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Contracts

A contract is the definition of the number of working hours, the number of days off, agreements related to overtime and rules regarding rest times (as stipulated in a CLA).

You can create as many contracts in Yesplan as you need. A contract can be assigned to one or more human resources. A human resource can have several contracts over time. But only one contract can apply to a human resource at any one time.

Defining Contracts§

Contracts are created by an administrator under system settings, under the “Teamplanner” tab, by the “Contracts” section.

To create a new contract you click on “Add New Contract” at the bottom of the list of existing contracts. Give the contract a name by double-clicking on it. To edit the parameters of a contract, click on “Open” next to the name of the contract. You can delete or duplicate a contract; these actions are under the name of the contract.

Remark

You can always edit a contract in the system settings, but if the contract was awarded to one or more human resources before the change then these human resources will continue to work with the old definition of the contract. To implement the changes to those human resources, click on the blue “Apply Changes” button at the top of the contract. You can choose whether to apply the changes to everyone or only to a number of human resources. This button only appears if the changed definition of the contract is not applied to all human resources.

The global parameters of the contract are displayed at the top:

  • Working Time: The number of hours that must be worked according to this contract. This is 38 hours per week by default, but this can be edited.

    You can input the working time in three ways:

    • “Per Week”: The number of hours that must be performed on a weekly basis.

      For day counters, Yesplan assumes that human resources will work from Monday through Friday and not on Saturday and Sunday. Please note that for week counters it does not matter which day of the week the human resource works; it only looks at the total per week.

    • “Per Day”: The number of hours that must be performed on a daily basis.

      Yesplan assumes that human resources will work from Monday through Friday and not on Saturday and Sunday. For week counters, Yesplan uses 5x the working time per day.

    • Per day of the week: The number of hours that must be performed per day, defined for every day of the week.

      This option allows you to enter the number of hours to be performed for every day of the week. This is handy for contracts that deviate from a default Monday through Friday working week (e.g. working from Wednesday through Sunday), for part-time contracts (e.g. working on Monday, Wednesday and Friday), or for contracts in which the number of hours per day differ (work a bit longer from Monday through Thursday and stop a bit earlier on Friday).

    The day counters will always take into account the precise number of hours to be performed every day of the week, as defined by the working time.

  • Start of Year Working Time: The date when counters related to the working time (the year counter, hours of overtime and contract rule violations) are reset to zero. This setting is ‘1 January’ by default. For certain contracts it can be useful to count the violations per season.

  • Not Supposed to Work on: The days when the human resource is not supposed to work (like holidays or special time off). Choose the date decorations that stand for the corresponding days.

    This does not mean that human resources cannot work on these days, but if they work this will be regarded as extra working time.

    Counters for contract time (“Day contract time”, “Week contract time”) take into account the days when a human resource is not supposed to work. For example, if the working time of a normal working week consists of 38 hours, then a week with one ‘not supposed to work’ day only consists of 30.4 hours to be performed. In other words, working on such a day will lead to overtime for that day. Please note: for contracts where the working time is defined “Per week” or “Per day”, weekends are always regarded as days when you are not supposed to work, without you having to mark them.

  • Average Hours per Month: The (average) number of hours that a human resource is supposed to perform per month. This value is not required. If entered, this value is used by the month counter to calculate how much the planned or worked time for that month deviates from what is expected.

  • Average Hours per Year: The (average) number of hours that a human resource is supposed to perform per year. This value is not required. If entered, this value is used by the year counter to calculate how much the planned or worked time for that year deviates from what is expected.

  • Show “Booked Outside of Shift” conflicts: With this setting you can indicate whether you want to see ‘booked outside of shift’ conflicts. If you do not use shifts or contract rules then ‘booked outside of shift’ conflicts are not useful.

    Please note, if the contract contains contract rules then these settings will not appear and you will always see ‘booked outside of shift’ conflicts. After all, respecting working and rest times is verified based on shifts and breaks.

  • Holiday (in Hours): the total number of days off that the human resource has a right to, expressed in hours. Please note that you adjust the value of the number of holiday hours on a certain date per human resource at any time via the “Contracts” tab of the human resource inspector (see the chapter Holiday Counters).

  • Start of Year Holidays: the date when the counters related to holiday are put back to zero. This setting is ‘1 January’ by default.

Additional Overtime§

In some cases human resources can obtain additional overtime in compensation for certain exceptional working times. For example, a rule that states that hours worked on a Sunday are counted double when processing overtime.

In Yesplan it is possible to add rules to contracts so that overtime counters take this into account. You can add rules that evaluate performances on a daily or weekly basis. Both types of rules for additional overtime are defined separately in a contract.

Additional Overtime per Day§

When counting the additional overtime per day, three types of rules are supported. We will illustrate the three types based on an example:

  • If a human resource works more than 10 hours in a day (10:00) then all working hours after those 10 hours count at 175% (× 1.75).
  • If a human resource works on a Sunday then one extra hours is always added to the quantity of working hours (+ 1:00).
  • If a human resource works on a day that is marked as a holiday (via a date decoration) then all working hours count as double (× 2.00).

You can add multiple rules. Every rule contains several parameters; the values in the rule can be adjusted to suit your needs. A rule can be deleted by clicking on the ‘-’ icon to the right of the rule.

If multiple rules are applicable for a certain day then the overtime counter will use the rule that results in the most overtime for the human resource. Using the rules above, working on a Sunday that is also a holiday will result in a doubling of all working hours on that day.

Additional Overtime per Week§

When counting the additional overtime per week, two types of rules are supported. We will illustrate these by means of an example:

  • If a human resource works more than 38 hours per week (38:00) then all working hours above those 38 hours count at 150% (× 1.50).
  • If the performances per week are spread over more than 5 days (5) then every additional day that is worked will result in 7 hours and 36 minutes of additional overtime (+ 7:36).

You can add multiple rules. Every rule contains several parameters; the values in the rule can be adjusted to suit your needs. A rule can be deleted by clicking on the ‘-’ icon to the right of the rule.

If multiple rules are applicable for a certain week then the overtime counter will use all the applicable rules. The amount of additional overtime for the week will be the sum of the amount of overtime from each of the applicable rules.

Remark

The rules per week can also be used in combination with rules per day. However, the rules for additional overtime per week are always in function of the number of worked hours. Any additional overtime per day will not be used when calculating overtime per week.

Overtime Bonus§

Overtime bonus is an allowance on the salary to which an employee is entitled when they have worked more than planned.

The number of hours that are eligible for the bonus are the additional hours worked in relation to the planned time. The first half-hour deviation is not eligible for this.

For example:

  • I was scheduled from 14:00 to 22:00
  • I worked from 14:00 to 23:00
  • I worked an hour longer than scheduled
  • half an hour gives entitlement to a bonus

The size of the bonus depends on the length of the actual shift and the time at which the actual shift ends. The bonus is expressed as a percentage.

The table that you see when adding the overtime bonus definition displays the possible combinations of conditions that the shifts must satisfy and their overtime bonus percentages. Every row contains several parameters; the actual values and percentages that are used can be adjusted to suit your needs.

By default an overtime bonus is not taken into account; these rules are optional. It is possible to define the overtime bonus per contract (by clicking on “Add a definition”). The overtime bonus definition can be deleted by clicking on the ‘-’ icon to the right of the definition.

Remark

The results of the overtime bonus are not shown in the Teamplanner. The overtime bonus does not influence the overtime counter or any other counter. You can see the results based on a custom report.

Awarding Contracts§

A contract can be awarded to a human resource via the “Contracts” tab of the human resource inspector. Every contract has a start date and optionally also an end date. These dates indicate the period in which the contract and its optional contract rules are applicable.

A contract can be assigned to one or more human resources. A human resource can have several contracts over time. But only one contract can apply to a human resource at any one time.

Contract Rules§

By optionally adding contract rules to a contract, you ensure that Yesplan checks the rules related to working times and rest times (as stipulated in a CLA) for the human resources who fall under this contract. In the event of violations, Yesplan will place a warning in the schedule.

Please note that contract rules are only checked for working times in the schedule (shifts and breaks). Bookings that fall outside shifts may result in a conflict but they are not taken into account when evaluating the contract rules. If you use contract rules, it’s important to schedule bookings within a human resource’s shifts.

Remark

Contracts are part of the Yesplan Teamplanner (including working hours, the number of days off and agreements related to overtime) by default, but contract rules and its warnings are part of an optional expansion of the Teamplanner called Teamplanner+.

A contract does not have contract rules by default; this set of rules is optional. It is possible to add one or more contract rules per contract (by clicking on “Add contract rules”).

After adding contract rules to a contract, two definitions are immediately created that are used globally when checking the rules:

  • Definition of Night Shift: For each contract you can determine what is regarded as a night shift. If you don’t use contract rules related to night shifts, you can ignore this.
  • Definition of Weekend: For each contract you can determine what is regarded as a weekend. By default the weekend starts on Saturday at 06:00 in the morning and ends on Monday at 06:00 in the morning. The weekend lasts by default 48 hours, but it doesn’t start at midnight. This means that if you work on Friday from 20:00 to 01:00 in the morning, this one hour after midnight will not be regarded as weekend work. If your organization uses a different definition you can edit this here.

Overview of Contract Rules§

Every desired rule from the “Add a rule” drop-down menu can be added. Every rule contains several parameters; the actual values used in the rule can be adjusted to suit your needs.

For each of the contract rules we briefly explain the meaning based on an example.

  • MAX AVG 48:00 hours per week over a period of 13 weeks

    The average working time per working week, calculated over a period of 13 weeks, can be maximum 48 hours.

  • MIN duration 3:00 per shift

    A shift must last at least 3 hours.

  • MAX 12:00 per shift + MAX 26 violations per year + violations must have 24:00 FREE before/after + violations MUST not be longer than 14:00

    A shift may be no more than 12 hours. There can be maximum 26 violations of this rule per year (the starting point of a year is determined in the contract). In the event of a violation, there must be 24 hours of rest time before and after the violating shift. The violating shift cannot last more than 14 hours.

  • MAX 36 night shifts per 16 weeks ending after 02:00

    During a period of 16 weeks a human resource can perform maximum 36 night shifts that end after 02:00. The definition of a night shift is determined in the contract.

  • MAX 7 consecutive night shifts ending after 01:00

    A human resource can perform maximum 7 consecutive night shifts that end after 01:00. The definition of a night shift is determined in the contract.

  • AT LEAST 46:00 consecutively FREE after 3 or more consecutive night shifts (with maximum 7 consecutive night shifts) ending after 01:00

    At least 46 consecutive hours of rest must follow 3 or more consecutive night shifts that end after 01:00. Moreover, maximum 7 consecutive night shifts can be performed. The definition of a night shift is determined in the contract.

  • AT LEAST 14:00 consecutively FREE after a night shift ending after 02:00 + MAX 4 violations per 4 weeks + after violations MUST be AT LEAST 8:00 free

    There must be at least 14 consecutive hours of rest following a night shift that ends after 02:00, with maximum 4 violations in a 4-week period. Moreover, there must be 8 hours of rest after the violating night shift. The definition of a night shift is determined in the contract.

  • Breaks should last MAX 03:00

    A break may be no more than 3 hours.

  • Breaks

    The minimum total time of all breaks taken during a shift can be established in function of the duration of the shift. The length of the break is not counted in the length of the shift. In the example below we see the following conditions:

    • A break of at least 30 minutes must be provided for a shift that is between 5.5 and 8 hours long.
    • A break of at least 45 minutes must be provided for shifts that are between 8 and 10 hours long.
    • A break of at least 1 hour must be provided for shifts that are longer than 10 hours.
  • AT LEAST 36:00 consecutive hours of REST per 7 x 24 hrs

    At least 36 consecutive hours of rest must be provided for every period of 7 x 24 hours.

  • AT LEAST 60:00 consecutively FREE over 14 x 24:00 + MAX 8 violations per year

    At least 60 consecutive hours of rest must be provided for every period of 14 x 24 hours with maximum 8 violations per year (the starting point of a year is determined in the contract).

  • AT LEAST 11:00 consecutively FREE per 24:00 + MAX 4 violations per 4 weeks + after violations MUST be AT LEAST 8:00 free

    There must be at least 11 consecutive hours of rest for every 24 hour period with maximum 4 violations in a 4-week period. For all violations, at least 8 consecutive hours of rest must be provided.

  • AT LEAST 36:00 consecutively FREE per 7 x 24:00) OR (AT LEAST 60:00 consecutive FREE per 9 x 24h)

    At least 36 consecutive hours of rest must be provided for a period of 7 x 24 hours, or at least 60 consecutive hours of rest must be provided for a period of 9 x 24 hours. One of both conditions must always be met.

  • AT LEAST 36:00 consecutively FREE per 7 x 24:00) OR (AT MOST 8 times a year AT LEAST 72:00 consecutively FREE per 14 x 24:00)

    At least 36 consecutive hours of rest must be provided for every period of 7 x 24 hours. This condition can occur maximum 8 times a year, but at least 72 consecutive hours of rest must be provided for every period of 14 x 24 hours. The starting point of a year is determined in the contract.

  • AT LEAST 12:00 consecutively FREE per 24:00 where time between 22:00 and 06:00 or 23:00 and 07:00 is included

    At least 12 consecutive hours of rest must be provided per 24 hours, either the period between 22:00 and 06:00 or the period between 23:00 and 07:00 is included in the rest time.

  • AT LEAST 12:00 consecutively FREE per 24:00 where time between 23:00 and 06:00 is included

    At least 12 consecutive hours of rest must be provided per 24 hours, and the period between 23:00 and 06:00 is included in the rest time. In other words, for every 24-hour period the human resource must be free between 23:00 and 06:00.

  • AT LEAST 3 FREE SAT+SUN per 13 weeks + MAX 1 violation where SAT is replaced with MON

    There must be at least three free weekends (Saturday and Sunday) in every 13-week period with maximum one violation in which the Saturday is replaced with a Monday.

Violations of Contract Rules§

Please note that contract rules are only checked for working times in the schedule (shifts and breaks). Bookings that fall outside shifts will result in a conflict but they are not taken into account when evaluating the contract rules. If you use contract rules, it’s important to schedule bookings within a human resource’s shifts.

When evaluating the contract rules, a distinction is made between a violation (indicated with an exclamation point) and a warning (indicated with a question mark).

Violations of contract rules are shown next to all the shifts that are involved in the violation. Since contract rules often influence longer periods, one single violation can be shown next to multiple shifts. Adding one shift to the roster of a human resource is enough to result in a violation of the minimum rest time that month. This violation will apply for all shifts that month. There is not one cause for the shortage of rest time; this lack of rest time is built up during the entire month’s schedule. The violation will be shown for all the shifts in that month. It is up to the planner to determine which shift should be adjusted to rectify the violation.

A warning is shown if the shift is a permitted exception to a contract rule, but the maximum number of exceptions has not been reached. If you hover the cursor over the warning icon (the question mark) you will see how many permitted exceptions have already been recorded. This enables the planner to anticipate a violation caused by overriding the permitted exceptions.