Save to save the Timesheet and display the Timesheet Detail page. o Save & New to save the Timesheet detail and open a new Timesheet Edit page with all fields cleared. o Cancel to discard the Timesheet and return to the Timesheets Home page.

Created Timesheets are displayed on the Team Member's Employment Record, Timesheets related list.


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Editing a Timesheet To edit an existing Timesheet for a Team Member:

1. Go to the Team Member's Employment Record.

2. In the Timesheets related list section, select Edit for the Timesheet you want to change:

WX displays the Timesheet Edit page.

3. Edit the fields you want to change (see page 100).

Creating a Time Report Each Time Report is a record of work time on a specific date for one Team Member. The Time Report includes the rate of pay to be applied to the time worked, such as standard time or time and a half, and the currency amount the Team Member is paid for each unit of time worked.

One or more Time Reports contribute to a single Timesheet. Before a Time Report can be created, the Timesheet must exist for the period including the Time Report.

Time Reports are automatically created by Sage People when Team Members complete Timesheets in WX. One Time Report is created for each completed Timesheet column on each day, so a day with Team Member entries for three Pay Codes generates three Time Reports for that day for the Team Member.

To create a Time Report in the HR Manager Portal:


2. Select a View that shows the Timesheet for the period for which you want to create the Time Report.

3. Select the Timesheet name.

WX displays the Timesheet Detail page.

4. In the Time Reports related list section select New Time Report:


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WX displays the Time Report Edit page:


Field Description

Timesheet The name of the Timesheet to which this Time Report contributes. Automatically completed by Sage People with the name of the Timesheet you selected.

Report Date The date to which this Time Report relates. Select in the field to display a calendar and then select a date, or select today's date displayed to the right of the field to insert today's date. You can have more than one Time Report for a single date; for example to apply different rates of pay to different parts of the day.

Duration The number of units of time this Time Report represents. A time unit is used when calculating the amount of pay due to a Team Member, for example, an hour or a day. Duration is multiplied by Rate and Unit Amount to calculate the amount of pay due to the Team Member for the time represented by this Time Report.

Code A unique code for the Pay Code applied to this Time Report. Code can be passed to your payroll provider for payslip production and internal reporting.

Rate The rate of pay applied to the time in the Time Report as a decimal value. For example for time worked at:

• Single-time, enter 1.

• Time and a half, enter 1.5.

• Double time, enter 2. Rate is multiplied by Duration and Unit Amount to calculate the amount of pay due to the Team Member for the time represented by this Time Report.

Unit Amount The amount of money the Team Member is paid for a unit of work. For hourly paid Team Members, enter their hourly rate. Unit Amount is multiplied by Duration and Rate to calculate the amount of pay due to the Team Member for the time represented by this Time Report.

6. Select: o Save to save the Time Report and display the Time Report Detail page. o Save & New to save the Time Report and display a new Time Report Edit page for the same Timesheet. o Cancel to discard the page and return to the Timesheet Detail page.


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Editing a Time Report To edit an existing Time Report for a Team Member:

1. Go to the Team Member's Employment Record.

2. In the Timesheets related list section, select the Timesheet containing the Time Report you want to edit.

3. Select the Timesheet name.

Sage People displays the Timesheet Detail page.

4. In the Time Reports related list section select Edit for the Time Report you want to change:

Sage People displays the Time Report Edit page.

5. Edit the fields you want to change (see page 101).

6. Select: o Save to save the Time Report and display the Time Report Detail page. o Cancel to abandon your changes and return to the Timesheet Detail page.

You can also display and edit an existing Time Report through the Timesheets tab:


2. Select a View that shows the Timesheet containing the Time Report you want to edit.

3. Select the Timesheet name to display the Timesheet Detail page, then select the Time Report from the Time Reports related list section.

Enhanced Timesheets in WX Setting up Sage People Time

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Setting up Sage People Time Follow this sequence:

1. Set up Pay Codes (see page 105).

Each Pay Code represents a single rate of pay and uses: o A name for display on WX Timesheets and in Pay Code Lookup. o An internal code which can be passed through to your payroll provider using Sage People Payflow.

Pay Codes are associated with Overtime Conditions.

2. Set up Overtime Rules (see page 107).

Each Overtime Rule uses one or more Overtime Conditions to define the hours that must be worked to qualify for overtime pay. Overtime Conditions can be supported by one or more Sub-Conditions. Each Overtime Condition has an associated Pay Code, with any Sub-Conditions automatically using the Pay Code assigned to the parent Condition. Overtime Rules are assigned to one or more Timesheet Patterns.

3. Set up Timesheet Patterns (see page 117).

A Timesheet Pattern defines the period covered by each Timesheet, and the type of entry to request on timesheets - total time, start and end time, pay code, or work allocation. Each Pattern has an associated Overtime Rule and can be assigned to: o A Policy to apply to all Team Members using that Policy (see page 131). o Individual Team Members (see page 119).

4. Set up Work Days Patterns (see page 122).

Each Work Days Pattern defines the working week for one or more Team Members. Sage People HCM uses Work Days Patterns for Absence management, Sage People Time uses Work Days Patterns in conjunction with Overtime Conditions to establish when overtime is due on a Timesheet. Work Days Patterns can be assigned to: o A Policy to apply to all Team Members using that Policy. o Individual Team Members.

5. If you are using Work Allocation, set up Work Allocations (see page 126).

Each Work Allocation defines a project, piece of work, or customer against which you want Team Members to book their time. Typically used for employees with portable skill sets who may work on a number of different projects or product lines over a period of time. When Work Allocations are defined and active, Team Members can book their time against the projects they have worked on during a timesheet period.

6. Configure the Policies and the Profiles used by Team Members who will be entering their work time through WX to ensure the correct level of access is provided (see page 131).


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Setting up Pay Codes Each Pay Code represents a single rate of pay and uses:

• A name for display on WX Timesheets and in Pay Code Lookup.

• An internal code which can be passed through to your payroll provider using Sage People Payflow.

Pay Codes are associated with Overtime Conditions.

1. Select the Pay Codes tab.

Sage People displays the Pay Codes Home page.

2. Select New.

Sage People displays the Pay Code Edit page:


Field Description

Pay Code The name of the pay code. Pay Code is displayed on Timesheets in WX, so make it a clear summary of the purpose of the code, such as Overtime or Double Time.

Code An internal code for the pay code. Code is not displayed on Timesheets but can be passed to payroll providers.

Rate The rate of pay to apply to this Pay Code as a decimal number. For example:

• For double time enter 2

• For time and a quarter enter 1.25 Description A brief description of the Pay Code.

Hide on Timesheet Checkbox. If checked, the Pay Code is not displayed on Timesheets in WX.

4. Select: o Save to save the Pay Code and display the Pay Code Detail page. o Save & New to save this Pay Code and enter another. o Cancel to discard your changes.


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The Pay Code Detail page displays the information you have entered for this Pay Code and includes a related list with any Overtime Conditions using this Pay Code. When you are first setting up Pay Codes there will be no associated Overtime Conditions; you can add them later from the Pay Code Detail page or through Overtime Rules (see page 107).

If the Overtime Conditions Related List is not displayed on the Pay Code Detail page:

1. On the Pay Code Detail page, select Edit Layout:

Sage People displays the Page Code Layout page.

2. On the page layout select Related Lists from the left panel.

3. Drag and drop the Overtime Conditions Related List label to the Related Lists section of the page.

4. Select Save.

5. If you are prompted to overwrite users' Related List customizations:

...select Yes.

Sage People saves the revised page layout and redisplays the Pay Code Detail page with the Overtime Conditions Related List.


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Setting up an Overtime Rule Each Overtime Rule uses one or more Overtime Conditions to define the hours that must be worked to qualify for overtime pay. Overtime Conditions can be supported by one or more Sub-Conditions. Each Overtime Condition has an associated Pay Code, with any Sub-Conditions automatically using the Pay Code assigned to the parent Condition. Overtime Rules are assigned to one or more Timesheet Patterns.

1. Select the Overtime Rules tab. Sage People displays the Overtime Rules Home page.

2. Select New.

Sage People displays the Overtime Rule Edit page:


Field Description

Overtime Rule The name of this Overtime Rule.

Active Checkbox. If checked, the Overtime Rule and its associated Overtime Conditions can be used by Sage People Time to define overtime.

Multiple Rule Action Picklist. The action to take when more than one Overtime Rule applies to a time entry. Select the picklist and choose from:

• Maximum Apply the rule awarding the highest rate.

• Minimum Apply the rule awarding the lowest rate.

• Add Add the rates applied by each rule.

Minimum Hours For Consecutive Day

Number of hours. The minimum time to be worked on a day to qualify that day as a consecutive day. Overtime Conditions can be set to apply when employees have worked different numbers of consecutive days.

4. Select: o Save to save the Rule and display the Overtime Rule Detail page, ready to add Overtime Conditions. o Save & New to save the Rule and enter another. o Cancel to discard your changes.


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Adding Overtime Conditions Each Overtime Rule has one or more Overtime Conditions. An Overtime Condition can be supported by one or more Sub-Conditions:

• All Sub-Conditions of a parent Condition must be TRUE for the parent Condition to be TRUE.

• Sub-Conditions are automatically assigned the same Pay Code as the parent Condition.

When you have defined an Overtime Rule (see page 107):

1. Select the Overtime Rules tab.

Sage People displays the Overtime Rules Home page.

2. Select the Overtime Rule you want to qualify with this Overtime Condition.

Sage People displays the Overtime Rule Detail page.

3. In the Overtime Conditions related list, select New Overtime Condition:

Sage People displays the Overtime Condition Edit page:


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Field Description

Overtime Rule The Rule to which this Overtime Condition applies. Automatically completed by Sage People with the Overtime Rule you selected.

To change to another Rule select Overtime Rule Lookup , find and select the Rule you want.

Timespan The period over which this Overtime Condition applies. Select the picklist and choose from:

• Day Overtime eligibility is assessed against time worked in a day. The Overtime Condition applies if time worked in a day exceeds the trigger value.

• Week Overtime eligibility is assessed against time worked in a week. The Overtime Condition applies if time worked in a week exceeds the trigger value.

• Timesheet Overtime eligibility is assessed against time worked in a timesheet period as defined in the Timesheet Pattern Timespan. The Overtime Condition applies if time worked in a timesheet period exceeds the trigger value.


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Field Description

Apply To The days you want this Overtime Condition to apply. Required when Timespan is set to Day, not available when Timespan is set to Week or Timesheet. Select the picklist and choose from:

• All Days

• Holiday The Overtime Condition applies to time defined as holiday.

• Public Holidays The Overtime Condition applies to Work Days Holidays defined in the Work Days Pattern for Team Members using this Overtime Condition.

• Weekends The Overtime Condition applies to days defined as weekly non work days in the Work Days Pattern for Team Members using this Overtime Condition.

• Weekdays The Overtime Condition applies to days defined as weekly working days in the Work Days Pattern for Team Members using this Overtime Condition.

• Individual weekdays from Monday to Sunday

• First to Fifth Consecutive The Overtime Condition applies to days one to five inclusive of a run of five or more consecutive days worked.

• First to Sixth Consecutive The Overtime Condition applies to days one to six inclusive of a run of six or more consecutive days worked.

• Sixth Consecutive The Overtime Condition applies to the sixth day of a run of six or more consecutive days worked.

• Seventh Consecutive The Overtime Condition applies to the seventh day of a run of seven or more consecutive days worked.

• Absence The Overtime Condition applies when the period worked is recorded as an Absence. To apply the Condition to certain types of absence, use in conjunction with Absence Reason. If Absence is selected and Absence Reason is blank, the Overtime Condition applies to all types of Absence.

• Absence Paid The Overtime Condition applies when the period worked is recorded as a Paid Absence. To apply the Condition to certain types of paid absence, use in conjunction with Absence Reason. If Absence Paid is selected and Absence Reason is blank, the Overtime Condition applies to all types of paid absence.

• Absence Unpaid The Overtime Condition applies when the period worked is recorded as an Unpaid Absence. To apply the Condition to certain types of unpaid absence, use in conjunction with Absence Reason. If Absence Unpaid is selected and Absence Reason is blank, the Overtime Condition applies to all types of unpaid absence.

• Sub Conditions The Overtime Condition has Sub Conditions that must all be TRUE for the Condition to apply.

Part Of If this is a Sub-Condition of a parent, enter the Name of the parent Condition. Overtime Condition Names are in the form OTnnnn. Select Part Of Lookup , find and select the Condition. Multiple Sub-Conditions must all be TRUE for the parent Condition to be TRUE. If this is not a Sub-Condition, leave blank.


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Field Description

Include Public Holidays

Checkbox. If checked, the condition applies to Public Holidays that may fall in the Apply To selection. For example, if Apply To is set to Weekdays and Include Public Holidays is checked, this Overtime Condition applies to Weekdays and Public Holidays falling on weekdays. Include Public Holidays is ignored if Apply To is set to Public Holidays.

Holiday Name For Public Holidays, the name of the day or days to include in this Overtime Condition. The Overtime Condition then applies only to the day or days named. Ensure Holiday Name exactly matches the Holiday Name used in the Work Days Pattern To enter more than one Holiday Name for a single Overtime Condition, use a comma between Names. Use ! (exclamation mark) before a Holiday Name to indicate NOT and exclude days with that Holiday Name from this Overtime Condition.

Absence Reason The type or types of Absence to include in this Overtime Condition. For example, to apply a Standard hourly rate when an employee is absent through sickness during a shift paid at an Overtime rate. Sage People applies the Overtime Condition to the number of hours recorded with this Absence Reason. Ensure Absence Reason(s) exactly match the Reason picklist value(s) recorded in the Absence Reason field. To enter more than one Absence Reason for a single Overtime Condition, use a comma between Reasons. Use ! (exclamation mark) before a Reason to indicate NOT and exclude days with that Absence Reason from this Overtime Condition. If used in conjunction with Apply To, ensure the combinations selected are compatible and accurately represent your requirement.

Start Time The time of day on the 24 hour clock when this Overtime Condition is to start. For example, to apply the Overtime Condition to time worked after 8pm, enter 20:00. Typically used when timesheets are aligned with shift patterns. If you specify a Start Time you must also complete Hours Greater Than. For an Overtime Condition to apply to all hours after Start Time, set Hours Greater Than to zero. Combine Start Time with Hours Greater Than for greater control over Pay Code allocation.

Hours Greater Than Mandatory. The threshold number of hours worked triggering overtime payment for this Condition. If the Overtime Condition applies to any duration, set Hours Greater Than to zero. Combine Hours Greater Than with Start Time for greater control over Pay Code allocation. The value must relate to the Timespan set for this Condition. For example, if Timespan is:

• Day, enter the number of hours worked in a day before overtime is due.

• Week, enter the number of hours worked in a week before overtime is due. Pay Code The Pay Code associated with this Overtime Condition. Select Pay Code Lookup to find

and select the Pay Code. Use the name of the Pay Code, not the internal code.

Rollup Group Optional. A text label for this Overtime Condition of up to 80 characters. All Overtime Conditions with the same Rollup Group are included when summing time quantities:

• Overtime Conditions with Timespan set to Day are summed.

• Overtime Conditions with Timespan set to Week produce a total for the week for all Day Timespan Overtime Conditions with the same Rollup Group label.

• Overtime Conditions with Timespan set to Timesheet produce a total for the timesheet for all Day and Week Timespan Overtime Conditions with the same Rollup Group label.

Typically used when implementing timesheets managing multiple sums such as those required for California overtime rules, where overtime must be paid when employees work more than 8 hours in a day, or more than 40 hours in a week, or for more than six consecutive days.

Order When more than one Overtime Condition exists for an Overtime Rule, the order of execution. Low numbers are executed before high numbers. Also used to control the order of display for Overtime Conditions on timesheets.


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Field Description

Ignore Following Rules If Matched

Checkbox. If checked and there is more than one Overtime Condition, when an Overtime Condition is matched Conditions later in the sequence specified by Order are ignored. Not used for Sub Conditions.

5. Select: o Save to save the Condition and display the Overtime Condition Detail page. o Save & New to save the Condition and enter another Condition for this Rule. o Cancel to discard your changes.

Example Overtime Conditions: Day Timespan, No Shifts

Apply To Holiday Name

Start Time

Hours Greater Than

Pay Code

Description

Weekdays - - 0 Standard Pay standard rate for weekday work from zero hours. If you don't require standard hours to be shown on timesheets, you can omit this condition.

Weekdays - - 8 Time & quarter

Pay time and a quarter for weekday hours over 8 in any one day.

Weekdays - - 10 Time & half

Pay time and a half for weekday hours over 10 in any one day.

Saturday - - 0 Time & half

Pay time and a half for all hours worked on Saturday.

Sunday - - 0 Double time

Pay double time for all hours worked on Sunday.

Public Holidays - - 0 Time & half

Pay time and a half for all hours worked on Public Holidays apart from Independence Day and New Years Day.

Public Holidays Independence Day, New Year

- 0 Double time

Pay double time for all hours worked on Independence Day and New Years Day.


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Example Overtime Conditions: Day Timespan, Shifts


Start Time

Hours Greater Than

Pay Code

Description

Weekdays - 00:00 0 Time & half

Pay time and a half for weekday midnight to 8am shifts.

Weekdays - 08:00 0 Standard Pay standard rate for weekday 8am to 4pm shifts.

Weekdays - 16:00 0 Time & quarter

Pay time and a quarter for weekday 4pm to midnight shifts.

Weekends - 00:00 0 Double time

Pay double time for weekend midnight to 8am shifts.

Weekends - 08:00 0 Time & quarter

Pay time and a quarter for weekend 8am to 4pm shifts.

Weekends - 16:00 0 Time & half

Pay time and a half for weekend 4pm to midnight shifts.

Public Holidays - 00:00 0 Double time

Pay double time for all public holiday midnight to 8am shifts.

Public Holidays - 08:00 0 Time & half

Pay time and a half for all public holiday shifts from 8am to midnight.


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Example Overtime Conditions: Combined Start-End Time and Hours Worked


Start Time

Hours Greater Than

Pay Code

Description

Weekdays - 00:00 0 Night Standard

Pay night standard rate for weekday work starting at midnight.

Weekdays - 08:00 0 Day Standard

Pay day standard rate for weekday work starting at 8am.

Weekdays - 20:00 0 Night Standard

Pay night standard rate for weekday work starting at 8pm.

Weekdays - 00:00 6:00 Night Overtime

Pay night overtime rate for weekday hours over 6 when the overtime falls between midnight and the start of the day time period - 8am in this example .

Weekdays - 08:00 8:00 Day Overtime

Pay day overtime rate for weekday hours over 8 when the overtime falls between 8am and the start of the night time period - 8pm in this example.

Weekdays - 20:00 6:00 Night Overtime

Pay night overtime rate for weekday hours over 6 when the overtime falls between 8pm and the start of the next period - midnight in this example.

You can extend the Overtime Rule with conditions applying to Weekends, Public Holidays, and so on.


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Example Overtime Conditions: Rollup Group, 6 day week

Requirements:

• Pay standard time for Monday to Friday daily hours up to 8 and weekly hours up to 40.

• Pay weekday overtime for all hours over 8 on any day from Monday to Friday inclusive.

• Pay weekday overtime for all hours over 40 in any Monday to Friday week.

• Pay weekend standard time for Saturday hours up to 4.

• Pay weekend overtime for Saturday hours over 4.

Timespan Apply To

Rollup Group

Start Time

Hours Greater Than

Pay Code

Description

Week Standard - 0.00 Day Standard

Pay day standard rate for weekly hours up to 40. To determine eligible hours, sum all time booked to Day Timespan Overtime Conditions in the Standard Rollup Group.

Week Standard - 40.00 Day Overtime

Pay day overtime rate for weekly hours over 40. To determine eligible hours, sum all time booked to Day Timespan Overtime Conditions in the Standard Rollup Group.

Day Weekdays Standard - 0.00 Day Standard

Pay day standard rate for weekday hours up to 8. All hours booked are summed to ensure weekly hours over 40 are paid at day overtime rate.

Day Weekdays - - 8:00 Day Overtime

Pay day overtime rate for weekday hours over 8.

Day Saturday Standard - 0:00 Weekend Standard

Pay weekend standard rate rate for Saturday hours up to 4.

Day Saturday - - 4:00 Weekend Overtime

Pay weekend overtime rate for Saturday hours over 4.


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Setting up a Timesheet Pattern A Timesheet Pattern defines the period covered by each Timesheet, and the type of entry to request on timesheets - total time, start and end time, pay code, or work allocation. Each Pattern has an associated Overtime Rule and can be assigned to:

• A Policy to apply to all Team Members using that Policy (see page 131).

• Individual Team Members (see page 119).

1. Select the Timesheet Patterns tab.

Sage People displays the Timesheet Patterns Home page.

2. Select New.

Sage People displays the Timesheet Pattern Edit page:


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Field Description

Timesheet Pattern The name for this Timesheet Pattern.

Timespan The period covered by each timesheet based on this Pattern. Select the picklist and select from:

• Week

• Biweek

• Semimonth

• Month Base Date A date in the past to act as the starting point for timesheets based on this Pattern. Timesheet

start dates are calculated to be a whole number of Timespans after the Base Date.

Entry Type The type of entry to request on timesheets using this Pattern. Select the picklist and select from:

• Pay Code The Timesheet displays columns for each Pay Code hosted by the Overtime Rule associated with this Pattern. Team Members enter their time against Pay Code.

• Total Time The Timesheet displays a column for the Total Time worked each day. Time is then automatically allocated to the Pay Codes hosted by the Overtime Rule associated with this Pattern. Team Members enter their total time.

• Start-End Time The Timesheet displays entry fields for the start and end times for each period. Typically used for shift working. Use Time Periods to define the number of shifts you want to appear on Timesheets based on this Pattern.

• Work Allocation Work Allocations can be assigned to Team Members by HR, or the Timesheet can display selection boxes containing the active Work Allocation hierarchy defined for this org. Team Members can select from the available Work Allocations and then enter their time against each.

Layout The position of the calendar on the Timesheet. Select the picklist and select from:

• Left Each day covered by the Timesheet forms a row, with the Pay Codes, Start-End Times, or Work Allocations forming the columns.

• Top Each day covered by the Timesheet forms a column, with the Pay Codes, Start-End Times, or Work Allocations forming the rows.

Overtime Rule The Overtime Rule containing the Overtime Conditions to be implemented for this Timesheet Pattern. You can use the same Overtime Rule for multiple Timesheet Patterns.

Select Overtime Rule lookup , find and select the Overtime Rule you want.

Snap To Step Time Checkbox. If checked, time entries are automatically set to the nearest Step Time. For example, when Start Time is set to 08:00 and Step Time Minutes is set to 15:

• A time entry of 08:03 automatically snaps to 08:00

• A time entry of 08:08 automatically snaps to 08:15. If unchecked, time entries are left as entered.

Step Time Minutes For the Start-End Time Entry Type, the number of minutes between steps when entering time. For example, if Step Time Minutes is set to 15, the Start and End time boxes present picklists with the time in 15 minute segments: 00:00, 00:15, 00:30 and so on. Ignored when Entry Type is not Start-End Time.


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Field Description

Time Periods For the Start-End Time Entry Type, the number of time periods to display on Timesheets. Ignored when Entry Type is not Start-End Time.

Show Active Work Allocation

Use when Entry Type is set to Work Allocation. Checkbox. If checked, all active Work Allocations are available for selection and adding to the Timesheet by the Team Member or manager. If unchecked, the Timesheet displays assigned Work Allocations only.

Show Overtime Calculations

The lowest level able to view the overtime calculation results on the Timesheet. Picklist. Select from:

• Team Member Can be viewed by all.

• Manager Can be viewed by manager or HR.

• HR Can be viewed by HR only.

Show Overtime Rates The lowest level able to view the overtime rates used to calculate overtime payments. Overtime Rates can be displayed on Timesheets if Show Overtime Calculations is also enabled. Picklist. Select from:

• Team Member Can be viewed by all.

• Manager Can be viewed by manager or HR.

• HR Can be viewed by HR only.

4. Select: o Save to save the Pattern and return to the Timesheet Pattern Detail page. o Save & New to save the Pattern and enter another. o Cancel to discard your changes.

Assigning a Timesheet Pattern to a Team Member Timesheet Patterns can be applied:

• To a group of Team Members by assigning the Pattern to a Policy (see page 131).

• To individual Team Members.

Timesheet Patterns assigned to individual Team Members override a Timesheet Pattern assigned to the Policy used by the Team Member. You can use individual assignment for Team Members whose general Policy settings are the same as others, but who need a different Timesheet Pattern Make sure the Policy for the Team Member has Timesheets checked. (see page 131)

The Timesheet Pattern field is not displayed by default on the Team Member Edit page and must be added.


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To add the Timesheet Pattern field to the Team Member Edit page:


2. Select the Label for the Employment Record.

3. On the Custom Object page, go to Field Sets > Details and select Edit.

4. Drag and drop the Timesheet Pattern field into the Field Set.

5. Select Save.

Timesheet Pattern is added to the Employment Details section of the Team Member Details Edit page:

To apply a Timesheet Pattern to a Team Member:

1. Select the Team Members tab.

2. In the list of Team Members select Edit next to the Team Member.

Sage People displays the Team Member Details Edit page.

3. In the Employment Details section select Timesheet Pattern Lookup next to Timesheet Pattern.

4. Find and select the Timesheet Pattern you want to assign to this Team Member.

5. Select Save.

A Timesheet based on the Timesheet Pattern you selected is linked to the Team Member and displayed next time they open a Timesheet in WX.


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Copying a Timesheet Pattern You can copy an existing Timesheet Pattern to save time when creating new Patterns. Copies replicate the detail of the original Pattern but they do not copy the content of any Related Lists, such as Work Allocation Assignments or Timesheets.

To copy an existing Timesheet Pattern:


2. On the Timesheet Patterns Home page, select the Pattern you want to copy.

3. On the Timesheet Pattern Detail page, select Clone:

Sage People displays the Timesheet Pattern Edit page for the new Timesheet Pattern with all fields copied from the original Pattern:

4. Enter a unique name for the new Timesheet Pattern.

5. Change any other details you want to apply to the new Pattern.

6. Select Save.

7. Add any Related List content you want to apply to the new Pattern.


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Setting up Work Days Patterns Each Work Days Pattern defines the working week for one or more Team Members. Sage People HCM uses Work Days Patterns for Absence management, Sage People Time uses Work Days Patterns in conjunction with Overtime Conditions to establish when overtime is due on a Timesheet. Work Days Patterns can be assigned to: o A Policy to apply to all Team Members using that Policy. o Individual Team Members.

1. Select the Work Days Patterns tab.

Sage People displays the Work Days Patterns Home page.

2. Select New.

Sage People displays the Work Days Pattern Edit page:

3. In Work Days Pattern enter a name for the Pattern.

4. In the Days Worked section check the boxes for the days to be worked by Team Members using this Pattern.

5. Select: o Save to save the Pattern and display the Work Days Pattern detail page. o Save & New to save the pattern and re-display the Work Days Pattern Edit page for you to enter another

Pattern. o Cancel to discard your changes.


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6. At the bottom of the Work Days Pattern detail page Sage People displays the Work Days Holidays related list:

Work Days Holidays enables you to define days within the Work Days Pattern to be treated as holidays. These can be single, non-recurring days, or days recurring on a regular basis.

7. Select New Work Days Holiday.

Sage People displays the Work Days Holiday Edit page:


Field Description

Work Days Pattern The name of the Work Days Pattern hosting this holiday. Automatically completed by Sage People with the name of the Pattern you selected earlier.

To change to another Pattern select Work Days Pattern Lookup , find and select the Pattern you want.

Holiday Name The name given to the day you want to set up as a holiday for this Pattern.

Date The date of the Holiday. For a recurring holiday, enter the date of the next occurrence and use the following fields to define the pattern of recurrence.

Recurring Checkbox. If checked, this holiday recurs on a regular pattern.

Basis For recurring holidays, the basis on which the holiday recurs, such as the day of the week, or the day of the month. Select the picklist and choose the appropriate basis.

Day For recurring holidays recurring on:

• The same day of the working week. Select the picklist and choose the 1st through 5th, penultimate, or last.

• The same day in the month. Select the picklist and choose from 1 through 31.


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Field Description

Weekday For recurring holidays recurring on the same weekday. Select the picklist and choose from Sunday to Saturday.

Month For recurring holidays recurring on the same day of the month. Select the picklist and choose the month.

Non Workday Action The action to take to move this holiday if it falls on a day already designated as a non workday, such as a weekend. Select the picklist and choose from:

• None The holiday is not reassigned.

• Previous Workday The holiday is reassigned to the nearest preceding workday.

• Nearest Workday The holiday is reassigned to the nearest workday.

• Next Workday The holiday is reassigned to the nearest following workday.

9. Select: o Save to return to the Work Days Pattern Detail page o Save & New to save this holiday and define another. o Cancel to discard your changes.


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Editing Work Days Patterns 1. Select the Work Days Patterns tab.

Sage People displays the Work Days Patterns Home page.

2. Select the pattern you want to edit:

Sage People displays the Work Days Pattern Detail page you selected:

3. To edit the Work Days Pattern, select Edit in the Work Days Pattern Detail section. You can then:

o Change the name of the Pattern. o Change the days of the work week.

To edit a Work Days Holiday, in the Work Days Holiday related list select Edit next to the holiday you want to change. You can then make changes to any of the settings for the holiday (see page 122).

4. When you have completed your changes, select: o Save to return the Work Days Pattern Detail page. o Save & New to save your changes and define another. o Cancel to discard your changes.


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Setting Up Work Allocations Each Work Allocation defines a project, piece of work, or customer against which you want Team Members to book their time. Typically used for employees with portable skill sets who may work on a number of different projects or product lines over a period of time. When Work Allocations are defined and active, Team Members can book their time against the projects they have worked on during a timesheet period.

Work Allocations can be defined as a flat set of separate projects, or in a hierarchy. By default, the Work Allocation object has fields for:

• Area

The top level of the hierarchy. For example a geographical area or an area of expertise. You can rename this field if you want to use a more meaningful name.

• Work Allocation Name

The second level of the hierarchy. For example a customer name, a product line, a major project name. You cannot rename this field. If you are not using a hierarchy, Work Allocation Name is displayed in the Timesheet for the Work Allocation.

• Code

The third level of the hierarchy. For example a customer project, a sub project, or a team name. You can rename this field if you want to use a more meaningful name.

You can manipulate and extend the hierarchy by adding fields to the Work Allocation object (see page 128).


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To create a Work Allocation:

1. Select the Work Allocations tab.

Sage People displays the Work Allocations Home page.

2. Select New.

Sage People displays the Work Allocation Edit page:


Work Allocation Name

The name for this Work Allocation to appear on the WX Timesheet. Work Allocation Name is used as the heading for time entries. To set up a hierarchy use the same Name for multiple Work Allocations.

Area The area to which the Work Allocation belongs. By default, Area acts as the top level of the hierarchy for Work Allocations and populates the left-most selection box on the WX Timesheet. You can have multiple Work Allocations with the same Area to set up a hierarchy. You can also have multiple Areas with the same Work Allocation Name. To set up a flat set of Work Allocations with no hierarchy, leave Area blank and remove Area from the Work Allocation Hierarchy Field Set (see page 131). You can rename Area to something more meaningful for your organization.

Code By default a sub-classification of Work Allocation Name. Code acts as the third level of the hierarchy for Work Allocations and populates the third selection box from left on the WX Timesheet. If Code is the lowest level of your Work Allocation hierarchy it must be unique within this Area and Work Allocation Name combination. If left blank for all instances of this Area and Work Allocation Name combination, no Code selection box is displayed on the WX Timesheet. You can rename Code to something more meaningful for your organization.

Description A brief description of this Work Allocation. Description is displayed through the HR Manager's Portal and not in WX.

Active Checkbox. If checked, this Work Allocation is available for use and can be included on WX Timesheets.

4. Select: o Save to save the Work Allocation and display the Work Allocation Detail page. o Save & New to save the Work Allocation and define another. o Cancel to discard your entries and return to the Work Allocations home page.


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Extending the Work Allocation Hierarchy By default, Work Allocation has three levels of hierarchy:

• Area


• Code

You can rename the Area and Code fields if you wish, and extend the hierarchy by defining more fields for the Work Allocation object. Additional fields can be displayed on Timesheets to provide further classification of projects for time booking:

You can define as many additional fields as you need to enable full timesheet classification.

Follow this sequence:

1. Go to Setup > App Setup > Create > Objects and select the Work Allocation object. Define the additional fields you need as Text fields.

When defining new fields ensure:

• Field level security is set Visible for at least: o The Fairsail Administrator Profile, so values can be loaded through the HR Manager portal. o The Fairsail Platform Team Member Profile if you want the field to be visible for Team Members completing

Timesheets in WX.

• The Add Field checkbox is checked for the Work Allocation Page Layout, to add the field to the list of available fields for the page, and for the Hierarchy Field Set.

1. In the Work Allocation object select Page Layouts: o Select Edit next to Work Allocation Layout. This controls the page layout for the Work Allocation Detail

and Work Allocation Edit pages. o Check the new field is in the correct position on the page. Typically, the page layout displays the fields in

the same order as the hierarchy, with the highest level field at the top of the list. o Select Save.

2. To add the new field(s) to the displayed hierarchy in the WX Timesheet: o In the Work Allocation object select Field Sets. o Select Edit next to Hierarchy. o Drag and drop the field(s) into position in the Field Set. o Select Save.


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The position of the fields in the Field Set controls the order of the hierarchy; a higher position means a higher level in the hierarchy. Fields are taken from the Field Set top to bottom and displayed left to right in the WX Timesheet. In the example above, the Field Set runs from top to bottom: o Area o Work Allocation Name o Code o Additional field

Making Work Allocations Available When you have created a Work Allocation, choose how to make that allocation available to Team Members:

• Check the Active checkbox on the Work Allocation Edit page (see page 126).

If the Timesheet Pattern has the Show Active Work Allocations checkbox checked (see page 117), the Work Allocation is made available on Timesheets and can be selected by Team Members.

Once selected, the Work Allocation appears on Timesheets for a Team Member until a complete Timesheet for the Team Member has no time entries for that allocation - the Work Allocation is then removed from subsequent Timesheets until it is reselected.

• Set up a Work Allocation Assignment.

Work Allocation Assignments apply to Timesheet Patterns and can make a Work Allocation: o Available for selection by all Team Members using the Timesheet Pattern when completing a

Timesheet, by adding it to the selection box of available Work Allocations. o Automatically available by all Team Members using the Timesheet Pattern when completing a

Timesheet without the need to select the Work Allocation from a selection box. This option is useful for ensuring specific Work Allocations are always available on Timesheets, for example for an Infrastructure, Research, or Other Work category.

Work Allocation Assignments can apply to all Work Allocations - the Active checkbox on the Work Allocation Edit page does not have to be checked.

Setting Up a Work Allocation Assignment


2. Select the name of the Timesheet Pattern to which you want to add the Work Allocation Assignment.

For Work Allocation Assignments to show on Timesheets the Timesheet Pattern must be set up for Work Allocation Entry Type. The Work Allocation Assignment applies to all users of the Timesheet Pattern, whether assigned through their Policy or directly.

3. Go to the Work Allocation Assignments related list and select New Work Allocation Assignment:


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Sage People displays the New Work Allocation Assignment page:

If the Work Allocation Assignments Related List is not displayed you can add it:


b. Select the Label for the Timesheet Pattern object.

c. Select the Related List for Page Layouts.

d. Select Edit for the Timesheet Pattern Layout.

e. In the left panel select Related Lists.

f. Drag and drop the Work Allocation Assignments Related List onto the Page Layout.

g. Select Save to save your changes.

h. If prompted to Overwrite Users' Related List Customizations, select Yes.


Field Description

Work Allocation The Work Allocation you want to assign. Select Work Allocation Lookup , find and select the Allocation. Any Work Allocation can be selected; it does not have to be Active.

Timesheet Pattern The Timesheet Pattern you want to assign the Work Allocation. Automatically completed for you by Sage People with the Timesheet Pattern you selected earlier.

To change the Timesheet Pattern, select Timesheet Pattern Lookup , find and select the Pattern.

Add To Timesheet Checkbox. If checked, the Work Allocation is added as a set of time entry fields to all Timesheets using this Timesheet Pattern. The Work Allocation remains on subsequent Timesheets until Add To Timesheet is unchecked. If unchecked, the Work Allocation is added to the selection box of available Allocations for selection by the Team Member when completing a Timesheet.

Order Number. The order you want this Work Allocation to be displayed on the Timesheet.

• With the Calendar aligned Left, the lowest number Work Allocation Assignment is displayed as the left-most column for time entry.

• With the calendar aligned Top, the lowest number Work Allocation Assignment is displayed as the top-most column for time entry.


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5. Select: o Save to save the Work Allocation Assignment and return to the Timesheet Pattern Detail page. The

Work Allocation Assignment is added to the related list for the Pattern. o Save & New to save the Work Allocation Assignment and define another. o Cancel to discard your entries and return to the Timesheet Pattern Detail page.

Field Sets: Work Allocation

Work Allocation Object

Field Set Purpose

Hierarchy Fields defining a set of levels for Work Allocations as used for Timesheets. The order of the fields defines the order of the hierarchy, with the highest level at the top of the list. The hierarchy is displayed as a set of selection boxes in a Timesheet when the Timesheet Pattern is set to use the Work Allocation Entry Type. By default the Field Set contains:

• Area


• Code In that order. You can rename the Area and Code fields, and you can define and add further fields to extend the hierarchy. To set up a flat set of Work Allocations without a hierarchy, remove Area and Code from the Field Set.

Configure Policies and Profiles For Sage People Time

Policy Settings • Timesheet checkbox.

This is not displayed by default. To make the checkbox visible:

a. Go to Setup > App Setup > Create > Objects > Policy

b. Go to Field Sets > Additional Policies and select Edit.

c. Drag and drop the Timesheet field into the Field Set.

When displayed in the Policy make sure it is checked.

• Timesheet Pattern field.

This is not displayed by default. To make the field visible:

a. Go to Setup > App Setup > Create > Objects > Policy

b. Go to Field Sets > Additional Policies and select Edit.

c. Drag and drop the Timesheet Pattern field into the Field Set.

When displayed in the Policy make sure a Timesheet Pattern is selected.

• Work Days Pattern field.

Overtime Rules and Work Days Pattern work together to define Team Member entitlement to overtime. Make sure the Work Days Pattern field is displayed in the Policy, usually in the Absences - Paid Time Off section, and that a Work Days Pattern is selected.


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Profile Settings The Team Member Profile settings shown in this section enable Team Members to make and correct time entries in Timesheets through WX.

If you need to restrict Team Member permissions further, change the settings appropriately.

Fairsail Administrator Fairsail HR Manager Fairsail Platform Team Member

Custom App Settings

Sage People Time & Attendance

Visible

Custom Object Permissions

Overtime Condition

Read

Create

Edit

Delete

View All

Modify All

Overtime Rule

Read

Create

Edit

Delete

View All

Modify All

Pay Code

Read

Create

Edit

Delete

View Al

Modify All


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Time Reports

Read

Create

Edit

Delete

View All

Modify All

Timesheets

Read

Create

Edit

Delete

View All

Modify All

Timesheet Patterns

Read

Create

Edit

Delete

View All

Modify All

Work Allocation

Read

Create

Edit

Delete

View All

Modify All

Work Allocation Assignments

Read

Create


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Edit

Delete

View All

Modify All

Work Days Patterns

Read

Create

Edit

Delete

View All

Modify All

Action Events: Timesheet

Event When sent

New When a Timesheet is created.

Draft When a Timesheet is saved.

Submit When a Timesheet is submitted for approval.

Approve When a Timesheet is approved.

Reject When a Timesheet is rejected.


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Translation Workbench: Time

Employment Record Object (Time)



Shift Pattern Lookup (Shift Pattern)

Timesheet Pattern Lookup (Timesheet Pattern)

Overtime Condition Object (Time)



Absence Reason Text (255)

Apply To Picklist

Code Formula (Text)

Holiday Name Text (255)

Hours Greater Than Number (5,4)

Ignore Following Rules If Matched Checkbox

Include Public Holidays Checkbox

Order Number (5,1)

Overtime Rule Master-Detail (Overtime Rule)

Part Of Lookup (Overtime Condition)

Pay Code Lookup (Pay Code)

Rate Formula (Number)

Rollup Group Text (80)

Start Time Text (5)

Timespan Picklist

Overtime Rule Object (Time) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Active Checkbox

Minimum Hours For Consecutive Day Number (2,2)

Multiple Rule Action Picklist


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Pay Code Object (Time) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Code Text (80)

Description Long Text Area (32768)

Hide on Timesheet Checkbox

Rate Number (5,4)

Policy Object (Time) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Shift Pattern Lookup (Shift Pattern)

Timesheet Checkbox


Shift Pattern Object (Time) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Base Date Date

Holiday Shifts Checkbox

Rolling Length Number (3,0)

Shift Pattern Item Object (Time) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Color Text (16)

Day Number (2,0)

Earliest End Time Text (5)

Earliest Start Time Text (5)

Latest End Time Text (5)

Latest Start Time Text (5)

Maximum Hours Number (2,2)

Minimum Hours Number (2,2)

Normal Hours Number (2,2)

Pay Code Lookup (Pay Code)


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Shift Pattern Item Object (Time) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields

Shift Pattern Master-Detail (Shift Pattern)

Work Allocation Lookup (Work Allocation)

Work Location Lookup (Work Location)

Time Report Object (HCM) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Absence Lookup (Absence)

Amount Formula (Currency)

Break Times Text (255)

Code Text (80)

Comment Text (255)

Duration Number (5,2)

End Time Text (5)

Rate Number (5,2)

Rate Duration Formula (Number)

Report Date Date

Start Time Text (5)

Timesheet Master-Detail(Timesheet)

Unit Amount Currency(14, 2)

Work Allocation Lookup(Work Allocation)

Work Location Lookup(Work Location)

Timesheet Object (HCM) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Amount Roll-Up Summary (SUM Time Report)

Approved Date Date

Duration Roll-Up Summary (SUM Time Report)

Employment Master-Detail (Employment Record)

End Date Date

Manager Action Formula (Text)

Manager Action Date Formula (Date)

Paid Date Date


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Timesheet Object (HCM) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields

Rate Duration Roll-Up Summary (SUM Time Report)

Start Date Date

Submitted Date Date

Timesheet Object (Time) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields



Timesheet Pattern Object (Time)



Base Date Date

Entry Type Picklist

Layout Picklist

Overtime Rule Lookup (Overtime Rule)

Show Active Work Allocation Checkbox

Show Overtime Calculations Picklist

Show Overtime Rates Picklist

Snap To Step Time Checkbox

Step Time Minutes Number (3,0)

Time Periods Number (1,0)

Timespan Picklist

Work Allocation Object (HCM) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Active Checkbox

Area Text (255)

Code Text (80)

Description Long Text Area (32768)

Enhanced Timesheets in WX

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Work Allocation Assignment Object (Time)



Add To Timesheet Checkbox

Order Number (5,0)

Timesheet Pattern Master-Detail (Timesheet Pattern)

Work Allocation Master-Detail (Work Allocation)

Pulse Surveys What You Need

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Pulse Surveys Pulse surveys are commonly used to give an indication of some aspect of the health of a company. Typically comprising an easy to complete set of questions, repeated frequently to a defined, regular schedule, pulse surveys can generate valuable employee related data for reporting and analysis.

Sage People Pulse Surveys are set up by your administrator and displayed in WX for completion by Team Members.

You can:

• Include up to 10 open or closed questions. Responses can be constrained to selecting options from a defined list, or you can choose to enable text responses, limiting the permitted number of characters.

• Use help text to provide context for questions and assistance for respondents when completing a survey in WX.

• Send surveys to targeted audiences.

• Anonymize responses.

• Use fields from the Team Member and Employment Record objects as Survey Dimensions.

What You Need Make sure that your org includes:

• Sage People HCM version 20.21 or later.

Pulse Surveys Setting Up Pulse Surveys

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Setting Up Pulse Surveys A Pulse Survey comprises:

• A Survey definition, including: o Name and description. o Start and end dates. o Anonymity indicator. o Reuse details.

You can define a Survey with no re-use - the Survey runs once only. Typically, pulse surveys are designed to run multiple times to measure changing data over time. Reuse details schedule the repeat frequency and duration of the Survey.

o Questions. Questions must reference a Scale in the Scales Library. If the Scales you want to use do not exist you must create them before you can complete setting up the Survey questions.

• Survey Dimensions.

Dimensions are the data fields you want to record for Team Members responding to the survey, such as Department, Employment Status, Hire Date, and so on. A range of pre-configured Dimensions is supplied - you can add your own if necessary.

• An Internal Communication process to host the Survey.

Follow this sequence:

1. Create a Survey definition (see page 142).

2. Add questions (see page 144).

Questions use Scales from the Scales Library - make sure the library holds the Scales you want to use and add any you new scales you need.

3. Add Dimensions (see page 145).

4. Set Configure page options (see page 150).

5. Set up WX to host and display the Survey (see page 151).


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Creating a New Survey 1. Select the Surveys tab.

Sage People displays the SUrveys Home page.

2. Select New.

Sage People displays the Edit Detail page:


Field Description

Survey Name A name for the Survey. Up to 80 characters.

Description A brief description of the purpose of the Survey. Up to 255 characters.

Anonymous Checkbox. If checked, Survey data is anonymized. Bear in mind that Sage People grants HR access to personal data and the Dimensions used for a Survey in many cases would enable individual responses to be derived. If your survey must guarantee complete anonymity, use an external survey application. Checked by default.

Start Date The date you want the Survey to start. Start Date and End Date together control the number of days the Survey is accessible through WX, subject to the Start and End Dates of the WX Internal Communications Process hosting the Survey. Setting Survey Start Date:

• Before the WX Process Start Date The Survey is not visible in WX until the Process Start Date is today.

• Equal to the WX Process Start Date The Survey is visible when Survey Start Date - and Process Start Date - is today.

• After the WX Process Start Date The WX Process is visible but the Survey is not accessible until Survey Start Date is today.

When Reuse is defined, Start Date is automatically updated to show the next scheduled run of the Survey.


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Field Description

End Date The date you want the Survey to end. Start Date and End Date together control the number of days the Survey is accessible through WX, subject to the Start and End Dates of the WX Internal Communications Process hosting the Survey. Setting Survey End Date:

• Before the WX Process end date The Survey remains accessible until the Survey End Date is today. Between Survey End Date and Process End Date the Process is visible but the Survey is not accessible.

• Equal to the WX Process End Date The Survey is visible and accessible until Survey End Date - and Process End Date - is today.

• After the WX Process End Date The WX Process ceases to be visible - and the Survey ceases to be accessible - when the Process End Date is today.

When Reuse is defined, End Date is automatically updated to show the next scheduled run of the Survey.

Reuse section

None Weekly Monthly

Radio buttons to specify how frequently the Survey is to be reused. Select:

• None The Survey is used once and not reused.

• Weekly or Monthly Fields are displayed to enable you to define a reuse schedule.

Run every Displayed when you select Weekly or Monthly reuse buttons. Enter the number of weeks or months between each Survey run.

On each Displayed when you select Weekly or Monthly reuse buttons.

• For Weekly reuse select the picklist and choose the day of the week you want the Survey to run.

• For Monthly reuse enter the day of the month you want the Survey to run. If you set the day of the month to 31, the Survey runs on the last day of the month, resetting downwards to match the number of days in the month. Once reset to the lowest value encountered in the timespan of the survey, the day of the month does not reset upwards.

Close survey after Displayed when you select Weekly or Monthly reuse buttons. The number of days, weeks, or months you want each run of the Survey to remain accessible through WX. For example, a Survey set:

• Weekly

• Running every week

• On each Monday

• Close survey after set to 3 days ...is accessible through WX each week the Survey remains active for Monday, Tuesday, and Wednesday.

Run batch until Date. The last date the Survey is included in the Reuse Surveys Time batch. The batch runs daily at the time specified on the HCM Configure page (see page 150), and:

• Schedules the next run of the Survey.

• Changes the Survey Start and End Dates to show the next scheduled run of the Survey. Next scheduled run Automatically populated with the next date the Survey is to run.


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4. Select Save.

Sage People saves the Survey and displays the Survey Detail page with the Survey Questions and Survey Dimensions Related Lists.

You are now ready to define Survey Questions for the Survey.

Defining Survey Questions Survey Questions must reference a Scale in the Scales Library unless they are Comment Only questions. Comment Only questions do not require a Scale. If the Scales you want to use do not exist you must create them before you can complete setting up the Survey questions.

1. On the Survey Detail page, go to the Survey Questions Related List and select New Survey Question.


Title Text, up to 255 characters. The question as you want it to appear on WX.

Comment Only Checkbox, unchecked by default. If checked, the question is displayed with the option to respond using entered text. You can control the maximum length of response with the Character Limit field. The response can be left blank. If unchecked, Scale Type and Scale picklists are displayed for you to select the type of response to the question.

Scale Type Picklist. Scales are classified by method of selection, such as vertical radio buttons, horizontal radio buttons, drop down menu (picklist), slider bar. The picklist displays all the scale types represented in the Scales Library in your org. Select the picklist and choose the Scale Type you want to use. Your selection controls the content of the Scale picklist.

Scale Picklist. The scales defined in the Scales Library for the Scale Type you selected. Select the picklist and choose the Scale you want for this question.

Character Limit The number of characters you want to permit for the text comment box included as part of each question response. Enter a value from 1 to 255. If left blank, defaults to 255. WX displays an error message if the response exceeds the Character Limit; the response cannot be saved until it conforms to the limit.

Help Text Text, up to 32768 characters. Displayed in WX as part of the question response form. Use Help Text to provide context for the question, instructions or guidance for Team Members.


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3. Select Add.

The question is added to the list of questions for this Survey:

4. Select New Survey Question and repeat the procedure until you have added all the questions you want to present in this Survey.

Each Survey can present up to 10 questions.

• To change the order of presentation, use the Order buttons:

• To edit a question, select Edit.

The Question detail fields are displayed for you to edit.

• To remove a question from the Survey, select Delete.

Specifying Survey Dimensions Dimensions are the data fields you want to record for Team Members responding to the survey, such as Department, Employment Status, Hire Date, and so on. You can then use Dimensions for reporting and analysis of Survey data.

When you create a new Survey and before specifying any Survey Dimensions, the Survey Dimensions Related List for the Survey is blank. When you have specified Survey Dimensions they are added as selectable items to the Survey Dimensions Related List for all new Surveys.

The Survey Dimensions page lists existing fields on the Team Member and Employment Record objects you can use as Dimensions. For the pilot release of Pulse Surveys a subset of the listed fields is pre-configured for immediate selection:

Object Field

Employment Record Basis

Team Member Department

Team Member Manager

Employment Record Salary Band

You can configure other fields to use as Dimensions (see page 147).


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To specify a basic set of Dimensions available by default to all new Surveys:

1. Select the Survey Dimensions tab.

Sage People displays the list of available Dimensions:

2. Select Edit.

3. Select the checkboxes for the fields you want to make available as Dimensions. o If you select a field that has not been configured, when you select Save an error message is displayed:

To enable fields for selection you must add corresponding Custom Fields to the Survey Question Response object (see page 147).

4. Select: o Save to save your selections and make them available to your Surveys. o Cancel to remove your selections and return to the Survey Dimensions page.

When you next display a Survey Detail page the Survey Dimensions Related List includes the Dimensions you have added:

For a new Survey, the Related List shows available Dimensions, with none selected.

To select Dimensions for your Survey:

1. On the Related List, select Edit Survey Dimensions.

The list opens for editing.


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2. Check the boxes for the fields you want to use as Dimensions:

F

3. Select: o Save to save your selections. o Cancel to discard your changes and redisplay the Related List.

Adding Dimension Fields for Selection Each field you want to use as a Dimension for your Surveys must have a corresponding field on the Survey Question Response object. For the pilot release of Pulse Surveys a limited set of fields is pre-configured for immediate selection:

Object Field

Employment Record Basis

Team Member Department

Team Member Manager

Employment Record Salary Band

You can add Custom Fields to support others listed on the Survey Dimensions page.

You can also add your own Custom Fields as Dimensions, provided they are defined as fields on the Team Member or Employment Record objects and with one of the following data types:

• Date

• Picklist

• Text

When you have set up your own Custom Fields to be used as Dimensions they are automatically added to the Survey Dimensions page under the Team Member or Employment Record tabs.

To configure fields so that they can be selected as Dimensions:


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1. Go to Setup > App Setup > Create > Objects

2. Go to the Survey Question Response object select the object Label.

3. On the Custom Object Definition Detail page, go to the Custom Fields & Relationships Related List and select New.

4. On Step 1 of the New Custom Field definition, select the Data Type corresponding to the field you want to add as a Dimension.

5. Select Next.

6. On Step 2 of the New Custom Field definition complete Field Label and Field Name. Other fields displayed are dependent on the Data Type you selected in Step 1.

Field Label Must be in the form: DIM <Target_Field_Name> where <Target_Field_Name> is the name of the field you want to map to this Custom Field on the Survey Question Response object. For example: DIM Start Date

Field Name Automatically created for you using the Field Label you entered. Spaces in the field name are replaced with underscores. If you subsequently edit the Field Label, Field Name is not automatically updated - make sure that the Field Name retains the essential DIM starting characters.

7. Complete all other mandatory fields and any additional fields you want to, such as Description and Help Text.

8. Select Next.

9. On Step 3 of the New Custom Field definition check field level security is as you want it for the Fairsail Administrator, Fairsail HR Manager, and Fairsail Platform Team Member Profiles.

10. Select Next.

11. On Step 4 of the New Custom Field definition ensure the Add Field checkbox is checked to add the field to the Question Response page layout.

12. Select Save

The field is added to the list of Custom Fields & Relationships for the Survey Question Response object. Check that the API name is in the correct format:

DIM_<Target_Field_Name>__c

For example:

DIM_Start_Date__c

If the field maps to your own Custom Field on the Team Member or Employment Record objects it is automatically added to the Survey Dimensions page under the appropriate tab.


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Copying a Survey Copying a Survey copies:

• The Survey details including: o Name o Description o Anonymous indicator o Start and end dates

• Reuse details

• Survey Questions

• Survey Dimensions

To copy a Survey:

1. Select the Surveys tab.

2. Select a View that includes the Survey you want to copy.

3. Select the Survey Name.

4. On the Survey page, select Copy.

The Survey is copied and the Survey Edit page is displayed.

5. Change the Survey Name and any other details you want.

6. Select Save.

The copy is saved and added to the list of available Surveys. Select the Survey Name to make any further changes including updating or adding Survey Questions, or editing Survey Dimensions.


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Configure Page Options Anonymize Surveys Time

Picklist and Run Now button. Used as part of the configuration for Internal Communication Surveys. Sets a daily time to run a batch to remove identifying information from each survey response. Select the picklist and choose the hour of the day you want the batch to run. Select Run Now to run the batch immediately.

Reuse Surveys Time Picklist and Run Now button. Used as part of the configuration for Internal Communication Surveys. Sets a daily time to run a batch to:

• Execute active Surveys with the Next scheduled run date equal to today.

• Schedule next Surveys as specified by Reuse detail on each Survey.

• Reset Survey Start and End Dates to show the next scheduled run of each Survey. Select the picklist and choose the hour of the day you want the batch to run. Select Run Now to run the batch immediately.

Update Survey Completion

Picklist and Run Now button. Used as part of the configuration for Internal Communication Surveys. Sets a daily time to run a batch to assess who has completed active surveys and who has not. The batch sets the Is Confirmed field on the WX Process Confirmation object:

• TRUE when a survey has been completed.

• FALSE when a survey has not been completed. The batch does not leave Is Confirmed null, enabling full positive reporting, analysis, and follow up action. When run in an org with multiple active surveys sent to multiple Team Members, the batch can require several minutes to run - allow adequate time when scheduling multiple batches. Select the picklist and choose the hour of the day you want the batch to run. Select Run Now to run the batch immediately.

Pulse Surveys Setting Up WX to Display a Survey

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Setting Up WX to Display a Survey Surveys are delivered to your Team Members through WX Internal Communications processes. You can use different Internal Communications for each survey, or reuse the same process, changing the linked Survey each time you want to run a different Survey.

Use WX Process start and end dates to control the visibility of the Survey - if the Process is not active, the Survey cannot be accessed.

Follow these steps:

1. Create an Internal Communication to host the Survey.

The Internal Communication defines the Tile and Detail View content to accompany the Survey. Team Members access the Survey using a link on the Detail View, so use text and images on the Tile and Detail View to introduce the Survey and give any necessary guidelines, for example: o Why you're running the Survey and what you want to get out of it. o How long Team Members will have to complete the Survey. o How frequently the Survey will be repeated. o Whether the Survey data will be anonymized. o What you plan to do with the data.

The Survey itself can then focus on the questions you want to ask.

Use the Advanced Options on the Internal Communication to define who is to receive the Survey (see page 152).

2. Select an existing WX Service or create a new one to host the Internal Communication Survey(s) (see page 152).

3. In the WX Service create a new Internal Communications Process and link it to the Internal Communication and to the Survey (see page 153).

For more information about creating Internal Communications, WX Services, and WX Processes, see the WX Configuration Guide.

4. Use the options on the HCM Configure page to set up the batches controlling survey reuse, anonymizing, and completion updating (see page 150).

When a Survey is activated, if the WX Process is configured with Survey has Action checked, an Action is raised for each Team Member you want to complete it, and the Survey becomes accessible through the Internal Communication Process hosting it.


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Creating a New Internal Communication See page 169.

Creating a New WX Service You can create as many WX Services as you need for your organization, with each Service containing all necessary Processes. Usability - particularly on devices with smaller screens - is likely to put a practical limit on the number of Services and Processes you want to display.

1. Select the WX Services tab.

2. On the WX Services Home page, select New.

Sage People displays the New WX Service Edit page:


WX Service Name The name you want to display in WX for this service. Use a name that summarizes the processes you are planning to group within it - Team Members use the Service names to navigate WX and effective naming helps them find what they're looking for as quickly as possible.

Order Number, no decimal places. The order in which you want this service displayed in the Navigation Bar and the Service Bar. Lower numbered Services are displayed above higher numbered in the Navigation Bar, and to the left of higher numbered in the Service Bar. Use numbers that make it easy to change the order and add new Services, for example use 10, 20, 30 rather than 1, 2, 3.

4. Select: o Save to save the Service and display the WX Service Detail page. o Save & New to save this Service and create another. o Cancel to discard this Service without saving and return to the WX Services Home page.


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The WX Service Detail page for a newly created Service looks like this:

You are now ready to add Processes to the Service - a Service with no Processes is not displayed in WX.

Creating a New WX Process 1. Select the WX Services tab.

2. On the WX Services Home page, select a View that shows the Service to which you want to add a Process, and select the WX Service Name.

Sage People displays the WX Service Detail page:


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3. In the WX Processes related list, select New WX Process.

Sage People displays the WX Process page:


Field Description

Label

The name you want to use for this Process. The label is displayed:

• In the Navigation Bar.

• On the Tile for the Process.

• On the Detail page for the Process. Use a Label that will be easily recognized by Team Members. Labels do not have to correspond to the generic Sage People WX Process Type - choose a name that is meaningful for your organization.

Active

Checkbox. If checked, this Process is active and can be displayed and used in WX. Checked by default.

WX Service

The name of the Service you want to host this Process. By default, Sage People inserts the name of the Service you selected at the start of this procedure. To go to the WX Service Detail page, select the Service name. To Edit the Service Name or Order, hover over the Service Name and select Edit in the popup:


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Field Description

Order Number, no decimal places. The order in which you want this Process displayed within the Service. Lower numbered Processes are displayed above higher numbered in the Navigation Bar. Process Tiles are displayed left to right, low number to high, and then in rows from top to bottom:

Use numbers that make it easy to change the order and add new Processes, for example use 10, 20, 30 rather than 1, 2, 3.

Start Date The date from which you want the Process to be available. Leave blank if you want the Process to be available immediately.

End Date The date after which you no longer want the Process to be available. Leave blank if you want the Process to be available indefinitely.

Preferred Number Of Columns

Number, no decimal places. The number of columns you want Sage People to use when displaying the tile for this Process with other Processes in the same Service. Currently supports 1 or 2. Indicative for desktop screen sizes; the actual number of columns reduces responsively for smaller screens. On mobiles, tiles are displayed in a single column regardless of the value in this field. When calculating actual number of columns WX optimizes the display, taking into account:

• Preferred Number Of Columns

• Available space

• Form factor

WX Process Type Picklist. The Sage People Process you want to use. The picklist contains all the Sage People processes available to you, for example:

• Performance Review

• Objectives

• Absences

• Internal Communications

• Recognition Select the picklist and select the WX Process Type you want to use.

WX Internal Communication

Displayed when you select the Internal Communications Process Type. If you have an existing Internal Communication you want to use for this Process, select WX Internal Communication Lookup , find and select it. If you want to create a new Internal Communication now, select New to display the WX Internal Communications fields at the bottom of the page.


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Field Description

Survey Displayed when you select the Internal Communications Process Type. If you have defined a Survey to be hosted by this Internal Communication Process, select Survey Lookup , find and select it.

Show In Mobile Checkbox. If checked, this Process instance is displayed by the Sage People Mobile app. Unchecked by default. While all WX Processes can be displayed by Mobile, those with fewer options and less complex displays work best. Show In Mobile does not affect the availability of processes through a browser on a mobile device; it is used solely to switch a process on or off in the Sage People Mobile app.

Show Title In Tile Checkbox. If checked, the Label is displayed at the top of the Process Tile.

Show Title In Detail Checkbox. If checked, the Label is displayed at the top of the Detail page. If unchecked, the Detail page displays the default Custom Label associated with the Process, for example, Current Objectives, Skills, Targets.

Additional Information

Text. For many processes you can enter filter information as one or more key-value pairs to control the display of data for each instance of that process. Each key-value pair contains a unique identifier - the key - and a data value for that item. For example, for a New Hires Summary Process, Additional Information can contain two key-value pairs, one to specify the content type and one to specify a message: contentType=new hires messageToSelf=Welcome!

Permitted content is given in the configuration information for each Process.

Hide When Read Checkbox. Displayed when you select the Internal Communications Process Type. If checked, the Internal Communication is hidden when the Team Member confirms that they have read it. If checked, Confirm When Read must also be checked.

Confirm When Read Checkbox. Displayed when you select the Internal Communications Process Type. If checked, a message is displayed with the Internal Communication asking the Team Member to confirm they have read it.

Score has Action Checkbox. Displayed when you select the Internal Communications Process Type. If checked, an Action is raised for Team Members receiving the Internal Communication, prompting them to respond.

Survey has Action Displayed when you select the Internal Communications Process Type. If checked, an Action is raised for Team Members receiving the Survey, prompting them to respond.

5. Select Save.

Sage People displays the WX Process page. The Process is added to the WX Service and displayed in the Navigation Bar next time you open or refresh WX.

Pulse Surveys Completing a Survey in WX

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Completing a Survey in WX

If the Survey is configured to raise an Action when due for completion, each

Team Member included in a Survey receives an Action:

Select Complete Action to open the Survey.

If the Survey is not configured to raise an Action, navigate to the Detail View:

On the Detail View, select Survey:


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Comment boxes can have limits on the

number of characters you can enter.

If you exceed the limit, WX displays a message:

You must reduce the number of characters to be within the limit before you can submit your survey response.

When you have completed the survey, select Submit:

Pulse Surveys Pulse Survey Reporting

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Pulse Survey Reporting The initial pilot release of Sage People Pulse Surveys does not include pre-configured reports, but you can generate your own Reports using the Survey fields you choose, including all custom Dimension fields you have created. You can also generate reports showing who has, and who has not completed Surveys (see page 161).

To ease the process of creating Survey Reports through the report wizard, create a dedicated Survey Report Type:

1. Go to Setup > App Setup > Create > Report Types.

2. If the What is a Custom Report Type? page is displayed, select Continue.

3. On the All Custom Report Types list page, select New Custom Report Type.

Sage People displays Step 1. Define the Custom Report Type.


Primary Object Picklist. The object forming the focus of reports generated by this Report Type. Select the picklist and choose Surveys.

Report Type Label A name for the Report Type, for example: Surveys.

Report Type Name Automatically created from the Report Type Label.

Description A brief description of the Report Type for display to report creators.

Store in Category Picklist. The categories of report available in your org. Select the picklist and choose the Category you want to host Survey Reports.

Deployment Status Select Deployed to make the Report Type visible through the report wizard.

5. Select Next.

Sage People displays Step 2. Define Report Records Set.

6. Select (Click to relate another object).

7. In the B object selector, select the picklist and choose Survey Questions.

8. For the A to B Relationship, select Each "A" record must have at least one related "B" record.

9. Select (Click to relate another object).

10. In the C object selector, select the picklist and choose Survey Question Responses.

11. For the B to C Relationship, select Each "B" record must have at least one related "C" record.

12. Select Save.

Sage People displays the Custom Report Type Definition page for you to check the settings you have defined. The Report Type is now available for you to use when setting up a Survey Report.

Pulse Surveys Process Confirmation Reporting

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Process Confirmation Reporting WX Internal Communications Processes used for surveys or generating scoring set values on the WX Process Confirmation object. You can report on the fields in this object to reveal Team Members who have responded and not responded. Pre-configured process confirmation reports are not supplied with WX, but you can create your own Report Type to enable report generation through the report wizard:

1. Go to Setup > App Setup > Create > Report Types.

2. If the What is a Custom Report Type? page is displayed, select Continue.

3. On the All Custom Report Types list page, select New Custom Report Type.

Sage People displays Step 1. Define the Custom Report Type.


Primary Object Picklist. The object forming the focus of reports generated by this Report Type. Select the picklist and choose WX Process Confirmations.

Report Type Label A name for the Report Type, for example: Survey Completion.

Report Type Name Automatically created from the Report Type Label.

Description A brief description of the Report Type for display to report creators.

Store in Category Picklist. The categories of report available in your org. Select the picklist and choose the Category you want to host Survey Reports.

Deployment Status Select Deployed to make the Report Type visible through the report wizard.

5. Select Next.

Sage People displays Step 2. Define Report Records Set.

WX Process Confirmations has no relatable objects, and one key field for reporting - the Is Confirmed checkbox.

6. Select Save to create the Report Type and make it available for reporting.

Pulse Surveys Translation Workbench (Pulse Surveys)

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Translation Workbench (Pulse Surveys)

Survey Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Anonymous Checkbox

Description Text Area (255)

End Date Date

Frequency End Date Date

Is Reuse Active Checkbox

Month Day Number (2,0)

Next Survey Run Date

Periodicity Picklist

Recurrence Duration Number (2,0)

Start Date Date

Survey Duration Number (2,0)

Survey Duration Period Picklist

Weekday Picklist

Survey Dimension Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


API Name Text (255)

Path Text (255)

Source Field Name Text (80)

Source Object Name Text (80)

Survey Dimension Mapping Object



Survey Master-Detail (Survey)

Survey Dimension Master-Detail (Survey Dimension)

Pulse Surveys

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Survey Question Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Order Number (2,0)

Question Title Text Area (255)

Scale Lookup (Scale)

Survey Master-Detail (Survey)

Survey Question Response Object



DIM Basis Text (80)

DIM Department Text (255)

DIM Manager Text (255)

DIM Salary Band Text (80)

Question Comment Text (255)

Scale Label Text (255)

Scale Score Number (2,0)

Survey Question Master-Detail (Survey Question)

Survey Response Lookup (Survey Response)

Survey Response Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Anonymized Checkbox

Survey Lookup (Survey)

Team Member Lookup (Team Member)

Internal Communications Enhancements

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Internal Communications Enhancements More options are available to you when defining an Internal Communication. You can apply multiple filters to more tightly control who can see the communication, including:

• Multiple Team Members, selected using Lookup.

• Employment Start and End dates.

More Internal Communication Multi Filters are available (see page 165).

The Internal Communications Advanced Options page has been revised with additional fields for the new filters and a simplified layout to improve ease of use (see page 174).

A new Internal Communication Multi Filters Related List displays the filters you have defined for each Internal Communication (see page 168).

If the new fields and Related List are not displayed on your Internal Communications Detail page by default, you can edit the page layout to add them (see page 166).

Internal Communications Enhancements Internal Communication Multi Filters

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Internal Communication Multi Filters You can set up an Internal Communication to use a range of filters, enabling you to target the communication to a tightly defined group of Team Members:

• A list of Team Members by name.

• Team Members assigned to one or more Policies, or to a Policy Group.

• Team Members assigned to one or more Groups.

• Team Members with Employment Start Dates in a defined period, using either absolute or relative dates.

• Team Members with Employment End Dates in a defined period, using either absolute or relative dates.

Filters are additive - all conditions must be met for a Team Member to receive the Internal Communication.

Multi Filters are available on the Advanced Options tab when creating or editing a new Internal Communication. (see page 174)

Multi Filters applied to an Internal Communication are listed on and accessible through the Internal Communications Multi Filter Related List displayed on the Internal Communication Detail page (see page 168).

Internal Communications Enhancements Changing the Internal Communication Detail Page Layout

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Changing the Internal Communication Detail Page Layout Check the Internal Communication Detail page displays the fields available in the Internal Communication creation process. For example:

Internal Communications Enhancements Changing the Internal Communication Detail Page Layout

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To change the Internal Communication Detail page to match this layout:

1. On the Detail page, select Edit Layout:

2. In the list of Fields, select Section and drag, four times, to create four new Sections below the current

Summary Raw field.

3. In the Section Properties dialog complete the fields as follows, selecting OK to save each section:

Name Display Section Header On

Layout Tab-key order

Content Detail Page 1-column -

Process Detail Page Edit Page

1-column -

Visibility Definition Detail Page Edit Page

1-column -

Audience Definition Detail Page Edit Page

2-column Top Down

4. Drag and drop the following fields into each section:

Section Fields

Column 1 Column 2

Content Content Raw Detail Rich Text Tile Rich Text Summary Raw

-

Process Scale -

Visibility Definition Show to Team Member Show to Manager Show to Other

-

Audience Definition Is Manager Exclude Team Member Level Down Policy Location Policy Group

Employment Start Date Between From Date Employment Start Date Between To Date Employment Start Date Between From Day Employment Start Date Between To Day Employment End Date Between From Date Employment End Date Between To Date Employment End Date Between From Day Employment End Date Between To Day

5. In the left panel of the selection box, select Related Lists.

6. Drag and drop the Internal Communications Multi Filters Related List onto the page layout.

7. Select Save.

Internal Communications Enhancements Using the Internal Communications Multi Filters Related List

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Using the Internal Communications Multi Filters Related List

The Internal Communications Multi Filters Related List is displayed by default on the Internal Communication Detail page. If the Related List is not visible, you can add it (see page 166).

Internal Communications Enhancements Creating a New Internal Communication

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Creating a New Internal Communication

1. Select the Internal Communications tab.

Sage People displays the Internal Communications Home page.

2. Select New.

Sage People displays the Internal Communication page:

You can complete: o Just the Basic Options and save - the Internal Communication is displayed by default to everyone who

has access to the hosting WX Service. o The Basic Options and the Advanced Options to define a more restricted target audience.


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Field Description

Basic Options tab Define the content

Internal Communication Name

The name you want to use for this Internal Communication. Used for searches. Not displayed to end users through WX.

Tile Information section

Tile Type The type of Tile you want to create for this Internal Communication. Select the picklist and choose from:

• Rich Text

• External Website

• Video

• Image

• Image Click Through

• Twitter

• YouTube

• HTML If the picklist does not display the full set of values, you can add them; in summary:

1. Go to Setup > App Setup > Create > Objects and select Internal Communication.

2. In the list of Custom Fields & Relationships select the Tile Type Field Label.

3. In the Values Related List, select New.

4. Add the missing values exactly as given.

5. Select Save. Tile Content Displayed if you select Rich Text as the Tile Type.

A text input field with standard formatting buttons:

Enter the summary text you want to appear on the Tile. You can also embed links and pictures:

If you want the Tile to contain just an image and no text, in Tile Type select Image or Image Click Through. The optimum size for pictures depends on the size of the Tile, and that varies in response to the size of the browser window. As a starting point for desktop display of a single column Tile, try a picture size of 250px high by 250px wide. The Firefox browser enables you to resize images in the Internal Communications Detail Edit view; most other browsers require you to edit the source image file in an image editor and reload it.

External Website Url Displayed if you select External Website or Image Click Through as the Tile Type. Enter the full url of the website you want to display in the Tile in the form: https://www.example.com The website must use the Hypertext Transfer Protocol Secure (https) communication protocol. Website urls are subject to your organization's access policy - make sure that your intended target audience is authorized to access the site you want to use.


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Field Description

Video Url Displayed if you select Video as the Tile Type. Enter the full url of the video you want to display in the Tile in the form: https://www.youtube.com/watch...

The video must use the Hypertext Transfer Protocol Secure (https) communication protocol. Video urls are subject to your organization's access policy - make sure that your intended target audience is authorized to access the video you want to use.

Image Displayed if you select Image or Image Click Through as the Tile Type.

Select Browse, find and select the image you want. A preview of the image is displayed below Tile Image Aspect Ratio. Tile images display responsively, adapting to the browser window size you are viewing.

Tile Image Aspect Ratio

Displayed if you select Image or Image Click Through as the Tile Type. Use to help you choose an image that fits the Tile size. Picklist. Select the picklist and choose the aspect ratio you want to use for the image on the Tile. The aspect ratios are those commonly used for images. The page displays a mask on the image, indicating how the image should be cropped for WX display at the aspect ratio selected. The mask covers the part of the image to be hidden. If your image shows significant masking the Tile will include white space as it resizes responsively. Sage People does not enable you to resize the image - use image manipulation software to produce an image fitting the aspect ratio of the Tile.

Twitter ID Displayed if you select Twitter as the Tile Type. The unique identifier for the Twitter account you want to link to this Internal Communication. Supplied by Twitter.

Link Color Displayed if you select Twitter as the Tile Type. The hexadecimal (hex) code for the color you want to use for the Twitter link. Enter the code in the form: #RRGGBB where: RR is the hex code for the red component of the color. GG is the hex code for the green component of the color. BB is the hex code for the blue component of the color. For example, royalblue is represented by: #4169E1

Dark Theme Displayed if you select Twitter as the Tile Type. Checkbox. If checked, the Twitter feed displays in night mode.

YouTube Video ID Displayed if you select YouTube as the Tile Type. The unique identifier for the YouTube video you want to link to this Internal Communication. Supplied by YouTube. The YouTube Video ID is displayed as the string of characters following the = sign towards the end of the URL for the video:

Render Tile As Player Displayed if you select YouTube as the Tile Type.

Checkbox. If checked, the YouTube video player is rendered within the Tile and users can play the video in the Tile, without having to access the Detail view. If unchecked, you must access the Detail view to play the video; you cannot play the video directly from the Tile view.


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Field Description

HTML Displayed if you select HTML as the Tile Type. To avoid creating a potential security vulnerability, do not embed hyperlinks in your HTML - use the RTF or Image Click Through Tile Types instead. If your Tile content is image only with no click through, use the Image Tile Type. Enter the html you want to be rendered in the Tile.

Detail Information section

Detail Type The type of Detail you want to create for this Internal Communication. Detail content is displayed when users select the summary information displayed in the Tile. Select the picklist and choose from:

• Rich Text

• External Website

• Video

• Image

• Image Click Through

• Twitter

• YouTube

• HTML If the picklist does not display the full set of values, you can add them; in summary:

1. Go to Setup > App Setup > Create > Objects and select the Internal Communication.

2. In the list of Custom Fields & Relationships select the Detail Type Field Label.

3. In the Values Related List, select New.

4. Add the missing values exactly as given.

5. Select Save. If your Tile contains the full message and you do not want to display a Detail panel, leave Detail Type at its default value and leave the content fields empty.

Detail Content Displayed if you select Rich Text as the Detail Type. A text input field with standard formatting buttons:

Enter the text you want to appear in the Detail view. You can also embed links and pictures:

If you want the Detail view to contain an image and no text, in Detail Type select Image or Image Click Through.

External Website Url Displayed if you select External Website or Image Click Through as the Detail Type. Enter the full url of the website you want to display in the Detail in the form: https://www.example.com

The website must use the Hypertext Transfer Protocol Secure (https) secure communication protocol. Website urls are subject to your organization's access policy - make sure that your intended target audience is authorized to access the site you want to use.


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Field Description

Video Url Displayed if you select Video as the Detail Type. Enter the full url of the video you want to display in the Detail in the form: https://www.youtube.com/watch...

The video must use the Hypertext Transfer Protocol Secure (https) secure communication protocol. Video urls are subject to your organization's access policy - make sure that your intended target audience is authorized to access the video you want to use.

Image Displayed if you select Image or Image Click Through as the Detail Type.

Select Browse, find and select the image you want to use. A preview of the image is displayed below Detail Image Aspect Ratio.

Detail Image Aspect Ratio

Displayed if you select Image or Image Click Through as the Detail Type. Use to help you choose an image that fits the Detail View. Picklist. Select the picklist and choose the aspect ratio you want to use for the image on the Detail View. The aspect ratios are those commonly used for images. The page displays a mask on the image, indicating how the image should be cropped to use in WX for display at the aspect ratio selected. The mask covers the part of the image to be hidden. If your image shows significant masking the Detail View will include white space as it resizes responsively. Sage People does not enable you to resize the image - use image manipulation software to produce an image fitting the aspect ratio of the Detail View.

Twitter ID Displayed if you select Twitter as the Detail Type. The unique identifier for the Twitter account you want to link to this Internal Communication. Supplied by Twitter.

Link Color Displayed if you select Twitter as the Detail Type. The hexadecimal (hex) code for the color you want to use for the Twitter link. Enter the code in the form: #RRGGBB where: RR is the hex code for the red component of the color. GG is the hex code for the green component of the color. BB is the hex code for the blue component of the color. For example, royalblue is represented by: #4169E1

Dark Theme Displayed if you select Twitter as the Detail Type. Checkbox. If checked, the Twitter feed displays in night mode.

YouTube Video ID Displayed if you select YouTube as the Detail Type. The unique identifier for the YouTube video you want to link to this Internal Communication. Supplied by YouTube. The YouTube Video ID is displayed as the string of characters following the = sign towards the end of the URL for the video:

HTML Displayed if you select HTML as the Detail Type.

To avoid creating a potential security vulnerability, do not embed hyperlinks in your HTML - use the RTF or Image Click Through Detail Types instead. If your Detail View content is image only with no click throughj, use the Image Detail Type. Enter the html you want to be rendered in the Detail View.


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Audience Definitions section

Team Member

The name of the Team Member(s) you want to receive this Internal Communication.

Select Team Member Lookup , find and select one Team Member at a time. When selecting more than one Team Member, select Save after each selection to add the Team Member. As Team Members are added, their names appear to the right of the field. Use on its own to build an exclusive list of recipients, or use in conjunction with:

• Exclude Team Member To stop the selected Team Member(s) from viewing this Internal Communication.

• Level Down When selecting a single Team Member, to constrain the number of reporting levels to add below the Team Member.

Exclude Team Member

Checkbox.Use with Team Member. If checked, the selected Team Member(s) are unable to view this Internal Communication.

Level Down

Use with Team Member when a single Team Member is selected. The number of levels of the company hierarchy below Team Member you want to view this Internal Communication. If Team Member is populated, do not leave blank. Set to 0 (zero) if you want this Internal Communication to be viewed by the Team Member alone. For example, to control visibility of the Internal Communication when Team Member is the CEO:

• Level Down = 0 Can be viewed exclusively by the CEO.

• Level Down = 1 Can be viewed by the CEO and C level employees - the CEO's direct reports.

• Level Down = 2 Can be viewed by the CEO, C level employees and their direct reports, typically a senior management team.

Is Manager Checkbox. If checked, the Internal Communication is visible to Team Members who have direct reports. Do not use with Team Member.

Policy The name of the Policy or Policies assigned to the Team Members you want to view this Internal Communication. Select Policy Lookup , find and select one Policy at a time. When selecting more than one Policy, select Save after each selection to add the Policy. As Policies are added, their names appear to the right of the field. Leave blank if you don't want to define the target audience by their Policy.

Policy Group The name of the Policy Group or Groups assigned to the Team Members you want to view this Internal Communication. Enter the name of one Policy Group at a time. When adding more than one Policy Group, select Save after each entry to add the Policy Group. As Policy Groups are added, their names appear to the right of the field. Leave blank if you don't want to define the target audience by their Policy Group.

Group The name of the Group(s) containing the Team Members you want to view this Internal Communication. Select Group Lookup , find and select one Group at a time. When selecting more than one Group, select Save after each selection to add the Group. As Groups are added, their names appear to the right of the field. Leave blank if you do not want to select the target audience by Group.

Group Type The name of the Group Type(s) containing the Team Members you want to view this Internal Communication. Select Group Type Lookup , find and select one Group Type at a time. When selecting more than one Group Type, select Save after each selection to add the Group Type. As Group Types are added, their names appear to the right of the field. Leave blank if you do not want to select the target audience by Group Type.


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Employment Start Date

Checkbox and dependent fields. If checked, you can select the target audience by their Employment Start Dates. Use one of the two options to specify a range:

• A number of days ago. To specify a rolling window relative to today. Use positive values with the lowest value first. For example: o Between 1 and 7 days ago

to target employees starting in the last week. o Between 7 and 14 days ago

to target employees starting in the week before last.

• A date range. To specify a fixed calendar period. Select the fields to display a calendar and choose a date. Enter the earliest date in the first field. For example: o Between 1 August 2017 and 31 August 2017

to target all employees starting in the month of August 2017. o Between 1 January 2016 and 31 December 2016

to target all employees starting in 2016. Employment End Date

Checkbox and dependent fields. If checked, you can select the target audience by their Employment End Dates. Use one of the two options to specify a range:

• A number of days in the future. To specify a rolling window relative to today. Use positive values with the lowest value first. For example: o Between 1 and 28 days in the future

to target employees ending employment in the next four weeks.. o Between 1 and 90 days in the future

to target employees ending employment in the next three months.

• A date range. To specify a fixed calendar period. Select the fields to display a calendar and choose a date. Enter the earliest date in the first field.

Visibility Definition section

Show To Manager Checkbox. If checked, when a Manager views a Team Member's pages, the Internal Communication is visible to the Team Member's manager, manager's manager, and so on up the organization hierarchy.

Show To Other Checkbox. If checked, when someone who is not the Team Member and not a member of the Team Member's management hierarchy views a Team Member's pages, the Internal Communication is visible to them.

Show To Team Member

Checkbox. If checked, the Internal Communication is visible to Team Members viewing their own WX pages, and not on the team pages when viewed through the manager's WX.

Scoring Definition section

Scale The Scale recipients of this Internal Communication use when providing scored feedback. Required to display a Score button on the Internal Communications Detail view; selecting Score on the Internal Communication displays the Review Internal Communication view with a picklist of the Scale values. If used, specify an existing scale in your organization's Scale Library. Scales typically include those used to measure proficiency, expertise, frequency, and agreement. To generate an Action for the Team Member to respond to this Internal Communication, use the Score Has Action checkbox on the WX Process Instance page.

4. Select Save.

Sage People displays the Internal Communication Detail page, with Related Lists for: o Internal Communication Languages o Internal Communication Score Results

Internal Communications Enhancements Copying an Internal Communication

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Copying an Internal Communication To copy an Internal Communication:

1. On the Internal Communication Detail page, select Clone:

The Internal Communication is copied and the copy opens displaying the Basic Options tab with Internal Communication Name highlighted.

2. Enter a unique name for the copy.

3. Select Save.

Sage People displays the Detail page for the new Internal Communication.

4. Select Edit to change any of the details you want.

Multi Filters defined for the original Internal Communication are not copied with the clone operation.

Entering Provisional End Dates for Absence

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When booking an absence in WX, configuration options enable you to display an End Date Provisional indicator:

The field is typically used when first recording a period of absence, such as sickness or maternity, where the return to work date is uncertain. The default setting is Yes.

Previously configured by adding the End Date Provisional field to Field Sets, you can now switch the field on or off by using the Show End Date Provisional checkbox on the Absence Accrual Rule:


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If Show End Date Provisional is not displayed on the Absence Accrual Rule Edit page by default, you can add it:


2. In the list of Custom Objects, select the Label for Absence Accrual Rule.

3. On the Custom Object Definition Detail page for Absence Accrual Rule, go to the Page Layouts Related List.

4. For the Absence Accrual Rule Layout, select Edit.

5. In the list of fields, select Show End Date Provisional, drag and drop it onto the page layout.

6. Select Save.

Russian Added to Available Languages

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Russian Added to Available Languages You can now select Russian as a displayed language in the following Sage People packages:

• Async Reporting

• Human Capital Management (HCM)

• Payflow

• Recruit

• Resource Manager

• Time

When the language has been added to your org you can make Russian available for selection in WX by adding a line to the Available Languages text field in the HCM Configure page (see page 181), for example:

Русский:ru

Text before the colon forms the option displayed in the WX Language Selector picklist and can be changed to match your requirements. The :ru is the language code and must be entered as shown to enable Sage People to select the correct language for display.

Custom Labels added to your org - for example WX Service and Process names - must be separately translated.

Russian Added to Available Languages Adding and Amending the Language Selector Picklist

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Adding and Amending the Language Selector Picklist 1. Go to Setup > App Setup > Installed Packages.

2. Select Configure next to Sage People Human Capital Management.

Sage People displays the Configure page for Sage People HCM.

3. In Available Languages add a line for each language you want to be available for selection. Each line must be of the form:

[Name of the language as you want it displayed in the picklist]:[language code]

For example:

Française:fr

Relevant language codes are:

o For English: en_US o For Simplified Chinese: zh_CN o For Czech: cs o For Dutch: nl_NL

Sage People uses nl_NL for Flemish (Belgisch-Nederlands)

o For Finnish: fi o For French: fr o For French (Canadian): fr_CA o For German: de

o For Italian: it o For Japanese: ja o For Korean: ko o For Polish: pl o For Portuguese (Brazilian): pt_BR o For Russian: ru o For Spanish: es o For Swedish: sv o For Turkish: tr

When complete, Available Languages might contain the following entries:

English:en_US Čeština:cs Deutsch:de Español:es Français:fr

日本語:ja

한국어:ko

Русский:ru Svenska:sv

4. Select Save.

5. Go to WX and check that the Language Selector picklist at the bottom of the page displays the languages you have set up.

Check that the translated terms display for your chosen languages by selecting the language in the picklist.

Benefits Enhancements

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Benefits Enhancements A Benefit linked to beneficiaries or dependants now requires relevant beneficiary or dependant fields to be completed before enrollment in the benefit can be completed.

More configuration options enable you to:

• Use the Benefit Enrollment Signed Date, Benefit Enrollment Effective Date, and Benefit Enrollment CloseDate fields as triggers for an Action Event.

• Use a change to a Team Member's Benefit Set to trigger an Action Event.

Recent Platform Enhancements Files to Replace Attachments

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Files to Replace Attachments Attachments are associated with a specific record and cannot be shared with other records. Attachments are listed in the Notes & Attachments Related List you can include on the Detail page for many records, including Team Member and Employment Record.

A number of Salesforce releases have built support for a more flexible alternative to Attachments - Salesforce Files. There is a Files Related List you can add to Detail pages, and an option to default uploaded files to Salesforce Files rather than Attachments.

Salesforce Files are objects in their own right and can be shared with multiple objects, records within objects, and libraries. You can also post a Salesforce file in a feed, and update it with a new version.

Since the Salesforce Spring '16 release all new orgs have defaulted to use Salesforce Files in preference to Attachments for all files uploaded to the Notes & Attachments Related List.

Changing the default Files setting for an existing org

To change the default setting for an existing org:

1. Go to Setup > App Setup > Customize > Salesforce Files > Settings > General Settings.

2. Select Edit.

3. Check the setting Files uploaded to the Attachments related list on records are uploaded as Salesforce Files, not as attachments:

4. Select Save.

There is also a Files Related List you can add to the Detail page for many records, in addition to the existing Notes & Attachments Related List.

Adding the Files Related List to a Detail page

To add the Files Related List to a Detail page:

1. On the Detail page select Edit Layout.

2. On the Layout page in the left panel select Related Lists.

3. Drag and drop the Files Related List onto the page layout.

4. Select Save.

The Notes & Attachments Related List and all existing Attachments remain available. With effect from the Salesforce Winter '18 release the Upload File button on the Notes & Attachments Related List is no longer available.


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Going forwards, use the Files Related List to load all files you want to be immediately accessible from a record, at the same time making them available for wider use.

Loading a File to the Files Related List

To load a file to the Files Related List on a record:

1. On the Files Related List select Upload Files:

2. Browse to find the file you want to load and select Open.

Sage People displays the Upload dialog:

The dialog includes: o The name of the Record where you are loading the file. o The file name and size.

3. Select: o Share Settings to view or change how the file can be shared. o Close to add the file to the record.

All Salesforce Files loaded to your org are accessible through the Files tab.


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Using the Files tab

Select the Files tab.

The Files view opens and defaults to display recently viewed files, sorted with the most recently viewed at the top of the list:


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You can:

• Change the view to display: o All Files o Files owned by you o Files shared with you o Files in your Private Library o Files in your Asset Library

• Upload files.

• Search for files.

• Select a file to preview it and access a range of options including: o Download o Change Sharing settings o Upload a new version o Edit the name and description o Delete

Deleting a file from the Files tab removes it from all locations where it has been shared. You are prompted to confirm. To delete a file from a location while leaving it available elsewhere, use the local Delete option - for example on the Related List associated with a record.

o File report A standard Salesforce report on file and content engagement, including number of downloads, posts, likes, shares, and links.

• Choose from a range of actions, including: o Download o Upload a new version o Share with people o Share via link o Change Sharing settings

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Glossary of Terms Attachment A file that has been uploaded and attached to a specific record. Attachments cannot be shared with other records, or added to libraries. Attachments are listed in the Notes & Attachments Related List available for inclusion on the detail page layout for many records, including Team Member and Employment Record.

With effect from the Salesforce Winter '18 release, attachments can no longer be uploaded or attached - they are replaced by File objects, offering much greater flexibility including sharing across objects. Files are listed in the Files Related List.

Competency Assessment A means of assessing a team member's job-relevant knowledge and skills, as demonstrated through the work they do. Each item to be assessed - knowledge, skill, behavior, or indicator - is stored as a competency in a competency library. Stored competencies are used to build a job profile, and team members can then be assessed against a relevant profile. Results can contribute to employee development and succession planning.

Org Commonly used abbreviation for Salesforce Organization. An org is a Salesforce deployment with a set of user licenses and all of your data and applications. It is separate from all other orgs. Your Sage People org includes all the Sage People applications to which you have subscribed and all of your Sage People data.

Overtime Condition Defines the conditions under which overtime is payable, and the Pay Code applying to it. An Overtime Rule can comprise one or more Overtime Conditions. For example, within one Overtime Rule you can set up separate Overtime Conditions that apply when Team Members work:

• More than 8 hours on a weekday.

• Any hours on a Sunday.

• Any hours on a Public Holiday.

An Overtime Condition can have one or more Sub-Conditions.

Overtime Rule A collection of one or more Overtime Conditions applying to a specific timespan, such as a day, a week, or that defined by a Timesheet. Overtime Rules are allocated to one or more Timesheet Patterns.

Pay Code A code allocated to a specific pay rate, such as standard time or double time. Each Pay Code has a name, which is used on Timesheets, and a code, which is used within the system.

Sub-Condition An Overtime Sub-Condition linked to an Overtime Condition. Each Condition can have one or more Sub-Conditions. All Sub-Conditions must be TRUE for the parent Condition to be TRUE. Sub-Conditions are automatically assigned the same Pay Code as the parent Condition.

Translation Workbench A setup and configuration tool to help manage and implement natural language translation of customizations, such as picklist values and custom field labels, and to override existing labels and translations. The override function is used during implementation to change labels and prompts on screen.

Glossary

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WX Process A group of features that deliver a part of Sage People WX functionality, such as Objectives, Performance Review, or Skills. You group WX Processes into WX Services, and a Process can appear in more than one Service. You can name both WX Processes and WX Services to match the needs of your organization.

WX Processes are displayed to Team Members through the WX Navigation Bar and Service Bar; selecting a WX Process displays the Detail view for the Process. As an HR Manager or Administrator you can access WX Processes through the hosting WX Services - use the WX Services tab. Each WX Process has one or more options in a Policy that enables the Process to be configured.

WX Service A group of WX Processes. For example, a Performance Management Service with component Processes for Objectives, Recognition, and Performance Review. You can name both WX Processes and WX Services to match the needs of your organization.

WX Services are displayed to Team Members through the WX Navigation Bar and Service Bar; selecting a WX Service displays Tiles for the component Processes. As an HR Manager or Administrator you can access WX Services through the WX Services tab.

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Index A About these Release Notes - 6 Action Events

Timesheet - 134 Adding and Amending the Language Selector

Picklist - 180, 181 Adding Continuous Feedback to a Performance

Review - 40 Adding Dimension Fields for Selection - 145, 146,

147 Adding Overtime Conditions - 108 Approving Timesheets - 97 Assigning a Timesheet Pattern to a Team Member

- 104, 117, 119 Attachment - 188

B Benefits Enhancements - 10, 182

C Change Position - 27, 30 Changing the Internal Communication Detail Page

Layout - 164, 166, 168 Competency Assessment - 188 Completing a Survey in WX - 157 Configure Page Options - 141, 143, 150, 151 Configure Page Settings

Performance Review - 45, 49 Configure Policies and Profiles For Sage People

Time - 104, 131 Continuous Feedback for Performance Review - 9,

39 Copying a Survey - 149 Copying a Timesheet Pattern - 121 Copying an Internal Communication - 177 Creating a New Internal Communication - 151,

152, 164, 165, 169 Creating a New Job Library Item - 24, 28 Creating a New Survey - 141, 142 Creating a New WX Process - 151, 153 Creating a New WX Service - 151, 152 Creating a Performance Overview PDF - 71 Creating a Performance Review - 66 Creating a Performance Review Template - 49, 50 Creating a Time Report - 101, 103 Creating a Timesheet - 100, 101

D Defining Survey Questions - 141, 144 Displaying Performance Review Feedback in the

HR Manager Portal - 54

E Editing a Performance Review - 68 Editing a Time Report - 103 Editing a Timesheet - 101 Editing Objectives - 65 Editing Work Days Patterns - 125 Enhanced Timesheets in WX - 9, 79 Enhanced WX Org Chart - 9, 31 Entering Provisional End Dates for Absence - 178 Entering Time Worked - 90, 91 Example Overtime Conditions

Combined Start-End Time and Hours Worked - 114

Day Timespan, No Shifts - 112 Day Timespan, Shifts - 113 Rollup Group, 6 day week - 115

Executing Performance Review Actions - 69 Extending the Work Allocation Hierarchy - 126, 128

F Field Sets

Work Allocation - 127, 131 Files to Replace Attachments - 10, 184

H HCM Configuration Guide - 8 How to Set Up Continuous Feedback - 39, 45 How to Set Up Performance Overview - 57

I Internal Communication Multi Filters - 164, 165 Internal Communications Enhancements - 10, 164 Introduction - 79

L Link Job Description to Job Library Item - 9, 23 Linking a Job Library Item and Job Description - 24

M Making Work Allocations Available - 129

N New Performance Review - 42, 49

O Org - 188 Overtime Condition - 188 Overtime Rule - 188

P Pay Code - 188 Performance Overview - 9, 56 Policy Options

Index

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Performance Overview - 57, 58 Performance Review - 45, 46, 49

Policy Settings - 104, 117, 119, 131 Process Confirmation Reporting - 160, 161 Profile Settings - 132 Profile Settings for Mobile - 31, 37 Pulse Survey Reporting - 160 Pulse Surveys - 10, 140

R Recent Platform Enhancements - 183 Related Information - 8 Release Content - 11 Release Summary - 9 Reviewing Objectives - 64 Russian Added to Available Languages - 10, 180

S Setting up a Timesheet Pattern - 104, 117, 129 Setting Up a Work Allocation Assignment - 129 Setting up an Overtime Rule - 104, 106, 107, 108 Setting up Future Dating for Team Member

Transfers - 12, 17, 21 Setting up Pay Codes - 104, 105 Setting Up Performance Review Templates - 45,

49 Setting Up Pulse Surveys - 141 Setting up Sage People Time - 104 Setting up the Organization page - 12, 13, 20 Setting Up Work Allocations - 104, 126, 129 Setting up Work Days Patterns - 104, 122, 125 Setting Up WX to Display a Survey - 141, 151 Specifying Survey Dimensions - 141, 145 Sub-Condition - 188

T Time

A Complete Guide - 8 Time Reporting by Pay Code - 84 Time Reporting by Start-End Time - 82, 83 Time Reporting by Total Time - 81 Time Reporting by Work Allocation - 85 Time Reporting with Combined Start-End Time

and Hours Worked - 83 Timesheets

Common Elements - 80 Transfer - 16, 19 Transferring Team Members Between

Departments and Managers - 9, 12 Translation Workbench - 188

Performance Review - 55 Policy - 72 Time - 135

Translation Workbench (Pulse Surveys) - 162

U Using Filters - 13, 14 Using Sage People Time in the HR Manager Portal

- 99 Using Sage People Time in WX - 87

Using the Internal Communications Multi Filters Related List - 164, 165, 168

Using the Organization Home Page - 12, 13, 16 Using the Team Member Transfer Wizard - 15, 16,

19

V Viewing a Performance Overview for a Team

Member - 62 Viewing a Performance Review - 67 Viewing Completed Timesheets - 98 Viewing Objectives - 63 Viewing Your Performance Overview - 59 Viewing Your Timesheets - 87 Viewing, Editing, and Adding Continuous

Feedback - 70

W What You Need - 140 WX

Guide for Users - 8 WX Configuration Guide - 8 WX Process - 189 WX Service - 189

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