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Human Resource Records

The human resource record is the main record within the human resources system. The uniqueness of each record is controlled by either the unique key known as LINKKEY or a combination of the 6 digit employee number and 2 character company identifier.

The employee number will probably commence from number 000001 but this is not mandatory.

Human resource records can be accessed in Creation, Amendment or Display modes depending on your human resources priority and the priorities held within the human resources system parameters.

Access to human resource records may optionally be controlled firstly using a location and grade security system and secondly by a detailed definition held on a user profile record. The user profile is used to determine if you have Amend, Display or No access to each of the TABS on your own human resource record and for other human resource records within the allowed locations and grades.

Unless an amendment is required, access to human resource records should always be made in Display mode.

The vast majority of the human resource operations can be carried out from within the human resource records option.

Standard functionality exists that allows you to create and maintain records.

To access human resource records

  1. From the Rev.8 Master Menu, select the Human Resources option and Company you require.

    The Human Resources Password form is displayed.

  2. Enter your human resource password.

    The HUMAN RESOURCES menu is displayed.

  3. Select Human resource records option.

    The Human resource records form is displayed.


Human resource records Form

The human resource records form is displayed when you select the Human resource records option from the HUMAN RESOURCES menu.

If there are no human resource records or due to your human resources password location and grade settings you have access to no human resource records you will be advised with the message :- No Human Resource Records: select employee to create record. At this point you will be shown a selection screen. This is described further in the section titled File-New.

If you have access to one or more human resource records you will be shown the first record you have access to in employee sequence number if the human resources system parameter called Default to first available record is ticked otherwise it will default to employee number 0, in either case you are given the option to select another record.

The human resources record consists of up to 16 different TABs but the TABs you see depend on various factors as follows:-

See also:


Menu bar and Toolbar

MenuIconDescription
File > New FileNew.gif Allows you to create a new human resources record.

Creation is subject to the employee record not having a left date entered and your human resources password location security and grade access. Unless an Override payroll security checks system parameter is activated by the software supplier it is also necessary for you to have an enabled payroll password record to the payroll company and if a payroll record exists, to the payroll type in order to be able to create a human resources record.

Use the filter options - Number, Name, Company and Pay type, enter search text and click Search to control the list of available employees. Click the required employee record and Click OK. Proceed to fill in the fields displayed on the various tabs on the human resources record form. If a message is shown Employee Start date not set this should first be entered within the employee record before creating the human resources record otherwise holiday entitlement and notice periods will not be calculated.
File > Edit Edit.gif Allows you to edit a human resources record.

When you first enter the human resource records option you will be either informed that No Human Resource Records: select employee to create record or the first available human resources record maybe loaded and available for edit.

It is more likely that you will have first selected a record to which you now need to edit using this option.

Proceed to fill in the fields displayed on the various tabs on the human resource records form.
File > Cancel Edit Cross.gif Allows you to abandon the edit of a human resources record and to select another record.
File > Save Save.gif Allows you to save any changes to a human resources record and to select another record.
File > Exit Exit.gif Allows you to exit back to the main human resources menu after an earlier Cancel Edit or Save of a human resources record.
Edit > Previous Previous.gif Allows you to automatically load the previous accessible employee based on employee and company number.

This option is not available when you already have the first human resources record currently selected subject to security access.
Edit > Select Search.gif Allows you to select a human resources or leaver history record subject to security access.

Whilst the first available human resources record maybe by default shown subject to location security, it is more than likely that another record is required.

A human resources or leaver history record can be selected by several methods as detailed below:-

To select a human resource or leaver record directly by employee number.

  1. Enter the employee number in the Employee: field.
  2. Press the TAB button.

To select a human resource or leaver record by searching on Surname or Employee number.

  1. Click the Ellipsis button [...] adjacent to the Employee field on the left of the screen below the tool bar.
  2. Click the Surname or Employee check box to alter the selection method - this will default to Surname.
  3. Enter the search filter unless starting the search from the beginning of the chosen index.
  4. Click the OK button.
  5. Click the human resource record selected, use the up/down scroll if required.
  6. Click the OK button.

To select a human resource or leaver record using a filter on either the employee number, name, payroll company number or payroll type fields -

Warning: This method of selection first scans all human resource records to build the selection grid and may take a while.

  1. Click the tool bar 7th left, paper and hand button or select from the menu bar Edit followed by Select Employee.
  2. Click the Number, Name, Company or Pay Type Apply filter to: options if required - this will default to Name.
  3. Enter the Filter text if required.
  4. Click the Human resources or Leavers radio button to control the source of data - this will default to Human resources, leavers will be suppressed if there are no leaver records.
  5. Click the Search button.
  6. Click the human resources record selected, use the up/down scroll if required.
  7. Click the OK button.
Edit > Next Next.gif Allows you to automatically load the next accessible employee based on employee and company number.

This option is not available when you already have the last human resources record currently selected subject to security access.
Edit > Human Resources Data Edit.gif Allows you to select the human resource records as the data source.

When entering the human resources option the human resource records data is defaulted to, if however the human resource default record or leaver records have subsequently been accessed it may be necessary to revert to the human resource records data.

To select the Human Resource records data source:

  1. If the human resources default or any leaver record is currently being edited, first either save the data by clicking the tool bar 4th left disk sign button or select from the menu bar File followed by Save or Control S or Cancel the Edit by selecting from the menu bar File followed by Cancel Edit.

  2. Select from the menu bar Edit followed by Human Resource Data.

  3. Continue by selecting the record to be displayed or edited.
Edit > Leavers Data Edit.gif Allows you to select the leaver records as the data source.

When entering the human resource records option the human resource records data is defaulted to, if the human resources record data is still selected or the human resources default record has been subsequently accessed it may be necessary to change to the leaver records data.

To select the leaver records data source:

  1. If any human resource record or the human resource default is currently being edited, first either save the data by clicking the tool bar 4th left disk sign button or select from the menu bar File followed by Save or Control S or Cancel the Edit by selecting from the menu bar File followed by Cancel Edit.

  2. Select from the menu bar Edit followed by Leavers Data.

  3. Continue by selecting the record to be displayed or edited.
Edit > Default Data Edit.gif Allows you to select the human resource records as the data source.

This option will only be available if your human resources priority is matching or greater than the Priority to edit default record system parameter.

When entering the human resource records option the human resource records data is defaulted to, if the human resource record data is still selected or a leaver record has been subsequently accessed it may be necessary to change to the default human resource record data.

To select the default record data source:

  1. If any human resource or leaver record is currently being edited, first either save the data by clicking the tool bar 4th left disk sign button or select from the menu bar File followed by Save or Control S or Cancel the Edit by selecting from the menu bar File followed by Cancel Edit.

  2. Select from the menu bar Edit followed by Default Data.

  3. Continue by displaying or editing.
Tools - Lookup tables > Regions Regions Region set up - used with bank holidays to populate the calendar.
Tools - Lookup tables > Bank Holidays Bank Holidays Bank Holiday set up - used with the calendar.
Tools - Lookup tables > Calendar codes Calendar Codes Calendar Code set up - used with the calendar.
Tools - Lookup tables > Marital Status Marital Status Marital Status set up - used on the Personal Details TAB.
Tools - Lookup tables > Nationalities Nationalities Nationality set up - used on the Personal Details TAB.
Tools - Lookup tables > Ethnic Origins Ethnic Origins Ethnic Origin set up - used on the Personal Details TAB.
Tools - Lookup tables > Graduate Status Graduate Status Graduate Status set up - used on the Personal Details TAB.
Tools - Lookup tables > Employee Groups Employee Groups Employee Groups set up - used with the job code, recruitment and on the Current Details TAB.
Tools - Lookup tables > Job Codes Job Codes Job Codes set up - used with the employee group, recruitment and on the Current Details TAB.
Tools - Lookup tables > Job Titles Job Titles Job Titles set up - used on reporting and on the Current Details TAB.
Tools - Lookup tables > Operating Divisions Operating Divisions Operating Divisions set up - used on reporting and on the Current Details TAB.
Tools - Lookup tables > Security Grades Security Grades Security Grades set up - used with the human resource password record to control access to human resource records and on the Current Details TAB.
Tools - Lookup tables > Holiday and Notice Grades Holiday and Notice Grades Holiday and Notice Grades set up - used to generate holiday entitlement when creating the joiner and at holiday year end, used to daily update employer and employee notice levels - on the Current Details TAB. May be based on daily, weekly, monthly or yearly service length.
Tools - Lookup tables > Locations Locations Locations set up - used for location security when locations are defined within the human resources module instead of using the global locations - on the Current Details TAB.
Tools - Lookup tables > Private Medical Status Private Medical Status Private Medical Status set up - on the Benefits TAB.
Tools - Lookup tables > Private Medical Scales Private Medical Scales Private Medical Scales set up - on the Benefits TAB.
Tools - Lookup tables > Fuel Allowance Fuel Allowance Fuel Allowance set up - on the Benefits TAB.
Tools - Lookup tables > Benefit Categories Benefit Categories Benefit Categories set up - used on the benefit records and on the Benefits TAB.
Tools - Lookup tables > Benefits Benefits Benefits set up - used on the recruitment system - under review - check with your software supplier before using.
Tools - Lookup tables > Reference Status Reference Status Reference Status set up - used on the Milestones TAB.
Tools - Lookup tables > Recruitment Sources Recruitment Sources Recruitment Sources set up - used on the Milestones TAB.
Tools - Lookup tables > Reasons For Leaving Reasons For Leaving Reasons For Leaving set up - used on the Milestones TAB.
Tools - Lookup tables > Qualification Categories Qualification Categories Qualification Categories set up - used on the Achievements TAB.
Tools - Lookup tables > Training Categories Training Categories Training Categories set up - used on the Achievements TAB.
Tools - Lookup tables > Test Categories Test Categories Test Categories set up - used on the Achievements TAB.
Tools - Lookup tables > Disciplinary Reasons Disciplinary Reasons Disciplinary Reasons set up - used on the Disciplinary TAB.
Tools - Lookup tables > Disciplinary Notification Levels Disciplinary Notification Levels Disciplinary Notification Levels set up - used on the Disciplinary TAB.
Tools - Lookup tables > Disciplinary Expiry Levels Disciplinary Expiry Levels Disciplinary Expiry Levels set up - used on the Disciplinary TAB.
Tools - Lookup tables > Driving Licence Conviction Codes Driving Licence Conviction Codes Driving Licence Conviction Codes set up - used on the Driving Licence TAB.
Tools - Lookup tables > Users Users Users set up - used on the Disciplinary TAB and vacancy part of the recruitment system.
Tools - Lookup tables > Field Control Field Control Field Control set up - used to generate and control the edit of date fields on the human resource records and user files.
Tools - Utilities > Perform Holiday end of year Perform Holiday end of year Holiday year end option for all employees.
Tools - Utilities > Update selected employee's holiday entitlement Update selected employee's holiday entitlement Current loaded employee holiday entitlement updated.
Tools - Utilities > Update all holiday entitlements Update all holiday entitlements All employee holiday entitlement updated subject to security access.
Tools - Utilities > Update all notice periods Update all notice periods All employer and employee notice periods are updated subject to security access.
Tools - Utilities > Remove old calendar entries Remove old calendar entries Using a system parameter defining retention time in years, calendar data is purged subject to security access.
Tools - Utilities > Remove old leavers Remove old leavers Using a system parameter defining retention time in years, leaver history and associated data is purged subject to security access.
Tools - Utilities > Remove expired disciplinary Remove expired disciplinary Using the disciplinary expiry levels varied by disciplinary reason and notification level, disciplinary data is purged subject to security access.
Tools - Utilities > Remove expired driving licence convictions Remove expired driving licence convictions Using the expiry levels on each driving licence conviction code, driving licence conviction data is purged subject to security access.
Tools - Utilities > Transfer selected employee to leavers history Transfer selected employee to leavers history Using a system parameter defining retention time in years, the current employee may be transferred to the leaver history.
Tools - Utilities > Transfer all left employees to leavers history Transfer all left employees to leavers history Using a system parameter defining retention time in years, all left employees subject to security access may be transferred to the leaver history.
Tools - Utilities > Update linked fields Update linked fields All date linked fields are updated subject to security access.
Tools - Utilities > Purge recruitment files Purge recruitment files Using a system parameter defining retention time in days, all applicant, vacancy and combined applicant-vacancy records at purge status as defined by the applicant status map and subject to security access are purged.
Tools - Utilities > Offer expiry Offer expiry Using a system parameter defining retention time in days, all expired offers to applicants are purged.
Tools - Options > System Parameters Options.gif System Parameters System Parameters definition for priority 8+ users.
Tools - Options > System Controls Options.gif System Controls System Controls definition for ADP use only.
Help > Human Resources Help Help2.gif Displays help on the current application using the default browser.
Help > Contents Help2.gif Displays help contents index using the default browser.
Help > Changes Help2.gif Displays the latest installed software changes using the default browser.

What do you want to do?

Calendar Tab

The Calendar form is displayed when you select the Calendar Tab from the Human Resource records form.

The Calendar Tab will only be shown if the user profile record as used by the user password record has the calendar Tab set to Edit or Display and also depending on if the record shown is your own record or any other record.

The Calendar Tab is used to register absence details against employees.

Absence records for miscellaneous absence, Statutory Maternity, Paternity or Adoption pay may be automatically applied to the calendar via the payroll module.

What do you want to do?

  • Select the previous calendar year
  • Select the next calendar year
  • Select the non working days
  • Clear the non working days
  • Define the non working days
  • Viewing and creation of calendar documents
  • View statistics
  • Enter calendar data
  • View audit information
  • Set up bank holidays
  • Set up calendar codes

    The following options are available on the Calendar Tab:

    Change the calendar to the previous year

    Clicking the Previous button will move the calendar to the previous year.

    Change the calendar to the next year

    Clicking the Next button will move the calendar to the next year.

    Set non-working days

    Applies a the user defined calendar code for a non working day into the defined non working days.

    See the system parameter called Non working calendar code

    Clear non-working days

    Removes the user defined calendar code for a non working day on the defined non working days.

    SMTWTFS and BHols

    Allows the days of the week to be defined as non working days by ticking the days, (Sunday, Monday..., Saturday) and Bank Holidays.

    Notes

    Documents stored as notes, attachments or scanned documents may be viewed, amended or created using the notes option.

    Statistics

    A summary of the number of day units for each calendar code for the current week, month, year, in the last year and in the rolling payroll year prior to the current payroll period start date if there is a payroll record for the employee.

    Except for the rolling payroll year statistic all figures are relative to the current selected day.

    The number of days of holiday entitlement for the current year and the number of days carried forward from the previous year together with the current year taken, planned and remaining holiday days are also shown.

    Cal Entry

    The Cal Entry TAB allows for a multiple number of days of a particular calendar code to be either entered or removed from the calendar.

    The list of calendar codes available is determined by the priority stored with each calendar code.

    When selecting a date with no calendar code present the default is to add a calendar code, when selecting a date with a calendar code present the default is the remove the calendar code.

    The detailed code may only be entered if the calendar code is set up to allow for a detailed code to be used.

    Calendar codes may be entered by either using the Cal Entry TAB or by right clicking a calendar date and selecting a calendar code or by left clicking a calendar date and entering the hot key defined within calendar codes. The hot key is usually set up as the same letter that is displayed on the calendar.

    More than one calendar code may be entered on a single day - the entered codes are shown on the right of the form.

    To remove a calendar code from a day, either type the hot key letter against the day or use the Cal Entry TAB.

    If the employee joining date is missing you will be warned with the message:- Employee Start Date not set. You should complete the joining date on the employee record since this allows the holiday entitlement figure to be calculated.

    If you holiday entered exceeds the holiday entitlement you will be warned with the message:- WARNING Holiday entitlement of ##.## days exceeded by ##.## days.

    Bank Hols

    Users with their human resources security record allowing look up editing and their priority matching or exceeding the system parameter called Priority to edit look up files are able to maintain the bank holidays for a specified year and region.

    For the regions England, Wales, SCotland and Northern Ireland, dates may be automatically generated.

    Audit

    Once a calendar date is selected that contains a record, click the Audit button to show the creation and amendment date, time, user id and terminal number.

    Codes

    Users with their human resources security record allowing look up editing and their priority matching or exceeding the system parameter called Priority to edit look up files are able to maintain calendar codes within this option.

    Code: The code that appears in the calendar.

    Display: The letter that is shown on the calendar - normally the same as the calendar code.

    Hot Key: The key used to apply the calendar code - normally the same as the calendar code.

    Description: 30 character description.

    Units: The number of days for each code entered.

    Non Working: Ticked if the calendar code is to be treated as non working for reporting purposes.

    Holiday: Ticked if the code is to be treated as a part of the holiday entitlement.

    Sickness: Ticked if the code is to be treated as sickness.

    Priority: The priority between 1 and 9 to use and amend the calendar code.

    Detailed codes: Ticked if detailed codes are to be used with the calendar code.

    Select All: Allows the Display option to be toggled on and off for all calendar codes.

    Detailed codes: A four character code and 30 character description allowing for sub-analysis of absence.

    What do you want to do?

    • Employee Record Tab

    The Employee details form is displayed when you select the Employee Record Tab from the Human Resource records form.

    The Employee Record Tab will only be shown if the user profile record as used by the user password record has the employee record tab set to Edit or Display and also depending on if the record shown is your own record or any other record.

    The Employee Record Tab is used to view the employee record as maintained within the employee records module or via the Full employee edit option. Most of these fields are self explanatory.

    Your employee record password priority is used to determine if you have access to see each field within the employee record. A priority 1 user will thus not see the following list of fields:-

    An employee records priority 2 user will also not see the National Insurance number field.

    Employee number: The individual number allocated to each employee.

    Company identifier: The payroll company the selected employee works for.

    User id: The user id of the employee on the main accounting system.

    Surname: The Surname of the selected employee. e.g Hunt.

    Title: The Title of the selected employee. e.g Mr.

    Initials: The initials of the selected employee. e.g M.

    Forenames: The first name(s) of the selected employee. e.g Michael.

    Informal name: The name that the employee likes to be called. e.g Mike.

    Address: The Address that the employee lives at.

    Postcode: The Postcode of the address where the employee lives.

    Cost centre: The cost centre that the employee is attached to.

    Cost centre split: The cost centre split table code.

    Suffix: The suffix that is attached to the employee.

    Clock code: The clock code of the selected employee

    Gender: Male or Female radio buttons, depending on the gender.

    National insurance number: The National Insurance number of the employee.

    Date of birth: The date of birth for the employee.

    Start date: The starting date for the employee.

    Leaving date: The leaving date for the employee.

    Office phone/extension no: The office phone number and any extension number for the employee.

    Home telephone no: The home telephone number of the employee.

    Mobile phone no: The mobile phone number of the employee. (if applicable)

    Email address: The Email address of the employee.

    Payroll type: The payroll type of the employee. Normally 'W' for Weekly or 'M' for Monthly.

    Photograph file name: The file name of the photograph of the employee.

    Photograph: A picture of the employee.

    Clock code: An alternative reference number for the employee.

    Location: Three character location code if location security is used.

    Security grade: Two character grade used for security.

    What do you want to do?

    Personal Details Tab

    The Personal Details form is displayed when you select the Personal Details Tab from the Human Resource records form.

    The Personal Details Tab will only be shown if the user profile record as used by the user password record has the personal details tab set to Edit or Display and also depending on if the record shown is your own record or any other record.

    Personal details that are largely fixed are held on this TAB.

    The following fields are displayed on the Personal Details Tab, most of these fields are self-explanatory:

    Marital status: The marital status of the employee.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the marital status codes.

    Previous surname: Any previous surname.

    Disabled: Tick if the employee is registered disabled.

    Graduate: The graduate status of the employee.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the graduate status codes.

    Nationality: Nationality code from a look up file.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the nationality codes.

    Ethnic origin: Ethnic origin code from a look up file.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the ethnic origin codes.

    Passport number: Passport number for use with foreign nationals in particular.

    Work permit number: Work permit number for a foreign national.

    Work permit date: Work permit issue date or expiry date for a foreign national.

    Work permit months: Duration of a work permit for a foreign national.

    Working time waiver: Tick if the employee has waived their rights under the Working Time Regulations.

    What do you want to do?

    Current Details Tab

    The Current Details form is displayed when you select the Current Details Tab from the Human Resource records form.

    The Current Details Tab will only be shown if the user profile record as used by the user password record has the current details tab set to Edit or Display and also depending on if the record shown is your own record or any other record.

    The Current details TAB records key details about the employee that change from time to time.

    The following fields are displayed on the Current Details Tab, many of these fields are self-explanatory:

    Employee Group: Two character employee group code from a look up file. The employee group may be linked to a job code.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the employee group codes.

    Job Code: Four character job code from a look up file.

    Amendments to the job code are shown on the Job History TAB of the human resources record.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the job codes.

    If either the employee group or job code are changed and the employee group-job code combination is no longer valid a warning message is shown as follows

    Warning: Job code no longer valid for current employee group.

    Job Title: Three character job title code from a look up file.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the job title codes.

    Branch: Branch the employee works at.

    Amendments to the branch are shown on the Job History TAB of the human resources record.

    Department: Department the employee works at.

    Amendments to the department are shown on the Job History TAB of the human resources record.

    Former Operating company: Former company the employee worked for.

    Operating division: The three character operating division from a look up file.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the operating division codes.

    Holiday and notice Grade: The three character holiday and notice grade of the employee from a look up file. The holiday and notice grade field is used to generate the initial employment holiday entitlement, the holiday entitlement following a holiday year end and also both the employee and employer notice period all based on service length. Changing the holiday and notice Grade will update the holiday entitlement and notice values shown on the right hand side of the Current details TAB.

    Amendments to the holiday and notice grade are shown on the Job History TAB of the human resources record.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the holiday and notice grade codes.

    Location: The three character location code of the employee from a look up file. The location field is optional, it may either not be used at all, used with general system locations or used with human resources specific locations. The location field is used in combination with the human resources security record to restrict access to the human resources record for certain users. For example, an administrator may be allowed access to employees in location HUNgerford but not location TELford.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the location codes.

    Tip : Amending the location field other than blanking off the field will attempt to update the employee record equivalent field if used when saving the human resources record.

    Grade: The two character security grade of the employee from a look up file. The grade field is used in combination with the human resources security record to restrict access to the human resources record for certain users. For example, grade AA is a 'higher' security grade than AB.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the grade codes.

    Tip : Amending the grade field other than blanking off the field will attempt to update the employee record equivalent field if used when saving the human resources record.

    Region: The two character region of the employee from a look up file. The region field is used with the bank holiday file to generate bank holidays on a calendar when the human resources record is created and following a holiday year end.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the region codes.

    First Aider: Tick if the employee is a first aider.

    Date qualified as first aider: Enter the date of first aid qualification.

    Fire Marshall: Tick if the employee is a fire marshall.

    Date qualified as fire marshall: Enter the date of fire marshalling qualification.

    Key holder: Tick if the employee is a key holder

    Safety representative: Tick if the employee is a safety representative.

    Staff representative: Tick if the employee is a staff representative.

    Employee status: One character employee status from a look up file. The employee status may be used for analysis purposes such as recording full, part time and temporary head counts.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the employee status codes.

    Hours per week: The default number of hours worked per week is shown as the number of hours registered on the payroll record if it is present.

    Employer notice: The number of weeks of notice the employer has to give the employee. This figure is generated from the holiday and notice grade.

    Employee notice: The number of weeks of notice the employee has to give the employer. This figure is generated from the holiday and notice grade.

    Annual bonus: Tick if the employee has an annual bonus.

    Holiday entitlement: The current holiday year entitlement, the entitlement figure is generated automatically when changing the holiday and notice grade field or when creating a new human resources record and as a part of a holiday year end. The holiday entitlement figure does not include the entitlement carried forward from a previous holiday year.

    Hol carried forward: A system maintained field for the amount of holiday carried forward from the previous holiday year as a part of the holiday year end.

    Last yrs hol entitlement: A system maintained field for the number of days holiday entitlement in the previous holiday year for the employee.

    Last yrs hol carry fwd: A system maintained field for the number of days holiday entitlement carried forward from two holiday years ago into the previous holiday year.

    What do you want to do?

    Benefits Tab

    The Benefits form is displayed when you select the Benefits Tab from the Human Resource records form.

    The Benefits Tab will only be shown if the user profile record as used by the user password record has the benefits tab set to Edit or Display and also depending on if the record shown is your own record or any other record.

    Key benefits information may be recorded on this TAB.

    Warning: The use of benefit records within the human resources and payroll modules is being reviewed, ideally you should advise your software supplier of your requirements before making use of this part of the system.

    The following fields are displayed on the benefits Tab, most of these fields are self-explanatory:

    Three vehicle options exist, only one of which may be ticked.

    Company car: Tick if the employee has a company car.

    Staff scheme car: Tick if the employee has a staff scheme car.

    Car allowance: Tick if the employee has a car allowance.

    Vehicle grade: The vehicle benefit grade on offer to the employee from the benefit code look up file.

    Tip : Click on the Drop down DropDown to select a benefit code that has the Vehicle field ticked. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the benefit codes.

    Car registration number: Care registration number.

    Fuel card number: Company fuel card number.

    Fuel card expiry date: Company fuel card expiry date.

    Fuel type: Fuel type for P11D purposes.

    Tip : Click on the Drop down DropDown to select from the marketing lookup file.

    Fuel allowance: The type of fuel arrangement on offer to the employee from a look up file.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the fuel allowance codes.

    Private medical status: The private medical status code from a look up file.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the private medical status codes.

    Private medical scale: Private medical scale from a look up file.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the private medical scale codes.

    Private medical date: Date the employee joined a private medical scheme.

    Private medical membership number: Membership number.

    PHI: Tick if the employee has a Private Health Insurance.

    Subscriptions: Tick if the employee has a subscriptions to magazines, journals or organizations.

    Pension: Tick if the employee has a pension.

    Pension fund date: Date the employee is due to join or joined a pension scheme.

    Bonus date: Date the employee is due to join or joined a bonus scheme.

    Life assurance: Tick if the employee has life assurance.

    What do you want to do?

    Driving Licence Tab

    The Driving Licence form is displayed when you select the Driving Licence Tab from the Human Resource records form.

    The Driving Licence Tab will only be shown if the user profile record as used by the user password record has the driving licence tab set to Edit or Display and also depending on if the record shown is your own record or any other record.

    The Driving Licence TAB has separate distinct sections for the employee and another driver such as the employee's spouse or partner. It allows for the basic driving licence details to be recorded together with an unlimited number of separate endorsements. Endorsement records are purged off the system after their expiry date.

    The following fields are displayed on the driving licence Tab. Since the employee and other driver fields are identical except to who they refer to only one set of the fields is listed below. Most of these fields are self-explanatory:

    Driving licence: Tick if there is a driving licence. Only once the driving licence field is ticked will the other fields become available to enter information.

    Driver number: 16 character driving licence number.

    Groups: 40 characters to record driving licence groups - enter each group separated by a comma.

    Start date: Starting date of the licence.

    Expiry date: Expiry date of the licence, this date must be after the start date.

    Review date: Date the licence is to be reviewed possibly for insurance purposes.

    Accidents: The number of accidents involved in.

    Liability: The number of accidents that the person had a liability for, this number is checked to ensure it is no greater than the number of accidents.

    Convictions

    An unlimited number of driving convictions may be recorded against each human resources employee or other driver record. Each driving licence convictions record consists of :

    Date: Date of offence or conviction.

    Code: Four character DVLA recognized code.

    Tip : Click on the Drop down DropDown to select. Any missing codes need adding using the Driving licence conviction codes option.

    Fine: The fine up to 9999.99 pounds.

    Points: The number of endorsed points.

    Whilst a driving licence conviction record is highlighted, click the Audit button to show the creation and amendment audit date, time, user id and terminal number.

    PUSH BUTTONS:

    Employee Notes: This button is used to create a note record about the employee driving licence that is held in the document archive module. When notes are saved an advisory message will be seen bottom left of each TAB of the human resource record.

    Other Notes: This button is used to create a note record about the other driver (spouse or partner) licence that is held in the document archive module. When notes are saved an advisory message will be seen bottom left of each TAB of the human resource record.

    What do you want to do?

    Emergency Contact Tab

    The Emergency Contact form is displayed when you select the Emergency Contact Tab from the Human Resource records form.

    The Emergency Contact Tab will only be shown if the user profile record as used by the user password record has the emergency contact tab set to Edit or Display and also depending on if the record shown is your own record or any other record.

    The Emergency Contact TAB has separate distinct sections for the emergency contact and expression of wish, for example, who payments are to be made to from an insurance policy.

    The following fields are displayed on the emergency contact Tab. Since the emergency contact and expression of wish fields are identical except to who they refer to only one set of the fields is listed below. All of these fields are self-explanatory and thus no explanation is supplied.

    Name

    Address line 1

    Address line 2

    Address line 3

    Address line 4

    Address line 5

    Postcode

    Relationship

    Daytime telephone number

    Nighttime telephone number

    Mobile telephone number

    PUSH BUTTONS:

    Copy: This button is available on both contact sections, selecting the button will copy the employee record address and postcode fields into the related contact section.

    What do you want to do?

    Milestones Tab

    The Milestones form is displayed when you select the Milestones Tab from the Human Resource records form.

    The Milestones Tab will only be shown if the user profile record as used by the user password record has the milestones tab set to Edit or Display and also depending on if the record shown is your own record or any other record.

    The Milestones TAB is used to record key dates and details about the recruitment of the employee and for when an employee leaves.

    Since the Milestones TAB contains date fields it is the main TAB where automated generated dates may be used, for further information on date field generation see the Field Control option.

    With the exception of the Date joined group and Employment contract date fields the dates are validated to ensure they are not before the employee record Start date.

    The following fields are displayed on the milestones Tab. Most of these fields are self-explanatory.

    Date joined company: This is the joining date as entered on the employee record, it cannot be amended from within the human resources record.

    Date joined group: Date joined group, that is, a group of companies.

    Date joined branch: Date joined branch, possibly used for joining a particular franchise dealership.

    Date started current job: Date started current job, updated when changing job function. This defaults to the employee record joining date when creating a new human resources record.

    Employment contract date: Date an employment contract letter was issued, perhaps also used for when an employment contract letter copy was received back signed.

    Induction course date: Date the employee is due on an induction course.

    Probation end date: When the probation period for the employee ends.

    Last appraisal date: Last actual appraisal date for the employee.

    Next appraisal date: Next expected appraisal date for the employee.

    Recruitment source: A three character recruitment source from a look up file.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the recruitment source codes.

    Total service: This is a system calculated field using the employee starting date.

    Continuous service: This is a system calculated field using the employee date joined group date.

    Relocation expenses: Tick if the employee is to receive or has received relocation expenses.

    Bridging loan: Tick if the employee is to receive or has received a bridging loan.

    References: A one character reference status code from a look up file.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the reference status codes.

    Reference date: When the references status was last updated.

    Retirement date: When the employee is due to retire.

    Reason for leaving: A two character reason for leaving code from a look up file.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the reason for leaving codes.

    You are only allowed access to the Transfer to leavers TAB button when all of the following criteria are met:-

    Leavers are alternatively copied to the leaver file using the Timed operations menu or the Tools, Utilities option.

    Exit interview date: The date an exit interview was performed.

    Exit interviewer: An eight character user id from the human resources users look up file.

    Tip : Click on the Drop down DropDown to select. This will allow you to select a user id from the human resources users file that has exit interviewer ticked. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the human resources user id codes.

    Re-employ: Tick this field if you decide you might re-employ the employee.

    PUSH BUTTONS:

    Notes: This button is used to create a note record about the employee that is held in the document archive module. When notes are saved an advisory message will be seen bottom left of each TAB of the human resource record.

    Leaver Notes: This button is used to create a note record about the leaver that is held in the document archive module. When notes are saved an advisory message will be seen bottom left of each TAB of the human resource record.

    What do you want to do?

    Salary Tab

    The Salary form is displayed when you select the Salary Tab from the Human Resource records form.

    The Salary Tab will only be shown if the user profile record as used by the user password record has the salary tab set to Edit or Display and also depending on if the record shown is your own record or any other record and if there is a payroll record for the employee.

    The Salary Tab is used to show you the latest salary statistics for the employee, the information itself is only stored in the payroll module and not present within the human resources record.

    With the exception of the Annual and Monthly bonus, Contractual salary, Contractual salary effective date, Salary change reason, Contractual hours per week, Hours per week change effective date and Hours per week change reason fields, all of the following fields are displayed on the Salary Tab directly from the Static 1 Tab of the payroll record if it exists. The payroll fields can only be maintained from the payroll record.

    Current salary: The annual salary.

    Date of salary change: Date of the last salary change as found from the payroll change control audit log.

    Salary change reason: The reason code and description of the latest salary change as found from the payroll change control audit log.

    Basic per period: The period pay such as pay per month.

    Hours of work: The default number of hours worked per week.

    Hours per period: The number of hours worked per payroll period, for example, monthly, derived from Hours of work.

    Basic per hour: The calculated hourly pay rate as used in payroll, this is defined as Basic per period / Hours per period.

    The following bonus fields are for memorandum purposes.

    Annual bonus: Tick if the employee receives an annual bonus.

    Monthly bonus: Tick if the employee receives a monthly (or other payroll period) bonus.

    The following contractual fields are only shown if the human resources module is also using the change control audit log.

    Contractual salary: The latest contractual salary which will be optionally imported into the payroll record.

    Contractual salary effective date: The latest contractual salary effective date, if the optional payroll option called Import data from HR is run from the payroll Utilities menu the effective date will be used to control if the salary field is updated and reported as a retrospective payment if the effective date is prior to the current payroll period date, a mixed payment if the effective date is after the first date of the current payroll period but within the payroll period or not updated if the effective date is beyond the last date of the current payroll period. The Salary change date field on the payroll record and payroll change control audit log if used are also updated with the contractual salary effective date.

    Salary change reason: The reason for the latest contractual salary change.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the audit reason codes.

    Contractual hours per week: The latest contractual hours per week which will be optionally imported into the payroll record.

    Hours per week change effective date: The latest contractual hours per week effective date, if the optional payroll option called Import data from HR is run from the payroll Utilities menu the effective date will be used to control if the Standard hours per week and Standard hours per period fields are updated and reported as a retrospective if the effective date is prior to the current payroll period date, mixed if the effective date is after the first date of the current payroll period but within the payroll period or not updated if the effective date is beyond the last date of the current payroll period. The payroll change control audit log if used is also updated with the Hours per week change effective date.

    Hours per week change reason: The reason for the latest contractual hours per week change.

    Tip : Click on the Drop down DropDown to select. Provided you have Allow lookup editing switched on your human resources security record, click the Ellipsis button [...] to maintain the audit reason codes.

    What do you want to do?

    Achievements Tab

    The Achievements form is displayed when you select the Achievements Tab from the Human Resource records form.

    The Achievements Tab will only be shown if the user profile record as used by the user password record has the achievements tab set to Edit or Display and also depending on if the record shown is your own record or any other record.

    The Achievements Tab is used to register Achievement records on employees including the registering of future training requirements.

    Each Achievement consists of three components:

    What do you want to do?

    Setting up an Achievement on an employee

    1. Within a human resources record, select the Achievements tab.
    2. Click the required Achievement type.
    3. Click to select a category on the left - this will now be shown on the right within the Selected Category field.
    4. Click within the Code column of the grid to the right.
    5. Enter each of the Achievement fields listed below:

      6. Code: Two character code.

      Tip : Click on the Drop down DropDown within the code field column to select from all the available qualifications for the selected category. Click the required code once.

      Grade: Choose a grade as defined on the selected category or optionally leave blank.

      Tip : Click on the Drop down DropDown within the Grade field column to view / select from all the available grades for the selected category. Click the required grade once.

      Achieved: Enter the date of achievement or leave blank if this is a request for training.

      Expires: Enter the expiry date if relevant.

      Confirmed: Tick the Confirmed field column if evidence of the qualification has been seen.

      Training: Tick the training field below if this is a request for training being registered.

      Date requested: Enter the date training has been requested.

      PUSH BUTTONS:

      Achievement Categories: Set up achievement categories for the current achievement type.

      Achievement Qualifications: Set up achievement qualifications for the current achievement type and category.

      Qualification notes: Record notes for the current achievement. When notes are saved an advisory message will be seen bottom left of each TAB of the human resource record.

      Equivalent categories: Set up equivalent categories for the current achievement type and category.

      Audit: Whilst an achievement record is highlighted, click the Audit button to show the creation and amendment audit date, time, user id and terminal number.

    6. Continue to amend or save the human resources record by selecting any other option, the qualification record is automatically saved without the need to save the human resources record.

    What do you want to do?

    Disciplinary Tab

    The Disciplinary form is displayed when you select the Disciplinary Tab from the Human Resource records form.

    The Disciplinary Tab will only be shown if the user profile record as used by the user password record has the disciplinary tab set to Edit or Display and also depending on if the record shown is your own record or any other record.

    The Disciplinary Tab is used to register disciplinary details against employees including information concerning the appeal process and also to set up the disciplinary reasons, notification levels, expiry levels and users.

    What do you want to do?

  • Maintain disciplinary records on an employee.

    Maintain disciplinary records on an employee

    1. Within a human resources record, select the Disciplinary tab.
    2. Click within the Date column of the grid.
    3. Enter each of the Disciplinary fields listed below:

      Date: The date the disciplinary record/letter was issued.

      Code: Two character disciplinary code from a pre-defined look up file.

      Tip : Click on the Drop down DropDown within the code column to select.

      Reason: Description - this will be filled in for you.

      Severity: Enter a severity rating within a pre-defined range. This field will not be prompted for if the maximum severity held on the disciplinary reason record is 0.

      Notification Level: One character notification level record.

      Tip : Click on the Drop down DropDown within the notification column to select.

      Exp Date: The expiry date generated from the disciplinary expiry record based on the disciplinary reason and disciplinary notification level.

      Issuer ID: The login ID of the person who issued the disciplinary record. This must be a user held within the Users file with Disciplinary issuer ticked.

      Tip : Click on the Ellipsis button [...] within the Issuer ID column to search for an issuer.

      Name: The name of the person from the system user file is displayed.

      Appeal: Depending on the disciplinary record an appeal may be allowed, if an appeal is allowed and has been lodged, tick the Appeal field.

      Whilst a particular disciplinary line is selected additional information listed below may be entered:

      Witness ID: The login id of the person who witnessed the appeal of the disciplinary record. This must be a user held within the Users file with Disciplinary witness ticked.

      Appeal date: Enter the appeal date, this cannot be entered earlier than the original offence date logged.

      Appeal outcome: The result of the appeal, enter either Success or Failed.

      Tip : Click on the Drop down DropDown to select.

      Appeal resolved date: Enter the date an appeal was resolved, this cannot be entered earlier than the original offence date or the appeal date.

    PUSH BUTTONS:

    Reasons: Set up disciplinary reasons.

    Notification levels: Set up disciplinary notification levels.

    Expiry levels: Set up disciplinary expiry levels based on the disciplinary reason and notification level.

    Users: Set up users that may be involved as disciplinary issuers or witnesses.

    Audit: Whilst a disciplinary record is highlighted, click the Audit button to show the creation and amendment audit date, time, user id and terminal number.

    Notes: Enter document notes about the disciplinary. When notes are saved an advisory message will be seen bottom left of each TAB of the human resource record.

    Appeal notes: Enter document notes about the disciplinary appeal. When notes are saved an advisory message will be seen bottom left of each TAB of the human resource record.

    What do you want to do?

    • Job History Tab

    The Job History form is displayed when you select the Job History Tab from the Human Resource records form.

    The Job History Tab will only be shown if the user profile record as used by the user password record has the job history tab set to Edit or Display and also depending on if the record shown is your own record or any other record.

    The Job History Tab shows the history of changes to the following fields as seen on the Current Details tab on the human resources record:>

    The date shown on the Job History TAB is the effective date of the change. The effective date will by default be today's date unless changed, it is prompted for when saving the human resources record having changed one or more of the above fields. The audit date and time, employee number, company number and unique link key are also saved on each job history record.

    Note: Historical changes cannot be entered by users directly into this file.

    What do you want to do?

    Salary History Tab

    The Salary History form is displayed when you select the Salary History Tab from the Human Resource records form.

    The Salary History Tab will only be shown firstly if the user profile record as used by the user password record has the salary history tab set to Edit or Display and also depending on if the record shown is your own record or any other record.

    Other reasons for the Tab not being shown are as follows:-

    The Salary History Tab shows the history of changes to the annual salary field of the selected employee as registered within the payroll module Change Control audit log. The following fields are shown:

    Note: Historical changes cannot be entered by users directly into this file.

    What do you want to do?

    User Files Tab

    The User Files form is displayed when you select the User Files Tab from the Human Resource records form.

    The User Files Tab will only be shown if the user profile record as used by the user password record has the user files tab set to Edit or Display and also depending on if the record shown is your own record or any other record and if there is one or more user files that are enabled.

    The User Files Tab is used to maintain customer specific data about an employee. The human resources system may have many user defined files set up, each with their own subject area. Each user file in turn may have either only ever one record or allowed to have multiple records per employee.

    The User File consists of two components called the User File Definition and the User File Dictionary, both of these should have been set up by a high priority user as a part of the system set up.

    What do you want to do?

  • Create a user file record on an employee.
  • Amend a user file record on an employee.
  • Display a user file record on an employee.
  • Delete a user file record on an employee.

    • Create a user file record on an employee

    1. Within a human resource record, select the User Files tab.
    2. Click the drop down menu adjacent to the Select User File titled field to view / select from all the available User File names.
    3. Single click the user file, if the only option shown is titled None Selected there are no user files available and records cannot be created.
    4. Click the open page ICON, if this is not possible it is likely that the user file only allows a single record per employee and you already have a single record for the current employee.
    5. Click to the right of the required field name and enter the field value and then click to the next field or TAB down.

      Tip: Some User File Dictionaries will have fields set up with validation, if this is the case, select the drop down menu, adjacent to the field to view / select from all the available options.

    6. Once all the fields required have been entered click the disk ICON to create the user file record.

    Amend a user file record on an employee

    1. Within a human resource record, select the User Files tab.
    2. Click the drop down menu adjacent to the Select User File titled field to view / select from all the available User File names.
    3. Single click the user file, if the only option shown is titled None Selected there are no user files available and records cannot be amended.
    4. The first user record (if it exists) for the employee is shown by default, click the right arrow (Next) or later, the left arrow (Previous) ICON.
    5. Click to the right of the required field name and enter the field value and then click to the next field or TAB down.

      Tip: Some User File Dictionaries will have fields set up with validation, if this is the case, select the drop down menu, adjacent to the field to view / select from all the available options.

    6. Once all the fields required have been amended click the disk ICON to save the user file record.

    Display a user file record on an employee

    1. Within a human resource record, select the User Files tab.
    2. Click the drop down menu adjacent to the Select User File titled field to view / select from all the available User File names.
    3. Single click the user file, if the only option shown is titled None Selected there are no user files available and records cannot be displayed.
    4. The first user record (if it exists) for the employee is shown by default, click the right arrow (Next) or later, the left arrow (Previous) ICON.

    Delete a user file record on an employee

    1. Within a human resource record, select the User Files tab.
    2. Click the drop down menu adjacent to the Select User File titled field to view / select from all the available User File names.
    3. Single click the user file, if the only option shown is titled None Selected there are no user files available and records cannot be deleted.
    4. The first user record (if it exists) for the employee is shown by default, click the right arrow (Next) or later, the left arrow (Previous) ICON.
    5. Click the waste bin ICON to delete the user file record.

    What do you want to do?

    Change Control Tab

    The Change Control form is displayed when you select the Change Control Tab from the Human Resource records form.

    The Change Control Tab will only be shown if the change control audit log is activated and if the user profile record as used by the user password record has the change control tab set to Edit or Display and also depending on if the record shown is your own record or any other record.

    The Change Control Tab shows the history of changes involving human resource record creation or amendment as defined within the Change log control. The following fields are shown in field order:

    Note: Historical changes cannot be entered by users directly into this file.

    What do you want to do?

    Leavers - Personal Tab

    The Leavers history - Personal form is displayed when you select the Leavers - Personal Tab from the Human Resource records form.

    The Leavers - Personal Tab will only be shown if a leaver history record is loaded and if the user profile record as used by the user password record has the Leavers - Personal tab set to Edit or Display and also depending on if the record shown is your own record or any other record.

    The leaver record is created once an employee has a leaving date entered on their employee record, the left flag is set to Yes or Previous on the payroll record if it exists and a reason for leaving has been entered on the human resources record and the Transfer to leavers option has been run. The leaver record information is sourced from a combination of the employee record and human resources record.

    The leaver record personal information is accessed by the following method:

    1. Enter the Human Resource records option from the HUMAN RESOURCES MENU.
    2. Click Edit from the menu bar.
    3. Click Leavers Data.
    4. Click the Leavers - Personal tab on the left.

    Only the notes may be edited.

    The following fields are displayed on the Leavers - Personal Tab:

    Employee number: The individual number allocated to each employee.

    Company identifier: The company the selected employee worked for.

    Surname: The Surname of the selected employee. e.g Hunt.

    Title: The Title of the selected employee. e.g Mr.

    Initials: The initials of the selected employee. e.g M.

    Forenames: The first name(s) of the selected employee. e.g Michael.

    Address: The Address that the employee lives at.

    Postcode: The Postcode of the address where the employee lives.

    National insurance number: The National Insurance number of the employee.

    Gender: Male or Female.

    Date of birth: The date of birth for the employee.

    Date joined: The starting date for the employee.

    Date left: The leaving date for the employee.

    Home telephone no: The day time telephone number.

    Nationality: Nationality code from a look up file.

    Ethnic origin: Ethnic origin code from a look up file.

    Disabled: This is ticked if the employee is registered disabled.

    Graduate: The graduate status of the employee.

    Passport number: Passport number for foreign nationals in particular.

    PUSH BUTTONS:

    Notes: Notes about the individual as an employee. When notes are saved an advisory message will be seen bottom left of each TAB of the human resource record.

    Leaver notes: Notes about the individual as a leaver. When notes are saved an advisory message will be seen bottom left of each TAB of the human resource record.

    What do you want to do?

    Leavers - Status Tab

    The Leavers history - Status form is displayed when you select the Leavers - Status Tab from the Human Resource records form.

    The Leavers - Status Tab will only be shown if a leaver history record is loaded and if the user profile record as used by the user password record has the Leavers - Status tab set to Edit or Display and also depending on if the record shown is your own record or any other record.

    The leaver record is created once an employee has a leaving date entered on their employee record, the left flag is set to Yes or Previous on the payroll record if it exists and a reason for leaving has been entered on the human resources record and the Transfer to leavers option has been run. The leaver record information is sourced from a combination of the employee record and human resources record.

    The leaver record status information is accessed by the following method:

    1. Enter the Human resource records option from the HUMAN RESOURCES MENU.
    2. Click Edit from the menu bar.
    3. Click Leavers Data.
    4. Click the Leavers - Status tab on the left.

    None of the fields may be edited.

    The following fields are displayed on the Leavers - Status Tab:

    Job Code: Job code from a look up file.

    Branch: Branch the employee worked at.

    Department: Department the employee worked at.

    Former Operating company: Former company the employee worked for.

    Operating division: Operating division from a look up file.

    Date joined Bus. Grp.: Date joined group.

    Date joined branch: Date joined branch.

    Date joined: Date started the latest job.

    Date started current job: Date started the latest job.

    Employee status: The status such as Full-time, Part-time of the employee from a look up file.

    Grade: The security grade of the employee from a look up file. The grade field is used in combination with the human resources security record to restrict access to the leaver record for certain users. For example, grade AA is a 'higher' security grade than AB.

    Holiday and notice Grade: The holiday grade of the employee from a look up file.

    Date created: The date the human resources record was created.

    Time created: The time the human resources record was created.

    Created by ID:The user ID who created the human resources record.

    Date left: The date the employee left.

    Reason for leaving: Reason for leaving from a look up file.

    Current salary: The annual salary.

    First Aider: Ticked if the employee was a first aider.

    Location: The location of the employee from a look up file. The location field is optional, it may either not be used at all, used with general system locations or used with human resource specific locations. The location field is used in combination with the human resources security record to restrict access to the leaver record for certain users. For example, an administrator may be allowed access to employees in location HUNgerford but not location TELford.

    Region: The region of the employee from a look up file.

    Recruitment source: Recruitment source from a look up file.

    Driving license: Ticked if the employee had a driving license.

    Company car: Ticked if the employee had a company car.

    Private medical status: The private medical status of the employee such as Single, Family, from a look up file.

    Private medical scale: Private medical scale from a look up file.

    Annual bonus: Ticked if the employee had an annual bonus.

    Fuel allowance: The Fuel allowance status of the employee such as Free, from a look up file.

    PHI: Ticked if the employee had Private Health Insurance.

    Subscriptions: Ticked if the employee had subscriptions to magazines, journals or organizations.

    Staff representative: Ticked if the employee was a staff representative.

    What do you want to do?

    Audit Tab

    The Audit form is displayed when you select the Audit Tab from the Human Resource records form.

    The Audit Tab will only be shown if the user profile record as used by the user password record has the Audit tab set to Edit or Display and also depending on if the record shown is your own record or any other record.

    The audit data TAB is system maintained and may be used to check when and by who a human resource record has been created or amended. A more detailed audit of amendments to the data may be maintained by setting up the Change log control.

    The following fields are displayed on the Audit Tab. All of these fields are self-explanatory and thus no explanation is supplied.

    Date created

    Time created

    Created by

    Date amended

    Time amended

    Amended by

    What do you want to do?

    Documents Tab

    The Documents form is displayed when you select the Documents Tab from the Human Resource records form.

    The Documents Tab will only be shown if the user profile record as used by the user password record has the Documents tab set to Edit or Display and also depending on if the record shown is your own record or any other record.

    The documents data TAB is largely system maintained and may be used to check to view or update documents held at the various sources such as calendar, milestones, achievements and disciplinary. The documents seen depend on your security access defined by the user profile record as used by the user password record.

    The following fields are displayed on the documents Tab.

    Source The source will depend on the system parameters.

    Type One of the following:-

    Description

    Date created

    Time created

    Created by

    Date amended

    Time amended

    Amended by

    What do you want to do?

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