People and Culture Dashboard Widgets
Contents
- 1 People and Culture Dashboard Option
- 1.1 People and Culture Widget - Search Team Member Personal Details
- 1.2 People and Culture Widget - Search Time off and Pay
- 1.3 People and Culture - Tasks and Notifications Widget
- 1.4 People & Culture - Company Policies Widget
- 1.5 People & Culture Widget - Announcements and Acknowledgements Widget
- 1.6 People & Culture – Training Widget (BETA)
- 1.6.1 Training Widget – Training Analysis Folder (BETA)
- 1.6.2 Training Widget – Mandatory Training Folder (BETA)
- 1.6.3 Training Widget – Training Records Folder (BETA)
- 1.6.4 Training Widget – e-Learning Folder (BETA)
- 1.6.5 Training Widget – Online Training Catalogue Folder (BETA)
- 1.6.6 Training Widget – Courses Folder (BETA)
- 1.6.7 Training Widget – Events Folder (BETA)
- 1.6.8 Training Widget – CPD Folder (BETA)
- 1.6.9 Training Widget – Skills Folder (BETA) [Coming Soon]
- 1.7 People & Culture - Performance Management Widget
- 1.7.1 How to Navigate to the Performance Management Widget
- 1.7.2 How to use the Review Cycle Wizard for Cycle based Performance Reviews
- 1.7.3 How to use the Wizard for Start based Performance Reviews
- 1.7.4 Performance Management Widget – + Create New Wizard
- 1.7.5 Performance Management Widget – Reviews Folder
- 1.7.6 Performance Management Widget – Goals Folder
- 1.7.7 Performance Management Widget – Catch Ups Folder
- 1.7.8 Performance Management Widget – Acknowledgements Folder
- 1.7.9 Performance Management Widget – Skills Folder [Coming Soon]
- 1.8 People & Culture - Timesheets Management Widget
- 1.9 People & Culture - Time Off Management Widget
- 1.10 People & Culture – HR Surveys Widget
- 1.11 People & Culture – Compliance Management Widget
- 1.12 People & Culture – WHS Incident Widget
- 1.13 People & Culture – HR Questions Widget
- 1.14 People & Culture - Search Employee Widget
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. Performance Management (Access to All Business).
7. Announcements & Acknowledgements (Access to All Business).
8. Timesheets Management (Access to All Business).
9. Time Off Management (Access to All Business).
10. HR Surveys (Access to All Business).
11. WHS Incident (Access to All Business).
12. Compliance Management (Access to All Business).
13. HR Questions (Access to All Business).
14. Training (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:
- Name.
- Job.
- Email address.
- Phone Number.
- Department.
- Location.
- Salary.
- 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:
- Annual leave.
- Personal leave.
- Time in Lieu.
- Timesheets.
- Payslips.
- 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 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. People & Culture Users can access a complete history of all Tasks & Notifications (current and previous) assigned/sent across the organisation 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.
| Field Name | Description |
| Notifications | This functionality allows the User to trigger a "Summary" email re Tasks and Notifications relevant to them/their User Group. To enable a notification summary email:
The standard setting in the System is for all Users to receive an Email Summary Daily at 8:00am. This can be changed using the options below. The settings options for Tasks & Notifications Emails are:
Depending on the Employee's User Group/Permissions (Employee, Manager, HR/People & Culture Manager), the User will receive the following information in their Summary Email:
|
| Manage Delegation | Employees can delegate authority to someone else in their absence. Delegations work as follows:
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| Search | This is a text field which you can use to enter keywords to search for. The list below will display tasks and notification relating to the keywords entered. |
| Today | This Tab displays current Tasks & Notifications (due today - that is the date that the User/Employee is logged into the System). Once completed, Tasks (and their associated notifications) move to the 'Completed' Tab. |
| Upcoming | This Tab displays Tasks & Notifications due on any day/date after 'today' (see above). Once completed, Tasks (and their associated notifications) move to the 'Completed' Tab. |
| General | This Tab displays a list of all Notifications that are triggered/sent by the System. |
| Overdue | This Tab displays all Tasks & Notifications that are past their due date. |
| Completed | This Tab displays all Tasks that have been completed. |
| My Sent Tasks | This Tab displays tasks that the User has sent (either to themselves or someone else). |
| Workflow History | Displays a list containing the history of all actions, tasks and notifications (including a record of Authorisations, Cancellations and Rejections where relevant). The Workflow History includes actions, tasks and notifications currently in progress and those completed in the past. Each line item/record has a status. The action/task is either pending or completed. The history is arranged based the following icons:
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| Filter | You can select filters to apply so that specific tasks and notifications will be displayed. You can filter the list by Solution (HR, Recruitment, Onboarding etc.) and/or delegated tasks. |
| Task Name | The subject of the task will appear under here. |
| Assigned To | The Employee the task or reminder was assigned to will appear here. |
| Relates To | The Employee the task or reminder relates to will appear here. |
| Due Date | Task due date will appear here. This determines if the task should appear in the today, upcoming or overdue section. |
| Filter (Column) | Filters selected against the task will appear under here. |
| Actions | Different Tasks and Notifications have different actions associated with them. The options are:
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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.
| Navigation Option | Description |
| Search | Allows Managers to search Team to see the Company Policy Information for the Team Member being searched for. |
| Incomplete Tab | Shows Policies for the User that are not yet Opened and Read. |
| Completed Tab | Shows Policies that have been Opened and Read. |
| No Policies Tab | Shows Employees that have not been assigned any Company Policies to complete. |
| Filter | Allows you to Filter the Company Policies Table based on: Opened, Unopened, Read, Unread. |
| Policy | Allows you to Search all Policies based on the Filters you have applied. |
People & Culture Widget - Company Policies – Incomplete Tab
| Field Name | Description |
| Assigned To | The name of the Employee that a Company Policy has been assigned to. |
| Policy Name | The name of the Company Policy assigned to the Employee. |
| Opened | If the Employee has opened the Company Policy they have been assigned, a tick will be displayed in this column. If they’re haven’t opened it, a cross will be displayed. |
| Read | If the Employee has read the Company Policy they have been assigned, a tick will be displayed in this column. If they’re haven’t read it, a cross will be displayed. |
| Type | This column indicates what type of Company Policy it is E.g. Onboarding, Existing Employee, New Policy Update, New Employee, Auto Renew etc. |
| Link | This column displays a link to the Company Policy. |
| Received | This column specifies the date when the Company Policy was sent to the Employee. |
| Reminder | If the Company Policy is not yet complete, this column will display a recommended Action, e,g, Send Reminder. |
People & Culture Widget - Company Policies – Completed Tab
| Field Name | Description |
| Assigned To | The name of the Employee that a Company Policy has been assigned to. |
| Policy Name | The name of the Company Policy assigned to the Employee. |
| Opened | If the Employee has opened the Company Policy they have been assigned, a tick will be displayed in this column. If they’re haven’t opened it, a cross will be displayed. |
| Read | If the Employee has read the Company Policy they have been assigned, a tick will be displayed in this column. If they’re haven’t read it, a cross will be displayed. |
| Type | This column indicates what type of Company Policy it is E.g. Onboarding, Existing Employee ,New Policy Update, New Employee, Auto Renew etc. |
| Link | This column displays a link to the Company Policy. |
| Received | This column specifies the date when the Company Policy was sent to the Employee. |
| Read Date | This column specifies the date on which the Company Policy was read by the Employee. |
People & Culture Widget - Company Policies – No Policies Tab
| Field Name | Description |
| Employee ID | The Employee ID for the User who has not been assigned any Company Policies. |
| Employee Name | The name of the Employee who has not been assigned any Company Policies. |
| User Account | This colmn will specify if the Employee has a User Account. |
| Send Reminder | If the Company Policy is not yet complete, this column will display a recommended Action, e,g, Send Reminder. |
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.
| Field Name | Description |
| Announcements Tab | This tab displays all active and expired announcements posted by users. |
| Active (Under Announcements Tab) | Displays all announcements that have not exceeded their expiry date. Number in brackets displays the total number of active announcements |
| Expired (Under Announcements Tab) | Displays all announcements that have exceeded their expiry date. Number in brackets displays the total number of expired announcements. |
| Search Title (Under Announcements Tab) | This is a free text field that you can use to search Announcements based on keywords you enter in the search field. |
| Title (Under Announcements Tab) | This is the title of the created Announcement. |
| Type (Under Announcements Tab) | This is the type of the Announcement. E.g. Business Object, Highlight, People Related, Innovation, Policy. |
| Create Date (Under Announcements Tab) | This is the date and time the Announcement was created. |
| Expire Date (Under Announcements Tab) | The Announcement's expiry date. Once this date has passed, the announcement will move over to the Expired section. |
| Acknowledgement Name (Under Announcements Tab) | Acknowledgements made to employees and/or locations and/or departments will be displayed here. You can select/add specific recipients for your Acknowledgement here, or you can leave these fields blank. |
| Survey (Under Announcements Tab) | If a Survey has been linked, you can click "Check Answers" to view the status of answered Surveys. If no Survey linked, "N/A" will display. |
| Acknowledgements Tab | Clicking this tab will display all acknowledgements posted by users. |
| Create Acknowledgement (Under Acknowledgements Tab) | Top Right of the Widget. Starts the New Acknowledgement Wizard, for you to be able to create a new acknowledgement. This is also available from the "START" menu. |
| Search Keyword (Under Acknowledgements Tab) | This is a free text field that you can use to search Announcements based on keywords you enter in the search field. |
| Create Date (Under Acknowledgements Tab) | This is the date and time the Acknowledgement was created. |
| Title (Under Acknowledgements Tab) | Displays the Title of the Acknowledgement. |
| Likes (Under Acknowledgements Tab) | Clicking the "thumbs up" icon will Like the Acknowledgement. The number beside it displays the total number of likes the Acknowledgement has received. |
| Comments (Under Acknowledgements Tab) | Clicking the speech bubble icon will allow you to enter in comments related to the Acknowledgement. The number beside it will display the total number of comments made against the Acknowledgement. |
| Sent To (Under Acknowledgements Tab) | Employees, locations and/or departments that have been acknowledged will be displayed here. |
| Actions (Under Announcements Tab) | Use this dropdown to action the following:
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| Actions (Under Acknowledgements Tab) | Use this dropdown to action the following:
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People & Culture – Training Widget (BETA)
The People and Culture Training Widget allow HR Managers to access and manage their Team's Training Activity. People & Culture 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.
Training Widget – Training Analysis Folder (BETA)
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.
| Field Name | Description |
| Search | This is a free text field that allows Users to filter the list based on specific keywords entered here. |
| Employee | This column contains the Employee name associated with that Training Analysis record. |
| Refresher Required | This column contains the number of Training Courses or Certificate/Licences that require the Employee to attend ‘Refresher’ Training. |
| To Do | This column contains the number of Training related ‘To Dos’ (Face-to-Face or e-learning) for that Employee. |
| Mandatory | This column contains the number of ‘Mandatory’ Training Courses (Face-to-Face or e-learning) assigned to that Employee. |
| Waiting List | This column contains the number of Face-to-Face Training Courses that Employee is ‘Waitlisted’ for. |
| In Progress | This column contains the number of ‘In Progress’ Training Courses (Face-to-Face or e-learning) assigned to that Employee. |
| No Show | This column contains the number of ‘No Show’ Training Courses (Face-to-Face) assigned to that Employee. |
| Completed | This column contains the number of ‘Completed’ Training Courses (Face-to-Face or e-learning) assigned to that Employee. |
| Actions | The options are: View Training Guide - The ‘Training Guide’ provides a summary of all the Training assigned to that Employee/Employee’s Job, which therefore makes that Training either a requirement or a suggestion for the Employee to complete. |
Training Widget – Mandatory Training Folder (BETA)
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 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.
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.
| Field Name | Description |
| Search | This is a free text field that allows Users to filter the list based on specific keywords entered here. |
| + Create New Mandatory Training Requirement | Allows the User to create a new Mandatory Training Requirement for an Employee. That ‘requirement’ needs to be actioned – either by enrolling the Employee in an e-Learning Course (which is only possible if a third-party e-Learning App is installed/integrated), creating a one-off Training Record, or by adding the Employee to a Course Waiting List. |
| To Do Tab | Displays the current Mandatory Training Requirements that need to be actioned for all Employees. Records that appear on this Tab are only ‘requirements,’ not actual Training Records. Training 'requirements' only become active, or ‘In Progress’ Training once the requirement is actioned. This is done either by an Employee (because the Training Requirement has been assigned to them and they have started it), or, when a People & Culture User or Manager enrols the Employee on an internal Training Course Event, an external one-off Training Course/Event, or they enrol the Employee in an e-Learning Course. |
| In Progress Tab | Displays all Mandatory Training Requirements that are in progress, that is, the Employee has either started their e-Learning training so as to fulfil that requirement, or they’ve been placed on a Course Waiting List/scheduled for a Course/Event. |
| Completed Tab | Displays all Mandatory Training Requirements that have been completed and for which a Training record has now been created. |
| All Tab | Displays all of the Mandatory Training Requirements listed above. |
| Employee | This column contains the Employee name that the mandatory training requirement is assigned to. |
| Mandatory Training Guide | This column contains the Training/Course type that has is assigned to the Employee as a 'Mandatory Training Requirement.' This requirement needs to be actioned, either by adding the Employee to a Course/Event Waiting list (for Face-to-Face Training), or enrolling them in e-Learning Training. |
| Delivery Method | This column specifies if the Mandatory Training Requirement is e-Learning or Face-to-Face. |
| Record Created | This column indicates how many days have elapsed since the Mandatory Training Requirement was assigned to the Employee. If more than 90 days have elapsed, the date on which the requirement was created will be displayed. |
| Start Date | This column indicates the Training start date if/when the Employee has been booked on a Course/Event or enrolled on an e-Learning Course. |
| End Date | This column indicates the Training end date if/when the Employee has been booked on a Course/Event or enrolled on an e-Learning Course. |
| Record Created | This column specifies the number of days since the Mandatory Training Requirement was created. |
| Actions | The options are:
Add Employee to Course Waiting List - allows the User to add the Employee to the Course Waiting list so that they are then enrolled when an internal Training Event for that Course type is next scheduled.
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Training Widget – Training Records Folder (BETA)
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).
Once completed, People & Culture Users can, where relevant, create a Certificate/Licence based on the Training Record.
| Field Name | Description |
| Search | This is a free text field that allows Users to filter the list based on specific keywords entered here. |
| + Create New Training Record | Allows the User to create a new Training Record – either by creating a one-off Training Record, or by adding the Employee to a Course Waiting List. |
| To Do Tab | Displays the Training that has been assigned to an Employee, but not yet commenced. |
| In Progress Tab | Displays the Training that has been the Employee has started and is now in progress. |
| Completed Tab | Displays all the Training that has been completed by the Employee and for which a Training Record has now been created. |
| Did Not Attend Tab | Displays all the Face-to-Face Training the Employee was assigned/booked to attend, but did not. No Training Record is created if the Employee is scheduled but does not attend a Training Course/Event. |
| All Tab | Displays all of the Training Records listed above. |
| Employee | This column contains the Employee name that the Training is assigned to. |
| Course Name | This column contains the Course Name that was assigned to the Employee – either as a Face-to-Face or e-Learning requirement. |
| Start Date | This column contains the date the Course started. |
| End Date | This column contains the date the Course ended. |
| Type | This column contains the type of Training assigned to the Employee. The options are:
|
| Delivery Method | This column specifies if the Training requirement is e-Learning or Face-to-Face. |
| Actions | The options are:
History - displays the Training history related to that Training. elsewhere). Update - allows the User to Update the Training Record by adding notes, attaching the completion certificate etc elsewhere). Create Certificate/Licence - where relevant, allows the User to create a Certificate/Licence based on/related to the Training completed by the Employee. |
Training Widget – e-Learning Folder (BETA)
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.
| Field Name | Description |
| Search | This is a free text field that allows Users to filter the list based on specific keywords entered here. |
| Assigned Tab | This Tab displays all the e-Learning Courses that have been assigned to the Employee (that they’ve been enrolled in), but not yet started. |
| In Progress Tab | This Tab displays all the e-Learning Courses that the Employee has started (but not yet completed). |
| Completed Tab | This Tab displays all the e-Learning Courses that the Employee has completed. |
| Employee | This column contains the Employee name that the e-Learning Training is assigned to. |
| Course Name | This column contains the e-Learning Course name that has been assigned to the Employee. |
| Assigned Date | This column specifies the date that the e-Learning Course was assigned to the Employee. |
| Type | This column contains the type of Training assigned to the Employee. The options are:
|
| Actions | The options are:
*Enrol - allows the User to Enrol an Employee in a course. *Play - allows the User to Play a course that has been assigned to them. NOTE: for compliance reasons, only Employees can ‘Play’ e-Learning content via the ‘My Info’ Training Widget. Managers and People & Culture Users can’t ‘Play’ (or ‘Resume’) any e-Learning content assigned to other Employees. *Start - allows the User to start a course. *Resume - allows the User to Resume a Course they’ve started, but haven’t yet finished. *History - displays the Training history related to that Training. *Create Certificate/Licence - where relevant, allows the User to create a Certificate/Licence based on/related to the e-Learning Training completed by the Employee. |
Training Widget – Online Training Catalogue Folder (BETA)
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.
| Field Name | Description |
| Search | This is a free text field that allows Users to filter the list based on specific keywords entered here. Note: Users must enter a search term to generate a list of results in the Widget (otherwise this Tab will remain empty). |
| Course Name | This column contains the name of the Course that is related to the search term used. |
| Description | This column displays the thumbnail for the Course provided by the third-party e-Learning provider. Click on the thumbnail and a popup window appears including a Course description. |
| Type | This column specifies the type of Course. The options are:
|
| Duration | This column displays the duration of the Course content, or the time it will take to completed the Course (both in minutes). |
| Actions |
Enrol Users - allows the User to enrol other Employees to take this Course Enrol Me - allows the User to enrol themselves to take this Course. |
Training Widget – Courses Folder (BETA)
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).
| Field Name | Description |
| Search | This is a free text field that allows Users to filter the list based on specific keywords entered here. Note: Users must enter a search term to generate a list of results in the Widget (otherwise this Tab will remain empty). |
| + Create New Course | Allows the User to create a new Face-to-Face Course type to be run by the Organisation (either in-house or by an external third-party provider). Employees can be added to a Course Waiting List, and when Courses meet minimum attendee requirements, a Course Event can be created and Employee confirmed to attend. |
| Course Name | This column contains the name of the Training Course. |
| Max Attendee | This column displays the maximum number of attendees allowed for that Course type. |
| Min Attendee | This column displays the minimum number of attendees required to run a Face-to-Face event for that Course type. |
| Waiting List Count | This column displays the current number of attendees wait listed for that Course type. |
| Actions: |
Waiting List - allows the User to view the Waiting List, enrol other Employees to take this Course type, or create a Course Event. Events - allows the User to see all linked events for this Course type. Edit - allows the User to edit information for this Course type. |
Training Widget – Events Folder (BETA)
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).
| Field Name | Description |
| Search | This is a free text field that allows Users to filter the list based on specific keywords entered here. Note: Users must enter a search term to generate a list of results in the Widget (otherwise this Tab will remain empty). |
| + Create New Course Event | Allows the User to create a new Face-to-Face Course Event to be run by the Organisation (either in-house or by an external third-party provider). Employees can be added to a Course Waiting List, and when Courses meet minimum attendee requirements, a Course Event can be created and Employee confirmed to attend. |
| Upcoming Tab | Displays a list of all upcoming Course Events. |
| In Progress Tab | Displays a list of all Course Events currently in progress. |
| Completed Tab | Displays a list of all completed Course Events. |
| All Tab | Displays a list of all Course Events related activity across the Organisation. | ]
| Calendar | Displays a calendar view of all Course Events across the Organisation. |
| Event Name | This column contains the name of the Course Event. |
| Provider | This column displays the Course Event Provider. |
| Start Date | This column displays the start date of the Course Event. |
| Finish Date | This column displays the finish date of the Course Event. |
| Actions: |
Waiting List - allows the User to add Employees to the Attendee List for this Course Event. Attendee List - allows the User to see the Attendee List for this Course Event. Edit - allows the User to edit information for this Course Event. |
Training Widget – CPD Folder (BETA)
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.
| Field Name | Description |
| Search | This is a free text field that allows Users to filter the list based on specific keywords entered here. |
| Filter | Filter CPD Training Hours based on a specified timeframe. |
| ID | This column contains the ID of the Employee that the CPD Training is assigned to. |
| Employee | This column contains the Employee name that the CPD Training is assigned to. |
| Current CPD | This column contains the total current CPD hours the Employee has completed in the annual cycle. The annual cycle options are:
|
| Total Required CPD | This column contains the total annual CPD requirement for that Employee during the annual CPD cycle. |
| Actions | View CPD Training Breakdown - displays the Face-to-Face and e-Learning (if a third-party solution is integrated) CPD requirements for that Employee. |
Training Widget – Skills Folder (BETA) [Coming Soon]
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.
| Field Name | Description |
| + Create Skill) | Top Right of the Widget. Starts the Skill Wizard, and allows the User to select a Skill from the 'Skills Library' and assign it to an Employee. |
| Search Keyword | This is a free text field that you can use to search the Skill s Tab for an Employee name, or for a Skill Type. |
| Current Sub-Tab | Displays the Skills that the Employee was assigned/assessed for during the current/most recent Performance Review Cycle. |
| Skill Name | The name of the Skill assigned to/for which the Employee was assessed. |
| Date Created | Displays the Date that the Skill was assigned to the Employee for assessment. Or, if the Skill was created Ad Hoc by a People & culture User (not via a Performance Review Cycle), the date the Skill was created/assigned to the Employee. |
| Linked Review | If the Skill was assigned to an Employee and assessed by the Employee/Manager as part of a Performance Review Cycle - a link to the most recent/current Performance Review Cycle will appear here. There will be a record for the Skill assessed by the Employee, and another for that Skill assessed by their Manager. |
| Date Assessed | Displays the Date that the Skill was assigned to the Employee and assessed (as part of a Performance Review Cycle). |
| Create/Assessed By | The name of the Individual who created/assessed the Employee for that Skill Type. |
| Score | Displays the Score that the Assessor gave to the Employee for that Skill Type. |
| Current | Specifies if the Skill is current (Yes) or not (No). |
| Actions | Use this dropdown to action the following:
|
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.
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).
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:
- 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. 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 (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.
| Field Name | Description |
| Current Review Method | This displays the type of Review process currently being used e.g. Review Cycle or Based on Start Date. |
| + Send Review | If your Review process is based on Cycle, the green “Send Review” button will enable HR/P&C Managers to create and send Performance Review/s. If your Review process is based on Start Date, the green “Send Review” button will enable HR/P&C Managers to create and send Performance Review/s. |
| Stop Review Process | The red “Stop Review Process” Button allows HR/P&C Managers to STOP the review process being used (this applies to both Start Date or Cycle Method. Please note that this will complete all Reviews as of that date. Information in the review can be seen up until that date. |
| Search | This is a free text field that allows user to filter down the list to specific keywords entered here. |
| Active Tab | Clicking this Tab will display all currently active Performance Reviews. The number in brackets displays the total number of active Reviews. |
| Completed Tab | Clicking this Tab will display all completed Performance Reviews. The number in brackets displays the total number of completed Reviews. |
| Overdue Tab | Clicking this Tab will display all Performance Reviews that are incomplete and/or past their due date. The number in brackets displays the total number of overdue Reviews. |
| Not Started Tab | Clicking this Tab will display all Performance Reviews that have not been started by the Employee. |
| No Review Tab (Only Relevant to Cycle – Review Cycle) | Clicking this Tab will display all Employees who currently have no Performance Review assigned to them. The number in brackets displays the total number of Employees with no current Reviews. |
| Review Cycle Tab | Clicking this will display all Performance Workflows that have been created. The number in brackets displays the total number of Workflows that have been created and sent to Employees. |
| Search | This is a free text field that allows user to filter down the list to specific keywords entered here. |
| ID | This is the ID of the Performance Review that has been sent to the Employee. |
| Review Name | The name of the Performance Review will be displayed here. |
| Employee | The name of the Employee that this Performance Review has been assigned to. |
| Current Step | The current step of the Performance Review process that Employee is currently at will be displayed here. |
| View Status | Click on “View Status” in this column and a window will open that displays which part of the Performance Workflow the Review is at, e.g. with Employee with Manager etc. and the Due Date of the Review. |
| Start Date | The date the Performance Review/Workflow was sent/triggered. |
| End Date | The due date of the of the Performance Review. |
| Progress | The percentage bar here represents the progress of the Review starting from 0% (not started) to 100% (complete) |
| Department | The Department of an Employee sent a Review. |
| Participants | The Participants to which that Review has been sent. |
| Cycle | The name of the Review that was sent to Participants/Employees. |
| Scheduled Date | The date the Review was created and sent. |
| Frequency | The frequency with which the review is sent - quarterly, semi-annually, annually (or other). |
| Status | Indicates if the Review Cycle is complete, cancelled, in progress etc. |
| Action | Open Review - allows Users to open and complete current performance step Reopen Step - allows Users to reopen completed task on a completed step. This will display a popup with responder names. Simply tick the relevant step for the relevant responder. |
Performance Management Widget – Goals Folder
Within the Goals Folder, there are a series of “Tabs” where HR/People & Culture Managers can manage the Goals of Employees. 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 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. Completed Goals can also be brought into a current Goal Define step to be used again in a Review.
| Field Name | Description |
| + Create Goal | The “Create Goal” Wizard 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. |
| Search | This is a free text field that allows user to filter down the list to specific keywords entered here. |
| Not Started Tab | Clicking this Tab will display all currently active Performance Goals that have not yet been started by the Employee they've been assigned to. The number in brackets displays the total number of active Goals. |
| On Track Tab | Clicking this Tab will display all Performance Goals that are 'On Track' for completion by the Due Date. The number in brackets displays the total number of On Track Goals. |
| Behind Tab | Clicking this Tab will display all Performance Goals that are 'Behind' for completion by the Due Date. The number in brackets displays the total number of Behind Goals. |
| At Risk Tab | Clicking this Tab will display all Performance Goals that are 'At Risk' of not being completed by the Due Date. The number in brackets displays the total number of At Risk Goals. |
| Completed Tab | Clicking this Tab will display all Performance Goals that have been 'Completed.' The number in brackets displays the total number of Completed Goals. |
| All Tab | Clicking this Tab will display all Performance Goals, including their Status. The number in brackets displays the total number of Performance Goals currently assigned to Employees. The All Tab also contains a filter that allows Users to filter Goals based on their Status. |
| Employee | The name of the Employee that this Goal has been assigned to. |
| Goal Name | The Name of the Goal. |
| PDP | The related Performance Development Plan in which this Goal was create will be displayed here (if/when relevant). |
| Review | If a Review Cycle us being used, when the Goal is created, it will show the relationship to the Review it was created for. |
| Status | The status of the Goal will display here. This can beNot Start, On Track, Behind, At Risk or Completed.. |
| Due Date | The Goal's due date will be displayed here. |
| Action | This dropdown will allow HR/People & Culture Manager to view and edit Employee Goals. |
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.
| Field Name | Description |
| + 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. |
| Search | This is a free text field that allows user to filter down the list to specific keywords entered here. |
| Active Tab | Clicking this Tab will display all currently active Performance Goals. The number in brackets displays the total number of active Goals. |
| Upcoming Tab | Clicking this Tab will display Catch-ups that are yet to happen at a future date. |
| Completed Tab | Clicking this Tab will display all completed Performance Goals. The number in brackets displays the total number of completed Goals. |
| Topic | The relevant topic of the Catch Up will be displayed here. |
| Employee | The name of the Employee that this Catch Up has been assigned to. |
| Catch Up Date | The date of the Catch Up will be displayed here. |
| Comments/Notes/Questions | Free type text here. |
| Attachments | Link attachments here. |
| Actions | This dropdown allows user to perform either of the following:
|
Performance Management Widget – Acknowledgements Folder
The Acknowledgements Folder contains all Acknowledgements that have been sent to Employees, Locations, or Departments. People & Culture Users can see Acknowledgements for the entire organisation. 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.
| Field Name | Description |
| + Create Acknowledgement) | Top Right of the Widget. Starts the New Acknowledgement Wizard, for you to be able to create a new acknowledgement. This is also available from the "START" options |
| Search Keyword | This is a free text field that you can use to search Announcements based on keywords you enter in the search field. |
| Create Date | This is the date and time the Acknowledgement was created. |
| Title | The Title of the Acknowledgement is displayed here. |
| Likes | Clicking the "thumbs up" icon will Like the Acknowledgement. The number beside it displays the total number of likes the Acknowledgement has received. |
| Comments | Clicking the speech bubble icon will allow you to enter in comments related to the Acknowledgement. The number beside it will display the total number of comments made against the Acknowledgement. |
| Sent To | Employees, locations and/or departments that have been acknowledged will be displayed here. |
| Actions | Use this dropdown to action the following:
|
Performance Management Widget – Skills Folder [Coming Soon]
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).
| Field Name | Description |
| + Create Skill) | Top Right of the Widget. Starts the Skill Wizard, and allows the User to select a Skill from the 'Skills Library' and assign it to an Employee. |
| Search Keyword | This is a free text field that you can use to search the Skill s Tab for an Employee name, or for a Skill Type. |
| Current Sub-Tab | Displays the Skills that the Employee was assigned/assessed for during the current/most recent Performance Review Cycle. |
| Skill Name | The name of the Skill assigned to/for which the Employee was assessed. |
| Date Created | Displays the Date that the Skill was assigned to the Employee for assessment. Or, if the Skill was created Ad Hoc by a People & culture User (not via a Performance Review Cycle), the date the Skill was created/assigned to the Employee. |
| Linked Review | If the Skill was assigned to an Employee and assessed by the Employee/Manager as part of a Performance Review Cycle - a link to the most recent/current Performance Review Cycle will appear here. There will be a record for the Skill assessed by the Employee, and another for that Skill assessed by their Manager. |
| Date Assessed | Displays the Date that the Skill was assigned to the Employee and assessed (as part of a Performance Review Cycle). |
| Create/Assessed By | The name of the Individual who created/assessed the Employee for that Skill Type. |
| Score | Displays the Score that the Assessor gave to the Employee for that Skill Type. |
| Current | Specifies if the Skill is current (Yes) or not (No). |
| Actions | Use this dropdown to action the following:
|
People & Culture - Timesheets Management Widget
This widget display information regarding all timesheets related to the logged-in HR/People & Culture Manager.
| Field Name | Description |
| In Progress Tab | Displays all saved but not submitted timesheets. The number in brackets indicates the total number of "In Progress" Timesheets (currently being worked on, but not yet submitted for authorisation). |
| Requested Tab | Displays all Timesheets that have been submitted but are have yet to be authorised/rejected. The number in brackets indicates the total number of Timesheets requiring authorisation. |
| Authorised Tab | Displays all Timesheets that have been authorised by the authoriser. The number in brackets indicates the total number of Authorised timesheets. |
| Rejected Tab | Displays all Timesheets that have been rejected by the authoriser. Rejected Timesheets can not be edited and resubmitted, however, if/when a new Timesheet is started (after one has been rejected), the new Timesheet will pick up/include the entries from the most recently saved/submitted Timesheet (the rejected one). If a new Timsheet is submitted after the rejection of a previously submitted Timesheet - that Timesheet record will disappear from the 'Rejected' subtab (however, there will be a record of it in the 'Workflow History' (via the System Inbox or the Tasks & Notifications Widget). The newly created/submitted Timesheet will then appear on the 'Requested' subtab. The number in brackets indicates the total number of Rejected Timesheets. |
| Resubmit Tab | Displays all Timesheets that have been cancelled. Cancelled Timesheets can be edited and resubmitted. The number in brackets indicates the total number of cancelled Timesheets. |
| + Create Timesheet | Clicking this button will allow users to quickly create a timesheet through the New Timesheet Wizard. |
| Search by name | This is a free text field which allows you to specifically search for timesheets by employee name. |
| Name | Employee name will appear under here. |
| Period | Duration of Timesheet/Pay period will display here in DD/MM/YYY - DD/MM/YYYY format. Depending on the 'Timesheet Settings' in the Core-HR Widget on the Activation Hub, this will either be:
|
| Submitted Date | The date the timesheet was submitted will appear under here. |
| Total Hours | Total number of hours recorded within the timesheet will appear under here. |
| Time Off | Total number of hours employee was away will appear here. |
| Authoriser | The name of the timesheet's authoriser will appear here as a hyperlink. Clicking the link will open a popup window that displays the Timesheet history, including:
NOTES:
The Authorisation request will appear in both the Inbox and Tasks & Notifications Widget of the Authorisers. It will also appear on the 'Requested' subtab of the Timesheets Widget on either their Manager or People & Culture Dashboard.
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| Actions | This dropdown allows user to perform either of the following:
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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.
| Field Name | Description |
| + Create Time Off | Logged in employee will be able to create an absence request. Clicking this will take them through the Time Off Wizard. |
| Requested Tab | Displays all absence requests that have been submitted but are have yet to be authorised/rejected. Number in brackets outline the total number of pending requests. |
| Authorised Tab | Displays all absences requests that have been authorised by the authoriser. Number in brackets outline the total number of Authorised absence requests. |
| Rejected Tab | Displays all absence requests that have been rejected by the authoriser. Number in brackets outline the total number of Rejected absence requests. |
| Cancelled Tab | Displays all absences requests that have been cancelled. Number in brackets outline the total number of cancelled absence requests. |
| Search Team Member | This is a free text field which allows you to specifically search for absence requested by employee name. |
| Employee Name | Employee's full name will appear under here. |
| Requested Date | Date the request was made will display here in DD/MM/YYYY format. |
| From Date | The date the absence begins will display here in DD/MM/YYYY format. |
| Until Date | The date the absence ends will display here in DD/MM/YYYY format. |
| Days/Hours | This will outline whether the employee has taken the whole day off or part of the day off. |
| Authoriser | The name of the absence request's authoriser will appear here. |
| Actions | This dropdown allows user to perform either of the following:
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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.
| Field Name | Description |
| Employees Tab | This tab displays all Active and Completed HR Surveys. |
| Active (Under Employees Tab) | Displays all HR Surveys that are currently Active within the System. |
| Filter | Allows the user to "Filter" items by Tag or Filter: E.g. Human Resources, HR Anonymous etc. |
| Date dropdown | Allows the user to specify a date range that will then list only HR Surveys that match that date range: E.g. 1 day, 1 week, fortnight, 1 month, 3 months, 6 months, 1 year, custom etc. |
| + Create New | Allows the User to create a new HR Survey using the HR Survey Wizard. |
| Search (Under Employees Tab) | This is a free text field that you can use to search HR Surveys based on keywords you enter in the search field. |
| Survey (Under Active Tab) | This lists the HR Survey ID number. |
| Created On (Under Active Tab) | This specifies the date on which that HR Survey type was created. |
| Canvas Name (Under Active Tab) | This specifies the type of Canvas/Survey that this particular HR Survey is. |
| Type (Under Active Tab) | This specifies whether the Survey is an HR or Recruitment Survey. |
| Relates To (Under Active Tab) | This specifies the Employee to whom that HR Survey has been assigned. |
| Date Started (Under Active Tab) | This specifies the date on which that HR Survey was started by the Employee listed in the previous column. |
| Date Completed (Under Active Tab) | This specifies the date on which that HR Survey was completed by the Employee. |
| Actions (Under Active Tab) | This dropdown allows user to perform any/all of the following:
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| Completed (Under Employees Tab) | Displays all HR Surveys that have been completed. |
| Survey (Under Completed Tab) | This lists the HR Survey ID number. |
| Created On (Under Completed Tab) | This specifies the date on which that HR Survey type was created. |
| Canvas Name (Under Completed Tab) | This specifies the type of Canvas/Survey that this particular HR Survey is. |
| Type (Under Completed Tab) | This specifies whether the Survey is an HR or Recruitment Survey. |
| Relates To (Under Completed Tab) | This specifies the Employee to whom that HR Survey was assigned. |
| Date Started (Under Completed Tab) | This specifies the date on which that HR Survey was started by the Employee listed in the previous column. |
| Date Completed (Under Completed Tab) | This specifies the date on which that HR Survey was completed by the Employee. |
| Actions (Under Completed Tab) | This dropdown allows user to perform any/all of the following:
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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.
The preferred document/file types that can be uploaded in the System for Compliance documentation are:
- Word (docx).
- Pdf.
- Rich Text (rtf).
- Png.
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.
| Field Name | Description |
| Search | This is a free text field that allows Users to filter the list based on specific keywords entered here. |
| + Create New | Allows the User to create a new Certificate & Licence record for an Employee using the Compliance Management Wizard. |
| Filter | Allows the User to "Filter" Certificates/Licences records by Tag or Filter: E.g. Licence name/type, Certificate name/type. |
| Date/Timeframe Search | Allows the User to "Filter" HR Questions based on the timeframes in the dropdown menu, which include: one day, one week, two weeks, one month. When active/a date range search parameter/filter is being applied, the looking glass square will be green. |
| Expiring Filter | Contains a dropdown list of timeframe filters. The default is set to three months, but Users can also change the view to display what's expiring in different timeframes (up to a year). |
| Expiring Tab | Displays all the Certificates & Licences that are expiring within the next three months. |
| Expired Tab | Displays all the Certificates & Licences that have expired and need renewing. |
| Active Tab | Displays all the Certificates & Licences that are current (and don’t fall under the other two tabs/categories above). |
| From Applicant Tab | Displays all the Certificates & Licences that need to be validated by HR to ensure that all Certificates/Licences nominated by the Applicant during the recruitment process are in fact valid. |
| ID | This is the ID of the Certificate/Licence. |
| Employee | The name of the Employee that this Certificate/Licence relates/belongs to is displayed here. |
| Status | The status of the Certificate/Licence is displayed here. |
| Checked By | The name of the Employee who validated/rejected the Certificate/Licence is displayed here. |
| Checked Date | The date on which the Certificate/Licence was validated is displayed here. |
| Certificate/Licence Name | The name of the Certificate/Licence is displayed here. Users can click on the name and this will open/display the Certificate/Licence in a pop-up/lightbox. |
| Expiry Date | The date on which the Certificate/Licence expires is displayed here. |
| Previous | If the current Certificate/Licence has been renewed based on a previously existing Certificate/Licence, the ID of the previous Certificate/Licence record is is displayed here. |
| Current | If the Certificate/Licence has expired and a new Certificate/Licence record created based on renewing that Certificate/Licence, the ID of the new record is is displayed here. |
| From Applicant | The name of the Applicant (from which the Employee record was created) that this Certificate/Licence relates/belongs to is displayed here (on the 'From Applicant' Tab only). |
| Cost | The cost (if any) of the Certificate/Licence is displayed here. |
| Actions |
Create New - allows the User to create a new Certificate/Licence. It is mandatory as part of this step for Users to attach a copy of the Certificate/Licence to validate/keep a record of it.
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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.
| Field Name | Description |
| Search | This is a free text field that allows Users to filter the list based on specific keywords entered here. |
| + Create New | Allows the User to create a new Background Check record for an Employee using the Compliance Management Wizard. It is mandatory as part of this step for Users to attach a copy of the Background Check to validate/keep a record of it. |
| Filter | Allows the User to "Filter" Background Check records by Tag or Filter: E.g. Visa, Police check etc. |
| Date/Timeframe Search | Allows the User to "Filter" HR Questions based on the timeframes in the dropdown menu, which include: one day, one week, two weeks, one month. When active/a date range search parameter/filter is being applied, the looking glass square will be green. |
| Expiring Tab | Displays all the Background Checks that are expiring within the next three months. |
| Expired Tab | Displays all the Background Checks that have expired and need renewing. |
| Active Tab | Displays all the Background Checks that are current (and don’t fall under the other two tabs/categories above). |
| Pending Tab | Displays all the Background Checks that need to be conducted/completed. |
| From Applicant Tab | Displays all the Background Checks that need to be validated by HR to ensure that all Background Checks nominated by the Applicant during the recruitment process are in fact valid. |
| Failed Tab | Displays all the Background Checks that have resulted in a negative/failed result. |
| All Tab | Displays all the Background Checks (from each of the above categories) on one tab. |
| ID | This is the ID of the Background Check. |
| Employee | The name of the Employee that this Background Check relates/belongs to is displayed here. |
| Status | The status of the Background Check is displayed here. |
| Checked By | The name of the Employee who validated/rejected the Background Check is displayed here. |
| Check Date | The date the Background Check was passed or failed is displayed here. |
| Background Check Type | The type of Background Check is displayed here. Users can click on the name and this will open/display the Background Check in a pop-up/lightbox. |
| Expires In | The number of days until the Background Check expires. |
| Cost | The cost (if any) of the Background Check is displayed here. |
| Supplier | The organisation or governing body from which the Background Check was sourced is displayed here. |
| Actions |
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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.
| Field Name | Description |
| Search | This is a free text field that allows Users to filter the list based on specific keywords entered here. |
| + Create New | Allows the User to create a new Education/Qualification record for an Employee using the Compliance Management Wizard. |
| Filter | Allows the User to "Filter" Education/Qualification records by Tag or Filter: E.g. Degree, Diploma etc. |
| Date/Timeframe Search | Allows the User to "Filter" HR Questions based on the timeframes in the dropdown menu, which include: one day, one week, two weeks, one month. When active/a date range search parameter/filter is being applied, the looking glass square will be green. |
| Check Pending Tab | Displays all the Education/Qualifications records that have been entered into the System and are awaiting validation. |
| Active Tab | Displays all the Education/Qualifications that are current and have been validated. |
| Failed | Displays all the Education/Qualifications that failed to be validated. |
| From Applicant Tab | Displays all the Education/Qualifications that need to be validated by HR to ensure that all Education/Qualifications nominated by the Applicant during the recruitment process are in fact valid. |
| ID | This is the ID of the Education/Qualification. |
| Education/Qualification Name | The name of the Education/Qualification is displayed here. Users can click on the name and this will open/display the Education/Qualification in a pop-up/lightbox. |
| Education/Qualification Institute | The name of the Institute at which the Education/Qualification was gained is displayed here. |
| Employee | The name of the Employee that this Education/Qualification relates/belongs to is displayed here. |
| Status | The status of the Education/Qualification is displayed here. |
| Checked By | The name of the Employee who validated/rejected the Education/Qualification is displayed here. |
| Check Date | The date on which the Education/Qualification was validated is displayed here. |
| Qualification Type | The type of the Education/Qualification is displayed here. |
| Previous | If there was a previous Education/Qualification, a link to it is displayed here. |
| Actions |
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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.
| Field Name | Description |
| Search | This is a free text field that allows Users to filter the list based on specific keywords entered here. |
| + Create New | Allows the User to create a new WHS Incident for an Employee using the WHS Incident Wizard. |
| Active Tab | Displays all the currently active WHS Incidents. |
| Resolved Tab | Displays all the WHS Incidents that have been resolved. |
| Filter | Allows the User to "Filter" WHS Incident records by level of importance: E.g. high, medium, low. |
| Date/Timeframe Search | Allows the User to "Filter" HR Questions based on the timeframes in the dropdown menu, which include: one day, one week, two weeks, one month. When active/a date range search parameter/filter is being applied, the looking glass square will be green. |
| Date/Timeframe Search | Allows the User to "Filter" WHS Incident records based on the timeframes in the dropdown menu, which include: one day, one week, two weeks, one month. |
| Employee Name | Displays the name of the Employee who was injured. |
| Incident Details | Displays a description of Incident reported. |
| Incident Type | Displays the type of Incident reported. |
| Level of Importance | Displays the level of importance related to the Incident. The options are:
|
| Date Reported | Displays the number date on which the Incident was reported. |
| Days Open | Displays the number of days the Incident has been open (if not yet resolved). |
| Reported By | Displays the Employee by whom the Incident was reported. |
| Attachment | Displays any attachments related to the Incident. |
| Actions |
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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.
| Field Name | Description |
| Search | This is a free text field that allows Users to filter the list based on specific keywords entered here. |
| + Create New | Allows the User to create a new HR Question for an Employee using the HR Questions Wizard. |
| Active Tab | Displays all the currently active HR Questions (that have not yet been responded to and Completed). |
| Completed Tab | Displays all the HR Questions that have been responded to and Completed. |
| All Tab | Displays all the HR Questions - both Active and Completed. |
| Reassigned to Me | Displays all the HR Questions that have been Reassigned to that User. If an HR Question is initially sent to someone who is not the most appropriate person to respond to that Question, the Receiver can Reassign it to someone more appropriate to respond. |
| Filter | Allows the User to "Filter" HR Questions by level of importance: E.g. high, medium, low. |
| Date/Timeframe Search | Allows the User to "Filter" HR Questions based on the timeframes in the dropdown menu, which include: one day, one week, two weeks, one month. When active/a date range search parameter/filter is being applied, the looking glass square will be green. |
| Employee Name | Displays the name of the Employee who submitted the Question. |
| Ticket Number | Displays a ticket number for each HR Question submitted, the higher the number, the more recently the Question was submitted. |
| Question Type | Displays the type of Question asked. The options are:
|
| Question Details | Displays a snippet of the Question asked (approximately 15 characters) |
| Days Open | Displays the number of days the Question has been open (without being answered). |
| Level of Importance | Displays the level of importance related to the Incident. The options are:
|
| Date Sent | Displays the date on which the Question was sent. |
| Attachments | Displays any attachments associated with the Question. |
| Actions |
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HR Questions Widget - FAQs Folder
Allows People and Culture Users to create FAQs that are then available as a resource for all Employees.
| Field Name | Description |
| Search | This is a free text field that allows Users to filter the list based on specific keywords entered here. |
| + Create New | Allows the User to create a new FAQ. |
| Active Tab | Displays all the currently Active FAQs. |
| Unpublished Tab | Displays all the draft/unpublished FAQs. |
| Archived Tab | Displays all the Archived FAQs. |
| Category | Displays the type of the FAQ. The options are:
|
| Details | Displays a short summary of the FAQ. |
| Owner | Displays the Departmental owner of the FAQ. The options are:
|
| Created Date | Displays the date the FAQ was created. |
| Updated Date | Displays the date the FAQ was updated (if it has been updated). |
| Actions |
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People & Culture - Search Employee Widget
[Coming Soon]
Allows Users to search for Employees and see their current details.
| Field Name | Description |
| Search | This is a free text field that allows Users to filter the list based on specific keywords entered here. |
| First Name | Displays the First Name of the Employee. |
| Last Name | Displays the Last Name of the Employee. |
| Job Title | Displays the Job Title of the Employee. |
| Department | Displays the Department of the Employee. |
| Phone/Ext | Displays the Phone Number and/or Extension of the Employee. |
| Email Address | Displays the Email Address of the Employee. |
