Managing working hours effectively involves understanding the difference between Maximum Annual Hours and Planned Hours (Estimated Hours), as well as how each is calculated and used in the platform.

Maximum Annual Hours

Where to find Annual Hours

1. In the sidebar, go to Employees
2.  Click on the employee's profile → Contract
3.  Scroll down to time

How to set up Annual Hours

1.  In the sidebar, go to Employees
2.  Click on the employee's profile → Contract
3.  Clik on the tree dots → Fix Conditions
   1. When editing or creating a contract version, this value is defined in page 3 of the contract section

Characteristics: This is a fixed, absolute value that does not change throughout the year.

Planned Hours (Estimated Hours)

1.  In the sidebar, go to Employees
2.  Click on the employee's profile → Time Planning

• Characteristics:
  • Planned hours represent the estimated working hours based on various factors.
  • Unlike maximum annual hours, planned hours are dynamic and subject to changes caused by:
    • Absences (e.g., sick leaves, holidays).
    • Contract start and end dates.
    • Assigned shifts (if the Time Planning tool uses a shift-based system).

Key Differences and Impact of Planned Hours Adjustments

• Maximum Annual Hours: A fixed number of hours required for the year, as defined by the contract.
• Planned Hours: Calculated based on the employee's time planning configuration and can change depending on:
  • Work schedules or shifts.
  • Non-working days due to absences.
  • Changes in contract duration.

Example of Adjustments to Planned Hours

Let’s consider Employee 1, whose time planning tool is set to Work Schedule with an M-F schedule of 38 hours per week. For the year (Jan 1 to Dec 31), the estimated hours total 38 hours per week.

• If the employee requests a holiday for Monday, the weekly planned hours will reduce from 38 hours to 30 hours for that specific week.
• Absences and other adjustments impact the planned hours, reducing the total as necessary.

 

How the Platform Compares Maximum Annual Hours and Planned Hours

Calculations:

• The platform assesses factors like working days, absences, and contract duration.
• For example, if an employee’s Maximum Annual Hours are set at 1,748 hours/year but the Planned Hours estimate reaches 2,048 hours, the platform calculates the annual balance based on these planned hours.

Annual Balance Export:

• The final balance shown in the annual export reflects the comparison of Maximum Annual Hours and Planned Hours.
• Any discrepancies due to planned hour adjustments are incorporated into the report.