Best Practice - Managing Staff Holidays & Sick Days

Function Point offers a great solution for handling your staff holidays, paid time off, and sick days.

Please review this article for our recommended steps to set this up in your own system.

1) Create an In-House Service Group & Appropriate Services in your System

1) Create an In-House Service Group & Appropriate Services in your System

From the Admin menu, choose Service & Expense Management  > Service Groups.

Click the New Service Group button from the top right.

You will land on the Create New Service Group page. Required fields are marked in blue. Fill in the Service Group Name field as "In-House" or something similar. Add a Description if you wish, and make sure the group is marked as Active. Click Create Service Group Details when ready.

You will now need to create the appropriate time-trackable services to place into this group. From the Admin menu choose Service & Expense Management > Internal (Hourly) Services.

Click the New Service button from the top of the page.

Enter the name of this time trackable service - such as Holidays, Sick Days, Paid Time Off.  We're looking for things your team would track time to that are not related to client facing work, but you still want to capture records on.

Add a Description as well if you like, and click Create Service when done, or Create & Add Another Service, if you have others to make.  

Once done, you'll see the in-house items you've added in the list view. You'll now need to put these services, into the In-House Service Group.

Pop back to your Admin panel and again choose Service & Expense Management > Service Groups.

Click the In-House Service Group name.

You will land on the Service Group Details page. Click the Service List tab, and the Add a Service option.

From the resulting window, pick the Services you created earlier. Click Add Services & Expenses when ready.

Your Service Group is now nicely set-up with appropriate Services.

2) Set the Rates for these Services

2) Set the Rates for these Services

As you have added new Services to your system, you'll need to ensure the hourly rates are properly set for these Services. Navigate to Admin > Rate & Staff Management > Service Rates and Markups.

Make sure that across you Rate Cards, the Services you added are marked to be a zero dollar value. What this will ensure, is that when someone tracks time to a Service such as Sick, that it will not log to your system as being billable, or $100/ hour etc.

Click Save at the bottom of the page when ready.  

3) Create an In-House Job in your System

You will want to create a Job, perhaps for the Calendar year, to which staff can track these non-billable, non-client facing chunks of time.

  1. Create an Estimate as normal - but for the Company, choose your own Office. Fields marked in blue are required.
  2. Give the estimate a name - something to make it easily identifiable as internal, and for what time frame.
  3. Choose an Estimate Type. Optionally choose to add a type for "Internal" or "In House" via List Maintenance, and the Estimate/ Job Type menu.
  4. Select your Office as the Company.  
  5. Choose any Rate Card.  The hours tracked will be non-billable, so having a specific In-House or zero dollar value rate isn't necessary.
  6. Choose the date this job should end. Above, this job is for the 2015 calendar year, so the job Delivery Date is set for the last day of 2015.
  7. Optionally enter a description so that your staff know exactly what this Estimate/ Job is about.
  8. Pick your newly created In-House Service Group, which already includes the Services you made earlier. And because we set the dollar values as $0 in our Rate Cards, the values show as $0 here.

Click Submit when ready.

You will land on the Estimate Services tab. You don't need to input hours into the body of the Estimate as you might for other work.  Click Save in the bottom right.

Move back to the Basic Info tab, and move the estimate to the Approved status. This will mean that any changes made to this Estimate will be saved as Revisions.

To make this into a live, time-trackable job in your system, click Add Job from the top right.

And once the Job is created, move to the Contacts tab. Click Manage Job Contacts.

Add in all of your Staff Member and click Submit (bottom right).

This small but important step, will mean that any Staff member filtering Jobs on their Dashboard by "My Jobs" - aka Jobs on which they are a Job Contact - will see this newly created In-House Job.

4) Option 1:  Assign Team Members Tasks to Track their Paid Time Off & Sick Time

From the Job page, choose the Add New button, and select Add Schedule. Through use of the Schedule, we'll be able to Task each staff member with their allotment of holiday (paid time off) and sick day hours for the year.

In the resulting Add Schedule window, choose to "Use the Current Estimate Services as a Template." Then click Submit.

You will land on the Schedule page. Information from our Estimate and Job will show - we have a row for each of the Services we added.  Now you can choose Outline, Manage or Full to edit the Schedule. For this example, we'll pick Manage.

Delete the rows for Errand, Maintenance, or other lines that staff won't be getting a set amount of time for each year.

We'll now need to add a row/ task for each staff member, including the amount of time they have for Paid Time Off and Sick Days for this Calendar year. Begin by clicking the "+" on the Paid Time Off row.

Give the new row a Task Name, associate it to the Paid Time Off bucket, add an Assignee, and enter the amount of hours of PTO this person gets - in this example 40 hours represents the 5 x 8 hour days of Paid Time Off this person gets per year.

Repeat for each team member who gets PTO. You can also re-purpose the line that was generated when the Schedule was made from the Estimate.

Different people can have different amounts of time as needed. Click Save & Continue.

Now we'll need to repeat these steps for each staff member who gets Sick Days. Click the "+" icon under the Sick row as many times as needed.

You have the option to make edits to multiple Task rows at once, using the Batch Edit feature. Begin by selecting all the Tasks you wish to edit.

Then use any of the fields in the Batch Edit row, to make changes to all the Tasks selected. Above, by picking Sick in the Batch Edit row, all the selecte Tasks now have that associated Service.

Do the same for Estimated Hours, Start Date and End Date.

Use your keyboard copy and paste functions to quickly add in Task Names.

Click Save & Continue.

Un-check the Tasks so that you are out of batch edit mode, and can pick a team member for each row.

If/ when these Tasks are ready for your team to use, select the entire Schedule, and use the Batch Edit mode to move them all into a status of Assigned. This will push the Tasks out to the Dashboards of your team members.

Click Save & Finish when ready.

You will end up with a nicely built out schedule, and a one-stop spot to control and view paid time off available and tracked for your team throughout the year.

Option 2: Assign Team Members Tasks to Track their Paid Time Off & Sick Time

If you don't want to create a schedule, and/ or perhaps have a smaller team, you can use the Add Task button from the Job page, rather than the Add Schedule button.

You will land on the Add Task page. Here, we want to give our first staff member their allotment of paid holidays for the calendar year.

  1. Give the Task an appropriate name and description.
  2. Associate the time that the staff member will track to this task, to the appropriate/ corresponding service bucket.
  3. Enter the date these hours can begin to be used, and needs to be used by.
  4. Assign this Task to a member of staff.
  5. If you want this Task to appear on the staff members Dashboard, move to an Assigned status - otherwise leave in Draft.
  6. Input the number of hours allotted to this staff member for this item (sick, holidays etc) for the time frame of the job. In this example, Johnny has 10 days paid off per year for holidays, so we are inputting 80 hours.

Click Submit when ready.

If you need this exact Task, or something very similar for another staff member, click the Copy Task button.

Change as much or as little information as needed. You may just need to change the Assignee staff member and Status.

Click Submit when ready. And repeat these steps to create holiday, or sick day tasks for each of your team members

And back on the Job page page, under the Tasks tab, you'll be able to easily see all these Tasks in one view, as well as if anyone has tracked time against these Tasks, or gone over their allotment for the time frame.

5) Team Members Track Their Time

Back on a staff members Dashboard, the tasks created will appear on their Tasks/ To Dos panel, once the task is in Assigned status.  As a staff member, I can easily see how many hours I have for sick days, holidays and the like, and track time to use any of these hours

As with any other task, I move it to an In Progress status in order to get a time tracking clock icon.

Portions of the Timesheet tile will populate when I click the timetracking icon. I can just add in the number of hours used, and any other pertinent details.

The time used will show both on the staff persons Dashboard, as well as under the Job Financials.

We hope you'll find these steps helpful for getting your system set up to handle staff holidays and sick days. Questions or concerns are welcome: support@functionpoint.com

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