Human Resources

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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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:

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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:

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Save Partner.

Workflow approvals

Performance reviews

Attendance event type categories

Attendance event types

Attendance events

Attendance requests

HR departments

Work positions

Work positions

Overview

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

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Work positions

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.

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

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

Work positions

Create work position

This action requires the "create work position" permission.

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

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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.

Work positions

Update work position

This action requires the "update work position" permission.

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Through the update form, you can manage:

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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.

Work positions

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

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Assign user to work positions

Approver substitution

Work locations

User HR profiles

HR dashboard

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.

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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: 

HR events also differ in their background colors:

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

HR dashboard

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...

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HR dashboard

HR troubleshooting: Sick leave

HR dashboard

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.

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

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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 dashboard

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

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Dopust se deli na 3 stanja:

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.