Getting Started Manual

HRA Global HRA Global – Getting Started Getting Started Manual July, 2013  HRA Employee Solutions 210-1199 West Pender Street Vancouver, BC, V6E ...
Author: Sabrina York
2 downloads 0 Views 1MB Size
HRA Global

HRA Global – Getting Started

Getting Started Manual

July, 2013

 HRA Employee Solutions 210-1199 West Pender Street Vancouver, BC, V6E 2R1, Canada Local Phone (604) 684-7922 Toll Free Phone 1-800-655-7922 Fax 604-684-7912 www.hra-es.com

2

Table of Contents CHAPTER 1 ....................................................................................................................................... 7 INTRODUCTION...................................................................................................................................... 7 About This Manual ................................................................................................................ 7 Conventions Used in this Manual .............................................................................................. 7 Conventions Used in the Program............................................................................................. 7

Installing HRA Global ............................................................................................................. 7 Installation requirements for Server: ..................................................................................... 8 Installation requirements for Client: ......................................................................................... 8

CHAPTER 2 ....................................................................................................................................... 9 LAUNCHING HRA GLOBAL – ADMINISTRATION MENU EXPLAINED................................................................... 9 Accessing HRA Global ............................................................................................................ 9 Launching HRA Global ........................................................................................................... 9 HRA Global Main Menu ....................................................................................................... 10 HRA Main Menu ...................................................................................................................... 11 Human Resources Information Center .................................................................................... 11 Other Options - Additional Functions...................................................................................... 11

CHAPTER 3 ..................................................................................................................................... 13 GETTING STARTED – BEHIND THE SCENES ................................................................................................. 13 Setting Security .................................................................................................................... 13 How to Set Up System Administrator Security ........................................................................ 13 How to Set Up User Security ................................................................................................... 16 HRA Global Security Levels ...................................................................................................... 16

Setting the Global Parameters............................................................................................. 17 Accessing Global Parameters .................................................................................................. 17 Setting Global Parameter Options – Page 1 ............................................................................ 17 Additional Options – Page 2 .................................................................................................... 23 Additional Options – Page 3 .................................................................................................... 26 Setting Global Parameter Field Labels – Page 4 ...................................................................... 28 Setting Phone Field Labels – Page 5 ........................................................................................ 29 Setting Time & Attendance Options – Page 6 ......................................................................... 30 Skills and Training/ISO Options – Page 7 ................................................................................. 32

Creating User-Defined Field Labels ...................................................................................... 33 How to Set Up Employee User-Defined Fields ........................................................................ 33 How to Set Up Payroll User-Defined Fields ............................................................................. 34

CHAPTER 4 ..................................................................................................................................... 35 EASY SETUP – THE 5 STANDARD CODE TABLES .......................................................................................... 35 Standard Tab ....................................................................................................................... 35 How to Add Codes in the Code Tables .................................................................................... 37 How to Change a Code (And Update Employee Records) ....................................................... 37 How to Delete a Code ............................................................................................................. 37

CHAPTER 5 ..................................................................................................................................... 39 ANSWERS AT A GLANCE – EMPLOYEE INFORMATION - SUMMARY SCREEN (ESS) .............................................. 39 Employee Summary Screen (ESS) ......................................................................................... 39 Search for an Employee .......................................................................................................... 42 Actions Button - Change the Employee View Options ............................................................ 43 View User-Defined Dollar Fields .............................................................................................. 44

3

Check for Activities on a Specific Date .................................................................................... 46 Attach an Employee’s Picture ................................................................................................. 46 View an Employee’s Picture .................................................................................................... 46

CHAPTER 6 ..................................................................................................................................... 47 READY TO GO – USING HRA GLOBAL ...................................................................................................... 47 Employee Information Module ............................................................................................ 47 Add a New Employee in HRA Global ....................................................................................... 47 Add User-Defined data to Employee Records ......................................................................... 48 Other Fields Button ................................................................................................................. 48 Payroll Fields Button ............................................................................................................... 49 Changing Employee Information ............................................................................................. 50 Deleting Employee Information and all associated Records ................................................... 50

Salary & Position History Module ........................................................................................ 52 Add a History Record (and mark it Current) ............................................................................ 53 Terminate an Employee .......................................................................................................... 55

Training Module .................................................................................................................. 57 Add Training/Skills records ...................................................................................................... 57

Education Module................................................................................................................ 58 Add Education records ............................................................................................................ 58

Other Info Module ............................................................................................................... 59 Add Other Info Records ........................................................................................................... 59

Performance Appraisal Module ........................................................................................... 61 How to Schedule a Performance Appraisal ............................................................................. 61 How to Record a Completed Performance Appraisal .............................................................. 62

Leave Tracking Module ........................................................................................................ 64 Add Leave Taken records ........................................................................................................ 64

Time Worked Module .......................................................................................................... 66 Add Time Worked Records ...................................................................................................... 66

OSHA Module....................................................................................................................... 68 Add OSHA or Injury Records .................................................................................................... 68

Benefits Module ................................................................................................................... 70 Add Benefits Records .............................................................................................................. 70

Succession Planning Module................................................................................................ 72 Add Succession Planning Records ........................................................................................... 72

Personal Development Module............................................................................................ 73 Dependents Module............................................................................................................. 74 Add Dependent Records ......................................................................................................... 74

All Modules - Most Common Buttons .................................................................................. 75 Batch Add Button .................................................................................................................... 76 Doc Button .............................................................................................................................. 77

CHAPTER 7 ..................................................................................................................................... 79 TIME & ATTENDANCE MODULE – WHEN TO USE IT ................................................................................... 79 Using T&A for a Group of Employees .................................................................................. 79 Using T&A for All Employees ............................................................................................... 82 Time & Attendance Screen - Buttons ................................................................................... 84 CHAPTER 8 ..................................................................................................................................... 85 CODE TABLE MAINTENANCE MENU EXPLAINED ......................................................................................... 85 Skills and Training Tab ......................................................................................................... 85 Health Benefits Tab ............................................................................................................. 86 Buttons available in Benefit Options Codes Table................................................................... 86

Salary Admin Tab ................................................................................................................. 87 2 Ways HRA Global uses the Pay Style 1 Code Table Information .......................................... 89 Buttons available in Salary Level Codes Table ......................................................................... 89

4

How HRA Global Uses Pay Style 3 Code Table Fields .............................................................. 92

Leave Tracking Tab .............................................................................................................. 93 Leave Types ............................................................................................................................. 93

Other Codes Tab .................................................................................................................. 93 Personal Development Tab .................................................................................................. 94 EEO Tab................................................................................................................................ 94 OSHA Tab ............................................................................................................................. 95 CHAPTER 9 ..................................................................................................................................... 97 MAINTENANCE MENU .......................................................................................................................... 97 Batch Processing Tab ........................................................................................................... 97 How to Archive the LAMAR Leave Grid ................................................................................... 97 How to View Archived LAMAR Leave Grid .............................................................................. 98 How to Change the Employee Number for a Single Employee ............................................... 99

Installation/Setup Tab ......................................................................................................... 99 Security Tab ....................................................................................................................... 100 Audit Trail Tab ................................................................................................................... 100 Vantage Point Software Control Tab ................................................................................. 101 INDEX ........................................................................................................................................... 102

5

6

CHAPTER

1

Introduction About This Manual

T

his manual was created for new users of HRA Global Internet

Human Resources Management Software. It is intended as a “quick reference” to the major portions of HRA Global. Conventions Used in this Manual When required to press a key on the keyboard the key(s) that are pressed are written in angled brackets Thus: means to press the space bar, means to press the Tab key. If the instructions are not written in angled brackets, type the word(s) in as they are written. When required to click on an object with the left mouse once, you will be asked to select the object. Thus: Select Save means - click once with the left mouse on the Save button. Throughout HRA Global you will see object fields, which are designed to contain information. These are known as “fields”. This term will be used throughout this manual. Conventions Used in the Program Internet based programs are designed for use with the keyboard and a mouse. When adding/editing data use the Tab key on your keyboard to be taken to the next field also use the mouse to select objects such as Save, Cancel, Add etc.

Installing HRA Global An installation CD and Technical Installation Manual will be given to all clients who purchase HRA Global. The Technical Manual is designed for use by system administrators or those who would otherwise be performing technical maintenance or troubleshooting on the HRA Global software. This list of people may or may not include:

7

• • • • •

System Administrators Network Administrators Database Administrators Webmasters / Web Designers HRA Administrators

Installation requirements for Server: • • • • • • • • • • •

Pentium Class processor 600 MHz minimum 256 MB RAM 400 MB hard disk space 10/100 NIC Static IP address Windows NT Server 4.0 (sp6) or Windows 2000 Server CD-ROM Internet Information Server 4.0 or greater Access to the HRA Global database May reside on the same server or Be mapped as a network drive

Installation requirements for Client: • •

HRA Global is not installed on the client. The client PC must have Internet Explorer® 4.0 or greater (we strongly recommend that the client PC have Internet Explorer® 6.0 or higher).

Please note that these requirements do not include the HRA Global software, which must be installed on the same machine or another machine prior to installing HRA Global.

8

CHAPTER

2

Launching HRA Global – Administration Menu Explained We will begin with a quick tour of the HRA Global - Human Resource Management System on-line program by showing how to access and launch HRA Global, what and where the Admin Menu Items are and where they will lead to. This lesson begins with the first HRA Global screen.

Accessing HRA Global When accessing HRA Global, you will need Microsoft Internet Explorer program with access to the Internet. Version 5.5 or higher with JavaScript and cookies enabled. You will be given an IP address that will be entered into the Address field of your browser program. You will be given a Security Name and Password.

Launching HRA Global Currently you can only use Microsoft Internet Explorer. Type the IP address into the Address field. Hit .

9

Chapter 2 - Admin Menu Explained

You will be taken to the HRA Global Sign-On Menu.

Type in the Secure Site User Name you were given and hit , type in the Secure Site Password and click Ok. You will be taken to the Administrator Main Menu Page.

HRA Global Main Menu The Main Menu items on this screen are your doorways into various areas of HRA Global.

10

Chapter 2 - Admin Menu Explained

HRA Main Menu Employee Information: the most commonly used menu item, this leads you to the Employee Summary Screen (ESS) and all of the Employee Modules (and the contents of each). From here you can view, add, change and delete information within All Employee Modules. You can also delete whole employee records from here as well. Management Reporting: the reporting tools used to consolidate, summarize, compare and print the information contained in HRA are accessed here. There are over 100 Standard Reports supplied with HRA Global. Time & Attendance: this menu item will allow you to speed up the data entry process when entering leave taken or time worked information for multiple employees. System Setup & Maintenance: the primary maintenance activities can be carried out from here such as performing global deletes, changing employee numbers, recalculating the LAMAR Leave Grid for reporting purposes, adding/changing security clearances, and controlling the headings for user defined fields. Code Table Maintenance: HRA gives you the power to define almost all the Codes in all the Code Tables entirely as you wish. All of the Codes used to tailor HRA Global to your unique needs can be viewed, added, changed or deleted from here. Change the Date within HRA: This will allow each operator to change the date in HRA only. This change does not affect anyone else using HRA Global nor does it affect the date in the computer outside of HRA. Human Resources Information Center You can set up to 10 Internet address links to be accessed through the HRA Main Menu. Perhaps you want to have your company website or intranet address available to users or you may want to create specific Human Resource links. These links are set up under System Setup & Maintenance, Installation Setup tab, Resource Centre Web Links button. Other Options - Additional Functions Change your Password: This option allows each HRA operator to change their own password or Sign On settings such as viewing birthday, anniversary notices. Log Off: Exits the program and closes the Internet session.

11

Chapter 2 - Admin Menu Explained

12

CHAPTER

3

Getting Started – Behind the Scenes The HRA Global System Setup & Maintenance Menu is where Global Settings of HRA Global are set up. This chapter will explain how to set Security and Global Parameters.

Setting Security HRA Global allows for multiple security access types to be created. The most important of these access types is the System Administrator. The System Administrator has complete access to all aspects of the HRA Global program including access to view salary information. How to Set Up System Administrator Security 1. From the Admin Menu, select the System Setup & Maintenance menu item. 2. Select the Security tab. 3. Select the Add button. 4. Click the Lookup button located beside the Employee Name. 5. Select your Employee Name from the list. 6. The Employee Number field will auto populate click into the field and enter nine 9s (999999999). Only the System Administrator can use all 9’s as their employee number. Anyone else must have his or her employee record created in HRA Global and their own employee number must be used. As the System Administrator they will start each day showing the last record you were at. All other users of HRA Global will start at their own employee record each time they start HRA Global and access the Employee Information menu item. 7. In the Initials field, enter your initials (it is strongly suggested to use 3 digits in the initials, this will avoid the possibility of duplicates). 8. In the Security Level field, select the drop-down arrow. 9. Select 99-Supervisor, press key. 10. You will receive a window box stating All values will change to the default settings for the security level specified. Security level 99 is supervisor level. 11. Select OK. 12. By choosing Level 99, all of the fields on the right that allow/deny access to Employee Information Modules have defaulted to Y (providing you with full access to all information stored in the program). 13. In the Check Birthdays at Signon field, type Y or N. If you select (Y)es, you can control the warnings for Birthdays, Anniversaries, etc. of your employees. You can control the number of days in

13

Chapter 3 - Behind the Scenes

advance you would like to receive your reminders. If you don’t want to have reminders in advance, leave the Days field blank and HRA Global will bring these reminders up on the day they occur. If reminders occur on a weekend, you will receive notice on Friday. 14. In the Check Anniversaries at Signon field, type Y or N. 15. In the Check Action Date Field at Signon field, type Y or N. The Action Date Field is most commonly used as the starting date for Benefits for each employee. 16. In the Show Salary on Summary Screen field, type Y or N. This option will turn the employee’s salary information on/off from the Employee Summary Screen (ESS). If you sit in a high traffic area or your screen is visible from passersby, you may want to select N for this option as you will spend most of your day with the Employee Summary Screen (ESS) visible on your computer. 17. In the Use Internal Messaging field, type Y or N. This will allow you to send messages to yourself or others that access HRA Global. 18. In the Show Terminated Employee field, type Y to show Terminated Employees within HRA Global. This option can be turned on or off during the day from the Actions button on the Employee Summary Screen (ESS). This allows you to select OFF here but turn the viewing of terminated employees on at any time during the day in case you have to look up a terminated employee for a particular reason – such as a reference. Terminated Employees in HRA Global are not removed from the system but merely identified by four XXXX’s in their status. This gives great flexibility in reporting and viewing and does not affect the speed of the system in any way. You can keep as many terminated employees in HRA Global, as you like without affecting your license capacity. 19. In the Code Name field, enter the name you want to use for signing on to HRA Global. It can be up to 6 characters long but cannot begin with HR or X. It is not case sensitive. 20. In the Password field, enter the password you want to use for signing on to HRA Global. It can be up to 6 characters long. It is not case sensitive. 21. The Use All Modules option defaults to Y for Security Level 99. 22. Under Report Areas, there is a User Name and Password. These must be setup for all users of HRA Global. There are 3 security options available. • For Full Access with Administration Rights in the Nyamba Report Writer: User ID=SYSTEM, Password= ADMIN • For Full Access without Administration Rights in the Nyamba Report Writer: User ID=USER, Password=USER • To run existing Reports only: User ID=RUNTIME, Password=RUNTIME 23. Select Save. Remember your Code Name and Password!

14

Chapter 3 - Behind the Scenes

Note: Close all open HRA Global windows. Sign back into the system using the new User Name and Password to test your own Security Settings. You should now delete the default user from the System Setup & Maintenance/Security menu before proceeding.

15

Chapter 3 - Behind the Scenes

How to Set Up User Security There are multiple access types that can be setup within HRA Global. Listed below are the default settings. With the exception of the System Administrator, anyone being provided with access to HRA Global needs to be assigned security access first. They must also have • • •

an employee file entered into HRA Global an employee number assigned to them a History record marked with ‘C’

HRA Global Security Levels 10 – Change Own Info & Enter Perf App This level uses the Employee Kiosk. This level allows the user to change the users own employee information and enter the Performance Appraisal Module for his/herself. Individual Employee Modules can be Yes, No or Read-Only. 40 – Read Only - all or Specific Employees This level gives the user Read-Only rights to view all Employee Modules and run Reports. Individual Modules and the Reporting can be set No as desired. 60 – Read/Write-All or Specific Employees This level gives the user full rights to all Employee Modules, the Code Tables and the Reporting. Individual Employee Modules can be Yes, No or Read-Only. You can set options to allow users to view employee SIN/SSN, birth dates or both. 75 – All Info – Some Maintenance This level gives the user full rights to all Employee Modules, the Code Tables, the Reporting and all areas of Maintenance access except the Security settings. Individual Modules and areas can be changed to Yes, No or Read-Only. 99 – Supervisor This level allows the user complete access to all Employee Modules (including viewing salary information), Code Table Maintenance menus and System Setup & Maintenance Menus in HRA Global. Remember: All users MUST have unique initials, Codename, and Password.

16

Chapter 3 - Behind the Scenes

Setting the Global Parameters Setting the Global Parameters is the second step to tailoring HRA Global for your unique requirements. Here you can turn various fields and options on or off. This allows HRA Global to fit your company profile more closely without the need for custom programming or modifications. The System Administrator is responsible for setting or changing Global Parameter options. Accessing Global Parameters 1. From the Admin Menu, select the System Setup & Maintenance menu link. 2. Select the Installation/Setup Tab. 3. Select the Global Parameters button. Setting Global Parameter Options – Page 1 Page 1:

Use Skills Tracking in Training: In addition to the standard tracking of training courses employees take; do you want to track the skills employees acquire from those training courses? This will create a Skills Inventory for all the employees that enable searches for certain Skill Sets held by your employees.

17

Chapter 3 - Behind the Scenes

FTE Tracking: Do you wish to track Full Time Equivalency information for the positions employees hold? This will create extra data fields in the History Module. The two fields are FTE Amt and FTE Hours. Use All 5 Leave Columns: Do you wish to use 2 or all-5 Leave columns in the Leave Summary Grid located on the Employee Summary Screen (ESS)? If you wish to only track two Leave Categories, select N. Default Leave Month/Day: What month and day will mark the beginning of a new year for which annual leave is calculated? This is normally January 1 so the fields are already defaulted to Month=1 and Day=1. You can set to a fiscal period or other relevant anniversary. The month and day set in the Global Parameters is the only default entry used for each new employee (added manually or imported). If you want to change it for a particular employee, you can do so from the Employee Summary Screen (ESS) while at their record. History Pay Style: The Pay Style field allows for the differentiation of union and non-union employees and the style of pay associated with them. There are multiple options that can be setup to track pay for different employee types in HRA Global. How does the Pay Style code affect other screens? The Pay Style code affects the fields to the right of the Positn (Position) column on the History Summary grid (on the Employee Summary Screen (ESS) and in the History module), and the fields in the History Add screen. It will also affect how you view the salary Levels screen (to get there: Code Tables/Salary Admin/ Salary Levels screen). Why? Each pay style uses different data and creates different calculations. Those differences need to be reflected on these screens! •

0=Mixed – Some employees are paid based on a non-fixed salary grid (usually non-union employees), and others are paid based on a fixed salary grid (usually union employees). By choosing this option will enable a field on the Employee Summary Screen (ESS) labeled Pay Style. You must enter 1, 2 or 3 for all employees. When at the Salary Admin Code Table, you will see Salary Groups button.



1=Non-Union + % (Percent) – All employees are paid based on a non-fixed salary grid (usually non-union employees). The employee’s salary is expressed as a percentage of the midpoint value for their salary level and will be displayed. This option applies to employees either in a non-union environment or who are paid from a non-fixed salary grid. When enabled, the employee’s salary and compa-ratio will be displayed. When at

18

Chapter 3 - Behind the Scenes

the Salary Admin Code Table, you will not see Salary Groups button. •

2=Non-Union + No % (Percent) – All employees are paid based on a non-fixed salary grid (usually non-union employees). Unlike Entry 1, the employee’s salary is expressed as a percentage of the midpoint value for their salary level and will not be displayed. This applies to employees either in a nonunion environment or who are paid from a non-fixed salary grid. When enabled, only the salary information will appear. When at the Salary Admin Code Table, you will not see Salary Groups button.



3=Unions/Groups – All employees are paid based on a fixed salary grid (usually union employees). This applies to employees either in a union environment or who are paid from a fixed Salary Grid. When enable, you will need to enter the Salary Group, Salary Level and Salary Step (if used) and HRA Global will retrieve the corresponding pay amount from the Salary Admin Code Table. HRA Global will also calculate and display the employee’s Compa Ratio. When at the Salary Admin Code Table, you will see Salary Groups button.

Percentage for Salary Range: This field is only required if the Pay Style field is set to options 0, 1 or 2. There are 3 entry options here. Min: The percentage of the salary level midpoint permissible for the lowest salary in the pay level. Max: The percentage of the salary level midpoint permissible for the highest salary level for the pay level. •

Enter the minimum and maximum percentages in these fields, which in turn, become the defaults for every salary level. HRA Global will multiply these by the salary level midpoint to calculate the minimum and maximum dollar values for the salary range.



Enter 0 (zero) in these fields to tell HRA Global that you will enter the minimum and maximum percentages manually for each salary level because the acceptable percentage salary range is not universal for all salary levels. HRA Global will multiply these by the salary level midpoint to calculate the minimum and maximum dollar values for the salary range.



Enter –1 in these fields to tell HRA Global that you will enter the minimum and maximum dollar amount manually for each salary level because the acceptable percentage salary range is not universal for all salary levels.

19

Chapter 3 - Behind the Scenes

Use On-Screen Performance Appraisals: This is an optional Module and can be purchased in addition to the standard HRA Global software. If you have purchased the optional OnScreen Performance Appraisal, you can change this option to Y. If you have not purchased it, you must leave as N. Use Position Control: This is an optional Module and can be purchased in addition to the standard HRA Global software. This Module was created for those organizations with a defined structure and an approval and funding process for every Position. For every Position in the organization, the Position Control Module provides processes for approval, funding and budgeting. You pre-define the exact structure of your organization and then enter the employees to fit that structure. You can also view a complete history of each Position, at any time, to see who has held it. Time & Attendance Options: You can setup HRA Global in a number of ways to work with a Time and Attendance software or not to work with another software program. The options are: •

N=you are not using the optional Time & Attendance Module



T= use the Time & Attendance Module for daily scheduling



B= use the Time & Attendance Module for both daily scheduling and hourly attendance details



1=TMS (Time & Attendance System)



2=Other External Time & Attendance System.

If you select anything but N, the Performance Appraisal Module will enable a field to allow you to schedule Performance Appraisals based on accumulated hours to date (this will be in conjunction with the Appraisal Date field) and the Total Hours Worked field will appear on the Employee Summary Screen (ESS). Performance Appraisal Options: Your choice here will determine whether a Date field, Hours field or both will appear in the Standard Performance Appraisal Scheduling Module. This in turn determines whether Performance Appraisals can be scheduled for a certain date, an accumulated number of hours, or both. •

D= base Performance Appraisal Scheduling on specific Dates



H= base Performance Appraisal Scheduling on Total Accrued Hours Worked by the employee.



B= base Performance Appraisal Scheduling on Both Dates and Accrued Hours (whichever is more appropriate for the employee).

20

Chapter 3 - Behind the Scenes

Update Flex Benefits with Salary Changes: When a salary change is made in the Salary & Position History Module, you can choose to have HRA Global update Flexible Benefits when an employee’s salary changes. •

Y=Yes. HRA Global should prompt the operator who has entered a salary change for an employee. You have approved the automatic adjustment of salary-based benefit coverage.



N=No. HRA Global should not prompt the operator who has entered the salary change for an employee. The operator will do benefit adjustments manually.

Payroll Integration: This should only be setup by a HRA Global Implementation Specialist. Optional Fields in History Module (Use Scroll Bar): Bonus field: This field provides the means of entering bonuses for employees. •

Y= Yes, include a Bonus Field in the Salary & Position History Module.



N=No, do not include a Bonus Field in the Salary & Position History Module.

Monthly field: When this field is activated, HRA Global automatically calculates the employee’s monthly salary from the salary information you input and displays it in the Salary & Position History Module. •

Y=Yes, include a Monthly field in the Salary & Position History Module.



N=No, do not include a Monthly field in the Salary & Position History Module.

Commission field: This field provides a means of entering commissions an employee may earn. •

Y=Yes, include a Commission field in the Salary & Position History Module.



N=No, do not include a Commission field in the Salary & Position History Module.

Posting Number Field: This field records the Posting Number for the position that this employee now holds. This field allows for simple tracking of job vacancies and position history. If more detailed information is required for each position then the optional Position Control Module should be investigated.

21

Chapter 3 - Behind the Scenes



Y=Yes, include a Posting field in the Salary & Position History Module.



N=No, do not include a Posting field in the Salary & Position History Module.

Hourly Costing Fields: Do you wish to track hourly cost amounts? If you select Y to the Training, Leave or Other Modules, all data must be entered in hours. Activating the hourly function in the History Module will trigger an additional hourly field on each employee’s file. The equivalent hourly rate will be calculated on each new History record regardless of the units of pay for the employee. These are the Modules that hourly costing can be enabled for: • • • •

History Module Training Module Leave Module Other Information Module

22

Chapter 3 - Behind the Scenes

Additional Options – Page 2 Page 2:

Employment Equity (US Only): Does your Company/Organization track Equal Employment Opportunities? If you turn this option on, you will enable an EEO Code Table that will allow you to use the default codes or set up your own codes. When adding/changing records from the Employee Summary Screen (ESS), you will now see two extra fields available for EEO tracking. Use Multiple Currencies: If your employees are paid in more than one currency you can track and report their salaries in multiple currencies. If you select Y to this option, you can set up different currencies and their exchange rates in the Code Tables/Salary Admin tab. You will also see an extra field beside the Wage field labeled Currency in the Salary & Position History Module. Use Multiple Positions: Do your employees have more than one Position within the Company/Organization and get paid different salary rates for these Positions? If Yes is selected for this option, you cannot track History/Position information based on a ‘Current’ History entry. You must track History/Position entries based on a numeric Position Number. The Position for which the employee has the most hours worked will always be Position 1. There is a maximum of 5 Position Numbers that an employee can have in HRA Global. Please note – if this option is enabled, you must track multiple positions for ALL employees entered into HRA Global. Be very sure you wish to enable this option; it cannot be undone once data has been entered. Use Multiple Companies: Are there employees in your organization employed by different companies? Do you want the respective employer (company) to be

23

Chapter 3 - Behind the Scenes

identified when printing employee Reports (alternatively, no differentiation will be made between employees employed by one company versus another when Reports are printed)? When you choose to use this feature you can maintain all your employee files on one system and, at your discretion, print them out by selecting each company to make it appear that they are on separate systems. Salary Increase Tracking: Do you want to track Salary Increases in HRA Global? •

0=No Salary Increase Tracking



1=Track in History when adding records, do not display on History screen



2=Track in History when adding records, display on History screen.

Date Format: What date format will be used? • • •

Month/Day/Year (MDY) Year/Month/Day (YMD) Day/Month/Year (DMY)

Note: Remember that all date entries will have to be made using the chosen format throughout all of HRA Global. Use Automatic Employee Numbering: Do you want HRA Global to automatically assign employee numbers or do you want to assign them yourself (manually)? Note: If you choose to have HRA Global Employees numbered automatically, you will be able to enter the number at which you would like HRA Global to start. You might not want HRA Global to number your employees automatically so that you can enter the employee numbers that are used in other systems within your company such as payroll or time and attendance to keep them synchronized. Use the Audit Trail: Do you want an audit trail to record every movement and changes made within HRA Global, which operator made the change and when? This optional feature is additional to the standard record tracking information that HRA Global already keeps of which operator made what changes and when (without keeping a log file that will record these movements) that is stamped on every record created. Number of Decimal Places: How many decimal places do you want HRA Global to use on all numeric fields? You can select to a maximum of 5 decimal places.

24

Chapter 3 - Behind the Scenes

Carry Forward Details in History: Some firms choose to use the Details field in the Salary & Position History Module to enter important information that needs to be carried forward to the next entry. If you wish to have HRA Global move all Detail information when creating new entries select Y. If you do not wish to have the Details information forwarded to the next entry, select N. Country Code: This feature allows you to specify which country you are using when in HRA Global. You can only specify USA or you can specify MIX if your employees are in the USA and Canada. MIX code will affect certain field headings (e.g. Prov/State, Postal/Zip and SIN/SSN/Tax) and filters.

25

Chapter 3 - Behind the Scenes

Additional Options – Page 3 Page 3:

Use Additional 12 User-Defined Fields: Do you need more than 12 User-Defined fields? This feature allows you to ‘switch on’ an additional 12 User-Defined fields, making a total of 24 User-Defined fields. Use Dates in Salary Level Grids: If Y is selected, HRA Global will ask for an Effective Date in the Salary Level Code Table when accessed. This allows for future data entry as well as keeping track of previous salary level information. Use Active Flag in Code Tables: HRA Global allows you to tailor the Code Tables to include Active Positions or other Module Codes as well as Inactive Codes that can be used for Reporting purposes. This applies to the Standard Code Tables only. Use Employee Kiosk Signup: Allows you to activate the Security Signup Facility for Employee Kiosk Use Hourly Rate Fields in Salary Grids: If Y is selected, you may define a salary grid of Mid, Minimum and Maximum ranges using Hourly Rates only under the Salary Levels Code Table. Use Salary Grids in Position Code Table: Do you need to define a salary grid for each Position in the Position Code Table? Setting this option to Y will enable additional fields to show under the Position Code Table. There will be a minimum, midpoint and maximum salary fields where ranges may be specified.

26

Chapter 3 - Behind the Scenes

An important note: If you select Y to this option, you will no longer have access to the Salary/Admin/Salary Levels Code Table. View Annual Salary on ESS (Employee Summary Screen): If you have chosen to display Salary information when setting Security, by default HRA will display the Wage field when viewed from the Employee Summary Screen. You can choose to see Annual Salary instead of Per Pay or Hourly rates. Use FTE Amount in Compa Ratio Formula: If you are using FTE tracking in HRA Global, you can choose to include the FTE Amount when calculating Compa Ratio percentages in the Salary & Position History Module. Use Regular Hours In Salary Formula: If you do not want the program to automatically calculate based on the Status Code Table Weekly Hours field, you can choose to input the Regular Hours worked field located in the History Module. Activate Payroll Fields in ESS (Employee Summary Screen): To help those clients who exchange data with another program (such as Payroll or Time & Attendance), we offer an additional 12 UserDefined fields with an extra option to set the field length and set up Codes to select from drop-down menus. Company Code Length: By default the Company Code Table in HRA Global is set to 3 characters. This can be increased to a maximum of 6 digits if needed. Show Age & Seniority on ESS: Setting this option to Y will show the Age beside the Birthday field and if there are User Defined Fields set as Dates, HRA will show the Age/Years of Service beside the field. Use Kiosk Auto-Signon Feature (Global System Setting): Allows you to activate the auto sign-on option for Employee Kiosk

27

Chapter 3 - Behind the Scenes

Setting Global Parameter Field Labels – Page 4 Page 4: Another unique aspect of HRA Global is the option to change the labels of some default fields in the Salary & Position History Module. For example if you want to see Branch in place of Location, you can change the default Heading of Location to Branch.

If you change a field label Heading and there is a Code Table associated with the field, HRA Global will also update the Code Table button name to the new Heading Name.

28

Chapter 3 - Behind the Scenes

Setting Phone Field Labels – Page 5 Page 5:

There are 2 phone fields to set up. You can change the default Heading and Message of Phone 1 and Phone 2. “OTHER” Code to Check in ESS: Type the code you would like to use from the Other Module as a flag item. This will allow you to use a code in the Other Module Code Table, which will show the Code in red when at the Employee record from the Employee Summary Screen (ESS). Activate Employee Kiosk: Used to turn on the Employee Kiosk/Self-Serve Facility (there is an additional cost for this module). Use 5 Extra Activity Codes in History: This option allows you to create up to 5 additional Activity Codes for 1 History Entry. IE: An employee has received a Promotion with Transfer and a Salary Increase. Use Attached Docs in Leave Module: When this option is enabled all users will have access to the documents that are stored within the Leave Module based on security settings.

29

Chapter 3 - Behind the Scenes

Setting Time & Attendance Options – Page 6 Page 6:

Default # of Days to Period Start Date: This option is used to show the Start Date that entries can be viewed from the Time and Attendance Menu. If this option is set to 1, HRA will always start the new period on the first day of each month. If it is set to -1 HRA will show for the entire year. Default # of Days to Period End Date: This option is used to show the End Date that entries can be viewed from the Time and Attendance Menu. If this option is set to 31, HRA will show entries until the end of the month. If it is set to -1 HRA will show for the entire year. Use Reduced # of Fields in T/A: Used with Time Worked data entry and when set to Y the number of fields will be reduced to Regular Time and Other Time. When set to N the Extra Time, Over Time, Double Time fields become available as part of the Time Worked data entry screen. Use Manager Approval in T/A: This option allows Managers to approve the Time Worked/Leave data entry for their employees. HRA uses the Initials field from the Security Module when enabled. Require Login for Approval in T/A Email (HRA Global only): If set to Y, all Managers must log into the program to approve any Time & Attendance entries that are received via email. Exclude ‘View Calendar’ link in T/A Email (HRA Global only): If set to Y, the link to view the calendar within HRA global will not show when approval emails are received.

30

Chapter 3 - Behind the Scenes

Default # of Hours in a Work Day: To make repetitive data entry easier HRA allows clients to set the Time Worked Regular Hours field to a set value and can be over-ridden if required. For example: Regular Hours worked daily is 8 hours. When entering 8.00 into this field and adding data under the Time Worked Module the Regular Hours field will automatically populate with 8.00 Pay Period Cutoff Date: If used this date must be updated for each pay. HRA will stop users from adding/changing Time Worked/Leave data prior to the last Payroll cutoff date. Minimum Security Level for Editing T/A Records Dated Before Cutoff Date: Only works when Cutoff Date of Last Payroll option used. This option allows clients to set a minimum security level that will allow the user to go back prior to the Payroll Cutoff date and add/edit records under the Time Worked/Leave Modules. Include Entitlements in T/A Summary: Do you want access to each Employee’s LAMAR Leave Grid while at the Time & Attendance Summary Screen? Only approved entries in Leave Summary?: Do you want to show only Leave records that have been approved on the LAMAR Leave Grid? Choose Yes or No. Only past dated entries in Leave Summary?: Do you want to show only Leave records that have occurred on or before today’s date on the LAMAR Leave Grid? Choose Yes or No. Use Workflow response emails? (HRA Global only): If using the Time & Attendance Approval Module, do you want to enable emails to be sent from HRA? Use Attach Document file randomizations? (HRA Global only): If you are attaching documents to any entries within HRA using the Attach Doc button, that file will be uploaded to the server that hosts HRA Global. You can attach docs and they will be saved to a random sequence filename on the server. Prompt for file randomizations? (HRA Global only): The Attach Document file randomization setting must be set to yes. Do you want the system to prompt you for the file name or apply a random sequence filename when saving onto the HRA Global server?

31

Chapter 3 - Behind the Scenes

Skills and Training/ISO Options – Page 7 Page 7:

32

Chapter 3 - Behind the Scenes

Creating User-Defined Field Labels Another powerful aspect of HRA Global is the ability to create UserDefined Fields. HRA Global offers 24-alphanumeric User-Defined fields. These fields can contain information in character, numeric or date format. You may want to track items such as • • • • •

adjusted hire date (Seniority Date) emergency contacts emergency phone numbers professional associations security access

There are also 24-Dollar User-Defined fields. These fields can only contain information in numeric format. For those clients who wish to exchange data with a Payroll program, there are 12-alphanumeric Payroll User-Defined fields that can be set up to contain multiple choice options as menu drop-down items. How to Set Up Employee User-Defined Fields If you use HRA Global for Leave Tracking, do not rename User Fields 11 and 12. These fields are to be used with Vacation or Sick Override, which allow you to override the default value that the program places in the Entitlement row of the LAMAR Leave Grid that is located on the Employee Summary Screen (ESS). We suggest that you use the first 12 User Defined fields for the most important tracking items that you may want available at the click of a button. You can access Employee Fields 13-24 by selecting the More Fields, then the Personal Info 13-24 button at the Add/Change Employee Information Screen

33

Chapter 3 - Behind the Scenes

1. From the Admin Menu, select the System Setup & Maintenance menu item.

2. Select the Installation/Setup Tab. 3. Select the User Fields – Employee button. 4. The Field Heading is what you see from the Add/Change Employee Screen. This has a maximum of 10 characters. 5. The Message is the help line that can be seen from the status bar. It has a maximum of 50 characters. How to Set Up Payroll User-Defined Fields Whether you are using HRA Global to exchange data with a Payroll program or not, HRA Global adopts your unique requirements and allows you to create up to 12 of your own Field Headings and make your own drop-down lists of items for you to choose from. After you have named the field headings Payroll 1-12, you must set up Codes for the drop-down lists.

1. From the Main Menu, select the Code Table Maintenance menu item.

2. In the Other Tab, select the User Defined Payroll Codes button. 3. Select the Tab that matches the Payroll field Heading. 4. The Code Length is user driven. By default, it will only be a single

5. 6. 7. 8. 9.

character. If you want the Code to contain more characters, click Alter Field Length. This will be the Maximum number of characters the Code will be. This cannot be changed in the future if data has been entered into the Personal Employee Information. Select the Add button. Select Add to enter a New Code and Description. Select Save to save the new Code. When you have added all the Codes you wish to use, select Exit. Select Exit once again to go back to the HRA Global Main Menu.

34

CHAPTER

4

Easy Setup – The 5 Standard Code Tables It is through the Code Table Maintenance Module that HRA Global adopts your unique requirements and turns those complexities into simplicity. Throughout the HRA Global system you will see fields with a dropdown arrow at the right hand edge of an input box. Selecting the dropdown arrow you will see a list of codes available for you to choose from. The information from the drop-down lists comes from the Code Tables you have set up. Before you create employee records in HRA Global, you must set up the 5 Standard Code Tables located under the Standard Tab.

Standard Tab

Location Codes Table – allows you to assign a code to the Locations you want to use to help identify employees. The code can be alphanumeric and up to 3 characters long. The name can be alphanumeric and a maximum of 25 characters. If you have renamed History Module Codes from the System Setup & Maintenance/Installation Setup/Global Parameters/Page 4 options you will see the name of the code you created. IE: Position could be labeled as Title Codes or Job Codes. Department Codes Table - allows you to define codes for the Departments you want to use. The code can be alphanumeric and a maximum of 6 characters. The name can be alphanumeric and a maximum of 25 characters.

35

Chapter 4 – The 5 Standard Code Tables

If you have renamed History Module Codes from the System Setup & Maintenance/Installation Setup/Global Parameters/Page 4 options you will see the name of the code you created. IE: Position could be labeled as Title Codes or Job Codes. Position Codes Table - allows you to specify the positions you have in your company. The code can be alphanumeric and up to 6 characters long. The name can be alphanumeric and a maximum of 30 characters. If you have renamed History Module Codes from the System Setup & Maintenance/Installation Setup/Global Parameters/Page 4 options you will see the name of the code you created. IE: Position could be labeled as Title Codes or Job Codes. Status Codes Table - allows you to define various employee status types. The standard hours per week will be used in the calculation of the annual salary. All Terminated status codes MUST begin with 4 X’s (i.e. XXXX). This is a fixed standard within HRA Global to specify a Terminated employee. The code can be alphanumeric and up to 6 characters long. The name can be alphanumeric and a maximum of 35 characters. If you have renamed History Module Codes from the System Setup & Maintenance/Installation Setup/Global Parameters/Page 4 options you will see the name of the code you created. IE: Position could be labeled as Title Codes or Job Codes. Activity Codes Table – allows you to specify what activities you want to track. An activity code can be related to any event like HIR=Hired, PRO= Promoted, SI=Salary increase or TER=Terminated. The code can be alphanumeric and up to 3 characters long. The name can be alphanumeric and a maximum of 25 characters. Company Codes Table - allows you to identify different companies and assign a code to each. The code can be setup starting from 3 characters to a maximum of 6 characters long, and can be alphanumeric. The name can be alphanumeric and up to 40 characters. The Company Code Table is only available when Multiple Companies setting in Global Parameters is set as 1 or 2. If you have renamed History Module Codes from the System Setup & Maintenance/Installation Setup/Global Parameters/Page 4 options you will see the name of the code you created. IE: Position could be labeled as Title Codes or Job Codes. MT –Company could be Organization Note: Only the System Administrator and higher-security operators should have access to the Code Tables.

36

Chapter 4 – The 5 Standard Code Tables

How to Add Codes in the Code Tables 1. From the Admin Menu, select the Code Table Maintenance menu item. 2. In the Standard tab, select one of the Standard buttons. i.e. Status Codes if adding Status Codes. 3. Select Add to enter new Code and Name. 4. Select Save to save the new code.

How to Change a Code (And Update Employee Records) 1. Select the code to change. 2. Select Change and type the new code. 3. Select Save. HRA Global will prompt you if you want to change the code in the employee records. This allows you to globally change a code for all the entries already entered in HRA Global. 4. Select Yes if you would like to change. 5. If changing ONLY CURRENT record, select Current. 6. If changing ALL RECORDS, select ALL. 7. Select Yes if sure that all users are off the system. HRA Global will now update employee records. How to Delete a Code 1. Select the code to you want to delete. 2. Select the Delete button. 3. HRA Global will prompt you if you are sure in deleting the code, select Single to delete the selected code. 4. To delete all the codes in the Code Table, select the ALL. You are deleting ALL codes in the selected Code Table. Now that you have completed the first three steps in HRA Global, you can start entering Employee Information in the Employee Modules.

37

Chapter 4 – The 5 Standard Code Tables

If you would like to add another operator to the system, make sure an Employee file is set up in HRA Global and the employee has a history entry marked with ‘C’. You can come back to this point later when you have added some employees into HRA Global.

38

CHAPTER

5

Answers at a Glance – Employee Information - Summary Screen (ESS) The majority of your time in HRA Global will be spent working from the ESS. When you select the Employee Information menu item on the Admin Menu you will see the ESS. From there you can access all the Employee Modules.

Employee Summary Screen (ESS) The Employee Summary Screen (ESS) offers, “Answers at a glance”. This pivotal screen summarizes key information for each employee from multiple modules. It is the heart of HRA Global and provides you with a wealth of information about each employee instantly. With this one screen, you can • • • • •

view the employee’s full name information, salary and more view the summary of an employee’s historical activities: promotions, transfers, salary changes and more view a summary of the employee’s entitled, carried over, taken and remaining leave amounts access a picture of an employee when desired print an employee profile report

A unique aspect of HRA Global is the ability to access all of the information stored for an employee starting from this single screen. With a simple click of the mouse all of the employee information modules can be viewed and edited. The Employee Summary Screen (ESS) combines information from 3 main Employee Modules. The top left shows the Basic Employee Information. The top right hand shows a summary of the Employee Leave Information for this year in a unique grid called The LAMAR Leave Grid. The bottom area displays the recent Salary and Position History entries stored in the History/Salary & Position Information Module. One screen displays so much information!

39

Chapter 5 – Employee Summary

History Summary Grid

Lamar Leave Grid

Basic Employee Information The Basic Employee Information contains information such as employee number, last name, first name, initials and address information plus employee’s SIN/SSN, important dates like date of birth, hire date and action date (mostly used as a Benefit Start Date). There is also access to 24 text User-Defined Fields and if enabled, 12 Payroll User Defined Fields. The Lamar (LogArithmic Modeling and Results) Leave Grid (LLG) is a logarithmic model built to accommodate simple or complex Leave Entitlement rules for organizations in all market sectors. This dynamic tool, designed by the HRA Global development team and unique to HRA Global, provides management with immediate and instant results for all their employees Leave Categories or Types. Each time an employee is viewed by any method, Search, Next, Previous or View, the Leave Entitlements are instantly recalculated using the background calculations of the LLC (Lamar Leave Calculator) and the results displayed for the operators' viewing benefit on the LAMAR Leave Grid located on the Employee Summary Screen (ESS). The leave entitlements specified in Code Tables/Leave/Absence Tracking tab/Leave Categories are displayed in the grid columns. The grid rows show •

Entitled: the leave this employee is entitled to at the beginning of the leave period.

40

Chapter 5 – Employee Summary

• • •

Carry: the leave that has been “carried over” from previous leave periods for this employee. Taken: the leave this employee has taken so far in the current leave period. Balance: the leave entitlement remaining for this employee in this leave period.

The 12-month period, for which the leave information is summarized, is shown on your screen directly below the LAMAR Leave Grid. The History Summary Grid shows up to the last five entries made in the employee’s History Module (such events as Salary Increases, Transfers, Promotions, Demotions) in reverse date order (most current at top). • •



the C in the far left column indicates the “Current” entry for this employee. the scroll bar on the right can be used to view older entries. The scroll bar on the bottom can be used to see hidden columns. the Wage column in the History Summary Grid can be hidden from view on the Employee Summary Screen (ESS) depending on the user’s security level.

Employee Summary Screen (ESS) buttons (located at the bottom of the screen). 1. Top Row Buttons: •

Search - allows you to search for an employee by last name, first name, employee number or S.I.N./S.S.N.



Next - takes you to the next employee in order after the one currently displayed. The criteria by which HRA Global determines the next employee seen defaults to alphabetic, by Last Name and First Name. This may be changed using the Search Option from the Search button. This will also then control the scrolling order.



Previous - takes you to the employee immediately before the one currently displayed. The scroll order is the same as for the Next button.



View Current Position - allows you view the details for the ‘C’urrent record of the employees History-Salary & Position information.



Personal Information - allows you to view all the Personal Employee information without changing it.



Dollar Fields – allows you to add/change a new or existing numeric User Defined Field.

41

Chapter 5 – Employee Summary

2. Bottom Row Buttons: •

Add Employee - add a new employee to the database.



Change Employee - change the information that is in the Employee Information Module for this employee.



Delete Employee - delete this employee’s entire file (all information in all modules). You will be warned twice before HRA Global will proceed with the delete because this will completely erase all the information in the database for this employee.



Employee Picture - allows you to attach or view an employee picture. To attach a new picture select the link click here to attach a new pic. Browse to the file and select Attach. File formats can be .bmp or .jpg. You can also choose to change or remove the picture from the employee after it has been attached.



Print This – allows the user to view reports they have security access to. The HRA System Administrator is responsible for creating access to these report folders.



Main Menu - return to the Admin Menu screen.

Note: Depending on your security level, some buttons may not available. Search for an Employee 1. From the Admin Menu, select the Employee Summary Screen (ESS) menu item. 2. Select Search. 3. By default HRA Global searches by Last Name + First Name. To change the Search Order, select one of the Search Order options inside the frame. Depending on the selected option, only that field will be activated. 4. Enter Employee’s Last Name if searching by Last Name. 5. Hit key. 6. Type First Name or First Name Initial. 7. Select Search to view/find the closest match to what you have entered.

42

Chapter 5 – Employee Summary

Actions Button - Change the Employee View Options The Action button located on the bottom left side of the screen allows you to choose which employee(s) you want to view on the Employee Summary Screen (ESS). You can opt to show or hide terminated employees or view employees from certain groups.

1. From the Admin Menu, select the Employee Summary Screen (ESS) menu item. 2. Select Actions button.

43

Chapter 5 – Employee Summary

3. From the Actions window, select Show or Hide Terminated Employees. 4. From the Show or Hide Terminated Employees window, you have the option to view or not view Terminated Employee records. If you select Show Terminated Employee records, these employees will show at the Employee Summary Screen. If you select Do Not Show Terminated Employees, you are removing view/access to Terminated Employee records. If you choose not to view Terminated Employees in HRA Global, you cannot search for a Terminated employee until this option has been re-set to Show.

View User-Defined Dollar Fields 1. From the Admin Menu, select the Employee Summary Screen (ESS) menu item. 2. Select Search and search for an employee. 3. Select the Dollar Fields button. (It is assumed the User Defined Dollar fields have been defined under the Maintenance Menu/Installation Setup/User-Defined Fields – Employees before using).

44

Chapter 5 – Employee Summary

45

Chapter 5 – Employee Summary

Check for Activities on a Specific Date 1. 2. 3. 4. 5.

From the Admin Menu, select the Employee Information menu item. Select Search and search for the employee. Select the Actions button. Click Check For Messages link Input the exact date you wish to have HRA Global check to see if there are any Messages, Birthdays, Anniversaries or Action Dates for that date. 6. Click Continue 7. When the date search has completed, you will be taken back to the Employee Summary Screen (ESS).

Attach an Employee’s Picture 1. From the Admin Menu, select the Employee Summary Screen (ESS) menu item. 2. Select Search and search for the employee. 3. Select the Employee Picture button. 4. In the Employee Picture selection window, click Select New to attach a new picture. 5. In the Get File window, click Browse to search for the folder where the image is located. Select the file then select Open. 6. Click Continue and the picture is now attached to the Employee’s record. View an Employee’s Picture 1. In Employee Summary Screen (ESS), select Search to search for the employee. 2. Select the Employee Picture button 3. An Employee Picture Window will now show the employee.

46

CHAPTER

6

Ready to Go – Using HRA Global Employee Information Module The Employee Information Module offers the standard fields for each employee (name, address, S.I.N./S.S.N., birth date, phone numbers, etc.) plus twelve User Defined Fields. If you have not setup the User Defined Fields, you should do this before entering Employee Data.

USER DEFINED FIELDS 1 to 12 BASIC EMPLOYEE INFORMATION

Add a New Employee in HRA Global 1. From the Main Menu, select the Employee Information menu item. 2. In Employee Summary Screen (ESS), select Add Employee button. 3. In Add New Employee window, start entering Basic Employee Information. Uncertain what to enter in the field? Click inside a field to view the message located in the status bar along the left side of the HRA Global window. The status bar message will serve as your guide in entering information in the selected field. 4. After entering all the necessary information, select Save. You must enter the Employee’s first name and last name at least.

47

Chapter 6 – Using HRA Global

5. On the next screen, enter Employee’s number. (You will only get this screen when Automatic Employee Numbering is set to N in Global Parameters.) 6. Select OK to go back to Employee Summary Screen (ESS). When adding Employees in HRA Global It is very IMPORTANT to remember that an employee is only recognized by HRA Global when 1. an entry is made in the Basic Information Module, AND 2. a Salary & Position History entry is marked with a C (it can be a blank entry but must be marked Current). Note: An employee’s information will not be seen on reports until both these criteria are satisfied. Please see ‘How to Add the first History Record (and mark it Current)’ Equal Employment Opportunity Options (US/Mix Only) If you have turned on EEO Tracking in HRA Global, you can apply the EEO Job Category Code and the Race/Ethnicity Codes while entering basic employee information. Add User-Defined data to Employee Records

1. From the Employee Summary Screen (ESS). 2. Select the Add Employee or Change Employee button. 3. There will be 6 extra fields down the left side of the screen and 6 down the right side that will match the names you setup under the Maintenance Menu. 4. Select the More Fields button if you have more user-defined data to enter. Other Fields Button Selecting the Personal Info 13-24 button will take you to the other 12alphanumeric user-defined fields. You can also track other information if needed such as the Employee’s Email Address, and status for Disabled, Military, Veteran, Citizen and Alien Registration Number (US Only) by selecting the Other Fields button.

48

Chapter 6 – Using HRA Global

OTHER FIELDS

Payroll Fields Button Selecting the Payroll Fields button will take you to the Payroll User Defined fields.

PAYROLL USER DEFINED FIELDS

49

Chapter 6 – Using HRA Global

1. From the Employee Summary Screen (ESS). 2. Select the Add Employee or Change Employee button. 3. There will be 6 extra fields down the left side of the screen and 6 down the right side that will match the names you setup under the Maintenance Menu. 4. Select the More Fields button. 5. Choose Payroll Fields button. Changing Employee Information 1. From the Main Menu, select the Employee Information menu item. 2. Select Search. By default HRA Global searches by Last Name. Enter Employee’s Last Name and then select the Search button. 3. Select the Change Employee button from this screen OR select Personal Information, then Click here to edit the Personal Information Fields link. 4. In the Change Employee Information window, select Save to save all the change information for this employee. Deleting Employee Information and all associated Records 1. From the Main Menu, select the Employee Information menu item. 2. Select Search. Enter Employee’s Last Name and select the Search button. 3. Select Delete Employee. 4. Select OK if you are sure you would like to delete this employee. 5. Select OK to continue deleting this employee and all associated records. 6. After all associated employee records have been deleted you will be returned to the Employee Summary Screen for the next employee.

50

Chapter 6 – Using HRA Global

Note: Deleting an Employee will completely remove all the employee’s records from HRA Global. There is no retrieval from this deletion and the entire employee’s record will be gone. You can leave this employee on the system marked as Terminated and they will neither appear on reports nor will this affect the employee capacity license from HRA Global. Would you like to Terminate an employee? See instructions ‘How to Terminate an Employee’.

51

Chapter 6 - Using HRA Global

Salary & Position History Module The Salary & Position History Module is accessed from the Employee Summary Screen (ESS) and provides you with information about each employee’s salary and status changes within the company. This module, as with all modules, can contain an unlimited number of entries. One History record on the Salary/Position Summary Screen must be marked ‘C’ as the Current History for the employee to appear in any reports. Each entry shows you: • • • • • • • • • • • •

the date the change occurred promotions, transfers, salary increases, changes from contract to permanent status, and more where an employee is located (company, city, department) what position the employee holds and their status (full time, part time, casual, contract) the compa-ratio calculation (if applicable) the FTE amount and FTE hours (if applicable) the employee’s wage the employee’s wage per pay and annually broken down to a monthly amount, if required the employee’s regular weekly hours and hours per pay any commissions or bonuses received by the employee how long the employee has held this position who manages the employee in this position.

In addition, you can opt to track salary increases for the employee, showing • • • •

length of time since the last increase percentage change as a result of the last increase dollar change as a result of the last increase previous annual salary prior to change.

52

Chapter 6 - Using HRA Global

Add a History Record (and mark it Current) It is now that you must decide how much historical data you wish to enter for each employee in HRA Global. For the sake of this manual and to keep salary increase information accurate in the History Module, we suggest that you start by creating the Hired record first. Then add a new entry for each change that has occurred to the employee until you are at the most current entry. As each entry is made you will see it appear on the History Summary Screen. This gives you a quick check for the accuracy of your work.

1. Select the Salary/Position History button from the Employee Summary Screen (ESS). 2. In Salary/Position History Module, select Add to enter Employee’s first History record. 3. The Date field can be typed, or you can select the Calendar and go to the exact date you wish to put as your Hire Date. 4. The Activity Code would be HIR=Hired. 5. You will need to enter the Location, Department, Position and Status they were hired at. 6. The Wage field will be based on your pay type. If the employee is paid hourly, insert their hourly amount. If the employee is paid BiWeekly, Semi-Monthly or Monthly, insert the dollar amount. 7. The Pay Type will be based on what dollar amount was inserted into the Wage field. If an hourly Wage was inserted, the Pay Type is Hourly. The Pay Types are: (H)ourly, (D)aily, (W)eekly, (B)iWeekly, S(E)mi-Monthly, (M)onthly, (S)alary, (C)ontract and (O)ther.

53

Chapter 6 – Using HRA Global

8. After you have completed the data entry, select the Recalculate button. The Annual, Monthly and Hourly wage values will be calculated. 9. The Hourly will be calculated based on Status Hours (or Reg Hours field). If you have enabled the option to view the Hourly and Monthly calculated fields (see Maintenance Menu, Global Parameters), HRA Global will show these values. 10. If tracking Salary Levels select the level from the drop down menu. 11. HRA Global will automatically calculate the Compa-Ratio after the Recalculate button has been selected. 12. Details are any relevant information that is a maximum of 40 characters. 13. Select Save. 14. Select Yes to make the entry as the Current History.

15. Select Employee Summary button to return to the Employee Summary Screen (ESS). The Current History entry is now showing in the Salary/Position History Summary Screen.

54

Chapter 6 – Using HRA Global

Terminate an Employee 1. From the Main Menu, select the Employee Information menu item. 2. Search the Employee to be terminated. 3. Select the Salary/Position History button for Salary & Position History module. 4. Select Add. 5. In the Add History Details window, enter the termination date. 6. In the Activity field, select the terminated code from the drop-down menu. 7. In the Status field, select the terminated status. HRA Global only considers an employee to be terminated when the first 4 digits of their Status Code is XXXX. 8. Select Save. 9. Select Yes to the next screen if you would like to run 2 termination routines. 10. Enter Yes to store leave information or No to not store. 11. Enter Yes to cancel all benefits or No to not cancel. 12. Select Continue to start the termination process. 13. Select OK to go back to History Summary screen and select Employee Summary to go back to the Employee Summary Screen (ESS). 14. A red Terminated label is now attached. Note: The same process is done when an employee resigns except you will select a Terminated Status Code such as XXXX-R (Terminated – Resigned).

55

Chapter 6 – Using HRA Global

Steps 10 & 11 Explained: The answers to these questions are linked to the information stored in the Leave (step 10) and Benefits Modules (step 11). When an employee has been terminated, HRA Global does not zero out any Leave Entitlement, Carry Over, Taken or Balance values. By answering yes you can then enter the date of termination so that all leave will be recalculated and then frozen as of that date for that terminated employee. Later on you can change or zero out these values by selecting Change from the Employee Summary Screen (ESS) and overriding the amounts for all rows as required Step 11 is asking if all Benefits should be terminated in HRA Global. If Yes is selected, HRA Global will apply a Benefit Status of XXXX to all Benefits for that employee. If you select N you must enter the Benefit Module for this employee and change all Benefits from ACTIV to XXXX under the Benefits Module or this employee will show on Active Benefit Reports. Employee LAMAR Leave Grid – Terminated Employees When an employee has been terminated HRA Global does not zero out any Leave Entitlement, Carry Over, Taken or Balance values. If you select Yes to store leave information, you cannot override these values for terminated employees until that employee’s Leave/Absence has been archived. Once the data has been archived and if you wish, you can change these values by selecting Change from the Employee Summary Screen (ESS) and inputting 0.00 for all rows that show values. If you select No to store leave information question, you can change any of these values by selecting Change from the Employee Summary Screen (ESS). Input 0.00 to override value, hit .

56

Chapter 6 - Using HRA Global

Training Module The Training Module is generally used to track courses that are days, weeks or months in length as opposed to degree or diploma programs that are years in length and tracked in the Education Module. The HRA Global Skills and Training Module helps you keep track of the • • • • •

training that is scheduled for, in progress by, or completed by each employee the skill acquired through that training assignment/course level of achievement attained duration of the training and where it was done cost of the training, direct and indirect expenses.

Add Training/Skills records 1. 2. 3. 4. 5.

From the Main Menu, select the Employee Information menu item. Search for an employee. Select the Skills and Training button to access the Training Module. Select Add. In the Add Training Details window enter all necessary information for the Training Course. (If Use Skills Tracking is set to N in Global Parameters, Skill Area/Detail fields won’t appear). 6. Select Save to save training record. 7. Select Save & Add Another button to add another entry or select Cancel to go back to the Skills and Training Summary Screen without saving the record.

Please Note: Hourly Rates and Hourly Costing fields are only available to users who have the Security settings to view employee salary fields. If you do

57

Chapter 6 – Using HRA Global

not have permission to view salaried information in HRA Global, you will not see rate fields in this Module.

Education Module The Education Module makes it easy for you to track formal education completed by employees. The Education Module is generally used to track degree or diploma programs that are years in length as opposed to courses that are days, weeks or months in length and tracked in the Training Module. You can record: • • • •

the nature of the education the duration of the program when and where the education was completed the level of education acquired by the employee

This can be module can be invaluable, particularly where professional accreditations need to be verified and kept on record. As with all of the modules, you can attach related documents to the education records using the Attach Doc feature. Add Education records 1. 2. 3. 4. 5.

From the Main Menu, select the Employee Information menu item. Search for an employee. Select the Education button to access the Education Module. Select Add. In the Education Details window, add education information for the employee. 6. Select Save to save the record. 7. Select Save & Add Another button to add another entry or select Cancel to go back to the Education Summary Screen without saving the record.

58

Chapter 6 - Using HRA Global

Other Info Module The Other Information Module is yet another means of making HRA Global capture all the information about your employees you want to capture. You use the Other Information Module when the subject matter you’re dealing with doesn’t quite fit with any other modules. Here, you simply tell HRA Global what you want to track. You are not limited in the type or number of topical categories you can create and use to track information you need nor is it simply a jumble of data. You can sort the information you enter by topic on the summary screen, or by topic or date in the Reports Module. And there are some very practical tools residing here as well. Imagine... •

• • •

track any event or information you wish for each employee: grievances filed, discipline enacted, telephone conversations, equipment in the employee’s possession etc. leave messages for other HRA Global operators regarding an employee leave automatic reminders to yourself or others about an important future date view only those significant records that relate to a specified subject.

Add Other Info Records 1. From the Main Menu, select the Employee Information menu item. 2. Search for an Employee. 3. Select the Other Info/Messaging button to access the Other Info Module. 4. Select Add. 5. Enter the date then select the code from the drop-down menu. 6. If the record is to be used for messaging, select the initials of the user you’re sending the message to. If sending to all users, select ALL Users from the list. 7. Enter Yes in the Active field to activate the message when you Signon to HRA Global on the date specified. 8. Enter No if not using the record for messaging to simply keep this information in the employee’s file. 9. Enter any detail or attach a note to the record. 10. Select Save to save the record. 11. Select Save & Add Another button to add another entry or select Cancel to go back to the Other Info Summary Screen without saving the record.

59

Chapter 6 – Using HRA Global

Note: When you sign on to HRA Global and get a message, you have the option to make the message inactive, reply to it or delete it. By making the message INACTIVE, you won’t get the message again the next time you sign on. The record will automatically be updated in the Other Info Module. To do this, click on the Details link of the message you want to make inactive, and select Make Inactive. To reply to the message, click on the Details link of the message you want to reply to and select Reply. To delete the message, click on the Details link of the message you want to delete, and select Delete Message. It will be deleted from the Other Info Module.

60

Chapter 6 - Using HRA Global

Performance Appraisal Module The Performance Appraisal Scheduling is an important component of HR management. For each employee, you can track • • •

what type of appraisal is scheduled which appraisals were done, and when the dates for which the next appraisal is scheduled.

The Performance Appraisal Module behaves differently to the other modules in that when you schedule the appraisal you add a new appraisal. Like the History Module you mark this entry with a “C” to indicate it is the next appraisal to be done. Then when the appraisal has been done you come back and change that same appraisal entry. When you change the entry and mark it as completed = Y, a button will appear that will allow you to schedule the next appraisal. You enter the date and type, or accept the defaults, and then mark that entry as the C=Currently Scheduled Appraisal. The previous entry that was marked with a C will now be marked with an L to indicate that it was the last appraisal done. How to Schedule a Performance Appraisal 1. From the Main Menu, select the Employee Information menu item. 2. Search for an employee. 3. Select the Perf Appr Scheduling button to access the Appraisal Scheduling Module. 4. Select Add button. 5. In the Add Appraisal Scheduling Details window, enter the Schedule date and select the Appraisal Type. Appraisal Done field should be No. 6. Enter any detail information. 7. Select Save. 8. Select OK button to make the entry the current scheduled appraisal. 9. In Performance Appraisal Summary window, the record is marked with a C as the current appraisal record. Note: What happens when the currently scheduled appraisal has been completed? See below.

61

Chapter 6 – Using HRA Global

How to Record a Completed Performance Appraisal 1. Select the Current Appraisal record (the one with the ‘C’). 2. Select the Change button to change the current appraisal to be completed. 3. In the Change Appraisal Scheduling Details window, enter Yes in the Appraisal Done field. 4. Enter the date this Appraisal has been done. 5. Enter the rating and the details for the appraisal.

62

Chapter 6 – Using HRA Global

6. Select the Schedule a New Appraisal button to schedule the next appraisal.

7. Two additional fields will be available to record the next appraisal. Fill these fields in or accept the default values shown. The date will have computed by adding the number of days for this appraisal type to the currently scheduled date. This number of days can be entered or changed in the Performance Appraisal Types Code Table. 8. Select Save to go back to the Appraisal Summary screen. Notice that the previous ‘Current’ Appraisal is now marked L because it was the last appraisal done and a new record is now marked with a C.

63

Chapter 6 - Using HRA Global

Leave Tracking Module The Leave Tracking Module handles the leave or absenteeism information for each employee. In HRA Global, the Leave Categories are not set and can be changed. For each Leave Category, you can set up an unlimited number of Leave Types or Leave Sub-Categories. These Leave Types further breakdown the Leave Category as in VACAT-PAID, VACAT-UNPD whether the Vacation is Paid or Unpaid or SICK-DOC, SICK-NODOC whether or not the employee had a doctor’s note for their sick time. Each time an employee takes some leave, be it vacation, sick, education, or any other type of leave, the following information is captured. • • • • •

The start and end dates for the leave taken. What type of leave was taken. The number of units of leave taken. Each category can track its own units – hours or days. The cost of time taken based on the hourly rate (if costing is turned on in Global Parameters) Detailed notes can be attached to each entry (e.g. sick with flu, jury duty)

Each time an entry is made here, the LAMAR Leave Grid will be automatically updated on the Employee Summary Screen (ESS). Thanks to this automatic recalculation, the LAMAR Leave Grid can always be relied upon to find out how much leave an employee may have remaining. The LAMAR Leave Grid is a fast, effective way of monitoring absenteeism for each employee while the Reports Module can be used to analyze absenteeism rates and patterns for specific departments, locations, or positions. Add Leave Taken records 1. 2. 3. 4. 5.

From the Main Menu, select the Employee Information menu item. Search for an Employee. Select the Leave Tracking button for the Leave Summary Screen. Select Add to add a leave. In the Add Leave Details window, enter the Starting and Ending date of the Leave. 6. Select the Leave Category from the drop-down menu. 7. Select the Leave Type from the drop-down menu. 8. Enter the number of units. It can be hours or days depending on how you track your leave for that category. Hit the key. If you have cost tracking turned on, enter the time in hours and the total cost will be calculated based on the Employee’s hourly rate 9. Enter any details for the leave. 10. Select Save.

64

Chapter 6 – Using HRA Global

11. Back to Employee Summary Screen (ESS), the LAMAR Leave Grid is automatically updated with the new leave record.

65

Chapter 6 - Using HRA Global

Time Worked Module Say good-bye to paper timesheets with the Time Worked Module! HRA Global turns timesheet drudgery into timesheet simplicity. You can log • • •

daily, weekly or periodic hours standard, overtime and other categories of hours worked commissions and bonuses earned in the period and more.

All the necessary information from here can be automatically imported from another electronic format such as a Time and Attendance application. Add Time Worked Records 1. 2. 3. 4. 5.

From the Main Menu, select the Employee Information menu item. Search for an employee. Select the Time Worked button. Select Add. In the Add Time Worked Details window, enter the Starting Date of the Time Worked. 6. Enter the Ending Date of the Time Worked. 7. Type in the number of hours of regular time worked during this timesheet period (if you have default hours entered in Global Parameters, the default number of hours will be populated here automatically). Hit key. 8. Type in the number of hours of extra time worked during this timesheet period. Hit key. 9. Type in the number of hours of overtime worked during this timesheet period. Hit key. 10. Type in the number of hours of double time worked during this timesheet period (to be paid at double the regular hourly wage). Hit key. 11. If you are entering data based on Other Codes, select the Code from the drop down menu. 12. Type in the number of hours worked during this timesheet period. Hit key. 13. Enter any Details. 14. If the Location, Department or Position is different from the employee’s regular work, select the Code from the drop-down menu for each option. 15. Only use the Current field if you are using Multiple Positions in HRA Global. If you are using Multiple Positions, enter the Position Number for the time worked here. 16. If the employee was paid a different hourly rate enter that value. 17. If you’re tracking Labour codes, Cost Centre codes, or Project codes, choose the appropriate code from the drop down menu.

66

Chapter 6 – Using HRA Global

18. Select Save. Note: Hourly Rates and Hourly Costing fields are only available to users who have the Security settings to view employee salary fields. If you do not have permission to view salaried information in HRA Global, you will not see rate fields in this Module.

67

Chapter 6 - Using HRA Global

OSHA Module For those companies that administer and track Occupational Safety and Health, we have all the requirements needed to help keep track of health and safety issues. The OSHA Module is based on U.S. government regulations of when, where, how and why an injury occurred while on the job. Using the Code menu, you can track whether an incident is OSHA Reporting required or not. This allows you track all injury and health related issues inside and outside of OSHA, and it allows you to complete all your required OSHA reporting properly and accurately. Imagine... • • •

track any health/safety issue you wish for each employee. track in details and run reports on all OSHA required incidents. filter to only those records that relate to a specified subject such as OSHA, NON-OSHA, Vaccinations, etc.

Add OSHA or Injury Records 1. From the Main Menu, select the Employee Information menu item. 2. Search for an employee. 3. Select the OSHA button to access the Occupational Health & Safety Module. 4. Select Add. 5. Enter the Category from the drop-down menu. 6. Enter the Date of Injury. 7. Enter the Type of Injury that occurred from the drop-down menu. 8. If there is a Case Number, input that information. 9. If applicable, choose the Classification from the drop-down menu. 10. Complete the remainder of the fields as required and available. There are two pages of other information. Click on the page 1 or page 2 link to access the details found there. 11. Select Save.

68

Chapter 6 – Using HRA Global

69

Chapter 6 - Using HRA Global

Benefits Module The Benefits Module allows you to administer different sets of benefits for each employee, track their beneficiaries and related information unique to each benefit. By using the Action Date field in the Employee Summary Screen (ESS), HRA Global notifies you when employees qualify for benefit enrolment. In HRA Global Benefits Options, only the Fixed Rate Benefits will automatically calculate the Employee and Company Ratio. Benefits based on Salary calculation will require the costs to be manually entered. HRA Global allows for full formulas to be entered that will automatically calculate the employee and employer portions for salarybased benefits. Add Benefits Records 1. 2. 3. 4. 5.

From the Main Menu, select the Employee Information menu item. Search for an Employee. Select the Benefits button to access the Benefits Module. Select Add. In Add Benefits Details window, select the Benefit Plan and then the Benefit Option from the drop-down menu. 6. Indicate the Status of the benefit from the drop-down menu. 7. Click the Compute Rates button to calculate the amounts for salary driven benefits. 8. Enter Starting/Ending Date for the Benefit. (Optional) 9. Enter any details for the Benefit. (Optional) 10. Select Save to save the Benefits.

70

Chapter 6 - Using HRA Global

71

Chapter 6 - Using HRA Global

Succession Planning Module The existing Succession Planning Module allows you to track who is being groomed for what position, the length of time they have spent in a related position, their readiness for the position and their potential in regards to the specified position. You can also track how many people are likely to be considered for the position before a particular person is considered. Add Succession Planning Records 1. From the Main Menu, select the Employee Information menu item. 2. Search for an Employee. 3. Select the Succession Planning button to access the Success Planning Module. 4. Select Add. 5. In Add Succession Planning Details window, select the Position the employee is being groomed for from the drop-down menu. 6. Type in the Order that this employee is in line for this Position. 7. Type in the date started in a Position related to this Position. 8. Type in the current Readiness Code this employee is for the planned Position. IE: Now, 2YR, 2-5 etc. 9. Type in the High Potential Code for this employee in this Position (if used). 10. Select Save to save the Succession Planning record.

72

Chapter 6 - Using HRA Global

Personal Development Module The following features are under development. Watch for Vantage Point Software development updates for more information. Career/Succession Planning Process The HRA Global Career/Succession Planning Process provides a comprehensive comparison of the skills, knowledge, abilities, experience and training required for a position with those held by individual employees. The backbone of this process is a thorough competency management component called the Knowledge Block Module. Combined, the Succession Planning and Knowledge Block modules allow HRA Global to help you help your organization and its employees maximize potential. Career Planning The Career Planning component of this module maps customized career paths for employees when they indicate a position they might eventually like to hold or are being groomed for. The process informs the employees of which • •

competencies they require for that position what positions and training will be needed to provide them with the competencies required.

73

Chapter 6 - Using HRA Global

Dependents Module Dependent benefits coverage is an important extra for employees, and HRA Global helps you administer it efficiently. You can keep track of • • •

each employee’s dependents their contact information their S.I.N./S.S.N., birth dates...

This module allows you to keep track of dependents’ information in an uncluttered, dedicated area for easy reference and inclusion in reports. Add Dependent Records 1. 2. 3. 4. 5.

From the Main Menu, select the Employee Information menu item. Search for an Employee. Select the Dependents button to access the Dependents Module. Select Add. In Add Dependent Details window, type in the Dependent’s First and Last Name. 6. Select the Relationship to this employee from the drop-down menu. 7. Type in the dependent’s Telephone Area Code and main Phone number to contact. 8. Select the Dependent Birth Date from the calendar. 9. Type in the SSN or SIN Number. 10. Enter the Benefit Starting Date. 11. Enter the Benefit Ending Date. 12. Indicate whether this dependent has an Active Benefit Status, or InActive Benefit Status. 13. You can track any Other Information to a maximum of 5 fields. 14. Select Save.

74

Chapter 6 - Using HRA Global

All Modules - Most Common Buttons •

Add - Add a new record for this employee in the module.



Save & Add Another - save this entry and go to another blank screen to enter another record for this employee.



Save & Add Another + 1 Day - save this entry plus automatically add one entry of the same information except the start and end dates will be for the next day. This option is specific to the Time & Attendance, Leave Tracking (Absenteeism) and Time Worked Modules.



Cancel - return to the Module Summary screen (Close button to go back to Employee Summary Screen (ESS)) WITHOUT saving your changes.



Delete – delete the selected record for the employee.



Change - access the change screen to change this entry.



Display- view, in detail, the contents of this employee entry.



Doc: No/Doc: Yes – to attach/view new or existing document. See Doc Button These are Word or Excel documents linked to an employee’s file



Note: No /Note: Yes – to add/view note to the selected record.



Save – save the employee’s record



Batch Add – to enter the same record for multiple employees. See how to add records using Batch Add?



Codes Filter – to view only records matching the specified code.



Period Filter – to view records only for the specified dates.

75

Chapter 6 - Using HRA Global

Batch Add Button To save time while entering the same information for multiple employees you can use the Batch Add feature. This feature is available in the Training, Leave, Other Info, Appraisal, and Benefits Modules. Add Records using Batch Add Button 1. Select the Batch Add button from the Summary Screen of the module you want to add multiple records into. 2. You can narrow down the list of employees to choose from by selecting specific Employee Groups from the drop-down menus (Department, Location, Position, Status, Company, and Level). 3. Select the Continue link. 4. In the Multiple Registration window, double-click the Employee Names you would like to a record for, or highlight their name and click the Select One button. Continue selecting all the employees for whom you wish to make the same entry.

5. Select Continue when you are ready to add the details of the record. You will now see the Add window corresponding to the module you are currently using. 6. Enter all the necessary information for this record. Remember, the information must be identical for all employees included in the Batch Add group. 7. Select Save to save this record for all the employees you have selected including the employee whose record you are in.

76

Chapter 6 - Using HRA Global

Doc Button With the Doc: No button you can attach a document to each record in each of the following modules in HRA: • • • • • • • • • • •

Salary & Position History Skills & Training Education Other Information & Messaging Performance Appraisals Leave Tracking Health & Safety Benefits Succession Planning Personal Development Dependents

Using the Doc: Yes button you can view documents you have previously attached to a record, or you can remove attached documents. How to Attach a Document to a Record 1. Go to the module you want to add a document to, and highlight the record you would like the document to be attached to. 2. Select the Doc: No button. 3. Select the radio button beside Attach a New Document. 4. Select the Browse button to locate the document you wish to attach and choose Open. 5. Select the Attach button and wait for the document to be uploaded. 6. Choose the Cancel button to return to the module’s Summary screen. How to View an Attached Document 1. Highlight the record you are interested in and choose the Doc: Yes button. 2. Select the radio button beside Open the Attached Document and choose Continue. 3. HRA Global will open the document in a separate window. 4. Back in HRA Global, choose the Cancel button to return to the module’s Summary screen. How to Remove an Attached Document 1. Highlight the record you are interested in and choose the Doc: Yes button. 2. Select the radio button beside Unattach this Document and choose Continue.

77

Chapter 6 - Using HRA Global

3. HRA will remove the document from the selected record. 4. Choose the Cancel button to return to the module’s Summary screen.

78

CHAPTER

7

Time & Attendance Module – When to Use It The Time & Attendance Module is carefully designed for fast data entry of leave taken or time worked. Entries are made as a group via the Time & Attendance Module.

Using T&A for a Group of Employees 1. From the Main Menu, select the Time & Attendance menu item.

2. Select the Group(s) button. 3. Your choice of Groups includes the following list. The default for each is ALL; you can change this for any group by selecting the group you want from the drop-down menu. • • • •

Location: employees at ALL locations, or those at only one specific location Department: employees in ALL departments, or those in only one specific department Position: employees in ALL positions, or only those who hold a specific position Status: employees in ALL status groups, or only those of a particular status

79

Chapter 7 - Time & Attendance – When to Use it





Company: employees employed by ALL companies, or only those employed by a specific company (This option only appears if the System Setup & Maintenance/Installation & Setup/Global Parameters/Multiple Companies? field is set to 1 or 2). Salary Group: ALL employees regardless of salary group, or only those in a particular salary group. (This option only appears if the System Setup & Maintenance/Installation & Setup/Global Parameters/History Pay Style field is set to 0 or 3).

5. Choose Continue when you have made your Group selections. 6. The employee criteria you just entered are now displayed in the Current Selection Criteria at the bottom left of the Time and Attendance Options screen. For example, if your settings are • Location: ALL • Department: Accounting • Position: Manager • Status: ALL • Salary Group: ALL The timesheet screen will display those employees who are Managers AND work in the Accounting department. All matching employees will be included regardless of their location of work, status, or salary group. Remember that as you increase the selection restrictions, there will be fewer employees that meet your selection criteria. 6. Enter the Starting Date value (or select the Calendar button to choose a date). 7. Enter the Ending Date value (or select the Calendar button to choose a date). 8. Choose the Sort Option. • Alphabetic (by Last Name) • Numeric (by Employee Number) 9. Select the viewing style. • Classic Style • Calendar Style 11. Select Continue. 12. If you chose the Classic Style, you will see the following screen.

80

Chapter 7 - Time & Attendance – When to Use it

13. If you chose the Calendar Style, you will see the following screen.

14. From this screen, you will see the employees you requested and all leave and time worked that was entered during the date range specified.

81

Chapter 7 Time & Attendance – When to Use it

Using T&A for All Employees 1. From the Main Menu, select the Time & Attendance menu item.

2. Select the All Employees button. 3. Enter the Starting Date value (or select the Calendar button to choose a date).

4. Enter the Ending Date value (or select the Calendar button to 5.

6.

7. 8.

choose a date). Choose the Sort Option. • Alphabetic (Name) • Numeric (Employee Number) Select the viewing style. • Classic Style • Calendar Style Select Continue. If you selected Classic Style, you will see the following screen.

82

Chapter 7 - Time & Attendance – When to Use it

9. If you selected Calendar Style, you will see the following screen.

10. From this screen, you will see all employees and all leave and time worked that was entered during the date range specified.

83

Chapter 7 - Time & Attendance – When to Use it

Time & Attendance Screen - Buttons Change Period – allows you to change the current date period being viewed (Classic Style). Create Report – allows you to print the current information to a report (Classic Style). Add – allows you to add leave/time worked record (Classic Style). To add a record in the Calendar Style, click in the square to the right of the employee’s name and below the date you want to add the record for. Change – allows you to change a current leave/time worked entry (Classic Style). To change a record in the Calendar Style, click on the record and select Modify this record. Delete – allows you to delete a current leave/time worked entry (Classic Style). To delete a record in the Calendar Style, click on the record and select Delete this record. Display – allows you to display the details of a current leave/time worked entry (Classic Style). To display the details of a record in the Calendar Style, click on the record and select View this record. Approve – allows you to approve the currently selected leave/time worked entry (Classic Style). To approve a record in the Calendar Style, click on the record and select Approve this entry. Leave Summary – allows you to view the LAMAR Leave Summary Grid for the currently selected employee (Classic Style). To view the LAMAR grid in the Calendar Style, click on the employee’s name. Prev 100 Records – allows you to move to the previous 100 records to view (Classic Style). Prev 25 Employees – allows you to view the calendar for the previous 25 employees (Calendar Style). Next 100 Records – allows you to move to the next 100 records to view. Next 25 Employees – allows you to view the calendar for the next 25 employees (Calendar Style). Close – returns you to the Time & Attendance Options screen.

84

CHAPTER

8

Code Table Maintenance Menu Explained As mentioned earlier in the manual, the 5 Standard Code Tables are first to be setup to start using HRA Global and there are many other Code Tables that can be tailored for your specific use. There are multiple Tabs that the Code Tables are grouped under. The Tabs are as follows:

Skills and Training Tab Training Status Codes Table –allows you to specify which statuses you want to track. Examples are COM=Completed, REQ=Required, INC=Incomplete, etc. The code can be alphanumeric and up to 3 characters long. The description can be alphanumeric and a maximum of 25 characters. Training Courses Codes Table - allows you to specify and assign a code to each of the training courses you want to track. In addition, each course available to employees can be linked with codes for the skills employees acquire from having taken each course. This enables faster data entry for the operator when entering Training Courses as the Skill, Skill Detail and Training Codes are already matched together. By then entering a Training Course Code when in the Training Module, that code does not have to verify back to this code table. This is because there are hundreds of courses out there for employees to take. This is the only code in all of HRA Global that behaves this way and this gives you the flexibility to track certain courses but still allow any other courses to be entered too. The code can be alphanumeric and up to 3 characters long. The description can be alphanumeric and a maximum of 25 characters. Skill Codes Table – allows you to define what skill categories and types you want to track for your employees. Each Skill Category can have multiple Skill Types or sub-categories associated with it. Examples are “ENG-CIVIL, ENG-MECH, ENG-ELECT, etc. The Skill Area code can be alphanumeric and a maximum of 4 characters long. The Skill Area name can be alphanumeric and a maximum of 25 characters. The Skill Detail code can be up to 6 characters. The Skill Detail Name can be up to 25 characters. Education Level Codes Table – allows you to specify which levels of education you want to track. Examples are UNIV=University Degree, PHD=PhD, COLLG=College Diploma, etc. The code can be up to 5 characters and the description can be up to 25 characters.

85

Chapter 8 - Code Table Maintenance Menu Explained

Health Benefits Tab Benefit Options Codes Table – allows you to assign codes to options within Benefit Plans for tracking them in HRA Global. You can associate an unlimited number of Options under each Benefit Plan. The code can be alphanumeric and have a maximum of 6 characters. The description can have a maximum of 25 characters. Benefit Plans Codes Table – allows you to specify benefit plans and assign codes to each of them for tracking in HRA Global. Once the Benefit Plan Code has been entered, options within the plan can be created in the Benefit Option Code Table. The code can have a maximum of 5 characters. The description can be up to 25 characters. Buttons available in Benefit Options Codes Table Copy Benefit: This feature allows you to copy a benefit to create a new one that is similar. Simply highlight the Option to be copied and select this button. You will be asked to confirm this action and the Option will be copied. You must change the Option Code as duplication is not allowed. Rate Update: This feature allows you to update the files of all employees who have the currently selected Benefit Option. Other Fields: Many of the entry fields in the Benefits Module are operator-defined and unique to the specific Benefit Option. It is with the fields on this tab that you can define the entry fields you require for this particular Benefit Option. Field 1 – This field is normally used for Coverage but you can change the field name that appears on your screen if you wish. Type the field name you wish to see on the Flexible Benefits entry and display screens. Field 2 – This field is normally used for the Benefit Premium Amount. This amount can be the amount paid each month, pay period, year or any other period that is required. The value is controlled by what is entered in the fixed amount field. Optional Fields 3 to 6 – You can define these benefit detail fields as you wish to gather any other information you require for administering this particular benefit. The entry you make in this field becomes the field name you see on the Flexible Benefit Module entry and display screens. Examples include Beneficiary, Relationship, Plan Number etc.

86

Chapter 8 - Code Table Maintenance Menu Explained

Benefit Status Codes Table – allows you to define and assign codes to the status of health benefits coverage for employees. For example, • • • •

coverage is active coverage is declined previous wage coverage details – for archival reasons coverage has ceased – employee was terminated etc.

Note: The ACTIV code must be included in this table. The Flexible Benefits Module summary screen defaults to showing only those entries marked ACTIV for that employee (you can choose to view other status’ or all status’). Insurance and Age Rates - allows you to specify benefit premium rates (in dollars and cents) for certain groups of employees based upon their age. For example, premium rates may vary depending on whether an employee is male or female, a smoker or non-smoker. When building formulas to calculate benefit premiums, this table is referred to in order to identify the appropriate premium rate for each employee depending on their unique profile (age, smoker or nonsmoker etc) and their age.

Salary Admin Tab Currencies Code Table - allows you to define and assign codes to currencies that you want to associate with the pay fields in HRA Global. The Currencies Code Table is only accessible if the Maintenance/Installation & Setup/Global Parameters-2/Multiple Currencies field is set to Y. You can also maintain a current conversion rate for each currency. This caters to firms who pay employees in multiple currencies but wish to report on them under the common currency and have all the conversions performed automatically. The codes you create in this table become options for you when entering data into the Employee Information/Salary & Position History/Change or Add or Display/Currency field. This feature allows you to cost salaries and related costs (bonuses, commissions etc.) in your primary currency because the conversion occurs automatically. Salary Group Codes Table - allows you to define and assign a code to any employee group that is paid on a fixed grid salary structure. Although this is most commonly used for unionized employees, there are sometimes non-union positions paid based on the same type of structure. Examples of non-unionized staff on a fixed grid salary structure are bank tellers and administrative assistants. Fixed grids are used for such positions to ensure common, equal payment across the group.

87

Chapter 8 - Code Table Maintenance Menu Explained

The Salary Groups that are defined and assigned a code here become choices for you when entering data in the Salary & Position History Module. The Salary Groups Code Table is only accessible if the Maintenance/Installation & Setup/Global Parameters-1/Pay Style field is set to 0, 3, or 4. Pay Style 1 - Salary Level Codes Table – allows you to define salary level/grades for those employees who are not paid based on fixed salaries. • • • •

Level field – salary level for hourly or salary employees. No duplication allowed. Midpoint - the Midpoint dollar value paid to employees in this Salary Level. Minimum - the Minimum dollar value paid to employees in this Salary Level. Maximum - the Maximum dollar value paid to employees in this Salary Level.

The Salary Levels Codes Table (1) is only accessible if the Maintenance/Installation & Setup/Global Parameters-1/Pay Style field is set to 0 or 1. The Salary Level Code Table (1) creates a salary grid for employees whose pay is based on an individually negotiated or non-fixed amount. This grid contains information for Compa Ratio calculation. It is applicable when the •

Maintenance/Installation Style field is set to 1

&

Setup/Global

Parameters-1/Pay



Maintenance/Installation & Setup/Global Parameters-1/Pay Style field is set to 0 AND the employee’s Employee Information/Basic Information/Pay Style field is set to 1, thus the 1 in the table name. Usually Pay Style 1 employees are nonunion employees.

OR



If the Global Parameters-1/Pay Style field is set at 0 (Mixed environment: fixed & non-fixed salary grids), HRA Global will ask you to enter a Pay Style (1, 2 or 3) when you access the Salary Level Code Table so it can display the appropriate table. If you enter 1, the Salary Level Code Table (1) is displayed. (See Pay Style 3 Code Table Salary Levels for fixed salary grid creation.) The dollar values entered in each Salary Level must entered as: • •

Hourly amounts only for hourly employees OR Annual amounts only for all other employees. The annual salary calculated by HRA Global will be compared with the salary entry in this Code Table.

88

Chapter 8 - Code Table Maintenance Menu Explained

2 Ways HRA Global uses the Pay Style 1 Code Table Information 1. Compa Ratio Calculation When you enter the Wage and Pay Frequency in the Salary & Position History Module, HRA Global automatically calculates the Annual Salary and displays it on the screen. With the entry you make in the Salary Level field in the Salary & Position History Module, HRA Global • • • • •

refers to the Salary Level Code Table looks up the midpoint for the Salary Level you entered divides the Salary Level Midpoint by the Annual Salary multiplies the result by 100 displays the resulting Compa Ratio in the Compa Ratio field on the Salary & Position History screen.

2. Salary Range Warnings When you enter a Pay Level and Wage in the Salary & Position History Module, HRA Global • • • •

refers to the Salary Level Code Table looks up the salary range (between the minimum and maximum wages) for the Pay Level you entered compares the wage you entered with the salary range warns you if the wage you entered is outside the allowable salary range (but you can always continue working).

Buttons available in Salary Level Codes Table Updt Lvl - allows you to update the Salary Level only. Increase - allows you to set Dollar increases or % increase on all levels.

Update – will allow you to update Salaries for all employees or update their Compa-Ratio field in the History Module.

89

Chapter 8 - Code Table Maintenance Menu Explained

Note: If you choose to update only the Compa-Ratio field or overwrite existing record, some of the fields will not be available on the screen.

90

Chapter 8 - Code Table Maintenance Menu Explained

Pay Style 3 - Salary Level Codes Table - The Salary Levels Codes Table (3) is only accessible if the Maintenance/Installation & Setup/Global Parameters-1/Pay Style field is set to 0 or 3. The Salary Level Codes Table (3) creates a fixed salary grid for employees whose pay is based on a fixed structure (usually union, and sometimes non-union employees). It is applicable when •

Maintenance/Installation Style field is set to 3

&

Setup/Global

Parameters-1/Pay



Maintenance/Installation & Setup/Global Parameters-1/Pay Style field is set to 0 AND the employee’s Employee Information/Basic Information/Pay Style field is set to 3, thus the 3 in the table name.



If the HRA Global Global Parameters-1/Pay Style field is set at 0 (Mixed environment: fixed & non-fixed salary grids), HRA Global will ask you to enter a Pay Style (1, 2 or 3) when you access the Salary Level Code Table so it can display the appropriate table. If you enter 3, the Salary Level Code Table (3) is displayed. . (See Salary Level Codes Table (1) for nonfixed salary grid creation.)

OR

The following fields are found in the Salary Level Codes Table (3): •

Salary Group – This will be the Group for which you are viewing/adding/changing information. This will be, for example, an abbreviation for the union name, for a union salary group, or a code for a group of employees in a non-union salary group. The code can be alphanumeric and up to 5 characters.



Salary Level - The number of the Pay Level detailed (or to be detailed) for this Pay Group. For example, if you enter Level 1 here, you will then be asked for the Pay Step in the next field.



Salary Step - The number of the Pay Step within the Pay Level identified in the field above. For example; having entered a number in the Level field (e.g. 2), if you entered a 3 here you will have entered Pay Step 3 in Pay Level 2.



Pay Steps are often used in a union environment to allow employees to stay at the same Pay Level but progress through ever-increasing Pay Steps.



Wage - The wage paid to employees within this Pay Level and Step. The amount is the hourly wage if they are paid hourly, weekly wage if they are paid weekly, etc.



Pay Frequency - The code for the frequency at which the amount in the Wage field (immediately above) is paid. That is,

91

Chapter 8 - Code Table Maintenance Menu Explained

if an hourly wage is entered in the wage field, H (hourly) should be entered in the Pay Period field etc. The codes are • H = Hourly • D = Daily • W = Weekly • B = Bi-Weekly • E = Semi-Monthly • M = Monthly • S = Annual Salary •

Annual Salary - The equivalent annual salary for this Pay Level and Step.

How HRA Global Uses Pay Style 3 Code Table Fields HRA Global uses the three Salary fields together with information you enter in the following Salary & Position History Module fields in the Salary & Position History Module for Pay Style 3 employees. • • •

Salary Group Salary Level Salary Step

to automatically calculate and display the • • • •

Pay Frequency Wage for the appropriate pay frequency Monthly wage Annual Salary

This is because these employees are paid based on a fixed salary grid as opposed to employees who are paid according to an individually negotiated salary. All these values that are automatically entered by HRA Global are found in, or calculated using, the information in the Salary Level Code Tables (3).

92

Chapter 8 - Code Table Maintenance Menu Explained

Leave Tracking Tab Leave Types The Leave Types Code Table allows you to define sub-categories of leave under each of the Leave Categories you have defined. You can define an unlimited number of Leave Types for each Leave Category.

Note: When adding entitlement for OT, SPECL, and OTHER leave categories; the Leave Categories MUST end with E for the system to recognize that it is an Entitlement. See how to add leave taken or entitlement for more details.

Other Codes Tab Other Information Codes Table - allows you to define codes for information categories that you want to track but are not tracked in an existing HRA Global module already. This is the table that empowers the Other Information Module – you define any number of codes for information you want to track. By doing so, you can tailor HRA Global to more closely meet your unique needs. The code can have a maximum of 5 characters. The description can have a maximum of 42 characters. Performance Appraisal Type Codes Table - allows you to define a code to each of the types of performance appraisals your organization conducts. For each of the appraisal types, you can identify the frequency at which the appraisal is conducted in days or the number of hours an employee must accumulate to trigger this appraisal. The code can have a maximum of 10 characters. The description can have a maximum of 30 characters. The frequency (in days) is the number of days that will be added to the date of the last (Current) Performance Appraisal when scheduling the next appraisal. The entry must be numeric and not longer than 3 characters. Performance Appraisal Forms Code Table – allows you to apply a code to any on-screen Performance Appraisals that were created. The code you enter must be the same as the code used by the Programmer

93

Chapter 8 - Code Table Maintenance Menu Explained

who did the paper-to-electronic conversion. This is an optional Module and there is a cost involved for those clients that wish to use this menu. User Defined Payroll Codes Table – allows you to create SubCategory Codes for the User-Defined Payroll fields. The User-Defined Payroll Codes button is only available when Use extra Payroll Fields in Employee Info setting in Global Parameters is set as Y. Dependent Relationship Codes Table – allows you to define the relationship you wish to track in the Dependents Module. For example: Daughter, Spouse, Son, etc. Marital Status Codes Table – allows you to create codes for the Marital Statuses you want to track in the Employee Information Module. State/Prov Codes Table – allows you to create codes for the States/Provinces in the Employee Information Module. Time Worked Codes Table – allows you to create codes for tracking Other Time Hours in the Time Worked Module. There is no limit to the number of codes you can set up in the Time Worked Codes Table.

Personal Development Tab The Personal Development Module provides a comprehensive comparison of skills, knowledge, abilities, experience and training required for a position with those held by individual employees. The backbone of this process is a thorough competency management component called the Knowledge Block Module. Combined, the Succession Planning and Knowledge Block Modules allow HRA Global to help you help your organization and the employee’s maximum potential. KB Codes – This module is still under development. KB Library Codes - This module is still under development.

EEO Tab Race/Ethnicity – allows you to specify the race or ethnicity of your employees based on Government regulations. This field is found in the Employee Information Module. Job Categories – allows you to specify the Job Category based on the nine options that are tracked by the US Government. This field is found in the Employee Information Module.

94

Chapter 8 - Code Table Maintenance Menu Explained

OSHA Tab Whether you are tracking work incidents for OSHA or not this is the Code Table that will allow you to track Health & Safety related incidents that can occur on the job. This gives you the flexibility to track non OSHA Reporting incidents such as vaccinations, flu shots, etc. OSHA Categories – allows you track whether it is an incident is OSHA related or not. Injury Codes – allows you to track OSHA and all other injuries that may occur while on the job. OSHA Case Classifications – allows you track OSHA classifications or you can setup your own.

95

Chapter 8 - Code Table Maintenance Menu Explained

96

CHAPTER

9

Maintenance Menu Most of the functions within the Maintenance Menu require that no other users are on HRA Global at the same time. When you are about to enter the Maintenance Menu area it is best to use the “Check Operators” function to see if anyone else is currently using HRA Global and ask them to exit from the system. This will avoid any problems while in the Maintenance Menu area.

Batch Processing Tab Leave Summary Recalc - This command recalculates all the values on the LAMAR Leave Grid for the selected employees. A Recalculation must be done whenever you want to print or analyze any of the fields on the LAMAR Leave Grid and you are printing out employees that have not been viewed in a while. Leave Summary Archive -This process is run once at the end of each Leave Period, normally each calendar year, once all the data for the year has been entered. The LAMAR Leave Grid information is then stored away as it is at that point. This year-end summary data can be an invaluable reference that you can view in the future. Each Archived LAMAR Leave Grid entry that is archived for an employee can be viewed using the Archives button in the Leave Tracking module. How to Archive the LAMAR Leave Grid 1. From the Main Menu, select the Change the Date within HRA menu item. 2. Change System Date to be the last date of the Leave Period, i.e. 12/31/2000 if Leave Period ends December 31, 2000. 3. Select the System Setup & Maintenance menu item 4. Select the Leave Summary Archive button. 5. Select Yes if sure all users are out of the system. 6. Select the Criteria button for All Employees or Group of Employees. 7. Select OK to include all employees. 8. Select Yes if archival information is correct. 9. Verify Archival Date is correct, i.e. 12/31/2000 10. Select Continue to begin the archive process.

97

Chapter 9 - Maintenance Menu

How to View Archived LAMAR Leave Grid 1. 2. 3. 4.

From the Main Menu, select the Employee Information menu item. In Employee Summary Screen (ESS), select the Leave button. In Leave Module, select the Leave Archives button. Select the Archived button. Select the archival date, i.e. 12/21/2002 to view the Archived LAMAR Leave Grid.

Leave Info: Year End -This is one of the few processes that must be run in HRA Professional and is only for organizations that track leave. It is run at the end of each Leave Period (usually calendar year) in order to rollover/clear the Leave Carryover and Balance Amounts for each Leave Category that is tracked. There are 5 steps that must be completed prior to running this process: 1. All Leave must be entered for the Leave Year. 2. The Carryover Rules for each Leave Category should be entered/checked for accuracy. These are in the Leave Category Code Table. 3. The system data must be backed up in case of any problems during the process. 4. The System Date (see Date Change button) must be set from the Admin Menu to the last day of the Leave Period just completed – normally Dec. 31st. 5. The Leave Summary Archive Process must be run before running the Leave Information Year End. See Leave Summary Archive.

98

Chapter 9 - Maintenance Menu

Change Employee Number - This button allows you to change the Employee Number for one employee. You may want to do this to consolidate two employee records into one or if you need to change an employee’s employee number to match the number in another system such as payroll. How to Change the Employee Number for a Single Employee 1. From the Main Menu, select the System Setup & Maintenance menu item. 2. In Batch Processing tab, select the Change Employee Number button. 3. In the Current Employee Number field, select from the drop-down menu the employee number you want to change.

4. In the New Employee Number field, type the employee number you now want this employee to have. It is mandatory that the new employee number not be in use by any active or terminated employee. HRA Global will not allow an already assigned employee number be used again. 5. Select Continue button to continue the change process.

Installation/Setup Tab Global Parameters – see Setting Global Parameters. User Fields - Employee – This is the area where you can name and define the User Defined Fields and Dollar Fields in Employee Information to your own particular environment. Show System Parameters -This function is for reference by the HRA Global System Administrator. The System Parameters show many details about the total number of active employees, total active capacity you have licensed for, total number of active users as well as the total number of entries in each of the modules.

99

Chapter 9 - Maintenance Menu

Setup Web Links – Identify up to 10 websites to link to from the HRA Main Menu – Human Resources Center. Enter a link to your Company website; your benefits provider; or even an online version of your Employee Handbook. Set Up Report Groups – This function allows you to identify which group of reports the Print This button accesses from which each Module. For example, set the Employee Information Module to access the Profile Reports.

Security Tab For information on setting Security, see How to Setup New User’s Security Settings.

Audit Trail Tab View – View the HRA Audit Trail, showing all “clicks” made within the system. The Audit Trail indicates the Date and Time, the Area that was accessed, the Action Type performed, the Employee record, the Operator Number and the Operator Name. 1. 2. 3. 4. 5.

Choose a Starting and Ending Date to view. Choose an Audit type from the drop down menu, or leave this blank to view all types. Enter an Employee Number to view the audit trail for a specific employee, or leave blank for all. Enter an Operator Number to view the audit trail for a specific operator, or leave blank for all. Choose the Continue button.

Delete – Selecting the Delete button will prompt you to enter a starting Date, Ending Date, and optionally an Audit Type, Employee Number or Operator Number. Choose Continue to Delete the associated Audit Trial details.

100

Chapter 9 - Maintenance Menu

Size – This will display the total number of records currently in the Audit Trail.

Vantage Point Software Control Tab This part of the program is to be used only with guidance from the Vantage Point Software/HRA Employee Solutions Technical Support. Note: It is recommended that only the System Administrator and highlevel operators should have access to the Maintenance area.

101

Index

INDEX view, 77 dollar fields. See Employee

A achievement. See Education or Skills & Training address. See Employee anniversary date. See Employee appraisal. See Performance Appraisals approve. See Leave or Time Worked attach, document, 77

E Education course, 58 course duration, 58 level of achievement, 58 location/institution, 58 Employe number, 40 Employee address, 40, 47 anniversary date, 47 birth date, 40, 47 citizenship, 48 delete, 41 disability status, 48 dollar fields, 42, 44 email address, 48 first name, 40, 47 hire date, 40 last name, 40, 47 leave balance, 39, 41 leave carry over, 39, 41 leave entitlement, 39, 40 leave grid, 40 leave period, 41 leave taken, 39, 41 marital status, 40, 47 military status, 48 number, 41, 48, 99 payroll fields, 49 phone number, 47 picture, 42, 45 SIN, 40, 47 social insurance number, 40, 47 terminate, 55 user-defined fields, 40, 44, 47, 48 veteran status, 48 expenses. See Skills & Training

B batch add, 76 benefit plan. See Benefits Benefits benefit plan, 70, 86 company cost, 70 coverage, 71 employee cost, 70 status, 70 birth date. See Employee or Dependents bonus. See Salary & Position History

C change employee number, 99 record, 75, 84 commission. See Salary & Position History company. See Salary & Position History compa-ratio. See Salary & Position History cost. See Skills & Training or Leave cost centre. See Time Worked course. See Skills & Training or Education current record. See Salary & Position History currently scheduled appraisal. See Performance Appraisals

D delete employee, 41, 50 record, 75 department. See Salary & Position History or Time Worked Dependents birth date, 74 dependent name, 74 phone number, 74 disability status. See Employee document attach, 77 remove, 77

F first name. See Employee FTE (Full Time Equivalency). See Salary & Position History

H Health & Safety

102

Chapter 9 - Maintenance Menu

case number, 68, 69 category, 68 date claim ended, 69 date claim started, 69 date of injury, 68 status, claim, 69 hire date. See Employee hourly rate. See Leave, Salary & Position History, Skills & Training, or Time Worked hours per pay. See Salary & Position History

position. See Salary & Position History, Succession Planning, or Time Worked postal code. See Employee, address project code. See Time Worked

R rating. See Performance Appraisals or Skills & Training remove, document, 77

L

S

labour code. See Time Worked last name. See Employee Leave approve, 84 balance, 39, 41 carry over, 39, 41 category, 64 cost, 64 entitlement, 39, 40 hourly rate, 64 period, 41 taken, 39, 41 type, 64 leave grid. See Leave leave period. See Leave leave type. See Leave location. See Salary & Position History or Time Worked

Salary & Position History bonus, 52 commission, 52 company, 52 compa-ratio, 52 current record, 41, 52, 53, 54 department, 52, 53 FTE amount, 52 FTE hours, 52 hourly rate, 52, 53 hours per pay, 52 manager, 52 monthly rate, 52 pay type, 53 position, 52, 53 position start date, 53 salary increase, amount or percentage, 52 salary level, 54 salary, annual, 54 status, 52, 53, 55 SIN. See Employee Skills & Training cost, 57 course, 57 expenses, 57 hourly rate, 57 level of achievement, 57 location/institution, 57 rating, 57 skill, 57 status, 57 SSN. See SIN status. See Benefits, Health & Safety, Salary & Position History, or Skills & Training Succession Planning position, 72 related position, 72

M manager. See Salary & Positon History marital status. See Employee monthly rate. See Salary & Position History

N note, 75 number. See Employee

P pay type. See Salary & Position History payroll fields. See Employee Performance Appraisals appraisal done, 61, 62 appraisal type, 61, 63 currently scheduled appraisal, 61 rating, 62 scheduled date, 61, 63 phone number. See Employee or Dependents picture. See Employee

T terminate. See Employee time & attendance, 79

103

Chapter 9 - Maintenance Menu

Time worked other hours, 66 Time Worked approve, 84 cost centre, 66 department, 66 double time, 66 extra time, 66 hourly rate, 66 labour code, 66 location, 66 other hours code, 66 overtime, 66 position, 66 project code, 66 regular hours, 66

training. See Skills & Training

U user-defined fields. See Employee

V veteran status. See Employee view, document, 77

Z zip code. See postal code

104