EHR - HR User Defined Areas Tab (SU)
Overview
The ‘HR User Defined Areas Tab’ allows you to create custom fields for employee records in your TASS database.
It can be accessed by navigating to TASS.web Payroll HRM > Employee/HR > Setup Information > Employee/HR Setup.
User Security Permissions
Access to this program is controlled by the ‘Employee/HR Setup’ and '---HR User Defined Areas tab' security points in TASS.web System Admin > Users > User Maintenance or TASS.web System Admin > Users > Security Role Permissions. Contact your school’s TASS System Administrator for access.
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:
Number of fields Available | Type of field | Fields can be set up as 'Triggers' |
|---|---|---|
10 | Single Character Flag fields (often used for Y/N type fields) | Y |
10 | Table Referenced fields | Y |
10 | Text fields | Y |
10 | Date fields | Y |
10 | Attachment Fields | N |
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 set up view and edit permissions for the 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 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].
This program references ‘Teacher Kiosk'. From version 53, 'Teacher Kiosk' was renamed to 'Staff Kiosk’.
After a user is assigned permission to a UD Area, the area will appear in Staff Kiosk Payroll/HR > My Payroll/HR on the left side menu. The Staff Kiosk user can then click ‘Update’ to update this information if needed. See the ‘Maintaining UD Area Data For Employees’ section below and the ‘UD Areas (SK)’ article for more information.
The 'Staff Kiosk Permissions' icon at the top of the screen 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 Payroll HRM > Payroll > Employee Information > Employees or Payroll HRM > Employee/HR > Employee Information > Employees.
In bulk using TASS.web Payroll HRM > Employees > Employee Information > HR User Defined Areas Grid.
By Employees using Staff Kiosk 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.
Fields that require detailed explanation | |
Code | The system will automatically allocate the next code on save. Up to 999 UD Areas, can be added. |
Description | Up to 30 characters. |
Flag Fields ID 1 - 10 | Each field can have a description of up to 30 characters. For each 'Flag' field you can nominate a 'Trigger'. It is a single character fields (0-9, A-Z) which are often used as Yes / No fields. To determine the order that each field will display in the UD Area for Employees enter a 'Sort' number (NN.NN). Use the drop-down list if you want the Field to display and/or be editable in Staff Kiosk. |
Table Referenced Fields ID 11 - 20 | Each field can have a description of up to 30 characters. Click on the ‘yellow alert’ icon to add or edit the 'UD Reference Data' for each field. 'Trigger' field functionality as described above is also available. The trigger must be one of the table referenced data codes for this field. To determine the order that each field will display in the UD Area for Employees enter a 'Sort' number (NN.NN). Use the drop-down list if you want the Field to display and/or be editable in Staff Kiosk Payroll/HR > My Payroll/HR > UD Areas. |
Text Fields ID 21- 30 | Each field can have a description of up to 30 characters. 'Trigger' field functionality as described above is also available. The trigger will be the text entered in this field. To determine the order that each field will display in the UD Area for Employees enter a 'Sort' number (NN.NN). Use the drop-down list if you want the Field to display and/or be editable in Staff Kiosk Payroll/HR > My Payroll/HR > UD Areas. |
Date Fields ID 31- 40 | Each field can have a description of up to 30 characters. 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'). To determine the order that each field will display in the UD Area for Employees enter a 'Sort' number (NN.NN). Use the drop-down list if you want the Field to display and/or be editable in Staff Kiosk Payroll/HR > My Payroll/HR > UD Areas. |
Attachment Fields ID 41- 50 | Each field can have a description of up to 30 characters. To determine the order that each field will display in the UD Area for students enter a 'Sort' number (NN.NN). Use the drop-down list if you want the Field to display and/or be editable in Staff Kiosk Payroll/HR > My Payroll/HR > UD Areas. |