The system parameters program defines how certain areas of the Human Resources system operates. The option is only available to a system administrator at priority 8. There are three tabs to complete and an Audit tab that is system maintained:
Warning: The system parameters are set up by an Autoline consultant when installing the system. The parameters should NOT be changed unless under guidance from a support consultant.
To access the Human Resources system parameters:
Tools, Options access is as follows:-There are two methods :-
Via the human resource record, Tools, Options, System Parameters.
Via the System maintenance menu.
The Human Resources Password form is displayed.
Enter your human resource password.
The HUMAN RESOURCES menu is displayed.
Select the Human Resources option.
The Human Resources record is displayed.
Once a human resource record is selected or initially chosen for creation select the Tools option.
Select the Options option.
Select the System Parameters option.
The Human Resources System Parameters form is displayed.
The Human Resources Password form is displayed.
Enter your human resource password.
The HUMAN RESOURCES menu is displayed.
Select the System maintenance option.
The SYSTEM MAINTENANCE menu is displayed.
Select the System Parameters option.
The Human Resources System Parameters form is displayed.
The Human Resources System Parameters form is displayed when you select the System Parameters option from the Options menu or from the SYSTEM MAINTENANCE menu. From this form you can amend the system parameters for the selected Human Resources company.
Name Format: The name of an employee is presented throughout the human resources module in a general name format defined within this parameter, use the following letters and other characters such as comma and full stop as required.
I: Initial
F: Forenames
S: Surname
T: Title
Holiday year start day: The day number that a holiday year starts on, this is validated in conjunction with the holiday year start month field.
Holiday year start month: The month number that a holiday year starts on, this is validated in conjunction with the holiday year start day field.
Tip : Click on the Drop down
to select.
Non working calendar code: The calendar code to be completed for non working days when creating a human resource record. Non working days are defined using the SSP qualifying mask on the payroll record or if this does not exist are assumed to be Saturday and Sunday. The convention is to use X.
Tip : Click on the Drop down
Holiday entitlement method: The method used to calculate holiday entitlement. There are three options:-
- The detailed holiday entitlement method relies on the use of the region and bank holiday files and the region field on the human resources record, each day from day 1 to the starting day is checked for the starting month to determine if the days are the non qualifying days or bank holidays.
D: Detailed
Qualifying days are determined by checking the SSP qualifying mask on the payroll record or in the absence of a payroll record are assumed to be days other than Saturdays and Sundays.
This check is used to determine the first starting new year for the employee and thus holiday entitlement when joining and at a holiday year end. If an employee started on the 2nd January and the 1st of January was a non working day the employee is deemed to have started at the beginning of the year. If the employee started on the 3rd of January and the 2nd of January was a working day the employee is deemed to have the first starting year as the following year.
The entitlement figure is calculated using a day count in the year and averaged.
- This is a far simpler method not requiring the use of region and bank holiday files or the region field on the human resource record. If the employee joins before the middle of the month - the 16th if the holiday year starts on the 1st, that is, day numbers 1 to 15, then that month's holiday entitlement is included in the holiday entitlement calculation. The middle of the month is defined relative to the holiday year starting date. For example, if an employee joins on 22/7/2003, 22 is beyond 16 therefore the employee is only granted holiday for August to December = 5 months. If on the other hand the employee had joined on 15/7/2003, the entitlement if from July to December = 6 months.
S: Split of the month
- The whole month method is similar to the detailed method except the employee needs to have attended for all working days of the month in order to gain the month's holiday entitlement. Non working days and bank holidays are checked.
W: Whole month
Example:- A holiday year starts on the 1st April, an employee who works Monday-Friday joins the company on Tuesday 4th May, May and thus 11 months holiday is received since 1st May is a Saturday, 2nd May is a Sunday and the 3rd May is a bank holiday.
Qualifying days are determined by checking the SSP qualifying mask on the payroll record or in the absence of a payroll record are assumed to be days other than Saturdays and Sundays.
Tip : Click on the Drop down
Default holiday: This is the holiday entitlement figure used whenever the holiday and notice grade table cannot be loaded, for example, the holiday and notice grade number has been deleted after the grade has been used on a human resource record. The default holiday is also used when creating a new holiday and notice grade.
Holiday rounding: This is used to control in whose favour any holiday roundings are made when a new human resource record is created to calculate the first working year holiday entitlement in conjunction with the Holiday round amount, Holiday entitlement method and grade table. The settings are:-
N: None
V: Even
E: Employee
R: Employer
Tip : Click on the Drop down
Holiday round amount: This is used when a new human resource record is created to calculate the first working year holiday entitlement in conjunction with the Holiday rounding method, Holiday entitlement method and grade table. The parameter is entered in terms of numbers of days, it is likely in practice to either read 1.0 or 0.5.
Use holiday brought forward: This is used to control what happens to the remaining holiday entitlement at the end of a holiday year when running the holiday year end process. The options are :-
Y: Yes use regardless
I: Always Ignore
P: Only use positive figures
N: Only use negative figures
Tip : Click on the Drop down
Holiday year end cap: This is a capped positive amount of holiday entitlement that is allowed to be brought forward to a following holiday year as a part of a holiday year end process. For example, if the cap is 5 days and an employee has 7 days holiday entitlement left, only 5 of the 7 days are transferred to the next holiday year.
Holiday end of year audit report: Tick this check box if an audit report is to be printed when running the holiday year end. The report is sorted by company number with company sub-totals and a grand total. Each employee has listed their employee number, name, new year holiday entitlement and carry forward, last year holiday entitlement and carry forward, two years ago holiday entitlement and carry forward. The last two figures are no longer now stored on the system.
Default notice (weeks): This is the employee and employer notice used whenever the holiday and notice grade table cannot be loaded, for example, the holiday and notice grade number has been deleted after the grade has been used on a human resource record. The default notice is also used when creating a new holiday and notice grade.
Location security setting: The type of location security used when accessing the human resource records. There are three options as follows:-
Blank: No locational security
If no location security is used all human resource users will have access to all human resource records.
PN: Use human resource Locations
Human resource record access is controlled typically by branch or department, the location codes are set up via the Tools, Lookup menu or the main Human Resources menu in a human resource specific data file called locat. Note that the PN locat data file must be created using the dictionary called 00.GB.locat.sq
GB: Use Global Locations
Human resource record access is controlled typically by branch or department, the location codes are set up in the global location data file which is also used by other parts of the Autoline system such as the CRM module. On KPay systems this file is different to the global locations file on the main accounts or Dealer Management System.
Tip : Click on the Drop down
Years to keep calendar entries: The number of years that calendar data is to kept before being purged by either running manually from the utilities menu or the timed operation menu or in the timed operation the option called Remove old calendar entries.
Years to keep leavers records: The number of years that leaver data is to kept in the leaver history file and associated data files before being purged by either running manually from the utilities menu or the timed operation menu or in the timed operation the option called Remove old leavers.
Years to keep left employees: The number of years that left employees are to be kept in the main human resources file before being transferred to the leaver history file by running manually from the utilities menu or the timed operation menu or in the timed operation the option called Transfer left employees to the leavers history.
Recruitment processing: Ticked if the recruitment processing options are to be made active on the human resources system. Recruitment processing requires additional set up and training by an Autoline consultant hence this parameter is only accessible by a priority 9 user.
Days to keep recruitment records: This is only accessible if the Recruitment processing parameter is ticked. The number of days that applicant, vacancy and vacancy/applicant records are to be kept for after their creation dates. For applicant records a further check is also made on the date the applicant record is to be kept for.
Days to keep vacancies on hold: This is only accessible if the Recruitment processing parameter is ticked. The number of days that a vacancy on hold is to be kept for after the creation date, a check is also made to ensure the days to keep recruitment records system parameter is also used.
Days to keep expired offers: This is only accessible if the Recruitment processing parameter is ticked. The number of days that a vacancy record is to be kept for after the offer expiry date if the vacancy is not at a hold status.
Field control used: Tick the field if field control records are to be set up. The field control option allows for date and other fields to be automatically generated within the main human resource file and user files based on other fields. An example is to generate a pension joining date based on a starting date.
Maximum login attempts: The maximum number of login attempts a human resources user is allowed when entering their password before their user record is disabled. This may be set either as 0 to disable the facility or between 1 and 99, 5 attempts is recommended.
Change password interval (days): The number of days between 1 and 99 that a user may use their human resources password before being forced when entering the module to change the password. By setting this field to 0 days there is no forced password change imposed on the users.
Change control log used: : Ticked if the change control audit log options are to be made active on the human resources system. Change control requires additional set up and training by an Autoline consultant hence this parameter is only accessible by a priority 9 user.
Demo expiry date: The demonstration date is the cut off date that a test system may be used before a module registration fee is paid. This is a priority 9 maintained parameter, systems are typically installed on a demonstration purpose for a month or two. If the demonstration date parameter is not set the system is assumed to be a live system. Once the demonstration date has passed the user is shown a warning message
Human resource demo has expired. Please contact your account manager.
Override payroll security checks: The process of creating human resource records will check that the user also has access to the payroll company and if the payroll record already exists, also the payroll type. If the human resource department users are not to have access to the payroll module this override check parameter needs to be ticked. Due to the sensitive nature of the data in payroll this parameter may only be set by a priority 9 user.
Default to first available record: By ticking this field it is possible that the first available human resource or leaver record is seen within the Human resource records option or the first available applicant or vacancy record within the optional recruitment system. If unticked the record number defaults to 0.
Absence checking used: By ticking this field it is possible to set up an absence trigger either at system parameter level or job code level and define if matched employees are either in the same job code only or same job code and location. Entering calendar codes will then warn you if there are more employees in the matching criteria off than allowed. This function operates with an override function for higher priority users as defined by the priority system parameter called Priority to override absence check.
Include check on locations: If absence checking is ticked this field is available. It is possible to define the employee match further making use of the location field, this parameter has three settings as follows:-
N: No - employees with the same job code regardless of location are checked
Y: Yes - employees with the same job code and location are used for the absence check
J: Job code specific - the job code of the employee is used to define if locations are also used or not on the absence matching test
Absence level threshold %: If absence checking is ticked this field is available. Enter between 0 and 100%. This is the threshold percentage that must ideally not be exceeded having checked employees of the same job code and possibly location as the current employee when entering calendar data. For example, if there are 4 MOT testers and the absence trigger is 50% then it is only when the 3rd MOT tester is being recorded as absent will a warning be shown.
Payment rate generation used: Tick this parameter if you wish for payment rates to be generated on the calendar records. Payment rate generation also requires the Human Resources calendar codes, the Payroll type parameters - SSP parameters and the Payroll SSP service length codes to be set up.
Payment export file: The leading five characters of an eight character payment export file, the payroll company identifier and payroll type are suffixed onto the filename. The five character name must exist as an export record as set up within the System utilities, Management menu option called Export facilities. The export file is created when the Reports & enquiries option called Calendar payment rates export is used.
Tip : Click on the Drop down
to select.
Priority to edit human resource records: Normally 3.
Priority to create human resource records: Normally 4 - higher than the edit priority.
Priority to delete human resource records: Normally 8 - higher than the create priority.
Priority to edit default record: Normally 8 - this is used for all default records.
Priority to edit look up files: Normally 6 but may be varied from 6 to 9. look up files are maintained either via the tools menu or the screens of the human resource records.
Priority to use utilities: Normally 8 but may be varied from 6 to 9. Utilities update holiday and notice periods and the holiday year end.
Priority to use purge utilities: Normally 8 but may be varied from 6 to 9. The purge utilities priority must be at least the priority to use utilities.
Priority to edit user file definitions: Normally 8 but may be varied. Each user file record structure has its own edit priority.
Priority to set own calendar working days: Normally 3.
Priority to set other calendar working days: Normally 4.
Priority to edit vacancies: Normally 3 - only available if the recruitment processing is ticked.
Priority to create vacancies: Normally 4 - only available if the recruitment processing is ticked.
Priority to edit applicants: Normally 3 - only available if the recruitment processing is ticked.
Priority to create applicants: Normally 4 - only available if the recruitment processing is ticked.
Priority to override absence check: If absence checking is ticked on the General TAB of the system parameters this field is available. Normally 6 but may be varied from 1 to 9 or N for No override. The user may override an absence triggered warning and allow an employee calendar entry to continue if the human resources user has at least the priority entered on this parameter.
Each look up file used within the human resouces system including the optional recruitment system may be set to be validated in one of two modes when a record is created or saved.
M: Mandatory - the field content entered on the human resources or optional applicant or vacancy record must be a valid code found in the look up file, record creation or saving is prevented if there are incorrect codes
A: Advisory - the field content entered on the human resources or optional applicant or vacancy record will be checked to ensure it is valid and reported if not valid but this will not prevent you from creating or saving the record
The validity of the human resource and optional applicant and vacancy records may be checked using the option called Validation report on the Reports and Enquiries menu.
Various parts of the human resources system allow for notes to be entered and then later amended. The notes are kept within the document archive module of the Autoline systems. The document archive module retrieve document option includes security so that only a user who has a general system security record and an enabled human resources password record can access the documents.
Each document area must have a main and sub document type, simplistically just a single type such as PN or HR may be used. In order for the document archive retrieval to operate correctly it is necessary that each id is unique, a warning message will be shown if you attempt to enter two categories of document with the same id.
Each document source may contain a multiple number of documents per employee.
Calendar type, id and scanned type: Notes maintained via the Calendar TAB. Each calendar entry may have documents attached. Normally PN, CA and HR.
Driving type, id and scanned type: Notes maintained via the Driving licence TAB. Each employee may have documents attached. Normally PN, D1 and HR.
Other driving type, id and scanned type: Notes maintained via the Driving licence TAB. Each other driver may have documents attached. Normally PN, D2 and HR.
Employee type, id and scanned type: Notes maintained via the Milestones TAB. Normally PN, EM and HR.
Leavers type, id and scanned type: Notes maintained via the Milestones TAB. Normally PN, LE and HR.
Achievement type, id and scanned type: Notes maintained via the Achievements TAB, each achievement has it's own note. Normally PN, AC and HR.
Disciplinary type, id and scanned type: Notes maintained via the Disciplinary TAB. Each disciplinary record may have it's own notes. Normally PN, DS and HR.
Disciplinary appeal type, id and scanned type: Notes maintained via the Disciplinary TAB. Each disciplinary appeal record may have it's own notes. Normally PN, DA and HR.
Job code type, id and scanned type: Notes maintained via the Job code look up table. Each job code may have it's own notes. Normally PN, JC and HR.
Vacancy type, id and scanned type: Notes maintained via the vacancy record. Normally PN, VC and HR.
Applicant type, id and scanned type: Notes maintained via the applicant record. Normally PN, AP and HR.
The audit fields are all system maintained.
Date last amended: Date the system parameters were last changed.
Time last amended: Time the system parameters were last changed.
Who last amended: The user id who last changed the system parameters.
Terminal last amended: The terminal used to last change the system parameters.
Date created: Date the system parameters were created.
Time created: Time the system parameters were created.
Who created: The user id that created the system parameters.
Terminal created: The terminal used that created the system parameters.
