The Entire HR Process in Retail Stores
In retail stores, Human Resources basically serves the following purposes:
- Record the master data of all employees
This is a prerequisite for all processes.
- Schedule the shifts of employees
Ideally, this should result in open requirements in retail stores being covered satisfactorily, and with the minimum expense possible.
- Record the time data of all employees
This is a prerequisite for payroll.
The HR processes in a retail store can be displayed in a process flow, as below:
In order to describe the work, data from the Retail System (a) is required, such as projected turnover per week or working day, shipping notifications, article master data for inventories,
goods, campaigns, and so on. As well as these requirements source, the POS System (b) provides information, which can be used to distribute the work over the day. The flow of customers and sales data per department and retail group from the previous period is required for this.
From this information, Shift Planning generates requirements, which describe the number of employees required for each activity and period. In order to cover these requirements, data from Personnel Administration (c) is required, such as the availability, preferred working time and qualifications of employees. On the basis of these requirements, Shift Planning is able to create the optimal weekly work schedule for employees. If necessary, the store manager can modify this schedule.
The time events (e) entered using a Time Recording terminal document the working times of an employee. The store manager corrects time events (such as a missing ‘start of work’ entry) and adds extra information to absences that must still be paid, (such as illness, leave, and so on) (f).
Time Evaluation valuates the working times or absences of an employee. Time Evaluation determines planned working times and overtime, extends time quotas, and is used to check working time regulations, as well as to run time accounts and display time wage types (such as overtime, standard working time) (g).
Payroll uses master data from Personnel Administration (h), such as basic pay, tax data, and social insurance data. Payroll valuates time wage types created by Time Evaluation, and performs a factoring (period) using absences and work schedules as a basis. Certain wages that are not time-dependent (i), such as manually-created special payments or bonuses are not valuated in Time Evaluation, but are processed directly in Payroll. The same is true for working times that are remunerated according to the shift plan.
The Data Warehouse is used to import required business figures. In the context of Human Resources, the most important figures are planned and actual figures relating to material turnover (j), and planned and actual data on employee shifts (k).