Personnel (Hiring and Onboarding)
Hiring and Onboarding
Personnel>>Onboarding>>Onboarding Checklists>>Generate Employee Onboarding
Checklists
How to Generate the Employee Onboarding Checklist
The Onboarding Checklist can either be generated from the Recruitment Module OR the Personnel Module.
Click on the link below to see how the Onboarding Checklist is generated via the Recruitment Module: Generate Onboarding Checklist within the Recruitment Module .
Steps to Generate Onboarding Checklist within the Personnel Module:
Generate Employee Onboarding checklist.
View Employee Onboarding Checklist and reassign tasks where necessary.
Upload Documents to Onboarding Task.
Option 1 Via Recruitment Module
Option 2 via Personnel Module: Generate Employee Onboarding
Checklist
View Employee Onboarding Checklist
The Task Details are normally entered by the person assigned to the task, however HR may enter the details here as a last option.
Assigned To: If the Employee or Direct Supervisor was selected when setting up the Onboarding groups on the checklist, this is where their specific names are generated based on the employee that the onboarding checklist was generated for.
For the other Onboarding Groups, the person who was flagged as responsible for the task, also has their name appearing here as the person the task is assigned to.
Reassigned To: If the person to whom the task is assigned is no longer available to complete the task, HR can reassign the task to another user from the auto generated user group listing for the task.
Due Date: The due date is an automatically calculated field based on:
The Number of Days entered to complete the task.
The Start date entered when generating the onboarding checklist.
How it works:
The Number of Days entered to complete the task is added to the Start Date entered when generating the Employee Checklist. The Due Date is then automatically calculated and populated in the field for each task on the checklist, independently of each other.
Date Started: The user who is assigned to the task can enter the date in which they actually started the task.
Date Completed: The user who is assigned the task can enter the date the task is completed. The Status (% Completed ) automatically updates to indicate when the task is completed.
%Completed: The user who is assigned the task can enter the % completion of the task for HR to be aware of how far they have reached in the process. e.g. The task status will show (80% Not Completed).
Task Comments: The user who is responsible for the task can enter any pertinent comments here.
Follow the steps below to upload a document for the person who is assigned to the task. Once saved, the employee assigned to the task will be able to access the document through the self service
modules.
Enter the name of your document and save the record.
Click Upload File and select a file saved to a folder on your machine.
Click Import file to upload.
The file is now available for either you or the person assigned to
Upload Documents to Onboarding Task
Home>>My Onboarding>>My Onboarding Tasks
How to Complete my Onboarding Tasks
My Onboarding Tasks
As a new employee, gaining access to the HRplus platform is essential for completing onboarding tasks. Upon logging in, employees can enter statutory numbers, bank account information, and upload important documents like their last payslip and certificates. They also have the ability to view and sign company documents, such as the employee handbook, and check the calendar for any scheduled training sessions.
Additionally, employees may find specific onboarding tasks assigned under "My Onboarding Tasks." These tasks can be updated with their status, enabling HR to monitor progress and ensure a smooth transition. This article will guide new employees through the steps to efficiently complete their onboarding tasks.
Step 1: View My Onboarding Tasks
Step 2: View Documents for Onboarding Tasks
Step 3: Update Onboarding Tasks
As an employee progresses through a task, the task can be updated.
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
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.
Create an Employee into the vacant position
View the Employee Details
Upload Employee Photo
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.
Personal Information
Date of Birth Validation
Address and Contact Information
Company and Status Info
Identity and Hire Data
Add Employee Photo.
Step 2. Create / Hire New Employee
Note: Employee Badge Numbers can be auto generated, please see How to Auto Generate Employee
Badge Numbers?
Step 2.1 Enter Personal Information
Date of Birth Validation
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.
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
How do I fix a missing relationship (missing employee supervisor) ?
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
|
Related Articles
Personnel (Set Up Onboarding)
Set Up Onboarding Onboarding Overview Onboarding simulates the company-specific integration process that is employed when new employees join the organization. It allows new hires to quickly adapt to the organization’s culture and learn the ...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 ...Personnel (Introduction and Key Concepts)
Introduction and Key Concepts Overview of HRplus & the Personnel Module Overview of the System HRplus Everywhere is an HRIS System. That means it allows a company to manage all their employees and their attributes in an environment where this ...Personnel (FAQs)
Personnel FAQs How do I set up my company's organizational structure in HRplus? HRplus uses a hierarchical structure to represent your company: Company Level: The highest level representing the overall organization. Division Level: Major units ...Recruitment (Set Up Onboarding Parameters)
Set Up Onboarding Parameters Onboarding Overview Onboarding simulates the company-specific integration process that is employed when new employees join the organization. It allows new hires to quickly adapt to the organization’s culture and learn ...