Staff Management

Notes
LS Retail NAV 6.4

© Copyright 2012, LS Retail ehf. All rights reserved. All trademarks belong to their respective holders.
Contents
1 Introduction....................................................................................................................... 1
2 Functional Overview ........................................................................................................ 1
2.1 Scheduling ............................................................................................................... 2
2.2 Staff Roster .............................................................................................................. 3
2.3 Time Registration ..................................................................................................... 5
2.4 Time Acceptance ..................................................................................................... 6

Author : AOB/FO
Date : May 31, 2012

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

1 Introduction

The Staff Management system offers tools to manage staff, assign roles to the staff, create
patters, for instance for shifts, and take holidays and other breaks of the regular pattern into
consideration. It is build up as a standalone system, but information on stores in the LS Retail
NAV are used and work locations can be updated from the Stores in the LS Retail NAV. Staff
in the LS Retail NAV system can also be marked as Staff Management employees.
Some earlier documents on this solution are available as a supplement and will provide
addition to the information in these notes. Note that these documents offer general description
of the functionality but are not describing in details identical version of the system.
The documents in question are user manuals:
 Staff Management – Hour Acceptance/Time Acceptance
 Staff Management – Scheduling
 Staff Management – Time Registration
 Staff Management Definitions

Further and more detailed documentation for LS Retail – Staff Management is planned for the
future versions of the product.

2 Functional Overview

To use the LS Retail – Staff Management you will need to set up the following information:

 Work Regions. If you want to group your Work Locations by regions, you can enter
the Work Regions here. Examples of Work Regions are NORTH and SOUTH.

 Work Codes. Here you can define the work type such as Normal for Normal Hours
and Overtime for Overtime Hours.

 Work Roles. Here you can define the roles that you want to schedule. An example of
Roles is Cashier, Manager and Warehouse worker. Please remember to specify
which role is the default role as it will be used when the Staff Mgmt Employees are
updated from the LS Retail Staff table if you choose to integrate these two tables.

 Work Arrangement. Here you can define the agreement between your company
and the workers. Examples of Work Arrangements are Full Time and Part Time. Here
you should also specify which arrangement is the default arrangement.

 Work Shift. Here you can define the work shifts that are to be used. Examples of
Work Shifts are Day shift, Night shift and Weekend shift. Remember to specify the
default shift.

 Shift Patterns. If your company uses rotating shifts then they can be defined here.

 Salary System Codes. If you want to define salary codes for your employees, then
that can be done here.

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Staff Management - Quick Guide

 Special Day Settings. Here you can enter the days you want to exclude from the
schedule. If your company is closed on Christmas Day, then you can enter that day
here.

 Unavailability Types. Here you can enter the codes that make an employee
unavailable. An example is Vacation and Sickness.

 Work History Setup. Here you can enter lines with different value types and period.
These lines are used in the Work History form under the History menu item. An
example of a Work History Setup line is This Week with Value Type = Total Hours and
Period Setting = This Week. This will show the total hours worked this week for each
employee.

 Staff Management Setup. Most of the information here comes automatically, but
you must specify the following:

o Current Work Year

o Closing Salary Date
o Staff Mgt. Emp. No. Series
o Roster No. Series
o Vacation Code
o Greeting Text
o Goodbye Text
o Enter Selection Text
o Salary Export information (if in use)
o SMS Setup (if in use)
o Integration With Stores
o Integration With Staff

If you choose to automatically integrate the LS Retail Staff Management System with the
Stores and the Staff, you can run the Update Work Locations from Stores which can be
found under the Periodic Activities. This will automatically populate the Work Locations and
the Staff Management Employees.

If you do not want this integration, then you must set up the Work Locations and Employees
manually.

Now you can set up the Staff Management Users. You need to specify the User Login ID
and the Work Location. Also you can fill out the Shifts this user works with.

2.1 Scheduling

Before you can create a Staff Roster, you need to set up a Location Role Budget. In a
typical budget you will see one line for each Work Role. When you have selected a shift you
can enter the no. of employees you want to work each day of the week.

Chapter 2 - Functional Overview 2

Staff Management - Quick Guide

2.2 Staff Roster

Before you can work with the Staff Roster, please make sure your user login has been
inserted into the Staff Management User table and that Work Location has been filled out.

To create a new Staff Roster, select the Staff Roster under the Scheduling menu. Click on
the Roster button and select New or press the F3 key. You will be asked to fill out the Month
and when you have done that, the system will create a new Staff Roster. The employees that
belong to the work location have been selected and the Location Role Budget has been
copied to the roster. The employee’s default role has been used to assign employees to the
roles.

In the top part of the roster you can see the employees that belong to the work location
(store). If they have a default role and shift, the system has assigned them on the days they
are available.

In our example the CD stands for Cashier on a Dayshift, CN is a Cashier on a Nightshift, MD

is a Manager on a Dayshift and WD is a Warehouse worker on a Dayshift. You can see the
two letter code in the Description field in the lower part (or the budget part) of the screen.

The figures such as 3/4 in the budget part of the screen denotes a combination of number of
employees assigned to the role and shift on the day and the required number of employees
on that day. So 3/4 means that there are 3 employees assigned to the role and shift on that
day but the budget requires 4 employees. Therefore the color of the 3/4 is red.

You can see what the colors stand for by opening the Planning tab on the Staff Management
Setup card.

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Staff Management - Quick Guide

If the number of the assigned employees matches the required number of employees for the
role and shift then this part of the form shows OK and this has a green color.
st
We see that we need one cashier on dayshift on the 1 of June. We therefore need to call in a
new employee. To do that we select Add Employee under the Functions button.

This will show us a list of available employees that belong to the same region as our work
location. If you do not want to limit your selection to the same region, you need to enter All in
the New Employee Assignment on the Planning tab of the Staff Management Setup. We
select employee Julia Jackson.

st
To assign Julia as a cashier on the dayshift on the 1 of June, you need to enter CD in the
appropriate column. When that has been done, the Total Hours will be updated and the
st
budget line for cashier on dayshift on the 1 of June will show OK.

Chapter 2 - Functional Overview 4

Staff Management - Quick Guide

2.3 Time Registration

In the Time Registration form the employee must first enter his or her Employee ID and then
register for work by pressing the Coming button or leaving from work by pressing the Going
button. If the employee wants to request an extra shift he or she can press the Shift Request
button and see available shifts.

The Employee can also press the Functions button to see the current roster, the shifts, the
registered hours on a monthly basis and the “salary entries”.

The work time can also be entered through the Batch Time Entries form.

Chapter 2 - Functional Overview 5

Staff Management - Quick Guide

2.4 Time Acceptance

When the employees have left for the day, the supervisor must accept their time. That is done
in the Time Acceptance form. In our example we can see that Holly Flynn has already left for
the day and that she worked from 08:55 to 18:07 or 9.27 hours. Also the work times that were
entered through the batch time entries are here.

To accept this time salary entry, you can tick the Accept column. This will update the relevant
statistics and these entries can be exported to a salary system.

Chapter 2 - Functional Overview 6