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 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.

Record a Salary Change

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.

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 "Salary" section, click Salary Change.
3. Select the Currency and enter the amount of the new Salary.
4. 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.
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. To review the employee's past and current salaries, click View Salary History underneath the "Salary" section.

Troubleshooting

An error message appears when Confirm is clicked.

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 Return (do not save changes).

The correct currency is not available for selection.

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

The salary is incorrect.

Click Correct This Information 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.

Add Language Proficiency

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.

1. In the person's record, click Qualifications in the side menu to jump to the "Qualifications" section of the record.
2. Click Add Language Proficiency.
3. Select the Language to add.
4. Select the person's Speaking Proficiency in that language: Elementary, Limited Working, Professional Working, Full Professional or Fluent.
5. Select the person's Reading Proficiency in that language.
6. Select the person's Writing Proficiency in that language.
7. 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.
8. The language information appears on the person's record. Repeat for each language in which the person is proficient.

Troubleshooting

An error message appears when Confirm is clicked.

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 Return (do not save changes).

The correct language is not available for selection.

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

Add a Competency

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.

1. In the person's record, click Qualifications in the side menu to jump to the "Qualifications" section of the record.
2. Click Add Competency.
3. Select the Competency Type from the first menu.
4. The available competencies for that competency type will display in the second menu. Select the Competency to add.
5. If the employee has been evaluated for the competency, select the Evaluation result.
6. Select the date the person was Last Evaluated.
7. 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.
8. Repeat for each competency that the person has.

Update an evaluation by clicking Update This Information beside the competency's name. After adding the competency, you can review the evaluation history of a single competency by clicking View Evaluation History beside the competency's name, or view all competency evaluations for the employee by clicking Competency Evaluations at the top of the "Qualifications" section.

Troubleshooting

An error message appears when Confirm is clicked.

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 Return (do not save changes).

The correct competency type is not available for selection.

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

The correct competency is not available for selection.

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

The evaluation result is not available for selection.

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

Schedule a Training Course

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.

1. In the person's record, click Training Courses in the side menu to jump to the "Training Courses" section of the record.
2. Click Schedule Course.
3. Select the Course Name from the first menu.
4. The available classes for that course will display in the second menu. Select the Course to schedule for the employee.
5. Select the Request Date, the date the employee was requested to attend the course (today's date is entered by default).
6. Select the person or group who Requested that the employee take the training course.
7. Enter any Notes about the course request or scheduling.
8. Select whether the course is a Retraining for the employee.
9. Select whether the employee has Completed the course.
10. If the employee has been evaluated for the course, select the Evaluation result.
11. 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

This option is not available.

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.

An error message appears when Confirm is clicked.

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 Return (do not save changes).

The correct training course is not available for selection.

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).

The requestor is not available for selection.

The requestor must be added to the system by a Training Manager or HR Manager (see Add Requestors of a Training Course).

The correct evaluation is not available for selection.

The evaluation must be added to the system by a Training Manager or HR Manager (see Add an Evaluation of a Training Course).

Evaluate Training Course Competencies

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.

1. In the person's record, click Training Courses in the side menu to jump to the "Training Courses" section of the record.
2. Beside the course's name, click Course Competency Evaluations.
3. Under each competency associated with the training course, select the Evaluation result.
4. Select the Evaluation Date (today's date is entered by default).
5. Enter any Notes about the evaluation.
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

This option is not available.

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.

An error message appears when Confirm is clicked.

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 Return (do not save changes).

The correct competency does not appear for the training course.

The HR Manager or Training Manager must associate the competency with the training course (see Add a Training Course).

The correct evaluation is not available for selection.

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

Add an Application

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).

1. In the person's record, click Application in the left menu to jump to the "Application" section of the record.
2. Click Add Application.
3. 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.
4. Complete as many of the other Applicant Questions as are applicable.
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.

Troubleshooting

This option is not available.

Make sure the Application module is enabled (see Disable the Application Module). Only the System Administrator can enable and disable modules.

An error message appears when Confirm is clicked.

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 Return (do not save changes).

The application information has changed.

Click Update This Information under the "Application" section of the person's record to change or update any of the application fields.

Log Interview Details

While an applicant is under review, record details about any interviews with the applicant.

1. In the person's record, click Application in the left menu to jump to the "Application" section of the record.
2. Click Log Interview Details.
3. The Date of Interview is set to today's date by default. If this is incorrect, change it.
4. Enter the names of People Conducting Interview.
5. Enter any Comments about the interview.
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.

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.

Troubleshooting

This option is not available.

Make sure the Application module is enabled (see Disable the Application Module). Only the System Administrator can enable and disable modules.

An error message appears when Confirm is clicked.

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 Return (do not save changes).

The interview information is incorrect.

Click Correct This Information beside the appropriate interview in the "Application" section of the employee's record to edit any of the fields.