Category: Personnel Processes

Add New Hire

 

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”.

How can I delete a personnel record for someone who I inadvertently added twice?

Click on the Archive Personnel button.  There are options to delete or to archive.  Deleting will remove the employee’s record from the  system.  Archiving will just mark the employee’s record as archived where it is still accessible and can be “re-instated” if the person returns.

If you have entered a person in error when their record is already in PeopleWerksHR, there is no process available to combine their records so before you delete the entry, review the data to determine if it needs to be re-entered under the previous employee’s record.

Is there a recommended timing of when to do certain processes in PeopleWerksHR?

PeopleWerksHR does not define your process but rather helps you with your HR processes throughout the year.  Here is a list of reminders based on general calendar timing:

  • July – Set your system to the new school year in System Settings under Operational Settings.  Re-select from the drop-down list the Scholastic (July –June) option.  It will update the Current and Next Year dates.
  • July – For people who have left, you should do two steps.  First, change their status to one of the inactive ones such as Retired, Resigned, etc.  Second, Archive the person’s record.
  • August – For your “New Hires”, change their status to an active status.
  • October – Run the Service Record Creation process in the Annual Updates section to take a snapshot of your staffing picture for reporting in the future.  This process can be done at any time when you feel your staff is the most stable.  Many run this in March before the hiring season.
  • February – Start planning for the next school year for contracts, salary schedules, salary updates.
  • March – Update contract templates as necessary in Letters.
  • April – Run the process in the Annual Updates section of giving credit for the years’ experience – years in job and years in organization.
  • April – Enter new employee contract information for the next school year using the worksheet “Contract Mgmt-Current_Future”.
  • April – As people communicate that they are not returning for the next year, change their status immediately to “Active – leaving”.  This will notify others of the change and will allow you to filter  these people out when working on staff updates for the next year regarding contracts and salaries.
  • April – Update salary schedules for next year in the Next Year schedule section.
  • May – Enter next year salary details for staff.
  • May – Generate employee contracts.
  • June – Run any final reports for the current school year.
  • July – Run the year end processes for rolling forward contracts and salaries that have been set up in “Next Year.

How do I get someone out of the archive?

Edit the person’s record, use the “Reinstate” button to take them out of the archive and then change their status.