hrms set up
Content
TCS – Ma’aden Planning
MD.50:
Functional Design document of Workforce
Saudi Arabia Mining Company Hyperion Planning Implementation Project Hyperion Workforce Planning
MD.050 Ma’aden Hyperion Workforce Planning Functional Design for Corporate, MIC, MIMC and MWSPC
Author: Creation Date: Last Updated: Document Ref: Version: Approvals:
Mr. Kapil Sharma and Mr. Jaydeep Banerjee 19.01.2014 MD.050 Application Extensions Functional Design document of Workforce Planning for Corporate, MIC, MIMC and MWSPC 1.0 Roberto S. Sangil (Corporate), Ahmed Baaboud (Corporate)
Document Control Author& Reviewers – TCS Team
Name Position
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TCS – Ma’aden Planning
Name
MD.50:
Functional Design document of Workforce
Position
Mr. Kapil Sharma Jaydeep Banerjee Mr. Mousoom Sinha
Functional Consultant, TCS Solution Architect, TCS Project Manager, TCS
Reviewer & Approver – Corporate Team
Name Position
Roberto S. Sangil Ahmed Baaboud Mr. Zuzer Tambawala
Budgeting Analyst, HR - Organization Development Sr. Specialist OD, Strategic Management Ma’aden Project Manager HR
Change Record
Date Author Version Change Reference
19-Jan-2014 26-Jan-2014
Kapil Sharma Roberto S. Sangil
1.0 1.0 1.1
Initial Version First Revision Review comments incorporated 2nd Revision 2nd Review comments incorporated 3rd Review comments incorporated 4th Review comments from Zuzer incorporated
04-Feb-2014 Jaydeep Banerjee
06-Feb-2014 Roberto S. Sangil 09-Feb-2014 Jaydeep Banerjee
1.1 1.2
13-Feb-2014 Jaydeep Banerjee
1.3
18-Feb-2014 Jaydeep Banerjee
1.4
Note To Holders: If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes.
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MD.50:
Functional Design document of Workforce
If you receive a hard copy of this document, please write your name on the front cover, for document control purposes.
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MD.50:
Functional Design document of Workforce
Contents
DOCUMENT CONTROL ............................................................................................................. I 1.1 FUNCTION ..................................................................................................................... 1 1.1.1 SCOPE ...................................................................................................................... 1 1.1.2 OBJECTIVES ............................................................................................................. 1 1.1.3 EXCLUSION ............................................................................................................... 2 1.2 INPUT............................................................................................................................ 2 1.2.1 DATA FEEDS ............................................................................................................. 2 1.2.1.1 SOURCE ................................................................................................................... 2 1.2.1.2 DATA CLEANSING / LOOKUP ..................................................................................... 3 1.2.1.3 DATA VALIDATION ..................................................................................................... 3 1.2.1.4 DATA INTEGRATION .................................................................................................. 3 1.2.2 DATA SEEDING ......................................................................................................... 3 1.2.2.1 AOP ......................................................................................................................... 3 1.2.2.2 FORECASTS .............................................................................................................. 3 1.3 PROCESS ..................................................................................................................... 4 1.3.1 OVERALL PROCESS FLOW ........................................................................................ 4 1.3.2 DATA ENTRY SCREENS ............................................................................................. 5 1.3.2.1 COST CENTRE WISE ZBB HEADCOUNT AND SAUDIZATION % ENTRY FORM .......... 5 1.3.2.2 TOTAL ACTUAL, VACANT AND APPROVED POSITION WISE DETAILS FOR FORECAST (CURRENT YEAR) .................................................................................................. 5 1.3.2.3 WEB FORM FOR ENTRY OF NON – EMPLOYEE TRAINEE DETAILS ........................... 7 1.3.2.4 GRADE WISE ENTRY OF BASIC SALARY FOR NEW EMPLOYEE BY HR ................... 8 1.3.2.5 ASSUMPTIONS INPUT FORM FOR HR ....................................................................... 9 1.3.2.6 ASSUMPTIONS INPUT FORM FOR COST CENTER ................................................... 10 1.3.2.7 ENTRY OF ALL NON-DRIVER BASED COSTS OF EACH COST CENTRE AND DIVISION 15 1.3.2.8 ENTRY FORM OF PERCENTAGE GROWTH OF PERSONAL COST FOR BUSINESS PLAN YEARS BY HR ............................................................................................................... 16 1.3.2.9 HEADCOUNT PLANNING FOR BUSINESS PLAN YEARS .......................................... 17 1.3.2.10 WEB FORM FOR ENTRY OF NON – EMPLOYEE TRAINEE DETAILS FOR BUSINESS PLAN YEAR ........................................................................................................... 19 1.3.3 GLOBAL BUSINESS RULES ..................................................................................... 19 1.3.4 WORKFLOW REQUIREMENTS ................................................................................. 19 1.3.5 DATA VOLUMES ...................................................................................................... 19 1.4 OUTPUT ...................................................................................................................... 20 1.4.1 ON SCREEN VIEWS ................................................................................................. 20 1.4.2 FORMATTED REPORTS FOR HEAD COUNT ............................................................. 20 1.4.3 OLAP REPORTS ..................................................................................................... 20 1.4.3.1 OUTPUT REPORT OF MANPOWER COST CALCULATION......................................... 20 1.5 ASSUMPTIONS AND DEPENDENCIES .......................................................................... 20 1.6 RELATED REQUIREMENTS .......................................................................................... 20 1.7 TASK LISTS ................................................................................................................. 21 1.8 MENUS ....................................................................................................................... 21 1.9 COMMENTS AND NOTES ............................................................................................. 21
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Functional Design document of Workforce Planning
1.
MD.050 - Functional Design Documents for Workforce Planning Application
Function
1.1
This document covers the workforce planning process of Ma’aden Corporate, MIC, MIMC and MWSPC. Work planning process covers Business Planning, Forecasting and Budgeting activities. Business Plan is normally happened during the second quarter of the year for next year and 4 more years after next year. Once Business plan is complete the organization start their forecasting and budgeting activities.
1.1.1 Scope
In Ma’aden, users start their planning process with Business Plan. In Business Plan data is collected at higher level, instead of position level. In Business Plan objective is to decide the goal of the organization instead of bringing the operational and financial control. In business Plan Headcount data is collected at Job Category and nationality wise. Based on the data collected, personnel costs are calculated. Once the Business Plan is approved users start their budget and forecasting activity. At the time of forecasting, actual data come till last actual month and based on that Organization decides their required manpower for the remaining month in forecast Year (Current Year). In general, organization rarely changes their required headcount data, which is already approved at the time of budgeting of current year. Users start budgeting activity for Budget year, along with the forecast. Once the budgeting of headcount is done, it is used for calculation of Manpower cost. For Manpower cost planning Hyperion will take the input from HRMS system in the format attached (in Data feed section) with Functional Design document. In Hyperion there is assumption web form, in which HR will enter assumptions for Manpower cost calculation of Budget Year and Business Plan years (4 more years at a high-level after budget year). From Year 2014 budget, corporate introduced the concept of Zero Based Budgeting (ZBB) Process for Manpower Planning. All the HR will have option to put ZBB target Manpower Headcount and Saudization % for each Cost Centre, before the system will be open for Cost Centre owner for their headcount entry. 1.1.2 Objectives Currently workforce planning is being done through excel templates. The process will be automated in the system and it will include following activities: Data input will flow from HRMS system in the attached excel format. (For attached format please refer to Data feed section) subject to cleansing and compatibility. HR will enter the data of ZBB Headcount and Saudization %. HR will enter assumptions i.e. Promotion Increase %, EE Education, WE Education, SA Education, HRA %, WE Housing Allowance, Performance Bonus factor, Ramadan Bonus factor, Medical Insurance Rate, Number of SA dependents for Medical, Number of dependents for Medical(for WE and EE), Remote Area
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Allowance %, Shift Premium %, Project Hardship %, Security Allowance %, Transportation % etc. for EE, WE and SA. HR will enter grade wise basic salary for Budget Year for new and vacant position. Individual CC owner will enter required Headcount data for respective CC. CC owner will be able to run the Personnel cost calculation for their respective CC based on assumption entered by HR . Assumptions should be refreshed by HR at every budget cycle. There are some CC identified for holding the trainee pool data. For trainee pool CC, data will be entered at non-employee trainee category wise.. Then Headcount data entered by CC owner will go for parent CC Head for the approval. Once data is approved by CC head then it will go to HR. Once data is approved by HR, Personnel cost will be push to Finance for completion of their budget. Along with finance data once headcount data is approved, it will become the budget for the year.
1.1.3 Exclusion
1. Entity wise Revenue, direct and indirect cost (excluding Manpower Cost) are not part of this document and will be taken care in entity specific respective document.
1.2
1.2.1
Input
Data feeds
1.2.1.1 Source # 1. Source Mapping of Entity, Division and CC, that will appear in dropdown in the Hyperion application. (Separate for Individual Entities and one for Shared service. HRMS System Purpose MIS Reporting & AOP. Description There is manual mapping created by user, which will be used to understand the mapping of each division with group of different CC. Frequency Once & whenever it will change. Remarks Current mapping has been provided. Additional changes to be provided as and when they are occur.
2.
Budgeting, forecasting & MIS
Employee wise master data will flow from HRMS and that will be used to create the Budget and forecasting.
At the end of each month.
HRMS_Upload_Form at.xlsx
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# 3.
Source Mapping of unique position number with Employee No. Actual Data from ERP at GL level to do Actual vs Budget/ Forecast. Data input for Budget , forecast and business plan through web forms. List of CC for security Allowance and shift premium List of location for Remote area allowance, Project Hardship allowance & Social allowance. List of Cost Centre for Corporate for Trainee Pool data
Purpose Budgeting, forecasting & MIS Variance analysis
4.
5.
6.
Budget/ Forecast/B usiness Plan Budget/ Forecast Budget/ Forecast
7.
Description Mapping of unique position number with Employee number. as maintained. Data will come through integration between ERP and Hyperion Planning. User will enter their inputs for Budget, forecast and business plan using web forms. List of CC, employee of which will get this allowance. List of location to decide whether Employee will get
Frequency Every time data will be loaded from HRMS system. At the end of each month.
Remarks
Maaping of position to employee.xlsx
None
As and when required
None
Whenever it will change Whenever it will change
To be provided by 6th March. To be provided by 6th March.
8
Budget/ Forecast/B usiness Plan
List of CC in which organization wants to enter their trainee Pool data.
Whenever it will change
To be provided by 6th March.
1.2.1.2 Data cleansing / lookup Provided Ma’aden will do the necessary data cleansing if required. 1.2.1.3 Data validation None 1.2.1.4 Data integration Proposed Hyperion Planning application will be integrated with E-Business Suite to extract the data using FDQM integrator and ERPi adapter. Hyperion will receive position information from HRMS. 1.2.2 Data seeding
1.2.2.1 AOP None 1.2.2.2 Forecasts
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Seeding of headcount data of Budget or last forecast whichever is latest. Value will be copied in current forecast for current and future months. Copied value will be change by user as per their requirement. 1.3 1.3.1 Process Overall process flow
Fig: High-level flow of data in the proposed Hyperion workforce planning system
Following is the high level flow of information (as depicted in the figure above) to be built into the proposed Hyperion workforce planning solution: 1. Data for the existing employees flows from Oracle HRMS into Hyperion 2. Calculation of total headcount and personnel cost to be calculated for every cost center 3. New headcount shall be entered by respective Cost Center owners through data entry webforms in Hyperion 4. Assumptions such as grade-wise salary, Saudization percentage shall also be input by HR through specific Hyperion webforms 5. The aggregated manpower headcount and cost shall then go for approval to the parent cost center owner and thereafter to the HR approver 6. If approved by HR the manpower cost would be rolled up to the company personnel costs and the approved headcount shall go to the President for final approval 7. If president wants to cut down the newly requested positions and respective cost, system will copy the entire data into another version to provide provision to HR to delete newly requested positions for all cost centers and reduce respective cost for all cost centers.
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1.3.2 1.3.2.1
Data entry screens Cost Centre wise ZBB headcount and Saudization % entry Form
DropdownDivision Dropdown
ZBB Headcount(Budget Year) CC1 CC2 CC3 ….. CC..
Saudization %
Note:1. The above ZBB headcount and Saudization % will be entered by HR as a first level for Budgeting process. 2. A report will be created to show the variance between ZBB headcount and actual Head count. 3. A report should be created to show the Saudization % variance between Budget & actual for each CC. 1.3.2.2 Total Actual, Vacant and Approved position wise details for Forecast (Current Year)
Cost Centre Dropdown FCT Year FCT Year FCT Year FCT Year FCT Year FCT Year Bud Year
Division Dropdown FCT Year
Unique Position Number 1_Accountant 1 2_Accountant 2 3_Accountant 3 4_Accountant 4
Employee Job Number Category
Position Category Actual Date of Type Grade Joining
End Date
End Date
Note:1. Employee Number is just for information purpose. 2. Job Category will have following details:a. Executive b. Management c. Superintendent & Section Head Advisor d. Consultant & Senior Professional e. Professional f. Para-Professional g. Security & Safety h. Skilled
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i. Semi-Skilled 3. Position Type will have following details:a. Regular b. Contractors c. Trainee – PDP d. Trainee – OJT H e. Trainee – OJT D 4. Category will have following details:a. SA b. EE c. WE Note: The Job Category will be classified further to capture recruitment cost. 1. Executive will be under Executive 2. Management, Superintendent & Section Head Advisor and Consultant & Senior Professional will be under Management 3. Professional, Para-Professional, Security & Safety, Skilled and Semi-Skilled will be under Professional. New Headcount request for existing positions and new positions (Budget Year)
Division Dropdown Cost Centre Dropdown Year Dropdown
Position No
Job Position Category Type
Actual Grade (e.g. SA17 / EE17 / WE17)
Joining Month
Location
1_New Hire 2_New Hire 3_New Hire 4_New Hire 5_New Hire Note:1. 2. 3. 4.
By right click menu option new hire can be added dynamically. Once the budget will freeze, user will map the New hire details with Position no. Salary calculation will start from date of joining. There will be a smart list for selection of remote area as Yes or No.
Webform to see the Headcount comparison
Cost Centre Dropdown
Current year Budget (in last Year)
CY Actual
Forecast of CY
Budget of Next Year
Budget Year
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Year Total SA EE WE Total
Year Total
Year Total
Year Total
ZBB Headcount
Note:1. In above form users will be able to see the total Headcount data of approved budget for CY, Forecast Headcount of Current year and Budget headcount of next year.
Webform to see the comparison of Personnel cost
Cost Centre Dropdown
Current year Budget (in last Year) Year Total Basic Salary Overtime ….. All the calculated personnel cost Validation Rule None Business Rule
CY Actual Year Total
Forecast of CY
Budget of Next Year Year Total
Year Total
1. Budget Year Head count = Forecast Year Headcount + To be hired in Budget Year. Roles TBD Actors & security Security
1.3.2.3
Web form for entry of Non – Employee Trainee details
Headcount/Trainee Cost
Cost Centre Dropdown
Jan
Feb
Mar
…..
…..
Dec
Year Total
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SMP JIC JTI SMAP Others Others (PDP) Others (OJT H) Others (OJT D) Mubadarh Trainee Note:1. Above form is for maintenance of Pool of trainee. 2. List of CC to be provided by each Affiliate. 3. Trainees do not hold unique position; will be entered in above web-form at total level. 4. Above form is created to capture actual trainee details since it is not available in system (excluding PDP and OJT trainees as positions are available for them). 1.3.2.4 Grade wise Entry of Basic Salary for New Employee by HR POV (Affiliate Entity Default CC FCT Year EE1 ….. EE25 WE1 …. WE25 SA1 …. SA25 EX22 ---EX27 Note:1. Every Basic Salary of last budget will become Basic Salary of FCT Year. 2. Performance increase % will not applicable for employee joined in current year. 3. New Employee will get the weighted average Merit increase % in the year of joining. 4. Each Entity will have different grade wise Salary 5. All HR assumptions will be entered by HR prior to starting the process. All entry webform will be on one location. Validation Rule None Business Rule
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Default Division) Bud Year
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None Roles TBD Actors & security Security
1.3.2.5 (POV
Assumptions Input form for HR Affiliate Entity Default Division Default Cost Centre)
BY % of Mid-Point of Grade Rate Salary Increase % Salary Adjustment % Merit Increase % Promotion Increase % EE Education (SAR) Max EE Education (SAR) WE Education (SAR) Max WE Education (SAR) EX Education (SAR) Max EX Education (SAR) GOSI Contribution % for SA GOSI Contribution % for EE_WE GOSI Housing Factor Housing Allowance Factor Min Housing Single Min Housing Married Performance Bonus % Ramadan Bonus Factor Medical Insurance Amount Per Head (SAR) Remote Area Allowance % Shift Premium % Project Hardship % Security Allowance % Security Allowance Minimum (SAR) Transportation % Min Transportation (SAR) Settling in Grant (SAR) Baggage Allowance (SAR) Employee Social Allowance %. WE Visa Fee (SAR) EE Visa Fee (SAR)
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Iqama Fee (WE & EE) (SAR) Vacation Air Fare EE (SAR) Vacation Air Fare WE (SAR) Severance % Service Award for 5 Years (SAR) Service Award for 10 Years (SAR) Service Award for 15 Years (SAR) Service Award for 20 Years (SAR) Service Award for 25 Years (SAR) Executive Recruitment Fee (SAR) Management Recruitment Fee (SAR) Professional Recruitment Fee (SAR) WE Married Dependent EE Married Dependent No. of Trip for WE Married No. of Trip for EE Married No. of Trip for WE Single No. of Trip for EE Single Savings Plan Employee Contribution % Savings Plan Interest %
1.3.2.6 (POV
Assumptions Input form for Cost Center Affiliate Entity
Cost Center Dropdown
Default Division)
BY No of Hours for Overtime
Note:1. All the assumption should be created as variable so that HR user can change it according to his requirement. 2. Assumption of last budget will become assumption for current Forecast. For example if I am in year 2014 then assumption of Budget 2014 will become assumption for forecast 2014. So same assumption will be used for Budget and Forecast years. 3. User should be able to run cost calculation rule at CC level. 4. New employee will not be eligible for Merit increment (Inc) %, Promotion (Inc) % and Salary Adjustment (Inc) % in July, if he joined during the year. 5. Each Entity will have separate Assumption table for Salary calculation. 6. Merit increase, Promotion increase and Salary adjustment will apply from the month of July.
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7. Employee joined after the month of Jan in Budget Year, will not get any increase in Budget year. 8. Ramadan Bonus month need to be created as variable and based on the variable calculation will be happened. 9. Put SAR where Amount is applicable. 10. GOSI Housing Factor is a driver required to calculate GOSI contribution when employee is not getting Housing allowance. Validation Rule None Business Rule For Existing Employee CY Basic Salary (1+ Salary Increase % + Merit Increase % + Promotion Increase % + Salary Adjustment %) For New Employee Basic Salary X ((1+ Salary Increase. % + Merit Increase % + Salary Adjustment %) /12) X No of months from Joining ) If grade is EE12 and above then no of Same as Existing. children X EE Education (SAR) or Max EE Education (SAR) whichever is lower. If WE12 and above then actual no of children X WE Education (SAR) or Max WE Education (SAR) whichever is lower. If Grade is EX then actual no of children X EX Education (SAR) or Max EX Education (SAR). Basic Salary X No of Hours for overtime / 240.(For Grade 10 or Below) If Employee is SA then Basic Salary + Housing allowance) X GOSI Contribution % for SA If Employee is EE/WE then Basic Salary + Housing allowance) X GOSI Contribution % for EE/WE Note:1. If any employee is not getting Housing allowance then Housing for GOSI will be Basic Salary/ GOSI Housing factor. 2. If Total of monthly Basic Salary +
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Basic Salary
Education Assistance
Overtime Salary
GOSI Contribution
Basic Salary X No of Hours for overtime / 240. (For Grade 10 or Below) If Employee is SA then ((Basic Salary + Housing allowance) / 12) X GOSI Contribution % for SA If Employee is EE/WE then ((Basic Salary + Housing allowance) / 12) X GOSI Contribution % for EE_WE
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Housing allowance is more than SAR 45000 then calculate GOSI on SAR 45000. Housing If Grade is SA/EE/WE 12 and above and status is married then Housing Allowance Factor X Basic Salary or Min Housing Married whichever is higher If status is single then Housing Allowance Factor X Basic Salary or Min Housing single whichever is higher If Grade is SA/EE/WE12 and above Housing Allowance Factor X Basic Salary or Min Housing Married If status is single then Housing Allowance Factor X Basic Salary or min Housing single
Ramadan Bonus
Performance Bonus
Basic Salary X Ramadan Bonus factor (the amount will be paid in Ramadan Month Variable) Basic Salary of Dec of Budget or Forecast Year X Performance Bonus % (To be paid in Performance Bonus month) If Grade is below EE12, WE12 then 1X Medical Insurance Rate. Else (1 + total no of dependents) X Medical Insurance Rate
Medical Insurance
Basic Salary X Ramadan Bonus factor X Month from Date of Joining/12 Basic Salary of Dec of Budget or Forecast Year X Performance Bonus % X After date of joining /365. (Performance Bonus month) If Grade is below EE12, WE12 then 1X Medical Insurance Rate. Else If Grade is above EE12 (1 + EE Married Dependent) X Medical Insurance Rate Else If Grade is above WE12 (1 + WE Married Dependent) X Medical Insurance Rate
Remote Area
If Grade is SA and location is (Variable Remote area different for each entity) then Basic Salary X Remote area allowance %. If Grade is 12 and below & and coming under variable Shift CC then Shift allowance % X Basic Salary. Note:- If Job Category is “Professional” then they will not get
Same as existing
Shift allowance
Same as existing.
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Security Allowance
shift allowance even if fall under that condition. Basic Salary X Security Allowance %. Or Security Allowance Minimum whichever is higher
Project Hardship
Severance Provision
If location is Proj_Hardship then Basic Salary X Project Hardship allowance %. If no of days of service is less than 1825 then (Basic Salary +Housing allowance + Transportation allowance + Ramadan Bonus) X No of days of service / 730
If CC is variable Security CC then Basic Salary X Security Allowance %. Or Security Allowance Minimum whichever is higher. Same as existing.
Same as existing
Else {(Basic Salary +Housing allowance + Transportation allowance + Ramadan Bonus) * 1825/730} + (Basic Salary +Housing allowance + Transportation allowance + Ramadan Bonus) X (Total days of service -1825)/365} Severance Transportation (CY Severance provision – LY Severance provision) X Severance % Basic Salary X Transportation % or Min Transportation, whichever is higher NA NA Same as existing Same as existing.
Settling in Grant Baggage allowance Service awards
Employee social allowance
Iqama Fee
If completed year is 5 then Service award 5, if 10yrs then Service award 10, if 15yrs then service award 1, if 20yrs then service award 20, if 25yrs then service award 25 in the month of completion. If location is Social_allow and grade If location is Social_allow is 12 and above then Employee social and grade is 12 and above allowance % X Basic Salary then Employee social allowance % X Basic Salary If grade is EE/WE12 and above then Iqama Fee (WE & EE)(1+ Iqama Fee (WE & EE)X(total no of WE Married Dependent or dependents + 1 )/12. EE Married Dependent ) / Total no of month after date If grade is below EE/WE12 then 1 X of joining left till end of the
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Settling in Grant in the month and year of joining. Baggage allowance in the year and month of joining. NA
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Iqama Fee (WE & EE)/12.
year. If grade is below EE/WE12 then 1 X Iqama Fee (WE & EE) / Total month after date of joining.
Visa Fee
If status is married and WE then WE Visa fee X (total no of dependents + 1 or WE Married Dependent) whichever is lower X 2(twice in year). If western single then WE Visa fee X 2 (twice in year). If status is married and EE then EE Visa fee X (total no of dependents + 1) or EE Married Dependent whichever is lower. If western single then EE Visa fee.
If status is married for WE then (1+WE Married Dependent) X WE Visa Fee/Total no of month after date of joining. If status is married for EE then (1+ EE Married Dependent) X EE Visa Fee/Total no of month after date of joining. If status is single of EE then 1 X EE Visa fee/Total month after date of joining. If status is single for WE then 1 X WE Visa fee/Total month after date of joining. If employee is WE 12 and above then Vacation Air Fare WE X (WE Married Dependent +1) X No. of Trip for WE Married. Else below WE12 then Vacation Air Fare WE X No. of Trip for WE Single If employee is EE 12 and above then Vacation Air Fare EE X (1+ EE Married Dependent) X No. of Trip for EE Married. If below EE12 then Vacation Air Fare EE x No. of Trip for EE Single.
Vacation air fare
If employee is WE 12 and above & status is married then ((1+ Total no of dependents or WE Married Dependent whichever is lower) X Vacation Air Fare WE X No. of Trip for WE Married)/12 . Else below WE12 then vacation Vacation Air Fare WE X No. of Trip for WE Single If employee is EE 12 and above & status is married then Vacation Air Fare EE X (1+ Total no of dependents or EE Married Dependent whichever is lower) X No. of Trip for EE Married. If below EE12 then Vacation Air Fare EE x No. of Trip for EE Single.
Recruitment Fee
Recruitment Fee in the month and year of joining
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Savings Plan
based on the Job Category Executive / Management / Professional. ((December Basic Salary X Savings ((Basic Salary X Savings Plan Employee Contribution % X 12) Plan EC % X 12) / Total + (("Accumulated Employee month after date of joining Contribution" X Savings Plan FOR SA Interest %)/12))/12 FOR SA
Note: All calculation for new employees should be based on total no of month after date of joining left till end of the year. Actors & security Security
Roles To be defined
1.3.2.7
Entry of all non-driver based costs of each Cost Centre and Division
Cost Center Dropdown
Division Dropdown
Jan 2020 Casuals and Contract Labour 2060 Summer Employee 2200 Communication 2210 Field and Camp and Foods 2222 Leased Housing Accommodation 2228 Buy Out Package 2235 Relocation Grant 2241 On Call Duty Allowance – Not Called In 2242 On Call Duty Allowance – Called in to Work 2250 Rescue Team Premium 2260 Temporary IT Allowance 2267 Home Ownership allowance 2268 Company share-Home Ownership program 2295 Accrued Vacation Provision 2400 Business Travels & Related Expenses 2410 Business Travels Airfare 2420 Scholarship & Training Fees 2430 Training Travel Expenses 2440 Training Travel – Airfare 2570 Stipends
Feb
……
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Notes:1. All the above cost will be entered by respective CC owner. 2. User of above form need to be decided. Validation Rule None Business Rule None Roles TBD Actors & security Security
1.3.2.8
Entry form of percentage growth of personal cost for Business Plan Years by HR Affiliate Entity Default Division Default Cost Centre)
(POV
BP1
Management Executive Superintendent & Section Head Advisor, Consultant & Senior Professional Professional Para-Professional Security & Safety Skilled Semi-Skilled
BP2
BP3
BP4
Notes:1. All the above percentage will be entered by respective CC owner. Validation Rule None
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Business Rule System will calculate average manpower cost based on the budget year data and then apply percentage growth of personal cost to arrive average manpower cost of business plan year.
Actors & security Roles TBD Security
1.3.2.9
Headcount Planning for Business Plan Years
Cost Center Dropdown
CY Budget National CY Actual CY FCST ACT+ FCST BP 1 110 88 77 BP2 BP3 BP4
Division
Management
Expatriate(WE) Expatriate(EE) National Expatriate(WE) Expatriate(EE) National Expatriate(WE) Expatriate(EE) Sub-contract EE SC WE SC SA National Expatriate(WE) Expatriate(EE) Sub-contract EE SC WE SC SA National Expatriate(WE) Expatriate(EE) Sub-contract EE SC WE SC SA PDP
Executive
Superintendent & Section Head
Advisor, Consultant & Senior Professional
Professional
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Expatriate(WE) Expatriate(EE) Sub-contract EE Para-Professional SC WE SC SA PDP OJT H OJT D National Expatriate(WE) Expatriate(EE) Sub-contract EE SC WE SC SA PDP OJT H OJT D National Expatriate(WE) Expatriate(EE) Skilled Sub-contract EE SC WE SC SA OJT H OJT D National Expatriate(WE) Expatriate(EE) Sub-contract EE SC WE SC SA OJT H OJT D
Security & Safety
Semi-Skilled
Notes:1. All the above cost will be entered by respective CC owner. Validation Rule None Business Rule
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1. Total Personnel Cost = Avg Salary (Grade & category wise) X Head count of each Category and Nationality. 2. CY Budget = Headcount of CY will flow here. Actors & security Roles TBD Security
1.3.2.10 Web form for entry of Non – Employee Trainee details for Business Plan Year
Cost Centre Dropdown Headcount/Trainee Cost
Bud of CY SMP JIC JTI SMAP Others Others (PDP) Others (OJT H) Others (OJT D) Mubadarh Trainee
Budget Year
BP1
BP2
BP3
BP4
Note:1. Above form is for maintenance of Pool of trainee. 2. List of CC to be provided by each Affiliate. 3. The additional trainees which do not hold unique position will be entered in above web-form at total level either by CC or HR. 1.3.3 Global Business rules 1. Batch script for calculation of Salary cost of Affiliate. 2. Batch script for pushing Salary data in finance. 1.3.4 Workflow requirements Approval Levels
TBD 1.3.5 Data volumes # Stage Item Volume History
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1.4 Output
1.4.1 On screen views
None
1.4.2 Formatted reports for Head count
1. 2. 3. 4. 5. 6. Report by Saudi & Non Saudi. Actual vs Budget Headcount. Grade wise Headcount. Actual Vs Budget Comparison by Headcount. Location wise Report. Cost Centre level Actual vs Budget Headcount.
1.4.3 OLAP reports
1.4.3.1 Output Report of Manpower cost calculation
1. 2. 3. 4. 5. 6. 7. 8. Report by Saudi & Non Saudi. Actual vs Budget Headcount. Grade wise Headcount. Actual Vs Budget Comparison by Headcount. Location wise Report. Cost Centre level Actual vs Budget Headcount. G&A Report Non-Employee trainee Report
Note:1. Users want to have all the above mentioned report in Fixed format and Smart view, so that smart view report he can further change as per their requirement for further analysis. 2. Corporate want to access the headcount data of each affiliate and want to have consolidated report of Ma’aden as a whole. 3. All the reports will be available by cost center, division, affiliates, summary level, summary by affiliates, job category level.
1.5 Assumptions and dependencies
All the required fields are present in HRMS system as described in HRMS upload format. Mapping of position and Employee no is accurate. All the financial figures will be in SAR (Saudi Arabian Riyal). Reporting can be done in USD on the basis of exchange rate table to be maintained in system. Forecasting will be monthly or when required.
1.6 Related requirements
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None
1.7 Task lists
None
1.8 Menus
None
1.9 Comments and notes
1. The Application will be multi-currency. So that user will be able to see the data in USD and SAR. 2. A common set of versions and scenarios will be maintained in application. The number and type will be decided during database design. 3. Changes to application database structures – Entity, Division, Cost Centre, Natural Account etc – will be handled in a uniform manner for all functions. The common design will be finalized during database design and communicated to all functional teams. 4. Screen layout may change depending on common application database design, which will be finalized after all requirements are captured and analyzed. The actual name of member may be different from name mentioned in document to minimize the no of members.
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Functional Design document of Workforce
Saudi Arabia Mining Company Hyperion Planning Implementation Project Hyperion Workforce Planning
MD.050 Ma’aden Hyperion Workforce Planning Functional Design for Corporate, MIC, MIMC and MWSPC
Author: Creation Date: Last Updated: Document Ref: Version: Approvals:
Mr. Kapil Sharma and Mr. Jaydeep Banerjee 19.01.2014 MD.050 Application Extensions Functional Design document of Workforce Planning for Corporate, MIC, MIMC and MWSPC 1.0 Roberto S. Sangil (Corporate), Ahmed Baaboud (Corporate)
Document Control Author& Reviewers – TCS Team
Name Position
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Name
MD.50:
Functional Design document of Workforce
Position
Mr. Kapil Sharma Jaydeep Banerjee Mr. Mousoom Sinha
Functional Consultant, TCS Solution Architect, TCS Project Manager, TCS
Reviewer & Approver – Corporate Team
Name Position
Roberto S. Sangil Ahmed Baaboud Mr. Zuzer Tambawala
Budgeting Analyst, HR - Organization Development Sr. Specialist OD, Strategic Management Ma’aden Project Manager HR
Change Record
Date Author Version Change Reference
19-Jan-2014 26-Jan-2014
Kapil Sharma Roberto S. Sangil
1.0 1.0 1.1
Initial Version First Revision Review comments incorporated 2nd Revision 2nd Review comments incorporated 3rd Review comments incorporated 4th Review comments from Zuzer incorporated
04-Feb-2014 Jaydeep Banerjee
06-Feb-2014 Roberto S. Sangil 09-Feb-2014 Jaydeep Banerjee
1.1 1.2
13-Feb-2014 Jaydeep Banerjee
1.3
18-Feb-2014 Jaydeep Banerjee
1.4
Note To Holders: If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes.
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If you receive a hard copy of this document, please write your name on the front cover, for document control purposes.
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Contents
DOCUMENT CONTROL ............................................................................................................. I 1.1 FUNCTION ..................................................................................................................... 1 1.1.1 SCOPE ...................................................................................................................... 1 1.1.2 OBJECTIVES ............................................................................................................. 1 1.1.3 EXCLUSION ............................................................................................................... 2 1.2 INPUT............................................................................................................................ 2 1.2.1 DATA FEEDS ............................................................................................................. 2 1.2.1.1 SOURCE ................................................................................................................... 2 1.2.1.2 DATA CLEANSING / LOOKUP ..................................................................................... 3 1.2.1.3 DATA VALIDATION ..................................................................................................... 3 1.2.1.4 DATA INTEGRATION .................................................................................................. 3 1.2.2 DATA SEEDING ......................................................................................................... 3 1.2.2.1 AOP ......................................................................................................................... 3 1.2.2.2 FORECASTS .............................................................................................................. 3 1.3 PROCESS ..................................................................................................................... 4 1.3.1 OVERALL PROCESS FLOW ........................................................................................ 4 1.3.2 DATA ENTRY SCREENS ............................................................................................. 5 1.3.2.1 COST CENTRE WISE ZBB HEADCOUNT AND SAUDIZATION % ENTRY FORM .......... 5 1.3.2.2 TOTAL ACTUAL, VACANT AND APPROVED POSITION WISE DETAILS FOR FORECAST (CURRENT YEAR) .................................................................................................. 5 1.3.2.3 WEB FORM FOR ENTRY OF NON – EMPLOYEE TRAINEE DETAILS ........................... 7 1.3.2.4 GRADE WISE ENTRY OF BASIC SALARY FOR NEW EMPLOYEE BY HR ................... 8 1.3.2.5 ASSUMPTIONS INPUT FORM FOR HR ....................................................................... 9 1.3.2.6 ASSUMPTIONS INPUT FORM FOR COST CENTER ................................................... 10 1.3.2.7 ENTRY OF ALL NON-DRIVER BASED COSTS OF EACH COST CENTRE AND DIVISION 15 1.3.2.8 ENTRY FORM OF PERCENTAGE GROWTH OF PERSONAL COST FOR BUSINESS PLAN YEARS BY HR ............................................................................................................... 16 1.3.2.9 HEADCOUNT PLANNING FOR BUSINESS PLAN YEARS .......................................... 17 1.3.2.10 WEB FORM FOR ENTRY OF NON – EMPLOYEE TRAINEE DETAILS FOR BUSINESS PLAN YEAR ........................................................................................................... 19 1.3.3 GLOBAL BUSINESS RULES ..................................................................................... 19 1.3.4 WORKFLOW REQUIREMENTS ................................................................................. 19 1.3.5 DATA VOLUMES ...................................................................................................... 19 1.4 OUTPUT ...................................................................................................................... 20 1.4.1 ON SCREEN VIEWS ................................................................................................. 20 1.4.2 FORMATTED REPORTS FOR HEAD COUNT ............................................................. 20 1.4.3 OLAP REPORTS ..................................................................................................... 20 1.4.3.1 OUTPUT REPORT OF MANPOWER COST CALCULATION......................................... 20 1.5 ASSUMPTIONS AND DEPENDENCIES .......................................................................... 20 1.6 RELATED REQUIREMENTS .......................................................................................... 20 1.7 TASK LISTS ................................................................................................................. 21 1.8 MENUS ....................................................................................................................... 21 1.9 COMMENTS AND NOTES ............................................................................................. 21
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1.
MD.050 - Functional Design Documents for Workforce Planning Application
Function
1.1
This document covers the workforce planning process of Ma’aden Corporate, MIC, MIMC and MWSPC. Work planning process covers Business Planning, Forecasting and Budgeting activities. Business Plan is normally happened during the second quarter of the year for next year and 4 more years after next year. Once Business plan is complete the organization start their forecasting and budgeting activities.
1.1.1 Scope
In Ma’aden, users start their planning process with Business Plan. In Business Plan data is collected at higher level, instead of position level. In Business Plan objective is to decide the goal of the organization instead of bringing the operational and financial control. In business Plan Headcount data is collected at Job Category and nationality wise. Based on the data collected, personnel costs are calculated. Once the Business Plan is approved users start their budget and forecasting activity. At the time of forecasting, actual data come till last actual month and based on that Organization decides their required manpower for the remaining month in forecast Year (Current Year). In general, organization rarely changes their required headcount data, which is already approved at the time of budgeting of current year. Users start budgeting activity for Budget year, along with the forecast. Once the budgeting of headcount is done, it is used for calculation of Manpower cost. For Manpower cost planning Hyperion will take the input from HRMS system in the format attached (in Data feed section) with Functional Design document. In Hyperion there is assumption web form, in which HR will enter assumptions for Manpower cost calculation of Budget Year and Business Plan years (4 more years at a high-level after budget year). From Year 2014 budget, corporate introduced the concept of Zero Based Budgeting (ZBB) Process for Manpower Planning. All the HR will have option to put ZBB target Manpower Headcount and Saudization % for each Cost Centre, before the system will be open for Cost Centre owner for their headcount entry. 1.1.2 Objectives Currently workforce planning is being done through excel templates. The process will be automated in the system and it will include following activities: Data input will flow from HRMS system in the attached excel format. (For attached format please refer to Data feed section) subject to cleansing and compatibility. HR will enter the data of ZBB Headcount and Saudization %. HR will enter assumptions i.e. Promotion Increase %, EE Education, WE Education, SA Education, HRA %, WE Housing Allowance, Performance Bonus factor, Ramadan Bonus factor, Medical Insurance Rate, Number of SA dependents for Medical, Number of dependents for Medical(for WE and EE), Remote Area
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Allowance %, Shift Premium %, Project Hardship %, Security Allowance %, Transportation % etc. for EE, WE and SA. HR will enter grade wise basic salary for Budget Year for new and vacant position. Individual CC owner will enter required Headcount data for respective CC. CC owner will be able to run the Personnel cost calculation for their respective CC based on assumption entered by HR . Assumptions should be refreshed by HR at every budget cycle. There are some CC identified for holding the trainee pool data. For trainee pool CC, data will be entered at non-employee trainee category wise.. Then Headcount data entered by CC owner will go for parent CC Head for the approval. Once data is approved by CC head then it will go to HR. Once data is approved by HR, Personnel cost will be push to Finance for completion of their budget. Along with finance data once headcount data is approved, it will become the budget for the year.
1.1.3 Exclusion
1. Entity wise Revenue, direct and indirect cost (excluding Manpower Cost) are not part of this document and will be taken care in entity specific respective document.
1.2
1.2.1
Input
Data feeds
1.2.1.1 Source # 1. Source Mapping of Entity, Division and CC, that will appear in dropdown in the Hyperion application. (Separate for Individual Entities and one for Shared service. HRMS System Purpose MIS Reporting & AOP. Description There is manual mapping created by user, which will be used to understand the mapping of each division with group of different CC. Frequency Once & whenever it will change. Remarks Current mapping has been provided. Additional changes to be provided as and when they are occur.
2.
Budgeting, forecasting & MIS
Employee wise master data will flow from HRMS and that will be used to create the Budget and forecasting.
At the end of each month.
HRMS_Upload_Form at.xlsx
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# 3.
Source Mapping of unique position number with Employee No. Actual Data from ERP at GL level to do Actual vs Budget/ Forecast. Data input for Budget , forecast and business plan through web forms. List of CC for security Allowance and shift premium List of location for Remote area allowance, Project Hardship allowance & Social allowance. List of Cost Centre for Corporate for Trainee Pool data
Purpose Budgeting, forecasting & MIS Variance analysis
4.
5.
6.
Budget/ Forecast/B usiness Plan Budget/ Forecast Budget/ Forecast
7.
Description Mapping of unique position number with Employee number. as maintained. Data will come through integration between ERP and Hyperion Planning. User will enter their inputs for Budget, forecast and business plan using web forms. List of CC, employee of which will get this allowance. List of location to decide whether Employee will get
Frequency Every time data will be loaded from HRMS system. At the end of each month.
Remarks
Maaping of position to employee.xlsx
None
As and when required
None
Whenever it will change Whenever it will change
To be provided by 6th March. To be provided by 6th March.
8
Budget/ Forecast/B usiness Plan
List of CC in which organization wants to enter their trainee Pool data.
Whenever it will change
To be provided by 6th March.
1.2.1.2 Data cleansing / lookup Provided Ma’aden will do the necessary data cleansing if required. 1.2.1.3 Data validation None 1.2.1.4 Data integration Proposed Hyperion Planning application will be integrated with E-Business Suite to extract the data using FDQM integrator and ERPi adapter. Hyperion will receive position information from HRMS. 1.2.2 Data seeding
1.2.2.1 AOP None 1.2.2.2 Forecasts
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Seeding of headcount data of Budget or last forecast whichever is latest. Value will be copied in current forecast for current and future months. Copied value will be change by user as per their requirement. 1.3 1.3.1 Process Overall process flow
Fig: High-level flow of data in the proposed Hyperion workforce planning system
Following is the high level flow of information (as depicted in the figure above) to be built into the proposed Hyperion workforce planning solution: 1. Data for the existing employees flows from Oracle HRMS into Hyperion 2. Calculation of total headcount and personnel cost to be calculated for every cost center 3. New headcount shall be entered by respective Cost Center owners through data entry webforms in Hyperion 4. Assumptions such as grade-wise salary, Saudization percentage shall also be input by HR through specific Hyperion webforms 5. The aggregated manpower headcount and cost shall then go for approval to the parent cost center owner and thereafter to the HR approver 6. If approved by HR the manpower cost would be rolled up to the company personnel costs and the approved headcount shall go to the President for final approval 7. If president wants to cut down the newly requested positions and respective cost, system will copy the entire data into another version to provide provision to HR to delete newly requested positions for all cost centers and reduce respective cost for all cost centers.
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1.3.2 1.3.2.1
Data entry screens Cost Centre wise ZBB headcount and Saudization % entry Form
DropdownDivision Dropdown
ZBB Headcount(Budget Year) CC1 CC2 CC3 ….. CC..
Saudization %
Note:1. The above ZBB headcount and Saudization % will be entered by HR as a first level for Budgeting process. 2. A report will be created to show the variance between ZBB headcount and actual Head count. 3. A report should be created to show the Saudization % variance between Budget & actual for each CC. 1.3.2.2 Total Actual, Vacant and Approved position wise details for Forecast (Current Year)
Cost Centre Dropdown FCT Year FCT Year FCT Year FCT Year FCT Year FCT Year Bud Year
Division Dropdown FCT Year
Unique Position Number 1_Accountant 1 2_Accountant 2 3_Accountant 3 4_Accountant 4
Employee Job Number Category
Position Category Actual Date of Type Grade Joining
End Date
End Date
Note:1. Employee Number is just for information purpose. 2. Job Category will have following details:a. Executive b. Management c. Superintendent & Section Head Advisor d. Consultant & Senior Professional e. Professional f. Para-Professional g. Security & Safety h. Skilled
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i. Semi-Skilled 3. Position Type will have following details:a. Regular b. Contractors c. Trainee – PDP d. Trainee – OJT H e. Trainee – OJT D 4. Category will have following details:a. SA b. EE c. WE Note: The Job Category will be classified further to capture recruitment cost. 1. Executive will be under Executive 2. Management, Superintendent & Section Head Advisor and Consultant & Senior Professional will be under Management 3. Professional, Para-Professional, Security & Safety, Skilled and Semi-Skilled will be under Professional. New Headcount request for existing positions and new positions (Budget Year)
Division Dropdown Cost Centre Dropdown Year Dropdown
Position No
Job Position Category Type
Actual Grade (e.g. SA17 / EE17 / WE17)
Joining Month
Location
1_New Hire 2_New Hire 3_New Hire 4_New Hire 5_New Hire Note:1. 2. 3. 4.
By right click menu option new hire can be added dynamically. Once the budget will freeze, user will map the New hire details with Position no. Salary calculation will start from date of joining. There will be a smart list for selection of remote area as Yes or No.
Webform to see the Headcount comparison
Cost Centre Dropdown
Current year Budget (in last Year)
CY Actual
Forecast of CY
Budget of Next Year
Budget Year
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Year Total SA EE WE Total
Year Total
Year Total
Year Total
ZBB Headcount
Note:1. In above form users will be able to see the total Headcount data of approved budget for CY, Forecast Headcount of Current year and Budget headcount of next year.
Webform to see the comparison of Personnel cost
Cost Centre Dropdown
Current year Budget (in last Year) Year Total Basic Salary Overtime ….. All the calculated personnel cost Validation Rule None Business Rule
CY Actual Year Total
Forecast of CY
Budget of Next Year Year Total
Year Total
1. Budget Year Head count = Forecast Year Headcount + To be hired in Budget Year. Roles TBD Actors & security Security
1.3.2.3
Web form for entry of Non – Employee Trainee details
Headcount/Trainee Cost
Cost Centre Dropdown
Jan
Feb
Mar
…..
…..
Dec
Year Total
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SMP JIC JTI SMAP Others Others (PDP) Others (OJT H) Others (OJT D) Mubadarh Trainee Note:1. Above form is for maintenance of Pool of trainee. 2. List of CC to be provided by each Affiliate. 3. Trainees do not hold unique position; will be entered in above web-form at total level. 4. Above form is created to capture actual trainee details since it is not available in system (excluding PDP and OJT trainees as positions are available for them). 1.3.2.4 Grade wise Entry of Basic Salary for New Employee by HR POV (Affiliate Entity Default CC FCT Year EE1 ….. EE25 WE1 …. WE25 SA1 …. SA25 EX22 ---EX27 Note:1. Every Basic Salary of last budget will become Basic Salary of FCT Year. 2. Performance increase % will not applicable for employee joined in current year. 3. New Employee will get the weighted average Merit increase % in the year of joining. 4. Each Entity will have different grade wise Salary 5. All HR assumptions will be entered by HR prior to starting the process. All entry webform will be on one location. Validation Rule None Business Rule
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Default Division) Bud Year
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None Roles TBD Actors & security Security
1.3.2.5 (POV
Assumptions Input form for HR Affiliate Entity Default Division Default Cost Centre)
BY % of Mid-Point of Grade Rate Salary Increase % Salary Adjustment % Merit Increase % Promotion Increase % EE Education (SAR) Max EE Education (SAR) WE Education (SAR) Max WE Education (SAR) EX Education (SAR) Max EX Education (SAR) GOSI Contribution % for SA GOSI Contribution % for EE_WE GOSI Housing Factor Housing Allowance Factor Min Housing Single Min Housing Married Performance Bonus % Ramadan Bonus Factor Medical Insurance Amount Per Head (SAR) Remote Area Allowance % Shift Premium % Project Hardship % Security Allowance % Security Allowance Minimum (SAR) Transportation % Min Transportation (SAR) Settling in Grant (SAR) Baggage Allowance (SAR) Employee Social Allowance %. WE Visa Fee (SAR) EE Visa Fee (SAR)
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Iqama Fee (WE & EE) (SAR) Vacation Air Fare EE (SAR) Vacation Air Fare WE (SAR) Severance % Service Award for 5 Years (SAR) Service Award for 10 Years (SAR) Service Award for 15 Years (SAR) Service Award for 20 Years (SAR) Service Award for 25 Years (SAR) Executive Recruitment Fee (SAR) Management Recruitment Fee (SAR) Professional Recruitment Fee (SAR) WE Married Dependent EE Married Dependent No. of Trip for WE Married No. of Trip for EE Married No. of Trip for WE Single No. of Trip for EE Single Savings Plan Employee Contribution % Savings Plan Interest %
1.3.2.6 (POV
Assumptions Input form for Cost Center Affiliate Entity
Cost Center Dropdown
Default Division)
BY No of Hours for Overtime
Note:1. All the assumption should be created as variable so that HR user can change it according to his requirement. 2. Assumption of last budget will become assumption for current Forecast. For example if I am in year 2014 then assumption of Budget 2014 will become assumption for forecast 2014. So same assumption will be used for Budget and Forecast years. 3. User should be able to run cost calculation rule at CC level. 4. New employee will not be eligible for Merit increment (Inc) %, Promotion (Inc) % and Salary Adjustment (Inc) % in July, if he joined during the year. 5. Each Entity will have separate Assumption table for Salary calculation. 6. Merit increase, Promotion increase and Salary adjustment will apply from the month of July.
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7. Employee joined after the month of Jan in Budget Year, will not get any increase in Budget year. 8. Ramadan Bonus month need to be created as variable and based on the variable calculation will be happened. 9. Put SAR where Amount is applicable. 10. GOSI Housing Factor is a driver required to calculate GOSI contribution when employee is not getting Housing allowance. Validation Rule None Business Rule For Existing Employee CY Basic Salary (1+ Salary Increase % + Merit Increase % + Promotion Increase % + Salary Adjustment %) For New Employee Basic Salary X ((1+ Salary Increase. % + Merit Increase % + Salary Adjustment %) /12) X No of months from Joining ) If grade is EE12 and above then no of Same as Existing. children X EE Education (SAR) or Max EE Education (SAR) whichever is lower. If WE12 and above then actual no of children X WE Education (SAR) or Max WE Education (SAR) whichever is lower. If Grade is EX then actual no of children X EX Education (SAR) or Max EX Education (SAR). Basic Salary X No of Hours for overtime / 240.(For Grade 10 or Below) If Employee is SA then Basic Salary + Housing allowance) X GOSI Contribution % for SA If Employee is EE/WE then Basic Salary + Housing allowance) X GOSI Contribution % for EE/WE Note:1. If any employee is not getting Housing allowance then Housing for GOSI will be Basic Salary/ GOSI Housing factor. 2. If Total of monthly Basic Salary +
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Basic Salary
Education Assistance
Overtime Salary
GOSI Contribution
Basic Salary X No of Hours for overtime / 240. (For Grade 10 or Below) If Employee is SA then ((Basic Salary + Housing allowance) / 12) X GOSI Contribution % for SA If Employee is EE/WE then ((Basic Salary + Housing allowance) / 12) X GOSI Contribution % for EE_WE
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Housing allowance is more than SAR 45000 then calculate GOSI on SAR 45000. Housing If Grade is SA/EE/WE 12 and above and status is married then Housing Allowance Factor X Basic Salary or Min Housing Married whichever is higher If status is single then Housing Allowance Factor X Basic Salary or Min Housing single whichever is higher If Grade is SA/EE/WE12 and above Housing Allowance Factor X Basic Salary or Min Housing Married If status is single then Housing Allowance Factor X Basic Salary or min Housing single
Ramadan Bonus
Performance Bonus
Basic Salary X Ramadan Bonus factor (the amount will be paid in Ramadan Month Variable) Basic Salary of Dec of Budget or Forecast Year X Performance Bonus % (To be paid in Performance Bonus month) If Grade is below EE12, WE12 then 1X Medical Insurance Rate. Else (1 + total no of dependents) X Medical Insurance Rate
Medical Insurance
Basic Salary X Ramadan Bonus factor X Month from Date of Joining/12 Basic Salary of Dec of Budget or Forecast Year X Performance Bonus % X After date of joining /365. (Performance Bonus month) If Grade is below EE12, WE12 then 1X Medical Insurance Rate. Else If Grade is above EE12 (1 + EE Married Dependent) X Medical Insurance Rate Else If Grade is above WE12 (1 + WE Married Dependent) X Medical Insurance Rate
Remote Area
If Grade is SA and location is (Variable Remote area different for each entity) then Basic Salary X Remote area allowance %. If Grade is 12 and below & and coming under variable Shift CC then Shift allowance % X Basic Salary. Note:- If Job Category is “Professional” then they will not get
Same as existing
Shift allowance
Same as existing.
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Security Allowance
shift allowance even if fall under that condition. Basic Salary X Security Allowance %. Or Security Allowance Minimum whichever is higher
Project Hardship
Severance Provision
If location is Proj_Hardship then Basic Salary X Project Hardship allowance %. If no of days of service is less than 1825 then (Basic Salary +Housing allowance + Transportation allowance + Ramadan Bonus) X No of days of service / 730
If CC is variable Security CC then Basic Salary X Security Allowance %. Or Security Allowance Minimum whichever is higher. Same as existing.
Same as existing
Else {(Basic Salary +Housing allowance + Transportation allowance + Ramadan Bonus) * 1825/730} + (Basic Salary +Housing allowance + Transportation allowance + Ramadan Bonus) X (Total days of service -1825)/365} Severance Transportation (CY Severance provision – LY Severance provision) X Severance % Basic Salary X Transportation % or Min Transportation, whichever is higher NA NA Same as existing Same as existing.
Settling in Grant Baggage allowance Service awards
Employee social allowance
Iqama Fee
If completed year is 5 then Service award 5, if 10yrs then Service award 10, if 15yrs then service award 1, if 20yrs then service award 20, if 25yrs then service award 25 in the month of completion. If location is Social_allow and grade If location is Social_allow is 12 and above then Employee social and grade is 12 and above allowance % X Basic Salary then Employee social allowance % X Basic Salary If grade is EE/WE12 and above then Iqama Fee (WE & EE)(1+ Iqama Fee (WE & EE)X(total no of WE Married Dependent or dependents + 1 )/12. EE Married Dependent ) / Total no of month after date If grade is below EE/WE12 then 1 X of joining left till end of the
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Settling in Grant in the month and year of joining. Baggage allowance in the year and month of joining. NA
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Iqama Fee (WE & EE)/12.
year. If grade is below EE/WE12 then 1 X Iqama Fee (WE & EE) / Total month after date of joining.
Visa Fee
If status is married and WE then WE Visa fee X (total no of dependents + 1 or WE Married Dependent) whichever is lower X 2(twice in year). If western single then WE Visa fee X 2 (twice in year). If status is married and EE then EE Visa fee X (total no of dependents + 1) or EE Married Dependent whichever is lower. If western single then EE Visa fee.
If status is married for WE then (1+WE Married Dependent) X WE Visa Fee/Total no of month after date of joining. If status is married for EE then (1+ EE Married Dependent) X EE Visa Fee/Total no of month after date of joining. If status is single of EE then 1 X EE Visa fee/Total month after date of joining. If status is single for WE then 1 X WE Visa fee/Total month after date of joining. If employee is WE 12 and above then Vacation Air Fare WE X (WE Married Dependent +1) X No. of Trip for WE Married. Else below WE12 then Vacation Air Fare WE X No. of Trip for WE Single If employee is EE 12 and above then Vacation Air Fare EE X (1+ EE Married Dependent) X No. of Trip for EE Married. If below EE12 then Vacation Air Fare EE x No. of Trip for EE Single.
Vacation air fare
If employee is WE 12 and above & status is married then ((1+ Total no of dependents or WE Married Dependent whichever is lower) X Vacation Air Fare WE X No. of Trip for WE Married)/12 . Else below WE12 then vacation Vacation Air Fare WE X No. of Trip for WE Single If employee is EE 12 and above & status is married then Vacation Air Fare EE X (1+ Total no of dependents or EE Married Dependent whichever is lower) X No. of Trip for EE Married. If below EE12 then Vacation Air Fare EE x No. of Trip for EE Single.
Recruitment Fee
Recruitment Fee in the month and year of joining
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Functional Design document of Workforce Planning
Savings Plan
based on the Job Category Executive / Management / Professional. ((December Basic Salary X Savings ((Basic Salary X Savings Plan Employee Contribution % X 12) Plan EC % X 12) / Total + (("Accumulated Employee month after date of joining Contribution" X Savings Plan FOR SA Interest %)/12))/12 FOR SA
Note: All calculation for new employees should be based on total no of month after date of joining left till end of the year. Actors & security Security
Roles To be defined
1.3.2.7
Entry of all non-driver based costs of each Cost Centre and Division
Cost Center Dropdown
Division Dropdown
Jan 2020 Casuals and Contract Labour 2060 Summer Employee 2200 Communication 2210 Field and Camp and Foods 2222 Leased Housing Accommodation 2228 Buy Out Package 2235 Relocation Grant 2241 On Call Duty Allowance – Not Called In 2242 On Call Duty Allowance – Called in to Work 2250 Rescue Team Premium 2260 Temporary IT Allowance 2267 Home Ownership allowance 2268 Company share-Home Ownership program 2295 Accrued Vacation Provision 2400 Business Travels & Related Expenses 2410 Business Travels Airfare 2420 Scholarship & Training Fees 2430 Training Travel Expenses 2440 Training Travel – Airfare 2570 Stipends
Feb
……
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Functional Design document of Workforce Planning
Notes:1. All the above cost will be entered by respective CC owner. 2. User of above form need to be decided. Validation Rule None Business Rule None Roles TBD Actors & security Security
1.3.2.8
Entry form of percentage growth of personal cost for Business Plan Years by HR Affiliate Entity Default Division Default Cost Centre)
(POV
BP1
Management Executive Superintendent & Section Head Advisor, Consultant & Senior Professional Professional Para-Professional Security & Safety Skilled Semi-Skilled
BP2
BP3
BP4
Notes:1. All the above percentage will be entered by respective CC owner. Validation Rule None
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MD.50 :
Functional Design document of Workforce Planning
Business Rule System will calculate average manpower cost based on the budget year data and then apply percentage growth of personal cost to arrive average manpower cost of business plan year.
Actors & security Roles TBD Security
1.3.2.9
Headcount Planning for Business Plan Years
Cost Center Dropdown
CY Budget National CY Actual CY FCST ACT+ FCST BP 1 110 88 77 BP2 BP3 BP4
Division
Management
Expatriate(WE) Expatriate(EE) National Expatriate(WE) Expatriate(EE) National Expatriate(WE) Expatriate(EE) Sub-contract EE SC WE SC SA National Expatriate(WE) Expatriate(EE) Sub-contract EE SC WE SC SA National Expatriate(WE) Expatriate(EE) Sub-contract EE SC WE SC SA PDP
Executive
Superintendent & Section Head
Advisor, Consultant & Senior Professional
Professional
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National
MD.50 :
Functional Design document of Workforce Planning
Expatriate(WE) Expatriate(EE) Sub-contract EE Para-Professional SC WE SC SA PDP OJT H OJT D National Expatriate(WE) Expatriate(EE) Sub-contract EE SC WE SC SA PDP OJT H OJT D National Expatriate(WE) Expatriate(EE) Skilled Sub-contract EE SC WE SC SA OJT H OJT D National Expatriate(WE) Expatriate(EE) Sub-contract EE SC WE SC SA OJT H OJT D
Security & Safety
Semi-Skilled
Notes:1. All the above cost will be entered by respective CC owner. Validation Rule None Business Rule
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Functional Design document of Workforce Planning
1. Total Personnel Cost = Avg Salary (Grade & category wise) X Head count of each Category and Nationality. 2. CY Budget = Headcount of CY will flow here. Actors & security Roles TBD Security
1.3.2.10 Web form for entry of Non – Employee Trainee details for Business Plan Year
Cost Centre Dropdown Headcount/Trainee Cost
Bud of CY SMP JIC JTI SMAP Others Others (PDP) Others (OJT H) Others (OJT D) Mubadarh Trainee
Budget Year
BP1
BP2
BP3
BP4
Note:1. Above form is for maintenance of Pool of trainee. 2. List of CC to be provided by each Affiliate. 3. The additional trainees which do not hold unique position will be entered in above web-form at total level either by CC or HR. 1.3.3 Global Business rules 1. Batch script for calculation of Salary cost of Affiliate. 2. Batch script for pushing Salary data in finance. 1.3.4 Workflow requirements Approval Levels
TBD 1.3.5 Data volumes # Stage Item Volume History
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Functional Design document of Workforce Planning
1.4 Output
1.4.1 On screen views
None
1.4.2 Formatted reports for Head count
1. 2. 3. 4. 5. 6. Report by Saudi & Non Saudi. Actual vs Budget Headcount. Grade wise Headcount. Actual Vs Budget Comparison by Headcount. Location wise Report. Cost Centre level Actual vs Budget Headcount.
1.4.3 OLAP reports
1.4.3.1 Output Report of Manpower cost calculation
1. 2. 3. 4. 5. 6. 7. 8. Report by Saudi & Non Saudi. Actual vs Budget Headcount. Grade wise Headcount. Actual Vs Budget Comparison by Headcount. Location wise Report. Cost Centre level Actual vs Budget Headcount. G&A Report Non-Employee trainee Report
Note:1. Users want to have all the above mentioned report in Fixed format and Smart view, so that smart view report he can further change as per their requirement for further analysis. 2. Corporate want to access the headcount data of each affiliate and want to have consolidated report of Ma’aden as a whole. 3. All the reports will be available by cost center, division, affiliates, summary level, summary by affiliates, job category level.
1.5 Assumptions and dependencies
All the required fields are present in HRMS system as described in HRMS upload format. Mapping of position and Employee no is accurate. All the financial figures will be in SAR (Saudi Arabian Riyal). Reporting can be done in USD on the basis of exchange rate table to be maintained in system. Forecasting will be monthly or when required.
1.6 Related requirements
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Functional Design document of Workforce Planning
None
1.7 Task lists
None
1.8 Menus
None
1.9 Comments and notes
1. The Application will be multi-currency. So that user will be able to see the data in USD and SAR. 2. A common set of versions and scenarios will be maintained in application. The number and type will be decided during database design. 3. Changes to application database structures – Entity, Division, Cost Centre, Natural Account etc – will be handled in a uniform manner for all functions. The common design will be finalized during database design and communicated to all functional teams. 4. Screen layout may change depending on common application database design, which will be finalized after all requirements are captured and analyzed. The actual name of member may be different from name mentioned in document to minimize the no of members.
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