HRA analysis. New version User template. Managers

Transcription

1 HRA analysis New version 2011 User template Managers

2 1) Logging on Logg inn hrasystem Now either the old username or the address can be used as username. But a new password must be fetched if you do not have one already. But that requires the person to be registered with an address. (If the person does not have an address, he or she must be given the password manually by the administrator.) A) A new password is fetched by entering the username (or address) and clicking Logg inn or click directly at the words: Glemt passordet? If you click directly at the words Glemt password? This picture will show up: The text says Send new password. You have to check your address and if it is correct, then you click at the word: Fortsett. Then your password will immediately be sendt to your . (remember to write it down to next time)

3 If you choose the other way, writing in your adress and then go directly to Logg inn, or you write wrong password, this picture will show. It says: Wrong password. Then you can try again or click at the word in blue; Glemt passordet? Then again you will have the same picture as shown earlier and you must check that the address is correct, and then click Fortsett The new password will be sent immediately to your . If your address is not in the system, you need to contact the company administrator. NB! Write the password down so that you remember it; then you will not have to do this every time.

4 2) The first screen The first image you will see when logged on looks like this: NB! Notice the white box at the right side reading Employee. If you have several roles, that is if you are both an employee and a manager, or both employee, manager and administrator, click on the arrow reading Employee. All the choices will appear, whether you are employee, administrator or manager. Then you choose which role to be. Now you can be all these in one and the same username, you just choose your role here. NB! You will always meet this screen as an employee, so you will have to choose a role if you have more than one. When you have chosen one, you will see that the menu adapts to the role.

5 3) The screen as a manager Here you will see a very simple menu because most things happen on the same screen. The first choice is Start. We will skip this and go straight to Structure. Structure When you click the option Structure you will see this image. If you are manager for only one department, only this department will show in the picture. The rule is that you can only access the department that you manage, as well as sub departments, groups and so on. This entails that the higher up you get with regards to permissions, the more units, departments and groups you will be able to access.

6 As a department manager you have the option of doing the following concerning the employees. This option will appear when you right-click on the line with the name: Here there are following options: We will go through some of them separately. 1) Log of the last performance review This is a log for completed interviews. The manager above you will have access to this log. This will be filled out by you as a manager when you have completed an interview. This is merely information to your manager again that the interview itself is completed. The employee will not be able to access this log. It looks like this: Here is the process: 1) Click at Add in the blue box and the entire window will appear. 2) Find the correct date, fill out your name and possible comments if you have any, and click Add. Two things will happen. 3) A field will open underneath, where what you have filled in will be saved (by ticking the box under Comments possible comments will appear). This way you will get a form of documentation year by year. The date for the completed review will also appear in the overview over employees under Last review. It will always

7 be the last date. This log can also be used for other types of interviews that you wish to document. 2) Position history This is functionally very similar to the log for appraisal interviews. The process is as follows: 1) Click the arrow on the line Position history. The first part of the image will appear. 2) Choose department, choose title (the options are previously added by the administrator), choose date and possible comments and click Add. (Here I have entered a quick career where everything has happened today.) Possible comments can be accessed by selecting the checkbox under Comments. Further you have: 3) CV - The CV can be printed in two formats, a) standard and b) Euro pass. The filling out is similar for both. CV is to be filled out by the employee and is also the basis for search engines if one searches for subjects, courses, etc. 4) Action plan Can be used in two ways: a) that the employee himself fills it out first and then sends it to the manager for approval, and/or correction during the appraisal interview, or b) the manager completes it after the interview. In both cases it will be sent over for approval to the parties in question, possibly with comments back and forth until both parties agree. 5) Syllabus/career plan Has the same options as the action plan and is used in just the same way, except that it is concerning professional development, career etc. Both the action plan and the syllabus can be used as separate functions, independently of appraisal interviews or other interviews. PS! A new action plan or syllabus should not be made every year; you just add new activities based on dates. This way the entire history year by year is gathered in a single plan whether it is an action plan or syllabus or both. 6) Sick leave follow-up - This is a layout/setup based on NAV s suggestion, and is for use by the manager when following up sick leave, and documenting what has been done if it is required by some instances.

8 Dispatch (Distribution) The first screen we get to when clicking dispatches (distribution) is this: Remember to choose the right year. Here there are three choices: 1) active (deadline not expired), 2) Completed (deadline expired) 3) draft, which is dispatches that are finished, but still not sent. For the department Organisasjon NN (highlighted in orange) there are five completed dispatches. If you click on another department, you will see the dispatches in question for that department. (NB! This is a manager at the top level, who has access to all departments NOTE: not individual replies. That is only for the closest manager.) If we click another department, you will see the surveys for that department. The number beside Finished shows all surveys sent from this department for this year: When you wish to see the result from this survey, you right click the survey. An option will appear (here we have chosen a new department): Then you merely click on Read answers, and a new screen will appear:

9 I will start the explanation from left to right. (See arrows) 1) Name of the survey 2) Choice of the different forms. (If there are more than one, click on the arrow in the white box) 3) Main company or department. (If there are more than one, click on the arrow in the white box.) 4) If this is a survey with names, the names of the persons will appear in this box. Otherwise the options will be All, that is everyone who has replied, or This, which means the chosen department especially. Under the option Graph one can choose line graph, bar or cake diagram. The other options are self-explanatory. In the report they will show up consecutively (except that Average value appears before the distribution of the answers. Next follows the questions and finally the comments. Finally you just need to click Report. NB! The questions will also show up if you point the mouse cursor at the point in the graph or the bar.

10 How to publish a new survey. One starts by choosing Dispatches in the menu. This image will appear: The first thing to do is clicking New in the white box. This image will appear: The first thing to do is choosing the survey that is to be published. Click on the arrow in the box Choose survey. When you have done that, choose Dispatch type. I will explain these options a little.

11 The first you can see is that I have chosen Work environment survey. Then I will choose dispatch method: The options here are successively: 1) Employee. This means that it is an internal, named survey where the participants have to log on with username and password to access the survey. (For example appraisal interview) 2) Employees anonymous. Here we could also have added with link because this is an anonymous, internal survey (for example worker satisfaction or similar) where the participants receive an (requires the employees to be added with an address) with a link which they must click, and they will be taken directly to the survey. Here one can only see results for everyone put together, and for each department or sub department. It can also be carried out for groups, but not at the same time. 3) External (with link). This is an external survey, for example a customer survey or user survey where the recipient receives an with a link, and then clicks the link to enter the survey. 4) Only generate link. This is a type of survey where only a result is wanted, but without the possibility of seeing departments or for example each customer separately. This is a mass survey. The next step is the option called Description. Here you can insert advance information. It will appear as text with information that the participants can read before starting to fill the survey out, for example why, how etc. The next two points are self-explanatory. When everything is filled out, click Next.

12 This image will appear: Here you enter the header and the text for a possible . If you are not sending an with the survey, merely click Next. The following screen will appear, where you can choose the participants. Here you can see that Departments are marked. If this were to be a survey for only a few persons, I would have chosen Persons, or for a specific group, where I would have chosen Groups. When I have ticked off for one or more options, I click the double arrow pointing to the right between the two white boxes. My choice will appear in the box to the right. In this case it is the Sales department. If I have made a mistake and want to remove something from the box to the right, I highlight it and click the double arrow pointing to the left.

13 NB!! Are you going to publish a customer survey or another external survey, you will collect the participants from an earlier created excel spreadsheet that you have made yourself and saved on your computer. When you click Next on this screen you will get to a receipt page. There you can check that everything is correct, and possibly go back if there is an error. It looks like this: When you have checked that everything is ok, you click Send. You will see this receipt: