Revision as of 00:46, 28 October 2022

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. Name.
2. Job.
3. Email address.
4. Phone Number. With Country prefix. E.g. +61...
5. Mobile Number. With Country prefix. E.g. +61... To allow for SMS sending. SMS Credits can be purchased through the Activation Hub in the Push Notifications and Change Functionality Widget.
6. Department.
7. Location.
8. Salary.
9. Manager.

The following functionality is also available via this Widget:

• View Team.
• Change password.
• View internal vacancies.

My Info- Time off and Pay Widget

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.

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.

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).

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 task (if there is one - e.g. to approve a Timesheet), or simply display the relevant/associated message.

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.

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, 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. MyInfo 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).
• Online Training Catalogue (if the Go1 App is installed).
• Courses.
• 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. People & Culture users can also view the Training Guide for the Job that each Employee holds to compare it to their Training Analysis.

My Info Training Widget – Mandatory Training Folder

There are two 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.

Mandatory Training can be assigned to an Employee:

• 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 in the Mandatory Tab of the Training Widget: 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. Or, you can create a Training Record one-off. Which will create a Training Record without having to put anyone of a Course or Event Wait List.

For Training to be recognised as Mandatory - it must be flagged/marked as such. There are multiple ways to mark Training as 'Mandatory' (either when creating a Training type, or retrospectively if needed)

• Via the Activation Hub > Core-HR Widget > Training Manager > Action > Assign Training > Create New > Tick ‘Mandatory at Start.’
• Via the Activation Hub > Core-HR Widget > Training Manager > Face-to-Face Training > Select Training Record > Action > Assign Training > Action > 'Make Mandatory.'
• Via the Activation Hub > Core-HR Widget > Training Manager > e-Learning Training > Select Training Record > Action > Assign Training > add Course/s to the 'Mandatory Training' field.

All Face-to-Face Mandatory Training 'Requirements' must be actioned (to create an actual Training Record) by the People & Culture User or System Administrator in one of two ways:

• The Employee attends (and completes) an ad-hoc/one-off Course (usually with a third-party provider).
• The Employee is added to a Course Waiting List (and then enrolled to attend the Face-to-Face Training Event) when that Course is next scheduled by the business.

Only when an Employee has completed a Face-to-Face Course/Event will a Training Record be assigned to their Employee/Training Record sub-object.

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.

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.

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). Use the Action, create Training Record without Event, to create a single Training Record without sending the person on a Training Event or complete e-Learning.

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 – Online Training 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 Online Training 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 Online Training 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’ 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 – Courses Folder

The Courses 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 – Events Folder

The Events Folder enables Users to create and manage Face-to-Face Course 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.

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, Mentors 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.

My Info Talent Profile Summary PDF

The Talent Profile Summary contains the following Employee Summary Information. This Summary can be PDF'd.

My Info - Performance Management Widget

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

How to Navigate to the Performance Management Widget

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

• Reviews - view/manage Performance Reviews.
• 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 link to Business Objectives. Completed Goals can also be brought into a current Goal Define step to be used again in a Review. You can create Reminders / Notifications for Target Date Completion to notify the Employee / Manager that the Goal is coming up but it has not been completed.
• 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). For MyInfo, Acknowledgements are separated into two sub tavs. My Sent and My Received.
• Skills - view Skills related to the Performance Review and Performance Cycles.

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 there are a series of Wizards related to creating Performance Management Reviews. These Wizards include:

• + Create Goal - allows Employees to create Goals for all Employees. New Goals can also be created from the Employee Goal Wizard which is available via the Wizards "START" menu.
• + Create Catch Up - allows Employees to create Catch-Ups. 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 – Reviews Folder

Within the Reviews Folder, there are a series of “Tabs” where Employees can manage and complete Performance Reviews assigned to them. Those Tabs are:

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

The Reviews Folder contains all Performance Reviews related to that Employee.

My Info Performance Management Widget – Goals Folder

Within the Goals Folder, there are a series of “Tabs” where Employees can create and manage their Goals. Those Tabs are:

• Not Started.
• On Track.
• Behind.
• At Risk.
• Completed.
• All.

The definitions for these statuses are:

On Track: This is the default status.
Behind: Overall progress is less than 60% complete.
At Risk: Overall progress is less than 25% complete with 30 days remaining.
Completed: Overall goal progress is 100%.

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 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. Completed Goals can also be brought into a current Goal Define step to be used again in a Review.

My Info Performance Management Widget – Catch Ups Folder

Within the Catch Ups Folder, there are a series of “Tabs” where create and Manage Catch-ups. Those Tabs are:

• Active.
• Upcoming.
• Completed.

The Catch Ups Folder contains all Employee Reviews.

Performance Management Widget – Acknowledgements Folder

The Acknowledgements Folder contains all Acknowledgements that have been sent to Employees, Locations, or Departments. Employees can see Acknowledgements for themselves only. Users can also create new Acknowledgements from this Tab on the Performance Management Widget, via '+Create Acknowledgement' on the 'Acknowledgements' Tab in the Announcements & Acknowledgements Widget, or by triggering the Acknowledgement Wizard via the ‘START’ menu.

My Info Performance Management Widget – Skills Folder [Coming Soon]

The Skills Folder contains all Skills that Employees have been assessed for during a Performance Review Cycle, or which have been assigned/assessed on an Ad Hoc basis (by a People & Culture User). Employees can see all Skills that have been assigned to them/for which they have been assessed.

My Info - Timesheets Management Widget

This Widget display information regarding all timesheets related to the logged-in Employee.

My Info - Time Off Management Widget

This Widget displays information regarding absence requests related to the logged-in Employee.

My Info – Compliance Management Widget

The Compliance Management Widget allows Employees to manage in relation to their:

• 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 any/all of these three options.

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.

The preferred document/file types that can be uploaded in the System for Compliance documentation are:

• Word (docx).
• Pdf.
• Rich Text (rtf).
• Png.

My Info Compliance Management Widget – Certificates & Licences Folder

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

My Info 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.

My Info 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.

My Info – 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.

My Info – 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 Tab.

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