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EmployeeConnect Pty Ltd +61 2 8288 8000 GPO Box 2620, Sydney, NSW 2001 [email protected]

EmployeeConnect

Cirrus HR Admin User Manual

Version HR3 2.1

Last updated: 11the May 2015 by Lynn

Cirrus HR Admin User Manual Think. Beyond

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- 2 - EmployeeConnect Pty Ltd +61 2 8288 8000 GPO Box 2620, Sydney, NSW 2001 [email protected]

CIRRUS – AN INTRODUCTION ...............................................................................................................6

GLOSSARY OF TERMS .............................................................................................................................7

DIRECT .........................................................................................................................................................7 INDIRECT ......................................................................................................................................................7 ASSIGNMENT ................................................................................................................................................7 APPOINTMENT ..............................................................................................................................................7 ALLOCATION ................................................................................................................................................7 CURRENT/ACTIVE ........................................................................................................................................8 HISTORY .......................................................................................................................................................8

APPLYING FILTERS ..................................................................................................................................9

USER TOP MENU ...................................................................................................................................... 11

HRADMIN (AVAILABLE ONLY TO HR ADMIN USERS) ................................................................................. 11 MODULES ................................................................................................................................................... 11 REPORTS .................................................................................................................................................... 11 SYSTEM (AVAILABLE ONLY TO ADMIN USERS) ........................................................................................... 11

HR ADMIN (PERSONNEL) ...................................................................................................................... 12

PERSONAL ................................................................................................................................................. 16

Biographical .......................................................................................................................................... 16 Photo ..................................................................................................................................................... 18 Address .................................................................................................................................................. 20 Contact .................................................................................................................................................. 22 Dependant ............................................................................................................................................. 24 Emergency ............................................................................................................................................. 25 Medical .................................................................................................................................................. 26 Nationality ............................................................................................................................................. 28 EEO ....................................................................................................................................................... 29

RESUME ...................................................................................................................................................... 31

Education ............................................................................................................................................... 31 Experience ............................................................................................................................................. 32 Memberships.......................................................................................................................................... 34 Licence ................................................................................................................................................... 35 Language ............................................................................................................................................... 37 Curriculum Vitae ................................................................................................................................... 38 Criminal ................................................................................................................................................. 40 Reference ............................................................................................................................................... 41

EMPLOYMENT.......................................................................................................................................... 43

Agreement .............................................................................................................................................. 43 Position Assignment .............................................................................................................................. 43 Cost Centre Assignment......................................................................................................................... 43 Property ................................................................................................................................................. 44 Grievance .............................................................................................................................................. 44 Discipline ............................................................................................................................................... 44 Secondment ............................................................................................................................................ 44


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Termination ........................................................................................................................................... 44 Commentary .......................................................................................................................................... 45 Anniversary dates .................................................................................................................................. 45

PAYMENT ................................................................................................................................................... 46

View and Print Payslips ........................................................................................................................ 46 Pay History ............................................................................................................................................ 46 Salary..................................................................................................................................................... 46 Salary History ........................................................................................................................................ 46 Banking .................................................................................................................................................. 46 Bank History .......................................................................................................................................... 47 Superannuation ...................................................................................................................................... 47 Expense report ....................................................................................................................................... 47

LEAVE ......................................................................................................................................................... 48

Leave Application .................................................................................................................................. 48 Leave Request ........................................................................................................................................ 49 Pending .................................................................................................................................................. 49 Approved ............................................................................................................................................... 49 Leave Cancel ......................................................................................................................................... 49 Current .................................................................................................................................................. 49 Leave Chart ........................................................................................................................................... 49 Leave Calendar ..................................................................................................................................... 49 Paid History........................................................................................................................................... 49 Leave Balance ....................................................................................................................................... 49 Accrual Total ......................................................................................................................................... 49 Accrual Projection ................................................................................................................................. 49

LIFE CYCLE ............................................................................................................................................... 50

New Employee #1 (Simple add) ............................................................................................................. 50 New Employee #2 (Multi-tabs) .............................................................................................................. 53

DASHBOARD ............................................................................................................................................. 55

Headcount dashboard............................................................................................................................ 55 Absence Dashboard ............................................................................................................................... 55 Change Action request........................................................................................................................... 55 Change Action History .......................................................................................................................... 55 Data Overview ....................................................................................................................................... 55 Action History ........................................................................................................................................ 56 Attachments ........................................................................................................................................... 56

AD HOC REPORTING .............................................................................................................................. 56

ORGANISATION ....................................................................................................................................... 60

FLOW DIAGRAM ......................................................................................................................................... 60 Company ................................................................................................................................................ 62 Region .................................................................................................................................................... 63 Location ................................................................................................................................................. 64 Cost Centre ............................................................................................................................................ 65 Organisation Unit .................................................................................................................................. 66 Organisation Unit – Bulk ...................................................................................................................... 67


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Allocation .............................................................................................................................................. 68 Chart ...................................................................................................................................................... 69

POSITION ................................................................................................................................................... 71

Assignment ............................................................................................................................................. 74 Incumbent .............................................................................................................................................. 76 Appointment ........................................................................................................................................... 77 Assign Error .......................................................................................................................................... 77 Chart ...................................................................................................................................................... 78

MANAGER .................................................................................................................................................. 80

Appointment ........................................................................................................................................... 80 MANAGER ASSIGNMENT ............................................................................................................................ 81

Assignment – Reporting Manager ......................................................................................................... 81 Assignment – Approval Manager .......................................................................................................... 82 Assignment – Review Manager .............................................................................................................. 83 Chart ...................................................................................................................................................... 85

JOB AND GROUP ...................................................................................................................................... 87

Job ......................................................................................................................................................... 87 Appointment ........................................................................................................................................... 89

GROUPS ...................................................................................................................................................... 90 Employment Group ................................................................................................................................ 90 Work Group ........................................................................................................................................... 92 Pay Group ............................................................................................................................................. 96

PAY PERIOD ............................................................................................................................................... 97 HOLIDAY GROUP ........................................................................................................................................ 98 SALARY GRADE ......................................................................................................................................... 98

METRIC....................................................................................................................................................... 99

Metric Library ....................................................................................................................................... 99 Leave Type ........................................................................................................................................... 102

INVENTORY .............................................................................................................................................. 106 Property ............................................................................................................................................... 106 Vehicle ................................................................................................................................................. 108

COMMUNICATIONS .............................................................................................................................. 110

MESSAGES ................................................................................................................................................ 110 Site Info ................................................................................................................................................ 110 Notice Board ........................................................................................................................................ 111 Add New Notice ................................................................................................................................... 111 Task List .............................................................................................................................................. 111 Active Tasks ......................................................................................................................................... 111 Alert (Reminders) ................................................................................................................................ 111 Execute Alert ....................................................................................................................................... 112

PUBLISHING .............................................................................................................................................. 113 Folder View ......................................................................................................................................... 113 Properties ............................................................................................................................................ 113 New Document..................................................................................................................................... 114 Browse ................................................................................................................................................. 114


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Search .................................................................................................................................................. 114 SURVEY .................................................................................................................................................... 114

Survey Builder ..................................................................................................................................... 114 Survey Interface ................................................................................................................................... 117

OTHER ...................................................................................................................................................... 117 Travel request ...................................................................................................................................... 118


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Cirrus – An Introduction

This manual is designed to help HR Administrators use the EmployeeConnect Cirrus product. Cirrus is the first tier of the EmployeeConnect suite of products and gives a base use of core HR self service functionality.

Cirrus uses the same basic principles as in all other EmployeeConnect products of workflow and security group access. Information contained within the Cirrus system is generally provided through an interface with the organisation’s payroll system.

The HR Administrator is the person who maintains the person and organisation data within the system. HR administrators and System administrators can be the same people or different people. This manual is designed for those users designated as HR administrators. System administrators can view additional information within the System admin manual.

The Home and My Details menus and links are explained in the Employee User Manual.


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Glossary of Terms There are multiple terms used within the Cirrus HR system that require some explanation. This section outlines the common terms used throughout the system.

Direct

Direct refers to the people who directly report to another. Eg Person A is Person B’s manager. Person B is their direct report. By selecting Direct, you can only see information for those people who report to you.

Indirect

Indirect refers to the people who report to someone who reports to another. Eg Person A is Person B’s manager. Person B is Person C’s manager. Person C is Person A’s indirect report. By selecting Indirect, you can see information for all the people below you in the chain.

Assignment

Assignment refers to attaching one piece of data to another. Eg a position is assigned to a person.

Appointment

An appointment refers to how the system resolves a piece of data where multiple inputs have been defined. Eg a person’s manager can be defined in a number of different areas. The way the system resolves the current manager is from these different pieces of data and is the Manager Appointment.

Appointment follows a similar pattern throughout the entire system no matter the kind of appointment data. The system will check for:

1. a valid assignment record then

2. a valid employment agreement then

3. the profile and if none of the previous conditions are met then

4. there will be nothing or in the case of a manager appointment, the person will report to themselves.

Individual appointments may have a slightly different process. These are indicated in the various sections of this manual.

Allocation

Employee allocation displays corporate structure allocated to the employee from the position assignment, organisation unit, employment record, as well as profile data. If an employee has more than one conflicting assignment within different areas of the system, the allocation resolves the most relevant assignment.


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Multiple-Appointment Resolution : Company =1:OrgUnit,2:Employment,3:Profile Region = 1:Location, 2:Profile Location = 1:Position Assignment, 2:Position, 3:Employment, 4:Profile Org Unit = 1:Position, 2:Employment, 3:Profile Position = 1:Position Assignment, 2:Employment, 3:Profile Manager = 1:Manager Assignment, 2:Position + Position Assignment, 3:Profile Profile allocation displays corporate structure allocated to the employee only from the profile data, ignoring other assignments from position, organisation unit, and employment records.

Profile allocation can be used to easily assign memberships to the corporate structure without having to fully maintain the full structure hierarchy

Current/Active

Many reports are pre-filtered for output thereby giving you easy access to the most common requests for information. The active option will include any active users and their active records for the selected section. This also includes any active users that have no associated record yet.

History

Reports are pre-filtered for output. History includes inactive people and inactive records.


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Applying Filters

The Advanced search is used to apply multiple filters on any given report.

Using the above criteria will display all the records of employees in the Harrington Org Unit which have active profiles.

To change the information displayed in a report, you can also use the Advanced search option.


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You can modify the displayed columns by ticking and unticking next to the column name and then select the Apply Search icon. The report will then be refreshed based on your selections.

Selecting the Reset Icon will refresh the report with the standard pre-set options.

Selecting the Clear Search icon will allow you to change your filtering conditions.


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User Top Menu

The user top menu appears on the top of your screen and shows the currently logged in individual’s name.

The Top menu also contains links to various parts of the system depending on your allocated security level and module access.

HRAdmin (available only to HR Admin users)

If an individual has been designated as having admin access, a link will appear on the top menu. This gives access to all employee information held within the system.

Modules

This link gives access to a number of optionally available modules.

Reports

This link gives access to all the standard system reports.

System (available only to Admin users)

This link gives access to the system management functions to enable system and user configuration.


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HR Admin (Personnel)

The HR admin link gives HR administrators access to the personnel records of selected individuals within the system.

Clicking on the HR admin link will give access to all staff records. However, HR administrators can also select a subset of people data to view by selecting a different link from the HR admin menu.

All Staff

By selecting all staff from the menu, the information displayed within the reports will include all people within the system regardless of their status or manager.

Active

Selecting active from the menu will display only those people considered active within the system. This means all reports within the HR admin section will then only display records where the person is active.

Inactive

Selecting inactive from the menu will display only those people considered inactive within the system. This means all reports within the HR admin section will then only display records where the person is inactive.

Direct

By selecting the direct link from the menu, the information displayed within the reports will only include people that directly report to the logged in person. This is similar to viewing your team only.

Indirect

By selecting the indirect link from the menu, the information displayed within the reports will include all the people that report to the logged in person and any people that report to them – all the way down the line. Effectively, this means anyone below the logged in person within the organisation.

Note:

The filters selected above will no longer be in effect if another top menu link is selected. Eg. If you select Direct and then click Home, the direct filter is then removed.

It should also be noted that Data Filters can be assigned directly to User profiles through the System Management menu and therefore cause different results when accessing standard pre-filtered reports.


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Staff List

This link is available on the HR admin menu and displays a list of all employees.

If a person has others reporting to them, you can view their direct reports by clicking on the icon adjacent to MgrID

By clicking on the detail icon for a person, the reports and forms accessed through the left menu are changed to only display information for the selected individual. Effectively, this is similar to what the selected person sees when they are logged in through the My details menu.


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When the personnel section has been accessed in this way, the selected person’s details will be displayed at the top of the main section. The details will also appear within the breadcrumb area and at the base of the left hand menu.

This is a useful way to utilise the system when working on information for one particular person (eg when a person begins with the organisation, you may want to enter a large amount of data for this individual. Instead of having to search for this person through each report, you can select the person from the staff list so that only their information is displayed.)

Note:

Inserting a change through this method is similar to the person submitting the change. A change request will be created and only update the underlying record once the change has been approved.


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Personal The personal section outlines information about each individual including their contacts, dependants and medical notifications.

Biographical

The biographical report gives access to all people’s personal information including name, marital status and date of birth.


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Each individual can only have one biographical record. Therefore, if there is one already entered, an edit icon will appear. If there is no current biographical record, an add icon will appear.

HR administrators can update all information within the biographical details form without a process attached. Individuals must submit a change request for these kinds of changes through the My Details menu options. Submission of a change request means that the submitted changes will not be saved to a person’s record until the change has been approved.


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Information gathered from this form can be used to calculate age brackets and equal employment information. All lists displayed can be updated by the system administrator.

Photo

HR administrators have access to a report that shows the photos uploaded for individuals. If a photo has been uploaded, it will be displayed within reports and organisation charts.


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Each individual can only have one photo record. If a person has already had a photo defined, an edit icon will be displayed. If not, a new icon will be displayed.


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HR administrators can update a person’s photo without a process attached so the information will be automatically updated within the system. Individuals must submit this change through a change request process which means the change will not take effect until it has been approved.

Clicking on the file will allow an HR administrator to open the image file.

Address

The address link allows HR administrators to view and update the principal address for each individual. The principal address is used for all official correspondence.


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Each person can only have one principal address record.

HR administrators can update a person’s principal address without a process attached so the information will be automatically updated within the system. Individuals must submit this change through a change request process which means the change will not take effect until it has been approved.


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When selecting the country and state for an address record, the state list will only be populated with the states connected to it, after the country has been selected.

The privacy indicator is on the form for future development to be used to determine who will be able to see this information. Currently, it is only a label and is displayed in reports for information purposes only.

Contact

Cirrus allows for each person to have multiple contact details by providing a second link to additional addresses.


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HR administrators can update a person’s contacts without a process attached so the information will be automatically updated within the system. Individuals must submit this change through a change request process which means the change will not take effect until it has been approved.


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The contact form has less detail attributed as it is used as a secondary contact only. The contact name is not only used for a person’s name but also as a type of address such as postal or holiday.

Contact information can have a privacy indicator assigned as previously described.

Dependant

Keeping a record of dependent family members for each individual assists in benefit programs. HR administrators can view and update family information through Cirrus.

New family members can be added and current ones can be edited.


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The details entered are used for information purposes only. The relationship list can be updated by the system administrator.

Emergency

In the event of an emergency at the workplace, it may be necessary to contact an outside person. HR administrators have the ability to view and update the emergency contact details for each individual.


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Emergency contact details can be added or updated using the icons. Only one primary contact can be defined for each individual. This indicates the person who is to be contacted first in the case of an emergency.

The lists shown can be updated by the system administrator. Since only one contact can be considered primary, if the contact being defined is selected to be primary any previously defined primary contact will be automatically changed to no longer contain the primary indicator.

Medical

Cirrus provides HR administrator with ability to view and update medical information for each individual. This could be anything from vaccinations to allergies or physical disabilities.


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This information is useful in putting together EEO reports as well as keeping the workplace safe for all.


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The pick lists shown can be updated by the system administrator. The detail list will not populate until the type has been selected. If there is some sort of medical certificate or official document, this can be attached to the medical record.

For records such as vaccinations that require updating, it is important that the start and end dates are up to date.

Nationality

Organisations that span various regions are particularly interested in their employees’ nationalities and the regions or countries they may be able to work in. HR administrators can view and update details of each individual’s visa and passport information.

It is important that issue and expiry dates are kept up to date.


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Each pick list displayed can be updated by the system administrator. If there is an electronic version of the document, this can be attached to the nationality record and stored within the Cirrus system.

EEO

Many organizations are required to provide regular reporting on equal opportunity employment. This is to ensure that companies do not discriminate based on a particular grouping. This may be age, race, religion or medical disability. Cirrus provides a report combining the most used areas for equal employment reporting.


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Information found in this report is from the biographical details form and any medical records with a typeID of Disability. Clicking on the edit icon will display the biographical details form.


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Resume The resume section includes a person’s professional information and other qualifications or experience that is useful in the workplace. Most of the information added or updated within this section is saved immediately and doesn’t follow a workflow process.

Education

Each individual has the opportunity to update their education qualifications. HR administrators also have the ability to view and update education information for each individual.


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All pick lists can be updated by the system administrator. If institutions have been set up to be linked to particular countries, these will only appear in the list once the country has been selected. Other institutions not linked to a particular country will already appear within the list.

If there is a degree, diploma or other certificate that has been electronically stored, it can be attached to this education record.

Once an education record has been verified, an individual can no longer update the record. Verification can only be done by either the manager or an HR administrator. Once the sighted field has been updated, the verification status will change. Only records that have sighted as a Yes will be updated to a status of verified.

Experience

Past work experience in other organisations gives an indication of skills and aptitudes of individuals. HR administrators have the ability to view and update this information for all employees.


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To add or update a prior work experience record, click the relevant icon.


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All pick lists can be updated by the system administrator. As position descriptions and titles vary from organisation to organisation, these are left as free text fields. For the information to be used effectively, more detail is better than less.

Once a prior experience record has been verified, an individual can no longer update the record. Verification can only be done by either the manager or an HR administrator. Once the sighted field has been updated, the verification status will change. Only records that have sighted as a Yes will be updated to a status of verified.

Memberships

HR administrators have the ability to view and update all individuals’ entered membership information. Membership information can be useful in determining what persons would be suited to various roles and extra responsibilities.

Adding or updating a record will open a form.


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All pick lists within the form can be updated by the system administrator. The level list will be populated based on the selection within the type box. Some memberships will only require a type rather than a type and level.

If there is an electronic document (such as a scanned membership card), this can be attached to the membership record.

Licence

In many organisations, there are roles which require a valid licence. HR administrators have access to view and update details of each individual’s licence information.


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From this report, an administrator would be able to produce a list of all persons with expired licences as recorded within the system. HR administrators can also add or update licence information.


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All pick lists within the form can be updated by the system administrator. The level and agency will populate once the licence type has been selected. These will only show the agencies and levels attached to the selected type.

If there is an electronic file (such as a scanned copy of the licence) this can be attached to the licence record.

The licence ID usually refers to the licence or document number.

Language

Within organisations, it may be useful to keep track of extra languages individuals can converse in or read. HR administrators can view and update details of individuals and their language skills.

Each language record gives an indication of how well a person can read, write and speak the language. Adding or updating a record displays a language form.


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The proficiency area is intended to give an indication of whether the person is fluent in all areas or still learning. Verification of capability can be done in many ways. The language record within the system only gives an indication of whether this has been done.

Curriculum Vitae

If individuals have an electronic copy of their CV, they can upload this into Cirrus. Additionally HR administrators can view and update CV records on people’s behalf.


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Only one CV can be uploaded for each individual. If a record already exists, only the edit icon will appear. If there is no record, the add new icon will appear. Either will open the CV form.

To upload a CV, click the browse button and select the file. The comments are intended for information purposes only.


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Criminal

Within an organisation it may be useful to record employee’s criminal history if it is relevant to the job they are performing. For example, driving convictions may be relevant for a ‘Driver’ role or an employee with a company vehicle.

Any number of records may be stored for an individual.


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All pick lists within the form can be updated by the system administrator. The level will populate once the type has been selected. These will only show the levels attached to the selected type.

If there is an electronic file (such as a scanned copy of the infringement notice) this can be attached to the criminal record.

The information contained within this report is not available to the individual employees. This allows HR and managers to list exactly what infractions they may be aware of..

Reference

At different stages in a person’s employment within an organisation, reference checks may need to be performed. HR administrators are able to view and update reference details for each individual.

The information contained within this report is not available to the individual employees. This allows HR and managers to list exactly what references may have said.


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The intention is to record any reference information and verification for an employee.


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Employment

Agreement

There are 3 separate reports available which have been pre-filtered. The first displays all current active employees and whether they have a current active agreement or not, the second displays only employees with a current active agreement and the third report displays all historical records for all employees.

Position Assignment

There are 3 separate reports available which have been pre-filtered. The first displays all current active employees and whether they have a current position assignment or not, the second displays only employees with a current active position assignment and the third report displays all historical records for all employees

Cost Centre Assignment


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This is a listing of all employees with the ability to assign one or more cost centres with % allocations and start and end dates.

Property

This is a listing of all employees and any allocated property with the ability to allocate property to any given employee.

Grievance

This is a listing of all employees and any grievances that have been submitted with the ability to edit existing records and add new records on behalf of an employee.

Discipline

This is a listing of all employees and any disciplinary actions that have been recorded with the ability to edit and add new records for employees.

Secondment

This is a listing of all employees and any existing secondment details with the ability to edit and add new records if required.

Termination

There are 2 ways to terminate an employee. One involves workflow and the other merely updates the employee’s record.

In the Personnel module, under Employment, click on the Terminations report.

If you click on the Edit icon, you will update the employment record immediately upon saving.


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If you click on the New icon,a Change Action Request workflow will be generated when you save the completed form. Termination workflows must be actioned through workflow, they cannot be actioned through the Dashboard, Change Request link under the HRAdmin login.

Commentary

This is a listing of all employees and any existing commentary details with the ability to edit and add new records if required.

Anniversary dates

This is a listing of all employees displaying relevant dates and length of service information


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Payment

View and Print Payslips

This is a listing of all employees with a link to their most recent payslip to display the details and to print in standard format.

Pay History

This is a listing of all employees and all of their payslips held within the system with the ability to view the details for each one.

Salary

This is a listing of all employees and their current salary package details with the ability to edit and also create new records if required.

Salary History

This is a listing of all employees and all their salary package details held within the system with the ability to edit and also create new records if required.

Banking


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This is a listing of all employees and their current banking details held in the system.

If your employees require international banking details to be entered in the system, then they must be entered by an HR Admin user. The HR Admin user has access to the International Banking information form through Payments>Banking> New link.

Bank History

This is a listing of any employees and any change requests entered in the system relating to banking details.

Superannuation

This is a listing of all employees and displays any Superannuation information held in the system with the ability to edit and add new records as required.

Expense report

This is a listing of all employees and displays any expense claims they have submitted through the system with the ability to edit and add new records as required.


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Leave

Leave Application

This is a listing of all employees displaying their current accrual package with a link to view their request history and perform a projection as well as the ability to enter a leave request on their behalf.


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Leave Request

This is a listing of all leave requests submitted over the past year with a link to view the details of each request/

Pending

This is a pre-filtered listing of existing leave requests with a current workflow status of ‘Pending’.

Approved

This is a pre-filtered listing of existing leave requests with a current workflow status of ‘Approved’.

Leave Cancel

This is a listing of all existing leave requests and their current workflow status with links to either Cancel or reverse the leave entry dependent on the workflow status. Choosing Cancel will change the current workflow status to ‘Cancel’ and reverse a leave entry will create another workflow process as a reversal entry.

Current

This is a listing of anyone who is on leave ‘today’ based on leave requests entered into the HRIS system.

Leave Chart

Displays all leave requested and leave taken in a Gantt chart format.

Leave Calendar

Displays all leave requested and leave taken in a calendar format.

Paid History

Displays a listing of all leave processed through payroll for the last year that has been transferred from the existing payroll system.

Leave Balance

This is a listing of any employees which have any leave balances transferred from the existing payroll system .

Accrual Total

This is a listing of any leave balances as calculated by the accrual engine for those employees that have been assigned an Accrual package and/or accrual Elements within the HRIS system.

Accrual Projection

This is a listing of all employees with the ability to calculate a projection for any employee that has been assigned an accrual package within the HRIS system.


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Life Cycle

The lifecycle area allows HR administrators to add employees to the organization (also known as On-boarding). This function can be simple or more complex depending on the links used.

New Employee #1 (Simple add)

This link allows the administrator to enter the minimum information necessary to get a person set up correctly within the system. All information appears on the one form and does not require a workflow process or approval for the person to be added. This is the most simplistic way to add a new person.


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Once the form has been submitted, various areas within the system will be populated. If no person id is entered, one will be automatically created. If the person id entered is not unique, the system will give a message asking to use another ID.


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The following gives an indication of what areas of the system are populated and what information is used from the new employee form. New records are only created if information from the section has been included within the New employee form. If no information exists from the section, no new record is created. (eg if there is no salary information on the new employee form, then no salary record is created)

Biographical details:

A new biographical details record is created for the person. This includes information for

Last name

First name

Second name

Title

Gender

Birth date

Birth place

Marital status

Government ID

Tax ID

Address details:

A new address record is created for the person. This includes information for

Address detail section

Home phone

Privacy

Mobile

Person email

Agreement:

A new agreement record is created for the person. This is created as their primary agreement and includes information for

Company

Employment type

Employment term

Original hire date

Probation review

Salary:

A new salary record is created for the person. This includes information for


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Currency

Salary

Pay basis

Package value

Superannuation

Position assignment:

If the position is selected on the new employee form, a position assignment record is created for the person. This is set to be a primary assignment with the Manager ID and the Location defaulting from the position definition.

Profile:

A new profile record is created for the person. This includes information for

User name

Security Group

Configuration setting

Password assignment

New Employee #2 (Multi-tabs)

This link allows the administrator to enter all the relevant information to get a person set up correctly within the system. This link is a multi-tabbed wizard for the entry of the personal, banking, employment and user profile information.

Like the New Employee #1 form, records will be created on the submit of the form for all the populated areas.


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Dashboard

Headcount dashboard

This is Sql report displaying information relating to headcount, gender, new starters by Manager and Team in dashboard format.

Absence Dashboard

This is a Sql report displaying who is on leave today, the % of employees in attendance, a summary of Leave absences by type for the last 12 months and other pertinent Leave information displayed in dashboard format.

Change Action request

This is a listing of all Change Action requests requiring validation by the System Administrator before updating the system.

Change Action History

This is a listing of all submitted Change Action requests in the system irrespective of their status.

Data Overview

This listing of all employees displays coloured lights relating to information held within the system and gives a quick visual summary.


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Action History

This is a listing of all employees and details separate lines summarising any changes made within the system for each employee with the ability to view any submitted forms and the included data.

Attachments

This is a listing of all employees and any attachments that have been loaded into the system with the ability to open those attachments.

Ad Hoc reporting

There are a number of ad hoc reports supplied as examples and the HR Administrator can also create ad hoc reports based on any of the supplied tables or views.

Click on the Wizard icon to edit the report definiton or use the New Wizard link to create a new report.


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The standard available database views are:

Use the Next button on the bottom left corner to progress through the definition tabs.


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Viewing the results at the end of the definition allows you to determine whether the report has been correctly defined for the expected results and you can click on the previous button to make changes and then re-display the results as many times as required.


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Organisation The Cirrus system enables HR administrators to track organisational information and changes over time. This is done through the organisation module and forms a part of the core functionality. To access the organisation information, select organisation from the Modules menu.

The flexibility of the Cirrus system allows HR administrators to track as much or as little information as necessary for their organisation.

Flow Diagram

Different parts of the Organisation module are attached to each other through assignments and appointments. This diagram seeks to outline the relationship between each of these parts.


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Corporate

The corporate section allows the definition of different levels of the organisation. For a large organisation, this will aid in reporting and defining structure.

Company

Companies are different legal entities which your organisation operates. Only create multiple companies if they are required for payroll or reporting purposes. Each organisation unit, and related positions will belong to a company.

Company information can be added (for merged entities) or changed by HR administrators.

It is important that if new companies are added, the company information is added before cost centre and organisation unit information as these may be connected.

The determination of the type of company is very important. Some payroll interfaces require that each individual is attached to a particular company record with a particular ID. This is what is referred to as the Payroll type.


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Companies can fall under a parent company (eg EmployeeConnect NZ and EmployeeConnect China could all fall under the EmployeeConnect Asia Pacific company). In this case, the parent company record should be defined first so that subsequent companies can be defined to fall under the parent.

The company appointment for each person is determined by their position assignment.. The position retrieves information from the organisation unit where the company is defined. If no valid position assignment exists, the normal appointment steps are followed.

Region

Defining regions allows locations to be grouped. This makes searching in some reports simpler by selecting one region rather than multiple locations.

Region information can be entered or updated by HR administrators.

It is important that if new regions are added, the region information is added before location information as these may be connected.

Regions can be grouped under a parent region. If this is the case, the parent region needs to be defined first so that subsequent regions can be defined to fall under the parent.

Once positions have been created, a managing position for each region can be defined. The region appointment for each person is determined by the location appointment.

If no region can be found from the location appointment, then the region on the profile record is used.


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Location

A location can be of many types and is another way to classify a person within the system. Locations can be physical places, delivery addresses or even unmanned sites. For the organisational location definition, do not select a type as these are used specifically in other areas of the system such as Work Health Safety.

Location information can be entered and changed by HR administrators.

The definition of the location has two separate tabs to complete. The first outlines the definition of the location and the second tab allows you to enter a physical address and contact details.

Locations can be grouped under a parent location. If this is the case, the parent location needs to be defined first so that subsequent locations can be defined to fall under the parent.

If regions have been defined, it is important to either connect these to a location or update each individual’s profile to ensure each person has a region defined.

The location appointment resolution is slightly different to the rest of the system as there are multiple places that location can be specified for a person. The system looks in order for:


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1. The location defined within the position assignment record. If there is no valid location here then

2. The location defined on the position definition. If there is no valid location defined here then

3. The location defined within the employment agreement. If there is no valid location defined here then

4. The location defined on the profile record. If there is no valid location defined then

5. The location is blank.

Cost Centre

HR administrators have the ability to define and update cost centre information for the organisation. This is used to track employee expenses and is mainly used by the finance department in organisations. Areas where cost centres may be used include the Recruitment module where recruitment costs are assigned to a specific cost centre.

Cost centres may be linked to companies and may have different levels assigned. These connections do not affect functionality but provide a different way to classify and display information in reports and charts.

Cost centres can be grouped under a parent cost centre. If this is the case, the parent cost centre needs to be defined first so that subsequent cost centres can be defined to fall under the parent.


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Cost centres can be allocated or assigned to a person, a position or an organisation unit. Cost centre information is not pertinent to the effective running of the standard system and therefore there is no appointment process to determine a particular cost centre resolution if a person has a different cost centre allocation to their position or organisation unit.

Cost centre information is used only for information purposes.

Organisation Unit

Defining organisation units is a way to classify positions and people so as to easily search within reports and charts. Organisation units are defined by each client based on their own structure.


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Organisation units can be linked to companies and may have different kinds of information defined. Each list within the organisation unit definition form can be updated by system administrators.

Organisation units can be grouped under a parent organisation unit. If this is the case, the parent organisation unit needs to be defined first so that subsequent organisation units can be defined to fall under the parent.

When defining organisation units, a managing position can be entered. This can be used in various ways. (eg defining particular steps in workflow to go to the head of a particular organisation unit.)

The organisation appointment for an individual is done in the standard way.

1. The organisation unit on a position that the individual is assigned to is used. If no valid position assignment is found then

2. The organisation unit on the employment agreement is used. If no valid employment agreement is found then

3. The organisation unit found on the profile is used.

Organisation Unit – Bulk

In the event of a business restructure, an administrator going into each organisation unit form is time consuming. For instances where a large amount of data needs to be changed, a bulk organisation unit update is provided.

This is a similar report to the other but HR administrators can update the information directly into the report.

Not all information for each organisation unit record can be updated from the report, but the basic information (such as managing position) that would be changed in a restructure is available.


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Allocation

HR administrators have access to the information allocated to each individual through different areas of the system. Where the same information can be updated in different areas, an appointment is defined.

Employee Allocation

This report shows information as allocated from various areas of the system.

The profile information and position assignment information can be accessed for each individual from this report.

This report gives an indication of the company, region, location, organisation unit and position allocated to each individual via the relevant appointments.

Profile Allocation

This allocation report only gives information from the profile record of each individual.

Profile values are used as the last step in any appointment.


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Cost Centre

HR administrators have access to a number of reports that allow cost centre allocations. These can be to a person, a position or an organisation unit.

The above report shows all cost centre allocations regardless of their type. Other links show just person allocation, position allocation or organisation unit allocation. These can be added to or updated.

The system does not require a cost centre to be resolved for each individual and therefore, there is no appointment for cost centres. The allocation information can be used by each organisation however they see fit.

Chart

OrgUnit Tree

Within each section in the organisation module, a charting feature is available where applicable. Once organisation units have been defined, an organisation unit chart is made available.

The chart shows the organisation unit description and also the type if this has been defined. The chart can be navigated up and down.


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For the chart to display correctly, the top organisation unit must be defined by the system administrator.

Hierarchy

Each time a change is made in the system that affects any hierarchy; this information will not be reflected until the hierarchy is rebuilt. There is an automatic process to rebuild hierarchy periodically (usually overnight) but if the hierarchy needs to be rebuilt immediately, this can be done by clicking on the link.

Select the hierarchy type to rebuild and click the save button. The selected hierarchy will be rebuilt and a record saved to the audit log to show who did this and when.


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Position The position section allows HR administrators to create and assign position information to individuals. Position information captures details about what a person does within the organisation.

A position record defines a role a person belongs to. Definition includes reporting position, pay conditions, position description and skills.

HR administrators can view and update position definitions as well as copy a current position record.

Positions can have a one-to-one relationship with individuals or be many-to-one. Eg if your organisation has 7 Sales Representative positions that all have the same definition, this can be defined in 2 ways:

1. Create 7 separate Sales Representative position records with the same information in each.

2. Create 1 Sales Representative position with an FTE of 7.

Individuals are then assigned to these positions.

Active positions

A link is provided to a report similar to above but only shows the active position records rather than all position records. A position is deemed inactive depending upon the start and end dates entered. (ie if the start date is after today, the position is inactive. If the end date is before today, the position is inactive.

Bulk positions

In the case of a restructure within the organisation, changing many position records individually is cumbersome. HR administrators are provided with a bulk update for these instances.


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This report allows the administrator to update pertinent information for each position record into the report rather than the individual form. This report does not include all information for each position but the information commonly required to be changed.

Add new

To create a new position, administrators can either copy an existing position record and change accordingly or click on add new.


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Position details are split into multiple tabbed forms. When creating a new position, it is important that the position id is unique. By using an already saved position id, a new position will not be created but the position with the entered id will be updated.

The reporting structure within the system will be determined by the reporting position defined. The definition of reporting position will also determine the position tree displayed.

FTE allocation determines how many full time persons can be assigned to this position and is also used in reporting headcount. The occupancy status is used by the recruitment module (if available) and can also be updated by the system once individuals have been assigned to the position.

Indicating whether the position is management, a key position or requires a succession plan helps in reporting.

A position description may be added to a position record by either attaching a file in the attachment field or typing text within the description field.


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The start and end dates added to the position definition determine whether a position is deemed to be active or not.

The pay conditions tab for a position outlines remuneration and the hours necessary for the role. All pick lists that appear within the form can be updated by the system administrator.

The standard work amount, in addition to the work period and standard work period outline how long each role should take. Eg entering 7 in standard work amount, hour in work unit and daily in standard work period would be the same as 7 hours per day.

If the position has standard award or agreement conditions, select this from the pay award/agreement list. This list can be updated by system administrators.

The remuneration section gives HR administrators the opportunity to define points and budget for a position.

When adding a new position, the skills tab will be blank. Once the position has been saved, metrics and training packages can be assigned to the position and these will appear within the Key Skills tab.

Assignment

A position assignment is connecting a person to the position they are filling. By using start and end dates, a history of an individual’s roles within the organisation is kept. Position assignment reports show people and any position assignments relating to them.


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A position assignment can be updated by clicking the edit icon or a new assignment record can be created by clicking the new icon. The record indicator shows whether an assignment record is current or not.

For location and region appointments, the information selected on the position assignment record is used first.

For the hierarchy to function correctly, each person must have only one primary assignment.


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The reporting type is used for positions that have multiple incumbents. Eg if a sales manager position has been defined with an FTE of 2 and 2 people are assigned into this position, 1 of these must be reporting and 1 non-reporting. Any position that reports to this one will then have the reporting assignment as the manager.

Active

Clicking on assignments gives a report of all people and any assignment records attached to them. Clicking on active under assignments gives the same report but limits the records to show only active position assignment records. This means no history is shown and also no people are shown that do not currently have an assignment attached.

Unassigned

Clicking on ‘unassigned’ displays a report of all people that do not have a position assignment. It also shows any inactive (historical) position assignment records.

Incumbent

The incumbent report shows position assignment records but by position (ie it shows all positions and any people assigned to them)

This is similar to the assignments report but HR administrators can also view the detail of the position by clicking on the view icon.

Active

By clicking on active under incumbents, the report is shown with just those active position assignments. (This means positions that have no current incumbents are not displayed)

Vacant

Clicking on vacant shows the incumbent report with only positions that are ‘vacant’ displayed. A vacant position has no position assignment or inactive position assignment records attached.


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Appointment

An individual’s position can be defined in various areas, however, only one position is displayed for any person. The way the system resolves this information is through the position appointment. HR administrators have access to a report that outlines each person’s position appointment and what information is used to determine that position.

Within this report, the source determines how the position has been defined. If a position is incorrect, the information contained within this report can help an administrator know where a change needs to be made.

Assign Error

Many appointments depend upon multiple assignments being correct.

For example: a manager can be determined by position assignment. For this to work correctly:

1. A person must be assigned to a position

2. The position must be defined to report to another position

3. The reporting position must have someone assigned

In this case, multiple assignment and position records must be correct.

To assist HR administrators in determining errors in assignment records, a report is provided that outlines the status of assignments for each individual.


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The legend at the base of the report gives an explanation of the status or errors.

An administrator can view or update the position assignment record by clicking on the relevant icon.

Chart

Position Chart

Once positions have been defined, the HR administrator has access to different charts to check the structure of the organisation in a graphical format. Clicking on the position chart link gives a report of all positions defined.

A chart of the position structure can be displayed by clicking on the icon next to a position. The chart will display starting from the position above the one selected.


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Position Tree

Clicking on the position tree gives a chart in a slightly different format and starting at the top of the organisation.

This chart can be navigated up and down by clicking on the + or – icons.

Hierarchy

This links to the same rebuild functionality described in organisation unit hierarchy.


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Manager One of the most important parts of the system to keep up to date is an individual’s manager. Most processes and reports refer to a person’s manager. If this is incorrect, the wrong people get access to information and are forwarded the wrong forms.

This section allows HR administrators to view and update manager information to ensure reporting lines are correct.

Appointment

A person’s manager can be defined in many areas of the system. How the system resolves this information to determine an individual’s manager is called the manager appointment. HR administrators have access to the manager appointment report which shows each person, their manager and how the system determined that manager.

By using the information in this report, errors in reporting can be fixed by going to the source of the error. The manager appointment is determined as follows:

1. The use of the manager assignment. If there is no valid manager assignment record then


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2. The position appointment record. If there is no valid position appointment or no manager can be determined via the position appointment (because the reporting position does not have a person assigned) then

3. The manager defined on the profile. If there is no manager defined on the profile then

4. The person will report to them self

(Within the manager appointment, the last resort is the person reporting to themselves. This is not ideal but ensures that there are no holes within the system. If there are any people reporting to themselves within the system, this needs to be rectified as it means that these people can potentially approve their own requests.)

Manager Assignment

It is widely recognised that a person may have a different manager depending upon various conditions. Most people will have the same manager for all functions but at times this may not be the case. The system allows for this by providing three separate types of manager assignment. Manager assignments can also be used to keep a history of individual’s managers.

Assignment – Reporting Manager

The first type of manager is the reporting manager. The reporting manager is used to determine reporting lines within the charts and reports in the system (ie when a report has a manager column, the reporting manager is displayed).


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A new reporting manager assignment can be created by clicking on new. A previously defined reporting manager assignment can be updated by clicking edit.

A manager assignment record cannot be deleted once created. The way to ensure the assignment is not being used anymore is to put an end date on it.

Clicking on Reporting gives the current assignments, active gives the active assignments and history gives the historical assignments. These are explained within the terms.

Assignment – Approval Manager

Another type of manager is the approval manager. The approval manager is used within workflow and approval processes. If no approval manager has been defined, the reporting manager is used for these functions.


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A new approval manager assignment can be created by clicking on new. A previously defined approval manager assignment can be updated by clicking edit.


Clicking on Approval gives the current assignments, active gives the active assignments and history gives the historical assignments. These are explained within the terms.

Assignment – Review Manager

The final type of manager is the review manager. The review manager is used within performance and remuneration reviews (if those modules have been installed).


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A new review manager assignment can be created by clicking on new. A previously defined review manager assignment can be updated by clicking edit.


Clicking on Review gives the current assignments, active gives the active assignments and history gives the historical assignments. These are explained within the terms.


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Chart

Manager Chart

Once managers have been defined, the HR administrator has access to different charts to check the structure of the organisation in a graphical format. Clicking on the manager chart link gives a report of all people and their managers as they have been defined.

A chart of the manager structure can be displayed by clicking on the icon next to a person. The chart will display starting from the person above the one selected.


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Manager Tree

Clicking on the manager tree gives a chart in a slightly different format and starting at the top of the organisation.

This chart can be navigated up and down by clicking on the + or – icons.

Hierarchy

This links to the same rebuild functionality described in organisation unit hierarchy.


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Job and Group This section gives HR administrators the opportunity to define different groupings for data within the system.

Job

Jobs are a broad group of similar roles with similar technical knowledge and responsibility. Positions are more specific to each organisation whilst jobs are a more generalised definition of a role and can be tied to outside definitions eg salary surveys and bureau of statistics reporting.

The default jobs loaded into the system on installation are from the 2010 Hudson Salary Guide.

A job can be edited, copied or a new one created.


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Job details are split into multiple tabbed forms. When creating a new job, it is important that the job id is unique. By using an already saved job id, a new job will not be created but the job with the entered id will be updated.

A job can be given specific classifications by selecting from the pick lists shown. These lists can be updated by the system administrator.

The subtype list shown on this report is connected to the type list. This will populate based on the type selected.

By giving the job record a start and end date, this determines whether the job is active.


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Salary ranges are defined within the job area rather than the position area. Once the job is connected to a position, this determines the salary ranges for each position. Salary ranges are helpful when conducting salary and performance reviews.

When adding a new job, the skills tab will be blank. Once the job has been saved, metrics and training packages can be assigned to the job and these will appear within the Key Skills tab.

Appointment

Information regarding each person’s job can be sourced from various places within the system. The job appointment report shows the appointed job for each person and how that job was resolved.

Within this report, the source determines how the job has been defined. If a job is incorrect, the information contained within this report can help an administrator determine where a change needs to be made.

The job appointment is determined as follows:

1. The position appointment is used. If there is no valid job defined here then

2. The employment record is used. If there is no valid job within the employment information then


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3. The profile record is used. If there is no valid job defined on the profile then

4. Job is defined as nothing.

Additionally, an administrator can directly access the employment information for a person by clicking on the icon under EMP and position information by clicking on the icon under POS.

Groups

Employment Group

Within each individual’s employment agreement are a number of areas to define. These include work days, public holidays and other information. If there are a majority of people who work under the exact same conditions, it can become tiresome to have to attach each of these pieces of information to each agreement. The definition of an employment group that encompasses each of these pieces means that defining the employment group on the agreement effectively defines all these pieces of information for the individual.

A new group can be defined by clicking on the new icon and a current group record can be changed by clicking on the edit icon.


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Each piece of information is similar to that shown on a person’s employment agreement. If a field is not defined within the employment group, this field must be defined on each individual’s agreement even if the employment group has been selected.

If a field has been defined within the employment group and the group is then also selected on a person’s agreement, the agreement information will be used for the individual. (effectively making the one selected on the agreement an override)

Work Group

As organisations become more flexible in work hours, the system needs to keep a record of what days/times/hours each individual works to correctly validate requests. (eg leave request) The work group allows HR administrators to set up work patterns to be used for different employees.

Each work group can be named differently. Most workers will fill a particular pattern such as the one in our example. If there is a more specific pattern that is just used for one person on no one else, the group name could be the person’s name or ID so that it is easier to find in lists.

The work group can be defined as a weekly pattern or a work pattern. A weekly pattern is one that is the same from week to week (or fortnight) whereas a work pattern has a slightly more complicated definition.

If both a weekly pattern and work pattern have been defined for a work group, the work pattern is used.

To change the information on the report, click on the edit icon to the left. To create a new work group, click the add new icon at the base of the report.

The work group seed date and work group length are used when defining work patterns. Only the seed date is required for the more general week pattern definition.

Week Pattern

The simplest way to define a work group is through the week pattern. This is the way to define a working pattern that doesn’t change from week to week (eg working 8 hours Monday to Friday each week)


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This tabbed form gives the HR administrator the opportunity to define the work week or fortnight for the work group. Each day requires the administrator to determine whether it is a work day or not. For the leave validation to work correctly, the hours worked each day should be filled in correctly. Start and end times are optional.

If no information is entered on the Week TWO tab, the system uses a weekly pattern. If information is entered in Week TWO, a fortnightly pattern is used.

It is noticeable that none of the days are labelled (eg Monday, Tuesday). This is because the actual days are defined by the Work group seed date. This means if the seed date is a Monday, Day 1 of the pattern will be a Monday.


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(In the example noted above, the seed date should be set to a Sunday for the pattern to work as expected)

Work Pattern

Defining a work group with a work pattern is slightly more complicated. This is where the pattern does not rely on a particular weekly or fortnightly cycle. The length of each cycle is defined by the work group length and the cycle begins on the work group seed date. Each day of the cycle is defined by the work pattern report where the first day of a cycle is Offset 0. Each day/shift is defined by hours and/or times.

Example: If you have a work pattern of 16 days where a person works 5 days of mornings, then 3 days off, then 5 days of nights, then 3 days off this is defined as follows:

(Work group length is 16)


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A work group is attached to an individual either through an Employment group or work group on their Employment agreement. Other information within the agreement determines how the work pattern starts and the cycle. If the agreement has a different seed date defined, the cycle begins from that date. If there is an offset entered on the agreement, the person starts at that point of the cycle.

By using the seed date of 5th May 2014 and attaching this work group to a person’s

agreement, the following roster is set:


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Pay Group

Creating pay groups provides the opportunity to define various conditions for certain groups of employees. There may be certain employees that get paid on a different pay cycle or paid over a different financial year (especially when dealing with multi-national organisations).


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To add a new pay group definition, click the new icon at the base of the report. To edit, click the edit icon.

If your organisation uses different payroll systems for different groups of people, this is encompassed within the pay group definition. The pay group is then attached to each individual through their employment agreement.

Pay Period

Pay periods are defined per pay group (as some may be on different cycles). This is done by clicking the pay periods icon.

For each period, the HR administrator can define the dates and a cut off date.


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Holiday Group

For the leave request validation to work correctly, public holidays need to be kept up to date. This is done through the use of holiday groups.

For this report to work correctly, the work group labels must be defined first within the HolidayGroup listvalue. Holiday dates can be added or updated by clicking the icon.

If a holiday is the same across a number of holiday groups, each group must have that holiday individually defined.

Salary Grade

Salary grades are used with remunerations reviews to determine where an employee fits within a salary range and it is also included as a data field on the standard Salary form

The updateable report includes minimum through to maximum rates for a defined grade.


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Metric Within the system, metric is a generic term used for items such as competency, goal, KPI, behaviour etc. When defining a metric, HR administrators associate the metric with a scope indicating where it will be used.

Metrics are used in various modules including training, performance and recruitment. However, for these modules to work, metrics must also be applied to parts of the organisation such as jobs and positions. This is why the metric section is also included within the Organisation module.

Metric Library

When creating a new metric, it is important that the metric id is unique. By using an already saved metric id, a new metric will not be created but the metric with the entered id will be updated.


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The pick lists shown can be updated by the system administrator. The sub type list will not populate until the type has been selected.

The scope indicates which modules will utilize the defined metric.

Up to 5 proficiency levels can be defined.

Appointment by Employee

An employee is associated with metrics acquired from the : -- Metrics of their assigned position -- Metrics of their job -- Metrics assigned directly to the employee

Note: metrics associated with training module assignments to a course or package are NOT included.)

The metrics associated with the employee, job, and assigned position can then be assessed with a proficiency level .


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Bulk Assessment

Job Assign

Metrics can be associated with each job. The functionality enables the selection of multiple metrics for the designated job.


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Leave

The leave section of the organisation module allows HR administrators to setup parameters for leave management. It includes a way to setup splitting of leave requested into various periods. The Cirrus system is usually interfaced to a back-end payroll system for leave payment. The parameters set up within this section ensure effective communication to the back-end system.

Leave Type

Many organisations have different policies regarding leave and how it is displayed to individuals. Each leave type can have various definitions assigned and various elements attached.

The report shows a list of currently defined leave types. To edit or add a new leave type, click the appropriate icon.


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It is very important to understand the implications of each if these fields upon the rest of the system, therefore each is individually described below.

ID: This is the leave type ID as saved by Cirrus in the database

Name: This is the leave type description that will be displayed within Cirrus to users

Class: This is the grouping of leave for Cirrus


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Element: This is what the leave type will be displayed as within the accruals and pay elements sections of Cirrus

Ext.Code: This is the leave code within the back-end system this leave type is for. This is how the interface will connect the leave request from Cirrus to the back-end database.

Ext.Category: Some back-end systems require a secondary classification for leave. This field is where you input this secondary classification from the back-end system if required.

Order: By entering a number for each leave type, this is the order in which the leave types will appear within a list. If no order is defined, the list will be displayed in alphabetically ordered.

Chart colour: Select the colour to be displayed within charts for this leave type. If no colour is selected, a default colour will be used.

Context: If the leave type is only for 1 specific purpose, this purpose is defined here. If a context is selected, the leave type will not appear anywhere else. (eg if there is a historical leave type, this would be created with a context of history and not appear within the request or balances)

Hide request: If this checkbox is ticked, the leave type will not appear in the choices on a leave request. (eg scheduled RDO is accrued and shows as a balance but is scheduled and not requested)

Hide balance: If this checkbox is ticked, the leave type will not appear within the balances area of the system (eg some organisations do not wish to publish sick leave balances)

Workflow process: By selecting a process from the list, this process is used when the leave type is selected rather than the standard leave request process.

Filter type: If the organisation has multiple types of leave depending upon company, organisation unit or another filter this must be defined here. The filter type is the piece of information to be used for filtering. (eg only those in organisation unit Engineering get a picnic day – the filter type for picnic day would be organisation unit)

Filter: This is where the filter is set (eg only those in organisation unit Engineering get a picnic day – the filter is Engineering) For filters that have a code and description, the code must be entered here. (eg if organisation unit definition is code=ENG and description is Engineering, filter must be set to ENG)

Validate work pattern: If this checkbox is ticked, the system will check that the leave request spans the attached work day pattern and holidays and validate the duration based on this information. This is set for each leave type. (so you may wish to use validation on annual leave but not on sick, for example) For this validation to work effectively, work patterns and holidays must be set up and attached to each individual correctly.

Validate balance: If this checkbox is ticked, the system will check whether the leave request exceeds the available balance for the leave type. This takes into consideration other leave requests already entered. If the duration exceeds the calculated available balance, the request will not be submitted. This is set for each leave type. (so you can use this validation on annual leave but not on sick, for example)

Validate overlap: If this checkbox is ticked, the system will check if another leave request already exists for the dates entered. If so, the request will not be submitted.


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Other fields: By using a start and end date, the leave type can be active for a certain period and history can be kept. The description is intended to give HR administrators an indication of what the leave type is about – it is not displayed to other users.


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Inventory

This section outlines any company assets associated with individuals. This may include property such as phones or uniforms as well as company vehicles.

Property

The property report is intended to record any company assets that are not vehicles assigned to individuals. This could be tangible items such as computers and uniforms but can also be non-tangible company assets such as alarm codes and access rights.

[insert once filter fixed/completed correctly]

To edit an existing assignment, click on the icon. To add a new property assignment, click on the new icon at the base of the report.


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The property record can be as simple or detailed as your organisation requires. The list of property types and subtypes can be updated and change by the system administrator as well as the lists for issue condition and return condition.

If no property id is entered, the system will generate one automatically. Property ID must be unique for each property assignment.


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Vehicle

Assigning a company vehicle to an individual requires a slightly different set of information.

To edit or copy a vehicle assignment, click the icon. To add a new vehicle assignment, click the icon at the base of the report.


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The vehicle assignment record is used to record who a vehicle is assigned to but also to record information about servicing and registration.

The vehicle type list can be updated by the system administrator to include all types used by the organisation.


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Communications

The communications module gives you a means of distributing information throughout your company by a number of different means. There are messages, notice boards, reminders, published documents and surveys.

Messages

Site Info

This link contains information relating to the Support and Home Page configuration. It also specifies who to contact for those in need of assistance.


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Notice Board

This is where notices can be entered to appear on the Company wide Notice Board.

Add New Notice

This is a direct link to add a new notice to appear on the Notice Board.

Task List

This link displays a list of all employees with the ability to view, edit and assign tasks to any employee. The assigned tasks can have start and end dates, a reminder date and a status update section.

Any tasks created here will appear on the individual’s Home Menu in the Task Calendar.

Active Tasks

This is a pre-filtered listing of current active tasks that have not yet been completed according to their status.

Alert (Reminders)


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An Alert or reminder is a message that is sent to an employee on a periodic basis or when a specified event occurs.

An example follows:

This is the change password reminder which is executed if an employee has not changed their password in the last 90 days.

Execute Alert

This link allows the System Administrator to immediately execute any defined alert.


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Publishing

The Publishing area allows the System Administrator to monitor and maintain any documents submitted for publishing and then made available to all employees on the Home Menu under Directories through the Browse link.

Folder View

Browse all the documents in a familiar folder format. The accessible documents will not be restricted by publishing or security attributes

Properties

Each document has various properties that define how the document can be searched, who has published the document, and security configuration to allow and/or deny users access to the document.


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New Document

Submit a new document for appraisal and eventual publishing.

Browse

Browse ALL documents in a familiar folder format. Only those documents that have been published, and for which you are authorised to access, will be displayed.

Search

Search for published documents having the specified attributes that you are looking for such as folder, category or key words.

Survey

Survey Builder

Use this link to create and manage surveys within the system.

Click on the Add New Icon to create a new Survey ID.


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Survey ID: Will be automatically generated

Survey Name: Enter a suitable name for this survey

Description: Enter a brief description regarding this survey

Type: Flag whether it is a Questionnaire or Assessment type of survey

Enabled: Set the True or False Flag

Start Date: Enter a date from which this survey will be made available to the participants.


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End Date: Enter a date from which this survey will no longer be available to the participants.

Participant Groups: Select a group or groups from the pick list supplied to determine the required participants for this survey.

Participant SQL: Use a SQL select statement to determine the required participants for the survey.

If you have flagged this survey to be an assessment, then enter the Pass Points here.

Enter details in the Header & footer if desired.

Once the Survey has been created, you can then enter the actual questions.

Each line will need a label and the response can be any one of the following types:


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List Box

Radio Group

Check Box

Check List

Memo

Text box

Label

Header

Calendar

The List Box, Radio Group, Check Box and Check List types all need the available values to be entered into the List Option box as a comma separated list.

If it is an assessment question, the correct answer is entered in the List Answer box and the allocated number of points for the correct answer is entered in the score points box.

Survey Interface

Use this link to view the survey responses and the results.

To view the responses, click on the Data icon beside the selected survey. A list will be displayed of all the responses with a detail icon to enable you to view the actual submitted survey form.

Other


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Travel request

This is a listing of all travel requests submitted through the system with the ability to view the originally submitted form.

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Documents