Category: Manage Jobs

Manage Volunteer Assignments

Volunteer assignments are managed separately from regular job assignments and can be found in the Volunteer Details section of the personnel record.

There you can add volunteer jobs (click Add Volunteer Job) and add volunteer hours (click Add Volunteer Hours) for the volunteer.

The list of  possible Volunteer Assignments is established in the System Data section of the Admin/Config menu.

To view all the volunteer assignments, click on the Go to Volunteer Assignments button found at the bottom of the volunteers list in the Volunteers section of the Personnel menu.  To further view all the volunteer hours, click on the Go to Volunteer Hours button at the bottom of the volunteer assignments list.

Manage Work Schedules

A Work Schedule defines where and when a job is performed.   It consists primarily of a work building but also can include a room number and location, the days of the week, the hours of the day and the FTE.

The Work Schedules are generally assigned in the Job section of the personnel  record; however, they can all be managed in the Work Schedules section in the Personnel menu.  There is no worksheet available to edit work schedules but this section provides a quicker way to make changes or add additional schedules for people.

To add a new Work Schedule, click on the Add Schedule button.  You will then select the person and the job that is applicable.

To edit an existing Work Schedule, click on the Edit icon next to the position.

 

View Job Assignments

An alternate way to look at all the job assignments is in the Job  Assignments section in the Personnel menu where the list is initially sorted by job assignment instead of person.

The summary information of a job assignment can be viewed by clicking on the position title.  The details can be viewed/edited by clicking on the Edit icon or the Edit Job Details button.

You can quickly archive job assignments from this section and can transfer people from one assignment to another.

Job Information

A job assignment is made up of the following information:

  • Job Statuses – Renew, non-renew, and district status
  • Job Identifiers – District job IDs, priority number, etc.
  • Dates – Hire and start dates, optional user-defined dates such as seniority date, etc.
  • Work Schedule – Work building(s) where the work is performed; work days and times when work is performed.
  • Current and Next Year Salary – Salary details.  Click here for more information.
  • Budget / Account Codes
  • Current and Next Year Contract – contract type, status and start and end dates
  • Evaluations

Delete Job Assignment

If an incorrect job assignment has been added to someone, click on the Archive icon to remove the job assignment.

The archive process gives you the option to delete instead of archive.  Choosing to delete should only be done if the job assignment is an error.

Archive Job Assignment

When someone is no longer assigned to a job, the job should be archived so that it still shows in the work history for the person.   Click on the Archive icon to remove the job assignment and put it into history.

The archive process gives you an option to delete instead of archive.  Choosing to delete should only be done if the job assignment is an error.

When archiving the job, the system will ask for a Job End Date.

Add New Job Assignment

Unlike a spreadsheet where you might just change the title for someone, in PeopleWerksHR, you must archive a job that a person no longer is doing and add the new job that the person is going to do.

For a new hire, click on the Add Job button in the Jobs/Evaluations section of their personnel record.

If someone has a job assignment but is moving from that job to another job, there are two options to consider:

  1. If the new job is in the same job classification and the contract and salary schedule are the same, click on the Transfer Job icon.  This saves you from entering the same information again for the new job. This process combines the archive of the current job with the add for the new job.
  2. If the new job is not in the same classification, then click on Add Job button and then click on the Archive Job icon. 

If a person has more than one job, it is advised that you set the Job Priority Number in the Job Details section to “1” for the primary job and use other numbers for the secondary jobs.

Home and Work Building Information

There are two fields related to buildings in the personnel record – Home Building and Work Building.

In the Name & Demographics section of the personnel record, PeopleWerksHR tracks the Home Building which is the primary location designated for a person (ex. where mail would be delivered).

In the Jobs section of the personnel record, PeopleWerksHR tracks the Work Buildings for an individual’s job assignment.  Typically, people only have one work building but if they do work in multiple buildings throughout the week, it is important that they be identified so that they can be used for directory reports and emergency call systems.  You can also enter day of the week and times of the day as part of the work schedule.