‌Personnel FAQs

‌How do I set up my company's organizational structure in HRplus?

HRplus uses a hierarchical structure to represent your company:

1. Company Level: The highest level representing the overall organization.

2. Division Level: Major units within the company (may not apply to all organizations).

3. Department Level: Specific functional areas within each division.

4. Section Level (Sub-Departments): More granular divisions within departments. To set up your structure:

   1. Navigate to Personnel > Setup > Organisation > Structure > Organisation Entities.

   2. Select New Record and choose the entity level you want to create.

   3. Enter a unique code (up to 8 characters) and a descriptive name for the entity.

   4. Link each entity to its parent level (e.g., link a department to its division).

   5. Repeat for all levels of your organization.

      ‌How can I manage employee onboarding and offboarding activities within HRplus?

      Onboarding:

      • Use the Onboarding Checklist feature to define and track onboarding tasks for new hires.

      • Generate checklists from either the Recruitment or Personnel module.

      • Assign tasks to relevant individuals and monitor their completion.

        Offboarding:

      • Utilize the Offboarding Checklist to create a list of tasks to be completed during the offboarding process.

      • Define tasks, assign responsibility, and track progress to ensure a smooth transition for departing employees.

‌What are Event Reminders and how do I set them up?

Event Reminders notify HR, managers, and employees about upcoming HR-related events:

1. View Event Types: Go to Personnel > Event Reminders > Event Manager > Event Types to see the available event types.

   • Configure Reminders:Navigate to Personnel > Event Reminders > Event Manager.

   • Select the Event Type you want to configure.

   • Specify who should receive the reminder (HR, Employee, Manager).

   • Define the lead time (in days) for the reminder.

   • Optionally, create multiple reminders for the same event with different lead times.

     ‌How do I create a new position in HRplus?

     Go to Personnel>>Personnel>>Positions>>New Position. You can create multiple positions with the same attributes simultaneously. Key fields to complete include:

   • Number of Positions: Enter the desired number.

   • Position No.: Input manually or set up auto-generation (see How to Auto-Generate Position Numbers?)

   • Staff Type: Choose the organizational level (e.g., Administrative, Junior Staff, Managers).

   • Company, Division, Department, Section, Location: Select the appropriate options based on your company structure.

   • Job: Choose the relevant job title from the dropdown list.

   • Primary Supervisor: Designate the primary supervisor for this position. Save the position.

‌How do I hire a new employee in HRplus?

Once you've created the position, you can hire someone to fill it.

1. Navigate to Personnel>>Personnel>>Positions>>Vacant Positions.

2. Locate the vacant position you want to fill and click on "Create Employee."

3. Follow the prompts to enter the new employee's information.

   ‌How do I define different types of employee transactions in HRplus?

   HRplus uses Transaction Types and Transaction Reasons to categorize changes in employee data:

   • Transaction Types are broad categories like "Salary Change" or "Position Change".

   • Transaction Reasons provide more specific reasons within each type, such as "Promotion" or "Cost of Living Adjustment".

To set up Transaction Reasons:

1. Go to Personnel > Personnel > Transactions > Transaction Reasons.

2. Select the Transaction Type for which you want to create a reason.

3. Enter a unique Reason Code and a descriptive Reason Description.

   ‌How do I enter and manage employee transactions in HRplus?

   HRplus supports various transactions related to an employee's lifecycle within the company. You can access and manage these transactions through the Personnel>>Personnel>>Transactions menu. This includes:

   • Acting Transactions: Personnel>>Personnel>>Transactions>>Employee Entries>>Acting

   • Position Changes: Personnel>>Personnel>>Transactions>>Position Change

   • Salary Changes: Personnel>>Personnel>>Transactions>>Salary Changes

   • Separations: Personnel>>Personnel>>Transactions>>Separation

For each transaction type, you'll need to provide the necessary details, such as effective dates, reasons, and any relevant supporting information.

‌How do I handle employee separations and rehires in HRplus?

Separations:

1. Navigate to Personnel > Personnel > Transactions > Separation.

2. Search for the employee and enter the separation details (date, type, reason).

3. Consider using the Offboarding module to manage tasks and documentation.

Rehires:

1. Go to Personnel > Personnel > Transactions > Rehire Employee.

2. Search for the employee and update their information as needed.

3. Ensure their status is changed to "Active" and update their position and salary details.

‌How do I generate a letter based on an employee transaction?

HRplus lets you create and configure letter templates for various transactions (e.g., Acting, Position Change, Salary Change, Separation). To use this feature:

1. Create a Letter Template: Navigate to Personnel>>Letter Templates. Provide a name for your template and link it to the corresponding Transaction Type.

2. Configure the Template: Define the content of your letter, including formatting and placeholders for dynamic data.

3. Generate the Letter: Select the desired template and employee, then click "Generate Form/Letters." Save and distribute as needed.