Revision as of 00:44, 4 February 2022

People and Culture Dashboard Option

To Navigate to this Dashboard and the Widgets (and access People & Culture Manager functionality) 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 "People & Culture."
• When the People & Culture Dashboard opens, scroll down to the Widget you need in order to manage the entire Employee Management process.

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

• Active employees.
• Leavers.
• Total absence hours.
• New starters.

2. Personal Details (Access to All Business).
3. Time Off and Pay (Access to All Business).
4. Tasks and Notifications (Access to All Business).
5. Company Policies (Access to All Business).
6. Training (Access to All Business) [Coming Soon].
7. Performance Management (Access to All Business).
8. Announcements & Acknowledgements (Access to All Business).
8. Timesheets Management (Access to All Business).
10. Time Off Management (Access to All Business).
11. HR Surveys (Access to All Business).

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 People & Culture Dashboard.

People and Culture Widget - Search Team Member Personal Details

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

1. Name.
2. Job.
3. Email address.
4. Phone Number.
5. Department.
6. Location.
7. Salary.
8. Manager.

The following functionality is also available via this Widget:

• View Team.
• Change password.
• View internal vacancies.
• Search Employee details - which enables HR/P&C Managers to search all Employees and view their Personal Details.

People and Culture Widget - Search Time off and Pay

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

1. Annual leave.
2. Personal leave.
3. Time in Lieu.
4. Timesheets.
5. Payslips.
6. Next holidays.

The following functionality is also available via this Widget:

• Search Employee details - which enables HR/P&C Managers to search all Employees and view their Time off and Pay.

People and Culture - Tasks and Notifications Widget

The Tasks and Notifications Widget for People and Culture allows the People and Culture user to have access to "Team Dashboards" to receive, send and interact with "Quick Tasks" and automatically triggered workflows based on all people. 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 a Manager has Delegated their Tasks and Notifications to System Administration Users/People & Culture Users , People & Culture 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 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. Alternatively, Users can choose to activate a "Summary" email to their email Inbox (see below for instructions).

Note: 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.

People & Culture - Company Policies Widget

The People & Culture Company Policies Widget allows HR/People & Culture Managers to access their Team's Company Policy Activity. The HR/People & Culture Manager can search for a Team Member and then use Filters to see which Company Policies Need to be attended to. Managers can Resend a notification to an Employee if that person has unopened/unread policies. The Company Policy Widget respects the User Group Permissions on the person accessing the system.

NOTE: Company Policies can be associated with 'Jobs,' 'Departments,' or 'Locations,' although Jobs are the primary association used. If a Job you're creating for a New Employee for doesn't have (a) Company Policy/(ies) assigned to it, you will not be able to complete this step and will be required to send Company Policies later via the Widget (from the 'No Policies Tab). It is therefore recommended that Users create and assign (a) Company Policy/(ies) to the Job (or Department/Location) via the Company Policies Wizard before you create a New Employee and place them in a Job.

People & Culture Widget - Company Policies – Incomplete Tab

People & Culture Widget - Company Policies – Completed Tab

People & Culture Widget - Company Policies – No Policies Tab

People & Culture Widget - Announcements and Acknowledgements Widget

This widget allows for HR/People & Culture Managers to receive and view their relevant Announcements and Acknowledgements, as well as those for all other Employees. Recipients can view relevant Announcements, complete Surveys and view Employees 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 Employees to whom they were addressed. They will also appear in the Inbox of all addressees/recipients.

People and Culture Widget - Training Widget

The People and Culture Training Widget allow HR users to access their Team's Training Activity. The Manager can access Training Course and Event Information and Current Training Records for their team members. The Training Widget respects the User Group Permissions on the person accessing the system.

[Coming Soon]

People & Culture - Performance Management Widget

The Performance Management Widget allows People and Culture users to view, create and manage Employee Performance Reviews within the System.

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 - create/manage Performance Reviews and Performance Workflow process/es.
• Goals - create/manage Employee Goals related to the Performance Review and Performance Workflow process/es.
• Catch Ups - create/manage Catch Ups related to the Performance Review and Performance Workflow process/es.

In each of these Folders, there are a series of "Tabs" that provide different functionality for managing Performance Reviews and Performance Workflows (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:

• Select Review Process - this button allows Users to select which type of Performance Review Process they want to use/activate. The two options are:
  • Based on Cycles - this will tie individual and /or Groups of Employees to the same Performance Review Cycle/s so that everyone assigned to that Cycle gets Reviewed at the same time.
  • Based on Start Date - this will tie the Performance Review Cycle to the Start Date of the Employee.

NOTE: you must "Select" and then "Activate" the Review Process you want to use. Instructions on how to do this can be found below.

• Send Review - allows HR/P&C Managers to create and send a new Performance Management Review.
• Stop Review Process - allows HR/P&C Managers to stop the Performance Review process currently being used and choose the other option (swap between Cycles/Start Date).
• + 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.
• + 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 (coming soon) 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.

How to use the Review Cycle Wizard for Cycle based Performance Reviews

1. Click onto "Select Review Process" button which is located on the top right corner of the Performance Management widget. If a Review Process is already being used, you will instead see a red "Stop Review Process" button which enables you to stop the current Review Process being used and select another option by following the instructions below.
2. A lightbox will appear prompting you to select from a dropdown the review type. Select "Based on Cycle."
3. Click "Submit."
4. The system will take you back to the Performance Management widget. "Current Review Method = (Cycles)" with a green "ON" status will display on the top right of the widget. NOTE: you must click "on" again, which will open another lightbox, and then select "Activate" to activate that Review Cycle type (this step must be completed for the remainder of the process to work).
5. To start creating a 'Cycle' based performance review, click on "Create Review."
6. A lightbox appears confirming the review method being created is based on 'Cycles'. Click "Delete" to remove the 'Cycle' method. Otherwise click "Activate" to turn it on and start sending reviews.
7. You can now click "Send Review" to send a new Performance Review based on Cycles. This will guide the User through the "New Performance Review" Wizard. The Cycles Wizard will require to specify the following:

• Name - the name of the performance review.
• Template - select the Performance Canvas that will be used for the Review.
• Workflow - select the Performance Workflow.
• Copy From Previous Review - you can choose to copy Skills and/or Behaviours from a previous review. Note that Goals are copied over by default.
• Review Cycle Scope:
  • Employees - allows the User to specify which Employee/s the Review will be sent to as part of the Review Cycle.
  • Groups - allows the User to specify which Group/s the Review will be sent to as part of the Review Cycle.
  • Departments - allows the User to specify which Department/s the Review will be sent to as part of the Review Cycle.

8. You can remove the Cycle method by clicking onto "Stop Review Process." Confirmation will appear allowing you to cancel or the User can click "OK" to remove the method.

How to use the Wizard for Start based Performance Reviews

1. Click onto "Select Review Process" button which is located on the top right corner of the Performance Management Widget. If a Review Process is already being used, you will instead see a red "Stop Review Process" button which enables you to stop the current Review Process being used and select another option by following the instructions below.
2. A lightbox will appear prompting you to select from a dropdown the Review type. Select "Based on Start Date."
3. Click "Submit."
4. The System will take you back to the Performance Management Widget. "Current Review Method = (Start Date)" with a green "ON" status will displayed on the top right of the Widget. NOTE: you must click "on" again, which will open another lightbox, and then select "Activate" to activate that Review Cycle type (this step must be completed for the remainder of the process to work).
5. To start creating a 'Start Date' based Performance Review, click on "Create Review."
6. You will then be prompted to enter details for the Review. This includes:

• Name - the name of the performance review.
• Template - select the Performance Canvas that will be used for the Review.
• Workflow - select the Performance Workflow.
• Copy From Previous Review - you can choose to copy Skills and/or Behaviours from a previous review. Note that Goals are copied over by default.

7. Once you are happy click "Activate" or "Delete" to remove the 'Start Date' method.
8. You can click "Stop Review Process" to remove the 'Start Date' method. Confirmation will appear allowing you to cancel or proceed.

Performance Management Widget – + Create New Wizard

1. Click "Create Review" (Start Date based Reviews) or "Send Review" (Cycles based Reviews) which is located on the top right-hand corner of the Performance Management widget. This will open the Performance Review Wizard, which allows HR/P&C Managers to create Performance Review Workflows based on the Review type selected (Cycles Versus Start Date).
2. For Cycles Based Reviews input the following information:

• Name – name the Performance Review.
• Template – click in the Template field (or start typing) to trigger the menu of Performance Reviews currently available in the System. Select the Performance Canvas/Review that will be used for this Performance Review.
• Workflow - click in the Workflow field (or start typing) to trigger the menu of Performance Workflows currently available in the System. Select the Performance Workflow that will be used for this Performance Review.
• Copy From Previous Review - you can choose to copy Skills and/or Behaviours from a previous review. Note that Goals are copied over by default.
• Select Recipients – specify which Employee/s, Group/s, or Department/s you want to send the Performance Review to. The options available are:
• Employees – click in the Employees field (or start typing) to trigger the menu of Employees. Select the Employee/s (one or multiple) who will be sent this Performance Review.
• Groups – click in the Groups field (or start typing) to trigger the menu of Groups. Select the Group/s (one or multiple) that will be sent this Performance Review.
• Department – click in the Department field (or start typing) to trigger the menu of Departments. Select the Department/s (one or multiple) that will be sent this Performance Review.
• Sample PDF in the bottom left-hand corner of the popup window, there is a red button “Sample PDF.” Please download a copy of the Sample PDF, check it to confirm that it contains all the information you want to include in your Performance Review. If there is anything missing, repeat previous steps. When you are happy with the Sample PDF ‘tick’ the “I have checked the sample PDF template” checkbox. Click “Next.”
• When to Send – click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Choose between sending ‘Now’ or ‘Later.’
• Send Date – if you select ‘Later,’ a date field will appear. Click on the calendar on the far right and specify the date and time you want to trigger the send of the Performance Review.
• Frequency – click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Choose between sending ‘Once’ or ‘Indefinite.’
• Requires Approval – specify if this Performance Review requires approval by ticking the checkbox. Click “Next.”
• Email Template – you will also be shown a draft of the Standard System Template email that will be sent to each Employee nominated in the previous step/s. If you want to change any of the content in the template, you can do so using the wysiwyg editor. Click “Next.”
• Summary – the final screen for the Performance Review 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 send your Performance Review & Workflow to the nominated Employee/s click “Submit.”

3. For Start Date Based Reviews input the following information:

• Name – name the Performance Review.
• Template – click in the Template field (or start typing) to trigger the menu of Performance Reviews currently available in the System. Select the Performance Canvas/Review that will be used for this Performance Review.
• Workflow - click in the Workflow field (or start typing) to trigger the menu of Performance Workflows currently available in the System. Select the Performance Workflow that will be used for this Performance Review.
• Copy From Previous Review - you can choose to copy Skills and/or Behaviours from a previous review. Note that Goals are copied over by default.
• Click "Activate."

Upon Activation, all Employee will then be sent that Review on the anniversary of their Start Date with your Organisation.

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.

Performance Management Widget – Goals Folder

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

• Active.
• Completed.
• Overdue
• Not Started.
• Cancelled.

The Goals Folder contains all Employee Goals. New Goals can also be entered without using a Review Cycle. If your Performance Workflow Cycle includes a “Goals Define” step, you can create the Goals within the Review Process or directly from this Tab using "Create Goal.” If you have a PDP step in your Performance Workflow Cycle, Goals which are created as part of the Review process can be linked to the PDP. They will show up in this Widget as having a relationship. If you are using a PDP step in the Review Cycle, and you enter a Goal through the Widget, you can link this Goal to the PDP and create Training Intervention.

Performance Management Widget – Catch Ups Folder

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

• Active.
• Upcoming.
• Completed.

The Catch Ups Folder contains all Employee Catch Ups. Catch Ups can be added as a Step in a Cycle/Review or as an Ad Hoc Catch Up.

People & Culture - Timesheets Management Widget

This widget display information regarding all timesheets related to the logged-in HR/People & Culture Manager.

People & Culture - Time Off Management Widget

This Widget displays information regarding absence requests related to the logged-in HR/People & Culture Manager and their team.

People & Culture – HR Surveys Widget

This Widget allows for HR/People & Culture Managers to View and Action HR Surveys that have been assigned to Employees across the organisation.

People & Culture – Compliance Management Widget

The Compliance Management Widget allows People and Culture users to view, track and manage Employee compliance in relation to certificates & licences, background checks and education & qualifications. P&C Users can validate (or reject) the records supplied by Applicants during the application process (and transferred to the Employee Record when a New Employee was created from Applicant), as well as creating new records.

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

• Certificates & Licences.
• Background Checks.
• Education & Qualifications.

Depending on which of the above Folders you’re in, “Create New” (top right of the “Compliance Management” Widget) will trigger the Wizard for Certificates & Licences, Background Checks or Education & Qualifications, and enable you to create a new compliance record for the Employee you nominate at the start of that particular Wizard.

Within each of the above Folders, there are a series of “Tabs,” which are:

• Expiring.
• Expired.
• Active.
• From Applicant.

On each of these Tabs, there is a table that contains different columns. The Tabs and Columns are explained below.

Compliance Management Widget – Certificates & Licences Folder

This Folder displays all the Certificates & Licences held by Employees and their current status. It also allows Users to create new and/or validate Certificates & Licences for Employees.

Compliance Management Widget – Background Checks Folder

This Folder displays all the Background Checks held by Employees and their current status. It also allows Users to create new and/or validate Background Checks for Employees.

The types of Background checks include:

• Visas.
• Police checks.
• Working with Children checks.

Compliance Management Widget – Education & Qualifications Folder

This Folder displays all the Education & Qualifications held by Employees and their current status. It also allows Users to create new and/or validate Education/Qualifications for Employees.

The types of Education/Qualifications include:

• Degrees.
• Diplomas.
• Certificates.

People & Culture – WHS Incident Widget

The WHS Incident Widget allows People and Culture users to view, track and manage WHS Incidents to ensure compliance with Work, Health and Safety regulations.

People & Culture – HR Questions Widget

The HR Questions Widget allows People and Culture users to view, track and manage HR Questions to ensure they are sent to the right person and responded to in a timely manner. People & Culture Users can also create FAQs, which are then available to all Users via the FAQs Folder.

HR Questions Widget - Questions Folder

Allows People and Culture Users to create and assign Questions to other Employees, or to Reassign Questions that they are not the best placed person to answer.

HR Questions Widget - FAQs Folder

Allows People and Culture Users to create FAQs that are then available as a resource for all Employees.

People & Culture - Search Employee Widget

[Coming Soon]

Allows Users to search for Employees and see their current details.