Fairsail HCM: Guide for HR Managers

Transcription

1 Fairsail HCM: Guide for HR Managers Version FS-HCM-HRM-UG R016.01

2 Fairsail All rights reserved. This document contains information proprietary to Fairsail and may not be reproduced, disclosed, or used in whole or in part without the written permission of Fairsail. Software, including but not limited to the code, user interface, structure, sequence, and organization, and documentation are protected by national copyright laws and international treaty provisions. This document is subject to U.S. and other national export regulations. Fairsail takes care to ensure that the information in this document is accurate, but Fairsail does not guarantee the accuracy of the information or that use of the information will ensure correct and faultless operation of the service to which it relates. Fairsail, its agents and employees, shall not be held liable to or through any user for any loss or damage whatsoever resulting from reliance on the information contained in this document. Nothing in this document alters the legal obligations, responsibilities or relationship between you and Fairsail as set out in the contract existing between us. This document may contain screenshots captured from a standard Fairsail system populated with fictional characters and using licensed personal images. Any resemblance to real people is coincidental and unintended. All trademarks and service marks mentioned in this document belong to their corresponding owners. FS-HCM-HRM-UG R Fairsail HCM: Guide for HR Managers Fairsail

3 Contents Contents About this Guide 8 Related Guides 8 Fairsail WX: Guide for Users 8 Fairsail Collaboration Portal: Guide for Users 8 Fairsail HCM Configuration Guide 9 Fairsail WX Configuration Guide 9 Fairsail PDF Template Generator: A Complete Guide 9 Fairsail Resource Manager: A Complete Guide 9 Fairsail Time: A Complete Guide 10 Stock Options: A Complete Guide 10 Feedback 10 Frequently Asked Questions 11 How do I change a Team Member picture? 12 How do I apply a change to a large number of people? 12 How do I create a Job History record to be processed on a future date? 12 How do I award a percentage salary increase to several people? 12 What is the difference between a Salary Award Date and a Salary Start Date? 12 How do I create a new Policy? 12 How do I create a new HR Department? 13 Introduction 14 WX and the Collaboration Portal 15 HR Manager Portal 16 Moving Between Portals 17 From HR Manager Portal to WX and Collaboration Portal 17 From WX and Collaboration Portal to HR Manager Portal 19 Adding the Administration Link to WX 20 Logging in to Fairsail 21 For the First Time 22 After You Have Changed Your Password 23 Login with Single Sign-On 23 Fairsail HCM: Guide for HR Managers Fairsail

4 Contents Finding Your Way Around the HR Manager Portal 24 HR Manager Portal Home Page 25 Fairsail HCM Terminology 26 HR Manager Portal Tabs 27 Display All Tabs 27 Customize Your Tab Bar 28 Available Tabs 29 Related Lists Available For HR Manager Portal Tabs 34 Search for a Team Member 38 Team Members Home Page 39 Using Views 40 Creating a New View 41 Team Member View 46 Team Member View Buttons 47 Viewing Recent Items 56 Viewing Next Due Dates for Team Member Processes 57 Review Your Personal Setup 58 Reviewing Your Outstanding Tasks 61 Automatic Related Records 62 Different Views of a Team Member 63 Policies, HR Departments, and General Configuration 65 Policies 65 HR Departments 70 General Configuration Settings 74 Fairsail HCM: Guide for HR Managers Fairsail

5 Contents Maintaining Team Member Records 75 Team Member Related Lists 76 Changing Which Related Lists Are Displayed 77 Changing Related List Content 78 Employment Record Related Lists 80 Job History 81 Creating a Future Dated Job History Record 82 Handling Notes and Attachments 84 Adding Notes and Attachments while Using Fairsail 84 Adding Attachments by 85 Team Member Detail Buttons 86 Edit 86 Delete 87 Profile 87 Org Chart 88 Change User 90 Reset Password 92 Change Picture 93 Change Position 94 Terminate 95 Send Form 96 Send PDF 97 Adding an Employee to Fairsail 100 Create a New Team Member 101 Create a New Employment Record 103 Assign a Job to a Team Member 105 Create Salary and Other Related Records 107 Link Team Member to User Record 109 Send a Welcome to Fairsail 109 Add New Hires through a Single Page 110 Adding a Job Description for a Team Member 116 Creating a Task for a Team Member 117 Adding or Changing a Primary Manager 119 Adding an HR Manager 120 Setting Up Cross Reporting 122 Maintaining Timesheets 124 Creating a Timesheet 124 Editing a Timesheet 125 Creating a Time Report 125 Editing a Time Report 127 Fairsail HCM: Guide for HR Managers Fairsail

6 Contents Maintaining Passport and Visa Records 128 Creating a New Passport Record 129 Updating a Passport Record 130 Deleting a Passport Record 130 Creating a New Visa Record 131 Updating a Visa Record 132 Deleting a Visa Record 132 Maintaining Targets 133 Creating a New Target 133 Maintaining Stock Options 135 Creating a New Stock Option Pattern 136 Awarding a Stock Option to a Team Member 140 Recording Options Exercised 146 Viewing Stock Options in the Collaboration Portal 147 Maintaining the Stock Price 148 Maintaining Team Member Tax Status 149 Creating a New Tax Status Record 149 Approving and Finalizing HR Requests 151 Fairsail HCM: Guide for HR Managers Fairsail

7 Contents Maintaining Supporting Processes 153 HR Noticeboard 154 Adding a New Notice 154 Editing a Notice 158 Copying a Notice 159 How to Use HR Noticeboard with WX 160 Adding WX Fields to HR Noticeboard Page Layout 161 Adding the HR Noticeboard Related List 162 Adding HR Notices to WX Pages 163 Salary Planning 165 Salary Bands 166 Salary Projections 167 Reports and Dashboards 168 Pre-defined Reports and Dashboards Supplied with Fairsail HCM 168 Running a Pre-Defined Report 207 Report Folders 209 Report Buttons 210 Report Formats 210 Building a Custom Report 211 Running a Pre-Defined Dashboard 218 Building a Custom Dashboard 219 Edit Custom Dashboards 228 Using Libraries 229 The Job Library 230 The Job Profile Library 233 The Job Description Library 236 The Scales Library 237 The Skills Library 241 The Competency Library 243 The Metrics Library 245 The Training Library 250 The Work Location Library 253 Approval Processes 256 Showing Fairsail Recruit Vacancies on HCM 257 Glossary of Terms 258 Index 270 Fairsail HCM: Guide for HR Managers Fairsail

8 About this Guide This Fairsail HCM Guide for HR Managers provides a comprehensive how to... guide to Fairsail HCM for the HR Manager and HR professional using the Fairsail HR Manager's Portal. Enhancements in this release are shown: indicates a completely new feature for this release. Highlighted text indicates other enhancements. Related Guides Fairsail WX: Guide for Users Coverage summary How to use Fairsail WX for all day to day HR processes, such as booking vacation and recording absence, setting and checking objectives, and recording changes to your personal circumstances. Typical target audience You are an employee with no special HR duties, though you may run a team and have operational responsibility for them. You want quick and easy self service access to the information your organization asks you to maintain about yourself and your direct reports. Fairsail Collaboration Portal: Guide for Users Coverage summary How to use Fairsail for all day to day HR processes, such as booking vacation and recording absence, setting and checking objectives, requesting training, and recording changes to your personal circumstances. Typical target audience You are an employee with no special HR duties, though you may run a team and have operational responsibility for them. You want quick and easy self service access to the information your organization asks you to maintain about yourself and your direct reports. Fairsail HCM: Guide for HR Managers Fairsail

9 About this Guide Related Guides Fairsail HCM Configuration Guide Coverage summary How to set up, manage, and maintain the Fairsail HCM system. Includes detailed configuration information. Typical target audience You have overall responsibility for the content of the Fairsail system within your organization and provide first line support for HR Managers. Fairsail WX Configuration Guide Coverage summary How to set up, manage, and maintain the extra functionality delivered with Fairsail WX. Includes detailed configuration information. The information builds on that supplied in the HCM Configuration Guide. Typical target audience You have overall responsibility for the content of the Fairsail system within your organization and provide first line support for HR Managers. Fairsail PDF Template Generator: A Complete Guide Coverage summary How to create and use PDF templates in Fairsail. Includes detailed guidance on using the content editors, formulas and merge fields, along with a table of fields commonly used as merge fields to return values. Typical target audience You have responsibility for creating and supporting Fairsail PDF templates within your organization. Fairsail Resource Manager: A Complete Guide Coverage summary How to use Fairsail Resource Manager. Covers Resource Plan creation through automatic generation of Resource Needs based on an existing organization, and by entry of individual Resource Needs. Includes a complete list of available fields and brief descriptions of the pre-configured reports supplied with the package. Typical target audience You have a role that includes resource planning, creating what-if resourcing models, or resource analysis within your organization. Fairsail HCM: Guide for HR Managers Fairsail

10 About this Guide Feedback Fairsail Time: A Complete Guide Coverage summary How to set up and use Timesheets on Fairsail. Covers Timesheet completion and approval through the Collaboration Portal, and maintenance through the HR Manager's Portal. Includes step by step guidance for setting up Pay Codes, Overtime Rules, Timesheet Patterns, and Work Allocations, and reference tables of field names and profile settings. Typical target audience You have responsibility for supporting Fairsail Time within your organization. Stock Options: A Complete Guide Coverage summary How to set up, view, and maintain Stock Options on Fairsail. Covers creating a Stock Option Pattern to include the vesting schedule, awarding Stock Options, recording exercises, and maintaining the stock price. Also includes full configuration instructions. Typical target audience You have responsibility for supporting the Stock Options process within your organization. Feedback Feedback from you on our products and on our documentation is important to us. We seek to incorporate your ideas in future enhancements to our products, and only by understanding your requirements can we hope to meet or exceed your expectations. To provide comments and suggestions on any aspect of Fairsail please us: feedback@support.fairsail.com To provide specific feedback on our documentation please our documentation team: documentation@fairsail.com Thank you - together we can make a great product even better. Fairsail HCM: Guide for HR Managers Fairsail

11 Frequently Asked Questions Fairsail HCM: Guide for HR Managers Fairsail

12 Frequently Asked Questions How do I change a Team Member picture? How do I change a Team Member picture? Use the Change Picture button on the Team Member Detail page (see page 93), or a picture to an address supplied by Fairsail for automatic loading to the Team Member record (see page 93). How do I apply a change to a large number of people? Team Member View Buttons, Mass Update (see page 49) How do I create a Job History record to be processed on a future date? Creating a Future Dated Job History Record (see page 82) How do I award a percentage salary increase to several people? Team Member View Buttons, Mass Update (see page 49) 1. Select the people. 2. Select Mass Update. 3. Select Update Salary Records. 4. Select Indexation Increase. 5. Specify the percentage increase, start date, and a reason for the change. 6. Update. What is the difference between a Salary Award Date and a Salary Start Date? Salary Award Date is the date the Team Member is informed about a change to their salary; Salary Start Date is the date the new salary starts to be paid to the Team Member (see page 107). How do I create a new Policy? Defining a New Policy (see page 65) Fairsail HCM: Guide for HR Managers Fairsail

13 Frequently Asked Questions How do I create a new HR Department? How do I create a new HR Department? Create a completely new HR Department (see page 71), or copy an existing HR Department (see page 73). Fairsail HCM: Guide for HR Managers Fairsail

14 Introduction Fairsail HCM (Human Capital Management) is a cloud based application, accessed through your browser and designed to support your HR processes. Fairsail HCM eases employee administration tasks by providing a single source for all important employee information including salary data. It provides time saving, pre-defined reports for reviewing stored employee information, and the ability to draw on that information to create your own views, reports, and dashboards. Easy configuration gives you immediate access to new reports and dashboards you might need in the future. Fairsail HCM helps to ensure that HR processes are followed consistently by all your employees: Making it easy for everyone to understand and fulfil their individual responsibilities. Communicating clearly what is required of you as both a Team Member and a Manager. Making it easier to share information securely. Encouraging you to record progress and provide feedback on a regular basis. Encouraging Team Members to participate actively in their own development. Enabling you to manage your personal information. There are two faces to the Fairsail HCM system, both drawing on the same underlying data: Fairsail WX and the Collaboration Portal The team member's view, providing configurable access to all the information you want team members to see, and enabling them to edit just those parts your HR policies allow. All employees have their own, unique login credentials to give them access. HR Manager Portal Access to employment details, including salary, salary related, and benefits information, as well as induction and termination workflows, reports and dashboards, and consolidated cross-team, multi-location information. HR Managers use Fairsail WX or the Collaboration Portal, and the HR Manager Portal. Fairsail HCM: Guide for HR Managers Fairsail

15 Introduction WX and the Collaboration Portal WX and the Collaboration Portal WX Collaboration Portal WX and the Collaboration Portal provide access to the following information and processes: Profile o Education o Employment Details o Forms o Work History/Experience o Job Description o Organization Chart o Passports & Visas o Skills o Team Member Profile Compensation & Benefits o Benefits & Open Enrollment o HR Requests o Compensation Planning o Stock Options Performance Management o Competency Assessment o Development Plan o Manager Notes o Metrics Review o Objectives o Performance Review o Skills o Succession Plan o Targets o Training Time & Attendance o Check In/Out o Timesheets o Vacation & Absence People Development o Current Internal Vacancies o Talent Plan Your organization may not subscribe to the full range of services and some services may have restricted visibility within your organization. Fairsail HCM: Guide for HR Managers Fairsail

16 Introduction HR Manager Portal HR Manager Portal The HR Manager Portal provides access to the following information and processes: HRMS/HRIS Personnel Data Employment Data Historical multi-currency with a single reporting currency Consolidated cross-team, multi-location information HR Notices HR Tasks Induction / Offboarding Workflows Incident Reports Grievances Disciplinary Time and Attendance Absence / Vacation / Leave Benefits and Pay Management Salary, including different pay cycles and pay calculations Salary Bands and Projections Bonuses Analytics and Dashboards Reports Dashboards Your organization may not subscribe to the full range of services and some services may have restricted visibility within your organization. Fairsail HCM: Guide for HR Managers Fairsail

17 Introduction Moving Between Portals Moving Between Portals To access Fairsail HCM, use your unique login ID and password. Your initial view of the system depends on your Fairsail security profile; the higher your level of access, the more you will be able to see. A standard employee will access WX or the Collaboration Portal and never have any access to the HR Manager Portal. As an HR Manager you are likely to have access to the HR Manager Portal and WX or the Collaboration Portal. Login to Fairsail HCM using your unique login ID and password. From HR Manager Portal to WX and Collaboration Portal To move from the HR Manager Portal to WX or the Collaboration Portal use one of the following links: Select the tab: Select Your Profile in the Custom Links panel on the left of the HR Manager Portal: Fairsail HCM: Guide for HR Managers Fairsail

18 Introduction Moving Between Portals Select Profile on a Team Member Detail page: Select a photo icon on the Team Member home page: Fairsail HCM: Guide for HR Managers Fairsail

19 Introduction Moving Between Portals From WX and Collaboration Portal to HR Manager Portal To move from WX to the HR Manager Portal: Select Administration at the top right of the WX page: The Administration link is visible only if your security profile gives you access to the HR Manager Portal. To move from the Collaboration Portal to the HR Manager Portal: Select Administration at the top right of the Collaboration Portal: The Administration link is visible only if your security profile gives you access to the HR Manager Portal. If the Administration link is not displayed you can add it (see page 20). To add the Administration link for a Team Member, the Team Member must be linked to an existing user. or you must create a new user using an existing User Profile with an available license. Fairsail HCM: Guide for HR Managers Fairsail

20 Introduction Moving Between Portals Adding the Administration Link to WX To enable access from Fairsail WX or the Collaboration Portal directly to the HR Manager Portal you can add a link to the Team Member interface: To add the link: 1. Open the Team Member record for the person you want to grant access. 2. Select Change User. Fairsail displays the Team Member User page. To add the Administration link, the Team Member must be linked to an existing User, or you must create a new user using an existing User Profile and an available license. 3. Select the Salesforce Access checkbox: 4. Select Save. Next time the Team Member views or refreshes WX or the Collaboration Portal, the Administration link is displayed. Fairsail HCM: Guide for HR Managers Fairsail

21 Logging in to Fairsail Fairsail HCM: Guide for HR Managers Fairsail

22 Logging in to Fairsail For the First Time For the First Time As part of Fairsail implementation you are sent a welcome containing: A link to your Fairsail site. Your unique user name. A temporary password. To login for the first time: 1. Select the link in the welcome . Fairsail displays the Change Password page: 2. Enter a new password. Your password must contain at least 8 characters and include a combination of letters and numbers. 3. Choose a security question from the picklist and provide your answer. You will be asked for the answer to the security question if you forget your password. 4. Select Save. You are now ready to login to Fairsail using your unique user name and password combination. Fairsail HCM: Guide for HR Managers Fairsail

23 Logging in to Fairsail After You Have Changed Your Password After You Have Changed Your Password 1. Go to the Fairsail login page: Fairsail displays the customer login page: 2. Enter your unique user name and password. 3. Select Login. Fairsail takes you straight to your Fairsail system. Login with Single Sign-On If your organization uses single sign-on technology your login process is: 1. Go to the web address provided by your organization. 2. Use your company provided single sign-on credentials to get access to Fairsail. Your browser may need additional configuration so that you can take full advantage of single sign-on. Refer to your System Administrator or HR representative for more information. When you have successfully logged in you are redirected to the Home Page. Fairsail HCM: Guide for HR Managers Fairsail

24 Finding Your Way Around the HR Manager Portal The HR Manager Portal provides access to employment details, including salary, salary related, and benefits information, as well as induction and termination workflows, reports and dashboards, and consolidated cross-team, multi-location information. Fairsail HCM: Guide for HR Managers Fairsail

25 Finding Your Way Around the HR Manager Portal HR Manager Portal Home Page HR Manager Portal Home Page Fairsail HCM: Guide for HR Managers Fairsail

26 Finding Your Way Around the HR Manager Portal Fairsail HCM Terminology Fairsail HCM Terminology Fairsail HCM uses standard Salesforce terms, so if you're familiar with Salesforce you'll find your way around the HR Manager Portal more easily. Key terms you will find useful are: Term Tab Record Related List Field Link Description Used to organize information stored in Fairsail into groups. By selecting a tab at the top of the Portal, you get access to all the data related to that tab. When you select a tab, the page displays information in rows. The information for each row is held in a record. For example, the Team Members tab groups all team member records together, with each record displayed on a separate row. Information that is not part of a selected record, but is related to it. For example, the employment, objectives, and targets information for a team member record. Each record contains a number of fields, with each field describing an attribute of that record. Each field contains data of a particular kind, such as text, numeric, a picklist, a check box. A hyperlink providing a jump to more information such as another record, a report, or a website. You will also find brief definitions of many terms in the Glossary - Salesforce, Fairsail, and industry-specific (see page 258). Fairsail HCM: Guide for HR Managers Fairsail

27 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs HR Manager Portal Tabs Tabs group related information together. Each tab gives access to a group of records and where relevant, associated information through Related Lists (see page 34). You can: Display a list of all tabs for quick access to those that are not part of your regular view (see page 27). Customize your display to show just the tabs you use most often (see page 28). Display All Tabs On the right of the Tab bar, select +: Fairsail displays the All Tabs page: The tabs you can see depend on the packages you have installed and on the Profile assigned to you: If you have just Fairsail HCM, you can see HCM tabs; with HCM and Recruit you can see the Recruit tabs too. The Fairsail Administrator Profile gives access to all tabs. The Fairsail HR Manager Profile excludes access to tabs controlling Fairsail configuration options such as those enabling you to set up Absence Accrual and Action Event Patterns, the Job Description, Skill, and Training Libraries, and Salary Bands and Projections. Select any tab in the list to display that page. To add a tab to your tab bar select Customize My Tabs (see page 28). Fairsail HCM: Guide for HR Managers Fairsail

28 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs Customize Your Tab Bar 1. On the All Tabs page (see page 27), select Customize My Tabs: Fairsail displays the Customize My Tabs page: 2. Select the tabs and use Add or Remove to build your list of Selected Tabs. 3. Select a Tab in Selected Tabs and use Up or Down to change the order - Up moves a tab to the left in the Tab Bar, Down moves a tab to the right. 4. Select Save. Fairsail HCM: Guide for HR Managers Fairsail

29 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs Available Tabs Tab visibility is controlled by the Profile assigned to you: The Fairsail Administrator Profile gives access to all tabs. The Fairsail HR Manager Profile excludes access to tabs controlling Fairsail configuration options such as those enabling you to set up Absence Accrual and Action Event Patterns, the Job Description, Skill, and Training Libraries, and Salary Bands and Projections. Tab Displays Key Tabs Home Collaboration Portal / Workforce experience Team Members The landing page when you open the HR Manager Portal. The Home page includes a dashboard, which you can select, the My Tasks list, Items to Approve, and your Calendar (see page 25). Your own Profile page where you can update information about yourself and your team. The Team Member records for each employee in your organization. All employee information is accessible through their Team Member records (see page 39). Other Tabs, alphabetical order Absence Accrual Patterns Action Event Patterns Actions Digests Competency Library Dashboards Sets of rules defining how absence and vacation accrues. Rules can cover each absence type and multiple Patterns can be defined, enabling you to use different models for different groups of employees such as by country or by seniority. Patterns can be assigned to policies or to Employment Records. Not displayed with the Fairsail HR Manager Profile. Action Events are sent to HCM users at various points in a process in response to specific events, and the Action Events are grouped into sets known as Action Event Patterns. Action Event Patterns are linked to policies and you can link one Pattern to multiple policies, or to a single policy. Action Event Patterns can be exported and imported to enable copying between organizations. Not displayed with the Fairsail HR Manager Profile. Actions Digests are daily s sent to all Team Members who have process related actions raised for them. The Actions Digests tab lists the Digests sent, with options to display the number of actions included in each Digest for each process. The qualities used to assess how well an individual performs a job for a specific job profile. The Competency Library stores a record for each competency used in defining a job profile. For example, flexibility, initiative, or personal organization (see page 243). Pre-defined graphical summaries of underlying reports. A dashboard can have up to 20 component charts or tables, each one providing a visual summary of report data. The Dashboards tab has options for cloning and editing existing dashboards. Use the Reports tab for an option to create your own dashboards (see page 168). Fairsail HCM: Guide for HR Managers Fairsail

30 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs Tab visibility is controlled by the Profile assigned to you: The Fairsail Administrator Profile gives access to all tabs. The Fairsail HR Manager Profile excludes access to tabs controlling Fairsail configuration options such as those enabling you to set up Absence Accrual and Action Event Patterns, the Job Description, Skill, and Training Libraries, and Salary Bands and Projections. Tab DocuSign Envelopes DocuSign Templates Exchange Rates HCM Form Definitions HCM Forms HR Departments HR Noticeboard HR Requests Internal Communications Job Description Library Displays DocuSign Envelopes are created when you use DocuSign Templates to send forms to Team Members for completion. Not displayed by default. Templates available to use as DocuSign forms for sending to Team Members for completion. Data can be extracted automatically from completed forms and added to Team Member records. Not displayed by default The fixed exchange rates used by your organization for calculating currency conversions. Each currency is represented by a rate to enable standardized conversion to a base currency. All HCM Form templates set up for your organization, such as exit interview or Equal Employment Opportunity Reporting forms. Every HCM form that you use is based on an HCM Form Definition. Not displayed with the Fairsail HR Manager Profile. All HCM Forms set up for use in your organization. Each HCM Form is based on an HCM Form Definition and defines who is to receive the request to complete the form, and the dates applied to start, remind, and close the form. Not displayed with the Fairsail HR Manager Profile. The Team Member groups. Each HR Department is a group of Team Members managed by an HR Manager. An HR Department can align with an organizational department, or it can be some other grouping such as a site, region or country (see page 70). The notices you have defined for displaying on specific WX or Collaboration Portal pages (see page 154). Changes to Team Member records requested by their managers, such as salary or job profile changes. Each request follows an approval process before HR implementation (see page 151). The Internal Communications available in your organization. Internal Communications are WX Processes delivered in text, video, or website form. Each Internal Communication can be associated with one or more WX Services and have localized versions for locale-specific display throughout your organization. Not displayed with the Fairsail HR Manager Profile. The roles and responsibilities for each job. Job Descriptions are typically prepared in advance and provided as templates to Team Members and Managers (see page 236). Not displayed with the Fairsail HR Manager Profile. Fairsail HCM: Guide for HR Managers Fairsail

31 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs Tab visibility is controlled by the Profile assigned to you: The Fairsail Administrator Profile gives access to all tabs. The Fairsail HR Manager Profile excludes access to tabs controlling Fairsail configuration options such as those enabling you to set up Absence Accrual and Action Event Patterns, the Job Description, Skill, and Training Libraries, and Salary Bands and Projections. Tab Job Library Job Profiles Metrics Library Overtime Rules Pay Codes PDF Templates Policies Reports Salary Bands Displays Standard information about jobs such as title, grade, and salary ranges (see page 230). Profiles for each job, defined using the competences, skills, and indicators needed to perform a job. For example, the job profile for a Sales Director typically includes flexibility, personal impact, pace setting, initiative, and so on. Competency assessments are performed against job profiles (see page 233). Items that are measured for a Metrics Review. Metrics can be Number, Scale or Text (see page 245). Supplied with the Fairsail Time package. Collections of one or more Overtime Conditions applying to a specific timespan, such as a day, a week, or that defined by a Timesheet. Overtime Rules are allocated to one or more Timesheet Patterns and used to support the Timesheets process (see page 124). Supplied with the Fairsail Time package. Codes allocated to specific pay rate, such as standard time or double time. Each Pay Code has a name, which is used on Timesheets, and a code, which is used within the system (see page 124). Pre-configured Adobe Portable Document Format (PDF) templates supporting Fairsail functionality enabling you to create and send PDF files from within Fairsail packages. PDF files in Fairsail are typically used for employment contracts, amendments to terms and conditions, other formal letters to Team Members, branded company-wide announcements and so on. PDF templates can use formulas for conditional and tailored content. The sets of Fairsail HCM processes defined for your organization. Separate Policies can be defined for each location, HR Department, or other grouping of Team Members. Settings control the visibility of processes in Fairsail WX and the Collaboration Portal. (see page 65) Not displayed with the Fairsail HR Manager Profile. Pre-defined reports for reviewing and managing stored employee information. The Reports tab also includes an option for creating your own custom reports and dashboards. (see page 168) Top, bottom and quartile currency amounts used to define the salaries paid in your organization. Bands can be allocated to salary families. (see page 166) Not displayed with the Fairsail HR Manager Profile. Fairsail HCM: Guide for HR Managers Fairsail

32 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs Tab visibility is controlled by the Profile assigned to you: The Fairsail Administrator Profile gives access to all tabs. The Fairsail HR Manager Profile excludes access to tabs controlling Fairsail configuration options such as those enabling you to set up Absence Accrual and Action Event Patterns, the Job Description, Skill, and Training Libraries, and Salary Bands and Projections. Tab Salary Projections Scales Skill Library Stock Options Patterns Timesheet Patterns Timesheets Training Library Work Allocations Displays Planned or what-if percentage salary increases by salary band and fiscal quarter, enabling low and high percentage rates to be applied. (see page 167) Not displayed with the Fairsail HR Manager Profile. The scales used in measuring indicators of competency and skill. For example, the scale used in measuring the frequency of an activity might use the terms Never, Occasionally, Often, Usually, and have the respective scores 1, 2, 3, 4. (see page 237) Not displayed with the Fairsail HR Manager Profile. The knowledge needed for a job profile. The Skills Library stores a record for each skill used in defining a job profile. Skills can be grouped into areas: a Management area might include mentoring, delegation, coaching, appraising performance (see page 241). Not displayed with the Fairsail HR Manager Profile. Groups of parameters that define how a Stock Option based on the Pattern will behave. Stock Option Patterns support Fairsail Stock Options functionality (see page 135). Not displayed with the Fairsail HR Manager Profile. Supplied with the Fairsail Time package. Definitions of timesheet periods and the time reporting timespan, supporting the Timesheets process. Timesheet Patterns have an associated Overtime Rule which defines the conditions under which overtime is payable to Team Members working under the Pattern. Timesheet Patterns can be assigned to Policies and to individual Team Members (see page 124). Records of work time over a defined period for Team Members. A Fairsail Time timesheet has defined start and end dates and comprises one or more Time Reports. Typically completed through Team Members' WX or Collaboration Portal Profile pages, Timesheets can also be created and edited through the HR Manager Portal. When complete, the timesheet enables calculation of total work duration and amount of pay due (see page 124). All training courses and types of intervention that may be helpful when addressing skill or competency gaps. (see page 250) Not displayed with the Fairsail HR Manager Profile. Tasks, projects, customers or other entities against which Team Members book their time, supporting the Timesheets process. Fairsail enables you to define Work Allocations as a hierarchy, for example from a geographical region, through customers in that region, to projects and sub-projects within customers (see page 124). Fairsail HCM: Guide for HR Managers Fairsail

33 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs Tab visibility is controlled by the Profile assigned to you: The Fairsail Administrator Profile gives access to all tabs. The Fairsail HR Manager Profile excludes access to tabs controlling Fairsail configuration options such as those enabling you to set up Absence Accrual and Action Event Patterns, the Job Description, Skill, and Training Libraries, and Salary Bands and Projections. Tab Work Days Patterns Work Locations WX Services Displays Definitions of the working week as used in different parts of your organization, including recurring holidays, such as bank or public holidays, and how vacation days are treated when they fall on public holidays. Typically used to define practices in different countries or regions. Standard information about your organization's locations, such as address, zip or postal code, and country (see page 253). The Fairsail WX Services available in your organization. WX Services host the WX Processes used by your Team Members, and can be named to suit the needs of your organization Not displayed with the Fairsail HR Manager Profile. Fairsail HCM: Guide for HR Managers Fairsail

34 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs Related Lists Available For HR Manager Portal Tabs This table gives the key Related Lists available for the records displayed through each of the HR Manager Portal Tabs. To add or remove lists from your HR Manager Portal display use the Customize Page link at the top of each page (see page 77). Customize Page gives you access to the selectable set of Related Lists that have been made available through Setup. You can select, deselect, and change the order of those that are displayed. To add or remove Related Lists from the Customize Page selectable set you must have Administrator access and use Setup. To add or remove fields displayed as columns in a related list use the Edit Layout link at the top of each page (see page 78). Tab Absence Accrual Patterns Action Event Patterns Competency Library Dashboards Exchange Rates HCM Form Definitions HCM Forms HR Departments HR Noticeboard HR Requests Key Related Lists Absence Accrual Rules Policies Action Events Policies Competencies Competency Library Languages Competency Training Options Indicator Library Job Needs Recognition Benefits HR Requests Salary Bands Salary History Targets HR Managers Team Members Actions Approval History Fairsail HCM: Guide for HR Managers Fairsail

35 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs Tab Job Description Library Job Library Job Profiles Metrics Library Overtime Rules Pay Codes PDF Templates Policies Reports Salary Bands Salary Projections Scales Skill Library Stock Options Patterns Team Members Key Related Lists Job Needs Job Needs Overtime Conditions Overtime Conditions Job History Job Library Indicator Library Metrics Metrics Library Scale Languages Scale Responses Scale Response Languages Skill Library Job Needs Skill Library Languages Skill Training Options Skills Stock Option Periods Activity History Applications (available if you also subscribe to Fairsail Recruit) Candidates (available if you also subscribe to Fairsail Recruit) Competency Assessments Dependants Development Needs Development Needs (Mentor) Education Emergency Contacts Employment (see page 80) Experiences Fairsail HCM: Guide for HR Managers Fairsail

36 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs Tab Key Related Lists HCM Forms HR Requests Internal Communications (for Team Members using Fairsail WX) Internal Communication Score Results (for Team Members using Fairsail WX) Job Descriptions Management (Cross Reporting) Metrics Metrics Reviews Notes & Attachments Objective Reviews Objectives Open Activities Passports Performance Reviews Recognition (for Team Members using Fairsail WX) Recognition (Giver) (for Team Members using Fairsail WX) Resource Needs (for organizations using Resource Manager) Resource Needs (Manager) (for organizations using Resource Manager) Self Performance Reviews Skills Skills (Approver) Successors (Successor) Successors (Team Member) Talent Assessments Talent Plans Targets Team Member Pictures Team Members Training Visas Timesheet Patterns Timesheets WX Process Confirmations (for Team Members using Fairsail WX) Work Allocation Assignments Time Reports Fairsail HCM: Guide for HR Managers Fairsail

37 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs Tab Training Library Work Allocations Work Days Patterns Work Locations Key Related Lists Competency Training Options Notes & Attachments Skill Training Options Training Time Reports Work Allocation Assignments Policies Work Days Holidays Check Ins Fairsail HCM: Guide for HR Managers Fairsail

38 Finding Your Way Around the HR Manager Portal Search for a Team Member Search for a Team Member In the HR Manager Portal use the Search box on the sidebar: Use the picklist to restrict your search to Team Members. Enter the name, word, or part word you want to search on. Search looks in the following fields to find a match: Name Unique ID Extension In the search box you can: Use * for a number of characters Use? for a single character Enclose text in " and " for an exact match Search across the database, including inside uploaded documents. Search returns a list of all matches it finds, enabling you to select links to go to Team Member detail pages. Fairsail HCM: Guide for HR Managers Fairsail

39 Finding Your Way Around the HR Manager Portal Team Members Home Page Team Members Home Page Select the Team Members tab: Fairsail displays the Team Members home page: Use the filter towards the top right of the page to change the view to Recently Created, Modified, or Viewed: Fairsail HCM: Guide for HR Managers Fairsail

40 Finding Your Way Around the HR Manager Portal Using Views Using Views Views enable you to apply a set of filters to your Fairsail data so that you can focus in on a subset of all the records. Views: Support data from a single object (tab) at a time. Can be printed. Cannot be transformed into a report. Can be cloned and then edited to produce a new view. For example, you could create a view to show you all the Team Members with a Talent Plan, or all the Team Members called Smith with a home address in the United Kingdom. Views can be created for use only by you, or to be shared with a defined group of users. To see the views you have available, go to the top of any tab home page and select the View picklist: Fairsail HCM: Guide for HR Managers Fairsail

41 Finding Your Way Around the HR Manager Portal Using Views Creating a New View You can create a new view by: Copying an existing view by saving it under a new name, editing it to make the changes you want. Creating a new view from scratch. To copy and rename an existing view: 1. At the top of the list page or tab home page hosting the view you want to copy, select the View picklist, select the view on which you want to base your new view, and select Edit: Fairsail opens the Edit View page. 2. In View Name enter a new name for your new view to prevent the original from being overwritten, or the new view being saved with the same name as the original. 3. Make the changes you need to create your new view. 4. Select Save As. If you have not entered a new name for your view: o Selecting Save As saves the new view with the same name as the original and both will appear in the list of available views. You can change a view name by selecting it, selecting Edit, and renaming it. o Selecting Save instead of Save As overwrites the original view. Fairsail HCM: Guide for HR Managers Fairsail

42 To create a new view for a list page or tab home page from scratch: Finding Your Way Around the HR Manager Portal Using Views 1. At the top of the page for which you want to create a new view select Create New View: Fairsail displays the Create New View page: The exact content of this page depends on the kind of record you are viewing. Fairsail HCM: Guide for HR Managers Fairsail

43 Finding Your Way Around the HR Manager Portal Using Views 2. Complete the fields as follows: Field Description Step 1. Enter View Name section View Name View Unique Name Enter the name to appear in the View picklist If you have Customize Application permission, enter a unique name to be used by the system. The View Unique Name: Must begin with a letter. Must use only alphanumeric characters and underscrores. Must not end with an underscore. Must not use two consecutive underscores. If you leave this field blank, Fairsail constructs a unique name from the View Name you have entered. Step 2. Specify Filter Criteria section Filter By Owner Select the radio button corresponding to the set of records you want to filter against. The options vary depending on the kind of record. For Team Member views you will see: All Team Members Select to create a view that filters data for all Team Members. My Team Members Select to create a view that filters data for Team Members reporting to you. Fairsail HCM: Guide for HR Managers Fairsail

44 Finding Your Way Around the HR Manager Portal Using Views Filter By Additional Fields Select your filter criteria. This is optional. The fields and values available to you vary depending on the kind of record. You can apply multiple filters to act on your data. As an example, to create a view to display all Team Members without a photo: In the first Field select the picklist and choose Picture: In Operator select the picklist and choose equals: As we're filtering for those Team Members without a photo, leave Value blank: Fairsail HCM: Guide for HR Managers Fairsail

45 Finding Your Way Around the HR Manager Portal Using Views Step 3. Select Fields to Display section Available Fields Select the fields you want to display by selecting them, then select Add: Step 4. Restrict Visibility section You can choose up to 15 different fields to display in your view. You can display only the fields that are available in your page layout. When you select a long text area field, up to 255 characters are displayed in the list view. Use Remove to take fields off the Selected Fields list. Use the Up, Down, Top, and Bottom arrows to sort your selected fields into the order you want the view to display them. Select the radio button corresponding to who you want to be able to use the view you are creating: 3. Select Save. The view you created is displayed and added to the picklist of views for you to use again: Fairsail HCM: Guide for HR Managers Fairsail

46 Finding Your Way Around the HR Manager Portal Using Views Team Member View Select a View on the Team Member Home page to display all Team Members meeting the criteria of the View. You can: Select Edit for a Team Member to go to that Team Member's detail page so that you can change or add information. Select Del for a Team Member to delete that Team Member's record. Only use this option to correct mistakes. Select specific Team Members for further action by selecting the check box at the left of their names: Select all displayed Team Members by selecting the Action check box: Fairsail HCM: Guide for HR Managers Fairsail

47 Finding Your Way Around the HR Manager Portal Using Views Team Member View Buttons You can use the action buttons displayed above the Team Member view to perform actions on all selected Team Members at once. Bulk Bulk enables you to send a stored Template to multiple Team Members. 1. Select or create a Team Member View (see page 41) to display the people you wish to send the Select Team Members from the displayed View, or select all by selecting the Action check box at the head of the list: 3. Select Bulk . Fairsail displays the Team Member Send page: 4. Complete the fields as follows: Field Template From Description Select the picklists and select the template you want to send. Select the picklist and select the sender as it will appear on the . This can be your personal or an organization-wide address. 5. Select Send. Fairsail HCM: Guide for HR Managers Fairsail

48 Finding Your Way Around the HR Manager Portal Using Views Reset Passwords Reset Passwords enables you to issue s with temporary passwords to a group of Team Members so that they can login to Fairsail and change their own passwords. For example, you could use Reset Passwords when you are creating a lot of new Team Members but want to delay sending their login details until after you have set up their Team Member records and the links to the correct profiles. Do not use this action for users logging in with Single Sign-On. Single Sign-On passwords are issued outside Fairsail. 1. Create a Team Member View (see page 41) showing all those whose passwords you wish to reset. 2. Select all those members by selecting the Action check box at the head of the list. 3. Select Reset Passwords. Fairsail displays the Reset Passwords page, prompting you to confirm your action: 4. Select Reset Passwords to confirm. Fairsail HCM: Guide for HR Managers Fairsail

49 Finding Your Way Around the HR Manager Portal Using Views Mass Update Mass Update enables you to update a single field for a selected group of Team Members. You can update fields in the following records: Team Member Employment Salary For each type of mass update a Wizard guides you through the process: Update Team Members Update Employment Records Update Salary Records Step 1 Confirm records to be updated Step 2 Select the field to be updated from a picklist. Step 3 Enter a new value for the field. Enter a new value for the field. OR Apply a percentage salary increase to all selected Team Members: Fairsail prompts you to enter the details: Enter: The Percentage Increase you want to apply to all selected Team Members. The effective Start Date for the increase. Step 4 The Change Reason. Confirm the change and select Update. Fairsail HCM: Guide for HR Managers Fairsail

50 Finding Your Way Around the HR Manager Portal Using Views Mass Update Example: Move Team Members to a New Team Because of restructuring within your organization, all people previously in the Information Systems team are moving to the IT team: 1. Create a Team Member View of all those in the Information Systems team. 2. Select all those members by selecting the Action check box at the head of the list. 3. Select Mass Update. Fairsail launches the Mass Update Wizard. 4. Select Update Team Members: The Mass Update Wizard prompts you for the field you want to change. 5. Select the picklist and select Team, and select Next: The Mass Update Wizard prompts you for the new value of the field. 6. Enter IT as the new value for the Team field. This value will be applied to all the selected Team Members. Click Next: The Mass Update Wizard prompts you for confirmation before the change is applied. Select Previous if you want to make adjustments, select Cancel to drop out of the Wizard and cancel the change. You cannot stop the change when you complete step 4 of the Wizard. Fairsail HCM: Guide for HR Managers Fairsail

51 Finding Your Way Around the HR Manager Portal Using Views 7. Select Update to make the changes: Mass Update Example: Award % Salary Increase to Multiple Team Members You want to award a fixed percentage cost of living salary increase to all Team Members in your Paris office: 1. Create a Team Member View of all those with Location: Paris. 2. Select all those members by selecting the Action check box at the head of the list. 3. Select Mass Update. Fairsail launches the Mass Update Wizard. 4. Select Update Salary Records: The Mass Update Wizard prompts you for the field you want to change. 5. Select the Indexation Increase checkbox and select Next: The Mass Update Wizard prompts you for the new value of the field. Fairsail HCM: Guide for HR Managers Fairsail

52 Finding Your Way Around the HR Manager Portal Using Views 6. Enter the Percentage Increase you want to award, the Start Date for the new salaries, and a Change Reason: The percentage you specify is applied to the Team Members' old salary to calculate the new salary. These values will be applied to all the selected Team Members. Select Next. The Mass Update Wizard prompts you for confirmation before the change is applied. Select Previous if you want to make adjustments, select Cancel to drop out of the Wizard and cancel the change. You cannot stop the change when you complete step 4 of the Wizard. 7. Select Update to make the changes: Fairsail HCM: Guide for HR Managers Fairsail

53 Finding Your Way Around the HR Manager Portal Using Views Bulk Send Form Bulk Send Form enables you to send a stored form to multiple Team Members. You can choose a form from the Form Definitions you have available. Contact Fairsail Support if you need to define a new form. 1. Select or create a Team Member View to display the people you wish to send the form. 2. Further select Team Members from the displayed View, or select all by selecting the Action check box at the head of the list: Fairsail displays the Team Member Send Form page 3. In Form To Initiate use the picklist to select the form you wish to send. 4. Select Send. Fairsail HCM: Guide for HR Managers Fairsail

54 Finding Your Way Around the HR Manager Portal Using Views Bulk Competency Assessment Bulk Competency Assessment enables you to start Competency Assessments for a number of Team Members in a single operation. The selected Team Members will be assessed against a single Job Profile, with common End and Close Dates, so use this Team Member View button if: You have multiple Team Members using a single Job Profile. The dates can be met by all assessors. To use Bulk Competency Assessment: 1. Select or create a Team Member View (see page 41) to display the people you want to assess. 2. Select Team Members from the displayed View, or select all by selecting the Action check box at the head of the list. 3. Select Bulk Competency Assessment. Fairsail displays the Start Competency Assessment page: Complete the fields as follows: Job Profile End Date Close Date Picklist. Select the Job profile containing the competencies and indicators to be assessed. Date by which people are asked to complete feedback. Set this a few days before the Close Date to give time to chase stragglers. The Fairsail configurable workflow can send reminders before and immediately after the End Date. Date after which the competency assessment may be completed and outstanding feedback requests canceled. Make this shortly after the End Date to give a grace period for feedback to be completed. The Close Date is not normally revealed to the assessors but it is the date up to which you will wait for them to supply feedback. You cannot cancel assessments to see your results until the Close Date, but you can see the results before the close date if all assessments are complete. 4. Select Initiate. Fairsail creates actions for the Team Member's managers to start the Competency Assessments. Fairsail HCM: Guide for HR Managers Fairsail

55 Finding Your Way Around the HR Manager Portal Using Views Bulk Performance Review Bulk Performance Review enables you to start Performance Reviews for a number of Team Members in a single operation. Team Members cannot have more than one active performance review at any one time, so make sure that the Team Members you select for Bulk Performance Review have no reviews in Draft, Approved, or Revealed status. To use Bulk Performance Review: 1. Select or create a Team Member View (see page 41) to display the people you want to review. 2. Select Team Members from the displayed View, or select all by selecting the Action check box at the head of the list. 3. Select Bulk Performance Review: Fairsail displays the Start Performance Review page: There are two checkboxes: Manager Review Only Mid-Year Review If checked, the self performance review will not be created. Only the manager will participate in the performance review. Note that for the team member to participate they must be a registered user of Fairsail. If not checked and the team member is a registered user of Fairsail, the self performance review is created for the team member. If checked, the performance reviews use the mid-year review process. 4. Select Initiate. Fairsail HCM: Guide for HR Managers Fairsail

56 Finding Your Way Around the HR Manager Portal Viewing Recent Items Viewing Recent Items In the HR Manager Portal you can return quickly to items you have recently viewed by using the Recent Items list in the sidebar: Use the links to jump directly to the item you want to revisit, using the icons to help you identify the type of item. Hovering over an icon displays a screen tip and buttons to enable you to go directly to the View or Edit pages for that item: Fairsail HCM: Guide for HR Managers Fairsail

57 Finding Your Way Around the HR Manager Portal Viewing Next Due Dates for Team Member Processes Viewing Next Due Dates for Team Member Processes The Team Member Detail page Process Control section includes dates for: Next Performance Review Calculated from the last completed Performance Review for the team Member and the Performance Review Repeat value on the Policy. Next Job Description Job Descriptions need periodic review to keep them current. Next Job Description Date is calculated from the date of the last completed Job Description for the Team Member and the Job Description Repeat value on the Policy. Next Skills Team Member skills need periodic review to keep records up to date. Next Skills Date is calculated from the Skill Created Date and the Skills Repeat value on the Policy. Next Competency Assessment Calculated from the last completed Competency Assessment and the Competency Assessment Repeat value on the Policy. Next Successors Where a successor has been nominated for a Team Member, the Next Successor Date is calculated from the Created Date and the Succession Repeat value on the Policy. Next Talent Plan Where a Talent Plan has been created for a Team Member, the Next Talent Plan Date is calculated from the Created Date and the Talent Plan Repeat value on the Policy. Next Development Needs Where a Development Plan exists for a Team Member, the Next Development Needs Date is calculated from the Plan Created Date and the Development Need Repeat value on the Policy. You can manually set Next... dates for Team Members using Mass Update (see page 49). Fairsail HCM: Guide for HR Managers Fairsail

58 Finding Your Way Around the HR Manager Portal Review Your Personal Setup Review Your Personal Setup 1. In the HR Manager Portal, select your name towards the top right of the Fairsail window and select Setup from the user menu: 2. From the left panel, under Personal Setup select My Personal Information: You can use the options to review a range of personal information: Option Personal Information To review General Information These fields apply to the User, not the the Fairsail Team Member. Do not attempt to change Team Member values by editing these fields. Name Company name, department, division Job Title Role address Phone numbers Start and end of day times Locale settings Time Zone Locale Language Fairsail HCM: Guide for HR Managers Fairsail

59 Finding Your Way Around the HR Manager Portal Review Your Personal Setup Option Change My Display To review Tabs. Select Customize My Tabs to change the tabs displayed in your HR Manager Portal. Fairsail displays lists of available and selected tabs: You can access the same Customize My Tabs page from the All Tabs page - select the + at the right of your Tab Bar. Pages. Customize the Related Lists displayed on a page and the order in which they appear. Select a page from the picklist and select Customize My Pages: Fairsail HCM: Guide for HR Managers Fairsail

60 Finding Your Way Around the HR Manager Portal Review Your Personal Setup Option To review Fairsail displays the available and selected Related Lists for the page you selected: Move lists up or down in the Selected List window to change the order in which they are displayed. Move a list from the Selected List window to the Available List window to remove it from the page. Reminders Move a list from the Available List window to the Selected List window to add it to the page. Pages displays only those Related Lists made available through the full Page Layout dialog. To perform more extensive changes select the Edit Layout link at the top right of Detail pages. Alert trigger Time in advance Time of day Sorting by due date Fairsail HCM: Guide for HR Managers Fairsail

61 Finding Your Way Around the HR Manager Portal Reviewing Your Outstanding Tasks Reviewing Your Outstanding Tasks 1. Go to the My Tasks list on your Home page: You can change the view of your task list by using the picklist at the top right of the My Tasks section: 2. Select a link in the Subject column to go to the Task Detail page for that task. Select a name in the Related To column to go to that Team Member's detail page. The Task Detail page includes icon links to display your calendar and task list, buttons to help you manage your tasks, and a link to any attachments associated with the task: Fairsail HCM: Guide for HR Managers Fairsail

62 Finding Your Way Around the HR Manager Portal Automatic Related Records Automatic Related Records Many related records are created automatically as you use Fairsail. For example: When Team Members and their managers use Fairsail WX or the Collaboration Portal, records are created for Absence, Emergency Contacts, Training and so on. Job History records are created when you change tracked fields such as Job, along with a new Job Effective Date. Links to other systems such as payroll or recruitment may add records as a result of activity in those systems. An HR Manager can edit some automatically created records to correct errors. For example, an absence record that was entered by mistake can be deleted, or the approval date in an absence record can be deleted so that the record can be returned to the manager for re-approval. Fairsail HCM: Guide for HR Managers Fairsail

63 Finding Your Way Around the HR Manager Portal Different Views of a Team Member Different Views of a Team Member Position Team Member Manager What they can see and do Their own data. Enhanced access to Team Member data, including approvals and performance review rights. A Manager is the person named in the Manager field on the Team Member record, and each Team Member has only one primary Manager. The Manager is prompted to perform all management tasks for the Team Member. Fairsail HCM: Guide for HR Managers Fairsail

64 Finding Your Way Around the HR Manager Portal Different Views of a Team Member Position What they can see and do Grandparent Manager The enhanced manager data for a Team Member. In most cases they can also carry out approval and review processes in place of the primary manager. The person performing a task is always recorded. A Grandparent Manager is the manager's manager, and so on up the tree. Cross Reporting Manager Some of the tasks of a full manager, depending on what type of cross reporting manager they are. Direct Reports Colleagues HR Manager Cross Reporting Managers are listed on the Team Member's Cross Reporting Related List. No access to their manager's data. Limited data. For example, colleagues can see skills and non-private objectives for those on the same level, but they cannot see performance reviews or reviews of objectives. Colleagues cannot see data on those above their reporting lines. All data held for Team Members in their HR Departments. They may also be set up to change that data. HR Managers are listed in the HR Managers Related List for an HR Department, and must have HR Manager,HR Administrator, or System Administrator user profiles assigned to them. An HR Manager can be assigned to more than one HR Department. Fairsail HCM: Guide for HR Managers Fairsail

65 Finding Your Way Around the HR Manager Portal Policies, HR Departments, and General Configuration Policies, HR Departments, and General Configuration Policies Policies, also known as HR policies, define the Fairsail functionality you want to use. Every Team Member in your organization must be assigned to one Policy so that they can use the functionality defined by the Policy. You can have multiple policies in a single organization. If you have an organization comprising a number of different logical parts, you can define each part as a separate HR Department and apply a unique policy to each department. Team Members assigned to each HR Department then have access to the features defined by the Policy applied to the Department. The size and complexity of your HR policies can help you decide on the best way of introducing functionality: Simple systems with limited functionality defined through a single Policy can be introduced to all Team Members at one time. More complex systems implemented through multiple Policies can have functionality introduced in stages, one Policy at a time. Defining a New Policy Your organization will have at least one Policy defined as part of initial implementation. There are three ways to define a new Policy: Create it as a completely new Policy. Work through all the settings to make sure that they are as required by your organization. A new policy has some default values set - you must check all defaults and reset them if necessary. There are over 140 settings available in a Policy, so setting one up can be time consuming. To define a completely new Policy: o Select the Policies tab. o Select New. Fairsail displays the Policy Details page, with default values completed. o Enter a Policy Name. Choose a Policy Name that makes it easy for you to identify how the Policy is to be used. For example, use a country or region name if the Policy is to be used by Team Members in that country or region; use a HR Department name if the Policy is to be used by Team Members in that Department; use the name of a division or group within your company if the Policy is to be used just for that group. o Work through the settings, changing them as necessary. o Select Save Fairsail HCM: Guide for HR Managers Fairsail

66 Finding Your Way Around the HR Manager Portal Policies, HR Departments, and General Configuration Copy an existing Policy within an organization and change it as necessary. Copying is usually the quickest and most effective way to set up a new Policy, particularly if your organization uses a core set of functionality across all teams, with some local variations. To copy an existing Policy: o Select the Policies tab. o Select a View that shows the Policy you want to copy o Select the Policy Name. Fairsail displays the Policy Details page for the Policy you selected. o Select Clone: Fairsail copies the Policy and displays the Policy Details page for the new Policy with the Policy Name highlighted for you to enter a new name. o Enter a Policy Name. Choose a Policy Name that makes it easy for you to identify how the Policy is to be used. For example, use a country or region name if the Policy is to be used by Team Members in that country or region; use a HR Department name if the Policy is to be used by Team Members in that Department; use the name of a division or group within your company if the Policy is to be used just for that group. o Work through the settings, changing them as necessary. o Select Save. Export an existing Policy from another organization and import it into the organization where you want to create the new Policy (see page 67). Fairsail HCM: Guide for HR Managers Fairsail

67 Finding Your Way Around the HR Manager Portal Policies, HR Departments, and General Configuration Policy Group Field The Policy Details page has a Policy Group field: Use Policy Group in workflows and conditions in Action Events. For example: 1. Use a country name in the Policy Group field for all policies that relate to that country. 2. In workflows relating to policies for a country use the Policy Group value to set a condition, so that the workflow only operates on the correct policies. Policy Group is also a formula field in Team Member that looks up the Policy Group for that Team Member. Exporting and Importing Policies Policies can be exported and imported, enabling you to copy a Policy between orgs. Exported Policies do not include any associated patterns, such as Action Event, Absence Accrual, or Work Days Patterns. Patterns can be exported and imported separately. Exported Policies are saved as.fs files which can then be imported without conversion. To export a Policy: 1. Select the Policies tab. Fairsail displays the Policies Home page. 2. Select the name of the Policy you want to export: Fairsail displays the Policy Details page. 3. Select Export: Fairsail HCM: Guide for HR Managers Fairsail

68 Finding Your Way Around the HR Manager Portal Policies, HR Departments, and General Configuration Fairsail creates an export file from your Policy using the Policy name as the file name and adding a.fs extension. 4. Save the file. Policy import uses the standard Fairsail Import Data page; there is no dedicated Policy Import option. To import a Policy: 1. Select the Policies tab. Fairsail displays the Policies Home page. 2. Select any Policy name: Fairsail displays the Policy Details page. 3. Select an Import link: Fairsail displays the Import Data page. 4. Select Browse: Fairsail HCM: Guide for HR Managers Fairsail

69 5. Navigate to find and select the.fs file for the Policy you want to import. 6. Select Import: Finding Your Way Around the HR Manager Portal Policies, HR Departments, and General Configuration Fairsail displays the Policy Details page to enable you to rename the Policy and change any other settings, creating the new Policy you need. 7. Select Save. Fairsail HCM: Guide for HR Managers Fairsail

70 Finding Your Way Around the HR Manager Portal Policies, HR Departments, and General Configuration HR Departments HR Departments are used to organize Team Members and their Managers into groups of people with the same policy. An HR Department can be: A conventional organizational unit comprising people working on the same broad function. A geographical region. Some other grouping of people that makes sense in the context of your organization. Fairsail HCM: Guide for HR Managers Fairsail

71 Finding Your Way Around the HR Manager Portal Policies, HR Departments, and General Configuration Each HR Department: Can be managed by a different HR Manager, or you can set up a single HR Manager to manage more than one HR Department. Can have a default Approver for processes associated with the HR Department. HR Administrators have access to all HR Departments. To define a new HR Department you can: Create it as a completely new HR Department (see page 71). Copy an existing HR Department within your organization and change it as necessary (see page 73). Copying an HR Department copies the Policy assignment and the Approver of the original HR department but does not copy any associated HR Managers, Action Roles, or Team Members - you must re-assign these after copying the HR Department. Creating a Completely New HR Department To create a completely new HR Department: 1. Select the HR Departments tab. 2. Select New. Fairsail displays the HR Department Edit page: Fairsail HCM: Guide for HR Managers Fairsail

72 Finding Your Way Around the HR Manager Portal Policies, HR Departments, and General Configuration 3. Complete the fields as follows: Field HR Department Policy Approver Description A name for the HR Department. Choose a name that makes it easy for you to identify how the HR Department is to be used. For example, use a country or region name if the HR Department is to be used to group Team Members by country or region; use an organizational department or division name name if the HR Department is to be used to group Team Members by organizational unit. The Policy to be used by the Team Members assigned to this HR Department. Select Policy Lookup to find and select the Policy. The default Approver for processes associated with this HR Department. Select Approver Lookup to find and select a default approver. Fairsail displays the HR Department Detail page for the new HR department together with its empty related lists, typically including: HR Managers An HR Manager can see, and optionally change, any information held about Team Members within their HR Departments. Assign at least one HR manager to the new HR Department (see page 120). HR Managers can be set up with Fairsail WX or Collaboration Portal access to selected processes: o By default, HR Managers have access through Fairsail WX or the Collaboration Portal to the same processes as Managers. o By adding access to personal profile processes such as Benefits or Dependants, HR Managers can use Fairsail WX or Collaboration Portal to view or edit these processes for Team Members in their HR Departments. Action Roles Action Roles added for this HR Department receive Action Events set up with matching Action Roles. For example, an Action Event set up with recipients including Finance and IT Action Roles will be sent to the defined User or associated address for all HR Departments that include Finance and IT in their lists of Action Roles. Team Members. Assign at least one Team Member to the new HR Department. Fairsail HCM: Guide for HR Managers Fairsail

73 Finding Your Way Around the HR Manager Portal Policies, HR Departments, and General Configuration Copying an Existing HR Department Copying an HR Department copies the Policy assignment and the Approver of the original HR department but does not copy any associated HR Managers, Action Roles, or Team Members - you must re-assign these after copying the HR Department. To copy an existing HR Department: 1. Select the HR Departments tab. 2. Select a View that shows the HR Department you want to copy. 3. Select the HR Department Name. Fairsail displays the HR Department Detail page for the HR Department you selected, along with its related lists: o Data for Team Members o HR Managers o Action Roles o Team Members The content of the related lists is not copied as part of the HR Department copy process. 4. Select Clone: Fairsail copies the HR Department and displays the HR Department Edit page with the HR Department name field highlighted for you to enter a new name. 5. Enter a name for the HR Department. Choose a name that makes it easy for you to identify how the HR Department is to be used. For example, use a country or region name if the HR Department is to be used to group Team Members by country or region; use an organizational department or division name name if the HR Department is to be used to group Team Members by organizational unit. 6. Check the Policy field. Policy displays the Policy assigned to the original HR Department; you can use this for the copy, or assign a different Policy. To assign a different Policy, select Policy Lookup to find and select the Policy to be used by the Team Members assigned to this HR Department. 7. Select Save. Fairsail displays the HR Department Detail page for the new HR department together with its empty related lists for HR Managers, Action Roles, and Team Members. Assign at least one HR Manager and one or more Team Members. Fairsail HCM: Guide for HR Managers Fairsail

74 Finding Your Way Around the HR Manager Portal Policies, HR Departments, and General Configuration General Configuration Settings To control which Fairsail processes are available to different groups of users in Fairsail WX and the Collaboration Portal: Use policy settings to switch processes on or off. Go to Setup > App Setup > Deploy > Installed Packages > Fairsail HCM > Configure to control which processes are visible to each type of user. Fairsail HCM: Guide for HR Managers Fairsail

75 Maintaining Team Member Records All employees in your organization will have their own Team Member records. Your role as an HR Manager is likely to include maintaining the Team Member records for the employees under your responsibility. Fairsail HCM: Guide for HR Managers Fairsail

76 Maintaining Team Member Records Team Member Related Lists Team Member Related Lists Team Member records have a number of related lists with each list containing information related to the Team Member. You can find links to all related lists at the top of the Team Member record: Hover your mouse on a link to display the related list section - you can then select any links it contains: You can customize Related List display to control: Which lists are displayed (see page 77). The order in which the lists are displayed (see page 77). The fields displayed in each List (see page 78). Fairsail HCM: Guide for HR Managers Fairsail

77 Maintaining Team Member Records Team Member Related Lists Changing Which Related Lists Are Displayed Most HR Manager Portal tabs have a number of Related Lists available for display (see page 34). You can control which related lists are displayed on a page, and the order in which they appear: 1. Go to the page you want to customize. 2. Select Customize Page: Fairsail displays the Customize My Page dialog: 3. Move lists between the Available List panel and the Selected List panel until you have defined the page content you want: o To add a list to the page, select an Available List and select Add panel. o To remove a list from the page, select a Selected List and select Remove Available List panel. o To select multiple items, use Ctrl + select to move it to the Selected List to move it to the 4. Sort the order of the displayed Related Lists by selecting a list in the Selected List panel and using the Up and Down arrows. 5. Select Save. Fairsail HCM: Guide for HR Managers Fairsail

78 Maintaining Team Member Records Team Member Related Lists Changing Related List Content You can choose which fields are displayed in a Related List to match your requirements: 1. Go to the page that displays the Related List you want to change. 2. Select Edit Layout: Fairsail displays the Layout Builder for the page. 3. Select Related Lists: Fairsail scrolls the display to show the Related Lists included on the page. 4. Find the Related List you want to change and select Properties : Fairsail HCM: Guide for HR Managers Fairsail

79 Maintaining Team Member Records Team Member Related Lists Fairsail displays the Related List Properties dialog: 5. Move lists between Available Fields and Selected Fields to define the page content you want: o To add columns: select an Available Field and Add to move it to Selected Fields. o To remove columns: selecting a Selected Field and Remove to move it to Available Fields. o To select multiple items, use Ctrl + select 6. Define the order you want to use to display items in the Related List: o In Sort By: choose the field you want to use to sort the list. Choose any field in the display. o Select Ascending or Descending to control the order. An ascending date column lists the oldest item at the top. An ascending text column lists the item starting with the letter nearest A at the top. 7. Select: o OK to apply the changes. o Cancel to discard your changes. o Revert to Defaults to remove all customizations. Fairsail displays the Layout Builder. 8. Select: o Save to apply the changes you have made. o Cancel to discard your changes. Fairsail displays the page holding the Related Lists you have changed. Fairsail HCM: Guide for HR Managers Fairsail

80 Maintaining Team Member Records Employment Record Related Lists Employment Record Related Lists Employment Records have a number of related lists. You can find links to all related lists at the top of the Team Member record: Hovering your mouse on a link displays the related list section and enables you to select any links it contains: Use the Customize Page link to control which related lists are visible on the Employment Record page and the order in which they are displayed (see page 77): The following Employment Record related lists are available: HR Requests Job History Salary History Benefits Bonuses Stock Options Google Docs, Notes & Attachments Manager Notes Timesheets Absences Disciplinary Actions Grievance Actions Incident Reports Open Activities Activity History Approval History Employment Record History HCM Forms Team Members Fairsail HCM: Guide for HR Managers Fairsail

81 Maintaining Team Member Records Job History Job History Job History is a table linked to the Employment Record. Job History stores the history of key job details for a Team Member. Job History records are automatically generated when a change is made to Job Effective Date in the Employment Record. Selected fields held in the Team Member and Employment records are then used to supply values for the Job History. When implementing Fairsail, existing employment history can be used to populate Job History. You can also create a new Job History record manually and give the record an Effective Date in the future - the related change is processed on the Effective Date (see page 82). By default, Job History tracks changes to these fields: Manager Job Job Title Job Profile Function Grade Salary Band You can extend this list with more fields if you need to track them too. Job Effective Date is set by: Creating a new Team Member. The Start Date value is mandatory and is copied to the Job Effective Date for both the Team Member and Employment Records. Entering a Job Change. Job Effective Date is a mandatory field and is copied to both the Team Member and Employment Records. Finalizing an HR Request. The HR Request effective date is copied to the Job Effective Date for both the Team Member and Employment Records. Creating a New Job History record directly, with an explicit Job Effective Date which can be in the future. Each of these actions creates a new Job History record. Fairsail HCM: Guide for HR Managers Fairsail

82 Maintaining Team Member Records Job History Creating a Future Dated Job History Record You can create changes to employment details with an effective date in the future - the changes are implemented by daily batch on the effective date. Your org must be configured to enable future dated job histories using options available to your Fairsail Administrator. When configured, to create a future dated job history record for a Team Member: 1. Go to the Team Member's Employment Record Detail page and scroll down to the Job History Related List. If the Job History Related List is not displayed: a. Select Edit Layout at the top of the page. b. In the left panel, select Related Lists. c. Drag and drop Job History on to the page layout. d. Select Properties for the Job History Related List. e. Expand the Buttons display. f. In the Standard Buttons list check New. g. Select OK. Fairsail adds the New button to the Job History Related List. h. Select Save. 2. In the Job History Related List, select New Job History. Fairsail displays the Job History Edit page. If there are already pending changes to the Job History for the Team Member, the page includes a warning message: Fairsail HCM: Guide for HR Managers Fairsail

83 Maintaining Team Member Records Job History Pending changes entered as HR Requests or Job History changes are displayed at the bottom of the page: Check pending changes for any conflicts with the new change you want to make. Use the links to HR Requests and Job History to see the detail. 3. On the Job History Edit page enter the values you want, including the Effective Date. 4. Select Save. The new Job History record is added to the Job History Related List and is processed on the Effective Date. Fairsail HCM: Guide for HR Managers Fairsail

84 Maintaining Team Member Records Handling Notes and Attachments Handling Notes and Attachments Most records have a Notes and Attachments related list for holding additional material that is not catered for in the fields that form the record, or in any of the other related lists. If your organization uses Google Docs, Fairsail enables you to add them as attachments too; your system must first be configured to use Google Docs. The Notes and Attachments related lists then become Google Docs, Notes and Attachments. To use Notes and Attachments related lists, you can: Add directly to a record while using Fairsail. an attachment to Fairsail. Adding Notes and Attachments while Using Fairsail When you are logged in to Fairsail HCM you can add a note or attachment directly to a record. 1. Choose the record to which you want to add the note or attachment. 2. Find the Notes & Attachments section. If Notes & Attachments is not displayed, select Customize Page and check if it is listed as an Available List. If it is available, add it to the Selected Lists and select Save. If Notes & Attachments is not listed as an Available List for selection, you must have Administrator access and use Setup. 3. In the Notes & Attachments section: o To type a note directly into an online form, select New Note: Fairsail opens the form for you to enter the note: When you have finished, you can Check Spelling, then select Save to add the note to the Notes & Attachments related list for the record. Fairsail HCM: Guide for HR Managers Fairsail

85 Maintaining Team Member Records Handling Notes and Attachments o To add a file as an attachment to a record, select Attach File: Fairsail opens the Attach File dialog for you to select and attach the file you want: Follow the steps in the dialog to find and attach the file, wait for the file to upload, then select Done. Adding Attachments by You can a file to Fairsail and have it added as an attachment to an Employment Record. You will need: The unique Fairsail address for your company, available from Fairsail Support. Note that this is different from the address Fairsail issues for uploading pictures. The Team Member's Unique Id to ensure that the attachment is applied to the right person. You can find the Unique Id on the Team Member record in the Team Member Detail section: 1. Ask Fairsail Support for the unique Fairsail address allocated to your company for uploading notes and attachments. 2. Compose the a. The Subject line must contain just the Unique ID for the Team Member. b. Add the attachment. You can add multiple files, with each attachment up to 5MB and the total size up to 10MB. Any images embedded in your , such as a logo in an signature, may also be treated as attachments. You can avoid this by using a simple template without embedded images. Any text in the body of the is ignored. 3. Send the . All attachments are added to the Team Member Employment Record Notes and Attachments related list. Fairsail HCM: Guide for HR Managers Fairsail

86 Maintaining Team Member Records Team Member Detail Buttons Team Member Detail Buttons At the top of each Team Member record in the Team Member Detail section you can find buttons that enable you to perform day-to-day Team Member maintenance tasks: Edit Edit enables you to view and change Team Member and Employment record details: When you have made the changes you want, select Save. Fairsail HCM: Guide for HR Managers Fairsail

87 Maintaining Team Member Records Team Member Detail Buttons Delete Delete enables you to remove an entire record. Use this with care, and only to correct mistakes. Delete permanently removes all data for that Team Member. It is good practice to archive data for Team Members at regular intervals. Profile Profile enables you to view the Team Member's home page in Fairsail WX or their profile in Collaboration Portal. To return to the Team Member's detail page: From Fairsail WX use the Administration link. From Collaboration Portal use your browser's Back button. Fairsail HCM: Guide for HR Managers Fairsail

88 Maintaining Team Member Records Team Member Detail Buttons Org Chart Org Chart enables you to display the Team Member's position in the company in an organization chart: Org charts show current team members. TBA (To Be Announced) Team Members resulting from Team Members who have left are shown only if the leaver was a manager with Team Members who are still employees, and who have not yet been transferred to another manager. Fairsail HCM: Guide for HR Managers Fairsail

89 Maintaining Team Member Records Team Member Detail Buttons Use the links in the chart to change the focus of the chart to the selected Team Member. In the example above, select Linda's manager, Steve Pendleton to see an org chart focused on him: Hover your mouse over a name in the org chart to see a summary of the Team Member, and use the links in the hover to jump to the Team Member's profile, team, actions, or org chart: Use the number of levels picklist to change the level of detail shown in the org chart. This is useful for Team Members with larger or multi-layered teams. Each increase in the number of levels selected adds a level to the bottom of the org chart. The default display is three levels. Use the sort order picklist to sort the chart by family Name, Job Title, or Team name. The default display is sorted by family Name. Sorting by Job Title or Team uses family Name as the secondary sort order. Select the Adobe Acrobat icon to generate a PDF version of the org chart you are viewing. Fairsail HCM: Guide for HR Managers Fairsail

90 Maintaining Team Member Records Team Member Detail Buttons Change User Change User enables you to link a Team Member to a User Record. This link is essential if you want an employee with a Team Member record to be able to see their own pages through Fairsail WX or the Collaboration Portal. For a new Team Member, Change User enables you to create the User Record automatically, establishing the link between the Team Member and the User Record for you. For an existing Team Member with a User Record that has not been linked, Change User enables you to make the link between the Team Member and the User Record. For Change User to work, ensure that: Your company has enough remaining unused Fairsail licenses to enable you to create the new User Records. To check, go to Setup > Administration Setup > Company Profile > Company Information. The Team Member has at least these fields defined: o Start date. This can be a future date. o First name and Surname. o address 1. Select Change User. Fairsail displays the Team Member User page: Fairsail HCM: Guide for HR Managers Fairsail

91 Maintaining Team Member Records Team Member Detail Buttons 2. Complete the fields as follows: Field User User Profile Salesforce Access Description For a new Team member, leave blank. For an existing Team Member who you wish to link to an existing User Record, select User Lookup and select the User Record you need. For a new Team Member, select the picklist and select Fairsail Team Member. For an existing Team Member who you wish to link to an existing User Record, leave blank. Uncheck. Single Sign-On User Details section Federation Id If you are using Single Sign-On enter your federation id. If you are not using Single Sign-On, leave blank. 3. Select Save. You can confirm that Team Members have links to User Records by looking in the User column on the Team Member Home page: The User column displays the User Record name linked to each Team Member. Fairsail HCM: Guide for HR Managers Fairsail

92 Maintaining Team Member Records Team Member Detail Buttons Reset Password Every Team Member needs a password to be able to login to Fairsail. Reset Password enables you to send an to a Team Member inviting them to login and change their passwords. Use Reset Password to: Invite new Team Members to login to Fairsail for the first time. Their first action will be to setup their own passwords. Enable existing Team Members to login and change their passwords. This is useful if a Team Member has forgotten their password. Do not use Reset Password for Team Members if your company is using Single Sign-On. Single Sign-On passwords are set outside Fairsail. HR users can be set up with both a Fairsail password and and Single Sign-On password, enabling them to sign on to Fairsail with either. 1. Select Reset Password. Fairsail displays the Reset Passwords page: 2. Check that the page shows the correct Team Member. 3. Select Reset Passwords. Fairsail confirms that the password has been reset: The Team Member is sent an with their Fairsail login details and an invitation to change their own password on login. Fairsail HCM: Guide for HR Managers Fairsail

93 Maintaining Team Member Records Team Member Detail Buttons Change Picture Change Picture enables you to load a picture to be visible for a Team Member throughout Fairsail, including WX and the Collaboration Portal. 1. In the Team Member Picture dialog, select Browse to find the image you want to use: 2. Choose a picture with a file size no bigger than 200KB, and ideally 190 pixels wide by 250 pixels high. To work well, the proportions must be close to 4:5, width:height. You can use standard file formats for photos, including jpg, png, gif, and tiff. 3. When you have found the picture you want to use, select Save. If you leave upload new picture blank and Picture set None, Fairsail uses a standard silhouette: You can also a picture to Fairsail for automatic loading to the Team Member's record. You will need: The unique address for uploading pictures for your company, available from Fairsail Support. Note that this is different from the address Fairsail issues for uploading notes and attachments. The Team Member's Unique Id to ensure that the picture is applied to the right person. You can find the Unique Id on the Team Member record in the Team Member Detail section: 1. Ask Fairsail Support for your company's unique address for uploading Team Member pictures. 2. Save the picture with the file name of the Team Member's Unique ID and the standard file extension for your jpg, png, gif, or tiff. Make sure the file is not bigger than 200KB. 3. Compose the a. The content of the Subject line is not important because Fairsail uses the attachment name to assign the picture to the right Team Member. b. Add the attachment. You can add multiple picture files, with each file up to 200KB and the total size up to 10MB. Make sure that each file is named with the Unique ID of the Team Member to whom it applies, followed by the dot extension of the file type for the picture. Any text in the body of the is ignored. 4. Send the . Fairsail HCM: Guide for HR Managers Fairsail

94 Maintaining Team Member Records Team Member Detail Buttons Change Position Change Position enables you to change a Team Member's job as recorded on Fairsail. On the Team Member Job Change page: 1. Select in the Job Effective Date field and use the date picker to select the start date for the new job. 2. Complete any other fields as necessary. 3. Select Save. Fairsail HCM: Guide for HR Managers Fairsail

95 Maintaining Team Member Records Team Member Detail Buttons Terminate Terminate enables you to change a Team Member's employment status to Terminated. You can use this button for Team Members who have future leaving dates, and for those who have already left: 1. Complete the fields as follows: Field If the Team Member has left If the Team Member has a future leaving date Team Member Details section Unique ID Employment Status Manager Automatically completed for the Team Member you have selected. Select the picklist and select Terminated. Delete the Manager's name and leave this field blank. Do not change. The Team Member's employment status does not change to Terminated until the leaving date. Do not change. The Manager retains responsibility for the Team Member until the Team Member leaves. Employment Details section End Date Enter the date of the last day of employment. Enter the planned date of the last day of employment. Last Day Worked Reason For Leaving Would Rehire 2. Select Save. Enter the date of the Team Member's last working day. This may differ from the End Date. Enter the planned date of the Team Member's last working day. This may differ from the End Date. Select the picklist and select the reason given by the Team Member for leaving. Check the box if your organization would rehire the Team Member. Fairsail HCM: Guide for HR Managers Fairsail

96 Maintaining Team Member Records Team Member Detail Buttons Send Form Send Form enables you to send a form created by Fairsail to a selected Team Member. Contact Fairsail Support to setup the form(s) you need. 1. Select Send Form. Fairsail displays the Send Form page: 2. In the Form To Initiate field, select the picklist and select the form you want to send. 3. Select Send. Fairsail HCM: Guide for HR Managers Fairsail

97 Maintaining Team Member Records Team Member Detail Buttons Send PDF Send PDF enables you to send a PDF file based on a template to a selected Team Member. PDF files up to 3MB in size are sent as attachments; larger files are converted to HTML links for download and remain available for 30 days. A copy of the PDF document is added to the Notes and Attachments related list for the Team Member. PDF Templates are created with the Fairsail PDF Template Generator. 1. Go to the record from which you want to send the PDF document, for example the Team Member's Detail page. 2. Select Send PDF. Fairsail displays the Send PDF page: Fairsail HCM: Guide for HR Managers Fairsail

98 Maintaining Team Member Records Team Member Detail Buttons 3. Complete the fields as follows: PDF section PDF Template Picklist. Select from the PDF Templates you have available in your organization. Use PDF Template OR or Previous PDF; you cannot use both. Select Preview to view and edit a draft of the document. (see page 98) or Previous PDF Select New to create a new template. Picklist. Select from PDF documents you have previously generated and sent. Covering section To Team Member To Team Member Home To Manager CC Subject Covering Checkbox. Check to send the and attached PDF to the Team Member's company address as held on your Fairsail system. Checkbox. Check to send the and attached PDF to the Team Member's home address as held on your Fairsail system. Checkbox. Check to send the and attached PDF to the Team Member's manager. The address of anyone you want to receive a copy of the and attached PDF. The subject of the . The content of the covering Select Send. The is sent with the document attached, and a copy of the document is added to the Notes and Attachments related list for the record from which it was sent. Using Preview Before sending a PDF document from a record you can preview the document and edit it if necessary, changing details or adding further customization. Any changes you make are unique to the document you edit - they do not affect the underlying PDF Template. To preview a document: 1. On the Send PDF page, when you have selected the PDF Template, select Preview: Fairsail HCM: Guide for HR Managers Fairsail

99 Maintaining Team Member Records Team Member Detail Buttons Fairsail displays a preview of the body of the document based on the template, with merge fields and formulas resolved, and conditional sections only included if they apply to the record from which you are sending the document. The preview does not include page header and footer sections - you cannot edit these in Preview: 2. Use the content editor to make any changes you need. 3. Enter Covering details. 4. Select Send. Fairsail HCM: Guide for HR Managers Fairsail

100 Maintaining Team Member Records Adding an Employee to Fairsail Adding an Employee to Fairsail To add an employee to Fairsail: 1. Create a new Team Member. Go to Team Members, select New (see page 101). 2. Create a new Employment Record. From Team Member record, go to Employment related list, select Employment Record, select Edit (see page 103). 3. Assign a Job to the Team Member. In the Employment Record, select Job Lookup against the Job field (see page 105). 4. Create Salary and other related records. From Employment Record, go to related lists, select New... as required (see page 107). 5. Create a User Record. For a new employee combine this with step 6: go to Team Member record select Change User (see page 109). 6. Link the Team Member to the User Record. For a new employee combine this with step 5: go to Team Member record select Change User (see page 109). 7. Send a Welcome to Fairsail to the new employee. Go to Team Member record, select Reset Password (see page 109). 8. Train the new employee in using Fairsail WX or the Collaboration Portal and explain HR processes. If you have the Single Page New Hire process enabled, you can complete steps 1 to 4 though a single page (see page 110). Fairsail HCM: Guide for HR Managers Fairsail

101 Maintaining Team Member Records Adding an Employee to Fairsail Create a New Team Member 1. Select the Team Members tab. Fairsail displays the Team Members Home page: 2. Select New: Fairsail opens the Team Member New Hire Page: If you have the Single Page New Hire process enabled, Fairsail displays a tabbed page enabling you to enter Team Member, Employment, Salary, Benefits, and top level Absence details (see page 110). Fairsail HCM: Guide for HR Managers Fairsail

102 Maintaining Team Member Records Adding an Employee to Fairsail 3. Select the Start Date field to display the date picker and select the new employee's start date. This can be: o A past date o Today o A future date 4. In the Team Member Details section, complete the fields required by your organization. You must complete at least: o First Name o Surname o if you want this Team Member to use Fairsail WX or the Collaboration Portal. If you complete the Manager field, give the name of the Team Member's primary, one up manager. If the Team Member is the CEO or equivalent, leave Manager blank. You can also specify the Policy to be used by this Team Member; this is optional. If you do not specify a policy here, the HR Department policy is used as a default. For larger organizations with several different HR Departments operating different policies, the policy field eases the mapping between Team Member and Policy. Use Policy Lookup if necessary. 5. In the Employment Details section, complete the fields required by your organization: Completing fields in the Team Member Details and Employment Details sections creates a skeleton Employment Record for the new employee. 6. Select Save. Fairsail HCM: Guide for HR Managers Fairsail

103 Maintaining Team Member Records Adding an Employee to Fairsail Create a New Employment Record When you create a New Team Member record, a skeleton Employment record is also created. To add more detail to the Employment record: 1. Go to the Team Member record. 2. Hover over the Employment link at the top of the page and select Edit: Fairsail HCM: Guide for HR Managers Fairsail

104 Maintaining Team Member Records Adding an Employee to Fairsail Fairsail displays the Employment Record Edit page: 3. Complete the sections and fields required by your organization. 4. Select Save. Fairsail HCM: Guide for HR Managers Fairsail

105 Maintaining Team Member Records Adding an Employee to Fairsail Assign a Job to a Team Member 1. Go to the Team Member record. 2. Hover over the Employment link at the top of the page and select Edit: Fairsail displays the Employment Record Edit page: Fairsail HCM: Guide for HR Managers Fairsail

106 Maintaining Team Member Records Adding an Employee to Fairsail 3. In the Job field, select Job Lookup to search for and select a job from the Job Library to assign to the new employee. The job you assign sets the values for these fields: o Job Title o Grade o Salary Band o Job Profile o Function If you change any of these fields for an individual team member, they are set back to the values held for the job in the Job Library if the job changes. When the team member is assigned a new job from the Job Library, the values in these fields will be set to the values held for the new job, over-writing any changes you might have made. 4. Select Save. Fairsail HCM: Guide for HR Managers Fairsail

107 Maintaining Team Member Records Adding an Employee to Fairsail Create Salary and Other Related Records When you create a new Employment record for a Team Member it contains place holders for much employment related information such as salary and benefits. The employment record also has links to related lists for Job History, Salary History, Benefits, Bonuses and so on. With a new employee, all of this related information is missing and is built up over time. Your organization will define the information to be collected and entered into Fairsail for a new starter, but this is likely to include salary and benefits as a minimum. To create a salary record for a new starter: 1. Go to the Team Member's Employment Record. 2. Hover over the Salary History related list link at the top of the page and select New Salary: Fairsail opens the Salary Edit New Salary page: Fairsail HCM: Guide for HR Managers Fairsail

108 Maintaining Team Member Records Adding an Employee to Fairsail 3. Complete the fields required by your organization: Team Member section Employment The Team Member's Employment Record number. Completed for you by Fairsail. Information section Active Award Date Check box. If checked, the salary record is active and the salary it defines is paid to the Team Member from the Start Date. For a new employee, check Active. The date when the Team Member is informed about the salary you are defining. For a new employee, the same as the Start Date. For an existing employee: Award Date can be before Start Date if the revised salary is to be paid from a future date. Start Date Change Reason Award date can be after Start Date if the revised salary is to be back-dated. The date from which the salary you are defining is to be paid. For a new employee, the date they started working for your company. For an existing employee, Start Date can be before Award Date if the revised salary is to be back-dated. Picklist. Select the picklist and select the reason for the salary revision. Values can be tailored to meet the needs of your organization but by default include: Regular Increase Promotion Role Change Employment Change Cost of Living Period Merit Increase For a new employee, leave as None. Optional. The salary period. The value in this field can be passed to your payroll system as an indicator; amounts are calculated based on the Amount and Annual Multiplier fields. For employees on an annual salary, this is Year. Alternatively, you can set Period to Month, Week, Day, or Hour. Additional values, such as Bi-week, can be added to the picklist by your Administrator. Currency The currency in which the salary is paid. Use lookup to search and select from available currencies. Amount The salary amount to be multiplied by Annual Multiplier to calculate the annual salary. If you are using Period to send a value to your Payroll system, set Amount to the amount to be paid per Period. If you are not using Period, typically set Amount to the annual salary amount, with Annual Multiplier set to 1. Fairsail HCM: Guide for HR Managers Fairsail

109 Maintaining Team Member Records Adding an Employee to Fairsail Annual Multiplier The factor by which Amount must be multiplied to give the annual equivalent. For example: enter 1 for an annual salary; enter 12 for a monthly salary; enter 52 for a weekly salary. Annual Salary section Annual Reporting Used when the salary amount for financial reporting purposes differs from the value entered in the Amount field. Typically this is used when the reporting currency differs from the currency in which the employee is paid and an exchange rate is used to apply a conversion. Unless you have a specific reason for using this field, leave it blank. 4. Select Save. Complete other related records as dictated by your organization's requirements. Link Team Member to User Record Linking a Team Member to a User Record is essential if you want an employee with a Team Member record to be able to see their own pages through Fairsail WX or the Collaboration Portal. For a new Team Member, on the Team Member record select Change User. Change User enables automatic creation of the User Record, establishing the link between the Team Member and the User Record. Send a Welcome to Fairsail A Welcome to Fairsail is sent automatically to a new Team Member when you use Reset Password on the Team Member's record. Every Team Member needs a password to login to Fairsail. Reset Password enables you to send an to a Team Member inviting them to login and change their passwords. Do not use Reset Password for Team Members if your company is using Single Sign-On. Single Sign-On passwords are set outside Fairsail. HR users can be set up with both a Fairsail password and and Single Sign-On password, enabling them to sign on to Fairsail with either. Fairsail HCM: Guide for HR Managers Fairsail

110 Maintaining Team Member Records Adding an Employee to Fairsail Add New Hires through a Single Page Use a single page on the Fairsail HCM HR Manager Portal to: Create the Team Member record. Create the Employment Record. Create the link to the line manager. Create initial compensation records including: o Salary amount o Salary start date o Projected bonus as a percentage of salary Allocate a Benefit Set. Calculate the pro-rata vacation allowance for new hires who start part way through a leave year. Select the process by checkbox - you can revert to the alternative multi-page New Hire entry by unchecking. Fairsail HCM: Guide for HR Managers Fairsail

111 Maintaining Team Member Records Adding an Employee to Fairsail Using Single Page New Hire 1. In the HR Manager Portal select the Team Members tab. 2. On the Team Members Home page, select New. Fairsail displays the Team Member New Hire page: 3. Complete the fields as follows: Field First Name Last Name Start Date Department Policy (Optional Override) Description Mandatory. Text, up to 80 characters. The Team Member's given name. Mandatory. Text, up to 80 characters. The Team Member's family name or surname. Mandatory. The date the Team Member's employment is to start. Select today's date to the right of the field, or select the field to display a calendar, then choose the Start Date. Mandatory. Picklist, showing the Departments you manage. Departments you do not manage are not listed. Select the picklist and choose the Department hosting the new Team Member. The Department sets the Manager and Policy for the Team Member. Optional. Picklist. To override the Policy linked to Department, select the picklist and choose the Policy you want to apply to this Team Member. Fairsail HCM: Guide for HR Managers Fairsail

112 Maintaining Team Member Records Adding an Employee to Fairsail 4. Select Save and Continue to create the basic Team Member record and continue with the New Hire Process. Fairsail displays the Team Member New Hire tab page: o Team Member, Employment Details, Salary, and Benefits tabs use existing Field Sets to control content, so the fields you see depend on the Field Sets. o Complete the fields you need to add detail to the new Team Member records. Fairsail HCM: Guide for HR Managers Fairsail

113 Maintaining Team Member Records Adding an Employee to Fairsail o To delete all your entries including the basic Team Member record at any stage of the process, select Delete. You are asked to confirm: Select Yes to delete the New Hire. o If you enter dates that are incompatible, for example, a salary start date that is before the employment start date, Fairsail displays a Warning: You can Confirm that the dates are as you intend and continue the process, correct the date(s) and then Confirm, or Delete the complete record. If the warning relates to the Continuous Service Date and you change the date before Confirming, select Save and then Confirm again to create the Team Member. 5. On the Team Member tab: o You can edit the Start Date, First Name, and Last Name you entered on the first page. o You cannot change Policy or Department. Team Members link to a Policy through an HR Department. To set a different Policy or Department for the New Hire, Delete the New Hire and start again. Fairsail HCM: Guide for HR Managers Fairsail

114 Maintaining Team Member Records Adding an Employee to Fairsail 6. On the Salary tab: o If you enter a value in Currency, Amount, or Annual Multiplier, you must enter values in all three. Fairsail HCM: Guide for HR Managers Fairsail

115 Maintaining Team Member Records Adding an Employee to Fairsail 7. On the Absence tab: o Amending the Start Date recalculates and redisplays the Year End Balances to give an accurate pro-rata value. o You can use the Work Days Pattern (Optional Override) picklist to select an alternative Work Days Pattern. The default is taken from the Policy associated with the Department selected, or the Policy override provided, on the first page. o You can use the Absence Accrual Pattern (Optional Override) picklist to select an alternative Absence Accrual Pattern. The default is taken from the Policy associated with the Department selected, or the Policy override provided, on the first page. Changing the Absence Accrual Pattern recalculates and redisplays the Year End Balances in line with the associated Absence Accrual Rule(s). o Amending the Continuous Service Date, FTE, or Hours Worked values on the Employment Details tab recalculates and redisplays the Year End Balances. 8. Select Save. The New Hire records are created with the values you entered. Fairsail HCM: Guide for HR Managers Fairsail

116 Maintaining Team Member Records Adding a Job Description for a Team Member Adding a Job Description for a Team Member As an HR Manager, you can use the HR Manager's Portal to add Job Descriptions to any Team Member in your HR Department. Fairsail can also be set up so that Managers can add Job Descriptions for their direct reports through Fairsail WX or the Collaboration Portal, or so that Team Members can add their own Job Descriptions. You can use any Job Description from your Job Description Library (see page 236). If the Team Member's job has not yet been described and added to the Library, you can: Copy a near match or generic Job Description from the Library and edit the detail to match the needs of the Team Member's role. Ask your Fairsail Administrator to switch on the Permit Job Description Changes option in the Policy for your HR Department if you want to do this. Any changes you make are stored for the Team Member alone, and do not change the details of the Job Description in the Library. Create the Job Description in the Library (see page 236). You can then assign the same basic Job Description to multiple Team Members. To add a Job Description for a Team Member through the HR manager's Portal: 1. Open the Team Member record. 2. Select Profile: Fairsail displays the WX home page or Collaboration Portal Profile for the Team Member. 3. Go to the Job Description Detail view in WX or the Job Description section in Collaboration Portal and select New. Fairsail WX displays the New Job Description view; Collaboration Portal displays the Job Description Edit page. If the text editor is not displayed and you want to copy a Job Description from the Library and edit it, ask your Fairsail Administrator to switch on the Permit Job Description Changes option in the Policy for your HR Department. 4. Use the picklist to select the Job Description you want to use for this Team Member. 5. In Collaboration Portal select Copy. In Fairsail WX, just select the Job Description in the picklist. Fairsail copies the details from the generic Job Description stored in the Job Description Library and displays them in the Details section of the WX view, or the Current Job Description section of the Edit page in Collaboration Portal. 6. Make any changes you need to align this Job Description with the Team Member's role. Any changes you make are stored for the Team Member alone, and do not change the details of the Job Description in the Library. 7. Select Activate Without Confirm to save the Job Description to the Team Member's record. The Job Description is now visible in the Team Member's WX page or Collaboration Portal Profile and in the Job Descriptions Related List on the Team Member's record in the HR Manager Portal. Fairsail HCM: Guide for HR Managers Fairsail

117 Maintaining Team Member Records Creating a Task for a Team Member Creating a Task for a Team Member 1. Go to the My Tasks list on your Home page and select New: Fairsail displays the New Task page: Fairsail HCM: Guide for HR Managers Fairsail

118 Maintaining Team Member Records Creating a Task for a Team Member 2. Complete the fields as follows: Field Assigned To Subject Related To Name Due Date Comments Status Priority Send Notification Create Recurring Series of Tasks What to enter The person expected to complete the task. By default the new task is assigned to you. To assign the task to another Team Member, select Assigned To Lookup Team Member. and select the The type of action, such as call, send , or send quote. Type directly in the field or select Subject Lookup to select from a predefined list. The thing or person related to this task. If relevant, select the picklist and choose an object. In the second field select Related To Lookup related to the task. to select the instance to be For example, for tasks relating to a Team Member, select Team Member from the picklist. Select Related To Lookup and select the Team Member. Leave blank.. The date on which the task falls due. Any comments required to clarify the task. The current status of the task. Select the picklist and select from the predefined list. The importance attached to the task. Select the picklist and select from the predefined list. Check to send an to the Team Member named in Assigned To. The contains a link to the Task Detail page (see page 61). Check to make the task recur. When checked, additional fields are displayed: Reminder Select the radio buttons and set the values appropriate to the task. You must set an End Date for recurring tasks. Select Calculate max end date to set the end date to the latest date allowed based on the frequency you have set. Check to generate a reminder and enter a date and time for the reminder. If the task is recurring, select the picklist to select an appropriate timing for the reminders, such as on the occurrence date, or 1 or 2 days before: Attach File Select to attach a file related to this task., 3. Select Save to save the task, or select Save & New Task to create a further task related to the same Team Member. Fairsail HCM: Guide for HR Managers Fairsail

119 Maintaining Team Member Records Adding or Changing a Primary Manager Adding or Changing a Primary Manager A Team Member can have only one Primary Manager. The Manager is prompted to perform all management tasks for the Team Member. To assign a Manager to a Team Member: 1. Go to the Team Member's Home page and select Change Position: Fairsail opens the Team Member Job Change page. 2. In the Team Member Details section, in Manager, enter the name of the Team Member's primary Manager. Use Manager Lookup if necessary. 3. Select Save. Fairsail HCM: Guide for HR Managers Fairsail

120 Maintaining Team Member Records Adding an HR Manager Adding an HR Manager An HR Manager can see, and optionally change, any information held about Team Members within their HR Departments. Configuration options also enable your administrator to grant Fairsail WX or Collaboration Portal access to specific processes. HR Managers are listed in the HR Managers Related List for an HR Department, and must have HR Manager, HR Administrator, or System Administrator user profiles assigned to them. HR Managers can be assigned to more than one HR Department. To add an HR Manager: 1. Select the HR Departments tab. Fairsail displays the HR Departments Home page. 2. Select a View that shows the HR Department for which you want to add or change an HR Manager. 3. Select the name of the HR Department you want: Fairsail displays the HR Department detail page: Fairsail HCM: Guide for HR Managers Fairsail

121 Maintaining Team Member Records Adding an HR Manager 4. In the HR Managers Related List, select New HR Manager: Fairsail displays the HR Manager Edit page: 5. Complete the fields as follows: Field Description User Enter the name of the HR Manager. Select User Lookup to find and select the HR Manager if necessary. Department Access Level 6. Select Save. Automatically completed with the name of the HR Department you selected. Defines the type of access the HR Manager has to the records of Team Members assigned to the HR Department. Select the picklist and select Read or Edit. Fairsail displays the HR Manager Detail page for the HR Manager you have added. 7. Select the link to the HR Department: Fairsail displays the HR Department Detail page. 8. In the Data for Team Members section, select Recalculate Visibility: The assigned user can now see all Team Members in the HR Department. You can assign HR Manager access to any user as long as you have enough Fairsail HR Manager licenses. To see the HR Manager Portal the assigned user must have the Salesforce Access check box checked on the Team Member user page. Fairsail HCM: Guide for HR Managers Fairsail

122 Maintaining Team Member Records Setting Up Cross Reporting Setting Up Cross Reporting Cross reporting or dotted line managers can be assigned to a Team Member and they can perform some of the tasks of a full manager. Cross reporting managers are added to the Cross Reporting Related List on the Team Member record. Cross reporting managers are assigned a Type, enabling you to control the types of information visible to the cross reporting manager. To set up cross reporting: 1. Search for the manager who will be the cross reporting manager and view their Team Member Detail page. 2. In the Management (Cross Reporting) Related List, select New Management: Fairsail displays the Management Edit New Management page: Fairsail HCM: Guide for HR Managers Fairsail

123 Maintaining Team Member Records Setting Up Cross Reporting 3. Complete the fields as follows: Cross Reporting Team Member Type The name of the Team Member who cross reports to this manager. Use Cross Reporting Team Member Lookup if you need to. Picklist: Each Type can be given different access to HR processes, controlled by visibility switches on the Fairsail HCM Configure page. For example: Manager can have access to all available processes. Supervisor can have access to Absence and Vacation reporting, but not Performance Reviews. Mentor can have access to Skills, Competencies, and Development Needs. Project Manager can have access to Timesheets, and Work History/Experience. Select the Type appropriate to this cross reporting manager. Access Level Picklist: Defines the type of access the cross reporting manager will have to the Team Member's records. Select Read or Edit. Cross Reporting Manager The manager to whom this Team Member cross reports. Automatically completed by Fairsail when you enter this page from the cross reporting manager's Team Member detail page. 4. Select Save to save the record and display the Management Detail page, or select Save & New to add more cross reporting Team Members to this manager. Fairsail HCM: Guide for HR Managers Fairsail

124 Maintaining Team Member Records Maintaining Timesheets Maintaining Timesheets If enabled through the Policy, Fairsail WX and the Collaboration Portal display Timesheets. Team Members can enter time worked and managers can approve Timesheets for their teams. As an HR Manager you can also enter and maintain Timesheets through the HR Manager Portal. Creating a Timesheet Each Timesheet hosts one or more Time Reports for a Team Member for a defined time period. When you have set up a Timesheet Pattern, Timesheets are automatically created by Fairsail for completion by Team Members through WX or the Collaboration Portal. To create a Timesheet in the HR Manager's Portal: 1. Select the Timesheets tab. 2. Select New. Fairsail displays the Timesheet Edit page: 3. Complete the fields as follows: Field Employment Start Date End Date Submitted Date Approved Date Paid Date Description The Employment Record for the Team Member to whom this Timesheet applies. Select Employment Lookup name. The first day of this Timesheet period. The last day of this Timesheet period. to find and select the Employment Record by Team Member The date the complete Timesheet is submitted for approval. All component Time Reports must be complete before the Timesheet is submitted. The date the submitted Timesheet is approved for payment. The date of payment of any overtime included in this Timesheet. Fairsail HCM: Guide for HR Managers Fairsail

125 4. Select: o Save to save the Timesheet and display the Timesheet Detail page. Maintaining Team Member Records Maintaining Timesheets o Save & New to save the Timesheet detail and open a new Timesheet Edit page with all fields cleared. o Cancel to discard the Timesheet and return to the Timesheets Home page. Once created, Timesheets are displayed in the Timesheets related list attached to the Team Member's Employment Record. Editing a Timesheet To edit an existing Timesheet for a Team Member: 1. Go to the Team Member's Employment Record. 2. In the Timesheets related list section, select Edit for the Timesheet you want to change: Fairsail displays the Timesheet Edit page. 3. Edit the fields you want to change (see page 124). Creating a Time Report Each Time Report is a record of work time on a specific date for one Team Member. The Time Report includes the rate of pay to be applied to the time worked, such as standard time or time and a half, and the currency amount the Team Member is paid for each unit of time worked. One or more Time Reports contribute to a single Timesheet. Before a Time Report can be created, the Timesheet must exist for the period including the Time Report. Time Reports are automatically created by Fairsail when Team Members complete Timesheets in WX or the Collaboration Portal. One Time Report is created for each completed Timesheet column on each day, so a day with Team Member entries for three Pay Codes generates three Time Reports for that day for the Team Member. To create a Time Report in the HR Manager Portal: 1. Select the Timesheets tab. 2. Select a View that shows the Timesheet for the period for which you want to create the Time Report. 3. Select the Timesheet name. Fairsail displays the Timesheet Detail page. Fairsail HCM: Guide for HR Managers Fairsail

126 Maintaining Team Member Records Maintaining Timesheets 4. In the Time Reports related list section select New Time Report: Fairsail displays the Time Report Edit page: 5. Complete the fields as follows: Field Timesheet Report Date Duration Code Rate Description The name of the Timesheet to which this Time Report contributes. Automatically completed by Fairsail with the name of the Timesheet you selected. The date to which this Time Report relates. Select in the field to display a calendar and then select a date, or select today's date displayed to the right of the field to insert today's date. You can have more than one Time Report for a single date; for example to apply different rates of pay to different parts of the day. The number of units of time this Time Report represents. A unit of time is the unit used when calculating the amount of pay due to a Team Member, for example, an hour or a day. Duration is multiplied by Rate and Unit Amount to calculate the amount of pay due to the Team Member for the time represented by this Time Report. A unique code for the Pay Code applied to this Time Report. Code can be passed to your payroll provider for payslip production and internal reporting. The rate of pay applied to the time in this Time Report, as a decimal value. For example for time worked at: Single-time, enter 1. Time and a half, enter 1.5. Double time, enter 2. Rate is multiplied by Duration and Unit Amount to calculate the amount of pay due to the Team Member for the time represented by this Time Report. Fairsail HCM: Guide for HR Managers Fairsail

127 Maintaining Team Member Records Maintaining Timesheets Unit Amount The amount of money the Team Member is paid for a unit of work. For hourly paid Team Members, enter their hourly rate. Unit Amount is multiplied by Duration and Rate to calculate the amount of pay due to the Team Member for the time represented by this Time Report. 6. Select: o Save to save the Time Report and display the Time Report Detail page. o Save & New to save the Time Report and display a new Time Report Edit page for the same Timesheet. o Cancel to discard the page and return to the Timesheet Detail page. Editing a Time Report To edit an existing Time Report for a Team Member: 1. Go to the Team member's Employment Record. 2. In the Timesheets related list section, select the Timesheet containing the Time Report you want to edit. 3. Select the Timesheet name. Fairsail displays the Timesheet Detail page. 4. In the Time Reports related list section select Edit for the Time Report you want to change: Fairsail displays the Time Report Edit page. 5. Edit the fields you want to change (see page 125). 6. Select: o Save to save the Time Report and display the Time Report Detail page. o Cancel to abandon your changes and return to the Timesheet Detail page. You can also display and edit an existing Time Report through the Timesheets tab: 1. Select the Timesheets tab. 2. Select a View that shows the Timesheet containing the Time Report you want to edit. 3. Select the Timesheet name to display the Timesheet Detail page, then select the Time Report from the Time Reports related list section. Fairsail HCM: Guide for HR Managers Fairsail

128 Maintaining Team Member Records Maintaining Passport and Visa Records Maintaining Passport and Visa Records Passport and Visa details can be recorded for each Team Member. If enabled through the Policy, Fairsail WX and the Collaboration Portal display Passport information. Team Members can enter and maintain their own passport details and view their visa details through WX or the Collaboration Portal, but visa details must be maintained through the HR Manager Portal. You can link visas to specific passport records, or enter them as separate records; visas that are not linked to passports are visible through the HR Manager's Portal and not through WX or the Collaboration Portal. The fields displayed in WX and the Collaboration Portal for passports and visas are controlled by field sets. Passports and Visas are displayed in related lists on the Team Member Detail page - use Customize Page (see page 76) to change the order in which they are displayed. If the Passports or Visas related lists are not visible on the Team Member Detail page ask your HR Administrator to make them available by editing the page layout. Action Events can be set up to trigger: When passport records are created or changed by a Team member. On a passport or visa expiry date. At a period of time before or after a passport or visa expiry date. As an HR Manager you can: Create new passport (see page 129) and visa (see page 131) records for Team Members. Update existing passport (see page 130) and visa (see page 132) records. Delete passport (see page 130) and visa (see page 132) records. Fairsail HCM: Guide for HR Managers Fairsail

129 Maintaining Team Member Records Maintaining Passport and Visa Records Creating a New Passport Record 1. Go to the Team Member record. 2. Select the Passports link at the top of the page, or scroll down to find the Passports related list. 3. Select New Passport: Fairsail displays the Passport Edit page. 4. Complete the fields as follows: Field Team Member Passport Number Country Issue Date Place of Issue Expiry Date First Name Middle Name Surname Description The Team Member's name. Automatically completed for you by Fairsail. The full passport number as displayed in the passport. The country issuing the passport. Select the picklist and select the country. The date the passport was issued, as displayed in the passport. Select in the field to display a calendar and select the date. Where the passport was issued, as displayed in the passport. When the passport expires. Select the field to display a calendar and select a date. The Expiry Date can trigger a reminder when a passport is about to expire. As displayed in the passport. 5. Select: o Save to save the details and display the Passport Detail page. You can enter visa details from the Passport Details page. o Save & New to save the details and display another Passport Edit page for the same Team Member. o Cancel to discard your changes. Fairsail HCM: Guide for HR Managers Fairsail

130 Maintaining Team Member Records Maintaining Passport and Visa Records Updating a Passport Record 1. Go to the Team Member record. 2. Select the Passports link at the top of the page, or scroll down to find the Passports related list. 3. Select Edit next to the Passport record you want to modify: Fairsail displays the Passport Edit page. 4. Update the fields as described for Creating a New Passport Record (see page 129). 5. Select: o Save to save your changes and return to the Team Member Detail page. o Save & New to save the details and display another Passport Edit page. o Cancel to discard your changes. Deleting a Passport Record 1. Go to the Team Member record. 2. Select the Passports link at the top of the page, or scroll down to find the Passports related list. 3. Select Delete next to the Passport record you want to delete: Fairsail asks you to confirm. 4. Select: o OK to permanently delete the passport record. o Cancel to cancel the deletion and return to the Team member record. Deleting a passport record does not delete any associated visa records - it just sets the Passport field to blank for those visas. Fairsail HCM: Guide for HR Managers Fairsail

131 Maintaining Team Member Records Maintaining Passport and Visa Records Creating a New Visa Record 1. Go to the Team Member record. 2. Select the Visas link at the top of the page, or scroll down to find the Visas related list. 3. Select New Visa: Fairsail displays the Visa Edit page. 4. Complete the fields as follows: Field Team Member Country Type Description The Team Member's name. Automatically completed for you by Fairsail. The country issuing the visa. Select the picklist and select the country. Select the picklist and select from: Full Limited Issue Date Expiry Date Temporary The date the visa was issued, as displayed on the visa. Select in the field to display a calendar and select the date. When the visa expires. Select the field to display a calendar and select a date. The Expiry Date can trigger a reminder when a visa is about to expire. Passport The number of the passport associated with this visa. Select Passport Lookup to find and select the passport. Visa Number Status 5. Select: You do not have to associate a visa with a passport; visas can be recorded for Team members who do not have passport details recorded. As displayed on the visa. Select the picklist and select from: Issued Canceled Applied Rejected o Save to save the details and display the Visa Detail page. o Save & New to save the details and display another Visa Edit page for the same Team Member. o Cancel to discard your changes. Fairsail HCM: Guide for HR Managers Fairsail

132 Maintaining Team Member Records Maintaining Passport and Visa Records Updating a Visa Record 1. Go to the Team Member record. 2. Select the Visas link at the top of the page, or scroll down to find the Visas related list. 3. Select Edit next to the Visa record you want to modify: Fairsail displays the Visa Edit page. 4. Update the fields as described for Creating a New Visa Record (see page 131). 5. Select: o Save to save your changes and return to the Team Member Detail page. o Save & New to save the details and display another Passport Edit page. o Cancel to discard your changes. Deleting a Visa Record 1. Go to the Team Member record. 2. Select the Visas link at the top of the page, or scroll down to find the Visas related list. 3. Select Delete next to the Visa record you want to delete: Fairsail asks you to confirm. 4. Select: o OK to permanently delete the visa record. o Cancel to cancel the deletion and return to the Team member record. Fairsail HCM: Guide for HR Managers Fairsail

133 Maintaining Team Member Records Maintaining Targets Maintaining Targets If enabled through the Policy, WX and the Collaboration Portal enable managers to enter, and Team Members to confirm financial targets. Actuals are recorded against targets as the financial year progresses. Targets can be linked to Salesforce Opportunities so that closed Opportunities contribute to actuals. As an HR Manager you can enter and maintain Targets through the HR Manager Portal. If the Policy option Manager View Only Targets is set on, Managers can view but not create or edit Targets for their Team Members through WX and the Collaboration Portal, and all creation and editing must be done through the HR Manager Portal. Creating a New Target To create a Target for a Team Member through the HR Manager Portal: 1. On the Team Member record, select the Targets Related List. 2. Select New Target: 3. If you are prompted to select a Target Record Type, select New then select Continue. 4. On the New Target Edit page, complete the fields as follows: Field Description Information section Target Start Date Currency Calculate Salesforce Opportunities Text, up to 80 characters. Enter a name for the Target, such as New product sales, Service contracts, or Upgrades. The date you want the Team Member to start work towards this set of targets. Defaults to the start of the financial year as defined in the Policy, and subject to the rollover period, also defined in the Policy. Select the field to display a calendar for date picking, or select today's date next to the field. The currency used to measure the target. May be the local currency for the Team Member or the reporting currency used by your organization. Select Currency Lookup Checkbox., find and select the currency. If checked, this Target is linked to Salesforce Opportunities and Closed Opportunities contribute to actuals. If unchecked, there is no automatic link to Salesforce Opportunities. Fairsail HCM: Guide for HR Managers Fairsail

134 Maintaining Team Member Records Maintaining Targets Field Contributes To Description If this Target contributes to a higher level target, typically one held by the Team Member's manager, enter the name of the higher level target. Select Contributes To Lookup, find and select the Target name. Basis Picklist. The time basis used for setting Targets and measuring actuals. A default value can be set in the Policy; you can override the default displayed here if you need to. Select the picklist and choose from: Month Quarter Team Member Is Private Year The Team Member holding this Target. Automatically completed by Fairsail with the name of the Team Member you selected. You can change to another Team Member if you need to - select Team Member Lookup Checkbox., find and select the Team, Member. If checked, this Target is visible through WX and Collaboration Portal to the Team Member and their upward management chain only. If unchecked, this Target is visible to anyone who can view the Team Member's Quarterly Amounts section Target Q1 to Target Q4 Actual Q1 to Actual Q4 The currency amounts to be used as revenue targets by the Team Member for each of the four quarters of the financial year. After saving, any changes to these amounts must be confirmed by the Team Member. The currency amounts actually realized by the Team Member for each of the four quarters of the financial year. Progress section Progress Picklist. The current status of work towards this target. Select the picklist and choose from: Ongoing: Above Track Ongoing: On Track Manager Comments Team Member Comments Ongoing: Below Track Text. Comments by the manager on the Team Member's progress towards this target. Text. Comments made by the Team Member on their own progress towards this target. 5. Select: o Save to save the Target and display the Target Detail page. o Save & New to save the target and enter a new target. o Cancel to discard your changes and return to the Team Member record. Fairsail HCM: Guide for HR Managers Fairsail

135 Maintaining Team Member Records Maintaining Stock Options Maintaining Stock Options Employee Stock Options can be granted by a company to employees as part of an overall compensation and benefits package. A stock option grants an employee a conditional right to buy company stock, typically at a pre-determined grant price, and at a future date or over a range of dates. Rights to buy an option are typically phased, with portions of the complete grant becoming available for purchase, or vesting, in line with a vesting schedule. Each stock purchase by the employee is known as exercising the option. No portion of the option can be exercised until after the first vesting date This example shows a Stock Option that: Vests in three portions, of 25%, 25% and 50%. Has a vesting schedule with vesting dates at regular intervals. Is exercised by the employee in five portions of different amounts and at irregular intervals. Fairsail enables you to set up, grant, and maintain Employee Stock Options. You can: Set up one or more Stock Option Patterns, with each Pattern defining the basic parameters for a stock option, including the stock price against which the value of the option is to be calculated (see page 136). Each Pattern defines how Stock Options are handled for Team Members who leave your organization during the life of a Stock Option. Each Pattern includes one or more Stock Option Periods, defining the vesting schedule for the option. Grant Stock Options based on a Pattern to Team Members (see page 140). Record each exercise made by the Team Member when an option has vested (see page 146). Fairsail HCM: Guide for HR Managers Fairsail

136 Maintaining Team Member Records Maintaining Stock Options View the current status of a Team Member's Stock Options through their Employment Record. Information displayed includes: o Details of the original grant, including the currency equivalent of the grant. o The vesting schedule for the option. o Quantities vested and exercised. o Values of the quantities vested and exercised, giving a quick view of the notional gain over the grant. Enable Team Members to view their Stock Options through the Collaboration Portal (see page 147). Creating a New Stock Option Pattern A Stock Option Pattern defines the parameters for one or more stock options and includes the vesting schedule defined with one or more Stock Option Periods. 1. Select the Stock Option Patterns tab. Fairsail displays the Stock Option Patterns Home page. 2. Select New Stock Option Pattern. Fairsail displays the Stock Option Pattern Edit page: Fairsail HCM: Guide for HR Managers Fairsail

137 Maintaining Team Member Records Maintaining Stock Options 3. Complete the fields as follows: Field Stock Option Pattern Name Period After Leaving To Vest Period After Leaving To Exercise Stock Price Period Units Description A name for this Stock Option Pattern. Typically, the Name follows a standard convention established for stock options in your organization and may include the year of issue and a price indicator. For Team Members who have left your organization, the number of Period Units To Vest that must pass after the leaving date before stock options based on this Pattern vest. Typically defined by legislative requirements. For Team Members who have left your organization, the maximum number of Period Units to Exercise that can pass after the leaving date before stock options based on this Pattern must be exercised. Typically defined by legislative requirements. The Stock Price to be used to value stock options based on this Pattern. Typically Stock Price is the current market price, or a recently determined price of the stock. Individual Stock Options are awarded at a separately defined Grant Price. You can alter Stock Price through the life of the Stock Option Pattern, enabling the calculated value of the grant to be updated over time. The units of time to be used for the period(s) between vesting dates. Select the picklist and choose from: Day Period Units To Vest Month The units of time to be used for the period between grant date and vesting date, and between leaving date and vesting date. Select the picklist and choose from: Day Period Units To Exercise Month The units of time to be used for the period between grant date and exercise date, and between leaving date and exercise date. Select the picklist and choose from: 4. Select: Day Month o Save to save the Pattern and display the Detail page for the Stock Option Pattern you have defined. o Save and New to save the Pattern and display a blank Stock Option Pattern Edit page o Cancel to discard your changes and display the Stock Option Pattern Home page. The Stock Option Pattern Detail page shows the information you have entered as well as: The Total Percentage for which Stock Option Periods have been defined. For a newly defined Stock Option Pattern, Total Percentage is 0.00%. As you add Stock Option Periods, the percentage increases until you have defined periods totaling 100%. Fairsail HCM: Guide for HR Managers Fairsail

138 Maintaining Team Member Records Maintaining Stock Options The Stock Option Periods related list. You are now ready to define the Stock Option Periods for this Pattern. Creating a New Stock Option Period Stock Option Periods define the vesting schedule for the Pattern. Create as many Stock Option Periods as you need to define the complete vesting schedule for each Stock Option Pattern. 1. Select the Stock Option Patterns tab. Fairsail displays the Stock Option Patterns Home page. 2. Open the Stock Option Pattern for which you want to create a new Stock Option Period. 3. In the Stock Option Periods Related List select New Stock Option Period. Fairsail displays the Stock Option Period Edit page: Fairsail HCM: Guide for HR Managers Fairsail

139 Maintaining Team Member Records Maintaining Stock Options 4. Complete the fields as follows: Field Stock Option Pattern Period Percentage Description The name of the Stock Option Pattern for which you want to create this Stock Option Period. Automatically completed for you with the name of the Pattern you selected. To change to a different Pattern, select Stock Option Pattern Lookup you want., find and slect the Pattern The number of Period Units between the grant date and the vesting date for this part of the Stock Option. Period Units are defined in the Stock Option Pattern. The percentage of the total Stock Option that vests after the Period. Percentages are summed for all Stock Option Periods defined for a Pattern and the Total Percentage displayed on the Stock Option Pattern Detail page. 5. Select: o Save to save the Period and display the Stock Option Period page for the Period you have defined. o Save and New to save the Period and display a blank Stock Option Period Edit page o Cancel to discard your changes and display the Stock Option Pattern Detail page. Repeat the procedure to create all the Stock Option Periods you need to define the vesting schedule for this Pattern. Fairsail HCM: Guide for HR Managers Fairsail

140 Awarding a Stock Option to a Team Member When the Stock Option Pattern has been defined with its associated Stock Option Periods for the stock options you want to issue, you can award the options to individual Team Members. Stock Option records are attached to the Employment Record for each Team Member. 1. Open the Employment Record for the Team Member who has been granted the stock option. 2. Scroll down to the Stock Options related list section. 3. Select New Stock Option: Fairsail displays the New Stock Option page: Fairsail HCM: Guide for HR Managers Fairsail

141 Maintaining Team Member Records Maintaining Stock Options 4. Complete the fields as follows: Field Description Information section Employment Stock Option Pattern Grant Date Quantity Grant Price The number of the Employment Record to which this Stock Option applies. Defaults to the Employment Record you selected at the start of this procedure. To change to a different record, select Employment Lookup you want., find and select the record The Pattern that applies to this Stock Option. The Stock Option Pattern must be set up before you can award a Stock Option. A Stock Option Pattern defines the parameters for one or more stock options and includes the vesting schedule defined with one or more Stock Option Periods. Select Stock Option Pattern Lookup, find and select the Pattern you want. The date the option is granted to the employee. A past, present, or future date. Select today's date to the right of the field to insert today's date. Select in the field to display a date picker. The total number of shares the option represents. The unit price at which the employee can buy the shares represented by the option. Expiry and Termination section Expiration Date Vesting Termination Date The date after which an employee can no longer purchase vested stock options they have been granted. The date after which the option no longer vests for this Team Member. A manual override for the vesting schedule, typically used when a Team Member leaves your organization. If you leave Vesting Termination Date blank, vesting for this option continues to completion as defined in the vesting schedule. 5. Select: o Save to save the stock option you have entered. Fairsail displays the Stock Option Detail page. o Save & New to save the stock option and enter another Stock Option for this Team Member. Fairsail displays the New Stock Option page. o Cancel to discard your changes. Fairsail returns you to the Employment Record. Fairsail HCM: Guide for HR Managers Fairsail

142 The Stock Option Detail page displays the detail for the newly granted Stock Option: Maintaining Team Member Records Maintaining Stock Options Fairsail HCM: Guide for HR Managers Fairsail

143 Maintaining Team Member Records Maintaining Stock Options Below the Detail page are the Related Lists for the option: As well as the information you entered for the Stock Option, the detail page displays: Status section Total Grant Quantity Vested Total Vested Quantity Exercised Total Exercised The currency equivalent of the stock option, calculated as: Quantity x Grant Price The number of shares that are available for the Team Member to purchase. For a newly granted Stock Option, Quantity Vested is likely to be zero. As the vesting schedule progresses, Quantity Vested increases until all granted shares are vested. The currency equivalent of the Quantity Vested, calculated as: Quantity Vested x Grant Price The number of shares the Team Member has bought. For a newly granted Stock Option, Quantity Exercised is likely to be zero, and it is always less than or equal to Quantity Vested. The currency equivalent of the Quantity Exercised, calculated as: Quantity Exercised x Grant Price Value section Grant Value Vested Value Exercised Value The currency value of the stock option at the Stock Price defined in the Stock Option Pattern. Calculated as: Quantity x Stock Price The currency value of the vested part of the stock option at the Stock Price defined in the Stock Option Pattern. Calculated as: Quantity Vested x Stock Price The currency value of the exercised part of the stock option at the Stock Price defined in the Stock Option Pattern. Calculated as: Quantity Exercised x Stock Price Fairsail HCM: Guide for HR Managers Fairsail

144 Maintaining Team Member Records Maintaining Stock Options The Related Lists display: Stock Vesting You can configure the columns displayed: Select Edit Layout at the top of the page. Select Properties on the Stock Vesting related list. This example describes a typical layout. Stock Vest Vesting Date Quantity Total Price Vested A unique reference ID for for this Vesting record. Each Stock Vest record represents one line in this Stock Vesting table. The date this vesting becomes available for purchase by the Team Member. The number of shares made available in this vesting. The total cost to the Team Member of this vesting. Calculated as: Quantity x Grant Price. Checkbox. Checked when the Vesting Date is past. Stock Exercises You can configure the columns displayed: Select Edit Layout at the top of the page. Select Properties on the Stock Exercises related list. This example describes a typical layout. Stock Exercise Exercise Date Quantity Total Price A unique reference ID for for this Exercise record. Each Stock Exercise record represents one line in this Stock Exercises table The date the purchase was made. The number of shares purchased in this Exercise. Subject to the rules of the Stock Option scheme, Team Members can purchase part or all of the currently vested stock in a single transaction, and use multiple Exercises to purchase the total vested quantity. The total cost to the Team Member of this Exercise. Calculated as: Quantity x Grant Price Creating a New Stock Vesting You can create a new stock vesting for a Stock Option granted to a Team Member. The New Stock Vesting is applied in addition to the vesting schedule defined through the Stock Option Periods for the Pattern and is typically used to make part of the option available to that Team Member at a date other than those defined in the schedule. 1. Open the Employment Record for the Team Member who has been granted the stock option. 2. Scroll down to the Stock Options related list section. 3. Select the Stock Option reference for the Option you want to modify. Fairsail displays the Stock Option Detail page. Fairsail HCM: Guide for HR Managers Fairsail

145 4. Scroll down to the Stock Vesting related list and select New Stock Vesting: Maintaining Team Member Records Maintaining Stock Options Fairsail displays the Stock Vesting Edit page: 5. Complete the fields as follows: Field Stock Option Vesting Date Quantity Vested Description The Stock Option to which this vesting applies. Automatically completed by Fairsail. The date you want this portion of the Stock Option to vest. Select the field to display a date picker and select the date you want or select today's date beside the field. The quantity of stock you want to vest on the Vesting Date. Checkbox. If checked, the vesting date has passed and this portion of the Stock Option has vested. Fairsail HCM: Guide for HR Managers Fairsail

146 Maintaining Team Member Records Maintaining Stock Options Recording Options Exercised When an employee decides to exercise an option you must enter the details of their purchase on the Stock Option record. 1. Open the Employment Record for the Team Member who has been granted the stock option. 2. Scroll down to the Stock Options related list section. 3. Select the Stock Option reference for the option the Team Member wants to Exercise: Fairsail displays the Stock Option Detail page. 4. Scroll down to the Stock Exercises Related List. 5. Select New Stock Exercise: Fairsail displays the New Stock Exercise Edit page: Fairsail HCM: Guide for HR Managers Fairsail

147 Maintaining Team Member Records Maintaining Stock Options 6. Complete the fields as follows: Field Stock Option Exercise Date Quantity Description The number of the Stock Option to which this Exercise applies. Defaults to the Stock Option record you selected. To change to a different option, select Stock Option Lookup, find and select the option you want. The date the transaction to purchase is passed. A past date or today's date, typically not a future date. The number of shares purchased in this Exercise. Less than or equal to the outstanding balance of vested options. 7. Select: o Save to save the stock exercise you have entered. Fairsail displays the Stock Exercise Detail page. o Save & New to save the stock exercise and enter another Stock Exercise for this option. Fairsail redisplays the New Stock Exercise page. o Cancel to discard your changes. Fairsail returns you to the Stock Option Detail page. Stock Option Exercises are added to the Stock Exercises related list for the Stock Option: Viewing Stock Options in the Collaboration Portal By default, Stock Options are displayed in the Team Member's Personal Profile: Fields displayed are controlled through the Team Member Details field set on the Stock Option object. Fairsail HCM: Guide for HR Managers Fairsail

148 Maintaining Team Member Records Maintaining Stock Options Maintaining the Stock Price The Stock Price is used to calculate a financial value for granted stock options: Grant Value = Quantity x Stock Price Vested Value = Quantity Vested x Stock Price Exercised Value = Quantity Exercised x Stock Price You define an initial Stock Price when you create a Stock Option Pattern (see page 136). The initial Stock Price can be, for example: Your organization's quoted stock price at the date the Stock Option scheme is set up. Determined by a formula, based on the stock price at a specific date, and typically defined in the scheme rules. You can leave the Stock Price at its initial value through the life of an option, or, more typically, maintain it over time to reflect the changing market value of your organization's stock. To change the Stock Price: 1. Select the Stock Option Patterns tab. Fairsail displays the Stock Option Patterns Home page. 2. Select Edit in the Action column next to the Stock Option Pattern you want to maintain. Fairsail displays the Stock Option Pattern Edit page. 3. Change the Stock Price to the value you want. 4. Select Save. Fairsail displays the Stock Option Patterns Home page. Fairsail automatically recalculates the values based on the new Stock Price. Fairsail HCM: Guide for HR Managers Fairsail

149 Maintaining Team Member Records Maintaining Team Member Tax Status Maintaining Team Member Tax Status Tax Status information is held as part of the Team Member's Employment Record. Each Team Member can have multiple Tax Status records to show their status for a range of tax types: Country/federal tax Regional/state tax City tax Each Tax Status has an Effective Date, enabling you to build a tax status history for each tax type. You can use Payflow to extract tax status information for onward transmission to payroll. Creating a New Tax Status Record 1. In the HR Manager Portal, open the Employment Record for the Team Member. 2. Scroll down to the Tax Statuses Related List and select New Tax Status:. Fairsail displays the Tax Edit page: Fairsail HCM: Guide for HR Managers Fairsail

150 Maintaining Team Member Records Maintaining Team Member Tax Status 3. Complete the fields as follows: Field Employment Effective Date Type Locality Code Amount Percentage Allowances Description The Employment Record you selected at the start of this procedure. Fairsail automatically completes this field for you. To change Employment Record, select Employment Lookup Record you want., find and select the The date you want this Tax Status to start. Can be a past date, today, or a future date. Select the field to display a calendar and select the date you want, or select today's date to the right of the field to select today. Picklist. Select the picklist and select the type of tax to which this record applies: Country For example Federal or national tax. Region For example State tax. City Text. Optional. Enter the name of the country, region, or city imposing the tax, or some other identifier that clearly identifies the tax. Text. Optional. Enter the code associated with the tax. Currency amount. Optional. Enter an amount if the tax is charged at a fixed value for each period. You can alternatively enter a value in Percentage. Percentage rate, up to two decimal places. Optional. Enter a percentage if the tax is charged at a fixed rate. You can alternatively enter a value in Amount. The value of any allowances the Team Member can deduct from the tax. 4. Select: o Save, to save the Tax Status record and display the Tax Status Detail page. o Save & New to save the Tax Status record and display a new Tax Status Edit page for you to enter another record. o Cancel to discard your changes and display the Employment Record. Completed Tax Status records are added to the Tax Statuses Related List on the Team Member's Employment Record: Fairsail HCM: Guide for HR Managers Fairsail

151 Maintaining Team Member Records Approving and Finalizing HR Requests Approving and Finalizing HR Requests HR Requests - also known as Personnel Action Forms - can be raised by managers through Fairsail WX or the Collaboration Portal to change Team Member records. Changes requested typically include salary details and job profile changes. Change requests can include a primary reason for the change - such as promotion, job change, or cost of living. Each request follows an approval process to ensure that changes are fully authorized before employment records are updated. Typically, approvers receive requests to approve through Fairsail Actions and use WX or the Collaboration Portal to approve - or reject - HR Requests. The approval process may include HR as one of the approval stages before HR finalization. A primary reason selected for a salary change is copied to the Change Reason field on the Salary record when the HR Request has been finalized. To view HR Requests for a Team Member, go to the Team Member's Employment Record and scroll down to the HR Requests related list. You can edit or delete individual requests from here. To approve and finalize HR Requests singly or in bulk go to the HR Requests tab: 1. Select a View that shows the type of request you want to approve or finalize: Fairsail displays the requests in list view: You can sort the display on column by selecting the column heading. Fairsail HCM: Guide for HR Managers Fairsail

152 Maintaining Team Member Records Approving and Finalizing HR Requests 2. Select the Requests you want to approve or finalize by selecting the Action checkbox on each row: 3. To provide HR approval for requests as part of an approval process, select Approve. Fairsail displays the Approve HR Requests screen for you to confirm your action: o Select Approve Changes. Fairsail confirms that the approval has been applied and the status of the requests changes to Approved in the HR Requests List view. To finalize HR Requests, click Finalize. Fairsail displays the Finalize HR Requests screen for you to confirm your action: o Select Finalize Changes. Fairsail confirms that the changes have been finalized and the status of the requests changes to Finalized in the HR Requests List view. The changes are applied immediately to the Team Member's Employment Records. Fairsail HCM: Guide for HR Managers Fairsail

153 Maintaining Supporting Processes Fairsail HCM: Guide for HR Managers Fairsail

154 Maintaining Supporting Processes HR Noticeboard HR Noticeboard The Fairsail HR Noticeboard enables you to set up text and image messages for display on specific WX or Collaboration Portal pages. These HR Notices can be used for a range of purposes. For example: A reminder for managers to use SMART objectives when creating a new objective for a team member. The notice would appear on the New Objective page and be visible to managers. A reminder for all team members that the process for booking training in your organization has changed. The notice would appear on the New Training page and be visible to all users. A notice for all Team Members that your organization is now using Fairsail Timesheets for time logging. The notice would appear at the top of every team member's WX Service hosting Timesheets, or Collaboration Portal Profile page. Each HR Notice: Is for display on a specific WX or Collaboration Portal pages. Can include formatted text, images, and links. Can be time limited, with start and end dates. Can be displayed to all WX or Collaboration Portal users, just to Team Members, or just to managers. Can apply to a single Policy, or to all Policies. Can apply to a single locale, or to all. Can be displayed in one of four locations on the target page. Can be one of several messages displayed on the same page. You control the order in which they are displayed. For more information about setting up HR Notices to display in Fairsail WX, refer to How to Use HR Noticeboard with WX (see page 160). Adding a New Notice for Collaboration Portal To add a new notice for display on the Collaboration Portal: 1. Select the HR Noticeboard tab. Fairsail displays the HR Noticeboard Home page. 2. Check the list of existing notices to see if there is a similar notice you can copy as a starting point for the one you want to create. If there is, go to Copying a Notice for the HR Noticeboard (see page 159). Fairsail HCM: Guide for HR Managers Fairsail

155 Maintaining Supporting Processes HR Noticeboard 3. If there is no similar notice, select New: Fairsail displays the New HR Notice page: Fairsail HCM: Guide for HR Managers Fairsail

156 Maintaining Supporting Processes HR Noticeboard 4. Complete the fields as follows: Information section HR Notice Name Fairsail Page Text. A unique name for this notice. Use a name that makes the notice easy to find for future use. The exact name of the Fairsail Collaboration Portal page on which you want this notice to appear. To find the Fairsail Page name, go to the Collaboration Portal page you want. The Fairsail Page name is displayed in the address bar, between...apex/ and the next question mark (?): Location Note: The Vacation/Paid Time Off page is the only exception; use Vacation as the page name. Copy and paste this name into the Fairsail Page field. Picklist. Select from: Header Footer SubHeader SubFooter Order Number. When there is more than one notice to appear in the same location on the same page, notices are displayed at the same time, in numerical order from top to bottom. Fairsail HCM: Guide for HR Managers Fairsail

157 Maintaining Supporting Processes HR Noticeboard Notice to be displayed section Text The content of the notice. Use the text controls to format the text style and position. You can also include images and links. Filter notices that appear section Show To Team Member Show To Manager Start Date End Date Policy Policy Group Locale Checkbox. If checked the notice is visible if the user is a team member. Checkbox. If checked the notice is visible if the user is a manager. The date from which the notice is to be displayed. If left blank, the notice is visible to the target audience as soon as it has been saved. The date from which the notice is to be removed. If left blank, the notice is permanently displayed until it is deleted or filter details are changed to effectively remove it from view. The policy to which this notice applies. If a policy is specified, the notice is only displayed to Team Members assigned to that policy. Use Policy Lookup find and select a policy. If left blank, the notice is displayed to all Team Members. Use either Policy or Policy Group; do not complete both fields. The policy group to which this notice applies. If a policy group is specified, the notice is only displayed to Team Members if they are assigned to a policy within that group. If left blank, the notice is displayed to all Team Members. Use either Policy Group or Policy; do not complete both fields. The locale to which this notice applies. If left blank, the notice applies to all locales. to 5. Select Save to save the Notice and go to the HR Notice Complete page, or select Save & New to save the Notice and create another. Fairsail HCM: Guide for HR Managers Fairsail

158 Maintaining Supporting Processes HR Noticeboard Editing a Notice You can edit an existing HR Notice to change any of its attributes, including: The content of the notice. The Collaboration Portal page on which it is displayed. Its position on the page. The filters applying to it: o Who sees it. o Start and end dates. Editing a notice that is in use updates the notice next time a user refreshes the page displaying the notice. To edit an existing notice: 1. Select the HR Noticeboard tab. Fairsail displays the HR Noticeboard Home page. 2. Select Go next to the View picklist: Fairsail displays the list of available HR Notices. 3. Select Edit next to the HR Notice you want to edit: Fairsail displays the HR Notice Edit page. 4. Make the changes you need. 5. Select Save. Fairsail HCM: Guide for HR Managers Fairsail

159 Maintaining Supporting Processes HR Noticeboard Copying a Notice You can often create a new notice by copying an existing one, saving it under a new name and making the changes necessary to the copy. The process offers a short cut when a new notice shares many features with an existing one. To copy an existing notice: 1. Select the HR Noticeboard tab. Fairsail displays the HR Noticeboard Home page. 2. Select a View that displays the Notice you want to copy and select Go. 3. From the list of Notices select the one you want to copy and select the Notice Name: Fairsail displays the HR Notice Detail page. 4. Select Clone: Fairsail displays the New HR Notice page. 5. Rename the Notice and make the changes you need, completing the fields as described in Adding a New Notice... (see page 154) 6. Select Save to save and close the Notice. Fairsail HCM: Guide for HR Managers Fairsail

160 How to Use HR Noticeboard with WX You can use the HR Noticeboard to display notices in the header and footer areas of WX pages: To use the HR Noticeboard with WX: 1. Add the WX Service, WX Process, and Show to Other fields to the HR Noticeboard page layout (see page 161). 2. Add the HR Noticeboard Related List to the WX Service Page Layout (see page 162). 3. On the HR Notice Edit page: o Specify the WX Service or Process you want to display the notice, and who is able to view it (see page 163). o Choose the location you want the notice to appear (see page 163). Fairsail HCM: Guide for HR Managers Fairsail

161 Maintaining Supporting Processes How to Use HR Noticeboard with WX Adding WX Fields to HR Noticeboard Page Layout 1. Go to Setup > App Setup > Create > Objects 2. Scroll down to find the HR Notice object and select the Label. Fairsail displays the Custom Object Detail page. 3. Go to the Page Layout section and select Edit for HR Notice Layout. 4. Select Fields in the left panel of the HR Notice Layout selector. 5. Drag and drop the three fields WX Service, WX Process and Show To Other on to the HR Notice Sample layout. Suggested locations: o WX Service and WX Process immediately below HR Notice Name. o Show To Other below Show To Manager in the Filter notices... section. Fairsail HCM: Guide for HR Managers Fairsail

162 Maintaining Supporting Processes How to Use HR Noticeboard with WX 6. Select Save. Next time you display or refresh HR Notice Detail or HR Notice Edit pages, the new fields are included in the display: Adding the HR Noticeboard Related List By default, the WX Service Page Layout does not display the HR Noticeboard Related List. The Related List enables you to add Notices to Services and Processes from the WX Service Detail page. To add the HR Noticeboard Related List to the WX Service Page Layout: 1. Open any existing WX Service to display the WX Service Detail page. 2. Select Edit Layout. 3. On the page layout select Related Lists from the left panel. 4. Drag and drop the HR Noticeboard Related List into the Related List section of the page. Suggested location: below the WX Processes Related List. 5. Select Save. Next time you display or refresh a WX Service Detail page the HR Noticeboard Related List is displayed. Fairsail HCM: Guide for HR Managers Fairsail

163 Maintaining Supporting Processes How to Use HR Noticeboard with WX Adding HR Notices to WX Pages You can add HR Notices independently to WX Services and WX Processes - there is no link between them for HR Notices. You can also reuse existing, pre-wx HR Notices in Fairsail WX. When you have added the WX Service and WX Process fields to the HR Notice page layout (see page 161) and added the HR Noticeboard Related List to the WX Service Detail page (see page 162): 1. Select the WX Services tab. o To add an HR Notice to a specific WX Service, select that Service. o To add an HR Notice to a WX Process, select any Service. Fairsail displays the WX Service Detail page with the HR Noticeboard Related List. 2. On the WX Service Detail page, go to the HR Noticeboard Related List and select New HR Notice. Fairsail displays the HR Notice Edit page. 3. Complete the fields as you would for any HR Notice (see the Fairsail HCM: Guide for HR Managers for more information) with these differences for Fairsail WX: Field WX Service WX Process Fairsail Page Location Description The name of the WX Service you want to host the HR Notice. Automatically completed for you with the name of the Service you selected at the start of this procedure. To choose a different WX Service, select WX Service Lookup Service you want., find and select the To add a Notice to a WX Process rather than a WX Service, leave this field blank and complete WX Process. If you specify a WX Service and leave WX Process blank, the Notice is displayed on the Service page and not on the pages for the underlying Processes. If you leave WX Service blank and specify a WX Process, the Notice is displayed on the Process page and not on the Service page. The WX Process you want to host the HR Notice. Select WX Process Lookup, find and select the Process you want. To add a Notice to a WX Service rather than a WX Process, leave this field blank and complete WX Service. If you specify a WX Process and leave WX Service blank, the Notice is displayed on the Process page and not on the Service page. If you leave WX Process blank and specify a WX Service, the Notice is displayed on the Service page and not on the Process page. Not used. Picklist. For WX choose one of: Header (see page 160) Footer (see page 160) SubHeader and SubFooter are not used. Fairsail HCM: Guide for HR Managers Fairsail

164 Maintaining Supporting Processes How to Use HR Noticeboard with WX Field Description Filter notices that appear section Show To Other Checkbox. If checked the notice is visible to anyone who is not the Team Member and not in the Team Member's management hierarchy when they view the Team Member's page in WX. 4. Select Save. Saved HR Notices are: Added to the HR Noticeboard Related List for the hosting WX Service. Displayed on the WX Service and Process pages you have chosen, subject to any filters you have specified on the HR Notice Edit page. Fairsail HCM: Guide for HR Managers Fairsail

165 Salary Planning Salary Planning enables managers to explore a number of what if... options when deciding how to award salary increases to team members. Fairsail enables you to use the full range of models for salary award distribution, from simple, across the board flat rate increases for all employees to highly complex award patterns dependent on any combination of factors held in Fairsail including: Current salary Position in salary band Time in grade or employment Performance rating Competency or skill assessment Salary Planning models can use formulas for calculating the distribution, drawing on Fairsail fields. Fairsail supplies four standard calculations that you can use as supplied, or modify to meet your requirements. Typically, models use one of three methods to produce an HR suggested increase amount or percentage: An entered salary pot for each manager. Team Member performance rating against salary band. Percentage allocation by department, grade, or other factor. The process can use Fairsail Salary Projections. Managers then use Salary Planning to allocate amounts or percentages to each of their direct reports. Salary Planning pages display: Key information for each Team Member wherever available, typically including: o Months since last salary award o Current salary o Salary band top and bottom o Latest performance rating HR suggested increase amounts and percentages for the complete team and for each Team Member. Fields for Manager's proposed figures for the complete team and for each Team Member. Updated each time you save the page and color coded to show if they are in line with or over recommendation. A field for the Manager to enter the rationale for an award. The effective date for any award. This is determined by a policy option and can be: o A fixed date in the year. o On the anniversary of a Team Member's start date. o On the anniversary of a Team Member's last salary award. o On the anniversary of the last salary award that was not an index related or cost of living award. A summary table for your team and all subsidiary teams, color coded for ease of use, enabling quick access to all entered salary information with drill down on subsidiary teams. This gives you a complete picture of the planned salary awards for your part of the organization, and the CEO access to all areas. Fairsail HCM: Guide for HR Managers Fairsail

166 Maintaining Supporting Processes Salary Planning You also have access to the detailed Salary Planning pages for the teams run by your direct reports, greatly simplifying the fine tuning and rebalancing of awards. Entered figures produce separate HR Requests which can follow standard approval procedures or go through a bulk approval process. To make a fixed percentage-of-salary award to a number of Team Members outside the Salary Planning process, use the Mass Update Team Member View button (see page 49). Salary Bands A salary band is a range of values for salaries. You can compare an employee's salary with a band to see where in the band their salary falls. To enter a Salary Band: 1. Select the Salary Bands tab. Fairsail displays the Salary Bands Home page. 2. Select New. Fairsail displays the New Salary Band page: 3. Enter a Name for the salary band. 4. Enter values for the Bottom and Top of the salary band. You can use local or reporting currencies: o Use local bands to link to Team Members paid in that currency. Do not link Team Members to a local salary band in a currency they do not use. o If using reporting currency, local currencies are automatically converted to reporting currency. 5. You can specify Quarter 1, Middle, and Quarter 3 values if you want to use a normal distribution from a salary survey. If you do not specify your own values for Quarter 1, Middle, and Quarter 3, they are calculated for you and entered as an even distribution. 6. Select Save. When you have set up salary bands for your organization you can link Team Members to the salary bands to set salary ranges for salary planning. To link a Team Member to a Salary Band, go to the Salary Basis section of the Employment Record for the Team Member and enter the correct value in Salary Band. Fairsail HCM: Guide for HR Managers Fairsail

167 Maintaining Supporting Processes Salary Planning Salary Projections Salary projections help you to see the financial impact of salary increases and contribute to salary planning by linking Team Members to the projections. To create a new salary projection: 1. Select the Salary Projections tab. Fairsail displays the Salary Projections Home page. 2. Select New. Fairsail displays the New Salary Projection page: 3. Enter a Name for the Salary Projection. 4. Enter projected percentage increases depending on salary band quarter and last performance rating. Enter values: o In each block for salary band Quarters 1 to 4, and for those Team Members currently paid Below Band and Above Band. o In the Low and High increase fields, to set lower and upper projections. o For each Level of the performance rating scales you use, with 1 in the Salary Projection mapping to the lowest performance rating. 5. Select Save. Fairsail HCM: Guide for HR Managers Fairsail

168 Maintaining Supporting Processes Reports and Dashboards Reports and Dashboards Reports Are available in a range of formats. Support multiple objects. Can be exported to Excel, as data only, or formatted. Use Report Folders to enable sharing. Dashboards Are based on custom reports held in Report Folders. Support up to 20 separate components as graphics. Use Dashboard Folders to enable sharing. Viewers need access to the Report Folders holding the Dashboard component source data. Pre-defined Reports and Dashboards Supplied with Fairsail HCM Fairsail HCM includes a number of pre-defined reports and dashboards. You can use these as configured, or re-configure them to meet your exact requirements. Reports and dashboards are stored in folders: Fairsail Administration (see page 169) General reports offering a range of Team Member analysis including headcount, absence and vacation statistics, starters and leavers, country, department, and manager breakdowns. Fairsail Analytics (see page 171) Dashboards supporting Performance Management, Salary Planning, Talent Management, and Training and Development. Performance Management (see page 172) Reporting on Objectives, Performance Reviews, and Targets. Salary Planning (see page 173) Salary and bonus analysis and projections, compensation and benefits analysis. Talent Succession Planning (see page 177) Team Member age analysis and a range of reports derived from Talent Plan data, including performance, potential, and reasons to leave. Time Off Management (see page 179) Analysis of vacation, sickness, and other absence. Training Development (see page 182) Analysis of competencies, skills and development needs for Team Members. Turnover Report (see page 184) A dedicated report enabling you to analyze employee turnover using a number of different bases. Fairsail HCM: Guide for HR Managers Fairsail

169 Maintaining Supporting Processes Reports and Dashboards Fairsail Administration Report Action s Active Users Birthdays in Next 60 Days Departments by HR Manager EEO HCM Absence / % of Work Time HCM Absence Cost Accrual HCM High Potential w High Risk HCM Historic Heads & Leavers Description Action Events grouped by Action Event Pattern. All Active Users in your Org with summary information and last login date and time. Team Member birthdays, listed in date order from today's date. HR Departments, grouped by HR Manager. Equal Employment Opportunity monitoring, listing team member details including gender and ethnicity. Absence as a percentage of total time worked by team member, summarized by location or by other Team Member, Employment, Absence, or Activity field. Financial cost of absence by Team Member, summarized by function or by other Team Member, Employment, Absence, or Activity field. Team Members who are identified on the Talent Plan with high potential and at high risk of leaving. The report also includes the talent plan assessment of the impact of their loss. Headcount and leavers per quarter over the last year, summarized by division. The report also displays Team Member details including: Name. Country of employment. Hire date. End date for leavers. HCM Objective Progress HCM Objectives by Department HCM Starters by Location HCM Starters by Team HCM Summary of Employee Potential HCM Summary of Loss Impact Function. Team Members with their progress against objectives, summarized by progress (ongoing on track; ongoing above track; closed achieved and so on) or by other Objective or Team Member field. Team Members with their progress against objectives, summarized by department or by other Objective or Team Member field. Team Members starting in the last full calendar year, summarized by location. Team Members starting in the last full calendar year, summarized by function. Team Member potential as identified on the Talent Plan, summarized by level of potential within country. Team Member impact of loss as identified on the Talent Plan, summarized by risk of leaving within impact of loss. Fairsail HCM: Guide for HR Managers Fairsail

170 Maintaining Supporting Processes Reports and Dashboards Report HCM Team Members (By Country) Description Team Members summarized by country and including a bar chart. The report displays Team Member details including: HR Department Employment status. Grade. Manager. Continuous service date. Years employment. HCM Team Members (By Department) Salary information. Team Members summarized by function. The report displays Team Member details including: Country Employment status Grade Manager Continuous service date Years employment HRIS Bradford Score Leavers by Location Leavers by Team Login Wall of Shame Logins in Last 30 Days Managers and Team Members Salary information. Team Member's absences with their associated Bradford Scores. Team Members who left your organization in the last year, complete with start and end dates. Summarized by location or by other Team Member or Employment Record field. Team Members who left your organization in the last year, complete with start and end dates. Summarized by function (team) or by other Team Member or Employment Record field. Active users who have not logged in in the last 30 days. Active users who have logged in in the last 30 days. Team Members summarized by Manager. The report also includes: Department Team Member Personnel number User Adoption Users Cumulative Logins Total number reporting to each manager. Analysis of last login data with name, department, division, and job title, over a time period chosen by you. Total number of logins by User name with department, division, and job title, over a time period chosen by you. Fairsail HCM: Guide for HR Managers Fairsail

171 Maintaining Supporting Processes Reports and Dashboards Fairsail Analytics Dashboard Fairsail Adoption Dashboard Description A number of indicators of adoption, looking back over the last 30 days and including: Number of users logging in, and total number of users. Most active and least active users. HR Analytics Graphical display of: o Cumulative logins o Proportion of users logging in Basic data including: Total headcount Salary cost Performance Management Headcount and salary cost by: o Country o Division o Number of years service o Age range o Gender Graphical display of performance indicators including: Average performance rating by manager. Overall performance as a ratings average. Number of performance reviews by country. Average performance by department. Progress against objectives. Salary Planning Performance ratings. Graphical display including: Number of Team Members in each salary band. Performance rating by salary band. Talent Management Projected salary award totals by manager. Graphical display including: Age ranges by number of years employed. Number of Team Members with each Talent Plan potential score. Number of Team Members in each Talent Plan Reason to Leave category. Training and Development Talent Plan potential ratings against performance rating. Graphical display including numbers of Team Members: With each development need. With skills in each skill area. With each competency. Fairsail HCM: Guide for HR Managers Fairsail

172 Maintaining Supporting Processes Reports and Dashboards Performance Management Report Current Performance Review Bias Draft Performance Review Bias Objectives at risk Objectives by action due Description Performance Reviews analyzed by manager for the most recent completed Team Member reviews. The report uses standard deviation and difference from ideal mean to reveal overly harsh or overly generous reviews. Performance Reviews analyzed by manager for uncompleted Team Member reviews. The report uses standard deviation and difference from ideal mean to reveal overly harsh or overly generous reviews. Objectives summarized by progress category: ongoing above track; ongoing on track; ongoing below track; closed completed and so on. The report includes a bar chart showing progress category broken down by department. Objectives summarized by action: manager approve or edit; manager review; team member confirm or edit and so on. The report includes: Team Member department and manager Objective name. Objective start and end dates. Performance by Department Performance Review Distribution Targets Multicurrency Next objective review date. Average performance scores drawn from completed performance reviews and summarized by HR Department. Current performance review ratings summarized by country. The report shows the number of Team Members rated in each category from Development Need to Exceeds Expectations, broken down by country and with the total number of rated Team Members in each country. The report includes a bar chart showing rating category by country. Sales targets and actuals by Team Member, summarized by manager. The report includes: Target name. Target currency. Target value for the financial year in local and reporting currencies. Actuals for the year to date in local and reporting currencies. Percentage achieved for the year to date. Progress: above track, on track and so on. Fairsail HCM: Guide for HR Managers Fairsail

173 Maintaining Supporting Processes Reports and Dashboards Salary Planning Report Bonus Projection Description Projected value of planned bonuses for all Team Members, summarized by manager. The report also displays: Current annualized salary. Compensation and Benefits Employee Cost By Country Bonus percentage. Annualized value of Team Members' salary and benefits in your organization's reporting currency. Summarized by country. Individual benefits are listed for each Team Member, along with the value of each benefit, and the total value of all benefits. Annualized cost of all Team Members by country in your organization's reporting currency. The report displays for each country: Total annual salary. Total benefits. HCM Salary History Average per Team Member. The report also displays grand totals for your complete organization. The most recent salary review awarded to each Team Member. The report displays: Annual salary in local and reporting currencies. Salary record number (linked to the salary record). Salary amount following the last salary award, per paid time unit; for hourly paid employees this is an hourly amount. In local and reporting currencies. Annualized salary amount following the last salary award, in local and reporting currencies. Exchange rate used to convert local to reporting currency. Date and time of the last currency recalculation. Reason for the last salary award. Fairsail HCM: Guide for HR Managers Fairsail

174 Maintaining Supporting Processes Reports and Dashboards HCM Team Members (By Sal Band Position) Team Member position against salary band as a percentage, summarized by country. The report displays: Work Days Pattern. Department. Employment status. Grade. Manager. Continuous service date. Salary band position as a percentage. Years employment. Annual salary, in local and reporting currencies. Salary currency. Proposed Salary Increases Average salary band position for the country. The report includes a bar chart displaying average salary band percentage by country. Proposed but not yet approved salary increases for all Team Members, summarized by manager. For each Team Member the report displays: Name. Current salary. Proposed increase amount and percentage. High projection amount and percentage. Rationale. Fairsail HCM: Guide for HR Managers Fairsail

175 Maintaining Supporting Processes Reports and Dashboards Salary Point in Time Team Member salaries on a specified date. For today's date configure the filter logic as follows: Filter Logic: 1 AND (2 OR 3) 1. Start Date less or equal "<insert today's date here>" 2. Next Start Date greater than "<insert today's date here>" 3. Next Start Date equals "" For each Team Member the report displays: Name. Country and Location. HR Department. Job Title. Employment Status. Manager. Annual Salary at the date specified. Salary Currency. Start Date for the salary. Next Salary Start Date. Salary Position in Bands Previous Salary Start Date. Team Member distribution by Salary Band, with each Team Member's position indicated by Salary Band Quarter. For each Salary Band the report displays: Salary Band Name. Number of employees per Salary Band Quarter. Total number of employees per Salary Band. Team Member Name. Salary Currency Name. Current Annual Salary in local and reporting currencies. Bottom and top values. Salary Position vs. Performance Rating Overall grand total number of employees in all salary band quarters. The report includes a bar chart showing employee distribution by Salary Band Quarter within Salary Band. Team Member numbers allocated to each Salary Band Quarter, broken down by Performance Review Rating. The report includes a stacked bar chart. Fairsail HCM: Guide for HR Managers Fairsail

176 Maintaining Supporting Processes Reports and Dashboards Salary Projection Current Review Team Member salary projections with current Performance Review Ratings, summarized by manager. For each Team Member the report displays: Current Salary Start Date. Annual Salary. Salary Band position as a percentage. Performance Rating. Low and High Salary Projection Percentages. Time Since Salary Increase v Performance Low and High Salary Projection Amounts. The report includes a bar chart showing the total high projection increase amounts per manager. Number of months since the last salary change for each of the current Talent Plan Performance Rating groups. The report offers full drill down. Fairsail HCM: Guide for HR Managers Fairsail

177 Maintaining Supporting Processes Reports and Dashboards Talent Succession Planning Report Age Range of Team Members Age vs Years Employed Talent Plan People to Retain Description Team Members summarized by age range. The report displays the number of Team Members in each 5 year age band: 15 to 19 years old, 20 to 24, 25 to 29, and so on. You can drill down by any Team Member field within age band. The report includes a funnel chart. Team Members in each age range, further broken down by the number of years they have worked for your organization. You can drill down by any Team Member field within age band. The report includes a stacked bar chart. Team Members identified in the Talent Plan as high performers with high or medium potential, and with a high or medium risk of leaving. For each identified Team Member the report displays: Manager. Current Talent Plan number, linked to the Talent Plan. Current Talent Plan Performance Rating and Potential. Current Talent Plan Risk of Leaving. Talent Plan Performance vs Potential Talent Plan Reason to Leave by Manager Team Members By Competencies Assessed Impact of Loss. The report includes a bar chart showing the number of Team Members in each Reason to Leave category. Number of Team Members displayed in a matrix of potential against performance rating, derived from the Talent Plan. You can select high, medium, or low potential and drill down by any Team Member or Talent Plan field. Number of Team Members summarized by manager for each of the Talent Plan Reasons to Leave. You can select managers and then drill down by any Team Member or Talent Plan field. Team Members summarized by average competency assessment score. For each identified Team Member the report displays: Country. Team. Report Line. You can select a Team Member and drill down by a range of fields from the Talent Plan, Performance Review, Competency Assessment, Salary, Employment, or Team Member records. Fairsail HCM: Guide for HR Managers Fairsail

178 Maintaining Supporting Processes Reports and Dashboards Team Members By Performance Team Members summarized by Talent Plan Performance Rating. For each identified Team Member the report displays: Country. Team. Team Members By Potential Report Line. You can select a performance rating and drill down by a range of fields from the Talent Plan, Performance Review, Competency Assessment, Salary, Employment, or Team Member records. Team Members summarized by Talent Plan Potential. For each identified Team Member the report displays: Country. Team. Report Line. You can select a potential rating and drill down by a range of fields from the Talent Plan, Performance Review, Competency Assessment, Salary, Employment, or Team Member records. Fairsail HCM: Guide for HR Managers Fairsail

179 Maintaining Supporting Processes Reports and Dashboards Time Off Management Report FMLA Balance Remaining HCM Absence by Location & Month Description Team Members who have taken FMLA qualifying leave in the last 12 months, with the amount taken and the permitted balance outstanding. Balance outstanding is displayed as a rolling total, typically as a number of hours remaining from the 12 week permitted FMLA total in any rolling 12 month period. You can select Team Members and drill down by a range of Employment Record and Absence fields. Team Member approved absences summarized by location and then by month. For each Team Member absence the report displays: Team Member full name. Country. Employment Status. Reason for absence. End Date. Duration. HR Department. Status of the absence request: confirmation that it has been approved. Total durations are displayed for each location and for each month within location. HCM Absence by Team Member Team Member approved absences. For each absence the report displays: Country. Employment Status. Reason for absence. Start Date End Date. Duration. Location. HR Department. Status of the absence request: confirmation that it has been approved. Fairsail HCM: Guide for HR Managers Fairsail

180 Maintaining Supporting Processes Reports and Dashboards HCM Absences by Team & Month Team Member approved absences summarized by team and then by month. For each Team Member absence the report displays: Team Member full name. Country. Employment Status. Reason for absence. End Date. Duration. Location HCM Vacation Days by Month Status of the absence request: confirmation that it has been approved. Total durations are displayed for each team and for each month within team. Team Member vacation taken by month, summarized by HR Department. For each vacation month the report displays: Team Member full name. Country. Employment Status. Reason. End Date. Duration. Vacation allowance per year. HCM Absence Status of the vacation request: approved, pending and so on. Total durations are displayed for each HR Department and for each month within HR Department. The report includes a pie chart displaying vacation days taken per month. Team Member approved absences summarized by location. For each absence the report displays: Team Member full name. HR Department. Country. Employment Status. Reason. Start and End Dates. Duration. Status of the absence request: confirmation that it has been approved. Total durations are displayed for each location. Fairsail HCM: Guide for HR Managers Fairsail

181 Maintaining Supporting Processes Reports and Dashboards HCM Vacation Team Member vacation summarized by location. For each vacation the report displays: Team Member full name. HR Department. Country. Employment Status. Reason. Start and End Dates. Duration. The Team Member's vacation allowance per year. Status of the vacation request: approved, pending and so on. Total durations are displayed for each location, and a grand total at the bottom of the report. You can select a location and drill down by Team Member, Employment Record, Absence, or Activities fields. The report includes a pie chart summarizing vacation by location. Fairsail HCM: Guide for HR Managers Fairsail

182 Maintaining Supporting Processes Reports and Dashboards Training Development Report Average Competencies Competency Assessment by Action Due Description All competencies defined for your organization with average Team Member scores for each. You can select competencies and drill down on competency and competency assessment fields. The report includes a bar chart, showing competency strengths and weaknesses across your organization. Currently active competency assessments summarized by Action due. Possible actions include: Manager: Start Team Member: Start Manager: Manager Assessment Team Member: Self Assessment Manager: Close Team Member: Close For each assessment the report displays: Team Member name. Start, Close, and End Dates A Team Member Active check box. A Manager Active check box. Development Needs and Team Members The number of other assessors active. You can select an Action type and drill down by Competency Assessment or Team Member fields. Development Needs summarized by area and broken down by item within each area. For each item the report displays: Team Member names identified with the development need. Team Member's Manager. Team Member's department. You can select an item and drill down by Development Need or Team Member field. The report includes a bar chart showing the number of Team Members with development needs in each area. Fairsail HCM: Guide for HR Managers Fairsail

183 Maintaining Supporting Processes Reports and Dashboards Skills and Team Members Team Members by Competency Scores All skills defined for your organization summarized by area. For each area the report displays the number of Team Members with skills in that area, and for each skill within area, the number of Team Members with that skill. Each Skill is linked to the Skill Library Item detail page, enabling you to display the list of Team Members with that skill. You can select an area and drill down by Skill or Team Member field. The report includes a bar chart showing the number of Team Members with skills in each area. All competencies defined for your organization with the scores for each Team Member assessed against each competency. Average scores are also displayed for each competency. You can select a competency and drill down by Team Member, Competency, Competency Assessment, Indicator, or Indicator Comment. Fairsail HCM: Guide for HR Managers Fairsail

184 Turnover Report The Fairsail Turnover report provides comprehensive analysis of employee turnover, drawing on team member data held in Fairsail HCM. The default format enables you to display the data using a range of bases, and you can further customize your analysis by selecting fields from a field set to break the data down differently. To display the Turnover report: 1. In the Collaboration Portal or WX go to the address bar and enter: fhcm2 turnover immediately following apex/ For example: turnover 2. Select Enter. Fairsail HCM: Guide for HR Managers Fairsail

185 Maintaining Supporting Processes Reports and Dashboards What the Turnover Report Shows Fairsail HCM: Guide for HR Managers Fairsail

186 Maintaining Supporting Processes Reports and Dashboards Fairsail HCM: Guide for HR Managers Fairsail

187 Maintaining Supporting Processes Reports and Dashboards Changing the Time Period The Turnover report displays a window of data drawn from 12 consecutive time periods, and defaults to monthly data running back from the most recent complete period. Select the buttons to change the frequency of the analysis: By Quarter Displays data for every third month, running back for 12 quarters from the most recently completed 3-month period. For example, running the report in mid-february 2016 displays data for January 2016, October 2015, and so on, back to April By Year Displays data for every twelfth month, running back for 12 years from the most recently completed 12-month period. For example, running the report in mid-february 2016 displays data for January 2014, January 2013, and so on, back to January Use the scroll buttons to move the display window backwards or forwards one time period at a time. The window remains 12 time periods wide: Select Now to redisplay the report running back from the most recently completed time period: Fairsail HCM: Guide for HR Managers Fairsail

188 Maintaining Supporting Processes Reports and Dashboards Changing the Data Category The Turnover report bar chart shows the total number of employees per time period. The data table breaks that data down by category and displays one row of data for each item in the category, unassigned employees in a None group at the top, then in alphabetical order from top to bottom: Select the buttons to change the break down category. By default you can choose from: By Basis The Team Member's employment basis such as Full Time, Part Time, Hourly, Salaried. Displays the value in the Basis field from the Team Member's current Employment Record. By Country The Country field from the Team Member record. By Department HR Departments defined for your organization that have employees assigned to them. HR Departments with no employees are ignored. By Division The Division field from the Team Member record. By Function The Team Member's Job Function: the Function field from the Team Member record. By Location The Location field from the Team member record. Fairsail HCM: Guide for HR Managers Fairsail

189 Maintaining Supporting Processes Reports and Dashboards By Manager The Team Member's current primary manager: the Manager field from the Team Member record. By Team The Team field from the Team member record. You can change the order in which the buttons are displayed, add or remove buttons by using the Turnover field set on the Team Member object. In addition to the default category buttons, the Turnover field set includes: Field Age Range Business Citizenship Employment Status Ethnicity Gender Generation Grade Job Title Probation Period End Date Year Employed Years Employed Range Description Age, calculated from Birth Date and today's date, rounded down to the last completed whole number multiple of five years. So an Age of 39 years gives an Age Range of 35. The Business field from the Team member record. The country from which the Team member claims citizenship. The Citizenship field from the Team member record. Team Members with no entry in this field are returned as Citizenship None. For example, Active, Temporary, Left. The Employment Status field from the Team Member record. The Ethnicity field from the Team Member record. Team Members with no entry in this field are returned as Ethnicity None. The Gender field from the Team Member record. Team Members with no entry in this field are returned as Gender None. The Generation field from the Team Member record. Generation uses a formula based on Birth Date to assign employees to generations X, Y, or Z. Team Members with no entry in this field are returned as Generation None. The employment grade the Team Member has in your organization. The Grade field from the Team Member record. Ungraded Team Members are returned as Grade None. The Job Title field from the Team Member record. Team Members with no entry in this field are returned as Job Title None. The Probation Period End Date field from the Team member record. Team Members with no entry in this field are returned as Probation Period End Date None. The number of years each employee has worked for the organization. The Year Employed field from the Team Member record. Year Employed uses a formula based on the Employment Record Continuous Service Date to calculate the number of years employment. Employees are classified into five year blocks of completed employment - 0, 5, 10, 15, and so on. The Years Employed Range field from the Team Member record. Years Employed Range uses a formula to round the number of years employed down to the last completed whole number multiple of five years. You can also create your own Data Categories using formula fields (see page 190). Fairsail HCM: Guide for HR Managers Fairsail

190 Maintaining Supporting Processes Reports and Dashboards Creating Your Own Data Categories In addition to the default fields available in the Team Member Turnover Field Set, you can create your own formula fields to use as Turnover Report data categories. In summary: 1. Create a new Custom Field, typically on the Team Member or Employment Record objects, using the Formula Data Type. The field is automatically added to the list of fields available for the Turnover Field Set. 2. Edit the Turnover Field Set by dragging and dropping the new field into the Field Set. The new field is automatically added as a data category button on the Turnover report. 3. Select the new Data Category button to group data in line with the formula you created. Fairsail HCM: Guide for HR Managers Fairsail

191 Maintaining Supporting Processes Reports and Dashboards Example: Group Countries by Region Purpose To group employees by geographic region based on the Country field (fhcm2 Country c) as recorded in their Team Member records. This example uses the regions: APAC (Asia Pacific) EMEA (Europe, Middle East, Africa) NA (North America) Team Member records showing countries not assigned to these regions display under the country names. How 1. Go to Setup > App Setup > Create > Objects. 2. Select the Label for the Team Member object. 3. In Custom Fields & Relationships, select New: Fairsail displays the New Custom Field wizard. 1. Select the Formula Data Type: 2. Select Next. 3. In Field Label enter Region. Fairsail automatically completes Field Name with the Field Label you entered. Fairsail HCM: Guide for HR Managers Fairsail

192 Maintaining Supporting Processes Reports and Dashboards 4. Select the Text Formula Return Type: 5. Select Next. Fairsail HCM: Guide for HR Managers Fairsail

193 Maintaining Supporting Processes Reports and Dashboards 6. In Region (Text) enter the formula: CASE(fHCM2 Country c, fhcm2 Country c) 7. In Description enter: To group Countries by region. 8. In Help Text enter: "Canada", "NA", "China", "APAC", "Denmark", "EMEA", "France", "EMEA", "Germany", "EMEA", "Ireland", "EMEA", "Singapore", "APAC", "Sweden", "EMEA", "UK", "EMEA", "USA", "NA", Groups Team Members by geographic region using the Country field. 9. Select Next. 10. Set field-level security for the new field to enable access by users assigned to Profiles you want to be able to run the Turnover report. Typically, set Fairsail Administrator and Fairsail HR Manager to visible, all other Profiles clear: Fairsail HCM: Guide for HR Managers Fairsail

194 Maintaining Supporting Processes Reports and Dashboards 11. Select Next. 12. In Add to page layouts, uncheck all Page Layouts unless you want to add the Region field by default to a page layout: 13. Select Save. Fairsail displays the Team Member Custom Object page. 14. Select Field Sets and select Edit for the Turnover Field Set: 15. Drag and drop the Region field into the Field Set: Fairsail HCM: Guide for HR Managers Fairsail

195 Maintaining Supporting Processes Reports and Dashboards 16. Select Save. 17. Go to the Turnover Report and select By Region: The data table displays the newly defined regional grouping: Fairsail HCM: Guide for HR Managers Fairsail

196 Maintaining Supporting Processes Reports and Dashboards Example: Exclude Involuntary Leavers Purpose To exclude involuntary terminations from the Turnover Report based on the Reason For Leaving field (Reason_For_Leaving c) as recorded in their Team Member records. This example also excludes Team Members with either: The Job Title Intern The Full Name Test How 1. Go to Setup > App Setup > Create > Objects. 2. Select the Label for the Employment Record object. 3. In Custom Fields & Relationships, select New: Fairsail displays the New Custom Field wizard. 4. Select the Formula Data Type: 5. Select Next. 6. In Field Label enter Exclude Involuntary. Fairsail automatically completes Field Name with the Field Label you entered. Fairsail HCM: Guide for HR Managers Fairsail

197 Maintaining Supporting Processes Reports and Dashboards 7. Select the Text Formula Return Type: 8. Select Next. 9. In Exclude Involuntary (Text) enter the formula: IF (ISPICKVAL (Reason_For_Leaving c, "Involuntary") CONTAINS CONTAINS "Yes", "No") (fhcm2 Team_Member r.fhcm2 Job_Title c, "Intern") ( fhcm2 Team_Member r.fhcm2 Name_Full c, "Test"), 10. In Description enter: To identify Involuntary leavers, interns, and test users. 11. In Help Text enter: Returns Yes if Reason for leaving is Involuntary, Job Title is Intern, or Full Name is Test. Otherwise returns No. Fairsail HCM: Guide for HR Managers Fairsail

198 Maintaining Supporting Processes Reports and Dashboards 12. Select Next. 13. Set field-level security for the new field to enable access by users assigned to Profiles you want to be able to run the Turnover report. Typically, set Fairsail Administrator and Fairsail HR Manager to visible, all other Profiles clear: 14. Select Next. 15. In Add to page layouts, uncheck all Page Layouts unless you want to add the Region field by default to a page layout: 16. Select Save. Fairsail displays the Team Member Custom Object page. 17. Select Field Sets and select Edit for the Turnover Field Set: Fairsail HCM: Guide for HR Managers Fairsail

199 Maintaining Supporting Processes Reports and Dashboards 18. In the left panel select Current Employment to display the fields in the Employment Record. 19. Drag and drop the Exclude Involuntary field into the Field Set: 20. Select Save. 21. Go to the Turnover Report and select By Exclude Involuntary: The data table displays the newly defined regional grouping: Fairsail HCM: Guide for HR Managers Fairsail

200 Maintaining Supporting Processes Reports and Dashboards More Example Formulas Follow the steps in the full examples to create a formula field (see page 191). Use the example formulas in this section to help you create the formula to display the data category you want on the Turnover Report. Identify Employees in a given Country and Contractors Purpose To identify employees in China and all contractors working with Full Time Equivalent values of less than 1. Special fields On the Employment Record, two formula fields: Include Contractors1 IF(ISPICKVAL(Contract_Type c, "Indefinite") && (ISPICKVAL(fHCM2 Basis c, "Contractor")), IF(fHCM2 FTE c >=1,"Include","Exclude"), "") Evaluates special picklist field Contract Type and generic picklist field Basis to identify Contractors with Contract Type Indefinite, then evaluates the FTE values for those contractors. Returns Include for those Indefinite Contractors who are full time, and Exclude for those who are less than full time. Returns null if those conditions are not met. Include Contractors2 IF(ISPICKVAL(Contract_Type c, "Definite") && (ISPICKVAL(fHCM2 Basis c, "Contractor") && Contract_Length_Days c >=90), IF(fHCM2 FTE c >=1,"Include","Exclude"), "") Evaluates special picklist field Contract Type, generic picklist field Basis, and special field Contract Length Days to identify Contractors with Contract Type Definite and a Contract Length of 90 days or more, then evaluates the FTE values for those contractors. Returns Include for those Definite Contractors with contracts of 90 days or more who are full time, and Exclude for those who are less than full time. Returns null if those conditions are not met. Formula IF(fHCM2 Country c = "China" fhcm2 Current_Employment r.include_contractors1 c = "Exclude" fhcm2 Current_Employment r.include_contractors2 c = "Exclude", "Contract & China", "All Other Employees") Evaluates Country and returns Contract & China when Country is China. Returns All Other Employees when Country is not China. Evaluates Include Contractors1 and returns Contract & China when the value is Exclude. Returns All Other Employees when value is not Exclude. Evaluates Include Contractors2 and returns Contract & China when the value is Exclude. Returns All Other Employees when value is not Exclude. Fairsail HCM: Guide for HR Managers Fairsail

201 Maintaining Supporting Processes Reports and Dashboards Identify Key Talent Purpose To identify high value employees using Talent Plan ratings. Formula IF(ISPICKVAL(fHCM2 Current_Talent_Plan r.fhcm2 Potential c, "High") ISPICKVAL(fHCM2 Current_Talent_Plan r.fhcm2 Performance_Rating c, "Exceeds Expectations") (IF(ISPICKVAL(fHCM2 Current_Talent_Plan r.fhcm2 Impact_of_Loss c, "N/A") ISPICKVAL(fHCM2 Current_Talent_Plan r.fhcm2 Impact_of_Loss c, "High") ISPICKVAL(fHCM2 Current_Talent_Plan r.fhcm2 Impact_of_Loss c, "Medium"), 0, VALUE(LEFT(TEXT(fHCM2 Current_Talent_Plan r.fhcm2 Impact_of_Loss c),1))) >= 7), "Key Talent", "All Others") Evaluates Talent Plan Potential rating and returns Key Talent when Potential is High. Evaluates Talent Plan Performance Rating and returns Key Talent when Rating is Exceeds Expectations. Evaluates Talent Plan Impact of Loss and returns Key Talent when Impact of Loss is High, Medium, or N/A. Early Talent Plans used Impact of Loss text values in the picklist. Evaluates Talent Plan Impact of Loss and returns Key Talent when Impact of Loss is 7 or above. More recent Talent Plans use a numeric rating from 1 to 9. Returns All Others when none of evaluated fields returns Key Talent. Identify Employees in a given Country and Voluntary Leavers Purpose To identify employees in India and all voluntary leavers. Formula IF(fHCM2 Current_Employment r.fhcm2 Reason_For_Leaving c <> "Involuntary" fhcm2 Country c = "India","Voluntary & India","All Others") Evaluates Reason For Leaving and returns Voluntary & India when Reason For Leaving is not Involuntary. Evaluates Country and returns Voluntary & India when Country is India. Returns All Others when the evaluated fields contain any other values. Fairsail HCM: Guide for HR Managers Fairsail

202 Maintaining Supporting Processes Reports and Dashboards Calculations Staff or labor turnover is the rate at which an employer organization loses employees, expressed as a percentage of headcount and typically annualized. A general form of the calculation of turnover is: To calculate turnover as displayed in the Turnover Report, Fairsail uses: Headcount New hires during the periods under review - months, quarters, or years. A new hire is an employee with a Current Employment Start Date during the period, and no End Date. Terminations during the periods under review. A termination is an employee with a Current Employment End Date during the period. The Turnover report displays headcount against annualized turnover for a range of time periods, as well as turnover figures for each month, quarter, or year. The formula used to calculate turnover for each period is: Period turnover % = where: Average Headcount = where: Value at end of period = where: New hires All employees with Current Employment Start Date during the month, and no End Date. Terminations All employees with Current Employment End Date during the month. Fairsail HCM: Guide for HR Managers Fairsail

203 Maintaining Supporting Processes Reports and Dashboards The formula used to calculate overall turnover is: Overall turnover % = where: Average Headcount = where: Value at end of period = Example: Turnover Report by Month 1. With Fairsail WX or the Collaboration PortaL displayed, go to the address bar and enter: turnover immediately following apex/ For example: 2. With the Turnover Report displayed, select By Month. 3. Use the scroll buttons and to select the time period you want to display. The chart and data table remain 12 months wide. The example uses data from February 2015 to January For each month in the display, the chart shows: A total headcount bar. An annualized turnover rate line. Hover to display data values: Fairsail HCM: Guide for HR Managers Fairsail

204 Maintaining Supporting Processes Reports and Dashboards For each month the data table shows: Monthly turnover figures are not shown on the chart. Fairsail HCM: Guide for HR Managers Fairsail

205 Maintaining Supporting Processes Reports and Dashboards For the overall report the data table shows figures for the whole period: All annualized turnover data points displayed on the line chart use the same calculation method: 1. Calculate the average headcount over the previous 12 months: a. Take the starting headcount 12 months ago. b. Calculate the headcount at the end of the 12 month period by adding the total number of new hires and subtracting the total number of terminations. c. Add the starting headcount and the headcount at the end of the 12 months and divide by Take the total number of terminations in the previous 12 months and divide it by the average headcount over the previous 12 months. 3. Multiply the result by 100 to convert it to a percentage. When repeated for each month through the year the calculation produces a rolling, month by month series of annualized turnover figures. Fairsail HCM: Guide for HR Managers Fairsail

206 Maintaining Supporting Processes Reports and Dashboards Example: Turnover Report by Quarter 1. With Fairsail WX or the Collaboration PortaL displayed, go to the address bar and enter: turnover immediately following apex/ For example: 2. With the Turnover Report displayed, select By Quarter. 3. Use the scroll buttons and to select the time period you want to display. The chart and data table remain 12 quarters wide. The calculation uses the same logic as that for monthly data (see page 203); in place of months, substitute quarters. Each annualized turnover data point displayed on the line chart use the same calculation method: 1. Calculate the average headcount over the previous 12 quarters: a. Take the starting headcount 12 quarters ago. b. Calculate the headcount at the end of the 12 quarter period by adding the total number of new hires and subtracting the total number of terminations. c. Add the starting headcount and the headcount at the end of the 12 quarters and divide by Take the total number of terminations in the previous 12 quarters and divide it by the average headcount over the previous 12 quarters. 3. Multiply the result by 100 to convert it to a percentage. When repeated for each quarter through the year the calculation produces a rolling, quarter by quarter series of annualized turnover figures. Fairsail HCM: Guide for HR Managers Fairsail

207 Maintaining Supporting Processes Reports and Dashboards Running a Pre-Defined Report To run a report that has already been set up: 1. Select the Reports tab. Fairsail opens the Reports and Dashboards Home page, giving you access to all available reports. 2. Select a view that displays the subset of reports you need: o Use the Type picklist to select Reports: o Use the Item picklist to select a report subset: 3. Select the report you want to run and select the report name: When the report has run, you can modify it by selecting different values in the Report Options fields: Fairsail HCM: Guide for HR Managers Fairsail

208 Maintaining Supporting Processes Reports and Dashboards Then select Run Report to refresh the data using the new values: Fairsail HCM: Guide for HR Managers Fairsail

209 Maintaining Supporting Processes Reports and Dashboards Report Folders Reports can be stored in folders, enabling you to group reports in a way that makes sense to you. The Reports Home page displays all folders available to you in the left panel: Select a folder to open it and display its contents in the main panel. You can: Use the My Personal Custom Reports folder to store your private reports. Store your reports in any folder to which you have access. Create your own folder by selecting the create new folder picklist and selecting New Report Folder: Fairsail HCM: Guide for HR Managers Fairsail

210 Maintaining Supporting Processes Reports and Dashboards Report Buttons When you run a report the report page displays a number of buttons at the top of the screen: Use the buttons as follows: Button Run Report Hide/Show Details Customize Save As Printable View Export Details Use When you have changed any Report Options, select Run Report to refresh the report with the new values. Collapses (Hide) or expands (Show) the detailed data used to generate the report Enables you to change the criteria used to generate the report by giving you access to the Report Builder. Enables you to save a personal copy of the report to your My Personal Reports folder. The copy includes any changes you have made to the original report. Exports the report to Excel, retaining all formatting. Exports the report to Excel in raw data form, Report Formats Fairsail supports four different report formats: Tabular reports Summary reports Matrix reports Joined reports The simplest and fastest way to view data. A tabular report is similar to a spreadsheet, with an ordered set of fields in columns and the matching records displayed in rows. Similar to tabular reports with the added ability to group rows of data, view subtotals, and create charts from the data. For example, use a summary report to group tasks by week or by team member, or recruitment applications by stage in the recruitment process. A way of summarizing large amounts of data in a grid. For example, use a matrix report to compare values by two different categories of information. A way of creating multiple report blocks providing different views of your data. Each block of reports can have its own fields, columns, sorting and filtering. Use a joined report to combine data from different report types. You cannot use joined reports for dashboards, and export to Excel is restricted to Printable View. Joined reports are automatically available in all new or updated orgs. If your existing org has not been upgraded recently you might need to enable the Report Builder Upgrade so that you can use joined reports. To enable the upgrade: From your User menu select Setup and go to App Setup > Customize > Reports & Dashboards > User Interface Settings. Select the checkbox to Enable Report Builder Upgrade. Fairsail HCM: Guide for HR Managers Fairsail

211 Maintaining Supporting Processes Reports and Dashboards Building a Custom Report It is often quicker and easier to build a new report based on an existing one, making the changes you need to customize the data displayed. To modify an existing report: 1. Select the Reports tab. Fairsail opens the Reports and Dashboards Home page, giving you access to all available reports. 2. Select a view that displays the subset of reports you need: o Use the Type picklist to select Reports: o Use the Item picklist to select a report subset: 3. Select the report you want to run and select the report name: 4. When the report page opens, select Save As: Fairsail HCM: Guide for HR Managers Fairsail

212 Maintaining Supporting Processes Reports and Dashboards Fairsail displays the Save Report page: 5. Complete the fields as follows: Report Name Report Description Report Unique Name Report Folder Text. Your name for the report Text. A description that will help you identify the report in the future. Automatically created by Fairsail, derived from the Report Name. Picklist. Select the picklist and select the folder where you want to store the report. 6. Select Save & Return to Report to save the report and go back to customize it in the way that you want. To build a custom report from scratch: 1. Select the Reports tab. Fairsail displays the Reports & Dashboards Home page. 2. Select New Report... Fairsail displays the Create New Report page. 3. In Select Report Type select to expand Other Reports: Fairsail HCM: Guide for HR Managers Fairsail

213 Maintaining Supporting Processes Reports and Dashboards 4. Scroll through the list or use Quick Find to find and select the category you wish to report on. 5. With the report category selected, select Create: Fairsail displays the Report Preview screen where you can build your report. 6. Select the format picklist and select the table format you want to use: Tabular reports Summary reports Matrix reports The simplest and fastest way to view data. A tabular report is similar to a spreadsheet, with an ordered set of fields in columns and the matching records displayed in rows. Similar to tabular reports with the added ability to group rows of data, view subtotals, and create charts from the data. For example, use a summary report to group tasks by week or by team member, or recruitment applications by stage in the recruitment process. A way of summarizing large amounts of data in a grid. For example, use a matrix report to compare values by two different categories of information. Fairsail HCM: Guide for HR Managers Fairsail

214 Maintaining Supporting Processes Reports and Dashboards Joined reports A way of creating multiple report blocks providing different views of your data. Each block of reports can have its own fields, columns, sorting and filtering. Use a joined report to combine data from different report types. You cannot use joined reports for dashboards, and export to Excel is restricted to Printable View. Joined reports are automatically available in all new or updated orgs. If your existing org has not been upgraded recently you might need to enable the Report Builder Upgrade so that you can use joined reports. To enable the upgrade: From your User menu select Setup and go to App Setup > Customize > Reports & Dashboards > User Interface Settings. Select the checkbox to Enable Report Builder Upgrade. The preview changes to show the format you have selected. The left panel includes the fields available for your report based on the report category you selected: Select to expand the field list: 7. Using the list of available fields displayed in the left panel, select the information you want to include in your report by dragging and dropping fields onto your report preview. For a Summary report: o Each field dropped onto the main preview area or column heading row adds a new column. Fairsail HCM: Guide for HR Managers Fairsail

215 Maintaining Supporting Processes Reports and Dashboards o To use a field as a summary row - a grouping - drop the field onto the zone marked Drop a field here to create a grouping. Use the picklist next to the column name to control the way the column is used, or to remove a column if you change your mind: You can also remove a column from your report preview by dragging and dropping back to the field list. 8. To add filters to enable you to drill down to show matches to a particular criterion, select the Filters Add picklist and select the type of filter you want to add: Fairsail displays a filter builder for the type of filter you want to add. Use the picklists to build your filter and select OK. Fairsail HCM: Guide for HR Managers Fairsail

216 Maintaining Supporting Processes Reports and Dashboards 9. To add a chart to your report select Add Chart: Fairsail displays the Chart Editor for you to specify the chart you want: Build your chart by selecting a chart type and the data you want it to display. 10. Select OK to add the chart to your report preview. 11. Select Run Report: The report is created and displayed. Fairsail HCM: Guide for HR Managers Fairsail

217 Maintaining Supporting Processes Reports and Dashboards 12. To save the report for future use, select Save As. Fairsail displays the Save Report page: 13. Complete the fields in the Save Report page: Report Name Report Description Report Unique Name Report Folder Text. Your name for the report Text. A description that will help you identify the report in the future. Automatically created by Fairsail, derived from the Report Name. Picklist. Select the picklist and select the folder where you want to store the report. 14. Select Save to save the report and return to the Reports & Dashboards Home page. Select Save & Return to Report to save the report and go back to the report you just created. Fairsail HCM: Guide for HR Managers Fairsail

218 Maintaining Supporting Processes Reports and Dashboards Running a Pre-Defined Dashboard Dashboards are used to display the data from custom reports in graphical form: Fairsail includes a number of pre-formatted dashboards (see page 171) including: Performance Management Talent Management Training and Development Vacation and Absence Management Salary Planning To display a pre-formatted dashboard: 1. Select the Dashboards tab. 2. Select the Find a dashboard... picklist and select the dashboard you want to display: The dashboard is displayed. Fairsail HCM: Guide for HR Managers Fairsail

219 Maintaining Supporting Processes Reports and Dashboards 3. To ensure that the dashboard is using the latest available data from the underlying reports, select Refresh: Fairsail retains the values last displayed in your dashboard until you click Refresh; values are not automatically updated. The date and time of the last refresh is displayed next to Refresh. Refreshing the dashboard refreshes the data for all users who can view the dashboard. Building a Custom Dashboard It is often quicker and easier to build a new dashboard based on an existing one, making the changes you need to customize the data displayed. To modify an existing dashboard: 1. Select the Dashboards tab. 2. Select the Find a dashboard... picklist and select the dashboard you want to modify: The dashboard is displayed. 3. Select Clone: Fairsail opens the Dashboard page. 4. Make the changes you want to the dashboard. Fairsail HCM: Guide for HR Managers Fairsail

220 Maintaining Supporting Processes Reports and Dashboards 5. Select Save. Fairsail displays the Save Dashboard dialog: 6. Complete the fields as follows: Title Dashboard Unique Name Save to Text. Your name for the Dashboard Automatically created by Fairsail, derived from the Dashboard Title. Picklist. Select the picklist and select the folder where you want to store the report. 7. Select Save. To build a Dashboard from scratch: 1. Select the Reports tab. Fairsail opens the Reports and Dashboards Home page. 2. Select New Dashboard...: Fairsail opens the Dashboard builder: You are now going to: Fairsail HCM: Guide for HR Managers Fairsail

221 Maintaining Supporting Processes Reports and Dashboards o Add the dashboard components - the charts and tables that make up your Dashboard. o Specify the report supplying the data for each component. o Organize the Dashboard layout and the way you want the components to behave. 3. Select a Dashboard component from the left panel, drag and drop it into position in the main panel: 4. Select the Data Sources tab in the left panel, select Reports, and select the report you want to use to provide the data for the component you just added to the Dashboard. Drag and drop the report onto the component: Fairsail HCM: Guide for HR Managers Fairsail

222 Maintaining Supporting Processes Reports and Dashboards Fairsail produces a preview of the Dashboard component with the data from the source you selected: 5. Repeat the process to add up to 20 components with their data sources to the Dashboard. 6. Select Save at intervals through the process to save your work. The first time you select Save, Fairsail displays the Save Dashboard dialog: Complete the fields as follows: Title Dashboard Unique Name Save to Text. Your name for the Dashboard Automatically created by Fairsail, derived from the Dashboard Title. Picklist. Select the picklist and select the folder where you want to store the report. Fairsail HCM: Guide for HR Managers Fairsail

223 Maintaining Supporting Processes Reports and Dashboards 7. When you have the components and sources in place, you can: o Move components by dragging and dropping if you want to change their positions. o Delete unwanted components by selecting Delete at the top right of the component: o Enter a title for each component to say what the component is showing. Select in the component Edit Title box to enter text: o Enter header and footer text for each component. Select in the component Edit Header or Edit Footer boxes to enter text: 8. You can now edit the behavior of each component. Select Edit Attributes on a component: Fairsail displays the Component Editor: Fairsail HCM: Guide for HR Managers Fairsail

224 Maintaining Supporting Processes Reports and Dashboards Component Editor fields depend on the type of chart you are displaying. The tables below show the fields for pie charts and bar charts: Component Editor fields for Pie Chart Select Type Select to change the chart type. Formatting tab The preview chart in the Component Editor is updated to show your selections as you make them. Experiment to get the best layout. Sort Rows By Picklist. Select from: Label Ascending/Label Descending Data is displayed sorted alphabetically by the name of the row in the source table. Ascending = A to Z. Descending = Z to A. Pie charts and donut charts display the first data category starting at the 12 o'clock position. Maximum Values Displayed Legend Position Value Ascending/Value Descending Data is displayed sorted numerically by the value of the row in the source table. Ascending = starting at the lowest value. Descending = starting at the highest value. Pie charts and donut charts display the first data category starting at the 12 o'clock position. Number. The chart takes the first number of values from the table, determined by Sort Rows By. For example, if you set Maximum Values Displayed to 5 and Sort Rows By is set to Value Descending, the chart displays the top 5 values from your source data table. Leave blank to display all available values. Picklist. Select from: Right Bottom Data Labels On Chart The legend overlays the chart. This can aid clarity on some charts, but charts displaying many values can be more confusing. Checkboxes: Combine Small Groups into "Others" If checked, data values that are too small to display individually on the chart are grouped into an "Other" category. Show Values If checked, data values are displayed on the chart. Show % If checked, values are displayed as percentages. If both Show Values and Show % are checked, actual values are displayed separated from percentage values by a colon. Show Details on Hover If checked, a summary of the underlying data is displayed as you hover over the values on the chart. Fairsail HCM: Guide for HR Managers Fairsail

225 Maintaining Supporting Processes Reports and Dashboards Component Data tab Values Picklist. The values to be used from your data source table to display on the chart. Select from: Auto Fairsail selects the values to use from your data source table. Wedges Values determined by the data in the underlying data source table, typically including Record Count. Picklist. The values to be used from your data source table to make up the wedges of the pie chart. Select from: Auto Fairsail selects the values to use from your data source table. Display Units Values determined by the data in the underlying data source table. Picklist. The scale of unit to use on the chart. Select from: Auto Fairsail selects the most appropriate scale depending on the range of values in the data source table. Whole Units Display the units as they are held in the data source table Drill Down to Hundreds/Thousands/Millions/Billions/Trillions Picklist. The behavior when you select on a chart to drill down to the underlying data. Select from: Source Report Selecting the chart displays the full underlying report. Filtered Source Report Selecting the chart displays that part of the source report that carries the data for the part of the chart you selected. This gives a more focused drill down than Source Report. Record Detail Page Other URL Selecting on the chart jumps to a URL you specify. Fairsail displays an additional field for you to enter the URL you want to display. Component Editor fields for Vertical and Horizontal Bar Charts Select Type Select to change the chart type. Fairsail HCM: Guide for HR Managers Fairsail

226 Maintaining Supporting Processes Reports and Dashboards Formatting tab The preview chart in the Component Editor is updated to show your selections as you make them. Experiment to get the best layout. Sort Rows By Picklist. Select from: Label Ascending/Label Descending Data is displayed sorted alphabetically by the name of the row in the source table. Ascending = A to Z. Descending = Z to A. Maximum Values Displayed Axis Range Value Ascending/Value Descending Data is displayed sorted numerically by the value of the row in the source table. Ascending = starting at the lowest value. Descending = starting at the highest value. Number. The chart takes the first number of values from the table, determined by Sort Rows By. For example, if you set Maximum Values Displayed to 5 and Sort Rows By is set to Value Descending, the chart displays the top 5 values from your source data table. Leave blank to display all available values. Picklist. Select from: Auto Fairsail selects the range based on the values in your data source table. Data Labels Manual You can specify the From and To values for the axis. Checkboxes: Show Values If checked, data values are displayed on the chart. Show Details on Hover If checked, a summary of the underlying data is displayed as you hover over the values on the chart. Component Data tab X-Axis Y-Axis Picklist. The values to be used from your data source table to use for the axes. Select from: Auto Fairsail selects the values to use from your data source table. Values determined by the data in the underlying data source table, Fairsail HCM: Guide for HR Managers Fairsail

227 Maintaining Supporting Processes Reports and Dashboards Group By Picklist. The way bars are grouped when grouping is appropriate for the underlying data. Select from: None Appropriate for simple bars representing single values. Display Units Auto A range of options for composite bars. You can select from: o Side by side o Stacked o Stacked to 100% Picklist. The scale of unit to use on the chart. Select from: Auto Fairsail selects the most appropriate scale depending on the range of values in the data source table. Whole Units Display the units as they are held in the data source table Drill Down to Hundreds/Thousands/Millions/Billions/Trillions Picklist. The behavior when you select a chart to drill down to the underlying data. Select from: Source Report Selecting the chart displays the full underlying report. Filtered Source Report Selecting the chart displays that part of the source report that carries the data for the part of the chart you selected. This gives a more focused drill down than Source Report. Record Detail Page 9. When you have edited component attributes, select Save. 10. Select Close. Other URL Selecting on the chart jumps to a URL you specify. Fairsail displays an additional field for the URL you want to display. Fairsail prompts you to select Save & Close to close the Dashboard. 11. Select Save & Close. Fairsail displays the Dashboard you have just created. Fairsail HCM: Guide for HR Managers Fairsail

228 Maintaining Supporting Processes Reports and Dashboards Edit Custom Dashboards To edit an existing Dashboard: 1. Select the Dashboards tab. 2. Select the Find a dashboard... picklist and select the dashboard you want to modify: The dashboard is displayed. 3. Select Edit: Fairsail opens the Dashboard builder for the Dashboard you selected. 4. Follow the guidance given in Building a Custom Dashboard (see page 219) to make the changes you want. Fairsail HCM: Guide for HR Managers Fairsail

229 Maintaining Supporting Processes Using Libraries Using Libraries Fairsail uses libraries to store reusable records, with each library dedicated to one type of content: The Job Library (see page 230) stores groups of data fields that are set when a Team Member is assigned to a job. The Job Profile Library (see page 233) stores the lists of skills and competencies required for each job type. Job profiles are typically used for competency assessments, career planning, and succession planning. The Job Descriptions Library (see page 236) stores text descriptions of jobs. These are used to pre-fill job descriptions set by managers and team members. The Scales Library (see page 237) stores rating scales for skills, competencies, and metrics. The Skills Library (see page 241) stores skills with links to the scales used to measure them, to the job profiles that identify them as job needs, and to the Team Members who have had the skills identified as development needs. The Competency Library (see page 243) stores competencies for assessments and development needs. The Metrics Library (see page 245) stores items that are measured for a Metrics Review. Items are numbers, scales, or text. The Training Library (see page 250) stores lists of training options, with each one linked to the skills and competencies it develops. Training options are suggested when entering a development need for skills and competencies. Fairsail HCM: Guide for HR Managers Fairsail

230 Maintaining Supporting Processes Using Libraries The Job Library The Job Library is used to store data fields associated with defined jobs. Each job stored in the Job Library acts as an active template, enabling standard values to be set and maintained for Team Members who are assigned to one of the stored jobs. The job library typically stores values for: Job Title Grade Salary Band Job Profile Function You can extend this list with more fields if you need to apply them consistently to Team Member and Employment records. The Job Library is useful if your organization has a set of predefined jobs; when you assign a job to a Team Member, all fields stored for that job are copied to the Team Member. Any changes you make in the Job Library to values stored for a job are automatically applied to all Team Members linked to that job. To create a new Job: 1. Select the Job Library tab. Fairsail displays the Job Library Home page. 2. Select New Job Library Item: Fairsail HCM: Guide for HR Managers Fairsail

231 Maintaining Supporting Processes Using Libraries Fairsail displays the Job Library Item page: 3. Complete the fields as follows: Job Library Item Job Title Grade Salary Band Job Profile Function A unique code or label for this item. If not entered, Fairsail creates one for you. Text. The name you want to apply to the job. Picklist. Select a grade in line with your organization's requirements. Picklist. Select a salary band in line with your organization's requirements. Picklist. If you maintain a Job Profile library, job profiles are listed for you to select. Text. A brief statement of job function. You can subsequently change the values entered here, but remember that any changes you make are automatically copied to all Team Member records linked to the job. 4. For the Effective Date: o If you are creating a new job library item you can enter a date from which you want the job to be available. o If you are correcting a job library item, leave Effective Date blank. o If you are changing the job because of a re-evaluation, enter an effective date from which the re-evaluation takes effect. Entering an effective date creates a new record for the Job History of all Team Members linked to the job. 5. Select Save. Fairsail HCM: Guide for HR Managers Fairsail

232 Maintaining Supporting Processes Using Libraries Linking a Job in the Job Library to a Team Member Linking jobs to Team Members is normally a task for the HR Manager, typically as part of the onboarding process when entering a new employee's details, or as part of a job change for an existing employee. To link a job from the Job Library to a Team Member: 1. Select the Team Member tab. Fairsail displays the Team Member Home page 2. Select a View that displays the Team Member you want to link to a Job. 3. Select the Team Member name. Fairsail displays the Team Member Detail page. 4. At the top of the Team Member Detail page select Edit. Fairsail displays the Team Member Detail Edit page. 5. Scroll down to the Employment Details section. 6. In Job use Job Lookup to search for the Job in the Job Library. Select the Job you want to link to the Team Member. When a Job in the Job Library has been linked to a Team Member: Any changes to the values of the fields stored for a Job in the Job Library are automatically applied to the Employment records of all Team Members linked to that Job. This ensures that all linked Team Member records are kept in step with an evolving Job held in the Job Library. Any changes made to individual Team Member Employment records that affect fields held for the Job in the Job Library are applied just to that Team Member. But if a subsequent change is made to the Job in the Job Library, all Job Library fields are re-applied to linked Team Members, over-writing any individual Team Member changes you have made. Fairsail HCM: Guide for HR Managers Fairsail

233 Maintaining Supporting Processes Using Libraries The Job Profile Library The Job Profile Library is used to store the lists of skills, competencies, indicators and metrics required for each job type. Each Job Profile is defined in terms of the needs of the job, where a need can be: A specific competency, such as initiative, or managing customers. An indicator for a specific competency, such as coming up with practical ideas to solve problems as an indicator of initiative. Indicators can also be used directly to help define a job profile and do not have to be assigned to a competency. A specific skill, such as delegation or coaching. A metric, such as a measure of productivity for a production line worker. The competencies, skills, and metrics are stored as separate items in the competencies, skills, and metrics libraries. Fairsail HCM: Guide for HR Managers Fairsail

234 Maintaining Supporting Processes Using Libraries To create a new job profile: 1. Select the Job Profile Library tab. Fairsail displays the Job Profile Library Home page. 2. Select New Job Profile: Fairsail displays the New Job Profile page: 3. Complete the fields as follows: Field Job Profile Name Family Level Active Description Enter a name for the Job Profile. The Job Family in which the Job Profile sits. Enter the name of the family if these are used by your organization. The level of the job within the Family. Enter the name of the level if these are used by your organization. Checkbox. Check to make this job profile visible to those completing a competency assessment. Fairsail HCM: Guide for HR Managers Fairsail

235 Maintaining Supporting Processes Using Libraries 4. Select: o Save to save and close the Job Profile Edit page. o Save & New to add another Job Profile. When you have saved the Job Profile, the Job Needs related list is displayed below the new Job profile: 5. Select New Job Need and add the skills, competencies, and indicators relevant to the new profile. Fairsail HCM: Guide for HR Managers Fairsail

236 Maintaining Supporting Processes Using Libraries The Job Description Library The Job Description Library is used to store text descriptions of jobs. A stored job description can then be used by managers and Team Members to pre-fill a newly created job. To add a new Job Description: 1. Select the Job Descriptions Library tab. Fairsail displays the Job Descriptions Library Home page. 2. Select New Job Description Library Item: Fairsail displays the Job Description Library Item page: 3. Complete the fields as follows: Field Title Grade Key Responsibilities Description Enter the job title. An optional grade at which the job operates. Select the picklist and select the grade for the job if required by your organization. Enter a free text summary of the job. Use the text controls to format your description to make it easier to read and understand. Options section Active Checkbox. Check to make this job description available for use. 4. Select Save to save and close the Job Description Library Item page, Fairsail HCM: Guide for HR Managers Fairsail

237 Maintaining Supporting Processes Using Libraries The Scales Library The Scales Library stores rating scales for use with competencies, skills, and metrics. For example, a scale can be Frequency, used to measure how often a Team Member exhibits a particular skill or competency. By defining Frequency as an established scale you help to ensure consistency when measuring that skill or competency. You can name and define scales to meet the requirements of your organization. When adding a new scale bear in mind that the scale is likely to be used by more than one skill or competency. As a guide, the following three scales can be used to apply measures for most skills and competencies requiring consistent measurement: Frequency How often does a Team Member demonstrate a particular skill or competency? Proficiency How well does a Team Member demonstrate a particular skill or competency? Alternatively called Expertise. Agreeability To what extent does a Team Member agree with a statement about a skill or competency? Fairsail HCM: Guide for HR Managers Fairsail

238 Maintaining Supporting Processes Using Libraries To add a new scale: 1. Select the Scales tab. Fairsail displays the Scales Home page. 2. Select New Scale: Fairsail displays the New Scale page: 3. Complete the fields as follows: Field Description Information section Scale Name Format Enter a name for the new scale to be used throughout Fairsail. The format to be used when displaying the scale for a skill, competency, or metric. Select the picklist and select from: Vertical Radio Buttons Horizontal Radio Buttons Has Comments Permit No Response Drop Down Menu Checkbox. Check to enable comments to be entered with a response. Checkbox. Check to allow assessors not to respond to this scale. Fairsail HCM: Guide for HR Managers Fairsail

239 Maintaining Supporting Processes Using Libraries Lowest First NA First Checkbox. Check to order the rating scale with the lowest value first, that is at the top of the list or on the left. Checkbox. Check to order the rating scale with a Not Applicable rating first: at the top of the list or on the left. If Lowest First and NA First are both checked, the scale list starts with NA and then runs from lowest to highest. Prompts section Above Prompt Scale Prompt Comment Prompt Below Prompt Self... Enter the text that appears before the thing you are trying to measure. Enter the text that appears immediately before the rating scale. Enter the text that appears before the comment. Enter the text that appears after the thing you are trying to measure. Four prompts mirroring the previous four, used for self assessments and enabling you to use different prompting text. Complete these fields appropriately. 4. Select: o Save to save and close the Scale Edit page. o Save & New to add another scale. Fairsail displays the Scale Detail page for the scale you have just created. To enable assessment against the scale you have created, you must add possible responses. 5. In the Scale Responses section, select New Scale Response: Fairsail displays the Scale Response Edit page: Fairsail HCM: Guide for HR Managers Fairsail

240 Maintaining Supporting Processes Using Libraries 6. Complete the fields as follows: Field Score Description The score to be awarded for this response: Enter -1 for a Does not apply, Not applicable or N/A response. Use low scores for poor correlation with the purpose of the scale. For example, 1 for Does not agree, Never (for a frequency scale), Unacceptable (for a proficiency scale) and so on. Scale responses for scales that will be used for skills must start from 1 and not 0. If it is possible that the scale will be used for skills at some point in the future, avoid using 0 in the response scores. Scale Prompt Label Description Use high scores for close correlation with the purpose of the scale. For example, 4 for Completely agree, Always (for a frequency scale), Outstanding (for a proficiency scale) and so on. The name of the scale for which you are editing this response. Automatically completed by Fairsail. The text you want to appear on screen for this response. For example, Does not apply, Expert (for a proficiency scale), or Frequently (for a frequency scale). The brief description you want to appear on charts for this response. Space is likely to be limited, so keep the label short. A meaningful summary of the response for someone completing the online questionnaire. 7. Select: o Save & New to save your edits and enter another response for this scale o Save if this is the last response you want to enter for this scale. When you have finished entering all the responses you want to be available for this scale, Fairsail displays the Scale Detail page for the scale you have just created. 8. Check that the Maximum Score and Minimum Score values are in line with your requirements. The scale is now ready for use. Fairsail HCM: Guide for HR Managers Fairsail

241 Maintaining Supporting Processes Using Libraries The Skills Library The Skills Library is used to store the skills required by job profiles and identified as development needs for Team Members. Each skill is classified by the area of your business or human activity to which it applies, such as business law, finance, or languages. Skills are linked to the scales used to measure them. Scales are stored in the Scales Library. To add a new skill: 1. Select the Skills Library tab. Fairsail displays the Skill Library Home page. 2. Select New Skill Library Item: Fairsail displays the New Skill Library Item page: Fairsail HCM: Guide for HR Managers Fairsail

242 Maintaining Supporting Processes Using Libraries 3. Complete the fields as follows: Field Skill Area Description Scale Active Approver Type Minimum Level Of Approver Description Enter a name for the Skill. The name of the group of skills to which the new skill belongs, such as languages or project management. Enter an Area name if required by your organization. An expansion of the skill name and area. Enter a Description if required by your organization. The rating scale used to assess the level of the skill held by a Team Member or required by a Job Profile. Select Scale Lookup to find and select the scale. Scales are defined for your organization and stored in the Scales Library Checkbox. Check to make the skill available for use. The type of Team Member required to provide approval when adding this skill to a Team Member's profile through Fairsail WX or the Collaboration Portal. Approver Type overrides the Manager Confirms Skills setting in the Policy. Select the picklist and select from: None No approval is required. Team Members and their managers can add skills to their profiles without seeking approval. Self Team Members can approve additions to their own skills profiles. Manager Additions to a Team Member's skills profile must be approved by the Team Member's manager. Qualified Assessor Additions to a Team Member's skills profile must be approved by a Qualified Assessor. An Assessor is qualified if their profiles show that they possess the skill at the Minimum Level Of Approver or above. If you select Qualified Assessor, complete Minimum Level Of Approver as well. Required if you select Qualified Assessor as Approver Type. The level of skill required by an Approver before they can be selected to approve the addition of a skill to a Team Member's profile. Select Minimum Level Of Approver Lookup Scale used for this Skill. For example: and choose an appropriate level for the If the Skill uses an Expertise scale, select Fully Skilled or Expert as the Minimum Level of Approver. If the skill uses a Frequency scale, select Always as the Minimum Level of Approver. When using WX or the Collaboration Portal, Fairsail searches the skills database and populates the Approver picklist with Team Members who possess the skill to the minimum level or above. 4. Select: o Save to save and close the New Skill Library Item page o Save & New to add another Skill. Fairsail HCM: Guide for HR Managers Fairsail

243 Maintaining Supporting Processes Using Libraries The Competency Library The Competency Library stores competencies for assessments and development needs. To create a new competency: 1. Select the Competency Library tab. Fairsail displays the competency Library Home page. 2. Select New Competency Library Item: Fairsail displays the New Competency Library Item Edit page: Fairsail HCM: Guide for HR Managers Fairsail

244 Maintaining Supporting Processes Using Libraries 3. Complete the fields as follows: Field Competency Prompt Area Description Level Order Picture Description A name for the competency. A brief description of the competency to be displayed as a prompt when entering an assessment of the competency in an online questionnaire. The name of the group hosting the competency. Enter the name of the Area if these are used by your organization. A text description of the competency. This is typically an expanded version of the content of Prompt. The level of this competency within a job family. Enter a level if these are used by your organization. A number assigned to the competency to control the order in which it is displayed in an online questionnaire. 1 for first, 2 for second and so on. The unique identifier for an image associated with this competency. Pictures can be displayed next to the competency, for example in the WX Recognition process. Pictures must be available to your Fairsail org. 4. Select: To use an image you already have available in your org, navigate to the image and copy the unique identifier. Paste the identifier in Picture. To use a new image: a. On the Competency Library Item go to the Notes & Attachments Related List. If Notes & Attachments is not displayed, go to Edit Layout, select Related Lists and drag and drop Notes & Attachments into place. b. Select Attach File. c. Find and select the image file you want to use. d. When the file has loaded, select Done. The file is added to Notes & Attachments. e. Select View in the Action column for the file. Fairsail displays a preview of the file. f. In the address bar of the preview window copy the unique identifier for the file from the URL. This is the string of characters following the file= fragment, for example 00P hwxn. g. Paste the unique identifier for the file in Picture. o Save to save and close the New Competency Library Item Edit page. o Save & New to add another competency. Fairsail HCM: Guide for HR Managers Fairsail

245 Maintaining Supporting Processes Using Libraries The Metrics Library The Metrics Library is used to store items that are measured for a Metrics Review. Metrics can be: Number The library stores: o The minimum and maximum values permitted for the number. o A required value. When conducting a Metrics Review, a manager must enter a value for the metric between the minimum and maximum values. Entered values are also assessed against the required value and can be marked Achieved, Partially Achieved, or Not Achieved. Scale The library stores: o The options available on the scale. o A required level. When conducting a Metrics Review, a manager must select one of the available options. Selected options are assessed against the required level and can be marked Achieved, Partially Achieved, or Not Achieved. Text Text metrics require a text comment from the manager at review time. To add a new metric: 1. Select the Metrics Library tab. Fairsail displays the Metrics Library Home page. 2. Select New Metrics Library Item: Fairsail displays the New Metrics Library Item Edit page: Fairsail HCM: Guide for HR Managers Fairsail

246 Maintaining Supporting Processes Using Libraries 3. Complete the fields as follows: Metrics Library Item Name Area Active Description Measure A unique name for the metric. The grouping to which this metric belongs. Scores achieved for Metrics assigned to the same Area can be averaged for all Team Members who are assessed against them. Average scores can then be displayed on Metrics Review pages to provide values for comparison. Checkbox. If checked this item can be used in Metrics Reviews. A brief description of the metric. Picklist. Select from: Text Number Scale Minimum Maximum Scale The controlling scale for Required Level. Scales are stored in the Scale Library. Use Scale Lookup to find and select the correct scale for this metric. Number. For a Number measure, the lowest permitted value that can be entered by a manager when conducting a Metrics Review. Number. For a Number measure, the highest permitted value that can be entered by a manager when conducting a Metrics Review. Fairsail HCM: Guide for HR Managers Fairsail

247 Maintaining Supporting Processes Using Libraries Required Value Margin Required Level Order For a Number measure, the lowest value a Team Member needs to be awarded to avoid a Not Achieved rating. Required Value applies as a default to this Metric Library Item and is overriden by a value specified for a Job Need associated with a Job Profile (see page 248). For a Number measure, the separation between the Required Value and the value a Team Member needs to earn an Achieved rating. Scores above the Required Value and within the additional margin value earn a Partly Achieved rating. For example: Minimum 10 Maximum 80 Required Value 40 Margin 10 Team Member score: below 40 = rating Not Achieved Team Member score: 40 to 49 = rating Partly Achieved Team Member score: 50 and above = rating Achieved For a Scale measure, the level a Team Member needs to be awarded to get an Achieved rating. Use Required Level lookup to find and select the level from the appropriate set of scale responses. These are the responses associated with the Scale in the Scale Library. Required Level applies as a default to this Metric Library Item and is overriden by a level specified for a Job Need associated with a Job Profile (see page 248). The order in which you want this metric to be displayed on the Team Member Metric Review page, relative to other metrics. 4. Select Save to save the item and close Metrics Library Item Edit, or select Save & New to save the item and create another. Fairsail HCM: Guide for HR Managers Fairsail

248 Maintaining Supporting Processes Using Libraries Linking Metrics to a Job Profile When the metrics have been defined, you can link them to a Job Profile: 1. Select the Job Profiles tab. Fairsail displays the Job Profiles home page. 2. Select a view that shows the Job Profile you want to link to metrics, and select the Job Profile Name: Fairsail displays the Job Profile Detail page. 3. In the Job Needs related list, select New Job Need: Fairsail displays the New Job Need page for you to select the Job Need Record Type: 4. In Record Type of new record select the picklist and select Metrics Need. Fairsail HCM: Guide for HR Managers Fairsail

249 Maintaining Supporting Processes Using Libraries 5. Select Continue. Fairsail displays the Job Need Edit page for the new job need: Complete the fields as follows: Job Profile Metrics Library Item Required Score Required Level Profile name. Automatically completed for you when you enter this page from the Job Profile. To change the Job Profile, select Job Profile lookup to find and select the profile. The metric you want to link to the Job Profile as a Job Need. Select Metric Library Item lookup to find and select the item you want. Number. The minimum acceptable score for this metric for someone working in the role defined by the Job Profile. The value you specify overrides the default specified for the metric and stored in the Metrics Library. If you leave this field blank Fairsail uses the default required score stored for the metric in the Metrics Library. Used for Scale metrics. The minimum acceptable level for this metric for someone working in the role defined by the Job Profile. Select Required Level lookup to find and select the level you want. Required Level lookup links to the levels stored against the metric in the Metrics Library. The value you specify overrides the default specified for the metric and stored in the Metrics Library. If you leave this field blank Fairsail uses the default required level stored for the metric in the Metrics Library. 6. Select Save to save and display the Job Need Detail page, or select Save & New to define a link to another Metrics Need. Fairsail HCM: Guide for HR Managers Fairsail

250 Maintaining Supporting Processes Using Libraries The Training Library The Training Library stores lists of training options, such as courses, events, or books. Each item is linked to the skills and competencies it develops. Training options are suggested when entering a development need for skills and competencies. To add a new item to the Training Library: 1. Select the Training Library tab. Fairsail displays the Training Library Home page. 2. Select New Training Library Item: Fairsail displays the New Training Library Item page: Fairsail HCM: Guide for HR Managers Fairsail

251 Maintaining Supporting Processes Using Libraries 3. Complete the fields as follows: Field Training Name Type Description Supplier URL Active Description The name of the item. This can be the name of the course, event, book, or other training item. The type of training item, such as website, video, training event, or course. Select the picklist and select the type. A description of the training item that makes it easy for potential users to decide if it is what they are looking for. The name of the supplier if this is appropriate to the training item and required by your organization. A link to the training item if this is appropriate to the training item and required by your organization. Checkbox. Check to make this training item visible in your organization. 4. Select: o Save to save and close the New Training Library Item page. o Save & New to add another item. When you have saved the Training Library Item, the Skill Training Options, Competency Training Options, and Notes & Attachments related lists are displayed below the new item. 5. In the Notes & Attachments related list add course outlines or any related training materials. To link Training items to Skills: 1. Open the training item you want to link to a skill. 2. Go to the Skill Training Options related list. 3. Select New Skill Training: Fairsail displays the New Skill Training page: Fairsail HCM: Guide for HR Managers Fairsail

252 Maintaining Supporting Processes Using Libraries 4. Select Skill Library Item Lookup to find and select the skill to which you want to link this training item. 5. Select Save to save and close the Skill Training Edit page, or select Save & New to link the training item to another skill. To link Training items to competencies: 1. Open the training item you want to link to a competency. 2. Go to the Competency Training Options related list. 3. Select New Competency Training: Fairsail displays the New Competency Training page: 4. Select Competency Library Item Lookup to find and select the competency to which you want to link this training item. 5. Select: o Save to save and close the Competency Training Edit page. o Save & New to link the training item to another competency. Fairsail HCM: Guide for HR Managers Fairsail

253 Maintaining Supporting Processes Using Libraries The Work Location Library The Work Location Library is used to store data fields associated with defined locations. Each work location stored in the Work Location Library acts as an active template, enabling standard values to be set and maintained for Team Members who are assigned to one of the stored work locations. When you select a location from the Work Location Library for a Team Member, all the fields stored in the library for that location are copied to the Team Member. Any changes you make in the Work Location Library to values stored for a location are automatically applied to all Team Members linked to that Work Location. The Work Location library typically stores values for: Country Address Zip or postal code Work Location manager Action Roles You can also store latitude and longitude for use with Check In/Check Out. You can extend this list with more fields if you need to apply them consistently to Team Member and Employment records. The Work Location Library is particularly useful: To apply consistent address details for multiple locations. Each Work Location record acts as the definitive source of address details for each location. When moving office locations. Change the Work Location details once and have them automatically applied to all Team Members linked to that work location. To create a new Work Location: 1. Select the Work Locations tab. Fairsail displays the Work Locations Home page. 2. Select New Work Location: Fairsail HCM: Guide for HR Managers Fairsail