Personnel (Position Management)
Position Management
System Configurations>>Feature Management>>Auto Position Number Configuration
How to Auto-Generate Position Numbers?
Auto Position Number Configuration
Auto-generating position numbers on HRplus ensures consistency, reduces manual errors, and streamlines the management of job positions across the organization.
Step 1: Enable Auto Position Number Configuration
• Enabled = Yes: the last position number is incremented and displayed as the newly-created position number regardless of company.
Enabled = No: the last position number is incremented and displayed as the newly-created position number of the particular company.
In both instances, the pattern of the Position Number is maintained e.g. WRT2, WRT3, WRT4 or 0015, 0016, 0017.
Step 2: Enable Auto Generate Position Number and Set Position
System Configurations>>Company Parameters>>System Constants>>System Interface Codes
Number
Personnel>>Personnel>>Positions>>All Positions (Filled and Vacant)>>[Select
Company]>>New Position
Step 3: Enter a New Position
Personnel>>Personnel>>Positions>>All Positions (Filled and Vacant) OR Vacant Positions
How to Create a New Position
Create a New Position
A new position must be created to hire an employee, if there are no vacant positions. Always verify existing positions before creating new ones to maintain a true count of the positions within the organisation.
System Configurations>>Feature Management>>Positions without Pay Group Access
Step 1: Enable the Feature - Positions without Pay Group Access
If the user does not have Pay Group Access to view some positions within the organisation, then the following feature can be enabled to allow access to view those position details.
Personnel>>Personnel>>Positions>>All Positions (Filled and Vacant) OR Vacant Positions
Step 2: Review Existing Positions
Step 3: Create a New Position
Number of Positions: Multiple positions with the same attributes can be created by adjusting the value in this field.
Position No.: Enter position numbers manually or configure it to be auto generated see How to Auto-Generate Position Numbers?.
Staff Type: Select the organisational level of the position. e.g. Administrative, Accounting, Junior Staff, Managers.
Company: Select the company the position is being created for.
Division: Select the division of the company the position belongs to.
Department: Select the department within the division the position belongs to if applicable.
Section: Select the section of the department the position belongs to if applicable.
Job: Select the job for the position.
Location: Select the location of the position.
Pay Group: Select the pay group for the position. Approval Date: Enter the approval date of the position. Date Created: Enter the date the position was created.
Fill Date: Auto-populates with the first hire date, when an employee is created for the position. Status Type: Select the employment status of the position. e.g. Contract, Permanent, Part Time. Effective Date: Enter the effective date for the position.
Executive: Select 'Yes' if this position is an executive level position, otherwise select 'No' for non- executive positions.
Full Time: Select 'Yes' if the position is full time, otherwise select 'No'.
Comments: Enter any comments about the position.
Next, fill the position by selecting "Create Employee" to hire a new employee.
Step 4: Search for a Position
Use the Search bar to locate the position. Select the Vacant Positions tab to view only positions that have not been filled.
System Configurations>>Feature Management>>Mandatory Employee Address
How to Make Employee Addresses Mandatory
Mandatory Employee Address
When the feature Mandatory Employee Address is enabled, employee Address Line 1, Address Line 2 and Address Line 3 are mandatory fields that must be entered.
Step 1: Enable Mandatory Employee Address
Personnel>>Personnel>>Positions>>All Positions (Filled and Vacant)>>[Select
Company]>>Create Employee
Step 2: Create an Employee
Personnel>>Personnel>>Positions>>Vacant Positions>>[Select Company]>>[Select
Division]>>[Select Department]>>[Select Position]>>Create Employee
As an HR administrator, how do I hire an employee?
The "POSITIONS" option forms the basis of HRplus Everywhere in that positions are created based on the organization structure (level, department, division, location etc.) and each employee is then inserted into a position.This means that before you can enter an employee you must create the basic structure of your organization e.g. your company, divisions, departments and units.
The organization structure is set up via Setup>>Valid Company Combinations and can be accessed here.You can now set up your positions based on your valid company combinations.Once you have created the positions with its various attributes, you can now enter employees into positions.
Employees are uniquely identified via employee ID and badge number. Position attributes include job, department, position status and pay group.When an employee is inserted to a position, the employee inherits all attributes of the position.You may then edit/insert other employee data (emergency, contact information, benefits) via the Employees (HR>>Personnel>>Employees) option.
The summary steps for hiring a new employee are as follows:
Verify vacant position. Navigation: Personnel>>Personnel>>Vacant Positions
If there is no vacant position, then you must create a new position.
Enter the relevant transactions for the employee including but not limited to:
Step 1. Verify that a Vacant Position exists
When you click on Create Employee , a screen pops up displaying three screens where data must be
entered for the new hire. The screens are:
Complete each screen, paying particular attention to the required fields (in red) and save your input.
Step 2. Create / Hire New Employee
Note: Employee Badge Numbers can be auto generated, please see How to Auto Generate Employee
Step 2.1 Enter Personal Information
Validation of employee birth dates to ensure that they meet the minimum legal working age.
Step 2.2 Enter Address and Contact Info
Note: The fields Address One, Address Two and Address Three can be made mandatory fields, see How to Make Employee Addresses Mandatory.
Step 2.3 Enter Company and Status Info
Step 2.4 Enter Identity and Hire Data
Step 3. View New Employee Details
Step 4. Add or Edit Employee Photo
Please note that you can only enter or edit the employee’s data here as well as via
Personnel>>Employees.
Via the Personnel>>Employees screen >> Toggle Additional Details button, you may also then edit/insert other employee data (e.g. emergency, contact information, dependents) to complete the employee profile.
System Configurations>>Feature Management>>Auto Generate Badge Number Configuration
How to Auto Generate Employee Badge Numbers?
Auto Generate Badge Number Configuration
This feature allows users to automatically generate Employee Badge Numbers in a sequential order, incrementing based on the value stored in the Last Used Badge Number field.
Step 1: Enable Auto Generate Badge Number Configuration
System Configurations>>Company Parameters>>System Constants>>System Interface Codes
Last Badge Number used: Enter the format for the Badge numbers.
Step 2: Enable Auto-Generate Employee Id
Personnel>>Personnel>>Positions>>Vacation Positions
Employee ID/Badge No: The field is auto-filled with an incremental value in the same pattern as
the value in the Last Badge No field in the System Interface Codes screen (Step 2 above).
Step 3: Create Employee
Navigation : Employees>> Payroll Positions>> All Positions Filled and Vacant >> Edit
Supervisor Position
Linked modules where it is used on HRplus:
Personnel - Required for the workflow to be enabled for HR transactions. Also required for the employee to appear on the organisation chart.
Leave - Required to setup leave workflow if roles are not being used
ESS/MSS - Required for workflow for leave and other approvals
Goals, Appraisals and 360 Multi-Rater - Required for a manager to setup goals for their subordinates and also needed for generating appraisals and 360 review forms.
Training - Required for a manager to request training for one of their direct reports.
How to Set Up Reporting Relationships
Reporting relationships refers to an organisational or chart in which every employee is placed somewhere on this chart. The employees report to the employee who is listed above them on the organisational chart.
In HRPLUS, reporting relationships are setup by positions and by employee, where the direct and secondary supervisor is identified for each position. This allows for the seamless management of the positions regardless of the person who is currently occupying that position.
The supervisors (both Direct and Secondary) identified in these linked relationships are permitted to view employees' personnel data in Manager Self Serve (MSS) module as well as their Leave Requests and Appraisals.
The reporting relationship is critical in the following scenarios:
1. If manager is to approve direct reports' leave request in HRplus Leave Module
Note that the Organisational Chart is different from the Position Chart which shows the positions charted based on their placement within the hierarchical structure of the entities in the company without consideration for any reporting structure.
If managers must complete direct reports' performance review in the HRplus Appraisals and 360 Multi-Rater Modules.
If manager must approve direct reports' training requests in the HRplus Training Module
If manager is responsible for setting up direct reports' targets/goals for their direct reports
For the employee to appear on the HRplus generated Organization Chart
Click on the Edit Position Supervisor button to enter the Position’s Supervisor details.
If you are in a Multi - Company Environment, You can Select the company you are working with to get the employees in that company.
However, if you don't have Company Access ( How to set up Company Access ) to a particular Company, Division or Department you will not see any information showing up.
Edit Position Supervisor
Select the Position Number (Pno) of the Supervisor from the list within the drop-box.
Select the Supervisor Type, Direct or Secondary Supervisor, from the drop-box.
Select Position Supervisor details
Click on the Submit button to save.
If a record was saved in error, simply check the Delete box and Submit.
Personnel>>Positions>>Missing Relationships
How do I view employees who do not have a supervisor?
Missing Relationships
HRplus displays a listing of employees, by company, who are not assigned to DIRECT supervisors.
You can also scroll the list to view all employees without DIRECT supervisors.
Missing Relationships
Personnel>>Personnel>>Positions>>Org Chart>>[Select Company>>All Positions Chart
How do I view the Organisation Chart?
Organization Chart
The Org Chart displays the structure of your company and the reporting relationships. It includes the employee names, photos and positions. The feature Hide Vacant Positions in the Org Chart provides users with the ability to hide all vacant positions in the org chart when enabled.
System Configurations>>Feature Management>>Hide Vacant Positions in the Org Chart
Step 1: Enable Hide Vacant Positions (optional)
Step 2: Select the Company to generate Org Chart
The org chart will open in a new tab.
Step 3: View Org Chart
Step 4: View an Employee's Details
Step 5: Change the Org Chart Layout
HRplus Processes when Onboarding a New Employee
There are several steps which must be followed when hiring or on boarding a new employee on HRplus and these are as outlined in the table below.
N.B. This is a generic mapping of HRplus Processes so there will be differences for each organisation based on modules being used and variations which take into consideration your own internal processes.
HRplus Processes: New Employee Onboarding
Process Component | Documents/ Information Needed | HRplus Navigation and Process link | |
1 | Hire Employee in HRplus | Employee ID
Certificates |
|
2 | Reporting Relationship(s) |
| |
3 | Give the Employee a Starting Salary | Employee’s Salary & Effective Date |
|
Process Component | Documents/ Information Needed | HRplus Navigation and Process link | |
4 | Creation of Employee’s HRplus Credentials |
| |
5 | Generate On boarding Checklist |
| |
6 | Enroll the Employee in their respective Benefit Plan and add beneficiaries | Application Form
Dependent(s) |
|
7 | Payroll Processing Data | - Bank and Account Number |
Navigation: Payroll>>Process Payroll>> Cycle Changes 1. Enter a New Bank for the employee as follows:
|
Process Component | Documents/ Information Needed | HRplus Navigation and Process link | |
8 | Enroll the Employee on the Time clock | Employee Clock ID | Person/ Team Responsible: HR or IT |
9 | Employee Mapping | - Clock ID | Person/ Team Responsible: HR Navigation: HRplus TIME >>Employees >> Employee Mapping OR Timekeeper >> Employee Mapping OR Personnel >> Employee >> Toggle Additional Details >> Time Clock ID
|
10 | Adding the Employee to his/her Schedule | Person/ Team Responsible: Employee Supervisor/ Timekeeper Navigation: User Self Service>> Timekeeper>> Scheduling>> Schedules>> | |
11 | Placing the Employee on Shifts |
| |
12 | Treating with Employee Time sheets |
|
Process Component | Documents/ Information Needed | HRplus Navigation and Process link | |
| |||
13 | Treating with Employee Time sheets |
With the workflow, move approved timesheets forward to the ne approver. If you are the final approver, Post the timesheets. | |
14 | Employee’s HRplus Orientation | Person/ Team Responsible: HR Navigation: User Self Service>> Home (Employee Self Service)
| |
15 | Status in Position Change | Person/ Team Responsible: HR (Event Reminder Notification will in process) Navigation: Personnel>> Transactions>> Status Changes
|
Personnel>>Personnel>>Positions>>Positions Re-Organisation
Linked modules where it is used on HRplus:
Payroll>>Employees>>Payroll Positions>>Positions Re-Organisation
Time and Attendance>>Employees>>HRplus Time Positions>>Positions Re-Organisation
What is a Position Re-Organisation?
Position Re-Organisation
The Positions Re-organisation feature allows you to re-organise your company’s structure and make changes to filled positions whilst maintaining the integrity of your data.
This feature can be used when physical changes to the company’s structure occur through down-sizing, expanding, relocating etc. or when internal operational changes are made such as Pay Group changes, Job Name changes etc.
The Positions Re-organisation allows you to work within batches so that information can be changed for multiple positions in one batch.
Positions Re-Organisation
The steps to complete a Position re-Organisation can be found in this article: How to conduct a Positions Re- Organisation
How to conduct a Positions Re-Organisation
There are three steps involved in conducting a Positions Re-organisation. They are: STEP 1 - Create a New Batch
STEP 2 - Select the Positions to be Edited STEP 3 - Approve the Changes
Note sure what is Position Re-Organisation? Click the link to find out more: What is a Position Re- Organisation?
STEP 1 - Create a New Batch
Navigation: Employees>> Positions>> Positions Re-Organisation
Select New Record and create a Batch with an Effective Date that has not yet passed. This allows you to group similar Filled Positions that are to be re-organised. You will, however, need to make changes to each need to make changes to each Position in the batch individually.
Choose if you wish to make any updates to the Position Fill Date, Company Start Date, Department Start Date, Position Start Date or Position Number Effective Date by selecting either ‘Yes’ or ‘No’ from the respective drop boxes.
Click on the diskette icon to save the batch.
STEP 2 - Select the Positions to be Edited
Once you have created the Batch, click on the icon to the left of the record
Next, click on New Record to begin searching for the positions to which you would like to make changes.
You will notice that the pop-up window is the same used to create positions.
Click on the 'magnifying glass' icon in the 'Position Number' field and select the Position that you wish to change.
You can use the search bar to select the position to which you want to make changes. Once the position has been found, click on the Select hyperlink to the left of the record.
Once the position is selected, all the fields will be populated with the existing information. You can then use the drop boxes to make the necessary changes.
In this example, we will change Position # BF035 from the West (Port of Spain) Location to the South (San Fernando) Location.
Click on the 'magnifying glass' icon in the 'Location Code' field. From the Location Lookup pop-up, click on the Select hyperlink of the new location to make the change. Click on the diskette icon to save.
Once selected, the change will be visible in the record.
Add as many positions as you need and ensure that you have made the necessary changes to them prior to approving the Batch.
STEP 3 - Approve the Changes
After adding all the positions to be reorganised to the Batch and making the appropriate changes, click on the Approve Batch Button. Notice that once approved, the record is date stamped and also shows the HRplus User ID of the approver.
Should you need to make changes to the batch after it has been Approved but before it has been Posted, click the Unapprove Batch button to do so.
Finally, when you are certain that you are ready for the changes made to take effect, click on the Post button. Once a batch is posted, the changes cannot be un-done and a further positions re-organise exercise will have to be carried out.
• Note, you must ensure that the positions being changed do not belong to Pay Groups that have UNARCHIVED or RUNNING payrolls.
If payrolls are in the process of being run or the last run payroll is unarchived, you will receive the follow error message and the changes will not be reflected in the employees’ profiles.
Here we can see that Batch 6 is awaiting Approval i.e. until it is approved, changes can be made to it. Batches 7 and 8 were both Approved and Posted by HRPLUSUSER on 14/07/2016 and Batch 10 has been Approved but not yet Posted by HRPLUSUSER on 12/05/2017.
• Note, this function cannot be used to transfer a person from one company to another. To do so, see the Company Transfer Tab in Employee Transactions.
To enter a Company Transfer Record: How to perform a Company Transfer
Once POSTED, the Position re-Organisation is complete!
If necessary, you can check to see if the changes have been updated in the employee's position details. Use this article to see how: How to tell if the Positions Re-Organisation was successful?
Personnel>>Personnel>>Positions>>All Positions (Filled and Vacant)>>[Select Updated
Position]
How to Tell If the Positions Re-Organisation Was Successful
Successful Positions Re-Organisation
Once posted, a quick search for the Position in the All Positions (Filled and Vacant) screen indeed shows the changes to the Location.
Notice also that the Approval Date reflects the date the Positions Re-organisation became effective.
View Positions Re-Organisation Changes
From the previous example How to conduct a Positions Re-Organisation, we can verify that position was updated.
View Employee Company and Status Info
Clicking on the View Employee button to the right of the record, we can see that the Employee’s Profile also reflects that she is working at the Port of Spain (West) Location.
Personnel>>Personnel>>Positions>>All Positions (Filled and Vacant) OR Vacant Positions
How to Update Multiple Vacant Positions?
Update Multiple Vacant Positions
The button, Update Multiple Positions, enables multiple fields to be updated at one time.
Step 1: Select the Positions to be Updated
Step 2: Change the Position Attributes
Step 3: Approve the Updated Positions
Personnel>>Personnel>>Positions>>All Positions (Filled and Vacant) or Vacant
Positions>>[Select Company]>>[View Position]
How to Map Position Numbers to Client Codes
Position Number Mapping
This feature allows companies to map Pos # (Position Numbers) to their internal Client Code.
A client code is a unique identifier assigned to each client, allowing easy tracking and management of client-specific information within HRplus. By mapping client codes to position numbers, users can now connect specific client roles with organizational positions. This mapping enhances clarity and accuracy in managing role assignments, tracking responsibilities, billing and organizing client-related data, enabling a more structured approach to client role management.
System Configurations>>Company Imports>>Position Number Mapping
Import Position Number Mapping
View Mapped Position Numbers and Client Codes
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