Human Resources

• Setting up new work equipment
• How to assign voucher value to employee
• Salary export
• How to assign voucher value to partners
• Workflow approvals
• Performance reviews
• Attendance event type categories
• Attendance event types
• Attendance events
• Attendance requests
• HR departments
• Work positions
• Overview
• Adding work equipment for work position
• Create work position
• Update work position
• Delete work position
• Assign user to work positions
• Approver substitution
• Work locations
• User HR profiles
• HR dashboard
• Overview
• HR troubleshooting
• HR troubleshooting: Sick leave
• HR troubleshooting: Business trip
• HR troubleshooting: Registrations
• HR reporting
• HR hierarchy
• Rewards and bonuses
• Job applications
• HR superadmin
• Vacations - Dopusti

Setting up new work equipment

Summary

1. Add safety standards
2. Add work equipment
3. Assign work equipment to work positions
4. Enable employees to select work equipment sizes
5. Automation will daily check for missing equipment for employees
6. Trigger distribution work equipment to employees at workflow approval page
7. Automation will hourly check if work equipment stock is available and will trigger rebooking and reservation
   1. if no stock, purchasing department gets requirements in their existing views
8. Once reservation is completed, department lead will get task to pickup work equipment and deliver it to their team
9. Once task completed, work equipment will be written off

1 - Add safety standards

This action requires the "create safety standard" permission.

If it does not already exist, a safety standard need to be created for selected work positions.

2 - Add new work equipment

This action requires the "create work equipment" permission.

To add new work equipment, click on the create button on work equipment table or go to the work equipment create form.

A new work equipment requires a unique name, that distinguishes it from other work equipment. 

After a name is entered, product(s) of type Protection products must be selected. These products will be what the work equipment represents. Usually, these products are different confection sizes of the same product.

Enter the "From" and "To" dates to define how long the work equipment is valid to be distributed.

The "Restore interval" is used to set the renewal period or amortization interval in days (eg. every 365 days, employees receive new equipment).

The safety standard(s) that correspond to the new work equipment need to be selected. Through these, work equipment is assigned to work positions.

Work equipment is connected to work positions through safety standards.

3 - Assign work equipment to work positions

This action requires the "update work position" permission.

The created new work equipment now needs to be assigned to work positions. This is done on a selected work position from the work positions table.

On a work position, we first need to select a safety standard (if it is not already selected). We then enter its quantity and then click "Add new" to add a new work equipment for this work position. 

Only work equipment of the selected safety standard(s) will be listed.

Once work equipment is selected on work position, users with that work position will be able to select confection numbers of their equipment  on their user profile page under the "Work equipment" section.

Users can edit their equipment confection numbers when option "Allow editing confection numbers" is enabled.

Once employees have selected/updated their equipment confection numbers, the option must be disabled.

 

4 - Work equipment distribution

An automated process is used to check for missing equipment of employees on a daily basis. 

Work equipment distribution can be triggered from the "workflow approvals" page with the "Missing work equipment" button.

When missing work equipment without stock is found, the missing quantity is added to purchasing requirements, to be handled by the purchasing department. 

The distribution process will run a hourly check, if work equipment has available stock, at which point it will trigger rebooking and reservation tasks.

Work equipment requirements can also be managed manually on the "Assign user to work positions" page.

Here, you can click the "shirt" button to "start work equipment distribution" work equipment to users.

5 - Getting work equipment to employees

The task of getting work equipment to employees is handled by department leads.

Once reservation is completed, leads of departments will get tasks to pickup work equipment and deliver it to their team. When work equipment is handed off to employees and the task is completed, work equipment will be written off.

How to assign voucher value to employee

Open HR profile of the user and set voucher value:

Save HR profile.

Salary export

Holidays for late employees

When employees are hired in the middle of the month, we should not include holidays in their pay for the period before their employment started.

EmployeeExportData.php function: getHolidaysForMonth checks for active work position -> for each holiday we check if user has active work position on that specific day, if not, we don't count in salary export.

How to assign voucher value to partners

Open page of the partner and set voucher value in "credit amount" field:

Save Partner.

Workflow approvals

Performance reviews

Attendance event type categories

Attendance event types

Attendance events

Attendance requests

HR departments

Work positions

Overview

Work positions are used to determine employee tasks, department and authorization within the ERP.

Adding work equipment for work position

This action requires " view safety standards, view work equipment and update work positions" permissions.

Before adding work equipment for a work position, the work position needs to have safety standard(s) attached.

Work equipment, that can be added for a work position, is determined by attached safety standards.

When the safety standards for work position have been set, we can attach work equipment from those safety standards.

You can set the quantity for each work equipment (how many pieces/pairs of work equipment employees will receive).

Create work position

This action requires the "create work position" permission.

A new safety standard can be created through the "Create work position" form.

When creating a new work positions, you need at least the work position's name, its international title and leave bonus (number of days). All other information can be entered later.

In order to assign a work position to an employee, the work position must have a valid HR department connected.

Update work position

This action requires the "update work position" permission.

Through the update form, you can manage:

• Name and international title of the work position:
  • If the work position does not have a different international title, it can be the same as the name.
• Leave bonus:
  • Set the amount of extra leave days that employees with this work positions get.
• Parent work position:
  • Set which work position this is a subset of (used when a work position can be present in multiple departments)
  • When this is the case, one parent work position is created, and then work positions for specific departments are derived from it.
• Is parent:
  • Set work position as a parent work position. Only work positions with this option checked can be selected as parent work positions.
    
• Mars code:
  • .
• HR department:
  • Work positions need to be linked to HR departments in order to be assignable to users.

A work position must be connected to a HR department  in order to be assignable.

When a work position is moved from one department to another, you can set the "To" date on the old department link and add a new one. The new one will then automatically become active.

Active links to departments must have the "To" dates set in the future.

Delete work position

This action requires the "delete work position" permission.

Work positions can be deleted by toggling their checkbox when viewing in table and clicking the "delete" button.

You can only delete work positions that are not linked to any HR departments or HR profiles. 

Assign user to work positions

Approver substitution

Work locations

User HR profiles

HR dashboard

Overview

The HR dashboard is an HR-only page that lists all employees and their work time events for the current month. 

Here, HR managers can view the current month's  arrivals/departures, business trips, holidays, sick leaves, vacation and other events of every employee.

One row represents one employee. Rows are split into columns that correspond to days in the given month.

If any of the rows have a red background, that means some events in that row have errors that need to be fixed before the end of the month.

Icons

Every icon in a row (grouped into days) represents an HR event of that employee: 

• 🚪 Check-in registration

  • When this icon is shown, that means there is no special events for that day and the employee has checked-in.
    

• ✅ OK

  • This icon is shown when the day has no special events and both check-in and check-out registrations exist.

• ❌ Missing registration

  • If this icon is shown, it means the day has no special events or missing registrations.

• ❓ Missing end/start registration

  • Registration events must appear in pairs each day (check-in and check-out). This icon is shown when the number of registrations for a given day is odd.

• ⛔  Declined request

  • This icon is shown when a workflow request, made by an employee, was denied by their team lead.

• 🔍 Waiting for approval

  • This icon appears, when an employee crated a new workflow request, that has not yet been approved/denied.

• 🎄 Holiday

  • This icon appears on days, when there is a holiday, that is also a day off. 

• 🌞  Vacation

  • This icon appears on days, when the employee is on vacation.

• 🚑 Sick leave

  • When this icon appears, that means the employee is/was on sick leave and their doctor has issued an ebol. 

• 🚑  Sick leave without ebol

  • When this icon appears, that means the employee is/was on sick leave, but an ebol has not been issued. 

• 🚗️ Business trip

  • This icon appears on days, when an approved business trip is planned to happen or has already happened.

• 🚗️ Business trip (in progress)

  • This icon replaces the ordinary business trip icon on the day, when the business trip is happening.

• 🏢 Work on location

  • This icon is shown on days, when an employee is working at a different company site, not in their usual workplace.

• ⌚ Overtime request

  • This icon means, that the employee has submitted an overtime request for that day. An overtime request is necessary for work over 10 hours on normal work days and any work, done on weekends, holidays,...

•  *  An unhandled event

  • This icon appears, when an unhandled exception happens in the access control system. Development team should be contacted.

HR events also differ in their background colors:

•        Regular event

  • Blue background represents a normal event. These are the common events with no requests attached, among which we count holidays, vacation, work from home  and arrival/departure registrations.
    

•        Approved request

  • Green background represent an approved request. Employee has added a new workflow request, that was approved by their team lead.

•        Pending request

  • Yellow background represent a pending request. Employee has added a new workflow request, that has not yet been approved/declined by their team lead.

•        Declined request

  • Red background represent an approved request. Employee added a new workflow request, that was declined by their team lead.

In this context, special events mean vacations, work form home, sick leave...

HR troubleshooting

Before the end of the month, HR has to look over everyone's work time for the current month and alert leads of employees whose work times show errors.

While most employees won't show as problematic, sometimes errors will appear that users cannot fix on their own. These error are addressed by the HR department. Among these, errors such as multiple registrations, wrongly inputted work trip or sick leave...

HR troubleshooting: Sick leave

HR troubleshooting: Business trip

When a process in the Process Manager is set to storno, the attendance request in HR dashboard has to be manually deleted.

The attendance request has to be deleted in HR dashboard.

To delete the problematic business trip attendance request, find the red car icon with the red background and click on it.

When a tool-tip with the details of the attendance request is shown, click on the "trash" button to begin its deletion. When shown, click the confirmation button to delete the business trip attendance request. 

HR troubleshooting: Registrations

HR reporting

HR hierarchy

Rewards and bonuses

Job applications

HR superadmin

Vacations - Dopusti

Za tiste, ki pridejo med letom in imajo zaposlitev za določen čas, sistem izračuna sorazmerni del dopusta za koršiščenje.

Če se zaposlitev  za določen čas ne začne na 1. v mesecu, se za tisti mesec sorazmerni del ne upošteva (za izračun sorazmernega deleža se vedno upošteva samo polni mesec.

Za generiranje dopustov (pogodb za  dopust / vacation contracts) je potrebno pognati scheduled job HR Generate Vacation Contracts.

Dopusti - koriščenje

Dopust se deli na 3 stanja:

• Porabljen dopust (rdeč)
• Prenešen dopust (rumen - neporabljen dopust v prejšnjem letu)
• Letošnji dopust (zelen - dopust za trenutno leto)

Vsak zaposleni lahko koristi (načeloma) toliko dopusta, kot ga ima na voljo.

Število dni dopusta za koriščenje je seštevek dni letošnjega in prenešenega dopusta.

Neporabljen letošnji dopust se prenese v naslednje leto kot prenešen dopust za naslednje leto. Prenešen dopust se porabi najprej, potrebno pa ga je porabiti v prvi polovici leta, drugače propade.

Če v prvi polovici leta (ko je na voljo še neporabljen preneše dopust) oddaš prošnjo za dopust v drugi polovici leta, se bo za to prošnjo "porabil" letošnji dopust.