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.
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.
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.
When a person is leaving the organization, there are two steps to consider:
Change their employment status
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.
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 Reinstatebutton 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.
Use the Employees, Substitutes or Volunteers section of the Personnel menu to add a new personnel record. You can add a person at any time and do not need to wait until they start in your organization.
Before adding a new person to your system, you should check to make sure there is not already a record for them in your system. To do this, click on Quick Search and use the Universal Search box to enter the name, ID, or SSN.
If they are already in your system, you can edit their personnel record. If they had been in the archive, click on the Reinstate button to move them from the archive to the employee list. Their status will probably also need to be changed.
If the person is not in your system, then click on the Add Personnel button. There may be a lot of data to enter but you can enter it as it is available. .
Depending on your system settings, you may be given an option to execute the universal search at this point. If you have already done it, just click on Continue.
Depending on your external system integrations, you may also be given an option to import information from an Application management system.
Enter the information as needed in each of the sections. The more information you enter, the more capability you will have to search for groups of employees with the same attributes. The following are some tips for entering new personnel records:
Social Security Number
The SSN is encrypted for data security. If you have the special key in My Settings, the SSN will be recognizable. If not, you will see a long encrypted value. Contact your HR person or PeopleWerksHR administrator for the special key, if needed.
Status
Employment Status is very important and useful in searching and processing groups of people in various statuses. For new hires, the default is generally “New Hire” but you can change it as desired. For people hired to start in the future, keeping them in a “New Hire” status allows them to be separated from your “Active” people who you may be processing contracts and other year updates. After you have managed the information for your New Hires, the status can be changed to an active type status. This is only a recommended practice.
Job
You can add the job assignment for the employee. You can have two people showing in the same job assignment during the transition period when people are hired before the school year is over.
Salary
Enter the salary information in the Current Salary Details section. If the salary schedules have not been updated for the new fiscal year but are set up for next year, view the person’s salary data in the Next Year section.
Contract
Enter the contract information in the Current Contract section for new hires even if the fiscal year has not begun. For your contract letter templates, use the merge fields for “current” and not “future”.
