In Microsoft Dynamics AX, there are quite a few considerations before setting up Shop Floor Control, now consolidated into the Human Resources module in AX 2012. It is fairly typical for the need for tracking labor-related items such as tardies, absences, break time, overnight shifts, indirect labor costs, and overtime.
Depending on the size of the firm and the needs of the business, the setup of time registration may call for flexibility, or it may call for strengthened internal controls. So which profile setups are appropriate for the business, simple profiles or rigid profiles?
Profiles with defined clock in times inserted: Example
As you can see, the clock in and clock out times entered in the profile are clearly defined. There are a number of pros and cons that are associated with this type of setup.
Pros:
- The punch clock users can see an accurate visual representation of their scheduled shift vs. their time worked that day in the Balances form, which can be accessed from the job registration form (punch clock) if configured to do so.
- The profiles can be arranged into Profile groups, and when a clock in line is registered in the Calculate form, the profile is automatically changed.
- For employees who use the punch clock, having clock in lines will allow you to enter an absence code as a reason for being late to work, which will transfer onto the Calculate form.
- You can assign special days to the profile calendar in the event of a mass holiday. The profile calendar is able to push an absence code directly to the Calculate form when there are holidays.
- If a worker is absent, the system will automatically enter an absence line with start and stop times that are encapsulated by the clock times on the profile.
- Absences recorded at the beginning, middle, and end of day are possible with this setup.
- Other profile types, such as overtime or premium time, can be set up on both ends of the clock times.
- You can use profile tolerance on either end of the clock times to allow workers to clock in late or clock out early without penalty.
- When using “Normtime” in pay adjustments, the daily value is equal to the Profile time day value, and the weekly value is equal to the Profile time total value:
Cons:
- You may have to create many profiles to satisfy the flexibility requirements of certain field employees.
- If you want to take an unpaid lunch break, and it is not built into your profile, the clock out time will not be extended to give more time to your shift.
- You may have to add work time to the profile outside the normal shift in order to compensate for the possibility of a break.
- You cannot select more time than is in between your profile clock in and clock out times to register an absence.
- If you decide to stagger profiles, you may have to create as many pay agreements as you will create profiles, if your new 24-hour period does not begin at midnight for each profile.
Profiles without clock times inserted
These profiles are designed to allow much more flexibility in entering clock times. Below is an example of how these profiles would be set up:
Pros:
- Profile groups can still be used.
- Great flexibility.
- A single profile can work for a wide number of shift scenarios.
- Overtime can be set up based either on the Profile type column selections, or the Overtime/flex limit field.
- The number of absence hours given for an employee’s full-day absence equal to the number of hours entered in the Overtime/flex limit field.
- The overtime/flex limit controls the number of hours expected to be worked in a day; if the completed workday is less than the number of hours entered in the Overtime/flex limit field on the profile, then a blank absence line will automatically be generated.
- There is a time and attendance parameter called Auto insert flex-/absence that allows a specific absence code to be automatically generated when the calculated function is run, and an absence line is generated. This feature is subordinated by manual entry of an absence code and absence reason selection from the punch clock. It appears as below:
![]( "Auto Insert Flex-Absence")
- If you leave the clock in line, but remove the clock out line, you still have the ability to have the user enter an absence code as a reason for tardiness.
Cons:
- You still may have to create many profiles, if the client does not have standard times for standard time and overtime cost.
- All absence is calculated at the end of the work day, always.
- Punch clock users will not have the ability to enter an absence code as a reason for tardiness. The concept of tardiness does not apply to this type of profile.
- You cannot use the Profile Calendar to assign Special Days!
- Tolerance cannot be used!
- “Normtime” is based on the total work hours for the week, and not what was calculated in the Profile time total and Profile time hours fields on the profile. Therefore, it is unwise to use Normtime in your pay adjustment calculations.
- The Profile time area on the profile is blank.
- For punch clock users, the Balances form only compares the day’s hours worked to a blanked out 24-hour period.
- Most standard AX reports for Time and attendance are no longer useful.