Staff mutations

The Staff mutations view allows you to quickly change one or more employees’ FTEs without having to drill down to their employment contracts as you may be used to doing in the Staff overview view. To populate this view with the most recent employee data from the HR source system, you must import the initial staff value. 

When you have finished making changes, always click on to save the view! Clicking on Save in between does not calculate the salary costs, which means that the effect of your changes will not be visible in, for example, the Staff overview view. Clicking on  to save your changes will calculate the salary costs and you will see their effect in the reports and the Staff overview view, as well as in the multi-year budget. 

The biggest advantage of this additional view is the ability to make changes quickly. 

• For example:
  • Change FTEs
  • End employment contracts
  • Extend employment contracts
• Insight into employees’ employment contracts in one overview
  • Breakdown by cost centre and/or cost unit
• Quickly save changes temporarily

This article explains the following functions:

• Change existing employment contracts
• Add new employment contracts/vacancies
• Change task/scale/periodic
• Save
• Using the Staff overview view
• Settings
• Sorting
• Submit staff

Change existing employment contracts

You can easily change existing employment contracts in the view by:

• Deleting FTEs with the delete or backspace button on your keyboard
• Populating FTEs before entering an FTE value in a cell
• Changing FTEs by changing the FTE value in a cell

Changes are made in the month in which you want them to take effect. NOTE: Mid-month changes cannot be made in this view but must be made in the Staff overview view.

Based on your settings, you can also see employment contracts that employees in your cost centre have at other cost centres. You can see these employment contracts but cannot change them if you do not have the right authorisation. See Settings.

Anago modifies the records in the background based on your changes. For example, if you delete FTEs, Anago will automatically add an end date to the corresponding employment contract. If you change FTEs, Anago will add a new employment contract and an end date to the existing employment contract. The changes to the employees’ records are visible in the second view (after drilling down), for example, in the Staff overview view. 

 

Add new employment contracts/vacancies

Add a new employment contract

You can add an employment contract to an existing employee by clicking on the ‘+’ behind the employee's name. This opens a second view. Click on  to add the employment contract. Name, task, scale, periodic, cost centre and cost unit are automatically populated. You can change this information if you have to. All you have to do is add the FTE in the month in question. 

Based on your settings, you can also see employment contracts that employees in your cost centre have at other cost centres. You can see these employment contracts but cannot change them if you do not have the right authorisation. See Settings.

Add new employee/vacancy

Click on  to add an employee or a vacancy. A new blank yellow row is added at the bottom of the view. You can immediately start typing. Select the correct data in the Task, Scale and Periodic columns and enter the number of FTEs in the month in which the employment contract starts. The FTEs are extended into the next year. 

If you forget to fill in one of the variables, the field will turn red as a reminder that it needs filling. 

Delete changes

You can delete vacancies or changes to an employee’s record by clicking on the bin. The following message displays:

You can only delete employment contracts and employees/vacancies that you added in Anago. You cannot delete employment contracts and employees that were imported from the HR source system. 

 

Change task/scale/periodic

You can also change the task, scale and periodic information in the Staff changes view by clicking on the field you want to change and selecting the new task, scale or periodic from the drop-down list. 

You cannot change the task, scale and/or periodic for a specific month. If you need to change one or more of these fields for a specific month, it’s best to change them in the Staff overview view. If you do change these fields for a specific month in the Staff changes view, the following applies:

The change will take effect at the employee level from the first month (Aug/Sep or Jan) displayed in the view or from the month of the start date of the employment contract for which the change is being made. The latter applies if the start date of the employment contract is after the first month displayed in the view. 

 

Save

Click on  to save the view. Clicking on Save immediately updates the salary costs with the changes. Due to the complex calculations in Anago, and based on the number of changes you made, the calculation will take a few minutes. This is similar to the Save function in the Staff overview view.

You can click on Save in between to store your changes temporarily without immediately calculating the salary costs:

Saving your changes temporarily saves a lot of time! If you are making several changes to several records, we advise saving the view from time to time with this function. 

We recommend clicking on  to save the view after you have made all of the changes. This will calculate all of the changes immediately and display the updated salary costs in the various reports as well as in the Staff overview view. If you do not click on Save when you are finished with your changes, the salary costs will not be calculated unless you calculate them manually or run the nightly model.

Always click on  when you have finished making changes to calculate and update the salary costs!

 

Using the Staff overview view

Why are we keeping the Staff overview (formerly Staff) view? The Staff changes view was created to quickly change FTEs etc. However, there are still some changes/actions that you will have to make/perform in the old view. 

These are:

• Mid-month changes (start or end of employment contract is not on the first or last day of the month)
• Changes to SE and PL FTEs
• Changes to tax credits
• Changes to gross/net allowances
• Changes to other employee data
• Changes to the task/scale/periodic per a specific month

In addition, certain insights can be obtained in this view that are not included in the new view, such as:

• Salary costs per employee
• Breakdown by task category
• Impact on the multi-year budget
• Gross-net FTEs
• Created employment contracts
• Employees who will be retiring in the next 5 years

The Staff changes view only has the functionality that is needed for fast and easy changes. We kept the old view for the above actions/insights/overviews instead of adding them to the new view and compromising its performance. 

 

Settings

The Settings button enables you to specify any additional data you would like to see in the view:

These settings are user-specific and are saved when you save the view. The following settings are available:

• Show/hide previous months
• Show/hide employment contracts for other cost centres
• Show/hide additional information

These settings are explained below. The settings are activated/deactivated by ticking or unticking them:

Display previous months 

Ticking this box will show additional months in the main view. If you select a calendar year in the main view, the months August/September through December of the previous calendar year will also display.

If you select a school year in the main view, the months January through August/September will also display. 

This allows you to easily view expiring contracts and extend them in the view.

Display employment contracts for other cost centres

Ticking this box shows the employment contracts of employees linked to other cost centres. For example, if you selected cost centre A, you will see all employment contracts of employees linked to cost centre A. You will also see the additional employment contracts of employees who are linked to cost centre A if they also have an employment contract linked to another cost centre.

$note$

NOTE: Users who are only authorised for cost centre A will not be able to change employment contracts linked to other cost centres! 

$/note$

Display additional information

If this box is ticked, you will see ‘i's’ next to employment contracts that are intended to alert you to the impact certain changes have on the contract. We recommend that you do not untick this box. Possible notifications are:

• If the start date of a C-employment contract is before the first month displayed in the view: ‘This employment contract starts earlier than the period displayed, namely on <start date-ec>. If you change the cost centre/cost unit of this employment contract, the change will take effect on the start date. If you want the change to take effect later, add a new row.’
• If the employment contract includes leave FTE: ‘This employment contract includes leave FTE. Extending this employment contract will also extend the leave FTE. Terminating this employment contract will also terminate the leave FTE. Changes to leave FTE must be made in the Budget - Staff overview view.

 

Sorting

The Sorting button

enables you to determine how employment contracts are sorted in the main view by selecting the first, second, and third piece of data you would like to sort on:

The following data fields can be selected: 

• Employee
• Cost centre
• Cost unit
• Start date 

These settings are user-specific and are saved when you save the view.

 

Submit staff

The staff budget can only be submitted in the Staff overview view. The Staff changes view is less complex than the Staff overview view to enable the fast and easy implementation of changes and improve performance. Go to the Staff overview view to submit the staff budget for your cost centre(s).

Once the staff budget has been submitted for a cost centre, changes can no longer be made in the Staff changes view. The employment contract rows for this cost centre will display white and cannot be changed.