Category: FAQ - Personnel Data

Can I assign system integrations for a group of people?

Use the System Integration Assignments section found in System Administration of the Admin/Config menu.

  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.

How do I assign an external system integration to a person?

Identifying personnel whose data is to be sent to other external systems or received from external systems is managed by the user.

In the System Integrations section of the personnel record, there will be a list on the left of available external systems that have been configured for your organization.  Simply click on the Assign icon to select the system that is required for that person.  If and when you want to de-activate the integration with a particular system, then click on the Remove icon in the list on the right.

When you change the status of a person to one of the “end of employment” type statuses, the system will automatically de-active/remove the integration assignments for that person.  To see what statuses are set up as “end of employment”, go to the Employment Settings section.

 

Why is the education license information not up to date?

For Ohio users whose education license information is automatically updated each week in PeopleWerksHR from ODE, there are a few possible reasons for the data not being up to date.

  • Is the State ID correct?  Check that their State ID has been entered and is correct.  Check the Name and IDs section of the Name & Demographics tab of the personnel record to edit the State ID in the Edit Name-IDs window.
  • Is the external system integration assignment set for the ODE License system?  Check the System Integration tab of the personnel record.
  • Has the person’s license been recently issued within the last week or two?  PeopleWerksHR only receives the database from ODE once per week and it is processed on Monday nights. If the license was renewed or issued after the cutoff time, it will appear in PeopleWerksHR the following week.
  • Only active license information is imported into PeopleWerks.  If a license has expired for someone and there is no new record to bring in from the ODE database, then the license information in PeopleWerksHR remains.  You can run a report to look for all expired licenses.

How do I create the list of supervisors and evaluators?

There are two places where the list of supervisors and evaluators can be managed in PeopleWerksHR.  For an individual setting, use the  Jobs/Evaluations section of the personnel record to mark if someone has additional duties such as being a supervisor, evaluator, mentor, and/or facilitator.

To manage the complete list of supervisors and evaluators, use the   “Employee Other Duties” section found in the Admin/Config menu.

Simply click on the applicable duties boxes for an individual.  Use the  column sort feature to find all supervisors or evaluators or use the Quick Search to find them.

Can our staff pictures be loaded into PeopleWerksHR?

Personnel photos can be loaded in mass into your system by PeopleWerksHR Support as long as the picture files are named with the person’s name or an ID that is in PeopleWerksHR.

Individual pictures can be uploaded by a user by clicking on the Insert Pict button found in the Name & Demographics section of the personnel record.

Why is the SSN showing as unreadable?

The Social Security Number for staff is stored as an encrypted number for extra data security and is only displayable in readable form to those users who have the correct key entered for special display items which is found in the My Preferences section.  You can either get the key from another PeopleWerksHR user or contact PeopleWerksHR Support for assistance. 

What if someone works for two different organizations?

The only way to designate that someone has more that one Employer is to add a new Employer to the list in the System Data Management section of the Admin/Config menu.  The new Employer would be entered as a combination of two or more Employers.  (ex. District Name and ESC).

Whenever search criteria is used and includes the Employer field,  multiple Employers may need to be selected due to having multiple combinations set up.

Is there a report to show which external system integrations are assigned to staff?

The external system integration assignments for staff can be reviewed and managed in the System Integration Assignments section of System Administration in the Admin/Config menu.

There are two reports – an exception report and an integration summary report.

For the exception report, select the external system from the System dropdown box at the top right.  If you want the report for just a certain group of people like your teaching staff, then use the Quick Search or Advanced Search to enter your criteria.  Then run the report.  This report will show you all your selected people and whether they have the integration assignment set for the selected system.

The Integration Summary report shows all your selected people and the integration assignments that have been set for them.  This report is sorted by external systems.