subscribe-hr core human resources help manual

8/14/2019 Subscribe-HR Core Human Resources Help Manual

1/73Copyright Subscribe-HR 2008 PH: + 61 2 9281 5010

ABN: 86 132 590 277



System Fields and Navigation...................................................................4Folders......................................................................................................4

Sub Folders ..............................................................................................5Menu.........................................................................................................5Quick Navigation.......................................................................................6Bread Crumbs...........................................................................................6Tabs..........................................................................................................7Save, Archive Delete ................................................................................7Create, Import, Delete ..............................................................................7Search Folder or Sub Folder (Quick Search)............................................8Attachment - Document / Photo...............................................................8Drop Down................................................................................................9Auto Generated ........................................................................................9Text Field..................................................................................................9Mandatory Field........................................................................................9Date Field .................................................................................................9Date Time Field ........................................................................................9Number Field ..........................................................................................10Check Box ..............................................................................................10E-mail Field.............................................................................................10Currency Field ........................................................................................10

Maintenance Menu ...................................................................................11Users Folder...........................................................................................12

User Profile Folder..................................................................................12Groups Folder.........................................................................................13Code Library Folder................................................................................15Annual Leave Settings Folder.................................................................19Locations Record....................................................................................21Sick Leave Settings Folder .....................................................................22Cost Centre Settings Folder....................................................................23Skills Folder ............................................................................................23CPD Settings Folder ...............................................................................24

Work Patterns Folder ...............................................................................25Work Patterns Record ............................................................................25

Property Folder.........................................................................................28Property Record......................................................................................28Risks Folder..............................................................................................29

Risks Record ..........................................................................................29

MENU



Company Policies Folder.........................................................................30Company Policies Record ......................................................................30

KPI Folder .................................................................................................31

KPI Record .............................................................................................31Jobs Folder...............................................................................................33

Jobs Record............................................................................................33Job Benefits Sub Folder .........................................................................35Job Description Sub Folder.....................................................................36Job Property Sub Folder.........................................................................37Job Skills Sub Folder ..............................................................................38

Employee Folder ......................................................................................39Employee Record ...................................................................................39Employee Masterfile Tabs ......................................................................43Employee Absence Sub Folder ..............................................................44Employee Training Sub Folder ...............................................................46Employee Medical Sub Folder................................................................47Employee Property Sub Folder...............................................................48Employee Certificate Licence Sub Folder...............................................49Employee Annual Leave Sub Folder ......................................................50Employee Jobs Sub Folder.....................................................................52Employee Incidents Sub Folder..............................................................53Employee Skills Sub Folder....................................................................54Employee Next of Kin Sub Folder...........................................................55Employee Shares Sub Folder.................................................................56

Employee Disclosure Sub Folder............................................................57Employee Discipline Sub Folder.............................................................58Employee Dependants Sub Folder.........................................................59Employee Bank Details Sub Folder ........................................................60Employee Work Pattern Sub Folder .......................................................60Employee Grievance Sub Folder............................................................61Employee Salary Sub Folder ..................................................................62Employee Contract Sub Folder...............................................................63Employee Qualifications Sub Folder.......................................................64Employee Work History Sub Folder........................................................65Employee Address Sub Folder ............................................................... 66

Employee Benefits Sub Folder ...............................................................67Employee Superannuation Sub Folder...................................................68Employee Education Sub Folder ............................................................69Employee Performance Sub Folder........................................................70Employee Calendar Sub Folder..............................................................71Employee Sick Leave Sub Folder...........................................................72



System Fields and Navigation

Below is a list of all Fields and Navigation Features in the Subscribe-HR. All of theseFields and Navigation Features can be added to your system if you subscribed to theDeveloper Module.

Folders



Sub Folders

Menu



Quick Navigation

Bread Crumbs



Tabs

Save, Archive Delete

Create, Import, Delete



Search Folder or Sub Folder (Quick Search)

Attachment - Document / Photo



Drop Down

Auto Generated

Text Field

Mandatory Field

Date Field

Date Time Field



Number Field

Check Box

E-mail Field

Currency Field


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Users Folder

To Create a New User Click on the User Folder, then on Create. Once requireddetails are filled in, Click Save. Once record is saved, the new user should be listedin List All. Please note that the information provided to Subscribe-HR when firstSubscribing, will be used to create System Administrator user. For details on Settingup Self-Service users and Security, please see Self-Service and Security Manual.

User Profile Folder

User Profile settings define Time Zone of a user, Local Currency, Date Format, DateTime Format and separators for currency. These settings are used for multi site, multilocation (Country) systems



Groups Folder

There are a number of Groups (User Groups) that are provided as a standard part ofSubscribe-HR. Your ability to use these different groups will be governed by whichmodules you have Subscribed to. The Groups are:

Everyone Can be used as default for all users. Self-Service variation. Dont use ifnot needed

System Administrator Can perform all actions in system. Assigned to initialSubscriber. System Administrators can access any module that is Subscribed to.

Employee Self-Service All users have Self-Service rights. Self-Service can beconfigured to allow managers to see their subordinate (Team) details and restrictaccess to Privacy based information e.g. Bank Details, Address Details. Whensetting up new users in the system, if you have Subscribed to Self-Service, theemployee will be e-mailed User Name and Passwords automatically. Passwords can

be updated in User Profiles. Employees must have e-mail address to be able toaccess Self-Service

Developers Certified Developers are the only ones who can access DeveloperModule. This is hard-coded in the system. Developers can also access Code Librarywhich is found in maintenance.

Integrators Only Developers can access this module. This is hard-coded in thesystem

Directors and Executive Are Self-Service users. Assigned other functions thathave to do with their role. More often than not the Dashboard will be the mostaccessed part of Subscribe-HR by Directors and Executive. They can be assignedspecial Executive Dashboards.

HR Administrators Can access most core functions in Subscribe-HR. Not ascomprehensive access as HR Manager.

Recruitment Manager Access to all Recruitment Administration functionality. Self-Service access. Limited access to Core Human Resource Module.

Consultants Consultant access can be tailor by you if you use any type ofoutsourced consultants. Consultants can also set-up their own specific access if they

are the outsourced Provider within the business.HR Manager Full access to the system in both the Core Human Resource Moduleand Recruitment Administration. The only thing they are unable to do is delete.Archive can be used to hide records.

Recruitment Advisor Access to Recruitment Administration module. Not ascomprehensive as Recruitment Manager.

Report Administrator - Access Reports. Only Management should be assigned thisgroup.

* All users should have Self-Service group assigned if they are employees.



Each of these groups has been assigned default security options, in terms of thefunctionality they can access.

To create specific setting for specific groups, click on the required group and you willbe presented with all the objects available in the system. Please note that theDeveloper and Integration Groups are hard-coded to the Developer and Integrationmodules. The only group that can access the Developer module is the Developer

group. You must be certified to be authorised to the Developer module. Each grouphas a standard set-up, you are able to change this set-up when you are ready to rollthe Self-Service Tool out.



Code Library Folder

The Code Library Folder contains all the Drop-Down Fields and Drop-Down Fieldoptions in the system. When a Drop-Down Field is created and added to a form usingthe Developer Tool, you can create a Drop Down entry in the Code Library then linkthe Drop-Down to the field in the form. If you wish to create a new Drop-Down (Code)option, you will need to find the relevant Library Entry Name in the Code Library andadd to it.

Below, you will see an example of the Nationality Drop-Down being selected, and the

codes (Drop-Down options) that belong to the Nationality Drop-Down Field. All thestandard Drop-Down fields in Subscribe-HR come pre-loaded with standard Drop-Down codes (options). One of the first steps in setting up your system is addingcodes that you would like to see in the Drop-Down fields in Subscribe-HR. An uploadtool exists to enable you to efficiently upload Drop-Down Code Library Names (Drop-Down Names) and Codes (Drop-Down Options) into the system.



To Create New Nationality Code (Drop-Down Option) Click Create.



To Create New Library Entry Name (Drop-Down) click on the Code Library Folder inMaintenance Menu.

Please note: Library Entry Name must be at least 4 Letters Long



Once Saved, Click on Code Library Folder and located the new Library Entry Name.Click on it and then click on codes.



To Create a New Code, click on Create. Please note when entering new Codes, youonly need to enter the Code Name (Mandatory). The Code will auto generate basedon the Code Name. The Code will always be in lower case.

Annual Leave Settings Folder

Annual Leave Settings need to be configured prior to Employee Data being input intothe System. You MUST have both Annual Leave and Sick Leave Settings set-upprior to any Employee records being input into the system. If you require for existingEmployee records to be input into the system you simply tick Carry Leave Forwardand input current leave remaining for the employee into the Employee Object. If youare performing a Data Upload, you simply include carry forward amount for eachemployee in the upload template. The system will start accruing from the date theinformation is saved based on what the Annual Leave settings are. If you have anyquestions about this, please let us know prior to going ahead and performing thiswork.

There are two main ways in which Annual Leave Setting can be configured.

1. If Annual Leave is not accrued and employee simply gets allocated an AnnualLeave amount at the start of employment and each anniversary there after. Ifthis is the case in your organisation, tick the Leave Not Accrued Check box,then type in the Annual Amount that an employee is entitled to in either Daysor Hours. This can be defined by the Annual Amount Units. You can alsodefine whether or not you will allow an employees leave balance to go intonegative by including a number into the Negative Balance field. If you dontallow Annual Leave to go into negative, input 0. You can also define whether

or not there is a leave exclusion period, meaning a period that an employeecant take leave in.



2. If Annual Leave is accrued an employee gets an amount of leave in an annualperiod (e.g. 20 Days or 150 Hours), from Employee Start Date which isaccrued at a certain rate (Days or Hours Per Week or Month). The accrualrate can be in either Days or Hours, as defined by the Accrual Rate Units

field.



Locations Record

To create a new Locations Record, Click on the Locations Folder, then click onCreate. You will need to create all your locations prior to entering Jobs andEmployees. Locations will be linked to Jobs and then Jobs linked to appropriateEmployees.

Once a Location Record has been created, it will appear in the list all (As Above).



Sick Leave Settings Folder

Sick Leave Settings allows user to establish Sick Leave Amount, Amount Units etc.You can include Sick Leave Exclusion Periods where by paid Sick Leave cannot betaken e.g. First 3 Months of Employment. You are able to Accrue Sick Leave thoughin most cases Sick Leave is provided in one lump amount from the first day oemployment. You are also able to allow for Sick Leave to be carried forward to nextLeave Year. Please note, if you are uploading Sick Leave data e.g. Balances,Accruals, please contact Subscribe-HR or your Authorised Subscribe-HR Partner forspecific details about how to go about doing this successfully.



Cost Centre Settings Folder

Cost Centre Settings allow you to set default Cost Centres to Jobs so that when Jobsare created, the defined Cost Centres that you choose are automatically populatedagainst Jobs and then also Employees. This applies to the Percentage Cost CentreSplit. You can allocate percentages to Cost Centres which will automatically bepopulated against the Job when it is created. These setting can be over ridden ifneeded when the Job is created. Validation exists to ensure that a Total of 100% isallocated. You are able to allocate 100% to 1 Cost Centre if only 1 Cost Centre isused. Based on these Cost Centre settings, all dollar values will be broken downaccordingly. E.g. Salary, Training Costs, Benefit Costs.

Skills Folder

The Skills Folder Allows for all Skills to be recorded in the system. Skills then link toEmployees and can be assessed. As Standard, Skills are assessed against anemployee based on the whether the employee has the skill or not (Compliant or NonCompliant). If you require another type of rating system, please speak to us aboutthis. Our experience has shown us that this is the most manageable way to assess

and manage Skills. This rating system is used through out Subscribe-HR Core HRModule and Recruitment Module. In the recruitment module, you can profileapplicants and vacancies based on whether a Skill is required for a Vacancy andwhether the applicant poses the Skill (Filtering).



CPD Settings Folder

CDP Setting allows you to set the amount of CPD Hours that are required for specificPositions. The CPD Start and CPD End Dates outline the year and following yearperiods that will be used to manage CPD. CPD Hour Target defines how many CPD

hours are required for that position in a year. The From Date and End Date fieldsallow you to record historical data if required. If you assign an End Date, the recordwill be no longer active. You then need to then enter a new record for that Job for thesystem to update Job Holders with new CPD Hours Required. Please note that if youare Archiving record, you need to do this at the end of the period ready for the newPeriod.



Work Patterns Folder

Work Patterns Record

Work Patterns are extremely important to the function of Absence in the Subscribe-HR. An Employee record requires a work pattern to be assigned to it as soon as anemployee record is created. The Work Pattern functionality is only configured tomanage a standard amount of hours per week e.g. Employee that work FTE = 1. E.g.37.5 Hours week.

The Work Pattern needs to be set-up as a regular occurrence e.g. 1 Week, 2 Week,4 Week. You can set-up 1 Week, 2 Week or 4 Week Work Patterns. All absenceentries are validated against work patterns to ensure that an absence is not going

into the system on a day that is a non working day or in a case where the absencebeing entered is greater that the hours expected to be worked on that day.

Here are Two Examples of Work Patterns that can be configured in Subscribe-HR.

2 Week Pattern:

Week 1 Monday 9:00am to 17:30pm, Tuesday 9:00am to 17:30pm Wednesday9:00am to 17:30pm, Thursday 9:00am to 17:30pm, Friday 9:00am to 17:30pm.

Week 2: Tuesday 11am to 19:30, Wednesday 11am to 19:30, Thursday 11am to

19:30, Friday 11am to 19:30, Saturday 11am to 19:30

4 Week Pattern:

Week 1: Monday 7:00am to 15:30pm, Tuesday 9:00am to 17:30pm, Wednesday6:00am to 14:30pm, Thursday 9:00am to 17:30pm, Friday 9:00am to 17:30pm.

Week 2: Tuesday 11am to 19:30, Wednesday 12pm to 20:30, Thursday 11am to19:30, Friday 11am to 19:30, Saturday 11am to 19:30Week 3: Monday 9:00am to 17:30pm, Tuesday 9:00am to 17:30pm Wednesday9:00am to 17:30pm, Thursday 9:00am to 17:30pm, Friday 9:00am to 17:30pm.Week 4: Tuesday 11am to 19:30, Wednesday 11am to 19:30, Thursday 11am to19:30, Friday 11am to 19:30, Saturday 11am to 19:30

Please Note: We are able to customise Work Patterns to meet your requirements ifthey are more complex.



One Week Work Pattern. Type Name and Select Type of Work Pattern, then enterdetails. This is a Standard Work Pattern.



Two Week Work Pattern.

Four Week Work Pattern



Property Folder

Property Record

All Company Property can be listed in the Property Folder. Each piece of CompanyProperty is listed as a unique item with a unique number/code. Once the piece ofproperty is assigned to an employee, it will be listed as being taken (Available = No),and will not be able to be assigned to another employee until it is returned.

There is a reminder generated in the system when and employee leaves, to notify theHR Manager that the company property needs to be returned prior to the employeeslast day at work. Property Type can also be assigned to Jobs so that when an

employee is linked to a job, the company property is assigned to that employee.The Property Type assigned to a Job is only guide as to what property comes withthe Job. It is not the actual property itself. Usually, property is linked to a Job ratherthan the Property being assigned straight to an employee.

To Create new Property, click on the Property Folder and then on Create. Once thepiece of Property has been successful created and saved, it will appear in theProperty List All.



Risks Folder

Risks Record

The Risks Folder Contains all Risk related information. Risks can be linked toEmployees Incidents. When a Risk is Created and Saved, it will appear in the RisksList All.



Company Policies Folder

Company Policies Record

Company Policy Information can be stored in the Company Policy Folder. ACompany Policy record needs to be saved prior to attaching a document.



KPI Folder

KPI Record

The KPI Folder contains all your organisations Key Performance Indicators Types.You are able to store KPI Types and Sub Types. If you only use Types, you are ableto turn Sub Types off in Maintenance. This will mean that you only rate Employees inthe Performance Sub Folder against KPI Type. After you create a KPI Type, it will besaved in List All. To create a KPI Sub Type, select the KPI Type, then Click on theKPI Sub Type Folder. Click Create to enter a New Sub Type for the KPI Type. Pleasespeak to us about your KPI rating requirements. We use a 1-5 Rating Scale asStandard with overall Rating provided by Averaging all KPI rating to give total overallscore.



Jobs Folder

Jobs Record

The Jobs folder contains all positions that are available in your organisation. Tocreate a New Job, Click on Create after clicking on the Job Folder. You need toCreate Jobs prior to assigning Job to Employee. Once a Job has been createdsuccessfully, it will be able to be accessed in List All. To access Job Record, selectthe relevant Job from List All.



In Maintenance, you are able to define a default percentage split for cost centres. Ifyou only use 1 Cost Centre, simply type 100% next to Cost Centre 1. Where everthere is a Money field in the system you will see that there is a corresponding amount

shown.



Job Benefits Sub Folder

Benefits can be assigned to Jobs. If a benefit has been assigned to a Job, when anemployee is assigned this Job, you will be able to say whether you would like toprovide this employee with the Job Benefit. The Employee cost field is autogenerated by reading from the Benefits Record and the Total Job Cost Field will beauto generated by Multiplying the number of people in the Job that are using thebenefit.



Job Description Sub FolderThe Job Description Sub Folder allows users to attached Job Descriptions to the Job.The From Date and Until Date Fields allows for archiving of Job Descriptions allowingfor the most up to date to be accessible.



Job Property Sub Folder

Property can be assigned to a Job so that when the Job is assigned to an employee,the system will ask if you want to assign the actual piece of Property to theemployee. The Property name here is only used as a guide as to what propertycomes with the Job, it is not the actual Property that is assigned under the PropertyFolder.



Job Skills Sub Folder

Job Skill Sub Folder allows for Skills to be linked to a Job. These Skills form the basisof a Skills profile in terms of Skills that are required to do that Job. Skills can bedefined as Mandatory to that Job. The Job details and Skills Profile can be turn into avacancy and form the basis or a Vacancy profile when searching for suitableapplicants. If the From Date and End Date in the Job Skills record are entered, theskill is not longer current and can be archived.



Employee Folder

Employee Record

To access an Employee Record, click on the employee folder located on left of thescreen.



To Enter a New Employee into the system, click Create.

Enter Information into the system. There are 4 Tabs of information (General, Safety,Leaver, Other) that can be entered. Once finished click Save. If information has beensuccessfully saved, you will be informed of this by a message displayed at the top ofthe record.



This is an example of a success save.

This is an example of an Unsuccessful save. In this case the error was caused by notentering mandatory field: Start date.



Once you have successfully entered employees into the system, to access employee

records click on the Employee Folder. You will be presented with a list of employeesto select from. To access a specific employee record, click on the required employeerecord.

Once an employee is selected, you will be presented with a list of sub-folders whichcontain specific information relating to that employee.



An Employee record consists of many different Sub Folders. These Sub Folders

include: Absence, Training Records, Medical, Property, Shares and Property. Theseactivities can be turned on and off and allocated to different users. See Security.

Employee Masterfile Tabs

In the main Employee template, core Employee information exists such as General,Safety, Leaver and Other. Please note, when attaching a photo, you must click attachprior to saving the employee record.



Employee Absence Sub Folder

All Absences for an employee should be entered into the Employee Absence SubFolder. To Enter an Absence for an Employee, select Employee record from List All,then select absence from Employee Sub Folder. Click Create.

Start Date and Absence Reason are Mandatory fields in Employee Absence. Thesystem will automatically calculate Total Days absent based on start and end date of

the absence. It will also calculate Working Hours Lost. Please note that an employeerequires a Work Pattern to be assigned to their record before absence details can beentered and calculated.

If employee does not hold enough leave balance to take paid leave, but they stillrequire to take this leave, simply tick check box at the top of the form (Unpaid Leave).This also applies to someone who does have sufficient Leave Balance but wishes totake unpaid leave. If Unpaid Leave is selected from Drop Down there is no need totick the unpaid leave checkbox.

If Absence type is Sick leave, Carer-based, you will be able to select Dependant fromdrop-down field. Dependant must exist in the in Dependant Sub Folder for this to be

possible. Once Absence is saved successfully, the absence record will be saved intoList All (historical data).



Leave balances can run into negative. In Maintenance / Annual Leave Settings youare able to select the amount of negative leave that is allowed. Once this amount is

reached, unpaid leave will need to be entered.The only type of open-ended absence that can exist in Subscribe-HR is an Incidentbased absence. All other absences must have start date and end date.

The system will automatically update leave balances (Annual and Sick Leave)foremployees. Please see Leave Balance Section.

Subscribe-HR stops Accruals for Leave in Maternity and Paternity periods asstandard.

Subscribe-HR stops Accruals for Leave in LSL periods.

If you Subscribe to the Self-Service module, Leave Requests will be able to beRequested, Authorised, Declined and Cancelled. Leave will not be able to becancelled after the leave Start Date has passed.



Employee Training Sub Folder

The Training Sub Folder is where all Training records for an Employee are enteredand stored. Certificate / Licence or Qualification records can be created directly froma Training instance. This can be done after the completion of the course. CourseName will be carried over to the Certificate / Licence or Qualification Record and willbecome the name of that new record.

If the course is not regularly used and the name does not exist in the drop-down field,simply click on the not regularly used Course check box. This will enable a text fieldwhere you can type the course name in.

CPD Hours required annually is a self generated field that is read from Maintenance /Settings. A running tally for CPD hours achieved in a calendar year can be review onthe employees Dash Board or in the Training Record itself.



Employee Medical Sub Folder

In the Employee Medical Sub Folder, you are able to record Medical relatedinformation that relates to an employee. There are two tabs in the employee medicalsubfolder. General and Surgery. You are able to link Medical check/ doctors visitrecords to Incidents using the link to incident check box at the bottom of the template.



Employee Property Sub Folder

Company Property can be assigned to an employee by way of the employee Job orby simply creating new Property record for an Employee. Each piece of Property isunique and can only be assigned to one person. Once the property is assigned to anemployee it is marked in the Company Property Folder as being used. When anemployee is turned into a leaver, the system will notify the user that they holdproperty that needs to be returned before they leave.



Employee Certificate Licence Sub Folder

Certificate and Licence Records can be created either by entering the record directlyinto the Sub Folder or by generating them from Training Sub Folder. Certificates andLicences can also be brought through from the Recruitment module when applicantis turned into and employee. If this is done, the check box (Previous Employment)will be ticked and the (btained Where) field will be populated. If only the HumanResource module is used, these fields can be used to simply information manually.



Employee Annual Leave Sub Folder

The Annual Leave Sub Folder contains Annual Leave specific for an individualemployee e.g Leave Balance and Allocation. This information starts from theEmployees Start Date and is automatically generated each anniversary (from StartDate). This means that each year, at the start of each anniversary year, a new recordis inserted into the employee annual leave Sub Folder. Rules that are found inMaintenance can be configured to govern whether leave is accrued or not, if annualleave can be carried forward, if it is accrued in Days or Hours etc. There is also asetting that exists that can allow leave balances to go into negative amounts e.g. 5Days or 32 hours. In an instance where an Employee requests leave and their leaverequest is greater that negative 5, the leave request will automatically be denied.

Annual Leave Balances are updated when an Employees Annual Leave request isauthorised.

Please note that if a data upload is performed, it will be done based on balances foran individual as of the date the upload data is captured at client end. Only when newEmployee records are entered into the system does an Annual Leave recordautomatically get populated into the Annual Leave Sub Folder, based on what theAnnual Leave maintenance setting are.

Field Meanings are:

Total Annual Amount. The amount of Leave (Hours or days) that a Person isentitled to once accrued. This can also be configured so that an employee isallocated an amount that they can access straight away, or after a waiting period(e.g. Probation).

Accrual Rate: The rate at which leave is accrued. E.g. 1.8 Days per month or 12Hours per month.

Accrual Rate Units: This is the unit that the accrual will accrue in e.g. Days or Hours.

Leave Accrual Interval. The Leave Accrual Interval Field allows for leave to beaccrued in interval amounts. E.g. 1.8 Days every 4 weeks, instead or monthly. Or 6

hours each 2 weeks.Leave Exclusion Period: This field, which can be configured in Maintenance,defines the period in which leave cannot be taken. E.g. Leave Exclusion Period 1Month. This means Employees are not able to take annual Leave in the first month ofemployment.

Leave Not Accrued: If this is Yes, employees are allocated a one of amount of leaveeach year. E.g. 20 days.



No Accrual in Probation: This field defines whether or not Leave is accrued in aperiod when the employee first starts. E.g. If this field was populated with 1 Month,leave would not accrue for the first month.

Leave Days Carried Forward: If Annual Leave can be carried forward, at the end ofeach anniversary from employee Start Date, any untaken leave will be carried over.This setting can be adjusted in Maintenance to not carry forward.

Leave Taken: Defines the amount of Annual Leave that has been taken in a period(from employee start date to anniversary).

Leave Remaining: The amount of Annual Leave Remaining that can be taken E.g.Current Leave Entitlement for Period plus any leave carried forward.



Employee Jobs Sub Folder

All Employee Job records are recorded in the Employee Jobs Sub Folder. MultipleCost Centres can be linked to a Job. These Cost Centres and the Percentage SplitsDefault from the Job Folder. This percentage split is used to show what the split is forSalary, Bonus, Training Costs and Benefits. Only one Job for an employee can existin a given period. This is validated by the system.



Employee Incidents Sub Folder

There are 5 Tabs contained in the Incidents Sub Folder. These Tabs allow you tomanage General, Authority, Rehabilitation and Insurance Information. RelatedHazards can be linked to Incidents. The Hazards need to be entered into the RisksFolder. If an Absence occurs as a result of the injury, an absence can be entered intothe absence record by clicking on the Absent Check Box and entering a from date.The until date does not need to be input until the person has returned to work. Oncethey return to work, enter the until date in the Incident Sub Folder and it willautomatically update the Absence Sub Folder. Please note, the Authority Rehab,Insurance Tabs will appear when first record is entered and saved.


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Employee Next of Kin Sub Folder

The Employee Next of Kin Sub Folder contains all information relating to EmployeesNext of Kin. All fields contained in this form are standard. There are no relationshipsthat exist between this form and any other part of the system.



Employee Shares Sub Folder

The Employee Shares Sub Folder contains all information relating to EmployeeShare offerings. You can record Date of Issue, Option Number and Option Price.When employee decides to exercise the Shares, you can record Exercise Date andExercise Price which will allow Exercise value to be automatically calculated.



Employee Disclosure Sub Folder

The Employee Disclosure Sub Folder contains all information relating to Disclosureof Employee information to Third Party Authorities. When HR or Payroll is contactedby Third party, this contact needs to be recorded against that employee in thissection of the system.



Employee Discipline Sub Folder

The Employee Discipline Sub Folder contains all information relating to EmployeeDiscipline. This Sub Folder has not special relationship with any other part of thesystem.



Employee Dependants Sub Folder

The Employee Dependants Sub Folder contains all information relating to employeeDependants. When you enter an Absence (Sick Carers) into the employees record,you are able to select a Dependant that relates to that specific Carers Sick Leaveinstance.



Employee Bank Details Sub Folder

The Employee Bank Details Sub Folder contains all information relating to EmployeeBank Accounts. For all Accounts that are in use, Employees can allocatepercentages of salary payments into multiple accounts. The Split amount field is amanually updated field.

Employee Work Pattern Sub Folder

The Employee Work Pattern Sub Folder contains all information relating to employeeWork Patterns. A Work Pattern must be assigned to an employee in order forAbsences and Leave Balances to function and calculate. When a new Work Patternis created, the start date defaults to the employee Start Date.

If an employee does not have a Work Pattern Assigned, the Absence, Sick Leaveand Annual Leave Employee Sub Folder will not function properly. Work Patterns canbe set-up in the Work Pattern Folder. See Work Patterns for more information. Oncean Employee has a Work Pattern Assigned, the Employee Calendar Sub folder willbe populated with day entries based on the Work Pattern Itself.

New Employee Work Patterns can be assigned to an employee simply by creatingnew. Once a new Work Pattern has been created, the old work pattern is stoped. The

current work pattern always runs from the work pattern start date + 1 day whichmeans the current work pattern is always 2 years in advance. Old work patternsremain stored against an employee as there will be historical data that requires this.



A Work Pattern can be assigned to an employee whos record has been created andhas not started e.g. Start Date in the Future. Absence records will not be able to beentered into the system if an employee does not have a work pattern.

* Please not that to create a new Work Pattern, you simply click create, select thenew work pattern and a start date, then click save. This will make previous workpattern redundant. Once a work pattern has been entered and the current date ispast the Work Pattern Start Date, the work pattern cannot be deleted. Once WorkPatterns are Saved all Fields are non-editable.

Employee Grievance Sub Folder

The Employee Grievance Sub Folder contains all information relating to employeeGrievances. This form has not specific relationship with any other part of the system.



Employee Salary Sub Folder

The Employee Salary Sub Folder contains all information relating to employeeSalary. There are Self Generated fields in this form which automatically tell you:What the Salary Increase Amount is (if not first Job), What the Percentage Increaseis, and what the Cost Centre Split Amounts are, if you are using Cost Centre SplitDefaults. FTE is an auto calculated filed also. This is based on what Standard Hoursfor the Job are and what the Actual Hours are.

There is also a tab in the Salary Sub Folder for Bonus recording. There are autogenerated Cost Centre Split Amount fields here also.

If you require Total Employee Cost Functionality, please let us know.



Employee Contract Sub Folder

The Employee Contract Sub Folder contains all information relating to EmployeeContracts. If an Employee is a Contractor, details about this contract can be storedhere. This form does not have any specific relationship with any other part of thesystem.



Employee Qualifications Sub Folder

The Employee Qualifications Sub Folder contains all information relating to employeeQualifications. If the Qualification has been brought through from RecruitmentProcess, the check box From Recruitment Process will be ticked. If the Qualificationhas been generated from Training, the cost of the qualification will be generatedfrom the Training Record. The Cost Centre Split will also be generated automaticallybased on the cost and the Cost Centre Split default.

Qualifications SubFolder



Employee Work History Sub Folder

The Employee Work History Sub Folder contains all information relating to employeeWork History. You are able to pass Work History (Work Experience) from theRecruitment Module. If these details have been passed, the From RecruitmentProcess check box at the bottom of the work will be ticked. If someone from thisEmployer acted as Reference, this will also be shown at the top of the form with theacted as Reference Check Box being ticked.



Employee Address Sub Folder

The Employee Address Sub Folder contains all information relating to employeeAddress. If correspondence is being sent via post, the address details will be used. Inthe Employee Sub Folder, you are able to define where to send postalcorrespondence e.g. home or work.


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Employee Superannuation Sub Folder

The Employee Superannuation Sub Folder contains all information relating to

Employee Superannuation. You are able to define what employer and employeecontribution percentages are.

If a Superannuation record has a Start and End Date, the record is no longer current.

* Please note, if you require Total Employee Cost functionality please let us know.


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Employee Performance Sub Folder

The Employee Performance Sub Folder contains all information relating to employeePerformance. Performance includes a number of tabs containing General, KPI andDevelopment information. KPI should be entered into the KPI folder. In Maintenance,you can define whether you Rate the KPI Type or the KPI Sub-Type. If you rate theKPI Type, then the Sub-Type will be de-activated. The KPI Rating can also bechosen from Maintenance. This rating is available as either Yes/No or a 1 5 Scale.We will be developing Performance plug in forms so that you are able to subscribe toa specific type of performance management style.

The development tab includes information relating to training and development needsfor an individual.

You are able to link Skills and Training to the Performance Sub Folder. To do this,first create the Performance Review. You can then go to Skills are create a SkillAssessment. If you wish to link the Skill to Performance you need to define the Skillas being not Compliant (Meaning it needs to be focused on from a DevelopmentPerspective). You can then also choose, or create a Training Course to place theperson to Develop this Skill. Choose Intervention then Training. A course needs to beset-up prior to it being able to be linked to the Skill. Once this is done, you will seethat there is a Summary being created in Performance.

* Please not, if you require customisation to this part of your system, please let usknow. We can rapidly develop performance appraisal forms/systems for you. AllOrganisation conduct Performance Management in different, unique ways dependant

on the businesss requirements. This is why we have developed a tool that can beused to Rapidly develop Performance Appraisal Functionality.



Employee Calendar Sub Folder

The Employee Calendar Sub Folder is populated by the Work Pattern that is currentto the Employee. Each of the entries in the calendar are individual days that exist inthe work pattern. If you click on the individual entries you will see the Date, Day ofthe Week, Expected Work Hours, Hours Actually Worked, and if the person wasabsent or not.

Each time a new work pattern is assigned to an employee, the calendar will beupdated with details of the new work patter.

* Please note, if you require dynamic work pattern tool for rolling and frequentlychanging work patterns, please let us know.



Employee Sick Leave Sub Folder

The Sick Leave Sub Folder contains Employees Sick Leave balances, entitlements

and settings. Sick Leave can be set-up to accrue or in most cases not to accrue. Youcan also set Sick Leave up to carry forward any unused Leave or not to. The systemdefault is to not accrue Sick Leave.

Field Meanings are:

Total Annual Amount. Sick Leave Amount allocated when employee starts. SickLeave can also be configured to accrue. This can be done in Maintenance.

Accrual Rate: The rate at which Sick leave is accrued. E.g. 1.8 Days per month or12 Hours per month. This only applies if your Organisation Accrues Sick Leave.

Accrual Rate Units: This is the unit that the accrual will accrue in e.g. Days orHours. This only applies if your Organisation Accrues Sick Leave.

Leave Accrual Interval. The Leave Accrual Interval Field allows for leave to beaccrued in interval amounts. E.g. 1.8 Days every 4 weeks, instead or monthly. Or 6hours each 2 weeks. This only applies if your organisation Accrues Sick Leave.

Leave Exclusion Period: This field, which can be configured in Maintenance,defines the period in which sick leave will not be paid. E.g. Leave Exclusion Period 1Month. This would mean that if an employee has Sickness in this exclusion, it wouldbe unpaid leave.

Leave Not Accrued: In Most Cases, Sick Leave will not be accrued. This is a defaultsetting for Sick Leave.

No Accrual in Probation: This field defines whether or not Sick Leave is accrued ina period when the employee first starts. E.g. If this field was populated with 1 Month,leave would not accrue for the first month. This only applies if your organisationAccrues Sick Leave.

Leave Days Carried Forward: If Sick Leave can be carried forward, at the end ofeach anniversary from employee Start Date, any untaken leave will be carried over.This setting can be adjusted in Maintenance to not carry forward.

Leave Taken: Defines the amount of Sick Leave that has been taken in a period(from employee start date to anniversary).

Leave Remaining: The amount of Sick Leave Remaining that can be taken E.g.Current Leave Entitlement for Period plus any Sick Leave carried forward.


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If you subscribe to the Self-Service module, managers will be able to submit SickLeave occurrences. When the employee calls in Sick, the Manager can go into theirrecord and submit Sick Leave for them with Start Date. When the Employee arrivesback at work they can enter the end date for the Sick Leave.

The End

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