Category: Personnel Data

Education Details

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.

Training, Tests and Mentorship

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.

 

Employment Requirements

Employment requirements can be tracked in the Employee Reqs section of the personnel record.   In addition to tracking State and Federal background check information, this section can be used as a checklist for all of the employment paperwork required in the onboarding process.   There are many user-customizable fields available for use in matching to your own hiring checklists.  Note that there are Text Fields and Date and Number fields to choose from so click on the two headings to access all the available custom fields.  Such fields should be renamed in the Data Dictionary for easy use.

Contact Information

The Contact Information section of the personnel record contains the addresses, phone numbers, and email addresses.  You can select whether information should be shown in the directories or not.

There are three phone numbers possible and also a Primary Contact # field where you can set which number should be shown as the main contact.

When adding a new personnel record, the work e-mail address might  be automatically generated if a setting is set in the Operational Settings in the Admin/Config menu.  It can always be overwritten if needed.  If the work email address shows ins red, it is an indication that there might be a duplicate email address in the system.

When a change in address is entered in the Contact Information section, a history record will be kept for future reference and can be viewed in this section.

Seniority Information

Employee seniority reporting varies from organization to organization.  Some seniority reporting uses organization hire or start dates; special seniority dates; district service years; etc. to sort by.

If you use dates for your seniority reports, you will want to make sure the data is accurate before running any seniority reports.  There are worksheets found in the Worksheets section of the Reporting menu that include the dates for easy review and updating. (Employee-Based IDS_Years_Dates and Job Base Setup)

If you use district service years for your seniority reports, there is a process that can be run to update the data in mass once a year in the Annual Employee Updates section of the Personnel menu.  Click Increase Service Years for more information.

There are many seniority reports available in the General System Reports section of the Reporting menu.  There are employee-based reports, job-based reports, and license-based reports.   Many of these reports include a special Seniority Sort button at the top of the page to format the data in special formats.

Hire and Start Dates

There are two set of employment date fields in PeopleWerksHR – one related to the beginning of employment and the other related to the beginning of a job assignment.

There are Hire and Start Dates as part of the Work Summary for the employee in the Name & Demographics section of their personnel record.  These dates generally relate to when the person was hired and started in the district or organization.  There are other customizable date fields in this same section that can be used to track other dates related to the beginning of someone’s employment.

There are job-related Hire and Start Dates as part of the Job Details section of the personnel record.  These dates relate to the job assignment only.  There are other customizable job date fields in this same section that can be used to track other dates related to the beginning of someone’s job assignment.

When someone is first hired, the Hire and Start Dates in the Work Summary and in the Job Details match but when someone changes job assignments, the job Hire and Start dates change while the organization dates remain the same.

 

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.

Photos

A personnel photos can be inserted in the personnel record by clicking the Insert Pict button found in the Name and IDs section of the personnel record.

Contact PeopleWerksHR Support for possible uploading of photos in mass.

Assign External Integrations to Personnel

External system integrations are generally assigned in the personnel  record under the System Integrations tab, however, they can also be managed in the Integration Assignments section found by clicking on the Go To Integration Assignments button at the bottom of the full personnel listing.  To assign an integration to a group of people, follow these steps:

  1. Use the Advanced Search or Quick Search feature to find the group of people who you want to assign to a system integration.
  2. Select the System from the dropdown list in the top right corner of the page.
  3. Click on the Add All to Selected System button found at the bottom of the page in the middle.
  4. If needed, you can manually add others to the selected system integration or remove people from the list on the right.

To review what integrations have been set for what people, click on the Exception Report or Integration Summary report buttons.  For more information, click here.

Systems Integration Overview

To utilize your data more efficiently, PeopleWerksHR provides data integration opportunities with other external systems.  Contact PeopleWerksHR Support to configure the system integrations that you need.  Once configured, you have complete control over whose data should be either imported or exported to other systems.

To do this, select the System Integrations tab in the personnel  record.

The external systems configured for you will show in a list on the left side of the screen.  Simply click on the Assign icon in order for it to show in the list on the right.

Most integrations are set to run on a nightly basis.

The integrations are automatically removed from the employee record when the employee’s status is changed to one of the termination type statuses.  (These statuses are established in the Employment Settings found in the Admin/Config menu.)

Integrations can also be assigned in mass for a select group of people.  For more information, click here.