Version 5 - SmartLinx Solutionsqms.smartlinxsolutions.com/qms/training/docs/SLX HRMS Manual (5… · Version 5.5 . 5/15/2014 . HR Management . ... 7.2 – Creating and Managing a

Page 0 of 82 ©2014 SmartLinx Solutions, LLC.

HRMS Version 5.5

5/15/2014

HR Management This module was built with our end users in mind to get them the

employee information they need to assist in managing their entire workforce.


Table of Contents 1.1 – Logging In ...................................................................................................................... 5

1.2 – Navigation ...................................................................................................................... 6

2.0 – Employees ...................................................................................................................... 7

2.1 – Dashboard ................................................................................................................... 7

....................................................................................................................................... 7

2.1.1 – Active Employees ................................................................................................... 7

2.1.2 – Recent Hires .......................................................................................................... 8

2.1.3 – Recent Terminations ............................................................................................... 8

2.1.4 – My Folder .............................................................................................................. 8

....................................................................................................................................... 8

2.1.5 – Reminders ............................................................................................................. 8

2.2 – Active Employees ......................................................................................................... 9

2.2.1 – System Menus ....................................................................................................... 9

2.2.2 – Icons .................................................................................................................. 10

2.2.3 – Status Bar ........................................................................................................... 10

2.2.4 – Employee Lists ..................................................................................................... 11

2.2.5 – Accessing Employee Records .................................................................................. 11

2.2.6 – Searching and Filtering.......................................................................................... 12

2.2.7 – Show All Employees .............................................................................................. 13

2.2.8 – Custom Lists ........................................................................................................ 13

2.2.9 – Using “My Folder” to manage employee records ....................................................... 14

3.0 – Employee Screens ......................................................................................................... 15

3.1 –Employee Record Maintenance ...................................................................................... 16

3.1.1 – Adding a New Employee ........................................................................................ 16

3.1.2 – Terminating an Employee ...................................................................................... 18

3.2 – Changing an Employee’s Position ................................................................................. 19

3.3 – Assigning a Pay Cycle ................................................................................................. 21

3.4 – Cost Center Splitting (Payroll Tab) ................................................................................ 22

3.5 – Adding Secondary Positions ......................................................................................... 23

3.6 – Adding Employee Dependents ...................................................................................... 23


3.6.1 – Adding Dependent Benefits .................................................................................... 24

3.6.2 – Removing Employee Dependents ............................................................................ 25

3.7 – Attendance Information .............................................................................................. 25

3.8 – Issuing Warnings ....................................................................................................... 27

3.9 – Setting Up Employee Availability .................................................................................. 28

3.10 – Managing Employee Certifications ............................................................................... 29

3.11 – Managing Employee Notes ......................................................................................... 30

3.12 – Managing background checks ..................................................................................... 30

3.13 – Managing Physicals Information ................................................................................. 31

3.14 – Managing Employee Inservices ................................................................................... 31

3.15 – Assigning an Employee to Timeclocks .......................................................................... 32

3.16 – Managing Licenses .................................................................................................... 33

3.17 – Managing Education Information ................................................................................ 33

3.18 – Transferring Employees ............................................................................................. 34

3.19 – Accruals .................................................................................................................. 35

3.20 – Reminders and Alerts ................................................................................................ 35

3.20.1 – Deleting and Editing Reminders ............................................................................ 35

3.20.2 – Resolving Reminders ........................................................................................... 36

4.0 – Applicant Tracking System ............................................................................................. 37

........................................................................................................................................ 37

4.1 – ATS Dashboard .......................................................................................................... 37

4.1.1 – My Applications .................................................................................................... 37

4.1.2 – Applications By Position ......................................................................................... 37

4.1.3 – Applications By Org Level ...................................................................................... 38

..................................................................................................................................... 38

4.1.4 – Applications By Category ....................................................................................... 38

4.1.5 – Online Applications ............................................................................................... 38

4.2 – Workflow: From Applicant to Employee ......................................................................... 39

4.2.1 – Adding a Workflow Step ........................................................................................ 39

4.2.2 – Modifying a Workflow Step .................................................................................... 40

4.2.3 – Removing a Workflow Step .................................................................................... 40

4.3 – Managing Applicant Information and Data ..................................................................... 41


4.3.1 – Using the Workflow Steps to find Applicants ............................................................. 41

4.3.2 – The Applicant Information Window ......................................................................... 42

4.3.3 – Job Applications ................................................................................................... 43

4.3.4 – Interview Details .................................................................................................. 44

4.3.5 – Adding an Interview Record ................................................................................... 45

4.3.6 – From Applicant to Employee .................................................................................. 45

4.4 – Forms ....................................................................................................................... 46

5.0 – Benefits ....................................................................................................................... 47

5.1 – Benefit Dashboard ...................................................................................................... 47

5.2 – Setting up Benefit Plans and Options ............................................................................ 48

5.2.1 – Adding a New Plan ................................................................................................ 48

5.2.2 – Plan Details ......................................................................................................... 49

5.2.3 – Expirations and Renewals ...................................................................................... 50

5.2.4 – Cloning Benefits ................................................................................................... 51

5.2.5 – Accessing History ................................................................................................. 51

5.3 – Enrolling Employees into Plans ..................................................................................... 52

5.4 – Benefit section of the Employee Record ......................................................................... 53

5.4.1 – Enrollment ........................................................................................................... 53

5.4.2 – Dropping Coverage ............................................................................................... 54

5.4.3 – COBRA ................................................................................................................ 55

6.0 – Leave Of Absences ........................................................................................................ 56

6.1 – LOA Dashboard .......................................................................................................... 56

6.1 – Managing LOA Data .................................................................................................... 57

7.0 – Performance Evaluations ................................................................................................ 58

7.1 – Review Dashboard ...................................................................................................... 58

7.2 – Creating and Managing a Review .................................................................................. 60

7.2.1 – Review Forms ...................................................................................................... 61

7.3 – Completing the Review ............................................................................................... 61

8.0 – Company Property ......................................................................................................... 62

8.1 – Checking Out Company Property .................................................................................. 64

8.2 – Managing Items In an Employee’s Possession ................................................................ 65

9.0 – Workers Compensation .................................................................................................. 67


9.1 – Adding an Occurrence ................................................................................................. 68

9.2 – Updating an Incident Report ........................................................................................ 71

9.2.1 – OSHA Log ............................................................................................................ 72

9.2.2 – Attachments ........................................................................................................ 73

9.2.3 - LOA ..................................................................................................................... 74

10.0 – Position Control ........................................................................................................... 75

10.1 – Positions Dashboard.................................................................................................. 75

10.2 – Reviewing statistics .................................................................................................. 76

10.3 – Managing Slotted Positions ........................................................................................ 78

10.3.1 – Adding a Slotted Position ..................................................................................... 78

10.3.2 – Removing a Slotted Position ................................................................................. 79

10.3.3 – Adding an Employee to a Slotted Position .............................................................. 80

10.3.4 – Removing an Employee from a Slotted Position ...................................................... 82


1.1 – Logging In

Using your internet browser (Internet Explorer recommended) navigate to the site designated to your organization. For your reference, please enter the URL for the site on the line below:

http(s)://

Once you have reached the site, you will be presented with the SmartLinx 5 splash screen, illustrate on Image 1.0. This image will remain on the screen while the application is loading.

Once the application has fully loaded, the next screen will appear. The following screen is the Login screen. Here you will be asked to enter your User Name and Password.

Upon logging in you will have a number of applications available to you, please select HRMS. Click on the icon illustrated in figure 3.

Figure 1 - SmartLinx 5 Splash Screen

Figure 2 - Login Screen

Figure 3 - HRMS Icon


1.2 – Navigation

The application navigation in the SmartLinx suite is template driven and therefore adjusts to each user’s security rights. The user will only be able to navigate to the org levels that they have been given access to.

In order to change the org level that you are currently on, slide the organization pane on the left hand side by clicking on the right arrow in the middle of the “shade”. (Illustrated in Figure 4)

Once the shade slides over, the org tree is displayed and is populated with the org levels available to you. You can navigate through the tree structure by clicking on any of the org levels that have an arrow next to them, exposing a more detailed breakdown of the organizational structure.

The department level is the lowest level that you can navigate to using the org tree.

Once you click on any of these options, the main screen (to the right of the org tree) will update. Some of the options that are available to you at the department level may not be available to you at the center level. The screens will adjust accordingly, please note this fact.

Figure 4 - Organization Shade

Figure 5 - Org Tree


2.0 – Employees

2.1 – Dashboard The employee’s section dashboard provides an at-a-glance view of current employee information for the organizational level selected in the navigation section. The data refreshes based on the level selected. Once you have logged into the SmartLinx Version 5 system and selected the HRMS option from the module options the system displays graphical options for each of the sections in the HRMS module. The Employee section is represented by the image labeled Figure 6. Clicking on this image or the employee section icon (described further down in this section) displays the dashboard page. Each one of the dashboard elements is described below:

•

2.1.1 – Active Employees

This section of the dashboard provides an employee count of the active personnel for the organizational level that is selected. At the highest level the count represents all of the active employees in the organizations along with how many centers are representative of the count. As you drill down to centers and/or departments the numbers will change to reflect the counts for the current selection.

In addition to the overall count a breakdown is provided by categories of interest to Human Resource Managers. The categories listed are as follows in our example (arranged alphabetically): Active-Full Time, Active-Part Time, Full-Time Temporary, Leave of Absence, Military Duty, No Benefits F/T, Other, Part-Time Temporary, Terminated, Terminated-Eligible for rehire, Terminated-No rehire, and Unknown. Each of the category headings are hyperlinked and when clicked will display a list of the employees that are categorized under that employee Type along with any underlying identification as in the case of “Terminated-No rehire” which identifies terminated employees that have been marked as not eligible for rehire. Figure 7 displays a sample of this section.

The Employee Type field values are customizable and therefore, the categories listed in the Active Employee section of the dashboard may be different for your organization.

Figure 6 – Employees Section Selection Image

Figure 7 – Active Employees Dashboard Section


2.1.2 – Recent Hires

The number of employees that have been hired in the last 30 days are tallied in this section along with the breakdown by Center. This section provides a convenient way to do follow-up with new employees without searching through the system. The number of days is calculated from the Date Hired field for the employee.

2.1.3 – Recent Terminations

As with the function of the Recent Hires section, the Recent Terminations area provides the counts for employees terminated in the last 30 days. The Termination Date field is used to filter the information displayed in this section.

2.1.4 – My Folder

The My Folder section is a user specific area of the dashboard that facilitates HR management and information access of employees that they need access frequently. Each user can customize the section by adding employees to their My Folder utility (see the Using “My Folder” To Manage Employee Records section of this document below for information on how to add and remove employees). The section displays the number of employees that are being tracked by the user as well as a listing by name with the center that the employee is assigned to as displayed by Figure 8.

• • •

2.1.5 – Reminders

Another user specific area of the dashboard is the Reminders section. Reminders, also referred to as Alerts, are user and system generated messages to remind the HR user that action may need to be taken based on activity within the system. One common reminder generated by the system is when an employee is terminated; the system generates a reminder to the HR user that highlights company equipment that may need to be recovered as well as benefits information that must be communicated to the employee within a period of time from their termination date. HR users can also generate their own reminders to assist them in better management of personnel information tracking.

Figure 8 – My Folder Dashboard Section


2.2 – Active Employees

2.2.1 – System Menus

The menu options in HRMS share common functions across the system as well as provide action methods for HRMS specific features. The list below details the common menu and submenu options available in the HRMS application.

• File

o Add Employee

o Terminate Employee

o Transfer Employee

o Transfer History

o New Reminder

o Export to PDF

o Export to Excel

o Compare with Payroll

o Export Data

o Properties

• Edit

o Find Employee

o Manage Leave Request Supervisors

o View

o HR Menu

o Employees

o Positions

o Benefits

o Applicant Tracking

o Performance

o Company Property

o Reminders

o Configuration

o Accruals

o Accrual Definitions

o Terminated Employees List

• Help

o About

o Contents


2.2.2 – Icons

Adjacent to the system menu are graphical icons that provide quick access to the modules within HRMS. These icons are visible from all the screens in HRMS and coincide with the sections displayed on the Home page when the system is first accessed. Below is a list of the icon images with their corresponding sections (Please Note – the corresponding application sections are also visible by moving the mouse over the icon image in the application and allowing for the tool tip help to display the associated section):

Home

Benefits

Employees

Performance

Leave of Absence

Positions

Applicant Tracking

Workers Compensation

Company Property

Alerts and Reminders

2.2.3 – Status Bar

The application displays a constant status bar at the bottom of the screen to assist in quickly identifying where a user is currently located within the SmartLinx application. From left to right the identifiers are: Current Screen (Employees), Current Organization Level (Cherry Hill), Current Application Module (HRMS), Current User (SmartLinx). The names in parentheses correspond to the example in Figure 9 below.

Figure 9 – SmartLinx v5 Status Bar


2.2.4 – Employee Lists

Lists are one of the ways to view employee information across the organization in the HRMS system. They provide search and filtering tools in order to select and/or find specific employees. The system provides many list types by default and additional lists can be customized based on many of the fields in the system. Below is a table representing the standard lists included with the system.

Basic Information Address List Contact List

Payroll Data Secondary Positions DOB List

Benefits Physicals EEOC Information

Benefit Information Certifications Background Check

Hired in the last 120 days HR Notes Termination History

Inservices Licenses Licenses Expired

Licenses Due to Expire in 30 Days Employees without a License Future Updates

List By Union List of Warnings

Figure 10 - Standard Employee Lists Table

2.2.5 – Accessing Employee Records

Employee information is accessible from any list that includes the employee name. The employee name, in most cases, is displayed as a hyperlink that will launch the employee detail screen containing all of the information in the system. The My Folder dashboard section provides quick and easy access to employee information. A snapshot of the employee record is also provided when viewing any of the employee lists. It is accessible by clicking on any part of the employee row that is not already hyperlinked as with the employee name. This snapshot displays the employee’s name (which is hyperlinked for details access), position, center, hire date, birthday, address, phone number, mobile number and number of attached documents.


2.2.6 – Searching and Filtering

One of the key features of the SmartLinx application is the organizational tree that allows you to filter the information down to the department level within centers. This is especially useful in very large organizations, but you may find it necessary to view lists of employees that span the different departments or centers. Each list provides a search function customized to the field elements included in the list. An example of this would be the need to view a list of employees that meet a specific race group or marital status. In the Basic Information list the columns that make up that list do not include race or marital status. In order to view a list of married employees, select the EEOC Information list which includes the Marital Status field and apply the “Married” keyword in the search criteria to filter the list.

Example:

In this example we will produce a list of Charge Nurses in the entire organization:

1. From within the Basic Information list select the top level in the Organization Level Tree (Core Health Centers).

2. Select “Position” from the Search drop down list.

3. Type “Charge Nurse” in the Search text box. As you type the list is automatically filtered based on the characters that are entered in the text box. Depending on the position titles it’s possible (as in our example) that the list has met the desired criteria with the characters “charg”.

The image below shows the list is filtered using the shortened criteria referenced in step 3. You can also see that it reflects employees from multiple centers (Silver Manor and Spring Lake are shown in the example).

Figure 11 - Search Example


2.2.7 – Show All Employees Most lists are designed to include active employees by default. In the event that a search requires employees that may not be active (i.e. Terminated, LOA, etc.), the Show all employees checkbox option at the top of the list includes all employees within the specified criteria and organizational level when checked.

Figure 12 - Show all employees checkbox

2.2.8 – Custom Lists Custom Lists allow users to save lists that they frequently need to access without having to perform the same filtering steps to produce the results. The drop down list to the left of the Show all employees checkbox provides a user the ability to save and load saved lists.

Saving a List 1. Select the list and provide the required search column and criteria.

2. Select “Save Employees List” from the drop down list options.

Figure 13 - Save Employee List option

3. Provide a name for the list in the List Name text box.

4. Click the Save button.

Figure 14 - Save Employee List dialog box


Loading a List 1. Select “Load Employees List” from the drop down list options.

2. Select the list name from the Load Employees Custom List dialog box.

3. Click the Load button.

To delete a list click Delete button after selecting the list name from the Load Employees Custom List dialog box

2.2.9 – Using “My Folder” to manage employee records

As previously noted the My Folder section is a convenient way to keep track of employees that require follow-up. It is specific to users of the HRMS system which means that every user can have their own customized My Folder list of employees.

Adding an employee to My Folder

1. Select the employee row from the list in view to display the My Folder icon located below the employee snapshot section. (Note: Do not click on the employee name as this will open the Employee Detail screen).

Figure 15 - Employee action shortcuts

2. Click and drag the row to the My Folder icon. You will note that once you click and begin the drag the row the mouse icon changes to indicate that activity is taking place. There is red “X” mark over the image to indicate that it cannot be dropped at its current location. Once the mouse is over the My Folder icon the red “X” goes away indicating that the action can be completed.

Figure 16 - Adding to My Folder

3. Once the employee has been added the Employee Snapshot Preview spins to display the My Folder window to confirm the list has been updated.


Removing an employee from My Folder

To remove an employee from the My Folder section place your mouse to the right of the employee name to be removed and click on the red negative icon that appears next to the employee (see Figure 17).

Figure 17 - Deleting employee from My Folder

3.0 – Employee Screens The employee detail screens are comprised of a number of sections, which depending on a user’s permissions may or may not be all visible. Most of the information that’s maintained about employees in the organization is managed from these screens. This section of the document will focus on functions that are performed on these screens and are located under the heading “Adding, Terminating and Editing Employee Records”. A full description of the screens with their field definitions is provided in Appendix A - Employee Section Field Descriptions.


3.1 –Employee Record Maintenance

3.1.1 – Adding a New Employee

1. To add a new employee select Add Employee from the File menu and enter the required data in the screen displayed below:

Figure 18 - Add Employee 1 of 3

2. After entering all the required fields (marked with a red * asterisk) proceed to the 2nd page by clicking Next.



3. Enter the employee’s primary address and phone number as shown in Figure 19. If the information is not currently available you may skip all or part of this section since this information may be updated at a later time in the employee detail section. Click Next to continue to the final screen.


4. Once the required fields on the final page are provided (Pay Type, Pay Rate and Work Week Hours), click the Save button to finalize the add process. The system will add the information to the database and will display the employee detail screen confirming that the process completed successfully.

Figure 21 - Newly added employee


3.1.2 – Terminating an Employee

Employee terminations are executed from the employee detail screen’s Personal tab view. The File menu contains an option “Terminate Employee” that allows you to search for the employee to be terminated in the event that you are not at the detail screen. If you are already at the employee detail screen you may skip to step 5 of the instructions.

1. From the File menu select Terminate Employee.

2. The Terminate Employee dialog box opens to display a search field drop down list (the options listed are: Name, ID, Badge ID, SSN, and Position), along with a text box where the search criteria is entered and button to execute the search.

Figure 22 - Terminate Employee Dialog 3. Once you have selected the field option, enter the text to search for and click the Search button. In this example we are searching

on name and entering “Jackson” as the text.

Figure 23 - Terminate Employee Search Results 4. All the records matching the search text are displayed in the dialog box. Click the blue hyperlink to launch the employee detail

screen.

5. Click the button on the Personal tab to begin the termination process.


6. On the next screen enter the following items:

a. Date of Termination

b. Check the Do Not Rehire box is the employee should not be re-considered for employment.

c. Check the Voluntary box if the employee has voluntarily left their position.

d. Select a termination reason from the drop down list.

e. Enter any notes that you may want to record for future reference.

Figure 24 - Terminate Employee screen 7. Click the Terminate button to complete the process or click Cancel to abort the operation.

3.2 – Changing an Employee’s Position

Employee position changes within their current department are recorded from the Personal tab in the employee section. Interdepartmental changes are also recorded on the same screen, but through a different function using the Transfer button. These transactions are covered later in this document.


To change an employee’s position within the department:

1. Click on the user

Figure 25 - Employee position change 2. Click on the hyperlink where the position is stated (Figure 25).

Figure 26 - Employee Position dialog box 3. Select the new position from the drop down list and click the Change Position button.


3.3 – Assigning a Pay Cycle 1. Select the Payroll tab on the left side to display the employee’s payroll information.

Figure 27 - Payroll tab view 2. Click on Pay Cycles

Figure 28 - Employee Pay Cycles


3. Click on Assign Pay Cycle

Figure 29 - Pay cycle selections 4. After selecting a pay cycle type and choosing an Effective (Start) Date for it, click the OK button.

3.4 – Cost Center Splitting (Payroll Tab) An employee’s time may require allocation among various cost centers. SmartLinx HRMS allows for allocation of time to be split on up to five cost centers.

From the Payroll tab in the Employee section:

1. Click the Split button to the right of the Cost center code field to launch the Split Cost Center Allocations dialog box.

2. The dialog box displays five drop down list rows with a space to enter in the allocation percentage per cost center.

Figure 30 - Split Cost Center Allocation screen


3. Once the allocations have been entered for each cost center click the Save button to record your allocations for the employee. Please Note: allocations must total 100% or an error will be displayed indicating that allocations have not been saved.

4. After the allocations have saved, the Payroll tab will now display a message below the Cost center code field that indicates that the employee’s time is now split among various cost centers. The message reads: System automatically splits all time worked across multiple cost centers.

3.5 – Adding Secondary Positions 1. Click on the Positions tab from the employee screen.

2. Click the Add button in the Secondary Positions section.

3. Populate all fields for the additional position and click Save.

Figure 31 - Adding Secondary Positions

3.6 – Adding Employee Dependents 1. Click on Dependents tab from the employee screen.

2. Click Add Dependent and select the newly created row labeled “Dependent Name”


Figure 32 - Adding a dependent record 3. Fill in the dependent’s name, relation, sex, birth date, and SSN.

4. Press enter when done.

3.6.1 – Adding Dependent Benefits 1. Click on Dependents tab.

2. Click on the Dependent to add the benefit to.

3. Click Add Benefit in the lower section of the screen.

4. In the Add Benefit for Dependent dialog box select the benefit(s) from the list provided and click the Add button to complete the action.

Figure 33 - Add Benefit for Dependent screen


5. The benefit will display in the Benefits section for the dependent. Please note that the dependent must be selected in the top section in order to view the benefits they have been assigned to.

3.6.2 – Removing Employee Dependents 1. Click on Dependents tab.

2. Select the dependent to be removed by clicking anywhere on the dependent’s row.

3. Click the Remove Dependent button.

3.7 – Attendance Information The Attendance tab provides a yearly at-a-glance view of an employee’s scheduled and actual attendance as well as detailed view per day. The yearly at-a-glance view is a graphical display divided into Actual and Scheduled display by year. You can toggle between views by

selecting the radio button for either Actual or Scheduled. The list below describes the features of the yearly at-a-glance attendance view (see the accompanying image – Figure 34).

• The default view is for the current year. Prior years can be viewed by selecting a different option from the drop down list at the top of the grid.

• Saturday and Sunday on represented by dark grey squares on the grid; this facilitates identifying weekdays and weekends.

• Days with scheduled and/or actual activity are noted by the bulls-eye circle on the given days.

• Absences on the grid are color coded and a key is provided below the grid to identify the type of absence. A summary is also provided in a table to the right of the grid giving a breakdown by absence type with the current count for each type.

• A snapshot of the activity is displayed just above the buttons at the bottom of the screen when you mouse over any day on the grid. The display shows the date, day of the week, scheduled and actual hours.

• Quick editing of the employee’s schedule is allowed in the Scheduled view:

1. Click the Edit button to toggle “ON” the editing function.

2. Select the default edit value from the drop down list to use for your changes (if you need to remove codes from the schedule leave the default edit value blank).

3. Double click on the day(s) to adjust in the grid.

4. Click the Edit button again to toggle “OFF” the editing function when the changes are completed.

• Printing of the grid is available using the button with the print icon at the top left corner of the screen.

• Attendance details can viewed by clicking the Details button at the bottom (see Figure 35).

1. The detail view defaults to the period of January 1st to December 31st for the year selected in the at-a-glance view. The range of dates can be shortened or expanded by selecting different date values in the Start Date and End Date selections.

2. The columns in the grid view can be filtered to look for specific values. For example if you need to view an employee’s sick days for

a specific time period click on the filter icon in the Absence column header and enter the appropriate code to filter the list.

3. The records selected in this view can be exported to MS Excel by using the Export button at the top of the screen.


Figure 34 - Attendance At-A-Glance View

Figure 35 - Attendance Detail view


3.8 – Issuing Warnings

1. Click on the Attendance tab from the employee screen.

2. Click on Warnings tab.

3. Click on button.

4. Enter a Subject for the warning entry.

5. Select the date the warning is/was issued from the date picker.

Figure 36 - General Warning information

6. The Warning section requires the Date of Violation, Time of Violation and selection of the Nature of the Violation (select all that apply).

Figure 37 - Warning section

7. Enter more detailed information in the Company Remarks section. There is also a section for the employee to give their remarks/explanation for the incident under Employee Remarks along with their name and date.


Figure 38 - Remarks section 8. Fill in the Action To Be Taken section to complete the warning.

Figure 39 - Action To Be Taken section 9. Click Save to complete the record.

To edit a warning record click on the warning subject hyperlink from the Warnings tab to open and view the details.

3.9 – Setting Up Employee Availability Setting up employee’s availability is a helpful way to assist in managing the work schedule. When replacing an employee due to an absence, one of the options available in selecting replacements is Employees with Availability records. As with the Attendance tab the Availability tab has a yearly at-a-glance view and a list view. To manage an employee’s availability:

1. Click on Availability tab.

2. Click on button

3. Select days of the week and hours that the employee is available.

4. Select the date range that you want to apply the availability for. Please note that the Department, Shift and Job Title fields are automatically selected based on the employee’s primary position, but can be changed to reflect secondary positions and/or other shifts.


Figure 40 - Setup Employee Availability For employees whose availability doesn’t change from period to period you can use the copy feature provided to copy from a previous time period to a future time. Please note that the future date range must being on the same Weekday as the existing date range.

3.10 – Managing Employee Certifications For employees who carry certifications or positions that require certifications for operating equipment or administering aid the Certifications tab allows for tracking information the type of certifications and the employees who have them.

1. To add a certification record for an employee click on the Add button.

2. Provide a code for the certification to identify it and fill in the remainder of the information where applicable.

3. Click the Save button to record the information.

Figure 41 - Employee Certificate screen


3.11 – Managing Employee Notes

Notes about an employee are that specific for HR personnel are maintained in the Notes tab. These notes are only visible by users who have access to the HRMS module.

1. Click on Notes tab.

2. Click Add to insert the note information.

3. Provide the required Subject and the content in the Description field.

Figure 42 - HR Note screen

Notes can be searched on this tab by Subject, Description, or Date. To search by the Description select the option from the drop down menu and enter in a word or phrase that may be contained in the description.

3.12 – Managing background checks

Background checks are tracked using the BKgrnd Check tab in the application.

1. Click on BKgrnd Check tab.

2. Click Add to insert the background information.

3. Provide the required Subject and the content in the Description field.


3.13 – Managing Physicals Information

SmartLinx HRMS provides a standard list of physical/medical exams which can be customized for any organization. The grid provided is designed to track the latest information about the physical/medical items on the list. This format allows an organization to customize their own common terminology with room to handle exceptions which tend to creep up from time to time. The example below demonstrates how information is maintained.

Figure 43 - Physicals and Medical Exams

Figure 43 displays the standard list provided in the system. Date elements provide a calendar for picking a date. The Status elements are free form text fields allowing for customized data entry.

3.14 – Managing Employee Inservices SmartLinx HRMS provides an Inservice tab on the employee record for those clients who use the SmartLinx Inservice Module. The grid provided is designed to track the latest information about the Inservice courses on the list. The only required field is the date that the course was attended by the employee, but a note field is provided to capture additional information that may be relevant to attendance of a course. To record attendance to an Inservice course:

1. Select the course from the list to update. A description of the course is provided directly below the list.

2. Select the attended course date from the calendar. The calendar appears when the date field is clicked.

3. Enter in notes if applicable and click the Save button to record the information.


Figure 44 - Inservice courses

3.15 – Assigning an Employee to Timeclocks In addition to the timeclock management provided in Time and Attendance, individual employees can be assigned or un-assigned on the Timeclocks tab.

To assign an employee to a timeclock:

1. Select the timeclock to assign the employee to from the drop down list.

Figure 45 - Timeclock Selection options

2. Click the button next to the drop down list. The timeclock information will appear in the grid displayed.

To un-assign a timeclock for an employee select the timeclock from the grid and click the button below the grid.


3.16 – Managing Licenses

SmartLinx HRMS provides five slots to track license information for employees. Each slot allows for the license name/title, the expiration date and a budgeted position that applies to the license requirement. The process of maintaining the license information is the same for all of the available slots.

Figure 46 - License management 1. Enter the license name/title in the License(x) space provided.

2. Choose an expiration date from the calendar selection by clicking on the calendar icon.

3. Select a budgeted position from the drop down list (if applicable).

3.17 – Managing Education Information

SmartLinx HRMS provides two slots to track educational degrees for employees. Each slot allows for the degree level, the institution where the degree was earned and the year of graduation. The process of entering this information is the same for both primary and secondary slots.

Figure 47 - Education management

1. Select the degree level from the drop down list. (The standard options are HS Diploma/GED, Associates, Bachelors, Masters, MD and PhD. These selections can be modified to fit your organization).

2. Enter the name of the institution in the text box adjacent to the School/college heading.

3. Choose graduation date from the calendar selection by clicking on the calendar icon.


3.18 – Transferring Employees Employee transfers between departments are recorded from the Personal tab in the employee section. Departmental position changes are also recorded on the same screen, but through a different function using the position link next to the Position heading below the employee’s name. These transactions are covered earlier in this document under the heading “Changing an Employee’s Position”.

To transfer an employee to another department:

1. From the Personal tab click on the button to launch the Transfer Employee window.

Figure 48 - Transfer employee window 2. Once on the Transfer Employee window enter in the effective Date of Transfer. Please note that this should always be the

last day the employee worked in their original department. We suggest using the last day of the current payroll cycle.

3. Select the Center, Department and Position that the employee is being transferred into.

4. Select the Preferred Shift and the Preferred Unit.

5. New Payroll No will be populated based on the rules that have been setup within the organization.


6. If the employee has company property in their possession it will be listed in the grid titled “In Employee Possession”.

7. Click the button at the bottom of the Transfer Employee window to finalize the process. Please note that if an Effective Date window appears, you should select the first day the employee works in their new department. We suggest using the first day of the next payroll cycle.

3.19 – Accruals

The accruals section is found on the Payroll tab of the employee details window. It displays the accruals to date for Vacation and Personal (PTO) time by default. Some additional items that can be included are: Sick, Holiday, and Birthday. Please note, this information is generally imported from your payroll software after each payroll is processed.

Figure 49- Reminders window

3.20 – Reminders and Alerts

3.20.1 – Deleting and Editing Reminders

1. In the Employee Dashboard on the lower right hand side is the reminders window

Figure 50- Reminders window


2. To delete a reminder quickly, hover over the name of the reminder and click the red minus button

3. If information about the reminder needs to be edited click on the name, the window in Figure 51 appears.

Figure 51 - Reminder Edit window

4. To acknowledge reminders, press the button.

3.20.2 – Resolving Reminders

1. When resolving a reminder: press the button from within the Edit window.

2. The window that appears is then for notes about the reminder and how it was resolved.


4.0 – Applicant Tracking System Applicant tracking manages the process of recruiting, staffing and on-boarding personnel for your organization. Applicant information can be entered in directly through the system or it can be systematically processed as prospective employees enter their personal information and work experience via the on-line application. Managing the interview process and the entire hiring workflow is simplified through customizing the steps that are essential to successfully staff open positions.

4.1 – ATS Dashboard The applicant tracking dashboard provides five different categories that display at-a-glance information about your applicants. Each category summarizes the number of applicants in the respective sections and provides a hyperlinked count that will connect you with the details for that section. The five sections are defined below.

4.1.1 – My Applications

Scheduled Interviews, Open Interviews and Recently Hired applicants are tracked in this section for each of the HRMS users with access to the Applicant Tracking System. Each user is presented with their individual count of applications they have processed for each of the categories.

4.1.2 – Applications By Position

This section provides a listing off all positions for which applications have been slotted in to.

Figure 52 – ATS Section Selection Image

Figure 54 – My Applications

Figure 53 – Applications By Position


4.1.3 – Applications By Org Level

This section provides a listing off applications broken down by centers within the organizational structure.

4.1.4 – Applications By Category

The applications in this section are grouped by the same process steps that are in the My Applications section as well as recent activity (Applications received today, last 7 days and last 30 days).

4.1.5 – Online Applications

This section provides information for applications that are received via the online application website. These applications are grouped by the same recent activity parameters as the general application view provides.

Figure 55 – Applications By Org Level

Figure 56 – Applications By Category

Figure 57 – Online Applications


4.2 – Workflow: From Applicant to Employee

When clicking on any of the hyper-linked numbers within the dashboard the ATS workflow section is displayed. The workflow organizes information by each of the steps that have been defined for your organization from the beginning step “New Applications” to one of the final stages “Rejected” or “Hired”. The workflow steps are fully customizable. The “New Applications”, “Rejected” and “Hired” steps are required by the application and cannot be removed.

4.2.1 – Adding a Workflow Step

To add a step to the workflow, right-click on the step that is to be the parent of the step you are creating and select the “Add Workflow Item” option.

Provide the name of the workflow step in the space provided (see Figure 59 below). You can also provide a border color or leave the default.

Additionally, if an applicant can be “Hired” from this new step you will need to check the option “Is Eligible To Hire” which will allow you to create the employee record from the information provided during the application stage.

If the new step defines a final step where the applicant will not be hired you will need to check the option “Is Rejected Category” to mark it as a final step in the workflow.

Figure 58 – Workflow Right-Click Menu


4.2.2 – Modifying a Workflow Step You can modify a workflow step by right-clicking on the step and selecting the Modify Workflow Item option. Use this option to rename the step or to change the border color displayed on this item.

4.2.3 – Removing a Workflow Step The right-click menu options also provide an option for deleting a step from the workflow. You can remove any of the steps in the workflow with the exception of the mandatory beginning and end steps described earlier in this section.

Figure 59 – Add Workflow Step Window

Figure 60 – Workflow Right-Click Menu


4.3 – Managing Applicant Information and Data

4.3.1 – Using the Workflow Steps to find Applicants

As applications begin to flow in through ATS, the workflow steps that have been defined contain counts on the number of applications that are in the respective items. This is a great way to address multiple applications that are in one status.

When you click on a workflow step that has applications in that status (denoted by the number next to the workflow step name as shown in Figure 61) a window displaying the list of applications in that step appears to the right of the screen (Figure 62).

Figure 61 – Workflow step with applications

The list shows all the applications assigned to the workflow step selected. The applicant name is hyperlinked and will take you the applicant’s details when clicked. The position the person has applied to is also displayed to the right of the applicant’s name.

You can delete the application by clicking anywhere on the application (other than the hyperlinked name) at which point a red stop icon appears that will allow you to delete the application when clicked.

You can hide the details screen by clicking on the left corner of the window. Figure 62 displays an arrow pointing to the handle that allows you to close and re-open the details window.

Figure 62 – Workflow step applications list


4.3.2 – The Applicant Information Window

Figure 63 – The Applicant Window

1. Applicant Information: The applicant’s personal contact information is displayed in this section. This information is used to create the employee record if the applicant accepts a job offer.

2. Send Email link: This link provides easy communication access to the applicant by launching your email program new mail utility pre-populated with the applicant’s email address.

3. View Full Application: For applicants that have filled out an online application this link provides ready access to the stored application. If the applicant has submitted a resume with their online application you will find a link available in this section as well.

Any resumes or other documents received via email from an applicant can be uploaded to their record by clicking the button in the Attachment section.

4. Tags section: This section allows you to apply key information about applicants that you can use to search by and/or apply to the decision making process. As words are used to tag applicants the drop down list provides easy access of previously entered tags. The list is self-populated by the entries submitted.

5. Skills section: The skills section provides a way to assess and rate proficiency in job related areas. The skills are categorized by relevant sections and can be applied to the applicant one at a time or multiple selections at once.


4.3.3 – Job Applications

Figure 64 - Applications Detail

1. Application Details: This section displays the specific application or applications that are an applicant has submitted. ATS supports multiple applications per applicant. Each application is managed independently and can be moved through the workflow at any stage separate from each other. It’s possible that an applicant submits an application for one specific job opening and during the review process HRMS user is made aware of another position for which an applicant may be suited for. That user can add the additional position to the applicant without having to duplicate any of the applicant information.

2. Communications/Email: The communication and the email log keep track of status/information changes and email communications generated through the system respectively.


4.3.4 – Interview Details

The Interview Details section provides you with a summary of the interview sessions for each of the positions an applicant has applied to. The detail record is updatable and allows you to setup an interview schedule for an applicant and update the information once the interview has been completed.

Figure 65 - Interview Details


4.3.5 – Adding an Interview Record

1. Click the Add button (see Figure 65).

2. Enter in the required information designated by the red (*) next to the Interview Location, Interviewer, and Interview Date fields (Figure 66).

3. You can estimate an interview length time if the interview is pending or complete the rest of the details if it has taken place.

4. Click Save to save the information.

Figure 66 - Add Interview Details

4.3.6 – From Applicant to Employee

When an applicant has accepted an offer for employment you can create the employee record from the Applications window by selecting the position which they have been hired in. Please note they must be in a Hired status before you can create the employee record. (Shown in Figure 67 by the blue highlight when the record is selected).


When the application is in a Hired status the button is activated. When clicked, it imports all the relevant information into the Add Employee screen to facilitate the process of creating the employee record.

Figure 67 - Create Employee Record

4.4 – Forms SmartLinx ATS provides centralized storage of forms that are needed for the on-board process through the Manage Forms section. This section allows you to upload and categorize your company’s standard and/or government forms for use throughout the application. The Manage Forms window (Figure 68 below) can be accessed within HRMS from the File menu.

Figure 68 - Manage Forms


5.0 – Benefits

5.1 – Benefit Dashboard

The benefits dashboard provides an at-a-glance view of the current benefit offerings as well as information related to expiration and plan activity. The at-a-glance section on the right side of the page categorizes the benefits offered into eight sections: Health, Dental, Vision, Life Insurance, 401K, COBRA, Tuition Reimbursement and Voluntary. Each of the sections displays the plan name(s) along with a count of enrolled employees for each plan (Figure 69). Any additions or changes to benefits are displayed in the Recent Activities section. There is also a listing of the plans by their Expiration Date below recent activities.

Each of the benefit sections headings (i.e. Health Benefits, Dental, etc…) are hyperlinked and will bring you to the details for the selected

item. To return to the Dashboard you can click the button located in the top right area of the screen.

Figure 69 - Benefits Dashboard


5.2 – Setting up Benefit Plans and Options

5.2.1 – Adding a New Plan

When adding a new plan within its corresponding category you only need to enter in the basic information: Benefit Name, Start Date and End Date. There are a couple of things to consider before you begin; the first consideration is:

• Does the benefit plan apply to all my centers in the corporation or only to a specific center?

Notice in Figure 70 that under the Benefit Name there is line displayed that informs you what center this benefit will be applied to. In most cases you will want to be at the corporate level when adding new plans, but there may be an instance where a benefit may apply to one or more centers, but not all. The second consideration is:

• Is this an annual renewal benefit or is it long term?

If it is a long term plan you may want to change the default end date to a more distant time in the future to avoid renewing/extending every year.

Once you have entered in your plan information click Save to create the new benefit plan.

Figure 70 - New Benefit Plan


5.2.2 – Plan Details

Each benefit category displays a standard plan details view. The plans in the category are divided using a tab format across the top of the screen. To view the details for another plan simply click on the Plan Name on the tab that you wish to view.

Each plan displays standard information about the enrollment, eligibility, effective dates and costs specific data. These fields are described below (see Figure 71 for a visual reference):

• Count of Enrolled Employees – represents the employees that are currently enrolled in the selected plan.

• Count of Eligible Employees that are not enrolled in the selected plan – based on eligibility rules provided to SmartLinx.

• Count of Employees that are Not Eligible but Enrolled in the Selected Plan – based on the eligibility rules provided to SmartLinx.

• Count of Employees Enrolled in Other Plans – represents the balance of employees that are enrolled in a plan for the category being viewed, but are not in the plan selected.

• Include in Reports Option – will include benefits information if selected in the HR Benefits reports.

• Plan Effective Start Date – the first day this plan was in effect.

• Plan Effective End Date – if known the actual plan end date will appear here, otherwise, a date in the very distant future will be displayed.

• Cost Frequency – this is the frequency to which payments are made to the carrier/provider.

• Employee Contribution Frequency – represents when premiums are deducted from the employee (usually the pay cycle frequency is the option selected for most plans).

• Calculation Method Options – three options are available for this field:

o Option(s) Rates – Typically the choice for Health, Dental and Vision plans that represent the employees election option that has a fixed rate associated with it (i.e. Single, Employee + Spouse, Family, etc.)

o Formula – Typically for Life products that represents a calculation based on parameters that are specific to that plan and in some cases additional employee information (i.e. Pay Grade or Position, Years of Service, Age, etc.)

o Flat – This option is used for benefit items where typically it’s based on a fixed amount and usually employee selected.

• Attachments – displays the count of any plan relevant attachments stored with this plan.

The grid at the bottom of the page displays appropriate details for the type of plan that is selected. In the case of health plans, as is shown in the example, the different options available to employees are displayed. In the case of a 401K plan contribution specific information is displayed and the grid will accommodate to the plan that is being viewed.

Once a plan has been configured it is extremely rare that the information would need to change, especially Cost Frequency, Employee Contribution Frequency and Calculation Method. Therefore, these fields are disabled by default to avoid inadvertent modification of the stored options. In the event that a change truly must be made to correct an erroneous selection or any other legitimate reason you can

enable those fields by clicking the button and then saving your changes when done.

If you need to delete the plan all together click the button and confirm your request at the prompts.


Figure 71 - Plan Details View

5.2.3 – Expirations and Renewals

Most plans in your benefit offering may have an expiration date. Others may not have an expiration date, but may need to be expired because of corporate decisions. Each plan has three button enabled to facilitate the process of terminating or extending the plan term (Figure 72).

Figure 72 - Plan Expiration and Extension

1. Expire – In the event that you need to terminate a plan early or the plan was not configured with an actual end date, click this button to enter in the new termination date. Employees that are enrolled in this plan will be dropped on the expiration date.

2. Extend – If a plan was configured with a fixed end date and the plan will be extended for another year or longer and there are no changes to cost elements for both employer and employee you can use this option to continue the plan by entering in the new end date. Employees enrolled in the plan will be extended to the new end date.

3. Renew – If the plan will be continued, but there are changes to any of the cost elements, regardless of whether the plan was configured with an actual end date or not, you will need to use this option in order to enter in the new cost structure and extend the end date if necessary. Employees enrolled in the plan will be extended to the new end date with the new contribution amounts.


5.2.4 – Cloning Benefits

Under certain circumstances you may have benefits that do not apply across the entire organization. In these cases, whether a benefit applies to specific centers or departments, the cloning tool (Figure 73) allows you to quickly duplicate a benefit option for another level in the organization. This feature is available from the File menu.

Figure 73 - Benefit Cloning

5.2.5 – Accessing History

By default the current plan in effect is what is displayed as you navigate through the benefits section of the application. If a plan has been modified over different time periods a full history of the plan can be viewed by checking the Show History checkbox (highlighted in Figure 74 by the red oval). The plan date section, identified by the yellow arrow in the same image noted above, displays tabs for each of the benefit plan dates defined in the application.

Figure 74 - Benefit Plan Show History Option


5.3 – Enrolling Employees into Plans

Enrolling employees into benefit options can be done at any time through the Employee-Benefits tab in the details section. Typically this method is useful for new hires or special circumstance events when an employee becomes eligible. During times of open enrollment this task is best managed through the option available from the Benefits section. Each benefit option provides a links to a list of employees who are enrolled in the benefit and also employees who are eligible, but not enrolled. This option allows you to quickly select all the employees that have elected to opt-in for the selected benefit.

Once you have clicked the link to bring up the list of employees, you will be presented with a screen where you can select the employees to be enrolled by clicking the checkbox next to their name (Figure 75). The list also provides their Position, Facility, Department and the Employee Type for easy reference. The

button will be enabled once any of the checkboxes are selected.

Figure 75 - Enrolling Eligible Employees The following screen (Figure 76) allows you to select the option applicable to the employee for the benefit that they are being enrolled in. Once the selection has been made for each of the employees click the Save button to apply your selections.

Figure 76 - Benefit Option Selection


5.4 – Benefit section of the Employee Record

In addition to the Benefits section in HRMS each employee has a tab to manage their benefit elections especially in the case of life events, new hires and terminations. Figure 77 displays the benefits tab of the employee detail section in HRMS and highlights the buttons that are available for managing an employee’s elections.

Figure 77 - Employee Benefits Overview

5.4.1 – Enrollment

When enrolling a single employee into a benefit option, from their employee detail section benefits tab click the button to bring up the Enroll Employee in Benefits (Figure 78) window.

Figure 78 - Enroll Employee in Benefits Window


The available benefit options are displayed based on the benefit group that is selected in the associated dropdown (Figure 79).

Figure 79 - Benefit Group Dropdown Options

You will note that the benefits listed also include a status indicator to the right of the benefit name to assist in managing employee elections. Benefits for which an employee is already enrolled or is not eligible for will be marked in red. Eligible options are marked in green. After selecting the benefit option the Enroll button (highlighted in yellow) will be enabled to confirm your selection.

Please note that you must select an Effective Date for coverage beginning or ending from the calendar control field

above the benefits grid.

5.4.2 – Dropping Coverage

When an employee elects to drop a benefit option, you can drop the coverage from the employee benefits tab simply by selecting the

benefit option and clicking the button.

The application will display a confirmation window for you to confirm the termination of the benefit option (Figure 80). Select Yes to continue or No to cancel the request.

Figure 80 - End Coverage Confirmation Window


5.4.3 – COBRA

COBRA election is also an option that can be managed directly for the employee’s selection when a qualifying event has occurred.

To enroll the employee in COBRA (see Figure 81 to follow along in the steps below):

1. Select the effective date of the enrollment.

2. Select the Qualifying Event reason from the dropdown box provided.

3. Check the benefit options that are being enrolled in COBRA.

4. Click the button to confirm your selection.

This window also includes hyperlinks to standard forms and/or letters used in administering the COBRA process at the bottom of the page.

Figure 81 - Employee COBRA Enrollment Window


6.0 – Leave Of Absences

6.1 – LOA Dashboard

Figure 82 - LOA Dashboard

The LOA Dashboard is broken out into four sections. These sections are:

• Employees By Name – shows you the employees who are on Leave.

• Due to Return – shows you the employees returning soon based on the dates on their record.

• LOA By Category – breaks down the Leave by request types.

• Incomplete Records – show records that do not have all information completed. Actual dates are not populated and only estimated dates are in the system.


6.1 – Managing LOA Data Clicking on the hyperlinks within each section will bring up the LOA Detail screen.

Figure 83 - LOA Detail Screen

Within this screen you can click on the any employee’s name to pull up their individual LOA window. This window will give you the details of the Leave and the attachments or additional forms added to the employee’s LOA record. The delete button will delete the occurrence of Leave and the save button will save any changes made to the record.

Figure 84 - Individual LOA Record Window

Under the file menu you can also add a new LOA record or view LOA history using the appropriate options.


7.0 – Performance Evaluations

7.1 – Review Dashboard

The performance dashboard is broken up into three sections:

• My Reviews

• Performance Reviews

• All Employees.

As seen in Figure 85, the My Reviews section shows any employees with reviews, the review, the start and end date of the review and its status. The employee’s name hyperlink will take you to their Personnel record. The review column hyperlink will pull up the Annual Performance Review screen for that employee.

Figure 85 - My Reviews section

The performance review section is a summary that breaks down the reviews completed in the current year, the last month, the last week and a history of all completed reviews. You will also see both an overall and user summary for reviews that are currently incomplete. Each numeric value can be clicked on to get more details.


Figure 86 - Performance Review section

The All Employees section shows active employees within the currently selected organization or department level. The option to Show All Employees, will include the terminated employees into the list. Using the applicable buttons at the top, you can also export the list to PDF or Excel. There is also a By Anniversary Month dropdown that will allow you to filter your employee list to a specific month.

Figure 87 - All Employees section


7.2 – Creating and Managing a Review The Create Review option is available from two areas of the Performance Review Dashboard: the File Menu and by right-clicking on the employee’s name from the All Employees section.

Figure 89 - File Menu (Performance Review)

When you create a review the Annual Review screen will appear with the employee’s Name, Position, Department, Date of Hire and Last Evaluation Date prepopulated, as seen in Figure 90.

Figure 90 - Annual Review screen

The button allows you to move back to the Dashboard screen.

Figure 88 - Right-click Menu (Performance Review)


7.2.1 – Review Forms The Available Review Forms section gives you access to your organization’s forms for download and population. Once completed, these

forms can be uploaded into the Attached Review Forms section. Forms are attached using the button and then through a similar method to attaching items to an e-mail once you click the Browse button, seen in Figure 91.

Figure 91 - Add Employee Document window

You can also remove saved documents by selecting them and then clicking the button.

7.3 – Completing the Review

Once you have completed adding the finished document, you must assign a Rating to the review using the dropdown box provided.

Figure 92 - Rating dropdown

Near the top, select the date that the review was completed using the picker. Finally, there is a

dropdown for completed or incomplete reviews. This should be changed to once the review is finished. Leaving it as

Incomplete allows you to save the review and complete it at a later time. Click the button to finish. Once you save the Completed review you can no longer make any edits.

The button can remove the review if it is no longer needed.


8.0 – Company Property

The Company Property allows you to keep track of company items that have been loaned to employees for use in performing job related tasks. The screen is divided into two tabs: Company Property and In Employee Possession. The Company Property tab allows you to add and delete property items as well as checkout the property to an individual employee.

Figure 93 - Company Property screen

Clicking on the button allows you to create a new item. Fill out the Company Owned Property window the pops up as the fields pertain to the new item and click the Save button to complete.

Figure 94 - Company Owned Property (Add)


Once an item has been added, it will appear in the property list. The blue hyperlinks in the description column can be clicked display the item’s information and allow you to see anyone who has the item checked out to them. You can adjust any of the item’s parameters from this window.

Figure 95 - Company Owned Property (Manage)

The button allows you to remove a highlighted item from the list. This should be used when an item is retired or no longer available.


8.1 – Checking Out Company Property

Clicking on the button allows you to issue the property to an employee.

Figure 96 - Quantity Assignment pane

A pane will appear on the right side of the screen that allows you to enter the quantity of the item you wish to check out for each employee within the organization level you are viewing. This allows you to quickly assign multiple items to various employees without constant repetition of the process. There is also a Search box at the top to allow you to quickly find the employee you need.

Use the following steps to assign the item to the appropriate employees:

1. Select the Quantity field,

2. Enter the number of the items that the employee should have,

a. Repeat for all copies of the item or all applicable employees and then

3. Select Continue.


You should now see the Finalize Checkout window, similar to Figure 97. Verify the information listed and adjust the date fields as needed. Please note that Expected Return Date and Expiration Date for the loan default to six (6) months from the current date.

Click the Finalize button to complete the checkout process.

Figure 97 - Finalize Checkout window

8.2 – Managing Items In an Employee’s Possession

If you click the In Employee Possession tab you will see all of the employees who have an item(s) checked out to them. The top of the screen, allows you to filter by In Possession items, items that are Overdue for Return or already Returned items. There is also a Search box that will allow you to find specific information from one of the columns, such as a particular Type of item.

Figure 98 - In Employee Possession screen


If you have an employee highlighted, clicking on the button will display the Edit Employee Possession window.

Figure 99 - Edit Employee Possession window This window will allow you to adjust the dates and add any Notes, if necessary. Clicking the Return button will Display the Return Property screen.

Figure 100 - Return Property window Enter the Return Quantity and Return Date, and populate the Return To and Return Reason fields. Finally, click on the Return button once more to remove the item from the employee’s possession.


9.0 – Workers Compensation

The Workers Comp dashboard can be accessed by left clicking the Workers Comp icon from the HRMS home splash screen.

The Workers Comp dashboard allows managing and updating all workers comp occurrences. All occurrences in the selected date range will be displayed and can be sorted by Employee Name, Center, Date that the occurrence was reported, Occurrence Type, Occurrence Date, and Body Part.

Figure 102 - Workers Compensation Dashboard

The incident report can be viewed by clicking the appropriate blue hyperlink under the occurrence Date column.

Figure 101 - Workers Comp Button


9.1 – Adding an Occurrence

If an employee is injured on the job, the instance can be recorded in their personnel file, and later updated through the worker’s comp dashboard.

Figure 103 - Employees Dashboard Button

To add a Workers Comp occurrence you must first access the record of the employee who was injured. Start by clicking on the employees section of the dashboard.

Figure 104 - Active Employees Section

Click on the blue hyperlinked number for employee count (in this screenshot 187) to access the list of active employees at the selected level of the organization tree.


Figure 105 - Active Employees Screen

On the Active Employees screen, type the employee’s name into the Search field to find the record that the Workers Comp occurrence needs to be added to.

Click on the name of the injured employee to bring up the Personnel file. On the left side of the employee’s record will be a list of tabs.

Find the one marked and click it.

Figure 106 - Works Comp Tab (Personnel)

Click the button at the top right of this window to record an incident report for a new Workers Comp event.


Figure 107 - Incident Report (Top)

Fill out the incident report with all currently available information. The employee’s information will automatically populate as will the person entering the report.

Figure 108 - Incident Report (Bottom)

Clicking at the bottom right of the incident report will save all entered data and create an occurrence that can be accessed from both the Personnel file and the Workers Comp dashboard.


9.2 – Updating an Incident Report

Figure 109 - Workers Comp Tab (Personnel)

The Incident Report can also be accessed by clicking on the hyperlinked Occurrence Date from the Workers Comp tab of the Employee Record.

Access the Incident Report and update as needed.



9.2.1 – OSHA Log

If an incident is flagged as OSHA recordable a button next to incident report will appear. Clicking on the button will allow the incident to be recorded in the OSHA log.

Figure 111 - OSHA Log Screen (Top)

In addition to integrating with the OSHA log, other updates to the incident can be made as well.



9.2.2 – Attachments

Any documents that pertain to the incident can be attached to the Incident Report utilizing the option. Clicking the

button will bring up the Attachments screen.

Figure 113 - Attachments Screen (Workers Comp)

On the Attachments screen, clicking the paper clip icon will allow you to manage the documents attached to the Incident Report.

Figure 114 - Manage Attachments Window

Clicking will allow the user to add any documents saved to their computer. will allow the user to delete any documents that have been previously added.


9.2.3 - LOA In addition to attaching documents and integrating with the OSHA log, if needed a Leave of Absence can be initiated from the Incident Report.


Clicking the button and then clicking on the following screen, will allow the user to begin documenting a Leave of Absence from the incident that made the LOA necessary.

Figure 116 - LOA Screen


10.0 – Position Control

Position control is designed to assist in managing positions for which budgets or PARs have been established. It allows you to manage these requirements down to the shift and rotation level. In essence the position control section allows you to set up the required number of positions as slots that you assign personnel to and eventually drive your scheduling requirements.

10.1 – Positions Dashboard

The dashboard (see Figure 118 below) provides graphical and statistical information for the center or department selected in the organizational navigation tree. The graphs in the top section represent comparisons for Slotted vs. Staffed Positions and Filled vs. Vacated Positions. The default display is for all position within the selected center, but you can drill down to specific positions by selecting them from the drop down list provided in each of the graphs.

The bottom lower sections provide statistics and details for the selected center.

• Total Slots Section: o Jobs – represents to number of unique positions defined in the selected centers. o Slotted Positions – represents the number of slots that have been defined across the jobs. o Staffed Positions – represents the number of slots that have employees assigned to them. o Open Positions – represents the difference between the total number of slots and the staffed positions. o Open Positions in last 30 days – represents the subset of Open positions specifically created or vacated in the last 30

days. • Open Positions Section:

o Each individual slotted position that is currently unstaffed is detailed in this section. You may note that in Figure 118 the Dietary Aide position is listed 6 times in the display. Each of these listings can be for a different shift and/or rotation. Clicking on the link will provide you with the details to that slot.

Figure 117 - Positions Button


Figure 118 - Position Control Dashboard

10.2 – Reviewing statistics The hyperlinks provided with the count of Jobs, Slotted Positions and Staffed Positions display the list of positions with detailed information about each one listed. The table (Figure 119) shows the Budgeted Position (if one has been defined), Department, Slotted count, Staffed count, Open count, Recent Hired count and Recent Terminated count. The count columns are hyperlinked to allow easy access to the data represented in the table.

Figure 119 - Position List

The button expands the table to display additional columns with statistical views for a specific day of the week or for a complete week. Clicking on the different option buttons (Figure 120) will change the data to reflect the related statistics.


Figure 120 - Option Buttons

Figure 121 - Position List Statistics

The button will return the table back to the original default view. To go back to the Dashboard console, simply click the

button in the top right corner of the screen.

Clicking on the Position hyperlink provides a detailed view of the statistics and slot information that’s been configured for that position (see Figure 122 below). If PAR levels have not been set for a position, a message will appear next the position name to alert you about it. A link is provided to setup the PAR level information if you choose to do so at the time or you can use the Staffing Model utility in Schedule Optimizer (View Menu > Position Control > Staffing Model) at a later time.

Figure 122 - Position Details


10.3 – Managing Slotted Positions Slots are managed from the Position List (Figure 119) or Position List Statistics (Figure 121) screens by clicking on the count of the Slotted, Staffed or Open columns.

10.3.1 – Adding a Slotted Position The Slotted Positions screen allows you to Add or Remove slot positions (Figure 123).

1. Click to begin the process

Figure 123 - Slotted Positions

2. Select the Start Date for the New Position (highlighted in Figure 124 below)

3. Setup the Rotations for the new slotted position. Use the

button to modify the number of rotations required.

4. Click the button when rotations have been completed.

The procedure is identical to Rotation Setup in Schedule Optimizer.

Figure 124 - Create Position Screen


10.3.2 – Removing a Slotted Position

To remove a slotted position:

1. Open the Slotted Positions window (Figure 125) from any of the Slotted hyperlinks provided in the Position Control section. The Position List displayed in Figure 119 is one location where this column/hyperlink can be located.

Figure 125 - Slotted Positions

2. Select the row representing the slot to be removed. a. Please note that in the example above the slot selected is currently open and does not have an employee assigned. The

process is the same for slots that are currently filled by an employee and would also serve to remove the employee at the same time.

3. Click the button which will prompt you to confirm the action as displayed below in Figure 126.

Figure 126 - Remove Slot Confirmation


10.3.3 – Adding an Employee to a Slotted Position

When position slots are not filled you can see these positions from the Open Positions section of the Dashboard or in the Position List under the Open column. On the Dashboard when you click on any of the positions listed in the Open Positions section the Fill Position screen (Figure 127 below) appears with a list of employees that have not been assigned to a slotted position.

Figure 127 - Fill Position

To assign an employee to that slotted position:

1. Click on the row of the employee that will be assigned. 2. Select the Effective Date of the assignment at the bottom of the screen.

3. Click the button to save the assignment.


If you have multiple open positions the best way to assign employees is by using the Open Positions assignment screen (Figure 128). You can access this screen from the Position List’s Open column as displayed in Figure 119 above. Note that each open slot is listed with a Fill Position button in the employee column. You can also remove slots or add new ones if necessary. To assign an employee to a position using this screen:

1. Click the button for the slot to assign 2. Click on the row of the employee that will be assigned (NOTE: in the example above if an employee already has a rotation defined

it will be marked in the Has Rotation column and you can view that rotation definition by clicking the button. The slot rotation takes precedence and will be assigned to the employee selected.)

3. Select the effective date of the assignment at the bottom of the screen.

4. Click the button to save the assignment.

Figure 128 - Open Positions


10.3.4 – Removing an Employee from a Slotted Position

To remove an employee from a slotted position:

1. Open the Slotted Positions window (Figure 129) from any of the Slotted hyperlinks provided in the Position Control section. The Position List displayed in Figure 119 is one location where this column/hyperlink can be located.

Figure 129 - Slotted Positions with Employee

2. Select the row with the employee to be removed.

3. Click the button which will prompt you to confirm the action as displayed below in Figure 130.

Figure 130 - Remove Employee from Slot Confirmation

Documents

Version 5 - SmartLinx Solutionsqms.smartlinxsolutions.com/qms/training/docs/SLX HRMS Manual (5… · Version 5.5 . 5/15/2014 . HR Management . ... 7.2 – Creating and Managing a