Employee/Driver Main is a Screen Designer screen that combines both the Employee Main and Driver Main screens into one screen. It functions similarly to Employee Main except that the Driver Information tab is more robust and has all the fields from Driver Main.
Employee/Driver Setup
All Drivers will need to be created on Employee/Driver Main. The driver information will be entered on the Driver Information tab. Employees must be enabled as Drivers so they can be linked with Driver records.
You will need to create an Employee ID, a Name, allocate an Employee Status, assign a home location and department and save. Employees can only be deleted if they are not linked to Driver records and have no labor/charges booked against them.
1. Create an Employee ID. It is a good idea to follow a consistent naming convention here.
2. Enter an Employee Name.
3. Set the Employee Status.
4. Set ‘Driver’ to Yes underneath Position Information. This enables the Driver related functionality for this Employee.
5. Add a Start Date under Additional Information.
6. On the Assignment tab input a Home Location. This is the primary location the Employee will be based at.
7. Enter a valid department for the Driver employee. Departments can be created via Department Main.
8. Click Save.
General
The General tab contains information like the employee's Job Title, Shift Codes, Payroll Information, Start Date, and Position Information.
Job Information:
Title - This is a free-form field defined by the user. It has a limit of 30 characters and is used to describe the employees title within the organization.
Skill Level - This is a free-form field defined by the user. It has a limit of five characters and indicates the skill level of the employee.
Shift Information:
Shift Code - Must be a valid shift code from Shift Maintenance. Shift Codes identify when an employee is expected to be available for work and are used in the calculation of regular and overtime pay rates. If System Flag 1061 is set to 'Y', a shift code is required.
Description - Populates automatically based on the information from Shift Maintenance.
Charge Rate Information:
Authorized to Charge Time - If an employee is authorized to charge time, select 'Yes' from the drop down.
Use Payroll Rates - Check this flag is the labor charged to a Work Order is based on Pay Class and Pay Step criteria.
Markup Scheme - Enter a Markup Scheme if applicable to calculate labor charges for the employee.
Allow Request Parts for Issue to:
Check all that apply: Unit, Work Order, Indirect Acct, Direct Acct, Department. Can they issue parts on Part Issue or Work Order Main?
Additional Information:
Start Date - Employee's start date.
Termination Date - Enter a termination date here if the employee no longer works for the company.
Phone - Employee phone number.
E-Mail - Employee E-Mail address.
Pin - Employee's PIN if applicable. Field is required if either System Flag 5223 or 5009 is set to 'Y'. See System Flags section below for more information.
Position Information:
Supervisor - Set to 'Yes' if the employee is a supervisor and will have subordinates under them.
Department Contact - Set to 'Yes' if the employee is a department contact.
Operator - Set to 'Yes' to make the employee a valid operator for use on Unit Operator Assignment.
Add Jobs on Labor - Set to 'Yes' if the employee can add jobs to a work order.
MP Approval Required - Set 'Yes' if the employee is to have their Motor Pool Reservation request approved by an authorized Motor Pool approver.
Temporary - Set to 'Yes' if the employee is a temporary employee.
Contractor - Set to 'Yes' if the employee is a contractor.
Exempt - Set to 'Yes' if the employee is an exempt employee.
Technician - Set to 'Yes' if the employee is a technician. See System Flag 5223 above.
Time Keeper - Set to 'Yes' if the employee can review and approve payroll records already approved by a supervisor on the Labor Payroll Approval frame.
Inv. Emp - Set to 'Yes' if the employee can be entered into the employee field when issuing parts.
Assignment
The Assignment tab contains general information about the employee's Home Location, Department, and Union and Supervisor information if applicable.
Supervisor ID - If the employee has a supervisor, enter the Supervisor ID or double click in the field to select one from the list of values (LOV).
Home Location - Enter the employee's home location here, must be a valid location from Location Main. This is a required field.
Department - Enter a valid department from Department Main or select one from the LOV.
Vendor - If the employee is designated as a contractor, you must enter a valid vendor from Vendor Main. This field will be greyed out if contractor is set to 'No'.
Union - If the employee belongs to a Labor Union, enter the Union Number. If System Flag 5325 is set to 'Y', this field will be required.
Payroll
The Payroll tab comes into play if the rate for charging labor is payroll rate as indicated by the flag check box on the General tab.
Enter the employee's Primary, Secondary and Tertiary Pay Classes and Pay Steps. The Pay Step identifies the increment of pay for employees within their class.
Enter a valid Time Type or select one from the LOV to set the employee's default time type. The default type will be used when approving labor. Only enter a time type in this field if you want the employee to be paid at a premium rate depending on the employee specific time type.
Subordinates
The Subordinates tab displays the Employee IDs and Names of the employee's subordinates. The employee must be designated as a supervisor.
Resource Type
If you are assigning jobs by resource type (see System Flag 5233), enter the Resource Types on this tab. Employees can have more than resource type assigned to them. This is also part of the Shop Planning module.
Driver Information
You can begin the setup of driver-specific details for employees, including driving license information and even attachments (for PDF license copies). Rather than navigating to Driver Main, as in the past, you can now begin the driver setup on this tab.
NOTE: This tab will be read-only unless the Driver flag on the General tab is set to ‘Yes’.
Motor Pool Class
The Motor Pool Class tab allows you to restrict Motor Pool Access for the employee. Check the Restrict MP Reservations flag if you want to limit the employee's reservation capabilities.
In the Authorized Motor Pool Classes section, enter any Motor Pool Rental Classes that the employee will be authorized to reserve.
System Flags
1061 - Shift Code Required for Employee? (Y/N) - If set to 'Y', you must enter a shift code on the Employee Main frame identifying which shift an employee works. If set to 'N' and a shift code is not entered on the Employee Main frame, the shift defaults to zero.
1213 - Validate Pay class on Labor Charges? (Y/N) - If this flag is set to 'Y', only the valid Pay Steps and Classes set for the employee on Employee Main can be used to charge labor on the Labor Wedge or Labor Payroll Approval frames.
2010 - Validate User/Operator as a Valid Employee ID? (Y/N) - If this flag is set to 'Y', the operator of a unit must be designated as such in the Employee Main frame.
5009 - Use employee PIN on Labor Wedge? (Y/N) - If this flag is set to 'Y', then a PIN number will be required when entering time using the Labor Wedge frame. The default value is 'N'.
5218 - Job Assignments Enforce Employee Home Location to Match Job Location? - (Y/N) - When this flag is set to 'Y' employee job assignments will force a match on the employee home location and the job location. When setting this flag to 'N' employee job assignments will not restrict a match on the employee home location and the job location. This flag does not change assignment groups they will still adhere to location restrictions.
5223 - Capture Employee Technician Number and PIN on Part Issue? (Y/N) - If this flag is set to 'Y' a window will appear prompting the user to enter an Employee Number and PIN. The employee must either be a technician or supervisor. The Employee number will default to the login user Employee number.
5233 - Assignment of Employee by Resource Type? (E/N/W) - This flag enforces the assignment of an employee by resource type during the real-time labor capture process through both the Shop Portal and the Labor Wedge functionality. This flag will not be enforced within any after-the-fact labor entry process (such as Labor Time Card) where the actual work has already occurred.
When set to 'N' - no change in current processing.
When set to 'E' - if the job assigned to the employee has a resource type defined, the employee must have the same resource type defined that is not expired.
When set to 'W' - if the job assigned to the employee has a resource type defined, provide a warning if the employee does not have the same resource type or if the resource type for the employee is expired.
5296 - Use Employee Pin on Labor Time Card? (Y/N) - If this flag is set to 'Y', then a PIN number will be require when entering time from Labor Time Card. The default is 'N'.
5325 - Require Union on Employee Main? (Y/N) - If this flag is set to 'Y', the Union field on Employee Main is required.
Pleases see Labor Management Application User Training for all the details involved in configuring employees and labor related modules, codes, and system flags.
NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.
Additional training and technical documents on this subject may be available in the Resource Files area.