Setting Up Employee Profiles

This section provides overviews of work groups and work profiles, as well as the Employee Profile component, and discusses how to:

Set up work groups.
Define work group and department profiles.
Update employee profiles.
Establish the employee activity profile.

Pages Used to Set Up Employee Profiles

Page Name	Definition Name	Navigation	Usage
Work Group	EMPL_WRKGRP_TBL1	select Activity Based Management, then select Setup, then select Resources, then select Work Group	Set up work groups.
Work/Department Profile	EMPL_WRKDPT_TBL1	select Activity Based Management, then select Setup, then select Resources, then select Work/Department Profile	Define activities performed by work groups, departments, or both.
Employee Profile	EMPL_SURVEY_TBL1	select Activity Based Management, then select Setup, then select Resources, then select Employee Profile, then select Employee Profile	Define employee profiles.
Employee Profile - Work Distribution	EMPL_SURVEY_TBL2	select Activity Based Management, then select Setup, then select Resources, then select Employee Profile, then select Work Distribution	Set up the activity profile for an employee.

Understanding Work Groups and Work Profiles

A work group is two or more employees sharing the same resource ID. This resource ID is different than the departmental grouping. Each work group can have a unique activity profile that can be associated with it. For example, you may have a work group for database administrators. Employees such as these are charged to a variety of departments, yet they perform the same activities.

Sometimes, adding separate activity profiles for an individual employee is cumbersome, and subsequent rolling up in the organizational structure is not meaningful. For example, an organization might have a large number of accounts payable clerks who essentially perform the same activities.

While you might define separate activity profiles for the individual employees, doing so would probably not add significant value to the model. In this case, the employees can best be represented by a single activity profile. This profile can be designated as a unique work group (or department) to which the individual employees belong. Additionally, you can add common activities into the work group (or department group) setup. After you associate the employee with a workgroup or department, the common activities from the group are populated to the work distribution page of the employee. With those common activities in place, you can easily include their work hours for those activities. At the same time, the employee can also enter specific activities with the corresponding time distribution to their task list. If the employees add activities outside of the work group common activities, these activities are not included in the total work group activities. They are picked up only at the employee-resource level.

Understanding the Employee Profile Component

The Employee Profile component features separate pages for defining the employee data and employee work distribution data ensuring that only manager-level employees can add, define, or modify employee data. Employees can input the actual hours for the activities they perform and managers can correct the actual hours spent by the employees on the Work Distribution page.

Prerequisites

Before setting up an employee profile, define your activities using the Activity component or PeopleSoft Tree Manager.

Load personal data, department data, job code data, and job data into the following OWE tables:

Personal Dimension (PERSONAL_D00)
Department (DEPARTMENT_TBL)
Job Code Dimension (JOBCODE_D00)
Job Fact (JOB_F00)

Work Group Page

Use the Work Group page (EMPL_WRKGRP_TBL1) to set up work groups.

Navigation

select Activity Based Management, then select Setup, then select Resources, then select Work Group

Enter a description for the work group.

Work/Department Profile Page

Use the Work/Department Profile page (EMPL_WRKDPT_TBL1) to define activities performed by work groups, departments, or both.

Navigation

select Activity Based Management, then select Setup, then select Resources, then select Work/Department Profile

Image: Work/Department Profile page

This example illustrates the fields and controls on the Work/Department Profile page. You can find definitions for the fields and controls later on this page.

Note: For workgroups, the system prompts from the Work Group table (EMPL_WRKGRP_TBL) and for Departments, the system prompts from the Department table (DEPARTMENT_TBL).

Enter Hours

Select to enter standard hours at the department or work group level.

Doing so activates the Actual Work Hours and Budget Hours columns. If you do not select this check box, you can still input hours at the individual employee level.

Note: After selecting the Enter Hours check box, you must click the Refresh button to display the Actual Work Hours and Budget Hours columns.

Head Count

Enter the head count to indicate the number of people belonging to this work group or department.

The system uses this value when calculating activity fragmentation. Hours entered on this page must represent the exact quantity that you want for your drivers.

Activity ID

Specify each activity ID for this work group or department.

Actual Work Hours

Enter the actual hours for this work group.

Budgeted Hours

Enter the budgeted hours for this work group.

Employee Profile Page

Use the Employee Profile page (EMPL_SURVEY_TBL1) to define employee profiles.

Navigation

select Activity Based Management, then select Setup, then select Resources, then select Employee Profile, then select Employee Profile

Image: Employee Profile page

This example illustrates the fields and controls on the Employee Profile page. You can find definitions for the fields and controls later on this page.

Head Count

The head count for this employee displays and represents the number of employees defined by this record.

A value of 1.00 indicates that the record represents a single employee. The system combines head count entries for a given activity to define the denominator in the activity-fragmentation equation.

Base Hours

Enter the actual base hours to define the FTE of the employee or employees who are defined by the record.

The default is a standard work month of 22 days at 8 hours per day 176 hours. If the actual hours that an employee worked is greater or less than the default value, an employee is considered either more or less than a full-time equivalent. For example, suppose that an employee works 264 actual hours, the system calculates that they represent 1.5 FTE (because 176 * 1.5 = 264). However, if an employee works only 88 actual hours, the system calculates that they represent 0.5 FTE (176 * 0.5 = 88).

Here's the equation used to calculate full-time equivalency:

FTE = actual work hours / actual base hours

Assign Method

Select the assign method by which the system assigns resources to this activity profile.

Values are Hour or Percent.

Work Group

If this employee belongs to a work group, select the work group.

The system aggregates the combined activities of individuals attributed to a particular work group to form the activity profile for the work group. You cannot change this work group if you enter hours on the Employee Profile - Work Distribution page.

Department

The field displays the department to which the employee belongs as defined in the general ledger.

Salary

If you have appropriate security access, you can also view the field, and you can change the amount.

Note: You can easily change the denominator used in the equation on an employee-by-employee basis to force the FTE calculation. For example, an employee who works 264 actual hours might really perform the work of one extremely efficient employee who works 176 actual hours. In this case, you may want to adjust the value in the Actual Base Hours field to 264 for the individual who is working longer hours. The system then calculates that this person represents 1.00 FTE, instead of 1.5 FTE.

Employee Profile - Work Distribution Page

Use the Employee Profile - Work Distribution page (EMPL_SURVEY_TBL2) to set up the activity profile for an employee.

Navigation

select Activity Based Management, then select Setup, then select Resources, then select Employee Profile, then select Work Distribution

Employee Work Distribution

Use the group box to specify the activity ID for this employee profile.

You can add one or more activities.

Actual Hours

Enter the actual work hours for each activity.

This value is the numerator in the equation that calculates full-time equivalency.

Budget Hours

Enter the number of hours budgeted for this employee for this activity in the field.

Percentage and Budget Percentage

As you add activities, the field displays the percentage of the actual hours worked by an employee that have been assigned to each of these activities, and the field displays the percentage of hours budgeted based upon activity fragmentation.

Department Activity, Manual Activity, and WorkGroup Activity

The columns are display only.

Y appears if the entered activity was defined for a department or for a work group on the Work/Department Profile page, or defined manually by the employee.