EHR - Employee/HR Setup (SU)

Overview

This program is where system defaults and templates for employees are entered. These defaults are required to be set up before records can be entered in other screens.

These screens display the following tabs in a multiple tab layout; 'License', 'HR User Defined Areas', 'Qualification Categories', 'Qualification Institutions', 'Note Categories', 'Titles', 'Marital Status', 'PD UD Fields', 'PD Types', 'PD Status' and 'PD Providers' tabs.

Click on the required tab to access fields and enter or view data.

You are unable to delete any 'Qualification Categories', 'Qualification Institutions', 'Note Categories', 'Titles', 'Marital Status', 'PD Types', 'PD Status' or 'PD Providers' that are currently in use on an employee record.

The program will operate in a viewing-only mode until you select the ' Edit ' button.

Licence Tab

This tab will be used by TASS staff to install a license for this module.

It is a useful tool to check the number of licences that the school has versus the number of current employees on the database.

HR User Defined Areas Tab

UD (User Definable) Areas enable greater flexibility for your school to create custom fields in your TASS database that may not necessarily be provided with the application.

There are 999 HR user definable areas available for use.

Each UD Area can potentially have up to:

Only the fields that have been initiated in this program will display on employee records. For example, if you only initiate 6 fields for a UD Area, then that is all that will be available for each employee's record.

Examples of employee HR data areas could be

• Performance Appraisal.

• Development Stream.

• Other Interests.

• Medical Information.

Triggers

You can set up 'Triggers' on certain fields. When an employee record is accessed by a TASS.web user, a field that has been set up with a 'Trigger' is indicated with a ‘yellow alert’ icon. Users can hover over this icon for information on the data condition that will initiate the 'Trigger'.

When an employee record (that contains a UD Area 'Trigger' data condition) is accessed by a TASS.web user, the field name and the data condition will be displayed as a 'Special Condition' warning. Date 'Triggers' will display as warnings when the current day is before or equal to the date that you enter (providing the field has been set up as a 'Trigger').

Attachments

Use these fields to allow TASS.web users to attach documents to a UD Area for an employee.

Attachments that are added can then be accessed by TASS.web user or Staff Kiosk users who have access to the UD Area.

Sort Order

You can determine the order in which fields display within each UD Area on the employee records. This applies across all fields. For example, you can have two flag fields followed by an attachment field followed by a text field etc.

Permissions

• TASS.web users. Use the 'Roles' link to setup view and edit permissions for TASS.web user for each HR Area.

• Staff Kiosk users. View and Edit permissions for Staff Kiosk users (also referred to as 'Teacher Kiosk' users) are set up for each HR Area using TASS.web program System Admin > Users > Portal Security Permissions. Each HR Area that you create will appear in the 'Payroll/HR' section of the Teacher Kiosk Permissions, prefixed with [UD Area].

The 'Staff Kiosk Permissions' button will generate a report showing the Staff Kiosk Roles and Staff Kiosk Users assigned to each HR User Defined Areas.

Select the 'Print' icon to produce a listing of the 'HR User Defined Areas'.

The 'Print' function allows you to choose the 'destination' of the report. This can be to Adobe® PDF viewer, Microsoft Excel® or Microsoft Word®.

Sorting options are available on the left side of the screen.

Use the checkboxes on the right side of the screen to indicate your preference for displaying 'Roles', 'Alternate Row Colours' and 'Table Borders'.

Maintaining UD Area Data For Employees

Once UD Areas have been successfully created, the data for the fields defined in each UD Area can be maintained against the individual employees records.

UD Area data for employees can then be maintained:

• Using TASS.web program Payroll HRM > Payroll > Employee Information > Employees  or Payroll HRM > Employee/HR > Employee Information > Employees.

• In bulk using TASS.web program Payroll HRM > Employees > Employee Information > HR User Defined Areas Grid.

• By Employees using Staff Kiosk program Payroll/HR > My Payroll/HR.

To create a new HR data area click on the 'New Area' button.

Enter a code and a description to identify the HR area. This is the label that the TASS software will display on the 'UD Areas' tab on the employee record.

Each UD Area can potentially have up to 50 fields to use within each HR area.

Qualification Categories Tab

Use this tab to configure the types of qualifications that are available when adding qualifications onto an employee's record using TASS.web programs:

• Payroll HRM > Payroll > Employee Information > Employees 

• Payroll HRM > Employee/HR > Employee Information > Employees

Fields that require further explanation
Enable notifications	Tick this option to indicate if a notification is to be generated for expiring qualifications in this category. ❗ Expiry Notifications require a 'No Reply Email Address' to be entered in Finance > General Ledger > Setup Information > Company Information.
Number of Days Notice	Enter the number of days before the qualification 'Date' that a notification will be sent.
Email Employee	Tick this option to include the employee in the qualification expiry notification sent.
Email Direct Supervisors	Tick this option to include an employee's supervisor(s) in the qualification expiry notification sent. Supervisors for each employee are setup in TASS.web programs: Payroll HRM > Payroll > Employee Information > Employees  Payroll HRM > Employee/HR > Employee Information > Employees
CC Email	The email address to be automatically placed in the carbon copy (CC) field when a qualification expiry notification is sent.

Qualification Institutions Tab

Use this tab to create the institutions that will become available when adding data through the 'Qualifications' tab in TASS.web programs:

• Payroll HRM > Payroll > Employee Information > Employees 

• Payroll HRM > Employee/HR > Employee Information > Employees

PD UD Fields Tab

PD UD (User Definable) fields enable greater flexibility for your school to create custom fields in your TASS database for PD Activities that may not be provided with the application.

User Defined Fields are fields that your school can customise to suit your school requirements.

This screen is used to set them up for the PD Activity record. These fields are referenced in various programs including:

• TASS.web program Payroll HRM > Payroll > Employee Information > Employees on the 'PD Activities' tab.

• TASS.web program Payroll HRM > Employee/HR > Employee Information > Employees on the 'PD Activities' tab.

• Staff Kiosk program Payroll/HR > Various menus options.

To create PD UD Fields click on the 'Edit PD UD' button at the top of the screen.

There are then 20 fields available to use within each PD Activity record.

• 5 x Single character flag fields (0-9, A-Z) which are often used as Yes / No fields, e.g. After Hours Course Y/N.

• 5 x Table referenced fields (Picklist), e.g. Provider Category (Community-based, Government Registered, Industry registered, Professional provider).

• 5 x Freeform 100 character text fields to store information relating to the PD Activity, e.g. Venue contact details.

• 5 x Attachment fields for file attachments for the PD Activity. These are the attachments that the school requires from the employee who is undertaking the PD Activity, e.g. Receipts, Attendance Certificates, Course Summary, Feedback Form.

Click on the 'Arrow' icon next to Fields 6 to 10 to display the table referenced data for each respective field. Use the 'Edit' button to change a data item 'Description'. To enter a new data item for that table enter a 'Code' and 'Description'.

PD Types Tab

Use this tab to create the PD Types that will become available when adding data through the 'PD Activities' tab in:

• TASS.web program Payroll HRM > Payroll > Employee Information > Employees 

• TASS.web program Payroll HRM > Employee/HR > Employee Information > Employees

• Staff Kiosk program Payroll/HR > PD Activities - My (Add).

• Staff Kiosk program Payroll/HR > PD Activities - My (Maintain).

• Staff Kiosk program Payroll/HR > PD Activities - My Staff (Maintain).

PD Status Tab

Use this tab to create the PD Status that will become available when adding and editing PD Activity records in the following programs, BUT subject to the Availability Rules shown below:

The PD Status also has a flag that determines when a PD Activity is visible to Teachers in Staff Kiosk Homepage > PD Activities Upcoming.

The PD Status also has a flag that determines when a PD Activity is visible to Supervisors (Approvers) in Staff Kiosk Homepage > PD Activities Upcoming.

It is recommended that you use the following setup for PD Statuses:

How this would work:

1. Teachers enter their own PD activities using Staff Kiosk program Payroll/HR > PD Activities – My (Add). These would be entered with the status of 'Requested'.
   Teachers won't see these in their Staff Kiosk Homepage > PD Activities Upcoming.
   Supervisors (approvers) will see these in Staff Kiosk Homepage > PD Activities to Action.

2. Supervisors (approvers) are allowed to change the status for PD Activities from 'Requested' to 'Approved' or 'Rejected' using Staff Kiosk program Payroll/HR > PD Activities – My Staff (Maintain).
   Once the status is changed to 'Approved' by the Supervisor, Teachers will see these in their Staff Kiosk Homepage > D Activities Upcoming.

PD Providers Tab

Use this tab to create the PD Providers that will become available when adding data through the 'PD Activities' tab in TASS.web programs:

• Payroll HRM > Payroll > Employee Information > Employees 

• Payroll HRM > Employee/HR > Employee Information > Employees

and Staff Kiosk programs:

• Payroll HRM > Payroll/HR > PD Activities – My (Maintain)

• Payroll HRM > Payroll/HR > PD Activities – My (Add)

Note Categories Tab

TASS.web provides a facility for entering and retrieving employee notes. A note category is mandatory for each note entered.

This tab is used to create and maintain 'Note Categories' for this module.

To create a new category click 'New' to add a new 'Code' and 'Note Category' description.

Each 'Note Category' requires a unique alphanumeric code up to 3 characters long and a description up to 30 characters long.

Example of employee note categories could be:

• Media Publications.

• Employee Submitted.

• Management Submitted.

• General.

• Pay Envelope Message (if using Payroll module).

To edit an existing category, highlight the appropriate line and click the 'Edit Selected' button to make description changes or the 'Delete Selected' button to delete the category.

Titles Tab

Use this tab to create the titles that will become available when adding employee records through TASS.web programs:

• Payroll HRM > Payroll > Employee Information > Employees. 

• Payroll HRM > Employee/HR > Employee Information > Employees. 

Examples could be Doc, Prof, Miss, Ms, Mrs, Mr etc.

Marital Status Tab

Use this tab to create the marital statuses that will become available when adding employee records through TASS.web programs:

• Payroll HRM > Payroll > Employee Information > Employees. 

• Payroll HRM > Employee/HR > Employee Information > Employees. 

Examples could be Married, Single, Divorced, etc.

TK Requests Tab

Use this tab to set up and maintain requests that become visible to teachers and staff in the Staff Kiosk Payroll/HR top menu.

Examples of requests could be employee address changes, bank account detail changes or leave requests.

Attributes of a request are:

• They appear as menu options for teachers and staff under the Staff Kiosk Payroll/HR top menu.

• Because each request is a separate menu item, you can use TASS.web program System Admin > Users > Portal Security Permissions to determine the teachers and staff who will have access it.

• When a teacher or staff member completes a request, it is sent via email and cc'd to a designated person (e.g. The Pay Office or HR Officer).

• The content that the teacher or staff member enters can be saved as either a standard or confidential note on the employee record.

Click the 'New Request' button to create a new request.

Fields that require further explanation
Description	This will be the menu item description that teachers and staff will see under the Staff Kiosk Payroll/HR top menu, e.g. Annual Leave Request.
To Email	Specify the email address of the person who is to receive the request, e.g. The Pay Office or HR Officer. All requests will be sent via automated email. Multiple email addresses can be nominated by separating them with a semicolon, e.g. payroll@school.com.au; payroll1@school.com.au)
CC Email	Specify who should receive a copy of the request if applicable.
Subject Text	The text entered here will appear in the subject line of the automated email that is sent to the recipients entered above when a teacher or staff member completes a request.
Body Text	You can use this section to enter a template of the form that teachers and staff will use to complete their request. Example I would like to request annual leave for the following dates:  Commencing:  Finishing:  Number of Days:
Save in Notes	This determines if the details of a submitted request will be saved in TASS.web as an employee note. Options are: Don't save. Save as a standard employee note. Save as a confidential employee note.
Note Category	This determines the Note Category that will be used when a request is submitted. These are maintained on the 'Note Categories' tab in this program.

Select the 'Save' button to commit your changes to the database.

TK Requests can be found in the Payroll/HR section of this program, prefixed with [Request].

Schedule Tab

This tab is used to create and maintain 'Work Schedule Week' records.

'Work Schedule Weeks' are required to set up work schedules for employees. 

For non payroll companies, Work Schedules are required to use Online Leave Applications.

The number of 'Work Schedule Weeks' required will depend on the working cycle of employees.

An example of this might be a part-time employee who works Monday, Tuesday and Friday in the first week but only Thursday and Friday in the second week. This would only require 2 Work Schedule Weeks to be created.

Click the 'New Work Schedule Week' button to add a new Work Schedule Week.