Revision as of 01:50, 2 September 2024

My Info Dashboard Option

To Navigate to this Dashboard and the Widgets (and access functionality to view and update your own personal information) follow these steps:

• Click on Dashboard ---> Home (In the menu on the left-hand side of the system/screen).
• Click on the "Dashboards Menu" Dropdown (the second dropdown menu from the top of the system/screen).
• Scroll down and select "My Info."
• When the My Info Dashboard opens, scroll down to the Widget you need in order to view and submit your information.

This Dashboard contains the following Widgets:
1. 4 Small Information Display Widgets:

• Training hours.
• Incomplete tasks.
• Incidents.
• Certificates & Licences.

2. Personal Details.
3. Time Off and Pay.
4. Tasks and Notifications.
5. Company Policies.
6. Announcements and Acknowledgements.
7. Performance Management.
8. Timesheets Management.
9. Time Off Management.
10. WHS Incident.
11. Compliance Management.
12. HR Questions.
13. Training.

These widgets can be moved around in the Dashboard. They can also be removed from the Dashboard. This can be done in Maintenance --> Groups --> Permissions --> Select a Group and Go to Widgets.

Note: Notifications about Core-HR and Performance Management related Tasks and Reminders can be accessed via two locations:

• System Inbox: click on the small envelope in the top right corner of the System - just to the left of your name (after you click on it a menu opens - scroll down and select 'See all Alerts' - which will open the inbox).
• The Tasks & Notifications Widget on the My Info Dashboard.

My Info - Personal Details Widget

The following information is displayed in the "Personal Details" Widget:

1. Employee photo.
NOTE: Photos/impages can be saved in different locations - on the User record and/or on the Employee record. The System displays the photo based on the following logic:

• If there is a photo saved on the User record this will be displayed.
• If there is no photo saved on the User record, the photo saved on the Employee record will be displayed.
• If there is no photo on either the User or the Employee record, then the photo will be blank/empty.

2. Name.
3. Email address.
4. Phone Number. With Country prefix. E.g. +61...
5. View Team.
6. Change Password.
7. Change Work Email.
8. Change Phone Number.
9. View Internal Vacancies.
10. Job Description.
NOTES:

• To display the Job Description -and it will be displayed in a popup/lightbox. This assumes that a Job Description has been created for the Job that the Employee holds.
  • If the Job Description has been added to the 'Notes' field on the Job Description record, then this will appear under the 'General' Tab in the pop up (if there's no Job Description added to the 'Notes' field then the 'General' Tab won't appear).
  • If the Job Description has been attached as a .PDF on the Job Description record, then this will appear under the 'PDF' Tab in the pop up (if there's no PDF/file attached to the Job Description then the 'PDF' Tab won't appear).
  • If the Job Description has been added to the 'Notes' field and also attached as a .PDF on the Job Description record, then both Tabs will appear.
  • If the Employee has more than two Jobs, then the main/primary Job will appear at the top/first (listed as the 'Primary' Job) and any additional/subsequent Job/s will appear underneath (listed as 'Current' Job/s).
    

11. Job Name.
11. Department.
12. Location.
13. Salary.
14. Manager.

My Info - Time off and Pay Widget

The following information is displayed in the "Time off and Pay" Widget:

1. Annual leave. This information is linked to Employment Country which is assigned to an Employee in the New Employee Wizard or against their Employee Masterfile Record. If this is selected as New Zealand, Leave Information will be displayed differently. Based on Entitled and Number of Hours Accrued for New Zealand. Available and Taken for Australia.
2. Personal leave. For New Zealand Customers this will be called Sick Leave based on Employment Country New Zealand.
3. Time in Lieu.
4. Timesheets.
5. Payslips.
6. Next Holidays.
7. Start Date.
8. Forecast.
9. Length of Service.
10. Accrual Rate.
11. Last Personal Leave Length.
12. Last Annual Leave Length.

NOTES:

• Hours Taken This Year equals calendar year.
• Hours Taken This Year will only display hours related to Leave/Time Off requested directly in Subscribe-HR. If the Employee requests Leave/Time Off outside of Subscribe-HR (e.g. via T&A), that Leave/those hours will not be displayed here.
• 'Last Personal/Annual Leave' displays are also linked/related to Leave/Time Off requests made directly in Subscribe-HR.

My Info - Tasks and Notifications Widget

The Tasks and Notifications Widget allows Users who have access to "Team Dashboards" to receive, send and interact with "Quick Tasks" and automatically triggered workflows. These Task and Notification items are also delivered into the System "Inbox." "Quick Tasks" can be sent from the Quick Tasks Wizard, or from the "Tasks and Notifications" Widget itself. If an Employee has Delegated their Tasks and Notifications to someone else (e.g. their Manager), Users will see those Tasks and Notifications in this Widget.

Because the number of notifications can be quite high (especially for Managers and System Administrators/People & Culture Users), notifications emails (that go to the User's personal email inbox) have to be manually activated via System settings. However, all notifications (for Tasks and Reminders) will appear in the online/System "Inbox" for each User. This Inbox can be accessed via the envelope in the top right-hand corner of the System, next to the User's name and photo. Users can access a complete history of all Tasks & Notifications (current and previous) assigned/sent to them via the 'Workflow History' Tab in the Inbox. Alternatively, Users can choose to activate a "Summary" email to their email Inbox (see below for instructions).

NOTES: There are two types of 'Notifications' sent by the System:

• Notifications that are 'Read' or 'View' only (and don't require any actions to be taken).
• Notifications that are associated with an 'Action' required by the Recipient (which will contact a 'Click Here' link relating to the 'Action' required).

The 'General' Tab displays both of these types of Notifications. If/when a Notification relates to an 'Action' and that action is 'Completed,' then the notification will move to the 'Completed' Tab. If the 'Action' is not taken, then it will move to the 'Overdue' Tab. However, general View/Read only Notifications will remain under the 'General' Tab permanently.

All Tasks, Notifications and Reminders that are sent to the actual email inbox of Employees will contain a link that says: 'Please Click Here to login and view this notification.' The text 'Click Here' contains a hyperlink that will take the User directly to this notification in their System Inbox. It will also open the relevant/associated notification/task for review.

Tasks & Notifications will appear in this Widget in the following manner:

• My Info Dashboard - Users see Tasks & Notifications that relate to them as an Employee only.
• Manager Dashboard - Users see Tasks & Notifications that relate to their role as a Manager. Therefore only Tasks & Notifications for actions the Manager needs to take in relation to their Team Members appear in the Widget on this Dashboard.
• People & Culture Dashboard - Users see Tasks & Notifications that relate to them as a People & Culture User. Therefore Tasks & Notifications related to their management of all Employees appear in the Widget on this Dashboard.

My Info - Company Policies Widget

This Widget allows Users to view, edit, manage and complete Company Policies. Company Policies can be sent into the Employee's Dashboard from Onboarding, or when a New Policy is created (or an Existing Policy needs to be renewed), these Policies can be sent to the Employee from this Widget. The reason for the New Policy being delivered is defined against the Company Policy. The Company Policy Widget respects the User Group Permissions on the person accessing the system.

My Info - Company Policies Widget – Incomplete Tab

My Info - Company Policies Widget – Completed Tab

My Info - Announcements and Acknowledgements Widget

This widget allows for Employees to receive and view their relevant Announcements and Acknowledgements. Recipients can view relevant announcements (which can only be created by People & Culture Users), complete Surveys and view people who have been linked to their related Announcements and Acknowledgements. All Announcements and Acknowledgements, once completed/sent, will appear in the Announcements & Acknowledgements Widget for both Mangers and the Employees to whom they were addressed. They will also appear in the Inbox of all addressees/recipients. My Info Acknowledgements are separated into two Sub Tabs. "My Sent" and "My Received". You cannot send an Acknowledgement to yourself, but you can receive one from yourself if you send it to a Department which you are in.

My Info – Training Widget

The My Info Widget allow HR Managers to access and manage their Team's Training Activity. Employee Self-Service Users can access Training Course, Event Information, Current Training and CPD Records for their team members. The Training Widget provides access to the following Training information and related features:

• Training Analysis.
• Mandatory Training.
• Completed Training Records.
• e-Learning (if the Go1 App is installed).
• e-Learning Catalogue (if the Go1 App is installed).
• Training Catalogue.
• Training Events.
• CPD Training.

The new Training Widget has been designed to do all the heavy lifting related to managing Face-to-Face and e-Learning Training.

My Info - Training Widget – Training Analysis Folder

The Training Analysis Folder provides a status of all the Training for each Employee at a glance.

My Info - Training Widget – Mandatory Training Folder

There are Three types of Mandatory Training requirements:

• Face-to-face: this requires an Employee to attend face-to-face training conducted by either the Employer, or a third-party. Employees are usually first placed on a waiting list a Course type, and then when the Course/Event is scheduled, they are added to the waiting list for the Course/Event and then booked to attend.
• e-Learning: if a third-party e-Learning App is installed, then e-Learning is available within Subscribe-HR and all e-Learning content can be viewed and completed via the Training Widget. This is only available if the Go1 APP is installed.
• Content: allows for Text, Videos - Hosted on a Third-party platform, PDF Attachments, to be sent to the Employee based on their First Job Mandatory - Mandatory Training. The Person can access this content via the Mandatory Training Tab and Acknowledge this with or without a Signature. For Examples, if could be some Induction Training for Compliance that you wish the person to interact with. Once the Content is Acknowledged, the a Training Record is created. A Training Record will show in the Employee Training Sub Folder and the Training Tab in the Training Widget, when the Content has been Acknowledged.

Mandatory Training can be assigned to an Employee in two ways:

• Via the Job they hold: Mandatory Training can be assigned to Jobs via the Activation Hub > Core-HR Widget > Training Manager > Action > Assign Training > Create New > Tick ‘Mandatory at Start of Employment.’
• Directly against the Employee Record: Mandatory Training can be assigned to the Employee via ‘Create New Mandatory Training Requirement’ in the Mandatory Training Folder of the Training Widget.

The Mandatory Training Folder in the Training Widget contains all the 'Mandatory Training Requirements' assigned to the Job held by an Employee, or to the Employee directly. Note that ‘Mandatory Training Requirements’ are not actual ‘Training Records.’ A Mandatory Training Requirement only becomes a 'Training Record' when the Employee has been scheduled to attend a Training Course Event (with a start date assigned). The Employee must then attend the Course Event and complete the Training for a Training Record (for that Mandatory Training Requirement) to appear on their Employee Training Records sub-object. Upon Renewal of the Mandatory Training being completed, the Renewal record for the Mandatory Training, will be shown in "To Do" in the Mandatory Training Tab.

Only when an Employee has completed a Face-to-Face Course/Event or they have Acknowledged Content, will a Training Record be assigned to their Employee/Training Record sub-object. If you are using the Go1 APP, Training Records will be created, when the e-Learning Course has been completed.

All Mandatory e-Learning Training requirements appear in the 'Mandatory Training' Folder and if e-Learning content has been assigned to the 'Mandatory Training' content Group for the Job that the Employee holds, then those Courses will also appear in the e-Learning Folder.

Note: Mandatory Training Required is what is called a filtered record and will not show as a Completed Training record until there is an outcome for the Requirements which is a completed Training Record. From either creating a Training Record - No Event or attending a Training Event.

My Info - Training Widget – Training Records Folder

There are three types of Training Records:

• One-Off Face-to-Face Training: this relates to ad-hoc/one-off Training attended and completed by the Employee.
• Face-to-Face Training Course/Event: this relates to Training scheduled and provided by the business and completed by the Employee.
• e-Learning: if a third-party e-Learning App is installed, then e-Learning is Training is completed via the Subscribe-HR Training Widget.
• Content Training: this relates to Content that can be assigned to a Job as Mandatory which allows the user to view and Acknowledge or Reject it.

The Training Records Folder contains all the current Training assigned to and completed by Employees. Training Records are not created until the Employee has completed the Training requirement (attended the Course Event, or completed the e-Learning Training).

Once completed, People & Culture Users can, where relevant, create a Certificate/Licence based on the Training Record.

My Info - Training Widget – e-Learning Folder

If a third-party e-Learning App is installed, then the e-Learning Folder will appear in the Training Widget (if not, this Tab will be absent).

The e-Learning Folder displays all e-Learning courses that have been assigned to Employees across one of four content Groups:

• General Training - this Group contains standard e-Learning Training that all Employees must complete as part of the Employment.
• Induction Training - this Group contains e-Learning Induction Training that is specific to the job the Employee holds.
• Mandatory Training - this Group contains e-Learning Mandatory Training that is specific to the job the Employee holds.
• Job Training - this Group contains e-Learning Job Training that is specific to the job the Employee holds.

NOTE: Managers and People & Culture users are only able to ‘View’ e-Learning Courses that they have enrolled other Employees in. For Compliance reasons, Managers and People & Culture Users can’t start/play the Course. The only e-Learning content they can play/start is content assigned to them.

My Info - Training Widget – e-Learning Catalogue Folder

If a third-party e-Learning App is installed, then the Online Training Catalogue Folder will appear in the Training Widget (if not, it will be absent).

The e-Learning Catalogue Folder displays a list of all courses in the third-party e-Learning provider’s course catalogue. The content Table for this Tab will appear blank unless/until the User searches for content. After searching the e-Learning Catalogue using a keyword search, a list of relevant Training content will be displayed. Managers and People & Culture users can enrol Employees in Courses, or Employees can enrol themselves in a Course.

Once an Employee is enrolled in a Course, that Course will appear under the e-Learning Folder on the ‘To Do’ Sub-Tab until the Employee starts/plays the Course, at which time it will move to the ‘In Progress’ Tab.

NOTE: Managers and People & Culture users are only able to ‘View’ e-Learning Courses that they have enrolled other Employees in. For Compliance reasons, Managers and People & Culture Users can’t start/play the Course. The only e-Learning content they can play/start is content assigned to them.

My Info - Training Widget – Training Catalogue Folder

The Training Catalogue Folder enables Users to create and manage Face-to-Face Courses run by the Organisation (either in-house or by an external third-party provider).

Note: System e-mails will send to Employees, Managers and People and Culture users notifying of Course Wait List bookings.

My Info - Training Widget – Training Events Folder

The Training Events Folder enables Users to create and manage Face-to-Face Training Events run by the Organisation (either in-house or by an external third-party provider).

Note: System e-mails will send to Employees, Managers and People and Culture users notifying of Event Wait List bookings. They will also be sent if someone is moved from the Wait List to the Attendee List. As well as notifications being sent notifying of successful attendance of the Event, or No Show if the person was recorded as not showing up. There are buttons on the Attendee list. The "Invitation Button", will be available prior to the start date of the Training Event. The "No Show" and "Confirmation" buttons will show following the completion of the Training Event.

My Info - Training Widget – CPD Folder

The CPD (Continuing Professional Development) Folder provides a status of all the CPD Training for each Employee at a glance. People & Culture users can also view the CPD requirements for the Job that each Employee holds to see how much of their annual CPD Training requirement that Employee has completed.

My Info - Training Widget – Skills Folder

The Skills Folder contains the current Skills that all Employees have been assessed for during a Performance Review Cycle, or which have been assigned/assessed on an Ad Hoc basis. A 'current' skill is defined as the 'most recent' record of a Skill that has been created/assigned to an Employee. The Employee may have 'previous' records of assignment/assessment for a particular Skill (for example if they were assessed for that Skill in a previous/older Performance Review Cycle). Older versions of Skills are not displayed in the Tab and can be found via the Employee's Skills record in Performance Management.

People & Culture Users are the only Users who can create 'Ad Hoc' Skills (outside of a Performance Review Cycle) for Employees. However, if there is a 'Performance Review Cycle' (Cycles or Start Date-based) activated in the System, the '+Create New' option on the Skills Tab will be deactivated. Users can only create Skills using one method or the other (not both at the same time).

When enrolling Employees in Courses, Events or e-Learning based on 'Skills' - the Skill/s will be 'matched' to Courses/Course Events. However, for e-Learning (if a third-party App is installed/integrated), the User will need to search the 'Catalogue' to find e-Learning Courses related to the Skilled then enrol Employees in an e-Learning Course.

My Info - Talent Profile Widget

The Talent Profile widget contains summary information for all of the key areas of an Employee Talent based information. Including: Certificates and Licences, Goals, PDP, Catch-ups and so on. There is also a Summary View and PDF available which is located at the top right of the Talent Profile Widget. The Talent Profile Widget can work in conjunction with the Compliance Widget, Performance Widget and the Training Widget. The data listed in the Talent Profile Widget is an aggregation of all the data in these Widgets. There are functions within the Light Boxes to take the user to the respective widgets so that processing of data can occur. E.g. Certificate and Licences drill down - opens a light box which allows you to see all data, then you can open the widget for that data by clicking the button at the Top Left. This works regardless if the User has that widget in their Dashboard.

Talent Profile Summary PDF

The Talent Profile Summary contains the following Employee Summary Information. This Summary can be PDF'd. People and Culture users can PDF any Talent Profile summary for any Employee. Search the Talent Profile Widget for the Employee. Then View Summary and Export the Profile from there.

My Info - Performance Management Widget

This Widget displays information regarding Performance Reviews related to the logged-in User.

My Info - How to Navigate to the Performance Management Widget

This widget allows for Users to quickly and easily manage Performance through each of the following processes by clicking on the relevant “Folder”:

• Reviews - view/create/manage Performance Reviews and Performance Workflow process/es.
• Goals - view/create/manage Employee Goals related to the Performance Review and Performance Cycles, (or those created on a one-off/ad hoc basis). Goals can be linked to Business Objectives also. Completed Goals can also be brought into a current Goal Define step to be used again in a Review.
• Catch Ups - view/create/manage Catch Ups related to the Performance Review and Performance Cycles, (or those created on a one-off/ad hoc basis).
• Acknowledgements - view/create/manage Acknowledgements related to the Performance Review and Performance Cycles, (or those created on a one-off/ad hoc basis).
• Skills - view/create/manage Skills related to the Performance Review and Performance Cycles, (or those created on a one-off/ad hoc basis. Note - only People & Culture Users can create ad hoc Skills).

In each of these Folders, there are a series of 'Tabs' that provide different functionality for managing Performance Reviews and Performance Review Cycles (related to Reviews). Within each Tab, there is a table that contains different columns. The Folders, Tabs, and Columns are explained below.

From within the Performance Management Widget itself, there are a series of buttons (that launch Wizards) related to creating or managing Performance Reviews, or specifying and activating Performance Review Cycles. These Wizards include:

• + Create Goal - allows HR/P&C Managers to create Goals for all Employees. New Goals can also be created from the Employee Goal Wizard (coming soon) which is available via the Wizards "START" menu. Goals can be linked to Business Objectives also.
• + Create Catch Up - allows HR/P&C Managers to create Catch-Ups for all Employees. New Catch Ups can also be created from the Catch Up Wizard which is available via the Wizards "START" menu.

These Widgets can be moved around in the Dashboard. They can also be removed from the Dashboard. This can be done in Maintenance --> Groups --> Permissions --> Select a Group and Go to the Widgets.

My Info - Performance Management Widget – Goals Tab: + Create Goal Wizard

People & Culture Users, Managers and Employees can create 'Ad Hoc' Goals (outside of a Performance Review Cycle). Goals created/assigned as part of a Performance Review Cycle will appear in and be assessable as part of the Review Cycle in which they were created. Ad Hoc Goals will be included in any subsequent Performance Review Cycles (assuming that Goals are Defined/Assessed (rated) as part of the Performance Review). Managers can create ‘Ad Hoc’ Goals for their direct reports throughout the year. These Goals will appear in the ‘Goals’ Step of subsequent Review Cycles/Performance Reviews for the Employee to whom the Goal was assigned (if there is a ‘Define Goals’ or ‘Ratings’ Step included). People & Culture Users can create ‘Ad Hoc’ Objectives/Goals for all Employees throughout the year. These Objectives/Goals will appear in the ‘Goals’ Step of subsequent Review Cycles/Performance Reviews for the Employee to whom the Goal was assigned (if there is a ‘Define Goals’ or ‘Ratings’ Step included). Note: if a Goal is assigned to an Employee, either as part of the ‘Define’ Step in a Review Cycle, or on an ‘Ad Hoc’ basis, and that Goal is ‘completed’ – it will no longer continue to appear in the Goal Define/Rate Step of subsequent Review Cycle Steps. However, it is possible to ‘add’ the Goal back into the Define/Rate Step if required (so that the Employee and/or Manager can rate the Employee’s performance per that Goal). To create a Goal input the following information:
1. Employee: Select the Employee to create the Goal for (if creating it for someone else).
2. Business Objectives: select a Business Objective from the dropdown menu.
3. Goal Type: select the Goal type from the dropdown menu.
4. Goal Name: specify a Goal name.
5. Description: provide a description of the Goal.
6. Target Date of Completion: specify a target date for the completion of the Goal.
7. Goal Completed Date: specify the actual date the Goal was completed/achieved (this can be completed at a future point in time).
8. Notes: add notes regarding the Goal including feedback, process, experience etc. if required. 9. Goal Status: specify the status of the Goal. Click “Next."
10. Summary: the final screen for the Employee Goal Wizard is a summary of all your choices throughout the Wizard. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made. When you’re ready to complete the Goal, click “Submit.”
11. Success: if your Employee Goal Wizard has been submitted correctly, you will see a success message. If not, you will see an error message. If you see an error message, please retrace your steps back through the Wizard and correct any issues. Otherwise, please contact support.

People & Culture - Performance Management Widget – Catch Ups Tab: + Create Catch Up Wizard

The Catch-Up Wizard allows Users to create a Catch-Up with other Employees in the following ways:

• Manager to Employee.
• Employee to Manager.
• People & Culture to Manager or Employee (essentially all Users).

1. Catch-Up Date – specify the date and time of the Incident using the calendar and clock dropdown menus.
2. Topic – specify the topic to be discussed during the Catch-Up.
3. Employee – select the Employee with whom to schedule the Catch-Up.
4. Does this Link to an Objective/Goal – tick the check-box if "yes," leave bank if "no." If yes, select the 'Goal' from the dropdown menu that appears.
5. Next Catch-Up Date – if this is to be a recurring Catch-Up, specify the date for the next one.
6. Comments/Notes/Questions – specify any questions, notes or comments that are relevant to the discussion so the other attendee can prepare. This field is mandatory because it is the comments, questions or notes that drive the communication between the two parties in relation to the Catch-up.
7. Attachment/s – Allows the user to add (an) attachment/s.
NOTE: Both participants in the Catch-Up can upload additional attachments (after the initial creation of the Catch-Up) as part of the ongoing Catch-Up 'Conversation'). Click “Next."
8. Summary – the final screen for the Catch-Up Wizard is a summary of all your choices throughout the Wizard. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made. When you’re ready to complete the Catch-Up, click “Submit.”
9. Success – if your Catch-Up Wizard has been submitted correctly, you will see a success message. If not, you will see an error message. If you see an error message, please retrace your steps back through the Wizard and correct any issues. Otherwise, please contact support.

My Info - Performance Management Widget – Reviews Folder

Within the Reviews Folder, there are a series of “Tabs” where HR/P&C Managers can manage the Performance Reviews of Employees. Those Tabs are:

• Active.
• Completed.
• Overdue
• Not Started.
• New Review.
• Review Cycle.

The Reviews Folder contains all Employee Reviews.