Human Resources

Overview

The Human Resources module in webERP provides comprehensive functionality for managing all aspects of human capital management. The module is designed to handle employee information, organizational structure, compensation, performance management, recruitment, training, and compliance tracking.

The HR module integrates with the general ledger for payroll and compensation postings, and provides comprehensive reporting and analytics capabilities. All employee data is maintained securely with role-based access controls to protect sensitive information.

The module supports the complete employee lifecycle from recruitment through separation, including:

HR System Features

The HR module provides the following capabilities:

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Getting Started with the HR Module

This section provides a step-by-step guide for implementing the HR module in your organization. Follow these steps in order for the smoothest implementation.

Step 1: Initial System Configuration

Before entering employee data, configure the foundational settings:

  1. Configure HR System Options (HR → Maintenance → System Options)
    • Appraisal Frequency: Set how often performance appraisals should occur in days (default: 365 days for annual reviews). The system uses this to identify employees due for appraisal.
    • Maximum Sick Days: Set the maximum sick days allowed per year for compliance tracking (default: 10 days).
    • Maximum Vacation Days: Set the maximum vacation days allowed per year (default: 20 days).
    • Minimum Salary Increase Percentage: Set the minimum allowed salary increase percentage (default: 0%). The system will warn if increases are below this threshold.
    • Maximum Salary Increase Percentage: Set the maximum allowed salary increase percentage (default: 15%). The system will warn if increases exceed this threshold.
  2. Set Up Security Permissions (Setup → Security)
    • Assign HR security tokens to appropriate user roles
    • Determine who can view vs. edit employee data
    • Restrict compensation data access to authorized personnel
    • Set up employee self-service access if desired

Step 2: Build Organizational Structure

  1. Create Departments (Setup → HR → HR Departments)
    • Start with top-level departments (Sales, Operations, Finance, etc.)
    • Add sub-departments if needed
    • Link each department to a cost center for GL integration
    • Don't assign managers yet - you'll do this after entering employees
  2. Define Pay Grades (Setup → HR → Pay Grades)
    • Create grades that align with your compensation philosophy
    • Set minimum, midpoint, and maximum for each grade
    • Document grade criteria for consistency
  3. Create Positions (Setup → HR → HR Positions)
    • Define all job positions in your organization
    • Assign each to a department and pay grade
    • Write clear job descriptions
    • Set up reporting relationships (you can refine these later)

Step 3: Enter Employee Data

  1. Start with Leadership
    • Enter executives and senior managers first
    • This establishes the top of your reporting hierarchy
  2. Add Remaining Employees (HR → Employees → Employee Entry)
    • Work down the organizational hierarchy
    • Enter complete information for each employee
    • Include emergency contacts
    • Upload employee photo if available
  3. Update Department Managers
    • Now that employees are in the system, go back to departments
    • Assign the appropriate manager to each department

Step 4: Configure Performance Management (Optional but Recommended)

  1. Define Rating Scales (Setup → HR → Rating Scales)
    • Create the scale you'll use for evaluations (e.g., 1-5 or Exceeds/Meets/Below)
  2. Set Up Performance Criteria (Setup → HR → Performance Criteria)
    • Define what you'll evaluate (quality, productivity, communication, etc.)
    • These can be customized by position later
  3. Create Skills (Setup → HR → Skills)
    • Define key skills for your organization
    • Group by category (technical, behavioral, leadership)
  4. Link Skills to Positions (Setup → HR → Job Skills)
    • For each position, define which skills are required
    • Set required proficiency levels

Step 5: Begin Daily Operations

Once setup is complete, you can start using the system for day-to-day HR activities:

Quick Start Checklist

Use this checklist to track your implementation progress:

Step Task Complete
1 Configure HR System Options ☐
2 Set up security permissions ☐
3 Create departments ☐
4 Define pay grades ☐
5 Create positions ☐
6 Enter employee data ☐
7 Assign department managers ☐
8 Configure performance management (optional) ☐
9 Train users on the system ☐
10 Begin daily operations ☐
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HR Dashboard

The HR Dashboard provides an at-a-glance view of key human resources metrics and quick access to common HR functions. Access the dashboard from:

Main Menu → Human Resources → HR Dashboard

The dashboard displays:

Using the "Due for Appraisal" Feature:

The dashboard automatically tracks which employees are due for performance appraisals based on your configured appraisal frequency:

  1. The system calculates time since each employee's last completed appraisal
  2. For employees who have never been appraised, it calculates from their hire date
  3. Click on the "Due for Appraisal" number to see a detailed list of employees requiring appraisal
  4. From that list, you can directly create new appraisals for each employee
  5. This ensures timely performance reviews according to your organization's schedule
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Organizational Structure

Departments

Departments represent the organizational units within your company. Departments are defined from:

Setup → Human Resources → HR Departments

To Create a New Department:

  1. Navigate to Setup → Human Resources → HR Departments
  2. Click the "New Department" button
  3. Enter the required information:
    • Department Code - unique identifier (up to 10 characters, e.g., "SALES", "IT", "HR")
    • Department Name - descriptive name (up to 50 characters, e.g., "Sales Department")
    • Manager - select the employee who manages this department from the dropdown
    • Parent Department - select the parent department if creating a sub-department (optional)
    • Cost Center - enter the GL cost center code for expense tracking and reporting
    • Description - enter a detailed description of the department's function and responsibilities
  4. Click "Save" to create the department

To Edit an Existing Department:

  1. Navigate to Setup → Human Resources → HR Departments
  2. Click on the department code or name in the list
  3. Modify the desired fields
  4. Click "Update" to save changes

Building a Department Hierarchy:

Departments can be organized hierarchically to reflect your organization's structure:

  1. First create the top-level departments (leave Parent Department blank)
  2. Then create sub-departments and select the appropriate Parent Department
  3. Example hierarchy:
    • Sales (top level) → Regional Sales → District Sales
    • Operations (top level) → Manufacturing → Quality Control

Note: The department hierarchy is used for reporting chains, approval workflows, and organizational charts. Changes to the structure affect reporting relationships.

Positions

Positions define the jobs within your organization. Positions are created and maintained from:

Setup → Human Resources → HR Positions

To Create a New Position:

  1. Navigate to Setup → Human Resources → HR Positions
  2. Click "New Position"
  3. Enter the position details:
    • Position Code - unique identifier (e.g., "MGR-001", "SALES-REP")
    • Position Title - the job title (e.g., "Sales Manager", "Software Engineer")
    • Department - select the department from the dropdown
    • Reports To Position - select the supervisory position (establishes reporting hierarchy)
    • Pay Grade - assign the appropriate pay grade for compensation planning
    • Job Description - enter detailed responsibilities, duties, and requirements
    • Status - set to Active or Inactive
  4. Click "Save Position"

To Assign Required Skills to a Position:

  1. After creating the position, go to Setup → Human Resources → Job Skills
  2. Select the position from the dropdown
  3. Click "Add Skill"
  4. Select the skill from the list
  5. Enter the required proficiency level (1-5 or as defined in your system)
  6. Mark as mandatory or preferred
  7. Save the skills assignment

Managing Position Budgets:

Track authorized headcount versus actual staffing:

  1. Navigate to Setup → Human Resources → Position Budgets
  2. Select a budget year
  3. For each position, enter:
    • Budgeted positions (authorized headcount)
    • Planned hires by quarter
    • Estimated salary budget
  4. The system automatically shows current filled positions
  5. View variance reports to compare budget vs. actual
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Employee Management

Employee Entry and Maintenance

Employee records are created and maintained from:

Human Resources → Employees → Employee Entry

To Create a New Employee Record:

  1. Navigate to Human Resources → Employees → Employee Entry
  2. Click "New Employee"
  3. Complete the Personal Information section:
    • Employee Number - enter a unique ID or leave blank to auto-generate
    • First Name, Middle Name, Last Name - enter full legal name
    • Preferred Name - name used for day-to-day interactions (optional)
    • Gender - select from dropdown
    • Date of Birth - use date picker or format YYYY-MM-DD
    • Social Security Number / National ID - entered in encrypted format for security
    • Marital Status - select Single, Married, Divorced, Widowed, etc.
  4. Enter Contact Information:
    • Email Address - work email (used for system login if self-service is enabled)
    • Phone Number - primary work phone
    • Mobile Phone - optional
    • Address - street, city, state/province, postal code, country
  5. Complete Employment Information:
    • Hire Date - first day of employment
    • Original Hire Date - only different if this is a rehire
    • Employment Status - Active, On Leave, or Terminated
    • Employment Type - Full-Time, Part-Time, Contract, or Temporary
    • Department - select from previously defined departments
    • Position - select the employee's job position
    • Supervisor - select the immediate supervisor/manager
    • Work Location - select primary work location
    • Employment Terms - any special terms or conditions (optional)
  6. Enter Compensation Details:
    • Current Salary/Wage - annual salary or hourly wage
    • Pay Frequency - Hourly, Weekly, Bi-Weekly, Semi-Monthly, Monthly, or Annual
    • Pay Grade - select appropriate grade (validates against pay grade ranges)
  7. Add at least one Emergency Contact:
    • Click "Add Emergency Contact"
    • Contact Name - full name
    • Relationship - Spouse, Parent, Sibling, Friend, etc.
    • Primary Phone - main contact number
    • Alternate Phone - optional secondary number
    • Address - complete address (optional)
  8. Click "Save Employee" to create the record

To Update an Existing Employee:

  1. Navigate to Human Resources → Employees → Employee Entry
  2. Search for the employee by name or employee number
  3. Click on the employee name to open their record
  4. Make necessary changes to any section
  5. Click "Update Employee" to save

Important Notes:

Employee List and Search

View and search employees from:

Human Resources → Employees → Employee List

The employee list provides filtering and search capabilities including:

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Compensation Management

Pay Grades

Pay grades define salary ranges for positions. Configure pay grades from:

Setup → Human Resources → Pay Grades

Each pay grade includes:

Employee Compensation

Manage individual employee compensation from:

Human Resources → Compensation → Employee Compensation

This screen allows you to:

Compensation Review Cycles

Compensation review cycles help manage annual or periodic salary reviews. Set up review cycles from:

Setup → Human Resources → Compensation Review Cycles

Review cycle features include:

Increase Guidelines

Increase guidelines provide recommended salary increase ranges based on performance ratings and position in pay grade. Configure from:

Setup → Human Resources → Increase Guidelines

Salary Increase Processing

Process individual or batch salary increases from:

Human Resources → Compensation → Salary Increase

To Process an Individual Salary Increase:

  1. Navigate to Human Resources → Compensation → Salary Increase
  2. Select the employee using the search/dropdown
  3. The system displays:
    • Current salary
    • Pay grade range
    • Position in range (compa-ratio)
    • Last increase date and amount
    • Performance rating (if available)
  4. Enter increase details:
    • Increase Type - select Merit, Promotion, Market Adjustment, Cost of Living, etc.
    • Increase Amount - enter dollar amount OR
    • Increase Percentage - enter percentage (system calculates the dollar amount)
    • Effective Date - when the increase takes effect
    • Reason/Justification - explain the basis for the increase
  5. Review the preview showing:
    • New salary amount
    • New position in pay grade range
    • Warnings if salary goes outside grade range
  6. Click "Submit for Approval" or "Process Increase" (depending on workflow settings)

To Process a Compensation Review Cycle (Batch Increases):

  1. First, set up the review cycle in Setup → HR → Compensation Review Cycles
  2. Define:
    • Review period (e.g., "2024 Annual Review")
    • Budget percentage (overall increase pool)
    • Effective date for increases
    • Increase guidelines by performance rating
  3. Navigate to Human Resources → Compensation → Salary Increase
  4. Enter the effective date and change reason for the batch
  5. Optionally filter by department to process increases department by department
  6. For each employee:
    • The system displays current salary and last increase information
    • Enter the new salary or increase percentage
    • The system calculates the increase amount and percentage automatically
    • The system validates against configured min/max increase percentages and displays warnings if limits are exceeded
    • Select employees to include in the batch processing
  7. Click "Process Increases" to apply all selected salary changes in a single transaction

System Validation:

Approval Workflow:

Important Considerations:

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Performance Management

Performance Management Overview

The performance management system provides a structured approach to evaluating and developing employee performance. The system supports:

Rating Scales

Rating scales define the levels used to evaluate performance. Configure from:

Setup → Human Resources → Rating Scales

Rating scales can be customized for your organization. Common examples include:

Performance Criteria

Performance criteria define what aspects of performance will be evaluated. Set up from:

Setup → Human Resources → Performance Criteria

Criteria can include:

Skills

Skills are the knowledge, abilities, and competencies required for positions. Define skills from:

Setup → Human Resources → Skills

Each skill includes:

Job Skills

Link required skills to positions from:

Setup → Human Resources → Job Skills

Define:

Employee Skills

Track employee skill levels from:

Human Resources → Performance → Employee Skills

Record:

Skill Gap Analysis

Identify development needs by comparing required vs. actual skills:

Human Resources → Performance → Skill Gap Analysis

The gap analysis shows:

Performance Goals

Set and track performance goals from:

Human Resources → Performance → Performance Goals

Goal information includes:

Performance Reviews

Conduct performance reviews from:

Human Resources → Performance → Performance Reviews

To Initiate a Performance Review:

  1. Navigate to Human Resources → Performance → Performance Reviews
  2. Click "New Review"
  3. Select the employee from the dropdown
  4. Choose the review type:
    • Annual Review - standard yearly performance evaluation
    • Probationary Review - for new employees at end of probation period
    • Project Review - evaluation after completing a specific project
    • Interim Review - mid-year check-in
  5. Set the review period (start and end dates)
  6. Click "Create Review" - this creates a draft review

To Complete a Performance Review:

  1. Open the draft review
  2. Rate each Performance Criteria:
    • Each criterion appears with its description
    • Select a rating from your configured rating scale (e.g., 1-5)
    • Add comments explaining the rating
    • Provide specific examples of performance
  3. Assess Skills:
    • Rate the employee's proficiency level for each relevant skill
    • Compare against required levels for their position
    • Identify development needs
  4. Review Goal Achievement:
    • The system displays goals set during the review period
    • Mark each goal as Achieved, Partially Achieved, or Not Achieved
    • Add comments on progress and results
  5. Enter Overall Assessment:
    • Select overall rating (system may calculate from individual ratings)
    • Enter strengths summary
    • Enter areas for improvement
    • Add supervisor's overall comments
  6. Create Development Plan:
    • List specific development objectives
    • Identify training needs
    • Set timeline for development activities
  7. Set Goals for Next Period (optional at this stage)
  8. Save the review (stays in draft until submitted)

Review Discussion and Finalization:

  1. Schedule a meeting with the employee to discuss the review
  2. During/after the meeting:
    • Share the review with the employee (if not already visible)
    • Employee adds their comments and self-assessment
    • Discuss ratings, achievements, and development needs
    • Finalize goals for the upcoming period
  3. Both supervisor and employee electronically sign the review
  4. Submit for final approval (if required by your workflow)
  5. Once approved, the review is locked and becomes part of the permanent record

Tips for Effective Reviews:

Appraisal Entry

A simplified appraisal entry form is available from:

Human Resources → Performance → Appraisal Entry

My Appraisals (Employee Self-Service)

Employees can view their performance history from:

Human Resources → Performance → My Appraisals

Employees can:

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Recruitment Management

Position Requisitions

Create requisitions to request new or replacement positions from:

Human Resources → Recruitment → Requisitions

To Create a Position Requisition:

  1. Navigate to Human Resources → Recruitment → Requisitions
  2. Click "New Requisition"
  3. Enter requisition details:
    • Position - select the position from the dropdown (must be predefined)
    • Department - select department (may auto-fill based on position)
    • Number of Openings - how many positions to fill (usually 1)
    • Requisition Type:
      • New Position - adding headcount
      • Replacement - filling a vacancy
      • Temporary - short-term need
    • Reason - explain why this position is needed
    • Requested Start Date - when you need the person to begin
    • Justification - detailed business case for the hire
    • Salary Range - proposed compensation (may default from pay grade)
  4. Specify posting preferences:
    • Post Internally - make visible to current employees first
    • Post Externally - advertise publicly
    • Posting Duration - how long to keep position open
  5. Click "Submit Requisition"

Requisition Approval Workflow:

  1. Submitted requisitions go to the department manager (if not the submitter)
  2. Manager reviews and approves or rejects with comments
  3. Approved requisitions go to HR for review
  4. HR may send to senior management or finance for budget approval
  5. Once fully approved, the status changes to "Open" and recruiting can begin
  6. View approval status and history in the requisition details

Managing Open Requisitions:

Applicant Tracking

Manage job applicants from:

Human Resources → Recruitment → Applicants

Applicant information includes:

Applicant Tracking System

Track applicants through the hiring process from:

Human Resources → Recruitment → Applicant Tracking

To Add a New Applicant:

  1. Navigate to Human Resources → Recruitment → Applicants
  2. Click "New Applicant"
  3. Enter applicant information:
    • Personal Information:
      • First Name, Last Name
      • Email (required for communication)
      • Phone number
      • Address
    • Application Details:
      • Position Applied For - link to a requisition
      • Application Date - defaults to today
      • Source - how they heard about the job (job board, referral, website, etc.)
      • Referral Source - if referred, who referred them
    • Documents:
      • Upload Resume/CV
      • Upload Cover Letter
      • Additional documents (portfolio, certifications, etc.)
  4. Click "Save Applicant"

Managing the Applicant Pipeline:

  1. Go to Human Resources → Recruitment → Applicant Tracking
  2. View applicants in a kanban-style board or list view
  3. Standard workflow stages:
    • Applied - initial application received
    • Screening - HR reviewing qualifications
    • Phone Screen - initial phone conversation scheduled/completed
    • Interview - in-person or video interview scheduled
    • Second Interview - additional rounds if needed
    • Reference Check - checking references
    • Offer - offer extended
    • Hired - offer accepted, start date set
    • Rejected - not moving forward
  4. Move applicants between stages by:
    • Dragging cards (if using kanban view)
    • Selecting new status from dropdown and clicking "Update Status"

Conducting Interviews:

  1. Open the applicant record
  2. Click "Schedule Interview"
  3. Enter:
    • Interview date and time
    • Interview type (phone, video, in-person)
    • Interviewer(s) - select from employee list
    • Location or meeting link
  4. System sends notification to interviewer(s)
  5. After the interview, interviewer(s) submit feedback:
    • Rating on various criteria
    • Strengths observed
    • Concerns or weaknesses
    • Overall recommendation (strongly recommend, recommend, neutral, not recommended)
  6. All interview feedback is compiled in the applicant record

Making an Offer:

  1. Once decision is made, update status to "Offer"
  2. Generate offer letter from template
  3. Fill in offer details:
    • Position title
    • Start date
    • Salary/compensation
    • Benefits summary
    • Any special terms
  4. Send offer to applicant via email
  5. Track offer status (pending, accepted, rejected, negotiating)

Converting Applicant to Employee:

  1. Once offer is accepted, update status to "Hired"
  2. Click "Convert to Employee"
  3. System pre-populates employee entry form with applicant data
  4. Complete remaining employee information fields
  5. Save to create the employee record
  6. Applicant record is linked to employee record for reference
  7. Requisition is automatically marked as filled

Communication Features:

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Safety Management

Safety Incidents

Record and track workplace safety incidents from:

Human Resources → Safety → Safety Incidents

To Report a Safety Incident:

  1. Navigate to Human Resources → Safety → Safety Incidents
  2. Click "New Incident"
  3. Enter incident details:
    • Incident Date and Time - when the incident occurred
    • Reported Date - when it was reported (auto-fills to today)
    • Location - specific location where incident occurred
    • Department - department where incident occurred
    • Incident Type:
      • Injury - employee was hurt
      • Near Miss - potential for injury but none occurred
      • Property Damage - equipment or facility damage
      • Environmental - spill or environmental concern
      • Security - security breach or threat
    • Severity:
      • Minor - first aid only
      • Moderate - medical treatment required
      • Serious - hospitalization or lost time
      • Critical - life-threatening or fatality
  4. Identify people involved:
    • Employee(s) Involved - select from employee list
    • Injury Details - if injury occurred, describe nature and body part affected
    • Witnesses - list anyone who witnessed the incident
  5. Describe the incident:
    • What Happened - detailed description of the incident
    • What Was Being Done - task/activity at time of incident
    • Equipment Involved - any machinery or equipment involved
    • Contributing Factors - environmental conditions, PPE usage, etc.
  6. Immediate actions taken:
    • First Aid Provided - describe any immediate medical response
    • Medical Treatment - hospital visit, doctor visit, etc.
    • Work Status - returned to work, restricted duty, lost time
  7. Click "Save Incident" to create the initial report

To Complete an Incident Investigation:

  1. Open the incident record
  2. Click "Add Investigation"
  3. Conduct root cause analysis:
    • Investigation Date - when investigation was performed
    • Investigator(s) - who conducted the investigation
    • Root Cause - underlying cause(s) identified using 5 Whys or other method
    • Contributing Factors - additional factors that contributed
  4. Document corrective actions:
    • Immediate Corrective Actions - what was done right away
    • Planned Corrective Actions - longer-term fixes needed
    • Responsible Person - who will implement each action
    • Target Completion Date - when action should be completed
  5. Identify preventive measures:
    • Policy Changes - any procedures that need updating
    • Training Needs - additional training required
    • Engineering Controls - physical changes to prevent recurrence
  6. Determine regulatory requirements:
    • OSHA Recordable - Yes/No (based on OSHA criteria)
    • OSHA Form - which form applies (300, 300A, 301)
    • Workers Compensation - claim filed (Y/N) and claim number
    • Other Reporting - state or local requirements
  7. Save the investigation
  8. Set follow-up reminders to verify corrective actions are completed

Tracking and Analysis:

Best Practices:

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HR Reports and Analytics

The HR module provides comprehensive reporting capabilities:

Employee Reports

Compensation Reports

Performance Reports

Recruitment Reports

Safety Reports

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HR System Options

Configure HR system preferences from:

Setup → Human Resources → HR System Options

System options include:

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HR Audit Trail

The HR Audit Trail provides a complete history of all HR transactions. Access from:

Human Resources → Reports → HR Audit Trail

The audit trail records:

The audit trail is essential for compliance, security, and troubleshooting. It can be filtered by date range, employee, transaction type, or user.

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HR Security and Permissions

The HR module uses webERP's security framework to control access to sensitive information. Security is managed through security tokens assigned to user roles.

HR Security Tokens

Self-Service Access

Employees can be granted limited access to view and update their own information through the employee self-service portal. This includes:

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Best Practices

Data Entry and Maintenance

Performance Management

Recruitment

Compliance and Security

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Integration with Other Modules

The HR module integrates with other webERP modules:

General Ledger

Manufacturing

Maintenance

Petty Cash

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Detailed Form Entry Guide

This section provides step-by-step instructions for completing each form in the HR module. Follow these guides when entering data to ensure consistency and accuracy.

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Department Entry Form

Access: Setup → HR → HR Departments

Form Fields:

Field Name Required Description Entry Guidelines
Department Code Yes Unique identifier for the department
  • Use a short, meaningful code (3-10 characters)
  • Examples: SALES, IT, HR, FIN, OPS
  • Use uppercase for consistency
  • Cannot be changed after creation
Department Name Yes Full name of the department
  • Use proper capitalization
  • Be descriptive but concise
  • Examples: "Sales and Marketing", "Information Technology", "Human Resources"
Manager No Department manager/head
  • Select from dropdown of existing employees
  • Leave blank initially if manager not yet entered
  • Can update later after adding employees
Authorization Required No Internal Stock Request authorization
  • Check if department requires authorization for internal stock requests
  • Unchecked = requests are auto-approved
  • Checked = requests require manager approval

Step-by-Step Entry Process:

  1. Enter a unique Department Code (e.g., "SALES")
  2. Enter the Department Name (e.g., "Sales and Marketing")
  3. If the manager has already been entered as an employee, select them from the Manager dropdown. Otherwise, leave blank and update later.
  4. Check Authorization Required if this department needs approval for internal stock requests
  5. Click Add Department button
  6. Verify the department appears in the list below

Common Errors and Solutions:

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Position Entry Form

Access: Setup → HR → HR Positions

Form Fields:

Field Name Required Description Entry Guidelines
Position Code Yes Unique identifier for the position
  • Use descriptive abbreviations (5-15 characters)
  • Examples: ACCT-MGR, SR-DEV, SALES-REP
  • Include seniority if applicable (JR-, SR-)
  • Cannot be changed after creation
Position Title Yes Official job title
  • Use formal, professional titles
  • Be consistent across similar roles
  • Examples: "Senior Software Developer", "Sales Representative", "Accounting Manager"
Department Yes Department this position belongs to
  • Select from dropdown of departments
  • Ensure department is created first
Pay Grade No Compensation grade for this position
  • Select from dropdown of pay grades
  • Create pay grades first if needed
  • Can leave blank and assign later
Reports To No Position this role reports to
  • Select from dropdown of positions
  • Leave blank for top-level positions
  • Creates organizational hierarchy
Description No Job description and responsibilities
  • Enter complete job description
  • Include key responsibilities
  • List required qualifications
  • Used for recruitment and performance management

Step-by-Step Entry Process:

  1. Enter Position Code (e.g., "SR-DEV")
  2. Enter Position Title (e.g., "Senior Software Developer")
  3. Select Department from dropdown
  4. Select Pay Grade if available
  5. Select Reports To position if applicable
  6. Enter detailed Description of the job
  7. Click Add Position
  8. Verify position appears in the list
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Employee Entry Form

Access: Employees → HR → HR Employees

This is the most comprehensive form in the HR module. Take care to enter all information accurately as it forms the foundation for all other HR functions.

Personal Information Section:

Field Name Required Description Entry Guidelines
Employee ID Yes Unique employee identifier
  • Use consistent format (e.g., EMP00001, 2024-001)
  • Consider including hire year for tracking
  • Cannot be changed after creation
  • Must be unique across all employees
First Name Yes Employee's legal first name
  • Enter legal name as it appears on documents
  • Use proper capitalization
  • No nicknames in this field
Last Name Yes Employee's legal last name
  • Enter legal surname
  • Use proper capitalization
  • Include suffixes if applicable (Jr., III, etc.)
Email Yes Work email address
  • Enter company email address
  • Format: username@domain.com
  • Used for system notifications
  • Must be unique
Phone No Work phone number
  • Include area code
  • Format consistently (e.g., (555) 123-4567)
  • Can be desk or mobile
Date of Birth No Employee's birth date
  • Use date picker or enter in YYYY-MM-DD format
  • Required for age-related compliance
  • Used for birthday reminders
Gender No Employee's gender
  • Select from dropdown: Male, Female, Other, Prefer not to say
  • For reporting and compliance only
  • Optional based on local regulations

Employment Details Section:

Field Name Required Description Entry Guidelines
Department Yes Employee's department
  • Select from dropdown
  • Must be created in Departments first
  • Determines reporting structure
Position Yes Employee's job position
  • Select from dropdown
  • Must be created in Positions first
  • Should match department selected
Hire Date Yes First day of employment
  • Use date picker or YYYY-MM-DD format
  • Used to calculate tenure
  • Important for benefits eligibility
  • Probation end date calculated from this
Employment Type Yes Type of employment
  • Select: Full-time, Part-time, Contract, Temporary, Intern
  • Affects benefits eligibility
  • Used in reporting
Status Yes Current employment status
  • New hire: Active
  • Options: Active, On Leave, Terminated, Retired
  • Only Active employees appear in most reports
Manager No Direct supervisor
  • Select from dropdown of employees
  • Used for approval workflows
  • Used in performance appraisals
  • Can be updated as org changes
Location No Work location
  • Select from dropdown of inventory locations
  • Physical work site
  • For multi-site organizations
Current Salary No Current annual salary
  • Enter annual salary amount
  • Numeric only (no currency symbols)
  • Example: 50000.00
  • Restricted access - only visible to authorized users
  • Full history maintained in Compensation module
User ID No System login username
  • Select from dropdown of system users
  • Links employee to their login account
  • Required for employee self-service features
  • Must match username in WWW_Users table

Step-by-Step Employee Entry:

  1. Gather Required Information
    • Ensure you have employee's legal documents
    • Verify email address is set up
    • Confirm department and position exist in system
    • Have salary information ready
  2. Enter Personal Information
    • Enter unique Employee ID following your numbering scheme
    • Enter First Name and Last Name exactly as on legal documents
    • Enter Email address (company email)
    • Enter Phone number with area code
    • Use date picker for Date of Birth
    • Select Gender if required by your policies
  3. Enter Employment Details
    • Select Department from dropdown
    • Select Position (filtered by department)
    • Use date picker for Hire Date
    • Select Employment Type
    • Set Status to "Active" for new hires
    • Select Manager if already in system
    • Select Location if applicable
    • Enter Current Salary (annual amount)
    • Select User ID to link to login (if applicable)
  4. Review and Submit
    • Double-check all entries for accuracy
    • Verify email address is correct
    • Ensure hire date is accurate
    • Click Add Employee
  5. Verify Entry
    • Check that employee appears in list below
    • Note the probation end date displayed
    • Verify all details are correct
  6. Next Steps
    • Add compensation history if needed (Compensation module)
    • Set up performance goals (Performance module)
    • Assign skills if using that feature
    • Update department manager if this employee is a manager

Common Mistakes and How to Avoid Them:

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Pay Grade Entry Form

Access: Setup → HR → Pay Grades

Form Fields:

Field Name Required Description Entry Guidelines
Grade ID Yes Unique grade identifier
  • Use sequential numbering (GRADE-1, GRADE-2) or lettering (A, B, C)
  • Consider using system that indicates level
  • Examples: E1-E5 (entry), M1-M3 (manager), S1-S2 (senior)
Grade Name Yes Descriptive name
  • Use clear, meaningful names
  • Examples: "Entry Level", "Mid-Level Professional", "Senior Management"
  • Should indicate career progression
Minimum Salary Yes Lowest salary for this grade
  • Enter annual amount
  • Based on market research and budget
  • Should be lower than midpoint
  • Example: 40000
Midpoint Salary Yes Target salary for experienced performer
  • Market competitive rate for fully competent employee
  • Typically 20-30% above minimum
  • Example: 52000
Maximum Salary Yes Highest salary for this grade
  • Upper limit for grade
  • Typically 20-30% above midpoint
  • Employees above max should be promoted
  • Example: 65000
Description No Grade criteria and expectations
  • Document what qualifies for this grade
  • Include experience requirements
  • Note typical positions at this level
  • Helps ensure consistent job leveling

Salary Grade Design Best Practices:

  1. Research Market Rates: Use salary surveys for your industry and region
  2. Define Clear Progression: Each grade should represent meaningful career advancement
  3. Set Appropriate Spread: Range from min to max typically 40-60%
  4. Allow Overlap: Grades can overlap by 10-20% to accommodate experience differences
  5. Regular Review: Update grades annually based on market changes

Pay Grade Steps:

After creating a pay grade, you can optionally define Steps within the grade for automatic progression:

  1. After adding the pay grade, click Steps next to the grade
  2. For each step, enter:
    • Step Number: Sequential number (1, 2, 3, etc.)
    • Amount: Salary amount for this step
    • Years Required: Years at previous step before eligible for this step
  3. Steps allow automatic progression based on tenure
  4. Common in union or government environments
  5. Example: Step 1: $40K (0 years), Step 2: $42K (1 year), Step 3: $45K (2 years)
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Employee Compensation Entry

Access: Employees → HR → Employee Compensation

Use this form to record salary changes, bonuses, and maintain complete compensation history for each employee.

Form Fields:

Field Name Required Description Entry Guidelines
Employee Yes Select employee
  • Start typing name to filter dropdown
  • Shows: ID - First Last
  • Only active employees shown
Effective Date Yes When compensation change takes effect
  • Use date picker or YYYY-MM-DD format
  • For new hires: use hire date
  • For increases: typically first of pay period
  • For bonuses: payment date
Change Type Yes Type of compensation change
  • New Hire: Initial salary for new employee
  • Merit Increase: Performance-based raise
  • Promotion: Salary increase due to promotion
  • Market Adjustment: Market-based increase
  • Bonus: One-time payment
  • Other: Any other type
Amount Yes New salary or bonus amount
  • For salary changes: enter new annual salary
  • For bonuses: enter bonus amount
  • Numeric only, no commas or symbols
  • System will calculate increase percentage
Reason No Explanation for change
  • Document justification
  • Examples: "Annual merit increase - exceeds expectations", "Promoted to Senior Developer"
  • Helpful for audit trail
  • May be required by policy
Approved By No Who authorized the change
  • Select from employee dropdown
  • Typically department manager or HR
  • Important for compliance

Step-by-Step Compensation Entry:

  1. Select Employee: Choose from dropdown or start typing name
  2. View Current Compensation: System shows current salary and grade for reference
  3. Set Effective Date: Enter date change takes effect
  4. Select Change Type: Choose appropriate type from dropdown
  5. Enter Amount: Input new salary or bonus amount
  6. Review Calculation: System shows:
    • Previous salary
    • New salary
    • Increase amount
    • Increase percentage
    • Position in grade range (if grade assigned)
  7. Enter Reason: Document why change is being made
  8. Select Approver: Choose who authorized the change
  9. Validate: System checks against increase guidelines and warns if:
    • Increase exceeds maximum percentage
    • New salary exceeds grade maximum
    • New salary below grade minimum
  10. Submit: Click Add Compensation
  11. Verify: Check compensation history table shows new entry
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Performance Appraisal Entry

Access: Employees → HR → Appraisal Entry

This form is used by managers to conduct performance appraisals. The system guides you through rating the employee on each performance criterion and skill.

Pre-Appraisal Preparation:

  1. Review employee's goals for the period
  2. Gather performance data: metrics, achievements, incidents
  3. Review previous appraisal and development plan
  4. Ask employee to complete self-appraisal (via My Appraisals)
  5. Schedule appraisal meeting with employee

Appraisal Form Sections:

Section Description Entry Guidelines
Header Information Employee and period details
  • Employee: Select from dropdown
  • Review Period: From/To dates for period being reviewed
  • Review Date: Date appraisal is being conducted
  • Reviewer: Auto-filled with your name
Performance Criteria Ratings Rate on each criterion
  • Each criterion from Performance Criteria setup appears
  • Select rating from configured scale (e.g., 1-5)
  • Scale definitions shown for reference
  • All criteria must be rated
  • Tip: Be specific and fair; avoid recency bias
Skill Assessments Rate on required skills
  • Shows skills required for employee's position
  • Rate current proficiency level
  • Use same scale as performance criteria
  • Identifies development needs
Goal Achievement Review goals from period
  • Lists goals set for employee
  • Mark each as: Met, Exceeded, Partially Met, Not Met
  • Add comments on achievement
  • Discuss what helped or hindered success
Strengths What employee does well
  • List 3-5 key strengths
  • Be specific with examples
  • Connect to business impact
  • Acknowledge growth and improvement
Development Areas Areas for improvement
  • List 2-3 priority development areas
  • Frame constructively
  • Focus on behaviors, not personality
  • Include specific examples
Development Plan Actions for growth
  • Create specific, actionable plans
  • Include training, coaching, stretch assignments
  • Set timelines and success measures
  • Assign responsibilities
Overall Rating Summary rating
  • Select overall performance rating
  • Should reflect average of criteria ratings
  • Can weight certain criteria more heavily
  • Be consistent across similar performers
Comments Overall summary
  • Summarize performance for the period
  • Highlight major achievements
  • Discuss overall contribution
  • Note any exceptional circumstances
Employee Comments Employee's response
  • Completed during appraisal meeting
  • Employee can agree, disagree, or add perspective
  • Leave blank until meeting
  • Employee signature/acknowledgment

Conducting the Appraisal Meeting:

  1. Set the Tone: Create comfortable environment; explain process
  2. Employee Self-Review: Ask employee to share their self-assessment
  3. Present Your Assessment: Go through each section:
    • Start with strengths and achievements
    • Discuss each rating with specific examples
    • Allow time for discussion and questions
    • Address development areas constructively
  4. Develop Plan Together: Collaborate on development plan
  5. Set Goals: Establish goals for next period (may be separate process)
  6. Employee Input: Complete employee comments section together
  7. Finalize: Save appraisal and provide copy to employee
  8. Follow-up: Schedule progress check-ins for development plan

Rating Guidelines and Calibration:

Understanding the Rating Scale (example 1-5 scale):

Calibration Best Practices:

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Position Requisition Entry

Access: Employees → HR → Requisitions

Use this form to create hiring requests. This starts the recruitment process for a position.

Form Fields:

Field Name Required Description Entry Guidelines
Position Yes Position to hire for
  • Select from dropdown of positions
  • Position must exist in system
  • Job description auto-populated from position
Number of Openings Yes How many people to hire
  • Enter number (typically 1)
  • Can hire multiple people for same position
  • Each gets separate requisition number
Request Date Yes Date requisition created
  • Defaults to today
  • Can backdate if needed
Target Start Date Yes Desired start date for new hire
  • When you need person to start
  • Allows time for recruitment process
  • Typically 30-90 days out
Hiring Manager Yes Manager for this position
  • Select from employee dropdown
  • Person who will supervise new hire
  • Involved in interview process
Requisition Type Yes Reason for hiring
  • Replacement: Filling vacated position
  • New Position: Newly created role
  • Expansion: Growth-driven hire
  • Temporary: Fixed-term need
Status Yes Current status
  • New requisitions: "Draft" or "Pending Approval"
  • After approval: "Open"
  • System updates as candidates move through
Justification No Business case for hire
  • Explain why position is needed
  • Include workload, growth, or replacement details
  • May be required for approval
  • Example: "Sales volume increased 40%; need additional support"
Special Requirements No Additional qualifications needed
  • Certifications, licenses, clearances
  • Specific skills or experience
  • Used in job postings
  • Example: "CPA required; 5+ years public accounting"

Requisition Workflow:

  1. Manager Creates Requisition: Enters details and justification
  2. Approval Process: Routed to appropriate approvers based on company policy
  3. HR Review: HR validates budget, pay grade, and requirements
  4. Approved and Posted: Requisition opens; can accept applications
  5. Recruitment: Applicants tracked against requisition
  6. Offer Made: When offer accepted, requisition closed
  7. New Hire: Applicant converted to employee
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Applicant Entry and Tracking

Access: Employees → HR → Applicants

Adding a New Applicant:

Field Name Required Description Entry Guidelines
Requisition Yes Position applying for
  • Select from open requisitions
  • Links applicant to specific job opening
  • Can change if applying for different role
First Name Yes Applicant's first name
  • As it appears on resume
  • Proper capitalization
Last Name Yes Applicant's last name
  • As it appears on resume
  • Proper capitalization
Email Yes Contact email
  • Primary contact method
  • Used for interview scheduling
  • Must be unique
Phone Yes Contact phone
  • Include area code
  • Format consistently
  • Mobile preferred
Application Date Yes When they applied
  • Date resume received
  • Defaults to today
  • Used in reporting and metrics
Source No How you found candidate
  • Examples: LinkedIn, Referral, Job Board, Career Site
  • Helps evaluate recruiting channels
  • Track which sources yield best candidates
Resume No Link to resume/CV
  • Upload to server or enter URL
  • Keep in consistent location
  • Consider naming convention: LastName_FirstName_Resume.pdf

Tracking Applicant Progress:

After adding applicant, use Applicant Tracking to manage their progress through hiring stages:

  1. Select Applicant: Choose from list
  2. Update Status: Move through stages:
    • Applied: Initial application received
    • Screening: Resume review in progress
    • Phone Screen: Scheduled or completed phone interview
    • Interview: In-person/video interview stage
    • Assessment: Skills testing or assignments
    • Reference Check: Checking references
    • Offer: Offer made
    • Hired: Offer accepted; ready to onboard
    • Declined: Applicant withdrew
    • Rejected: Did not advance
  3. Add Activity Notes: Document each interaction:
    • Date and type of activity
    • Who was involved
    • Summary of discussion
    • Next steps
    • Interview feedback and ratings
  4. Schedule Interviews: Record interview details
  5. Rate Candidate: Score on key criteria
  6. Make Decision: Advance or reject with reason

Converting Applicant to Employee:

When offer is accepted:

  1. Go to Applicants screen
  2. Find the applicant being hired
  3. Click Convert to Employee
  4. System pre-populates employee form with applicant data
  5. Complete additional employee information
  6. Set hire date, salary, benefits, etc.
  7. Submit to create employee record
  8. Applicant automatically marked as "Hired"
  9. Requisition filled and closed
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Best Practices and Tips

Data Entry Best Practices

Common Workflows

New Employee Onboarding:

  1. Create requisition for position
  2. Track applicants through hiring process
  3. Convert successful applicant to employee
  4. Enter complete employee data
  5. Set up compensation record
  6. Link to system user account (if applicable)
  7. Assign initial skills for position
  8. Set performance goals
  9. Schedule probation review

Annual Performance Review Cycle:

  1. Set up review cycle in Compensation Review Cycles
  2. Configure or update performance criteria and rating scales
  3. Notify employees to complete self-appraisals
  4. Managers complete appraisals in Appraisal Entry
  5. Conduct appraisal meetings with employees
  6. Set goals for next period
  7. Identify development needs and training
  8. Use appraisal results for compensation decisions
  9. Run reports to analyze performance distribution

Annual Compensation Review:

  1. Update pay grades based on market research
  2. Set increase guidelines for the year
  3. Review performance appraisal results
  4. Calculate recommended increases per guidelines
  5. Get budget approval
  6. Process increases in Employee Compensation
  7. Generate increase letters for employees
  8. Update payroll system

Reporting Tips

Troubleshooting Common Issues

Issue Cause Solution
Employee not appearing in dropdown Status is not "Active" Check employee status; change to Active if appropriate
Cannot link employee to user User ID doesn't exist in system Create user account first in WWW_Users, then link in HR Employees
Salary increase exceeds maximum Amount over guidelines Verify amount is correct; if yes, document exception reason; may need additional approval
Cannot create department Duplicate department code Use different code; check for existing department that could be reused
Performance ratings don't show Rating scale not defined Create rating scale in Rating Scales before conducting appraisals
Applicant tracking not working No open requisitions Create and approve requisition before adding applicants
Probation end date wrong Incorrect hire date or probation setting Verify hire date is correct; check probation period in HR System Options
Reports are empty Missing required data or filters too restrictive Check that data exists; review report filter settings
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