Category: Personnel Processes

Reset Fiscal Year

There are two data fields of Current Year and Next Year.  These fields are used in reports and are merge fields usable in custom reports and letters.  The values for these two fields are managed in the Operational Settings found in the General Settings & Defaults section in the Admin/Config menu.

Click on the Update Fiscal Years button to automatically update the dates if the current date is after the Fiscal Year Start Date.  If the current date is before the Fiscal Year Start Date, you can manually enter the dates in the Current and Next year fields.

These dates should be updated after you have finished all the year end processes.

Archive a Personnel Record

When someone has left your organization, it is suggested that their record be archived for future reference and for possible re-activation if and when the person comes back.  Keeping the history of past personnel and their data is a valuable feature of PeopleWerksHR.

To archive someone, edit their record and click on the Archive Personnel button.  If the person still has job assignments, then you must archive those first before archiving the personnel record.

Names of people who are archived will always show in purple in the listings as a visual cue.

Personnel Types

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.

Training Video – Create Service Records

Training Video – Increase Years’ Service

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.

Create Service Records

A service record is a snapshot of the job(s) the person has been assigned for the year and over time creates a yearly history of their jobs.  It is important to create the service records because they are used for answering questions in the future about prior year staffing.

The service records are  “captured” by the system using the process found in the Annual Updates section of the Personnel menu.   This process should be run only once per year.

If you do not want to capture everyone’s jobs, you can use the Quick Search or Advanced Search to narrow your list.  It is recommended, though, to just capture all active people and all jobs since you may not know what questions might be asked years down the road.

Once you have your list confirmed, then just click Service Record Creation.  It will tell you how many service records will be created and if you want to proceed, then click on Create Service Record.

When it is complete, the system records a log entry to show that the process was done on that date by whoever ran it and the criteria that was used.

There are special Service Record reports in the Reporting menu that can be run to answer questions about staffing in past years.

 

Increase Years’ Service

To increase the employee’s organization/district years’ service, use the process found in the Annual Updates section of the Personnel menu.   This process should be run only once per year.

The first step is to use the Quick Search or Advanced Search to select your people for whom you want to do the increase.

Once you have your people, then click on the Increase Years in Org button.

 

 

The system will tell you how many people you have selected and will allow you to review the list before you run the process.

It is recommended that you click on Review List and save the report to Excel or pdf just so you have a record of what the years were before you have the system do the increase.

When you click on Increase Years, you will be given the chance to enter minimum work days if it applies and then click Continue to process.

Increase Years’ Service in Jobs

You can repeat the above process for increasing years’ service in jobs.

Resign, Terminate, Retire

When a person is leaving the organization, there are two steps to consider:

  1. Change their employment status
  2. Archive their employment record

Status
When an employee communicates they are going to leave employment in the future, you can change their status in PeopleWerksHR to “Active – Leaving” as soon as you know so that others are notified through the electronic notifications.  You will also be able to search for them for further end-of-employment processing by using this status.  Simply click on Change Status to change their status and enter the effective change date and the termination date along with a reason for leaving.

This “Active – Leaving” status is an interim type status used until the time the person actually leaves employment.

After the person has left, change their status again to “Retired”, “Resigned”, etc.  The system will prompt you if you want to remove the associated job assignments from the employee.  If it does not, then one of your end-of-work statuses is not correct.  Click Employee Status Defaults for more information.

When you select “Yes”, the job assignments will be recorded in history for the person.  In the Positions menu, the position status will be reset to “Open” for the position the person is leaving and the job assignment will show up in the “Past Assignments” under the Position.

Other system actions will automatically occur when you change their status to one of the “termination” status (i.e. retired, resigned, etc.).  If they were set up for system integrations or electronic notifications, these will be deactivated.

Archive
Lastly, at some point when the record is no longer needed on a daily basis, you will want to archive the record.  This does not delete any of their information; it simply changes their overall status.  You will be given an option to archive or delete.  In most all cases you will want to select “archive”.  The only time you would want to delete someone is if they might have been entered twice in the system.  Click on Archive Personnel.

Reinstate from Archive

When a person returns to employment in your organization, check to see if the person’s record is already in PeopleWerksHR.  To search for the personnel record, use the Archive section in the Personnel menu or use the Universal Search feature in the Quick Search in the Employees, Substitutes, or Volunteers section of the Personnel menu.

If the record is found and it shows as being in the Archive,  simply click on the Reinstate button to “re-activate” it.    Then continue updating the record with the new information and make sure to change the Employment Status to one of the Active types and re-assign any of the external system integrations.