The post Personnel Notes first appeared on PeopleWerks HR.

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.

The post Personnel Types first appeared on PeopleWerks HR.

You can also add special designations that you have setup in the Admin/Config menu.  An example might be Master Teacher.

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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 post Personnel Name and IDs first appeared on PeopleWerks HR.

• 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.

The post Employment Status first appeared on PeopleWerks HR.

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.

The post Emergency Contact Information first appeared on PeopleWerks HR.

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.

The post License, Permits, and Certificates first appeared on PeopleWerks HR.

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.

The post Education Details first appeared on PeopleWerks HR.

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.

The post Training, Tests and Mentorship first appeared on PeopleWerks HR.