Croner Simplify. Croner Simplify. ~ Training Workbook ~ Version 12

Transcription

1 ~ Training Workbook ~ Version 12

2 Introduction to Simplify is a proactive solution to make managing people easier. With practical information and time saving tools combined with proactive guidance from your dedicated Croner Business Team, you can be confident you are complying with the law and developing best practice while protecting your business and keeping costs down. This practical training session and manual aim to help you get the most out of online, the web based system that helps you manage employee records and processes, track holidays and absence, access useful information and store policy documents. Objectives Execute Employee procedures view individuals leave entitlement, view team holiday calendar, request holiday, request personal detail change, view tasks and documents Execute Manager procedures Authorise leave requests, record absences, initiate and manage Appraisal process Execute standard Administrative procedures authorise employee detail changes, searching for employees, adding a new user Documents View standard policies and guidelines, view personal documents, upload documents and templates, customise mail merge documents View and Edit the Company Organisation Chart Create tasks Access Health and Safety tools Access Croner-i Run, create and save reports Manage leaving process using Leaver Wizard P a g e 2

3 Contents Introduction to Simplify... 2 Objectives... 2 Getting Started... 5 Set Up Wizard Demonstration... 6 User Profile Types Navigation Logging In & Out Useful Navigation Tools Overview of Tabs Day to Day Latest News My Employees To-Do List Documents in Progress Processes in Progress Simply Chat Business Team Quicklinks Tasks Employee Requests Defining Work Periods Attendance Calendar My Simplify My Employees New Starter Wizard Selecting Multiple Users to Update their Records Employee Overview Summary Work Benefits Attendance P a g e 3

4 Record an Absence Deleting Holiday or Absence Entries Performance Management Health & Safety Employee Management Documents Leaver Wizard My Organisation My Organisation Business Rules Processes Reports Documents View Templates Using Mail Merge Templates Upload a Template Guidelines & Policies Accident Reporting Tool Croner-i Health and Safety Support Health and Safety Overview Audit Tool Organisation & Responsibilities Planning & Implementation Monitoring & Review Communications Document Information Health & Safety Document Locations P a g e 4

5 Getting Started The set up wizard is the initial step to be completed before using the system. It is used to set up your business rules for attendance, entitlements, probationary periods, tasks and company structure. The Default Administrator user will initially activate the account and complete the system set up Wizard. In order to get the best from Simplify Online your employee information will need to be loaded into the system. We refer to this as a data load in which we provide the format for you to use. Once you have gathered this information the technical department at Croner will be able to assist you in uploading it into the system. P a g e 5

6 Set Up Wizard Demonstration Please note that the following is for information purposes only and will not feed into the next stage of the training. The set up wizard will have automatically appeared when you initially activated your account. Once the set up wizard has been completed you will only be able to revisit the Business Rules area in the future. 1. Welcome After logging into the following screen will appear Click Next P a g e 6

7 2. System Activation An activation code will have been supplied via . If you are not in receipt of this activation code please contact Input your unique identification reference. This may be your Company ID, or your Payroll Number. This is a mandatory field. Where the person completing this Wizard does not have a unique HR ID, complete using a fictitious reference e.g. ABC1 Select a secure password. This password must be made up of at least 8 characters including a minimum of one upper case letter, lower case letters and at least one number Complete the answer to the selected security question Click Next P a g e 7

8 3. Holiday Settings Input the company s holiday year start and end dates by using the drop down menu. If your holiday year format does not appear as an option, create this by selecting Manage List. Select the applicable bank holidays i.e. England & Wales, Scotland and Northern Ireland. Bank holidays may be customised, if required Select the typical amount of annual leave for your employees using the drop down box Tick the Annual leave includes bank holidays check box below if this is the case Tick the I am using the Time & Attendence system checkbox if you require your employees to clock in and out Click Next P a g e 8

9 4. Organisation Chart This section is important as you will define the locations and departments within your Organisation. To add additional company locations go to the Add a new location field and type in the name of the location you wish to add Click Add Once you have added all of the locations, add all of the departments within those locations. To do this, go to the Add a new department field under the relevant location and type in the name of the department you wish to add Click Add The departments will now be added at that location P a g e 9

10 5. Security & Self Service This section is where you determine if your employees will be using the system on a self service basis. If you choose to allow this, your employees will be able to perform a range of actions and requests. This includes requesting holidays, reading the company handbook and changing their personal details. Chose the relevant options for your company Click Next P a g e 10

11 6. Business Rules Set your business rules here and will alert and automate your chosen settings as appropriate. Allows the default Administrator user to specify the assignee for a task and who reminders will be ed to This option allows the Administrator user to be copied in on reminders All system generated tasks will be switched on by default By choosing the relevant options for your company, the system will generate specific tasks in relation to probationary periods, appraisal and holiday entitlement increment The Task Settings area allows the default administrator user to select which tasks are to be created and who they are to be assigned to. These are known as System generated tasks and are not configurable Where a business rule or task setting has not been selected (using the check box) a warning message will be displayed By selecting Copy me in a copy of the selected task is sent to the default Administrator user in addition to the employee s manager Click Next P a g e 11

12 7. Wizard Complete Click Finish P a g e 12

13 User Profile Types has a number of levels of user profile types available: Administrator Has all available permissions and access rights. The Default Administrator is created at the time of activation, however further administrators can then be added. The Default Administrator has additional privileges only in respect of Tasks. Administrator Manager Is able to see information about themselves and their teams and can perform certain activities such as approving holidays and change requests, amend employee details and notes, add benefits, access new starter/leaver wizards, adjust holiday settings, use absence schemes and have access to the Business Team. Optional permissions which may be assigned to Managers on an individual basis are: o Can request own absences o Croner-i access o Health & Safety access o Virtual Clock o Documents & Templates o Run reports o View others financial details Administrator Manager is only recognised within the software if they have an employee reporting to them on the organisation chart. Senior Managers are able to view details of direct subordinates within their team. Manager Is able to see information about themselves and their teams, can perform certain activities such as approving holidays and change requests. There are four optional permissions which may be assigned to Managers on an individual basis. These are: o Can request own absences o Croner-i access o Health & Safety access o Virtual Clock o Documents & Templates o Run reports o View others financial details A Manager is only recognised within the software if they have an employee reporting to them on the organisation chart. Senior Managers are able to view details of direct subordinates within their team. P a g e 13

14 Administrator Employee Can access information on themselves, company documents and complete activities such as requesting holiday, changes to personal details and any tasks assigned directly to them. Administrator Employee will also have ability to book holidays and log absences on behalf of other employees without having visibility of any other information on employees records. Access is also available for each individual holiday settings. In addition, this user type has additional options in relation to their own employee record. See below Employee user type. Employee Can access information on themselves, company documents and complete activities such as requesting holiday, changes to personal details and any tasks assigned directly to them. In addition there are optional permissions available: o Can request own absences o Croner-i access o Health & Safety access o Virtual Clock An additional permission may be assigned to any other of the previous user profile types. Health & Safety Can access information such as risk assessment templates, Accident Reporting Tool and Policy documentation. P a g e 14

15 In this manual you will see the Company structure illustrated below: David Trainer (Sales Director) Mark Manager (Regional Sales Manager) Paul Joules (Regional Sales Manager) Sharon Davies (Manager of Administration) Abi Absence Siobhan Flesk Kiran Parmar Sam Smith Marcia Pinnock Jane Sampson Lisa Hunter Madhu Kumar Nina Patel Sean O'Doherty Harry Owen Kwame Bolo Jack Wills Curtis Jones Sue Mooney P a g e 15

16 Navigation This section will assist you in navigating around. Logging In & Out 1. Logging In Go to the following website The following screen appears Fill in the relevant details and click Login 2. Logging Out Click Logout at the top right hand corner of the screen P a g e 16

17 Useful Navigation Tools When navigating through several screens, retrace your steps by using the trail Click on Help to access easy to use guides Use Search to locate employees or documents The Quicklinks section identifies shortcuts and other available services P a g e 17

18 Overview of Tabs When logged in as an Administrator user the front screen is as shown below. When logged into as a Manager or Employee user, the view is different. Day to Day Overview of current activities e.g. employee requests, tasks and the To Do list. Contains a live ticker feed from Croner-i of useful business news. A Quicklinks box enables the user to access key areas of the system as well as additional service Information on your Croner Business Team is also available here My Simplify Provides access to the user s personal record. The default administrator has the ability to auto authorise their own holidays and absences. An administrator, manager and employee user will request holidays to be authorised and have absences logged on their behalf My Employees Create new starters, search and view your existing employees records My Organisation View and amend the interactive organisation chart Processes A set of linked steps to help you manage certain work flows Reports A reporting tool to help analyse staff attendance, pay and general employment issues Documents A central area for accessing and uploading important documents Health & Safety [where applicable] Policy, procedure and risk assessment documentation as well as the audit and accident reporting tools Croner-i Links to Croner-i business information and Croner subscription only services Training Videos and presentational material on Human Resources, Health and Safety and Tax issues P a g e 18

19 Day to Day This area provides quick access to various parts of the system Latest News Shows up-to-date information and articles on key HR and health and safety matters. My Employees Provides a summary of employee attendance statistics. Absences may be logged from here. Holiday and absence are covered later in the manual To-Do List Highlights priority tasks and actions to be completed. These are generated from specific areas such as the employee record or processes. The list can be ordered by due date in ascending or descending order as preferred. Clicking on any task will open at the correct page in the task tab enabling users to work on and complete. P a g e 19

20 Documents in Progress List and navigate to the three most recent documents created. Processes in Progress View and navigate to the latest three processes started for employees e.g. Appraisal. Simply Chat As an Administrator and Administrator Manager, Simply Chat allows you to contact your Business Team by clicking the button at the top of the screen. Live chat will be available for quick queries or to arrange a call to discuss further. You are also able to contact the Simplify Technical helpdesk via this method if you have a query. This button is located at the top right hand corner of the screen. For advice please call your business team and they will provide you with this through the helpline service as usual. P a g e 20

21 Business Team Business Teams photos and biographies are located within the Day to Day area. This gives an insight into the expertise your team have, as they will assist you with any queries you may have regarding Employment and Health & Safety. Quicklinks Quick access to the Time and Attendance area and additional services/products your Organisation may subscribe to such as Employee Assistance Programme and Reward Salary Search. P a g e 21

22 Tasks Tasks are either system generated and created during system setup (e.g. probationary period reminder), or Client generated which are event driven (such as when a training qualification is due to expire). The creation of tasks will be covered in the relevant sections of this manual. A table containing the list of tasks exists under the Tasks tab and enables the user to filter, complete and reassign tasks. Administrator users will initially view tasks assigned to themselves in the table, however in order to see all other users tasks they must filter the Assigned drop down on All. Type - Subject of task Creator User who created the Task Category Employment or Health and Safety Assigned User the task is assigned to Related to Employee related to the task Due Date - Identifies when tasks are due Managers may filter on the Assigned drop down item to view tasks assigned to their reporting employees. Managers and Administrator managers may filter on the Assigned drop down item to view tasks assigned to their reporting employees. Employees and Employee administrators will only see tasks assigned to themselves. Client generated tasks will appear in the table on the date stipulated by the user at the time of creation. P a g e 22

23 System generated tasks will appear in the table at a timescale defined by the system in accordance with the task type; this timescale cannot be overridden. Tasks will automatically appear in the list on their active date although for Client generated tasks users can create a reminder which over rules this date. Tasks that are not yet due can only be viewed if you select Pending Click on a task to open and view the detail. P a g e 23

24 Creator - person who created the task Date Created date the task was created Original Assignee the person to whom the task was originally assigned Assigned to To whom the task is currently assigned On Date the task was last assigned/reassigned By The person who assigned/reassigned the task. This will be the Administrator user or the employee s line Manager Simplify allows the user to set reminders which will send prompts to the Assignee and, if required, the Creator. These reminders will start on the stipulated date and reoccur at the set frequency. P a g e 24

25 Allows Reminder to be sent to the Creator of the Reminder The date of the initial Reminder for this task The frequency of the reminder Allows the Administrator user or line Manager to delete the Reminder Save and activate the Reminder. Where no reminder date for a task has been set, the task will appear in the Task List on its active date [which will depend on the type of task]. Any reminder date set will automatically override the active date. P a g e 25

26 It is possible to reassign a Task. By clicking on the Reassign Task button a new window will open. P a g e 26

27 From this window a user is able to reassign the task and enter a relevant comment. By clicking Reassign the task is saved against the new assignee and any Reminders will now go to the new assignee. Note details of the Task now identify the latest Assignee in addition to the original Assignee. P a g e 27

28 Tasks can only be assigned to current employees who are set up on self-service. Any task assigned to an employee who subsequently leaves the organisation is re-assigned to the default Administrator user. If the leaver is a Manager, Simplify will re- assign the task to the new manager or the default Administrator user if no replacement Manager is available. A user is also able to mark a task as complete from this window by clicking the Mark as Complete button. A confirmation message is displayed. By selecting OK the task is marked as complete and will clear the task from the Task List. To reassign multiple tasks or mark multiple tasks complete, check the box adjacent to the task and select Bulk Reassign or Bulk Complete as appropriate. By clicking Bulk Reassign the following window will open. Select the new assignee for the multiple tasks being reassigned and comments if required. Click Reassign. P a g e 28

29 By clicking Bulk Complete the following window will open. Click OK. This will mark all items checked in the Task List complete and remove them from the list. An employee who has left the company will be identified by the word Left Only Administrator users will see the Related To column P a g e 29

30 Employee Requests The Employee Request tab enables you to accept or reject employee requests such as holiday or changes in personal details To action an employee request, Place a tick in the Select box for the required request and click Accept or Reject. In this case we shall accept a change of address request Add a comment in the Comments box Click Accept Request P a g e 30

31 Defining Work Periods A default Work Period is pre-populated in the system and this can be used to apply to each Employee s record or you can create as many of your own Work Periods as you wish. Only the Administrator and Administrator Manager profiles can set up a new Work Period or adjust the default Work Period. Assigning a Work Period to an Employee The default Work Period will automatically be applied to all new employees when they are created on the system. Once the correct Work Periods are assigned to employees, any holidays that are booked will take account of the employee s work pattern and the system will only book them off on the relevant days. For example, if a part-time employee (who works Mon-Wed) books a five-day week off in the calendar; their Leave Entitlement will reduce by 3 days, not 5. It is important to set the Work Periods in the system before any staff are added / imported to Simplify. If you add the Work Periods after you enter or migrate existing employees onto the system, you will then also have to assign the correct Work Period to the employee in the Employee Shifts area. P a g e 31

32 To change the Default Work Period On the Day To Day page, click on Time and Attendance in the Quicklinks area On the Time and Attendance page, click on System Setup In the System Setup page, click on Manage Work Periods P a g e 32

33 You will see the Default Work Period listed in the table Click on the Pencil to edit the Default Work Period You will see the Work Period details You can change the name from Default (if you wish). In this example we will change the name Default to, Monday-Friday. Click into the description box and enter a descriptive name for this Work Period, e.g. 9:00 5:00, one hour lunch Click on the Start Time or End Time to change the default setting Click on any other field you wish to change, e.g. Grace IN, Grace OUT, Overtime, Break Hours, etc. Click Save P a g e 33

34 Adding a Work Period Click on the Add New Work Period button Fill out the blank fields at the top of the form to name and describe your new Work Period. You may then want to change start and end times, break hours etc. An example of another Work Period is shown below Click on Save to save the new work period Assigning a Work Period to an individual employee P a g e 34

35 You will have to assign the correct Work Period to an employee who doesn t work your Company s standard hours, e.g. the Monday-Wednesday Work Period above. You assign a specific Work Period to an individual employee in the Employee Shifts area in System Setup. On the Day To Day page, click on Time and Attendance in the Quicklinks area On the Time and Attendance page, click on System Setup P a g e 35

36 In the System Setup Page, click on Employee Shifts In the Employee Shifts screen click on the Pencil button on the line of the employee for whom you wish to change the Work Period In the Employee s Shift Record, select the default Work Period from the drop-down list. In this example, below, we have chosen the Monday-Wednesday Work Period Click on Save to save this Work Period for this employee Repeat for all other employees where relevant P a g e 36

37 Attendance Calendar The Attendance calendar shows Administrators and Administrator Managers all the employees holiday and absences. This can be filtered in various ways and by clicking on a date a user can book a holiday or an absence. By hovering the mouse pointer over a period of absence or holiday additional information is displayed. Please note the key at the bottom which helps you identify items on the calendar by colour. P a g e 37

38 For an Administrator Manager to access any employee s holiday settings, simply hover over an employee s name for a couple of seconds and the following appears: Clicking the Holiday settings button enables key settings such as holiday year start date, holiday entitlement/entitlement remaining and whether holiday is booked in hours or days to be defined. The relevant bank holiday profile is selected here and whether bank holidays are to be auto-booked on the calendar (See P 65 for full details of how to set up holiday settings). P a g e 38

39 My Simplify The My Simplify tab enables all users to view their personal record. Click on the grey My Simplify tab and the record will appear. The Default Administrator user is able to view and edit all details within their personal record. The first visible tab is Summary where any attendance [absence and holiday] entered is automatically authorised. P a g e 39

40 Default Administrator Permissions To enable Virtual Clock click on Edit User Settings Administrator Permissions An Administrator user also has access to their personal record within the My Simplify tab however unlike the default Administrator, certain areas within the record will be read only and holiday requests will be authorised by their line Manager. Absences are also recorded by the Administrator s line Manager. Administrators are not able to edit their own user settings. To create an Administrator user, the Default Administrator will select Admin from a dropdown list. Tick the self-service box and enter the user s work address. Save all Changes Send Login reminder P a g e 40

41 Enter into Edit User Settings to select the permissions to be granted to the Administrator. DEFINITIONS - ADMINISTRATOR Can request own absences Administrators will be able to request other type absences for themselves. Has Croner-i access Can access the Croner-i informational tool. Has Health & Safety access Can access the Health and Safety area to upload policies and risk assessments. Uses Virtual Clock To be selected if the Administrator is required to clock in and out. Access to Employee Information To be selected if the Administrator is required to have access to each employee s record. Documents & Templates Options via dropdown list to give access to view, manage and issue documents and templates. Can view others financial details This selection gives access to financial details including Salary, Bank, Commission and Bonus Details. Reports containing this data will also be hidden if this setting is not selected. Permissions are saved by clicking on the Update button. P a g e 41

42 Administrator Manager Permissions An Administrator Manager profile has access to any employees who directly report to them. Enter into Edit User Settings to select the permissions to be granted to the Administrator Manager. Administrator Managers are not able to edit their own user settings. Please note, the Access to employee information tick box must be cleared or the manager will remain a full administrator with access to all employee records. DEFINITIONS ADMINISTRATOR MANAGER Can request own absences Administrator Managers will be able to request other type absences for themselves. Has Croner-i access Can access the Croner-i informational tool. Has Health & Safety access Can access the Health and Safety area to upload policies and risk assessments. Uses Virtual Clock To be selected if the Administrator Manager is required to clock in and out. Access to Employee Information To be selected if the Administrator Manager is required to have access to all Company employee s record. If deselected an Administrator Manager will only have access to the records of their own direct reports. Administrator Managers can: Add Employee Notes Amend Employment Details Add Benefits Access to bank details (this can be turned off) Access the New Starter and Leaver Wizard Change Holiday Settings Use Absence Schemes Access the Business Team P a g e 42

43 Documents & Templates Options via dropdown list to give access to view, manage and issue documents and templates. Can view other s financial details Selection gives access to financial details including Salary, Bank, Commission and Bonus Details. Reports containing this data will also be hidden if this setting is not selected. Permissions are saved by clicking on the Update button. An Administrator Manager profile has access to any employees who directly report to them. Enter into Edit User Settings to select the permissions to be granted to the Administrator Manager. Administrator Employee Permissions An Administrator Employee is created by promoting the Employee user profile to Administrator, then assigning appropriate permissions. An Administrator Employee profile has no access to employee information; however they have the facility to book absences and holidays on behalf of all employees. Enter into Edit User Settings to select the permissions to be granted to the Administrator Employee. Ensure Access to Employee Information remains unchecked unless the user is to have access to ALL employee records which display personal data. DEFINITIONS ADMINISTRATOR EMPLOYEE Can request own absences Administrator Employees will be able to request other type absences for themselves. Has Croner-i access Can access the Croner-i informational tool. P a g e 43

44 Has Health & Safety access Can access the Health and Safety area to upload policies and risk assessments. Uses Virtual Clock To be selected if the Administrator Employees is required to clock in and out. Access to Employee Information To be selected if the Administrator Employees is required to have access to all Company employee s record. If deselected, Administrator Employees will only have access to the records of their own employee record. This would allow them to log holidays and absences for other users of the system without seeing other s personal records. Documents & Templates Options via dropdown list to give access to view, manage and issue documents and templates. Can view others financial details Selection gives access to financial details including Salary, Bank, Commission and Bonus Details. Reports containing this data will also be hidden if this setting is not selected. Manager Permissions A Manager profile is created when someone reports to that user. Enter into Edit User Settings to select the permissions to be granted to the Manager. DEFINITIONS MANAGER Can request own absences Managers will be able to request other type absences for themselves. Has Croner-i access Can access the Croner-i informational tool. Has Health & Safety access Can access the Health and Safety area to upload policies and risk assessments. Uses Virtual Clock To be selected if the Manager is required to clock in and out. P a g e 44

45 Documents & Templates Options via dropdown list to give access to view, manage and issue documents and templates. Can run reports To be selected if the Manager is to run reports. Results will only reflect their own team. Can view others financial details Selection gives access to financial details including Salary, Bank, Commission and Bonus Details for any employees reporting to them. Employee Permissions Permissions are only available to self-service users. DEFINITIONS EMPLOYEE P a g e 45

46 Can request own absences Is able to request other type absences for themselves e.g. compassionate leave. Has Croner-i access Can access the Croner-i informational tool. Has Health & Safety access Can access the Health and Safety area to upload policies and risk assessments. Uses Virtual Clock To be selected if required to clock in and out. P a g e 46

47 My Employees The My Employees tab provides an overview of the employees contained within the system and allows Administrators and Managers to access employees records. Administrator Managers will only see their reporting employees here. Administrators and Administrator Managers are also able to add new employees by launching the New Starter Wizard. P a g e 47

48 New Starter Wizard Adding an employee into the system creates an employee record allowing, where permissions have been granted, the Administrator and Administrator Manager to create, file and maintain documents, log absence and holiday information and amend specific personal data. This does not necessarily mean that the employee is to be assigned as a self-service user. Employees who do have access to the system are called self-service users and throughout the session we will identify the activities they are able to carry out within Simplify. Click on the My Employees tab Click Begin New Starter Wizard 1. Contact Details The first page of the wizard will request completion of basic personal information. The employee created in this example will feature later in the training. The employee is called Sam Smith. Some of these fields are mandatory and will be clearly indicated (*). If you require guidance when completing a field a yellow text box will appear to the right hand side. P a g e 48

49 Complete the relevant fields Click Next P a g e 49

50 2. Bank Details Complete the bank details, if required Click Next P a g e 50

51 3. Work Details Where you allocate the employees ID number, job title, department and holiday entitlement. Enter all relevent details Click Next Use Employment Category 1 & Employment Category 2 to create team structures within a Department. P a g e 51

52 Enter information about the employees holiday entitlement 4. Interacting with This step identifies if reminders are to be sent and whether the employee added is to be a self-service user. This will then enable the user to access. P a g e 52

53 The new employee may be required to provide specific documents. By selecting Remind Me and *Remind Employee [as appropriate] a task will be set and reminder s sent to the creator of the employee as well as the employee themselves. *Employees must be marked Self Service to enable reminders to be sent to them. This system generated task becomes active immediately, sends an initial reminder to the recipients identified and sets a due date of 14 days in the future. The task will also appear in the Task tab on the Day to Day dashboard. Select if the employee will be a self service user (and enter their work address). If the employee is a manager, further permissions can be added within their record. An organisation may require certain individuals to have access to Health & Safety elements of the system only; this can be identified here. P a g e 53

54 Click Next 5. Finish The employee has been succesfully added. Select next required action from the list of links shown in blue. An employee is elevated to a Manager user type if they have a direct report. Additional permissions can be assigned to any user type within the Edit User Settings area within the Summary tab of their record. The following user settings are applicable to a Manager. P a g e 54

55 Selecting Multiple Users to Update their Records Several employees records can be updated in one easy action e.g. create action notes for numerous staff* by any Administrator or Administrator Manager. *Such notes serve as a reminder for the creator, as employees will not have sight of these notes. Click on My Employees tab Select various employees from the list Click on the Action Menu Choose Add a Note from the list P a g e 55

56 Add a subject and detail of the note into the relevant areas. Mark note as Important by ticking the Mark as Important checkbox. The creator is able to add a task to the note and set a reminder if appropriate. Tasks will be visible to the creator in the Tasks tab under the Day to Day tab on their due date [active date] unless a reminder is created in which case it will appear earlier. In order to add a reminder to a task and set the frequency level, click on the Add Reminder button. P a g e 56

57 Due Date the date the task subject is due to be completed. Assigned To the User to whom the task is assigned. Remind Me select when Assignee is different from Creator. Reminder Start Date the date from which reminders will begin Reminder Frequency the intervals at which reminders will be sent Click on Add Note. Action notes are stored under the Employee Management tab within the Employee Record but are not visible to the employee. P a g e 57

58 Employee Overview To select a single employee search by using the Filter A list of all of the employees that match the search will be displayed Click on the employee s name The record opens The employee s record will be displayed. An Administrator user and Administator Manager has full access to each tab and the activites that can be performed within. The Administrator Manager will only see/be able to select from their reporting employees. The access and permission level for these tabs reduce for a Manager and Employee user profile (the latter may only view their own record). P a g e 58

59 Summary This area provides a summary of the employee s personal details. Buttons also appear which will allow the user to perform various activities/navigate to other areas from this screen. Permissions are only available to self-service users. Can request own absences Is able to request other type absences for themselves e.g. compassionate leave. Has Croner-i access Can access the Croner-i informational tool. Has Health & Safety access Can access the Health and Safety area to upload policies and risk assessments. Uses Virtual Clock To be selected if required to clock in and out. P a g e 59

60 Work Employment Details On the employee record, click on the Work tab. This tab contains the employee work record and right to work details. In the Employee Details box select the Reports to field Type in the Manager s name Click Save all Changes P a g e 60

61 Enter an Effective Date and Reason Click Save Changes By entering a Manager the system will assign that employee with a Manager user profile and the organisation chart will begin to form. Right to Work Details Employees Right to Work details are stored within this area. There are five predetermined choices and the option to create a bespoke right to work. Enter the required information in respect of the Right to Work category e.g. Passport Number and Expiry Date. To create a task which will highlight that the expiry date is approaching, click on the Create Task button, input to Due Date the date on which the passport will expire. Select who the task is to be assigned to. P a g e 61

62 By selecting Add Reminder a Reminder Start Date and a Reminder Frequency can be input. If no Reminder is set the system will default to adding the task to the Task List on the Task tab two months prior to the due date. Click Save. P a g e 62

63 Benefits Several benefits can be assigned to an employee and this area enables tailor made benefits to be created. By ticking on the desired benefits the required fields can be completed, a task created and a reminder set. An Administrator manager has full access to this tab. For each task an expiry or due date may be entered. By clicking on Create task, the due date will be pre-populated with the date entered. For instance, by clicking on Create task on MOT expiry, the following window will appear. Define who the task is to be assigned to. P a g e 63

64 Clicking Add reminder enables a reminder and reminder frequency to be set for the task. This functionality is the same for all tasks created in different areas within Simplify. Benefits may be user defined by clicking the Add New Benefit button and using the managed list within the Benefit drop down. Documents may also be uploaded into each benefit section by clicking on the Manage Document link. Browse to find your document and click Upload. Please note: an Administrator Manager would need to have the Manage and issue documents and templates permission granted otherwise they may only view any documents here. P a g e 64

65 Attendance Attendance displays information relating to an employee s holiday and absence statistics. The Attendance Calendar may be viewed and entitlements set within this area by Administrators and Administrator Managers. This screen may also be utilised to book holidays and absences. Clicking Holiday settings enables key settings such as holiday year start date, holiday entitlement/entitlement remaining and whether holiday is booked in hours or days to be defined. The relevant bank holiday profile is selected here and whether bank holidays are to be auto-booked on the calendar. P a g e 65

66 If bank holidays are additional to the annual leave entitlement, the first checkbox on the right of the section may be populated. By doing this the amount of bank holidays within the selected bank holiday profile will appear. It is recommended that bank holidays are then auto-booked by selecting the second tick box. Bank holidays have then been accounted for and will appear on the Attendance Calendar in blue with a BH within the box. If an employee was to request a bank holiday in error the bank holiday will not be deducted from their annual entitlement. If bank holidays are included within the annual entitlement, auto-booking is not applicable. The bank holidays will appear in pink on the Attendance Calendar for information purposes only. Bank holidays will therefore be booked from the employee s annual entitlement. Change additional entitlements allows ad-hoc holiday [e.g. additional discretionary days] to be added. This would only apply in that particular holiday year and shows as an addition to Leave remaining in the holiday summary P a g e 66

67 Record an Absence Absences may be recorded, amended and tracked from within this area. Administrators and Administrator Managers are able to log absences within all absence categories. A Manager and Employee (if granted permission) can request an absence within the category of Other The absence summary states the level of absence within three categories which are: Sickness Family friendly Other To record an absence click on the Add Absence button as shown above. The following screen window will appear. P a g e 67

68 Select the appropriate category. P a g e 68

69 The Administrator and Administrator Manager is able to add additional reasons in if required. When adding an additional reason the Administrator or Administrator Manager may choose to identify if the absence reason contributes towards an absence scheme. Save [the information will be transferred to the attendance calendar and shown in orange]. Where Tell my Consultant whenever an employee has exceeded their absence scheme limit is selected withing the Business Rules area, a task will automatically be created to alert a member of your Croner Business Team. P a g e 69

70 Number of days absent Date absence commenced Identifies if absence is full or part day Date absence ended Identifies if absence is work related The end date of an absence must be populated at the time of recording. If the end date is not known the date can be amended from the Attendance Calendar at a later time. A user is able to create tasks from this area. On completion, click Save. P a g e 70

71 To edit a task within the Absence area: Go to Attendance Calendar Hover mouse over Absence area to view absence detail. Click on the edit icon [pencil and paper]. Select Update Task Where the end date is amended user will see an error message. This absence currently includes one or more associated tasks. As you have amended the absence start or end date please ensure that these tasks are reviewed to confirm they still meet your requirements. In addition, Administrator and Administrator Manager users are able to record an absence from the Summary tab. P a g e 71

72 Deleting Holiday or Absence Entries To delete a holiday or absence entry click on the list icon to change calendar view to list view Select entry and click on red delete button To return to Calendar view click on Calendar icon P a g e 72

73 Performance Management Appraisal, training and qualification information may be recorded within this section. Appraisals click on the Start Appraisal Process button to commence the Appraisal process. Input detail of appraisal and click Save. Complete the four steps; the information will be saved to the employee record. P a g e 73

74 Training creating and maintaining training records is important. Tasks and Reminders can be set to notify the assignee when a training qualification is to be renewed. Qualifications functionality as above. P a g e 74

75 Health & Safety Personal Protection Equipment (PPE), managerial health and safety responsibilities and occupational health information can be logged and viewed in this area. To add a PPE item click Add new PPE item and input detail. Click Add Task [if relevant] to create and add reminder. Click Save. P a g e 75

76 Health and Safety responsibilities can be assigned to managerial levels within the Organisation e.g. Supervisor, Health and Safety Officer. This will in turn create the H&S Organisation Chart [See Organisation and Responsibilities section within the Health and Safety section]. If a previously created absence has been marked Work Related, an entry in the Occupational Health area appears. Click on the text to expand and complete relevant information. Users may create a task and set reminders if required. Click Save Changes. P a g e 76

77 Employee Management Notes regarding an employee may be created in this section. Users are able to create notes for a wide variety of functions e.g. instructions to employees on an individual basis. Processes can also be managed from here. Click on Create Note Input subject and detail of the note. If a task or reminder is required, click the Add Task button. P a g e 77

78 Assign task to the employee Input date the task is due to be completed Check box if the Assigner wishes to receive a reminder also Input date for the initial reminder Input reminder frequency A note created without an assignee will be recorded on the Employee Record but not visible to the employee. New processes may be started from this area, and on-going processes managed. P a g e 78

79 Documents Important documents can be created here by utilising the Croner Template library. There is also the option to upload documents. Administrator Managers will only see this area if granted the Manage and issue documents and templates permission. In the Documents tab click on the Upload Document button Choose the Category and Sub Category that is appropriate to the document that you are about to upload P a g e 79

80 Click the Browse button and select the file to upload Click Open Click Upload P a g e 80

81 Leaver Wizard With the relevant permissions granted, the Leaver Wizard enables the Administrator and Administrator Manager to record details for members of staff leaving the Organisation (in the case of the Administrator Manager, only their reporting employees). From within the employee record select the Work tab and click Launch Leaver Wizard The Leaver wizard will start. Specify the reason for leaving and the date when the employee is due to leave. Click Next P a g e 81

82 If the member of staff has any outstanding entitlements e.g. holidays, you will be prompted to deal with these prior to the employee s final day. Click Next Select the names of key members of staff who need to be notified (e.g. the employee s Manager) and click Add. If the employee that is leaving has anyone reporting to them you have the option to Reassign Team Members. To do this type the name of the new manager into the Reports To field and click Save. Click Next to proceed to the next screen P a g e 82

83 Indicate whether an Exit interview is required Click Next If the answer is No the final screen confirms that the employee has been marked as leaving the organisation By selecting Manage outstanding tasks for this employee the Administrator will be directed to the Tasks tab in the Day to Day area P a g e 83

84 To launch the Exit Interview Process select Yes and Next To view detail of the leaver, select the Work tab P a g e 84

85 My Organisation My Organisation is the area where the Administrator views and amends the organisational chart. The Administrator Manager may only view this area, they cannot move employees. My Organisation Click on My Organisation tab and an organisation chart will be displayed in the first tab Where an organisation uses Time and Attendance to clock in and out, a red dot against a name indicates that the employee has not clocked in The organisation chart is automatically created when reporting lines are set within the Work tab of an employee record. P a g e 85

86 There are two organisation charts that can be displayed by company structure and by H & S responsibility. Toggle between the two charts by clicking the appropriate type Use the navigation arrows in the top left hand corner to pan across the organisation chart and zoom in Click on a staff member to view the following icons Click on to see full details about the employee If a member of staff has changed teams or moved to a different Department you can easily apply this from this section. Close the employee details and click on the employee to see the different Department: icon. Drag the icon onto a different team member in a The employee has changed locations to a different Department Click Save the changes P a g e 86

87 Specify the effective date of the change, by entering a date into the Effective Date field Add a Reason if required Click Save Changes A prompt will appear indicating further actions. I ll do it now links directly to the employee record to allow change to be facilitated Create a task for me - a Task will automatically be created and can be found in the Tasks tab on the dashboard Ask consultant for advice - a member of the Croner Business Team will be notified of the change All uncompleted tasks will automatically be assigned to the new manager when a reporting line changes. P a g e 87

88 Business Rules Business Rules are available to the default Administrator only. These Business Rules were first seen during the initial System Setup Wizard. It is within this area where they can be amended if required. Assign Type - Identifies user type to be notified/receive a task Copy Me In the default Administrator will receive notification if Manager is Assign Type Administrator refers to the Default Administrator User. If a different Administrator user were to create a task, the Default Administrator would automatically be copied in - the Copy Me In box is disabled. P a g e 88

89 Processes It is important that correct procedures are followed and in Simplify standard processes are available which guide users through fair and thorough investigations to ensure minimised risk of disputes and tribunal claims. One example process is the Disciplinary Process. To start a process Administrator and Administrator Manager users are able to start a process in relation to an employee. Click on the grey Processes tab. Click on the Start New Process button P a g e 89

90 The following dialog box will appear Fill out the various fields: o Tick the box this process relates to an employee if you are attaching the process to an individual employee s record o Type the employee name in the Employee field o Select the appropriate process from the field called User Process Table. In this case we will choose Disciplinary Process o There is an option to give the process a more detailed name or accept the default name provided A completed dialog box should appear thus Click Start The Process Summary box will appear, along with all the steps in the chosen process (e.g. Disciplinary) P a g e 90

91 The above is an example of a process that has not yet been started as there are no dates in the Completed Column. Process steps There are a variety of process step types that may be encountered: Checkbox Merge Process Task Description Document Diary Entry Confirmation of a completed stage of the process is displayed by clicking on the Expand button against the relevant step. Expand step 1 by clicking on the plus sign as shown in the red circle in the picture above P a g e 91

92 Step 1 is an example of a Description step. In this stage of the process fill in the notes field to indicate the start of the process. Add notes Click on Update Step 2 is an example of a Process Step. Build processes within processes. In this example of a Disciplinary, at this stage activate the Suspension Process and carry this out as part of the Disciplinary process. Click on the button Access Process Steps When complete, click on the checkbox to mark the step as being completed Click on Save Every time the Save button is selected on a step in the process, progress is being recorded. A process may be left and returned to at a later date. In the picture below the Completed column states which steps in the process have been completed so far and who by. P a g e 92

93 Step 3 is a diary step. When all steps in a process have been completed mark this process as complete. This marks the end of the process and the process will be archived to the Archived Process area see picture below. P a g e 93

94 To re-open a process that s been archived: Click on the Process Name in the Archived Processes area Select Re-Open or Delete a Process Viewing Processes An Administrator will see a section called Top Processes on the Day to Day page when logging in. Click on the Manage button to go straight to an existing process. P a g e 94

95 Reports All reports will be available to Default Administrator and Administrator user types. Reports are automatically available for Administrator Managers but their view is identical to a manager with the Can run reports permission granted. Manager and other user types will be dependent on the individual permissions being granted. See My Simplify Section. There are a number of standard reports available in Simplify. To view the reports, click on the Reports tab in the Top Level tabs (grey) Top 4 Reports The four most common reports are highlighted at the top of the screen. Click on the View Report button to run one of the top 4 reports. P a g e 95

96 Viewing a Report The following example shows how to run a report to view all the staff holidays that have been booked. Click View Report button on the first of the Top 4 reports Holiday list by employee The screen is split into two areas the top section is called Selection Criteria and the bottom section is called Report Preview. Specify the criteria needed to run the report and click on Generate Report. In this example a report is required showing the staff holidays booked for the whole of In the Start Date field, select the date the report data is to start at, e.g. 01/01/2012 In the Finish Date field, select the date the report data is to end at, e.g. 31/12/2012 There is an option to choose to view records by Location or Department or both. In this example leave both set to ALL If required sort the staff list by Surname. Choose Surname from the drop down box in the Surname field When finished specifying all your criteria, click on the Generate Report button to view the report in the Report Preview pane P a g e 96

97 All the holidays that are booked for the staff group for the year 2012 are now listed Filtering your reports There is an option to view the holiday for employees by relevant department. To change the report select an option (either tick box or drop down arrow) in the Selection Criteria area and click again on the Generate Report button. In this example change the Location field to Head Office and the Department field to show only those employees in the Sales Department. Click on the down arrow of the Location field and choose Head Office Click on the down arrow of the Department field and choose Sales Click on the Generate Report button P a g e 97

98 The results are filtered in the Report Preview area of the screen. P a g e 98

99 All Reports The All Reports section shows all the standard reports in Simplify. The standard reports are explained in sections: Holidays & Absence, Analysis Reports, Disciplinary & Grievances, Management Reports, Pay & Benefits, Time & Attendance. To run one of these reports, click on the name of the report and fill out the relevant criteria and click Re-generate Report. Printing and Exporting To print your report and/or export it to Microsoft Excel for further analysis: Printing To view the report before printing, click on the Adobe Reader button to view your report as a.pdf file, P a g e 99

100 Click on the print icon to print the report Reporting To export a report to Microsoft Excel click on the Excel button icon P a g e 100

101 A dialog box will appear. Click on the Open button to view the report in Microsoft Excel Drag to adjust the column widths in Excel to see all data correctly. In the picture below the ## symbols appear when the column width needs adjusting To run further reports click on the Back to Reports button P a g e 101

102 Documents Simplify helps manage and deploy a range of business documents; Croner document templates, Company Guidelines & Policies or any other document that needs to be sent out to employees. The following information only applies to Administrator Managers who have been granted the Manage and issue documents and templates permission. If this permission is not granted they will only be able to view documents in the Guidelines and policies tab (See page 109). View Templates The first tab is Template Library. This is where Croner template documents, e.g. letters, guidance notes, etc are stored. These documents can be used to ensure legal compliance and speed up the management of employee records. The templates are arranged into groups. Click on the Documents tab Click on the blue plus sign to expand a group Click on a yellow folder or its name to expand the folder P a g e 102

103 The right hand pane shows the name of the document currently selected. Click on the View button to open the document in the AceOffix document management plugin. Now you can look at the document (the Download option will open the document in MS Word) The document that opens is a Croner template with Client Notes appearing in red and merge fields appearing throughout the document. When using this template the correct employee information will appear in place of the merge fields, e.g. [[Title]] [[Forename]] [[Surname]] will be replaced with Mr. Sam Smith, etc. This document template will be in read-only mode because the View button was selected Close the AceOffix plug in P a g e 103

104 Using Mail Merge Templates To use this template and merge it with an Employee s personal information, open the template with the Use Template button. Click Use Template Click into the Employee field and type Sam Click Sam Smith Click Add To send a template document to multiple employees, type employee names into the Employee(s) field and click on Add. Repeat this step until your list is complete and in the Employee List Area. P a g e 104

105 Click Next A summary box appears. Check the details are correct and then click on Create Document The Merged Document will appear at the top of the list in the Documents in Progress tab as shown below. The merge fields should now be replaced with the Employee s personal information. To edit the document, to remove the red text and the footer and to insert the relevant text into the document: Click on the Edit button to Open the Document in Edit mode P a g e 105

106 The merge fields display the individual employee(s) personal details, e.g. Name, Address. In the following screenshot, the red text has already been removed. Ensure that users: Remove the red text at the top of the template Remove the footers Insert relevant data into the (bracketed) items in the template Add any other text required When the document is complete: Click on the Save button The document will be saved back (with changes) to the Documents in Progress screen in Simplify P a g e 106

107 Sending the document to the Employee(s) Self Service-Users ONLY. When finished editing the document, click on the Mark as Issued check box. The document will appear in the Employee s record within the Document tab. P a g e 107

108 Upload a Template Templates unique to an Organisation may be stored in the Template Documents tab of Simplify and can be used to merge with an Employee s record. To do this, go to the Documents tab / Template Library area: Click Upload New Template P a g e 108

109 The following dialog box appears From the Category drop-down field, choose the most appropriate category for the template you are uploading The Access by profile area allows the template to only be visible to a particular user type. The Access by location area also allows the templates to be restricted by location. This applies to those which are uploaded and not the standard content provided by Croner. The Default Administrator and the user who uploaded the item will always have visibility of the document Complete the Description field Click on Browse to upload the Document Template to the Template Library section Click Save P a g e 109

110 Guidelines & Policies The Guidelines and Policies area is where the company-wide Policies and Procedures are located, e.g. Employee Handbook, Health & Safety policies, etc. P a g e 110

111 To view a Guideline or Policy document Click the blue plus sign to expand the section Click the folder name to expand the sub-section Click the document to see the preview pane on the right-hand side of the screen Click View Click Open The document will open Read-Only in MS Word P a g e 111

112 Uploading a New Guideline or Policy There is the functionality within the software to upload an organisation s own guidelines and policies to this area and identify and assign permissions for the documents. An Administrator Manager must be granted the Manage and issue documents and templates permission to be able to upload documents in this area. A Guideline & Policy document can be assigned to any or all of the User Profiles: Administrator Manager Employee Health & Safety Everyone Click on the Upload New Document button Fill out the relevant fields as in the screenshot below: Section, Category, Access Control, Access by location and Description. Click Browse to select the New Guideline or Policy document Click Save P a g e 112

113 P a g e 113

114 The document is added to the Guidelines & Policies area as in the screen below. Auditing Simplify automatically audits the viewing of company Guidelines & Policies and enables the Administrator and Manager users to monitor who has viewed and not viewed the document. To do this: Click on the Who has viewed this? button P a g e 114

115 Administrator and Manager users can choose to see who Have Viewed and who are Yet to view Click on the radio button next to Yet to view The following screen shows the employees who have not viewed the document: To search for a particular employee to check if he/she has viewed. Click on the radio button next to Search Begin typing in the name of the Employee View the Employee s name and check the status P a g e 115

116 Viewing Guidelines & Policies from the Employee Profile An employee will see all the Guidelines & Policies that they have permission to view. For example if a document was uploaded to be viewed by the Manager profile, an employee (who isn t a Manager) will not see that document. The following screenshot shows the same Guidelines & Policies area from the Employee profile. The Employee Profile can only Download or View a document in Read-Only mode. P a g e 116

117 Accident Reporting Tool This tab contains useful information and advice on matters relating to health and safety. Some of the information is for subscribed users only however the Accident Reporting tool is available for everyone who has the health and safety permission granted (normal and default Administrators are granted this permission by default). The Accident Reporting tool can assist in the reporting of accidents, dangerous occurrences, diseases and near misses in the workplace. By guiding users through a series of questions, it will help identify what is reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). Click on H&S Overview tab Click on the Accident Reporting Tool button A separate window opens up Click on Create a new report button P a g e 117

118 The report must be completed step by step. Complete the appropriate options and click Next to proceed to the next screen. P a g e 118

119 P a g e 119

120 After completing click on Save/Finish P a g e 120

121 Click on the Print icon to print the report off in pdf format and send it to the appropriate authorities Alternatively click on the icon to the report An example of what a report will look like is shown below To modify your report click on the User Reference number. P a g e 121

122 Croner-i Croner I is an online information tool for businesses Administrators see this by default but Administrator Managers must be granted this permission. There is data on employment, health and safety, environment and tax and legal matters. Business Essentials is updated weekly and contains Quick Facts, In-depth and Step-by-step guides. It has been written specifically with non-hr professionals in mind and is fully searchable. Click on the Croner-I tab Click Business Essentials A separate window appears Click on Tools in the left hand side bar Click on Employment Calculator P a g e 122

123 Select the appropriate calculator to work out maternity pay, redundancy pay, sick pay and National Minimum wage The Croner subscriptions menu is a tailor made service which contains industry specific data for subscription paying clients only. P a g e 123

124 Health and Safety Support This section will cover the optional Health and Safety Support element which features within including H&S Policies, Procedures, Risk Assessments and assigning H&S Responsibilities to nominated individuals. It also covers important record keeping such as review of H&S Policy, Communication, Monitoring and Training. The sections are laid out in line with the Health and Safety Executive s standard for H&S Management Systems HSG 65: Successful Health and Safety Management. Health and Safety Overview This area provides access to a list of H&S processes, the Accident Reporting Tool and the H&S Audit Tool. There are a number of standard processes relating to Health and Safety such as Display Screen Equipment, Manual Handling and Pregnancy Risk Assessment. A new Process may be started by clicking the Go To Processes button, while existing Processes can be opened by clicking the MANAGE button. P a g e 124

125 Audit Tool Clicking the Audit Tool button will launch the H&S Audit Tool. The Audit Tool will allow the user to create H&S Audits examining different areas and issues within them e.g. the ability to audit only Display Screen Equipment issues within an office or a comprehensive audit on the whole premises covering a number of H&S issues. Once launched, the H&S Audit Tool includes a comprehensive User Guide accessible as shown below: Clicking the Accident Reporting Tool button from the Overview tab will launch the Croner Accident Reporting and Recording Tool. This has been covered extensively earlier in this Workbook. P a g e 125

126 Policies This area provides access to H&S Policies as supplied by your Croner Business Team and also allows users to upload their own Policies. Documents are accessible via the folders on the left hand side of the page, with options to delete, check who has viewed a document, download a copy of a Policy or simply view a document. P a g e 126

127 Clicking the Upload New Document button will open the document upload screen as shown below. The settings within this area allow the user to restrict access to the document by User Profile type and location. If a Policy is created a related Procedure must also be created. This will help to demonstrate how the Organisation actually fulfils the requirements of the Policy. P a g e 127

128 Organisation & Responsibilities This area allows the User to designate H&S Responsibilities to key members of staff which will automatically populate the H&S Organisation Chart. It is important to be able to demonstrate that H&S Responsibilities have been designated to individuals and, more specifically, what those Responsibilities are. provides a number of pre-set templates upon which Responsibilities may be created. Clicking the Add New Responsibility button will open a screen which allows a user to assign H&S Responsibilities to an individual, based on their level of authority. P a g e 128

129 Within this area the User is able to create a task and reminder to complete relevant actions. The Responsibility drop-down box allows the User to choose from a number of pre-set, representative Responsibilities, based on level of seniority. The pre-sets are: Managing Director. This is a top level responsibility and is normally the most senior person e.g. Managing Director, CEO etc. This Responsibility covers senior management issues such as H&S planning and strategy, resources, insurance, communication, consultation and contingency planning. It is recommended that this Responsibility be assigned to only one person Director. This is a senior management position, reporting directly to the top level. This Responsibility is concerned with implementing H&S strategy e.g. risk assessments, safe systems of work, training etc. Supervisor. A lower level management position which covers shop floor issues such as supervision of employees, completing H&S checklists, providing personal protective equipment etc. H&S Officer. This responsibility should be used for the identified competent person(s) for Health and Safety. It covers the more technical aspects e.g. advising management on changes to legislation, arranging H&S meetings, accident investigation etc. P a g e 129

130 The Employee drop-down box will allow you to assign the responsibility to the selected individual. To be able to select an individual you need to have created an employee record either by populating the Dataload spreadsheet or by using the New Starter Wizard as shown previously in this Workbook. If you are using Simplify exclusively for Health and Safety management then you only need to complete the mandatory fields to be able to set up each employee. The Report To field will be present (unless assigning a responsibility to Managing Director level, who doesn t report to anyone else!) and will allow the User to specify to whom the selected person reports to. This field is important as it will dictate where the Responsibility appears in the H&S Organisation Chart. A task/reminder may be added to the new responsibility. See the Tasks section of this manual to identify how to add a task or reminder. Once the Date Assigned and Description fields have been completed, click Save. This will then populate the details into the Responsibilities table: When a Responsibility has been entered, an example Responsibility document will be created which can be edited. Click on the Responsibility entry to expand it to show the Manage Document link (highlighted above). Clicking this link will open up the following screen: P a g e 130

131 Use the Actions buttons on the right to either edit (pen and paper icon) or delete the document ( no entry icon). Clicking the edit button will launch the editable Responsibility document, which will look like the following: Personalise or save the document as required, reflecting the individual s Responsibilities for Health and Safety. Furthermore by clicking on the Upload Document button the User may upload their own organisation s documents relating to that individual s responsibility. Providing the preceding screens have been completed correctly, the H&S Organisation Chart should be automatically populated with the selected individuals. To access the chart click on the H&S Organisation Chart button: P a g e 131

132 Access to the chart can be achieved by going to My Organisation tab and selecting by H&S Responsibility as the Chart Type: P a g e 132

133 Planning & Implementation This area gives access to Procedures and Risk Assessments. These documents help demonstrate H&S issues are managed in a planned and systematic way. As with the Policies section, access Procedures and upload the organisation s own Procedures using the Upload New Procedure Document button. P a g e 133

134 Risk Assessments behave in a similar way to documents in the Template Library area. When a document is selected from the folders on the left the option to Preview is given which opens up a copy of the document, or the ability to Use Template may be used which opens an editable version of the document. Choose Use Template, for a copy of the risk assessment to appear in the Risk Assessment Documents table. Edit (pen and paper icon) or delete the assessment ( no entry icon). Risk Assessment templates may be added using the Upload New Risk Assessment Document button. P a g e 134

135 Monitoring & Review This area allows actions to be recorded such as H&S Training, Review and Monitoring and provides important evidence of being proactive in the management of Health and Safety issues. Clicking the Add New Training button will open the Create Training Record screen. Select the Employee Name, the name of the training given, the date of the training and a description: P a g e 135

136 Click Save to create an entry onto the Training table. Documents may be uploaded here by using the Manage Document link, or edit or delete the entry. A task and reminder may also be set regarding the next training review Examples of H&S training records include H&S specific inductions, toolbox talks, fire marshal training and H&S qualifications e.g. NEBOSH/IOSH/BSC/CIEH courses and CSCS cards. The Health and Safety Review Log allows users to make a record when the organisation s H&S Policy, Procedures, Risk Assessments or other documents have been reviewed. This serves to provide a valuable record that the Organisation is proactively keeping documents up to date and that they properly reflect working practices. P a g e 136

137 Clicking the Add New Review Log button will open the Create Review Log screen: This allows the User to assign a Location, Department, name of reviewer and review date plus a description of the review. Click Save The entry will appear in the Health and Safety Review Log table. Users are able to upload a document using the Manage Document link, edit or delete the entry. A task/reminder regarding the next review may be generated from here. It is recommended that the overall H&S Policy is reviewed at least yearly. This includes individual Policies, Procedures and Risk Assessments to ensure that they remain relevant to working practices. Always perform a review of relevant documents following an accident, case of work related illness/absence or near miss. P a g e 137

138 The Health and Safety Monitoring Log allows the Organisation to record when H&S Monitoring has been undertaken e.g. following a workplace inspection or if inspection or maintenance work has been carried out by a competent person or air/noise/vibration monitoring. Your Croner H&S Consultant will prepare Monitoring Checklists for you as part of the on-going implementation of your H&S service. Clicking Add New Monitoring Log will open the Create Monitoring Log screen: This screen allows the User to allocate a Location, Department, name of reviewer, date of review and a description of the monitoring being carried out. Click Save to make an entry into the Health and Safety Monitoring Log table, with the same functionality as the Training and H&S Review Log areas. Create a task/reminder for the next monitoring session Your H&S Consultant-prepared Monitoring Checklists should be completed and uploaded to Simplify at agreed frequencies. This is important as it shows an organisation is being proactive with H&S management. P a g e 138

139 Communications This area allows the recording of communications to employees and others on Health and Safety issues, providing evidence that H&S information is being provided and demonstrating a positive H&S culture. Clicking the Create Communication button opens the following screen: P a g e 139

140 Here the User can define a subject and make notes about the type of communication. The option to Mark as important is also included, which when selected will flag the communication as being of high importance. Use Create Task/Reminder, to add a task to the To-Do list in the Day to Day area. This is assigned as previously covered. By clicking Save an entry is made to the Communications table. Upload a document using the Manage Document link or edit or delete using the relevant buttons under Actions. P a g e 140