Staff Manual

This document serves as a staff handbook for Kodeworks employees. We aim to describe how we do things and how we think. In this document you will find information about working hours, holiday pay, salary, benefits and much more. This is a document we want all employees to contribute to, and have ownership of.

Working Hours

Contractual working hours are 8 hours per day, with a 30-minute lunch break. In Kodeworks, we operate with a core time in the period 9-15, with the opportunity and room to be able to be flexible during working hours. In a company where competence is our main product, we know that working closely with our colleagues will give the best results. We also know that everyday life can offer other things that mean that at times you need to adapt your working hours outside the core hours.

As consultants, we must nevertheless take into account that our customers have their own core time, and any changes here you must coordinate with your project and/or your human resources manager.

Vacation

We use the regular 5-week paid vacation.

It is often the case that the project you are on wants you to take the holiday at certain times, typically the joint holiday, Easter, Christmas, autumn/winter holiday overlapping with school/kindergarten, etc. We try to adapt to this, but understand that it is not always doable.

When you go on holiday, just follow this checklist:

  1. Report to the nearest manager
  2. Talk to the customer to get it cleared
  3. Put it in the calendar
  4. Enter it in the timekeeping system

We follow the Norwegian legislation and Tekna'a definition of Norwegian holidays. For instance, Christmas Eve and New Year's Eve are ordinary working days.

Workplace

As a consultant, it often happens that we work where the customer is located. We at Kodeworks aim to find assignments that are not too far from the ordinary workplace.

Kodeworks will cover travel expenses for assignments that entail greater costs and a significantly longer journey than to a normal workplace.

For example, this will be with longer assignments outside zone A in Trondheim or zone 1 in Oslo.

Conditions

We want all our employees to feel as good as possible at work by offering the necessary freedom, security, and stability in everyday life. At the same time, it is also important to get the tools you need to be able to do your job in the best possible way.

Salary

At Kodeworks, we do not want the salary to be a factor you have to think about. At the same time, it is important to have a good salary to have the freedom and stability we want all our employees to have. Therefore, have no individual salary assessments. As an employee, you should not have to ask for what you deserve. It should come automatically. We have chosen a salary model that gives everyone equal pay mainly based on the number of years of experience. All Kodeworks employees have an overview of what the others earn. An overview of the current salary level and background figures for salary adjustment can be found in the "Lønn" folder on Google Drive.

Salary is usually paid on the 22nd of each month, or the last business day before if the 22nd is not a business day.

Holiday Pay

Holiday pay is paid in June. All 25 vacation days will be deducted this month. June usually does not have 25 working days, so the remaining vacation days are deducted correspondingly from the holiday pay. Employees who have started working during the current year will not have any accrued holiday pay and will be deducted the remainder of the vacation day deduction in the following month (so that there will be a 25-day deduction in total). If you want to be paid the holiday pay at another time, this can be done by agreement with the accounting department. For practical reasons, it is a good idea to notify this in good time before you want payment.

Overtime and Overtime Allowance

From time to time you may need to work a few extra hours a week. This mainly applies to hectic periods during a project a customer project. Beyond this, it is desirable to keep overtime work to a minimum. We believe that the employee's free time should be respected and that you would rather perform better during the hours you are at work if you have had sufficient rest. Therefore, you decide completely if you want to work overtime.

The overtime pay can be calculated by dividing the annual salary by 1950 hours and then adding 40%.

Overtime work must always be clarified with the personnel manager first unless otherwise agreed.

Pension and Insurance

Kodeworks sets aside 7% in pension savings. This applies from 0 to 12G.

In addition to regular business travel and occupational injury insurance, we have travel insurance that covers leisure travel for you and your family. We also have treatment insurance that ensures that you get fast and good treatment if something should happen. This also includes free access to doctor's appointments on mobile.

We use Gjensidige for both pension and insurance, and each employee can log in to Gjensidige and see their profile and details about this. A short guide on how to get an overview of your insurance in Gjensidige can be found in the "Forsikring" folder on Google Drive.

Computer and Software

We cover the computer and software you need to do your job. What you choose is up to you. Kodeworks' laptop fleet now includes Dell XPS 15, MacBook Pro, and Christian's gaming laptop. If at some point the computer is not good enough to do the work tasks as efficiently as possible, it's time for a new one.

If you need software to do your job, such as IDEA, you can buy this directly and register an expense in our accounting system.

Literature and Other Learning Materials

There are countless sources to help quench the thirst for knowledge. If you want to take advantage of e-learning offers such as Pluralsight, Coursera, or similar, just sign up for this. You are also free to buy books in all shapes and forms. After all, we are a knowledge-based company, this is how we make our living! Register the expense in our accounting system, so that you can be reimbursed.

Courses and Conferences

Kodeworks encourages you to attend courses and conferences. In 2018, we all went to JavaZone, but it is to be expected that the employees' interests and wishes for professional replenishment can best be satisfied in other places as well. If you want to go to courses or conferences several times a year, or to go to places that entail greater costs than, for example, JavaZone, this requires the approval of the human resources manager.

If you contribute to giving lectures, courses, or the like, Kodeworks will cover this within reasonable limits.

Health

Our occupational group is very exposed to stress-related injuries, which can be avoided by facilitating a good physical work environment. If you're working from a customer's office, and feel that – for example – a table, screen, or chair is not good enough, we will make sure to improve this. It should not be necessary to let such things go at the expense of health.

We also want to make arrangements for you to be physically active. In Trondheim, Kodeworks has a corporate agreement with 3T. Here, several Kodeworks employees play weekly squash. You do not need to use this if you want to train elsewhere. We cover a similar subscription with other providers as well. In Oslo, there is no separate company agreement, so there you just have to find a similar subscription and we will reimburse it.

Sick days

We have an extended sick day (self-certification) system that is more flexible than the normal system in Norway (4x3 days every 12 months). Sick days can be taken individually, this is done to give the employees more flexibility.

  • You have 12 single days you can use, they can be used one by one or consecutively. We use a 12-month sliding window when calculating sick days, this means that you should look 12 months back from today's date when calculating how many days you have left. The number of days used in a 12 month period should never exceed 12 days.
  • Report to your nearest manager as soon as possible when you use sick days. Also, make sure that you (or someone else) notify your customer in a timely manner.
  • You can take the rest of the day off if you get sick during your working hours, this will not count as a sick day. This is an extra benefit that you get as a Kodeworks employee.
  • Sick note (doctor's certificate) is needed if you are away for more than 3 consecutive days. You can get this from your general practitioner, or any other medical professional that can issue sick notes.
  • Sick days used before a sick note is issued count as used sick days.
  • Sick days cannot be used if you have a partial sick note.
  • Staying home to take care of sick children counts as welfare leave, and does not affect your available sick days.
  • We have very good health insurance that covers many different forms of treatment. More information about what is covered can be found in the "Forsikring" folder on Google Drive.
  • Sick days are not the same as vacation days, they cannot be saved and carried over to the next year.

Benefits

Kodeworks has several benefits so that you as an employee can have a flexible, safe, and predictable everyday life. Some benefits are entered into the timekeeping system, such as parental leave and care leave. Expenses should be registered in our accounting system and will be reimbursed on the next salary payment.

Periodic expenses such as broadband and membership at the fitness center must be registered monthly. In the event of varying expenses, it is your responsibility as an employee not to exceed 12 times the maximum monthly amount for the relevant benefit in the current year.

  • Mobile phone + subscription.
  • Broadband is covered by up to NOK 500 per month.
  • Membership with 3T (Trondheim) is covered through our corporate agreement, or a corresponding subscription with other providers (Oslo & Trondheim).
  • Other necessary electronics to perform the work, for example mobile phone, computer monitor, or mouse.
  • 2 weeks paid leave at child birth.
  • Full pay during parental leave.

Pay during sick leave

The Norwegian welfare system (NAV) covers the salary of employees in Norway for sick leave periods lasting more than 16 days. NAV will however not cover salaries over 6G (roughly 640.000 NOK in 2022). To mitigate this, we have an insurance policy that covers the difference between 6G and your salary as long as you fill the requirement NAV has set for sickness benefits and the insurance's terms. The insurance's terms can be found by logging in to our insurance provider.

Welfare Leave

To help make both planned and unforeseen events in everyday life a little easier to handle, Kodeworks provides the following welfare benefits in addition to what is required by law:

  • Examination by a doctor or dentist.
  • Accompany children to the first day of school or kindergarten (up to 1 day).
  • Leave for the rest of the working day if you become ill during the day and have to leave the workplace.
  • Short leave due to illness in the home.
  • Short leave when spouse/cohabitant/partner is about to give birth.
  • Deaths and funerals for close relatives (up to 5 days).
  • To donate blood.
  • Relocation (up to 1 day a year).
  • Wedding (up to 1 day).
  • Driver's license exam.

Timekeeping

Timekeeping is unfortunately required in most consulting companies, and Kodeworks is no exception. Fortunately, like most other consulting companies, we have created our own timekeeping system to make the process easier. You should enter work-related time, i.e. billable time on various projects, illness, vacation, leave, etc. The hours should be delivered by the last working day of the month.

A working day in the timekeeping tool is 8 hours. This means that holidays, welfare leave, and internal initiatives must be taken with 8 hours per day. For customer projects, it will usually be 7.5 hours, unless the contract indicates that we invoice the lunch break as well. You will be informed of this before the project starts.

You may also have to keep hours in the customer's system. There will probably be other rules for when and how this is to be done.

Co-Owner

The position also facilitates that employees can become co-owners. We believe that employees who have co-ownership get stronger incentives to create growth and well-being in the company, which benefits everyone. Co-ownership will be distributed from a pool of shares owned by the company or parent company. The shares are bought and sold at cost price. Upon share purchase, the employee joins the company's shareholder agreement.

All employees will be offered shares after they have been hired as consultants for three months. Since this requires some administration and signatures of all existing shareholders, we do this every six months (June 1 and December 1). We recommend everyone to read up on the topic before the process begins, but we will also try to answer all questions to the best of our ability.

Everything Else + The Office

At our offices you have access to a workplace, coffee, and other refreshments. You use the premises at your discretion daily when you do not have the opportunity to work from the customer's offices.

Military Service

Summons to military service, including first-time service, which requires leave from work, is notified to the human resources manager and placed in the calendar. For compulsory service in the Armed Forces, the Home Guard, the Civil Defense, and the Police Reserve, up to one month's salary is paid per. years, with the deduction of all military supplements such as salary, unemployment benefits, etc. For voluntary service in the Home Guard, leave without pay is granted. First-time military service is granted unpaid leave. Repetition exercises that last longer than four weeks must be arranged separately.

Slack and Email

Most of our daily communications are on Slack, our preferred platform. Here you'll find a relaxed vibe. This is where you'll find everyone if you want to initiate a social gathering, like an after-work beverage, a game of squash, or a bit of Fortnite.

If you need to be a bit more formal we recommend using email.

Work related communications should be kept to normal business hours.

Employment

Employment is an important investment for Kodeworks. The employees are not only the people who will contribute to a good working environment, they are also the actual product Kodeworks delivers. There is therefore a great focus on hiring skilled employees who seek and master challenges. The employees represent Kodeworks.

Process and Onboarding

At Kodeworks, we want you as a new employee to feel that the process from the time you contact us until the contract is signed and the employment relationship has started is a good experience.

Recruitment Manager

  • Create user in Google Suite.
  • Create a CV and invite the new employee to start filling it out.
  • Coordinate photo shoots for CV.
  • Invite the new employee to a social event in Kodeworks.
  • Order equipment (computer etc.).
  • Assign sponsor.
  • Follow up the Administration's tasks.

Administration

  • Order a telephone subscription.
  • Register a new employee in Tripletex.
  • Enrol new employees in insurance and pensions.
  • Create user in WerkzTime.

Sponsor (fadder)

Organize start-up day:

  • Coordinate place and time. Lunch at the office, feel free to invite with other colleagues.
  • Give an introduction to how employee expenses and other accounting matters work.
  • Give an introduction to how WerkzTime works.
  • Invite the new employee to a social event in Kodeworks.
  • Invite to Slack.
  • Invite to GitLab.
  • Invite to GitHub.
  • Follow up porting of telephone subscriptions.

At start-up with sponsor

  • Update CV.
  • Prepare for customer project.

Probation

New full-time employees have a probationary period of six months from the date of accession. The probationary period is reciprocal and shall entail the possibility for both the employer and the employee to terminate the employment relationship if it turns out that the circumstances were not as intended. During the probationary period, one month's notice period applies. The probationary period can be extended if the employee has been absent during the probationary period, this includes holidays. The probationary period can be shortened by further agreement between the employer and the employee.

Job types

Kodeworks operates with different titles.

Newly hired

The position lasts until the probationary period (6 months) and until you have been on assignment with a customer for 3 months and are on assignment further, after which you move up to Consultant. The tasks as a new employee are mainly:

  • Work actively with offers.
  • Professional development.
  • Assist on ongoing projects, off-site or on-site.

Consultant

As a consultant, you usually spend most of your working time on behalf of customers.

Promotion to senior consultant is assessed annually by a joint board, based on the following criteria:

  • Renewable assignments. Ability to sell themselves on extensions of their projects.
  • Can draw in others on assignments. Sees opportunities to sell colleagues on the same customer project as themselves.
  • Get new leads. Is observant when in contact with customers, and picks up signals about other projects. Facilitates dialogue between Kodeworks and customers. Follows their network on possible projects with other customers.
  • Available at a higher hourly rate. Has a CV and profile that is sellable at hourly rates up to the upper tier of what the market will pay. Note that Kodeworks may have other incentives for not offering the consultant at a high rate; the consultant can still be considered sellable at a higher hourly rate”.
  • Total work experience. Number of years with relevant professional experience.
  • Professional contribution. Contributes to Kodeworks' internal and customer-specific professional programs. Promotes professional development, brings colleagues to professional events, and possibly arranges professional happenings.
  • Social contributions. Promotes corporate sports, social gatherings, and excursions. Ability to create space for everyone to participate.
  • Must be able to be sold out as a senior. Holds a resume and character that is easy to convince customers that is a senior profile.

Senior

An independent and experienced consultant with high professional skills and who can communicate well with colleagues, management, and customers. All the criteria for promotion to senior listed above are also relevant.

Staff

Approximately 10% of the total number of hours in Kodeworks will go to staff-related work within the administration, management, follow-up of employees, and sales. The staff's task is to ensure that the machinery runs properly; that there is a steady influx of professionally interesting assignments, that the employees are well, that the customers are satisfied with Kodeworks, that the company's finances are going as they should, that the company reaches its measurement parameters, and more.

Resignation

Termination must notified be in writing. The notice period is mutual for employees and employers with a duration of three months. It runs from the first day of the month after the termination took place unless otherwise agreed.

Employees who leave must return handed-out material. Exceptions can be made if the handed-out material is not considered to have any useful value for Kodeworks, for example, a PC and/or mobile phone. Kodeworks does not feel compelled to confiscate equipment that cannot be easily converted into cash or used by other employees.

If you have accumulated co-ownership in the company, shares must also be redeemed in accordance with the shareholder agreement.