iHRIS:Manage People

Click Manage People 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.

Add Person

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.

1. On the Home page or in the left side menu, click Manage People.
2. Click Add Person.
3. Enter the person's Surname, First Name and any Other Names in the appropriate fields.
4. Select the person's Nationality from the menu.
5. Select the person's country of residence from the first menu under Residence.
6. A list of districts in that country will appear in the second menu under Residence; select the person's district of residence.
7. A list of counties in that district will appear in the third menu under Residence; select the person's county of residence (optional).
8. Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.
9. The person's record appears with options to add additional information divided into sections.

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).

Troubleshooting

An error message displays when the Confirm button is clicked.

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 Return (do not save changes).

An error message appears when the name is entered.

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.

The nationality is not available for selection.

The HR Manager must add the nationality as a country (see Add a country).

Set Position

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).

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.

1. From the employee's record, click Set Position under the "Individual Information" section.
2. In the Position menu, select the open position for the employee.
3. 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.
4. Under Salary, select the currency that the employee is paid in and enter the salary that the employee is paid.
5. Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.
6. 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.

Troubleshooting

The Set Position option does not appear for an old employee.

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).

An error message appears when Confirm is clicked.

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 Return (do not save changes).

There is no open position to set for the employee.

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).

The correct currency is not available for selection.

The currency must be added to the system by an HR Manager (see Add a currency).

Add Identifications

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.

1. In the person's record under the "Individual Information" section, click Add Identification.
2. Select the Identification Type.
3. Enter the number or other identifier for the identification in the Identification Number box.
4. Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.

Troubleshooting

An error message appears when the Confirm button is clicked.

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 Return (do not save changes).

The identification type is not available for selection.

Only the HR Manager can add new identification types to the system (see Add an identification type).

The identification information needs to be changed.

In the person's record, under "Individual Information," click Update This information beside the incorrect identification to edit it.

More than one identification is required.

For each identification, click Add Identification and add the new identification.

Add Demographic Information

Add demographic information about the employee for reporting purposes. Demographic information includes date of birth, gender, marital status and number of dependents.

1. In the employee's record under the "Individual Information" section, click Add Demographic Information. All demographic information is optional.
2. Set the employee's Date of Birth.
3. Select the employee's Gender.
4. Select the employee's Marital Status.
5. Enter the Number of Dependents for the employee.
6. Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.

Troubleshooting

The correct marital status is not available for selection.

Only the HR Manager can add new marital statuses to the system (see Add a marital status).

The demographic information needs to be changed.

In the employee's record under the "Individual Information" section, click Update This information beside the demographic information to update any of the fields.

Add Contact Information

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.

1. In the employee's record, click Contact Information in the side menu to jump to the "Contact Information" section of the record.
2. Click the link for the type of contact information to add.
3. Enter the full Mailing Address.
4. Enter a primary Telephone Number.
5. Enter an Alternate Telephone Number, such as a mobile phone.
6. Enter a Fax Number.
7. Enter an Email Address.
8. Enter any Notes, such as the name of an emergency contact.
9. Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.
10. Repeat for each type of contact to add for the person.

Troubleshooting

The correct Add Contact link doesn't appear.

Make certain that contact information hasn't already been added. For example, if the Add Personal Contact 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.

Contact information that was previously entered needs to be changed.

In the employee's record under the "Contact Information" section, click Update This Information beside the type of contact information to change and edit any field.

Add a Benefit or Special Payment

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.

1. In the employee's record, click Position Information in the side menu to jump to the "Position Information" section.
2. Click Add Benefit/Special Payment.
3. Select the Benefit Type.
4. Select the Source of the payment, if there is one.
5. Select the Currency for the payment and enter the Amount.
6. Select the Start Date of the payment.
7. Select the End Date of the payment.
8. 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.
9. Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.

Troubleshooting

An error message displays when the Confirm button is clicked.

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 Return (do not save changes).

The correct benefit type is not available for selection.

The benefit type must be added to the system by an HR Manager (see Add benefit type).

The correct source is not available for selection.

The source must be added to the system by an HR Manager (see Add salary sources).

The correct currency is not available for selection.

The currency must be added to the system by an HR Manager (see Add a currency).

More than one benefit is paid to the employee.

For each payment, click Add Benefit/Special Payment and add the new payment.

The benefit information needs to be changed.

In the employee's record under "Position Information," click Update This information beside the benefit to change any field.

Record a Departure

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.

1. In the employee's record, click Position Information in the side menu to jump to the "Position Information" section of the record.
2. Under the position, click Record a Departure.
3. The End Date for employment is set to today's date by default. If that is not correct, change the date.
4. Select the Reason for Departure.
5. 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.
6. Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.

Troubleshooting

An error message is displayed when the Confirm button is clicked.

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 Return (do not save changes).

The reason for departure is not available for selection.

The HR Manager must add the reason for departure to the system (see Add a reason for departure).

Record a Position Change

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.

1. In the employee's record, click Position Information in the side menu to jump to the "Position Information" section of the record.
2. Underneath the position click Change Position.
3. Under the "New Position" section, select the new Position from the menu of open positions.
4. 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.
5. 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.
6. Under the Current Position section, select the Reason for Position Change.
7. 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.
8. Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.
9. Click View Position History 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.

Troubleshooting

An error message is displayed when the Confirm button is clicked.

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 Return (do not save changes).

The new position is not available for selection.

The position must be added first and marked as an open position (see Add, update or discontinue positions).

The reason for the position change is not available for selection.

The HR Manager must add the reason to the system (see Add a reason for departure{linkID=790}).

The correct currency is not available for selection.

The HR Manager must add the currency to the system (see Add a currency).

There is an error in any position.

Click Correct This Information 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.