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| Click <u>Manage People</u> to add a new employee or applicant record to the system, and to search for and update records that have been entered into the system. Also complete job applications for open positions, review completed applications and assign a position to the successful applicant.
| | #REDIRECT [[iHRIS:Manage People (4.0.5)]] |
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| == Add Person ==
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| To track a person in the database, whether an employee or a job applicant, add a record for that person by clicking the Add Person option. Certain information is required to start a new record. Once the record is generated, additional options for adding data about the person will become available. Either an HR Staff person or an HR Manager can add a new person to the system.
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| # On the Home page or in the left side menu, click <u>Manage People</u>. | |
| # Click <u>Add Person</u>.
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| # Enter the person's '''Surname''', '''First Name''' and any '''Other Names''' in the appropriate fields.
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| # Select the person's '''Nationality''' from the menu.
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| # Select the person's country of residence from the first menu under '''Residence'''.
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| # A list of districts in that country will appear in the second menu under '''Residence'''; select the person's district of residence.
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| # A list of counties in that district will appear in the third menu under '''Residence'''; select the person's county of residence (optional).
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| # The person's record appears with options to add additional information divided into sections.
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| Note that you can click the Hide/Expand option at the top of any section to hide or display that section. You can edit or update a person's record at any time by searching for the record (see Search Records).
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| === Troubleshooting ===
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| '''An error message displays when the Confirm button is clicked.'''
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| Make sure all required fields have been completed. The Surname, First Name, Nationality, Country and District fields are all required. Required fields will be outlined in red. Fill in the missing information and try saving again. If you do not want to add a new record after all, click <code>Return (do not save changes)</code>.
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| '''An error message appears when the name is entered.'''
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| There may be another record in the system with the same first name and surname. The system will provide a link to the matching record to review. If the records are for the same person, the original record may be updated with any new information by clicking that link. If the records are for different people, check the box to ignore the error and confirm the new record.
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| '''The nationality is not available for selection.'''
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| The HR Manager must add the nationality as a country (see Add a country).
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| == Set Position ==
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| Immediately after an employee has been added to the system, the employee's record displays. The next step is to set the position that the employee will fill. Until the position has been set, the employee will not appear in any current employee lists. The employee's position must have been created in the system and have been designated as open (the position is not filled by another employee or discontinued).
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| If an employee leaves a position and is not assigned a new one, that employee is considered an "old employee" who has left the organization. However, the employee may return to work in a new position. In that case, also follow these steps to set a position for the old employee.
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| # From the employee's record, click <u>Set Position</u> under the "Individual Information" section.
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| # In the Position menu, select the open position for the employee.
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| # The '''Start Date,''' the date that the employee started work in that position, is set to today's date by default. Select a new date from the menu if the start date is different.
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| # Under '''Salary''', select the currency that the employee is paid in and enter the salary that the employee is paid.
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| # The new position information will appear in the employee's record in the "Position Information" section. Click the position title to view information about that position.
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| === Troubleshooting ===
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| '''The Set Position option does not appear for an old employee.'''
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| The Job Application module is enabled. Complete an application form for the employee (see Add an Application) and then make a job offer for that employee to set the position (see Make a Job Offer). Alternatively, the System Administrator can disable the Application module, and the Set Position option will become available (see Disable the Application Module).
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| '''An error message appears when Confirm is clicked. '''
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| Make certain that a position has been selected and the salary has been entered. All required fields are outlined in red. Fill in the missing information and try saving again. If you do not want to set a position after all, click <code>Return (do not save changes)</code>.
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| '''There is no open position to set for the employee.'''
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| The position must be created in the system and marked open before it can be assigned to an employee (see Add, update or discontinue a position).
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| '''The correct currency is not available for selection.'''
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| The currency must be added to the system by an HR Manager (see Add a currency).
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| == Add Identifications ==
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| Your organization may require one or more identifications from employees and job applicants. Add this identification information to the person's record. Multiple identifications may be added for a single person.
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| # In the person's record under the "Individual Information" section, click <u>Add Identification</u>.
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| # Select the '''Identification Type'''.
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| # Enter the number or other identifier for the identification in the '''Identification Number''' box.
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''An error message appears when the Confirm button is clicked.'''
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| Make certain that all required fields have been completed. Required fields are outlined in red. Fill in the missing information and try saving again. If you do not want to add an identification after all, click <code>Return (do not save changes)</code>.
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| '''The identification type is not available for selection.'''
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| Only the HR Manager can add new identification types to the system (see Add an identification type).
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| '''The identification information needs to be changed.'''
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| In the person's record, under "Individual Information," click <u>Update This information</u> beside the incorrect identification to edit it.
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| '''More than one identification is required.'''
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| For each identification, click <u>Add Identification</u> and add the new identification.
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| == Add Demographic Information ==
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| Add demographic information about the employee for reporting purposes. Demographic information includes date of birth, gender, marital status and number of dependents.
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| # In the employee's record under the "Individual Information" section, click <u>Add Demographic Information</u>. All demographic information is optional.
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| # Set the employee's '''Date of Birth'''.
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| # Select the employee's '''Gender'''.
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| # Select the employee's '''Marital Status'''.
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| # Enter the '''Number of Dependents''' for the employee.
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''The correct marital status is not available for selection.'''
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| Only the HR Manager can add new marital statuses to the system (see Add a marital status).
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| '''The demographic information needs to be changed.'''
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| In the employee's record under the "Individual Information" section, click <u>Update This information</u> beside the demographic information to update any of the fields.
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| == Add Contact Information ==
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| For each person in the system, whether an employee or a job applicant, four types of contact information may be added: personal, or home, contact; work contact; emergency contact; and other contact. Only one contact may be added for each type. Contact information may be added at any time after the record is created. All contact fields are optional.
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| # In the employee's record, click <u>Contact Information</u> in the side menu to jump to the "Contact Information" section of the record.
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| # Click the link for the type of contact information to add.
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| # Enter the full '''Mailing Address'''.
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| # Enter a primary '''Telephone Number'''.
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| # Enter an '''Alternate Telephone Number''', such as a mobile phone.
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| # Enter a '''Fax Number'''.
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| # Enter an '''Email Address'''.
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| # Enter any '''Notes''', such as the name of an emergency contact.
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| # Repeat for each type of contact to add for the person.
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| === Troubleshooting ===
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| '''The correct Add Contact link doesn't appear.'''
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| Make certain that contact information hasn't already been added. For example, if the <u>Add Personal Contact</u> link doesn't appear, check the "Contact Information" section of the employee's record for a "Personal Contact" section. You can then change the previously entered contact information.
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| '''Contact information that was previously entered needs to be changed.'''
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| In the employee's record under the "Contact Information" section, click <u>Update This Information</u> beside the type of contact information to change and edit any field.
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| == Add a Benefit or Special Payment ==
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| If an employee receives an irregular or one-time benefit or special payment -- such as an allowance, travel advance or relocation payment -- in addition to the regular salary, that can be noted in the employee's record under the employee's Position Information.
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| # In the employee's record, click <u>Position Information</u> in the side menu to jump to the "Position Information" section.
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| # Click <u>Add Benefit/Special Payment</u>.
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| # Select the '''Benefit Type'''.
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| # Select the '''Source''' of the payment, if there is one.
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| # Select the '''Currency''' for the payment and enter the '''Amount'''.
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| # Select the '''Start Date''' of the payment.
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| # Select the '''End Date''' of the payment.
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| # Select the '''Recurrence Frequency''' of the payment: once, weekly, monthly or yearly. If the frequency is set to "once," the start date and end date should be the same or the end date may not be entered.
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''An error message displays when the Confirm button is clicked.'''
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| Make sure that all of the required fields have been completed. The required fields are outlined in red. Fill in the missing information and try saving again. If you do not want to add a special payment after all, click <code>Return (do not save changes)</code>.
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| '''The correct benefit type is not available for selection.'''
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| The benefit type must be added to the system by an HR Manager (see Add benefit type).
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| '''The correct source is not available for selection.'''
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| The source must be added to the system by an HR Manager (see Add salary sources).
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| '''The correct currency is not available for selection.'''
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| The currency must be added to the system by an HR Manager (see Add a currency).
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| '''More than one benefit is paid to the employee.'''
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| For each payment, click <u>Add Benefit/Special Payment</u> and add the new payment.
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| '''The benefit information needs to be changed.'''
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| In the employee's record under "Position Information," click <u>Update This information</u> beside the benefit to change any field.
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| == Record a Departure ==
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| When an employee leaves the employment of the organization, the date of and reason for departure should be recorded in the employee's record. The employee will become an inactive (or "old") employee in the system, but the employee's data will still be available for historical reporting.
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| # In the employee's record, click <u>Position Information</u> in the side menu to jump to the "Position Information" section of the record.
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| # Under the position, click <u>Record a Departure</u>.
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| # The '''End Date''' for employment is set to today's date by default. If that is not correct, change the date.
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| # Select the '''Reason for Departure'''.
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| # Select the '''New Status''' for the position: Open or Discontinued; if the position is marked "Open," it will be available for assignment to another employee or applicant.
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''An error message is displayed when the Confirm button is clicked.'''
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| Make sure that all the fields have been completed. Required fields are outlined in red. Fill in any missing information and try saving again. If you do not want to record a departure after all, click <code>Return (do not save changes)</code>.
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| '''The reason for departure is not available for selection.'''
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| The HR Manager must add the reason for departure to the system (see Add a reason for departure).
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| == Record a Position Change ==
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| When an employee changes from one position to another in the organization, the position change should be recorded in the employee's record. All of the positions that the employee has held in the organization are saved to the employee's Position History, which can be reviewed at any time.
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| # In the employee's record, click <u>Position Information</u> in the side menu to jump to the "Position Information" section of the record.
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| # Underneath the position click <u>Change Position</u>.
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| # Under the "New Position" section, select the new '''Position''' from the menu of open positions.
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| # The '''Start Date''' for the new position is set to today's date by default. If this is not correct, change it. This will also be the end date for the employee's old position.
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| # Select the '''Currency''' and enter the amount of the '''Salary''' for the new position; this may be the same as the employee's previous salary.
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| # Under the Current Position section, select the '''Reason for Position Change'''.
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| # In the '''Status''' menu, select whether the current position will be re-opened or discontinued; if the position is marked "Open," it will be available to assign to another employee or applicant.
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| # Click <u>View Position History</u> under the "Position Information" section to view a list of all the positions that the employee has held in the organization, their start dates and end dates.
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| === Troubleshooting ===
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| '''An error message is displayed when the Confirm button is clicked.'''
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| Make sure that all the fields have been completed. Required fields are outlined in red. Fill in any missing information and try saving again. If you do not want to change the position after all, click <code>Return (do not save changes)</code>.
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| '''The new position is not available for selection.'''
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| The position must be added first and marked as an open position (see Add, update or discontinue positions).
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| '''The reason for the position change is not available for selection.'''
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| The HR Manager must add the reason to the system (see Add a reason for departure{linkID=790}).
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| '''The correct currency is not available for selection.'''
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| The HR Manager must add the currency to the system (see Add a currency).
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| '''There is an error in any position.'''
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| Click <u>Correct This Information</u> beside the position in the "Position Information" section of the employee's record to correct the error. Only the HR Manager can correct position errors.
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| == Record a Salary Change ==
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| If an employee's salary changes, the new salary can be updated in the employee's record. The old salary will be saved in the employee's Salary History, which may be reviewed at any time.
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| # In the employee's record, click <u>Position Information</u> in the side menu to jump to the "Position Information" section of the record.
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| # Underneath the "Salary" section, click <u>Salary Change</u>.
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| # Select the '''Currency''' and enter the amount of the new '''Salary'''.
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| # The '''Start Date''' when the new salary will become effective is set to today's date by default. If that is not correct, change it.
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| # To review the employee's past and current salaries, click <u>View Salary History</u> underneath the "Salary" section.
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| === Troubleshooting ===
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| '''An error message appears when Confirm is clicked.'''
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| Make certain that the required fields have been entered. Required fields are outlined in red. Fill in the missing information and try saving again. If you do not want to change the salary after all, click <code>Return (do not save changes)</code>.
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| '''The correct currency is not available for selection.'''
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| The currency must be added to the system by an HR Manager (see Add a currency).
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| '''The salary is incorrect.'''
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| Click <u>Correct This Information</u> beside the salary in the "Position Information" section of the employee's record to correct the error. Only the HR Manager can correct salary errors.
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| == Add Language Proficiency ==
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| To track employees' and applicants' foreign language skills, add language proficiencies to a person's record. Proficiency level in speaking, reading and writing each language can be recorded separately.
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| # In the person's record, click <u>Qualifications</u> in the side menu to jump to the "Qualifications" section of the record.
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| # Click <u>Add Language Proficiency</u>.
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| # Select the '''Language''' to add.
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| # Select the person's '''Speaking Proficiency''' in that language: Elementary, Limited Working, Professional Working, Full Professional or Fluent.
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| # Select the person's '''Reading Proficiency''' in that language.
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| # Select the person's '''Writing Proficiency''' in that language.
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| # The language information appears on the person's record. Repeat for each language in which the person is proficient.
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| === Troubleshooting ===
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| '''An error message appears when Confirm is clicked.'''
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| Make certain that all fields have been completed. Required fields are outlined in red. Fill in the missing information and try saving again. If you do not want to add the language after all, click <code>Return (do not save changes)</code>.
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| '''The correct language is not available for selection.'''
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| The language must be added to the system by an HR Manager (see Add a language).
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| == Add a Competency ==
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| To track employees' and applicants' competencies--specific skills that may qualify that person for a particular job--add multiple competencies to a person's record. Each competency is grouped under a broad category, or competency type. An employee's competencies can be evaluated, and evaluations can be updated and tracked in the employee's evaluation history.
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| # In the person's record, click <u>Qualifications</u> in the side menu to jump to the "Qualifications" section of the record.
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| # Click <u>Add Competency</u>.
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| # Select the '''Competency Type''' from the first menu.
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| # The available competencies for that competency type will display in the second menu. Select the '''Competency''' to add.
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| # If the employee has been evaluated for the competency, select the '''Evaluation''' result.
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| # Select the date the person was '''Last Evaluated'''.
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| # Repeat for each competency that the person has.
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| Update an evaluation by clicking <u>Update This Information</u> beside the competency's name. After adding the competency, you can review the evaluation history of a single competency by clicking <u>View Evaluation History</u> beside the competency's name, or view all competency evaluations for the employee by clicking <u>Competency Evaluations</u> at the top of the "Qualifications" section.
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| === Troubleshooting ===
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| '''An error message appears when Confirm is clicked.'''
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| Make certain that all fields have been completed. Required fields are outlined in red. Fill in the missing information and try saving again. If you do not want to add the competency after all, click <code>Return (do not save changes)</code>.
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| '''The correct competency type is not available for selection.'''
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| The competency type must be added to the system by an HR Manager (see Add a competency type).
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| '''The correct competency is not available for selection.'''
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| The competency must be added to the system by an HR Manager (see Add a competency).
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| '''The evaluation result is not available for selection.'''
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| The competency evaluation must be added to the system by an HR Manager (see Add a competency evaluation).
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| == Schedule a Training Course ==
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| If an employee is going to take a training course, or the employee has completed a course and needs to be evaluated, schedule the training course for the employee. The Training Manager, as well as HR Staff, can schedule training courses.
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| # In the person's record, click <u>Training Courses</u> in the side menu to jump to the "Training Courses" section of the record.
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| # Click <u>Schedule Course</u>.
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| # Select the '''Course Name''' from the first menu.
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| # The available classes for that course will display in the second menu. Select the '''Course''' to schedule for the employee.
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| # Select the '''Request Date''', the date the employee was requested to attend the course (today's date is entered by default).
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| # Select the person or group who '''Requested''' that the employee take the training course.
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| # Enter any '''Notes''' about the course request or scheduling.
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| # Select whether the course is a '''Retraining''' for the employee.
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| # Select whether the employee has '''Completed''' the course.
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| # If the employee has been evaluated for the course, select the '''Evaluation''' result.
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''This option is not available.'''
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| Make certain that the In-service Training Management Module has been enabled (see Enable the In-Service Training Management Module). Only the System Administrator can turn on the module.
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| '''An error message appears when Confirm is clicked.'''
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| Make certain that all fields have been completed. Required fields are outlined in red. Fill in the missing information and try saving again. If you do not want to schedule the training course after all, click <code>Return (do not save changes)</code>.
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| '''The correct training course is not available for selection.'''
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| The training course must be added to the system by a Training Manager or HR Manager (see Add a Training Course). At least one class must be scheduled for the training course as well (see Schedule a Course).
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| '''The requestor is not available for selection.'''
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| The requestor must be added to the system by a Training Manager or HR Manager (see Add Requestors of a Training Course).
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| '''The correct evaluation is not available for selection.'''
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| The evaluation must be added to the system by a Training Manager or HR Manager (see Add an Evaluation of a Training Course).
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| == Evaluate Training Course Competencies ==
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| A training course may have competencies associated with it. If so, when an employee completes the training course, the Training Manager or HR Staff may evaluate the employee in the associated competencies. The evaluated competencies are then added to the list of the employee's qualifications.
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| # In the person's record, click <u>Training Courses</u> in the side menu to jump to the "Training Courses" section of the record.
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| # Beside the course's name, click <u>Course Competency Evaluations</u>.
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| # Under each competency associated with the training course, select the '''Evaluation''' result.
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| # Select the '''Evaluation Date''' (today's date is entered by default).
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| # Enter any '''Notes''' about the evaluation.
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''This option is not available.'''
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| Make certain that the In-service Training Management Module has been enabled (see Enable the In-Service Training Management Module). Only the System Administrator can turn on the module.
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| '''An error message appears when Confirm is clicked.'''
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| Make certain that all fields have been completed. Required fields are outlined in red. Fill in the missing information and try saving again. If you do not want to evaluate the competency after all, click <code>Return (do not save changes)</code>.
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| '''The correct competency does not appear for the training course.'''
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| The HR Manager or Training Manager must associate the competency with the training course (see Add a Training Course).
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| '''The correct evaluation is not available for selection.'''
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| The evaluation must be added to the system by an HR Manager (see Add a Competency Evaluation).
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| == Add an Application ==
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| A job application can be added for any person in the system. Adding a job application puts the person in consideration for any open position. Records with a completed job application but that do not already have a set position are considered "applicants" rather than employees of the organization. Employees with a set position can also have a job application on file for open positions, to manage internal hiring efforts. Until the applicant has applied for an open position, the applicant will not appear in any applicant lists. The applicant may only apply for positions that have been created in the system and have been designated as open (the position is not filled by another employee or discontinued).
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| # In the person's record, click <u>Application</u> in the left menu to jump to the "Application" section of the record.
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| # Click <u>Add Application</u>.
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| # Under '''Position(s)''', select the open position that the applicant is applying for; select more than one position by holding down the CTRL key while clicking each position.
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| # Complete as many of the other '''Applicant Questions''' as are applicable.
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''This option is not available.'''
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| Make sure the Application module is enabled (see Disable the Application Module). Only the System Administrator can enable and disable modules.
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| '''An error message appears when Confirm is clicked.'''
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| Make certain that a position has been selected for the application. The position is required. Other applicant questions may also be required. All required fields are outlined in red. Fill in the missing information and try saving again. If you do not want to add an application after all, click <code>Return (do not save changes)</code>.
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| '''The application information has changed.'''
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| Click <u>Update This Information</u> under the "Application" section of the person's record to change or update any of the application fields.
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| == Log Interview Details ==
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| While an applicant is under review, record details about any interviews with the applicant.
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| # In the person's record, click <u>Application</u> in the left menu to jump to the "Application" section of the record.
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| # Click <u>Log Interview Details</u>.
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| # The '''Date of Interview''' is set to today's date by default. If this is incorrect, change it.
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| # Enter the names of '''People Conducting Interview'''.
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| # Enter any '''Comments''' about the interview.
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| Repeat the process for each additional interview. The details of each interview are displayed in the person's record under the "Application" section and can be reviewed at any time.
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| === Troubleshooting ===
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| '''This option is not available.'''
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| Make sure the Application module is enabled (see Disable the Application Module). Only the System Administrator can enable and disable modules.
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| '''An error message appears when Confirm is clicked.'''
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| Make certain that the required fields have been completed. All required fields are outlined in red. Fill in the missing information and try saving again. If you do not want to log an interview after all, click <code>Return (do not save changes)</code>.
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| '''The interview information is incorrect.'''
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| Click <u>Correct This Information</u> beside the appropriate interview in the "Application" section of the employee's record to edit any of the fields.
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