This guide provides administrators and schedulers with essential information regarding the implementation and use of Project Codes within the SAGE/2C9/People Pay integration, specifically focusing on their function in handling Higher Duties scenarios.

Project Codes are a feature within the SAGE/2C9/People Pay integration that allows for the payment of Resources at a higher rate, exceeding their standard base-level award rates. By associating a Project Code with a Job, the system ensures that the Resource is paid according to the specific requirements of that work. This provides flexibility in compensation and accurately reflects the cost of service delivery.

Terminology

Term	Definition
Resource	An individual who acts as a support worker and performs assigned work. In the integration, a Skedulo Resource is linked to a SAGE/2C9/People Pay Payee.
Payee	A person to be paid by SAGE/2C9/People Pay. SAGE is the master system for Payee details, which are synced to Skedulo Resource records.
Assignment	A record in SAGE/2C9/People Pay essential for ensuring support workers are correctly configured for necessary payment rates. An Assignment is linked to a Payee and represents the role and rate at which they are paid.
Project Code	In this context, a feature that allows for a higher pay rate for Resources working on a Job or Shift. Project codes represent a combination of award classification and level. They are stored in SAGE/2C9/People Pay with a Record Type of “Assignment Level”.
Award Classification & Level	Elements used to define pay rates within awards. Resources are assigned pairs of award classification and level in SAGE/2C9/People Pay.
Interpretation Rule	Represents an award or a variation of an award. Resources have an Interpretation Rule assigned, which dictates their standard pay rate. Project Codes can override this for specific work.
Pay Information	An object in SAGE/2C9/People Pay that represents the classification and level pairs assigned to a Resource. This data is typically managed by the customer’s HR or payroll team.

Configuration, Settings and Permissions

Administrators must ensure that relevant settings are configured to enable Project Codes.

Sage Integration Settings

• Enable Job Role: This setting must be enabled to apply the SAGE Project Code logic for determining a Resource’s pay rate for a Job.
• Cost Code Source: While primarily for cost centres, this setting can indicate the source object (Job Allocation/Job Shift Interval) from which cost information is collected. The Project Code logic primarily uses the Job Allocation.

Skedulo Custom Configurations

1. A new picklist field named Role must be created on the Job object and shown on the Job Modals as an additional field. The values for this picklist are provided by SAGE/2C9.
2. A new Classification field must be added to the Job, which is a lookup to the SAGE/2C9 Payroll Award Classification and Levels object, filtered to only show records of type “Award Classification”.
3. Pay Information records representing the classification and level pairs assigned to Resources must be managed in SAGE/2C9/People Pay.

Permissions

• Sage Integration Scheduler Permission Set: Required for schedulers to schedule jobs, use allocation features, access job costing, and approve timesheets for processing in SAGE/2C9/People Pay.

Logic and Process Flow

The following steps outline how the system applies Project Codes for Higher Duties when a timesheet is approved:

1. Scheduling with Role: A scheduler creates a Job and selects a value in the Role picklist on the job scheduling window.
2. Award Classification Determination: A trigger automatically sets the required value in the Classification field on the Job based on the selected Role.
3. Job Allocation Creation/Update: When a Job Allocation is created or updated, a trigger checks if the Job’s Classification differs from the Resource’s default classification, which is defined on their Resource record.
4. Project Code Lookup: If the classifications differ, the trigger searches for the required Project Code in SAGE/2C9/People Pay based on the Resource’s Pay Information records. The system looks for a Project Code record with a name matching the format: <classification> - <level>.
5. Default Classification Fallback: If the Resource does not have a corresponding Pay Information record for the required classification, the Resource’s default classification and level are used instead.
6. Project Code Association: The determined Project Code is linked to the Job Allocation record. This Project Code will always originate from the Job Allocation record.
7. Timesheet Approval: When the Skedulo timesheet containing the Job is approved, a trigger initiates the process of sending data to SAGE/2C9/People Pay.
8. Timesheet Entry Creation: The integration creates Timesheet Entries in SAGE/2C9/People Pay from the approved Skedulo work records. The trigger uses the Project Code stored on the Job Allocation as the source for the Project Code field on the SAGE Timesheet Entry.
9. Project Code Record Creation: A corresponding SAGE/2C9/People Pay Project Code record with the Record Type “Assignment Level” is created for the Resource.
10. Payroll Interpretation: SAGE/2C9/People Pay uses the Project Code on the Timesheet Entry to determine the correct Interpretation Rule and process the payment transactions accordingly, overriding the Resource’s original award levels.

In Summary

The Project Code functionality provides a flexible and automated mechanism for ensuring Resources are paid correctly when performing work that requires a pay rate different from their default award classification and level. Administrators must ensure the necessary custom fields and settings are in place and that Pay Information records are accurately maintained in SAGE/2C9/People Pay. Schedulers utilize the Role field on the Job to initiate this process.

Note: Implementing this feature requires data to be accurately configured for both Skedulo and Sage/2c9/ People Pay. You should consult with all vendors to ensure this is configured correctly for you use case.