Human Resources

1:17

Create a Candidate for Hire

This is an optional step and not required for creation of an Employee record.  However, there are benefits to the centralized tracking of a Candidate throughout the hiring process.  If the Candidate is hired, the data entered is copied over to the Employee record during the conversion step

1. Go to HR > Candidate, then click the ADD icon
2. In the new Candidate: Add record, enter the Candidate’s details available at this time, such as the following:
   • Contact information including a personal Email Address, Phone Number, and Address
   • Activities, such as the hiring interview progress and interviewee feedback, may be recorded in the Comment section, or added as individual Activities to the Activities tab (this will appear after the Save step below
3. Click the SAVE icon
4. On the Activities tab that appears, click the ADD icon and add information (including a Follow Up date) to the Employee Activity form
5. Click the Employee Activity form SAVE icon

Note: Should the Candidate be hired, you may convert the Candidate to an Employee using the Candidate form Extended Menu “Convert to Employee” option.

3:46

Create an Employee

1. Create an Employee record using one of the two following options:
   • Convert a Candidate record:
     1. Go to the Candidate record in HR > Candidate
     2. Click the Candidate form Extended Menu > Convert to Employee. An Employee record is automatically created using the Candidate information
   • Create a new Employee record:
     1. Go to HR > Employee, then click the ADD icon
     2. Enter the Employee details including personal contact information
2. With the Employee record in EDIT mode, add information in the following fields:
   • Statue Code: must be ACTIVE
   • Start Date – start date for the beginning of employment
   • Reports To – Supervisor who will approve the Employee’s time off and will post their time records.  This field is located on the Details tab
   • Expense Approver – person who will approve the Employee’s expenses.  This field is located on the Details tab
   • Note: Leave the User ID and Contact No fields blank. This is populated in a separate procedure
   • Check the Time Bill Email and Schedule Email boxes if you want this Employee to receive emails related to these
   • Salary Unit / Salary Amount
   • Any other fields for which you have information
3. Click the SAVE icon

• Once the Employee record is created, you may return to complete the setup and continuously add attributes pertaining to the Employee’s growth and Human Resource record, such as:
  • Wage Type, Labor Type and Burden | in conjunction with Accounting department, define the cost of the Employee before any Time Bill records are linked to their UserID
  • Training | capture courses and / or skills expiry dates
  • Benefits | define benefits / deductions applicable
  • Articles | track employer items in Employee’s possession to facilitate retrieval or inactivation in future
  • Reviews | capture performance or feedback review dates, scores and delivery
  • Employee Activities | capture any activity related to the Employee

2:56

Create Employee’s linked Userid and Contact

Typically, a newly created Employee record has blank User ID and Contact record

To add this information, complete the following steps:

1. Go to HR Main Menu> Employee, and open the Employee record
2. Click the Employee record Extended Menu > Create / Update User ID and Contact.  Note: this process will not function if you have not entered a Branch and Department on the Employee record.
3. In the pop up window that appears, type a new USER ID, or leave blank to use the “default” and the system will create a USER ID for you.
4. The following records are automatically generated and linked to the Employee record:
   • A Contact record with the Employee’s Name and Title
   • A User ID record with the Employee’s Name, Title, Company Number, Branch, Department, and link to the other newly created Contact record
     • • Recommended: Your System Administrator is expected to further define this new User ID’s permissions

      

For any future changes required for an Employee such as Title, Branch, or Department, complete the following steps:

1. Go to HR > Employee, and open the Employee record
2. In Edit mode, make the necessary changes to the record
3. Click the Extended Menu > Create / Update User ID and Contact.  The changes made are automatically synchronized with the linked User ID and Contact records

1:41

Define Employee Work Week

You can specify a typical work week for an Employee including the days of the week as well as the start and end hours for the day.  The work week for an Employee must be set up prior to scheduling or creating time requests.  Note:  this action is normally completed after HR Admin has already created an Employee with User ID and Contact No.

1. Go to HR > Employee, and open the Employee record
2. Click the Employee > Schedule tab
3. In EDIT mode, enter the following details:
   • Check off the days of the week the Employee will regularly work
   • The values for Default Start Time and Default End Time for the Employee’s typical work day. Make sure to use a twenty four hour clock for the time entry value
4. Click the Save icon.  Employee work days and times will now be available to view on the Resource Console.

HR personnel can assign PTO days and other time off allocations, including vacation days in Employee records.

4:23

Define Employee Allocation

To allocate days for an Employee, complete the following steps:

1. Go to HR > Employee, and open the Employee record
2. Open the Schedule tab and place the form in EDIT mode
3. Click the Time Off Allocations grid ADD button.  The Add Allocation window will open.
   • Enter the allocation details, including:
     • Type, Start Date, End Date, Amount Allowed, and External Comments (optional).  Note: External Comments will be visible to the Employee on the Time Off Allocations grid.
4. Click OK.  Notice the grid now displays a row for the Allocation just created

2:45

Create Employee Schedule

There are 2 options to create Employee Schedule: via Create Company Employee Schedule or via the Employee record.  Create Company Employee Schedule allows selection of multiple or all Employees, while from the Employee record, it is intended for a specific Employee

From Global Schedule

1. Go to HR Main Menu > Create Company Employee Schedule.  The Create Global Employee Schedule form will open.
2. Select the filter details for the Employee list based on Company, Branch, and / or Department
   • Notice the Available Employees grid displays a list of Employees from which we can choose to create a schedule
3. Define the schedule attributes:
   • Date, Time Range, and Type.  Note: Type options may vary based on your Organization
   • Optionally, add Comment text
4. Select the row(s) of Available Employees and click the ADD icon.  You will be asked to confirm your action.
   • Use Ctrl+click to select multiple Employees, or use the checkbox next to the grid title to select ALL Employees
   • Notice the schedule is created for the Employee names listed on the Current Schedule grid.  Status will be automatically assigned “APPROVED.”
   • The above changes may also be confirmed by navigating to HR Main Menu > Schedule and selecting appropriate dates / filters OR by navigating to the Projects Main Menu > Resource Console and selecting appropriate dates / filters

View / Delete Entry From Company Schedule

1. Navigate to HR Main Menu > Schedule and select appropriate dates / filters
2. On the Calendar, locate the Employee Schedule entry you wish to delete
3. Double click on the entry
4. Click the Delete button in the modal that appears

3:53

Create Employee Schedule from Employee Record

1. Go to HR Main Menu > Employee, and open the Employee record
2. Click the Schedule tab
3. Click Schedule grid ADD icon
   • In the modal that appears, enter the Schedule details, including Type, Start Date, End Date.  Note: Type options listed may vary according to your organizational needs.
   • Some fields may have defaults.  Start Time and End Time default to the Employee’s typical work day hours and Allocation per Day defaults to 1.00
   • External Comment (optional) – note External Comment will be visible to the Employee.
4. Click OK button.  Note: Status will automatically be set to APPROVED as items created in this manner do not require additional approvals.
5. The newly created Schedule item will now be visible in the Employee’s Schedule grid, on the Resource Console, and on the HR Main Menu > Schedule.

3:15

HR Approve Employee Time Off Requests

1. There are 2 options:
   • Go to View > My Tasks and click the HR Time Request type Task requiring you (HR) to approve
   • Or alternatively, go to HR > Employee and search for the Employee record
2. Go to Employee > Schedule tab
3. Enter the date range of this Employee’s time requests you wish to find and approve:
   • Specify the dates Start Date and End Date fields (middle of form)
   • Specify the Type applicable, or leave as “ALL”
   • Notice the request(s) waiting for your approval are in status HRSUBMIT
4. Decide whether to approve or deny the time request:
   • Hint: you may refer to the data displayed in Days Off / Allocations grid for this Employee’s allowable days remaining
   • Select the requested row(s) and click Schedule grid Extended Menu for options
     • • To approve: click Approve Selected. Status is now APPROVED
       • To deny: click Deny Selected, and enter the denial reason when prompted. Status is now HRDENIED
       • The Employee can expect to receive an automated email of the outcome of your action, i.e. HR’s approval / denial decision of the time request

      

Auto Approve time requests:

HR and / or Manager Approval may be set to Auto Approve from the General Code EMPSCHEDT using the Auto Approve column.  Place the form in EDIT mode, double click inside the desired Auto Approve column cell, and select HR, MANAGER or BOTH dependent upon which approvals you wish to set to auto approve.  When finished, SAVE the form

Reference: a submitted time request will go through the MGRSUBMIT, HRSUBMIT, and APPROVED statuses, as illustrated on this Q360 employee schedule status flow for time request:

4:09

Create HR Reservation

HR representatives now have three methods by which to add events to employee schedules.  This might be required when an Employee is unable to schedule their own time off, or when an Employee needs to be scheduled for HR-related activities such as training.

Note: Scheduler must have HR permissions in order to use the methods discussed below.

Method 1: Resource Console (Best Practice)

1. Projects Main Menu > Resource Console
2. Use the EDIT icon to place the console in EDIT mode
3. Click on the HR sub tab
4. Select a User from the drop down menu
5. In the HR Schedule Types grid below the Resource Console, click on the Type of event you are trying to schedule
6. Click within the Resource Console and drag across the hours / days that you wish to block off for this event.  Note: the highlighted sections of the Resource Console indicate the Employee’s available work schedule.  Available work days / hours are set up on the Employee form Schedule tab.
7. A Schedule form will open in a pop up window.  Enter Title, Comments and other information as needed.  You may also adjust Start and Stop dates and times here if needed.
8. Click OK on the Schedule pop up window and then click SAVE icon on the Resource Console
9. Note: you may hover over an HR Reservation on the Resource Console to view the Start and End Dates / Times, Title and Comments.  Single clicking on the HR Reservation will allow you to edit or delete the reservation if needed.  Double clicking on the HR Reservation will take you to the HR Schedule form which may be put in EDIT mode to make additional changes if needed.  Right clicking on the HR Reservation opens a menu of additional options:
   • Shift Selected Event(s)
   • View Details
   • Delete Selected Event(s)
   • Open Linked Record
   • Copy Selected Event(s)
   • Start/Stop Time Bill

Note: Event reservation types are added and defined as General Codes, including event color choices.  Event types defined this way will automatically be added to the Extended Menu legend.

Note: This method replaces previous Resource Console method, “Create Employee HR Reservation.”

Method 2: Global Schedule

1. HR > Global Schedule.
2. Select a Company, Branch and Department to narrow Available Employees listed in the grid below. Select the date and time for the event you wish to add.  Select the type of event from the Type drop down menu.  As with the Resource Console method, these types are added and defined as General Codes.
3. Click on an employee name to select and click the ADD button on the Current Schedule grid. A pop-up window will appear asking you to confirm the type and date of the event.  If the information is correct, click OKAY.
4. The event and details will appear in the Current Schedule grid. Note that events added by this method will bypass manager approval and automatically be entered in APPROVED status.  This event will then appear on the employee’s Resource Console.

Note: There is no SAVE button on this window.  Clicking OKAY on the pop-up confirmation serves to save the event.  There is also no means by which to edit events once created.  If changes need to be made, the event must be deleted using the DELETE button, and re-created.

Method 3: HR Time Request

1. File > HR Time Request.
2. Select employee from drop down menu. Select the date, start and end times, and type of event in the designated fields.
3. Type a comment and click SUBMIT button. An email will be sent to the employee’s direct supervisor as defined within Q360 for approval of the event.  Depending on your system setup, HR approval may then be required as well.  The status in the Schedule grid below will update as the request moves through the approval process.  This event will only appear on the employee’s Resource Console when the approval process is complete.

Note:  This is the least efficient method of entering HR reservations for events such as training and / or meetings and should be reserved for employee use in requesting time off or HR time off overrides in the event that an employee is unable to enter a request.