Labour Market Survey Using Sage EasyPay Enterprise Document Version: 10.6.9 For Sage EasyPay Enterprise 10.6.9 Sage Software Asia Pte Ltd 1
Copyright 2014 Sage Software Asia Pte Ltd All rights reserved. No part of this manual shall be reproduced, stored in a retrieval system, or transmitted by any means, electronic, mechanical, photocopying, desktop publishing, recording, or otherwise without permission from Sage Software Asia Pte Ltd. Patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the information of this book, the Sage Software Asia Pte Ltd assumes no responsibility for errors or omissions. Neither is there any liability assumed for damages resulting from the use of the information contained herein. Sage EasyPay Enterprise is a trademark of Sage Software Asia Pte Ltd in Singapore and other countries. Other products and certain terms mentioned herein may be trademarks of their respective owners. The examples, companies, organisations, products, people and events depicted herein are fictitious. No association with any real company, organisation, product, person or event is intended or should be inferred. Sage Software Asia Pte Ltd http://www.sageeasypay.com/ 2
Table of Contents Introduction... 4 Objective... 4 Procedure... 5 Map Cessation Code... 7 Map Job Positions... 8 Map Classification...10 Explanatory Notes...12 Preview Survey...13 Note...14 Data Calculation...15 Preview Survey Employees...16 Part I: Labour Turnover...17 Part II: Hours Worked...17 Export Survey Details...18 Survey Validation...20 Crystal Reports...21 Appendix...22 3
Introduction There are two versions for the MOM Labour Market Survey: Long version Includes Labour Turnover and Hours Worked Short version Includes Redundancy All information in the short version is covered in the long version, so the report design will be based on the long version. Sage EasyPay only implements payroll related data: Part I Labour Turnover excluding Job Vacancy Part II Hours Worked Please refer to http://www.mom.gov.sg for a sample of the MOM Labour Market Survey. Objective To provide a value added feature for Sage EasyPay Enterprise customers to gather data for MOM s Labour Market Survey. Your report submission will be hassle-free. This feature is not applicable to Sage EasyPay Standard users. 4
Procedure You are only able to access the survey in the Singapore database. Go to Payroll: Reports > Labour Market Survey Firstly, you have to map the Cessation Codes, Job Positions and Classifications before you can preview the data. - Shows that the mapping is completed and can proceed to the next step - Indicates that you need to map the corresponding section 5
Next, you will need to select your survey range: Year Your current payroll year starting from 2014 Quarter Default value based on your system s month Example: If your system s month is 1 3, the quarter will be October - December as it is reporting for the previous quarter Sage EasyPay s System Month Quarter 1 3 October December 4 6 January March 7 9 April June 10 12 July September **If the system date is before 1 st April 2014, the default Quarter will be January March. 6
The Map Cessation Code button is used to identify from the list, the various reasons for leaving the company during the specific quarter. The following is MOM s list of reasons for leaving: Resignations Expiry of contracts Retirements Early release of contract Transfer to subsidiaries/associate establishments Other (including death) Retrenchments When you access the screen for the first time, the system will automatically map the default values for Sage EasyPay s Cessation Codes, as shown in the image below. If you have a new Cessation Code, you will need to manually map the code according to the reasons from the drop down list. 7
Different organisations may use different fields to classify their employee s Job Position. Click on the Map Job Position button. This setup allows you to select a Basis for mapping the Job Position: Position Set as Default Category Employees Custom Fields The following is MOM s list of Job Positions Managers and professionals Associate professionals and technicians Production & transport operators, tradesmen, cleaners and labourers Clerical, sales and service workers If you have a new Position for the Basis, you will need to map the code manually. 8
If you change the basis, you will encounter this message Click on No and you will go back to your original settings. Click on Yes and all your current mappings will be reset. The related information for the selected Basis will show. You need to manually map them according to MOM s list of Job Positions. 9
Different organisations may use different fields to classify their employees as Full-time or Parttime employees. Click on the Map Classification button. This setup allows you to select the following as a Basis for mapping the Classification: Classification Set as Default Employees Custom Fields When you access the screen for the first time, the system will automatically map the default values for Sage EasyPay s Classification, as shown in the image below. You will need to manually map the remaining Classifications from the drop down list. 10
If you change the basis, you will encounter this message Click on No and you will go back to your original settings. Click on Yes and all your current mappings will be reset. The related information for the selected Basis will show. When you see three green ticks appear, your mapping is completed. 11
To have a better understanding on how to assign your mappings, click on the Explanatory Notes link. This link will direct you to the MOM webpage which displays additional notes that can assist you when you are doing your mapping. 12
This function uses Crystal Reports to preview Part I and Part II of the survey. The format is similar to the actual MOM Labour Market Survey. Part I Shows the results without a decimal place Part II Shows the results with one decimal place. The system will sum up all results of the employee then either round up or round down to one decimal place Example: 42.35 will appear as 42.4, whereas 42.34 will appear as 42.3 The system will only produce data based on the current employee s status. For example: Current survey is for the October to December Quarter, if users select April to June, the output data will be based on the current residence status, position and classification. It may not tally with your previous submission. 13
Note 1) For the Sage EasyPay Condition in the Data Calculation below, the system will not consider the Last Pay Date and Suspend Pay. 2) The system will take Personnel as the count of paid employees which means the join-rejoin employee is considered as one count. Refer to the Appendix section below on the different scenarios we have come up with to count the staff that left and the new join. 3) For the OT record, the system will only consider the current frequency for the Hourly Rate and Daily Rate. The system will not calculate the OT if you are using the pay element. 4) The selected Quarter on the screen refers to the physical month. When calculating the paid employees count/ot hours, you have to refer to the Pay Group s physical month. 5) If there is a pay period which starts from the 23 rd of the current month to the 22 nd of the next month (23/03/2014 22/04/2014) and the Pay Group s physical month is March, any current OT hours keyed in will be counted. This means if some of the OTs are in April, it will be calculated for March. 6) All employees related information that is shown on the report will be based on the latest status (Job Position / Category). 14
Data Calculation (Taking July September 2013 as an example) The following calculations are used to generate the numbers on the report (Preview Survey button). For the Sage EasyPay Condition, the system will not consider the Last Pay Date and Suspend Pay. MOM Part I a) Total number of paid employees as at 30.06.13 b) Number of new employees who join during 01.07.13 to 30.09.13 c) Total number of employees who left the company during 01.07.13 to 30.09.13 d) Total number of paid employees as at 30.09.13 (a + b - c) Sage EasyPay Condition 1) Employees hired on or earlier than 2013.06.30 2) Employees resigned after 2013.06.30 or not resigned yet 1) Employees hired between 2013.07.01 and 2013.09.30 (inclusive of both dates) 1) Employees resigned between 2013.07.01 and 2013.09.30 (inclusive of both dates) 1) Employees hired on or earlier than 2013.09.30 2) Employees resigned on or after 2013.09.30 or not resigned yet MOM Part II a) Total number of paid employees as at 30.09.13 b) Total weekly standard hours of work for a normal week in September 2013 c) Total number of employees who were paid for overtime work in September 2013 d) Total paid overtime hours worked in September 2013 Sage EasyPay Condition 1) Employees hired on or earlier than 2013.09.30 2) Employees resigned on or after 2013.09.30 or not resigned yet 1) Employees hired on or earlier than 2013.09.30 2) Employees resigned after 2013.08.31 or not resigned yet Multiply Pay Details > Hours per Day with Employee Calendar > Average Work Days Per Week 1) Count for employee whose pay records have current frequency from Hourly Rate or Daily Rate OT Records. System will not count for Fixed Rate OT Records. And OT is not included in those paid by pay element. 1) Employees hired on or earlier than 2013.09.30 2) Employees resigned after 2013.08.31 or not resigned yet Sum up all current frequency from Hourly Rate, Daily Rate (convert to hours by multiplying the frequency with Pay Details > Hours per Day). System will not count for Fixed Rate. 15
You have the option to choose either Part I or Part II to preview. Whichever option you choose, it will open as a Crystal Report. If there are no employees for a specific category, it will not be shown in the report. 16
Part I: Labour Turnover This only shows information for a), b) and c). The details will display a Serial Number, Employee Name, Employee ID, Department and Position (or depending on the Basis that you have selected). Part II: Hours Worked This only shows information for a), b) and c). The details will display a Serial Number, Employee Name, Employee ID, Classification (or depending on the Basis that you have selected) and Hours (only for information related to Hours, in two decimal places). 17
This window displays Part I and Part II of the survey in two different grids. You can click on the Export Labour Turnover or Export Hours Worked button to save the report as an Excel file. 18
Double clicking on the selected record will show the employee s information. You can also Export this data as an Excel file. Part I: Labour Turnover displays fields such as Employee Name, Employee ID, Department and Position (depending on the basis you have chosen) Part II: Hours Worked displays fields such as Employee Name, Employee ID and Classification (depending on the basis you have chosen) 19
Survey Validation When you click on the Preview Survey, Preview Survey Employees or Export Survey Details button, the system will check to see if there are any Cessation Codes, Job Positions and Classifications that have not been mapped. The validation occurs when these mappings are being used for active employees, who have not resigned yet or have resigned after the first date of the selected quarter, i.e. 1 st July 2013 for the July-September 2013 survey. The system will detect if there are employees who have missing Positions or Classifications. From this window, you will then need to take note of the employees and insert a Position and/or Classification for them. You can do so by going to Core: Setup > Global Change or Core: Modules > Career Progression Your mappings have to be complete in order to view the survey. 20
Crystal Reports There are 3 new Crystal Reports for this feature: CR_SGPayLabSvey.rpt It is for the data of the survey CR_SGPayLabSveyPI.rpt It is for Part I of the survey CR_SGPayLabSveyPII.rpt It is for Part II of the survey The sorting order for CR_SGPayLabSvey.rpt and CR_SGPayLabSveyPI.rpt are specific. If there are any changes to the Residence Status or Job Position, you will need to change both reports. 21
Appendix Below are the various scenarios to clarify the logic to the # of staff calculations for the Labour Market Survey E.g. Scenario Description Quarter In Out # of New Staff in Qtr # of Staff Left in Qtr Rationale / Logic Staff A join cmpy within surveyed Qtr 1 1) Staff A join cmpy Jan-Mar 1 1 0 Staff B, existing staff left cmpy within surveyed Qtr (last Qtr (Oct-Dec) reflects staff still exists) 2 3 4 5 6 7 1) Staff B existing in cmpy Oct-Dec - - 2) Staff B left cmpy Jan-Mar 1 Staff A join and left the cmpy within the same Qtr 0 1 Latest status, Staff A left the cmpy in Qtr, # of staff left = 1 and since he rejoin the cmpy within the same Qtr then # of new staff = 1 1) Staff A join cmpy Jan-Mar 1 1 1 2) Staff A left cmpy Jan-Mar 1 Staff A join and left the cmpy within the same Qtr, then he rejoin the cmpy in the same Qtr Latest status, Staff A still existing in the Qtr, then we 1) Staff A join cmpy Jan-Mar 1 don t consider the same staff left so # of staff left => 1 0 0 2) Staff A left cmpy Jan-Mar 1 3) Staff A rejoin cmpy Jan-Mar 1 Staff A join and left the cmpy in same Qtr, then rejoin and left again in same Qtr Latest status, Staff A left the cmpy in Qtr, # of staff 1) Staff A join cmpy Jan-Mar 1 left =1 and regardless he join the cmpy x times within the Qtr, we then still consider # of 1 new staff = 1 2) Staff A left cmpy Jan-Mar 1 1 1 within the same Qtr 3) Staff A rejoin cmpy Jan-Mar 1 4) Staff A left cmpy Jan-Mar 1 Staff B, existing staff left then rejoin the cmpy (Oct-Dec) reflects staff is still existing Staff B exists in last Qtr. 1) Staff existing in cmpy Oct-Dec - - Latest status, Staff B still exists in Qtr. So we consider 0 0 # of new staff = 0 and # of staff left = 0 since Staff B is still with the cmpy and we don t consider he has left 2) Staff B left cmpy Jan-Mar 1 3) Staff B rejoin cmpy Jan-Mar 1 Staff B, existing staff left then rejoin cmpy, then left again (Oct-Dec) reflects staff still exists Staff B exists in last Qtr. 1) Staff existing in cmpy Oct-Dec - - 2) Staff B left cmpy Jan-Mar 1 3) Staff B join cmpy Jan-Mar 1 4) Staff B left cmpy Jan-Mar 1 0 1 Latest status, Staff B left the cmpy. So we consider # of staff left = 1. He rejoin in the Qtr then # of new staff should reflect 1 but since he already exists in the previous Qtr, we consider # of new staff = 0 22