Collaborators view
Preamble
The Collaborators View is a management tool that provides a global view of employees by synthesizing all information: €/MD budget, forecast allocations and €/MD consumed. The aim is to optimize payroll management and the budget allocated to projects and activities.
Collaborators budget view
Requirements: To have information displayed in the employee budget view, you must at least have managed collaborators. For more information on managed collaborators, please refer to this article: Collaborator management
To access the Collaborators view, go to the Finance module, enter your budget year via the “Budget” tab, then select “Collaborators view”. See screenshot below:
The Collaborators view is divided into 4 main sections:
1- Indicator banner
When you arrive on the screen, the indicator bar is folded up by default, giving the availability of employees (i.e. their MD and € budget not reserved in projects/activities):
When unfolded, the chevron in the top right-hand corner shows details of the availability calculation:
Indicators “Internal profiles”, “External profiles”, “All” :
- Collaborators budget: Sum of MD / € budgets of employees managed in the management module.
- Budget MD = Days worked (=Capacity)
- Internal € budget = Remuneration if activated, assignment budget otherwise (Days worked x Assignment ADR)
- External € budget = Days worked x ADR of assignment
- Project Quotations: Sum of MD/ € budgets for assignment lines in projects and activities
- Availability: (sum of MD / € budgets of internal and external employees managed in the management module) - Project/activity costings (sum of MD and € budgets of internal and external project and activity assignment lines)
Note: If I find myself in the scenario with a project cost higher than my collaborator budget, but my financial indicator is in the green, this can mean several things:
Possibility n°1 : I don't have any resources on my workload plans or collaborators with an ADR to calculate my needs in Euros.
Possibility n°2: the amount estimated for my employees is too low in relation to their actual ADR. In this case, I need to realign the ADR of my resources.
2- The Toolbar
The toolbar lets you filter by team and category, manage views, display schedules and compare.
3- The Table
The table shows only managed employees, with the appropriate data to exploit this view: attachment, function, profile, supplier, management axes and MD budget, remuneration. All the financial indicators therefore represent the budget/capacity/payroll of the teams, and can be exploited according to the different filters by team, internal/external...
4- Collaborator details
A collaborator's detail allows access to the collaborators's detailed file, taken from the Management module, using the “View collaborator” action in the top right-hand corner, which redirects to the employee's file in the Management module (click on the Abraxio Back button to return to the Collaborator View in the Finance module).
It is composed of the following tabs:
- Qualification / Budget / Assignment: these tabs display the employee's information from the Management module.
- Orders: for external service providers only, and if the Collaborator Budget is set to Yes, allows you to enter a centralized order for the collaborator.
- Consumed: this tab is used to consult all the collaborators' consumption on projects/activities during the year (€ invoices and time).
- History: same tab as for a budget line, with budget values for the various shutdowns carried out during the year.
What impact on the budget?
You can choose whether or not to activate a special sub-budget called “Collaborators”.
This option allows you to integrate your teams' cost elements into your management budget:
- Team payroll (in cash only)
- Availability of managed in-house staff (cash and MD capacity) : Employee budget - project/activity costings
- Availability of external managed employees (cash and capacity MD) : Employee budget - project/activity costings
To activate, click on the name of your budget year and select “yes”
A new item appears: “neutralise negative balances”. When activated, this option neutralises negative balances (default: Yes). This configuration allows you to define whether or not you wish to display the “Capacity overrun” line when project/activity figures are higher than the collaborator budget.
To illustrate this, here's an example. In my Collaborators sub-budget, I see my availabilities. Here I see that I still have a budget of 1517 MD to use in my project/activity workload plans for my interns, and 240 MD for my externals.
I'm going to voluntarily add 300 MD of budget to a workload plan budget line for an external profile.
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