PEOPLEPLUS. HR User Guide

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2 PEOPLEPLUS HR User Guide Version: 2.7 PREPARED BY: PeoplePlus cc Date Issued: February 2015 Peopleplus HR User Guide v2.7 Copyright Page 2

3 1 Table of Contents... 3 Table of Contents... 3 Introduction... 6 Logging In... 6 Security Code... 6 Forgot Your Password... 7 PeoplePlus Welcome Page... 7 PeoplePlus Basics... 8 PeoplePlus Navigation... 8 Quick Manual Navigation... 9 Document Attachments Module 1 - Employees Introduction: Purpose: Employees Add an Employee Search Employee View Employee Details / Information Tasks Own Tasks Leave for Approval Training for Approval Your Appraisals Assigned Tasks Workflows Workflow Process Employee Information Personal Details Bank Details Contact Details Dependants Medical Aid Payroll Settings Payslips Pension Funds Personal Details Qualifications Terminations To-Do List Unions Organisational Assets Documents Job Description Organisational Promotions Transfers Vehicles Peopleplus HR User Guide v2.7 Copyright Page 3

4 Disciplinary Counselling Verbal Warning Written Warning Formal Disciplinary Enquiry Disciplinary (Old) Request A New Offence Disciplinary Guide Settings Settings - > Login Settings - > System Settings - > When Away Additional Assigned Tasks Audit Log Injury On Duty To Do List Workflows Appraisals Performance Contract Complete Appraisal Previous Appraisals Training Capture Training Training for Approval Training History Leave Add/Apply for Leave Capture Leave Employee Leave Settings Leave Balance Leave for Approval Leave History OHS Risk Compliance Certification Clinic Equipment Clinic Visits Injury On Duty Issued PPE Medical Surveillance Module 2 Setup Introduction: Purpose: Setup Organisation Details Employee Statistics Organograms Employee Organogram Organisational Organogram Job Titles Search a Job Title Add a Job Title Job Description Job Details Peopleplus HR User Guide v2.7 Copyright Page 4

5 Module 3: Payroll: Module 4: Learning: Introduction Purpose Learning Providers Learning Programmes: Courses Events Certificates Module 5: OHS Risk Compliance First Aid Medicine First Aid Consumables PPE Equipment Equipment Asset Register Contractor Management Generate Reports Saved Reports Module 6: myhr : Introduction Purpose myhr Add Your CV Reference Checks Vacancies Module 7: HR Reports : Introduction Purpose Reports Create New Report Employee Reports Statutory Reports Shared Reports My Reports Employee Reports Statutory Reports: Shared Reports and My Reports: Module 8: Document Library: Introduction Purpose Document Library Module 9: My Services: My Services Support Services Invoices Version Control PLEASE NOTE: Module 3 Payroll Please refer to PeoplePlus Payroll User Guide for information on how to navigate through and use the Payroll Module. Peopleplus HR User Guide v2.7 Copyright Page 5

6 2 Introduction PeoplePlus The complete Employee Relationship Management solution Welcome to the PeoplePlus Employee Relationship Manager (ERM), a premiere collaborative package that spans all facets of Employee Management in small to medium businesses. With this release, we introduce functionality that will form the foundation for all Human Resource processes at our global customer base. Logging In To enter the System, go to the PeoplePlus website, using the following URL: To login, enter your login details in the existing clients section, as indicated below: Security Code To receive your unique Security Code, click on. The page will refresh, displaying the Security Code page: Peopleplus HR User Guide v2.7 Copyright Page 6

7 Enter your login Address and Password into the open fields. Enter your cellphone number into the open field. It is important that you enter the correct number as your Security Code will be sent to this cell number. Click Send. Once you receive the text message with your Security Code, make sure that you save the message or store the Code in a safe place as you will use this Code with your usual login details each time you login to the system. Forgot Your Password If you ve forgotten your password, click on the Forgot Your Password? Link, enter your address in the space provided and click Send. The system will forward your login details to the supplied address. PeoplePlus Welcome Page Once you have logged in, the system will open to the Welcome Page in a new window: Peopleplus HR User Guide v2.7 Copyright Page 7

8 3 PeoplePlus Basics This section familiarises you with the main components of the PeoplePlus Administration screen, and teaches you the basic skills that you ll use every time you work with the System. You will learn how to: Use the Employee Module to ensure an accurate workflow of employee details and HR actions. Setup and amend the Organisational Structure. Setup and amend Payroll transactions. (See Talenger Payroll User Guide). Use the Learning (Training) Module to ensure employees receive the best possible training to benefit themselves and the company. Generate and create custom Reports. Add important Company documents to the Document Library for ease of reference and use. PLEASE NOTE: Module 3 - Setup MUST be completed before continuing with the other Modules. See the PeoplePlus Configuration Guide for additional Module 3 - Setup - Configuration information and PeoplePlus Navigation In this manual, we refer to 2 menus, as indicated below: Peopleplus HR User Guide v2.7 Copyright Page 8

9 To hide the Module Menu, click on the arrow (as indicated) to see the entire listing of the section that was selected, without having to scroll down. To unhide the Module Menu, click on the arrow again. Quick Manual Navigation This section will assist you with quick navigation through the manual. This manual explains all features and steps through the use of screen layouts taken from the system. By selecting the hyperlink, you will be navigated to the relevant section in the manual. To select the hyperlink, hold your pointer over the name, hold Ctrl + click your mouse. Module 1 Employee Add an Employee o Tasks Own Tasks Assigned Tasks Workflows o Employee Information: Personal Details Bank Details Contact Details Dependants Medical Aid Payroll Settings Payslips Pension Funds Personal Details Qualifications Terminations To-Do List Unions Organisational Assets Documents Job Description Organisational Promotions Transfers Vehicles Disciplinary Counselling Peopleplus HR User Guide v2.7 Copyright Page 9

10 Verbal Warning Written Warning Formal Disciplinary Enquiry Disciplinary (Old) Request A New Offence Disciplinary Guide Settings Settings - > Login Settings - > System Settings - > When Away Additional Assigned Tasks Audit Log Injury On Duty To Do List Workflows o Appraisals: Performance Contract Complete Appraisal Previous Appraisals o Training: Add/Apply for Training Capture Training Training for Approval Training History o Leave: Add/Apply for Leave Capture Leave Employee Leave Settings Leave Balance Leave for Approval Leave History Module 2 Setup Organisation o Details o Employee Statistics o Organograms Job Titles Module 3 Payroll Please see PeoplePlus Payroll User Guide for information. Module 4 Learning Learning Providers Add a Contact Learning Programmes Courses Events Certificates Module 5 OHS Risk Compliance: First Aid Medicine First Aid Consumables PPE Equipment Equipment Asset Register Contractor Management Peopleplus HR User Guide v2.7 Copyright Page 10

11 Module 6 myhr: Add Your CV Reference Checks Vacancies Module 7 Reports: Create New Report Employee Reports Statutory Reports Shared Reports and My Reports Module 8 Document Library: Document Library Module 9 My Services: My Services Support Services Invoices Document Attachments Documents can be attached to each page within the system. On some pages, they will be at the bottom of the page, in the Note(s) section. This will be on pages that do not list entries. On some pages, they will be next to a listing of a document upload. This will be on pages that list entries. PLEASE NOTE: The icon will only display after an entry has been added. Add/Edit additional notes and/or attachments to pages: Click the attachment icon next to the listing, or in the Note(s) section at the bottom of the page: A pop-up will appear with the Notes and Documents window. Click Add a new note/attachment". The block will expand, opening the fields to add notes and/or attachments: Peopleplus HR User Guide v2.7 Copyright Page 11

12 Note: Enter additional notes, if necessary. Attachment: o Click Browse next to the open field. o Your My Documents will open. o Navigate to where the document is saved. Select the relevant document. o Your My Documents will close, uploading the document path description into the open field. o Click Save. The pop up window will refresh, listing the entry with the date and User s name below: View/Delete Additional Notes and/or Attachments on Pages: The attachment may be viewed by selecting View/Download Attachment: o A new window will open with the Microsoft Download File block. Select Save to save the attachment to your computer. Select Open to view the attachment. Click Del next to the listing to delete the attachment. Peopleplus HR User Guide v2.7 Copyright Page 12

13 4 Module 1 - Employees PLEASE NOTE: Module 2 - Setup MUST be completed before continuing with the other Modules. See the PeoplePlus Configuration Guide for additional Module 3 - Setup - Configuration information and guidelines. Introduction: This Module is also known as the HR Module of the PeoplePlus Employee Relationship Manager (ERM) System. All of the employee s personal details, performance management and HR-relevant applications will be done in this Module. The system allows the company to set up various user groups with different user privileges to access pages, modules and fields. This training manual will explain all features in this module. Purpose: The purpose of this section is to provide step-by-step guidance to use the Employees Module, and to ensure an accurate workflow of employee details and HR actions. Employees Select Employees from the Module Menu: The Module Selection Menu will open the employee listing, while the Main Page will display either your Personal Details as default, if you are logged in as an employee with self-service, or the standard Welcome Page, if you are logged in as an Administrator: All employees will be listed in the Module Selection Menu, according to Reporting Structure. o The next to the employee s name indicates that there are other employees linked to that specific employee. o By selecting, the number of employees linked to the original employee will be displayed below the employee name. o By selecting the number of employees, the employee names will be listed. Peopleplus HR User Guide v2.7 Copyright Page 13

14 The Employee Display preference can be changed by clicking on the Pref button, as shown above. o The Module Selection Menu will refresh, listing the available Display Preferences: o Order by: Select the order by which employee names must be listed. o Tick the boxes next to the employee information you would like displayed in the Module Selection Menu. o Click Save. The Module Selection Menu will refresh, displaying the Employee listing according to your preference selection. Employees can be listed according to status by selecting the drop down, as shown below: Peopleplus HR User Guide v2.7 Copyright Page 14

15 o Active Employees: Employees actively employed by the company. o Unresolved Employees: Employees with outstanding data. o Terminated Employees: File of terminated employees. Add an Employee Select the Add Employee icon. The main page will refresh, displaying the Employee form. This Employee form consists of 5 or 6 pages sections, depending on your System setup: o Personal Details. o Organisational. o Bank/ Tax Details. o Contact Details. o System Settings. o New Engagement Workflow (if applicable). All these sections must be completed to create the employee s profile. Section 1: Personal Details: Peopleplus HR User Guide v2.7 Copyright Page 15

16 Company: o Click the Business Unit List icon. A pop-up will appear with all of the Business Units. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Click on the Business Unit name. The selected Business Unit will display in the open field. Supervisor: Select from the drop down list. Employee Number: A number can be selected or the number can be entered. o Click next to the open field. A pop-up will appear with the next available number, and the last 5 numbers used. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Click Select to use the next available number. Should you prefer a different number, close the pop-up and enter the preferred number into the open field. Title: Select from the drop down list. First Name(s), Initials, Surname and Known as: Enter into the open fields. Date of Birth o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. South African Citizen?: Select Yes or No. o When No is selected, the ID Number field will change to Passport Number, and the Country Issued field will appear. ID/Passport Number: Enter the ID/Passport Number. Country Issued: Enter into the open field, if applicable. Gender, Ethnic Group, Marital Status and Disability: Select from the drop down lists. If Yes above, specify disability: Enter into the open fields, if applicable. Nationality and Home Language: Select from the drop down lists. An employee photo can also be uploaded: o The following image will be in the right corner of the Personal Details form: Peopleplus HR User Guide v2.7 Copyright Page 16

17 o Click <Change>. PLEASE NOTE: The photo must be saved in a file on your computer. The system will only accept *.jpe, *.jgeg, *.jpg, *.png, *.gif images. o A pop-up window will appear. Click Browse. o Your My Documents will open. Navigate to where the photo is saved. o Select the relevant image. Your My Documents will close, and the path description of the photo will appear in the open field next to Browse. o Name the image in the open field next to New Filename. o Click Upload. The system will upload the image, displaying it in the pop-up. o If you are satisfied with the image, click Finish. o The pop-up will close, loading the photo on the Personal Details form. When all Personal Details have been completed, click Organisational. The page will refresh, opening the Organisational form. Section 2: Organisational: Date of Engagement and Payroll Date of Engagement: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Remuneration Type, Annual Leave Type, Appointment Type, Job Title, Cost Centre, Mentor and Job Level: Select from the drop down lists. Peopleplus HR User Guide v2.7 Copyright Page 17

18 Job Grade: Enter into the open field. Occupational Category, Occupational Level, Core/Support Function and Payroll Company: Select from the drop down lists. When the Organisational details have been completed, click Bank/Tax Details. The page will refresh, opening the Bank/Tax Details form. Section 3: Bank/Tax Details: Payment Method: Select from the drop down list. Account Holder Name: Enter the Name of the Account Holder. Account Holder Relationship, Account Type and Bank Name: Select from the drop down lists. Bank Address Transit Number: These fields are not required, but can be entered, if required. Branch Code, Branch Name and Account Number: Enter into the open fields. When all Banking details have been completed, select Contact Details. The page will refresh, opening the Contact Details form. Peopleplus HR User Guide v2.7 Copyright Page 18

19 Section 4: Contact Details: Residential Address: o Enter all required Residential Address information into the relevant open fields. Work Address: o Same as Company Address: Tick the box if the Postal Address is the same as the Residential Address. If the Postal Address is the same as the Physical Address, the Postal Address fields wil disappear. If the Postal Address is different to the Residential Address, continue on to fill in the following fields. Postal Address: o Same as Residential Address: Tick the box if the Postal Address is the same as the Residential Address. If the Postal Address is the same as the Physical Address, the Postal Peopleplus HR User Guide v2.7 Copyright Page 19

20 Address fields wil disappear. If the Postal Address is different to the Residential Address, continue on to fill in the following fields. o If Address is Care Of?: Tick the tickbox if the employee uses a third party address as their Postal Address. o Type: Select from the drop down list. PO Box or Private Bag: - Postal Number: Enter the number of the Box or Bag into this field. - Post Office: Enter the name of the Post Office into the open field. - Suburb/District, City/Town, Postal Code: Enter into the open fields. - Country Code: Select from the drop down list. Street: Enter the relevant information into the open fields. Other: Enter the relevant information into the open fields. Additional: o Region: Select from the drop down list. o Address. Tel (Work), Fax (Work), Tel (Home) and Cell: Enter into the open fields. Next Kin Details: o Enter all required Next of Kin Details into the relevant open fields. When all Contact Details have been completed, select System Settings. The page will refresh, opening the System Settings form. Section 5: System Settings: Different users have different privileges. The system allows the Organisation to create a variety of user types, of which each may have configurable access to modules, pages or fields. Permission/Group Level: Select from the drop down list. Address: Enter into the open field. Password: The system will automatically generate a six digit Password. This will be ed to the employee. When the employee logs in for the first time, the system will request a Password change. Send login details & security code now: Select Yes to send this employee s login details, including their Security Code to the employee when you add them. If you select No, you can send the login details to the employee at a later stage. Click Add. If there are any required fields that were not completed, a pop-up note will appear, indicating which field was not completed, if any. An Employee Validation will pop-up, indicating how many employees were found on the system with the same ID number and Employee number, with the options < Back to make changes or Add Employee > to add the employee. Peopleplus HR User Guide v2.7 Copyright Page 20

21 PLEASE NOTE: The system will also do an ID Validation to validate if the entered ID number is an existing ID number. If there were Workflows created, the page will refresh and divert to the Workflow created for a New Engagement. If there were no Workflows created, the page will refresh and divert back to the first step of Add an Employee. The employee will be added and can be searched in the navigation panel. Section 6: New Engagement Workflow (if applicable): The Tasks of the Workflow defined for New Engagements will be listed. The Default Owner selected during Setup will appear. The Owner can be changed to another employee, if necessary, by selected from the drop down list. Click Save. The page will refresh, diverting back to the first step of Add an Employee. Please refer to Workflow Process for the complete Workflow process. Search Employee An employee can be searched by using the search panel at the top of the Module Selection Menu. The search results will display according to the Order by selection in the Display Preferences. Enter the employee Name, Surname, ID Number or Employee Number in the Search field: o Click Search. The Module Selection Menu will refresh, listing the searched Employee Detail. If the Employee Detail is not on the system, nothing will be listed. o By entering the first 3 letters, the system will list all Employee Names that contain the specified 3 letters. o The system will search the employees according to how the Display Preferences were set up. Peopleplus HR User Guide v2.7 Copyright Page 21

22 The Aa button will open an alphabet panel: By selecting the relevant letter, the system will list all of the Employee Names or Surnames starting with the selected letter. View Employee Details / Information Once an employee has been created, the system will generate a profile for the employee. Select the employee s name from the Module Selection Menu. The main page will refresh, opening the selected employee s profile: Depending on the User Privileges and Modules included in Setup, 6 or 7 sections will Display. Peopleplus HR User Guide v2.7 Copyright Page 22

23 Tasks Hover your cursor over the Tasks tab. 3 sections will be listed: Own Tasks: The user/employee's own Reminder(s) and assigned Task(s). Assigned Tasks: Tasks the User has assigned to other Users. Workflows: Workflows in progress and adding new workflows. Own Tasks Tasks, Reminders, Performance Assessments, Leave Approvals and Training Approvals can be done from this section. A Task can be assigned to one employee or Multiple Users. This page can be printed by clicking the print icon. Add a New Task: You can add a Task to either your Own Tasks, or to another employee's Tasks. When adding to another employee, you will have to be in that specific employee's profile. Click Add a New Task +. A pop-up window will appear to setup a Task and/or Reminder: Peopleplus HR User Guide v2.7 Copyright Page 23

24 Subject: Enter the Task. Due Date and Start Date: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Status and Priority: Select from the drop down lists. Reminder: Tick the box if a Reminder must be setup. Time settings will appear: o Date: As described above in Due Date and Start Date. o Time: Select the Reminder Time from the drop down lists. Open field: Add additional information, if necessary. Click Save/Close. The pop-up will close, listing the task. o If a Reminder was setup, the screen will appear as below: Peopleplus HR User Guide v2.7 Copyright Page 24

25 Edit a Task: o An will be forwarded to the User and/or Employee. o These Reminders will pop-up with every login until you have changed the Status to Completed. Click Edit next to the listed Task. The Add Task pop -up will appear. Click Save/Close when all changes have been made. The page will refresh, saving the changes. Change a Task s Status: All Tasks and Workflow Tasks assigned to you will be listed under Your Tasks: Peopleplus HR User Guide v2.7 Copyright Page 25

26 Tasks highlighted in red are overdue. Tasks that are faded away are completed. Tasks and Workflow Tasks Status can be changed: o Click Edit next to the listing. The Task item will open in a pop-up window. o Select the New Status from the drop down list: Click Save/Close. The pop-up will close, updating the Task Status. Assign a Task to Multiple Employees: Tasks can be assigned to multiple employees and/or Business Units. Click Assign a Task To Multiple Employees +. A pop-up will appear to setup a Task and/or Reminder. Subject: Enter the Task. Employees: Select from the drop down list if this will be a Task for All Employees, Selected Employees or Selected Business Units Peopleplus HR User Guide v2.7 Copyright Page 26

27 o All Employees: All employees in the Company will receive this Task o Selected Employees: Specified employees will receive this task. When this option is selected, the Select Employee(s) block will appear: To add employees, click on the Organisation that the employee(s) belongs to. The number of employees in the selected Organisation will appear below the Organisation name. Click on the number. The names of all of the employees in the selected Organisation will be listed. Tick the boxes next to the employee names to whom this Task must be assigned. Click Add Selected >>. The page will refresh, listing the names in the next block. To delete selected employees, tick the boxes next to the names that must be deleted. Click Delete Selected. The page will refresh, removing the selected names. o Selected Business Units: All employees in the selected Business Unit(s) will receive this task. When this option is selected, the Select Business Unit(s) block will appear: Tick the box(es) next to the relevant Business Unit(s). Click Add Selected >>. The block will refresh, listing all Business Units in the next block. To delete selected Business Units, tick the box(es) next to the relevant Business Unit(s). Click Delete Selected. The block will refresh, removing the selected Business Units. Due Date and Start Date: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) Peopleplus HR User Guide v2.7 Copyright Page 27

28 o Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates.the pop-up will close, uploading the date. Status and Priority: Select from the drop down lists. Reminder: Tick the box if a Reminder must be setup. Time settings will appear: o Date: As described above in Due Date and Start Date. o Time: Select the Reminder Time from the drop down lists. Open field: Add additional information, if necessary. Click Save/Close. The pop-up will close, listing the Task. o If a Reminder was setup, the screen will appear as below: o An will be forwarded to the User and/or Employees. o These Reminders will pop-up with every login until you have changed the Status to Completed. Edit a Task: As described under Edit a Task on Page 26. Change a Task s Status: As described under Change a Task s Status on Page 26. Leave for Approval All Leave Applications for Approval will be listed here, with an Edit link. The Leave Application status will always be In Progress, until the supervisor has approved or declined the application. Peopleplus HR User Guide v2.7 Copyright Page 28

29 Approve Leave: Click Edit next to the listing. The page will refresh, diverting to the employee's profile. Select Yes from the drop down list next to Approved. Click Update. A Leave Validation Block will appear, indicating if there are any conflicts of dates of other Applications during the same period. This prevents an employee from applying for leave when they have already applied for a different type of leave. The page will refresh, updating the employee's Leave History and Leave Balance. PLEASE NOTE: If the Dates or Leave Type must be changed on a Leave Application, the Approval Supervisor will have to decline the Application, and the Employee will have to re-apply. If the Dates or Leave Type are changed on the application, the system will amend the employee s Leave Balance accordingly. Decline Leave: Click Edit next to the listing. The page will refresh, diverting to the employee's profile. Select No from the drop down list next to Approved. Click Update. The page will refresh, updating the employee's Leave History and Leave Balance. PLEASE NOTE: If the Dates or Leave Type must be changed on a Leave Application, the Approval Supervisor will have to decline the Application, and the Employee will have to re-apply. If the Dates or Leave Type are changed on the application, the system will amend the employee s Leave Balance accordingly. Training for Approval All Training Applications for Approval will be listed here, with an Edit link. The Training Application status will always be In Progress, until the supervisor has approved or declined the Application. Approve Training: Click Edit next to the listing. The page will refresh, diverting to the employee's profile. Select Yes from the drop down list next to Approved. Click Update. A Training Validation Block will appear, indicating if there are any conflicts of dates of other Applications during the same period. This prevents an employee from applying for training when they have already applied for different training or leave. The page will refresh, updating the employee's Training History. Decline Training: Click Edit next to the listing. The page will refresh, diverting to the employee's profile. Select No from the drop down list next to Approved. Click Update. The page will refresh, updating the employee's Training History. Your Appraisals All Appraisals that you must complete will be listed here, with an Edit link. If the Appraisal is listed with N/A, the relevant employee has not yet completed the Appraisal. Complete Appraisal: Click Do Appraisal next to the entry. The page will refresh, opening the Performance Appraisal for Rating. Rate each Key Performance Area (KPA) by selecting from the drop down list. Peopleplus HR User Guide v2.7 Copyright Page 29

30 o The Rating Definitions can be viewed by selecting the icon next to the Rating drop down list. A pop-up will open, listing the Definition of each Rating. o A comment can be added with each KPA. Complete the Questions by entering the answers in the open field below the Question. o Click Save and Finalise when all KPA's and Questions have been completed. o Click Save and Continue Later if you wish to continue with the Appraisal later. o The page will refresh, diverting back to the Tasks page. Once both the employee and Supervisor have completed the Appraisal(s), the Appraisal(s) will be listed in the Previous Appraisals section. Only the Supervisor s rating will be used for actual total Rating. PLEASE NOTE: The Performance Appraisal cannot be edited or deleted. Assigned Tasks In this section, all of the Tasks that you have assigned to other employees will be listed. When the Task is highlighted with pink, the Task is due today. If the Task is faded, the Task's Status has been changed to Completed. Edit an Assigned Task: Click Edit next to the listing. The Task entry will appear in a pop-up window. Click Save and Close when all editing has been done. The pop-up window will close, updating all assigned Tasks in the relevant employee s Tasks section. Workflows In this section, all of the active Workflows for the relevant employee will be listed. No editing can be done from this page. This page may be printed by clicking on the print icon. View the Workflow Tasks: Click the small blue arrow next to View Workflow. The block will expand, displaying all of the Workflow Tasks and their Statuses: Peopleplus HR User Guide v2.7 Copyright Page 30

31 Above: Completed Tasks will be faded. Below: Overdue Tasks will be highlighted in red. Add a Workflow: Select the relevant Workflow from the drop down list. Click Add. The page will refresh, opening the Task Owner selection window: The default Task Owner will be the first name. If the Task Owner is someone else, select the relevant Task Owner. Click Save. The page will refresh, diverting back to the Workflow default page. The Workflow Tasks will be listed in the relevant Task Owner s Own Tasks section. Workflow Process All Workflows are predefined in the Configuration section. The Workflows are setup to create certain steps during defined procedures. The PeoplePlus system has 2 Workflows that will automatically be activated: New Engagement. Terminations. Other Workflows defined in Configuration must be activated manually in the Workflow section under Tasks in the relevant employee s profile. Each Workflow will have a Workflow Owner to finalise the Workflow. Each Task within a Workflow will have a default Task Owner. The Task Owner must update the Task to Completed so that the Workflow Owner can finalise the Workflow. Peopleplus HR User Guide v2.7 Copyright Page 31

32 Process After Activation: Once the relevant action, New Engagement or Termination, has been completed, or the Workflow has been activated manually, the system will divert to the Task Owners selection window: Each step will have a Default Owner, which can be changed by selecting from the drop down list. Click Save when the Task Owners have been selected. The page will refresh, updating the Task Owner s Tasks, and the system will forward an to each Task Owner. View Workflow Progress: The Workflow Owner will be able to view a full report of all Task Statuses in the relevant employee s profile in 2 ways: o In Workflows under Tasks. o By selecting the link on the banner on the top of each page: This link will divert you to the employee s Workflow section. By expanding the banner and selecting the Workflow link: The Red Highlighted listings are Overdue. The faded listings are Completed. Complete/Update Tasks: Each Task Owner must update the Task Status to Completed for finalisation. The Task will be listed under the Own Task section. Click Edit next to the listing. The Task will open in a pop-up window. Change the Status to Completed: Peopleplus HR User Guide v2.7 Copyright Page 32

33 Click Save/Close. Finalise the Workflow: When the Tasks have been completed, the Workflow Finaliser must finalise the Workflow in the relevant employee s profile. Expand the banner on top of any page in the employee s file, by selecting the down arrow: Select the Click here to complete this workflow link. This link will only appear if you are a Workflow Owner. The page will refresh, finalising the Workflow. Peopleplus HR User Guide v2.7 Copyright Page 33

34 Employee Information All previously captured details will be listed under the Employee Information section. Additional Information must still be added. Select the Employee from the Module Selection Menu. The main page will refresh, opening the employee s profile, with the Personal Details section as default. Personal Details PLEASE NOTE: These sections will depend on your User Group. Bank Details Hover your cursor over the Employee Information tab. Hover your cursor over the Personal Details column from the drop down menu and select Bank Details. The main page will refresh, opening the Bank Details page: Add/Edit the Bank Details: Click Edit, as shown below: Payment Method: Select from the drop down list. Account Holder Name: Enter into the open field. Account Type, Account Holder Relationship and Bank Name: Select from the drop down lists. Branch Code, Branch Name and Account Number: Enter into the open fields. Peopleplus HR User Guide v2.7 Copyright Page 34

35 Click Update when all editing has been done. The page will refresh, adding the Banking Details, and updating the Payroll system. Contact Details Hover your cursor over the Employee Information tab. Hover your cursor over the Personal Details column from the drop down menu and select Contact Details. The main page will refresh, opening the Contact Details page: Peopleplus HR User Guide v2.7 Copyright Page 35

36 Add/Edit the Contact Details: Click Edit, as shown above. The page will refresh, opening all fields for editing. Click Update when adding/editing has been done. The page will refresh, adding the Contact Details or saving all changes. Dependants Hover your cursor over the Employee Information tab. Hover your cursor over the Personal Details column from the drop down menu and select Dependants. The main page will refresh, opening the Dependants page: Add Dependants: Click Add Dependant, as shown above. The page will refresh, opening the Add Employee Dependant form: Peopleplus HR User Guide v2.7 Copyright Page 36

37 First Name(s) and Surname: Enter into the open field. Title: Select from the drop down list. Date of Birth: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Gender: Select from the drop down list. ID Number: Enter into the open field. Relationship, Pension Dependant and Medical Dependant: Select from the drop down lists. Click Add. The page will refresh, saving all details. Edit Dependants: Click Edit next to the listed Dependant. The page will refresh, opening all fields for editing. Click Update when editing has been done. The page will refresh, saving all changes. View Dependant Details: Click View next to the listed Dependant. The page will open Dependant details. Delete Dependants: Click Edit next to the listed Dependant. Tick the box next to Delete. Click Update. The page will refresh, removing the details. Medical Aid PLEASE NOTE: This page is also crucial for Payroll, and can be found in the Payroll User Guide as well. Hover your cursor over the Employee Information tab. Hover your cursor over the Personal Details column from the drop down menu and select Medical Aid. The main page will refresh, opening the Medical Aid page: Peopleplus HR User Guide v2.7 Copyright Page 37

38 Add Medical Aid details: Click Add Medical Aid, as shown above. The page will refresh, opening the Medical Aid form: Medical Aid & Plan: Select from the drop down list. Medical Aid Number: Enter into the open field. Date Joined: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Exit Date and Reason: These fields must not be completed when adding the Medical Aid details. This will be explained under When an employee resigns. Adult Dependants and Child Dependants: Enter into the open fields. Click Add. The page will refresh, saving all details. Edit Medical Aid details: Click Edit next to the listed Medical Aid. The page will refresh, opening all fields for editing. Click Update when editing has been done. The page will refresh, saving all changes. View Medical Aid details: Click View next to the listed Medical Aid. The page will open Medical Aid details. When an employee resigns: Exit Date: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) Peopleplus HR User Guide v2.7 Copyright Page 38

39 o Select the month and year from the drop down lists on top, then click on the date. o If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Reason: Enter details into the open field. Delete Medical Aid details: Click Edit next to the listed Medical Aid. Tick the box next to Delete. Click Update. The page will refresh, removing the details. When the entry has been deleted, the Dependent details will still be there, but the Medical Aid name will be removed. Payroll Settings Hover your cursor over the Employee Information tab. Hover your cursor over the Personal Details column from the drop down menu and select Payroll Settings. The main page will refresh, opening the Payroll Settings Default Details page: Peopleplus HR User Guide v2.7 Copyright Page 39

40 Add/Edit the Payroll Settings: Click Edit, as shown above. The page will refresh, opening all fields for editing: Peopleplus HR User Guide v2.7 Copyright Page 40

41 o Payroll Company: Select from the drop down list. o Foreign Income: Select whether this employee earns Foreign Income or not by using the tick box. o Days Per Month: Enter the number of working Days Per Month (Standard is 21.67). o Hours Per Week: Enter the number of working Hours Per Week (Standard is 40). o Hours Per Day: Enter the number of working Hours Per Day (Standard is 8). o Paid Type: Select from the drop down list. o Rate P.H., Overtime Rate P.H.1, Overtime Rate P.H.2 and Overtime Rate P.H.3: Enter into the open fields. o Use Cost To Company: Tick if your company works on Cost To Company structure. o Total Cost To Company: Enter the Total Cost To Company. o Total Value of Package Transactions and Cash Component: Enter into the open fields. o Pension and Provident: Enter the percentage (%) that the employee and employer will contribute to the Pension and/or Provident. o Basic Salary? and Probationary Period as NRFI: Select from the drop down list. o Company Car Value: Enter into the open field. Peopleplus HR User Guide v2.7 Copyright Page 41

42 o Travel Allowance At: Select from the drop down list. o Employee pays for maintenance? and Employee pays for petrol?: Tick if these apply. o COID Type: Select from the drop down list. o Default Values and Override Values: Enter into the open fields. Click on the Employee Details tab. o Income Tax Number: Enter into the open field. o Nature Of Person, Nature Code and Tax Method: Select from the drop down lists. o Directive Value/Percentage and Directive Numbers: Enter into the open fields. o Excluded From UIF Legislation and UIF Exempt: Tick if these apply. o UIF Reason: Select from the drop down list. o Excluded From SDL, Independant Contractor and Temporary Employee: Tick if these apply. o Individual Payslip Message: Enter an Individual Payslip Message, if necessary. This will appear on the current employee s payslip only, not all of the employees. Click on the Medical tab. Peopleplus HR User Guide v2.7 Copyright Page 42

43 o Medical Plan: Select from the drop down list. o Medical Aid Number: Enter into the open field. o Date Joined: Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. o Company Contribution: Select from the drop down list. o Child Dependants and Adult Dependants: Enter into the open fields. Click on the Pension/Provident tab. o o o Pension Fund/Plan: Select from the drop down list. Pension Fund Number: Enter into the open field. Date Joined: Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If thisdoes not work, press CTRL + click on the icon to overwrite the blocker.) Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Click on the Unions tab. Union: Select from the drop down list. Name of Union: Enter into the open field. Date Joined: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) Peopleplus HR User Guide v2.7 Copyright Page 43

44 o Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Membership Number and Contribution Rate: Enter into the open fields. Click Update. The page will refresh, saving all changes. Payslips On this page, the employee can generate an online payslip. The Payslip will be viewed through a report generator. The system will generate the Payslip(s) of the specified time frame. The system will only generate the Payslip of the relevant employee. It will not display other employees Payslips in another employee s profile. Hover your cursor over the Employee Information tab. Hover your cursor over the Personal Details column from the drop down menu and select Payslips. The main page will refresh, opening the Payslips page: Generate your Payslip: Peopleplus HR User Guide v2.7 Copyright Page 44

45 Select Pay Period: Select from the drop down list. Click Generate. The system will generate the payslip, which can be saved or printed. Pension Funds Hover your cursor over the Employee Information tab. Hover your cursor over the Personal Details column from the drop down menu and select Pension Funds. The main page will refresh, opening the Pension Fund/Plan page: Add Pension Fund details: Click Add, as shown above. The Page will refresh, opening the Pension Fund form: Pension Fund/Plan: Select from the drop down list. Pension Fund Number: Enter into the open field. Date Joined: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) Peopleplus HR User Guide v2.7 Copyright Page 45

46 o Select the month and year from the drop down lists on top and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Exit Date and Exit Reason: These fields must not be completed when adding the Pension Fund details. This will be explained under When an employee resigns. Click Add. The page will refresh, saving all details. Edit Pension Fund details: Click Edit next to the listed Pension Fund. The page will open all fields for editing. Click Update. The page will refresh, saving all changes. View Pension Fund details: Click View next to the listed Pension Fund. The page will open Pension Fund details. When an employee resigns: Exit Date: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Reason: Enter into the open field. Click Update. The page will refresh, saving changes. Delete Pension Fund: Click Edit next to the listed Pension Fund. Tick the box next to Delete. Click Update. The page will refresh, removing the Pension Fund details. Personal Details Hover your cursor over the Employee Information tab. Hover your cursor over the Personal Details column from the drop down menu and select Personal Details. The main page will refresh, opening the Personal Details page: Peopleplus HR User Guide v2.7 Copyright Page 46

47 Add/Edit Personal Details: Click Edit, as shown above. The page will refresh, opening all fields for editing. Business Unit: o Click the Business Unit List icon. A pop-up will appear with all the Business Units. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Click on the Business Unit name. The selected Business Unit will display in the open field. Supervisor: Select from drop down list. Employee Number: A number can be selected or the number can be entered. o To select a number, click next to the field. A pop-up will appear with the next available number, and the last 5 numbers used. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) Peopleplus HR User Guide v2.7 Copyright Page 47

48 o Click Select to use the next available number. Should you prefer a different number, close the pop-up and enter the preferred number. Title: Select from the drop down list. First Name, Initials, Surname and Known as: Enter into the open fields. Date of Birth: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. South African Citizen?: Select Yes or No. o When No is selected, the ID Number field will change to Passport Number, and the Country Issued field will appear. ID/Passport Number: Enter the ID/Passport Number. Country Issued: Enter if applicable. Gender, Ethnic Group, Marital Status and Disabled: Select from the drop down lists. If Yes above, specify disability: Specify the disability, if applicable. Nationality and Home Language: Select from drop down lists. An employee photo can also be uploaded: o The following image will be in the right corner of the Personal Details form: o Click <Change>. A pop-up window will appear. PLEASE NOTE: The photo must be saved in a file on your computer. The system will only accept *.jpe, *.jpeg, *.jpg, *.png, *.gif images. o Click Browse. Your My Documents will open. o Navigate to where the photo is saved. Select relevant image. Your My Documents will close and the path description of the photo will appear in the open field next to Browse. o Name the image in the open field next to New Filename. o Click Upload. The system will upload the image, displaying it in the pop-up. o If you are satisfied with the image, click Finish. The pop-up will close and the photo will appear on the Personal Details form. Click Update. The page will refresh, saving all changes. Qualifications Hover your cursor over the Employee Information tab. Hover your cursor over the Personal Details from the drop down menu and select Qualifications Peopleplus HR User Guide v2.7 Copyright Page 48

49 The main page will refresh, opening the Education and Qualifications page: Add a Qualification: Click Add, as shown above. The page will refresh, opening the Qualification form: Name of Institution: Enter into the open field. Start Date, Date Completed (Obtained) and Expiry Date: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) Peopleplus HR User Guide v2.7 Copyright Page 49

50 o Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Qualification Level: Select from the drop down list. Qualification Name (Search) and Qualification Description: Enter into the open fields. Highest Qualification: Tick the box if this is the employee's highest qualification. Click Add. The page will refresh, saving the entry. Edit a Qualification: Click Edit next to the listed Qualification. All fields will be open for editing. Click Update when editing has been done. The page will refresh, saving all changes. View a Qualification: Click View next to the listed Qualification. The page will refresh, opening Qualification details. Delete a Qualification: Click Edit next to the listed Qualification. Tick the box next to Delete. Click Update. The page will refresh, removing details. Terminations In the Termination section, an employee can be Terminated or Re-instated. If the employee was Terminated previously, the system will list it with a date and reason. The same will occur with an employee that has been Re-instated. Hover your cursor over the Employee Information tab. Hover your cursor over the Personal details Column from the drop down menu and select Terminations. The main page will refresh, opening the Terminations page: Peopleplus HR User Guide v2.7 Copyright Page 50

51 Terminate an Employee: Click Terminate Employee, as shown above. The page will refresh, opening the Termination form: If there are Assets linked to the employee, the system will display a note stating that the Assets haven t been returned. You can either continue with the Termination or update the Assets. o To update the Assets, click the link in the note. The page will refresh, displaying the employee s Assets page. o Click Edit next to the relevant Asset, and enter the Return Date. o Click Update, and the system will update. o Select Terminations from the Employee Information drop down list again. o Select Terminate Employee again. Date of termination: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Termination reason: Select from the drop down list. Notes: Enter into the open field, if necessary Move Employees To: If this employees has people reporting to them, you will need to select who the subordinates new Supervisor will be from the drop down list. Click Add. The system will list the Termination, move all employees under the Terminated employee to a new Supervisor, and move the Terminated employee to the Terminated Employees section. Termination Workflow The Tasks of the Workflow defined for Termination will be listed. The Default Owner selected during setup will appear. The Owner can be changed to another employee, if necessary, by selecting from the drop down list. Click Save. The page will refresh, diverting back to the default page. The system will list the Termination, move all employees under the Terminated employee to a new Supervisor, and move the Terminated employee to the Terminated Employees section. Peopleplus HR User Guide v2.7 Copyright Page 51

52 Re-Instate an Employee: PLEASE NOTE: This will only apply to, and show if, the employee was Terminated. Click Re-Instate Employee. The page will display the Re-instate form: Date of re-instatement: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Notes: Enter into the open field, if necessary. Click Update. The page will refresh, re-instating the employee. When an employee has been Terminated then Re-instated, the system will keep record of both steps. The Termination and Re-instatement will show as one listing. Edit a Termination or Re-instatement: Click Edit next to the listing. The page will refresh, opening fields for editing. Click Update when all editing has been done. The page will refresh, saving all changes. View a Termination or Re-instatement: Click View next to the listing. The page will refresh, displaying all details. Delete a Termination: Click Edit next to the listing. Tick the box next to Delete. Click Update. The page will refresh, removing the details. Peopleplus HR User Guide v2.7 Copyright Page 52

53 A Re-instatement cannot be deleted, the employee can only be Terminated again. PLEASE NOTE: The employee profile will be stored in the Terminated Employees section. Re-instatement can be done in the Termination section. To-Do List Hover your cursor over the Employee Information tab. Hover your cursor over the Personal Details column from the drop down menu and select To Do List. The main page will refresh, opening the Own Tasks page. Please refer to Own Tasks on Page 24. Unions Hover your cursor over the Employee Information tab. Hover your cursor over the Personal Details column from the drop down menu and select Unions. The main page will refresh, opening the Unions page. Peopleplus HR User Guide v2.7 Copyright Page 53

54 Add a Union: Click Add, as shown above. The page will refresh, opening the Union form: Name of Union: Select from the drop down list. Date Joined: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Membership Number: Enter into the open field. Date of Resignation: This field must not be completed when adding the Union. This will be explained under When an employee resigns. Contribution Rate: Enter into the open field. Click Add. The page will refresh, saving all details. Edit a Union entry: Click Edit next to the listed Union. The page will refresh, opening all fields for editing. Click Update when all editing has been done. The page will refresh, saving all details. View a Union entry: Click View next to the listed Union. The page will refresh, displaying Union details. When an employee resigns: Click Edit next to the listed Union. Date of Resignation: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Click Update. The page will refresh, saving the changes. Peopleplus HR User Guide v2.7 Copyright Page 54

55 Delete a Union entry: Click Edit next to the listed Union. Tick the box next to Delete. Click Update. The page will refresh, removing the entry. Peopleplus HR User Guide v2.7 Copyright Page 55

56 Organisational Assets Hover your cursor over the Employee Information tab. Hover your cursor over the Organisational column from the drop down menu and select Assets. The main page will refresh, opening the Asset Inventory page: Add an Asset: Click Add, as shown above. The Asset form will open: Description, Serial Number and Value of Asset: Enter into the open fields. Date Issued: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop- up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Issued by: Enter into the open field. Returned Date: This must ONLY be completed if the assets are returned or employment is terminated. Peopleplus HR User Guide v2.7 Copyright Page 56

57 Notes: Enter into the open field, if necessary. Click Add. The page will refresh, saving the Asset details. Edit an Asset: Click Edit next to the listed Asset. The page will refresh, opening all fields for editing. Click Update when editing has been done. The page will refresh, saving all changes. View an Asset: Click View next to the listed Asset. The page will refresh, opening the Asset s Details. Return an Asset: Click Edit next to the listed Asset. Select the Returned Date: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Click Update. The page will refresh, removing the Asset from the employee s profile. Delete an Asset: Click Edit next to the listed Asset. Tick the box next to Delete. Click Update. The page will refresh, removing the Asset. Documents Hover your cursor over the Employee Information tab. Hover your cursor over the Organisational column from the drop down menu and select Documents. The main page will refresh, opening the Documents page: Peopleplus HR User Guide v2.7 Copyright Page 57

58 Add a Document to the Employee Profile: Click Add, as shown above. The page will refresh, opening the Document form: Document: o Click Browse next to the open field. Your My Documents will open. o Navigate to where the Document has been saved. o Double click on the Document name. The system will upload the Document. Document Description (Name): Enter into the open field. Category: Select from the drop down list. Click Update. The page will refresh, uploading the Document and saving all details. View a Document: The document list will appear as follows: Peopleplus HR User Guide v2.7 Copyright Page 58

59 To view documents in categories, select a category from the drop down list, then click Go: The Documents listed under the selected category will appear in the main screen. To view or download the Document, click on the underlined writing. A new window will open with the selected Document. Delete a Document: Click Edit next to the listed Document. Tick the box next to Delete. Job Description In this section, the employee s Job Description can be viewed, edited and printed. When a Job Title is associated with an employee, the Job Description created in the Job Title Module under Setup will automatically be attached to the employee s profile. The Job Description may be amended in the employee s profile, but will not change the Description in the Job Title Module. Hover your cursor over the Employee Information tab. Hover your cursor over the Organisational column from drop down menu and select Job Description. The main page will refresh, opening the Job Description page: Peopleplus HR User Guide v2.7 Copyright Page 59

60 Add/Edit the Job Description: Click Edit, as shown above. The page will refresh, opening all fields for editing. Click Update when all editing has been done. The page will refresh, saving all changes. This page may be printed by clicking on the print icon. Organisational Hover your cursor over the Employee Information tab. Hover your cursor over the Organisational column from the drop down menu and select Organisational. The main page will refresh, opening the Organisational page: Peopleplus HR User Guide v2.7 Copyright Page 60

61 Add/Edit the Organisational details: Click Edit, as shown above. The page will refresh, opening all fields for editing. Date of Engagement and Payroll Date of Engagement: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Remuneration Type, Annual Leave Type, Appointment Type, Job Title, Cost Centre, Mentor and Job Level: Select from the drop down lists. Job Grade: Enter into the open field. Occupational Category, Occupational Level and Core/Support Function: Select from the drop down lists. Survey Code and SOC Code: Enter into the open fields. Click Update. The page will refresh, saving all changes. Promotions Hover your cursor over the Employee Information tab. Hover your cursor over the Organisational column from the drop down menu and select Promotions. The main page will refresh, opening the Promotions page: Peopleplus HR User Guide v2.7 Copyright Page 61

62 Add a Promotion: Click Add, as shown above. The page will refresh, opening the Promotion form: Effect Current Details: Select Yes or No from the drop down list. o If Yes is selected: The fields Job Description, New Cost Centre and Effect Current Privileges will open for selection. o If No is selected: The fields Job Description, New Cost Centre and Effect Current Privileges will close. Promoted From: The employee's original Job title, Appointment Type and Remuneration Type will display. These cannot be changed. Promoted To: Select the employee's new Job Title and/or Appointment Type and/or Remuneration Type from the drop down lists. Promotion Date: Select the date from when the promotion will be effective. o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Job Description: Tick the box to copy the Job Description from this Job Title to the employee's Job Description page. This field will be listed if Yes was selected at Effect Current Details. New Cost Centre: Select the new Cost Centre the employee will belong to. This field will be listed if Yes was selected at Effect Current Details. Effect Current Privileges?: Tick the relevant box, or both boxes, if the employee's User Group and/or employee group must change because of the Promotion. This field will be listed if Yes was selected at Effect Current Details. Click Add. The page will refresh, saving the Promotion. Edit a Promotion: Click Edit next to the listing. The Page will refresh, opening all fields for editing. Click Update. The page will refresh, saving all changes. Peopleplus HR User Guide v2.7 Copyright Page 62

63 View a Promotion: Click View next to the listing. The promotion details will display. Delete a Promotion: Click Edit next to the listing. Tick the box next to Delete. Click Update. The page will refresh, removing promotion. Transfers Hover your cursor over the Employee Information tab. Hover your cursor over the Organisational column from the drop down menu and select Transfers. The main page will refresh, opening the Transfers page. Add a Transfer: Click Add, as shown above. The page will refresh, directing to the Transfer form: Effect Current Details: Select from the drop down list. o Yes: The page will remain as it is. o No: The page will become smaller as some fields are removed. From: The employee s current Business Unit will appear as default. This field cannot be changed. Peopleplus HR User Guide v2.7 Copyright Page 63

64 To: o Click the Business Unit List icon. A pop-up will appear with all the Business Units. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Click on the Business Unit name. The selected Business Unit will display in the open field. Transfer Date: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Effect Current Privileges?: Tick the relevant box, or both boxes, if the employee's User Group and/or employee group must change because of the Transfer. New Cost Centre: Select from the drop down list. Click Add. The page will refresh, saving the Transfer details. Edit a Transfer: Click Edit next to the listed Transfer. The page will refresh, opening all fields for editing. Click Update when editing has been done. The page will refresh, saving all changes. View a Transfer: Click View next to the listed Transfer. The page will refresh, opening the details. Delete a Transfer: Click on Edit next to the listed Transfer. Tick the box next to Delete. Click Update. The page will refresh, deleting the transfer. Vehicles Hover your cursor over the Employee Information tab. Hover your cursor over the Organisational column from the drop down menu and select Vehicles. The main page will refresh, opening the Employee Vehicles page. Peopleplus HR User Guide v2.7 Copyright Page 64

65 Add Vehicle Details: Click Add, as shown above. The page will refresh, opening the Vehicle form: Make: Enter the make of the car, e.g. Audi, Volkswagen, Toyota. Model: Enter the model, e.g. Audi A3, VW Polo, and Rav4 Year: Enter the year model of the vehicle, e.g or 2004 Registration Number: Type in the Registration Number of the vehicle. Click Add. The page will refresh, adding the vehicle details. Edit Vehicle Details: Click Edit next to the listed Vehicle. The page will refresh, opening all fields for editing. Click Update when all editing has been done. The page will refresh, saving all changes. View Vehicle Details: Click View next to the listed Vehicle. The page will refresh, opening all details. Delete Vehicle Details: Click Edit next to the listed Vehicle. Tick the box next to Delete. Click Update. The page will refresh, removing details. Peopleplus HR User Guide v2.7 Copyright Page 65

66 Disciplinary Counselling Hover your cursor over the Employee Information tab. Hover your cursor over the Disciplinary column from the drop down menu and select Counselling. The main page will refresh, opening the Counselling page. Add Counselling: Click Add, as shown above. The page will refresh, displaying the Counselling form: Peopleplus HR User Guide v2.7 Copyright Page 66

67 Counselling Date: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Counselling Time. Reported To, Initiator and Counsellor: Select from the drop down lists. The following aspects concerning your work performance and/or conduct have come to my attention and Acceptable standards expected from you, applicable to work performance and/or conduct: Enter into the open fields. Click Add. The page will refresh saving all details. Edit Counselling: Click Edit next to the listed Counselling. The page will refresh, opening fields for editing. Click Update when editing has been done. The page will refresh, saving all changes. View Counselling: Click View next to the Counselling. The page will refresh, displaying all details. Delete Counselling: Click Edit next to the listed Counselling. Tick the box next to Delete. Click Update. The page will refresh, removing the Disciplinary. Verbal Warning Hover your cursor over the Employee Information tab. Hover your cursor over the Disciplinary column from the drop down menu and select Verbal Warning. The main page will refresh, opening the Verbal Warnings page. Peopleplus HR User Guide v2.7 Copyright Page 67

68 Add a Verbal Warning: Click Add, as shown above. The page will refresh, displaying the Verbal Warning form: Incident Date: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Incident Time, Reported To, Initiator and Offence: Select from the drop down lists. To view a description of the Offence, click on the icon. Offence Description: Enter additional details into the open field. Sanction: Select from the drop down list. To view a description of the Sanction, click on the icon. Valid From Date and Valid To Date: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Peopleplus HR User Guide v2.7 Copyright Page 68

69 Click Add. The page will refresh, saving all details. Edit a Verbal Warning: Click Edit next to the listed Verbal Warning. The page will refresh, opening fields for editing. Click Update when editing has been done. The page will refresh, saving all changes. View a Verbal Warning: Click View next to the Verbal Warning. The page will refresh, displaying all details. Delete a Verbal Warning: Click Edit next to the listed Verbal Warning. Tick the box next to Delete. Click Update. The page will refresh, removing the Verbal Warning. Written Warning Hover your cursor over the Employee Information tab. Hover your cursor over the Disciplinary column from the drop down menu and select Written Warning. The main page will refresh, opening the Written Warnings page. Add a Written Warning: Click Add, as shown above. The page will refresh, displaying the Written Warning form: Peopleplus HR User Guide v2.7 Copyright Page 69

70 Incident Date: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Incident Time, Reported To, Initiator and Offence: Select from the drop down lists. To view a description of the Offence, click on the icon. Offence Description: Enter additional details into the open field. Sanction: Select from the drop down list. To view a description of the Sanction, click on the icon. Valid From Date / Valid To Date o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on.to turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Click Add. The page will refresh, saving all details Edit the Written Warning: Click Edit next to the listed Written Warning. The page will refresh, opening fields for editing. Click Update when editing has been done. The page will refresh, saving all changes. View a Written Warning: Click View next to the listed Written Warning. The Page will refresh displaying all details. Delete a Written Warning: Click Edit next to the listed Written Warning. The page will refresh, opening fields for editing. Tick the box next to Delete Click Update. The page will refresh, removing the Written Warning. Peopleplus HR User Guide v2.7 Copyright Page 70

71 Formal Disciplinary Enquiry Hover your cursor over the Employee Information tab. Hover your cursor over the Disciplinary column from the drop down menu and select Formal Disciplinary Enquiry. The main page will refresh, opening the Formal Disciplinary Enquiry page. Add a Formal Disciplinary Enquiry: Click Add, as shown above. The page will refresh, displaying the Formal Disciplinary form: Notification To Attend A Disciplinary Enquiry: Peopleplus HR User Guide v2.7 Copyright Page 71

72 Hearing Date: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Hearing Time, Reported To and Initiator: Select from the drop down lists. Venue and Venue Address: Enter into the open fields. Offence 1: Select from the drop down list. To view a description of the Offence, click on the icon. Offence Description: Enter additional details into the open field. Add another Offence: Click on the + sign to add another offence. This can be repeated to accommodate for as many Offences as is required. Chairperson: Select from the drop down list. Click Add. The page will refresh saving the Notification To Attend A Disciplinary Enquiry. Peopleplus HR User Guide v2.7 Copyright Page 72

73 Disciplinary Enquiry Findings: Peopleplus HR User Guide v2.7 Copyright Page 73

74 Date Of Enquiry: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop- up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL+ click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Chaired By: o Internal: Select from the drop down list. o External Chairperson: Enter into the open field. Tick the following six tick boxes if you followed these processes. Employer Representitive, Employer Witnesses, Employee Representatives, Employee Witnesses and Interpreter: Select from the drop down lists. Report Builder: o Chairperson Opening Statement, Employer Statement, Employee Statement, Witness Statement, Cross Examination. Chairperson Findings, Mitigating Factors and Aggravating Factors: Click the + sign to expand each section, and enter the details into the open fields. o Findings Per Offence: Select a Finding for each Offence from the drop down lists next to each Offence, and then select the Sanction for each Offence from the next drop down list. o Disciplinary Sanction: Click the + to add the overall Disciplinary Sanction using the drop down list, and enter any additional reasoning for this Sanction into the open field, if required. Valid From Date and Valid To Date: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Click Add. The page will refresh, saving the Disciplinary Enquiry Findings. Peopleplus HR User Guide v2.7 Copyright Page 74

75 Disciplinary Appeal: Appeal Submission Date and Appeal Hearing Date: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Appeal Chairperson: Select from the drop down list. Appeal Findings: o Appeal Overview and Appeal Findings: Click the + sign to expand each section, and enter the details into the open fields. Click Add. The page will refresh saving the Disciplinary Appeal. Edit the Formal Disciplinary Enquiry: Click Edit next to the listed Formal Disciplinary Enquiry. The page will refresh, opening fields for editing. Click Update when editing has been done. The page will refresh, saving all changes. View and Print a Formal Disciplinary Enquiry: Hover over the icon next to the specific Formal Disciplinary Enquiry to view the individual pages of the Formal Disciplinary Enquiry that are viewable: Click on the required page. A new window will open, displaying the selected page. Delete a Formal Disciplinary Enquiry: Click Edit next to the listed Formal Disciplinary Enquiry. The page will refresh, opening fields for editing. Tick the box next to Delete. Click Update. The page will refresh, removing the Written Warning. Peopleplus HR User Guide v2.7 Copyright Page 75

76 Disciplinary (Old) This module is used to View and/or Edit Disciplinaries that were added to the system using the previous version of our Disciplinary module. Hover your cursor over the Employee Information tab. Hover your cursor over the Disciplinary column from the drop down menu and select Disciplinary (Old). The main page will refresh, opening the Disciplinary History page. Edit a Disciplianry: Click Edit next to the listed incident. The page will refresh, opening fields for editing. Click Update when editing has been done. The page will refresh, saving all changes. View a Disciplinary: Click View next to the listed incident. The Page will refresh, displaying all details. Delete a Disciplinary: Click Edit next to the listed incident. The page will refresh, opening fields for editing. Tick the box next to Delete. Click Update. The page will refresh, removing the incident. Peopleplus HR User Guide v2.7 Copyright Page 76

77 Request A New Offence Hover your cursor over the Employee Information tab. Hover your cursor over the Disciplinary column from the drop down menu and select Request A New Offence. The main page will refresh, opening the New Offence History page. Add a Request for a New Offence: Click Add, as shown above. The page will refresh, displaying the New Offence Details form: Offence Description: Enter into the open field. Offence Category: Select from the drop down list. Reason for request: Enter into the open field. Click Submit. The page will refresh, saving all details and submitting a Request to the PeoplePlus team. View a Request for a New Offence: Click View next to the listed New Offence. The Page will refresh, displaying all details. Peopleplus HR User Guide v2.7 Copyright Page 77

78 Disciplinary Guide This module allows the User to view the PeoplePlus Disciplinary Guide, which offers step-by-step guidance to using the PeoplePlus Disciplinary module correctly. Hover your cursor over the Employee Information tab. Hover your cursor over the Disciplinary column from the drop down menu and select Disciplinary Guide. A new window will appear, displaying the progress of loading the Disciplinary Guide for viewing. You can scroll through the Guide to read it, save the Guide onto your computer for later use, or print the Guide. When you are satisfied that you have achieved your goal, whether reading, saving or printing the Guide, close the window of the browser in which the Guide appears. Peopleplus HR User Guide v2.7 Copyright Page 78

79 Settings Settings - > Login Hover your cursor over the Employee Information tab. Hover your cursor over the Settings column from the drop dwon menu and select Settings - > Login. The main page will refresh, opening the Employee Login Details page: Add/Edit Login details: Click Edit. The page will refresh, opening all fields for editing. Address: Clear the field and type in a new Address, if necessary. New Password: Type a new Password into the open field. If the Password must remain the same, leave the field empty. Change Password on Login: Select Yes if you have entered a new Password. The employee will be requested to change his/her Password with their next login. Select No if you do not require the Password to be changed by the employee with their next login. Idle Length: Select from the drop down list the length of time that the system will stay logged in when unattended. Send login details & security code: Select Yes to send this employee s login details, as well as Security Code to the employee when you add them. If you select No, you can send the login details to the employee at a later stage. Cellphone Number: Enter the employee s cellphone number into the open field. Click Update. The page will refresh, saving all changes. Settings - > System In the Employee System Settings, the employee's status and permission group/level will be displayed. Different users have different privileges in the organisation. The system allows the organisation to create a variety of user types, of which each may have different configurable access to modules, pages or fields. In result, depending on your user type, this section can be edited. Hover your cursor over the Employee Information tab. Hover your cursor over the Setting Column from the drop down menu and select Settings - > System. Peopleplus HR User Guide v2.7 Copyright Page 79

80 The main page will refresh, opening the Employee System Details page. Add/Edit System Settings: Click Edit. The page will refresh, opening all fields for editing: Function Group: Select from the drop down list. This will be the employee's access and functionality rights on the system. Employees will not have the functionality to change their own User Group only administrator or some supervisors. Active Status: Select from the drop down list. If this status is set as Disabled, the employee will remain on the system, but will be hidden. Unresolved Status: Select from the drop down list. If there are any details outstanding on the specific employee's file, select unresolved. There is also a Delete This Employee option in the Employee System Settings. Only the PeoplePlus consultants havee access to this option, which can be used to delete an employee from the system. The reason that this is a limited access feature is due to the fact that on deletion of an employee, all of the data and history associated to the employee is also removed, and is wiped from the database. This means that the data is irretrievable. The best example of when you can request that an employee is removed from your system is when you add a new employee to the system but the employee never actually joins the company (abscondment). Click Update. The page will refresh, saving the details. Settings - > When Away In the Employee When Away Settings, the Leave and Training application notifications that are set to be directed to this employee can be redirected in the event of this employee being on Leave or Training themselves. Hover your cursor over the Employee Information tab. Hover your cursor over the Setting Column from the drop down menu and select Settings - > When Away. Peopleplus HR User Guide v2.7 Copyright Page 80

81 The main page will refresh, opening the When I am away... page. Add/Edit System Settings: Click Edit. The page will refresh, opening all fields for editing. Send Leave Applications To and Send Training Applications To: Select from the drop down lists. Click update. The page will refresh, saving all changes. Peopleplus HR User Guide v2.7 Copyright Page 81

82 Additional Assigned Tasks Hover your cursor over the Employee Information tab. Hover your cursor over the Additional column from the drop dwon menu and select Assigned Tasks. The main page will refresh, opening the Assigned Tasks page. Please refer to Assigned Tasks on Page 31. Audit Log Hover your cursor over the Employee Information tab. Hover your cursor over the Additional column from the drop dwon menu and select Audit Log. The main page will refresh, opening the Audit Log page: Select Audit Log, as shown above. The Main Page will refresh, opening the Audit Log. Peopleplus HR User Guide v2.7 Copyright Page 82

83 The default page will display the latest changes made on the system, indicating: o The number of the change. o The page where the change was made. o The field that was changed. o What the old information was. o What the new information is. o The person that made the changes. o The date and time of the change. o The ID of the change. o The type of change that was made. This page is for viewing only. It allows you to see what changes were made, and who made the changes, so that, if a problem arises, you will be able to implement the correct disciplinary measures, if necessary. This page may be printed by clicking on the print icon. Injury On Duty Hover your cursor over the Employee Information tab. Hover your cursor over the Additional column from the drop down menu and select Injury On Duty. The main page will refresh, opening the Injury On Duty History page: Peopleplus HR User Guide v2.7 Copyright Page 83

84 Add an Injury On Duty: Click Add, as shown above. The page will refresh, opening the Injury On Duty form: Date of Incident: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Injury Sustained and Overview: Enter into the open fields. Healthcare Practitioner: Select the Practitioner s title from the drop down list, and enter the Practitioner s name into the open field. Dates Off Duty: Select the dates that the employee will be booked off. o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop- up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates.the pop-up will close, uploading the date. Days: The system will automatically enter the number of Days once the Dates are selected. Apply for leave for this Employee: Select from the drop down list. WCA Number: Enter the WCA Number. Click Add. The injury will be listed, stating the Injury Date, Injury Cause and Injury Sustained. If the employee was booked off, the Employee s Supervisor will receive an , and a Leave Application Task will be listed in the Supervisor s Task s items. Peopleplus HR User Guide v2.7 Copyright Page 84

85 Edit an Injury On Duty: Click Edit next to the listed Injury. The page will refresh, opening all fields for editing. Click Update when editing has been done. The page will refresh, saving all changes. View an Injury On Duty: Click View next to the listed Injury. The page will refresh, displaying details. Delete an Injury On Duty: Click Edit next to the listed Injury. The page will refresh, opening fields for editing. Tick the box next to Delete. Click Update. The page will refresh, removing the Injury. To Do List Hover your cursor over the Employee Information tab. Hover your cursor over the Additional column from the drop down menu and select To Do List. The main page will refresh, opening the Own Tasks page. Please refer to Own Tasks on Page 24. Workflows Hover your cursor over the Employee Information tab. Hover your cursor over the Additional column from the drop down menu, select Workflows. The main page will refresh, opening the Workflows page. Please refer to Workflows on Page 31. Peopleplus HR User Guide v2.7 Copyright Page 85

86 Appraisals Hover your cursor over the Appraisals tab. 3 sections will be listed: Performance Contract: The employee s Individual and Company KPA s. Complete Appraisal: Completeing an employee s Appraisal by rating the employee s KPA s. Previous Appraisals: List of all employee s Previous Appraisals. Performance Contract In this section, the employee's Performance Contract is setup for Performance Appraisals. Once the Performance Contract is created, the Contract can be printed. The Performance Contract is divided into 3 segments: Key Performance Area Individual. Key Performance Area Company. Questionnaire. Each KPA is associated with a Measurement to make an assessment as to whether it was completed to an acceptable standard. All KPAs within each segment are associated with a Weight Percentage which determines the contribution value of each KPA toward the total objective for the particular Performance Appraisal. The Weighting of both segments must add up to 100% to save the Performance Contract. PLEASE NOTE: The Performance Contract cannot be Edited or Deleted once it has been saved. A new Performance Contract can be created in 4 ways: 1. Create a New Performance Contract. 2. Import a Template created in Configuration. 3. Import a Previous Performance Contract. 4. Import a Performance Contract setup in another employee's profile. Create a New Performance Contract: Name: Enter into the open field. From Template, From Previous and From Employee: Do not select, as this is a new Performance Contract. Peopleplus HR User Guide v2.7 Copyright Page 86

87 Click Next. No changes can be made to the Performance Contract Name once Next has been clicked. The main page will refresh, displaying 3 segments: o Key Performance Areas/Measures Company. o Key Performance Areas/Measures Individual. o Questionnaire: KPA s Add a KPA: Click Add KPA, as shown above. The Performance Criteria page will open in a new window: Key Performance Area and Measurement: Enter into the open fields. Deliverable Type: Select from the drop down list. Weight: Enter into the open field. Each KPA within each segment is associated with a Weight Percentage which determines the contribution value of each KPA toward the total objective for the particular Performance Appraisal, which must be 100%. Click Add. The Performance Criteria window will close and the main page will refresh, uploading the KPA under the relevant segment. The above steps can be redone as many times as you d like to create more KPAs and adding them to the Performance Contract. Peopleplus HR User Guide v2.7 Copyright Page 87

88 PLEASE NOTE: When any changes are made to the Performance Contract after adding the KPAs, the changes must be saved by clicking Save Changes, as shown above. Edit a KPA: Click Edit next to the relevant KPA. The KPA will open in a new window for editing. Click Save when editing has been done. The window will close and the main page will refresh, uploading the changes. Click Save Changes, as shown above. Delete a KPA: Click Edit next to the relevant KPA. The KPA will open in a new window. Tick the box next to Delete this KPA. Click Save. The main page will refresh, removing the KPA. Click Save Changes, as shown above. The Weighting may be changed before saving the Contract by amending the percentage next to the KPA, and clicking Save Changes. Questionnaire Add a Question: Click Add Question, as shown above. A new window will open with the Add Question block: Peopleplus HR User Guide v2.7 Copyright Page 88

89 Enter Question into the open field. Click Add. The window will close and the main page will refresh, adding the Question to the Performance Contract. PLEASE NOTE: When any changes are made to the Performance Contract after adding the KPAs, the changes must be saved by clicking Save Changes, as shown above. Edit a Question: Click Edit next to the relevant Question. The Question will open in a new window for editing. Click Save when editing has been done. The window will close and the main page will refresh, uploading the changes. Click Save Changes, as shown above. Delete a Question: Click Edit next to the relevant Question. The Question will open in a new window. Tick the box next to Delete this Question. Click Save. The main page will refresh, removing the Question. Click Save Changes, as shown above. The Weighting may be changed before saving the Contract by amending the percentage next to the KPA, and clicking Save Changes. Peopleplus HR User Guide v2.7 Copyright Page 89

90 Once the Performance Contract is completed, click Finalise, as shown above. The Weighting of both Company and Individual segments must add up to 100% to Finalise the Performance Contract. A pop- up will open, asking if you are sure you want to finalise the Contract. The Contract cannot be edited after Finalisation. The page will refresh, diverting back to the Create New Performance Contract page. The Performance Contract will be listed with a View link. The Performance Contract will be saved and listed in Complete Appraisal for both the employee and the supervisor to complete. PLEASE NOTE: The Performance Contract cannot be Edited or Deleted once it has been saved. 1. Importing a Performance Contract Template A Performance Contract Template may be used to create an employee s New Performance Contract. This template will be predefined in the Configuration section under the Setup tab. Name: Enter into the open field. From Template: Select a Performance Contract from the drop down list. From Previous and From Employee: Do not select either. Click Next. The page will refresh, uploading the selected Performance Contract Template. The KPA's and Questionnaire can be edited, deleted and new additions can be made. PLEASE NOTE: When any changes are made to the Performance Contract after adding the KPAs, the changes must be saved by Clicking Save Changes. From this point, follow the steps from KPA s, as described on page 88, through to Finalising the Performance Contract, as described on page 91. Peopleplus HR User Guide v2.7 Copyright Page 90

91 2. Importing a Previous Performance Contract A previous Performance Contract may be used to create an employee s New Performance Contract. Name: Enter into the open field. From Template: Do not select. From Previous: Select from the drop down list. From Employee: Do not select. Click Next. The page will refresh, uploading the selected Performance Contract Template. The KPA's and Questionnaire can be edited, deleted and new additions can be made. PLEASE NOTE: When any changes are made to the Performance Contract after adding the KPAs, the changes must be saved by Clicking Save Changes. From this point, follow the steps from KPA s, as described on page 88, through to Finalising the Performance Contract, as described on page Importing a Performance Contract from another employee's profile Name: Enter into the open field. From Template and From Previous: Do not select either. From Employee: Select from the drop down list. Only employees with previously completed Performance Contracts will be listed. Click Next. The page will refresh, uploading the selected Performance Contract Template. The KPA's and Questionnaire can be edited, deleted and new additions can be made. PLEASE NOTE: When any changes are made to the Performance Contract after adding the KPAs, the changes must be saved by Clicking Save Changes. Peopleplus HR User Guide v2.7 Copyright Page 91

92 From this point, follow the steps from KPA s, as described on page 8, through to Finalising the Performance Contract, as described on page 91. Complete Appraisal In this section, the employee's Performance Appraisal must be completed. The Appraisal cannot be completed if there is no Performance Contract setup. Complete the Performance Appraisal: The Appraisal must be completed by both the Employee and their Supervisor. Only the relevant person will be able to complete the relevant Performance Contract. PLEASE NOTE: The Supervisor will not be able to complete the Appraisal until the employee has completed the Appraisal first. Click Do Appraisal next to the entry. The page will refresh, opening the Performance Appraisal for rating. Rate each KPA by selecting from the drop down list. o The Rating Definitions can be viewed by selecting the icon next to the Rating drop down list. o A pop - up will open, listing the Definition of each Rating. A comment can be added with each KPA. Complete the Questions by entering the answers in the open field below the Question. o Click Save and Finalise when all KPA's and Questions have been completed. o Click Save and Continue Later if you wish to continue with the Appraisal later. The page will refresh, diverting back to the Complete Appraisal default page, displaying the Performance Appraisal Results. The Supervisor will be notified when the employee has completed the Appraisal. Once both the employee and Supervisor have completed the Appraisals, the Appraisals will be listed in the Previous Contracts section. Only the Supervisor s rating will be used for actual total rating. Previous Appraisals In the Previous Appraisal section, all completed Appraisals can be viewed. View a Previous Appraisal: Click View next to the relevant Performance Contract. Peopleplus HR User Guide v2.7 Copyright Page 92

93 A new window will open with a printable version of the Performance Contract. The Employee's Details, KPA s and answered Questions will display, with a signature block for both the employee and supervisor. This page may be printed by clicking on the print icon. Peopleplus HR User Guide v2.7 Copyright Page 93

94 Training Hover your cursor over the Training tab. 5 sections will be listed: Add/Apply for Training: Logged in user can apply for Training. Capture Training: Capturing Training application on behalf of another employee. Training for Approval: All training applications that must be approved by the User. Training History: The employee s training History. Training Recommendations: Training Recommended for the User. Add/Apply for Training Type of Training: Select from the drop down list. o If you select Programme, the above screen will display. Training Programme: Enter a keyword into the open field, or press the spacebar on your keyboard to display all Training Programmes in the search. Training Course: Select from the drop down list once Training Programme has been selected. Person To Approve: The Supervisor/Approver s name will appear by default. Comments/Notes: Enter into the open field. Approved: Select the appropriate Approved status from the drop down list. o If you select Awareness, the following screen will display: Peopleplus HR User Guide v2.7 Copyright Page 94

95 Training Course: Select from the drop down list. The page will refresh, extracting all details about the Course. Training Aspects: Select from the drop down list. The page will refresh again, extracting all details about the Module. Start Date and End Date: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Person To Approve: The Supervisor/Approver's name will appear by default. Comments/Notes: Enter into the open field, if necessary. Approved: Select the appropriate Approved status from the drop down list. Click Add. The page will refresh, saving the details in the Training Plan section and submitting it to the relevant Supervisor for approval. Capture Training Select the Type of Training from the drop down list. Type of Training: Normal. Peopleplus HR User Guide v2.7 Copyright Page 95

96 o Training Course: Select from the drop down list. The page will refresh, extracting all details about the Course. o Training Module: Select from the drop down list. The page will refresh again, extracting all details about the Module. o Start Date and End Date: Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker. Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. o Comments/Notes: Enter into the open field, if necessary. o Approved By: Select the appropriate Approved status from the drop down list. o Approved: Select from the drop down list. o Completed: Only tick the box once the specific employee has Completed the specific Training. o Click Add. The page will refresh, saving the information to the Employee s Details. Type of Training: Awareness. Peopleplus HR User Guide v2.7 Copyright Page 96

97 o Training Course: Select from the drop down list. The page will refresh, extracting all details about the Course. o Training Aspects: Enter into the open field. o Start Date and End Date: Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. o Comments/Notes: Enter into the open field, if necessary. o Approved By: Select the appropriate Approved status from the drop down list. o Approved: Select from the drop down list. o Completed: Only tick the box once the specific employee has Completed the specific Training. o Click Add. The page will refresh, saving the information to the Employee s details. Type of Training: Programme. o Training Programme: Enter a keyword into the open field, or press the spacebar on your keyboard to display all Training Programmes in the search. o Training Course: Select from the drop down list. o Comments/Notes: Enter into the open field, if necessary. o Approved By: Select the appropriate Approved status from the drop down list. o Approved: Select from the drop down list. o Completed: Only tick the box once the specific employee has Completed the specific Training. Outcomes & Assessments If there are Outcomes and Assessments linked to the Module of the Training Course that the employee applied for or completed, they will be listed in this section. This listing can be sorted by: Outcomes. Assessments. When selecting the sorting preference, the system will display a blank percentage block. Enter the employee's percentage of Output, Assessment and Over-All score in the blank blocks. PLEASE NOTE: These are specific required Outcomes and Assessments according to the SAQA specifications, which were selected to rate the employee. These details are added during the Configuration process. Peopleplus HR User Guide v2.7 Copyright Page 97

98 When the employee has completed the Course, this should be updated in the Training Plan section, and if it is part of Succession Training, it will be listed in the Succession Plan section. Training for Approval Approve a Training Application: The Training Application status will always be "In progress" until the supervisor has Approved or Declined the Application. Approve Training: Click Edit next to the listing. The page will refresh, diverting to the employee's profile and opening all fields for editing. Select Yes from the drop down list next to Approved. Click Update. The page will refresh, updating the employee's Training History. Decline Training: Click Edit next to the listing. The page will refresh, diverting to the employee's profile and opening all fields for editing. Select No from the drop down list next to Approved. Click Update. The page will refresh, updating the employee's Training History. Training History Peopleplus HR User Guide v2.7 Copyright Page 98

99 Edit a Training Application: Click Edit next to the listing. The page will refresh, opening all details for editing. Click Save. The page will refresh, saving all details. Approve a Training Application: Click Edit next to the listing. The page will refresh, opening all fields for editing. Tick the box next to Approved. Click Save. The page will refresh, saving all changes. On Completion of a Training Course: Click Edit next to the listing. The page will refresh, opening all fields for editing. Tick the box next to Complete. Enter the employee's Overall Score under Outcomes & Assessment percentage score. Click Save. The page will refresh, updating the Training Plan. Outcomes & Assessments If there are Outcomes and Assessments linked to the Module of the Training Course that the employee applied for or completed, they will be listed in this section. This listing can be sorted by: Outcomes. Assessments. When selecting the sorting preference, the system will display a blank percentage block. Enter the employee's percentage of Output, Assessment and Over-All score in the blank blocks. PLEASE NOTE: These are specific required Outcomes and Assessments according to the SAQA specifications, which were selected to rate the employee. These details are added during the Configuration process. View a Training Application: Click View next to the listing. The page will refresh, opening all detail of Training Application. Delete a Training Application: Click Edit next to the listing. The page will refresh, opening all fields for editing. Tick the box next to Delete. Click Save. The page will refresh, removing the Training Application. Peopleplus HR User Guide v2.7 Copyright Page 99

100 Leave Hover your cursor over the Leave tab. 9 Sections will be listed: Add/Apply for Leave: Logged in User can apply for Leave. Capture Leave: Capturing Leave application on behalf of another employee. Employee Leave Settings: Directing Leave applications to different Approval Supervisors. Leave Balance: Balances of the employee s Leave types. Leave for Approval: Leave applications that must be approved by you. Leave History: All Leave applications History. PLEASE NOTE: These sections will depend on your User Group. Add/Apply for Leave Complete Leave Application: Type Of Leave: Select from the drop down list. The employee s Balance of each Leave Type will also display. Person To Approve: Approval Supervisor s name will automatically display. Person To Notify: Name of the person that must be notified will automatically display. From/To: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Days: The system will automatically upload the number of days. 0.5 must be entered if it is a half day s Leave. Comment: Add additional information, if necessary. Peopleplus HR User Guide v2.7 Copyright Page 100

101 Approved: Select the status from the drop down list. Click Add. A Leave Validation Block will appear, indicating if there is a conflict of dates of other Leave or Training applications during the same period. The page will refresh, saving the Application in Leave History and submitting the Application to the relevant Approver. Capture Leave Capture Leave Application: Type Of Leave: Select from the drop down list. The employee s Balance of each Leave Type will also display. Approved By: Select from the drop down list. From/To: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Peopleplus HR User Guide v2.7 Copyright Page 101

102 Days Taken: The system will automatically upload the number of days. 0.5 must be entered if it is a half day s Leave. Comment: Add additional information, if necessary. Effect Balance?: Tick the box if this must affect the employee's Leave Balance. When the Leave is Approved, the Leave Balance will update automatically. Click Add. The page will refresh, saving the Application in Leave History. Employee Leave Settings Set the Employee Leave settings Click Edit, as shown above. The page will refresh, opening the Leave Settings page: Select all field options from the drop down lists. The 2 nd notification and 3 rd notification fields are optional. Click Update when the above have been selected. The page will refresh, updating the employee's profile. Peopleplus HR User Guide v2.7 Copyright Page 102

103 Leave Balance Click on Edit, as shown above. The page will refresh, allowing you to change the Current Balance: Click Update. The page will refresh, saving the change. Leave for Approval In the Leave for Approval section, all Leave Applications that must be Approved by you will be displayed. Leave can be Approved in 3 ways: From your Tasks section. From your Leave for Approval section. From your Leave History section. Peopleplus HR User Guide v2.7 Copyright Page 103

104 Approve a Leave Application: The Leave status will always be In Progress until the supervisor has Approved or Declined. Click Edit next to the listing. The page will refresh, diverting to the employee's profile and opening all fields for editing. Select Yes from the drop down list next to Approved. Click Update. A Leave Validation Block will appear, indicating if there is a conflict of dates during the same period. This prevents an employee from Applying for a different Leave Type when they have already Applied for other Leave Types, or if the employee Applied for Training during the same period. The page will refresh, updating the employee's Leave History. An will be forwarded to the employee. Decline a Leave Application: The Leave status will always be In Progress until the supervisor has Approved or Declined. Click Edit next to the listing. The page will refresh, diverting to the employee's profile. Select No from the drop down list next to Approved. Click Update. The page will refresh, updating the employee's Leave History. An will be forwarded to the employee. View a Leave Application: Click View next to the listing. The page will refresh, opening all Leave Details. PLEASE NOTE: A Leave Application cannot be edited. The Application must be declined and the employee must then reapply. Leave History The Leave status will always be In Progress until the supervisor has Approved or Declined. Peopleplus HR User Guide v2.7 Copyright Page 104

105 Approve Leave: Click Edit next to the listing. The page will refresh, opening the application. Select Yes from the drop down list next to Approved. Click Update. The page will refresh, updating the employee's Leave History. An will be forwarded to the employee. Decline Leave: Click Edit next to the listing. The page will refresh, opening the application. Select No from the drop down list next to Approved. Click Update. The page will refresh, updating the employee's Leave History. An will be forwarded to the employee. View a Leave application: Click View next to the listing. The page will refresh, opening all Leave application details. PLEASE NOTE: A Leave Application cannot be edited. The Application must be declined and the employee must then reapply. Peopleplus HR User Guide v2.7 Copyright Page 105

106 OHS Risk Compliance Certification Hover cursor over OHS Risk Compliance. 6 sections will be listed: Certification: Automatic notifications of renewal reminders. Clinic Visits Tracking list of employee clinic visits and treatment Injury on Duty List details of employee s injury on duty. Issued PPE Medical Surveillance Track the employee s compulsory medical check-ups. Add Certification: Click Add and a screen will open to enter the details of the certification Type of Certification Enter into the open text field Certification Provider Enter the provider that did the certification, open text filed Contact Person The name of the contact person at the provider where the certification was done, open text field. From/To - select the dates as follow: o Click the calendar icon - - next to the open field. Peopleplus HR User Guide v2.7 Copyright Page 106

107 o The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off pop-up blocker - go to tools on Internet Browser, select "Pop-up Blocker and select "Turn off popup blocker". If this does not work press CTRL + click on the icon to over right the blocker.) o Select the month and year from the drop down lists on top and click on the date. If the date is "Today" click "Today" below the dates. The pop-up will close and upload the date. Comments Add any additional comments or notes. Notifyee This is the name of the person that needs to be notified, when the certification is due to expire Enter the address of the person to be notified when a certification is due to expire Notification Date: This is a date you select for the system to notify you about a certification that is going to expire. A message will display as follows Click Add to save the certification record. Clinic Equipment On the Clinic Equipment page all equipment in the clinic will be listed. No editing can be done on this page. All updates and new entries must be done in the configuration section. Peopleplus HR User Guide v2.7 Copyright Page 107

108 If you do not have the user rights to update the configuration settings please contact your system administrator. View Clinic Equipment listing Click "View" next to the relevant equipment listing. The page will refresh opening Equipment Details Clinic Visits If this is the employee's first clinic visit the default page will appear as follows: If the employee has gone for a clinic visit, the last clinic visit will display and will be the ONLY entry that may be edited or items added: Peopleplus HR User Guide v2.7 Copyright Page 108

109 Add a Clinic Visit: Click "Add Visit" - top right corner. Page will refresh opening the clinic visits form as below Visit Date - select the date of the visit: o Click the calendar icon - - next to the open field. o The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off pop-up blocker - go to tools on Internet Browser, select "Pop-up Blocker and select "Turn off popup blocker". If this does not work press CTRL + click on the icon to over right the blocker.) o Select the month and year from the drop down lists on top and click on the date. If the date is "Today" click "Today" below the dates. The pop-up will close and upload the date. Visit Time - enter the time the employee arrived at the clinic. Departure Time - enter the time the employee left the clinic. Reason - enter the reason of the employee's clinic visit. Diagnosis - enter what the Dr/sister diagnosis was. Health Practitioner - Select the title of the Health Practitioner and enter the person's name in the free field. Notes add additional notes. Click "Add". The page will refresh and list the visit. The listing will appear as follows: Add Medicine/Consumables Once the clinic visit has been added, the medication given to the employee or used consumables must be added. Peopleplus HR User Guide v2.7 Copyright Page 109

110 Select from the drop down list Medicine or Consumable: The drop down list next to the selection will automatically upload all selection values. Select from the second drop down list what medication/consumable was used and/or given to the employee. Quantity - enter the Quantity given to the employee. Click "Add" next to the Quantity box. The page will refresh listing the given Medicine/consumable with the cost of the item/s. Every time medication and/or a consumable are added the system will automatically calculate the Total cost. View Previous Visits Click "View Previous Visits" below the "Last Clinic Visit" box. A second table will open listing all previous visits. Click "View" next to relevant listing. A pop-up will open with all the clinic visit details. This pop-up may be printed by clicking the print icon - - top right corner of the pop-up window. Peopleplus HR User Guide v2.7 Copyright Page 110

111 Injury On Duty The main page will refresh, opening the Injury On Duty History page: Add an Injury On Duty: Click Add, as shown above. The page will refresh, opening the Injury On Duty form: Date of Incident: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top and click on the date. o If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Injury Sustained and Incident Overview: Enter into the open fields. Healthcare Practitioner: Select the Practitioner s title from the drop down list, and enter the Practitioner s name into the open field. Dates Off Duty: Select the dates that the employee will be booked off. o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and Peopleplus HR User Guide v2.7 Copyright Page 111

112 select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists on top, then click on the date. o If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. IOD Days: The system will automatically enter the number of Days once the Dates are selected. Apply for IOD leave for this Employee: Select from the drop down list. WCA Number: Enter the WCA Number. Click Add. The injury will be listed, stating the Injury Date, Injury Cause and Injury Sustained. If the employee was booked off, the Employee s Supervisor will receive an , and a Leave Application Task will be listed in the Supervisor s Task s items. Edit an Injury On Duty: Click Edit next to the listed Injury. The page will refresh, opening all fields for editing. Click Update when editing has been done. The page will refresh, saving all changes. View an Injury On Duty: Click View next to the listed Injury. The page will refresh, displaying details. Issued PPE Click on the Issued PPE, and the following screen will open, showing all PPE equipment that has been issued to a particular employee. Click Add in the top right hand corner to add additional PPE Equipment issued to the employee. The following screen will open where the additional PPE Equipment Issued can be added. Peopleplus HR User Guide v2.7 Copyright Page 112

113 Type of PPE Select from the dropdown list Quantity Allocated enter into the open text field Date of Issue - select the date of the visit: o Click the calendar icon - - next to the open field. o The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off pop-up blocker - go to tools on Internet Browser, select "Pop-up Blocker and select "Turn off popup blocker". If this does not work press CTRL + click on the icon to over right the blocker.) o Select the month and year from the drop down lists on top and click on the date. o If the date is "Today" click "Today" below the dates. o The pop-up will close and upload the date. Comments Add any additional comments that may be relevant. View/Edit PPE Click View next to the PPE you want to view Click Edit to edit and PPE that has been issued. This will open all the fields for editing Make the necessary changes, then click Update to save the changes. Peopleplus HR User Guide v2.7 Copyright Page 113

114 Tick the Delete box, should you wish to delete the record of PPE Equipment issued. Medical Surveillance The medical surveillance section is used when employees need to have medical checkup on a regular basis The following screen will open, that shows the previous medical check up s that the employee has undergone. Add a new Medical Surveillance Click Add on the top right had corner, and the following screen will open where you can add the new medical surveillance. Date - select the date of the visit: o Click the calendar icon - - next to the open field. o The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off pop-up blocker - go to tools on Internet Browser, select "Pop-up Blocker and select "Turn off popup blocker". If this does not work press CTRL + click on the icon to over right the blocker.) o Select the month and year from the drop down lists on top and click on the date. If the date is "Today" click "Today" below the dates. The pop-up will close and upload the date. Peopleplus HR User Guide v2.7 Copyright Page 114

115 Medical Surveillance Conducted By Enter the name of the person who conducted the medical surveillance into the open text field Comments Add any relevant comments Next Medical Surveillance Date - select the date of the visit: o Click the calendar icon - - next to the open field. o The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off pop-up blocker - go to tools on Internet Browser, select "Pop-up Blocker and select "Turn off popup blocker". If this does not work press CTRL + click on the icon to over right the blocker.) o Select the month and year from the drop down lists on top and click on the date. If the date is "Today" click "Today" below the dates. The pop-up will close and upload the date. Medical Status Select from the drop down list o Cleared o Failed o Outstanding View/Edit Medical Surveillance Click View or Edit next the Medical Surveillance you would like to view or edit Click Edit next to the Medical Surveillance you would like to edit. The screen will refresh opening the fields for editing Once you have completed editing the entry, click Update to save the edited entry. To delete the medical surveillance, click and tick the Delete This Medical Surveillance, click Update and the screen will refresh deleting this entry. Peopleplus HR User Guide v2.7 Copyright Page 115

116 5 Module 2 Setup Introduction: This section describes how to set up your Company Details and Preferences, and fixed settings relating to the HR and Payroll Management of your company. Purpose: The purpose of this section is to assist you with setting up all of the details of your HR and Payroll to ensure the correct managing of your company. Setup Select Setup from the Module menu. A sub-listing will appear, displaying the 3 Setup options, as indicated. Peopleplus HR User Guide v2.7 Copyright Page 116

117 o Organisation The company s Organisational Setup (details). o Configuration The company s Configurational Setup (fixed settings and management). o Job Titles The Job Titles to be used for standard Job Description when adding an employee. Organisation The Organisation module refers to the company s Organisation Structure. There are 2 types of companies: Parent Company Holding Company/Head Office Child Company Business Unit/Department. Select Organisation from the Module Menu. The Module Selection Menu will refresh, listing the Parent Company: On initial Setup of your company, there will be no Child Companies linked to the Parent Company, as indicated by. Peopleplus HR User Guide v2.7 Copyright Page 117

118 Details Click on the Parent Company name to view the Organisation Details. The default screen will be the Details page: As you will notice, your company Details already appear in the Details section. This information comes from the subscription process. To correct these Details, click Edit, as shown above. The screen will refresh, opening all fields for editing. Once you have entered the correct data, click Update. The screen will refresh, displaying the corrected Details. Peopleplus HR User Guide v2.7 Copyright Page 118

119 Employee Statistics This screen displays an updated Employee Statistics Report of the selected Business Unit, up to the current date. The report may also be generated to display specific date periods. Select the From and To Dates: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists at the top, and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. o Ensure that you have followed these steps for both the From and To dates, if applicable. Click Lookup. The page will refresh, displaying the Employee Statistics for the selected date range. This page may be printed by clicking on the print icon. Peopleplus HR User Guide v2.7 Copyright Page 119

120 Organograms In this section, Organograms can be viewed. Organograms show the hierarchy within the Company, or its Departments/ Business Units. These Organograms can be viewed via 2 formats: Employee Organograms Organisational Organograms Employee Organogram This Organogram will display the employee reporting structure. Select the relevant Business Unit/ Department from the Module Selection Menu. The main screen will refresh, listing the details of the Business Unit/ Department. Hover your pointer over Organograms. Select Employee Organograms. The screen will refresh, displaying the Employee Organogram: Please Note: If any employee in the selected Department reports to a Supervisor in a different Department, the system will not be able to generate an Organogram. Organisational Organogram In the Organisational Organogram section, an Organogram can be generated according to the Company s Department structure. Select the relevant Business Unit/ Department from the Module Selection Menu. The main screen will refresh, listing the details of the Business Unit/ Department. Hover your pointer over Organograms. Select Organisational Organograms. The screen will refresh, displaying the Organisational Organogram: Peopleplus HR User Guide v2.7 Copyright Page 120

121 Job Titles In the Job Titles Module (Job Title Library), all created Job Titles will be listed with a Standard Job Description. When a Job Title is linked to an employee, the system automatically generates a Job Profile for the employee. Additional Information may be added or removed from the description once linked to the employee, but it will have no effect on the standard Job Description. Select Job Titles from the Module Menu: The Module Selection Menu will refresh, listing the Job Families (Groups). When there is a plus folder icon next to a Job Family, there are Job Titles linked to it. If there is a next to a Job Family, there are no Job Titles linked to it yet. Search a Job Title Click the Search icon at the top of the Module Selection Menu. The Module Selection Menu search engine icon will appear under the icons. o Enter the Job Title to be searched in the open field. o Click Search. The Module Selection Menu will refresh, listing the searched Job Title. If the Job Title is not on the system, nothing will be listed. o By entering the first 3 letters of the Job Title, the system will list all Job Titles starting with the specified 3 letters. Peopleplus HR User Guide v2.7 Copyright Page 121

122 The will open an alphabet panel. By selecting the relevant letter, the system will list all the Job Titles starting with the selected letter. Click on the Job Title that you would like to see. The screen will refresh, displaying the details of the Job Title, with Job Description as the default page. Add a Job Title Click the Add Job Title icon. The screen will refresh, displaying the New Job Title form: Job Title Name: Enter into the open field. Job Description Details: You can either type the full Description into the open field, or you can paste the Description from a Word document. o To paste from Word, go to the Word document in which the Job Description is saved, highlight the relevant text and copy it (Ctrl+C). o Click on the open field for Job Description. The o Click on the. A new window will open: will become available. Peopleplus HR User Guide v2.7 Copyright Page 122

123 o Click on the open field. Paste (Ctrl+V) the text into the field. o Click OK. The window will close, uploading the text into the Job Description field. Click Save. The screen will refresh, saving the Job Title/Description. When the Job Title has been added, it will be listed in the Module Selection Menu, linked below its Job Family. Job Description Edit the Job Description: Click Edit. The page will refresh, opening all fields for editing. Click Update when all editing has been done. The page will refresh, saving all changes. Peopleplus HR User Guide v2.7 Copyright Page 123

124 Delete the Job Description: Click Edit. The page will refresh, opening all fields for editing. Tick the box next to Delete. Click Update. The page will refresh, removing Job Description. Job Details On this page, additional Details are added to the Job Title. These Details are used for Recruitment, EEA data and Survey data (if applicable). These details are all specific to the selected Job Title. Add/Edit the Job Details: Click Edit. The screen will refresh, opening all fields for adding or editing: Peopleplus HR User Guide v2.7 Copyright Page 124

125 Minimum Salary and Maximum Salary: Enter into the open fields. Job Level: Select from the drop down list. Job Grade/Band, SOC Code and OFO Code: Enter into the open fields. Reporting Categories: o Occupational Category, Occupational Level, Core/Support Function and Scarcity: Select from the drop down lists. o Headcount For This Title: Enter into the open field. o Industry and Importance: Select from the drop down lists. o Role: Click the to select the Role Definition. Survey Information: o Survey Code and Survey Position Descriptin: Enter into the open fields. o Remuneration (Survey): Enter the Lower Quartile, Median, Upper Quartile and 90 th Percentile, which is calculated according to the Salary Survey that the company uses. Click Update. The page will refresh, saving all changes. Peopleplus HR User Guide v2.7 Copyright Page 125

126 6 Module 3: Payroll: Please refer to the PeoplePlus Payroll User Guide for more information on how to navigate through and use the Payroll Module. Peopleplus HR User Guide v2.7 Copyright Page 126

127 7 Module 4: Learning: Introduction This Module is the Training section of the PeoplePlus System. This will enable your employees to become more skilled, benefitting themselves and the company. Purpose The purpose of this section is to provide step by step guidance to add, amend and apply for Training, both internally and externally, within the PeoplePlus System. Learning Providers In this section, Learning Providers are added. Select Learning Management from the Module Menu, then select Learning Providers: Peopleplus HR User Guide v2.7 Copyright Page 127

128 Add a Learning Provider: Select the Add Learning Provider icon. The page will refresh, displaying the Learning Provider page: Name and Profile: Enter into the open fields. Families and Regions: Click on boxes next to relevant options. Physical Address, Postal Address, Postal Codes, Website Address, Tel Number, Fax Number, VAT Number and Registration Number: Enter into the open fields. Bank Name: Select from the drop down list. Branch Code, Branch Name, Account Name and Account Number: Enter into the open fields. Click Save. The page will refresh, adding the Learning Provider to the Module Selection Window. Edit a Learning Provider: Select the Learning Provider. The page will refresh, displaying the Learning Provider Details. Click Edit. The page will refresh, opening all fields for editing. Click Update when all editing has been done. The page will refresh, saving all changes. Delete a Learning Provider: Select the Learning Provider. The page will refresh, displaying the Learning Provider Details. Click Edit. The page will refresh, opening all fields for editing. Tick the box next to Delete. Peopleplus HR User Guide v2.7 Copyright Page 128

129 Click Update. The page will refresh, removing the Learning Provider. Add a Contact: Select the Add Contact icon. The page will refresh, displaying the Add Contact page: Provider: Select from the drop down list. Name, Branch Name, Physical Address, Postal Address, Postal Codes, , Tel Number and Mobile/Cell Number: Enter into the open fields. Make Contact Inactive: Tick the box if you want to set this Contact to become inactive. This is used when a Contact is employed by the Learning Provider on a contract basis etc. Inactive Date: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop- up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Click Save. The page will refresh, adding the Contact to the selected Learning Provider. Edit a Contact: Select the relevant Contact. The page will refresh, displaying the Contact Details. Click Edit. The page will refresh, opening all fields for editing. Click Update when all editing has been done. The page will refresh, saving all changes. Delete a Contact: Select the relevant Contact. The page will refresh, displaying the Contact Details. Click Edit. The page will refresh, opening all fields for editing. Tick the box next to Delete. Click Update. The page will refresh, removing the Contact. Peopleplus HR User Guide v2.7 Copyright Page 129

130 Learning Programmes: In this section, Learning Programmes are added. Add a Learning Programme: Select Learning Management from the Module Menu, then select Learning Programmes: Select the Add Learning Programme icon. The page will refresh, displaying the Learning Programme page: Name, Cost and Certification Type: Enter into the open fields. Generate Certificate?: Select from the drop down list. Duration and SAQA Qual ID: Enter into the open fields. Qualification Level and Qualification Name: Select from the drop down lists. Credits: Enter into the open field. Medium and Training Category: Select From the drop down lists. Validity Period and Programme Description: Enter into the open fields. Click Save. The page will refresh, adding the Learning Programme. Peopleplus HR User Guide v2.7 Copyright Page 130

131 Courses Edit a Learning Programme: Select the Learning Programme. The page will refresh, displaying the Learning Programme Details. Click Edit. The page will refresh, opening all fields for editing. Click Update when all editing has been done. The page will refresh, saving all changes. Delete a Learning Programme: Select the Learning Programme. The page will refresh, displaying the Learning Programme details. Click Edit. The page will refresh, opening all fields for editing. Tick the box next to Delete. Click Update. The page will refresh, removing the Learning Programme. Add a Course: Once you ve created the Learning Programme, select Courses: Click Add. The page will refresh, displaying the New Course page: Course Name, Course Description, Cost, Duration and Credits: Enter into the open fields. Click Add Training Course. The page will refresh, adding the Course. Edit a Course: Select the Course. The page will refresh, displaying the Course Details. Click Edit. The page will refresh, opening all fields for editing. Click Update when all editing has been done. The page will refresh, saving all changes. View a Course: Click View next to the relevant Course. Peopleplus HR User Guide v2.7 Copyright Page 131

132 The screen will refresh, opening all details. Delete a Course: Select the Course. The page will refresh, displaying the Course details. Click Edit. The page will refresh, opening all fields for editing. Tick the box next to Delete. Click Update. The page will refresh, removing the Course. Events In this section, Events are added. Select Learning Management from the Module Menu, then select Events: Add an Event: Select the Add Event icon. The page will refresh, displaying the Add Event page: Peopleplus HR User Guide v2.7 Copyright Page 132

133 Provider: Select from the drop down list. The Programmes related to that Provider will load. Programme: Select from the drop down list. The Courses related to that Programme will load. Course: Select from the drop down list. Click Save. The page will refresh, displaying the Event Added! block: Click the green arrow or blue text to configure more settings for the event: Click Edit to change the Event Details. This will not allow you to change the Programme Details. Click Update to save any changes. Click on Schedule. The page will refresh, displaying the Event Schedule page: Click Edit to change the Event Schedule details: Peopleplus HR User Guide v2.7 Copyright Page 133

134 Status, Publish, Employees?: Select from the drop down lists. Start Date and End Date: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop- up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Time and Location: Select from the drop down lists. Venue, Region, City: Enter into the open fields. Assessor, Moderator and Facilitator: Select from the drop down lists. Max Attendees: Enter into the open fields. Click Update. The screen will refresh, saving all changes. Click on Attendees. The page will refresh, displaying the Attendees page: Peopleplus HR User Guide v2.7 Copyright Page 134

135 Select employees from the block. To select multiple emloyees, press Ctrl+click. Click Add. A pop-up will appear to ensure that you want to add the selected employees to the event: To proceed, click OK. The page will refresh, loading the selected employees into the Attendees block: When Assessments have been performed by an employee, click to capture the Assessment. A pop-up block will appear: Assessor, Moderator and Competent: Select from the drop down lists. Assessment Start Date and End Date: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop- up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) Peopleplus HR User Guide v2.7 Copyright Page 135

136 o Select the month and year from the drop down lists and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Associated Document: o Click Browse. A pop-up will appear. o Navigate to where the document is located on your computer. Either double-click on the document s name, or click once on the document s name and click Open. o The document s URL will now appear in the open field. Click Save. Once all Assessments have been captured for the employee, close the window by clicking. Click on Costs. The page will refresh, displaying the Event Costs page: Click Add. The page will refresh, allowing you to add Event Costs: Amount: Enter into the open field. Cost Type: Select from the drop down list. Cost Date: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Cost Description: Enter into the open field. Click Add. The page will refresh, saving the Event Cost. Certificates In this section, Certificates can be generated. Select Learning Management from the Module Menu, then select Certificates: Peopleplus HR User Guide v2.7 Copyright Page 136

137 The page will refresh, displaying the Learning Certificate page: From and To: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Programme and Employee: Select from the drop down lists. Click Generate Report. A pop-up will appear with the options to either Save, Open or Cancel the Excel-compatible file with the details required to generate printable certificates. Peopleplus HR User Guide v2.7 Copyright Page 137

138 8 Module 5: OHS Risk Compliance First Aid Medicine Select OHS Risk Compliance from the Module Menu, then select First Aid Medicine: The page will refresh, displaying the First Aid Medicine page: Add First Aid Medicine: Click Add. The page will refresh, displaying the Add Medicine page: Peopleplus HR User Guide v2.7 Copyright Page 138

139 Product, Strength, Quantity On Hand, Cost Per Single Item, Minimum Order Quantity, Supplier, Contact Person, Telephone Number: Enter into the open fields. Notifyee: o Employee Name: Select from the drop down list. o Enter into the open field. Notification Date: o Click. A message will appear to inform you that the system will automatically notify the Notifyee by when the minimum order quantity is reached. o Click Close to close the information block. Click Save. The page will refresh, adding the First Aid Medicine. Edit a First Aid Medicine: Select the First Aid Medicine. The page will refresh, displaying the First Aid Medicine Details. Click Edit. The page will refresh, opening all fields for editing. Click Update when all editing has been done. The page will refresh, saving all changes. Delete a First Aid Medicine: Select the First Aid Medicine. The page will refresh, displaying the First Aid Medicine Details. Click Edit. The page will refresh, opening all fields for editing. Tick the box next to Delete. Click Update. The page will refresh, removing the First Aid Medicine. Peopleplus HR User Guide v2.7 Copyright Page 139

140 First Aid Consumables Select OHS Risk Compliance from the Module Menu, then select First Aid Consumables: The page will refresh, displaying the First Aid Consumables page: Add First Aid Consumables: Click Add. The page will refresh, displaying the Add Consumable page: Product, Quantity On Hand, Cost Per Single Item, Minimum Order Quantity, Supplier, Contact Person, Telephone Number: Enter into the open fields. Notifyee: o Employee Name: Select from the drop down list. o Enter into the open field. Notification Date: o Click. A message will appear to inform you that the system will automatically notify the Notifyee by when the minimum order quantity is reached. Peopleplus HR User Guide v2.7 Copyright Page 140

141 o Click Close to close the information block. Click Save. The page will refresh, adding the First Aid Consumable. Edit First Aid Consumables: Select the First Aid Consumable. The page will refresh, displaying the First Aid Consumable Details. Click Edit. The page will refresh, opening all fields for editing. Click Update when all editing has been done. The page will refresh, saving all changes. Delete First Aid Consumables: Select the First Aid Consumable. The page will refresh, displaying the First Aid Consumable Details. Click Edit. The page will refresh, opening all fields for editing. Tick the box next to Delete. Click Update. The page will refresh, removing the First Aid Consumable. PPE Equipment Select OHS Risk Compliance from the Module Menu, then select PPE Equipment: The page will refresh, displaying the PPE Equipment page: Peopleplus HR User Guide v2.7 Copyright Page 141

142 Add PPE Equipment: Click Add. The page will refresh, displaying the PPE Equipment page: PPE Equipment, Quantity On Hand, Cost per Item, Minimum order quantity, Supplier, Contact Person, Telephone Number: Enter into the open fields. Notifyee: o Employee Name: Select from the drop down list. o Enter into the open field. Notification Date: o Click. A message will appear to inform you that the system will automatically notify the Notifyee by when the minimum order quantity is reached. o Click Close to close the information block. Click Save. The page will refresh, adding the PPE Equipment. Edit PPE Equipment: Select the PPE Equipment. The page will refresh, displaying the PPE Equipment Details. Click Edit. The page will refresh, opening all fields for editing. Click Update when all editing has been done. The page will refresh, saving all changes. Delete PPE Equipment: Select the PPE Equipment. The page will refresh, displaying the PPE Equipment Details. Click Edit. The page will refresh, opening all fields for editing. Tick the box next to Delete. Click Update. The page will refresh, removing the PPE Equipment. Peopleplus HR User Guide v2.7 Copyright Page 142

143 Equipment Asset Register Select OHS Risk Compliance from the Module Menu, then select Equipment Asset Register: The page will refresh, displaying the Equipment Asset Register page: Add an Asset to the Equipment Asset Register: Click Add. The page will refresh, displaying the Add Equipment Asset Register page: Asset, Serial Number/Registration Number, and Quantity: Enter into the open fields. Vehicle License Renewal: Valid From and Valid To: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop- up Blocker and select Peopleplus HR User Guide v2.7 Copyright Page 143

144 "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Equipment Service Interval: Enter into the open field. Last Service and Next Service: o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop- up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Maintainance Company, Contact Person, Contact Number: Notifyee: o Employee Name: Select from the drop down list. o Enter into the open field. Notification Date: o Click. A message will appear to inform you that the system will automatically notify the Notifyee by when the minimum order quantity is reached. o Click Close to close the information block. o Click the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop- up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.) o Select the month and year from the drop down lists and click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Upload a Attachment: o Click Browse next to the open field. Your My Documents will open. o Navigate to where the Document has been saved. o Double click on the Document name. The system will upload the Document. Click Save. The page will refresh, adding the Asset to the Equipment Asset Register. Edit an Asset in the Equipment Asset Register: Select the Asset in the Equipment Asset Register. The page will refresh, displaying the Asset Details. Click Edit. The page will refresh, opening all fields for editing. Click Update when all editing has been done. The page will refresh, saving all changes. Delete an Asset in the Equipment Asset Register: Select the Asset in the Equipment Asset Register. The page will refresh, displaying the Asset Details. Peopleplus HR User Guide v2.7 Copyright Page 144

145 Click Edit. The page will refresh, opening all fields for editing. Tick the box next to Delete. Click Update. The page will refresh, removing the Asset from the Equipment Asset Register. Contractor Management Select OHS Risk Compliance from the Module Menu, then select Contractor Management: Add a Contractor: Select the from the Module Selection Menu to add a new Contractor. The page will refresh, displaying the Contractor Details page: Enter all details into the relevant open fields. To view the helpful Contractor Checklist, click on Download. o A new window will open, and the Contractor Checklist will open. Click Save to save the Contractor s Details. Peopleplus HR User Guide v2.7 Copyright Page 145

146 Edit a Contractor: Select the relevant Contractor in the Contractor menu. The page will refresh, displaying the Contractor Details. Click Edit. The page will refresh, opening all fields for editing. Click Update when all editing has been done. The page will refresh, saving all changes. Delete a Contractor: Select the relevant Contractor in the Contractor menu. The page will refresh, displaying the Asset Details. Click Edit. The page will refresh, opening all fields for editing. Tick the box next to Delete. Click Update. The page will refresh, deleting the Contractor. Generate Reports Select OHS Risk Compliance from the Module Menu, then select Contractor Management, and then Generate Reports: The page will refresh, displaying the Contractor Report writer: Peopleplus HR User Guide v2.7 Copyright Page 146

147 To generate a report, select the required fields by ticking the box next to the Field Name. To save this report for future ease-of-use, give the report a name. Click Generate Report to create your report. The page will refresh, displaying the report with all of the fields that you selected previously. o You can export the report to MS Excel for further manipulation by clicking. o You can also print the report by clicking. Saved Reports Select OHS Risk Compliance from the Module Menu, then select Contractor Management, and then Saved Reports: The Module Selection Menu will refresh, displaying your previously generated and saved reports: Peopleplus HR User Guide v2.7 Copyright Page 147

148 To regenerate a report, click on the name of the report. The screen will refresh, displaying the previously selected and saved fields of the report. Additional fields can be selected, or existing fields can be delected by clicking on the tickbox next to the field name. The report can be renamed by typing the new name into the field. If you d like to oiverwrite the previously saved fields of the report, tick the Save Changes tickbox. If you d like to create a new report, tick the Create New tickbox. Click Generate Report to create your report. The page will refresh, displaying the report with all of the fields that you have selected. o You can export the report to MS Excel for further manipulation by clicking. o You can also print the report by clicking. Click Delete Report if you d like to delete this Saved Report. Peopleplus HR User Guide v2.7 Copyright Page 148

149 9 Module 6: myhr : Introduction In the myhr Module, you will have access to the myhr Job and business communication Portal. PLEASE NOTE: For the purposes of this User Guide, we will only be discussing the MyRecruiter portion of the myhr Portal. You can add Vacancies for your company here, as well as browse uploaded Profiles and CV s that job seekers have uploaded. Purpose The purpose of this section is to provide step-by-step guidance to using the myhr Module. myhr Select myhr from the Module Menu: A new tab will open in your browser, displaying the myhr Portal at Peopleplus HR User Guide v2.7 Copyright Page 149

150 Hover your cursor over the MyRecruiter tab, as indicate above. A dropdown will appear, as indicated below: Add Your CV Here you can upload and edit your own CV. Click Add Your CV, as indicated above. The screen will refresh, opening the Add a CV page. Peopleplus HR User Guide v2.7 Copyright Page 150

151 Peopleplus HR User Guide v2.7 Copyright Page 151

152 Enter the details into the open fields. o All fields marked with an asterisk (*) are required fields. o You can decide to display your CV now or at a later stage. If you choose to not display now, you can use the Edit Existing CV later on to display your CV. To add this CV enter the security code into the open field. o The security code can be refreshed by clicking on the icon. Tick the box to accept the Terms and Conditions. o To read the Terms and Conditions, click on I agree to the linked terms and conditions*. Click Add CV to add your CV. The page will refresh, displaying your unique Reference Number and Code, which will be used to login to edit this CV: Ensure that you save these details in a safe place. o You can print these details by clicking on the icon. Peopleplus HR User Guide v2.7 Copyright Page 152

153 Edit Existing CV: Hover your cursor over the Online CV s tab. Select Edit Existing CV. The page will refresh, displaying the Edit Existing CV screen: Enter your ID Number and the Password that were provided to you in order to Edit your CV. Click Next. The page will refresh, displaying your CV. Make your changes by clicking on Edit. Once you are fnished making your changes, click on Save. Your editted CV will now appear under the Browse/Search Online CV s search. Forgot Your Login Details?: Click on Forgot Your Login Details?. The page will expand, allowing you to enter details in order to receive your forgotten login details: Enter your ID Number and Your Mother s Name into the open fields. Peopleplus HR User Guide v2.7 Copyright Page 153

154 Enter the security code into the open field and click on Next. o The security code can be refreshed by clicking on the Click Next. The page will refresh, displaying your login details. icon. Browse/Search Online CV s: Hover your cursor over the Online CV s tab. Select Browse/Search Online CV s. The page will refresh, displaying the Browse Vacancies screen: You can search the available CV s here by using the Search filters: o Keywords. o Province, City or Town. o Category. Once you have used the Search filters to narrow down your search, click on Search to display the selected CV s. If you want to view all available CV s, click on Show All: Peopleplus HR User Guide v2.7 Copyright Page 154

155 To open the details of a CV, click on View. The CV details will open in a new window: To view more details, enter the security code into the open field and click on Next. o The security code can be refreshed by clicking on the icon. The page will refresh, displaying all the details for this CV, such as contact details. Peopleplus HR User Guide v2.7 Copyright Page 155

156 Reference Checks Here you can perform Reference Checks on potential employees that you may be interested in employing. Select Reference Checks. The page will refresh, displaying the Reference Checks Enquiry screen: Peopleplus HR User Guide v2.7 Copyright Page 156

157 Enter the required details pertaining to the Candidate into the relevant fields. o If you would like to clear the sheet of all details that you have entered, click Reset. Select what kind(s) of Check(s) you would like to perform on this person. When you have filled in all possible details, click Submit. PLEASE NOTE: This service is supplied by an external party, and PeoplePlus cannot be held liable for any incorrect payments or incorrect information received by you from the Supplier. Vacancies Here you can search available Vacancies or upload your company s Vacancies. Browse Vacancies: Hover your cursor over the Vacancies tab. Select Browse/Search Vacancies. The page will refresh, displaying the Browse Vacancies screen: Peopleplus HR User Guide v2.7 Copyright Page 157

158 You can search the available Vacancies here by using the Search filters: o Keywords. o Province, City or Town. o Category. Once you have used the Search filters to narrow down your search, click on Search to display the selected Vacancies. If you want to view all available Vacancies, click on Show All: To open the details of a Vacancy, click on View. The Vacancy details will open in a new window: Peopleplus HR User Guide v2.7 Copyright Page 158

159 To view more details, enter the security code into the open field and click on Next. o The security code can be refreshed by clicking on the icon. The page will refresh, displaying all the details for this Vacancy, such as who to contact. Add a New Vacancy: Hover your cursor over the Vacancies tab. Select Add a New Vacancy. The page will refresh, displaying the Add a Vacancy screen: Enter the details into the open fields. o All fields marked with an asterisk (*) are required fields. o You can decide to publish the vacancy now or at a later stage. If you choose to not publish now, you can use the Edit Existing Vacancy later on to publish the Vacancy. To add this Vacancy enter the security code into the open field. o The security code can be refreshed by clicking on the icon. Peopleplus HR User Guide v2.7 Copyright Page 159

160 Tick the box to accept the Terms and Conditions. o To read the Terms and Conditions, click on I agree to the linked terms and conditions*. Click Next to add your Vacancy. The page will refresh, displaying your unique Reference Number and Code, which will be used to login to edit this Vacancy: Ensure that you save these details in a safe place. o You can print these details by clicking on the icon. Edit Existing Vacancy: Hover your cursor over the Vacancies tab. Select Edit Existing Vacancy. The page will refresh, displaying the View/Edit My Vacancy screen: Enter thereference Number and Code that were provided to you in order to Edit your Vacancy. Click Next. The page will refresh, displaying your Vacancy. Make your changes by clicking on Edit. Once you are fnished making your changes, click on Save. Your editted Vacancy will now appear under the Browse Vacancy search. Forgot Your Login Details?: Click on Forgot Your Login Details?. The page will expand, allowing you to enter details in order to receive your forgotten login details: Peopleplus HR User Guide v2.7 Copyright Page 160

161 Enter your ID Number and Address into the open fields. Enter the security code into the open field and click on Next. o The security code can be refreshed by clicking on the Click Next. The page will refresh, displaying your login details. icon. Peopleplus HR User Guide v2.7 Copyright Page 161

162 10 Module 7: HR Reports : Introduction In the HR Reports module, various types of HR Reports may be generated, ie. Employee Reports, EEA Reports and Adhoc Reports with your own specifications. The EEA Reports will be generated according to the regulations of the Department of Labour for submission. The other HR Reports may be extracted to an Excel spreadsheet or may be printed in the PeoplePlus print format. Each report will have the relevant Company details and Logo as a header. Purpose The purpose of this Training Manual is to provide a step by step guidance to generate accurate HR Reports. Reports Select Reports from the Module Menu: The Module Selection Menu will refresh, listing all HR Reports that may be generated: Peopleplus HR User Guide v2.7 Copyright Page 162

163 Create New Report This is our Report Writer. This feature allows you to create a custom report that can extract any HRrelated information that is in your system. Employee Reports These reports are reports relating to the Employees of the Company. Statutory Reports This section contains Legislative reports, namely the Employment Equity (EEA2), Workplace Skills Plan (WSP) and Annual Training Report (ATR). Shared Reports These reports are reports that have previously been generated by the logged in User, and were shared with other Users. My Reports These are reports that have previously been generated by the logged in User. Employee Reports The standard reports that are available under the Employee Reports are o Attendance Report Select the All Business Units to generate for all business units, and the period, click Generate. Selected Business Units, and the following screen will open Peopleplus HR User Guide v2.7 Copyright Page 163

164 Statutory Reports: o Select the business units that you want to generate the report for by placing a tick in the box next to the name of the business unit. Click Add Selected>>, select the period and click Generate Report. o Audit Report List Changes for - select from the drop down list, List Changes for - select from the drop down list, By Page - select from the drop down list, Type Select from the drop down list o Job Title Report o Leave Balance Report Select the type of leave balance you would like to view, select all employees or select employees and select as above. Click Generate o Leave Taken Report Select the dates you would like to view. Select all employees or selected employees, leave type and leave status. Click Generate Report ATR Report Annual Training Report, this report cannot be exported to Excel EEA Report Employment Equity Report will generate in the format to be submitted to the Department of Labour. This report cannot be exported to Excel. WSP Report Work Place Skills Plan Report. This report cannot be exported to Excel. Shared Reports and My Reports: Select My Reports or Shared Reports from the Module Selection Menu. o My Reports Report previously generated by the User. o Shared Reports Report previously generated by the user and was shared with other users. All previous generated saved reports will be listed. By selecting one of these reports the Main Page will refresh opening the specification Report Form of the selected Report. These specifications may be changed if necessary. The same report may be generated again with different dates or fields or values. Peopleplus HR User Guide v2.7 Copyright Page 164

165 11 Module 8: Document Library: Introduction In this section, the Company Documents are uploaded to be viewed in each employee s profile, depending on the employees User Group privileges. Purpose The purpose of this Training Manual is to provide a step by step guidance to upload Company Documents. Document Library Select Document Library from the Module Menu: The main page will refresh: Peopleplus HR User Guide v2.7 Copyright Page 165

166 Add a Company Document: Click Add. The page will refresh, opening the Upload form: Document: o Click Browse. Your My Documents will open. o Navigate to where the Document is saved. o Double-click on the relevant Document. Your My Documents will close. o The document URL will be entered in the open field. Document Description / Name: Enter into the open field. Category: Select from the drop down list. User Groups: Select from the drop down list if All User Groups or Selected User Groups should have access to the Document. o If Selected User Groups was selected, the Select User Group block will appear. o Select the User Groups that should have access to the Document. Business Units: Select from the drop down list if All Business Units or Selected Business Units should have access to the Document. o If Selected Business Units was selected, the Select Business Unit block will appear. o Select the Business Units that should have access to the Document. Employees: Select from the drop down list if All Employees or Selected Employees should have access to the Document. o If Selected Employees was selected, the Select Employee block will appear. o Select the Employees that should have access to the Document. Click Upload. The page will refresh, uploading the Document to the Document Library. Edit a Company Document: Click Edit next to the listing. The page will refresh, opening all fields for editing. Click Update when all editing has been done. The page will refresh, saving all changes. PLEASE NOTE: The uploaded Company Document cannot be changed. The entry must be deleted and re-captured. View the Company Document Entry: Click View next to the listing. The page will refresh, opening all details. View Company Document: Click on the underlined document name under Download/View. A new page will open, displaying the selected Company Document. Delete a Company Document entry: Click Edit next to the listing. Tick the box next to Delete File. Click Update. The page will refresh, removing the Company Document. Peopleplus HR User Guide v2.7 Copyright Page 166

167 PLEASE NOTE: If any editing is done on the Company Document, the system will give you the option to save the Edited Company Document on your computer, it will not save onto the system. To update the uploaded Company Document, a new entry must be added. Peopleplus HR User Guide v2.7 Copyright Page 167

168 12 Module 9: My Services: My Services Activate Additional Modules: Click the tick box(es) next to the relevant Additional Module(s) that you would like to activate. PLEASE NOTE: HR Reports must first be activated in order to be able to activate any of the other HR Modules. Tick the box to agree to the terms and conditions. To view the terms and conditions, click A pop-up will appear displaying the terms of use: Peopleplus HR User Guide v2.7 Copyright Page 168

169 Close the terms and conditions in order to continue with your selections or to process your activations. Click Save to save your selections for activation. A Banking Details pop-up will appear, where you will need to enter your banking details. Click Save & Close to save your banking details. The Modules that you selected for activation will be immediately available. Peopleplus HR User Guide v2.7 Copyright Page 169

170 Deactivate Additional Modules: Click on the tick box next to the relevant Additional Module(s) that you would like to deactivate. A pop-up will appear to confirm your deactivation: PLEASE NOTE: If you deactivate the HR Reports must first be activated in order to be able to activate any of the Other HR Modules. Click OK to confirm your deactivation selection, or click Cancel to cancel your deactivation(s). The page will immediately refresh, and the Modules that you selected for deactivation will be immediately deactivated. Support Services Here, you will be able to view any Support costs that you have incurred. This area will be managed by a PeoplePlus consultant, and will only be viewable to you. Invoices Here, you will be able to view your company s Invoices. At a glance, you will be able to see your most recent invoices. You can view your full invoice by clicking on the or links. o When you click on either of these links, a new window will open, displaying your invoice. HTML View: Peopleplus HR User Guide v2.7 Copyright Page 170

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172 PDF View: You can save and/or print both formats of your invoice, or just view and close it, as your invoices will always remain available under the Invoices tab of the My Services. Peopleplus HR User Guide v2.7 Copyright Page 172