1. EFF Factor Training Program
Introduction
(For every Employee)

2. How to use
The material is arranged based on the pre defined designations within Eff factor software.
Admin - A person/ s with password for admin has a right to do and view virtually everything .Hence he/ she should go through parts of the training material specifically designed for Admin, as also every other part .
Department Head - Person designated as department head has a right to do everything within his/ her department but he/ she is expected do only a few but more important things . Hence he/ she should go through the training material specifically designed for Department Head as also parts specified for Department Admin and Employee ( i.e.every user)
Department admin- Department Admin has limited rights to do and view and hence should go through material specifically designed for Department Admin as also for Employee ( i.e. every user)
Employee- Every employee ( whether or not he/ she is assigned to do any of above responsibilities) should go through material specifically designed for Employees.
Username & passwords- Password and user name for Admin is provided initially by Eff factor team.
For every other employee, the username and password is created by Admin. 
Everybody when he/ she logs in , with his/her unique username and password , sees first, his / her unique page with his/ her name on the right hand top corner. Please do not share your password to ensure integrity of your inputs/ logs.

3. GLOSSARY
Admin He/she is a person who has all the powers of creation of masters, editing and deleting the same . He / she can view ,
edit delete all data that is input by any employee as well as view all the reports which are readily made available at various places. He/ she can generate all there ports as provided in Eff Factor.
The password may be shared with the top management team for direct access to all the reports.
Department
It is a division of an organization which is treated as a profit centre. Thus the work it undertakes ,revenue it generates and direct employees cost it incurs ( i. e. Profit or contribution it makes) is all put together for control and management under that department.
Employee Eff Factor expects the organization to cover its every employee ( senior most to junior most )who is engaged directly in rendering service ( either alone or with other employees)to it’s client .
(Employee may cover people on contractual basis, professional basis who are involved in rendering services to the clients of the organization)
Cost per day( for an employee)=Total-cost to the company of an an employee for the full year divided by actual number of days for which he will be available for rendering service to the organization (e. g. 365-[weekly off+Holidays+ leave as per applicable rule}= Actual day available)
Billing rate - The rate may be decided keeping in mind the cost per day of the employee , actual number of days available for each employee and the profit objective of the organization. Fixing of billing rate per day is the most crucial aspect of Eff Factor as with reference to this Eff Factor calculates billable value( bill value) for the time spent on different projects and also indicates the profitability in various ways.

4. GLOSSARY CONTD…
Designation- The actual designations of the organizations can be used for this purpose. For eff factor the designations can
be further divided into sub categories to make the cost per day of each employee come closer to the average for that sub
category. For each designation total working hours based on office timings is required . ( e. g. Start time 10 am and end
time 6 pm. = 8 working hours ) . In addition actual time that each employee of that designation is expected to work - after deducting time spent for lunch break, the/ coffee breaks ( as per the applicable rules)( e. g. If lunch , tea break in above example is 45 minutes, then actual time available for work will be 7 hours and 15 minutes)
Department head  He / she is the person in charge of the department and responsible for costs ,revenue and overall performance of the department . Eff Factor has a provision for only one person to be a department head.
Department Admin He/she is the employee reporting to the department head and responsible for managing the service assignments /projects for the clients including assigning employees based on their skills and experience as per the requirement of the assignment/ project.
More than one employee can be appointed as a Department Admin.
Logs
Time spent by all employees called logs are captured under following heads
Project
Office
Idle
Leave
Sunday
Holiday

5. GLOSSARY CONTD… Project and related terms
Project The assignment of any work with necessary specifications given by a client to be undertaken by the organization is referred to as a project.
Unique project name is assigned to each project which has 3 parts
Client name
Job name ( type of job or description )
Title( specific identification) .
Example - Abc Ltd - Audit- F. Y
Eff Factor seeks following information for control and management of the projects
Tasks - Task is a division of the total work into parts as may e decided by the organization. Eff Factor provides option to record the instructions for the task to be followed by the employees .This is to ensure quality of the tasks undertaken.( Employee submitting details of work done on any day ( log) has to confirm whether the instructions were followed by him or not.Division of work allows
a. precise measurement of work load in number of mandays
b. assignment of employees with required skill and experience and cost.)
Assignments- Eff Factor allows assigning of employees to different tasks and also to specify time within which the task is to be completed. After assignments of employees with number of days,Eff Factor calculates for each task( and whole project) the cost and bill value ( billable value) based on employee’s cost per day and billing rate in the master.
Start date- Expected date of commencement the project
End date- Expected date of completion of project.

6. GLOSSARY CONTD…
Template Template is a standard list of tasks for any Job which can be used for similar jobs repeatedly.
Estimate
Is an option provided ( structurally virtually similar to Project) where one can assign employees to different tasks and then convert to project.
This project creation method allows creation of a copy of the project including the tasks and assignment of employees. This is extremely useful facility for creation of similar projects complete with all the assignments. ( editing also possible later)
Remaining time Employee who has been assigned a task with number of days specified for completion, has an option to report the extra or less time that he/ she may require for completion of the task through the field “ Remaining days” . As the work progresses, the employee can keep on reporting new estimate. This could be Valuable input for management for necessary corrective action in time.
When employee reports 0 time for completion, then Eff Factor will show the completion % of the task to be 100%.
Conversion of Hours into Days
Eff factor captures time on the basis of clock hours and converts hours into days by using formula - 8 hours = 1 day

7. GLOSSARY CONTD… END Office
The time spent by employee which is not billable to any client but useful or necessary for the organization is called “ office” time.
Idle The time spent by employee which is not billable to any client and is wasteful is called “ Idle” time
Leave The time for which employee is absent on a working day is called “ leave”
Bank holidays
The day or part of the day specified by the organization to all or any category of employees is called “ Bank holiday “
Sunday
The weekly off days( or part of the day ) is called “ Sunday”
Note: All the above 5 items i.e. Office, idle, leave, bank holiday, Sunday are not being billable to any client, Eff Factor does not calculate bill value for time reported under these heads.. However, if any employee works on say Sunday on any project bill value will be calculated. Similarly he works for some administrative work on Sunday , cost alone will be calculated under the head “ office”.
Prediction table
Based on information from the employee through logs , regarding estimated extra or less time required, Eff Factor calculates cost and bill value for each such expected extra or less work and also calculates the % completion. Data for all the tasks are stored under prediction table. All such. Items are referred to as predicted delays / savings.
Dashboard
Most critical reports are available on dashboard and are updated on real time basis.
END