Category: Personnel Data

Leave Management Overview

PeopleWerksHR can manage leave requests and time off, whether paid or unpaid, for your employees.  It is flexible based on the level of leave tracking that you wish to do.  You can simply record leave dates as reference or you can manage leave details including paid and unpaid days.  With the use of calendars and leave rules, you can configure your system the way you want to manage the time off for your staff.

Employee leave requests can be entered in two places in the system – in the Work Calendar and Leave section of the personnel record  or in the Leave Request section of the Personnel menu.

To configure your leave management process, use the System Data section of the Admin/Config menu.  Click here for more information.

Contract History

In the Contract and Correspondence section of the personnel record is the contract history which is created automatically every time a contract has been entered in the New/Future contract section of the employee Job Assignment record or in the Contract Mgmt-Current_Future worksheet in the Reporting menu.

You can see more details of the contract history entry by clicking on the View icon.

You can manually edit whether a contract is marked as active or future.

You can edit the contract history by clicking on the Edit Contract  Records button.  In this same editing window, you can also add a contract history entry by clicking on the Add Contract History button.

You can also delete an entry by clicking on the Delete icon if there has been an error.

Work History

In the Work and Salary History section of the personnel record is the work history which is created automatically every time the person’s job assignment is archived either by using the Archive Job icon or using the Transfer Job icon.

You can see more details of the work history entry by clicking on the  View icon.

You can edit the work history by clicking on the Edit Work History Records button.  In this same editing window, you can also add a work history entry by clicking on the Add Work History button.

You can also delete an entry by clicking on the Delete icon if there has been an error.

Salary History

In the Work and Salary History section of the personnel record, is the salary history which is created automatically every time the salary-related data is changed.  This also includes any updates made from the Annual Salary Updates section in the Fiscal menu.

There is no way to manually add a salary history entry except to change the person’s salary and then change it back in some cases.

You can see more details of the salary history entry by clicking on the  View icon.

You can change the Fiscal Year and Change Reason, as needed

You can also delete an entry by clicking on the Delete icon when there has been an error.

Achievements

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

Military experience can be recorded in the Education/Military section of the personnel record.

Personnel Name and IDs

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.

Employment Status

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

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.

License, Permits, and Certificates

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.