Policies and Rules management is located under Configuration-->Policies-->Manage Rules and Policies.
Journyx provides a robust engine for creating and applying complex payroll and billing rules that can be applied to time tracked by users. Policies and Rules are at the very heart of the Rates & Rules Module of system. Administrators can create Rules that affect how time is handled for payroll or billing purposes. These Rules are then combined into a Policy, which can be assigned to users. Once a Policy has been assigned, each user's time and billing is processed appropriately according to the Rules within the Policy.
Policies, along with the rate rules included in those policies, require numeric values in Journyx rate fields in order to run your custom calculations. These hourly pay/cost and billing rates can be tracked in a variety of ways:
- Pay or Bill Rate per User (defined under Management-->Users)
- Pay or Bill Rate per Project (defined under Management-->Projects or Management-->Scheduled Projects for PX)
- Pay or Bill Rate per Project-Activity Combination (defined under Management-->Project-Activity Rates)
- Pay or Bill Rate per Assignment (PX only - defined under Management-->Scheduled Projects)
While you do not have to fill in all of these rate fields, you will have the option to choose both a Pay Rate origin and a Bill Rate origin for each policy. More information about selecting your rate origins is included below.
Policies may also be configured to assign rate codes in addition to or instead of pay and bill rate adjustments. The rate codes assigned by the rules can be viewed in a rate report.
This section under Configuration contains six main subsections: Rules, Policies, Policy Assignment, Rate Check, Rate Reports and Rate Codes. In order to use this Module, the first step is to create and manage Rules. As you are working with Rules, you must always keep in mind how the subsequent Policies will be designed, since it will be the Policy containing the Rules which will be directly assigned to the user. A user can only have one Policy assigned to him/her. Journyx recommends developing a strategy for Rule and Policy creation that focuses on the primary categories of users within your organization; that is, a strategy that looks at how users are grouped in ways that directly affect their time for payroll and billing purposes. An example of such a strategy would be the creation of a Policy that relates specifically to non-exempt users, who are subject to overtime considerations, and another Policy specifically for salaried users, who are not subject to overtime considerations. In order to use the Rate Code assignment feature, you will have to define your rate code before you create Policies. Once the Rules and Rate Codes have been created, you will create a Policy that will be comprised of multiple Rules. Afterwards, you can then assign that Policy to users. Once you have assigned the Policy, you can do a Rate Check to see how a particular user's pay rate can be affected. Finally, Rate Reports allow you to run a report that will display the actual Pay Rate and Bill Rates as applied selected users' time records over a duration of time.
Rules Management
Rules can be managed under Configuration-->Policies-->Manage Rules and Policies.
On this main screen, you can view all existing Rules and Policies (see figure 3.1). Rules are used to specify particular parameters for calculations and compliance checks that should be applied to time records for payroll and/or billing purposes.
Figure 3.1. Rules and Policies main screen
To create a new Rule, click the Create a Rate Rule button located under all the existing Rules. This will direct you to the Rule Management screen (see figure 3.2). Here you can set up all the parameters that define a Rule.
To modify an existing Rule, click the respective Edit button on the main Rule and Policy Management screen. This will direct you to the Rule Management screen where you can make the necessary modifications.
To delete an existing Rule, click the respective Delete button on the main Rule and Policy Management screen (see figure 3.1).
Figure 3.2. Rule management screen
Name the Rule
The Name and Description of a Rule are used to identify the Rule, particularly when creating Policies. Please note that Rules, Policies and Rate Reports cannot have duplicate names. If you attempt to name one of these items with a name already assigned to a different item, you will receive an error message.
Select Time Parameters for Rule
Hours, Day, Dates, and Target are used to define the Rule. For example, let's say that Time Frame is 'day', Condition is 'greater than', Trigger Hours is '8', Day is 'any', and Target is 'matched hours'. Translated, this means that the Rule will be applied to any hours worked in excess of 8 hours for any single day. You can also specify a range of hours such at "Range of hours from 8 to 10".
Only some conditions work with Matched Hours:
- Greater than: Matched Hours or All Hours
- Greater than or equal to: Matched Hours or All Hours
- Hours in range: only Matched Hours
Define which records trigger the rule
You are able to define certain filters to select which time records to apply toward a rule. These filters may for each filter category, you may choose to have the system include the following range of each item:
- All - this option is equivalent to running the report without a filter on this item.
- Only Selected - this filter will constrain the rule to use only data regarding the item(s) selected in the Selected column for this item.
- All Except Selected - this filter will constrain the rule to use only data regarding the item(s) not selected in the Selected column for this item.
You may select multiple items in the Selected column by using ctrl-click or shift-click functionality. Additionally, you may choose to show data associated with all of the selected projects' descendants by checking the 'Include Project Descendants' option below the project select list.
In addition to choosing the Project and Entry Column values to filter manually, you can also filter those values based on the custom fields associated with them. If your Projects or Entry Columns have select list or multi-select type custom fields, these fields will show up as filter options in the filter table for each type of data. You can select the values for filtering a specific custom field. You can choose more than one value. Then you can determine if both values are required ("match all") or any one of them ("match any") will suffice for the filter. NOTE: Only select list and multi-select custom fields are available for filtering in rules.
Define a subset of records for rule action
If your system has been configured to provide subset filtering, you will see an additional set of filters below the first set. Expand it by clicking on the title. These filters are configured the same way as the first set. When a rule is run, the first set of filters is applied to the select the time records to test with the time parameters. Then, this second set of filters is applied to select a subset of records against which any policy action will be applied.
Select Optional Actions
Additionally, you have Optional Actions that can be assigned to the Rule. You can have the timesheet rejected if any hours meet the conditions of the Rule. This is known as a Rejection Rule. You can also have the Target hours accrue to one of the user's Accrual Types if any hours meet the conditions of the Rule. When finished, click the Save button. Alternatively, you may create a new Rule by clicking the respective Copy button on the main Rule and Policy Management screen. This will direct you to the Rule Creation screen with the parameters and definitions pre-populated, from which point you can create a new Rule.
Policy Management
Policies can be managed under Configuration-->Policies-->Manage Rules and Policies (see figure 3.1).
On this main screen, you can view all existing Rate Rules and Policies. A Policy is a logical grouping of Rules that is used to apply the rules to users' hours for payroll and billing purposes. Each Policy provides options to make rate modifications for payroll as well as the potential for up to three unique billing rate modifications. Each user can have only one Policy assigned to him/her. Therefore, Policies should be designed and assigned keeping this in mind since this would affect which Rules are assigned to a Policy.
To create a new Policy, click the Create a Policy button located under all the existing Policies. This will direct you to the Policy Management screen (see figure 3.3). Here you can set up all the parameters that define a Policy.
To modify an existing Policy, click the respective Edit button on the main Rule and Policy Management screen. This will direct you to the Policy Management screen where you can make the necessary modifications (see figure 3.3).
To delete an existing Policy, click the respective Delete button on the main Rule and Policy Management screen (see figure 3.1).
Figure 3.3. Policy creation screen
Define the Policy
The Name and Description of a Policy are used to identify the Policy, particularly when assigning Policies to users. The Name should be unique and help to identify the target users for the Policy. Examples might include: hourly, salary, exempt, non-exempt, contractors and senior staff. Please note that Rules, Policies and Rate Reports cannot have duplicate names. If you attempt to name one of these items with a name already assigned to a different item, you will receive an error message.
In order to set up a policy to make pay rate adjustments, you must select a Pay Rate origin for the Policy. There are several options for choosing the source or origin of the Pay Rate. You can choose any of these options based on how you would like to associate and track your pay/costing rates in Journyx. Since a user can have his/her own ay Rate and the Project that the user has logged time against can have its own Pay Rate, you must select which Pay Rate to use for the Policy. The system also allows you some flexibility in choosing this preference. If 'user' is selected, the system will use the Pay Rate assigned to the user whose timesheet is being affected by each Rule. If 'project' is selected, the system will use the Pay Rate assigned to each Project associated with the hours contained in the timesheet that is being affected by the Rule. If 'greater' is selected, the system will compare the Pay Rates for both the user and the Project associated with the timesheet that is to be affected by this Policy and will use the greater of the two. If 'lesser' is selected, the system will compare the Pay Rates for both the user and the Project associated with the timesheet that is to be affected by this Policy and will use the lesser of the two. If 'prefer project' is selected, the system will use the Pay Rate assigned to the Project that is associated with the hours in the timesheet that is to be affected by this Policy. If a Pay Rate for the Project does not exist, then the system will use the Pay Rate assigned to the user. If 'prefer user' is selected, the system will use the Pay Rate assigned to the user whose timesheet is to be affected by this Policy. If a Pay Rate for the user does not exist, the system will use the Pay Rate assigned to the Project associated with the hours contained in the timesheet.
In addition to the User and Project options for Pay Rate, you may also choose from a couple of other options. The Pay Rate origin for Project-Activity Rate allows you to use the pay rate for a project-activity combination as defined under Management-->Project-Activity Rates. When a user is assigned to a policy with the Project-Activity Rate as the Pay Rate and logs time against that project-activity combination, the associated pay rate will be applied. If you have Journyx, you also have the option to choose Assignment for the Pay Rate origin. In this case, the pay rate associated with a specific user/task assignment is used when the user logs time against the selected assignment. The greater, lesser and prefer options do not apply to Project-Activity and Assignment rate origins.
Similarly, in order to set up billing adjustments to a policy, you must select a Bill Rate origin for the Policy. There are several options for choosing the source or origin of the Bill Rate. You can choose any of these options based on how you would like to associate and track your billing rates in Journyx. Since a user can have his/her own Bill Rate and the Project that the user has logged time against can have its own Bill Rate, you must select which Bill Rate to use for the Policy. The system also allows you some flexibility in choosing this preference. If 'user' is selected, the system will use the Bill Rate assigned to the user whose timesheet is being affected by each Rule. If 'project' is selected, the system will use the Bill Rate assigned to each Project associated with the hours contained in the timesheet that is being affected by the Rule. If 'greater' is selected, the system will compare the Bill Rates for both the user and the Project associated with the timesheet that is to be affected by this Policy and will use the greater of the two. If 'lesser' is selected, the system will compare the Bill Rates for both the user and the Project associated with the timesheet that is to be affected by this Policy and will use the lesser of the two. If 'prefer project' is selected, the system will use the Bill Rate assigned to the Project that is associated with the hours in the timesheet that is to be affected by this Policy. If a Bill Rate for the Project does not exist, then the system will use the Bill Rate assigned to the user. If 'prefer user' is selected, the system will use the Bill Rate assigned to the user whose timesheet is to be affected by this Policy. If a Bill Rate for the user does not exist, the system will use the Bill Rate assigned to the Project associated with the hours contained in the timesheet.
In addition to the User and Project options for Bill Rate, you may also choose from a couple of other options. The Bill Rate origin for Project-Activity Rate allows you to use the bill rate for a project-activity combination as defined under Management-->Project-Activity Rates. When a user is assigned to a policy with the Project-Activity Rate as the Bill Rate and logs time against that project-activity combination, the associated bill rate will be applied. If you have Journyx, you also have the option to choose Assignment for the Bill Rate origin. In this case, the bill rate associated with a specific user/task assignment is used when the user logs time against the selected assignment. The greater, lesser and prefer options do not apply to Project-Activity and Assignment rate origins.
Assign Rules to Policy
The next step is to assign the Rules that will comprise the Policy. Keep in mind that these Rules must have already been created. When assigning Rules to a Policy, it is important to note that Rules within a policy are executed from 'top to bottom'. In other words, the first Rule in a Policy is applied to the hours first, the second Rule is applied next, and so on down the list. This can be particularly important, as the order of mathematical operations can critically affect Pay Rate and Bill Rate amounts. Each Rule in a Policy must have at least one operation assigned to it. In other words, every Rule must have at least a modification to one Rate.
The Edit Order column defines which Rule will be applied first, which Rule will be applied next, etc. From the choices in the dropdown selection, you are able to insert, delete, move up, or move down a Rule that has been assigned to the Policy. Once the selection is made, your entire row will be modified immediately.
The Rule column allows you to select an existing Rule to assign to the Policy. The Rules will determine which hours should be modified for payroll and billing.
The Payroll Adjustment Type determines how the hours affected by the Rule will be modified for payroll calculations. 'Override' replaces the hourly Pay Rate with the new value specified in the Payroll Adjustment Amount column. 'Add' increases the hourly Pay Rate by the amount specified in the Payroll Adjustment Amount column. 'Multiply' multiplies the hourly Pay Rate by the amount specified in the Payroll Adjustment Amount column. The Payroll Adjustment Amount determines the amount by which the Payroll Rate should be modified. This field accepts both positive integers and decimal values. If you have selected a Rejection Rule, then the Payroll Adjustment Type will automatically be set to 'reject'.
Billing Adjustment Type #1 determines how the hours affected by the Rule will be modified for the first Billing calculation. 'Override' replaces the hourly Billing Rate with the new value specified in the Billing Adjustment Amount #1 column. 'Add' increases the hourly Billing Rate by the amount specified in the Billing Adjustment Amount #1 column. 'Multiply' multiplies the hourly Billing Rate by the amount specified in the Billing Adjustment Amount #1 column. The Billing Adjustment Amount #1 determines the amount by which the Billing Rate should be modified. This field accepts both positive integers and decimal values. If you have selected a Rejection Rule, then the Billing Adjustment Type will automatically be set to 'reject'.
Billing Adjustment #2 and Billing Adjustment #3 are handled similarly.
The Rate Code column allows you to select a Rate Code to associate with the records to which this rule is applied.
Please note that any Rule that does not directly affect a Pay or Bill rate (i.e., an automatic rejection or an automatic accrual rule) must have an actual Adjustment Type and Adjustment Amount associated with that rule. Journyx recommends using either 'Add 0' or 'Multiply by 1' for these types of Rules, as both operations will not affect the rates in question.
You can continue adding Rules to the Policy as needed by repeating the steps above. Once all the required Rules have been added to the Policy, click the Save button.
Assigning Policies to Users
Once you have created Rules and a Policy, the Policy should be assigned to users who will be subject to its Rules. Each user can have only one Policy assigned to him/her. As stated before, the most common strategy for Policy assignment is to break your users into discreet categories based upon their employee type (full-time hourly, exempt, salaried, contractor, etc.)
To assign a Policy to users, click the Policy Assignment link located at the top of any of the Rates, Rules, or Policy screens. This will direct you to a user search screen where you can specify the search criteria for the users that you would like to assign to the Policy (see figure 3.4).
Figure 3.4. Assigning Policies to users
After specifying the search criteria, click the Search button. The search results will be displayed below the search criteria. Select the users to assign to the Policy and select the appropriate Policy at the bottom of the page before clicking the Assign Users to Policy button. You can also assign existing Policies to new users as they are created on the User Creation page under User Management.
Rate Codes
To manage Rate Codes, click the Rate Codes link located at the top of any Rates, Rules, or Policy screen. If you have already defined some rate codes, they will be displayed in a list on this screen. The search panel can be used to quickly locate a rate code.
To create a new rate code, click the Create button. This will direct you to the Rate Code creation screen where you can enter a rate code and a description. Click on save when you are finished adding the details for your new rate code.
Rate Check
After you have created Policies and assigned them to your users, you will want to check the final results of this process. The system provides a simple interface for determining exactly how the Policy assigned to each user affects the Pay and Bill rates for those users. To perform a Rate Check, click the Rate Check link located at the top of any Rates, Rules, or Policy screen (see figure 3.5). It is also located under Configuration-->Policies-->Rate Check.
Figure 3.5. Rate Check Screen
The Rate Check screen gives you an 'at a glance' overview of the maximum and minimum for each user's Pay Rate as well as each of the three possible Bill Rates for those users. You also have the ability to filter for particular users by specifying search criteria and clicking the Search button. The search results will be displayed under the search criteria. If a rate is shown as having a minimum of '-', check to see if an 'hourly' Pay Rate and Bill Rate has been assigned to that user under Management-->Users-->User Management. These settings will be located in the Custom Fields section when managing a specific user. Without an actual 'hourly' Rate assigned to the user(s), the system cannot effectively determine what the minimum and maximum values are for each particular rate category.
If the rates displayed on the Rate Check screen appear to be excessively high or low, you may need to modify any Policies that are associated with users who are shown to have these suspect rates. Remember, modification of rates by Policies is subject to standard mathematical rules as well as the order in which they appear in each Policy. The Rate Check screen indicates which Policy is assigned to each user and provides a link to edit the Policy.
Rate Reports
Rate Reports is located under Reports-->Rate Reports. You can also click the Rate Reports link located at the top of any Rates, Rules, or Policy screen. Rate Reports display the pay rate, bill rate, amount paid, hours worked and the Rule that was applied to each user's time records in the report (see figure 3.6).
Figure 3.6. Rate Report main page
Initially, there are two default Rate Reports named 'Approval' and 'Preview' on the main Rate Reports screen. The 'Approval' report is directly associated with the Approvals process and can be viewed by designated Approvers in the system when viewing a user's timesheet. This report can be modified to affect certain aspects of the display that Approvers see when they are viewing a submitted timesheet. However, the date range and user selection portions of this report are locked and changing them in the management screen will not make actual modifications to the report. The 'Preview' report allows users to view the rate calculations applied to a given timesheet by using the 'View Time Report' feature. The Rate Report is displayed below the time report. As is the case with the 'Approval' report, the date range and user selection portions cannot be changed. If you do not wish either approvers or users to be able to view these default reports, you can change the groupings and columns to display nothing.
To create a new Rate Report, click the Create a Rate Report button located on the main Rate Reports screen located under Reports-->Rate Reports. This will direct you to the Rate Report Creation screen where you can specify the dates, filters, and options of the Rate Report (see figure 3.7).
Figure 3.7. Rate Report creation screen
First, you must specify a name and description for the Rate Report. Please note that Rules, Policies, and Rate Reports cannot have duplicate names.
You have three options when selecting a date range for the report: Quick Pick, Relative Dates, and Fixed Dates. Quick Pick allows you to specify simple choices for the date range for this report. You may select this week, last week, this month, and last month. Relative Dates allow you to specify a date range that runs from the first day to the last day of typical time periods such as year, quarter, month, and week. Fixed Dates provides you the most flexibility by allowing you to enter a specific date range.
You can additionally filter the data that is being shown in the report in the Report Filters section. These filters allow you to select specific Users, Projects, Activity, Pay Types, and Bill Types that you want reported on. You can use shift-click or ctrl-click functionality to select multiple items in the listboxes.
In the Report Output Options section, you can select grouping mechanisms and specify display options for the data which will be shown in the Rate Report. The grouping rules specify the method in which data should be organized. A primary grouping must be selected, whereas the secondary and tertiary groupings are optional. The possible groupings options are User, Project, Activity, Pay Type, Bill Type, Year, Month, Week, Day, and Rule. Please note that no two groupings can be set to the same selection. You can then select which columns to display in the report. When finished setting the Rate Report, click the Save button.
To modify the settings of an existing Rate Report, simply click the report name on the main Rate Reports screen (see figure 3.6).
To run a Rate Report, you can specify a name and format in the Run Report Options on the main Rate Reports screen (see figure 3.6). Then click the respective Run Report link.
To delete a Rate Report, select the report on the main Rate Reports screen and click the Delete button (see figure 3.6).