PeoplePlus HR User Guide Comprehensive User Guide.pdf · The complete Employee Relationship Management solution Welcome to the PeoplePlus Employee Relationship Manager (ERM), a premiere

PeoplePlus HR User Guide

Version: 2.2 Date Issued: May 2013

PeoplePlus HR User Guide ©Copyright Page 2

Table of Contents

Table of Contents ............................................................................................................. 2

Introduction ..................................................................................................................... 7

Logging In .................................................................................................................................................... 7

PeoplePlus Welcome page ......................................................................................................................... 9

PeoplePlus Basics ........................................................................................................... 10

PeoplePlus Navigation .............................................................................................................................. 11

Quick Manual Navigation .......................................................................................................................... 14

Document Attachments ............................................................................................................................ 17

Module 1 - Employees ..................................................................................................... 19

Introduction: ................................................................................................................................. 19

Purpose: ........................................................................................................................................ 19

Employees .................................................................................................................................................. 19

Add an Employee ......................................................................................................................... 22

Search Employee ......................................................................................................................... 28

View Employee Details / Information ......................................................................................... 29

Tasks .......................................................................................................................................................... 30

Own Tasks..................................................................................................................................... 30

Leave for Approval ....................................................................................................................... 35

Assigned Tasks ............................................................................................................................ 38

Workflows ..................................................................................................................................... 38

Workflow Process ........................................................................................................................ 39

Employee Information ............................................................................................................................... 41

Personal Details ........................................................................................................................... 41

Bank Details .................................................................................................................................. 41

Contact Details ............................................................................................................................. 42

Dependants ................................................................................................................................... 45

Medical Aid.................................................................................................................................... 46

Payroll Settings ............................................................................................................................ 48

Payslips ......................................................................................................................................... 53

Pension Funds .............................................................................................................................. 54

Personal Details ........................................................................................................................... 56

Qualifications ................................................................................................................................ 58

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Terminations ................................................................................................................................. 60

To-Do List ...................................................................................................................................... 62

Unions ........................................................................................................................................... 64

Organisational .............................................................................................................................. 65

Assets ............................................................................................................................................ 65

Documents .................................................................................................................................... 68

Job Description ............................................................................................................................ 70

Organisational .............................................................................................................................. 71

Promotions.................................................................................................................................... 72

Transfers ....................................................................................................................................... 73

Vehicles ......................................................................................................................................... 75

Disciplinary ................................................................................................................................... 76

Counselling ................................................................................................................................... 76

Verbal Warning ............................................................................................................................. 77

Written Warning ............................................................................................................................ 79

Formal Disciplinary Enquiry........................................................................................................ 81

Disciplinary (Old) .......................................................................................................................... 86

Request A New Offence ............................................................................................................... 86

Disciplinary Guide ........................................................................................................................ 87

Settings ......................................................................................................................................... 88

Settings - > Login ......................................................................................................................... 88

Settings - > System ...................................................................................................................... 90

Settings - > When Away ............................................................................................................... 91

Additional ...................................................................................................................................... 92

Assigned Tasks ............................................................................................................................ 92

Audit Log ....................................................................................................................................... 92

Injury On Duty ............................................................................................................................... 93

To Do List ...................................................................................................................................... 95

Workflows ..................................................................................................................................... 97

Appraisals .................................................................................................................................................. 98

Performance Contract .................................................................................................................. 98

Complete Appraisal .................................................................................................................... 104

Previous Appraisals ................................................................................................................... 105

Training .................................................................................................................................................... 105

Capture Training ......................................................................................................................... 107

Training for Approval ................................................................................................................. 109

Training History .......................................................................................................................... 110

Leave ........................................................................................................................................................ 111

Add/Apply for Leave .................................................................................................................. 111


Capture Leave ............................................................................................................................. 113

Employee Leave Settings .......................................................................................................... 113

Leave Balance ............................................................................................................................ 114

Leave for Approval ..................................................................................................................... 115

Leave History .............................................................................................................................. 117

Audit Log .................................................................................................................................................. 117

Module 2 – Setup .......................................................................................................... 119

Introduction: ............................................................................................................................... 119

Purpose: ...................................................................................................................................... 119

Setup ......................................................................................................................................................... 119

Organisation ............................................................................................................................................ 120

Details .......................................................................................................................................... 121

Employee Statistics ................................................................................................................................ 121

Organograms ........................................................................................................................................... 122

Employee Organogram .............................................................................................................. 122

Organisational Organogram ...................................................................................................... 123

Configuration ........................................................................................................................................... 123

Documents ............................................................................................................................................... 124

Document Categories ................................................................................................................ 125

Company Documents ................................................................................................................ 126

HR (Human Resources) .......................................................................................................................... 130

Appointment Types .................................................................................................................... 131

Cost Centres ............................................................................................................................... 132

Disciplinary .............................................................................................................................................. 133

Disciplinary Categories ............................................................................................................. 133

Disciplinary Offences ................................................................................................................. 135

Disciplinary Questions .............................................................................................................. 136

Disciplinary Sanctions ............................................................................................................... 137

Job Levels ................................................................................................................................... 137

Job Titles/Descriptions .............................................................................................................. 138

Medical Aid.................................................................................................................................. 140

Medical Plans .............................................................................................................................. 141

Occupational Categories ........................................................................................................... 142

Occupational Levels .................................................................................................................. 143

Pension Funds ............................................................................................................................ 145

Pension Plans ............................................................................................................................. 145

Remuneration Types .................................................................................................................. 146

Termination Types ..................................................................................................................... 147

Unions ......................................................................................................................................... 149


Leave ........................................................................................................................................................ 150

Annual Leave Types ................................................................................................................... 150

Batch Leave Allocation .............................................................................................................. 152

General Leave Types ................................................................................................................. 154

Payroll: ..................................................................................................................................................... 157

Performance/Appraisals ......................................................................................................................... 157

Appraisal Templates .................................................................................................................. 158

KPA’s ........................................................................................................................................... 159

Scales ....................................................................................................................................................... 160

Appraisal Rating Scales ............................................................................................................ 161

Setup ......................................................................................................................................................... 162

Company Details ........................................................................................................................ 163

Company Settings ...................................................................................................................... 166

Edit Multiple Employees ............................................................................................................ 167

Employee Copy .......................................................................................................................... 167

Employee Groups ....................................................................................................................... 168

My Services ................................................................................................................................. 169

Primary Languages .................................................................................................................... 169

User Groups ................................................................................................................................ 170

Workflow Message Templates .................................................................................................. 172

Workflows ................................................................................................................................... 173

Training and Development: .................................................................................................................... 176

Batch Training Allocation .......................................................................................................... 176

Learning Attendee Status .......................................................................................................... 179

Learning Cost Types .................................................................................................................. 179

Learning Event Status ............................................................................................................... 181

Message Templates (Learning) ................................................................................................. 182

Training Categories .................................................................................................................... 183

Training Settings ........................................................................................................................ 184

Job Titles .................................................................................................................................................. 185

Add a Job Title ............................................................................................................................ 187

Search a Job Title ....................................................................................................................... 189

Job Description .......................................................................................................................... 189

Job Details .................................................................................................................................. 190

Module 3: Payroll: ......................................................................................................... 192

Module 4: Learning: ...................................................................................................... 193

Introduction................................................................................................................................. 193

Purpose ....................................................................................................................................... 193

Learning Providers .................................................................................................................................. 193


Learning Programmes: ........................................................................................................................... 197

Events: ...................................................................................................................................................... 200

Certificates: .............................................................................................................................................. 205

Module 5: OHS Risk Compliance: .................................................................................... 207

Support Centre ........................................................................................................................................ 207

First Aid Medicine ................................................................................................................................... 208

First Aid Consumables ........................................................................................................................... 210

PPE Equipment ........................................................................................................................................ 212

Equipment Asset Register ...................................................................................................................... 214

Risk Mngt Documentation ...................................................................................................................... 217

Contractor Management ......................................................................................................................... 218

Generate Reports ....................................................................................................................... 219

Module 6: PeopleFind :................................................................................................... 221

Introduction................................................................................................................................. 221

Purpose ....................................................................................................................................... 221

PeopleFind ............................................................................................................................................... 222

Vacancies .................................................................................................................................... 222

Online CV’s ................................................................................................................................. 227

Reference Checks ...................................................................................................................... 232

Module 7: HR Reports : .................................................................................................. 235

Introduction................................................................................................................................. 235

Purpose ....................................................................................................................................... 235

HR Reports ............................................................................................................................................... 235

Create New Report ..................................................................................................................... 236

Employee Reports ...................................................................................................................... 236

Statutory Reports ....................................................................................................................... 236

Shared Reports ........................................................................................................................... 236

My Reports .................................................................................................................................. 236

Module 8: Document Library: .......................................................................................... 237

Introduction................................................................................................................................. 237

Purpose ....................................................................................................................................... 237

Document Library .................................................................................................................................... 237

Module 9: My Services: .................................................................................................. 240

My Services ................................................................................................................................. 240

Support Services ........................................................................................................................ 242

Invoices ....................................................................................................................................... 242

Control ......................................................................................................................... 245

PLEASE NOTE: Module 3 – Payroll Please refer to PeoplePlus Payroll User Guide for information on how to navigate through and use the Payroll Module.


Introduction

PeoplePlus … The complete Employee Relationship Management solution

Welcome to the PeoplePlus Employee Relationship Manager (ERM), a premiere collaborative package that spans all facets of Employee Management in small to medium businesses. With this release, we introduce functionality that will form the foundation for all Human Resource processes at our global customer base.

Logging In To enter the System, go to the PeoplePlus website, using the following URL:

http://www.peopleplus.co.za

To login, enter your login details in the Existing Clients section.

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http://www.peopleplus.co.za/


Security Code

To recieve your unique Security Code, click on . The page will refresh, displaying the Security Code page:

Enter your login Email Address and Password into the open fields.

Enter your cellphone number into the open field. It is important that you enter the correct number as your Security Code will be sent to this cell number.

Click Send.

Once you receive the text message with your Security Code, make sure that you save the message or store the Code in a safe place as you will use this Code with your usual login details each time you login to the system.

Forgot Your Password If you’ve forgotten your password, click on the Forgot Your Password? Link, enter your email address in the space provided and click Send. The system will forward your login details to the supplied email address.


PeoplePlus Welcome page Once you have logged in, the system will open to the Welcome Page in a new window:


PeoplePlus Basics

This section familiarises you with the main components of the PeoplePlus Administration screen, and teaches you the basic skills that you’ll use every time you work with the System. You will learn how to:

Use the Employees Module to ensure an accurate workflow of employee details and HR actions.

Setup and amend the Organisational Structure.

Setup and amend Payroll transactions. (See PeoplePlus Payroll User Guide.)

BBBEE Scorecard.

Use the Learning (Training) Module to ensure employees receive the best possible training to benefit themselves and the company.

Generate and create custom Reports.

Add important Company documents to the Document Library for ease of reference and use.

PLEASE NOTE: Module 2 – Setup MUST be completed before continuing with the other Modules. See page 125 for Module 2 – Setup information and guidelines.

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PeoplePlus Navigation

In this manual, we refer to 2 menus, as indicated below:


The ERM System uses a number of buttons and tools. Below are the images that may be used to navigate through the System:

All employee data.

The System setup (including Company Details and System Configuration).

Accessing the payroll (see PeoplePlus Payroll User Guide).

Set up training programmes, courses and events.

Access to the Occupational Health and Safety Module

Add and browse Vacancies and CV’s.

Reports are generated and created in this section.

Uploading Company Documents.

Activating and deactivating of Modules.

Contact the support team via email.

Add Employee.

Add Job title.

Files listed under folder.

Files opened under folder.

When there are no files attached.

Log User out of system.

Selection Menu Search and Settings: Input field and Search button - (employees/ job titles/ vacancies etc) Aa - search alphabetically Pref - set display preferences.

Calendar.

Business Unit Listing.

Browse Link - Uploading documents from My Documents

Browse Link - Uploading documents from My Documents

Add note/attachment.


To hide the Module Menu, click on the arrow (as indicated) to see the entire listing of the section that was selected, without having to scroll down. To unhide the Module Menu, click on the arrow again.


Quick Manual Navigation

This section will assist you with quick navigation through the manual. This manual explains all features and steps through the use of screen layouts taken from the system. By selecting the hyperlink, you will be navigated to the relevant section in the manual. To select the hyperlink, hold your pointer over the name, hold Ctrl + click your mouse.

Module 1 – Employee: o Add an Employee o Tasks

Employee Information: o Assets o Bank Details o Contact Details o Disciplinary o Documents o Injury on Duty o Job Description o Medical Aid o Organisational o Payroll Settings o Payslips o Pension Funds o Personal Details o Promotions o Qualifications o Settings - > Login o Settings - > System o Settings - > When Away o Terminations o To-Do List o Transfers o Unions o Vehicles o Workflows

Appraisals: o Performance Contract o Complete Appraisal o Previous Appraisals

Training: o Add/Apply for Training o Capture Training o Training for Approval o Training History

Leave: o Add/Apply for Leave o Capture Leave o Employee Leave Settings o Leave Balance o Leave for Approval o Leave History

Audit Log


Module 2 – Setup: o Organisation o Employee Statistics o Organograms

Configuration: o Documents:

Document Categories Company Documents

o HR (Human Resources): Appointment Types Cost Centres Disciplinary Actions Disciplinary Offences Job Levels Job Titles/Descriptions Medical Aid Medical Plans Occupational Categories Occupational Levels Pension Funds Pension Plans Remuneration Types Termination Types Unions

o Leave: Annual Leave Types Batch Leave Allocation General Leave Types

o Payroll: Please see PeoplePlus Payroll User Guide for information.

o Performance/ Appraisals: Appraisal Templates

o Scales: Appraisal Rating Scales

o Setup: Company Details Company Settings Edit Multiple Employees Employee Copy Employee Groups My Services Primary Languages User Groups Workflow Message Templates Workflows

o Training and Development: Batch Training Allocation Learning Attendee Status Learning Cost Types Learning Event Status Message Templates (Learning) Training Categories Training Settings

o Job Titles: Add a Job Title Search a Job Title Job Description Job Details

Module 3 – Payroll: Please see PeoplePlus Payroll User Guide for information.

Module 4 – Learning: Learning Providers

Learning Programmes


Events

Certificates

Module 5 – PeopleFind:

Vacancies

Online CV's

Reference Checks

Module 6 – HR Reports: Create New Report

Employee Reports

Statutory Reports

Shared Reports

My Reports

Module 7 – Document Library:

Document Library

Module 8 – My Services: My Services

Support Services

Invoices


Document Attachments

Documents can be attached to each page within the system.

On some pages, they will be at the bottom of the page, in the Note(s) section. This will be on pages that do not list entries.

On some pages, they will be next to a listing of a document upload. This will be on pages that list entries.

PLEASE NOTE: The icon will only display after an entry has been added.

Add/Edit additional notes and/or attachments to pages:

Click the attachment icon next to the listing, or in the Note(s) section at the bottom of the page:

A pop-up will appear with the Notes and Documents window.

Click “Add a new note/attachment". The block will expand, opening the fields to add notes and/or attachments:


Note: Enter additional notes, if necessary.

Attachment: o Click Browse next to the open field. o Your My Documents will open. o Navigate to where the document is saved. Select the relevant document. o Your My Documents will close, uploading the document path description into the

open field. o Click Save. The pop up window will refresh, listing the entry with the date

and User’s name below:

View/Delete additional notes and/or attachments on Pages: The attachment may be viewed by selecting View/Download Attachment:

o A new window will open with the Microsoft Download File block. Select Save to save the attachment to your computer. Select Open to view the attachment.

Click Del next to the listing to delete the attachment.


Module 1 - Employees

PLEASE NOTE: Module 2 – Setup MUST be completed before continuing with the other Modules. See page 125 for Module 2 – Setup information and guidelines.

Introduction:

This Module is also known as the HR Module of the PeoplePlus Employee Relationship Manager (ERM) System. All of the employee’s personal details, performance management and HR-relevant applications will be done in this Module.

The system allows the company to set up various user groups with different user privileges to access pages, modules and fields. This training manual will explain all features in this module.

Purpose:

The purpose of this section is to provide step-by-step guidance to use the Employees Module, and to ensure an accurate workflow of employee details and HR actions.

Employees Select Employees from the Module Menu:

The Module Selection Menu will open the employee listing, while the Main Page will display either your Personal Details as default, if you are logged in as an employee with self-service, or the standard Welcome Page, if you are logged in as an Administrator:

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Above: Employee with self-service.

Below: Employee with Administrator functions/abilities.


All employees will be listed in the Module Selection Menu, according to Reporting Structure.

o The next to the employee’s name indicates that there are other employees linked to that specific employee.

o By selecting , the number of employees linked to the original employee will be displayed below the employee name.

o By selecting the number of employees, the employee names will be listed.

The Employee Display preference can be changed by clicking on the Pref button, as shown above. o The Module Selection Menu will refresh, listing the available Display Preferences:

o Order by: Select the order by which employee names must be listed. o Tick the boxes next to the employee information you would like displayed in the

Module Selection Menu. o Click Save. The Module Selection Menu will refresh, displaying the Employee

listing according to your preference selection.


Employees can be listed according to status by selecting the drop down, as shown below:

o Active Employees: Employees actively employed by the company. o Unresolved Employees: Employees with outstanding data. o Terminated Employees: File of terminated employees.

Add an Employee

Select the Add Employee icon . The main page will refresh, displaying the Employee form.

This Employee form consists of 5 or 6 pages sections, depending on your System setup: o Personal Details. o Organisational. o Bank/ Tax Details. o Contact Details. o System Settings. o New Engagement Workflow (if applicable).

All these sections must be completed to create the employee’s profile.


Section 1: Personal Details:

Company:

o Click the Business Unit List icon . A pop-up will appear with all of the Business Units. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.)

o Click on the Business Unit name. The selected Business Unit will display in the open field.

Supervisor: Select from the drop down list.

Employee Number: A number can be selected or the number can be entered.

o Click next to the open field. A pop-up will appear with the next available number, and the last 5 numbers used. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.)

o Click Select to use the next available number. Should you prefer a different number, close the pop-up and enter the preferred number into the open field.

Title: Select from the drop down list.

First Name(s), Initials, Surname and Known as: Enter into the open fields.

Date of Birth


o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop- up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.)

o Select the month and year from the drop down lists on top, then click on the date. If the date is today’s date, click Today below the dates. The pop-up will close, uploading the date.

South African Citizen?: Select “Yes” or “No”. o When “No” is selected, the ID Number field will change to Passport Number, and

the Country Issued field will appear.

ID/Passport Number: Enter the ID/Passport Number.

Country Issued: Enter into the open field, if applicable.

Gender, Ethnic Group, Marital Status and Disability: Select from the drop down lists.

If Yes above, specify disability: Enter into the open fields, if applicable.

Nationality and Home Language: Select from the drop down lists.

An employee photo can also be uploaded: o The following image will be in the right corner of the Personal Details form:

o Click <Change>.

PLEASE NOTE: The photo must be saved in a file on your computer. The system will only accept *.jpe, *.jgeg, *.jpg, *.png, *.gif images.

o A pop-up window will appear. Click Browse. o Your My Documents will open. Navigate to where the photo is saved. o Select the relevant image. Your My Documents will close, and the path description

of the photo will appear in the open field next to Browse.

o Name the image in the open field next to New Filename. o Click Upload. The system will upload the image, displaying it in the pop-up. o If you are satisfied with the image, click Finish. o The pop-up will close, loading the photo on the Personal Details form.

When all Personal Details have been completed, click Organisational. The page will refresh, opening the Organisational form.


Section 2: Organisational:

Date of Engagement and Payroll Date of Engagement:

o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop- up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.)

o Select the month and year from the drop down lists on top, then click on the date. If the date is today’s date, click Today below the dates. The pop-up will close, uploading the date.

Remuneration Type, Annual Leave Type, Appointment Type, Job Title, Cost Centre, Mentor and Job Level: Select from the drop down lists.

Job Grade: Enter into the open field.

Occupational Category, Occupational Level, Core/Support Function and Payroll Company: Select from the drop down lists.

When the Organisational details have been completed, click Bank/Tax Details. The page will refresh, opening the Bank/Tax Details form.

Section 3: Bank/Tax Details:


Payment Method: Select from the drop down list.

Account Holder Name: Enter the Name of the Account Holder.

Account Holder Relationship, Account Type and Bank Name: Select from the drop down lists.

Bank Address Transit Number, Branch Code, Branch Name and Account Number: Enter into the open fields.

When all Banking details have been completed, select Contact Details. The page will refresh, opening the Contact Details form.

Section 4: Contact Details:

Residential Address: o Enter all required Residential Address information into the relevant open fields.

Postal Address: o Is same as residential: Tick the box if the Postal Address is the same as the

Residential Address.


o If the Postal Address is the same as the Physical Address, do not enter information into the open fields.

o If the Postal Address is different to the Residential Address, enter the relevant details into the relevant open fields.

Additional: o Region: Select from the drop down list. o Email Address. Tel (Work), Fax (Work), Tel (Home) and Cell: Enter into the open

fields.

Next Kin Details: o Enter all required Next of Kin Details into the relevant open fields.

When all Contact Details have been completed, select System Settings. The page will refresh, opening the System Settings form.

Section 5: System Settings:

Different users have different privileges. The system allows the Organisation to create a variety of user types, of which each may have configurable access to modules, pages or fields.

Permission/Group Level: Select from the drop down list.

Email Address: Enter into the open field.

PLEASE NOTE: The same email address cannot be used more than once in the system.

Password: The system will automatically generate a six digit Password. This will be emailed to the employee. When the employee logs in for the first time, the system will request a Password change.

Send login details & security code now: Select Yes to send this employee’s login details, including their Security Code to the employee when you add them. If you select No, you can send the login details to the employee at a later stage.

Click Add. If there are any required fields that were not completed, a pop-up note will appear, indicating which field was not completed, if any.

An Employee Validation will pop-up, indicating how many employees were found on the system with the same ID number and Employee number, with the options < Back to make changes or Add Employee > to add the employee.


PLEASE NOTE: The system will also do an ID Validation to validate if the entered ID number is an existing ID number.

If there were Workflows created, the page will refresh and divert to the Workflow created for a New Engagement.

If there were no Workflows created, the page will refresh and divert back to the first step of Add an Employee. The employee will be added and can be searched in the navigation panel.

Section 6: New Engagement Workflow (if applicable):

The Tasks of the Workflow defined for New Engagements will be listed.

The Default Owner selected during Setup will appear. The Owner can be changed to another employee, if necessary, by selected from the drop down list.

Click Save. The page will refresh, diverting back to the first step of Add an Employee.

Please refer to Workflow Process for the complete Workflow process.

Search Employee

An employee can be searched by using the search panel at the top of the Module Selection Menu. The search results will display according to the Order by selection in the Display Preferences.

Enter the employee Name, Surname, ID Number or Employee Number in the Search field:

o Click Search. The Module Selection Menu will refresh, listing the searched Employee Detail. If the Employee Detail is not on the system, nothing will be listed.

o By entering the first 3 letters, the system will list all Employee Names that contain the specified 3 letters.

o The system will search the employees according to how the Display Preferences were set up.

The Aa button will open an alphabet panel:


By selecting the relevant letter, the system will list all of the Employee Names or Surnames starting with the selected letter.

View Employee Details / Information

Once an employee has been created, the system will generate a profile for the employee.

Select the employee’s name from the Module Selection Menu. The main page will refresh, opening the selected employee’s profile:

Depending on the User Privileges and Modules included in Setup, 6 or 7 sections will


Display.

Tasks Hover your cursor over the Tasks tab. 3 sections will be listed:

Own Tasks: The user/employee's own Reminder(s) and assigned Task(s).

Assigned Tasks: Tasks the User has assigned to other Users.

Workflows: Workflows in progress and adding new workflows.

Own Tasks

Tasks, Reminders, Performance Assessments, Leave Approvals and Training Approvals can be done from this section. A Task can be assigned to one employee or Multiple Users.

This page can be printed by clicking the print icon .

Add a New Task: You can add a Task to either your Own Tasks, or to another employee's Tasks. When adding to another employee, you will have to be in that specific employee's profile.

Click Add a New Task +. A pop-up window will appear to setup a Task and/or Reminder:


Subject: Enter the Task.

Due Date and Start Date:

o Click the calendar icon next to the open field. The calendar pop-up will open.

(If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop- up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.)

o Select the month and year from the drop down lists on top, then click on the date. o If the date is today’s date, click Today below the dates. The pop-up will close,

uploading the date.

Status and Priority: Select from the drop down lists.

Reminder: Tick the box if a Reminder must be setup. Time settings will appear:

o Date: As described above in Due Date and Start Date.

o Time: Select the Reminder Time from the drop down lists.

Open field: Add additional information, if necessary.

Click Save/Close. The pop-up will close, listing the task.

o If a Reminder was setup, the screen will appear as below:


o An email will be forwarded to the User and/or Employee. o These Reminders will pop-up with every login until you have changed the Status to

Completed.

Edit a Task:

Click Edit next to the listed Task. The Add Task pop -up will appear.

Click Save/Close when all changes have been made. The page will refresh, saving the changes.

Change a Task’s Status: All Tasks and Workflow Tasks assigned to you will be listed under Your Tasks:

Tasks highlighted in red are overdue.

Tasks that are faded away are completed.


Tasks and Workflow Tasks Status can be changed: o Click Edit next to the listing. The Task item will open in a pop-up window. o Select the New Status from the drop down list:

Click Save/Close. The pop-up will close, updating the Task Status.

Assign a Task to Multiple Employees: Tasks can be assigned to multiple employees and/or Business Units.

Click Assign a Task To Multiple Employees +. A pop-up will appear to setup a Task and/or Reminder.


Subject: Enter the Task.

Employees: Select from the drop down list if this will be a Task for All Employees, Selected Employees or Selected Business Units o All Employees: All employees in the Company will receive this Task o Selected Employees: Specified employees will receive this task.

When this option is selected, the Select Employee(s) block will appear:

To add employees, click on the Organisation that the employee(s) belongs to. The number of employees in the selected Organisation will appear below the Organisation name.

Click on the number. The names of all of the employees in the selected Organisation will be listed.

Tick the boxes next to the employee names to whom this Task must be assigned.

Click Add Selected >>. The page will refresh, listing the names in the next block.

To delete selected employees, tick the boxes next to the names that must be deleted.

Click Delete Selected. The page will refresh, removing the selected names.

o Selected Business Units: All employees in the selected Business Unit(s) will receive this task. When this option is selected, the Select Business Unit(s) block will appear:

Tick the box(es) next to the relevant Business Unit(s). Click Add Selected >>. The block will refresh, listing all Business Units in the

next block. To delete selected Business Units, tick the box(es) next to the relevant

Business Unit(s). Click Delete Selected. The block will refresh, removing the selected Business

Units.

Due Date and Start Date:

o Click the calendar icon next to the open field. The calendar pop-up will open. (If


the pop-up does not appear, your pop-up blocker might be on. To turn off your pop- up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.)

o Select the month and year from the drop down lists on top, then click on the date. o If the date is today’s date, click Today below the dates.The pop-up will close,

uploading the date.

Status and Priority: Select from the drop down lists.

Reminder: Tick the box if a Reminder must be setup. Time settings will appear:

o Date: As described above in Due Date and Start Date.

o Time: Select the Reminder Time from the drop down lists.

Open field: Add additional information, if necessary.

Click Save/Close. The pop-up will close, listing the Task.

o If a Reminder was setup, the screen will appear as below:

o An email will be forwarded to the User and/or Employees. o These Reminders will pop-up with every login until you have changed the Status to

Completed.

Edit a Task: As described under Edit a Task on Page 31.

Change a Task’s Status: As described under Change a Task’s Status on Page 31.

Leave for Approval All Leave Applications for Approval will be listed here, with an Edit link. The Leave Application status will always be In Progress, until the supervisor has approved or declined the application.


Approve Leave: Click Edit next to the listing. The page will refresh, diverting to the employee's profile.

Select Yes from the drop down list next to Approved.

Click Update. A Leave Validation Block will appear, indicating if there are any conflicts of dates of other Applications during the same period. This prevents an employee from applying for leave when they have already applied for a different type of leave. The page will refresh, updating the employee's Leave History and Leave Balance.

PLEASE NOTE: If the Dates or Leave Type must be changed on a Leave Application, the Approval Supervisor will have

to decline the Application, and the Employee will have to re-apply. If the Dates or Leave Type are changed on the application, the system will amend the employee’s Leave Balance accordingly.

Decline Leave: Click Edit next to the listing. The page will refresh, diverting to the employee's profile.

Select No from the drop down list next to Approved.

Click Update. The page will refresh, updating the employee's Leave History and Leave Balance.

PLEASE NOTE: If the Dates or Leave Type must be changed on a Leave Application, the Approval Supervisor will have

to decline the Application, and the Employee will have to re-apply. If the Dates or Leave Type are changed on the application, the system will amend the employee’s Leave Balance accordingly.

Training for Approval All Training Applications for Approval will be listed here, with an Edit link. The Training Application status will always be In Progress, until the supervisor has approved or declined the Application.

Approve Training: Click Edit next to the listing. The page will refresh, diverting to the employee's profile.


Click Update. A Training Validation Block will appear, indicating if there are any conflicts of dates of other Applications during the same period. This prevents an employee from applying for training when they have already applied for different training or leave. The page will refresh, updating the employee's Training History.

Decline Training: Click Edit next to the listing. The page will refresh, diverting to the employee's profile.


Click Update. The page will refresh, updating the employee's Training History.

Your Appraisals All Appraisals that you must complete will be listed here, with an Edit link. If the Appraisal is listed with N/A, the relevant employee has not yet completed the Appraisal.


Complete Appraisal: Click Do Appraisal next to the entry. The page will refresh, opening the Performance

Appraisal for Rating.

Rate each Key Performance Area (KPA) by selecting from the drop down list.

o The Rating Definitions can be viewed by selecting the icon next to the Rating drop down list. A pop-up will open, listing the Definition of each Rating.

o A comment can be added with each KPA.

Complete the Questions by entering the answers in the open field below the Question. o Click Save and Finalise when all KPA's and Questions have been completed. o Click Save and Continue Later if you wish to continue with the Appraisal later. o The page will refresh, diverting back to the Tasks page.

Once both the employee and Supervisor have completed the Appraisal(s), the Appraisal(s) will be listed in the Previous Appraisals section.

Only the Supervisor’s rating will be used for actual total Rating.

PLEASE NOTE: The Performance Appraisal cannot be edited or deleted.


Assigned Tasks In this section, all of the Tasks that you have assigned to other employees will be listed.

When the Task is highlighted with pink, the Task is due today. If the Task is faded, the Task's Status has been changed to Completed.

Edit an Assigned Task: Click Edit next to the listing. The Task entry will appear in a pop-up window.

Click Save and Close when all editing has been done. The pop-up window will close, updating all assigned Tasks in the relevant employee’s Tasks section.

Workflows In this section, all of the active Workflows for the relevant employee will be listed.

No editing can be done from this page.

This page may be printed by clicking on the print icon .

View the Workflow Tasks: Click the small blue arrow next to View Workflow. The block will expand, displaying all

of the Workflow Tasks and their Statuses:

Above: Completed Tasks will be faded.

Below: Overdue Tasks will be highlighted in red.


Add a Workflow: Select the relevant Workflow from the drop down list.

Click Add. The page will refresh, opening the Task Owner selection window:

The default Task Owner will be the first name. If the Task Owner is someone else, select the relevant Task Owner.

Click Save. The page will refresh, diverting back to the Workflow default page.

The Workflow Tasks will be listed in the relevant Task Owner’s Own Tasks section.

Workflow Process All Workflows are predefined in the Configuration section. The Workflows are setup to create certain steps during defined procedures. The PeoplePlus system has 2 Workflows that will automatically be activated:

New Engagement.

Terminations.

Other Workflows defined in Configuration must be activated manually in the Workflow section under Tasks in the relevant employee’s profile.

Each Workflow will have a Workflow Owner to finalise the Workflow.

Each Task within a Workflow will have a default Task Owner.

The Task Owner must update the Task to Completed so that the Workflow Owner can finalise the Workflow.

Process After Activation: Once the relevant action, New Engagement or Termination, has been completed, or the Workflow has been activated manually, the system will divert to the Task Owners selection window:

Each step will have a Default Owner, which can be changed by selecting from the drop down list.

Click Save when the Task Owners have been selected. The page will refresh, updating the Task Owner’s Tasks, and the system will forward an email to each Task Owner.

View Workflow Progress: The Workflow Owner will be able to view a full report of all Task Statuses in the relevant

employee’s profile in 2 ways: o In Workflows under Tasks. o By selecting the link on the banner on the top of each page:


This link will divert you to the employee’s Workflow section. By expanding the banner and selecting the Workflow link:

The Red Highlighted listings are Overdue.

The faded listings are Completed.

Complete/Update Tasks: Each Task Owner must update the Task Status to Completed for finalisation. The Task

will be listed under the Own Task section.

Click Edit next to the listing. The Task will open in a pop-up window.

Change the Status to Completed:


Click Save/Close.

Finalise the Workflow: When the Tasks have been completed, the Workflow Finaliser must finalise the

Workflow in the relevant employee’s profile.

Expand the banner on top of any page in the employee’s file, by selecting the down arrow:

Select the “Click here to complete this workflow” link. This link will only appear if you are a Workflow Owner.

The page will refresh, finalising the Workflow.

Employee Information All previously captured details will be listed under the Employee Information section. Additional Information must still be added.

Select the Employee from the Module Selection Menu. The main page will refresh, opening the employee’s profile, with the Personal Details section as default.

PLEASE NOTE: These sections will depend on your User Group.

Personal Details

Bank Details Hover your cursor over the Employee Information tab. Hover your cursor over the

Personal Details column from the drop down menu and select Bank Details.


The main page will refresh, opening the Bank Details page:

Add/Edit the Bank Details: Click Edit, as shown below:

Payment Method: Select from the drop down list.

Account Holder Name: Enter into the open field.

Account Type, Account Holder Relationship and Bank Name: Select from the drop down lists.

Branch Code, Branch Name and Account Number: Enter into the open fields.

Click Update when all editing has been done. The page will refresh, adding the Banking Details, and updating the Payroll system.

Contact Details Hover your cursor over the Employee Information tab. Hover your cursor over the

Personal Details column from the drop down menu and select Contact Details.


The main page will refresh, opening the Contact Details page:

Add/Edit the Contact Details: Click Edit, as shown above. The page will refresh, opening all fields for editing.


Click Update when adding/editing has been done.

The page will refresh, adding the Contact Details or saving all changes.


Dependants Hover your cursor over the Employee Information tab. Hover your cursor over the

Personal Details column from the drop down menu and select Dependants.

The main page will refresh, opening the Dependants page:

Add Dependants:

Click Add Dependant, as shown above. The page will refresh, opening the Add Employee Dependant form:

First Name(s) and Surname: Enter into the open field.


Date of Birth:



the pop-up does not appear, your pop-up blocker might be on. To turn off your pop- up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.)


uploading the date.

Gender: Select from the drop down list.

ID Number: Enter into the open field.

Relationship, Pension Dependant and Medical Dependant: Select from the drop down lists.

Click Add. The page will refresh, saving all details.

View Dependant Details: Click View next to the listed Dependant.

The page will open Dependant details.

Edit Dependants: Click Edit next to the listed Dependant. The page will refresh, opening all fields for

editing.

Click Update when editing has been done. The page will refresh, saving all changes.

Delete Dependants: Click Edit next to the listed Dependant.

Tick the box next to Delete.

Click Update. The page will refresh, removing the details.

Medical Aid Hover your cursor over the Employee Information tab. Hover your cursor over the

Personal Details column from the drop down menu and select Medical Aid.

The main page will refresh, opening the Medical Aid page:


Add Medical Aid details:

Click Add Medical Aid, as shown above. The page will refresh, opening the Medical Aid form:

Medical Aid & Plan: Select from the drop down list.

Medical Aid Number: Enter into the open field.

Date Joined:

o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.)


uploading the date.

Exit Date and Reason: These fields must not be completed when adding the Medical Aid details. This will be explained under “When an employee resigns”.

Adult Dependants and Child Dependants: Enter into the open fields.


View Medical Aid details: Click View next to the listed Medical Aid.

The page will open Medical Aid details.

Edit Medical Aid details: Click Edit next to the listed Medical Aid. The page will refresh, opening all fields for

editing.


When an employee resigns: Exit Date:


o Select the month and year from the drop down lists on top, then click on the date. o If the date is today’s date, click Today below the dates. The pop-up will close, o uploading the date.


Reason: Enter details into the open field.

Delete Medical Aid details: Click Edit next to the listed Medical Aid.



When the entry has been deleted, the Dependent details will still be there, but the Medical Aid name will be removed.

Payroll Settings Hover your cursor over the Employee Information tab. Hover your cursor over the

Personal Details column from the drop down menu and select Payroll Settings.

The main page will refresh, opening the Payroll Settings Default Details page:


Add/Edit the Payroll Settings: Click Edit, as shown above. The page will refresh, opening all fields for editing:


o Payroll Company: Select from the drop down list. o Foreign Income: Select whether this employee earns Foreign Income or not by

using the tick box. o Days Per Month: Enter the number of working Days Per Month (Standard is 21.67). o Hours Per Week: Enter the number of working Hours Per Week (Standard is 40). o Hours Per Day: Enter the number of working Hours Per Day (Standard is 8). o Paid Type: Select from the drop down list. o Rate P.H., Overtime Rate P.H.1, Overtime Rate P.H.2 and Overtime Rate P.H.3:

Enter into the open fields. o Use Cost To Company: Tick if your company works on Cost To Company

structure. o Total Cost To Company: Enter the Total Cost To Company. o Total Value of Package Transactions and Cash Component: Enter into the open

fields. o Pension and Provident: Enter the percentage (%) that the employee and employer

will contribute to the Pension and/or Provident.


o Basic Salary? and Probationary Period as NRFI: Select from the drop down list. o Company Car Value: Enter into the open field. o Travel Allowance At: Select from the drop down list. o Employee pays for maintenance? and Employee pays for petrol?: Tick if these

apply. o COID Type: Select from the drop down list. o Default Values and Override Values: Enter into the open fields.

Click on the Employee Details tab.

o Income Tax Number: Enter into the open field. o Nature Of Person, Nature Code and Tax Method: Select from the drop down lists. o Directive Value/Percentage and Directive Numbers: Enter into the open fields. o Excluded From UIF Legislation and UIF Exempt: Tick if these apply. o UIF Reason: Select from the drop down list. o Excluded From SDL, Independant Contractor and Temporary Employee: Tick if

these apply. o Individual Payslip Message: Enter an Individual Payslip Message, if necessary.

This will appear on the current employee’s payslip only, not all of the employees.

Click on the Medical tab.


o Medical Plan: Select from the drop down list. o Medical Aid Number: Enter into the open field. o Date Joined:

Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.)

Select the month and year from the drop down lists on top, then click on the date.

If the date is today’s date, click Today below the dates. The pop-up will close, uploading the date.

o Company Contribution: Select from the drop down list. o Child Dependants and Adult Dependants: Enter into the open fields.

Click on the Pension/Provident tab.

o Pension Fund/Plan: Select from the drop down list. o Pension Fund Number: Enter into the open field. o Date Joined:

Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker” and select "Turn off pop-up blocker". If thisdoes not work, press CTRL + click on the icon to overwrite the blocker.)



Click on the Unions tab.


Union: Select from the drop down list.

Name of Union: Enter into the open field.

Date Joined:


(If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.)


uploading the date.

Membership Number and Contribution Rate: Enter into the open fields.

Click Update. The page will refresh, saving all changes.

Payslips On this page, the employee can generate an online payslip. The Payslip will be viewed through a report generator. The system will generate the Payslip(s) of the specified time frame. The system will only generate the Payslip of the relevant employee. It will not display other employees Payslips in another employee’s profile.

Hover your cursor over the Employee Information tab. Hover your cursor over the Personal Details column from the drop down menu and select Payslips.

The main page will refresh, opening the Payslips page:


Generate your Payslip:

Select Pay Period: Select from the drop down list. o Date Range Report:

Click Generate. The system will generate the payslip, which can be saved or printed.

Pension Funds Hover your cursor over the Employee Information tab. Hover your cursor over the

Personal Details column from the drop down menu and select Pension Funds.

The main page will refresh, opening the Pension Fund/Plan page:

Add Pension Fund details: Click Add, as shown above. The Page will refresh, opening the Pension Fund form:


Pension Fund/Plan: Select from the drop down list.

Pension Fund Number: Enter into the open field.

Date Joined:



o Select the month and year from the drop down lists on top and click on the date. o If the date is today’s date, click Today below the dates. The pop-up will close,

uploading the date.

Exit Date and Exit Reason: These fields must not be completed when adding the Pension Fund details. This will be explained under “When an employee resigns”.


View Pension Fund details: Click View next to the listed Pension Fund.

The page will open Pension Fund details.

Edit Pension Fund details: Click Edit next to the listed Pension Fund. The page will open all fields for editing.


When an employee resigns: Exit Date:



uploading the date.

Reason: Enter into the open field.

Click Update. The page will refresh, saving changes.

Delete Pension Fund: Click Edit next to the listed Pension Fund.


Click Update. The page will refresh, removing the Pension Fund details.


Personal Details Hover your cursor over the Employee Information tab. Hover your cursor over the

Personal Details column from the drop down menu and select Personal Details.

The main page will refresh, opening the Personal Details page:

Add/Edit Personal Details: Click Edit, as shown above. The page will refresh, opening all fields for editing.

Business Unit:

o Click the Business Unit List icon . A pop-up will appear with all the Business Units. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop- up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.)


Supervisor: Select from drop down list.


Employee Number: A number can be selected or the number can be entered.

o To select a number, click next to the field. A pop-up will appear with the next available number, and the last 5 numbers used. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.)

o Click Select to use the next available number. Should you prefer a different

number, close the pop-up and enter the preferred number.


First Name, Initials, Surname and Known as: Enter into the open fields.

Date of Birth:



uploading the date.

South African Citizen?: Select Yes or No. o When No is selected, the ID Number field will change to Passport Number, and the

Country Issued field will appear.

ID/Passport Number: Enter the ID/Passport Number.

Country Issued: Enter if applicable.

Gender, Ethnic Group, Marital Status and Disabled: Select from the drop down lists.

If Yes above, specify disability: Specify the disability, if applicable.

Nationality and Home Language: Select from drop down lists.

An employee photo can also be uploaded: o The following image will be in the right corner of the Personal Details form:

o Click <Change>. A pop-up window will appear.


PLEASE NOTE: The photo must be saved in a file on your computer.

The system will only accept *.jpe, *.jpeg, *.jpg, *.png, *.gif images.

o Click Browse. Your My Documents will open. o Navigate to where the photo is saved. Select relevant image. Your My Documents

will close and the path description of the photo will appear in the open field next to Browse.

o Name the image in the open field next to New Filename. o Click Upload. The system will upload the image, displaying it in the pop-up. o If you are satisfied with the image, click Finish. The pop-up will close and the

photo will appear on the Personal Details form.


Qualifications Hover your cursor over the Employee Information tab. Hover your cursor over the

Personal Details from the drop down menu and select Qualifications

The main page will refresh, opening the Education and Qualifications page:

Add a Qualification: Click Add, as shown above. The page will refresh, opening the Qualification form


Name of Institution: Enter into the open field.

Start Date, Date Completed (Obtained) and Expiry Date:




uploading the date.

Qualification Level: Select from the drop down list.

Qualification Name (Search) and Qualification Description: Enter into the open fields.

Highest Qualification: Tick the box if this is the employee's highest qualification.

Click Add. The page will refresh, saving the entry.

View a Qualification: Click View next to the listed Qualification.

The page will refresh, opening Qualification details.

Edit a Qualification: Click Edit next to the listed Qualification. All fields will be open for editing.


Delete a Qualification: Click Edit next to the listed Qualification.


Click Update. The page will refresh, removing details.


Terminations In the Termination section, an employee can be Terminated or Re-instated. If the employee was Terminated previously, the system will list it with a date and reason. The same will occur with an employee that has been Re-instated.

Hover your cursor over the Employee Information tab. Hover your cursor over the Personal details Column from the drop down menu and select Terminations.

The main page will refresh, opening the Terminations page:

Terminate an Employee: Click Terminate Employee, as shown above. The page will refresh, opening the

Termination form:

If there are Assets linked to the employee, the system will display a note stating that the Assets haven’t been returned. You can either continue with the Termination or update the Assets.


o To update the Assets, click the link in the note. The page will refresh, displaying the employee’s Assets page.

o Click Edit next to the relevant Asset, and enter the Return Date. o Click Update, and the system will update. o Select Terminations from the Employee Information drop down list again. o Select Terminate Employee again.

Date of termination:




uploading the date.

Termination reason: Select from the drop down list.

Notes: Enter into the open field, if necessary

Move Employees To: If this employees has people reporting to them, you will need to select who the subordinates’ new Supervisor will be from the drop down list.

Click Add. The system will list the Termination, move all employees under the Terminated employee to a new Supervisor, and move the Terminated employee to the Terminated Employees section.

Termination Workflow

PLEASE NOTE: This is an additional feature.

The Tasks of the Workflow defined for Termination will be listed.

The Default Owner selected during setup will appear. The Owner can be changed to another employee, if necessary, by selected from the drop down list.

Click Save. The page will refresh, diverting back to the default page. The system will list the Termination, move all employees under the Terminated employee to a new Supervisor, and move the Terminated employee to the Terminated Employees section.

Re-Instate an Employee:

PLEASE NOTE: This will only apply to, and show if, the employee was Terminated.

Click Re-Instate Employee. The page will display the Re-instate form:


Date of re-instatement:




uploading the date.

Notes: Enter into the open field, if necessary.

Click Update. The page will refresh, re-instating the employee.

When an employee has been Terminated then Re-instated, the system will keep record of both steps. The Termination and Re-instatement will show as one listing.

View a Termination or Re-instatement: Click View next to the listing.

The page will refresh, displaying all details.

Edit a Termination or Re-instatement:

Click Edit next to the listing. The page will refresh, opening fields for editing.

Click Update when all editing has been done. The page will refresh, saving all changes.

Delete a Termination:

Click Edit next to the listing.



A Re-instatement cannot be deleted, the employee can only be Terminated again.

PLEASE NOTE: The employee profile will be stored in the Terminated Employees section. Re-instatement can be done in the Termination section.

To-Do List Hover your cursor over the Employee Information tab. Hover your cursor over the

Personal Details column from the drop down menu and select To Do List.


The main page will refresh, opening the Own Tasks page.

Please refer to Own Tasks on Page 29.


Unions Hover your cursor over the Employee Information tab. Hover your cursor over the

Personal Details column from the drop down menu and select Unions.

The main page will refresh, opening the Unions page.

Add a Union: Click Add, as shown above. The page will refresh, opening the Union form:

Name of Union: Enter into the open field.

Date Joined:




uploading the date.

Membership Number: Enter into the open field.

Date of Resignation: This field must not be completed when adding the Union. This will be explained under “When an employee resigns”.



View a Union entry: Click View next to the listed Union.

The page will refresh, displaying Union details.

Edit a Union entry: Click Edit next to the listed Union. The page will refresh, opening all fields for editing.

Click Update when all editing has been done. The page will refresh, saving all details.

When an employee resigns: Click Edit next to the listed Union.

Date of Resignation:




uploading the date.

Click Update. The page will refresh, saving the changes.

Delete a Union entry: Click Edit next to the listed Union.


Click Update.

The page will refresh, removing the entry.

Organisational

Assets Hover your cursor over the Employee Information tab. Hover your cursor over the

Organisational column from the drop down menu and select Assets.

The main page will refresh, opening the Asset Inventory page:


Add an Asset: Click Add, as shown above. The Asset form will open:

Description, Serial Number and Value of Asset: Enter into the open fields.

Date Issued:

o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop- up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.)


uploading the date.

Issued by: Enter into the open field.

Returned Date: This must ONLY be completed if the assets are returned or employment is terminated.

Notes: Enter into the open field, if necessary.

Click Add. The page will refresh, saving the Asset details.

View an Asset: Click View next to the listed Asset.

The page will refresh, opening the Asset’s Details.

Edit an Asset:

Click Edit next to the listed Asset. The page will refresh, opening all fields for editing.


Return an Asset: Click Edit next to the listed Asset.

Select the Returned Date:




uploading the date.

Click Update. The page will refresh, removing the Asset from the employee’s profile.


Delete an Asset: Click Edit next to the listed Asset.


Click Update. The page will refresh, removing the Asset.


Documents Hover your cursor over the Employee Information tab. Hover your cursor over the

Organisational column from the drop down menu and select Documents.

The main page will refresh, opening the Documents page:

Add a Document to the Employee Profile: Click Add, as shown above. The page will refresh, opening the Document form:

Document: o Click Browse next to the open field. Your My Documents will open. o Navigate to where the Document has been saved. o Double click on the Document name. The system will upload the Document.

Document Description (Name): Enter into the open field.


Category: Select from the drop down list.

Click Update. The page will refresh, uploading the Document and saving all details.

View a Document:

The document list will appear as follows:

To view documents in categories, select a category from the drop down list, then click Go:

The Documents listed under the selected category will appear in the main screen.

To view or download the Document, click on the underlined writing.

A new window will open with the selected Document.

Delete a Document: Click Edit next to the listed Document.



Job Description In this section, the employee’s Job Description can be viewed, edited and printed. When a Job Title is associated with an employee, the Job Description created in the Job Title Module under Setup will automatically be attached to the employee’s profile. The Job Description may be amended in the employee’s profile, but will not change the Description in the Job Title Module.

Hover your cursor over the Employee Information tab. Hover your cursor over the Organisational column from drop down menu and select Job Description.

The main page will refresh, opening the Job Description page:

Add/Edit the Job Description: Click Edit, as shown above. The page will refresh, opening all fields for editing.


This page may be printed by clicking on the print icon .


Organisational Hover your cursor over the Employee Information tab. Hover your cursor over the

Organisational column from the drop down menu and select Organisational.

The main page will refresh, opening the Organisational page:

Add/Edit the Organisational details: Click Edit, as shown above. The page will refresh, opening all fields for editing.

Date of Engagement and Payroll Date of Engagement:




uploading the date.

Remuneration Type, Annual Leave Type, Appointment Type, Job Title, Cost Centre, Mentor and Job Level: Select from the drop down lists.

Job Grade: Enter into the open field.

Occupational Category, Occupational Level and Core/Support Function: Select from the drop down lists.

Survey Code and SOC Code: Enter into the open fields.



Promotions

Hover your cursor over the Employee Information tab. Hover your cursor over the Organisational column from the drop down menu and select Promotions.

The main page will refresh, opening the Promotions page:

Add a Promotion: Click Add, as shown above. The page will refresh, opening the Promotion form:

Effect Current Details: Select Yes or No from the drop down list. o If Yes is selected:

The fields Job Description, New Cost Centre and Effect Current Privileges will open for selection.

o If No is selected: The fields Job Description, New Cost Centre and Effect Current Privileges

will close.

Promoted From: The employee's original Job title, Appointment Type and Remuneration Type will display. These cannot be changed.

Promoted To: Select the employee's new Job Title and/or Appointment Type and/or Remuneration Type from the drop down lists.

Promotion Date: Select the date from when the promotion will be effective.


(If


the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.)


uploading the date.

Job Description: Tick the box to copy the Job Description from this Job Title to the employee's Job Description page. This field will be listed if Yes was selected at Effect Current Details.

New Cost Centre: Select the new Cost Centre the employee will belong to. This field will be listed if Yes was selected at Effect Current Details.

Effect Current Privileges?: Tick the relevant box, or both boxes, if the employee's User Group and/or employee group must change because of the Promotion. This field will be listed if Yes was selected at Effect Current Details.

Click Add. The page will refresh, saving the Promotion.

View a Promotion: Click View next to the listing.

The promotion details will display.

Edit a Promotion: Click Edit next to the listing. The Page will refresh, opening all fields for editing.


Delete a Promotion: Click Edit next to the listing.


Click Update. The page will refresh, removing promotion.

Transfers Hover your cursor over the Employee Information tab. Hover your cursor over the

Organisational column from the drop down menu and select Transfers.

The main page will refresh, opening the Transfers page.

Add a Transfer: Click Add, as shown above. The page will refresh, directing to the Transfer form:


Effect Current Details: Select from the drop down list. o Yes: The page will remain as it is. o No: The page will become smaller as some fields are removed.

From: The employee’s current Business Unit will appear as default. This field cannot be changed.

To:

o Click the Business Unit List icon . A pop-up will appear with all the Business Units. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop- up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.)


Transfer Date:



uploading the date.

Effect Current Privileges?: Tick the relevant box, or both boxes, if the employee's User Group and/or employee group must change because of the Transfer.

New Cost Centre: Select from the drop down list.

Click Add. The page will refresh, saving the Transfer details.

View a Transfer: Click View next to the listed Transfer.

The page will refresh, opening the details.

Edit a Transfer: Click Edit next to the listed Transfer. The page will refresh, opening all fields for editing.

Click Update when editing has been done.

The page will refresh, saving all changes.

Delete a Transfer: Click on Edit next to the listed Transfer.


Click Update. The page will refresh, deleting the transfer.


Vehicles Hover your cursor over the Employee Information tab. Hover your cursor over the

Organisational column from the drop down menu and select Vehicles.

The main page will refresh, opening the Employee Vehicles page.

Add Vehicle Details: Click Add, as shown above. The page will refresh, opening the Vehicle form:

Make: Enter the make of the car, e.g. Audi, Volkswagen, Toyota.

Model: Enter the model, e.g. Audi A3, VW Polo, and Rav4

Year: Enter the year model of the vehicle, e.g. 2000 or 2004

Registration Number: Type in the Registration Number of the vehicle.

Click Add. The page will refresh, adding the vehicle details.

View Vehicle Details: Click View next to the listed Vehicle.

The page will refresh, opening all details.

Edit Vehicle Details: Click Edit next to the listed Vehicle. The page will refresh, opening all fields for editing.


Delete Vehicle Details: Click Edit next to the listed Vehicle.


Click Update. The page will refresh, removing details.


Disciplinary

Counselling Hover your cursor over the Employee Information tab. Hover your cursor over the

Disciplinary column from the drop down menu and select Counselling.

The main page will refresh, opening the Counselling page.

Add Counselling:

Click Add, as shown above. The page will refresh, displaying the Counselling form:


Counselling Date:




uploading the date.

Counselling Time. Reported To, Initiator and Counsellor: Select from the drop down lists.

The following aspects concerning your work performance and/or conduct have come to my attention and Acceptable standards expected from you, applicable to work performance and/or conduct: Enter into the open fields.

Click Add. The page will refresh saving all details.

View Counselling: Click View next to the Counselling.


Edit Counselling: Click Edit next to the listed Counselling. The page will refresh, opening fields for

editing.


Delete Counselling: Click Edit next to the listed Counselling.


Click Update. The page will refresh, removing the Disciplinary.

Verbal Warning Hover your cursor over the Employee Information tab. Hover your cursor over the

Disciplinary column from the drop down menu and select Verbal Warning.

The main page will refresh, opening the Verbal Warnings page.


Add a Verbal Warning:

Click Add, as shown above. The page will refresh, displaying the Verbal Warning form:

Incident Date:


the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.)


uploading the date.

Incident Time, Reported To, Initiator and Offence: Select from the drop down lists. To

view a description of the Offence, click on the icon.

Offence Description: Enter additional details into the open field.

Sanction: Select from the drop down list. To view a description of the Sanction, click on

the icon.

Valid From Date and Valid To Date:


o Select the month and year from the drop down lists on top and click on the date.


o If the date is today’s date, click Today below the dates. The pop-up will close, uploading the date.


View a Verbal Warning: Click View next to the Verbal Warning.


Edit a Verbal Warning: Click Edit next to the listed Verbal Warning. The page will refresh, opening fields for

editing.


Delete a Verbal Warning: Click Edit next to the listed Verbal Warning.


Click Update. The page will refresh, removing the Verbal Warning.

Written Warning Hover your cursor over the Employee Information tab. Hover your cursor over the

Disciplinary column from the drop down menu and select Written Warning.

The main page will refresh, opening the Written Warnings page.

Add a Written Warning:

Click Add, as shown above. The page will refresh, displaying the Written Warning form:


Incident Date:




uploading the date.

Incident Time, Reported To, Initiator and Offence: Select from the drop down lists. To

view a description of the Offence, click on the icon.


Sanction: Select from the drop down list. To view a description of the Sanction, click on

the icon.

Valid From Date / Valid To Date

o Click the calendar icon next to the open field. The calendar pop-up will open.(If the pop-up does not appear, your pop-up blocker might be on.To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.)


uploading the date.

Click Add. The page will refresh, saving all details

View a Written Warning:

Click “View” next to the listed Written Warning.

The Page will refresh displaying all details.

Edit the Written Warning:

Click Edit next to the listed Written Warning. The page will refresh, opening fields for editing.



Delete a Written Warning:

Click Edit next to the listed Written Warning. The page will refresh, opening fields for editing.

Tick the box next to Delete

Click Update. The page will refresh, removing the Written Warning.

Formal Disciplinary Enquiry Hover your cursor over the Employee Information tab. Hover your cursor over the

Disciplinary column from the drop down menu and select Formal Disciplinary Enquiry.

The main page will refresh, opening the Formal Disciplinary Enquiry page.

Add a Formal Disciplinary Enquiry: Click Add, as shown above. The page will refresh, displaying the Formal Disciplinary

Details form:


Notification To Attend A Disciplinary Enquiry:

Hearing Date:



uploading the date.

Hearing Time, Reported To and Initiator: Select from the drop down lists.

Venue and Venue Address: Enter into the open fields.

Offence 1: Select from the drop down list. To view a description of the Offence, click on

the icon.


Add another Offence: Click on the “+” sign to add another offence. This can be repeated to accommodate for as many Offences as is required.

Chairperson: Select from the drop down list.

Click Add. The page will refresh saving the Notification To Attend A Disciplinary Enquiry.


Disciplinary Enquiry Findings:


Date Of Enquiry:

o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop- up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL+ click on the icon to overwrite the blocker.)


uploading the date.

Chaired By: o Internal: Select from the drop down list. o External Chairperson: Enter into the open field.

Tick the following six tick boxes if you followed these processes.

Employer Representitive, Employer Witnesses, Employee Representatives, Employee Witnesses and Interpreter: Select from the drop down lists.

Report Builder: o Chairperson Opening Statement, Employer Statement, Employee Statement,

Witness Statement, Cross Examination. Chairperson Findings, Mitigating Factors and Aggravating Factors: Click the “+” sign to expand each section, and enter the details into the open fields.

o Findings Per Offence: Select a Finding for each Offence from the drop down lists next to each Offence, and then select the Sanction for each Offence from the next drop down list.

o Disciplinary Sanction: Click the “+” to add the overall Disciplinary Sanction using the drop down list, and enter any additional reasoning for this Sanction into the open field, if required.

Valid From Date and Valid To Date:




uploading the date.

Click Add. The page will refresh, saving the Disciplinary Enquiry Findings.


Disciplinary Appeal:

Appeal Submission Date and Appeal Hearing Date:



uploading the date.

Appeal Chairperson: Select from the drop down list.

Appeal Findings: o Appeal Overview and Appeal Findings: Click the “+” sign to expand each section,

and enter the details into the open fields.

Click Add. The page will refresh saving the Disciplinary Appeal.

View and Print a Formal Disciplinary Enquiry:

Hover over the icon next to the specific Formal Disciplinary Enquiry to view the individual pages of the Formal Disciplinary Enquiry that are viewable:

Click on the required page. A new window will open, displaying the selected page.

Edit the Formal Disciplinary Enquiry:

Click Edit next to the listed Formal Disciplinary Enquiry. The page will refresh, opening fields for editing.


Delete a Formal Disciplinary Enquiry:

Click Edit next to the listed Formal Disciplinary Enquiry. The page will refresh, opening fields for editing.

Tick the box next to Delete. Click Update. The page will refresh, removing the Written Warning.


Disciplinary (Old) This module is used to View and/or Edit Disciplinaries that were added to the system using the previous version of our Disciplinary module.

Hover your cursor over the Employee Information tab. Hover your cursor over the Disciplinary column from the drop down menu and select Disciplinary (Old).

The main page will refresh, opening the Disciplinary History page.

View a Disciplinary:

Click View next to the listed incident.

The Page will refresh, displaying all details.

Edit a Disciplianry:

Click Edit next to the listed incident. The page will refresh, opening fields for editing.


Delete a Disciplinary:

Click Edit next to the listed incident. The page will refresh, opening fields for editing.

Tick the box next to Delete. Click Update. The page will refresh, removing the incident.

Request A New Offence Hover your cursor over the Employee Information tab. Hover your cursor over the

Disciplinary column from the drop down menu and select Request A New Offence.


The main page will refresh, opening the New Offence History page.

Add a Request for a New Offence: Click Add, as shown above. The page will refresh, displaying the New Offence Details

form:

Offence Description: Enter into the open field.

Offence Category: Select from the drop down list.

Reason for request: Enter into the open field.

Click Submit. The page will refresh, saving all details and submitting a Request to the PeoplePlus team.

View a Request for a New Offence:

Click View next to the listed New Offence.

The Page will refresh, displaying all details.

Disciplinary Guide This module allows the User to view the PeoplePlus Disciplinary Guide, which offers step-by- step guidance to using the PeoplePlus Disciplinary module correctly.

Hover your cursor over the Employee Information tab. Hover your cursor over the Disciplinary column from the drop down menu and select Disciplinary Guide.


A new window will appear, displaying the progress of loading the Disciplinary Guide for

viewing.

You can scroll through the Guide to read it, save the Guide onto your computer for later use, or print the Guide.

When you are satisfied that you have achieved your goal, whether reading, saving or printing the Guide, close the window of the browser in which the Guide appears.

Settings

Settings - > Login Hover your cursor over the Employee Information tab. Hover your cursor over the

Settings column from the drop dwon menu and select Settings - > Login.

The main page will refresh, opening the Employee Login Details page:

Add/Edit Login details: Click Edit. The page will refresh, opening all fields for editing.

Email Address: Clear the field and type in a new Email Address, if necessary.

New Password: Type a new Password into the open field. If the Password must remain the same, leave the field empty.

Change Password on Login: Select Yes if you have entered a new Password. The employee will be requested to change his/her Password with their next login. Select No if


you do not require the Password to be changed by the employee with their next login.

Idle Length: Select from the drop down list the length of time that the system will stay logged in when unattended.

Send login details & security code: Select Yes to send this employee’s login details, as well as Security Code to the employee when you add them. If you select No, you can send the login details to the employee at a later stage.

Cellphone Number: Enter the employee’s cellphone number into the open field.



Settings - > System In the Employee System Settings, the employee's status and permission group/level will be displayed. Different users have different privileges in the organisation. The system allows the organisation to create a variety of user types, of which each may have different configurable access to modules, pages or fields. In result, depending on your user type, this section can be edited.

Hover your cursor over the Employee Information tab. Hover your cursor over the Setting Column from the drop down menu and select Settings - > System.

The main page will refresh, opening the Employee System Details page.

Add/Edit System Settings: Click Edit. The page will refresh, opening all fields for editing:

Function Group: Select from the drop down list. This will be the employee's access and functionality rights on the system. Employees will not have the functionality to change their own User Group only administrator or some supervisors.

Active Status: Select from the drop down list. If this status is set as Disabled, the employee will remain on the system, but will be hidden.

Unresolved Status: Select from the drop down list. If there are any details outstanding on the specific employee's file, select unresolved.

There is also a “Delete This Employee” option in the Employee System Settings. Only the PeoplePlus consultants havee access to this option, which can be used to delete an employee from the system. The reason that this is a limited access feature is due to the fact that on deletion of an employee, all of the data and history associated to the employee is also removed, and is wiped from the database. This means that the data is irretrievable. The best example of when you can request that an employee is removed from your system is when you add a new employee to the system but the employee never actually joins the company (abscondment).

Click Update. The page will refresh, saving the details.


Settings - > When Away In the Employee When Away Settings, the Leave and Training application notifications that are set to be directed to this employee can be redirected in the event of this employee being on Leave or Training themselves.

Hover your cursor over the Employee Information tab. Hover your cursor over the Setting Column from the drop down menu and select Settings - > When Away.

The main page will refresh, opening the When I am away... page.

Add/Edit System Settings: Click Edit. The page will refresh, opening all fields for editing.

Send Leave Applications To and Send Training Applications To: Select from the drop down lists.

Click update. The page will refresh, saving all changes.


Additional

Assigned Tasks Hover your cursor over the Employee Information tab. Hover your cursor over the

Additional column from the drop dwon menu and select Assigned Tasks.

The main page will refresh, opening the Assigned Tasks page.

Please refer to Assigned Tasks on Page 37.

Audit Log Hover your cursor over the Employee Information tab. Hover your cursor over the

Additional column from the drop dwon menu and select Audit Log.

The main page will refresh, opening the Audit Log page:


On the Employee Audit Log, you can view all changes made to an employee’s profile. This includes the Page and Field on which te change was made, what the field was, what it was changed to, who made the change, when they made the change and the type of change that was made. This page is not editable, and can be printed by using the print function in your browser, if necessary.

Injury On Duty Hover your cursor over the Employee Information tab. Hover your cursor over the

Additional column from the drop down menu and select Injury On Duty.

The main page will refresh, opening the Injury On Duty History page:

Add an Injury On Duty: Click Add, as shown above. The page will refresh, opening the Injury On Duty form:


Date of Incident:


o Select the month and year from the drop down lists on top and click on the date. o If the date is today’s date, click Today below the dates. The pop-up will close, uploading the date.

Injury Sustained and Overview: Enter into the open fields.

Healthcare Practitioner: Select the Practitioner’s title from the drop down list, and enter the Practitioner’s name into the open field.

Dates Off Duty: Select the dates that the employee will be booked off.


o Select the month and year from the drop down lists on top, then click on the date.

o If the date is today’s date, click Today below the dates. o The pop-up will close, uploading the date.

Days: The system will automatically enter the number of Days once the Dates are selected.

Apply for leave for this Employee: Select from the drop down list.

WCA Number: Enter the WCA Number.

Click Add. The injury will be listed, stating the Injury Date, Injury Cause and Injury Sustained.

If the employee was booked off, the Employee’s Supervisor will receive an email, and a Leave Application Task will be listed in the Supervisor’s Task’s items.

Edit an Injury On Duty: Click Edit next to the listed Injury. The page will refresh, opening all fields for editing.


View an Injury On Duty: Click View next to the listed Injury.

The page will refresh, displaying details.


To Do List

Hover your cursor over the Employee Information tab. Hover your cursor over the Additional column from the drop down menu, Select Injury On Duty.

The main page will refresh, opening the Injury On Duty History page:

Add an Injury On Duty: Click Add, as shown above. The page will refresh, opening the Injury On Duty form:

Date of Incident:

o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn

off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.)

o Select the month and year from the drop down lists on top and click on the date.


o If the date is today’s date, click Today below the dates. The pop-up will close, uploading the date.

Injury Sustained and Overview: Enter into the open fields.

Healthcare Practitioner: Select the Practitioner’s title from the drop down list, and enter the Practitioner’s name into the open field.

Dates Off Duty: Select the dates that the employee will be booked off.


o Select the month and year from the drop down lists on top, then click on the date.

o If the date is today’s date, click Today below the dates. o The pop-up will close, uploading the date.

Days: The system will automatically enter the number of Days once the Dates are selected.

Apply for leave for this Employee: Select from the drop down list.

WCA Number: Enter the WCA Number.

Click Add. The injury will be listed, stating the Injury Date, Injury Cause and Injury Sustained.

If the employee was booked off, the Employee’s Supervisor will receive an email, and a Leave Application Task will be listed in the Supervisor’s Task’s items.

Edit an Injury On Duty: Click Edit next to the listed Injury. The page will refresh, opening all fields for editing.


View an Injury On Duty: Click View next to the listed Injury.

The page will refresh, displaying details.


Workflows

Hover your cursor over the Employee Information tab. Hover your cursor over the Additional column from the drop down menu, Select Workflows.

The main page will refresh, opening the Workflows page.

Please refer to Workflows on Page 39.


Appraisals

Hover your cursor over the Appraisals tab. 3 sections will be listed:

Performance Contract: The employee’s Individual and Company KPA’s.

Complete Appraisal: Completeing an employee’s Appraisal by rating the employee’s KPA’s.

Previous Appraisals: List of all employee’s Previous Appraisals.

Performance Contract

In this section, the employee's Performance Contract is setup for Performance Appraisals. Once the Performance Contract is created, the Contract can be printed.

The Performance Contract is divided into 3 segments:

Key Performance Area – Individual.

Key Performance Area – Company.

Questionnaire.

Each KPA is associated with a Measurement to make an assessment as to whether it was completed to an acceptable standard. All KPAs within each segment are associated with a Weight Percentage which determines the contribution value of each KPA toward the total objective for the particular Performance Appraisal. The Weighting of both segments must add up to 100% to save the Performance Contract.

PLEASE NOTE: The Performance Contract cannot be Edited or Deleted once it has been saved.

A new Performance Contract can be created in 4 ways:

1. Create a New Performance Contract. 2. Import a Template created in Configuration. 3. Import a Previous Performance Contract. 4. Import a Performance Contract setup in another employee's profile.

Create a New Performance Contract:


Name: Enter into the open field.

From Template, From Previous and From Employee: Do not select, as this is a new Performance Contract.

Click Next. No changes can be made to the Performance Contract Name once Next has been clicked.

The main page will refresh, displaying 3 segments: o Key Performance Areas/Measures – Company. o Key Performance Areas/Measures – Individual. o Questionnaire:

KPA’s Add a KPA:

Click Add KPA, as shown above. The Performance Criteria page will open in a new window:

Key Performance Area and Measurement: Enter into the open fields.

Deliverable Type: Select from the drop down list.

Weight: Enter into the open field. Each KPA within each segment is associated with a Weight Percentage which determines the contribution value of each KPA toward the total objective for the particular Performance Appraisal, which must be 100%.

Click Add. The Performance Criteria window will close and the main page will refresh, uploading the KPA under the relevant segment.

The above steps can be redone as many times as you’d like to create more KPAs and adding them to the Performance Contract.


PLEASE NOTE: When any changes are made to the Performance Contract after adding the KPAs, the changes must be saved by clicking Save Changes, as shown above.

Edit a KPA:

Click Edit next to the relevant KPA. The KPA will open in a new window for editing.

Click Save when editing has been done. The window will close and the main page will refresh, uploading the changes.

Click Save Changes, as shown above.

Delete a KPA:

Click Edit next to the relevant KPA. The KPA will open in a new window.

Tick the box next to Delete this KPA.

Click Save. The main page will refresh, removing the KPA.


The Weighting may be changed before saving the Contract by amending the percentage next to the KPA, and clicking Save Changes.

Questionnaire Add a Question:

Click Add Question, as shown above. A new window will open with the Add Question block:


Enter Question into the open field.

Click Add. The window will close and the main page will refresh, adding the Question to the Performance Contract.

PLEASE NOTE: When any changes are made to the Performance Contract after adding the KPAs, the changes must be saved by clicking Save Changes, as shown above.

Edit a Question:

Click Edit next to the relevant Question. The Question will open in a new window for editing.

Click Save when editing has been done. The window will close and the main page will refresh, uploading the changes.


Delete a Question:

Click Edit next to the relevant Question. The Question will open in a new window.

Tick the box next to Delete this Question.

Click Save. The main page will refresh, removing the Question.


The Weighting may be changed before saving the Contract by amending the percentage next to the KPA, and clicking Save Changes.


Once the Performance Contract is completed, click Finalise, as shown above. The Weighting of both Company and Individual segments must add up to 100% to Finalise the Performance Contract.

A pop- up will open, asking if you are sure you want to finalise the Contract. The Contract cannot be edited after Finalisation.

The page will refresh, diverting back to the Create New Performance Contract page. The Performance Contract will be listed with a View link.

The Performance Contract will be saved and listed in Complete Appraisal for both the employee and the supervisor to complete.

PLEASE NOTE: The Performance Contract cannot be Edited or Deleted once it has been saved.

1. Import a Performance Contract Template

A Performance Contract Template may be used to create an employee’s New Performance Contract. This template will be predefined in the Configuration section under the Setup tab.


From Template: Select a Performance Contract from the drop down list.

From Previous and From Employee: Do not select either.

Click Next. The page will refresh, uploading the selected Performance Contract Template.

The KPA's and Questionnaire can be edited, deleted and new additions can be made.


PLEASE NOTE: When any changes are made to the Performance Contract after adding the KPAs, the changes must be saved by Clicking Save Changes.

From this point, follow the steps from KPA’s, as described on page 97, through to Finalising the Performance Contract, as described on page 100.

2. Import a Previous Performance Contract A previous Performance Contract may be used to create an employee’s New Performance Contract.


From Template: Do not select.

From Previous: Select from the drop down list.

From Employee: Do not select.





3. Importing a Performance Contract from another employee's profile


From Template and From Previous: Do not select either.


From Employee: Select from the drop down list. Only employees with previously completed Performance Contracts will be listed.





Complete Appraisal In this section, the employee's Performance Appraisal must be completed. The Appraisal cannot be completed if there is no Performance Contract setup.

Complete the Performance Appraisal:

The Appraisal must be completed by both the Employee and their Supervisor. Only the relevant person will be able to complete the relevant Performance Contract.

PLEASE NOTE: The Supervisor will not be able to complete the Appraisal until the employee has completed the

Appraisal first.

Click “Do Appraisal” next to the entry. The page will refresh, opening the Performance Appraisal for rating.

Rate each KPA by selecting from the drop down list.

The Rating Definitions can be viewed by selecting the icon next to the Rating drop down list. A pop - up will open, listing the Definition of each Rating.

A comment can be added with each KPA.

Complete the Questions by entering the answers in the open field below the Question.

o Click Save and Finalise when all KPA's and Questions have been completed.

o Click Save and Continue Later if you wish to continue with the Appraisal later.

The page will refresh, diverting back to the Complete Appraisal default page, displaying the Performance Appraisal Results. The Supervisor will be notified when the employee has completed the Appraisal.


Once both the employee and Supervisor have completed the Appraisals, the Appraisals will be listed in the Previous Contracts section.

Only the Supervisor’s rating will be used for actual total rating.

Previous Appraisals

In the Previous Appraisal section, all completed Appraisals can be viewed.

View a Previous Appraisal:

Click View next to the relevant Performance Contract.

A new window will open with a printable version of the Performance Contract. The Employee's Details, KPA’s and answered Questions will display, with a signature block for both the employee and supervisor.

This page may be printed by clicking on the print icon.

Training

Hover your cursor over the Training tab. 5 sections will be listed:

Add/Apply for Training: Logged in user can apply for Training.

Capture Training: Capturing Training application on behalf of another employee.

Training for Approval: All training applications that must be approved by the User.

Training History: The employee’s training History.

Training Recommendations: Training Recommended for the User.

Add/Apply for Training


o Type of Training: Select from the drop down list.

o If you select Programme, the above screen will display. Training Programme: Enter a keyword into the open field, or press the

spacebar on your keyboard to display all Training Programmes in the search.

Training Course: Select from the drop down list once Training Programme has been selected.

Person To Approve: The Supervisor/Approver’s name will appear by default.

Comments/Notes: Enter into the open field. Approved: Select the appropriate Approved status from the drop

down list.

o If you select Awareness, the following screen will display:

Training Course: Select from the drop down list. The page will refresh,

extracting all details about the Course.

Training Aspects: Select from the drop down list. The page will refresh

again, extracting all details about the Module.

Start Date and End Date:




Person To Approve: The Supervisor/Approver's name will appear by default.


Comments/Notes: Enter into the open field, if necessary.

Approved: Select the appropriate Approved status from the drop down list.

Click Add. The page will refresh, saving the details in the Training Plan section

and submitting it to the relevant Supervisor for approval.

Capture Training

Select the Type of Training from the drop down list.

o Type of Training: Normal.

Training Course: Select from the drop down list. The page will refresh, extracting all details about the Course.

Training Module: Select from the drop down list. The page will refresh again, extracting all details about the Module.






Approved By: Select the appropriate Approved status from the drop down list.

Approved: Select from the drop down list.

Completed: Only tick the box once the specific employee has Completed the specific Training.


Click Add. The page will refresh, saving the information to the Employee’s

Details.

Type of Training: Awareness.

o

Training Course: Select from the drop down list. The page will refresh, extracting all details about the Course.

Training Aspects: Select from the drop down list. The page will refresh again, extracting all details about the Module.









Click Add. The page will refresh, saving the information to the Employee’s details.

Type of Training: Programme.


Training Programme: Enter a keyword into the open field, or press the spacebar

on your keyboard to display all Training Programmes in the search.

Training Course: Select from the drop down list.





Outcomes & Assessments

If there are Outcomes and Assessments linked to the Module of the Training Course that the employee applied for or completed, they will be listed in this section. This listing can be sorted by:

Outcomes.

Assessments.

When selecting the sorting preference, the system will display a blank percentage block. Enter the employee's percentage of Output, Assessment and Over-All score in the blank blocks.

PLEASE NOTE: These are specific required Outcomes and Assessments according to the SAQA specifications,

Which was selected to rate the employee. These details are added during the Configuration process.

When the employee has completed the Course, this should be updated in the Training Plan section, and if it is part of Succession Training, it will be listed in the Succession Plan section.

Training for Approval

Approve a Training Application: The Training Application status will always be "In progress" until the supervisor has Approved or Declined the Application.


Approve Training:

Click Edit next to the listing. The page will refresh, diverting to the employee's profile and opening all fields for editing.



Decline Training:




Training History

Edit a Training Application:

Click Edit next to the listing. The page will refresh, opening all details for editing.

Click Save. The page will refresh, saving all details.

Approve a Training Application:

Click Edit next to the listing. The page will refresh, opening all fields for editing.

Tick the box next to Approved.

Click Save. The page will refresh, saving all changes.

On Completion of a Training Course:


Tick the box next to Complete.

Enter the employee's Overall Score under Outcomes & Assessment percentage score.

Click Save. The page will refresh, updating the Training Plan.

Outcomes & Assessments If there are Outcomes and Assessments linked to the Module of the Training Course that the employee applied for or completed, they will be listed in this section.

This listing can be sorted by:


Outcomes.

Assessments.

When selecting the sorting preference, the system will display a blank percentage block. Enter the employee's percentage of Output, Assessment and Over-All score in the blank blocks.

PLEASE NOTE: These are specific required Outcomes and Assessments according to the SAQA specifications,

which was selected to rate the employee. These details are added during the Configuration process.

Delete a Training Application:



Click Save. The page will refresh, removing the Training Application.

View a Training Application:

Click View next to the listing.

The page will refresh, opening all detail of Training Application.

Leave

Hover your cursor over the Leave tab. 9 Sections will be listed:

Add/Apply for Leave: Logged in User can apply for Leave.

Approve Conflicting Leave: Approve Conflicting Leave for specific employee.

Approve Negative Leave: Approve Leave that will cause a Negative Leave Balance.

Capture Leave: Capturing Leave application on behalf of another employee.

Employee Leave Settings: Directing Leave applications to different Approval Supervisors.

Leave Balance: Balances of the employee’s Leave types.

Leave for Approval: Leave applications that must be approved by you.

Leave History: All Leave applications’ History.

Leave Trend Report: A report that will allow you to see employee’s Leave Trends.

PLEASE NOTE: These sections will depend on your User Group.

Add/Apply for Leave


Complete Leave Application:

Type Of Leave: Select from the drop down list. The employee’s Balance of each Leave Type will also display.

Person To Approve: Approval Supervisor’s name will automatically display.

Person To Notify: Name of the person that must be notified will automatically display.

From/To:



If the date is today’s date, click Today below the dates. The pop-up will close,

uploading the date.

Days: The system will automatically upload the number of days. 0.5 must be entered if it is a half day’s Leave.

Comment: Add additional information, if necessary.

Approved: Select the status from the drop down list.

Click Add. A Leave Validation Block will appear, indicating if there is a conflict of dates of other Leave or Training applications during the same period.

The page will refresh, saving the Application in Leave History and submitting the Application to the relevant Approver.


Capture Leave

Capture Leave Application:

Type Of Leave: Select from the drop down list. The employee’s Balance of each Leave Type will also display.

Approved By: Select from the drop down list.

From/To:


Select the month and year from the drop down lists and click on the date.


Days Taken: The system will automatically upload the number of days. 0.5 must be entered if it is a half day’s Leave.

Comment: Add additional information, if necessary.

Effect Balance?: Tick the box if this must affect the employee's Leave Balance. When the Leave is Approved, the Leave Balance will update automatically.

Click Add. The page will refresh, saving the Application in Leave History.

Employee Leave Settings


Set the Employee Leave settings

Click Edit, as shown above. The page will refresh, opening the Leave Settings page:

Select all field options from the drop down lists. The 2nd

notification and 3rd

notification fields are optional.

Click Update when the above have been selected. The page will refresh, updating the employee's profile.

Leave Balance


Click on Edit, as shown above. The page will refresh, allowing you to change the Current Balance:

Click Update. The page will refresh, saving the change.

Leave for Approval In the Leave for Approval section, all Leave Applications that must be Approved by you will be displayed.

Leave can be Approved in 3 ways:

From your Tasks section.

From your Leave for Approval section.

From your Leave History section.


Approve a Leave Application: The Leave status will always be In Progress until the supervisor has Approved or Declined.



Click Update. A Leave Validation Block will appear, indicating if there is a conflict of dates during the same period. This prevents an employee from Applying for a different Leave Type when they have already Applied for other Leave Types, or if the employee Applied for Training during the same period.

The page will refresh, updating the employee's Leave History.

An email will be forwarded to the employee.

Decline a Leave Application: The Leave status will always be In Progress until the supervisor has Approved or Declined.

Click Edit next to the listing. The page will refresh, diverting to the employee's profile.


Click Update. The page will refresh, updating the employee's Leave History.


Delete a Leave Application:

Click Edit next to the listing. The page will refresh, opening the Leave Application.


Click Update. The page will refresh, removing the Leave Application from your Tasks and employee's Leave History.

View a Leave Application:


The page will refresh, opening all Leave Details. PLEASE NOTE: A Leave Application cannot be edited. The Application must be declined and the employee must

Then reapply.


Leave History

The Leave status will always be In Progress until the supervisor has Approved or Declined.

Approve Leave:

Click Edit next to the listing. The page will refresh, opening the application.




Decline Leave:

Click Edit next to the listing. The page will refresh, opening the application.




View a Leave application:


The page will refresh, opening all Leave application details. PLEASE NOTE: A Leave Application cannot be edited. The application must be declined and the employee must

then reapply.

Audit Log

Select Audit Log, as shown above. The Main Page will refresh, opening the Audit Log.

The default page will display the latest changes made on the system, indicating:

o The number of the change. o The page where the change was made. o The field that was changed. o What the old information was.


o What the new information is. o The person that made the changes. o The date and time of the change. o The ID of the change. o The type of change that was made.

This page is for viewing only. It allows you to see what changes were made, and who made the changes, so that, if a problem arises, you will be able to implement the correct disciplinary measures, if necessary.



Module 2 – Setup

Introduction: This section describes how to set up your Company Details and Preferences, and fixed settings relating to the HR and Payroll Management of your company.

Purpose: The purpose of this section is to assist you with setting up all of the details of your HR and Payroll to ensure the correct managing of your company.

Setup Select Setup from the Module menu. The Setup tab will expand, listing all of the Setup sections, as shown below:

Organisation – The company’s Organisational Setup (details).

Configuration – The company’s Configurational Setup (fixed settings and management).

Job Titles – The Job Titles to be used for standard Job Description when adding an employee.

5


Organisation The Organisation module refers to the company’s Organisation Structure. There are 2 types of companies:

Parent Company – Holding Company/Head Office

Child Company – Business Unit/Department.

Select Organisation from the Module Menu. The Module Selection Menu will refresh, listing the Parent Company/ies:

On initial Setup of your company, there will be no Child Companies linked to

the Parent Company, as indicated by .


Details Click on the Parent Company name to view the Organisation Details. The default screen will be the Details page:

As you will notice, your company Details already appear in the Details section. This information comes from the subscription process.

To correct these Details, click Edit, as shown above. The screen will refresh, opening all fields for editing.

Once you have entered the correct data, click Update. The screen will refresh, displaying the corrected Details.

Employee Statistics This screen displays an updated Employee Statistics Report of the selected Business Unit, up to the current date. The report may also be generated to display specific date periods.


Select the From and To Dates:


Select the month and year from the drop down lists at the top, and click on the date.


Ensure that you have followed these steps for both the From and To dates, if applicable.

Click Lookup. The page will refresh, displaying the Employee Statistics for the selected date range.


Organograms In this section, Organograms can be viewed. Organograms show the hierarchy within the Company, or its Departments/ Business Units. These Organograms can be viewed via 2 formats:

Employee Organograms

Organisational Organograms

Employee Organogram This Organogram will display the employee reporting structure.

Select the relevant Business Unit/ Department from the Module Selection Menu. The main screen will refresh, listing the details of the Business Unit/ Department.

Hover your pointer over Organograms.

Select Employee Organograms. The screen will refresh, displaying the Employee Organogram:


Please Note: If any employee in the selected Department reports to a Supervisor in a different Department, the system will not be able to generate an Organogram.

Organisational Organogram In the Organisational Organogram section, an Organogram can be generated according to the Company’s Department structure.

Select the relevant Business Unit/ Department from the Module Selection Menu. The main screen will refresh, listing the details of the Business Unit/ Department.

Hover your pointer over Organograms.

Select Organisational Organograms. The screen will refresh, displaying the Organisational Organogram:

Configuration The Configuration Module refers to the Configuration of the system’s operational and technical settings. This will be the system administration and setup section, and will not be used by managers or self-service user groups.


Select Configuration from the Module Menu. The Module Selection Menu will refresh, listing the 8 Configuration sections. The Configuration of these sections will ensure an accurate Workflow and calculation of all HR-related actions.

Documents In this section, the Document Categories are configured, and the Company Documents are uploaded. Document Categories should be setup before adding Company Documents.


Document Categories In the Document Categories section, the different Document Categories are setup. These Categories are used to sort all uploaded documents.

Add a Document Category:

Select Company Documents. The screen will refresh:

Click Add. The screen will refresh, showing the Document Category form:


Name and Description: Enter into the open fields.

Category Type: Select from the drop down list.

o The best option is Company & Employee as you can setup more specifically who can view a Document when you add a Document.

Click Save. The screen will refresh, saving the Document Category.

Edit a Document Category:

Click Edit next to the listed Document Category. The screen will refresh, opening all fields for editing.

Click Update when all editing has been done. The screen will refresh, saving all changes.

View a Document Category:

Click View next to the listed Document Category.

The screen will refresh, opening all details.

Delete a Document Category:

Click Edit next to the listed Document Category.


Click Update. The screen will refresh, removing the Document Category.

Company Documents In the Company Documents section, standard Company Documents are uploaded to be viewed by Selected User Groups and Business Units.

Add a Company Document:

Select Company Documents. The screen will refresh:


Click Add. The screen will refresh, showing the Upload a Document form:

Document: To upload the required Document, start by clicking on Browse. Your My Documents window will open. Navigate to where the required Document has been Saved and double click on the Document name. The system will upload the Document, and the Document’s extension address will appear in the open field next to the Browse button.

Document Description/ Name: Enter into the open field.



User Groups: Select from the drop down list, and choose either All User Groups or Selected User Groups, according to who you would like to have access to the Document.

o If you clicked on Selected User Groups, the Select User Group block will appear:

o Tick the appropriate box/es next to the User Group/s that must have access to the Company Document.

o Click Add Selected >>. The selected User Groups will upload in the Selected User Groups block.

o To delete a Selected User Group, tick the appropriate box/es next to the User Group that you would like to remove from the Selected User Groups block. Click Delete Selected, and the Selected User Group will be deleted.

Business Units: Select All Business Units or Selected Business Units from the drop down list, according to who you would like to have access to the Document.

o If you clicked on Selected Business Units, the Select Business Unit block will appear:


o Tick the appropriate box/es next to the Business Unit/s that must have access to the Document.

o If there are sub-levels linked to the Business Unit, click to open the sub-Business Unit levels, and tick the appropriate boxes.

o Click Add Selected >>. The selected Business Units will upload in the Selected Business Units block.

o To delete a Selected Business Unit, tick the appropriate box/es next to the Business Unit that you would like to remove from the Selected Business Unit block.

o Click Delete Selected, and the Selected Business Unit will be deleted.

Employees: Select All Employees or Selected Employees from the drop down list, according to who you would like to have access to the Document.

o If you clicked on Selected Employees, the Select Employees block will appear:

o Tick the appropriate box/es next to the Employee/s that must have access to the Document.

o If there are sub-levels linked to the Employees, click to open the sub- Employee levels, and tick the appropriate boxes.


o Click Add Selected >>. The selected Employees will upload in the Selected Employees block.

o To delete a Selected Employee, tick the appropriate box/es next to the Employee that you would like to remove from the Selected Employees block.

o Click Delete Selected, and the Selected Employee/s will be deleted.

Click Upload. The screen will refresh, uploading the Document and saving all details.

View the Company Document’s details:

Click Edit next to the listed Document.


Edit a Company Document’s details:

Click Edit next to the listed Document. The screen will refresh, opening all fields for editing.


PLEASE NOTE: The uploaded Company Document cannot be changed. The entry must be deleted and added

again.

Delete a Company Document:

Click Edit next to the listed Document.

Tick the box next to Delete File.

Click Update. The screen will refresh, removing the Company Document.

View the Company Document:

Click on the underlined Document name, under "Download/View".

A new page will open, displaying the selected Company Document. PLEASE NOTE: If any editing is done on the Company Document while viewing, the system will give you the option

to save the edited Company Document on your computer; it will not save it on the system. To update

the uploaded Company Document, the Document must be deleted and the new version must be added.

HR (Human Resources)

In this section, all of the HR-related system settings are configured.


Appointment Types Add an Appointment Type:

Select Appointment Types. The screen will refresh:

Click Add. The screen will refresh, showing the Add a New Appointment Type

form:



Working Days: Indicate the days that this Appointment Type will work by selecting the box/es next to the appropriate days.

o This is extremely important because when an employee who is linked to that Appointment Type applies for leave or training, the system must calculate correctly. The system will also grey out the days that the employee doesn’t work in the calendars used during Applications.

Tax Information: o Enter the relevant working hours for this Appointment Type into the

open field.

Click Save. The screen will refresh, saving the Appointment Type.

Edit an Appointment Type:

Click Edit next to the listed Appointment Type. The screen will refresh, opening all fields for editing.


View an Appointment Type:

Click View next to the listed Appointment Type.


Cost Centres The defined Cost Centres will appear in a drop down list in the Organisation section. The setup on this page is also VITAL for the Payroll Integration. Multiple Cost Centres will apply in a company where there is more than one bank account used to pay employees.

Add a Cost Centre:

PLEASE NOTE: If the Payroll Integration is deactivated, the Payroll Code and Payroll Company fields will not

display.


Select Cost Centres. The screen will refresh:

Click Add. The screen will refresh, showing the New Cost Centre form:


Click Save. The screen will refresh, saving the Cost Centre and updating the Payroll System.

Edit a Cost Centre:

Click Edit next to the relevant Cost Centre. The screen will refresh, opening all fields for editing.

Click Update when all editing has been done. The screen will refresh, saving all changes and updating the Payroll System.

View a Cost Centre:

Click View next to the relevant Cost Centre.


Delete a Cost Centre:

Click Edit next to the listed Cost Centre.


Click Update. The screen will refresh, removing the Cost Centre and updating the Payroll System.

Disciplinary

Disciplinary Categories Add a Disciplinary Category:

Select Disciplinary Category. The screen will refresh:


Click Add. The screen will refresh, showing the New Disciplinary Action form:

Name and Descripion: Enter into the open fields.

Grid Order: Select the order in which you would like the category to display.

Click Save. The screen will refresh, saving the Disciplinary Category.

Edit a Disciplinary Category:

Click Edit next to the relevant Disciplinary Category. The screen will refresh, opening all fields for editing.


View a Disciplinary Category:

Click View next to the relevant Disciplinary Category.


Delete a Disciplinary Category:

Click Edit next to the listed Disciplinary Category.


Click Update. The screen will refresh, removing the Disciplinary Category.


Disciplinary Offences Add a Disciplinary Offence:

Select Disciplinary Offence. The screen will refresh:

Click Add. The screen will refresh, showing the New Offence form:


Click Save. The screen will refresh, saving the Disciplinary Offence.

Edit a Disciplinary Offence:

Click Edit next to the relevant Disciplinary Offence. The screen will refresh, opening all fields for editing.


View a Disciplinary Offence:

Click View next to the relevant Disciplinary Offence.



Delete a Disciplinary Offence:

Click Edit next to the listed Disciplinary Offence.


Click Update. The screen will refresh, removing the Disciplinary Offence.

Disciplinary Questions Add a Disciplinary Question:

Select Disciplinary Question. The screen will refresh:


Text: Enter into the open fields.

Question Order: Select the order in which the you would like the question displayed

Active: Tick the box next to make this question active

Click Save. The screen will refresh, saving the Disciplinary Offence.

Edit a Disciplinary Offence:

Click Edit next to the relevant Disciplinary Offence. The screen will refresh, opening all fields for editing.


View a Disciplinary Offence:

Click View next to the relevant Disciplinary Offence.


Delete a Disciplinary Offence:

Click Edit next to the listed Disciplinary Offence.


Click Update. The screen will refresh, removing the Disciplinary Offence.


Disciplinary Sanctions

Add a Disciplinary Sanction:

Select Disciplinary Sanction. The screen will refresh:


Job Levels

In the Job Level section, Job Levels are created for specific positions. These levels are selected when creating a Job Title. The Job Level defines the seniority which may be linked to Remuneration.

Add a Job Level:

Select Job Levels. The screen will refresh:


Click Add. The screen will refresh, showing the New Job Level form:

Job Level Name and Job Level Description: Enter into the open fields.

Click Save. The screen will refresh, saving the Job Level.

Edit a Job Level:

Click Edit next to the relevant Job Level. The screen will refresh, opening all fields for editing.


View a Job Level:

Click View next to the relevant Job Level.


Delete a Job Level:

Click Edit next to the listed Job Level.


Click Update. The screen will refresh, removing the Job Level.

Job Titles/Descriptions

Add a Job Title/Description:

Select Job Levels. The screen will refresh:


Click Add. The screen will refresh, showing the New Job Level form:

Job Family: Select from the drop down list.

Job Title Name: Enter into the open field.


Job Description: You can either type the full Description into the open field, or you can paste the Description from a Word document.

o To paste from Word, go to the Word document in which the Job Description is saved, highlight the relevant text and copy it (Ctrl+C).

o Click on the open field for Job Description. The will become available.

o Click on the . A new window will open:

o Click on the open field. Paste (Ctrl+V) the text into the field. o Click OK. The window will close, uploading the text into the Job

Description field.

Click Save. The screen will refresh, saving the Job Tutle/Description.

Edit a Job Title/Description:

Click Edit next to the relevant Job Title. The screen will refresh, opening all fields for editing.


View a Job Title/Description:

Click View next to the relevant Job Title.


Delete a Job Title/Description:

Click Edit next to the listed Job Title.


Click Update. The scre en will refresh, removing the Job Title and Description.

Medical Aid In the Medical Aid section, the different Medical Aid Providers are captured.

Add a Medical Aid:

Select Medical Aid. The screen will refresh:


Click Add. The screen will refresh, showing the New Medical Aid form:


Click Save. The screen will refresh, saving the Medical Aid.

Edit a Medical Aid:

Click Edit next to the relevant Medical Aid. The screen will refresh, opening all fields for editing.


View a Medical Aid:

Click View next to the relevant Medical Aid.


Delete a Medical Aid:

Click Edit next to the listed Medical Aid.


Click Update. The screen will refresh, removing the Medical Aid.

Medical Plans In the Medical Plans section, the different Plan options that the Medical Aid Providers offer are captured.

Add a Medical Plan:

Select Medical Plans. The screen will refresh:


Click Add. The screen will refresh, showing the New Medical Plan form:

Medical Aid: Select from the drop down list.

Name, Description and Member, Adult and Child Values: Enter into the open fields.

Click Save. The screen will refresh, saving the Medical Plan linked to the Medical Aid.

Edit a Medical Plan:

Click Edit next to the relevant Medical Plan. The screen will refresh, opening all fields for editing.


View a Medical Plan:

Click View next to the relevant Medical Plan.


Delete a Medical Plan:

Click Edit next to the listed Medical Plan.


Click Update. The screen will refresh, removing the Medical Plan.

Occupational Categories Add an Occupational Category:

Select Occupational Categories. The screen will refresh:


Click Add. The screen will refresh, showing the New Occupational Category form:


Click Save. The screen will refresh, saving the Occupational Category.

Edit an Occupational Category:

Click Edit next to the relevant Occupational Category. The screen will refresh, opening all fields for editing.


View an Occupational Category:

Click View next to the relevant Occupational Category.


Delete an Occupational Category:

Click Edit next to the listed Occupational Category.


Click Update. The screen will refresh, removing the Occupational Category.

Occupational Levels Add an Occupational Level:

Select Occupational Levels. The screen will refresh:


Click Add. The screen will refresh, showing the New Occupational Level form:


Click Save. The screen will refresh, saving the Occupational Level.

Edit an Occupational Level:

Click Edit next to the relevant Occupational Level. The screen will refresh, opening all fields for editing.


View an Occupational Level:

Click View next to the relevant Occupational Level.


Delete an Occupational Level:

Click Edit next to the listed Occupational Level.


Click Update. The screen will refresh, removing the Occupational Level.


Pension Funds Add a Pension Fund:

Select Pension Funds. The screen will refresh:

Click Add. The screen will refresh, showing the New Pension Fund form:

Name, Clearance No and Desription: Enter into the open fields.

Click Save. The screen will refresh, saving the Pension Fund.

Edit a Pension Fund:

Click Edit next to the relevant Pension Fund. The screen will refresh, opening all fields for editing.


View a Pension Fund:

Click View next to the relevant Pension Fund.


Delete a Pension Fund:

Click Edt next to the listed Pension Fund.


Click Update. The screen will refresh, removing the Pension Fund.

Pension Plans In the Pension Plans section, the different Plan options that the Pension Fund Providers offer are captured.

Add a Pension Plan:

Select Pension Plans. The screen will refresh:


Click Add. The screen will refresh, showing the New Pension Plan form:

Pension Fund: Select from the drop down list.

Pension Plan Name, Clearance No, Description and Payroll Code: Enter into the open fields.

Click Save. The screen will refresh, saving the Pension Plan linked to the Pension Fund Company.

Edit a Pension Plan:

Click Edit next to the relevant Pension Plan. The screen will refresh, opening all fields for editing.


View a Pension Plan:

Click View next to the relevant Pension Plan.


Delete a Pension Plan:

Click Edit next to the listed Pension Plan.


Click Update. The screen will refresh, removing the Pension Plan.

Remuneration Types In the Remuneration Types section, the payment timeframes are setup.

Add a Remuneration Type:

Select Remuneration Types. The screen will refresh:


Click Add. The screen will refresh, showing the New Remuneration Type form:


Click Save. The screen will refresh, saving the Remuneration Type.

Edit a Remuneration Type:

Click Edit next to the relevant Remuneration Type. The screen will refresh, opening all fields for editing.


View a Remuneration Type:

Click View next to the relevant Remuneration Type.


Delete a Remuneration Type:

Click Edit next to the listed Remuneration Type.


Click Update. The screen will refresh, removing the Remuneration Type.

Termination Types Add a Termination Type:

Select Termination Types. The screen will refresh:


Click Add. The screen will refresh, showing the New Termination form:


Click Save. The screen will refresh, saving the Termination Type.

Edit a Termination Type:

Click Edit next to the relevant Termination Type. The screen will refresh, opening all fields for editing.


View a Termination Type:

Click View next to the relevant Termination Type.


Delete a Termination Type:

Click Edit next to the listed Termination Type.


Click Update. The screen will refresh, removing the Termination Type.


Unions Add a Union:

Select Unions. The screen will refresh:

Click Add. The screen will refresh, showing the New Termination form:

Name, Percentage, Minimum, Maximum and Fixed Amount: Enter into the open fields.

Click Save. The screen will refresh, saving the Termination Type.

Edit a Union:

Click Edit next to the relevant Union. The screen will refresh, opening all fields for editing.


View a Union:

Click View next to the relevant Union.


Delete a Union:

Click Edit next to the listed Union.


Click Update. The screen will refresh, removing the Union.


Leave

Annual Leave Types Add an Annual Leave Type:

Select Annual Leave Types. The screen will refresh:

Click Add. The screen will refresh, showing the Add Annual Leave form:


Annual Type: Enter the name into the open field.

Accumulation Type: Select from the drop down list how the system will be accumulating the Leave:

o Periodically – Accrual according to periods. o Upfront – No accrual. The employee will get their full entitlement.

Annual Periods: Select from the drop down list.

Leave Entitlement Per Cycle: Enter the number of days into the open field.

Working Days Per Cycle Period: Enter the number of working days per cycle period. (The average in monthly cycle is 21.67.)

Annual Year Starts On: Select from drop down list.

Days To Carry Over: Enter the number of days that are allowed to be carried over to the next Annual Year. (If all, leave the field blank.)

… To Be Taken Within: Enter the number of days that employees will have in the new Annual Year to take their carried over days (validity period).

… Notify After x Days: Enter the number of days that you would like the system to notify employees of the time that their leave is still valid (e.g. 10 or -10). (If none, leave this field blank.)

Automatically Adjust Annual Type: Tick this box if the employees linked to this Annual Leave Type must be automatically adjusted to a different Annual Type. If you tick the box, the following options will open:

o Move Employees To: Select from the drop down list the Annual Type that you would like the linked employees to automatically be moved to.

o After: Enter the number of years after which the Annual Type must automatically adjust.

Message To Display: Enter a brief message to display after the Leave Application for this specific Annual Type is submitted.

Click Add. The screen will refresh, saving the Annual Leave Type.

Edit an Annual Leave Type:

Click Edit next to the relevant Annual Leave Type. The screen will refresh, opening all fields for editing, and including a few extra fields that were not present in the Add an Annual Leave Type screen.


Split Leave Balance Accruals With: Select from the drop down list.

Split Percentage, Minimum Days Taken At Once, Maximum Days Taken At Once: Enter into the open fields.

Reset Leave Periods: Tick the box to reset the Leave Periods.

Click Update. when all editing has been done. The screen will refresh, saving all changes.

View an Annual Leave Type:

Click View next to the relevant Annual Leave Type.


Delete an Annual Leave Type:

Click Edit next to the listed Annual Leave Type.


Click Update. The screen will refresh, removing the Annual Leave Type.

Batch Leave Allocation This is the same as Capture Leave in Employee Information, except that this is to capture a group of employees at the same time. This Batch Allocation can be used to implement forced leave within the company, such as over the festive season when the company closes.

Allocate Leave To Multiple Employees:

Select Batch Leave Allocation. The screen will refresh:


Type Of Leave and Approved By: Select from the drop down lists.

Employees: Select the employees from the drop down list. o All Employees – Leave will be allocated to All Employees. o Selected Employees – When this is selected, the Select Employee(s)

block will appear:

o Click on the Organisation’s name. The number of employees employed by that specific Organisation will appear under the Organisation’s name.

o Click on the number of employees to display the names of those employees.

o Tick the boxes next to the names of the employees that must be added to the Batch Leave Allocation.

o Click Add Selected >>. The Selected Employees will upload in the Selected Employees block.


o To delete a Selected Employee, tick the appropriate box(es) next to the name(s) of the employees that you wish to remove from the Selected Employees block.

o Click Delete Selected, and the Selected Employees will be deleted.

From/ To: Select the From and To Dates:





Days: Enter the number of working days being taken off.

Comment: Enter into the open field, if necessary.

Approved: The Batch Leave Allocation will always be approved.

Click Submit. The screen will refresh, opening a Batch Leave Allocation Report with the Employee Names, Leave Type, Date From, Date To, Amount/ Number of Days, if any Errors occurred, the Action, and each employee’s Previous Balance and New Balance.


General Leave Types In the General Leave Types section, the details of the different types of General Leave within the company are setup, e.g. sick leave, maternity leave, study leave.

Add a General Leave Type:

Select General Leave Types. The screen will refresh:

Click Add. The screen will refresh, showing the New General Leave Type form:



Leave Cycle: Enter the number of years in this cycle into the open field, e.g. xx days sick leave per 3 year cycle.

Days Leave Per Cycle: Enter the number of leave days per cycle into the open field.

Leave Cycle Starts On: Select from drop down list when you want your Leave Cycle to start.

Date of Engagement – The employee’s first working day at the Company.

Custom Date – Select the required date:



If the date that you want is today, click Today below the dates.

The pop-up will close, and the date will be uploaded.


Leave Balance Pool: Select from the drop down.

Applicable To (Employees):

With Gender: Select from the drop down list.

With Remuneration Type: Select from the drop down list.

With Job Grade: Enter which Job Grades the General Leave Type will apply to into the open field.

With Date Of Engagement: Select from the drop down list, if the General Leave Type is only applicable to employees with a Date Of Engagement:


Greater than or Less than:





Employees: Select the from the drop down list: o All Employees – If the General Leave Type will be applicable to All

Employees. o Selected Employees – When this is selected, the Select Employee(s)

block will appear:

o Click on the Organisation’s name. The number of employees employed by that specific Organisation will appear under the Organisation’s name.

o Click on the number of employees to display the names of those employees.

o Tick the boxes next to the names of the employees that must be added to the Batch Leave Allocation.

o Click Add Selected >>. The Selected Employees will upload in the Selected


Employees block. o To delete a Selected Employee, tick the appropriate box/es next to the

names of the employees that you wish to remove from the Selected Employees block.

o Click Delete Selected, and the Selected Employees will be deleted.

Message To Display: Enter a brief message to display after the Leave Application for this specific General Leave Type is submitted.

Click Add. The screen will refresh, saving the General Leave Type.

Edit a General Leave Type:

Click Edit next to the relevant General Leave Type. The screen will refresh, opening all fields for editing.


View a General Leave Type:

Click View next to the relevant General Leave Type.


Delete a General Leave Type:

Click Edit next to the listed General Leave Type.


Click Update. The screen will refresh, removing the General Leave Type.

Payroll:

Please see PeoplePlus Payroll User Guide for information on this Module.

Performance/Appraisals


Appraisal Templates

Select Appraisal Templates. The screen will refresh:

Click Add Appraisal Template. The screen will refresh, displaying the New Appraisal Template form:


Click Save. The screen will refresh, saving the Appraisal Template.


KPA’s Add a KPA:

Click Add KPA. An Appraisal Template KPA window will open:

Key Performance Area: Enter the KPA name into the open field.

Measurement: Enter the KPA Measurement into the open field. Each KPA is associated with a Measurement which is used to assess if it was completed to an acceptable standard.

Type: Select Company or Individual from the drop down list. This is where the KPA must be listed.

Weight: Enter the KPA’s Weighting percentage into the open field. Each KPA within each segment is associated with a Weight percentage, which determines the contribution value of each KPA toward the total objective for the particular Performance Appraisal.

Click Add. The window will close and the screen will refresh, uploading the KPA under the relevant segment (Company or Individual). Click Save Changes.

Edit a KPA:

Click Edit next to the relevant KPA. The screen will refresh, opening all fields for editing.

Click Save when all editing has been done. The screen will refresh, saving all changes.

Delete a KPA:

Click Edit next to the listed KPA.


Click Save. The screen will refresh, removing the KPA.


Questionnaire Add a Question:

Click Add Question. An Add Question window will open:

Add Question: Enter a Question into the open field.

Click Add. The window will close and the screen will refresh, adding the Question to the Performance Contract.

Edit a Question:

Click Edit next to the relevant Question. The screen will refresh, opening all fields for editing.

Click Save when all editing has been done. The screen will refresh, saving all changes.

Delete a Question:

Click Edit next to the listed Question.


Click Save. The screen will refresh, removing the Question.

More than one Template can be created. Once the Template is used in an employee’s profile, the KPA’s and Questionnaires may be amended, and the Contract finalised.

Scales In the Scales section, the different Scales used in the system are defined. Each Scale generates different recommendations when Appraisals are done.


Appraisal Rating Scales In this section, the Appraisal Rating Scales are setup and defined. These Ratings are used when an Appraisal is done on an employee. Each Rating will have a percentage value, which the system will use to generate an overall Rating score when an Appraisal has been Finalised.

Add an Appraisal Rating Scale:

Select Appraisal Rating Scales. The screen will refresh:

Click Add. The screen will refresh, showing the New Appraisal Rating Scale form:



Type: Select from the drop down if this Appraisal Rating Scale will be used for the Company or Individual KPA’s.

Value: Enter the percentage value of this Appraisal Rating Scale.

Order: Indicate, by using a number, in which order the Appraisal Rating Scale must appear in the listing.

Description: Enter into the open field.

Click Save. The screen will refresh, saving the Appraisal Rating Scale.

Edit an Appraisal Rating Scale:

Click on the wording next to the relevant Appraisal Rating Scale. The screen will refresh, loading the Appraisal Rating Scale details in an Edit Rate Scale block.


View an Appraisal Rating Scale:

Click on the wording next to the relevant Appraisal Rating Scale.


Delete an Appraisal Rating Scale:

Click on the wording of the relevant Appraisal Rating Scale. The screen will refresh, loading the Appraisal Rating Scale details in an Edit Rate Scale block.


Click Update. The screen will refresh, removing the Appraisal Rating Scale.

Setup This section is usually the first step when setting up a Company’s Platform. In this section, the General System Settings and Operational Settings are configured, as well as the look and feel of the system.


Company Details Edit Company Details:

Select Company Details. The screen will refresh:


Click Edit. The screen will refresh, showing the Company Details form. For ease of reference, we have split the page:


Employee No Prefix: Enter the Prefix that should be used with Employee Numbers into the open field, if desired.


Enter all of the remaining details into the relevant open fields.

Upload the Logo/Branding: o Click <Change> below the image. A pop-up will appear.

PLEASE NOTE: The logo must be saved in a file on your computer.

The system will only accept *.jpe, *.jpeg, *.jpg, *.png, *.gif images.

o Click Browse. Your My Documents will open. Navigate to where the logo is saved.

o Click on the image. Your My Documents will close, and the URL of the photo will be in the open field next to Browse.

o Name the image in the open field next to New Filename. (Do not use any spaces or special characters.)

o Click Upload. The system will upload the image, and display it in the pop-up.

o If you are satisfied with your uploaded image, click Finish. The pop-up will close, uploading the new logo.

Tax Details:

Registered Name and Trading/Other Name: Enter into the open fields.

Nature Of Business: Select from the drop down list.

Enter all of the remaining details into the relevant open fields.

Enter the Company’s Physical Address line by line into the relevant fields.

Contact Number and Email Address: Enter the HR/Payroll Administrator’s details into the open fields.

Click Update. The screen will refresh, saving the Company Details.


Company Settings In the Company Settings page, the default settings for the system are done. These settings will be set in the Implementation phase, and not again.

Edit the Company Settings:

Select Company Settings. The screen will refresh:

Click Edit. The screen will refresh, showing the Company Details form:

Currency: Enter into the open field.

Default User Group: Select the Default User Group for when an employee is added from the drop down list (Self Service is best, as the employees won’t be able to see other employee’s details).

Date Format and Default Timezone: Select from the drop down lists.

Closed For Maintenance: Tick the box if the system must appear as Closed when upgrading etc.

Employee Number Settings:

Check for existing employee number: Tick the box if the system must validate new employee numbers.


Enable employee number formatting: Tick the box if the employee number formatting must be activated.

Limit employee number size to: Enter the maximum number of employees.

Company prefix (default): Enter the default prefix that must be used with employee numbers when adding new employees, if applicable. If there is none, leave the field blank.

Use company prefix: Tick the box if the Company prefix must be used.

Click Update. The screen will refresh, saving the Company Settings.

Edit Multiple Employees In the Edit Multiple Employees section, employees’ details can be editted in bulk.

Select Edit Multiple Employees. The screen will refresh:

Edit the details of the relevant employee(s) by typing into the fields.

Click Update when all changes have been made. The employee(s) details will update.

PLEASE NOTE: If you make changes on multiple pages, click on Update before going to the

next page in order to save the changes and not lose them.

Employee Copy In the Employee Copy section, an employee’s profile can be copied. This is useful in situations where an employee that left the company is returning.

Select Employee Copy. The screen will refresh:

Select the Employee from the drop down list.

Click Next. The page will refresh, diverting to the Add Employee page, with all of the selected employee’s details. The data must now be amended, as required.

There are 5 Sections that must be amended accordingly. Please refer to Add an Employee on page 22 for a step-by-step guide.


Click Add. If there are any required fields that were not completed, a pop-up note will appear, indicating which field was not completed.

An Employee Validation will pop-up indicating how many employees were found on the system with the same Employee number, with the options Back, to make changes, or Add Employee to add the employee.

In this situation there will not be an ID number validation as the employee will be on the system.

Employee Groups

Add an Employee Group:

Click Add. The page will refresh, opening the Employee Groups page:

Select Employee: Select the employee from the drop down list that you would like to give additional rights to.

Business Units and Employees: Select from the drop down lists the Business Units and/or Employees that the selected employee must have access to.

Select from the lists below exactly what the selected employee can have access to.


Click Save. The screen will refresh, saving the Employee Group.

Edit an Employee Group:

Click Edit next to the created Employee Group. The page will refresh, opening all fields for editing.


View an Employee Group:

Click View next to the listed Employee Group.

The page will refresh, displaying the details of the Employee Group. Delete an Employee Group:

Click Edit next to the listed Employee Group. The page will refresh, opening all fields for editing.


Click Update. The page will refresh, removing the Employee Group.

My Services For more information on this section, see My Services on page 224.

Primary Languages

Add a Primary Language:

Click Add. The page will refresh, opening the Primary Language page:



Click Save. The screen will refresh, saving the Primary Language.

Edit a Primary Language:

Click Edit next to the listed Primary Language. The page will refresh, opening all fields for editing.


View a Primary Language:

Click View next to the listed Primary Language.

The page will refresh, opening all details of the Primary Language.

Delete a Primary Language:

Click Edit next to the listed Primary Language. The page will refresh, opening all fields for editing.


Click Update. The page will refresh, removing the Primary Language.

User Groups

Add a User Group:

Click Add. The page will refresh, opening the User Groups page:


User Group Name: Enter the name of the new User Group into the open field.

Select from the lists below exactly what the selected employee can have access to.

o View Self and Edit Self give employees linked to this User Group access to View and Edit their own details, if opened.

o View Employees and Edit Employees give employees linked to this User Group access to View and Edit the details of employees that report directly to them, if opened.

o View Other and Edit Other give employees linked to this User Group access to View and Edit the details of other employees in the company that do not report directly to them, if opened.

Click Save. The screen will refresh, saving the User Group.

Duplicate a User Group: This tool is used when creating a User Group with similar rights to an existing User Group as it allows you to make a few changes quickly to an existing User Group instead of creating a completely new User roup from the ground up, which can be a lengthly process.

Click Duplicate next to the listed User Group. The page will refresh, opening all fields for editing.


Edit a User Group:

Click Edit next to the listed User Group. The page will refresh, opening all fields for editing.


View a User Group:

Click View next to the listed User Group.

The page will refresh, displaying the details of the User Group.


Delete a User Group:

Click Edit next to the listed User Group. The page will refresh, opening all fields for editing.


Click Update. The page will refresh, removing the User Group.

Workflow Message Templates

Add a Workflow Message Template:

Click Add. The page will refresh, opening the Message Template page:

Name: Enter into the open fields.

Email Subject: Enter into the open field the subject line that you would like to be sent with this email.

Email Message: Use the place holders to create a message template that will be sent out to employees.

Click Save. The screen will refresh, saving the Workflow Message Template.

Edit a Workflow Message Template:

Click Edit next to the listed Message Template. The page will refresh, opening all fields for editing.



View a Workflow Message Template:

Click View next to the listed Message Template.

The page will refresh, opening all details of the Message Template.

Delete a Workflow Message Template:

Click Edit next to the listed Message Template. The page will refresh, opening all fields for editing.


Click Update. The page will refresh, removing the Message Template.

Workflows Workflows can be setup for 3 different actions:

New Engagement - This will be activated when a new employee is created.

Termination - This will be activated when an employee is terminated

Other - This is any other Workflows required in the system.

Add a Workflow:

Click Add Workflow. The page will refresh, opening the Workflow page:


Type: Select from the drop down list.

Notifications: o Users can be assigned to take action on the specific Workflow. The

selected User can be notified according to the following actions: On Creation. On Completion. On Creation & Completion.

o The employee will be notified by a Task item and an email. o More than one User can be notified. Different Users can be notified

according to different actions.


Who is required to finalise this workflow: A User can be selected to finalise the Workflow. Select a user from the drop down list. If this is left empty, the system will automatically finalise the Workflow once the last Task has been completed.

Click Save. The page will refresh, saving the Workflow.

Once the Workflow has been defined, Tasks must be added.

Add a Task to a Workflow: Once the Workflow has been defined and saved, the following will appear:

Click Add a task to this workflow. The New Workflow Task pop-up will open:

Name/Subject and Description: Enter into the open fields.

Hours to do: Enter the number of hours that the allocated person will have to complete the Task into the open field.

Default task owner: Select from the drop down list. This will be the first name in the drop down list once the Workflow is activated. You will have the option to select a different Owner.

Initial Status: Specify, via the drop down list, on what status the Task must start.

Priority: Select from the drop down list.

Notifications:

Send notification to: Select who must be notified if the Task is not completed in the specified time frame.

Click Save/Close. The pop-up window will close, adding the Task to the Workflow.


More than one Task may be added to a Workflow, and different Owners may be selected for each Task.

Edit a Workflow:

Click Edit Workflow. The page will refresh, opening all fields for editing.

Click Update once all editing has been done. The page will refresh, saving all changes.

Edit a Task in a Workflow:

Click Edit Task next to the listing. A pop-up will appear, opening all fields for editing.

Click Save/Close once all editing has been done. The pop-up will close, updating all changes.

Delete a Workflow:

Click Edit Workflow next to the Workflow name. The page will refresh, opening all fields for editing.


Click Update. The page will refresh, removing the Workflow.

Delete a Task in a Workflow:

Click Edit Task next to the listing. A pop-up will appear, opening all fields for editing.

Click Delete this Task. The pop-up will close, removing the Task.

View All Workflows:

Click View Workflows.

All created Workflows will be listed.


Training and Development:

Batch Training Allocation This is the same as Capture Training in Employee Information, except that here, you can input a group of employees at the same time.

Allocate Training to a Business Unit or multiple Employees:

Training Course: Select from the drop down list. The page will refresh, loading the Modules of the selected Course.

Training Module: Select from the drop down list.

Approve By: The logged in User's name will appear by default.

Employees/Business Units: Select from the drop down list. o All Employees – Training will be allocated to All Employees. o Selected Employees – When this is selected, the Select Employee(s)

block will


appear:

Click on the Organisation’s name to display the employees belonging to that Organisation.

The number of employees employed by that specific Organisation will appear under the Organisation’s name. Click on the number of employees to display the names of those employees.

Tick the boxes next to the names of the employees that must be added to the Batch Training Allocation.

Click Add Selected >>. The Selected Employees will upload in the Selected Employees block.

To delete a Selected Employee, tick the appropriate box/es next to the names of the employees that you wish to remove from the Selected Employees block.

Click Delete Selected, and the Selected Employees will be deleted.

Selected Business Units – When this is selected, the Select Business Unit(s) block will appear:


Click on the Organisation’s name to display the Business Units in that Organisation. The Business Units in that specific Organisation will appear under the Organisation’s name.

Tick the boxes next to the Business Unit(s) that must be added to the Batch Training Allocation.

Click Add Selected >>. The Selected Business Unit(s) will upload in the Selected Business Unit(s) block.

To delete a Selected Business Unit, tick the appropriate box/es next to the Business Unit(s) that you wish to remove from the Selected Business Unit(s) block. Click Delete Selected, and the Selected Business Unit(s) will be deleted.


Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop- up Blocker” and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.)




Approved: This will automatically appear as Approved.

Completed: Once the Course/Module is completed, you must tick the box to show that the employees are competent.

Click Submit. The page will refresh, opening a Training Batch Allocation Report, stating the Employee Names, Training Course, Start & End Dates, if the training is Completed, if any Errors occurred, and the action taken.



Learning Attendee Status

Add a Learning Attendee Status:

Click Add. The screen will refresh, displaying the Learning Attendee Status form:

Name and Description: Enter into the open field.

Default Status: Tick the box if this Status must appear as the Default Status.

Order: Enter the number of where in the Order this Status must appear.

Default Message Template: Select from the drop down list.

Click Save. The page will refresh, saving the new Status.

Edit a Learning Attendee Status:

Click Edit next to the relevant Attendee Status. The screen will refresh, opening all fields for editing.


View a Learning Attendee Status:

Click View next to the relevant Attendee Status.


Delete a Learning Attendee Status:

Click Edit next to the listed Attendee Status.


Click Update. The screen will refresh, removing the Attendee Status.

Learning Cost Types



Add a Learning Cost Type:

Click Add. The screen will refresh, displaying the New Learning Cost Type form:


Click Save. The page will refresh, saving the new Cost Type.

Edit a Learning Cost Type:

Click Edit next to the relevant Cost Type. The screen will refresh, opening all fields for editing.


View a Learning Cost Type:

Click View next to the relevant Cost Type.


Delete a Learning Cost Type:

Click Edit next to the listed Cost Type.


Click Update. The screen will refresh, removing the Cost Type.

Learning Event Status

Add a Learning Event Status:

Click Add. The screen will refresh, displaying the Learning Event Status form:



Default New Status: Tick the box if you want to set this as the Default New Status.

Default Closed Status: Tick the box if you want to set this as the Default Closed Status.

Published: Tick the box if you want this Event Status to be Published.

Click Save. The page will refresh, saving the new Event Status. Edit a Learning Event Status:

Click Edit next to the relevant Event Status. The screen will refresh, opening all fields for editing.


View a Learning Event Status:

Click View next to the relevant Event Status.


Delete a Learning Event Status:

Click Edit next to the listed Event Status.


Click Update. The screen will refresh, removing the Event Status.

Message Templates (Learning)

Add a Message Template:

Click Add. The screen will refresh, displaying the Message Template form:


Name and Email Subject: Enter into the open fields.

Email Message: Use the Available Place Holders to construct your template. The Place Holders will pull the relevant information from the emplyee’s profile on Application.

Text/SMS: Enter the Text/SMS of the new Message Template, if possible.

PLEASE NOTE: This field will have a message stating that this field has not been activated. To be advised.

Click Save. The page will refresh, saving the new Message Template.

Edit a Message Template:

Click Edit next to the relevant Message Template. The screen will refresh, opening all fields for editing.


View a Message Template:

Click View next to the relevant Message Template.


Delete a Message Template:

Click Edit next to the listed Message Template.


Click Update. The screen will refresh, removing the Message Template.

Training Categories In this section, different Training Categories are setup. This will define if the type of Training in a Training Application is provided internally or externally.

Add a Training Category:

Click Add. The screen will refresh, displaying the New Training Category form:


Click Save. The page will refresh, saving the new Training Category.

Edit a Training Category:

Click Edit next to the relevant Training Category. The screen will refresh, opening all fields for editing.



View a Training Category:

Click View next to the relevant Training Category.


Delete a Training Category:

Click Edit next to the listed Training Category.


Click Update. The screen will refresh, removing the Training Category.

Training Settings In the Training Settings section, all of the information for a Training application is setup. Editing can be done on the default page.

Click Traning Settings. The screen will refresh:


Notifications: o Move overdue approvals to: Select from the drop down list. This cannot

be the same person that normally approves Training Applications. o At hours: Enter into the open field after how many hours the above-

selected person must be notified of the Overdue Leave Application.

Budget: o Budget cycle starts: Select from the drop down list when the Budget

Cycle of your company starts.

Messages: o When an employee applies for Training, the system will list the

Application in the specific Supervisor’s Tasks and will forward an email to the Supervisor’s email address.

Message To Supervisor For Approval: This is the email template that will be generated and sent to the Employee’s Supervisor once the Employee Applies for Training: o There will already be an example in the Text Editor. It is in a format close

to that of Microsoft Word. o Use the Available Place Holders to construct your template. The Place

Holders will pull the relevant information from the emplyee’s profile on Application.

Message From Supervisor To Employee: This is the email template that will be generated and sent to the Employee once the Supervisor has Approved or Declined the Employee’s Leave Application.

o There will already be an example in the Text Editor. It is in a format close to that of Microsoft Word.

o Use the Available Place Holders to construct your template. The Place Holders will pull the relevant information from the emplyee’s profile on Application.

Click Update. The page will refresh, saving the new Training Settings.

The Leave Settings above can be edited and viewed by following the above steps.

Job Titles In the Job Titles Module, all created Job Titles will be listed with a Standard Job Description. When a Job Title is linked to an employee, the system automatically generates a Job Profile for the employee. Additional Information may be added once linked to the employee, but it will have no effect on the standard Job Description. This Module acts as a Job Title Library.

Select Job Titles from the Module Menu:


The Module Selection Menu will refresh, listing the Job Families (Groups).

When there is a plus folder icon next to a Job Family, there are Job Titles

linked to it. If there is a next to a Job Family, there are no Job Titles linked to it yet.


Add a Job Title

Click the Add Job Title icon . The screen will refresh, displaying the New Job Title form:


Job Title Name: Enter into the open field.

Job Description Details: You can either type the full Description into the open field, or you can paste the Description from a Word document.

o To paste from Word, go to the Word document in which the Job Description is saved, highlight the relevant text and copy it (Ctrl+C).

o Click on the open field for Job Description. The will become available.

o Click on the . A new window will open:

o Click on the open field. Paste (Ctrl+V) the text into the field. o Click OK. The window will close, uploading the text into the Job

Description field.

Click Save. The screen will refresh, saving the Job Title/Description.

When the Job Title has been added, it will be listed in the Module Selection Menu, linked below its Job Family.


Search a Job Title

Click the Search icon at the top of the Module Selection Menu.

The Module Selection Menu search engine icon will appear under the icons.

o Enter the Job Title to be searched in the open field. o Click Search. The Module Selection Menu will refresh, listing the

searched Job Title. If the Job Title is not on the system, nothing will be listed.

o By entering the first 3 letters of the Job Title, the system will list all Job Titles starting with the specified 3 letters.

The will open an alphabet panel. By selecting the relevant letter, the system will list all the Job Titles starting with the selected letter.

Click on the Job Title that you would like to see. The screen will refresh, displaying the details of the Job Title, with Job Description as the default page:

Job Description


Edit the Job Description:

Click Edit. The page will refresh, opening all fields for editing.


Delete the Job Description:



Click Update. The page will refresh, removing Job Description.

Job Details On this page, additional Details are added to the Job Title. These Details are used for Recruitment, EEA data and Survey data (if applicable). These details are all specific to the selected Job Title.

Add/Edit the Job Details:

Click Edit. The screen will refresh, opening all fields for adding or editing:


Minimum Salary and Maximum Salary: Enter into the open fields.

Job Level: Select from the drop down list.

Job Grade/Band, SOC Code and OFO Code: Enter into the open fields.

Reporting Categories: o Occupational Category, Occupational Level, Core/Support Function and

Scarcity: Select from the drop down lists. o Headcount For This Title: Enter into the open field. o Industry and Importance: Select from the drop down lists.

o Role: Click the to select the Role Definition.

Survey Information: o Survey Code and Survey Position Descriptin: Enter into the open fields. o Remuneration (Survey): Enter the Lower Quartile, Median, Upper Quartile

and 90th

Percentile, which is calculated according to the Salary Survey that the company uses.



Module 3: Payroll:

Please refer to the PeoplePlus Payroll User Guide for information on this Module.

6


Module 4: Learning:

Introduction This Module is the Training section of the PeoplePlus System. This will enable your employees to become more skilled, benefitting themselves and the company.

Purpose The purpose of this section is to provide step by step guidance to add, amend and apply for Training, both internally and externally, within the PeoplePlus System.

Learning Providers In this section, Learning Providers are added.

Select Learning Management from the Module Menu, then select Learning Providers:

7


Add a Learning Provider:

Select the Add Learning Provider icon . The page will refresh, displaying the Learning Provider page:


Name and Profile: Enter into the open fields.

Families and Regions: Click on boxes next to relevant options.

Physical Address, Postal Address, Postal Codes, Website Address, Tel Number, Fax Number, VAT Number and Registration Number: Enter into the open fields.

Bank Name: Select from the drop down list.

Branch Code, Branch Name, Account Name and Account Number: Enter into the open fields.

Click Save. The page will refresh, adding the Learning Provider to the Module Selection Window.

Edit a Learning Provider:

Select the Learning Provider. The page will refresh, displaying the Learning Provider Details.




Delete a Learning Provider:

Select the Learning Provider. The page will refresh, displaying the Learning Provider Details.



Click Update. The page will refresh, removing the Learning Provider.

Add a Contact:

Select the Add Contact icon . The page will refresh, displaying the Add Contact page:

Provider: Select from the drop down list.

Name, Branch Name, Physical Address, Postal Address, Postal Codes, Email, Tel Number and Mobile/Cell Number: Enter into the open fields.

Make Contact Inactive: Tick the box if you want to set this Contact to become inactive. This is used when a Contact is employed by the Learning Provider on a contract basis etc.

Inactive Date:




Click Save. The page will refresh, adding the Contact to the selected Learning Provider.

Edit a Contact:

Select the relevant Contact. The page will refresh, displaying the Contact Details.




Delete a Contact:

Select the relevant Contact. The page will refresh, displaying the Contact Details.



Click Update. The page will refresh, removing the Contact.

Learning Programmes: In this section, Learning Programmes are added.

Add a Learning Programme:

Select Learning Management from the Module Menu, then select Learning Programmes:

Select the Add Learning Programme icon . The page will refresh, displaying the Learning Programme page:



Name, Cost and Certification Type: Enter into the open fields.

Generate Certificate?: Select from the drop down list.

Duration and SAQA Qual ID: Enter into the open fields.

Qualification Level and Qualification Name: Select from the drop down lists.

Credits: Enter into the open field.

Medium and Training Category: Select From the drop down lists.

Validity Period and Programme Description: Enter into the open fields.

Click Save. The page will refresh, adding the Learning Programme.

Edit a Learning Programme:

Select the Learning Programme. The page will refresh, displaying the Learning Programme Details.



Delete a Learning Programme:

Select the Learning Programme. The page will refresh, displaying the Learning Programme details.



Click Update. The page will refresh, removing the Learning Programme. Add a Course:

Once you’ve created the Learning Programme, select Courses:

Click Add. The page will refresh, displaying the New Course page:


Course Name, Course Description, Cost, Duration and Credits: Enter into the open fields.

Click Add Training Course. The page will refresh, adding the Course.

Edit a Course:

Select the Course. The page will refresh, displaying the Course Details.



View a Course:

Click View next to the relevant Course.


Delete a Course:

Select the Course. The page will refresh, displaying the Course details.



Click Update. The page will refresh, removing the Course.

Events: In this section, Events are added.

Select Learning Management from the Module Menu, then select Events:

Add an Event:

Select the Add Event icon . The page will refresh, displaying the Add Event page:


Provider: Select from the drop down list. The Programmes related to that Provider will load.

Programme: Select from the drop down list. The Courses related to that Programme will load.

Course: Select from the drop down list.

Click Save. The page will refresh, displaying the Event Added! block:

Click the green arrow or blue text to configure more settings for the event:


Click Edit to change the Event Details. This will not allow you to change the Programme Details.

Click Update to save any changes.

Click on Schedule. The page will refresh, displaying the Event Schedule page:

Click Edit to change the Event Schedule details:

Status, Publish, Employees?: Select from the drop down lists.






Time and Location: Select from the drop down lists.

Venue, Region, City: Enter into the open fields.

Assessor, Moderator and Facilitator: Select from the drop down lists.

Max Attendees: Enter into the open fields.

Click Update. The screen will refresh, saving all changes.

Click on Attendees. The page will refresh, displaying the Attendees page:

Select employees from the block. To select multiple emloyees, press Ctrl+click.

Click Add. A pop-up will appear to ensure that you want to add the selected employees to the event:

To proceed, click OK. The page will refresh, loading the selected employees into the Attendees block:


When Assessments have been performed by an employee, click to capture the Assessment. A pop-up block will appear:

Assessor, Moderator and Competent: Select from the drop down lists.

Assessment Start Date and End Date:





Associated Document: o Click Browse. A pop-up will appear. o Navigate to where the document is located on your computer. Either

double-click on the document’s name, or click once on the document’s name and click Open.

o The document’s URL will now appear in the open field.

Click Save. Once all Assessments have been captured for the employee, close the

window by clicking .

Click on Costs. The page will refresh, displaying the Event Costs page:

Click Add. The page will refresh, allowing you to add Event Costs:

Amount: Enter into the open field.

Cost Type: Select from the drop down list.

Cost Date:




Cost Description: Enter into the open field.

Click Add. The page will refresh, saving the Event Cost.

Certificates: In this section, Certificates can be generated.

Select Learning Management from the Module Menu, then select Certificates:


The page will refresh, displaying the Learning Certificate page:

From and To:




Programme and Employee: Select from the drop down lists.

Click Generate Report. A pop-up will appear with the options to either Save, Open or Cancel the Excel-compatible file with the details required to generate printable certificates.


Module 5: OHS Risk Compliance:

Support Centre

Select OHS Risk Compliance from the Module Menu, then select Support Centre:

8


The page will refresh, displaying the Contact Details for the OHS Support Centre:

First Aid Medicine

Select OHS Risk Compliance from the Module Menu, then select First Aid Medicine:


The page will refresh, displaying the First Aid Medicine page:

Add First Aid Medicine:

Click Add. The page will refresh, displaying the Add Medicine page:

Product, Strength, Quantity On Hand, Cost Per Single Item, Minimum Order Quantity, Supplier, Contact Person, Telephone Number: Enter into the open fields.

Notifyee: o Employee Name: Select from the drop down list. o Email: Enter into the open field.

Notification Date:


o Click . A message will appear to inform you that the system will automatically notify the Notifyee by email when the minimum order quantity is reached.

o Click Close to close the information block.

Click Save. The page will refresh, adding the First Aid Medicine.

Edit a First Aid Medicine:

Select the First Aid Medicine. The page will refresh, displaying the First Aid Medicine Details.



Delete a First Aid Medicine:

Select the First Aid Medicine. The page will refresh, displaying the First Aid Medicine Details.



Click Update. The page will refresh, removing the First Aid Medicine.

First Aid Consumables

Select OHS Risk Compliance from the Module Menu, then select First Aid Consumables:


The page will refresh, displaying the First Aid Consumables page:

Add First Aid Consumables:

Click Add. The page will refresh, displaying the Add Consumable page:

Product, Quantity On Hand, Cost Per Single Item, Minimum Order Quantity, Supplier, Contact Person, Telephone Number: Enter into the open fields.


Notification Date:

o Click . A message will appear to inform you that the system will automatically notify the Notifyee by email when the minimum order quantity is reached.


o Click Close to close the information block.

Click Save. The page will refresh, adding the First Aid Consumable.

Edit First Aid Consumables:

Select the First Aid Consumable. The page will refresh, displaying the First Aid Consumable Details.



Delete First Aid Consumables:

Select the First Aid Consumable. The page will refresh, displaying the First Aid Consumable Details.



Click Update. The page will refresh, removing the First Aid Consumable.

PPE Equipment

Select OHS Risk Compliance from the Module Menu, then select PPE Equipment:

The page will refresh, displaying the PPE Equipment page:


Add PPE Equipment:

Click Add. The page will refresh, displaying the PPE Equipment page:

PPE Equipment, Quantity On Hand, Cost per Item, Minimum order quantity, Supplier, Contact Person, Telephone Number: Enter into the open fields.


Notification Date:

Click . A message will appear to inform you that the system will automatically notify the Notifyee by email when the minimum order quantity is reached.

Click Close to close the information block.

Click Save. The page will refresh, adding the PPE Equipment.

Edit PPE Equipment:

Select the PPE Equipment. The page will refresh, displaying the PPE Equipment Details.



Delete PPE Equipment:

Select the PPE Equipment. The page will refresh, displaying the PPE Equipment Details.




Click Update. The page will refresh, removing the PPE Equipment.

Equipment Asset Register

Select OHS Risk Compliance from the Module Menu, then select Equipment Asset Register:

The page will refresh, displaying the Equipment Asset Register page:

Add an Asset to the Equipment Asset Register:

Click Add. The page will refresh, displaying the Add Equipment Asset Register page:


Asset, Serial Number/Registration Number, and Quantity: Enter into the open

fields.

Vehicle License Renewal:

Valid From and Valid To:


Select the month and year from the drop down lists and click on the date. If the date is today’s date, click Today below the dates. The pop-up will close,

uploading the date.

Equipment Service Interval: Enter into the open field.

Last Service and Next Service:




Maintainance Company, Contact Person, Contact Number:

Notifyee:

o Employee Name: o Email:

Notification Date:

Click . A message will appear to inform you that the system will automatically notify the Notifyee by email when the minimum order quantity is reached.


Click Close to close the information block.




Upload a Attachment: o Click Browse next to the open field. Your My Documents will open. o Navigate to where the Document has been saved. o Double click on the Document name. The system will upload the

Document.

Click Save. The page will refresh, adding the Asset to the Equipment Asset Register.

Edit an Asset in the Equipment Asset Register:

Select the Asset in the Equipment Asset Register. The page will refresh, displaying the Asset Details.



Delete an Asset in the Equipment Asset Register:

Select the Asset in the Equipment Asset Register. The page will refresh, displaying the Asset Details.



Click Update. The page will refresh, removing the Asset from the Equipment Asset Register.


Risk Mngt Documentation

Select OHS Risk Compliance from the Module Menu, then select Risk Management Documentation:

The page will refresh, displaying the Documents in the OHS Documentation Library:


View the OHS Document:

Click on the underlined Document name, under the "View/Download" column.

A new page will open, displaying the selected Company Document.

Contractor Management

Select OHS Risk Compliance from the Module Menu, then select Contractor Management:


Add a Contractor:

Select the from the Module Selection Menu to add a new Contractor. The page will refresh, displaying the Contractor Details page:

Enter all details into the relevant open fields.

To view the helpful Contractor Checklist, click on Download. o A new window will open, and the Contractor Checklist will open.

Click Save to save the Contractor’s Details.

Edit a Contractor:

Select the relevant Contractor in the Contractor menu. The page will refresh, displaying the Contractor Details.



Delete a Contractor:

Select the relevant Contractor in the Contractor menu. The page will refresh, displaying the Asset Details.



Click Update. The page will refresh, deleting the Contractor.

Generate Reports

Select OHS Risk Compliance from the Module Menu, then select Contractor Management, and the Generate Reports:


The page will refresh, displaying the Contractor Report writer:

To generate a report, select the required fields by ticking the box next to the Field Name.

To save this report for future ease-of-use, give the report a name.


Click Generate Report to create your report. The page will refresh, displaying the report with all of the fields that you selected previously.

o You can export the report to MS Excel for further manipulation by

clicking .

o You can also print the report by clicking .

Module 6: PeopleFind : Introduction

In the PeopleFind Module, you will have access to the PeoplePlus Job Portal. You can add Vacancies for your company here, as well as browse uploaded Profiles and CV’s that job seekers have uploaded.

Purpose

The purpose of this section is to provide step-by-step guidance to using the PeopleFind Module.

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PeopleFind Select PeopleFind from the Module Menu:

The main screen will refresh, opening the PeopleFind Portal:

Vacancies Here you can search available Vacancies or upload your company’s Vacancies.

Browse Vacancies:


Hover your cursor over the Vacancies tab.

Select Browse/Search Vacancies.

The page will refresh, displaying the Browse Vacancies screen, which is also the landing page when you click on PeopleFind:

You can search the available Vacancies here by using the Search filters: o Keywords. o Province, City or Town. o Category.

Once you have used the Search filters to narrow down your search, click on Search to display the selected Vacancies.

If you want to view all available Vacancies, click on Show All:


To open the details of a Vacancy, click on View. The Vacancy details will open in a new window:

To view more details, enter the security code into the open field and click on Next.

o The security code can be refreshed by clicking on the icon.

The page will refresh, displaying all the details for this Vacancy, such as who to contact.


Add a New Vacancy:


Select Add a New Vacancy.

The page will refresh, displaying the Add a Vacancy screen:

Enter the details into the open fields. o All fields marked with an asterisk (*) are required fields. o You can decide to publish the vacancy now or at a later stage. If you

choose to not publish now, you can use the Edit Existing Vacancy later on to publish the Vacancy.

To add this Vacancy enter the security code into the open field.


Tick the box to accept the Terms and Conditions. o To read the Terms and Conditions, click on I agree to the linked terms

and


conditions*.

Click Next to add your Vacancy. The page will refresh, displaying your unique Reference Number and Code, which will be used to login to edit this Vacancy:

Ensure that you save these details in a safe place.

o You can print these details by clicking on the icon.

Edit Existing Vacancy:


Select Edit Existing Vacancy.

The page will refresh, displaying the View/Edit My Vacancy screen:

Enter theReference Number and Code that were provided to you in order to Edit your Vacancy.

Click Next. The page will refresh, displaying your Vacancy.

Make your changes by clicking on Edit.

Once you are fnished making your changes, click on Save. Your editted Vacancy will now appear under the Browse Vacancy search.

Forgot Your Login Details?:

Click on Forgot Your Login Details?. The page will expand, allowing you to enter details in order to receive your forgotten login details:


Enter your ID Number and Email Address into the open fields.

Enter the security code into the open field and click on Next.


Click Next. The page will refresh, displaying your login details.

Online CV’s Here you can search available CV’s/job seekers or upload your own CV.

Browse/Search Online CV’s:

Hover your cursor over the Online CV’s tab.

Select Browse/Search Online CV’s.

The page will refresh, displaying the Browse Vacancies screen:


You can search the available CV’s here by using the Search filters: o Keywords. o Province, City or Town. o Category.

Once you have used the Search filters to narrow down your search, click on Search to display the selected CV’s.

If you want to view all available CV’s, click on Show All:

To open the details of a CV, click on View. The CV details will open in a new window:


To view more details, enter the security code into the open field and click on Next.


The page will refresh, displaying all the details for this CV, such as contact details.

Add a New CV:


Select Add a New CV.

The page will refresh, displaying the Add a CV screen:


Enter the details into the open fields. o All fields marked with an asterisk (*) are required fields. o You can decide to display your CV now or at a later stage. If you choose

to not display now, you can use the Edit Existing CV later on to display your CV.

To add this CV enter the security code into the open field.


Tick the box to accept the Terms and Conditions. o To read the Terms and Conditions, click on I agree to the linked terms

and conditions*.


Click Add CV to add your CV. The page will refresh, displaying your unique Reference Number and Code, which will be used to login to edit this CV:

Ensure that you save these details in a safe place.

o You can print these details by clicking on the icon.

Edit Existing CV:


Select Edit Existing CV.

The page will refresh, displaying the Edit Existing CV screen:

Enter your ID Number and the Password that were provided to you in order to Edit your CV.

Click Next. The page will refresh, displaying your CV.

Make your changes by clicking on Edit.

Once you are fnished making your changes, click on Save. Your editted CV will now appear under the Browse/Search Online CV’s search.

Forgot Your Login Details?:

Click on Forgot Your Login Details?. The page will expand, allowing you to enter details in order to receive your forgotten login details:


Enter your ID Number and Your Mother’s Name into the open fields.

Enter the security code into the open field and click on Next.


Click Next. The page will refresh, displaying your login details.

Reference Checks Here you can perform Reference Checks on potential employees that you may be interested in employing.

Select Reference Checks. A pop-up will appear asking you f you want to view this page securely. Click No to be able to view the Reference Checks page.

The page will refresh, displaying the Reference Checks Enquiry screen:



Enter the required details pertaining to the Candidate into the relevant fields. o If you would like to clear the sheet of all details that you have entered,

click Reset.

Select what kind(s) of Check(s) you would like to perform on this person.

When you have filled in all possible details, click Submit.

PLEASE NOTE: This service is supplied by an external party, and PeoplePlus cannot be held liable for any incorrect payments or incorrect information received by you from the Supplier.


Module 7: HR Reports : Introduction

In the HR Reports module, various types of HR Reports may be generated, ie. Strength Reports, EEA Reports and Adhoc Reports with your own specifications. The EEA Reports will be generated according to the regulations of the Department of Labour for submission. The other HR Reports may be extracted to an Excel spreadsheet or may be printed in the PeoplePlus print format. Each report will have the relevant Company details and Logo as a header.

Purpose

The purpose of this Training Manual is to provide a step by step guidance to generate accurate HR Reports.

HR Reports Select HR Reports from the Module Menu:

The Module Selection Menu will refresh, listing all HR Reports that may be generated:

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Create New Report This is our Report Writer. This feature allows you to create a custom report that can extract any HR-related information that is in your system.

Employee Reports These reports are reports relating to the Employees of the Company.

Statutory Reports These reports are reports relating to Legislation.

Shared Reports These reports are reports that have previously been generated by the logged in User, and were shared with other Users.

My Reports These are reports that have previously been generated by the logged in User.


Module 8: Document Library: Introduction

In this section, the Company Documents are uploaded to be viewed in each employee’s profile, depending on the employees’ User Group privileges.

Purpose

The purpose of this Training Manual is to provide a step by step guidance to upload Company Documents.

Document Library Select Document Library from the Module Menu:

The main page will refresh:

11


Add a Company Document:

Click Add. The page will refresh, opening the Upload form:

Document: o Click Browse. Your My Documents will open. o Navigate to where the Document is saved. o Double-click on the relevant Document. Your My Documents will close. o The document URL will be entered in the open field.

Document Description / Name: Enter into the open field.


User Groups: Select from the drop down list if All User Groups or Selected User Groups should have access to the Document.

o If Selected User Groups was selected, the Select User Group block will appear.

o Select the User Groups that should have access to the Document.

Business Units: Select from the drop down list if All Business Units or Selected Business Units should have access to the Document.

o If Selected Business Units was selected, the Select Business Unit block will appear.

o Select the Business Units that should have access to the Document.

Employees: Select from the drop down list if All Employees or Selected Employees should have access to the Document.

o If Selected Employees was selected, the Select Employee block will appear.

o Select the Employees that should have access to the Document.

Click Upload. The page will refresh, uploading the Document to the Document Library.

Edit a Company Document:



PLEASE NOTE: The uploaded Company Document cannot be changed. The entry must be deleted and re-

captured.

Delete a Company Document entry:

Click Edit next to the listing.

Tick the box next to Delete File.

Click Update. The page will refresh, removing the Company Document.


View the Company Document Entry:


The page will refresh, opening all details.

View Company Document:

Click on the underlined document name under Download/View.

A new page will open, displaying the selected Company Document. PLEASE NOTE: If any editing is done on the Company Document, the system will give you the option to save the Edited Company Document on your computer, it will not save onto the system. To update the uploaded Company Document, a new entry must be added.


Module 9: My Services:

My Services

Activate Additional Modules:

Click the tick box(es) next to the relevant Additional Module(s) that you would like to activate.

PLEASE NOTE: HR Reports must first be activated in order to be able to activate any of the other HR Modules.

Tick the box to agree to the terms and conditions. To view the terms and conditions, click

12


A pop-up will appear displaying the terms of use:

Close the terms and conditions in order to continue with your selections or to process your activations.

Click Save to save your selections for activation. A Banking Details pop-up will appear, where you will need to enter your banking details.


Click Save & Close to save your banking details. The Modules that you selected for activation will be immediately available.

Deactivate Additional Modules:

Click on the tick box next to the relevant Additional Module(s) that you would like to deactivate. A pop-up will appear to confirm your deactivation:

PLEASE NOTE: If you deactivate the HR Reports must first be activated in order to be able to activate any of the Other HR Modules.

Click OK to confirm your deactivation selection, or click Cancel to cancel your deactivation(s).

The page will immediately refresh, and the Modules that you selected for deactivation will be immediately deactivated.

Support Services Here, you will be able to view any Support costs that you have incurred.

This area will be managed by a PeoplePlus consultant, and will only be viewable to you.

Invoices Here, you will be able to view your company’s Invoices.

At a glance, you will be able to see your most recent invoices.

You can view your full invoice by clicking on the or links.


o When you click on either of these links, a new window will open, displaying your invoice.

HTML View:

PDF View:


You can save and/or print both formats of your invoice, or just view and close it, as your invoices will always remain available under the Invoices tab of the My Services.


Control

Version Date Changed By

Version 1.1 19/08/2009 Claudie Brand

Version 1.2 15/04/2011 Tanya Figueira






Version 1.8 24/10/2012 Brandon Meyer

Version 2.2 Tanya Figueira