Do you want to easily manage the billing and/or benefits generation related to the exceptional activities of your collaborators? Our ExceptionalActivity application is designed for you!

With this application, you can:

  • List/Search exceptional activities carried out month by month & by resource
  • Define billing/payment rules for the benefit that will be specific to your company or to certain clients or projects
  • Integrate exceptional activity into the turnover/production cost of projects:
    • Pay benefits to your resources (e.g., standby bonus, etc.)
    • Simplify the billing of exceptional activities

So, if you want to make the most of it, please carefully follow all the steps below.

Contents

Required: Reading this following tutorial

Before going further into this ExceptionalActivity tutorial, it is imperative to have followed and completed the steps listed in our tutorial: How to manage your collaborator's exceptional activity. It'll help you understand how exceptional activities work on BoondManager. 😉

 

Step 1: Installing the ExceptionalActivity application and authorizing a manager to use it

Installing the app

Administration > Apps / Marketplace > ExceptionalActivity > click on Install

Authorizing a manager to use this application

Administration > Managers / Roles > Manager or role card > Apps tab > activate the app

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Step 2: Configuring benefits to be paid for reported exceptional activity

Administration > Legal agencies > your legal agency > HR data tab

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  1. To associate an exceptional activity scale with the resource's contract, please Enable the Configuration of exceptional activity.
  2. "Advantages types" section: Add as many types of bonuses/benefits as you wish to pay for a "Punctual" type of exceptional activity.
    Capture_d_e_cran_2020-06-09_a__16.17.32.png
  3. "Work unit type that can pay advantages with the app "ExceptionalActivity" section: Choose a type of benefit for each type of exceptional activity (E.A.) To do this, you can choose from the list of punctual type advantages.
    Add as many rows as types of activities you want to reward with a benefit. 
    Capture_d_e_cran_2020-06-09_a__16.21.18.png

And save! 

Step 3: How would you like to manage your Exceptional activity? 

Scenario 1: Manual Case (No regularly used fixed scales)

Apps > ExceptionalActivity

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  1. Filter at the top by Agency and period
  2. Select all the lines
  3. By default, the calculation is manual
    (If needed, you can use the mass modifier to switch them to automatic)

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  1. Enter the production turnover in each line and the amount of benefits if any
  2. Click on the icon in the top right to generate financial data

How to cancel the payment of an advantage?

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  1. Select the erroneous line(s)
  2. Use the mass modifier tool by selecting "Payment" = "Cancel"
  3. And confirm.

Warning

To avoid any errors, we do not delete the advantage paid to your resource, so you need to manually go to the relevant Resource card > Administrative tab and delete the benefit(s) paid. 
You can also mass delete benefits using the Advantages app.

Scenario 2: Scales/Rules are specific to your company

Administration > Legal Agencies > your legal agency > HR data tab

"Scale" section 

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This is where you will define the different scales you want to use.

  1. Choose a name, an Activity Type. By activating the Default box, you allow the scale to be assigned to all future contracts created under this agency.
  2. Or click on Reset default scales

Configuring "scales/rules"

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Below the Scale's title, you will find rows corresponding to the Rules. 

You can define:

  1. Name: Name that will be visible when choosing the rules to apply
  2. Sale Rate: Rate at which the reported exceptional activity (E.A.) will be sold to your client

    - For E.A. with the Calendar zone type: the rate is defined in € excl. VAT (or your agency's currency) and corresponds to a rate per day of reported E.A. 
    - For E.A. with the Time zone type: the rate is defined as a percentage of the Hourly Sales Price (defined in the delivery card on which the resource reported their exceptional activity)

  3. Advantage: Benefit that you wish to grant to your resources based on the reported exceptional activity.

    - For E.A. with the Calendar zone type: the benefit is defined in € excl. VAT (or your agency's currency) and corresponds to a rate per day of reported E.A. 
    - For E.A. with the Time zone type: the benefit is defined as a percentage of the Hourly Salary (defined in the delivery card on which the resource reported their exceptional activity)

    Don't forget to save to apply your changes!

  4. Never delete a rule that has been used; archive it (by deactivating the Visible State) so that it cannot be chosen later.

 

Scales/Rules specific to an HR/subcontracting contract

Warning: These scales/rules must be configured in the same legal agency attached to your resource. Do not forget that Exceptional activity must also be enabled in the Administration's Legal Agency AND in the Resource's configuration. This tutorial explains all these required steps. 

This step:

  • allows you to choose which scales have been agreed upon in the contract with your resource,
  • allows the tool to know the Hourly Salary of this resource (this variable is necessary for calculating benefits related to hourly E.A.).


Manager interface
> Resources module > Resource card > Administrative tab > Contract card

From the "Exceptional Activity" section

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  1. Select the scales you want to associate with the contract for this resource
  2.  If you hover over the magnifying glass on the line of a scale, you can read the detail, which corresponds to the scales already recorded at the legal agency level
  3. If you click on this magnifying glass, you will have the option to modify the values of the scale rules (only for this resource, these modifications will not affect the rules defined in administration)

For exceptional activity with the Time zone type

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You must EITHER define a number of hours per week (this will automatically calculate - after saving the sheet - the Hourly Salary),
OR OR force an Hourly Salary by checking the lock.

 

Scenario 3: Scales/Rules are specific to your clients/missions

    1. Give a name to the different scales you want to use.
    2. Choose the type of activity to which it can apply.

Scales/Rules specific to a client

It is not necessary to have configured the E.A. scales in the Legal Agency settings, but only to have installed the App and authorized it on a manager's account (either: having followed steps 2 and 3 of this tutorial).

"Scales" section

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"Rules/Scales" section

Add the desired rules per scale.
CAP_9.png

  1. Name: Name that will be visible when choosing the rules to apply

  2. Sale Rate: Rate at which the reported exceptional activity (E.A.) will be sold to your client

    - For E.A. with the Calendar zone type: the rate is defined in € excl. VAT (or your agency's currency) and corresponds to a rate per day of reported E.A. 
    - For E.A. with the Time zone type: the rate is defined as a percentage of the Hourly Sales Price (defined in the delivery card on which the resource reported their exceptional activity)

  3. Advantage: Benefit that you wish to grant to your resources based on the reported exceptional activity.

    - For E.A. with the Calendar zone type: the benefit is defined in € excl. VAT (or your agency's currency) and corresponds to a rate per day of reported E.A. 
    - For E.A. with the Time zone type: the benefit is defined as a percentage of the Hourly Salary (defined in the delivery card on which the resource reported their exceptional activity)

    Don't forget to save to apply your changes!

  4. Never delete a rule that has been used; archive it (by deactivating the Visible State) so that it cannot be chosen later.
Scales/Rules specific to a service 

Beforehand, the E.A. must have been configured either at the level of your Legal Agency or on the client's CRM card (either Scenario 2.a or Scenario 3.c).

Authorizing the configuration of exceptional activity for projects:

Administration > Legal Agency > your legal agency > Advanced Settings

Enable the « Exceptional activity configuration » by checking the box
This checkbox allows you to enter the scales agreed upon in the contract with the client, and it will also allow BoondManager to know the Hourly Sales Price of the resource on a mission (necessary for calculating the amount to be invoiced - time zone type)

CAP_10.png

Associate a scale with a delivery:

Manager interface > Projects module > Delivery card> Additional information section > Exceptional Activity sub-section

This is where you will be able to enter which scales have been agreed upon in the contract with your client: simply by taking the scales defined at the legal agency level or in the CRM card in question, or by modifying these rules.

  1. Check the hourly sale price filled in

    CAP_11_.png

  2. If you hover over the icon, you can read the detail.
  3. If you click on this icon, you will have the option to modify the values of the scale rules (only for resources on this mission)

Billing hourly Exceptional Activity:

You ABSOLUTELY must define an Hourly Sale Price. To do this: 
- Enter the number of hours/week (this will automatically calculate - after saving the card - the Hourly Sale Price),
- Or force the HSP by clicking on the padlock.

Step 4: Calculate the amounts to be invoiced to your clients / to be allocated as benefits to your resources

IMPORTANT: This step only concerns Cases 2 and 3. If you are in Case 1, please refer to the corresponding paragraph.

Manager interface > Apps > ExceptionalActivity

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  1. Use the filters at the top of the page to display the exceptional activities you want to work on. The search result is visible only when an exceptional activity has been entered on the timesheet.

    If you are unable to display the desired E.A., first check the timesheet to make sure it has been filled in correctly, then check your filters before clicking Save. If you still can't do it, contact support.

  2. Make sure that timesheets have been fully validated before undertaking any work on the exceptional activity:
    The "Validation" column provides a shortcut in the form of an icon to directly view and validate the E.A. entered on the timesheet of your resource.

Good to know: 

By using Filters, you can target your search based on the type of work unit and thus filter on standby shifts or overtime, for example.

 Then, for each line of exceptional activity:

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  1. Click on the Calculator icon
  2. Select the rule to apply
  3. Then enter the number of hours/days to apply in the calculation
    Please note that if the E.A. spans multiple rules, you will need to add the different rules to apply and enter the distribution of hours/days on each of them.

Once all the lines have been filled in:

The generation of your invoices will automatically include these amounts to be invoiced.

As for the disbursement of benefits to your resources, please refer to the next point!

Step 5: Disbursing benefits to your resources

Required: Have completed the steps from the previous point (Step 4).

Manager interface > Apps > ExceptionalActivity 

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  1. Click on the icon for which you want to disburse the benefit and consider the rate for invoicing.
    The tool will then proceed to disburse this benefit, dating it to the day when the exceptional activity was reported.
    OR 
    In case you have defined all the rules and are ready for all the lines, you can click on the icon located above the section to generate the benefits and consider the rates for invoicing for all the E.A. lines present in the section.

We hope that this tutorial has been of any help and we invite you to let us know by voting in the dedicated section below.

If you still have any questions, feel free to get in touch with our Support team :

Reach out to our support team

Contact: (+33) 03 62 27 61 05

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