General information

If a large number of employees is to be created, it would be relatively time-consuming to do this via the menu item Persons. Therefore there is the possibility to enter the master data and all other relevant information concerning the persons to be created comfortably in a Microsoft Excel folder, from where they are finally read out and imported. The folder provided for this purpose is described below - each of its pages under the same heading.

The columns highlighted in red on the screenshots are mandatory fields - the yellow fields can be filled optionally.

The document

Employee master data

This page deals with the personal data of the employees and the assignment to loose groups. 

Employee ID

Lastname

Firstname

Title

User-ID

OE

E-Mail

Date of birth

Gender

Tel.

Fax

Mobile Phone

Address

Zip Code

City

Country

User

Management

Admin

321654

Hartmann

Alexander

AleHar

XY-GF

alehar@XY.at

05.05.1975

male

06505588392

Wiener Straße 10

1014

Vienna

AT

J

J

J

789653

Hodi

Gerhard

Dr. 

GerHod

XY-BAS

gerhol@XY.at

14.07.1959

male

06769282214

Sterzinger Straße 1

1136

Vienna

AT

J

N

J

963874

Schwarz

Erika

Mag.

EriSch

XY-PERS     

erisch@XY.at

24.03.1968

female

06603452818

Tullnerstraße 18

1142

Vienna

AT

J

J

N

359852

Seidl

Gunter

GunSei

XY-SUP 

gunsei@XY.at

11.10.1980

male

06647692345

Zieherplatz 14/c

1162

Vienna

AT

J

N

N

The following is an explanation of those columns that require such an explanation:

• Employee ID 
  This refers to the personnel number assigned to the employee in the company.
• User-ID 
  This is the user name under which the employee is to be created in Personalwolke. The user name can be any combination (in this case, the first 3 letters of the first and last names would be used). 
• OE - short for: organizational unit
  This includes the various departments of the company, such as management (GF), personnel (PERS) etc. This column contains the short names of the relevant OU.
• User / Management / Admin 
  In the Personalwolke these are the names of the 3 different loose groups. Depending on which of these groups the user is assigned to (Y = Yes, add / N = No, do not add), he or she receives different authorizations in the Personalwolke.

Organizational units

This page is used to define the hierarchical groups / departments and their relationships to each other.

Shortname	Name	Parent	Supervisor	Personnel
XF-GF	CEO	ROOT	321654	963874
XY-BAS	Basis Services	XY-SUP	321654	963874
XY-EMPS	Employees	XY-GF	963874	963874
XY-SUP	Support	XY-GF	963874	963874

Shortname

• Shortname
  This consists of the fixed client abbreviation (XY) and a freely selectable abbreviation of the OU / department.
• Name
  The full name of the OU / department.
• Parent
  The short name entered here indicates which OU the department is subordinate to in the question. This allows a clear hierarchical order to be created. In the screenshot above, root is given for the management - this means that the management does not have a superior department, i.e. is at the top of the hierarchy. 
• Supervisor
  Or even department heads - this includes the personnel number of the employee who holds this position in the company. It is important to ensure that it matches what was entered under Person master data. 
• Personnel
  As with the supervisor, the correct personnel number of the person who has this role for the relevant department must also be specified here. 

 A definition of the roles superior and personnel is contained in the menu option Roles. 

Daily program

Various working time models can be recorded here, depending on the structure of the company. 

Number

Short text

Designation

Validity TP Start

Validity TP End

Frame Time Start

Frame Time End

Working Time Start

Working Time End

Core Time Start

Core Time End

Daily Target

1

G/7,42

Glz/7,42/07:00-18:00/Mon-Fri

00:00

24:00

07:00

18:00

08:00

16:42

09:30

16:00

07:42

2

G/0

Glz/0/-/Sat, Sun, Holiday

00:00

24:00

07:00

14:00

00:00

Number

• Number
  The daily programs must be clearly numbered - these numbers can also be used to enter them on the Weekly Programs page. 
• Short text
  A freely selectable short name for the day program. In the above case, G/7.42 stands for a flexitime model (Gleitzeitmodell) with a daily target of 7 hours and 42 minutes.
• Designation
  As shown in the screenshot, the long name of the program could be chosen to contain the most important information.
• Validity TP Start / End
  This is the period in which the daily schedule is valid. Shift models are an exception to the normal case (00:00 - 24:00), since night shifts can extend from late evening to long after midnight.
• Daily target
  The daily target working time mentioned above specifies the number of working hours that an employee must work each day (on average) in order to achieve his or her weekly target. 

Weekly program

The weekly program determines which daily program is used on which day of the week.

Short text	Long text	Mon	Tue	Wed	Thu	Fri	Sat	Sun	max. weekly working hours
Glz/38,3	Glz/38,3/7:00 - 18:00	1	1	1	1	1	2	2	50,00

Short text

• Short text
  A freely selectable short name for the week program. In the above case, G/38.3 stands for a flexitime model (Gleitzeitmodell), with a weekly working time of 38.3 hours and a framework time between 07:00 and 18:00 hours.
• Long text
  As shown in the screenshot, the long name of the program could be chosen to contain the most important information.
• Mon -Sun
  The number of the applicable day program is entered under the respective short names of the weekdays (Mon - Sun).