cirrus hr organisation admin manual...

CIRRUS HR Organisation Admin Manual ManualManualPersonManual

A manual designed to help individuals use the Organisation section of the HR Module

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CIRRUS Organisation Admin Manual

© EmployeeConnect 2016. All rights reserved. www.employeeconnect.com

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Cirrus – An Introduction

This manual is designed to help HR Administrators use the EmployeeConnect Cirrus

product. Cirrus is the first tier of the EmployeeConnect suite of products and gives a

base use of core HR self-service functionality.

Cirrus uses the same basic principles as in all other EmployeeConnect products of

workflow and security group access. Information contained within the Cirrus system is

generally provided through an interface with the organisation’s payroll system.

The HR Administrator is the person who maintains the person and organisation data

within the system. HR administrators and System administrators can be the same people

or different people. This manual is designed for those users designated as HR

administrators and covers the Organisation data. A separate manual exists for HR

Administrators covering the People data. System administrators can view additional

information within the System admin manual.

The Home and My Details menus and links are explained in the Employee User Manual.




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Glossary of Terms

There are multiple terms used within the Cirrus HR system that require some

explanation. This section outlines the common terms used throughout the system.

Direct

Direct refers to the people who directly report to another. Eg Person A is Person B’s

manager. Person B is their direct report. By selecting Direct, you can only see

information for those people who report to you.

Indirect

Indirect refers to the people who report to someone who reports to another. Eg Person A

is Person B’s manager. Person B is Person C’s manager. Person C is Person A’s indirect

report. By selecting Indirect, you can see information for all the people below you in the

chain.

Assignment

Assignment refers to attaching one piece of data to another. Eg a position is assigned to

a person.

Appointment

An appointment refers to how the system resolves a piece of data where multiple inputs

have been defined. Eg a person’s position can be defined in a number of different areas.

The way the system resolves the current position is from these different pieces of data

and is the Position Appointment.

Appointment follows a similar pattern throughout the entire system no matter the kind of

appointment data. The system will check for:

a valid assignment record then

a valid employment agreement then

the profile and if none of the previous conditions are met then

there will be nothing or in the case of a manager appointment, the person will report to

themselves.




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Individual appointments may have a slightly different process. These are indicated in the

various sections of this manual.

Multiple-Appointment Resolution :

Company =1:OrgUnit,2:Employment,3:Profile

Region = 1:Location, 2:Profile

Location = 1:Position Assignment, 2:Position, 3:Employment, 4:Profile

Org Unit = 1:Position, 2:Employment, 3:Profile

Position = 1:Position Assignment, 2:Employment, 3:Profile

Manager = 1:Manager Assignment, 2:Position + Position Assignment, 3:Profile

Profile allocation displays corporate structure allocated to the employee only from the

profile data, ignoring other assignments from position, organisation unit, and

employment records.

Profile allocation can be used to easily assign memberships to the corporate structure

without having to fully maintain the full structure hierarchy

Current/Active

Many reports are pre-filtered for output thereby giving you easy access to the most

common requests for information. The active option will include any active users and

their active records for the selected section. This also includes any active users that have

no associated record yet.

History

Reports are pre-filtered for output. History includes inactive people and inactive records.




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Applying Filters

The Advanced search is used to apply multiple filters on any given report.

Using the above criteria will display all the records of employees in the Accounting &

Finance Org Unit which have active profiles.

To change the information displayed in a report, you can also use the Advanced search

option.




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You can modify the displayed columns by ticking and unticking the box next to the

column name and then select the Apply Search icon. The report will then be refreshed

based on your selections.

Selecting the Reset Icon will refresh the report with the standard pre-set options.

Selecting the Clear Search icon will allow you to change your filtering conditions.




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User Top Menu

The user top menu appears on the top of your screen and shows the currently logged in

individual’s name on the far right

The Top menu also contains links to various parts of the system depending on your

allocated security level and module access.

HRAdmin (available only to HR Admin users)

If an individual has been designated as having admin access, a link will appear on the

top menu. This gives access to all employee information held within the system as well

as links to the various modules.

Reports

This link gives access to all the standard system reports.

Advanced (available only to Sysadmin users)

This link gives access to the system management functions to enable system and user

configuration.




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HR Organisation

Corporate

The Cirrus system enables HR administrators to track organisational information and

changes over time. This is done through the organisation module and forms a part of the

core functionality. To access the organisation information, select organisation from the

HR menu.

The corporate section allows the definition of different levels of the organisation. For a

large organisation, this will aid in reporting and defining structure.

The flexibility of the Cirrus system allows HR administrators to track as much or as little

information as necessary for their organisation.

Flow Diagram

Different parts of the Organisation module are attached to each other through

assignments and appointments. This diagram seeks to outline the relationship between

each of these parts.




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Company

Companies are different legal entities which your organisation operates. Only create

multiple companies if they are required for payroll or reporting purposes. Each

organisation unit, and related positions will belong to a company.

Company information can be added (for merged entities) or changed by HR

administrators.

It is important that if new companies are added, the company information is added

before cost centre and organisation unit information as these may be connected.

The determination of the type of company is very important. Some payroll interfaces

require that each individual is attached to a particular company record with a particular

ID. This is what is referred to as the Payroll type.

Companies can fall under a parent company (eg EmployeeConnect NZ and

EmployeeConnect China could all fall under the EmployeeConnect Asia Pacific

company). In this case, the parent company record should be defined first so that

subsequent companies can be defined to fall under the parent.

Company

Organisation Unit

Position

Region

Location

Job

Cost Centre

Metric

Person




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The company appointment for each person is determined by their position assignment.

The position retrieves information from the organisation unit where the company is

defined. If no valid position assignment exists, the normal appointment steps are

followed.

Region

Defining regions allows locations to be grouped. This makes searching in some reports

simpler by selecting one region rather than multiple locations.

Region information can be entered or updated by HR administrators.

It is important that if new regions are added, the region information is added before

location information as these may be connected.

Regions can be grouped under a parent region. If this is the case, the parent region

needs to be defined first so that subsequent regions can be defined to fall under the

parent.

Once positions have been created, a managing position for each region can be defined.

The region appointment for each person is determined by the location appointment.

If no region can be found from the location appointment, then the region on the profile

record is used.

Location

A location can be of many types and is another way to classify a person within the

system. Locations can be physical places, delivery addresses or even unmanned sites.

Location information can be entered and changed by HR administrators.

The definition of the location has two separate tabs to complete. The first outlines the

definition of the location and the second tab allows you to enter a physical address and

contact details.

Locations can be grouped under a parent location. If this is the case, the parent location

needs to be defined first so that subsequent locations can be defined to fall under the

parent.

If regions have been defined, it is important to either connect these to a location or

update each individual’s profile to ensure each person has a region defined.




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The location appointment resolution is slightly different to the rest of the system as

there are multiple places that location can be specified for any given person. The system

looks in order for:

1. The location defined within the position assignment record. If there is no valid

location here then

2. The location defined on the position definition. If there is no valid location defined

here then

3. The location defined within the employment agreement. If there is no valid

location defined here then

4. The location defined on the profile record. If there is no valid location defined

then

5. The location is blank.

Cost Centre

HR administrators have the ability to define and update cost centre information for the

organisation. This is used to track employee expenses and is mainly used by the finance

department in organisations. Areas where cost centres may be used include the

Recruitment module where recruitment costs are assigned to a specific cost centre.

Cost centres may be linked to companies and may have different levels assigned. These

connections do not affect functionality but provide a different way to classify and display

information in reports and charts.

Cost centres can be grouped under a parent cost centre. If this is the case, the parent

cost centre needs to be defined first so that subsequent cost centres can be defined to

fall under the parent.

Cost centres can be allocated or assigned to a person, a position or an organisation unit.

Cost centre information is not pertinent to the effective running of the standard system

and therefore there is no appointment process to determine a particular cost centre

resolution if a person has a different cost centre allocation to their position or

organisation unit.

Cost centre information is used only for information purposes.




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Organisation Unit

Defining organisation units is a way to classify positions and people so as to easily

search within reports and charts. Organisation units are defined by each client based on

their own structure.

Organisation units can be linked to companies and may have different kinds of

information defined. Each list within the organisation unit definition form can be updated

by system administrators.

Organisation units can be grouped under a parent organisation unit. If this is the case, the

parent organisation unit needs to be defined first so that subsequent organisation units

can be defined to fall under the parent.

When defining organisation units, a managing position can be entered. This can be used

in various ways. (Eg defining particular steps in workflow to go to the head of a particular

organisation unit.)

The organisation appointment for an individual is done in the standard way.

1. The organisation unit on a position that the individual is assigned to is used. If no

valid position assignment is found then

2. The organisation unit on the employment agreement is used. If no valid

employment agreement is found then

3. The organisation unit found on the profile is used.

Job

Jobs are a broad group of similar roles with similar technical knowledge and

responsibility. Positions are more specific to each organisation whilst jobs are a more

generalised definition of a role and can be tied to outside definitions eg salary surveys

and bureau of statistics reporting.

Job details are split into multiple tabbed forms. When creating a new job, it is important

that the job id is unique. By using an already saved job id, a new job will not be created

but the job with the entered id will be updated.

A job can be given specific classifications by selecting from the pick lists shown. These

lists can be updated by the system administrator.




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The subtype list shown on this report is connected to the type list. This will populate

based on the type selected.

By giving the job record a start and end date, this determines whether the job is active or

not and also enables job history to be recorded.

Salary ranges are defined within the job area rather than the position area. Once the job

is connected to a position, this determines the salary ranges for each position. Salary

ranges are helpful when conducting salary and performance reviews.

When adding a new job, the skills tab will be blank. Once the job has been saved,

metrics and training packages can be assigned to the job and these will appear within

the Key Skills tab.

Position

The position section allows HR administrators to create and assign position information

to individuals. Position information captures details about what a person does within the

organisation.

A position record defines a role a person belongs to. Definition includes reporting

position, pay conditions, position description and skills.

HR administrators can view and update position definitions as well as copy a current

position record.

Positions can have a one-to-one relationship with individuals or be many-to-one. Eg if

your organisation has 7 Sales Representative positions that all have the same definition,

this can be defined in 2 ways:

1. Create 7 separate Sales Representative position records with the same

information in each.

2. Create 1 Sales Representative position with an FTE of 7.

Individuals are then assigned to these positions.

Add a new Positon

To create a new position, administrators can either copy an existing position record and

change accordingly or click on the add a new positon link.




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Position details are split into multiple tabbed forms. When creating a new position, it is

important that the position id is unique. By using an already saved position id, a new

position will not be created but the position with the entered id will be updated.

The reporting structure within the system will be determined by the reporting position

defined. The definition of reporting position will also determine the position tree

displayed.

FTE allocation determines how many full time persons can be assigned to this position

and is also used in reporting headcount. The occupancy status is used by the

recruitment module (if available) and can also be updated by the system once

individuals have been assigned to the position.

Indicating whether the position is management, a key position or requires a succession

plan helps in reporting.

A position description may be added to a position record by either attaching a file in the

attachment field or typing text within the description field.

The start and end dates added to the position definition determine whether a position is

deemed to be active or not.

The pay conditions tab for a position outlines remuneration and the hours necessary for

the role. All pick lists that appear within the form can be updated by the system

administrator.

The standard work amount, in addition to the work period and standard work period

outline how long each role should take. Eg entering 7 in standard work amount, hour in

work unit and daily in standard work period would be the same as 7 hours per day.

If the position has standard award or agreement conditions, select this from the pay

award/agreement list. This list can be updated by system administrators.

The remuneration section gives HR administrators the opportunity to define points and

budget for a position.

When adding a new position, the skills tab will be blank. Once the position has been

saved, metrics and training packages can be assigned to the position and these will

appear within the Key Skills tab.




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Chart

Position Tree

Clicking on the position tree gives a chart in a slightly different format and will start at

the top of the organisation as defined on the Configuration record. It includes the current

incumbent or a label of Vacant if no active position assignment record exists.

This chart can be navigated up and down by clicking on the + or – icons.

Position Chart

Once positions have been defined, the HR administrator has access to different charts to

check the structure of the organisation in a graphical format. Clicking on the position

chart link gives a report of all positions defined.




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A chart of the position structure can be displayed by clicking on the icon next to a

position. The chart will display starting from the position above the one selected.

Org Unit Tree

Clicking on the org unit tree gives a chart in a slightly different format and starts at the

top of the organisation as defined on the Configuration record. It includes the org unit

type or level.





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Position Assignment

A position assignment is connecting a person to the position they are filling. By using

start and end dates, a history of an individual’s roles within the organisation is kept.

Position assignment report shows people and any position assignments relating to them.

A position assignment can be updated by clicking the edit icon or a new assignment

record can be created by clicking the new icon. The record indicator shows whether an

assignment record is current or not.

For location and region appointments, the information selected on the position

assignment record is used first.

For the hierarchy to function correctly, each person must have only one primary

assignment.

The reporting type is used for positions that have multiple incumbents. Eg if a sales

manager position has been defined with an FTE of 2 and 2 people are assigned into this




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position, 1 of these must be reporting and 1 non-reporting. Any position that reports to

this one will then have the reporting assignment as the manager.

Incumbent

The incumbent report shows position assignment records but by position (i.e. it shows all

positions and any people assigned to them)

This is similar to the assignments report but HR administrators can also view the detail of

the position by clicking on the view icon.

Overview

Unassigned Employees

This link displays a list of active employees that do not have a current active position

assignment. There is the ability to create a position assignment from the New Icon.

Vacant Positons

This link displays a list of current active positons without an active assignment record.

There is the ability to create a position assignment from the New Icon

Position Appointment

An individual’s position can be defined in various areas; however, only one position is

displayed for any one person. The way the system resolves this information is through

the position appointment. HR administrators have access to a report that outlines each

person’s position appointment and what information is used to determine that position.

Within this report, the source determines how the position has been defined. If a position

is incorrect, the information contained within this report can help an administrator know

where a change needs to be made.

Assignment Error

Many appointments depend upon multiple assignments being correct.

For example: a manager can be determined by position assignment. For this to work

correctly:

1. A person must be assigned to a position

2. The position must be defined to report to another position




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3. The reporting position must have someone assigned

In this case, multiple assignment and position records must be correct.

To assist HR administrators in determining errors in assignment records, a report is

provided that outlines the status of assignments for each individual.

A legend at the base of the report gives an explanation of the status or errors.

OK The position assignment has been fully resolved No Primary-Reporting assignment

There does not exist an active Primary-Position and Reporting-Person assignment

Position resolved from Employment

The position has been resolved from the Employment record, not a Primary-Reporting position assignment

Position resolved from Profile The position has been resolved from the Profile record, not a Primary-Reporting position assignment

Profile not Active The employee does not have an active profile record Assignment not Active An assignment exists, but is not active Assigned active position not found

The assigned position is not active or does not exist

Parent position not resolved The assigned position does not have a parent position Parent profile not resolved The manager of the parent position has not been found Parent profile not active The manager of the parent position is not active

An administrator can view or update the position assignment record by clicking on the

relevant icon.




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Manager Assignment

One of the most important parts of the system to keep up to date is an individual’s

manager. Most processes and reports refer to a person’s manager. If this is incorrect, the

wrong people get access to information and are forwarded the wrong forms.

This section allows HR administrators to view and update manager information to ensure

reporting lines are correct.

Manager Appointment

A person’s manager can be defined in many areas of the system. How the system

resolves this information to determine an individual’s manager is called the manager

appointment. HR administrators have access to the manager appointment report which

shows each person, their manager and how the system determined that manager.

By using the information in this report, errors in reporting can be fixed by going to the

source of the error. The manager appointment is determined as follows:

1. The use of the manager assignment. If there is no valid manager assignment

record then

2. The position appointment record. If there is no valid position appointment or no

manager can be determined via the position appointment (because the reporting

position does not have a person assigned) then

3. The manager defined on the profile. If there is no manager defined on the profile

then

4. The person will report to them self




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(Within the manager appointment, the last resort is the person reporting to themselves.

This is not ideal but ensures that there are no holes within the system. If there are any

people reporting to themselves within the system, this needs to be rectified as it means

that these people can potentially approve their own requests.)

Manager Assignment

It is widely recognised that a person may have a different manager depending upon

various conditions. Most people will have the same manager for all functions but at

times this may not be the case. The system allows for this by providing three separate

types of manager assignment. Manager assignments can also be used to keep a history

of individual’s managers.

Assignment – Reporting Manager

The first type of manager is the reporting manager. The reporting manager is used to

determine reporting lines within the charts and reports in the system (i.e. when a report

has a manager column, the reporting manager is displayed).

A new reporting manager assignment can be created by clicking on the new icon. A

previously defined reporting manager assignment can be updated by clicking on the

edit icon.

A manager assignment record cannot be deleted once created. The way to ensure the

assignment is not being used anymore is to put an end date on it.

Assignment – Approval Manager

Another type of manager is the approval manager. The approval manager is used within

workflow and approval processes. If no approval manager has been defined, the

reporting manager is used for these functions.

A new approval manager assignment can be created by clicking on the new icon. A

previously defined approval manager assignment can be updated by clicking on the edit

icon.






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Assignment – Review Manager

The final type of manager is the review manager. The review manager is used within

performance and remuneration reviews (if those modules have been activated).

A new review manager assignment can be created by clicking on the new icon. A

previously defined review manager assignment can be updated by clicking on the edit

icon.



Overview

Assignment History

This report displays a list of all employees and includes any manager assignment

records they have had.

Movement by Employee

This report displays a list of all employees and lists any managers they have had.

Manager Chart

Once managers have been defined, the HR administrator has access to different charts

to check the structure of the organisation in a graphical format. Clicking on the manager

chart link gives a report of all people and their managers as they have been defined.

A chart of the manager structure can be displayed by clicking on the icon next to any

person. The chart will display starting from the person above the one selected.

Manager Tree

Clicking on the manager tree gives a chart in a slightly different format and starts at the

top of the organisation as defined on the configuration record.





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Group

The Groups section gives HR Administrators the ability to create template Groups to be

used within the Employment Agreements area to save on data entry times.

Employment Group

Create an employment group template to include employment type, holiday group,

payroll group, payroll package, work group, work type, hours per day, hours per week

etc. which will save entering these various values in an employee’s employment

agreement. If there are a majority of people who work under the exact same conditions,

it can become tiresome to have to attach each of these pieces of information to each

agreement. The definition of an employment group that encompasses each of these

pieces means that defining the employment group on the agreement effectively defines

all these pieces of information for the individual.

A new group can be defined by clicking on the new icon and a current group record can

be changed by clicking on the edit icon.

Each piece of information is similar to that shown on a person’s employment agreement.

If a field is not defined within the employment group, this field must be defined on each

individual’s agreement even if the employment group has been selected.

If a field has been defined within the employment group and the group is then also

selected on a person’s agreement, the agreement information will be used for the

individual. (effectively making the one selected on the agreement an override)




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Work Group

As organisations become more flexible in work hours, the system needs to keep a

record of what days/times/hours each individual works to correctly validate requests.

(Eg leave request) The work group allows HR administrators to set up work patterns to

be used for different employees.

Apart from a standard full time definition of Monday to Friday 7.6 hours per day for

example, part timers will need to be defined on a one-by-one basis potentially. Please

note it is imperative to use a Sunday as the seed date when you want a work week to

start on Monday as Day 1 is always Sunday. There is the ability to define 2 weeks of work

hours and days thereby enabling a 9 day fortnight to be defined. The required Work

Group is assigned to employees using the Employment Agreement.

If there is a more specific pattern that is just used for one person on no one else, the

group name could be the person’s name or ID so that it is easier to find in lists.

The HR administrator can define the work week or fortnight for the work group. Each day

requires the administrator to determine whether it is a work day or not. For the leave

validation to work correctly, the hours worked each day should be filled in correctly.

Start and end times are optional.

If no information is entered on the Week TWO tab, the system uses a weekly pattern. If

information is entered in Week TWO, a fortnightly pattern is used.

Work Pattern

Defining a work group with a work pattern is slightly more complicated. This is where the

pattern does not rely on a particular weekly or fortnightly cycle. The length of each

cycle is defined by the work group length and the cycle begins on the work group seed

date. Each day of the cycle is defined by the work pattern report where the first day of a

cycle is Offset 0. Each day/shift is defined by hours and/or times.

Example: If you have a work pattern of 16 days where a person works 5 days of

mornings, then 3 days off, then 5 days of nights, then 3 days - (Work group length is 16).

A work group is attached to an individual either through an Employment group or work

group on their Employment agreement. Other information within the agreement

determines how the work pattern starts and the cycle. If the agreement has a different

seed date defined, the cycle begins from that date. If there is an offset entered on the

agreement, the person starts at that point of the cycle.




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Pay Groups

Creating pay groups provides the opportunity to define various conditions for certain

groups of employees. There may be certain employees that get paid on a different pay

cycle or paid over a different financial year (especially when dealing with multi-national

organisations).

Pay Groups are also used to define the pay periods for a pay group to be used for

timesheets. The definition of the pay periods allows for the correct period selection

when creating a timesheet. Pay periods will need to be maintained on an annual basis

based on the Financial Year.

To add a new pay group definition, click the new icon at the base of the report. To edit,

click the edit icon.

If your organisation uses different payroll systems for different groups of people, this is

encompassed within the pay group definition. The pay group is then attached to each

individual through their employment agreement.

Holiday Group

The Holiday Group is used to define the Public Holidays that will apply for the

calculation of the duration of any leave requested through the system by entering start

and end dates and can be based on location, region, industry award or any other

applicable criteria. EmployeeConnect updates the Australian databases annually with

the gazette public Holidays for each of the States and Territories as well as New

Zealand. However, if applicable, you can create a Public Holiday group yourself to cover

a distinct group of employees i.e. a Public Holiday group called Melbourne which

included Melbourne Cup Day and AFL Parade day as well as the standard Victorian

Public Holidays. Public Holiday groups are assigned to employees using the

Employment Agreement.

Salary Grade

Salary grades are used with remunerations reviews to determine where an employee

fits within a salary range and it is also included as a data field on the standard Salary

form

The updateable report includes minimum through to maximum rates for a defined

grade.




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Appointment

Job appointment

A person’s job can be defined in many areas of the system. How the system resolves this

information to determine an individual’s job allocation is the Job appointment. HR

administrators have access to the job appointment report which shows each person,

their job and how the system determined that job.

By using the information in this report, errors in reporting can be fixed by going to the

source of the error. The job appointment is determined as follows:

1. The use of the position assignment. If there is no valid job assigned to the position

record then

2. The employment agreement record. If there is no valid job assignment to the

employment agreement then

3. The person will have no job allocated.

$Cost centre%

A report displaying cost centre allocations if they exist. The report includes allocation

type, and includes the ability to select an individual and start and end dates. The

allocation can either be $ amount or a % amount.




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Accrual

The accrual section of the organisation module allows HR administrators to setup

parameters for leave management. The Cirrus system is usually interfaced to a back-

end payroll system for leave payment and balance updates. The parameters set up

within this section are used to enable “best guess” leave projections based on payroll

balances or to maintain leave accruals and balances where no payroll system interface

exists.

Setup

Element

This is where the various leave accrual items are defined.

The definition can be very complex or fairly simple depending on the company

requirements. For example, here is the definition for 4 weeks annual leave accrual as per

Fair Work Australia.




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This definition gives 20 days per year and is calculated daily. One of the important things

to remember is that the accrual function uses the FTE on the Employment Agreement to

perform the accrual calculation; therefore if there is no FTE assigned, the accrual will be

0.

The effective from field can be used to customise the accrual calculation and can be

any of the following options:

Effective_Type

'anniversary' (default) coalesce(emp_continuous_date, emp_rehire_date, emp_hire_date,

emp_start_date, emp_probation_date, profile_start_date, getdate())

'continuous' then emp_continuous_date

'hire' then emp_hire_date

'rehire' then emp_rehire_date

'probation' then emp_probation_date

'start' then isnull(emp_start_date,profile_start_date)

'assignment' start date of element or assignment

'effective' same as assignment , but carryover occurs on this date

'initial' max accrual_adjustment.acj_type = 'initial'

'reset' max accrual_adjustment.acj_type = 'reset'

'assignment' accrual_assignment.ass_start_date




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'event' s ingle accrual amount associated with an event (i.e. paternal leave)

'balance' accrual since last leave_balance date, using leave_balance as initial value

It is recommended that you discuss your Leave Accrual requirements with your

EmployeeConnect consultant to achieve the desired outcomes most efficiently.

For the purpose of using the accrual projection functionality where the balances are

retrieved from a payroll system on a regular basis, it is recommended you define the

following Accrual Element as shown.

Package

Once Accrual Elements have been defined, they can be grouped in Packages to be

assigned to employees easily, rather than adding each accrual element to employees

one by one.




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Assign Element

This report lists all employees and any accrual elements which have been assigned to

them. There is also the ability to assign individual accrual elements to employees using

the + icon at the bottom of the report.

Assign Package

Rather than assign elements individually as above, this report lists all employees with

the ability to assign a defined package containing the required accrual elements.

Projection

This report lists all employees with assigned accrual elements. On selecting the required

accrual element e.g. Annual Projection based on balances retrieved from payroll you

can enter a date for projection and the system will calculate the ‘best guess’ available

balance at that date based on the accrual element definition and any leave requests

entered in the system prior to the projection date.

Adjustment

This report lists employees that have had any adjustment type entered on their record.

The + icon gives the ability to enter an adjustment to the employee’s accrual record if

necessary. I.e. an adjustment might be required if an employee changes their part time

hours.

The adjustment types include:

Initial Reset Adjustment Addition Deduction No Pay Band Generate

Use this function to update all leave balances as per the assigned accrual elements with

an assignment type of Leave Balance using today’s date for the resulting balances.

Results

This report lists all employees with their most recent generated balances for all assigned

accrual elements.




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Inventory

This section outlines any company assets associated with individuals. This may include

property such as phones or uniforms as well as company vehicles

Property

This link is used to assign the defined company property items to employees. This could

include computers, mobiles, uniforms and such. The available options under Types and

Sub types are maintained in the List Values area by the System Administrator. There are

no mandatory fields but this area may also be used to maintain an asset register if

required.

Authorisation

This link is used to specifically deal with security access and system access within the

organisation. The available options under Types and Sub types are maintained in the List

Values area by the System Administrator.

Vehicle

This link is used to specifically deal with company vehicles and gives you the ability to

record all the details including registration, warranty and service details. There are no

mandatory fields so you can record as much or as little as required by your organisation.

You could also use this area to record private vehicles and assigned parking places if

needed.

The vehicle assignment record is used to record who a vehicle is assigned to but also to

record information about servicing and registration.

The vehicle type list can be updated by the system administrator to include all types

used by the organisation.




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Contractor

This section is used to maintain any regular contractors you have engaged within the

organisation. These people are not regular employees, employed directly by your

organisation, but need access to CIRRUS for any number of reasons.

Contractor List

Displays a list of any contractors you have recorded in the system and includes their

start and end dates, their agency, their company and position within your organisation

amongst other things.

Agency

Create a library of agencies you normally use with contact details and the ability to flag

as preferred supplier and/or blacklist a particular agency. Once you have linked

contractors to their agency, a list of those contractors will be displayed per agency.

Contractor On-Boarding

Once contractors have been created, you can take them through the 6 Tab wizard to

complete their profile record, their personal details, their engagement details, their

licensing details, assign company property and finally assign any induction tasks that

may be required. Contractors will be able to login to CIRRUS but will only have access to

minimal links such as My Activities, Company and Safety sections of the Home Menu. If

you create a profile for contractors enabling them to have access to CIRRUS they will be

counted in the active Users for billing purposes but they can be ‘hidden’ from your

standard reports by setting the hidden flag when first creating them.




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Metric

Metrics are a generic term used throughout CIRRUS to create a library of items that can

be used in the Organisation, Performance and Development modules. They can include

skills, KPIs, competencies, specific activities, behaviors or values as may be required by

your organisation. Metrics can be assigned to employees, positions, courses and jobs.

Ultimately, you will be able to generate a skill gap analysis for an employee with a plan

to close the gap and how that will be achieved.

Metric Library

Displays a list of all your currently defined metrics and includes the type, group and

scope. There is also the ability to create new metrics using the + icon at the bottom of

the report.

Metric Appointment

This link displays a list of employees with their total assigned metric count and a link to

view the complete list of assigned metrics per employee with the assign level included

as a reference.

Assignment

Employee Assign

This link enables assignment of metrics to any selected employee either one at a time or

through a bulk assignment function.

Position Assign

This link enables assignment of metrics to any selected position either one at a time or





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Job Assignment

This link enables assignment of metrics to any selected job either one at a time or


Search by Metric

This link displays a list of all assigned metrics by assignment type.

Search by Employee

This link displays a list of employees with their assigned metrics.


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