In the Notes section of the personnel record, you can record conversations or contacts made with the person. Click on the Add Notes button to create a new entry. Keep in mind that confidential information entered here would be viewable by other users – it is not restricted to just the user who is entering the information.
Category: Personnel Details
There are three personnel types used in PeopleWerksHR – Employee, Substitute and Volunteer. A person can be identified as one or more of these types. It is important that a person has only one personnel record in the system regardless of their personnel type(s).
The three sections of Employees, Substitutes, and Volunteers in the Personnel menu provide an easy way to manage the different types of personnel. If someone is identified as being all three types, they will appear in each of these sections even though they only have one record in the system.
When adding a new person to the system, make sure to mark what personnel type they are. If you are in the Employees section of the Personnel menu, the Employee checkbox will automatically be marked but you can mark the other boxes as well, if applicable. If you are in the Substitutes section, the Substitute checkbox will automatically be marked. If you are in the Volunteers section, the Volunteer checkbox will automatically be marked.
Over the course of employment, if a person changes or adds responsibilities, click on the Edit Work Summary button found in the Name & Demographics section of their personnel record and update the Personnel Type.
In the Service Rec / Achievement section of the personnel record, you can click on the Add Achievement button to add an achievement. If the achievement title is not in the dropdown list, click on the Add Item Title to add it first.
You can also add special designations that you have setup in the Admin/Config menu. An example might be Master Teacher.
Military experience can be recorded in the Education/Military section of the personnel record.
In the Personnel record, basic information can be tracked about an employee.
When entering a new person, the First and Last Name are required fields. The Preferred Name will default to the First Name unless manually entered.
When editing a first or last name for a name change, click on the Edit Name-IDs button to make the change. The system will record the previous name in history and will include it in any name searches.
The Employee ID can default to a sequential number or can be entered. The Employee ID is often an ID that is used in payroll which allows for payroll to run needed reports from PeopleWerksHR.
The Social Security Number is a secured field and requires an encryption key to be able to view it normally. Certain users have been given this key which is entered on the home page under My Settings. Contact your HR admin or PeopleWerksHR Support for assistance.
The State ID is used primarily in Ohio to link to the ODE license system.
The Personnel Type field is used to identify whether a person is an employee, substitute, or volunteer. It is possible that someone has more than one personnel type for example if they have a part time job as an employee and also are a substitute. To update the Personnel Type, click on the Edit Work Summary button and check the boxes that apply.
In Ohio, if a person has a State ID, it should be entered to allow for the automatic update to happen from the ODE License integration.
The Employment Status field is a very important part of the personnel record and is used for searching for various groups of personnel. It generally communicates where someone is in the employment cycle. Typical statuses are as follows:
- New Hire: hired but not started
- Active: working in the organization
- On Leave: still employed but out on a leave of absence
- Active-Leaving: still active but is leaving in the future
- Resigned, Retired, Terminated: not employed
- Retire-Rehire: previously retired but rehired and active
You have control over the statuses in your system by using the Admin/Config menu to create them and to set defaults.
To change a person’s status, click on the Change Status button at the bottom of the Personnel screen. The effective date of the change is typically entered as the date the change was made. A history is maintained for each status change.
Certain status changes associated with a person who has left trigger other actions in PeopleWerksHr such as removal of external system integration and removal of system notifications.
Emergency contact information is tracked in the Emergency Contact section of the Personnel record. Emergency data includes contacts as well as voluntary health information that could be needed in case of an emergency.
You can also print a report of emergency contacts for a select group of people by clicking on the Quick Reports button in the Employees section of the Personnel menu and selecting the special report title of Emergency Contact Summary.
In the Personnel Details screen, the emergency contact information is found under the Contact Info tab.
Any license, permit, or certificate that a person has can be tracked in PeopleWerksHR. Generally, these are required for certain employment and have an expiration date associated with them.
By tracking them in the system, you can easily run expiration reports and send out correspondences to people notifying them of upcoming expirations. There is a special feature of PeopleWerksHR whereby you can set up automatic notifications that would be generated for you. See Scheduled Notifications for more information.
The General Permits/Certificates/Operational Licenses are tracked in the top portion of the screen. Examples of these are RN, OT, PT licenses and commercial driver’s licenses.
The General Licenses and Certifications generally related to education are tracked in the bottom portion of the screen.
For Ohio users, there is an external integration with ODE to keep the active education license and permit information updated on a weekly basis in PeopleWerksHR. The external integration must be assigned in the System Integration section of the personnel record and the State ID must be entered in the person’s Name & ID section. When entering a new person, you can click on the Add Education Credential button and the information will be imported.
In the Education/Military section of the personnel record, details about the person’s education level, their college degrees, their total semester hours and their additional education hours can be recorded.
For the total Semester Hours, you can enter them directly or they will be updated automatically when additional education hours are entered. Although you may enter hours earned as part of the Degree Level information, these do not update the total Semester Hours field.
For the Additional Education Hours, you can record the number of hours earned and at what pay level/schedule. There is no automatic link between this information and the person’s pay level/schedule. It is merely a place to record and manage the education hours.
Here are some tips for entering the additional education hours using the Add Ed Hours button.
- Pay Level Applied – Current pay level for the employee. To enter this level, either select from the drop-down list or enter the level directly into the field.
- Hours Earned – Enter the hours the person has completed.
- Verification – Proof of earned hours, such as certificate, diploma, etc. Either select from the drop-down list or enter the verification directly into the field which will add it to the drop-down list in the future.
- Granting Institution – Select from one of the institutions in the drop down menu. If the institution is not there, click on Add College and enter the College/University Name, City and State. It will then be added to the drop-down list and you can select it from there.
- Period Completed – Enter the period when the education was completed, such as “fall semester”.
- Year Completed – Enter the year the education was completed.
- Date Recorded – Enter the date when the hours are recorded. Enter the date in month-day-year format or select the date from the calendar.
The Training and Tests section in the personnel record includes tracking of training courses, tests and mentorship programs.
To record a completed training course, click on the Add Course button. If the course is not in the dropdown list, click on the Add Course Name button to add it first.
To record a mentorship program, click on the Add Mentorship button.
To record a test taken, click on the Add Exam Test button. If the test is not in the dropdown list, click on the Add Exam/Test Title button to add it first.
You can also add courses in the Training Course section; tests in the Exam/Tests section; and mentorship programs in the Mentorship section of System Data Management in the Admin/Config menu.