Activation Hub Dashboard

NOTE: Do not move forward to the data export/upload steps until all the data related to creating Employees has been set up in the system including:

• Locations.
• Departments.
• Divisions.
• Business Areas.
• Cost Centres.
• Multi-Currency.
• CPD Settings.
• Public Holidays.
• Entitlement Profiles.
• Job Description Library.

Before you get started on uploading Support Data, please note that the correct process for uploading data into the systems is as follows:

1. Format and export the “Export Template – Support Data” spreadsheet for each of the Support Data types (if necessary).
2. Add data to each of the Support Data spreadsheets (see below for further explanation) and upload the spreadsheet via the “Upload Template – Support Data step.”
3. Format and export the “Export Template – Employee Data spreadsheet for each of the Support Data types (if necessary).”
4. Add data to each of the Employee Data spreadsheets (see below for further explanation) and upload the spreadsheet via the “Upload Template – Employee Data.”

Users are requested to complete these steps in the order specified below or the process will not work.

Outlined in this section is the format and export the “Export Template – Support Data” step. For the remaining steps, see the relevant section below.

To format the Support Data spreadsheet/s, click on “Export Template (Support Data)” and specify the following information:

• Select the Template type you want to create/export from the dropdown list.
• Search the available fields to find the ones you want to upload data for.
• It is the fields in the right-hand side table that will be exported into the spreadsheet, so drag each field from the table on the left to the table on the right to add and remove fields that you want to include in the spreadsheet (you can reorder these fields too – to do so simply drag the fields up and down to reorder them). Mandatory fields are in red and can’t be removed from the right-hand column.
• Once complete, click “Export.”

Users will need to create and export a formatted spreadsheet for each of the following 'Support' data types one at a time and specifically in the following order if those Support data types are required:

• Locations.
• Jobs.
• Company Property.
• Leave Settings.

As an example, to create and export a spreadsheet for 'Locations' follow these steps:

1. Click 'Export Template (Support Data).'
2. Select 'Locations' from the 'Choose Template' dropdown menu.
3. Select and reorder the fields in the table on the right-hand side to ensure it contains all the fields types you want to upload data for. Note: Fields in red are mandatory and can’t be removed from the table on the right-hand side. If they are removed, this will cause an error at the next step 'Upload Template (Support Data). If Location related fields that you need to use do not appear please add new fields (via Maintenance > Locations) before creating the export template for Locations.
4. Click 'Export.'

Once the Locations template has been exported, repeat this process for Jobs, Company Property and Leave settings. Once data has been added to these spreadsheets and they are complete, they will then need to be uploaded back into the System in the next step: Upload Template – Support Data.

If you do not format, fill and upload data for ALL FOUR support data types BEFORE uploading Employee data in the next step (if the Employee data is predicated on any of the Support data types), the Employee data upload process may not work.

IMPORTANT NOTES:

• The Excel file that is created by the Export Template tool is formatted to appear with specific columns, column headings and formulas embedded into the spreadsheet to validate data before it is imported back into the System/User Account. Mandatory System fields will be highlighted with red headings in the spreadsheet.
• DO NOT change the file name after export.
• DO NOT move the file to a different location (only open the file and add data from the location where the file was saved on download - this may be in your downloads folder).
• Save the file when complete and then upload the file from the same location.
• DO NOT change the heading row content/names, format or formulas on any of the tabs in this spreadsheet as this may prevent the data from being accurately uploaded into the System by the Upload Template tool.
• DO NOT reorder the columns.
• If you copy and paste data from other sources (especially other spreadsheets) the data must match the format specified for each column (hover over the red triangle on the top right corner of each heading row cell to see the correct format).
• The cells in some columns will contain dropdown/lookup menus. Depending on where you copy data from - if you copy and paste data into these cells, you may erase the lookup function and copy over it with a different data type. If you are copying data from a previous version of the Subscribe-HR Data Upload tool, you may copy and paste data into these fields, but only if the lookup data you’re copying for a particular column type matches exactly in both spreadsheets (old spreadsheet and new spreadsheet). If not, or if you have a data source that doesn’t contain the lookups, you MUST use the lookup dropdown menus to select the appropriate data for each cell for at least one of each response/answer types. Failure to do this will result in errors. If there are multiple records in a column that contains a data lookup with the same result, it is possible to copy and paste from one cell to another.
• The columns in the spreadsheet have been formatted to force Users to input the correct data type. If you do not input the correct type of data in the right field, the spreadsheet will not validate upon upload back in the Subscribe-HR System and the upload process will fail/result in errors.
• There is an inbuilt data validation process during upload and the Subscribe-HR System will flag and give you the opportunity to correct any/all errors during the upload/validation process (which is explained further below).

To upload the Support Data spreadsheet, click on “Upload Template (Support Data)” and specify the type of data you want to import from the dropdown list:

• Locations.
• Jobs.
• Company Property.
• Leave Settings.
• Select the relevant/appropriate file to upload.
• Click on “Preview.” Preview runs a validation process on the spreadsheet/data. If you have selected the incorrect spreadsheet/file to go with the relevant/associated data type, you will receive an error message.

‘Preview’ runs a validation process on the data in the spreadsheet. If there are any errors in the spreadsheet, the type of error will be identified in the top row of the data table. The top row of the table you will see a list of colour coded fields and data types s well as a calculation of the number of errors (if any) for that data/field type. If there is an error you can click on the name of the error type (e.g. mandatory field, email address) and this will show only/all the row/s in the spreadsheet that contain that validation error type. The data with the error will also be highlighted in the colour associated with the error type (for example, a Boolean Value error will be purple). You can then click on ‘Clear Filter’ next to the name of the error type to clear those rows and return to an ‘all rows’ view.

Validation error types are colour coded in the following manner:

• Boolean values: purple.
• Date format: orange.
• Numeric value: blue.
• Email address: pink.
• Lookup Row: brown.
• Mandatory field: green.

In the table below the top validation errors row, you will see all the data (columns and rows) being imported into the System. Any validation errors will appear in the colour related to the type of validation error listed above. To edit/fix data issues, click on the green ‘Edit’ button for the row in which the error occurs, then once you've corrected the cell with the error in it, click the Orange ‘Review’ button to check and complete. Users can also ‘Delete’ data rows by clicking on ‘Delete.’

When all data is correct and has been validated, you will see an orange bar across the top of the table that indicates that your data is ready to upload and the ‘Upload Now’ button appears at the bottom of the data table. Click ‘Upload Now’ to upload data.

NOTE: the data upload process takes a few minutes to complete. DO NOT leave the page, go to another tab, move to another App or browser window, or close the tab. Doing so may cancel the data upload process. Allow the upload process to run and complete itself before taking any further steps (you will see a green progress bar that indicates progress and confirms when the data Upload process is complete.

If the data Upload process works without error, you will see a Data Table with no errors and you can click ‘Finish’ to complete the process. If further errors have been identified, the data table will be divided into two halves:

Users will need to create and export a formatted spreadsheet for each of the following 'Employee' data types one at a time and specifically in the following order if those Employee data types are required:

• Employee.
• Employee Address.
• Employee next of kin.
• Employee bank details.
• Employee jobs.
• Employee working hours.
• Employee leave profiles.
• Employee salary.
• Employee training records.
• Employee incident.

To create and export a spreadsheet for 'Employee Data' follow these steps:

1. Click 'Export Template (Employee Data).'
2. Select 'Employee' from the 'Choose Template' dropdown menu.
3. Select and reorder the fields in the table on the right hand side to ensure it contains all the fields types you want to upload data for. Note: Fields in red are mandatory and CAN'T be removed from the table on the right hand side. If they are removed, this will cause an error at the next step 'Upload Template (Employee Data). If Location related fields that you need to use do not appear - return to the 'Locations' step in the 'Create Key System Settings' Widget and add them before creating the export template for Employees.
4. Click 'Export.'

Once the Employee template is complete, repeat this process for all the other Employee related options listed above. Once data has been added to these spreadsheets and they are complete, they will then need to be uploaded back into the System in the next step: Upload Template – Employee Data.

IMPORTANT NOTES:

• The Excel file that is created by the Export Template tool is formatted to appear with specific columns, column headings and formulas embedded into the spreadsheet to validate data before it is imported back into the System/User Account. Mandatory System fields will be highlighted with red headings in the spreadsheet.
• DO NOT change the file name after export.
• DO NOT move the file to a different location (only open the file and add data from the location where the file was saved on download - this may be in your downloads folder).
• Save the file when complete and then upload the file from the same location.
• DO NOT change the heading row content/names, format or formulas on any of the tabs in this spreadsheet as this may prevent the data from being accurately uploaded into the System by the Upload Template tool.
• DO NOT reorder the columns.
• If you copy and paste data from other sources (especially other spreadsheets) the data must match the format specified for each column (hover over the red triangle on the top right corner of each heading row cell to see the correct format).
• The cells in some columns will contain dropdown/lookup menus. Depending on where you copy data from - if you copy and paste data into these cells, you may erase the lookup function and copy over it with a different data type. If you are copying data from a previous version of the Subscribe-HR Data Upload tool, you may copy and paste data into these fields, but only if the lookup data you’re copying for a particular column type matches exactly in both spreadsheets (old spreadsheet and new spreadsheet). If not, or if you have a data source that doesn’t contain the lookups, you MUST use the lookup dropdown menus to select the appropriate data for each cell for at least one of each response/answer types. Failure to do this will result in errors. If there are multiple records in a column that contains a data lookup with the same result, it is possible to copy and paste from one cell to another.
• The columns in the spreadsheet have been formatted to force Users to input the correct data type. If you do not input the correct type of data in the right field, the spreadsheet will not validate upon upload back in the Subscribe-HR System and the upload process will fail/result in errors.
• There is an inbuilt data validation process during upload and the Subscribe-HR System will flag and give you the opportunity to correct any/all errors during the upload/validation process (which is explained further below).

To upload the Employee Data spreadsheet, click on “Upload Template (Employee Data)” and specify the type of data you want to import from the dropdown list:

• Employee.
• Employee Address.
• Employee next of kin.
• Employee bank details.
• Employee jobs.
• Employee working hours.
• Employee leave profiles.
• Employee salary.
• Employee training records.
• Employee incident.
• Select the relevant/appropriate file to upload.
• Click on “Preview.” Preview runs a validation process on the spreadsheet. If you have selected the incorrect spreadsheet/file to go with the relevant/associated data type, or if there are other validation issues then you will receive an error message.

‘Preview’ runs a validation process on the data in the spreadsheet. If there are any errors in the spreadsheet, the type of error will be identified in the top row of the data table. The top row of the table you will see a list of colour coded fields and data types s well as a calculation of the number of errors (if any) for that data/field type. If there is an error you can click on the name of the error type (e.g. mandatory field, email address) and this will show only/all the row/s in the spreadsheet that contain that validation error type. The data with the error will also be highlighted in the colour associated with the error type (for example, a Boolean Value error will be purple). You can then click on ‘Clear Filter’ next to the name of the error type to clear those rows and return to an ‘all rows’ view.

Validation error types are colour coded in the following manner:

• Boolean values: purple.
• Date format: orange.
• Numeric value: blue.
• Email address: pink.
• Lookup Row: brown.
• Mandatory field: green.

In the table below the top validation errors row, you will see all the data (columns and rows) being imported into the System. Any validation errors will appear in the colour related to the type of validation error listed above. To edit/fix data issues, click on the green ‘Edit’ button for the row in which the error occurs, then once you've corrected the cell with the error in it, click the Orange ‘Review’ button to check and complete. Users can also ‘Delete’ data rows by clicking on ‘Delete.’

When all data is correct and has been validated, you will see an orange bar across the top of the table that indicates that your data is ready to upload and the ‘Upload Now’ button appears at the bottom of the data table. Click ‘Upload Now’ to upload data.

NOTE: the data upload process takes a few minutes to complete. DO NOT leave the page, go to another tab, move to another App or browser window, or close the tab. Doing so may cancel the data upload process. Allow the upload process to run and complete itself before taking any further steps (you will see a green progress bar that indicates progress and confirms when the data Upload process is complete.

If the data Upload process works without error, you will see a Data Table with no errors and you can click ‘Finish’ to complete the process. If further errors have been identified, the data table will be divided into two halves:

NOTE: Leave Profiles are accrual-based and related to Entitlement Profiles. If there is a Payroll Integration, Leave Profiles in Subscribe-HR will need to align with/be synced to the Leave Profiles in the Payroll Solution.

To activate Multi-Job settings:

• Click 'Activate Multi-Job Support.'
• Click "Save."

When activated, the Multi-Job setting applies as follows:

• Users can assign multiple Jobs to an Employee via Core-HR > Employees > Jobs.

Note: The 'Multi-Job' settings defaults to no, so assigning multiple Jobs to an Employee will not work unless/until the Multi-Job setting is activated.

• Select Job Description from Library.

• Assign Face-to-Face Training for a Job: to assign Face-To-Face Training, select 'Assign Training' from the Action menu and select options from the Face-to-Face Training menu. Specify which Courses are 'Mandatory at the Start of Employment.' All Courses specified as Mandatory will appear on the 'Mandatory Tab' of the Training Widget.
• Assign e-Learning Training for a Job: to assign e-Learning Training, select 'Assign Training' from the Action menu and select options from the menu for each of the from Groups:
  • General Training - (for all Employees) - - all Courses selected here will be will appear on the e-Learning Tab of the Training Widget.
  • Mandatory Training (Job specific) - all Courses selected here will be will appear on the 'Mandatory Tab' of the Training Widget and on the e-Learning Tab.
  • Induction Training (Job specific) - all Courses selected here will be will appear on the e-Learning Tab of the Training Widget.
  • Job Training (Job specific) - all Courses selected here will be will appear on the e-Learning Tab of the Training Widget.

The Review Method options are:

• Based on Cycles - this will tie individual Employees and /or Groups of Employees to the same Performance Review Cycle/s. This means that everyone assigned to that Cycle gets a Performance Review at the same time.
• Based on Start Date - this will tie the Performance Review Cycle to the Start Date of the Employee, and Reviews will be sent annually on the anniversary of their start date.

Click on the "Select Review Process" button. 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.

• Select the Review Type from the dropdown. The two options are:
• Based on Cycles.
• Based on Start Date.

To activate a Cycles based review - select "Based on Cycles."

• Click "Submit."

NOTE: you must click "on" again, which will open the next step, and then select "Activate" to activate this Review Cycle type (this step must be completed for the remainder of the process to work).

• To start creating a 'Cycle' based performance review, click on "Create Review."
• A lightbox appears confirming the review method being created is based on 'Cycles'.
• To stop the Review process and change it to the 'Start Date' based option, click "Stop Review Process." Or, to send a review, click "Send Review," which will open the Wizard to create and send a Performance Review to selected Employees.

To activate a Start Date based review - select "Start Date."

• Click "Submit."

NOTE: you must click "on" again, which will open the next step, and then specify the following options:

• Recruitment.
• Core-HR.
• Performance.

• Recruitment.
• Core-HR.
• Performance.

• Recruitment.
• Core-HR.
• Performance.