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Sparkrock

Setting Up Human Resources Management for Your Organization

A number of set up steps are required initially to customize the Human Resources Management granule to meet your organization’s specific requirements. This section provides detailed set up and configuration information to assist you in defining and creating the Human Resources Management platform you envision.

Your initial set up contains many defaults and samples for you to use within your organization. Many of the options in the tables are already populated for you by the Altus Client Services team based on your company requirements and preferences.

The set up options provide you with powerful tools for customizing the HR Management granule. With the options available you can add, edit, and delete codes and categories within the following areas to set up the HR Management tool specifically for your organization:

  • Causes
  • Unions
  • Employment Contracts
  • Relatives
  • Miscellaneous articles
  • Confidential information
  • Qualifications
  • Qualification assessments
  • Degrees/levels
  • Course types
  • Position classes
  • Employee statistic groups
  • HR Representatives
  • Communication tracking
  • Pay structures

For the most part, this is a one-time process to complete. Once you complete the set up steps for all the required tables and tasks you need for the Human Resources Management of your HR team and employees, you’ll just need to add or define options/items on an as-needed basis.

Configuring the Human Resources Setup Table

The Human Resources Setup Table contains a number of fields and tabs for defining how the HR team and employees and managers (through the employee portals) will interact and use the Human Resources Management tools to record and track HR-related issues and employee-related items.

To configure the Human Resources Setup Table:

1. In the Search field, enter Human Resources Setup

2. Select either option. 

The Edit - Human Resources Setup window opens displaying the Numbering Fast Tab. 

3. In the fields provided enter the required text or from the drop-down lists select the appropriate option.

4. When you complete the information you require for the Numbering Fast Tab, expand the remaining tabs to enter the applicable codes and information for the fields within these tabs.

5. Click OK to save your changes.

The following table provides a detailed explanation of the fields for each of the tabs in the Human Resources Setup window:

Field Details
General Fast Tab Enter the code for the number series that will be used to assign numbers to employees, applicants, job requisitions, and incident numbers (for health and safety issues).

Select the appropriate HR Dimension Code and Discipline Formula (See General Ledger documentation for Dimension setup). 

NOTE: This is only needed if cost tracking of Grievance resolution is required. Leave blank if you are not using Grievance tracking or if you will be tracking costs manually. 

It also contains the Base Unit of Measure field to measure employee absences. The unit of measure could be day, hour, etc. 
Communication Log Fast Tab The Communication Log Fast Tab is used to set up parameters for communication tracking with employees:
  • Storage Type: Select ‘embedded’ if you want the communication tracking documents to be saved within the database. Select ‘disk file’ if you want the documents stored in a separate location outside of the database.
  • Storage Location: If ‘disk file’ was selected in the Storage Type field, enter the location you want the communication tracking documents to be stored.
  • Employee: HR Representative Integration – this flag directs the NAV to update the HR Representative record when changes are made to an employee who is also an HR Representative.
  • Language Code: select the default Language to use for communications.
Salutations Fast Tab The Salutation Fast Tab is used to set up formula values for salutation options/preferences used for the Communication Tracking feature. You can select up to 5 options.
Organization Chart Fast Tab This Fast Tab is used to set up the Organization Chart wizard for Visio integration.
  • Wizard Executable Source: This field needs to point to the OrgWiz.exe file
  • Org. Chart Export File Name & Path: The location and name of the file used by Visio to create the org chart.
License Fast Tab The License Fast Tab displays the number of Active Employees as well as the number of Employees the license allows.
Appraisals Fast Tab From this tab, select the Appraisal status you want to display on the Employee Card for each individual.
Training Fast Tab The Training Fast Tab enables you to define the parameters for how employee training is registered (closure date), apply payroll control code (for budget purposes), the location code for training, and how training schedules are integrated.  You can also define a default numbering series for Training Events and Registration.
Collective Agreement Management Fast Tab Use the Collective Agreement Management Fast Tab to define a default numbering series to apply to grievances and to determine the cost dimension associated with grievances. You can also import a signature stamp for grievances to indicate the appropriate level/individual is aware of and attending to the complaint.

NOTE: Licensing considerations – once your license file is applied, you can access the areas to which you are licensed to access. If you click a value and get a message regarding permissions, and you want to use these areas, contact your Sparkrock representative to purchase the appropriate granule.

Setting up Units of Measure

In order to configure Causes of Absence, users first need to configure the Human Resources Units of Measure correctly to a Calculation Type so that when they select a unit of measure the calculation type will default to what is configured in the Human Resources Units of Measure.

To configure Units of Measure

1. From the search bar, search for Human Resources Units of Measure.

    The Human Resources Units of Measure page displays:

2. Click Edit mode.

    To link the Unit of Measure to a Calculation Type make sure that the units of measure are categorizes as days, hours, or one or the other units of measure.

3. From the Calculation Type column click on the drop-down beside a unit of measure. For example, select day for a day unit of measure or hour for an hour unite of measure.

NOTE: All entries within a specific category must have the same Calculation Type and the same Unit of Measure or the system will create an error message.

 4. Click OK to save your changes.

Performing the HR Setup Steps

The HR Setup options enable you to configure settings specific to Sparkrock features, such as portal options, advanced position management, and time entry specifics.

To provideHR information:

1. In the Search field, enter HR Setup.

2. Select HR SetupThe Edit - HR Setup window opens

3. Enter information in the fields as required. Use the following table below for assistance.

The following table provides a detailed explanation of the fields in the HR Setup window:

Field Details
General Fast Tab
HR Position No. Series From the drop-down,  select a number series for HR Positions.
Expense Vendor No. From the drop-down, select a number series for Employee Vendors when vendors are created from employees.
Use Employee No. for Vendor Use the employee number as the vendor number when creating a vendor from employee.
Nonworking HR Calendar Code From the drop-down, select the calendar code for the calendar used for non-working days.
Use Date Worked for Appraisal Due Date Indicates that you want to use the date of the entry as the appraisal due date.
AEP Fast Tab
Direct/Indirect Level Indicates the number of direct/indirect ‘reports to’ levels that you want to display over the portal. Enter the number in the space provided.
Hide Emp. Emerg. Contacts from Manager Select this check box if you want to hide your employee’s emergency contact information from view on their manager’s portal.
Hide Emp. Address from Managers Select this check box if you want to hide your employee’s home address information from view on their manager’s portal.
HR Request FTE Editable Select this check box if you want the FTE information (number) to remain editable within an HR Request.
New Employee Email Required Select this check box to indicate that each new employee requires a new email address upon hire.
Hide Employee Contact Nos. Select this check box if you want to hide your employee’s personal contact information from view on their manager’s portal.
Display FOIP Info This feature is built for Alberta clients in accordance to Alberta’s Freedom of Information and Protection of Privacy Act (FOIP).

FOIP information includes assignment end date, probation end date, probation hours, next progression date, pay structure code, pay step, pay grade.

Select this checkbox if the employee’s FOIP information should be displayed to the managers in the portal.  For Alberta clients, these information should be hidden from the managers (i.e. the checkbox should not be checked).
Lock HR Request Payroll Select this check box if you want to prevent the Payroll Details tab (in the HR Request) from being edited.
Lock HR Request Dimensions Select this check box if you want to lock the Dimensions tab in HR Request from editing.
Advanced Position Management Fast Tab
Enable Advanced Position Mgt. Select this check box if you use Advanced Position Management in your organization.
HR Request No. Series From the drop-down, select a number series for HR Requests.
Default Employer No. From the drop-down, select a default employer number to be use if the Employer No. on an HR Request is not provided (left blank).
Allow Mass Update Auto Gen. HR Requests Select this check box if you want to enable users (with the appropriate access) to trigger the mass update of all generated HR Requests.
E-mail Domain Name Enter your organization’s domain name, (for example, altuscanada.com). This address is used in the HR Function for auto-generating e-mail addresses for new employees.
Set Default Seniority Date When checked the Seniority Date on the HR Requests with Process Type = Hire is populated from the request’s Effective Date.
Time Entry Fast Tab
TE View First Day of Week From the drop-down, select the day of the week you want to display as the first day of the week over the Time Entry portal.
TE Copy Hours Select this check box if you want to enable users to copy previous timesheet hours to new timesheets (using the Time Entry portal).
Record of Employment Fast Tab
Ins. Earnings Pay Ctrl. Code This is a lookup field linked to the Pay Control Code used for computing insurable earnings. The Payroll Control to be assigned here tracks both insurable earnings and insurable hours.

Setting Attendance Management Options

The Attendance Management Setup enables you to integrate your attendance application (in which users call in absences/indicate absences, etc.) with the Human Resources Management granule. This provides automatic population of employee attendance details within NAV.

The Attendance Management and Integration functions and features are contained within a separate granule. For details setting up, configuring, and using the Attendance Management and Integration tools, refer to the Attendance Management Integration Setup and User Guide.

Creating Qualifications

You can define the required qualifications for employees to apply to positions and new hires. Depending on your configuration, you may have pre-defined qualifications created for you. Use the following procedure to add new qualifications as required.

To create qualifications codes:

1. In the Search field, enter Qualifications.

2. Select the option next to Departments/Human Resources/Setup.

The Edit - Qualifications window opens displaying the pre-defined, default qualifications.

3. On the Action Pane, click New. A new record is inserted.

4. Enter information and select from the available options to complete the qualification specifics.

The following table provides a detailed explanation of the columns in the Qualifications window:

Field Details
Code Displays pre-defined code for the qualification.
Description Displays a brief description for the code.

Enter a description to clearly define/explain the code you created.
Class Indicates the ‘type’ of qualification.

From the drop-down, select the option most applicable to the qualification.
Intranet Access Indicates if the qualification is available over the employee portal.
No. Qualified to Instruct Indicates the number of people in the organization, including applicants that are qualified to instruct this particular course/training. This is auto-populated based on the information pulled from employee and applicant records.
Qualified Employees Indicates whether this code is associated with employees.
Qualified Applicants Indicates whether this code is associated with applicants.
Attendance Skill Export Part of the Attendance Management and Integration setup.

Select this check box if you want to indicate that this qualification needs to be included in the export.
Attendance Skill ID Part of the Attendance Management and Integration setup.

Enter the attendance skill ID assigned to the qualification.

Creating a Cause of Absence List

Use Cause of Absences to define all possible causes of an absence detail in an organization.  These are typically Vacation and Sick time but can also include any other type of absence such as bereavement, jury duty or any other category your organization needs to track. Set up separate Causes of Absence codes for other types of time such as Carry Over Vacation, or Excess Vacation

It is important that you set up the Cause of Absence codes and the general parameters first since they default to the attendance plans. If a you fail to do this first you will end up having to re-set up the Attendance Plans every time you change the Cause of Absence code.

To setup the Causes of Absences:

  1. From the search bar, search for Causes of Absence. The Cause of Absence page displays.
  2. You can add more causes of absence by clicking New in the ribbon.
  3. A new Cause of Absence Card displays
  4. Use the General, and Entitlements, fast tabs to set up this new Cause of Absence (see sections below).
  5. Continue adding New cards (step 2) until you have created all the possible Causes of Absence the employees in your company may use.

Configuring the General fast tab

Use the General fast tab to configure all the general guidelines of the particular Cause of absence, as well as selecting the items that will display on the Employee Center (Web Apps) for managers and employees.

To configure the General fast tab of the Cause of Absence card:

  1. Populate the fields as required for this cause of absence.
  2. To do so, first determine if you are configuring a Category type or one of the related Entry types that roll up into a specific Category type.
    For example: Vacation is a Category type while Vacation - Current Year, Vacation - Carry Over, and Vacation - Excess will be the Entry types of vacation you can access under the Vacation Category type.
    NOTE: When using Attendance Plans, you should always set up categories first.  By setting up the categories, it not only organizes the information that is displayed on the Employee Center (Web Apps), but also facilitates sequencing (if desired).  When setting up the Cause of Absence of type Entry, you will need to apply the category (this is why you should set up the categories first).

The following table provides a detailed explanation of the fields in the General fast tab of the Cause of Absence card:

Field Name Details
Type By selecting Category or Entry you create the Cause of Absence structure.  This includes creating a Category type and then the related Entry types.  When done this way, the category will sum up Causes of Absence belonging to a particular Category.  For example, Vacation is a Category type while Vacation - Current Year, Vacation - Carry Over, and Vacation - Excess will be the Entry types of vacation you can access under the Vacation Category type.
Code Enter a code for the Cause of Absence.   The code drives the sequence for how entries are sorted by default for presentation.
Description Enter the description for the Cause of Absence.
NOTE: Both the Code and the Description are visible on the (Employee Center) Web Apps Attendance & Requests page.
Calendar Description Enter a short description of the Code that will be used for display on the Absence Calendar in the Employee Center (Web Apps).
Guidelines Enter detailed guidelines for how your staff can use this Code.   There are up to 250 characters.
More Information (Hyperlink) Paste a link to more information such as a policy document.  This link will appear in the Employee Center (Web Apps) when you selects the code on a request.
Cause of Absence Category Select a Category for the entry.
NOTE: A category is not mandatory but it is helpful for combining similar entries together. If a Cause of Absence does not have a category, it will be grouped in with other Causes of Absences without a category and will appear on the Employee Center (Web Apps) as Uncategorized.
Unit of Measure Code Select the Unit of Measure Code for the Cause of Absence Code.   Typically, Hours or Days.  For setting up Unit of Measure see: Units of Measure.
NOTE: All entries within a specific category must have the same Calculation Type and the same Unit of Measure or the system will create an error message.
Base Unit of Measure Displays the base unit of measure that all Cause of Absences are based upon.   This can only be changed on HR setup.
Calculation Type Select Hour or Day depending on how the Cause of Absence is tracked.  This setting is used for calculating the quantity for the absence for the employee.
Show Conversion to Days Place a checkmark in this field if the balance is calculated in hours but you would like the balance to appear as both hours and days on Employee Center (Web Apps) for Employees and Managers.
Allow Sequencing Place a checkmark in this field if Sequencing of balances is allow for this value.   For example, turn this on if this is a “Current Year Vacation” type code, but when entering a vacation request you want the balances to be consumed from the “Vacation – Carry Over” balance before consuming current year vacation.
Balance Only Place a checkmark in this field if this code is to be used for balances that are accessed only via sequencing such as Carry Over or Excess vacation or sick time.  This will prevent this code form showing up in the list used to select an entry on the Absence Request.
Show Pay Reduction Warning Place a checkmark in this field for any codes that will generate a pay reduction.   A warning will be displayed under My Self Service & Manager Self Service in the Employee Center (Web Apps) about the pay reduction even if the entries is used via another code that is sequenced.  The text that appears in this warning is specified on the HR Setup under the Attendance Plans fast tab.
Controls
Payroll Control Code If there is a payroll implication to this code, enter the appropriate payroll control code. If there is no payroll implication, leave this field blank.
Note: This setting is usually populated for causes of absence used to track pay reduction.
Override G/L Account No. If payroll integration is being used via the Payroll Control Code, you can specify a G/L Account that will be used to override the base Posting Group G/L Account specified for the Payroll Control.   If there is no payroll implication, leave this field blank.
Attachment Required Place a checkmark in this field if you want to require an attachment be submitted with an attendance request with this code.  If there is not checkmark, an attachment is an option instead of mandatory.
Calculation Start Date Absence entries with a date less than this date are not displayed on the Employee Employee Center (Web Apps). The value in this field is also used in the same manner in Attendance Analysis Report within NAV.
Expiry Date Formula Populate a formula for calculating the expiry date. The formula should be preceded with either “+” or “-“sign. For example +1Y, -1M.
Prevent Negative Balances Place a checkmark in this field to indicate that entries on this cause of absence can go over the available balance for the employee for the respective entitlement.
Note: Please turn on this value only for the last Cause of Absence in a sequence.
Employee Web Apps
Show Balances - Employee When checked, the employee will see the balances for this cause of absence on the Employee Center (Web Apps).
Create Entries - Employee When checked the employee can enter a request for this cause of absence on the Employee Center (Web Apps).   In some cases, you may want the employee to see balances but not create entries for a particular entry type.
Allow Neg. Entries - Employee This setting determines if the employee can enter negative entries for this code.  Banked time typically uses negative entries.
Manager Web Apps
Show Balances - Manager Balances on Manager Employee Center (Web Apps) are displayed or not depending on this setting. Turn this on for the balances you want the manager to see in the Employee Center (Web Apps).
Create Entries - Manager When checked the manager can enter a request for this cause of absence on the Employee Center (Web Apps) on behalf of an employee.  In some cases, you may want the manager to see balances but not create entries for a particular entry type.
Allow Neg. Entries - Manager This setting determine if the manger can enter negative entries for this code.   Negative entries are typically used for banking of time.
Scheduling
Use Schedule Quantity If using Employee Scheduling, place a checkmark in this field to indicate that this Cause of Absence will be used for integration with Employee Scheduling.  It is recommended that you have a separate Cause of Absence for scheduled and non-scheduled employees.
Hide Quantity Place a checkmark in this field to hide the quantity on an Absence Request.   This is used when the quantity is derived from the duration or all shifts the employee is scheduled for during the time of the absence.  This quantity will be calculated later in the process and therefor the elapsed time calculations are not relevant or used.
Show Start and End Time Place a checkmark in this field if you want to show the Start and End time of an absence request.  Typically, this is required for Employee Scheduling.
Totals
Total Accrued This amount represents the total accrual or entitlement entries for all employees in the organization to this value.
Total Used This amount represents the total consumptions entries for all employees in the organization to this value.
Total Pending This amount represents the total of all entries that are pending approval.
Balance This is the Accrued amount minus used, scheduled and pending amounts.
Approved Absence This is the total of all approved entries including entitlements and consumption entries. 

Configuring the Entitlement fast tab

Use the Entitlements fast tab to detail the causes of absence associated with the end of year carry over process, and entitlements thresholds, including how these are calculated based on the selected Calculation Type.

To configure the entitlements fast tab:

  1. Scroll down from the General fast tab to the Entitlement fast tab (you may need to click to expand the fast tab).
  2. Populate the fields according to your organization’s preferences.

    The following table provides a detailed explanation of the fields in the Entitlement fast tab of the Cause of Absence Card:

Field Name Details
Calculate Entitlement Place a checkmark in this field if you want the system to calculate entitlements for this cause of absence.
EOY Carry Over Code Select the Cause of Absence Code that you want used for End of Year Carry Over amounts when running the End of year batch process.  For a current year vacation value, this may be something like “Vacation – Carry Over” that may have higher sequence so it is used before the Current Year vacation.
NOTE: This field is only required if running the annual EOY Carry Forward process.
EOY Excess Code Select the Cause of Absence Code that you want used for End of Year Carry Over amounts that are considered to be “Excess” when running the End of year batch process.  The Excess Carry forward amount is calculated as the amount of unused Vacation that is over and above the maximum “Allowable” Cary Forward amount for the year.  Such amount requires the employees’ manager to approve before it can be carried forward.
NOTE: Define the Max Allowable Carry Forward Units on the Attendance Plan subform.
Unlimited Carry Over Place a checkmark in this field if carry over is never limited for this cause of absence.
Annual Maximum Units Enter the value of the total maximum number of entitlement units that can ever be granted in a given entitlement year.
Maximum Balance Enter the Maximum Balance that the Cause of Absence can ever attain at its highest point.  A Maximum balance example might be Banked Time (where an employee’s bank can’t exceed 7 days as an example).

Calc Type

There are two options from which to select in this field. The Years of Service Calculation Type uses the Entitlements Table to compute the leave amount to which an employee is entitled, based on their years of service.  The years of service are calculated by comparing an employee’s Vacation Credit date to the Effective Date of the entitlement process.

The second option is the Fixed Amount calculation.  This option uses the number of entitlement units on the Attendance Plan subform as a fixed amount that is applied every year when the Entitlement process is run.

Allow Time Bank Transfer Under certain circumstances, organizations may wish to simply transfer the balance (or portion thereof) of a given Cause of Absence bank to another Cause of Absence code depending on their specific policies.  Place a checkmark in this field if such transfers are allowed “From” this Cause of Absence.

 

Defining Causes of Inactivity Options

The Causes of Inactivity table enables you to set up cause of inactivity codes for your employees. These codes can then be used for tracking various reasons that cause employee inactiveness, typically items that will appear on the Record of Employment (ROE). Examples include:

  • Retirement
  • Long-term illness
  • Leave (Maternity, Parental, Compassionate Care, etc.)

To define causes of inactivity:

1. In the Search field, enter Causes of Inactivity.

2. Select either option displayed. The Edit - Causes of Inactivity window opens.

3. On the Action Pane, click New. A new record is inserted.

4. Enter a code for the inactivity. (For example, in the above image, letters of the alphabet are use. However, you should define the codes based on your particular organization’s requirements/standard conventions).

5. In the Description column, provide a description for the new inactivity code.

6. In the AEP Caption column, enter the caption to appear over the Employee and Manager portals.

NOTE: When creating the AEP Caption for the various ‘Leave’ types, bear in mind, this information is displayed over the portal. If there are leave inactivity reasons that are subject to privacy, the ‘Leave’ AEP Caption can be set to be something generic, for example, ‘On Leave’ (you may end up with most of the ‘Leave’ descriptions used for ROE to display as ‘On Leave’). However, if there are ‘Leave’ types that are related to substitutions or reasons that are not private, the captions can reflect the inactivity reason more specifically.

7. Click OK to close the window once all the required inactivity codes are added.

Defining the Grounds for Termination Options

Use the Grounds for Termination table to set up grounds for termination codes for terminated employees for tracking and extract valuable information on employee loss statistics. These codes are then applied for the various reasons (Deceased, Dismissal, Retirement, Resignation, etc.) when there is an employee termination.

Once you set up the grounds for termination codes, you can assign them to the individual employees on their Employee cards when an employee is terminated and specify the date on which the termination occurred.

To add grounds for termination items:

1. In the Search field, enter Grounds for Termination.

2. Select either option displayed. The Edit - Grounds for Termination window opens.

3. On the Action Pane, click New. A new record is inserted.

4. Enter a code for the termination. (For example, in the image above, the reason for termination is used as the code. You can define the code based on your particular organization’s requirements/structure.)

5. In the Description column, provide a description for the new termination code.

6. In the Generate ROE column, click to select the check box if you want a Record of Employment automatically generated when this termination code is applied to an employee record.

7. Click OK to close the window once all required termination codes are added.

Adding Applicable Unions

If your employees are unionized, you need to record the different unions representing employees throughout your organization. After you add the applicable unions operating within the organization, you can assign the appropriate union to the unionized employees. This is useful when dealing with Collective Agreement and Health and Safety issues/incidents.

To add the unions applicable to your organization:

1. In the Search field, enter Unions.

2. Select either of the ‘Unions’ options displayed. The Edit - Unions window opens.

3. On the Action Pane, click New. A new record is inserted.

NOTE: The following steps include the ‘standard’ columns containing the basic union information. However, you can display additional columns to provide more detailed information, if required. To display more columns for including more detail for the unions, right-click over a column header and select Choose Columns.

4. In the Code column in enter a code for the union. Most unions have pre-defined codes that are standard and should be used to maintain consistency.

5. In the Name column, provide the full name for the new union.

6. In the Phone No. column (if a general contact phone number exists), enter the number.

7. In the Home Page column, enter the website address for the union. This enables you to access the site directly from Human Resources Management should you need to look up specific information or policies.

8. Click OK to close the window once all the applicable unions are added.

Defining Employment Contracts

In the Employment Contracts table, you can set up different contract types (for example, Admin, Clerical, etc.) for categorizing the positions used in your organization. 

Once you set up the employment contract codes, you need to assign them to the individual employees on their employee cards. When you assign the employment contract codes to employees, you then see the total number of employees in the company that are employed under a certain contract in the No. of Contracts field in the Employment Contract table. This is useful for tracking the number of employees that are currently employed under each contract type.

To add the employee contracts used in your organization:

1. In the Search field, enter Employment Contracts.

2. Select either option displayed. The Edit - Employment Contracts window opens.

3. On the Action Pane, click New. A new record is inserted.

4. In the Code field, enter a code for the employment contract. (Some pre-defined codes may exist, if so, you can mirror the code convention used.)

5. In the Description column, provide the full name for the employment contract.

As you assign employees (on their individual Employee Cards) to the applicable contract types, the No. of Contracts column updates to reflect the number of employees assigned to a contract type.

6. Click OK to close the window once all the required employment contract codes are added.

Creating Relative Fields to Link to Contacts and Benefits

The Employee Relatives table enables you to record and maintain a file of employee' relatives making information about an employee's relatives easily accessible for contact and benefit purposes. (You can also use this table to set up codes for close contacts to the employee if the employee does not have family.)

Once you define the ‘relative’ codes, you can link a list of relatives to each employee in the Employee Relative table. Employee relatives are set up for each employee on the employee's Employee card.

To add the appropriate relative fields required in your organization:

1. In the Search field, enter Relatives.

2. Select either of the ‘Relatives options displayed. The Edit - Relatives window opens.

3. On the Action Pane, click New. A new record is inserted.

4. In the Code column, enter a code for the relative. Some pre-defined codes may exist, if so, you can mirror the code convention used. For example, Child1, Child2, etc.

5. In the Description column, provide the descriptive detail for the code you added.

6. Click OK to close the window once all the required relative codes are added.

Defining Miscellaneous Article Types

The Misc. Article Types table enables you record and track miscellaneous articles that are provided to employees under specific categories. Once you set up the article types, you can assign each of the articles provided to employees to a category or type to make tracking and maintaining items easier.

To add the categories for types of articles provided to employees:

1. In the Search field, enter Misc. Article Types.

2. Select either option displayed. The Edit - Misc. Article Types window opens.

3. On the Action Pane, click New. A new record is inserted.

4. In the Code column, enter a code for the article type. (For example, you can create the types based on departments, etc.)

5. In the Description column, provide the descriptive detail for the article type code you added.

6. Click OK to close the window once all the required article type codes are added.

Assigning Miscellaneous Article Items

The Misc. Articles table enables you define the specific articles (keys, computers, company cars, memberships in company clubs, etc.) you provide to employees based on their position within the organization. Once you set up the articles, you can also link them to the appropriate article type. Enter up to 10 characters, numbers and letters; CREDITCARD or LAPTOP01. The code must be unique, but there is no limit to how many you can set up.

Miscellaneous articles are assigned either directly to an employee or if you are using Advanced Position Management, they can be assigned to specific positions. The item list is created for the employee automatically when the employee record is created and assigned to a position. The articles required for the position are defined and listed in the HR Position card.

Employees falling under the position are flagged to receive the article. The articles that the employee requires then display on the Employee card. This also serves as a means of tracking what items need to be collected when an employee is terminated. Upon termination, the ‘workflow’ indicates the items that are to be collected from the employee and assigns this task to the appropriate HR or manager resource.

To add the miscellaneous articles provided to employees:

1. In the Search field, enter Misc. Article.

2. Select one of the ‘Misc. Articles’ options. The Edit - Misc. Articles window opens.

3. On the Action Pane, click New. A new record is inserted.

4. In the Code column, enter a code for the item.

5. In the Description column, provide the descriptive detail for the article code you added.

6. From the Misc. Article Type Code drop-down, select the appropriate type to which the article belongs.

7. If this particular item will not be collected upon termination, click to add a check mark in the Do Not Collect On Termination column.

8. In the Intranet Access field, place a check mark if you want the employee to view details of this article assignment on the Employee Portals under My Assigned Items’. If you do not want employees to see these items, leave the field blank.

9. Click OK to close the window once all the required articles are added.

Setting up Confidential Information Codes

The Confidential Information table is where you create codes to set certain types of employee-related information (for example, disciplinary, layoff details, bonus, stock options, or other compensation details) as confidential to ensure that the information does not display on the employee record. You can then link those codes to each employee to ensure the details of a particular item are stored in the Confidential Information table and can be accessed only by users with specific permissions. Confidential codes ensure that sensitive employee information is kept private and your organization, responsible for securing this data, is protected.

To add the confidential information codes to protect sensitive employee data:

1. In the Search field, enter Confidential Information.

2. Select the option. The Edit - Confidential window opens.

3. On the Action Pane, click New. A new record is inserted.

4. In the Code column, enter a code for the confidential material. (For example, monthly salary, etc.)

5. In the Description column, provide the descriptive detail for the code you added.

6. If the confidential code is associated with a layoff, in the Layoff column click to insert a check mark.

7. If the confidential code is associated with some sort of disciplinary action, in the Discipline column click to insert a check mark.

8. Click OK to close the window once all the required confidential information codes are added.

Assigning Employee Statistics Group

Use the Employee Statistics Group table to assign employees to groups for reporting or statistical purposes.

To assign employee statistics groups (payment schedules):

1. In the Search field, enter Employee Statistics Groups.

2. Select either option displayed. The Edit - Employee Statistics Groups window opens.

3. On the Action Pane, click New. A new record is inserted.

4. In the Code column, enter a code for the payment schedule type. For example, week, hourly, monthly, etc.

5. In the Description column, provide the descriptive detail for the code you added.

6. Click OK to close the window once all the applicable payment schedules used in your organization are added.

Adding Human Resources Representatives

You can add all the Human Resources representatives within your department and then assign the appropriate representative to each employee on their Employee Card.

Setting up the HR Representatives in your organization enables you to track who is responsible for each employee to ensure all human resources-related issues, incidents, and day-to-day management of employees from an HR perspective are managed and appropriate follow-up occurs.

To add Human Resources Representatives for assigning to employees:

1. In the Search field, enter HR Representatives.

2. Select any of the options displayed. The New - HR Representatives window opens.

3. On the Action Pane, click New. A new record is inserted.

4. In the Code column, enter the individual’s employee number or initials (as in the example above).

5. In the Name column, provide the individual’s full name.

6. In the Job Title column, enter the individual’s position/job title.

7. In the E-Mail, Phone No., etc. columns, provide the required contact details for the HR representative.

8. Close the window once all the applicable payment schedules used in your organization are added.

Defining Appraisal Plans (Employee Reviews)

Depending on your organization, you may have several different appraisal plan (employee review) intervals that are applied on an annual basis. The Appraisal table enables you to define all the employment review stages used within your organization and the sequence of these stages. The appraisal due dates can be calculated either by a due date (elapsed time) or by hours worked depending on the type of position.

Once the appraisal codes are created, you can apply them either directly to employees on their Employee card, or attach them to the position to initiate the hiring process to generate the appraisal records automatically.

Once they are attached to an employee they are used to record employment reviews that are completed as well as track upcoming reviews to ensure employees receive their appraisals on time.

NOTE: For more information on this topic, consult the following the Appraisal Management User Guide

To define the parameters for the appraisal plans used in your organization:

1. In the Search field, enter Appraisals.

2. Select the Appraisal Plans option. The Edit - Appraisal window opens.

3. On the Action Pane, click New. A new record is inserted.

4. In the Code column, enter a code for the appraisal interval. (For example, 100 hours, 3 months, 6 months, annual, etc.)

5. In the Description column, provide the descriptive detail for the code you added.

6. In the No. of Positions column, click the Down Arrow icon to select the positions that require this particular appraisal interval or fill in the First Appraisal Code on the HR Position card when you set up the positions.

7. In the Next Appraisal Code column, select the review interval to follow this item. For example, the employee may start with a 3 month review, then go to a 6 month review, and then revert to an annual review each time after that. This sequence can be managed by setting the Next Appraisal Code on each of the records.

8. In the Due Date Calculation column enter the date formula for the elapsed time for the appraisal. Use M = Month, D = Day, Y= Year.  See the following section for further details. Leave this column blank if the appraisal period is calculated based on hours worked.   

9. In the Due Hrs. Threshold column, enter the number of hours required to reach this appraisal. When this number is reached by the employees linked to this appraisal, you receive notification to indicate what employees require a review.

10. In the Due from Employment Date column, enter the number of days from an employee’s start date that the review needs to be performed.

11. Click OK to close the window when you finish adding the applicable payment schedules used in your organization.

Using Data Formulas

Use the date formulas in Microsoft Dynamics NAV to direct the application on how to calculate dates. You can enter date formulas in various date calculation fields and in recurring frequency fields in recurring journals.

Here are some examples of how date formulas can be used:

  • The date formula in the recurring frequency field in recurring journals determines how often the entry on the journal line is posted.
  • The date formula in the Grace Period field for a specified reminder level determines the period of time that must pass from the due date (or from the date of the previous reminder) before a reminder is created.
  • The date formula in the Due Date Calculation field determines how the program calculates the due date on the reminder.

The date calculation formula can contain a maximum of 20 characters, both numbers and letters. You can use the following letters, which are abbreviations, for time specifications:

  • C - Current
  • D - Day (s)
  • W - Week (s)
  • M - Month (s)
  • Q - Quarter (s)
  • Y - Year (s)

You can construct a date formula in three ways:

a. Current plus a time unit. For example:

  • CW - Current week
  • CM - Current month

b. A number and a time unit. A number cannot be larger than 9999. For example, 

  • 10D - 10 days from today
  • 2W - 2 weeks from today

c. A time unit and a number. For example,

  • D10 - The next 10th day of a month
  • WD4 - The next 4th day of a week (Thursday)

You can combine these three forms if required. For example,

  • CM+10D - Current month + 10 days

You can use a minus sign to indicate a date in the past. For example, 

  • -1Y - 1 year ago from today

​​​​​​​Linking Employees to their Upcoming Review

Employees are automatically linked to their appraisal plans either based on the selection of a Primary Position Code on the Employee card (if not using Position Management) or through the hire process in the HR Request. 

Once an appraisal is completed, the next appraisal record is automatically created through the Periodic Activity. 

NOTE: The periodic activity is triggered automatically by the payroll posting process. It only needs to be run manually if you are not using Payroll Posting. 

See the ‘Viewing the Appraisal Schedule for an Employee section for more information.

Setting Up Benefit Plan Information

Depending on the employee’s position within the organization, different benefit entitlements apply. Within your organization, you may have several different benefit plan structures. You can define the benefits plans, default rates, and payroll calculation components. These plans can then applied to employees either automatically (if using Altus Position Management) or manually when the employee is set up.  Once applied, this triggers the assignment of the applicable benefit entitlements.

To add benefit plan information:

1. In the Search field, enter Benefit Plans.

2. Select the option.

    The Benefit Plan List opens.

3. From the Actions menu, select NewA new Benefit Plan Card opens.

4. In the Code field, add the Benefit Plan code. (For example, the acronym for the benefit company or the benefit coverage level, etc.)

5. In the Description column, provide the descriptive detail for the code you added.

6. From the Payroll Control Group Code drop-down, select the payroll control group to which this benefit is attached.

NOTE: For more details on the Payroll Control Groups, see the applicable Payroll documents.

7. In the Portal Hyperlink text box, enter the web or SharePoint link where a benefit booklet is stored.

8. In the Plan Provider field, enter the name of the company.

9. In the Plan Name of Employer field, enter your organization’s plan name.

10. In the Plan Client No. field, enter your organizations’ plan number.

11. Click OK.

Statistics for the No. of Employees, No. of Rates, and No. of Other Authorities display in this window to provide information on the number of employees that are currently enrolled in this plan, etc. The numbers are links to the details for the employees, rates, and other authorities.

Defining Other Authorities for the Benefit Plan

Depending on the benefit plan, you may need to attach/define the ‘other authorities’ applicable.

To define Other Authorities:

1. In the Benefit Plan Card, click the No. of Other Auth. Number link. The New - Benefit Plan Other Authorities window opens with a new record added.

2. From the Other Authorities Code field, select the code related to this benefit plan.

3. From the Default Filing Status drop-down menu, select a default filing status for the Other Authority, if applicable.

NOTE: The Other Authorities data is automatically assigned to the Employee Other Authorities table once the benefit is selected. The Effective Date of the calculation is based on the HR Reason Code

Creating HR Department Information

The HR Department table is where you define the departments within your organization. They can be linked to HR Jobs or HR positions. This allows the organization to define non-general ledger related organizational groupings in HR and monitor and report on employees by this.

To create the HR department information:

1. In the Search field, enter HR Department.

2. Select the option. The Edit - HR Department window opens.

3. On the Action Pane, click New. A new record is inserted.

4. In the Code column, enter a code for the department (for example, HR, ADMIN, etc.)

5. In the Description column, provide the full name for the department.

The No. of HR Position column displays the current number of positions that are assigned to this department. This field is auto-populated and not editable.

Defining HR Categories

You can further define the areas within your organization using HR Categories. These ‘categories’ can also be linked to HR Jobs and HR positions.

To create the HR category information:

1. In the Search field, enter HR Category.

2. Select the option. The Edit - HR Category window opens.

3. On the Action Pane, click New. A new record is inserted.

4. In the Code column, enter a code for the category.

5. In the Description column, provide a brief description or full name for the category.

6. Click OK to close the window.

Setting Up HR Task Types

You can add the required Human Resources-related tasks that need to be completed for each new/incoming employee as well as the ongoing tasks for existing employees using the HR Task Types table. Setting up the required HR duties/task types enables you to track the important tasks that need to be completed for each employee and designate the appropriate individual’s responsible for completing the tasks, along with setting a timeline for completing these tasks. Task can be assigned automatically by the system when using Advanced Position Management and HR Requests or they can be individually assigned to an employee or manager.

To set up HR task types:

1. In the Search field, enter HR Task Types.

2. Select either of the options displayed. The Edit - HR Task Types window opens.

3. On the Action Pane, click New. A new record is inserted.

4. In the Code column, enter a code for the department (you can use a keyword or set the code based on the actual task).

5. In the Description column, provide the full name or brief explanation for the task.

6. In the Details column, provide a complete explanation for the task.

7. In the Portal Hyperlink column, you can add the link to employee portal to a page that contains additional details, forms or other resources that may be related to the task.

8. From the Responsibility drop-down, select the position/role responsible for completing the task.

9. In the Due Date Calculation field, enter the date formula for elapsed time to calculate the due date.

The due date is calculated from the start date of the position entry if using HR requests to create the task. Employees and managers can use the portal to view tasks assigned to them and mark them as completed within My Tasks or ‘My Manager Tasks’ under Employee or Manager Tools respectively.

10. Click OK to close the window once all the required HR task types are added.

TIP: Tasks can be set up in groups. Considers all of the steps required in an on-boarding process then, you can set up those steps as tasks. The status of the tasks can then be monitored to track compliance and performance of individuals responsible for completing them.

Managing Employee Types

Employee types are used to drive validation when employee records are set up. Based on the employee type, you can trigger the system to perform an automatic test to determine if certain system required fields (ones that drive payroll or specific system settings) or user required fields (fields that you can define in the ‘Required Fields’ setup under Payroll) need to be provided for a specific employee type.

To define employee types:

1. In the Search field, enter Employee Types.

2. Select any of the options displayed.

The Edit – Employee Types window opens. Some employee types may be pre-defined and set up for you during installation and configuration.

3. On the Action Pane, click New.

4. A new record is inserted. 

5. Enter the code and description for the employee type.

6. Click to select the check boxes for the options you want to apply to the particular type.

7. Click OK when you finish.

The following table provides a description for the fields within the Employee Types window.

Field Details
Code Use this field to enter a unique identification code for the employee type. For example, SAL for salaried employee.
Description Provide a brief description, for the code you added to the job. This is where you add the full job name.
Test System Required Fields Place a checkmark in this field to flag or indicate that system required fields must be completed
Test User Required Fields Place a checkmark in this field to automatically flag or indicate that the user needs to complete a user required field
Create AEP User Place a checkmark in this field to generate an AEP user record when an employee is created using the HR Request Process.

NOTE: This feature is part of Position Management and works only through the processing of an HR Request with the appropriate function
Create Employee Vendor Place a checkmark in this field to generate a Vendor record when an employee is created using the HR Request Process.

NOTE:  This feature is part of Position Management and works only through the processing of an HR Request with the appropriate function

NOTE: Required fields are managed through the Payroll Setup, Required Fields. Consult your Payroll documentation or more information.

Creating Assignment Reason Codes

Assignment reason codes are used to create a list of reasons for why the employment of the employee has started or ended. They are used on the HR Request as Assignment Start Reason Code and Assignment End Reason Code.

To define assignment reason codes:

1. In the Search field, enter Assignment Reason Codes.

2. Select the option.

The Edit – Assignment Reason Codes window opens. Some assignment reason codes may be pre-defined and set up for you during installation and configuration.

3. On the Action Pane, click New.

4. A new record is inserted.

5. In the Code column, enter a code for the assignment reason code.

6. In the Description column, enter a description for the assignment reason code.

7. Click OK to close the window

Creating Assignment Types

Assignment types are used to define the type of assignment and to define whether the type is permanent or temporary. When the assignment is temporary, an Assignment End Date is required within the HR Request (on the employee portal).

To define assignment types:

1. In the Search field, enter Assignment Reason Type.

2. Select the option.

The Edit – Assignment Type window opens. Some assignment types may be pre-defined and set up for you during installation and configuration.

3. On the Action Pane, click New.

4. A new record is inserted.

5. In the Code column, enter a code for the assignment reason type.

6. In the Description column, enter a description for the assignment reason type.

7. Click OK to close the window.

Creating Leave Types

You can define ‘leave’ types for reporting and tracking purposes. When an employee goes on leave, this enables you to track the type of leave, for example partial leave or full leave.

To define leave types:

1. In the Search field, enter Leave Types.

2. Select the option.

The Edit – Leave Types window opens. Some leave types may be pre-defined and set up for you during installation and configuration.

3. On the Action Pane, click New.

4. A new record is inserted.

5. In the Code column, enter a code for the leave type.

6. In the Description column, enter a description for the leave type.

7. Click OK to close the window.

Adding Seniority Groups

You can create seniority groups for reporting and tracking purposes. They are associated with HR Position Ledger Entries and are used to indicate either the length of their tenure or the terms and conditions of the collective agreement that their employee group has negotiated with the organization.

To define seniority groups:

1. In the Search field, enter Seniority Groups.

2. Select the option.

The Edit – Seniority Groups window opens. Some seniority groups may be pre-defined and set up for you during installation and configuration.

3. On the Action Pane, click New.

4. A new record is inserted.

5. In the Code column, enter a code for the seniority.

6. In the Description column, enter a description for the seniority.

7. Click OK to close the window.

Setting Up Communication Tracking

Setting Up Contact Person (HR Representative) to Link to Employees

It is necessary to identify the HR person from/to whom communications are made within the organization. These representatives need to be defined so that employees/applicants have a contact to which they can communicate.

It is expected that HR representatives are also employees. It is important that the data that is common between the Employee table and the HR Representative table is synchronized. The synchronization is accomplished by adding a check mark or ‘flag’ to the Human Resources Setup form.

To set up a contact link from HR representatives to employees:

1. In the Search field, enter Human Resources Setup.

2. Select either option.

3. Expand the Communication Log Fast Tab.

4. Click to select the Employee ->HR Representation Integration check box.

 This ‘flag directs the system to update the HR representative record when changes are made (to the common fields) to an employee record of an employee who is also an HR representative.

5. Click OK.

NOTE: If you already set up the HR Representatives for your organization, then you do not need to define them again here. These HR representatives can be used for linking to employees for their communications.

For details on adding HR Representatives, see Adding Human Resources Representatives’.

Defining Salutation Formulas

The Salutations set up functionality enables you to define multiple salutation formulas, one of which can be assigned to an employee or applicant. The salutation formulas are further delineated by language. The system can accommodate various forms of salutations that can be created (masculine (Mr.), feminine (Mrs., Miss, Ms), professional (Dr, Reverend), unisex (Dear, Hi).

For each salutation code, a formal and informal salutation formula can be defined for a language. The formula is a mixture of text and ‘replacement symbols (%1, %2, %3, etc.). Each replacement symbol has an option field that indicates what field each one represents. These are defined on the Human Resource Setup form.

To define salutation formulas:

1. In the Search field, enter Salutations.

2. Select the option next to the Communication Tracking path.

The Edit – Salutations window opens. Some salutations may be pre-defined and set up for you during installation and configuration.

3. On the Action Pane, click New.

4. A new record is inserted.

5. In the Code column, enter a code for the salutation.

6. In the Description column, enter a description for the salutation.

7. Click OK to close the window.

Example of Salutation Codes

The following example demonstrates the salutation functionality:

Performing the Data Source Reports Setup

Data Source Reports gather appropriate job requisition, employee, or applicant related information that is to be merged into Word documents for the purpose of communicators within these three groups. Also, each data source report can provide both a Formal’ and ‘Informal salutation for the employee or applicant.

The Data Source Reports need to be defined on the Communication Data Sources form.

To define the data source reports:

1. In the Search field, enter Communication Data Sources.

2. Select either option.

The Communication Data Sources window opens. Some communication data sources may be pre-defined and set up for you during installation and configuration.

3. On the Action Pane, click New.

4. A new record is inserted.

5. From the Report ID drop-down, select the applicable report ID.

NOTE: When you select the report ID and press tab, the Report Name field auto-populates.

6. In the Description field, enter a definition/explanation for the data source (for example, applicant information).

7. In the Templates field, click the link select a template.

The View – Communication Template List opens.

8. Select the appropriate template to link to this data source. This is the content inserted in the report.

9. Click Close. The Templates field updates to show the template is now linked.

10. Click OK to close the window once all communication data sources are defined.

Creating Communication Templates

Using Communication Tracking you can to produce templates upon which communications are based. There are three categories for templates:

  • Job Requisition
  • Employee
  • Applicant

While templates may be from any source, templates made within Microsoft Word enable you to make use of Word’s mail merge functionality. Depending upon the communication source (job requisition, employee, or applicant) of the template, various merge fields are available with Word to personalize the template for the intended recipient.

Communication templates have two purposes:

They can provide a standard format for communication with employees, applicants, and references.

They provide a consistent convention under which documents are catalogued.

NOTE: Word document templates may or may not contain merge fields. A template that does contain mail merge fields requires special handling to ensure that the appropriate data (job requisition, employee, or applicant related) is made available to complete the process of creating a communication log entry.

Multi-languages

Often organizations have employees that speak different languages making it beneficial to have the ability to maintain communication templates with documents in multiple languages. Each template may have multiple versions in different languages (one template, multiple languages). This enables you to select a document that matches the recipient’s language of choice. The data that is merged into documents must match the selected language for the template.

To create a communication template:

1. In the Search field, enter Communication Templates.

2. Select either option.

The Communication Templates window opens. Some communication templates may be pre-defined and set up for you during installation and configuration.

3. On the Action Pane, click New. A new record is inserted.

4. Use the following table to assist you in completing the fields.

The following table provides a description for the fields within the Communication Templates window

Field Description
Code Use this field to enter a unique identification code for the type of communication template. For example, WELCOME for on-boarding employees.
Description Provide a brief description, for the code you created for the template.
Communication Source From the drop-down, select the category for the communication (employee, applicant, or job requisition).
Communication Format (Default) From the drop-down, select the applicable format by which to send/transmit this particular communication (Hard Copy, Email, or Fax).
Send as Attachment Place a checkmark in this field to indicate you want the communication letter sent as an attachment (if sending electronically).
Language Code
(Default)
From the drop-down, select the default language in which this communication template is to be sent or generated.
Wizard Action From the drop-down, select the action the wizard initiates when this communication template is triggered (Import or Open).
Information Flow From the drop-down, select the appropriate category to which the communication template belongs/is applied (Inbound, Outbound).
Initiated By From the drop-down, select the appropriate option (Us or Them).
Data Source Report ID From the drop-down, select the data source report ID to merge into this communication template.
Data Source Report Name This field is auto-populated based on the Data Source Report ID selected.
Document Created This field is auto-populated.
Entries This field is auto-populated.

 

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