Organisation

The Staff Organisation module is the core of BORA HR. It defines the company’s internal work rules, the rules for shift planning and the formulas used to calculate salaries.

Organisation

When labour legislation changes, the system is easy to adjust. Company rules are carried over automatically into the employees’ electronic files.

What the module includes

Staffing plan and wage fund planning

This is where the structure is modelled and labour costs are forecast:

  • the positions follow the company’s organisational structure;
  • each position is linked to the official code in the National Classification of Occupations (NKPD) for employment contracts, or to a level and rank in the civil service position classifier (KDA) for civil servants;
  • the staffing plan is the basis of the planned wage fund, and its parameters are carried over to the record of every new employee.

Job descriptions through BORA QMS

The module is linked to the document system for quality management:

  • job descriptions are kept to the quality standards in BORA QMS, with version control;
  • every position and every employee must have a job description, and the system keeps the history of edits and approvals.

A meta language for formulas and pay elements

Payroll specialists set things up themselves, without a programmer:

  • the built-in meta language is used to write the formulas for earnings, deductions and the social security and tax bases;
  • a change in legislation is reflected quickly, and company bonuses, KPIs and premiums are modelled the same way;
  • there are ready lists for personnel information: types of employment relationship, ranks, grades, pay grades, education and specialisations.

Schedules, SIRV and flexible working time

The calendar and schedules in BORA HR are the main source of hours for the payroll:

  • you set the standard hours, and night work, work on public holidays, extra hours and overtime are recognised automatically;
  • shifts can be changed during the month too, including with an individual schedule for one employee, and the hourly tariff pay is recalculated by itself;
  • the system can be linked to the access control system on site. The check-in data shows the hours actually worked and fills in the individual schedule.

Absences recorded where they happen (Form 19)

In Form 19 every day of the month is marked as a working day, paid or unpaid leave or sick leave. Absences are entered where they happen:

  • sick leave, paid and unpaid leave, unauthorised absence and rest days are entered in the staff movement forms (Form 19) only as a duration in days or hours;
  • at the end of the month the system transfers the absences from Form 19 to the payslips and values them;
  • this way the team and workshop leaders record absences on the spot and at once, and the payroll department does not key them in by hand.

Frequently asked questions about staff organisation

How does the meta language for pay elements help when the Labour Code changes?

If the state changes how the length-of-service bonus is calculated or introduces a new contribution, the payroll specialist does not wait for a new software version. Using the meta language, the specialist edits the formula or changes the percentages and the behaviour of the earning in the settings.

How does a schedule change in the middle of the month affect pay?

BORA HR keeps the hours by day. If an employee moves from the first shift to the night shift, the line manager updates the individual schedule in Form 76. The system separates the days before and after the change and calculates the night hours and the supplements to the tariff pay precisely.

Why does the integration of job descriptions with BORA QMS matter?

In an ISO audit or an internal quality check, job descriptions have to be in order. BORA QMS keeps the documents under version control. Every employee works to the latest approved description, and older versions are archived together with the change log (Audit Trail).

Can data from the access control system (turnstiles/cards) penalise unauthorised absence directly?

Not directly. The system compares the schedule with the real attendance from the access control system. If the employee has not checked in, the line manager gets an alert. After checking, the manager can record the absence in Form 19 as unauthorised absence or unpaid leave. At the end of the month the gross pay on the payslip goes down automatically.