ABOUT HR MANAGERThe 'HR Manager' is designed to store all key information relating to the employee(s) in the organisation during the life of their employment. The employee information is built using employment records.
Employment RecordsEmployment records are used to track the progress of an employee during the term of their employment. There are six types of employment record which can be added. These are as follows:-
- Start Employment Record There is only one Start Employment record and it is automatically added when a new employee is created. The Start Employment record sets the initial contractual conditions of that employee, including title, salary, how many days per week they work, who they report to, the business they work for, the location they work from and their allowances. NOTE: The Start Employment record cannot be deleted.
- Main Record A Main Record defines changes in the current employment. A pull down 'Reference' enables the record to show the principal reason for the change.
- Time Off Record The Time Off Record documents the time that the employee spends away from working their contractual business hours, whether approved or unapproved. The pull down 'Type' enables the record to define the type of Time Off taken, including Holiday, Compassionate Leave, Unapproved Leave, Sickness, Maternity Leave, Paternity Leave and Adoption Leave.
- File Note Record The File Note Record is a way of documenting key events during the lifecycle of the employee. The pull down 'Type' enables the record to show the principal reason for the file note, including Verbal Warning, Written Warning, Disciplinary Hearing or Other.
- Carry Over Record The Carry Over Record is related to the TIME OFF tile and is used to allow untaken holiday from a previous year to be included in the current year holiday allowances.
- Change Allowances Record The Change Allowances Record is related to the TIME OFF tile and documents the allowances given to the employee. It defines how many days holiday is allowed, how many days increase per year (if any) up to a maximum allowance per year.
Salary ProtectionSalary information can only be viewed by Vizula Users with HR Manager 'Control' access rights AND once the 'Show Salaries' icon
has been set to unlocked.
MANAGING EMPLOYEESEmployees are managed by clicking on the current employee name in the middle of the toolbar. This enables a sub-menu for managing all employees.
A list of employees will be show in the main body of the sub menu, name on the left and 'Dependent' status on the right - if the employee is referenced by any product, it will display 'Dependent'. An employee with a dependency cannot be deleted.
A filter at the top of the list marked
From List: allows the list to be refined according to employment type.
Employment TypesThere are a range of Employment Types that can be selected as follows:-
- All Employees Selects all employees regardless of their employment type.
- Unassigned When an employee is added to Vizula, they are added as an 'unassigned' employee, meaning that they haven't yet been assigned a 'type'. Selecting 'Unassigned' selects all employees that do not have a type assigned.
- Permanent Staff Permanent Staff are employees that are permanently employed by the business in a full-time or part-time capacity.
- Temporary Staff Temporary Staff are persons who are employed by the business on a temporary basis.
- Contractor Often self-employed, a Contractor is a person who is contracted to the business for short term or one-off projects.
- Consultant Often self-employed, a Consultant is a person who provides professional or expert advice in a particular field to the business.
- Ex-Staff Ex-Staff are persons who were employed by the business as permanent staff, but who have since left the business and are no longer permanent staff.
- Vizula Users Vizula Users are employees of any type, who are currently are marked as Vizula Users.
Selecting an Employee1. Click on the employees name in the middle of the toolbar. This will activate the 'Manage Employees' menu.
2. A list of employees will be shown in the list.
3. Click on any employee to select it.
Adding an Employee1. Open the 'Employee Manager', as above.
2. Click on the 'Add New Employee' icon
and the 'Add Employee' sub-menu will be displayed.
3. Choose a name for the new employee and click 'ADD'.
4. The new employee will be added to your list of employees.
Deleting an Employee1. Open the 'Employee Manager', as above.
2. Click on the 'Enable Delete Mode' icon.
and it will change to
indicating that 'Delete Mode' is enabled.
3. Icons will be displayed in the left hand column of the employee in the list as follows:-
- A 'Delete' icon indicates that the employee can be deleted.
- A 'No Delete' icon
indicates that the employee has dependencies and cannot be deleted.
4. Click on an employee that can be deleted and a confirmation sub-menu will be displayed.
5. Click 'DELETE' and the employee will be deleted.
DETAILSThe
DETAILS tile holds information for
NAME, employee
NUMBER,
EMAIL address, contact
ADDRESS and
PHONE number.
- All information can be edited by either clicking the DETAILS tile or by clicking the 'Edit Employee Details' icon
in the toolbar. - The Employee NUMBER is automatically generated, but can also be overwritten to enable your own employee number scheme to be used.
Editing The Employee Details1. Either click 'Edit Employee Details' icon
or click the
DETAILS tile.
2. The 'Employee Details' sub-menu will open.
3. Perform the edit and click 'OK'.
Enabling/Disabling the Employee as a Vizula UserAt the top right of the
DETAILS tile, you will find the Vizula User switch:
1. Click on the Vizula User switch to toggle it from disabled
to enabled
CURRENT EMPLOYMENTThe
CURRENT EMPLOYMENT tile holds information relating to the employee's current employment, including title, salary, who they report to, which business in your organisation employs them and which location is their primary location.
- The current employment status is initially set by the start employment record, but is then modified by any subsequent current employment records.
- Only one new current employment record can be added in any one calendar month although all existing current employment records can be edited.
- The current employment can be modified by clicking the 'Current Employment Record' icon in the CURRENT EMPLOYMENT tile. The 'Current Employment Record' icon will show as if a current employment record has been added within the last month or
if NO current employment record has been added within the last month
Adding / Editing the Current Employment Record1. Click the 'Current Employment Record' icon in the
CURRENT EMPLOYMENT tile. It will appear as
or
depending on whether a new employment record has been added within the last month.
2. The 'Employee Record' sub-menu will open.
3. Perform the edit and click 'OK'.
Adding a Filenote Record1. Click 'Add File Note' icon
in the
CURRENT EMPLOYMENT tile.
2. The 'File Note' sub-menu will open.
3. Perform the edit and click 'OK'.
EMPLOYMENT HISTORYThe
EMPLOYMENT HISTORY tile holds a chronological list of all employment records which have been created on the employee, including file notes, time off, contractual, allowances and holiday carry over. Any record can be viewed or edited by clicking the record in the list.
Editing a Historical Record1. In the
EMPLOYMENT HISTORY tile, click any of the listed records to enable the record editor. There are six types of record as follows:-
- Start Employment Record
- Main Record
- Time Off Record
- File Note Record
- Carry Over Record
- Allowances Record
2. Perform the edit and click 'OK'.
Deleting a Historical Record1. In the
EMPLOYMENT HISTORY tile, click on the 'Delete a record' icon.
and it will change to indicating that 'Delete Mode' is enabled.
2. Icons will be displayed in the left hand column of the records in the list as follows:
- A 'Delete' icon indicates that the record can be deleted.
- A 'No Delete' icon indicates that the record is a 'Start Employment Record' and cannot be deleted.
3. Click on a record that can be deleted and a confirmation sub-menu will be displayed.
4. Click 'DELETE' and the record will be deleted.
TIME OFFThe
TIME OFF tile holds a list of information relating to all time off taken or booked for the employee. The list is calculated from the records added and covers the following:
- CARRIED OVER comes directly from a 'Carry Over Record' and shows the number of days which the company allows the employee to 'carry over' from the previous year to the current year.
- ANNUAL ALLOWANCE is a calculation of the current year holiday allowance based on the start employment record and/or subsequent 'Change Allowances Record'. It is a calculation using INITIAL (days per annum) for the first year, and increasing at the rate of INCREASE (days per annum) every year up to a maximum of MAXIMUM (days per annum)
- TOTAL GRANTED is the total current year holiday allowance for the employee calculated as CARRIED OVER + ANNUAL ALLOWANCE
- YTD ACCRUED is a calculation of the number of days holiday actually accrued to date in this current employment year.
- HOLIDAY TAKEN shows the number of days actually taken as holiday in this employment year.
- HOLIDAY BOOKED shows how many days have been booked as holiday in the remaining current employment year.
- REMAINING (TOTAL GRANTED) is a calculation of TOTAL GRANTED - HOLIDAY TAKEN - HOLIDAY BOOKED. i.e. how much holiday is left vs the full granted holiday allocation for the current year.
- REMAINING (YTD ACCRUED) is a calculation of YTD ACCRUED - HOLIDAY TAKEN - HOLIDAY BOOKED. i.e. how much holiday is left vs the currently accrued holiday allocation for the current year.
- SICK shows how many days have been taken off as sick/illness.
- APPROVED shows how many days have been taken as approved (paid) leave, including compassionate and maternity leave.
- UNAPPROVED shows how many days have been taken as unapproved (unpaid) leave.
NOTE: Public Holiday's are region based and therefore related to a location. Consequently, all time off records are net of public holiday's provided that the PUBLIC HOLIDAY tile is correctly set in the relevant Location Manager.Adding a Time Off Record1. Click 'Add Time Off' icon
in the
TIME OFF tile.
2. The 'Time Off' sub-menu will open.
3. Once 'FIRST DAY OFF' and 'FIRST DAY BACK' have been set, a 'TIME OFF' calculation will be displayed based on 'Days Per Week' and is net of weekends and public holidays.
NOTE: Public holiday's for the employee is related to their current location and therefore the public holiday region must be correctly set in Location Manager PRIOR to adding a Time Off record.4. If 'FIRST DAY BACK' is set the the same day as 'FIRST DAY OFF', then it is assumed that the employee is taking half a day holiday.
5. Perform the edit and click 'OK'.
Adding a Carry Over Record1. Click 'Add Carry Over' icon
in the
TIME OFF tile.
2. The 'Carry Over' sub-menu will open.
3. Perform the edit and click 'OK'
Adding a Change Allowances Record1. Click 'Change Allowances' icon
in the
TIME OFF tile.
2. The 'Change Allowances' sub-menu will open.
3. Perform the edit and click 'OK'.
DOCUMENTS- Key employee documents can be uploaded, such as employment contracts, agreements, bonus targets, written warnings etc.
Uploading a Document1. Open the documents folder by clicking the folder icon
in the
DOCUMENTS tile.
2. The Documents Folder will open.
3. Click the 'Add Document' icon
4. The 'System File Dialog' will open.
5. Select a file or files to upload and click 'Open'.
6. The selected file(s) will be uploaded to Vizula and will appear in the Documents Folder.
Downloading a Document from the tile1. Click the document directly from the
DOCUMENTS tile.
2. The file will be downloaded.
Downloading a Document from the Document Folder1. Click documents folder icon
to open the Documents Folder.
2. The Documents Folder will open.
3. Click any file to download it to your device.
Deleting Documents1. Open the documents folder by clicking the folder icon
in the
DOCUMENTS tile.
2. The Documents Folder will open.
3. Click the 'Enable Delete Mode' icon
4. The icon will turn red
and you can now select files to be deleted by clicking them. A trash icon will appear in the top right corner of the file icon indicating that it is ready for deleting. You may select as many file for deleting as you wish.
5. A large trash icon will appear in the document folder toolbar indicating how many files will be deleted.
6. Click the large trash icon 'Delete Documents' to delete the selected files.
7. A confirmation sub-menu will be displayed asking for confirmation of deleting the document.
8. Click 'DELETE' to remove the document(s).
SHAREHOLDERS1. Shareholders are managed in the shareholders menu.
2. Click on the 'Edit Shareholders' icon
in the Toolbar and the shareholders menu will open.
Editing a Shareholder1. Open the shareholders menu and click on click on any shareholder in the shareholder list. The 'Shareholder' sub-menu will open.
3. Edit the shareholder information and click 'OK'.
Adding a Shareholder1. Open the shareholders menu and click on the 'Add Shareholder' icon
to open the 'Shareholder' sub-menu
3. Edit the shareholder information and click 'OK'.
Deleting a Shareholder1. Open the shareholders menu and click the 'Enable Delete Mode' icon
2. The icon will turn red
and all documents will be put into delete enable mode, displaying a trash symbol in its left hand column.
3. Click on the shareholder you wish to delete and the a confirmation sub-menu will be displayed asking for confirmation of deleting the shareholder.
4. Click 'DELETE' to remove the shareholder.
DEPENDENTSThe dependents list shows all the Product(s) which refer to the current employee, either as a Project Manager, Product Manager or Stakeholder.
Viewing and Navigating to Dependents1. Click on the 'Dependents' icon
in the Toolbar and the dependents menu will open.
2. You can navigate directly to a dependent by clicking on an item in the list.
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