Calculate or add employee experience

Sparkrock 365 provides the capability to calculate or add employee experience, and then credit the experience to employees.

Employee experience worksheet

To periodically perform a mass calculation of employee experience, and then create respective HR requests to credit the experience to employees, you can use the Employee Experience Worksheet page.

Load lines into the employee experience worksheet

Instead of manually entering information into the worksheet, you can load lines to populate the worksheet.

To load lines into the employee experience worksheet

1. Choose , enter employee experience worksheet, and then choose the related link.

   The Employee Experience Worksheet page opens.

2. On the action bar, choose Load Lines.

   The Load Employee Experience Worksheet page opens.

3. In Calculation Method, choose one of the following options:

   • Elapsed Time: Looks at the active assignments that are between the one or more specified pay periods and reports the number of working days. Even though an employee may not have worked all the working days, Sparkrock 365 counts all working days that fall between the one or more specified pay periods.

   • Actual: Counts the actual number of days an employee has been paid for based on the compensation ledger entries between the one or more specified pay periods. For example, if an employee takes an unpaid week off, this week may be excluded from their experience calculation depending on how the cause of inactivity is set up.

     When you choose Actual, depending on your environment setup, Sparkrock 365 may perform different calculations for Experience Years and Seniority Years for teachers. For more information, see Experience years and seniority years calculations for teachers.

4. In Pay Periods, specify the one or more pay periods for which you want Sparkrock 365 to calculate employee experience.

   When Sparkrock 365 loads the lines into the Employee Experience Worksheet page, Sparkrock 365 sets the Start Date for lines to be equal to the Starting Date of the first pay period that was specified. In a similar manner, Sparkrock 365 sets the End Date for lines to be equal to the Ending Date of the last pay period that was specified.

5. To clear previous lines in the spreadsheet, turn on Clear Batch

6. To limit the number of rows in the worksheet, specify filters as required.

7. Choose OK.

   Lines are loaded into the worksheet.

Experience years and seniority years calculations for teachers

When you specify Actual for the Calculation Method while loading lines, depending on your environment setup, Sparkrock may perform different calculations for Experience Years and Seniority Years.

Experience years calculations

When the following conditions exist, Sparkrock 365 performs a different calculation to determine the value for Experience Years:

• The value of Calculation Method is Actual.
• On the respective HR Position Class page, on the British Columbia Pension FastTab, the Pension Position Class is Teacher. To determine the HR position class, Sparkrock 365 uses the HR position class that is assigned on the HR position that is associated with an HR employee assignment.

The calculation is as follows:

Experience Years = The FTE value on the HR employee assignment / Employment Duration Type value on the HR position class

For example, if the FTE value is 1.00 and the Employment Duration Type value is 10 Months, Sparkrock 365 performs the following calculation:

Experience Years = 1.00 / 10 = 0.1 years

After completing the calculation above, Sparkrock 365 performs the following logic:

• If the assignment calculation start date is greater than the 15th of any month, Sparkrock 365 sets Experience Years to 0.00.
• If the assignment calculation end date is less than the 15th of any month, Sparkrock 365 sets Experience Years to 0.00.

Seniority years calculations

When the following conditions exist, Sparkrock 365 performs a different calculation to determine the value for Seniority Years:

• The value of Calculation Method is Actual.
• On the respective HR Position Class page, on the British Columbia Pension FastTab, the Pension Position Class is Teacher. To determine the HR position class, Sparkrock 365 uses the HR position class that is assigned on the HR position that is associated with an HR employee assignment.
• On the HR employee assignment, the value of HR Position Rank is equal to 1 or 2, Sparkrock 365 uses the following calculation to determine the value for Seniority Years.

The calculation is as follows:

Seniority Years = The FTE value on the HR employee assignment / Employment Duration Type value on the HR position class

For example, if the FTE value is 1.00 and the Employment Duration Type value is 10 Months, Sparkrock 365 performs the following calculation:

Seniority Years = 1.00 / 10 = 0.1 years

After completing the calculation above, Sparkrock 365 performs the following logic:

• If the assignment calculation start date is greater than the 15th of any month, Sparkrock 365 sets Seniority Years to 0.00.
• If the assignment calculation end date is less than the 15th of any month, Sparkrock 365 sets Seniority Years to 0.00.

Edit values in the employee experience worksheet

Some fields on the Employee Experience Worksheet page are editable, for example, Days Worked, Experience FTE, HR Position Days/Year, and Seniority Years. Some fields cannot be changed. To change the value of a calculated field, you must update the respective input field for the calculation.

Delete records from the employee experience worksheet

If required, you can delete records from the Employee Experience Worksheet page.

To delete records from the employee experience worksheet

1. Choose , enter employee experience worksheet, and then choose the related link.

   The Employee Experience Worksheet page opens.

2. Select the one or more records that you want to delete, and then on the action bar, choose Manage > Delete.

   A dialog box appears that displays the following text:

   Go ahead and delete?

3. Choose Yes.

Add employee experience manually in the Employee Experience Worksheet

If required, you can add employee experience manually. For example, you may want to add employee experience for an employee who worked someplace else before joining your organization.

To add employee experience manually

1. Choose , enter employee experience worksheet, and then choose the related link.

   The Employee Experience Worksheet page opens.

2. On an empty line, specify values for fields as required.

Post employee experience

After you have reviewed and validated the data in the worksheet, you can post the lines to the employee experience ledger. Posting the lines credits the experience to employees, after which the experience can be used for progression and seniority reporting.

Note

Note:
You cannot post lines that have a blank value for Seniority Group Code.

To post experience worksheet lines to the employee experience ledger

1. Choose , enter employee experience worksheet, and then choose the related link.

   The Employee Experience Worksheet page opens.

2. On the action bar, choose Post.

   A dialog box appears that displays the following question:

   Do you want to post Employee Experience Worksheet Lines?

3. Choose Yes.

   Posted lines are deleted from the Employee Experience Worksheet page.

Add employee experience directly on an HR request

Employee experience can be added directly on an HR request.

To add employee experience directly on an HR request

1. Choose , enter hr requests, and then choose the related link.

   The HR Requests page opens.

2. Select the HR request to which you want to add employee experience, and then on the action bar, choose Home > Details.

   The respective HR request details page opens.

3. On the Employee Experience FastTab, perform the following steps:

   1. In Seniority Group Code, specify a code that represents the seniority group of this employee.
   2. In Start Date, specify the start date of the experience.
   3. In End Date, specify the end date of the experience.
   4. In Days Worked, specify the number of days worked.
   5. In Experience FTE, specify the FTE value.
   6. In HR Position Days/Year, specify the number of days per year for this position.
      After you specify a value in HR Position Days/Year, Sparkrock 365 calculates and automatically populates values for Experience Days, Experience Years, and Seniority Years.

See also

Set up seniority types
Set up seniority groups
View employee experience
Regular progression
Process salary progression
Calculate salary

Feedback

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