Business
The business entity is the root in the organizational structure and represents the central figure from which the client’s entire structure in Orquest is broken down. Some of the elements defined at the business level are the following:
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Measure types.
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Incidence types.
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Employee categories.
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Bags.
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Task catalog.
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User roles.
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Thanks to the Customer Success (CS) team, a general configuration is established for each business within the Graphical User Interface (GUI) of Orquest, allowing the visualization of the necessary data or elements for its workflow. |
Measure types
A business’s measures are the quantitative indicators used to evaluate different aspects of performance. These measures are customizable and configured according to the specific needs of each business. Some examples are:
Sales in a specific section, number of online orders, units per ticket, etc.
In-store sales, number of take-out orders, specific products per ticket, etc.
Footfall, closed sales, work bonds, etc.
Units sold per product, references, online orders, prescriptions, etc.
To better understand how measures work in Orquest, it is necessary to distinguish between the following concepts:
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Real measures: these are the existing data obtained from the respective indicators. Since these are real data, they are always in the past.
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Forecast: this is the estimate made by the system (Orquest or an external system) based on the real measures. These are data expected in the future.
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Projection: this is the forecast validated by the user. These are the data used for planning and, although they generally correspond to the forecast, they can be modified by the user before being accepted.
Incidence types
In Orquest, an incidence is any employee absence: vacations, personal days, maternity leave, etc. The types of incidences are defined at the business level and include parameters like duration, possibility of shift assignment, etc.
An employee has a shift from 10:00 to 16:00 and informs that they have a medical appointment from 10:00 to 12:00. The Medical appointment incidence is set, indicating that they will be absent from 10:00 to 12:00 and will then return to complete the rest of their assigned shift.
An employee has a 35-hour per week contract, with a maximum of 7 working days. If a Vacation incidence is set for a whole week, each day will count as 5 hours (35 hours/7 days).
An employee does not show up to work without giving notice, resulting in an Unjustified absence. In this case, it is set that the absence is not computable, and the employee will have to make up the hours another day.
What it is used for in Orquest
It is crucial to record and take into account employee incidences or absences when planning personnel, as different types of incidences have varying impacts on planning and the calculation of hours employees need to work.
The reported incidences will be considered during planning and will appear in both the planning draft and the assignments.
Employee categories
These are the possible positions an employee can hold within the business. These categories will be assigned to employees in the different nodes or services of the business. Some examples of employee categories are:
Sales assistant, Store manager, Coordinator, Cashier, Stock manager, etc.
Maintenance technician, Manager, Salesperson, Waiter, Delivery person, etc.
Mechanic, Assistant mechanic, Store manager, Administrative, etc.
Pharmacy assistant, Store manager, Night assistant, etc.
Bags
Bags refer to entities that accumulate counters. In this context, and depending on the configuration of each business, a bag can have two types of counters:
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Positive counters: increase the accumulated value based on certain predefined events or conditions.
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Negative counters: decrease the accumulated value according to the usage or consumption of that value.
The value of a bag at any given time is the result of adding up all accumulated entries and subtracting the registered withdrawals.
Here are some examples:
If an employee earns 3 natural vacation days for each month worked and uses these vacation days as they are taken, the vacation bag would consist of the following counters:
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A positive counter that adds the vacation days generated.
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A negative counter that subtracts the vacation days taken.
At any time, the bag will reflect the result of adding all generated vacation days and subtracting those that have been taken.
If an employee generates and accumulates overtime hours worked, the bag would have a single counter:
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A positive counter that adds the overtime hours worked by the employee.
At any time, the bag will accumulate the generated overtime hours, reflecting the total number of hours worked beyond regular hours.
As seen in the examples, bags are flexible tools that can be applied to various accumulable concepts. Their configuration and use will depend on the specific business requirements for managing and tracking different values.
What it is used for in Orquest
The different bags defined at the business level can be consulted at any time to make adjustments, payments or compensations according to the business’s policies.
Once created, it is also possible to make movements between related bags and view the data of these bags in the payroll report.
Task catalog
Tasks refer to the various locations where an employee can work. The task catalog is defined at the business level and different nodes or services select which specific tasks they use.
Some examples are shown below:
Cash register, Labeling, Fitting rooms, Inventory, etc.
Kitchen, Counter, Order Delivery, Table Service, etc.
Administration, Heavy mechanics, Mobility, Waste management, etc.
Customer support, Merchandise reception, Restocking, Inventory, etc.
Some of these tasks are fixed, that is, organizational tasks that do not depend on external factors (sales, number of customers, etc.) and are reported in the needs template. These tasks are, for example, opening, closing, cleaning, receiving merchandise, etc.
Other tasks are variable, that is, they depend on the influx of clients: the more clients, the more employees will be needed to cover that task. These tasks take into account measures such as sales volume or visits to calculate needs.
Finally, non-plannable tasks are those that the system does not plan automatically, since they are tasks that are manually assigned in the draft —before launching automatic planning— and that do not count in the coverage of needs. An example could be the inventory task.
What it is used for in Orquest
The task catalog is used to standardize and specify the activities that employees must perform in different areas of the business, ensuring that operational needs are clear in each location and staff can be efficiently managed according to specific demands.
In addition, it is essential to establish what tasks are available at the business level and that can later be used in the rest of the services or products within the organizational structure.
User roles
User roles determine what permissions and restrictions a user will have within Orquest’s GUI. Thus, when creating a new user and assigning a role, the user will have access to specific parts of the organizational structure. Depending on the role, a user may view all business information or only that of the services or nodes to which they have access.
Some examples are:
Access to view the store dashboard, manage projections and view planning and employee aspects.
Access to view the store dashboard, import data into Toolbox and access the importer API.
Access to view assignments, employees and skills.
What it is used for in Orquest
The role is used to ensure that each user has access only to the information and functionality that is relevant and necessary for their specific responsibilities within the organization, thus ensuring efficient and secure information management.
Another way to understand the concept of business is as a set of nodes.