Category: Admin / Configuration

USPS Transaction Queue Management

If your system is integrated with the state of Ohio’s payroll system, certain changes made in PeopleWerksHR generate transactions for updating the payroll system.  These transactions are not automatically processed until an authorized PeopleWerksHR user reviews and approves them.

The System Integration Queue found in the Fiscal menu shows the transactions that have been generated. The listing is ordered by the most recent transaction at the top.  Click on the column title to change the order.  Use the Quick Search or Free Search to help in your review process.

By clicking on the employee’s name, the system will show the data that will be updated in the payroll system.  On update type transactions, the data in red indicates the data fields that were changed.

Clicking on the Edit icon next to the employee’s name opens up the employee’s record so that data can be reviewed or edited there.

Once the transaction has been reviewed, the authorized user, who has permission to approve the transaction for processing, clicks on the Approval Status which provides options for approving, denying, holding or pending.  Notes can also be entered if needed.

To save time, if you have reviewed multiple transactions for a person, you can select the person in the Quick Search or Free Search and click on the Approve All Listed button.  There you can update the status and the system will update the status for all the transactions that were in the list.

Click on the Interactive Report button to generate transaction reports in various order and also to export the data to Excel.

 

User Permissions

Access to various functions within PeopleWerksHR is controlled first by security groups within your local active directory, and then secondly with granular permissions maintained within PeopleWerksHR for each user.  This allows your organization to specifically assign who has the ability to add/edit various data elements.

To add a new user there are three things to do:

  1. The user’s computer will need the FileMaker software installed if it is not already there.  If you need to purchase an additional FileMaker license, contact your PeopleWerksHR support person.
  2. In the User Management area of PeopleWerksHR, you need to select the name of the person and click on the the Edit access icon to change the user’s access level to the required security group, make sure that the System ID is correct for the login, and make any changes needed to the detail permissions.
  3. Let your tech person know to set the user up in the Active Directory with the same Access Level.  The System ID and the Access Level in PeopleWerksHR must match the data set up in the Active Directory.  If not, the user will receive an error message upon logging in.

There are options to add limitations for accessing only certain departments or buildings, too.  If there are not to be any limitations, do not select any of the options.

If you update permissions for a user, that user must log out and log back in to pick up the permission settings.

 

System Email Account Setting

In order for PeopleWerksHR to send out letters or notifications to others, an e-mail account needs to be set up.  This is done in the System Administration section in the Admin/Config menu.

For further information, contact PeopleWerksHR Support.

Operational Defaults

There are many system settings set in the Operational  Settings section found in the General Settings section of the System Administration & Functional Settings in the Admin/Config menu.

These settings are generally established at system installation time and are infrequently changed:

  • Employee ID
  • Login ID formats
  • System created email formats
  • Salary calculation settings
  • Archive check for new employees
  • Assets check for leaving employees
  • Days in queue for specific USPS integration transactions

Fiscal Year Setting

The current and next year fiscal year designations are set in the Operational  Settings section of the System Administration & Functional Settings in the Admin/Config menu.

If you are updating this fiscal years after the Fiscal Year Start Date, simply click on the Update Fiscal Years button and it will reset the current and next year dates.  If you want to set the fiscal years before the Start Date, then simply enter the Current Year and Next Year dates.

 

Employee Status Defaults

Employee Status Defaults and Settings are set in the Employment Settings section of the System Administration & Functional Settings in the Admin/Config menu.

When entering a new person, the system can be set to default the Employee Status to “Active” or “New Hire” or any of the statuses  that you have created in System Data.  This setting can be changed at different times of the year.  For example, during the spring months as people are being hired to start in the fall, they could be entered with a default status of “New Hire”.  However, after the beginning of the fiscal year, you could change the default status for new hires to “Active” such that any new people you add to the system will default to “Active”.  Again, this is a default setting used to speed up data entry but that can be overridden when entering a new person.

It is important to select the statuses that indicate “active” people so that the personnel list on the home page includes the people you want and that certain reports will know which people to include.  Check the boxes for the “active” statuses.

It is also important to select the end of work statuses since the system performs certain functions when an employee leaves employment.  Check the boxes for the “termination-type” statuses.

Background Check Defaults

Federal and state background check defaults are established in the Employment Settings section of the System Administration & Functional Settings in the Admin/Config menu.

These defaults are used to calculate the expiration date upon entering when a background check was done.

Seniority and Service Years Defaults

Seniority and Service Year defaults can be established in the Employment Settings section of the System Administration & Functional Settings in the Admin/Config menu.

These defaults can be set for use in various system processes that  relate to crediting time (service years) to an employee.

Position Status Defaults

Position Status defaults for Positions can be established in the Employment Settings section of the System Administration & Functional Settings in the Admin/Config menu.

The options for the Position Status dropdown list are setup in the  System Data Management section.

The Position Status can be used in the Position Listing to indicate if a position is filled, open, partially filled, on hold, etc.  Although the Position Status can manually be entered for the Position, it can be automatically updated base on the usage of the Approved FTE field and the employee job FTE field.