This document has been created for Bidvest Protea Coin and provides detailed information on all Workforce Management components. It explains how the WFM policies have been implemented and applied. Any company’s systems and procedures are adjusted from time-to-time to accommodate not only the needs of the policies but also to ensure that statutory and other requirements are being met. It is much easier to update a document or pages of a document and to distribute it, than to communicate these changes to an individual or a group of individuals, one at a time.
Each individual that interacts directly with the WFM will receive a copy of this document and it will be his/her responsibility to read through it and to stay up-to-date with any changes made to it.
The employees of this company are all monthly paid.
| Payment Cycle: | Monthly | |
| Physical Address: | 222 Witch Hazel Avenue Highveld Techno Park Centurion 0169 |
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| Tel: | 012 – 665 8000 | |
| Website: | http://www.proteacoin.co.za | |
| SETA Information: | SASETA (Safety & Security) | |
| Workforce Manager link: | https://calm.proteacoin.co.za | |
| General Information: | ||
| Chief Executive Officer | : | Mr. Petrus van Niekerk |
| Chief Operating Officer | : | Mr. Waal de Waal |
| Chief Financial Officer | : | Mr. Alf Still |
| Group Operational Payroll Manager | : | Mrs. Maud de Jager |
| Financial Manager – Payroll | : | Ms. Marthie Janse van Rensburg |
| Payroll Supervisors | : : | Ms. Susan Beets Ms. Liana van Drimmelen |
| Divisional Executive - Guarding | : | Ms. Leonie Verster |
| Financial Manager - Guarding | : | Mr. Anton Goosen |
| Divisional Executive - Mining | : | Mr. Thys de Beer |
| Financial Manager - Mining | : | Ms. Lee-Marie van Staden |
| Divisional Executive - Aviation / Estates / Cargo | : | Mr. Danie Jordaan |
| Financial Manager - Aviation / Estates / Cargo | : | Ms. Manuela de Bie |
| Roster Co-ordinators (HQ)(All Divisions) | : | Ms. Michelle Janse van Rensburg Ms. Anne-Marie Nauschutz Mr. Wimpie Stone |
WFM link = https://calm.proteacoin.co.za/
When clicking on the above link, the following screen/page will open up:
In the “Username” and “Password” fields, your Protea Coin domain or external username and password need to be entered. A separate username and password will no longer be supplied by Head Office as in the past.
Example:Username = pcg\koekemoerv
Password = Bennie126
See below print screen:
Once you have clicked on the “Log In” button, the following screen/page will appear, after which you can click on “Workforce manager”. (All applications will appear that you have access to.)
The “Menu Bar” is at the top of the screen/page – as soon as you move your mouse over the menu options, the particular option will be hi-lighted. Should you not have access to a particular menu option; the option will be “greyed out”.
When moving your mouse over the “Personnel” menu option the options appear as in the print screen above.
You will have access to the “Personnel” sub-menu option and when clicking on the sub-menu option the following screen/page will appear:
The above print screen does not show all the detail available on the provided print screen – the following information will be available for your perusal:
The detail on this screen/page can also be filtered – see below print screen. Should you have access to more than one branch, click on the “drop down list” under “Branch” and select the branch’s personnel you would like to see, and then click on the “Filter” button:
Only the selected branch’s personnel will now show:
This can be done for any menu option with a “drop down list”.Detail can also be sorted in either alphabetical or numerical order on this screen by clicking on the applicable menu option you would like to sort it according to – see below print screen.
Should the data return a blank page, simply click on the “Filter” button again.
Should you need to access the detail of a particular guard, simply click on the “clipboard” to the far left hand side of the screen in line with a guard’s name – you will then be rerouted to the following screen/page:
When moving your mouse over the “Sites” menu option the options appear as in the print screen above.
Should you click on the “Sites” sub-menu option, you will be re-routed to your particular branch’s site list where you will have the same filter and sorting options as on the “Personnel” sub-menu screen/page.
When on the “Sites” sub-menu screen/page and in need to check the site detail – click on the clipboard to the far left hand side of the screen/page in line with the particular site name – see below print screen:
This will take you to sub-pages where further detail pertaining to the particular site you have selected can be viewed – note the different tabs below:
Unlike the previous Online Roster software, with WFM each different shift option’s “Hours & Times” can be defined per site. This is done according to contract/client specifications by the Head Office Roster Co-ordinators – Michelle Janse van Rensburg, Anne-Marie Nauschutz or Wimpie Stone. Should you not agree with the shift hours, please contact either Michelle or Anne-Marie ASAP – all shift options are listed at the end of this document.
As previously, a guard may be excluded from being booked on a particular site – this is done here.
To add a new area to your branch, follow the links as shown above. The screen/page as shown in the print screen below will appear:
Click on the “New” button and you will be rerouted to the following screen/page:
Select the branch group the area should fall under, the name of the new are and “tick” the “Active” box, then click on “Save”.
Should an existing area be edited, click on the edit button next to the particular, existing area’s name:
Edit the name and click on “Save” – don’t unnecessarily create a new area.
To link a particular site to a particular area, simply follow these print screens:
Click on the “Sites” sub-menu option and reroute to the Site List/Sites screen/page. Once there, select the particular site you need to link to an area and click on the “clipboard” next to this site which is on the far left hand side of the screen/page:
Once rerouted to the particular site’s sub-pages, click on the “Locations” tab where you will be able to either link the site to a new area or change an existing area to another:
Once on the “Locations” tab, click on the “Edit” button:
The “Area” option will have a “drop down list” from which you will be able to select any area linked to your branch.
Select the particular area the site must be linked to and click on “Save”.
Rostering can be done from two (2) different places/screens/pages in WFM – it depends which route/option you feel more comfortable with. Find the one that makes the most sense to you however, one thing has not changed. You have to schedule/plan your sites after which you have to attend your sites.
The first route to follow in order to Schedule a site is to move your mouse over the “Rostering” menu option after which several sub-menu option will be available. Click on the first sub-menu option, “Schedule Overview” – see above print screen.
Once you have clicked on this sub-menu option, you will be rerouted to the following screen/page:
You will now have make selections from the “drop down lists” for the following:
Once you have made your selections, click on the “Search” button – the screen/page should now look like this (see below print screen), listing whether you sites have been Scheduled and / Attended.
You will be able to access any of your sites’ Scheduling or Attendance screens/pages from here.
Another route to follow in order to Schedule a site is to click on “Rostering” on the menu bar. Once the sub-menu options have appeared, click on “Scheduling” – see print screen below:
Once this has been done, you will be rerouted to the following screen/page:
The following selections now have to be made in order for data to reflect:
Once the above selections have been made, you will be rerouted to the following screen/page:
Should the site need additional guards in order for you to complete the Scheduling and meet the requirements, you can follow one of two (2) different routes to add a guard to the site. You can either type in the guard’s number in the available space next to “Add”, should you know the guard’s personnel number that you would like to add – see below print screen:
Once you have inserted the guard’s personnel number, click on the “Search” button – the guard will automatically be added to the site with no “shift pattern”.
A “shift pattern” can be allocated by clicking on the “start position” field of the newly added guard.
A drop down box will appear with the different “shift routines” and a “start position drop down” selection next to each. Make your particular selection and click on the “Submit” button.
The guard will now have a shift pattern with a start position.
Another option to add a guard to a site, should you not be familiar with his/her personnel number, is to click on the “Search” button at the bottom of the page:
You will be rerouted to the following screen/page:
Here you can search according to any of the options available on the screen/page by selecting from the “drop down lists” and clicking on the “Search” button after which the data will be displayed:
A guard can now be selected by clicking on the “select” option next to the particular guard as shown above.
The selected guard will be moved to the “Scheduling” screen/page and can immediately be linked to a “shift routine” and “start position” by simply moving your mouse over the “start position” field.
Note though, that after a “shift pattern” and “start position” have been selected and submitted, the guard still needs to be added to the site by clicking on the “Add” button as seen in the print screen below:
Continue adding enough guards to the site until all the requirements are met.
Once all requirements have been met and you are happy with the site’s “Scheduling”, you can click on the “Scheduling Complete” button, next to the “Save” button at the top of the screen/page.
Once you have clicked on the “Scheduling Complete” button, the particular site will be “locked” for any further input and / changes which will now have to be done on the site’s “Attendance” screen/page.
As with Scheduling there is more than one that can be followed in order to do the Attendance for a site. As in the print screen below when moving your mouse over the “Rostering” menu option, click on “Scheduling Overview”:
Once you have clicked on this sub-menu option, you will be rerouted to the following screen/page:
You will now have make selections from the “drop down lists” for the following:
Once you have made your selections, click on the “Search” button – the screen/page should now look like this (see below print screen), listing whether your sites have been Scheduled and / Attended.
You will be able to access any of your sites’ Scheduling or Attendance screens/pages from here.
Another route to follow in order to Attend a site is to click on “Rostering” on the menu bar. Once the sub-menu options have appeared, click on “Attendance” – see print screen below:
Once this has been done, you will be rerouted to the following screen/page:
The following selections now have to be made in order for data to reflect:
Once the above selections have been made, you will be rerouted to the following screen/page:
You can now start with your daily exceptions, by either clicking on the particular day and shift, after which the “shift pattern” will change. The alternative is to “right click” on the day and shift, after which small sub-screen will “pop up” with the detail for that particular day’s shift – see below print screen
This detail can now be altered either by:
Individuals can also be removed and added to a site – exactly the same way as in “Scheduling”.
Below is a print screen of what an Attendance page will look like if a guard is booked on more than one site. The particular shift will be hi-lighted in pink and marked as “-“. As soon as you hover over the shift, you will be able to view details of the alternate site, the shift type and shift hours. You will also be able to book the guard – see additional print screen.
When clicking on the particular shift where a guard is working on another location, a pop-up will appear where you can either exchange the shift to the current location or add an additional shift to the his/her attendance – a list of shift options will be listed:
This functionality is where the different sites’ specifications / requirements are allocated to the group that these sites “belong” / have been linked to and not to the individual sites as in a “normal” situation.
This was designed specifically for our Mining Division, for larger sites with multiple posts or where guards are regularly reshuffled from one post to another – keeping in mind that the cost code should be the same.
When making use of Site Groups, the different sites belonging to the particular group may be over – and short scheduled keeping in mind that the Site Group’s requirements are NOT over scheduled. The requirements may however, be short scheduled.
The actual daily attendance rules apply to Site Groups as in a “normal” situation – NO over posting allowed however, short postings may be done.
From the “Home” page, when clicking on “Sites”, select the sub-menu “Sites”. You will be rerouted to the following page/screen:
As seen above there is a column where you can view to which Site Group a site/contract has been linked to/belong to. The personnel requirements for the particular site will be added to the group.
Site Groups can be used in conjunction with Areas.
As the Dog Allowance amount has not been standardised across all the PCG Divisions yet, this allowance cannot be processed on WFM – for now branches will have to continue processing this particular allowance as per Head Office’s Payroll Department’s specifications.
Night Shift Allowance is a “given” on WFM and an individual working a night shift will automatically receive this allowance.
Night Shift Allowance is paid at a rate of R5.50 per night shift.
There are five (5) special allowances that can be processed on WFM:
All of the above mentioned allowances are paid out at a rate of R7.50 per shift however a maximum of only two (2) allowances per individual per shift are allowed. Before a Special Allowance can be allocated to an individual on a site, the “Allowance Requirements” for a site first need to be specified. This is done as follows:
When moving your mouse over the “Rostering” menu option, then clicking on the “Requirements – Allowances” sub-menu option.
You will be rerouted to the screen/page as in the print screen above.
The following selections need to be made in order for the Special Allowances for the particular selection criteria to show:
The Allowance Requirements can either be changed or completed, should there be no requirements after which the “Submit weekly requirements” button must be clicked in order for the requirements to save.
Now only can an allowance be allocated to an individual on a site. This is done on a site’s “Attendance” screen/page:
As soon as you move your mouse over the “Allowances” on a specific date, a small sub-screen will “pop up” – see below print screen:
When clicking on the “drop down list” next to one of the Special Allowances in the sub-screen, only the individuals on a working shift will be available for allocation. You then have to select the individual the allowance must be allocated to after which you must click on the “Submit” button. This needs to be repeated for each Special Allowance that needs to be allocated for the particular day until all individuals have been allocated their Special Allowances.
On a Site’s “Attendance” page the “Attendance Exceptions” check boxes need to be checked as the Site’s daily exceptions and allowance allocations have been completed – this in order for Top Management to track how far a branch is with their exceptions during the course of the month. Note that once these check boxes have marked, the exceptions for a particular day / period will be locked however, should exceptions need to be changed or comments be added, the check box for this day can simply be checked again. This day will be “unlocked”, the exception can be changed or the comment added and the “Attendance Exception” box then rechecked.
See below print screen.
It is IMPERATIVE that branches and / mines capture ALL absenteeism shifts correctly and as accurately as possible. Bidvest Protea Coin’s HR Department will be checking this data monthly and branches will be penalised should:
When moving your mouse over the “Reports” menu option the options appear as in the print screen above. When clicking on the “Reports” sub-menu option you will be rerouted to the screen/page as in the print screen below:
Note that external users will NOT be able to print the “Internal – SSRS” version of the WFM reports but only the “External – PDF” version.
Site where a guard spent the majority of his/her time during the course of the selected period
List of all personnel not rostered yet
List of personnel whose hours exceeds that of the sites’ default hours they are booked on
Lists all personnel on leave depending on which leave types and time period are selected
Lists either the “active” or “inactive” personnel in a branch with their detail as well as annual – and sick leave balances
List of the branch’s loaded sites / contracts on WFM
Timesheet / Drop sheet / Posting sheet
List of different sites / contracts with the same project code
“Mini” payslip
Sites’ planned rosters
Sites’ actual rosters after exceptions
List of selected exception types for a specific time period per individual
List of the branches’ CAS contracts as loaded on WFM
Comparison per day between requirements, scheduled and actuals
When moving your mouse over the “Reports” menu option the options appear as in the print screen above. When clicking on the “Pay Summary” sub-menu option you will be rerouted to the screen/page as in the print screen below:
The applicable branch and correct month or time period should be selected after which you can click on “Export” – the following “pop-up” screen will appear:
Click on “OK”
Then, click on “Get CSV”
You will be asked whether you want to open the file or whether you want to save it. If you save the file, you will have to specify the destination however, if you open the file, you will see:
In order to get the data into the correct columns you must hi-light the first column and then click on the option “Text to Columns” which is available under the “Data” tab:
Click on “Next” and then “Next” again, then select the first and last columns as text – reason that the personnel numbers or the project codes could possibly start with a zero – see below print screen:
The Payroll Department sends out monthly deadline dates for the export of the roster Pay Summary files.
The hours get calculated and paid as follows:
Total hours = All Normal time hours + All Overtime hours + All Sunday time hours + All PPH hours
Total hours are paid out @ 1 x Rate / hour
Overtime hours are paid out @ ½ x Rate / hour
Sunday hours are paid out @ ½ x Rate / hour
PPH hours are paid out @ 1 x Rate / hour
Annual Leave hours are paid out @ 1 x Rate / hour (should this be approved and authorized and providing that the individual have enough leave days available)
Sick Leave hours are paid out @ 1 x Rate / hour (should a valid sick note be provided)
Compassionate Leave hours are paid out @ 1 x Rate / hour (should valid proof be provided)
Study Leave hours are paid out @ 1 x Rate / hour (should this leave be approved and authorized)
Night Shift Allowance is paid out @ R5.50 per night shift
Special Allowances are paid out @ R7.50 per shift – an individual cannot qualify for more than two allowances per shift
SHIFT OPTIONS AVAILABLE ON THE PCG ROSTER |
||
| NOON | = | n |
| UNPAID SICK | = | U |
| FAMILY RESPONSIBILITY | = | F |
| ABSENT | = | A |
| SICK / SICK LEAVE | = | S |
| NIGHT | = | N |
| INJURY ON DUTY | = | I |
| TRAINING (ON-SITE) | = | T |
| TERMINATED | = | + |
| SUSPENSION (paid) | = | X |
| LEAVE / ANNUAL LEAVE | = | L |
| MATERNITY LEAVE | = | M |
| HEARING | = | R |
| STUDY LEAVE | = | Y |
| DAY | = | D |
| OFF | = | o |
| DOUBLE SHIFT (same site & two/three shift site) | = | W |
| TRIPPLE SHIFT (same site & three shift site) | = | T3 |
| NOON/NIGHT SHIFT (same site & three shift site) | = | nN |
| DAY/NOON SHIFT (same site & three shift site) | = | Dn |
| INDUCTION (Mining Division) | = | In |
| MEDICAL (Mining Division) | = | Me |
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