Employee HR Details
This menu provides options regarding an employee's employment at the organisation.
Generally this area will be completed by HR, but it enables employees to view their various records and amend them if necessary.
Most users will see only their own details, however users with FM or Function Manager permissions will be able to select different employees.
Depending on other permissions that have been set, users may be able to edit or delete existing records, or to add new records.
There are five sections within Employee HR Details:
Training
This lists any training sessions or courses the employee has done, or will undertake, during their employment with the organisation.
When you view or edit an existing record, the additional tabs Action and Documents are displayed – these may be items such as a follow-up reminder (Actions) or a training manual (Documents).
This is an example of what a Function Manager will see (or a 'My Team' Manager, but not those with 'Own' permissions), allowing them to change training for the current employee:
To view more details or to make changes to an existing record, click the Edit icon 
in the Action column.
The record will open in the lower part of the window.
To add a training record click Add Training to open a new record in the lower part of the window.
Complete the following fields as necessary:| Field | Explanation |
|---|---|
| Training Type | For these fields, select the appropriate options from the drop-down lists. Note that these two lists are populated from the Training Tables via HR Framework in Employee Self-Service Kiosk, or HR Validation Tables Ready Pay. |
| Training/Course | |
| Start Date |
Type in the start date of the course. You may also specify the start time, but this is not mandatory. An entry will appear in the Team Planner to reflect this. |
| Finish Date |
Type in the finish date of the course. You may also specify the finish time, but this is not mandatory. An entry will appear in the Team Planner to reflect this. |
| Continuous | Tick this box if you do not want two entries to appear in the Team Planner - one showing start date and one showing finish date. |
| Trainer |
Click the drop-down arrow to open the Contacts window. Select the Type of contact first. From the Company field, select the training provider. If a name is available, select this for the Contact field. Click OK to save the changes and close the Contacts window. The information in this window is from Admin > System Options > Companies and Admin > HR Framework > Institutions . |
| External Reference | Type in a reference if required. |
| Duration | Type in the hours duration of the course. |
| Hourly Rate Cost |
Depending on your security level, this area may display as a blank field. Alternatively it will calculate the hourly pay rate for the attendee, multiplied by the duration of the course. |
| Cost | Type in the cost of the course, if appropriate. |
| Invoice No | If any invoice has been received for this course, type in the invoice number here. |
| Attended Flag | Leave this tick box blank until the attendee has completed the course. |
| Results | Once the attendee has completed the course, if necessary select an option from the drop-down list, for example 'Passed' or 'Graduated'. This list is populated from the Training Tables via HR Framework in Employee Self-Service Kiosk, or HR Validation Tables in Ready Pay. |
| Score | Once the attendee has completed the course, type in any score given as a result. This is a numerical field only. |
| User Date |
This field no longer needs to be used. However this field is retained as a legacy field for records with this information. |
| Brief Notes | Add any pertinent notes that may be useful for future reference, such as a more detailed description of the Training Course. |
To delete a training item, click the Delete icon 
in the Action column, this may not be available depending on the Employee Self-Service Kiosk’s security configuration:
The Requests tab is only available with awand displays any aw workflow requests for a Training HR item.
Add Request is an aw function allowing a Workflow selected from the drop down to be added for the selected employee.
Skills
This lists any skills that the employee possesses, particularly when these are role specific, or a requirement of their role.
To view more details or to make changes to an existing record, click the Edit icon in the Action column .
The record will open in the lower part of the window.
To add a skill record click Add Skills to open a new record in the lower part of the window.
Complete the following fields as necessary:
| Field | Explanation |
|---|---|
| Type | For these fields, select the appropriate options from the drop-down lists. Note that these two lists are populated from the Skills Tables via HR Framework in Employee Self-Service Kiosk, or HR Validation Tables in Ready Pay. |
| Skill | |
| Acquired Date |
Click the drop-down arrow to display the calendar. Select the date the current employee acquired this skill - this may be the date they attended the associated training course. |
| Rater/Tester |
Click the drop-down arrow to display the Contacts window. Select the appropriate organisation and person if known. This may be an external training provider, or the skill may have been verified through skills testing by an internal staff member. |
| External Reference | Type in a reference if required. |
| Rate/Score Emp | Enter the actual rate or score the employee has achieved in this skill. |
| Rate/Score Pos | The system will display the rate or score required by the position. This is set in Position Skills in Ready Pay |
| Rate/Score Var | The system will calculate any variance between the required and actual skill rating. |
| Review Date | If applicable, enter the date this skill will need to be reviewed (e.g. a first aid certificate). An entry will appear in the planner on this date. |
| Expiry Date | If the skill has an expiry date, enter it here. The HR reports Employee Skills Gap and Employee Skills Listing can be filtered by this date. |
| Brief Notes | Add any pertinent notes that may be useful for future reference, such as a more detailed description of the skill. |
To delete a skill item, click the Delete icon in the Action column, this may not be available depending on the Employee Self-Service Kiosk’s security configuration:
The Requests tab is only available with awand displays any aw workflow requests for a Training HR item.
Add Request is an aw function allowing a Workflow selected from the drop down to be added for the selected employee.
Events
This lists the details of any HR events that the employee has completed or will undertake, such as Annual Review meeting, or Medical.
To view more details or to make changes to an existing record, click the Edit icon in the Action column .
The record will open in the lower part of the window.
To add an event record click Add Event to open a new record in the lower part of the window.
Complete the following fields as necessary:
| Field | Explanation |
|---|---|
| Event Type |
For these fields, select the appropriate options from the drop-down list. Note that these two lists are populated from the Events Tables via HR Framework in Employee Self-Service Kiosk, or HR Validation Tables in Ready Pay. |
| Event | |
| Scheduled Date & time |
Enter the date (and time) the event is scheduled to take place. An entry will be made in the planner displaying this finish date and time. |
| Scheduled To date & time |
Enter the date (and time) the event is scheduled to finish. An entry will be made in the planner displaying this finish date and time. |
| Continuous | Tick this box if you do not want two entries to appear in the Team Planner - one showing scheduled date and one showing scheduled to date. |
| Coordinator | If applicable, select the contact who is coordinating or performing this event. |
| % Completed | Enter the current completion percentage of this event, e.g. 50% or 100%. |
| Completed Date | Enter the date and time the event is completed. An entry will be made in the planner showing this information. |
| Duration | Enter the duration of the event, this is optional. |
| Score | If applicable, enter a score for the event. |
| Follow Up Date/time | If the event requires a follow up, enter the date and time here. |
| Follow Up By | Enter the contact who will be following up the event. |
| Brief Notes | Add any pertinent notes that may be useful for future reference, such as a more detailed description of the event. |
To delete an event item, click the Delete icon in the Action column, this may not be available depending on the Employee Self-Service Kiosk’s security configuration:
The Requests tab is only available with awand displays any aw workflow requests for a Training HR item.
Add Request is an aw function allowing a Workflow selected from the drop down to be added for the selected employee.
Property
This lists the details of any company property that the employee is responsible for.
This might include a Laptop or a Mobile Phone.
To view more details or to make changes to an existing record, click the Edit icon in the Action column .
The record will open in the lower part of the window.
To add an event record click Add Property to open a new record in the lower part of the window.
Complete the following fields as necessary:
| Field | Explanation |
|---|---|
| Type |
For these fields, select the appropriate options from the drop-down list. Note that these two lists are populated from the Property Tables via HR Framework in Employee Self-Service Kiosk, or HR Validation Tabless in Ready Pay. |
| Property | |
| Description | Type in the model name/number of the property item. |
| Supplier/Contact |
Click the drop-down arrow to display the Contacts window. Select the appropriate Supplier and the contact person within the Supplier organisation. |
| Internal Manager | Select the person who is responsible for this item. |
| Warranty |
Enter the warranty information for this property item. Unit of Measure is populated from Ready Pay > Validation Table |
| Serial No | Enter the serial number of the property item. |
| Asset No | Enter the asset number of the property item. |
| Purchased Date | Enter the date and time when the item was purchased. |
| Issued Date |
Enter the date and time when the item was issued to the employee. An entry will appear in the planner to reflect this information. |
| Returned Date |
Enter the date and time when the employee returned the item. An entry will appear in the planner to reflect this information. |
| Cost | Enter the replacement cost of the item. |
| Replace Date | Enter the date and time when the item should be upgraded or replaced. |
| Brief Notes | Add any pertinent notes that may be useful for future reference, such as a physical description of the item. |
To delete a property item, click the Delete icon in the Action column, this may not be available depending on the Employee Self-Service Kiosk’s security configuration:
The Requests tab is only available with awand displays any aw workflow requests for a Training HR item.
Add Request is an aw function allowing a Workflow selected from the drop down to be added for the selected employee.
Note that you may also add images for the property items.
To the right of the property record's details shows the image area once Edit is clicked.
- Click Add Image
.
An Upload pop up window is opened.
Click Browse to locate the image to be added. - Click Upload to include the image with this property record.
Click Save to complete the process and close the window.
Online Actions
This section allows the Employee to follow up on the completion of any number Actions that they have been tasked to do.
This might include undergoing Induction Training, or completing a Survey, or updating Drivers Licence details.
Note: Online Actions need to be configured first in Online Actions Framework.
The Processing Tab shows new and current Actions, and the Finished Tab shows the Actions completed by the Employee.
Both tabs contain the same fields.
- Click Editicon next to the Online Action to be processed.
Depending on the Online action type, generally a list of information will be displayed - this is not editable. - It will indicate the name of the Online Actions Group, the employee name, the Start and Due Date.
The Finish date is blank until the Online Action has been completed. - Below these details is a list of the various Elements, or Tasks, involved as part of this Online Action.
They are listed in order and can only be undertaken in this order. - When you Open and complete the first Element, the second Element will become available for opening.
Once this has been completed, the third will be available.
Continue with all the Elements in the Online Action until they have been completed.
You may Save as you are working through this list. - For each of the Elements that you complete, click Finish.
This will make the next Element available. - Once you have completed all Elements, click Finish at the bottom of the Processing tab.
This will transfer all the completed details to the Finished tab.
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