Lanteria HR Core HR

Transcription

1 Lanteria HR Core HR User's Guide for version Copyright 2015 Lanteria

2 Table of Contents 1 Introduction The Core HR Module Overview Terminology List Core HR Dashboard Company Overview Number of Employees by Month Employment Types Employee/FTE chart Company Figures Documents Expiring documents Missing documents Building Org Structure Org Structure Settings Countries Locations Companies Legal Entities Cost Centers Unit Types Organizational Units Organizational Chart Organizational Design Add New Organizational Unit Edit Organizational Unit Details Manage Job Positions in Organizational Unit Manage Positions Chart Employees Filtering the Chart Working Groups Create New Working Group Job Roles and Positions Job Role Categories Job Roles Job Positions Managing Employee Information Employment Types Work Patterns Employee Statuses Employee Database Employee Search Employee Card Using Employee Card Designer Change the Field Order Hire Employee Change Employee Position Terminate Employee Probation Review Set up Probation Review Stages Manage Probation Reviews This Document is: FOR PROJECT USE Copyright 2015 Lanteria

3 7 OnBoarding and OffBoarding Manage OffBoarding (Leavers) Manage OnBoarding (Starters) HR Processes Process Templates Work with HR Processes Create the Process Complete the Process Actions Stop the Process Work with Employee and Company Documents Employee Document Types Add Employee Documents Upload Employee Document Generate Employee Document Job Contracts Generate Contract Upload a Ready Contract Upload Company Documents Track Missing Documents Track Expiring Documents HR HelpDesk Set up HelpDesk Categories Create a HelpDesk Request Process a HelpDesk Request HR HelpDesk Statistics Approval Workflows Set up Approval Process Create Approval Workflow Set up Approval Process New Job Description Approval Work with Approval Requests Approval Process Example Reports Structure Report HeadCount Turnover Report Organizational Changes Report Structure DashBoard Termination Statistic Report Equality and Diversity Report Employee Birthdays Report Seniority Report Staff Dates Report This Document is: FOR PROJECT USE Copyright 2015 Lanteria

4 1 Introduction Lanteria HR is a human resource management system that provides the central storage for all HR information, supports HR processes, as well as competence framework and learning. This User s Guide describes the Core HR module of Lanteria HR. The target audience is HR specialists who will be defining the company organization structure in the system, as well as work with the employee information, documents and processes. The User s Guide is intended for specialists with basic knowledge of SharePoint and HR processes. As a prerequisite to this guide, it is recommended that you get acquainted with the Lanteria HR Overview document. 1.1 The Core HR Module Overview In the Core HR module, work with the following Lanteria HR functions: Manage the company structure (legal entities, countries, locations, org unit hierarchy, job roles and positions) Maintain the Employee database Store the company and employee documents, track the missing and expiring documents Manage the HR processes Process the OnBoarding and OffBoarding action items Set up approval workflows and manage approval requests Report on turnover, organizational changes and so on 1.2 Terminology List Term Organizational unit Job Role Job Position Parent Position Definition Organizational entity that includes employees and job positions Type of a job including specific regular activities (e.g. Accountant, Software Developer) A box in the organizational structure, defined by organizational unit and job role Managing position for a job position OnBoarding The process of internal or external employment. Starter A person who is being hired or moved to some position. OffBoarding The process of employee termination. Process Template A template of the HR process that defines whether a process will be created automatically and which action items it will consist of. Copyright 2015 Lanteria Page 4 of 92

5 2 Core HR Dashboard There are two sections pertaining to Core HR on the Dashboard that is displayed on the landing page: Company Overview and Documents. 2.1 Company Overview The Company Overview section consists of four reports displayed side by side. Click the Maximize icon to expand a particular report and view it in more details Number of Employees by Month This section displays how the number of employees changed from month to month. Select a year from the Year drop-down list at the top of the chart to view the relevant information Employment Types This is a pie chart showing the distribution of employment types between employees Employee/FTE chart This chart displays the actual number of employees in comparison with FTE. The Company Structure drop-down list at the top of the chart allows you to select structural units that will be used to build the chart, for example, countries, locations, org units or companies. You can also choose to include data on additional job assignments into the chart by checking the Show Additional Assignments box Company Figures The Company Figures report displays the company s basic statistics, such as number of countries, locations, employees, vacancies, terminations and so on. 2.2 Documents The Documents section consists of two reports: Expiring documents This report allows the HR to track all the documents that are expiring within the next three months. Data on the terminated employees can be included into the report by checking the Include Terminated Employees box. Click the document icon to view the document itself, click the employee s name to view his/her card or click the name of the expiring document type to view the document s details. Please note that a document will be displayed here only if the date of expiration is added when it was uploaded Missing documents This report lists the number of all the missing documents by type. Click the number to view a detailed list. Please note that this info is only available if the document types list was created. Copyright 2015 Lanteria Page 5 of 92

6 3 Building Org Structure Correct reflection of the company org structure in the system is one of the key tasks when implementing the HR system, since it creates a good basis for all the other modules and functions. Create the hierarchy of the company org units and, if applicable, assign them to different countries, locations and legal entities. 3.1 Org Structure Settings Before creating the organizational units, set up the additional entities which can be used for defining the org unit properties, that is: Countries Locations Companies Legal entities Cost centers Org unit types Countries To create the countries where the company and its branches are located, follow these steps. 1. In the Core HR module, click Settings, and then Countries. 2. Click new item to add a country. Copyright 2015 Lanteria Page 6 of 92

7 3. In the Country Name field, type the country name. 4. In the Annual Months of Pay field, specify how many months in this country are payable. Some countries have an official 13 th salary and this is here where it is defined in the system. This number will participate in the salary budget calculations. 5. Use the Work Hours per Week field to specify how many working hours a standard week includes. 6. Use the Work Hours per Day field to specify how many working hours a standard day includes. 7. Specify the currency that is used in the current country in the Currency field. 8. In the ISO Code field, type the ISO code of the country (if applicable). 9. Click Save Locations Locations are created in the Locations list under Core HR > Settings. Do the following to create the locations. 1. Open the Locations form from the Core HR settings. Copyright 2015 Lanteria Page 7 of 92

8 2. Click new item to create a new location. 3. In the Location Name field, type the location name and specify the city for the location. 4. Next, specify the location address, phone and fax. 5. Click Save. Note: The other fields (Vacation Days, Accrual Year Start Date, Spending Year Shift (Months), Max Carried Over Days, Carried Over Expiration Months, Yearly Seniority Extra Days and Max Allowance Days) were used for defining the absence rules in the older versions Copyright 2015 Lanteria Page 8 of 92

9 of Lanteria HR and are here for compliance with these versions. Use the Absence Plans for your absence settings in this version Companies In case of multi-company structure, create the list of companies. You can also use this setting to set up Divisions in your company. 1. Go to Core HR > Settings > Companies. 2. Click new item and specify title for the sub company. 3. Click Save Legal Entities List the legal entities available in your company. Create them in the Legal Entities form (Core HR > Settings) by clicking new item and specifying the title Cost Centers The cost centers are additional dimensions that you can use for accounting the costs spent. After the cost center is attached to the organizational units, you can report on all the funds allocated to the cost center. To create the cost centers, go to the Core HR module, and click Settings > Cost Centers. Add the centers by clicking new item. Copyright 2015 Lanteria Page 9 of 92

10 3.1.6 Unit Types In Lanteria HR you can build the organizational structure using several levels of the hierarchy. For this purpose, you create a separate unit type for each level. You can create small entities (e.g. teams; level 3) that can be united into bigger units (groups; level 2) that in turn can be a part of large divisions (level 1). You can create as many levels as you need. To create the unit types: 1. Go to Core HR > Settings > Organizational Unit Types. 2. Click new item. 3. In the Organizational Unit Type field, specify the name of the unit type. 4. In the Level field, specify the unit level in the company hierarchy. 5. Select the Deny Direct Employees check box in case this unit type is used for grouping purposes only and there are no employees in the org units of this type. If you select this check box, the system will not allow you to assign employees for the organizational units of this type. 6. In the Manager Title field, specify the title of the manager position for this unit type. 7. Click Save to create a new unit type. 3.2 Organizational Units After creating all the top level organizational entities, everything is ready for setting up the company hierarchy. For each organizational unit, you can select the manager and employees. The organizational unit can be created from the three places in the system: The Create Org Unit option of the Quick Start menu available from the Core HR module Copyright 2015 Lanteria Page 10 of 92

11 The Organizational Units form (Core HR > Org Units > Organizational Units) by clicking new item The Organizational Design form (Core HR > Org Units > Organizational Design) by clicking the Add Subordinate Unit icon ( ). Note: The first top level organizational unit must be anyway created in the Organizational Units form. To create an organizational unit, follow these steps: 1. In the Organizational Unit field, type the organizational unit name. 2. Provide the description for the organizational unit in the Description field. 3. Next, select a parent (managing or superior) organizational unit for the current organizational unit. 4. In the Company field, select a company the organizational unit belongs to. 5. Specify country and location the organizational unit is operating in. 6. In the Cost Center field, use the Add button to select the cost centers the organizational unit will be related to. The cost centers are used for reporting on costs allocated to organizational units they are related to. 7. Specify the legal entity the organizational unit belongs to. Copyright 2015 Lanteria Page 11 of 92

12 8. In the Code field, define the organizational unit identification number. 9. In the Manager field, select a manager for the organizational unit. 10. Under Local HRs, use the Add button to select the HR employee(s) responsible for the current organizational unit. Local HRs have access to the Local HR module and can use its basic HR functions for the organizational unit employees. 11. Select the Is Inactive check box to identify whether the organizational unit is inactive. 12. Select the type of the organizational unit using the Organizational Unit Type field. 13. Select Deny Direct Employees if you don t plan to assign employees to this unit. This setting overrides a similar setting on the org unit type. 14. Click Save. 3.3 Organizational Chart The organizational unit hierarchy (defined through the Parent Organizational Unit field) is visible on the organization chart. To open it, in the Core HR module, click Org Units > Organizational Chart and then View. To narrow your search, click Additional Filter and choose parameters. The chart can be edited in Organizational Design. 3.4 Organizational Design Use Organizational Design to build the organization chart, add organizational unit under the existing ones and view/edit detailed organizational unit structure. Click Core HR > Org Units > Organizational Design. In the page that opens, click View. Copyright 2015 Lanteria Page 12 of 92

13 3.4.1 Add New Organizational Unit To start building the chart, you need to have at least one top level organizational unit created, which can be done in the Organizational Unit form (Core HR > Org Units > Organizational Unit). Build the chart by clicking the Add Subordinate Unit icon ( ) for the top level organizational unit and defining the organizational unit parameters like name, manager and so on Edit Organizational Unit Details For the existing organizational units, you can change the settings by clicking the Edit Unit ( ) icon. You can change all the details that are defined during creation of the new organizational unit Manage Job Positions in Organizational Unit To open and manage the job positions available for the organizational unit, click the Structure Report icon ( ). This will open the Structure Report where you can add the job positions. The job roles must be created as a prerequisite for creating the positions. See the section 4 Job Roles and Positions. Copyright 2015 Lanteria Page 13 of 92

14 3.4.4 Manage Positions Chart Click the Positions Chart ( ) icon to open and manage the job position hierarchy (organizational unit s structure). Use the Add Subordinate Position and Edit Position icons to add new positions under existing ones Employees Employees are assigned to organizational unit during the employee creation process (Core HR > Create Employee) or by editing the employee card (Core HR > Employees). In Organizational Design, for each organizational unit you can also see a list of employees. The employees who are the managers will appear above their subordinates. The employee hierarchy is also visible in the Organizational Design. To simplify the chart view by hiding the employees, in the filter section, set Hide Employees to Yes and click View. Note For more details on the employee creation process, refer to section 5 Managing Employee Information Filtering the Chart Use the Additional filter to view the organization chart for organizational unit belonging to specific organizational unit type, country, or location. Select the Include Terminated Employees check box to see the terminated employees in the Organizational Design. In case you select the definite organizational unit, select the Include Sub Departments check box to include the sub organizational units in the structure. Copyright 2015 Lanteria Page 14 of 92

15 By default, the employees with the status Inactive are not visible in the chart. Select the Include Inactive Employees check box to include them. To print the chart, click Print ( ). This will open the chart in the print view. 3.5 Working Groups The use of working groups provides you with a possibility to create a definite group of employees and assign this group to a manager. This can be useful in case you need to create a project team to work with for a small period of time. The working groups can be used for the performance review, for example, when you need to make the assessment of the work of a group of people only but not for the whole company. The manager can see the list of working groups that are assigned to him/her on the My Team Details page (Manager menu > My Team Details > My Team). The manager can see the list of the working group members but he/she has no access to the employees personal information Create New Working Group To create a new working group, follow the steps described below: 1. Go to Core HR > Org Units > Working Groups. 2. Click new item to create a new working group. 3. In the Title field, specify the name of the new working group. 4. Provide the description for the working group in the Description field. 5. Select the group manager in the Manager field. 6. Under the Employees, use the Add button to specify the employees to be assigned to the new group. Copyright 2015 Lanteria Page 15 of 92

16 4 Job Roles and Positions The job roles represent the functions that you have in a company in general. Each job role can have one or many job positions, which are specific vacancies in the organizational units. For example, you have division managers, project managers, software developers and so on. These will be the job roles. The job positions for the software developer role can be.net developer(s) and C# developer(s) in the IT department. 4.1 Job Role Categories The job roles can be united into groups called job role categories. For example, the categories can be Management, Sales, IT and so on. The job roles in the Job Roles form will then be displayed according to the job role categories. The categories are created in the Job Role Categories form (Core HR > Settings). 4.2 Job Roles The job roles are created in the Job Roles form under Core HR > Jobs and Positions. In the form, they are displayed according to the job role categories. Follow these steps to create a job role. Copyright 2015 Lanteria Page 16 of 92

17 1. Open the Job Roles form from the Core HR module, Jobs and Positions, and then click new item. Alternatively, click the Create Job Role option from the Quick Start menu of the Core HR module. 2. Type the name for the job role in the Job Role Name field. 3. In the Code field, type a short identifier for the role. 4. In the Description field, specify the job role description. 5. Select a category the role belongs to. 6. Under Certificates, use the Add button to specify that some certificates are required for the current job role. You can remove the certificates by clicking Remove. 7. Define the promotion path for the role, that is, specify the roles to which the current role can be promoted. For example, a QA person can be promoted to Team Leader or project Manager. Use the Add button under Promotion Path to define this. 8. Define also the rotation path for the role, that is, to which roles a person performing the current role can be rotated. For example, a QA person can be rotated to Software Developer role. Use the Add button under Rotation Path to define this. 9. If the current job role is critical for the company and it s important to plan the possible substitutions in case the person leaves, select the Succession Required check box. Copyright 2015 Lanteria Page 17 of 92

18 10. If grades are used for compensation calculation, specify the grade. Note: For more details on grades, refer to the Compensation and Benefits manual. 4.3 Job Positions Job positions are specific positions that are required for each company organizational unit. They are created in the Structure Report form (Core HR > Reports > Structure Report). This form is used for both reporting on the job positions in different organizational units and creating the job positions. To report on a specific company, country, location or organizational unit, use the filter under the report heading and click View. The report shows the positions per organizational unit belonging to the selected entity (country, etc.). For each position, it provides the planned number of FTE in the current organizational unit and the actual FTE number. The Vacant/Exceed field shows if there are any vacancies (in green) or vice versa, the number of employees exceeds the planned number of FTE (in red). To edit a position and see/specify the salary for it, click a position code in the Structure Report. To add a new position, do the following: 1. In the Core HR module, click Reports > Structure Report. 2. Next, click Add new position. Copyright 2015 Lanteria Page 18 of 92

19 3. The position title is built automatically based on the position job role, organizational unit and code (for example, Sales Person-Sales (SD-SP)). Leave the field blank. 4. Select a superior (managing) position for the current position. 5. In the Code field, type a short identifier for the position. Note that it should be descriptive enough as in some forms it appears without title. 6. Next, select a organizational unit the position belongs to. 7. In the Job Role field, select the job role that corresponds to the current position. 8. Use the Planned FTE field to specify number of FTE planned to occupy this position. You can choose to maintain a detailed structure (create positions for each employee) or specify that several employees occupy a position. This will mostly be defined by how detailed salary planning you want to use. 9. In the Currency field, select a currency the salary will be budgeted in. Note: The currencies are set up under Compensation > Settings > Currency Table. 10. In the Annual Base Salary (12 months) field, specify the base (without bonuses and additional payments) salary for the FTE = 1. Note that it s salary for one employee, not a total for all the employees occupying this position. 11. The budgeted amount for annual bonuses can be specified in the Annual Position Bonus field for FTE = 1. Note that this bonus is not performance related bonus. 12. Use the Budgeted Total Annual Fixed Cash field to budget the total annual salary (base salary, bonuses, additional payments) for the position, FTE = 1. Copyright 2015 Lanteria Page 19 of 92

20 13. Select the Is Active check box to specify that the position is currently active. Clear it if you created the position for future use, for example. 14. In the Budgeted FTE field, specify the number of employees you are planning to hire on this position. You can also create job positions from the Job Positions list (Core HR > Jobs and Positions > Job Positions) and by using the Create Job Position option of the Quick Start menu of the Core HR module. Copyright 2015 Lanteria Page 20 of 92

21 5 Managing Employee Information Lanteria HR allows recording, storing and managing employee information in the employee database. For each employee in a company, you create an employee card that includes personal details, documents, employment history, salary and compensation information, performance, learning and other information. Before creating the employees, define the basic settings employment types, employee statuses, employee card sections and so on. 5.1 Employment Types The company can use different employment types part-time or full time, permanent or temporary. Define the employment types in the Core HR module, under Settings > Employment Types. 5.2 Work Patterns The work patterns are used to define the schedule of the employee work. This feature is used for the employee absence allowance generation and calculation. To create a work pattern: 1. Go to Core HR > Settings > Work Patterns. 2. Click new item. 3. In the form that opens, specify the title of the new work pattern. Copyright 2015 Lanteria Page 21 of 92

22 4. In the Work Hours per Day field, specify the number of working hours. 5. In the Monday (Full Day) field, specify the number of working hours per Monday that is standard for your company. 6. Do the same for the Tuesday-Sunday (Full Day) fields. 7. In the Monday (Employee Day) field, specify the actual number of hours the employee works on Monday. 8. Do the same for the Tuesday-Sunday (Employee Day) fields. 9. Click Save. For example, the standard working day in the company is 8 hours. The employees work 8 hours per day except for the week-ends. The work pattern for this case will be as follows: Monday (Full Day) 8 Tuesday (Full Day) 8 Wednesday (Full Day) 8 Thursday (Full Day) 8 Friday (Full Day) 8 Copyright 2015 Lanteria Page 22 of 92

23 Saturday (Full Day) 0 Sunday (Full Day) 0 Monday (Employee Day) 8 Tuesday (Employee Day) 8 Wednesday (Employee Day) 8 Thursday (Employee Day) 8 Friday (Employee Day) 8 Saturday (Employee Day) 0 Sunday (Employee Day) 0 In case the employee works on the part-time basis, the work pattern for this case can be as follows: Monday (Full Day) 8 Tuesday (Full Day) 8 Wednesday (Full Day) 8 Thursday (Full Day) 8 Friday (Full Day) 8 Saturday (Full Day) 0 Sunday (Full Day) 0 Monday (Employee Day) 4 Tuesday (Employee Day) 4 Wednesday (Employee Day) 4 Thursday (Employee Day) 4 Friday (Employee Day) 4 Saturday (Employee Day) 0 Sunday (Employee Day) 0 Assign the work patterns on the Employee card for every employee. On the basis of the work pattern settings, the absence allowances will be generated. 5.3 Employee Statuses The predefined employee statuses can be checked from the Employee Statuses list available under Core HR > Settings. Copyright 2015 Lanteria Page 23 of 92

24 Edit the status names as needed by selecting a status and clicking Edit Item. Make sure that only the following status codes are used: ACT active employee. INACT inactive employee. This can be used for employees on a long-term maternity or study leave. Employee will be excluded from the reports and counts. PENDTERM pending termination. TERM terminated. 5.4 Employee Database The employee database stores personal data of all the employees. It is a place where you create the employees and update their details. Click Core HR > Employees. To see a full list of employees, click one of the available options: Employee Chart the tree view of the employee hierarchy View Alphabetical - the list of all employees sorted in the alphabetical order View Terminated - the list of all terminated employees Other Views: View by OrgUnits the employee list grouped by organizational units View by Job Role the employee list grouped by job roles View By Type - the employee list grouped by employment type Organizational Tree the tree view of the organizational units. Click the unit name to see the employees belonging to it. Copyright 2015 Lanteria Page 24 of 92

25 To open the personal employee details (personal card), click the employee name in any view. 5.5 Employee Search To find a specific employee, you can use either a simple search on the top of the screen: (type a keyword in the search field and click Enter) or the Advanced Search located under Core HR > Employees. Copyright 2015 Lanteria Page 25 of 92

26 Specify search criteria like division, country, location and department. In the Keyword field, type a keyword by which the employee will be looked for. The keyword will be looked for in the employee name, account or mail. Click View to see the search results. 5.6 Employee Card The employee card is a central storage of all the employee information. It can be accessed by clicking the employee name link in the Employee Database or any other place in the system. Copyright 2015 Lanteria Page 26 of 92

27 By default, it contains the sections for employment details, contact details personal data, diversity & equality information, performance & succession and education. However, these sections can be customized by the users with the help of the Employee Card Designer. The exception is the Salary Details section that is filled in automatically and whose fields are predefined. The employee card ribbon provides a number of menu items for the following actions: View tab: Standard SharePoint item options General tab: Edit employee information Assign the employee to another job position Terminate the employee View and upload employee documents View information on absences View HR Processes opened for the employee Access the employment history, including the current, future and historical position assignments Check the information on changes made to the employee card Open the job description of the employee Enhanced Details tab: View Personal File Notes View employee job contracts Manage the list of the employee dependants Manage the list of disciplinary actions Manage the list of company assets See list of Skills Register grievances for this employee Compensation tab: View Salary History View benefits assigned to the employee Performance tab: View employee s KPIs View employee s competencies View employee s performance reviews, including reviews for previous periods and performance trend chart View employee s career goals Learning tab: View employee s education details View employee s certificates uploaded and generated by the system Manage development plan and learning Check the job compliance of the employee Copyright 2015 Lanteria Page 27 of 92

28 Applications tab: View employee s application history, make employee an applicant for one of the current vacancies Using Employee Card Designer In Lanteria HR, it is possible to define and manage the employee card sections and fields manually using the Employee Card Designer. To manage the sections and fields of the employee cards, do the following: 1. In the Core HR module, click Settings. 2. Click Employee Card Designer. 3. In the page that opens, you can see the list of the predefined employee card sections and fields and change them. In the Employee Card Designer page, you can create new sections, as well as edit and delete the existing ones. Also, you can work with the employee card section fields and set up the employee card permissions at the section level Add New Section To add a new section to the employee card, follow the steps described below: 1. Click Add New Section in the upper part of the page. 2. In the Title field, type a name of the new section. 3. Use the Section Order field to define in which order the sections will appear in the card. 4. Under View Roles, select who will be able to see the current section. 5. Under Edit Roles, select the roles that will have the permissions to edit the current section. Copyright 2015 Lanteria Page 28 of 92

29 6. You can make the section for all the company employees by selecting the Is Public check box. 7. Click Save to save the changes Edit Employee Card Section To edit the employee card section: 1. Click the name of the section you are going to edit. 2. To change the card section name, type a new name in the Title field. 3. Use the Section Order field to define in which order the sections will appear in the card. 4. Under View Roles, select who will be able to see the current section. 5. Under Edit Roles, select the roles that will have the permissions to edit the fields of the current section. 6. Click Save to save the changes Delete Employee Card Section To delete the employee card section: 1. Select the section you are going to delete. Copyright 2015 Lanteria Page 29 of 92

30 2. Click Remove for this section. 3. In the open dialog window, click yes. The employee card section will be removed Add Section Fields To add a field to the employee card section, follow the steps described below: 1. Select the section you are going to add a field to. 2. Click Add Field for this section. 3. In the open window, select the name of the field you are going to add in the Field Name field. In this field, the predefined values from the Employees list are used. Note: To create a new field and add it to the employee card, please contact your implementation team (you can add a new column to the Employees list, but it will not be available for choosing in the card designer without additional setup. 4. Select the New check box if you need the field to display this field when creating a new employee. 5. Select the Display check box to display this field when viewing the employee card. 6. Select the Edit check box to display this field when editing an employee card. 7. Click OK to add the field to the employee card section. To edit the field, click Edit for the corresponding field. To delete the field, click Remove for the corresponding field. Please note that the deleted fields will be available in the Field Name field Change the Field Order To change the order in which the fields display within the section, follow these steps: 1. Select the section you plan to change the field order for. 2. Click Change Fields Order for this section. 3. In the page that opens, use the Order column to define how the fields should appear on the employee card. 4. Click OK to save the changes. Copyright 2015 Lanteria Page 30 of 92

31 5.7 Hire Employee When a new employee is hired by the company, you can either create it directly in the employee database or use the Recruiting and Core HR modules. To create a new employee from the employee database, follow these steps: 1. Click Create Employee from the Quick Start menu of the Core HR section or click new item from Core HR > Employees. 2. A new employee card will be created. Copyright 2015 Lanteria Page 31 of 92

32 3. Fill in the card fields. Note that the fields marked with the red asterisk are mandatory. 4. Select the employee status. 5. Enter the employee account, which is mandatory if the employee is to log in to the system and use the Employee role menu. 6. Next, select the organizational unit the employee will be assigned to and employee job role. 7. In the Manager field, select a manager for the new employee. 8. Specify the additional managers in case of necessity. The additional managers have an access to the subordinate employee information. 9. Next, specify the employment date and the type of employment (whether the employee is working full-time or part-time etc.). 10. Specify the cost centers to track the costs on this employee. 11. Select the work pattern to identify the employee working schedule. 12. Specify the employee location and country in case these parameters are different from the employee organizational unit. 13. Select the On Probation check box to enable the employee for the probation reviews. Specify the probation review start date. The probation review end date will be calculated automatically basing on the probation review stages. 14. Select the absence plan that is applicable to the employee (Absence Plans is the part of the Absence Management module functionality). 15. Next, specify the employee contact details (phones, Skype and ). 16. Specify contact details of the people who can be contacted in the case of emergency. 17. Specify the employee address details. Copyright 2015 Lanteria Page 32 of 92

33 18. Next, enter the employee personal details like date and place of birth, marital status and so on. 19. Under Equality and Diversity, specify the gender, ethic group and disability details of the employee. This data will be used for reporting on the company level. 20. Under Performance and Succession, define the performance related settings. Select the Eligible for Performance Review check box if the employee is to be included into the performance reviews (when a new review round is created, review form will be created for the employee and assigned to the employee). 21. Select the Inherit Company Goals and Inherit Department Goals check boxes if you want the employee to see the company and department goals in his or her goals. 22. Specify also a level for the risk of leaving, promotion potential and relocation readiness. 23. Under Education, specify which education the employee has. 24. Click Save. A new form where you are to assign the employee to a job position will open. 25. The Assignment Type is set to Main Position. Leave it as it is. You will be able to create the additional positions, if relevant, after you define the main one. 26. Some fields will be populated with the information you entered into the employee card at the previous step. Check the department and select a position in the department the employee will occupy. Note that Job Position should be created in the Job Positions list before you select it in the new employee card. 27. Check the manager and the employment type. 28. Next, specify the full time equivalent that indicates whether the employee is working full time or for some of the day. For a full-time working employee, the equivalent will be 1. Decrease it as necessary to indicate if FTE less than Use the Assigned From field to specify from which date the employee will be occupying the current position. 30. If this assignment is temporary, specify till which date the employee will be occupying the position in the Assigned Till field. Note that at the end of assignment the system will make it inactive automatically. 31. Select the change reason. For the new employee, it will be new hire. 32. In the Comments field, type any comments to the current assignment. Copyright 2015 Lanteria Page 33 of 92

34 33. Select Enable changing Salary Details to add salary information for a new hire. 34. Under Salary Adjustment Factors, use the Add button to specify if any adjustment factors will apply when calculating the employee salary. For example, due to working under the bad working conditions or other factors, the employee can be entitled to additional payments. Note that before you can use this feature you need to make necessary settings in the Compensation Management module. 35. In the Currency field, select a currency in which the salary will be paid. 36. In the Pay Frequency field, select the frequency of how you calculate the salaries. In the following Base Salary Rate field, specify the salary amount to be paid for the period selected as the pay frequency. Base salary is employee salary without bonus and other additional payments. You can check the recommended base salary at the top of the New Salary Details section. 37. Use the Annual Personal Allowance field to indicate the amount of additional payments that can be paid to the employee per year. 38. Select the salary change reason. 39. In the Notes field, type any comments to the current assignment. 40. Select the effective date (the date a new salary will be assigned to the employee). 41. Specify the variable annual salary that is a sum that can be added to the salary as a bonus. 42. Click OK to save the assignment. The new employee is created and assigned to a position. The system will automatically: Copy the competencies and KPIs from employee job profile to the employee card Create an employment history record Create a salary history record 5.8 Change Employee Position In Lanteria HR, you can assign an employee to several positions. One of them must be main and the others additional. In the employee card, you can check the employee current assignments. Copyright 2015 Lanteria Page 34 of 92

35 To change the employee position or assign an employee to an additional position, follow these steps: 1. Search for the employee for whom you need to change the position. 2. Click the employee name to open the employee card. Copyright 2015 Lanteria Page 35 of 92

36 3. On the ribbon, click Assign to Job Position. 4. The page that opens has two sections: Current Assignments view and close the job position(s) the employee is currently assigned to New job assignment assign the employee to a new position 5. To change the employee position to a new one, in the Current Assignments section, select the Close Assignment check box next to the position being changed. Next, fill in the new job Copyright 2015 Lanteria Page 36 of 92

37 assignment details. Note that if you close the main position, a new position assignment type must be also Main. 6. To add another position for the employee, make sure that the Close Assignments check box id cleared and then enter the new position assignment details. Select Additional Position in the Assignment Type field. 7. In the Change Reason field, specify the reason of changing the position. 8. Click OK to finalize the assignment. The system will automatically: Copy the competencies and KPIs from new employee job profile to the employee card Create an employment history record Create a salary history record 5.9 Terminate Employee The termination process should be initiated from the employee card. To initiate termination, do the following: 1. Search for the employee for whom you need to change the position. 2. Click the employee name to open the employee card. 3. On the ribbon, click Terminate. 4. The termination form will appear. Copyright 2015 Lanteria Page 37 of 92

38 5. In the Title field, specify a descriptive name for the termination activity. 6. In the Termination Date field, enter the date starting from which the employee will be terminated. 7. Specify the last day in the office in case this date differs from the termination date. 8. Specify the termination reason. Termination reasons are set up in Core HR by clicking Settings > Termination Reasons. Create new reasons by clicking Add new item. 9. Use the Initiator field to specify whether the termination initiator is the employee or the company. 10. Select the Eligible for Rehire check box in case you are planning to rehire this employee in the future. 11. Type any comments in the Comments field. 12. Select the employee status (active, pending termination, or temporally inactive) 13. Click Save. Note: If the termination date is set to today s date, an employee will be terminated after you click Save. Otherwise, an employee will not be terminated immediately. Lanteria HR runs a daily job to terminate employees based on termination dates specified. It means that you can set any future termination date. Copyright 2015 Lanteria Page 38 of 92

39 6 Probation Review The Lanteria HR system allows tracking the employees probation periods. To enable this feature, first you need to set up the probation review stages. 6.1 Set up Probation Review Stages To create probation review stages: 1. Go to Core HR > Settings > Probation Review Stages. 2. Click new item. 3. Specify the title of the probation review stage. 4. Specify the order of this review stage in relation to other stages. 5. Select the number of months to calculate the probation review meeting date. This number will be added to the probation review start date or to the previous probation stage meeting date. Copyright 2015 Lanteria Page 39 of 92

40 6. In the Notice Period field, specify the quantity of days before the performance review the system should send the reminder. 7. In the Country field, select the country the probation review stage will be applicable for. You can select the definite country or use None in case this stage is default for all countries. 8. Also, you have a possibility to run a performance review after the probation period completion. The performance review form will be generated automatically as soon as the probation review will be passed. The generated performance review form will be available under Performance > Performance Reviews. To use this feature, in the Performance Review Type field, specify the type of performance review. The selected type will be used for review filtering. 9. In the Performance Review Template field, select the template that will be used for the performance review generation. 10. In the Performance Review Workflow field, select the workflow for the performance review round. For more information on the Performance reviews, please refer to the Performance Reviews User Guide. 6.2 Manage Probation Reviews The list of all open probation reviews can be found on the Probation Reviews page (Core HR > Processes > Probation Reviews). In the Open Probation Reviews page, you can see the list of all open probation reviews. The overdue probation reviews are marked with red. To view the historical probation reviews, click Closed. To see the probation review meetings in a calendar view, click View All Probation Reviews. Click View and then Edit Item to start working with a probation review form: Copyright 2015 Lanteria Page 40 of 92

41 1. In the Title field, you can see the title of the probation review stage. Typically, the title is generated automatically basing on the name of the employee on probation and current review stage title. 2. In the Employee field, the name of the employee the performance review stage is assigned to is displayed. 3. In the Stage field, you can see the title of the current probation review stage. 4. In the Meeting Date field, you can see the date the probation review stage should be completed. 5. In the Status field, specify the status of this probation review stage. 6. In case the probation period is extended, specify the appropriate date the Extension Date field. 7. In the General Assessment field, type the results of the probation period stage review. 8. In the Future Objectives field, type the points that are to be improved in the future. 9. Specify the employee s development needs. 10. Use the Manager Notes to specify the comments on the probation period stage results. The employee comments can be typed into the Employee Notes field. 11. Click Save. Copyright 2015 Lanteria Page 41 of 92

42 7 OnBoarding and OffBoarding The OnBoarding and OffBoarding functionality helps you manage the starters (employees coming to the company) and leavers (employees leaving the company). This section describes how to use OnBoarding and OffBoarding. Setting up the process templates for starters and leavers, which is a prerequisite for using the OnBoarding and OffBoarding functionality, is described in section 7 HR Processes. 7.1 Manage OffBoarding (Leavers) 1. In the Core HR section, click Processes > OffBoarding. 2. The system will list all the upcoming terminations (employees who are going to leave company). By clicking the appropriate link, you can get the information on: OffBoarding process steps; Company assets that were assigned to the employee. You can track whether the assets were returned to the company; Copyright 2015 Lanteria Page 42 of 92

43 Quantity of the unused absences. Please note that they will be recalculated as of the termination date. For example, the employees in the company are entitled to 24 vacation days per year, and this allowance is granted in the beginning of the year (January 1). The employee is being terminated as of July 1. In this case, the employee vacation allowance will be set to 12 days. The summary of the offboarding details for the employee being terminated 7.2 Manage OnBoarding (Starters) 1. In the Core HR section, click Processes > OnBoarding. 2. System will list all the external starters, that is, applicants who would join the company, and internal employees who have been through the application process and are to be moved to another position. The starters appear in the OnBoarding form after a starter is created from the Recruiting module. 3. From this form, you can work with the starters. Click Create Employee to create a new employee from starter or Assign to Position to assign an internal candidate to a new position. Copyright 2015 Lanteria Page 43 of 92

44 4. Also, using this page, you can work with the list of applicants that applied for some vacancy in the company. The information on how to work with the applicants can be found in the Recruiting user guide. Copyright 2015 Lanteria Page 44 of 92

45 8 HR Processes Lanteria HR provides a tool for setting up and maintaining the HR processes. First of all, create the HR process templates that define the typical processes and action items they require. Next, the specific processes with due dates etc. can be created either automatically or manually from the templates. 8.1 Process Templates To create the HR process templates, follow these steps: 1. Under Core HR, click Settings and then Process Templates. Alternatively, go to Core HR > Processes > HR Processes and click Process Templates on the ribbon. 2. To add a new template, click Add Process Template. 3. Specify the template title and description. 4. Use the Autostart field to specify whether the process should be automatically started after some action (when a new employee or starter is created or when an employee is terminated). Copyright 2015 Lanteria Page 45 of 92

46 If the process template is set up to start automatically, an HR process will be created with all the action items assigned to the template. Please note that to be able to use the OnBoadring functionality, there must be a template with Autostart set to New Starter. Similarly, for the OffBoarding, there must be a template with Autostart set to Termination. In case the Autostart field is set to None, you will need to start the process manually by clicking Core HR > Processes > HR Processes > Start Process. 5. Specify the process type. There are two options you can choose from: Checklist the action items can be performed simultaneously and will be generated all at once Workflow the action items will be generated and performed one by one 6. Click Save. 7. A new dialog where the action items can be added to the template will open. 8. Click Add Action. Copyright 2015 Lanteria Page 46 of 92

47 9. In the Title field, type the action name. Use the Description field to provide a detailed description. 10. The Process Template field indicates which template the action will be assigned to. 11. Use the Item Order field to specify the order of this action in relation to other actions in the process. Note: If your process has a combination of process types, i.e. some actions should be assigned based on the Workflow process type and other as a Checklist, you may assign the same item order to several action steps. Such steps will be assigned to responsible role / persons at the same time. 12. Select the type of the process action: Task the task will be created for the responsible person Notification a notification will be sent to the person specified in the Notification Recipient field that displays after selecting this action type. Copyright 2015 Lanteria Page 47 of 92

48 Fill Form to complete this step, a responsible person should fill in the appropriate form. This form (SharePoint list) must be previously created in the system under All Site Content and then the internal list name must be specified in the Form List Name field of the current process action creation form. Upload document - to complete this step, a document is to be uploaded to the system. Select a document library where the uploaded documents will be stored in the DocLibrary field that displays. 13. In the Responsible Role field, select who is responsible for the current activity. The following options are available: Employee employee for whom the process has been started. For example, in case of the termination process, employee being terminated. Manager line manager of the employee or starter for whom the process has been initiated. Custom - specific employee. After you select Custom in the Responsible field, select a person who will be responsible for the step in the Custom Responsible field. Starter starter for whom the process has been initiated. This option will be used for the pre-employment (onboarding) processes. Local HR local HR of the employee or starter for whom the process has been initiated. Job Role a role that you select in the Job Role field will be responsible for the step. For example, IT specialist. Please note that the system will identify all the employees with the selected role and they will all have the current task assigned. Working Group working group that you can choose in the Working Group field that will display. When the process is launched, the process steps will be assigned to the responsible person. The list of the assigned tasks is available on the employee s My Actions page. 14. Click Save. Copyright 2015 Lanteria Page 48 of 92

49 15. Add as many activities as necessary for the process. 8.2 Work with HR Processes The HR processes are template based processes that require actions of the HR person. You work with the HR processes in the HR Processes form located in the Core HR section, Processes > HR Processes. Each process has a start date and completion date and can be marked as completed when finished. Copyright 2015 Lanteria Page 49 of 92

50 8.2.1 Create the Process The processes are created automatically from the templates if the templates are set up for automatic startup. You can also create the processes manually from the HR Processes page. Follow these steps to create a new HR process: 1. Under Core HR > Processes > HR Processes, click Start Process. 2. In the Title field, type a name for the process. 3. Specify the start date and completion date for the process. 4. Next, select a process template that will define the process actions. 5. You can start a process for an employee or a starter. Click Employee or Starter in the Creating for field, correspondingly. 6. The Employee or Starter field will display where you can select the person the process is being started for. 7. Click Save. The process will be created with the process actions defined for the template it is based on. You can add and remove actions by clicking the process title in the HR Processes form. Copyright 2015 Lanteria Page 50 of 92

51 8.2.2 Complete the Process Actions After the process is created, the process actions are assigned to the employees and/or managers according to the process setup. All such assigned action items are available from the Employee role, under My Details > My Actions. Follow these steps to complete the process action: 1. In the Employee role, under My Details, click My Actions. 2. Select an action that you completed and click Complete. Alternatively, the process actions can be completed from the Core HR section under Processes > HR Processes: 1. Under Core HR, click Processes > HR Processes. 2. In the Process Actions column, click the title of the process for which the actions are completed. Copyright 2015 Lanteria Page 51 of 92

52 3. Click Complete for the action to be completed. You can also restart an action that has been marked as completed from this page. After all the action items are completed, the process will be marked as completed automatically Stop the Process The process can be stopped at any point. All the pending action items will be cancelled in this case. The stopped process can be restarted. Copyright 2015 Lanteria Page 52 of 92

53 To stop the process, follow these steps: 1. Go to Core HR > Processes > HR Processes and click the process name in the Process Actions column. 2. Click Stop Process. Confirm the action in the dialog that displays. To restart the stopped process, click Restart Process in the Process Actions form. Copyright 2015 Lanteria Page 53 of 92

54 9 Work with Employee and Company Documents In the Core HR section, you can upload and manage various company documents, employee documents and job contracts. For the employee documents, you can see the missing documents (documents that are mandatory, but not available for an employee) and expiring documents. 9.1 Employee Document Types When uploading an employee document, you must specify the document type. Document types are set up under the Core HR Settings. They define which types of documents will be maintained for the employees, for example, contracts, medical insurance and so on. To create the document types, do the following: 1. Go to the Core HR > Settings and click Employee Document Types. 2. To add a new type, click New item. 3. Specify a title for the document. 4. If the document is mandatory for the employees in the specific locations, select them in the Mandatory for Locations field. 5. If the document if mandatory only for specific job roles in the selected locations, select them in the Only for Job Roles field. 6. Click Save to close the form. All the employee documents you upload will belong to one of the types defined. 9.2 Add Employee Documents The employee documents are stored in the Employee Documents library of the Core HR - Documents section. They are displayed by document types. Copyright 2015 Lanteria Page 54 of 92

55 The documents are also available from the employee card through the Documents button on the ribbon. You can upload or generate the employee documents Upload Employee Document To upload a document, follow these steps: 1. In the Core HR section, under Documents, click Employee Documents. 2. Click New Document to start uploading. 3. In the form that opens, specify a path to the document you want to upload. 4. Click OK. Next, fill in the document properties. Copyright 2015 Lanteria Page 55 of 92

56 5. If you are using several content types for the employee documents, select the desired one in the Content Type field. 6. Select an employee for whom the document is being uploaded. 7. Specify the document title and select type (you can select one of the types available under Core HR > Settings > Employee Document Types). 8. If the document has an expiration date, specify it in the Expiration Date field. This data will be used to track the expiring documents. 9. Finally, specify who has access to the document in spite of the HR person. Select Employee Access or/and Manager Access to enable access for employee or manager, correspondingly. 10. Click Save to upload the document. It will be available from the Employee Documents form and from the employee card. On the ribbon of the employee card, click Documents. Copyright 2015 Lanteria Page 56 of 92

57 11. A form with the documents available for the employee will open Generate Employee Document Employee documents can be also generated from Lanteria HR. Use this option for the newly created documents whose templates are stored in the system. Please note that before using the generate Copyright 2015 Lanteria Page 57 of 92

58 document option, content types with the document templates should be set up for the Employee Documents library available under Core HR > Documents or Site content. To generate an employee document, follow these steps: 1. Open the employee card and click the Documents button from the ribbon. 2. Next to the Generate button, select a template among the available content types. 3. Click Generate to generate a document based on the selected template. 4. The document will be added to the list of the employee documents. To edit the document properties, click View in the Properties column and then Edit Item. To edit the document itself, click its name to open it. 9.4 Job Contracts Job contracts are available from the Job Contracts form (Core HR > Documents) and from the employee card (click Job Contracts on the ribbon). When you need to create a contract for an employee, you can either create it in the Word format and upload to the Job Contracts form or generate a contract from the employee card based on predefined template previously defined in SharePoint Generate Contract The job contract for the employee can be generated from the employee card. The document layout will be defined by the selected template (SharePoint content type). The document properties available for the document will also depend on the content type and will be filled in from the employee card data. Copyright 2015 Lanteria Page 58 of 92

59 The content types can be managed in the SharePoint document library. The content types for job contracts are stored in the Job Contracts library available under Core HR > Documents. For each content type, you define the properties the user is to fill in when generating a contract in Lanteria HR. Also, you attach a Word document that will be used as a template. SharePoint is highly integrated with Microsoft Word. All the properties you define for the content type in SharePoint will be available as the Word document properties for the Word template behind the content type and generated job contract Word documents. When creating the template, you can insert these properties as automatic fields and the field values will be filled in automatically based on the employee card data or data entered by the user in Lanteria HR. Do the following to generate a contact: 1. Open the personal card of the employee for whom a contract is to be generated. 2. On the ribbon, click Enhanced Details > Job Contracts. 3. In the window that opens, select a content type the contract is to base on. 4. Click Generate to generate a contract. Copyright 2015 Lanteria Page 59 of 92

60 5. The contract properties will be filled in based on the content type and employee card information. Click View to check the properties and modify them as necessary. 6. Click Edit Item to modify the contract properties. 7. The generated contract will be also available from the Job Contracts form of the Core HR, Documents. Copyright 2015 Lanteria Page 60 of 92

61 9.4.2 Upload a Ready Contract To upload a contract for the employee, do the following: 1. Go to the Core HR > Documents > Job Contracts. 2. Click New Document. 3. Specify a path to the contract and click OK. A dialog with the document properties will open. Copyright 2015 Lanteria Page 61 of 92

62 4. When uploading the document, you also select the content type. It defines the properties that will be available for the document. 5. Fill in the contract details and click Save. 6. You can also upload a job contract using the employee card Job Contracts by clicking Upload Document. 9.5 Upload Company Documents Use the Core HR module to store all the public company documents like procedures and policies. To upload a document, follow these steps: 1. In the Core HR section, click Documents > Company Documents. 2. Next, click New document. Copyright 2015 Lanteria Page 62 of 92

63 3. Specify the path to the document you plan to upload and click OK. 4. The window with the document properties will open. 5. Type the title as it will appear in Lanteria HR and select the document type. 6. Click Save. The document will appear under the document type you selected. To edit the document properties, click the Edit ( ) icon. To edit the document itself, select the check box next to its name and use the standard SharePoint editing tools available from the ribbon. Copyright 2015 Lanteria Page 63 of 92

64 9.6 Track Missing Documents For each employee document type, you set up whether it is mandatory (use the Mandatory for Locations field under Core HR > Settings > Employee Document Types). If an employee doesn t have a valid (not expired) document of such type, it will be listed in the Missing Documents form. Click Core HR > Documents > Missing Documents to see the documents that are missing for all the employees. Click View to see the details for the current employee documents. You can also get the information about the documents missing for specific employee from the employee card. Open an employee card and click the Documents icon from the ribbon. Copyright 2015 Lanteria Page 64 of 92

65 To upload a document, click Upload Document. 9.7 Track Expiring Documents The documents that have the expiration date can be tracked through the Expiring Documents list available under Core HR > Documents. All the employee documents, job contracts and certificates (Learning > Certificates) for which the expiration date is close can be viewed in the list. The administrator sets up in how many days before the expiration date the documents will appear in the Expiring Documents list. Copyright 2015 Lanteria Page 65 of 92

66 10 HR HelpDesk HR HelpDesk in Lanteria HR facilitates communication of HR and employees. Any request to the HR team can be created, described and prioritized by an employee from the Employee role menu. HR assigns the responsible HR person who processes the request. The employees can track the status and view the feedback for their requests. To work with the HR HelpDesk, the HR team clicks HR HelpDesk from the HR Dashboard and employees from the My Details menu Set up HelpDesk Categories The only setup required to start using the HR HelpDesk is creating the categories that will be assigned to the requests being created. To set up the categories, follow these steps: 1. Under Core HR > Settings, click HR HelpDesk Categories. 2. Click new item to add a new category. 3. Specify the category title that will be visible to the users. 4. In the Responsible field, select an employee who will be responsible for the requests of this category. Copyright 2015 Lanteria Page 66 of 92

67 Note: The selected employee will be assigned as responsible when the request is created, but can be changed at a later point Create a HelpDesk Request To create the HR HelpDesk request, follow the steps below: 1. In the Employee role menu, click My Details > HR HelpDesk. 2. Click Create Request. 3. Specify the request title. Copyright 2015 Lanteria Page 67 of 92

68 4. In the Priority field, select a priority you would like to assign to your request Low, Normal or High. 5. Enter a due date by which you would like the request to be completed. 6. Select a category the request belongs to. 7. Save the request. You will get s on the updates to your request. It will be available under My Requests Process a HelpDesk Request When a new request is created, it is either assigned to the responsible HR person immediately (if the responsible person for the category the request belongs to is defined) or becomes available to all HR with the status New. In this case, follow these steps to assign a responsible: 1. From HR Dashboard, click HR HelpDesk. 2. Click the title of the request with the status New. 3. Select an employee in the Assign to field and click Assign to. The responsible assigned gets an notification about the request. The request can be processed from the HR Dashboard or from the Employee role menu. Copyright 2015 Lanteria Page 68 of 92

69 1. In the Employee menu, click My Details > HR HelpDesk and check the requests under Require My Action. Alternatively, in the HR role Dashboard, click HR HelpDesk and select the Require My Action Only check box. 2. Select a request that requires your action and click its title. 3. When working on the request, you can type the comments in the comment box and click Comment on this Case. 4. Use the Change Status box to change the status, reassign the request to another employee or close the ticket. 5. Under Attachments, click Add to attach a document to the request HR HelpDesk Statistics Analyze the requests using the diagrams in the bottom part of the HR HelpDesk available from the HR Dashboard. View the dynamics of the requests created and closed by month. Analyze how the requests are split by categories. View the results for all the requests, open only or closed only. Copyright 2015 Lanteria Page 69 of 92

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71 11 Approval Workflows In Lanteria HR, the users can set up the custom approval workflows for various processes that are managed through the system. For example, in Lanteria HR, by default the absences are approved by the employee manager. If the company policy assumes another approval process (for example, Department Manager and then HR), it can be set up through the approval workflows. You can also set up approvals for the processes that, by default, do not require approval in Lanteria HR. For example, creation of a new position or termination. Approval can be done in several steps, different roles (Manager, HR, Department Manager etc) or specific persons being responsible for each step. You can obtain approval or just collect feedback. The approval requests can be viewed, initiated and processed by the employees through the Employee role menu, My Details > My Approval Requests. HR can view the approval requests from the Core HR section, under Approval Requests Set up Approval Process Approval process can be set up for any SharePoint list in Lanteria HR. The approval processes can be of the two types: Status approval. In this case, the SharePoint list must have the field Status where the approval workflow results are reflected. For example, absence approval. An employee creates an absence request under My Absences, and this initiates the approval workflow. The Copyright 2015 Lanteria Page 71 of 92

72 absence request status is Pending. After all the workflow steps are completed, the absence request status changes to Approved or Rejected. Content approval. In this case, the item is created in the list only if it is approved. For example, employee termination. HR creates an approval request for terminating an employee. This initiates the termination approval workflow. If the termination is approved, an actual termination record is created. Setting up the approval processes of the both types is done in the two steps: 1. Create the approval workflow. 2. Define the approval process setup. Approval workflow is a sequence of steps that are to be performed for the item approval. The workflows are reusable, that is, one workflow can be used for several approval processes. Approval process setup is the number of settings that trigger the workflow. For example, the workflow is: Manager, DIM, HR Step 1. Manager s feedback. Step 2. Department Manager s approval. Step 3. HR approval. Approval process setup: use the Manager, DIM, HR workflow for the status approval of the Vacations list Create Approval Workflow To create the approval workflow, follow these steps: 1. Go to Core HR > Settings > Approval Workflows. 2. Click Approval Workflows. 3. Next, click Add Workflow to create a new workflow. Copyright 2015 Lanteria Page 72 of 92

73 4. Specify the title and description for the workflow and click Save. The Approval Workflow Steps window will display. Use it to add the steps to the workflow. 5. Click Add Workflow Step to create the first step. Copyright 2015 Lanteria Page 73 of 92

74 6. In the Title field, type the title for the current step. 7. Use the step order field, to specify the number of this step in the current workflow. This field will be filled in automatically by the next number in the sequence, but can be changed by the user. 8. The step type defines whether the person responsible for this step is to approve/reject the request or just provide feedback. 9. In the Duration in Days field, specify the number of days within which the responsible person is to provide feedback or approval. The system will calculate the due date and send the reminder to the responsible. 10. Specify who is responsible for the current step in the Approver field. The following options are available: Employee an employee for whom the approval request has been initiated. For example, in case with absence approval, it is an employee requesting the absence. Note: The SharePoint list for which the approval process will be set up must have one of the following fields: Employee, Requested by, Department. Based on this field and the option selected in the Approver field, the responsible approver will be defined. Manager manager of the employee for whom the approval request has been created. Second Level Manager the manager s manager of the employee for whom the approval request has been created. Managers all the managers of the employee, based on the hierarchy. First of all, the approval request is sent to the direct manager, then his or her manager and so on to the Copyright 2015 Lanteria Page 74 of 92

75 last top manager. The approval process can be stopped at any manager level. For example, there can be no need for the CTO and CEO approval. In this case, select the first role in the hierarchy that needn t approve the request in the Top Level Job Roles field. Please note that this field displays only after the Managers option is selected in the Approver field. Department Manager department manager of the department the employee for whom the approval request has been created for belongs to. In case of approving a list item that doesn t have the Employee field, but has the Department field, the manager of this department. For example, in case of a new vacancy approval. Department Managers all the department managers by hierarchy starting from the first manager defined by the Employee field or Department field. The approval process can be limited with the help of the Top Level Job Roles field. Select the role on which the approval process should stop. HR all the employees with the HR role will have the item assigned for approval. Local HR the approvers will be Local HRs that have access to the employee or department information from the list Select by Job Role employee(s) with a specific job role will be responsible for approval. Select the role in the Job Role field that will display after selecting the Job Role option in the Approver field. Select Approver Manually an employee you select in the Select Approver field will be responsible for approval. 11. If there are several responsible approvers, in the Approval Type field, select between the following options: Any Approver as soon as any of the responsible approvers provides feedback for the item, the workflow step will be completed. All Approvers only after all the responsible approvers provide feedback for the item, the workflow step will be completed. 12. The Action Form URL field is an advanced option for developers that is used for customizing the approval form. 13. In the Description field, provide the step description Set up Approval Process After creating the workflows, use them to set up the approval processes. Approval process defines what is to be approved, which workflow is to be used and under which conditions. As it has been already mentioned, there are two types of the approval processes status approval and content approval, each of them requiring different setup steps Set up Status Approval To set up the status approval process, follow these steps: 1. Select or create a SharePoint list items from which will be approved. Make sure that it has the field Status. The approval results will be reflected in this field. 2. Make sure that the selected list also has one of the following fields: RequestedBy, Employee, Employees, Department. This information is used for defining the persons responsible for each workflow step. The workflow field Approver in most cases specifies a role, not a specific person, and defining a responsible person based on this role is impossible without the information from one of the mentioned fields. 3. Next, go to Core HR > Settings > Approval Workflows and click Add New Process. Copyright 2015 Lanteria Page 75 of 92

76 4. In the Title field, specify the name of the approval process. 5. Use the List for Approval field to select a list items from which will be approved. 6. Select a workflow for the process. There is an option to create a workflow from the Approval Process Setting form click the Add Workflow button on the top of the form. 7. In the Workflow Result Type, select Status Approval. 8. The Show on Approval Requests Page check box enables adding a new button to the My Approval Requests page that creates items in the approval list. That is, if we are setting up a Vacation Approval workflow, a Vacation Approval button will be added and after clicking it, a form for creating a new item in the Vacations list will display. Refer to the following image for an example of how the button will look like. Copyright 2015 Lanteria Page 76 of 92

77 9. If you select the Show on Approval Requests Page check box, the ES Roles field will display. Use it to specify which roles (Manager, HR etc) will be able to create records in the approval list. 10. If you plan that the approval requests will be created only with the help of a button in the My Approval Requests page and the workflow is to be initiated only as soon as the item is created using this button, select the Request Approval Manually check box. Please note that if this check box is selected, the initiator will have to launch the workflow manually. This means that the workflow will be created in the status Draft and for it to start with the first step, the initiator goes to My Approval Requests, clicks Approve/Reject for the draft workflow and in the Action field, selects Request Approval. Note: The Request Approval Manually check box can be selected only when creating the approval process. Also, if you select it, the Show on Approval Requests Page check box must be selected as well. 11. With the help of the Advanced settings the developers can change the default forms that will display to the users during the approval process Set up Content Approval As it has been already mentioned, in case of content approval, the actual records in Lanteria HR will be created only after they are approved. Follow these steps to set up the content approval: 1. In case of the content approval, the two SharePoint lists will participate in the approval process. First of all select a list where the records will be created upon approval (target list). 2. Make sure that the selected list also has one of the following fields: RequestedBy, Employee, Employees, Department. 3. Next, create a list that will have the same fields as the target list. It will be used as a temporary list where the approval records will be created and stored until the approval process is finalized. 4. Go to Core HR > Settings > Approval Workflows and add a new process. 5. Specify the process title. 6. In the List for Approval field, select the temporary list that you created. 7. Select the approval workflow to be applied. 8. In the Workflow Result Type field, enter Content Approval. The Target List field will display. Copyright 2015 Lanteria Page 77 of 92

78 9. In the Target List field, select a list where the records will be created upon approval. 10. Select Request Approval Manually if the workflow is to be initiated only with the button in the My Approval Requests page and is to be launched manually. 11. Select the Show on Approval Requests Page check box to display a button that helps you create the approval requests for the current process from the My Approval Requests page. 12. Save the process New Job Description Approval The Lanteria HR out of the box configuration includes a predefined approval process on the job description creation or editing. The users can use the Job Description button available under My Details > My Approval Requests to request approval on creating a new job role or edit the job description of the existing job role. On more details on this process, refer to the Performance Competence User Guide Work with Approval Requests The approval workflows will be initiated under the following conditions: After the item is created using a button in the My Approval Requests page, if the Show on Approval Requests Page check box is selected in the process settings. Copyright 2015 Lanteria Page 78 of 92

79 After the item is created in the list that is selected as the List for Approval in the process settings, if the Request Approval Manually check box is cleared. After the workflow is initiated, a new approval request is sent to HR and becomes available under Core HR > Approval Requests with the status Draft. HR clicks Approve/Reject and selects the status Request Approval. The approval request status is changed to Pending and it is sent to the first approver in the workflow. The responsible approver goes to My Details > My Approval Requests and under Approval Requests Requiring My Action, approves or rejects the request. Copyright 2015 Lanteria Page 79 of 92

80 Approval Process Example Scenario: According to the company policy, the terminations are initiated by the direct managers. Each termination is to be approved by the org unit manager and CTO. After that, a termination record is created and HR processes it. Setup: For this case, the content approval workflow is to be set up. First of all, let s create a Termination Workflow, then a temporary list for approvals and finally, set up the approval process. We ll also see how the termination approval based on the created process is done Create Approval Workflow First of all, create the approval steps that the system will follow for approving the terminations. 1. Go to Core HR > Settings > Approval Workflows and click the Approval Workflows button. 2. Click Add New Workflow. Type the title and description (e.g. Termination Workflow, Approval steps for terminating an employee).save the workflow. 3. Click Add New Step to start adding the workflow steps. Copyright 2015 Lanteria Page 80 of 92

81 4. Specify the title for the step, set Step Order to 1, Step Type to Approval, Duration in Days to e.g. 5, Approver to Department Manager. Add another step. Set Step Order to 2, Step Type to Approval, Duration in Days to e.g. 5, Approver to Select by Job Role, Job Role to CTO Create a Temporary List Create a SharePoint list with the same internal field names as the Terminations list. To be able to track the record approval status, you can add the Status field to the list temporary list and Terminations list Set up Approval Process The next step is defining the approval process settings, that is, the rules that will trigger the workflow for a specific list and define the approval result type. Follow these steps: 1. From the Core HR section, click Settings > Approval Workflows. Copyright 2015 Lanteria Page 81 of 92

82 2. Click Add New Process. 3. In the Title field, specify the process title, for example, Termination Approval. Copyright 2015 Lanteria Page 82 of 92

83 4. In the List for Approval, select a temporary approval list that you created. Initially, the items will be created here and only after approval moved to the Terminations list. 5. In the Workflow field, select the workflow created during step Set Workflow Result Type to Content Approval. 7. In the Target List, select Terminations. 8. For the approval process to be triggered only from the My Approval Requests page, select the Request Approval Manually and Show on Approval Requests Page check boxes. Please note that for HR not to be able to terminate the employees from the Employee card without approval, the access to the Terminate option in the card must be denied. 9. In the ES Roles field, select the roles that will have access to initiating the termination approval. 10. Click Save. Copyright 2015 Lanteria Page 83 of 92

84 Terminate an Employee Follow the steps below to terminate an employee: 1. From the Employee role, click My Details > My Approval Requests. 2. Click Termination Approval (a button that appeared in the My Approval Requests page after the Termination Approval process was set up). A page where you can create a new record in the temporary list displays. Copyright 2015 Lanteria Page 84 of 92

85 3. Specify the termination details. 4. Save the record. This record will be saved to the TerminationsTemp list. 5. After the record is saved, the workflow is launched and the first step is initiated. In our case, it is manager who is to approve first. The manager receives notification that the termination approval is required. The manager can view and approve the request under My Details > My Approval Requests, Approval Requests Requiring My Action. Copyright 2015 Lanteria Page 85 of 92

86 6. Click View Item to check the termination details. 7. Next, click Approve/Reject to provide the comments and approve. 8. In the Comments field, type any comments to approval or rejection. 9. In the Action field, select Approve, Reject or Request Change. For this case, select Approve. 10. Click Save. The approval workflow will move to step 2 CEO approval. The approval will be done in the same way. 11. After both approvers approve the termination, a termination record is created in the Terminations list. Copyright 2015 Lanteria Page 86 of 92

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88 12 Reports To report on employee turnover in the company, organizational changes, termination statistic and other employee data, go to Core HR > Reports Structure Report To report on specific division, country, location or organizational unit, use the filter under the report heading and click View. The report shows the positions per organizational unit belonging to the selected entity (country, etc.). For each position, it provides the planned number of FTE in the current organizational unit and the actual FTE number. The Vacant/Exceed field shows if there are any vacancies (in green) or vice versa, the number of employees exceeds the planned number of FTE (in red) HeadCount Turnover Report The HeadCount Turnover report available under Core HR > Reports shows how the number of FTE changed during the selected period of time. Use the filter to view data for specific division, country, location or department. Select intervals for which you want to see the statistics and click View. Copyright 2015 Lanteria Page 88 of 92

89 You can also use the filter to customize view of the report. In the Rows field, select dimension for which the table will display the number of employees per specified interval. You can select among the following dimensions: Company Country Location Org Unit Job Role Employment Type 12.3 Organizational Changes Report The Organizational Changes report shows all the hires, terminations, promotions and rotations in the company. By using the filter, you can view information per specific division, country, location or department. Use the Start Date and End Date fields to specify a period for which the changes will be displayed and click View. You can also select the Change Reason to make your report more specific. Copyright 2015 Lanteria Page 89 of 92

90 12.4 Structure DashBoard On the Org Structure DashBoard page, you can see the list of graphical reports: Company Companies Locations Employment Types Countries Organizational Units In this report the information on total number of employees (i.e., per every location, country, company, etc.), and FTE is represented. To narrow information presented in the report you can use the filters Termination Statistic Report The Termination Statistic report shows a list of terminated employees along with the termination details for the period you specify using the Start Date and End Date fields. As for the previous reports, you can view information for the whole company or for specific dimensions. Additionally, the report displays diagrams for termination reasons and termination initiators. Copyright 2015 Lanteria Page 90 of 92

91 12.6 Equality and Diversity Report The Equality and Diversity report shows statistics for the company employee genders, nationalities, age and disability. Copyright 2015 Lanteria Page 91 of 92

92 12.7 Employee Birthdays Report The Employee Birthdays report shows employee birthday dates per each month. View information for the whole company or for specific departments etc Seniority Report The Seniority report shows the number of employees working in the company for different periods (6 months) Staff Dates Report The Staff Dates report displays the employees start working date, probation date, leave date, and finish date. Copyright 2015 Lanteria Page 92 of 92