Overview of hr Functions

hr has several primary functions which are discussed in brief below, these include:

  • Positions:
    The Positions module is the core of hr. Here, you can define the company hierarchy at a functional level (position) and a personal level (position incumbent). Starting with the top-most level (e.g. CEO), you can define the generic requirements for each position, then add the particulars of the position incumbent followed by the next tier of positions, such as sales managers for individual states. The process is continued until the organisation structure has been built. This structure will be automatically reflected in the organisation chart.
  • Incumbents:
    An Incumbent is an employee/ contractor who is given a position. The position stores the generic information for that role, while the incumbent section stores the particular details of the employee(s) holding the position, such as their actual position start date, qualifications and training courses completed (or scheduled).
  • Events:
    The Events module is designed to record any HR- or employment-related events which occur for an employee or incumbent. Events can be any item you want to record, including: performance reviews, inductions, probationary reviews, package changes etc.
  • Skills:
    Skills will normally indicate an expertise or area of competence for which there is no associated cost to the company. Examples of skills include tertiary qualifications, driver's license, public speaking and so on. A skill can be attached to a position, indicating what is desirable or required for that position, or attached to a position incumbent, outlining the skills that the incumbent actually holds.
  • Training:
    Training is similar to skills, but has the added functionality of optional costing; therefore this section can be normally used to record training events for which the company may incur a cost. This can include external training which is directly funded by the company or internal training where costs are incurred at an hourly rate,
  • Property:
    The property module is a registry of articles which are available to a position or incumbent, for example keys or access cards, company phone, laptops and company cars. Registering a property item at position level indicates the generic items which might normally be issued to that position. At the incumbent level you can store identification details for actual items issued (serial number, asset number and an image) as well as the issue and return dates, costs and so on.
  • Planner:
    The planner module integrates with all modules of hr, providing an overview of many events and significant dates which occur throughout the hr and within payroll. For example, the planner displays entries for issue and replace dates which have been set for property items. The planner is available at payroll's employee level (where only that employee's events can be viewed) and at hr position level (where events can be viewed for an incumbent and the incumbent's direct reports).
  • Actions:
    • ClosedActions

    The actions module is used to manage activities which relate to events, training, skills or property. There are three action types: tasks, phone messages and email. Customised templates can be created for group mailings and tasks.

    ClosedTasks

    These can be used to generate pop-up reminders for upcoming or outstanding tasks. Tasks can be assigned to other users, and/or sent to users, employees and contacts via email.

    ClosedPhone messages

    This can be used to record any phone messages made or received in relation to the current item.

    ClosedEmail

    This can be used to send ad-hoc or pre-formatted emails to any email address stored within the system – a lookup feature will display stored email addresses. You can generate a blank email message, or a message which is automatically customised with details of the item being viewed. For example, if you are viewing a training event, the email can relate to the employee's booking on a training course.

  • Security:
    The security aspects of hr allow you to grant system access to selected incumbents and control the areas of the system they can access.
  • Document Repositories:
    The system allows you to load documents into positions, employee files, or into the training, skills, property or event modules, or into the dedicated document repository of the employee file. You can load a variety of documents including text documents, spreadsheets, graphics, xml files and so on.
  • Organisation Chart:
    The organisation chart, or "org chart", provides a one-stop overview of the organisation structure as you have defined it, from the top-most level to the lowest rung if required. You can limit the number of levels shown in the org chart if you wish. You can access the org chart at a global level, or from any position, where it will show only those positions which report to it. The org chart has a very flexible inbuilt print function which gives the user absolute control over the format and presentation of a printed org chart.
  • HR Framework:
    The HR framework is the most basic level of hr, where you define the generic items which you will use and re-use throughout hr. There are two areas in the framework:
    • Institutions with which the company interacts such as the company itself or training institutions.
    • Action Items which can be used to create template tasks and/or email which pick up detail of the specific item in question.
    • Validation tables which define generic skills, events, positions and so on. Most entries in the validation tables are designed to facilitate two-step data entry, with primary and secondary entries. For example you can define a primary training type OH&S, with secondary training courses fire safety, electrical safety and incident investigation. When setting up a training event, selection of the OH&S training type automatically displays the linked secondary types, thus simplifying your data entry steps.